Art & Science Fund Grants

NOTE: this page updated January 26, 2018
Be sure to check for updates on this page prior to submitting

July 1, 2018 – June 30, 2019 Grant Application

Guidelines & Instructions for Professional Development Grants

Three Application Deadlines:

  • Thursday, March 29, 2018, 11:30 pm
  • Tuesday, July 31, 2018, 11:30 pm
  • Thursday, January 10, 2019, 11:30 pm

 

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Important 2018 Dates for Applicants

February 15, 5:00pm: Information Session – Guide to Art & Science Fund Grants, including information about the new Professional Development Grant Opportunity (attendance is strongly recommended for all applicants)

July 2: latest date of applicant notification by email about status of grant awards

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Section I – Introduction

Please note: this is a NEW grant opportunity. It is strongly recommended that you read this entire document in detail before applying.

Flagstaff Arts Council is dedicated to providing opportunities in the arts, culture and sciences.  The Arts Council serves as the granting agency for City of Flagstaff funds including the Bed, Board, and Beverage tax funds allocated to support local arts, science, and cultural organizations and their projects.

Arts Council invites Flagstaff-area art, culture, and/or science non-profit organizations to submit proposals for strategic planning, Board/staff training, and professional development opportunities between July 1, 2018, and June 30, 2019, through the Art & Science Fund grant program.

Professional Development grants are intended to build the capacity of non-profit organizations and strengthen staff and Board knowledge bases. Grants can be used to hire consultants to lead strategic planning retreats or efforts, conduct training for staff and/or Board to learn best practices in the industry or in fund-raising efforts, or to send staff to attend conferences, residencies, workshops or seminars that will increase knowledge and skills that directly supports the organization’s programs and mission. Opportunities can be local or require travel.

Examples of eligible Professional Development opportunities include but are not limited to:

  • Hiring a consultant to lead a strategic planning process for your Board of Directors
  • Engaging a fund-raising consultant to provide training to staff and/or Board members
  • Sending a key staff or Board member to a conference, workshop, or seminar

IMPORTANT:
This grant opportunity is ONLY for non-profit organizations whose mission statement clearly defines them as arts, cultural and/or science-based institutions. Applicants must be IRS-approved 501(c) 3 non-profit organizations registered with the State of Arizona that provide a direct public benefit to the community of Flagstaff, as stated in the applicant’s mission statement. Applicants for Professional Development grants must also apply and be eligible for General Operating Support (GOS) grant funding or Alternate Year grant funding in the current grant period.

Applications from organizations that do not meet the above description will be rejected. Do NOT apply in this category if:

  • Your organization has a majority of its activities outside of the scope of arts, cultural or science based programming, and/or,
  • Your organization is using a fiscal agent, and/or,
  • Your organization is a post-secondary education institution, and/or,
  • Your organization has a majority of its activities outside of the greater Flagstaff Metropolitan Planning Organization area (see map below).

If your organization meets any of these descriptions, it may be eligible for a Project Support Grant, according to the instructions in the Grants section of http://flagartscouncil.org.

Mission Statements

Flagstaff Arts Council mission: Flagstaff Arts Council promotes, strengthens and advocates for the arts in our community.

Art & Science Fund Mission: The Mission of the Art & Science Fund Committee is to responsibly and effectively invest the City’s resources to benefit residents and visitors through excellence in artistic, scientific, and cultural programming.

Goals of the Art & Science Fund

The goals of Flagstaff Arts Council Art & Science Fund are:

  • To enhance the quality of life for Flagstaff residents and visitors through community-based artistic, scientific, and cultural activities.
  • To provide financial support through the distribution of the City’s funds to nonprofit organizations committed to providing high quality artistic, scientific, and cultural programming in Flagstaff.
  • To assist organizations in developing excellence in nonprofit organizational management, and in the programming of arts, science and cultural activities.
  • To stimulate public and private support for and a sense of community among nonprofit organizations dedicated to artistic, cultural, and scientific achievement in Flagstaff.
  • To increase opportunities for community-based experiences in arts, cultural and science endeavors.
  • To support the development of new and emerging nonprofit organizations dedicated to artistic, scientific, and cultural achievement.

Questions?

Our offices are open Monday-Friday, 9am-5pm. If you have questions about Art & Science Fund grants or the application process, first read this entire document carefully. If you need assistance, you can call (928) 779-2300, and ask for Kris or JT. Questions may also be submitted to info@flagartscouncil.org.

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Section II – Eligibility

Who Can Apply

Organizations with mission statements that clearly define them as arts, cultural and/or science-based institutions are eligible to apply for this funding. Applicants must also apply and be eligible for GOS grant funding or Alternate Year grant funding in the current grant period in order to also apply for Professional Development grant funding. Applicants may apply once for a Professional Development grant in this grant period.

We do NOT fund:

  • Organizations that were funded by the Arts Council in the last two years but failed to file a final report by the deadline
  • Individuals
  • K-12 schools or projects that primarily serve K-12 schools
  • Projects by for-profit entities
  • Projects involving the construction of facilities
  • Debt reduction
  • Fundraising projects or events (this means that a proposed project for Project Application funding cannot be designed to raise funds for the organization.)
  • Scholarships, awards, and re-granting
  • Capital expenditures
  • Lobbying expenses
  • Projects by post secondary educational institutions that serve primarily student and/or faculty populations and do not serve the greater Flagstaff community
  • Activities that do not directly serve the residents and visitors to the immediate Flagstaff area
  • Administrative and/or indirect expenses
  • Fiscal agent fees in excess of 5% of the awarded grant amount

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Section III – Funding Availability

Professional Development Grants are available to support strategic planning, Board/staff training, and professional development opportunities between July 1, 2018, and June 30, 2019. Grants will be awarded between $250 minimum to $2,000 maximum.

Applicants can apply for up to a maximum of 75% of the combined costs of the professional development opportunity and directly associated travel expenses. Applicants should be able to demonstrate the ability to pay for 25% or more of the costs should the grant awarded be less than the requested amount. Professional Development grants can be used to pay for consultant fees, room rental, tuition, registration, transportation, and/or lodging. We will not pay for food.

Below are two examples of budgets for this, and associated funding request.


Example 1:

EXPENSES
Seminar Tuition $1,000
Travel/Lodging $   500
Room Rental $   300
TOTAL EXPENSES $1,800

In Example 1, the applicant can ask for a maximum of 75% of total expenses ($1,350).


Example 2:

EXPENSES
Consultant Fee $2,000
Travel/Lodging $1,500
Room Rental $   300
TOTAL EXPENSES $3,800

In Example 2, the applicant can ask for the maximum grant amount of $2,000, because 75% of total expenses exceeds the maximum grant amount.

 

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Section IV – Grantee Responsibilities

Professional Development grant recipients must adhere to all rules and responsibilities for GOS and Alternate Year grants in order to receive Professional Development grant funds.

Audits

After awarding a grant, the Arts Council may audit the grantee’s records, at any time, to verify that the grantee is complying with the terms, conditions, and requirements of the contract. The Arts Council may require that the applicant organization pay for the cost of the audit.

Report Requirements

Applicants funded for Professional Development grants must submit a final report within 30 days after the date of the professional development session. If the Arts Council does not receive either of these final reports by the due date, the organization may lose current year funding and will not be eligible for funding in future grant cycles.

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Section VI – Schedule

  • Grant Guidelines Published: no later than February 1, 2018
    Art & Science Fund Guidelines and Applications are announced and published on the Arts Council’s website at http://flagartscouncil.org/the-arts-council/grants/. The online application system is open and applicants can begin working on their applications.
  • Workshop: Guide to Art & Science Fund Grants
    Thursday, February 15, 2018, 5:00pm, at Coconino Center for the Arts
    At this workshop, Arts Council staff will provide information about this year’s Art & Science Fund grant program, including details about this new Professional Development grants.

 

  • Grant Applications Deadlines, Funding Periods, and Notifications:
    • Period One
      • Application Deadline: March 29, 2018, by 11:30pm
      • For Professional Development opportunities that occur between July 2, 2018, and June 30, 2019
      • Notification of Award Status: July 2, 2018
    • Period Two
      • Application Deadline: July 31, 2018, by 11:30pm
      • For Professional Development opportunities that occur between November 1, 2018, and June 30, 2019
      • Notification of Award Status: September 4, 2018
    • Period Three
      • Application Deadline: January 10, 2019, by 11:30pm
      • For Professional Development opportunities that occur between March 1, 2019, and June 30, 2019
      • Notification of Award Status: February 1, 2019

 

Please note: notifications will be sent by electronic mail ONLY. Notification of awards is dependent upon final allocation and approval of funding to the Art & Science Fund through the City of Flagstaff.

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Section VI – Review Criteria and Procedure

Review of Professional Development grants will be conducted by either the Art & Science Fund Grant Committee and/or the Flagstaff Arts Council Board of Directors. The committee considers the following criteria when ranking Professional Development applications:

  • Quality of Program / Appropriateness to Organization Mission and Programs
    Does the proposed activity provide quality skills, learning, and/or planning? Does the professional development opportunity apply to and/or support the arts, culture and/or science field? Does it fit well with the mission and programs of the applicant?
  • Benefit to Applicant Organization
    Will the opportunity provide benefits to the staff and leadership of the applicant organization? Is the proposed consultant or teacher have appropriate experience and qualifications?
  • Appropriateness of Budget and Request
    Does the request cover appropriate costs that are directly applicable to the professional development opportunity? Does the applicant demonstrate ability to pay for an appropriate portion of the costs?

All announced grant awards are subject to change by the Arts Council based on the availability of Bed, Board and Beverage (BBB) Revenues as approved by the City Council for the City of Flagstaff.

 

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Section VII – How To Apply Online

Applications for the Art & Science Fund will be accepted online only. Applications must be submitted online before the application deadline. Late applications will not be accepted.

To apply, complete the form on the Arts Council website here. Our offices are open Monday-Friday, 9am-5pm. If you have questions, you can call (928) 779-2300, and ask for Kris or JT. Questions may also be submitted to info@flagartscouncil.org.

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