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Mini Grants for Organizations
Quarterly Deadlines:
- April 1, 2009, for projects beginning on or after July 1, 2009
- July 1, 2009, for projects beginning on or after October 1, 2009
- October 1, 2009, for projects beginning on or after January 1, 2010
- January 4, 2010, for projects beginning on or after April 1, 2010
Grant Coordinator: Judy Rigmont
Judy.L.Rigmont@dcr.nh.gov
(603) 271-0794
These FY10 Grant Guidelines are valid for fiscal year July 1, 2009 - June 30, 2010
This grant category is a flexible funding opportunity that cuts across program boundaries. Mini-Grants support professional development opportunities for administrators /board members of arts organizations and arts educators; consultancies to strengthen or develop arts organizations; arts projects in schools and under-served communities; traditional arts programs; the small, short-term presentation of NH roster and traditional artists; community arts and arts in education program/curriculum planning efforts.
NEW! Applicants awarded a cumulative total of $3,500 or more from the New Hampshire State Council on the Arts during the current fiscal year are not eligible to apply.
Goals
Projects in this category must relate to at least one of the following goals:
- Strengthening an arts organization's administrative, audience development or strategic planning capacity (includes consultancies and professional development opportunities);
- Increasing appreciation for and a greater understanding of the role the arts play in education in grades pre-kindergarten through adult education;
- Making the arts more accessible in communities that are under-served due to economic, geographic, or other barriers;
- Increasing appreciation for and a greater understanding of folk and traditional arts;
- Provide more work opportunities for NH artists, especially those who are included in NHSCA's Artist Roster, Traditional Arts Listing or Arts in Health Care Artist Directory.
Maximum Grant Request
Requests may be made for $250 - $1,000. Note: Applicants may apply for more than one mini-grant per fiscal year, but the total combined grant awards will not exceed $1,000.
Important Note: All grant categories and amounts are subject to change, depending upon availability of state and federal funds for any fiscal year.
Required Match
At a minimum, grants must be matched on a one-to-one cash basis. State Arts Council funds may not be matched by other State Arts Council or National Endowment for the Arts funds. In-kind contributions are not allowable as a portion of the required match, although they will be considered by the reviewers as evidence of support and commitment by the community.
Who May Apply?
- Nonprofit arts and non-arts organizations with incorporation in New Hampshire and 501(c)(3) tax-exempt status from the Internal Revenue Service;
- Arts organizations seeking assistance to incorporate in the state within the next 12 months;
- Municipal agencies, or coalition of community organizations, with one acting as a fiscal agent that serves one or more rural communities; a cultural community, or an urban neighborhood currently under-served by arts programming;
- Nonprofit operators of cultural facilities seeking planning assistance;
- Nonprofit organizations serving as alternative education sites for special needs students (pre-Kindergarten to age 21) in New Hampshire, that are publicly funded or have 501(c)(3) status from the Internal Revenue Service and are incorporated in the State of New Hampshire;
- Any public school (pre-Kindergarten to Grade 12), or private schools seeking fee support to bring artists into the school that advertise and offer these programs to the public;
- Previous applicants who have submitted all required reports on past State Arts Council grants; and
- Are in good standing with the State Arts Council and the NH Attorney General’s Office.
NOTE: Individual Artists are no longer eligible to apply for Mini-Grants. See Artist Entrepreneurial Grants.
Restrictions
This grant does not support:
- NEW! Applicants awarded a cumulative total of $3,500 or more from the New Hampshire State Council on the Arts during the current fiscal year;
- More than two years of successive funding for the same project. Applicants must wait for one year to re-apply for that project, but may seek support for a different project during that time;
- Independent contractors that an organization hires on an ongoing basis such as an accountant, grant writer, advertising firm, district curriculum supervisor, or lawyer on retainer;
- An organization's own staff or board member's fees for contracted services;
- Arts organizations incorporated in New Hampshire, but with headquarters in a neighboring state (within 30 miles of NH's border), unless they have significant representation of NH residents on their boards and demonstrate that at least 50% of the individuals who benefit from their work are NH residents;
- Long-term artist residencies (more than 3 days) in schools or communities and health care or nursing home facilities (see Artist Residencies in Schools, Community Arts Project Grant or Arts in Health Care Project Grant).
In addition, funds may not be used for:
- Fundraising events for any organization, unless its primary mission is to present, produce or service the arts;
- Performances that are part of a conference and only open to registrants of that conference (must be marketed to the general public and held at a time that the public can readily attend; i.e., evenings or weekends);
- Fellowships, scholarships, or other direct financial aid to individuals or degree-granting opportunities;
- Previously incurred debts or deficits;
- Hospitality costs;
- General operating expenses not directly related to the project;
- Commercially viable "for-profit" publications, recordings, or films.
Sample Projects
- Consultant services to further an organization's management skills (e.g., fundraising, marketing, office technology); or to assist a community group with program planning, marketing, fundraising, and administrative and volunteer responsibilities.
- Registration fees, tuition costs, travel and per diem for arts administrators to attend conferences, workshops, and/or artist showcases.
- Music performances, dances, and craft demonstrations by traditional and/or professional New Hampshire artists at festivals, agricultural fairs, seasonal celebrations, community gatherings, workshops, lecture-demonstrations, and exhibitions, etc.
- Planning for a community arts project or a multi-day planning meeting with artists and school arts committee for an artist in residence program.
- Consultant services to assist a school with assessment of arts in education programs.
- Public exhibitions or performances accompanied by workshops, classes or lecture-demonstrations for under-served communities.
- Presentation of the work of New Hampshire Roster artists, artists on the Traditional Arts & Folklife Listing, or Arts in Health Care Directory artists.
Application Review Process
Mini-Grant applications are reviewed quarterly by State Arts Council staff and Director. The staff panel's funding recommendations are forwarded to the State Arts Council for review and approval. If the applicant's cumulative total of grants received from the State Arts Council for that fiscal year (July 1 - June 30) is $5,000 or more, the grant recommendation must also be submitted to the Governor and Executive Council for approval.
Funding Criteria
The following criteria are used by reviewers to rate applications:
- Degree to which the project will improve the availability and/or the quality of the arts in the community/area.
- Degree to which the project meets mini-grant goals.
- Clarity of proposal.
- Quality of the training or arts program.
- Ability of applicant to carry out project.
- Degree to which program is accessible.
- Ability to meet required one-to-one cash match.
- Comprehensiveness of marketing plan.
Funding Priorities
- First-time applicants.
- Projects involving New Hampshire artists.
- Collaborations to include high quality artists or consultants.
- Under-served geographic or cultural communities where fewer arts programs are being offered.
How to Apply
Before Submission: Applicants are strongly encouraged to attend one of the Council’s grant information sessions and to discuss their proposals with the appropriate grant coordinator noted above before writing their applications. Applicants should also review the legal and reporting requirements relevant to State Arts Grants.
Draft applications maybe reviewed if submitted at least two weeks in advance of the application deadline. First time applicants are especially encouraged to submit draft copies.
When sending in a draft, please clearly indicate DRAFT FOR REVIEW in BOLD letters on your submission.
Submitting the application:
Errors and omissions may affect a panel's evaluation of your application; so please prepare your application carefully and follow instructions.
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Narrative Questions
Please answer the following narrative questions on no more than 3 typed pages. Margins (not less than 1”), fonts (not smaller than 12 point), and spacing should provide easy reading for the panelists. Please number and respond to the following questions in the order in which they appear noting key words in bold (i.e. Project Summary, Outcomes, Budget etc.).
All applicants should answer the following questions (1-5)
1. Goals. Indicate the primary goal from those listed in A - E below that best fits your project.
A) Strengthen applicant arts organization’s administrative or planning capacity.
B) Make arts programs more accessible to under-served communities, i.e., communities that have limited access to the arts due to geography, economic conditions, ethnic background or disability. (Please note that in a competitive pool of applicants, priority will be given to those projects occurring in communities where fewer arts programs are being offered.)
C) Increase appreciation of Folk or Traditional arts (please see Glossary definition).
D) Provide more work opportunities for New Hampshire artists (priority: artists on NHSCA Artist Roster or Traditional Arts Listing).
E) Strengthen the role of the arts in education for grades pre-K through 12.
2. Project Summary. Briefly summarize the program or activity for which you are seeking funds. Include brief responses to the basic “Who, What, When, Where?” questions.
3. Outcomes. Describe how the project will achieve the primary goal that you chose above in items A - E. Describe how you will evaluate the success of your project or program. If you chose B) above, list what arts programs are available in your community, both year-round and seasonally.
4. Required Match. Identify the sources for matching funds for this grant, and, if other than applicant cash, how you will raise those funds. (Eligible matching funds include donations from other sources, revenue from fundraising events, admissions, or suggested donations for an event.)
5. Budget. Complete the budget portion of the Common Application/Budget form for Organizations (Arts, Non-Arts, Schools & Consortia).
Answer the following questions as applicable:
If a question is not relevant to your project, please write "not applicable."
For projects involving public presentation (i.e., performances, exhibits, workshops, culminating events at schools, artist residencies):
6. Project Director/Coordinator: Who is the project director/coordinator for the proposed activity and what are that person’s qualifications to manage this project?
7. Artist Fee Support: Identify the artist(s) who will be involved. Have you contacted the artist(s) to determine availability?
8. Volunteers: How will volunteers be involved in this program?
9. Accessibility: To what extent will this program be accessible to all members of the public regardless of geography, economic conditions, ethnic background or disability? Is the venue where the program will be held handicapped accessible? Is there programmatic access (i.e., large print programs or labels, sign language interpretation or assistive listening devices) if requested in advance?
10. Marketing: How will you market your program to reach a variety of audiences in your community, including those with disabilities, low income, and senior citizens?
11. School/Community Links: If students are involved, what efforts are being made to link them to the community outside the school?
For programs & activities involving capacity building such as board or staff training, and other professional development goals:
12. Method of Determining Need: How did you identify your organization’s planning or administrative needs?
13. Consultants/Instructors: Summarize the qualifications of the instructors, facilitators, consultants, or technical assistance providers that make this opportunity the right fit for your organization’s needs.
Required Support Materials (as applicable)
4 copies of
- Board-approved financial statement for most recently completed fiscal year.
- List of current board or arts advisory committee members with addresses, e-mails, and occupations.
- One page resume or short biography of project director and/or consultant.
- Selected written materials on outside contractors (e.g., artists not on NH Artist Roster or Traditional Arts & Folklife Listing or consultants).
- Evaluation forms, if available.
- If a training program or conference, please provide brochures, catalogues or web URL about the program and/or a description and qualifications of the faculty/session leader, and the dates and agenda of the training/conference.
One copy of
- Work samples for artists who are not already juried by the State Arts Council (e.g., CDs, DVDs, audio or videotape(s), slides, manuscript pages).
See Preparation of Work Samples for instructions on preparing work samples/support materials.
- First-time applicants only: Tax exempt status letter from the IRS and a copy of the Letter of Good Standing that was received upon registering with the Attorney General’s Office.
- A completed New Hampshire Nonprofit Checklist found at this link: http://www.nhcf.org/page16898.cfm. This checklist conveniently lists all the legal requirements for NH non-Profit Organizations.
NOTE: Registration of IRS 501(c)(3) nonprofits is required every five years, for the years ending in 0 or 5. This registration may be done on-line at www.sos.nh.gov.
How to Prepare the Application Package
1. Fill out and sign the original application & budget form and make 3 copies.
2. Complete and make 3 copies of the answers to the narrative questions.
3. Collate the original signed application form and copies to result in 4 sets. Each set should contain the following items arranged in the order in which they are listed:
1) the signed application form (the original application should be with the first set)
2) narrative questions
3) board approved financial statement
4) list of board members
5) project director and/or consultant biography or resume, as applicable
6) written materials on outside contractors (e.g., artists not on NH Artist Roster or Traditional Arts & Folklife Listing or consultants)
7) letters of support (optional)
8) sample evaluation form(s), if available
9) sample program materials, if available
4. Include work samples of artists if not on NH Artist Roster or Traditional Arts & Folklife Listing.
5. First-time non-profit organization applicants only (municipalities and schools are exempt from this requirement): Include one copy of IRS letter certifying 501(c)(3) status and one copy of the Letter of Good Standing that was received upon registering with the NH State Attorney General’s office.
6. Include a self-addressed stamped envelope for any materials that need to be returned.
7. Include the completed New Hampshire Non-Profit Checklist.
8. Please do not use binders, folders, protector sheets. Staples or clips are acceptable. Separate large envelopes may be used to contain the collated materials. It is helpful if you use post-it notes or label the application cover sheets to indicate original, 1, 2, and 3.
9. Make 1 copy of everything for your files!
10. Put everything together in one package, putting the set with the application form with original signature on top. Mail or hand-deliver to: NH State Council on the Arts, 2 1/2 Beacon Street, Suite 225, Concord, NH 03301.
Why all these copies?
The original is for the State Arts Council files. Additional copies are for the panelists who will review your application prior to discussion at the panel meeting.
Deadlines
Applications must be postmarked or hand delivered by 4:15 p.m. to the Arts Council's office at 2 1/2 Beacon Street, Suite 225, Concord, by the deadlines listed below:
- April 1, 2009, for projects beginning on or after July 1, 2009
- July 1, 2009, for projects beginning on or after October 1, 2009
- October 1, 2009, for projects beginning on or after January 1, 2010
- January 4, 2010, for projects beginning on or after April 1, 2010
Office hours are Monday - Friday 8:15 am-4:15 pm. Our office is closed all state and most federal holidays. Late applications will not be accepted. The Council cannot accept applications transmitted by facsimile (FAX) or email. It is not responsible for applications lost in transit. Errors and omissions may affect a panel's evaluation of your application; so please prepare your application carefully and follow instructions.
Notification
Applicants will be notified within approximately eight weeks of the application deadline.
Payment
The State Arts Council disburses funds appropriated from public sources, both federal and state. Checks are issued by Administrative Services of the State of NH, not the Department of Cultural Resources or the State Arts Council. Upon receipt of properly executed grant forms, the State of New Hampshire generally pays grants under $5,000 to grantees within 4 to 6 weeks. If a grantee is awarded $5,000 or more or has received other State Arts Council funds which brings the cumulative total received for that fiscal year (July 1 – June 30) to $5,000 or above, grants need to be approved by Governor and Executive Council; consequently, payment can take up to ten weeks. All awards are subject to availability of state and federal funds. Therefore, we ask grantees to plan cash flow accordingly.
IMPORTANT: All grant agreements must be returned by January 15th of the fiscal year (July 1 to June 30) they are awarded. Failure to return the grant agreement by that date could result in cancellation of the grant and reallocation of funds.
Payment of a grant will be withheld if final reports for previous grants are not in compliance with policy below.
Grant Period & Reporting Requirements
The grant period is July 1, 2009 - June 30, 2010. A final report is due 30 days after the completion of your project, but no later than July 31, 2010. An extension of up to three months may be requested. The request for extension must be made in writing, before the deadline for filing has passed, to the grant coordinator responsible for administering the grant and should briefly note why the extension is necessary and the date the report will be submitted.
Failure to submit the final report by the required date will result in the organization becoming ineligible to apply for Arts Council funding for two years. Additionally, failure to submit the final report may result in a withholding of funds from any currently awarded NHSCA grant.
Click here for the Final Report Download Center.
Last updated:
November 20, 2008
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