fy 2011 lap grant application

8/9/2019 Fy 2011 Lap Grant Application

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Hudson County Office of Cultural & Heritage Affairs/Tourism Development

Fiscal Year 2011 Local Arts Program Grant (LAP)

Table of Contents

Guidelines pages 2-13

State & Congressional Districts page 14

Application forms - pages 15-35

Declaration Form page 36

Budget Forms pages 37-42

Certification page 43

Checklist page 43

ADA Organizational Plan pages 44-46

SAMPLE Budget Pages pages 47-54

Frequently Asked Questions page 55

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HUDSON COUNTY OFFICE OF CULTURAL & HERITAGE AFFAIRS

/TOURISM DEVELOPMENT

JUSTICE WILLIAM BRENNAN COURT HOUSE

583 NEWARK AVENUE

JERSEY CITY, NJ 07306

(201) 459-2070

www.hudsoncountynj.org

FISCAL YEAR (FY) 2011 LOCAL ARTS PROGRAM GRANT (LAP)

FOR PROGRAMS AND SERVICES FROM JANUARY 1, 2011 TO DECEMBER 31, 2011

GUIDELINES

Funding for this program is made available through the New Jersey State Councilon the Arts/Department of State (NJSCA) and the Hudson County Board ofChosen Freeholders. Applications are being accepted until Friday, September 24,2010for programs that will be offered between January 1, 2011 and December 31,2011. In partnership with NJSCA, the Hudson County Office of Cultural &Heritage Affairs (HCOCHA) offers matching grants to non profit organizationslocated in, and serving the residents of, Hudson County. These grants areadministered through HCOCHA, a unit of Hudson County government, byauthority of the Hudson County Board of Chosen Freeholders.

DEADLINE FOR APPLICATION

Applications must be either hand-delivered to the Hudson County Office of

Cultural & Heritage Affairs (HCOCHA) by 5:00 p.m. on Friday, September

24, 2010 or postmarked by the U.S. Postal Service by this same date.

Applications with metered mail post marks will not be accepted. Applications thatare hand-delivered or postmarked after the deadline will not be accepted. Faxedcopies will not be accepted. There will be no exceptions.

ONLY THE ORIGINAL OFFICIAL APPLICATION FORM PROVIDED

MAY BE USED. (ORIGINAL APPLICATION FORMS ARE AVAILBLE IN

HARD COPY, ON WWW.VISITHUDSON.COM, AND FROM AN

OFFICIAL HCOCHA CD ROM.) Applicants are advised to read all thedirections thoroughly before beginning to fill out the application.

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is a tax exempt, non-profit organization, as approved and certified bythe Internal Revenue Service (IRS) under section 501(c)3 or 501(c)4 Unincorporated groups or those that have not received an IRStax exempt status may apply for a Special Project or Mini Grant

provided they can demonstrate organizational governance andfinancial oversight Exists primarily as an arts organization, or sponsors arts

programs as a community outreach service hospitals, libraries,schools, community organizations, and social service agencies areexamples of sponsoring organizations. Sponsoring organizations areresponsible for the writing and submission of the application, and will

be accountable to HCOCHA for the management of the fundedproject Applies for funding to the County but not the State in the samefiscal year

Is able to match the grant award as specified below underCategories

MULTIPLE APPLICATIONS ELIGIBILITY

NON ARTS ORGANIZATIONS, such as schools, hospitals, religiousinstitutions, social service agencies, or fraternal organizations, may apply in onlyone of two program support categories: Special Project or Mini Grant.

ARTS ONLYORGANIZATIONS may apply in two categories: aProgram Grant(GOS, MG, SP) and a Technical Assistance Grant. Note the restrictions whereapplicable. Take notice of the restriction when applying for a Technical Assistancegrant and in another category.

Organizations with several divisions or agencies may only submit one proposal pergrant Fiscal Year.

SCHOOLS (AT ANY LEVEL PUBLIC OR PRIVATE, OR ARTS

TRAINING OR ARTS IN EDUCATION PROGRAMS OR SCHOOLS)may

not request for or use LAP Grant funds for general operating support,scholarships, tuition, school supplies, residencies, field trips, camps, humanities

lecture series, or any curricular or extracurricular activity that involves orengages school programs, its students, and its teachers and their spouses,

relatives, children or friends. Schools are encouraged to contact the educationcoordinator of the New Jersey State Council on the Arts for assistance inidentifying state grant programs or private foundations to support artist residencies.

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CATEGORIES

SPECIAL PROJECT (SP)

Maximum Request: $8,000Who may apply: Non Arts and Arts Only organizations.

Agencies that sponsor arts programs as part of a

broader range of community outreach activities,

such as schools, social agencies, and libraries,may apply in the Special project category.

Eligible Uses of Funds: Programmatic costs, such as space rentals,advertising, artist fees, props, etc., of presenting a

specific arts program, art exhibit, or series ofrelated arts programs. Examples of SpecialProjects include: multi disciplinary performing

arts series, cultural tourism themed arts festivals,concert series, art or photography exhibit, oroutreach services for the arts constituency.Marketing materials that promote an event, seriesof events, or arts organization, are also allowableexpenses.

Requirements: Applicants may apply for50%, orhalfof the totalprojected cost of their Special Project, up to amaximum of $8,000. The applicant must providethe other half of the total cost of the Special

Project. This is called a 1 to 1 match. Example:Your special project expenses total $6,000; youwould request$3,000 and you would match itwith $3,000. Special Project applicants maymatch the grant amount with cash, or, with thetotal, in-kinddollar amount of those materials andservices (including space rent) that are crucial tothe presenting and planning of the special project.

Restrictions: An organizations administrative costs cannot be

underwritten by this category. Organizations maynot reimburse themselves, through the LAPGrant, for the administrative or operationalservices it provides or donates to the SpecialProject. Projects with budgets that areincomplete or vague will receive low scores.

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MINI GRANT AND GOS APPLICANTS

MAY NOT APPLY FOR A SPECIAL

PROJECT GRANT IN THE SAME FISCAL

YEAR.

Priority Consideration: (In addition toPRIORITIES FOR FUNDING)HCOCHA encourages schools and non artsorganizations to use the Special Projectgrant asan outreach service to collaborate with the local,

professional arts community to bring the work ofHudson County and New Jersey artists and

performers to the general public.

TECHNICAL ASSISTANCE (TA)

Maximum Request: $5,000Who may apply: Arts Only organizations that demonstrate a

genuine need for assistance in the areas oforganization, administration or artisticdevelopment.

Eligible Uses of Funds: One-time consultancies by qualified professionalsthat will strengthen the professionaladministration of arts organizations and thequality of the programs they bring to the public.

Requirements: Organizations requesting artistic developmentassistance must clearly demonstrate why this one-

time, professional consultancy is needed,and how this new level of artistic quality will becontinued once the consultant leaves. TechnicalAssistance grants do not require a match.

With this application you mustsubmit a letter ofintent from the consultant, addressed to you,explaining the following: 1) a clear statement ofwhat the consultancy will include; 2) a time-linelaying out dates when these services will begin

and end and how long each session will last; 3)the professional qualifications of the consultant,with references; 4) a final report and evaluation ofthe consultancy, due upon its conclusion; 5) a

breakdown on the cost of this consultancy. Allexpenses that are reimbursable to the consultantthrough this grant must be backed up with actual

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receipts. Remember! Upon completion of the

technical assistance, HCOCHA requires an

evaluative report from the consultant regardingthe assistance provided to your organization.

Restrictions: Any Technical Assistance application that does

not include the consultants letter of intent will

be turned down automatically. Technical

Assistance proposals that request the services of

current and past employees, past and presentboard members, relatives, friends or associates,

regardless of their professional consultancyexpertise, will not be considered.

GENERAL OPERATING SUPPORT (GOS)

Maximum Request: $15,000Who may apply: Arts Only organizations. Applicants to this

category of support are of the highest artistic andadministrative professionalism, with a provenmulti county impact, that will be reviewedaccordingly.

Eligible Uses of Funds: General operating and programmatic costs. Up to15% of the grant may be used towardadministrative costs.

Requirements: Applicants must have at least one full-time paidstaff administrator; a proven fundraisingcampaign; be fiscally responsible; and have anactive Board of Directors involved in thegovernance of the organization. Applicants mustoffer year round programs. The applicant mustsubmit a schedule of its Board of Directormeetings for FY 2009 & FY 2010, as well as aletter from a recognized professional in the samediscipline attesting to the professionalism and

artistic quality of the organization. This letter maynot come from any individual connected with theorganization. All applicants who apply in thiscategory must compensate all artists involved intheir programs. The applicant must match the

grant request 1 to 1 and have at least 25% of thatmatch in cash. GOS applicants

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must submit a copy of the by-laws of theorganization with the application.

Restrictions: All applicants to the GOS category, includingprevious GOS recipients, mustfirst discuss this

option with HCOCHA before applying.

Applicants whose primary mission is artseducation may not apply under this category.They are encouraged, however, to apply for anArts Basic to Education (A.B.E.) grant from the

New Jersey State Council on the Arts.Organizations that rely upon membership dues orfees for more than 25% of their operating budgetsare ineligible to apply in this category.

MINI GRANT (MG)

Maximum Request: $3,000Who may apply: Non Arts organizations and Arts Only

organizations.Eligible Uses of Funds: To support the cost of a singular project

proposing to engage Hudson County artists forpublic performance, art show, art project, folk artor dance exhibition, craft making workshop,literary publication.

Requirements: Applicant must match the grant funds 1 to 1.

Restrictions: Organizations may not reimburse themselves,through the LAP Grant, for the administrative oroperational services it provides or donates to theMini Grant. GOS and SP applicants may notapply for a Mini Grant in the same Fiscal

Year.

Priority Consideration: (In addition toPRIORITIES FOR FUNDING)Emerging organizations, organizations new to a

grants program, or those with limited human orstrategic resources are encouraged to apply in thiscategory.

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INELIGIBLE PROJECTS AND EXPENSES

Grants may notbe used for: Administrative salaries, except for GOS applicants as

previously defined

Hospitality or food costs Capital improvements, such as renovation or construction Purchase of equipment, including fax, computers, etc. Projects that are for the curricular or extra curricular activitiesof a school Field trips to events or cultural programs Presenting performances, exhibits, and productions outsideHudson County Offsetting institutional/organizational budget deficits Collateral to obtain loans, to lend to other organizations, or in

any way use for personal gain Programs whose sole emphasis is to motivate religious,sectarian, social welfare, or health education The acquisition of works of art, antiques, ephemera, etc. The restoration of statuary, historic property, etc. Parades, fashion shows, religious feasts or plays, food festivals,antique shows, etc. Fundraising activities or related fundraising costs Cash prizes, trophies, scholarships, tuition

ALLOWABLE ADA EXPENSE

Applicants are encouraged to budget appropriate expenses for ADA Programaccessibility, such as, but not limited to, sign language interpreters and large printtype programs. The purchase of equipment is not permitted. HCOCHA offers freerentals of Assistive Listening Devices.

EVALUATION OF PROPOSALS

After all proposals have been reviewed by HCOCHA staff for eligibility andguidelines compliance, they are then evaluated by an independent panel of peer

professionals in the arts. These panelists are chosen for their expertise in aparticular discipline and for their overall ability to critique the merits of proposalsin a fair and insightful manner. They review and score each proposal based upon acriteria that includes the following:

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The professional credibility of the applicant The merit and financial need of the project(s) proposed The artistic excellence of past and present projects The applicant serving the needs of its constituency by this proposal The applicant demonstrating community support The applicant presenting a true budget for all expenses The applicant providing clear, relevant answers to all questions Technical Assistance applicants demonstrating genuine need The applicant presenting an appropriate use for the requested funds The applicant addressing any of HCOCHAs priorities for funding The applicant presenting a barrier free, content accessible program

A consensus critique is framed by the peer panel at its group meeting. HCOCHAstaff is present to facilitate the process in a timely and orderly manner and to

ensure fairness and objectivity. HCOCHA staff many not participate in thediscussion. The peer panels consensus critique is its collective impression and

professional evaluation of a proposal, based upon the information, answers toquestions, support materials, narrative, and overall application presentationsubmitted by the applicant. The intent of the critique is to provide constructivefeedback on the merits of the proposal and the applicants organization.

APPLICATION POINTERS

As with all other grant programs, HCOCHA LAP grants are awarded to support and acknowledge a meritorious proposal. They must not beperceived to be, nor are they intended to be, the sole source of funding to

plan, create, or facilitate a project.

Please read the guidelines carefully in their entirety.

The HCOCHA LAP grant program is highly competitive. Successfulapplicants will have articulated the concerns of the EVALUATION OFPROPOSALS criteria throughout their application. Also keep in mind

HCOCHAs PRIORITIES FOR FUNDING.

When calculating your budget, please remember to include all in-kinddonations at their estimated dollar amount. These amounts are included inthe matching funds acquired by your organization. Please remember tocomplete the in-kind budget chart in the application package.

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Please consider your organizations method of documenting its impact ongeographical areas and underserved communities. Simple methods of suchdocumentation are quick questionnaires and/or sign-in sheets that request thezip code of participants/audience members. (Please remember to be sensitiveto the privacy of your patrons)

Evaluation plays a critical role in the success of a project/organization.Please pay close attention to the efforts your organization has made toevaluate its programs/services. Evaluation and geographical impact data may

be obtained together using an array of techniques. Please considerquestionnaires, comment sheets, and statistical information whendetermining your evaluation plan.

GRIEVANCE PROCEDURE

Applicants may not appeal their grant award on the basis of disagreement with theconsensus critique of their proposal. Applicants may not appeal their grant award ifany part of their proposal contains ineligible expenses or requests that are notallowable under the guidelines. Applicants may not appeal their grant award basedon outdated HCOCHA guidelines. New or additional information that was omittedfrom the submitted application may not be used as grounds for grievance.

Applicants who can demonstrate a pattern of gross misunderstanding on the part ofthe grant panel, as written in the panels consensus critique, based on the facts onfile with HCOCHA, information or support materials contained in their submittedapplication, may appeal their grant award. Applicants who can factually documentthat the consensus critique of their proposal contains actual statements of biasagainst race, age, religion, physical or developmental aptitude, cultural diversity, orsexual orientation may appeal.

Applicants who meet the grievance procedure requirements may submit a writtenappeal up to thirty days past the date on the HCOCHA letter of recommendedgrant award and proposal critique. Appeals will not be considered after this time

period. Appeals by telephone will not be answered. Appeals that meet thegrievance procedure requirements will be reviewed by HCOCHA and the HudsonCounty Board of Chosen Freeholders. Applicants will receive a written responsefrom HCOCHA with appropriate action, if any, no later than thirty days past theappeals due date.

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SITE EVALUATORS

Arts administrators and artistic professionals are engaged by HCOCHA to makesite visits to funded programs and services during the fiscal year. They are asked tocomplete an HCOCHA site evaluators report, which includes fulfillment of thefunded project, ADA compliance, audience response, and an assessment of thequality of the project.

ACCESSIBILITY

The Americans with Disabilities Act (ADA), signed into Federal law in 1990,requires that all public programs and services be made accessible to all people,regardless of an individuals physical or developmental challenges.The State/County Partnership LAP Program Grant supports and enforces this law.HCOCHA requires that:

All applicants develop an ADA Organizational Plan.

(See Section 8)

ACCESSIBILITY COMPLIANCE PROCEDURE

Applicants who do not submit a detailed ADA Organizational Plan will not beconsidered for funding. Applicants, funded through the block grant program, whogive false or misleading statements may forfeit their entire grant award and will beexcluded from future participation in the block grant program.

ACCESSIBILITY GRIEVANCE PROCEDURE

Artists or members of the public who are unable to participate in a HCOCHAState/County funded project because of a physical or program content barrier maysubmit a grievance. In such a case, HCOCHA staff will investigate each complaint.The recommendations are then presented to the Hudson County Counsel for legalreview.

ANNOUNCEMENT OF AWARDS

County grant awards are announced by letter. If awarded a grant you will receive afirst payment of 75% of your total award in the late first quarter of the new fiscalyear.

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PAYMENT & FINAL REPORTS

Grant funds are disbursed, after receiving properly completed and signed contractsand payment vouchers, as follows: 75% after receipt of the County contracts andvouchers; 25% after receipt of the final report and final payment vouchers.

A COMPLETED FINAL REPORT MUST BE SUBMITTED BY

FRIDAY, DECEMBER 2, 2011

1. Grant recipients must adhere to the proposal approved in the originalapplication. If any changes are to be made to the proposal, recipients mustnotify HCOCHA in writing, in advance of the program start date, for approval.

2. Grant recipients mustkeep records of the number of people who are served by their programs, including the number of underserved residents (i.e.,culturally diverse communities, persons with physical or developmentalchallenges, senior citizens), and the number of artists served or participating inthe program(s).

3. Grant recipients must keep all receipts as they will be required forsubmission with the final report.

4. Organizations that are funded directly by NJSCA for General Operating

Support are not eligible for General Operating Support from this grantprogram.

5. Applicants must provide all the materials pertaining to their category asrequested in the guidelines and in the checklist section of the application.

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Listing of Hudson County Congressional & State Legislative Districts

Congressional Districts*

9th: Bayonne, Jersey City, Kearny, North Bergen, Secaucus

10th: Bayonne, Jersey City

13th: East Newark, Guttenberg, Harrison, Hoboken, Jersey City, Kearny, NorthBergen, Union City, Weehawken, West New York

* Bayonne, Jersey City, Kearny, North Bergen residents: See below if you are

unsure of your District

State Legislative Districts*

31st: Bayonne, Jersey City

32nd: East Newark, Harrison, Jersey City, Kearny, North Bergen, Secaucus

33rd: Guttenberg, Hoboken, Jersey City, Union City, Weehawken,West New York

*Jersey City residents: See below if you are unsure of your District

*If you are unsure of either your Congressional or State Legislative District call theHudson County Clerks Office at (201)369-3470 during business hours,

or go online to www.hudsonncountynj.org

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HUDSON COUNTY OFFICE OF CULTURAL AND HERITAGE

AFFAIRS/TOURISM DEVELOPMENT (HCOCHA)

LOCAL ARTS POGRAM (LAP) GRANT

FOR PROGRAMS AND SERVICES FISCAL YEAR (FY) 2011

JANUARY 1, 2011 TO DECEMBER 31, 2011

Only These Official Forms May Be Used

Follow All Directions

Incomplete Applications will not be accepted

HAND WRITTEN APPLICATIONS WILL RECEIVE LOWEST SCORES

Congressional District #: NJ Legislative District #:

Federal I.D.# (If applicable):

Circle Grant Category Request(s): GOS MG SP TA

Incorporated Name of Organization Applying for this Grant:

Organizations Current Mailing Address:

Telephone: Fax:

Email:

Web Site:

Name of Applicants Contact Individual:

Contact Telephone: Fax:

Email: (If different from above)

Site(s) of Proposed Project(s):

Date(s) of Proposed Project(s), Must be completed with dates, even if they are

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ORGANIZATION NAME:

Is Your Organization Receiving Funding from another New Jersey countys

Arts Agency? Circle one answer.

No Yes (List the name of the county arts organization(s))

Arts Only Groups Circle the artistic disciplines that apply to your

organizations mission statement:

Vocal Music Media Arts Literature Instrumental Music Crafts

Visual Arts Multi Disciplinary Dance Theater Museum

Other (Explain)

Non Arts Groups Circle all that apply to your organizations mission

statement:

Health Services Educational Government

Social Services

Other (Explain)

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THE PROJECT PROPOSALPROPOSAL NARRATIVES THAT FULLY ANSWER ALL PARTS HAVE A

BETTER CHANCE FOR A SUCCESSFUL GRANT AWARD

SPECIAL PROJECT (SP) & MINI GRANT (MG) NARRATIVE

Describe the project for which you are requesting funds (250 words or less)

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How does this project relate to your organizations mission statement?

What process was employed to plan your project, including selection of artists

or performers, music, plays, etc.? Who makes all decisions?

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Is this a collaborative project? If yes, describe the other organization(s), howthis collaboration came about, and the role each organization plays in this

project.

What are the goals that you hope to achieve for your constituency or audienceand for your organization from sponsoring or presenting this project?

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Does this project support HCOCHAs Priorities for Funding, as stated in theguidelines?

What items in your project budget will the LAP Grant funds be used to support?

Is this the ONLY grant program your organization is applying to for its project?

If no, please list other grants youre applying to.

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Who are the key personnel who will carry out this project? How are theyqualified to carry out this project?

Name the community outreach organizations that you will be utilizing to build

an audience for your project.

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Explain in detail your marketing plan for this project, including media outletsyou use to publicize your program.

How will your program be marketed to physically and developmentallychallenged individuals and the organizations that serve them, as well as those

individuals and communities listed under Priorities for Funding in the

guidelines?

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SPECIAL PROJECT & MINI GRANT REQUIRED SUPPORT MATERIALS

Formal Mission Statement

Resume(s) of key personnel involved in this project. Non Arts

Organizations: attach the resume(s) of any outside facilitator(s) who will

be engaged specifically to run this project

Collaborative Projects: If this is a collaboration with another

organization(s), either arts or non arts, attach organizational

background material on each organization involved

ADA Organizational Plan

Promotional materials, critical reviews, newspaper articles, or samples

to substantiate organizational merit and quality programming

Audio; DVD; CD; slides; photographs; or CD-ROM support materials

for the appropriate performance art or visual art proposal

Checklist

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Cite major accomplishments within your current long range plan.

How do you evaluate the quality of your organizations programs and services toachieve the goals of your current five year plan?

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GOS applicants must demonstrate that they are drawing a multi county

audience. Give specific, detailed audience demographics; how were they

gathered?

How does the continued growth of your organization make an impact on the

cultural life of this county and that of the immediate multi county region of NewJersey? What specific examples of programs or services have filled a void in the

communities you serve?

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Does your organizations mission statement support HCOCHAs Priorities forFunding, as stated on page two of the guidelines?

Give an overview of the financial well being of your organization. Why are you

seeking financial support from this grant program? Indicate any other sources

of financial support you are seeking, including such initiatives as programspecific support and capital projects, as well as general operating support.

Describe projected fundraising goals and earned income activity.

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Describe the governance of your organization. Who makes fiscal decisions,personnel decisions? How are programs & services developed?

Does your constituency or audience have any input in the development of yourprograms? If so, how?

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Does your organization collaborate with other organizations, arts or non arts, todevelop or present projects? If so, how do you choose these organizations?

Explain the method of community outreach for your programs and

your marketing plan, including media outlets you use to publicize your

programs.

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How will your program be marketed to physically and developmentallychallenged individuals and the organizations that serve them, as well as those

individuals and communities listed under Priorities for Funding in the

guidelines?

GOS REQUIRED SUPPORT MATERIALS

Formal Mission Statement

By laws

Organizational Budget

Board of Directors list

Board of Directors meeting schedule for 09 & 10

Copy of State Of New Jersey Non profit incorporation

Current Long Range Plan, stating progress made to date

Most recent financial audit

Resumes of key personnel and Board of Directors

ADA Organizational Plan Promotional materials, critical reviews, newspaper articles, or samples to

substantiate organizational merit and quality programming


Checklist

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How did you locate this consultant? Is the consultant a former employee orboard member? Is the consultant a relative, friend, or associate of an employee

or board member? Indicate your organizations key personnel who will work

with the consultant.

How will you monitor the long term results of this consultancy?

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Why are you requesting financial support from this grant? Are there any other

funding sources being sought for this technical assistance?

TECHNICAL ASSISTANCE REQUIRED SUPPORT MATERIALS

Consultants Letter of Intent

Resume(s) of Consultant(s);

Resume(S) of Key Organizational Personnel who will work with the

consultant

Formal Mission Statement (If you are applying in more than one

funding category only 1 copy is required)

ADA Organizational Plan

Promotional materials, critical reviews, newspaper articles, or samples

to substantiate organizational merit and quality programming (if

applying in more than one category only 1 copy necessary)


Checklist

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LAP FY2011 ORGANIZATION NAME:

GOS only FY 2011 planned fundraising activities: What is your

organizational goal total to be raised? Describe each activity and give projectedamount to be raised for each. What role does your Board of Directors play in

each activity?

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FY 2011 BUDGET FORMS

PROGRAMS & SERVICES JANUARY 1, 2011 - DECEMBER 31, 2011

BEFORE BEGINNING THE BUDGET PAGES, REMEMBER:

A. THE GRANT REQUEST LIMITS ARE:

Special Project (SP) $8,000Technical Assistance (TA) $5,000*General Operating Support (GOS) $15,000

Mini Grant (MG) $3,000

*Available to ARTS ONLY ORGANIZATIONS who may apply solely in this

category or in addition to one other category, Special Project, Mini Grant, or

General Operating Support

B. MATCH REQUIREMENTS:SP, GOS, MGGRANTS MUST BE MATCHED DOLLAR FOR

DOLLAR (1 TO 1). THE MATCH MAY BE PART CASH AND PART IN-

KIND GOODS AND SERVICES;

COLLEGES AND UNIVERSITIES MUST MATCH AT 2 TO 1;

TA GRANTS DO NOT REQUIRE A MATCH;

GOSORGANIZATIONS MUST PROVIDE 25% OF THE MATCH INCASH. IN-KIND GOODS AND SERVICES MAY BE USED FOR THE

REST OF THE MATCH. 15% OF THE GRANT REQUEST MAY BE

USED FOR ADMINISTRATIVE SALARIES.

C. IN-KIND INCOME

IN-KIND INCOMEMUST ALSO APPEAR IN THE APPROPRIATEEXPENSE LINE ITEM. FOR EXAMPLE, THE DONATION OF SPACE

RENT AT $1,000. WOULD BE INCLUDED AS A DOLLAR AMOUNT

EXPENSE UNDER FACILITIES IN THE IN-KIND COLUMN

D. COMPLETE THE APPLICATION FORM IN ITS ENTIRETY

ANSWERING ALL PARTS AND SUBMITTING ALL REQUIRED

SUPPORT MATERIALS

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ORGANIZATION NAME:

FY 2011 LAP PROGRAM GRANT

FOR PROGRAMS AND SERVICE


GRANT(S) PROPOSAL REQUESTED AMOUNT

TOTAL EXPENSES/BUDGET DECLARATION

Fill in Only What is Applicable to Your Proposal

GOS Grant Proposal Amount Requested ________________

MG Grant Proposal Amount Requested ________________

SP Grant Proposal Amount Requested ________________

TA Grant Proposal Amount Requested ________________

TOTAL AMOUNT REQUESTED ________________

TOTAL PROJECT EXPENSES BUDGET FOR MG, SP, or TA

________________

TOTAL ANNUAL OPERATING BUDGET (GOS ONLY)

________________

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ORGANIZATION NAME:FY 2011 PROJECTED INCOME JANUARY 1, 2011 TO DECEMBER 31, 2011

SPECIALPROJECT (SP) & MINI GRANT (MG)

Source Amoun

PROJETED EARNED INCOME

A. Admissions

B. Subscriptions

C. Sponsorships/Other Cash Contributions

D. Fundraising/Special Events

E. Other Grants (DO NOT INCLUDE YOUR LAP REQUEST)

TOTAL PROJECTED EARNED INCOME

PROJECTED IN-KIND INCOME

Personnel

A. Project Administration

B. Other (list)

C. Bookkeeping

D. Travel/Transportation

E. Fringe

Materials/Supplies

A. Office Supplies

B. Printing/CopyingC. Postage/Mailing

D. Miscellaneous

Facilities

A. Office Space Rental/Performance/Exhibit Space

B. Maintenance

C. Utilities

D. Telephone/FAX/Computer

E. Insurance

F. Equipment Rentals

G. Other

Marketing/PublicityA. Advertising

B. Graphic Design

C. Printing

D. Other

Artistic

A. Personnel (including designers, musicians, crew, actors, dancers, etc.)

B. Sets, Lighting, Costumes, musical instruments, etc.

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C. Royalties

D. Travel/transportation

E. Fringe

F. Insurance

G. Other (list)

Program and/or Site Accessibility(list)

TOTAL PROJECTED IN-KIND INCOME

A. FY 2011 MATCH(Total Earned Income + In-Kind Total Income) ______

+B. FY 2011 LAP GRANT

REQUEST __________TOTAL INCOME (add A+ B

__________

GRAND TOTAL PROJECTEDEXPENSES __________

ORGANIZATION NAME:

FY 2011 PROJECTED BUDGET - JANUARY 1, 2011 TO DECEMBER 31, 2011GENERAL OPERATING SUPPORT (GOS) EXPENSES

Expense Amount

1. Personnel

A. Administration (list titles & salaries)(for hourly wages give amount and titles)

B. Artistic (list titles & salaries, including designers, crew, etc.)(for hourly wages give amount and titles)

C. Support staff


E. Fringe Administrative & Artistic

2. Administrative Materials/Supplies

A. Office Supplies

B. Printing/Copying

C. Postage

D. Miscellaneous

3. Production/ Exhibition

A. Sets/Costumes/Lighting/Musical Instruments

B. Royalties

C. Travel/Transportation

D. Insurance

4. Facilities


B. Maintenance

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C. Utilities


E. Insurance


G. Other (list)

5. Marketing/Publicity

A. Advertising

B. Graphic Design

C. Printing

D. Other (list)6. Program and/or Site Accessibility(List, e.g. sign language, Braille print, etc.)

7. GRAND TOTAL PROJECTED GENERAL OPERATING EXPENSES 2011

ORGANIZATION NAME:

FY 2011 PROJECTED INCOME - JANUARY 1, 2011 TO DECEMBER 31, 2011

GENERAL OPERATING SUPPORT (GOS) GRANT

Source Amoun

Projected Earned Income

A. Admissions

B. Subscriptions

C. Sponsorships/Other Cash ContributionsD. Fundraising/Special Events

E. Other Grants (DO NOT INCLUDE YOUR LAP REQUEST)

TOTAL PROJECTED EARNED INCOME

Projected In-Kind Income

Personnel

A. Administration

B. Artistic

C. Support staff


E. Fringe

Administrative Materials/Supplies

A. Office Supplies

B. Printing/Copying

C. Postage

Production

A. Sets/Costumes/Lighting/Musical Instruments

B. Royalties

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D. Insurance

Facilities


B. Maintenance

C. Utilities


E. Insurance


G. OtherMarketing/Publicity

A. Advertising

B. Graphic Design

C. Printing

D. Other

Program and/or Site Accessibility

TOTAL PROJECTED IN-KIND INCOME

A. FY 2011 MATCH(Total Earned Income + In-Kind Total Income) ______


REQUEST __________

TOTAL INCOME (add A+ B__________

GRAND TOTAL PROJECTEDEXPENSES __________

ORGANIZATION NAME:

FY 2011 PROJECTED BUDGET - JANUARY 1, 2011 TO DECEMBER 31, 2011

TECHNICAL ASSISTANCE (TA) EXPENSES

Expense Amoun

1. Consulting Personnel

A. Administrative

B. Artistic

C. Support Staff

D. Travel/Transportation/Accommodations

E. Fringe

2. Materials/Supplies

A. Office Supplies

B. Printing/Copying

C. Postage/Mailing

D. Miscellaneous (list)

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3. Facilities


B. Maintenance

C. Utilities


E. Insurance


G. Other (list)

4.Marketing/Publicity

A. AdvertisingB. Graphic Design

C. Printing

D. Other (list)

GRAND TOTAL PROJECTED TA EXPENSES

YOUR FY 2011 TECHNICAL ASSISTANCE LAP REQUEST

ORGANIZATION NAME:

CERTIFICATION

I HEREBY MAKE THE FOLLOWING STATEMENTS ON BEHALF OF THE

ORGANIZATION LISTED IN THIS APPLICATION.

I CERTIFY THAT THIS APPLICATION IS COMPLETE AND IN ACCORDANCE

WITH THE CHECK LIST. THE INFORMATION IN THE APPLICATION IS TRUE

AND ACCURATE TO THE BEST OF MY KNOWLEDGE. I HEREBY RELEASE THE

HUDSON COUNTY OFFICE OF CULTURAL & HERITAGE AFFAIRS, ITS

EMPLOYEES AND AGENTS FROM ANY LIABILITY AND/OR RESPONSIBILITY

CONCERNING THIS APPLICATION AND THE PROGRAMS SET FORTH. I

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FURTHER CERTIFY THAT FUNDS AWARDED BY THE HUDSON CCOUNTY

STATE/COUNTY LOCAL ARTS PROGRAM GRANT WILL BE USED EXCLUSIVELY

FOR THE PURPOSE SET FORTH IN THIS APPLICATION, AND I WILL NOTIFY, IN

WRITING, THE HUDSON COUNTY OFFICE OF CULTURAL & HERITAGE

AFFAIRS IMMEDIATELY OF ANY CHANGE IN THE INFORMATION SUBMITTED

IN THIS PROPOSAL. I WILL COMPLY WITH TITLE VI OF THE CIVIL RIGHTS

ACT OF 1964 (PL 88-352), WITH LABOR STANDARDS UNDER SECTION (5) (1) OF

THE NATIONAL FOUNDATION ON THE ARTS & HUMANITIES ACT OF 1965 (PL

185-209), WITH TITLE IX OF THE EDUCATION AMENDMENTS OF 1972, SECTION

504 OF THE REHABILITATION ACT OF 1973, WHICH RECEIVE FEDERALFINANCIAL ASSISTANCE, AND WITH THE AMERICANS WITH DISABILITIES

ACT OF 1990. TITLE VI, SECTION 504, AND TITLE IX PROHIBITING

DISCRIMINATION ON THE BASIS OF RACE, COLOR, NATIONAL ORIGIN,

HANDICAP OR SEX IN ANY PROGRAM OR ACTIVITY RECEIVING FUNDS FROM

A FEDERAL ASSISTANCE PROGRAM. THE NJSCA STATE/COUNTY

PARTNERSHIP BLOCK GRANT PROGRAM RECEIVES PART OF ITS FUNDING

THROUGH THE NATIONAL ENDOWMENT FOR THE ARTS (N.E.A.), A FEDERAL

ASSISTANCE PROGRAM.

NAME OF ORGANIZATION:

SIGNATURE OF CHIEF OFFICER, TITLE DATE

(DIRECTOR OF PROJECT, CEO, PRODUCER, MAY SIGN ABOVE)

SIGNATURE OF BOARD PRESIDENT, TITLE DATE

(CHAIRMAN OF THE BOARD OR BOARD SECRETARY MAY SIGN ABOVE)

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ORGANIZATION NAME:

FY 2011 ChecklistCHECK OFF ALL ITEMS THAT YOU HAVE SUBMITTED WITH YOUR PROPOSAL(S).

ATTACH THIS SIGNED LIST TO THE FRONT PAGE OF YOUR APPLICATION.

HAVE YOU INCLUDED THE FOLLOWING ITEMS?

ALL REQUIRED PAPERWORK MUST BE ATTACHED TO EACH APPLICATION

ALL APPLICANTS: 1 originalapplication with original signatures in blue ink; plus 6copies of the application;

1. ALL APPLICANTS: 7 full sets (of supporting materials: news clippings,brochures, press releases, flyers, etc. DANCE, THEATRE, OPERA MUST

SUBMIT 1 MUSIC CD ; ART EXHIBITS 7 SLIDES OF THE PROPOSED

ARTISTS OR ARTISTS WORK;

2. GOS: 7 copies of your IRS 501(c)3 or 501(c)4 designation or pending status letterfrom the IRS and 7 copies of your New Jersey Incorporation papers;

3. GOS: 7 copies of your most recent audit;

4. GOS: 7 copies of your most recent fiscal year organization budget;

5. GOS: 7 copies of a list of your Board of Directors, with titles, culturaldiversity, and work affiliations of each member;

6. ALL APPLICANTS: 7 copies of the resume of the executive director orproject director of your organization;

7. GOS, MG, SP: 7 copies of the resumes of the artists and administratorsinvolved in your project or organization;

8. TA: 7 copies of the consultants letter of intent and resume;

9. GOS: 1 copy of by laws; 1 copy of the Board of Directors FY 09 & 10 meetingschedule;

10. 7 copies of your ADA organizational plan

11. GOS: 7 copies of your 5 year organizational plan;

SIGNATURE OF PERSON RESPONSIBLE FOR ALL CONTENTS DATE


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HUDSON COUNTY OFFICE OF CULTURAL & HERITAGE

AFFAIRS/TOURISM DEVELOPENT (HCOCHA)

ADA ORGANIZATIONAL PLAN

AMERICANS WITH DISABILITIES ACT (ADA)

A universal or inclusive environment for the arts is one that is usable by everyone, people with

without disabilities and people of all ages. It is an environment with buildings, grounds, communication systems that are usable by everyone. It is an environment where programs exhibits are chosen that reflect a commitment to being part of an inclusive community. TAmericans with Disabilities Act (ADA) signed into Federal law in 1990 requires that all pubprograms and services be made accessible to all people, regardless of an individuals physicadevelopmental challenges. The State/County Local Arts Program Grant Program supports this lawTo ensure that the arts are accessible to all, the New Jersey State Council on the Arts (NJSCrequires that all re-grantee groups submit an ADA OrganizationalPlan, adopted by formal resolutof the re-grantees Board of Directors with their Local Arts Programming Grant (LAP) Applicatifor 2011.The Plan will become part of the re-grantees file and will not have to be re-submitted ea

year. However, each year thereafter that any re-grantee applies to the LAP program, a rep

of progress implementing the ADA Organizational Plan is mandatory.

ACCESSIBILITY COMPLIANCE PROCEDURE

Applicants who do not submit an ADA Organizational Plan, as outlined in the following paragrapwill not be considered for funding. Applicants, funded through the grant program, who give falsemisleading statements, may forfeit their entire grant award and may be excluded from fut

participation in the LAP grant program. All applicants must attach an ADA Organizational Plan wtheir 2011 LAP Application.

SCOPE OF PLAN

Plans submitted with LAP 2011 applications will span a three year period and must address issuespolicy, programs, facilities, and audience/ artistic outreach. Groups that do not own their ospaces/facilities are still required to comply with ADA accessibility issues in their programming facilities.

Plans must show areas of compliance, goals and objectives, and dates for accomplishing goals.

Your ADA Organizational Plan requires careful thought and analysis of your facilities, yprogramming, and plans for outreach. Plans will vary in length depending on the mission, size scope of your organization. An ADA Organizational Plan should describe your accomplishments outline any future goals and objectives for making your facilities, programs, and services accessito persons with disabilities.


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ADA Organizational Plans should be submitted in a combined narrative and graph form. A samgraph follows that can be used and copied if more pages are necessary. The narrative page or pashould be attached to the graph. The name of the organization should be at the top of each pagethe Plan. If your organizational plan is already on file with HCOCHA, submitted with a previfiscal year LAP application, indicate the progress to date in facilitating it.

AREAS INCLUDED IN PLAN

Areas that must be addressed in all ADA Organizational Plans submitted with the LAP 2011 GrApplication must include: Board of Directors Resolutions regarding ADA policy; appointment oADA Compliance Officer; a grievance policy; facility analysis and plans for compliance; outreboth for audience and artistic engagement; publications; and neighborhood accessibility. You malso show attendance at one or more workshops given by either Hudson County Office of CulturaHeritage Affairs/Tourism Development (HCOCHA) regarding ADA, or another organizatregarding ADA compliance, issues.

HELPFUL WEBSITES AND RESOURCES

A self-assessment survey tool has been developed by the NJ Arts Access Task Force and is availaon the NJSCA website: www.njartscouncil.org or by calling the NJSCA at 609-292-6130. An AOrganizational Plan outline is available online at www.njtheatrealliance.org: go to their Access TForce page and see: Plan Outline. Another helpful website is VSA Arts of Delawwww.vsadelaware.org. VSA, formerly Very Special Arts, now stands for Vision, Strength, Artistic Expression. VSA Delaware is an affiliate of VSAs national organization which was founin 1974 by Jean Kennedy Smith. VSA Delawares sole mission is to enhance the capabilitconfidence and quality of life for individuals by providing life-long learning opportunities in the a

Their Cultural Access and Resources page has clear, helpful information and links for AOrganizational Plans.

HUDSON COUNTY OFFICE OF CULTURAL & HERITAGE AFFAIRS/TOURISM

DEVELOPMENT (HCOCHA) ADVISORY COMMITTEE SITE VISITS

The Peer Review Panel for Local Arts Program Grants for 2011 will review all submiOrganizational ADA Plans, as part of the application review process. In addition, HCOCHAs AAdvisory Committee will also review Organizational ADA Plans and will do site visits during

year to assess facilities, programming, and re-grantee goals and achievability for accessibility. THCOCHA ADA Advisory Committee will advise groups on how best to accomplish these goals answer any questions regarding resources for achieving compliance with ADA for their programmand facilities.
http://www.njartscouncil.org/http://www.njtheatrealliance.org/http://www.vsadelaware.org/http://www.njartscouncil.org/http://www.njtheatrealliance.org/http://www.vsadelaware.org/


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ADA ORGANIZATIONAL PLAN FOR RE-GRANTEE GROUPS:

Organization Name:

Address:

Telephone: Fax:

TDD: Email: Website:

Name & Title of person completing this form:

Arts and humanities organizations indicate your primary discipline:

Non-arts presenting organizations indicate your primary mission:

Circle one: Does your organization: rent own its office space

Circle one: Does your organization: rentown its exhibition/

performance space


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SAMPLE BUDGET SHEETS


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ORGANIZATION NAME:




GRANT(S) PROPOSAL REQUESTED AMOUNT



GOS Grant Proposal Amount Requested ________________


SP Grant Proposal Amount Requested _8,000__________


TOTAL AMOUNT REQUESTED _8,000___________


_$16,050.00_______


________________


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ORGANIZATION NAME: FAKE ORGANIZATION NAME, INC.

SAMPLEFY 2011 PROJECTED BUDGET JANUARY 1, 2011 TO DECEMBER 31, 2011

SPECIAL PROJECT (SP) & MINI GRANT (MG) PROJECT EXPENSES

Expense Amount

1. Personnel

A. Project Administration 4,000.

B. Other (list)

C. Bookkeeping 200.


E. Fringe (If applicable)


A. Office Supplies 300.

B. Printing/Copying 200.

C. Postage/Mailing 700.


3. Facilities

A. Office Space/Performance/Exhibit Space Rental 2,500.

B. Maintenance 1,400.

C. Utilities 2,000.

D. Telephone/FAX/Computer 100.

E. Insurance 100.


G. Other (list)


A. Advertising 500.

B. Graphic Design 500.

C. Printing 500.

D. Other (list)

5. Artistic

A. Personnel (including designers, musicians, crew, actors, dancers, etc.) 1,000.

B. Sets, Lighting, Costumes, Musical Instruments 1,000.

C. Royalties 125.

D. Travel/Transportation 125.

E. Fringe

F. Insurance 500.

G. Other (list)

6. Program and/or Site Accessibility Sign Language Interpreter 300.

7. GRAND TOTAL PROJECTED EXPENSES $16,050.



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SAMPLEFY 2011 PROJECTED INCOME JANUARY 1, 2011 TO DECEMBER 31, 2011

SPECIAL PROJECT (SP) & MINI GRANT (MG)

Source Amount

PROJECTED EARNED INCOME

A. Admissions 800.

B. Subscriptions

C. Sponsorships/Other Cash Contributions 300.

D. Fundraising/Special Events

E. Other Grants (DO NOT INCLUDE YOUR LAP REQUEST) 2,000.

TOTALPROJECTED EARNED INCOME 3,100.

PROJECTED IN-KIND INCOME

Personnel

A. Project Administration 3,200.

B. Other

C. Bookkeeping 100.


E. Fringe

Materials/Supplies

A. Office Supplies

B. Printing/Copying 100.

C. Postage/MailingD. Miscellaneous

Facilities

A. Office Space 500.

B. Maintenance 200.

C. Utilities 250.


E. Insurance


G. Other

Marketing/Publicity

A. Advertising 100.B. Graphic Design 200.

C. Printing

D. Other

Artistic

A. Personnel (including designers, musicians, crew, actors, dancers, etc.) 300.

B. Sets, Lighting, Costumes, musical instruments, etc.

C. Royalties


E. Fringe

F. Insurance

G. Other

Program and/or Site AccessibilityTOTAL PROJECTED IN-KIND INCOME 4,950.

A. FY 2011 MATCH(Total Earned Income + In-

Kind Total Income) _8,050._


REQUEST _8,000.


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TOTAL INCOME (add A+ B)_16,050._

GRAND TOTAL PROJECTEDEXPENSES _$16,050.00

ORGANIZATION NAME:



JANUARY 1, 2011 TO DECEMBER 31, 2011GRANT(S) PROPOSAL REQUESTED AMOUNT



GOS Grant Proposal Amount Requested __15,000________


SP Grant Proposal Amount Requested ________________


TOTAL AMOUNT REQUESTED ___15,000________


________________


__$218,747_______


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SAMPLEFY 2011 PROJECTED BUDGET - JANUARY 1, 2011 TO DECEMBER 31, 2011

GENERAL OPERATING SUPPORT (GOS) EXPENSES

Expense Amount

1. Personnel

A. Administration (list titles & salaries) Artistic Director $29,000, Administrative Ass. $22,965,(for hourly wages give amount and titles) Accountant $6,277, Payroll Service Fee 59,779

B. Artistic (list titles & salaries, including designers, crew, etc.) Dancers $12,522, Instructors $26,791,(for hourly wages give amount and titles) Production Ass. $9,410 48,723

C. Support staff Grant Writer 7,917

D. Travel/Transportation 845

E. Fringe Administrative & Artistic 5,051


A. Office Supplies 3,459B. Printing/Copying

C. Postage 1,500

D. Miscellaneous Interest $16,215, Depreciation $10,817, Bank Charges $1,087 28,119

3. Production/ Exhibition

A. Sets/Costumes/Lighting/Musical Instruments Costumes $7,778, Uniforms $5,573, Supplies $4,055 21,527Performance Exp. $4,121

B. Royalties Dues and Subscriptions $588, Contributions $260, Licenses $18 867


D. Insurance

4. Facilities

A. Office Space Rental/Performance/Exhibit Space Performance Space Rental 2,834B. Maintenance Repairs $13,492, Supplies $881 14,373

C. Utilities 9,174

D. Telephone/FAX/Computer Telephone $3,772, Web Site $1,133 4,905

E. Insurance 3,551


G. Other (list) Recital 2,032


A. Advertising 1,323

B. Graphic Design

C. Printing 1,768

D. Other (list)6. Program and/or Site Accessibility Ass. Listening Devices 1,000(List, e.g. sign language, Braille print, etc.)

7. GRAND TOTAL PROJECTED GENERAL OPERATING EXPENSES 2011 $218,747


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TOTAL INCOME (add A+B_218,747.00

GRAND TOTAL PROJECTEDEXPENSES $ 218,747.0


SAMPLEFY 2011 PROJECTED BUDGET - JANUARY 1, 2011 TO DECEMBER 31, 2011

TECHNICAL ASSISTANCE (TA) EXPENSES

Expense Amount

1. Consulting Personnel

A. Administrative 4,000.

B. Artistic

C. Support Staff

D. Travel/Transportation/Accommodations 1,000.

E. Fringe

2. Materials/Supplies

A. Office SuppliesB. Printing/Copying

C. Postage/Mailing


3. Facilities


B. Maintenance

C. Utilities


E. Insurance


G. Other (list)4.Marketing/Publicity

A. Advertising

B. Graphic Design

C. Printing

D. Other (list)

GRAND TOTAL PROJECTED TA EXPENSES 5,000.

YOUR FY 2011 TECHNICAL ASSISTANCE LAP REQUEST 5,000.


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fy 2011 lap grant application

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