Application Procedures

INTRODUCTION

The City of Huntsville, through the Huntsville Arts Commission, offers assistance in the development of arts programs for the City. Funding for these programs is provided by the City of Huntsville, and the determination of recipients for funding is decided by the Huntsville Arts Commission with the approval of the Huntsville City Council.

ELIGIBILITY

Any non-profit organization is eligible for assistance. Individuals may apply for funds, but in some cases must apply under the umbrella of a tax exempt organization. All proposals for funding which includes state or federal monies must be submitted by non-profit organizations. All projects must have a local applicant.

FUNDING PERIOD AND DEADLINE

Proposals for the upcoming Fiscal Year 2006-2007 (October 1 to September 30) must be submitted on official application forms by Monday, May 1, 2006, 5:00 p.m. to the Huntsville Arts Commission at the address below. In years when May 1 falls on a weekend or holiday, the due date will be the following business day. Applicants requesting $300 or less have the option to apply by letter.

Special Project proposals for immediate funding may be submitted by letter to the HAC at any time -during the year for possible consideration. The Commission may then request a completed application form with attachments.

CREDIT LINE

The Huntsville Arts Commission, City of Huntsville, requires a credit line in all publicity and promotion of a project which receives funds through the Commission. Failure to comply with this requirement may jeopardize any future requests submitted by an organization to the Commission. The credit line should read:

"THIS PROJECT IS SUPPORTED (IN PART) BY FUNDING FROM THE HUNTSVILLE ARTS COMMISSION, CITY OF HUNTSVILLE."

FUNDING PROCESS

  1. Applicant should consult with the staff of the Huntsville Arts Commission at 936-291-5424 prior to submitting an application. Applicants are strongly encouraged to attend the proposals workshop conducted each January or February by the City Staff.
  2. Application is sent to the Huntsville Arts Commission, 1212 Avenue M, Huntsville, Texas, 77340-4608, or brought to the Cultural Services office in City Hall at the same address. Any application received by mail after 5:00 p.m. on May 1st is required to have a postmark of no later than May 1st, 5:00 p.m. A metered post mark of the applying entity and/or a mail receipt that is not dated by the United States Postal Service are not acceptable.
  3. After staff review, all eligible applications are submitted to the Huntsville Arts Commission and its advisory board. Each application is evaluated for the merit of the project, its potential for attracting tourists, its demonstrated need in the community, and the applicant's capability to achieve its objectives. Any application received after the deadline, without the required postmark, will be ineligible to be considered during the regular funding process for the upcoming fiscal year (and will be returned to the applicant).
  4. Advisory Members will make their recommendations to the Arts Commission; then, the Commission makes its funding recommendations to the City Council. When the Council has taken final action, notification will be given to the project applicant. A contract will be prepared for the applicant to sign.

APPEALS PROCESS

Applicants for financial assistance may request a place on the Arts Commission meeting agenda within thirty (30) days to appeal recommendations made by the Commission. The applicant representative directly associated with the request may submit written comments or appear in person before the Commission. Public testimony will be limited to three (3) minutes. The Commission will respond within thirty (30) days.

PROCEDURES FOR PAYMENT

  1. Terms for payment are generally a lump sum payment.
  2. A minimum of 10 working days are required for processing a check following the signing of the contract and any other required paperwork.

REPORTING

All financial records relating to a project will be retained by the project contractor for possible review by the City or its representatives. A final report on a standard Project Evaluation Form must be submitted to the Huntsville Arts Commission within thirty (45) days after the completion of a project and no later than August 31st.. The final report should include an itemized account of expenditures, a narrative summary of the project, a record of the number of persons benefitting from the project, and six (6) labeled digital photographs.

For questions or comments contact Linda Pease.
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