by Monica Chamness
Staff Writer
Every year, the Cultural Council of Greater Jacksonville awards grant money to local organizations for general operating support. These organizations aren’t just getting a handout, though. Each entity receiving funds must follow guidelines to keep the money and to continue to be considered for future grants.
The grant program’s check and balance system is mandated by City ordinance because 85 percent of the Cultural Council’s monetary resources come from state or city government.
“For the grant process, 100 percent of the dollars are City dollars,” said Robert White, executive director of the Council.
Allocations are funds re-granted through the Council to those organizations that have met the appropriate criteria. Deciding factors include fiscal accountability, community outreach, diversity of programming and operating budget. Disbursements are made quarterly, if the recipient complies with the rules.
Before the process reaches this stage, the recipient must attend a contract management workshop where the contract and its full obligations are carefully detailed. The approved applicant must file quarterly reports outlining its accomplishments, services provided to the community, goals and objectives. Financial reports show how they are spending the money. At the most, a cultural organization may receive only 24 percent of its budget. Very few agencies get close to this number. Level I organizations have operating budgets of over $750,000; Level II ranges from $250,000-750,000; and Level III has less then $250,000.
“Given the amount of money we have to work with and the number of organizations we serve, some are precluded,” said White. “We serve different constituencies and agencies. We serve theater lovers, dance aficionados, artists.”
Major institutions like the Cummer Museum of Art & Gardens or the Jacksonville Symphony Orchestra can receive a large percent. This year, a special fund of $12,000 was created to provide technical (professional) assistance to groups needing serious help. The special fund serves as a safety net for new organizations and previously existing ones whose services are deemed as critical. They include the Jacksonville Stage Company, Brooklyn Arts and Design Center, City Kids Art Factory and Jacksonville Center for the Arts.
“We monitor their programs, service delivery, how the funds are expended and what percentage of their revenue that the grant provides,” said Julie Tippins, finance director. “They have to show what their revenue is. It is not unusual for an organization to exceed that percentage during certain times of the year, as long as at the end of the year they do not exceed 24 percent of their total income.”
“However, it may be indicative of an organization that’s struggling to maintain enough revenue,” said Amy Crane, the Council’s marketing director. “It could be a red flag that they may be falling below their projections.”
Other ways the Cultural Council keeps tabs on the groups it supports include an annual, on-site monitoring of the program and administrative functions and an end-of-year report. Organizations obtaining a grant in excess of $25,000 must submit to an independent audit. Organizations receiving less must have financial statements certified by their treasurer.
“That’s how we track what’s going on, whether the money has been expedited appropriately and that they are matching funds by at least 76 percent,” said Tippins.
“It’s not enough that they spend it the way they were supposed to. They also have to fund raise.”
That 76 percent can be generated from earned revenue, in-kind contributions, contracted services or donations. Groups that fail to file their reports consistently, are under investigation by other agencies or otherwise do not meet their contractual obligations may be subject to suspension or termination of their contract. In some cases, the Council may have to recapture those funds. Extreme measures are not the only option. The amount of the award can be reduced or funding could be withheld until the organization meets their compliance responsibilities.
“We absolutely want them to succeed,” said Crane. “It’s not to be picky or heavy-handed, but to set them up for success so they don’t fall through the cracks. It’s for the success of the organization and the accountability of tax dollars.”
“We try to foster relationships with the organizations so they’re forthcoming,” added White. “The more we know about their organization, including their short falls, the more we’re able to help. The process is extremely successful. For the agencies themselves, it empowers them to receive funding from other organizations. It ensures the quality of life in Jacksonville and it ensures real credibility in the mind of City government, which makes the appropriations, and the taxpayers who fund it.”