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10.17.18 BAC Packet Boulder Arts Commission Retreat Agenda October 17, 2018, 4 p.m. Location: CU Boulder Museum of Natural History (15th and Broadway, Boulder, CO 80309), Paleontology Hall 1. CALL TO ORDER Approval of Agenda 2. REVIEW OF MINUTES 3. PUBLIC COMMENT 4. MATTERS FROM GUESTS 15 minutes Jane Brautigam 5. DISUCSSION: COMMUNITY CULTURAL PLAN 45 minutes A. Revisit the Cultural Plan B. Phase Two “Refresh” C. 2019 Work Plan 6. PUBLIC ART PROGRAM 15 minutes A. Update on Experiments in Public Art and University Hill Break for dinner and tour. 45 minutes 7. GRANT PROGRAM 90 minutes A. ACTION: Grant Reports i. BaoBao Foundation, Akoma, Beat of the Heart, $10,000 B. ACTION: Christopher Pagliaro Cultural Field Trips Fund grant funding C. DISCUSSION: BVSD refund of 2013 grant funds D. DISCUSSION: 2019 Grants Cycle Blueprint i. Staff Presentation ii. Clarifying Questions from the Commission iii. Public Hearing iv. Commission Discussion and Advice 8. COMMISSION BUSINESS 60 minutes A. DISCUSSION: 2018 Priorities Letter to Council 9. MATTERS FROM STAFF 30 minutes A. Questions about the Manager’s Memo – Matt B. 2019 Meeting Planning – Celia C. Update on the 2019 Budget – David 10. ADJOURNMENT 1 CITY OF BOULDER BOULDER, COLORADO BOARDS AND COMMISSIONS MEETING MINUTES Name of Board/ Commission: Boulder Arts Commission Date of Meeting: September 19, 2018 at the Museum of Boulder, 2205 Broadway, Boulder, CO 80302 Contact information preparing summary: Celia Seaton, 303-441-3206 Commission members present: Felicia Furman, Kathleen McCormick, Devin Hughes, Erica Joos Commission members absent: Mark Villarreal Library staff present: Matt Chasansky, Office of Arts & Culture Manager Lauren Click, Coordinator, Grants Mary Haan, Coordinator, Programs for Artists Mandy Vink, Public Art Coordinator David Farnan, Director Celia Seaton, Administrative Specialist City staff present: None Members of the public present: Arnie Jacobson and Vicky Johns of the Qualitative Research Center, Nancy Smith of Frequent Fliers Aerial Dance Company, Marda Kirn of EcoArts Connections, Ann Norton of Briah Danse, Ken Wilson of The Museum of Boulder Type of Meeting: Regular Agenda Item 1: Call to order and approval of agenda [0:00:55 Audio min.] The meeting was called to order. McCormick, serving as chair in Villarreal’s absence, asked the group for any addendums or changes to the agenda. There were none. Furman moved to approve the agenda. McCormick seconded, and all were in favor. Agenda Item 2: Review of Minutes [0:01:42 Audio min.] Item 2A, Approval/Review of August 2018 Meeting Minutes McCormick asked the commission for changes or addendums regarding these minutes. Furman moved to approve the August minutes, Hughes seconded, and the motion was unanimously approved. Agenda Item 3: Public comment [0.03.20 Audio min.] Note: members of the public are encouraged to comment on any topic except for the agenda item 6B: 2019 Grants Cycle Blueprint. The Commission will hold a separate comment period during that portion of the meeting. Ken Wilson, president of the board of trustees at the Museum of Boulder, welcomed the group to the building. Chasansky thanked him for hosting the Arts Commission for the evening. Agenda Item 4: Matters from Guests [0.04.45 Audio min.] Haan, along with Johns and Jacobson, presented preliminary findings from the Artist Census Survey (see handouts). Quantitative data was received from 300 professional artists. Slightly more than half of respondents were > age of 55, living in North Boulder. With 36% earning a household income below the living wage, supplementation is necessary for the majority (80%). The focus groups brought together 33 professional artists, interviewed for qualitative information. Johns and Jacobson explained their effort to get “underneath the numbers” during the focus groups, to dig deeply into the life of an artist in Boulder. Discussion of challenges “surviving and thriving” (Haan emphasized the psychological nature of “thriving” - not implying enormous economic success, but rather the ability and accessibility of space to create and share.) Love living here but “constant struggle to stay afloat.” Big disconnect characterized as “the squeeze” whereby income hasn’t kept up with inflation. After securing shelter, the “number one practical felt need is the scarcity and affordability of spaces to create, perform, and show their work.” Indicated opportunity for the city to provide programs that help support artists 2 navigate the business side of art through professional development or pooled resources. Feedback also indicated that the grants process requires an investment of time that is difficult to justify. Opportunity: ensure grants application processes are in-line with the award amount and likelihood of success. Jacobson: Boulder is not seen to have a thriving art scene, instead “little pockets” of creativity. Artists feel siloed, separate from each other. The number of “emotional felt need” is greater connection to Boulder Arts Community. Sentiment that Boulder artists are undervalued by the city and business community (patrons going outside the area when adding to their collections). Goal- find ways to garner support from the new commercial players in town. Opportunity exposed to “create an initiative to celebrate Boulder’s local top talent and raise the profile and credibility of the arts community overall.” Surviving as a Boulder artist is challenging, but this study revealed opportunities for community initiatives to change this. These findings will be used in the next phase of the cultural plan. McCormick wondered about the “emerging group” and whether they have younger age and homeownership in common. Johns replied affirmatively. Farnan asked about any broader comparisons with the community. How is “the squeeze” felt for Boulder residents in general comparing cost of living and income? Johns: while certainly true for Boulder in general, artists don’t always have a place to go to work (accessibility issue). Joos: “the reality that this is an artistic community that doesn’t feel like one” should be our focus, noting the need to not “get stuck.” McCormick wondered about the connection between what she views as a thriving arts environment full of choices/opportunities versus individual artists’ feedback otherwise. Johns emphasized the call for visible celebration “at a more obvious level” (i.e., Longmont’s fuse boxes). Hughes suggested dispatching a calendar at start of the season with nonprofit submissions, touching all households in the area. The survey analysis will be completed along with focus group compilation - a final report is expected in November of 2018. Agenda Item 5: Public Art Program Items [0.53.59 Audio min.] A. ACTION: Public Art Implementation Plan Update – Vink presented alongside a slide deck (see handouts). Upcoming temporary projects include Helanius Wilkins’ laissez les bon temps rouler, Collin Parson’s Stele and Ostium, Christopher Warren’s NoBo mural You Are Here, and the Creative Neighborhoods projects. Vink also noted recent accomplishments that correlate with 2017-2018 community feedback (civic area happenings, unexpected locations, North Boulder, interactive elements, light art). Providing an overview of 2018-2020 projects, Vink spoke to the maintenance and conservation efforts and needs as well as creating GIS mapping database. Focus will look different from the previous two years as nearly 20 temporary projects have been hosted over that timeframe. Installation on any significant works not anticipated until late 2019 (Civic Area) and late 2020 (transportation projects). Timelines significantly longer than the temporary projects as they work in concert with other departments and capital construction plans. Growth of communications plan (tours, online programs). Joos moved that the commission makes a recommendation to the City Manager’s Office to approve these updates to the Public Art Implementation Plan, and Furman seconded. All were unanimous, and the motion carried successfully. Agenda Item 6: Grant Program Items [1.11.45 Audio min.] A. ACTION: Grant Reports 1. Alex Milewski, Flow Movement teacher training in Boulder, CO, $500 2. Andrew Neely, Intermediate Writing with The Onion online, $465 3. Bailey Harper, Emanuel Gat Dance Summer Intensive in Rome, Italy, $1,000 4. David Kansuke Wheeler, World Shakuhachi Festival London 2018 in London, Great Britain, $1,000 5. Leah Woods, Bates Dance Festival in Portland, ME, $1,000 6. Museum of Boulder, Da Vinci Machines, $10,000 7. Molly Kathleen Kittle, 2018 Alexander Technique Congress in Chicago, IL, $1,000 8. Nicholas Caputo, Musicological Study of Bulgarian Folk Music in Breznitsa, Bulgaria, $1,000 McCormick loved reading the reports, though in some cases she thought that some more information should be elicited. Greater acknowledgement, gratitude, and explanation of how they plan to enrich the community – how will you pass this along what has been garnered from this experience to the greater arts community. She requested a note to review the language and to place good examples online. Joos commented that she does not want a “mandated thank you,” but thinks the community impact piece is important. Click agreed. Furman 3 moved to accept the reports by Milewski, Neely, Harper, Wheeler, Woods, The Museum of Boulder, Kittle, and Caputo. Joos seconded, and all were in favor. B. ACTION: Update and Changes to the Equity Grant (Indigenous Peoples Day Enhancement Grant) Northern Colorado United National Indian Tribal Youth Council, one of the recipients, declined the monies as there wasn’t enough time to properly proceed with their project. The Human Relations Commission redistributed to their other grants. The commission agreed that they would indeed like the money returned to the pool of unspent funds. The remaining grant recipients can be viewed on the handouts. C. DISCUSSION: 2019 Grants Cycle Blueprint 1. Staff Presentation and Recommendations – Chasansky spoke to the staff recommendation to not change the funding structure to encompass the larger art groups. This hypothetical grant would extend further than the 3-year cycle and thus enforce previously made decisions upon a future commission. There is also nothing “special” about the larger groups versus the smaller that would necessitate removal of competition. Competition is a benefit to the grants program, this has been a guiding belief of the current commission. i. Grant Program Structure (funding structure) Staff recommendation: not replicating 2018 grant levels, but rather including an inflation increase either with (A) Max GOS or (B)Variety model, both with four tiers. McCormick: what is the possibility in all categories of budgets >$1,000,000. Chasansky: best guess, 6 organizations. He noted the rate of competition as 64-66% in each category. Joos: variety model seems to “leave more doors open” for opportunity. Hughes: in a smaller group, the risk is higher. He suggested “skewing [the percentage of funding] more toward the mid and the small” as “government should be helping the little guy.” Furman: prosperity can be shared, no need to favor the smaller groups. Hughes: “in theory, that’s nice but it doesn’t work like that in practice.” McCormick: the four-tier model appeals much more than the present situation. Disapproved any further reductions from the largest entities in our community. McCormick would like to see more project grants being offered. Farnan indicated how both scenarios shift monies to favor organizations, with a disproportionately higher amount supporting small and medium organizations. Furman favored the Max GOS model, but desired to retain some community project org grants (perhaps $5,000 each instead of $10,000). Joos and Hughes liked Variety model. McCormick favored a hybrid of the two, without inflation increase; she also noted that the Variety model includes too many professional development grants. ii. Grant Program Structure (partnership with HRC/Equity Grant) Commission went with the staff recommendation to replicate 2018 pending reports. iii. Process policies – staff recommends that there not be blackout dates – rather, grants staff can give the pending report list to the commission and panel with the reports pending. Furman suggested requesting an update report. McCormick favored blackout dates. Joos: too many variables. iv. Distribution of draft 2019 grant schedule and considerations v. Professional development grant – staff recommend that the PD applications be decided through administrative approval (like rental assistance). Discussion of the recommended criteria. vi. Artistic Excellence – staff recommend eliminating this question and integrating it into the Community Priorities question to streamline the application process. Joos, Furman, and Hughes agreed. McCormick likes the Aesthetic Perspectives and Vibrancy Index for their reach away from the western model. Next steps will involve budget categorizations from the GIA for GOS applicants, review of texts with commissioners and the city’s legal department, and panel applications and interviews planned for 11/1 at 6PM in the Canyon Meeting Room. Click noted grant workshops (locations TBD) on 11/27 and 12/11. 2. Questions from Commissioners 3. Public Comment – Marda Kirn, affiliated with EcoArts Connections – “great work.” Called for renewal of community project grants as well as offering lower levels of $3,000 and $5,000; this supported an “upwelling of new ideas.” Suggested 4 APPROVED BY: ATTESTED: _________________________________________ ________________________________________ Board Chair Board Secretary _________________________________________ ________________________________________ Date Date retaining Artistic Excellence criteria while perhaps changing the way it is judged, expanding vantage point, polling for diverse opinion. Re: blackout dates – she understands the need to complete project within a calendar year assuming the grant process doesn’t take most of that year. Also thinks that the big organizations can afford to get “slivered off” financially in grant structure, especially to allow for the community project grants. Suggested gathering all these larger organizations to figure out how we can make the pie carving fair but “really, we need a bigger pie.” Also, “there are weirdnesses that happen,” blackout dates are not helpful. Ann Norton, affiliated with Briah Danse – Supportive of Kirn’s statements regarding Artistic Excellence. Within the dance community, “a certain quality within the bounds of [certain] trusts” is already met. Some put out a very different standard than what these trusts require. It would be fruitful to ask artists in the field what they consider “good.” How can one forecast if and how something is going to impact the community? Puts the dance company at a disadvantage- they are trying to bring quality to the stage already appealing to these trusts. Ken Wilson, previously served on City Council as well as the Water Resources Advisory Board and thus aware of constraints within a city budget. Believes brick and mortar institutions should be separated out with a separate budget line. Involved in the MOB, he understands the need for a longer-term funding model. Also, re: artistic excellence – spoke to the “strong bias for arts” over culture. MOB has unsuccessfully competed many times for operational money, scoring low for the artistic element because “[they] don’t have art, [they] have culture.” Nancy Smith, affiliated with Frequent Fliers Aerial Dance Company – her group has been “tiny” and now “large.” While housed at The Dairy, the group transitioned into the large category – however, overhead spiked after moving out. Huge amount of risk, so much overhead and can’t charge enough in ticket prices or class tuition – “community won’t pay it.” FFADC is comprised of artists in the staff doing administrative work. Agenda Item 7: Commission Business [2.47.40 Audio min.] None. Agenda Item 8: Matters from Staff [2.47.44 Audio min.] A. DISCUSSION: Questions About the Manager’s Memo – Chasansky asked about any questions on the draft memo to council planned for an October 4th submission. Furman and McCormick both liked it. B. Update on the 2019 Budget – Farnan reported on the city’s recommended budget which recognizes a $5.6 million cut overall. October 2nd will be the first reading, October 16th second, and 3rd toward the end of November. Overall percentage cut is about 9%. Some small reductions in the arts budget’s public events as well as the Fellowship Program. Farnan welcomed questions. C. DISCUSSION: 2018 Retreat – Chasansky and Seaton announced that this year’s retreat will take place on October 17th at CU Boulder’s Museum of Natural History at 4PM. The agenda will be sent in a subsequent email. Agenda Item 9: Adjournment [3.00.16 Audio min.] There being no further business to come before the commission at this time, the meeting was adjourned. Date, time, and location of next meeting: The next Boulder Arts Commission meeting will be replaced by the annual retreat at 4 p.m. on Wednesday, October 17, 2018, at the CU Boulder’s Museum of Natural History located at 1030 Broadway, Boulder, CO 80309. 5 TO: Members of the Boulder Arts Commission FROM: Matt Chasansky, City of Boulder Office of Arts + Culture DATE: October 12, 2018 SUBJECT: Manager’s Update for the Boulder Arts Commission Retreat on October 17, 2018 1.Notes on the October Agenda The October meeting will be extended for our annual retreat. Please take note of the earlier start time. And, note the location: the CU Museum of Natural History Paleontology Hall. >5, Community Cultural Plan – During the retreat, staff will facilitate a “refresher” on the Community Cultural Plan. This is intended to be a discussion for the Arts Commission to make sure the Cultural Plan continues to be a useful tool in our programs, and to align the perspectives of the members of the commission around the community’s priorities and vision for culture. If helpful, staff recommends a quick look through the Cultural Plan documents, available on the Office of Arts and Culture website. >7B, BVSD refund of 2013 grant funds – Staff was contacted regarding the return of funds from an Arts Education project grant funded in the 2013 cycle for the "Tower of Light" project. The grant application included a zoetrope created by students with George Peters that was to be installed on the exterior of Boulder High School. The zoetrope was created, and the artist was paid, but following the 2013 flood it was not installed as planned; funding and energy were directed to more urgent matters. The grant contact, Virginia Schick, continued to raise funds to have the zoetrope installed but it has not come to fruition. Boulder High School returned the funding to the grant program. During the meeting, we will ask if commissioners have any last questions before considering the grant closed. The funding will be added to the unspent surplus funds, which will be part of the discussion at the November meeting. >7D, 2019 Grants Cycle Blueprint – In Attachment One, please find a preview of the presentation on items that remain for discussion regarding the 2019 grants program. During the meeting, staff will provide a presentation and ask the commissioners for any last advice before finalizing all the application and scoring documents. This agenda item will include a discussion of the proposed new grant funds that City Council has recommended be added to the 2019 program. More information on this can be found in the staff updates section, below. Also, please find in Attachment Two a current draft of the 2019 grants cycle documents. This gives commissioners a chance to review how staff have been assembling changes to the grants program into the application and scoring process. During the meeting, we will respond to any last questions or advice before incorporating final changes and publishing the applications. This is a long document with much repeated information from the previous cycle that is important to include fully for the record. To make your review easier, we also provide commissioners with links to this document as well as red- line version showing all changes in both PDF and Word formats. Those versions can be downloaded at the website: [address]. Use your grant panelist credentials to access them. Please get in touch with Lauren Click if you have any trouble. Staff would like to thank Arts Commission member Kathleen McCormick and Art Fidel from the Human Relations Commission for their time reviewing the language of these documents. >8A, 2018 Priorities Letter to Council – Each year, City Council requests that all boards and commissions submit a letter with recommendations for policy, programmatic, and budget priorities in the coming year. During the October retreat, the commissioners will discuss the components of the letter. Staff will ask for a volunteer to draft the letter. The goal is to have a final version ready to send after the November meeting of the Arts Commission. For your reference in Attachment Three is last year’s letter to Council. >9B, 2019 Meeting Planning – In Attachment Four please find a draft meetings calendar which details the full schedule of 2019 Arts Commission meetings and expected agenda items. During the retreat, we will ask for feedback from the commissioners on a) what topics or issues should be added for discussion, b) what guests commissioners would to hear from, and c) ideas on venues for off-site meetings. 6 2. Commission Correspondence In Attachment Five, please find copies of email correspondence received by the Boulder Arts Commission during the period between the publication of the September and October 2018 packets. 3. Liaison Reports Below please find reports from liaisons to General Operating Support Grant recipients: From Felicia Furman, liaison to The Catamounts. Commissioner Furman spoke with The Catamounts Director Amanda Berg Wilson in her Boulder office during August of 2018. The conversation centered on the difficulties of realizing the Rausch piece in Boulder, since this type of work had never been done before here in Boulder. Rausch was an immersive outdoor theater piece based on the Greek myth of Persephone and the return of spring and had an open air setting in the hills, paths and trees below the Flatirons of South Boulder. Amanda expressed that there was no template for this kind of work, and it was a big risk. Ultimately, although it was a successfully production, it was under-resourced and would need dedicated grant money to this type of production again. This being said, Amanda felt that the GOS grant has been extremely important to the organization and has allowed the organization to quit “chasing projects.” It helped leverage funds from SCFD and CCI and created a more professional and predictable environment even though they function with only one ½ time paid position. The Catamounts have built a cash reserve and has increased artists’ pay during the past year because of the GOS funds, and they will be able to contract out for some services. This year, The Catamounts has produced 2 regular premieres, hosted 2 – 3 residencies, hosted 2 community “Feed” events and has produced two intensive sessions with young artists. She notes that others who received COG funds may not have produced as many expansive events but still receive the same amount of COG money. Amanda laments, there must be a better, fairer way to allocate money. One idea is to base the amount on a percentage of operating expenses. From Felicia Furman, liaison to Local Theater Company. I met with Pesha Rudnick, the founding artistic director of Local Theater Company at the Box Car coffee house on Friday, October 5, 2018. The mission of Local is to discover, develop and produce new American plays many of which have gone on to be produced with critical acclaim on off-Broadway and around the country. In addition, they offer effective literacy programs using the special power of theater, and strive to contribute to Boulder’s vibrant arts community. A highlight this year is new funding from the Shubert Foundation, a nationally known theater foundation particularly concerned with local support of the work of theater companies. With the multiple years support of the Boulder Arts Commission, as well as SCFD, Local was able to proudly demonstrate that the local community is invested in the viability of the Local organization. Pesha spoke to the need to review the methodology of the operations grant program, considering a range of funding based on a percentage of the budget. Paramount was her concern about there being accountability of operation grant recipients and that recognition in some form be given to those who actually succeed in, for instance, hiring actors of color, which they have been able to do in most of their productions. To ensure that there is money available, they will look to decreasing the number of productions so that more funds are available to hire a diversity of actors. When asked what would happen if they didn’t receive the operations grant next, Pesha thought that the outreach position might have to be cut. Overall, I was very impressed by the enthusiasm shown for taking seriously the mandate to incorporate more people of color in productions and positions of authority. Offering less but more fulfilling production seems a reasonable strategy for this theater company. 4. Staff Updates 7 City Council conducted the first public hearing on the 2019 City budget at their meeting on Oct 2, 2018. During the discussion, Councilperson Bob Yates recommended additional funds be added to the Cultural Grants Program budget to set up a special grant for organizations that operate facilities. The key points that all council members present agreed to include that a) $250,000 be set aside for this grant, b) it be added to the Cultural Grants Budget for a new, separate category for organizations that operate “arts, education, and possibly science” venues, c) the money be distributed by a competitive selection, d) it not interfere with the General Operating Support grant applications, and e) the new funds should free up other grant money to go to small organizations and individual artists. The City Manager and budget team responded that the funds could be sourced from the portion of the budget that is not yet assigned in the general fund. It will not have an impact on any other part of the 2019 city-wide budget including the existing grants program. If commissioners have not already done so, staff recommends reviewing the video found on the City’s YouTube channel. Fast forward to about 3:57:00. Council will next discuss the budget at a public hearing on Oct 16, 2018. Staff will update the commission during the October retreat. Staff continues to work with the Development Services Division and other city departments on review of the effect of regulations on art in public places. Staff continues to support the team coordinating the Community, Culture, and Safety Tax. Work continues on the cultural asset map project. A significant update to the boulderarts.org website is underway. In collaboration with Denver Arts and Venues staff is planning gathering of chief executives at Front Range local arts agencies to take place on Dec 6 in Denver. > Grants and Programs for Organizations The 2018 grant applications are available at boulderarts.org. The following Cultural Field Trip Fund grants were awarded prior to the meeting: - Columbine Elementary School (classroom of Jen Hutman) to the Nomad Playhouse to see Little Red Riding Hood performed by Boulder Opera, $1,500 - Columbine Elementary School (classroom of Stephanie Fida) to the Macky Auditorium Concert Hall for the Boulder Philharmonic Orchestra Discovery Concert, $695 - University Hill Elementary (classroom of Laura Myers) to the Frequent Flyers Aerial Dance: Kids Who Fly program, $2,000 In Attachment Six, please find an updated cultural grants program 2018 budget. The next Cultural Organizations Summit will occur on Tuesday, Dec 1 from 5 to 7 p.m. and cover equity and inclusion topics. Work continues on planning for the 2019 grants cycle. > Public Art Program Public Art Commissioning Updates: - Diagonal Highway (Christian Muller/Totems): Fabrication. This project was initiated through Transportation prior to the new Public Art Policy and received contingency funds from CCSv1 for completion. - Civic Area Temporary Commission (Parisa Tashakori/Hello Boulder): Project Development. Anticipated install Oct 15, 2018 - Civic Area Temporary Commission (Helanius Wilkins/ laissez les bon temps rouler): Complete - Civic Area Temporary Commission (Collin Parson/ Stele and Ostium): Installation scheduled for October 16 at the southwest corner of 13th and Canyon near the bandshell. This work will remain on display through Spring 2019 and received unanimous approval for loan via the Standing Selection Panel http://www.collinparson.com/new-gallery- 5/2017/9/25/currently-on-view-at-westlands-park-greenwood-village-co 8 - Civic Area: 11th St. Spine Signature Artwork: Final Design. Adam Kuby: anticipated community announcement Dec 2018 http://www.adamkuby.com - University Hill: Pre-Selection. - North Broadway: Preliminary Design. Sharon Dowell: http://sharondowell.com - Arapahoe Underpass: Final Design. Michelle Sparks: http://michellemsparks.com. - 30th and Colorado Underpass: Contracting. Rosie Fivian and Ransom Beegles. - Foothills Underpass: Contracting. Carolyn Braaksma. - NoBo Library: Pre-Selection - Restroom Renovations: Pre-Selection - Scott Carpenter Park: Pre-Selection - Fire Station 3: Pre-Selection - CAGID Garage Art Public Art Program: On Hold Community-Initiated Projects Updates: - Downtown Boulder Partnership Donation: Pre-Approval Process - Melanie Yazzi donation proposal: Staff has begun conversations with a local donor about an offer to purchase and donate to the city a work by local artist Melanie Yazzi. Pre-Approval Process - Nobel Circle Monument: Pre-Approval Process - Indigenous People’s Day: Complete - Open Studios - Paint by Numbers Mural: Complete - Arts Martin Acres – Orenda Project: Pre-installation approval process; Installation anticipated for mid-Oct - Arts Martin Acres – Micro Projects: Pre-installation approval process; install planned for mid-Oct - NoBo Murals: (Broadway west) Installation; (Broadway east – Mercury Frame shop) Complete Maintenance and Conservation: - Explorations for relocating John King’s Dragonfly Giraffe to Growing Gardens are underway - Civic Area Temporary Commission (Dispersion): On display. Scheduling removal for Nov 5-6, 2018. - Constellatory by Rebecca DiDomenico, Pearl St Mall: Scheduling removal for Nov. 8, 2018 > Creative Neighborhoods All 9 of the neighborhood murals will be installed, weather permitting, by the end of October. Check https://boulderarts.org/public-art/murals/creative-neighborhoods-mural-program/ for more details and information. Staff is planning a celebration and tour of the murals for Friday, Nov. 2. > Programs for Artists The 3rd Professional Artist Forum of 2018 is scheduled for Thursday, Oct. 25, from 12:30 -2pm at the Reynolds Branch Meeting Room. Discussions will cover findings from the Artist Census, moving forward with our Cultural Plan, and beginning conversations on involvement by community organizations and individuals to bring artists together. Please mark your calendars for the 16th Annual “Dance is for Every Body!” Showcases: Saturday, Nov. 3 from 11am – 5pm and Sunday, Nov. 4 from 1 – 5pm in the Canyon Theater. Over 35 different dance groups who will be participating in the free, family friendly event continues. Please plan to stop by anytime that weekend and help spread the word. Here is a link to the City of Boulder Community Newsletter feature (pages 10 & 11). Staff continues work to wrap up findings from the Artist Census data and focus groups. Vicky Johns and Arnie Jacobson of the Qualitative Research Centre presented their initial findings at September meeting. We will have a more complete report from our office in November. > Creative Workforce and the NoBo Art District 9 The NoBo Art District Community Coordinating Committee held public meetings on Oct 10 with the consultants on the districting project, Centro. The meetings sought feedback on concepts for a proposed business improvement district from neighbors, artists, business owners and landlords. Findings will be presented to the committee at their November meeting. Staff is exploring the possibility of a First Friday shuttle with community partners. 10 Attachment One Preview Presentation: 2019 Grants Cycle Blueprint Discussion 11 12 13 14 15 16 Attachment Two Draft Grants Documents for the 2019 Cycle Documents List: > Grant Scoring System > Grant and Meetings Schedule > Grant Guidelines and Process > Grant FAQs > General Eligibility Requirements > Application: General Operating Support > Application: Community Project Grant > Application: Arts Education Project Grant > Application: Rental Assistance - Macky Free Rental > Application: Rental Assistance Fund (Boulder Venues) > Application: Professional Development Scholarships > Application: CU Certificate Scholarships > Application: Cultural Field Trips Fund > Report: General Operating Support > Report: Community Project Grant > Report: Arts Education Project Grant > Report: Rental Assistance - Macky Free Rental > Report: Rental Assistance - Boulder Venues > Report: Professional Development Scholarships 17 Scoring System and Decision Process - DRAFT >How does the panel come to a decision? The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. The panel was selected by the Boulder Arts Commission to aid them in their decision making. After reading through your application, the Arts Commission and panel will provide scores and comments The questions are divided into two sections: First, the panel members provide scores on the information you provide in the “Panel Questions” section. Panel members provide a score of 1 to 8 for each panel question. Second, the panel members provide additional points on three focus areas: 1) for Boulder-based organizations, 2) on issues of cultural equity, and 3) for organizations that have not received funding in the grant cycle. A maximum of 4 additional points is available to the panel members for each question. For more information on cultural equity, please reference our Statement of Cultural Equity. The scores for each panel member are added together to establish a preliminary score for the application. All questions are weighted equally. Those preliminary scores are averaged across all the panel members to establish a preliminary score. This score is used to rank your application for consideration. For each grant category, the Arts Commission will establish a threshold score (equal to a whole number that is approximately 75% of the maximum possible score) over which an application is considered eligible for an award. Please note that meeting the threshold score does not automatically approve an application for funding. In addition to providing a score, the commissioners will include questions or comments for each applicant. We will provide these comments to you before the review meeting. During the meeting, you will have the opportunity to offer a three-minute statement answering the questions raised, or further informing the panel about your application. Later in that same meeting, the panel will discuss each application. Individual panel members may decide to change specific scores based on new information you provide during your presentation. Once this rescore is complete, the applications are re-ranked. The members of the Boulder Arts Commission then deliberate on a decision of final approval of the applications which will receive a grant. The Arts Commission may a) accept the top scores in the ranking, b) choose to adjust the ranking, or c) ask the panel to reconsider specific scores. The complete scoring system and rubric can be found below. >How do the panel members use the scoring system? Panel members use the following rating scale descriptions to help align their decisions about each score.DRAFT18 Page 2 of 8 2019 Score Descriptor Strengths/Weaknesses 8 Exceptional Exceptionally strong (a model for field or discipline with essentially no weaknesses). 7 Outstanding Very strong with some minor weaknesses. 6 Very Good Strong with numerous minor weaknesses. 5 Good Strong but with at least one moderate weakness. 4 Satisfactory Some strengths but with some moderate weaknesses. 3 Fair Some strengths but with at least one major weakness. 2 Marginal A few strengths and a few major weaknesses. 1 Poor Very few strengths and numerous major weaknesses. Minor weakness: An easily addressable weakness that does not substantially lessen impact. Moderate weakness: A weakness that lessens impact. Major weakness: A weakness that severely limits impact. Rubrics > How do the members of the panel interpret the scoring system for each application? It is important to keep in mind that the decision on scores is a subjective one; a rubric of interpretations should be a guide by which the members of the panel can support their opinions. Each definition and associated score in the scoring system will have a specific interpretation when applied to each panel question and across the different grant categories. It will be the responsibility of the commission to agree on an articulation of each interpretation, and all the members of the panel will need to be trained on these interpretations. Below are the rubrics for each applicable grant category.General Operating Support Grants, page one Capacity Building. How will this grant increase the capacity of your organization to meet goals in your strategic plan or master plan? In what way will this grant increase your organization’s sustainability and resiliency? What innovations, growth, or new community benefits will be made possible by this award? 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional None, or only a few, strong strategies to improve capacity, sustainability, innovation, growth, or community benefits. Numerous or a few major weaknesses. Some strong strategies to increase capacity, sustainability, innovation, growth, or community benefits. At least one major weakness or some moderate weaknesses. Many strengths to increase capacity, sustainability, innovation, growth, or community benefits. But, with at least one moderate weakness or numerous minor weaknesses. Very strong case for creating organizational capacity, and improvements to sustainability, innovation, growth, or community benefits. Few or no minor weaknesses. DRAFT19 Page 3 of 8 2019 Community Priorities. The City of Boulder’s Community Cultural Plan is a visioning and strategic document that describes how the people of Boulder will align efforts, with the support of the municipal government, to achieve our collective vision: Together, we will craft Boulder’s social, physical, and cultural environment to include creativity as an essential ingredient for the wellbeing, prosperity, and joy of everyone in the community. The Community Priorities are six points that summarize the community’s most common responses in answer to the question, “What is your vision for Boulder’s culture and creative economy?” Reference: Cultural Plan and Community Priorities. In what way will this project contribute to one or several of the Community Priorities described in the Community Cultural Plan? Does the project contribute to one priority thoroughly? 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional Does not or minimally addresses how strategies will contribute to the Community Priorities. Few or some strategies on how the organization will address the Community Priorities. Strong strategies on how the organization will address the Community Priorities. Very strong or exceptional strategies on how the organization will address the Community Priorities. Proposed Outcomes and Evaluation. Describe your evaluation strategy for this project and how you will collect data. Please also include your goals for this project and how the benefit to the community will be measured. Note: Funding recipients will be asked to include this evaluation as part of their annual reporting. 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional Evaluation strategy for understanding program / project success is lacking; goals, measures and plans for data collection are not in place. Provides only limited descriptions of evaluation strategies and goals with moderate weaknesses. Provides clear and thoughtful evaluation strategies and goals with a few moderate or minor weaknesses. Evaluation strategy is comprehensive. Contains detailed information on goals, benchmarks and data collection and how to measure success. DRAFT20 Page 4 of 8 2019 General Operating Support Grants, page two Curatorial Excellence. Describe how your organization commits to high standards. Include information on one or more of the following: a) the professional artists and curators involved in leadership; b) the potential impact on artists, cultural leadership, heritage practices, and/or the field (including direct payment); c) the ways in which your curatorial approach or artistic mission is realized in your programming; d) the manner your audiences, peers, or critics respond to your programming; and/or e) other ways by which you measure the quality of your curatorial practices and the results of those measures. 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional Curatorial excellence is not or is inadequately addressed; there are pervasive gaps in justifying curatorial excellence. Curatorial excellence is addressed in only a few ways with only minor justifications and measures. Curatorial excellence is addressed in some or many ways; several significant justifications and measures are included. The project demonstrates very good or exceptional curatorial excellence with strong measures. Boulder Focus Are you a Boulder organization serving Boulder or are you an organization outside of Boulder and to what degree do you focus on Boulder programming? 1 2 3 4 Not based in Boulder; programs only occasionally offered in Boulder. Not based in Boulder; programs regularly offered in Boulder. Or, based in Boulder with very few programs offered in Boulder. Not based in Boulder; programs primarily in Boulder; strong community ties. Or, based in Boulder with several programs in Boulder. Based in Boulder; programs primarily offered in Boulder; strong ties to the community. > Add question regarding full access and/or cultural equity? DRAFT21 Page 5 of 8 2019 Community Project Grant, page one Community Priorities The City of Boulder’s Community Cultural Plan is a visioning and strategic document that describes how the people of Boulder will align efforts, with the support of the municipal government, to achieve our collective vision: Together, we will craft Boulder’s social, physical, and cultural environment to include creativity as an essential ingredient for the wellbeing, prosperity, and joy of everyone in the community. The Community Priorities are six points that summarize the community’s most common responses in answer to the question, “What is your vision for Boulder’s culture and creative economy?” Reference: Cultural Plan and Community Priorities. Examples of ways to demonstrate impact on the Community Priorities may include descriptions of how your project or organization: • Supports artists and creative professionals by providing professional development programming. • Contributes to Boulder’s creative identity and creates a vibrant cultural destination through high artistic merit and excellence in the practice of a medium or discipline. • Engages the community in civic dialogue about the arts through interactive outreach in the neighborhoods. • Adds creativity in the public realm by engaging underserved populations in art making for their community. In what way will this project contribute to one or several of the Community Priorities described in the Community Cultural Plan? Does the project contribute to one priority thoroughly? 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional Does not or minimally addresses how the project will contribute to one or several of the Community Priorities. Few or some aspects of the project will address one or several of the Community Priorities. Several aspects of the project will significantly address one or several of the Community Priorities. The project will address one or several of the Community Priorities in very strong or exceptional ways. Cultural offerings In what way does your project fill a gap in the variety of cultural offerings in Boulder? What is exciting or new about your project? 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional Minimally fills a gap in the cultural offerings of Boulder with major weaknesses. A few aspects of the project may fill gaps in cultural offerings with a few major or moderate weaknesses; only modest innovations are proposed. Some or many aspects of the project fill gaps in cultural offerings with moderate or minor weaknesses; some new or innovative programming. The project fills gaps in cultural offering in very good or exceptional ways with a few or no minor weaknesses; the project is new and innovative. Full access Describe how your project will address affordability, availability, accessibility, accommodation, and acceptability to diverse groups. For reference, please review the Boulder Arts Commission and Americans for the Arts Statements on Cultural Equity. References: Boulder Arts Commission Statement on Cultural Equity; Americans for the Arts Statement on Cultural Equity 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional The project does not or minimally addresses issues of access with many major weaknesses. The project addresses issues of access in a minor way with several major or moderate weaknesses. The project addresses issues of access in a moderate way with many or a few minor weaknesses. The project addresses issues of access in very good or exceptional ways with one or no minor weaknesses. DRAFT22 Page 6 of 8 2019 Community Project Grant, page two Proposed outcomes and evaluation strategy Describe your evaluation strategy and how you will collect data. Please include your goals for this project and how you will measure the benefit to the community. 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional Evaluation strategy for understanding program / project success is lacking; goals, measures and plans for data collection are not in place. Provides only limited descriptions of evaluation strategies and goals with moderate weaknesses. Provides clear and thoughtful evaluation strategies and goals with a few moderate or minor weaknesses. Evaluation strategy is comprehensive. Contains detailed information on goals, benchmarks and data collection and how to measure success. Boulder focus Are you a Boulder organization/individual serving Boulder or are you an organization/individual outside of Boulder and to what degree do you focus on Boulder programming? 1 2 3 4 Not based in Boulder; programs only occasionally offered in Boulder. Not based in Boulder; programs regularly offered in Boulder. Or, based in Boulder with very few programs offered in Boulder. Not based in Boulder; programs primarily in Boulder; strong community ties. Or, based in Boulder with several programs in Boulder. Based in Boulder; programs primarily offered in Boulder; strong ties to the community. Encouragement points Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. This includes providing support to applicants who have not yet received a grant in this cycle. Confirm if your organization has been funded in the current cycle, including if you’ll be receiving General Operating Support funding. 1 2 3 4 Received a grant this year. Received a grant this year. Did not receive a grant this year. Did not receive a grant this year. Cultural equity Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. This includes providing support to applicants whose organizational leadership or audience represent groups who are typically underserved by arts programming and funding models (i.e. culturally diverse groups, organizations focused on age diversity, etc.) Describe how your project does or does not fulfill one or several of these categories. For reference, please review the Boulder Arts Commission and Americans for the Arts Statements on Cultural Equity. References: Boulder Arts Commission Statement on Cultural Equity Americans for the Arts Statement on Cultural Equity 1 2 3 4 Offers no or few advancements for equity and diversity Offers some advancement for equity and diversity. Offers significant advancement for equity. Offers exemplary advancement for equity and diversity. DRAFT23 Page 7 of 8 2019 Arts Education Projects Grant, page one Benefit to students In what ways will this project directly benefit the students and their growth as cultural participants or in the creative industries? What new skills or experiences will be offered? 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional Benefits to students in cultural participation or skill development are not or inadequately addressed with many major weaknesses. The project will benefit students’ cultural participation or skill development in only a few minor ways. Many significant benefits to cultural participation or skill development are proposed with a few minor weaknesses. Benefits to cultural participation or skill development are very good or exceptional with only a few or no minor weaknesses. Complementing curriculum and offerings How does this project enhance, or fill a gap in, the generally available curriculum and offerings? 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional The project does not demonstrate any enhancements to curriculum. Enhancements to curriculum or offerings are modest with many major or moderate weaknesses. There are clear enhancements to curriculum and offerings with only a few minor weaknesses. The project has very good or exceptional enhancements to curriculum and offerings with only a few or no minor weaknesses. Proposed outcomes and evaluation strategy How will the benefits to the students be measured? 1-2: Poor to Marginal 3-4: Fair to Satisfactory 5-6: Good to Very Good 7-8: Outstanding to Exceptional The outcomes and evaluation strategy are not or inadequately addressed with many major weaknesses. The outcomes and evaluation strategy are addressed in a few minor ways. The outcomes and evaluation strategy are addressed in a significant and positive way, with a few minor weaknesses. The project addresses outcomes and evaluation in a very good or excellent way with only a few or no minor weaknesses. Boulder focus Are you a Boulder organization/individual serving Boulder or are you an organization/individual outside of Boulder and to what degree do you focus on Boulder programming? 1 2 3 4 Not based in Boulder; programs only occasionally offered in Boulder. Not based in Boulder; programs regularly offered in Boulder. Or, based in Boulder with very few programs offered in Boulder. Not based in Boulder; programs primarily in Boulder; strong community ties. Or, based in Boulder with several programs in Boulder. Based in Boulder; programs primarily offered in Boulder; strong ties to the community. DRAFT24 Page 8 of 8 2019 Arts Education Projects Grant, page three Encouragement points Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. This includes providing support to applicants who have not yet received a grant in this cycle. Confirm if your organization has been funded in the current cycle, including if you’ll be receiving General Operating Support funding. 1 2 3 4 Received a grant this year. Received a grant this year. Did not receive a grant this year. Did not receive a grant this year. Cultural equity Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. This includes providing support to applicants whose organizational leadership or audience represent groups who are typically underserved by arts programming and funding models (i.e. culturally diverse groups, organizations focused on age diversity, etc.) Describe how your project does or does not fulfill one or several of these categories. For reference, please review the Boulder Arts Commission and Americans for the Arts Statements on Cultural Equity. References: Boulder Arts Commission Statement on Cultural Equity Americans for the Arts Statement on Cultural Equity 1 2 3 4 Offers no or few advancements for equity and diversity. Offers some advancement for equity and diversity. Offers significant advancement for equity. Offers exemplary advancement for equity and diversity. DRAFT25 DRAFT 2019 Grants and Meetings Schedule Updated 10/9/18 Oct. 16, 2018 - City Council Budget approval at meeting - PENDING Nov. and Dec. 2018 and 2019 - Cultural Organizations Summit on Equity, and Inclusion – December 11 from 5 p.m. to 7 p.m., location TBD - Grant writing workshops for applicants o Tuesday, November 27, 4 to 5:30 p.m., location TBD o Tuesday, December 4 from 11:30 a.m. to 1 p.m., location TBD o Thursday, November 29, time and location TBD o Tuesday, December 11, time and location TBD - Panel training – January 2019, time and location TBD GRANT APPLICATION DEADLINES Community Project Grants – Individuals - Monday, January 14 at 11:59 p.m. – Deadline for applications - Jan. 14 to Jan. 18 – Review by staff for eligibility. Revision by applicants if necessary - Jan. 18 to Feb. 8 – Preliminary review and score by panel (22 days) - Feb. 8 to Feb. 13 – Score processing by staff - Feb. 13 – Preliminary scores posted online - Feb. 13 to Feb. 20 - Applicants prepare 3-minute optional presentation for the Arts Commission meeting - Feb. 20 – Arts Commission meeting. Presentations by applicants; panel rescore; discussion and final decisions on grants General Operating Support Reports - Friday, February 1 at 11:59 p.m. - Feb. 20 – Review at the Arts Commission meeting Community Project Grants – Organizations - Monday, February 11 at 11:59 p.m. - Deadline for applications - Feb. 11 to Feb. 15 - Review by staff for eligibility and revision by applicants if necessary - Feb. 15 to March 8 - Preliminary review and score by panel (22 days) - March 8 to March 13 - Score processing by staff - March 13 - Preliminary scores posted online - March 13 to March 20 - Applicants prepare 3-minute optional presentation for the Arts Commission meeting - March 20 - Arts Commission Meeting. Presentations by applicants; panel rescore; discussion and final decisions on grants Professional Development Grants, Round One - Monday, Feb. 18 at 11:59 p.m. - Deadline for applications - Feb. 18 to March 4 – Staff review of applications (15 days) - March 4 - Notification of decision General Operating Grants – Extra-Large and Large Organizations - Monday, March 11 at 11:59 p.m. - Deadline for applications DRAFT26 - March 11 to March 15 - Review by staff for eligibility and revision by applicants if necessary - March 15 to April 5 - Preliminary review and score by panel (22 days) - April 5 to April 10 - Score processing by staff - April 10 - Preliminary scores posted online - April 10 to April 17 - Applicants prepare 3-minute optional presentation for the Boulder Arts Commission meeting - April 17 - Arts Commission meeting. Presentations by applicants; panel rescore; discussion and final decisions on grants General Operating Grants – Mid-sized and Small Organizations - Monday, April 8 at 11:59 p.m. - Deadline for applications - April 8 to April 12 - Review by staff for eligibility and revision by applicants if necessary - April 12 to May 3 - Preliminary review and score by panel (22 days) - May 3 to May 8 - Score processing by staff - May 8 - Preliminary scores posted online - May 8 to May 15 - Applicants prepare 3-minute optional presentation for the Boulder Arts Commission meeting - May 15 - Arts Commission meeting. Presentations by applicants; panel rescore; discussion and final decisions on grants Arts Education Project Grants - Monday, May 13 at 11:59 p.m. - Deadline for applications - May 13 to May 17 - Review by staff for eligibility and revision by applicants if necessary - May 17 to June 7 - Preliminary review and score by panel (22 days) - June 7 to June 12 - Score processing by staff - June 12 - Preliminary scores posted online - June 12 to June 19 - Applicants prepare 3-minute optional presentation for the Boulder Arts Commission meeting - June 19 - Arts Commission meeting. Presentations by applicants; panel rescore; discussion and final decisions on grants Professional Development Grants, Round Two - Monday, May 20 at 11:59 p.m. - Deadline for applications - May 20 to June 3 – Staff review of applications (15 days) - June 3 - Notification of decision Equity Grant application – PENDING timing with the HRC 2019 CU Boulder Graduate Certificate in Arts Administration Scholarships - Friday, July 5, 2019, 11:59 p.m. – Deadline for applications - July 5 to July 9 – Review by staff for eligibility. Revision by applicants if necessary - July 9 to July 17 – Review by Arts Commission (8 days) - July 17 - Arts Commission meeting. Interviews and final decisions on scholarships Facilities Grants - Monday, June 10 at 11:59 p.m. - Deadline for applications - June 10 to June 14 - Review by staff for eligibility and revision by applicants if necessary - June 14 to July 5 - Preliminary review and score by panel (22 days) - July 5 to July 10 - Score processing by staff - July 10 - Preliminary scores posted online DRAFT27 - July 10 to July 17 - Applicants prepare 3-minute optional presentation for the Boulder Arts Commission meeting - July 17 - Arts Commission meeting. Presentations by applicants; panel rescore; discussion and final decisions on grants ------------------------------ Professional Development Grants Two deadlines. These are awarded by Office of Arts and Culture staff on a set of criteria. Staff reviews applications and awards are announced at the next meeting of the Boulder Arts Commission following the deadline. Rental Assistance Funds (Boulder venues) 1st of each month at 5 p.m., year round deadline for applications. These are awarded on a first come, first served basis. Staff reviews applications and awards are announced at the next meeting of the Boulder Arts Commission following the deadline. Macky Free Rental & Supplementary Funds 1st of each month at 5 p.m., year round deadline for applications. These are awarded on a first come, first served basis. Staff reviews applications and awards are announced at the next meeting of the Boulder Arts Commission following the deadline. Cultural Field Trip Fund 1st of each month at 5 p.m., year round deadline for applications. These are awarded on a first come, first served basis. Staff reviews applications and awards are announced at the next meeting of the Boulder Arts Commission following the deadline. ----------------------------- 2019 CALENDAR Meetings and Grant Review Deadlines Boulder Arts Commission meeting - Wednesday, Jan. 16 Boulder Arts Commission meeting - Wednesday, Feb. 20 Boulder Arts Commission meeting - Wednesday, March 20 Boulder Arts Commission meeting - Wednesday, April 17 Boulder Arts Commission meeting - Wednesday, May 15 Boulder Arts Commission meeting - Wednesday, June 19 Boulder Arts Commission meeting - Wednesday, July 17 Boulder Arts Commission meeting - Wednesday, Aug. 14 Boulder Arts Commission meeting - Wednesday, Sept. 18 Boulder Arts Commission meeting - Wednesday, Oct. 16 DRAFT28 Boulder Arts Commission meeting - Wednesday, Nov. 20 Goals letter for City Council Retreat Boulder Arts Commission meeting - Wednesday, Dec. 18 DRAFT29 Page 1 of 3 2019 Grant Application Guidelines & Process - DRAFT Before beginning the application process, review the eligibility requirements and grant program descriptions by visiting the Office of Arts and Culture’s website. HOW TO APPLY 1. Review the application in full on the Office of Arts and Culture website. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting specified in the application. 7. At the meeting, the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. ADDITIONAL INFORMATION ABOUT APPLICATION 1. Grant workshop. Attendance at a grant workshop is highly encouraged. Contact the grants coordinator with any questions you may have on the application or process. 2. Application. Submit your application online no later than 11:59 p.m. on the deadline. Applications are made through the Office of Arts and Culture’s website. 3. Staff review. Staff reviews all applications for completeness and compliance with grant requirements. 4. Grant revisions. Staff will contact applicants if any revisions are necessary. 5. Panel sequestration. During the scoring process, from the opening of the online panel system until the finalists are approved, the members of the panel may not be contacted through any means by applicants and/or their surrogates. 6. Questions or concerns about application. Applicants with questions or concerns about the status of their application may contact staff, who then may at their discretion communicate with the panel members. Communications will not be passed on to panel members if the staff determines that the question or message: a) is intended to lobby the panel members in favor of an application, or b) will purposefully or inadvertently interfere with the stewardship of the grants program. 7. Preliminary panel review and scoring. Panel members score the applications. The panel members are also encouraged to add any questions or comments to their score, which can be DRAFT30 Page 2 of 3 2019 useful to applicants in preparing their presentations. An explanation of the scoring system and the rubrics used by the panel can be found here. 8. Preliminary scores. Applicants will be notified when scores and comments are available. 9. Preparation of 3-minute presentations. Applicants have time to prepare a three minute presentation. The presentation is intended to add to the information found in the application based on the comments and questions of the panel. Please do not repeat the information in your application. Use your time wisely to directly answer concerns or questions the panel has, or to give new information about your project / program that will make your application stronger. These presentations are not mandatory, so if there are no concerns to address, it is not necessary for you to speak. To ensure fair and consistent presentations, you may not provide a slideshow, video, or distribute printed materials during the presentation. 10. Applicant presentations. The applicants make their three minute presentations at the Boulder Arts Commission meeting. A schedule of upcoming meetings is on the website. The Commission Chair will be tasked with keeping the presentations timed in order to allow for an equitable amount of time for all applicants as well as for the final approval process. 11. Rescoring of grant applications. At the Boulder Arts Commission meeting the panel rescores the grants based on applicant presentations. 12. Funding decisions. The Boulder Arts Commission makes final decisions on Community Project Grants, Arts Education Grants, Professional Development Grants, and Operating Grants. 13. Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. 14. Written Appeals Process. The deadline for a written appeal is 14 days after funding decisions has been made by the Boulder Arts Commission. The appeals process can be found on the Office of Arts and Culture website. GRANT ADMINISTRATION – MANAGING AWARDS > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If accepted, grantees must contact the grant coordinator to arrange for payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. DRAFT31 Page 3 of 3 2019 > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. > Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission- funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. DRAFT32 Page 1 of 2 2019 Grant FAQs - DRAFT > Do I need to be a non-profit to apply? No, non-profit status is not required to apply for Community Projects Grants, Arts Education Grants, or Rental Assistance Grants. Non-profit status is required to apply for General Operating Support Grants. > Must an organization be headquartered in Boulder to be eligible? No, it is not necessary that the applicant organization be headquartered in Boulder. However, the applicant must be able to demonstrate that they conduct a substantial amount of their programming in Boulder. Also, though anyone may apply, preference is given through the panel process to organizations that are based in, or focused on, the Boulder community. > How much detail is required for the organizational details such as board members and budget documents? The required documents and information in the organizational information section of the application is used to give the commissioners an understanding of your organization: what you do, how you do it, and who is involved. These should be basic details to convey that information. Make sure your details are complete, but not protracted. Example budget documents can be found through this link. > How does the panel come to their decision? Specifics vary from application to application. For General Operating Support and project grants, the commission and panel will read through your background information to understand your organization or project, then they will provide scores in two sections: First, the panel members provide scores on the information you provide in the “Panel Questions” section. Panel members provide a score of 1 to 8 for each panel question. Second, the panel members may be asked to provide additional points on three focus areas: 1) for Boulder-based organizations, 2) on issues of cultural equity, and 3) for organizations that have not received funding in the grant cycle. A maximum of 4 additional points is available to the panel members for each question. See the rubrics on the Scoring System document for details. For more information on cultural equity please reference our Statement of Cultural Equity. The scores for each panel member are added together to establish a preliminary score for the application. All questions are weighted equally. Those preliminary scores are averaged across all the panel members to establish a preliminary score. This score is used to rank your application for consideration. For each grant category, the Arts Commission will establish a threshold score (equal to a whole number that is approximately 75% of the maximum possible score) over which DRAFT33 Page 2 of 2 2018 an application is considered eligible for an award. Please note that meeting the threshold score does not automatically approve an application for funding. In addition to providing a score, the commissioners will include questions or comments for each applicant. We will provide these comments to you before the review meeting. During the meeting, you will have the opportunity to offer a three-minute statement answering the questions raised, or further informing the panel about your application. Then, the panel will discuss each application. Individual panel members may decide to change specific scores based on new information you provide during your presentation. Once this rescore is complete, the applications are re-ranked. The members of the Boulder Arts Commission then deliberate on a decision of final approval of the applications which will receive a grant. The Arts Commission may a) accept the top scores in the ranking, b) choose to adjust the ranking, or c) ask the panel to reconsider specific scores. The complete scoring system and rubric can be found here. > If I am awarded a grant, may I apply for other opportunities? Yes, there are no restrictions for applying for multiple grants. > Does the Boulder Arts Commission have an appeals process? Yes. The appeals process can be found here. DRAFT34 2019 General Eligibility Requirements - DRAFT Contractual age. All applicants must be of legal contractual age as defined by the state of Colorado (18 years). City of Boulder Conflict of Interest policy. City employees are not eligible to receive grant funding. Good standing. Applicants must be in good standing with the Boulder Arts Commission having met agreed-upon deadlines for any previous Boulder Arts Commission-sponsored project, and/or can demonstrate good faith efforts to comply with Boulder Arts Commission requests regarding previous projects. Compliance with law and policy. All applicants, organizations, and the content of all projects must comply with the ordinances and policies of the City of Boulder. Service area. The product (performance, piece of art, etc.) funded in whole or in part by the Boulder Arts Commission must be provided for and accessible to the Boulder community. Any product that receives other funding may be held in another municipality or area, provided that at least one performance is provided within Boulder Valley, as defined in the Boulder Valley Comprehensive Plan, and is for the direct benefit of the Boulder community. Civil Rights Act compliance. All applicants must comply with Title VII of the U.S. Civil Rights Act of 1964 and Section 504 of the Federal Rehabilitation Act of 1973 to the end that no person in the United States shall, on the grounds of race, color, national origin, physical or mental handicap, sex or religion, be excluded. Exclusions. Funds will not be provided for: projects that have occurred before the grant funding decisions have been made, the purchase of alcohol or marijuana, debt reduction, creating or building endowments, political activity, programming that promotes a single religion over others, or re-granting of the funds, or for capital construction or acquisition of real estate unless exceptionally approved by the Boulder Arts Commission with a showing of a significant public purpose. DRAFT35 Arts Education Project Grant - DRAFT Full application PURPOSE: The Arts Education Project Grant provides opportunities for children in the City of Boulder to have unique experiences with practicing artists, access to tools and techniques, or improved instruction in the creative professions. The goal of the grant is to increase the exposure of students to unique and memorable experiences that may shape their future in cultural participation and creative careers. DEADLINE TO SUBMIT APPLICATION: Wednesday, Jan. 24, 2018, 5 p.m. HOW TO APPLY 1. Review the below information in full. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. The application consists of: a. Online application form. b. Budget. c. Partner/collaborator list. d. Venue letter. e. Letters of support. f. Additional documentation and materials. 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting on DATE. 7. At the meeting on DATE the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. Total Funds: $30,000 Awards: Approximately 10 awards at $3,000 each Details: The award amount of $3,000 is a maximum funding guideline. Smaller requests will be accepted. Cycle: Annually DEADLINE TO SUBMIT APPLICATION: Wednesday, Feb. 21, 2018, at 5 p.m. Decision Timeline: Wednesday, Feb. 21, 5 p.m. - Deadline for applications. DRAFT36 Page 2 of 6 2018 Feb. 22 to March 4 - Review by staff for eligibility and revision by applicants if necessary March 5 to March 31 - Preliminary review and score by panel (26 days) April 1 to April 12 - Score processing by staff April 12 - Preliminary scores posted online April 12 to April 18 - Applicants prepare three minute optional presentation for Boulder Arts Commission meeting April 18 Arts Commission meeting – Presentations by applicants; panel rescore; discussion and final decisions on grants ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Open to educators, administrators, and presenters. Classroom teachers and school administrators in public schools, private schools, home school associations, and non-traditional classroom settings, as well as artists / individuals / organizations collaborating with schools on programming are eligible. > Service area and programming. Projects must have a demonstrated benefit to school children in the City of Boulder. > Projects must take place after the grant deadline and end before the end of the 2020 spring semester. REVIEW PROCESS > Deliberation. Grant proposals are reviewed at Boulder Arts Commission meetings. See schedule. > Evaluation of applications. Funding in previous years does not imply continued support. Each application is reviewed anew in the context of current policies and applications. Applicants that have received repeated funding should be aware that the Boulder Arts Commission looks for indication of growth and a fresh approach to their work. > Evaluation criteria. • Benefit to students (Maximum 8 points) • Complementing curriculum (Maximum 8 points) • Proposed outcomes and evaluation strategy (Maximum 8 points) • Boulder focus (Maximum 4 points) • Encouragement points (Maximum 4 points) • Cultural equity (Maximum 4 points) > The complete scoring system and rubric for the Arts Education Project Grant can be found here. APPEALS PROCESS Written appeals process. The deadline for a written appeal is 14 days after funding decisions has been made by the Boulder Arts Commission. The appeals process can be found on our website. GRANT AWARDS > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If accepted, grantees must contact the grant coordinator to arrange for DRAFT37 Page 3 of 6 2018 payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. > Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. > The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. > Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. > Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission-funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project DRAFT38 Page 4 of 6 2018 that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Release form. The grantee will be asked to sign a release form and to submit photographs and / or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. REQUIRED REPORTING ON FUNDED PROJECTS > Timeframe for reporting. The grant report is due one month after the project is completed. > Method. Submit the report through the online system access through the boulderarts.org website. Log in with the same user name and password utilized to submit the application for funds. After logging in, go to the ‘Dashboard’, then you’ll see a ‘Follow Up’ section for the grant. On the far right is the ‘Edit’ button. That will take you to complete the final report. > Extension requests for reporting. If circumstances delay the grant recipient’s ability to complete the project and/or the report, the recipient must notify the Commission before the original report deadline. The recipient must submit an email addressed to the Boulder Arts Commission at culturegrants@boulderlibrary.org that includes each of the following items: o an update on the project status, o a request to change the project completion date, o a new report due date. > Responsibility. The grant recipient is responsible for submitting a report by the due date. The Commission recommends reviewing the online report form well in advance. There is no grace period for the report. > Consequence of Delinquent Report. Unless an extension request is approved by the Boulder Arts Commission in advance of the due date, any individuals or organizations / businesses attached as collaborators on the project will no longer be eligible to apply for Boulder Arts Commission grant funds until the report has been received. APPLICATION COPY Certification I certify that I have read the above information and that this project meets the Boulder Arts Commission’s eligibility requirements and, if a funding award is made, will continue to comply with the Boulder Arts Commission’s requirements and meet with guidelines for high artistic quality, community impact, inclusiveness, funding acknowledgment and reporting. * > I certify Applicant Information DRAFT39 Page 5 of 6 2018 > Discipline: * If Multi-Discipline, please indicate which disciplines are included. > Tax status * > Organization affiliation * To be completed by individual applicants. Even if an organizational affiliation is stated, checks will be made out to the individual whose account is associated with this application. If no organization affiliation, please state "none." Project Narrative > Project title (50 character limit) * > Amount requested (Maximum $3,000) * > Project summary. A brief overview of your project. Include how it will connect with or complement the class curriculum, how many students the project will reach, if the project will benefit underrepresented populations, and the benefits that you expect for the students. (1,250 character limit) > Project calendar. Projects must take place after the grant deadline and before the end of the 2020 spring semester. (500 character limit) * > Project completion date (Projects must take place after the grant deadline and before the end of the 2020 spring semester.) * > Report due date (One month following the project completion date) * > Project location. Where do your projects take place? (250 character limit) * Panel Evaluation > Benefit to students. In what ways will this project directly benefit the students and their growth as cultural participants or in the creative industries? What new skills or experiences will be offered? (1,250 character limit) * > Complementing curriculum and offerings. How does this project enhance, or fill a gap in, the generally available curriculum and offerings? For more information about curriculum in Colorado visit this website. (1,250 character limit) * > Proposed outcomes and evaluation strategy. How will the benefits to the students be measured? (1,250 character limit) * Additional Questions > Boulder focus. Are you a Boulder organization/individual serving Boulder or are you an organization/individual outside of Boulder and to what degree do you focus on Boulder programming? (1,250 character limit) * > Encouragement points. Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. Confirm if your organization has been funded in the current cycle, including if you’ll be receiving General Operating Support funding. (1,250 character limit) * > Cultural equity. Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. This includes providing support DRAFT40 Page 6 of 6 2018 to applicants whose organizational leadership or audience represent groups who are typically underserved by arts programming and funding models (i.e. culturally diverse groups, organizations focused on age diversity, etc.) Describe how your project does or does not fulfill one or several of these categories. For reference, please review the Boulder Arts Commission and Americans for the Arts Statements on Cultural Equity. (1,250 character limit) * Links: https://boulderarts.org/wp-content/uploads/2016/12/Statement-on-Cultural-Equity.pdf?x64198 http://www.americansforthearts.org/about-americans-for-the-arts/statement-on-cultural-equity Attachments Please title the attachments according to the headings listed below. Required attachments are starred (*). > Budget. Please provide a brief project budget summary including all revenue (monetary and in- kind contributions including this grant) and expenses. > Partner/collaborator list. Provide a list of each individual / organization that has a significant coordinating role in this project. Include their name, contact information, and role. > Venue letter. Attach confirmation from the hosting venue or school administrator that the project is approved and scheduled. > Letters of support. Attach any letters of support that will be useful in understanding community involvement and enthusiasm for the project. (Optional) > Other support materials. Attach any documents that will help the panel fully understand the project. You may also attach videos and other materials, as appropriate, to help the commission evaluate artistic quality. (Optional) ----- Agreements, grant report certification and submission > I certify that, if funding is awarded, my application may be presented on the boulderarts.org website. The Office of Arts and Culture staff will send a copy of the document to the applicant listed for approval in advance of posting on the website. (Optional) > I certify that the information contained in this application is true and correct to the best of my knowledge. * > I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs. * > First name * > Last name * > Title * > Date * DRAFT41 Page 1 of 8 2019 Community Project Grant - DRAFT Full Application DESCRIPTION: Community Project Grants encourage innovation and exploration in order to achieve progress on the Community Priorities from Boulder’s Community Cultural Plan. DEADLINE TO SUBMIT APPLICATION: Wednesday, Jan. 24, 2018, 5 p.m. HOW TO APPLY 1. Review the below information in full. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. The application consists of: a. Online application form. b. Budget. c. Partner/collaborator list. d. Venue letter. e. Letters of support. f. Additional documentation and materials. 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting on DATE. 7. At the meeting on DATE the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. PURPOSE: The purpose of the Community Project Grants is to encourage innovation and exploration in support of the Community Cultural Plan’s Community Priorities, which were identified by the Boulder community: 1. Support the resiliency and sustainability of cultural organizations to enhance their ability to benefit the community. 2. Create a supportive environment for artists and creative professionals, while fostering innovative thinking and leadership among them. 3. Prioritize the civic dialogue about the ability of culture to positively contribute to the economy, social offerings, the environment, and the authentic expression of diversity. DRAFT42 Page 2 of 8 2018 4. Develop Boulder’s creative identity in becoming an innovative world leader in cultural matters and projects that identity to the region and the world. 5. Focus on the expression of culture and creativity in the public realm through public art, the urban landscape, culture in the neighborhoods, and serendipitous encounters with the arts. 6. Amplify the vibrancy of Boulder’s cultural destinations: the lively mix of museums, performance venues, events, districts, studios, maker spaces, and other facilities that make Boulder an enticing place to visit, live, play, and work. Fill in the gaps and address issues of access and affordability. Total funds: $80,000 Awards: Organizations $60,000 @ maximum $10,000 each // Individuals $20,000 @ maximum $5,000 each Details: The award amount of $10,000 for organizations or $5,000 for individuals is the maximum grant offered. Smaller requests will be accepted. Cycle: Annual DEADLINE TO SUBMIT APPLICATION: Wednesday, Jan. 24, 2018, 5 p.m. Decision timeline: Wednesday, Jan. 24, 5 p.m. - Deadline for applications Jan. 24 to Feb. 2 - Review by staff for eligibility and revision by applicants if necessary Feb. 2 to Feb. 28 - Preliminary review and score by panel (26 days) Feb. 28 to March 14 - Score processing by staff March 14 - Preliminary scores posted online March 14 to March 21 - Applicants prepare 3-minute optional presentation for the Arts Commission meeting March 21 - Arts Commission Meeting. Presentations by applicants; panel rescore; discussion and final decisions on grants ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Open to all. Anyone may apply once the General Eligibility Guidelines are met, including individuals, artists, non-profit organizations, organizations with pending non-profit status, fiscally sponsored organizations and for-profit organizations with a community focus. Organizations not headquartered in Boulder may be considered (refer to Panel Evaluation question entitled Boulder Focus). > Service area and programming. Projects must have a significant component of public programming that takes place within the city limits of Boulder. This programming must meet the criteria described in the Chapter 14-1-2 of the City of Boulder Revised Code. > Projects must take place after the grant funding decision and be completed by June 30, 2020. REVIEW PROCESS > Deliberation. Grant proposals are reviewed by the Boulder Arts Commission grants panel, which is composed of the five Boulder Arts Commissioners and four members of the arts community. Final granting decisions are made at Boulder Arts Commission meetings. See schedule. DRAFT43 Page 3 of 8 2018 > Evaluation criteria. • Community priorities (Maximum 8 points) • Cultural offerings (Maximum 8 points) • Full access (Maximum 8 points) • Proposed outcomes and evaluation strategy (Maximum 8 points) • Boulder focus (Maximum 4 points) • Encouragement points (Maximum 4 points) • Cultural equity (Maximum 4 points) • The complete scoring system and rubric for the Community Project Grant can be found here. APPEALS PROCESS Written appeals process. The deadline for a written appeal is 14 days after funding decisions has been made by the Boulder Arts Commission. The appeals process can be found on our website. GRANT AWARDS > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If accepted, grantees must contact the grant coordinator to arrange for payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after DRAFT44 Page 4 of 8 2018 the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. > Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. > Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission-funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Release form. The grantee will be asked to sign a release form and to submit photographs and / or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. REQUIRED REPORTING > Timeframe for reporting. The grant report is due one month after the project is completed. > Method. Submit the report through the online system access through the boulderarts.org website. Log in with the same user name and password utilized to submit the application for funds. After logging in, go to the ‘Dashboard’, then you’ll see a ‘Follow Up’ section for the grant. On the far right is the ‘Edit’ button. That will take you to complete the final report. > Extension requests for reporting. If circumstances delay the grant recipient’s ability to complete the project and/or the report, the recipient must notify the Commission before the original report deadline. The recipient must submit an email addressed to the Boulder Arts Commission at culturegrants@boulderlibrary.org that includes each of the following items: o an update on the project status, o a request to change the project completion date, o a new report due date. > Responsibility. The grant recipient is responsible for submitting a report by the due date. The Commission recommends reviewing the online report form well in advance. There is no grace period for the report. DRAFT45 Page 5 of 8 2018 > Consequence of Delinquent Report. Unless an extension request is approved by the Boulder Arts Commission in advance of the due date, any individuals or organizations / businesses attached as collaborators on the project will no longer be eligible to apply for Boulder Arts Commission grant funds until the report has been received. APPLICATION COPY Certification I certify that I have read the above information and that this project meets the Boulder Arts Commission’s eligibility requirements and, if a funding award is made, will continue to comply with the Boulder Arts Commission’s requirements and meet the guidelines for high artistic quality, community impact, inclusiveness, funding acknowledgment and reporting.* > I certify Applicant information > Tax status* Individual applicants > Discipline* If Multi-discipline, please indicate which disciplines are included. > Organization affiliation* To be completed by individual applicants. Even if an organizational affiliation is stated, checks will be made out to the individual whose account is associated with this application. If no organization affiliation, please state "none." Organization applicants > Date established > Mission statement* > Number of employees (Full time)* > Number of employees (Part time)* Project narrative > Project title (50 character limit)* > Amount requested (The maximum award amount is $10,000 for organizations or $5,000 for individuals. Smaller requests will be accepted.)* > Project summary. A brief overview of your project. (1,250 character limit) > Project calendar. Projects must take place after the grant deadline and be completed by June 30, 2020. (500 character limit)* DRAFT46 Page 6 of 8 2018 > Project completion date (This is the last day of any public event related to the project. Project must be completed by June 30, 2020.)* > Report due date (One month following the project completion date)* > Project location. Where do your projects take place? (250 character limit)* > Collaboration. Describe you/your organization’s plans to collaborate with other individuals or organizations for this project. If this is a solo project with no partners beyond the applicant, respond with "None." (500 character limit)* Panel evaluation > Community Priorities. The City of Boulder’s Community Cultural Plan is a visioning and strategic document that describes how the people of Boulder will align efforts, with the support of the municipal government, to achieve our collective vision: Together, we will craft Boulder’s social, physical, and cultural environment to include creativity as an essential ingredient for the wellbeing, prosperity, and joy of everyone in the community. The Community Priorities are six points that summarize the community’s most common responses in answer to the question, “What is your vision for Boulder’s culture and creative economy?” Reference: Cultural Plan and Community Priorities. In what way will this project contribute to one or several of the Community Priorities described in the Community Cultural Plan? Does the project contribute to one priority thoroughly? Examples of ways to demonstrate impact on the Community Priorities may include descriptions of how your project or organization: o Supports artists and creative professionals by providing professional development programming. o Contributes to Boulder’s creative identity and creates a vibrant cultural destination through high artistic merit and excellence in the practice of a medium or discipline. o Engages the community in civic dialogue about the arts through interactive outreach in the neighborhoods. o Adds creativity in the public realm by engaging underserved populations in art making for their community. (1,250 character limit)* > Cultural offerings. In what way does your project fill a gap in the variety of cultural offerings in Boulder? What is exciting or new about your project? (1,250 character limit)* > Full access. Describe how your project will address affordability, availability, accessibility, accommodation, and acceptability to diverse groups. For reference, please review the Boulder Arts Commission and Americans for the Arts Statements on Cultural Equity. (1,250 character limit)* Links: References: https://boulderarts.org/wp-content/uploads/2016/12/Statement-on-Cultural- Equity.pdf?x64198 http://www.americansforthearts.org/about-americans-for-the-arts/statement-on-cultural- equity > Proposed outcomes and evaluation strategy. Describe your evaluation strategy for this project and how you will collect data. Please also include your goals for this project and how the benefit to the community will be measured. (1,250 character limit)* DRAFT47 Page 7 of 8 2018 Additional questions > Boulder focus. Are you a Boulder organization/individual serving Boulder or are you an organization/individual outside of Boulder and to what degree do you focus on Boulder programming? (1,250 character limit)* > Encouragement points. Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. This includes providing support to applicants who have not yet received a grant in this cycle. Confirm if your organization has been funded in the current cycle.* > Cultural equity. Among the goals of the Boulder Arts Commission is to encourage the equitable, fair, and just distribution of funds in support of the community. This includes providing support to applicants whose organizational leadership or audience represent groups who are typically underserved by arts programming and funding models (i.e. culturally diverse groups, organizations focused on age diversity, etc.) Describe how your project does or does not fulfill one or several of these categories. For reference, please review the Boulder Arts Commission and Americans for the Arts Statements on Cultural Equity. Links: > https://boulderarts.org/wp-content/uploads/2016/12/Statement-on-Cultural- Equity.pdf?x64198 http://www.americansforthearts.org/about-americans-for-the-arts/statement-on-cultural-equity (1,250 character limit)* Attachments Please title the attachments according to the headings listed below. Required attachments are starred (*). > Budget. Please provide a brief project budget summary including all revenue (monetary and in- kind contributions including this grant) and expenses. (1 page) > Partner/collaborator list. Provide a list of each individual / organization that has a significant coordinating role in this project. Include their name, contact information, and role. (1 page) > Venue letter. Attach confirmation from the hosting venue that the project is approved and scheduled. See sample. (1 page) > Letters of support. Attach any letters of support that will be useful in understanding community involvement and enthusiasm for the project. (Optional) > Other. Attach any documents that will help the panel fully understand the project. You may also attach videos and other materials, as appropriate, to help the commission evaluate artistic quality. (Optional) Agreements, grant report certification and submission > I certify that, if funding is awarded, my application may be presented on the boulderarts.org website. The Office of Arts and Culture staff will send a copy of the document to the applicant listed for approval in advance of posting on the website. (Optional) > I certify that the information contained in this application is true and correct to the best of my knowledge.* DRAFT48 Page 8 of 8 2018 > First name* > Last name* > Title* > Date* DRAFT49 University of Colorado at Boulder Graduate Certificate in Arts Administration Scholarships - DRAFT PURPOSE: Encouraging Boulder-based arts administrators to deepen their knowledge of arts management best practices and engagement with other arts leaders though graduate level training. HOW TO APPLY 1. Review the below information in full. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. The application consists of: a. Online application form b. Professional experience (resume) c. Letter of recommendation d. Letter of interest in the program e. Unofficial transcripts of earned Bachelor’s degree 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting on DATE. 7. At the meeting on DATE the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. Total funds: $10,000 Cycle: Annually. Maximum Amounts for Scholarships: $2,000 Details: Open to students admitted to the University of Colorado at Boulder Graduate Certificate in Arts Administration program for the Fall 2018 / Spring 2020 certificate program. You may apply if you are awaiting admission into the program. DEADLINES TO SUBMIT APPLICATION: Friday, July 6, 2018, 11:59 p.m. Decision timeline: DRAFT50 Page 2 of 5 2019 Friday, July 6, 2018, 11:59 p.m. – Deadline for applications July 6 to July 10 – Review by staff for eligibility. Revision by applicants if necessary July 10 to July 18 – Review by Arts Commission (8 days) July 18 - Arts Commission meeting. Interviews and final decisions on scholarships ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Open to students admitted to the University of Colorado at Boulder Graduate Certificate in Arts Administration for the Fall 2019 / Spring 2020 certificate program. You may apply if you are awaiting admission into the program. REVIEW PROCESS > Deliberation. Applicants are expected to attend the July 18, 2018 meeting of the Arts Commission for a live, group interview with the Commission members. Decisions will be made at the same meeting. > Evaluation criteria. • Contribution to Boulder culture • Professional experience (resume) • Letter of recommendation • Letter of interest in the program • Unofficial transcripts of earned Bachelor’s degree APPEALS PROCESS Written appeals process. The deadline for a written appeal is 14 days after funding decisions has been made by the Boulder Arts Commission. The appeals process can be found on our website. SCHOLARSHIP AWARDS Note that the below information is general to the Boulder Arts Commission cultural grants program; some of this information may not apply to your specific grant. > Registration, Accommodations, Travel, Meals. Attendees are responsible for arranging and paying for their own registration, travel, lodging, meals, etc. > Award Limitations. One scholarship per individual will be awarded each year. Consideration will be given to maximize the number of organizations participating. > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If accepted, grantees must contact the grant coordinator to arrange for payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. DRAFT51 Page 3 of 5 2019 > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. > Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. > Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission-funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Release form. The grantee will be asked to sign a release form and to submit photographs and / or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to DRAFT52 Page 4 of 5 2019 your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. REQUIRED REPORTING > Timeframe for reporting. The grant report is due one month after the scholarship opportunity is completed. > Method. Submit the report through the online system access through the boulderarts.org website. Log in with the same user name and password utilized to submit the application for funds. After logging in, go to the ‘Dashboard’, then you’ll see a ‘Follow Up’ section for the grant. On the far right is the ‘Edit’ button. That will take you to complete the final report. > Extension requests for reporting. If circumstances delay the grant recipient’s ability to complete the project and/or the report, the recipient must notify the Commission before the original report deadline. The recipient must submit an email addressed to the Boulder Arts Commission at culturegrants@boulderlibrary.org that includes each of the following items: o an update on the project status, o a request to change the project completion date, o a new report due date. > Responsibility. The grant recipient is responsible for submitting a report by the due date. The Commission recommends reviewing the online report form well in advance. There is no grace period for the report. > Consequence of Delinquent Report. Unless an extension request is approved by the Boulder Arts Commission in advance of the due date, any individuals or organizations / businesses attached as collaborators on the project will no longer be eligible to apply for Boulder Arts Commission grant funds until the report has been received. APPLICATION COPY Certification I certify that I have read the above information and that this project meets the Boulder Arts Commission’s eligibility requirements and, if a funding award is made, will continue to comply with the Boulder Arts Commission’s requirements and meet with guidelines for high artistic quality, community impact, inclusiveness, funding acknowledgment and reporting. * > I certify Applicant informatio > Tax status * Individual applicants > Organization affiliation * DRAFT53 Page 5 of 5 2019 > To be completed by individual applicants. Even if an organizational affiliation is stated, checks will be made out to the individual whose account is associated with this application. If no organization affiliation, please state "none." > Title or role within organization > If affiliation with a local arts organization is specified, the organization's annual budget is required here. Narrative > Confirm that you have been accepted to the University of Colorado at Boulder Graduate Certificate in Arts Administration. * > Contribution to Boulder culture. How do you participate in cultural life in Boulder? How will this program help you enhance your contribution? (3,000 characters) * Attachments The following attachment is required. Please title the attachments according to the bolded heading listed below: > Resume. > Letter of recommendation. > Letter of interest in the program. > Unofficial transcripts of earned Bachelor’s degree. Agreements, grant report certification and submission > I certify that the information contained in this application is true and correct to the best of my knowledge. * > First name * > Last name * > Title * > Date * DRAFT54 Cultural Field Trips Fund - DRAFT Full application (in Formstack) PURPOSE: The Cultural Field Trips Fund provides opportunities for children at Title 1 schools in the City of Boulder to have direct experience with Boulder’s arts institutions and cultural destinations, while contributing to and reinforcing their classroom learning. Research has shown that early exposure to the arts results in continued engagement with the arts throughout a lifetime. The goals of the fund are to impact children in schools where there is the most need and increase the exposure of students to unique and memorable experiences that may shape their future in cultural participation, creative careers, and personal lives. Total funds available for the 2018 to 2019 school year: $14,000 Maximum amount per application: The costs of transportation and/or entry fees up to $2,000 per teacher for cultural field trips that take place within the Boulder Valley, as defined by the current version of the Boulder Valley Comprehensive Plan. Funds awarded on first come, first served basis – with consideration to equitable distribution of funds — until all monies are distributed. Cycle: Annually. Field trips must take place before the end of the spring 2018 semester (May 31, 2018). Deadline to apply for the 2017 to 2018 school year: Deadline extended to Friday, September 29, 2017, at 5 p.m. ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Open to: Public school teachers are eligible with the approval of their school administrators. These funds will be available to schools with Title 1 designation. Consideration will be given to maximize the number of schools participating. > Cultural Field Trips must take place after the funding decision and within the school year that the fund is awarded. REVIEW PROCESS > Deliberation. Applications for Cultural Field Trips are approved through administrative review by staff of the City of Boulder Office of Arts and Culture, and awards are announced at the next monthly meeting of the Boulder Arts Commission following the deadline. > Evaluation of applications. Applications for Cultural Field Trips are awarded on a first come, first served basis – with consideration to equitable distribution of funds — to those who have met all the requirements of application. Receiving an award in previous years does not imply continued support. Each application is reviewed anew in the context of current policies and applications. Awards Announced: Reviewed by staff and announced at the next meeting of the Boulder Arts Commission following the deadline. DRAFT55 Applicant information 1 > First Name* > Last Name* > Address (1) * > Address (2) * > City* > State * > Zip Code* > Phone No. * > Email* > How did you find out about grants through the Office of Arts + Culture? * Application forms > School* > Title or role within the school* > Date of Cultural Field Trip - Toggle Calendar* > Destination of Cultural Field Trip* > Address of Cultural Field Trip* > Website of the Field Trip Site (if available) * > Nature of the Field Trip. Where will you visit, what will the trip entail, who will join you? (1,250 characters maximum) * > Grade(s) of students * > Number of students expected to attend* > Number of adults expected to attend* > Confirmation from administrator* > I have received approval from administrative staff. * > Name of approving administrator* > Email and phone number for approving administrator * > Grant Amount Requested (The costs of transportation and/or entry fees up to $2,000 per applicant for cultural field trips that take place within the Boulder Valley as defined by the then current version of the Boulder Valley Comprehensive Plan. A shorthand way to know is if the zip code begins with 803—then it is generally accepted in this area) * > Please give a breakdown of the full Cultural Field Trip expenses including: entry fees, transportation fees, staff fees, etc. * > Date Final Report is due (30 days after the convention, workshop, etc.) * Submission and signature I certify that all information contained in this application and attachments is true and accurate. All funded activities must provide equal access and equal opportunity in employment and services and may not discriminate on the basis of disability, color, creed or religion. * 1 This application is not through the Foundant grant system. DRAFT56 General Operating Support Grants - DRAFT Full Application DESCRIPTION: To bolster the sustainability of the community’s cultural organizations, a system of operating l grants is a priority for the cultural grants program. This system of institutional funding supports the Community Priorities and goals in the Community Cultural Plan within the “Support for Cultural Organizations” strategy. HOW TO APPLY 1. Review the below information in full. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. The application consists of: a. Online application form. b. Budgets. c. Major Contributors. d. In-kind Contributions. e. Board of Directors List. f. Position(s) on the board (officer and committee positions) g. Occupation and name of employer and/or affiliation(s) h. City or county of residence i. Term end date for each board member j. Proof of IRS Federal Tax-exempt Status. k. Anti-discrimination Statement. l. Staff List. m. Annual Report or Strategic Plan. (Optional) n. Evaluation Results. Provide the organization’s most recent evaluation results or findings relevant to this request. (Optional) 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting on DATE. 7. At the meeting on DATE the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. DRAFT57 PURPOSE: Our approach to operating funding is derived from the National Assembly of State Arts Agencies, and is here modified to suit the circumstances of the Community Cultural Plan: 1. Operating grants maintain the autonomy of grantees, allowing them to allocate the dollars to their most pressing needs. 2. Operating grants tend to be more predictable over time, which helps organizations maintain continuity of services to their communities. 3. Because Operating grants are flexible, grantees can use the funds in more opportunistic or entrepreneurial ways than project-restricted funds often allow. 4. Operating grants come with stringent accountability and management requirements that incentivize and perpetuate good business practices among arts organizations. 5. Because the grantee—not the grant maker—ultimately defines the activities for which Operating grants are used, this funding mechanism can reduce "mission drift" among grantees and can help to curtail the proliferation of programs designed solely to appeal to funders. 6. Operating grants strengthen the non-profit arts infrastructure and deepen working relationships between funders and core grantees. Total Funds: $280,000 Awards: 4 @ $50,000* 4 @ $20,000 Details: breakdown by budget size and quantities Cycle: Triennally (Every year for three years) Details • Cultural organizations with annual revenues greater than $200,000 (according to the latest 990 tax documents made available on the IRS website) are invited to apply. • Once an applicant is approved to receive an Operating Grant, the approval would be valid for three one-year terms. • Reporting once a year, the organizations will be responsible for providing the Boulder Arts Commission with necessary information to track progress on their stated evaluation. • Due to the rules of the City budget, the commitment is made for only one year at a time. At the end of each year, the Boulder Arts Commission will re-certify that the grant continues into the next year by approving the report. • At each November meeting of the Boulder Arts Commission, when the city budget is identified, staff will build recommendations on allocations for the following year. This may include increases or decreases to the award allocations for grant recipients in proportion to the overall change of the budget of the Office of Arts Culture. At that time, the Boulder Arts Commission may also choose to review specific organizations that may have defaulted on the terms of their award in order to advise staff to take action. DEADLINE TO SUBMIT APPLICATION: 5 p.m., Wednesday, January 6, 2016 January 7 – 13 Staff review of grant applications January 14 – 20 Grant revisions by applicants (if necessary) January 21 – February 4 Online review/scoring by Commissioners (reasons for scoring) February 5 – Grant scoring released on the arts department website February 5 – 17 Applicants have time to prepare 3 minute presentation/case for their grant/answer questions DRAFT58 February 17 – BOULDER ARTS COMMISSION meeting- Applicant presentations; final decision on grant awards ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Budget thresholds – add breakdown > Service area and programming. Must be able to demonstrate that a majority of the organization’s programming takes place in the City of Boulder and that the programming meets the criteria described in the Chapter 14-1-2 of the City of Boulder Revised Code. The organization must also demonstrate that they are headquartered in Boulder and have been conducting this programming in Boulder for at least five years. > Non Profit Verification. Applicants must provide formal IRS documentation of their 501(c)3 status. This letter must be dated previous to the last five years. See a sample of this document. > Consistent Management. The organization must have consistent management with no planned or expected changes to leadership during the term of the funding. REVIEW PROCESS > Deliberation. Grant proposals are reviewed at Boulder Arts Commission meetings. See schedule. > Evaluation of applications. Funding in previous years does not imply continued support. Each application is reviewed anew in the context of current policies and applications. Applicants that have received repeated funding should be aware that the Boulder Arts Commission looks for indication of growth and a fresh approach to their work. > Evaluation criteria o Capacity Building o Community Priorities o Proposed Outcomes and Evaluation Strategy > The complete scoring system and rubric for the Community Project Grant can be found here. APPEALS PROCESS Written appeals process. The deadline for a written appeal is 14 days after funding decisions has been made by the Boulder Arts Commission. The appeals process can be found on our website. GRANT AWARDS > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If accepted, grantees must contact the grant coordinator to arrange for payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. DRAFT59 > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. > Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. > Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission-funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Release form. The grantee will be asked to sign a release form and to submit photographs and / or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to DRAFT60 your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. REQUIRED REPORTING ON FUNDING PROJECTS > Time Frame for Reporting. Operating Grant recipients are required to report once a year. In addition to the annual reports, grant recipients may be required to participate in research projects such as the Arts & Economic Prosperity studies. > Method. Submit the report through the online system access through the boulderarts.org website. Log in with the same user name and password utilized to submit the application for funds. After logging in, go to the ‘Dashboard’, then you’ll see a ‘Follow Up’ section for the grant. On the far right is the ‘Edit’ button. That will take you to complete the final report. > Extension requests for reporting. If circumstances delay the grant recipient’s ability to complete the project and/or the report, the recipient must notify the Commission before the original report deadline. The recipient must submit an email addressed to the Boulder Arts Commission at culturegrants@boulderlibrary.org that includes each of the following items: o an update on the project status, o a request to change the project completion date, o a new report due date. > Responsibility. The grant recipient is responsible for submitting a report by the due date. The Commission recommends reviewing the online report form well in advance. There is no grace period for the report. > Consequence of Delinquent Report. Unless an extension request is approved by the Boulder Arts Commission in advance of the due date, any individuals or organizations / businesses attached as collaborators on the project will no longer be eligible to apply for Boulder Arts Commission grant funds until the report has been received. APPLICATION COPY Certification I certify that I have read the above information and that this project meets the Boulder Arts Commission’s eligibility requirements and, if a funding award is made, will continue to comply with the Boulder Arts Commission’s requirements and meet with guidelines for high artistic quality, community impact, inclusiveness, funding acknowledgment and reporting. * > I certify Applicant information > Tax Status * (logic question – if not tax exempt/Nonprofit will halt further application) > Discipline * If Multi-discipline, please indicate which disciplines are included. > Date established * > Mission statement * > Geographic Area Served (500 character limit) * DRAFT61 > Number of employees (Full time)* > Number of employees (Part time)* Organization Narrative & Panel Evaluation > Institutional Narrative (20,000 character limit)* Please be sure to address each question below. Include the heading for each question, though it is not necessary to repeat the content of each question. o Organizational Background. Discuss the founding and development of the organization. Explain the original issue and/or opportunity the organization was founded to address and how that may have changed over time. o Goals. Describe the organization’s current goals. o Current Programs. Provide a brief description of the organization’s current programs. Include population and numbers served, as well as expected results. o Collaboration. Describe the organization’s most significant interactions with other organizations and efforts. o Inclusiveness. Describe how the organization strives to be inclusive in its programs, staff, board, volunteers, and describe progress to date. o Board/Governance. Describe the role of the board of directors in advancing the mission of the organization. Include the key issues related to board effectiveness that are being addressed in the next three years, the organization policy regarding board terms, and the percentage of the board that contributes financially to the organization. o Volunteers. Describe how the organization involves volunteers and unpaid personnel (other than the board of directors) within a typical 12-month time period. Include number of volunteers and hours. o Planning. Describe the challenges and opportunities facing the organization in the next three years. Additionally, describe how the organization engages in planning and describe the focus on any current planning efforts. o Optional. If there is additional information that is vital to convey in this proposal, do so here. > Capacity Building. How will this grant increase the capacity of your organization to meet goals in your strategic plan or master plan? In what way will this grant increase your organization’s sustainability and resiliency? What innovations, growth, or new community benefits will be made possible by this award? (1,250 character limit) > Community Priorities. The City of Boulder’s Community Cultural Plan is a visioning and strategic document that describes how the people of Boulder will align efforts, with the support of the municipal government, to achieve our collective vision: Together, we will craft Boulder’s social, physical, and cultural environment to include creativity as an essential ingredient for the wellbeing, prosperity, and joy of everyone in the community. The Community Priorities are six points that summarize the community’s most common responses in answer to the question, “What is your vision for Boulder’s culture and creative economy?” Reference: Cultural Plan and Community Priorities. In what way will this project contribute to one or several of the Community Priorities described in the Community Cultural Plan? Does the project contribute to one priority thoroughly? (1,250 character limit) * > Proposed outcomes and evaluation strategy. Describe your evaluation strategy for this project and how you will collect data. Please also include your goals for this project and how the benefit to the community will be measured. (1,250 character limit) * DRAFT62 > Curatorial Excellence. Describe how your organization commits to high standards. Include information on one or more of the following: a) the professional artists and curators involved in leadership; b) the potential impact on artists, cultural leadership, heritage practices, and/or the field (including direct payment); c) the ways in which your curatorial approach or artistic mission is realized in your programming; d) the manner your audiences, peers, or critics respond to your programming; and/or e) other ways by which you measure the quality of your curatorial practices and the results of those measures. (1,250)* > Boulder Focus. Are you a Boulder organization serving Boulder or are you an organization outside of Boulder and to what degree do you focus on Boulder programming? (1,250)* > Add question regarding full access and/or cultural equity? Attachments Please title the attachments according to the bolded headings listed below. > Budgets. Please provide a year-end statement for the last completed fiscal year and a budget for the upcoming fiscal year. This will be used to demonstrate your eligibility. * > Major Contributors. For the previous two fiscal years, list major contributors (foundations, businesses, government, individuals) with amounts. Do not include names of the individual donors. * > In-kind Contributions. Summary of significant in-kind donations (donated goods and professional services) received by the organization for the last fiscal year. * > Board of Directors List. Include the following information for each board member: * o Position(s) on the board (officer and committee positions) o Occupation and name of employer and/or affiliation(s) o City or county of residence o Term end date for each board member > Proof of IRS Federal Tax-exempt Status. Also called a Letter of Determination. This letter must be dated previous to the last five years. This will be used to demonstrate your eligibility. * > Anti-discrimination Statement. * > Staff List. Include only key staff with their qualifications and length of service with the organization. Do not include job descriptions or resumes. * > Annual Report or Strategic Plan. (Optional) > Evaluation Results. Provide the organization’s most recent evaluation results or findings relevant to this request. (Optional) Agreements, grant report certification and submission > I certify that, if funding is awarded, my application may be presented on the boulderarts.org website. The Office of Arts and Culture staff will send a copy of the document to the applicant listed for approval in advance of posting on the website. (Optional) > I certify that the information contained in this application is true and correct to the best of my knowledge. * > First name * > Last name * > Title * DRAFT63 > Date * DRAFT64 Macky Free Rental & Supplementary Funds - DRAFT Complete Application PURPOSE: To facilitate and assist community cultural groups with access and affordability of performance venues, the Boulder Arts Commission and the University of Colorado offer up to sixteen days per calendar year of rent-free space at Macky Auditorium. DEADLINE TO SUBMIT APPLICATIONS: Applications are accepted by the first of each month, year round or until all rental dates are awarded. HOW TO APPLY 1. Review the below information in full. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. The application consists of: a. Online application form. b. Venue confirmation from the University (letter of verification or contract) c. Budget summary for the project 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting on DATE. 7. At the meeting on DATE the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. Details: The grant is for rent only; the applicant will be fully responsible for any and all additional fees required by the University, including but not limited to equipment rental, direct labor costs for technical staff, ushers, security personnel, etc. You may apply for a maximum of two days free rental annually. Supplementary Funds are available from the Rental Assistance Fund for applicants who may not be able to afford these additional costs. Please apply for the supplementary funds only if it is necessary to your use of the Macky Free Rental grant. These $1,000 supplementary grants are distributed on a first-come first-served basis until monies in the Rental Assistance Fund run out. One grant per applicant per year is allowed. You may apply for a supplementary grant by checking the applicable box in this application. All applicants must have the requested dates confirmed with Macky Auditorium at the time of the application, and supply a letter of verification from the University with the pertinent date information included. Receiving a grant from the Boulder Arts Commission does not guarantee the award of a DRAFT65 Page 2 of 5 2018 specific date or dates. The actual date(s) awarded will depend on availability of the space. It is the applicant’s responsibility to inquire about availability and pay for additional costs at Macky. The contact phone number for Macky is 303-492-8423. ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Open to all. Anyone may apply once the general eligibility guidelines are met. > Timeframe. Macky Rental event dates must take place after the grant funding decision and within the calendar year during which they are applied for. > Venue confirmation. All applications must include a letter of commitment from the Macky management indicating the project date(s). Letters should follow the normal business standard, on letterhead when possible and signed by the author; email correspondence is not accepted. A contract with Macky including the project dates and rental fees is an acceptable alternative. REVIEW PROCESS > Deliberation. Proposals for free rental of Macky Auditorium and supplementary funds are approved through administrative review by staff of the City of Boulder Office of Arts Culture and awards are announced at the next meeting of the Boulder Arts Commission following the deadline. > Evaluation of applications. Proposals for free rental of Macky Auditorium and supplementary funds are awarded on a first-come, first-served basis to those who have met all the requirements of application, including the venue confirmation and budget summary. Award in previous years does not imply continued support. Each application is reviewed anew in the context of current policies and applications. GRANT AWARDS Notifications of awards. Recipients of free rental at Macky will be notified by email with a copy sent to University of Colorado staff responsible for oversight of Macky. And, the following will apply: > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If awarded a $1,000 Supplementary Grant, grantees must contact the grant coordinator to arrange for payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. DRAFT66 Page 3 of 5 2018 > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. > Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. > The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. > Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. > Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission-funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Release form. The grantee will be asked to sign a release form and to submit photographs and / or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. DRAFT67 Page 4 of 5 2018 REQUIRED REPORTING ON PROJECT > Timeframe for reporting. The grant report is due one month after the project is completed. > Method. Submit the report through the online system access through the boulderarts.org website. Log in with the same user name and password utilized to submit the application for funds. After logging in, go to the ‘Dashboard’, then you’ll see a ‘Follow Up’ section for the grant. On the far right is the ‘Edit’ button. That will take you to complete the final report. > Extension requests for reporting. If circumstances delay the grant recipient’s ability to complete the project and/or the report, the recipient must notify the Commission before the original report deadline. The recipient must submit an email addressed to the Boulder Arts Commission at culturegrants@boulderlibrary.org that includes each of the following items: o an update on the project status, o a request to change the project completion date, o a new report due date. > Responsibility. The grant recipient is responsible for submitting a report by the due date. The Commission recommends reviewing the online report form well in advance. There is no grace period for the report. > Consequence of Delinquent Report. Unless an extension request is approved by the Boulder Arts Commission in advance of the due date, any individuals or organizations / businesses attached as collaborators on the project will no longer be eligible to apply for Boulder Arts Commission grant funds until the report has been received. APPLICATION COPY Certification I certify that I have read the above information and that this project meets the Boulder Arts Commission’s eligibility requirements and, if a funding award is made, will continue to comply with the Boulder Arts Commission’s requirements and meet with guidelines for high artistic quality, community impact, inclusiveness, funding acknowledgment and reporting. * > I certify Applicant information > Discipline: * If Multi-Discipline, please indicate which disciplines are included. > Tax status * > Organization/Business. Cultural organizations/businesses are eligible. Non-profit status is not required for this category. * > Date established * > Mission statement* > Annual budget * > Number of employees (Full time) * > Number of employees (Part time) * > Number of volunteers * DRAFT68 Page 5 of 5 2018 Program information > Program title (50 character limit) * > Program date(s) * > Date grant report is due (1 month after the end of the project/event) * > Program summary. Provide a brief overview of the project. (2000 character limit) * > Partner/Collaborator List. Provide a list of each individual / organization that has a significant coordinating role in this project. Include their name, contact information, and role. (1,250 character limit) * > If funds are available in the Rental Assistance Fund, do you wish to apply for the $1,000 Supplementary Grant? * > [conditional] Answer this question only if you are applying for the $1,000 supplementary funds. Detailed Breakdown of rental costs. Please show all rental costs, including equipment rental, direct labor costs for technical staff, ushers, security personnel, etc. (1,250 character limit) Attachments The following attachments are required. Please title the attachments according to the bolded headings below: > Venue confirmation from the University (letter of verification or contract) > Budget summary for the project ---------- Agreements and submission > I certify that the information contained in this application is true and correct to the best of my knowledge. * > I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs. * > First name * > Last name * > Title * > Date * DRAFT69 Professional Development Scholarships - DRAFT PURPOSE: Encouraging leadership and the sharing of good practices through professional development will advance our creative economy, support professionals and businesses, and enhance cultural dialog. DEADLINES TO SUBMIT APPLICATION: Round One: Friday, Jan. 19, 5 p.m. Round Two: Wednesday, April 18, 5 p.m. HOW TO APPLY 1. Review the below information in full. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. The application consists of: a. Online application form. b. Resume. 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting on DATE. 7. At the meeting on DATE the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. Total funds: $17,000. Round one: $10,000. Round two: $7,000. Cycle: Annually. Opportunities must take place in the calendar year the application is submitted. Maximum Amounts for Scholarships: The costs of registration, travel and expenses up to $500 for programs which take place in Colorado, or up to $1,000 for programs that take place out-of-state, or $500 for on-line opportunities. Details: Individuals may apply for any professional development opportunity they wish. In addition, we encourage participation in two specific programs: Colorado Creative Industries Summit Americans for the Arts Annual Convention Decision timelines: Professional Development Scholarships, Round One DRAFT70 Page 2 of 6 2019 Friday, Jan. 19, 5 p.m. – Deadline for applications Jan. 20 to Jan. 26 – Review by staff for eligibility. Revision by applicants if necessary Jan. 26 to Feb. 21 – Review by Arts Commission (27 days) Feb. 21 - Arts Commission meeting. Final decisions on scholarships Professional Development Scholarships, Round Two Wednesday, April 18, 5 p.m. – Deadline for applications April 18 to April 25 – Review by staff for eligibility. Revision by applicants if necessary April 25 to May 16 – Review by Arts Commission (21 days) May 16 - Arts Commission meeting. Final decisions on scholarships ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Open to all. Anyone may apply once the general eligibility guidelines are met. > Professional development opportunities must take place after the grant funding decision and within the calendar year the grant is awarded. REVIEW PROCESS > Deliberation. Proposals for Professional Development Scholarships are approved through administrative review by staff of the City of Boulder Office of Arts Culture and awards are announced at the next meeting of the Boulder Arts Commission following the deadline. > Evaluation of applications. Staff may take applications to the Arts Commission for review should they have questions. > Evaluation criteria. • Contribution to Boulder culture • Professional experience (resume) APPEALS PROCESS Written appeals process. The deadline for a written appeal is 14 days after funding decisions has been made by the Boulder Arts Commission. The appeals process can be found on our website. SCHOLARSHIP AWARDS > Registration, Accommodations, Travel, Meals. Attendees are responsible for arranging and paying for their own registration, travel, lodging, meals, etc. > Award Limitations. One scholarship per individual will be awarded each year. Consideration will be given to maximize the number of organizations participating. > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If accepted, grantees must contact the grant coordinator to arrange for payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any DRAFT71 Page 3 of 6 2019 collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. > Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. > Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission-funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Release form. The grantee will be asked to sign a release form and to submit photographs and / or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. DRAFT72 Page 4 of 6 2019 Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. REQUIRED REPORTING > Timeframe for reporting. The grant report is due one month after the scholarship opportunity is completed. > Method. Submit the report through the online system access through the boulderarts.org website. Log in with the same user name and password utilized to submit the application for funds. After logging in, go to the ‘Dashboard’, then you’ll see a ‘Follow Up’ section for the grant. On the far right is the ‘Edit’ button. That will take you to complete the final report. > Extension requests for reporting. If circumstances delay the grant recipient’s ability to complete the project and/or the report, the recipient must notify the Commission before the original report deadline. The recipient must submit an email addressed to the Boulder Arts Commission at culturegrants@boulderlibrary.org that includes each of the following items: o an update on the project status, o a request to change the project completion date, o a new report due date. > Responsibility. The grant recipient is responsible for submitting a report by the due date. The Commission recommends reviewing the online report form well in advance. There is no grace period for the report. > Consequence of Delinquent Report. Unless an extension request is approved by the Boulder Arts Commission in advance of the due date, any individuals or organizations / businesses attached as collaborators on the project will no longer be eligible to apply for Boulder Arts Commission grant funds until the report has been received. APPLICATION COPY Certification I certify that I have read the above information and that this project meets the Boulder Arts Commission’s eligibility requirements and, if a funding award is made, will continue to comply with the Boulder Arts Commission’s requirements and meet with guidelines for high artistic quality, community impact, inclusiveness, funding acknowledgment and reporting. * > I certify Applicant information > Tax status * Individual applicants DRAFT73 Page 5 of 6 2019 > Discipline: * If Multi-discipline, please indicate which disciplines are included. > Organization affiliation * > To be completed by individual applicants. Even if an organizational affiliation is stated, checks will be made out to the individual whose account is associated with this application. If no organization affiliation, please state "none." > Title or role within organization > If affiliation with a local arts organization is specified, the organization's annual budget is required here. ----- Narrative > Location of professional development opportunity * > Title of professional development opportunity > City/State the professional development opportunity takes place; online opportunity. * > Website of the professional development opportunity (if available) > Scholarship amount requested (The costs of registration, travel and expenses up to $500 for programs which take place in Colorado, or up to $1,000 for programs that take place out-of- state and up to $500 for an online opportunity.) * > Please give a breakdown of your expenses including: registration cost, hotel, mileage, meals, other expenses. (When possible please use actual costs or you may use this federal per diem rate calculator) * > Date of professional development opportunity > Date final report is due (30 days after the convention, workshop, etc.) > Contribution to Boulder culture. How do you participate in cultural life in Boulder? How will this program help you enhance your contribution? (1,250 characters) * --- Attachments The following attachment is required. Please title the attachments according to the bolded heading listed below: > Resume. ----- Agreements, grant report certification and submission > I certify that the information contained in this application is true and correct to the best of my knowledge. * > First name * DRAFT74 Page 6 of 6 2019 > Last name * > Title * > Date * DRAFT75 Rental Assistance Fund (Boulder Venues) - DRAFT PURPOSE: To facilitate and assist community cultural groups with access and affordability of performance venues, the Boulder Arts Commission is offering support in the form of rental assistance grants to individuals, artists and organizations. DEADLINE TO SUBMIT APPLICATIONS: Applications are accepted by the first of each month, year round or until all rental dates are awarded. HOW TO APPLY 1. Review the below information in full. 2. Log onto the Boulder Arts Commission online grant portal. If you have not logged on before, make a profile. Applications must be submitted using our online grant applications. We encourage you to watch this training video for instructions on registering and applying online. 3. Complete the application by 11:59 p.m. on the day of the deadline. The application consists of: a. Online application form. b. Venue confirmation Letter of verification or contract c. Budget Summary for the project 4. Look for an automated email message confirming receipt of your application. 5. After the deadline, staff will send all applications to the panel for scoring and comments. The panel consists of the five City Council-appointed Boulder Arts Commissioners and four members of the community. 6. You will receive notification that the panel’s scores and comments on your application are available. Please review their scores and comments and prepare a 3-minute presentation for the Arts Commission meeting on DATE. 7. At the meeting on DATE the panel will hear all applicant presentations. The panel will then rescore the applications, discuss the scores, and make final decisions on the grants. 8. If you are awarded a grant, staff from the Office of Arts and Culture will contact you to complete any necessary paperwork. DETAILS: Up to 50% of all rental costs to a maximum of $1,000. One grant per applicant per year. ELIGIBILITY REQUIREMENTS > General eligibility. Meets all general eligibility requirements. > Open to all. Anyone may apply once the general eligibility requirements are met. > Timeframe. Rental event dates must take place after the grant funding decision and within the calendar year during which they are applied for. > Venues must be in Boulder, as described in the Boulder Valley Comprehensive Plan, and may include non-traditional locations. You must include a confirmation from your hosting venue that the project is approved and scheduled. See sample. REVIEW PROCESS DRAFT76 Page 2 of 5 2018 > Deliberation. Proposals for Rental Assistance are approved through administrative review by staff of the City of Boulder Office of Arts Culture and awards are announced at the next meeting of the Boulder Arts Commission following the deadline. > Evaluation of applications. Proposals for Rental Assistance are awarded on a first-come, first- served basis to those who have met all the requirements of application, including the venue confirmation and budget summary. Award in previous years does not imply continued support. GRANT AWARDS > Notifications and dispersal of funds. Staff notifies all applicants if their proposals have been accepted or declined. If accepted, grantees must contact the grant coordinator to arrange for payment. Checks are sent by mail or electronically to bank accounts designated by the recipients. > Communications. All official communications and notifications will be made to the named individual applicant or person designated as the organization contact. It is this person's responsibility to communicate Boulder Arts Commission requirements of the grant award to any collaborators or other participants. This includes, but is not limited to, such things as compliance with grant agreements, identifying Boulder Arts Commission sponsorship on publicity materials, and reporting issues. > Implementation. Grantees shall implement programs / projects as outlined in the grant application. Any changes to the project, venue, grantee address, schedule, or staff / team members must be reported to culturegrants@boulderlibrary.org. > Award amount. The Boulder Arts Commission reserves the right to adjust the amount of a grant award offered to an applicant. There are no restrictions as to the minimum amount that may be requested. > PERA impacts. Retirees affiliated with the Colorado Public Employees Retirement Association (PERA) will be impacted by a withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are available on the PERA website. See "Disclosure of Compensation." > IRS taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government. Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant award. > Agreement. When a funding award is made by the Boulder Arts Commission, the recipient will be contacted by staff to sign a grant project agreement with the City of Boulder. In the agreement, the recipient will indicate the completion date of the project and the date a grant report will be submitted to the Boulder Arts Commission. Reports are required one month after the project is completed, unless the agreement states otherwise. The report must be completed through the online system found at boulderarts.org. Vendor forms. All grantees must submit a City of Boulder vendor form and current IRS W-9 form so that they may be added to the City’s vendor list. Individuals must also submit an Immigration Status Affidavit and Determination of Independent Contractor / Employee Status for Payment document. The State of Colorado law requires proof of legal residency at the time of payment. The W-9 must be in the same name as the grant recipient named on the grant application. The Grants Coordinator will send the appropriate forms to grant recipients. DRAFT77 Page 3 of 5 2018 > Issuance of funding checks. Once the agreement is signed, staff of the Office of Arts and Culture will submit it to City Finance along with the invoice. Funds are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and Boulder Arts Commission approval of the grant report which is required one month after the project is completed. Failure to submit a final grant report will result in ineligibility to apply for future grants. > Acknowledgment of Boulder Arts Commission funding. All publicity for Boulder Arts Commission-funded projects must include the following credit line: This project is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of the credit line, the Boulder Arts Commission Logo may be used. The grantee will also be asked to sign a release form and to submit photographs and/or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Release form. The grantee will be asked to sign a release form and to submit photographs and / or videos of the project that the Office and Arts and Culture will be able to use on their website, social media, printed materials or any other publicity. > Thanking City Council. It is suggested that all grant recipients write the Boulder City Council members to thank them for supporting the Boulder Arts Commission and the Office of Arts and Culture. Please let them know how this grant will be used, and the difference it will make to your organization. Please also invite them to attend your events and programs. Visit the City Council website page to find out more about contacting City Council members. REQUIRED REPORTING > Timeframe for reporting. The grant report is due one month after the project is completed. > Method. Submit the report through the online system access through the boulderarts.org website. Log in with the same user name and password utilized to submit the application for funds. After logging in, go to the ‘Dashboard’, then you’ll see a ‘Follow Up’ section for the grant. On the far right is the ‘Edit’ button. That will take you to complete the final report. > Extension requests for reporting. If circumstances delay the grant recipient’s ability to complete the project and/or the report, the recipient must notify the Commission before the original report deadline. The recipient must submit an email addressed to the Boulder Arts Commission at culturegrants@boulderlibrary.org that includes each of the following items: o an update on the project status, o a request to change the project completion date, o a new report due date. > Responsibility. The grant recipient is responsible for submitting a report by the due date. The Commission recommends reviewing the online report form well in advance. There is no grace period for the report. > Consequence of Delinquent Report. Unless an extension request is approved by the Boulder Arts Commission in advance of the due date, any individuals or organizations / businesses attached as collaborators on the project will no longer be eligible to apply for Boulder Arts Commission grant funds until the report has been received. APPLICATION COPY Certification DRAFT78 Page 4 of 5 2018 I certify that I have read the above information and that this project meets the Boulder Arts Commission’s eligibility requirements and, if a funding award is made, will continue to comply with the Boulder Arts Commission’s requirements and meet with guidelines for high artistic quality, community impact, inclusiveness, funding acknowledgment and reporting. * > I certify Applicant information 2 > Discipline: * If Multi-Discipline, please indicate which disciplines are included. > Tax status * > Organization/Business. Cultural organizations/businesses are eligible. Non-profit status is not required for this category. * > Date established * > Mission statement* > Annual budget * > Number of employees (Full time) * > Number of employees (Part time) * > Number of volunteers * Program information > Program title (50 character limit) * > Amount requested (Must equal 50% of total rental costs up to $1,000) * > Rental venue (50 character limit) * > Program date(s) * > Date grant report is due (1 month after the end of the project/event) > Program summary. Provide a brief overview of the project. (1,250 character limit) * > Give a brief description of the venue, its amenities and why it is a good fit for your event/production. (1,250 character limit) * > Detailed breakdown of rental costs. Please show all rental costs including equipment rental, direct labor costs for technical staff, ushers, security personnel, etc. You may apply for 50% of the total cost up to $1,000. (1,250 character limit) * > Partner/Collaborator list. Provide a list of each individual / organization that has a significant coordinating role in this project. Include their name, contact information, and role. (1,250 character limit) * Attachments 2 Much of the applicant organization information will be carried over from the applicant’s profile, so it does not need to be added on each application. DRAFT79 Page 5 of 5 2018 The following attachments are required. Please title the attachments according to the bolded headings below: > Venue confirmation Letter of verification or contract > Budget Summary for the project Agreements, grant report certification and submission > I certify that the information contained in this application is true and correct to the best of my knowledge. * > I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs. * > First name * > Last name * > Title * > Date * DRAFT80 Page 1 of 3 2019 Arts Education Project Grant - DRAFT Report REPORT COPY Instructions and deadlines Please complete the whole grant report form no later than one month after you finish the project. The report due date was submitted in your application. If a report is not approved, staff will notify you with questions regarding your report. If you can’t complete a grant project on time, you must email a letter to the Boulder Arts Commission at culturegrants@boulderlibrary.org to ask for an extension before the report due date. Send this email before the report due date with these details: > explanation for the delay; > timing for project completion (provide a specific date); > timing for project’s grant report submission (provide a specific date one month after finishing your project) Staff will review your extension request email and provide a response. If a report extension is not approved, staff will notify you about how you could revise or add more information. Failure to follow these procedures will jeopardize your eligibility to apply for future Boulder Arts Commission grant awards. If you have questions, contact information for staff is on the boulderarts.org website, or you may email culturegrants@boulderlibrary.org, or call 720-564-2355. ----- [Conditional] Organization grantees > Date established > Mission statement* > Geographic area served * > Number of employees (Full time)* > Number of employees (Part time)* Individual grantees > Organization affiliation. Awards will be made to the individual whose account is associated with this application, even if an organization is stated. If you are not affiliated with an organization, please state “none.” * Project information > Project title (50 character limit) * > Project outcome. Provide a brief description of the completed project. How successful were DRAFT81 Page 2 of 3 2019 you in achieving your goals for this project? Did you experience any obstacles that kept the project from meeting its objectives? If so, what changes did you make that were successful? If the final outcome(s) of the project differed from your description in your original grant, please give details. (1,250 character limit)* Application reference: Project summary. > Updated project calendar. If your calendar differed from what you proposed in your application, please tell us how. (1,250 character limit)* Application reference: Project calendar. ----- Project Evaluation > Benefit to students. How many unique students benefited from your project and how does that compare to what you projected in your original grant application? Describe at least one anecdote of how a student benefited in a meaningful way from one of your activities. (1,250 character limit)* Application reference: Benefit to students. > Complementing curriculum and offerings. Were you successful in implementing the curriculum in the classroom? Please explain why. Did you experience any obstacles that kept the program from meeting any of its objectives? If so, what changes did you make and were they successful? (1,250 character limit)* Application reference: Complementing curriculum and offerings. > Outcomes and evaluation strategy. How did your evaluation strategy work? Did you collect data? What did the data tell you? How successful was this project in benefiting the community? Describe briefly how someone benefited in a meaningful way from your project. If you would like to provide a table or chart regarding the results of your project instead of writing text here, please include in the attachments section. (1,250 character limit)* Application reference: Proposed outcomes and evaluation strategy. > Takeaways. Please tell us what you learned—the big ideas or breakthroughs for you, your organization, the arts in Boulder, and/or the community. (1,250 character limit)* ----- Budget report and attachments Please title the attachments according to the headings listed below. Required attachments are starred (*). > Financial statement for the project. Please resubmit a copy of your original project budget from the grant proposal and add columns for and information detailing: "Actual income", "Actual expenses", "Variance" (or difference between the two).* > Evaluation materials. Include here a concise data report with a table or chart showing the results of your project (only if you did not fill in the proposed outcomes and evaluation strategy section). > Collateral materials. Please provide proof that you’ve given credit to the Boulder Arts Commission for grant funding (proof could be a mention of grant support with the Commission’s official logo in advertising, schedules, news/media clippings, programs, etc.)* > Media files. Please submit at least three and up to 10 photographs (jpegs) documenting your grant project. Include a Word document listing: name of the event, date, and photo credits. Upload any audio or video files onto YouTube or a similarly accessible social media site and submit a document (Word or pdf) with a list of website links.* DRAFT82 Page 3 of 3 2019 Agreement > I grant the City of Boulder Office of Arts and Culture, its representatives and employees the right to use these photographs / videos / audios with proper accreditation for any lawful purpose, including for publicity, illustration, advertising, newsletters, publications social media and Web. ----- Grant report certification and submission > I certify that the information contained in this grant budget report is true and correct to the best of my knowledge. > I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs. > First name > Last name > Title > Date DRAFT83 Page 1 of 3 2019 Community Project Grant - DRAFT Report REPORT COPY Instructions and deadlines Please complete the whole grant report form no later than one month after you finish the project. The report due date was submitted in your application. If a report is not approved, staff will notify you with questions regarding your report. If you can’t complete a grant project on time, you must email a letter to the Boulder Arts Commission at culturegrants@boulderlibrary.org to ask for an extension before the report due date. Send this email before the report due date with these details: > explanation for the delay; > timing for project completion (provide a specific date); > timing for project’s grant report submission (provide a specific date one month after finishing your project) Staff will review your extension request email and provide a response. If a report extension is not approved, staff will notify you about how you could revise or add more information. Failure to follow these procedures will jeopardize your eligibility to apply for future Boulder Arts Commission grant awards. If you have questions, contact information for staff is on the boulderarts.org website, or you may email culturegrants@boulderlibrary.org, or call 720-564-2355. ----- [Conditional] Organization grantees > Date established > Mission statement* > Geographic area served * > Number of employees (Full time)* > Number of employees (Part time)* Individual grantees > Organization affiliation. Awards will be made to the individual whose account is associated with this application, even if an organization is stated. If you are not affiliated with an organization, please state “none.” * Project information > Project title (50 character limit) * DRAFT84 Page 2 of 3 2019 > Project outcome. Provide a brief description of the completed project. How successful were you in achieving your goals for this project? Did you experience any obstacles that kept the project from meeting its objectives? If so, what changes did you make that were successful? If the final outcome(s) of the project differed from your description in your original grant, please give details. (1,250 character limit)* Application reference: Project summary. ----- Project Evaluation > Community Priorities. How successful were you in addressing the Community Priorities contained in the Cultural Plan? How have you measured success? (1,250 character limit)* Application reference: Community Priorities. > Full access. Describe what steps you took to be inclusive and provide greater accessibility. How many people benefited from your project? Include a demographic breakdown if possible. (1,250 character limit)* Application reference: Full access. > Artistic excellence. Describe to what extent artists and cultural leaders were involved in your process and the impact they had. Did you achieve your artistic mission? What was the response of your audiences, peers, or critics? Attach any reviews, letters, social media responses, or other information in the attachments section to support your conclusion. (1,250 character limit)* Application reference: Artistic excellence. > Outcomes and evaluation strategy. How did your evaluation strategy work? Did you collect data? What did the data tell you? How successful was this project in benefiting the community? Describe briefly how someone benefited in a meaningful way from your project. If you would like to provide a table or chart regarding the results of your project instead of writing text here, please include in the attachments section. (1,250 character limit)* Application reference: Proposed outcomes and evaluation strategy. > Cultural equity and opportunity. Describe how your project provided an opportunity for cultural equity and/or opportunity. (1,250 character limit)* Application reference: Cultural equity; cultural offerings. > Takeaways. Please tell us what you learned—the big ideas or breakthroughs for you, your organization, the arts in Boulder, and/or the community. (1,250 character limit)* ----- Attachments Please title the attachments according to the headings listed below. Required attachments are starred (*). > Financial statement for the project. Please resubmit a copy of your original project budget from the grant proposal and add columns for and information detailing: "Actual income", "Actual expenses", "Variance" (or difference between the two).* > Evaluation materials. Include here a concise data report with a table or chart showing the results of your project (only if you did not fill in the proposed outcomes and evaluation strategy section). > Collateral materials. Please provide proof that you’ve given credit to the Boulder Arts Commission for grant funding (proof could be a mention of grant support with the Commission’s official logo in advertising, schedules, news/media clippings, programs, etc.)* > Media files. Please submit at least three and up to 10 photographs (jpegs) documenting your grant project. Include a Word document listing: name of the event, date, and photo credits. DRAFT85 Page 3 of 3 2019 Upload any audio or video files onto YouTube or a similarly accessible social media site and submit a document (Word or pdf) with a list of website links.* Agreement > I grant the City of Boulder Office of Arts and Culture and its representatives and employees the right to use these photographs / videos / audios with proper accreditation for any lawful purpose, including for publicity, illustration, advertising, newsletters, publications, social media, and Web use. ----- Grant report certification and submission > I certify that the information contained in this grant budget report is true and correct to the best of my knowledge. > I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs. > First name > Last name > Title > Date DRAFT86 General Operating Grant Report - DRAFT Report REPORT COPY Instructions and deadlines Please complete the whole grant report form no later than one month after you finish the project. The report due date was submitted in your application. If a report is not approved, staff will notify you with questions regarding your report. If you can’t complete a grant project on time, you must email a letter to the Boulder Arts Commission at culturegrants@boulderlibrary.org to ask for an extension before the report due date. Send this email before the report due date with these details: > explanation for the delay; > timing for project completion (provide a specific date); > timing for project’s grant report submission (provide a specific date one month after finishing your project) Staff will review your extension request email and provide a response. If a report extension is not approved, staff will notify you about how you could revise or add more information. Failure to follow these procedures will jeopardize your eligibility to apply for future Boulder Arts Commission grant awards. If you have questions, contact information for staff is on the boulderarts.org website, or you may email culturegrants@boulderlibrary.org, or call 720-564-2355. ----- Updated institutional narrative > Final institutional narrative. Please provide any changes or progress to the organizational information that was provided in the application. Include any institutional changes or progress that are the result of this grant. (10,000 character limit)* Application reference: Institutional narrative. For reference, below is your response to the Institutional Narrative sections of the application. Progress on your grant > Final capacity building narrative. Please provide an update on the progress that your organization has made on "Capacity building" since your application. (1,250 character limit)* Application reference: Capacity building. > Final Community Priorities narrative. Please provide an update on the progress that your organization has made on "Community Priorities" since application. (1,250 character limit)* Application reference: Community Priorities. > Final narrative on impact of grant funds. This is a general operating grant. Keeping this in mind, how have you spent these funds and how have they impacted your organization as far DRAFT87 Page 2 of 2 2019 as encouraging innovation and helping your organization to be resilient? What if anything has changed since your application? (1,250 character limit)* ----- Attachments Please title the attachments according to the headings listed below. Required attachments are starred (*). > Yearend financial statements. > Evaluation materials. Include here a concise data report with a table or chart showing the results of your project (only if you did not fill in the proposed outcomes and evaluation strategy section). > Collateral materials. Please provide proof that you’ve given credit to the Boulder Arts Commission for grant funding (proof could be a mention of grant support with the Commission’s official logo in advertising, schedules, news/media clippings, programs, etc.)* > Media files. Please submit at least three and up to 10 photographs (jpegs) documenting your grant project. Include a Word document listing: name of the event, date, and photo credits. Upload any audio or video files onto YouTube or a similarly accessible social media site and submit a document (Word or pdf) with a list of website links.* Agreement > I grant the City of Boulder Office of Arts and Culture, its representatives and employees the right to use these photographs / videos / audios with proper accreditation for any lawful purpose, including for publicity, illustration, advertising, newsletters, publications social media and Web. ----- Grant report certification and submission > I certify that the information contained in this grant budget report is true and correct to the best of my knowledge. > I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs. > First name > Last name > Title > Date DRAFT88 Page 1 of 2 2019 Macky Free Rental & Supplementary Funds - DRAFT Report REPORT COPY Instructions and deadlines Please complete the whole grant report form no later than one month after you finish the project. The report due date was submitted in your application. If a report is not approved, staff will notify you with questions regarding your report. If you can’t complete a grant project on time, you must email a letter to the Boulder Arts Commission at culturegrants@boulderlibrary.org to ask for an extension before the report due date. Send this email before the report due date with these details: > explanation for the delay; > timing for project completion (provide a specific date); > timing for project’s grant report submission (provide a specific date one month after finishing your project) Staff will review your extension request email and provide a response. If a report extension is not approved, staff will notify you about how you could revise or add more information. Failure to follow these procedures will jeopardize your eligibility to apply for future Boulder Arts Commission grant awards. If you have questions, contact information for staff is on the boulderarts.org website, or you may email culturegrants@boulderlibrary.org, or call 720-564-2355. ----- Program information > Program title (50 character limit) * > Program date(s) * > Did you receive a $1,000 Rental Supplement Grant? * > Ticket prices for the event * > Number of people attending the event * > Total revenues from this event * > Please briefly describe what marketing and promotions you undertook for this event. (500 character limit) * ----- Attachments The following attachments are required. Please title the attachments according to the bolded headings below: DRAFT89 Page 2 of 2 2019 > If you received a $1,000 Rental Supplement Grant, please attach a financial statement for your event which includes a detailed breakdown of all rental costs. > Collateral materials. Please provide proof that you’ve given credit to the Boulder Arts Commission for grant funding (proof could be a mention of grant support with the Commission’s official logo in advertising, schedules, news/media clippings, programs, etc.)* > Media files. Please submit at least three and up to 10 photographs (jpegs) documenting your grant project. Include a Word document listing: name of the event, date, and photo credits. Upload any audio or video files onto YouTube or a similarly accessible social media site and submit a document (Word or pdf) with a list of website links.* Agreement > I grant the City of Boulder Office of Arts and Culture, its representatives and employees the right to use these photographs / videos / audios with proper accreditation for any lawful purpose, including for publicity, illustration, advertising, newsletters, publications social media and Web. * ----- Grant report certification and submission > I certify that the information contained in this grant budget report is true and correct to the best of my knowledge. * > I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs. * > First name * > Last name * > Title * > Date * DRAFT90 Page 1 of 1 2019 Professional Development Scholarship DRAFT Report REPORT COPY Instructions and deadlines Please complete the whole grant report form no later than one month after you finish the project. The report due date was submitted in your application. If a report is not approved, staff will notify you with questions regarding your report. If you can’t complete a grant project on time, you must email a letter to the Boulder Arts Commission at culturegrants@boulderlibrary.org to ask for an extension before the report due date. Send this email before the report due date with these details: > explanation for the delay; > timing for project completion (provide a specific date); > timing for project’s grant report submission (provide a specific date one month after finishing your project) Staff will review your extension request email and provide a response. If a report extension is not approved, staff will notify you about how you could revise or add more information. Failure to follow these procedures will jeopardize your eligibility to apply for future Boulder Arts Commission grant awards. If you have questions, contact information for staff is on the boulderarts.org website, or you may email culturegrants@boulderlibrary.org, or call 720-564-2355. ----- > Which professional development opportunity event did you participate in?* > What dates did the professional development opportunity occur?* > Write a report on what you learned or gained by participating in this event. (1,250 character maximum).* Grant report certification and submission > I certify that the information contained in this grant budget report is true and correct to the best of my knowledge. > First name > Last name > Title > Date DRAFT91 Rental Assistance Fund - DRAFT Report REPORT COPY Instructions and deadlines Please complete the whole grant report form no later than one month after you finish the project. The report due date was submitted in your application. If a report is not approved, staff will notify you with questions regarding your report. If you can’t complete a grant project on time, you must email a letter to the Boulder Arts Commission at culturegrants@boulderlibrary.org to ask for an extension before the report due date. Send this email before the report due date with these details: > explanation for the delay; > timing for project completion (provide a specific date); > timing for project’s grant report submission (provide a specific date one month after finishing your project) Staff will review your extension request email and provide a response. If a report extension is not approved, staff will notify you about how you could revise or add more information. Failure to follow these procedures will jeopardize your eligibility to apply for future Boulder Arts Commission grant awards. If you have questions, contact information for staff is on the boulderarts.org website, or you may email culturegrants@boulderlibrary.org, or call 720-564-2355. ----- Program information > Program title (50 character limit) * > Program date(s) * > Grant amount awarded * > Ticket prices for the event > Number of people attending the event > Total revenues from this event > Please briefly describe what marketing and promotions you undertook for this event. (500 character limit)* > Please tell us why this rental assistance grant was important to executing your program and the difference it made to your project / program. (1,250 character limit)* ----- Attachments The following attachments are required. Please title the attachments according to the bolded headings below: DRAFT92 Page 2 of 2 2018 >Please attach a financial statement for your event which includes a detailed breakdown of all rental costs including equipment rental, direct labor costs for technical staff, ushers, security personnel, etc. This is a requirement for your grant report.* >Collateral materials. Please provide proof that you’ve given credit to the Boulder Arts Commission for grant funding (proof could be a mention of grant support with the Commission’s official logo in advertising, schedules, news/media clippings, programs, etc.)* >Media files. Please submit at least three and up to 10 photographs (jpegs) documenting your grant project. Include a Word document listing: name of the event, date, and photo credits. Upload any audio or video files onto YouTube or a similarly accessible social media site and submit a document (Word or pdf) with a list of website links.* Agreement >I grant the City of Boulder Office of Arts and Culture, its representatives and employees the right to use these photographs / videos / audios with proper accreditation for any lawful purpose, including for publicity, illustration, advertising, newsletters, publications social media and Web.* ----- Grant report certification and submission >I certify that the information contained in this grant budget report is true and correct to the best of my knowledge.* >I certify our use of the Boulder Arts Commission credit line and/or logo in project advertising, signage and programs.* >First name >Last name >Title >Date DRAFT93 Attachment Three 2018 Arts Commission Letter to City Council Attachment Four 94 Draft 2019 Arts Commission Meeting Schedule and Agenda Items Date Possible Agenda Items Location Wednesday, Jan 16 tbd Main Library, Boulder Creek Room Wednesday, Feb 20 -Community Project Grants Individuals decision -GOS Report Review Main Library, Boulder Creek Room Wednesday, Mar 20 -Community Project Grants Organizations decision -Swearing in of New Commissioner Main Library, Boulder Creek Room Wednesday, Apr 17 -GOS Extra Large & Large Organizations decision Main Library, Boulder Creek Room Wednesday, May 15 -GOS Mid-sized & Small Organizations decision Main Library, Boulder Creek Room Wednesday, Jun 19 -Arts Education Project Grants decision Main Library, Boulder Creek Room Wednesday, Jul 17 -CU Certificate in Arts Administration decision -Facilities Grants decision Main Library, Boulder Creek Room Wednesday, Aug 21 tbd Main Library, Boulder Creek Room Wednesday, Sep 18 -2020 Budget Main Library, Boulder Creek Room *Wednesday, Oct 16 Canceled Main Library, Boulder Creek Room *Saturday, October 19, 2019 Retreat -2020 Budget -2020 Grants Cycle TBD Wednesday, November 20, 2019 -2019 Letter to Council -Interviews of Panel Nominees Main Library, Boulder Creek Room Wednesday, December 18, 2019 tbd Main Library, Boulder Creek Room 95 From:Chasansky, Matthew To:Seaton, Celia Subject:FW: Motus Theater response to Proposals for 2019 GOS Grant Cycle Date:Wednesday, September 19, 2018 2:30:43 PM Attachments:Motus-Theater_GOS-Support_letter-head_09192018.pdf For next month’s correspondence file. From: Rita Valente <rita@motustheater.org> Sent: Wednesday, September 19, 2018 2:23 PM To: flynvartranch@comcast.net; F Furman <ffurman@ecentral.com>; fonthead1@gmail.com; devin@devinpatrickhughes.com; Erica Joos <ekrjoos@gmail.com> Cc: Chasansky, Matthew <ChasanskyM@boulderlibrary.org>; Click, Lauren <ClickL@boulderlibrary.org> Subject: Motus Theater response to Proposals for 2019 GOS Grant Cycle Dear Boulder Arts Commissioners, Dear City of Boulder Office of Arts & Culture Staff, I hope this e-mail finds you well. I am writing to you on behalf of Motus Theater to contribute to the discussion that will be happening today at the BAC meeting regarding the 2019 Grant Cycle. Please find our statement attached below. Our comments are specifically directed to the proposal of large organizations, presented at the Cultural Organizations Summit on August 23rd, and the recommendations from Office of Arts & Culture Staff regarding GOS funds. Thank you in advance for considering our e-mail and the letter attached. Please do not hesitate in contacting me should you have any questions. More importantly, thank you for all that you do to support the arts in the City of Boulder, and for your support to Motus Theater. Warmly, Rita -- Rita M. Rufino Valente-Quinn, Ph.D Motus Theater Producing Director She, her, hers, ella/la, ela/a +1.310.489.8372 Attachment Five Commission Correspondence 96 Attachment Six Current Cultural Grants Program Budget as of October 12, 2018 GRANT CATEGORY ASSIGNED BUDGET GRANTS AWARDED FUNDS DISTRIBUTED BALANCE (TO BE AWARDED) Operational Grants Large FY2016 $ 280,000.00 $ 280,000.00 $ 280,000.00 $ - Operational Grants Large FY2017 $ 60,000.00 $ 60,000.00 $ 60,000.00 $ - Operational Grants Sm FY2016 $ 100,000.00 $ 100,000.00 $ 100,000.00 $ - Operational Grants Sm FY2017 $ 60,000.00 $ 60,000.00 $ 60,000.00 $ - Community Projects $ 80,000.00 $ 71,815.00 $ 57,452.00 $ 8,185.00 Arts Education $ 33,752.32 $ 29,400.00 $ 23,520.00 $ 4,352.32 Rental Assistance $ 18,000.00 $ 19,803.00 $ 19,803.00 $ (1,803.00) Professional Dev. Scholarships $ 17,000.00 $ 22,465.00 $ 17,972.00 $ (5,465.00) Arts Admin. Certificate Scholarships $ 10,000.00 $ 2,000.00 $ 2,000.00 $ 8,000.00 Cultural Field Trips $ 10,000.00 $ 9,083.00 $ -$ 917.00 Equity Grant $ 10,000.00 $ 10,000.00 $ -$ - Admin / Admission Fund $ 7,235.00 $ 792.25 $ 25.75 $ 6,442.75 TOTAL $ 685,987.32 $ 665,358.25 $ 620,772.75 $ 20,629.07 There are 5 free rentals still available for the Macky Auditorium. 97 Attachment Seven Current Public Art Program 5 Year Budget as of October 12, 2018 FUNDING SOURCE PROJECT/ARTIST TOTAL APPROPRIATED AMOUNT PAID TO DATE BALANCE REMAINING 2018 PROJECTED SPENDING Gen. Fund Experiments in P.A. / Jackson $ 20,000 $20,000 --- $19,000.00 Gen. Fund Experiments in P.A. / Hardy $ 10,000 $10,000 --- $1,000 Gen. Fund Civic Area Temp. / Dispersion $ 36,200 $34,390 $1,810 $16,290 Gen. Fund Civic Area Temp. / Wilkins $ 15,000 $15,000 --- $15,000 Gen. Fund Civic Area Temp. / Shlon $ 9,995 $ 9,995 --- $9,995 Gen. Fund Civic Area Temp. / Tashakori $ 10,000 $ 5,500 $4,500 $10,000 Gen. Fund Civic Area Temp. / Parson $ 7,000 --- $7,000 $7,000 Gen. Fund Civic Area Permanent / Kuby* $ 45,000 $16,250 $28,750 $28,750 Gen. Fund Civic Area Temp. / Corridor Mural $ 26,000 --- $26,000 $26,000 Gen. Fund NoBo Mural / in selection $ 4,000 $ 1,000 $3,000 $4,000 CCS v1 Civic Area Permanent / Kuby* $325,000 $39,000 $286,000 $48,750 CCS v1 Creative Neighborhoods / various* $ 25,000 $13,750 $11,250 $25,000 CCS v1 North Broadway / Dowell $165,000 $ 8,250 $156,750 $16,500 CCS v1 Univ. Hill / in selection $ 75,000 --- $75,000 $9,500 CCS v1 Diagonal Gateway / Muller* $ 81,500 $40,750 $40,750 $81,500 CCS v2 NoBo Library / pre-selection* ~$260,000 --- ~$260,000 --- CCS v2 Creative Neighborhoods / various* ~$ 25,000 --- ~$ 25,000 --- CCS v2 Scott Carpenter Pool / pre-selection ~$100,000 --- ~$100,000 --- CCS v2 Fire Station #3 / pre-selection ~$ 75,000 --- ~$ 75,000 --- % for Art Arapahoe Underpass / Sparks $ 42,000 $ 6,300 $35,700 $ 16,800 % for Art Foothills Underpass / Braaksma $ 35,000 --- $35,000 $4,500 % for Art 30th & Colo Underpass / Fivian & Beegles $ 75,000 --- $75,000 $7,500 % for Art East Arapahoe Mural / & Art Space $ 9,000 $ 9,000 --- $9,000 % for Art CAGID / on hold $ 50,000 $25,000 $25,000 --- TOTAL $1,525,695 $254,185 $1,271,510 $348,085 CCS: Community Culture and Safety Tax. *Multiple funding sources. Additional maintenance projects are not represented. 98