1 Create a ZoomGrants™ account (below) or log in to your existing account (above) 2 Select a Program to apply for, then click the Apply button to get started 3 Answer the questions and/or fill in the fields in each tab 4 If necessary, upload any requested documents 5 Submit your application and wait for a decision 6 If you are selected to receive funding, you might be required to submit invoices or reports through your application
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STOP---STOP---STOP IF YOU ARE APPLYING UNDER THE UMBRELLA OF A FISCAL SPONSOR YOU MUST HAVE YOUR FISCAL SPONSOR INVITE YOU TO APPLY. FISCAL SPONSORS MUST INITIATE EACH APPLICATION FOR THEIR SPONSORED PROJECTS AND MUST COMPLETE THE SUMMARY SECTION FOR ALL SPONSORED PROJECT APPLICATIONS. PLEASE CONTACT ANNE-MARIE MCKASKLE-DAVIS WITH ANY QUESTIONS: annemarie.mckaskle@austintexas.gov
EVALUATION CRITERIA Applications to the Capacity Building Program will be reviewed according to the following criteria. The maximum score is 100 points. Applicants must have a minimum score of 75 is to be eligible for funding. Each application will be scored individually based on the criteria. A limited number of organizations/individual artists will be contracted through this competitive selection process. The Evaluation Criteria will be what the peer panel utilizes to score your application, so make sure the entire application (especially the Letter of Interest, the Proposal Narrative, the Project Deliverables, and the Artistic Support Materials) address the below criteria. Organizational/Individual Need: 40 Points • Does the applicant demonstrate a history of providing programs and services of high quality? • Does the applicant produce/present quality work that contributes to the unique artistic/cultural landscape of Austin? • Does the applicant demonstrate a specific organizational/professional development need for the type of activity proposed? • How does the proposed capacity building activity strengthen the applicant’s organizational/professional stability and long-term capacity as a cultural resource in the community? • Does the applicant provide programs and services primarily to culturally-based or historically underserved/under-represented segments of the community? Management and Capability: 30 Points • Does the applicant demonstrate skills needed to complete the proposed capacity building activities? • Does the applicant demonstrate measurable involvement of culturally diverse populations? • Is the applicant prepared to undertake the proposed activity in addition to performing its regular/ongoing programming and activities? Proposal Feasibility: 30 Points • Do the proposal activities reflect a high administrative priority for the applicant’s development? • Is the scope and timeline proposed realistic and capable of being completed within the specified time period? • Is there evidence of the anticipated impact on the community as well as the applicant from the Capacity Building Program’s funding outcomes? • Is the budget appropriate, complete, and reasonable for the proposed activities?
CONTRACT REQUIREMENTS Applicants selected for support will enter into a contract that outlines the scope of services and the requirements of the agreement, including reporting requirements and legal issues applicable to the funding. All funds are to be used for the stated activities as a requirement of the agreement. Payments An initial payment of 50% of the approved award amount will be made upon execution of the agreement and completion and submission of the Organization/Individual Artist Assessment Pre-Survey. A second payment of 40% will be made upon completion of Mid-Year Report Form. Mid-Year Reports must demonstrate completed activities as defined in the Scope of Work. A final payment of 10% will be paid after submission and approval of the final report, completion of the Post-Survey, and conformation of a date for presentation to the Austin Arts Commission. (See the reporting requirements section below.) Contractors with outstanding reports from previous years are not eligible to receive any payments if they are in default of a previous cultural contract. REPORTING REQUIREMENTS Funded applicants will be required to provide the following: 1. Organization/Individual Artist Assessment Pre-Survey Prior to entering into the contract, funded applicants shall provide a pre-assessment survey to assess capacity. 2. Mid-Year Report The Mid-Year report, due March 1, 2017, shall provide an update on project deliverables. Detailed in Section i of the application. 3. Final Report and Post-Survey The final report and post-survey is due within thirty (30) days of the last deliverable/milestone or by October 30, 2017, whichever occurs first. Applicants must provide a tangible end product such as a certificate of completion for classes taken or a business, marketing, or similar plan with their final report. 4. Final Presentation to the Austin Arts Commission In conjunction with submission of the final report and post-survey, Contractor shall make a five-minute summary presentation in person to the Austin Arts Commission no later than 90 days after submission of the final report and post-survey. Please coordinate with Cultural Arts Division staff to have your presentation added to the appropriate Arts Commission Meeting Agenda. INSURANCE Contract applicants may be required to carry insurance as outlined below and must provide the Cultural Arts Division Office with a current Certificate of Insurance prior to entering into a contract. Insurance costs should be included in the applicant budget and, as such should be researched prior to submitting the application. These costs are an allowable budgetary expense if awarded funding. More specific insurance requirements are included in the Cultural Services Agreement. The Contractor may be required to carry insurance in the types and amounts indicated below for the duration of the Contract, including extension options and hold over periods, and during any warranty period. These insurance coverages are required minimums and are not intended to limit the responsibility or liability of the Contractor. Commercial General Liability Insurance: The minimum bodily injury and property damage per occurrence are $500,000 for coverage A (Bodily Injury and Property Damage) and B (Personal and Advertising Injury). Business Automobile Liability Insurance: The Contractor shall provide coverage for all owned, non-owned, and hired vehicles with a minimum combined single limit of $500,000 per occurrence for bodily injury and property damage. Alternate acceptable limits are $250,000 bodily injury per person, $500,000 bodily injury per occurrence and at least $100,000 property damage liability per accident. Credit Requirements of the Cultural Arts Division of the City of Austin Economic Development Department (EDD): Applicants receiving Capacity Building support are required to acknowledge the support of the City of Austin through the use of logos and credit lines on all marketing and promotional materials. Required logos can be found on the EDD Cultural Arts Division website (www.austincreates.com), the credit line is: “[Applicant Name] is a recipient of the Capacity Building program from the Cultural Arts Division of the City of Austin Economic Development Department.” 6. TIMELINE February 29, 2016 Post Capacity Building Program Guidelines and Applications March 1, 5, & 7 2016 Capacity Building application workshops April 1, 2016 Deadline to submit application June 9, 2016 Panel review of applications October 2016 Pre-contract workshops held for contractors October 1, 2016 Execute contracts and begin project March 1, 2017 Interim report due September 30, 2017 Project completed October 30, 2017 Final report due
Eligibility The Capacity Building initiative allows direct support of development activities for small and medium-sized organizations and individual artists to achieve their artistic, programming, and operational goals. The program offers funding support for eligible applicants based upon years in operation, operational budget size, and legal tax status. All applicants must meet the following minimum eligibility requirements: • Applicants must reside within the City of Austin or its Extra-Territorial Jurisdiction (ETJ), and provide arts or cultural programming to Austin residents, visitors, and/or underserved communities and audiences; • Applicants must have been in operation or have created art in Austin for a minimum of 3 years prior to the application deadline of April 1, 2016; • Applicants must not have any outstanding Final Reports due to the Cultural Arts Division; • Applicants may only submit one Capacity Building application per fiscal year (Fiscal Sponsors, however, may umbrella more than one individual artist or unincorporated group); and • An applicant may only receive Capacity Building Program funding once every three years. • All organizations must be a 501(c) arts or cultural organization in good standing with the Internal Revenue Service (as evidenced by a current IRS determination letter or copy of the most recent Form 990 filed with the IRS and identified in the organization’s mission statement), OR be registered with the state of Texas as an organization with non-profit status, OR be an individual artist or unincorporated group; o All individual artists or unincorporated groups may have an Austin-based 501c organization serve as a fiscal sponsor. The fiscal sponsor must have a paid Executive Director, an annual operating budget of at least $50,000, and an active volunteer Board of Directors that meets at least three times a year. o 501 (c) Organizations must have an active volunteer Board of Directors that meets at least three times a year o The organization’s primary mission, as described in its mission statement and approved by its board of directors, is the production or presentation of arts and cultural programming; Award Levels Level I: 501c Organizations with cash expenses between $100,000 - $250,000, as evidenced by the most recently completed IRS Form 900 are eligible to apply for up to $15,000. Applicants with 501c status, as evidenced by IRS Form 990, must be listed on Guidestar. The tax-exempt status must have been granted by the IRS at least one year prior to the grant application deadline of December 14, 2015. Level II: 501c and State of Texas nonprofit organizations with cash expenses less than $100,000 for the most recently completed fiscal year are eligible to apply for up to $10,000. Level III: Unincorporated groups without 501c status or State of Texas nonprofit status are eligible to apply for up to $7,500. Level IV: Individual artists are eligible to apply for up to $7,500. Allocation of Funds A minimum score of 75 is required to be eligible for funding. Depending on the number of eligibly scored applications, 4 awards will be made in Level I, 4 awards will be made in Level II, 5 awards will be made in Level III, and 5 awards will be made in Level IV. Award priority for any unused funds will be given to Level III and IV applicants. At least one culturally specific applicant in each award level will receive funding upon meeting the above eligibility requirements and scoring at least a 75. All awardees are allowed to have one representative attend, at no charge, business classes provided by the City’s Small Business Program.
Funding Requests Capacity Building funding may be used to support organizational infrastructure and business development in areas such as management, governance, financial resources, or administrative systems. Activities may include but are not limited to: • Strategic or business planning • Organizational/Individual assessments • Board and/or staff leadership or administrative development • Consultant fees directly related to management, governance, financial resources, administrative systems, or in the case of individuals business coaching • Earned income development, including development of strategies to increase admissions, tuition, merchandise sales, or facility rentals • Fund development training and research • Marketing development training and research • Development of collaborative strategies • Technology upgrades may be considered with demonstrated need • Instructional classes, workshops, or conferences • Classes on website building, maintenance, and management Ineligible Expenditures • Artistic projects/programs will not be funded • Normal operating costs such as salaries, office supplies, travel expenses, or overhead • Food and hospitality • Fundraising events • Bricks and mortar, website creation, capital improvements, renovations, real estate development, or other such building or physical space improvements • Any activity funded through the Cultural Funding Programs such as Core Funding, Community Initiatives, Cultural Expansion Program, and Cultural Heritage Festivals Program
By entering your initials here you certify this submission truthfully and accurately represents your application and is hereby submitted for review. Submission of this application does not, in any way, guarantee that your application will yield a favorable result.
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The authorized officials signing these assurances certify the following: 1. The applicant is a non-profit organization, duly incorporated in the State of Texas, with a functioning board of directors and bylaws; or the applicant is classified by the U.S. Internal Revenue Service, under Section 501(c) of the IRS Code, as a nonprofit, tax-exempt organization and that the IRS determination is current; or the applicant is an unincorporated group based in Austin, Texas; or the applicant is an individual artist who lives and works in Austin, Texas. 2. The applicant has read, understands and will conform to the policies and regulations of the Capacity Building program, as published in the 2017 Capacity Building program guidelines. 3. The applicant will comply with Section 10(7)(b) of the Texas Commission on the Arts’ Enabling Legislation, which prohibits the TCA and its grantees from knowingly fostering, encouraging, promoting, or funding any project, production, workshop, and/or program which includes obscene material as defined in Section 43.21 Penal Code of Texas; 4. The applicant is responsible for the programs and services for which funding support is sought. Any funds received as a result of this application will be used solely for the purposes described in the application. 5. Neither the applicant nor any of its agents, representatives, or subconsultants, have undertaken or will undertake any activities or actions to promote or advertise any Capacity Building Program proposal to any peer review panel members, any member of any City Commission reviewing the proposals, any member of the Austin City Council or City staff except in the course of City-sponsored inquiries, or any interviews or presentations between the date that the application is submitted and the date of award; 6. The applicant is in compliance with all applicable federal, state and local laws. The application submitted to the City of Austin has been duly authorized by two authorized officials for the applicant. At least one of the authorized officials is a principal of the applicant with the legal authority to certify the information contained in the application and sign contracts for the organization.
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Section 1. Summary SP – If you are applying under the umbrella of a 501(c) (aka Fiscally Sponsored) Section 1. Summary must be completed by your fiscal sponsor. Once they have completed this section you will be invited to be a “Collaborator”, which will give you access to the rest of the application. If you are Fiscally Sponsored you cannot start the application before your Fiscal Sponsor invites you to be a “Collaborator”. If you or your fiscal sponsor have questions about starting the application please contact Anne-Marie McKaskle-Davis at Annemarie.mckaskle@austintexas.gov or by phone at 512-974-7854. a. Project Title Provide a brief title of proposed activity. For example you if you are requesting funds to create a strategic plan then you may want to title your project ABC Company’s Strategic Plan. The Project Title should be representative of your proposed project activity. b. Amount Requested Enter the amount of funding you wish to request. Please note the following maximum award levels: Level I - $15,000 (501c $100,000-$250,000 annual budget); Level II - $10,000 (501c or TX state Nonprofit annual budget up to $100,000; Level III - $7,500 (unincorporated group) Level IV - $7,500 (individual artist) c. Applicant Information Enter the first name, last name, telephone number and email address of the primary contact for this Capacity Building application. This does not necessarily need to be the Executive Director, but should be the person that we contact if Cultural Arts Division Staff has questions regarding the application. SP - If you are fiscally sponsored, please provide the name and contact information of the primary contact at the organization that is fiscally sponsoring you. d. Organization Information Enter the legal name, and address of the applicant as recorded with the IRS. Use exact spellings. This information should match exactly to what is listed on your City of Austin Vendor Registration (https://www.austintexas.gov/financeonline/vendor_connection/index.cfm) Do not use abbreviations unless part of the official name as listed in your vendor registration account. If you have not yet registered with the City of Austin Vendor Registration or if you need to search for your vendor registration please visit https://www.austintexas.gov/financeonline/vendor_connection/index.cfm If you have questions about registering as a vendor please contact the Vendor Registration Office at (512) 974-2018. SP - If you are fiscally sponsored the name and contact information of your fiscal sponsor goes here. NOTE: Changes to this data will be reflected on all other applications for this organization e. Executive Director Enter the first name, last name, Title and email address of the Executive Director of the Applicant Organization. SP - If you are fiscally sponsored, please provide the information requested of the Executive Director of your fiscal sponsor. f. Collaborators If you have multiple people working with you on your application you may invite them to be a Collaborator. This feature allows you to invite additional people to log in and work on an application with you but will provide them with their own log-in. Collaborators can only edit application data (questions). They cannot submit, archive, or delete this application. SP - If you are fiscally sponsored, your fiscal sponsor will use this feature to give you access to your application. Please note that you will not be able to amend the information in Section I. Summary. Additionally, your Fiscal Sponsor will submit your application on your behalf. Do not wait until last minute to notify your fiscal sponsor that your application is ready for submission. g. Additional Contacts Additional Contacts will be copied on all emails sent to the application owner regarding this application. Additional Contacts do not have access to the application to make edits but they are included on any email communications regarding the application. Enter ONLY email addresses separated by a comma. No names. No titles. No phone numbers. ADDITIONAL INFORMATION h. Authorized Official Enter the name and title of the individual with legal authority and responsibility on behalf of the applicant organization to certify the information and enter into contracts. This person should be a member of your board’s Executive Committee, generally the Board Chair unless the Board Chair is the person already listed in the Applicant Information section above. Alternative Authorizing Officials may be the Board Vice-Chair, Treasurer or Secretary. NOTE: This individual and the person listed in the Applicant Information section above CAN NOT be the same. If the person listed in the Applicant Information section is also the board chair please list another executive level board member in the Authorized Official section. Board Chair and their email address MUST be different from those of the applicant. SP - If you are applying as a sponsored project your Fiscal Sponsor must provide the contact information of their board chair. i. Applicant District Number Select your organization’s City of Austin voting district number (may be 1 through 10). The district number should be based on the physical address provided in Section 2. You can access district location via the interactive redistricting map at http://www.austintexas.gov/GIS/CouncilDistrictMap/. SP - If the application is on behalf of a sponsored project, enter the fiscal sponsor’s City of Austin voting district number. j. Applicant Race Code Applicant organizations should code themselves based on the predominant group of which their staff, board, or membership (not audience) is composed. Use the list below. Organizations should choose the one code that best represents 50 percent or more of their staff or board or membership. SP - Sponsored Projects will report their Race Code in Section III. Application Questions. Please only provide the Race Code for your fiscal sponsor in Section I. Summary. A 50% or more Asian B 50% or more Black / African American H 50% or more Hispanic / Latino N 50% or more American Indian / Alaska Native P 50% or more Native Hawaiian / Pacific Islander W 50% or more White M majority ethnic minority / multi ethnic 99 no single group listed above represent 50 percent or more of staff, board, or membership. k. Fiscal Sponsor Eligibility Indicate which of Fiscal Sponsor Eligibility Criteria your organization meets. Check all Criteria that apply to your organization. You are not required to serve as a fiscal sponsor even if you meet all the eligibility criteria. This question is for internal Cultural Arts Funding Program purposes only. SP - Fiscal Sponsors must meet all of the listed criteria. If your organization fails to meet one or more of the criteria, then you are NOT eligible and your Sponsored Project will need to find an alternative organization to provide fiscal sponsorship before completing the application. Once you have completed Section I. Summary, click NEXT to move on to Section II. Eligibility
Project Title
Amount Requested MAX REQUEST AMOUNT: Level I - $15,000 (501c $100,000-$250,000 annual budget); Level II - $10,000 (501c or TX state Nonprofit annual budget up to $100,000; Level III & IV - $7,500 (unincorporated group/individual artist)
Applicant Information
First Name
Last Name
Telephone
Email
Address 1
Address 2
City
State/Province
ZIP+4/Postal Code
Country
Organization Information
(changes to this data will be reflected on all other applications for this organization)
Create an Organization
Additional Information
AUTHORIZING OFFICIAL
This person should be a member of your board’s Executive Committee, generally the Board Chair unless the Board Chair is the person already listed in the Applicant Information section above. Alternative Authorizing Officials may be the Board Vice Chair, Treasurer or Secretary.
District Number
APPLICANT RACE CODE
FISCAL SPONSOR ELIGIBILITY
Your Section II. Eligibility must be submitted AND approved before continuing.
Section II. Eligibility
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Section II. Eligibility Question 1. Organizational Eligibility Select the statement that best describes your organization/you. SP - If you are fiscally sponsored, please answer for your sponsored group or if you are an individual artists select the individual artist statement. If none of the statements apply to you or your organization then you are not eligible to apply for funding. Question 2. Organizational Tenure Verification Please let us know when you begin creating art or offering arts or cultural services in Austin or its Extra Territorial Jurisdiction (ETJ)? For groups and 501(c)s, this is when your group started offering artistic services in Austin. Applicants must have been in operation or have created art in Austin for a minimum of three years prior to the application deadline of April 1, 2016. Please provide the month and year. SP - If you are fiscally sponsored, please answer for your sponsored group or if you are an individual artists for yourself. Question 3. Residency Verification Applicants must reside within the City of Austin or its ETJ, and provide arts or cultural programing to Austin residents, visitors, tourists and/or underserved communities and audiences. Please indicate if your organization or you as an individual artist fit this description. Question 4. Artistic Expertise Verification Please verify that your primary mission involves the production or presentation of arts and cultural programming. Question 5. Former Capacity Building Program Funding Recipient Verification Please verify that your organization or you as an individual artist have not received Capacity Building Program funding in the last three years. Question 6. Start Date/End Date Enter the dates of your activity. Include implementation and activity completion date. These dates must be within the period of October 1, 2016 through September 30, 2017. Funded activities cannot begin before October 1, 2016 and must be completed no later than September 30, 2017. Once you have completed all the questions in Section II. Eligibility, scroll up to the top of the page and hit the “Submit Eligibility Form” Button. You can find it just under the orange text that reads “Undecided/Not Submitted”. NOTE: You will NOT be able to complete the remainder of the application until CAD staff has approved your eligibility to apply.
ELIGIBILITY
1. Please select the item that best describes you/your organization. If you are fiscally sponsored, please answer for your sponsored group or if you are an individual artists select the individual artist statement. If none of the statements apply to you then you are unfortunately not eligible to apply for funding.
2. When did you begin creating art or offering arts or cultural services in Austin or its Extra Territorial Jurisdiction (ETJ)? For groups and 501(c)s, this is when your group started offering artistic services in Austin. Applicants must have been in operation or have created art in Austin for a minimum of three years prior to the application deadline of April 1, 2016.
Please provide the month and year.
3. Applicants must reside within the City of Austin or its ETJ, and provide arts or cultural programing to Austin residents, visitors, tourists and/or underserved communities and audiences. Does your organization or do you as an individual artist fit this description?
4. Does your primary mission involve the production or presentation of arts and cultural programming?
5. Has your organization or have you as an individual artist received Capacity Building Program funding in the last three years?
6. START DATE / END DATE - Enter the dates of your proposed Capacity Building Activities. Include implementation and project completion date. These dates must be within the period of October 1, 2016 through September 30, 2017. If the application is on behalf of a sponsored project, the start/end date will correspond with that sponsored project’s activity.
This Section II. Eligibility section must be submitted and Approved by the Administrator (not ZoomGrants) before you can fill out the rest of the application. Click the Submit Section II. Eligibility button at the top or bottom of this tab to submit this section to be reviewed.
Your Section II. Eligibility must be submitted AND approved before continuing.
Section III. Application Questions
(answers are saved automatically when you move to another field)
Section III. Application Questions Online Video Documentation If you would like to provide online video documentation you may embed your video directly into the application. You may only embed one video, but you may include links to other videos in your documentation section by uploading a pdf with links to website you would like the Reviewers to see. If you wish to embed a YouTube video simply go to the video that you wish to embed, click the SHARE button and select the tab labeled "EMBED". Then simply copy and paste the highlighted HTML code into the box. Question 1. Applicant Levels Please indicate which level you intend to apply. Level I - 501(c) with annual cash expenses between $100,000-$250,000 Level II - State of Texas Non-Profit or 501(c) with a annual cash expenses under $100,000 Level III - Unincorporated Group (NOT Fiscally sponsored) Level IV - Individual Artist (NOT Fiscally sponsored) Level III - Unincorporated Group (FISCALLY SPONSORED) Level IV - Individual Artists (FISCALLY SPONSORED) If you are applying in Level I or Level II skip to question 13. If you area applying in Level III or Level IV WITHOUT a fiscal sponsor skip to question 20 SP - If you are applying in Level III or Level IV WITH a fiscal sponsor you will be required to complete questions 2-12, and questions 20-33. a. Sponsored Project Contact Information Questions 2-10. Sponsored Project Contact Information SP – Provide the contact information for sponsored project by completing questions 2 through 10. Question 11. Sponsored Project District Number Select your organization’s City of Austin voting district number (may be 1 through 10). The district number should be based on the physical address provided in Question 7 above. If the address provided is a PO Box, please select the district number of the physical address of the sponsored individual artist/group. You can access district location via the interactive redistricting map at http://www.austintexas.gov/GIS/CouncilDistrictMap/. Question 12. Sponsored Race Codes Sponsored Project should code themselves based on the predominant group of which their staff, board, or membership (not audience) is composed. Use the list below. Organizations should choose the one code that best represents 50 percent or more of their staff or board or membership. A 50% or more Asian B 50% or more Black / African American H 50% or more Hispanic / Latino N 50% or more American Indian / Alaska Native P 50% or more Native Hawaiian / Pacific Islander W 50% or more White M majority ethnic minority / multi ethnic 99 no single group listed above represent 50 percent or more of staff, board, or membership. b. Staff Leadership Only Level I and Level II applicants complete questions 13-15 Question 13. Organization’s Executive or CEO Indicate if your ED/CEO is full time or part time and if they are paid or unpaid. Question 14. Number of Staff Provide the total number of staff in each of the listed categories. Questions 15. Executive Director/CEO Tenure Provide the tenure of the current and previous ED/CEO. c. Board Leadership Only Level I and Level II applicants complete questions 16-19 Questions 16. Organization Board Structure Indicate the type of board or boards operate with your organization. Questions 17. Board Makeup Provide information regarding the demographic makeup of your board of directors. Questions 18. Percentage of Board Participation Indicate what percent of your board has participated. Questions 19. Frequency of Board Meetings Indicate how often your board meets. d. Contract Services All applicants must complete questions 20-21 Questions 20. Professional Services Indicate how which professional services you use. If services aren’t listed please select “other” and describe the additional services you use. Questions 21. Mentorship Indicate if you have participated in a mentor/mentee relationship. e. Facility Information All applicants must complete questions 22-25 Questions 22. Administrative/Office Space Indicate if you own, rent, or have donated office space. Questions 23. Administrative Equipment Indicate what administrative equipment you have access to. Questions 24. Artistic Space Indicate if you own, rent, or have donated artistic space. Questions 25. List of Artistic Venues used Provide a list of venues you use on a regular basis for your artistic programming. 5 spaces are provided. Feel free to upload an additional document to Section V. Attachments if you need to list more than 5 spaces. f. Financial Management Information All applicants must complete questions 26-28 Questions 26. Financial Management Indicate your financial management systems. Questions 27. Date Annual Budget was Approved Provide the date that your board approved your annual budget. Questions 28. Statement of Financial History Provide a brief statement that describes your financial history. g. Proposal Narrative All applicants must complete questions 29-32 Questions 29-32. Proposal Narrative Questions The Proposal Narrative will be reviewed based on the Project Evaluation Criteria on page 6. The narrative is vitally important as it tells the story of your project, and should include details such as the “who, what, when, where, why, and how much.” The narrative should be written in direct response to the Project Narrative Questions. You are limited to 3000 characters per question, approximately one page. h. Online Documentation All applicants must complete question 33 Question 33. Online Documentation In lieu of or in addition to hard copy Documentation (Item#5 in Section V. Attachments), you may provide one (1) web link for documentation located online. The link provided here should serve as either a replacement for the hard copy documentation, or as a supplement. If you do not wish to provide a link enter 'N/A' below and be sure to upload documentation in the Attachments Section of the application.
i. Artistic Discipline All applicants must complete question 34 Question 34. Primary Artistic Discipline Indicate your primary artistic discipline.
You may provide online video documentation by embeding your video directly into the application. You may only embed one video, but you may include links to other videos in the documentation section by uploading a pdf with links to website(s) you would like the reviewers to see. If you wish to embed a YouTube video simply go to the video that you wish to embed, click the SHARE button and select the tab labeled "EMBED". Then simply copy and paste the highlighted HTML code into the box below.
APPLICATION QUESTIONS
1. Please select the level you wish to apply. If the application is on behalf of a sponsored project please select no and skip to question 13.
a. SPONSORED PROJECT CONTACT INFORMATION
2. Please tell us the name of your Sponsored Project. If the the application is on behalf of an Sponsored Project that is an individual artist please put the full name of the individual artist in the space below.
3. Sponsored Project Contact Information - FIRST NAME
4. Sponsored Project Contact Information - LAST NAME
5. Sponsored Project Contact Information - EMAIL
6. Sponsored Project Contact Information - TELEPHONE
11. Sponsored Project DISTRICT NUMBER - Enter your organization’s City of Austin voting district number (effective January 1, 2015). You can access district location via the interactive map at http://www.austintexas.gov/GIS/CouncilDistrictMap The District Number should be based on the mailing address of the Sponsored Project unless the mailing address is a PO Box. If a PO Box use the district number of the Sponsored Project's primary contact's physical address.
12. SPONSORED RACE CODE - Sponsored entities should select an option based on the predominant group of which their staff, board, or membership (not audience) is composed. Choose the option that best represents 50% or more of staff, board, or membership.
b. STAFF LEADERSHIP
13. The organization's Executive or CEO is Select all that apply.
14. Please indicate the number of staff in each category.
15. Please tell us the tenure of your current and the previous Executive Director of your organization
c. BOARD LEADERSHIP
16. Please indicate if your organization has a board of directors and/or an advisory board. Please select "None" if not applicable
17. Please tell us about the make up of your board.
18. What percentage of your Board Members participated in a formal board contribution during the current term?
19. Frequency of Board Meetings If your board meets on a different schedule than what is listed below please select other and describe your board's meeting schedule.
d. CONTRACT SERVICES
20. What professional service providers do you utilize? Check all that apply. If there are contractors that you have used that are not listed please check "Other" and list the additional contractors in the blank.
21. Have you served as a Mentor or Mentee?
e. FACILITY INFORMATION
22. Administrative/Office Space Please indicate which of the following accurately reflects your current Administrative/Office Space
23. Check all of the Administrative Equipment you have access to. If you select "Other" please list any additional software or equipment that you use that are not listed.
24. Space for Artistic Programs Check all that apply
25. If you lease space for artistic programs, please list the location(s). If more space is needed please add an addendum to the Documentation Portion of Section V. Attachments Please list each location on its own line in the paragraph box below.
f. FINANCIAL MANAGEMENT INFORMATION
26. Please check all that apply to your financial management
27. When was your Organizational Budget for the current fiscal year approved by your Board of Directors? If not applicable please type "N/A"
28. You may include a brief statement to clarify points regarding your financial history. If you do not wish to include a brief statement, please type "N/A" in the text box below.
g. PROPOSAL NARRATIVE
29. What are the applicant's artistic and programmatic goals over the next 12 months and what specific challenges does the applicant face in achieving those artistic and programmatic goals?
30. What Specific challenges does the applicant face in terms of establishing our building critical infrastructure (management, governance, financial resources, and administrative systems) over the next 12 months?
31. What is the applicant's capacity development plan to confront the identified challenges and achieve its identifies goals?
32. How will the applicant measure the impact and success of the capacity development plan? Please be specific.
h. Online Documentation
33. In lieu of or in addition to hard copy Documentation (Item#5 in Section V. Attachments), you may provide one (1) web link for documentation located online. The link provided here should serve as either a replacement for the hard copy documentation, or as a supplement. If you do not wish to provide a link enter 'N/A' below and be sure to upload documentation in the Attachments Section of the application.
i. Artistic Discipline
34. PRIMARY ARTISTIC DISCIPLINE - Select the option that best describes the artistic discipline of your project/organization. If the application is on behalf of a sponsored project, select the option that corresponds to the artistic discipline of the sponsored project.
Your Section II. Eligibility must be submitted AND approved before continuing.
Section IV. Budget & Deliverables
(answers are saved automatically when you move to another field)
Section IV. Budget & Deliverables Operating Budget History Enter annual operating budget information as submitted on your IRS form 990 for the fiscal years* indicated. Enter CASH INCOME & EXPENSES ONLY; do not include in-kind amounts. If the application is on behalf of a sponsored project, enter budget information for the sponsored individual/organization/group. When given the option of “Projected/Actual” for the 15-16 Fiscal Year, click whether the amount entered is “Projected” or “Actual”. This number is NOT your City of Austin funded amount, nor is it your project budget. Budget history will be reviewed when determining the eligibility requirement “…of ongoing artistic/cultural programs for a minimum of three years”. This means that you must have had some income and expenses in FY13-14, FY 14-15 and FY 15-16. If this is left blank we will assume that you do not meet the ongoing activity requirement. *Fiscal Year - a period used for calculating annual ("yearly") financial statements in businesses and other organizations. The City of Austin's fiscal year is October 1 through September 30th. You are not required to use the City's fiscal year. Some groups or individuals may have their fiscal year set up as the calendar year (January 1 through December 31). NOTE: Please disregard the total line for this table as it will always show a total of $0.00 Capacity Building Project Deliverables PROJECT DELIVERABLES - Provide a clear and concise project deliverable list. Your Project Materials must occur and be completed within October 1, 2016 - September 30, 2017. The Deliverables and the timeline should reflect the tasks required to accomplish the project, when the activity is expected to be completed, and a summary of the total activity cost. The Project Summary will be the basis for the scope of services for which the applicant will be contracted. If the application is on behalf of a sponsored project this summary should correspond to that sponsored project’s programming. No financial match is required for compliance of the contract; however, additional investment of applicant resources may be necessary to achieve the goals of the capacity development plan. The budget must be specific to the activities for which funding is requested and separate from the general operating or artistic programming budget. The proposed development plan may not include other Cultural Arts Funding Programs funds or monies already being used to match other City funding. If your Project Deliverables total cost exceeds the maximum request amount, please list other income sources in the Tasks/Deliverables column. **TOTALS ARE CALCULATED ON PAGE REFRESH** To see the calculated numbers, enter your data, then use the grey Refresh Page Button, above, to reload the page with the calculated totals.
Project Team Qualifications The Project Team will support the applicant in successfully completing the project deliverables outlined above, in the Project Deliverables. Please list the core team members from your board, staff, contractors, and/or collaborators that have been designated to be part of the Project Team. Briefly describe the role and qualifications of each Leadership Team members as it relates to the capacity building proposal. If you require more room please upload an additional document to Section V. Attachments under "Documentation". NOTE: Please disregard the total line for this table as it will always show a total of $0.00
Enter annual operating budget information as submitted on your IRS form 990 for the fiscal years* indicated. Enter CASH INCOME & EXPENSES ONLY; do not include in-kind amounts. If the application is on behalf of a sponsored project, enter budget information for the sponsored individual/organization/group. When given the option of “Projected/Actual” for the 15-16 Fiscal Year, click whether the amount entered is “Projected” or “Actual”. This number is NOT your City of Austin funded amount, nor is it your project budget. Budget history will be reviewed when determining the eligibility requirement “…of ongoing artistic/cultural programs for a minimum of three years”. This means that you must have had some income and expenses in FY13-14, FY 14-15 and FY 15-16. If this is left blank we will assume that you do not meet the ongoing activity requirement. *Fiscal Year - a period used for calculating annual ("yearly") financial statements in businesses and other organizations. The City of Austin's fiscal year is October 1 through September 30th. You are not required to use the City's fiscal year. Some groups or individuals may have their fiscal year set up as the calendar year (January 1 through December 31). NOTE: Please disregard the total line for this table as it will always show a total of $0.00
PROJECT DELIVERABLES - Provide a clear and concise project deliverable list. Your Project Materials must occur and be completed within October 1, 2016 - September 30, 2017. The Deliverables and the timeline should reflect the tasks requires to accomplish the project, when the activity is expected to be completed, and a summary of the total activity cost. The Project Summary will be the basis for the scope of services for which the applicant will be contracted. If the application is on behalf of a sponsored project this summary should correspond to that sponsored project’s programming. **TOTALS ARE CALCULATED ON PAGE REFRESH** To see the calculated numbers, enter your data, then use the grey Refresh Page Button, above, to reload the page with the calculated totals.
The Project Team will support the applicant in successfully completing the project deliverables outlined above, in the Project Deliverables. Please list the core team members from your board, staff, contractors, and/or collaborators that have been designated to be part of the Project Team. Briefly describe the role and qualifications of each Leadership Team members as it relates to the capacity building proposal. If you require more room please upload an additional document to Section V. Attachments under "Documentation". NOTE: Please disregard the total line for this table as it will always show a total of $0.00
Your Section II. Eligibility must be submitted AND approved before continuing.
PRE-CONTRACT INSTRUCTIONS: All PRE-CONTRACT MATERIALS are due by Friday, NOVEMBER 4. Contract Administrators: Jesús Pantel: Core Contractor’s or Fiscal Sponsor’s Name begins with A – C, all Cultural Heritage Festival Program & all Cultural Expansion Program Anne-Marie McKaskle-Davis: Core Contractor’s or Fiscal Sponsor’s Name begins with D-Z all Capacity Building Program, & all Community Initiatives All Pre-Contract Materials must be submitted through ZoomGrants. No hard copies will be accepted. Please provide the information requested on the form. Please be sure to provide enough cash and, if applicable, in-kind expenses to meet the match. Before preparing your Pre-Contract Materials, fully read these instructions. The instructions will provide important information about the data and materials required to enter into a contract with the City. NOTE: Even if the project narrative will not change, contractors must complete a revised narrative, revised budget and revised budget itemization reflecting the actual City of Austin contract award amount. FY17 Revision Form – Project Summary Revision NOTE: If you are a fiscal sponsor, this form must be completed for your organization as well as the project (or each project) you are sponsoring.
Organization/Contractor Name Enter the name listed in Vendor Registration of the applicant organization. If you are fiscally sponsored this should be the name of your fiscal sponsor. Use exact spellings (do not use abbreviations unless part of the official name based on your Vendor Registration.) Follow the link below to double check your vendor registration and registered contact information. The name and contact information listed here should be entered into Organization/Contractor Name https://www.austintexas.gov/financeonline/vendor_connection/index.cfm Sponsored Project Name List sponsored project's name if sponsored, otherwise leave blank.
Control # Enter the Control # that has been assigned to your application. It can be found on your award letter. Revised Project Summary In the space provided, please list the event/activity title, date, location (if applicable), event district # and # of events/activities etc. that will take place in the context of the City of Austin Cultural Services Agreement. This section must be completed regardless if there are or are not changes to the application project description. Activities must be limited to those outlined in the application for funding, but may be revised to reflect the nature and scope of the project associated with the award amount. If you need additional space, please feel free to add additional rows as needed using the provided format. Do not list any activities that will occur outside of the contract period (October 1, 2016 – September 30, 2017) even if those events are part of your season. Do not list any activities that will occur outside of Austin or its ETJ (Extra Territorial Jurisdiction). One exception is for Capacity Building Contractors who intend to register for a conference, workshops or training outside of Austin. For CORE and CHFP contractors: Do not list any activities that are not open to the public. For example, if you have rehearsals or meetings in preparation for you event that are not open to the public, do not list those activities. The final report due date will be calculated from the date of the final event/performance/ activity. If you are not sure of the exact date list the ending month & year. Project end date IS the last performance/program/activity. The end date is dictated by the final program/project date and may NOT be manipulated by personal contractor choice.
Revised Budget The budget should provide detailed explanation and/or breakdown of each line item of income and expenses. This detail should explain how you arrived at each amount stated for each line item number. The budget should balance. A Sample Budget is provided on pages 5 - 6. Indicate the source (for revenue amount) and use (for an expense amount) for each figure in the itemization. The detail of all artists’ payments should identify artists or groups who will be paid by job title or describe what service or product will be used for your contracted activities, and the fee for each. The budget must be accurate and correspond with the proposed activities listed in your Revised Program Summary. If applying on behalf of a sponsored entity, the budget should reflect that sponsored entity’s programming. Income List all income as it applies to the appropriate line item number. You may want to use your FY17 Application Budget as a template. NOTE: The income portion of the Revision Budget is not required for Capacity Building Program recipients. Earned Income Line 1. Provide the proposed income during the contract period from admissions Line 2. Provide the proposed earned income from other sources during the contract period excluding admissions Line 3. Provide the total of lines 1 and 2. This total is automatically calculated. Unearned Income Line 4. Provide the proposed income during the contract period from Private donors, Corporations, and/or Foundations Line 5. Provide the proposed income during the contract period from Public Support (Government Grants, not including the funds from the COA contract that you have been awarded.) Line 6. Provide the proposed income during the contract period from other unearned income sources that do not fall into lines 4 or 5. Line 7. Provide the proposed total income during the contract period from Applicant Cash Line 8. Provide the total of lines 4 through 7. This total is automatically calculated. Line 9. Enter the amount of your FY17 COA award Line 10. Enter the total cash income (the total of lines 3, 8 and 9). This will be automatically calculated Line 11. Enter the proposed total in-kind support. Please note it must match the in-kind expenses listed in line 24 (or line 19 for CEP or CHFP budgets). This will be automatically calculated. Line 12. Enter the proposed total income (Add lines 10 & 11). Please note it must match the total expenses listed in line 24 (or line 19 for CEP or CHFP budgets). This will automatically be calculated. Expenses List amounts as it applies to the appropriate line item number within each of the columns: COA FUNDS Column (your funding award); Applicant Cash Column; In-Kind Column; Total Column. NOTE: Capacity Building Recipients has no matching requirement so it is acceptable for CBP recipients to list expenses only in the COA Column. Additionally, the expenses portion of the Revision Budget for Capacity Building Program is not broken down by line item as in the other funding programs. COA FUNDS Column Line 24 (or line 19 for CEP or CHFP budgets) of the COA Column should also match Line 9 on the Revised Budget Form. CASH Column Line 24 (or line 19 for CEP or CHFP budgets) of the CASH Column must be the same as the total of Lines 3+8 and this total must be at least half of Line 24 (or line 19 for CHFP or 25% of line 19 for CEP budgets) in the COA Column. IN-KIND Column You are not required to have any IN-KIND expenses. Line 24 (or line 19 for CEP or CHFP budgets) of the In-kind Column must match Line 11. Line 24 (or line 19 for CEP or CHFP budgets) of the IN-KIND Column and Line 24 (or line 19 for CEP or CHFP budgets) of the CASH Column must at a minimum when combined match the total of Line 24 (or line 19 for CEP or CHFP budgets) in the COA Column. NOTE: EXPENSES MUST EQUAL INCOME • Line 9 = COA Column in Line 24 or line 19 for CEP or CHFP budgets; • Lines 3+8 = Applicant Cash Column in Line 24 or line 19 for CEP or CHFP budgets; • Line 11 = In-Kind Column in Line 24 or line 19 for CEP or CHFP budgets; • Line 12 = Total Column in Line 24 or line 19 for CEP or CHFP budgets VENDOR REGISTRATION AND ZOOMGRANTS ORGANIZATION INFO VERIFCATION All Contractors (not Sponsored Projects as your fiscal sponsor is the contractor) must verify that the information listed in your ZoomGrants Account Profile under the “My Organization” tab matches exactly what is listed in your vendor registration. Abbreviations and punctuation must be exactly the same. This information is used in the creation of your invoices that you will be able to generate through the ZoomGrants System. If you do not take the time to verify that this information is exactly the same as what you have listed in your Vendor Registration your invoices will not be accepted by the purchasing office and will therefore not be paid. The Purchasing Office will not process invoices that do not match their Vendor Registration. To update your Organization information log into ZoomGrants. Click on My Account Home Then select Account Profile and then the My Organization Tab. The information listed here must match what is listed in your Vendor Registration Account. If you are an individual artist you should list your name as the organization name and it should match what you listed in Vendor Registration. If you are a new contractor you can register as a vendor with the City of Austin by completing vendor registration on-line at https://www.austintexas.gov/financeonline/vendor_connection/index.cfm. Notify your contract administrator that you have completed on-line registration. (FYI: You will have to forward a signed W-9 form to the Purchasing Office once registered in order for registration to be complete.) NOTE: IF YOU ARE FISCALLY SPONSORED YOU WILL NOT NEED TO REGISTER AS A VENDOR AS YOUR FISCAL SPONSOR IS THE ORGANIZATION THAT WILL BE RECEIVING PAYMENTS. CHECK WITH YOUR FISCAL SPONSOR TO BE SURE THAT THEY ARE REGISTERED WITH THE CITY OF AUSTIN. CAD STAFF ISSUED INSURANCE REQUIREMENTS DOCUMENT Your Insurance Requirement document will be uploaded to the Administrator Documents area of Section V. Attachments. That document will tell you what insurance coverages will be required. You will need to include this document in your contract along with your insurance certificate that meets the listed requirements. Please ensure that your insurance certificate includes all the necessary endorsements. If the certificate is missing any endorsements, and we will not be able to enter into a contract with your group, causing delays until the insurance certificate can be corrected. Please note if your insurance certificate issue date is more than six months old, an updated certificate is required. TYPES OF REQUIRED INSURANCE & ENDORSEMENTS The Contractor AND Subcontractors shall carry insurance in one or all of the following types and minimum amounts for the duration of your City funding Contract as designated by the Risk Management Department of the City of Austin. In addition, certificates of insurance shall contain the proper office of the insurer, the locations and operations to which the insurance applies and the expiration date of coverage. The Contractor is responsible for all deductibles or self-insured retentions. The Contractor shall not commence work under this Contract until the required insurance has been obtained for itself and sponsored projects, if any. Insurance is to be written by a company licensed to do business in the State of Texas at the time the policy is issued and shall be acceptable by the City. GENERAL BUSINESS LIABILITY Contractors required to carry Commercial General Liability Insurance must have coverage with a minimum bodily injury and property damage per occurrence limit of $500,000 for coverages A and B. The policy shall contain medical payments coverage, contractual liability coverage, and independent contractors’ coverage. 1. Thirty Day Notice of Cancellation – Endorsement CG 0205, or equivalent coverage Addressing the Thirty (30) Day Notice of Cancellation Endorsement It appears as though some of the insurance agents think we are only looking for this notation on the certificates of insurance. This is NOT the case. This is a contractual requirement which can be proven by providing a copy of the insurance requirements from the City contract. Historically the City had accepted the note in the bottom right hand corner of the previous ACORD as evidence of this coverage. With that option now eliminated, we must use other forms of evidence of this endorsement. The City of Austin contract documents clearly state that an ENDORSEMENT providing a 30 Day Notice of Cancellation is required on each policy. If they can issue the endorsement but are unable to add the language to the certificate of insurance, ask them to provide a copy of the actual endorsement. If the carrier/underwriter company does not offer the 30 Day Notice, tell them we are requiring a statement to that effect from the carrier/underwriter for file documentation. This may be in the form of an email. 2. Waiver of Subrogation in favor of the City of Austin Economic Development Department, Cultural Arts Division, 201 East Second Street, Austin, Texas 78701. – Endorsement CG 2404, or equivalent coverage 3. Naming the City of Austin, Economic Development Department, Cultural Arts Division, 201 East Second Street, Austin, Texas 78701, as an additional insured (except Workers' Compensation) – Endorsement CG 2010, or equivalent coverage AUTOMOBILE LIABILITY (IF REQUIRED) Automobile Liability Insurance for all owned, non-owned and hired vehicles with a minimum combined single limit of $500,000 per occurrence for bodily injury and property damage. Alternate acceptable limits are $250,000 bodily injury per person, $500,000 bodily injury per occurrence and at least $100,000 property damage liability per accident. NOTE: IF YOU ARE ASSESSED TO PROVIDE BUSINESS AUTOMOBILE LIABILITY IN ADDITION TO GENERAL BUSINESS LIABILITY, THE SAME ENDORSEMENTS MUST ATTACH TO THE AUTOMOBILE LIABILITY: • THIRTY DAY NOTICE OF CANCELLATION: Endorsement TE 0202A, or equivalent coverage; • WAIVER OF SUBROGATION: Endorsement TE 2046A, or equivalent coverage; • CITY OF AUSTIN AS AN ADDITIONAL INSURED: Endorsement TE 9901B, or equivalent coverage. LIQUOR LIABILITY (IF REQUIRED) In the event the Contractor will serve alcoholic beverages to individuals for entertainment purposes, the Contractor shall carry Host Liquor Liability Coverage of $500,000 per claim. In the event the Contractor will sell alcoholic beverages, the Contractor shall carry or require the subcontractor to carry Liquor Legal Liability or Dram Shop Act Liability Coverage of $500,000 per claim. Any coverage written on a claims-made basis shall carry a retroactive date which coincides with the date of this Agreement. This insurance shall be maintained for the duration of this Agreement and for two years following completion of the services under this Agreement. The premium of any extended reporting period shall be paid for by the policy holder. NOTE: IF YOU ARE ASSESSED TO PROVIDE LIQUOR LIABILITY IN ADDITION TO GENERAL BUSINESS LIABILITY, THE SAME ENDORSEMENTS MUST ATTACH TO THE AUTOMOBILE LIABILITY: • THIRTY DAY NOTICE OF CANCELLATION: Endorsement TE 0202A, or equivalent coverage; • WAIVER OF SUBROGATION: Endorsement TE 2046A, or equivalent coverage; • CITY OF AUSTIN AS AN ADDITIONAL INSURED: Endorsement TE 9901B, or equivalent coverage. WORKSER’S COMPENSATION (IF REQUIRED) Worker's Compensation and Employers' Liability Insurance if event/project will be held on a non-reservation site of the City of Austin Property. Coverage shall be consistent with statutory benefits outlined in the Texas Worker's Compensation Act (Sec. 401). The minimum policy limits for Employer's Liability are $100,000 bodily injury each accident, $500,000 bodily injury by disease policy limit and $100,000 bodily injury by disease each employee. The policy shall apply to the State of Texas. The Following endorsements are also required: o City of Austin as an additional insured o Thirty (30) Day Notice of Cancellation o Waiver of Subrogation If any of these endorsements are not offered by the carrier/underwriter, a statement of same from the carrier will be accepted in lieu of the endorsement. A contract cannot be completed until CAD Staff & Risk Management have assessed each circumstance and determined insurance required per contractor. An insurance certificate is then required displaying the necessary requirements. THIS CAN BE TIME CONSUMING, SO IT IS TO YOUR BENEFIT TO INITIATE THIS PART OF THE PROCESS AS YOUR FIRST PRIORITY. It is important that you contact your carrier/agent to insure included in their distribution list is: City of Austin, Economic Development Department, Cultural Arts Division 201 E. 2nd Street Austin, Texas 78701 As well as, City of Austin Attn: Insurance Processing 124 W 8th St., Ste. 310 Austin, Texas 78701 If needed, contact your contract administrator for e-mail and fax information. City of Austin/Economic Development Department/Cultural Arts Division should be listed as the Certificate Holder. Cultural Arts Division staff will review your contract and forward to the Buyer at the Purchasing Department under the assumption that your insurance is current. Funding cannot be initiated until the City Buyer approves your contract. ACCESSIBILITY ASSESSMENT FORM e-mail to Lee Nguyen, City of Austin Asst. ADA Coordinator Lee.nguyen@austintexas.gov • Enter your organization’s pertinent contact information. • If fiscally sponsored, list both the name of your fiscal sponsor as well as your organization/individual name • If you are a fiscal sponsor this form will need to be completed for your organization as well as all the sponsored individuals and groups who have been awarded funding under your umbrella • Answer questions 1 - 16 by checking yes or no. Enter explanations if necessary. • E-mail to Lee Nguyen (Lee.Nguyen@AustinTexas.gov) • Upload the completed form to ZoomGrants to verify that it has been sent. FORM 1295 – FOR CONTRACTORS RECEIVING $58,000 OR MORE IN FUNDING As required by Section 2252.908 of the Texas Government Code, the Business Entity constituting the Offeror is required to submit to the City a complete Form 1295 “Certificate of Interested Parties” that is signed and notarized prior to contract execution. The requirement applies to contracts and extension options executed after January 1, 2016 for $58K or greater annually. Please follow and complete the instructions below. 1. Visit https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm 2. Create an account and complete Form 1295. 3. Print out PDF copy of completed form and have it notarized. 4. Submit form to your City of Austin point of contact. Electronic copies are acceptable. If you have any questions, please contact your contract administrator. SPONSORSHIP AGREEMENTS For Fiscal Sponsors and Sponsored Projects only The Sponsorship Agreement is an agreement between a fiscal sponsor and their sponsored projects. This form should be completed by the fiscal sponsor for all of their awarded sponsored projects. CAD Staff will provide the Sponsorship Agreements to the fiscal sponsor once the funding awards have been announced NOTE: • Fill in all blanks. • Sponsorship fee can be no more than 10%. • Both organization and sponsored entity must sign. • Keep the original form. This will become part of your contract once Pre-contract materials are completed. You will then insert this into your contract before forwarding to our office. This is your contract between the fiscal sponsor and the sponsored project. CAPACITY BUILDING PROGRAM PRE-ASSESMENT SURVEY All Capacity Building Program recipients will need to complete the Pre-Assessment Survey. Completed surveys must be uploaded to the Attachments Section of your ZoomGrants CBP application before the Contract can be executed. MANDATORY PUBLICITY STATEMENT The following logo(s) and verbiage must be displayed on all electronic and written publicity materials. Acknowledgment of the City of Austin must be displayed in all materials and announcements for your funded project. We ask that you credit the City of Austin with the same level of recognition given to funders at a similar level. For print materials, the Cultural Arts Division logo is required.
In addition, a phrase acknowledging support from the City of Austin is required: "This project is supported in part by the Cultural Arts Division of the City of Austin Economic Development Department." For radio or television broadcast, we require the following language: "This project is supported in part by the Cultural Arts Division of the City of Austin Economic Development Department." For television broadcast, display of the Cultural Arts Division logo is required. We reserve the right to change the language of the required acknowledgement of City of Austin support, as well as the right to disallow the use of our logo and acknowledgment of our support. Please email culturalarts@austintexas.gov if you require a logo file in a different format. For further information or clarification, please contact your contract administrator. Visit http://www.austintexas.gov/department/core-cultural-funding-programs to download the logos in JPG format. MARKETING Contractor shall list any and all events on NowPlayingAustin.Com, including but not limited to all programs, performances, workshops, screenings, book signings, etc., as shown on the Work Statement (Revised Narrative) attached to the Contract as “Attachment A”. SUBMISSION OF PRE-CONTRACT MATERIALS All pre-contract materials should be uploaded to Section V. Attachments in your ZoomGrants account. CONTRACT INITIATION Once you have uploaded your revision materials CAD Staff will review and approve your submitted documents. Jesús or Anne-Marie will upload your contract to the Contract Tab in ZoomGrants along with the instructions on how to compile the necessary documents. You will need to download your contract, add your approved revision materials and sign the contract. Scan the signed contract and upload it to the Contracts Tab of your ZoomGrants Application. You will need to enter your initials approving the uploaded contract and type your name and title into the signature page at the bottom of the page. Fiscal Sponsors should be the entity signing and uploading the contracts to ZoomGrants. You will need to click the “Add an Entry” link at the bottom of the page and complete the form to notify your contract administrator that your contract has been submitted. WHAT IS INCLUDED IN YOUR CONTRACT o CAD staff approved revised narrative o CAD staff approved revised itemized budget o CAD staff issued insurance requirements o Insurance certificate that meets the insurance requirements o Mandatory publicity statement o Sponsorship agreement (only if you are a fiscal sponsor or fiscally sponsored) The completed contract is due no later than Friday, December 2, 2016. Contracts must be signed, scanned and uploaded to the contract section of your ZoomGrants application.
APPLICATION INSTRUCTIONS: 1. LETTER OF INTEREST All applicants must submit a Letter of Interest (LOI) on organizational or individual artist letterhead. LOI may be a maximum of 2 pages in length and should briefly address the history of the applicant, the artistic mission, history of staff tenure (if applicable), and accomplishments to date. 2. ORGANIZATIONAL CHART Applicants must submit an organizational chart with staff and board (officers, committee chair) designations, as applicable. For individual artists, this chart should describe advisory board members, collaborators, or contractors and other such business associates who provide professional assistance to the artist. 3. CURRENT YEAR ANNUAL OPERATING BUDGE All applicants must submit a current year annual operating budget. If the applicant has a Board of Directors or Advisory Board, that Board must have approved the budget. 4. FORMS 990 - REQUIRED for ALL LEVEL I & II 501c non-profit arts organizations, a copy of a signed IRS Form 990 Annual Tax Filings for fiscal years 2013, 2014 and 2015. To access your IRS Form 990, log onto www.guidestar.com. If you do not have one of the requested 990s please upload an explanation as to why that 990 is not available. 5. CURRENT YEAR PROGRAMMING - Please upload a list of your current arts or cultural performances, exhibitions, activities or programs that were/are open to the public with the date, title of the activity, and venue/location. 6. NEXT YEAR PROGRAMMING - Please upload a list of your arts or cultural performances, exhibitions, activities or programs that will be open to the public next year with the date, title of the activity, and venue/location. 7. DOCUMENTATION - Artistic Support Materials, which should be an appropriate combination of programs, flyers, press clippings, press releases, etc. 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 you, the quality of the materials you submit may reflect upon the quality of your artwork. If you have video posted online you may embed it in Section III of the application or provide a web link (also in Section III) where the panel can view your work. 8. PROOF OF STATE OF TEXAS NON-PROFIT INCORPORATION - Only REQUIRED for LEVEL II APPLICANTS (State of Texas Non-Profit applicants) who are not also 501(c) 9. INSURANCE ASSESSMENT FORM - This form will be used to determine your Insurance requirements 10. ASSURANCES - Please have BOTH a representative for the applicant as well as a member of the Board of Directors, Advisory Board or Fiscal Sponsor, if applicable.
#1 - LETTER OF INTEREST - Upload a letter of interest no more than 2 pages in length that describes the applicant's organizational and management history, mission, and accomplishments to date.
#2 - ORGANIZATIONAL CHART - Include staff & board designations, as applicable. Individual Artists should chart advisory board, collaborators, contractors, mentors, and other business associates who provide professional assistance to the artist.
#3 - CURRENT YEAR ANNUAL OPERATING BUDGET - All applicants must submit a current year annual operating budget - if a 501(c) it must have been approved by the board of directors
#4 - FORM 990 - for 501(c)s, Provide a copy of the first page of IRS Form 990, 990 PF, 990 EZ or 990 N for the following fiscal years: 2013, 2014 and 2015. If you do not have a 990 for the year listed please upload an explanation as to why.
#5 - CURRENT PROGRAMMING - Please upload a list of your current arts or cultural performances, exhibitions, activities or programs that were/are open to the public with the date, title of the activity, and venue/location.
#6 - NEXT YEAR'S PROGRAMMING - Please upload a list of your arts or cultural performances, exhibitions, activities or programs that will be open to the public next year with the date, title of the activity, and venue/location.
#7 - DOCUMENTATION - Provide a concise but representative sample of materials (résumés/bios, letters of support, promotional materials, programs, season brochure, newsletters, etc.) REQUIRED IF YOU DID NOT PROVIDE ONLINE DOCUMENTATION (Question 31).
#8 - PROOF OF STATE OF TEXAS NON-PROFIT INCORPORATION - Only REQUIRED for LEVEL II APPLICANTS (State of Texas Non-Profit applicants) who are not also 501(c)
#10 - ASSURANCES - Please have BOTH a representative for the applicant as well as a member of the Board of Directors, Advisory Board or Fiscal Sponsor, if applicable.
Download template: Assurance Document
Sponsorship Agreement: For Sponsored Projects ONLY. Must be completed by the Fiscal Sponsor and signed by both the fiscal sponsor and the sponsored project.
Download template: Sponsorship Agreement
Final Reports are due within 30 days of the completion of project activities. Final Reports must include: - Completed Final Report Form (fillable below) - Expense Documentation Form (1st page must be signed by Authorized Official and Sponsored Project, if applicable) - Expense receipts for COA funds paid with CASH or any In-Kind Contributions - Pertinent publicity, programs, press materials, reviews referencing funded event/program (including City credit and TCA credit if applicable (reference contract for your requirement)
CONTRACTUAL REQUIREMENTS Implementation With approval by the Austin Arts Commission of the funding recommendation, pre-contract materials will be forwarded to the applicant outlining specific dates for their completion and submission. All requested pre-contract materials are due prior to the City entering into a contract with the organization. Failure to submit pre-contract materials prior to the outlined specific date may result in the nullification of the funding award. The Community Initiatives Application & Agreement must be signed by the City, with required insurance in effect and all pre-contract materials completed, prior to the event date. The organization will submit required reports as outlined below and will follow contract procedures throughout the contract period. The City will conduct additional monitoring activities as required. These activities may include site visit by staff to verify compliance with contract requirements. Publicity Requirements Publicity requirements, including the Cultural Arts Division logo, must be included on all project related promotional materials if the project is funded. CAD staff will provide specific information when an award is made. In addition, all funded projects are required to be uploaded to NowPlayingAustin.com. Americans with Disabilities Act Requirements All funded applicants must take Americans with Disabilities Act (ADA) training. You may fulfill this requirement by completing a short open book quiz which will be provided to you by CAD staff. Payment Schedule If the application is awarded funding, 75% of the payment will be awarded upon processing of the signed contract. The remaining 25% will be awarded upon processing of the final report. Insurance Requirements Depending on the funded activities, cultural contractors are required to carry insurance as outlined below and must provide the Cultural Arts Division Office with a current Certificate of Insurance, the cost of which may be included in your budget. More specific insurance requirements will be included in the pre-contract materials if you are awarded funding. Sponsored entities must also meet the insurance requirements or be insured through the sponsoring organization. The contractor shall carry insurance in one or all of the following types and amounts as designated by the Risk Management Department of the City of Austin for the duration of the contract and furnish certificates of insurance along with copies of all policy endorsements as evidence thereof: The cost of insurance should be researched prior to the submission of the application and included in the budgetary monetary figures. Commercial General Liability Insurance with a minimum combined single limit of $500,000 per occurrence for Coverage’s A (bodily injury and property damage) & B (personal and advertising injury). The policy shall also provide blanket contractual and coverage for independent contractors. Three endorsements shall be added in favor of the City of Austin: 1) additional insured, 2) waiver of subrogation and 3) 30 day notice of cancellation. Automobile Liability Insurance for all owned, non-owned, and hired vehicles with a minimum combined single limit of $500,000 per occurrence. Three endorsements shall be added in favor of the City of Austin: 1) additional insured, 2) waiver of subrogation and 3) 30 day notice of cancellation. In the event the contractor will serve liquor to individuals for entertainment purposes, the Contractor shall carry Host Liquor Liability Coverage of $500,000 per claim. In the event the Contractor will sell liquor, the Contractor shall carry Liquor Liability or Dram Shop Act Liability Coverage of $500,000 per claim. Workers Compensation and Employers Liability Insurance for all activities being held on City of Austin premises with minimum policy limits for Employer’s Liability of $100,000 bodily injury each accident, $500,000 bodily injury by disease policy limit and $100,000 bodily injury by disease each employee. Two endorsements shall be added in favor of the City of Austin: 1) waiver of subrogation and 2) 30 day notice of cancellation. CERTIFICATES OF INSURANCE SHALL CONTAIN THE FOLLOWING: - Proper office of the insurer, the locations and operations to which the insurance applies, and the expiration date of coverage - Written by a company licensed to do business in the State of Texas at the time the policy is issued and shall be acceptable by the City. Naming the City of Austin, Economic Development Department, Cultural Arts Division, 201 East 2nd Street, Austin, TX 78701, as an additional insured ? Waiver of Subrogation in favor of the City of Austin. 30 day cancellation clause that obligates the insurance company to notify the Cultural Arts Division Office at 512-974-6379 (fax) of cancellations or material changes
