1 APPLICATION GUIDELINES FOR FUNDING REQUESTS 2023-2024
THE VISUAL, PERFORMING AND LITERARY ARTS
The City of San Bernardino Arts and Historical Preservation Commission Visual, Performing and Literary Arts (VPLA) grants will be made available to qualifying arts organizations and/or individuals for the enhancement and support of city-wide art and cultural programs of benefit and interest to a broad segment of our population.
Funding considerations for approved programs will be for a one-year period only. The maximum funding per organization will be $25,000. Applicants who have received grant award funding within the past 12 months are disqualified and not eligible to apply for grant award funding for this grant -program application period. San Bernardino residents will be given priority in selection.
Qualifications include:
1. Applicant must be an Inland Empire resident and the proposed art project must benefit the arts and cultural experience within the City of San Bernardino.
2. Applicant does not need to provide proof of insurance unless they are an organization, registered by the state, to conduct business. These organizations must provide liability insurance required by the State of California to operate as a business.
3. Applicants who intend to sell their art will be required to apply for a business license prior to selling items.
4. Applicants who are awarded grant-funding will be required to showcase their art at the FESTIVAL event in May 2024 and the Arts Fest in March 2025.
5. Applicants will be required to present their submitted proposals to the Arts and Historical Commission in November 2023. Applicants who fail to present their proposal in-person will be disqualified and no longer considered for VPLA grant-funding.
Arts Grant requests must relate to one of the following categories to be eligible for funding consideration:
1. Music---Organizations and/or individual offering training, exposure, opportunities and/or creative resources for vocal and instrumental experiences.
2. Dance---Organizations and/or individuals who provide opportunities for teaching and presenting dance performances.
3. Visual Art---Organizations and/or individuals whose programs involve the experience of creating and/or presentation of visual art. This may be placed indoors for viewing or considered for public art in public spaces (statues, murals, etc.)
4. Theater---Organizations and/or individual whose programs provide opportunities for involvement in theater, musical theater, mime and/or opera/theater works.
5. Literary Arts---Organizations and/or individuals who provide experiences in creative writing, poetry or prose that culminates in a reading and/or display of the creation.
6. Film---Organizations and/or individuals who provide experiences in filmmaking (production, acting, direction, etc.)
2 GENERAL INSTRUCTIONS
Applicants must follow the general instructions:
1. All materials for the submission must be typed.
2. Use designated space provided for program description, statement of need, intended results, future objectives, and history/background.
3. All supplemental material should be on plain white letter-sized paper and must refer to the corresponding application section number.
4. Nine (9) sets of the completed application, along with all programs printed during the most recent fiscal year, must be submitted to the Arts and Historical Preservation Commission at the City of San Bernardino Parks, Recreation and Community Services Department main o ffi c e
no later than 4:00 P.M. on September 15, 2023.
Mail to: Arts and Historical Preservation Commission
c/o City of San Bernardino - Parks, Recreation
& Community Services Department
290 North “D” Street
San Bernardino, CA 92401
5. Be sure to complete the checklist to make certain that you have included all required information. Keep this checklist for your personal records.
Omission of required information, without explanation, or failure to complete the forms in accordance with instructions may be cause for the applicant to receive a lower rating for funding consideration or rejection.
6. The application(s) should be assembled with all pages numbered chronologically and fastened by a single staple in the upper left corner.
Please submit all application inquiries to Lesa Nichols at [email protected]
Interviews of the applicants will be scheduled following the submission and review of all applications; applicants will be notified via email of their interview date, time and location. 3 INSTRUCTIONS FOR COMPLETING THE APPLICATION
I. Applicant name, address, telephone number, and email.
II. Program category under which support is requested. Please indicate the appropriate category.
Refer to application guidelines for program category definitions.
III. Period of Support requested-The span of time necessary to plan and implement the proposed program for which funding is requested, to begin no later than January 1, 2024, and to be completed before June 30, 2024.
IV. Project Description/Statement of Need- Describe clearly and concisely how the requested funds will be spent. The first sentence of your program description should briefly summarize your entire program; more detail regarding the educational component(s) of the project should be provided in subsequent sentences. Where appropriate, include the names of key organization members or personnel, and their role in the implementation of the program. The statement of need should reflect the cultural need(s) of a target group or groups and include measurable support information to reflect the existence of this need.
V. Estimated Number of Persons Expected to Benefit from This Program-The total number of classes, performances, or displays and the number of students, audience members or others who are expected to benefit directly.
a. Number of persons who will pay an admission charge to experience art. b. Number of persons who will receive free admission.
c. Number of classes or performances scheduled for the performing arts or length of display for visual arts or number of art exhibits or viewings.
VI. Intended Results-Explain in measurable evaluation terms, the intended results or impact anticipated by your program funding request. If possible, please incorporate the requested data into a spreadsheet (See example). Identify the target group or groups you intend to benefit, setting a time frame for accomplishment and providing a realistic quantitative indicator of groups served, such as: senior citizens, number of performances, anticipated maximum audience. Sign-in forms of participants, audience members, etc. may be used to fulfill this requirement.
Example for VI.
Target Group(s) Children, ages 5-12 Senior Citizens High School Students Time Frame 7/1/20-6/30/21 7/1/20-4/13/21 9/20/20-6/1/21 Number of
performances,
classes, exhibits, etc.
6 classes, 1 performance
6 classes, 1 performance 64 classes (4 days a
week); 3 exhibits
Anticipated Participants - 25 600 30 Participants
maximum audience, Audience - 100 300 audience
participants,
, etc.
Questions? Submit to Lesa Nichols at Nichols [email protected] 4 I. Project Budget- Using the form provided, list the expenses of the project for which you are applying, and give a brief description of each line item. Give the total amount requested from the Art and Historical Preservation commission for that line item. Total the expense and amount requested columns.
See Example below:
II. Future Objectives - Explain your plans and goals for additional supplemental funding (i.e., sponsorships, donors, fund raising events). Be as complete and accurate as possible. Explain supplemental fundraising plans and what your plans are if funding from the Art and Historical Preservation Commission is not received.
III. Brief History/Background of Organization and/or Individual -Explain history of your organization in the City of San Bernardino. Be as detailed as possible. Include funding- level history and background or supplemental funding, as well as community support, subscriber, and ticket sales levels.
List item expenses Brief description of each
line item
Total Budget
per line item for
this project
Total amount requested
from Arts & Historical
Preservation
Commission
Salary/Wages For personnel working
on this project
$2025 $0
Supplies/Materials Items needed to
adequately meet the
goals of the project
$1500 $1500
Equipment Needed to meet goals of
the project
$2500 $2000
Travel For project leaders who
travel from one project site
to another, or participant
travel as part of the
project
$ 75 $ 75
Rentals or Leases Payment for use of location
for classes, performances,
exhibits
$1200 $ 500
Fees and Other, License/Royalty to perform
play
$ 250 $ 250
TOTALS OF
EXPENSES, AND
AMOUNT
REQUESTED
$7550 $4325
5 VISUAL, PERFORMING AND LITERARY ARTS ----GRANT APPLICATION FORM City of San Bernardino---Art and Historical Preservation Commission
I. Applicant Information
Name of Individual: ____________________________________________________ Physical Address: _______________________________________________________________ Mailing Address: ________________________________________________________ Telephone No.: _________________________________________________________________ Website Address: ______________________________________________________________ II. Contact Person
Title: _________________________________________________________________
Telephone#: ____________________________________________________________
E-mail Address: ___________________________________________________________
III. Program Category under which support is requested. Please indicate the appropriate category. Refer to application guidelines for program category definition.
IV. Project Description/Need Statement (include plan for collaboration with a local business if you have one?
V. Realistic number of persons expected to benefit from the program. The total number of classes, performances or displays and the number of students, audience members or others who are expected to benefit directly.
a) Number of persons paid by attendance. __________________________________ b) Number of persons admitted by no fee. __________________________________ c) Number of classes and/or performances scheduled for the performing arts or length of display/exhibit for the visual arts.
_____________________________
d) Total attending classes/performances/displays/exhibits_________________
6 VI. Intended Results: Explain in measurable evaluation terms the intended results or the impact anticipated by your program funding request. If possible, please incorporate the requested data into a spreadsheet (See example). Identify the target group or groups you intend to benefit, setting a time frame for accomplishment and providing a realistic quantitative indicator of groups served, such as: senior citizens, number of performances, anticipated maximum audience. (See example) Sign- in forms of participants, audience members, etc. may be used to fulfill this requirement.
VII. Project Budget: Using the form provided, list the expenses of the project for which you are applying, and give a brief description of each line item. Give the total amount that the project will cost per line item. Give the amount requested from the Arts and Historical Preservation Commission for that line item. Total the expense and amount requested columns.
Target Groups
Time Frame
Number of performances /
classes / exhibits
Anticipated maximum
audience, participants, etc.
Line-Item Expenses Brief Description of
each line item
Total budget per line
item for this project
Total amount
requested from Arts &
Historical Preservation
Commission
$ $
$ $
$ $
$ $
$ $
$ $
TOTAL EXPENSES
ANDAMOUNT
REQUESTED
$ $
7 What are other sources of funding for this project? Grants, Contributions, Revenue (such as ticket sales, etc.)
VIII. Future Objectives
IX. Provide a brief history/background of your organization and yourself as an artist and what you have done before in this category of the arts.
X. Attach a list of your 3 references (professional and personal)
CERTIFICATION:
Project Officer:_____________________________Title:____________________________ Telephone #: _________________________Cell Phone#:___________________________ Date: ______________________ E-mail Address: _________________________________ Name of funding source Amount committed to this project
TOTAL of funding sources
8 CHECKLIST
Use this form to make sure you have properly completed your application and keep for your personal records. Applications not properly prepared may receive a lower ranking or be rejected without consideration for funding. Review this before submitting your application.
1. Is the application typed?
2. Are all the pages in proper order and numbered?
3. Does supplemental material refer to appropriate section number?
4. Are all questions answered?
5. Does the need statement really present a valid, easily understood idea?
6. Is there a target group identified in the need statement?
7. Does the need statement represent a local need?
8. Do your intended results explain activities you plan to do in order to meet the needs you have identified?
9. Did you explain and specify in measurable terms your intended results for the target group?
10. Did you respond to the application instructions element by element?
11. Are your calculations correct?
12. Is the application being submitted to the Art and Historical Preservation Commission?
13. In reviewing the application from beginning to end, is there continuity of thought and readability?
14. Are you filing the application within the appropriate time frame? 9 TIMELINE FOR ARTS GRANTS
Notification of applications available City's website, 8/10/2023 Newspapers, Mailing lists (non-profits), etc.
Applications returned to city Commissioners 9/15/2023 Applicant Interview November meeting
Arts & Historical Preservations Commission Recommendations November meeting Recommendations to City Council December meeting
Tentative Notification to grantees December 15, 2023
Checks issued to recipients January 2024
REVIEW & FUNDING PROCESS
The Arts and Historical Preservation Commission reviews all applications and conducts public meetings to receive input from applicants and the public as needed. Funding is competitive and based on application quality and relevance to City goals. Individual artists will not be required to present insurance for public art. The City does not take any responsibility for public art projects being damaged or stolen.
NOTE: Programs submitted for Grant Funding must differ from programs approved for Community Development Block Grant funding (CDBG). Applicants will be notified of applicable meeting dates relevant to their grant application.
RETURN OF FUNDS
Organization and/or individual are required to return any unexpended funds at the end of the six-month grant period. City monies shall be used only for the purpose duly authorized by the Arts and Historical Preservation Commission and in accordance with the budget information submitted by the organization and/or individual.