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Diversity in the Arts Fund

Information Sessions – September 18 and 19, 2018

The City of Ottawa’s Arts and Heritage Development Unit is hosting drop-in information sessions and open houses to answer questions about our 2019 cultural funding and awards programs, public art program and cultural development and initiatives (CDI) programs and projects.

Tuesday, September 18, 2018

Richmond Room and Colonel By Room, City Hall, 110 Laurier Avenue West
2 pm – 6 pm Drop-in one-on-one sessions
5:15 pm Presentation (FR)
6:15 pm Presentation (EN)

Wednesday, September 19, 2018

Richmond Room and Councillors’ Lounge, City Hall, 110 Laurier Avenue West
2 pm – 6 pm Drop in one-on-one sessions
5:15 pm Presentation (EN)
6:15 pm Presentation (FR)

Please join us at any time and bring your questions, ideas and concerns, or send them to us in advance at infoculture@ottawa.ca. For those who are unable to attend, presentation materials will be available after the sessions.

Cultural Funding Support Section values

The Cultural Funding Support Section (CFSS) assists independent, local, not-for-profit organizations, as well as professional artists and heritage professionals in the presentation of arts and heritage events and activities that reflect a broad representation of communities within Ottawa.

The City of Ottawa supports cultural activity that is inclusive of Ottawa’s diverse community, including people from a diversity of ancestries, abilities, ages, countries of origin, cultures, genders, incomes, languages, races and sexual orientations.

The City of Ottawa encourages submissions from First Nations, Inuit and Métis people, racialized people, persons with disabilities and members of the LGBTQ+ communities

The City of Ottawa is built on unceded Algonquin Anishinabe territory. The Cultural Funding Support Section honours the Algonquin Anishinabe Nation as host nation. 

The Cultural Funding Support Section is committed to supporting cultural activities that respond to the Calls to Action of the Truth and Reconciliation Commission.

The City of Ottawa recognizes both official languages as having the same rights, status and privileges, and therefore accepts applications in both English and French.

Program Guidelines

Applicants to this fund are encouraged to submit a draft application prior to the deadline date

Information Sessions: September 18 and 19, 2018

Deadline: Monday, November 5, 2018 at 4 p.m.

Late applications will be deemed ineligible.

Project Funding for equity seeking communities

This program is available to not-for-profit organizations and professional artist collectives from designated communities who have historically faced barriers to accessing funding support. Designed to support the production and presentation of artistic activities and events that are tied to distinct cultural communities, the initiative is available to the following equity seeking communities:

  • Algonquin Host Nation
  • First Nations, Inuit and Métis
  • Francophones
  • Racialized people
  • Deaf people and persons with disabilities
  • LGBTQ+
  • Rural residents
  • Youth

Projects proposed must have a cultural arts focus and be produced in partnership with a professional artist(s) or community elder/culture keeper.

Program Objectives

  • To spark and support the creation, production, presentation, exhibition, and dissemination of the arts by Ottawa’s bilingual and culturally diverse community.
  • To support cultural education, training and services that impact and promote the visibility of our equity seeking communities.
  • To support local artists of all disciplines and backgrounds.
  • To support community-based artistic activities that celebrates equity and inclusion and address the Cultural Funding Support Section’s funding priorities.

Eligibility

First-time applicants are encouraged to contact Marie-Christine Feraud to ensure eligibility requirements are met at 613-580-2424, extension 23915.

An Eligible Organization must:

  • be not-for-profit
  • be based in Ottawa, Kitigan Zibi or Pikwakanagan and serve the local community
  • have an active Ottawa-based Board of Directors or Steering Committee

The majority (51%) of the members of the Board of Directors or Steering Committee must be residents of the City of Ottawa.

Exception: In the case of Francophone, Inuit, Métis and First Nations, a Steering Committee or Board of Directors must be comprised of at least 50% of members residing in the Ottawa region.

  • propose a project celebrating a distinct community through the arts
  • work in partnership with a professional artist(s) or a community elder/culture keeper

And one of the following:

  • be an incorporated organization mandated to celebrate the arts; and/or represent an equity seeking community; and/or be a cultural or arts festival
  • be a non-incorporated professional artist collective
  • be a First Nation, Inuit, or Métis organization

For a more detailed description of eligible organizations see Annex 1-Definitions of Eligible Organizations and Professional Artists.

What is Eligible

Eligible Activities must:

  • occur in the City of Ottawa, Kitigan Zibi Anishinabeg First Nation community or Algonquins of Pikwakanagan First Nation community
  • significantly engage Ottawa’s equity seeking communities
  • demonstrate support for local Ottawa artists
  • be managed and/or sponsored by members of the Ottawa artistic community
  • be accessible and of interest to the broader public
  • be singular in scope and must occur within a specific period of time
  • include revenues other than the City’s contribution

Who is NOT eligible

  • for-profit organizations/ventures
  • Crown corporations and government agencies
  • organizations whose activities come under the jurisdiction of other levels or departments of government (school boards, hospitals, universities, social services, military programs, business improvement associations, etc.)
  • political parties
  • organizations that receive operating funding from the Cultural Funding Support Section
  • organizations that have an outstanding report with the Cultural Funding Support Section
  • first-time applicants with accumulated deficits greater than 10% of total revenue OR accumulated surpluses greater than 100% of total revenue
  • returning applicants with accumulated deficits greater than 25% of total revenue,  OR accumulated surpluses greater than 100% of total revenue

City of Ottawa staff from the following Branches may not hold a key position within an organization requesting cultural funding from the City: Community, Recreation & Cultural Programs; Business and Technical Support Services; and Archives.  Exception: where staff participation has been approved as one of the duties of their position.

City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations. For further inquiries, please contact your Cultural Funding Officer.

What is NOT eligible?

  • fundraising projects and initiatives
  • self-promotional / marketing activities
  • commercial ventures, art sales, competitions
  • projects involving the manufacture and distribution of product in multiple copies
  • activities funded by an operating grant from any City program
  • projects where participation is conditional upon partaking in the religious activities of the organization
  • activities that are solely intended for the membership of an organization
  • capital purposes (i.e., purchase of land, equipment, facilities, etc.)
  • projects that have been completed on or before the application deadline date
  • projects that do not include sources of revenue other than the City’s contribution
  • an organization’s full season of programming
  • projects submitted by managers, consultants or agents

Categories of Funding

Project Funding

Project Funding is available to not-for-profit organizations and professional artist collectives partnering with a professional artist, community elder or culture keeper.

Projects are to be carried out within a specific timeframe and consist of either a single activity or a series of activities.

Project grants in recent competitions have rarely exceeded $10,000. Receipt of a project grant in previous years does not guarantee subsequent funding.

Assessment Criteria

The peer assessment committee will evaluate your funding request by looking at the overall impact your project will have on the community, the artistic merit of the proposed activities and your organization's capacity to plan, budget and initiate the project.

The peer assessors use the following criteria to evaluate your application:

Community Impact

  • Creates engagement and access to marginalized and under-represented communities through the arts
  • Fosters support to local artists and their cultural artistic practices
  • Promotes cross cultural engagement with the broader community
  • Builds partnerships/relationships with the community of interest and with the broader community
  • Encourages community involvement (audience participation, volunteer support, etc.)

Artistic Merit

  • Project reflects the mandate of the organization
  • Artistic/cultural activities are relevant to community of interest
  • Clear and detailed artistic goals and objectives
  • Qualified artistic leadership

Organizational Effectiveness

  • Skills and means to plan and complete a successful project
  • Governance, leadership structure and participation of the Board/Steering Committee
  • Sound fiscal planning and realistic budgeting
  • Diversification of revenues
  • Effective and appropriate marketing and promotion
  • Demonstrated need for financial support

Application Process

Applicants must complete the Application Form and attach all required documentation.

If you are a first-time applicant, you may wish to speak to a Cultural Funding Officer to ensure that you are eligible for this program, and to discuss the application process.

If municipal funding was previously received from the City of Ottawa, an Activity Report detailing how the funds were used must be attached, if not already sent. 

Failure to provide an Activity Report approved by the City of Ottawa Cultural Funding Support Section may result in ineligibility for subsequent City of Ottawa funding.

Vulnerable Sector Policy

Organizations are morally and legally required under the Duty of Care concept to do everything reasonable to care for and protect their staff and participants. As such, not-for profit organizations and collectives are required to have a Vulnerable Sector Policy in place that identifies the risks related to vulnerable persons and outlines procedures to ensure program quality and protection of vulnerable participants (this may include volunteer/staff screening procedures, police record checks, operational procedures, etc.).

Section 6.3 of the Criminal Records Act defines a vulnerable person as a person who, because of his or her age, a disability or other circumstances, whether temporary or permanent, (a) is in a position of dependency on others; or (b) is otherwise at a greater risk than the general population of being harmed by a person in a position of trust or authority towards them. This includes children, youth, senior citizens, people living in poverty, people experiencing homelessness, people with physical, developmental, social, emotional, or other disabilities, as well as people who are victims of crime or harm.

For more information on Police Record Checks, please contact the Ottawa Police Service.

Understand the Law on Workplace Violence and Harassment

It is your organization’s responsibility to ensure compliance with current legislation.  Information about the Sexual Violence and Harassment Action Plan Act (Supporting Survivors and Challenging Sexual Violence and Harassment), 2016, S.O. 2016, c. 2 - Bill 132 can be found here: https://www.ontario.ca/laws/statute/s16002

Insurance

The Terms and Conditions for this program specify that an organization must have insurance coverage that complies with the City’s Insurance Service requirements.

These requirements stipulate that an organization must have comprehensive general liability insurance, and is subject to limits of not less than five million dollars ($5,000,000) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof.  The comprehensive general liability insurance policies must name the City of Ottawa as an additional insured.

For more information regarding insurance, please read the Terms and Conditions below.

Support Material

All applicants must submit support material which will be reviewed by the evaluation committee. It plays an important role in the assessment of the application as it gives the evaluators an indication of the merit of the work proposed and provides documentation of past and proposed activities.

In the application materials you will find information on what to submit as support material and how to submit it.

Please do not send originals. The Cultural Funding Support Section does not have the facilities for their proper care and storage. The City of Ottawa retains printed materials such as program books, brochures and critical reviews. The applicant agrees that the City of Ottawa is not responsible for loss or damage, however caused, to support material.

If you wish to have support material returned, please enclose a self-addressed envelope with the required postage.  Applicants may also arrange to pick up support material by contacting the Cultural Funding Support Section at infoculture@ottawa.ca or 613-580-2424 ext. 29404.

How Funding Decisions Are Made

Peer Assessment Principles

The Cultural Funding Support Section uses a peer assessment model in the evaluation process that involves professionals who are active within their cultural community. Evaluators and outside assessors are selected for their recognized expertise within specific fields of related work. Committee members represent the community they are assessing but not any particular group or institution, and have an awareness of a broad range of artistic, heritage and/or cultural activity as well as an appreciation of the diversity of the local cultural community.

Key principles of assessment committee composition strive to create a balanced representation of diversity of content, program and discipline expertise, as well as fair representation of official languages, gender, geographic areas and culture-specific communities.

Peer assessment is a nationally accepted best practice, credible to the arts, heritage, and cultural communities, and has been approved by City Council.

How Jurors and Assessors are Chosen

Cultural Funding Officers are responsible for the selection of peer assessors and are continually researching and adding names of qualified individuals to the juror database. Members of the cultural community are encouraged to recommend qualified individuals.  If you are interested in participating as an assessor or would like to refer someone, please send a résumé to our mailing address or by email to infoculture@ottawa.ca.

Peer Assessment Process

Assessment committees are convened to evaluate funding submissions.  Each committee consists of three members who assess applications according to the publicly-stated assessment criteria.  Individual evaluators first review the funding applications independently.  The members then meet as a committee to review the applications and support material together. For each application, the committee establishes the funding priority, decides whether to award funding, and makes funding recommendations.  If required, external assessments in specialized areas beyond the range of a particular committee’s expertise are solicited and taken into consideration.  All results are final.

Allocation of Funding

An applicant’s success in obtaining funding depends upon the assessment committee’s final evaluation and the funding available within the program.

All funding is subject to the approval of the annual City budget by Ottawa City Council.

The amount requested is not necessarily the amount awarded.

Meeting all eligibility requirements of the program does not guarantee funding.

Conflict of Interest

Since the purpose of the peer assessment model is to select qualified and knowledgeable assessors from the local arts, heritage and/or cultural community, these individuals may have relationships with one or more applicants that could lead to a conflict of interest.  Under the City’s guidelines, an actual or perceived conflict must be declared.

Prior to the assessment meetings, assessors receive a copy of the Conflict of Interest and Confidentiality Policy with a form for declaring conflicts. All assessors must complete this form and submit it prior to the assessment meeting. In a case where a conflict is declared, the assessor in conflict abstains from any discussion related to the application in question.

Situations of potential conflict are, if an assessor:

  • is employed by or is a member of the Board of Directors of an applicant organization
  • has financial interest in the success or failure of an applicant’s project
  • has an interest based on the fact that an applicant's project involves a spouse/live-in partner or an immediate family member
  • has a personal interest in specific applications other than what is normally expected of interested members of the cultural community
  • for any other reason, is unable to objectively assess an application

Confidentiality of Information

Information provided on the application form, or as support material, may be made available to City of Ottawa staff and assessors.  Personal information contained therein shall be dealt with on a confidential basis pursuant to the Municipal Freedom of Information and Protection of Privacy Act.

Assessors and committee members are required to treat both the contents of the applications and the deliberations of the committee as confidential.  At the end of the assessment meeting, committee members turn in their copies of the application materials for shredding.

If You Are Awarded Funding

Release of Funds

If you are awarded funding, you will receive a letter from the Cultural Funding Support Section informing you of the amount. The letter will include the conditions governing the release of funds and the Terms and Conditions document, which describes conditions attached to the use of these funds. A payment from the City’s Financial Services will follow. The Cultural Funding Support Section aims to provide results to all applicants within six months of the application deadline.

Use of Funds

Funds shall be used only for the purposes outlined in the original application.  Any changes to the project scale or activities, including changes in budget, leadership, organizational structure and programming, must be reported in writing to and receive approval from the Cultural Funding Support Section.

Please read the Terms and Conditions document for more information on the use of funds.

Reporting

All funding recipients are required to submit a final report detailing how they used the funding awarded to them.  This report must be submitted to and approved by the Cultural Funding Support Section either following completion of the funded activities, twelve months after receipt of the funds, or at the time of subsequent application to the program, whichever is soonest.

For projects that have not yet been completed or have been delayed, an interim report is required.

Failure to provide the required report may result in ineligibility for subsequent City of Ottawa funding.

Organizations that do not submit a report by the deadline could see an impact to their standing in the program.

To obtain a reporting form, please contact infoculture@ottawa.ca or call 613-580-2424 ext. 29404.

Acknowledgement of Support

Funding recipients are required to acknowledge the support of the City of Ottawa as indicated within the official Acknowledgement of Support document which will be mailed to all successful applicants.

Summary Report

At the end of the year, the Cultural Funding Support Section publishes a summary of funding results on the City of Ottawa’s website listing the names of all funding recipients and assessors:

ottawa.ca/culturalfunding

Until this list is published, the names of successful applicants and assessors will not be revealed.  The identity of unsuccessful applicants remains confidential.

Letter of Welcome from the Mayor

If your organization wishes to request a Letter of Welcome from the Mayor to be included in your event program and/or brochure, please contact the Communications Officer, Mayor Support Service Unit, at 613-580-2424 ext. 28868.

If You Are Not Awarded Funding

Try again! If you do not receive funding you are encouraged to try again. The program’s limited envelope cannot fund all applicants, regardless of their merit.

All results are final. There is no appeal of assessors’ decisions regarding the merit of your organization’s proposed project or the assessment committee’s recommendation of an award amount. The Cultural Funding Support Section allows for reconsideration, but only in cases where a review of the application and the committee’s deliberations reveals evidence that the application was not assessed according to the publicly-stated procedure and assessment criteria.

Deadline for Application

  • Monday, November 5, 2018 at 4 p.m.

One complete copy of the application must be mailed or delivered to:

City of Ottawa
Diversity in the Arts Fund
Cultural Funding Support Section (26-49)
100 Constellation Drive, 9th Floor West
Ottawa, ON K2G 6J8

The package must be received by 4 p.m. on the deadline date, or must be postmarked for that day. If delivering in person, please ensure to obtain a receipt.

Late or incomplete applications will not be considered.

 

Application Forms & Contact Information

Drop-in information sessions

The Cultural Funding Support Section will be hosting two drop-in information sessions on Tuesday September 18 and Wednesday September 19 between 2pm-4pm. The sessions will take place at City Hall, 110 Laurier Avenue West in the Richmond Room.

2019 Application form

Please contact us for more information.

Activity report on previous funding

If funding was previously received from the City of Ottawa, an activity report detailing how the funds were used must be submitted at the completion of the project, or attached with a subsequent application. Applicants who fail to provide an activity report on previous funding will NOT be eligible to apply for subsequent City of Ottawa funding.

Please note: fillable PDF forms may no longer be completed through web browsers such as Google Chrome, Mozilla Firefox, Microsoft Edge and others. Please first download the form onto your computer and open it with Adobe Acrobat Reader to complete. Any information added to the form through the web browser will be lost when the form is downloaded to your computer.

Contact us

Program inquiries

For specific information on your submission, or to discuss eligibility, contact:
Marie-Christine Feraud
Cultural Funding Officer
613-580-2424 ext. 23915

General inquiries

For general information or to request an application form, contact:
Infoculture
613-580-2424, ext. 29404

Direct Deposit Information

Please be advised that over the next year, the City of Ottawa’s Financial Services Unit will be moving to the use of an automated Direct Deposit system solely in providing all payments, including Cultural Funding allocations.

If you have not already registered your organization’s banking information, please complete the Direct Deposit Form and send to Financial Services mailing address as indicated.

For all inquiries, please contact Financial Services Unit:
Peggy Li
613-580-2424, ext. 13910

Henry Wang
613-580-2424, ext. 23747

Annex 1 - Definitions of Eligible Organizations and Professional Artists

Eligible applicants must meet the following requirements.

Arts Organizations

  • are incorporated as not-for-profit organizations
  • have a mandate to support the creation, production, presentation dissemination and/or development of the arts in the City of Ottawa
  • have their office/mailing address within the limits of the City of Ottawa
  • have the majority of their programming and event(s) within the Ottawa region
  • have a board of directors composed of a minimum of 3 members; the majority (51%) must be residents of the City of Ottawa
  • have, in the case of Francophone, Inuit, Métis and First Nations organizations, a Board of Directors that is comprised of at least 50% of directors residing in the Ottawa region

Non-arts organizations, including First Nation, Inuit and Métis organizations

  • are incorporated as not-for-profit organizations
  • have a mandate that represent an equity seeking community
  • have their office/mailing address within the limits of the City of Ottawa
  • have the proposed arts programming and artistic event(s) within the Ottawa region
  • have a board of directors composed of a minimum of 3 members; the majority (51%) must be residents of the City of Ottawa
  • have, in the case of Francophone, Inuit, Métis and First Nations organizations, a Board of Directors that is comprised of at least 50% of directors residing in the Ottawa region

Cultural Festival Organization

  • are incorporated as not-for-profit organizations
  • have a mandate to hold a festival or celebration event to highlight a specific cultural community
  • have their office/mailing address within the limits of the City of Ottawa
  • have the majority of their programming and event(s) within the Ottawa region
  • have a board of directors composed of a minimum of 3 members; the majority (51%) must be residents of the City of Ottawa
  • have, in the case of Francophone, Inuit, Métis and First Nations organizations, a Board of Directors that is comprised of at least 50% of directors residing in the Ottawa region

Professional Artists Collectives

  • are an unincorporated not-for-profit group
  • consist of 3 or more artists and/or arts professionals contributing to a specific artistic goal or a series of common arts projects; members of the Collective may be made up of professional artists and/or amateur artists, curators, arts administrators, etc.
  • have the ability to receive payment in the collective’s name
  • have their office/mailing address within the limits of the City of Ottawa
  • have the majority of their programming and event(s) within the Ottawa region
  • have a Steering Committee*, consisting of at least 3 professionals artists and/or arts administration professionals who reside in the City of Ottawa; The structure of the Steering Committee must include a minimum of 2 professional artists, as defined within this Annex, and if the committee has more than 3 members, the majority (51%) must be residents of the City of Ottawa
  • have, in the case of Francophone, Inuit, Métis and First Nations collectives, a Steering Committee that is comprised of at least 50% of members residing in the Ottawa region and at least 3 members who are professional artists/arts administrators residing in the Ottawa region

*Steering Committee: a core group of voting members who are the legal entity that oversees and monitors all aspects of the collective's project and/or activities

Professional Artist

The City of Ottawa defines a professional artist as someone who:

  • is 18 years or older
  • has completed specialized training in their artistic discipline (not necessarily in academic institutions) for which they are applying; can include mentorship, apprenticeships, etc.
  • is no longer a student (including master’s programs)
  • has worked for a minimum of two years as a practicing professional artist (following completion of training program)
  • has produced a reasonable body of professional work created separately from basic training, apprenticeship programs, educational programs or commercial industry
  • is dedicated to the professional practice of art in their chosen discipline, as evidenced by a significant investment of time and resources
  • has received payment for artistic work (i.e. artist fees)
  • has received public exposure through professional showings at not-for-profit public arts venues, screenings, publications, or performances where selection was carried out by an objective, arm’s length body such as a jury or publisher
  • has received professional recognition through critical reviews, involvement in Ottawa’s professional arts community activities and/or membership in professional associations
  • is not a full-time City of Ottawa employee or an elected representative*

*City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations.

Arts Professional/Arts Administrator

The City of Ottawa defines an arts professional/arts administrator as someone who:

  • is 18 years or older
  • has completed specialized training in their artistic field (not necessarily in academic institutions); can include mentorship, apprenticeships, etc.
  • is no longer a student (including master’s programs)
  • has worked for a minimum of two years as a practicing professional/arts administrator (following completion of training program)
  • has a track record of professional work within the arts sector
  • is dedicated to the professional practice of art, as evidenced by a significant investment of time and resources
  • has received payment for arts based administrative work
  • has received professional recognition through involvement in Ottawa’s professional arts community activities and/or membership in professional associations
  • is not a full-time City of Ottawa employee or an elected representative*

*City of Ottawa staff are required to act in compliance with the City of Ottawa Employee Code of Conduct and all applicable laws and regulations.