Michigan Council for Arts and Cultural Affairs

FY 2009 Funding Process

Guidelines

The funding process for MCACA arts and cultural projects begins with the development of guidelines for all the Council's programs. MCACA staff shape the guidelines based upon MCACA priorities and industry needs. They work with stakeholders to update and/or revise guidelines. The Council reviews the guidelines, and provides expertise.  Focus group meetings are conducted for public input on the programs and subsequent guidelines. Guidelines are made available on the MCACA Web site and mailed by request.

Grant Assistance Workshops

Conducting public grant assistance workshops is the next step in providing information and guidance to those interested in applying to the Council for grant funds. Workshop notices are broadly disseminated and press releases are issued. Workshops are conducted throughout the entire state. MCACA often partners with other service organizations to provide additional information on grants writing, grants making and improved project management. Staff continues providing technical assistance, consultation to applicant organizations until the grant application deadline.

Improved guidelines, successful grants assistance workshops, a fair and independent application review process, and the Council's support of statewide distribution of arts and cultural resources to organizations and communities have resulted in applications for outstanding projects.

Applications

310 applications were received and reviewed for FY 2009 compared to 282 in FY 2008. The FY 2009 requests totaled over $13.5 million.

Open Panel Process

In order to provide an open environment in which to review applications for funding, the Michigan Council for Arts and Cultural Affairs utilizes an open peer panel application review process. Panel meetings are open to the public and applicants are encouraged to attend. Panel meetings were held utilizing 60 panelists. The peer panel process places great importance on the review of applications by professionals in the arts, arts and cultural management and related fields. Peer professionals from the state and nation evaluate, score and rank the grant applications based upon published program criteria found in the guidelines. They provide the Council with the depth of experience and expertise that is the foundation of their informed funding decisions.

Panel Appointments

Recommendations for panelists come from the Council, clients, colleagues from other state arts councils, the public and staff. Panelist nomination forms are available on the MCACA Web site and by request. Recommendations are reviewed and approved by the Council Chairman with the advice of the full Council.

The Council convenes peer review panels in each discipline area and for each grants program. Panelists are selected based on the following criteria:

• professional qualifications;
• broad-based knowledge of arts and /or cultural field(s);
• ability to work well in a group situation;
• geographic representation;
• minority representation;
• representation of various arts and cultural disciplines (visual arts, music, dance, theatre, history, education, etc.) and genres within each discipline (symphonic, chamber, jazz, etc.);
• representation of a cross-section of the arts and cultural organizations, groups, and structures including board members, administrative managers, artistic directors, education specialists, etc.; and/or
• representation from large and small, developing and established, as well as urban and rural organizations.

Panel Process

Panelists review each application. Further, each application receives a primary and secondary review. Primary reviewers conduct in-depth reviews, report their findings to the panel and lead panel discussion. Panelists objectively apply their knowledge and expertise to the review. Panelists use a score sheet to individually record their comments and score for each application. The application score is the average of all panelists' scores.

Council members are invited to facilitate or audit the peer review meetings. Council staff facilitate process, provide information and adhere to policy and procedures to ensure fair and equitable treatment of all grant applicants. Only the peer panel reviewers participate in the application discussion and scoring. Applicants and other interested individuals attend the panel meetings to observe the proceedings.

There were some new aspects to the panel process this year. First we began to consider what we do as an "experience" versus a "process." In other words, we asked ourselves, "how can we make the peer review panels the best learning experience possible for our clients." The first steps we have taken included a five minute question and answer period for every client attending the meeting. Attendance at our review meeting went from less than 10% last year to 62% this year. Secondly, we arranged to have a distance learning opportunity set up for the Upper Peninsula applicants so that they too could benefit from the question and answer period.

Merit scores are based on the following standard:

100 - 95 Excellent
94 - 90 Very Good
89 - 80 Good
79 - 70 Adequate
69 - 60 Questionable
59 & below Unacceptable

Applications that receive a score of 80 and above are recommended to the Council for funding consideration.

Funding Plans

The Council reviews applicant requests, panel scores and recommendations and determine fiscal year funding parameters (i.e., grant program allocations, geographic distribution, maximum number of grant awards per applicant and program issues and priorities). The parameters for FY 2009 included: merit scores and funding benchmarks; awarding one grant per applicant organization in the Arts Projects, Arts and Learning, Locals, and Capital Improvement programs. For organizations with two or more applications typically the highest qualifying score receives the award.

From these parameters, staff develops a range of possible formula-based funding scenarios, which are subsequently reviewed in depth by all Council committees.  By consensus, committees provide final recommendations for presentation of the tentative funding plan that is considered for approval by the full Council on September 9, 2008.

Funding

The FY 2009 plan represents a proportionate distribution of funds to each program based merit scores, Council priorities, geographic, cultural and disciplinary distribution, technical support and the available funding. All MCACA grants require at least a one to one match.

Application Submission Deadline

The deadline for submission of grant applications to the Fiscal Year 2010 programs is May 1, 2009 for projects that take place from 10/1/09 to 9/30/10. After February 1, 2009, FY 2010 guidelines will be available on the Council's Web site at www.TheMEDC.org/Arts.

You may also contact the MCACA office regarding funding requirements, program guidelines and application forms at 517.241.4011.