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Welcome! City of Coral Gables C ULTURAL G RANT C ULTURAL D EVELOPMENT B OARD FY 2020-2021 W EBINAR
Welcome! City of Coral Gables
C ULTURAL G RANT C ULTURAL D EVELOPMENT B OARD
FY 2020-2021 WEBINAR
OUR TIME TODAY
• Introductions • Coral Gables Chamber of Commerce • Arts & Business Council • Important Dates • Cultural Grant Overview • Application on - line process • Questions
WELCOME
Coral Gables Chamber of Commerce “Our Commitment to the Arts”
“The same creativity that fuels our best inventions and our best business management techniques is the same creativity that provides our best art,
literature, and music.”
John C. Hampton, Chairman of the Board, Hampton Affiliates
Coral Gables Chamber of Commerce “Our Commitment to the Arts”
Art Basel
Summer Stroll at Merrick Park
Illuminate Coral Gables
Theatre Night
Midsummer Night’s Screening
Author Events
City Beautiful Awards
Podcasts
Coral Gables Chamber of Commerce Our Commitment to the Arts
Local Galleries & Gallery Night
Museums
Art Cinema and Movie Theatre
Live Theatre Houses (4)
Books & Books/Miami International Book Fair
Miami International Film Festival
Arts & Business Council
WELCOME
IMPORTANT DATES:
• Consultation Deadline
• Score FY2020-2021 ApplicationsTuesday, June 2 at 9:00 a.m.
• Eligibility Determination Deadline Friday, April 10 at 5:00 p.m.
• Commission ApprovalSummer 2020
• Checks Issued October 2020
Friday, April 17 at 5:00 p.m.
• Application DeadlineFriday, April 24 at 5:00 p.m.
C ORAL G ABLES CULTURAL GRANT WEBSITE
www.coralgables.com/culturalgrants
Please read the Guidelines prior to applying. The Guidelines are available on the website
and through the online grant portal.
Please note that this webinar and PowerPoint are NOT a substitute for reading
and understanding the Guidelines.
GRANT CATEGORIES
Coral Gables Based Cultural Organizations (CGB) § Organization has physical address in Coral Gables § Annual budget over $500,000 § Present year - round cultural performances, exhibitions or
presentation of art in Coral Gables § Enhance the cultural vitality of the City of Coral Gables
Cultural Programs (CP) § Cultural series & events presented in Coral Gables
ELIGIBILITY
ELIGIBILITY
ü Program/Project must take place in Coral Gables ü Applicant has attended the grant webinar ü Organization is legally incorporated as a non - profit ü Federal non - profit status is in good standing ü 2 - year record of presenting year - round cultural programming ü Most recent Final Report is submitted by the deadline ü Program/Project does not include a fundraising component
REQUIRED DOCUMENTS
W-9
501 (C)(3)
REQUIRED DOCUMENTS
ü Resume/CV of ED and person administering the grant ü Board of Directors list ü Funding History ü Organization and Program/Project budgets ü Financial Support ü IRS non - profit status determination or affirmation ü Organization’s W - 9 & Coral Gables Vendor form ü IRS 990, 990 - N, or audited budget if religious
organization ü Letters of Commitment from venues and collaborators –
not letters of support
A LLOWABLE G RANT EXPENDITURES
A LLOWABLE G RANT EXPENDITURES
ü Artistic Fees ü Direct Program Costs ü Equipment Rental ü Supplies/Materials ü Marketing/Publicity ü Printing and Publications ü Space Rental ü Transportation within Miami - Dade County ü Transportation for outside visiting artists x Restrictions – Refer to the Cultural Grant Guidelines
HELPFUL TIPS
H ELPFUL T IPS
Ø The application saves as you go Ø Create a word doc first, then copy & paste into the
application Ø Downloads will take a moment, be patient Ø PLEASE DO NOT USE ALL CAPS Ø Please do not repeat information in the application Ø Be specific Ø Assume panelists know nothing about your organization Ø Submit support materials that are recent and not older
than 2 years
TIME
TIME TO SUBMIT
• Allow time to submit application – 72 hours (3 days) in advance
• If application doesn’t submit - Refresh screen - Log off and Log back in - Restart
• The last auto - saved time is noted on the application
EVALUATION
Evaluation Criteria & Scoring
§ Program/Project Excellence - 20 Points§ Artistic Excellence - 10 Points§ Organization & Management Capacity - 20 Points
§ Outreach & Community Partnerships - 10 Points§ Marketing - 20 Points § Outcomes - 10 Points
§ Finances & Budget Accountability - 10 Points
EVALUATION
Evaluation Process
§ Board members will use a rubric to support fair and consistent scoring
§ High & Low scores are dropped prior to averaging each application’s overall score
§ An 80 point minimum score is required for funding recommendation
§ A multiplier is used to make proportional adjustments prior to making funding recommendations
§ Board members must be present to verify their scores
IMPORTANT NOTES & UPDATES
• No Event Should be Dependent on City funding.
• Budget requires a minimum one to one match of the grant award.
• Cultural Grant funding distribution is not confirmed until approved by the City Commission.
• Cultural Grant funds are not confirmed until approval of the annual budget.
• Cultural Grant funding request for FY2020 - 2021 is $196,964.
IMPORTANT NOTES & UPDATES
• There is a Maximum request of $15,000 for CGB organizations and organizations with multiple presenting entities.
• Letter(s) of commitment are required of partner venues and collaborators.
• Changes to grant - funded programming MUST be approved by the Cultural Development Board PRIOR to changes being made.
IMPORTANT NOTES & UPDATES
• Festivals* are not eligible; however, non - profit organizations appearing at Festivals may apply on their own behalf.
• New applicants and previously disqualified applicants must meet with City staff with a completed applicationdraft, including budget forms, prior to submitting final application.
• A Technical Review is included for submissions of all complete applications.
*For the purpose of this grant, festivals are regarded as community events with commercial vendors that are typically held outdoors.
AGREEMENT & PAYMENT
AGREEMENT & PAYMENT
C ORAL G ABLES CULTURAL GRANT WEBSITE
www.coralgables.com/culturalgrants
LOGIN
O N - L INE A PPLICATION P ROCESS ACCESSING THE GRANT PORTAL
Create New Account ONLY if the organization has NEVER created an account. Email me if you’re not sure!
APPLICANT LOG-IN & APPLY
Previous Applicants: Use existing Log - in email and Password.
If you’ve forgotten your password, Click Forgot your Password?
New Applicants: Create New Account
Questions? play the helpful tutorials and please do not create multiple organization accounts.
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
A PPLICANT D ASHBOARD & WORKFLOW
HIT SUBMIT!
QUESTIONS
Thank YouW W W . C O R A L G A B L E S . C O M / C U L T U R A L G R A N T S
C C A T H E R S @ C O R A L G A B L E S . C O M
