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HomeMy WebLinkAboutFAC_GrantPacket_2015-16 (1) OFFICE OF THE CITY CLERK GEORGEANN "GIGI" HANNA- CITY CLERK 300 North "D" Street • San Bernardino • CA 92418-0001 909.384.5002 • Fax: 909.384.5158 www.sbcity.org To: Applicants for the Fine Arts Grant for 2015-16 The Grant application for the upcoming fiscal year is somewhat different from those in previous years. In addition to the arts organizations which have a 501-c-3 designation, we have added our city Parks, Recreation, and Community Services centers and public schools located in the City of San Bernardino. Thus, the grants will be extremely competitive. We have also added two components which must be addressed in the applications: 1) All applications must include an educational component; in other words, a performance by itself or an exhibit by itself will not be funded. They must be the result/culmination of the educational component. 2) Arts organizations are required to include a partnership with a business. This is added in order to help create an economic relationship to the arts in this community. Examples: a purchase at a restaurant entitles the purchaser to a free ticket to a performance of the arts group; coupons given to arts participants entitle them to a discount at a restaurant or other business. There are many creative ways to fulfill this requirement. The timeline for the awarding of grants: Grant applications available: April 1, 2015 Grant applications due to Fine Arts Commission: May 15, 2015 Grant Approval Recommendations: May 30,2015 Tentative notification of approval or rejection: June 10, 2015 Recommendations to City Council: June 15,2015 Checks issued to recipients: After July 1, 2015, and before beginning of recipient's program (example, if program does not begin until September, check will be issued slightly before that date.) Grant workshops will be held for those wanting additional information or needing assistance. These dates will be communicated to all those who receive applications. For additional assistance, you may call Dr. Dorothy Garcia at 909-862-3668 or Lynette McLean Kaplan at 909-880-8765. CITY OF SAN BERNARlliNO ADOPTED SHARED VALUES: Integrity • Acconntability • Respect for Human Dignity • Honesty 1 CITY OF SAN BERNARDINO Fine Arts Commission GRANT APPLICATION 2015/16 2 CITY OF SAN BERNARDINO Fine Arts Commission Fine Arts Affirmation (Visual and Performing Arts) • The Fine Arts Commission affirms its commitment to visual and performing arts organizations of San Bernardino and recognizes their contributions that enhance the cultural and economic well being of the community. • The Fine Arts Commission believes that the diverse performing and visual arts groups and venues located in the city enhance the vitality of the community. • The Fine Arts Commission encourages the continued community support of these organizations. Commissioners Dr. Dorothy Garcia, Chairperson,Fourth Ward Vacant, First Ward Olena Ohiy, Second Ward Deborah Bunger, Third Ward Lynette McLean Kaplan, Fifth Ward Bronica Taylor, Sixth Ward Donna Howard, Seventh Ward Michael Segura, Mayor’s Appointment Vacant, Mayor’s Appointment Barbara Babcock, Mayor’s Alternate Vacant, Mayor’s Alternate 3 APPLICATION GUIDELINES FOR FUNDING REQUESTS THE VISUAL AND PERFORMING ARTS The City of San Bernardino Fine Arts Commission grants will be made available to qualifying non-profit arts organizations, Parks and Recreation community centers, and classroom teachers within the City of San Bernardino for the enhancement and support of city-wide art and cultural programs of benefit and interest to a broad segment of our population. Funding considerations for approved programs will be for a one-year period only. Qualifications include: 1. Non-profit status 501-c-3; or Parks and Recreation arts classes or public schools within the city of San Bernardino. a. In order to qualify, must partner with a local business for promotional or other collaborative purposes. 2. Address within the city limits. 3. A majority of the Board of Directors are residents or employed in the City of San Bernardino or by public schools within the City. 4. Grant funds are to be used for public performances, exhibits, classes and workshops held in the City of San Bernardino only. Visual and Performing Arts Grant requests must relate to one of the following categories to be eligible for funding consideration. 1. Music Established producing organizations offering training, exposure, opportunities and/or creative resources for vocal and instrumental experiences. 2. Dance Established producing organizations that teach, and present dance performances. 3. Visual Art Established producing organizations whose programs involve the experience of creating and/or presentation of visual art. 4. Theater Established producing organizations whose primary purpose is to create and/or produce legitimate theater, musical theater, mime and opera/theater works. 5. Literary Arts Organizations which provide experiences in creative writing, either poetry or prose that culminate in a reading of the creation. 4 GENERAL INSTRUCTIONS Applicants must follow the general instructions. All materials must be typed so that they can be photocopied. Use space provided for program description, need statement, intended results, future objectives and history/background. All supplemental information should be on plain white letter-sized paper and must refer to corresponding application section number. Twelve sets of the completed application along with all programs printed during the most recent fiscal year must be submitted to the Fine Arts Commission no later than 4:00 on May 15, 2015. One copy of the completed checklist must accompany each application packet. Submit all materials to the following address: Fine Arts Commission Office of the City Clerk City of San Bernardino 300 North D Street, 2nd Floor San Bernardino, CA 92418 Omission of required information, without explanation, or failure to complete the forms in accordance with instructions may be cause for the applicant to receive a lower rating for funding consideration or be rejected. The application should be assembled with all pages numbered chronologically and fastened by a simple staple in the upper left corner. 5 INSTRUCTIONS FOR COMPLETING THE APPLICATION I Applicant Organization – Organization name, address, telephone number, e-mail, State of California identification or non-profit corporation number, OR in the case of City or School District applicants, the department and/or school. II. Contact Person – Name, title, address, and telephone number of person who may be contacted concerning questions about the program. III. Program category under which support is requested – Please indicate the appropriate category. Refer to application guidelines for program category definitions. IV. Period of Support Requested – The span of time necessary to plan and implement the proposed program for which funding is requested. V. Project Description/Need Statement - Describe clearly and concisely how the requested funds will be spent. The first sentence of your program description should briefly summarize your entire program; more detail regarding the educational component (s) of the project should be provided in subsequent sentences. Where appropriate, include the names of key organization members, or personnel, and their role in the implementation of the program. The need statement should identify the local need(s) the program activity is intended to meet. Where applicable, the need statement should reflect the cultural need(s) of a particular target group, or groups, and include measurable support information to reflect the existence of this need. Note:1) there is to be an educational component to any project application submitted. 2) If you are a 501-c-3 organization, also explain your proposal for a local business partnership. Parks and Recreation requests for funding will come from the office of the Director. Requests from schools must have a letter of support from the Principal of the school. School requests may include the utilization of faculty from CSUSB or SBVC. VI. Estimated Number of Persons Expected to Benefit from This Program – The total number of classes, performances or displays and the number of students, audience members or others who are expected to benefit directly. A. Number of persons who will pay an admission charge B. Number of persons who will receive free admission C. Number of classes scheduled or performances scheduled for the performing arts or length of display for the visual arts. VII. Intended Results - Explain in measurable evaluation terms the intended results or impact anticipated by your program funding request. If possible, please incorporate the requested data into a spreadsheet (See example Identify the target group or groups you intend to benefit, setting a time frame for accomplishment and providing a quantitative indicator of groups served. such as: senior citizens, number of performances, anticipated maximum audience. Sign-in forms of participants, audience members, etc. may be used to fulfill this requirement. 6 Example for VII. Target Group(s) Children, ages 5-12 Senior Citizens High School Students Time Frame 7/10/15-8/31/15 7/1/15-9/14/15 8/30/15-12/15 Number of 6 classes, 1 performance/public culmination 6 classes, 1 performance 64 classes (4 days a week); 3 exhibits performances, classes, exhibits,etc. Anticipated maximum Participants-25 Audience: 100 600 30 participants 300 audience audience, participants, etc. VIII.Total Anticipated Expenses for the Period or Program for which you are applying– List all the anticipated expenses for the period covered. Be as accurate and complete as possible. IX. Total Anticipated Income for the Period or Program/project for which you are applying. List all the anticipated income for the period covered. Include projected income from ticket sales, fees if charged, etc. Do not list anticipated grants unless you have received confirmation that the grant will be awarded within the covered period . At least 40% of the participants for Parks and Recreations grants must be admitted without fees. X. Amount Requested – Subtract anticipated income from anticipated expenses Include the percentage of your total organizational budget for the grant funds requested. Grant requests that total more than 40% of the total organizational budget will not be considered for funding. XI. Future Objectives – Explain your plans and goals for additional supplemental funding (i.e, sponsorships, donors, fund raising events) Be as complete and accurate as possible. Explain supplemental fund raising plans and what your plans are if funding from the Fine Arts Commission is not received. XII. Brief History/Background of Organization –Explain history of your organization in the City of San Bernardino. Be as detailed as possible. Include fund level history and background for supplemental funding, as well as, community support and subscriber, ticket sales levels. XIII. Include your organization’s financial report for the past fiscal year, stating whether it has been audited or not. 7 VISUAL AND PERFORMING ARTS ---GRANT APPLICATION FORM City of San Bernardino –Fine Arts Commission I. Applicant/Organization (Name, Address, Etc.) Telephone No. ( ) Cell Phone ( ) Non-Profit I.D. No. Website Address (if available) Number of Years in Existence or in Teaching II. Contact Person Title Telephone No: ( ) Cell No: ( ) E-mail address: III. Program Category Under which Support is Requested: IV. Period of Support Requested: From Through Starting Ending 8 V. Program Description/Need Statement 9 VI. Estimated number of persons expected to benefit from this program. a) Number of persons paid by attendance b) Number of persons admitted by no fee c) Number of classes and/or performances scheduled/length of display d) Total attending classes/performances/displays/exhibits VII. Intended Results: Target Group(s) Time Frame Number of performances/classes, exhibits Anticipated maximum audience, participants, etc. 10 VIII. Total anticipated expenses for this period/program: Salary/Wages $ Supplies & Materials $ Travel $ Fixed Assets/Rentals or Leases $ Outstanding Loan Payments $ Fees and Other $ TOTAL EXPENSES $ IX. Total anticipated income for this period. Income from admission $ Revenue $ Grants $ Contributions $ Funds from Support Groups $ Other $ TOTAL INCOME $ X. Amount Requested from the SB Fine Arts Commission: a) Total Expenses (Section IX) $ b) Total Income (Section X) $ c) AMOUNT REQUESTED (a minus b) $ d) Total % of budget (must not exceed 40%) % XI. Future Objectives: 11 XII. Provide a brief history/background of the organization/ school project(s) (what you’ve done before in this category of the arts.) XIII. Attach a copy of your last fiscal year financial report, audited or unaudited. Does not apply to parks or schools. CERTIFICATION: Project Officer: _Title Telephone No: Date 12 List Board of Directors and Officers (does not apply to parks and schools) (Include names, addresses, and telephone numbers.) 13 THIS CHECKLIST MUST BE ATTACHED TO THE FRONT OF YOUR APPLICATION Use this form to make sure you have properly completed your application. Applications not properly prepared may receive a lower ranking or be rejected without consideration for funding. 1. Is the application typed? 2. Are all the pages in proper order and numbered? 3. Does supplemental material refer to appropriate section number? 4. Are all questions answered? 5. Does the need statement really present a valid, easily understood idea? 6. Is there a target group identified in the need statement? 7. Does the need statement represent a local need? 8. Do your intended results explain activities you plan to do in order to meet the needs you have identified? 9. Did you explain and specify in measurable terms your intended results on the target group? -------- 10. Did you respond to the application instructions element by element? 11. Is your budget in line item detailed on supplemental sheets? 12. Have you included the most recent financial report ? 13. Are your calculations accurate? 14. Is the document signed by the Director or Board President or authorized -------- signature? 15. Is each copy of the application stapled individually? 16. Is the application being forwarded to the Fine Arts Commission? 14 17. In reviewing the application from beginning to end, is there continuity of thought and readability? 18. Is the checklist complete and attached to the front of the application? 19. Are you filing within the appropriate time frame?