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FY 2007 New Jersey Cultural Trust Guidelines and Application Forms

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FY 2007 New Jersey Cultural Trust Guidelines and Application Forms ...

    FY 2011 Guidelines and Application

    NEW JERSEY CULTURAL TRUST GRANTS

    Arts Institutional and Financial Stabilization

The New Jersey State Council on the Arts is pleased to announce that the guidelines and application forms for

    New Jersey Cultural Trust grants to support Arts Institutional and Financial Stabilization Projects are now

    available. This is an important program to enable our state’s nonprofit arts organizations to become stronger by

    achieving greater financial and operational stability and building their capacity to advance their work and

    impact.

Recently, just over $400,000 in interest earned on the Cultural Trust was recommended for FY10 projects to the

    Cultural Trust by the New Jersey State Council on the Arts. For FY11, the Cultural Trust hopes to generate

    interest earnings to enable a similar amount of funding to be used for this grant program.

The guidelines contain information on how qualified organizations can apply for funding. A Notice of Intent to

    Apply is required for all those interested in applying and will be due in the Council’s office by Wednesday, January 27, 2010. Applications not preceded by a Notice of Intent to Apply by this deadline will not be

    accepted. Application guidelines for history and humanities organizations will be available from the New

    Jersey Historical Commission.

In order to be eligible to apply for funds from these programs, organizations must first be designated “qualified”

    by the Cultural Trust. The guidelines and application forms for qualification are available directly from the

    Cultural Trust office and website at www.njculturaltrust.org. To obtain additional information on becoming

    “qualified” call the Trust at 609-984-6767 or visit the Trust’s website. We urge organizations not yet qualified

    to complete the application process as soon as possible to ensure eligibility. Applications for qualification must be received at the Cultural Trust office by January 27, 2010 in order to be considered in time for the March 17,

    2010 Stabilization application deadline.

Collaborative proposals and those on behalf of multiple organizations are encouraged. Applicants interested in

    submitting a collaborative proposal are encouraged to discuss their ideas or any questions with Council staff.

    You may contact Niquole Primiani, Community Arts and Organizational Support Program Officer at

    niquole@arts.sos.state.nj.us or 609.633.1260.

Workshops to assist organizations in understanding the requirements of the program will be conducted:

    Wednesday, January 13, 2010 Thursday, January 14, 2010

    1:30 3:30 p.m. 9:30 11:30 a.m.

    Wheaton Arts and Cultural Center Morris Museum

    1501 Glasstown Road 6 Normandy Heights Road

    Millville, NJ 08332 Morristown, NJ 07960-4627

    Directions: www.wheatonvillage.org Directions: www.morrismuseum.org

    Individuals interested in registering for the workshops should e-mail carmen@arts.sos.state.nj.us or call Carmen Hernandez at 609-633-1230 to reserve a seat. The workshop sites are accessible to persons with disabilities.

    Applicants in need of any special assistance in regard to the workshops should contact the Council’s office at

    609-292-6130 or 609-633-1186 (TTY) or Access Coordinator Don Ehman at don@arts.sos.state.nj.us

The New Jersey Cultural Trust and the New Jersey State Council on the Arts are pleased to work together to

    bring this important grant program to the New Jersey arts community. We hope that you will be able to take

    advantage of this opportunity.

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    FY 2011 Guidelines and Application

    NEW JERSEY CULTURAL TRUST GRANTS

    Arts Institutional and Financial Stabilization

    This funding program is collaboratively administered by

    The New Jersey State Council on the Arts with

    The New Jersey Cultural Trust

Background: The New Jersey Cultural Trust was established by law in July 2000 to develop a permanent

    source of additional funding for arts, history and humanities organizations to help them achieve greater financial

    and operational stability in order to improve their service to the public. The Cultural Trust Act created a Trust

    Fund, the interest earnings of which may be awarded as grants to support capital projects, endowments and

    institutional and financial stabilization of qualified organizations. The Act directs the New Jersey State Council on the Arts, the New Jersey Historical Commission and the New Jersey Historic Trust to design and administer

    programs that recommend projects to the Cultural Trust for such grants.

The Cultural Trust Act intentionally defines the term “Institutional and Financial Stabilization” very broadly.

    The goal is both to assist groups in addressing financial and operational challenges that threaten their stability

    and to help them build greater operational capacity to manage and advance their work and achieve their

    missions. The strategies and projects that can accomplish this are as diverse as the organizations themselves.

    Applicants must demonstrate that they have clearly identified a stabilization challenge or advancement, and that

    they are proposing an appropriate strategy to address it and achieve goals that will produce significant and

    sustainable results.

What follows are examples of some of the more common challenges to stability and capacity building and ways

    of addressing them. They do not define the range and nature of possible fundable projects and are offered only

    as general guidance for how the term Institutional and Financial Stabilization is commonly understood in the

    nonprofit field and how some organizations approach it. What is right for your organization will be determined

    by your circumstances, strategic thinking and plans.

    ? Deficits: Deficits can destabilize an organization. Ways to address a deficit could include 1) paying it

    down, 2) diagnosing the cause, and/or 3) once diagnosed, addressing the root cause in a variety of ways

    such as marketing, sponsorship, expanded membership, fundraising, board development, business plans

    and staff configurations. If funding to reduce or eliminate a deficit is requested, demonstration of a plan

    to avoid a recurring deficit problem is required.

    ? Advancement and Capacity Building: The same strategies used to erase deficits can be applied to

    advancing an organization’s overall operating capacity by broadening and increasing income, attracting

    new audiences and forging new partnerships.

    ? Regulating Cash Flow and Establishing Working Capital: Sometimes the cycle of activity requires

    significant and destabilizing outlays prior to receipts, sending groups to financial institutions for bridge

    loans and lines of credit that carry interest payments. Having a revolving fund can address the issue and

    pay you interest as well. Few emerging groups are able to appropriately budget for maintenance or have

    funds they can turn to in an emergency such as property damage or casualty loss. Creating working

    capital funds that can be replenished annually reduces operating risk and better secures an organization’s

    other income and assets. If requesting funding for a reserve or working capital fund, applicants must

    show that the board has instituted a policy and plan to replenish the cash reserve to the level described

    and outline the organization’s policies for managing the reserve.

    2

    ? Strategic Planning: Possessing a sound strategic plan is the first step toward success, whether the key to your stabilization and advancement is in marketing, fundraising, board development, facilities, operational

    and program expansion or greater membership and outreach. A sound plan includes specific goals,

    assignment of tasks to achieve goals, a timeline and attention to resources necessary to reaching goals. A

    good strategic plan: outlines a planning process; includes who will be involved in the process and how

    public input will be obtained; outlines the steps of the process and its timeline; includes benchmarks for how

    and when the plan is revisited and progress measured; and, addresses all fundamental aspects of both

    programming and management functions of your organization.

    ? Assessment: Organizational assessment can be an effective tool enabling organizations to diagnose potential problems and determine where it makes the most sense to expend resources, both financial and

    human. This practice is particularly timely given the current economic climate because an organization

    needs to determine what is working (or what is not) so that it can make strategic decisions.

? Professional Development: A new skill set may be required in order to perform essential or new business

    functions for which board and/or staff can be trained. This idea may extend to business systems and

    services as well as things that help organizations reduce costs, improve accountability or increase

    productivity.

    3

    FY 2011 Guidelines and Application

    NEW JERSEY CULTURAL TRUST GRANTS

    Arts Institutional and Financial Stabilization

    Please Note: grant period will be September 1, 2010 to August 31, 2011

For fiscal year 2011 the grant program developed by the Arts Council will be devoted to institutional and

    financial stabilization projects for arts organizations. The Historical Commission and Historic Trust will

    administer a separate program for history and humanities organizations.

Arts Institutional and Financial Stabilization grants are extremely competitive. Due to the significant interest in

    this program and the volume of applications received annually organizations are encouraged to think critically

    and strategically about proposed projects and consider the following to facilitate the development of your

    project:

    ? Talk with your staff and board;

    ? Review your organization’s strategic plan to identify stabilization goals;

    ? Define the challenges your organization is confronting with regard to achieving greater stability;

    ? Identify stabilization goals; and,

    ? Examine organizational human and financial resource capacity to determine a feasible project that can

    be accomplished in one year and sustained beyond the grant period.

Eligibility: To be eligible for these funds, an organization must be a New Jersey-incorporated, nonprofit arts

    organization (no schools, colleges, units of government or religious organizations) that has been qualified by

    the Cultural Trust as of March 17, 2010. Applications for qualification are available from the Cultural Trust

    web site www.njculturaltrust.org or from its office by calling 609-984-6767 and must be submitted by January 27, 2010 in order to be qualified by March 17, 2010. In order to become qualified, an organization must

    demonstrate that it:

    ? fulfills an arts mission through active programs and services;

    ? has been in operation for a minimum of 4 years;

    ? is tax-exempt; and

    ? has a functioning board that provides financial oversight to the standards set by the Cultural Trust.

    Organizations that have received Cultural Trust funding in two of the immediate past four rounds of application

    (FY07 through FY10) are not eligible to apply for the FY11 cycle. However, these organizations may

    participate as part of a collaborative application or one on behalf of multiple groups.

Ineligible Projects: Institutional and Financial Stabilization grants are intended to make projects and

    activities possible that otherwise would not be feasible. Grants may not replace other funds and must be in

    addition to funds originally and normally budgeted for or associated with the basic operations of an organization.

    The following types of projects are ineligible:

    ? Capital projects (construction, renovations)

    ? Fundraising events (galas, receptions, etc.)

    ? Contributions to endowments

    ? International travel

    ? Education in a matriculating course of study

    ? Public programs, projects and services (performances, exhibitions, readings, etc.)

Note Regarding Requests for Increased Staffing: While support for new staff resources is possible under this

    program, it must be justified in terms of and in the context of the specific operational or financial challenge

    being addressed by the applicant and a detailed, specific plan for the continued funding of the position must be

    presented. If a position will be shared by more than one organization please articulate this in the application, as

    4

well as demonstrate how the position will have impact on all of the collaborating organizations. A resume of

    the candidate or a detailed job description must accompany applications seeking support for a staff position.

Priorities: Priority will be given to applicants not previously funded. Collaborative proposals and those on

    behalf of multiple organizations which seek to address a common or shared challenge are encouraged.

Number of Applications: A qualified organization may submit only ONE APPLICATION for Cultural Trust

    funding in this FY 2011 cycle.

Grant Size: Grants will generally range between $10,000 and $40,000. Larger dollar requests will be accepted

    for collaborative proposals and those on behalf of multiple organizations.

    Match and Financial Requirements: There is NO matching requirement. However, if an organization’s project costs more than the amount requested, the proposal must clearly demonstrate the organization’s ability

    to provide the additional required funds. Cultural Trust funds may not be used to match any other State of New

    Jersey grant. Indirect and other administrative costs not directly related to the project may not be charged

    against the grant.

Deadlines: The application process begins with a Notice of Intent to Apply in order to confirm eligibility and

    to assist potential applicants in assuring their proposed projects are eligible in the program. A Notice of Intent

    to Apply Form is provided in the Guidelines and is due in the Council office (not postmarked) by 5:00 pm,

    Wednesday, January 27, 2010. Facsimile submissions will not be accepted. Applications not preceded by a

    Notice of Intent to Apply by the deadline will not be accepted. The Council will inform potential applicants of any eligibility challenges by mid-February.

Applications are due in the Council office (not postmarked) by 5:00 pm, Wednesday, March 17, 2010.

Process: Applications from eligible organizations will be reviewed, evaluated and ranked by an independent

    panel of qualified persons employing the evaluation criteria listed on page 6. The rest of the process is as

    follows:

    ? The Council will review the findings of the panel.

    ? A list of recommended projects will be developed with consideration to the application’s score based

    on evaluation criteria and geographic distribution.

    ? The Council will forward to the Cultural Trust Board a list of projects it recommends for funding in

    late July.

    ? The Cultural Trust Board may delete projects from the list and will explain its reasons for any

    deletion and allow for appeal.

    ? Contracts will be issued to successful grantees by the Cultural Trust.

    ? The Cultural Trust reserves the right to place conditions upon any grant as they may relate to

    monitoring and reporting.

    ? Announcement of grant awards is expected to be made in fall 2010 by the Cultural Trust for projects

    that may start as early as September 1, 2010.

    5

    FY 2011 Guidelines and Application

    NEW JERSEY CULTURAL TRUST GRANTS

    Arts Institutional and Financial Stabilization

    Evaluation Criteria: The following criteria will be used by the independent panel in assessing the proposal:

    ? The ability of the project to significantly improve long term financial stability and/or expand operational

    capacity of the applicant.

    ? How the project fits into the organization’s strategic planning and current financial context as a logical

    next step towards stabilization and/or advancement.

    ? The ability and organizational commitment to successfully execute the project including adequate

    project planning and the extent to which the proposed project can be successfully accomplished with the

    grant and other resources (staff, consultants, etc.) available to the applicant (present a specific, realistic

    project budget).

    ? The ability of the applicant to sustain or build upon the gains made through the project after project

    funds have been expended.

    Application Instructions: The guidelines and forms are available on the web sites of the Arts Council at

    www.njartscouncil.org and The New Jersey Cultural Trust at www.njculturaltrust.org. The narrative and forms

    can be completed on screen, printed, copied and mailed or hand-delivered. A complete Application submission

    consists of, in the order below:

    ? One Original, blue ink-signed Application Form

    7 Collated Sets

    ? Up to 3 page narrative (see guidelines below)

    ? Financial Charts A & B

    Required support materials (clearly label each item) below:

    o Copies of the organization’s most recently completed audit (or IRS 990 if applicant’s annual

    budget is less than $250,000).

    o List of all staff members with titles OR an organizational chart (indicate which staff are paid).

    o Resumes OR brief bios of the key participants in the project (staff, board). No more than one

    page for each individual.

    o Credentials and copy of the actual proposal of any consultant including detailed costs, timelines,

    action steps and deliverables; it is important to include the Request for Proposal and/or the

    process used to select or to be used to select any consultants so that the panel fully understands

    the process and/or the decision for selection of a proposed consultant.

    o Brief background on all outside organizations, agencies or institutions that are projected to

    provide services in support of this project.

    o For projects requesting funds for any equipment: vendor quotes.

    o For projects requesting funds for a staff position: resume of candidate or detailed job description

    for the proposed position, as well as a clear plan for how the position will be sustained after the

    single year of Cultural Trust funding.

    o For projects requesting funds for a cash reserve: organizational policies for managing and

    replenishing the reserve.

    o For projects requesting funds to address a deficit: a plan to avoid a recurring deficit. 1 Set

    ? of up to 3 items of optional support material relevant to the proposed project (one document is

    considered one item, e.g. planning documents that support the project, program brochures, or any other

    easily digestible document or item that will aid an independent evaluator in better understanding who

    you are, what you do and how you do it. No books, video or audio tapes, DVD’s, or CD’s.

    6

Narrative Guidelines: A narrative of no more than 3 pages in length that responds to the following:

1. Briefly describe your organization, its mission, its major programs and services, and its audience as

    context for the project, and the organization’s major challenge(s) to institutional or financial stability or

    future operational capacity.

    2. Fully describe the proposed stabilization project. Discuss why you think this project addresses the major

    challenge as stated in your answer to question #1. Discuss why the project is a high priority and how it

    fits into your organization’s strategic planning and overall financial health. How is this project a logical

    next strategic step for the organization? What was the self-diagnosis behind determining the need for

    the project?

    3. How will the project be accomplished? What resources (staffing, other funds) will be used? What are

    the human resources necessary, both internal and external to the organization, such as staff time on the

    project and to work with consultants? Applicants may include in the application the cost of current staff

    resources dedicated to the project and pro-rated as such, however Trust funds requested cannot be used

    to cover these costs. Trust funds can be requested for new staff resources as part of the project. If the

    project will cost more than the grant funds requested, how will the funds or additional resources be

    obtained and when will these resources be in place? Take care to be specific and provide

    documentation.

    4. How will the gains made through the project be sustained, independent of future Cultural Trust funds?

    What are the specific project outcomes expected? How will the project lead to permanent improvement

    in the financial, operational or institutional stability or advancement of the organization? Note: If the

    project includes the acquisition of new staff resources, how will the position(s) be sustained after the

    year of Trust funding through other means (provide a specific detailed plan)?

    5. Organizations that received Cultural Trust grants in a past round FY04-FY10 must provide a brief

    description of the accomplishment of or progress on the funded project and, if applicable, how the

    activities for which funding is now requested builds upon, but is different from, the previous grant-

    funded activity.

All Application materials are due in the Council office by 5:00 pm, Wednesday, March 17, 2010.

Notices of Intent to Apply and Applications mailed via US Postal Service should be sent to:

    Institutional & Financial Stabilization Grants

    New Jersey State Council on the Arts

    PO Box 306

    Trenton, New Jersey 08625-0306

    For Deliveries/UPS/FEDEX, etc.: (Please do not mail by U.S. Postal Service to this address)

    Institutional & Financial Stabilization Grants

    New Jersey State Council on the Arts

    225 West State Street th Floor Reception Area 4

     Trenton, NJ 08608

     This application is available in Large Print. If you are in need of any special accommodation in filing a grant application, please contact the Council offices at 609.292-6130 (Voice). Callers with hearing or

    speech impairments can also use the NJ Relay Service by dialing 711

    7

    FY 2011 Notice of Intent to Apply

    NEW JERSEY CULTURAL TRUST GRANTS

    Arts Institutional and Financial Stabilization

    Must be received by January 27, 2010Facsimile submissions will not be accepted

Name of Organization

Official Address

City, State, Zip

Daytime Telephone Fax

E-mail

Name/Title of Primary Contact

    Charities Registration Number FEI/EIN Number

Is the applicant qualified by the NJ Cultural Trust? Yes No Qualification application in and pending

    Organizations must be qualified by March 17, 2010 in order to be eligible to apply in the FY11 cycle

Anticipated Total Project Costs $

    Anticipated Total Grant Requested $

    Estimated Start Date of Project / / Estimated Completion Date of Project / /

Projects for FY2011 cannot begin before 9/1/10 and must be completed by 8/31/11

Guidance

    Arts Institutional and Financial Stabilization grants are extremely competitive. Due to the significant interest in

    this program and the volume of applications received annually organizations are encouraged to think critically

    and strategically about proposed projects and consider the following to facilitate the development of your

    project:

    ? Talk with your staff and board;

    ? Review your organization’s strategic plan to identify stabilization goals;

    ? Define the challenges your organization is confronting with regard to achieving greater stability;

    ? Identify stabilization goals; and,

    ? Examine organizational human and financial resource capacity to determine a feasible project that can

    be accomplished in one year and sustained beyond the grant period.

    8

    FY 2011 Notice of Intent to Apply

    NEW JERSEY CULTURAL TRUST GRANTS

    Arts Institutional and Financial Stabilization

    In the box below and in 25 words or less: Describe the primary challenge/s confronting your organization’s stability that this grant request will address?

In the box below and in 50 words or less: Describe the proposed project and how it addresses your stability

    challenges?

--------------------------------------------------------------------------------------------------------------------------------------

    For use by NJ State Council on the Arts

___ The organization appears eligible to apply for Arts Stabilization funding

    ___ The organization does not appear eligible to apply for Arts Stabilization funding _____________________

    _________________________________________________________________________________________

___ The project proposed appears eligible

    ___ The project proposed does not appear eligible

    __________________________________________________________________________________________

    __________________________________________________________________________________________

    __________________________________________________________________________________________

    9

    FY 2011 Application Form

    NEW JERSEY CULTURAL TRUST GRANTS

    Arts Institutional and Financial Stabilization

    A Notice of Intent to Apply must have been received by January 27, 2010 to be eligible to apply

    Applications must be received by March 17, 2010

Name of Organization

Official Address

City, State, Zip

Daytime Telephone Fax

E-mail

Name/Title of Primary Contact

    Charities Registration Number FEI/EIN Number

Name of Mayor County

Fiscal Year-End (month/date) / State Legislative District Congressional District

    Is the applicant qualified by the NJ Cultural Trust? Yes No Applicants must be qualified by March 17, 2010

Board Chair Name

Address

Name, address, daytime phone and e-mail of CEO if different from Primary Contact above

Total Project Costs $

    Total Grant Requested $

    Estimated Start Date of Project / / Estimated Completion Date of Project / / (Projects for FY2011 cannot begin before 9/1/10 and must be completed by 8/31/11)

Project Description: In the box below and in 50 words or less (for publication purposes) describe the

    stabilization project you propose.

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