ARTS FUNDING DIVISION City Owned Facilities

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ARTS FUNDING DIVISION City Owned Facilities

• FY 2009
• Application Workshop
• April 14th, 2008 _at_ 930
• May 3, 2008 _at_ 900

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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 Funding Division

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

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Agenda

• Eligibility
• Funding Restrictions
• Process
• Application Instruction

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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 the match requirements
• Requests cannot be less than 5,000.

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General Operational Support

• General Operational Support applicants must be an
  arts and/or cultural organization.
• General Operational Support applicants must have
  a 501c3 status and been in operation for a
  minimum of three years.
• General Operational Support applicants must have
  a salaried full or part-time manager who is
  responsible for the business management of the
  organization (or commit to hiring one if funded).
• General Operational Support must submit either an
  Audited Financial Statement from the last
  completed fiscal year (mandated for awards of
  250,000 or more) or the prior years financial
  statement approved by their Board of Directors

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General Operational Support

• 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.
• Amount requested and match requirements for
  General Operational Support applicants will be
  based on budget size.
• Review Committee will consist of members from
  various City departments that have a relationship
  with the organizations and one regional
  representative. Review criteria will be the same
  as those for General Operational with also
  include a review of the agencys facility needs

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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 level or financial history are
  not stable.
• Applicant can save in progress applications
  until ready for submittal.

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Match and Request Matrix

• Matching Funds are based on actual operating
  budgets
• Matching Funds
• Organizations with actual operating budgets
  City Non-City
• 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

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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

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Funding Restrictions

• Accredited teaching institutions.
• Non-profit agencies and foundations that 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.)

• Programs that support a religion.
• Programs not open to public.
• 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

• Electronic Application 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 Committees
  CAB
• Review Committee
• Program Service (40)
• Community Involvement, Outreach and Diversity
  (20)
• Financial Position and Administrative Ability
  (20)
• Marketing and Promotion (15)
• Facility review (5) If facility funds not
  requested then the 5 is inapplicable and an
  additional 5 is evaluated in the Community
  Involvement Category
• Staff develops funding recommendations

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Process (cont.)

• 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.)

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Program Service(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 organizational mission
• Organizational impact on community

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Community Involvement, Outreach and
Diversity(20 of total score unless organization
chooses not to ask for facility maintenance
option, then 25)

• 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

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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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Facility Review(If operational funds requested
for maintenance support -5 of total score)

• Upkeep of physical space
• Adherence to City policies and directives
• Responsiveness to City department inquiries for
  facility/programmatic updates

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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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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.
• The Stabilization Program will utilize the
  information in Organizational History as your
  application for additional support.
• Complete the Facility Maintenance Form
• Submit the application before the deadline.
• Electronic deadline is May 23, 2008, 500 pm.

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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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Electronic Application Deadline May 23, 2008,
500 pm

• 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
• Application Timetable
• Facility Improvement Maintenance Form
• Board Member list
• Support Materials
• Financial Information