FY12 Pre-Incubator Workshop

2012 MODE Pre-Incubator Workshop

Saturday 11.05.2011

Important Dates

Part 1: Pre-Application: Deadline Monday - November 21, 2011 (5:00 p.m.)

Part 2: Invitation for Full Application:

Deadline Friday, December 16, 2011 (5:00 p.m. - not a postmark deadline)

Grant Term:

February 1, 2012 – January 31, 2013

Purpose of Pre-Incubator

Pilot program of the Houston Arts Alliance

Invest, inform, and impact the administrative capacity of arts organizations towards artistic excellence.

Provides support to six (6) new and emerging non-profit arts organizations in building their organizational capacity.

General Eligibility

primary mission is the production or presentation of arts and cultural programming.

annual cash revenues (not including any HAA grants) are between $10,000 and $75,000.

IRS tax-exempt status must have been granted at least one year prior to the grant application deadline.

produced or presented arts or cultural programming open to the general public for at least one year prior to the grant application deadline.

Individual artists who are structured through a local or national fiscal sponsorship at the time of deadline are eligible to apply.

Refer to page 2 of the guidelines for more eligibility.

Pre-Incubator Process

November 21, 2011: Reviews Pre-Applications for completeness & eligibility. Prepare documents for committee recommendation.

December 2, 2011: Invitation to submit Full Application. December 16, 2011: Deadline to submit Full Application. January 2012: Panel Review

Objective and knowledgeable local artists, arts professionals, arts educators and community members, whom will evaluate each application. • Review based on guidelines. • Use a 100 point system.

February 2012: Committee and Board Approval Review, finalize and approve funding recommendations of the

Peer Panel. Notification Letters sent.

Selection Process & Criteria

Full Applications are reviewed using the following criteria weighted on a 100-point rating scale:

Artistic Merit (maximum of 40 points)

Achievable Goals (maximum of 20 points)

Effective Leadership (maximum of 20 points)

Financial Viability (maximum of 20 points)

It is suggested to address these specific criteria when answering the narrative questions in your pre-application & full application.

Required Materials Pre-Application

1) 1 – 2 page narrative briefly describing the organization, its mission and activities; specific challenges it is facing and its artistic and organizational goals over

the next one to two years; how the proposed grant will help the organization achieve those goals; how the organization proposes to use the funds.

2) A financial statement covering the last completed fiscal year should be submitted, along with a proposed budget for the next fiscal year.

*If invited to the Full Application, you must submit the 4 page

form with additional supplemental materials as requested by HAA.

MODE Program

Stabilization

Intensive Services

Incubator

Pre-Incubator

• Clients receive technical funding for multi-year strategic plan and/or implementation.

• Fund award: $20,000.00

• Target Client budget size: over $750K

• Target Client staff size: Staff > 3 FTE

• Clients receive technical funding for multi-year strategic plan and/or implementation.

• Fund award: $10,000 - $20,000

• Target Client budget size: $100K - $750K

• Target Client staff size: 2 - 4 FTE

• Clients receive residency, management services, and capacity funds for 3 years.

• Fund award: $15,000/year for 3 years

• Target Client budget size: $75K - $200K

• Target Client staff size: 1 - 2 FTE

• Clients engage in 1 Year partnership with management services & capacity funds.

• Fund award: $5,000 - $7,500

• Target Client budget size: $10K - $75K

• Target Client staff size: 0 - 1

Pre-Incubator Benefits

Pre-Incubator

Management Services

Capacity Funding ($5K-$7.5K/year)

• Receive Organizational Assessment • Attend12 Monthly Incubator Meetings

on Fund Development & Marketing • Access to Incubator Organizational

Learning Database

Administrative Expenses: rental fees, administrative salaries, financial

management systems, website development,

strategic consultancy, etc. Program Expenses:

artistic fees, production expenses, marketing &

public relations expenses, etc.

Your Capacity Funding Grant

Your grant is distributed in 3 installments.

Before a payment is sent to you, you are required to complete the following:

•Payment 1 (50%) : Complete Leadership Team Meeting to review Organizational Assessment. (February 2012) •Payment 2 (25%): Submit Mid-Year Report Form. (August 2012) •Payment 3 (25%): Submit Final Report- due within 45 days after the completion of the grant term. (January 31, 2013)

o If the Final Report is not submitted within 30 days of the deadline the final payment will be forfeited.

Mentorship

Incubator Management Services

Capacity Funding

($15K/year)

Incubator Residency

Sector Learning

from ISP & ST clients.

MODE Alumni

Network

Peer-to-Peer Engagement

Business Volunteer in the Arts

(BVA)

Patron Manager Program

Arts Internship Program

Arts Database

Mngt Program

Pre-Incubator

Management Services

Capacity Funding ($5K-$7.5K/year)

Incubator Class of 2013

Current Incubator profile: • 4 to 11 years in existence

• $100K to $200K budgets

• 1.5 to 2.5 staff members

From left to right: JJ Johnston (Classical Theatre Company),

Angela Foster (InterActive Theatre Company),

Rebecca French (FrentiCore),

Mollie Miller (Dance Source Houston/ FrentiCore),

Mauricio Campos (Brazilian Arts Foundation),

Stephanie Wong (Dance Source Houston)

Case Study:

Incubator (‘03-’06)

ISP (2005)

• Executive Director

ISP (2007)

• Marketing Director

ISP (2009)

• Development Director

ISP (2011)

• Earned Income Generation

Stabilization

Case Study:

$-

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

20

03

20

04

20

05

20

06

20

07

20

08

20

09

20

10

20

11

Financial History Profile (2003 – 2011)

Total Revenues (TR)

Total Expenses (TE)

Ending Net Assets

Earned Income (EI)

Ending Cash Balances (ECB)

Incubator (‘03-’06)

ISP Grant (2005)

• PT Executive Director Hire

ISP Grant (2007)

• PT Marketing Director Hire

ISP Grant (2009)

• PT Development Director Hire

ISP Grant (2011)

• Earned Income Generation

Stabilization

Source: IRS Form 990 Annual Return (2003-2010)

MODE Program

Stabilization

Intensive Services

Incubator

Pre-Incubator

Contacting Staff

SHOULD YOU HAVE ANY QUESTIONS, CONTACT HAA P&S STAFF AT:

Jerome Vielman, Programs & Services Manager: [email protected]

Direct: 713.581.6122

Richard Graber, Director of Programs & Services: [email protected]

Direct: 713.527.9330 ext. 136