BREVARD COUNTY GUIDE TOFY 2011 COMMUNITYCULTURAL GRANTS

Sponsored byBREVARD COUNTY BOARD OF COUNTY

COMMISSIONERS

Managed by

2725 Judge Fran Jamieson Way, C-307Viera, FL 32940

321/690-6817www.artsbrevard.org

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BOARD OF COUNTY COMMISSIONERSDistrict 1 – Robin FisherDistrict 2 – Chuck Nelson

District 3 – Trudie InfantiniDistrict 4 – Mary Bolin

District 5 – Andy Anderson

BOARD OF DIRECTORS

Board Chair – Jim RidenourChair Elect – Bunny Finney

Catherine AlexanderKim Agee

Dorothy AllenDoris/John BaileyLloyd BehrendtLinda Brandt

Marsha CantrellJames Dwight

Bill EllisDr. Brenda Fettrow

Josh FieldNancy Giangrisostomi

Carey GleasonJimi GonzalezLink Johnsten

Darcia Jones FranceyMike LaFortune

Dave MojaKendall T. MooreSusan F. Perers

Jim PlatmanJoseph Sofia

Delores SpearmanCraig Suman

Kathleen Thomas-BeckLaurilee Thompson

Mary WallisSusie WasdinGreg Watson

Amelia WilliamsJ. Mason Williams

Craig YoderAndy Ziegler

FY 2010-2011 COUNTY COMMUNITY

CULTURAL GRANTSGUIDELINES AND

APPLICATION

TABLE OF CONTENTS

Eligibility....................................................................2

Funding and Grant Amount Requests........................3

Terms and Conditions.................................................4

Allowables and Non-Allowables............................4-5

Funding Acknowledgement & Logo Requirement... .5

Guidelines...................................................................6

How to Apply..........................................................6-7

Application Checklist.................................................8

Grant Application..................................................9-17

Application Budget Forms..................................12-14

Narrative Questions and Attachments.................15-17

Definitions & Glossary........................................18-21

Grant Reimbursements and Reporting.....................22

Grant and Financial Report Form........................23-25

Request for Funds Form...........................................26

Quarterly Report Forms......................................27-28

Sample In-Kind Donation Form...............................29

Sample In-Kind Time/Services Contributions Form30

Grant Review Panelist Nominations...................31-32

Brevard Cultural Alliance, Inc.2725 Judge Fran Jamieson Way, C-307

Viera FL 32940321/690-6817

Fax 321/690-6818www.artsbrevard.org

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PURPOSE

The mission of the Brevard County Community Cultural Grants Program is to foster excellence, accessibility and diversity in arts and culture for all people in Brevard County, Florida. Funded by the Brevard County Board of County Commissioners and managed by Brevard Cultural Alliance, Inc. (BCA), this program funds private nonprofit arts and cultural organizations through General Program Support or Specific Projects; and funds private nonprofit non-arts or non-cultural organizations through Specific Projects only. The applicant nonprofit organization need not be arts affiliated to apply for Specific Project funding, although its proposal is required to be of an artistic nature. General Program Support and Specific Project proposals must meet the goals outlined in Brevard County’s Strategic Cultural Plan as follows:

GOAL 1: Strengthen the arts and cultural sector to make it a vital, cohesive community resource.

GOAL 2: Promote the value of the arts as integral to enhancing Brevard’s quality of life and its future growth.

GOAL 3: Make the arts essential to education.

GOAL 4: Build awareness of the arts and encourage participation of all Brevard residents and visitors.

ELIGIBILITY

This section contains information about the requirements for the County Community Cultural Grant Program. Every applicant must meet the requirements and follow the procedures in this eligibility section.

To be eligible to apply for a County Community Cultural Grant, an organization must:

Be a nonprofit, tax-exempt, Florida Corporation as a result of being:a. Incorporated or authorized as a nonprofit Florida corporation in good standing, pursuant to

Chapter 617, Florida Statutes a minimum of two years prior to application deadline date; and,b. Headquartered in Brevard County a minimum of two years as of application deadline; and,c. Designated as a tax-exempt organization as defined in section 501(c)(3) of the Internal

Revenue Code of 1954, as amended, a minimum of two years prior to application deadline.d. Prior year’s total operating budget was $1,500 or more.

Questions regarding corporate status should be addressed to:Florida Department of StateDivision of CorporationsNonprofit SectionP. O. Box 6327Tallahassee, FL 32314-6327850/245-6052

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Tax-exempt status:Designation as a tax-exempt organization as defined in Section 501 (c)(3) of the Internal Revenue Code. Questions regarding tax exemption should be addressed to: Internal Revenue Service, Atlanta, GA 31101, or telephone 800/829-1040.

FUNDING AND GRANT AMOUNT REQUESTS

Large: Organizations whose prior year total general operating budget was $400,000 or more may request up to $30,000

Mid-size: Organizations whose prior year total general operating budget was more than $100,000 and less than $400,000 may request up to $20,000

Small: Organizations whose prior year total general operating budget was $100,000 or less may request up to $7,500

The following funding guidelines may, at the discretion of the panel, be used to determine the recommended funding amount for projects that have met the minimum qualifying point requirements:

Average Score Maximum Funding

75 to 79.9 60%80 to 84.9 70%85 to 89.9 80%90 to 94.9 90%95 to 100 100%

MINIMUM SCORING REQUIREMENT

An average of at least 75.0 quality points out of a possible 100 points must be earned to be eligible for FY 2010-2011 grant funding. There is no guarantee of annual funding to any applicant.

High and low panelist scores will be dropped prior to the application average score being calculated.

PANEL MEETING INFORMATION

The grant panel will convene in a public meeting to evaluate applications. Applicants are not required to attend but are encouraged to be present to answer any questions panelists may have about their applications. Public comments will be accepted. At the conclusion of the meeting the panel will make funding recommendations to the Board of County Commissioners. The Board of County Commissioners will make final funding determinations at a separate public meeting where public comment will be accepted.

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TERMS AND CONDITIONS OF GRANT AWARDS

1. An applicant organization may not apply under more than one organizational name or category.2. An applicant organization shall be deemed ineligible for funding if the grant application is

incomplete.3. The Cultural Grant Program reserves the right to allow for the clarification of questionable

entries and for the correction of obvious mistakes on submitted documents.4. The grant amount requested must not exceed 50% of the total program or project costs.5. In-kind contributions used as matching funds may not exceed 25% of the total project budget.6. Grant funds are released on a reimbursement basis.7. Organizations not meeting the administrative requirements of previous grants shall be

determined to be ineligible for funding for one year.8. Organizations receiving funding support from other Brevard County government sources, with

the exception of capital facilities projects, community based organizations (CBO) or Tourist Development Council (TDC) Category E grants, may not also receive funding through General Program or Specific Project support from the County Community Cultural Grants Program.

9. All grant projects must fall within the Brevard County fiscal year, October 1, 2010 - September 30, 2011. The project start and end dates are not intended to be performance or event dates, but the entire period during which grant related expenses may be spent and revenues received.

10. Applicant organizations must maintain files of documentation of volunteer time and signed in-kind receipts stating actual value of contributions. These records are subject to audit.

11. In accordance with Brevard County’s Art in Public Places policies, all projects, programs and/or exhibits funded by the Brevard County Board of County Commissioners must be suitable for viewing by people of all ages.

12. The grant recipient shall keep books, records, and accounts of all activities related to the grant in compliance with generally accepted accounting procedures. All documents, papers, books, records and accounts made or received by the grantee in conjunction with the grant shall be open to inspection during regular business hours by an authorized representative of the office and shall be retained by the grantee for a period of three years after termination of the grant period, unless such records are exempt from section 24(a) of Article I of the State Constitution and section 119.07(1) Florida Statutes.

13. No grant application materials will be accepted after October 14, 2010. 14. If completing the application electronically, the guidelines and application form may not be

altered in any way other than providing the required or requested information. Modification of the document other than providing required or requested information shall result in the disqualification of the application.

Allowables and Non-Allowables:

Allowable Costs:

expenditures within the grant period specified on the grant application and/or the period specified by the Brevard County Budget Department; and,

they are solely for the purposes of the grant and can be easily identified as such.

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Non-Allowable Costs:

expenditures before or after the grant period;

lobbying or attempting to influence federal, state, or local legislation;

building, renovation, or remodeling of facilities;

capital improvements, including but not limited to new construction, renovation, and installation or replacement of fixtures in the permanent facility of the organization;

bad debts, contingencies, fines and penalties, interest, other financial costs and costs of litigation;

benefits and projects planned primarily for fund raising purposes;

private entertainment, food, beverages, plaques, awards, scholarships, prize money or certificates;

projects which are restricted to private or exclusive participation;

regranting (using County funds to underwrite local grants programs - see “Glossary”);

contributions and donations;

professional, legal, medical, engineering, accounting, auditing or consulting services (funds may not be used for any audit even if required by the grant agreement), travel; and,

any other expenditure not authorized by Chapter 112 of the Florida Statutes or Brevard County Codes and Policies.

Funding Acknowledgement and Logo Requirement:

Any publicity or publications related to programs or projects funded by Brevard County Community Cultural Grants listing or recognizing funders or sponsors shall include Brevard County and BCA logos and/or the following statement:

Sponsored in part by the Brevard County Board of County Commissioners through the Brevard Cultural Alliance, Inc.

NOTE: Documentation of use of funding acknowledgement or logos should be submitted with the Final Report.

GUIDELINES

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Keep a copy of the entire application for your organization’s records and to facilitate administration of the grant, if awarded.

Provide clearly labeled and legible support materials on 8½”x 11” paper. Suggested number of support materials is no more than ten, including no more than three support letters.

News clips, reviews and advertisements should be clearly identified with the names and dates of the newspapers and/or magazines.

Budget guidelines:

> Use a “-0-” to indicate no expenses or revenues in any line item category, rather than leaving the line item blank.

> Double check figures and addition. The grant proposal project budget must balance and total proposal costs should be less than or equal to total proposal income.

> Review the list of allowable and non-allowable costs on pages 4 and 5.

HOW TO APPLY

OPTIONAL COURTESY REVIEW DATES: September 13 – October 7, 2010

Applicants may present one copy of their grant application from September 13 – October 7, 2010, to be reviewed by BCA staff for completeness (this is not a qualitative review). Feedback regarding missing or incomplete items will be provided to the grant applicant. Applicants will then have the opportunity to develop their final applications and submit the designated number of copies by the final deadline. This is a courtesy review only and Cultural Alliance staff is not responsible for errors or omissions in organizations final application submissions.

FINAL APPLICATIONS DUE: must be received or postmarked prior to 5:00 p.m. Thursday, October 14, 2010

Label the original application form with the word “ORIGINAL.” Place it on top of the eight copies. Insert all copies into one package, hand deliver, mail, or use an express mail package service.

Mailing and Brevard Cultural Alliance, Inc.physical address: 2725 Judge Fran Jamieson Way, C-307

Viera, FL 32940

If hand delivering your application, it is suggested that you receive a signed and dated receipt. Application materials may NOT be faxed or electronically transmitted to BCA.

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NOTE: Brevard Cultural Alliance, Inc., Brevard County Board of County Commissioners and the grant review panel members assume no responsibility for the completeness, care, safety and security of the application and support materials. All materials, collateral and attachments become the property of Brevard Cultural Alliance, Inc. and the Brevard County Board of County Commissioners.

Complete all sections and answer all questions clearly and concisely. Be specific and accurate with facts, numbers, and data. Type or clearly print the information using a minimum of 12-point type and use margins no smaller than .75”.

Organize the grant application in the following order: completed application forms; question responses; appendices; required lists and attachments; and support materials and attachments. All pages should be numbered and all required attachments and support materials should be lettered or numbered and listed in the Table of Contents.

You may staple your proposal in the upper left corner with a heavy duty staple. A large heavy-duty stapler and a plastic comb-binding machine are available for use at the Brevard Cultural Alliance office. Please make an appointment prior to the final application due date and bring binding combs in appropriate size and quantity to secure the contents of the application packets.

Do not use hard or soft-sided 3-ring binders or binder clips for application packets. Spiral binding or plastic binder combs are acceptable. Be certain the margins are wide enough and the binding does not overlap text.

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APPLICATION CHECKLIST

A completed and signed “ORIGINAL” application, plus eight collated copies of the application for a total of nine application packets.

No more than a total of six one-sided pages responding to the narrative questions, see page 16.

Attachment A) Provide current and proposed season schedules, if applicable.

Attachment B) A board approved summary of your organization’s Long Range Plan.

Attachment C) Provide a board list including full names, business affiliations, addresses, telephone numbers, email addresses, and office held, if applicable.

Attachment D) Include an organization chart.

Attachment E) Include an internally prepared year-to-date balance sheet and income statement with all notes.

Attachment F) Include a copy of your most recently filed IRS 990 and Schedule A, or 990EZ in the original application only

Attachment G) Your most recently completed fiscal year’s financial statement, compilation, or review (if an audit is included the auditor’s opinion letter must be provided), and all notes to the financial statements in the original application only.

Attachment H) Provide one copy of the organization’s determination letter from the Internal Revenue Service confirming tax-exempt status only in the original application.

Attachment I) Provide one copy of the organization’s Certificate of Incorporation only in the original application.

Attachment J) Provide one copy of the organization’s current By-Laws only with the original application.

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FY 2010-2011BREVARD COUNTY COMMUNITY CULTURAL GRANT APPLICATION

Courtesy Review Timeframe: September 13 – October 7, 2010Final Applications Due: October 14, 2010

Guidelines and application are available electronically by emailing info@artsbrevard.org or calling Brevard Cultural Alliance at 690-6817.

All information should be word-processed or typed

Applicant: (Legal name of organization)      

Address:      

City:       State:       Zip:      

Web Site:      Federal Employer ID #     

Telephone:      FAX:      Email:     

Contact Person: Mr. Mrs. Ms. Dr. First:      Last:      Phone:     

Program/Project Title:      Grant Amount Requested: $     

Is this request for General Program Support? Yes No or Specific Project? Yes No

Is this a new program or project? Yes No

Start Date: Month/Day/Year       End Date: Month/Day/Year      

Grant Category Please check the one category below for which funding is requested.

DANCE MUSIC VISUAL ARTS SCIENCE FOLK ARTS

HISTORY THEATER LITERATURE OTHER      

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FORM B

The Board of Directors (or Trustees) of the above named applicant organization accepts its legal responsibility for grant compliance and for raising any necessary additional funds required to match the grant, if awarded.

I certify, by signing below, that our organization is currently registered as a Florida nonprofit corporation in good standing pursuant to Chapter 617, Florida Statutes. I further certify that our organization is designated as a tax-exempt organization as defined in Section 501(c)(3) of the Internal Revenue Code, that this IRS designation is valid and in force as of the date of the grant request. I certify our organization has not received any notice of change in that status; and that our Florida Chapter 496, Charitable Solicitations License is valid, current, and in good standing.

I, the undersigned authorized representative, certify that all programs, projects, performances and/or exhibitions funded through the Brevard County Community Cultural Grants program are suitable for viewing by people of all ages. I certify this proposal has been officially approved by our organization’s Board of Directors (or Trustees) for submission to the County Community Cultural Grants panel and I am authorized to sign the same.

I certify the information contained in this application, including all budget and financial and tax information, attachments and support materials, is true and correct to the best of my knowledge and that we will abide by all legal, financial, and reporting requirements.

USE ANY COLOR INK (EXCEPT BLACK) FOR SIGNATURES ON ORIGINALAll areas must be filled in

Authorized Representative:

Typed Name:      

Title:      

Date Signed: ____________________________________

Signature: _____________________________________

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FORM C

AMERICANS WITH DISABILITIES ACT (ADA) COMPLIANCE

ALL CULTURAL ORGANIZATIONS RECEIVING GRANT FUNDS SHALL POST THE FOLLOWING POLICY STATEMENT IN A PUBLIC ACCESS AREA.

      (name of organization) is committed to the Americans with Disabilities Act by making our facility and programs accessible to all people. If you have any special requirements, suggestions, or recommendations, please contact our representative       at      .

If you prefer, you may contact the Brevard Cultural Alliance, Inc. representative at 321/690-6817, or the Division of Cultural Affairs, 500 South Bronough Street, Tallahassee, Florida, 32399-0250, 850/245-6470 or Florida Relay at 711 or fax number 850/245-6497. If you do not receive a reply from the organization within two weeks, you are encouraged to call the Florida Division of Cultural Affairs in Tallahassee.

ADA and SPECIAL CONSTITUENCY INFORMATION

Are the applying organization’s facilities and programs accessible to persons with disabilities?Yes No

If no, is accessibility part of your organization’s long-range plans? Yes No

Have policies and procedures been established which address nondiscrimination against persons with disabilities? Yes No

Do you have a complaint process for discrimination on the basis of disability? Yes No Is this information posted? Yes No

Please provide the staff person’s name and title responsible for Section 504, ADA, and Florida Statutes 553 Compliance:

Name:       Title:      

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PROPOSAL BUDGET SUMMARY FORM D

See Glossary for National Standard Definitions of terms used in this budget.The middle column, the Brevard County Grant Allocation, is a subset of Expenditures. If the applicant organization’s total Personnel – Administrative line-item budget figure is $15,000 and $2,000 will come from the County grant, the budget Expenditures amount should still be $15,000. Mark (X) the items that would be cut if a smaller amount is granted than was requested. Round figures to the nearest dollar. Do not include cents. Budget must balance.EXPENSES:

Total Cash Expenditures

Brevard County Grant Allocation

In-Kind Contributions

Personnel - Administrative $      $      $     Personnel – Artistic $      $      $     Personnel – Tech/Production $      $      $     Outside Artistic Services/Fees $      $      $     Outside Other Services/Fees $      $      $     Space Rental/Rent/Mortgage $      $      $     Travel $      $      $     Marketing/Advertising $      $      $     Collections/Acquisitions $      $      $     Other Operating Expenses $      $      $     A. Subtotal Cash Expenses A. $      $      $     B. In-Kind Contributions (no more than 25%

of A.)B. $     

C. Total Cash Expenses + In-Kind (A + B)

C. $     

INCOME: $     Admissions $     Memberships/Subscriptions $     Contracted Services Revenue $     Other Revenue/Fees/Merchandise Sales $     Corporate Contributions $     Foundation Support $     Other Support (include BCA Mini-grant) $     Private Contributions/Fund Raising $     Government Support - Federal $     Government Support - State $     Government Support - Local $     Applicant Cash $     D. Total Applicant Cash Income $     E. Brevard Co. Grant Amount Requested $     F. Total Cash Income (D + E) $     G. In-Kind Contributions (Repeat B) $     H. Total Project Income (Must equal or exceed C) $     I. Percentage of Total Project Budget Req.      

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PROPOSAL BUDGET DETAIL FORM E

Provide a budget detail of the figures listed as “Expenses” and “Income” on the Proposal Budget Summary (Form E). Each line-item in this budget detail must correspond and match the line-item figures listed on the proposal budget. The budget detail must also indicate specifically where grant funds will be spent as well as marking with an (X) the items that would be cut if a smaller amount is granted than was requested. Please round amounts to the nearest dollar -- do not show cents.

     

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TOTAL OPERATING RESULTS AND PROJECTIONS FORM FComplete each line of the following summarized budget form to give a financial overview of your organization. Provide information which represents: the actual results of the most recently completed fiscal year; expected results of the current fiscal year; and projections for the next fiscal year. Do not include the cost of capital items, or the depreciation of capital items, as an operating expense. Contributions or other income dedicated to support the purchase of capital items should not be listed here. Round all figures to the nearest dollar – do not show cents. Fiscal Year Dates: (month day)      to     Date last audit completed:     EXPENSES: COMPLETED

FY___ to FY___CURRENTFY___ to FY___

NEXTFY___ to FY___

1) Personnel - Administrative $      $      $     2) Personnel – Artistic $      $      $     3) Personnel – Technical/Production $      $      $     4) Outside Artistic Services $      $      $     5) Outside Other Fees/Services $      $      $     6) Space Rental/Rent/Mortgage $      $      $     7) Travel $      $      $     8) Marketing/Advertising $      $      $     9) Collections/Acquisitions $      $      $     10) Remaining Operating Expenses $      $      $     11) TOTAL CASH EXPENSES $      $      $     12) Total In-Kind Contributions $      $      $     13) TOTAL EXPENSES $      $      $     

INCOME: $      $      $     14) Admissions $      $      $     15) Memberships/Subscriptions $      $      $     16) Contracted Services Revenue $      $      $     17) Other Revenue/Merchandise Sales $      $      $     18) Corporate Contributions $      $      $     19) Foundation Support $      $      $     20) Private Contributions/Fund Raising $      $      $     21) Government Support - Federal $      $      $     22) Government Support - State $      $      $     23) Government Support – Local (Do not include this request here – see #26)

$      $      $     

24) Applicant Cash $      $      $     25) SUBTOTAL (Lines 14-24) $      $      $     26) Grant Amount Requested $      $      $     27) TOTAL REVENUES $      $      $     28) TOTAL IN-KIND $      $      $     29) TOTAL REVENUE + IN-KIND $      $      $     30) Operating Fund Balance – Beginning

$      $      $     

31) Operating Fund Balance - End of Year

$      $      $     

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Narrative Questions and Attachments FORM G

Brevard County Mission Statement : Contribute to enhancing and ensuring Brevard’s quality of life…today and always!Brevard Strategic Cultural Plan – Primary Goals : Goal 1: Strengthen the arts and cultural sector to make it a vital, cohesive community resource.Goal 2: Promote the value of the arts as integral to enhancing Brevard’s quality of life and its future growth.Goal 3: Make the arts essential to education.Goal 4: Build awareness of the arts and encourage participation of all Brevard residents and visitors.

1. Give a brief description of your organization’s history up to 2 pointssuggested ½ page     

2. Proposal Summary – Briefly explain why your organization is requesting this grant, what outcomes you hope to achieve, and how you will spend the funds if granted. up to 15 pointsSuggested 1 page     

3. Mission - Provide the mission statement of your organization     Describe how the mission-driven programs and services of your organization relate to the Primary Cultural Goals listed above (address as many of the 4 goals as are applicable)Total for 3. suggested ¾ page up to12 points     

4. Serving the Community (Goals 1 and 2)A. How do you serve the community? How many people will you serve directly through activities

related to this grant proposal?      up to 12 pointsB. Describe any partnerships or collaborations you have with cultural organizations or non-arts

organizations.      up to 3 points Total for 4. suggested ¾ page

5. Education (Goal 3) A. List 3 objectives for your educational program(s) up to 4 points     B. Describe when, where, and who participates in these educational activities. up to 2 points     C. Provide an overview of this/these program(s).

up to 4 points     D. How are your organization’s educational programs evaluated? up to 4 points     Total for 5. suggested 1 page

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6. Marketing (Goal 4) - What is the percentage of your total operating budget allocated for marketing (including but not limited to advertising, public relations, marketing, internet, etc.) and the dollar amount.      

A. List 3 objectives for your marketing program(s) up to 4 points     B. Briefly describe your marketing efforts, including outreach, audience development, and public

awareness. up to10 points      

Total for 6. suggested ¾ page

7. Number of full-time paid staff; number of part-time paid staff; number of volunteers. Include brief bio of Executive Director or equivalent (person responsible for administering grant) with qualifications up to 2 points     

8. EvaluationA. Explain how you will measure the effectiveness of your activities. Provide samples of completed

evaluation tools (recommended) up to 10 points      Total for 8. suggested ½ page (not including samples)

9. Provide up to five different examples of funding acknowledgment for Brevard County Community Cultural Grant funding, as specified on page 5 of this document, such as a Playbill or program, ad, newsletter, press release, etc. For new applicants to the program, provide examples of funding acknowledgment for other funders or donors. up to 5 pointsThese items are not included within the 6 pages allocated for narrative answers – suggested 5 pages or items

In All Application CopiesAttachment A) Provide current and proposed season schedules

2 points

Attachment B) Include a board approved summary of your organization’s Long Range Plan 1 point

Attachment C) Provide a board list including full names, business affiliations, addresses, telephone numbers, email addresses, and office held, if applicable. 1 point

Attachment D) Include an organization chart. 1 point

Attachment E) Include an internally prepared year-to-date balance sheet and income statement with all notes . 1 point

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In Original Application OnlyAttachment F) Include copies of your most recently filed IRS 990 and Schedule A, or 990EZ.

1 point

Attachment G) Your most recently completed fiscal year’s financial statement, compilation, or review (if an audit is included the auditor’s opinion letter must be provided), and all notes to the financial statements in the original application only. 1 point

Attachment H) Provide one copy of the organization’s determination letter from the Internal Revenue Service confirming tax-exempt status only in the original application. 1 point

Attachment I) Provide one copy of the organization’s Certificate of Incorporation only in the original application. 1 point

Attachment J) Provide one copy of the organization’s current By-Laws only with the original application. 1 point

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DEFINITIONS & GLOSSARY

National Standard for Arts Information Exchange is provided to assist applicants in completing their grant proposals.

The National Standard for Arts Information Exchange defines items of information and specifies reports to be used by public arts agencies in their information and reporting system. The National Standard consists of system specifications for mailing lists, grants management systems and arts resource directories, including performing and visual arts facilities, arts organizations, and artists in all disciplines.

The National Standard was developed by the National Assembly of State Arts Agencies (NASAA) as the National Information Systems Project (NISP), a four-year program funded by the National Endowment for the Arts to improve public arts agency management and to guarantee national compatibility in the collection, organization, and exchange of arts and cultural information. Federal, state and regional arts agencies are currently developing and implementing information systems based on the National Standard.

The National Standard for Arts Information Exchange, a publication prepared by NASAA, explains more fully the NISP project as well as the purpose and uses of the National Standard. This information document is available from NASAA, 1029 Vermont Avenue, N.W., 2nd Floor, Washington, D.C. 20005.

Brevard Cultural Alliance, Inc., is conforming with the National Standard by including the Definitions and Glossary (and has added a brief description of “at-risk youth”) to be used in Brevard County’s Community Cultural Grants program.

DEFINITIONS

A. APPLICATION INFORMATION

Grant Period - The term in which the project, program, or general program support will be accomplished as set forth in the application by the start date and end date.

Start Date - The first day of activity in the project for which assistance is requested.

End Date - The last date of activity in the project for which assistance is requested.

Project Title - A short descriptive title of the project for which “Applicant” is requesting assistance. If no formal title exists or if the title is not descriptive, a short phrase describing the activities of the project should be substituted.

Contact Person - The person to contact for additional information about the application. The person with immediate responsibility for the project.

Individuals to Benefit - The total audience, participants, students, etc., (excluding employees and/or paid performers) that are anticipated to benefit from this project.

Congressional District of Applicant - District of the United States House of Representatives in which “Applicant’s” business address is located.

Authorizing Official - Name of person with authority to legally obligate “Applicant.”

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B. BUDGET EXPENSE SECTION

Personnel - Administrative - Payments for salaries, wages, fees, and benefits specifically identified with the project, for executive and supervisory administrative staff, program directors, managing directors, business managers, press and agents; fund raisers, clerical staff such as secretaries, typists, bookkeepers; and supportive personnel such as maintenance and security staff, ushers and other front-of-the-house and box office personnel.

Personnel - Artistic - Payments for salaries, wages, and benefits specifically identified with the project, for artistic directors, directors, conductors, curators, dance masters, composers, choreographers, designers, video artists, filmmakers, painters, poets, authors, sculptors, graphic artists, actors, dancers, singers, musicians, teachers, instructors, puppeteers, etc.

Personnel - Technical / Production - Payments for employee salaries, wages, and benefits specifically identified with the project, for technical management and staff, such as technical directors; wardrobe, lighting and sound crew; stage managers, stagehands; video and film technicians, exhibit preparators and installers, etc.

Outside Artistic Fees and Services - Payments to firms or persons for the services of individuals who are not normally considered an employee of “Applicant,” but consultants or the employees of other organizations, whose services are specifically identified with the project. Include artistic directors, directors, conductors, curators, dance masters, composers, choreographers, designers, video artists, filmmakers, painters, poets, authors, sculptors, graphic artists, actors, dancers, singers, musicians, teachers, instructors, etc., serving in non employee / non-arts capacities.

Outside Other Fees and Services - Payments to firms or persons for non artistic services or individuals who are not normally considered employees of “Applicant,” but consultants or the employees of other organizations, whose services are specifically identified with the project. Includes hiring additional security for a project.

Space Rental - Payments specifically identified with the project for rental of office, rehearsal, theater,hall, gallery, and other such spaces.

Travel - All costs for travel directly related to the travel of an individual or individuals and specifically identified with the project. For transportation not connected with travel of personnel, see “remaining Operating Expenses.” Include fares, hotel, and other lodging expenses, food, taxis, gratuities, per diem payments, toll charges, mileage, allowances on personal vehicles, car rental costs, etc. For trucking, shipping, or hauling expenses see “Remaining Operating Expenses.”

Marketing - All costs for marketing /publicity / promotion specifically identified with the project. Do not include payments to individuals or firms which belong under “Personnel” or “Outside Professional Services.” Include costs of newspaper, radio, and television advertising, printing and mailing of brochures, flyers and posters, and space rental when directly connected to promotion, publicity or advertising.

Remaining Operating Expenses - All expenses not entered in other categories and specifically identified with the project. Include nonstructural renovations, improvements, scripts and scores, lumber and nails, electricity, telephone and telegraph, storage, postage, photographic supplies, publication purchases, sets and props, equipment rental, insurance fees, trucking, shipping, and hauling expenses not entered under “Travel.”

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C. BUDGET REVENUE SECTION

Admissions - Revenue derived from the sale of admissions, tickets, subscriptions, memberships, etc., for events attributed or prorated to the project.

Contracted Services Revenue - Revenue derived from fees earned through sale of services (other than this grant request). Include sale of workshops, etc., to other community organizations, government contracts for specific services, performance or residency fees, tuition, and so forth. Include foreign government support.Corporate Support - Cash support derived from contributions given for this project (other than this grant request) by businesses, corporations and corporate foundations or a proportionate share of such contributions allocated to this project.

Foundation Support - Cash support derived from grants given for this project (other than this grant request) by private foundations, or a proportionate share of such grants allocated to this project.Other Private Support - Cash support derived from cash donations given for this project, or a proportionate share of general donations allocated to this project. Do not include corporate, foundation, or government contributions and grants. Include gross proceeds from fund raising events.

Government Support - Federal - Cash support derived from grants or appropriations given for this project (other than this grant request) by agencies of the federal government, or a proportionate share of such grants or appropriations allocated to this project.

Government Support - Local - Cash support derived from grants or appropriations given for this project (other than this grant request) by city, county, instate regional, and other local government agencies, or a proportionate share of such grants or appropriations allocated to this project.

Other Revenue - Revenue derived from sources other than those listed above. Include catalog sales, advertising space in programs, gift shop income, concessions, parking investment income, etc.

Applicant Cash - Funds from “Applicant’s” present and/or anticipated resources that “Applicant” plans to provide to proposed project.

GLOSSARY

Arts - Any and all artistic disciplines that include, but are not limited to, music, dance, drama, theater programs, creative writing, literature, architecture, folk arts, visual arts, and media, and the execution and exhibition of other such allied major art forms.

At-risk youth - Children up to age 18 who are classified by units of government as special populations or special needs youth; economically or otherwise disadvantaged; or are truants or in jeopardy of academic failure or dropping out of school; are involved in delinquent behavior, and/or or have been referred to the justice system.

Equipment - All items which cost in excess of $500 and have a life of more than one year.

General Program Support - Funding to assist underwriting general programming expenses (not for specific projects) of Brevard’s nonprofit arts and cultural organizations through a specified period.

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General program support funds may only be used for those programming expenses itemized on the grant project budget form.

In-kind Contributions - All non cash contributions provided by the grantee and other nonfederal parties. These contributions may be in the form of charges for real property and non expendable personal property and the value of goods and services directly benefiting and specifically identified to the project or program. The basis for the valuation of personal services, material, equipment, buildings, and land must be documented. This includes all such goods and services provided the grantee by a third party in lieu of a cash contribution. All allowable in-kind contributions must be documented. Donors must provide a form on which they state the value of the contribution. It must be signed by an official of that organization and the applicant. A copy should be maintained on file in the office of the grant recipient.

Local Arts Agency - An organization that serves all art forms in a local community through services to cultural groups and individual artists in its community and is officially recognized as the local arts agency, commission, alliance, or division by its county commission. This shall include County Arts Agencies established pursuant to Chapter 265.32, F.S.

Presenter (Sponsor) - An organization in the business of presenting professional performing artists or arts groups to the public.

Project Costs - All allowable expenditures incurred by the grantee and the value of in-kind contributions made by the grantee or third parties in accomplishing the grant.

Regranting - Using County grants moneys to underwrite grant programs or individual grants within one’s own organization or another organization. Regranting of County funds is prohibited.

Sponsor - See Presenter.

Total Operating Budget - Gross budgeted income for the organization’s last completed fiscal year.

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GRANT REIMBURSEMENTS AND REPORTING

Grantees are required to maintain complete and accurate accounting and program records. These records must be readily available for inspection by state, federal and/or independent audit personnel and must be maintained in accordance with Federal Office of Management and Budget (OMB Circular A-102 or A-110) regulations.

Grantees also are required to submit descriptive narrative and detailed financial reports to Brevard Cultural Alliance, Inc., as requested on the final grant report form. It is mandatory that grantees maintain copies of all reports on file for at least 3 years in case of County audit.

Failure to comply with grant reporting procedures and deadlines will jeopardize funding in subsequent fiscal years; and may result in nonpayment of current grant reimbursements or having to return proceeds from a current grant to the Brevard County Board of County Commissioners.

GRANT REPORTING INSTRUCTIONS: All Brevard County Community Cultural Grant recipients are required to file quarterly reports and a final report with Brevard Cultural Alliance, Inc. The County may additionally require the filing of interim report(s). These reports are to be filed with the Brevard Cultural Alliance in addition to any reports required by the Brevard County Finance Department.

GRANT REPORT FORM: the final Grant Report Form should be a comprehensive reporting of the entire grant period, even if an interim report was filed and is due no later than October 31, 2011.

FINANCIAL REPORT FORM : the final Financial Report Form should be a comprehensive reporting of the entire grant period, even if an interim report was filed and is due no later than October 31, 2011.

QUARTERLY REPORT FORMS: are due on January 15, April 15, July 15, and October 15 Round figures to the nearest dollar; do not show cents. Please fill in all blanks, either with a dollar figure, number, 0, or N/A. Some attendance figures may appear in two categories. For example, total number of attendees

(which would include youth) and number of youth attendees or total number of events (which would include classes or workshops) and number of classes/workshops.

Be sure to fill in all relevant blanks for all quarters. For example, the 3 rd quarter report should include the figures for the 1st and 2nd quarters.

If you submit your final report prior to the end of the grant period, subsequent quarterly reports are still required.

QUESTIONS: If you have questions concerning the completion of these reports, contact the Brevard Cultural Alliance, Inc. at 321/690-6817.

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BREVARD COUNTY COMMUNITY CULTURAL GRANTS PROGRAM

GRANT REPORT FORM

Circle one: INTERIM or FINAL

REQUIREMENT: Submit at least 3-5 photos (preferably electronically to info@artsbrevard.org - at least 300 dpi and at least 5”x7”) along with your final report. Please provide a variety of images; these images may be used on the BCA or Brevard County web sites, in various publications, or other uses as needed.

Please read instructions on the front of this form before completing.

1) Grant #      

2) Organization Name      

3) Address      

4) City/State       5) Zip Code      

6) Contact Person       7) Telephone      

8) Actual number of individuals benefiting      

9) Report Dates: Start:       End:     

10) Project/Program Narrative - activities to date: (an additional sheet should be attached)      

11) Support Materials: Attach representative copies of reviews, articles, slides, brochures, programs. (Include verification of credit acknowledgement.)     

I certify the above information presents an accurate and complete description of the grant activity within the dates specified above.

12) _____________________________________ _____________________________ Signature of Authorized Representative Name and Title (typed or printed)

13) _____________________________ Date

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FINANCIAL REPORT FORM

Organization Name       Grant #     

Grant Award Amount $     

Financial report: Start date:      End date:     

A. EXPENSES:A1. Expense Categories A2. Cash Expenses A3. In-Kind

ContributionsPersonnel - Administrative            Personnel –Artistic            Personnel –Technical/Production            Outside Fees and Services - Artistic            Outside Fees and Services - Other            Space Rental/Rent/Mortgage            Travel            Marketing/Advertising            Collections            Remaining Operating Expenses            A2. TOTAL EXPENSES - CASH A2.            A3. TOTAL IN-KIND CONTRIBUTIONS

blank A3.      

A4. TOTAL EXPENSES (A2. + A3.) A4.      

INCOME: B2. Income AmountsB1. Income Categories      Admissions      Memberships/Subscriptions      Contracted Services Revenue      Other Revenue/Fees/Merchandise Sales      Corporate Contributions      Foundation Support      Private Contributions/Fund Raising Events      Government Support - Federal      Government Support – State      Government Support - Local      Applicant Cash      C. SUBTOTAL APPLICANT CASH INCOME      D. GRANT AMOUNT RECEIVED TO DATE      E. TOTAL CASH INCOME (C + D)      F. TOTAL IN-KIND CONTRIBUTIONS (Repeat A3)

     

G. TOTAL PROGRAM/PROJECT INCOME (E + F)

     

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FINANCIAL REPORT – Page 2

Organization Name       Grant #     

Grant Amount $     

FINAL REPORT ONLY - Please explain budget shortfalls or additional revenue received.

Program Comments      

Financial Explanations      

Loss or Excess Revenue Explanation     

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Request for Funds FormBrevard County Community Cultural Grants Program

Sponsored by: Brevard County Board of County CommissionersManaged by: Brevard Cultural Alliance, Inc.

2725 Judge Fran Jamieson Way, C-307• Viera, FL 32940321/690-6817

Date of this Request:      

Organization Name:      

Address/City/State/Zip:      

Contact Person:       Phone:      

Grant Period: From       To      

1. Grant Amount $       2. Reimbursement Request: Partial      Final      Please attach copies of all invoices for this reimbursement and/or payroll register or journal and provide corresponding check numbers. NOTE: Copies of cancelled checks are no longer required.

DATE CHECK # PAID TO PURPOSE AMOUNT

                       

                       

                       

                       

                       

4. Total of this request for funds: $      5. Remaining available funds $     

CERTIFICATION OF AUTHORIZED REPRESENTATIVE: I certify the above data is correct based on our organization’s official accounting system and records, consistently applied and maintained, and that the costs shown have been spent for the purpose of, and in accordance with, the terms of our grant proposal. Signature: __________________________________ Title     Typed Name:       Date: ____________________

The undersigned Brevard Cultural Alliance authorized representative has reviewed this Request for Funds form and documentation and recommends reimbursement of the requested amount.Signature: __________________________________ Title: ______________________________Typed Name: _______________________________ Date: ____________________Mail or hand deliver two complete Request for Funds packets, one “Original” and one copy, both should include required documentation, to: Brevard Cultural Alliance, Inc. 2725 Judge Fran Jamieson Way, C307, Viera, FL 32940. Final reimbursement request deadline for this grant award is 5:00 p.m., September 15, 2011.

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Intentionally left blank

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Intentionally left blank

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EXAMPLE

IN-KIND DONATION FORM

The Florida Division of Cultural Affairs and other granting agencies require the following information for IN-KIND donations:

Company Name

Address

Phone Number

Amount/Value of Donation/Service

$

Date Donated/Performed

Description of Services Rendered: ____________________________________________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

Program (or Grant Project #): _________________________________________________________

Signature of Donor/Company Official: __________________________________________________ Typed Name: __________________________________________________

IN-KIND CONTRIBUTIONS MAY BE COUNTED AS PARTIAL MATCHING FUNDS FOR MOST GRANT PROJECTS.Brevard Cultural Alliance, Inc.:_____________________________________________________

Authorized SignatureBREVARD CULTURAL ALLIANCE, INC. IS A PRIVATE NOT-FOR-PROFIT ORGANIZATION.

CONTRIBUTIONS ARE TAX DEDUCTIBLE TO THE EXTENT PROVIDED BY LAW. PLEASE CHECK WITH YOUR TAX ACCOUNTANT FOR ADVICE ON SUCH MATTERS.

BCA’S Tax I.D. #_______________________Thank you for your support!

Brevard Cultural Alliance, Inc. 2725 Judge Fran Jamieson Way, C-307Viera, FL 32940 Fax: (321) 690-6818

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PHONE: (321) 690-6817 Email: info@artsbrevard.org

EXAMPLE

IN-KIND TIME / SERVICES CONTRIBUTIONS

MONTH:______YEAR:______

NAME:___________________________________________________________

IN-KIND CONTRIBUTION - TIME:

Type of Activity:____________________ #Hours:__________

Type of Activity:____________________ #Hours:__________

Type of Activity:____________________ #Hours:__________

Type of Activity:____________________ #Hours:__________

Type of Activity:____________________ #Hours:__________

Type of Activity:____________________ #Hours:__________

TOTAL # HOURS:____________

BUSINESS NAME:_____________________________________________________________

TELEPHONE:__________________FAX:___________________E-mail___________________

CONTACT PERSON:___________________________________________________________

ADDRESS:____________________________________________________________________

______________________________________________________________________________

TYPE OF CONTRIBUTION:______________________________________________________

______________________________________________________________________________

MONETARY VALUE: $___________________

ORGANIZATION AUTHORIZED SIGNATURE:_____________________________________

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GRANT REVIEW PANELIST NOMINATIONS

Brevard County Community Cultural Grants ProgramManaged by

Brevard Cultural Alliance, Inc.2725 Judge Fran Jamieson Way, C307

Viera, Florida 32940

The Brevard Cultural Alliance, Inc. seeks the nomination of individuals to serve on the grant review panel for applications to the Community Cultural Grants program from the Brevard County Board of County Commissioners.

Panels are comprised of business and community members, arts-related professionals, artists, or other persons who are knowledgeable in the arts. Panel members generally have current or prior active involvement with specific cultural disciplines, including but not limited to, board membership of cultural organizations and community cultural leadership. Panel members should not be currently serving as board members of applicant organizations.

In appointing panel members, due consideration is given to professional acumen, geographical representation, minority representation, and diverse aesthetic, institutional, and cultural viewpoints. The Brevard County Board of County Commissioners and Brevard Cultural Alliance, Inc. encourage special cooperation in identifying potential panelists that are representative of minority groups. Appointed panelists will be sent copies of applications to review and evaluate prior to attending the panel meeting. Panelists are not compensated for their services.

Required Information

Nominators should contact each individual they wish to nominate to determine their willingness to serve on the panel; then, complete the nomination form and submit a brief resume on each individual nominated. Nominations without resumes will not be considered for appointment.

Panelists are appointed annually to the panel by a three member ad hoc selection committee based on the above criteria.

Nominations for panelists will be accepted at any time

Faxed nominations will be accepted

For additional information, call 321/690-6817 or FAX 321/690-6818

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Brevard County Community Cultural Grants Program

GRANT REVIEW PANELIST NOMINATION FORM

Your Name:_____________________________________________________________________________

Address:____________________________________________________________________________

____________________________________________________________________________________

Telephone: Home: __________________ Work:________________ FAX _________________

Please provide the following information and a brief resume for the individual nominated to serve. Please type or print clearly.

Name of Person you Wish to Nominate: Mr. Mrs. Ms. Dr. _________________________________________________________

Address:___________________________________________________________________________

__________________________________________________________________________________

Telephone: _________________________________________________________________________ Work Home FAX

E-Mail Address:_____________________________________________________________________

Occupation: ________________________________________________________________________

Reason for Nomination:_______________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

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