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PDC Grant Application Cover 2015-16
 

Preserving Diverse Cultures Division

DEADLINE: MARCH 10, 2014, midnight, eGRANT

Description

Definition of Preserving Diverse Cultures:
A Council Division that supports the development of organizations whose mission is
deeply rooted in and reflective of the African American, Asian American, Hispanic/Latino, and Native American (ALNAH) perspectives. The applicant�s programs, perspective, and staff are representative of those communities.
The Preserving Diverse Cultures Division (PDC) supports organizational stabilization and expansion of arts and cultural programming in ALNAH communities. This Division focuses on the development of ALNAH organizations and the training of capable administrators. Identified communities are: African American, Asian American, Latino/Hispanic and Native American. The Preserving Diverse Cultures Division is an institutional development division.

Activity Period

The activity period for all PDC Programs is September 1 - August 31. All funded activities must take place during this time period.

Funding

The funding categories below are for the Preserving Diverse Cultures Division only. Organizations in the Intermediate and Advanced levels of Strategies for Success may be eligible to apply to PPA or the Arts Organizations and Arts Programs Track as well as Strategies for Success.

Strategies for Success Program � This Program addresses organizational development for ALNAH organizations through Implementation Awards, Technical Assistance, Long-Term Consultation, and Individual Development workshops and conferences. Participation in the Program is based on three levels of development-Basic, Intermediate and Advanced. Funding at each level depends on an annual evaluation.

Technical Assistance & Professional Development
Organizational Short-Term Professional Development and Consultation (PD&C)
Professional Development and Consultation awards of up to $2,000 non-matching funds are available to ALNAH organizations that may be ineligible to participate in the Strategies for Success Program. For Program Information and application forms, click here.

Professional Development for the Individual Artist � The Program offers individual artists up to $200 to attend conferences and other professional development opportunities. In the past, artists have received funds to cover conference fees, non-credit career advancement, and promotional materials. Please call the Program Director, Charon Battles, cbattles@pa.gov for information.

The Division�s Organizational Development Conference � addresses the professional
development of administrators, and manages a statewide touring exhibition as well as other professional development workshops. For more information call Please call the Program Director, Charon Battles, cbattles@pa.gov for information.

The Division�s Publications � accepts submissions to the ALNAH (African American, Latino, Native American, Asian, and Hispanic) e-bulletin.Please call the Program Director, Charon Battles, cbattles@pa.gov for information

In general, the PCA does not fund the following, nor may these expenses be
used as a match for PCA funds:
� Capital expenditures, including equipment costing $500 or more per item;
� Activities for which post-secondary academic credit is given;
� Activities that have already been completed;
� Activities that have a religious purpose;
� Performances and exhibitions not available to the general public;
� Performances and exhibitions outside Pennsylvania;
� Cash prizes and awards;
� Benefit activities;
� Hospitality expenses, i.e., receptions, parties, gallery openings;
� Lobbyists� payments;
� Competitions.

For PCA's Terms and Condtions, please click here.

Division-Specific Advice

First-time applicants are encouraged to contact the Preserving Diverse Cultures Division
Director, Charon Battles: cbattles@pa.gov or 717-787-1521 prior to completing an application to ensure they are applying to the correct program.
Current participants in the Strategies for Success Program must have their PCA assigned
consultant complete and submit a Strategies Progress Report. All Basic and Intermediate Level organizations must attend the two-day Preserving Diverse Cultures Organizational Development Conference, or an approved alternative conference. Organizations must identify a board or staff person to participate in administrative development activities designed for them by PCA. Applicants to the Strategies for Success Basic and Intermediate Levels should discuss with their board of directors the impact a consultant will have on the growth of the organization and plan accordingly.

Funding Restriction:
Funding in the Preserving Diverse Cultures Division is restricted to organizations and artists from the African American, Asian American, Latino/Hispanic and Native American (ALNAH) communities.

Basic Level

YOU APPLY TO BASIC, IF:
� are an unincorporated ensemble or arts program or organization interested in organizational/ program development
� have at least a two-year history of arts/culturalprogramming
� have a 2-3 year average arts/cultural fiscal size of less than $24,000
� will not submit an application to the Entry Track

Institutional/Organizational Establishment � This level is designed for organizations seeking assistance in the development of a formal board structure, more consistent arts programming, and establishment of 501(c)(3) IRS status. Organizations must show evidence of two years of active arts and cultural programming to be eligible for funding. Unincorporated ensembles, artists� cooperatives, organizations in need of restructuring, social service, community and non-arts organizations interested in cultivating professionally staffed arts programs are eligible to apply to this level. Basic Level applicants may submit an additional application to the Pennsylvania Partners in the Arts (PPA Program) provided you meet eligibility requirements.

The PCA awards up to $2,500 in non-matching funds for consultants (as assigned by agreement/ consent of the PCA), and up to $2,500 in non-matching funds for programs for a maximum total of $5,000. List consultant funds in order of priority identifying no more than three areas of technical assistance. Eligible expenses include: staff development materials (fiscal management systems, publications, workshops); conference costs (fees, lodging and transportation not to exceed $500); artists� fees; equipment/facility rental (not to exceed $500); printing; and other needs as determined by the assigned consultants.

Intermediate Level

YOU APPLY TO INTERMEDIATE, IF:
� have a federal identification number and pending or received a 501(c)(3) status
� intend to create a new or augment an existing paid administrative position
� have an average arts/cultural fiscal size of $24,000-$125,000
� intend to develop an increased capacity building strategic plan
* Applicants to this program may submit one additional application to either the PPA Program or AOAP Track

The primary focus of the Intermediate level of Strategies for Success is capacity building. This level is designed for arts organizations or programs within social service, community and non-arts organizations interested in developing professionally staffed arts programs with active boards of directors and professional staff. Participants need administrative and programmatic stabilization. In the past, areas of assistance have included support for staff, specialized staff training, long-range planning, and creating programmatic initiatives. The intent of the funded staff position is to assist the organization in developing professional staff who are committed to the growth of the organization. It is strongly recommended to request staff funding for only one part time or one full time payroll position. On rare instances the panel may recommend to support two staff positions. No more than two positions will be supported. Contracted service position(s) are not eligible at this level.

Organizations that meet the following criteria are eligible for the Intermediate Level:

  • an average fiscal size of $25,000 to $100,000

  • Federal I.D. Number and pending 501(c)(3) status

  • formal board of directors with committee structure and regular meetings

  • formal bookkeeping system, regular office hours and accessible place of business

  • evidence of fund raising

  • demonstrated consistent community and audience support

  • annual programming that is an artistically significant and effective presentation of cultural activities; three consecutive years of operation

  • and at least one staff position with 20 hours per week.

Organizations applying for Year 2 of the Intermediate level may submit a two-year application. Year 2 of the application must present a plan for stabilization. The PCA awards a maximum of $10,000: up to $2,500 in non-matching funds for consultant's fees (approved by the PCA), up to $2,500 in non-matching funds for program assistance; and up to $5,000 in matching funds for the implementation or augmentation of one administrative staff position or long-term contracted service. Allowable programmatic expenses include printing, staff training, conference expenses (fees, lodging, transportation not to exceed $500), artists' fees, etc.

Advanced Level

YOU APPLY TO ADVANCED, IF:
� are a 501(c) arts organization
� are viewed as an institution within your community
� have a minimum average fiscal size of approximately $125,000
� have been in existence for at least 10 years
* Applicants to this program may submit one additional application to either the PPA Program Stream or the AOAP Track.
Note: Pennsylvania Partners in the Arts (PPA Program) is the PCA�s regional re-granting program.
Arts Organizations and Arts Programs (AOAP Track) is the PCA�s ongoing support category for organizations over a $200,000 fiscal size.
Note: See the Level descriptions for complete eligibility criteria.

The Advanced Level focuses on arts organizations viewed as institutions within their communities that have consistent arts and cultural programming. This level recognizes an organizations' preparedness for institutional status. Such organizations must document a track record of quality presentations and commitment to and from their community. Allowable projects include fund raising, long-range planning, program development, facility development, board development and expansion. Special programmatic initiatives in the planning stages of the proposed application should also address the long-term stability of the institution.

Organizations that fit the following criteria are eligible to apply at this level:

  • an average fiscal size of approximately $125,000

  • a Federal I.D. Number and 501(c)(3) status

  • a formal, structured board of directors; a salaried staff of two or more with at least two full-time staff members; demonstrated use of volunteers

  • a formal bookkeeping system and yearly audit; regular office hours and accessible place of business

  • established long-range plan (for at least three years)

  • demonstrated marketing program

  • evidence of structured annual fund raising activities

  • established community support and awareness program

  • and a minimum of ten consecutive years of operation

Implementation Awards up to $20,000 may be awarded. Recipients must present a budget that shows $40,000 ($20,000 PCA and $20,000 match) of activity for a combination of staffing and/or program activity.

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How to Apply in eGRANT

The Pennsylvania Council on the Arts offers eGRANT, an electronic application process, for online completion of PDC applications, grant award agreements, and final reports. eGRANT is a web-based system that allows applicants to complete forms and save data online.

To Apply, click here The steps include instructions for confirming eGRANT registration, creating a new account (if necessary), filling out your application, submiting the eGRANT and printing from eGRANT. PCA recommends that applicants review the eGRANT application questions after logging on and then, read the printable guidelines.

Advisory Panel Process� Advisory panels convene every year to review applications and
to make recommendations to the Council for support. The advisory panel will apply the
following weighted criteria to an applicant�s past and current performance to determine a
recommended award amount:
Quality of Artistic Product/Process/Service ...............up to 35 points
Access to the Arts ....................................................up to 35 points
Management ............................................................up to 30 points

Work Sample Information

STRATEGIES FOR SUCCESS

BASIC

SUBMIT DOCUMENTATION OF YOUR ARTS/CULTURAL PROGRAMS
Work samples are an important and required component in the panel review process.
Submit three (3) copies of the Work Sample Description page (in the eGRANT application page 7)
If you submit images: submit 20 jpegs as a Power Point Presentation. List and describe the
images on the work sample description sheet. You may submit on a CD or in an email which contains your applicant name and pdcBASIC in file name.

If you submit a DVD: send in three (3) copies of a 10 minute documentation of an example of your performance(s) festivals, or workshops in mp4 or . mov files. List and describe the DVD on the Work Sample Description page, including creators, performers, venue(s) and dates. Test the discs before sending.

If you submit an audio CD: send in a ten (10) minute example of your musical performance(s) as an mp3 file. List and describe the CD on the Work Sample Description page, including creators, performers, venue(s) and dates. Test the discs before sending.

Marketing Materials
Include a brief summary of marketing, promotional materials, brochures, flyers, etc. that you are including with your application.
Note: DO NOT send originals or your only copy. Every attempt will be made to return your work samples. If you would like your work samples returned, you must enclose a self-addressed envelope with adequate postage. However, the PCA cannot accept responsibility for lost or damaged work samples or other materials. Additional Enclosures Required

� Three copies of Basic Level application.

� Two copies of the resum� of the designated Strategies representative not to exceed
two pages.

� Two copies of promotional materials, brochures, flyers, etc. Performance
groups must submit work samples of the ensemble in concert. Include representation of all cultural programs.

� A Strategies Progress Report Form completed by PCA-assigned consultants of current
participants submitted to the PCA by April 1.

� Two copies of board of directors or community advisory committee including
professional affiliations and ethnicity.

� Two copies of past completed fiscal cash flow statement inclusive of in-kind
contributions.

� First time applicants to all levels of Strategies for Success must submit three letters of
support from the above referenced designated communities they serve.

 

INTERMEDIATE AND ADVANCED LEVELS

WORK SAMPLES INFORMATION

All work samples should be submitted in eGrant.
Accepted file types:
� Images: JPEG (.jpg)
� Audio: MP3 (.mp3)
� Video Sample (.mp4, .mov)
� Text documents
Be sure to include one copy of the Checklist as the first page in your package.

20 JPG images submitted in eGrant:
List the images numbered 1-20 on the page, list the medium, size of the object in inches
(HxWxD), date of creation, and title of work. The order of the images must correspond with this list, and, if an image illustrates a detail of a previously listed work, it should be so noted. If you have an exhibition space, the first few images should depict an overview of the exhibition space with an installed exhibition. The remainder of the images should depict highlights from the past three years� exhibitions.

For Theatre Programs list the images numbered 1-20 on the page. List the title of the play/
work, date and location of performance, Director. (Optional: Actors names, set, lighting,
sound and or costume designers).

For Film and Electronic Medai, call Charon Battles, cbattles@pa.gov for instructions.

MP3 audio submitted in eGrant:
List the title of the work(s), composer or creator, date of performance and/or creation, location of performance, number of performers or members in the ensemble, and any relevant technical information.

Video Sample and or DVDs (three exact copies mailed to the PCA)
Provide a description of video sample and or DVD content. Include all relevant information such as creator(s), date(s), location(s), etc. Also include time marks of different segments or portions of the video. Note which segments you prefer the panel to view first. The Video Sample is limited to a maximum of 5 minutes, and should have a representative portion of the complete DVD with the strongest work. Panelists will be able to view the sample prior to the meeting. At the panel meeting, panelists will review DVDs for a maximum of 10 minutes, so the strongest work should be noted on the Description of Work Sample with time marks. Test all DVDs after recording to assure that they play properly.

Marketing Materials
Submit as much of the material as possible in eGrant. This will enable the panel to view prior to the panel meeting.
If you would like your work samples returned, you must enclose a self-addressed envelope
with adequate postage. NOTE: DO NOT send originals or your only copy. Every attempt
will be made to return work samples. However, the PCA cannot accept responsibility for
lost or damaged work samples or other materials.

Additional Required Information

All applicants must submit:
� eGrant three copies of the Intermediate/Advanced Level Application
� eGrant two copies of the roster of the organization�s arts and cultural staff and one-page
biography resum�s of the artistic and administrative staff. (No more than 5
pages total).
� Two copies of promotional materials, brochures, flyers, and DVD�s etc.
� Two copies of the two-page narrative describing the organization�s goals,
community resources, proposed timetables, and anticipated benefits from
participation in the Division.
� Name of the designated Strategies representative.
� A Strategies Progress Report completed by consultants of current participants
by April 1.
� Two year applicants (only)-two copies of the stabilization plan, not to exceed three
pages each.
� Two copies of past fiscal year financial statement.