NEWS: ZAP Tier II Applications Online - Deadline March 29th

 From: Vicki Bourns <VBourns@slco.org>

Subject: Tier II Applications on-line / Application workshops scheduled

Date: February 15, 2013 12:47:16 PM MST

The ZAP Tier II Application Deadline is Friday, March 29^th

 

Three workshops have been scheduled to assist applicants.  They will be held at:

 

·       2:00 p.m. on Thursday, February 28

·       5:30 p.m. on Thursday, March 7^th

·       9:00 a.m. on Friday, March 15^th

 

All application workshops will be held in Room N4017 (4^th floor of the North Building in the Salt Lake County Government Center, 2001 South State Street, Salt Lake City)

 

Workshops should last about one hour.  Applicants needing additional information may stay afterwards for assistance.  Each workshop will cover the same information.  Parking is available on the first level of the covered parking structure just east of the North Building.  If you can’t find parking on the first level, feel free to travel up to the employee parking levels on 2, 3 and 4.

 

Applications are available online.  If you have difficulty using the forms, contact the ZAP office and we will do our best to assist you.

 

http://www.zap.slco.org/zapArts/html/recipients/applicant/applicationForms.html

 

Please note:

·       The applications have been streamlined.

·       There is one version of the application for those applying for up to and including $15,000

·       There is another version of the application for those applying for over $15,000

·       Read the application guide (attached)

·       Do not exceed the page limitations

·       Samples of highly ranked applications from previous years are on the ZAP websitehttp://www.zap.slco.org/zapArts/html/recipients/applicant/Sample_Applications.html

·       The criteria is also on the ZAP websitehttp://www.zap.slco.org/zapArts/pdf/Applications/2012criteriaTier2.pdf

·       Applicants are strongly recommended to attend the workshops, especially if you are a new grant writer for the organization

·       Reminder that all 501(c)(3) organizations must be registered with the State of Utah

·       Each organization is strongly encouraged to invite the Tier II Advisory Board to your events.  This will help them become familiar with your organization.

 

Thanks, Vicki

 

Victoria Panella Bourns, Program Director

Zoo, Arts and Parks   

Salt Lake County

2001 South State Street, N4100

P.O. Box 144575

Salt Lake City, UT 84114-4575

385 468-7057 phone

385 468-7203 fax

twitter.com/slcoZAP

www.zap.slco.org

 

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Contents
Application deadline .......................................................................................................................................... 1
Workshops .......................................................................................................................................................... 1
Notable Changes ................................................................................................................................................ 2
General Instructions: ......................................................................................................................................... 2
Best Practices ............................................................................................................................... 3
Funding Amount Considerations ................................................................................................. 3
Application Review Criteria .......................................................................................................... 3
ZAP Will Not Fund ..................................................................................................................... 4
For organizations requesting over $15,000 .................................................................................................... 5
Legal and Other Requirements of a Grantee ................................................................................................. 6
Timeline ............................................................................................................................................................... 6
Versions of the Application ............................................................................................................................. 7
Instructions for Completing the Application ................................................................................................ 7
Summary Table ............................................................................................................................ 7
Funding Request ......................................................................................................................... 8
Narrative Questions ..................................................................................................................... 9
Evaluation Narrative Questions ................................................................................................. 10
Actual Organization Activities Chart .......................................................................................... 10
In-Kind Contributions ............................................................................................................... 13
Organization’s Actual 2011Financial Statement and Current Budget Request ............................. 10
Qualifying & General Information ............................................................................................ 13
Checklist ............................................................................................................................................................ 15
Submitting 2011 Evaluation Only ................................................................................................................. 16
ZAP Contact Information .............................................................................................................................. 16
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 1
Salt Lake County Zoo, Arts & Parks Tier II
2013 Application Guidelines
Revised January 31, 2013
This application guide has been updated for the Salt Lake County ZAP Tier II 2013 application
cycle. The application has been streamlined and most of the instructions have been placed in this
document. To achieve the best results and highest ratings, applicants are strongly encouraged to
read this document in its entirety and to attend workshops prior to submitting their application. This
will assist you in completing the application.
Application deadline: March 29, 2013 prior to 5:00 p.m. MST
Applicants have two choices for meeting the application deadline:
1. Hand-deliver the complete application to the ZAP Program office by 5:00 p.m. on or before
the deadline March 29, 2013, or
2. Have the completed application postmarked on or before the day of the deadline.
3. Late applications will be returned to sender and are not eligible for funding.
Workshops:
 February 28, 2013
 March 7, 2013 at 2:00 p.m.
 March 15, 2013 at 5:10 p.m.
o RSVP’s are not required.
o Workshops will be in Room N4017 of the Salt Lake County Government Center,
2001 South State Street, Salt Lake City (North Building, 4th Floor)
o All notable changes will be further explained during these workshops.
Please note—This is a competitive grant process, not an entitlement program. The citizens of Salt
Lake County have generously voted to allow their tax dollars to fund art, cultural activities, programs
and organizations that benefit the entire Salt Lake County community. This is a gift and a
responsibility for each successful applicant. As such the Tier II Advisory Board looks at all
applications in the context of all other applications during this particular cycle. No organization is
“grandfathered in” nor is excessive consideration given to previous amounts awarded.
Additional information (including policy and procedures, ordinances, etc.) regarding the Zoo, Arts
and Parks program can be found on the website at www.zap.slco.org.
The Zoo, Arts and Parks Program strives to meld culture and community, we
engage our partners in exposing people of all ages and cultures to emerging
and existing arts and cultural opportunities. We improve the health of
communities and community members through arts, recreation and lifelong
learning experiences.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 2
Notable Changes:
 There are 2 applications for the Tier II process in 2013.
o one for organizations applying for up to and including $15,000 and;
o one for organizations applying for over $15,000.
 Organizations are asked to supply a specific amount for the funding they wish to receive.
Please note the Advisory Board will not award an amount in excess of what is requested.
 The application has been created in Word 2010. All financial charts are data embedded in
excel files - click twice in the table to add your data.
 While the advisory board reviews in-kind contributions and considers this one way in which
the community supports your organization, these funds may not count toward the required
match.
Reminder:
1. All 501c3 organizations must be registered with the State of Utah. This does not apply to
municipalities i.e. a local arts agency that applies under the auspices of their city.
2. If your organization name does not match your 501c3 letter, you must provide an
explanation in letter form, signed by a corporate officer and attach any necessary
documentation.
General Instructions:
 All applications must be neatly typed or legibly printed.
 Do not use any type face smaller than 10 points.
 Do not exceed the number of pages indicated in your application
 Include one original single-sided application
 All other copies can and are encouraged to be double-sided.
 Do not staple, bind or include binders or folders within the application.
 Submit all material in one packet/box/folder/etc.
 Minor reformatting of the application is allowed to ensure paper is not wasted, but the order
of the information must be maintained.
 If you do not have a computer, you may complete the application with computers at the
library or at the Zoo, Arts and Parks program office. Please call the ZAP Program to set up
an appointment.
Applications up to and including $15,000:
 Do not exceed six (6) pages for the total application, including the signature page.
Applications over $15,000:
 Do not exceed eight (8) pages for the total application, including the signature page.
 Requests greater than $15,000 require additional financial information and statements. See
page 5 for more information.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 3
Best Practices:
 Tier II funds should not be the sole or major source of funding received by applicant
organizations. Priority consideration will be given to organizations that can solicit and
receive matching cash funds. Priority consideration will also be given to organizations that
can demonstrate a strong connection to the community, have a substantial track record and
show a stable history.
 It is expected that organizations will also seek funding or grants from other agencies or
sources (such as the Utah Division of Arts and Museums, foundations, corporations,
businesses, individuals, etc.).
 Clarity and brevity in answers are strongly encouraged.
 Tier II organizations are expected to maintain professional and ethical standards. Joining
the Utah Nonprofits Association provides resources to assist nonprofits in this effort.
Please visit www.utahnonprofits.org for more information and to review their “Standard of
Ethics”.
Funding Amount Considerations
 No one Tier II organization may receive more than 7% of the total Tier II revenues. This
year (2013), the cap is estimated to be approximately $123,000.
 If your organization will not be submitting a review or audit do not ask for more than
$15,000.
 Organizations requesting $15,000 or less may not receive more than 50% of their annual
operating budget from ZAP funds.
 In 2012, only 24 out of 143 applicants were awarded over $15,000. Most of these
organizations had qualifying expenditures over $100,000 with the median amount being
approximately $225,000.
 Organizations submitting 3 years of audited financial statements may not receive more than
35% of their qualifying expenditures or more than $123,000.
Application Review Criteria
Applications are judged on a 10 point scoring system in three areas:
1. Artistic/botanical/cultural/historical/natural history aspects of the project or organization
2. Community aspects of the project or organization
3. The organizational, management and fiscal accountability of the organization
Artistic/botanical/cultural/historical/natural history aspects:
The reviewers look at the significance of the project, any impressive, unique or noteworthy
contributions. Are the activities aligned with the cultural mission?
Community aspects:
The reviewers look at service to the community. Service to the community includes activities in
addition to public performances or other formal presentations related to the mission. Service to
the community is evaluated by a clear explanation of the people to be served, of why the
organization provides this service, and of how the service fits into the overall mission of the
organization.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 4
Organizational aspects:
The reviewers look at effective management, the overall cultural mission of the organization and
how the board and staff plan and implement its goals. Particular attention is paid to the ability
of the organization to use its resources wisely, the likelihood that the organization will achieve its
goals. Is the organization credible? Management effectiveness is measured by appropriate
organizational structure, evidence of planning and fiscal responsibility.
WHAT EACH SCORING NUMBER MEANS
Score Ranking
10 Excellent
9 Superior
8 Accomplished
7 Good
6 Competent - Okay
5 Average
4 Decent
3 Needs work
2 Too many unanswered questions
1 Very concerned
0 Not competitive
It is the applicant’s responsibility to thoroughly describe the project, how it will be accomplished
and the roles of those involved. If requesting general operating expenses, the applicant must
describe how the organization’s mission and goals warrant funding.
Taking the time to prepare an exemplary and complete application helps to demonstrate your ability
to carry out proposed plans.
Zoo, Arts and Parks Will Not Fund
 Accumulated deficits or debt retirement
 Capital improvements
 Public schools and/or school programs or hiring of temporary or permanent staff in any
school or school system
 Lobbying expenses
 Scholarships, purchase awards or cash prizes
 Magazines or newspapers
 Radio or television broadcasting network or stations, or cable communications systems
 Performances, events and activities that take place outside of Salt Lake County
 Activities intended primarily for fundraising
 Recreational, rehabilitative or therapeutic programs
 Social service programs
 Fireworks
 Sister-city programs
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 5
 Rodeos
 Non-cultural celebratory activities
 Activities that are primarily religious in purpose
 Cash reserves
For organizations requesting over $15,000 - Additional Financial Requirements
Organizations applying for over $15,000 must also submit Qualifying Expenditures Worksheets in
an excel format. Please review the Qualifying Expenditure Guidelines for more information. The
deadline for submission of the Qualifying Expenditures and other Financial Statements will be May
17, 2013. The 2013 Application/2011 Evaluation must be submitted by March 29th for the ZAP
program to accept these worksheets at this later date. The worksheets may also be included by the
March 29th deadline.
Requesting more than $15,000 and less than $30,000
1. Must provide a “Review” of Financial Statements for the most recently completed fiscal year
ending in 2012
2. Must submit the 2012 Qualifying Worksheet from the excel template
3. Peer Review Letter from your CPA firm
Requesting $30,000 or more and less than $60,000
1. Must provide an Audited Financial Statement of the most recently completed fiscal year
ending in 2012
2. Must submit the 2012Qualifying Worksheet from the excel template
3. Peer Review Letter from your CPA firm
Requesting $60,000 or more
1. Must submit three consecutive-years of Audited Financial Statements (the most recent being
Fiscal 2012). If the ZAP program has already received your 2010 and 2011 audits in prior
years, you do not need to resubmit them.
2. Must complete the following spreadsheets from the Excel template:
a. Fiscal 2010 Qualifying Worksheet (in Excel template)
b. Fiscal 2011 Qualifying Worksheet (in Excel template)
c. Fiscal 2012 Qualifying Worksheet (in Excel template)
d. Summary & Revenue Worksheet (in Excel template)
3. Peer Review Letter from your CPA firm
By submitting all of the additional financial requirements, applicants may be qualified for
funding over $15,000. However, this is not a guarantee the applicant will be awarded these
amounts.
In addition:
It is expected that the review or audit will provide the necessary financial information and will follow
standard formats. The review or audit must be conducted in accordance with auditing standards
generally accepted in the United States by a Utah Certified Public Accountant or Firm. Copies of
the audit or review are fine, the Zoo, Arts and Parks program does not require originals.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 6
Legal and Other Requirements of a Grantee
Contract
Successful applicants sign agreements with
Salt Lake County before receiving any
support. The contract outlines the particulars
about funding.
Maintenance and Availability of Records
Each applicant awarded ZAP funding shall
maintain accurate and complete financial
records and authorize Salt Lake County access
to those records.
Final Report
ZAP requires an evaluation report on each
grant. This is part of future applications.
Compliance with Laws
Each recipient will comply with all federal,
state and local laws, rules and regulations that
govern and apply to its operations and in
particular those laws created to protect the
rights of individuals, including, but not limited
to, those laws requiring access for persons
with disabilities as well as the laws governing
non-discrimination against all protected
groups and persons in admissions and hiring.
Use of NowPlayingUtah.com
Successful applicants agree to use the
www.nowplayingutah.com (NPU website) to
promote its events. This arts and cultural
calendar has been created by the ZAP
program, Utah Division of Arts and
Museums, and Salt Lake Convention and
Visitors Bureau in order to benefit Utah’s arts
and cultural community and individuals
interested in attending arts and cultural events.
Credit
An applicant awarded ZAP funding must give
Zoo, Arts and Parks credit in its list of
supporters, in promotional materials,
including programs, flyers, websites, etc. and
list zap.slco.org on its website. The applicant
must also acknowledge the public for its
support of ZAP.
Use of Funds
If your organization is funded, it is expected
that you will utilize the funding in the manner
you indicated in your application. It is also
expected that you will use the ZAP funds in a
timely manner.
Timeline
Tentative 2013 Timeline
ZAP Tier II Application Due Friday, March 29th
Qualifying Expenditures/Financial
Statements Due (Audits or Reviews)
Friday, May 17th
Board Review April, May, June, July and August,
2013
Applicants Notified of Advisory
Board Recommendation
October
Council Approves November
Signing Event November
Finalize Contracts December 2013 & January 2014
First Payment (60% of the award) 8 weeks after receiving notarized
contracts around January/February 2014
Final Payment May 2014
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 7
Versions of the Application
Filling out the applications in different formats:
 Download the 2010 word document and save on your computer. Type your responses
under each question. The document can expand to fit your answers. Do Not Exceed Page
Restrictions.
 Download the PDF document and save on your computer. Reopen the document and
click on tools and then typewriter (make sure you see the √ check mark next to typewriter)
and you can type in your information in the spaces provided.
 If you are using an iMac/apple computer to complete this form and do not have the
Microsoft Word or Pages software on your computer, it’s possible to download and use a
freeware software program to complete the form. One such program is called “Open
office” and is available at http://www.openoffice.org/. This program is also able to open all
the embedded files in an excel-like environment. Fill in each form and then you can copy
and paste each completed table back into the application.
Instructions for Completing the Application
Since we have two different applications, some instructions may not apply. Also, look at the
question more than the number of the question, as they may be different in the two
applications. Please be sure you are utilizing the correct application for the amount of
funding you are requesting.
If the name of your organization is different from the name on your 501(c)(3) letter, you must
submit a letter of explanation. Wanting to use a different name is not a valid reason for the names
to be different.
There are 3 acceptable reasons:
1. You are an affiliate of a larger organization. For example the The Saltaires Chorus is an
affiliate of the Society for the Preservation and Encouragement of Barbershop Quartet
Singing America. In this case submit a letter from your parent organization stating you
have the ability to use this IRS letter and sign contracts.
2. You are a program of a university. For example Westminster Players is a program of
Westminster College. In this case submit a letter from Westminster College indicating
you are associated with the college and who has the ability to sign contracts for your
agency.
3. You have legally changed your business name. Show documentation that supports this
change.
Summary Table – we do not expect you to recalculate data. Please use the figures of your most
recently completed fiscal year.
If an item does not apply – type in “NA”
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 8
1. ZAP Eligible Disciplines:
Architecture
Arts Education
Botanical
Dance
Folk Arts
History
Humanities
Interdisciplinary/Performance Art
Literature
Local Arts Agency*
*to be recognized as an official local arts
agency, the organization must be designated
by the city/township for the defined
community they serve.
Media Arts
Multi-Disciplinary
Music (please indicate whether it is
choral, orchestral or other)
Natural History
Presenting Organizations
Theatre
Visual Arts
2. Are you a first time applicant? YES or NO
3. How many people does it take to make your organization function. List the number of
people (no matter the number of hours they spend per week) for paid staff, unpaid
volunteers and paid independent contractions.
4. How many performances, events, and/or educational programs do you provide each year
(annually)?
5. How many people attend your events, or are directly impacted by, or involved with, your
organization? (Do not include numbers for online hits, views, or downloads, or social media
interactions). If numbers to your website or other sites are important to your organization
explain on the top of the last page under: “If you need to include any additional explanations
– include them here:”
6. Indicate if you attended a ZAP application workshop in 2013 with a yes or no.
For those applying for over $15,000
6. Of the number of people listed in # 5 how may were provided free admission?
7. Subscribers means season subscribers or season ticket holders
8. Members means those individuals that are affiliated as members
9. Individual/family donors means contributing above the membership category. A couple or
family contributing would be considering one donor.
10. What is the number of artists, scholars, botanists, zoologist involved with your organization?
11. What are the number of types of educational /outreach programs you provide? If you do a
lecture demonstration in the schools, host teacher workshops and provide free tickets to
students, this would be 3 separate programs. We are not asking how many of each program
you do, just the different types of programs.
12. How many times do you offer these programs (# 11) to the public? We are asking for the
number of times you do each educational program.
13. Indicate if you attended a ZAP application workshop in 2013 with a yes or no.
ZAP Funding Requested – returning this year, indicate a specific request for funding. The ZAP Tier
II Advisory Board will not fund an amount over what you indicate on this line. An organization
must be able to raise matching funds for their request. A match could include admissions,
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 9
contributions, or other government grants. This amount should be the same number you include on
page 4 column B line 12.
For those applying for over $15,000 – list the amount in the appropriate category/column. This
amount should be the same number you include on page 6 column B line 12.
NARRATIVE questions
This section is designed to provide the Tier II Advisory Board and staff with detailed information
about your organization, community outreach, and how ZAP funds will be used. Clarity and
brevity in answers are encouraged. Provide information that will assist the reviewers in
understanding your organization. Do not assume that the readers know anything about your
organization. Remember that the total length of your application should not exceed 6 or 8 pages
(depending on the amount of funding requested and the appropriate application to that funding
request).
1. The mission statement must be approved by your board of directors. This should be at
most one paragraph.
2. Check the boxes that best describe what you are trying to achieve. You may check more
than one box and if other, explain in the space provided.
3. Please only include recent accomplishments.
4. Be specific in how you plan to use the requested ZAP funds. When will the activity occur?
Who is involved? What will you purchase with the requested funds? Where will the activity
take place?
5. This question gives you the opportunity to explain the value your organization provides to
the community. Be as specific as space will allow. This is your opportunity to “Toot your
own horn”.
6. This is another table. Place a check mark or x on the demographic/s that best describes
your audience. If other, please accurately describe.
7. There are 6 county council districts in Salt Lake County. Each represented by an elected
official. Your organization may serve primarily one or more districts or the entire county.
Please indicate which (can be more than one) council district you serve by your activities. To
see the Salt Lake County Council districts visit the following web page
http://council.slco.org/html/distMap.html Additional maps of each district can also be
viewed by clicking on “detailed maps” at the bottom of this web page. You are welcome to
include an explanation.
For those applying for over $15,000 -
8. Describe what methods you utilize to reach your audience. It is expected that organizations
applying for over $15,000 understand their audience demographics and have clear and
concrete plans to market to them.
9. What are your short-term and long-term goals and objectives? What are your plans for
achieving them? It is expected that organizations applying for over $15,000 regularly
develop plans with goals, objectives and strategies.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 10
EVALUATION NARRATIVE Questions
In order to complete the evaluation section it will be best to find your 2011 Application and refer to
it as you respond to these questions. Reporting cycle must be the same timeframe you requested in
your 2011 Application. NEW this year – only three questions.
If your organization did not receive Zoo, Arts and Parks funding in 2011 please indicate “NA – did
not receive funding in 2011”
E1. Explain how the funding was used and what you were able to accomplish. Be as specific as
possible. When (exact dates), Where (exact locations), Who (names of people involved, paid, etc.)
What did you do? Did it turn out as you planned?
E2. Indicate the sources of funds you received besides the ZAP award. This must equal or exceed
the amount of funding you received from ZAP in 2011.
E3. Related Party/Transparency question. Explain any funds that were used to buy materials,
products or services from a staff, board, or relative of staff or board member during 2011.
Actual organization activities provided during the 2011 grant period
The purpose of this list is to provide information on the scope and type of activities your
organization provided in Salt Lake County, and the audience or constituency served. Please
summarize, where appropriate; you do not need to list every individual event. For example, you may
group program activity into types, such as regular season, main stage, outreach, touring, special
exhibitions, educational, residencies, trainings, etc. Include only events and activities held in Salt
Lake County. Do not include radio, television or online audiences in these charts. If you wish to
indicate any of these audiences, add a statement to the bottom of the page or in the space indicated
on the last page of the application.
List the numbers from the organization’s completed fiscal year in which you indicated in your 2011
application. These must be actual events that took place.
If you sell tickets or use a ticketing service (such as Arttix) we expect the numbers to be actuals.
Organization’s actual 2011 financial statement and current budget request
This spreadsheet is an embedded excel file in the word document. Double click the table to enter
your data. The form is designed to automatically calculate your financial information. This table has
been reformatted this year. This table is only asking for two types of information. Column A
requires you to submit final numbers from your 2011 or 2012 fiscal year – the year you received and
accounted for your ZAP 2011 award.
Column B is a budget for fiscal year in which you are currently applying for ZAP funds.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 11
The top half of the chart deals with revenue and the bottom half deals with expenses. All
organizations applying for funding must fill in this information. There is an opportunity to explain
items at the bottom of the spreadsheet.
Reminder – do not include in-kind contributions in this table.
When you print the application be sure all the lines are included!!
If you are using an iMac to complete this form, it’s possible to open all the embedded files in an
open office environment. Fill in each form and then you can copy and paste each table back into
the application.
Definitions of each line
Line 1. Admissions/Earned Income: Revenue from the sale of tickets for specific events, admission
to the organizations facility, and/or tuition income.
Line 2. Rental Revenue: Revenue generated by the rental of property, equipment, or other items
owned by the organization.
Line 3. Other Earned Income: This may include memberships, gift shop/concessions revenue, etc.
It is helpful to explain what this includes.
Line 4. Contributions from Corporations or Foundations: Funds donated to the organization from
or on behalf of a business or corporation or from a corporate foundation.
Line 5. Contributions from Individual: Funds donated to the organization from individuals or
families
Line 6. City Government Funding: Funds from a city arts council, a city or township
Line 7. State Government Funding: for example grants from the Utah Division of Arts & Museum,
POPS, iSee, or other state agencies)
Line 8. Other Government Grants: Federal Government other County funds (not ZAP)
If you list funding from more than one source in 5, 6, 7 or 8 please itemize in the space provided
below this table
Line 9. Other Grants – list and explain
Line 10. Other Revenue – list and explain
Line 11.Total Revenue: This is a calculation that sums all the organizations revenue except Zoo,
Arts and Parks
Line 12.
Column A – list the precise amount of ZAP 2011 funding you received. You can find this
amount on the ZAP Website. Go to Arts and Culture / Information for the Public and then
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 12
click on Funding History. If you scroll down the page you can open a document that shows
all the funding through 2011. Open the pdf file, find your organization and type in the
amount exactly as shown.
If you organization did not receive ZAP funds in 2011, please indicate “0”.
Column B – list the amount that your organization is requesting. The number MUST equal
the amount on page 1 of this application.
Line 13. Salaries and Benefits: Include all salaries and benefits for all individuals on your staff
(people that you withhold income tax from).
Line 14. Independent Contractor Fees: Include all fees paid to outside (i.e. non-salaried) personnel
(you do not withhold income taxes).
Line 15. Program expenses (for eligible disciplines): Include all expenses (materials, supplies,
royalties) related to all your arts/cultural programs/exhibitions mounted by the organization.
Line 16. General Administration/ Office Expenses: Include all non-personnel administrative and
ticket office supply and materials costs, including office supplies, postage, workspace computers,
copiers, fax machines and other office equipment, telephone, professional development and
membership dues; and publications.
Line 17. Travel & Housing (including per diem): Include all travel costs, vehicle and mileage costs,
including per diems, for both staff and guest artists. Include all housing costs for staff, contractors,
and artists.
Line 18. Marketing/ Public Relations: Include all marketing and public relations costs, nonpersonnel
operating expenses, as well as fees paid to marketing/pr consultants.
Line 19. Development/ Fundraising: Include all fundraising costs, non-personnel operating
expenses, as well as fees paid to development and fundraising consultants.
Line 20. Facility Rent: Include the rental operating expenses of all venues used by the organization
for the development and presentation of performances, exhibitions, and festivals, including storage,
production, performance and administrative space. Include all utilities including, heat, electricity,
insurance, and grounds/facility maintenance operating expenses.
Line 21. Accounting & Legal: Include all fees paid to external accountants and include all fees paid
for legal services.
Line 22. Cash Reserve: funds set aside for a raining day or future plans.
Line 23. Other Expenditures (please explain): Expenditures that will not fit into any of the above
categories including lobbying expenditures (if you have them). You must include a brief explanation
if you use this line.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 13
Line 24. Total All Operating Expenses: This should automatically calculate the sum of lines 13
through 23.
Line 25. Income/Loss: This should automatically calculate your income/loss without including your
ZAP award. This is a formula in the embedded excel file in the application. If you are using the
spreadsheet it will calculate it automatically. If not, subtract Line 24 from Line 11.
Line 26. With ZAP: This is a calculation which includes the amount your organization received
from or is requesting from Zoo, Arts and Parks from the income/loss. Line 26 Column B must
equal $0.
Please provide any explanations in the space provided. This space has been configured to merge
and line wrap.
NEW*
 Please star the revenue categories in column B where funding has already been secured.
 Please star the expenditure categories in column B where ZAP funds will be utilized.
In-Kind Contributions – this is an embedded excel file.
Be sure to include rate information showing how you calculated dollar value for in-kind
contributions. For example: if you show a dollar value of $1,000 for volunteer services, how many
volunteers are anticipated for how many hours and at what rate per hour? The Independent Sector
recently recommended using about $20/hour to calculate volunteer time unless the volunteer is
donating services which he/she provides as part of his/her profession in which case time it is
calculated at that person’s professional rate. Donated materials should be calculated at fair market
value. Only donated items that are directly involved in the project or operations described in this
application should be included here. Items or services unrelated to the project, program, or
operations even though received by the applicant are not acceptable.
For more information please visit the Independent Sector’s website.
http://www.independentsector.org/programs/research/volunteer_time.html
Qualifying & General Information - answer all the questions with the appropriate response.
 To answer yes, the organization must be current with their dues to the Utah Nonprofits
Association
 Prior to answering yes or no to this question, visit the Utah Nonprofits Association website
to read their Standards of Ethics www.utahnonprofits.org/membership/standards-of-ethics
 Per Utah Code (State Statute), an organization may not receive ZAP funding if it receives
more than 50% of its revenues from state funds.
 Choose one:
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 14
o Your organization is a 501c3 if it has a letter from the IRS authorizing the same.
o Your organization is a municipality if you are applying under the auspices of the
municipality (for example: Murray City Cultural Arts Board and South Salt Lake
City Arts Council).
o Your organization is an affiliate or part of a university if it is using the nonprofit
status of it’s national organization or university (for example: Westminster
Players, University of Utah Guest Writers, Beehive Chorus). If you are not sure
how to answer this question please contact the ZAP office.
 Type in the date your organization was founded (may be older than the date you received
your nonprofit IRS status). Month and year is fine.
 Age of your organization. The year it was founded minus 2013.
 Federal Tax ID number. Please type number correctly.
 Date your organization received its approval for 501(c)(3) status. If status had been revoked,
date of reinstatement.
 List your Utah Business Registration Entity Number. This is not your solicitation permit
number. This is the number listed on your annual filing report to the State of Utah. It is
simple to acquire a business license from the State of Utah. Business registration fees range
from $22 to $52 and can be acquired in as little as 15 minutes or two (2) days. For more
information visit https://secure.utah.gov/osbr-user/user/welcome.html. Utah Business
Registration must be completed prior to applying for ZAP funds. If your organization
applies under the auspices of a municipality, write NA.
 For what 12 month time period are you requesting funds for?
Due to the funding not being available until the end of 2013 (at the earliest), it is
recommended you utilize the funding in 2014. This application covers the period from
January 1, 2013 through December 31, 2014. The project or operations you are requesting
ZAP funding for needs to take place during a 12-month period within this time frame. If
you use a fiscal year, the time frame should be your fiscal year. List the beginning and
ending month and year. Organizations are encouraged to apply for funding that will be
utilized in late 2013 or throughout 2014. This is because you will not be notified of your
funding status until the late fall of 2013 and will not receive all the funding until May of
2014.
In the space provided please submit a list of those individuals and their titles with the organization
that have the authority to sign contracts. These are the people most likely to sign the ZAP
agreement if funded.
Please indicate how the people listed above are authorized to bind the organization through a
contract.
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 15
Checklist for required attachments
Applying
<=$15,000
Local Arts
Agencies
Applying
for
> $15,000
& > 30,000
Applying
for >
$30,000 &
< $60,000
Applying
for >
$60,000
Tier II Application for up to and
including $15,000 – one single sided
original + 6 copies
X One single
sided
original + 11
copies
Large Group Tier II Application -
one single sided original + 11 copies X X X
501(c)(3) letter or letter from
municipality if applying as an
agency of a city or town – 2 copies
X X X X X
Documentation that your events
are on the NowPlayingUtah.com –
2 copies
X X X X X
Examples (only one copy of each
type) of how the ZAP program
was acknowledged in programs,
brochures, newsletters, etc.
X X X X X
List of your board members with
contact information. This is considered
protected information under GRAMA
(Government Records and Management Act).
X
6 copies
X
11
copies
X
11 copies
X
11 copies
X
11
copies
Organizational chart – 11 copies X X X
Auditor’s peer review letter – 2
copies X X X
2012 Qualifying worksheet
spreadsheet (Excel file plus 11 copies) X X
2012, 2011 & 2010 Qualifying
Worksheets (Excel file plus 11 copies) X
2012 Audited or Reviewed
financial – 2 copies X
2012 Audited financial statements
– 2 copies X X
2011 & 2010 Audited financial
statements – 2 copies only if they
have not been submitted previously
X
Submit 2-3 digital images (optional but strongly encouraged)
ZAP Tier II 2013 Application/2011 Evaluation Guidelines
Page 16
Government Records Access and Management Act - GRAMA
This document when submitted becomes a public document and may be requested by any individual
through use of Salt Lake County’s GRAMA request form. If this occurs and information is
requested about your organization, the Zoo, Arts and Parks program will provide the information
and notify your organization of the request. Protected records, which include the contact
information of your board of directors, are not considered public.
Submitting 2011 Evaluation Only –
If you organization received a ZAP Tier II award in 2011 but are not applying for 2013 funds please
use the Tier II form for less than $15,001. You may also omit:
1. Answers to the narrative questions on page 1 and 2
2. Column B on page 4
3. Current season information
4. List of Board
5. 501(c)(3) letter or letter from municipality
Correspondence & ZAP contact information:
The ZAP program will use the email address of the primary contract for most correspondence. The
mailing address will be used for hard copy correspondence and distributing checks. If funded you
may request the use of payment via Electronic Funds Transfer (EFT) instead of checks. The EFT
system provides quicker availability of awarded funds.
Physical address: Mailing Address:
Salt Lake County Government Center Salt Lake County Government Center
2001 South State Street, N4400 (4th floor, North Building) 2001 South State Street, Suite N4100
Salt Lake City, UT P.O. Box 144575
Salt Lake City, UT 84114-4575
www.zap.slco.org
twitter account: @slcoZAP
email account for recipient events and media information: PRZAP@slco.org
Victoria P. Bourns
Program Director
385-468-7057
vbourns@slco.org
Program Coordinator
385-468-7058
fax: 385-468-7072