Williamsburg Area Arts Commission

AGENDA City of Williamsburg Williamsburg Area Arts Commission Wednesday, September 20, 2023 A meeting of the Williamsburg Area Arts Commission will be held Wednesday, September 20, 2023 in the Stryker Center (Room 127), 412 N Boundary St, Williamsburg, VA 23185 commencing at 3:00 PM. Page I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES a. July 19, 2023 2 IV. CHAIR'S REPORT a. FY24 Liaison Assignments & Reports 3 b. FY24 Calendar 4 V. STAFF REPORT a. FY24 Release of Funds Update b. FY25 Application VI. SUBCOMMITTEE REPORTS a. FY24 Forum 5-8 b. FY25 Application & Guidelines 9 - 16 VII. NEXT MEETING a. November 15, 2023 VIII. ADJOURN Page 1 of 16  Williamsburg Area Arts Commission Stryker Center, Williamsburg, VA July 19, 2023 I. Call to Order: Chair Tom Phelps called the meeting to order at 3:00 pm II. Attending: Tom Phelps, Robert Leek, Robin Phillips, Barbara Volmer, Susan Corbett, and Joanna Skrabala, Tourism Development Specialist. Nancy Sullivan Nick Vrettos, and Georgianna Avioli were absent. III. Minutes: Minutes of the May 17 WAAC meeting were approved as submitted. IV. Subcommittee Report: Application & Guidelines Committee reviewed Guidelines for grant recipients for corrections and rewording. Additions include: clarification of criteria for projects completed to the start of the FY for which you are applying; explaining how the grantee is working to expand diverse access to the arts; how the WAAC is recognized in marketing and at events; and a request that the applicant uploads a screenshot of its IRS profile to the web address provided. V. Chair’s Report: Chair Tom Phelps reviewed the current liaison assignments and with discussion appointed liaisons to those organizations not assigned to a liaison. Mr. Phelps also discussed the favorable WAAC performance report. VI. Staff Report: Ms. Skrabala presented the FY24 WAAC Roster for review, and reported on the status of the FY23 Year-End Reports (all reports have been submitted, 2 late). We have received 18 FY24 funds release letters to date. VII. Second Subcommittee Report: The Forum Planning Subcommittee presented its proposed February, 2024 Forum plans with the topic of Board Development, using local experts in nonprofit board development. We are looking ahead for topics while staying flexible as needs change. Speakers have been recommended and are being approached for their interest and willingness to participate in the Board Development forum. The Subcommittee will report on speaker responses and the Subcommittee’s recommendations at the September WAAC meeting. VIII. Liaison Reports: The liaison reports were deferred to the September 20 WAAC meeting. IX. Next Meeting: September 20, 2023 X. Adjourn Minutes recorded and Submitted by Robert Leek Page 2 of 16  WILLIAMSBURG AREA ARTS COMMISSION FY24 Grantees and Liaison Assignments Organization FY24 Funding WAAC Liaison Notes Access Virginia $1,000.00 Corbett Accordion Renaissance $1,200.00 Corbett Ampersand International Arts Festival $9,500.00 Phelps An Occasion for the Arts $3,000.00 Phillips Aura CuriAtlas $2,500.00 Phillips Chamber Music Society of Wmbg $5,000.00 Phillips Chesapeake Bay Wind Ensemble $500.00 Vrettos Flute Frenzy $3,000.00 Phelps Institute for Dance $6,000.00 Corbett Jamestown Yorktown Foundation $7,150.00 Vollmer Muscarelle Museum $10,000.00 Vollmer Open Door Concerts $500.00 Phelps Assign to new Commissioner StageLights $2,000.00 Corbett Tidewater Classical Guitar $3,000.00 Avioli Virginia Arts Festival $10,000.00 Leek Virginia Opera $9,000.00 Leek Virginia Regional Ballet $11,000.00 Corbett Virginia Stage Company $1,250.00 Leek Virginia Symphony $11,000.00 Phelps WHRO $3,500.00 Vrettos Wmbg Book Festival $1,000.00 Leek Wmbg Choral Guild $3,000.00 Sullivan Wmbg Contemporary Art Center $11,000.00 Sullivan Wmbg Players $11,500.00 Sullivan Wmbg Symphony $15,900.00 Avioli Wmbg Women's Chorus $1,500.00 Vollmer Assign to new Commissioner Wmbg Youth Harp Society $2,500.00 Vrettos Wmbg Youth Orchestra $6,000.00 Vollmer Young Audiences of VA $5,000.00 Phillips WAAC Admin $1,500.00 Staff TOTAL $159,000.00 Page 3 of 16  FY24 CALENDAR (July 1, 2023 – June 30, 2024) Meetings/Events: • July 19, 2023 @ 3 pm – Regular Meeting* • September 20, 2023 @ 3 pm - Regular Meeting • November 15, 2023 @ 3 pm - Regular Meeting • January 17, 2023 @ 9 am – Annual Grant Review Meeting • February 8, 2023 @ 9 am – FY24 Forum • March 20, 2023 @ 3 pm - Regular Meeting • May 15, 2023 @ 3 pm - Regular Meeting *Regular meetings are held on the 3rd Thursday of every other month (July, September, November, March, May). Other Important Dates: • October 1, 2023 – FY25 WAAC Application Posted • November 2023 – FY25 CoW Outside Agency Application Due (WAAC Chair) • December 1, 2023 – FY25 WAAC Application Deadline • January 2024 – FY25 JCC Outside Agency Application Due (Staff) • February 1, 2024 – FY24 VCA Grant Year-End Reports Due (Staff) • April 1, 2024 – FY25 VCA Grant Application Due (Staff) • May 1, 2024 – FY24 WAAC Year-End Report Posted • June 30, 2024 – FY24 WAAC Year-End Report Due Page 4 of 16 Potential Speakers for the February Forum on Developing an Effective Board (Tentatively Scheduled for February 8th, 2024). 1. Chris Wininger: Contacted in early August. She has a very thorough approach and says she is willing to give us a pro bono rate. She is available and has marked her calendar for February 8th, tentatively. If selected, she probably would divide the presentation into an opening and two main parts, given a time frame of 9 AM to 12 PM. Each part would be roughly one hour. - She starts with opening questions like "what is your biggest challenge?" or "what keeps you up at night?" and captures the questions on a flipchart or similar. Going through the talk, she will address these issues as she comes to them. - Part 1 would focus on planning: things like: - Discussion of the NP startup point: initial planning and leadership - Components of NP strategic plans - Business differences between for-profits and NPs - Part 2 would focus on leadership and management, how to lead for success: things like: - How to put good leadership in place - Board recruiting - Orientation and expectations - Engagement of board members - How to handle "that one member." - In later years: - How to go from small to larger - Financial management (also part of the strategic plan) Fee: normally $1000, would be willing to do it pro bono for us. Next: she's traveling in September so cannot present her proposal to our meeting, but if we decide to engage her for this, she wants to: - Sit down with Tom and Robin / the committee and plan this out in more detail. - Would like the names, contact info, and an intro to reps for a couple of the organizations we work with, so she can ask about their concerns. We could identify two to three orgs of varying size and mission, which have competent reps who can discuss their challenges. Page 5 of 16 2. Network Peninsula Speaker: Discussed with Karen Dutro in early August. Karen would not be our speaker, but can work with us and Network Peninsula to provide a speaker / speakers from the organizations she works with. She has a great core of instructors in board development and can put us in touch with them (many come from Richmond). Their honorariums usually are $250 or less per hour. She said that what we are doing with our forum is what they do, and they could facilitate the event with is for under $1,000. Discussion outline and cost information provided by separate document from Karen Dutro. Page 6 of 16  Learning Objectives Best Practices for Non-Profit Boards February 8, from 8 am - 12 pm 1. Participants will learn how to build an effective board to include: • recruitment & interview process - personal attributes and attracting the right skill sets • onboarding process for board members – contract/letter of agreement, position description/roles and responsibilities, orientation • keeping the board engaged • board sustainability 2. Participants will learn about the components of a solid set of by-laws to include: • conflict of interest • mandatory meeting attendance • setting expectations • conflict of interest 3. Participants will learn the importance of and how to conduct evaluations to include: • evaluating the ED • board self assessment/evaluation • evaluating the work of the organization Page 7 of 16 Belinda H. Willis Belinda has worked in Human Services Administration for local government in Virginia for 20 years where she was responsible for administering and managing programs and initiatives. She specializes in organizational development and change management, most heavily in human services, within local, state and federal organizations, and non-profit agencies. Belinda’s background enables her to identify barriers to working with disparate stakeholders and to leverage their strengths in working toward a common goal. She is a “power organizer” and proactive in her approach to business process improvement. Belinda is a featured speaker and trainer of organizational development and other training topics. She works with numerous organizations on strategic planning initiatives, teambuilding, outcome measurement, effective communication skills, change management, event planning and leadership development. Most recently, she worked the York Foundation for Public Education as the Board Liaison. Belinda has served on over 20 different governmental and non-profit boards throughout her professional career. She brings her perspective as both a board member and a staff person to her training on Board Effectiveness. She has also served on the Board for Thomas Nelson Community College. Belinda is a lifelong resident of the Virginia Peninsula and has a BA from Christopher Newport College, a MEd from The College of William and Mary, and is a Certified Practitioner in Neuro- Linguistic Programming (NLP). Page 8 of 16  GUIDELINES FOR GRANT RECIPIENTS & GRANT APPLICATION REQUIREMENTS WHO WE ARE Williamsburg Area Arts Commission (WAAC) serves the municipalities of the City of Williamsburg, James City County and York County. Its purpose is to support and stimulate excellence in the arts through an active grant fund program. The grants focus on assessment and development of activities that will enhance the arts experience for all citizens and visitors to the Historic Triangle. As part of the annual grant process, WAAC reviews grant requests and makes recommendations to City of Williamsburg and to James City County to help determine what portion of the City and County budgets should be allocated for arts and culture. Arts organizations that qualify as a non-profit organization by the IRS are eligible to apply for those funds. To determine an organization’s eligibility to receive public funding, the Commission looks carefully at the type of mission, quality of programming, and evidence of sound administrative and fiscal management. FY24 COMMISSION MEMBERS: City of Williamsburg James City County Susan Corbett Georgianna Avioli Robert Leek Thomas Phelps Barbara Vollmer Robin Phillips (TBA) Nicholas Vrettos At Large (York County): Nancy Sullivan CRITERIA FOR FUNDING Applications for arts support are submitted to the Commission on December 1st for the upcoming Fiscal Year (July 1 thru June 30). Application forms are posted on the WAAC website by October 1st. • Applicants must be a non-profit, tax-exempt organization qualifying for Federal Tax exemption under section 501(c)(3) of the Internal Revenue Code and to which donations are allowable as charitable contributions under section 17 (c) of the Internal Revenue Code. The Commission will review non-profit status through the IRS, Exempt Organizations Select Check, http://www.irs.gov/Charities-&-Non- Profits/Exempt-Organizations-Select-Check • All funding requests must be made electronically by completing the official online grant application. • Applicants may request funds for general operating support and/or support for specific programs or projects. The cost for each request must be clearly specified in the proposed budget. Projects completed prior to the start of the fiscal year for which they apply are not eligible for funding. • Projects, performances and/or services must include service to the Historic Triangle (City of Williamsburg, James City County, and Upper York County). Note that cash awards and re-granting programs are not eligible for WAAC funding. 1 Page 9 of 16  • Special consideration is given to projects, performances, and/or services that nurture the Historic Triangle’s diverse communities and all population segments, including children, senior citizens, persons with disabilities and the financially challenged. • The Commission looks favorably on applications that show funding from other sources in addition to WAAC. That information can be entered in Section C of the Grant Application. • Sound management and adequate fiscal responsibility are major factors in WAAC’s evaluation of fund requests. • Notification of awards are made at the conclusion of the budget cycles of both James City County and the City of Williamsburg, usually by the end of the fiscal year which is June 30th. CHECKLIST FOR GRANT APPLICANTS Prior to submission of an application, grant writers should thoroughly review all documents related to the grant application package and be familiar with the Criteria for Funding above. It is important for applicants to gather all requested information in advance of compilation, including financials and the necessary official signatures. Late application will void the application. The following Checklist shows the items that must be included with an application. Forms submitted without the required items will incur penalties or disqualification. Late applications will not be considered. APPLICATION CHECKLIST: • Clearly define and describe your project and your organization’s mission. • Fund requests should be endorsed by the organization’s governing board. • If the application is for a project, it needs to be well thought out with thorough consideration given to the following: o Who will benefit? o Who will direct and guide the project? o Is there a clear plan of work? o Are the resources to execute the project in place? o Are costs clearly defined? o Is the appropriate budget form attached? o WAAC only accepts Budget Forms provided with the application: complete all applicable columns. o Is an evaluation plan included? o Is the application SIGNED by the authorizing official? • The Application must include: o A Board of Directors list with contact information o Copies of required tax information o All required financial information. o A list of other grant funding pending and/or received relating to this application. o Late applications will not be considered. 2 Page 10 of 16  GUIDELINES FOR GRANT FUND RECIPIENTS • Recipients must use funds for the purpose defined in the application. Any changes need discussion with grantee liaison to obtain approval. • Grantees must complete a Year-End Report by June 30th of the funded fiscal year. • Funds must be expended within the fiscal year stated on the application. • Grantees must acknowledge receipt of grant funds and thank WAAC for its support. • WAAC support must be acknowledged with its logo in all press, programs, social media, and other promotion materials related to funded events, including announcements at live events. The WAAC logo is required on all visuals. For WAAC logo Click here. • Grantees should include members of the Commission, Williamsburg City Council and James City Supervisors to their mailing lists. For link, Click here • Each grantee is assigned a Commission liaison officer who will assist grantees with direct communication to the Commission. YEAR-END REPORTING All grantee organizations are required to submit a Year-End report form on or before the end of the fiscal year. Failure to do so will result in a financial penalty the following year should the organization apply, and be approved for, future funding. All programs should be included in the report. • Year-End reports must reach the Commission no later than June 30th of the grant year. • Non-compliance will result in a penalty of up to 5% of a future grant award. • Requests for delayed reporting must be submitted in writing and in the hands of the Commission Administrator on June 30th (see next bullet) with a promised receipt date of no later than July 5th. • All organizations should apply for the release of grant money by sending a written request after July 1st, the beginning of the funded fiscal year, to: City of Williamsburg Attn: Joanna Skrabala, Tourism Development Specialist c/o Economic Development Department 401 Lafayette Street Williamsburg VA 23185 The letter must request the release of appropriated grant funds and indicate an understanding of the guidelines. Updated July 2023 3 Page 11 of 16  FISCAL YEAR 2025 GRANT APPLICATION NAME OF ORGANIZATION: ___________________________________ FUNDS ARE REQUESTED FOR: ___General Operating Support ___Special Project AMOUNT REQUESTED: $__________________ RECENT WAAC GRANTS RECEIVED: List up to three recent grants. Type of Support Fiscal Year Amount Received ORGANIZATIONAL CONTACT INFORMATION: ORGANIZATION EMAIL: _______________________________________ MAILING ADDRESS: (include P.O. Box if primary address) ______________________ CONTACT/GRANT WRITER: NAME_________________________________TITLE___________________________ CONTACT EMAIL:_______________________________________________________ CONTACT PHONE:______________________ ALTERNATIVE :____________________ CONTACT MAILING ADDRESS:_____________________________________________ NAME OF PRESIDENT/CEO/EXECUTIVE DIRECTOR: _________________________________ TITLE: ______________________________________________________________ EMAIL ADDRESS:____________________________________________________ PHONE:_________________________________________ MAILING ADDRESS:_____________________________________________ WAAC LIAISON COMMISSIONER (Omit if not a current grantee) _______________________ Page 12 of 16  PROJECT/PROGRAM DETAILS A. SPECIFY HOW ANY WAAC – AWARDED FUNDS WILL BE USED FOR EITHER OPERATING SUPPORT OR A SPECIAL PROJECT: (If a specific project is proposed, please submit a plan of work, including a budget for the project. Include appropriate budget details for either operating support or project support in the designated column in the Budget Section of this application.) B. STATE BELOW WHY YOUR ORGANIZATION IS AN APPROPRIATE CANDIDATE FOR PUBLIC GRANT FUNDS FROM THE WILLIAMSBURG AREA ARTS COMMMISSION. (Include your organization’s mission statement and explain how the request reflects its organization’s mission.) Mission Statement: How will the Grant Award support the organization’s mission: IF YOU HAVE A LONG-RANGE STRATEGIC PLAN, Click the Attachment. (If you do not have a long-range strategic plan, describe what your organization will look like in five years.) C. LIST BELOW OTHER SOURCES OF SUPPORT FOR OPERATING AND/OR SPECIAL PROJECT FOR WHICH WAAC FUNDS ARE REQUESTED. INCLUDE IN-KIND SUPPORT. Category of Support Funding Source Amount D. DOES YOUR ORGANIZATION PLAN TO COLLABORATE WITH OTHER ORGANIZATIONS DURING THE COMING FISCAL YEAR? YES______ NO _______ (If yes, provide participant names and clarify whether the collaboration is agreed to by all parties and roles for each.) E. Explain how you are working to expand diverse access to the arts. F. DO YOU CHARGE FOR YOUR EVENTS/SERVICES? (Please include your price structure) CATEGORY PRICE PRE-SALE PRICE Page 13 of 16 G. SCHEDULE AND EVENT DETAILS: Using the following forms, list as much information as you are able for each event or service as they relate to the request for WAAC funding. This schedule is required, if only an estimate. (Note: *FT/PT full time or part time) Event Date(s) Venue Accessibility Projected Attendance Audience Age Range Paid Performers (FT/PT)* Paid Staff (FT/PT) Contractors (No. of Hours) Volunteer Staff (No. of Hours) Volunteer Performers (No. of Hours) ALLOW FOR 10 EVENTS IN APPLICATION FORM REPLICATED AS ABOVE PERSONNEL/MANAGEMENT H. CREATIVE DIRECTION: Who will oversee the artistic direction of the project or service. (Provide title and principal qualifications. Upload or include below a brief biography and/or additional information about your Creative Director.) I. BOARD OF TRUSTEES Please provide a list of your board of directors, officers, and contact information below, or download the list from a file. (The IRS requires the Pres/CEO and the Financial Officer be two different persons) J. WHAT PERCENTAGE OF YOUR BOARD CONTRIBUTES EITHER FINANCIALLY OR WITH IN- KIND SERVICES? __________% MARKETING AND PROMOTIONS K. MARKETING/ADVERTISING/PROMOTIONAL ACTIVITY. Please explain the overall marketing and promotional strategies employed to achieve capacity. Note: WAAC is particularly interested in how you work to reach your target audience. Understand that “general public” is not a target audience. L. List all media sources below, social media sites used, and printed materials that provide all program details. Page 14 of 16  FINANCIAL AND TAX INFORMATION M. Proof of Federal Tax exemption and Up-to-Date Tax Payment. Please upload a screenshot of your IRS profile from the web address listed below. https://apps.irs.gov/app/eos/ Include Tax Exemption Letter N. ORGANIZATION AND PROJECT BUDGETS: (The WAAC fiscal year is July 1-June 30) Use the budget template provided (Label N) to attach here. The template is available as a fillable pdf with Adobe Acrobat Reader or as an Excel document. The template is required. Please attach your completed Project Budget Form. You MUST USE the WAAC Form. Please DO NOT change the formulas embedded in the spreadsheet. Insert your total revenues and expenses here. Note that budgets should balance. BUDGET YEAR 22-23 23-24 24-25 Current /Actual Estimated Proposed REVENUES EXPENSES Page 15 of 16  O. STATEMENT OF FINANCIAL POSITION Please complete the forms below with your recent Statement Position or Balance Sheet. If using your own statement, you will be able to attach it on the next page. The following information must be included. Insert last year’s form. P. SIGNATURE OF AGREEMENT The undersigned certifies to the best of his or her knowledge that the information in this application is true and correct. Please use your mouse cursor or finger (touch screen devices only) to sign on the line below. ___________________________________________________________ Name of authorizing individual: _________________________________________ Title of Authorizing Individual: __________________________________________ Date (MM/DD/YYYY): _________________________ WHEN YOUR APPLICATION IS COMPLETE, YOU MUST CLICK THE GREEN MARK AS COMPLETE BUTTON AT THE BOTTOM OF THIS PAGE. (SEE IMAGE) NOTE: Consider adding the following statement to the above: Recipients are required to submit a final report, to include accounting for grant expenditures, by June 30th of that year. Organizations with outstanding Final Reports will not be eligible for future funding until the report is received. Page 16 of 16