GEORGIA COUNCIL FOR THE ARTS

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GEORGIA COUNCIL FOR THE ARTS

• Application Workshop
• FY 2006 Funding

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Georgia Council for the ArtsPrimary Contacts for
Application Questions

• ReLiang Tsang
• Arts Services Manager
• Manages Dance, Literature, Music, Theatre, and
  Visual Arts programs manages State Art
  Collection and Capitol Galleries
• Walton Ray
• Grants Director
• Manages Presenters and Touring Artist Roster

• Karen Lawton
• Community Arts Development Manager
• Manages all community based programming for
  multi-disciplinary organizations and local arts
  councils
• Joanna OFlaherty
• Arts Education Manager
• Manages all arts education programs

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General Eligibility Criteria

• Must be currently incorporated in the State of
  Georgia and in active compliance with the
  Secretary of States Office
• Classified by the Internal Revenue Service under
  Section 501 (c)(3) of the IRS code as nonprofit,
  tax-exempt organizations to which donations are
  deductible as charitable contributions under
  Section 170 (c)(2) for at least one year prior to
  application deadline date
• In operation, and providing arts programs and/or
  services for at least twelve months prior to the
  application deadline

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What is the Georgia Council for the Arts?

• An Operating Division of the Governors Office of
  Planning and Budget
• Funded by the General Assembly and the National
  Endowment for the Arts

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Our Mission

• To encourage excellence in the arts, to support
  the arts many forms of expression and to make the
  arts available to all Georgians by providing
  funding, programming and other services.

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Who is the Georgia Council for the Arts?

• Advisory Board Members
• Appointed by the Governor
• Three-year terms
• Advise on Arts Policies and Programs
• Approve Panel Decisions and Recommend funding
• Two from each Congressional District and four
  At-Large
• Staff
• Administrators/Facilitators not Evaluators
• Panelists
• Conduct site visits, review and evaluate
  applications

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Getting Ready to Apply

• Eligibility Requirements
• 501 (c) (3) or units of state or local government
• Maximum requests 10 of previous years
  expenses (no more than 5,000 for new applicants)
• Restrictions on use of funds

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Overview of Changes for FY 2006
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Selecting the Appropriate Application is a Key
Decision

• Grants vs. Funded Programs
• 15 February 2005 (This year only)
• Funded Programs include
• Touring Artists Roster
• Arts Education Teaching Artist Bank
• Arts Education Consultants Bank

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Application Simplification

• Two-Part Application Process
• 1) Universal Application Form
• 2) Grant-Specific Application Package
• Study the PART ONE, Section A, Guidelines and
  Policy information, and the Section H Glossary

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Grassroots Arts Program

• Regional Development Funds
• Reporting In-Kind Contributions

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Partner Institutions

• Organizations currently in continuation years
  will rotate back into General Operating Support
  at the end of their current multi-year approval
  schedule

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General Operating Support

• Eligibility Organizations with budgets under
  185,000 are now eligible for General Operating
  Support, including organizations in Community
  Arts Programs and Services
• 5,000 minimum award is maintained
• Mandatory score within 85 of top score in the
  panel is eliminated

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Fast Track/Quick Benefits

• Salary Support See General Operating Support
  instructions
• 15 February 2005 deadline, with two possible
  additional deadlines
• Arts Project Grant
• Touring
• Capacity Building
• Arts Programs

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Arts Education Grants and Funded Programs

• Evaluation requirements increased new resources
  identified
• Arts Education Curriculum Grant
• Name change better reflects funding emphasis

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Administrative Noncompliance

• Refer to Administrative Noncompliance handout
  (single sheet, two sides)

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Eligibility

• Incomplete Applications will not be reviewed
• Checklists of Required Elements

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Funding Program Descriptions

• Arts Education Programming
• Arts Education Development
• Arts Education Curriculum
• Tier I Tier II
• Teaching Artist Bank
• Consultants Bank

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Funding Program Descriptions

• Arts Services Programming
• General Operating Support (GOS)
• Arts Project Grant (AP)
• Touring Artists Project
• Capacity Building
• Arts Project

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Funding Program Descriptions

• Community Arts Development Programming
• Community Arts Programs and Services (CAPS)
• Grassroots Arts Program
• Community Partners

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Funding Program Descriptions

• Traditional Arts Programming
• Traditional Arts Apprenticeship Grant
• Folklife Project

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Getting Started General Information

• Allow for sufficient time to create a competitive
  application
• Review the guidelines carefully
• Make a to-do list
• Establish a timeline
• Engage other staff early in the process to edit
  and double-check math and compliance with
  instructions
• Remember Panelists are human, too! READABILITY
  counts

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Writing Strategies for Narrative Sections

• Evidence must be given that your organization
• HAS REALISTIC PROJECTIONS Scope of Services is
  consistent with budget projections. Always
  project conservatively. Remember that you will be
  required to submit a final report providing proof
  that you provided the services contracted
• HAS LEADERSHIP highlight key staff and
  volunteers. Emphasize good organizational
  process and planning.
• DEMONSTRATES COMMITMENT TO DIVERSITY AND ACCESS

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Final Draft

• Review evaluation criteria (score sheet) and
  instructions
• The quality of format and content will effect
  your score
• Edit, circulate and get feedback from other
  personnel to determine if the application says
  what you intended to say
• Be as specific and concrete as possible without
  using vernacular or jargon. If you must use
  jargon, define the word in its first appearance
  in the narrative
• Have someone else double-check your math

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Packaging the Application

• Review attachment instructions - - some items
  require only one original copy, some require the
  original plus 15 photocopies
• Know what support material is required for your
  type of application
• Keep the amount of support material reasonable
  cue VHS tapes
• Include your organizations name on each
  individual piece of support material
• Do not staple support material
• Use the list at end of application to Check-off
  all required elements

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Remember Why You Are Doing This

• A good application is a good investment
• Writing a successful application demonstrates
  your credibility to other potential funders
• Recognize that this is an inherently competitive
  process there are more applications submitted
  than funding available to fulfill all proposals
  sent. Do not be bashful about selling your
  organizations programs and services, staff,
  board, and stature in your community

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• Break, Ten (10) minutes!

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Application Processing and Review
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Panel On-Site Review Process

• This is your chance to provide the panel with as
  much first-hand knowledge of your organization as
  possible
• Must have administrative/governance meeting
  cannot substitute a board meeting or individual
  meetings. We require both the highest ranking
  administrative executive and Board Chairman at
  this meeting
• Allow an appropriate amount of time for the
  administrative/governance meeting

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Panel On-Site Review Process cont.

• Panelists are not consultants to you, will not be
  your advocate at the panel meeting, and will not
  report back to you at the end of the process. Do
  not ask them to step out of their role as an
  objective reporter to the Council
• Panelists cannot accept free lodging, meals or
  gifts but should be given free admission to any
  event during the appropriate evaluation period
• If you are a current contractor and you are not
  contacted by an on-site reviewer by 15 December
  2004 to schedule an on-site review, contact a GCA
  program manager as soon as possible.

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At the Panel Meeting

• Staff reports on applicants GCA contract
  administration track record (includes credit
  requirements, compliance to GCA deadlines, Scope
  of Services compliance, required support
  materials)
• Support materials are reviewed
• On-Site evaluator reports
• In-depth reader reports

• Panel discusses the applications
• Panelists provide a consensus statement and
  provide scores for each criteria
• Consensus statements are reviewed for consistency
  with score
• Applicants are encouraged to attend their Panel
  Meeting (Executive Director or their designated
  staff member)

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Adjustments to contract level

• The Council allows for adjustments to the
  contract level for small budget organizations and
  organizations located in small population areas
• Small budget likely lower budget for
  marketing/development staff
• Small population fewer major corporations and
  foundations to approach for support
• Small population increase does not apply to
  organizations with budgets more than 1,000,000

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Multipliers

• After base contract amounts are determined,
  multipliers are applied awarding percentage
  increases according to budget size and
  population.
• For FY 2005 the following multipliers were used
• Budget
• Over 200,000 - No Multiplier
• Under 200,000 - 1.1
• Under 125,000 1.2
• County Population
• Over 150,000 No Multiplier
• 100,000 150,000 1.1
• 75,000 100,000 1.2
• 50,000 75,000 - 1.3
• 25,000 50,000 1.4
• 0 25,000 1.5

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GCA Advisory Board Meeting

• Reviews panel scores
• Approves allocations
• Letter is then sent from the Governor to
  successful applicants
• Letter is sent from the Council Executive
  Director to applicants who were not funded
• Appeal Process

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Contracts , not just Grants

• Any funds awarded by GCA represent a legal,
  binding contract with the State of Georgia to
  provide the services outlined in the
  applications Scope of Services
• Funds awarded through GCA must be used as
  specified in the approved contract
• All expenses must be incurred and all activities
  must be scheduled between July 1, 2005 and June
  30, 2006
• If a situation arises that adversely affects your
  organizations budget or ability to complete
  scheduled activities, you should contact your
  program manager immediately

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Your Contractual Obligations

• Record keeping
• All awarded organizations are required to
  maintain complete financial records for all
  activities covered by the contract
• Credit
• All awarded organizations are required to credit
  both the Georgia Council for the Arts (GCA) and
  the National Endowment for the Arts (NEA) in all
  publicity for programs funded by GCA as described
  in GCAs credit requirements.
• Reimbursement
• Organizations are funded through reimbursements.
  Allow 60 calendar days for receipt of funds after
  submitting your request.

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Your Contractual Obligations, Continued

• The Final Report
• The final report is documentation of your Scope
  of Services compliance, the approved contract
  budget, salary listings and verification that GCA
  and NEA credit requirements were met
• Organizations that fail to meet application
  budget or Scope of Services may have their
  contract reduced by an appropriate percentage
• The final report Scope of Services must maintain
  the same balance in performances/exhibits and
  other services as proposed in the application
  SUPPORT

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Contractual Obligations, Final Report Details

• Final report due 60 days after the termination
  date of contract
• Send required support material documentation
  will not be returned
• Do not bind your report or send scrapbooks
• Use same terminology in final report as in
  application
• Be sure original signatures on final report are
  same as those that were on the application and
  the contract, or as approved on Change of
  Information form

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Your Contractual Obligations, Continued

• Audit Requirements
• Organizations receiving 100,000 or more combined
  from GCA and other state agencies during the
  fiscal year must submit an audit performed in
  accordance with generally accepted government
  auditing standards.
• Organizations receiving less than 100,000 and
  more than 24,999 must submit a copy of their
  financial statements for the fiscal year in which
  they received state funding
• Change of Authorization Form
• Regulations require that a new letter of
  authorization be submitted anytime the
  organization has a change in contact information,
  Authorized Official or Board Chairman/President
  during the contract process. Documents signed by
  unauthorized personnel will be returned without
  processing.

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Required Funding Credits

• GCA and NEA Logo and Crediting
• All printed materials where any funder is
  credited including programs, educational
  material, print advertising, electronic
  advertising (including television and internet),
  exhibition signage, press releases
• On organization websites, the GCA logo must
  appear on the home page or web page dedicated to
  the GCA-funded project with a link to GCAs
  homepage
• In cases where printed credit is not applicable,
  oral credit must be given. This includes radio
  broadcasting and audio for the hearing impaired.
  In promotional appearances or television or radio
  by a representative, verbal credit must be given
  at least once during the broadcast. Check the
  Guidelines for details

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THANK YOU!

• Remember to e.mail or call if you have any
  questions - - do not make assumptions!
• (Please turn in your completed evaluation forms)