Westport Arts Council


	The following FAQs include essential information that will help applicants develop successful proposals.


	What are we looking for in the 2008-2009 Helen Ellis applications?

	As in the past, all programs must directly benefit the Westport community. We want to reach new audiences and hold events in all area of the town. We want quality programs throughout Westport. We are especially interested in programs that celebrate Westport’s diverse cultures and/or its history as well as participatory programs that engage children and families. We continue to encourage young people’s creative work and invite applications that are developed by/with new and emerging artists. We welcome new and unique projects. In addition, we’re always glad to see proposals from individuals or groups who have not received awards in the past.

	What types of projects are eligible?

	There is a wide range of opportunity, including but not limited to the creation of works of art for public places, theatrical and musical performances, art, science and nature education programs, scientific and natural exhibits and documentation of Westport history through books, video or photography. Projects are expected to be completed within one year. Individuals as well as organizations can apply. Review the "Grants" page at www.westportculturalcouncil.org to see programs funded over the past several years.

	Will there awards be made for programs that take place outside of Westport?

	Yes. The Cultural Council values programs that benefit the wider Westport community. If a program is proposed that occurs in a nearby community, the application must describe how the program will benefit people from Westport and detail the process for engaging the Westport community.

	What is the range of funding for the Helen Ellis Trust awards?

	The range has been from $150 to $5,000 (very rare!). The average is in the $500 - $700 range. Each award is considered on the basis of the project’s quality, its cost and its potential impact on the community. The number of awards that are being considered and the Cultural Council’s available funds are also a factor.

	Who makes the decisions on awards?

	The Westport Cultural Council members participate in a decision-making meeting after they have reviewed all applications. At that meeting, each proposal is considered and evaluated on the merits of the idea, the benefits to the community, the quality and experience of the people involved in relation to the project and the detail and reasonableness of the budget. In addition we consider the entire group of proposals as a whole. Our goal is to have a comprehensive grant package that consists of the most diverse group of experiences, that reach all segments of our population and takes place throughout the entire town of Westport. Please see the Criteria for Selection in application Instructions.

	What are some of the reasons that grants are declined?

	Applications are declined when: they do not have enough detail; have no connection to Westport either by the artists or the audience; do not include any documentation of the applicant’s related work; no supporting letter from the host organization; brief budgets without any detail; budgets that are excessive for the work proposed. We always have requests way beyond the money that we have available and must make difficult choices.

	What are my responsibilities if I have a host or a sponsor for a project?

	Not every project involves a host. For example: producing a booklet or a calendar or creating a video tape or holding a photography contest. However many projects have a host sponsor or cooperating organization. You must plan and review your project with the sponsor and request a letter of agreement from them. .For example: all programs involving use of a specific location must have a letter from the responsible person. Library-based programs must include a letter from the Head Librarian, Susan Branco. Programs at the Westport Senior Center must have a letter from the Acting Director. Programs to be held in the Annex gymnasium must have a letter from George Cataldo, chair of the Recreation Commission. Without a letter, your project will be declined?

	What if I want to involve the Westport Community Schools?

	Any involvement with the Westport Community Schools must include a letter of approval from Superintendent Galton. Examples include: any program that would take place within the school day; the use of a school building; school-based distribution of materials promoting an out of school project; and the involvement of teachers for their advisory role on a project must be approved in advance by the Superintendent.

	What if I don’t have a confirmed date for the proposed event?

	You can explain the process through which the date will be set and when you can give us that information. We need to know this at least two months before the event or activities are scheduled to take place.

	How do I find out if I received a grant?

	The Westport Cultural Council will send notification to all applicants shortly after they vote on grants. This notification will be by April 15, 2008

	When and how do I get my grant money?

	Money is dispensed on a reimbursement basis only. We will provide a reimbursement form and a description of other reporting materials with the award letter. You must fund your project first and then send in the original receipts along with the completed requested project report to receive reimbursement. As noted in the ward letter, please include copies of newspaper articles as well as photographs that we might use for display or on the Cultural Council website.

	What is the Westport Cultural Council and where do they get funding for grants?

	The Westport Cultural Council is a town appointed, volunteer group of citizens who manage two cultural grant programs in the community. One grant is awarded in the fall; the (LCC) grant that comes from the Massachusetts Cultural Council’s annual allocation to the Town of Westport. The second grant, which is awarded in the spring is the Helen E. Ellis grant supported by funds that the Westport Cultural Council applies for annually from the Helen E. Ellis Charitable Trust Fund. Historically, the Mass Cultural Council funding is much smaller than the Helen Ellis Trust funding, and the size of the individual grants for each program reflects the overall money that the council has to award.

	Questions?

	Please call: Elaine Ostroff, Chair, 508-626 6537 or Barbara Bates, Coordinator, Helen Ellis Charitable Trust, 508-636 7315