Item 7 Supporting Document — original pdf

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DRAFT Office of Arts, Culture, Music, and Entertainment (ACME) _________________________ ACME Funding Program Guidelines 1 Updated 7/1/2025 DRAFT Table of Contents Overview ................................................................................................................................................ 3 ACME Funding Program Goals ................................................................................................................. 3 Funding Program Impacts ....................................................................................................................... 4 State of Texas Funding Requirements ...................................................................................................... 4 Expenses ................................................................................................................................................ 5 Awardee Requirements and Commitments .............................................................................................. 5 Grant Application .................................................................................................................................... 6 Evaluation & Review ................................................................................................................................ 6 Grant Agreements & Payments ................................................................................................................ 7 Accessibility Statement .......................................................................................................................... 8 Questions About Grant Guidelines? ......................................................................................................... 8 ACME FUNDING PROGRAM DETAILS ....................................................................................................... 9 Arts & Culture Grants........................................................................................................................... 9 Music & Venue Grants ........................................................................................................................ 14 Heritage Events & Landmark Capital Improvement Projects ................................................................. 19 APPENDICES ......................................................................................................................................... 25 Appendix A: Definitions ...................................................................................................................... 25 Appendix B: Panelists ......................................................................................................................... 29 Appendix C: Appeals Process ............................................................................................................. 32 Appendix D: Insurance Requirements ................................................................................................. 33 Appendix E: Reporting Requirements .................................................................................................. 34 Appendix F: Conflict-of-Interest Policy ................................................................................................ 37 2 Updated 7/1/2025 DRAFT ACME OVERVIEW ______________________________________ Overview In February 2025, the City of Austin created the O(cid:431)ice of Arts, Culture, Music, and Entertainment (ACME), to better support the City’s ongoing work with Austin’s creative community, making the city a stronger place for arts, culture, and music. ACME will: • O(cid:431)er clear and direct support for artists and cultural groups, • Help grow the local economy, attract visitors, and build stronger communities, • Support partnerships between artists, cultural groups, and businesses, • Create open and accessible spaces that connect residents and tourists through arts and culture, strengthening community identity and promoting collective storytelling, and • Help build Austin’s identity as a global city for creativity ACME is committed to Building a Collaborative, Vibrant City. ACME Funding Program Goals Austin is home to many creatives that draw tourists and locals alike to the community. A central initiative of ACME is to invest in the creative economy and expand access and participation in arts, music, and heritage by providing grant funding for activities that enrich the public, broaden tourism, and contribute to a vibrant community. ACME supports our community by prioritizing the preservation of creative space, the elevation of arts and arts nonprofits, and through events, projects, and music that contribute to the cultural fabric of Austin. Our programs support all Austinites with a focus on historically underrepresented communities in funding. Our goals and measures of success align with city wide plans, such as Imagine Austin and the City-Wide Strategic Plan. 3 Updated 7/1/2025 DRAFT Funding Program Impacts Performance Measures to Support Program Goals To understand the community impact of funding, the City collects performance data from all ACME funded programs. These six categories help evaluate whether funded activities advance the goals of the ACME Funding Programs. Category What the City Measures Metrics Reach & Engagement Community reach and public participation Promotion Visibility and marketing e(cid:431)orts Attendance counts, demographic data Event flyers, social media screenshots, VisitAustin.org listings, marketing plan analytics Impact Access Economic and cultural benefits for the creative workforce Number of jobs supported, amount of funding distributed Accessibility and inclusion for audiences and participants Diverse locations, ADA features, free/low-cost tickets/creative space, multilingual options Expression Support for authentic artistic and cultural expression Artist reflections, new work created, creative risks taken Resiliency Organizational growth, adaptability, or long-term community benefit beyond City funding New partnerships, diversified revenue, business training and professional development Awardees must report on these areas at the end of their funding period. The City may use this information to share impact stories, report to stakeholders, and strengthen future program design. State of Texas Funding Requirements Municipal Hotel Occupancy Tax (HOT) The State of Texas allows cities to use Municipal Hotel Occupancy Tax (HOT) funds to promote tourism and the convention and hotel industry, but only for certain approved purposes. These rules come from Section 351.101 of the Texas Tax Code. • Arts activities that encourage, promote, and share the arts with the public. This includes events, performances, exhibitions, and other major art forms. • Historic preservation projects and programs that invite tourists and convention visitors to explore historic sites and museums. These sites can be near convention centers or visitor centers, or other places in Austin that attract tourists. 4 Updated 7/1/2025 DRAFT Expenses Eligible Expenses • For HOT funded programs, eligible expenses include compensation, marketing & outreach, insurance, supplies, permits, rentals, production, and performance and service fees related to the grant funded activities. • Potential for up to $2,000 for project-related equipment purchases/repairs, and/or expendable items like signage and promotional materials that support the cultural and heritage activities, dependent upon the program. • At least 51% of expenses must be spent within the City of Austin Council Districts. • Applicants who receive multiple grants (from di(cid:431)erent programs) must ensure any eligible expenses are not duplicated between the two grant agreements to avoid “double dipping” (see definition). • Note: Applicants awarded both a Creative Space Assistance Program and a HOT funded grant will be required to split duplicate allowable expenses between the two grant agreements (i.e. “rent” can only be paid through one grant award), dependent upon the program. Ineligible Expenses • Awardee travel costs, including gas, flights, hotels, tolls, parking, and ferries • Food & hospitality • Fundraisers and benefits, including entertainment and receptions • Start-up costs of a new organization • Consultants who are also employees • Payments to students or interns whose employment is tied to class credit • Purchase of gifts, awards, cash prizes, scholarships, contributions or donations • Existing debts, fines, contingencies, penalties, interest, or litigation costs Awardee Requirements and Commitments Cultural Tourism Marketing & Outreach Awardees must promote their activities to attract tourists, convention delegates, and local audiences through marketing and promotional plans. They must also commit to the following: • City of Austin branding/ACME logo and o(cid:431)icial publicity statement placement on all related marketing materials • Promote grant funded events on VisitAustin.org; and • Complete two tourism marketing training workshops provided by Miles Partnership All ACME Awardees Each grant agreement includes specific requirements for each funding program. ACME sta(cid:431) will work with Awardees to ensure all expectations are clear and in line with City of Austin policies. Awardees must adhere to the following requirements: • Live in the Austin–Round Rock Metropolitan Statistical Area (MSA); • Be at least 18 years old; • Not serve as a permanent, Full-time City of Austin employee; • Public activities supported by the grant must occur in Austin or its Extraterritorial Jurisdiction (ETJ); 5 Updated 7/1/2025 DRAFT • Final reports for the grant agreement must be completed and approved by City sta(cid:431) before new grant funds can be paid, unless otherwise noted by program details; awardees will have 30-days to close out previous grant agreements, otherwise new award o(cid:431)er will be forfeit • No “double dipping” allowed for the same activities or expenses within the “Cultural Arts Fund”, “Live Music Fund”, “Creative Space Assistance Program”, and the “Historic Preservation Fund” (see definition); • No “Delinquent Status” with the City of Austin (see definition); • Unless noted in program guidelines, government agencies or public authorities are ineligible; • Comply with the City of Austin’s “Conflict of Interest” policies and practices (see definition). Grant Application Grant application openings are seasonal (see ACME Website for current dates). Opportunities will be promoted through ACME communications and the City of Austin’s digital channels, social media, public events, local library and cultural center postings, and informational sessions. Applications are collected through an online application tool, which is coordinated by the City’s Third-Party Administrator. Application & Technical Assistance Processes: • Technical Assistance: Available ongoing, and available application support detailed on ACME website. • Profile Set Up/Intake Process: Create or update your profile in the online grants management system. • Pre-Application Review: Meet with ACME Sta(cid:431) and technical assistance representatives to receive early guidance on eligibility, required documents, and how to align proposals with grant goals. (Heritage Preservation Grant, Creative Space Assistance Program specific). • Eligibility Confirmation: ACME Sta(cid:431) and the City’s Third-Party Administrator conduct eligibility confirmations based on program guidelines. • Access the Application: Eligible applicants receive access to the online application. • Submit Application: Complete and submit the application and required documents by the deadline. • Application Evaluation & Review: Evaluation and reviews are conducted according to program guidelines. • Funding Decisions: After evaluation and review is complete, all funding recommendations are presented by ACME to the applicable governmental body (i.e. City Manager, City Council, Commissions). Evaluation & Review Evaluation Process Depending on the program, funding programs are evaluated and scored through either evidenced multiple choice answers or through peer panel processes. Evaluation and review processes are detailed in program guidelines. Application Framing Statement Applicants may submit a narrative or video to provide additional context about their proposed project or creative work. The Framing Statement is not scored but is reviewed by panelists to better understand the 6 Updated 7/1/2025 DRAFT applicant’s intent, cultural or artistic approach, and any community-specific or nontraditional elements that may require interpretation. Applicants may choose one (1) format: • Written narrative: Up to 2,500 characters (with spaces) • Video: Up to 3 minutes in length (submitted as a shareable link) The Framing Statement helps ensure that evaluators can equitably interpret the application, especially in cases where artistic disciplines, budget strategies, or cultural practices are not easily conveyed through standard application fields. Scoring Criteria • Each funding program is scored according to specific criteria listed in individual program guidelines. Funding Award Update After evaluation and review is complete, all funding award decisions are presented by ACME to the applicable governmental body (i.e. City Manager, City Council, memo, press release, briefings). Grant Agreements & Payments Grant Agreements For most grant agreements, ACME partners with the City’s Third-Party Administrator to support the grant agreement and payment processes, including: • Completed Awardee Award Acceptance & Financial Information Forms; • Attended the Pre-Grant Agreement Orientation; • Completed Insurance Quiz and provide proof of required insurance; and • *Additional forms may be required for grant agreements created by the City of Austin Once all forms and steps are complete, a grant agreement will be executed by the Awardee and first payments will commence within 30 days. Payments Unless noted di(cid:431)erently in program guidelines, award payments will be paid in the following percentages: $5,000 and Under Grant Award • Payment 1: 80% of award amount can be invoiced once grant agreement is executed. • Payment 2: 20% of award amount can be invoiced upon approval of final report. $5,000 and Over Grant Award • Payment 1: 40% of award amount can be invoiced once grant agreement is executed and initial report submitted. • Payment 2: 40% of award amount can be invoiced once interim/progress report is approved. • Payment 3: 20% of award amount can be invoiced upon approval of final report. 7 Updated 7/1/2025 DRAFT Application Process Overview Accessibility Statement ACME programs are open to all people regardless of race, gender, gender identity, ethnicity, language, sexual orientation, physical ability, and socioeconomic status. It is committed to quality customer services, and committed to provide information in a manner that is accessible, relevant, and timely to residents. The department will provide meaningful access to City programs and services through translation, interpretation, and other accommodations upon request. For more information about translation and interpretation services, please email the ACME team at acme@austintexas.gov or call 512-974-6004. Funding Program Guideline Review ACME is committed to ongoing program improvement that reflects community needs, public accountability, and best practices in cultural funding. These guidelines will be reviewed and updated on a regular schedule. The ACME Funding Program Guidelines will undergo a comprehensive review and redevelopment every three (3) years. This process will include an evaluation of program outcomes, performance data, community input, and alignment with City policy goals. Minor updates or administrative changes may occur in the interim as needed to ensure program clarity, legal compliance, or operational e(cid:431)iciency. The next full review is scheduled for FY2028 (October 1, 2027) Questions About Grant Guidelines? Please review our FAQs or contact us at acme@austintexas.gov. Commented [MM1]: Web based, asset to be created 8 Updated 7/1/2025 Commented [MM2]: Assets to be updated DRAFT ACME FUNDING PROGRAM DETAILS ___________________________________________________________________________________________________ Arts & Culture Grants Note: You may apply with a Fiscal Sponsor if desired for Arts & Culture Grants: • Fiscal Sponsor must meet City Requirements • Sponsorship Agreement included with your application • Distinct relationships between the Fiscal Sponsor and Sponsored Project should exist: o Fiscal Sponsor may not be an employee or board member of the Sponsored Project. o Sponsored Project Lead Applicant may not be an employee or board member of the Fiscal Sponsor. Thrive Application Cycle: Biennial (Every Two Years) – Thrive Grants o(cid:431)er focused investment to sustain and grow local arts nonprofit organizations deeply rooted in and reflective of Austin’s diverse cultures. Grants Agreements will be for a 24-month term and awarded in two categories: Applicant Award Amount Nonprofit Arts Organization with Creative Space Nonprofit Arts Organization without Creative Space Total award of up to $250,000 (up to $125,000 annually) Total award of up to $150,000 (up to $75,000 annually) A. Applicant Eligibility • 501(c)(3) Nonprofit Arts Organization by time of Application submission (Federal designation only - see definition) • At least five years operating in the City of Austin or its Extraterritorial Jurisdiction (see definition) • Annual operating budget of $60,000 or higher B. Grant Award Amounts • Grant Awards are for a two-year term and total no more than 50% of an organization’s most recent three-year average of operating expenses (see definition) with an award cap of no more than $250,000 over the two-year term. Allocations rely on verified IRS 990’s in GuideStar. Organizations are expected to report in-kind expenses within their 990 filings. Percentages are not guaranteed and are subject to funding availability. • Year Two Considerations: o Year One awardees will receive the same award in Year Two o No application process in Year Two. An awardee may decline Year Two funding if they wish o Interim reports and agreement updates for Year Two must be approved by City sta(cid:431) before Year Two funds are disbursed C. Evaluation and Scoring Evaluation Process – Grant programs and non-multiple-choice questions are evaluated by independent panelists that represent a broad range of artistic and cultural viewpoints, professions, and backgrounds. Panelists review applications within their area of professional and artistic expertise. All panelists are trained in the application review process and evaluate applications based on defined grant criteria. Panels 9 Updated 7/1/2025 DRAFT are facilitated by sta(cid:431), and all final scoring decisions are carefully reviewed ahead of final award decisions by ACME sta(cid:431). See Appendix C to learn about panelist nomination, selection, and process. Scoring Criteria Thrive Category Criteria • Programming is high-quality and culturally significant • Activities reflect traditions, practices, or stories relevant to Creative Work Austin Ability to Deliver Public Connection Bonus Points • Creative work is led by experienced and community- connected contributors • Organization has clear plans ad goals for long-term success • Sta(cid:431) and board are experienced and aligned with mission • Financial systems show stability and adaptability over time • Programs serve both residents and visitors • Organizations help support creative jobs and partnerships • Organization contributes to Austin’s identity as a creative city • No previous fiscal year Thrive Funding • Rescinded Federal Grants from the current fiscal year (National Endowment for the Arts, National Endowment for the Humanities, Institute of Museum and Library Services) Available Points Up to 25 Up to 50 Up to 25 Up to 10 D. Cohort Participation The Cohort is a vital component of the Thrive program, designed to cultivate a network of peer organizations committed to strengthening Austin’s creative ecosystem. Participation in the cohort supports grantees beyond funding by fostering shared learning, leadership development, and long-term resiliency. Through structured dialogue, professional development, and peer exchange, the cohort helps organizations refine their capacity to adapt, deepen community connections, and position their work for continued impact—both during and beyond the grant period. This collective approach advances ACME’s mission to make Austin a collaborative, vibrant, and globally recognized creative city. Some requirements include: • City Sta(cid:431) Meetings: Meet with ACME sta(cid:431) to discuss organizational improvement goals and strategies for achieving long-term resiliency within the community. • Tailored Support: Attend trainings, networking events, and other opportunities as relevant to identified goals. Each opportunity will be developed based on interests of cohort participants. • Shared Expertise: Participate in peer leadership opportunities by sharing expertise with others in the cohort. ACME sta(cid:431) will promote the work and expertise of the Operations cohort to audiences within and outside of Austin. • Provide Feedback: Participants will provide feedback on the Thrive program upon completion. 10 Updated 7/1/2025 DRAFT Elevate Application Cycle: Annual (Once a Year) – Elevate Grants invest in cultural organizations or groups that create vibrant, publicly accessible artistic experiences. This program sustains and strengthens Austin’s creative ecosystem by supporting the production, operations, and administration of culturally rich programming for both residents and visitors. Grant Agreements are for a 12-month term and awarded in three categories: Applicant Award Amount Nonprofit Arts Organization with operating budget greater than $300,000 Nonprofit Arts Organization with operating budget of $30,000 - $300,000 Arts Groups with an operating budget of greater than $30,000 Up to 50% of Operating Budget; Award capped at $60K Up to 50% of Operating Budget; Award capped at $60K Up to 50% of Operating Budget; Award capped at $30K A. Applicant Eligibility • Nonprofit Arts Organization (State or Federal designation - see definition) • Arts Groups • Two years minimum operating in the City of Austin/ETJ B. Grant Award Amounts Grant Awards are for a one-year term and are based on an organization’s most recent three-year average of operating expenses (see definition) with an award cap shown above. Allocations rely on verified IRS 990’s in GuideStar (Federal Designated Orgs) or relevant financial statements such as Profit and Loss Statements, Annual Budgets, CPA-Prepared Financial Statements (State Designated Orgs and Arts Groups). Organizations are expected to report in-kind expenses within their 990 filings. Percentages are not guaranteed and are subject to funding availability. C. Evaluation and Scoring Evaluation Process – Grant programs and non-multiple-choice questions are evaluated by independent panelists that represent a broad range of artistic and cultural viewpoints, professions, and backgrounds. Panelists review applications within their area of professional and artistic expertise. All panelists are trained in the application review process and evaluate applications based on defined grant criteria. Panels are facilitated by sta(cid:431), and all final scoring decisions are carefully reviewed ahead of final award decisions by ACME sta(cid:431). See Appendix B to learn about panelist nomination, selection, and process. Scoring Criteria Elevate Category Criteria Creative Work Ability to Deliver 11 • Programs are artistically strong and thoughtfully curated • Artistic direction is informed by lived experience or cultural knowledge • Work reflects current voices, stories, or creative practices • Organization has the sta(cid:431)ing and systems to execute plans Available Points Up to 50 Up to 25 Updated 7/1/2025 DRAFT Public Connection Bonus Points • Strong track record of managing similar work • Budget and logistics are realistic and responsible • Programs are open, welcoming, and actively promoted • Audiences and participants are thoughtfully engaged • Activities strengthen Austin’s cultural life and visibility • No previous fiscal year Elevate Funding • Rescinded Federal Grants from the current fiscal year (National Endowment for the Arts, National Endowment for the Humanities, Institute of Museum and Library Services) Up to 25 Up to 10 12 Updated 7/1/2025 DRAFT Nexus Application Cycle: Biannually (Twice a Year) – Nexus Grants provide support to emerging and established artists and arts groups. This program invests in vibrant artistic expressions that reflect and engage Austin’s diverse communities. Award asks are based on the proposed Arts Project. Grant Agreements are for a 12-month term and awarded in two categories: Applicant Individual Artists/Arts Groups (Two years experience) Individual Artists/Arts Groups (One year experience) Award Amount $20,000 $2,500 OR $5,000 A. Applicant Eligibility • Individual Artist / Arts Group with: o At least one year experience/operation (see definition) - up to $5K o Two or more years of experience - $20K B. Grant Award Amounts Grant Awards are for a one-year term and are based on the amount the awardee selects in their application that most appropriately matches their needs. C. Evaluation and Scoring Evaluation Process – Grant programs and non-multiple-choice questions are evaluated by independent panelists that represent a broad range of artistic and cultural viewpoints, professions, and backgrounds. Panelists review applications within their area of professional and artistic expertise. All panelists are trained in the application review process and evaluate applications based on defined grant criteria. Panels are facilitated by sta(cid:431), and all final scoring decisions are carefully reviewed ahead of final award decisions by ACME sta(cid:431). See Appendix B to learn about panelist nomination, selection, and process. Scoring Criteria Nexus Category Criteria Creative Work Ability to Deliver Public Connection Idea is original, engaging, and personally meaningful • • Artistic voice is clearly expressed • Concept reflects a cultural connection or creative exploration • Application shows preparation and clear path to completion • Timeline and budget are realistic • Partnerships or support systems help strengthen delivery • Project is made for a specific audience or place • Public presentation is accessible and intentional • Outcome will provide a lasting benefit or experience for the Bonus Points • No previous fiscal year Nexus Funding community Available Points Up to 40 Up to 20 Up to 40 Up to 10 13 Updated 7/1/2025 DRAFT Music & Venue Grants Austin Live Music Fund Application Cycle: Annual (Once a Year) – The Austin Live Music Fund encourages, promotes, improves, and showcases Austin’s diverse music industry through supporting a wide array of activities marketed to visiting and potential tourists, including live and online events open to the public; studio, video, and merchandise production; promotional tours outside of Austin; broadcasting; and marketing and promotional campaigns. Program goals include increasing Austin cultural tourism; increasing revenue for musicians, promoters, and live music venues; supporting new jobs in the creative economy; and promoting new artist development. Grants are awarded in four categories: Applicant Award Amount Professional Musician & Independent Promoter Professional Musician & Independent Promoter Live Music Venue with operating budget over $100,000 $20,000 with 24-month Grant Agreement term $5,000 with 12-month Grant Agreement term $70,000 with 12-month Grant Agreement term A. Applicant Eligibility • Must meet Applicant definition (see definitions) • Only one application per lead applicant, and applicant is not eligible to also apply in another eligibility category • Musicians may perform in multiple bands receiving awards; however, a lead applicant may only qualify for one application. • Unless a promotional tour, public activities must take place in a City of Austin Council District or the Extraterritorial Jurisdiction (ETJ) and include at least 51% of performers who fit the definition of "Professional Musician" and live in the MSA (refer to Glossary of Terms for the definition of “Extraterritorial Jurisdiction”). • Professional Musicians compensated through grant funds are paid at least the City of Austin musician pay rate outlined in Resolution No. 20230720-123 (see definition for “City of Austin Musician Pay Rate”) Ineligible Applicants • Nonprofit Organizations • Applicants who do not fit the definitions and requirements for “Professional Musician”, “Independent Promoter”, and “Live Music Venue” are not eligible (see definitions) • Applicants who have accepted grant funding from the Cultural Arts Fund (see definition) in the current Fiscal Year grant funding cycle 14 Updated 7/1/2025 DRAFT B. Grant Award Amounts Grant Awards are for a one-year term and are based on the amount the awardee selects in their application that most appropriately matches their needs. C. Evaluation and Scoring Evaluation Process – Awarded points are totaled from evidenced multiple-choice application answers. Applicants must provide uploaded and/or linked documentation evidence of past “Music Industry Accomplishments”, “Cultural Tourism Marketing & Outreach”, and “Austin Music Economy Development”. Evidence is reviewed and then double-checked by Create Austin at The Long Center Sta(cid:431). Any questions from the reviews are elevated to City of Austin Program Sta(cid:431) for final determination. Scoring Criteria Aus(cid:415)n Live Music Fund – Professional Musicians & Independent Promoters Category Criteria – Documenta(cid:415)on Evidencing More Recent Examples Priori(cid:415)zed Music Industry Accomplishments • Music industry recognition • Public shows for audiences of at least 300 • Audience data, i.e. music streams and downloads; distributed recordings; local, national and international music festival placements; regional and national tours; radio & TV broadcasts • Career training and professional development • Participates in music programs for schools, cultural centers, Available Points Up to 25 Artist Development youth, private lessons, camps, workshops, etc. • Performs / volunteers at benefit concerts to raise awareness for Up to 25 nonprofit charity organizations • Limited or no access to financial lending (points awarded if no Austin Music Economy Development or limited access) • Pays at least the City of Austin musician pay rate to hired professional musicians • Hires creatives and creative businesses year-round for such operations as merchandise production, marketing & outreach, equipment, storage, etc. • Hires local creative spaces • Collaborates with other local musicians to create new music • Expands audiences and fan bases locally and outside of Austin through multiple marketing strategies • Marketing collaborations to promote Austin as a global cultural Up to 25 Cultural Tourism Marketing & Outreach and tourist destination for music • Provides accessibility features for audiences with disabilities • Advertises and promotes activities in publications and other Up to 25 initiatives serving communities who speak English as a second language • Programming open and accessible to the public 15 Updated 7/1/2025 DRAFT Austin Live Music Fund – Live Music Venues Category Criteria – Documenta(cid:415)on Evidencing More Recent Examples Priori(cid:415)zed Austin Music Economy Development Audience Development Cultural Tourism Marketing & Outreach • More than 50% of gross income generated from music events • Hires at least 40% local musicians • Hires local businesses and creatives year-round for such business operations as merchandise production, marketing, equipment, suppliers, etc. • Performance ticket sales • Free or low-cost temporary space for other creative organizations • Local bands as support for touring shows • Regular internships and apprenticeships • Benefit concerts to raise awareness for nonprofit charity organizations • Access to shows for all audiences • Discounted tickets for community, i.e. students, seniors, creative industry workers • Accessibility features for audiences with disabilities • Regular programming featuring a diversity of genres • Programming regularly open and accessible to the public • Collaborative programming highlighting additional artistic disciplines, i.e. visual arts, performing arts • Marketing strategies to promote Austin as a global cultural and tourist destination for music, including: ο Collaboration with event organizers on major events and conventions ο Collaboration on venue-event specific travel packages ο Partnerships with hotels, restaurants, and transportation providers to o(cid:431)er bundled experiences • Expands audiences and fan bases locally and outside of Austin through multiple marketing strategies • Advertises and promotes activities in publications and other initiatives serving communities who speak English as a second language Available Points Up to 40 Up to 20 Up to 40 16 Updated 7/1/2025 DRAFT Creative Space Assistance Program Application Cycle: Annual (Once a Year) – The Creative Space Assistance Program supports creative commercial spaces where audiences gather for cultural experiences and are facing temporary or permanent displacement or new commercial leases at higher and una(cid:431)ordable rates. Funds may be used for revenue-generating space improvements and other space related needs, rent payments, general liability insurance, and property tax reimbursements. Grant Agreements are for a 12-month term: Applicant Award Amount All Applicants must have at least a $120,000 opera(cid:415)ng budget: • Live Music Venue • Performance Venue / Theatre • Museum / Art Gallery • Multi-Use $60,000 A. Applicant Eligibility Eligible Applicants • Must meet Applicant definition (see definitions) • Must provide evidence of commercial property site control, including an existing, fully executed lease or lease o(cid:431)er. • Commercial Property must be in Austin or its Extraterritorial Jurisdiction (ETJ) (see definition). • Commercial Property must be zoned appropriately for intended use as a commercial creative space with a public assembly use Ineligible Applicants • City-run/owned, State-run/owned, or Federally-run/owned facilities • Applicants who own their commercial creative space • Festivals without permanent space • Studio, o(cid:431)ice, practice, and workshop spaces • Temporary rental spaces that are not occupied by the applicant 12 months out of the year • New (previously unoccupied) creative spaces unless the Applicant was displaced from their current space in the last 3 months of application closing date B. Grant Award Amounts $60,000 Grant Awards are for a one-year term. C. Expenses Applicants awarded both a Creative Space Assistance Program grant and a HOT funded grant will be required to split duplicate allowable expenses between the two grant agreements to prevent “double dipping” (see definition), i.e. “rent” can only be paid through one grant award: Eligible Expenses Grant funds may be spent towards one or a combination of the following: • Rent Stipend: Up to 30% of base commercial rent, not to exceed $60,000 over a 12-month period • Property Taxes: Portion of taxes are reimbursable upon proof of payment by awardee • General Liability Insurance 17 Updated 7/1/2025 DRAFT • Other Space-Related Needs: Commercial space permitting fees (City sta(cid:431) available for technical assistance); facility improvements (supplies, contractors, and architectural / project plans); environmental impact improvements (air conditioning, outdoor misters, and heaters); and displacement-related expenses (storage, moving, deposits) Ineligible Expenses • Expenses incurred more than 6 months prior to application closing • Salaries & Payroll Taxes • Travel D. Evaluation and Scoring Evaluation Process – Application points are totaled from evidenced multiple-choice application answers. Applicants must provide uploaded and/or linked documentation evidence of “Compelling Need”, “Urgency”, “Co-Location”, and “Community Benefit”. Scoring Criteria Crea(cid:415)ve Space Assistance Program Category Criteria Compelling Need • Funding will address a compelling need for sustainability • Most Urgent: Applicant displaced or requires immediate relocation, lease renewal, or renovation in 6 months to avoid displacement • Urgent: Applicant not displaced, but requires immediate relocation, lease renewal, or renovation in 7-13 months to avoid displacement • Less Urgent: Applicant not displaced, but requires immediate relocation, lease renewal, or renovation in 14-20 months to avoid displacement • Co-location has served or advanced the applicant’s mission, cultural use, and artistic production • Applicant has either increased access to a(cid:431)ordable space for other creatives, or has benefited from increased income • Co-location has improved programmatic e(cid:431)iciencies/collaboration • Demonstrates community benefits through such elements as mission, programs, events, and relationships • Did not received a FY23 CSAP grant award or a FY24 Cultural Funding grant award from the Economic Development Department Urgency Co-Location Community Benefit Bonus Points Available Points Up to 20 Up to 15 Up to 15 Up to 25 10 18 Updated 7/1/2025 DRAFT Heritage Events & Landmark Capital Improvement Projects Heritage Preservation Grant Application Cycle: Annual (Once a Year) – Austin’s rich and diverse heritage is a key part of its identity, shaped by history and generations of creative and cultural leaders. The Heritage Preservation Grant supports historic places and safeguards the stories, values, and identities that make Austin unique. Through the grant, we honor the past, empower the present, and ensure that future generations will inherit an Austin that remembers and respects its roots. The program aims to preserve and promote preservation projects; expand access to historic spaces and heritage resources; showcase local stories rooted in history; support the creative economy – all with a strong focus on attracting and expanding audiences and engaging tourists seeking authentic, historic and rich experiences. promote tourism and the convention and hotel industries. Grants are awarded in two categories: Project Types Heritage Events Capital Improvement Projects A. Applicant Eligibility (Owned or Leased) Award Amounts (3) Funding Levels with 24-month Grant Agreement term Up to $250,000 with 24-month Grant Agreement term • 501(c)(3) Nonprofit • For-Profit entities • With Two years minimum experience/operations • Leased or Owned • Lead applicants may submit one project proposal per funding cycle • Final reports for the grant agreement must be completed and approved by City sta(cid:431) before new grant funds can be paid; awardees will have 30-days to close out previous grant agreements otherwise new award o(cid:431)er will be forfeit. Ineligible Applicants • Projects that are zoned residential • Projects or activities that receive funding from the Cultural Arts Fund (see definition) for the same or similar work during the same time period • District types not associated with history or heritage as approved by the City Council (due to the preservation requirements in Section 351.101 of the Texas Tax Code.) B. Evaluation and Scoring Open-ended grant application questions are evaluated by a panel of subject matter experts, including preservation architects, tourism and advertising professionals, museum educators, and civic educators. Panelists evaluate sections of the application based on merit and their area of professional expertise. Additional points are awarded based on evidenced multiple-choice answers. Applicants must upload or provide links to documentation evidence. All uploads are reviewed and verified by the City’s Third-Party 19 Updated 7/1/2025 DRAFT Administrator and re-reviewed by sta(cid:431) for confirmation. All panelists are trained in the application review process and evaluate applications based on defined grant criteria. Panels are facilitated by sta(cid:431), and ACME sta(cid:431) conduct a thorough review of all final scores before making award decisions. Percentages are not guaranteed and are subject to funding availability. Heritage Events – Past to Present: Support events, exhibits, historic tours, and programs that highlight local history and storytelling, connect communities, and draw both residents and tourists – expanding access to heritage resources and experiences. Events must include historic research and highlight the history of the site. Heritage Events: Funding Levels Project Heritage Event (Historic Designated Site) • Project takes place at a historic designated site, historic designated district, • or within a Council-approved heritage district. (Project management and administrative expenses are allowed up to 10% of the grant award). Heritage Event (Approved and Pursuing Historic Designation) • Project takes place at a site or district found eligible and approved for historic designation. • Historic designation must be completed within the grant agreement period. • Consultant fees related to the designation process are eligible expenses. • (Project management and administrative expenses are allowed up to 10% of the grant award). Heritage Event • If the original site cannot be used or is no longer existing, applicants may propose an alternative historic location (with or without a designation). • Applicants must explain why and how the site helps tell the story of an important historic event, person, community, group, or the city and how the project will promote tourism and the hotel industry. (Historical Associations Category in CoA Historic Zoning Application) • Activity must also include a printed and digital itinerary of the site and nearby historic museums, promoted to tourists, with materials serving an educational purpose for visitors. (Project management and administrative expenses are allowed up to 10% of the grant award). • Award Amount Up to $150,000 Up to $50,000 Up to $25,000 Heritage Events: Scoring Criteria Category Criteria Site Background: Preservation Impact • Brief history and description of the site, and past and current uses. • How will visitors learn about the site’s history? Project: Details, Team, and Budget: Max Points Up to 36 20 Updated 7/1/2025 DRAFT (Heritage Event) Tourism Impact New Voices, Historic Places: Collaboration, New Applicants, and Access to Heritage Resources Bonus Points: Federal Grants Bonus Points • Provide a detailed description of the work with a bulleted cost breakdown of how funds that will be spent. • Describe the project management team. List similar preservation projects each key team member has completed. Endangerment: • Explain the threat or endangerment of the site’s history or collection. Explain how your project highlights untold stories or preservation issues. Preservation and Untold Stories: • How does the proposal highlight untold stories at the historic site? • If the original site no longer exists, describe your alternative and explain why and how it connects to the historic project. Local Historic Stories to Draw Visitor Interest: • How have you used historical storytelling in past projects to bring the site’s history to life and draw visitor interest to enhance tourism? Marketing and Advertising: • Which marketing strategies were the most e(cid:431)ective in promoting a past project and will be applied again to support audience and tourism participation? Broader Tourism Audiences: • How have you attracted new audiences, tourists, and hotel and convention guests to your historic site with past projects? Success Measurement and Evaluation: • How have you measured the past success of tourism marketing strategies for heritage projects? Community Collaborators First-Time Applicant Access to Heritage Resources • How does your project increase public and tourism access to heritage resources and programs, and help raise the visibility of heritage tourism in Austin? • Rescinded Federal Grants from the current fiscal year (National Endowment for the Arts, National Endowment for the Humanities, Institute of Museum and Library Services) • City of Austin Local Historic Landmark or Local Historic District (approved and pursuing) Up to 36 Up to 18 5 10 *Maximum Points for Heritage Events: 105 Heritage Event Requirements • Multiple project proposals at the same site will be prioritized based on pre-application review, evaluation scores, funding availability, and on a first-come, first-served basis to support heritage events across di(cid:431)erent areas. 21 Updated 7/1/2025 DRAFT Landmark Capital Improvement Projects: Support capital improvement projects at historic sites - designated, eligible, or contributing in a historic district – that attract tourists. The site must be open, and its history must be actively marketed to tourists. Landmark Capital Improvement Project Funding Applicant Award Amount • Historically designated sites or contributing properties in a historic district • Historic sites found eligible and approved for historic designation are eligible. Historic designation must be completed within the grant agreement period. Consultant fees related to the designation process are eligible expenses. • Bonus points: City of Austin Local Historic Landmark or Local • Historic District (existing or pursuing) (Project management and administrative expenses are allowed up to 10% of the grant award) Up to $250,000 Landmark Capital Improvement Project Scoring Criteria Category Criteria Preservation Impact (Landmark Capital Improvement Project) Site Background: • Brief history and description of the site and past and current uses. • How will visitors learn about the site’s history? Project: Details, Team, Budget, and Bid Package: • Provide a detailed description of the work with a bulleted cost breakdown of how funds that will be spent. Complete: Budget Table and Upload: Bid Package • Describe the project team. List similar preservation projects each key team member has completed. Urgency & Standards: • Explain how the project aligns with local and national historic building standards. • Describe how support will help this project. If urgent, describe why. Long-Term Preservation: • Is there a plan that supports the steps needed to preserve the building? • Why is the proposed project your highest priority right now? Local Historic Stories to Draw Visitor Interest: • How have you used historical storytelling in past projects to bring the site’s history to life and draw visitor interest to enhance tourism? Tourism Impact Marketing and Advertising: • Which marketing strategies were the most e(cid:431)ective in promoting a past project and will be applied again to support audience and tourism participation? Max Points Up to 36 Up to 36 22 Updated 7/1/2025 DRAFT Broader Tourism Audiences: • How have you attracted new audiences, tourists, and hotel and convention guests from various backgrounds to your historic site with past projects? Success Measurement and Evaluation: • How have you measured the past success of tourism marketing strategies for heritage projects? Community Collaborators: • Does the project include community collaborators? If yes, how will the partnership reflect community voice, values, and participation in the heritage tourism proposal to expand audience and tourism participation? New Applicant: • Has the project or site ever received a Heritage Preservation Grant? Access to Historic Spaces • How does your historic space provide access to local creatives and heritage groups to help raise the visibility of heritage tourism work? • Rescinded Federal Grants from the current fiscal year (National Endowment for the Arts, National Endowment for the Humanities, Institute of Museum and Library Services) • City of Austin Local Historic Landmark or Local Historic District (existing or pursuing) Up to 18 5 10 New Voices, Historic Places: Collaborations, New Applicants, and A(cid:431)ordable Access to Historic Spaces Federal Grants Bonus Points *Maximum Points for Landmark Capital Improvement Projects: 105 Eligible Projects Include: • American Disabilities Act (ADA) Exterior Access • Awning Restoration / Repair • Cast Iron Restoration / Repair • Door/Window/Trim Restoration • Facade Elements • Heating, Ventilation, and Air Conditioning (see pg. 202) • Historic Accessory Structures • • • Interior: Electrical and Mechanical (compatible with the restoration-period character of the interior and the request must be submitted together with an exterior project proposal) Interior: Flooring (must be submitted together with an exterior project proposal - see pg. 204) Interior: Safety, Mechanical, and Electrical Upgrades (compatible with the restoration-period character of the interior and the request must be submitted together with an exterior project proposal - (see pg. 202) • Masonry • Millwork • Paint (in kind; must match existing) • Pier & Beam/Foundation Stabilization • Signs and Installation (must comply with Historic Sign Standards with owner approval) 23 Updated 7/1/2025 DRAFT Landmark Capital Improvement Project Requirements • Occur at a historic designated site or district • Occur at a site eligible for local, state, or national historic designation, or determined eligible for designation by the Texas Historical Commission • Adhere to City of Austin Historic Design Standards and/or The Secretary of Interior’s Standards for • the Treatment of Historic Properties Include a complete Bid Package (see definition) and recommendations from a Preservation Architect based on The Secretary of Interior’s Standards for the Treatment of Historic Properties and/or the City of Austin Historic Design Standards. • Be reviewed and approved by the Historic Landmark Commission after a preliminary review by the Architectural Review Committee. • Capital projects will require on-site reviews. • Project sites must maintain its historic designation. • Professional contracts with external consultants for Preservation Architects, Interpretive Plan, Historic Designation Nomination, or Architectural Design and other professional services contracts to support the project are eligible. • Historic interior projects must include a sensitive non-intrusive treatment plan as recommended by The Secretary of Interior’s Standards for the Treatment of Historic Properties and the request must be submitted together with an exterior project proposal. • Project insurance is required throughout the agreement term. • All projects funded by Hotel Occupancy Tax revenue must be open to the public, serve the public interest, and be actively promoted to Austin residents, visitors, and tourists. • All proposals on historic parkland are required to include a City of Austin Parks and Recreation Department approved Community Activated Park Project proposal. C. Annual Funding Distribution • Payment 1: 40% of award amount can be invoiced once grant agreement is executed • Payment 2: 40% of award amount can be invoiced once interim report is approved • Payment 3: 20% of award amount can be invoiced upon approval of final report (Project management and administrative expenses are allowed up to 10% of the grant amount) Commented [MM3]: @Alvarado, Melissa 24 Updated 7/1/2025 Commented [MM4]: @Schmidt, Matthew please review and confirm this definition for our programs. As per sta(cid:431) comments, there seemed to be issue with 10-1 council district. DRAFT APPENDICES ___________________________________________________________________________________________________ Appendix A: Definitions Application Framing Statement: A narrative or video submitted by applicants (via the application portal at the time of application) to provide additional context about their proposed project or creative work. The Framing Statement is not scored but is reviewed by panelists to better understand the applicant’s intent, cultural or artistic approach, and any community-specific or nontraditional elements that may require interpretation. Arts Group: An individual or group whose primary activities are arts and culture based and does not have 501(c) nonprofit status. • Artistic goals or creative mission is the production of arts and culture activities. This includes arts service organizations that provide professional support to creatives. • Over 50% of organization’s creative production is within the Austin City Council districts or Extraterritorial Jurisdiction (ETJ). Awardee: An individual or organization that has been selected to receive funding through an ACME grant program. Also referred to as a “grantee.” Awardees must meet program requirements and fulfill all contractual obligations, including reporting and promotion. Capital Expenses: Money spent by a business or organization on acquiring or maintaining fixed assets such as equipment, instruments, etc. Any single capital expenditure over $2,000 must be pre-approved by the program sta(cid:431) administrator to ensure compliance with the grant agreement and City policy. Capital expenditures include, but are not limited to, the purchase, repair, or renovation of such equipment and property as speaker systems, theater seats, artwork, etc. These are examples and not an exhaustive list. Please contact your program administrator for further questions about specific expenses. City of Austin Council District: The City of Austin has ten single-member districts. To find which district an address is in, visit https://www.austintexas.gov/GIS/CouncilDistrictMap/ and click “I Want to...” then click “Find my Council District.” City of Austin Fiscal Year: The City of Austin Fiscal Year (FY) runs from October 1st through September 30th of the following year. City of Austin Musician Pay Rate: As directed in Resolution No. 20230720-123, the pay rate for musicians for live City music performances is no less than $200 per musician for groups of up to six people; $150 per musician for groups between seven and ten people; and $1500 total for groups of musicians of ten or more. Commercial: For-profit business that focuses on the marketing and sales of a product or service. Community Benefit: The opportunity for Austin residents, visitors, and tourists to access and actively engage in arts, music, heritage, and cultural activities, including experiences at historic sites, cultural spaces, and through works of public art that align with the goals of our program areas. 25 Updated 7/1/2025 DRAFT Creative Space: Commercial locations that include both for profit and nonprofit creative businesses including live music venues, recording studios, performance venues/theaters, museums, art galleries, etc. Creative Worker: Individuals employed or contracted in arts, music, heritage, or other cultural fields. This includes artists, musicians, curators, arts administrators, educators, designers, and production sta(cid:431) who contribute to Austin’s creative economy. Cultural Arts Fund: City of Austin budget fund sourced through Municipal Hotel Occupancy Tax revenues, which is the source of grant funds for ACME facilitated Arts & Culture funding programs. Cultural and Heritage Tourism: The use of the performing and visual arts, as well as food, festivals, architecture, and other phenomena that contribute to the cultural vitality of a city, in order to attract tourists to a specific city/geographic region. Delinquent Status: An Applicant who has failed to comply with or complete all requirements of another ACME funding program. Delinquent status prevents past awardees from being eligible for new grant funds for five years. Double Dipping: Awardees are prohibited from using grant funds to cover the same costs or activities in the same City of Austin fiscal year (October 1 – September 30). Each Grant Agreement will dictate what expenses are allowed during the grant agreement term. Emerging Artists: An individual in the early stage of their creative practice, with less than two years of experience producing or presenting artistic work in a public context. Emerging Artists may be self-taught, professionally trained, or newly entering the field and are still developing their audience, artistic identity, and body of work. For the purposes of ACME Funding Programs, Emerging Artists must also have received no more than one prior ACME grant award. Experience: (DEFINE) Extraterritorial Jurisdiction (ETJ): Includes the unincorporated land within 5 miles of Austin’s full purpose city limit not within the city limits or ETJ of another city. Austin’s ETJ currently extends into 4 counties including Travis, Williamson, Hays, and Bastrop. To learn where the address is located, go to https://www.austintexas.gov/GIS/JurisdictionsWebMap/ and click “I Want to...” then click “Find my Jurisdiction”. Fiscal Sponsor: A Fiscal Sponsor is a 501(c) organization that provides support to projects that lack nonprofit status. Often, the Fiscal Sponsor handles financial transactions and reporting duties on behalf of the Sponsored Project. Please note that all Fiscal Sponsors must be headquartered in Austin. Heritage Tourism: The National Trust for Historic Preservation defines heritage tourists as those who travel to experience the places, artifacts, and activities that authentically represent the stories and people of the past and present. High-Quality Programing: Programming that is thoughtfully created and deeply engaging emotionally, culturally, or intellectually for its intended audience. It reflects a well-defined artistic process, demonstrates clear intent, and shows a strong understanding of artistic influences and context. 26 Updated 7/1/2025 DRAFT Historic Designation: A formal process that recognizes and protects places of historical, architectural, or cultural significance. See City of Austin historic landmark zoning information here. Historic Survey: Highlights potential landmarks and historic districts by identifying older buildings and areas that help to tell the story of an important person, community, group, or the city as a whole; or exhibit significant architecture or landscape design. See the City of Austin Historic Resource Survey page. Independent Promoter: Must meet all of the following requirements: • No more than 3 employees • And, at least 2 years documentation showing that applicant has curated and promoted live shows featuring musicians and bands • And, must not be contractually tied to one venue Individual Artist: Person who creates, produces, or practices artistic disciplines as their primary form of creative expression, either independently or in collaboration with others. This includes, but is not limited to, visual artists, performing artists, writers, filmmakers, designers, and musicians, including vocalists, composers, DJs, and instrumentalists. Individual Artists may work solo or as part of an arts group that is not a registered nonprofit or business entity. Landmark Capital Improvement Project - Bid Package: A complete set of formal estimates from a contractor, preservation architect, subcontractor, and vendors of a landmark capital project. Each bid within the package should include the cost, description, timeframe, contracting roles, treatment method, and scope of work to be performed. Bids must specify materials and explain how the work will comply with the Secretary of the Interior’s Standards for the Treatment of Historic Properties. Landmark Capital Improvement Project - Owner Authorization: For sites not owned by the City of Austin, applicants must include a signed letter from the historic property owner granting permission for the proposed capital improvement project. Applications without this documentation will not be considered for review. Landmark Capital Improvement Project - Phased Work: Phased work includes breaking a landmark capital project into distinct stages or dividing a large project into smaller, more focused scopes of work. Lead Applicant: The individual responsible for submitting the grant application and serving as the primary point of contact with ACME and its third-party administrators - e.g. Authorized O(cid:431)icial / Executive Sta(cid:431) / Board of Trustees Executive Committee / Program Director / Founder. The “Lead Applicant” is authorized to represent the applying organization or group and is accountable for the accuracy of application materials, adherence to grant requirements, and compliance with all contractual obligations if funding is awarded. - For nonprofit organizations, the “Lead Applicant” must be an executive sta(cid:431) member, program director, or authorized o(cid:431)icial listed on the organization’s governance documents. - For Arts Groups or fiscally sponsored projects, the “Lead Applicant” must be a core project leader with documented authority to coordinate with the Fiscal Sponsor and fulfill grant obligations. - For-profit entities, the “Lead Applicant” must be the representative granted signature authority on behalf of a company or Sole-Proprietorship. 27 Updated 7/1/2025 Commented [MM5]: To be reviewed and improved by Melissa DRAFT Live Music Fund: City of Austin budget fund established by City of Austin Ordinance No. 20190919-149, which is sourced through Municipal Hotel Occupancy Tax revenues and is the source of grant funds for ACME’s Austin Live Music Fund. Live Music Venue: An establishment where live music programming is the principal function of the business and/or the business is a live music destination, and where the venue establishes the ability of an artist to receive payment for work by percentage of sales, guarantee, or other mutually beneficial formal agreement for every performance. A live music venue is a destination for live music consumers, and/or its music programming is the primary driver of its business as indicated by the presence of at least five (5) of the following: • Defined performance and audience space • Mixing desk, PA system, and lighting rig • Backline • At least two of the following: o o o o o (i) Sound engineer (ii) Booker (iii) Promoter (iv) Stage manager (v) Security personnel f) Markets talent through show listings in printed and electronic publications • e) Charges admission to some music performances through ticketing or front door entrance fees • • g) Hours of operation coincide with performances • h) Programs live music at least five nights a week Multi-Use: A Commercial Creative Space that provides a publicly accessible area or areas that can be used for a wide variety of creative events, including arts exhibitions, concerts, plays, film screenings, etc. Municipal Hotel Occupancy Taxes (HOT): As outlined in State of Texas Statute Chapter 351, municipalities are authorized to charge a tax of up to 7% on individuals staying overnight in hotels or other accommodations, which creates revenue that must be used for one of nine allowable uses, including the promotion of the arts and to “promote tourism and the convention and hotel industry.” Nonprofit Definitions: • 501 (c) 3 Nonprofit Organization: An organization with tax-exempt status under Section 170(c) of the Internal Revenue Code of 1954 as amended (501(c) status) which ensures no part of net earnings benefits a private individual. Status may be in process at time of application but must be confirmed by the application deadline. • Nonprofit Arts Organization: A demonstrated designation as an incorporated or unincorporated nonprofit in the state of Texas (with a certificate of formation approved at the time of application); OR a federal designation as a 501 (c) 3 nonprofit (with Applicant IRS 990 form); WITH a mission that supports the arts. • Noting: That for all Heritage Preservation Grants, applicants must be a 501 (c) 3 Operating Budget: The annual total of an organization’s planned expenses for delivering its programs, services, and operations. Used to calculate eligibility and award amounts in several ACME funding programs. Often based on a three-year average from IRS 990s or equivalent records or relevant financial statements such as Profit and Loss Statements, Annual Budgets, CPA-Prepared Financial Statements. 28 Updated 7/1/2025 DRAFT Preservation: Emphasizes maintaining and repairing historic materials and retention of a building’s form as it changed over time. Professional Musician: Must meet at least one of the following requirements: • At least 2 years of documentation showing that applicant has regularly performed as a professional musician—solo or as part of a band—in live performances to public audiences • Or, 6 released recordings (singles) • Or, 6 promotionally released music videos Publicly Accessible: An activity, event, or space that is open to the public, either free or with an admission fee, and advertised in a way that allows residents, tourists, and the general public to attend or participate. Rehabilitation: Acknowledges the need to alter or add to a historic property to meet continuing or changing uses while retaining the property’s historic character. Reconstruction: Re-creates vanished or non-surviving portions of a property for interpretive purposes. Rent Stipend: Rent stipend may only be considered for a location for which the applicant has a current lease or pending lease o(cid:431)er. Restoration: Depicts a property at a particular period of time in its history, while removing evidence of other periods. Sponsored Project: The individual or group that is under the umbrella of the 501(c)(3) organization, or Fiscal Sponsor. Sponsored applicants are not eligible to apply for programs that require nonprofit status. The Secretary of the Interior’s Standards for the Treatment of Historic Properties (Heritage Grant): Guidelines for preserving, rehabilitating, restoring, and reconstructing historic buildings. For more information visit The Secretary of the Interior's Standards for the Treatment of Historic Properties guidelines. Tourist: An individual who travels from the individual’s residence to a di(cid:431)erent municipality, country, state, or country for pleasure, recreation, education or culture (Texas State Tax Code Chapter 352, p. 1). Unearned Income: Revenue that is donated, such as grants and donor contributions. Visitor: An individual traveler that stays overnight away from home in paid or unpaid accommodations, or a day visitor that travels at least fifty miles one-way from home on a non-routine trip. Appendix B: Panelists ACME recruits independent panelists to review and score applications for grant programs evaluated by narrative questions. Panelists play a vital role in ensuring the funding process is community-centered, transparent, and guided by both artistic merit and equity principles. Panelists provide informed, objective, and constructive assessments that reflect Austin’s creative vibrancy and diverse cultural ecosystem. Panelist Recruitment & Nomination Panelists are selected through an open nomination process. Recruitment includes: • Department newsletters and social media • Community partnerships and Commission referrals • Local cultural organizations, creative and heritage networks, and discipline-specific listservs 29 Updated 7/1/2025 DRAFT • Publicly accessible panelist application form on the City’s website Qualifications Panelists should: • Demonstrate knowledge or expertise in at least one artistic or cultural discipline • Reflect a diversity of backgrounds, demographics, geographies, and community ties • • Have experience with or interest in equity-focused evaluation Include both arts professionals and engaged community members Panelists may be: • Practicing artists, administrators, educators, producers, curators, or cultural organizers • Nonprofit professionals, arts funders, or community leaders • First-time panelists or returning reviewers • Priority given to increasing local representation Panelist Selection & Composition Selection Process ACME sta(cid:431) will screen applicants and recommend panelists based on: • Subject matter expertise relative to the applicant pool • Community knowledge and geographic representation • Ability to meet time and training commitments • Absence of significant conflicts of interest Panelist names and bios may be made publicly available to ensure transparency. Panel Composition Goals Each panel will include: • A minimum of four panelists, ideally 5–7 • A mix of local and regional reviewers • Subject matter experts and community members • Representation specific to creative discipline being evaluated • Experience in nonprofit, equity-centered, and community-based practice Panelist Training & Expectations All panelists will complete: 1. State of Austin Community Training — Focused on Austin’s cultural context and inclusive evaluation 2. Program & Rubric Training — Covering grant guidelines and scoring criteria 3. Technical Training — Use of online scoring systems 30 Updated 7/1/2025 DRAFT Panelists must: • Participate in a live or virtual facilitated training discussion • Complete training before receiving application assignments • Be prepared, objective, and equitable • Provide scoring and comments aligned with rubric criteria • Maintain confidentiality and professionalism Panelists who do not complete training, reviews, or follow procedures may be dismissed. At the conclusion of the process, panelists are invited to provide feedback to improve future rounds. Application Review Process 1. Assignment & Conflicts Panelists are assigned to applications based on discipline alignment. They must disclose any conflicts of interest and recuse themselves from a(cid:431)ected applications. 2. Applicant Clarification & Framing Statement Applicants may choose to submit an optional Clarification & Framing Statement (maximum 500 words). This statement provides additional context, highlights the heart of the proposed activity, or explains elements of the application that may require discipline-specific or cultural nuance. Panelists should: • Read this statement alongside the application materials • Use it to inform their understanding of the applicant’s intent, impact, or structure • Not score this section independently, but allow it to guide equitable and accurate interpretation This statement is especially useful in cases where: • The applicant works in nontraditional formats • Budget or narrative elements are dense or unfamiliar • The applicant flags community, cultural, or discipline-specific practices that may not be widely understood 3. Independent Review Panelists review applications and work samples over a 3–4 week period. Each application is scored and commented on individually. Constructive written feedback is required and shared with applicants. 4. Panel Meeting Panelists attend a virtual or in-person discussion session. Primary and Secondary reviewers introduce applications, followed by group discussion and score adjustments. Applicants may observe but may not participate. 5. Scoring & Recommendations Final scores are submitted and reviewed by ACME sta(cid:431) to determine funding recommendations. Note: ACME grant panels use Olympic-style scoring, where the highest and lowest scores for each application are removed before averaging the remaining scores. This approach helps reduce the impact of outliers and ensure fairness. Additional details and guidance are provided in the Panelist Handbook. Commented [MM6]: Asset, linked online 31 Updated 7/1/2025 DRAFT Compensation Panelists receive an honorarium of $300 for the following deliverables: • Completion of all required trainings • Application review and scoring • Participation in live panel meetings Appendix C: Appeals Process The City of Austin is committed to a transparent and fair grantmaking process. While application decisions are final in most cases, applicants who were not awarded funding may request an appeal under defined and limited circumstances. Appeals are only available for select ACME funding programs and are not guaranteed for all cycles. Appeals must be based on process-related issues, not the outcome or merit of the application itself. Grounds for Appeal Appeals may only be submitted if they meet one or more of the following conditions: • Panel administration error: A significant error in the administration of the panel process occurred, where this deviation may have directly impacted the scoring outcome. • Conflict of interest: A panelist, Commissioner, or sta(cid:431) member with an undisclosed conflict of interest had undue influence on the scoring or recommendation. • Reviewer or sta(cid:431) error: Correct information was submitted in the original application but was clearly overlooked or misrepresented during scoring. Ineligible for Appeal The following are not valid reasons for appeal: • Disagreement with reviewer opinions, scores, or funding outcome • Award amount • Applicant errors in the submission process • Eligibility or guideline dispute • New or updated information submitted after the application deadline How to Submit an Appeal Appeals must be submitted within 10 business days of the applicant receiving a funding notification email. Appeals must be: • Submitted using the o(cid:431)icial Appeal Request Form which will be linked in award communications • Emailed to acme@austintexas.gov • Clearly state which Ground(s) for Appeal apply, with evidence showing how the issue a(cid:431)ected scoring Appeals submitted after the deadline or lacking su(cid:431)icient detail will not be considered. 32 Updated 7/1/2025 DRAFT Appeals Review Process 1. Eligibility Review ACME sta(cid:431) will screen the appeal to determine whether it meets the established grounds. If eligible, the appeal moves to the next step. 2. Appeals Considerations The appeal requests will be reviewed by ACME leadership. 3. Recommendation and Decision ACME leadership will make a decision on the appeals, based on the above criteria. The decision is then communicated in writing to the appellant. All decisions are final. Successful Appeal If an appeal is granted, the award amount will be determined based on: • Score adjustments placing the applicant above the funding threshold • Comparison to similar awards • Current project viability • Available remaining funds Note: A successful appeal does not guarantee funding unless it results in a score high enough to qualify under the original funding criteria. Appendix D: Insurance Requirements Awardees may be required to carry insurance as determined by an insurance assessment completed during the grant agreement execution process. A current certificate of insurance may be due prior to entering into the grant agreement. Certificates of Insurance must be written by a company licensed to do business in the State of Texas at the time the policy is issued and shall be acceptable by the City or Create Austin at The Long Center. Insurance is an eligible budgetary expense and as such should be researched in advance of submitting any budget proposals so it can be included in the project budget. Specific insurance requirements can be found in the results of your insurance assessment (completed in the pre-agreement phase) and in your grant agreement. For City of Austin service contracts, general requirements are outlined below: • Commercial General Liability Insurance with a minimum combined single limit of $500,000 per occurrence for Coverage's A (bodily injury and property damage) & B (personal and advertising injury). The policy shall also provide blanket contractual and coverage for independent contractors. Three endorsements shall be added in favor of the City of Austin: 1) additional insured, 2) waiver of subrogation, and 3) 30-day notice of cancellation. • Automobile Liability Insurance for all owned, non-owned, and hired vehicles with a minimum • combined single limit of $500,000 per occurrence. Three endorsements shall be added in favor of the City of Austin: 1) additional insured, 2) waiver of subrogation, and 3) 30-day notice of cancellation. In the event the Awardee will serve liquor to individuals for entertainment purposes, the Awardee shall carry Host Liquor Liability Coverage of $500,000 per claim. In the event the Awardee will sell liquor, the Awardee shall carry Liquor Liability or Dram Shop Act Liability Coverage of $500,000 per claim. 33 Updated 7/1/2025 DRAFT • Workers Compensation and Employer’s Liability Insurance for all activities being held on City of Austin premises with minimum policy limits for Employer's Liability of $100,000 bodily injury each accident, $500,000 bodily injury by disease policy limit and $100,000 bodily injury by disease each employee. Two endorsements shall be added in favor of the City of Austin: 1) waiver of subrogation and 2) 30-day notice of cancellation. Exception: Reservations made through the City of Austin’s Parks and Recreation Department (PARD) include a waiver of worker’s compensation. Confirmation of your reservations at any PARD-managed site is required to waive the worker’s compensation requirement. • The following elements are required on the insurance certificate: • Proper o(cid:431)ice of the insurer • Locations and operations to which the insurance applies • Expiration date of coverage • The following endorsements are required: • City of Austin, O(cid:431)ice of Arts, Culture, Music, and Entertainment, 5202 E Ben White Blvd, Suite 400, Austin, TX 78741 as an additional insured, • Waiver of Subrogation in favor of the City of Austin, and • 30-day cancellation clause obligating the insurance company to notify the O(cid:431)ice of Arts, Culture, Music, and Entertainment, O(cid:431)ice and City Purchasing O(cid:431)ice, Insurance Processing, 124 W 8th St, Ste 310, Austin, Texas 78701 of cancellations or material changes. Appendix E: Reporting Requirements All ACME Awardees are required to submit reports that document the use of public funds and help the City of Austin measure the outcomes and impact of cultural investments. The reporting process supports transparency, accountability, and storytelling. Workshops and templates will be provided in the Awardee Library, and City sta(cid:431) will be available to support Awardees throughout the reporting process. General Reporting Overview Program All Programs All Programs Report Type(s) Final Report • Tourism Marketing Training Classes • Visit Austin promotions • Final Expense Documentation Initial Report (baseline) + Interim/Progress Report Heritage Preservation Grant – Landmark Capital Improvement Project Interim Report: Completed • Technical Preservation Update • Preservation Budget and Work Plan Summary Due Date Within 30 days after final activity Initial due upon contract execution; Interim/Progress due at di(cid:431)ering times based on program 34 Updated 7/1/2025 DRAFT 35 Updated 7/1/2025 DRAFT Final Report Required for: All Programs Due: Within 30 days of the final funded activity Must Include: • Proof of funds spent (e.g., receipts, financial statements) • Audience and participant data • Documentation that funded activities occurred • Proof of marketing compliance (use of required logo and publicity statement) • (Thrive only) Goals assessment and final cohort check-in with Sta(cid:431) program administrator Interim Report Purpose: Used to assess Year 1 activities and update the Year 2 grant agreement. Final 10% of Year 1 funds will not be disbursed until this report is approved. Must Include: • Proof of Year 1 funds expended • Audience and program delivery data • Proof of marketing compliance • Check-in assessment with Sta(cid:431) program administrator • Updated plans for Year 2 activities and goals Progress Report Purpose: Provides a mid-term update on contract activities. Payment 2 (40%) funds will not be disbursed until this report is approved. Must Include: • Updated organizational capacity snapshot • Progress on development goals • Emerging peer learning or networking intentions • Early indicators of impact Initial Report Purpose: Establishes a baseline for cohort planning and evaluation. Must Include: • Organizational capacity snapshot and self-identified development goals • Interest in peer learning, resource sharing, or community engagement • Networking and collaboration intentions • Supports planning for Thrive cohort gatherings and long-term tracking 36 Updated 7/1/2025 DRAFT Appendix F: Conflict-of-Interest Policy To maintain public trust and uphold the integrity of the ACME Funding Program, all individuals involved in the grant process, including applicants, panelists, reviewers, commissioners, and sta(cid:431) must avoid both actual and perceived conflicts of interest. Commented [MM7]: Sent to Ethics to review. Panelist & Reviewer Responsibilities All panelists must: • Disclose any potential or actual conflicts prior to the assignment of applications • Recuse themselves from reviewing or scoring any application where a conflict exists • Avoid advocating for or against any applicant in a way that could compromise the integrity of the review • Not serve as a panelist if they, their immediate family member, or organization is applying for the same grant program cycle Panelists who fail to disclose a conflict may be dismissed and disqualified from future review opportunities. Applicant Responsibilities Applicants Must: • Disclose any current or recent relationships (paid, volunteer, or familial) with ACME sta(cid:431), City Commissioners, panelists, or elected o(cid:431)icials • Ensure that no member of their board, sta(cid:431), or Fiscal Sponsor attempts to contact or influence the review panel • Refrain from submitting multiple applications under di(cid:431)erent project names if the same core personnel or project leadership is involved • Refrain from submitting multiple applications under di(cid:431)erent names or aliases as individuals or lead applicants • Adhere to double dipping rules (see definition) • Disclose any and all pending and active grants for the same location in their applications Only one application may be submitted per funding program by any individual or organization in a leadership role. This includes Lead Applicants, Fiscal Sponsors, board members, or project directors who hold decision-making authority. Individuals involved in multiple projects may only participate in one application per funding cycle for the same program. Failure to comply with the conflict-of-interest policy may result in disqualification or the rescinding of awarded funds. Violations Violations of the Conflict-of-Interest Policy may result in: • For Panelists: Immediate removal from the panel and disqualification from future participation • For Applicants: Disqualification of the application, revocation of funding, or up to a five-year ineligibility period • For Fiscal Sponsors: Suspension from acting as a sponsor in future grant cycles Reporting a Concern 37 Updated 7/1/2025 DRAFT If you are aware of a potential conflict of interest, you may report it to ACME leadership at acme@austintexas.gov. 38 Updated 7/1/2025