Art & Science Fund Grants
July 1, 2019 – June 30, 2020 Grant Application
Guidelines & Instructions for Project Support Grants
Application Deadline: Friday, March 29, 2019, 11:30pm
Section I – Introduction
Flagstaff Arts Council is dedicated to providing opportunities in the arts, sciences and culture. 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 non-profit organizations to submit proposals for arts, science, and cultural activities taking place in the immediate Flagstaff area between July 1, 2019, and June 30, 2020, through the Art & Science Fund grant program.
Project Support grant funding is for non-profit organizations, and departments and schools within post-secondary education institutions, which can apply for funding for arts, cultural or science-based programs that take place in the greater Flagstaff area.
Organizations do not need to be arts, cultural or science institutions based on their mission statement; however, the project for which funding is being requested must be an arts, cultural and/or science-based project with direct public benefit to residents of and visitors to the greater Flagstaff area. These include, but are not limited to, festivals, exhibitions, theatrical productions, concerts, workshops, seminars, performances, and lectures.
There are three types of Project Support applications that will be accepted and eligible for consideration (please see Section II, Eligibility, Who Can Apply, for full descriptions):
- Art, culture and/or science-based projects proposed by 501c3 non-profit organizations that are not eligible or do not wish to apply for General Operating Support grants. The maximum request is $20,000.
- Art, culture and/or science-based projects proposed by departments or schools within post-secondary education institutions. The maximum request is $5,000.
- Art, culture and/or science-based projects proposed by applicants for General Operating Support, wherein the project is outside the scope of the applicant’s regular programming scope. The maximum request is $5,000.
NEW: The application requires that applicants use standardized Arts Council forms to provide the list of organization staff and organization Board of Directors. Applicants will download the forms from the Arts Council website, complete the forms, save them as .pdf format and then upload the completed save .pdf form into the CommunityGrants online application portal where instructed. Use of Arts Council forms is REQUIRED – no other format will be accepted.
Additionally, Project Support applicants must use the Project Budget form provided by the Arts Council. This is similar to the budget form that has been available in prior years. This also must be uploaded in .pdf format to be accepted.
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.
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, email email@example.com or call 928-779-2300, option 8.
Section II – Eligibility
Who Can Appl
Project Support grant funding is for non-profit organizations, and departments and schools within post-secondary education institutions, which can apply for funding for arts, cultural or science-based projects that take place in the greater Flagstaff area.
“Greater Flagstaff area” is defined as the regional area in and around Flagstaff, Arizona, roughly based on the Flagstaff Metropolitan Planning Organization (FMPO) map shown below. Proposed projects should take place within this area. If they do not take place in this area, the applying organization must make the case that the project will directly serve residents of and visitors to the greater Flagstaff area, as defined by the map below.
Non-GOS Project Applicants
Non-profit organizations that are either not eligible or do not wish to apply for General Operating Support may submit one application each in this current grant funding cycle, with a maximum request of $20,000. Individuals or groups that do not have non-profit status may apply under a fiscal agent that is a non-profit organization.
Post-secondary Education Institutions
Post-secondary education institutions are permitted to submit up to a maximum of 4 (four) applications with a maximum request of $5,000 per application. A department or school within the larger institution must propose applications; one application per department is permitted. A letter signed by the chair and/or dean of the department or school must be submitted which authorizes the grant request
In order to meet the requirement for direct public benefit, these applicants must show that their proposed project has an impact on the larger community of residents and visitors to Flagstaff. A proposed project should not be limited to the school campus, its facilities, its students and/or its faculty. In instances where a project must solely be located on campus due to unavailability of other venues and/or resources, the applicant must show evidence of the direct involvement in planning or production of off-campus partners or collaborators, and of its ability to attract off-campus audiences.
Organizations that are eligible and applying for General Operating Support in this grant cycle may submit one additional application for Project Support with a maximum request of $5,000. Applicants for these grants must show that the proposed project is outside the scope of the organization’s regular programmatic activity and serves a different or larger audience than its typical programming.
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
- 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
Section III – Funding Availability
Project grants are used to cover program costs for a single project. These costs may include facility rentals, travel, equipment, marketing, supplies, training, membership, and specific program activities. Salaries and personnel costs may be included if they are programmatic rather than administrative.
Proposed projects from all applicants must have a 1:1 cash match. In other words, the applicant may only apply for a maximum of 50% of actual proposed cash expenses applicable to the proposed project. In-kind support does NOT count towards this match.
Applicants approved for funding will receive grant funds in either four separate and equal quarterly payments, or two quarterly payments scheduled nearest to the dates of the project. These payments will be made in August and October 2019, and January and April 2020.
Section IV – Grantee Responsibilities
Upon signing a service agreement for funding, the grantee must provide two separate Certificate of Liability Insurance forms showing proof of liability insurance with a minimum coverage of $1,000,000. One document must name the Flagstaff Arts Council as additional insured. A separate document must name the City of Flagstaff as additional insured. Be sure to include the cost of this insurance in your organization’s budget.
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.
Funded organizations must acknowledge the support of Flagstaff Arts Council and the City of Flagstaff – BBB Revenues in advertisements and promotional materials. The Flagstaff Arts Council’s logo and the City of Flagstaff’s BBB logo must be used when possible and can be obtained on the Arts Council website. Detailed requirements for this acknowledgment will be provided with the service agreement upon acceptance of grant funding.
Recipients of Art & Science Fund grants will also be required to show the logo for Flagstaff365.com on the recipient organization’s webpage associated with the funded project (if applicable), and the logo must link to http://flagstaff365.com. Flagstaff365.com is the comprehensive online calendar of events for Flagstaff; it is a free service provided in partnership between the City of Flagstaff and Flagstaff Arts Council. Detailed information about this will be provided in grant award packets in July 2019.
All applicants that were funded in the last two years must submit a final report through the online grant portal by the stated deadline in the contract for that grant. The Final Report instructions will be emailed out to the application contact listed after the completion of the funded fiscal year.
Applicants funded in the 2018-2019 grant cycle must submit a final report by August 15, 2019.
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.
Section V – Schedule
All activities and meetings take place at the Coconino Center for the Arts, 2300 N. Fort Valley Road, Flagstaff, Arizona, unless otherwise noted. All meetings listed herein are open to the public; however, public comments will not be allowed during Committee and Board meetings.
- Grant Guidelines Published: no later than February 1, 2019
Art & Science Fund Guidelines and Applications are announced and published on the Arts Council’s website at https://flagartscouncil.org/the-arts-council/grants/. The online application system is open and applicants can begin working on their applications at this time.
- MANDATORY Information Session: Guide to Art & Science Fund Grants
ATTENDANCE REQUIRED Tuesday, February 5, 2019, 5:00pm
Or Wednesday, February 13, 2019. 5:00pm
At this workshop, Arts Council staff will provide information about this year’s Art & Science Fund grant program. It is necessary that a representative of the organization (preferably the grant writer) is in attendance.
- Grant Applications Due: Friday, March 29, 2019, by 11:30pm
All grant applications must be submitted in the Arts Council’s CommunityGrants online portal no later than Thursday, March 29, 2018, at 11:30pm. Late applications will not be accepted.
Please note: only online submissions of applications will be accepted.
- Art & Science Fund Committee Meeting: Wednesday, April 10, 2019, at 5:00pm
The Committee meets for the first time to receive applications and review eligibility.
- Applicant Presentations to Art & Science Fund Committee:
Tuesday, May 21, 2019, 5:00-8:30pm, and
Tuesday, May 28, 2019, 5:00-8:30pm
Attendance by a representative of your organization at your scheduled presentation is REQUIRED; failure to attend will result in the AUTOMATIC DISQUALIFICATION of your grant application.
- Each eligible grant applicant will give a four (4) minute presentation to the Art & Science Fund Committee, followed by a four (4) minute period for questions and answers. You may make verbal clarifications, report any new developments within your organization since the application date, and distribute any brochures. No rewrites of the application or budget forms will be accepted. No further information will be accepted after the presentation. It is important that you bring representatives who are knowledgeable about your organization, your application and your project finances.
An Arts Council staff member will contact you by email to schedule your presentation time during the dates/times listed. No appointments are available; applicants agree to be available for both May 21 and 28 by submitting an application. Art & Science Fund Committee Meeting: Saturday, June 8, 2019, 9:00am-4:00pm
The Committee reviews, discusses and ranks all applications.
- Art & Science Fund Committee Meeting: Wednesday, June 12, 2019, 5:00-7:00pm
The Committee meets for a final review and to make funding allocation recommendations.
- Arts Council Board of Directors Meeting: Wednesday, June 26, 2019, 4:30-6:00pm
The Arts Council Board of Directors meets to review and approve the final allocation of the Art & Science Fund.
- Notification of Grant Awards: no later than Tuesday, July 2, 2019
Notification letters are emailed to all applicant organizations. Please note: notification 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.
- Signed Contracts due: Thursday, August 15, 2019, by 5:00pm
Grant award packets and contracts are sent out via email to funded applicants mid-July. Signed contracts and documents must be returned to the Arts Council by August 15.
- Grantee Celebration – late August 2019
The Arts Council will host a celebration for the 2019-2020 grant recipients. Grant recipients are required to attend this Grant Award Celebration in late August to receive funding.
- Previous Year Final Reports Due: Thursday, August 15, 2019
All recipients of Art & Science Fund grants in last year’s program (FY 2018-19) must submit their final reports by August 15, 2019. Failure to submit final reports on time will result in termination of funding for the FY 2019-20 program, and may additionally make an organization ineligible for future grant funding.
- Final Reports Due: Friday, August 14, 2020
All applicants who are funded in the 2019-2020 grant cycle must submit a final report by August 14, 2020. Additionally, financial reports must be delivered to the Arts Council through the Cultural Data Project at a date to be announced later. Final reports in this cycle will be submitted online.
Failure to submit final reports on time will result in termination of funding for the current year, and may additionally make an organization ineligible for future grant funding.
Section VI – Review Criteria and Procedure
The Art & Science Fund grant committee consists of up to 10 volunteers who are citizens of Flagstaff. The majority of Committee members are not members of the Arts Council Board and not affiliated with the Flagstaff Arts Council in any other capacity. These volunteer committee members read, review and rank all applications and determine funding allocations for the Art & Science Fund.
The committee considers the following criteria when ranking applications:
- Quality of Project / Scope of Work
The project exhibits quality in art, culture and/or science
Project fits Art & Science Fund goals
Scope of work is relevant to the larger industry of art, culture and/or science
Project contributes to the quality of life in Flagstaff
Project utilizes qualified artists and/or experts with a proven track record of quality
- Public Benefits / Community Outreach
Project provides direct public benefit to Flagstaff area residents and/or visitors
Organization has an effective marketing and outreach approach
Evidence of community involvement in planning for the project
Project does not replicate services in the community
- Administrative and Leadership Capacity
Strong leadership with proven track record of success
Board is representative of the community and serves without compensation
Organizational capacity to raise funds and acquire resources to carry out project
Evidence of strategic planning
Expertise in given art, culture or science field appropriate to the program
- Financial Status and Fiscal Management
Evidence of controls to ensure proper management of funds
Board involvement in financial oversight and accountability
Organization is in a strong financial position
Submitted financials connect to and make sense with the submitted narrative
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.
Section VII – How To Apply Online
Applications for the Art & Science Fund will be accepted online only. Applications must be submitted through this online program by Friday, March 29, 2019, by 11:30pm Arizona Time. Late applications will not be accepted.
The application requires that applicants use standardized Arts Council forms to provide the list of organization staff and organization Board of Directors. Applicants will download the forms from the Arts Council website, complete the forms, save them as .pdf format and then upload the completed saved .pdf form into the CommunityGrants online application portal where instructed. Use of Arts Council forms is REQUIRED – no other format will be accepted.
It is strongly recommended that applicants submit their proposals at least two days prior to the stated deadline of March 29, 2019. This helps to ensure that, should you encounter any issues and need technical assistance, Arts Council staff and customer support will be available to assist you prior to the application deadline.
The online CommunityGrants portal for grant applications allows the user to save work and return to the application later. However, the program does not have a spell-check functionality. We recommend that users write and edit their application answers offline in a word processing software program such as Microsoft Word, and then copy/paste each answer into the online system. This will also ensure that a back-up copy of all your work is saved should any technical difficulties arise with online access.
To register to use the CommunityGrants online portal:
- First-time users: You must first contact Arts Council staff to receive a username and password to log in to the CommunityGrants online portal (if you have a username and password from last year, skip this step). Call us at (928) 779-2300 during regular business hours (Monday through Friday, 9am-5pm). Primary staff contacts for this is Kris Kosola. Your username and password will be sent by email to you.
- Visit http://flagstaffculturalpartners.force.com/grants to login. Enter your username and password you received by email, then click “Login.”
- Click on the large “Apply” circle button, or click on “Funding Opportunities” at the top. Once you do, you will see the three types of applications for which you can apply: 1) General Operating Support, 2) Project Support, and 3) Alternate Year. Click “apply” next to the application you wish to submit.
- Click “apply now,” then click “start application.”
- You are in the application, and may begin entering information. On the left side, there is a navigation list of the sections for the application. Be sure to save your application frequently. Your application saves whenever you click “Previous Section” or “Next Section.” Alternatively, you may click “Save Draft,” although that button saves and takes you out of the application.
- You will be required to upload certain documents to complete your application. Please note that documents must be in .pdf format.
Once you have entered information in all required fields in all sections, the “Submit Funding Application” button will become active to click. Please note: once you click “Submit Funding Application” your application will be submitted and no longer available to edit or change.
Our offices are open Monday-Friday, 9am-5pm. If you have questions about the online CommunityGrants portal, email firstname.lastname@example.org or call 928-779-2300, option 8.