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Oregon Cultural Trust FY2023 Cultural Development Grant Guidelines To support activity occurring between September 1, 2022 and August 31, 2023 Application Deadline: Friday, May 6, 2022VisionWe envision an Oregon that champions and invests in creative expression and cultural exchange, drivinginnovation and opportunity for all. The mission of the Cultural Trust is to lead Oregon in cultivating,growing and valuing culture as an integral part of communities. We do this by inspiring Oregonians toinvest in a permanent fund that provides annual grants to cultural organizations
Cultural Development Project GrantsGoals and RequirementsBy statute [ORS 359.431] Cultural Development Project Grants must be used to: • Address significant opportunities to advance, preserve or stabilize cultural resources; • Invest in the development of new resources; • Support proposals that have a broad cultural impact beyond the applicant itself; and • Support proposals from applicants with culture as a priority within the mission of the organization
Projects should support the Cultural Trust’s vision and mission: • Create an Oregon that champions and invests in creative expression and cultural exchange; • Help drive innovation and opportunity for all; • Cultivate, grow and value culture as an integral part of communities; • Inspire Oregonians to invest in cultural nonprofits; • Maximize visibility for the role of culture in our lives; and • Strengthen collaboration and support within the statewide cultural network
Grant AwardsAward SizeCultural Development Grants generally range from $5,000 to $40,000; the maximum request amount is$40,000 for activities occurring from September 1, 2022, to August 31, 2023
The Cultural Trust may not consider applications that exceed the maximum request amount
The Cultural Trust encourages organizations seeking grants under $5,000 to contact the County or TribalCultural Coalition in their area. Contact information for the Coalitions is available atwww.culturaltrust.org/coalitions
COVID-19 ConsiderationsThe Cultural Trust recognizes that many organizations are challenged to prepare project-basedapplications during this time. We encourage creative thinking and contingency planning. The Trustacknowledges the need for organizations to adapt in service of public health mandates
Page 1 of 15 Application CategoriesWhat do Cultural Development Grants fund?Cultural Development Grants recognize and support significant cultural projects that preserve andenhance Oregon’s diverse arts, history, heritage, preservation and humanities efforts
The Cultural Development Grant program has four distinct categories. Organizations may submit onlyone application to one category a year: • Access: Projects that make culture broadly available to Oregonians • Preservation: Projects that invest in Oregon’s cultural heritage by recovering, preserving and sharing historic assets and achievements • Creativity: Projects that create and/or present cultural or scholarly work; projects that support the development of artists, cultural experts or scholars who promote creative expression as a core part of vibrant communities • Capacity: Projects that strengthen cultural organizations to increase stability, improve sustainability and/or measure/share cultural impactsApplication Review ProcessHow does it work?Cultural Trust staff review submitted applications for eligibility, completeness and accuracy. Applicationsthat meet program requirements are accepted for further review. Staff will contact and provide anexplanation if an organization or project does not meet the eligibility requirements
Eligible applications are organized by project categories and sent to peer review panelists along withinstructions
Applications are reviewed by a panel of professionals with experience in the fields relevant to theCultural Development program category. Membership on review panels changes every year, so applicantsshould not assume that panelists have any prior knowledge of their work. Applicants who would like tonominate a panelist for consideration to review applications may do so by filling out the form athttps://culturaltrust.org/grants/how-to-apply/ . Each program category panel will evaluate and scoreeligible applications
Each panel is chaired by a non-voting Cultural Trust Board member. The Cultural Trust staff will presentfunding recommendations based on panel evaluation, number of applications and availability of funds tothe Cultural Trust board for final review and action. Applicants will be notified by mail or email of theCultural Trust’s action in August, 2022
Application Review CriteriaHow are applications scored?Eligible applications are reviewed and scored by peer review panels based on the following criteria: 1. Quality of project and project design and alignment with selected category; 2. Significance of project; 3. Community impact and public benefit; 4. Project evaluation; and 5. Organization and project management
Who Can Apply?Eligibility RequirementsThe Cultural Trust seeks to support a wide range of cultural organizations and projects, makinginvestments across the state. ORS 359.400 defines a “cultural organization” as one that is “organized Page 2 of 15 primarily for the purpose of producing, promoting or presenting the arts, history, heritage and humanitiesto the public or organized primarily for identifying, documenting, interpreting and preserving culturalresources.” Organizations using a fiscal sponsorship are not eligible to apply
At the time of the application deadline, all applicant organizations must: • Have active registration with the State of Oregon for corporate, non-profit status and • Provide services that take place within the state of Oregon and • Have current IRS 501(c)(3) federal tax-exempt status or • Be a cultural entity within a federally recognized Indian Tribe based in Oregon or • Be an institution of higher learning (universities and colleges) that has a significant cultural • program or cultural organizationApplicants must have current registration on the Cultural Trust’s website as an eligible culturalnonprofit. Instructions are available at the following link http://culturaltrust.org/resources/faq/
Recipients of Cultural Development grants in two consecutive fiscal years are not eligible to apply forfunds in the following fiscal year. As a result, organizations awarded a grant in both FY2021 and FY2022are not eligible to apply for FY2023 funds and must wait until the FY2024 grant cycle
The Cultural Trust has final determination on eligibility. Applications found ineligible will be withdrawnfrom consideration. The Cultural Trust may review eligibility at any time and request more informationas necessary
Matching RequirementOne to One (1:1) Award MatchORS 359.431 requires that Cultural Development Grant awards be matched at least 1:1 with earned,contributed or eligible in-kind support. For example: Trust Grant Request Cash Match In-Kind Match Total Project Budget $5,000 $3,500 $1,500 $10,000In-kind contributions are any non-cash contributions of time, services or property donated by individualsor organizations other than the applicant organization (third-party)
In-kind contributions may include: • Goods (computers, software, furniture and office equipment for use by your organizations or for special events), • Services (meeting space, photocopy and mail services, administrative/financial support), or • Expertise (legal, tax or business advice, marketing and website development, strategic planning)
Examples of in-kind contributions: • A consultant regularly charges $1,000 but gives you a reduced rate of $600. The full value is • $1,000 but $600 is a fee and $400 is an in-kind donation
• The local newspaper regularly charges $350 for an ad but they are giving it you for free. The in- kind donation is $350
• Volunteer time should be calculated using https://independentsector.org/value-of-volunteer-time- 2021/In-kind contributions must be in alignment with Standard Accounting Principles to be considered. Stafftime is not considered an eligible in-kind contribution
Page 3 of 15 The most competitive applications indicate cash matches committed by other funders or contributors
Questions about what qualifies as a match? Contact Trust Manager Aili Schreiner at[email protected] or (503) 428-0963
Applications that do not have at least a 1:1 match will be found ineligible and will not be considered forfunding
What We Don’t FundThe following are not eligible for Cultural Trust funding: • Indirect costs not directly associated with the implementation of the project
• Indirect costs are activities or services not directly related to the project such as operational expenses and salaries for staff not involved with the project. Direct costs are activities or services that support the specific project, e.g., salaries for project management, materials, marketing, etc.; • Scholarships or tuition assistance for college, university or other formal degree bearing courses of study; • Projects that have been substantially completed by September 1, 2022, the start date of the grant period; • Requests to offset previous project expenses and or deficits; and • Events whose primary focus is to raise funds for a non-cultural cause
Applications from institutions of higher learning (universities and colleges) must be for projects andactivities that focus on, benefit and are open to the general public, who must form the significant portionof the total audience
TO APPLYSubmission Deadline: 5 pm Friday, May 6, 2022All applications must be submitted through our online portal: https://oregon4biz.force.com/OAC/s/login/no later than 5 pm on May 6, 2022, to receive consideration for funding. The Cultural Trust is notresponsible for late applications and cannot guarantee processing of applications submitted after thepublished deadline. Incomplete applications (i.e. applications containing incorrect budget information,missing required documentation, etc.) will be deemed ineligible and will not be considered for funding
Instructions • Cut and paste plain text only into the online forms. Software such as Notepad works well
• Add paragraph breaks after pasting text; it helps panelists to read your material. The online character count is activated by typing in the narrative field; pasting alone will not work. We recommend deleting something and adding it back if you want to check characters remaining
Because the character count feature varies from software to software, an answer may be cut off if the count is exceeded
• To avoid losing data, you must save every page in the online system before moving on to the next
Submission Checklist: Upload the following required attachments • Board list including member’s affiliations • Board-approved financial statement or audit for last completed fiscal year and current balance sheet. Financial statements must include both an Operating Statement and a Balance Sheet
• Other supporting material (e.g. strategic plans, press clippings, artist/scholar resumes) floor plans or site plans on 8 1/2” by 11“ pages, images, short (no more than 1-2 minute) videos. Panelists value Page 4 of 15 the chance to get to know your project! • First time applicants only: IRS 501(c)(3) letter or proof of Tribal status (one copy) • Applications requesting funds for collaborative projects must include letters of commitment from participating organizations outlining how they will collaborate in the work
• Applications requesting funds to support activities in, or in partnership with, K-12 schools must include a letter of support from participating school(s) that indicates their role in activity planning and anticipated participation
• Project timeline with key benchmarks for project outputs and outcomes • Adopted policies or practices on Diversity, Equity, and Inclusion (as applicable)Do not submit any additional supplemental materials by mail
Contact for Cultural Development Grants:Aili Schreiner, Trust ManagerOregon Cultural Trust775 Summer St NE, Ste. 200Salem, OR 97301(503) 428-0963[email protected]Contact for Online Grant Administration:Kat Bell, Office & Grants CoordinatorOregon Cultural Trust775 Summer St NE, Ste. 200Salem, OR 97301(971) 304-5044[email protected]AssistanceApplicant ResourcesAssistance with technical requirements and application scope is available from Cultural Trust staff priorto the application deadline. To schedule time for a pre-application project/draft application review, send arequest to [email protected] or call (503) 428-0963. Applicants may also seek feedback afterfunding decisions have been made
We strongly urge you to request assistance before April 22, 2022, to ensure you have adequate time toincorporate feedback
FINAL REPORTSFinal Report Deadline: 5 pm Saturday, October 1, 2023Information is required from award recipients at the conclusion of the funding period. To help theCultural Trust report on the results of public funding, entities receiving awards must complete a finalreport. Final reports must be submitted within thirty (30) days of the completion of the funding period. Allawardees are subject to periodic monitoring by the Cultural Trust and must retain fiscal records for aperiod of three (3) years following completion of the funding period. Award recipients that have beenpreviously funded by the Cultural Trust must fulfill outstanding final reporting requirements before newfunds will be distributed
Page 5 of 15 The following questions and data will be collected on the Final Report. Please track this informationduring the funding period: 1. Did you achieve the goals of your project? Describe how your successes were measured, and how any set-backs were handled. Include in your answer any changes to your project/activities that occurred during the grant period
2. Using specifics, describe who participated in your project and the individuals who benefited from your project (numbers, age, geographic distribution, etc.). How did this project impact your organization and your community? 3. Did your project provide educational opportunities? Please describe what these were, who benefitted and how, include number of people served
4. Provide a detailed list of in-kind contributions (include estimated value and description)
5. What was the total value and source of project contributions (include descriptions)
Be prepared to document project locations (see template) and attach all promotional materials producedfor your project that credit your grant award from the Oregon Cultural Trust
Final report data will not be evaluated by the Cultural Trust review panels and does not affect current orfuture applications. This information will be used by the Cultural Trust for reporting and is required withthe final report for funded applications. If you have questions, please contact the Oregon Cultural Trust at[email protected] or call (503) 986-0088
Appeal ProcessThe Oregon Cultural Trust recognizes that procedural errors may occur in the application process. TheCultural Trust is committed to acknowledging errors and rectifying the effects. Appeals may not be madeon the basis of an applicant’s disagreement with an assessment of how the application met the reviewcriteria, the judgment of a review panel or the amount of the award
Applicants considering an appeal should contact Cultural Trust Manager Aili Schreiner, by phone at (503)428-0963 or email [email protected], for advice and guidance. Letters of appeal must besubmitted to the Cultural Trust’s Executive Director within 30 days of the panel meeting. Appeals arereviewed and acted on by the Cultural Trust Board. Appeals may result in an approval of an award or anincrease in the award amount if the applicant can satisfactorily document that the application wasmisrepresented or improperly reviewed through no fault of the applicant. If the appeal is supported by theCultural Trust’s Board, funds will be awarded only if they are available
Applicants not meeting one or more of the eligibility requirements as determined by staff are encouragedto discuss the decision with staff. Appeals concerning eligibility determination may be made. Letters ofappeal must be submitted to the Cultural Trust’s Executive Director within 15 days from the decision. Alldecisions made by the Cultural Trust are final
Pending StatusOccasionally the Cultural Trust may put a grant on pending status if a project is preliminarily awarded
Cultural Trust staff will contact the applicant on pending status and discuss the information that isneeded in order to review and act
Americans with Disabilities Act Statement of Non-discriminationAny entity that provides services to the public must certify that it complies with the Americans withDisabilities Act of 1990, 42, USC Sec. 12101, et seq. and agrees not to discriminate on the basis of race,creed, religion, color, sex, marital status, political opinion, familial status, national origin, age, gender,sexual orientation, military status, gender identity, source of income or disability status. The Cultural Page 6 of 15 Trust provides assistance to Oregon cultural groups on issues of access. Contact the Oregon CulturalTrust at (503) 986-0082 or [email protected] for information or assistance. TDD assistance is availableat (800) 735-2900. Applicants will certify their compliance within the application
The Cultural Trust has adopted the following Accessibility Grievance Procedure:If a person with a disability believes that a facility or program funded by the Oregon Cultural Trust isinaccessible, he or she is encouraged to communicate the grievance to the sponsoring organization. If anacceptable response is not received within two weeks, that individual may contact Oregon ArtsCommission Executive Director Brian Rogers at [email protected] or 971-209-5385. The OregonArts Commission is one of the core statewide partners of the Oregon Cultural Trust
Each grievance reported to the Oregon Cultural Trust will be handled on a case-by-case basis. PossibleOregon Cultural Trust actions include: • Sending staff to assist the organization on issues of accessibility; • Involving people with disabilities from the local community in an effort to increase the organization's accessibility; • Requesting return of funds already granted for the current fiscal years; and • Denying future grant requests
• In all cases, an organization with a pending grievance will be denied funding unless it can demonstrate to the Oregon Cultural Trust that it is working toward compliance with current accessibility standards
Page 7 of 15 CULTURAL DEVELOPMENT GRANT CATEGORIESApply to the category that best aligns with the goals and outcomes of your project. For examples ofprevious awards by program category visit www.culturaltrust.org/blog. Contact Trust Manager AiliSchreiner at [email protected] or (503) 428-0963 with questions regarding program categories
ACCESS PROJECTSAccess projects make culture broadly available to Oregonians by removing barriers to opportunities
Funded Access projects can include public exhibits/artworks, new/increased access to culturalprogramming and outreach to new/underserved communities, among others
Summary of Project & Request (500 characters with spaces)Provide a summary of your project and request for support. Begin with the words “To support…”. Forexample: “To support access to theatre performances for hearing impaired audience members bycontracting with American Sign Language interpreters. “Summary of Organization and Community Served (2,000 characters with spaces)State your organization’s mission and summarize your organization’s programs and activities. How arestakeholders and other constituents involved in the work and/or decision-making of the organization?Briefly describe the community your organization serves, noting if you serve communities of color,culturally-specific communities, rural areas, or any other traditionally under- served populations
Application Questions: 100 total possible points 1. Significance of Project (1,500 characters with spaces), 20 points Explain the significance of the barriers to cultural opportunities in your community. How will this project address those barriers? 2. Quality of Project & Design (1,500 characters with spaces), 20 points Define the quality of your project- its scope, time, and budget allocation. Describe the project design process- how will it help accomplish the strategic objectives of your organization? 3. Community Impact and Public Benefit (2,500 characters with spaces), 30 points Describe the change that will result from this project within the project period. How will increased access to cultural opportunities impact your community? Include intended outcomes and who will benefit (include population/geographic scope). If your organization has developed goals around diversity, equity, and inclusion, how does this project help achieve these goals? 4. Project Evaluation (1,500 characters with spaces), 20 points Who will measure the project’s success and what indicators will they use? Referencing your submitted project timeline, identify key benchmarks for stated project outputs (number of participants, demographics, deliverables) and outcomes (change in engagement of community members in area of service, barriers diminished, value of culture to community increased, other shifts in attitude or behaviors)
5. Organization and Project Management (1,000 characters with spaces), 10 points Identify the qualifications and effectiveness of professional staff and board to support the organization's mission, programming and services, including: organization’s ability to plan and evaluate project progress; evidence of effective financial management and health (including Page 8 of 15 maintaining appropriate organizational budgets and the ability to address financial challenges)
Budget RequirementsAll applicants must complete the online budget form with project expenses and revenue. Please use theonline budget narrative section to provide detailed information on your budget that will clarify items forthe review panel
Budget Narrative (1,000 characters with spaces)Use the budget narrative section to provide detailed information on your budget. How will Trust funds beused? Should you receive partial funding from the Cultural Trust or other sources, is the project scalable? Page 9 of 15 CULTURAL DEVELOPMENT GRANT CATEGORIESApply to the category that best aligns with the goals and outcomes of your project. For examples ofprevious awards by program category visit www.culturaltrust.org/blog. Contact Trust Manager AiliSchreiner at [email protected] or (503) 428-0963 with questions regarding program categories
PRESERVATION PROJECTSPreservation projects invest in Oregon’s cultural heritage by recovering, preserving and sharing historicassets and achievements. Funded Preservation projects can include historic restoration/ renovation,exhibits, digital and oral preservation/archive work, work with museum collections and historicresearch/publications, among others. Organizations undertaking large scale preservation construction/renovation projects (+$500,000) are encouraged to contact the Cultural Advocacy Coalition to discuss theCultural Resource Economic Fund (www.oregonculture.org)
Summary of Project & Request (500 characters with spaces)Provide a summary of your project and request for support. Begin with the words “To support…”. Forexample: “To support the design and creation of a sustainable historic lighthouse garden for contextualand educational programing.”Summary of Organization and Community Served (2,000 characters with spaces)State your organization’s mission and summarize your organization’s programs and activities. How arestakeholders and other constituents involved in the work and/or decision-making of the organization?Briefly describe the community your organization serves, noting if you serve communities of color,culturally-specific communities, rural areas, or any other traditionally under- served populations
Application Questions: 100 total possible points 1. Significance of Project (1,500 characters with spaces), 20 points Explain the significance of the preservation project to your community and your organization. If funded, how will the project advance cultural heritage by recovering, preserving and sharing historic assets and achievements? 2. Quality of Project & Design (1,500 characters with spaces), 20 points Define the quality of your project- its scope, time, and budget allocation. Describe the project design process- how will it help accomplish the strategic objectives of your organization? If this is a renovation or construction project, identify the proposed contractor and their qualifications and ability to carry out the project
3. Community Impact and Public Benefit (2,500 characters with spaces), 30 points Describe the change that will result from this project within the project period. How will increased investment in cultural heritage impact your community? Include intended outcomes and who will benefit (include population/geographic scope). If your organization has developed goals around diversity, equity, and inclusion, how does this project help achieve these goals? 4. Project Evaluation (1,500 characters with spaces), 20 points Who will measure the project’s success and what indicators will they use? Referencing your submitted project timeline, identify key benchmarks for stated project outputs (number of participants, demographics, deliverables) and outcomes (change in historic assets and achievements recovered/preserved/ shared; value of investment in Oregon heritage increased; change in engagement of community in area of service, other shifts in attitude or behavior
Page 10 of 15 5. Organization and Project Management (1,000 characters with spaces), 10 points Identify the qualifications and effectiveness of professional staff and board to support the organization's mission, programming and services, including: organization’s ability to plan and evaluate project progress; evidence of effective financial management and health (including maintaining appropriate organizational budgets and the ability to address financial challenges)
Budget RequirementsAll applicants must complete the online budget form with project expenses and revenue. Please use theonline budget narrative section to provide detailed information on your budget that will clarify items forthe review panel
Budget Narrative (1,000 characters with spaces)Use the budget narrative section to provide detailed information on your budget. How will Trust funds beused? Should you receive partial funding from the Cultural Trust or other sources, is the project scalable? Page 11 of 15 CULTURAL DEVELOPMENT GRANT CATEGORIESApply to the category that best aligns with the goals and outcomes of your project. For examples ofprevious awards by program category visit www.culturaltrust.org/blog. Contact Trust Manager AiliSchreiner at [email protected] or (503) 428-0963 with questions regarding program categories
CREATIVITY PROJECTSCreativity projects create and/or present cultural or scholarly work; they support the work developed byartists, cultural experts or scholars who promote creative expression as a core part of vibrantcommunities. Funded Creativity projects can include public exhibits, cultural/artistic residencies,cultural/artistic programming/productions/performances, commemorative works, scholarly research andpublications, and special commissions to support emerging cultural/artistic leaders, among others
Summary of Project & Request (500 characters with spaces)Provide a summary of your project and request for support. Begin with the words “To support…”. Forexample: “To support the residency of an artist and a humanities expert to develop a commemorativework to celebrate our organization’s 30th anniversary.”Summary of Organization and Community Served (2,000 characters with spaces)State your organization’s mission and summarize your organization’s programs and activities. How arestakeholders and other constituents involved in the work and/or decision-making of the organization?Briefly describe the community your organization serves, noting if you serve communities of color,culturally-specific communities, rural areas, or any other traditionally under- served populations
Application Questions: 100 total possible points 1. Significance of Project (1,500 characters with spaces), 20 points Explain the significance of the project to your community and your organization. If funded, how will the project support the work developed by artists, cultural experts or scholars who promote creative expression as a core part of vibrant communities? 2. Quality of Project (1,500 characters with spaces), 20 points Define the quality of your project- its scope, time, and budget allocation. Describe the project design process- how will it help accomplish the strategic objectives of your organization? 3. Community Impact and Public Benefit (2,500 characters with spaces), 30 points Describe the change that will result from this project within the project period. How will support for creative expression impact your community? Include intended outcomes and who will benefit (include population/geographic scope). If your organization has developed goals around diversity, equity, and inclusion, how does this project help achieve these goals? 4. Project Evaluation (1,500 characters with spaces) 20 points Who will measure the project’s success and what indicators will they use? Referencing your submitted project timeline, identify key benchmarks for stated project outputs (number of participants, demographics, deliverables) and outcomes (change in engagement of artists/cultural workers in area of service value of creative expression as core part of vibrant communities increased, other shifts in attitudes or behaviors towards emerging cultural/artistic leaders
5. Organization and Project Management (1,000 characters with spaces), 10 points Identify the qualifications and effectiveness of professional staff and board to support the Page 12 of 15
The online character count is activated by typing in the narrative field; pasting alone will not work. We recommend deleting something and adding it back if you want to check characters …
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