Round 2 FY23
General Operating Grant Guidelines
& Standard Form Application

FY23 General Operating Grant Guidelines & Application Standard Form

Purpose
Assist organizations of artistic merit to fulfill their mission.

Description
General Operating Grants are intended to provide a base of operating support to arts organizations in the community in recognition of the valuable programs and services they provide. General Operating Grants also contribute to the permanence of these organizations in the community and help ensure diverse artistic offerings and experiences for residents.

Eligible Applicants
Organizations that meet all the basic eligibility requirements as stated in the PWC Arts Grants General Policies. All applicant organizations not previously approved for the required number of General Operating Standard Form grant cycles must complete this application form, the applicant is not eligible to submit the short form application.

Form type requirements are as follows:

3 consecutive years of approved standard form --> 2 consecutive years of approved short form -->1 consecutive years of approved standard -->2 consecutive years of approved short form. Repeat

Eligible Activities

General operating expenses. Activities for the FY22 grant period must be completed between July 1, 2022, and June 30, 2023.

Application Submission Deadline

Questions about the application should be directed to the Arts Recreation Specialist.
Applicants MUST submit the following by 4:59pm Friday April 22, 2022. NO EXCEPTIONS:

• 1 hard copy delivered and completed electronic copy submitted
• 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. FY22 PWC Arts Grants
2. Applicant Name
3. Grant Type

Do not place submissions into sheet protectors. Please use numeric tabs only. 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.

Grant applications may be submitted in-person to front desk clerk (8am – 5pm) or by postal delivery,
Attn:Arts Recreation Specialist, George Hellwig Admin Bldg 14420 Bristow Road, Manassas VA 20112

Amount of Assistance

All grants are subject to funds available from Prince William County. Grant funds are not guaranteed to any
organization. Activities must be completed July 1, 2022 through June 30, 2023. FY23 Arts Grants do not support
activities prior to July 1, 2022.

Previous support for an organization does NOT imply future support. To be considered for award, applications
must be submitted each year and if found complete and eligible for Panel review, are evaluated in relation to all
applications within the same grant type.

No single organization can receive more than 25% of the total available County funds. Grant amounts for larger income-based organizations calculated through a mathematical formula based on total grant funds available and total number of eligible applicants to avoid any bias in determining a cap amount.

GRANT AWARDS ARE SUBJECT TO AVAILABLE FUNDING FROM PRINCE WILLIAM COUNTY GOVERNMENT AND
AVAILABILITY OF FUNDING DOES NOT NECESSITATE ALL APPLICANTS BE FUNDED.

1) For organizations with annual budgets less than $100,000, General Operating Grants are limited to 20% or
less of previous year’s eligible income as defined in the calculation on Page 7 of this application.
2) For organizations with annual budgets of $100,000 or more, General Operating Grants are limited to 15% or
less of previous year’s eligible income as defined in the calculation on Page 7 of this application.
3) The percentage calculation is a maximum eligibility amount and should not be construed as a guarantee of
funding.

Low priority will be given to organizations that do not show strong efforts to seek multiple funding resources.
Previous support for an organization does not imply future support. Applications must be made each year and will
be considered in relation to applications submitted by all organizations. All grants are subject to funds available
from Prince William County.

Criteria for Evaluating Applications

Each grant application will be evaluated according to the following criteria:

Artistic Quality (Maximum of 25 points)
Artistic Management
• Qualifications and experience of professional (if any) and artistic staff
• Evidence of organizational planning and evaluation of its own artistic programs and commitment to
mission

Program Development
• New or enhanced programming planned for grant year
• How new or enhanced programming will impact organization
• How production value is maintained or increased
• How the organization uses its art form to support young aspiring artists

Financial Development (Maximum of 25 points)
• Percentage of earned income to total income
• Financial management practices
• Financial documentation
• Diversity of funding sources
• Efforts to fundraise and/or secure multiple resources for funding

Effective Management (Maximum of 20 points)
• Board development – recruitment, orientation, evaluation, etc.
• Board responsibilities, including role in fundraising
• Organizational structure – established roles and responsibilities
• Qualifications and experience of professional/administrative staff and/or volunteers
• Strategic planning process and implementation
• Performance measurement – how the organization evaluates its programs/services and measures success

Organizational Stability (Maximum of 15 points)
• Demonstrated organizational stability from year to year, particularly since last grant application.
• Fulfillment of commitments for use of current year’s grant funds (July 1, 2021 – June 30, 2022), if received.
• Compliance with grant requirements and conditions during previous year.
• Response to Grant Panel concerns, if any, from previous FY22 Arts Grants review.

Community Outreach (Maximum of 15 points)
Service to Community
• Target audience(s) and how you reach those audiences
• Efforts to expand existing audience and attract new audiences
• Efforts to include more diverse ethnicities of artists in your organization
• Efforts to reach a broader scope of diverse audiences including ethnicities and localities
• Planning of marketing initiatives to inform public of your services.

Service to Youth/Students
• Efforts to connect with students and schools
• Description of any partnerships with local school divisions and other educational organizations

Did you submit a Short-Form application last year? *
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”) *
 
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 *
clear
Signature of Board Treasurer *
clear
Signature of Executive Director (If applicable)
clear

FY23 General Operating Grant Application Instructions

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. Do not exceed eight (8) pages of response text, excluding requested support documentation. Label the top of each application page with the name of the organization and the page number.

Narrative

Organizational Stability

1. Briefly describe major changes or developments, if any, experienced by your organization since the submission of your last grant application. This is an opportunity to let the Grant Panel know about any noteworthy successes, obstacles, or issues the applicant dealt with during the previous year and how this is affecting your organization.

2. If your organization received grant funds from Prince William County during FY22 grant year (July 1, 2021, to June 30, 2022), has your organization used the grant funds as indicated in that grant application? For example, have you conducted the activities, programs and services outlined in last year’s application? If not, please explain why.

3. If the Grant Panel cited any concerns with your organization or application for FY22 Arts Grants review, please explain how your organization has addressed those concerns.

Artistic Quality

1. Artistic Management

a. Provide a brief statement of your organization’s mission or primary purposes.

b. Provide the names, titles, and qualifications /experiences of key artistic personnel who will present, or direct this organization during the grant year. Resumes or biographical statements that support these positions in the organization must be attached or, if the positions have not been filled, provide job descriptions.

c. Describe how your organization determines programming for each season. State how this programming is maintains or increases artistic production quality and commitment to your mission.


2. Program Development – New Grant Year

a. Describe any new or enhanced programming planned for the grant year (July 1, 2022, to June 30, 2023).

b. How do you expect this new/enhanced programming to impact your organization’s artistic quality and accessibility?

c. How do you use your art form to support young aspiring artists?


Community Outreach

1. Service to the Community

a. Describe your target audience(s) and how your programming is directed to meet the needs of that audience.

b. Describe how your organization works to expand your existing audience and attract new audiences of individuals not typically served, including those of diverse ethnic backgrounds and broader community localities.

c. Efforts to include more diverse ethnicities of artists in your organization

d. What efforts does your organization make to inform the general public of your programs? Do you plan any new or expanded marketing efforts for the grant year?

e. Provide geographic data from the most recent year available regarding your audience at public activities (concerts, performances, classes, etc.). You can provide the data by zip code or by locality (city, county, etc.), depending on how you collect your data.


2. Service to Students

a. Describe how your organization connects with students and young people in our community.

b. Describe any services your organization provides or partnerships your organization has with local school
divisions and other educational organizations.


Effective Management

1. What procedures are used to identify and recruit new Board members? What are the qualifications for Board members? How do you orient and train Board members?

2. Describe the duties and responsibilities of Board members. Describe your Board’s involvement in fundraising.

3. Describe your organization’s board/volunteer/staff structure and the responsibilities of each position (you may include an organization flow chart). How do you define and monitor the roles and responsibilities of those serving your organization?

4. Provide the names and qualifications /experiences of the persons who will manage or administer your organization in the grant year. Resumes or biographical statements that support these positions in the organization must be attached or, if the positions have not been filled, provide job descriptions.

5. Describe your organization’s strategic planning process, including board and staff involvement. How are these planning processes implemented? If you do not have a strategic plan, please explain how your organization addresses long-range planning.

6. How does your organization evaluate its programs and/or services? What are your criteria for measuring success?


Financial Development

1. State the percentage of the total earned income (line 10 of Financial Statement) to total income (line 25). If
this percentage is below 35%, explain what methods are being used to increase this percentage.

2. Describe your organization’s financial management practices. Include procedures for:

a. Developing and approving budget

b. Signing of checks and expenditure approval

c. Frequency of financial reports that compare actuals to budget

d. Explain how you fundraise and/or seek multiple funding resources

e. In the event of a surplus in excess of 10% of your budget, what plans exist for these funds? In the event of a deficit, what plans exist to address this shortfall?

f. If your organization’s eligible income has increased or decreased by more than 20% from one fiscal year to the next, please explain the reasons for this change. If eligible income decreased by 20% or more, how does your organization plan to address this declining income level?

FY23 General Operating Grant Application - Summary Financial Statement 

Please complete the Summary Financial Statement and Upload your completed document.

Use the following format and list all activities, including performances, concerts, exhibits, auditions, workshops, master classes, etc. a. The current cycle (July 1, 2021, through June 30, 2022) *
 DateActivityLocation# of Participating ArtistsAttendance (note estimates when necessary)
.
.
.
.
.
.
Activities planned for the new grant year (July 1, 2022, through June 30, 2023). This provides important information about how your organization plans to use FY23 grant funds. *
 DateActivityLocation# of Participating ArtistsAttendance (note estimates when necessary)
.
.
.
.
.
.
2) Financial Statement. The 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.

3) If the organization is required by the IRS to file a Form 990, submit the organization’s most recent Form 990.

4) A list of the current Board of Directors/Trustees, including addresses and full-time professions. Indicate
officers of the Board.

5) Evidence of Artistic Quality such as reviews or letters of commendation indicating purpose and quality or
organization’s programming.

6) Set of sample Promotional Materials for your organization’s current season.

7) Original Signature on at least one submission Certification of Assurances form. Also, keep a copy for your
organization’s records.

8) ONE COPY ONLY of the letter from the Internal Revenue Service, dated within an 18 month period and
showing your organization’s tax-exempt status attached in application submission.

9) ONE COPY ONLY of your organization’s current Bylaws attached in application submission.

10) OPTIONAL: A CD or DVD recording of a live program from the most recently completed year.

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.

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

PWC Arts Grants: General Policies

The Prince William County Department of Parks, Recreation, and Tourism will consider grant applications for any organization which:

• is recognized as a non-profit and exempt from federal income tax under Section 501(a), which includes the 501(c)3 designation, of the Internal Revenue code for at least one year and has completed a season of programs. (Exception is for organizations applying for New & Emerging Grants);

• produces, presents, supports or provides educational opportunities for dance, literary arts, media arts, music, theater, visual, and related arts;

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

• comply with the Americans with Disabilities Act and Section 504 of the Rehabilitation Act of 1973 which state that no otherwise qualified person shall, solely by reason of his or her handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance;

• are based in Prince William County, Manassas and/or Manassas Park by meeting, rehearsing, exhibiting and operating within this community;

• have 80% members or participants from the community or 70% of services or programs offered within Prince William County, Manassas and/or Manassas Park;

• submitted all required final reports for previous grant(s) received from Prince William County;

• Applicants for New & Emerging Grants must have applied for 501(c) 3 status, have founding documents, a Board of Directors, and organizational bylaws.

NOTE: Prince William County Arts Council affiliation is not a requirement to apply for General Operating or New & Emerging grant funds.


Types of Grants

The following grants are funded by the Prince William County Government:

• General Operating Grants – To assist organizations of artistic merit in fulfilling their mission by providing funds to encourage their advancement.

• New & Emerging Grants – To provide seed money to new and emerging arts organizations that are less than three (3) years old.

Applicants may apply to only one of the two categories.

Amount of Assistance - All grants are subject to funds available from Prince William County. Grant funds are not guaranteed to any organization. Activities must be completed July 1 through June 30.

Previous support for an organization does NOT imply future support. To be considered for award, applications must be submitted each year and if found complete and eligible for Panel review, are evaluated in relation to all applications within the same grant type. No single organization can receive more than 25% of the total available County funds. GRANT AWARDS ARE SUBJECT TO AVAILABLE FUNDING FROM PRINCE WILLIAM COUNTY GOVERNMENT AND AVAILABILITY OF FUNDING DOES NOT NECESSITATE ALL APPLICANTS BE FUNDED.

GENERAL OPERATING (G.O.) GRANTS - For organizations with 501(c) 3 status, registered under Guidestar.org, and able to provide a letter from IRS dated within an 18-mo. period. Grant amounts for larger income-based organizations are calculated through a mathematical formula based on total grant funds available and total number of eligible applicants to avoid any bias in determining a cap amount.


Application Types and Process

Standard (Long- Form) application is generally required for General Operating grants. Once an applicant has been approved for (3) consecutive General Operating grants submitted in standard form, they may then complete a Short-Form application for (2) consecutive grant cycle periods. Upon consecutive approval of the two previous Short-Form cycles, an applicant is required to return to the Standard General Operating form to provide evidence of solid organization for at least (1) approved cycle, after which they may return to Short-Form for another (2) consecutive grant cycles.


Calculating Amount Requests

• annual budgets less than $100,000 income, grant eligibility is limited to a maximum of 20% of the most
completed fiscal year’s income as defined in the calculation of the application format.

• annual budgets $100,000 or greater, grants are limited to a maximum of 15% of the previous year’s eligible income as defined in the calculation of the application format.

The percentage calculation is a maximum eligibility amount and should not be understood as a guarantee of funding. All awards are subject to available grant funds.

Evaluation of Application
High priority is given to organizations that show strong efforts to seek multiple funding resources.

NEW & EMERGING GRANTS - For organizations with 501(c) 3 status or pending application, registered under
Guidestar.com, and able to provide a letter from IRS dated within an 18-mo. period. 501(c) 3 status must be final in order to receive grant funding.

Calculating Amount Requests
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 $500 following each approved grant cycle, up to a maximum $2500 award.

The percentage calculation is a maximum eligibility amount and should not be understood as a guarantee of funding. All awards are subject to available grant funds.

Evaluation of Application
High priority is given to organizations that show strong efforts to seek multiple funding resources.

Workshop
Attendance at the annual grant workshop is mandatory for grant writers of the applying organizations submitting their first grant application. Due to grant and policy changes, attendance by grant writers of repeat applicants is strongly encouraged to ensure they understand the grant process and deadlines. If an organization is unable to send a participant, an organization may coordinate an appointment with the Arts Recreation Specialist. The Arts Recreation Specialist will notify organizations about workshop details.

Application Submission

Application forms may be downloaded from the Arts Council’s website: www.pwcartscouncil.org

Applicants MUST submit the following:

• 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. FY2022 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 other electronic means such as e-mail.

Grant applications must be submitted attention to the Arts Recreation Specialist, George Hellwig Admin Building 14420 Bristow Road, Manassas VA 20112, by 5 p.m. on Monday April 22, 2022.

Grant Panel
The Grant Panel, which is appointed by the Prince William County Department of Parks, Recreation, and Tourism, is comprised of 6 individuals with expertise, interest and experience in the arts, non-profit management, finance, grant administration, etc. Employees or board members of grant applicants are not eligible to serve on the Grant Panel. Names of panelists and date/location of the Grant Review are published online.

Panelists serve a staggered 2-year term and attend a Panel Workshop for understanding responsibilities, scoring criteria, and review process. The Arts Recreation Specialist reviews each grant application for completeness and eligibility and serves as an observer when the Grants Panel meets to holds its Review. Ineligible applications will not be reviewed by the Grant Panel but will be returned to the applicant with a brief explanation of denial.

The Arts Recreation Specialist provides copies of the grant applications to the Grant Panel.
Grant Panelists independently review each application and have an opportunity to ask additional questions about the application prior to determining the final grant recommendations. The panelists keep applications confidential until approval/denial is given and awards are made public. Panelists also refrain from discussions of an application other than with Grants Panel members.

Conflict of Interest:
A Grant Panelist, who, in reviewing an application, finds him/herself in a conflict of interest, shall leave the room during discussion of the application and abstain from any voting, discussion or lobbying of such an application. The review of the concerning application under in this matter may be postponed until one is selected to score in place of the panelist, in most cases the Arts Recreation Specialist is selected. A conflict of interest shall be determined if a panelist is a participant in an applicant’s activities or is a member of the applicant organization.

Grant Review
The Grant Panel will meet as needed to complete the process. All panelists have a two-week period to conduct initial review to evaluate all eligible applications, prepare notes, and complete a preliminary score sheet. During this time, any individual panel member may pose a given question about each application. The Arts Recreation Specialist will direct questions to the applicant organization, providing a deadline for response. An applicant’s failure to respond to the Panel’s questions may disqualify the grant application from further consideration. The Grant Panel will gather to hold a Grant Review for application scoring. While the Grant Review is open to the public, comments, questions, or any similar distractions may not be made. Photography/recording is not allowed. The Arts Recreation Specialist will maintain extensive notes of the Grant Review proceedings. Funding Level Based Upon Scores The Grant Panel will utilize the score sheets and scoring criteria established for the grant process. Funding recommendations will be made based on average scoring of the application, available funding and the number of qualified applications submitted. Applications receiving an average score under 50% may not be funded. Availability of funding does not necessitate all applicants be funded.

 

Notification & Payment

The Arts Recreation Specialist will notify applicants of Grant Panel funding recommendations within 5-7 business days, only after the scoring and full deliberation of all grant recommendations from the Panel are completed. Notification will be made via email to the contact listed on the grant application. Information about the appeal process will also be provided within this email notification. Notice to the applicant about Grant Panel recommendations is not to be understood as an official award amount. Any applicant may ask for comments on their application upon receiving the recommendation notice.

Grant Panel recommendations are forwarded to the Department of Parks, Recreation and Tourism Parks Commission for review and approval, and then to the Prince William Board of County Supervisors for final award approval.

Grantees receive an official grant award letter with a summary of Grant Panel remarks.

Awards for approved PWC Arts Grant Applications are distributed in partial payments with processing during the County’s 2022 fiscal year and only after the approving resolution of Prince William County Board of County Supervisors has been signed. First partial payment is 70% of the award; final payment is the remaining 30% of award disbursement beginning December 31st of the County fiscal year. The County reserves the right to withhold funding if it determines performance on grant commitments are not being met in good faith or is unnecessarily delayed.

Acknowledgement

The phrase “partial funding has been provided by the Prince William County” must be stated on the organization’s website. In all published materials (printed programs, news releases, advertisements, flyers, etc.) use of the Prince William County Dept. of Parks, Recreation, and Tourism logo must be included. For announcements regarding the particular activity supported, it is requested that organizations acknowledge that the activity is partially supported by a grant from the Prince William County or and must be displayed when other sponsors logos are displayed.

If contributions are acknowledged by categories of donations in program books, it is required to acknowledge the grant amount in the appropriate category. The purpose of crediting Prince William County is to provide citizens with an accurate understanding of the broad range of activities supported by their tax dollars.

Grant Contract

Each grant application must be signed by an individual with the authority to act on behalf of the applicant
organization. A signed application is the applicant’s agreement that information provided is complete and accurate. The signed application also indicates the applicant’s intention to comply with the grant policies and reporting requirements. Applicants must attach an originally signed Certification of Assurances to the application and keep a copy on file.

Final Reporting Requirements

Each grantee must report major changes in planned activities, personnel, or budget in writing to the Admin Support Coordinator within 30 days of the changes for approval by the Grant Panel.

A Final Report form is sent with the official grant award letter. It is the responsibility of the grantee to retain this form for completion. For each Fiscal Year, each grantee will submit to the Arts Recreation Specialist a final report that includes a program narrative and financial report covering the associated grant period (July 1 – June 30). Final reports must be received by 5pm on the deadline. This deadline for complete final report, including financials, applies to all grantees regardless of the organization’s fiscal year.

General Operating grantees with annual budgets over $250,000 are required to submit an opinioned, audited financial statement. Submission of the final report and financial information is required in order to receive future grant funds.

 

Lobbying

No part of the Prince William County Arts Grant shall be used for any activity intended to influence an elected official to favor or oppose any legislation.

Ineligible Activities
The Prince William County grants do not fund:
• activities restricted to an organization’s membership;
• cost of parties, receptions, fund-raising benefits, etc.
• activities that benefit primarily other jurisdictions outside of the community;
• organizations that restrict or limit their membership or participation in their programs in any manner, direct or
indirect, with the exclusion of artistic ability as it merits maintaining the artistic integrity of the organization;
• activities and organizations that are wholly sponsored by commercial institutions, religious institutions,
government agencies, public or private educational institutions;
• college or university-based projects that are part of a required course or curriculum, or that do not involve and
serve a significant non-student population;
• arts programs which are essentially recreational, rehabilitative or therapeutic;
• general operating support for historic celebrations or community promotional activities;
• work of individual artists;
• elimination of existing debts.


Appeal

Dissatisfaction with the denial of an award or the amount of a grant award is not grounds for an appeal. Incomplete applications are specifically denied any appeals process.

Applicants who believe their applications for funding were 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 the Arts Recreation Specialist or the Grant Panel members provided
erroneous information at the time of review, despite the fact that the applicant provided accurate and complete
information on regulation forms as part of the standard application process.

Request for appeals must be in writing and received by the Arts Recreation Specialist within 14 days after your organization is notified of the Grant Panel’s funding recommendation.

The request should be sent to the Arts Recreation Specialist, 14420 Bristow Road, Manassas VA 20112. The request should identify one or more of the three reasons for an appeal and outline the applicant’s rebuttal of the Grant Panel’s recommendation.

The written request represents the applicant’s sole means of presenting its position.

Prince William County will review and act upon the appeal prior to final action on grant funds by the Prince William Board of County Supervisors.

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