Department of Cultural Affairs FY20 Cultural Developement Fund App Seminar

Department of Cultural Affairs FY20 Cultural Developement Fund App Seminar

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Welcome to the Fiscal 2020 Cultural
Development Fund application seminar. This seminar will review the steps
required to complete an eligible application to the Department of
Cultural Affairs Cultural Development Fund for fiscal year 2020. Before viewing
this presentation we suggest you download both the instructions and the
guidelines documents from our website at . These documents
will be referenced throughout the presentation and go into even more depth Si alguna pregunta en espanol puede pedir asistencia
en espanol llamando al helpdesk al dos uno dos cinco uno tres nueve tres ocho uno.
This presentation will include a brief overview of CDF Program funding and the
CDF lifecycle and how this process works. That will be followed by a review of the
guidelines which includes eligibility and qualifications,
DCLA policies, the panel process, the funding process, information regarding
multi-year support, and the role of elected officials. We will then review
the full FY 20 Application section by section. This presentation is
a version of the live seminar that our agency presents throughout the five
boroughs. You can pause the video at any time. Closed captioning is available.
We highly recommend attending the live seminar which includes opportunities to
ask questions of the Programs unit staff. Dates and locations for those seminars
plus a link to RSVP can be found on the applying tab of our website. If you’re
not able to attend an in-person seminar, it’s strongly suggested that you review
this presentation in full. The New York City Department of Cultural Affairs,
known to many in our field as simply DCA, will be using its official City agency
abbreviation of DCLA to avoid confusion with the Department of Consumer Affairs.
You will see that abbreviation throughout this presentation to refer to
our agency. First let’s look at an overview of the Cultural
Development Fund process and the lifecycle of Program funding. The
Cultural Development Fund supports a broad range of public services provided
by New York City’s nonprofit arts and cultural organizations as well as
cultural activities of recognized quality accessible to the public. Funded
projects can be as different as the organization’s providing them but they
will have a common commitment to serving the public and providing that public
access to cultural activities. It’s your responsibility as the applicant to
define public access as it applies to your organization and make that clear
throughout your application. You define who your public is and you define how
you are giving that public access to your programming. For your organization
that public may be defined broadly but it might also be more narrowly defined
as a targeted audience such as individual artists or middle-school
students. Here is some information on the outcomes of Fiscal 2019, our most
recent panel process. We saw 1153 eligible applications submitted last
year including 350 from organizations that had received award recommendations
in a prior competitive pool and were able to renew their grants. 798 eligible
applications were reviewed by competitive panels and 69% of those
received a recommendation from their peer panel including 207 organizations
that were awarded multi-year grants. With 36% of new applicants receiving a panel
recommendation, it is possible for new applicants to be successful in the CDF
process; but with more applicants than ever in the pool and no additional
baseline money it has become increasingly competitive. You’ve seen
this date before and you’ll see it again the deadline for the FY20 Application is Monday, February 11, 2019. This deadline is hard and fast for both the online submission and the paper
supplemental materials. There are no exceptions to this deadline. Last year, six organizations missed the deadline with
either the online submission or the Supplemental materials. The
deadline for the Supplemental materials is a received by deadline. Hard copies
of the Supplemental materials must be received in our offices no later than
February 11th 2019 whether via the postal service, another mail carrier or
hand delivery. Organizations that fail to meet either the online deadline or
received by deadline for supplemental materials will be ineligible for funding
in FY 20. We’ll discuss methods for delivery a bit more at the end of the seminar. What happens once
the CDF applications are submitted? DCLA Program staff members review the
applications and confirm that each applicant’s Borough, Discipline and FY 17
Income are correctly indicated. We will be in touch if we have questions about
any of those categories. We will also ensure that all the required
supplemental materials have been included. Incomplete submissions will be
ineligible for funding. Once applications are reviewed for completeness, the
application forms are submitted to panelists for their qualitative review
in advance of the panel. Panels are convened and the applications are
reviewed beginning in March. Last year the volume of applications meant that we
held 23 panels. When panels conclude recommendations are submitted to the
Commissioner for review and approval. Notifications to applicants go out after
the recommendations are approved and the City’s budget has been adopted. Some
further paperwork is required of grant recipients and we ask for that when
award notifications are sent. Typically 80% of an award is paid as an initial
payment and 20% upon completion of services though payment schedules may
vary in some instances. Reporting on annual activities is a requirement for
all funded organizations every year. Online final reporting forms are
available on our website in the spring and are due
the conclusion of services but no later than August first. Applicants that do not
comply with the reporting requirements are ineligible for funding for two
subsequent years. The guidelines are critical to the application process and are available for download on our website at
Applicants must be familiar with the guidelines before completing the
Application. If you’ve not yet reviewed the Guidelines, please pause
this presentation and download the PDF before continuing with this section. These are the basic requirements for eligibility for CDF funding: an Applicant
must be a cultural organization located in any of the five boroughs of New York
City; the organization must be incorporated as a non-profit in New York
State as of Fiscal Year 2017 and current with all New York State Charities Bureau
filings; you must be in possession of a unique federal Employee Identification
Number (EIN) and certified tax exempt under IRS Code Section 501c3 while
being able to demonstrate at least two years of cultural public service in New
York City. If your organization is incorporated as a non-profit but does
not have its own 501c3, you may be eligible to apply but you must use an
approved fiscal sponsor or conduit. Your organization will be required to provide
evidence that your agreement with the conduit is current. If you’re not sure
whether your conduit is eligible please contact us at our help desk at two one
two five one three nine three eight one Applicants cannot be individual artists
– there are DCLA regrant funds administered by Local Arts Councils on
our behalf that are dedicated to individual artists. Cannot be a member of
the Cultural Institutions Group or cannot be delinquent in previous
recording to DCLA. If your organization’s primary mission is other
than arts and culture you must have a long record of cultural programming and demonstrate programs of in-depth
artistic quality that are accessible to the public. You must also provide written
documentation regarding any annual filing exemptions and submit both your
cultural and your organizational budgets. This applies to social or multi service
organizations, religious institutions, or organizations providing general (non-arts)
education, libraries, schools, colleges and universities. Your application will be
reviewed by a panel based on the portion of your FY17 operating income that
relates to your cultural activities. As one of these institutions, it is
imperative that – as you fill out the application – you have separate financial
and programmatic information available for the cultural component of your
organization for all fiscal years since 2017. If you’re not sure if your
organization has this, please confirm with your bookkeeper that you can
provide the required information prior to the deadline. There is more
information in the Guidelines for these organizations. If you are an organization
whose mission is to provide arts education this does not apply to you. We expect applicants to be fiscally responsible and administratively competent demonstrated by submission of appropriate financial statements, a
realistic proposed budget and satisfactory reporting among other
things. Your programs should be of recognized quality exemplified by the
submitted materials. Organizations are required to have a track record of two
years of service in New York City; this will be established with your fiscal
2017 and 2018 activities, financial documents, and an SMU data arts profile.
If your organization incorporated in your FY18 or FY19, look into the DCLA
regrant program administered for us by the Local Arts Council in your borough:
in the Bronx, the Bronx Council on the arts; in Brooklyn, the Brooklyn Arts
Council; in Manhattan, the Lower Manhattan Council which represents the entire
borough; in Queens, the Queens Council on the Arts; and on Staten Island, Staten
Island Arts. Note that if you are awarded CDF funds in FY20, you’ll not be eligible for a DCLA regrant from
your Local Arts Council in the same fiscal year, though you may be eligible
for other grants they administer. Your proposed projects must also meet all of these qualifications: they must be a cultural activity of recognized quality
that is accessible to the public with clearly stated measurable goals that are
within the organization’s capacity. You should show diversity in your funding
sources from programs that are within the five boroughs of New York City and
take place exclusively within FY20 which begins on July 1st of 2019
and continues through June 30th of 2020. Your Fiscal 2017 operating income is a
critical figure in the application process – we use it to determine your
panel placement. All organizations are required to provide finalized versions
of these documents for the fiscal year that ended in 2017 with your
supplemental materials. These may not be your organization’s most recent filings
but we must receive the documents relevant to fiscal 2017 including the
990 with an end date in calendar year 2017. Please note that your organization
will be ineligible for funding if these documents for FY17 are not finalized
and submitted as part of your FY20 Application. All organizations are
required to submit some version of an IRS 990. Our requirements are based on
current federal and state requirements. For organizations with FY17 operating
income that was less than $50,000 we will accept either a full 990 or the e-postcard plus an SMU DataArts annual report that is signed by your board
chair or board treasurer. For organizations with FY17 operating
income between $50,000 and $250,000, we require an IRS 990. For organizations with FY17 operating income between $250,000 and $750,000, we require
an IRS 990 and an Independent Accountant’s Review (IAR). And for FY17
incomes greater than $750,000 you must submit a 990 and your full audited
financial statements. Audit thresholds changed in 2017 per the New York State
Nonprofit Revitalization Act. Please submit the same financial statements
that you’ve filed with the New York State Charities Bureau for the fiscal
year that ended in 2017. Public access during fiscal 2020 is the key component
of activities funded by the Cultural Development Fund. The Guidelines contain
a longer list of examples but here are a few we can fund: the creation of new work
and/or the restoration of existing work for public presentation; we can fund arts
education programs in public schools or elsewhere within the five boroughs; we
can fund community based arts activities; services that assist New York City’s
artists and arts organizations; training programs; and the presentation of works
in progress. DCLA can fund any of these activities
but only if the public access falls between July 1st 2019 and June 30th of
2020 and is within the five boroughs of New York City. Remember that you’re
applying to the Department of Cultural Affairs – the activities for which you are
requesting funding should be cultural in nature. We include the Humanities and
Sciences in our definition of culture but not physical fitness, social services,
or general education. Please speak with one of us if you have questions about
the eligibility of your project by calling our help desk at two one two
five one three nine three eight one. At the same time it’s helpful to keep in
mind what CDF won’t fund – Do not ask DCLA to support activities outside of the
city’s fiscal year or outside of the five boroughs;
we expect you to fundraise but we cannot fund you to do so; Capital
projects including equipment purchases and construction fall under a different
unit at DCLA and should not be included in this application; if you are a library
or a degree granting institution or closely affiliated with or housed at one
please call the help desk to inquire about eligibility before applying; DCLA
also cannot fund proposals for general operating support or internal capacity
building, you must propose projects that provide services to the public. Note
however that if you are awarded funding, as long as those services are delivered
as described, you may use the CDF funds to cover any programmatic costs that are
not capital expenditures, fundraising, or government advocacy efforts. Your CDF
proposed projects cannot include activities funded by any non-CDF
initiatives administered through this agency, including the Disability Forward
Fund, the Energy Fund or the Mayor’s Grant for Cultural Impact.
Please also exclude proposals for programs for which you anticipate
funding through the DCLA administered City Council initiatives which are
currently the Cultural After-School Adventures (CASA);
Coalition of Theatres of Color (CTC); the Cultural Immigrant Initiative;
SU-CASA; or the Anti-Gun Violence Initiative, Art a Catalyst for Change.
note these specific policies regarding CDF funding: CDF can provide funding for
up to five (5) projects; we’ll discuss this more in depth when we review the
Application later in this presentation. Applications are reviewed as a whole.
Panelists recommend funding for an entire application and do not select
from among the projects presented. Funded organizations are expected to do all the
projects proposed at the level at which they are proposed – remember this as you
plan your application and keep in mind that out of all the applicants last year
only about 5% were funded at their full request and nearly half of those
requested the minimum amount. To give you some context: in FY19, awards were on average
about ten percent of organizations total projected project costs so while you may
request up to fifty percent of the cost of your project through the CDF, you must
be realistic in planning your request. We expect to be one of many partners
supporting your organization. Remember while applicants request funds for
unique programs and are evaluated on their public services, funds received
from the CDF can be used to cover any operating costs except Capital
expenditures, government advocacy efforts or fundraising. And while in-kind support
can often be critical to an organization, do not include it in any of the budget
figures you provide here – there is a specific section in the application
where we ask for details regarding your in-kind support. Let’s review the panel process. Each panel is made up of arts representatives from the field plus a
representative from the City Council and for borough-specific panels, a
representative from the Borough President’s office if you’d like to
recommend somebody to serve as a panelist we will be accepting
nominations through our website. We are seeking a diverse slate of panelists
that are representative of the cultural field from communities throughout the
City of New York so please visit our website to complete the panelist
nomination form. If you are a social or multi service organization or an
educational or religious institution your application will be placed based on
your FY17 cultural budget, not your overall organizational budget. We have a
two tiered system for panel review which is based on your organization’s actual
FY17 operating income. Groups with budgets of $250,000 or less are
evaluated according to the borough in which the proposed activities take place,
not necessarily where the organization is located. In boroughs where volume
demands it, panels are further grouped by the discipline each organization indicates
in the Application. Smaller organizations budgets and programs often fluctuate and
we’re able to keep in closer contact with these groups through an annual
funding process – they are eligible for single year support. Groups with budgets
of more than $250,000 are evaluated by panels that are discipline-specific and
they are eligible for multi-year support. Organizations with FY17 operating income greater than than $250,000 are eligible for multi-year support.
Funding recommendations are for each individual fiscal year of the multi-year
period. Multi-year support is contingent on the completion of past reporting
requirements, the submission of appropriate renewal forms, and the
stability of DCLA and the City’s budget. Many of the organizations in this budget
category will have last been reviewed by a competitive CDF panel in FY17.
Remember, previous funding is no assurance that the organization will be
funded again. The panels will review FY20 Applications through the highly competitive process described in this presentation. A Fiscal Year 2020 award will repeat at the same level
in Fiscal 2021 and Fiscal 2022, assuming the organization remains current with
reporting. Continuation of that award amount is dependent on the overall
fiscal health of the City and the Agency. If funded, your award letter will note
the amount for the upcoming fiscal year, not for all three years of the
multi-year award. Here are the funding Priorities for panel review: Each panel will review proposals with DCLA’s funding priorities and organizational criteria in mind. Detailed examples relating to
each of these funding priorities can be found in the Guidelines.
Remember that DCLA requires that all CDF-funded projects be accessible to the
public. The participants or audiences you serve –
whether the general public, students, seniors, arts professionals, or any
audience particular to your organization’s programs – must be able to
access your programs within FY20. These funding priorities are the focus
of CDF support, and Applicants’ proposed services need not meet all of the
priorities listed; but the panel will expect projects to align with at least
one. Note that these priorities are not themselves in priority order. The panel also reviews each application through these organizational criteria: The panel evaluates an organization’s potential to
realize its projects according to these criteria, which are detailed in the
Guidelines. It is impossible for an applicant to demonstrate evidence of
these criteria without a high level of detail throughout the proposal. The panel
will look to the applicant to demonstrate its ability to meet the
criteria listed. A positive funding recommendation hinges on the clarity of
each of the proposed projects in your application, the level of detail provided
in all descriptions, and your successful delivery of public projects that align
with DCLA’s funding priorities. Each budget category has a minimum and
maximum funding level. Give your request careful thought and ask for what you
think is realistic given the size of your project, your organizational budget,
and your DCLA funding history. Collectively, your applications serve as
an indication to the City of the legitimate need for cultural funding, and
we want data that is an accurate reflection of that need. For smaller
organizations with budgets of $250,000 and less, recommendations can range from $5,000 to $50,000. Since the CDF cannot support more than 50% of your total
project costs, your combined projects must cost at least $10,000 in this
budget category to apply to DCLA for funding. For larger groups whose budgets are greater than $250,000, the minimum recommendation
is $15,000 which means your minimum project costs must be at least $30,000.
The maximum recommendation in this category is $300,000, though that
threshold has only been recommended once in the history of the CDF. Last year,
there was only one panel recommendation at the maximum level across all
23 panels and it was in the smaller budget category. These are the
increments panelists use to make funding recommendations for
organizations with budgets of $250,000 or less. They are printed in the
Guidelines and range from $5,000 to $50,000. These increments allow more time
for concentrated discussion of the projects being considered by that panel
rather than a lengthy discussion of dollars. Panels cannot recommend more
money than you’ve requested and can’t fund you for less than the minimum award. In this budget category if you ask for less than $5,000 the panel will not be
able to award you anything. In FY19 the average recommendation for
groups in this budget category was about $8,500. Recommendations are made at these
increments for organizations with budgets of more than $250,000. The
minimum award here is $15,000 and the maximum award is $300,000. The average panel recommendation for groups in this budget
category last year was about $44,000. Also last year only 20
of the 193 grantees in this budget category were recommended for awards of
$100,000 or more. Again, you must request at least the minimum award of $15,000 in
this budget category in order to be funded by the panel. Make sure to pay
attention to which budget category your FY17 operating income puts you in,
especially if you’ve applied in previous years and your budget has either grown
or contracted. Last year, nine organizations made funding requests
below the minimum for their budget categories and were ineligible for
funding. Don’t make this mistake! If your organization is funded, notification will
take place after the grant period has begun. Please plan accordingly, especially
for summer and fall projects that take place early in the city’s fiscal year. We
expect each grantee to move forward with the activities proposed regardless of
the size of the award or the timing of our payments – funds may not move as
swiftly as you (or we) would like, and we appreciate your understanding. Generally,
80% is paid as in advance as early in the fiscal year as possible, and the
remaining 20% can be paid out only upon completion of services and approval of
Final Reports. in some years there have been budget adjustments mid-year that
have increased or decreased awards slightly. Those adjustments are made when
we issue final payments. It was our good fortune in FY19 to have additional
funds added to the CDF which were apportioned to all funded organizations
based on CreateNYC priorities. We do not know if any of these funds will reoccur in FY20. Because these are public funds, performance evaluation of funded projects is a required part of DCLA’S
oversight. One component of this evaluation is site visits. There are only
a handful of us and over a thousand applicants each year so we are not able
to visit every year, but we expect you to put us on your email list and keep us
informed of upcoming activities. Funded applicants are expected to have adequate
insurance to cover their activities. We expect you to be ADA compliant and
funded organizations must follow DCLA’s policy for acknowledging the receipt of
these funds by including our logo and appropriate credit language in digital
and printed materials. All of the expectations are more thoroughly
described in the Guidelines including specific policy information for
insurance requirements. The support of the City Council, its Speaker, and its Cultural Affairs Committee is critical to our funding process – they are our
partners. Not only that, but they devote considerable funding to culture
throughout New York City. Keep your City Council members informed
of what you’re doing by sending them a copy of this Application and inviting
them to events and programs. Should you wish to seek funding from the
Council, be sure to complete their Application as well as ours. They have a
process that is separate from ours for making funding decisions, and we want you
to know and understand how those processes relate and what is required of
each. DCLA administers several different and distinct funds for cultural
activities. In order to be eligible for any Initiative or Council support that
is administered by our agency, organizations are required to be
eligible for and complete an FY20 CDF Application. This CDF Application
is the key to eligibility for any grants this agency administers; without it, your
organization will not be able to receive funds through DCLA in the given fiscal
year. This applies to City Council funding, DCLA Capital funding, and
specific agency initiatives under the CreateNYC cultural plan. There are
Capital application deadlines on February 20th and March 26th; you can
visit the DCLA website to learn more about the Capital Request process. If you
plan to apply to any City Council member or delegation for FY20 funds, you must also complete the Council’s Discretionary Application in order for DCLA to administer those funds. Their application is due February 19th and can be found on
the City Council website. City Council support takes two different forms: Each
year, individual council members may designate cultural organizations for
single year support. This is known as Discretionary or “Member Item” support and is usually allocated through DCLA’s budget when it
is for cultural activities. In FY19, DCLA administered over five
million dollars in Discretionary funds to more than 260 cultural organizations
for their CDF activities. These Discretionary funds can only support the
activities in your CDF Grant Agreement, so be sure to include those activities
in your FY 20 CDF Application. When you approach your Councilmember for support, you must
request funds for the activities that you’ve already included in this proposal
to DCLA. In addition to Discretionary support for CDF activities, the Council
has created a number of Initiatives which provide single-year support for
specific purposes. For Fiscal 2019, these included CASA, CTC the Cultural
Immigrant Initiative, SU-CASA, and the Anti-Gun Violence Initiative, Art
a Catalyst for Change. While the Council designs these Initiatives and designates
who will receive funds under them, our agency administers them. Unlike regular
Discretionary items, these Initiative-funded projects cannot overlap with any
CDF funded activities, so do not include them in your CDF application. Again, in
order to be eligible for any Council support that is designated through DCLA,
whether it is for CDF activities or for one or more of the Council Initiatives,
you are required to complete both the FY20 CDF Application AND the Council’s Discretionary Application, found on the City Council’s website. If your
organization is designated discretionary or initiative support you must comply
with additional requirements including a qualifications check by the City Council,
clearance by the Mayor’s Office of Contract Services, and mandatory
capacity-building training for organizations receiving more than
$10,000 from the City. We also expect that your organization will be compliant
with City and State lobbying laws. You can visit the
City Council website to identify the Councilmember for your district. Be in
touch with the member in your district or the districts where you provide
services to learn more about the City Council’s process and any other
requirements they may have. Detailed CDF Application instructions are available for download from our website at under the “Applying” tab. If
you haven’t already, please pause this presentation and download the PDF before
continuing with this section. We’re going to show you screenshots from the online
Application and walk through each of the 11 sections. You can complete the
Application out of order which is how we’re going to go through it in this
presentation. We do this so that we can talk first about the elements of the
proposal that will be the focus of the panel’s review and then we’ll move on to
the other parts of the Application. You may want to complete the Application in
a similar order. The Application is essentially the same as in prior years.
Character limits for each response remain the same as in FY19. At each step
along the way, we will tell you which section we’re at in the Instructions document. You can take notes
directly on the related pages but don’t just follow along in this presentation;
make sure everyone involved in completing the Application keeps the
Instructions on hand. You can use the Instructions to confirm that each person
understands the specific response required for each field. You’ll reach the
Application through the DCLA website at From our home page,
click ‘Cultural Funding’ in the header menu, then ‘Grants for Organizations’ in
the sub-header, and finally ‘Applying’ on the left hand sidebar. From that ‘Applying’
tab is where you can download PDF copies of the Guidelines, Instructions,
Application Checklist, and a blank version of the Application, as well as required
templates and a resource page for topics on Diversity, Equity and Inclusion. You will launch the Application from this page.
Note that the online application has been optimized for Internet Explorer or
Safari – we strongly recommend using Internet Explorer or Safari when you
fill out this application and may not be able to provide technical support for
other browsers. You’ll see this launch page for your Cultural Affairs account.
New applicants must register their email addresses and organizations. Detailed
registration information can be found in the Registration Help Guide which you
can download from the ‘Registration’ section on the ‘About CDF’ tab on our
website. This is the home page for your organization. The first step for every
registered applicant is to review the information in your organization’s
account Profile for accuracy and completeness. It’s critical for all
organizations to keep their account Profile and registration information
current at all times. The agency will use this Profile throughout the year to
contact your organization. This is how you will receive notification of the
Application outcome as well as critical information about other funding
opportunities and other information that we share with the field. From the
Home Page, you can view your organization’s recent online CDF
Applications and reports. Click the blue ‘Start Application’ button to begin a new
Application for Fiscal Year 2020. If you applied or renewed last year, you may
want to review your previous submission as a helpful starting point. Remember to
take into account any feedback you received from DCLA previously as you
prepare this year’s Application. Once you’ve started to work on your 2020
Application you can return to this page to open the draft and continue working.
We’re now on page 6 of the Instructions. As noted we’re not going to go in
order but we’ll mention the corresponding Instructions pages as we
move around, and you can also see where we are in the Application by looking at
the highlighted title in the sidebar. Next we’ll guide you through the
Organization Profile section under Organization Information. There’s one
thing you need to do on this page before you can do anything else – you must begin
by entering your organization’s FY17 Operating Income. This is the figure that
we will use to place your organization in the appropriate panel. The figures
entered should match information from your FY17 IRS 990 and should not
include in-kind support or capital income. If you’re a social or
multi-service, religious or educational institution,
provide only the FY17 cultural income; in this case it will not match your
organization’s 990 filing. Remember to save your work often as you go; the
system logs you out after 20 minutes if you’ve not saved a page or navigated to
a different section of the form. This page will pre-populate with information
from your most recent online Application. Be sure to check all pre-populated
information throughout the Application carefully. It is pre-populated for your
convenience but you should never assume it is still correct or complete for this
year’s submission. We ask here for information about your executive
director or CEO and your organization’s address. The Organization Address refers
to your primary administrative address – this is where your office is located. It
may be your home or just one address of multiple locations. Select from the drop
down menu the Council District, Community Board, and neighborhood that correspond to that address. You’ll notice circled question marks throughout the
Application. These contain help text. Click on any of these question marks to
open help text specific to the question If your mailing address is different
from your organization address, complete the mailing address section. You’ll enter
text in these fields only if you identify that your mailing address is
not the same as your organizational address. Next, provide the organization
contact information requested. You must include an alternate
non-office phone number – either your cell or home phone – where DCLA may reach you in case of an emergency. Under general information, enter the
organizational code which identifies your organization by type. Definitions
for this can be found in the Instructions. FY17 organization income is
only for organizations with primary missions outside of culture – they should
enter their total budget for the organization here.This will be inclusive
of the cultural budget that was required in the FY17 Operating Income field at
the start of this Application. If you’re using a Fiscal Sponsor or Conduit, enter
information about that organization here. Check with DCLA if you’re not sure if
your Fiscal Sponsor is eligible. Your Fiscal Sponsor must be aware that you’re
applying under their sponsorship. Please identify and be in touch with them
immediately as they may have additional requirements before you submit. We are now on page 8 of the Instruction, the Mission and Engagement section. This section is where you will share the Mission, History, and Principal Activities
of your organization, and then describe your engagement with the public. This
section will be the panel’s introduction to your organization. The Mission, History
and Principal Activities will be pre-populated if you submitted an
Application or Renewal recently, but review it carefully. You may want to
revise and update this information. The space allows for considerable detail so use it well. Be sure to start with your actual mission statement. The mission
statement will serve as a barometer in the panel’s analysis of your projects.
Your mission statement should focus on your organization’s objectives, so make
sure that in addition to saying what your organization does, you say why you
do it. Then go on to provide detailed information on your organizational
history and principal activities, including activities for which you are
applying to DCLA for support. The mission field is also where you can
include contextual information about organizational programs for which you are not requesting CDF support such as tours and educational programs outside of NYC which are ineligible for DCLA funding.
If you have a regular venue for your programs, describe that in this mission
section – not all panelists may be familiar with your venue. In the
Audience Engagement and Marketing statement, clearly describe specific engagement
and marketing efforts as they relate to the proposed Projects. Describe the
demographic of your target audience and/or your participants, and the media
or outlets you plan to use to connect with them. Include any specific details
about your work to make your programming accessible and inclusive for a variety
of audiences – for example, efforts you are making to reduce economic, social,
communication, and physical barriers to participation. This question also asks
you to provide information regarding your organization’s current and upcoming
efforts to assure that our common goals of equity, access, and inclusion lead to
representative programming throughout the City. We’ve posted resources and
definitions for diversity, equity, and inclusion topics on the ‘Applying’ tab of
our website, which we hope you will utilize as part of your ongoing and
evolving work around these issues. Next, we’ll review the Staff Information
section which provides a profile of your staff and board. Details can be found on
page 12 of the Instructions. Include all full and part-time employees, paid or
unpaid, in the total number of staff but don’t include volunteers or consultants –
think of the people that are on your phone tree or have an organizational
email. Tell us how many are paid and how many are full-time.Employees are
considered full-time if they are permanent staff working 35 hours a week
or more, whether they’re paid or not. You can consult your SMU DataArts profile
for help with answering these questions. The Staff, Leadership and Stewardship section replaced the ‘Volunteer Program’ section
from past versions of the online Application. Describe the efforts your
organization is making to reflect diverse representation in your
organization’s staff, executive leadership, and board. Please address the
values of equity, access, and inclusion as they apply to your organization’s
workforce, as well as your organization’s investment in the development of voices
currently underrepresented in the broader cultural workforce. Don’t just
reference a standard EEO statement here. This text field has an 800 character
limit. We acknowledge that answering such a
multi-faceted question within the confines of the 800-character
limit may be challenging, but do your best to provide a detailed and concise
response. Character limits throughout the Application will be shared with
panelists. After reviewing the FY19 answers to this question from organizations throughout the field, we’ve come up with some suggestions for how
best to address it. Include as many of these as is feasible for your
organization within the character limit. Be specific and intentional: don’t just
include Equal Employment Opportunity language. Clarify how your particular
organization is making an effort to contribute to a more representative
cultural field at large. Include statistics: contextualize your
organization’s workforce demographics. Show financial access: identify how your
organization is addressing financial boundaries to participation, such as
paying a living wage to artists or eliminating unpaid internships. Describe
decision-makers: focus on your executive staff and board members, not just
lower-level staff or interns. Identify goals: address where you have found
weaknesses or blind spots in your organization and what steps you are
taking to address them. The staff list accepts up to 10 people. Include your
principal administrative and artistic staff – these are the people who run your
organization and its programs. Be sure to include the Executive Director, Artistic Director, and any heads of departments or other principal employees,
even if they’re already included on your account Profile. Salary codes can be
found in the Instructions. We’re now moving to the Board Information section,
which tells us about your governing board. You can find details on page 13 of
the Instructions. We ask whether your board has an active committee structure,
meaning there are subcommittees such as a committee on Diversity, Equity and
Inclusion, or a Finance Committee that meet independent of the full board
meetings. Indicate the percentage of your operating budget that comes directly
from the board. Note the amount each board member is expected to give or get
for the organization on an annual basis. if there is no minimum, enter zero. If the
expected level of give / get varies by board member, provide an average. You can
enter up to six board members. If your board is larger than that, enter six
board officers and key committee heads. For non officers, you can enter the
phrase ‘Board Member’ for the board member’s title. Regardless of board
size, you’ll also need to submit a full Board List on DCLA’s template with your
supplemental materials. This template can be found under the Applying tab of the
programs page on the DCLA website, and you will download and print it for us. Now
we’re going to go to the most critical part of this proposal: your
organization’s Proposed Services. Please follow along on page 22 of the
Instructions. The Project Summary section on the sidebar under Proposed Services is the
heart of your Application – this is where you’ll tell the panel what you are
planning to do in FY2020 and how you’re planning to do it. The panel will spend
the bulk of its time discussing what you put in these sections. The narrative
portion of this section is the next thing they will see after they read your
Mission and Engagement sections. In the Proposed Services section you’ll find
the Project Summary page which lists all the Projects for which you are
requesting support. And it’s where you can add a new Project or edit a Project
you’ve already added. If you choose to apply for multiple Projects, the Project Summary page is also where you’ll
prioritize those Projects once you’ve entered them.
Note that the panel will read your Projects in your given priority order.
You can apply for a maximum of five Projects. If you choose to apply for more
than one Project, be sure that each Project includes the same level of
detail as all the others. To begin a new Project proposal, click the blue ‘New Project’
button. Farther down on the summary page is where your Project Costs and Request
Amounts are displayed. Note that you cannot enter numbers here; these fields
calculate automatically from your entries in each of the Project Budgets
that we’ll talk about in a moment. Check these fields closely after you’ve
finished entering your Projects – they need to make sense within the context of
the Project, the organization’s budget, and in relation to the Guidelines. And
remember that while you cannot request more than 50% of the total project costs,
you must request at least the minimum award for your budget category. The
Discipline and Borough sections of the Project Summary page are for your entire
Application. Select one Discipline and one Borough, based on what best describes
your Application as a whole. This will determine which panel reviews your
Application. If you provide services in multiple locations, pick the Borough that
best conveys the primary location of your activities. If your project spans
different Disciplines, pick the one that your organization specializes in or pick
one of the multidisciplinary options. For example, a dance company that has an
area where it displays visual art but is primarily a dance organization should be
evaluated with other dance applicants, not as a visual arts organization or a
multidisciplinary group. Depending on the volume of applications, some disciplines
are grouped together for panel review. When you click the blue ‘New Project’ button on
the Project Summary page, you are brought to the three substantive parts of the
Proposed Services section. The first is an Overview section for you to provide
general information and a synopsis of this particular
Project.The second is a Details section for the narrative and other specific
information about the program. And the third is a Budget section for financial
information about this Project. You’ll first be directed to the Overview page
the first thing you’ll do is title your Project. Be concise. Examples of a Project
title might be “Mainstage Series” or “In-School Residency.” After you title the
Project you can save it and it will show up in your Project Summary list. Project
Cost and Request Amount again will automatically populate based on the
total of all of the expenses that you will enter in the Project Budget page.
The fields cannot be edited from the Project Overview page directly; you
can adjust these figures in the Project Budget page itself. The next three
responses – the Discipline, the Borough, and the Council District are specific to
this particular Project. Be sure to select only the Boroughs and Council
Districts where the services in that Project take place. The Synopsis should
be a brief summary that includes quantifiable Project details such as the
type and number of events, prices, dates, and venues where possible. Be concise here, but don’t provide a list – this is intended to be a narrative section. We
recommend that you complete this section after you’ve written your Project
Description, since this is a synopsis of that information. Make sure that all of
the information contained in your Synopsis is also found in your Project
Description. The Synopsis will be the panel’s introduction to your proposed program;
it’s the first thing they will read about your Project and it will also be
included in your Grant Agreement if funded. The Proposed Services Beyond FY20 section will appear only if your organization is in the over $250,000
budget category and therefore being considered for a multi-year award.
This is the only place that you will describe anticipated activities in
Fiscal 21 and Fiscal 22. If the FY20 Project will continue beyond the Fiscal Year, explain any changes
and enter ‘N/A’ for the next question. If the Project will end in FY20, enter ‘N/A’
for the first question and answer the second. An example of a continuing
Project would be an education program started five years ago that you intend
to continue. An example of a non-repeating Project might be a 10th
anniversary concert in FY 20 which will not recur in future years, in which case you
should provide information on a Project that you might propose for FY21 and FY22. After you’ve completed the Project Overview you’ll move forward to the
Project Details, the Instructions are very specific about how to complete the
Project Narrative so be sure to refer to them for guidance when completing it.
Let’s talk first about defining and organizing your Projects. A Project has a
distinct intent and objectives, and is a distinct program that may also have a
distinct audience. For example a Mainstage series that includes different
productions happening over the course of a season would be one Project. A separate
Project might be a series of lecture-demonstrations in schools based on the specific plays being performed. You should consider grouping activities that share similar goals, content, or audiences as a single Project. You must make a case
for your program in the ways that we’re about to discuss – not just provide a list
of events. Remember, the focus of CDF support is services to the public – we
look to the applicant to define its public and describe the access that it
provides. It’s up to you to clearly define the public that you are serving.
DCLA funds projects of both breadth and depth – those that reach a broad range of
people as well as those that provide a depth of service for a small number of
people. Your public could be anything from five
participants in a series of workshops to 5,000 people at an outdoor concert. If
you’re projecting to serve more people this year than you have historically, you
need to share your plans for increasing your audience or
service recipients. A strong Project narrative contains all of the relevant
details. This is a 3,500-character narrative section with room to fully
describe your Project. You want to use this space to write a lively, compelling
narrative that’s going to make the case for support of your Project to the
panel. Be as specific as possible. Answer the questions who, what, when, where, why,
how, how many, and how often. Use every opportunity to include specific details
such as partner names, artist names, actual locations or school partners,
number of performances or sessions, and other information that will help the
panel understand the scale of your program. Your highly detailed narrative
should address: how the public will be served by the Project and how the
Project has public access; how the project connects with your mission; what
the objectives are and how you will determine success; and the curatorial
process including how artistic decisions are made, such as who to exhibit or what
play to do, and who makes those decisions. If you plan to apply for more than one
Project, make sure to include as much detail in your subsequent
narratives as you do in your first. The panel will expect the same high level of
detail for each of your proposed services. Remember that the panel makes
its funding decisions based on the Application as a whole – the panel may not
select particular Projects for funding, and they can see if you’ve copied
language from one Project to another. Detail about an ancillary program can be
as important as the detail about your core program; for example, if you describe
an exhibition in great detail but tack on a sentence at the end that says
‘we will also have public events such as lectures and tours,’ the panel is going to
want to know how many tours and lectures, when they will take place, who will be
served, and who will lead those programs. So make sure not to omit those details.
You may reference your Background Materials in your narrative but please
note that those Background Materials do not substitute for content in the
Project narrative. All key elements of your Project for which you
are requesting support should be included here. What if you don’t know
all of the details yet? We understand that some specifics might
not be confirmed when the Application is submitted. When this is the case, be sure
to include as much detail as you can about how you will go about making the
decisions that will make the Project a reality, including when key decisions
will be made, and by whom. Review your text carefully to see where you can
share specific information with the panel – they will be reviewing your
proposals with the charge to invest City funds – taxpayer dollars – in the strongest
services to New York City. In order to feel confident in that investment, they
need to know the names and credentials of individuals involved, the specific
content of programs, the duration and frequency of events, and the specific
locations where the program will take place. Again, if you aren’t yet sure,
provide details about how and when the decisions will be made. Even if a
panelist is not familiar with a specific individual or location, the inclusion of
these specific details will give them confidence in your plans for the
upcoming grant cycle. This paragraph includes information about upcoming
programs; however, the language lacks specifics such as the number of seminars,
who will conduct them, and when they will take place. In contrast, this paragraph
includes many more critical details: the number of seminars proposed, details
about the direct recipients and expectations for the upcoming grant
period, the staff names and reference to bios in the Supplemental Materials, as
well as information about confirmed venues and those under consideration.
These kinds of details will help the panel to evaluate the content and
quality of your programs and assess how they meet the stated criteria for
funding. We know that the number of characters is limited here but we also
know that it is possible for organizations to present comprehensive
proposals with all the details included. We have seen it and we know it can be
done. Just as you know from your own public materials, presentation is
important.Be sure that your text is presentable use proper spacing and
carriage returns, which only count as a single character. Note the
constraints of the online form – some formatting tools such as bold, italics,
and underline are unavailable. If you copy and paste, the text may not appear
as you entered it in a word processing program. One long paragraph or text with
many abbreviations will be difficult for the panel to review. Use the yellow ‘Print
Preview’ button found at the bottom of the Project Summary page to preview what
the text will look like to the panel and edit it accordingly. Do not embed links
in your narrative; the panel is instructed not to investigate outside
links while reviewing your Application. Here on the screen are two identical
texts. The one on the left includes paragraph breaks, and information is
highlighted by the judicious use of capital letters. On the right is a dense
paragraph peppered with ampersands and abbreviations but containing exactly the same information. The one on the left allows
the reader to find key information on the page. The other makes it far too
difficult to do that and panelists tell us it is annoying to read. Start and End Dates: enter the first and last dates of your Project here. You can note
additional key dates in the Project Description. If you don’t yet know
specific start or end dates you should enter the first and last day of the
month in which you expect the Project to take place. The number of Direct
Recipients refers to the individuals who are the focus of your service; for
example, if you have a training program for 15 actors with a culminating
performance attended by 400 projected people, the Direct Recipients are the 15
actors. You could mention the 400 audience
members in your Project Description but do not include them in the number of
Direct Recipients. If your program is a publication or takes place online, your
number served should realistically reflect individual readers or users in
New York City and in FY20 only. We do not ask you to break out the number of indirect service recipients here but
make sure to include information about them in your narrative. Specific Audience
is a multi-select list where you’ll identify your target population – the
recipients of the services you’re providing. Select as many as are
appropriate. Use ‘General’ if there is not a targeted audience. Tell us whether
or not you will charge for this service; free services are great, but by no means
required. Many of the projects we fund have a fee to attend or participate. If
you do charge for the service, describe the pricing structure and who pays. This
could be a ticket buyer for a concert or a school for a residency. Be specific
here and quantify those costs by providing a dollar amount or a range. If
you have a discount program, please provide who gets the discounts and if
there is a scale of discounts that you use. Indicate if and how artists are
compensated or if artists pay to participate. Turning to page 26 of the
Instructions, the Education Program section refers specifically to projects
serving children in grades Pre-K through 12. This section does not apply to adult
education programs. If the program serves children in grades Pre-K through 12,
select from the drop-down menu which category of education program best fits
this particular Project. The Instructions include definitions for each of these
categories. Describe the evaluation practices of the program and how and
with whom you collaborate on the Project. Now we’ll turn to the Project Budget. Each Project requires a budget that is specific to the Project.You can find
details on page 27 of the Instructions. The fields on this page should only
reflect what you anticipate spending and receiving for this Project.You’ll
see the same fields in the Organizational Budget as well. Be sure to
enter the Project Budget based on the grant period which is New York City’s Fiscal Year, beginning July 1, 2019 and ending June 30, 2020. Your
Operating Budget, which will be addressed later in the seminar, should be entered
according to your organization’s fiscal year, which may not align with ours. Please note the Help
Text button next to each field on this page. The Instructions also have detailed
definitions for each corresponding field in this section. You must have an entry
for every field. Enter a zero if you don’t have income or expenses in that
budget category. You’ll begin by entering Earned Income and Unearned / Non Government Income. Moving down the line items on the Project Budget, you’ll come to Unearned /
Government Income which is where you will enter your FY20 CDF Project Request for each individual Project. If you’re applying for multiple Projects, your
request for each Project will be added together to represent your total request
to DCLA for FY20. When you enter your DCLA Project Request,
think strategically about what you realistically expect from DCLA given
all the sources of income for this Project. As noted, the Cultural
Development Fund cannot fund more than 50% of a Project’s cost and rarely
approaches that level of support. The average award was 10% of total project
costs in FY19. This figure is an average across a wide range of requests under
50%, and your request may be more or less than that average. Enter the request amount in DCLA
Project Request and it will automatically be added to the Total
Request Amount on the Project Summary page. Make sure to include any non-initiative Council Discretionary funds that you expect to receive for these
projects in the ‘DCLA Project Request’ field. ‘DCLA/Other’ refers to City Council
initiative funds which we discussed earlier in this presentation. Remember,
the Project(s) in your CDF Application cannot overlap with activities funded by
these Initiatives. So the ‘DCLA/Other’ line in your Project
Budget is pre-populated to be zero for all applicants. Of course, if you have
received initiative designations in the past or you’re projecting them for FY20, that funding should be included in your actual and anticipated Operating Budgets,
but should not be included in your Project Budget(s). Nneither DCLA Capital
funding nor any other capital funding should be included here or anywhere else
in this Application. The ‘Anticipated Funding’ field on this page is funding
specific to this Project. You must indicate with an asterisk (*) funds that are
actually committed or received for this Project. You want the panel to know what
support if any is already in place. At the bottom of the Project Budget you’ll
enter information about this Project’s Expenses. ‘Personnel’ is separated into
Administrative, Artistic, and Technical. There are definitions for what this
includes in the Help Text and in the Instructions. Make sure to include in the
figures here only personnel who are paid as employees and for whom you make
withholding deductions on a W-2. Figures should be gross salaries including
fringe benefits for these personnel. Anyone to whom you issue a 1099
should be included in the ‘Outside Professional Services’ field. From this
page you can return to the Project Summary page using the yellow button on
the bottom right corner, where the totals are automatically calculated. We advise
that you review the Project Summary again before submitting to make sure
that your Total Project Cost and Total Request Amount are what you want them to be. Remember that your Total Request Amount must add up to at least the minimum
award in your budget category in order for your Application to be considered
for funding. Each year several applicants request $0 and cannot be funded. Be sure
that you complete this section accurately. Also on the Project Summary
page, check the status of each Project to make sure it is labeled
‘Complete;’ if not, some component is missing and you’ll need to go back and
check for missing data. If you make adjustments on the Project Budget,
please make sure that you’re making corresponding adjustments to the
Operating Budget for the upcoming fiscal year and, if necessary, to the Budget
Notes as well. We just covered preparing budgets for each of your Projects. Next,
we’ll review how to present your organization’s Operating Budget which is
a critical element of your organization’s proposal. One of the ways
your organization will demonstrate fiscal responsibility is through your
Operating Budget. You can follow on page 14 of the Instructions. You will enter
your Operating Budgets for the previous year, the current year, and the projected
year: FY18, FY19, and FY20. The current year figures should include your
complete annual budget, not a year-to-date budget. This will include
some projected information. Remember, fields for the previous year and the
current year will be pre-populated if you submitted an Application or Renewal
recently; you must update all of these fields, especially since in nearly all
cases these figures were projected when submitted last year. Operating Budget
figures are for your organization’s fiscal year. The fiscal years should
match those on your 990 and your financial statements and they may differ
from the grant period. You’ll be able to see Project and Operating Budgets
together on the Budget Overview page which you can access by clicking the
yellow button in the top right corner on the Operating Budget page or in the
Final Review and Submit page. We’ll discuss the Budget Overview page further
in a few minutes. As you are compiling and entering your figures, refer to the
Instructions for specific definitions of each budget field. You can also consult
the Help Text. Numbers that vary by more than 20% between consecutive fiscal
years as well as entries in categories labeled ‘Other’ must be further
explained in the Budget Notes which we’ll look at shortly. Remember to save
often, especially when working on the budget part of the application form; as
we mentioned earlier, the system logs you out after 20 minutes if you don’t save.
You’ll start by entering your organization’s Earned Income and
Unearned / Non-Government Income. Throughout, the budget subtotals and
totals will calculate automatically. As you make your way to the Unearned /
Government Income section, the DCLA/Program Services line should include both CDF and any Member Item funds for CDF activities that you have either
received in previous years or expect to receive through DCLA in FY 20. As we noted in the Project Budget section, DCLA/Other is for non-CDF funding administered by this agency. So here is where you will include Council Initiative funds in your
Operating Budget. Your capital income and expenses are entirely separate so do not
include any DCLA capital funding in this budget. The Personnel categories are
the same here as they are in the Project Budget. Staff salaries should continue to
include fringe and benefits and independent contractors for whom you
don’t deduct withholdings should be included in the Outside Professional
Services field. The yellow ‘Budget Overview’ button on the Operating Budget
page brings you here. This is the Budget Overview page. It will display your 3-year Operating Budget, each unique Project Budget, and your Total Project
Budget figures together. You cannot enter information here because it will
populate based on the budget figures you entered in the form. This is a tool we
provide so that you can review all the budget information in one place. This is
how the panel will see your budget and you want to make sure the logic between
the line items is clear. The panel will spend significant time discussing your
budget figures and the accompanying notes so make sure that there are no
errors. All expenses for your Project need to be accounted for in your
Organizational Budget. If there are discrepancies
due to variation between your fiscal year and ours, make sure to explain that
in the Budget Notes. It’s essential to be thorough when completing your Budget
Notes. The panel will look to these notes to provide essential context for your
Operating Budgets. Very rarely should a Budget Notes field have ‘N/A’ as a
response; these notes are applicable to most organizations. Don’t miss the
opportunity to tell the financial story of your organization. In addition to the
Instructions, keep a copy of the Operating Budget from either the Print
Preview or Budget Overview page at hand when filling out this section. For the
‘Financial Year Variation’ question, identify all budget lines that vary by
more than 20% between consecutive fiscal years and explain
each of those variations here. The ‘Other Sources of Income and Expenses’ section
requires detail for entries in the FY20 budget lines noted.Explain what the budget numbers represent in each of the fields listed here. For example, if you intend to provide training to your
teaching artists in FY20, an entry like “Outside Professional Services represents
$5,000 in unconscious bias training’ would be appropriate. The ‘Surplus/Deficit’ question asks you to
explain how you are addressing any surplus or deficit that occurs in any of
the three years you’ve entered on the Operating Budget. Enter the value
of all in-kind support received or anticipated in the current fiscal year
– that’s FY19 – and specify the sources of that support in the field below. This
section helps the panel understand how you provide services at a level not
equivalent to your income figures. Include just major goods and services or
donated items, including donations from Materials for the Arts, and an actual or
estimated value associated with each major donation. Please be realistic in
the value you assign to in-kind salaries and contributions. Remember, this is the
only place in the Application where you reflect in-kind support. It won’t be
included in your budget figures. In the ‘Further Explanation’ field,
provide details about anything in your budget that you think might stand out
but was not addressed elsewhere. Points here may include explanations of
significant budget growth or decline or project and organizational Budgets that,
when compared, need to be explained. For example, when your fiscal year differs
from the City’s, you may need to explain why some aspects of your Organization
Budget do not correlate directly to the Project Budget, this is additional space
that allows you to explain your organization’s unique financial
circumstances and we highly recommend that you take advantage of it. In the
Budget Information section, we ask about major budget increases and decreases.
This is a dynamic field that will only appear for organizations with FY17
budgets over $250,000. The information provided looks forward to
the two subsequent fiscal years that would be covered by a multi-year grant. ‘Special Funds’ are accounts in the form
of endowments, cash reserves, and other investment vehicles. Not every
organization has these. You can enter information about up to four Special
Funds. If you have more than four, please provide the additional information at
the bottom of the Funding Plan template spreadsheet that will be submitted with
your Supplemental Materials. Next we’ll be looking at Previous Activities. These
activities should relate directly to your proposed services for FY20 . The panel will look at these Activities as an indicator of capacity, your past service to the
public, your numbers served, and venues that you have worked
in previously. Make sure that your Project narrative addresses any plans
for Project growth or reasons for contraction. The panel may compare your
Previous Activities and constituents served to what you have proposed for FY20. Enter Activities here that actually took place in the 18-month period prior
to your Application – between July 1, 2017 and February 11, 2019.
The ‘Activity Description’ allows 250 characters, so provide information beyond
just the name of the Project. Group like with like
to maximize the number of Previous Activities you can include; three Mainstage productions should be one Activity, not three. You may enter up to eight Activities and you can set the priority of each to
arrange them in your preferred order. Moving up the sidebar, we’ll look next at
Attendance and Education. Details can be found on page 10 of the Instructions. In
this section, provide attendance figures for your completed Fiscal 2018.
This is attendance for activities within New York City only, not an international
tour or your education program in Yonkers. Just as with attendance figures,
we’re looking for the number of unique New York City participants in your
web-based programs. Use a tool like Google Analytics to estimate the
population served within the City. Web-based programming is for interactive
web programming and services such as an integrated artist registry or an online
video gallery; not for a number of visits to your homepage or reservations
accepted online. Try not to double count individuals; for
example, students that participate in your education program might also attend
a public performance, but don’t count them twice. Only count them in the Education
section. Include all cultural activities that you are providing in New York City,
not just those for which you are applying.The Ethnicity section below is
optional; it’s helpful for tracking aggregate information across the City
and responses here will not be reviewed by the panel. For arts organizations, ADA
compliance often takes the form of access issues. Briefly described here how
you make your work accessible and inclusive to those with disabilities. If
you provide any educational programming to children in grades Pre-K through 12,
complete the Education Programs section, even if you’re not applying to CDF for
those programs. Indicate what percentage of the cost of providing
educational services came from each of the listed sources in FY18. The
percentages must total 100%. Next we’ll review the Facilities &
Venues section. Most of the Facilities & Venues section is not distributed to
panelists, so make sure that any information about the venues for your
organization or your programming is included in the Project description
itself. In the first question, hours open to the public, if you don’t have a
facility or it isn’t open to the public you can enter ‘N/A.’ The questions
immediately following this depend on your answer to Primary Physical Facility. For example, if you indicated that you own your facility, you’ll then be asked
questions about when you purchased it or if it’s a shared space. Next, you’ll
indicate what percent of your organization’s annual budget is spent on
space. For Social and Multi-service, Religious and Educational institutions
whose primary mission is not cultural, indicate here just the percentage of the
annual total operating budget spent on cultural space only. Primary Locations
can include multiple venues; for example, office space as well as theaters or
schools you work in that are separate from your primary physical plant. Be sure
to include the capacity of each space and list those spaces in priority order. We also ask about upcoming relocations, changes in your venue, or capital
projects. It’s important for the City to track space needs and trends in the
cultural community. Now please turn to page 29 of the Instructions. We’re
getting to the final steps of the online form. Supplemental
Materials – you will need to verify your organization’s tax-exempt status and let
us know about your organization’s insurance policies. We’ll review what
materials in addition to the online form are required for your Application
to be considered Complete. Supplemental Materials are hard-copy submissions
separate from the online form. They supplement the information provided in
the Application form itself. These informational materials have the same
due date as the online form – February 11th – but begin to collect and prepare
them as soon as you can. A complete list of required Supplemental Materials can
be found at the bottom of this page, in the Application
Checklist, and in the Instructions. We will use your financial documents to
establish New York City residency for your organization; if any of these
documents have addresses outside of the five boroughs, please call our Help Desk
to determine eligibility in advance of the application. If you hand-deliver your
supplemental materials, DCLA will provide you with a hard-copy receipt.
Please hold on to that receipt as well as a copy of your submitted Materials
until you have received confirmation that your Application is Complete. In an
effort to make the process for delivering Supplemental Materials more
equitable and accessible, please note some changes to DCLA’s procedures from
past years. As always, applicants are strongly urged to submit Supplemental
Materials in advance of the Deadline, either via hand delivery or by mail. Hand-delivered materials should be brought to the Department of Cultural Affairs
offices at 31 Chambers Street during weekday business hours between 9 a.m.
and 5 p.m. Prior to the deadline, please be directed
to room 201 on the second floor. If you choose to mail your materials, please
take into account that they must be received in our offices by February 11th.
last year we received over 800 competitive CDF proposals, many of which
were submitted on the day of the deadline. With only a handful of Program
staff, our ability to assist any one of those 800 plus applicants on the last
day will be limited, whether support is requested in person, over the phone, or
via email, so please work in advance to ensure we’re able to answer your
questions. We strongly suggest submitting all of your materials well before the
February 11th Deadline. If you must deliver your materials on the day of the
Deadline, several options are available: for the FY20 Application cycle, DCLA staff will accept Supplemental Materials in our
offices at 31 Chambers Street until 11:59
p.m. on Monday February 11th 2019. Take note that this is the same time the
online Application will close and that subway schedules may be irregular at
that time. Applicants may also attend Borough drop-off satellite locations,
which will be available for applicants from 10 a.m. until 2 p.m. only on Monday
February 11th. These sites will not be able to accept Supplemental Materials
prior to 10:00 a.m. or after 2:00 p.m. on February 11th. The locations are: in
Brooklyn, the Bedford-Stuyvesant Restoration Corporation; in the Bronx, at
the Longwood Art Gallery at Hostos Community College; in Queens, at the
Jamaica Center for Arts and Learning; on Staten Island at the Staten Island
MakerSpace; and in Upper Manhattan at the Sugar Hill Children’s Museum of Art and
Storytelling. Some highlights to keep in mind about Supplemental Materials: DCLA
templates are provided for the board list and the funding plan and, if you are
a Social or Multi-service, Religious or Educational institution, there is another
template for the overall Organizational Budget. Background Materials, such
as teacher or artist bios, press, or lesson plans are an important
illustration of the work you do and substantiates the services you are
proposing. Refer to the Instructions for specific examples of this sort of
material, which should be specific, recent, and related to the Project(s) being
proposed. While Background Materials illustrate
your organization for the panel, they’re not a substitute for application content.
Include the details the panel needs to know in the online Application form
itself. Please create two identical sets of the required documents you are
submitting as Background Material; collate them and fasten them with binder
clips. Do not present materials in binders or put each page into a plastic
sleeve – DCLA staff will to disassemble those submissions to fit
them into file folders for panel presentation. Instead, just label each
item with your organization’s name, collate the copies, and put them together
with binder clips. Limit your Supplemental Material to what fits in
one envelope no larger than 12 by 15 inches and send all materials in the
same package at the same time. As guidance, if your Supplemental Materials
do not fit comfortably in one standard letter file folder, you’ve compiled too
much. Please edit your submission. All CDF Applicants are required to file a
Cultural Data Profile with our partners at DataArts who this year merged with
Southern Methodist University to become SMU DataArts. The information gathered
in the data profile is the same as it was before the merger and, for returning
applicants, your previous submissions will still be available when you log on
to the SMU DataArts website at . You are required to create a data profile for your FY17, entering information from your audited or
reviewed financial statements, if applicable. Once the profile is complete,
you will generate the funder report for the New York City Department of Cultural
Affairs Cultural Development Fund. Print it and include it with your hard-copy
Supplemental Materials.Although there is a button that says ‘submit report to
funder,’ we require a hard-copy printout. Make sure that you send the correct
report, not your complete Data Profile or the report for another funder. This is
what the first page of the CDF Runder Report looks like. We recommend that you
enter more than one fiscal year’s worth of data into the CDP; as you can see here
your funder report will show your most recent three fiscal years. Those of you
that have filled out CDP previously will see your prior information pre-populated;
however, FY17 information is the minimum requirement to be eligible for the CDF
process in FY20. Reports marked DRAFT will not be
accepted. Once you’ve entered all your CDP data, there are more than 70 reports
that you can run to analyze, visualize, and identify trends in your
organization’s fiscal and programmatic activity over time. The tools and
information managed by SMU DataArts can also help you to compare your
organization to your peers in the field across the country. One of the benefits
of the merger with SMU is that all DataArts participants now have access to the
Key Performance Indicator Dashboard, a tool created by SMU to allow
organizations to compare their trends with others nationwide. If you have any
questions about SMU Data Arts or the CDP, please call their Support Center from 9
a.m. to 8 p.m. Monday through Friday. The number along with other resources is on
the slide and in our Instructions. When you are finished completing the online
form, you will acknowledge that you are obligated to submit two parts of the
Application: the online form and the Supplemental Materials. This is the last
step before your Final Review & Submit. The Final Review & Submit section
displays your entire completed Application for your review before
submission. You can use the sidebar menu to jump to different sections. Give
yourself and other preparers adequate time to review every section carefully
before submitting. The yellow ‘Print Preview’ button on the top right of this
page allows you to easily print the Application. Be sure to save a copy for
your files. The yellow ‘Budget Overview’ button is
also on the top right corner of this page next to the ‘Print Preview’ button.
Don’t forget to use it to see how your Budgets will be presented to the panel.
the Final Review and Print Preview will display your responses, and any missing
fields will be highlighted in red. An online Application is not complete and
cannot be submitted until all the required information is included and all
the boxes on the sidebar are checked. Take time to verify that the Application
is not only complete but that you are confident it is ready for panel review.
You may want to ask someone not involved in preparing the Application to review
it for clarity and for an outside perspective. Double check all entries,
including those that are lists, to be sure the responses are complete. If
multiple people worked on the Application, be sure each of them reviews
all sections and confirms that their information is accurate and consistent.
The Certification and Release this is a legally binding Certification. A person
with signatory authority must certify this Application on behalf of the
organization after thoroughly reviewing the document. Only then can you submit
your Application. Do not hit the yellow ‘Submit Application’ button until you are
sure that the Application is ready for panel review. You cannot change your
Application after you click ‘Submit Application.’ Those who have completed the
CDF Final Report may remember that a Program Officer can release that form
for edits after the deadline, but that is not the case for this Application. Once
you submit your Application, all active users listed on your Account Profile
will get an automated email confirming that you have completed the online
portion of the Application. Save this email for your records. If you don’t
receive the confirmation, check your spam folder before calling us. This email will
include your FY20 Application number and a link to the Application Checklist even if you’ve
already submitted your Supplemental Materials. Your Application number is
assigned automatically only when the completed online Application is
submitted; we cannot provide an Application number before the online
form is received. We’ll be sending out panelist nominations to the field and
hope you will consider nominating yourself or a colleague to serve on our
grant-making panels. As ever, we’re intentionally seeking a diverse
panel cohort that is representative of the broad cultural constituencies
of the City of New York. We want to give you one last reminder that everything we
just covered for the Fiscal 2020 CDF Application needs to be submitted no
later than Monday February 11th 2019 to meet the Deadline and be eligible for
funding. Do not wait until the last minute. Complete a draft, give it to
someone whose opinion you trust for a critical read, and have them identify
parts that need clarification or more detail. Begin to compile the materials
needed for your Supplemental package now so that you can be sure it is ready and
gets to us no later than February 11th. remember Monday February 11th 2019 is
not the first day you can submit it is the last day that you can submit. If you
have questions after viewing this presentation, please contact our Help
Desk at two one two five one three nine three eight one. Thank you.

1 thought on “Department of Cultural Affairs FY20 Cultural Developement Fund App Seminar”

  1. If you have questions or technical difficulties, please call the Programs Unit at (212) 513-9381.

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