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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MINIMUM ELIGIBILITY REQUIREMENTS This section outlines minimum requirements for organizations, sponsored projects, and fiscal sponsors. All applicants must meet minimum requirements in addition to the program category requirements. See program requirements related to relevant funding category. Minimum Requirements for All Applicants Must have received funding the FY19 Core Program Applicants must be located in Austin or its Extra-Territorial Jurisdiction (ETJ) Proposed activities and services must occur within the City of Austin and/or its ETJ and be open and marketed broadly to residents, visitors and tourists. Organizations applying in the ORGANIZATIONAL SUPPORT category must have an active volunteer Board of Directors that meets at least three times a year. These organizations must be able to demonstrate a history of ongoing artistic/cultural programs for a minimum of five (5) consecutive years preceding the application deadline. Organizations applying in PROJECT SUPPORT I category must have an active volunteer Board of Directors that meets three times a year. These organizations must be able to demonstrate a history of ongoing artistic or cultural programs for a minimum of three (3) consecutive years prior to the application deadline. Organizations applying in the PROJECT SUPPORT II category must have an active volunteer Board of Directors that meet at least three times a year and have a history of ongoing artistic or cultural programs for a minimum of one (1) year prior to the application deadline. Individual artists and unincorporated groups applying in the PROJECT SUPPORT III category must: 1) have a 501c nonprofit organization apply on their behalf; 2) have produced artistic work within their artistic expertise for a minimum of one (1) year prior to the application deadline; and 3) be located in Austin or its ETJ for a minimum of one (1) year prior to the application deadline. NOTE: To be considered an incorporated organization under fiscal sponsorship an organization must be incorporated within the State of Texas as a nonprofit. Contracted activities and services must occur within the City of Austin and/or its ETJ and be open and marketed broadly to residents, visitors and tourists. Minimum Requirements for Fiscal Sponsors All Fiscal Sponsors must adhere to the following requirements in addition to the “Minimum Requirements for All Organizations” shown above: Fiscal Sponsors must • Be a 501(c) organization located in Austin or its Extra-Territorial Jurisdiction (ETJ), • Have a salaried Executive Director, • have an active volunteer Board of Directors that meets at least three times a year, • Be in existence for: o at least one (1) year and Have at least a $50,000 annual operating budget as evidenced by the most recently completed IRS Form 990, OR o at least five (5) years and have at least a $35,000 annual operating budget as evidenced by the most recently completed IRS Form 990 Additional Requirements for Both Sponsored Projects and Fiscal Sponsors can be found in the FY20 Core Program Guidelines which can be downloaded from the Library Tab
INELIGIBLE ORGANIZATIONS, ACTIVITIES, AND COSTS The City of Austin will NOT fund nor allow as a match: • Programming that is not open and marketed to the general public • Governmental agencies or public authorities • Educational institutions, including public or private schools, colleges and/or universities • Applicants that have a “delinquent” status with the Cultural Arts Funding Programs • An operating deficit or budget shortfall projected for the funding period or incurred within previous fiscal periods • Previously completed activities • Religious and/or sectarian programming or any programming and or services that are solely for the promotion of or consumption by a specific religious order and/or a particular sect • Cash reserves or endowments of any kind, as awarded funds are to be expended within the designated funding period • Capital expenditures, purchase, repair or renovation of equipment or real property, including construction, renovation or purchase of equipment and/or real property. In the case of neighborhood art and design projects, funding may be requested for research, planning, design and/or fabrication of art projects, but not for general construction, reconstruction, landscaping, or other costs that can be considered capital expenditures. • Private events or any activities offered for the sole purpose of raising money in excess of the value of programs or services delivered • Applicants whose nonprofit status has been revoked by the Internal Revenue Service • Programs and/or services of Austin-based arts and cultural organizations that benefit other cities or regions • Projects that benefit a commercial business or activity • More than one application per eligible program per fiscal year • Sponsored projects that benefit the Fiscal Sponsor or are an extension of the Fiscal Sponsor’s programs or services • Fundraising groups and/or “friends of” organizations that exist primarily to support an artistic organization/group • Foundations with a principle purpose of making grants to unrelated organizations or individuals. Foundations are eligible to serve as Fiscal Sponsors, however • Activities concurrently receiving funding through other City of Austin Cultural Funding Programs • Activities concurrently receiving funding through other City of Austin Department Programs Ineligible Project Costs include (cannot be used as match), but may not be limited to, the following: • Costs associated with the start-up of a new organization • Direct project costs incurred more than 60 days prior to the grant starting date • Fund-raising expenses, including but not limited to entertainment, reception or hospitality functions expenses • Consultants who are members of an applicant’s staff or board • Payments to students or interns whose employment is tied to class credit • Cultural Funding Services Agreement (contract) management costs, writing fees, sponsorship fees, or any other contract management fees. They may be used as match, however, if occurring during the Agreement Fiscal Year. + • Operating costs not associated with the project • Purchase of gifts, awards, cash prizes, scholarships, contributions or donations • Food or beverages, unless essential to the project. Contact CAD staff to verify eligibility of any food or beverage expenses + • Existing deficits, fines, contingencies, penalties, interest or litigation costs • Internal programs at colleges or universities • Curriculum development or curricular activities such as creation of textbooks or classroom materials • Scholarly or academic research, tuition, and activities which generate academic credit or formal study toward an academic or professional degree • Travel of Applicant or Sponsored Individual/Organization’s administrative staff. + Exception: Mileage is allowed at the approved per diem rates when accompanied by a completed City of Austin Cultural Funding Private Vehicle Report. Travel activity must be essential to the project. Travel for research is not an eligible project cost. • Purchase of Gasoline • Property Taxes or any other tax with the exception of retail sales or payroll tax • Audits unless required per cultural funding contract • Membership fees • The purchase of computer software/hardware In-Kind contributions (including unpaid, volunteer time) from applicant employees + Ineligible activities MAY be included in the project(s) budget as expenses or match. Contact Cultural Arts Division Staff for questions or clarifications of eligible project expenditures and match contributions.
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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IMPORTANT: Future contract awards are not guaranteed in the Core Cultural Funding Program, nor is there a commitment to fund this program, or participating organizations, at previous or current funding levels.
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Project Title or if applicable, the name of the Sponsored Project Provide the name of the proposed project or, if fiscally sponsored the name of the sponsored project.
Amount Requested Enter the amount of funding you requested in your FY19 Core funding application. Please note the following maximum award levels: Organizational Support - Max request $250,000 Project Support I - Max Request $175,000 Project Support II - Max Request $30,000 Project Support III - Max Request $20,000 First-Time Applicant (must apply in either PS II or PS III) - Max Request $10,000 Culturally Specific Marketing Supplement Request Amount Please note you may only request CSMS funding if you received it as part of your FY19 funding award. Enter the amount of funding you wish to request. Please note you are limited to the amount you requested (not what you were awarded) in your FY19 application If you did not receive the CSMS Award in FY19 please enter $0 in the request box. Eligibility: Mission of the applicant includes an effort to serve culturally specific group(s). 50% or more of the board/staff/artists are members of the community that is served by the mission of the applicant Eligible applicants budgets over $100,000 may request a max of $10,000. Eligible applicants with budgets under $100,000 may request a max of $5,000. Applicant Information Provide the name and contact information of the primary contact of the applicant. 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. If applying on behalf of a sponsored project this should be the name and contact information of the primary contact of the fiscal sponsor. Organization Information Enter the legal name, and address of the applicant as recorded with the IRS. Use exact spellings. THIS INFORMATION MUST MATCH EXACTLY TO WHAT IS LISTED ON YOUR CITY OF AUSTIN VENDOR REGISTRATION 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. NOTE: Changes to this data will be reflected on all other applications for this organization Executive Director/ CEO of applicant or fiscal sponsor Enter the first name, last name, Title and email address of the Executive Director, if fiscally sponsored enter the name of the Fiscal Sponsor’s Executive Director or CEO.
Collaborators You may invite additional individuals to edit the application by entering their email address in the collaborator's box. There is no limit to the number of collaborators you may invite to access your application. Fiscal sponsors will use the collaborator feature to give each sponsored project access to their application. Please note that collaborators cannot amend the information in Section I. Summary. Additionally, Fiscal Sponsors will submit each application on behalf of each sponsored project application. Please be sure to list all collaborators as Additional Contacts. Fiscal Sponsors may have earlier application submission deadlines than the May 1st. Please contact your Fiscal Sponsor to see if there are additional deadlines that you should be aware of. This feature allows additional people to have a separate log in to work on an application. Collaborators CANNOT submit, archive, or delete applications.
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 Authorized Official Enter the name and title of the individual with legal authority and responsibility on behalf of the applicant or fiscal sponsor to certify the information and enter into contracts. This person should be a member of the applicant's or fiscal sponsor’s board Executive Committee, generally the Board Chair unless the Board Chair is NOT 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 CANNOT 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. 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 fiscal sponsor fails to meet one or more of the criteria, then they 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 OR Name of Sponsored Project Applicant
Amount Requested You may request your FY19 Core application REQUEST amount (not the amount you were awarded).
Culturally Specific Marketing Supplement (CSMS) - Available for FY19 CSMS recipients only Eligible applicants may only request the amount they requested their FY19 Core application. Applicants with budgets over $100,000 may request a max of $10,000.................. Eligible applicants with budgets under $100,000 may request a max of $5,000.
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)
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Questions
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.
Your Section II Eligibility must be submitted AND approved before continuing.
Section II Eligibility
(answers are saved automatically when you move to another field)
To be Eligible • Interim Year Applicants must have previously been reviewed through the peer review panel process in Year One of the Two Year Cycle, awarded funding and completed or will complete contract activities for FY 2018-2019 by September 30, 2019. • Interim Year Applicants must meet the eligibility requirements as described in the FY 2018-2019 (Year One) Core Funding Programs Guidelines. To re-cap the four specific Core Programs available: ORGANIZATIONAL SUPPORT The Organizational Support (OS) funding category provides funding to large nonprofit arts and cultural institutions for general operating expenditures, including artistic and administrative expenses, directly related to a year-long program of events. The program is only available to large organizations that have a minimum of $500,000 in unrestricted annual revenue. This program requires a 1:1 cash match. PROJECT SUPPORT I The Project Support I (PS I) funding category supports nonprofit arts and cultural organizations proposing seasonal support or for specific arts/cultural projects that deliver quality arts and cultural programming that do not meet Organizational Support eligibility requirements and/or choose not to apply in that program. The program requires a 1:1 match with 50% of the match allowable from documented in-kind. PROJECT SUPPORT II The Project Support II (PS II) funding category provides funding to smaller nonprofit arts and cultural organizations as well as state incorporated groups (who may have applied under the sponsorship of a 501(c) organization for non-commercial arts/cultural projects). This program is also available to other nonprofit non-arts organizations that meet the requirements for presenting quality arts programming for specific arts/cultural projects. These projects are typically smaller, community-based activities with a limited scope and budget. The program requires a 1:2 (half) match with 50% of the match allowable from documented in-kind. PROJECT SUPPORT III The Project Support III (PS III) funding category provides funding to individual artists, and unincorporated groups applying under the umbrella of an eligible fiscal sponsor. These projects are typically smaller, community-based activities with a limited scope and budget. The program requires a 1:2 (half) match with 50% of the match allowable from documented in-kind.
VERIFY ELIGIBILITY
1. Were you awarded funding in the Core Funding Program in FY19 (October 1, 2018 - September 30, 2019) and will you complete contract activities for FY19 by September 30, 2019? You must have received funding in Organizational Support, Project Support I, II or III in FY19 in order to be eligible to apply for funding in FY20.
ACTIVITY START AND END DATES
2. START DATE - Enter the date your project will begin.This date must be within the period of October 1, 2019 through September 30, 2020. If the application is on behalf of a sponsored project, the start/end date will correspond with that sponsored project’s activity.
3. END DATE - Enter the project completion date. This date must be within the period of October 1, 2019 through September 30, 2020. If the application is on behalf of a sponsored project, the start/end date will correspond with that sponsored project’s activity.
VENDOR CODE - You or if fiscally sponsored, your Fiscal Sponsor, MUST be registered as a Vendor with the City of Austin. Please provide the Vendor Code below. If you do not have a Vendor Code, you may register as a Vendor here: https://www.austintexas.gov/financeonline/vendor_connection/index.cfm
4. Please enter your Vendor Code. If this application is on behalf of a Sponsored Project, enter the Vendor Registration Code of the applicant's Fiscal Sponsor. Don't know your Vendor Registration Code? Copy this link into your browser and search by "Business Name": https://www.austintexas.gov/financeonline/account_services/search/svname.cfm
5. Is the applicant located in Austin or its Extra Territorial Jurisdiction (ETJ)?
The Section II Eligibility deadline has passed.
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
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QUESTION 1. Select Funding Program Level Please select one of the funding program levels from the list provided. Remember that this should be the same funding program you applied in FY19. QUESTION 2. Applicant Race/Ethnicity Code If the applicant is applying on behalf of a sponsored project the responses to Questions 1-5 should be that of the sponsored project, NOT the Fiscal Sponsor Applicants 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 artists, staff, board, or membership. Ar 50% or more Arab/Middle Eastern/North African As 50% or more Asian B 50% or more Black/African American/African Diaspora H 50% or more Hispanic/Latinx N 50% or more American Indian/Alaska Native/Indigenous/First Nations 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. O Other (please specify) QUESTION 3. 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 applicant’s physical address You can access district location via the interactive district map at http://www.austintexas.gov/GIS/CouncilDistrictMap/. QUESTION 4. Additional Demographic Information The applicant should indicate if they self-identify as a member of the LGBTQIA and/or Disability Communities. QUESTION 5. Primary Artistic Discipline Select ONE artistic discipline that best describes the artistic discipline of your project/organization. If the application is on behalf of a sponsored project, check the box that corresponds to the artistic discipline of the sponsored project. QUESTION 6. Change in Project from year 1 to year 2 Please indicate if any of the listed changes occurred. QUESTION 7. Project Narrative If you had any major changes to your Project Activities, as indicated by your response to question 5, please provide an explanation for the change. If you do not anticipate any major changes please type “No” in the text box. QUESTION 8. Applying under the umbrella of a fiscal sponsor If you are not applying under the umbrella of a fiscal sponsor please select “no” and skip to Question 18. SP – Select “Yes” and complete the SP contact information in questions 8 through 16. QUESTION 9-17. Sponsored Project Contact Information Please provide the name, address, telephone number, and email address of the primary contact of the sponsored project. QUESTION 18. Application History If an applicant or sponsored project has received Cultural Arts Funding Program funding under a different name or with a different sponsor, enter the name used in previous applications. Once you have completed Section III. Application Questions, click NEXT to move on to Section IV. Budget & Activity Summary.
APPLICANT INFORMATION - If the applicant is applying on behalf of a sponsored project the responses to Questions 1-5 should be that of the sponsored project, NOT the Fiscal Sponsor
1. What Core Program did you receive funds in FY19? Please select only one.
2. APPLICANT RACE/ETHNICITY CODE. Please Select the option below that best reflects the Applicant's Race/Ethnicity. Select an option based on the predominant group of which your staff, board, or participating artists (not audience) is composed (50%<) SPONSORED PROJECTS should code themselves based on the predominant group of which their participating artists, staff, board, or membership (not audience) is composed.
3. APPLICANT 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 physical address of the applicant.
4. ADDITIONAL DEMOGRAPHIC INFORMATION - Does the applicant, or if fiscally sponsored, the sponsored project self-identify as a member of the LGBTQIA community or as a member of the disability community?
5. PRIMARY ARTISTIC DISCIPLINE - Select the option that best describes the artistic discipline of your project/organization.
YEAR 2 PROJECT NARRATIVE - If you indicated any major changes from your FY19 to FY 20 Project Activities you are required to provide a formal narrative. If there was no major change please type "N/A" in the text box below.
6. Please select any of the following as it applies to your proposed Core activities for FY20. Check all that apply.
7. Please explain WHY the change has occurred, HOW or WHY any increases or deficits occurred and WHAT actions will be taken to address the changes in financial status. If you checked "No Change from YEAR ONE" in Question 6 you are not required to provide a project narrative. Please simply type N/A in the box below.
8. Are you applying under the umbrella of a fiscal sponsor?
SPONSORED PROJECT CONTACT INFORMATION (only required of applicants that are applying under the umbrella of a fiscal sponsor)
9. Name of Sponsored Project
10. Sponsored Project Contact: First Name
11. Sponsored Project Contact: Last Name
12. Sponsored Project Contact: Email Address
13. Sponsored Project Contact: Phone Number
14. Sponsored Project Contact: Mailing Address
15. Sponsored Project Contact: Mailing Address - CITY
16. Sponsored Project Contact: Mailing Address - STATE
17. Sponsored Project Contact: Mailing Address - ZIP CODE
Application History
18. Was this project funded previously under a different organization name or under a different fiscal sponsor?
Your Section II Eligibility must be submitted AND approved before continuing.
Section IV Budget & Activity Summary
(answers are saved automatically when you move to another field)
Section IV: Budget & Project Summary Operating Budget History Enter annual operating budget information as submitted on your IRS form 990 for the fiscal years indicated. Enter cash only; do not include in-kind amounts. When given the option of “Projected/Actual”, 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 (Line 22 from the budget). This amount should reflect your entire annual operating budget. SP – If the application is on behalf of a sponsored project, enter budget information for the sponsored individual/organization/group NOT the fiscal sponsor. The budget history will be reviewed when determining the eligibility requirement “…of ongoing artistic/cultural programs for a minimum number [of years based on selected program.]” In addition, budget history is used in evaluating potential award amounts. NOTE: The Budget History will not display a Total other than $0. Please disregard the total line in this table. Proposed Budget: INCOME & EXPENSES The proposed budget is utilized in evaluating the applicant’s budgetary capability of satisfying the 1:1 matching requirement for Organizational Support and Project Support I and the 1:2 matching requirement for Project Support II and III. Complete the budget paying attention to the budget definitions. NOTE: A detailed description of each line item total must be provided in lieu of a budget itemization. Complete the budget paying attention to the instructions on the application form below, as well as the budget definitions. NOTE: You must provide a detailed description of the income and expenses that are included in each line item in the adjacent Description Box. The each description box can hold up to 65,000 characters, which is equivalent to 30 pages of text. There is room to provide lots of detail, which is encouraged. Expenses Include all expenses for this project. Use the Core Request Amt, Matching Funds, In Kind and CSMS Request Amt columns to show how you intend to spend the Core request amount, the matching funds, what will be provided in kind and how you will spend the CSMS award if applicable. For the In Kind column list the dollar value of all donated programming space, goods, and/or service hours under in-kind. All expenses must be fully explained in the description box adjacent to the line item. The Core application budget must be specific to the activities for which funding is requested and separate from the general operating or artistic programming budget. Application budgets must be specific to the proposed project activities. NOTE: The total calculations will only appear once you have clicked the “REFRESH” button at the top of the page in the green bar. Income Include all earned and unearned revenue for this project. Provide an explanation of revenue sources in the “Description” Box provided. Project Summary Provide a clear and concise project summary listing your program/performance/event(s), the date or dates the event or events will occur, the name and address of the venue and the district number where the venue is located. If you do not know the district number for the venue follow this link and use their address to find the district number: http://www.austintexas.gov/GIS/CouncilDistrictMap/ 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. Once you have completed Section IV. Budget and Activity Summary, click NEXT to move on to Section V. Attachments.
Operating Budget History Enter annual operating budget for the fiscal years indicated. Enter cash only; do not include in-kind amounts. When given the option of “Projected/Actual”, 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 (Line 22 from the budget). The Total Income and Total Expenses should reflect the sponsored project’s ENTIRE ANNUAL OPERATING BUDGET. The budget history will be reviewed when determining the eligibility requirement “…of ongoing artistic/cultural programs for a minimum number [of years based on selected program.]” In addition, budget history is used in evaluating potential award amounts.
The budget must balance. Total income (Table 2 - TOTAL in line 12) must equal total expenses (Table 3 - TOTAL in line 22). Round all budget figures to the nearest whole dollar. As you enter your numbers, you can refresh the page to update the Total column on the right. Refer to the Definitions document in the Library, above, for more information. Expenses Include all expenses for this project. List cash expenses under cash column. All expenses must be fully explained in the Budget Description Column. A separate budget itemization is no longer required.
The budget must balance. Total income (Table 3 - TOTAL in line 12) must equal total expenses (Table 2 - TOTAL in line 22 ). Round all budget figures to the nearest whole dollar. As you enter your numbers, you can refresh the page to update the Total column on the right. Refer to the Definitions document in the Library, above, for more information. Income Include all earned and unearned revenue for this project. Provide an explanation of revenue sources in the detailed Budget Itemization. The budget must balance. Total income (Table 3 - TOTAL in line 12) must equal total expenses (Table 2 - TOTAL in line 22).
PROJECT SUMMARY - Provide a clear and concise project summary listing your program/performance/event(s), The date or dates the event or events will occur, The name and location of the venue and the district number where the venue is located. If you do not know the district number for the venue follow this link and use their address to find their district number: http://www.austintexas.gov/GIS/CouncilDistrictMap/ 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.
Your Section II Eligibility must be submitted AND approved before continuing.
PRE-CONTRACT (required for all) FY20 Revised Activity Summary Form. Please use the template below to revise your FY20 Activity Summary. This is your opportunity to change the scope and scale of your events based on what you were awarded. Please do not change the activities listed your in your application (Section IV Budget and Activity Summary) but do use it as reference as your begin your revisions.
FY20 REVISED BUDGET FORM (required for all) Please use the template below to revise your FY20 Budget so that it reflects your award amount. Your revision should be somewhat similar to your application budget (see Section IV Budget and Activity Summary to find your application budget) as you should be adjusting the scope and scale of your budget and activities to be reflective of the amount you were awarded. DO NOT make changes to your application budget. If you have questions regarding your revised budget please contact your contract administrator.
FY20 INSURANCE CERTIFICATE(S) (required for all) Upload an insurance certificate that meets your insurance requirements which can be found below in the "Administrative Documents Section". Please contact your Contract Administrator if you have questions regarding your insurance requirements.
ACCESSIBILITY ASSESSMENT No longer required
SPONSORSHIP AGREEMENT (required for sponsored projects) Both the Fiscal Sponsor and the Sponsored Project must complete and sign the form. Download template below. Upload completed and signed sponsorship agreement here. FORM 1295 (required for recipients of $59,000 or more) Complete and submit Form 1295 to the Texas Ethics Commission as well as upload a completed copy here.
CREATIVE SPACE SURVEY (Required by all) Follow the link below to take the annual Creative Space Survey. Your response to this survey will directly inform City of Austin efforts in support of affordable creative space and cultural facilities. After completing the survey, upload a screenshot of the survey completion page. Required for Pre-Contract Applications.
Application Instructions Attachment #1, Form 990 (fiscal sponsors and 501(c) applicants - Required by ALL Applicants) Provide a copy of the first page of IRS Form 990, 990 PF, 990 EZ or 990 N evidencing Fiscal Year 2016 and Fiscal Year 2017 finances. If your organization does not operate on a calendar fiscal year you can determine the fiscal year of your 990 by looking at the tax year ending date instead of the year listed on the top right corner of the form. Attachment #2 Proof of Texas State Incorporation (Required by PS II Sponsored Project or non-501(c) applicants only) SP – Sponsored Projects wishing to apply as a sponsored incorporated organization must provide proof of Texas State Nonprofit Incorporation by submitting a copy of their Texas State Letter of Exemption (Certificate of Filing). The following items will not be accepted as proof of nonprofit status: articles of incorporation, bylaws, or proof of sales tax exemption. Sponsored applicants not providing proof of incorporation with the State will be considered an individual artist or unincorporated organization/group. Attachment #3 Board List (Required by all applicants) Provide a roster of your governing board, including • names, • e-mail • mailing addresses, • telephone numbers, • professions or areas of expertise, • and ethnic make-up SP – For sponsored projects, list the sponsored project’s Advisory Board, if applicable. Attachment #4: Independent Audit/Financial Review (Required by OS applicants only) This is required for applicants to the Organizational Support program ONLY. An independent audited financial statement, prepared by a certified public accountant, for the most recently completed fiscal period is required. Compilations will not be accepted. Attachment #5 Signed Assurances Document (Required by all applicants) Please review carefully. Provide the signature of the authorized official, or board designee, including the date signed. Also provide the signature of the sponsored individual/organization/group if applicable. If the application is scheduled to be approved after submission, it is the applicant’s responsibility to notify Cultural Arts Division staff of the board approval date. Attachment #6 Insurance Information Form (Required by all applicants) Enter your organization’s pertinent contact information into the Insurance Information Form. If serving as a fiscal sponsor, list that sponsored project as well as your Organization name. Answer questions 1 thru 9 by marking yes/no/NA, lending explanation if needed. This form will determine your Insurance requirements. SP – If you are applying on behalf of a sponsored project you must complete this form, NOT your fiscal sponsor.
1. 501(c) APPLICANTS FORM 990 - Provide a copy of the first page of IRS Form 990, 990 PF, 990 EZ or 990 N evidencing Fiscal Year 2016 AND Fiscal Year 2017 finances.
2. PROOF OF TEXAS STATE INCORPORATION - Entities wishing to apply as an incorporated organization must submit a copy of their Texas State Letter of Exemption (Certificate of Filing). Not required for 501(c) or individuals or unincorporated groups.
3. BOARD LIST - Provide a roster of your governing board. Include names, e-mail & mailing addresses, telephone, professions or areas of expertise, & ethnic make-up. Sponsored Projects may ALSO include a copy of their board
4. INDEPENDENT AUDIT/FINANCIAL REVIEW - For ORGANIZATIONAL SUPPORT program ONLY. An independent audited financial statement, prepared by a certified public accountant, for the most recently completed fiscal period is required.
5. ASSURANCES - . Provide the signature of the authorized official, or board designee, including the date signed. Also provide the signature of the sponsored
Download template: FY20 Assurances
PRE-CONTRACT (required for all) - FY20 Pre-Contract Revised Activity Summary Form. Please use the template below to revise your FY20 Activity Summary. This is your opportunity to change the scope and scale of your events based on your awarded amount
Download template: FY20 PRE-CONTRACT Revised Activity Summary
PRE-CONTRACT (required for all) - FY20 Revised Budget Form. Please use the template below to revise your FY20 Budget so that it reflects your award amount. Your revision may be the same as your FY19 budget.
Download template: Core Revised Budget Form FY20
PRE-CONTRACT (required for all) - FY20 Insurance Certificate. Upload an ins. cert. that meets your ins. reqs. which can be found below in the "Administrative Documents Section". May also be a letter confirming coverage 30 days prior to first event.
PRE-CONTRACT (required for sponsored projects) - Sponsorship Agreement. Both the Fiscal Sponsor and the Sponsored Project must complete and sign.
Download template: FY20 Sponsorship Agreement
PRE-CONTRACT (required for recipients of $61,000 or more) - FORM 1295 Complete and submit Form 1295 to the Texas Ethics Commission as well as upload a completed copy here.
Download template: Form 1295 Online
PRE-CONTRACT (Required by All): Creative Space Survey. This survey is your means to keep the City of Austin up-to-date on your current space needs. Info will be used by the EDD to create initiatives to support space needs for Austin artists.
Download template: Creative Space Survey Link
Pre-Contract Quiz (10 questions). Please watch the PreContract Video for FY20, and take the quiz. Upload a copy of your completed and scored Pre-Contract Orientation.
Download template: Pre-Contract Quiz