Arts Assembly of Midland

Subgrants Guidelines

Fiscal Year 2008-2009

Arts Assembly of Midland annually distributes financial assistance in the form of subgrants to a limited number of eligible organizations seeking funding to provide arts projects and programs to people in the Midland area.  Most of the funds for our subgrants program come from City of Midland Hotel/Motel Tax Revenue and Texas Commission on the Arts.  Requests for assistance will be reviewed and evaluated through the Arts Assembly of Midland subgrant review process.  Available funds then will be assigned to the projects which best advance the aim of this program, which is to coordinate and encourage cultural endeavors and to promote knowledge and appreciation of the arts in Midland, Texas.  Organizations that receive funding from the City of Midland Hotel/Motel Tax Fund or Sports and Entertainment Association of Midland (SEAM) are not eligible to receiving funding from Arts Assembly of Midland’s Subgranting program.   

HOW TO APPLY

Applications may be received by contacting the Arts Assembly office at 687-1149.

Completed applications may be mailed to the following address: 

Arts Assembly of Midland

Daniel H. Holeva, Executive Director

P.O. Box 3494

Midland, TX  79702

Or hand-delivered to:

Arts Assembly of Midland

Community National Bank Building

401 West Texas, Suite 508

Midland, TX 79701

GENERAL INFORMATION

Interviews

Interviews may be requested by Arts Assembly of Midland's staff or Subgrant Review Committee, but are not required.  Applicants may contact Arts Assembly with specific questions relating to their subgrant request by e-mailing Danny Holeva at danny@artsassemblyofmidland.org or calling the AAM office.

 

Membership in Arts Assembly of Midland 
Subgrant applicants are encouraged to become members of the Arts Assembly of Midland ($25-50 per year).  Subgrant recipients are required to become members upon award of a subgrant.

Celebration of the Arts Participation

Subgrant recipients MUST participate in AAM's Celebration of the Arts held during the year of the award cycle.  Organizations must provide volunteer hours, and may also have a booth to promote their organization.  Their participation will be coordinated by a Celebration of the Arts committee representative.

 

Subgrant applicants are asked to contact Arts Assembly of Midland's office prior to scheduling any program or project during the year, especially during Celebration of the Arts weekend the third weekend in May, in order to minimize the scheduling of competing or conflicting events on the same dates.  

 

Complimentary Tickets

Projects for which subgrant funds are awarded must be open to the public.  Arts Assembly of Midland representatives will make every effort to attend and support funded projects.  In order to provide this support, Arts Assembly of Midland requires that subgrant recipients provide at least two complimentary tickets or invitations to any and all components of a funded project.

APPLICATION DEADLINE

Applications must be submitted to the Arts Assembly no later than 12:00 noon on August 15, 2008.  Please submit 10 copies of all materials with holes punched for standard 3- ring binders.  NO LATE OR INCOMPLETE APPLICATIONS WILL BE ACCEPTED. 

ASSISTANCE CYCLE

Projects and programs must be completed by December 31, 2009. 

TYPES OF FUNDING

The Arts Assembly of Midland Subgrant Program awards funds for project assistance only, that is, funding for a particular project, program or performance.  Subgrants may not be used for debt reduction, operating support, out of state travel, in-school curriculum-based projects, fundraisers, or receptions or social functions.

ELIGIBILITY

An organization in Midland, Texas, which qualifies as not-for-profit, tax-exempt, as defined by IRS Code 501 (c) (3), as amended, or which is public and tax supported, is eligible for support under this subgrant program.  

UMBRELLA PROJECTS

Organizations which do not meet the eligibility requirements stated above may apply under the “umbrella” of a qualified organization, which then becomes responsible for all fiscal and contractual agreements. Individual artists or unincorporated groups may apply for project funding under an umbrella under the following conditions:

1. The written approval of the board or governing body of the umbrella organization must accompany this application.
2. A written contract must be executed between the applicant and the umbrella organization and a copy included with the subgrant application.
3. The umbrella organization must be responsible for all financial commitments and reporting requirements of the funded applicant.

 BUDGET REQUIREMENTS

The proposed budget for the project must indicate that the applicant will furnish at least 50 percent of the total project budget.  Revenue may be in the form of admissions, grants, individual and/or corporate contributions or cash contributions received in the providing of services.  Funds considered as revenue must pertain directly to the project. 

RECOGNITION LINE

Arts Assembly of Midland and the Texas Commission on the Arts must be acknowledged in all printed programs and promotional materials related to a project receiving support through this program, including brochures, flyers, handbills, newspaper or magazine advertisements and all other mailing pieces.  

Arts Assembly of Midland and the Texas Commission on the Arts must be incorporated into all written or electronic press releases prepared and distributed by the funded organization regarding this project.  

Failure to properly acknowledge the support of these two organizations could jeopardize future financial support to the funded organization. 

SUBGRANTS REVIEW PANEL AND CRITERIA

Subgrant Review Committee.  The Chair will strive to engage a committee that represents a cross-section of the Midland community and may include representatives of the City of Midland, the Midland Chamber of Commerce, the Midland Hispanic Chamber and individuals involved in the arts community.  The Arts Assembly of Midland Board President and the Executive Director serve as ex-officio members.  The Panel should at all times represent a cross-section of the Midland community.  A list of the Subgrant Review Committee members is available to applicants upon request.  The Subgrant Review Committee will be chaired by a member of the Arts Assembly Board of Trustees.  

The subgrant review process addresses criteria which includes but is not limited to the following to  evaluate subgrant proposals:

• Quality of programming
• Demonstration of community involvement and outreach
• Fiscal responsibility
• Contribution to the local economy and/or the promotion of tourism
• Accessibility of your programs and facilities to minorities, low income, culturally disadvantaged and disabled people

Applications for assistance are subject to the following review: 

The AAM staff will check subgrant applications for completeness, required documentation and signatures prior to assembling notebooks for the Review Committee.

ASSISTANCE TERMS AND CONDITIONS

1. Acceptance of a subgrant award constitutes a service contract between the recipient organization and Arts Assembly of Midland.  A contract will be provided the recipient by AAM and must be signed and returned immediately.  No changes may be made to the contract that will materially alter the project budget as presented in the subgrant application or in the structure of the project itself as presented in the application without prior approval of Arts Assembly of Midland.
2. By completing AAM's form for funding advance requests, recipients may request an amount up to 60 percent of a subgrant award on or following November 1, 2008.  The balance will be paid only after the project is completed and a complete evaluation report is filed with Arts Assembly of Midland on or before the reporting deadline.
3. An evaluation report must be filed within 60 days following project completion in order for the balance of the subgrant award to be paid.  Failure to meet reporting dates will result in future financial assistance being denied.
4. Arts Assembly of Midland may request in writing  and shall be granted access to accounting records relevant to the funds expended under terms of the subgrant contract.  Arts Assembly of Midland shall be granted indemnity for the purpose of audit, examination, excerpting and transcription.

 

 

 

 

 

 

Subgrants  guidelines