Notes from annual Rurals Gathering
September 23, 2009
Proctor’s Theater, Schenectady NY
After welcomes and self introductions, the question of scheduling the annual Rurals Gathering at a more convenient time came up. Suggestions included:
• first morning of the Arts Summit, during registration and prior to lunch.
• if the NEA comes through with funding for the NYS ARTS RuralsConnect request, we may be able to subsidize an extra overnight, and hold the meeting the night before the Summit begins.
There was general agreement on changing official Rural Partnership designation from an invitation and application/review process to one of self-selection with NYS ARTS membership.
There was also agreement on keeping the Rurals listserv active as a tool to engage the Rurals directly in sharing ideas and information, while continuing to use the Rurals blog to share resources.
Mini-surveys were filled out to find out how the Rurals are handling the depressed economy; 15 were completed and returned. While the mini-survey did not cover all the questions in the original survey, the responses serve as an update to the full Rurals Survey taken in February 2009, which was filled out by 27 organizations. Some of the questions are on track with the February projections.
Steps taken to deal with budget cuts and reduced 2009 income:
February survey Mini survey
• reduce staff 44% 40%
• work hour reduction 30% 27%
• revamp health care plan 7% 6%
But many showed large discrepancies between initial projected strategies and the strategies they developed to deal with necessary contingency budgets.
• reduce/freeze salaries/increase
work hours 26% 13%
• cut programs & services 52% 13%
• reduce hours of operation 22% 6%
• increase volunteer hours 59% 6%
• collaborate to share resources 52% 6%
• increase fundraising efforts 15% 53%
• trim operating expenses 4% 13%
• won’t replace vacant staff position 4% 20%
What stands out is that fewer than expected cut programs and services; or reduced hours of operation. Other interesting differences: while all Rural Partners constantly partner and collaborate, there was little mention is the mini-survey of specific efforts that have paid off. And few mentioned in the mini-survey efforts to increase their volunteer base, although I’m sure a lot of this has been done - but it takes time and training, and still isn’t a substitute for paid staff. Of further note: I know of some Rural groups who have cut staff or work hours to a degree that they were not able to attend the Arts Summit.
According to the February survey, the late 08/09 NYSCA budget cuts affected 13 separate organizations; 5 lost their general operating support, 8 lost program support, with most indicating the projected loss of under 25% of their budgets. However, 6 Rurals received 2009 ARRA (job retention) grants through NYSCA, ranging from $10,000 to $16,000.
A number of groups used the NYSCA loss of last year and projected deficits as a tool to raise new monies. In the Rurals Gathering discussion, Stewart Bigley of Unison Arts & Learning Center told of losing all their NYSCA support for 08/09 - $22,000. When the word got out to the community, terrific grassroots support almost matched their loss. Memberships, donations and audiences increased; and the board started a new, regular program of fundraisers with mini-auction at area restaurants. When Chenango County Council of the Arts lost $6,000 in program support,they sent a “soft” appeal letter to just members and raised $7,000. Community Arts Partnership of Tompkins County (CAP) lost GOS NYSCA support, crucial for all they accomplish with a staff of two. They worked with their local press, which made their visibility in the area shoot through the roof! They made up their loss and developed new relationships with area foundations. CAP director Brett Bossard also stated that working so closely within their community to get through this loss was an excellent reminder of staying in touch with the needs and wants of their community. A further exciting development for CAP - a move to a new central downtown location will save them $40,000 per year in rent.
David Shine of Arts Council for Chautauqua County approached their 08/09 NYSCA loss differently. Jamestown and the Arts Council hold a lot of non-profit and foundation buildings: they collaborated with area businesses and other nonprofit and for profit groups to do a study of the town and develop new monies to collectively market Jamestown. This group, called Jamestown Attractors meets monthly; so far, they have raised $165,000 in new monies.
Further, when asked if any of the Rurals had developed new sources of income since last February, there were 9 positive responses. Besides those mentioned above: Arts Council for Wyoming County secured new monies from WalMart Foundation and is a partner in a prevention grant. St. Lawrence County Arts Council received memoriam gifts in honor of an area artist; Greene County Council on the Arts received new Main Street Facade funds to add to a member item to improve their building; Arts Council for the Northern Adirondacks received a one-time grant in support for their work on the Quadricentennial celebration. Cattaraugus County Arts Council is working on a contractual partnership with potential income, and Genesee-Orleans Regional Arts Council (GO ARTS) received new capital funds. All responses indicate that the Rurals have put much more energy into raising new funds than they originally projected in February, with success.
Projections on Other Resources:
February 2009 September 2009
DOWN UP HOLDING DOWN UP HOLDING
Memberships 75% 10% 15% 31% 23% 40%
Donations 78% 13% 10% 67% 27% 6%
Foundations 71% 10% 11% 57% 14% 29%
Corporations 80% 10% 10% 79% 7% 14%
County/Municipal 53% 37% 10% 29% 23% 46%
Fundraising 63% 26% 10% 47% 27% 27%
Attendance 63% 27% 14% 13% 40% 47%
Sales 57% 29% 14% 60% 20% 20%
Overall, individual and corporate donations are down in both the February projections and at the beginning of the fourth quarter of 2009. But county funding (at least for this year) turned out better than expected, as did foundation support. The biggest gains are in membership, fundraising and attendance.
The question was raised: did any Rural lose constituent organizations this year? Some did, but the trend of developing and all-volunteer organizations approaching rural arts councils for guidance continues. And many that run NYSCA Decentralization programs are seeing a rise in applications; more new organizations and municipalities are interested in DEC as a resource for arts programming. There was general consensus that the NYS ARTS advocacy campaign has made more people aware of the arts, the need for arts and funding for the arts.
Martha
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NOTES from “Funding the Arts in Rural Areas, “ an interactive discussion with a panel of funders and grants/donation seekers. Hosted by St. Lawrence County Arts Council, July 29th in Potsdam.
Panelists:
Fred Hanss, Director, Potsdam Planning & Development
Suzy McBroom runs the Community Arts Grant program for St. Lawrence County Arts Council
Hilary Oak, Executive Director, St. Lawrence County Arts Council
Rande Richardson, Associate Director, Northern New York Community Foundation, Inc.
Susan Sweeney Smith, Director of Community Outreach and Major Gifts, North Country Public Radio
Martha Strodel, Rural Arts Program Director, NYS ARTS
Hilary welcomed all to the workshop and introduced Martha Strodel, who gave a brief overview of NYS ARTS, its Rurals Program and professional development workshops and webinars; the upcoming Arts Summit and the Cultural Data Project.
As facilitator, Hilary asked attendees to briefly introduce themselves and their reasons for attending. She referred to the list of prepared questions which guided the panel presentations and interactive discussion, then introduced the panelists. As the prepared questions structured the discussion, these notes follow this format. Most of the questions were directed toward funders, but others encouraged general discussion.
What are the primary challenges that face arts organizations who seek funding in rural areas?
• sponsors are pulling back on promised support because of the economy
• funders are willing to support organizations in larger towns and cities, but when in a remote location, lower numbers of people served works against you.
• some of the issues center on being “stuck” because of the economy; despite new outreach programs that are proven successful, or a priority for community members, they can’t move forward with these due to the economy.
• a number of other attendees were looking for spaces for public programs.
Questions for funders:
• As a funder of cultural programs, what kinds of funding do you provide and who is eligible to apply?
• What is the application process, and how should organizations approach you for funding?
• What do you look for in a proposal?
• Do you provide support for individual artists?
Rande began by answering a question raised during introductions; if your service community is small, then pull board members from the larger population centers. He also pointed out that only 18% of funding comes from foundations and corporations; most is raised through individual donations and small gifts.
Northern New York Community Foundation offers a quarterly open application process for organizations based in Jefferson and Lewis Counties. Recently they have expanded their funding into St. Lawrence County. The foundation supports cultural organization projects, and scholarships for careers in the arts. They fund projects in the small, rural areas of these counties as well as in the cities. They do not directly fund artists or general operating support, but will fund administrative costs of a project.
Rande stressed the importance of personal contact when approaching community foundations for support. Let funders know of your projects plan early on; build the dialogue and relationship before submitting an application. Submit the application before the deadline; staff can then guide you if the proposal needs strengthening. By the time the proposal gets to the board, staff wants to see it happen, and can be advocates. Other things his foundation looks for in applications: the need/impact of project, what the applicant’s investment is in the project, and a realistic request.
As the person at North County Public Radio responsible for raising major gifts, Susan also stressed the importance of building personal and ongoing relationships with funders. Making this a habit often brings wonderful “surprises.” She has also found that effective fund raising is always tied into the organizational strategic plan/vision - it backs up every project request (which is part of your business plan to address the strategic plan.) A confident and positive voice is also important - don’t talk about “if” we get the money to make this happen, but “when” we get the money to make this happen. Timing is important too - you might consider postponing a large capital campaign if your area hospital is also running one. When writing grants, check your facts, don’t depend of spellcheck and have a fresh eye look at it before submission.
Fred Hanss is the Director of the Village of Potsdam’s Planning & Development Office. He stated that the North Country is relatively recession proof; lots of small businesses, and thus, not a lot of job loss when the economy turns bad. He’s noticed a renewed interest in opening/starting businesses in Potsdam, both from Canadian companies and local entrepreneurs.
Potsdam P & D understands the role the arts can play; his planning office helped renovate and relocate St. Lawrence County Arts Council into a downtown space that was damaged by fire, and sees the arts council as the shining star in rebuilding downtown Potsdam. Hilary and Fred recently partnered to submit a “Restore New York” grant to renovate another major downtown building into a multi-arts center and arts incubator. Fred is more than willing to work with organizations to find space, and is interested in setting up a micro loan program available to working artists.
He strongly advises that cultural organizations partner with their local or county planning and economic development agencies; this opens many doors for rural organizations to borrow funds or receive grants through such agencies as the USDA Rural Development Fund to meet space needs. There are other resources to help, such as the Small Business Development Center at SUNY Canton, which can assist in developing a strategic plan and/or business plan.
Suzy McBroom runs the NYSCA Decentralization Program for St. Lawrence County. These are project grants with public benefit, available to organizations, municipalities and individual artists. They offer workshops in writing the grant application and provide ongoing assistance on a one-on-on basis.
What are the big No-No’s in seeking funding?
• Don’t lie - have your facts straight
• Don’t whine or state that the success of your project is totally dependent on one source of funding.
• Don’t cut back on your organization’s fundraising campaigns and activities because of a stressed economy.
Some “Do’s”?
• build the relationship with all potential funders, small or large. Sometimes that annual gift of $100 can turn into a major bequest.
• diversify your resources and build your membership, individual donor giving and any earned income support as your main source of general operating support.
• develop a strategic plan tied to your organization’s mission; tie this in with a business plan to secure support.
• present a confident, professional attitude in dealing with funders.
• reach out to other community resources, such as economic or development agencies; a benefit of rural areas is that we know and help our neighbors.
• say “thank you,” to funders when support comes through.
What are some creative fundraising approaches?
Hilary explained a fund raiser they are now working on which ties their mission/vision to serve artists and the community; at the same time building the personal relationships people living in rural areas need and constantly use - this time, with artists. The “Service Auction” is accepting bids on such items as a Photography Mentoring one day session; or learn ballroom dancing in 3 sessions, or how to make utilitarian pottery, or how to create a website.
Orchestra of Northern NY does an annual raffle called “Maestro for the Night.” The winner gets mentoring sessions with the orchestra conductor, then gets to conduct during their annual Pops concert.
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