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Grants for Organizations (GFO) FY 2015 Guidelines Deadlines 10/2/2013: Intent to Apply form for new applicants 10/24/2013: Full Application 12/12/2013: Request for Funding (RFF) 

If you received a GFO grant in FY2014, your grant award letter tells you if you are on a one-year (Full Application) or multi-year (RFF) cycle for FY2015.

If you are new to GFO or did not apply recently, you must complete a Full Application.

Individuals who do not use conventional print may contact the arts council to obtain this publication in an alternate format. Individuals who are deaf or hard-ofhearing, please use Maryland Relay 1-800-735-2258. This publication is available as a PDF on the arts council web site www.msac.org MARYLAND STATE ARTS COUNCIL 175 W. Ostend Street, Suite E, Baltimore, MD 21230 Voice: 410-767-6555Fax: 410-333-1062Email: msac@msac.org Office Hours: Monday through Friday, 8:30 AM – 5:00 PM


Table of Contents New this Year .............................................................................................................. 3 Grants for Organizations (GFO) Informational Sessions ..................................................... 3 Requirements of Organizations Receiving GFO Grants ....................................................... 5 GFO Program Overview ................................................................................................ 6 Applicant Eligibility ....................................................................................................... 6 Application Process ....................................................................................................... 7 Review Process and Awards Notification ........................................................................ 11 Funding and Reporting ................................................................................................ 12

Appendices Appendix A: Maryland State Arts Council Overview ........................................................ 14 Appendix B: Maryland State Arts Council and Staff ........................................................ 15 Appendix C: GFO Artistic Categories Descriptions .......................................................... 16 Appendix D: Maryland Cultural Data Project ................................................................. 18 Appendix E: Glossary > Terms marked with an asterisk (*) are defined in the Glossary ..... 19 Appendix F: County Arts Councils ................................................................................ 23 Appendix G: Intent to Apply Form for New Applicants ................................................... 24 Appendix H: Sample General Operating and Arts Program Grant Application Form ............. 25 Appendix I:

Sample Basic Grant Application Form ........................................................ 33

Appendix J:

Sample Request for Funding (RFF) Application Form (GOG & PRG Grants) ...... 39

Appendix K: Sample Request for Funding (RFF) Application Form (Basic Grants) ............... 45 Appendix L:

Appeals Process ..................................................................................... 49

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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New This Year 1. Intent to Apply Form Required for all New Applicants – Deadline: October 2, 2013 All organizations that are applying to the GFO program for the first time, or that did not apply for a FY14 grant, are required to submit the Intent to Apply form to Maryland State Arts Council (MSAC) by October 2, 2013. Failure to submit the form may impact eligibility to apply to the GFO program. Find the Intent to Apply form in Appendix G. 2. GFO Basic Grants - a simplified version of former Basic Grants!  Organizations that apply for a Basic Grant must have allowable* expenditures for their arts activities of $50,000 or less.  Basic Grant applicants are not required to provide a proposed budget in eGrant. MSAC will assume applicants are requesting the maximum amount of $2,500 when applying for a Basic Grant. See Basic Grants under Funding and Reporting section for details.  The process for Basic Grants applicants includes grants submission, review by MSAC staff and review by all panelists in the artistic category. Panelists will meet in person to discuss applications and rate them based on published criteria. See Review Process and Award Notification section for details. 3. General Operating Grants and Arts Program Grants Organizations that apply for a General Operating Grant or an Arts Program Grant must have allowable* operating or arts program expenditures of more than $50,000.

GFO Informational Sessions MSAC will present 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. Go to www.msac.org/gfoinfo to RSVP. GFO Q&A Live Q&A Webinar — September 26, 2013, 11:00am Go to MSAC’s website for a pre-recorded GFO webinar and then register to participate in the live GFO Q&A session. You will be able to ask questions during the live webinar session. The pre-recorded GFO webinar is available at www.msac.org from September 8 through December 31, 2013. Register now and add your questions to the registration form so we are sure to get to your items. GFO INFORMATION SESSIONS with the Cultural Data Project The Maryland State Arts Council will present a four GFO Information Sessions to provide information and assist you with your application for funding in the Maryland State Arts Council Grants for Organizations program. Staff from the Cultural Data Project (CDP) will join MSAC staff and present information on the Maryland CDP. There will be break-out session to answer questions about GFO and CDP. We encourage you to register, and send questions prior to the sessions so our presentations can focus on your needs. 1. September 10, 2013 – 6:30-8:30pm. Doors open at 6:00pm REGINALD LEWIS MUSEUM 830 E. Pratt Street, Baltimore, MD 21202 www.rflewismuseum.org

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Parking is located directly across the street on the corner of Pratt and President Streets at the Dodge PMI Little Italy Garage (815 E. Pratt Street). $6.00 validated parking is available for the garage. Validation is done at the Museum’s front information desk (bring your ticket with you). Free on street parking and Metered parking is also available. Museum exhibitions will be closed. 2. September 11, 2013 – 10am-Noon. BLACKROCK CENTER FOR THE ARTS 12901 Town Commons Drive, Germantown, MD 20874 www.blackrockcenter.org Free parking is available behind the center. The gallery will be open for viewing after the session. 3. September 17, 2013 – 6:00-8:00pm WASHINGTON COUNTY MUSEUM OF FINE ARTS 401 Museum Drive, Hagerstown, MD 21741 www.wcmfa.org Free parking is available at the museum. The museum has kindly offered to remain open through 6:00pm to accommodate our attendees. A 30 minute guided tour begins at 5:15pm. Please let us know if you plan to come early for the tour when you RSVP for this session. 4. September 18, 2013 – 10am-Noon ACADEMY ART MUSEUM 106 South Street, Easton, MD 21601 www.academyartmuseum.org Free street parking is available. The museum is open until 4:00pm so you will have an opportunity to view the exhibitions after the meeting. GFO CLINIC Sign up for an individual 20 minute appointment with a GFO Program Director. We want to assist you with specific questions about your grant application for FY2015 (July 1, 2014 through June 30, 2015). Please come prepared with your audit or financial statements for the last completed fiscal year, and specific issues you would like to cover within your designated appointment time. October 1, 2013 10:00am-3:30pm MARYLAND STATE ARTS COUNCIL OFFICES 175 West Ostend Street Baltimore, MD 21230 www.msac.org

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Requirements of Organizations Receiving GFO Grants 

Must have been incorporated in Maryland or must have significant physical presence in Maryland and be registered and qualified to do business in Maryland, must be a nonprofit and have received tax exempt 501c3 status from the U. S. Internal Revenue Service. 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 Maryland Cultural Data Project (MDCDP) profile for last completed fiscal year by the specified deadline. Profile must be reviewed and deemed complete by Cultural Data Project 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 Business and Economic Development advises as follows regarding the collection of personal information: Certain personal information requested by the Department of Business and Economic Development 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, State Government Article, Sections 10-611 et seq 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

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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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.

Grants for Organizations (GFO) Program Overview The Grants for Organizations (GFO) program provides annual operating grants to organizations that produce or present the arts 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. There are three types of GFO Grants: 1. General Operating Grants (GOG): provide operating support to nonprofit organizations whose purpose is producing or presenting the arts through public programs or services. 2. Arts Program Grants (PRG): provide operating 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 or services. Units of government, colleges, and universities are also eligible to apply. Examples: community organizations, community centers, libraries. 3. Basic Grants: provide support to nonprofit organizations with allowable* expenses of $50,000 or less in their last completed fiscal year, and that provide ongoing public arts activities through public programs or services. Units of government, colleges, and universities are also eligible to apply. Examples: arts organizations, community organizations, community centers, libraries. Artistic Categories: GFO grants are awarded in the following categories:  Arts Services  Literary Arts  Music B  Children’s Events  Media  Music C  Dance  Multi-Discipline A  Theater A  Folk and Traditional Arts  Multi-Discipline B  Theater B  Large Organizations  Music A  Visual Arts Eligible organizations may apply for a single GFO grant per year in only one of the artistic categories listed above. Descriptions of the artistic categories are available in Appendix C. Organizations should select the artistic category that most closely characterizes the predominant activities of their organization. Line Items The 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.

Applicant Eligibility All Applicants to the GFO program must:  Have operated 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 most 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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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 

Must have received 501c3 tax exempt status from the U.S. Internal Revenue Service by March 31, 2013, except for units of government and colleges and universities. Must be incorporated in Maryland as a nonprofit or have significant physical presence in Maryland. Note: Organizations that are not incorporated in Maryland but have a significant physical presence in Maryland and are registered and qualified to do business in Maryland may not be eligible for a General Operating Grant, but may be eligible for an Arts Program Grant. For more information please contact the program director for the artistic category for which this scenario might apply. Must be registered and qualified to do business in Maryland. This does not substitute for Maryland incorporation.

Additional Requirements for General Operating Grant Applicants:  Must have allowable* operating expenses of more than $50,000 in their most recently completed fiscal year.  If more than 60% of an applicant’s allowable* operating expenses in their most recently completed fiscal year are for educational activities*, the applicant may not apply for a General Operating Grant, but may apply for an Arts Program Grant for its non-educational public arts activities (i.e. the remaining percentage). Additional Requirements for Arts Program Grant Applicants:  Must have allowable* operating expenses for their arts program of more than $50,000 for their most recently completed fiscal year.  Applicants who represent units of government, colleges and universities must be based in Maryland and may apply only for their ongoing arts programs, excluding any curricular activities or activities required of students.  If more than 60% of an applicant’s allowable* operating expenses in their most recently completed fiscal year are for educational activities*, the applicant may only apply for its noneducational public arts activities.  For arts organization submitting an Arts Program Grant application due to their percentage of educational expenses: If an applicant’s expenses for educational activities* comprise more than 60 percent of its total allowable* expenses, the applicant may apply only for the expenses of its non-educational public arts activities. Additional Requirements for Basic Grant Applicants:  Must have allowable* operating expenses of between $2,000 and $50,000 for their most recently completed fiscal year.  Applicants who represent units of government, colleges and universities must be based in Maryland and may apply only for their ongoing arts programs, excluding any curricular activities or activities required of students.  If more than 60% of an applicant’s allowable* operating expenses in their most recently completed fiscal year are for educational activities*, the applicant may only apply for its noneducational public arts activities.

Application Process Intent to Apply Form REQUIRED for NEW APPLICANTS – Due October 2, 2013 All applicants that did not apply for or did not receive a FY2014 GFO grant are required to complete and submit the Intent to Apply Form (Appendix G) along with the required additional documents to

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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MSAC offices by October 2, 2013. The Intent to Apply information will be reviewed by the appropriate MSAC program director to determine eligibility. A list of MSAC program directors with contact information for each artistic category is available in Appendix C. If a new applicant attempts to submit an application without first verifying their eligibility they risk having their application deemed ineligible. Application Cycle A three-year application cycle is in effect for most GFO applicants and the recommendation for inclusion in the cycle is based on the evaluation of the application. Always on a One Year Cycle: The following will be evaluated on a one-year (―on year‖) basis regardless of artistic category:  First time applicants to the GFO Program  Applicants that did not receive funding in the previous grant cycle  Applicants not recommended for the three-year application cycle in the previous fiscal year’s grant review Applicants approved for one-year funding must submit a Full GFO Application each year – regardless of whether their artistic category is in ―On Year‖ or ―Off Year‖ status - until they are recommended to join the three-year application cycle. Three-Year Application Cycle Artistic categories in the GFO program rotate through a three-year application cycle between one ―On Year‖ followed by two ―Off Years‖. 

During an ―On Year‖, applicants in the specified ―on year‖ artistic categories will submit a Full GFO Application and will be reviewed for recommendation to enter or remain in the three-year application cycle. During an ―Off Year‖, applicants in all specified ―off year‖ artistic categories will submit a shorter Request for Funding (RFF) GFO Application, unless recommended for one year funding.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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Application Cycle Chart

GFO Three-Year Application Cycle Schedule FY 2015 Applications Support Period: July 1, 2014 through June 30, 2015

FY 2016 Applications Support Period: July 1, 2015 through June 30, 2016

FY 2017 Applications Support Period: July 1, 2016 through June 30, 2017

FY 2018 Applications (Cycle restarts) Support Period: July 2, 2017 through June 30, 2018

―On Year‖ Artistic Categories submitting Full GFO application

Deadline: October 24, 2013 Literary Arts Media Music A Visual Arts One-year cycle applicants on “off year” Deadline: TBD, Fall 2014 Children’s Events Dance Multi-Discipline A Music C One-year cycle applicants on “off year” Deadline: TBD, Fall 2015 Arts Services Folk and Traditional Arts Large Organizations Multi-Discipline B Music B Theater A Theater B One-year cycle applicants on “off year” Deadline: TBD, Fall 2016

―Off Year‖ Artistic Categories submitting Request for Funding (RFF)GFO application Deadline: December 12, 2013 All other categories

Deadline: TBD, Late Fall 2014 All other categories

Deadline: TBD, Late Fall 2015 All other categories

Deadline: TBD, Late Fall 2016

Literary Arts Media Music A Visual Arts One-year cycle applicants on “off year”

All other categories

Applicants that receive consistently favorable reviews during the application process are more likely to be recommended for the three-year application cycle.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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EGrant (msac.egrant.net) MSAC utilizes the Internet-based eGrant system to accept grant applications. Only successfully submitted eGrant applications will 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 Full GFO Application - 5:00 PM on October 24, 2013 o Request for Funding (RFF) Application – 5:00 PM on December 12, 2013  Applicants must click the ―Submit My Application‖ button and eGrant must accept the application by 5:00 PM 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/junk folders if the messages do not appear in email inboxes within this timeframe.  Technical support for eGrant is available during regular office hours, 9:30 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 Grants (Appendix I)  Request for Funding (RFF) Application for General Operating Grants and Arts Program Grants (Appendix J)  Request for Funding (RFF) Application for Basic Grants (Appendix K) Maryland Cultural Data Project (MDCDP) The MDCDP funder report is an integral part of GFO applications and must be attached to the eGrant application at the time of submission, even if the review is not completed by CDP. Panelists pay particular attention to all sections of the CDP form 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. ―Review Complete‖ status as verified by MDCDP on their site:  Applicants that do not prepare an independent external audit* will be deemed ineligible if the MDCDP is not successfully submitted by December 14, 2013.  Applicants that prepare an independent external audit* will be deemed ineligible if their audit is not received by MSAC and their MDCDP is not successfully submitted by May 1, 2014.  The MDCDP profile for ALL applicants must be in ―Review Complete‖ status prior to the release of any FY2015 grant awards. Comparison-Financial report and MDCDP The financial data provided in the MDCDP funder report will be reviewed by MSAC staff and

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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compared to the financial summary statement* or independent external audit* provided with your application for consistency. Please 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 may not always line up but explanations must be provided if not. Detailed information about the Maryland Cultural Data Project (MDCDP) is available in Appendix D. Support Materials – ONLY for Full GFO Applications Support materials include catalogues, reviews, programs, brochures or promotional materials related to the applicant’s arts activities. CDs and DVDs must include titles and other information on the CD as part of the presentation. General Operating and Arts Program applicants should send support materials directly ONLY to a panelist assigned the applicant’s In-Depth and Artistic grant reviews. Basic Grant applicants should send support materials only to their assigned Lead Reader. (See Panel Review section below). Contact information for your panelists (including email addresses if sending electronic materials) will be furnished after staff reviews of the application. Support materials must be sent by March 3, 2014.

Review Process and Award Notification The 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. (Arts Services applicants are reviewed for merit based on the quality of proposed 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.

Staff Review After the electronic application is received, it is reviewed by staff for completeness and adherence to Council guidelines. Applicants will be notified whether their application is complete or if additional information or corrections are necessary. Applicants must meet all subsequent deadlines as specified in writing or the application will be considered withdrawn. Panel Review – for Full GFO Applications ONLY MSAC utilizes peer grant review panels to aid in its decision-making. 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: artistic merit*, organizational effectiveness*, and service to community*. Site visits conducted by panelists are a required part of the evaluation process for General Operating and Arts Program Grants. Each GOG and PRG applicant* should expect two site visits: 1. Artistic – panelists will attend a performance, exhibit or other event in person 2. In Depth – panelists 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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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Basic Grant applications will be evaluated by a panel that will read and rate their applications based on MSAC’s three review criteria: artistic merit*, organizational effectiveness*, and service to community*. Each applicant will be assigned a lead reader. Applicants in the three-year cycle will receive a panel review only during their ―On Year‖. Panel Review Meetings Open to the Public Grant review panel meetings are open to the public for observation only – not for open participation. 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. Recommendations and Approval After 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 the Department of Business and Economic Development (or his/her designee) for final approval. Notification All applicants to the FY2015 GFO program will receive notification by mail of their grant award or denial after July 1, 2014. Payment Grant agreement* forms are prepared and mailed or emailed after July 1, 2014 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.

Funding and Reporting Funding Amount GFO 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 ONLY) 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 Maryland State Legislature, 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 7.1% in a particular year, then a highly rated organization would receive 7.1% 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 minimum grant is $1,000 and the maximum grant is $2,500 for Basic Grants.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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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 (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. Note: The 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 All General Operating Grants and all Arts Program Grants must be matched at least three to one in cash. All Basic Grants must be matched at least one to one 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; projects chiefly for classroom use; activities not open to the general public; scholarships awarded by the applicant organization for its own activities; pro-rated salaries, rent, or utilities; or other pro-rated expenses. Non-allowable income or expenses are income or expenses deemed by MSAC to be permissible in figuring total expenses and income. Non allowable as operating expenses are re-granting*, 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 are loans, carryover, 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 pro-rated expenses. Other items may be deemed not 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‖. Reporting Requirements If 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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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Appendix A Maryland State Arts Council Overview The Maryland State Arts Council (MSAC) is an agency of the State of Maryland, under the authority of the Department of Business and Economic Development, Division of Tourism, Film and the Arts. Since it was established in 1967, the purpose of the Council has been ―to create a nurturing climate for the arts in the State‖ as stated in its founding legislation. The Council is an appointed body of 17 citizens. Thirteen are named by the Governor to three-year terms, which are renewable once. Two legislators and two private citizens are appointed by the President of the Senate and the Speaker of the House. Councilors serve without salary. To carry out its mission, MSAC awards grants to not-for-profit, tax-exempt organizations for ongoing arts programming and arts projects. MSAC awards grants to individual artists, and provides technical and advisory assistance to individuals and groups. The Council also carries out programs of its own to enhance the cultural life of the residents of Maryland. 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. Mission Statement and Goals The 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. 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 Panels To 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, Arts in Communities, Folk and Traditional Arts, Individual 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. Staff MSAC 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. Meetings All Council and Grants Review Panel meetings are open to the public in accordance with the Open Meetings Law set forth in Sections 10-501 through 10-512 of the State Government Article of the Annotated Code of Maryland. The dates, times, and locations of Council and Grants Review Panel meetings may be obtained by contacting the Council office.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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Appendix B Maryland State Arts Council and Staff MSAC is an agency of the Maryland Department of Business and Economic Development Division of Tourism, Film and the Arts Martin O’Malley, Governor Anthony G. Brown, Lt. Governor Dominick E. Murray, Secretary of Business and Economic Development Bob Walker, Deputy Secretary of Business and Economic Development Councilors Barbara Bershon, St. Mary’s County, Chair Carol Trawick, Montgomery County, Vice Chair Lora Bottinelli, Wicomico County, Secretary/Treasurer Carole Alexander, Anne Arundel County Eric Conway, D.M.A., Baltimore County Nilimma Devi, Montgomery County Carla Du Pree, Howard County Susie Farr, Montgomery County Margaret Footner, Baltimore County Nancy Graf, St. Mary’s County Delegate Melony Ghee Griffith, Prince George's County Senator Richard S. Madaleno, Jr., Montgomery County Shelley Morhaim, Baltimore County Susanna Nemes, Ph.D., Montgomery County Kathy O’Dell, Ph.D., Baltimore County Sandy Oxx, Carroll County Gary Vikan, Baltimore City Staff Theresa Colvin, Executive Director Chatara Carroll Lucas Cowen Carla Dunlap Pamela Dunne Joyce Faulkner Amy Grossmann John Harris Kate McMillan Clifford Murphy Okeena Stephenson Christine Stewart

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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Amanda Wilson

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; cstewart@msac.org. 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; cstewart@msac.org Dance: Grants in this category support organizations that produce or present dance. Program Director: Amy Grossmann, 410-767-6536; agrossmann@msac.org Folk and Traditional Arts: Grants in this category support organizations that primarily document, produce, and/or present folk and traditional arts. Program Director: Clifford Murphy, 410-767- 6450; cmurphy@msac.org Literary Arts: Grants in this category support organizations that present, publish, or disseminate all literary forms. Program Director: Christine Stewart, 410-767-6476; cstewart@msac.org Media: Grants in this category support organizations that produce or present works of art in audio and visual media, including animated, documentary, electronically manipulated, experimental, or narrative forms of audio/visual expression. Program Director: Carla Dunlap, 410-767-6494; cdunlap@msac.org 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: Carla Dunlap, 410-767-6494; cdunlap@msac.org Multi-Discipline* B: Grants in this category support arts festivals, and units of 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: Carla Dunlap, 410-767-6494; cdunlap@msac.org Music A: Grants in this category support organizations that self-produce music with allowable* expenditures of $50,000 or more. Program Director: Amy Grossmann, 410-7676536; agrossmann@msac.org Music B: Grants in this category support organizations that self-produce music with allowable* expenditures of less than $50,000. Program Director: Amy Grossmann, 410-7676536; agrossmann@msac.org Music C: Grants in this category support organizations that present music programs. Program Director: Amy Grossmann, 410-767-6536; agrossmann@msac.org Theater A: Grants in this category support organizations that produce or present theater

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |

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with allowable* expenditures of $150,000 or more. Program Director: Amy Grossmann, 410-767- 6536; agrossmann@msac.org Theater B: Grants in this category support organizations that produce or present theater with allowable* expenditures of less than $150,000. Program Director: Amy Grossmann, 410-767- 6536; agrossmann@msac.org Visual Arts: Grants in this category support organizations that produce or present the visual arts. Program Director: Carla Dunlap, 410-767-6494; cdunlap@msac.org

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Appendix D D Appendix Maryland Cultural Data Project The Maryland Cultural Data Project (MDCDP) is a collaborative project of public and private funders throughout the state of Maryland. MSAC, along with other public and private funders in Maryland, requires applicants to complete a Cultural Data Profile through the MDCDP Web site (www.mdculturaldata.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. MDCDP is intended to benefit the field by providing a means to analyze and report on the impact, assets, and needs of the state’s cultural community. This powerful tool 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 MDCDP Web site and data include: Information for participating nonprofit organizations for use in benchmarking and capacitybuilding. • 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.

Participation in the MDCDP is required for all GFO-General Operating Grant, Arts Program Grant and GFO Basic Grant applicants. The MDCDP Data Profile collects information such as income and expenses, attendance, program activity and staff numbers. As part of the application process, the MDCDP Profile for the last completed fiscal year (FY2013 or CY2012) must be successfully submitted by October 24, 2013. To ensure the accuracy of your data, the MDCDP Help Desk will review your submitted Data Profile and contact you with suggested revisions. It is your responsibility to respond to the Help Desk and make any necessary changes to the submitted Cultural Data Profile.

Complete instructions for getting started with the MDCDP are available at http://www.mdculturaldata.org/orientation.aspx

In order to complete the Cultural Data Profile, organizations must first register at the MDCDP Web site by creating an organizational login ID and password. Information for the Cultural Data Profile 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 the Help Desk Monday – Friday from 9:00 AM – 8:00 PM EST. Online training is available at http://www.mdculturaldata.org/training.aspx.

Upon completion of the Cultural Data Profile, applicants should go to the ―Funder Reports‖ section of the MDCDP Web site and print the pre-defined report for the appropriate FY2014 Grants for Organizations grant, which is to be included with the application materials.

QUESTIONS? Contact the Maryland Cultural Data Project Help Desk. They are trained to assist with our applications profiles. Toll Free: 877-707-3282. Email: help@culturaldata.org

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Appendix ED Appendix 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* (as income or expenses): income or expenses deemed by MSAC to be permissible in figuring total expenses and income. Not allowable* as operating expenses are re-granting*, 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. Not allowable* as operating income are loans, carryover, 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; pro-rated salaries, rent, or utilities; or other pro-rated expenses. Other items may be deemed not allowable*. 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.msac.org. 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 whose purpose is producing or presenting the arts through public programs or services. authorizing official: Individual legally empowered to submit this application. (CY) calendar year: Budget year that runs from January 1 through December 31.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Appendix D

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 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 summary statement. educational activities: Those activities which have the primary purpose of instruction or training. Educational activities include, but are not limited to, workshops; artist residencies; lessons, classes, or other sequential learning activities; activities intended for classroom use; implementation of arts curriculum or curriculum development. 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 January 1 through December 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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Appendix D

financial summary statement: 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 financial summary statement may not exceed three pages, and 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. non-arts organization: MSAC defines a non-arts organization as an organization whose primary purpose is other than producing or presenting the arts. 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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Appendix D

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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Appendix F County Arts Councils MSAC’s Community Arts Development program funds the local arts councils of the 23 counties and Baltimore City. Please contact your county arts council to obtain information about their programs and services. A list of county artist councils can be found on the MSAC website – www.msac.org — click on County Arts Councils.

Allegany Arts Council

Arts Council of Anne Arundel County

Baltimore City, Office of Promotion & The Arts

Baltimore County Commission On Arts & Sciences

Arts Council of Calvert County

Caroline County Council of Arts

Carroll County Arts Council

Cecil County Arts Council

Charles County Arts Alliance

Dorchester Arts Center

Frederick Arts Council, Inc.

Garrett County Arts Council

Harford County Cultural Arts Board

Howard County Arts Council

Kent County Arts Council

Arts And Humanities Council Of Montgomery County

Prince George's Arts and Humanities Council

Queen Anne's County Arts Council

Somerset County Arts Council

St. Mary's County Arts Council

Talbot County Arts Council

Washington County Arts Council

Salisbury Wicomico Arts Council

Worcester County Arts Council

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines |Page 23 of 49


Appendix G Intent to Apply Form Submission Deadline: October 2, 2013 New applicants and organizations that did not receive a FY2014 grant are required to complete this form. 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. Completed forms should be faxed to 410-333-1062, or emailed to msac@msac.org. Please attach a copy of the following to this form: • Copy of organization or arts program mission statement • Copy of 501c3 tax exempt determination letter from the IRS • Copy of financial statement (showing both income and expenditures) for most recently completed fiscal year Organization Mailing Address City Contact Person* Work Phone Email

County Title Home Phone Website

State: MD

Zip Code

Check the box of the artistic category that most accurately characterizes the work of your organization: See Appendix C of the FY2015 GFO Guidelines for definitions of each category. ☐ Arts Services ☐ Literary Arts ☐ Music B ☐ Children’s Events

☐ Media

☐ Music C

☐ Dance

☐ Multi-Discipline A

☐ Theater A

☐ Folk and Traditional Arts

☐ Multi-Discipline B

☐ Theater B

☐ Large Organizations

☐ Music A

☐ Visual Arts

1. Briefly describe the activities for which you plan to seek MSAC support.

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

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Appendix H FY2015 Full GFO Application for General Operating/Arts Program Grants DEADLINE: October 24, 2013

For Staff Use Only #2015/

Grant Type: General Operating Grant (GOG) Arts Program Grant (PRG) Artistic Category (check one): Arts Services Children’s Events Dance Folk and Traditional Arts Large Organizations

Literary Arts Media Multi-Discipline A Multi-Discipline B Music A

Music B Music C Theater A Theater B Visual Arts

A. GENERAL INFORMATION Organization Name: Mailing Address: City:

State: MD

Zip Code (+ Four):

County Federal Taxpayer Identification Number*: DUNS Number*: Organization Phone (include area code + ext.): Organization Fax (include area code): Website: Social media websites (YouTube, Facebook Twitter, etc.): Fiscal Year (mo/day - mo/day):

Organization’s Founding Year:

B. CONTACT INFORMATION Contact Contact Contact Contact

Person* Person* Person* Person*

Authorizing Authorizing Authorizing Authorizing Executive Executive Executive Executive

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email:

Official* Official* Official* Official*

Director Director Director Director

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email :

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email:

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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C. Organizational Information Please identify the key people involved in the administrative, artistic and technical aspects of your organization’s operations and/or arts program. Nam Role(s e )

D. NARRATIVE QUESTIONS (LIMITED TO A TOTAL OF SIX (6) PAGES). Character limits noted below are suggestions only. You will be responsible for viewing the PDF generated by eGrant and ensuring there are no more than 6 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. 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 and what are your goals for the upcoming fiscal year (July 1, 2014 – June 30, 2015)? (character limit = 1,800)

2. Describe your organization or arts program and note any significant changes or events that have occurred in your organization or your arts program in the last two years. (character limit = 1,800)

3. Describe your organization’s (or arts program’s) activities that will occur in the upcoming

fiscal year, July 1, 2012 - June 30, 2015. 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). (character limit = 3,6000)

Artistic Merit* of the Proposed Activities: 4. How do your arts activities reflect your mission statement and goals as described in Questions 1 & 2? (character limit = 1,200) For arts services applicants, please refer to your arts services activities.

5. How are artistic decisions made, and by whom? (character limit = 1,200) For arts services applicants, How are the decisions made to present your activities and by whom?

6. What are the standards by which you evaluate the artistic quality of the activities presented by your organization (or arts program)? (character limit = 1,200) 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. (character limit = 2,400)

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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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. (character limit = 1,200) 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. (character limit = 1,200)

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? (character limit = 1,200)

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. (character limit = 1,200)

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 the organizational activities are intended. (character limit = 1,200)

13. How does your organization (or arts program) include the community you described

above in planning and evaluation of programming? Give specific examples. (character limit = 1,200)

14. How do you keep your community informed of your activities? Give specific examples: Are you using email lists, flyers, advertisements, direct mailing, newsletters, social media, outreach, etc.? (character limit = 1,200)

15. How do you know if you are successfully engaging your community? (character limit = 1,200)

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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Financial Information Notes Allowable*income or expenses): income or expenses deemed by MSAC to be permissible in figuring total expenses and income. Not allowable* as operating expenses are re-granting*, 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. Not allowable* as operating income are loans, carryover, 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; pro-rated salaries, rent, or utilities; or other pro-rated expenses. Other items may be deemed not allowable*. For sections E through I, please provide information based on your most recently completed fiscal year. If your organization or arts program operates with the fiscal year January 1 through December 31, base your information on calendar year (CY) 2012. 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) 2013.

E. EDUCATIONAL EXPENSES Provide the following information based on your most recently completed fiscal year’s financial statement – either FY2013 o r CY2012. Reminder: If total educational expenses exceed 60% of total budget, applicant must apply for an Arts Program grant based on only the remaining, non-educational expenses. 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.

$

TOTAL EDUCATIONAL EXPENSES

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

$

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F. EXPENSE DETAILS Provide the following information based on your most recently completed fiscal year’s financial statement – either FY2013 or CY2012. Indicate where these amounts are included in MDCDP and your Audit/Financial Statement by noting the page number under appropriate columns.

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 by the applicant Organization for Its Own Activities Contributions to Endowments Allocations to Cash Reserves TOTAL

Amount

Line # in MDCDP?

Page # in Audit or Financials?

$ $ $ $ $

$ $ $ $ $

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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G. SOURCES OF MSAC SUPPORT: Grants or appropriations received from the Maryland State Arts Council in FY2013. Please list the full grant amount received during MSAC’s FY2013 grant cycle. MSAC GFO Grant

$

Other MSAC Grant Programs Arts in Education Arts in Communities Arts & Entertainment Technical Assistance Maryland Touring Program Maryland Traditions Other MSAC

$ $ $ $ $ $

H. IN-KIND CONTRIBUTIONS*: In-kind* contributions, volunteer, or donated services 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 matching funds, you may choose to use the space below to represent their value to your organization. Please list the amount of support received during FY2013 or CY2012. Please do not list the equivalent salaries of all volunteers. Indicate where these amounts are included in MDCDP and your Audit/Financial Statement by noting the page number under appropriate columns. Amount

In-Kind Expenses: In-kind salaries In-kind equipment In-kind fees In-kind supplies/materials In-kind travel In-kind rental In-kind other – specify: In-kind other – specify:

$ $ $ $ $ $ $ $

Line # in MDCDP?

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page # in Audit or Financials?

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I. PRO-RATED EXPENSES (REQUIRED ONLY OF ARTS PROGRAM GRANT APPLICANTS) Pro-rated expenses are those that are allocated or assigned based on the portion of resources dedicated to support this arts program. Example #1: one staff person works on this program only half time therefore 50% of the salary is pro-rated towards this program. Example #2: this program uses two rooms out of 10 in the building in which it operates therefore 20% of the total costs of the building rental are pro-rated to this program. Do not list direct costs in this 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 summary statement. Provide the following information based on your arts program’s most recently completed fiscal year’s financial statement – either FY2013 or CY2012. PLEASE NOTE: Information on this form must be consistent with your arts program’s financial summary statement or an explanation must be included. The pro-rated amounts are not allowable* expenses and will be subtracted from the total expenses.

Annual Salary & Fringe

Personnel/Staff Title

1.

2. 3. 4. 5. 6. 7. 8.

$ $ $ $ $ $ $ $

Percentage of Time Spent in Support of this Arts Program

Pro-rated Salary in Support of Arts Program

$ $ $ $ $ $ $ $ Total Pro-rated Salaries $

Pro-rated Rent

Pro-rated Other^

$ Pro-rated Utilities $ $

TOTAL PRO-RATED EXPENSES ^Please describe ―Other‖: How did you determine your pro-rated amounts?

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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$


Appendix I

J. REQUIRED DOCUMENTS TO ATTACH TO EGRANT

The 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. MDCDP Funder Report for FY2013 (or CY2012 if operating on a calendar year) Go to www.mdculturaldata.org to complete your FY2013 (or CY2012) profile. More information about MSAC’s requirement of the MDCDP funder report is in Appendix D. For technical assistance, contact MDCDP at 1-877-707-3282 or help@culturaldata.org All GFO Applicants - Financial summary statement* for your 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. o

General Operating Applicants - Independent External Audit* - If your organization operates at a level with allowable* expenses exceeding $400,000, you are required to submit with your application an independent external audit* prepared by a CPA firm. The final deadline for audits to be received is May 1, 2014.

Arts Programs applicants - A separate financial summary statement* that reflects your arts program’s most recently completed fiscal or calendar year signed by a professional accountant or your arts program’s fiscal officer. Calendar of events for the past, current and proposed fiscal years (July 1, 2012 through June 30, 2015) 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. Bios or Resumes of key artistic and management personnel described in your application. Limit to one page per person; extra pages will be discarded. List of your current Board of Directors and/or Arts Program Committee 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 Applications must be successfully submitted via eGrant by 5:00 PM on October 24, 2013.

K. CERTIFICATION

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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

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AppendixII Appendix

FY2015 Full GFO Application for Basic Grants DEADLINE: October 24, 2013

For Staff Use Only #2015/

Grant Type: Basic Grant Artistic Category (check one): Arts Services Children’s Events Dance Folk and Traditional Arts Large Organizations

Literary Arts Media Multi-Discipline A Multi-Discipline B Music A

Music B Music C Theater A Theater B Visual Arts

A. GENERAL INFORMATION Organization Name: Mailing Address: City:

State: MD

Zip Code (+ Four):

County Federal Taxpayer Identification Number*: DUNS Number*: Organization Phone (include area code + ext.): Organization Fax (include area code): Website: Social media websites (Youtube, Facebook Twitter,etc): Fiscal Year (mo/day - mo/day):

Organization’s Founding Year:

B. CONTACT INFORMATION Contact Contact Contact Contact

Person* (include Dr., Mr., Mrs., Ms.): Person * Title: Person * Phone (include area code + ext.): Person * Email:

Authorizing Authorizing Authorizing Authorizing Executive Executive Executive Executive

Official* Official* Official* Official*

Director Director Director Director

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email :

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email:

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 33 of 49


C. Organizational Information

Appendix I

Please identify the key people involved in the administrative, artistic and technical aspects of your organization’s operations and/or arts program. Nam Role(s e )

D. NARRATIVE QUESTIONS (LIMITED TO A TOTAL OF FOUR (4)PAGES). Character limits noted below are suggestions only. You will be responsible for viewing the PDF generated by eGrant and ensuring there are no more than 6 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. Please frame your responses with respect to the arts activities for which you are applying for funding. Activities and Goals 1. Please state the mission of your organization or arts program, then describe your arts programming and its goals. (character limit = 2,000) Artistic Merit* of the Proposed Activities: 2. How are artistic decisions made for your organization or arts program, and by whom? (character limit = 1,200)

3. 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? (character limit = 1,200)

Organizational Effectiveness*: 4. 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. (character limit = 1,200) Service to the Community*: 5. 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 organizational activities are intended. (character limit = 1,200)

6. How does your organization or arts program include the community you described

above in planning and evaluation of programming? Please also describe how you keep your community informed of your activities. Give specific examples. (character limit = 2,400)

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 34 of 49


Appendix I

E. SOURCES OF MSAC SUPPORT: Grants or appropriations received from the Maryland State Arts Council in FY2013. Please list the full grant amount received during MSAC’s FY2013 grant cycle. MSAC GFO Grant

$

Other MSAC Grant Programs Arts in Education Arts in Communities Arts & Entertainment Technical Assistance Maryland Touring Program Maryland Traditions Other MSAC

$ $ $ $ $ $

F. IN-KIND CONTRIBUTIONS*: In-kind* contributions, volunteer, or donated services 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 matching funds, you may choose to use the space below to represent their value to your organization. Please list the amount of support received during FY2013 or CY2012. Please do not list the equivalent salaries of all volunteers. Indicate where these amounts are included in MDCDP and your Audit/Financial Statement by noting the page number under appropriate columns. Page # Page # in in Audit MDCDP? or Financial s? In-kind salaries $ In-kind equipment $ In-kind fees $ In-kind supplies/materials $ In-kind travel $ In-kind rental $ In-kind other – specify: $ In-kind other – specify: $

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 35 of 49


Appendix I

Financial Information Notes: Allowable*income or expenses): income or expenses deemed by MSAC to be permissible in figuring total expenses and income. Not allowable* as operating expenses are re-granting*, 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. Not allowable* as operating income are loans, carryover, 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; pro-rated salaries, rent, or utilities; or other pro-rated expenses. Other items may be deemed not allowable*.

G. PRO-RATED EXPENSES (REQUIRED ONLY OF APPLICANTS THAT SHOW INDIRECT

COSTS OR PRORATED COSTS IN THEIR FINANCIAL STATEMENTS) Pro-rated expenses are those that are allocated or assigned based on the portion of resources dedicated to support this arts program. Example #1: one staff person works on this program only half time therefore 50% of the salary is pro-rated towards this program. Example #2: this program uses two rooms out of 10 in the building in which it operates therefore 20% of the total costs of the building rental are pro-rated to this program. Do not list direct costs in this 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 summary statement. Provide the following information based on your arts program’s most recently completed fiscal year’s financial statement – either FY2013 or CY2012. PLEASE NOTE: Information on this form must be consistent with your arts program’s financial summary statement or an explanation must be included. The pro-rated amounts are not allowable* expenses and will be subtracted from the total expenses.

Personnel/Staff Title $ $ $ $ $ $ $ $

1.

2. 3. 4. 5. 6. 7. 8.

Pro-rated Rent

Percentage of Time Spent in Support of this Arts Program

Annual Salary & Fringe

$ Pro-rated Other^

TOTAL PRO-RATED EXPENSES

Pro-rated Salary in Support of Arts Program

$ $ $ $ $ $ $ $ Total Pro-rated Salaries $

Pro-rated Utilities

$

$ $

^Please describe ―Other‖:

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 36 of 49


Appendix I

How did you determine your pro-rated amounts?

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 37 of 49


Appendix I

H. REQUIRED DOCUMENTS TO ATTACH TO EGRANT

The 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. MDCDP Funder Report for FY2013 (or CY2012 if operating on a calendar year) Go to www.mdculturaldata.org to complete your FY2013 (or CY2012) profile. More information about MSAC’s requirement of the MDCDP funder report is in Appendix D. For technical assistance, contact MDCDP at 1-877-707-3282 or help@culturaldata.org Financial summary statement* for your 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. A separate financial summary statement* that reflects your arts program’s most recently completed fiscal or calendar year signed by a professional accountant or your arts program’s fiscal officer. Calendar of events for the past, current and proposed fiscal years (July 1, 2012 through June 30, 2015) 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. Bios or Resumes of key artistic and management personnel described in your application. Limit to one page per person; extra pages will be discarded. List of your current Board of Directors or Arts Program Committee 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

Applications must be successfully submitted via eGrant by 5:00 PM on October 24, 2013. J. CERTIFICATION  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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 38 of 49


AppendixJ J Appendix FY2015 Request for Funding (RFF) Application General Operating Grants and Arts Program Grants DEADLINE: December 12, 2013

For Staff Use Only #2015/

Grant Type: General Operating Grant (GOG) Arts Program Grant (PRG) Artistic Category (check one): Arts Services Children’s Events Dance Folk and Traditional Arts Large Organizations

Literary Arts Media Multi-Discipline A Multi-Discipline B Music A

Music B Music C Theater A Theater B Visual Arts

A. GENERAL INFORMATION Organization Name: Mailing Address: City:

State: MD

Zip Code (+ Four):

County Federal Taxpayer Identification Number*: DUNS Number*: Organization Phone (include area code + ext.): Organization Fax (include area code): Website: Social media websites (Youtube, Facebook Twitter,etc): Fiscal Year (mo/day - mo/day):

Organization’s Founding Year:

B. CONTACT INFORMATION Contact Contact Contact Contact

Person* Person* Person* Person*

Authorizing Authorizing Authorizing Authorizing Executive Executive Executive Executive

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email:

Official* Official* Official* Official*

Director Director Director Director

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email :

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email:

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 39 of 49


Appendix J

C. NARRATIVE QUESTIONS (LIMITED TO A TOTAL OF TWO (2) PAGES). Character limits noted below are suggestions only. 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, your full narrative responses may not be read and taken into consideration in the review 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 activities for which you are applying for funding. SUMMARY OF PLANS

1. Describe any significant changes that have occurred or are anticipated in your organization or with your arts activities? (character limit = 800)

2. Summarize your proposed activities for the upcoming fiscal year (July 1, 2014 – June 30, 2015). (character limit = 3,600)

NOTE: For sections D through H, please provide information based on your most recently completed fiscal year. If your organization or arts program operates with the fiscal year January 1 through December 31, base your information on calendar year (CY) 2012. 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) 2013.

D. EDUCATIONAL EXPENSES: Provide the following information based on your most recently completed fiscal year’s financial statement – either FY2013 o r CY2012.

Reminder: If total educational expenses exceed 60% of total budget, applicant must apply for an Arts Program grant based on only the remaining, non-educational expenses. 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. $ TOTAL EDUCATIONAL EXPENSES

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

$

Page 40 of 49


Financial Information Notes

Appendix J

Allowable*income or expenses): income or expenses deemed by MSAC to be permissible in figuring total expenses and income. Not allowable* as operating expenses are re-granting*, 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. Not allowable* as operating income are loans, carryover, 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; pro-rated salaries, rent, or utilities; or other pro-rated expenses. Other items may be deemed not allowable*.

E. EXPENSE DETAILS: Provide the following information based on your most recently completed fiscal year’s financial statement – either FY2013 or CY2012.

Indicate where these amounts are included in MDCDP and your Audit/Financial Statement by noting the page number under appropriate columns. Amount

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 by the applicant Organization for Its Own Activities Contributions to Endowments Allocations to Cash Reserves TOTAL

Line # in MDCDP?

Page # in Audit or Financials?

$ $ $ $ $

$ $ $ $ $

F. SOURCES OF MSAC SUPPORT: Grants or appropriations received from the Maryland State Arts Council in FY2013. Please list the full grant amount received during MSAC’s FY2013 grant cycle. MSAC GFO Grant

$

Other MSAC Grant Programs Arts in Education Arts in Communities Arts & Entertainment Technical Assistance Maryland Touring Program Maryland Traditions Other MSAC

$ $ $ $ $ $

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 41 of 49


Appendix J

G. IN-KIND CONTRIBUTIONS*: In-kind* contributions, volunteer, or donated services 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 matching funds, you may choose to use the space below to represent their value to your organization. Please list the amount of support received during FY2013 or CY2012. Please do not list the equivalent salaries of all volunteers. Indicate where these amounts are included in MDCDP and your Audit/Financial Statement by noting the page number under appropriate columns. Amount

In-Kind Expenses: In-kind salaries In-kind equipment In-kind fees In-kind supplies/materials In-kind travel In-kind rental In-kind other – specify: In-kind other – specify:

$ $ $ $ $ $ $ $

Line # in MDCDP?

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page # in Audit or Financials?

Page 42 of 49


Appendix J

H. PRO-RATED EXPENSES (FOR ARTS PROGRAM GRANT APPLICANTS ONLY) Pro-rated expenses are those that are allocated or assigned based on the portion of resources dedicated to support this arts program. Example #1: one staff person works on this program only half time therefore 50% of the salary is pro-rated towards this program. Example #2: this program uses two rooms out of 10 in the building in which it operates therefore 20% of the total costs of the building rental are pro-rated to this program. Do not list direct costs in this 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 summary statement. Provide the following information based on your arts program’s most recently completed fiscal year’s financial statement – either FY2013 or CY2012. PLEASE NOTE: Information on this form must be consistent with your arts program’s financial summary statement or an explanation must be included. The pro-rated amounts are not allowable* expenses and will be subtracted from the total expenses. Annual Salary & Fringe

Personnel/Staff Title 1. 2. 3. 4. 5. 6. 7. 8.

$ $ $ $ $ $ $ $

Percentage of Time Spent in Support of this Arts Program

Pro-rated Salary in Support of Arts Program

$ $ $ $ $ $ $ $ Total Pro-rated Salaries $

Pro-rated Rent

$

Pro-rated Utilities $ Pro-rated Other^ $ TOTAL PRO-RATED EXPENSES $

^Please describe ―Other‖:

How did you determine your pro-rated amounts ?

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 43 of 49


Appendix J

I. REQUIRED DOCUMENTS TO ATTACH TO EGRANT

The 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. MDCDP Funder Report for FY2013 (or CY2012 if operating on a calendar year) Go to www.mdculturaldata.org to complete your FY2013 (or CY2012) profile. More information about MSAC’s requirement of the MDCDP funder report is in Appendix D. For technical assistance, contact MDCDP at 1-877-707-3282 or help@culturaldata.org Financial summary statement* for your 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. o

Independent External Audit* - If your organization operates at a level with allowable* expenses exceeding $400,000, you are required to submit with your application an independent external audit* prepared by a CPA firm. The final deadline for audits to be received is May 1, 2014.

A separate financial summary statement * (if you are applying for an arts program) that reflects your arts program’s most recently completed fiscal or calendar year signed by a professional accountant or your arts program’s fiscal officer.

Request for Funding (RFF) Applications must be successfully submitted via eGrant by 5:00 PM on December 12, 2013.

J. CERTIFICATION 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

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 44 of 49


Appendix K

Appendix K

FY2015 Request for Funding (RFF) Application for Basic Grants DEADLINE: December 12, 2013

For Staff Use Only #2015/

Grant Type: Basic Grant Artistic Category (check one): Arts Services

Literary Arts

Children’s Events

Media

Music B Music C

Dance

Multi-Discipline A

Theater A

Folk and Traditional Arts

Multi-Discipline B

Theater B

Large Organizations

Music A

Visual Arts

A. GENERAL INFORMATION Organization Name: Mailing Address: City:

State: MD

Zip Code (+ Four):

County Federal Taxpayer Identification Number*: DUNS Number*: Organization Phone (include area code + ext.): Organization Fax (include area code): Website: Social media websites (Youtube, Facebook Twitter,etc): Fiscal Year (mo/day - mo/day):

Organization’s Founding Year:

B. CONTACT INFORMATION Contact Contact Contact Contact

Person* (include Dr., Mr., Mrs., Ms.): Person * Title: Person * Phone (include area code + ext.): Person * Email:

Authorizing Authorizing Authorizing Authorizing Executive Executive Executive Executive

Official* Official* Official* Official*

Director Director Director Director

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email :

(include Dr., Mr., Mrs., Ms.): Title: Phone (include area code + ext.): Email:

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 45 of 49


Appendix K

C. NARRATIVE QUESTIONS (LIMITED TO A TOTAL OF TWO (2) PAGES). Character limits noted below are suggestions only. 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, your full narrative responses may not be read and taken into consideration in the review of your application. SUMMARY OF PLANS

1. Describe any significant changes that have occurred or are anticipated in your organization or with your arts activities. (character limit = 1,800)

2.

Summarize your proposed arts activities for the upcoming fiscal year (July 1, 2014 – June 30, 2015). (character limit = 3,600)

D. SOURCES OF MSAC SUPPORT: Grants or appropriations received from the Maryland State Arts Council in FY2013. Please list the full grant amount received during MSAC’s FY2013 grant cycle. MSAC GFO Grant

$

Other MSAC Grant Programs Arts in Education Arts in Communities Arts & Entertainment Technical Assistance Maryland Touring Program Maryland Traditions Other MSAC

$ $ $ $ $ $

E. IN-KIND CONTRIBUTIONS*: In-kind* contributions, volunteer, or donated services 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 matching funds, you may choose to use the space below to represent their value to your organization. Please list the amount of support received during FY2013 or CY2012. Please do not list the equivalent salaries of all volunteers. Indicate where these amounts are included in MDCDP and your Audit/Financial Statement by noting the page number under appropriate columns. Page # Page # in in Audit or MDCDP? Financials? In-kind salaries $ In-kind equipment $ In-kind fees $ In-kind supplies/materials $ In-kind travel $ In-kind rental $ In-kind other – specify: $ In-kind other – specify: $

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 46 of 49


Financial Information Notes

Appendix K

Allowable*income or expenses): income or expenses deemed by MSAC to be permissible in figuring total expenses and income. Not allowable* as operating expenses are re-granting*, 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. Not allowable* as operating income are loans, carryover, 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; pro-rated salaries, rent, or utilities; or other pro-rated expenses. Other items may be deemed not allowable*.

I. PRO-RATED EXPENSES (REQUIRED ONLY OF APPLICANTS THAT SHOW INDIRECT

COSTS OR PRORATED COSTS IN THEIR FINANCIAL STATEMENTS) Pro-rated expenses are those that are allocated or assigned based on the portion of resources dedicated to support this arts program. Example #1: one staff person works on this program only half time therefore 50% of the salary is pro-rated towards this program. Example #2: this program uses two rooms out of 10 in the building in which it operates therefore 20% of the total costs of the building rental are pro-rated to this program. Do not list direct costs in this 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 summary statement. Provide the following information based on your arts program’s most recently completed fiscal year’s financial statement – either FY2013 or CY2012. PLEASE NOTE: Information on this form must be consistent with your arts program’s financial summary statement or an explanation must be included. The pro-rated amounts are not allowable* expenses and will be subtracted from the total expenses.

Personnel/Staff Title

Annual Salary & Fringe

Percentage of Time Spent in Support of this Arts Program

$ 2. $ 3. $ 4. $ 5. $ 6. $ 7. $ 8. $ Total Pro-rated Salaries $ Pro-rated Rent $ Pro-rated Utilities $ Pro-rated Other^^Please describe ―Other‖: $

$ $ $ $ $ $ $ $

1.

TOTAL PRO-RATED EXPENSES

Pro-rated Salary in Support of Arts Program

$

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 47 of 49


Appendix K

E. REQUIRED DOCUMENTS TO ATTACH TO EGRANT

The 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. MDCDP Funder Report for FY2013 (or CY2012 if operating on a calendar year) Go to www.mdculturaldata.org to complete your FY2013 (or CY2012) profile. More information about MSAC’s requirement of the MDCDP funder report is in Appendix D. For technical assistance, contact MDCDP at 1-877-707-3282 or help@culturaldata.org Financial summary statement* for your 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. A separate financial summary statement* (if you are applying for an arts program) that reflects your arts program’s most recently completed fiscal or calendar year signed by a professional accountant or your arts program’s fiscal officer.

Request for Funding (RFF) Applications must be successfully submitted via eGrant by 5:00 PM on December 12, 2013.

F. CERTIFICATION 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

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 48 of 49


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.

*Terms marked with an asterisk (*) are defined in the Glossary in Appendix E. FY2015 Grants for Organizations Guidelines

Page 49 of 49


MSAC GFO FY15 GUIDELINES