Table of Contents
- Getting Started
- Application Form
- A. Proposal Information
- B. Proposal Synopsis
- C. Scope of Work (up to 15 points)
- Proposal Budgets (up to 25 points)
- F. Matching Funds
- G. Need for Project & Operating Forecast (up to 30 points)
- H. Project Impact (up to 30 points)
- I. Professional Information
- J. Certification of Information and Compliance
- K. Final Submission
- Error Messages
- Submitting the Application Form
- Support Materials
- Required Support Materials
- Optional Support Materials
- Submitting the Application Package
- Mailing Instructions
All applications must be made through OASIS (Online Arts Services and Information System).
You will need an individual profile to apply for a Cultural Facilities grant through OASIS. For more information about setting up your profile, visit the help documents section of the OASIS support site at www.florida-arts.org/oasis/.
We recommend four steps to a successful application.
- Collect and prepare all of the information required to complete the application (or your part of the application).
- Fill out the application form online and assemble your application package using the instructions in this document.
- Review your completed application for typos, errors, and content. Make sure you're satisfied with your application.
- Submit your application online and save a copy for your records.
- Don't wait until the last day.
The Cultural Facilities application form has three types of questions.
These questions have very brief responses, either a pre-defined choice, a short text phrase, or a number. There wouldn't be much benefit to copy and paste but you should collect the required information ahead of time.
Automated questions have been calculated or filled by OASIS and you will not be able to change them directly; however, you should make sure that the values are correct. If automated values are incorrect it is probably an indication that one or more of the supporting values are incorrect.
Descriptive questions include all of the long text and detailed responses such as narrative and budgets. You should prepare and save these outside of OASIS, then paste them in (see preparing application content).
Preparing Application ContentWe recommend that you collect all of the information you need before starting your application. Although this is not required, this method may make it easier to think about the application as a whole. You can save and come back to your application as often as you wish.
You should prepare major sections of your application outside of the on-line system. Following are tips for preparing the application narratives outside of the on-line system:
- In order to get a better overview of your work, consider using a word-processing system when you write the narrative responses. You will get a better overview of the entire document by working outside of the on-line system.
- The on-line system is not a replacement or substitute for your normal tools for writing. Think of the on-line system as a mailbox, where you put the information when it's completed.
- The on-line system only allows very basic text entry. You can't create indents or bullets, or use spelling or grammar tools. The quality of your application will improve if you do these things outside of the on-line system and then copy and paste your work.
Text Formatting and Special Characters
The on-line system doesn't allow any formatting such as bold, italics, or font sizes, or allow certain special characters. To prevent character substitutions or errors when the on-line system finds a character it doesn't recognize, you should follow our text-preparation guidelines (pdf), especially when working from Microsoft Word or similar word processing software.
Filling Out the ApplicationOnce you've collected and prepared the requested information, all that's left is to enter the information into the on-line system.
Here are some important tips for filling out your application.
- Save your work often. Save whenever you think about it, but especially before you navigate to another section of the application. This is especially important if you use the menu on the left side of the screen since you don't have to pass the save button to get to it. There is no such thing as saving too often.
- Avoid using the back button. Use the navigation at the bottom and left side of the application to move between sections.
- Take your time. You can save your work and come back to it at any point. When using forms on the internet, it is easy to accidentally answer the wrong question. Make sure that you review your answer to each question after you've completed the application. Correct any errors before you submit the application.
A. Proposal Information
- Project Title
- Include the type of project proposed (for example: Education Wing: Renovation Phase 1). If the applicant name is different than the facility name, the facility name should be added to the title. Do not repeat the applicant name in the project title.
- Project Location
Please enter the physical address of the proposed facility
- Street Address
- Street Address (line 2)
- Zip Code
- Resident County of Project
- The county in which the project is located.
- Type of Project
Indicate the appropriate project category. Please check only 1 category.
- Project Phase
- Indicate whether this is a single or multiphase project.
- Phase Number (for multiphase projects)
- Indicate the phase number of the multiphase project.
- Historical Significance
How old is the building in years? If the facility is 50 years old or more, contact the Division of Historical Resources, Bureau of Historic Preservation at (850) 245-6333. If the facility is 50 years old or older, a letter from the Bureau of Historic Preservation (BHP) approving the project plans must be submitted to the Division of Cultural Affairs before any grant funds can be released. You may include a copy of the BHP letter in the Support Material packet. Do not send the BHP original document; as this document will not be returned.
- Funding From Historical Resources
Has the applicant organization applied for or received funding from the Division of Historical Resources for this project? (If yes, describe in Project Narrative, Scope of Work (Project Narrative) section. Prior and Current Phases must include information regarding these grants.)
- Who owns the building?
If the facility to be renovated is leased, the lessor must be named and the length of the lease must be disclosed. Remember, the lessor must be a public entity governed by either a municipality or county, or a not-for-profit entity, except where noted (see Basic Eligibility: Program Requirements).If this application is for the acquisition of a building, list the present owner. Documentation of the intent to sell and the purchase price must be provided in the original application. Please see Ownership or Lease of Property and Building, for documentation required.
- If the building is leased to the applicant, what is the length of the lease?
Indicate the number of years remaining on the lease as measured from July 1, 2011. The lease must remain in effect for at least ten years from the date the Grant Award (definition: for the purposes of this program, "Grant Award" is the date on which the Grant Award Agreement is fully executed).
- Who owns the land?
If the facility to be renovated or constructed is on leased land, the land lessor must be named. Remember, the lessor must be a public entity governed by either a municipality or county, or a not-for-profit entity, except where noted (see Basic Eligibility: Program Requirements).If this application is for the acquisition of land, list the present owner. Documentation of the intent to sell and the purchase price must be provided in the original application. Please see Ownership or Lease of Property and Building, for documentation required.
- If the land is leased to the applicant, what is the length of the lease?
Indicate the length of the lease in years.
- Project's Florida Legislative Districts
Provide both the Florida House and Senate district numbers that correspond to the location of the project.
B. Proposal Synopsis
- What other non-matching state dollars will go into the project?
Are there other moneys (in-kind contributions, pledges, or cash) that will be used for the project that you are not counting as matching funds? Identify the source and amount of these funds. Do not use dollar signs. Round to the nearest whole dollar.
- Are matching funds in the grant application being used to match any other Department of State grants?
You are not allowed to use the same dollars to match more than one Department of State grant. No state dollars from any source may be used as match.
- Total Support & Revenue
- As reported by a review, audit or detailed operating budget.
- Grant Amount Requested
This is the total amount of money requested for this project or phase. Only indicate the amount requested for this application.
- Confirmed Matching Funds (this proposal)
Confirmed matching funds means resources presently available to designate to this proposal (including cash the applicant has on hand, irrevocable pledges, in-kind services, donated services, materials, and other donated assets). Match is considered confirmed through the completion of the Project Budget and Matching Funds Statement. See the Guidelines for information on required match.The required match amount is two applicant dollars to every one state dollar (Exceptions: REDI-Designated counties and communities and organizations with Total Support and Revenue of less than $500,000. See Glossary: MATCHING).
- Request reduction of match as a REDI County or Community?
The Rural Economic Development Initiative, known as REDI, recognizes those rural or economically distressed counties or communities designated pursuant to Sections 288.0656 and 288.06561, Florida Statutes, as REDI qualified.
REDI match is $1 applicant for every $1 state.
Select "yes" if your organization is in a Rural Economic Development Initiative (REDI) status and you are requesting a $1 to $1 match.
To obtain a match waiver for a REDI location, you must submit a letter from your county government that acknowledges your grant application and requests a waiver on behalf of your organization. This letter should be included in the required attachments section of your application.
For more information about REDI, see the Division's REDI page.
- Project Cost (this application only)
This number is automatically calculated as the sum of Grant Amount Requested and Confirmed Matching Funds
- Project Synopsis - approx. 140 characters
Give a brief summary of the Project Narrative. Indicate how you intend to use the grant funds, describe the major work items involved, and what the end product will be. Please be as succinct and concise as possible because your synopsis will be published if your project is recommended to the Legislature for funding.
- Project Team - approx. 1655 characters
The project must have a Project Team named to be considered for funding. List the Project Team including the names and addresses of the architect, engineer, design consultants, and general contractor. The architect or engineer must be named and the Professional Certification signed. If the Project Team is "in house," list the architect, designer, engineer, or contractor. If the project does not require an architect, then the person who will be responsible for the construction, renovation, or acquisition must be listed.
- Organization Staff - approx. 1655 characters
List the organization staff dedicated to the completion of the projeect or phase and their project-related responsibilities.
- Single Phase Projects - approx. 3300 characters (about 1 page)
Describe your project in detail. Indicate how grant funds and match will be spent. Provide a time line of when grant funds and match will be expended. This is your Grant Completion Schedule. Include Division of Historical Resources grants for this project here.
- Multiphase Projects - approx. 6600 characters (about 2 pages)
Indicate how grant funds and match will be spent. Describe how this phase fits into the overall project. ("Phased" means a project that will occur in stages. This phase relates to the proposed use of this grant and its matching funds.) For example, if this grant proposal is for theatre seating, describe how that relates to the entire theatre renovation. Provide a time line when both the current proposal project and the total project are scheduled for completion.
- Current Phases or Activity - approx. 1655 characters
Describe any phases or activity of this project that are in process and not complete at the time of application. Current activity means any activity that will occur between July 1, 2012 and June 30, 2013. Include the estimated schedule for completion, amount of the grant (if applicable), how much match has been expended (if applicable), and how the other phase(s) relate to the current application.The Division will provide the Committee and Council with an update of outstanding reports, phase extension requests, grants expenditures, and any other information or issues relating to the overall project, including prior phases.
- Prior Phases or Activity - approx. 1655 characters
Describe prior completed phases of this project. Be sure to include the completion date of each phase. Prior activity means any activity (or completed phases) on this project that occurred before July 1, 2012.
C. Scope of Work (up to 15 points)
Include information about Division of Historical Resources grants for this project here. The Division will provide the Committee with an update of outstanding reports, phase extension requests, grants expenditures and any other issues relating to the overall project.
Prior and Current Phases
Proposal Budgets (up to 25 points)
Provide a complete, detailed project budget showing adequate revenues and appropriate expenditures. Each budget page will show budget categories, use the "add line" link to add detailed items for each category. Be sure to name each line item or it may not save.
You are not required to complete a budget summary. A summarized budget will be automatically created as you enter your budget detail.
This budget refers only to the project for which this grant is requested. Remember, all in-kind contributions must be detailed. Do not use dollar signs. Round to the nearest whole dollar.
In order to be funded with grant funds, a cost must be included in the Project Budget.
D. Proposal Budget Detail: Expenses
- 1. Land Acquisition
- This is the amount paid by the applicant for purchase of land involved in the project, or documented in-kind value of land donated for the project according to a certified property appraiser.
The following restrictions apply:
- Use the value on the date of acquisition. The time limit for claiming the site acquisition as match is no more than 5 years prior to the award of the grant. (For the purposes of this program, award means July 1 of the fiscal year in which funds are appropriated by the Florida Legislature for this grant.)
- Only the unencumbered equity in the property may be used as match. For the purposes of this program, the following definitions apply:
"Unencumbered" means property that is clear of any liens, mortgages, or debts.
"Equity" means the difference between what a property cost and what the owner owes against that property (example: the difference between the house cost and the remaining mortgage or loan payments on a house represents the equity in the house).
- Must be applicant-owned, except where noted under Basic Eligibility: Program Requirements.
- Lease value is not eligible for match.
- 2. Building Acquisition
Amount paid by the applicant for purchase of the building involved in the project, or documented in-kind value. The following restrictions apply:
- Use the cost value on the date of acquisition. The time limit for claiming building or site acquisition as match is no more than 5 years prior to the award of the grant. (For the purposes of this program, award means July 1 of the fiscal year in which funds are appropriated by the Florida Legislature for this grant.)
- Only the unencumbered equity in the building may be used as match.
- Must be applicant-owned except where noted under Basic Eligibility: Program Requirements.
- Lease value not eligible for match.
- 3. Architectural Services
- Amount paid (or documented in-kind) for total services involved with the project. These may include design work, schematics, design development, bidding and negotiation, consultant services, and contract administration by the architect. Remember, the Grant Award Agreement must be fully executed before you use state grant dollars for line item expenses.
The categories below, beginning with General Requirements, are patterned after those found in Masterspec; 1998, American Institute of Architects. Complete as appropriate. Expenses may include the actual amount to be paid or the value of the in-kind contribution. For additional information, contact the Cultural Facilities Program Manager.
- 4. General Requirements
May include the following contractor services: field engineering, shop drawings, allowances, construction photographs, quality control, LEED requirements, temporary facilities, construction waste management, and contract closeout.
- 5. Site Construction
- May include building demolition, site clearing, sewerage and drainage, excavation support and protection, underground ducts and utility structures, termite control, construction of piles or piers, subdrainage, pavements, irrigation systems, earthwork, and landscaping.
- 6. Concrete
- May include cast-in-place concrete, architectural cast-in-place concrete form-work, structural precast concrete, and special concrete toppings and finishes.
- 7. Masonry
- May include unit masonry; stone masonry veneer, restoration, and cleaning; and glass masonry assemblies.
- 8. Metals
- May include structural steel, metal fabrication, steel joists and decks, metal framing, metal stairs, pipe and tube railings, gratings, ornamental metalwork, and architectural point systems.
- 9. Wood and Plastic
- May include rough carpentry, finish carpentry, interior and exterior architectural woodwork, wood decking, sheathing, panelwork, and plastic fabrications.
- 10. Thermal and Moisture Protection
- May include waterproofing or repellents, fireproofing or fire-resistive materials, shingles and roofing, siding, and sealants.
- 11. Doors and windows
- May include steel, wood, glass, and aluminum doors; frames; automatic or revolving doors; steel, wood, glass, vinyl, and aluminum windows; unit skylights, decorative or mirrored glass, door and window hardware and glazing.
- 12. Finishes
- May include plaster; sheathing; ceramic tile; wood, stone, or brick flooring; carpet; painting; and wall coverings. Acoustical treatments such as panel or tile ceilings will apply only to theatres, performing art centers, auditoriums, or science centers.
- 13. Specialties
- May include louvers and vents, signs, lockers, metal storage shelving, and partitions, and permanently affixed storage units.
- 14. Equipment
- May include such items as theatre and stage equipment (i.e., fly systems, lighting instruments, stage drapery, and projector screens). Note: Do not include expenses for office equipment in the state column. Match funds that are spent on these items must be directly related to the project (see Glossary: Furniture and Equipment).
- 15. Furnishings
- May include casework, window treatment hardware, louver blinds, and theatre seating. Note: Do not include expenses for furniture in the state column. Match funds that are spent on furniture must be directly related to the project (see Glossary: Furniture and Equipment).
- 16. Special Construction
- May include X-ray protection and metal building systems.
- 17. Conveying Systems
- May include elevators, escalators, moving walkways, wheelchair lifts, and vertical conveyors.
- 18. Mechanical
- May include pumps, motors, sprinkler systems, plumbing fixtures, water heaters, HVAC pumps and controls, boilers, furnaces, liquid coolers and evaporators, air-conditioning units, humidifiers, fans, metal ductwork, and air filters.
- 19. Electrical
- May include wires and cables, transformers and switchgear, panelboards, fuses, disconnect switches and circuit breakers, interior and exterior lighting (including theatrical lighting), fire alarm systems, public address systems, and lighting control equipment.
- A. Total Expenses
- Automatically calculated as the sum of lines 1-19
- B. Contingency
- Not a part of Match
- C. Total Project Expenditures
- Automatically calculated as the sum of Match + State
E. Proprosal Budget Detail: Income
- 1. Total Private Support (Cash)
Private donations, including foundation grants awarded for this project, or a proportionate share of such grants allocated to this project, and cash donations.
- 2. Total In-Kind Private Support
Documented non-cash contributions provided to the applicant by individuals and non-corporate, non-government parties. Contributions may be in the form of the fair market value of goods and services directly benefiting and specifically identifiable to the project or program. Receipts or other signed statements should be kept by the applicant as documentation.
- 3. Corporate Support
Cash support derived from contributions to this project by businesses, corporations, and corporate foundations, or a proportionate share of such contributions allocated to this project.
- 4. Total In-kind Corporate Support
Documented non-cash contributions by corporate parties. Contributions may be in the form of the fair market value of goods and services directly benefiting and specifically identifiable to the project.
- 5. Total Local Government Support (Cash)
Cash support derived from grants or appropriations for this project by city, county, or other local government agencies, or a proportionate share of such grants or appropriations allocated to this project. Note: If the applicant is a city, county, or other local government agency, then their cash support should be shown under Applicant Cash and explained in the Budget Detail.
- 6. Total In-kind Local Government Support
Documented non-cash contributions by other units of government. Contributions may be in the form of the fair market value of goods and services directly benefiting and specifically identifiable to the project. Receipts or other signed statements should be kept by the applicant as documentation.
- 7. Total Federal Government Support
Cash support derived from grants or appropriations for this project by agencies of the federal government, or a proportionate share of such grants or appropriations allocated to this project.
- 8. Total In-kind Federal Government Support
Documented non-cash contributions by units of the federal government. Contributions may be in the form of the fair market value of goods and services that directly benefit and are specifically identifiable to the project. Note: The fair market value of any in-kind contribution must be documented to be eligible as matching funds. Receipts or other signed statements should be retained by the applicant as documentation
- 9. Applicant Cash
This line item is often used to "balance the budget" when expenses exceed all other revenues listed. For the proposal budget, these are temporarily restricted funds the applicant will dedicate to the project.
- D. Total Match
Automatically calculated as the sum of lines 1-9.
- E. Grant Amount Requested
- Automaticallly calculated as the amount previously entered.
- F. Total Project Income
Automatically calculated as the sum of Total Match (line D) and Grant Amount Requested (line E). This must be equal to or greater than line C.
F. Matching Funds
- Matching Funds Statement -approx. 3300 characters (about 1 page)
- Please compose a statement that addresses the availability of matching funds
- Match 1:1. The 1:1 match is available only to eligible organizations with Total Support and Revenue of less than $500,000 or REDI-eligible organizations. The eligible organization must include a copy of the organization's operating budget (or audit, if available) as documentation.
- Match 2:1. For eligible organizations with Total Support and Revenue of $500,000 or more, the applicant must provide at least two dollars of match for every one dollar requested from the state.
For all eligible organizations, regardless of their Total Support and Revenue, at least 50% of Matching Funds must be in cash (see Local Match for an explanation of CASH). Matching funds must be specifically related to the project for which grant funds are being requested and shown in the Project Budget.
For REDI applicants (see Request Reduction of Match), match percentages are the same as for non-REDI applicants; but overall, match must be at least $1 local for every $1 state regardless the funding request or Total Support and Revenue.
For all applicants: At least 50% of the match must be Cash-on-Hand (Liquid Assets), or Cash-on-Hand plus cash already expended on the project not earlier than 5 years prior to the application deadline (Project Expenditures).
Match Summary ChartComplete all lines of the match summary chart. The chart is based on $2 local for every $1 state requested. (REDI applicants should base the chart on $1 local for every $1 State). The chart percentages are based on total match as reported in your Proposal Budget.
- 1. Cash-on-Hand (Liquid Assets)
At least 50% of the 50% (i.e., 25% of the required match) must be cash-on-hand (not merely pledged) and dedicated to the project at the time of application.Examples: For organizations matching 2:1, if the funding request is $500,000, and the required match is $1 million, at least $250,000 must be cash-on-hand. For organizations matching 1:1, if the funding request is $40,000, with a required match of $40,000, then at least $10,000 must be cash-on-hand.
Cash-on-hand may exceed 25% of the total match, but may never be less than 25% of the total match. Cash-on-hand may be documented by submitting an account statement that shows the availability of the cash. For the purposes of this program, funds that are specifically dedicated to this project by a third party may be counted as cash-on-hand, if the applicant has an award letter or contract signed by the third party encumbering the funds. To document third-party match, send a copy of the signed award letter or contract.
For documentation of Cash-on-Hand:
- Cash-in-the-bank: Bank Statement
- Liquid Assets (other than cash-in-the-bank): a list of those unencumbered liquid assets dedicated to this project.
- 2. Expenditures
The balance of the cash match may be cash receipts for expenditures made toward the project, including purchase of building or site if the site was specifically acquired for the project. The time limit for claiming such expenditures shall be a maximum of 5 years prior to the application deadline.No more than 50% of the match may be irrevocable pledges or in-kind contributions
- 3. Irrevocable Pledges
Irrevocable pledges of cash must be received by the Grantee by June 30, 2013. Pledges must be documented in the following manner:
- Name of person or organization making the pledge,
- Amount of the pledge, and
- When the pledge will be paid (must be paid by June 30, 2013).
- 4. Documented In-Kind Contributions
Sources of in-kind contributions must be itemized at the time of application, and the goods and services received and utilized by June 30, 2013. Itemized in-kind contributions must include the following information:
- Name of person or organization making the in-kind contribution,
- Description of goods and services donated, and
- Fair market value of the in-kind contribution, including total value of the goods and services, amount to be donated, and the basis for the determination.
Note: In-Kind Contributions by the applicant are not eligible for match.
Non-profit organizations as applicants: Match must be complete and confirmed at the time of application.Municipalities and counties as applicants: Must submit a copy of the approved resolution with the application package, should include the dollar amount dedicated and available to the project if the grant is awarded and the date the funds will be available. Resolutions that have not been approved by the application deadline cannot be used as match documentation. Funding, as indicated by the resolution, must be made available within 90 days of state grant funding notification. A resolution or minutes by a city or county commission will fulfill the cash-on-hand portion of the local match.
Totals for the Match Summary Chart are automatically calculated.
Examples Of Match (Based on 2:1)
The Singwell Opera Company is requesting funding from the State of Florida to build a new performance hall. The first phase of the project will cost $1.5 million. The Company is submitting a request for $500,000. They will match the request with $1 million in the following manner:
|item||% of Total Match|
|$250,000 cash in the bank and dedicated to the project||25% of Total Match|
|$250,000 already expended on the project.||25% of Total Match|
|$300,000 documented irrevocable pledges.||30% of Total Match|
|$200,000 documented in-kind contributions||25% of Total Match|
The Goodview Art Museum is adding a new wing to its building. This single-phase project will cost $300,000. The Museum is requesting $100,000 from the State. The local match of $200,000 will be comprised of the following:
|item||% of Total Match|
|$75,000 cash in the bank and dedicated to the project||37.5% of Total Match|
|$75,000 already expended on the project.||37.5% of Total Match|
|$40,000 documented irrevocable pledges.||20% of Total Match|
|$10,000 documented in-kind contributions||5% of Total Match|
The City of Greenlawns is requesting funding from the State of Florida to renovate a small house and establish a museum on property that is owned by the City. The single-phase project will cost $300,000. The City is requesting $100,000 from the State and will provide a $200,000 match according to the following:
|item||% of Total Match|
|$175,000 from the City.
The City Commission passed a resolution (Cash-on-Hand) committing $175,000 to the project and making the funds available upon approval of the state grant. A copy of the approved resolution is submitted with the application.
|87.5% of Total Match|
|$25,000 irrevocable pledge from the Writewell book publishing company. The irrevocable pledge will be paid to the City on June 1, 2012||12.5% of Total Match|
Example of Match (Based on 1:1)
The Pirouette Dance Company is a small not-for-profit organization. Their most recent audit showed Total Support and Revenue of $130,000. The Company is requesting $16,000 from the State of Florida to renovate a small dance studio. They anticipate that this single-phase project will cost $32,000. They are eligible for 1:1 match because their Total Support and Revenue is less than $500,000. The local match of $16,000 will be comprised of the following:
|item||% of Total Match|
|$4,000 cash in the bank and dedicated to the project||25% of Total Match|
|$4,000 already expended on the project.||25% of Total Match|
|$6,000 documented irrevocable pledges||37.5% of Total Match|
|$2,000 documented in-kind contributions.||12.5% of Total Match|
- Donor Profile - approx. 3300 characters (about 1 page)
Provide the following information in either a chart (text based) or narrative format. You may submit a more detailed chart with your support materials if needed
- The number of donors who support the construction or renovation of the facility and range of contributed amounts (example: 100 people contributed $1,000 each; or 1,000 people contributed between $5 and $500).
- A description of the donors (example: individual, local artist guild, PTA, etc.). The names of the donors are optional. Additional donor information may be provided at the discretion of the applicant. The names of all donors become part of the public record and must be provided upon request.
- The population size of the community, and
- The percentage of community support. You may wish to provide a chart that groups like-donors (example: individual, organizations, corporations, government, foundations, etc.)
Limitations of Matching Funds
- Funds that are for General Operating Expenses (i.e, the Unrestricted column on the Statement of Activity page of the organization's audit) will not be allowed.
- Revenue from bond issues that have not been passed at the time of application will not be acceptable as match. Cash proceeds must be received and expended by the end of the grant period.
- Revenue from grants that have not yet been awarded will not be acceptable as match.
- Fundraising costs will not be acceptable as match.
- Legal fees or taxes will not be acceptable as match.
- Matching funds will be designated only to the project phase presented in this application and may not be used in previous or succeeding applications, or in any other Division or Department of State grant.
- Matching funds may have been expended prior to the execution date of the Grant Award Agreement; as long as they are clearly a part of the project described and can be documented. However, at least 25% of the matching funds must be Cash-on-Hand at the application deadline.
- Interest paid on mortgage. The interest paid on the mortgage is considered to be the "cost of doing business," and may not be used as match.
- Building or Land as match:
- The value of buildings or land not owned by the applicant may not be used as match.
- The building or land must have been purchased or acquired within 5 years prior to the award of the grant. (For the purposes of this program, award means July 1 of the fiscal year in which funds are appropriated by the Florida Legislature for this grant).
- The building or land must have been intended for the grant purpose at the time of purchase or acquisition.
- Only the purchase price or documented acquisition date value, not current market value, may be used as match.
- Loans may not be used as match. Only unencumbered equity may be counted as match.
- Funds from any State of Florida agency may not be used as match for this program.
G. Need for Project & Operating Forecast (up to 30 points)
The following questions address the benefits derived by the applicant from the completion of the project.
- Need for Project - approx. 3300 characters (about 1 page)
Please provide a narrative response that addresses that portion of the building on which grant funds will be spent. In your response, consider the organization's need for additional performance or exhibition space; office, work, or storage space; and history of organizational growth. Indicate increased square footage or increased utility. Support your response by referencing that portion of the long-range plan that shows the organization has considered long term construction or renovation needs.
- Operating Forecast Detail - approx. 3300 characters (about 1 page)
Please provide a narrative that addresses how the space will be used and the related costs. Incorporate budgetary figures where appropriate. You may use a budget spreadsheet format or incorporate the revenue and expense figures into your narrative.Consider staffing needs. What new staff will be needed (full time paid professional staff, part-time staff, volunteers, and docents)? What will be the additional expense to the organization? What new revenue sources will be used to offset the added expenses?
Consider programming needs. What new programs will be added, expanded, or improved as a result of the project? What will be the additional expense to the organization? What new revenue sources will be used to offset the added expenses?
You may wish to provide an example of how your operating budget will change after the project is completed. Use the format that best represents your operating budget detail. Your operating budget may look like the example below.
- Changes in Operation (Expenses and Income)
Changes in Operation FYE2011 FYE2012 FYE2013 FYE2014 Expenses Administration $70,000 $110,000 $115,000 $120,000 Artistic Personnel $30,000 $54,000 $58,000 $60,000 Utilities $8,000 $15,000 $18,000 $20,000 Total Expenses $108,000 $179,000 $191,000 $200,000 Revenue Ticket Sales $75,000 $160,000 $170,000 $185,000 Grants $20,000 $50,000 $50,000 $65,000 Total Revenue $95,000 $210,000 $220,000 $250,000
- Organization Staff - approx. 1655 characters
List the organization staff dedicated to the completion of the project or phase and their project-related responsibilities.
- Fiscal Stability - approx. 1655 characters
Provide a statement on the organization's sustained fiscal stability. Explanations for all deficits, losses, or negative trends should also be provided. It is the responsibility of the applicant to demonstrate why something that would normally be a cause for concern is not a problem for the applicant organization. Consider in your response whether your organization's financial record shows increasing fund balance deficits or unrestricted operating deficits.
H. Project Impact (up to 30 points)
- Community Impact of Project - approx. 3300 characters (about 1 page)
Discuss how the project will serve the city, county, or multi-county region, especially regarding new or improved programming and community services. Consider the following areas:
- Provides opportunities for local artists or cultural providers (i.e., in addition to the grantee, what organizations and local artists will be using the facility);
- Expands educational opportunities;
- Provides for increased access to cultural activities by minority groups and others;
- Has national or international impact;
- Has state, multi-county region, county, or municipality impact;
- Has historical or architectural significance;
- Will be a multi-purpose facility serving more than one type of cultural organization;
- Reflects energy efficient use in design and operation;
- Results in stimulating the observation and study of science and technology;
- Demonstrates the impact of your construction or revnovation on Florida's environment.
- Financial Impact of Project - approx. 3300 characters (about 1 page)
How will the organization address the financial impact the project will have on the organization's operations, maintenance, and programming? Address plans for community development, fundraising campaigns, operational grants, and endowment opportunities.
- Environmentally Friendly/Sustainable Design (NEW for 2012-2014) - approx 3300 characters (about 1 page)
Demonstrate the impact of your construction or renovation on Florida's environment.
Following is a brief discussion of environmentally friendly design elements that you may wish to consider when preparing for the construction or renovation of your cultural facility. If you already have included environmentally friendly elements in your facility, tell us about those.
Information on sustainable initiatives is REQUIRED for the 2013-2014 Cultural Facilities Program. Discuss how you will be incorporating environmentally friendly aspects into your cultural facility.
Consider how the project will address the fourth key element of the Culture Builds Florida Strategic Plan: Advancing Design and Development. One of the primary topics which relates to fostering high quality design and development throughout Florida incorporates the need to "advance sustainability and beauty by using smart growth principles."
The integration of energy efficiency and renewable resources in Florida's cultural facilities will not only foster global well-being, but will also support recognition of art as a motivator for social change. Cultural facilities that renovate or build with sustainable initiatives help to enhance a community's educational awareness of the importance of enduring environmental practices. Good energy management is a good business practice. Additionally, savings created through energy efficiency can be reallocated directly into an arts and cultural organization's programming agenda.
In your discussion, consider the following key concepts:
- Sustainable green building design elements focus on increasing the efficiency of resources used while reducing the building's impact on human health and the environment.
- LEED (Leadership in Energy and Environmental Design) is the predominant framework for implementing sustainable design in commercial and institutional buildings in North America.
- If you are already LEED certified (not required but encouraged) the Florida Council on Arts and Culture [FCAC] will want to know.
- The United States Environmental Protection Agency's EPA Energy Star program promotes protecting the environment through energy efficiency. The EPA reminds us that "Green isn't green without energy efficiency. Energy efficiency is the single largest way for a building to reduce its carbon footprint."
- The EPA also reminds us that "For assurance that a building is both energy efficient and environmentally sustainable, look for Energy Star AND green building certification together."
- The Florida Green Building Coalition's checklist FGBC Green Commercial Building Designation Standard Checklist specifies measures that can be taken during construction which incorporate sustainable initiatives. These green standards incorporate and expand Florida's building codes and include green commercial building construction standards. These standards include:
- Conservation and efficiency
- Inclusion of renewable technologies/green power
- Ozone depletion measures
- Utilization of measurement/verification approaches
- Conservation via wastewater technologies and usage reduction
- Water efficient irrigation techniques
- Drought tolerant landscaping/xeriscaping
Xeriscaping means landscaping that minimizes outdoor water use (drought-tolerant plants) while maintaining soil integrity and building aesthetics. Typically includes emphasis on native plantings, mulching, and no or limited drip/subsurface irrigation.
- Waste-water reduction usage
- Site selection (reuse of buildings in urban areas, green field protection, preservation of habitats, Brownfield redevelopment)
- Storm water management: erosion, sedimentation control
- Heat Island Mitigation (green roofs, cool roofs)
- Light pollution reduction (photo-pollution, luminous pollution)
- Proximity to alternative transportation
- Health factors:
- Increased ventilation effectiveness and monitoring of health hazards: CO2 monitoring, low emitting materials usage (adhesives, sealants, paints, carpet, wood, insulationâ€¦).
I. Professional Information
Please complete the following contact information for the Project Architect/Engineer and the Project Contractor.
- First Name
- Last Name
- Address (2)
- Zip Code
Select the correct answer for each of the following questions about prepatory documents.
- Preliminary design and development documents complete?
- Construction documents complete?
- Construction permits?
Indicate whether all required contruction permits are in hand, applied for, or neither.
J. Certification of Information and Compliance
This application requires that four different individuals certify to the information submitted.
- Official with Authority to Contract for the Property Owner
- Official with the authority to contract for the applicant
- Chief Financial Officer for the Applicant
- Grant Contact (as listed in the Proposal Information section)
For the Grant Contact, you will only need to enter their title; all other information is pulled from their individual profile.
Note: You are not required to submit signatures with the application, However, if you are awarded funds, we will request these signatures on the grant award agreement.
Complete the following contact information and certification statement for each individual.
- First Name
- Last Name
- For example: Project Lead, ABC Contracting
- Use only numbers in the first three boxes. The extension may include letters and punctuation if needed.
- I certify the above statements
- "Above statements" refers to all previous sections of the application. Answer yes or no.
K. Final Submission
- Support Materials - approx. 3300 characters (about 1 page)
Provide a list of your support materials and attachments. This will let us know what you plan to send as part of your application package.
Be sure to number each item, indicate how many copies (16 sets required) you are sending, and note whether the item is an audio/visual material. Audio/visual material may be reviewed by the Committee prior to the application review meeting, but will not be played or shown to the Application Review Committee at the meeting.
This list should be a duplicate of the list that you include in your application package and should correspond to your individually-labeled support materials.
Check the box when you are ready to submit your application.
The on-line system will catch basic budget errors, unanswered simple questions (yes, no, or short text), and missing profile information. All of these types of errors will appear on the Final Submission page, if you have them.
The on-line system also keeps track of whether you've exceeded the character count limit for narrative responses; however, you will only see that information while you're working on a particular question, you will not see an error message on this page. Questions that go over the limit will still allow you to submit, but the text will be cut off, possibly in mid-sentence. Be sure to double check that all of your narrative responses meet the character count requirements.
Submitting the Application Form
When you've finished your application, it is time to submit it. The on-line system will not allow an incomplete application to be submitted. Also, it cannot check for typos or accuracy. We suggest that you do a final preview of your application using the "view pdf" link on the grants page or the "preview button" in the application navigation. Print your application out and allow other people to proofread it. It is easier to spot mistakes on a printed page than on screen.
When you are satisfied that everything is correct, check the "Verification" box on the final submission page and click the "submit" button.
The page should go back to the "Current Grant Applications." If you look for your application on that screen, the "status message" should have changed from "In Progress" to "Application Received." A confirmation e-mail will be sent to the e-mail address in the applicant profile. If the status still says "In Progress," you have not submitted yet! Go back to the final submission page and make sure you have checked the verification checkbox.
After you submit the application, you will no longer be able to edit it. You should click the "view" link and save a copy of your pdf as submitted for your records. Division staff may request to see your saved document, if there are any problems with your application.
If it is before the deadline and you wish to modify your application, you must contact the Division to request access. You must still re-submit the application before the deadline for it to be eligible. No application modifications will be allowed after the application deadline.
Do not include any copies of your application form with your support material package! Only submit your application form on-line. Committee members will not review printed copies of the application submitted by the applicant.
Send 1 Original and 15 collated sets of the support materials with cover sheet. Each application package should contain all support materials/attachments (required and optional). The packages must be mailed to the Division and postmarked by the deadline date. Support materials will be forwarded to the Application Review Committee for their review. It is the responsibility of the applicant to supply 16 complete, collated sets of support materials. The Division will not copy support materials and will not review packets for completeness. If there are not enough packets for all Committee members, no support materials for that application will be sent to the Committee. Support materials and attachments postmarked after the application deadline will be automatically disqualified.
Required Support Materials
For not-for-profit, tax exempt applicants only. Include in the Support Materials packet marked ORIGINAL:
- 1 IRS 501(c)(3) or 501(c)(4) determination letter.
For ALL applicants. All of the following attachments must be submitted to have a complete application. Please assemble in the following order:
- Matching Funds Documentation including Cash-on-Hand, In-Kind Contributions, and Pledges.
- Proof of Ownership or Lease of the Property and Building; or required documentation, if this application is for an Acquisitions only
- Audit (if available)
- 8.5 x 11 Reduction of Current Architectural Plans
- REDI letter (if requesting a REDI cash match waiver)
- Local Support for Project
Matching Funds Documentation
Documentation may include award letters from third parties; list of irrevocable pledges; list of in-kind contributors; bank statement confirming Cash-on-Hand, a list of Liquid Assets dedicated to the project, or other documents that substantiate funds claimed as match (see Local Match and Match Summary Chart for additional information).
Unrestricted Use: Ownership or Lease of Property or Building or BothProvide documentation that the Applicant has either Unrestricted Use (ownership or lease) of the building and the land associated with the proposal/project
- Ownership. Legal proof of unrestricted ownership of property or building or both. Unrestricted means unqualified ownership and power of disposition. Property that does not meet the unrestricted ownership criterion will not be eligible for match (exception: land/improvements owned by a state agency and leased to an eligible applicant). Documentation may include a deed, title, or a copy of a recent property tax statement. Provisional sales contracts, binders, or letters of intent are not acceptable documentation of ownership.
- Lease for a specific period of time. The lease must be executed/effective at the time of the application deadline and remain in effect for a length of time of not less than ten (10) years from the date the Grant Award Agreement is fully executed. This means that if your application is funded, your lease must be in force, at least through the end of July 2021. Only leases in which the lessee is a public entity governed by either a municipality or county, or a not-for-profit entity are eligible for a Cultural Facilities grant. Provisional leases or management agreements that expire before July 2021 do not qualify.
Documentation must include an executed copy of a lease (see definition of Lease,) and a written explanation of any easements, covenants, or other conditions affecting the use of the site or facility, or both.
For Acquisitions only
Acquisition applicants are considered exempt from this Unrestricted Use eligibility requirement. If the application is for an acquisition, the applicant must provide a description of the facility, purchase price, and a letter of intent to sell signed by the seller (see also, Building Acquisition). Remember, the state will not reimburse the grantee for an expense that was incurred prior to the execution of the Grant Award Agreement. Therefore, the purchase of (closing on) the property or facility (an expense) may not take place prior to the execution of the Grant Award Agreement.
Audit (if available)
NOT-FOR-PROFIT, TAX-EXEMPT ORGANIZATIONS: An audit is no longer required for the program. However, it may be used to substantiate Total Support and Revenue. A Review, or a Compilation if signed by the authorizing official, may also be used as documentation of Total Support and Revenue. Send the most recent available.
MUNICIPAL OR COUNTY GOVERNMENTS: May submit either an audit or an internally prepared financial statement as documentation of Total Support and Revenue. Send the most recent available.
If an audit or internally prepared financial statement is provided, send only 1 copy and label accordingly.
Important, but not required:
- If a City or County government owns the building or land or both and is applying on behalf of a not-for-profit organization, then the financial statements (or audit) of the applicant and the financial statements (or audit) of the organization that will be responsible for the management of the facility, once it is open, are recommended.
Current Architectural PlansAll applicants must submit an 8 Â½" x 11" reduction of current architectural plans for the facility. A reduction must be included in each of the 16 collated sets of support material. DO NOT send full size architectural plans or drawings.
Those applications that are recommended for funding by the Florida Council on Arts and Culture and approved by the Secretary of State, the 8 Â½" x 11" reduction of current architectural plans for the facility may be submitted to the Florida Legislature. Suggested types of submissions:
- For new construction: an architectural drawing, artist's rendering, or a "footprint" of the proposed facility.
- For renovations: an architectural drawing, artist's rendering of the proposed facility if the renovation is an addition; or a "footprint" of the facility with the renovations clearly marked.
- For land or facility purchase: an architectural drawing, artist's rendering, or a "footprint" of the proposed facility.
In addition to the 8.5" x 11" reduction of current architectural plans for the facility that you submit as part of the application package, you should also send the same document in one of the following formats: slide, original photograph, or an electronic file submitted on a disc. Electronic files must be 300 dpi or higher and saved as a Windows compatible TIF, JPG, or GIF. The submitted photograph or slide will be part of the application and will not be returned to the applicant.
Pictures will help Legislators better understand your project. Submit the drawing or picture that best represents your construction or renovation project. If more than one architectural drawing, rendering, or footprint is submitted and you do not indicate which one should be used, the Division will select the one that best represents the project.
Enclose a letter from your county government that acknowledges your grant application and requests a reduction of the 2:1 match (reduced to 1:1) on your behalf (the applicant organization).
Local Support for Project
All applicants must submit letters of support from local officials (City and County Government) and community groups who are lending support to this project. Letters should be from individuals who have actually visited the facility (if a renovation project) or participated in programs (if a new facility). Applicants should avoid form letters; original letters are preferred. Five or six support letters are sufficient.
In lieu of letters, you may submit a list of the officials. Using the format below, include the name of the official, title (organization/affiliation), and signature. Support letters will not be accepted after the application deadline. Add additional lines as needed.
|Typed Name of Official||Complete Title
Optional Support Materials
You may submit other support material following those that are required.
This is your opportunity to submit support material that may be referenced in the body of your application. Other Support Material could include supplemental budgets, expanded budgets, flyers, brochures, newspaper articles, plans for Sustainable Design, etc. The Committee is under no obligation to review optional support material. However, if Committee members are interested in additional information, this is where they would go to find it. Be sure to identify and label optional support materials.
Submitting the Application Package
All Support Materials and attachments must be mailed to the Division and postmarked by the application deadline. An application package postmarked no later than midnight of the deadline date shall be deemed to have been submitted in a timely fashion. If the grant deadline falls on a Saturday, Sunday, or legal holiday, the deadline date will be the next following day which is not a Saturday, Sunday, or legal holiday.
- All not-for-profit applicants must submit a copy of their 501(c)(3) or (4) IRS Letter of Determination to establish eligibility.
- Materials received or postmarked after the final deadline will not be provided to the Application Review Committee.
- It is the responsibility of the applicant to supply all required information. Be sure that you have followed all of the instructions for assembling your required attachments and optional support materials package.
- The Department of State, Florida Council on Arts and Culture, Division of Cultural Affairs, and the Application Review Committee assume no responsibility for the care, safety, and security of support materials.
- Do not include any copies of your application form with your application package. Send only your required attachments and optional support materials. Committee members will not review paper copies of the application submitted by the applicant.
- All application information submitted to the Division is open for public inspection and subject to the Public Records Law unless specifically exempted by law (Chapter 119, Florida Statutes).
Send the 16 collated sets (1 marked original and 15 copies) of the Support Materials, and a cover sheet with each set that lists the required attachments and optional support materials by "Certified Mail, Return Receipt Requested" or other receipted service postmarked on or before the deadline date. Express package delivery services are not necessary since the deadline is a "postmark deadline."
Address the package as follows:
Cultural Facilities Program
Division of Cultural Affairs
Florida Department of State
R.A. Gray Building, 3rd Floor
500 South Bronough Street
Tallahassee, Florida 32399-0250