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3.2. BPACSR 10-16-2023
FURNITURE AND THINGS COMMUNITY EVENT CENTER ENVIRONMENTAL AND BRANDING GRAPHICS GUIDELINES OCTOBER 14, 2021 | CITY OF ELK RIVER, MN |2©2021 HGA | 10.14.21 table of contents central visual theme zones community celebration wayfinding 3 10 28 34 2 |3©2021 HGA | 10.14.21 Central Visual Theme 3 Visual theme Wich-n-wan The original name for this area that refers to parallel rivers flowing into one, carries a unified concept of graphic identity throughout the Furniture and Things Event Center that stream from the topographical existence of the Elk and Mississippi Rivers at the confluence of the original community origins and the roads and train tracks that follow to help define this as a connected community with a rich past and a strong future. 4 Application of Wich-n-wan Having a central visual theme to carry throughout the hallways of Furniture and Things Community Event Center is a key component to allowing staff and the community to add visual character as a first layer of visual storytelling and character development that can help carry a positive visitor experience by reducing the feeling of large corridors. Connecting the Community Center with a visual connection of Place helps to subtly define a shared space that belongs to residents, neighbors and visitors with an inclusive feeling of discovery and association from all paths. The map graphics act as a unified foundational approach that create a unique interest and add to the architectural character that helps to soften the contrasting material tones within the public areas of the facility, while also allowing the subtly and flexibility to be added over through time and phased projects. Material application of the graphics can be done in a combination of ways to fit the appropriate budget, and due to the elegant simplicity of the linework, the map itself can visual connect across spaces that maybe using different material approaches, allowing for a visual consistency that can help balance material application varieties within the space. Painting directly on the walls and existing finishes. Vinyl “sticker” application over existing finishes. Type 2 commercial grade wallcovering applied over finishes 5 6 7 8 9 Zones 10 Town & Country Zones Main Level Community Celebration Senior Center Display Case Zone Layers of Legacy 11 Zones Concourse Level Community Celebration Ice History Layers of Legacy 12 Application of Zones The application of the Zones is a way to create “neighborhoods” within the facility that help to organize themes and related sponsorship opportunities from local businesses into related areas. Each category of a Zone is a secondary form of visual communication that can bring a related program or team, historical topic, event or place that is connected to the history of Elk River and the groups that use the Community Center. The application of the zones is considered a phase 2 portion of the branded graphics programming and allows for a direction to connect different community voices through a visual celebration that is connected to their legacy. The material application of this phase would be ink and graphics applied on various types of wood to add a dimensional aspect to these pieces and allow for a collected sculptural appearance that is consistent in material application over time. Using planked timber from trees taken down for city improvement projects could be a nice layer to the civic story of recycling materials and honoring the environmental progress created by improvement projects. Reclaimed wood planks Plywood sheets Live edge wood planks 13 1 restroom & vending Town & Country The beautiful simplicity and striking richness of weaving the views of the City of Elk River’s identity as the place where town and country meet, is artfully expressed in a combination of natural colors and tones that play with the definition of historic maps and beautiful local views with a sense of graphic pop, celebrating the future of this vibrant community. 14 Town & Country | local map example 15 16 Town & Country | historic regional map example 17 18 2 Stairs & Upper Level Restroom Ice History Visually celebrating and including the legacy of Ice Programs and Teams at the City of Elk River is an important aspect of this concept that informs as well as decorates the spaces with contributions from all eras of participation. 19 Ice History | Hockey Day example 20 21 22 3 flexible meeting areas Layers of Legacy The concept of Layers of Legacy celebrate the many facets of what makes the community of Elk River amazing and celbrates the past with the promise of the future, layered together as a visual foundation of the elements that hew it together. 23 1960Atomic City The Elk River reactor, as it was generally known in the AEC parlance of the day, was a pioneering effort in America’s nuclear energy history. Hailed widely as “Rural America’s first atomic power plant,” the intention was to provide a pilot installation of a small, simple, and inexpensive nuclear steam supply system that could be duplicated at many far flung locations. Unfortunately for the concept, the Elk River plant in the end proved unable to meet the task for technical reasons; yet, it remains firmly in history as one of the well known early nuclear energy installations. In the late 1980s, GRE's power plant was converted to burn refuse- derived fuel. This innovative source of energy was one factor that helped Elk River receive the designation of "Energy City" by the Minnesota Environmental Initiative in October 1997. As Energy City, Minnesota's energy industries demonstrate cutting edge renewable and energy efficient technologies in Elk River. Layers of Legacy | story example 24 25 Layers of Legacy | image example 26 27 Community Celebration 28 1 entry way experience Community Pride Wall Visually celebrating and including the individuals that create a community and their accomplishments to continue the legacy of the City of Elk River is an important aspect of this concept that informs as well as decorates the spaces with contributions from all types of industry. The installation is a modular installation that has a dual purpose of creating an artful display and also helping to guide visitors through the atrium. The modular quality allows the installation to be added on to over time, while also softening the visual impact of the lobby experience with tones of wood as a metaphor to the building blocks that came together to create the community of Elk River. Images and type are laser etched printed on to various wood surfaces, each tone defining the group participating such as ice sports, community activism, history and leadership of all types. 29 30 2 entry way experience Community Celebration Continuing the spirit of celebrating community and creating a unique entryway experience, the Community Celebration installation is intended to take the spirit of civic pride up the staircase, and also be visible from the large window views, allowing this installation to be seen as a major focal point from the outside viewing area, in. Two approaches to creating a display that shows a variety of images of people and events for this location would be to do an analogue approach by using a “picture flap” system that would be rotating and flipping pieces of imagery in a lavish texture application that creates a sculptural presence, evoking the mosaic style that shows how all pieces of these views create a community. The second approach utilizes projection screen applications that can digitally transition images and messaging across the staircase wall. 31 32 33 Wayfinding 34 wayfinding Signage Elegant and dimensional, signage in the corridors can be mounted throughout the facility to help orient people and add a sculptural element. Signage should be simple and contrasting to see but also made out of durable materials to with stand the day to day activities. For a more memorable and playful side, using vinyl to illustrate over doors is also a great way to show character and get the message across in a visual way for the use of the entry. 35 RESTROOMS RESTROOMS SENIOR CENTER FIELDHOUSE AREANA B The surface of the signage uses bright colors to grab attention and folds over architectural elements to create a sculptural presence that grabs attention and hugs the building. The lettering is dimensional mounted letters that pop from the surface allowing for maximum visibility. The length of each directional blade can subtly imply the length of the distance down the corridors. Defining each “department” in a different color also helps to add a pop of hue while also helping visitors to sort out which information they need and helps to make each different sign readable from the series. All red hues should match existing pantone colors. Font used is Helvetica for maximum visbility and neturality between brand expressions of Sponsors. RESTROOMS RESTROOMS SENIOR CENTER FIELDHOUSE AREANA B 36 LOCKER ROOMA LOCKER ROOMB Signage for doors that enter into specific areas such as locker rooms use a playful illustration that also helps to guide the user experience and add personality to the entry. This signage is created with a durable vinyl as a “sticker” application over the existing color of the door, using colors and tones to contrast for maximum visibility. 37 suggested manufacturers First Impression Group contact: Bart Harvey bart@1igprint.com Inver Grover Heights, MN experience with printing, fabricating and installing custom vinyl, wallcovering and signage archtype contact: Gary Stemler garys@archtypedesign.com Bloomington, MN experience with printing, fabricating and installing custom vinyl, wallcovering and signage Oat Foundry www.oatfoundry.com Philadelphia, PA Design engineers specializing in pictoral flip installations 38 THANK YOU CAREY DEAN 1661 Edmund Avenue, Saint Paul, MN 55104 carey2d@yahoo.com, 612.889.6228 CITY OF ELK RIVER RFP PUBLIC ART A) General Information / Artist Statement As a Minnesota based mid-career artist my work is deeply inspired by Midwestern landscapes, specifically forests, bodies of water and the dramatic seasonal changes of the region. My artwork typically takes the form of stained glass or tile contemporary mosaic. The intent behind my work is to capture the beauty of nature, create an emotional response from the viewer and promote a sense of pride of place. My water themed and tree series mosaics which have been my most sought after work are not only inspired by unique landscapes but also the Japanese philosophy and medical treatment called “forest bathing” developed in the 1980’s wherein trees are believed to have healing and calming powers known to relieve stress, anxiety and lower heart rate and blood pressure. My mosaics have been purchased for several regional hospitals and I am currently creating two large-scale mosaics for the Valet Lounge remodel at Terminal 1 MSP International Airport. As an artist I strongly believe that images of nature, particularly in large-scale format can enhance public spaces not only aesthetically but can also positively impact viewers physically and mentally. My glass mosaics are made by traditional cold-working techniques yet my approach to mosaic is unique. As a trained oil painter, I consider my mosaics paintings with glass. I utilize the swirls of colors and variations of markings found in large sheets of glass to create my images. I do not work from a set template but rather the images evolve from the piecing together of a variety of shapes to form an overall image; just as layers of brushstrokes create a painting. Some of my work is depictions of actual places such as State or National Parks while others are collaged images from real and imagined places creating an overall impression of a specific place. My mosaics are a reflection of my love for nature and the Minnesota landscape. For this particular RFP I am interested in creating a large-scale stained glass mosaic as a permanent public art piece for the city of Elk River. I am proposing a mosaic that depicts a recognizable or significant location along the Red River Ox Cart Trail in Elk River. I am very interested in a location near or at the point where riverboats brought early settlers and travelers to the area. If chosen for the project I would meet with local historians and or long term residents of Elk River who could give me insight on the area adding depth to the artwork. The mosaic would highlight the natural beauty of the area, the importance of the river to the town and the specific location that brought the city’s earliest European settlers. A second concept would be a contemporary abstract composition representing the power and force of the river. examples of my tree themed stained glass mosaics B) Artistic Merit / Quality I have been a professional artist for the past 20 years exhibiting my work internationally and having my mosaics commissioned for several public spaces in the Midwest. I am currently creating the second of two large-scale permanent mosaic features for the MSP International Airport Terminal 1 newly remodeled Valet Lounge. This project has allowed me to pursue my mosaic work as a full-time career and retire from a 13 year career as an art and design lecturer and instructor at Minneapolis College of Art and Design and the University of Wisconsin Stout. As a professional artist, I have had solo art exhibitions at Metropolitan State University and the MacRostie Art Center in Grand Rapids and have participated in dozens of juried exhibitions. I received an MFA in international art practice from UCA in the United Kingdom in 2005. I am a trained artist with several years of experience working with architects, construction personnel and art consultants. I enjoy collaborating with others and achieving project goals and deadlines. Tranquility, commissioned by Art Partners of Minneapolis for Gundersen Medical Center La Crosse, WI C) Project Understanding Considering the possible themes for the proposed public art commission, I am most interested in creating a work of art inspired by the river trails and the location/area where travellers and settlers first visited what we now know of as the City of Elk River OR the proposed theme of “Powered By Nature” which makes me first and foremost think of the river as a powerful natural force. If considered for this project my work could go in a number of directions but the two main concepts would be one; a depiction of the river from the Red River Ox Cart Trail or two; an abstract contemporary mosaic depicting the power and energy of the river. When reviewing samples of my work you will see examples such as “The End Is Only the Beginning” a mosaic representing the Temperance River mouth on the north shore of Lake Superior as an example to proposal idea one and sample artwork titled “Shift” an abstract parallelogram mosaic depicting a river edge/shoreline as a sample concept for proposal idea number two. The End Is Only The Beginning, stained glass mosaic depicting the Temperance River mouth. MSP Airport Valet Lounge, March 2020 Shift, parallelogram style mosaic depicting a river edge (bottom left), proposal images of parallelogram style mosaics for Iversen Center for Faith (top and right) D) Project approach If considered for this opportunity I would first visit the City of Elk River, walk the trails, speak to community members or local historians, create sketches and take photographs to then create digital designs for the committee to choose from. My artistic process is as follows: 1.Site visit (sketches, photos, meet with community, explore) 2.Design stage (create drawings from hand and computer generated mock-up of sketches and space) 3.Fabrication (create mosaics at in-home studio) 4.Installation (work with an assistant on site to install artwork, typically a 3-10 day job depending on size) 5.Project Completion (attend opening or viewing event, give optional artist talk to the public) E) Location, Installation, Future Maintenance If selected to create a piece of public art for the city of Elk River, I will be satisfied with any location chosen by the committee or persons commissioning the artwork and I will work with set individuals to discuss the outline of the project. I will work alone or with a trained assistant to carry out the project installation in a safe and properly insured manner. My mosaics are extremely durable, long lasting, safe for public spaces and need minimal maintenance. Once installed my mosaics need only a light cleaning with a cloth and basic glass cleaner to keep clean and maintained. F) Additional Information I feel I’m a good candidate for this project being a local artist whose public art features unique destinations in Minnesota. I am also familiar with the city of Elk River and have participated several times in the Arts in Harmony juried exhibition at the Sherburne County Government Center. I feel a personal connection to the area and have been seeking an opportunity to create art depicting or inspired by the Mississippi River or one of its tributaries. G) Total Project Cost My mosaic work varies in price based on size and complexity. A general price range is $300-$900 a sq/ft which covers all costs including design, fabrication and installation. Once location, design and dimensions have been confirmed I can supply a complete budget of costs. On the Edge of Greatness, stained glass column surround mosaic for MSP Airport Valet Lounge depicting various locations along the north shore of Lake Superior. Digital sketch (top left and bottom, fabrication stage of panel 1 of 4 (right) CAREY DEAN 1661 Edmund Avenue, St. Paul, MN 55104 612.889.6228 / www.careydean.com / carey2d@yahoo.com EDUCATION UCA University for the Creative Arts Canterbury, Kent. United Kingdom (Formerly Kent Institute of Art and Design) MFA International Practice 2003 - 2005 University of Wisconsin Stout Menomonie, Wisconsin Bachelor of Fine Arts Degree with a Concentration in Painting 1994 - 1996 / 1998 - 1999 Academy of Art University San Francisco, California General Education and Fine Art Courses 1996 - 1997 PUBLIC ART COMMISSIONS & COLLECTIONS MSP Airport Terminal 1 - Valet Lounge 2 Permanent Glass Mosaic Installations. Minneapolis, Minnesota 2018-2019 (in progress) Westfields Hospital and Clinics - Outpatient Center Permanent Collection Purchase. New Richmond, Wisconsin. April 2015 Gundersen Lutheran Medical Center Permanent Collection Purchase. La Crosse, Wisconsin. November 2013 Mother Baby Center - Allina & Children’s Hospitals and Clinics Permanent Collection Purchase. Minneapolis, Minnesota. January 2013 University of Minnesota Morris Welcome Center Permanent Collection Purchase. Morris, Minnesota. July 2010 Minnesota Artists Collection - Governor’s Residence of Minnesota Temporary Collection. Saint Paul, Minnesota 2007-2008 Bloomington Art Center Purchase Award for City of Bloomington Water Company Permanent Collection Purchase Award. Bloomington, Minnesota. August 2003 EXHIBITIONS (2002-Present) Drawing Distinctions: Exhibition with the London Group The Cello Factory Gallery, Lambeth, London, UK. April 3-12, 2019 Drawing Distinctions: Exhibition with the London Group and UW Stout Faculty Members Furlong Gallery, University of Wisconsin Stout. Menomonie, Wisconsin. Sept. 17 - October 27, 2018 By Nature We Are Connected: Solo Exhibition Gordon Parks Gallery, Metropolitan State University. Saint Paul, Minnesota. Sept. 19 - October 19, 2017 Sustainable Acts: Mother Earth’s Embrace Juried Exhibition U of M Institute on the Environment. Saint Paul, Minnesota. October 2015 - January 2016 Fragmented Vistas. Solo Exhibition Minnesota Gallery. MacRostie Art Center. Grand Rapids, Minnesota. June 5-27, 2015 Department of Art and Design Faculty Exhibition Furlong Gallery. University of Wisconsin Stout. December 17, 20013 - February 2, 2014 Five Foot Show. Enchanted Forest, new works by Carey Dean Gallery 360. Minneapolis, Minnesota August 24 - September 29, 2013 EXHIBITIONS (2002-Present) continued Open Door 8: Eighth Annual Juried Exhibition Rosalux Gallery. Minneapolis, Minnesota December 8 - 30, 2012 Phipp’s Healing Arts Program Juried Group Exhibition Hudson Hospital. Hudson, Wisconsin. May 16 - August 5, 2012 33rd Annual Paper In Particular National Exhibition Sidney Larson Gallery. Columbia College. Columbia, Missouri. February 1 - March 4, 2012 Department of Art and Design Faculty Exhibition Furlong Gallery. University of Wisconsin Stout. December 1, 2011 - February 9, 2012 Northern National Art Competition Exhibition Nicolet Art College Art Gallery. Rhinelander Wisconsin. July 26 - September 9, 2011 Department of Art and Design Faculty Exhibition Furlong Gallery. University of Wisconsin Stout. December 17, 2009 - February 2, 2011 Biotics: All Media National Juried Exhibition Conduit Gallery. Minneapolis, Minnesota September - November 2010 99th Annual Minnesota State Fair Fine Arts Juried Exhibition Minnesota State Fair Fine Arts Gallery. St. Paul, Minnesota. August 26 - September 6, 2010 North of the 45th Parallel Third Annual National Juried Exhibition DeVos Art Museum University of Northern Michigan. Marquette, MI. June 4 - July 25, 2010 2010 Chowan University National Juried Exhibition University of North Carolina. Murfreesboro, North Carolina. March 1 - 31, 2010 Art Biologic / SlowArt Productions National Juried Exhibition Limner Gallery. Hudson, New York. May 2 - 30, 2009 A Necessary Ornamentation: Exhibition of Works by the Minnesota Mosaic Guild Gordon Parks Gallery. Metropolitan State University. St. Paul, Minnesota. April 17 - July 25, 2008 Arts In Harmony Regional Juried Artists Exhibition Sherburne County Government Center. Elk River, Minnesota. February 6 - March 24, 2008 96th Annual Minnesota State Fair Fine Arts Juried Exhibition Minnesota State Fair Fine Arts Gallery. St. Paul, Minnesota. August 23 - September 3, 2007 Southern Exposure: Department of Art and Design Faculty Exhibition University of Louisville. Louisville, Kentucky. October 12 - November 16, 2006 Open Door 2: Second Annual Regional Juried Artists Exhibition Rosalux Gallery. Minneapolis, Minnesota. July 5 - 24, 2006 Dislocated Ground: Works by Carey Dean, JL Dean and Jessika Worrall Seven Seven Gallery. East End, London, England. August 12 - 27, 2005 Scottish Arts Club Private Collection Exhibition Club Room Gallery. Edinburgh, Scotland. September 16 - 30, 2005 Xross-Polynation International Artists Exhibition Randolph Gallery. Edinburgh, Scotland. June 3 - 10, 2005 Xross-Polynation International Artists Exhibition All India Fine Arts and Crafts Society. New Delhi, India. February 2 - 20, 2005 Arts In Harmony Regional Juried Exhibition Sherburne County Government Center. Elk River, Minnesota. February 6 - March 24, 2003 91st Annual Juried Minnesota State Fair Fine Arts Exhibition Minnesota State Fair Fine Arts Gallery. St. Paul, Minnesota. August 24 - September 4, 2002 FY21 PROJECT GRANT GUIDELINES 220 - 4th Avenue North | PO Box 458 | Foley, MN 56329 320-968-4290 | 1-866-825-1471 | fax: 320-968-4291 www.centralmnartsboard.org We understand that the online application system may present a barrier to some applicants and will make reasonable efforts to accommodate particular needs on a case-by-case basis. This information can be made available in the following alternative formats: Braille, large print, and audio recording. We can also help find a language interpreter to translate these guidelines. To accommodate your requests, the Central MN Arts Board will need at least 10 working days. We recommend using Chrome or Firefox as your web browser to complete the online application. MN Relay Service 1-800-627-3529 Updated 6/2/2020 2 PROGRAM OVERVIEW The Project Grant program provides funds of up to $5,000 to nonprofit organizations, schools, and community groups in support of arts-focused events. No cash match is required in request budgets for FY21. Program Outcomes 1. Regional residents experience increased access to the arts via a reduction in geographic, cultural and/or physical barriers. 2. Regional residents experience a change in knowledge, attitude, behavior or condition due to public art, arts festivals or arts events. 3. Regional residents build connections to their own and others’ cultural heritage through regional arts and cultural events and/or activities. WHO CAN APPLY Organizations must serve Region 7W residents and be located within the Minnesota counties of Benton, Sherburne, Stearns, or Wright. • Nonprofit 501(c) (3) arts organizations • Community groups WITHOUT nonprofit designation that are sponsored by a fiscal agent • Nonprofit organizations that do not have arts as a primary focus • Schools APPLICANTS NOT ELIGIBLE • For-profit businesses • CMAB grant recipients with any overdue final reports • Individuals • Cities and Municipalities are not eligible to apply, but can serve as fiscal agents PROPOSALS ELIGIBLE Proposals must occur within Region 7W and/or directly benefit Region 7W residents. An organization may submit more than one proposal in each grant round, however the combined total request cannot exceed $5,000. • Projects with multiple events or series of events connected by a common theme • Public Art research, development and/or installation • Artistic performances/gallery series, exhibits • Arts and cultural festivals • Arts education experiences • Arts workshops • Those that sustain and enhance quality arts programming • Those that celebrate Minnesota’s cultural & ethnic arts traditions • ONLY Schools and nonprofit arts organizations can include project related equipment purchases of up to $4,999 • Priority will be given to projects that advance Diversity, Equity & Inclusion • Collaborative efforts among groups/organizations- may submit separate applications for their expenses in a joint effort. Project start dates must occur AFTER the Board approval date. Updated 6/2/2020 3 PROPOSALS AND EXPENSES NOT ELIGIBLE • Those that do not have the arts as the primary focus • Those that take the place of current school curriculum • Compensation for school personnel within the scope of their contracted duties • Expenses or payments for projects that will take place outside the State of Minnesota • Activities that are essentially for the religious socialization of the participants or audience • Activities that attempt to influence any state or federal legislation or appropriation • Events or projects where the purpose is re-granting monies • Payment for new building projects • Events with a primary focus of fundraising • General operating support, endowments, capital expenditures, or deficiencies in other projects • Staff pay for regular hours/administrative duties that fall outside the scope of the project • Any expenses not directly related to the proposal • Equipment purchases cannot be made by non-arts organization or government agencies using CMAB funds. HOW TO APPLY Click the Manage GRANTS button in the upper right corner of the CMAB homepage. If the organization is a first-time applicant, you will need to create an organization profile and applicant login. Submit the application online and include: A. Examples of Artistic Merit- photos, video, audio or written examples of the artists, presenters or other evidence of the artistic quality of the proposed project. B. Proposal budget – Microsoft Excel template. For other template options, contact the CMAB office. C. 501(c)(3) letter. Government units and public schools do not have to submit this letter. If using a fiscal agent you must submit their 501(c)(3) letter D. Fiscal agent agreement (if applicable) Applicants are encouraged to call the CMAB office at 320.968.4290 to discuss eligibility or to have a draft of the application reviewed at least two weeks prior to the deadline date. • Applications must be submitted by 11:59 pm on the deadline date. • Applications received after the deadlines are ineligible. There are no exceptions to this policy. USING Fax-to-File: A Fax-to-File feature is available within the application to help convert documents from hard copy to digital PDF format. Fax-to-File is located in the upper left portion of your screen under tools. Click on Fax-to-File and you will be presented with a toll-free number. Once you have a fax number, you will have 20-minutes to fax documents for conversion. Click the “Finished Faxing” button to see a list of files. Converted documents will be available to download to your computer. After downloading, the documents can then be uploaded during the online application process. Contact the CMAB office if you need further assistance in converting files. Updated 6/2/2020 4 APPLICATION CONTENT ADVICE FOR APPLICANTS The Project Grant Program is scored using five criteria: Pandemic Sustainability & Recovery; Diversity Equity & Inclusion, Artistic Merit & Quality, Demonstrated Need, Outcomes & Evaluation, Organizational Ability. Each criterion has a series of statements that reviewers are asked to consider when reviewing and scoring an application. When completing a grant application, refer to the criteria statements listed beneath each heading. Strong proposals will address all applicable criteria in the narrative responses. PANDEMIC SUSTAINABILITY & RECOVERY; DIVERSITY EQUITY & INCLUSION - 5 of 35 points (criteria statements 1 – 4 will be used during review until recovery has occurred) 1. Proposals pay Minnesota artists and/or core staff of regional arts organizations 2. Creative strategies connect with community while contributing to the viability of regional arts organizations and initiatives 3. Target demographic/community (patrons, audience, students, etc.) will be reached in ways that are safe and engaging 4. Collaboration between arts groups & organizations leverage resources and are mutually beneficial 5. Programming is specifically aimed at increasing organizational and/or community understanding of diversity equity and inclusion. ARTISTIC MERIT/QUALITY - 9 of 35 points Evaluators use the following criteria when reviewing this section of the application: 1. Activities feature relevant artists and artworks that demonstrate creativity, mastery of craft and a distinct artistic voice. 2. Artists are involved in designing and delivering the arts experience and are relatable to the identified community. 3. Artistic product or experiences will provide value to the identified community. 4. Artistic product or experiences will build a deeper understanding and appreciation of the art form. 5. Ability to create community understanding and awareness of art through high quality arts learning, community engagement, and/or outreach to underserved communities. 6. Project provides an artistic opportunity that would not otherwise be available by featuring underrepresented, innovative, and/or a unique artistic discipline, genre, creative approach, content, and/or quality. 7. Project aligns with the applicant’s mission 1) Mission Statement- Applicants that do not have a mission statement should provide a statement that outlines the goals and values of their group. 2) Project Description -may be provided in ONE of the following three formats: written, audio or video recording. Applicants are encouraged to use whichever format they are most comfortable communicating in. Evaluators are directed to focus on the content of the narrative (not production quality or writing ability) but applicants should take steps to ensure that the description submitted is easy to see, hear and/or read. Written transcripts of audio/video recordings will be provided to evaluators to accompany audio/ video narratives. Include responses to the following statements and questions: • Describe what you want to do (purchase, study, hire, create, explore, etc.) and why you want to do it. • Provide details that will make your idea clear to people who may not know your organization or group. • List any challenges you anticipate while implementing this proposal. • What will a successful outcome look like? • How will you observe or measure the success of your proposal? • Respond to the project grant criteria in your description A. Written Narrative: Introduce evaluators to your proposal Include responses to the statements and questions listed. OR B. Audio/Video Narrative – Accepted formats: .MP4, MP3, .WAV, .WMA Introduce evaluators to your proposal Include responses to the criteria statements and questions listed. Updated 6/2/2020 5 Audio and Video recordings are limited to 10 minutes. It is the Applicant’s responsibility to ensure that recordings are audible and submitted in one of the accepted formats. If the upload does not accommodate the file size, an audio/video page or website URL can be provided. 3) Location(s) of Proposal – Address(es) where the activities will take place. 4) Example of the Artistic Quality of the artist(s) or group(s) involved in the proposal. Examples include photos and videos of similar or previous projects, designs or schematics for proposed work, video or website from a visiting artist or performing group, etc. o Sample upload- submit no more than 5 images, 10 pages of literary work or 7 minutes of audio/video. Literary submissions may include up to 7 minutes of audio or video of a reading from submitted pages. o Or Video/Website URL- include this only if you are directing reviewers to specific content on a website. 5) Example Description - Describe how the example provided relates to your proposal. If necessary, direct reviewers to specific images, or a specific 7 minutes of audio/video. DEMONSTRATED NEED - 9 of 35 points Evaluators use the following criteria when reviewing this section of the application: 1. The project is well designed to address the identified community/audience's specific interests and circumstances, as understood by both the applicant and the community. 2. Evidence demonstrates that community members, organizations, and partners want to engage in the project activities, and are willing to invest through commitment of time, money, and/or in-kind goods and services. 3. Where appropriate, achievable plans are in place to develop authentic partnerships and/or reach underserved populations that have genuine interest in the activities. 4. Accessibility needs of participants and/or audiences are understood and well addressed. 5. Evidence demonstrates that the project provides an arts opportunity that would not otherwise be available for the identified community/audience. 6) Describe the target audience for the proposal and how the group(s) will be served. Consider demographic factors such as ethnicity, socioeconomic status, age and gender. • Presenters/creators (artists, actors, performers, etc.) • Audience (patrons, students, etc.) 7) Describe how the need for this proposal was determined - Examples include surveys, community meetings, audience feedback, local and regional studies, etc. 8) List ways in which the community has demonstrated support for this proposal. 9) Describe how accessibility needs are being addressed in this proposal. How will you accommodate requests for access to the proposed project? Updated 6/2/2020 6 OUTCOMES AND EVALUATION - 6 of 35 points Evaluators use the following criteria when reviewing this section of the application: 1. Project outcomes describe measurable and achievable change in knowledge, attitude, skill, behavior, or condition among the people the project is designed to benefit. 2. The evaluation plan includes appropriate methods to measure and document project completion, effectiveness, and progress made toward project outcome(s). 3. The evaluation plan identifies how evaluation results will be used to improve current or future programming (e.g., adjustments to the project, informing future programming, sharing with stakeholders or peers, applicant learning and development, etc.). 10) Measurable Outcomes - Once the proposal is complete, what are the expected measurable outcomes specific to the proposal? 11) CMAB Program Outcomes – Select all that are relevant to the proposed project: 1. Regional residents experience increased access to the arts via a reduction in geographic, cultural and/or physical barriers. 2. Regional residents experience a change in knowledge, attitude, behavior or condition due to public art, arts festivals or arts events. 3. Regional residents build connections to their own and others’ cultural heritage through regional arts and cultural events and/or activities. 12) Evaluation Plan/Methods - Describe the evaluation plan/methods intended to measure the proposed outcomes. Upload a sample document of surveys or other tools being used. • Provide an example (recommended) 13) Reflection and Action- Describe how your organization will utilize the information obtained from evaluation. ORGANIZATIONAL ABILITY - 6 of 35 points Evaluators use the following criteria when reviewing this section of the application: 1. Project team is well assembled, inclusive, qualified and demonstrates the capacity to design and execute activities as proposed. 2. Project team and/or partners have appropriate and clearly articulated responsibilities. If volunteers will play a significant role in activities, that has been described. 3. An effective promotion and marketing plan are in place which supports the project's‚ participation goals/audience estimates and fosters public awareness and/or engagement. 4. Project plan is logical with a complete and realistic timeline. 5. The budget revenue streams are realistic, attainable and the cash match is likely to be met; expenses are reasonable and appropriate and honor the work of artists and arts organizations. Demonstrated appropriate balance between artistic and administrative costs. 12) Project Director Information Person designated by the organization as responsible for overseeing the implementation of the proposed project • Name • Phone • Email • Bio Updated 6/2/2020 7 13) Other Key Personnel – List the names of those involved in organizing/carrying out the proposal and describe their roles and responsibilities. Include a short bio explaining relevant skills and experience. 14) Copyright and other Permissions- If any part of the proposal involves presenting or using material (including advertising) that is protected under copyright, describe how the permissions will be obtained and include the costs in the budget. 15) Timeline- Describe the timeline for all proposed activities. Include planning, performances, assessment, etc. 16) Proposal Planning - List any components of the proposal that are yet to be determined. Examples include artists/musicians/photographers not yet hired, reserving a venue, selecting artwork to be displayed, etc. Include the estimated dates by which these details will be confirmed. 17) If this project recurs on an annual or semi-annual basis: a. Describe changes made in response to previous evaluation, successes, challenges, etc. b. How is funding for the proposal sustained on an ongoing basis? 18) Publicity and/or Marketing - Describe how audience members or participants will be informed about and invited to participate in the project (ads, flyers, news releases, etc.). PROPOSAL BUDGET 19) Download the Excel Budget Template, complete and save. Save a copy in .PDF format to upload to the application. Save your completed excel budget to use for the Final Report if awarded. The template includes a second worksheet that will be required to complete the final report. Contact the CMAB office if you do not have Microsoft Excel. BUDGET FORM INSTRUCTIONS Expenses Section: List all expenses associated with this project. Include detailed descriptions and method of calculation for each expense. Expenses listed CANNOT be paid prior to the grant approval date. Some exceptions can be made for expenses that MUST be paid in advance of the application deadlines such as production rights for a play or deposit to hold a venue. Contact CMAB if you have questions about eligible expenses. v Column A- Budget Items o In-Kind Expenses –Allowable in-kind expenses include the cost of discounted or free rental of space and equipment, skilled labor such as structural engineering, concrete pouring or electrical work, and donated materials. Do not include Administrative time, Artist time or Volunteer time in this section. The value of in-kind contributions must be verifiable through a gift receipt, quote or invoice. These expenses must match the in-kind revenue below. o Personnel/Artist’s Fees – Name each person and their role o Supplies, Materials and Food – art supplies, sheet music, set building materials, reception or hospitality costs. o Equipment - (for Nonprofit Arts Organizations and Schools ONLY) - items directly related to the project may be included in the proposal budget. CMAB has a limited amount of funding to invest in equipment purchases for schools. CMAB funds cannot pay for more than $4,999 of an equipment purchase. o Publicity – Itemize printing costs, ads, promotional items, etc. o Other – Evaluation of project, rental of space or equipment, purchase of copyright permissions o Ineligible Expenses- Some project expenses cannot be covered by CMAB grant funds. Include these costs in this section and calculate the total eligible grant award from the total expenses MINUS these costs: o Travel expenses – related to bringing in an artist from outside the state of Minnesota can be no more than 10% of the Updated 6/2/2020 8 total grant amount requested. Additional travel expenses may be included in the ineligible expenses section and paid with funds from other sources. o Administrative costs –School personnel cannot be paid for work that falls within the scope of their contracted duties. v Column B – Itemized Breakdown o Contract Personnel/Artist’s Fees – List Name(s) and Title; Show methods of calculation (i.e. hours, rates, etc.) or indicate contract rate or stipend o Supplies & Materials – itemize and show calculations o Equipment – indicate if purchased or rented o Publicity – itemize and show calculations v Column C – Expenses – Enter expenses, round up to the nearest dollar. Any expenses that do not represent real costs CANNOT be included in a Project Grant Budget o use of spaces that an applicant owns or would not otherwise pay for o tickets to an applicant’s project o scholarships for participants Revenue Section • Section A: Cash - budgeted for this proposal • Section B: In-kind Contributions–List the value of donated or discounted materials, equipment rental and skilled labor. This amount must match the In-Kind Expense section above. • Section C: Grants and Donations -list the name of grantor(s) and associated grant amount. (Do NOT include the CMAB request). • Section D: Earned Income – list sources of other income such as: o ticket sales – show calculations (type of ticket, number anticipated sold, fees charged) o advertising o fundraising o participation fees, etc. 20) Grant Amount Requested from CMAB – up to $5,000 of eligible expenses. 21) In-Kind Contributions- Enter the total amount of In-Kind Contributions included in the Budget form. Enter "0" if not applicable. 22) Total Project Expense – Must match Total Expense in budget form. This section for 501(c)(3) ORGANIZATIONS ONLY 23) Person In Charge of Organizational Issues - i.e. Executive Director, Business Manager, Board President • Name • Title • Phone Number • Email Address 24) Board Officer Contacts – List names, title and email address or phone number for all board officers. This section for applicants using a FISCAL AGENT ONLY 25) FISCAL SPONSORSHIP- Applicants without nonprofit designation must include a fiscal agent agreement. Refer to this Sample Fiscal Agent Agreement • Organization Name, Street Address, City, State, Zip • Contact Person Name, Phone, Email • FISCAL AGENT AGREEMENT Updated 6/2/2020 9 CMAB Evaluative Data The following questions help CMAB determine the reach of our programs and the equity in our grant making. • How did you learn about this program? • Proposal Name • Proposal Summary – Restate the proposal name and provide a one or two sentence description. • Start Date – Activities described in the grant proposal must begin AFTER the board review date. • End Date – Project completion date. Must occur within 12 months of the Board review date. • Applicant Ethnicity - Select the one code that best represents 50% or more of the staff, board or membership. N = American Indian/Native American; A = Asian; P = Native Hawaiian/Pacific Islander; B = Black/African American; H = Hispanic/Latino; M = Middle Eastern/North African; W = White; 99 = when no single group; O = Other; 98 = Data not provided • Applicant Groups- Select the one code that best represents 50% or more of the staff, board or membership: I = Individuals with Disabilities; S = Adults older than Sixty; V = Military Veterans; 99 = None of the above; 98 = Data not provided • Street Address – Enter the street address (No P.O. Box), City and Zip Code where the organization is located. • County – Select the county where the organization is located. • Additional Information (optional) - Data collection questions do not always provide options to accurately describe the racial or ethnic identity of applicants and the groups they serve. If there is additional information you would like to provide about the race or ethnicity of the groups served by the project, include that information here. CERTIFICATION 26) FEDERAL 501(c)(3) NON-PROFIT STATUS LETTER - All non-profit organizations must attach their 501(c)(3) letter to this application. If you are using a fiscal agent, submit their 501(c)(3) letter. Does not apply to public schools. 27) ELECTRONIC SIGNATURE You must certify that your board of directors/advisory committee supports this application, that it is accurate and that the project will be carried out as described if funded Updated 6/2/2020 10 CMAB SERVICES AND GRANTING PROCESS APPLICATION DRAFT REVIEW Applicants may request a draft review of an application. CMAB staff will review the application and identify any concerns, upon request submitted via email (media@centralmnartsboard.org) or fax (320-968-4291), at least three weeks before the application deadline. A review of the application does not guarantee that the request will be funded. REVIEW PROCESS Applications will be made available to the CMAB Board of Directors or a review panel at least two weeks prior to the review date. Applications are assigned final scores at an in-person review meeting. Each application will receive a score on a scale from 0 to 35. An application must attain an average of 50% or higher to be considered for funding. All review meetings are open to the public; see CMAB website for board and panel review dates. CMAB Directors give final approval on all grant awards. Scores may be adjusted during final review. All applicants will be notified of the Board’s decision. GRANT CONTRACT Awardees must submit a contractual agreement within 30 days of notification. Failure to provide required documents can result in the cancellation of a grant commitment. If funds are refused within 45 days of receipt of grant notification, they will be offered to the next applicant in rank order. Returned or refused funds will be applied to future grant rounds after 45 days. ACKNOWLEDGEMENT OF CMAB FUNDING Because it is important for the public to understand how state tax dollars are returning to their communities, and to fulfill Minnesota state law requirements, grantees are contractually required to acknowledge CMAB funding. The appropriate statement is provided to awarded applicants in their grant contract. This acknowledgement statement must appear on all advertising material, programs, press releases and announcements referencing the funded event. Grantee must provide copies of all internally generated advertising materials and programs with their final report. FINAL REPORTS A final report must be submitted within sixty (60) days of the project’s completion. Failure to submit a final report will result in the recipient being ineligible to apply for CMAB grants until the final report is received. GRANT APPEAL PROCESS Any applicant who can show cause that established grant review procedures were not followed, or that the policies of the program were not equitable to all applicants, may file an appeal in writing within fifteen (15) business days of being notified of the CMAB’s decision. The Executive Committee will review the appeal and determine if further investigation is warranted. If there is cause for an appeal, the matter will go before the full board for a final decision. There is no right of appeal to dispute decisions in respect to artistic quality or merit, ability or need. Contact the CMAB office to view a copy of the complete appeal policy. Updated 6/2/2020 11 DEFINITIONS Applicant: Individual/group/organization/local government organizing and implementing the proposal. If two groups are involved, select one to be the lead and therefore the applicant. Authorizing Official: Person empowered to enter into contracts for the applicant organization. This is usually the board chairperson, president or executive director. CMAB Fiscal Year: The CMAB Fiscal Year runs from July 1st to June 30th. Community: The group(s) of individuals served. Evaluation: A systematic determination of merit, worth and significance, using established criteria. The primary purpose of evaluation, in addition to gaining insight into prior or existing initiatives, is to enable reflection and assist in the identification of future improvements or change. Fiscal Agent: Organization which is legally responsible for the proper use of the grant funds when an applicant is not a school or unit of government and does not have tax-exempt status under Section 501©(3) of the Internal Revenue Code. Goal: Specific, measurable, attainable, realistic and time-targeted objectives that allow people to identify and then work towards outcomes. Outcome: The final result when goals have been achieved and the proposed activities are complete. Project Director: Person responsible for overseeing the implementation of the proposed project. This person is responsible for the timely submission of all required forms and reports to the Central MN Arts Board and should be knowledgeable in all aspects of the proposed project. Substitute: To take the place of and serve as a replacement for another existing source of funding. To pay for an existing program or curriculum requirement that should be funded through the state education budget. Total Annual Organizational Expenses: The total expenses that occurred in the organization’s last completed fiscal year and those projected in the organization’s current fiscal year. For more information about Central MN Arts Board programs and services visit our website at http://www.centralmnartsboard.org or call 320.968.4290 or 1-866-825-1741. Arts Experiences FY 2024 Grant Program Program Overview and Application Instructions Application deadlines Before 4:30 p.m. July 21, 2023 Board approval of grants March 2024 Grant period May 2024 to April 2025 540 Fairview Avenue North Suite 304 Saint Paul, MN 55104 (651) 539-2650 (800) 866-2787 MN Relay 711 msab@arts.state.mn.us www.arts.state.mn.us Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions Contents Program Summary ........................................................................................................................... 1 Arts Experiences program purpose ......................................................................................... 1 Review criteria ......................................................................................................................... 1 Who is eligible to apply? .......................................................................................................... 3 Application Summary ....................................................................................................................... 7 Application Instructions .................................................................................................................... 8 Application forms ..................................................................................................................... 8 General program information ................................................................................................ 18 Application deadline .............................................................................................................. 19 About the Minnesota State Arts Board ........................................................................................... 20 Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 1 Program Summary Arts Experiences program purpose This pilot program supports individuals and organizations in providing meaningful arts experiences for Minnesotans within their communities. Funds may be used for a variety of arts programming such as creating and/or presenting concerts, plays, tours, exhibitions, arts festivals, public art, or other kinds of activities that provide Minnesotans with opportunities to engage in arts activities that are instilled into community or public life. Program outcome Through this program, the Arts Board hopes to achieve the following outcome: Minnesotans experience and benefit from the kinds of arts experiences and opportunities they value. Applicants will need to design projects, and articulate applicant outcomes, that help achieve the program outcome. Review criteria Proposals will be reviewed, and grants will be awarded, based on the degree to which the applicant meets the following review criteria. (38 points total) 1. The applicant has an established track record of engaging Minnesotans in meaningful arts programming. (12 points) 2. The applicant has a feasible plan to provide meaningful arts programming through which Minnesotans will experience and benefit from the kind of arts experiences they value during the grant period. The plan is rooted in the needs and interests of the intended audience and/or participants, and will be carried out by a qualified team of relevant stakeholders. (14 points) 3. Underserved populations benefit from the applicant’s arts programming. (12 points) For organizations: The applicant’s board and staff reflect the underserved population(s) the applicant’s arts programming is designed to benefit. For individuals: The applicant has an authentic connection with the underserved population(s) their work is designed to benefit. The following are examples of underserved populations that arts programming might be designed to benefit: residents and communities in greater Minnesota; individuals with disabilities; veterans; individuals in institutions; individuals who are Black, Indigenous, or people of color; LGBTQIA+ communities; older adults. Use of funds Arts Experiences funds may be used for activities whose primary purpose is engaging Minnesotans in experiencing and benefitting from the kind of arts experiences they value. Funds may be used for purposes such as: • Expenses associated with creating and/or presenting concerts, plays, tours, exhibitions, arts activities that take place at festivals, or other kinds of activities that provide Minnesotans with opportunities to engage in arts experiences that are instilled into community life. • One-time, multiple, or yearlong activities. • Professional development opportunities that increase the knowledge and skills of artists or program providers, as long as the primary focus of the proposal is to engage Minnesotans in arts experiences during the project period. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 2 • To pay salaries or fees for arts program administrators, artists, or collaborators that are involved in delivering the arts experiences. • To purchase supplies, equipment, or services needed to accomplish arts activities. • Expenses associated with ensuring the arts experiences are accessible to individuals with disabilities. • Expenses associated with planning and promoting the arts experiences. Unallowable expenses The following activities do not make an application ineligible, but funds may not be used for these purposes: 1. To support salaries or overhead of public or private schools, colleges, or universities. 2. To support academic credit producing activities or events which are primarily oriented to postsecondary students and the academic community. 3. For activities that take place outside of the grant period. 4. To solely purchase or commission a work of art, unless communities or participants will play a role in creating the work as part of the proposed arts programming. 5. For fundraising activities such as grant writing, benefits, auctions, or fundraising events. 6. For any expenses that do not directly support the organization’s arts priorities or programming. 7. For any activity that violates federal, state, or local laws, ordinances, or policies. Failure to comply with this requirement may cause the grant to be terminated and funds to be forfeited. 8. For costs that do not support arts programming in one of the artistic disciplines the Arts Board funds (see disciplines listed in Arts programming on page 5). 9. For work on scholarly manuscripts or standard journalism. 10. To pay an artist or arts organization to provide essentially the same services that an ongoing teacher or arts specialist previously provided or would be expected to provide in a school setting. 11. To replace discontinued or nonexistent arts programs that should be fulfilling the state’s arts curriculum requirements in schools. 12. For projects primarily designed for the development of teaching artists or staff of an organization. 13. For tuition for teachers to earn degrees, meet licensure requirements, or meet continuing education requirements to retain a teaching license. 14. For projects focused mainly on creating and managing online databases, tools, and/or nonparticipatory resources such as teaching guides or archives of exhibitions/programs. These kinds of activities might be components of a larger Arts Experiences project that actively engages artists with participants, but cannot be the primary focus of a project. 15. For projects focused mainly on curriculum development and/or developing an arts program that will not be implemented during the grant period. An application will not be eligible if any of the following are true: 1. Artists are required to pay excessive entry or exhibition fees in order to exhibit or perform in the project or program for which funding is sought. 2. Funds are requested for payment of debts incurred before the grant activities begin. 3. Funds are requested to support activities that are essentially for the religious socialization of the participants or audience. 4. Funds are requested to support activities in primary or secondary level parochial schools. 5. Funds are requested for activities that attempt to influence any state or federal legislation or appropriation. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 3 6. Funds are requested to pay for capital costs, such as improvements, construction, property, or endowment funds. 7. Funds are requested to pay for equipment costing more than $4,999. 8. The complete application is not received by the Arts Board before 4:30 p.m. on the day of the application deadline. 9. The applicant has any overdue reporting requirements as specified in a previous contract with the board. 10. The applicant is not in compliance with any active contract with the board. 11. The applicant has been deemed ineligible to receive funding from the Arts Board or a regional arts council for noncompliance with a current or previous grant contract. 12. The applicant does not make all events open to the general public. 13. The applicant does not establish admission charges for the events, although it would be feasible to do so. 14. Funds are requested to start, match, add to, or complete any type of capital campaign. 15. Funds are requested to support activities that will not take place within the geographic boundaries of Minnesota. In addition to the above, applications from individuals that include any of the following items will be ineligible: 16. Activities that involve any organization at which the applicant is employed and/or from whom the applicant receives a W-2 or 1099 form. 17. Paying for tuition, fees, or work toward any degree. 18. Paying for translating another person’s literary work. 19. Developing curriculum plans, teaching materials, or teaching programs that are intended to be used in the applicant's regular course of employment. 20. Covering the costs of relocating the applicant’s legal address/residence outside the state of Minnesota. 21. Paying for the establishment of any type of arts, other nonprofit, or for-profit organization. Who is eligible to apply? Both individuals and organizations are eligible to apply for an Arts Experiences grant. 1. An eligible individual applicant must be all of the following. a. An artist working in dance, media arts, music, photography, poetry, prose, theater, or two-and three-dimensional visual art; —or— A culture bearer who has been trained by traditional elders or master artists and whose artistic practice is reflective of the cultural life of a community. b. A United States citizen or must have attained permanent resident status. c. At least 18 years of age on the application deadline date. d. Have been a Minnesota resident for at least six months prior to the application date, and must continue to reside in Minnesota throughout the contract period. e. Have been actively engaging Minnesotans in arts activities for at least two years prior to the application deadline. An individual may submit an application in only one of the following programs in FY 2024: Creative Individuals, Arts Education, Arts Experiences, or Cultural Expression. An individual that requests a grant that is more than $25,000 must apply with a Minnesota Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 4 tax-exempt or public fiscal sponsor. 2. An eligible organizational application must be all of the following. a. An organization, entity or group that is: − A 501(c)(3) tax-exempt arts organization; or − A 501(c)(3) tax-exempt nonarts organization that regularly offers arts programming as an integral part of its mission; or − A unit of state, local, or tribal government, or a public school; or − An arts affiliate of a nonprofit organization or public entity; or − An arts group without 501(c)(3) status applying with a Minnesota tax-exempt or public fiscal sponsor. b. Physically located in Minnesota. The majority of the applicant’s arts programming, services, or activities must take place in Minnesota, and must primarily serve and engage Minnesota audiences and participants. c. Have been in existence and actively providing arts programming in Minnesota as an important part of its mission for at least two years prior to the application deadline. d. Have at least one paid staff person in a position of artistic or administrative oversight. The paid staff person may be full-time or part-time, salaried or contracted. An organization may submit an application in only one of the following programs in FY 2024: Arts Education, Arts Experiences, Cultural Expression. Additional eligibility limitations for organizational applicants • For all applicants regardless of organization type, a program, division, or affiliate of an organization and its host organization cannot both apply for an Arts Experiences grant. • A nonprofit or government applicant that is not an arts organization must be able to separately identify its arts programming revenues and expenses from its nonarts financial activity. • An applicant that is an arts affiliate must be able to separately identify its arts programming revenues and expenses from its host institution’s financial activity. • Organizations whose main purpose is to raise funds for another person, organization, or cause are not eligible to apply in this program. • Any state agency, public entity, or nonprofit organization that receives a legislative appropriation or legislatively mandated grant from the State of Minnesota’s arts and cultural heritage fund for FY 2024 is NOT eligible to receive a FY 2024 Arts Experiences grant. Definitions • Applicant – Throughout this document and in the application forms, the word applicant means an individual artist or culture bearer, an arts nonprofit organization, an arts affiliate, an arts group with a fiscal sponsor, or a public entity that is applying for funding. It does not refer to the fiscal sponsor of an arts group without 501(c)(3) status or the host institution of an arts affiliate. • Arts affiliate – A distinct arts program hosted by a Minnesota public institution or nonprofit organization that provides arts programming or activities that primarily serve the general public, not the host institution and/or its constituents. The affiliate must have a citizen advisory or governing board that is independent from the host organization’s board. It must maintain financial statements that are separate from the host institution’s budget and must receive charitable arts support from multiple sources beyond the support it receives from the Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 5 host institution. Arts programming or services represents at least 90 percent of its annual operating expenses. • Arts group without 501(c)(3) status – In this program, an arts group without 501(c)(3) status is a collective of two or more people working together to offer arts programming for public benefit (i.e. educational or charitable purposes) that maintains financial statements for group activities. A group cannot be an individual or a sole proprietorship. An arts group without 501(c)(3) status must apply with a Minnesota based tax-exempt or public fiscal sponsor. Arts programming or services must represent at least 60 percent of the arts group’s annual expenses. • Arts organization – A nonprofit 501(c)(3) tax-exempt organization that has an arts focused mission and for whom arts programming or services represents at least 60 percent of the organization’s annual operating expenses. In this program, public or private pre-K through 12 schools, colleges, and universities; radio and television stations; libraries; zoos; children’s museums; historical societies or museums; natural history museums; civic organizations; human service organizations; or other community service agencies do not meet the definition of arts organization. • Arts programming – Activities, events, classes, or other programming in one or more of the following artistic disciplines: dance, media arts, music, photography, poetry, prose, theater, two- and three-dimensional visual art, folk arts, and/or traditional arts. • Greater Minnesota – Any location outside of the seven-county Twin Cities metropolitan area. The seven metro counties include: Anoka, Carver, Dakota, Hennepin, Ramsey, Scott, and Washington. • Nonarts organization – A 501(c)(3) tax-exempt nonprofit organization, or a public entity such as a unit of state, local, or tribal government or a public school, that does not meet the above definitions of arts organization, arts affiliate, or arts group. Nonarts applicants must regularly offer arts programming as an integral part of their mission and separately identify their arts programming revenues and expenses from their nonarts financial activity. • Organization that exists primarily to serve people with disabilities – An organization whose mission or purpose is to serve, educate, or elevate people with disabilities as artists, audiences, learners, or participants. Grant amount The maximum grant amount is $35,000; the minimum grant award is $5,000. No matching funds are required. The board reserves the right to award full or partial support for proposed activities. Grant period Applicants selected to receive a grant will be expected to sign a grant contract. Grant activities may begin after all required parties have signed the grant contract, or the grant period start date that will be specified in the contract, whichever is later. Once awarded, grantees will have one year, from May 2024 to April 2025, to complete all the funded activities and spend the grant funds. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 6 Deadline Applications must be submitted to and accepted by the online WebGrants system BEFORE 4:30 p.m. on Friday, July 21, 2023. Application review All Minnesota State Arts Board FY 2024 grant applications will be reviewed by a team of individuals who have experience in the arts or in nonprofit management. Each review team will be designed to mirror the state’s geography and demographics. The review process will also include a public review meeting; applicants will be able to listen via phone or watch via Internet. In order to increase demographic and geographic fairness, funding priorities have been set for the Arts Experiences grant program. The intent is to help ensure that applicants from priority groups are able to equitably access public funding on behalf of their communities. The three priority groups include: • Individuals who are Black, Indigenous, or a person of color; or Organizations in which Indigenous people or people of color comprise 50 percent or more of the board and staff. • Individuals with disabilities; or Organizations in which individuals with disabilities comprise 50 percent or more of the board and staff, and/or organizations that primarily serve people with disabilities. • Individuals who live in greater Minnesota, or Organizations located in greater Minnesota. Grant funds will be allocated based on reviewers’ scores and funding targets for priority groups. Priority group applicants will receive a percent of the grants awarded that is equal to or greater than their percentage of the applicant pool. Applicants must meet a predetermined minimum score for all review criteria in order to be considered for funding. For questions or help An application summary is on page 7; the application instructions begin on page 8. Please refer to these sections for detailed information. For questions about eligibility or the content of the application, please contact: Jamie Marshall or Rina Rossi ArtsExperiences@arts.state.mn.us or (651) 539-2671 For questions about the technical aspects of the application forms, or questions about submitting the online application, please contact: Justine Pearson at apply@arts.state.mn.us or (651) 539-2663 For accessibility inquiries, please contact: Annick Dall-Desbois at Annick.Dall-Desbois@arts.state.mn.us or (651) 539-2651 All staff members can be reached toll-free at (800) 866-2787 or through Minnesota Relay 711. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 7 Application Summary A complete application will include the following forms. General Information Select the contact person(s) for the application (see page 8). Eligibility Certify that the applicant meets all eligibility criteria (see page 9). Artistic Engagement Provide examples of arts engagement in one to three Web links or attachments (see page 9). Outcomes State a project outcome that the applicant will work to achieve with grant funds, and identify how progress achieving the outcome will be evaluated (see page 10). Narrative • Write a public statement. • Provide a general overview of your mission and history in the arts. • Provide responses to the narrative questions and address the review criteria (see page 10). Spending Plan Complete a simple line item form to show how grant funds would be spent (see page 13). Applicant Background • Form A - Organizations will provide demographic information about the organization’s board and arts programming administrators (see page 14). • Form B - Individuals will provide demographic information about themselves (see page 14). Nonprofit, Fiscal Sponsor Attach the required documents (see page 14). Financial Information An applicant that requests a grant of $25,001 to $35,000 must provide the required financial documents (see page 15). Populations Benefitting Provide information about the communities the applicant typically serves (see page 16). Certifications and Signature Certify that all information provided is complete and accurate (see page 17). Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 8 Application Instructions Applicants are encouraged to carefully review this Program Overview and Application Instructions document and then contact a program officer with any questions they may have. All applicants are required to use the WebGrants system to apply and will submit all materials electronically. Resources to help navigate WebGrants are available on the Arts Board Web home page. WebGrants registration All applicants must be registered as users in the WebGrants system in order to apply to any Arts Board program. New users must register before they may begin an application. Registrants will receive a WebGrants user ID and password within one to two business days, which will also be used for any subsequent WebGrants applications and grants management activity. How to start an application • Log in to WebGrants • Select: Funding Opportunities • Select: FY 2024 Arts Experiences • Select: Start a new application Application forms When preparing narrative text, applicants are strongly encouraged to work in their own preferred word processing format and then copy and paste text into WebGrants to ensure that work is saved properly. Avoid unnecessary formatting. Text limits are measured in characters not words, and include spaces. General Information Form Primary contact • For individual applicants - The primary contact must be the applicant who is requesting funds. • For organizations - This is the person responsible for completing and submitting this application and is the liaison between the applicant and the Arts Board. Consider who should be receiving communications from the Arts Board about this application and throughout the grant period when selecting the primary contact. Additional contacts • For organizations only - If more than one person will be working on the application, or someone other than the primary contact should be the liaison related to grant activities, select their names from this list. Project title: This field will populate automatically. No changes are necessary. Organization • For individual applicants – Select “Apply as Individual” • For organizations – Select the applicant’s name from the drop-down list Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 9 If the applicant is a 501(c)(3) tax-exempt organization, the applicant’s legal name in WebGrants must match exactly the legal name printed on its IRS letter of determination. If the organization name in the drop-down menu does not currently match, please update your organization’s legal name in the My Profile tab in the WebGrants main menu. If your organization uses another name as a publicity name, list that in the Alternate Name field in WebGrants. Eligibility Form Indicate that the applicant has read, understands, and meets all listed eligibility requirements and is eligible to apply to this program; and that the applicant has read the Tennessen warning. Artistic Engagement Form The purpose of the artistic engagement form is to provide evidence that the applicant has an established history of engaging Minnesota communities in meaningful arts experiences. Information in this form will help application reviewers evaluate the first review criterion. Examples of artistic engagement Applicants must include one to three Web links or attachments as examples of their engagement of Minnesotans in arts experiences they value. Examples might include Web pages featuring current or past arts programming, social media highlighting arts activities, video recordings and visual documentation of participants engaging in the applicant’s arts programming, promotional materials of past arts programming or activities, evaluation results from past arts activities, or other examples that demonstrate the first review criterion. Note: Reviewers will be instructed to spend no more than 10 minutes reviewing examples. Applicants should double check all Web links and attachments to ensure they are accessible to reviewers. If submitting news articles or social media examples, consider submitting a PDF or screenshot rather than a Web link to avoid content being inaccessible behind a paywall or requiring a website login. If submitting links to Google Drive or other file sharing sites, be sure that sharing permissions allow anyone with the link to view the content. All Web links and attachments must remain live and active throughout the review period. They can be deactivated or removed after grants have been awarded. Examples that reviewers are unable to access will not be used in the review process. Attachments may be images (JPG files), text (PDF files), or audio files (MP3). For video, use the text box to provide a link. When naming files or attachments: • Use only letters of the alphabet, numerals, underscores, or dashes. • Do not use commas, periods, other punctuation marks, or special characters, as they may result in file corruption. Notes about rights • The works and the rights to those works resulting from Arts Board grants are the sole property of the artist(s). • Artists must not present the work of others as their own work. When adapting, incorporating, or significantly drawing upon others’ work, proper attribution is expected. The Arts Board may use submitted work samples in promotional materials and online. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 10 Outcomes Form Arts Board program outcomes Select the Arts Board program outcome for the Arts Experiences program. Applicant’s project outcome (150 characters) State a distinct and measurable outcome that the applicant intends to achieve with the support that would be provided by this Arts Board grant. The applicant’s project outcome must support the Arts Board program outcome selected above. An outcome describes a change in knowledge, attitude, skill, behavior, or condition among the people a project is designed to benefit. Effective project outcomes are specific, measurable, and can be reasonably achieved by the proposed activities. Outcomes always have two parts; the first part describes the person/people who will change, and the second part describes what that change will be. The following are examples of how an Arts Experiences project outcome might be stated: • Festival participants will experience art forms that are new to them. • Audiences will learn about and hear early classical music for the first time. • Adults with dementia and their caregivers will experience comfort and a sense of joy through singing together. Avoid using statements like the following that describe activities, but not changes in knowledge, attitudes, skills, behavior, or conditions among the people the project is designed to benefit: • The applicant will provide five concerts to an audience of more than 100 people. • Youth will meet with professional artists. How will the applicant’s outcome be evaluated? (250 characters maximum) Describe the method(s) the applicant will use to evaluate progress toward achieving the project outcome. For information about outcomes based evaluation, applicants may refer to Getting started with program evaluation, a resource guide published by the National Assembly of State Arts Agencies. The proposed and actual outcomes, as well as the evaluation plan, will be posted on the Minnesota Legacy Web site. Narrative Form Public statement (250 characters maximum) If the application is funded, the public statement will be posted on the Arts Board website and other locations. Summarize the activities that the grant funds would support. Write in a factual manner, in the third person, using complete sentences. Example: [Applicant Name] will present the Main Street Arts Festival featuring 100 local artist exhibitors and five artist demonstrations. Mission and history (1,500 characters maximum) Provide general overview information about your mission and history in the arts. This section will be important to determine whether applicants meet the eligibility requirement of having been actively engaging Minnesotans in arts activities for at least two years prior to the application deadline. It will also be used by panelists for additional information in support of the criteria. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 11 • For organizations: State your organization’s mission. When did your organization begin offering arts programming? What are the types of arts activities your organization has offered throughout its history? Who are the Minnesotans that your typical arts programming benefits (for example, community choir participants and concert audiences; youth who live in a particular neighborhood; emerging media artists of color in the Twin Cities; etc.). • For individuals: Describe your artistic background and mission as an artist. When did you begin engaging Minnesotans in your creative practice? What are the types of arts activities in which you have engaged Minnesotans over time? Who are the Minnesotans that you typically engage in arts activities (for example, community choir participants and concert audiences, youth who live in a particular neighborhood, emerging media artists of color in the Twin Cities, etc.). Narrative questions (6,000 characters maximum) Respond to the questions in the bullet point lists below to provide evidence of how you meet the three review criteria. Review criterion 1: The applicant has an established track record of engaging Minnesotans in meaningful arts programming. (12 points) • Describe the types of arts programming you have been offering more recently. Include attendance and participation numbers for recent activities. • In the Mission and History section, you were asked to describe the Minnesotans who your typical arts programming is designed to benefit. Why have you offered these activities for these groups of Minnesotans? How do these activities respond to the needs and/or interests of your audiences and participants? What are the specific needs and/or interests the activities address? • What kind of benefit has your arts programming had for Minnesota audiences and participants, and how do you know? How have you measured the impact of the activities? How do you know that the arts programming you have been providing is the type of arts experience your audiences and participants value? Note: Panelists will also review the samples of artistic engagement you’ve provided to help them score how well you are meeting this criterion. Review criterion 2: The applicant has a feasible plan to provide meaningful arts programming through which Minnesotans will experience and benefit from the kind of arts experiences they value during the grant period. The plan is rooted in the needs and interests of the intended audience and/or participants, and will be carried out by a qualified team of relevant stakeholders. (14 points) • Describe the arts activities you would use grants funds to support. Include details and specifics such as timelines, locations, and partners when possible or relevant. What kind of impact do you want these activities to have on those who are engaged? • Applicants should use the Spending Plan form to identify how they will spend the requested Arts Board grant funds to accomplish their proposed arts programming within the grant period. If there is anything else you want the reviewers to know about the financial resources for this project, make sure to provide information either in the Narrative or Spending Plan form. For example, if you will use additional funds beyond the grant request to accomplish your proposed programming, include information about the additional funds and what those funds will be used to cover. If you have omitted certain project expenses from the Spending Plan form, explain what they are and why. • Strong projects will engage Minnesotans beyond the applicant themself, or the applicant’s Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 12 paid staff and board members. Describe the specific groups of Minnesotans who will be engaged in the arts activities you are proposing as audiences and/or participants. • How have you determined that the proposed arts activities are right for these audiences and/or participants at this time? How do you know that these are the type of activities the intended audiences and/or participants would value? How have you gathered or incorporated input, or taken into account the needs and interests of the intended audiences and/or participants? • How will intended Minnesota audiences and/or participants find out about the arts programming? • Describe the artists who will lead the arts activities. How are they qualified to lead the proposed activities for the intended audiences and/or participants? If artists have not yet been selected, describe the process and criteria that you will use to select them, and provide some examples of qualified artists you’ve worked with in the past. • Describe the team who is responsible for the design, coordination, and direction of this project. If this is not already addressed elsewhere, explain how the team is representative of the relevant stakeholders (e.g., the program director, executive director, administrative coordinator, and majority of participants identify as Hmong American). Review criterion 3: Underserved populations benefit from the applicant’s arts programming. (12 points) For organizations: The applicant’s board and staff reflect the underserved population(s) the applicant’s arts programming is designed to benefit. For individuals: The applicant has an authentic connection with the underserved population(s) their work is designed to benefit. The following are examples of underserved populations that arts programming might be designed to benefit: residents and communities in greater Minnesota; individuals with disabilities; veterans; individuals in institutions; individuals who are Black, Indigenous, or people of color; LGBTQIA+ communities; older adults. • Describe the demographics of the people that your work has consistently benefitted, and your relationship to any key demographic groups over time, if you have not already done so. Demographics include things that participants or audience members have in common such as where they live, their race/ethnicity, ability/disability, and/or other demographics that are important to your work with that group. • For organizations: Reviewers will see the information that you have provided about your board and arts programming staff on the applicant background form. If there is anything that isn’t captured in that form that you want reviewers to know, please explain here. Note: When answering this question, applicants should focus specifically on board members, and on the staff members that hold decision-making roles in relation to administering the arts programming you provide. • For individuals: Reviewers will not see your applicant background form—please use this section to tell reviewers what you want them to know about the parts of your identity that are significant to you or impact your creative work. Consider things like where you live in Minnesota, your race, ethnicity, cultural background, disability, and/or other parts of your identity you wish to share. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 13 Spending Plan Form Identify how you will spend Arts Experiences grant funds to accomplish your proposed arts activities within the grant period. In the narrative text box, provide an explanation for every line item with a dollar amount entered, or enter “N/A” if line item doesn’t apply. Only include expenses that are relevant to and necessary for arts programming. • Compensation: Describe payments the applicant expects to make to artists, other personnel needed to support arts programming, and any others who may be paid with grant dollars for planning, creating, teaching, performing, evaluating, etc. • Materials/Services: Include costs for items such as art supplies, tools, copyright fees, online subscriptions, Internet/Web services, graphic design, CD printing, framing, etc. • Accessibility: Include costs that may be incurred to ensure accessibility for populations with disabilities such as captioning, ASL, audio description, multi format materials, etc. • Equipment purchase: Refers to the purchase of necessary items such as musical instruments, cameras, kiln, etc. Applicants may also purchase accessibility equipment (e.g., assisted listening devices or captioning equipment). The total combined cost for all equipment to be purchased may not exceed $4,999. • Administration: This line is for indirect or overhead costs that are directly related to and necessary for the grant activities such as time and expenses related to accounting, processing payroll or taxes, etc. • Other: Include other relevant expenses including promotion and marketing, rental of equipment or space other than the applicant’s normal facilities, travel within the state of Minnesota, etc. • Total dollars requested: The total dollars requested will calculate automatically. All amounts in the spending plan should reflect actual expenses; unrealized income such as scholarships, discounts, or in-kind support is not considered an expense. For example, instead of allocating $5,000 for "offering free tickets for families” use the spending plan to show which expenses the $5,000 would cover, such as paying artists or purchasing materials. Note: Applicants are encouraged to ask for what they need, between $5,000 and $35,000. The amount of the grant request will not create an advantage or disadvantage for the application. SAMPLE EXPENSE DESCRIPTION Compensation: Festival coordinator stipend = $6,000; musicians = $2,000 (4 x $500); dance groups = $2,000 (4 x $500); demo artists = $2,000 ($1,000 x 2) Materials and services: Community art project supplies = $1,000; tape, markers, signage supplies = $500; flyers and postcards = $1,000 Accessibility: Adaptable arts tools = $200; accessible toilet rental = $400; wheelchair ramp rental = $400 Equipment purchase: New PA system = $2,259 Administration: Bookkeeping salary and fringe benefits = $500 Other: Online advertising = $1,000; newspaper advertising = $1,500; postage to mail postcards = $550 Applicant Background The Arts Board will use the information reported in these forms to monitor its own efforts to reach all of Minnesota’s demographic groups, and will use the information to allocate funds, ensuring that priority groups receive a percentage of grants awarded that is equal to or greater than their proportion of the total applicant pool. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 14 In each form, applicants will select whether they are applying as an organization or individual. The applicant then must either complete, save, and mark as complete; or leave blank, save, and mark as complete. • Form A – Organizations (Individuals must save and mark “Complete”) In this form, organizations will provide information about their board and arts programming administrators. When responding to the questions in this form, applicants should include board members and any staff members that are in decision-making roles regarding the administration of their arts programming. Individual applicants will not report their information in this form, but must save it and mark it complete. • Form B – Individuals (Organizations must save and mark “Complete”) In this form, individuals will provide information about themselves. Panelists do not see this form. Individual applicants will be asked to describe themselves, the communities they are part of, and the communities they serve elsewhere in the application. Applicants that are not U. S. citizens, but have permanent resident status, will be directed to attach a copy of their permanent resident card as a PDF file. Organization applicants will not report their information in this form, but must save it and mark it complete. Nonprofit and Fiscal Sponsor Form Provide evidence and documentation related to the applicant’s eligible entity type. Fiscal sponsor materials An applicant must apply with a fiscal sponsor if it is an arts group without 501(c)(3) status, or an individual requesting more than $25,000. Applicants who are required to use a fiscal sponsor must submit the following: • The fiscal sponsor agreement, see below (attach as PDF file). • The fiscal sponsor’s IRS 501(c)(3) determination letter (attach as PDF file). If the fiscal sponsor is a public entity, such as a unit of state, local, or tribal government, or a public school, no documentation is required. • The fiscal sponsor’s legal name and contact information. Fiscal sponsor agreement Applicants who are required to use a fiscal sponsor must submit a fiscal sponsor written agreement that: • Includes a description of the relevant responsibilities of both the applicant and the fiscal sponsor, • Is signed by both the applicant and the fiscal sponsor, and • Is dated within 12 months of the application deadline. The following are not allowed in this program • A nonprofit organization or public entity cannot serve as fiscal sponsor for an individual who is an employee, contractor, or board member of the nonprofit organization or public entity. • A nonprofit organization or public entity cannot serve as fiscal sponsor for a group that Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 15 includes an individual who is an employee, contractor, or board member of the nonprofit organization or public entity. • A nonprofit organization or public entity cannot serve as fiscal sponsor for an individual, or a group that includes an individual, who is a family member of the nonprofit organization’s or public entity’s board or staff. • A tax-exempt organization with an IRS designation other than 501(c)(3) may not use a fiscal sponsor to apply. • An organization incorporated as a domestic business corporation may not use a fiscal sponsor to apply. Applicants entering into fiscal sponsorship agreements are strongly encouraged to know their rights and responsibilities and to utilize best practices when entering into such an agreement. Visit the National Network of Fiscal Sponsors for information and resources. Evidence of nonprofit status • If the applicant is a 501(c)(3) organization, attach the applicant’s IRS 501(c)(3) determination letter (PDF file). • If the applicant is a public entity (such as a unit of state, local, or tribal government, or a public school), no documentation is required. • If the applicant is an arts affiliate of a 501(c)(3) organization, provide the name and address of the host institution and attach its IRS 501(c)(3) determination letter (PDF file). • If the applicant is an arts affiliate of a public entity, provide the name and address of the host institution. Financial Information Form Individual applicants are not required to provide financial information. Organization applicants that request a grant of $25,000 or less are not required to provide financial information. Organization applicants that request a grant of $25,001 to $35,000 are required to provide the following financial information: • A 501(c)(3) tax-exempt arts or nonarts organization must provide the required financial documents for the overall organization. • A unit of state, local, or tribal government, or a public school, must provide the required financial documents for the overall entity. • An arts affiliate of a nonprofit organization or public entity must provide financial statements that show its arts income and expenses separate from the overall income and expenses of the host institution’s. • An arts group without 501(c)(3) status applying with a Minnesota tax-exempt or public fiscal sponsor must provide financial statements that show its arts income and expenses, not the income and expenses of its fiscal sponsor. Use the chart below to determine the correct financial documents to submit, if any. Please contact a program officer if you are unsure what financial information to provide. Applicant type / budget size FY 2021 documents to attach (as PDF files) Organization with FY 2021 annual revenue greater than $750,000 Certified audit Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 16 The identification of a “fiscal year” is the year in which it ends. For example, if an applicant’s fiscal year runs October – September, the period ending September 2021 would be FY 2021. File naming requirement • Name files with a combination of the applicant name and document title. For example: YourOrganizationName-Financial2021.pdf, or YourOrganizationName-501c3-Determination.pdf • Use only letters of the alphabet, numerals, underscores, or dashes in file names. Do not use commas, periods, other punctuation marks, or special characters, as these may result in file corruption. Populations Benefitting Form Estimate the percentage of people engaged by the applicant’s arts programming in calendar year 2022, who identify with each of the listed demographic groups. These responses should refer to populations engaged directly; only include broadcast or online audiences and participants that were directly engaged in arts programming (such as viewers who downloaded a video performance or viewed an online exhibition). Do not report people who engaged in your electronic marketing efforts (such as people who saw a social media post about a festival or visited your website to purchase tickets to a concert). • Age – An individual should be reported in only one group. Percentages should add up to 100. • Geography – An individual should be reported in only one group. Percentages should add up to 100. • Race/ethnicity – An individual should be reported in only one group. Percentages should Organization with FY 2021 annual revenue of $50,000 – $750,000 IRS form 990 or 990-EZ or certified audit if available. If your organization’s fiscal year begins on January 1, attach, the IRS 990 dated 2021. If your organization’s fiscal year begins in any other month other than January, attach the IRS 990 dated 2020. Organization with FY 2021 annual revenue less than $50,000 Internal board approved financial statements for fiscal year 2021, which must include the statement of financial activities (income and expense) and statement of financial position (balance sheet) for fiscal year 2021. Arts affiliates Financial statements for fiscal year 2021 that show the affiliate’s statement of financial activities (income and expense statement) separate from the host institution’s. If the arts affiliate does not have its own statement of financial position (a balance sheet), include the host institution’s fiscal year 2021 statement of financial position (balance sheet) along with the affiliate’s fiscal year 2021 statement of financial activities (income and expense statement). Arts groups without 501(c)(3) status Financial statements for fiscal year 2021, which must include the statement of financial activities (income and expense statement) and statement of financial position (balance sheet) for fiscal year 2021. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 17 add up to 100. • Distinct populations – Individuals may fall into multiple groups. It is also possible the applicant is not serving individuals in any of these groups. Percentages are not intended to be added together. The Arts Board uses information entered on this form to prepare aggregate reports that are required by the National Endowment for the Arts, and to monitor its efforts to reach all of Minnesota's demographic groups and geographic areas. Information in this form will also be used by reviewers to learn which key demographic groups the applicant typically serves. Certifications and Signature Form The signature of the individual applicant, or a signature of a corporate official having the authority to enter into legal agreements on behalf of an organization applicant is required. Minnesota law authorizes state government agencies to conduct transactions electronically. Minnesota Statutes 302A.015 defines an electronic signature as "an electronic sound, symbol, or process attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record." The names in the signature list are the applicant's registered WebGrants users. If the authorizing official's name is not in the list, register the authorizing official into WebGrants through the My Profile selection on the WebGrants main menu. Entering an individual's name in a signature box constitutes the individual's electronic signature. The signature certifies that all information in the application is true and correct. It also certifies that the applicant meets all the program eligibility requirements and intends to use the granted funds only for allowable purposes. If an applicant receives an Arts Board grant that includes dollars from the State of Minnesota’s arts and cultural heritage fund, it must certify that it will only use those funds for the following purposes: • To produce, present, or offer programs, projects, services, or activities in the arts, arts education, arts access, or arts that preserve Minnesota’s history and cultural heritage; • To support programs, projects, services, or activities that take place within the state of Minnesota; • To support programs, projects, services, or activities for which measurable outcomes have been established, and a plan for evaluating the outcomes and results is in place; • To supplement and not substitute for traditional sources of funding; and • To underwrite only those administrative, indirect, or institutional overhead costs that are directly related to and necessary for the programs, projects, services, or activities that the applicant will offer with the arts and cultural heritage funds it receives from the Arts Board. Legacy amendment requirements • This grant program exists because of an appropriation from the State’s arts and cultural heritage fund (ACHF). The Minnesota Constitution requires that arts and cultural heritage fund dollars must be used to supplement not substitute for traditional sources of funding. The Minnesota State Legislature passed a law that requires all recipients of ACHF dollars to ensure that they are in compliance with the constitutional requirement. If awarded arts and cultural heritage funds, a grantee must be able to describe how this Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 18 requirement will be met. Grantees will be expected to track and document how ACHF dollars are being used to supplement existing sources of funding and are not being used as a substitute for sources of funding the grantee has traditionally received. The Arts Board defines “traditional sources of support” as: 1) grants received from the Minnesota State Arts Board or one of the state’s eleven regional arts councils that are funded with State general fund dollars, or 2) grants or appropriations from the State’s capital investment budget. • The Minnesota Legislature passed a law that arts and cultural heritage fund (ACHF) dollars must not be spent on administrative costs, indirect costs, or other institutional overhead charges that are not directly related to and necessary for the specific projects or activities that will be funded with arts and cultural heritage funds dollars. If awarded arts and cultural heritage funds, a grantee must track and be able to clearly document what portion of ACHF funds is spent on direct program or project costs and what portion of ACHF funds is spent on administrative costs, indirect, or overhead costs that are “directly related to and necessary” to carry out the programs or projects that are supported with ACHF dollars. General program information • Tennessen warning The use of the information that an applicant provides to the Arts Board is governed by the Minnesota Government Data Practices Act (Minnesota Statutes, chapter 13). Any person who registers on the Arts Board’s WebGrants system, as an individual or a representative of an organization, agency, or group, must provide name, address, and additional contact information in order for the board to process grant applications. Failure to provide required information will prevent the applicant from being able to receive a grant from the Arts Board. Members of the public may request to review, or receive copies of, any information that an applicant provides to the Arts Board. Arts Board staff and volunteers; authorized personnel from the Minnesota Office of the Legislative Auditor, Minnesota Management and Budget, and the Minnesota Department of Administration will have access to the data. Authorized personnel from the Minnesota Department of Revenue, the Office of the Inspector General, and Office of the Comptroller General of the United States may have access to the data. If a court issues an order requiring disclosure beyond the parties and purposes described here, the Arts Board will comply. • All application materials submitted to the Arts Board become public data during the public meeting in which they are considered. • Funding for this program is dependent on appropriations from the Minnesota Legislature for FY 2024. The amount of money available for FY 2024 Arts Experiences grants will be determined in the summer of 2023. • Grants that are $25,000 or less will be paid in one installment at the start of the grant period. Grants that are greater than $25,000 will be paid in two installments, with 95 percent of the total grant payable at the start of the grant period and the final 5 percent payable upon the board’s receipt and approval of the grantee’s final report. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 19 • Individuals and organizations that are awarded a grant will be expected to submit a final report after the grant period ends that explains what activities took place and what outcome(s) were achieved. The grantee also will need to provide a financial report that compares projected costs to actual costs and accounts for how state funds were spent. • Equal opportunity to participate in and benefit from the programs of the Minnesota State Arts Board is provided to all individuals regardless of race, national origin, color, sex, age, religion, sexual orientation, or disability in admission, access, or employment. • Upon request, Arts Board materials will be made available in an alternate format. Application deadline Applications must be submitted to and accepted by the online WebGrants system BEFORE 4:30 p.m. on Friday, July 21, 2023. All forms, including those that you feel may not apply to you, must be opened and marked as complete before clicking Submit. Applicants that fail to submit all the required materials, or submit incomplete materials, will jeopardize the eligibility of their applications. Although the WebGrants system will remain visible and accessible to users beyond the application deadline, the system is designed to prevent late applications from being submitted. At 4:30 p.m. on the deadline day, WebGrants will stop accepting applications. The Arts Board will only consider applications that are submitted and accepted by the online WebGrants system before the 4:30 p.m. on the deadline day and will not grant an applicant extra time after the deadline to submit an application. There are no exceptions. After the deadline, applicants will be alerted through the WebGrants system if there are issues with an application that require attention. To ensure that e-mail notices don’t go to a junk e-mail folder, enter the WebGrants e-mail address webgrants@apply.mnartsboard.com in your address book. When an application is successfully submitted, a confirmation e-mail will be sent to the applicant. Applicants are strongly advised to save a copy of this e-mail as proof of their submission. The Arts Board is not responsible for the failure of Internet service providers to accept or deliver application materials. IMPORTANT NOTE The Arts Board receives many calls and e-mails on the last few days before, and especially on the day of, a deadline. It makes every effort to respond to all inquiries, in the order they are received, but depending on the volume, may not be able to do so. Applicants that need assistance should NOT wait until the day of the deadline, and/or the last few hours before the deadline, to contact the Arts Board. Doing so may jeopardize your ability to submit an application before the deadline. Minnesota State Arts Board FY 2024 Arts Experiences Program Overview and Application Instructions page 20 About the Minnesota State Arts Board The Arts Board strives to ensure that all Minnesotans have the opportunity to participate in and benefit from the arts. Its mission is to stimulate and encourage the creation, performance, and appreciation of the arts in the state. Through its grant programs and other activities, the Arts Board works to achieve the following strategic outcomes: • The arts are essential to a vibrant society • The arts are interwoven into every facet of community life • Minnesotans believe the arts are vital to who we are • People of all ages, ethnicities, and abilities participate in the arts • People trust Minnesota’s stewardship of public arts funding • The arts thrive in Minnesota The Minnesota State Arts Board is governed by eleven private citizens who are appointed by the governor. More than 300 individuals are appointed each year to review grant applications and help determine which applications will be recommended for funding. The Arts Board provides financial support and services to encourage the creation, performance, and appreciation of arts in the state. Arts Board programs are intended to reach out to all Minnesotans, regardless of geographic location, economic situation, age, racial/ethnic characteristics, or disability. Funding for Arts Board programs and services is appropriated by the State of Minnesota, with supplemental support from the National Endowment for the Arts. In addition, Minnesota’s eleven regional arts councils provide grants for arts activities in their regions. The Arts Board acts as fiscal sponsor to the councils, but each council has local decision-making authority over the state funds it receives. For more information about grant opportunities and programs specific to applicant’s region, please visit the Regional Arts Councils section of the Arts Board Web site: www.arts.state.mn.us/racs Minnesota’s arts and cultural heritage fund In November 2008, Minnesotans passed the clean water, land, and legacy amendment to the Minnesota Constitution. As a result, over twenty-five years, three-eighths of one percent of the state’s sales tax will be dedicated as follows: 33 percent to a clean water fund, 33 percent to an outdoor heritage fund, 14.25 percent to a parks and trails fund, and 19.75 percent to an arts and cultural heritage fund. Proceeds from the arts and cultural heritage fund “may be spent only on arts, arts education and arts access and to preserve Minnesota’s history and cultural heritage.” GRANTS Investing in local non-pro ts TRCF provides grants up to $7500 Through our annual grant program, TRCF supports local non-pro t organizations in bringing needed services to the community. If you are a local 501(c)(3) organization, school or government agency seeking funds to start or grow programs that align with the TRCF focus areas, we invite you to apply. $8 1 8 ,8 1 5 Total grants awarded to local non-pro ts Your generous gift will make it possible for us to expand our community grant program and support more community organizations. DONATE NOW Focus Areas Building stronger communities TRCF awards grants to non-pro t organizations of all sizes, with diverse missions. The common criteria for all grants is that they improve quality of life and strengthen Three Rivers communities in at least one of these four areas. Human Services Projects that improve the quality, accessibility and ef ciency of health care service; to impact positively the housing, safety, employment and other needs of vulnerable youth, elderly and low-income people; or to lessen human suffering by building the ability of people to improve their lives. Social, Cultural and Leisure To enhance educational opportunities, enrich the artistic and cultural climate, increase and diversify recreational opportunities. Education and Lifelong Learning Grants are available for programs that improve the quality, scope and accessibility of educational programming to residents in the service area. Public Issues and Information Grants can help fund citizen-led initiatives that enable thoughtful, non-partisan analysis of important community issues, particularly those that clarify and build consensus on resolving pressing community issues. Questions? If you are not sure your project meets our grant quali cations, we encourage you to contact us to discuss it. We are a pay-it-forward foundation, committed to returning the proceeds of our endowment for the betterment of our local community. We want to work with local service providers to help you get the funds you need. EMAIL TRCF How to Apply Start an Application Once the grant program opens May 1, you can complete and submit your entire grant application through the Initiative Foundation Online Grant System. Our grant application will not be available on the portal until our grant program opens, May 1. Tips for Completing Your Application 1. Complete all questions on the application form to provide full details about your project and funding needs Key Dates May 1: Application period opens July 15: Application deadline August 31: Grant awards announced APPLY FOR A GRANT EMAIL TRCF About Grants Scholarships Events Our Impact DONATE EMAIL TRCF DONATE NOW Our Impact Corporate Partners Contact News Our Impact © 2021 Three Rivers Community Foundation Timber Bay ISD 728: Feeding Students in Poverty Open Doors for Youth Thumbs Up High 5K 2. Gather these required documents so they are ready to upload with your application. We can accept les in doc, docx, xlsx or PDF format. Project Budget IRS 501(c)(3) Tax Determination Letter OR If utilizing a scal host, attach both the IRS 501(c)(3) Tax Determination Letter AND a letter from the scal host accepting responsibility for this grant 3. Complete and review your proposal. If you can’t complete the entire application at one time, you can save your work to nish it later. Select “Save & Finish Later” before exiting the system. When your application is complete, select “Review & Submit.” This will take you to the “Review Application” page. 4. Submit your proposal. Review your proposal carefully. If everything is correct, click the “Submit” button at the bottom of the page. Remember to upload all required documents rst. You will not be able to retrieve or edit your application once it has been submitted. A copy also will be included in your con rmation email. 5. You will receive a con rmation email that your proposal was received. Please ensure grants@ifound.org is on your safe list. For technical issues or questions about the Initiative Foundationonline grant application system: EMAIL KATE BJORGE Start an Application APPLY FOR A GRANT Making a difference: $818,815 total grants invested in Three Rivers Communities RECENT GRANT RECIPIENTS See how grant dollars are making a difference OUR IMPACT EMAIL TRCF About Grants Scholarships Events Our Impact DONATE