FY13 application workshop final

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FY2013 Grants for Organizations
Application Workshop
General Operating Support
General Operating Support Expansion
Arts Project Grants

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Important Dates
Guidelines page 5

 Grant Term:
 July 1, 2012 – June 30, 2013

 Online Application + Required Support Materials Deadline:
Deadline for General Operating Support/ Expansion
 March 5, 2012 5:30 P.M.

 Deadline for Continuation:
 March 12, 2012 5:30 P.M.

 Deadline for Arts Project Grants:
 April 16, 2012 5:30 P.M.

 990 Must be posted on Guidestar.org for all applicants by:
 May 20, 2012

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Getting Started
 Read the FY13 Grants for Organizations Guidelines
 Gather Organizational Info:
 Financial Statements, Audience Numbers, Staff/ Board
Details, etc.
 This is a two part application (online + support
materials).
 Organizations that do not submit their full applications on
time will not be considered for funding.

1.eGrant Online 2.Required Support Materials
www.houstonartsalliance.com Available at the end of the eGrant application

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Funding Sources

 Houston Arts Alliance receives funding from the City of
Houston through the Hotel Occupancy Tax (H.O.T.)
 Because the GOS, GOSE & APG programs are funded
with Hotel Occupancy Tax funds, the funded activities
must directly benefit tourism and the convention and
hotel industry.

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Eligibility/ Ineligibility

 All organizations applying must have:
 IRS 501 (C ) (3) for one full year, no later than February 2011
 Legal physical address is within the city limits of Houston
 Ability to provide financial documents showing revenue and
expenses for one full year
 A history of ongoing artistic/cultural programs for one full year
 You are ineligible if:
 Your organization is an umbrella organization of a national
chapter; the applying organization must have 501(c) 3 status in
the City of Houston one full year prior to applying.
 Nonprofit organizations whose physical administrative offices are
outside of the City of Houston.
 Organizations that receive HOT funds through the group
agreements with the Houston Museum District or Theatre
District Association.

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IRS 990 form/ Guidestar
 FY10 & FY11 IRS 990 forms must be posted on
Guidestar.org by May 20, 2012.
 FY10 (2009-2010) and FY10 (2010-2011)

 An award will not be issued until both the FY10 and FY11
IRS 990 forms are posted on Guidestar.org.
 To speed up the process, organizations can self-upload
their 990 forms on to Guidestar.org.

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Grant Categories

 General Operating Support (GOS)

 General Operating Support Expansion
(GOSE)

 Arts Project Grant (APG)

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General Operating
Support
 Provides operating support for organizations that present a
regular season of arts or cultural programs that serve
residents, visitors and tourists to Houston

 Must have a two year average operating revenue of $50,000
or more

 Must have received two consecutive prior years of Houston
Arts Alliance grant funding

 Priorities for funds include payments to artists and artist
related costs, marketing & promotion, production/ exhibition
related costs

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General Operating Support
Expansion

 For arts organizations which are deeply rooted in and reflective of a minority, inner-
city, tribal or disabled community served.

 For arts organizations which are devoted to primarily providing art to its minority,
inner-city, tribal or disabled community served.

 Organizations that present a regular season of art/ cultural programs that attract
visitors/ tourists to Houston.

 50% or more of the organizations Board of Directors is representative of the
minority, inner-city, tribal or disabled community served.

 Provides operating support for multicultural arts organizations that present a
regular season of arts or cultural programs that serve residents, visitors and tourists
to Houston.

 Must have two year operating revenue of $50,000 or more

 Must have received two consecutive prior years of HAA funding

Arts Project Grants
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 Must be a 501 (c) 3 organization one year prior to applying

 Open to University departments and non-arts nonprofits (community and civic
organizations, social service organizations, etc.) that produce or present arts
and cultural activities.

 If average two year cash revenue is under $50,000 then organization must
apply in the APG category.

 First time applicants and arts/cultural and multicultural organizations that
have not received a Houston Arts Alliance grant within the past two years
must apply in this category.

 Organization must receive funding in the APG category for two consecutive
years before being eligible for General Operating Support or General
Operating Support Expansion.

 Must be able to match grant with actual cash revenue

Application Review
Process
 Staff Review
 Reviews for completeness, eligibility & residency.
 Prepare documents for Peer Panel Review.
 Peer Panel Review
 Objective and knowledgeable local & regional artists, arts
professionals, arts educators and community
members, evaluate each application.
 All programs are reviewed using the following weighted
criteria:
• Artistic/ Cultural Merit 40%
• Administrative Ability 20%
• Cultural Tourism Impact 20%
• Audience Development/Community Outreach 20%
 Committee and Board Approval
 Review, finalize and approve funding recommendations of the
11 Peer Panel.

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Peer Panel Review

 Applications are evaluated by a peer panel review process.
 Applications should stand on its own. GOS & GOSE organizations
are required to have an informed representative attend their
application review.
 Panels are grouped by discipline and meet on alternating years.
(Guidelines page 12)
 The panels that will meet in 2012, for consideration of FY2013
support are:
 Dance
 Literary Arts
 Music Choral
 Music Non Choral

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Required Support
Materials
1. Maximum Eligibility Request Form
2. List of Activities Form
3. Signed Assurances Page
4. Current Board List
5. First Time Applicants Only – Federal Tax Exempt Letter

6. 3 Copies of Short Biographies
7. 3 Copies of Current Season
8. 3 Copies of Organization History
9. 3 Sets of Artistic Support Materials
10.3 Artistic Material Description Sheet

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Maximum Eligible Request
(M.E.R.)

 M.E.R is a percent of the average allowable
cash revenues as determined by your IRS 990
form.

 Organization’s previous two years numbers
must be based on the IRS 990 form and will be
verified through Guidestar.org.

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Maximum Eligibility
Request (GOS/E ONLY)
COLUMN A COLUMN B COLUMN C
FY10 FY11 SUM OF
Last Completed Last Completed COLUMNS
REVENUE/ INCOME Fiscal Year
(2010-2011 or
Fiscal Year
(2010-2011 or A&B
calendar 2011) calendar 2011)
1.
Total Revenues for Year
(Total Revenue line 12 on the 990, or line 9 on the 990-EZ)
1.Based on 990
Revenue from Theater or Museum Districts

Grants from Miller Outdoor Theatre / Miller Theatre Advisory
Board
Revenue from capital campaigns or endowment campaigns
3.Miller Outdoor Theatre
Revenue for capital acquisitions

Revenue from one-time large contributions, grants or other
sources of income (List only if declared on 990/990EZ & if above 10%
of total revenue )
HAA General Operating Support Grant Amount

HAA Arts Project Grant Amount

HAA Touring & Neighborhood Arts Project Grant Amount
7-14. HAA/ HOT funded
HAA MODE Intensive Services Program Amount

HAA MODE Stabilization Program Amount

HAA MODE Arts Incubator Amount

HAA City Special Initiative Grant Amount (Mayor’s Grant)

Other City of Houston Funds

Total Non-allowable Revenues or Income
[subtotal lines (2) through (14)]
Total Allowable Cash Revenues
[subtract line (15) from line (1)] 16. Total Allowable Cash Revenue

List of Activities
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COLUMN A COLUMN B COLUMN C
FY10 FY11 SUM OF
Last Completed Last Completed COLUMNS
REVENUE/ INCOME Fiscal Year
(2010-2011 or
Fiscal Year
(2010-2011 or A&B
calendar 2011) calendar 2011)
1.
Total Revenues for Year
(Total Revenue line 12 on the 990, or line 9 on the 990-EZ)
Revenue from Theater or Museum Districts

Grants from Miller Outdoor Theatre / Miller Theatre Advisory Activities need to take place
Board
Revenue from capital campaigns or endowment campaigns within the grant term and must be
Revenue for capital acquisitions HOT tax compliant (See page 16).
Revenue from one-time large contributions, grants or other
sources of income (List only if declared on 990/990EZ & if above 10%
of total revenue ) Give as much detail as possible, if
HAA General Operating Support Grant Amount
funded, this will be used to create
HAA Arts Project Grant Amount
your scope of services for your
HAA Touring & Neighborhood Arts Project Grant Amount
contract .
HAA MODE Intensive Services Program Amount

HAA MODE Stabilization Program Amount

HAA MODE Arts Incubator Amount

HAA City Special Initiative Grant Amount (Mayor’s Grant)

Other City of Houston Funds

Total Non-allowable Revenues or Income
[subtotal lines (2) through (14)]
Total Allowable Cash Revenues
[subtract line (15) from line (1)]

Artistic Support Materials
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 Three (3) Sets of Artistic Support Materials:
To include: an appropriate combination of CD/DVD (3 max per set),
books (2 max per set) or printed materials (3 max per set including:
programs, flyers, press clippings, etc, - no posters), as applicable to
your artistic discipline or project. You are advised to check copies of
electronic materials prior to submission. As panelists may not be
familiar with your organization, the quality of the materials you
submit may reflect upon the quality of your programs.
 Only 3-5 minutes total will be shown to the panelists- be very selective.
 Cue to section that you would like panel to review. Provide location
using DVD counter
 Encouraged to create a sampler that demonstrates quality and variety.
 If you are providing a CD/DVD, it is recommended that you put all
three samples onto one disk and provide three copies of the compiled
disk.

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Submitting Support
Materials
 GOS/E due by March 5, 2012 5:30 p.m.
 Not a postmark date.
 APG due by April 16, 2012 5:30 p.m.
 Not a postmark date.

 Use Checklist to verify documents before
submitting and assemble in order of checklist
 Do not bind.

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Start Here
Online App & Support Materials Due:  Download Guidelines:
General Operating Support/ Expansion
March 5, 2012 by 5:30 p.m.  http://www.houstonartsalliance.com/gran
ts/organizations/general-operating-
Continuations Due: support-general-operating-support-
March 12, 2012 by 5:30 p.m. expansion-/
Application & Support Materials Due:
Arts Project Grant  Online Application through eGrant:
April 16, 2012 by 5:30 p.m.
 http://haatx.egrant.net/login.aspx?PIID=14
7&OID=7
• Use your previous login and password.
• First time users will need to create a login
and password.

 Submit Required Support Materials
 Available for downloading at the end of the online
application.

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Contacts

Diem Jones, Director of Grants diem@haatx.com
Palmer Mena, Grants Assistant palmer@haatx.com
Crystal Rodriguez, Grants Assistant crodriguez@haatx.com

TELEPHONE: (713) 527-9330

www.houstonartsalliance.com

FY13 application workshop final

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