Williamsburg Area Arts Commission

AGENDA City of Williamsburg Williamsburg Area Arts Commission Wednesday, March 20, 2024 A meeting of the Williamsburg Area Arts Commission will be held Wednesday, March 20, 2024 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. January 17, 2024 2 IV. CHAIR'S REPORT a. FY25 WAAC Commissioners 3 b. Timeline & Planning 4-7 V. STAFF REPORT a. Williamsburg Public Art Council - Mural/Artist Reception VI. SUBCOMMITTEES a. FY24 Forum Subcommittee - Report & Survey 8 - 13 b. FY25 Forum Subcommittee c. FY25 WAAC Officer Nominating Subcommittee VII. OTHER BUSINESS a. Liaison Assignments & Reports 14 b. FY25 Grant Guidelines - Discussion & Changes 15 - 17 c. Joint Meeting with York County Arts Commission VIII. NEXT MEETING a. May 22, 2024 - Stryker Center (Room 128) IX. ADJOURN Page 1 of 17  Williamsburg Area Arts Commission Wednesday, January 17, 2024 | 9:00 am Stryker Center (412 N. Boundary St., Williamsburg, VA 23185) Meeting Minutes Call to order: Chair Thomas Phelps called the meeting to order at 9:00 am. Attending: Thomas Phelps, Robin Phillips, Barbara Vollmer, Susan Corbett, Robert Leek, Nick Vrettos, Nancy Sullivan, Sarah Balascio, Georgianna Avioli. Joanna Skrabala, Tourism Development Specialist Minutes: Minutes of November 15, 2023, meeting were approved. Chair report: New Commissioner Sarah Balascio was introduced to the commissioners and welcomed. Sarah informed the group about her work as an art therapist. 2024 Forum Speaker, Cristina Wineinger, was introduced by Tom. She came to the US from Bermuda in 2005 and was educated in Canada. Cristina gave a short presentation about her professional experience and goals for the February 8, 2024, WAAC Forum. Her plans for the Forum are designed to help non-profits recruit and keep working board members and include two parts: Strategic Planning and Governance. Staff Report: There may be a meeting date change for May. The day progressed with review of grant applications. Short discussion of Forum. Meeting adjourned at 2:47 pm. Next meeting: March 20, 2024 Respectfully submitted: Georgianna S. Avioli, Secretary Page 2 of 17  FY24-25 WILLIAMSBURG AREA ARTS COMMISSIONERS THOMAS PHELPS (Chair) (2nd Term Ending 6/30/26) James City County 104 Glasgow – 23188 Phelps4141@gmail.com Cell: 703-408-2679 Liaison: Flute Frenzy; Virginia Opera; Virginia Symphony Orchestra ROBIN N. PHILLIPS (Vice Chair) (2nd Term Ending 6/30/26) James City County 401 Lafayette St – 23185 Robin.noel.phillips@gmail.com Cell: 757-229-8894 Liaison: Chamber Music Society of Williamsburg; Young Audiences of Virginia; Aura CuriAtlas GEORGIANNA S. AVIOLI (Secretary) (2nd Term Ending 6/30/24) James City County 116 John Pott – 23188 Georgianna@avioli.com Home: 757-220-4854 Liaison: Opera in Williamsburg; Tidewater Classical Guitar; Williamsburg Symphony Orchestra SARAH BALASCIO (1st Term Ending 6/30/26) City of Williamsburg 105 Governors Drive – 23185 sarahbalascio@gmail.com Cell: 802-734-2537 Liaison: Jamestown-Yorktown Foundation; Open Door Concerts; Tidewater Arts Outreach SUSAN CORBETT (2nd Term Ending 6/30/26) City of Williamsburg 217 Brookwood Dr – 23185 scorbett1014@gmail.com Cell: 757-719-3696 Liaison: Access Virginia; Institute for Dance; Stagelights BOB LEEK (2nd Term Ending 6/30/25) City of Williamsburg 120 Ridings Cove – 23185 Clayart.williamsburg@gmail.com Home: 757-784-4053 Liaison: Virginia Arts Festival; Virginia Stage Company; Williamsburg Book Festival NANCY SULLIVAN District 1 – York County 903 Parchment Blvd. Ncsullivan06710@yahoo.com Home: 757-206-6860 Liaison: Williamsburg Choral Guild; Williamsburg Contemporary Art Center; Williamsburg Players BARBARA G. VOLLMER (2nd Term Ending 6/30/24) City of Williamsburg 32 Frenchmen’s Key – 23185 bjgvoll@gmail.com Home: 757-564-9290 Liaison: Williamsburg Women’s Chorus; Williamsburg Youth Orchestra; Muscarelle Museum of Art; Virginia Regional Ballet NICK VRETTOS (2nd Term Ending 6/30/24) James City County 6 Sussex Ct – 23188 nvrettos@cox.net Cell: 757-206-4654 Liaison: Chesapeake Bay Wind Ensemble; WHRO; Williamsburg Youth Harp Society CITY LIAISON TO THE WILLIAMSBURG AREA ARTS COMMISSION Joanna Skrabala, Tourism Development Specialist City of Williamsburg – Economic Development Office | 401 Lafayette St, Williamsburg VA 23185 Office: 757-220-6129 | Cell: 757-810-6016 | jskrabala@williamsburgva.gov Page 3 of 17  Williamsburg Area Arts Commission Annual Planning Timeline, 1 July to 30 June 1 July: New fiscal year begins. New Commissioner terms begin. New WAAC officers (Chair, Vice Chair, and Recording Secretary) begin their 12-month terms. Deadline for arts organizations to submit letters requesting release of grant funds to their organizations. For details, see the Criteria for Funding document on the city website. Once new Commissioners are in attendance, the Chair confirms liaison group assignments and makes any needed or desired changes. ONGOING throughout the year: Commissioners must ensure that grantee arts organizations must meet the following requirements (see additional grant criteria and conditions on the city website): Keep in touch with their assigned liaison from the Arts Commission, informing them of upcoming WAAC-funded performances and inviting them to public events. Ensure they are using the correct logo located on the WAAC website. Acknowledge the WAAC’s support and use its logo on printed materials at WAAC- funded performances. July: Funds are released to grantees AFTER they have submitted their Year-End Reports and their letters requesting release of funds for the new fiscal year. July: WAAC regular meeting, typically the 3rd Wednesday in the Stryker Center. This is the new Commissioners’ first WAAC meeting. September: WAAC regular meeting, habitually the 3rd Wednesday in the Stryker Center. October 1: WAAC grant applications are available for the following fiscal year. November: WAAC regular meeting, typically the 3rd Wednesday in the Stryker Center. 1 December, 4 PM: Grant request applications are due. If this date falls on a weekend, then the applications are due on the last business day before 1 December, at 4 PM. Applications are submitted online. Mid-December: Grant application documents are compiled electronically, and Commissioners are notified to log in to the website to review applications. Documents can Page 4 of 17 be downloaded for convenience. Commissioners individually review every grant application and decide on a preliminary recommendation for funding. Early January: On a date set by the Chair, all Commissioners discuss and vote on funding for every application. This is typically in the first or second week of the month. Mid-Late January: City Liaison prepares a letter requesting funding according to the results of the meeting, and forwards the letter with the spreadsheet to the governing bodies (City Council, County Board of Supervisors) for consideration. Late January – February: The Chair reviews and adjusts liaison assignments for the new fiscal year in view of arts groups to be funded in the new fiscal year, and Commissioners joining or rotating off the Commission. February: the Commission holds its annual Forum open to the public. The purpose is to provide information and discussion on topics that may be helpful to arts groups and other small nonprofits in the WAAC area. Past topics have included digital marketing, finding and applying for grants, and board development. Following the Forum, the Commission will prepare a short report summarizing the results. February, as scheduled: The Chair delivers an annual report to the City Council and the James City County Board of Supervisors, about WAAC accomplishments and initiatives through the fiscal year. February-March: The Chair delivers the Commission’s funding recommendations to the City Council and to the James City County Board of Supervisors. All other Commissioners are encouraged to attend these presentations and be prepared to address any questions arising concerning their liaison groups. March: WAAC regular meeting, habitually the 3rd Wednesday in the Stryker Center. This meeting sets several committees responsible for key events. The agenda should include: The Chair announces new liaison assignments to take effect in the new fiscal year, pending City and County approval of funding recommendations to the various applicant arts groups. Commissioners review and finalize the summary report of the Forum results and the Chair assigns a new Forum committee for the next year’s Forum. The Chair establishes a Nominating Committee to collect votes for Officer terms for the coming Fiscal Year. It may be helpful to ask if there are any Commissioners with a particular interest in serving as officers for the new Fiscal Year. Page 5 of 17  The Chair assigns a committee to plan for the annual joint YCAC-WAAC luncheon/update meeting in June, if it is WAAC’s turn to host. WAAC and YCAC alternate on hosting this event each year. March: Governing bodies (Williamsburg and JCC) release their preliminary budget figures for the coming fiscal year. Mid-April: The Chair reminds governing bodies at the City of Williamsburg and James City County of any WAAC openings upcoming that need to be advertised and filled. April-May: The Nominating Committee finalizes the proposed slate of Officers for the next FY, and notifies the Chair. May: WAAC regular meeting, habitually the 3rd Wednesday in the Stryker Center. At this meeting, the Nominating Committee and Chair present the slate of proposed Officers to the Commission for a vote. Municipality budgets are approved. Late May: End-of-Year reports are posted and typically begin to come in from grantee groups. 1 June: Deadline for each Commissioner to notify assigned arts organizations of the requirement to submit end-of-year reports due 30 June, for the fiscal year ending June 30. At the same time, remind them of the requirement to submit their letters requesting release of grant funds for the new fiscal year. (Note: Grantees cannot receive their funds until after July 1.) June: The City will notify grantees in writing of their grant amounts for the coming fiscal year. After the City has sent out the official letters, WAAC Commissioners should email their respective liaison groups with congratulations and reminders on requirements to comply with grant conditions. June: Annual joint meeting/update with WAAC and YCAC. 30 June: Fiscal year ends. Officer terms expire. Some Commissioner terms expire. End-of-year reports due from all grantee arts organizations by 4PM. The report form is publicly available on the WAAC web site. If 30 June falls on a weekend, then EOY reports are due on the last Friday in June by 4 PM. Letters accepting grantee reports will go out over the Chair’s signature. Page 6 of 17 1 July: New fiscal year begins. New Commissioner terms begin. New WAAC officers (Chair, Vice Chair, and Recording Secretary) begin their 12-month terms. Deadline for arts organizations to submit letters requesting release of grant funds to their organizations. For details, see the Criteria for Funding document on the city website. Once new Commissioners are in attendance, the Chair confirms liaison group assignments and makes any needed or desired changes. Page 7 of 17  FY24 WAAC FORUM: Springboard to Success: Board Development for Nonprofits February 8, 2024 Stryker Center | Williamsburg, VA On February 8, 2024, the Williamsburg Area Arts Commission hosted a forum for the nonprofit arts community on strategies and best practices in recruiting board members, developing strategic plans, and fundraising. The three-hour session began with a welcome from Thomas Phelps, chairman of the Arts Commission, and featured a comprehensive presentation by Cristina Wineinger, president of Wineinger & Associates, a consulting company with wide experience in non-profit management. “The artistic success of any organization starts with the commitment of its board members,” said Phelps. Wineinger spoke about the “pillars of success,” the principles that every organization should have in place. “Nine times out of ten when a nonprofit is having trouble raising money it’s because it didn’t have a good plan, or didn’t have good leadership,” She acknowledged that, since the onset of the pandemic, the climate for arts nonprofits has become more challenging than ever. “All data points to a collapse in giving,” she said. “Two-thirds of households gave to a nonprofit during the Great Recession. Only half do now.” Trust is likely the most important component of success for a nonprofit, Wineinger said. “If you lose a donor’s trust, you won’t get a donation.” That said, any relationship with a potential donor begins with the organization identifying why a donor would be interested in supporting their programs or services. “Donors want to know that you have a solution to a problem they care about,” she said. “They care about impact.” Page 8 of 17 Audience members reported concerns about recruiting new board members, keeping them engaged, communicating the message of their organization, and achieving diversity. Some said they needed help navigating the proper relationships among board, staff, and volunteers. Wineinger said all of that begins with having a fine-tuned strategic plan. Every plan must include the organization’s vision and its mission, which are two different things. “Your vision is why,” she said. “Your mission is what.” That vision must include the organization’s “core values,” which should act as a “rallying call to action. Lead with your “why’,” she said. The “what” of an organization like Habitat for Humanity, a nonprofit homebuilder, for example, might be “We build houses. The ‘why’ is ‘because we believe everyone should have a decent place to live.’” Strategic plans should also include a way of measuring success – metrics that are measurable and can be reviewed regularly. Organizations need to know what went well and why and what didn’t go well and why, Wineinger said. “Interview your board members,” she suggested, “and, most importantly: interview your volunteers.” Limit a strategic plan to three to five pages. “Identify what your big issues are. A successful strategic plan is targeted and specific.” After a short break, Wineinger delved into leadership issues, focusing on the role of the chief executive who must delineate, “What I want my board to know, and what I want my board to learn.” Foremost, board members must understand where the money comes from and where it goes. The best board members are advocates for the mission and are effective in spreading the word about the organization’s services and programs. “Have an elevator pitch at the ready that explains why you love this organization,” she said. Diversity is crucial because “the power of having a diverse board is about having a board full of people that think differently,” she said. Once you have the right board in place, “Make sure everyone is heard.” Page 9 of 17  Williamsburg Area Arts Commission - 2024 Forum Survey Q1 Please score the items below with 1 rating as poor and 5 rating as excellent: Answered: 29 Skipped: 0 The usefulness of the... The Speaker's knowledge an... The Forum's intent to... The Forum's format (agen... 1/4 Page 10 of 17  Williamsburg Area Arts Commission - 2024 Forum Survey 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 1 2 3 4 5 1 2 3 4 5 TOTAL WEIGHTED AVERAGE The usefulness of the information provided 0.00% 0.00% 0.00% 10.34% 89.66% 0 0 0 3 26 29 4.90 The Speaker's knowledge and presentation 0.00% 0.00% 0.00% 0.00% 100.00% 0 0 0 0 29 29 5.00 The Forum's intent to provide pertinent information about 0.00% 0.00% 0.00% 6.90% 93.10% board development and planning 0 0 0 2 27 29 4.93 The Forum's format (agenda, timing, etc.) 0.00% 0.00% 0.00% 13.79% 86.21% 0 0 0 4 25 29 4.86 2/4 Page 11 of 17  Williamsburg Area Arts Commission - 2024 Forum Survey Q2 Additional comments about this year's Forum: Answered: 20 Skipped: 9 # RESPONSES DATE 1 Topic and presenter were top notch! Board membership and planning are an oft forgotten part 2/18/2024 9:50 PM of work as non profits organizations get into the work of their mission. Thank you! 2 I learned a lot of good things about organizing and handling our Board. 2/16/2024 3:28 PM 3 Excellent session! 2/16/2024 9:27 AM 4 Topic was relevant to a variety of participants - large and small nonprofits. Very valuable. 2/16/2024 8:36 AM 5 Good time management and very helpful, insightful information. 2/15/2024 10:07 PM 6 Very informative and Cris did a great job! Just the right nance of info! 2/15/2024 7:27 PM 7 Cris was great! Thanks so much. 2/15/2024 6:08 PM 8 I thought it was great! Got many ideas! 2/15/2024 4:31 PM 9 Excellent!! 2/15/2024 4:09 PM 10 This was great. I appreciate WAAC for presenting this! 2/15/2024 2:23 PM 11 I appreciate the opportunity to be invited as a ED of a non-profit not related to the arts. It 2/13/2024 7:46 PM provided me with expanded networking and a diverse perspective in an environment of those I do not typically connect with. I would appreciate any future invites to events like this that would apply to a non-profit environment. Thanks again! 12 It was extremely enjoyable. There were good points that even those of us who represent very 2/9/2024 6:43 PM basic, small organizations can use. 13 Cris was great! 2/9/2024 2:05 PM 14 Very informative seminar, speaker was great! 2/9/2024 11:28 AM 15 As a new board member I found this to be a great presentation for my first! Learned so much! 2/8/2024 9:51 PM Thank you! 16 Learned a great deal. 2/8/2024 9:36 PM 17 Would have liked to know who was in attendance-maybe a quick introduction of each group, or 2/8/2024 6:23 PM nametags? Then we could network at the break. Thanks for hosting this event! 18 Very helpful. great information! Thanks to the city of Williamsburg and to the WAAC for 2/8/2024 5:50 PM sponsoring this event. 19 Great information which can be practically applied. 2/8/2024 5:19 PM 20 Three hours is long. 2/8/2024 4:37 PM 3/4 Page 12 of 17  Williamsburg Area Arts Commission - 2024 Forum Survey Q3 What topic(s) would you like to see at future events? Answered: 16 Skipped: 13 # RESPONSES DATE 1 I would have liked to have learned some tips for recruiting for our board positions. 2/16/2024 3:28 PM 2 Since many non-profits don't have a dedicated HR department, what are the basics each 2/16/2024 9:27 AM organization should have from employee handbooks, disaster recovery plans, to staff and volunteer retention ideas. 3 Maybe something related to development and fundraising for arts nonprofits. 2/16/2024 8:36 AM 4 Strategies for keeping existing good Board members engaged! 2/15/2024 7:27 PM 5 Similar board development issues. 2/15/2024 4:09 PM 6 Marketing Collaborating 2/15/2024 2:51 PM 7 Donor Retention 2/15/2024 2:23 PM 8 I’m sorry I missed the one about growing an audience. Marketing on a shoestring would be 2/9/2024 6:43 PM helpful - online presence. 9 Budget 101 2/9/2024 2:05 PM 10 Art shows and special events planning 2/9/2024 11:28 AM 11 How to promote events in the local community. How to enlist involvement and support from 2/9/2024 10:07 AM local businesses and vendors. 12 A detailed presentation on recruiting and keeping our volunteers 2/8/2024 9:51 PM 13 Advertising and social media website freshening and maintenance 2/8/2024 9:36 PM 14 Financial reports geared to the performing arts, including differences between reporting to IRS 2/8/2024 8:11 PM and reporting to public and reporting on grants. There are many differences, particularly when it comes to volunteers hours and contributions. 15 Marketing and promoting our organizations through social media. 2/8/2024 5:50 PM 16 Perhaps something in regard to technology/outreach/community? 2/8/2024 5:19 PM 4/4 Page 13 of 17  Williamsburg Area Arts Commission Liaison Assignments – 2024 – 2025 Georgianna Avioli Opera in Williamsburg Tidewater Classical Guitar Williamsburg Symphony Orchestra Sarah Balascio Jamestown-Yorktown Foundation Open Door Concerts Tidewater Arts Outreach Susan Corbett Access Virginia Institute for Dance (iDance) Stagelights Bob Leek Virginia Arts Festival Virginia Stage Company Williamsburg Book Festival Tom Phelps Flute Frenzy Virginia Opera Virginia Symphony Orchestra Robin Phillips Chamber Music Society of Williamsburg Young Audiences/Arts for Learning Aura Curiatlas Nancy Sullivan Williamsburg Choral Guild Williamsburg Contemporary Art Center Williamsburg Players Barbara Vollmer* Muscarelle Museum of Art Virginia Regional Ballet Williamsburg Women’s Chorus Williamsburg Youth Orchestra Nicholas Vrettos Chesapeake Bay Wind Ensemble WHRO Williamsburg Youth Harp Society Page 14 of 17  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 15 of 17  • 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 16 of 17  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 17 of 17