New York State Council on the Arts
Decentralization Program Grants
for Arts and Cultural Projects
in Otsego County

Application Deadline: (postmarked) Wednesday, October 20th, 2010

Mail to: The Upper Catskill Community Council of the Arts
11 Ford Avenue

Oneonta, NY 13820

– OR –

Hand deliver by 5:00 PM

The Upper Catskill Community Council of the Arts
11 Ford Avenue

Oneonta, NY 13820

Applications may not be submitted by fax or e-mail.

Program Policy and Guidelines 2011

The Decentralization Regrant Program is a competitive process that was developed by the New York State Council on the Arts (NYSCA) in 1977 in response to the New York State Legislative mandate that there be greater local involvement in funding decisions affecting local non-profit organizations that offer artistic or cultural services and programs. The purpose of the Decentralization Program is to foster the continued development of local artistic and cultural resources responsive to the needs of each community. The Upper Catskill Community Council of the Arts administers the program locally as The Community Arts Funding Program for Otsego County. Funds are regranted annually to qualified Otsego County groups and artists through a grant application and peer panel review process. Local decision- making continues to be a key factor in the success and growth of the Program. The Decentralization Program is intended to expand, upgrade, and increase quality and innovative arts and cultural programming on the local & rural levels. The Decentralization Program helps to ensure access to arts and culture to all the citizens in all New York State counties, especially to areas that are geographically isolated, economically disadvantaged or ethnically diverse. The Upper Catskill Community Council of the Arts can assist in all aspects of your grant application preparation as well as offering technical and developmental assistance.

•ALL new applicants MUST attend a Community Arts Funding application seminar. ALL applicants are urged to attend.
Seminars will be held on the following dates: In certain instances we can arrange an individual seminar.  Call (607) 432-2070 for directions or to arrange an individual seminar

August 3, 5-7 pm,  Wilber Mansion 11 Ford Avenue, Oneonta

August 17, 10-12 noon, Cooperstown Art Association 22 Main St., Cooperstown

August 31, 10-noon, Zone Community Center Ann Street, Richfield Springs

September 14, 10-12 pm, Cherry Valley Memorial Library 61 Main St., Cherry Valley

September 28,  5-7 pm, Wilber Mansion 11 Ford Avenue, Oneonta

•The Cultural Arts Funding Program awards grants from $500 to $5,000 to non-profit organizations located in Otsego County.

•Funded events must take place within Otsego County during the calendar year 2011. Individual artists may apply under the sponsorship of a qualified non-profit organization.

Eligibility

These funds are available to organizations that:
1. Are based in Otsego County.
2. Demonstrate not-for profit status with one of the following documents:
   a. Copy of the letter of determination from the U.S. Treasury Dept. granting federal tax exemption under Section 501(c) 3 of the Internal Revenue Code.
   b. Copy of the Charter issued by the New York State Board of Regents under Section 216 of the Education Law.
   c. Copy of the filing receipt from the NYS, Office of Charities Registration under Section   172 of the NYS Executive Law.
   d. Official authorization as an arm of a local government through a formal letter on official stationary signed by an appropriate officer.
   e. Copy of acceptance of incorporation under Section 402 of the Not-for-profit Law.
3. Have an active board of directors or trustees or volunteer groups that meet on a regular basis.
4. Attend one Community Arts Funding Application Seminar.
ALL new applicants must attend and all applicants are strongly urged to attend one of these seminars.
• Individual artists may apply for funding if they are sponsored by a qualified non-profit organization meeting the previous requirements and submit the following:
   a. A letter or contract of commitment from the sponsoring organization.
   b. A resume and samples of work.
   c. A clearly defined project that includes a strong community component, ie, an exhibit, performance or lecture.

Funding Restrictions

An organization may NOT apply to both the New York State Council on the Arts and Community Arts Funding (this program) during the same fiscal year.

Funding cannot be provided for:
•The entire cost of the program. Applicants must generate at least ten percent of the total cost of the project.
•Four year public universities and colleges.
•New York State agencies or departments.
•Public Schools (Parent groups or affiliates may qualify if they
demonstrate their own not-for-profit status.) Program must be open to the public and take place outside of regularly scheduled school hours.
•Programs that are essentially recreational, rehabilitative, or therapeutic.
•Operational expenses of privately-owned facilities (eg, homes and studios).
•Entertainment costs (eg, theatre parties, museum openings, receptions and fundraising benefits).
•Accumulated operating deficits.
•Awards and prizes.
•Programs or projects outside Otsego County.
•Past grantees that have failed to submit final reports.
•Performances of magic, clowns or puppets.
•Equipment or supplies that are not for the exclusive use of the project.

Funding Amounts

Awards are to be made by The Upper Catskill Community Council of the Arts in amounts from $500 up to a maximum of $5,000 to any one organization or individual artist. Organizations may submit up to three (3) separate grant applications which may not exceed a combined total of $5,000 including a sponsored application for an individual artist.

Application Process

Completed application forms and all supporting materials must be returned to The Upper  Catskill Community Council of the Arts, 11 Ford Avenue Oneonta, NY 13820. Applications may also be hand delivered to UCCCA offices. All grant applications must, without exception, be postmarked or delivered by 5:00 p.m., Wed., Oct. 20th, 2011.  The envelope must clearly be marked “APPLICATION” on the outside.

 Application Review

The Community Arts Funding Coordinator checks all applications for eligibility, completeness and accuracy. A panel of community members (all inclusive) reviews applications and recommends funding levels. The recommendations are presented to the UCCCA Board of Directors. The program coordinator will send written notification to all applicants as to the status of their applications.

Application Criteria

Consideration is given to applications that address all or several of the following:
•Meets all criteria for eligibility.
•Artistic merit of proposed project.
•Demonstrates a benefit to the community.
•Clearly defined objectives and the ability to achieve them.
•Has a reasonable and appropriate budget and can demonstrate a need for support.
•Has a clear plan for contributing at least 10% of the cost of the project (in cash, not in-kind.)
•Organizational commitment to the project.
•Community support for and interest in the project.
•Has a public component (i.e. exhibit, performance, workshop, lecture etc. that is open to the public.)
•Effectiveness of promotion and marketing plan.
Note: The panel will also take into account geographical distribution of applications and the variety of artistic expressions, but artistic merit remains the primary criterion for funding.

Award Priorities

In awarding grants strong consideration will be given to programs proposed by arts organizations and individual artists which:
•Encourage greater cooperation and sharing of resources and services among existing local organizations.
•Are well planned.
•Propose creation or production of new work.
•Contain innovative programming
•Demonstrate a priority to reach many county residents.
•Offer opportunities to communities in Otsego County that are underserved by the arts.
•Have strong community support
•Propose projects that promote an appreciation of or awareness of ethnic diversity.
•Offer a clear community benefit.
•Allocate funding to artists.

Appeals

Appeal of a decision may be made based on the following
criteria only:
• Non -presentation of information by Decentralization staff.
• Misrepresentation of information by Decentralization staff or panelist.
• Improper procedure.
Detailed information regarding the appeals process will be sent at the time of notification of the panel’s decision.

Grantee Responsibilities

Successful applicants are responsible for administering and executing DEC funded projects in a professional and business-like manner, receipts and other evidence of expenditures should be maintained and available. This information is necessary to enable UCCCA staff to meet its obligations to report to NYSCA at the end of the year. Projects must take place between January 1, 2011 and December 31, 2011. Grantee responsibilities include but are not limited to the following:
•Unspent funds must be returned to UCCCA.
•All accounts and final reports must be made to UCCCA within 60 days of the completion of the project.
•Grantees must provide UCCCA with publications and promotional material related to the funded project. Please add UCCCA to your mailing list. A member of UCCCA staff, a panel member or other designated person will audit your event(s).
•Publications, promotional materials, etc. must give proper credit to the New York State Council on the Arts and The Upper Catskill Community Council of the Arts Decentralization Program.
•Grantees must provide in advance schedules and announcements of funded events.
•Grantees are expected to send thank you letters to their Otsego County and New York State elected officials citing the importance of The Upper Catskill Community Council of the Arts and the availability of the Decentralization Arts Grant program.
•Are welcome to attend annual grants award ceremony (and/or provide flyers, posters or other material relating to project).
•Sign a contract for the funded project which outlines the time period and reporting requirements for the project.
•File interim and final reports.
Note: Complete grantee responsibilities will be detailed in the Cultural Service Agreement (contract) that will be sent to all grant recipients.

 Help Is Available!

Detailed instructions for filling it out will be included with the application. Please read the instructions carefully. Pay close attention to the checklist to make sure that you have included all the required materials.

The Community Arts Funding Staff at The Upper Catskill Community Council of the Arts is dedicated to assisting all applicants in the preparation of their grant applications. You are encouraged to ask questions at any time during the application process. New applicants are invited to submit a draft of their narrative and budget for advance review by the Community Arts Funding Coordinator. Please call Corrine Armstrong at (607) 432-2070 as soon as you need assistance. Please remember that ALL new applicants MUST attend an application seminar and all applicants are strongly urged to attend an application seminar. The dates for the seminars are listed on the front of these guidelines. If your organization would like to arrange an individual seminar, please contact Corrine Armstrong.

Application Instructions

The following is a step-by-step guide to completing the application form. Please follow it carefully. Call Corrine Armstrong, (607) 432-2070 if you have any questions. Do feel free to submit a draft application for further assistance before the deadline.

Name and Address:
•Must be legal name of the organization that the award check will be written to.
•Address must be one used to receive mail – this is the one that we will send all notifications, contact information, and send awards to (contact person should have access to this mailing address).

Contact Name and Phone Numbers:
•The person who knows the most about the project and can be contacted by The DEC Coordinator.
•When possible, this person should be a legal representative of the applicant organization.
•Please provide all means of contact (day and evening phone, fax and email).
•If the application is on behalf of an individual artist, complete contact information must be provided.

Year Incorporated:
•Check your certificate of non-profit status.

Fiscal Year Ends:
•Consult with your Treasurer.

Assembly, Senate and Congressional District:
•If you do not know your organization’s districts, call The Otsego County Board of Elections: 607-547-4247 or 607-547-4325.
Checklist:
• Review carefully. We must have a current proof of non-profit status.

Organization Information:
• Briefly state the mission of the organization and provide a description of activities.

Project Description:
•As best you can, provide a brief description of the project. This description will be used for listings in our calendar, press releases and state reporting.
•Location should be where the project is taking place. Briefly describe the location(s).
•Give the time span of the project, including planning, rehearsal, creation and performance/exhibit dates.
•Fully describe the project for which you are seeking funds. Be specific about what part of the project will be funded by Community Arts Grant.
•Attach a separate list of the artists/performers that will participate in this project. Including Letters of Agreement /Intent will greatly help the panel in their decision making.

Budget:
Do not include details of the organizational budget-- only the project for which you are requesting funding support.

Expenses:
• In-Kind Services: List all donated goods and services. Do not include this in the final total.
• Personnel: Artistic costs or fees for artistic directors, conductors, dancers, composers, choreographers, designers, performers, etc. Technical salaries or fees for technical directors, wardrobe, lighting and sound crew, stage managers, stage hands, film technicians, etc. Payments to individuals or groups who are or will be members of your organization for the purpose of this project. Consultants, legal and accounting services may also be included.
• Remaining Expenses: Funded expenses include: all costs for artistic travel directly related to this project (group travel to another site for attendance at a performance is not funded.), rental of costumes, props, lighting, sound; purchase of exhibit hardware, workshop materials, etc.; cost of printing and mailing brochures, programs, flyers, newspaper advertising, etc.; phone costs related directly to this project; rental of office, rehearsal, theater, hall gallery, and other spaces for this project.
Income:
• Earned Income: Expected income from admissions, tuition fees, concessions, tickets, tours, subscriptions, advertising, parking, etc. that applies to the requested project only. If fundraising events are to finance more than this project, pro-rate the expected amount for the requested project.
• Unearned Income: Enter separately those contributions expected for the requested project.