2013 04 HAA Accelerator & Sustainability App Workshop
Capacity Building Initiative Accelerator & Sustainability Program 2013.04.05 Application WorkshopHITS TheatreSustainability Phase II ParticipantClass of 2012
Presentation Objectives: • Program Overview • Application & Guidelines • Managing Your Grant • Question & Answer Hope Stone Inc. Accelerator Phase I Participant Class of 2012FrenetiCoreResidency Incubator | Class of 2013
FrenetiCoreAccelerator Phase I ParticipantClass of 2013 To invest, impact, and inform the administrative capacity of arts organizations toward artistic excellence.
Strategy:To provide specialized investments in an organization’s infrastructure. Phase I: Money Management Creation of multi-year strategic plan (Revenue /Expenses) (Board & Staff) Phase II: Implementation funds to advance infrastructure goal(s) in the strategic plan. Systems Marketing/PR (admin / facilities) Funding does not directly support creation of artistic work.
Recent Investments: (include but not limited to)• Development Director hire • Multiyear strategic planning• Development consultant hire • Full Time Executive Director hire• Auditor hire • Board training consultant hire• Staffing for new earned income • Executive coach hire initiatives Money Management (Revenue /Expenses) (Board & Staff) Systems Marketing/PR (admin / facilities) • Upgrade existing database • Acquire donor software • Engaging marketing & PR • IT consultancy & systems install consultants • Facilities pro forma consulting • Website redesign & maintenance
The Initiative at-a-glance PROGRAM: Pre-Incubator Incubator Accelerator Sustainability Develop orgs from Incubate orgs from Accelerate orgs from Sustain mature orgs through Goal idea to start-up start-up to growth growth to maturity decline & turnaroundPartnership Term 12 months 36 months 12 months 12 months Limited awards of $15,000/year Up to Up to Investment $5000 - $7500 for three years $10,000 - $20,000 $20,000 Client residency, Capacity funding for Capacity funding for Management services & management multiyear strategic Services capacity funding services, & capacity planning or multiyear strategic planning or implementation funding implementationClient budget size $10K - $75K $75K - $200K $100K - $750K $750K+ Client staff size 0 – 1 FTE 0.5 – 2 FTE 2 – 4 FTE Staff > 3 FTE(Full Time Equivalent) Class of 2014 Class of 2013 Class of 2013 Class of 2013 14 Pews Brazilian Arts Aurora Picture Show Mercury Apollo Chamber Players Foundation Buffalo Soldiers The Rothko Chapel Frame Dance Productions Classical Theatre National Museum 21 Landing Theater Company Company Our Image Film & Arts FrenetiCore Current Dance Source Participants Q-Fest Houston Musiqa Inc. Shunya Theatre Urban Souls Dance Company Freneticore River Oaks Chamber Orchestra VOX – The Rob Seible Singers InterActive Theatre Company
Hope Stone Inc. Accelerator Phase I Participant Class of 2012The Application Process
Eligibility at a glance must be a HAA grantee anytime since FY05 Grant cycle (i.e. 07/2004 to current). For ACCELERATOR Applicants - annual cash revenues are between $100,000.00 and $750,000.00. For SUSTAINABILITY Applicants - annual cash revenues are above $750,000+. at least one (1) full-time employee that acts at the chief executive officer or executive director equivalent. Residency Incubator Participants are eligible to apply. Multicultural Education and Counseling for the Arts (MECA) Sustainability Phase II Participant Class of 2012
Eligibility at a glance• Beginning September 1, 2010, all applicants are eligible to receive within the lifetime of the organization up to: o Five (5) ACCELERATOR grants = up to two (2) Phase I and three (3) Phase II o Two (2) SUSTAINABILITY grants = combination of Phase I and/or Phase IIFor All Phase I: Strategic Plan Applicants:• Applicant must wait a minimum of two (2) grant Fiscal Years before submitting another Phase I application. Ex.) If your organization was awarded an FY2013 CBI Phase I grant, you can re-apply for the FY2016 cycle, but NOT the FY2014 or FY2015 cycle.For All Phase II: Implementation Applicants:• Phase II applicants must submit their current multi-year strategic plan adopted by its board of directors that is no more than three (3) years old at the time of application deadline.• Applicant must wait a minimum one (1) grant Fiscal Year before submitting another Phase II application. Ex.) If your organization was awarded an FY2013 CBI Phase II grant, you can re-apply for the FY2015 cycle, but NOT the FY2014 cycle.
Application Tips Describe current state of money,management, systems, & marketing. http://www.houstonartsalliance.com/programs/programs/Be mindful of:• Section C: Be succinct with Statement of Intent.• Section D: Remember to complete the Board Matrix as well (Excel document).• Section F: Leadership Team makeup should be 3 to 5+ staff & board (at least 50/50). Aurora Picture Show• Section G: Only submit copy of 990’s NOT on Accelerator Phase II Participant Class of 2013 Guidestar; remember to complete the Financial Profile (Excel document).• Section H.1: Narrative for Phase I ONLY.• Section H.2: Logic Model for Phase II ONLY. Sign up for a 30 minute appointment to review Section H.2 with HAA staff Friday 04/19/2013: http://tinyurl.com/logicmodelreview
Logic ModelA commonly-used tool to clarify & depict a project, serving as a foundation for planning and evaluation. 12
Logic Model PROBLEM STATEMENT GOAL LONG TERM OUTCOMES: ShortResources Activities Outputs Term Outcomes 13
Logic Model PROBLEM STATEMENT Situation & GOAL Recommended Action LONG TERM OUTCOMES:How will you leverage our funds with What difference Short other Activities Resources resources? Outputs will this make in Term Outcomes org? your How do plan to invest our funds? 14
Application Tips Supplemental MaterialsBe mindful to:• Review samples of financial statement formats on website• Email the completed Board Matrix and Financial Profile to email@example.com by deadline date. • Board Matrix • Financial Profile • All accessible at the HAA website• Complete Organizational Assessment Survey: • All Leadership Team members listed in Section F of the Application MUST complete. Houston Center for Photography Accelerator Phase I Participant Class of 2012
Financial Profile SpreadsheetGOAL: Track the financial progress of yourorganization through 4 years historicalfigures and 2 years projected budgets.• Read the Instructions Tab• Indicate END DATE of your Fiscal Year on each column of line 6 (MM/DD/YYYY)• Obtain your 2009 – 2012 IRS Form 990’s• Obtain figures from different sections of the Form 990 (see instructions for more details): Section Name 990 990-EZ Summary Part I Part I Balance Sheet Part X Part II Statement of Part VIII Part I Revenue Statement of Part IX Part III Functional Expenses
Financial Profile SpreadsheetGOAL: Track the financial progress of yourorganization through 4 years historical figures and 2years projected budgets.• Do not touch the graphs on the right column. It will self populate as you enter the data.
Selection Process: • Competitive panel review process. • Panel consists of a diverse group of professionals in arts management, foundation, and business management. • Panel will review and evaluate the applications and make a recommendation to the Houston Arts Alliance Board of Directors.FrenetiCoreResidency IncubatorClass of 2013
Selection CriteriaCore Competency Phase I Phase IIClarity of Program Role 250 points 0 pointsGovernance 200 points 200 pointsFinancial Resources 200 points 200 pointsManagement (staff) 150 points 100 pointsRealistic & Achievable Goals 100 points 250 points ( Section H.2. Logic Model )Marketing & Public Relations 100 points 0 pointsStrategic Plan Document 0 points 250 points(Phase 2 only)TOTAL 1000 points 1000 points
Calendar TimelineDates Milestones Appt. for Logic Model Review (Phase II only)April 19, 2013 http://tinyurl.com/logicmodelreviewApril 25, 2013 Learning Sessions #6 with Sustainability11:30AM (HITS Theater) & Incubator ParticipantsMay 3, 2013 5PM Application DeadlineJune 2012 Panel ReviewAugust 2012 Award NotificationsSeptember 2012 Program OrientationOctober 1, 2012 Grant cycle begins
HITS TheatreSustainability Phase II ParticipantClass of 2012 Managing Your Grant • Program Orientation and Organizational Assessment • Quarterly Reporting • Final Deliverables • Final Report requesting financial documentation for use of funds • End of Grant Presentation To be presented in Spring 2015
Capacity Building Initiative Grants Business Program Volunteers APG | GOS | GOSE CI | Arts Marketing for the Arts strengthen our participants Arts Database Power2Give.org Management Program Patron Manager CRMPhoto courtesy of Voices Breaking BoundariesIncubator Class of 2011
Programs & Services Department Janel Badrina, Coordinator firstname.lastname@example.org Richard Graber, Director email@example.com Jerome Vielman, Manager firstname.lastname@example.org Houston Arts Alliance 3201 Allen Parkway, Suite 250Hope Stone Inc.Accelerator Phase I Participant Houston, Texas, 77019Class of 2012 www.houstonartsalliance.com 23