Deadline: Friday, March 1, 2019, 11:59 pm |
I. Purpose
The purpose of the Community Arts Education Partnerships incentive program is to expand access to arts education occurring in community-based settings located in Broward County. Projects may include performances by or exhibitions of professional artists; arts instruction; arts intervention; healing/expressive arts; and arts integration projects that promote the development of knowledge, skills, or appreciation related to arts and culture.
The types of projects to be funded are described below:
•Project Type A
Projects to implement a community-based artist residency or series that provides longer term encounters with qualified teaching artists to provide standards-based arts education activities for K-12 students in an out-of-school setting.
•Project Type B
Projects to implement one and two day workshops and demonstrations for youth, adults, seniors and special needs populations to increase community access to the arts.
•Project Type C
Projects to plan and implement community-based design projects in at-risk and underserved neighborhoods and in neighborhoods located in designated community revitalization areasrojects to plan and implement community-based design projects in at-risk and underserved neighborhoods and in neighborhoods located in designated community revitalization areas
•Project Type D
Block incentive for the School Board of Broward County, Florida, or the Broward Education Foundation, Inc., for artist residencies in schools and/or artist and educator professional development.
II. Request / Award Size
Awards may range up to $7,000 and are contingent upon funds available. Awards recommended for funding will receive no less than the minimum award and no more than the maximum award as set forth in the Broward Cultural Council's grant procedures, as may be amended from time to time by the Council.
III. Who May Apply
Category A
An individual artist or community-based educator living within Broward, Miami-Dade, Monroe, Palm Beach, or Martin County who:
1. Has conducted an arts educational, community arts, and/or community design project in the year immediately preceding the date of application, and
2. Is collaborating with one (1) or more eligible entities (non-school, Broward County- based public entities and non-profit organizations).
"Eligible entities" refers to one or more of the following non-school, Broward County based public entities and non-profit organizations that have facilities and/or provide community-based services; health and human service agencies; the Children's Services Council of Broward County; ArtsParks; community revitalization agencies; County and municipal parks and recreation departments; municipal community centers; juvenile justice facilities; and libraries.
Category B
The School Board of Broward County, Florida, or the Broward Education Foundation, Inc., and/or another agency(ies) recommended by the Broward Cultural Council.
IV. Eligibility Restrictions
A. Ineligible are projects or organizations whose primary purpose is not secular and programs where the primary effect of funding would be to support a religion; and projects that are restricted to private participation, including those programs which would restrict public access on the basis of race, sex or sexual orientation, creed, national origin, age, disability, or habitat.
B. Late or incomplete application will not be eligible for funding.
C. An incomplete application (i.e., missing attachments, lack of proper support materials, etc.) will be rejected at the Grants Staff level and not recommended to the Panel for consideration.
D. Applications with deficiencies will receive a lower score.
E. No entity under this program, or collaborators with those entities, may appear in more than two (2) Community Arts Education Partnerships (CAEP) projects per County fiscal year.
F. Applicants may receive funding under only one Cultural Division grant program per fiscal year.
V. Funding Restrictions
Incentive program funds MAY NOT be used for:
A. Expenses incurred or obligated prior to or after the grant period.
B. Capital construction or real property.
C. Interest or reductions of deficits or loans, fines, penalties or cost of litigation.
D. Prize money, scholarships, awards, plaques, certificates or contributions.
E. Benefits and projects planned primarily for fund raising purposes.
F. Entertainment and promotions, including related expenses such as receptions, food, beverages, flowers, and T-shirts.
G. Admissions to cultural programs, exhibits or performances.
H. Travel.
I. Matching funds for another BCC grant.
J. Using one County grant as matching funds for another County grant.
K. Telemarketing
L. Transportation
M. Equipment in excess of fifteen (15) percent of the project budget
N. Space costs for facilities used by eligible applicants or collaborators in the normal course of their operations
O. Any other expenditure not authorized by Section I-90 Broward County Code of Ordinances
VI. Application Questions
A. Introduction (general information/reminders already stated in the guidelines)
B. Applicant Information (Name, Address, Contact Information)
C. Proposed Project
1. Project Type (select from drop down menu)
2. Project Start and End Dates (must take place with implementation period - October 1, 2019 through August 30, 2020)
3. Amount Requested (cannot exceed $7,000)
4. Project Title
5. Project Description
(a) What will be implemented if funding is awarded;
(b) Describe target audience and who will benefit;
(c) Include information/description about what will be offered, including any classes, workshops, presentations or events as well as length of time, and how often;
(c) Marketing - how will participants be recruited, and if a culminating event will take place, how will the event be marketed;
(d) Evaluation - described the expected outcomes of the project; and how success will be measured.
6. How many will be directly served by the Project?
7. How many will be indirectly served by the Project?
8. Project Locations
9. Project Budget
10. Key Individuals and Experience (names, bios, roles)
11. Project Partners (contact information, description of role/responsibilities of each
12. Commissioner Districts Served by the Project
13. Florida House of Representative Districts Served by the Project
14. Florida Senate Districts Served by the Project
D. Applicant Experience
1. How much grant funding has been received for similar types of projects implemented within the past 5 (five) years?
2. Description of previously funded projects that are similar to the project for which funding is requested through this application.
E. ADA Compliance (project accessibility to persons with disabilities)
F. Certification (age, residency, professional status)
VII. Review, Scoring and Appeals Processes
A. Review
1. Staff Review - The Grants Staff reviews the application for its completeness and compliance with all program policies, guidelines, and requirements. Incomplete applications will not be forwarded to the grant panel for consideration. Official documents such as corporate
2. Peer Panelists - Appointed by the Broward Cultural Council, Peer Panelists consider the applications and rate them. Any panelists having a Conflict of Interest (as defined by Chapter 112, Part III, Code of Ethics, Florida Statutes) with an applicant is prohibited from participating in the evaluation process for that applicant's grant application.
3. Panel Meetings Are Public - Applicants are encouraged to attend and be prepared, if asked, to respond to questions panelists may have about their applications.
B. Scoring
Peer Panelists score applicants based upon review criteria as listed in the grant program guidelines. Individual panelist's scores deviating by 20 points above or below the Panel's average score for a specific application will be discarded and the score re-averaged. An applicant must receive a CAEP FY19
minimum score of 75 points to be considered for an award. Suggested funding recommendations are based upon the applicant's score and funds available.
What the Panel Will Consider...
1. Administrative Competence (Maximum Points: 60)
i. Evidence of Partnership
a. The project is a collaborative effort. A letter of commitment from the project partner(s) is included.
b. There is a clear description of how the roles and responsibilities related to the project are to be distributed.
ii. Project Proposed
a. Major Project Activities - presents clear descriptions of what will take place during the project period.
b. Schedule of Key Project Dates - identifies major action steps to accomplish project goals, presented in chronological and realistic order. Includes periods for planning, marketing/recruitment and evaluation.
c. Marketing - presents clear description of how the project will be marketed to recruit project participants and/or generate community awareness.
d. Evaluation - presents a clearly described method for assessing the project's success.
e. Budget -is realistic and demonstrates effective use of amount requested.
f. Complete and error-free presentation of application.
2. Artistic, Cultural and Educational Merit (Maximum Points: 40)
i. The project clearly develops arts/cultural appreciation, knowledge, or skills in the participant(s)
ii. Resumes of personnel demonstrate the following: (a) academic and/or achievement in the arts and/or culture; (b) contributions to the cultural development of communities; (c) experience in the design and evaluation of educational and/or design projects.
C. Calculation of Awards
The maximum award for a qualifying applicant is $7,000. An applicant receiving an average of 75 points may be granted a minimum award. One receiving 100 points may be granted a maximum award.
D. Appeals
Applicants have two opportunities (oral and written) to appeal the Review Panel's recommendation regarding their grant applications. Each applicant must substantiate at least one of the following reasons for any appeal:
1. Reasons for an Appeal
i. The Review Panel failed to follow published procedures for applications and review.
ii. The Review Panel acted in an unfair manner, or,
iii. The Review Panel's decision was based on insufficient information through no fault of the applicant.
2. Oral Appeals at the Panel Review Meeting
i. After all applications have been scored by the panel, the Chair announces a break while scores are computed and ranked. If an applicant receives a score of less than 75, Chair inquires if the applicant wants to present an oral appeal based on any of the three reasons for appeals.
ii. Speaking time is limited to three minutes per organization. The representative of the organization making the appeal must state on which of the three reasons the appeal is based. Upon conclusion of the oral appeal(s), Chair asks if any panelist wants to alter a score for the applicant(s) making an oral appeal. Panelists must state the name of the applicant and a revised score at this time.
iii. Revised scores for the appealing applicant are re-averaged and all scores are ranked. Panel makes funding motions and votes on them.
3. Written Appeals
i. Written appeals are to be addressed to the Chair, Broward Cultural Council, 100 S. Andrews Avenue, Fort Lauderdale, FL 33301-1829 and submitted within 14 days of the date of the grant review panel meeting.
ii. Written appeals must state the reason for the appeal.
iii. Staff will prepare a fact sheet concerning the application and scoring by the panel.
iv. The appeals are then forwarded to the BCC for consideration in a grant appeals workshop. The appeals workshop occurs at the next BCC meeting.
4. At the Grant Appeals Workshop
i. Chair opens public workshop.
ii. Chair calls upon organization(s) that submitted a written appeal. (Speaking time is limited to three (3) minutes per organization).
iii. Chair calls upon Chair of the Review Panel to address the BCC concerning the appeals(s).
iv. The Grant Appeals Workshop is adjourned.
v. BCC Meeting Convened - BCC may discuss the appeal(s), may vote to alter the funding recommendations, or may vote on a motion concerning the funding recommendations on the consent agenda. If the motion on the consent agenda is passed, Chair explains the ramifications to the appealing applicant(s).
VIII. Funding Approval
The Panel's recommendations are forwarded to the Broward Cultural Council for consideration. After the BCC has confirmed and/or altered the recommendations, they are sent to the Board of County Commissioners for approval.
IX. Administration and Management of the Award
A. Grantees will be first notified in writing by the Cultural Division.
B. Grant Revisions and Defining Units of Service
Before a Grant Agreement can be issued, grantees are asked to provide updated information regarding changes in the project/program that have been made since the date of the original application. At that time the grantee also will be asked to help define the "units of service" that serves as the basis on which the grant will be paid.
C. Agreements and Workshop
After submitting grant revisions, and the units of service are defined, grantees are sent an agreement for grant services which will have to be executed in a timely manner. A workshop is offered, as well as a detailed administration manual to assist in managing the grant agreement.
D. Grant Change Requests
Grantees must keep the Contract Administrator informed about any changes in the grant project or program that effect the provisions found in "Exhibit" of the agreement. All changes must be submitted on a Grant Change Request form prior to their implementation.
E. Invoices and Project Evaluation Reporting
Grantees are required to keep accurate records and receipts of grant activity and document such on invoices and final grant report (Exhibit B) to the county. Payment of all grants is on a reimbursement basis, contingent upon successful completion of the project or program and meeting the requirements of the grant agreement.
F. Insurance Requirements
If insurance is required by the County's Risk Management Division, Contractor shall furnish a Certificate of Insurance or endorsements evidencing the insurance coverages specified by the grant agreement and such Certificate of Insurance shall be attached and incorporated as part of the grant agreement. Such required Certificate shall be provided prior to Contractor beginning performance of work under the agreement. The Certificate must name the Broward County Board of County Commissioners as an additional insured.
The County requires a 30 day written notice of cancellation. Please enclose one copy of the organization's up-to-date Certificate of Insurance with your signed grant agreements when you return them to the Cultural Division. Failure to provide an up-to-date, or renewed Certificate could delay the execution of the grant agreement until insurance requirements are met.
G. Extensions/Waivers
If a grantee is unable file audited certified financial statements and project evaluation reports on time, then the grantee will have to request either an extension and /or waiver of the deadline for submission.
H. The Correct Use of County Logos and Attribution in Printed Materials
Grantees must adhere to all provisions of the grant agreement giving appropriate attribution to the Broward County Board of County Commissioners, and other participating grantmakers (e.g., The Tourist Development Council). Failure to use the correct attribution to the County in printed publication/ publicity materials could be detrimental to future funding.
For LOGOS:
The Correct Use of County Logos and Attribution in Printed Materials
Awardees must adhere to all provisions of the agreement giving appropriate attribution to the Broward County Board of County Commissioners, and other participating funders (e.g., The Tourist Development Council, National Endowment for the Arts, etc.). Failure to use the correct attribution to the County in printed publication/ publicity materials could be detrimental to future funding (see examples below)
Sample Attribution Statement: (right click on logo to download larger version)
Funding for this project is provided in part by the Broward County Board of County Commissioners as recommended by the Broward Cultural Council.
ArtsCalendar.com
ArtsCalendar.com, South Florida's Complete Guide to the Arts, is collaboration between ArtServe and Broward Cultural Division and includes listings of all cultural arts events, directories, reviews, auditions, calls for artists, classes and workshops and so much more. ArtsCalendar.com is the leading online resource for Arts and Cultural information for Broward County.
During the term of the agreement, if an awardee's program was funded by Broward County, these programs, or events, are to be added into the ArtsCalendar.com event schedule.
See: (
http://www.artscalendar.com ).
Awardees must post the
ArtsCalendar.com banner web link on their organization's website. Go to:
http://www.broward.org/ARTS/FUNDING/Pages/Logos.aspx for instructions.
To Start an Application
Application Deadline - March 1, 2019 – 11:59 pm
A. All applications must be submitted electronically on or before March 1, 2016 at 11:59 pm. Late applications cannot be accepted without specific action by the Board of County Commissioners. Applications are required to be filed electronically on-line. Any application filed electronically on-line must be filed by 11:59pm of the deadline as described by each grant program. Grant Applications filed electronically by an on-line grant application shall be submitted on-line by midnight of the applicable grant deadline date as described by each grant program. If such deadline falls on a Saturday or Sunday, the deadline shall automatically become 11:59 pm of the following Monday. If the deadline falls on a Broward County, State of Florida, or national (federal) holiday, the grant deadline will become midnight of the following business day.
C. Start Application
D. In Progress "Draft" Application
If you need to stop at any time, simply scroll to the bottom of the page, "click" on SAVE & FINISH LATER. This will save what you have entered, close your application, and allow you to return later. You can SAVE & FINISH LATER as often as necessary while you complete the application. You will receive a "Draft" of the application in your E-mail box.
E. To Upload Attachments
At the ATTACHMENTS page: Use the "drop down" feature to select the correct "Title" for each Attachment. "Browse-in" in your attachment file, then, click the "Upload" button to attach the file to the title. Upload the attachment files in chronological order (1, 2, 3 etc.) one- at- a- time. The maximum size for all attachments combined is 40 MB. Please note that files with certain extensions (such as "exe", "com", "vbs", or "bat") cannot be uploaded.
F. To Submit the Application
1. CLICK the button, or tab: "Review." This will take you to a review screen. This function will generate one continuous page of your entire Application for easy review (proof reading stage). If there are any errors with your Application, red notes will be listed next to the field in error. Make the edits, or add the missing attachments. Once you have fixed any errors, CLICK the SAVE button to save your changes.
2. CLICK: SUBMIT button to send in your Application to the Division.
