The following FAQs include essential information that will help applicants develop successful proposals.
What are we looking for in the 2011-2012 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 prefer quality programs throughout Westport. We are especially interested in programs that celebrate Westport's diverse cultures and 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 and with 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. Visit the Grants page to see programs funded in the past.
Will awards be made for programs that take place outside of the town 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. The average is in the $500 to $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 the application checklist.
What are some of the reasons that grants are declined?
Your application may be declined for any of these reasons: you do not provide enough detail; your program has no connection to Westport either by the artists or the audience; you do not include adequate documentation of your related work; you do not include a supporting letter from the host organization; or your projected budget is not detailed enough or is excessive for the program you are proposing.
What are my responsibilities if I have a host or a sponsor for a project?
Not every project involves a host. For example, if you are proposing producing a booklet or a calendar or creating a video tape or holding a photography contest, that is a self-contained project that will not include a public program. Even so, however, a project like this can be executed in conjunction with a host sponsor or cooperating organization such as the library or the senior center. If you are proposing such a project, you must plan and review your project with the sponsor and submit a letter of agreement from them with your grant application. Without such a supporting 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 Carlos Colley. Examples of school involvement that must be approved by Dr. Colley include any program that would take place during the school day and be offered to students, the use of a school building, the school-based distribution of materials promoting an out-of-school project, or the involvement of teachers as advisors to a project.
What if I don't have a confirmed date for the proposed event?
You can explain the process by which the date will be set and let us know when you will be able to provide the scheduling information. The Council must be informed of the date of your program at least two months in advance.
How do I find out if I received a grant?
The Westport Cultural Council will notify all applicants shortly after the meeting at which they vote on the grant proposals takes place. This notification will occur by April 15, 2011.
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 required 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 award letter, please include copies of newspaper articles as well as photographs that we might use for display or on the Westport 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. The LCC (local cultural council) grant is a state program governed by the Massachusetts Cultural Council and is awarded in the fall. The Helen Ellis grants are supported by funds that the Westport Cultural Council applies for annually from the Helen E. Ellis Charitable Trust Fund and are awarded in the spring. Historically the Mass Cultural Council funding amount is much lower than the Helen Ellis Trust funding and the LCC grants are therefore smaller. We do our best to make thoughtful decisions regarding all grant applications, whether the requested funding is substantial or more modest. Our overriding goal is to enhance the cultural landscape of our town.
Questions?
Please call Suzanne Thomlinson at 508-612-8081; Carol Vidal at 508-676-8994; Marianne Naedele at 508-636-5247; or Terry Somerson at 508-636-7531.
