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Grants and Services of the West Virginia Commission on the Arts

West Virginia Division of Culture and History

Contents

General Operating Support Categories

General operating support is a grant made to further the general purpose or work of an organization, rather than for a specific purpose or project.

In an effort to support long-standing, stable arts organizations and to acknowledge arts services to the community, the WVCA offers general operating support to organizations falling into two categories: Major Institution Support and Mid-Size Institution Support.

General operating support funds are applied toward an overall budget to supplement earned income, donations, corporate and foundation funds and other grant awards.

Financial statements: Applications to General Operating Support grants must include financial statements to illustrate the fiduciary responsibility of arts organizations and their governing boards. Although certified audits of the most recently completed fiscal year are preferred, statements from a qualified reviewer of the financial policies of your organization may substitute. Organizations should consult with the Director of Arts and/or the Community Arts Coordinator to discuss the appropriate method of reporting.

When reporting financial activity, either through certified audited documents of income/expense and assets/liabilities, clear divisions must be made between operating and capital aspects of your organization. Organizations with endowments, or permanently restricted funds from which the earned income is used to support operating expenses, must describe such funds in the budget narrative and documents. General Operating Support recipients and other grantees should be prepared to segregate funding sources according to “restricted fund accounting” principals. Advice from legal and financial advisors is always recommended.

Major Institution Support

Application Deadline: March 1

Forms Required: Major & Mid-Size Institution Application Packet
Accessibility Transition Plan/Interim Plan (see accessibility)

Eligibility: All applicant organizations must:
• Have a minimum operating budget of $1,000,000 or more. Operating budget level must have been attained in the most recently completed fiscal year, as evidenced by a certified, audited financial statement. Endowment, capital improvement or other restricted funds may not be included as operating income. Donated works of art should not be included as acquisition income.
• Have been in existence as a non-profit for five years during which time a permanent, paid, professional staff, including a business manager and artistic director, have administered the organization’s programming on an annual basis. Multi-arts agencies, community arts councils, arts centers and presenting organizations need not have an artistic director, but presenting organizations must maintain a permanent, paid, professional staff presenting professional artists in a seasonal format. The five year criterion is measured from date of inception to date when funds would become available if a grant were awarded (July 1).
• Be a successful applicant to the WVCA for at least three previous grant cycles.
• Serve a large audience that represents a broad cross-section of citizens, including but not be limited to citizens of varying ages, ethnicities, abilities, gender, income and educational level, with reasonable outreach to be inclusive.
• Demonstrate compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (ADA). These laws prohibit discrimination against individuals with physical and/or mental disabilities under federally assisted programs. Both programmatic and structural accessibility must be addressed.
• Provide longstanding local arts service and welcome and outreach to state and regional audiences.

Ineligible Institutions: Organizations whose primary thrust is education and which award academic credits, i.e., colleges, universities and other degree-granting institutions
• Organizations receiving operating funds from other state agencies
• Organizations who main purpose is not the arts.
• Divisions or departments of larger institutions
• National Service Organizations

Funding Level: Each successful application will be awarded a single grant for Major Institution Support. Funding will be based on a percentage of the overall granting budget of the WVCA. In recent grant cycles 30 - 35% of available funds have been designated for Major Institution support with the minimum funding level at $50,000. The WVCA determines the annual level of support for major institutions.

When an organization’s operating budget exceeds $3 million, the WVCA will re-evaluate eligibility under this category.

Matching Requirements: Major Institutions are awarded between 2% and 6% of their operating budget under this program. Match is achieved through the organization’s operating budget.

Letter of Intent Required: No letter of intent is required for applicants currently in the Major Institution program. New applicants should provide a letter of intent to the Director of Arts by December 1st. Letter of intent to apply should address the six criteria listed under eligibility.

Program purpose: to support and stabilize organizations by providing financial assistance toward their overall budgets for arts programming.

Program description: Major Institutions are eligible for one grant award under this program. They are ineligible for grants in any other categories, with the exception of Presenting West Virginia Artist(s) Exhibition Program, the Cultural Facilities and Capital Resources Grant Program and Challenge America WV State Partnership Grants.

The criteria upon which applications to this category are reviewed include artistic excellence, effective management, community impact and year-round programming and accessibility to audiences and artists.

Special Instructions: The following materials must be submitted with the Major Institution application packet:
• Audited financial statement for the last completed fiscal year. (e.g. when applying for FY06 grant at the March 1, 2005, present audited financial statements for year ending June 30, 2004). The audit should contain a statement from the accountant identifying the operating budget.

Mid-Size Institution Support

Application Deadline: March 1

Forms Required: Major & Mid-Size Institution Application Packet
Accessibility Transition Plan/Interim Plan (see accessibility, page 17)

Eligibility: All applicant organizations must:
• Have an operating budget of $150,000 - 1,000,000. Income level must have been attained in the most recently completed fiscal year, as evidenced by a certified, audited financial statement.
Endowment, capital improvement or other restricted funds may not be included as operating income. Donated works of art should not be included as acquisition income.
• Have been incorporated as a non-profit for five years and have been a successful applicant to the WVCA for three grant cycles.
• Professionally staffed or all volunteer arts organizations that serve a broad cross-section of citizens, including but not be limited to citizens of varying ages, ethnicities, abilities, gender, income and educational level, with reasonable outreach to be inclusive.
• Demonstrate compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (ADA). These laws prohibit discrimination against individuals with physical and/or mental disabilities under federally assisted programs. Both programmatic and structural accessibility must be addressed.
• Provide longstanding arts service, welcome and outreach to state and regional audiences.

Ineligible Institutions: Organizations whose primary thrust is education and which award academic credits, i.e., colleges, universities and other degree-granting institutions
• Organizations receiving operating funds from other state agencies
• Organizations whose main purpose is not the arts.
• Divisions or departments of larger institutions
• National Service Organizations

Funding Level: The funding levels for Mid-Size Organizations approved by the WVCA will be determined on the basis of a review of operating budget size and funding history. New organizations invited to apply to the Mid-Size General Operating Support category will present financial statements to the Director of Arts to assist with recommendations for funding during the first year of application to the category. The WVCA will make its decision on funding based on a review of financial statements, funding history in the Community Arts Project Grant program, and an analysis of the organization’s achievement in the areas of artistic quality and public service. The WVCA determines the annual level of support for mid-size institutions.

Matching Requirements: Mid-Size Institutions may be awarded between 2% and 15% of their operating budget under this program. Match is achieved through the organizations operating budget.

Letter of Intent Required: By December 1st, new applicants only

Program purpose: to support and stabilize organizations by providing financial assistance toward their overall budgets for arts programming. To simplify application process for organizations providing long-standing service to communities.

Program description: Mid-Size Institutions are eligible for one operating support grant award under this program. They are ineligible for grants in any other categories, with the exception of Presenting West Virginia Artist(s) Exhibition Program, the Cultural Facilities and Capital Resources Grant Program and Challenge America WV State Partnership Grant.

The criteria upon which applications to this category are reviewed include artistic excellence, effective management, community impact and year-round programming and accessibility to audiences and artists.

Special Instructions: The following materials must be submitted with the Mid-Size Institution application packet:
• Audited financial statement for the last completed fiscal year. (i.e. when applying for FY06 grant at the March 1, 2005, present audited financial statements for year ending June 30, 2004). The audit should contain a statement from the accountant identifying the operating budget.
• Copies of the organization’s strategic plan and marketing plan.

Accessibility Services

Accessibility Services is a new opportunity. Since planning for accessibility should be part of your program planning, application to this program should coincide with your programming applications. It allows you to receive support for parts of your programming budget that make your site and programs more accessible.

Application Deadline: February 1/March 1, July 1 Accessibility costs are now eligible within your programming request at all the above deadlines.

Forms Required: Include your request for support for these eligible costs within your programming application. Use the appropriate form for the program to which your programming request is directed: Professional Development, Community Arts Project Support or Arts in Education.

Eligibility: WV Schools, non-profit arts organizations or other community organizations with an arts mission.

Funding Level: The applicant may request 50% eligible items up to $500. The amount of this request must be included in the budget of your project application.

Matching Requirements: Applicant must provide a 50% cash match.

Letter of Intent Required: No

Program purpose: To provide funding to support accessibility services that give all citizens an opportunity to participate in arts programs.

Program description: This program offers support for accessibility services. Activities and requests could include:
• Leasing or renting of ramps
• Leasing or renting assistive listening equipment
• Creating alternate formats for materials such as large print programs, Braille, printed materials, cassette tapes, captioning

Special Instructions: Accessibility Services funding does not cover capital expenditures or purchase of equipment. See Cultural Facilities and Capital Resources Grant Program or Fast Track/ADA and Emergency Grants.