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Home My WebLink About25F - AGMT - ARTS AND CULTURE GRANT PROGRAMREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 21, 2015 TITLE: ARTS AND CULTURE ,ARTIST GRANT PROGRAM {STRATEGIC PLAN NO. 5, 55} CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 181 Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute grant agreements with the selected applicants, subject to non - substantive changes approved by the City Manager and the City Attorney. ARTS AND CULTURE COMMISSION RECOMMENDATION At the rescheduled Regular Meeting on February 26, 2015, by a vote of 7:0, the Arts and Culture Commission (ACC) recommended that City Council authorize the Community Development Agency to release the Investing in the Artist Grant Opportunity application, subject to non - substantive changes, DISCUSSION Staff is requesting authorization to release the Investing In the Artist Grant Opportunity application (Exhibit 1) to solicit project proposals to emerging and established artists and arts organizations. The Arts and Culture Commission will be evaluating and recommending the applications for awards In the amounts of $5,000 and $10,000, The recommendations will be presented to City Council for approval. Often times, artists are faced with financial barriers. The Investing In the Artist Grant Opportunity will distribute small, but impactful funds to emerging and established artists In Santa Ana serving to enrich and Invigorate the Santa Ana arts and culture landscape. The funds will aid artists to further their artistic creativity while residing, working or creating a specific project for the benefit of Santa Ana's arts and culture community. The artist grant funding may be applied towards artistio needs small and large, depending on the proposal. Grants for arts organizations would support special events, arts and cultural programming, and non - profit essentials such as, materials, supplies, special event production, and community engagements. 25F -1 ACC Artist Grant Program March 17, 2015 Page 2 Approximately $85,000 is anticipated to be distributed from the Strategic Plan resources dedicated to arts and culture. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #5 Community Health, Livability, Engagement & Sustainability, Objective #5 (Promote a strong arts and culture infrastructure), Strategy B (Generate public and private support and resources to strengthen, expand and stabilize finding for the arts). FISCAL IMPACT Funds are available in the Community Activities Non - Departmental Loans and Grants account (no. 01105810- 69152). AA Kelly Reend s Executive Director Community Development Agency KR /sb AS TO FUNDS AND ACCOUNTS: " Francis6d Gutierrez �<R Executive Director Finance and Management Services Agency Exhibit: 1. Artist Grant Opportunity Application 25F -2 INVESTING IN THE ARTIST GRANT OPPORTUNITY INDIVIDUAL APPLICATION Understanding that a financial barrier is often times all that stands in the way of an artists' next critical step in their career, Investing in the Artist grants distribute small, but impactful funds to emerging and established artists, serving as a catalyst to further their work while living and creating in Santa Ana, resulting in a more vibrant local art scene. Funding may be applied towards artistic needs small and large, depending on the proposal. The Santa Ana Arts and Culture Commission supports ambitious projects that embrace experimentation and focus on process, as well as emerging artist essentials, such as materials, supplies, professional development, or business and website fees. Grants will be awarded in the amount of $5,000 or $10,000 and will be distributed in two payments. The grant period will be for 12 months and will require an interim and a final report on outcomes achieved. The first payment will be disbursed at the commencement of the grant period, and the second payment will be disbursed after completion of an interim report. Interim and final reports will require documentation, such as receipts, to support grant expenditures. ELIGIBILITY CRITERIA Individual artists working in the following mediums are welcome to apply: Visual � Performing � Musical H Literary H Film — Textile Arts H Multimedia • Artists must be currently living and creating work in Santa Ana or create a work that is for the bene- fit of Santa Ana arts community. • Project must be completed in Santa Ana and /or directly serve the Santa Ana arts community • Applicants must be over the age of 18. • Grant funds may not be used for tuition or academic expenses. • City of Santa Ana employees, elected officials, and commission members are ineligible. • Artist Project (Santa Ana artist seeking funds for a specific project, including travel and research) • Equipment /Supplies (Santa Ana artist seeking funds for specific arts equipment or supplies, including funds for services such as websites and professional development) *Santa Ana artist is defined as an artist that primarily lives and works in Santa Ana or will complete a specific project for the benefit of Santa Ana arts and culture community. CONFLICT OF INTEREST The Arts and Culture Commission ( "Commission ") members are actively involved in the arts profes- sionally and /or personally. The Commission desires to avoid situations which may compromise, or ap- pear to compromise, members' objectivity while not preventing their continuing involvement in the arts, or in projects supported by the Commission and City. If the Commission member has a professional, fiduciary, or personal relationship with an applicant, the Commission member must notify the Commis- sion of the relationship before the panel meeting or review of the applicant. The Commission member must also excuse himself /herself from the room during the discussion of the applicant, and may not dis- cuss the application with any other member of the Commission prior to, during, or after discussion of the application. 1 EXHIBIT 1 25F -3 EVALUATION Artist applications will be evaluated on the following criteria: • Project Merit — 40% • Artist Portfolio — 30% • Potential Community Impact — 20% • Individual Need -10% PORTFOLIO REQUIREMENTS Online submissions, please upload work directly onto online application using formatting guidelines listed below, or include links to online portfolio. Hard copy submissions, please follow guidelines listed below. Please do not submit any original artwork. Work will not be returned. Visual Arts (including painting, sculpture, textile arts, all physical artwork): • Five (5) images maximum of demonstrating your best work • Images must be printed or in jpeg format on one CD or uploaded to online submission site. • Clearly label each image file with "title last name, first name" — Example "Art Brown, John" • You may choose to submit a single PowerPoint presentation of your work with your name, title, size, date, medium on each slide. PowerPoint presentation must be copied onto one disk. Musicians • You may submit up to five (5) songs or compositions of your best work. For online submissions, files maybe uploaded as mp3 files. Links to Soundcloud, YouTube, or other online music showcases are acceptable. • If submitting a hard copy, please submit music on a playable CD. • Please note: Individual songs exceeding three minutes may not be heard in their entirety. • Label each file with "title last name, first name" — Example "Music Brown, John" Film/Media/Performing Arts • You may submit up to five (5) short film/multimedia files. For online submissions, files may be uploaded as mp4 or .mov format. Links to online portfolio, YouTube, Vimeo or other video sharing sites are acceptable. • If submitting a hard copy, video files must be submitted on a playable CD. • Please note: Individual films exceeding ten minutes may not be viewed in their entirety. • Label each file with "title last name, first name" — Example "Video Brown, John" Writers • You may upload writing samples as Word or PDF files on the online submission site. Label each file "title last name, first name" - Example "Fiction_ Brown, John" • If submitting hard copy, please print the manuscript sample and include with application packet. • Please use the following format for manuscripts: Times New Roman or Courier, 12 point font, double - spaced. • Fiction: 10 pages max. • Non - Fiction: 10 pages max. • Poetry: 5 poems (10 pages max.) Poetry may be formatted as the poet determines best suits the poem, but the manuscript must be legible. • Screenplays: 5 pages of dialogue + 1 synopsis. 25F -4 Applications must contain the following documents to be considered for funding: 1. Application Cover Sheet (use attached) 2. Checklist (use attached) 3. Narrative for proposed use of funds and supplemental questions: • Please describe any additional City of Santa Ana resources required for your project (permits, public space, licenses etc.). • Is this a new or existing program/project? • How will your project enrich the Santa Ana arts and culture community? • How will the proposed project be presented or shared with the public? Please do not exceed 2 pages for the narrative and supplemental questions. Please follow these formatting guidelines: Double spaced, 12 point Times New Roman, inch margins. 4. Portfolio (see guidelines) 5. Project Timeline (sample attached) 6. Line Item Budget (use attached) 7. One signed Letter of Support from an academic reference or reference from within the creative arts. If letter is in language other than English, please provide English translation. Applications must be submitted by 2 P.M., May, 26, 2015 via one of the following methods: Mail /Hand Delivery: City of Santa Ana Investing hi the Artist Grant Administration Community Development Agency M -25 20 Civic Center Plaza, 6th floor Santa Ana, CA 92701 CONTACT Website: www.submittable.com For questions regarding the application contact Kelly Reenders at (714) 647 -5360 or kreendersgsanta- ana.orQ. ANTICIPATED TIMELINE 04/23/15 Applications available 04/30/15 Information Session 05/26/15 Applications due by 2 p.m. 06/18/15 Funding recommendations from Commission 07/07/15 City Council Approval of Grant Awards 07/16/15 Grant Recipient Reception 25F -5 INVESTING IN THE ARTIST APPLICATION COVERSHEET APPLICATION DUE DATE: Tuesday, May 26 (n, 2:00 P.M. City Ward of Residence: Date Submitted: City Ward of Project: Name of Applicant: Address: Phone Number: Email: Website: Letter of Support- Name & Affiliation: Brief Description of Project: Type of Application: ❑ Artist is based in Santa Ana ❑ Artist is not based in Santa Ana and proposes to use 100% of grant funds for a project based in Santa Ana Need: ❑ $5,000 ❑ $10,000 I am applying for: ❑ Equipment ❑ Materials & Supplies ❑Other City of Santa Ana, Community Development Agency 20 Civic Center Plaza, M -25, Santa Ana, CA 92701 (714) 647 -5360 M 25F -6 INVESTING IN THE ARTIST CHECKLIST ❑ Application Cover Sheet ❑ Cheeldist ❑ Artist Statement (1 page limit, Times New Roman 12 -point font, double - spaced, 1 inch margins) ❑ Artist Resume /CV (2 page limit, Times New Roman 12 -point font, double- spaced, 1 inch margins) ❑ Brief narrative for proposed use of funds and supplemental questions (2 page limit, Times New Roman 12 -point font, double- spaced, 1 inch margins) Supplemental Questions: • Please describe any additional City of Santa Ana resources required for your project (permits, public space, licenses etc.)? • Is this a new or existing program/project? • How will this project enrich the Santa Ana arts and culture community? • How will the proposed project be presented or shared with the public? ❑ Portfolio (see Portfolio Requirements) ❑ One signed Letter of Support on professional letterhead. If letter is in language other than English, please provide English translation. ❑ Project Timeline (sample attached) ❑ Line Item Budget — include equipment, supplies, material, and studio and /or space rental 25F -7 INVESTING IN THE ARTIST SAMPLE PROJECT TIMELINE DATE ACTION OUTCOME 25F -8 INVESTING IN THE ARTIST LINE ITEM BUDGET PROPOSED GRANT FUNDED PROGRAMMING SERVICES EQUIPMENT, MATERIALS AND SUPPLIES (equipment, material, supplies for project) Quan- tity Unit Cost Total Cost Funds Requested ADDITIONAL EXPENSES Description Total Cost Grant Funds (permits, fees, facility rental for project) Requested Artist is responsible for maintaining documentation of expenses paid for with grant funds. Doc- umentation, such as receipts for expenses, will be required for submittal on the interim and fi- nal reports. If receipts are not available for certain expenses, a certification from the artist certi- fying the expense may be accepted on a case by case basis. 25F -9 INVESTING IN THE ARTIST LINE ITEM BUDGET PROPOSED PROGRAM BUDGET PROPOSAL Enter budaet categories and proiected expenditures for the proposed program: Category Expenditures Funded By Santa Ana Grant Expenditures Funded By Other Sources (Including in- kind) Total Project Budget Equipment Total Supplies Total Materials Total TOTAL PROJECT REVENUE LIST ALL OTHER PROJECT RESOURCES "Funding Source" total must equal 'Total Project Budget" listed above. FUNDING SOURCE AMOUNT Santa Ana Artist Grant TOTAL PROGRAM BUDGET City of Santa Ana, Community Development Agency 20 Civic Center Plaza, M -25, Santa Ana, CA 92701 (714) 647 -5360 25F -10 INVESTING IN THE ARTIST 9'Y GRANT OPPORTUNITY ORGANIZATION APPLICATION Investing in the Artist grants distribute small, but impactful funds to emerging and established arts organizations, serving as a catalyst to further their work while living and creating in Santa Ana, resulting in a more vibrant local art scene. FUNDING The Santa Ana Arts and Culture Commission is seeking to fund grants in the amount of $5,000 and $10,000 to organizations that will enrich and invigorate the Santa Ana arts and culture landscape. Grants will be awarded for arts and culture nonprofit organizations to support programming costs, equipment, and special events. Funding will be provided through reimbursements for eligible Investing in the Artist expenses. Organizations must be financially viable in order to make the expenditures, submit receipts and documentation for reimbursement by the City. Funding may be applied towards artistic needs small and large, depending on the proposal. The Santa Ana Arts and Culture Commission supports special events, arts and cultural programming, and nonprofit essentials such as materials, supplies, special event production, and community engagement. Administrative and operational expenses are not eligible for funding. Grants will require a final report of outcomes achieved. ELIGIBILITY CRITERIA Nonprofit arts and culture organizations that meet the following criteria are welcome to apply: • Organizations with arts and culture focus Organization must be based in Santa Ana and /or serve Santa Ana communities City of Santa Ana employees, elected officials, and commission members are ineligible FUNDING REQUIREMENTS Organizations will be required to obtain/demonstrate the following prior to an award: • Current City of Santa Ana business license • Current General Liability insurance in the amount of $1,000,000 naming the City of Santa Ana as Additional Insured on a primary and non contributory basis • Active nonprofit status and good standing with IRS FUNDING PRIORITIES • Equipment /Supplies - Organization seeking funds for specific arts equipment or supplies • Special Event - Organization seeking funds to support a special event that will enrich the Santa Ana arts and culture community • Special Projects CONFLICT OF INTEREST • The Arts and Culture Commission ( "Commission ") members are actively involved in the arts profes- sionally and /or personally. The Commission desires to avoid situations which may compromise, or appear to compromise, members' objectivity while not preventing their continuing involvement in the arts, or in projects supported by the Commission and City. If the Commission member has a pro- fessional, fiduciary, or personal relationship with an applicant, the Commission member must notify the Commission of the relationship before the panel meeting or review of the applicant. The Com- mission member must also excuse himself/herself from the room during the discussion of the appli- cant, and may not discuss the application with any other member of the Commission prior to, during, or after discussion of the application. 25F -11 EVALUATION CRITERIA Organization applications will evaluated on the following criteria: Project Merit - 50% Organization Need - 25% • Potential Community Impact- 25% SUBMISSION REQUIREMENTS Applications must contain the following documents to be considered for funding: 1. Application Cover Sheet (use attached) 2. Checklist (use attached) 3. Organization Mission and History 4. List of Key Staff/Board of Directors (Resume /CV if applicable) Limit 2 pages. 5. Narrative for proposed use of funds and supplemental questions: • Please describe any additional City of Santa Ana resources required for your project (permits, public space, licenses etc.). • Is this a new or existing program/project? • How will this project enrich the Santa Ana arts and culture community? • How will the proposed project be presented or shared with the public? Please do not exceed 2 pages for the narrative and supplemental questions. Please follow these formatting guidelines: Double spaced, 12 point Times New Roman. 6. Project Timeline (sample attached) 7. Line Item Budget (use attached) 8. One signed Letter of Community Support (preferably from within the community organization/professional seeks to impact). If letter is in language other than English, please provide English translation. Applications must be submitted by 2 P.M., May, 26, 2015 via one of the following methods: Mail /Hand Delivery: Website: City of Santa Ana www.submittable.com Investing In the Artist Grant Administration Community Development Agency M -25 20 Civic Center Plaza, 6th floor Santa Ana, CA 92701 CONTACT For questions regarding the application contact Kelly Reenders at (714) 647 -5360 or kreendersgsama- ana.ore. ANTICIPATED TIMELINE 04/23/15 Applications available 04/30/15 Information Session 05/26/15 Applications due by 2 p.m. 06/18/15 Funding recommendations from Commission 07/07/15 City Council Approval of Grant Awards 07/16/15 Grant Recipient Reception 25F -12 INVESTING IN THE ARTIST APPLICATION COVERSHEET APPLICATION DUE DATE: Tuesday, May 26 (i� 2:00 P.M. Date Submitted: Organization Name: Organization Address: Contact Person/Title: Phone Number: Website: Brief Description of Project: Email: City Ward of Project: "UN".1 Type of Application: ❑ Organization is based in Santa Ana and proposes to use grant funds to provide arts and culture programming in Santa Ana ❑ Organization is not based in Santa Ana and proposes to use grant funds to provide arts and culture programming in Santa Ana Need: ❑ $5,000 ❑ $10,000 We are applying for: ❑ Programming Costs ❑ Equipment ❑ Special Events ❑Other City of Santa Ana, Community Development Agency 20 Civic Center Plaza, M -25, Santa Ana, CA 92701 (714) 647 -5360 3 25F -13 INVESTING IN THE ARTIST CHECKLIST ❑ Application Cover Sheet ❑ Checklist ❑ Organization Mission and History (1 page limit, Times New Roman 12 -point font, double- spaced, 1 inch margins) ❑ List of Key Staff /Board of Directors (1 Page) ❑ Narrative for proposed use of funds and supplemental questions (1 page limit, Times New Roman 12 -point font, double- spaced, 1 inch margins) Supplemental Questions: • Please describe any additional City of Santa Ana resources required for your project (permits, public space, licenses etc.)? • Is this a new or existing program/project? • How will this project enrich the Santa Ana arts and culture community? • Will the art display, event, or performance be free and accessible to the public? • How will the proposed project be presented or shared with the public? ❑ Project Timeline ❑ Line Item Budget ❑ One signed Letter of Community Support - preferably from within the community organization/professional seeks to impact (if letter is in language other than English, please provide English translation) 25F -14 INVESTING IN THE ARTIST SAMPLE PROJECT TIMELINE DATE ACTION OUTCOME 25F -15 INVESTING IN THE ARTIST LINE ITEM BUDGET PROPOSED GRANT FUNDED PROGRAMMING SERVICES PERSONNEL Description of Personnel (contracted instructors, lecturer honorarium, artist stipend etc.) Total Compensation Grant Funds Requested Total Cost Grant Funds Requested EQUIPMENT. MATERIALS AND SUPPLIES ITEM (equipment, material and supplies) Quantity Unit Cost Total Cost Grant Funds Requested SPECIAL EVENTS Description (permits, fees, facility rental) Total Cost Grant Funds Requested 25F -16 INVESTING IN THE ARTIST LINE ITEM BLIDGET PROPOSED PROGRAM BUDGET PROPOSAL Enter budget categories and projected expenditures for the proposed program: Category Expenditures Funded By Santa Ana Grant Expenditures Funded By Other Sources (Including in- kind) Total Program Budget Total Organization Budget Administrative Staff Salaries and Benefits Contractual /Professional Services /Stipends Equipment, Material, & Supplies Special Events Production TOTAL PROGRAM REVENUE LIST ALL OTHER PROGRAM RESOURCES Funding Source" total must equal "Total Program Budget" listed above FUNDING SOURCE AMOUNT Santa Ana Artist Grant TOTAL PROGRAM BUDGET 25F -17 25F -18