95 Perry Street, Suite 402 ▪ Buffalo, New York 14203 ▪ (716) 846-8270 (p) ▪ (716) 846-8269 (f) ▪ asiwnyinfo@gmail.com ▪ www.asiwny.org
JEN SWAN, DEC COORDINATOR
New York State Council on the Arts Decentralization Program
GRANTS FOR NIAGARA COUNTY
DEADLINE: Wednesday, OCTOBER 10,
2012 – 12PM (noon)
OVERVIEW
The NIAGARA COUNTY COMMUNITY ARTS DEC GRANT is a competitive arts grant that
provides financial and technical assistance for community-based arts activities offered
by eligible nonprofit organizations and/or individual artists with qualified partners in
Niagara County.
The NIAGARA COUNTY ARTS EDUCATION DEC GRANT is a competitive arts grant that
provides financial and technical assistance to cultural organizations and/or individual
artists to support arts education projects in K-12 public school and publicly funded
charter school settings. These grants support the role that local cultural organizations
and/or individual artists play in engaging K-12 students in rich artistic learning
experiences. Funds are directed to cultural organizations and/or individual artists
working in partnership with public schools or publicly funded charter schools.
These grants are administered by Arts Services Initiative of Western New York, Inc.
(ASI) and funded by the New York State Council on the Arts (NYSCA). The grants are
awarded for specific projects occurring between January 1, 2013 and December 31,
2013.
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DECENTRALIZATION
The New York State Council on the Arts (NYSCA) established the Decentralization
Program (DEC) in 1977 following the mandate of the state Legislature to encourage
increased participation at the local level in the state’s cultural funding process.
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The purpose of the DEC program is to foster the continued development of
local cultural resources responsive to community cultural needs.
DEC support enables emerging artists and organizations to grow
professionally and to enhance the cultural climate in communities and
neighborhoods where they live and operate.
DEC helps to ensure access to the arts and culture to the citizens in each
of the 62 counties of New York State, especially to areas that are
geographically isolated, economically disadvantaged or ethnically
diverse.
COMMUNITY ARTS DEC
The goals of the Niagara County Community Arts DEC program include:
o Providing quality arts programming to Niagara County.
o Assisting emerging artists and arts organizations.
o Supporting cultural expression of our diverse ethnic groups.
o Making arts programming accessible to under-served and minority
audiences.
o Emphasis in funding is placed on projects and activities geared towards
reaching under-served, economically disadvantaged communities.
The Niagara County Community Arts DEC program is not for every nonprofit and arts
organization. It is best suited to small community arts groups, arts programs from nonarts groups, and emerging arts groups that can demonstrate professional arts quality
and a level of administrative standard. There are other funding resources that may be
available for your project needs. Arts Services Initiative of Western New York, Inc. has
the staff and resources to assist you in the search for other funding opportunities
beyond the DEC Program.
Arts activities MUST be the primary driving force of project requests. ALL requests
must have a public component – one that is available to the entire community.
Programs must be open to the general public. Applicants are required to make their
projects accessible to all individuals and hold their events at accessible sites. This
program is intended to expand, promote, and increase arts and cultural programming
at the local level including, but not limited to, projects in the following areas: Dance,
Design Arts, Folk Arts, Humanities, Literature and Poetry, Media (film, video, radio),
Music, Opera/Musical Theater, Photography, Skilled Crafts, Textile Arts, Theater, Visual
Arts and Multi-Disciplinary programs.
ARTS EDUCATION DEC
The goals of the Niagara County Arts Education DEC program include:
o Expanding the rich artistic learning experiences of K-12 students.
o Developing inter-curricular collaboration.
o Providing quality arts programming to Niagara County.
o Assisting emerging artists and arts organizations.
o Supporting cultural expression of our diverse ethnic groups.
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Making arts programming accessible to under-served and minority
audiences.
Emphasis in funding is placed on projects and activities geared towards
reaching under-served, economically disadvantaged communities.
NOTE: Arts Education DEC grant funds are 10%-20% of the total DEC grant funds Arts
Services Initiative of Western New York, Inc. will be distributing.
INFORMATION SESSIONS
Attendance at an information session is mandatory for all applicants. NO exceptions
will be made! Dates, locations, and times for sessions are listed below.
These sessions offer assistance in understanding the grant process, the program
guidelines, the grant application and provide grant writing tips.
Please call Jen Swan at (716) 846-8270, or e-mail asiwnyinfo@gmail.com to reserve a
space at a seminar listed below.
SESSION DATES
o August 13, 2012
10:00AM
North Tonawanda Public Library
505 Meadow Dr., North Tonawanda, NY
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August 18, 2012
1:00PM
Earl W. Brydges Public Library
1425 Main Street, Niagara Falls, NY
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August 22, 2012
10:00AM
Lewiston Public Library
305 South Street, Lewiston, NY
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August 28, 2012
11:00AM
Royalton Hartland Community Library
9 Vernon Street, Middleport, NY
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September 4, 2012
5:30PM
Wilson Free Library
265 Youngs Street, Wilson, NY
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September 6, 2012
8:00AM
Orleans Niagara BOCES
4124 Saunders Settlement, Sanborn, NY
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September 6, 2012
5:00PM
Niagara Arts & Cultural Center (NACC)
1201 Pine Avenue, Niagara Falls, NY
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September 8, 2012
1:00PM
Market Street Arts Center
247 Market Street, Lockport, NY
Don’t wait until the last minute!
Following attendance at a DEC Information Session, applicants can call Jen
Swan, DEC Coordinator, at (716) 846-8270 or e-mail at
asiwnyinfo@gmail.com for additional assistance.
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APPLICATION DEADLINE
Applications must be received – NOT POSTMARKED – in Arts Services Initiative of
Western New York, Inc.’s office no later than 12PM (Noon) on Wednesday, October 10,
2012. Early submissions are encouraged. Applications received after the deadline will
NOT be considered. Applications WILL NOT be accepted late or incomplete. Mail or
hand-deliver applications to:
Arts Services Initiative of WNY, Inc.
Attn: Jen Swan
DEC Coordinator
95 Perry Street, Suite 402
Buffalo, New York 14203
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ELIGIBILITY
All programs must take place in Niagara County.
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Applicants must be an established nonprofit organization, a local government
municipality, or an individual artist legally located in Niagara County.
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Nonprofit organizations and local government municipalities MUST provide proof
of nonprofit status and general liability insurance. This includes arts
organizations, or any other nonprofit organization that has an arts program.
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Projects that have as their core an arts based or cultural activity that takes place
between January 1, 2013 and December 31, 2013.
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Applicants can be sponsored by a conduit organization, a nonprofit organization
that meets all eligibility requirements that is willing to sponsor an application to
the Niagara County Community Arts & Arts Education DEC program.
o NOTE: Individual artists MUST be sponsored by a qualified conduit
organization in order to apply.
o Additionally, conduit organizations are encouraged for:
 An emerging organization
 An organization whose “parent” is outside of Niagara County
 A collaborative effort between organizations
Additionally, the applicant MUST fulfill all of the following conditions:
o Demonstrate a need for funding.
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Attend one DEC Information Session.
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Not discriminate in any way (race, color, national origin, sex, or disability)
relating to programming, administration, and board participation.
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Organizations (including conduit organizations sponsoring an individual artist)
must have an active Board of Directors/Trustees, volunteer group, or governing
body that meets on a regular basis to determine and review policies.
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Complete the Cultural Data Project (CDP) Profile. Cultural Data Project is a
powerful online management tool designed to strengthen arts and cultural
organizations and will help your organization improve its financial management
and be more viable for other funding opportunities as many funders now require
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CDP. Please note that it will take you a fair amount of time to complete your CDP
the first time, so we encourage you to get started early and to use CDP’s help
desk. A one-time, one-year waiver of this requirement can be requested, but
granting of the waiver request is not guaranteed. More information about the
Cultural Data Project and how to start your organization’s profile can be found at
the New York State Cultural Data Project website at
http://www.nysculturaldata.org/home.aspx.
HOW DOES AN ORGANIZATION DEMONSTRATE NONPROFIT STATUS?
Your organization must have ONE of the following documents that applies to your
organization:
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IRS Tax Exempt Letter 501 (c)(3)
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Documentation of charter by the New York State Board of Regents under Section
216 of the New York State Education Law
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Letter of Acceptance of Incorporation under Section 402, Not-for-Profit Law
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Current New York State Bureau of Charities (Office of Attorney General) filing
receipt
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Official authorization as an arm of a local government(i.e. a formal letter on
official stationary signed by the appropriate city, town, or village executive)
The address on the document MUST BE FROM WITHIN NIAGARA COUNTY – NO
EXCEPTIONS.
Arts Education DEC applicants must meet the above requirements, and also meet the
following requirements:
o Projects must take place in public schools or publicly funded charter schools
and center on the development and implementation of sequential, skills-based
study that incorporates one or more art forms and includes a minimum of 3
hands-on learning sessions with students.
o All projects should relate to one or more of the statewide Standards for Arts
Education and/or the new Common Core Standards. Projects may be formulated
in order to enhance learning in the arts or non-arts disciplines, but the arts must
be central to the learning experience. Please refer to the Common Core
(www.corestandards.org) and New York State Arts Standards
(www.piz.nysed.gov/ciai/arts/arts/and/home.html) for guidance.
o Project budgets should include costs for appropriate project evaluation and
documentation.
o A written letter of commitment from the school(s) partner to the arts organization
or artist is required. The letter must outline the school’s support of the project
(monetarily and otherwise) and anticipated roles and responsibilities for each
partner involved. The principal should sign this letter of agreement and it should
appear on school(s) letterhead.
WHO IS INELIGIBLE TO APPLY?
The following are NOT eligible to apply:
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An applicant that does not attend a DEC Information Session.
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An applicant that does not submit a completed Cultural Data Project Report or
successfully request a waiver prior to the application deadline.
Organizations that have applied to the New York State Council on the Arts for
funding for the 2013 fiscal year, regardless of funding status.
Public universities and colleges; and public school districts, private or parochial
schools, and their components (PTAs, etc.).
New York State agencies and departments, including SUNY colleges and
universities.
Individuals who do not have an eligible sponsor or partner organization.
Individual artists who are under the age of eighteen (18).
Previously funded DEC organizations that have failed to provide final reports,
use proper acknowledgement or have failed to comply with previous contract
terms.
Non-incorporated chapters of organizations whose “parent” organization is not
located in Niagara County.
Arts Services Initiative of Western New York, Inc. organization, its employees or
board members, and groups for whom Arts Services Initiative of Western New
York, Inc. serves as a fiscal sponsor/pass through.
THE FOLLOWING ARE NOT ELIGIBLE FOR FUNDING:
Programs taking place outside of Niagara County.
Activities and programs which cannot be completed between January 1, 2013
and December 31, 2013.
Programs not in handicap accessible locations.
Requests that are less than $500, or exceed $5,000.
Requests that are greater than an applicant’s project expenses minus total
project income.
General operating expenses and contingency funds.
Budget requests that are greater than 50% of an applicant’s project expenses.
Project requests for deficit funding and capital expenditures, including property
or equipment purchases.
Operating expenses of privately owned facilities (e.g. homes and studios).
Administrative costs unrelated to the proposed project.
Programs in which the primary benefit is the financial gain by an individual.
Start-up or seed funding for the establishment of new organizations.
Entertainment costs such as parties, openings, receptions, food or fund raising
events.
Art exhibitions that are not juried or assessed and/or organized by a professional
curator.
Art programs that are recreational, rehabilitative, or therapeutic in nature (e.g.
art therapy).
Projects that are targeted for home school participants.
Projects not open to the general public such as camps, clubs or college
associations.
Cultural activities restricted to an organization’s membership.
Artistic funds for university faculty and staff within projects that are affiliated
with their institutions.
Projects where fees are paid to students of universities, high schools, middle or
elementary schools, or use children as professional artists.
Cash prizes, juried shows, fellowships, scholarships and other awards to
students.
Activities that are not arts-related (e.g. balloon art, clowns, magic shows, bubble
blowing, juggling).
Lobbying expenses.
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Acquisitions of works of art.
At-risk/social service programs.
Creation of textbooks or classroom material.
Regrants by applicants to fund other activities.
FURTHER, applications will NOT be accepted if the:
o Applicant has not attended an Information Session.
o Applicant does not adhere to Niagara County DEC guidelines and policies.
o Applicant did not follow reporting guidelines for previous DEC grants.
o Applicant does not include the requested supplemental materials with the
application.
o Applicant does not submit a completed Cultural Data Project Report or
successfully request a waiver prior to the application deadline.
o Complete application (including all attachments) arrives after the Wednesday,
October 10, 2012 12PM (noon) deadline – NO EXCEPTIONS!
HOW MANY FUNDING REQUESTS CAN BE SUBMITTED?
A single organization or individual may submit up to three (3) project requests within
one application package, as long as the total requested is no more than $5,000 (this
includes both Community Arts and Arts Education grants). Individual Artist
Commissions and fiscally sponsored requests are exempt from the three (3) request
limit. Submit a separate, completed application form for each project. Submit all
projects in one complete package to Arts Services Initiative of Western New York, Inc.
IS THERE MINIMUM AND MAXIMUM FUNDING SUPPORT?
YES. Maximum funding support to any one applicant cannot exceed $5,000. Requests
should be no less than $500. Grants are not intended to cover the complete cost of the
proposed project. DEC grant requests should not exceed more than 50% of the
proposed project budget or program’s expenses. This match can consist of a
combination of cash and in-kind revenue.
Your project budget must demonstrate other funding sources are being matched to the
project.
IF MY ORGANIZATION RECEIVED A DEC GRANT IN THE PAST, CAN WE STILL
APPLY?
YES. If you have received funding in the past, you are eligible to apply again. However,
prior DEC funding does not guarantee continued support in any succeeding year. Each
application is reviewed in the context of the current program guidelines, funding
priorities, and evaluative criteria.
Arts Services Initiative of Western New York, Inc. encourages established
organizations to use these funds to assist in developing new or expanding existing arts
programming. Arts programming should enhance standard offerings while at the same
time provide artistic programming to underserved constituencies.
In funding repeat applicants, priority will be given to those applicants that submit
project requests demonstrating growth, artistic expansion, and community support if
requested projects are similar to those of previous years.
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GRANT DETERMINATION
ASI staff reviews all applications for eligibility and completeness. As part of the
evaluation process, ASI staff may contact you by telephone or e-mail to clarify certain
information.
A peer panel of artists, arts administrators, and community leaders appointed by ASI
evaluates each application and recommends a level of funding based on the evaluation
criteria and the funding priorities.
Upon request panelists will be furnished with final and interim reports as well as audit
information and correspondence when considering organizations/individuals that have
been funded in prior years.
Suggestions and comments regarding applicants by previous panel deliberations are
also available to the panel.
An appointed Advisory Committee reviews the panel’s suggestions and also evaluates
each application based on the evaluation criteria and the funding priorities.
ASI Board of Directors, which has the final authority for all decisions, reviews the panel
and Advisory Committee’s recommendations.
EVALUATIVE CRITERIA
The panel will make funding recommendations based primarily on the following criteria:
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Artistic merit and quality of ongoing arts based programs with year round
activities, multiple events, in underserved communities are high funding
priorities.
Caliber and credentials of professional artists and other project personnel
supported by resumes and work samples.
Public arts programs which build an arts foundation by addressing community
needs, interests and demonstrate that they benefit the community.
Project budgets that are accurate, realistic, demonstrate a need and that feature
diverse sources of funding.
Clearly defined plan for implementation, management, and promotion of the
project.
Organizational history, stability and a diverse board, representative of the
community served.
Evidence of responsibility and compliance with past DEC Grant guidelines and
procedures.
Clarity and conciseness of written application and supporting materials.
FUNDING PRIORITIES
Priority funding will be given to the following types of projects:
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Projects from first time applicants or new initiatives from past applicants.
Activities of local arts organizations.
Projects that request funds for the payment of artist fees and technical
production services.
Projects that request funds for the payment of marketing and/or publicity costs.
Projects which employ high quality artists.
Projects serving traditionally underserved communities.
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Projects that reflect cultural traditions or contemporary creative expression of a
particular ethnic group.
Collaborative projects that support ongoing arts and cultural development.
Organizations that utilize under-served and/or minority individuals as
participants or artists in their projects.
Projects that provide free participation or admission to individuals who are
economically in-need.
Organizations that are bringing their project to audiences that are otherwise
unable to access artistic or cultural programming.
Organizations developing new projects specifically geared towards reaching
new and under-served audiences.
Additionally, the following are LOW funding priorities:
o Travel, space and equipment rental costs associated with the project.
TECHNICAL ASSISTANCE
Technical assistance is provided at the Information Sessions and through a variety of
professional development workshops offered by ASI throughout the year. Specific
questions can also be addressed via e-mail (asiwnyinfo@gmail.com) or phone (716)
846-8270.
It is highly recommended that applicants submit completed applications before the
deadline of Wednesday, October 10, 2012 at 12PM (noon). Submitting an application
early allows time for ASI staff to review your application and for the applicant to submit
any information or materials that may be missing.
HOW WILL I KNOW IF MY PROJECT IS FUNDED?
ASI notifies all applicants by e-mail regarding the status of their applications after
Board approval. This usually occurs by the end of November.
An Awards Ceremony will be held in January 2013. Grant payments will be made in
one-time payments to the organization and/or artist.
RESPONSIBILITIES OF A GRANT AWARDEE
If you receive a grant you will be required to:
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Review panel feedback with ASI staff.
Sign and adhere to the terms of a project contract.
Attend the DEC Awards Ceremony in January 2013.
Credit “Arts Services Initiative of Western New York, Inc.” and “The New York
State Council on the Arts (NYSCA) with the support of Governor Andrew Cuomo
and the New York State Legislature” for funding on all materials according to
language used in the project contract as well as including both logos on all
printed material relative to your funded project. Grant awardees must use
authorized language in acknowledging funding.
Send a program information sheet and copies of promotional and advertising
material regarding the project or event to Arts Services Initiative of Western
New York, Inc. at least one month prior to the event.
Provide Arts Services Initiative of Western New York, Inc. with two
complimentary tickets 4 to 6 weeks in advance of event.
File a revised budget, if request is not fully funded.
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File a report within 30 days of project completion and no later than December
31, 2013.
Provide ASI staff with an advance schedule of funded events.
ASI must approve any changes to your project including dates, times, and
places where events are to be held. Changes must be proposed in a written
request.
APPEALS PROCESS
The Arts Services Initiative of Western New York, Inc. Board of Directors approves
grants made under the DEC Grant Program. Dissatisfaction with the funding decision is
not justification for an appeal. An organization and/or artist may appeal when any of the
following grounds apply:
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Misrepresentation of information by staff / panelists
Non-representation of information by staff / panelists
Improper procedures, including conflict of interest
Applicants not recommended for funding and wishing to appeal must initiate a formal
appeal to the DEC Coordinator, Jen Swan, within five (5) business days of receiving an
e-mail of decline. A separate Appeals Panel will meet to examine the appeal and make
any recommendations.
ASI reserves the right not to expend all available grant funds.
DEC APPLICATION FORM
Additional copies may be downloaded online at ASI’s website www.asiwny.org
You may call ASI at (716) 846-8270 and request one to be mailed or e-mailed to you.
Please remember that completed applications will NOT be accepted from organizations
and/or artists that have not attended a DEC Information Session or that have not
submitted a completed Cultural Data Project Report or successfully requested a waiver
prior to the application deadline. All applications must be typed or computer
generated. Handwritten applications will NOT be accepted.
DEC APPLICATION MATERIALS
You are required to submit one (1) typed, signed and completed application form
marked as original. Your original will also include a copy of all required attachments
(see checklist).
Additionally, you will submit eight (8), typed and collated copies of your application form
and all attachments. The following Checklist was created for you to use as a guide to
ensure that all the materials are properly submitted with the DEC Application Form.
Quality artist support materials are important. If you are submitting CDs, videos,
photographs, etc., please label the attachments with your organization’s name and the
project title. Make sure all CDs and videos are queued to the play spot and are no
longer than three (3) minutes.
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DEC CHECKLIST
Complete Application Package Consists of:
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ONE (1) SIGNED ORIGINAL APPLICATION, ALL attachments and Proof of
Organization’s Non Profit Status and General Liability Insurance
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Eight (8) Copies of the Application and ALL Attachments (collated and stapled)
Attachment List:
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Current Board of Directors List
(Must include names, addresses, and contact information)
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Current Organizational Budget
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Completed Cultural Data Project Report
(A completed Cultural Data Project Report must be submitted; a one-time waiver
will be offered. A request for waiver MUST BE SUBMITTED AND APPROVED
PRIOR TO APPLICATION DEADLINE. Waivers are NOT automatic and we must
receive an explanation as to why you have requested a waiver. NOTE: A waiver
is good for 1 year only.). If you are approved for a waiver, the following MUST be
submitted: Previous Year Financial Statements include most recent completed
fiscal year, audit statement from accountant; signed Treasurer’s report [will not
be accepted without signature]. Highly Recommended: Statement of Cash
Flows; Income Statement; and Balance Statement. IRS form 990 will not be
accepted.
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Support Documentation - Tentative Agreements
(Provide copies of commitment letters or contracts from other artists, other
organizations, other agencies, or schools that are necessary for a successful
project.) *NOTE: Arts Education grants require partnership with a public or
publicly funded charter school. Individual artists require a sponsoring
organization. These letters of commitment MUST be submitted.
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Promotional Materials/Marketing Samples
(Nothing larger than 8.5 x 11: posters, flyers, brochures, press clippings,
programs, newsletters, marketing samples, etc. – none more than three (3) years
old.)
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Artistic Sample (Optional)
(ONLY ONE of the following artistic samples: CD or DVD; photographs; writing
samples (up to 3 pages) etc., labeled with your organization’s name and the
project title. Make sure that selected CD tracks are labeled and no longer than 3
minutes.)
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ALL GRANT APPLICATIONS MUST BE RECEIVED
by THE ASI OFFICE by
12PM (noon) on Wednesday, October 10, 2012
Please call Jen Swan, DEC Coordinator, at (716)
846-8270 with any questions regarding the
DEC Program.
In an effort to represent the needs of constituents in Niagara County, ASI is continually seeking
individuals to serve as panelists for various regrant programs, including DEC. Please submit the
names and contact information for all Niagara County residents interested in serving as
panelists to ASI at asiwnyinfo@gmail.com.
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