Future Focus for WA Aboriginal Art CentresProgram Guidelines

Department of Culture and the Arts

Department of Regional Development

Closing Date Thursday 25th February 2016

2Future Focus for WA Aboriginal Art CentresProgram Guidelines

Department of Culture and the ArtsGordon Stephenson House140 William StreetPerth WA 6000

Telephone: +61 8 6552 7300Toll Free (country WA callers only): 1800 199 090TTY users phone 133 677 then ask for 08 6552 7300Speak and Listen users phone 1300 555 727 then ask for 08 6552 7300Internet relay users connect to the NRS www.iprelay.com.au/call/index.aspx then ask for 08 6552 7300

Email: info@dca.wa.gov.auWebsite: www.dca.wa.gov.au

About DCA

The Department of Culture and the Arts (DCA) guides the delivery of culture and arts for Western Australia through the provision of policy development, coordination and support services to the Culture and Arts portfolio. DCA also supports the culture and the arts sector.

This publication is current at December 2015© Department of Culture and the Arts WA. All rights reserved.

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Program InformationAbout Future Focus For WA Aboriginal Art Centres

Aboriginal art centres are an important part of Western Australia’s cultural infrastructure, distributed across most of the State’s regions. They have Aboriginal governance and support a wide range of artists from new to established. Aboriginal art centres play a vital role in facilitating income generation, skills development and maintenance of traditional culture across generations.

The purpose of Future Focus For WA Aboriginal Art Centres (Future Focus) is to strengthen and advance the development of WA’s Aboriginal art centre sector with $1.2 million over three years, including $800,000 available through this contestable fund. This includes funding opportunities for individual organisations from well established, larger art centres to younger, smaller art centres. It is complemented by other programs responding strategically to the developmental needs of the sector as a whole.

Future Focus can fund 100% of project costs.

4Future Focus for WA Aboriginal Art CentresProgram Guidelines

Application processApplications to Future Focus For Aboriginal Art Centres are assessed against the program criteria. Applicants can choose between two application categories. These two categories have been designed to support arts centres which are at varying stages of development and may have very different project proposals.

Closing Date for Categories 1 and 2 is 4pm Thurs 25th February 2016

Category 1 – Expression of Interest (EOI)Applicants can submit an EOI for the opportunity to develop a full proposal. It may be for one key activity or a combination of activities that assist the Aboriginal art centre(s) towards greater sustainability.

In recognition of the necessary resources and time required to produce a well developed full proposal, short listed applicants will be eligible to receive up to $5,000 as a contribution to the cost of this process. Within your EOI you should describe how you plan to use this money to assist in the development of your full proposal. If your EOI is successful you will also be required to acquit the expenditure as part of your full proposal application.

A Panel of sector experts (government and non-government) will assess EOIs with the Department of Culture and the Arts (DCA). If your EOI is successful, DCA will negotiate a timeline for the development and submission of a full proposal with you.

Category 2 – Full ProposalIf you have a project which is already well developed, you may submit a full proposal by 25th February 2016.

This is a comprehensive proposal detailing the process by which you will achieve greater organisational viability for the Aboriginal art centre(s). It may be for one key activity or a combination of activities that assist the Aboriginal art centre(s) towards greater sustainability.

A Panel of sector experts (government and non-government) will assess full proposals with DCA.

5Future Focus for WA Aboriginal Art CentresProgram Guidelines

Eligible activities DCA is looking for well planned proposals that will have lasting impact on the viability of Aboriginal art centres in WA. Future Focus supports organisations to develop self-identified, tailored solutions to improve organisational viability.

‘Viability’ is self-determined, but proposals should demonstrate that the organisation will have a business model that will sustain it for at least the next five years.The projects may focus on individual organisations or larger networks of art centres. DCA recognises considerable difference within the art centre network and that a one size fits all approach to organisational development is not appropriate.

Eligible activities may include, but are not limited to:• Business management mentorships• Intensive arts development projects• Business model assessment and re-development• Capital works projects, capped at $200,000

Who can apply? Funding is available to Aboriginal art centres, groups of art centres and peak art centre entities, subject to meeting the program criteria. Applications from peak art centre entities must deliver substantial outcomes for one or more Aboriginal art centres.

For the purposes of the fund, an ‘Aboriginal art centre’ refers to an Aboriginal owned or governed organisation operating on a not-for-profit basis, servicing a community of artists in Western Australia and involved in the production and marketing of Aboriginal art.

Program criteria Demonstrate how you meet the following criteria:• Strong Aboriginal governance in place• Potential for lasting impact and organisational viability• Artistic and cultural merit• Potential for delivery of outstanding organisation

developmental outcomes • Key personnel have the experience and expertise to

deliver the program• Sound planning• Financial responsibility

How much can I apply for A funding cap of $200,000 applies to capital works projects.

Applicants submitting an EOI may apply for up to $5,000 to develop a Full Proposal.

Support materials Please refer to the support material index.

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The table below outlines closing and assessment dates:

Open Program

Closing Date

Assessment Notification Activity

Category 1 EOI

5 Jan 2016 4pm, Thurs 25 Feb 2016

March 2016 May 2016 To be negotiated with DCA

Category 2 Full Proposal

5 Jan 2016 4pm, Thurs 25 Feb 2016

March 2016 May 2016 1 July 2016 onwards

Draft review and feedback available up until 4pm Friday 12 Feb 2016 for both categories.

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How to applyContact DCAIn order to be eligible, you must discuss your proposal outline with the project officer on:

Toll Free 1800 199 090 or direct line 08 6552 7300 or by email: futurefocus@dca.wa.gov.au

Decide which application category is most suitable for you Category 1: Expression of Interest, orCategory 2: Full Proposal

The Department can assist you by:• providing feedback on whether the proposal is consistent with program guidelines and

criteria; and• commenting on drafts until 4pm 12th February 2016.

Please note, many applicants with inconsistent internet connection work on their applications offline and cut and paste the EOI into the online form.

Select an application methodApply online If you wish to apply online, this option will be available from 5 January 2016. If you do not already have an account, register for DCA’s Online Grants.

Submit a hardcopy applicationComplete a Future Focus Application Form and prepare accompanying support materials for posting to:

Future Focus For Aboriginal Arts CentresDepartment of Culture and the ArtsPO Box 8349Perth Business Centre WA 6849

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Category 1: Expression of InterestPrepare an Expression of Interest, responding to the program criteria. As you develop your application, you are welcome to make further contact with DCA to discuss the EOI.

Question 1: Your organisation.Provide a brief introduction to your organisation and its purpose.

Question 2: What do you want to do?Provide a brief introduction to your proposed activity outlining what you want the support for. Provide further detail in an attached project outline. Please see support material index.

Question 3: How would you spend $5,000 if successfully short-listed to develop your EOI to a full proposal?What do you need to expand your EOI into a fully developed plan?

EOI Support Materials Title and description Limits and

acceptable formatsApplication-

specific conditionsProject outline The preliminary proposal should include: 1. what you want to do;2. how the proposal will increase

the viability of the Aboriginal art centre(s) that is/are the subject of the proposal; and

3. a timeline for project implementation and completion.

Up to 2 A4 pages

Microsoft Word or PDF (up to 5MB per file)

Mandatory requirement

CVs, biographies or profiles These must be submitted for all key personnel listed on the application. These should provide the panel with a relevant demonstrated work history.

Up to 3 A4 pages per person

Microsoft Word or PDF (up to 5MB per file)

Mandatory requirement

Consultant briefDocumentation you have used to brief potential consultants about the project.

1 A4 page Microsoft Word or PDF (up to 5MB per file)

Not mandatory

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Title and description Limits and acceptable formats

Application-specific conditions

Confirmation of participation This documentation provides evidence that key personnel are committed to participating in or contributing to your project or activity. Documentation can be in the form of letters or emails.

No limit

Microsoft Word or PDF (up to 5MB per file)

Mandatory requirement

QuotesYou must provide written quotes for all expenditure over $2,000 in your budget. Include explanations of pay rates, fee breakdowns, calculations, and any additional information in the notes to your budget in the financial information section.

No limit

Microsoft Word or PDF

Mandatory requirement

Confirmation of community support and strong Aboriginal governanceEvidence of community consultation and support for the proposal. This includes capital works projects.

Microsoft word or PDF up to 5MB per file

URL link for:• Website;• Video and/or;• Audio.

Mandatory requirement

Administered Grant Agreement Download the Administered Grant Agreement Form

If required

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Category 2: Full ProposalIf you have a project which is already well developed, you may submit a full proposal by 25th February 2016.

This is a comprehensive proposal detailing the process by which you will achieve greater organisational viability. It may be for one key activity or a combination of activities that assist your organisation toward a more viable business model.

Question 1: If you received funds from DCA to develop a full proposal, provide a description and budget outline of how these funds were spent. If you have not received any funds to develop this proposal, simply respond with N/A.

Question 2: Provide an introduction to your full proposalUse the available space to provide an introduction to your full proposal and reference the full proposal as an attachment in the support material.

The full proposal should be a detailed explanation of how you will use the funding. It should contain more detail than an EOI. Please provide the following:

i. Background about your organisation and its purpose. Include information about the organisation’s programs, financial status, annual turnover, governance. What are the organisation’s strengths? What are the organisation’s goals?

ii. Description of your proposed activity outlining specifically what you will use the funding to do. What would you like to develop? Provide a realistic pathway to achieve this. What are the barriers to achieving this? Give an explanation of how this proposal will increase the viability of your organisation. Why is it the best strategy to improve the organisation’s viability. Demonstrate that the organisation will be thriving in five years time.

iii. Who will be working with your organisation on the proposed project and what expertise do they bring to it. Why are they the most suitable people for this particular project. An explanation of how the proposal will be managed and the roles of key personnel.

iv. Project timeline for implementation and completion.

v. Submit project budget on DCA application form. Other sources of project income are not compulsory, but if your project does incorporate funds from elsewhere, these must be confirmed.

vi. How will you document and evaluate the proposed activity, for the purpose of acquitting the project funding?

vii. Check the additional support material requirements for capital works proposals.

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Full Proposal Support MaterialsTitle and description Limits and

acceptable formatsApplication-

specific conditionsFull proposalThe full proposal should include:• organisation background;• explanation of the project in detail;• how will the proposal be managed;• how the proposal will increase

the viability of the Aboriginal art centre(s) that is/are the subject of the proposal; and

• a timeline for project implementation and completion.

Up to 5 A4 pages

Microsoft Word or PDF (up to 5MB per file)

Mandatory requirement

CVs or biographiesThese must be submitted for all key personnel listed on the application and provide the panel with a relevant demonstrated work history.

Up to 3 A4 pages per person

Microsoft Word or PDF (up to 5MB per file)

Mandatory requirement

Consultant briefDocumentation you have used to brief potential consultants about the project.

1 A4 page Microsoft

Word or PDF (up to 5MB per file)

Not mandatory

Confirmation of participationThis documentation provides evidence that key personnel are committed to participating in or contributing to your project or activity. Documentation can be in the form of letters or emails.

No limit

Microsoft Word or PDF (up to 5MB per file)

Mandatory requirement

QuotesYou must provide written quotes for all expenditure over $2,000 in your budget. Include explanations of pay rates, fee breakdowns, calculations, and any additional information in the notes to your budget in the financial information section. Proposals for capital works projects must contain two quotes.

No limit

Microsoft Word or PDF (up to 5MB per file)

Mandatory requirement

Business and/or marketing plans Microsoft word or PDF (up to 5MB per file)

Not mandatory

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Title and description Limits and acceptable formats

Application-specific conditions

Confirmation of community support and strong Aboriginal governanceEvidence of community consultation and support for the proposal. This includes capital works projects.

Microsoft word or PDF (up to 5MB per file)

URL link for:• Website;• Video and/or;• Audio.

Mandatory requirement

Letters of support These should be written by an industry peer and should tell the panel why your specific project should be supported. A team member may also write a letter of support where his/her involvement adds exceptional weight to the proposal.

Up to 3 letters

Microsoft Word or PDF (up to 5 MB per file)

Recommended for all applications

EquipmentThe project officer will identify a set of support material requirements, tailored to your specific project. It may include:• Design documentation• Approvals• Insurance• Project contingency• Business impact• Qualifications of tradespeople and

builders

Microsoft Word or PDF (up to 5MB per file)

Use a URL link for larger files. Refer to the support material ‘how-to’ guide for assistance.

Mandatory for equipment projects

Capital works projectsA cap of $200,000 applies to capital works projects.The project officer will identify a set of support material requirements, tailored to your specific project. It may include:• evidence that the Aboriginal

community support the project;• feasibility report;• project planning and implementation

documentation;• all relevant development approvals

and building permits; • design documentation;• risk management;• appropriate insurance; • budget contingency; and/or• assessment of business impact• qualifications of tradespeople and

builders.

Microsoft Word or PDF (up to 5MB per file)

Use a URL link for larger files. Refer to the support material ‘how-to’ guide for assistance.

Mandatory for capital works projects

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Title and description Limits and acceptable formats

Application-specific conditions

Administered Grant Agreement Download Administered Grant Agreement Form

If required

Assessment and NotificationAll EOIs and full proposals are subject to a competitive application process, which includes evaluation by a panel of State Government representatives and peer assessors. Assessment panels are selected based on their industry experience, up-to-date knowledge and specific areas of expertise. The panel will:

• assess your application against the assessment criteria;• discuss the relative merits of your application against others under consideration; and• recommend applications for approval based on the available pool of funding.

Category 1Once the panel has met, DCA will write to advise the outcome of your EOI and whether you have been selected to proceed to develop your EOI to a full proposal.DCA will negotiate a suitable time frame for submission of the full proposal with your organisation.

Category 2Once the panel has met, DCA will write to advise the outcome of your full proposal in May 2016.