SR-305-005 (3)
Council Meeting: January 28, 2003 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Approval of Funding Guidelines and Selection Criteria, and Authorization
to Release a Request for Proposals for the FY 2003-06 Cultural/Arts
Organizational Support Grants
INTRODUCTION
This report recommends that the City Council approve the guidelines and selection
criteria for applicants to the third cycle of the Santa Monica Cultural Arts Organizational
Support Grant program for Fiscal Years 2003 – 2006.
BACKGROUND
The Santa Monica Cultural/Arts Organizational Support Grant Program was initiated in
FY 1997-98 in response to the Cultural Arts Master Plan Update, adopted by Council in
1996, which called for development of policies and procedures for ongoing operating
support grants to Santa Monica-based cultural and arts organizations. At that time,
Council directed staff to develop a grant application process which would address the
cultural interests of the community-at-large while ensuring the fiscal stability of the
cultural organizations which contribute to the City’s environment. Eligibility guidelines
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were developed and approved by Council in January 1997 and again in 1999 and used
to select the first two cycles of grantees. These guidelines are provided in Attachment I.
The Cultural/Arts Organizational Support Program provides $207,900 in financial
assistance to resident nonprofit arts and cultural agencies demonstrating a commitment
to serving the needs of the Santa Monica community. Funding in this program is
primarily dedicated to staffing, community outreach, development expenses, rent and
other basic operational expenses, ensuring the organizations’ continued presence in the
City while enabling them to better meet Santa Monica’s cultural needs by employing
professional staff and ensuring that the community is aware of the arts and cultural
opportunities available in the City.
Ten agencies were recommended for funding in Fiscal Year 2000-01, with an additional
two years of funding contingent upon effective program performance, availability of
funds and Council approval. The current fiscal year (2002-03) is the last year of that
grant cycle.
Funding from the Cultural/Arts Organizational Support Grant Program has enabled
these agencies to enhance their services to the community. Specifically, grants have
allowed the agencies to present free and low-cost programming in the City, supplement
salaries for professional staff including grant writers and development directors,
increase their marketing activities, and support the creation of long range plans and
evaluation processes. In all, the program has enhanced the professionalism and
stability of each of these important cultural resources.
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DISCUSSION
As in the previous cycles of funding, City staff proposes a three-year term beginning
with the budget adopted for FY 2003/04. Awardees would be required to submit a
renewal application and annual report in order to be considered for support in each of
the following two years. The context of the City’s overall budgeting and forecasting
process each year may affect the total amount of funds available in a given year.
It is anticipated that the Cultural/Arts Organizational Support Program mayl be faced
with a 2-5% cut, given the City’s budget deficit. Given this financial context, it is
unrealistic for the City to invite proposals from new agencies. Therefore, in February of
2003, staff proposes to release the OSP application to all currently funded nonprofit
cultural and arts organizations only. Staff will hold a workshop to provide applicants
with an orientation to the application process, including an overview of the minimum
eligibility requirements and selection criteria outlined in Attachment 1.
With Council approval, applications for the FY 2003-06 funding cycle will be made
available in February with an April application deadline. Applications will be reviewed
and funding recommendations included in the proposed FY 2003-04 City Budget.
Selection criteria favor organizations with a demonstrated commitment to the City, a
proven track record in community-oriented programming, a solid funding base and a
professional and high quality level of service. All applications will be evaluated by City
staff and comments will be sought from professionals in the fields of arts and cultural
management, programming, and budget development as appropriate.
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BUDGET FINANCIAL IMPACT
The Organizational Support Grant Program is supported by the City’s General Fund as
is the City’s Community Arts (CO-ARTS) Grant Program which provides $66,500 in
funding for specific arts programs throughout Santa Monica.
There will be no immediate financial impact from actions proposed in this report. Staff
will return for City Council approval with specific fund allocation recommendations in the
FY 2003-04 Proposed Budget to be released in early May of 2003. The Request for
Proposals will make it clear that grant recommendations will be contingent the
availability of adequate funds and City Council approval. All funding decisions will be
made in the context of the City’s overall budget and forecasting process each year.
RECOMMENDATION
Staff recommends that the City Council adopt the proposed FY 2003-06 funding
guidelines and selection criteria as described in this report and attachments.
Prepared by: Barbara Stinchfield, Director, Community and Cultural Services
María Luisa de Herrera, Manager, Cultural Affairs Division
Hamp Simmons, Coordinator, Cultural Affairs Division
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Attachment I
Minimum Eligibility Requirements
Applicants are eligible to apply for grant funding through the City’s Cultural/Art Organizational
Support Grant Program if they meet the following Council approved minimum eligibility
requirements:
The applicant is a previous recipient of a Santa Monica Cultural/Arts Organizational Support
Program Grant; and
The applicant maintains tax-exempt status under Section 501 (c) (3) of the Internal Revenue
Code; and
The applicant complies with Fair Labor Standards and pays professional performers, artists, and
supporting personnel at least the minimum level of compensation paid to people employed in
similar activities.
The applicant is in compliance with Title VI of the Civil Rights Act of 1964, Title VIII of the Civil
Rights Act of 1968 (as amended), and the Americans with Disabilities Act (ADA) of 1990.
Applicant does not discriminate in the hiring of staff or provision of services on the basis of race,
religion, sex, age, national origin, disabilities, HIV status, political affiliation or beliefs, or sexual
preference.
Selection Criteria
Applications for the City’s Cultural/Arts Organizational Support Grant Program will be reviewed
according to how effectively applicants can demonstrate that they meet the following Council-
approved selection criteria:
Offers ongoing programs of cultural and artistic excellence, indicated by
providing promotional and other sample materials showing the overall history of
the organization;
Meets community needs by means of a range of programs;
Links and collaborates with other Santa Monica-based arts and cultural
organizations;
Demonstrates the community’s support of the organization through
documentation of audience, volunteer, and organizational demographics, general
methods of community outreach, and attendance figures;
Demonstrates viability and long-term stability by providing organizational budget
documents including revenue breakdowns listing all major donors;
Employs a professional staff;
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Provides accessibility of programming to the general public;
Has a diversified funding base with no more than 25% of their total cash funding
derived from the City of Santa Monica.
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