2015 Community Arts Program Guidelines
Deadline: Friday, January 16
th, 2015 at Midnight
Application Available Online via Submittable:
https://bronxcouncilonthearts.submittable.com/submit
Funding for this program is made possible by:
The New York State Council on the Arts’ (NYSCA) Decentralization program (DEC)
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The Community Arts Grant (CAG) is a local arts funding program supporting projects and
activities that enable Bronx communities to experience and engage with the performing, literary, media, and visual arts All projects must benefit Bronx communities and be accessible to all. This program provides support for arts and cultural projects to community-based organizations,
groups, collectives or artists.Grants range from $1,000 to $5,000. Individual artists or collectives may apply through a fiscal sponsor or apply directly if working in partnership with a community-based nonprofit organization in the Bronx. Both fiscal and partnering organizations must meet the same eligibility as all nonprofit organizations applying for this grant!
*All applicants can submit a total of three requests between the Community Arts Grant and the Artists in Community Grant. However, each submission must be for a different project, and the
How to Apply Information Sessions
ALL applicants MUST attend at least one (1) How to Apply Information Session!
Information sessions for The Community Arts Grant are offered in a multitude of locations across the Bronx. Sessions are offered to artists, groups, and nonprofit organizations interested in applying, and include a review of the programs along with useful and important information. For the latest schedule of dates and locations for the How to Apply Information Sessions, please stay connected with the BCA website: http://www.bronxarts.org/cag.asp
Program Goals
The Community Arts Grant is designed to support and develop the capacity of individual artists and small to mid-sized nonprofit organizations to 1) develop high quality local arts projects and programming and 2) contribute to Bronx communities by providing opportunities for the public to experience and engage with the arts. Emphasis is placed on the quality and artistic merit of proposed projects and the depth and authenticity of community experience, participation and engagement.
Competitive projects will demonstrate thoughtful project planning, experienced project personnel and planned project income in the form of cash and other means of support. The Community Arts Grant seeks to increase access to arts and cultural activities in neighborhoods throughout the Bronx. Funding priority will be given to projects that reach under-served communities and/or bring new arts activities to communities where the need exists, rather than replicate existing offerings.
Bronx Council on the Arts expects applicants to identify the demographics and communities they wish to reach. Projects should include clear and realistic plans to promote the project and reach the public.
Applicant Eligibility
Applicants must be based in The Bronx with a Bronx Street Address
Applicants must have existed for at least one year and must show proof of non-profit status by providing ONE of the listed documents:
o 501(c)(3) determination letter from the Internal Revenue Service
o Current NY State Bureau of Charities (Office of the Attorney General) Filling receipt o Documentation of incorporation under section 402 of the NY State Not-for-Profit
Corporation Law.
Applicant organizations must have an active board.
Fiscal Sponsorship (Community Arts Category): A fiscal sponsor must be a non-profit organization in the county where the arts activity is taking place, which meets the
requirements listed above. The fiscal sponsor will receive the grant funds and distribute them to the artist(s) or non-incorporated collective. An organization may serve as a fiscal sponsor for an unlimited number of applicants. A letter of agreement between the two
parties must be submitted with the application stating the willingness of the supporting organization to fulfill the obligations and duties of serving as fiscal and administrative agent for a grant award. In addition, the letter of agreement should specify the roles of each party.
*Direct NYSCA applicants cannot be fiscal sponsors.*
Community Partners (Community Arts Category): Individual artists or collectives may apply directly for a Community Arts Grant if working in partnership with a
community-based non-profit organization in the Bronx. A letter of commitment from the partner organization outlining the scope of the partnership must be included with the application.
NOTE: Sponsoring organizations must check with their accountants/financial personnel regarding tax liabilities and IRS reporting relative to sponsoring projects that are not directly related to the sponsoring organization’s mission. Sponsoring organizations are responsible for all IRS required reporting including the creation and distribution of 1099 forms where applicable.
Project Eligibility
Projects must meet the following requirements:
Project activities, including the public component, must be located in The Bronx.
Project activities must take place between January 1, 2015 and December 31, 2015.
Project must include a public component: an opportunity for the public to access and engage with the arts. The opportunity must be promoted and available to the general public. Note: Projects that are intended to be experienced solely through or by the Internet will not be considered.
Projects consisting of community art workshops offered by artists or art groups will be considered if they meet the above requirements for public access, either through outreach and promotion for participation in workshops or through a culminating public event.
All participating artists must be guaranteed a fee, indicated in the project budget.
Applicants may only submit one (1) proposal per category. Note: If an artist submits a request to the community arts category, and plans on applying to the individual artist category, both applications must be separate and consist of (2) different projects. The total funding request between the proposals should not exceed $5,000.
Project budget must show at least 50% of planned project income in cash from sources other than The Community Arts Grant. CAG awards cannot cover more than 50% of your project budget.
Projects Not Funded If:
Applicants applied directly to New York State Council on the Arts in Fiscal year
2013-2014.
Applicants funded previously failed to submit final reports, or who failed to credit NYSCA DEC and the Bronx Council on the Arts as a stipulated in their cultural contract.
Projects serve organizations that are membership only and/or public colleges or
universities; arts in education in-school activities and programs, (PTA’s with non-profit status independent of the public school, and providing arts activities to the community at-large are eligible)
You are a Social Service organization or Historical Societies unless proposed project has a significant arts programming component.
You are a New York City public school district, private or parochial school, and/or public college or university.
You are a New York State agency or New York City agency.
Funding is not available for:
Recreational, rehabilitative, or therapeutic art programs Fellowships, scholarships, or endowments
General operating expenses
Equipment or capital expenditures Acquisitions
Cash awards for juried exhibitions
Entertainment costs including opening, receptions, catering, or fundraising. Establishment of new organizations
In-school arts in education programs Events that take place in private homes
Review Process and Criteria
A panel of artists and arts professionals will review and evaluate projects using a 1-6 rating system on the following criteria:
Service to the Community: This grant supports artistic services to the greater
community of the Bronx and its residents. Applicant must explain how the given community or neighborhood being served will benefit from the service or activity proposed: Example: “The Highbridge community of the West Bronx has seen an increase
in Dominican and other immigrant populations according to the 2010 census. We are hoping to bring a 3 performance series featuring new original compositions written by contemporary Dominican and other Latin American composers in traditional and new
genres for the purpose of building audience for said composers while providing cultural enrichment to the growing Latino immigrant population of Highbridge.”
Artistic Merit: The Quality of the proposed work and support materials submitted
Organizational/Managerial Capacity
Applying to The Community Arts Grant is a competitive process. Proposals should accurately describe the project, the communities targeted, the people serviced, and the project’s impact. Project budgets and budget narratives should be precise, reflect actual needs, and demonstrate the ability to raise funds from additional sources. Applicant work samples should be appealing and related to the project. Priority will be given to applicants that demonstrate the above criteria in their application.
Grant Requirements
The grant award is a contract for arts services; grantees are required to provide the following:
Sign and return letter of agreement to BCA
Include funding credit and logos, that will be provided, on all marketing and event materials, print and electronic
Submit event notification to BCA six weeks before your event
Notify BCA of any significant changes to proposed project activities, including schedule, key participants, project scope or budget.
Submit final report, no later than 30 days after completion of all project activities
Grantees who do not comply with the above requirements will jeopardize their funding status and future grant consideration. BCA may also require grantees to submit interim reports to maintain eligibility to apply.
Appeal Process
We encourage applicants to contact BCA for a summary of the panel comments and feedback on their applications.
Applicants may appeal decisions in writing within ten (10) days of funding notifications,
effectively arguing the case for appeal based on the criteria below. Dissatisfaction with either an unfavorable decision or the recommended level of support is not grounds for appeal.
Grounds for appeal are limited to the following:
Misrepresentation of information: an applicant’s information was improperly presented by BCA staff in a way that may have adversely affected the review process
Non-presentation of information: the applicant’s information was not presented by BCA staff prior to or as part of the jury’s decision-making process
Application Instructions
Applications and required documents must be completed and submitted online through https://bronxcouncilonthearts.submittable.com/submit
Online Application:
1. READ ALL THE GUIDELINES BEFORE BEGINNING YOUR APPLICATION 2. Click on the Submittable link above
3. Choose the 2015 Community Arts Grant Application – click “Submit” at the bottom left 4. Fill in the fields with your Bronx Address
5. Begin your application
6. You may save and return to your application at any time.
7. Uploading required documents, support materials, and work samples including mp3s and videos will be directly through your Submittable application.
8. All questions will an * are required.
9. The application will be closed at midnight on October 1st
10. Please contact Submittable for any technical questions, they are friendly and available to ALL applicants. Their contact info is :
a. [email protected] b. http://help.submittable.com/ c. (855) 467-8264
11.All questions regarding the application itself should be forwarded to Sabrina Cedeño, Grants Administrator | [email protected] | 718-931-9500 ex.22
Required Documents for Organizations One (1) copy of each of the following items:
1. Proof of nonprofit status with address in the Bronx. Choose ONE (1) of the following options:
a. Letter of Determination from the IRS indicating tax exempt status under section 501(c)(3)
b. Documentation of charter by the New York State Board of Regents under section 216 of the New York State Education Law
c. Documentation of incorporation under Section 402 of the New York State Not-for-Profit Corporation Law
d. Current New York State Bureau of Charities (Office of the Attorney General) filing receipt
e. Official authorization as an arm of local government (i.e., a formal letter on official stationery signed by the appropriate county, city, town or village executive)
Note: If the address on the nonprofit documentation is a PO Box, provide additional proof of the organization’s physical address in the Bronx.
2. Audited financial statement for the most recently completed fiscal year or, if unavailable, a copy of the most recently filed IRS Form 990, signed by the organization’s treasurer, bookkeeper, or accountant.
Note: If the organization filed a 990N, submit an itemized financial statement signed by the organization’s treasurer, bookkeeper, or accountant instead.
3. Projected organizational budget for the fiscal year in which the proposed project takes place. (Please upload an excel spreadsheet with budget notes at the bottom)
4. Projected Project Budget for all activities related to the proposed project. (Please upload an excel spreadsheet with budget notes at the bottom)
5. Work Samples and Support materials (maximum of 5 pages/items) related to the project or the applicant. Examples include press clippings or printed promotional materials.
Required Documents for Individual Artists (ONLY Community Arts Category)
INDIVIDUALS APPLYING WITH COMMUNITY PARTNERS
One (1) copy of each of the following items:
1. Proof of Bronx address of the individual artist or artistic lead of collective. Choose one (1)
of the following options:
Utility bill (e.g. electricity, cable, gas, etc)
Driver’s license (address on the driver’s license must be same as address provided in application)
Note: If the proof of address shows a PO Box, provide additional proof of the individual’s physical address in The Bronx.
2. Letter of commitment from the community partner on the organization’s letterhead,
including its support, monetarily and otherwise, and its roles and responsibilities in the project. The letter should be signed by the organization’s Executive Director, or equivalent.
3. Proof of nonprofit status of the community partner, Letter of Determination from the
IRS indicating tax-exempt status under section 501(c)(3)
5. Work Samples and Support materials (maximum of 5 pages/items) related to the project
or the applicant. Examples include press clippings or printed promotional materials.
INDIVIDUALS APPLYING WITH FISCAL SPONSORS
One (1) copy of each of the following items
1. Proof of Bronx address of the individual artist. One (1) copy of one (1) of the following:
Utility bill (e.g. electricity, cable, gas, etc)
Driver’s license (address on the driver’s license must be same as address provided in application)
Note: If the proof of address shows a PO Box, provide additional proof of the individual’s physical address in The Bronx.
2. Letter of commitment from the fiscal sponsor on the organization’s letterhead confirming
the sponsorship relationship, signed by the organization’s Executive Director, or equivalent.
3. Letter of Determination from the IRS for the fiscal sponsor, indicating tax-exempt
status under section 501(c)(3).
6. Projected organizational budget, for the fiscal year in which the proposed project takes
place.
4. Projected Project Budget for all activities related to the proposed project. (Please upload
an excel spreadsheet with budget notes at the bottom)
5. Work Samples and Support materials (maximum of 5 pages/items) related to the project
