ARTS FUNDING DIVISION

1
ARTS FUNDING DIVISION

• GENERAL OPERATIONAL
• SUPPORT
• FY 2008-2009
• Application Workshop
• April 14, 2008 130pm
• April 16, 2008 - 600pm
• May 3, 2008 1230pm
• Monday, May 12, 2008 Canceled
• Friday, May 16, 2008

2
References

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

3
Arts Funding Division

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

4
Agenda

• Eligibility
• Funding Restrictions
• Process
• General Application Instruction

5
General Eligibility Requirements

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

6
General Operational Support

• General Operational Support applicants must be an
  arts and/or cultural organization. Arts/cultural
  organization is defined as an organization whose
  mission (as stated in non-profit article of
  incorporation) and actual operation are the
  creation, preservation and presentation of arts
  and/or cultural programming such as music, dance,
  drama, literature, painting, printmaking
  sculpture, folk arts, photography, film, crafts ,
  and festivals.
• General Operational Support applicants must have
  a 501c3 status and been in operation for a
  minimum of three years.
• General Operational Support must have an
  operating budget of 50,000 or more with a
  salaried full or part-time manager who is
  responsible for the business management of the
  organization. (An applicant can commit to hiring
  a full or part time position to manage the grant
  if application is funded.)
• General Operational Support must request and
  match within ratios.

7
General Operational Support

• Organizations requesting 250,000 or more must
  submit an audited financial statement from the
  last completed fiscal year
• Organizations requesting less than 250,000 can
  submit either an audited financial statement or
  the prior year financial statement that has been
  approved by their board of directors.
• All organizations may submit a current, board
  approved, financial statement to determine the
  organizations most current financial position
  and/or actual operating budget.

8
General Operational Support

• Included Equity of services in decision making.
  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.
• Multi-year program with funding on an annual
  basis for two years, dependant on availability of
  funding and same level of organizational service.
  CAB can recommend for single year funding if an
  agencys service levelor financial history are
  not stable.
• Applicant can save in progress applications
  until ready for submittal.

9
Match and Request Matrix

• Matching Funds are based on actual operating
  budgets
• City Non-City Ratios
• Over 2 million 13 (cash match only)
• 800,000 - 2 million 12 (up to 25 in-kind)
• 100,000 to 800,000 11 (up to 50 in-kind)
• 50,000 to 100,000 No Match
• In-kind is defined as products or goods and
  services that have and add value to the
  organizations programs. All in-kind
  contributions must be documented.
• Request limits are based on actual operating
  budget size
• Budget Size Requests may range up to
• Over 2 million 10 of operating budget
• 800,000 to 2 million 20 of operating
  budget
• 50,000 to 800,000 30 of operating budget

10
Stabilization Program

• Provides a mechanism to address specific and
  special needs outside the General Operational
  Program
• Requests for funds are included in the
  Organizational History portion of application
  attachments
• Two year program with no match in first year but
  match based on organizations operational support
  in second year
• Only professional services and/or new staff will
  be considered
• Maximum of three issues are allowed

11
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.

12
Funding Restrictions (cont.)

• Programs 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.

13
Process

• Electronic Applications on-line April 8, 2008-
  Submittal by May 23, 2008
• Applicants cannot contact City officials or their
  staff about their application during the process
  period until the item is placed on the City
  Council Agenda
• Staff Prepares materials for Review Committee
  CAB
• 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)

14
Process (cont.)

• Agencies will make presentations to Review
  Committee after discussion and before scoring
• Every funding cycle Staff and the CAB will
  determine the minimum score for funding
  consideration
• Staff develops funding recommendations
• Agencies may opt to present 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.)

15
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

16
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

17
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

18
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.

19
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.

20
Contract Administration Division

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

21
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

22
Application Instructions (cont.)

• Program description and budget must interrelate.
• Ensure that the match requirement is met.
• The Stabilization Program will utilize the
  information in Organizational History as your
  application for additional support.
• Submit the application before the deadline.
• Electronic deadline is May 23, 2008 5pm.

23
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

24
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