application form - youth in culture pilot program · 2020-01-09 · youth in culture pilot program...

Youth in Culture Pilot Program 2020

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2020 Youth in Culture Pilot Program

For individuals aged 18 to 30

Deadline: Monday March 16, 2020 - 4 p.m.

Monday September 14, 2020 - 4 p.m.

Cultural Funding Support Section (CFSS) (26-49) Recreation, Cultural and Facility Services Department

100 Constellation Drive, 9th Floor West Ottawa,ON K2G 6J8

Guidelines and Application Form

(pour obtenir la version francaise de ce document, veuillez composer le 613-580-2424, poste 29404 ou [email protected]


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Program Objectives

• To support cultural development of youth aged 18-30 towards professional careers in arts, heritage or culture

• To empower youth to identify needs and gaps in their career development, and to support initiatives that lead to or benefit the applicant's career in arts, heritage or culture

• To provide direct funding to eligible applicants (youth aged 18-30)

• To support activities that address the priorities identified in the Renewed Action Plan for Arts, Heritage and Culture in Ottawa (2013 - 2018).

First time grant applicants are strongly encouraged to submit their projects

The City will provide funding to successful projects to a maximum of $1,000.

Grant Writing Assistance

Cultural Funding Officers are available to help you prepare your grant application in the following ways:

• Meet with you, one-on-one, to discuss eligibility of your project, requirements of the program and answer any questions about the application and evaluation process.• Review a draft version of your application prior to the deadline. Drafts can be emailed at any time up until Monday, March 2nd, 2020 directly to your funding officer and feedback will be provided by telephone within a week's time


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Funding Priorities

Following the peer-assessment evaluations of submitted proposals, the Cultural Funding Support Section (CFSS) will look at prioritizing applications from the following Indigenous and equity-seeking communities:

• Algonquin Anishinabe Host Nation

• First Nations

• Inuit

• Métis

• Francophones

• 2SLGBTQIA

• Immigrants / newcomers

• Persons living in poverty

• People of Colour

• People with Visible and Invisible Disabilities

• Deaf People

• Rural Residents

• Seniors/Older Adults

• Women+

• Youth

Eligibility

Who is eligible?

Eligible applicants must:

• be between the ages of 18 and 30

• be an Ottawa resident, or be Algonquin Anishinabe and living within 150km radius of Ottawa

What is eligible?

You must demonstrate that the proposed project furthers your professional career in the arts, heritage or cultural sectors.

This program is intended to provide you with an artist fee and/or cover project/living expenses relating to:

• creation & production: research, creation, production, and presentation projects relating to arts, heritage, or culture• training: masterclasses, workshops, residencies and other training opportunities in the arts, heritage, cultural festival or agricultural fair sectors (including administration and/or management training)• mentorship: opportunities for youth to work with mentors within the arts, heritage, festivals and fairs sectors. Mentors include established cultural workers, professional artists, or elders/knowledge keepers


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Examples of eligible projects

Creation Projects:

• To complete a series of paintings

• To produce a play

• To conduct genealogy and/or historical research

• To create your traditional dance regalia

Training Projects:

• To cover expenses, including travel, related to taking a masterclass

• To provide you with an artist/administrator fee during an unpaid internship with an arts, heritage, or cultural organization (including festivals)

• To take a course in a First Nations, Inuit, or Metis language

Mentorship Projects

• To receive mentorship from an elder in beadwork

• To workshop with an established storyteller

• To work with a recognized knowledge keeper on a language preservation project

Who is not eligible

• organizations, including collectives

• individuals who have received three or more grants from this program

• City of Ottawa employees or elected representatives may not apply for individual cultural funding or awards. City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations

What is not eligible

• projects that are not related to the arts, culture or heritage sectors

• commercial initiatives, sales and commissions

• projects that have been completed prior to the application deadline date

• projects that are part of your school, college or university's curriculum

• fundraising initiatives

• projects paid for entirely through other sources

• projects that are eligible for funding under the City of Ottawa's Creation and Production Fund for Professional Artists (for more information visit ottawa.ca/culturalfunding)

www.ottawa.ca/culturalfunding


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Restrictions

• an applicant may only submit one application at a time within this program

• an applicant may only receive one funding allocation for the same activity

Meeting all eligibility requirements does not guarantee funding.

Assessment Criteria

Applications are assessed according to the specific criteria listed below.

Merit• relevance of the proposed project as it relates to the applicant's previous cultural experiences

• strength of the goals and objectives

• Clear intent to pursue a career in arts, heritage or culture

Impact

• benefit to the applicant's career development in arts, heritage or culture

Effective planning

• Realistic goals and appropriate planning

• Effective and appropriate budgeting

Reporting

All funding recipients are required to submit a final report detailing how they used the funding awarded to them. This report must be submitted to and approved by the CFSS either:

• following completion of the funded activities or

• twelve months after receipt of the funds or

• at the time of subsequent application to the program

Without a Report approved by the CFSS, you will be deemed ineligible for subsequent funding.

To obtain a reporting form, please contact [email protected] or call 613-580-2424 ext. 29404.

If You Are Not Awarded Funding

Try again! If you do not receive funding, you are encouraged to try again. The program's limited envelope cannot fund all applicants, regardless of their merit.


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A. Applicant informationName (if collaboration please list lead contact) Date of Birth (dd/mm/yyyy)

Street

EmailTelephone

Website

Address of residence (postal boxes not admissible)

City Postal Code

Project Title:

Project end date (dd/mm/yyyy)Project start date (dd/mm/yyyy)

Discipline:

The City will provide funding to successful projects to a maximum of $1,000.

Request Amount: Total cost of project:

I certify that, to the best of my knowledge, the information provided in this application is true, accurate and complete. I am a resident of the City of Ottawa, or Algonquin Anishinabe living within a 150 km radius of Ottawa. I have read the Information for applicants section on ottawa.ca/en/informationforapplicants I have read and accept the Terms and Conditions of this program. I agree to abide by the funding process and to accept final funding decisions. _________________________________________________________ Print Name _____________________________ ____________________________________________________ Date Original signature Municipal Freedom of Information and Protection of Privacy Act:Personal information on this application form is collected under the authority of section 107 of the Municipal Act, 2001 S.O. 2001, C. 25 in accordance with the City of Ottawa Grants and Contributions Policy. The City of Ottawa will use this information in the determination of eligibility and in establishing funding allocation recommendations.Questions regarding the collection of this information may be addressed to: Portfolio Manager, Cultural Funding, at 613-580-2424 ext. 27412 or [email protected].

www.ottawa.ca/en/informationforapplicants

mailto:[email protected]


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How to Apply

Applicants must complete the Application Form and ensure that Section A is signed (with original signature), answer all questions, and attach all required documentation. Please keep these guidelines close by for easy reference while completing your application.

Application format

The questions in the Application Form may be answered in writing, by audio recording, or by audio-visual recording.

Submission in writing:

• do not use staples, binders or separators in your submission. Paper clips are acceptable

• please provide all text material on single-sided 8½ x 11 white paper

• you are only required to submit one copy of your submission. All application materials are photocopied for the assessment committee

Audio and/or Visual recordings:

B. Application Questions

Merit 1. Provide a detailed description of the proposed project. (max 1000 words) 2. Provide a timeline with start/end dates 3. Include your résumé /bio or tell us about your previous cultural experiences (examples: your artistic,

heritage or festival practice, work, volunteering and/or school ). 4. Mentorship Projects Only

a. Complete Section E. Mentor’s Letter. b. Describe the nature of the mentorship, and list desired outcomes. c. Include your Mentor's résumé or bio.

• the quality of your recording will not be assessed. However, recordings must be clear and intelligible


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Impact 5. How will this project help further the development of your career in the arts, cultural and heritage sectors? (max 750 words)

Effective PlanningFill-in the attached budget template below (B1) OR answer the following two questions:

6. What are the costs associated with your project?

7. If your expenses exceed the amount requested in the application ($1000), how will you cover the extra cost?

B-1 Project Budget

Revenue Please list all sources of revenue (including other funding, cash sponsors, applicant contributions, etc.)

City of Ottawa (this grant application) Pending

Pendingconfirmed

Pendingconfirmed

Pendingconfirmed

Total Revenue

Expenses (estimated) Amount

Your expenses / artist fee

Artistic expenses (materials, payment to mentor/elder, etc.)

Technical expenses (e.g. fees for technical expertise)

Equipment and venue rentals

Other expenses please specify:

Total Expenses

Total expenses must be equal to or greater than the City of Ottawa funding request amount.


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C. Support Material You may include up to 3 items of support material with your submission. Include support material that relates most closely to the project.

• no CDs and no emails submissions. USB keys are accepted

• compatible with Windows OS

• Quicktime (.mov) and .aiff files are not accepted

• test all electronic materials to ensure readability.

• keep total running time of support material to no more than 7 minutes

• provide cue instructions for audio and video submissions such as: start at time code: 2:30

• copy and reduce all printed material to fit on single-sided 8 ½ x 11 size paper

• double space scripts using a legible, sans serif font such as Arial


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Check off appropriate items and indicate number submitted:

Support Material How does this material relate to the proposed project? # of items

URL 1 (audio/video/image)



USB Key (audio/video/stills)

Manuscript, script

Song (lyrics)/partitions

Photographs (maximum 12)

Press clippings/Publications

Programs/Invitations/Brochures

Contracts/letters of support

Other (specify)

Additional notes may be submitted on a separate page if necessary.

C-1. Support Material List


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D. Self-Identification Form

The Cultural Funding Support Section of the Art and Heritage Development Unit (AHDU) at the City of Ottawa encourages you to complete this voluntary Self-Identification Form to help determine whether our programs, funding allocations and processes are inclusive of Ottawa's diverse communities.

What is the questionnaire?

Why do we need this information?

The Cultural Funding Support Section wants to understand the composition of the cultural community, our applicants and our assessors.

Collecting information, and understanding and interpreting the data helps us to:

• remove barriers to funding opportunities

• prioritize applications from Indigenous and equity-seeking communities

• create appropriate policies and programs

• ensure appropriate jury representation

• conduct effective outreach

• incorporate new perspectives and thinking into our operations

• adhere to human rights equity legislation and report on diversity and inclusion

Who will see this information and where will we keep it?

Your self-identification form and its data will be kept separate from your funding application and will only be seen by AHDU staff. The information you provide will be stored securely, and protected and kept confidential under the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 (MFIPPA). Any collected information is reported in aggregate only (i.e. data from large numbers with no names attached to the data).

https://www.ontario.ca/laws/statute/90m56


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Algonquin Anishinabe Host Nation

First Nations

Francophones

Immigrants / newcomers

2SLGBTQIA

People with Visible and Invisible Disabilities

Persons living in poverty

Seniors/Older Adults

Youth

Rural residents

Women+

Inuit

Métis

People of Colour

Deaf people

Other

Name

Consent: Would like to participate?

No, I prefer not to disclose

Yes, I am willing ot self-identify (please complete questions below)

Do you identify with one or multiple priority groups identified below?

The City of Ottawa recognizes that people identify themselves in many ways. Terms used to self-identify are continually evolving. People can change their identities or the ways they want to identify over time. With this understanding, the City uses terms recommended by community members through various consultations. Select all that apply.

1.

2.

3.


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E. Mentor's LetterFor Mentorship Project Only: to be completed and signed by your Mentor.

Name of Mentor

Street Address of Residence (postal boxes not admissible)

Telephone Email

Project end date (dd/mm/yyyy)Project start date (dd/mm/yyyy)

Number of hours confirmed for Mentoring

I am voluntarily entering into a mentoring relationship with

I am prepared to commit hours of mentoring, which will include meaningful professional

development activities and valuable training opportunities that will be beneficial to us both.

I certify that the above statement is true, accurate and complete.

I have read the enclosed document titled Terms and Conditions and I agree to observe the terms and conditions as set out in this document.

_________________________________________________________ Name of Mentor (please print) _________________________ ____________________________________________________ Date Signature (original signature required) Municipal Freedom of Information and Protection of Privacy Act Personal information on this application form is collected under the authority of section 107 of the Municipal Act, 2001 S.O. 2001, C. 25 in accordance with the City of Ottawa Grants and Contributions Policy. The City of Ottawa will use this information in the determination of eligibility and in establishing funding allocation recommendations. Questions regarding the collection of this information may be addressed to: Portfolio Manager, Cultural Funding, at 613-580-2424 extension 27412 or [email protected].

Street

City Postal Code



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F. Checklist

Please include one copy of the following with your application:

Section A - Application Form - completed and signed

Section B - Application Questions - all questions answered

Section C - Support Materials, if applicable

Section D - Self Declaration, if applicable

Section E - Mentor's Letter, if applicable

Deadlines for Application

March 16, 2020 September 14, 2020

One complete copy of the application must be mailed or delivered to:

City of Ottawa Cultural Funding Support Section (26-49) Youth in Culture Pilot Program 100 Constellation Drive, 9th Floor West Ottawa, ON K2G 6J8

The package must be received by 4 p.m. on the deadline date. Applications received after a deadline date will be considered for the following deadline.

Contact Information

Mariella Montreuil 613-580-2424 ext. 29314 [email protected]



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1. Definitions

“Applicant” means the applicant organization or individual that submitted an application to one of the City of Ottawa's Cultural Funding Programs. “Recipient” means the applicant organization or individual that submitted the application, has agreed to be bound by these terms and conditions and has been awarded funding by the City of Ottawa. “City” means the City of Ottawa, Cultural Funding Support Section, Arts & Heritage Development Unit, Business and Technical Support Services Branch, Recreation, Cultural and Facility Services Department.

2. Time Frame

These terms and conditions shall be in effect for three (3) years from the date of receipt of funding.

3. Acknowledgment of Funding

The Recipient shall publicly acknowledge the support of the City of Ottawa in print and verbally in all publicity, promotional materials, informational materials, press materials and at public occasions relating to the program for which funds have been granted. See the Acknowledgement of Support document for more details.

4. Purpose of Funding

Funding shall only be used for the purposes of the program as described in the original funding application. Changes in the activities and timelines or to the structure of the organization shall be reported in writing to and receive approval from the City. Funds are not available for the following: major capital expenditures, reducing budget deficits, increasing a surplus and fundraising activities. City funds cannot be used to pay for legal costs associated with litigation against the City.

5. Unused Funds

Any portion of the funding that is unused and was designated for activities that were not performed shall be repaid to the City of Ottawa.

6. Assignment of Funding

Neither the Applicant nor the Recipient shall assign this application or funding allocation respectively to a third party. Any funds assigned shall immediately be repaid to the City.

7. Disposal of Assets

For assets purchased either in whole or in part with City funds, the cost of which exceeds $5,000, the Recipient shall not sell, lease or otherwise dispose of those assets without the prior written consent of the City.

Cultural Funding Programs PROJECTS & INDIVIDUALS

Terms and Conditions


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8. Repayment of Funding Allocation The Recipient shall at the request of the City, repay to the City of Ottawa, the whole or any part of the funding allocation, or an amount equal thereto, if the Recipient: a) Ceases to operate as a non-profit organization b) Experiences a change in its ownership or control, without prior written consent from the City c) Is wound up or dissolves d) Has knowingly provided false information in the application and any attachments e) Uses funds for purposes other than those detailed in the application f) Breaches any of the terms and conditions of this agreement g) Breaches any of the provisions of Human Rights Code, 1981, as amended, or other applicable legislation, regulations, or by-laws in the operation of the program h) Commences, or has commenced against it any proceedings in bankruptcy or is adjudged bankrupt and the Recipient further agrees to immediately notify the City of the contact information for the trustee in bankruptcy i) Fails to complete the project The City reserves the right to demand interest on any amount owing by the Recipient at the current rate charged by the City on accounts receivable. Where required, the funding allocation shall be repaid by cheque payable to the City of Ottawa, and mailed to:

City of Ottawa Cultural Funding Support Section (26-49)

Recreation, Cultural and Facility Services Department

100 Constellation Drive, 9th Floor West Ottawa, ON

K2G 6J8

9. Audit Requirements a) The Recipient shall keep and make available proper books of account and records of the financial management of the Contribution provided under this Agreement, in accordance with generally accepted business and accounting practices. b) The Recipient shall make its books, accounts and records available at all reasonable times for inspection and audit by the City, its employees, agents and the City of Ottawa Auditor General, to ensure compliance with the terms and conditions of this Agreement. c) The Recipient authorizes the City, its employees, agents and the City of Ottawa Auditor General at all reasonable times to inspect and copy any records, invoices and documents in the possession or under the control of the Recipient which relate to the Funding Contribution. d) The Recipient shall provide annual audited financial statements where the annual contribution is over $50,000. If the contribution is less than $50,000 un-audited financial statements may be submitted. e) The Recipient shall make available program and governance information for audit purposes. f) These audit requirements shall survive for three (3) years beyond the termination of this Agreement.


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10. Indemnity and Liability a) The Recipient shall indemnify and save harmless the City from any claims, demands, losses, costs, charges, actions and other proceedings, made or brought against, suffered by or imposed upon the City or its property in respect of any loss, damage or injury, including injury resulting in death, to any person or property directly or indirectly arising out of, resulting from or sustained by reason of negligence or otherwise of the Recipient, its employees, agents, volunteers, officers or directors. b) The City shall not be liable to the Recipient or any other party in relation to the Funding Contribution and/or the services provided by the Recipient pursuant to the terms of this agreement and the parties agree that the Recipient shall not be deemed an agent of the City for any purpose under this agreement. The Recipient shall be solely responsible for the payment of any individuals employed, engaged or retained by the Recipient for the purpose of assisting it in the fulfilment of its obligations under this agreement. 11. Insurance (as applicable) Evidence of insurance satisfactory to the City shall be provided prior to the commencement of services under this agreement or upon request, in compliance with the City's Insurance Services requirements. The Recipient shall obtain and maintain during the term of the agreement comprehensive general liability insurance acceptable to the City, which shall be subject to limits of not less than five million dollars ($5,000,000) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof. *Applicants able to demonstrate significantly low risk in their proposed activity, to the satisfaction of the Cultural Funding Support Section may be allowed to obtain insurance to limits between two to five million dollars depending on the circumstance. Please contact Cultural Funding Support Section for approval. 12. Occupational Health and Safety and Workplace Safety a) The Recipient shall be responsible, where applicable, for the health and safety of its workplace and per compliance with the provisions of the Occupational Health and Safety Act, R.S.O. 1990. c.O.1, as amended, and its regulations or any successor legislation (“OHSA”) and the requirements under the Workplace Safety and Insurance Act, S.O. 1997, c.16, Sch. A (“WSIA”). b) At any time during the term of this agreement, the Recipient shall, when requested by the City, provide evidence of compliance by itself and its subcontractors with respect to the WSIA, and failure to provide satisfactory evidence shall result in payment being held by the City until the City has received satisfactory evidence. 13. Dispute Resolution a) if a dispute arises concerning the application or interpretation of this Agreement, the parties will attempt to resolve the matter through good faith negotiation and each party may appoint senior representatives to meet and pursue resolution through negotiation before resorting to litigation. b) the City and Service Provider agree that nothing contained in subsection 13 (a) shall affect or modify the rights of the City or the obligations of the Service Provider as set out in the provisions agreed to in this Agreement


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14. Reporting Requirements The Recipient shall submit a final or interim report in the form required by the City twelve (12) months after the receipt of funds or upon subsequent application, whichever is sooner. This report shall provide all details required and be approved by the City. If an extension is required to complete the funded activity, the Recipient will notify and receive approval from the City in writing. 15. Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) Personal information on this application form is collected under the authority of section 107 of the Municipal Act, 2001 S.O. 2001, C. 25 in accordance with the City of Ottawa Grants and Contributions Policy. 16. Additional Terms The City shall be entitled to amend or impose such additional terms and conditions in its letter or approval, in its sole discretion as it deems necessary and shall be entitled to impose such terms and conditions on any consent granted pursuant to this application, as it deems necessary. These terms and conditions will be appended and incorporated into any additional or supplemental grant or contribution agreement executed between the Recipient and City, in the event such an agreement is required, except for any specific deviations or exclusions outlined therein.

Cultural Funding Terms & Conditions documents have been reviewed by the City of Ottawa's Legal Services Branch and approved for execution by the City.

Alterations to this document are not permissible.

application form - youth in culture pilot program · 2020-01-09 · youth in culture pilot program...

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