maryland state arts council fy2019 guid… · web viewfull application – for ... exhibition...

GRANTS FOR ORGANIZATIONS (GFO)FY2019 GUIDELINESApplication Deadlines:

September 21, 2017: Intent to Apply Form - REQUIRED - for New GFO Applicants and those that did not receive funding for FY2018

October 26, 2017: Full Application – for organizations designated on the one-year application cycle for the Fiscal Year 2019 grant cycle. Also for those deemed eligible to apply after MSAC review of Intent to Apply form

December 7, 2017: Request for Funding (RFF) Application – for organizations designated on the three-year application cycle for the Fiscal Year 2019 grant cycle

GFO Informational Sessions and Webinar GFO Informational Sessions provide information and assist you with your application for funding in the Maryland State Arts Council GFO program. See Appendix A for details and registration information.

Individuals who do not use conventional print may contact the Maryland State Arts Council to obtain this publication in an alternate format.

410-767-6555 or [email protected]

For individuals who are deaf or hard-of-hearing. TTY: Maryland Relay 1-800-735-2258 or 711

Maryland State Arts Council |175 W. Ostend Street, Suite E, Baltimore, MD 21230Voice: 410-767-6555, Fax: 410-333-1062, Email: [email protected] Office Hours: Monday-Friday, 8:30 A.M. to 5:00 P.M.

mailto:[email protected]


MARYLAND STATE ARTS COUNCIL OVERVIEW....................................................5

GRANTS FOR ORGANIZATIONS (GFO) PROGRAM OVERVIEW.........................6ELIGIBILITY....................................................................................................................................................................................................................... 6

TYPES OF GFO GRANTS..................................................................................................................................................................................................6

ARTISTIC CATEGORIES.................................................................................................................................................................................................... 7

REVIEW CRITERIA............................................................................................................................................................................................................ 8

APPLICATION CYCLES...................................................................................................................................................................................................... 8

ON AND OFF YEAR BY ARTISTIC CATEGORIES.........................................................................................................................................................10

APPLICATION PROCESS..............................................................................................11NEW APPLICANTS......................................................................................................................................................................................................... 11

RETURNING APPLICANTS – FULL APPLICATION....................................................................................................................................................11

RETURNING APPLICANTS ONLY – REQUEST FOR FUNDING (RFF) APPLICATION............................................................................................12

ALL APPLICANTS........................................................................................................................................................................................................... 13

GRANT REVIEW AND EVALUATION PROCESS.....................................................14STAFF REVIEW............................................................................................................................................................................................................... 14

FULL APPLICATIONS - GRANTS REVIEW PANEL EVALUATION...........................................................................................................................14

GRANT RECOMMENDATIONS AND APPROVAL..........................................................................................................................................................15

NOTIFICATION................................................................................................................................................................................................................ 15

REPORTING REQUIREMENTS....................................................................................................................................................................................... 15

PAYMENTS...................................................................................................................................................................................................................... 15

FUNDING AMOUNTS....................................................................................................16LINE ITEMS..................................................................................................................................................................................................................... 16

MATCHING REQUIREMENTS........................................................................................................................................................................................ 16

APPENDIX A - GFO INFORMATION SESSIONS AND WEBINARS....................17APPENDIX B - REQUIREMENTS OF ORGANIZATIONS RECEIVING GFO GRANTS.......................................................................18

Terms followed by an asterisk (*) throughout this document are defined in the Glossary in App e ndi x E .GFO FY2019 Guidelines of 54

APPENDIX C - GFO ARTISTIC CATEGORIES AND PROGRAM DIRECTORS. .19

APPENDIX D - DATAARTS..........................................................................................21

APPENDIX E - GLOSSARY............................................................................................22

APPENDIX F - COUNTY ARTS COUNCILS...............................................................25

APPENDIX G – SAMPLE INTENT TO APPLY FORM FOR ALL NEW GFO APPLICANTS TO THE MSAC GRANTS FOR ORGANIZATIONS PROGRAM....26

APPENDIX H - SAMPLE FY2019 FULL GFO APPLICATION FOR GENERAL OPERATING AND ARTS PROGRAM GRANTS........................................................27

APPENDIX I - SAMPLE FY2019 FULL GFO APPLICATION FOR BASIC GRANTS............................................................................................................................34

APPENDIX J - SAMPLE FY2019 REQUEST FOR FUNDING (RFF) APPLICATION FOR ALL GRANT TYPES..................................................................42

APPENDIX K – GFO REVIEW CRITERIA AND SCORING.....................................48

APPENDIX L – APPEALS PROCESS...........................................................................52

APPENDIX M - MARYLAND STATE ARTS COUNCILORS AND STAFF.............53


Maryland State Arts Council

OverviewThe Maryland State Arts Council (MSAC) encourages and invests in the advancement of the arts for all Marylanders. Its grants and programs support artists and arts organizations in their pursuit of artistic excellence, ensure the accessibility of the arts to all citizens and promote statewide awareness of arts resources and opportunities.

The Council comprises an appointed body of 17 citizens from across the state, 13 of whom are named by the Governor to three-year terms that may be renewed once. Two private citizens and two legislators are appointed by the President of the Senate and by the Speaker of the House. All councilors serve without salary.

To carry out its mission, MSAC awards grants to not-for-profit, tax-exempt organizations for ongoing arts programming and projects. The MSAC also awards grants to individual artists, and provides technical and advisory assistance to individuals and groups. The Council reserves the right to prioritize grants awards.

The MSAC receives its funds in an annual appropriation from the State of Maryland and from grants from the National Endowment for the Arts, a federal agency. The Council may also receive contributions from private, non-governmental sources.

AuthorityMaryland State Arts Council is an agency of the State of Maryland under the authority of the Department of Commerce, Division of Tourism, Film and the Arts.

Larry Hogan, Governor | Boyd K. Rutherford, Lieutenant GovernorMike Gill, Secretary | Ben Wu, Deputy SecretaryLiz Fitzsimmons | Managing Director, Division of Tourism, Film and the Arts

Mission Statement and GoalsThe mission of MSAC is to encourage and invest in the advancement of the arts for the people of our state. The goals of the Council are to support artists and arts organizations in their pursuit of artistic excellence, to ensure the accessibility of the arts to all citizens and to promote statewide awareness of arts resources and opportunities.

The MSAC's programs are aimed at benefiting all Maryland residents regardless of political or religious opinion or affiliation, marital status, race, color, creed, age, national origin, sex or sexual orientation, physical or mental disability, or geographic location within the State.

Professional Grants Review PanelsTo assist the Council in its decision-making, professionals in the arts are appointed to a variety of grants review panels. The function of panels is to evaluate applications from organizations and individuals and to offer policy recommendations to the Council. Each year, more than 100 individuals serve as grants review panelists for the Council’s programs, including Grants for Organizations, Arts in Education, Folk and Traditional Arts, Individual


http://www.msac.org/programs

Artist Awards, and Community Arts Development. Anyone wishing to serve or to nominate someone to serve should contact the MSAC office for detailed information and nomination forms.

StaffMSAC maintains a professional staff to administer its grants programs and Council-initiated programs. Staff members are available to provide technical assistance to the arts community.

MeetingsAll Council and Grants Review Panel meetings are open to the public in accordance with the Open Meetings Act set forth in Title 3 of the General Provisions Article of the Annotated Code of Maryland. The dates, times, and locations of Council and Grants Review Panel meetings may be obtained from the MSAC website at www.msac.org or by contacting MSAC offices at (410) 767-6555.


http://www.msac.org/

Grants for Organizations (GFO) Program OverviewThe Grants for Organizations (GFO) program provides annual operating grants to organizations that produce or present the arts to the general public through public programs or services. The purpose of the GFO program is to strengthen the vitality and sustainability of Maryland’s cultural organizations to maintain a strong and stable arts infrastructure in the State of Maryland. Eligible organizations may apply for a single GFO grant per year. The deadlines to apply are offered annually.

EligibilityPlease read Appendix B: Requirements of Organizations Receiving GFO Grants to be sure you fulfill all the requirements.

All Applicants to the GFO program must:� Produce or present the arts to the public through ongoing arts programming.� Have 501(c)3 tax exempt status from the U.S. Internal Revenue Service by March 31, 2017, except for units

of local government and colleges and universities.� Be incorporated in Maryland as a nonprofit or have significant physical presence in Maryland.

Organizations that are not incorporated in Maryland but have a significant physical presence in Maryland may not be eligible for a General Operating Grant, but may be eligible for an Arts Program Grant to support activities taking place in Maryland. For more information please contact the program director for the artistic category for which this scenario applies.

� Have operated as an arts organization or arts program for one full fiscal year and be able to submit a financial statement* for their most recently completed fiscal year at the time of application.

� Establish that the majority of the arts activities it produces and/or presents take place in Maryland and that most of the arts organization’s or the arts program’s annual expenditures are devoted to activities that occur within the State of Maryland.

� Must be governed by a legally-liable board of directors acting under a mission statement and budget specific to the organization.

Public, private and charter K-12 schools and pre-schools and local arts education advocacy organizations are not eligible to apply.

Types of GFO GrantsGeneral Operating Grants (GOG)GOG provides operating support to nonprofit organizations whose purpose is producing or presenting the arts through public programs or services. Applicants must be arts organizations, organizations whose mission/purpose is producing or presenting the arts through public programs or services, such as art museums, orchestras, galleries, theaters, arts centers, etc.

Organizations applying for General Operating Grants (GOG) must have allowable* operating expenses of more than $50,000 to be eligible. The minimum General Operating Grants (GOG) will be $1,000 and require a three to one cash match.

Basic General Operating Grants (BGO)Basic General Operating Grants provide the same type of support as General Operating Grants as noted above, but with a simplified application. To be eligible, organizations applying for Basic General Operating Grants must have allowable* expenses between $2,000 and $50,000 in their last completed fiscal year.


The minimum grant amount for Basic General Operating Grants is $1,000 and the maximum is $2,500. Basic General Operating Grants require a one to one cash match.

Arts Program Grants (PRG) PRG provide arts program support to nonprofit organizations whose primary purpose is other than producing or presenting the arts, but who provide ongoing public arts activities through public programs. The mission of these organizations is not specifically dedicated to the arts but they do have ongoing arts programming. These are considered non-arts organizations for MSAC purposes. Examples include: community centers, churches, non-art museums, libraries, universities, etc.

These organizations may apply for an Arts Program Grant for the direct costs* of their ongoing arts activities produced or presented for general audiences through public programs. Units of local government, colleges, and universities are also eligible to apply. Curricular activities or activities required of students are not allowed.

E.g., A Library is not as arts organization but it has an annual concert series that has been in place for a number of years. The library may apply for an Arts Program Grant specifically for the direct costs of their concert series.

Organizations applying for Arts Program Grants (PRG) must have allowable* operating expenses of more than $50,000 for their Arts Program to be eligible. The minimum Arts Program Grant will be $1,000. Arts Program Grants require a three to one cash match.

Basic Arts Program Grants (BPR)Basic Arts Program Grants provide the same type of support as Arts Program Grants as noted above, but with a simplified application. To be eligible, organizations applying for Basic Arts Program Grants must have allowable* expenses between $2,000 and $50,000 in their last completed fiscal year.

The minimum grant amount for Basic Arts Program Grants is $1,000 and the maximum is $2,500. Basic Arts Program Grants require a one to one cash match.

Transitioning from Basic General Operating (BGO) to General Operating (GOG) or Basic Arts Program (BPR) to Arts Program (PRG) Generally a Basic grantee must remain in the Basic categories during “off years” of the application cycle. If a Basic grantee’s actual allowable* expenses have increased to more than $50,000, MSAC may consider their transition to GOG or PRG if: the allowable* expense amounts have been consistent over the last two years, as evidenced by their financial statements and DataArts funder reports; and they can substantiate that the increase is expected to continue. The Basic grantee must request the transition in writing and discuss their financial changes with their Program Director. If approved, they are required to complete a FULL GOG or PRG application. If not approved to transition, they will complete a Basic FULL or RFF application, depending on their cycle. A grantee may not be approved to transition if it cannot demonstrate that the increased budget will be maintained.

Artistic Categories Eligible organizations may apply for a single GFO grant per year in only one of the artistic categories listed below.

Organizations should select the artistic category that most closely characterizes the predominant activities of their organization. Descriptions and definitions of the artistic categories are available in Appendix C. Contact the appropriate Program Director to discuss your organization’s category.


GFO grants are awarded in the following artistic categories:

Arts Services Children’s Events Dance Folk and Traditional Arts Large Organizations Literary Arts

Multi-Discipline A Multi-Discipline B Music A1 Music A2 Music B Music C

Theater A Theater B Visual Arts/Media A Visual Arts/Media B

Review CriteriaThe review of all GFO applications is based on the following three criteria:

Artistic merit*: of the proposed activities: defined as the aesthetic achievement and quality of activities produced and/or presented by an organization. Applicants in the Arts Services artistic category are reviewed for excellence based on the quality of proposed arts service activities, not artistic merit.

Organizational effectiveness*: defined as the ability of an organization to develop and organize the operational means necessary to support current and planned activities, as measured by the organization’s prior record and the soundness of plans of action.

Service to the community*: defined as the degree to which an organization’s operations and activities display an understanding of and responsiveness to the community, as the organization defines that community.

Application CyclesMSAC uses a staggered, three-year application cycle to conduct panel reviews of the majority of GFO applications. Artistic categories are rotated on the cycle and are on an “On Year” every three years, and on “Off Years” the two years between. Applications are submitted annually by all organizations but the “Off Years” application is a simplified Request for Funding.

Three-Year Application CycleOrganizations that are recommended for the three-year application cycle, and are in good standing with all grant reporting requirements, will go through a FULL panel review of their application once every three years. In this “On Year” the organization will be required to submit a FULL application and will receive the appropriate site visits from grant review panelists as designated by the organization’s grant type for GOG and PRG, or be assigned lead readers for all BASIC applicants. In the two “Off Years” that follow, organizations will be required to submit a simplified Request for Funding (RFF) application and will not go through a panel review. Organizations that consistently receive favorable reviews during the panel review process and application evaluation are likely to continue to be recommended for this three-year application cycle.

One-Year Application CycleOrganizations not eligible or recommended for inclusion in the three-year application cycle are instead required to be on the one-year application cycle. Organizations recommended for the one-year application cycle are in the “On Year” status and are required to submit a FULL application, receiving the appropriate site visits from grant review panelists, every year until they are recommended for the three-year application cycle.

Scenarios in which an organization might be recommended for the one-year application cycle:


First time applicants to the GFO Program. Applicants that did not receive funding in the previous grant cycle. Applicants that were recommended for a one-year application cycle in the previous fiscal year grant

review, as noted in their grant award notification. Applicants with significant financial or organizational changes may be recommended one-year funding.

To confirm your application status and deadlines, please refer to your latest grant award letter.

Check the On and Off Year schedule below or contact the appropriate MSAC program director

(see Appendix C).


On and Off Year by Artistic Categories

FY 2019 Applications: Support Period: July 1, 2018 through June 30, 2019 “On Year” Artistic Categories submitting FULL GFO application. Deadline will be October 26, 2017 for:

Children’s Events Dance Multi-Discipline A Music C New applicants, those not funded for FY2018, and grantees notified of one-year funding

with FY2018 award notification

“Off Year” Artistic Categories submitting Request for Funding (RFF) applicationDeadline will be December 7, 2017.

FY2020 Applications: Support Period: July 1, 2019 through June 30, 2020“On Year” Artistic Categories submitting FULL GFO application. Deadline will be in Fall 2018 for:

Arts Services Folk and Traditional Arts Large Organizations Multi-Discipline B Music B Theater A and B New applicants, those not funded for FY2019, and grantees notified of one-year funding


“Off Year” Artistic Categories submitting Request for Funding (RFF) application. Deadline will be in December 2018.

FY 2021 Applications: Support Period: July 1, 2020 through June 30, 2021 “On Year” Artistic Categories submitting FULL GFO application. Deadline will be in Fall 2019 for:

Literary Arts Music A1 and A2 Visual Arts/Media A and B New applicants, those not funded for FY2020, and grantees notified of one-year funding


“Off Year” Artistic Categories submitting Request for Funding (RFF) applicationDeadline will be in December 2019


Application ProcessNew Applicants Applicants are considered “new” if they did not apply for, or did not receive a Fiscal Year 2018 GFO grant award. All new applicants are required to complete and submit the Intent to Apply Form along with the required additional documents. (Appendix G)

Intent to Apply Form - REQUIRED: Deadline September 21, 2017, 5pm The Intent to Apply form and additional documents will be reviewed by the appropriate GFO program director to determine eligibility to apply for a GFO grant. You may contact the appropriate program director if you have questions. A list of arts council program directors with contact information for each artistic category is available in Appendix C. The Intent to Apply form must be submitted via msac.egrant.org

New applicants who attempt to submit an application without first verifying their eligibility (detailed in Appendix B) by submitting an Intent to Apply form will be deemed ineligible.

You will be notified of your eligibility. If the organization is deemed eligible for the GFO program, it must submit a FULL Application by October 26, 2017. See details below for the FULL application process.

Returning Applicants – FULL ApplicationFULL Application: Deadline October 26, 2017, 5pmIf your organization is on an “on-year” or was designated as participating in the one-year cycle this year, you must complete a FULL application.

Preparing Your FULL ApplicationPlease refer to the Review Criteria as you prepare your narrative and other required documents. All materials should tell the same story and represent your organization at its best. Panelists look for evidence of your commitment to your mission and artistic excellence, as well as sound governance, management and operations, based on your strategic planning. Grant review panelists look for evidence of your organization’s understanding of, and responsiveness to, its community. During the panel meeting, panelists discuss and rate your application based on how your organization demonstrates that it meets the Review Criteria. A sample FULL application along with descriptions of the required documents that must be attached is available in Appendix H for General Operating and Arts Program grant applicants, and in Appendix I for Basic General Operating Grant and Basic Arts Program Grant applicants.

FinancialsFinancial information is an essential part of your application. You must complete a DataArts Profile which includes financial information. You must also submit a financial statement or audit* for your last completed fiscal year. If your organization operates on a calendar year, then use the last completed calendar year.

Allowable* expenses and income include but are not limited to artist fees, salaries, technical fees, marketing, exhibition materials, theater sets, musical scores, rentals on space and objects necessary to production and administration, educational fees, supplies for classes and productions and other costs to maintain an arts organizations or arts program. Revenues may include but are not limited to tickets sales, tuition, donations, foundation support, corporate support, public support, gift shop sales, fundraisers, etc.


http://msac.egrant.org/

Arts Programs and Basic Arts Programs may not include expenses that are prorated, only direct costs* of the arts program.

Non-allowable* Income or Expenses are those deemed by MSAC to be non-permissible in figuring total operating expenses and operating income when calculating a grant amount. Non-allowable* as operating expenses include but are not limited to re-granting*, accessions, acquisition of capital assets*, allocations to cash reserves*, capital improvements*, depreciation*, deficits, loan principal payments, contributions to endowments* or scholarships awarded by the applicant organization for its own activities. Non-allowable* as operating income include but are not limited to are loans, carryover, debt forgiveness, transfer of funds earned in prior years, revenue raised for capital or endowment funds or funds intended for the purpose of re- granting, unrealized gains/losses; prorated salaries, rent, or utilities; or other prorated expenses. Other items may be deemed non-allowable*. These items may be included in your financial statement* or budgets but will not be used to determine your “total allowable* expenses or income” when calculating your organization’s grant amount.

Support Materials Submission of support materials is a vital component of the FULL application process for all organizations in “On Year” status. Support materials include catalogues, reviews, programs, brochures or promotional materials related to the applicant’s arts activities. Applicants have the option of sending the materials electronically.

General Operating and Arts Program applicants should send support materials directly ONLY to the panelists assigned the applicant’s In-Depth and Artistic grant reviews.

Basic Grant applicants should send support materials ONLY to their assigned Lead Reader.

Contact information for your assigned panelists will be furnished after staff reviews of the application. Support materials must be sent by March 2, 2018.

Returning Applicants – Request for Funding (RFF) ApplicationRequest for Funding (RFF): Deadline December 7, 2017

The RFF will be submitted by only those organizations that were recommended for the three-year application cycle during their discipline’s “Off Year.” This status is noted in your grant award letter for FY2018.

Preparing your Request for Funding (RFF) The RFF has a simplified narrative section for indicating any changes in the organization, and noting accomplishments. There is no panel review or site visits in the “Off Year”. Organizations submitting an RFF are required to attach the documents specified in the sample application in Appendix J.

FinancialsFinancial information is an essential part of your application. You must complete a DataArts Profile which includes financial information. You must also submit a financial statement or audit* for your last completed fiscal year. If your organization operates on a calendar year, then use the last completed calendar year.

Allowable* expenses and income include but are not limited to artist fees, salaries, technical fees, marketing, exhibition materials, theater sets, musical scores, rentals on space and objects necessary to production and administration, educational fees, supplies for classes and productions and other costs to maintain an arts organizations or arts program. Revenues may include but are not limited to tickets


sales, tuition, donations, foundation support, corporate support, public support, gift shop sales, fundraisers, etc.

Arts Programs and Basic Arts Programs may not include expenses that are prorated, only direct costs* of the arts program.

Non-allowable* Income or Expenses are those deemed by MSAC to be non-permissible in figuring total operating expenses and operating income when calculating a grant amount. Non-allowable* as operating expenses include but are not limited to re-granting*, accessions, acquisition of capital assets*, allocations to cash reserves*, capital improvements*, depreciation*, deficits, loan principal payments, contributions to endowments* or scholarships awarded by the applicant organization for its own activities. Non-allowable as operating income include but are not limited to loans, carryover, debt forgiveness, transfer of funds earned in prior years, revenue raised for capital or endowment funds or funds intended for the purpose of re- granting, unrealized gains/losses; prorated salaries, rent, or utilities; or other prorated expenses. Other items may be deemed non-allowable*. These items may be included in your financial statement* or budgets but will not be used to determine your “total allowable* expenses or income” when calculating your organization’s grant amount.

All ApplicantseGrant (msac.egrant.net)MSAC utilizes the Internet-based eGrant system to accept grant applications and Intent to Apply forms. Only successfully submitted eGrant applications will be accepted. Hard copy applications will NOT be accepted.

Applicants are required to complete and submit their applications by electronic means, including the use of an electronic signature by the authorizing official* of the organization or arts program.

DEADLINES: Completed applications must be submitted via eGrant with all required attachments by the appropriate deadline:

o Intent to Apply form deadline is 5 P.M. on September 21, 2017o FULL GFO Application deadline is 5 P.M. on October 26, 2017.o Request for Funding (RFF) Application deadline is 5 P.M. on December 7, 2017.

Applicants must click the “Submit My Application” button and eGrant must accept the application by 5 P.M. to meet the deadline. Upon successful submission, applicants will receive an onscreen confirmation message and an email from eGrant with a copy of the application within one hour. Please check spam or junk folders if the messages do not appear in email inboxes within this timeframe.

Technical support for eGrant is available during regular office hours, 9:00 AM through 5:00 PM, Monday through Friday.

MSAC does not accept responsibility for lost, misdirected or late applications. Applicants must meet all revision deadlines after submission, as specified in writing, or the

application will be considered withdrawn.

Sample applications and descriptions of required electronic attachments are available in the Appendices:

FULL Application for General Operating Grants and Arts Program Grants (Appendix H) FULL Application for Basic General Operating and Basic Arts Program Grants (Appendix I) Request for Funding (RFF) Application for all grant types (Appendix J)


DataArtsAn overview and more detailed information about DataArts are available in Appendix D.

The DataArts funder report is an integral part of GFO applications and must be attached to the eGrant application at the time of submission. Panelists pay particular attention to all sections of the DataArts Funder Report during the evaluation process, not just the financial information, therefore it is important that your information be accurate.

Failure to comply with deadlines and other application requirements set forth below may influence the rating for organizational effectiveness during the review of your application.

Applicants that do not prepare an independent external audit* will be deemed ineligible if the DataArts Funder Report is not submitted by December 15, 2017.

Applicants that prepare an independent external audit* will be deemed ineligible if their audit* is not received by MSAC and their DataArts Funder Report is not submitted by April 13, 2018.

The DataArts profile for ALL applicants must completed prior to the release of any FY2019 grant awards. “Review Complete” status is verified by MDCDP on their site.

Comparison of Financial Report to DataArts Funder Report The financial data provided in the DataArts Funder Report will be reviewed for consistency by MSAC staff and compared to the financial statement* or independent external audit* provided with your application.

Be sure the numbers in these two financial documents line up, or please explain in writing to the program director who oversees your artistic category, why they do not. Numbers might not always line up for specific reasons but explanations must be provided.

20% Changes in Financials from Year to Year Changes in your financial statement/audit* that exceed 20% from year to year must be explained. Please provide a list of each line that has changed by 20% or more and an explanation.

E.g., Salary line: FY16 $100,000 to FY17 $145,000. Explanation: Hired a new education director.

Grant Review and Evaluation ProcessStaff ReviewAfter both the FULL applications and RFF applications are received electronically they are reviewed by staff for completeness and adherence to GFO guidelines. Applicants will be notified if their application is incomplete and if additional information or corrections are necessary and be given a specific deadline in writing to provide any revisions and/or other necessary information. Applicants must meet all of these specified deadlines for completing/providing revisions and information or the application will be considered withdrawn.

FULL Applications - Grants Review Panel Evaluation MSAC utilizes peer Grants Review Panels to aid in its decision-making. Panels are engaged to review and evaluation FULL applications only. Request for Funding applications do not receive a panel review as they are on a simplified schedule.

FULL General Operating and Arts Program Applications Panelists are professionals in the field with relevant knowledge and expertise in the artistic categories in which GFO grants are awarded. Grant review panels meet formally as a group and are instructed to evaluate


applications according to MSAC’s three review criteria. At the panel meeting, an evaluative discussion will occur for each application. Following the discussion, panelists rate the application based on how well it meets the Review Criteria.

Site visits conducted by panelists are a required part of the evaluation process for General Operating and Arts Program Grants submitting a FULL Application. Each GOG and PRG applicant submitting a FULL application is required to receive site visits by assigned panelists prior to the panel meeting:

1. Artistic Site Visit – a panelist will attend a performance, exhibit or other event in person2. In Depth Site Visit – a panelist will meet with organizational personnel and/or project directors to develop an informed opinion about how the proposed activities in the grant application meet each of the three review criteria.

FULL Basic Grant ApplicationsBasic Grant Applications will be evaluated by a peer grant review panel that will read and evaluate their applications based on the review criteria. Each applicant will be assigned a Lead Reader who will schedule a telephone interview with representatives of the organization.

Panel Review Meetings Open to PublicGrant review panel meetings are open to the public for observation only, not for open participation. Representatives from your organization are encouraged to attend and hear the panel’s comments about your application. If you are interested in observing a panel meeting discussion, please visit www.msac.org for updated information about dates, times and locations and/or call for details on the appropriate meeting.

Grant Recommendations and ApprovalAfter the staff and panel reviews (if applicable) are completed, recommendations are presented to the Council’s Grants Committee, a committee composed of Councilors appointed by the Council Chairperson. Following this review, the Grants Committee presents the funding recommendations for each category to the full Maryland State Arts Council. The Council meets in early June to review the recommendations and reach funding decisions. The Council’s decisions are forwarded to the Secretary of Commerce (or his/her designee) for final approval.

NotificationAll applicants to the FY2019 GFO program will receive notification by mail or email of their grant award or denial after July 1, 2018.

Reporting RequirementsIf awarded a GFO grant, recipient organizations must file an interim and a final report in eGrant by deadlines specified in communications from MSAC with the organization. Both reports require narrative and financial updates on arts activities conducted during the grant support period. Failure to submit reports by the specified deadlines may jeopardize current and/or future MSAC grants being received by the organization and may result in requiring repayment of grant funds. Before any funds are distributed, GFO grantees are also required to have a complete Cultural DataArts Profile in place, and submit any outstanding reports/requirements for any other MSAC grants they have received.

Payments Grant agreement* forms are prepared and mailed after July 1, 2018 to those that have been awarded funding. The forms must be signed and the grant recipient must meet all reporting requirements before grant funds are disbursed. Funds are generally distributed in two parts – 75% after the Grant Agreement Form and reports are submitted and the remaining 25% after the Interim Report is submitted in January.



Funding AmountsGFO Grant award amounts are calculated based on ratings received from grant review panels AND on either a percentage calculation OR a fixed amount, depending on the grant type.

Ratings – (All GFO Grants)Grant Review Panels submit ratings for each FULL GFO Application they evaluate. Applicants receiving high ratings will receive a larger grant award. Those receiving lower ratings will receive a commensurate amount.

Percentage Calculation – (General Operating Grants and Arts Program Grants)Applicants are considered to be applying for 10% of their allowable* operating expenses or income, whichever is less, of the last completed fiscal year. It is the goal of MSAC to provide funding at this level, however, based on our budget, which changes each year and is approved by the Governor and General Assembly, MSAC determines a funding “cap” that becomes the highest percentage funding amount available to each applicant for a particular fiscal year. That is, if the cap is determined to be 7% in a particular year, then a highly rated organization would receive 7% of its total allowable* expenses or income, whichever is less. The minimum GOG or PRG grant is $1,000.

Fixed Amount – (Basic Grants ONLY)Basic Grant applicants are assumed to be requesting the maximum grant amount. The maximum grant is $2,500 and the minimum grant is $1,000 for Basic Grants.

The funding level for applicants submitting a FULL GFO Application is determined by MSAC’s review processes. For applicants in the three-year grant cycle, funding for the second and third years (“Off Years”, when submitting the Request for Funding Application) will take into account the first-year grant amount, number of grantees, changes in the size of the organization’s budget and changes in the size of MSAC’s budget, provided the level and scope of the organization’s activities remain consistent.

Line ItemsThe Council shall consider any direct line item appropriations for operating funding from the State Legislature when determining an applicant’s funding in the GFO Program.

Matching Requirements and Allowable* Income and ExpenseAll General Operating Grants and all Arts Program Grants must be matched at least three to one (3:1) in cash. All Basic Grants must be matched at least one to one (1:1) in cash. Funds or services from the State of Maryland are not allowed as part of the match. In-kind* contributions or donated services may not be used as part of the match.

Grant Funds May Not be Used For: Re-granting; capital improvements* or purchases of permanent equipment; acquisition of capital assets*; activities for the exclusive benefit of an organization’s members; activities that are principally recreational, therapeutic, or rehabilitative; travel outside Maryland to present or produce arts; projects chiefly for classroom use; activities not open to the general public; scholarships awarded by the applicant organization for its own activities; prorated salaries, rent, or utilities; or other prorated expenses. Grant funds may not be used to make contributions to any persons who hold, or are candidates for, elected office; to any political party, organization, or action committee; or in connection with any political campaign or referendum. Grant funds may not be used for any lobbying activities.


Appendix A - GFO Info Sessions/GFO Webinar The Maryland State Arts Council presents a variety of opportunities to provide organizations information on and assist you with your application for funding in the Maryland State Arts Council Grants for Organizations (GFO) program. Learn more about GFO applications, processes and ask questions directly of the GFO Program Directors.

GFO INFORMATIONAL SESSIONSThe Maryland State Arts Council's FY2019 Grants for Organizations (GFO) program provides unrestricted operating support to arts organizations and arts programs through grant awards. Join GFO program staff for Info Sessions or a Webinar to learn more about the program.

INFO SESSIONSessions are scheduled at locations across Maryland and provide a description of the GFO program and assistance in preparing applications. We encourage you to attend.

Monday, August 28, 2017 5:30 PM – 7:00 PM Maryland State Arts Council175 West Ostend St. Suite E, Baltimore, MD 21230 http://www.msac.org/

RSVP for August 28 - 21230 www.msac.org REGISTER HERE and email your questions to [email protected]

WEBINARSTuesday, September 5, 2017 at 11:00 AM

RSVP for the Webinar - REGISTER HEREUpon registering, further information will be e-mailed to you.

Saturday, September 9, 2017 at 10:00 AM RSVP for the Webinar - REGISTER HEREUpon registering, further information will be e-mailed to you.


https://www.eventbrite.com/e/msac-grants-for-organizations-gfo-webinar-tickets-36610856056

https://www.eventbrite.com/e/msac-grants-for-organizations-gfo-webinar-tickets-36610755756


Appendix B - Requirements of Organizations Receiving GFO Grants

Must be a nonprofit organization and have received tax exempt 501(c)3 status from the U. S. Internal Revenue Service, and be in good standing with the Maryland Department of Assessments and Taxation (SDAT). Departments of government, colleges, and universities are also eligible to apply.

Must comply with Title VI, Section 601, of the Civil Rights Act of 1964, which states that no persons, on the grounds of race, color, or national origin, shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination related to, the arts.

Must comply with Title IV, Section 1681, of the Education Amendments of 1972, and the Age Discrimination Act of 1975, Section 6101, which prohibit discrimination on the basis of sex or age.

Must comply with Section 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990,* which states that no otherwise qualified person shall, solely by reason of his or her handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination related to, the arts. Design for Accessibility is a handbook to help organizations comply with Section 504 and the Americans with Disabilities Act and is available for download at www.msac.org.

Must maintain complete and accurate records of all activities connected with the grant. Must submit a DataArts profile for last completed fiscal year by the specified deadline. Profile must be

deemed complete by DataArts staff by the specified deadline. Must file interim and final reports, both narrative and financial, by the specified deadlines. Necessary

reporting methods will be provided by MSAC in ample time to meet deadlines. Failure to report may jeopardize any future grant being received by the organization and may result in the organization being required to repay grant funds.

Must give credit to MSAC whenever and wherever credit is being given. When credit is being given by an organization that received general operating or arts program support, MSAC must be identified as providing support for operations.

Must notify the appropriate program director in writing if a significant change is made in any MSAC-funded program or project.

Must have a DUNS number*, a unique 9-digit identification number assigned to businesses by Dun & Bradstreet. The federal government requires a DUNS Number* of all organizations receiving federal grant monies. MSAC receives a grant from the National Endowment for the Arts, a federal agency, and is therefore required to obtain a DUNS Number* from each of its grant applicants. To obtain a DUNS Number*, please visit fedgov.dnb.com/webform. There is no cost for the DUNS Number*.

Notice: In accordance with Executive Order 01.01.1983.18, the Department of Commerce advises as follows regarding the collection of personal information: Certain personal information requested by the Department of Commerce is necessary in determining eligibility for grants. Failure to disclose this information may result in the denial of one or all of these benefits or services. Availability of this information for public inspection is governed by the provisions of the Maryland Public Information Act, General Provisions Article, Sections 4-101through 4-601 of the Annotated Code of Maryland. This information will be disclosed to appropriate staff of the Department, or to public officials, for purposes directly connected with administration of the program for which its use is intended. Such information is routinely shared with state, federal, or local government agencies. Applicants have the right to inspect, amend, or correct personal records in accordance with the Maryland Public Information Act.


http://fedgov.dnb.com/webform


Appendix C - GFO Artistic Categories and Program Directors

Arts Services: Grants in this category support organizations whose primary purpose is to provide services for artists, arts organizations*, or the arts community*. Program Director: Christine Stewart, 410-767- 6476; [email protected]

Children’s Events: Grants in this category support organizations that produce or present artistic experiences for young audiences. Applicants that feature children as performers for general audiences should not apply in this category; they should apply in the appropriate category below. Program Director: Christine Stewart, 410-767-6476; [email protected]

Dance: Grants in this category support organizations that produce or present dance. Program Director: Steve Drapalski, 410-767-6536; [email protected]

Folk and Traditional Arts: Grants in this category support organizations that primarily document, produce, and/or present folk and traditional arts. Program Director: Chad Buterbaugh, 410-767-6450; [email protected]

Large: Grants in this category support arts organizations that have a regional/national reputation in their field, that receive general operating grants from MSAC, and that have audits confirming their operating budgets have been at least $3 million for the past three completed fiscal years. Placement in the Large category is determined by MSAC. Program Directors are assigned by discipline so refer to the director listed in the appropriate category.

Literary Arts: Grants in this category support organizations that present, publish, or disseminate all literary forms. Program Director: Christine Stewart, 410-767-6476; [email protected]

Multi-Discipline* A: Grants in this category support organizations that produce or present arts events in two or more artistic disciplines, none of which predominate, and interdisciplinary arts activities that combine two or more artistic disciplines. Those with a predominant discipline should apply in that discipline. Program Director: Program Director: Pamela Dunne, 410-767-6484; [email protected]

Multi-Discipline* B: Grants in this category support arts festivals, and units of local government or government agencies that produce or present arts events in two or more artistic disciplines, none of which predominate, and interdisciplinary arts activities that combine two or more artistic disciplines. Those with a predominant discipline should apply in that discipline. Program Director: Program Director: Pamela Dunne, 410-767-6484; [email protected]

Music A1: Grants in this category support organizations that self-produce music with allowable* expenditures of $150,000 or more. Program Director: Steve Drapalski, 410-767-6536; [email protected]

Music A2: Grants in this category support organizations that self-produce music with allowable* expenditures of $50,000 to $150,000 or more. Program Director: Steve Drapalski, 410-767-6536; [email protected]

Music B: Grants in this category support organizations that self-produce music with allowable* expenditures of less than $50,000. Program Director: Steve Drapalski, 410-767-6536; [email protected]












Music C: Grants in this category support organizations that present music programs. Program Director: Steve Drapalski, 410-767-6536; [email protected]

Theater A: Grants in this category support organizations that produce or present theater with allowable* expenditures of $150,000 or more. Program Director: Steve Drapalski, 410-767- 6536;[email protected]

Theater B: Grants in this category support organizations that produce or present theater with

allowable* expenditures of less than $150,000. Program Director: Steve Drapalski, 410-767- 6536; [email protected]

Visual Arts/Media A: Grants in this category support arts organizations that produce or present visual/media arts. Program Director: Pamela Dunne, 410-767-6484; [email protected]

Visual Arts/Media B: Grants in this category support non-arts organizations that produce or present visual/media arts. Program Director: Pamela Dunne, 410-767-6484; [email protected]






Appendix D - DataArtsOverviewDataArts, formerly the Cultural Data Project, was founded to bring the language and leverage of data to the business of culture. The Cultural Data Profile (CDP) is DataArts’ flagship service, which thousands of cultural nonprofits use annually to report their financial and programmatic information. DataArts seeks to be a catalyst for data-informed decision-making.

Public and private funders throughout the state of Maryland have collaborated to use the CDP as part of their grant applications. MSAC, along with other public and private funders in Maryland, requires applicants to complete a Cultural Data Profile (CDP) through DataArts’ website (http://culturaldata.org/). Reliable data about the cultural sector will enhance both individual organizational capacity as well as the overall effectiveness of the nonprofit cultural community in our state. DataArts empowers the nonprofit arts and cultural sector with high-quality data and resources in order to strengthen its vitality, performance, and public impact. It provides a means to analyze and report on the impact, assets, and needs of the state’s cultural community. The powerful tools it offers will enable participating organizations to benchmark their progress and better equip advocates to make the case for arts and culture, and will facilitate improved grant making and policy development by the funding partners.

Uses and potential benefits of the DataArts Website and data: Information for participating nonprofit organizations for use in benchmarking and capacity-building. Information for the cultural sector for the purposes of policy development, programs and public relations. Information for participating grantmakers for use in their application process

P a rt i c i pa ti o n in t h e CDP is r equ i r e d for all GFO applicants. The CDP collects information such as income and expenses, attendance, program activity and staff numbers.

As part of the application process, the CDP for the last completed fiscal year (FY2017 or CY2016) must be successfully completed by the appropriate application deadline (October 26, 2017 for FULL applications, December 7, 2017 for RFF applications). A short video to show you how to access the CDP is available at https://vimeo.com/180309446

In order to complete the CDP, organizations must first register at DataArts’ web site by creating a user login ID and password. Information for the CDP is organized by fiscal year-end and data is only entered for completed fiscal years for which an approved financial audit* or review exists. Organizations that are not audited or reviewed will enter data based on approved year-end financial statements*.

Applicants are asked to provide two years of financial and organizational data the first time they complete the Cultural Data Profile. You will have access to online training and can get support from DataArts Support Center Monday – Friday from 9:00 AM – 8:00 PM EST. Educational Resource are available at http://culturaldata.org/learn/educational-resources/.

Upon completion of the Cultural Data Profile, applicants should go to the “Funder Reports and Grants” section of their DataArts account and print the pre-defined report Maryland State Arts Council for the appropriate FY2019 Grants for Organizations grant, which is to be included with the application materials. You can find step by step directions and a video on how to do this here.

CDP Questions? Contact the DataArts Support Center. They are trained to assist with our applicant’s profiles. Toll Free: 877-707-3282. Email: [email protected] The Support Center is available 9am-8pm ET.



http://culturaldata.force.com/Resources/articles/Article/How-do-I-run-or-produce-a-Funder-Report/?q=Funder+report&l=en_US&fs=Search&pn=1

https://vimeo.com/180309446

Appendix E - Glossary

accommodations/interpreters: Services provided to persons with disabilities in order to improve accessibility of arts programming.

administrative personnel: Individuals employed or contracted by an organization to perform duties related primarily to the management of the organization.

administrative salaries and fees: Salaries, fees, and the cost of benefits paid to administrative personnel.

advertising sales: Income an organization derives from the sale of space in printed programs or other advertisements.

allocations to cash reserves: Funds an organization places in an income-bearing account for the purpose of building cash reserves.

allowable*/non-allowable(as income or expenses): income or expenses deemed by MSAC to be permissible in figuring total operating expenses and income to determine funding amounts. Examples of allowable* operating income and expenses include, ticket sales income, grants, contributions, specific salaries, artist fees, marketing expenses, equipment rental, program costs, supplies, etc. See non-allowable* also

Americans with Disabilities Act, 1990 (A.D.A.): A law that protects the rights of individuals with disabilities to receive the same accommodations and benefits as individuals without disabilities. Design for Accessibility: A Cultural Administrator’s Handbook is a resource designed to help organizations comply with Section 504 and the Americans with Disabilities Act and is available for download at www . m sac . o r g .

artistic merit: The aesthetic achievement and quality of activities produced and/or presented by an organization. (Arts Services applicants are reviewed for merit based on the quality of proposed activities, not artistic merit. See merit of arts services activities below.)

artistic personnel: Individuals or groups employed by an organization to create, curate, design, perform,

or produce artistic work presented by the organization to general audiences.

artistic salaries and fees: Salaries, fees, and the cost of benefits paid to artistic personnel.

arts organization: MSAC defines an arts organization as an organization that exists to further the arts and whose purpose is producing or presenting the arts through public programs or services, as stated in their mission statement. For example, an orchestra’s mission is produce and present orchestral concerts so it is an arts organization. Also see non-arts organization.

audit: See Independent external audit.

authorizing official: Individual legally empowered to submit this application.

(CY) calendar year: Budget year that runs from January 1 through December 31.

capital assets: Those assets of an organization, including buildings, equipment, and facilities that are intended for long-term ownership and use.

capital improvements: Improvements to capital assets that increase their value, or otherwise benefit the owner of the improved asset.

community: The individuals or groups identified by an organization as those for whom the organization’s activities are intended.

contact person: Individual who is best able to provide information regarding application content and activities described in the grant application.

contracted services: Services rendered under contract to another party (agency, school, organization, company, or individual), and revenues derived from such services.

cost of goods purchased for sale: Money paid by an organization for artwork or other goods intended for subsequent sale, with proceeds benefiting the organization.


DUNS number: a unique 9-digit identification number assigned to businesses by Dun & Bradstreet. The federal government requires a DUNS number of all organizations receiving federal grant monies. MSAC receives a grant from the National Endowment for the Arts, a federal agency, and is therefore required to obtain a DUNS number from each of its grant applicants. To obtain a DUNS number, please visit http://fedgov.dnb.com/webform. There is no cost for the DUNS number.

depreciation: The systematic charging of the diminished value of fixed assets to annual expenditures.

direct costs: Those expenses directly billed to the applicant’s arts program by invoice and/or transfer of funds and documented as a dollar amount on the arts program’s financial statement*.

educational activities: Eligible educational activities include, but are not limited to, activities that have the primary purpose of instruction or training, including workshops, artist residencies, lessons, classes, or other educational outreach and learning activities open to the public.

Non-eligible educational activities include but are not limited to those intended for public, private and charter K-12 schools, and preschool classroom use; implementation of arts curriculum or curriculum development for schools; showcases of student school work; school fundraisers.

educational personnel: Individuals employed or contracted by an organization to perform duties related primarily to educational programming and/or teaching.

educational salaries and fees: Salaries, fees, and the cost of benefits paid to educational personnel.

endowment: Investment funds that remain in perpetuity, and generate interest income.

Federal Taxpayer Identification Number: A nine-digit account number identifying an employer for purposes of reporting wages and taxes to the Internal Revenue Service.

(FY) fiscal year: Budget year that runs on a 12-month period other than Jan. 1 through Dec. 31.

financial stability: The ability of an organization to generate the financial resources necessary to support current and planned activities, as measured by the organization’s prior record and the soundness of budgetary estimates and projections.

financial statement or audit*: A document required for all MSAC applications which provides information on the applicant organization’s operating budget for the most recently completed fiscal year. The statement is not narrative but a list of actual revenues and expenses. The financial statement must be signed by the organization’s accountant or chief financial officer.

grant agreement: A legally-binding contract between MSAC and a successful applicant setting forth the rights and duties of the parties, which must be executed before grant funds may be disbursed.

income from goods/services sold: The total amount paid by purchasers to an organization for artwork or other goods sold and/or for services provided by the organization.

independent external audit: An audit report certified by an independent CPA firm that must include an unqualified opinion on the financial statements* of an organization.

in-kind: Any contribution of service, equipment, supplies, printing, space, or other property made by an individual, organization, or business to an organization, as distinguished from a monetary donation. In-kind services may not be included in an applicant’s cash budget or be used to match a MSAC grant, but may be described in the application as part of an organization’s overall operations.

international activity: For the purpose of completing the “Information Exchange” form, applicants should indicate “yes” if the activities applied for conform to any of the following criteria: 1.enable applicant to visit other countries, or 2.enable applicant to facilitate visits by foreign artists to the United States, or 3.support applicant’s participation in a cultural exchange program, or 4.support applicant’s linkages with artists or institutions in other countries.

merit of arts services activities: Caliber of the arts services activities an organization provides.


http://fedgov.dnb.com/webform

non-allowable* (as income or expenses): Not allowable* as operating expenses are re-granting*, acquisition of capital assets*, accessions, allocations to cash reserves*, capital improvements*, depreciation*, deficits, loan principal payments, contributions to endowments* or scholarships awarded by the applicant organization for its own activities. Not allowable* as operating income are loans, carryover, debt forgiveness, transfer of funds earned in prior years, revenue raised for capital or endowment funds or funds intended for the purpose of re- granting, unrealized gains/losses; prorated salaries, rent, or utilities; or other prorated expenses. Other items may be deemed non-allowable*. Grant funds may not be used to make contributions to any persons who hold, or are candidates for, elected office; to any political party, organization, or action committee; or in connection with any political campaign or referendum. Grant funds may not be used for any lobbying activities.

Non-arts organization: MSAC defines a non-arts organization as an organization whose primary purpose is other than producing or presenting the arts. Non-arts organizations eligible for the GFO program are ones that do have an ongoing arts program producing and presenting the arts to the public. For example, a church’s mission is not to produce or present the arts, but it may present an ongoing series of orchestral concerts. The church is considered a non-arts organization, but is eligible to apply for support only for its ongoing arts program, the orchestral concert series. Also see arts organization.

organizational effectiveness: The ability of an organization to develop and organize the operational means necessary to support current and planned activities, as measured by the organization’s prior record and the soundness of plans of action.

received/not received: The status of contributed support at the time a MSAC application is submitted. “Received” funds are those awarded or in-hand; “not received” includes funds applied for, pending, pledged, and/or yet to be raised.

service to the community: The degree to which an organization’s operations and activities display an understanding of and responsiveness to the

community, as the organization defines that community.

special constituencies: Persons with disabilities and senior citizens.

technical personnel: Individuals employed or contracted by an organization for technical management and staff services (e.g., technical directors, stage managers, exhibit preparators, installers, wardrobe, lighting, and sound crews, stagehands, video and film technicians).

technical salaries and fees: Salaries, fees, and the cost of benefits paid to technical personnel.

total cash income: For a completed fiscal year, the sum of all funds an organization received during the year through earnings and contributions; for the current fiscal year, the sum of all funds, received and/or not yet received. Organizations applying to MSAC for general operating support are required to present budgets for a planned year in which the year’s total allowable* cash income and total allowable* cash expenses are equal.

Venue: Facility or location where arts activities take place.


Appendix F - County Arts CouncilsEach county in the State of Maryland, as well as Baltimore City, has an Arts Council dedicated to ensuring local access to the arts for all Marylanders. County Arts Councils receive annual funding from the Maryland State Arts Council to carry out the work that best serves the needs of each distinctive community. Visit your local Art Council’s website to learn more about programs, events and gran opportunities.

A lle g a n y Art s Cou n cil

Arts Council of Anne Arundel County

B al t i m o r e C i ty , O f f i c e of P r o m o t i on & T he Ar t s

B al t i m o r e C ou nt y C om m i s s i on O n Art s & S c i e n c e s

Art s C o u n c i l of C a l v e r t C o u nt y

Caroline County Council of Arts

Carroll County Arts Council

Cecil County Arts Council

Cha r l es C ou nt y Art s A l l i a n ce

Dorchester Arts Center

Fr e d e r i c k Art s C ou n c i l, I n c .

Garrett County Arts Council

H a r fo r d C ou nt y C u l t u r al Art s B oa r d

Howard County Arts Council

Ke n t Cou nt y Art s Cou n ci l

Arts and Humanities Council of Montgomery County

Pr i n ce G e o r g e ' s Art s a n d H u m a n i t i es C ou n cil

Queen Anne's County Arts Council

S o m e r s et C o u nt y Art s C o u n cil

St. Mary's County Arts Council

T al b ot C ou nt y Art s C ou n c i l

Washington County Arts Council

Sal i s b u r y Wi c o m i co Art s Cou n cil

Wo r c e s t er C o u nt y Art s C o u n cil


http://www.washingtoncountyarts.com/

http://www.stmarysartscouncil.com/

http://www.queenannescountyarts.com/

http://www.creativemoco.com/

http://www.creativemoco.com/

http://www.hocoarts.org/

http://www.garrettarts.com/

http://www.dorchesterarts.org/

http://www.cecilcountyartscouncil.org/

http://www.carrollcountyartscouncil.org/

http://www.carolinearts.org/

http://www.acaac.org/

Appendix G – Sample Intent to Apply Form for all NEW GFO Applicants to the MSAC Grants for Organizations ProgramSUBMISSION DEADLINE: SEPTEMBER 21, 2017 submit via www.msac.egrant.net

If your organization is a NEW Applicant or if your organization DID NOT receive a Fiscal Year (FY) 2018 MSAC GFO Grant, your organization is required to complete this form in order be eligible to apply for an MSAC FY2019 GFO Grant.

This form serves the interests of applicants by alerting MSAC staff to organizations new to the GFO program and enables them to provide appropriate guidance and assistance before the application deadline.

Organization Name: Effective Date of IRS 501c3 ExemptionOrganization Address Organization website Contact Name and title Work Phone, Email

Eligibility Checklist: To be eligible to apply, you must be able to answer YES to all of these questions:

1. Does your organization have ongoing programs to produce or present the arts to the public?2. Was your organization designated by the IRS as a 501c3 by March 31, 2017, or is it a unit of government or a

college/university?3. Is your organization incorporated in Maryland or have a significant physical presence in Maryland?4. Has your organization operated for one full fiscal year?5. Will your organization have a financial statement or audit for its most recently completed fiscal year (FY2017

or Calendar Year 2016) at the time of application?

Check the box of the artistic category that most accurately characterizes the work of your organization:

Arts Service

Children’s Events

Dance

Folk and Traditional Arts

Literary Arts

Visual Arts/Media

Multi-Discipline

Music

Theater

Please indicate particular questions or concerns you have regarding your MSAC application.

ATTACHMENTS

The following documents are required to be submitted with this form. Please attach a copy of each.

If your organization is dedicated to producing or presenting the arts, attach your organization’s mission statement OR If your organization has a mission statement other than producing or presenting the arts, attach your organization’s mission statement and goals for those arts activities for which you are applying

List of planned arts activities including venues and addresses for which you plan to seek MSAC support during FY2019 (July 1, 2018 – June 30, 2019) If schedule is not finalized, attach FY18 activities including venues and addresses

501c3 tax exempt determination letter from the IRS


http://www.msac.egrant.net/

Financial statement (both income and expenses) for most recently completed fiscal year (FY2017 or CY2016) You may submit an audit or financial summary statement - 990 forms are not accepted.

Appendix H - Sample FY2019 FULL GFO Application for General Operating and Arts Program Grants - Organizations or Arts Programs with allowable expenditures of $50,000 or moreDEADLINE: October 26, 2017 at 5 P.M. via eGrant (msac.egrant.net)

Grant Type (select one): General Operating Grant (GOG) – Arts Organizations

Arts Program Grant (PRG) – Non-Arts Organizations

Artistic Category (select one): Arts Service

Children’s Events

Dance


Literary Arts

Multi-Discipline A

Multi-Discipline B

Music A1

Music A2

Music B

Music C

Theater A

Theater B

Visual Arts/Media A

Visual Arts/Media B

Summary of FY2019 activities In 50 words or less, summarize the activities for which your organization is requesting funds for FY2019. If your activities are not yet confirmed, give a general overview of your organization’s typical programming.

Section A – General InformationIn eGrant, you will be required to provide the following information about the applicant organization:

General Organization Information:

Organization Name Mailing Address City State: MD Zip Code: (+Four) County

Federal Taxpayer Identification Number* DUNS Number* Organization Phone Organization Fax Fiscal Year (month/day – month/day) Organization’s Founding Year

Website and Social Media addresses:

Organization Website YouTube Facebook

Twitter Other


Section B – Contact InformationIn eGrant, you will be required to provide the name, title, phone number, and email address of the following key personnel of the applicant organization. Each role is defined in the Glossary in Appendix E.

Contact Person* Authorizing Official* Executive Director*

Section C – Organization InformationIn eGrant, you will be required to provide the name and title of the key people involved in the administrative, artistic and technical aspects of your organization’s operations and/or arts program. Six (6) people may be listed in this section.

Section D – Narrative QuestionsIn eGrant, you will be required to download the narrative template and provide responses to each of the 16 narrative questions. Your responses will be limited to a total of seven (7) pages per the instructions below.

Once completed, you will upload the narrative into e-grant. You are responsible for viewing the PDF generated by eGrant and ensuring there are no more than 7 pages used to answer the narrative questions. If you do not follow this direction, panelists may not read all of your narrative. Not following directions may influence the rating for “organizational effectiveness” during the panel evaluation of your application.

If you are applying for a General Operating Grant, please frame your responses with respect to your organization’s overall activities. If you are applying for an Arts Program Grant, please frame your responses with respect to the arts program activities for which you are applying for funding.

Activities and Goals:1. What is your organization’s mission statement? What are your organization’s (or arts program’s) goals for

the upcoming fiscal year (July 1, 2018 – June 30, 2019)?2. Describe your organization (or arts program) and note any significant changes or events that have

occurred in your organization (or arts program) in the last two years. 3. Describe your organization’s (or arts program’s) activities that will occur in the upcoming fiscal year

(July 1, 2018 - June 30, 2019). Include a description of your primary venue(s)*, i.e. size of space, number of seats (include typical percentage of capacity filled), and/or square feet (if applicable).

Artistic Merit* of the Proposed Activities:4. How do your arts activities reflect your mission statement and goals as described in Questions 1? For arts

services applicants, please refer to your arts services activities. 5. How are artistic decisions made, and who makes those decisions? For arts services applicants, how do you

decide what activities to present and who will present those activities? 6. How do you evaluate the artistic quality of the activities presented by your organization (or arts program)?

What criteria do you use? For arts services applicants, how do you evaluate the quality of the arts services activities and programs your organization provides?

Organizational Effectiveness*:7. What is the staff structure of your organization (or arts program) and the responsibilities of key staff

members? If volunteers assist with your organization (or arts program) be sure to describe their responsibilities and how they are organized.


8. Describe the duties and responsibilities of your board of directors including the length of membership terms, nomination and election processes. Make sure to specify your board’s advisory and/or governing role(s). List your board committees and their responsibilities. For Arts Program Grant applicants, frame your response with respect to any board (if applicable) or committee that oversees your arts program.

9. How are your board, committees and staff members involved in planning, and how do you implement planning recommendations? If applicable, provide a date and summary of your latest strategic plan and/or of your next scheduled plan.

10. What is the financial management structure of your organization (or arts program)? Are board and/or staff members involved in day-to-day financial decision-making? What is the process used in preparing, approving, and monitoring budgets; and how often are financial reports prepared and distributed?

11. Describe the financial position or your organization (or arts program) for the past year, current year, and planned year. Provide notes on financial information such as significant changes of the amounts in line items, deficits, multi-year grants, etc.

Service to the Community*:12. Describe the community your organization (or arts program) serves. Community is defined specifically as

those individuals or groups for whom your activities are intended. 13. How do you inform the community about your activities? Give examples: such as email lists, flyers,

advertisements, direct mailing, newsletters, social media, etc. 14. How does your organization (or arts program) include the community you described above in planning and

evaluation of programming? Give specific examples. 15. How do you determine if you are successfully engaging your community? 16. What attempts do you make to attract new audiences? Include outreach programs and activities. Give

specific examples.

Financial Information Notes for Sections E through ISection E – Sources of MSAC SupportIn eGrant, you will be asked to provide dollar amounts for any grants or appropriations received from the Maryland State Arts Council in the last completed fiscal year, FY2017 or CY2016. Please list the full grant amount received for each program.

MSAC GFO Grant Arts in Education (AiE) Arts & Entertainment Technical Assistance Maryland Touring Grant Maryland Traditions Other MSAC grant program

For sections E through I, please provide information based on your most recently completed fiscal year. If your organization (or arts program) operates with a fiscal year that begins on a date other than January 1 and ends on a date other than December 31, base your information on fiscal year (FY) 2017. If your organization or arts program operates with the fiscal year January 1 through December 31, base your information on calendar year (CY) 2016.

Allowable* income or expenses are income or expenses deemed by MSAC to be permissible in determining the grant amount. Not allowable* expenses include re-granting*; acquisition of capital assets*; allocations to cash reserves*; capital improvements*; depreciation*; deficits; loan principal payments; contributions to endowments*; scholarships awarded by the applicant organization for its own activities; or (for arts programs) prorated salaries,


rent, or utilities; or other prorated expenses. Not allowable* as income are loans, carryover, debt forgiveness, transfer of funds earned in prior years, revenue raised for capital or endowment funds, funds intended for the purpose of re- granting or unrealized gains/losses. Other items may be deemed not allowable*.

Section F – Educational ExpensesIn eGrant, you will be asked to provide dollar amounts for the following educational expenses, if applicable.

Provide the following information based on your most recently completed fiscal year’s financial statement* – either FY2017 or CY2016.

Personnel – Educational: Payments for employee salaries, wages and benefits, for teachers, instructors, workshop leaders, or any individuals providing educational activities*.

Outside Fees and Services - Educational: Payments to firms, contractors or consultants not normally considered as employees of the applicant who serve as teachers, instructors, workshop leaders, models, accompanists, or as providers of other educational activities*.

Travel – Educational: All costs directly related to the travel of individuals providing educational experiences.

Programming Expenses – Educational: All costs other than those identified above related to the applicant’s educational activities.

Section G – Expense Details

In eGrant, you will be asked to provide information about specific expense amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable.For each dollar amount provided for each expense, please specify the page number where the expense is listed in both your DataArts funder report and your audit or financial summary statement.

Capital Expenses: Capital Improvements Purchases of Permanent Equipment Acquisition of Capital Assets Mortgage Principal Payments Other Capital Expenditures

Other Expenses: Loan Principal Payments Scholarships Awarded for applicant’s own activities Contributions to Endowments Allocations to Cash Reserves

Section H – In-Kind Contributions

In-kind* contributions, including volunteer or donated services, are important to the operations of many arts organizations and arts programs. Although the estimated value of these contributions may not be added to cash


budgets, counted as allowable expenses, or used as matching funds, you may use the space below to represent their value to your organization if you feel it gives a more complete picture of your activities.

In eGrant, you will be asked to provide information about specific In-Kind contributed amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable. Please do not list the equivalent salaries of all volunteers.

For each dollar amount provided for each type of In-Kind contribution, please specify the page number where the contribution is listed in both your DataArts funder report and in your audit or financial summary statement. If you have listed in-kind expenses in egrant, but they are not included in your financial statement or audit, or DataArts funder report, please note in egrant by leaving page number space blank.

In-Kind Salaries In-Kind Equipment In-Kind Fees In-Kind Supplies or Materials In-Kind Travel In-Kind Rental In-Kind Other (please specify)

Section I – Prorated Expenses - Arts Program Grant Applicants ONLY

Prorated expenses are those that are allocated or assigned based on the portion of resources dedicated to support your arts program. Example #1: One staff person works on this program only half time therefore 50% of the salary is prorated towards this program. Example #2: Your program uses two rooms out of ten in the building in which it operates, therefore 20% of the total costs of the building rental are prorated to this program.

If you have prorated expenses, you will enter them in the Prorated Expenses section in eGrant. Use your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable.

Do not list direct costs in the prorated section. Direct costs are those expenses billed directly to the arts program by invoice and/or transfer of funds and documented as a dollar amount on the arts program’s financial statement*.

Information on this form must be consistent with your arts program’s financial statement* or an explanation must be included. The prorated amounts are not allowable* expenses and will be subtracted from the total expenses. You will also be asked how you determined the prorated expenses.

Prorated Salaries - Arts Program Grant Applicants ONLYFor each staff person working on your arts program, please be prepared to specify the name and title of the staff person, along with their total annual salary, the percentage of time they spend on your arts program, then finally the Prorated salary based on the percentage.

Name Annual Salary % Time on Arts Program Prorated Salary on Arts Program


Additional Prorated Expenses - Arts Program Grant Applicants ONLYIn this section in eGrant you will also be asked to provide information about other prorated expense amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable.

Prorated Rent Prorated Utilities Prorated Other (Specify Other)


Section J – Review of Required Documents to Attach to eGrant ApplicationThe following items are a required part of your application. Attach a Word or PDF version of each of the following items to your eGrant application. All required attachments must be attached at the time of submission or your application is incomplete.

ATTACHMENTS for ALL Applicant ORGANIZATIONS

Most recent Letter of Determination from the IRS indicating that your organization is incorporated in Maryland as nonprofit. Do not send Maryland tax exempt certificate.

Resumes of key artistic and management personnel described in your application. Limit to one page per person; extra pages will be discarded.

ATTACHMENTS for GENERAL OPERATING GRANT Applicants ONLY – Arts Organizations

Calendar of events for the past, current and proposed fiscal years (July 1, 2016 through June 30, 2019) that will print on 8 ½” x 11” paper, (include city and state in which events occur). This should be a typed, summarized list of activities, not a photo copy of brochures or flyers, etc.

Financial summary statement* for FY2017 (or CY2016 if operating on a calendar year) signed by a professional accountant or your organization’s fiscal officer or an independent external audit* if your organization operates at a level with allowable* expenses exceeding $400,000. The independent external audit* must be prepared by a CPA firm. The audit substitutes for the financial statement. The final deadline for audits to be received is May 1, 2018, if applicable. Do not send your Federal IRS 990.

DataArts Funder Report for FY2017 (or CY2016 if operating on a calendar year) Go to http://www.culturaldata.org/ to complete your FY2017 or CY2016 profile. More information about MSAC’s requirement of the DataArts Funder Report is in App e ndi x D . For technical assistance, contact DataArts at 1-877-707-3282 or h e lp@cul t u r alda t a.o r g .

List of your current Board of Directors

ATTACHMENTS for ARTS PROGRAM GRANT Applicants ONLY – Non-Arts Organizations

Calendar of ARTS PROGRAM events for the past, current and proposed fiscal years (July 1, 2016 through June 30, 2019) that will print on 8 ½” x 11” paper, (include city and state in which events occur). This should be a typed, summarized list of arts activities, not a photo copy of brochures or flyers, etc.

Financial statement* - For Arts Program Grant Applicants that are non-arts organizations Arts Program applicants will attach a financial statement* for the whole organization, and one for just the Arts Program. (You must submit two – one for the organization as a whole and one that includes only the Arts Program costs).

1. Financial statement* for your full organization’s most recently completed fiscal or calendar year signed by a professional accountant or your organization’s fiscal officer, or independent external audit* if applicable. Do not send your Federal IRS 990.

2. An additional, separate financial statement* that reflects ONLY your ongoing Arts Program’s most recently completed fiscal or calendar year signed by a professional accountant or your Arts Program’s fiscal officer.

DataArts Funder Report for FY2017 (or CY2016 if operating on a calendar year) for your ARTS PROGRAM ONLY. Do not includein formation that represents your entire organization’s activities. Go to

Note: Terms followed by an asterisk (*) throughout this document are defined in the Glossary in App e ndi x E .FY 2018 GFO Guidelines of 54

http://www.culturaldata.org/ to complete your FY2017 or CY2016 profile. More information about MSAC’s requirement of the DataArts Funder Report is in App e ndi x D . For technical assistance, contact DataArts at 1-877-707-3282 or h e lp@cul t u r alda t a.o r g .

List of your current Board of Directors and Arts Program Committee

Section K – Certification/Electronic Signature

Checking this box verifies that the applicant agrees to complete and submit this application by electronic means, including the use of an electronic signature.

Name/Title: ____________________________________________________________

Date: ____________________________________________________________

Checking this box verifies that the name typed above is authorized to sign this Maryland State Arts Council Grants for Organizations application on behalf of the applicant organization and certifies that all information contained in this report is true and accurate. Checking this box verifies that the applicant agrees to complete and submit this application by electronic means, including the use of an electronic signature.


Appendix I - Sample FY2019 FULL GFO Application for Basic Grants – Organizations or Arts Programs (Non-Arts Organizations) with allowable expenditures of $50,000 or less

DEADLINE: October 26, 2017 at 5 P.M. via eGrant (msac.egrant.net)

Grant Type (select one):

Basic General Operating Grant (BGO) – Arts Organizations

Basic Arts Program Grant (BPR) – Non-Arts Organizations


Children’s Events

Dance


Literary Arts

Multi-Discipline A

Multi-Discipline B

Music A1

Music A2

Music B

Music C

Theater A

Theater B

Visual Arts/Media A

Visual Arts/Media B







Organization Website YouTube Facebook Twitter Other



Contact Person* Authorizing Official* Executive Director*

Section C – Organization InformationIn eGrant, you will be required to provide the name and title of the key people involved in the administrative, artistic and technical aspects of your organization’s operations and/or arts program. Six (6) people may be listed in this section/Section D – Narrative Questions

Section D – Narrative QuestionsIn eGrant, you will be required to download the narrative template and provide responses to each of the 8 narrative questions. Your responses will be limited to a total of five (5) pages per the instructions below.

Once completed, you will upload the narrative into e-grant. You are responsible for viewing the PDF generated by eGrant and ensuring there are no more than 5 pages used to answer the narrative questions. If you do not follow this direction, panelists may not read all of your narrative. Not following directions may influence the rating for “organizational effectiveness” during the panel evaluation of your application.

If you are applying for a Basic General Operating Grant (BGO), please frame your responses with respect to your organization’s overall activities. If you are applying for a Basic Arts Program Grant (BPR), please frame your responses with respect to the arts program activities for which you are applying.

Activities and Goals:1. What is your organization’s mission statement? What are your organization’s (or arts program’s) goals for

the upcoming fiscal year (July 1, 2018 – June 30, 2019)?2. Describe your organization’s (or arts program’s) activities that will occur in the upcoming fiscal year (July

1, 2018 - June 30, 2019). Include a description of your primary venue(s)*, i.e. size of space, number of seats (include typical percentage of capacity filled), and/or square feet (if applicable).

Artistic Merit* of the Proposed Activities:3. How are artistic decisions made for your organization or arts program, and who makes those decisions? 4. What are the standards by which you evaluate the quality of your arts activities and how do you ensure

they reflect your mission statement and goals?

Organizational Effectiveness*:5. Describe the staff structure (paid and/or volunteer) of your organization or arts program, the work

performed, and the decision-making structure – including board oversight and governance, as well as financial management.

Service to the Community*:6. Describe the community* that will be served by the arts activities provided by your organization or arts

program. Community is defined specifically as those individuals or groups for whom the arts activities are intended.

7. Describe how you keep your community informed of your activities. How does your organization or arts program include the community you described above in planning and evaluation of programming?


8. What attempts do you make to attract new audiences? Include outreach programs and activities. Give specific examples.


Financial Information Notes for Sections E through IFor sections E through G, please provide information based on your most recently completed fiscal year. If your organization or arts program operates with a fiscal year that begins on a date other than January 1 and ends on a date other than December 31, base your information on fiscal year (FY) 2017. If your organization or arts program operates with the fiscal year January 1 through December 31, base your information on calendar year (CY) 2016.

Allowable* income or expenses are income or expenses deemed by MSAC to be permissible in determining the grant amount. Not allowable* expenses include re-granting*; acquisition of capital assets*; allocations to cash reserves*; capital improvements*; depreciation*; deficits; loan principal payments; contributions to endowments*; scholarships awarded by the applicant organization for its own activities; or (for arts programs) prorated salaries, rent, or utilities; or other prorated expenses. Not allowable* as income are loans, carryover, debt forgiveness, transfer of funds earned in prior years, revenue raised for capital or endowment funds, funds intended for the purpose of re- granting or unrealized gains/losses. Other items may be deemed not allowable*.

Section E – Sources of MSAC SupportIn eGrant, you will be asked to provide dollar amounts for any grants or appropriations received from the Maryland State Arts Council in the last completed fiscal year, FY2017 or CY2016. Please list the full grant amount received for each program.

MSAC GFO Grant Arts in Education (AiE) Arts & Entertainment Technical Assistance Maryland Touring Grant Maryland Traditions Other MSAC grant program

Section F – Educational ExpensesIn eGrant, you will be asked to provide dollar amounts for the following educational expenses, if applicable.






Section G – Expense DetailsIn eGrant, you will be asked to provide information about specific expense amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable.For each dollar amount provided for each expense, please specify the page number where the expense is listed in both your DataArts Funder Report and your financial summary statement.


If you have listed these specific expenses in egrant, and they are not included in your financial statement or DataArts funder report, please note in egrant by leaving page number space blank.



Section H – In-Kind ContributionsIn-kind* contributions including volunteer or donated services and free advertisements, are important to the operations of many arts organizations. Although the estimated value of these contributions may not be added to cash budgets or counted as allowable expenses or used as matching funds, you may use the space below to represent their value to your organization if you feel it gives a more complete picture of your activities.

In eGrant, you will be asked to provide information about specific In-Kind contribution amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable. Please do not list the equivalent salaries of all volunteers.

For each dollar amount provided for each type of In-Kind contribution, please specify the page number where the contribution is listed in both your DataArts Funder Report and in your financial summary statement. If you have listed in-kind expenses in egrant, but they are not included in your financial statement or audit, or DataArts Funder Report, please note in egrant by leaving page number space blank.

In-Kind Salaries In-Kind Equipment In-Kind Fees In-Kind Supplies or Materials In-Kind Travel In-Kind Rental In-Kind Other (please specify)

Section I – Prorated Expenses - Basic Arts Program Grant Applicants ONLYProrated expenses are those that are allocated or assigned based on the portion of resources dedicated to support your arts program. Example #1: One staff person works on this program only half time therefore 50% of the salary is prorated towards this program. Example #2: Your program uses two rooms out of ten in the building in which it operates, therefore 20% of the total costs of the building rental are prorated to this program.





Prorated Salaries - BASIC ARTS PROGRAM APPLICANTS ONLY For each staff person working on your arts program, please be prepared to specify the name and title of the staff person, along with their total annual salary, the percentage of time they spend on your arts program, then finally the Prorated salary based on the percentage.

Name Annual Salary % Time on Arts Program Prorated Salary on Arts Program

Additional Prorated Expenses - BASIC ARTS PROGRAM APPLICANTS ONLYIn this section in eGrant you will also be asked to provide information about other prorated expense amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable.


How did you determine your prorated amounts?


Section J – Review of Required Documents to Attach to eGrant ApplicationThe following items are a required part of your application. Please attach a Word or PDF version of each of the following items to your eGrant application. Paper versions will not be accepted. All items below must be attached at the time of submission or your application is incomplete.

ATTACHMENTS for ALL Applicant ORGANIZATIONS

Resumes of key artistic and management personnel described in your application. Limit to one page per person; extra pages will be discarded.

Most recent Letter of Determination from the IRS indicating that your organization is incorporated in Maryland as nonprofit. Do not send Maryland tax exempt certificate.

ATTACHMENTS for BASIC GENERAL OPERATING GRANT Applicants ONLY – Arts Organizations

Calendar of events for the past, current and proposed fiscal years (July 1, 2016 through June 30, 2019) that will print on 8 ½” x 11” paper, (include city and state in which events occur). This should be a typed, summarized list of activities, not a photo copy of brochures or flyers, etc.

Financial summary statement* for FY2017 (or CY2016 if operating on a calendar year) year signed by a professional accountant or your organization’s fiscal officer. Do not send your Federal IRS 990.

DataArts Funder Report for FY2017 (or CY2016 if operating on a calendar year) Go to http://www.culturaldata.org/ to complete your FY2017 or CY2016 profile. More information about MSAC’s requirement of the DataArts Funder Report is in App e ndi x D . For technical assistance, contact DataArts at 1-877-707-3282 or h e lp@cul t u r alda t a.o r g .

List of your current Board of Directors

ATTACHMENTS for BASIC ARTS PROGRAM GRANT Applicants ONLY – Non-Arts Organizations

Calendar of ARTS PROGRAM events for your past, current and proposed fiscal years (July 1, 2016 through June 30, 2019) that will print on 8 ½” x 11” paper, (include city and state in which events occur). This should be a typed, summarized list of arts activities, not a photo copy of brochures or flyers, etc.

Financial statement* - For BASIC ARTS PROGRAM Grant Applicants Basic Arts Program applicants will attach a financial statement* for the whole organization, and one for just the Arts Program. (You must submit two – one for the organization as a whole and one that includes only the Arts Program costs).



DataArts MSAC Funder Report for FY2017 (or CY2016 if operating on a calendar year) for your ARTS PROGRAM ONLY. Do not include information that represents your entire organization’s activities. Go to http://www.culturaldata.org/ to complete your FY2017 or CY2016 profile. More information about MSAC’s requirement of the DataArts Funder Report is in App e ndi x D . For technical assistance, contact DataArts at 1-877-707-3282 or h e lp@cul t u r alda t a.o r g .

List of your current Board of Directors and Arts Program Committee


Section K – Certification/Electronic Signature


Name/Title: ____________________________________________________________________________

Date: _______________________________________________________________________________



Appendix J - Sample FY2018 Request for Funding (RFF) Application for ALL Grant Types

DEADLINE: December 7, 2017 at 5 P.M. via eGrant (msac.egrant.net)

Grant Type (select one):

General Operating Grant (GOG) - Arts Organizations

Arts Program Grant (PRG) - Non-Arts Organizations

BASIC General Operating Grant (BGO) – Arts Organizations

BASIC Arts Program Grant (BPR) – Non-Arts Organizations


Children’s Events

Dance


Literary Arts

Multi-Discipline A

Multi-Discipline B

Music A1

Music A2

Music B

Music C

Theater A

Theater B

Visual Arts/Media A

Visual Arts/Media B







Organization Website YouTube Facebook

Twitter Other



Contact Person* Authorizing Official* Executive Director

Section C – Narrative QuestionsIn eGrant, you will be required to download the narrative template and provide responses to each of the two narrative questions. Your responses will be limited to a total of two (2) pages per the instructions below.

Once completed, you will upload the narrative into e-grant. You will be responsible for viewing the PDF generated by eGrant and ensuring there are no more than 2 pages used to answer the narrative questions.

If your Request For Funding is for General Operating or Basic General Operating, please frame your responses with respect to your organization’s overall activities. If your Request For Funding is for an Arts Program or Basic Arts Program, please frame your responses with respect to the arts program activities for which you are applying.

You will be responsible for viewing the PDF generated by eGrant and ensuring there are no more than 2 pages used to answer the narrative questions. If you do not follow this direction, panelists may not read all of your narrative, and not following directions may influence the rating for “organizational effectiveness” during the panel evaluation of your application.

SUMMARY OF PLANS1. Describe any significant changes that have occurred or are anticipated in your organization or arts

program. 2. Summarize the proposed activities of your organization or arts program for the upcoming fiscal year from

July 1, 2018 through June 30, 2019.

Financial Information Notes for Sections D through IFor sections D through I, please provide information based on your most recently completed fiscal year. If your organization or arts program operates with a fiscal year that begins on a date other than January 1 and ends on a date other than December 31, base your information on fiscal year (FY) 2017. If your organization or arts program operates with the fiscal year January 1 through December 31, base your information on calendar year (CY) 2016.

Allowable* income or expenses are income or expenses deemed by MSAC to be permissible in determining the grant amount. Not allowable* expenses include re-granting*; acquisition of capital assets*; allocations to cash reserves*; capital improvements*; depreciation*; deficits; loan principal payments; contributions to endowments*; scholarships awarded by the applicant organization for its own activities; or (for arts programs) prorated salaries, rent, or utilities; or other prorated expenses. Not allowable* as income are loans, carryover, debt forgiveness, transfer of funds earned in prior years, revenue raised for capital or endowment funds, funds intended for the purpose of re- granting or unrealized gains/losses. Other items may be deemed not allowable*.


Section D – Sources of MSAC SupportIn eGrant, you will be asked to provide dollar amounts for any grants or appropriations received from the Maryland State Arts Council in the last completed fiscal year, FY2017 or CY2016. Please list the full grant amount received for each program.

MSAC GFO Grant Arts in Education (AiE) Arts & Entertainment Technical Assistance Maryland Touring Grant Maryland Traditions Other MSAC program

Section E – Educational ExpensesIn eGrant, you will be asked to provide dollar amounts for the following educational expenses, if applicable.






Section F – Expense DetailsIn eGrant, you will be asked to provide information about specific expense amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable.For each dollar amount provided for each expense, please specify the page number where the expense is listed in both your DataArts Funder Report and your audit or financial summary statement.

If you have listed these specific expenses in egrant, and they are not included in your financial statement or audit, or DataArts Funder Report, please note in egrant by leaving page number space blank.




Section G – In-Kind Contributions In-kind* contributions, including volunteer or donated services, are important to the operations of many arts organizations and arts programs. Although the estimated value of these contributions may not be added to cash budgets, counted as allowable expenses, or used as matching funds, you may use the space below to represent their value to your organization if you feel it gives a more complete picture of your activities.

In eGrant, you will be asked to provide information about specific In-Kind contributed amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable. Please do not list the equivalent salaries of all volunteers.

For each dollar amount provided for each type of In-Kind contribution, please specify the page number where the contribution is listed in both your DataArts Funder Report and in your audit or financial summary statement.

If you have listed in-kind expenses in egrant, but they are not included in your financial statement or audit, or DataArts Funder Report, please note in egrant by leaving page number space blank.

In-Kind Salaries In-Kind Fees In-Kind Supplies or Materials In-Kind Travel In-Kind Rental In-Kind Other (please specify)

Section H – Prorated Expenses - Arts Program and Basic Arts Program Applicants ONLYProrated expenses are those that are allocated or assigned based on the portion of resources dedicated to support your arts program. Example #1: One staff person works on this program only half time therefore 50% of the salary is prorated towards this program. Example #2: Your program uses two rooms out of ten in the building in which it operates, therefore 20% of the total costs of the building rental are prorated to this program.




Prorated Salaries - Arts Program and Basic Arts Program Applicants ONLYFor each staff person working on your arts program, please be prepared to specify the name and title of the staff person, along with their total annual salary, the percentage of time they spend on your arts program, then finally the Prorated salary based on the percentage.

Name Annual Salary % Time on Arts Program


Prorated Salary on Arts Program

Additional Prorated Expenses - Arts Program and Basic Arts Program Applicants ONLYIn this section in eGrant you will also be asked to provide information about other prorated expense amounts from your most recently completed fiscal year’s financial statement* for either FY2017 or CY2016, whichever is applicable.


Section I – Review of Required Documents to Attach to eGrant ApplicationThe following items are a required part of your application. Attach a Word or PDF version of each of the following items to your eGrant application. All items below must be attached at the time of submission or your application is incomplete.

ATTACHMENTS for GENERAL OPERATING GRANT and BASIC GENERAL OPERATING GRANT Applicants ONLY – Arts Organizations

Financial summary statement* for FY2017 (or CY2016 if operating on a calendar year) signed by a professional accountant or your organization’s fiscal officer or an independent external audit* if your organization operates at a level with allowable* expenses exceeding $400,000. The independent external audit* must be prepared by a CPA firm. The audit substitutes for the financial statement. The final deadline for audits to be received is May 1, 2018, if applicable. Do not send your Federal IRS 990.

DataArts Funder Report for FY2017 (or CY2016 if operating on a calendar year) Go to http://www.culturaldata.org/ to complete your FY2017 or CY2016 profile. More information about MSAC’s requirement of the DataArts funder report is in App e ndi x D . For technical assistance, contact DataArts at 1-877-707-3282 or h e lp@cul t u r alda t a.o r g .

ATTACHMENTS for ARTS PROGRAM GRANT and BASIC ARTS PROGRAM GRANT Applicants ONLY – Non-Arts Organizations

Financial statement* - For Arts Program Grant Applicants that are non-arts organizations Arts Program applicants will attach a financial statement* for the whole organization, and one for just the Arts Program. (You must submit two – one for the organization as a whole and one that includes only the Arts Program costs).



DataArts Funder Report for FY2017 (or CY2016 if operating on a calendar year) for your ARTS PROGRAM ONLY. Do not include data that reflects your entire organization. Go to http://www.culturaldata.org/ to complete your FY2017 or CY2016 profile. More information about MSAC’s requirement of the DataArts funder report is in App e ndi x D . For technical assistance, contact DataArts at 1-877-707-3282 or h e lp@cul t u r alda t a.o r g .


Section J – Certification/Electronic Signature


Name/Title: ________________________________________________________________________________

Date: ________________________________________________________________________________



Appendix K – GFO Review Criteria and Scoring

Review Criteria #1 - Artistic MeritEvaluation is based on evidence that the organization is providing programs and services of high artistic quality. Glossary definition of Artistic Merit from FY2018 GFO Guidelines: the aesthetic achievement and quality of activities produced and/or presented by an organization.

Artistic Excellent – Outstanding

Clearly evident and well-articulated artistic aesthetic achievement, artistic programming on a superior level and continues to evolve creatively. Artistic decisions are made by highly qualified personnel or invitees. Organization is a leader in its field in artistic excellence.

Good – Very Good Clearly evident and well-articulated artistic aesthetic achievement, artistic programming on a high level

Satisfactory Adequate evidence of artistic aesthetic achievement, artistic programming remains consistent

Marginal — Fair Implied but not specific evidence of artistic aesthetic

Poor

Hard to determine, no evidence provided

Program EvaluationExcellent – Outstanding Excellent and effective evaluation techniques that are an ongoing part of the planning process and provide evidence the priorities are achieved. Model for the field in program evaluation and continued update of evaluation process

Good – Very Good

Effective evaluation techniques are part of the planning process and provide evidence priorities are achieved.

Satisfactory Evaluation techniques are in place and provide evidence priorities are achieved.

Marginal — Fair Outlined evaluation efforts, but leaves questions as to how the information is to be used

Poor

Fails to address how the organization will evaluate it programming

How Arts Reflect MissionExcellent – Outstanding

Good – Very Good

Clear explanation of how the

Satisfactory General statement on how the programs and

Marginal — Fair Statement on how the programs and services fulfill the

Poor

Lacks an explanation of


Articulate and clear explanation of how the programs and services fulfill the organization’s mission. Evident that the mission is regularly evaluated

programs and services fulfill the organization’s mission.

services fulfill the organization’s mission, but lacks clarity

organization’s mission is not fully formed

how the programs and services fulfill the organization’s mission

Review Criteria #2 – Organizational EffectivenessEvaluation is based on evidence that the organization has and will successfully carry out its mission. Glossary definition of Organizational Effectiveness from FY2018 GFO Guidelines: The ability of an organization to develop and organize the operational means necessary to support current and planned activities, as measured by the organization’s prior record and the soundness of plans of action.

Financial InformationExcellent – Outstanding Accurate & realistic budget; development plans indicate good fiscal health with a variety of revenue sources. Applicant's budget reflects a broad base of revenue and support from earned, unearned and in-kind sources; Organization is financially stable or has articulated plans for stability. If applicable, applicant has a viable plan to reduce any accumulated deficit. Finances are regularly reported to board and revised as necessary. Major variances from year to year are explained clearly. Model in the field.

Good – Very Good

Accurate and realistic budget reflecting a broad base of revenue and support from various sources. Appears to be financially stable. If applicable, applicant has a viable plan to reduce any accumulated deficit. Finances are regularly reported to board and revised as necessary. Major variances from year to year are explained clearly.

Satisfactory Basic, itemized budget info appears realistic; revenue sources are specified, financial strength of the organization is not detailed. .Finances are regularly reported to board and revised as necessary. Major variances from year to year are explained clearly.

Marginal — Fair Confusing and unrealistic budget; Development plans leave doubts about the fiscal health of the organization

Poor

Budget is incomplete and unacceptable

PlanningExcellent – Outstanding Thorough planning indicated,

Good – Very Good

Thorough planning is indicated included

Satisfactory

A plan is in place that includes

Marginal — Fair Vague statements about process and

Poor

Absent or contradictory


including a relevant and timely strategic plan including vision, mission, appropriateness of goals and strategies, evaluation plans, adaptability, centrality of the arts, and clarity. Plan is updated regularly to keep it current.

a relevant strategic plan including vision, mission, appropriateness of goals and strategies, evaluation plans.

strategic planning, mission and goals and strategies. Evaluation plans could be included or strengthened.

does not address future needs of the organization

strategic planning to organization's stated mission

Management and StructureExcellent – Outstanding Clear evidence that the skills and capacity of the board and professional staff are high; demonstrated personnel structure (paid or volunteer) to implement projects and programs on a high level; evidence of sound management and planning including regular reporting to board. Applicant's artistic, educational and cultural activities are strengthened by qualified personnel.

Good – Very Good

The skills and capacity of the board and professional staff are high, personnel structure allows implementation of activities on a good level; regular reporting to the board is evident. Personnel are qualified.

Satisfactory

The skills and capacity of the board and professional staff are adequate to allow implementation of activities on a satisfactory level. Regular reporting to the board is stated. Personnel are mostly qualified.

Marginal — Fair The board and professional staff are not all adequate to meet the needs of the organization to produce activities on a satisfactory level.

Poor

Board and staff structure and composition is not explained.


Review Criteria #3 – Service to CommunityEvaluation is based on evidence that the organization is committed to serving the community. Community is defined as the constituents served by the applicant, and can be based on artistic discipline, geography, or it can be culturally based. Glossary definition of Service to Community from FY2018 GFO Guidelines: The degree to which an organization’s operations and activities display an understanding of and responsiveness to the community, as the organization defines that community.

Description of CommunityExcellent – Outstanding Thorough description of constituents served by the applicant including artistically, geographically, or culturally based. Leader in the field.

Good – Very Good

Clear description of constituents served by the applicant including artistically, geographically, or culturally based.

Satisfactory

Basic description of constituents served by the applicant included.

Marginal — Fair

Unclear and confusing description of the constituents is provided.

Poor

Inadequate description of constituents.

Community Engagement and OutreachExcellent – Outstanding

Pro-active plan for attracting new audiences and audience development, including outreach programs and activities that go into the community. Evidence of understanding and responsiveness to the community. Clear plan and implementation of community engagement evaluation is in place. Leader in the field and model for community engagement.

Good – Very Good

Plan for attracting new audiences and audience development, including outreach programs and activities that go into the community. Evidence of understanding and responsiveness to the community. Plan for evaluation of efforts is in place.

Satisfactory

Open to new audiences, but not engaging new audiences proactively or reaching into the community. Basic audience and community engagement efforts need strengthening.

Marginal — Fair

Passive outreach to those that come to the organization’s activities. No plan for attracting new audiences or engaging current audiences or reaching into the community.

Poor

Does not address audience engagement or outreach


Appendix L – Appeals Process

MSAC takes great care during the grant review process to ensure fair and equitable distribution of grant monies based on stated criteria. Therefore, dissatisfaction with the denial of an award or with the amount of an award is not sufficient reason for an appeal. However, a grant request may be reconsidered if a procedural impropriety or error has affected its review.

Grounds for such reconsideration are:

A decision based on review criteria other than those stated in these guidelines. A decision based on material provided to panelists and/or Councilors that was substantially incorrect,

inaccurate, or incomplete despite the applicant having provided the staff with correct, accurate, and complete application information.

Based on the above, if an applicant believes there is legitimate reason for an appeal, the following steps must be taken:

The applicant must discuss the problem with the program director who handled the application. To pursue an appeal, the applicant must write a letter to the MSAC Executive Director within 60 days

following receipt of the grant award or denial letter requesting a reconsideration of the Council’s decision and stating the grounds for the request.

The applicant will receive written notification on the determination of the appeal within 90 days of the receipt of the written request for reconsideration.


Appendix M - Maryland State Arts Councilors and Staff

The Maryland State Arts Council is part of the Maryland Department of Commerce, Division of Tourism, Film and the Arts.

Larry Hogan, GovernorBoyd K. Rutherford, Lt. GovernorR. Michael Gill, Secretary of CommerceBen Wu, Deputy Secretary of Commerce

Maryland State Arts CouncilorsShelley Morhaim, Chair, Baltimore CountyJack Rasmussen, Vice-Chair, Montgomery CountyJoan Lyon, Secretary-Treasurer, Garrett County

Carole Alexander, Anne Arundel CountyLily Bengfort, Queen Anne’s CountyBarbara Bershon, St. Mary’s CountyAileen Carlucci, Anne Arundel CountyZoe Charlton, Baltimore City Anthony Cornwell, Allegany CountySenator Richard S. Madaleno, Jr., Montgomery CountyDoug Mann, Anne Arundel CountyRobinson S. Rowe, Montgomery CountyGary Vikan, Baltimore CityDelegate Alonzo Washington, Prince George's CountyAnne Winter West, Baltimore County

StaffJulie Madden, Interim Executive DirectorChad ButerbaughKimberly DoyleSteve DrapalskiPamela Dunne Liesel FennerLauren FowlerMichele FranzJohn Harris Jen MenkhausChristina MullinsSteven Skerritt-DavisKeena Stephenson Christine Stewart

GFO program staff contact information is detailed on Appendix C.
