Volusia County
Community Cultural Grant Calendar, Program Requirements &
Application Instructions for 2010-2011
Grant calendar
What is the grant program?
Eligibility requirements
Regulations for this program
How to apply
Application
Requirements
Review criteria
Grant calendar
Applications Available
January 29, 2010 Grant Applications in Microsoft Word
will be e-mailed to the address you provide on the sign-up sheet at
the mandatory workshop.
Mandatory Applicant Workshops
The Cultural Council of Volusia County staff will conduct
two workshops to provide program details to organizations wishing to
apply for funding. Attendance at one of these workshops by a
representative from the interested organization is mandatory in
order to submit an application.
- January 25, 2010, 3-4
p.m. Training rooms, Thomas C. Kelly Administration Center 123
W. Indiana Avenue DeLand
- January 27, 2010, 3-4
p.m. 3rd Floor Meeting Room, Volusia County Lifeguard HQ &
Administration Center 515 S. Atlantic Avenue Daytona Beach
Grant Submission Deadline is Friday, March 26, 2010, 5 p.m.
Deadline for all applications is no later than 5 p.m. at
the Volusia County Parks, Recreation & Culture Division Office, 202
N. Florida Avenue, DeLand, FL 32720
Staff will review all
applications for eligibility, compliance and completeness of
necessary documentation. Applicants will be notified immediately
upon review of any discrepancies or incompleteness and will be given
10 working days from date of notification to make required
corrections or provide missing material. If the discrepancies are
not corrected within the 10 days provided, the application will be
considered ineligible and will not be distributed to the Cultural
Council members for review.
Grant Review – June 11, 2010, 9 a.m. - 5 p.m.
Grant Review (attendance by applicants is mandatory)
Volusia County Council Chambers, 123 W. Indiana Ave, DeLand
Presentations by applicants and scoring of applications by the CCVC.
Final Approval by County Council - September 2010
The County Council will hold public hearings on budget
recommendations, including funding levels of arts and heritage
organizations prior to September 30, 2010. Award Notifications will
begin on or about October 1, 2010. All applicants will receive
written notification of funding after final budget approval by
Volusia County Council.
Funds Disbursement – Quarterly Payments Begin October 1, 2010
Funds will be dispersed on a quarterly basis beginning
October 1, 2010. Each disbursement will be for one fourth of the
total grant amount awarded. After the initial request letter,
recipient organizations that retain their eligibility status will
automatically receive subsequent payments in the months of January,
April and July.
What is the Grant Program?
The Community Cultural Grant
is a program funded by Volusia County Government to assist
non-profit cultural and heritage organizations with general
operating support funding. The program is available to 501(c)
organizations having been in operation at least two years and having
as their primary mission the provision of visual art, performance
art, literary art or heritage based programming to the citizens of
Volusia County.
Eligibility
Requirements
- The organization must
be incorporated in the State of Florida and registered with the
Department of Agriculture Consumer Services as a non-profit
corporation and be classified as 501(c) tax exempt under Federal
Internal Revenue Service regulations for two years prior to the
date that the application is due. Additionally, the organization
must be able to demonstrate two consecutive years of public
cultural programming history since designation as a 501(c) and
immediately prior to the date of the grant application.
QUALIFYING 501(c) ORGANIZATIONS MUST HAVE AN ACTIVE BOARD OF
DIRECTORS THAT MEETS REGULARLY AND OVERSEES THE POLICIES OF THE
ORGANIZATION AND MONITORS THE PERFORMANCE OF THE ORGANIZATION’S
MANAGEMENT. QUALIFYING ORGANIZATIONS MUST DEMONSTRATE THAT ITS
PROGRAMS ARE MADE AVAILABLE OR PRESENTED DIRECTLY TO THE PUBLIC
WITHIN VOLUSIA COUNTY.
- No individuals may
apply for grants.
- Divisions of State
agencies, city and county government, public /private schools,
and their affiliate organizations are not eligible for support.
- The organization must
indicate diverse support within the community and include
Volusia County residents among its Board of Directors.
- The organization must
be in existence primarily to present, produce, or exhibit
cultural or heritage based programming within Volusia County.
- The organization must
comply with ADA standards as it relates to persons with
disabilities.
- A qualified
organization is only allowed to receive operating support
funding for cultural or heritage programs from one Volusia
County grant program. This is the only Volusia County grant for
which organizations requesting operating support for cultural or
heritage programs should apply. This does not apply to
organizations requesting capital acquisition, construction or
expansion funding through the Volusia County ECHO Grant program.
General Submission Requirements
- Organizations whose
total projected operating budget is $40,000 or less are eligible
to apply for appropriations of up to 20% of the proposed
operating expense budget. Organizations whose total proposed
operating expense budget exceeds $40,000 may apply for
appropriations of up to 20% of the first $40,000 of their budget
and 10% of all amounts in excess of $40,000. The basis to use to
calculate the eligibility amount is total of Proposed Cash
Expenses under Section A of the Financial Information. Page 5 of
the Grant Application.
- EXPENSES PROPOSED TO
SUPPORT FACILITY OPERATIONS, ACTIVITIES OR PROGRAMS TO BE
PRESENTED OUTSIDE OF VOLUSIA COUNTY SHOULD BE EXCLUDED FROM THE
CASH BUDGET BASIS USED TO DETERMINE ELIGIBILITY LEVEL.
- The maximum amount that
any one organization can request or receive under this grant is
$85,000.
- The minimum amount to
be applied for is $2,500.
- Organizations whose
operating budgets exceed $500,000 will be required to submit a
certified financial audit, current within 12 months of the grant
application date, with their application. Those organizations
whose operating budgets are under $500,000 are required to
submit a copy of their most recent year’s IRS Form 990, Return
of Organizations Exempt from Income Tax.
- A representative from
each organization must attend one of the two Applicant Workshops
in order to apply. Additionally, a representative authorized to
speak for and answer questions on behalf of an applying
organization must attend the grant review by the Cultural
Council scheduled for June 11, 2010.
Regulations for
this program
- County funds may not be
used for:
- Endowments and/or
escrow accounts
- Contributions or
donations to other organizations
- Social activities
or other related entertainment expenses
- Penalty fees for
violations of Federal, State, or Local laws
- Interest payments
or professional fees related to loans or refinancing
- The entire amount of
the grant must be spent within the fiscal year of the County of
Volusia October 1 through September 30.
- In advance of any
distribution of County funds, the applicant is required to file
a budget detail of the previous year’s funding with the End of
Year Accountability Reports if applicable.
How to apply
A copy of the application in
Microsoft Word will be e-mailed to the address provided on the
sign-in sheet at the mandatory applicant workshop.
Submit one, typed and
signed, original application and eleven (11) additional copies with
all supplementary materials to the Volusia County Parks, Recreation
& Culture Division Office, 202 North Florida Avenue, DeLand, Florida
32720, NO LATER THAN 5 P.M. MARCH 26. 2010. PLEASE NOTE THAT
APPLICATIONS RECEIVED AFTER 5 P.M. ON THE DATE OF SUBMISSION WILL BE
RETURNED TO THE ORGANIZATION UNOPENED AND WILL NOT BE REVIEWED OR
FUNDED THROUGH THE CULTURAL COUNCIL.
The original copy must be
signed on the certification page by two principals of the
organizations, i.e., the organization’s Executive Director, Board
President, Chairman, Chief Financial Officer, Treasurer or Secretary
(or other such board member authorized to certify the grant request)
and the individual primary grant contact person.
Applications deemed
incomplete by the committee and/or staff will be considered
ineligible for funding. Please follow directions carefully.
Organizations applying for
the first time are encouraged to meet with Volusia County Parks,
Recreation & Culture staff to insure their eligibility prior to
beginning work on the grant application.
IF YOU HAVE ANY QUESTIONS,
PLEASE CONTACT MIKE FINCHER IN THE PARKS, RECREATION & CULTURE
DIVISION OFFICE AT (DAYTONA BEACH) 257-6000, (NSB) 423-3300, OR
(DELAND) 736-5953 ext. 5872.
Application
Requirements
All pages of the application
must be typed. Handwritten pages are not acceptable. No font size
smaller than Times New Roman Size 12 should be used.
One (1) original
(prominently marked ORIGINAL on the first page) and eleven (11)
copies of the application and all supporting material must be
provided. All pages should be three-hole punched. Sets should be
separated by colored paper. No colored section divider pages or tabs
should be used. The sets should not be stapled, clipped or bound in
any way or put in notebooks or folders.
All supporting material must
be either three-hole punched or placed in 8 1/2” x 11” clear plastic
sleeves with closable tops to prevent material from sliding out. The
use of heavy weight sleeves is preferred. Please do not include
bulky items like books, magazines, etc. in the sleeves. CD’s or
DVD’s may be included, but only in paper sleeves, (no plastic cases
please.) Materials in plastic sleeves should be inserted at the end
of each set after the final paper page.
Please limit supporting
material to a total of five pages and no more than three plastic
sleeves. All supporting material in sleeves needs to be placed
behind the last page (signature page) of the grant in each set.
You may use the back side of
all pages in the application to copy newspaper items or other
publicity information about your organization with the exception of
the Financial Information pages.
If you insert additional
pages for expansion or clarification, please number them by adding a
letter suffix to the number of the preceding page, i.e. 4A. Do not
re-number the original application pages.
Review Criteria
Applications are received by
staff and reviewed for completeness and accuracy before they are
submitted to the Cultural Council.
The Cultural Council will
review and score each application on the merits of each of the
following criteria.
Administrative ability:
- Competent
administration as shown through:
- Resumes and
experience of key administration and contact person
- List of Board of
Directors
- Financial stability as
shown through:
- Complete and
accurate budget
- Most recent audit
or comparative balance sheet
- Previous administration
of County grants (if applicable)
Program
quality:
- Resumes of key program
personnel
- History of the
organization
- Mission statement
- Programming in past,
present and future
- Creativity or
uniqueness (where applicable)
Potential public exposure and benefit:
- Geographic location of
organization and or programs
- Demographic statement
including:
- Estimated number of
people served
- Outreach services
to diverse audiences
- Goals for increasing
public exposure
back to home page
