Application Guidelines 

MISSION:  The Norman Arts Council shall enrich the Norman community by stimulating artistic, cultural and economic growth through the support and promotion of the arts.  

ELIGIBILITY:  The Norman Arts Council (NAC) is calling for grant applications for Arts Project Support and Community Based Operational Support. Applicants must have non-profit tax-exempt 501(c)(3) or equivalent status and be located in Norman, Oklahoma.  All projects must occur in Norman and take place in an American with Disabilities Act (ADA) compliant space. 

APPLICATIONS:  All applications will be submitted online at www.http://normanarts.submittable.com/submit . Applications may be accessed at this website starting on November 7, 2019.  It is encouraged that submitted application forms be printed and saved by the applicants. 

MANDATORY MEETING:  Organizations wishing to apply for Arts Project Grants OR Community Based Operational Support Grants MUST attend one of two Mandatory Grants Workshops: Monday, November 4th at 7:00pm or Wednesday, November 6th at 4:30pm.

DEADLINE: The deadline for 2020 – 2021 grant applications is 11:59pm, Friday, January 17, 2020. Early submission is encouraged.  All questions should be addressed to the NAC office or at the mandatory training sessions.  Individual help is available for applicants who request it prior to the deadline. 

Applicants for this grant may not apply for Arts Project Grants.  

COMMUNITY BASED ORGANIZATION:  An arts organization based in Norman, OK that is not university related.

COMMUNITY BASED ORGANIZATIONAL SUPPORT

(Maximum award - $25,000)

Applicants for this grant may not apply for Arts Project Grants.  

COMMUNITY BASED ORGANIZATION:  An arts organization based in Norman, OK that is not university related.

NOTE: Organizations wishing to apply in this category must receive approval from the Norman Arts Council before applying.

A community based arts organization may apply for organizational support for the year-round activities of the organization.  A potential award will not exceed $20,000 for the fiscal year and will not exceed 15% of the organization’s current yearly budget in Norman.  Each applicant will be required to provide a detailed plan for the use of the organizational support documenting how the funds would be used to 1.) Enhance the organization’s scope and mission in comparison to past years and 2.) Strengthen the management of the organization.  Recipients of this grant will be required to acknowledge the support of the Norman Arts Council as a major sponsor of all the organization’s activities, except fund-raising events.  The Grants Review Panel will recommend the award amounts up to the allowable amount.  

Organizations in this category will be awarded their grant funding for two years. This grant application will only be available every other year. In the event that the funds available for the grant is reduced or cancelled by the City of Norman, the parties will agree in their contract that the amount of granted may be reduced accordingly or the agreement may be cancelled in its entirety upon written notice of the Norman Arts Council.

COMPLETE APPLICATION REQUIREMENTS FOR ORGANIZATIONAL SUPPORT:  Incomplete applications will not be accepted or reviewed.

Applicants will be required to submit the following during the application process:

a)  Submit a detailed plan for the use of the organizational support documenting how the funds would be used

b)  List methods for acknowledging the support of this grant

c)  Describe the plan of evaluating the effectiveness of this grant

d)  Describe the organization’s effort to promote cultural equity through awareness and involvement within our community.

e)  Be prepared to upload the following documents:

·  Copy of current strategic plan for the organization

·  Copy of the applicant’s federal non-profit 501 (c)(3) exemption status letter

·  List of current Board of Directors and Officers

·  Copy of the current year’s budget   

·  Applicant’s last Form 990 or Form 990-EZ. If Form 990-EZ is used most recent end-of-year financial statement must also be submitted. 

·  List of employees and/or contract positions with job descriptions

·  Copy of the organization’s history

·  Copy of Secretary of State Charitable Organization Registration Certificate reflecting active status

DURATION OF AWARDS AND FUNDING ALLOCATIONS:  The Organizational Support covers the fiscal year of July 1 through June 30 annually for two consecutive years.  Applications may request up to 50% of their award when submitting their mid-year report (due December 31), which summarizes the successful use of the funds and notes of any major changes to their original plan for the use of the funds to date.  NAC withholds the balance of the award until the submission of an approved Final Report, due by August 15. 

YEAR END FINAL REPORT:  The Final Report is due by August 15 annually.  The Report will ask for a description of the organization’s activities, key achievements, and any planned goals that were not achieved.  It should also include copies of all programs, brochures, flyers, original press releases, news clippings, and related documents.   In addition, the Final Report will ask for detailed information such as; 1.) Estimated number of audience attendees/participants, by age, for all programs, 2.) Estimated number of hotel stays generated throughout the year, 3.) Number of artists involved throughout the year, 5.) Number of volunteers involved throughout the year, 6.) Total of sales tax collected for the year (both by organization and vendors.)  Grant recipients must retain accounting records and supporting documents for three years following the completion of the project.  NAC shall have access to these records as necessary for audits, examinations, and other purposes.  

Remaining award funds will automatically be forfeited by any organization that fails to submit a final report by the above deadline. Failure to submit the final report will be noted in the organization’s file and will be taken into consideration by the Grants Award Panel during the next granting cycle. If extenuating circumstances make it impossible for an organization to meet this deadline, the organization must contact the NAC prior to the deadline. 

This grant provides limited funding for management training on organization issues including: board development, financial management, resource development, marketing and public relations, strategic planning, personnel development and management, and technology.  This training may be done on-site or off-site using training selected by the organization.  The training format may be attendance at a seminar, individual consultation or group consultation.  These grants are available in addition to the Arts Project Grants and/or Operational Support.  Awards will be granted up to $1,000.  A brief report subsequent to the training is required.

In addition to completing the online application and proposal narrative, applicants will be required to upload the following support materials:

  • 501(c)3 exemption letter
  • Current organization bylaws 
  • Current list of Board members
  • Copy of Current Secretary of State Charitable Organization Registration Certificate



The Sudden Opportunity Support category provides funds for arts and humanities projects which could not have been foreseen in advance of the regular granting cycle. Grant awards to eligible applicants may be awarded for up to $2000 and are contingent on the availability of Norman Arts Council funds.  Check with the NAC office for availability of funds and to ensure eligibility for your project before submitting a SOS grant proposal.  

SELECTION CRITERIA:  The NAC is seeking applications for projects that:

  • are of high quality
  • are educational, informative or entertaining
  • will be able to be successfully carried out by applicant
  • will attract visitors to Norman
  • will positively impact the community.

 Applicants will not be disqualified for not meeting all of the criteria. It is encouraged, however, to try to meet as many as possible and to address the criteria directly in the proposal.

FUNDS MAY NOT BE REQUESTED FOR: 

  • Fund-raising events
  • Grants to pay existing debts
  • the purchase of capital improvements or equipment
  • Projects not accessible to the general public
  • Projects performed in conjunction with a religious service
  • Indirect costs
DEADLINE:  The NAC Grants Committee meets to evaluate and review grant proposals prior to the monthly NAC Board of Directors meeting.  The NAC Board meets the third Friday of every month. In order to be reviewed that month, SOS grant applications must be received within the first week of the month or the application review process may be delayed until the next month.

COMPLETE APPLICATION REQUIREMENTS: Incomplete or late applications will not be accepted. In addition to completing the online narrative, applicant will be required to upload the following support materials:

  • Budget worksheet (download from http://www.normanarts.org/grants/sudden-opportunity-support/)
  • 501(c)3 exemption letter
  • Last annual financial statement or tax return (pages 1-3 of IRS 990)
  • Current annual budget
  • Current list of board of directors and officers
  • Current organization bylaws
  • Copy of OU Departmental description as found in the University Handbook (OU applicants only)

 NOTIFICATION:  Applicants will be notified within one week following the NAC Board of Directors meeting.

A mid-year report is due by December 31. Once received, that Norman Arts Council will release the first 60% of your Operational Support Funds. If extenuating circumstances make it impossible for an organizations to meet this deadline, the organization must receive approval from the NAC in advance. 

Your final report is due 45 days after completion of the training or activity funded. Organizations that do not submit a final report on time may not be allowed to apply for future Norman Arts Council funding. If extenuating circumstances make it impossible for an organization to meet this deadline, the organization must receive approval from the NAC in advance. 


Your final report is due 30 days after completion of the project. Remaining award funds will automatically be forfeited by any organization that fails to submit the COMPLETE Final Report by the deadline.Organizations that do not submit a final report on time may not be allowed to apply for future Norman Arts Council funding. If extenuating circumstances make it impossible for an organization to meet this deadline, the organization must receive approval from the NAC in advance. 

DO NOT FORGET TO SUBMIT YOUR CASH REQUEST AS WELL!!
Your final report is due by July 31st. Remaining award funds will automatically be forfeited by any organization that fails to submit the COMPLETE Final Report by the deadline. Organizations that do not submit a final report on time may not be allowed to apply for future Norman Arts Council funding. If extenuating circumstances make it impossible for an organization to meet this deadline, the organization must receive approval from the NAC in advance. 
Your final report is due 30 days after completion of the project. Remaining award funds will automatically be forfeited by any organization that fails to submit the COMPLETE Final Report by the deadline. Organizations that do not submit a final report on time may not be allowed to apply for future Norman Arts Council funding. If extenuating circumstances make it impossible for an organization to meet this deadline, the organization must receive approval from the NAC in advance. 

DO NOT FORGET TO SUBMIT YOUR CASH REQUEST AS WELL!!

This form must be submitted to request awarded grant funds. 


Your organization may request up to 50% of the funds awarded within 90 days of the project start date. 


Conflict of Interest Policy

This policy applies to board members, staff and certain volunteers of the Norman Arts Council. A volunteer is covered under this policy if that person has been granted significant independent decision-making authority with respect to financial or other resources of the organization. Persons covered under this policy are hereinafter referred to as “interested parties.”

Conflict of Interest

A conflict may exist where an interested party, or a relative or business associate of an interested party, directly or indirectly benefits or profits as a result of a decision made or transaction entered into by the organization.

A conflict may also exist where an interested party, or a relative or business associate of an interested party, obtains a non-financial benefit or advantage that he would not have obtained absent his/her relationship with the organization, or where his/her duty or responsibility owed to the organization conflicts with a duty or responsibility owed to some other organization.

An interested party is under a continuing obligation to disclose any actual or potential conflict of interest as soon as it is known, or reasonably should be known. 

NAC Board will be made up of people from various sectors of the Norman Community, including artists and arts administrators. Occasionally, these board members may have perceived conflicts of interest when the NAC offers opportunities such as exhibits, awards, grants, and other special programming for which they would like to be considered. The NAC does allow for board members to apply for these opportunities, but the board member must revise their conflict of interest disclosure to indicate potential benefit from said opportunities. Should a board member apply, they must abstain from any discussion/board action related to that particular program/opportunity. 

Specific Conflicts of Interest

The following are specific conflicts of interest that would preclude an individual from serving on the Norman Arts Council Board of Directors, Standing Committees, or Selection Panels:

  • A spouse, partner, or close family member also serves on the same board of directors, standing committee, or selection panel
  • A spouse, partner, or close family member is on NAC Staff
  • Said individual is an elected official that has direct influence over public funding for the NAC

Disclosure

An interested party shall complete a questionnaire, to fully and completely disclose the material facts about any actual or potential conflicts of interest. The disclosure statement shall be completed upon his/her association with the organization, and shall be updated annually thereafter. An additional disclosure statement shall be filed at such time as an actual or potential conflict arises.

The Executive Committee shall review disclosure statements. Copies shall also be provided to the Executive Director.

Disclosure statements are kept with other official document of the organization on an electronic server.

Procedures for Review of Actual or Potential Conflicts

Whenever there is reason to believe that an actual or potential conflict of interest exists between the NAC and an interested party, the Board of Directors shall determine the appropriate organizational response. 

Where the actual or potential conflict involves an employee of the organization other than the Executive Director, the Executive Director shall, in the first instance, be responsible for reviewing the matter and may take appropriate action as necessary to protect the interests of the organization. The Executive Director shall report to the President the results of any review and the action taken. The President, in consultation with the Executive Committee, shall determine if any further board review or action is required. 

Violations of Conflict of Interest Policy

If the board of directors has reason to believe that an interested party has failed to disclose an actual or potential conflict of interest, it shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose.

If, after hearing the response of the interested party and making such further investigation as may be warranted in the circumstances, the board determines that the interested party has in fact failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. 

The mission of the Norman Arts Council is: This Council shall enrich the Norman community by stimulating artistic, cultural, and economic growth through the support and promotion of the arts. 

All board members bring special knowledge, skills, resources, and contacts to their position on our board. So that the board and organization receive the most positive impact from their commitment to serve, each member is ask to complete this commitment form. 

We must have 2 weeks notice prior to delivering materials!
Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

This request is for either the marshmallow bridge or the gumdrop bridge. Please indicate your preference.

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

BOOKS ARE CHECKED OUT FOR 1 MONTH.
Copies are subject to availability and on a first-reserved basis. Please reserve as soon as possible!

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!
 

We must have 2 weeks notice prior to delivering materials!

Some project require a variety of supplies you will likely already have in your classroom. If you need additional supplies, please contact us. 

We must have 2 weeks notice prior to delivering materials!

BOOKS ARE CHECKED OUT FOR 1 MONTH.
Copies are subject to availability and on a first-reserved basis. Please reserve as soon as possible!

Application Guidelines 

MISSION:  The Norman Arts Council shall enrich the Norman community by stimulating artistic, cultural and economic growth through the support and promotion of the arts.  

ELIGIBILITY:  The Norman Arts Council (NAC) is calling for grant applications for Arts Project Support and Community Based Operational Support. Applicants must have non-profit tax-exempt 501(c)(3) or equivalent status and be located in Norman, Oklahoma.  All projects must occur in Norman and take place in an American with Disabilities Act (ADA) compliant space. 

APPLICATIONS:  All applications will be submitted online at www.http://normanarts.submittable.com/submit . Applications may be accessed at this website starting on November 7, 2019.  It is encouraged that submitted application forms be printed and saved by the applicants. 

MANDATORY MEETING:  Organizations wishing to apply for Arts Project Grants OR Community Based Operational Support Grants MUST attend one of two Mandatory Grants Workshops: Monday, November 4th at 7:00pm or Wednesday, November 6th at 4:30pm.

DEADLINE: The deadline for 2020 – 2021 grant applications is 11:59pm, Friday, January 17, 2020. Early submission is encouraged.  All questions should be addressed to the NAC office or at the mandatory training sessions.  Individual help is available for applicants who request it prior to the deadline. 


Applicants for this grant may not apply for the Community Based Organizational Support Grant.


ARTS PROJECT SUPPORT (Maximum Total Request - $21,000)

ARTS PROJECT: 1.) a single event, performance, and/or work of art, or 2.) a series of events, performances, and/or works of art which are promoted and marketed as a single integrated occurrence

SELECTION CRITERIA:  The NAC is seeking applications for arts projects that: 

·  will attract visitors to Norman

·  will positively impact the community

·  will serve the community in a unique way

·  are of high quality

·  are educational 

·  are informative or entertaining

·  will be successfully carried out by applicant

·  will promote cultural equity through awareness and involvement within our community.

Applicants will not be disqualified for not meeting all of the criteria. It is encouraged, however, to try to meet as many as possible and to address the criteria directly in the proposal.

An applicant may apply for no more than three (3) Arts Project Grants not to exceed a total of $21,000 combined. The amount requested for each grant is left to the discretion of the applicant. If multiple applicants apply using the same 501(c)(3), they will be counted as ONE ORGANIZATION and can receive no more than $21,000 combined.  The amount awarded for each grant will be determined by the review panel.

MATCHING REQUIREMENTS, DURATION OF AWARDS AND FUNDING ALLOCATION: The amount requested for each Arts Project grant may notexceed 50% of the total project budget. All grant monies must go directly to the activities of the project.  Projects must be completed by June 30, 2021.  Applicants may request up to 50% of their award 90 days prior to the event. NAC withholds the balance of the award until the project’s completion and the submission of an approved Final Report. 

FUNDS MAY NOT BE REQUESTED FOR:  

·  Fund-raising events

·  Grants to pay existing debts or for the purchase of capital improvements or equipment

·  Projects not accessible to the general public

·  Projects performed in conjunction with a religious service

·  Indirect costs, other than administrative costs directly related to a project (not to exceed 50% of the requested funds).

COMPLETE APPLICATION REQUIREMENTS FOR ARTS PROJECT SUPPORT: Incomplete applications will not be accepted or reviewed. 

Applicants will be required to submit the following during the application process:

1.  Non-University Applicants or University Applicants with their own independent 501(c)(3) status: 

a)  Online Grant Application/Narrative

b)  Project budget (form provided on NAC website)

c)  Be prepared to upload the following documents:

·  Copy of the applicant’s federal non-profit 501(c)(3) exemption status letter 

·  Applicant’s last Form 990 or Form 990-EZ. If Form 990-EZ is used most recent end-of-year financial statement must also be submitted. 

·  Current annual budget

·  Current list of board of directors and officers with assigned responsibilities (if applicable) and terms.

·  Current organization bylaws 

·  Copy of Secretary of State Charitable Organization Registration Certificate reflecting active status. For more information on this, visit: https://occf.org/documents/SB1070HowToComply.pdf

2.  University applicants:

a)  A grant proposal

b)  Project budget (form provided on NAC website)

c)  Be prepared to upload the following documents:

·  Copy of the 501(c)(3) exemption status letter

·  Copy of the departmental description (or equivalent) as found in the University Handbook of the department (or equivalent) overseeing the project.

REPORTING AND RECORDS:  The Final Report is due Forty-Five (45) days after completion of the project.  Grant recipients must provide the NAC with a full final project budget and Final Report.  (Forms are available on the NAC website.)  The Final Report must describe the project and will require you to upload digital copies of all programs, brochures, flyers, original press releases, news clippings and related documents.  In addition, the Final Report will ask for detailed information including: 1.) Estimated audiences, by age, 2.) Estimated number of hotel stays, 3.) Number of artists involved, 4.) Sales tax collected (both by organization and vendors). Grant recipients must retain accounting records and supporting documents for three years following the completion of the project.  NAC shall have access to these records as necessary for audits, examinations, and other purposes.  

Remaining award funds will automatically be forfeited by any organization that fails to submit a final report by the above deadline. Failure to submit the final report will be noted in the organization’s file and will be taken into consideration by the Grants Award Panel during the next granting cycle. If extenuating circumstances make it impossible for an organization to meet this deadline, the organization must contact the NAC prior to the deadline. 

MODIFICATIONS TO PROJECTS:  Any modifications or alterations in the projects, including project start and end dates, project scale/scope, and major changes in project staff or artists involved, must be submitted in writing to the NAC office and must be approved by the NAC Grants committee. Failure to contact the NAC regarding project changes will result in forfeiture of funds for this project. 

Norman Arts Council