Once received, the proposals may be sorted into general art (to be presented at any event within a year) and event-specific grants. They are scanned by the grant team chair for any obvious problems or unsupportable requests. Grant request packages are then sent to the jury members. The chair should send out two files to their juries – one is the applications, the other is a spreadsheet to record their votes and comments. Projects will be scored by jury members who return their votes and comments to the chair by email. Projects will then be sorted into the ‘tiers’ based on their results in the cumulative jury scores.
The chair schedules a voting meeting. Members of the jury who cannot attend the meeting may still be able to vote remotely, at the discretion of the chair. At the meeting, the chair will then propose a reasonable division of funding for projects and funding. The proposals are discussed and final funding decisions (including accepted funding, modified funding, and denied funding) are arrived at by the jury. Once the discussion and funding decisions are complete, the meeting is adjourned.
Once the voting has been completed and the award amounts generated, the team chair will communicate the award results individually to each recipient. If any grant applications are outright denied, such denials will be communicated prior to award notifications being sent to the successful applicants.
To receive the funds, recipients must sign a completed KindleArts Grant Agreement, which lays out the expectations of both parties and return it to the grants team chair within one week. Once the agreement has been received by the chair, the treasurer will be advised to distribute 50% of the grant amount to the recipient.
After the event has been completed and all expectations outlined in the agreement, including Leave No Trace requirements and photo requirements have been met, the treasurer will be advised to release the remaining 50% of the grant. KindleArts expects recipients to have their photos submitted no later than two weeks after the event.
Conflicts of Interest
Ours is a small community, and it will be inevitable that some jurors will be involved with some projects in some capacity. Jurors who have a conflict of interest won’t be allowed to vote on projects that they are involved in, and should recuse themselves from the discussion of those projects. More information than what is available in the application should not be presented to the jury in the discussion, as the other applicants do not also have this opportunity. We get that you’re excited about some of the projects, particularly when they’re being created by your friends. It’s important to remain as fair and objective as possible when participating in this process. Think about how you would like your application to be handled if you were the applicant.
Being friends with someone isn’t necessarily a conflict, unless the juror feels that they cannot fairly judge a project.When in doubt, disclose any apparent or real conflict of interest to the chair and they will decide how to proceed.
How the heck do I write an art grant proposal? Check out this awesome example and get your creative and administrative juices flowing!
V5 January 6, 2017