FY2020 General Operating Grant Program Letter of Intent Application Instructions

Transcription

1 FY2020 General Operating Grant Prgram Letter f Intent Applicatin Instructins

2 FY2020 General Operating Grant Prgram Letter f Intent Applicatin Instructins Overview The purpse f ArtsWave s general perating grant prgram is t prvide general perating supprt t arts and cultural heritage rganizatins whse prgramming supprts the gals f ArtsWave s Blueprint fr Cllective Actin t ensure their nging capacity t drive cmmunity impact. General perating supprt in FY2020 will be prvided acrss fur funding categries: Large Reginal: Organizatins that d nt serve a specific gegraphic area and have an annual budget f $1 millin r mre; Midsize Reginal: Organizatins that d nt serve a specific gegraphic area and have an annual budget f between $250,000 - $1 millin; Small Reginal: Organizatins that d nt serve a specific gegraphic area and have an annual budget f less than $250,000; and Cmmunity Based: Organizatins that primarily serve a specific gegraphy. Wh May Apply ArtsWave believes that strng arts create strng cmmunities and actively seeks t prmte access, equity, and inclusiveness in its grantmaking. ArtsWave will nt award grant supprt t rganizatins that, in their cnstitutin, bylaws, r practices, discriminate against a persn r grup because f age, race, natinal rigin, ethnicity, gender, disability, sexual rientatin, plitical affiliatin, r religius belief. In ding s, we seek t prmte respect fr all peple. T be eligible fr FY2020 General Operating supprt, an rganizatin must meet all the fllwing requirements: Have a primary missin t prvide prgrams r activities in areas directly cncerned with arts r cultural heritage fr the public; Be based in ArtsWave s 15 cunting funding regin, including: Brwn, Butler, Clermnt, Hamiltn and Warren Cunties in Ohi; Bne, Bracken, Campbell, Gallatin, Grant, Kentn, and Pendletn Cunties in Kentucky; and Dearbrn, Ohi and Unin Cunties in Indiana; Have a 501(c)3 tax status fr five r mre years fr the Small Reginal, Midsize Reginal, and Cmmunity Based categries OR 10 r mre years fr the Large Reginal categry; Emply at least 1 FTE paid and/r cntract prfessinal and/r administrative staff (Full time is defined as an average f 30 hurs per week.); Have received sme frm f funding supprt frm ArtsWave in at least three f ArtsWave s last five fiscal years (Five-year perid = Sept. 1, 2013 August 31st, 2018); Have maintained a balanced budget ver the rganizatin s past three fiscal years OR have less than 10% accumulated deficit f annual perating budget; and 2 P a g e

3 Fr Midsize Reginal and Large Reginal rganizatins ONLY- have maintained a current rati f 2 r greater ver the past three fiscal years. Letter f Intent (LOI) Instructins All LOI materials must be submitted via the nline grantmaking system. We strngly recmmend that yu begin yur nline applicatin well befre the due date t familiarize yurself with the nline system and t address any technical cncerns. While cmpleting yur applicatin, remember these tips: Be brief, clear, and direct in yur narrative. Fcus n what is mst imprtant. We recmmend that yu prepare yur respnses ffline in a wrd prcessing prgram and then cpy and paste them int the apprpriate sectins f the nline applicatin. Limit the use f bullets and ther frmatting in text fields. Add mail@grantapplicatin.cm t yur safe senders list t ensure that yu receive all cmmunicatins frm the nline grantmaking system. Use ne f the fllwing cmpatible brwsers: Chrme v.22+, Firefx versin v.27+, Internet Explrer v.8-10 (if enabled), Internet Explrer v.11, Safari v.7+, r Edge. The LOI fr FY2020 General Operating supprt can be accessed using the fllwing link: The LOI cnsists f the fllwing sectins: A. Organizatin Infrmatin Sme f this infrmatin will preppulate if yu have prvided it t ArtsWave thrugh previus applicatins. Organizatin Cntact Infrmatin Organizatin Leadership Grant Cntact Organizatin Overview Year rganizatin was funded Organizatin s annual budget Organizatin fiscal year-end date Organizatin s missin (100-wrds) Descriptin f target audience (100-wrds) Endwment inf B. Organizatin Capacity Select TWO AREAS within the Blueprint fr Cllective Actin and describe yur rganizatin's capacity t deliver impact. The narrative shuld include examples f the prgrams and activities that are mst central t yur rganizatin s cre missin and allw fr the pprtunity t use yur 3 P a g e

4 artistic discipline t deliver impact in ur cmmunity. Include relevant utcme measurement data t demnstrate past success in these areas. Organizatins with budgets greater than $1 Millin shuld prvide narrative addressing ALL FIVE AREAS f the Blueprint. (500-wrd limit per sectin) C. Attachments Financial Reprting Frm The Financial Reprting frm is an Excel spreadsheet that can be fund n the ArtsWave website and will be upladed as part f yur LOI. When preparing the Financial Reprting frm, please be sure t: Prvide the rganizatin s name and the dates f yur fiscal year at the tp f the frm. Use an accrual basis. D nt cnsider temprarily restricted funds, in-kind revenues/expenses, and depreciatin expense. Refer t the definitin f each revenue, expense, transfer line, and rati item t ensure cnsistent reprting amng applicants. Prvide 2016 and 2017 actuals, 2018 actuals r up-t-date year-end prjectins fr 2018, and a budget fr Fr bth clumns n the Financial Reprting frm cntaining the phrase "% change," prvide a written explanatin in the Variance Explanatin frm fr each f the fllwing categries that vary by +/- 10% r mre in any fiscal year: TOTAL Operating Revenues TOTAL Operating Expenses CURRENT RATIO This explanatin shuld describe hw the variance(s) relate t the rganizatin's verall strategic plan. * See Appendix A fr the Financial Glssary Wrk Samples Prvide up t three samples f the artistic prgramming prvided by yur rganizatin in the past. D. Statement f Assurances An authrizing fficial will certify that s/he is authrized t submit the applicatin n behalf f the rganizatin and that the infrmatin submitted in the applicatin is true and crrect t the best f his/her knwledge. LOI Submissin All LOI applicatin materials must be submitted via the nline grantmaking system by Wednesday, Octber 17 th at 5:00 pm EST. Late LOIs will nt be accepted. 4 P a g e

5 LOI Review Prcess All LOIs will be reviewed during the mnths f Octber and Nvember by a panel cnsisting f cmmunity vlunteers and ArtsWave staff using the fllwing criteria: Strength f alignment t ArtsWave s Blueprint fr Cllective Actin Breadth and depth f the intended cmmunity impact Financial capacity Adherence t ArtsWave s eligibility guidelines Invitatins t cmplete a full applicatin will be sent in mid-nvember by invitatin nly. Key Dates LOI Due LOI Review Invitatins t Apply Full Applicatin Due Wednesday, Octber 17 th by 5pm EST Octber - Nvember Mid t late Nvember Spring and Summer Cntact ArtsWave Additinal questins may be directed t Kara Shibiya, Directr f Grant Prgrams, at kara.shibiya@artswave.rg r P a g e

6 Appendix A: Financial Glssary The fllwing are descriptins/definitins f items which shuld be included in the respective lines f the financial infrmatin frm: ArtsWave Grant(s) Ttal restricted and unrestricted grants received frm ArtsWave fr supprt f peratins. This shuld include endwment incme frm ArtsWave s Alter and Mid-Sized Arts Organizatin endwments. Gvernment Grants OAC, IMLS, City f Cincinnati, etc. grants (exclusive f services-required grants) Cntributins/Spnsrships/Memberships Gifts and grants (exclusive f ArtsWave and gvernment grants) frm individuals, crpratins, and trusts/fundatins; prgram and exhibit spnsrships; and memberships. Admissin/Perfrmance Incme Ticket sales, admissin fees, and perfrmance cmmissins/fees. Tuitin Fees charged fr classes and/r camps. Sales t Public Grss sales f gift shp, facility rentals, cncessins, catering, parking, etc. Investment/Endwment Incme Investment incme is incme earned n checking, savings, and investments f unrestricted perating assets (excluding unrealized gains and lsses but inclusive f realized gains and lsses). Endwment incme is either the bard apprved spending rate r the actual dividend and interest incme earned if an rganizatin des nt have a spending plicy. Endwment incme shuld include endwment incme n Funds Held fr the Benefit f r Funds Held in Trust by ArtsWave. Special Events Incme, net All revenue and direct expenses related t fundraising events Artistic Expenses Includes artistic directr, curatrs, individual perfrmers and artists, exhibit cntributrs and speakers, guest lecturers, exhibit installatin csts, cntract services (including rchestra fees), artist ldging/husing, art transprtatin and art insurance. The salaries and benefits f individuals fulfilling these rles shuld be included. Prgramming Perfrmance and nn-exhibit related csts, such as set design and cnstructin, cstumes, nncapitalized publicatin csts, hall rental, stage crew, and educatinal prgramming csts. The salaries and benefits f individuals wrking n perfrmances and exhibits shuld be included. Marketing/Prmtin Includes all advertising, design, and prmtinal expenses as well as the csts assciated with visitr services and bx ffice. The salaries and benefits f individuals wrking in advertising, design, prmtin, visitr services and bx ffice shuld be included. 6 P a g e

7 Develpment Includes all expenses the develpment ffice cntrls. The salaries and benefits f individuals wrking in the develpment department shuld be included. Merchandising/Cncessins The direct cst f gds sld as well as all ther csts related t the peratins f the gift shp, facility rentals, cncessins, catering, parking etc. These ther csts wuld include the salaries/benefits f individuals wrking in these departments, rent f such facilities, supplies, management fees, etc. Facilities Operating csts f facilities and physical plant, such as utilities, general maintenance, maintenance persnnel, ffice rent, security, grunds keeping and cleaning, etc. The salaries and benefits f individuals wrking in the facilities and physical plant area shuld be included. Administrative Expenses Csts f all administrative departments including finance, infrmatin technlgy and cmmunicatins, persnnel, gvernance, and executive management. The salaries and benefits f individuals wrking in these departments shuld be included. Capital Imprvements/Purchases with Operating Funds Transfer f unrestricted perating assets made fr items that are additins t prperty, plant and equipment, net f restricted funding. Transfer shuld always be ut f peratins and therefre treated as an expense. Transfers (t)/frm Bard Designated Funds Transfer f unrestricted perating assets (i.e., unexpected gifts r bequests, current year surplus, etc.) fr investment in bard designated endwment r reserves. (These types f items wuld reduce the bttm line.) Transfer frm bard designated endwment r reserves t perating assets (i.e., special prject r bridge funding, perating deficits, additinal draws frm endwment beynd the bard apprved spending rate, etc.) (These types f items wuld increase the bttm line.) Net surplus/ (deficit) Ttal perating revenues less ttal perating expenses plus ttal transfers. Current rati (unrestricted) Current Assets divided by Current Liabilities. Determines the rganizatin s ability t pay current debt using current assets. Ideally this number shuld apprach 2 which indicates ample shrt-term liquidity t bviate the need t brrw r sell assets. Example: $100,000 in assets divided by $50,000 in liabilities = 2 Current assets typically include cash and cash equivalents, grants, and pledges receivable (current prtin), prepaid expenses, ther assets, perating investments (level 1 and level 2), and bard designated endwment funds (level 1 and level 2). Current liabilities typically include accunts payable, current prtin f lng-term liabilities, accrued liabilities, and deferred revenue. 7 P a g e