Sustaining Program Application

St. Catharines Sustaining Funding: Festival Program 2019

St. Catharines Festival Program 2019Terms and Conditions of Funding

Successful applicants will be expected to adhere to the following:

Acknowledgment of Funding

The recipient shall acknowledge the support of the City of St. Catharines by using the City’s logo in all advertising, publicity, programs, signage, and plaques relating to the organization and/or project to which funds are granted. The recipient and project artists shall not hold the City as a partner or otherwise responsible for any obligations relating to the organization and project.

Purpose of Funds

SCCIP funds shall only be used for the purposes outlined in the letter of approval and any attachments thereto. Changes in the proposal shall only be made with the City’s written approval. Any unused portion of the funds remains the property of the City of St. Catharines and must be returned to the City.

Funding Commitment

All grants awarded in one year are not to be considered a recurring funding commitment, as all grant requests in following years must be considered according to prevailing circumstances and available resources. If funding is approved for multi-year funding the second and subsequent years are approved in principle only and are conditional upon budget approval. Funding will not be released until the City has received a satisfactory Interim Report on the previous year’s activities.

Disposal of Assets

The recipient shall not sell, lease or otherwise dispose of assets, purchased in whole or part with City funds, without prior written consent of the City.

Repayment of Funds

The recipient and project artists shall repay to the City the whole or any portion of the funds if the recipient:

· ceases operating during term of funding;

· fails to complete the project;

· has knowingly provided false information in their application;

· uses the funds for purposes other than those detailed in the application;

· breaches any of the terms and conditions of this Agreement;

· breaches any of the provisions of the Human Rights Code, in the operation of this organization and/or project;

· commences, or has commenced against them, any proceeding in bankruptcy or is adjudged as bankrupt.

Where required, the funds shall be repaid by cheque, payable to the “City of St. Catharines” and mailed to: Parks, Recreation and Culture Services, P.O. Box 3012 50 Church Street, St. Catharines, ON, L2R 7C2

Accounting

The recipient shall keep and maintain all records, invoices and other documents relating to the Grant in a manner consistent with generally accepted accounting principles and record keeping practices, and shall maintain records for a period of three (3) years. The recipient authorizes the City and its agents at all reasonable times to inspect and copy any records, invoices and documents relating to the Grant, in the possession, or under the control, of the recipient.

Reporting

The recipient shall provide a final report to the City within three (3) months of completion of the project or year, providing all details required by the City and, upon request of the City, shall submit interim progress reports. Interim reports are required from recipients of multi-year funding. Any organization that fails to submit reports will not be eligible for future funding until required reports are submitted.

Copyright and Payment of Artists’ Fees

Grants are conditional upon the applicant’s compliance with copyright laws and the appropriate payment of artists’ fees.

Additional Terms

The City shall be entitled to impose such additional terms and conditions in its letter of approval, at its discretion.

Personal Information Consent

Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), is collected under the authority of the Municipal Act, 2001, and in accordance with MFIPPA. Personal information collected on this application form will be used to assist in selecting grant recipients and may be made available to the members of the SCCIP committee and used by City staff for administrative purposes. All information (excluding home addresses and telephone numbers) will be made available to the public. The City reserves the right to verify all information contained in submissions.

Questions regarding the collection, use and disclosure of this personal information may be directed to the City Clerk, Bonnie Nistico-Dunk, at bdunk@stcatharines.ca

By completing this application form, you consent to the collection and disclosure of your personal information, and to its use by the City of St. Catharines, as described above.

Applicant Information and Authorization Form

Organization Name

Festival Name

Organization Address

City

Province

Postal Code

Contact Name

Position

Phone Number

Email

Website

Incorporation #

Charitable Registration #

Festival Start Date (D/M/Y)

Festival End Date (D/M/Y)

Funding Request

Request Amount

Fiscal Year-end

Request amount:

For year ending:

D

M

Y

Request amount:

For year ending:

D

M

Y

Request amount:

For year ending:

D

M

Y

Authorization for Application

On behalf of, and with the authority of, the above-mentioned organization, we certify that we have read and understand the Terms and Conditions set out herein. Further, we certify that the information given in this application for funding assistance is true, correct and complete in every respect.

Signature

Name

Title

Senior Staff Person

Board Chair/

Representative

Application Requirements – Festival Program

Use the checklist on page 7 to ensure you’ve included all necessary information in your application. The following questions must all be answered in order for an application to be considered complete. Please limit your answers to a total of eight (8) pages. Applicants for multi-year funding may add an additional 4 pages.

Please consider the evaluation criteria for the Festival Program as well as the purpose and priorities of SCCIP when completing this application.

Organizational Profile

1. What is your organization’s mandate and/or mission statement?

2. Provide a historic overview of your organization and festival. Include the year both were founded, important milestones, significant achievements and changes in artistic or executive direction. If your primary purpose is not the festival, summarize how the festival or event in this application serves your organizational mandate.

Activities and Services

For your most recently completed fiscal year. (Note that question 3 functions as a report on your most recent Festival. As such, please be as detailed as possible in your response.)

3. a) Describe your most recent festival, detailing the highlights and challenges of:

i. artistic programming;

ii. community outreach; and,

iii. activities & services.

Did your plans change? If so, how & why?

b) Explain any significant growth or reduction in:

i. programming;

ii. artist contracts;

iii. business engagement;

iv. attendance; and,

v. participation levels.

For Request Year(s):

4. a) Detail the plans for your upcoming festival(s) and include information on the program goals and content of the event. Append program details to this application.

b) Why have you chosen this programming and how were your decisions shaped by the experiences and/or challenges of last year?

c) What outcomes do you anticipate and how will you measure your success, both quantitatively and qualitatively?

5. a) Please detail your plans for:

i. partnership;

ii. revenue generation; and,

iii. community outreach.

b) Describe how you are working to grow resources and attendance. Be sure to include details on your engagement with local businesses, artists, vendors and/or cultural organizations.

Organizational Competence

For your most recently completed fiscal year:

6. Describe the highlights and challenges of last year’s organizational and financial development, including:

i. partnerships;

ii. revenue generation; and,

iii. community outreach.

Did your past plans change? If so, how & why? Please explain any significant budget variances, in both revenues and expenditures.

For Request Year(s):

7. What are your significant organizational and financial plans for the request year(s) and how are they shaped by the challenges of last year? Please include information on staff and volunteer resources and explain any significant budget variances compared to previous year’s actuals, in both revenues and expenditures.

8. How do you attract donors, sponsors and volunteers, including your Board of Directors? Give examples of how you work with each of these groups and their significance to your organization.

9. a) How will your festival create a positive economic impact for St. Catharines? Provide information on how you will measure this impact. Attach an economic survey/ impact report for your most recent festival, comparing last year’s numbers to projections for the upcoming festival. Describe improvements/challenges and how plans will change in response. For Niagara-wide festivals: be sure to differentiate between the overall festival and St. Catharines-specific programming.

b) What makes your festival distinct and innovative in the context of existing regional festivals? How does your festival further the cultural vitality of St. Catharines, specifically?

Marketing Plan

Attach a marketing plan for your event as a separate document. The Plan should be as detailed as possible and should relate to the statistical and financial information provided. If your marketing activity changes significantly from the plan submitted with your application, an updated plan should be provided to City staff one month in advance of your event start date.

Financial and Statistical Information

All applications must be accompanied by completed financial and statistical forms as provided by the City of St. Catharines Cultural Services office. For further information contact staff or visit our website at www.stcatharines.ca/SCCIP

Financial Statements and Deficit Reduction Plans

Audited Financial Statements must be signed and approved by your Board of Directors. If your most recent year-end statements are not available at time of deadline, please inform City staff when they will be available and submit when ready.

If you had a deficit of more than 10% of your annual operating budget at your most recent year-end, or if you have an overall net deficit of more than 10%, please attach a deficit reduction plan that includes targets, timelines and responsibilities.

Festival Program Application Checklist

Please submit one (1) copy of:

· Applicant Information & Authorization Form with original signatures

Please submit four (4) copies of:

· Completed Application Form with all questions answered from Organizational Profile, Activities & Services and Organizational Competence.

· Festival Program Financial Form.

· Festival Program Statistical Form.

· Marketing Plan for Request Year (attach separate document).

· Economic Survey/Impact Report for your most recent festival (attach separate document).

· Most recent Financial Statements as approved and signed by Board of Directors. (see Financial & Statistical information section above)

· Most recent Annual Report or Minutes from your most recent AGM

· Program details for upcoming festival

· A copy of your Letters Patent or other Incorporation Documents (First time applicants only)

· Complete list of your Board of Directors – include name, title and length of service

· Organizational Chart – reporting structure; permanent or contract staff and volunteer positions; full-time or part-time.

· Sample promotional materials

Where appropriate please include relevant planning documents, in whole or in part, such as strategic plans, business plans and/or deficit reduction plans.

Deadline

Friday October 25, 2019 at 4:30 p.m. Applications must be received prior to this deadline to be considered. If you are mailing your application, please allow time for delivery and mail at least 7-10 days prior to the deadline. No late applications will be accepted. Applicants will be notified of results in writing within four (4) months after the deadline.

For More Information

Please visit our website at www.stcatharines.ca/sccip or contact Ashley Judd-Rifkin, Culture Coordinator, at 905-688-5601 ext. 5229 or ajuddrifkin@stcatharines.ca

Applications can be mailed or delivered to:

SCCIP Committee c/o Ashley Judd-Rifkin

Parks, Recreation and Culture Services, City of St. Catharines

P.O. Box 3012, 50 Church Street

St. Catharines ON, L2R 7C2

Cover image credit:

The Foster Festival, Beside Myself, 2019. Photo: Alex Heidbuechel - Flashbox Photography. Artists: Jonathan Whittaker, Griffin Hewitt, Gabrielle Jones and Breton Lalama.

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