ARTS FUNDING DIVISION

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ARTS FUNDING DIVISION

• PROJECT SUPPORT
• FY 2008-2009
• Application Workshop
• Monday, April 14, 2008
• Wednesday, April 16, 2008
• Saturday, May 3, 2008
• Monday, May 12, 2008 Canceled
• Friday, May 16, 2008

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References

• Website
• www.sahearts.com
• Staff Contact
• Frank Villani
• 207-6963
• Frank.Villani_at_sanantonio.gov

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Arts Division Funding

• GOAL Further artistic excellence and foster
  increased, diverse participation and awareness of
  the role the arts play in San Antonio

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Outline

• Eligibility
• Funding Restrictions
• Process
• General Application Instruction

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General Eligibility RequirementsProject Support

• Board of directors that meet regularly.
• Primary base of business operations is San
  Antonio.
• Programs public and accessible for the disabled.
• Have an operating budget of less than 50,000
• Be able to meet match requirements.
• Requests cannot be less than 5,000.

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Project Support

• A project is defined as an activity whose
  objective is the creation, preservation, and
  presentation of an arts and cultural activity
• Non-arts agencies are eligible only if request
  supports an arts/cultural activity
• Non-arts agencies must submit the arts and
  cultural budget that they maintain to determine
  if they fall within the 50,000 budget limit
• Project support is considered on an annual basis
• Applicants must have been in existence for one
  year and applied for 501c3 (an applicant can
  commit to apply to IRS, if funded)
• Applicants that do not meet eligibility must be
  sponsored by an eligible agency
• Match must be 11, with at least 50 of match
  in cash

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Sponsorships

• The sponsor organization is the official
  applicant and is responsible for compliance with
  all application and reporting requirements and
  financial commitments of the funded applicants.
• The applicant and the sponsoring organization
  must execute a written agreement. The agreement
  should clearly identify the responsibilities of
  each party and must include the acknowledgement
  of assurances the required of the application.
• The applicant must submit as much support
  materials that relates to its operation
  financial statements, board list, etc.

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Funding Restrictions

• Accredited teaching institutions.
• Agencies which directly support City Departments.
• Deficiencies, fines, litigation costs.
• Re-granting programs.
• Programs not accessible to the disabled.
• Activities planned primarily for fundraising.
• Projects, productions, workshops and/or programs
  that include obscene material as defined in
  Section 43.21, Penal Code of Texas.

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Funding Restrictions (cont.)

• Projects that support a religion.
• Programs not open to public.
• Capital improvements, renovations, etc.
• Social functions, parties, receptions.
• Programs essentially recreational,
  rehabilitative, or therapeutic.
• Programs that do not impact the citizens of San
  Antonio.
• Other restrictions noted in City contract.

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Process

• On-line applications begin on April 8th and must
  be submitted electronically by May 23, 2008 _at_
  500pm
• Review Committee members will not have any
  conflicts of interests with applications they
  review
• Applicant agencies will not contact any City
  Officials or their staff about said application
  until it is posted on the City Council Agenda
• Review Committee and staff will review
  applications utilizing the review criteria and
  arrive at scores and comments for each
  application.
• Review Committee
• Artistic Merit (40)
• Community Involvement, Outreach and Diversity
  (25)
• Staff Review Committee
• Financial Position and Administrative Ability
  (20)
• Marketing and Promotion (15)
• Agencies will make presentations to Review
  Committee after discussion and before scoring

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Process (cont.)

• Every funding cycle Staff and the CAB will
  determine the minimum score for funding
  consideration
• Staff develops funding recommendations
• Agencies can make a presentation to the CAB to
  clarify misinformation about their application
• The CAB makes final funding recommendations based
  on and considering the following
• Appeals considerations (considered in writing
  only)
• Committee Results
• Staff recommendations
• Equity of Services (Equity of services is
  consideration to special populations and
  equitable distribution of disciplines and the
  development, sustainability and growth of San
  Antonios arts and cultural organizations that
  are deeply rooted in the community and that are
  able to express the experiences of culturally
  specific communities.)

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Artistic and Cultural Merit(40 of total score)

• High artistic and cultural quality of programs
• Responsiveness to current and future arts and
  cultural needs
• Vision and leadership of artistic staff
• Creative programming and artist selection
• Program support of artistic and cultural mission

13
Community Involvement, Outreach and
Diversity(25 of total score)

• Effectiveness of Community Involvement
• Collaborative programs with other arts and
  cultural groups to reach new and special
  audiences
• Effectiveness and accessibility of program
  choices made to reach out or target culturally
  specific communities
• Effectiveness in developing the culturally
  specific audiences of San Antonio
• Efforts to recruit board, staff, artists and
  volunteers who represent the cultural diversity
  of San Antonio

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Financial Position and Administrative
Ability(20 of total score)

• Accurate budget
• History of planned growth, stability, and vision
• Evidence of effectiveness and efficiency in the
  organizations operation and delivery of services
• Board governance structure, responsibilities and
  involvement
• A diverse base of financial support through
  earned income, private funding and government
  sources
• Formal plan or strategy to deal with existing or
  anticipated fiscal challenges
• Evidence of City contract compliance

15
Marketing and Promotion(15 of total score)

• Effectiveness of marketing efforts
• Evidence of a marketing and promotion plan
• Effective, measurable promotion
• Contributing or fostering of cultural tourism
• Evidence of nurturing the arts and cultural
  traditions of San Antonio.

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Appeals Process

• Applicants can submit written appeals on a
  funding decision if the following applies
• 1.The Office of Cultural Affairs (OCA) failed to
  follow published application and review
  procedures.
• 2.Undue influence was placed on the Review
  Committee or Cultural Arts Board by a member(s)
  with an undisclosed conflict of interest.
• 3.The Review Committees or Boards decision was
  based on insufficient information through no
  fault of the applicant.
• 4.The Review Committees or Boards decision was
  based on information not related to the proposed
  outcome of the application.

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Contract Administration Division

• Ensures OCA follows City of San Antonio standard
  practices
• Contract Management
• Contract Compliance and Resolution
• Solicitation Process

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General Application Instructions

• Use word documents and excel to develop
  application then enter into electronic
  application
• Contact person must be knowledgeable of
  application content.
• Reference review criteria in application
• If you need to expand on application information,
  include additional narrative as part of
  attachments
• Anticipated Performance Measures has two parts

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Application Instructions (cont.)

• Program description and budget must interrelate.
• Ensure that the match requirement is met.
• Submit the application before the deadline.
• Electronic deadline is May 23, 2008, 5pm.

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Application Instructions (cont.)Budget
Information

• Application budget versus organizational budget
• Apply only the required match
• Select easy to document expenses
• Match relates to funded activities
• Monitors will verify the match on a monthly basis

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Electronic Application Deadline May 23 , 2008
5pm

• Application Information
• Organizational Information
• Program Description (600 words)
• Program Implementation (400 words)
• Evaluation (400 words)
• Budget Anticipated Expenses
• Budget Anticipated Revenues
• Confirm Application

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Application AttachmentsDeadline May 30, 2008,
400 pmOffice of the City Clerk

• Application Checklist
• Assurance Statement
• IRS Letter of Designation
• Certificate of Incorporation, State of Texas
• Anticipated Performance Measures
• Diversity Activity Form
• Board Member list
• Support Materials
• Financial Information