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. 

The Norman Arts Council is seeking submissions from women artists in Oklahoma who are over the age of 40 for an exhibit celebrating the wealth of talent by experienced visual, women artists across the State.

Submissions are welcomed by visual artists in any medium who:

  • Identify as a woman
  • Live in or have lived in Oklahoma
  • Are over the age of 40

This is a juried exhibition and selected artists will be notified by October 31, 2019

Exhibition Dates: February 14, 2020 – March 14, 2020

Location: MAINSITE Contemporary Art, Norman, OK 73069

40 pieces by 40 different artists will be selected for the exhibit. Artists may submit up to five (5) pieces for consideration.  Multiple pieces in a series may be submitted as one work (for example: a set of jewelry, a set of ceramics, a diptych or triptych, etc.)

All selected work must be delivered to MAINSITE between January 14 and January 31, 2020. Work must be delivered ready to exhibit with proper hardware attached and/or any other custom exhibition/display materials required for support. 

Work in the exhibit may be for sale. Please indicate on your checklist the sales price of the work. The Norman Arts Council will retain 30% of all art sales. 

Unsold work must be picked up by April 14, 2020. 

Deadline to submit is September 30, 2019

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.

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.

This grant is designed to provide limited funding for management training on organizational issues including: board development, financial management, resource development, marketing and public relations, strategic planning, personnel development and management, and/or technology. 

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 

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. 


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!!

Any potential 2nd Friday Norman Art Walk street performer must fill out this online application to set up to perform within the 2nd Friday footprint (200 W. Main to 300 E. Main blocks / Jones to Depot / Gray Street from Jones to Porter). 


APPLICATION IS REQUIRED FOR EACH 2ND FRIDAY YOU PLAN TO SET UP.  
DEADLINE TO REGISTER: 11:59 p.m. on the first Friday of the month

Locations will be limited and assign by Norman Arts Council. 

  • Location preference may be requested
  • Brick & mortar businesses may work with NAC to facilitate performances outside their businesses, but a permit is still required
  • We will work to accomodate all requests to the best of our ability

No equipment or electricity will be provided. 

*NAC and the City of Norman reserve the right to refuse any Street Performer Application, and refunds will be issued in this case.

ALL Artist, Maker, or Cultural Participants MUST submit here to set up at the 2nd Friday Art Walk. This registration form is for the following participants ONLY:

  • Individual artists and artisans - selling OR display/activity only
  • Participants selling or demonstrating locally crafted merchandise
  • 501C3 Organizations with a cultural mission

All participants must provide their own equipment for set up. Tents, tables, chairs, and electricity is not provided by the NAC or the City of Norman. 

ALL PARTICIPANTS MUST BE FAMILY FRIENDLY - Any participants not deemed family friendly will be ask to leave 2nd Friday immediately.  

Any participants selling food, whether pre-packages or freshly served, are required by STATE LAW to have a license from the Cleveland County Health Department. 

YOU ARE REQUIRED TO CONTACT THEM AT:    #405-321-4048 OR CLEVELANDENVIRONMENTAL@HEALTH.OK.GOV  

TO DISCUSS LICENSING & SCHEDULE AN INSPECTION THE DAY OF THESE EVENTS.

*The Norman Arts Council and the City of Norman reserve the right to deny any participant application that they do not believe fits the purpose of the 2nd Friday Art Walk.

ALL 2nd Friday Participants who do not have a permanent, brick and mortar location on Main Street within the 2nd Friday boundaries or are not an arts-related participant MUST submit here to set up at the 2nd Friday Art Walk. This registration form is for the following participants ONLY:

  • Non arts-related businesses, non-profits, or other community organizations (including churches, booster clubs, student/youth organizations)
  • Political candidates and non arts-related advocacy groups

All participants must provide their own equipment for set up. Tents, tables, chairs, and electricity is not provided by the NAC or the City of Norman. 


ALL PARTICIPANTS MUST BE FAMILY FRIENDLY - Any participants not deemed family friendly will be ask to leave 2nd Friday immediately.  

Any participants selling food, whether pre-packages or freshly served, are required by STATE LAW to have a license from the Cleveland County Health Department.
YOU ARE REQUIRED TO CONTACT THEM AT:    #405-321-4048 OR CLEVELANDENVIRONMENTAL@HEALTH.OK.GOV  
TO DISCUSS LICENSING & SCHEDULE AN INSPECTION THE DAY OF THESE EVENTS.


*The Norman Arts Council and the City of Norman reserve the right to deny any participant application that they do not believe fits the purpose of the 2nd Friday Art Walk.
 

Scholarship Program Mission:  The Norman Arts Council Arts Education Scholarships are intended to provide Norman children with the opportunity to attend arts programming that is offered outside of schools.  

APPLICATION DEADLINE: 

For FALL 2019 Programs – Monday, August 26, 2019 @ 11:59pm CST

Note: Please read application guidelines thoroughly to ensure timely completion of all requirements!

ELIGIBILITY: The Norman Arts Council invites students in grades K-8 who live or go to school in Norman, Oklahoma to apply for a scholarship to offset the cost of an arts education experience provided by an established arts organization or educator.

APPLICATIONS: The NAC has recently restructured their scholarship criteria, so there is new information. Only Applications submitted through the on-line process will be considered for funding. Applications must be 100% completed for consideration. "I don't know" or "unsure" answers will deem an incomplete application.

SELECTION CRITERIA:  The NAC is seeking applications for scholarships from students who:

  • express a strong desire to enhance their arts education experience beyond what is offered at schools
  • demonstrate a past commitment to visual or performing arts
  • have the ability to commit to the completion of the program
  • have a financial need that prevents them from funding the tuition themselves
  • priority will be given to new applicants, low income applicants, and applicants seeking funds for visual arts programs
  • $500 is the maximum award a single student will be granted
  • Applications must be 100% completed

Applicants will not be turned down 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.

AWARDS:  Award notification will be by email. Due to limited funds, applicants may not receive the full funding requested and/or may not receive any funding at this time.

DISBURSEMENT OF FUNDS:  Upon award notification and receipt of the scholarship agreement, the Norman Arts Council will give the awarded funds directly to the organization or individual implementing the program applied for on behalf of the student. Should the program be cancelled for any reason by the organization or individual implementing, the funds will be returned to the Norman Arts Council’s scholarship program and may be applied for during the next cycle.

COMMITMENT TO PROGRAM:  Upon award notification, the student’s parent or legal guardian will receive a scholarship agreement that states they will commit to ensuring the student’s regular attendance to the program. If the student fails to attend at least 75% of the program, the student will be asked to withdraw; any remaining funds will be returned to the Norman Arts Council’s scholarship program; and the student will not be eligible in the future.

AVAILABILITY OF FUNDS:  The total amount of scholarship funds available may be awarded to one applicant or divided among multiple applicants. The Norman Arts Council reserves the right to not award any scholarships should there be a lack of qualified candidates or shortage of scholarship funds.

LIABILITY:  Award recipients and their guardians agree to indemnify and hold harmless the NAC, its employees, its agents, and its Board of Directors, in connection with any action, claim, lawsuit, charge, or proceeding, including but not limited to any civil action in State or Federal Court, or before any State or Federal agency, which is made or brought against recipients, NAC, and/or any of NAC's employees, agents, or board members, by any person or entity, based upon and/or arising out of a recipient's use of the funds.

APPEALS:  Any applicant who is denied a scholarship in whole or in part may only appeal directly to the NAC Education Committee on the following grounds: 1) discrimination against the applicant or its membership on the basis of: race, color, national origin, gender, religion, age, or disability, which is shown to have materially and adversely affected the outcome of their application; 2) illegal activity on the part of the Education Committee or a member of the Education Committee, which is shown to have materially and adversely affected the outcome of their application. 

Norman Arts Council