NobleMotion Dance Resident Incubator Class of 2016 Houston Arts Alliance Capacity Building Initiative Pre-Incubator Program Application Workshop
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NobleMotion DanceResident IncubatorClass of 2016
Houston Arts Alliance Capacity Building InitiativePre-Incubator ProgramApplication Workshop
Capacity Building Initiatives Mission To inform, impact, and invest in the administrativecapacity of arts organizations towards excellence.
Stark Naked Theatre CompanyResident IncubatorClass of 2016
What isCapacity Building?
• Recognize areas of need
• Identify resources
• Build business infrastructure
Recognizing + Identifying = Building
Program Pre-Incubator Incubator Accelerator Sustainability
GoalDevelop orgs. from
idea to start-upIncubate orgs. from start-up to growth
Accelerate orgs. from growth to maturity
Sustain mature orgs. through decline &
turnaround
Partnership Term
6 – 12 months 3 years 1 year 1 year
Investment Up to $7,500 $15,000/year Up to $20,000 Up to $20,000
ServicesManagement services
& capacity funding
Client residency,
management services,
& capacity funding
Technical funding for
multiyear strategic
planning or
implementation
Technical funding for
multiyear strategic
planning or
implementation
Budget Size $10K - $75K $75K - $250K $100K - $750K $750K +
Org. Staff Size 0 - .5 FTE 0.5 – 3 FTE 2 – 5 FTE Staff > 5 FTE
Current Participants
Class of 2016
ECHOrchestra
Horse Head Theatre Co.
Houston Blues Museum
PrintMatters
WriteSpace
Class of 2016
Houston Boychoir
Karen Stokes Dance
Mildred’s Umbrella Theatre Company
NobleMotion Dance
Stark Naked Theatre Company
Class of 2016
Ars Lyrica Houston
ArtBridge
Houston Chamber Choir
Voices Breaking Boundaries
Class of 2016
Art League Houston
River Oaks Chamber Orchestra (ROCO)
What is the Pre-Incubator Program?
An intensive 12 month program that nurtures start-up and emerging organizations by supporting the development of critical infrastructure in management, governance, financial resources and administrative systems.
Pre-Incubator Benefits
Pre-Incubator
Learning Opportunity
Funding Opportunity
Management Services• Monthly advising sessions • Organizational assessments• Targeted outputs • Professional development
opportunities• Access to volunteer
consultants and mentors
Capacity Funding • Grant awards up to $7,500• Unrestricted funds
• Administrative expenses
• Program expenses
Pre-Incubator Expectations
• Develop a Leadership Team to guide the organization
• Participate in monthly advising sessions
• Submit 30 – 35 assigned outputs
• Attend professional development workshops & conferences
Leadership Team
• 3 to 6 Individuals
• Board or Staff members
– Paid or unpaid
• At minimum, it must include the following:
– Executive Leadership
– Board President
– Board Treasurer or Bookkeeper• If one person fills multiple roles, additional
people need to be added to the Leadership Team to meet the 3-person requirement.
Sample Output Schedule - Class of 2016Nov. 2015 Dec. 2015 Jan. 2016 Feb. 2016 Mar. 2016 Apr. 2016
Strengthen Administrative
Systems(13 action items)
1. Confirm acquisition of Quickbooks
1. Monthly Financial Statements2. Survey Response: Internal Controls
1. Monthly Financial Statements2. Financial & Admin Activities Schedule
1. Monthly Financial Statements2. Internal Controls Process Flow Chart3. Begin CDP
1. Monthly Financial Statements2. Annual/ Mid-year Expense Budget3. Complete CDP
1. Monthly Financial Statements2. Annual/ Mid-year Revenue Budget
Strengthen Governance
(6 action items)
2. Survey Response: Board Fiduciary Duties
3. Qualified Board Candidates Matrix
3. Board Job Descriptions and Expectations
4. Committee Descriptions and Expectations
4. Proposed Changes to Bylaws
3. Survey Response: Organizational Assessment
Strengthen Management
(12 action items)
3. Attend Orientation 4. SWOT/SOAR Analysis
4. Attend Monthly Check-In5. SMART Goals
4. Attend Monthly Check-In
-Quarterly Workshop
Requirement Due-
5. Attend Monthly Check-In
5. Attend Monthly Check-In
4. Attend Monthly Check-In5. Staff Job Descriptions 6. Revise SMART Goals
-Quarterly Workshop
Requirement Due-
Strengthen Financial Resources
(4 action items)
6. Draft Case for Support
5. Case for Support Final Copy
6. Research Qualifying Grant Opportunities
6. Draft Fundraising Appeal Letter
35 REQUIRED Action Items
4 6 6 6 6 6
Optional Items for Extra Credit
Each month there may be 1 to 2 options available to participants for extra credit points. These will typically include conferences, workshops, webinars, or other learning opportunities.
Mid-Year Performance Review
• At the 6 month mark organizations will be reviewed by a panel
• Highest achieving organizations may receive unrestricted grant funding up to $7,500
Criteria Max Points Informed By
Artistic Merit 40 pointsPanelists observations based on actual performances, site visits, and/or support materials
Outputs Completed 30 points% of Required Action Items Complete and HAA staff observations
Outcomes Achieved 30 pointsPre-Incubator Mid-Year Report, Supplemental Materials, and Panel interview
Eligibility• Primary mission is the production or presentation of
arts and cultural programming
• Annual cash revenues are between $10,000 -$50,000
• 501(c)3 Non-profit– Fiscally Sponsored entities will be considered on a case-by-
base basis
• Produced/Presented artistic programming for at least one year
• Physically based in the Houston region
• Has not previously received CBI funding
• Board of Directors includes a minimum of 3 people who meet at least quarterly
• At least one person who acts as the executive leader of the organization
• The majority of the programs and events are open to the general public
How to Apply
1. Letter of Interest & Business Model
– Due August 3, 5:00pm
2. Invitation to apply
– Week of August 15
3. Full Application & Interview
– Due September 14, 5:00pm
Letter of Interest• The organization’s mission and
accomplishments to date
• Artistic & programmatic goals for the next 12 months and specific challenges in achieving those goals
• Infrastructure related goals for the next 12 months and specific challenges in achieving those goals
• How will participation in the Pre-Incubator Program help the organization confront the identified challenges and achieve its identified goals?
Letter of Interest Tips• Submitted on organizational letterhead
– Include a list of current board members either on the margin of the letterhead or as an addendum to the letter
• No more than 2-pages in length
• Do not assume the reader is familiar with the organization
• Thoughtful, precise, and succinct information
• PROOF READ!
Business Model
Business Model Tips• Mission Statement
• Market: Describe the who
– Attendance records, age, zip code, etc.
– Be specific and do not use generalizations (i.e. all of Houston)
• Programs: Describe the what
– Number of types of programs and occurrences over the past 12 months
– New vs. established programs
• Revenue
– Program vs. contributed by source type
• Expenses
– Should be aligned with programs over the last 12 months
• Outreach: Describe the how
– Advertising, newsletters, direct mail, social media, cross promotions, etc.
• Stay within the space allotted for each question
• Be very concise, elaborate in the LOI
Full Application• Leadership Team will need to be developed and
identified– At least 2 representatives of the Leadership Team will be
asked to interview with CBI Manager
• Financial information
– Historical and projections
• Narrative questions
– Current capacity, programming, governance, etc.
– Vision for the future
– What you hope to accomplish
– How the Pre-Incubator program will help
• Supporting documentation
– Financial statements
– Bylaws
– Board meeting minutes
Important Dates
• Text
– More text
Pre-Incubator Program Calendar (2016 – 2017)
June 28, 6:00pm Pre-Incubator Application Workshop
July 28 CBI Guidelines published on HAA Website
August 3, 5:00pm LOI and Business Model Template Due
Week of August 15Announcement of Invitations to Submit Full Pre-IncubatorApplications
August 22 – Sept. 7Pre-Incubator Application Interviews with Capacity BuildingInitiatives Manager
September 14, 5:00pm Full Pre-Incubator Applications Due
September, 2016 Acceptance into Pre-Incubator Program Announced
October, 2016 Program Orientation
October, 2016 6 Month Review Begins
May, 2017 Mid-Year Report Due & Grant Panel Review
June, 2017 Grant Award Announcements & First Payment (80%)
September, 2017 Program Ends
November, 2017 Final Reports Due & Second Payment (20%)
Questions?
Karen Stokes Dance/Lynn LaneResident IncubatorClass of 2016
Amy GibbsCapacity Building Initiatives Manager
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