Round 2 FY23 Application - New & Emerging Grants

New & Emerging Grants

New & Emerging Grants are intended to provide a base of operating support to new arts organizations in recognition of the valuable programs and services they provide to the community. Priority will be given to those organizations with high standards of artistic quality, effective management, demonstrated attempts to raise funds for the activity and service to the community.

Purpose
The purpose of the New & Emerging Grant is to provide seed money to assist new and emerging arts
organizations.

Description
New & Emerging Grants are intended to provide a base of operating support to new arts organizations in recognition of the valuable programs and services they provide to the community. Priority will be given to those organizations with high standards of artistic quality, effective management, demonstrated attempts to raise funds for the activity and service to the community.

Eligible Applicants
Organizations that meet all the basic eligibility requirements as stated in the PWC Arts Grants General Policies. Organizations that have established financial autonomy, have attained a recognized level of artistic quality or public recognition commensurate with their stated goals, and have not been in existence for more than three (3) years. All first-time grant applicants which have been in existence for three (3) years or less must complete the New & Emerging application. Applicants must have applied for 501(c) 3 status; have a founding document and bylaws that comply with prohibitions against discrimination as required by Federal/State and/or County legislation.

Eligible Activities
Activities for this grant period must be completed between July 1, 2022 and June 30, 2023. FY23 Arts Grants do not fund activities held prior to July 1, 2022.

Application Submission Deadline
Questions about the application should be directed to the Arts Recreation Specialist. In addition to the online electronic form, applicants must submit one (1) original to the Arts Recreation Specialist, Prince William County Department of Parks and Recreation, 14420 Bristow Rd. Manassas Va. 20112 by 4:59 p.m. on Friday, April 22, 2022 NO EXCEPTIONS. Certification of Assurances must be signed and attached to the application(s). Application materials will not be accepted via fax transmission or any other electronic means (e.g.,email). The Arts Recreation Specialist will notify an organization that its application has been received.

Amount of Assistance
Grant eligibility is limited to the lesser amount of $1,000 or 50% of an organization’s most recently completed fiscal year budget – or – current fiscal year for first time applicants. Grant eligibility may increase in increments of $500 following each approved grant cycle, (i.e. after receiving a second grant award, next application request may allow $1000 increase). Total eligible request may not exceed $2500. All grants are subject to funds available from Prince William County; no organization is guaranteed funds.

Service to the Community

Organization has 80% members or participants from the community or 70% of services or programs offered within Prince William County, Manassas and Manassas Park? (See Guidelines. Explain if answer(s) is “no”) *
 
NOTE: Grant eligibility is limited to the lesser amount of $1,000 or 50% of an organization’s most recently
completed fiscal year budget – or – current fiscal year for first time applicants. For previously approved
applicants, increases are allowed, $500 per year, total request limited to $2500.
The undersigned certifies to the best of his/her knowledge the information in this application and its attachments is true and correct; the filing of this application has been duly authorized by the governing body of the applicant organization; the applicant agrees to comply with all the grant conditions citied above. The undersigned further certifies that he or she has the legal authority to obligate the applicant organization.

Signature of Board President/Chairman *
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Signature of Board Treasurer *
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Signature of Executive Director (If applicable)
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Application Instructions

Please type answers to all the following sections, following the numbered sequence. Identify your answers with both the heading and number of the section in bold type. Use a typeface of 10 points or larger. Use only 8 1/2” x 11” pages typed on one side. Be sure to label the top of each page of the application with the name of the organization and the page number.

Applicants MUST submit the following by 4:59pm Friday, April 22, 2022. NO EXCEPTIONS:

• seven (7) IDENTICAL and complete applications,
• signed Certification of Assurances must be attached to each application with original signatures
on at least one of these form attachments (copies are accepted for the other six applications)
• one (1) copy of current IRS letter verifying 501 (c) 3 status

For ease of review by the Grant Panel, collate application materials into individual folders or binder clipped packets with a cover page indicating the following:
1. FY2023 PWC Arts Grants
2. Applicant Name
3. Grant Type

Note: If applicant does not submit identical applications as required, applications risk being declined for Panel review due to incompleteness. Application materials will not be accepted by fax machine or e-mail.


Narrative


1. A list of the current Board of Directors/Trustees, including addresses and professions. Indicate officers of the Board.

2. Evidence of Artistic Quality such as reviews or letters of recommendation indicating purpose and quality or organization’s programming.

3. A brief description of what your organization plans to do during the grant period (July 1, 2022, to June
30, 2023), such as the following:
a. Describe any programming (classes, performances, concerts, etc.) planned for the grant year.
b. Describe your target audience(s) and how your programming is directed to meet the needs of that
audience.
c. Describe how your organization will inform the general public of your programs and activities.
d. Describe how your organization will use its art form to connect with students and young people in
our community.
4. Financial Statement. Year-end financial reports, or an audit listing total income and total expenses for
the most recently completed fiscal year. Applicants with annual budgets over $250,000 are required to
submit an opinioned, audited financial statement. If your organization has not completed a full fiscal
year, then provide your organization’s adopted budget.
5. ONE COPY ONLY of the letter from the Internal Revenue Service showing your organization’s taxexempt status.
6. ONE COPY ONLY of your organization’s current Bylaws.
7. ONE COPY ONLY of the Certifications of Assurances. Also, keep a copy on file for your organization’s
records. Download a PDF here.
8. OPTIONAL: If applicable, one electronic recording (CD/DVD) of a live program from the most recently
completed year.

Please upload any required documents using the 'Upload Document' button on this form.



The undersigned certifies to the best of his/her knowledge the information in this application and its attachments is true and correct; the filing of this application has been duly authorized by the governing body of the applicant organization; the applicant agrees to comply with all the grant conditions citied above. The undersigned further certifies that he/she has the legal authority to obligate the applicant organization.

Certification of Assurances

Must be submitted with all grant applications.

Applicants for all grants are required to be non-profit Virginia corporations and exempt from federal income tax under Section 501(s), which includes the 501(c) 3 designation of the Internal Revenue Code.

Grant Limits
• All grants are based on the availability of funds. No grant funds are guaranteed to any organization.
• For organizations with an annual budget below $100,000, General Operating Grants are limited to 20% or less of the applicant’s eligible income for the previously completed fiscal year.
• For organizations with an annual budget of $100,000 or more, General Operating Grants are limited to 15% or less of the applicant’s eligible income for the previously completed fiscal year.
• New & Emerging Grant funding is a maximum of $1,000 for first time grantees.


Appeal Process


Applicants who believe their application for funding was rejected by the Grant Panel for any of the following three reasons may appeal to Prince William County for reconsideration:

1. The application was declined on the basis of review criteria other than those appearing in the guidelines;

2. The application was declined due to influence of the Prince William County Grant Panel members who willfully failed to disclose conflicts of interest; or

3. The application was denied because erroneous information was provided by the Arts Recreation Specialist or Grant Panel members at the time of review, despite the fact that the applicant provided accurate and complete information as part of the standard application process. Incomplete applications are specifically denied any appeals process.

Dissatisfaction with the denial of an award or the amount of a grant award is not grounds for an appeal. Request for appeals must be received, in writing, by the Arts Recreation Specialist within 14 days after your organization is notified about the Grant Panel’s funding recommendation. The request should be sent to the Arts Recreation Specialist; 14420 Bristow Rd., Manassas, VA 20112. The request should identify one or more of the three reasons for an appeal and outline the organization’s rebuttal of the Grant Panel’s recommendation. The written request represents the applicant’s sole means of presenting its position.


Grantees’ Requirements


• Provide accurate, current and complete financial records of each grant.
• Maintain records to identify the source and application of funds for grant-supported activities.
• Maintain accounting records which are supported by source documentation in accordance with standard bookkeeping procedures.
• Provide the Grant Panel, or its authorized representatives, access to grant-related financial records.
• Expend any and all grant funds only for purposes described in the application.
• Report any major change in location, activities, personnel or budget in writing to the Admin Support Coordinator within four (4) weeks of the change for approval.

Final Reports. Submit to the Arts Recreation Specialist no later than February 1, 2022. Final Report Part I: a program narrative of grant supported activities to date, a list of intended activities for remaining grant cycle. Submit to the Arts Recreation Specialist no later than July 5, 2022. Final Report Part II: a financial report listing total income and total expenses that cover the grant cycle period (July 1, 2022–June 30, 2023), regardless of organization fiscal year. In addition, General Operating grantees with annual budgets over $250,000 are required to submit an opinioned, audited financial statement upon organization’s fiscal year-end.

A Final Report form is sent by the Arts Recreation Specialist with each grant award letter. It is the responsibility of the grantee to hold this form for completion until the end of the grant period. Submission of the final report and financial information is required in order to receive future grant funds.

• Acknowledgment. Organization website must contain the following phrase: “partial funding has been provided by the Prince William County.” Announcements regarding activities the grant should also acknowledge support of Prince William County. For all grant supported activities: in all published materials (printed programs, news releases, advertisements, flyers, etc.) should include the Prince William County Parks, Recreation & Tourism logo.

If contributors are acknowledged by categories of donations in program books, it is required to acknowledge the grant amount in the appropriate category from Prince William County.


Grantees will comply with these federal statutes and regulations:

• Title VI, Section 601, of the Civil Rights Act of 1964, which provides that no person, on the ground of race, color or national origin, shall be excluded from participation in, be denied the benefit of, or be subjected to discrimination under any program or activity receiving federal financial assistance.

Americans with Disabilities Act, which prohibits discrimination against persons with physical or mental disabilities in federally assisted programs. Compliance with this Act includes notifying employees and beneficiaries of the organization that it does not discriminate on the basis of handicap and operation of programs and activities which, when viewed in their entirely, are accessible to persons with disabilities.

Signature of Board President / Chairman *
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Signature of Board Treasurer *
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Signature of Executive Director
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