FYE 09302022 Arts, Culture and Heritage Grants
Organizations and individual applicants can apply.
Opens May 5 2021 12:00 (EDT)
Deadline Jun 25 2021 17:00 (EDT)
Description

To support and enhance St. Johns County as a culturally interesting and vibrant destination, the St. Johns County Board of County Commissioners has allocated a portion of the Tourist Development Tax to aid in the operations and promotion of arts, cultural, and heritage activities that have - as a main purpose - the attraction of visitors as evidenced by promotion to tourists.  A portion of these funds support an Arts, Culture and Heritage Grant program administered by the St. Johns County Cultural Council and supervised by the St. Johns County Tourist Development Council.  Funding recommendations for Arts, Culture and Heritage Grants must be approved by the Board of County Commissioners.

Applications will be scored by an evaluation team that will present its funding recommendations to the Tourist Development Council for review and to the Board of County Commissioners for final approval.  Evaluation team meetings are open to the public.  Notice of such meetings will be provided in advance.

The total award amount for the Fiscal Year 2022 Arts, Culture and Heritage Grant Program will be determined as part of the County’s annual budget process.

Organizations that are non-profit organizations with a primary mission of producing arts, culture or heritage programming for public audiences that wish to apply for funding must complete an online Letter of Intent no later than May 17, 2021.  Such organizations who are eligible to apply for funding will be notified within ten days after submission of the LOI.

For-profit organizations, organizations not based in St. Johns County, and applicants whose primary organizational purpose or mission is not to attract an audience for arts, culture and heritage programming are not required to complete an LOI but must meet additional requirements found in these guidelines.

At least one staff member of each eligible organization must attend a mandatory grant workshop held in May or June.  After notification of eligibility and completion of the workshop, a complete application must be submitted before the published deadline, with all requested information, through the online portal.

The deadline for FY2022 applications is 5 p.m. on Friday,  June 25, 2021.

Questions regarding any portion of the application or application process must be submitted in writing via email to grants@historiccoastculture.com.  The deadline for submitting questions is ten (10) calendar days before the application deadline.  All questions will be answered and posted to StJohnsCulture.com.

The funding process is not over until the final award decisions are made by the St. Johns County Board of County Commissioners.  To ensure fair consideration for all applicants, communication regarding this funding process to or with any County department, employee, elected official or any other person involved in evaluation of or consideration of the applications, until the County Commission has formalized its funding decision, is prohibited.  The County’s representative may initiate communication with an applicant in order to obtain information.

The intent of the ACH Grant Program is to accept and fund applications which, in the County’s judgment, best serve the interests of the County and its residents and support a vibrant cultural atmosphere that is attractive to visitors. St. Johns County reserves the right to accept or reject any application in whole or in part and to waive technicalities.

Responses to this grant and related documents and communications become public records subject to the provisions of Chapter 119, Florida Statutes, the Florida Public Records Law.

Applicants that are non-profit organizations with a primary mission of producing arts, culture or heritage programming for public audiences may request funding based on operating revenues reported in the organization’s most recent 990 tax return and annual financial statements.Funding levels are as follows:

Annual budget over $500,000:   maximum request equal to 10% of operating revenue, up to a maximum of $60,000.

Annual budget of $300,000 to $499,999:  maximum request equal to 15% of operating revenue, up to a maximum of $50,000.

Annual budget of $200,000 to $300,000:  maximum request equal to 20% of operating revenue, up to a maximum of $45,000.

Annual budget of $50,000 to $199,999: maximum request equal to 25% of operating revenue, up to a maximum of $40,000.

Annual budget of up to $50,000:  maximum request equal to 30% of operating revenue; volunteer hours and in-kind contributions may be included in calculation of operating revenue; up to a maximum of $12,500.

For-profit organizations, organizations not based in St. Johns County, and applicants whose primary organizational purpose or mission is not to attract an audience for arts, culture and heritage programming must also provide a separate event financial statement itemizing revenues and expenses directly supporting the grant-funded program.Maximum funding will be based on the program budget rather than the overall organizational budget, and volunteer hours and in-kind contributions may not be included in the budget.  Special events that have received funding in more than five previous years may apply for out-of-county marketing support only, for up to 30% of the event budget but no more than $20,000.

A minimum of 25% of the grant award must be spent on out-of-county marketing.  Out-of-county marketing is defined as advertising, promotion, publicity and sales activities that take place and are directly targeted to persons and groups residing outside the boundaries of St. Johns County, Florida.For media that reaches audiences both within and without St. Johns County, at least 51% of the listeners / readers / viewers of that media must reside outside of St. Johns County.

All applicants must meet the following requirements at the time of application:

  1. Only nonprofit arts, culture and heritage organizations with documented 501(c)3 status may apply for funding to support year-round programming, based on annual operating revenue.
  2. For-profit businesses, institutions of higher education and municipalities located in St. Johns County may apply for funding for special events, based on the event budgets, but must be qualified to do business in Florida.  A single application may be submitted for multiple events produced by a municipality or institution of higher education.
  3. All grant funded activities must occur within St. Johns County.
  4. The proposed annual programming or event must have a primary purpose of attracting visitors to St. Johns County, as evidenced by the promotion of the programming or event to tourists.

All grantees must include the Historic Coast Culture and St. Johns County Tourist Development Council logos and the statement “funded in part by the St. Johns County Tourist Development Council” on all event or program related websites and promotional materials, with a link to historiccoastculture.com whenever possible.

This grant is a reimbursement grant. Proof of compliance with marketing requirements and a log of all grant funded expenses, along with a year-to-date financial statement, must accompany all requests for funds.  Organizations with annual programming or multiple events may request reimbursement, with proper documentation, one time in each calendar quarter.  Requests for reimbursement for annual events must be requested within 60 days after conclusion of the event.  All grantee reports are subject to audit; if selected for audit, grantee will provide copies of receipts and proof of payment for all expenses included in the report(s).  Failure to provide appropriate records will result in repayment of the grant funds and grantee will be ineligible to apply for future grants.

             The following expenditures are NOT reimbursable by grant funds:

Salaries, benefits, travel or expenses of personnel not directly related to the creation of programs, events or attractions that are open to the public;

Payment of rent, mortgage, or utilities;

Real property or capital improvements, including but not limited to new construction, renovation restoration, installation or replacement of fixtures and tangible personal property;

Interest or reduction of deficits or loans, fines, penalties or cost of litigation;


Expenses incurred or obligated prior to or after the funding period;


Member-only events, entertainment, or food or beverages;


Events which are restricted to private or exclusive participation;


Advertising, printing or other expenses that omit the required logos and support statement;


Benefits, projects and fundraisers that benefit organizations or individuals other than the contracted applicant;


Prize money, scholarships, awards, plaques, certificates, or contributions;


Political or religious events;


Food or beverage; and


Any expenditure not authorized by the St Johns County Code of ordinances.


Application Instructions

All applicants must attend a grant workshop, virtually or in person, and complete and provide:

  1. Online Letter of Intent
  2. Online Grant Application
  3. Up to 3 letters of support from sources outside of your organization
  4. Up to 5 supporting documents, which may include examples of marketing materials and analytics; event programs; program reviews; photographs and video of past programming / events, or any other material that illustrates the quality of organizational programming
  5. Proof of organizational status from the Florida Department of State
  6. Board of Directors List, including names, business affiliation, and contact information for each board member
  7. Financial information described below
  8. Any additional information requested in the grant application


Required Financial Information

A complete copy of the organization’s most recently filed IRS Form 990 / 990 EZ and a statement of revenues and expenses for the most recently completed fiscal year, signed by Board Chair / President or Executive Director. Organizations with revenues below $50,000 must provide a financial statement but are not required to provide a 990.

The first page of the IRS Form 990 for the previous two years.

For profit organizations and organizations whose primary organizational purpose or mission is not to attract audience members must provide the tax return and financial statements required above AND a detailed project / event budget for the special event or activity, signed by Board Chair / President or Executive Director.Funding request amounts must be based on the project budget rather than the organizational budget.  

Municipalities and institutions of higher learning must submit a detailed project / event budget for their special events or activities, signed by the appropriate staff member.  Funding request amounts shall be based on the project / event budget.

FAILURE TO PROVIDE A COMPLETE COPY OF THE MOST RECENTLY FILED IRS Form 990, 990 EZ or 990N (if required) and /or detailed event budget statements will disqualify the application.

FYE 09302022 Arts, Culture and Heritage Grants


To support and enhance St. Johns County as a culturally interesting and vibrant destination, the St. Johns County Board of County Commissioners has allocated a portion of the Tourist Development Tax to aid in the operations and promotion of arts, cultural, and heritage activities that have - as a main purpose - the attraction of visitors as evidenced by promotion to tourists.  A portion of these funds support an Arts, Culture and Heritage Grant program administered by the St. Johns County Cultural Council and supervised by the St. Johns County Tourist Development Council.  Funding recommendations for Arts, Culture and Heritage Grants must be approved by the Board of County Commissioners.

Applications will be scored by an evaluation team that will present its funding recommendations to the Tourist Development Council for review and to the Board of County Commissioners for final approval.  Evaluation team meetings are open to the public.  Notice of such meetings will be provided in advance.

The total award amount for the Fiscal Year 2022 Arts, Culture and Heritage Grant Program will be determined as part of the County’s annual budget process.

Organizations that are non-profit organizations with a primary mission of producing arts, culture or heritage programming for public audiences that wish to apply for funding must complete an online Letter of Intent no later than May 17, 2021.  Such organizations who are eligible to apply for funding will be notified within ten days after submission of the LOI.

For-profit organizations, organizations not based in St. Johns County, and applicants whose primary organizational purpose or mission is not to attract an audience for arts, culture and heritage programming are not required to complete an LOI but must meet additional requirements found in these guidelines.

At least one staff member of each eligible organization must attend a mandatory grant workshop held in May or June.  After notification of eligibility and completion of the workshop, a complete application must be submitted before the published deadline, with all requested information, through the online portal.

The deadline for FY2022 applications is 5 p.m. on Friday,  June 25, 2021.

Questions regarding any portion of the application or application process must be submitted in writing via email to grants@historiccoastculture.com.  The deadline for submitting questions is ten (10) calendar days before the application deadline.  All questions will be answered and posted to StJohnsCulture.com.

The funding process is not over until the final award decisions are made by the St. Johns County Board of County Commissioners.  To ensure fair consideration for all applicants, communication regarding this funding process to or with any County department, employee, elected official or any other person involved in evaluation of or consideration of the applications, until the County Commission has formalized its funding decision, is prohibited.  The County’s representative may initiate communication with an applicant in order to obtain information.

The intent of the ACH Grant Program is to accept and fund applications which, in the County’s judgment, best serve the interests of the County and its residents and support a vibrant cultural atmosphere that is attractive to visitors. St. Johns County reserves the right to accept or reject any application in whole or in part and to waive technicalities.

Responses to this grant and related documents and communications become public records subject to the provisions of Chapter 119, Florida Statutes, the Florida Public Records Law.

Applicants that are non-profit organizations with a primary mission of producing arts, culture or heritage programming for public audiences may request funding based on operating revenues reported in the organization’s most recent 990 tax return and annual financial statements.Funding levels are as follows:

Annual budget over $500,000:   maximum request equal to 10% of operating revenue, up to a maximum of $60,000.

Annual budget of $300,000 to $499,999:  maximum request equal to 15% of operating revenue, up to a maximum of $50,000.

Annual budget of $200,000 to $300,000:  maximum request equal to 20% of operating revenue, up to a maximum of $45,000.

Annual budget of $50,000 to $199,999: maximum request equal to 25% of operating revenue, up to a maximum of $40,000.

Annual budget of up to $50,000:  maximum request equal to 30% of operating revenue; volunteer hours and in-kind contributions may be included in calculation of operating revenue; up to a maximum of $12,500.

For-profit organizations, organizations not based in St. Johns County, and applicants whose primary organizational purpose or mission is not to attract an audience for arts, culture and heritage programming must also provide a separate event financial statement itemizing revenues and expenses directly supporting the grant-funded program.Maximum funding will be based on the program budget rather than the overall organizational budget, and volunteer hours and in-kind contributions may not be included in the budget.  Special events that have received funding in more than five previous years may apply for out-of-county marketing support only, for up to 30% of the event budget but no more than $20,000.

A minimum of 25% of the grant award must be spent on out-of-county marketing.  Out-of-county marketing is defined as advertising, promotion, publicity and sales activities that take place and are directly targeted to persons and groups residing outside the boundaries of St. Johns County, Florida.For media that reaches audiences both within and without St. Johns County, at least 51% of the listeners / readers / viewers of that media must reside outside of St. Johns County.

All applicants must meet the following requirements at the time of application:

  1. Only nonprofit arts, culture and heritage organizations with documented 501(c)3 status may apply for funding to support year-round programming, based on annual operating revenue.
  2. For-profit businesses, institutions of higher education and municipalities located in St. Johns County may apply for funding for special events, based on the event budgets, but must be qualified to do business in Florida.  A single application may be submitted for multiple events produced by a municipality or institution of higher education.
  3. All grant funded activities must occur within St. Johns County.
  4. The proposed annual programming or event must have a primary purpose of attracting visitors to St. Johns County, as evidenced by the promotion of the programming or event to tourists.

All grantees must include the Historic Coast Culture and St. Johns County Tourist Development Council logos and the statement “funded in part by the St. Johns County Tourist Development Council” on all event or program related websites and promotional materials, with a link to historiccoastculture.com whenever possible.

This grant is a reimbursement grant. Proof of compliance with marketing requirements and a log of all grant funded expenses, along with a year-to-date financial statement, must accompany all requests for funds.  Organizations with annual programming or multiple events may request reimbursement, with proper documentation, one time in each calendar quarter.  Requests for reimbursement for annual events must be requested within 60 days after conclusion of the event.  All grantee reports are subject to audit; if selected for audit, grantee will provide copies of receipts and proof of payment for all expenses included in the report(s).  Failure to provide appropriate records will result in repayment of the grant funds and grantee will be ineligible to apply for future grants.

             The following expenditures are NOT reimbursable by grant funds:

Salaries, benefits, travel or expenses of personnel not directly related to the creation of programs, events or attractions that are open to the public;

Payment of rent, mortgage, or utilities;

Real property or capital improvements, including but not limited to new construction, renovation restoration, installation or replacement of fixtures and tangible personal property;

Interest or reduction of deficits or loans, fines, penalties or cost of litigation;


Expenses incurred or obligated prior to or after the funding period;


Member-only events, entertainment, or food or beverages;


Events which are restricted to private or exclusive participation;


Advertising, printing or other expenses that omit the required logos and support statement;


Benefits, projects and fundraisers that benefit organizations or individuals other than the contracted applicant;


Prize money, scholarships, awards, plaques, certificates, or contributions;


Political or religious events;


Food or beverage; and


Any expenditure not authorized by the St Johns County Code of ordinances.


Application Instructions

All applicants must attend a grant workshop, virtually or in person, and complete and provide:

  1. Online Letter of Intent
  2. Online Grant Application
  3. Up to 3 letters of support from sources outside of your organization
  4. Up to 5 supporting documents, which may include examples of marketing materials and analytics; event programs; program reviews; photographs and video of past programming / events, or any other material that illustrates the quality of organizational programming
  5. Proof of organizational status from the Florida Department of State
  6. Board of Directors List, including names, business affiliation, and contact information for each board member
  7. Financial information described below
  8. Any additional information requested in the grant application


Required Financial Information

A complete copy of the organization’s most recently filed IRS Form 990 / 990 EZ and a statement of revenues and expenses for the most recently completed fiscal year, signed by Board Chair / President or Executive Director. Organizations with revenues below $50,000 must provide a financial statement but are not required to provide a 990.

The first page of the IRS Form 990 for the previous two years.

For profit organizations and organizations whose primary organizational purpose or mission is not to attract audience members must provide the tax return and financial statements required above AND a detailed project / event budget for the special event or activity, signed by Board Chair / President or Executive Director.Funding request amounts must be based on the project budget rather than the organizational budget.  

Municipalities and institutions of higher learning must submit a detailed project / event budget for their special events or activities, signed by the appropriate staff member.  Funding request amounts shall be based on the project / event budget.

FAILURE TO PROVIDE A COMPLETE COPY OF THE MOST RECENTLY FILED IRS Form 990, 990 EZ or 990N (if required) and /or detailed event budget statements will disqualify the application.

Open to
Organizations and individual applicants can apply.
Opens
May 5 2021 12:00 (EDT)
Deadline
Jun 25 2021 17:00 (EDT)