ARTS GRANTS FY20 PRINCE WILLIAM COUNTY DEPARTMENT OF PARKS, RECREATION, AND TOURISM MARCH 2019
GRANT PROCESS OVERVIEW 1. PWC BOCS determines funds available for arts grants each year, this money is allocated from PWC General Fund revenues. 2. Grants are administered through the Parks, Recreation, and Tourism Department. 3. Parks and Recreation Commission establishes Arts Grant Panel. Members will attend a Panel workshop for understanding responsibilities, scoring criteria, and review process. 4. DPRT staff (ASC) reviews applications for completeness and compliance with grant guidelines. 5. Grant Panel evaluates ONLY completed eligible applications, scores and recommends grant distribution. 6. DPRT Staff review distribution amounts for finalizing Panel recommendations 7. Parks and Recreation Commission reviews Panel recommendations and proposes recommendations to BOCS. 8. BOCS reviews and determines final approval early FY20, Payment processing follows.
BUDGET OUTLOOK • Last year, $193,000 in grants were distributed • County Executive’s proposed budget recommends grant funds at the same level • This year, Board of County Supervisors adopts budget on April 30, 2019 at 7:30pm meeting; additional changes are possible • See www.pwcgov.org/budget for more info
AM I ELIGIBLE? Mus Must be be a no non-profit o organi nization w with I IRS RS d des esignation a as a 50 501( 1(c)3 o 3 organization • If your letter is more than 18 months old, request an updated letter from IRS Visu isual, l lit iterary o or performing ar arts miss s mission Com omply ly w with Title le V VI & & AD ADA A regula lation ons – sign signed Ce Certifi ificate o of f Assu ssurance ( (orig iginal sign signature) Based i in n the e Pr Prince W e William r reg egion • 80% of members/participants or 70% of services • Meet, rehearse, exhibit and operate locally Membership i in Ar Arts C Cou ouncil l NOT OT req equi uired ed
WHAT DOES THE GRANT SUPPORT? Th The Gran ant fu funds: Assist non-profit arts groups with general operations Support the stability and growth in local arts Encourage connection to students, the general public, varied audiences Foster partnerships between arts groups Support tourism efforts Improve the quality of life
INELIGIBLE ACTIVITIES NOT GRANT SUPPORTED The Prince William County grants do not fund: • activities restric icted to an o organ aniz izatio ion’s memb embership • cost of p partie ies, r receptio ions, fund-raising g ben enef efits, et etc. • activities that benefit it p primar arily o ly other jurisdic ictio ions outsid ide o of the Greater Pr Prin ince Wil illia liam C County ar area. • activities and organ anizat atio ions that are wholl lly y sponsored by commercial institutio ions, religio ious institutio ions, go government a agen gencies, public or private edu educational institutions • college ege or u univer ersity-bas ased projects that at ar are par art o of a a required c course or curriculum, or that at do not in involve an and serve a a sig ignific icant n non-stud student nt populat atio ion • general o operating support for h historic celebrat ations o or c communit ity y promotio ional l ac activ ivit ities • work of in individual al ar artis ists; or a a cost to benefit an an in indiv ividual al • elimin inatio ion of e existin ing deb debts • Cap apit ital l expense nses • Endowment f funds, Sc Scholarships, or prizes
GuideStar.org Registration Required A best practice guide for collecting and sharing information about nonprofit organizations Required (*) and Optional Information – (basic level) Identification Information Organization Name*, EIN*, Telephone, Fax, Mailing Address* Payment Information Legal Name*, EIN of Payable Organization, Payment Address* Primary Contact Name*, Title, Email*, Telephone Organization Leader Name*, Title, Email, Short Biography, Photo, LinkedIn URL Organization Co-leader Name*, Title, Email, Short Biography, Photo, LinkedIn URL Board Chair Name*, Company/Organization, Term Dates Mission & Programs Mission Statement*, Program Name*, Program Description*, Population Served*, Geographic Area Served* Categorization Keywords*, NTEE codes* Brand Logo*, Tagline*, Website URL* (or “Don’t have one”)
(2) APPLICATION TYPES Applicants may apply to only one of the two categories. GENERAL OPERATING NEW AND EMERGING To assist organizations of artistic To provide seed money to new merit in fulfilling their mission and emerging arts organizations by providing funds to encourage that are less than three (3) their advancement. years old. For organizations with 501(c) 3 For organizations with 501(c) 3 status, no minimum annual status or pending application, budget is required. with established Board of Directors, and bylaws.
HOW MUCH CAN I APPLY FOR? Spend g grant f funds o only f for purposes d descr cribed in y your ap applicat ation • GENERAL OPERATING • NEW AND EMERGING ELIGIBILE PERCENTAGE ELIGIBLE AMOUNT OR PCT . If your is annual budget is less than Request up to 50% of your most $100,000, Request up to 20% of recently completed annual your most recently completed income – OR – request for $1000+ annual income amount Grant eligibility is limited to the If your annual budget is $100,000 lesser amount of the two. If or greater, Request up to 15% of previously approved for this grant, your most recently completed grant eligibility may increase $500 annual income amount each approved grant cycle, up to maximum request of $2500
GENERAL OPERATING GRANT FORMS (2) APPLICATION FORMS TO CHOOSE FROM The type of General Operating grant application form chosen depends on your annual level of previously approved grants SHORT FORM STANDARD (LONG FORM) General Operating Short-Form General Operating Standard (Long- application allowed when an Form) application is generally required organization has proved steadiness in for General Operating grants. More their operations. Shorter narrative. detailed narrative. 2 *3 STANDARD Approved SHORT FORM Approved consecutive applications consecutive applications SHORT FORM Approved STANDARD Approved 1 2 consecutive applications consecutive applications
SUBMISSION PROCESS For e ease ase o of review b w by the G Gran ant P Pan anel, c collate appl application mat materials in into in indi dividual al f folde ders o or clipp ipped pac d packets wit with a a cover pag page in indi dicating t the followin wing: 1. 1. FY2020 2020 PWC A C Arts G s Grants, 2. 2. Appl pplican ant N Name ame, 3. 3. Gra rant T Typ ype Note: I If appl applicant do does n not su submit ide identical appl applications as as required, d, applic icat atio ions r s risk sk b being d declin ined f d for Pa Panel r review d w due to i incompl pleteness. ss. Appl pplication mat materials wil will n not be ac accepted b by fax mac ax machine o or other e electronic me mean ans su such as as e-mail. l.
APPLICATION EVALUATION The Admin Support Coordinator reviews each grant application for • completeness and eligibility and serves as an observer when the Grants Panel meets to holds its Review. Ineligible applications are not reviewed by the Grant Panel but will be returned to the applicant with a brief explanation of denial. The Admin Support Coordinator provides copies of the grant applications to the • Grant Panel. • Grant Panelists independently review each application and have an opportunity to ask additional questions about the application prior to determining the final grant recommendations.
HOW MUCH CAN I RECEIVE? GRANT AWARDS ARE SUBJECT TO AVAILABLE FUNDING FROM PRINCE WILLIAM COUNTY GOVERNMENT. FUNDING IS NOT GUARANTEED Determination of Recommended Funding No single organization can receive more than 25% of the total available County funds. Application Total Scoring Available Applications receiving an Fund average score under 50% will not be funded. Number of Applicants
SCORING CRITERIA Determination of Artistic Quality Recommended Funding Financial Number of Development Applicants Application Effective Scoring Management (in order of Organizational ranking) Stability Total Available Fund Community Outreach
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