Cultural Funding Application

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Latest News

  • 6.9.17 - We are working to process applications received and any that may not have been able to submit on the due date. Please be patient. If you have already contacted Mariely, you will be contacted back with instructions.
    • Please remember that only pdf documents will upload (or jpeg in the case of Samples 1 - 3)
    • Please note that the website gives a very small window of time in which to upload and submit your files. You should save your files onto the first directory that the computer opens when you click on "Choose File" (if when you click on “Choose File” it automatically opens your Desktop, you should save your documents there.) 
    • Please remember to use the appropriate checklist for your application to make sure you have all documents required before submitting.
      • New Applicants - NO acknowledgement samples required
      • Prior Short Form Applicants - At least ONE acknowledgement sample required
      • Long Form Applicants - THREE acknowledgement samples required
    • NAMING OF YOUR FILES - PAY ATTENTION TO THE INSTRUCTIONS BELOW ON THE NAMING CONVENTION FOR YOUR FILES - YOUR APPLICATION WILL BE SENT BACK AS INCOMPLETE IF YOUR FILES ARE INCORRECT.
      • Save all files according to the following specifications:
          • Acronym for your organization
          • Letter to match attachment
          • Year “2018”
          • Use either a "." (period), "-" (dash), or "_" (underscore) to separate each part. Use the same format for all your files.
          • THERE SHOULD BE NOTHING ELSE IN YOUR FILE NAME BESIDES YOUR ACRONYM, THE FILE'S ATTACHMENT LETTER OR SIMPLEST FORM NAME (e.g., “A”, “B”, “G1”, “Application”, “BoardExtensionForm”, etc.), AND THE FUNDING YEAR (2018).
          • Examples: (If Erie County Department of Environment and Planning applied –ECDEP)
            • e.g.: ECDEP.B.2018.pdf
            • e.g.: ECDEP-G-Sample1-2018.jpg
            • e.g.: ECDEP-G1-2018.jpg
            • e.g.: ECDEP_Application_2018.pdf
            • Any other naming convention will result in an incomplete application
  • 6.6.17 - ERROR in ATTACHMENT KThe FY 2015 Actual Earnings from Endowment was duplicating into the cell for FY 2016 Actual Earnings from Endowment. All errors to date have been corrected in the forms on this page.
    • Use only the Attachment K file that says UPDATED-6.6.17 in the file name
    • If you have not started your Attachment K, please use this form: UPDATED 6.6.17 Attachment K
    • If you have started your Attachment K, you may if you wish use digital or manual means (print the document, white out the incorrect number, write in the correct number, and rescan/save as a pdf file) to correct the form.
  • 5.26.17 - 2nd ERROR in the LONG FORM AND REVENUES & EXPENSES WORKSHEET (the Optional Attachment B for Short Form) - The cell for line 45, FY 2018 was copying the number from line 45 FY 2017 Year to Date. All errors to date have been corrected in the forms on this page.
      • Use only the Long Form and Revenues & Expenses Worksheet that say UPDATED-5.26.17 in the file name
      • If you have not started your application, please use this form: UPDATED 5.26.17 LONG FORM
      • If you have not started your Worksheet, please use this form: UPDATED 6.7.17 REVENUES & EXPENSES WORKSHEET
      • If you have started your application, you do not need to start over. 
        • Please use this Expenses page/Page 4 instead of the one in the application: UPDATED 5.26.17 PAGE 4 of the LONG FORM
        • If you have Adobe Pro, you are able to extract the original page and insert the updated page.
        • If you do not have access to this or similar software, email your Application and Expenses page/Page 4 to mariely.ortiz@erie.gov; the pages will be swapped and the correct pages will be emailed back to you. PLEASE NOTE: Do this as soon as possible; this service will not be available weekends, holidays, or between May 27th and June 5th.
      • If you have started your Revenues & Expenses Worksheet, you do not need to start over. 
        • Please use this Expenses page/Page 2 instead of the one in the original Worksheet: UPDATED 5.26.17 EXPENSES PAGE/PAGE 2
        • If you have Adobe Pro, you are able to extract the original page and insert the updated page.
        • If you do not have access to this or similar software, email your Worksheet and the UPDATED Expenses Page/page 2  to mariely.ortiz@erie.gov; the pages will be swapped and the correct pages will be emailed back to you. PLEASE NOTE: Do this as soon as possible; this service will not be available weekends, holidays, or between May 27th and June 5th.
  • 5.18.17 - ERROR in the LONG FORM AND REVENUES & EXPENSES WORKSHEET (the Optional Attachment B for Short Form)The cell for line 57, FY 2016 Actual Expenses is copying the number from line 23 FY 2016 Actual Revenues. The error has been corrected in the forms on this page.
  • 4.20.17 - Applicant Briefing & Application Release - Click here for more information


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Eligibility Requirements 

  • Be located and provide services in Erie County
  • Be a 501(c)(3) organization with tax-exempt status prior to July 2014
  • Have a board-approved strategic plan (Long form: Attachment I; Short form: Section 2 Essay questions part III)
  • Have at least ONE of the following definitions of a Cultural Organization as a primary mission of the organization:
    • An organization that operates on a countywide or recognizable community level, which by the nature of its cultural activities and/or collections, is unique, distinctive and of significant quality
    • An organization that provides visitors with access to programs and displays of the performing, visual, literary and media arts, and/or to exhibits and collections, which preserve and interpret our cultural, natural and scientific heritage
    • An organization that particularly serves the cultural needs of significant segments of the County population, thereby contributing to the quality of life in Buffalo and Erie County


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Additional Requirements 

  • New York State Non-Profit Revitalization Act

The New York State Non-Profit Revitalization Act became effective July 1, 2014. There have been additions and clarifications issued by NYS since then. It is every organization’s responsibility to stay current with the provisions, knowing also that the law is the minimum standard for good governance. As this Act pertains to all 501(c)(3) organizations, Erie County expects all organizations to certify compliance with the NYS Non-Profit Revitalization Act. Organizations should be prepared to provide evidence of compliance with specific components of the Act. 

  • Sunshine Provision

Please be advised that any information you provide may be subject to public discussion as well as disclosure pursuant to New York State Public Officers Law. 

  • Pay Equity Certification 

Please be advised that if your Organization is awarded funding, you must sign the Erie County Equal Pay Certification, stating that your organization is in compliance with federal law, including the Equal Pay Act of 1963, Title VII of the Civil Rights Act of 1964, Federal Executive Order 11246 of September 24, 1965 and New York State Labor Law Section 194 (together “ Equal Pay Law”). View the Executive Order 

  • Recognition for County Grants 

Please also be advised that if your Organization is awarded funding, you must commit to acknowledging Erie County as a funding source on your organization’s website, marketing materials, and/or other publications. The 2017 Application expands Attachment G with the addition of a required questionnaire.

The County Seal can be found here. If you require a larger file for large scale printing, etc., please contact Mariely Ortiz at (716) 858-1916 or mariely.ortiz@erie.gov


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Application Information


Applicant Briefing

An applicant briefing for all interested organizations was scheduled for THURSDAY, APRIL 20 2017 at 5:00 p.m. at the WNED Studios, 140 Lower Terrace, Buffalo, NY 14202. Attendance is not mandatory, but encouraged.

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Directions & Forms:

1. Download the Directions form.

2. Determine which application is best for your organization's request

  • LONG FORM APPLICATION
    • Organizations applying for consideration of grants greater than $7,500 are required to complete and submit the entire Long Form application with ALL required attachments.

    • SHORT FORM APPLICATION
      • Organizations applying for consideration of grants for no more than $7,500 AND 2017 funding did not exceed $7,500 may select the Short Form which has fewer required essays and other questions. 

3. Download the application checklist (these are for your use only; do not attempt to submit):

- SHORT form checklist

- LONG form checklist

4. Download the Application:

- SHORT application (grant requests of $7,500 or less AND 2017 funding did not exceed $7,500)

- UPDATED 5.26.17 LONG application (grant requests of more than $7,500)

- Make sure to download and save the form to your computer before entering any information.

- Do not attempt to fill out the form in a web browser (it will most likely not save your information).

- All distributed forms are Reader Extended PDFs. If you are unable to save information to your form after saving it to your computer, you may have to update your software.

- This is the link to download Adobe Reader: https://get.adobe.com/reader/

- This link gives more information about Adobe capabilities: http://blogs.adobe.com/dmcmahon/2011/09/10/adobe-reader-fill-out-a-pdf-form-or-type-text-on-a-pdf-file-using-adobe-reader/ 

- ASI recommends contacting TechSoup, a group that offers discounts to nonprofits for technology and software items like Adobe Acrobat.

5. Download additional forms needed:

- Attachment G (required of all applicants) - Erie County Seal can be found here

- UPDATED 6.6.17 Attachment K (IF indicated in your application)

- Only Attachments G and K have designated forms (links above); all other attachments should be a copy of your digital or scanned files. 

- The samples to be submitted as part of Attachment G are examples of your recognition of Erie County funding. These may be a screenshot of your website, digital or physical copies/pictures of posters, event invitations, flyers, newsletters, plaques, etc. If you have a sample or document that is too big to upload, please deliver Monday through Friday, 8:30am - 4:30pm or mail to Mariely Ortiz at 95 Franklin Street, Office 1007, Buffalo NY 14202

- OPTIONAL for SHORT FORM  as Attachment B - Financial Statements - UPDATED 6.7.17 Revenues & Expenses Worksheet  (IF needed)

Board Members Extension form (IF needed)

- Programs Extension form (IF needed)

6. Complete the application. 

- Make sure that all your files are identifiable as belonging to your organization. All forms should have the organization name filled in the where it says Name of Organization

Complete all parts of the Application Section 1 and save as a PDF file.

        • Use the Checklist to keep track of completed portions
        • Save all files according to the following specifications:
          • Acronym for your organization
          • Letter to match attachment
          • Year “2018”
            • e.g.: ECDEP.B.2018.pdf
            • e.g.: ECDEP-G-Sample1-2018.jpg
            • e.g.: ECDEP_Application_2018.pdf
            • Any other naming convention will result in an incomplete application

- Compose all essays (Section 2 of each application) and save as a single PDF file.

        • Use the Checklist to keep track of completed portions
        • Each numbered item is considered a "question" (some may be worded as statements or requests for clarification).
        • Label each part & question number with question at top of essay as courtesy to reviewer
          • e.g.:

III. Planning 

 1. Please describe your organization’s approach to institutional planning, including the roles of staff and board.

Your answer here… (max 500 words)

        • Each question  in the Long form is 500 words max
        • Short form: each question is a max of 500 words; EXCEPT PLANNING. Each question in Planning = 800 words max
        • Save the file according to the following specifications:

          • Acronym for your organization
          • Letter to match attachment
          • Year “2018”
            • e.g.: ECDEP.B.2018.pdf
            • e.g.: ECDEP-G-Sample1-2018.jpg
            • e.g.: ECDEP_Application_2018.pdf
          • Any other naming convention will result in an incomplete application

- Gather all required attachments listed in Section 3 required for your organization

        • Use the Checklist to keep track of completed portions
        • Save each file according to the following specifications
          • Acronym for your organization
          • Letter to match attachment
          • Year “2018”
            • e.g.: ECDEP.B.2018.pdf
            • e.g.: ECDEP-G-Sample1-2018.jpg
            • e.g.: ECDEP_Application_2018.pdf
            • Any other naming convention will result in an incomplete application

7. Submit the application for 2018 Erie County Cultural Funding

- Enter your organization’s information below

- Upload the application, essays, and attachments

- Check the box for certifying you are authorized to submit the application on behalf of the organization

- Click on “Submit.”

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Deadline

All applications must be received by THURSDAY, JUNE 8, 2017. This website will be closed for application submissions after 11:59 p.m. on Thursday, June 8, 2017. Assistance with the submission will be available until 5:00pm on Thursday, June 8, 2017.

Late or incomplete applications will negatively affect your score.


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Online Submission

 

All applications are to be submitted via this website. Should this create a hardship for your organization, ASI can provide assistance; please contact them well in advance at: http://www.asiwny.org/ or  (716) 362-8389. You may also contact our department at 716-858-1916 or mariely.ortiz@erie.gov.

All application information must be entered and submitted in one session. You will NOT be able to save a partial application and come back to it later. Please be mindful that the webpage may time out if your application is not submitted in a timely fashion.

Please note you are required to submit all items marked with an asterisk (*). If you do not submit required items, your application will be rejected. Failure to submit all other items will result in an incomplete application and will have a negative impact on your score.

 

Helpful Hints:

  1. Download all documents needed before starting to fill out the forms.
  2. Make sure to download and save the form to your computer before entering any information.

    Do not attempt to fill out the form in a web browser (it will most likely not save your information).

    All distributed forms are Reader Extended PDFs. If you are unable to save information to your form after saving it to your computer, you may have to update your software.

    - This is the link to download Adobe Reader: https://get.adobe.com/reader/

    - This link gives more information about Adobe capabilities: http://blogs.adobe.com/dmcmahon/2011/09/10/adobe-reader-fill-out-a-pdf-form-or-type-text-on-a-pdf-file-using-adobe-reader/ 

    - ASI recommends contacting TechSoup, a group that offers discounts to nonprofits for technology and software items like Adobe Acrobat.

  3. If you are unable to insert an image into question 10 of Attachment G, you may want to update your Flash Player software and try again.
  4. Remember to save your progress on the fillable PDF on your computer as you go along.
  5. Finish filling out the application, writing essays, and gathering attachments before you begin to enter your information online.
  6. Please double check that you've provided an answer for each question.
  7. Please double check that you've provided an answer for each of the essay questions.
  8. You may fill out the application by hand if you so wish. Make sure all information is easily legible. However, you MUST submit online, on this page.
  9. All attachments must be submitted in PDF or JPEG formats only. If you attempt to attach an excel, or any other file type, the website will reject your application (ASI can provide assistance with your application; please contact them well in advance at: http://www.asiwny.org/ or  (716) 362-8389)
  10. Save each file according to the following specifications
    • Acronym for your organization
    • Letter to match attachment
    • Year “2018”
      • e.g.: ECDEP.B.2018.pdf
      • e.g.: ECDEP-G-Sample1-2018.jpg
      • e.g.: ECDEP_Application_2018.pdf
    • Any other naming convention will result in an incomplete application
    • If you get an error when trying to submit your application, please review your attachment file names. It is best to use few spaces and minimal punctuation. Please simplify your file names and resubmit.
  11. For larger samples (such as newsletters or annual reports) please deliver Monday through Friday, 8:30am - 4:30pm or mail to Mariely Ortiz at 95 Franklin Street, Office 1007, Buffalo NY 14202 by Thursday June 8th, 2017 by 5:00pm.
  12. All entities applying for funding are required to have Bylaws, a Conflict of Interest Policy, and a Whistleblower Policy regardless of employee number or budget size.
  13. To find your prior years grant amounts, please see the adopted county budgets, Book A, under Environment and Planning. Budget books from 2005 are available here: http://www2.erie.gov/budget/index.php?q=county-budget. For years before 2005, please contact the Erie County Division of Budget and Management at (716) 858-8515
  14. Committees of the board can only consist of board members and bind the board to action; e.g., executive committee, audit committee. (Old standing committees). Committees of the corporation may consist of board and non-board members; e.g., marketing committee, fund development committee. (Old ad hoc committees.) This presentation may assist you in better understanding: Are Your Committees Revitalized? Committee Structures Post Nonprofit Revitalization Act
  15. Upload your files in a timely fashion or the server will time out trying to upload them.
  16. There will not be any other confirmation of application receipt than that provided by this website (When your application has been submitted, a webpage will open containing the following message: "Thank you, your submission has been received." ). We will only contact you, in the following months, if we need additional information.
  17. 6.7.17 - Regarding Attachment G - If you are unable to enter the last two digits of the year for question 3, please enter the year in parenthesis next to the amounts. There are no errors in the form, but it does not seem to display or perform correctly depending on software.
  18. 6.7.17 - Regarding Long Form Section 2, Question V.2. You may address the question as written and report on progress to date, or can address both progress to date and upcoming fiscal year plans, or address only your next fiscal year/2018. Provide the reviewer with as much relevant information about your organization and its progress.

If you have questions about the application process, contact the Department of Environment and Planning at (716) 858-1916 or mariely.ortiz@erie.gov

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Submit your application below

  • PLEASE NOTE THAT CAPITAL FUNDING REQUESTS ARE NOT ELIGIBLE.
  • Make sure that all your files are identifiable as belonging to your organization. All forms should have the organization name filled in the where it says Name of Organization
     
     
     
     
     
     
     
     
     
     

SECTION 1

     

APPLICATION
Please upload your completed application.

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SECTION 2

     

ESSAYS
Please upload your essays as a single PDF file. All essays should be contained in one document.

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SECTION 3

     

ATTACHMENTS
Please upload the following attachments in PDF format.
Note that incomplete applications will negatively affect your score.

     
     
     
     
     
     
     

Attachment G: Please upload the completed Attachment G form and up to three samples showing acknowledgement of County Funding. If you are a first-time applicant, acknowledgement samples are not required.

     
     
     
     
     
     
     
     
     
     
     
     
     
wf      

Please ensure that all required fields contain an entry before clicking "Submit". When your application has been submitted, a webpage will open containing the following message: "Thank you, your submission has been received." If you do not receive this message, please check your application for completion. Missing items will be outlined in red and attachments will need to be uploaded again.