THE ROXBURY ARTS GROUP
Community Arts Funding 2009 GUIDELINES
Decentralization Program Grants
for Arts and Cultural Projects
in Delaware County
Application Deadline: (postmarked) Wednesday, October 15th, 2009
Mail to: Roxbury
Arts Group
P.O. Box 93 .
Roxbury, NY 13474
– OR –
Hand deliver by 5:00 PM
The Roxbury Arts Group Offices
53484 State Rte. 30 (Main Street),
Roxbury, NY 12474
Applications may not be submitted by fax or e-mail.
Program Policy and Guidelines 2009
Seminars will be held on the following dates: In certain instances we can arrange an individual seminar.
Thurs., July 17, United Ministry of Delhi 7:00 p.m.
Sat., July 26, Walt Meade Gallery, Roxbury Arts Group, Roxbury 10:00 a.m.
Thurs., Aug. 7, Sidney Memorial Public Library, Sidney 7:00 p.m.
Sat., Aug.16, United Ministry Church, Delhi. 2:00 p.m.
Wed. Aug. 20, Walt Meade Gallery, Roxbury Arts Group 7:00 p.m.
Sat. Aug. 23, Louise Adelia Read Memorial Library, Hancock. 2 p.m.
Mon., Aug. 25, William B. Ogden Free Library, Walton 7:00 p.m.
Call (607) 326-7908 for directions or to arrange an individual seminar.
•Funded events must take place within Delaware County during the calendar year 2007. Individual artists may apply under the sponsorship of a qualified non-profit organization.
Eligibility
These funds are available to organizations that:
1. Are based in Delaware County.
2. Demonstrate not-for profit status with one of the following documents:
a. Copy of the letter of determination from the U.S. Treasury Dept. granting federal tax exemption under Section 501( c ) 3 of the Internal Revenue Code.
b. Copy of the Charter issued by the New York State
Board of Regents under Section 216 of the Education Law.
c. Copy of the filing receipt from the NYS, Office of
Charities Registration under Section 172 of the NYS Executive Law.
d. Official authorization as an arm of a local government
through a formal letter on official stationary signed by an appropriate
officer.
e. Copy of acceptance of incorporation under Section
402 of the Not-for-profit Law.
3. Have an active board of directors or trustees or volunteer groups that
meet on a regular basis.
4. Attend one Community Arts Funding Application Seminar.
ALL new applicants must attend and all applicants are strongly urged
to attend one of these seminars.
• Individual artists may apply for funding if they are sponsored
by a qualified non-profit organization meeting the previous requirements
and submit the following:
a. A letter or contract of commitment from the sponsoring
organization.
b. A resume and samples of work.
c. A clearly defined project that includes a strong
community component, ie, an exhibit, performance, lecture.
Funding Restrictions
Funding cannot be provided for:
•The entire cost of the program.
•Four year public universities and colleges.
•New York State agencies or departments.
•Public Schools (Parent groups or affiliates may qualify if they
demonstrate their own not-for-profit status.) Program must be open to the public and take place outside of regularly scheduled school hours.
•Programs that are essentially recreational, rehabilitative, or therapeutic.
•Operational expenses of privately-owned facilities (eg, homes and studios).
•Entertainment costs (eg, theatre parties, museum openings, receptions and fundraising benefits).
•Accumulated operating deficits.
•Awards and prizes.
•Programs or projects outside Delaware County.
•Past grantees that have failed to submit final reports.
Funding Amounts
Application Process
Application Review
Application Criteria
•Meets all criteria for eligibility.
•Artistic merit of proposed project.
•Demonstrates a benefit to the community.
•Clearly defined objectives and the ability to achieve them.
•Has a reasonable and appropriate budget and can demonstrate a need for support.
•Has a clear plan for contributing at least 10% of the cost of the project (in cash, not in-kind.)
•Organizational commitment to the project.
•Community support for and interest in the project.
•Has a public component (i.e. exhibit, performance, workshop, lecture etc. that is open to the public.)
•Effectiveness of promotion and marketing plan.
Note: The panel will also take into account geographical distribution of applications and the variety of artistic expressions , but artistic merit remains the primary criterion for funding.
Award Priorities
•Encourage greater cooperation and sharing of resources and services among existing local organizations.
•Are well planned
•Propose creation or production of new work.
•Contain innovative programming
•Demonstrate a priority to reach many county residents.
•Offer opportunities to communities in Delaware County that are underserved by the arts.
•Have strong community support
•Propose projects that promote an appreciation of or awareness of ethnic diversity.
•Offer a clear community benefit
•Allocate funding to artists.
Appeals
criteria only:
• Non -presentation of information by Decentralization staff.
• Misrepresentation of information by Decentralization staff or panelist.
• Improper procedure.
Detailed information regarding the appeals process will be sent at the time of notification of the panel’s decision.
Grantee Responsibilities
•Unspent funds must be returned to RAG.
•All accounts and final reports must be made to RAG within 60 days of the completion of the project.
•Grantees must provide RAG with publications and promotional material related to the funded project. Please add RAG to your mail ing list. A member of RAG staff, a panel member or other designated person will audit your event(s).
•Publications, promotional materials, etc. must give proper credit to the New York State Council on the Arts and The Roxbury Arts Group Decentralization Program.
•Grantees must provide in advance schedules and announcements of funded events.
•Grantees are expected to send thank you letters to their Delaware County and New York State elected officials citing the importance of the Roxbury Arts Group and the availability of the Decentralization Arts Grant program.
•Must attend annual grants award ceremony (and/or provide flyers, posters or other material relating to project).
•Sign a contract for the funded project which outlines the time period and reporting requirements for the project.
•File interim and final reports.
Note: Complete grantee responsibilities will be detailed in the Cultural Service Agreement (contract) that will be sent to all grant recipients.
Help Is Available!
Large type versions of all materials are available upon request.
The Community Arts Funding Staff at the Roxbury Arts Group is dedicated to assisting all applicants in the preparation of their grant applications. You are encouraged to ask questions at any time during the application process. New applicants are invited to submit a draft of their narrative and budget for advance review by the Community Arts Funding Coordinator. Please call Ann Epner (607) 326-7908 as soon as you need assistance. Please remember that ALL new applicants MUST atend an application seminar and all applicants are stongly urged to attend an application seminar. The dates for the seminars are listed on the the front of these guidelines. If your organization would like to arrange an individual seminar, please contact Ann Epner.
Application Instructions
Name and Address:
•Must be legal name of the organization that the award check will be written to .
•Address must be one used to receive mail – this is the one that we will send all notifications, contact information, and send awards to (contact person should have access to this mailing address).
Contact Name and Phone Numbers:
•The person who knows the most about the project and can be contacted by The DEC Coordinator.
•When possible, this person should be a legal representative of the applicant organization.
•Please provide all means of contact ( day and evening phone, fax and email).
•If the application is on behalf of an individual artist, complete contact information must be provided.
Year Incorporated:
•Check your certificate of non-profit status.
Fiscal Year Ends:
•Consult with your Treasurer.
Assembly, Senate and Congressional District:
•If you do not know your organization’s districts, call The Delaware County Board of Elections:
607-746-2313.
Checklist:
• Review carefully. We must have a current proof of non-profit status.
Organization Information:
• Briefly state the mission of the organization and provide a description of activities.
Project Description:
•As best you can, provide a brief description of the project. This description will be used for listings in our calendar, press releases and state reporting.
•Location should be where the project is taking place. Briefly describe the location(s).
•Give the time span of the project, including planning, rehearsal, creation and performance/exhibit dates.
•Fully describe the project for which you are seeking funds. Be specific about what part of the project will be funded by Community Arts Grant.
•Attach a separate list of the artists/performers that will participate in this project. Including Letters of Agreement /Intent will greatly help the panel in their decision making.
Budget:
Do not include details of the organizational budget-- only the project that you are asking funding for.
Expenses:
• In-Kind Services: List all donated goods and services. Do not include this in the final total.
• Personnel: Artistic costs or fees for artistic directors, conductors, dancers, composers, choreographers, designers, performers, etc. Technical salaries or fees for technical directors, wardrobe, lighting and sound crew, stage managers, stage hands, film technicians, etc. Payments to individuals or groups who are or will be members of your organization for the purpose of this project. Consultants, legal and accounting services may also be included.
• Remaining Expenses: Funded expenses include: all costs for artistic travel directly related to this project (group travel to another site for attendance at a performance is not funded.), rental of costumes, props, lighting, sound; purchase of exhibit hardware, workshop materials, etc.;cost of printing and mailing brochures, programs, flyers, newspaper advertising, etc;. phone costs related directly to this project; rental of office, rehearsal, theater, hall gallery, and other spaces for this project.
Income:
• Earned Income: Expected income from admissions, tuition fees, concessions, tickets, tours, subscriptions, advertising, parking, etc. that applies to the requested project only. If fundraising events are to finance more than this project, pro-rate the expected amount for the requested project.
• Unearned Income: Enter separately those contributions expected for the requested project. Do not include funds from this Decentralization grant.
The Total Actual Expenses minus the Total Income will equal your Grant Request Amount.
Targeted audience and estimated number:
Who do you think your audience will be? Mostly children, adults, families? Minorities? How many are you expecting in total to attend your event?
People with Disabilities:
Is the facility handicapped accessible? If not, what arrangements will you make to provide access?
Marketing:
Briefly describe how you will make the requested event known to your targeted audience. (Make sure that this is reflected in your budget.)
Partial Funding:
If you receive less than the amount requested, how will you modify your plans. Be very detailed and specific. (Fewer performances, less promotion, fewer performers, etc.)
A Sample of Programs Funded in Recent Years.
* Andes Public Library, $2,400 to create a story-telling troupe that will perform in Andes, Delhi, Roxbury, Arkville and Downsville. * Andes Society for History and Culture, $1,000 for “Art and History Alive Through Voices and Hands,” a series of concerts and workshops. *Community Chorale of the Catskills, $800 for the purchase of new sheet music for 4 free community concerts. * Delhi Senior Community, $800 for a series of 4 free public concerts. * Denver/Vega Preservation Committee, Inc. $1,500 for a series of three chamber concerts. * Fairview Library, Margaretville, on behalf of Longyear Gallery, $1,500 for a series of 8 low-cost visual arts workshops for families. * Frankin Free Library, $1,000 for a series of 10 performances for family audiences. * Historical Society of the Town of Middletown, Delaware County, $2,300 for artist Ellen Wong for the creation and multi media exhibit of farm family portraits and interviews. * Little Victory Players, Hancock, $1,500 for a musical production of “Pollyanna.” * Mt. Utsayantha Regional Arts League (MURAL), Stamford, $500 for lecturers to accompany exhibits in MURAL’s new Main St. gallery. *Roxbury Library Association for cellist Stephanie Zito, $1,000 to compose and perform several pieces for unaccompanied cello in Roxbury, Treadwell, Sidney and Delhi. * Rural Foundation of the Arts, New Kingston, for artist Inverna Lockpez, $2,300 to publish a book of her barn paintings accompanied by 4 essays written expressly for the publication and for a series of forums with the artist and the authors. * Sidney Memorial Public Library, $600, for a series of free performances for family audiences. * Sidney Memorial Public Library, $600 for playwright/actor Mindy Pfeffer to create and present a workshop production of new play, “Swimming with Esther.” * Todd Mountain Theater Project, Arkville, $1,500 for the fully-staged production of a new play. * Tri-Town Theater, Sidney, $1,600 for a full production of the musical “Scrooged”. * William B. Ogden Free Library, Walton, $900 for a series of free performances for family audiences. * Writers in the Mountains, Roxbury, $1,600 for 4 workshops by professional writers to be offered to the public at nominal fees.
Still have Questions?
Ann Epner, Community Arts Funding Coordinator
is here to help.
Call her at 607-326-7908