CITY OF DALLAS – OFFICE OF CULTURAL AFFAIRS 2010-2011 CPP GUIDELINES

General Information

CPP 2010-2011 FUNDING TIME LINE

• Panelist names for review panels are forwarded to the Administration/Finance Committee and the full Cultural Affairs Commission (CAC) for approval

• CPP Applications Due by 5:00pm via online application system

• CPP Panel Review Meetings

• CPP Panel Recommendations are forwarded to the Admin/Finance Committee and the full CAC for approval

• City Council approves 2010-2011 City Budget

• CPP Organizations Sign Contracts

• Final Reports due for the 2010-2011 Cultural Contracts (or as specified in the contract)

GENERAL APPLICATION GUIDELINES

1. Before you begin your application, carefully read all applicable program guidelines



2. Develop your application so that it addresses applicable program goals and evaluation criteria



3. Complete every section of form and submit one copy of additional required documents (e.g. audited statements, bios of key personnel, IRS status letter, etc.)
   
   *NOTE*: Many of these items may be uploaded to the online application provided they are in approved file formats which include: Microsoft Word, Excel and Adobe PDF



4. Check your work and make sure that your financial data is accurate and complete



5. All supplementary materials submitted should reflect the quality of your artistic product. Poorly produced supplementary materials, including audio or visual materials can do more harm than good.
   
   Please limit your supplemental material to the following:
   
   • No more than 3 catalogs
   • No more than 3 brochures
   • No more than 3 critical reviews or newspaper clippings
   • No more than 3 programs or playbills
   • Video Clips must be on DVD’s and no longer than 5 minutes- max. 2 copies
   • Sound or music clips must be on CD’s and no longer than 5 minutes – max. 2 copies
   
   
   Hard copy supplemental material should be sent to:
   
   Office of Cultural Affairs
   Cultural Projects Program (CPP)
   1925 Elm Street, Suite 500
   Dallas, TX 75201
   
   By 5:00pm on April 16, 2010
   
   
6. Contact the Cultural Contracts Staff for clarification. The OCA staff can review your proposal with you prior to the submission date


Charla Sanderson, Cultural Programs Manager
(214) 670-4065
charla.sanderson@dallascityhall.com


7. Remember to submit the names of potential panelists to serve on the panels that make up the peer review process. We are always searching for new panelists that represent diversity and excellence in all disciplines. A Panel Nomination Form is available for downloading at our website: www.dallasculture.org by clicking on "Programs" and then "Cultural Contracts." You will find the link, Review Panel Nomination Form, on the right-hand side of this page.
   
   

   CULTURAL PROJECTS PROGRAM (CPP) FUNDING GUIDELINES

   
   The Cultural Projects Program (CPP) leverages funding each year to fund up to 50% of cultural projects in the City of Dallas. CPP procures cultural services on a project basis from arts and cultural organizations, educational institutions, social service organizations, and other non-profit organizations that are dedicated to community service.
   
   The funding period for FY 2010-2011 is October 1, 2010 to September 30, 2011.
   
   Application Deadline: April 16, 2010
   
   PROGRAM GOALS
   
   
   • To provide cultural services in all areas of the City of Dallas
   
   
   
   • To create greater awareness of the cultural and artistic heritage of Dallas, and to increase the citizen access to and participation in activities related to diverse heritage
   
   
   
   • To stimulate development of new funding sources to support cultural activities in Dallas
   
   
   
   • To increase the artistic and administrative capabilities of the city's cultural organizations, and to provide cultural services not otherwise available in the community
   
   
   ELIGIBILITY REQUIREMENTS
   
   Organizations must meet the following criteria to qualify for CPP funding:
   
   
   1. IRS status as a private, non-profit 501(c)(3) corporation, educational institution, or a unit of government. Proof of non-profit status must be submitted with the completed online proposal. Failure to submit this IRS letter will result in disqualification of the proposal
   
   
   
   2. The primary focus of operation is to provide services to residents of Dallas
   
   
   
   3. Administrative offices permanently located in the City of Dallas
   
   
   
   4. Non-discriminatory employment and personnel practices
   
   
   
   5. Professional direction for the proposed project
   
   
   
   6. Applicant organization may submit only one individual or collaborative proposal per year
   
   Proposals will not be accepted for the following:
   
   
   1. Activities which do not have a cultural or artistic focus or whose primary focus is religious or political in nature
   
   
   
   2. Projects planned primarily for fundraising purposes
   
   
   
   3. Activities restricted to members or which do not benefit the general public
   
   
   
   4. Tuition expenses
   
   
   
   5. College/university or school projects that are part of a course or curriculum or which do not benefit the general public
   
   
   
   6. Fellowships/grants to individuals (does not prevent purchase from individuals)
   
   
   
   7. Scholarships, cash prizes or awards
   
   
   
   8. Out-of-city travel
   
   
   
   9. Underwriting of capitol expenditures (buildings, land, permanent equipment or artwork)
   
   
   
   10. Purchase of artwork
   
   
   
   11. Activities that have occurred prior to the signing of the cultural service contract
   
   
   
   12. Underwriting of past deficits
   
   
   
   13. Activities of Dallas-based organizations that occur outside of the City limits are ineligible, unless specific activity locations are approved by the Cultural Affairs Commission prior to the signing of the contract for services.
   
   
   
   14. Endowments
   
   
   
   15. Non-contract related services, lobbying, attorney's fees, fees for penalties, and fees for incorporation or obtaining tax-exempt status
   
   PROJECT CATEGORIES
   
   Established in previous application cycles, OCA will continue to have two categories of CPP support, one for season support, and one for individual projects.
   
   
   • Single Project Support: This is for a single arts/cultural project that happens only once during the organization's fiscal year
   
   
   
   • Season Support: This is for support for an entire season of arts and cultural activities or more than one project that takes places during the organization's fiscal year. Only organizations whose primary mission is to present or produce arts/cultural programs will be eligible to apply for season support. This includes organizations whose primary mission is focused on theater, music, dance, visual arts, literary, film and video, multi-disciplinary, humanities, museums and historical associations.
   The panels will reflect this division. There will be four panels that will review the grants over two days. Two panels will work the first day with the other two panels following the next day. Each panel will have knowledgeable member in the fields that will be reviewed. They will cover the groups as follows:
   
   
   • Music Season Support - May 17, 2010
   
   
   • Theater / Dance / Multi Season Support - May 17, 2010
   
   
   • Visual / Film / Literary Season Support - May 18, 2010
   
   
   • Single Project Support - May 18, 2010
   Additional information about the review process appears in the section below titled "Proposal Review and Criteria."
   
   
   TYPES OF PROJECTS FUNDED
   
   
   1. Projects / Seasons for all types of arts / cultural activities will be considered as long as they provide a direct benefit to the citizens of Dallas. Arts / cultural projects must be professionally directed
   
   
   
   2. Artistic Residency Projects / Seasons that provide frequent exposure to a targeted audience over a period of time while continuing to involve the larger community
   
   
   
   3. Projects that increase in Administrative Efficiency of the applicant organization. Proposals must demonstrate a clear benefit to the residents of Dallas. The City will pay up to 50% of salary expense for a staff position included in this budget
   
   
   
   4. Collaborative projects between two or more organizations will be considered as long as they demonstrate a significant potential impact on the organizations involved through the sharing of expertise and resources, and provide a clear benefit to the residents of Dallas
   
   
   PROPOSAL DEADLINE AND FUNDING PERIOD
   
   Applications must be submitted via the OCA online grant system by 5 p.m. on April 16, 2010. Hard copies of grant applications will not be accepted.
   
   The system is accessible via the OCA website at: www.dallasculture.org
   
   Submit online application via the web-based system accessible on the Office of Cultural Affairs website. All applicants will receive a confirmation email indicating the application has been received and is being processed. If the confirmation email is not received within 24 hours after submitting the application, contact the OCA office immediately.
   
   NOTE: An organization that submits a late or substantially incomplete application at the time of the deadline, as deemed by the Office of Cultural Affairs, will receive notification via e-mail and mail as to the incomplete or late status of the application. A copy of this letter will be affixed to each copy of the application prior to review by the program panel, alerting panelists to the status of the application at time of deadline.
   
   Applicants should not expect to receive support through this program beyond the one-year contract period. Projects / Seasons must occur between October 1, 2010 and September 30, 2011. Applicants should not expect to receive funds through this program earlier than January 1, 2011
   
   NOTE: First time applicants must attend a pre-application workshop and/or meet with a program manager individually prior to submitting an application. (Note: Throughout these Guidelines the term first-time applicant refers to applicants submitting proposals to the program for the first time, as well as to applicants that have applied in the past but are not currently funded through the program).
   
   
   FUNDING AMOUNT
   
   Support will range from $400 to $15,000 per project or season with the following exceptions: Organizations submitting a joint proposal are eligible to request up to $25,000 for collaborative projects.
   
   CPP support to an organization in a given year does not ensure City of Dallas support for subsequent years. Each year, every proposal is reviewed in competition with other proposals and the level of support, if any, is determined in the context of the proposal review criteria (quality of services, demonstrated need, comparison of public and private support, stability / accountability and cultural diversity), the number of requests, and the funds available.
   
   
   MATCHING REQUIREMENTS
   
   Assistance received under this program will require a dollar-for-dollar match. At no time will City support exceed 50% of the total project / season budget or the organization's annual operating expense. "in-Kind" matching funds may be used in place of a portion of the required cash match. (requests to use in-kind matching funds must be approved by OCA prior to submission of the proposal).
   
   
   PROPOSAL REVIEW AND CRITERIA
   
   All proposals wil be revieviewed by the Office of Cultural Affairs staff for completeness. Organizations will be asked to revise the proposals as necessary. Proposals that clearly do not meet eligibility requirements will be returned to the applicants and determined ineligible for consideration.
   
   After the initial staff evaluation, a Review Panel composed of local or regional artists, representatives from cultural institutions and organizations, and representatives from the community at large will review all eligible proposals. Applicants must attend the Peer Review Panel meeting to present a brief organizational / project summary and answer questions. Failure to attend the panel meeting will result in a reduction of evaluation points by the Cultural Commission.
   
   The panels will review the Project Support and Season Support applicants seperately. Organizations will be grouped as follows:
   
   
   • Music Season Support - May 17, 2010
   
   
   • Theater / Dance / Multi Season Support - May 17, 2010
   
   
   • Visual / Film / Literary Season Support - May 18, 2010
   
   
   • Single Project Suport - May 18, 2010
   
   
   The panels will review the groups based on the following criteria:
   
   
8. Quality of Services - Has the organization maintained high quality standards in its artistic and cultural services?



9. Need (How great is the City's need for the services provided by the cultural organization?) - To what extent would procurement of services by the City serve to meet the needs of the community? Do the services address one or more of the City’s 2010-2011 budgeting strategies to provide Dallas residents with high-quality cultural opportunities? (See Addendum 2)



10. Comparison of Public and Private Support – Has the organization actively pursued and received funds from the private sector or individual contributors? Has it demonstrated an ability to generate levels of earned and unearned income consistent with accepted standards for similar organizations? Has the organization demonstrated the ability to meet the matching requirement in operational expenditures?



11. Stability/Accountability - Has the organization performed in a reliable manner in past years, in terms of its regular programming, its community outreach, fiscal management practices, and compliance with City contracts?



12. Cultural Diversity - Has the organization demonstrated a commitment to cultural diversity in all aspects of its operations such as board, staff, programs, audiences and outreach?

City of Dallas Key Focus Areas for Culture, Arts and Recreation

People ENJOY where they live, work and play.
People are ENRICHED…
People feel CONNECTED…
People feel FULFILLED…
People LOVE living, working and playing in Dallas.

4.2.1 Have the highest quality, be in demand, of good value, and affordable to all economic levels
4.2.2 Take place in neighborhoods across the City as well as in centralized “destinations”
4.2.3 Embrace technological solutions, best practices and continuous improvement
4.2.4 Attract, support, and foster the growth and/or sustainability of vibrant, innovative, diverse and collaborative individuals and/or organizations (i.e. partners) who bring their unique resources and talents to the citizens of Dallas
4.2.5 Engage corporate and/or private sector sponsorship, participation or partnership

Programs Special Considerations:
Special consideration will be given to offers that:

• Increase self awareness and instill self-esteem through fostering an understanding of residents’ history and cultural heritage
• Foster cross-cultural exchange and understand of our City, our people and our diverse cultures by showcasing community stories and traditions
• Increase cultural, arts, and recreational offerings in Downtown Dallas with events of national and international appeal
• Offer citizens and visitors exposure to new and diverse art forms, activities or opportunities
• Involve educational and/or leaning enrichment components
• Are revenue generating or self sustaining

4.3.1 Instill awareness of, foster appreciation for, and demonstrate the importance and relevance of Culture, Arts and Recreation in our lives
4.3.2 Support accurate information to residents/visitors that is accessible in a variety of appropriate ways using appropriate mediums
4.3.3 Support and give opportunities for people to provide input, advice, and/or feedback regarding their needs, the success of the programs, and their desires for changes to programs and destinations
4.3.4 Promote and support volunteer opportunities and citizen participation
4.3.5 Support and seek out partnerships and collaborations to support marketing – both in large scale and grass-roots efforts

Marketing and Public Engagement Special Considerations:
Special consideration will be given to offers that:

• Increase awareness of programs/services that are associated with/promote the City of Dallas brand
• Support new technologies and techniques of Marketing and Engagement
• Support the shared use of resources, technology and distribution channels
• Increase or support tourism efforts
• Involve/target/serve children and/or youth