A rts Grants Program 2016 Guidelines Contents



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rts Grants Program 2016 Guidelines



Contents


Arts Grants Program 2016 Guidelines 1

Contents 2

Timeline 4

2. Value and support of the arts 4

3. Relationship to Council Plan 2013-17 4

4. Arts funding 6

5. Arts Grants Program 6

6. Accessibility 6

7. How to apply 8

Step 1: Read the guidelines 8

Step 2: Attend a briefing 8

Step 3: Preparation and research 8

Step 4: Complete and Submit 8

8. Grant categories 9

Arts Projects 9

Indigenous Arts Projects 9

Other arts grant opportunities available: 9

2016 Arts Residencies 9

9. Briefings 10

10. Eligibility 11

11. Exclusions 11

12. Lobbying 11

13. Successful recipient conditions 12

14. Assessment process 12

15. Assessment criteria 13

a) Public outcome in the City of Melbourne 13

b) Artist employment 13

c) Feasibility 13

d) Point of difference 13

e) Reflects and adds value to some or all City of Melbourne’s priorities as identified below: 13

16. Finding a venue 14

18. City of Melbourne boundary map 14

19. Public liability insurance 14

Critical support material may include: 15

Key artist CV’s (a half page summary per key artist). 15

21. Submitting your application online 15

22. Checklist 16

23. FAQ’s 16

24. Assistance available 16

City of Melbourne staff 16

Arts grant inquiries
For more information about the Arts Grants Program, contact the Program Managers on 16

Grant Administration 17

Contact SmartyGrants 17

Interpreter and translation services 17

Access requirements 17

Tax advice 17




Timeline


Applications open: Monday 4 May 2015

Public briefings: Refer to Section 9 for details

Applications close: 5pm, Monday 15 June 2015

Assessment period: July - August 2015

Councillors meet: September 2015

Notification to applicants: Late October 2015

Deadline for completion of funded activities: 31 December 2016

1. Introduction

The City of Melbourne’s annual Arts Grants Program offers anyone with a great idea and an artistic outcome in the City of Melbourne, the opportunity to apply for funding. Aligning with Council’s goal to be ‘A Creative City’, the Arts Grants Program makes art more accessible for everyone, ensuring support of a diverse range of artists and taking art into the public realm for all to participate in and experience.

2. Value and support of the arts


The City of Melbourne recognises that investment in the arts is central to the vitality, liveability and richness of our city and therefore we:
Welcome new ideas that enliven the city and engage, challenge and excite the city’s residents, workers and visitors.

  • Support all artforms and practices.

  • Accept applications from individual artists, arts organisations and community agencies.

  • Expect all proposals to consider environmental sustainability in the development and delivery of projects and to use resources efficiently.

  • Welcome projects that take place at any time of the day or night.

  • Welcome projects and venues to be accessible for people with disability.

  • Encourage projects that reflect the City of Melbourne’s objectives and priorities for A Creative City 1(page 20 of the Council Plan 2013-2017).

3. Relationship to Council Plan 2013-17


The City of Melbourne Council Plan 2013-17 2establishes a framework for Council’s role in supporting a creative city through the arts.

Council’s vision is for Melbourne to be a creative city: a place that inspires experimentation, innovation and creativity and fosters leaders of ideas and courage. It will build upon long-standing heritage and embrace Aboriginal and Torres Strait Islander history and culture.
The annual Arts Grants Program relates in particular to Council’s Goal 2: A Creative City and the following 2013–17 creative city priorities:

  • Increase access to and participation in creative expression and arts and cultural experiences, including music.

  • Strengthen our national and international artistic and cultural connections.

  • Support emerging artists.

  • Contribute to artistic, cultural and heritage outcomes for Aboriginal and Torres Strait Islander people.

  • Build on the municipality's cultural heritage in creative and dynamic ways, ensuring appreciation by future generations.

4. Arts funding


Funding for arts activities is offered through the following key programs:

The annual Arts Grants Program 3 offers one funding round per year to individual artists, arts organisations and community agencies. Annual grants are specifically for one-off projects.



Expressions of interest 4 are available for artists, individuals and organisations who are interested in working on projects at Arts House 5Signal 6 and ArtPlay 7.

Applicants cannot apply to the annual Arts Grants Program and Expressions of Interest for the same project.

The Triennial Arts Grants Program 8supports a diverse mix of arts and cultural organisations and is offered every three years.

Details of other grants and sponsorship opportunities available through the City of Melbourne can be found here 9.

5. Arts Grants Program


The City Of Melbourne annual arts grants program supports a diverse mix of individual artists and organisations across all art forms. The purpose of the program is to:

  • Support artists and arts organisations to work and present locally;

  • Support artists at all stages of their careers;

  • Support artists and arts organisations to develop and present work across a diversity of art forms and practices;

  • Increase access to creative expression and arts and cultural experiences;

  • Contribute to artistic, cultural and heritage outcomes of Aboriginal and Torres Strait Islander people;

  • Encourage residents, workers, students and visitors of all ages, backgrounds and abilities to participate in creative expression and attend arts and cultural activities;

In 2015 the program provided $805,000 funding to 58 successful applicants.

6. Accessibility


Applying for funding to assist artists or groups with disabilities
Individuals or groups may contact a City of Melbourne Program Manager to discuss additional support that may be required to complete an application. Applications must be completed and submitted online.

In addition to your application, and if requested by City of Melbourne Program Managers or assessors, your application may be assessed in conjunction with alternative format such as a phone call, Skype call etc.

Watch Council’s Arts Grant Program disability access video10.

Applying for funding to assist with the project’s accessibility


Individuals and groups may apply for funds within the application budget to assist with access requirement such as Auslan/captioning etc with regard to:

  • Participation of artists or arts workers with disabilities in delivery of the project, or

  • Access for audiences with disabilities

Contact


For information and any questions relating to access requirements, please contact our Program Managers:

Phone (voice): (03) 9658 9983 or (03) 9658 8601.

National Relay Service: Phone: 1800 555 677 or visit National Relay Service 11 website.

The National Relay Service offers a range of options for making a phone call or make contact via email12.

Skype: please emailError: Reference source not found and arrangements will be made for a Skype call.

7. How to apply

Step 1: Read the guidelines


  • Read the Arts Grants Program guidelines.



  • Read the City of Melbourne’s objectives and priorities for
    A Creative City 13 (page 20 of the Council Plan 2013-2017).

Step 2: Attend a briefing


  • First time applicants in particular are encouraged to attend one of the grant briefings. Dates and times are detailed in Section 9.

Step 3: Preparation and research


  • Go to SmartyGrants14 and start your application. Save as you go. Refer to the SmartyGrants help guide 15 for technical assistance.

  • Explore such things as venue options; obtain tentative quotes; confirm artists and fees; seek support letters and compile your support material; develop your budget; make inquiries with relevant Council officers if necessary; etc.

  • Consider access for artists and audiences with disabilities

  • If your project is to take place or be sited in an outdoor space/public realm, you must contact an Arts Grants Program Manager before submitting an application.

Step 4: Complete and Submit


  • Complete the online application form through SmartyGrants16

  • Ask a friend to review and edit your application.

  • Your application will not be successfully submitted unless you have addressed all the required questions. You will be alerted to any changes that need to be made to your application when you press ‘review and submit’.

  • To avoid experiencing last minute technical issues, it is recommended that you submit your application as early as possible.

  • Submit by the close date of 5pm, Monday 15 June 2015.

8. Grant categories

Arts Projects


Grants of up to $20,000 are available in this category

The Arts Projects category is open to all artists, arts organisations and community agencies. Arts Projects grants are available for support towards one-off arts projects/activities, in any artform or practice, taking place in the City of Melbourne in the 2016 calendar year.

Projects in this category must result in some form of public outcome.

Indigenous Arts Projects


Grants of up to $20,000 are available in this category

The Indigenous Arts Projects category is open to all Aboriginal and Torres Strait Islander artists, arts organisations and community agencies. Indigenous Arts Projects grants are available for support towards one-off arts projects/activities, in any artform or practice, taking place in the City of Melbourne in the 2016 calendar year.

Projects in this category must result in some form of public outcome.

The City of Melbourne may request confirmation of Aboriginal or Torres Strait Islander identity.


Other arts grant opportunities available:

2016 Arts Residencies


The arts residencies support individual artists, arts organisations, collaborations and partnerships to advance their practice. The following residencies are available:

  • Creative Spaces: Boyd Studio 1 - $10,000 grant and studio space

  • Creative Spaces: Carlton Connect Lab 14 Studio - $5,000 grant and studio space

  • Arts & Heritage Collection: a $10,000 grant is available in this category

Please find the guidelines and application details for the 2016 Arts Residencies.17

9. Briefings


The City of Melbourne encourages applicants to attend a briefing session if you are a first time applicant.

Please let us know in advance if you will need an interpreter, including Auslan.

The following briefings and workshop will be held for applicants:

Tuesday 12 May

Time: 6 to 8pm

City Library (Seminar Room) **

253 Flinders Lane, Melbourne

For bookings, please email18

Wednesday 13 May

Time: 2.30 to 4.30pm and 5.30 to 7.30pm



Staff from Multicultural Arts Victoria will be in attendance

South Melbourne Town Hall (Theatrette)**

Ground Floor, 208-220 Bank Street, South Melbourne

For bookings, please emailError: Reference source not found



Monday 25 May

Time: 6 to 7.30pm

Library at the Dock (Performance Space) **

107 Victoria Harbour Promenade, Docklands

For bookings emailError: Reference source not found

Thursday 14 May

Time: 10am to 4pm



Grant writing – building a project budget

The Multicultural Hub **

506 Elizabeth Street, Melbourne

For bookings emailError: Reference source not found.



Thursday 4 June

Time: 5 to 6.30pm

Mezzanine Level, Council House 2 **

240 Little Collins Street, Melbourne

For bookings emailError: Reference source not found.

All venues accessible with ramp and lift available.



EmailError: Reference source not found two weeks prior to identify other access requirements.

Other briefings may be available, please check the Annual Arts Grants Program19 for details


10. Eligibility


To be eligible, applicants must meet the following criteria:

  • projects must take place within the City of Melbourne - refer to the City of Melbourne boundary map20. A map showing the municipal boundary of the City of Melbourne, which includes the suburbs of Melbourne, East Melbourne, South Yarra, Southbank, South Wharf, Docklands, Fishermans Bend, Port Melbourne, West Melbourne, Flemington, Kensington, North Melbourne, Parkville, Carlton and Carlton North

  • applicants must have acquitted previous grants and have no outstanding debts to the City of Melbourne

  • applications must be submitted online by the published close date and time. Late submissions will not be accepted

  • propose a one-off project

  • projects must take place between 1 January and 31 December 2016

  • only one application per artist, arts organisation or community agency can be submitted

  • submit relevant support material

  • applications which give consideration to projects and venues that are accessible for artists and audiences with disabilities are desirable.

  • applicants proposing projects that take place or are sited in outdoor spaces/public realm must speak with an Arts Grants Program Manager prior to submitting an application

  • projects in outdoor spaces/public realm must not be sited for longer than three months.

11. Exclusions


The Arts Grants Program cannot support:

  • organisations funded through the Triennial Arts Grants

  • applicants who have not acquitted previous grants at the time of closing

  • permanent works in outdoor spaces / public realm (including works on private and public buildings)

  • proposals with a primary focus on fundraising

  • international travel and accommodation

  • projects that are part of an accredited course of study

  • projects taking place outside of the City of Melbourne boundaries

  • projects that are already funded or are seeking funding from another City of Melbourne grants or Expression of Interest (EOI) program

  • projects (development or presentation) in contract or formal agreement with another City of Melbourne arts program

  • activities, projects, programs and events that have a political purpose, or applications made by political organisations

  • proposals from City of Melbourne employees

  • capital works, facility maintenance and improvements.

12. Lobbying


Canvassing or lobbying of Councillors, employees of the City of Melbourne or assessment panel members in relation to any grant application is prohibited during the application process.

No further consideration will be given to an application submitted by an applicant that canvasses or lobbies a Councillor, City of Melbourne employee or assessment panel member in relation to their application.


13. Successful recipient conditions


If your application is successful, you will be required to:

  • Sign a funding agreement or a letter of agreement with the City of Melbourne and provide an acquittal report at the end of the project.

  • Negotiate with the grants Program Manager and provide program information, budget and venue confirmation.

  • Issue the City of Melbourne with a tax invoice for the grant amount. If the applicant is GST registered, the City of Melbourne will pay the grant plus GST, subject to receipt of a valid tax invoice.

  • Comply with all City of Melbourne permitting and approval requirements, including permission for the use of its outdoor spaces, public events, buildings etc.

Please note:

  • Grants will not be paid until all requested information has been supplied.

  • Grants may not be used for any purpose other than for which it is granted, without the written permission of the City of Melbourne.

  • The City of Melbourne will not be responsible for shortfalls in project budgets if the artist or organisation is unable to meet project costs.

14. Assessment process


The City of Melbourne’s Arts Grants Program involves a competitive application process.

Once you have submitted your application through SmartyGrants:



  • You will receive an email confirming receipt of your application.

  • Your submitted application is kept confidential and its contents will not be disclosed to any person outside the application and assessment process.

  • Your application will be assessed by external advisers.

  • City of Melbourne Councillors will consider the assessment panel’s recommendations for projects to be funded at a confidential meeting

  • All applicants will be notified of the result of their application late October 2015. Information about grant decisions will not be released over the telephone.

  • The list of successful applicants will be published on the City of Melbourne’s website.

  • View the City of Melbourne’s full list of current Arts Grants assessment panel members21.

15. Assessment criteria


Applications are assessed against the assessment criteria.

The City of Melbourne receives more funding applications than it can support. Therefore, successful applications are those that best satisfy the assessment criteria.

Assessment panels may recommend part funding. This decision is carefully considered with the view of maintaining the integrity of the proposal. The City of Melbourne reserves the right to request further information in considering any application, as well as the right to reject any application that does not meet the criteria.

Arts Grants assessment panels will recommend funding for proposals that best demonstrate the following:

a) Public outcome in the City of Melbourne


  • low cost or free to the public is a priority.

b) Artist employment


  • key artists are cited and confirmed

  • artists are paid and their fees detailed in the budget.

c) Feasibility


  • a project that is safe for artists and the public

  • a realistic, achievable budget

  • proven ability to deliver the project within the timeline

  • appropriate partnerships and other funding

  • venue costs are clear and a written quote is provided from venue

  • demonstrate the use of sustainable practices. Refer to the Environmentally Sustainable Practices Fact Sheet 22 for further information.

d) Point of difference


  • ideas that are well developed and articulated

  • challenging

  • reflect new practices

  • involve new collaborations

  • use new or underutilised locations or neighbourhoods for engagement/presentation

  • activate the city in interesting and engaging ways.

e) Reflects and adds value to some or all City of Melbourne’s priorities as identified below:


  • proposals that encourage diversity in the arts

  • increase access to and participation in creative expression and arts and cultural experiences

  • proposals that strengthen local and national artistic and cultural connections

  • proposals that support emerging artists

  • proposals that contribute to artistic, cultural and heritage outcomes for Aboriginal and Torres Strait Islander people

  • proposals that consider access for artists with disabilities

  • clear description of how you intend to achieve these objectives.

16. Finding a venue


For assistance in finding a suitable venue for your project, visit Creative Spaces.23

17. Outdoor spaces / public realm

If your application includes plans for activities in the public realm such as city streets, lanes, parks or open spaces, it is a requirement to discuss your project with an arts grants Program Manager before submitting an application. Arts Grants Program Managers can be contacted on 9658 8601 or 9658 9983.

Applicants should be aware that many spaces in the public realm are used for a wide variety of purposes and restrictions may apply that could affect your project.

Approval, and in some instances permits, must be secured before a project can commence. Permits are not required as part of the application process however applicants need to demonstrate their awareness of any requirements that may have approval or cost implications for the project and these reflected in the budget.
For further information about permits visit What Permits Do I Need? 24

Applicants can consider a range of open spaces and locations for their projects. Refer to City of Melbourne maps.25


18. City of Melbourne boundary map


Refer to the boundary map 26to ensure your proposed venue is within the City of Melbourne boundaries. A map showing the municipal boundary of the City of Melbourne, which includes the suburbs of Melbourne, East Melbourne, South Yarra, Southbank, South Wharf, Docklands, Fishermans Bend, Port Melbourne, West Melbourne, Flemington, Kensington, North Melbourne, Parkville, Carlton and Carlton North

19. Public liability insurance


Artists must have provision in their budget for public liability insurance. For further information about insurance visit Creative Spaces 27(resources tab) or Arts Law Centre of Australia– tips for buying insurance. 28

20. Support material

Applicants must submit support material with their application.

Support material should be relevant and relate specifically to your application.

It is strongly recommended that file attachments are kept under 5MB.

File names should include the description of the file - for example, applicant name and item: CV, support letter, images etc.

Support material must be in a format compatible with the following software applications:


  • Microsoft Office 2010

  • Adobe Acrobat Reader (version 11)

  • Adobe Flashplayer (version 16)

  • Microsoft Internet Explorer (version 10)

  • Microsoft Windows Media Player (version 12)

  • WinZip.

Critical support material may include:

Key artist CV’s (a half page summary per key artist).


  • Tentative booking quote / email communication from the venue manager.

  • Festival support letter (if your project is proposed as part of a festival).

  • Letter of confirmation from a mentor or auspice body if applicable.

  • Examples of current, proposed or past works (for example: images (up to 20); show reel (up to 5 minutes); script excerpts; media highlights and reviews; letters of support (up to 4); web URL’s (for example, Facebook, Flickr, YouTube, vimeo, blog) - each URL link must be accessible until 31 December 2015.

  • Ask a friend to review and edit your application, ensuring relevant support material is included.

21. Submitting your application online


  • Applicants must complete an online application 29through SmartyGrants.

  • Once you have completed your application, click the 'review and submit' button.  This will alert you to any changes or corrections that need to be made to your application before it can be submitted. You will not be able to submit your application until all the required questions are completed.

  • After you have submitted your application you will receive an email within a few minutes. If this is not received, it may mean your application has not been successfully submitted and you should contact SmartyGrants.

  • Applications close 5pm on Monday 16 June 2015.

  • Late applications will not be accepted.

To avoid experiencing last minute technical issues, it is recommended that you submit your application as early as possible. Refer to the SmartyGrants help guide30 for technical assistance submitting your application. The SmartyGrants support desk is open 9am - 5pm Monday to Friday on 03 9320 6888 or by email service@smartygrants.com.au.


22. Checklist


  • Read the guidelines carefully

  • Attend a briefing (optional)

  • If you are an artist with disabilities, you can contact the City of Melbourne Program Manager if you require assistance to submit your application

  • Contact the City of Melbourne Program Manager if your project is taking place or is sited in an open space/public realm or if you would like to discuss your application

  • Plan and research what is required to undertake the project and to complete the application requirements

  • Develop your budget

  • Use clear language to articulate your idea.

  • Complete an online application31 through SmartyGrants and save the application as you go

  • Allow ample time to complete your application and upload all relevant material – avoid leaving it to the last minute

  • Contact SmartyGrants if you need technical assistance

  • Ask a friend to read and review your application.

  • Press the SUBMIT button to send your application through for assessment prior to the due time and date to ensure a successful lodgement of the application

23. FAQ’s


View frequently asked questions.32

24. Assistance available

City of Melbourne staff


The role of staff is to:

  1. Provide information and advice to applicants.

  2. Provide information and advice to assessors.

  3. Administer and monitor grant categories to ensure efficient and transparent assessment of applications.

The City of Melbourne does not seek to correct errors in applications or supporting material. If they are eligible, applications and any supporting material are assessed as they have been submitted.

Arts grant inquiries
For more information about the Arts Grants Program, contact the Program Managers on


03 9658 9983 or 03 9658 8601 or emailError: Reference source not found.

Grant Administration


If you do not have experience administering an arts grant, consider nominating a project worker or mentor to support you and/or an organisation to auspice the project. A letter of confirmation from the mentor and/or auspice organisation must be included with your application and their role reflected in the budget.

Contact SmartyGrants


Refer to the SmartyGrants help guide33 for technical assistance submitting your application.

The SmartyGrants support desk is open 9am - 5pm Monday to Friday on 03 9320 6888 or by email service@smartygrants.com.au.


Interpreter and translation services


If you need an interpreter when calling the City of Melbourne, please call the following relevant translation services:

If you are deaf, hearing-impaired, or speech-impaired, we ask that you call us via the National Relay Service 34. Alternatively contact us via email to dawn.ayres@melbourne.vic.gov.au.



Our Multilingual Information lines telephone service offers assistance to people from a non-English speaking background. Visit Translation services 35.

Access requirements


Please refer to Section 6 of the guidelines.

Tax advice


The Australian Taxation Office considers grants as taxable income. The tax office can help with information on tax, including GST. Call 13 2866 or visit the Australian Taxation Office.36

1 http://www.melbourne.vic.gov.au/AboutCouncil/PlansandPublications/CouncilPlan/Documents/Council_Plan_2013_17.pdf

2 https://www.melbourne.vic.gov.au/aboutcouncil/plansandpublications/councilplan/Pages/CouncilPlan.aspx

3 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/ArtsGrants/Pages/AnnualArtsGrantsProgram.aspx

4 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/ArtsGrants/Pages/SignalArtPlayArtsHouseEOI.aspx

5 http://www.melbourne.vic.gov.au/ArtsHouse/Programs/fundinggrants/Pages/Fundingandgrants.aspx

6 http://www.melbourne.vic.gov.au/Signal/Pages/SignalEOI.aspx

7 http://www.melbourne.vic.gov.au/artplay/forartists/Pages/ArtplayEOI.aspx

8 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/ArtsGrants/Triennial/Pages/TriennialArtsGrants.aspx

9 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/Pages/GrantsandSponsorships.aspx

10 https://www.youtube.com/watch?v=jkfaX4zzCss

11 https://internet-relay.nrscall.gov.au/

12 dawn.ayres@melbourne.vic.gov.au

13 http://www.melbourne.vic.gov.au/AboutCouncil/PlansandPublications/CouncilPlan/Documents/Council_Plan_2013_17.pdf

14 https://melbourne.smartygrants.com.au/ArtsGrants2016

15 http://help.smartygrants.com.au/display/help/Help+Guide+for+Applicants

16 https://melbourne.smartygrants.com.au/ArtsGrants2016

17 https://melbourne.smartygrants.com.au/ArtsResidencies2016

18 gurjit.singh@melbourne.vic.gov.au

19 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/ArtsGrants/Pages/AnnualArtsGrantsProgram.aspx

20 http://www.melbourne.vic.gov.au/AboutMelbourne/CityMaps/Pages/Boundarymap.aspx

21 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/Pages/GrantsandSponsorships.aspx

22 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/ArtsGrants/Pages/AnnualArtsGrantsProgram.aspx

23 http://www.creativespaces.net.au/

24 http://www.melbourne.vic.gov.au/enterprisemelbourne/startbusiness/Pages/Permits.aspx

25 http://www.melbourne.vic.gov.au/AboutMelbourne/CityMaps/Pages/MelbourneMaps.aspx

26 http://www.melbourne.vic.gov.au/AboutMelbourne/CityMaps/Pages/Boundarymap.aspx

27 http://www.creativespaces.net.au/resources/public-liability-insurance

28 http://www.artslaw.com.au/info-sheets/info-sheet/liability-and-insurance/#headingh24

29 https://melbourne.smartygrants.com.au/ArtsGrants2016

30 http://help.smartygrants.com.au/display/help/Help+Guide+for+Applicants

31 https://melbourne.smartygrants.com.au/ArtsGrants2016

32 http://www.melbourne.vic.gov.au/AboutCouncil/grantssponsorship/ArtsGrants/Pages/AnnualArtsGrantsProgram.aspx

33 http://help.smartygrants.com.au/display/help/Help+Guide+for+Applicants

34 https://internet-relay.nrscall.gov.au/

35 http://www.melbourne.vic.gov.au/CommunityServices/MulticulturalServices/TranslationServices/Pages/TranslationServices.aspx

36 https://www.ato.gov.au/


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