$ Denotes budget line item definitions.

Accessibility - opening existing programs, services, facilities, and activities to individuals with disabilities. Inclusiveness of persons with disabilities is addressed through staffing, mission, policy, budget, education, meetings, and programs to insure that audiences/participants have an equal range of opportunities.

$ Admissions - revenue derived from the sale of admissions, tickets, subscriptions, memberships, etc., for events attributable or prorated to the project.

$ Applicant Cash - funds from “Applicant’s” present and/or anticipated resources that “Applicant” plans to provide to proposed project. For General Program Support or total operating budget purposes, this line-item represents withdrawal from savings. This line item is often used to “balance the budget” when expenses exceed other revenues. It shows the applicant’s ability to “pay the bills” for all expense items. If there are excess revenues, reduce this line to zero or only the amount needed to balance the budget. Negative numbers cannot be used to balance the budget.

Artist - an individual who creates or performs, on an ongoing basis, works of art within an artistic discipline (dance, folk arts, interdisciplinary, literature, media arts, music, theatre, or visual arts), and is pursuing it as a means of livelihood or for the highest level of professional recognition. Does not include beginning/amateur artists such as beginning students who are not yet seriously committed to the discipline or life-long-learners who are taking art classes. The total number of artists should reflect the number of professional artists that are directly involved in providing artistic services specifically identified with the grant.

Arts - any and all artistic disciplines which include but are not limited to music, dance, drama, theatre programs, creative writing, literature, architecture, folk arts, visual arts, and media, and the execution and exhibition of other such allied major art forms.

Authorizing Official - name of person with authority to legally obligate “Applicant.”

Bilateral - Pertaining to, or having two sides; two-sided, affecting or undertaken by two sides equally, binding on both parties.

$ Cash Reserves - For most organizations, this will be your savings account, other cash reserves or investments that are available to spend on general operations or programs. The “reserve” will usually increase when there are excess revenues for the year, and decrease if there was a deficit. This is more a year end accounting function than actual day to day activity.

Community - the geographic area and/or constituents served by the applicant (for general program support requests) or by the proposal (for project requests).

Community Organizations - civic, social service and business groups that may be involved in the project for which funding is being requested. These may include science organizations, historical organizations and organizations which serve diverse populations.

Congressional District of Applicant - district of the United States House of Representatives in which “Applicant’s” business address is located.

Contact Person - the person to contact for additional information about the application. The person with immediate responsibility for the project.

$ Contracted Services Revenue - revenue derived from fees earned through sale of services (other than this grant request). Include sale of workshops, etc., to other community organizations, government contracts for specific services, performance or residency fees, tuition, etc. Include foreign government support.

$ Corporate Support - cash support derived from contributions given for this project (other than this grant request) by business, corporations and corporate foundations or a proportionate share of such contributions allocated to this project.

$ Costs (Allowable) - costs shall be allowed for the purposes of a grant provided that:

• they occur or are obligated within the grant period specified on the grant application; and
• they are solely for the purposes of the grant and can be easily identified as such.

Grant and matching funds may be used for the following purposes only when specifically contained and approved in the grant application. In making the decision, the review panel shall determine if the cost of the item is reasonable and is essential to the implementation of the proposal:

• travel outside the continental United States; or
• equipment purchases that cost in excess of $5,000 and that have a life of more than one year.

$ Costs (Nonallowable) - nonallowable costs should not appear anywhere in the Grant Proposal Budget (Form D) or the Grant Proposal Budget Detail (Form E). The following are nonallowable project costs for grant or matching funds:

• expenses incurred or obligated prior to, or after, the grant period;
• lobbying or attempting to influence federal, state, or local legislation;
• building, renovation, or remodeling of facilities;
• capital expenditures (includes acquisitions, building projects, renovations, etc.);
• bad debts, contingencies, fines and penalties, interest, and other financial costs;
• private entertainment, food, beverages, plaques, awards, or scholarships;
• projects that are restricted to private or exclusive participation, which shall include restricting access to programs on the basis of sex, race, color, national origin, religion, handicap, age, or marital status;
• regranting (using state funds to underwrite local grants programs); and
• contributions and donations.

Council - the Florida Arts Council.

Cultural - includes the disciplines of dance, music, theatre, folk-arts, visual arts, literature, media arts, interdisciplinary, multidisciplinary, and programs of museums.

Cultural Action Plan - a strategic plan which the applicant organization uses to address the community’s current and future cultural needs. The plan must include both short and long range components, addressing community cultural goals.

Cultural Diversity - having the characteristic of being deeply rooted in and reflective of ethnically diverse, inner-city, or rural populations, and which represents the works of a particular culture, including an ethnic minority.

Cultural Events - includes different artistic, cultural, or educational activities which were produced or sponsored by the grantee, were open and accessible to the public, and took place in the grant period, i.e. performances, exhibits, rehearsals, workshops, classes, seminars, demonstrations, conferences, publications, or media broadcasts. Do not include strictly fund-raising/gala events. Note: to count number of events, only include the number of different events which were offered, i.e. a play performed ten times, or a museum exhibit running for three months, should each be counted as one event.

Demographics - statistical information relating to the characteristics of human populations, with reference to size, growth, density, distribution, and for the purposes of the proposal, information on the economic base. Include information (types and percentages) on the geographic service area of the applicant with respect to age groups, ethnic and other diverse populations, types of employment, and the capacity for expansion or decline for both economic and population bases.

Department - the Department of State.

Director - the Director of the Division of Cultural Affairs of the Department of State.

Disability - a physical or mental impairment that substantially limits one or more major life activities.

Division - the Division of Cultural Affairs.

End Date - the last date of fiscal activity in the project for which assistance is requested.

Equipment - all items which cost in excess of $5,000 (per unit) and have a life expectancy of over one year.

Exchange - To take or give in return of something else, to provide or transfer goods or services in return for something of equal value, to take part in a mutual trade, to give and receive in a reciprocal manner.

$ Foundation Support - cash support derived from grants given for this project (other than this grant request) by private foundations, or a proportionate share of such grants allocated to this project.

General Program Support - funding to assist underwriting general programming expenses (not for specific projects) of eligible organizations through a specified period. General program support funds may be used only for those programming expenses itemized on the grant proposal budget form. This type of funding is broad in scope. Panel review is more comprehensive and encompasses evaluation of all activities conducted by the applicant organization.

$ Government Support-Federal - cash support derived from grants or appropriations given for this project (other than this grant request) by agencies of the federal government, or a proportionate share of such grants or appropriations allocated to this project.

$ Government Support-Local/County - cash support derived from grants or appropriations given for this project (other than this grant request) by city, county, in-state regional, and other local government agencies, or a proportionate share of such grants or appropriations allocated to this project. Applicants may include Florida License Plate dollars in this category.

$ Government Support-State/Regional - cash support derived from grants or appropriations given for this project (other than this grant request) by agencies of the state government and/or multi-state consortiums of state agencies, or a proportionate share of such grants or appropriations allocated to this project.

Grant Award - the dollar amount of a grant award approved by the Secretary of State for a project, program, or general program support as outlined in the application.

Grant Award Letter - the letter signed by the Secretary of State or an authorized representative of the Department of State and countersigned by the grantee. The grant award letter contains the grant award amount, applicable rules, regulations, and any special conditions of the grant award. When the countersigned award letter is returned to the Division, a grant award agreement is established between the State and the grantee.

Grant Period - the term in which the project, program, or general program support will be accomplished as set forth in the application by the start date and the end date.

Grantee - an organization receiving a grant award from the Department of State.

Individuals Participating – The total number of individuals who are directly involved in the funded activity as artists, non-artist project participants or audience members between the grant or project start and end dates. Figures should encompass only those individuals directly affected by or involved in the funded activity, and should include the totals from the Artists Participating and Youth Benefiting fields. For General Operating Support count artists, staff, audiences, and project participants directly involved with organization’s events and services within the given funding period; do not substitute the entire population of the geographic area served. For projects related to publication, report the number of persons using the materials or the number of copies actually distributed; do not substitute the total number of copies produced. For Internet-based projects, report the number of unique users; do not substitute the number of “hits” or times the information was accessed.

$ In-kind Contributions - all non-cash contributions provided to the grantee and other non-federal parties. These contributions may be in the form of charges for real property and non-expendable personal property and the value of goods and services directly benefiting and specifically identifiable to the project or program. The basis for the valuation of personal services, material, equipment, buildings, and land must be fair market value and be documented. This includes all such goods and services provided the grantee by a third party in lieu of a cash contribution. Note: Grant Proposal Budget: In-kind contributions may not exceed 25% of the total project costs. (See “Project Costs.”).

$ Marketing - all costs for marketing/publicity/promotion specifically identified with the project. Do not include payments to individuals or firms which belong under “Personnel,” or “Outside Professional Services.” Include costs of newspaper, radio, and television advertising, printing and mailing of brochures, fliers, and posters, and space rental when directly connected to promotion publicity, or advertising.

Matching Funds - the portion of the project costs not borne by the Department of State. Matching funds shall amount to at least 50 percent of project costs which may include up to 25% of project costs as in-kind, unless otherwise specified in the Grant Award Agreement. Programs with match requirements other than 50% are Challenge Grant, State Touring, and UACAP. Funds received from the sale of the Arts License Plates are considered local government support and are allowed as match.

Minority - for the general purposes of Division Grants Programs, a minority is a lawful, permanent resident of Florida who is one of the following: an African-American (a person having origins in any of the racial groups of the African Diaspora); a Hispanic-American (a person of Spanish or Portuguese culture with origins in Spain, Portugal, Mexico, South America, Central America, or the Caribbean, regardless of race); an Asian-American (a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands, including the Hawaiian Islands prior to 1778); a Native-American (a person who has origins in any of the Indian Tribes of North America prior to 1835); or a person with a disability. For the purposes of Division programs, gender and religious affiliations are not basis for consideration as minority.

On-site Evaluation Program - a Bureau of Grants Services program which coordinates administrative and artistic reviews to monitor grantee performance.

$ Other Private Support - cash support derived from cash donations given for this project or a proportionate share of general donations allocated to this project. Do not include corporate, foundation, or government contributions and grants. Include gross proceeds from fund-raising events.

$ Other Revenue - revenue derived from sources other than those listed above. Include catalog sales, advertising space in programs, gift shop income, concessions, parking, investment income, etc.

$ Outside Artistic Fees and Services - payments to firms or persons for the services of individuals who are not normally considered employees of “Applicant,” but consultants or the employees of other organizations, whose services are specifically identified with the project. Include artistic directors, directors, conductors, conservators, curators, dance masters, composers, choreographers, designers, video artists, filmmakers, painters, poets, authors, sculptors, graphic artists, actors, dancers, singers, musicians, teachers, instructors, etc. serving in non-employee/non-staff capacities.

$ Outside Other Fees and Services - payments to firms or persons for non-artistic services or individuals who are not normally considered employees of “Applicant,” but consultants or the employees of other organizations, whose services are specifically identified with the project.

$ Personnel-Administrative - payments for salaries, wages, fees, and benefits specifically identified with the project, for executive and supervisory administrative staff, program directors, educational administrators, managing directors, business managers, press and agents, fund raisers, clerical staff such as secretaries, typists, bookkeepers; and supportive personnel such as maintenance and security staff, ushers and other front-of-the-house and box office personnel.

$ Personnel-Artistic - payments for salaries, wages, fees, and benefits specifically identified with the project for artistic directors, directors, conductors, conservators, curators, dance masters, composers, choreographers, designers, video artists, filmmakers, painters, poets, authors, sculptors, graphic artists, actors, dancers, singers, musicians, teachers, instructors, puppeteers, etc.

$ Personnel-Technical/Production - payments for employee salaries, wages, and benefits specifically identified with the project, for technical management and staff, such as technical directors; wardrobe, lighting and sound crew; stage managers, stagehands; video and film technicians, exhibit preparators and installers, etc.

Presenter (Sponsor) - an organization that is in the business of presenting professional performing artists or arts groups to the public.

Project Costs - all allowable expenditures incurred by the grantee and the value of in-kind contributions made by the grantee or third parties in accomplishing the grant.

Project Title - a short descriptive title of the project for which “Applicant” is requesting assistance. If no formal title exists or if the title is not descriptive, a short phrase describing the activities of the project should be substituted.

Regranting - using state grants monies to underwrite grants programs or individual grants within one’s own organization or another organization. Regranting of Division funds is prohibited.

$ Remaining Operating Expenses - all expenses not entered in other categories and specifically identified with the project. Include non-structured renovations, improvements, scripts and scores, lumber and nails, electricity, telephone and telegraph, storage, postage, photographic supplies, publication purchases, sets and props, equipment rental, insurance fees, trucking, shipping, and hauling expenses not entered under “Travel.”

Rural - counties whose total population is less than 100,000 or whose population density is less than 250 people per square mile and not located within a U.S. Census designated metropolitan area. (This definition is used for the Underserved Arts Communities Assistance and Arts in Education Programs.)

School-based cultural events - cultural events that directly involve the participation of a public or private PreK-12 school, i.e. school field trips to arts organizations, performances or workshops which took place on school grounds, or other collaborations between arts organizations and schools. In school-based cultural events, the school is involved in organizing the children’s participation in the cultural event. Touring companies should not report attendance at schools when the program was funded by the Division’s state touring grant program.

Secretary - the Secretary of State.

Self-study - a checklist used to evaluate an organization’s compliance with laws regarding accessibility. Design for Accessibility, An Arts Administrator’s Guide, prepared and published by the National Assembly of State Arts Agencies and the National Endowment for the Arts, provides an Arts Accessibility Checklist, (available through local arts agencies or the Division of Cultural Affairs), a copy of the Department of State, Americans with Disabilities Building/Facility Evaluation is available from the Division of Cultural Affairs, and a Checklist on the Americans with Disabilities Act is available from the Office of Public Affairs of the National Easter Seal Society at (202) 347-3066 Voice, or (202) 347-7385 TDD.

Seniors - individuals over the age of 65 that directly attended/participated in the project or program.

$ Space Rental/Rent or Mortgage - payments specifically identified with the project for rental of office, rehearsal, theatre, hall, gallery, and other such spaces. Include the interest portion of mortgage payments only - do not include the principal portion of mortgage payments. Do not include rental of housing for guest artists or other persons traveling under the grant project (see definition for travel).

Specific Project - a particular project, program, or series within the applicant organization’s total operations. Organizations selecting to submit a Specific Project application should be certain the application is indeed for a project and not General Program Support. Do not attempt to disguise general operations as a project to seek greater funding. A specific project proposal budget should not reflect the entire general operating budget.

Sponsor - see Presenter.

Start Date - the first date of fiscal activity in the project for which assistance is requested.

State-supported Institution - any organization whose general operations budget is supported by funds from state appropriations which exceeds $10,000, exclusive of competitive, nonrecurring grants.

Total Fund Revenue – means all revenue received by an organization during a fiscal year and recognized in the organization’s independent certified audit or attested financial statement.

Total Operating Budget - gross operating income for the organization’s last completed fiscal year. Governmental agencies may include all funds directly appropriated and administered by the applicant agency, as well as support services provided by the agency, that are directly attributed to the program. A detailed listing of these support services must be attached to the grant application operating budget and must be approved by and signed by agency budget officials. Do not include capital contributions or expenses in the operating budget.

$ Travel - all costs for travel directly related to the travel of an individual or individuals and specifically identified with the project. For transportation not connected with travel of personnel, see “Remaining Operating Expenses.” Include fares, hotel, and other lodging expenses, food, taxis, gratuities, per diem payments, toll charges, mileage, allowances on personal vehicles, car rental costs, etc. For trucking, shipping, or hauling expenses see “Remaining Operating Expenses.”

Underserved - a term used to identify certain target groups. The meaning changes in different program areas. For Arts in Education and UACAP, it refers to rural counties, or groups of individuals which meet certain ethnicity, age, or disability criteria, or to areas lacking cultural resources. For Cultural Support Grants, a financially underserved area refers to a county which has received an average of less than $10,000 in state arts grant program funding in the last two state fiscal years.

Youth Participating - individuals under the age of 18 that directly attended/participated in the project or program.