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Beaches Fine ArtsCity of Atlantic Beach Contribution Awards: Cultural Arts and Recreation Programs FY2019-2020 Application Guidelines Package For ORGANIZA TIONS APPLICATION FORM WITH SCORING AND REVIEW CRITERIA AND GUIDANCE Funding amount requested: $3000.00 Dates of event/program 10/01/19-9/30/20 Yes/No Conditions A. Fair and justifiable program costs (Program/Event Budget required) Qs)No B. Serves Atlantic Beach residents No C. Program/event pertains to cultural, arts, recreation No D. Program/event activities completed by September 30, 20191,0 CaDNo E. Program/event is non-discriminatory o F. Is the event free from inherently religious activities? i /No NOTE: If the Yes/No conditions are not met, the application is not eligible for funding, and will not be processed for review. NOTE: Questions reviewers will consider are listed in italics as a helpful guide for applicants NOTE: An important criteria for funding is to ensure that an adequate number of Atlantic Beach residents will benefit from the program/event relative to the amount of funding requested. To address this criteria, a per -person -per -hour cost will be calculated by the reviewers. 1. Participants (Maximum 35 points) Total estimated number of participants for season: 12,000 Atlantic Beach Participants: 3,000--25% of all audiences, including adults and children Number of hours: 8 concerts (2.5 hours each plus reception time) and 11 educational outreach programs (1.5-3 hours each) are accessible to Atlantic Beach residents, including children at Atlantic Beach schools. Last year, Mayport Elementary School and Mayport Middle School attended programs offered by Beaches Fine Arts Series. All events are open to all residents of Atlantic Beach, including Master Classes at the universities. Locations where programs take place: St. Paul's by -the -Sea, Jacksonville Beach UNF Fine Arts Center, Jacksonville Jacksonville University, Jacksonville St. John's Cathedral, Jacksonville While our events do not occur in Atlantic Beach, most do occur in Jacksonville Beach at our home venue, which seats 550. During 2018-2019, 7 of our 9 concerts were held at our home venue, and during 2019-2020, 6 of our 8 concerts will be held there. 2. Need (Maximum 20 points) NOTE: Reviewers will consider the following questions when assigning points: Is there a demonstrated need for the program/event? Is the program/event duplicative of other programs/events in the area? Is the program/event a response to a need articulated from the community? Does the program/event target a population group that is currently underserved? (e.g. teens, children with special needs, low-income residents, etc.) Briefly describe any community needs or gaps that the program/event is intended to address. Please state if the program/event targets a population or age group that is currently underserved in Atlantic Beach. Beaches Fine Arts Series recognizes that unless the public has access to interactive, positive experiences with live performances, it is unlikely to appreciate the outstanding public value of artistic offerings. BFAS fulfills a need in our community by bringing its free programs to the wider public, enabling people from all walks of life to participate in meaningful ways in great musical experiences. A recent study (https://datausa.io/profile/geo/atlantic-beach-fl/) indicates that 8.90% of Atlantic Beach residents live below the poverty line; BFAS serves these people through its free diverse programs featuring national/international artists. We work to bring programs to the area that will be appealing and inspiring to people across many spectrums, since our genres range from classical to jazz to world music. In recognition of our gifts to the beaches' communities, BFAS received the Beaches Watch "Give Back Award" in 2014. BFAS free programs make it possible for every person, regardless of economic status, to attend them. This fulfills a need that other organizations may not address, since most organizations charge admission for their programs. Our beaches community does not have many opportunities to hear extremely high levels of musicianship from national and international artists without paying significant amounts for a ticket. Beaches Fine Arts Series fills this need for those who cannot afford the price of a ticket, whether because of low income or the fixed income of the elderly. Our free programs also encourage parents to introduce their children to music, without "breaking the bank". Those who can afford to support BFAS do so with personal donations, and many of our supporters live in Atlantic Beach. In support of our free programs, please note the attached letter from Mayor Ellen Glasser of Atlantic Beach, written for a grant from Cultural Council of Greater Jacksonville, and used with her permission. BFAS serves several retirement facilities, including Fleet Landing, whose residents arrive by bus for concerts and receptions, giving them an outing. Older people on fixed incomes regularly thank us for our great programs and are extremely appreciative of our offerings to them. 3.Description of program/event 3.1 Describe the goals and objectives of the program/event, and benefits to the residents of Atlantic Beach, please make sure goals and objectives are specific, measurable, achievable, results -focused and time -bound (Maximum 15 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Are the goals and objectives described in the application SMART (specific, measurable, achievable, results focused, and time- bound) o How will the program/event benefit residents of Atlantic Beach (pertaining to cultural arts and recreation? o Are the goals and objectives artistic, recreational and/or cultural in nature Objective and Goal: Quality of programs Beaches Fine Arts Series conducts continual assessments of its concert series and educational outreach programs to determine their value, appeal, and importance to the community we serve. A continuing goal has always been to select diverse performers from throughout the world, representing a wide variety of artistic genres, and our 2019-2020 series will adhere to that goal. We produce highly regarded concerts and work with professional educators to enhance our educational outreach offerings. In support of our mission, all of our concerts and educational outreach programs are offered free of charge. To assess our success, we conduct an annual electronic survey of our attendees, whose opinions are taken into account when planning future seasons. The most recent survey is attached to this grant. Objective and Goal: Innovative ideas During 2019-2020, in its efforts to revitalize its annual offerings and bring new programming to a diverse audience, Beaches Fine Arts Series will open the 47th season with the Dover Quartet with harpist Bridget Kibbey in a "Celebration of Bach", with Ms. Kibbey performing the role of continuo; we will close with The Kingdom Choir in their first American tour after a triumphant appearance at the wedding of Prince Harry to Meghan Markle. Our more traditional concerts include Spanish Brass with organist Tim Tuller; Daniela Liebman, 16 year old concert pianist from Mexico; Windsync with composer/percussionist Ivan Trevino; the Grammy -winning Los Angeles Guitar Quartet; jazz trombonist Wycliffe Gordon in a tribute to Louis Armstrong and a weeklong jazz workshop at UNF; and the Rastrelli Cello Quartet from Russia. A schedule is attached. Objective and Goal—Community Impact Through our carefully chosen programming, BFAS will engage and introduce new audiences to our free concerts and educational outreach programs. While our selections change each season, our aim continues to positively connect with more of the area's diverse population. This year features American, Spanish, Mexican, and Russian performers. Objective and Goal—Need for Org There are very few opportunities in any city for its citizens to have the opportunity to hear and see great performances without purchasing a ticket. BFAS will continue to fulfill the need of many of Jacksonville's citizens to have access to life -enhancing artistic experiences, regardless of their ability to pay for admission. By allowing all people access to a largely diverse and always fine level of performance, BFAS has a part in changing the fiber of our city through the power of the arts. Objective and Goal: Board Enhancement During 2019-2020, BFAS will continue to educate the Board of Trustees and to seek qualified and diverse candidates to our board. We select a college student each year to serve on our Board in order to bring ideas and innovation from young people and to give them a chance to participate in a nonprofit board. 3.2 Describe program/event activities (Maximum 40 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o How appropriate are these activities are in terms of achieving the stated goals and objectives o Originality and creativity – is the program or event new and unique to the community or provide a new or unique twist on an existing program or event? o Is this a family oriented and wholesome event that City funding should support? The 2019-2020 47th Annual Season of Beaches Fine Arts Series includes a wide-ranging selection of concerts and educational outreach programs. These programs may be found in our attached concert and education trifolds, but in brief, here is a listing of the artists who will perform: The Dover Quartet with harpist Bridget Kibbey in "Celebrating Bach". Educational outreach will include a master class at UNF as well as an elementary school program with Ms. Kibbey and her harp. Brass and Organ! Spanish Brass and Tim Tuller The award-winning Spanish Brass will team with Mr. Tuller for a spectacular evening at St. John's Cathedral. Spanish Brass is also well known for its educational outreach programs for children, and will perform two programs to benefit our young students. Windsync with Ivan Trevino will perform in concert as well as in two educational outreach programs—one, a master class at Jacksonville University; the other targeting after school programs for underserved children. Los Angeles Guitar Quartet These Grammy -winning artists will perform in a concert as well as bring their music, ranging from bluegrass to classical, to elementary and middle schools. Wycliffe Gordon Mr. Gordon will conduct weeklong master classes culminating in a performance with the UNF Jazz Ensemble 1 in a tribute to the great Louis Armstrong. Rastrelli Cello Quartet These Russian born cellists will perform in concert and in a master class. The Kingdom Choir, famed a cappella vocalists who performed at the wedding of Prince Harry to Meghan Markle, will bring their energetic style to us in their first American tour. Many of these artists have never before performed in the greater Jacksonville metro area. All of these concerts are suitable for family viewing, and we encourage audiences to include their children in our offerings. All of these artists will participate in our award-winning educational outreach programs, ranging from mini -concerts and workshops to master classes at college level. Please take a look at our attached Educational Outreach Programs for this season. In a separate outreach program, we annually present a concert for elementary schools featuring the UNF Orchestra. This year's event will showcase Benjamin Britten's "Young Person's Introduction to the Orchestra" as well as a featured young artist, 10 -year old Leila Warren, who will perform a Mozart concerto. We do hope that Atlantic Beach elementary schools will participate. 3.3 Describe how the program/event will be advertised too ensure adequate participation (Maximum 5 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Is there a plan for promoting/marketing the program/event? o Is this plan likely to be effective and feasible? Our marketing/advertising plan consists of the following: Featured program notices in The Beaches Leader include a photo and article about the artists for each concert. BFAS submits and is featured in the arts calendars of Arbus Magazine, Times Union Newspaper; and Folio Weekly. BFAS sends Constant Contact notices for each concert to our emailing list of over 5000. BFAS advertises some of our concerts on WJCT radio. BFAS shares advertising with other cultural arts programming to introduce our schedule to their audiences. BFAS distributes posters for each concert to beaches area businesses promoting each performance. 4. Describe how you will facilitate access to the program or event so that residents of Atlantic Beach who do not live near the program/event location and/or who do not have transportation can still participate. (Maximum 10 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Is there a plan to ensure that access is not a barrier? o Is this plan effective and feasible? Transportation to any programs in the community can be a challenge. Retirement communities bring their buses to our concerts, but we do not hire transportation to bring concert -goers to our venues because of costs and liability. We do open our doors early so that people arriving for our events do not have to stand outside to wait for the opening. Since our concerts are free, the expense of transportation is at least not added onto the cost of a ticket. Most importantly, BFAS does provide BUS FUNDS for children in Duval public schools to attend our educational outreach programs. These programs are well known throughout the state, as they received the 2013 Florida Music Educators Association's Distinguished Service Award for work with youth. All schools send bus vouchers to us following an activity, and we reimburse the school for the cost of transportation. This decision is an important part of our budget, since we recognize the value of promoting the arts in our schools. 5. Describe if the program is evidence based (i.e. has a record of achieving expected outcomes) (Maximum 15 POINTS) NOTE: Reviewers will consider the following questions when assigning points: a. Is the program or event based on published evidence? b. Does the program or event have a demonstrated history of success (in other contexts or similar cities, or in previous years)? Beaches Fine Arts Series has delivered outstanding programs to the beaches communities, free of charge, for 46 years. Our record of great programming and service to the community is evidenced by our full houses and our faithful financial supporters. BFAS has received accolades from organizations/artists throughout the US, including the aforementioned 2013 Distinguished Service Award from the Florida Music Educators Association for our work with youth. We have been featured in Chamber Music America Magazine with national distribution. Many of our concerts are recorded and heard nationally/internationally on American Public Media's Performance Today on NPR (National Public Radio). BFAS is the only presenting organization in North Florida to have this honor. Our concerts are aired on NPR regularly. For example, during the period of January through May, 2019, 6 selections from our concerts were featured on Performance Today. 6. If there is a fee or cost to participate, describe how you will ensure that participants are not denied the opportunity to participate due to their inability to pay any registration or other related fees or costs. If there is no fee or cost please state N/A (Maximum 15 POINTS) NOTE: Reviewers will consider the following questions when assigning points: o Is the program/event free for residents of Atlantic Beach? • If there is a fee or cost, does the proposal describe steps to ensure that participants are not denied the opportunity to participate due to their inability to pay fees or costs? All BFAS programs are FREE to all people. Because we believe in the transforming power of music, we offer all of our programs to the public, entirely free of charge. BFAS also provides bus transportation for students attending our educational outreach programs. Based on our annual zip code surveys, Atlantic Beach residents make up approximately 25% of our audiences for each season. We also note that a sizable number of Atlantic Beach residents offer tax deductible financial support to the series. 7. Evaluating Success (Maximum 30 POINTS) Briefly describe how you will measure success. This should include how you will assess participant satisfaction, number of participants and (if applicable) changes in knowledge, attitudes, skills or behaviors. Describe data collection methods and who will be surveyed. Please also describe how data will be used to inform program improvement. NOTE: Reviewers will consider the following questions when assigning points: o Is there an adequate evaluation plan for measuring participation, participant satisfaction and (if applicable) changes in knowledge, attitudes, skills or behaviors a. Will data provide actionable information for future planning? b. Will results be useful for dissemination to the community? c. Does evaluation include feedback from participants/audience as well as planners/ organizers and volunteers? Evaluation of Concert Programming • We receive informal unsolicited feedback from our audiences on a form included in our programs, along with letters from patrons. • We utilize electronic surveys as referenced earlier, both for our concert season and our educational outreach programs. • The attendance numbers at concerts help us evaluate our programs. While we do not have a "tickets sold" count, we do know the capacities of our venues and can estimate numbers attending our concerts. The decision-making regarding choices also involves looking at area offerings and bringing different or unusual artists to the Series. Evaluation of Educational Outreach Programming • We work closely with teachers to develop school residency projects. We ask teachers to complete a short survey following many of our outreach activities. When schools attend our programs, we also receive unsolicited feedback from teachers and students. At the completion of the season, we ask that all participating teachers take an electronic survey so that we can improve our programs. • Our educational outreach programming has become known throughout the state and beyond. In 2013, we received the Distinguished Service Award from Florida Music Educators Association. We continue to maintain relationships with individual teachers as well as Duval County music education administrators, from whom we receive guidance regarding our programs for students. Evaluation of Fundraising Model • During 2013, we introduced our highly successful fundraiser, First Coast Dancing with the Stars. This event has shown great success, with a net income of more than $60,000 in 2018, when Ashli Boselli won the competition. Jazz singer Akia Uwanda has been our Mistress of Ceremonies since 2017, and will continue for the 2019 Gala, scheduled for September 14 at WJCT Studios and featuring several residents of Atlantic Beach as Stars. • BFAS takes advantage of opportunities for small fundraisers whenever they arise. In 2019, we presented Cavatina Duo (Spanish/Bosnian guitar and flute) at a private event at the home of our Executive Director, to raise funds to support our free programs. • During summer 2018, BFAS purchased a new donation software product, allowing us to centralize our fundraising operating processes and increase communication with our supporters in a timely fashion. • Our donation buttons on our websites and social media enable people to donate online and via phone; our use of QR codes also facilitates contact with donors. 8.Resourcing (Maximum 15 POINTS) Please describe any plan to leverage additional resources (e.g. other funding, volunteers, in-kind donations) or collaboration with others to offset expenses NOTE: Reviewers will consider the following questions when assigning points: a. Is there a plan to leverage additional resources (other funding, volunteers, and/or in-kind donations)? b. is there collaboration with other organizations that will help to offset resources and expenditures? c. Is this a for-profit event? BFAS' annual budget includes the following funding: Please see attached approved 2018-2019 Budget. Grants and Corporate Funding: Cultural Council of Greater Jacksonville Wells Fargo Bank State of Florida PGA Tour Publix Charities Mayo Clinic Walmart Bank of America Foundations: Community Foundation Lazzara Foundation Thurston Roberts Charitable Trust Individual Donations Fundraisers, including our headliner, First Coast Dancing with the Stars, annually held in September In -Kind support from local restaurants, including Ocean 60 in Atlantic Beach, which provide post -concert dinners as well as contribute to the Gala for our fundraiser, First Coast Dancing with the Stars. Community Hosts for concerts include local organizations such as Uptown Civitan and Oceanside Rotary Club. Community hosts serve as ushers at our concerts and bring refreshments for our post -concert receptions. We also maintain a great Concert Crew which coordinates the receptions. Our Volunteer Corps helps with our concerts, our educational outreach programs, and our fundraising events. Beaches Fine Arts Series is a 501-c3 nonprofit organization. All of our programs are offered to the community, free of charge. Our fundraisers raise funds to support these free programs. With the exception of these fundraisers, we do not charge admission for any programs. Beaches Fine Arts Series 2019-2020 Approved Budget REVENUE Concert Income Corporate Gifts Foundation Support Local Government Includes Cultural Council State Government Includes State Grant Private Donations Fundraising Income Special Events Grant 31,000 9,000 35,000 13,000 80,000 95,000 TOTAL REVENUE 263,000 EXPENSES Concert Expenses Artists Artist Fees Concert Expenses - Program Costs Educational Outreach - Busing Artist Lodging Artist Meals Advertising & Design Other Concert Exp. Printing Receptions Executive Director Salary Salary & Taxes General Administrative Salary & Taxes Computer Development Dues & Subscriptions Utilities Liability Insurance Postage Travel Volunteer Financial Review/Tax Preparation Facilities Printer Lease Supplies Fundaising Expenses 61,000 2,000 7,000 5,000 7,000 4,000 4,000 3,000 62,000 51,000 2,000 1,000 2,000 4,000 4,000 1,000 2,000 1,000 3,000 3,000 3,000 2,000 29,000 TOTAL EXPENSES NET PROFIT/LOSS 263,000 Concert Expenses -Artists Artist Fees Concert Expenses - Program Costs Educational Outreach - Busing Artist Lodging Artist Meals Advertising & Design Other Concert Exp. Printing Receptions Executive Director Salary Salary & Taxes General Administrative Salary & Taxes Computer Development Dues & Subscriptions Utilities Liability Insurance Postage Travel Volunteer Financial Review/Tax Preparatioi Facilities Printer Lease Supplies Frundaising Expenses TOTAL EXPENSES 65,000 3,000 10,000 8,000 10,000 6,000 3,000 3,000 62,000 51,000 2,000 2,000 3,000 4,000 5,000 1,000 3,000 2,000 4,000 3,000 3,000 3,000 35,000 291,000 EXPENSES NET PROFIT/LOSS Beaches Fine Arts Series 2018-2019 Approved Budget REVENUE Concert Income Corporate Gifts Foundation Support Local Government Includes Cultural Council Grant State Government Includes State Grant Private Donations Fundraising Income Special Events TOTAL REVENUE 45,000 7,000 41,000 3,000 70,000 125,000 291,000