Terms and Definitions

General

These definitions are general and apply to most programs the Division offers. For program specific definitions, check the guidelines for that program.

Definitions for budget line-items are marked with a dollar sign. ($)

Accessibility

Opening existing programs, services, facilities, and activities to individuals with disabilities. Inclusiveness of persons with disabilities is addressed through staffing, mission, policy, budget, education, meetings, and programs to insure that audiences/participants have an equal range of opportunities.

Applicant Cash ($)

Funds from "Applicant's" present and/or anticipated resources.

For the Operating Budget purposes, this line-item represents withdrawal from savings. This line item is often used to "balance the budget" when expenses exceed other revenues. It shows the applicant's ability to "pay the bills" for all expense items. If there are excess revenues, reduce this line to zero or only the amount needed to balance the budget. Negative numbers cannot be used to balance the budget.

Art Museum

A department or agency of the state or local government or a public or private not-for-profit organization operating in Florida on a permanent basis for the primary purpose of collecting, exhibiting, and caring for visual artwork as well as sponsoring and producing visual art programs.

Artist

An individual who creates or performs, on an ongoing basis, works of art within an artistic discipline (dance, folk arts, interdisciplinary, literature, media arts, music, theatre, or visual arts), and is pursuing it as a means of livelihood or for the highest level of professional recognition. Does not include beginning/amateur artists such as beginning students who are not yet seriously committed to the discipline or life-long-learners who are taking art classes. The total number of artists should reflect the number of professional artists that are directly involved in providing artistic services specifically identified with the grant.

Arts

Any and all artistic disciplines which include but are not limited to music, dance, drama, theatre programs, creative writing, literature, architecture, folk arts, visual arts, and media, and the execution and exhibition of other such allied major art forms.

Authorized Official

Name of person with authority to legally obligate "Applicant".

Bilateral

Pertaining to, or having two sides; two-sided, affecting or undertaken by two sides equally, binding on both parties.

Cash Reserves ($)

For most organizations, this will be your savings account, other cash reserves or investments that are available to spend on general operations or programs. The "reserve" will usually increase when there are excess revenues for the year, and decrease if there was a deficit. This is more a year end accounting function than actual day to day activity.

Community

The geographic area and/or constituents served by the applicant (for general program support requests) or by the proposal (for project requests).

Community Organizations

Civic, social service and business groups that may be involved in the project for which funding is being requested. These may include science organizations, historical organizations and organizations which serve diverse populations.

Congressional District of Applicant

District of the United States House of Representatives in which "Applicant's" business address is located.

Contact Person

The person to contact for additional information about the application. The person with immediate responsibility for the project.

Costs: Allowable ($)

Costs shall be allowed for the purposes of a grant provided that:

they occur or are obligated within the grant period specified on the grant application; and
they are solely for the purposes of the grant and can be easily identified as such.

Grant and matching funds may be used for the following purposes only when specifically contained and approved in the grant application. In making the decision, the review panel shall determine if the cost of the item is reasonable and is essential to the implementation of the proposal:

travel outside the continental United States; or
equipment purchases that cost in excess of $5,000 and that have a life of more than one year.

Council

The Florida Council on Arts and Culture; a 15-member advisory council appointed to advise the Secretary of State regarding cultural grant funding and on all matters pertaining to culture in Florida.

Cultural

includes the disciplines of dance, music, theatre, folk-arts, visual arts, literature, media arts, interdisciplinary, multidisciplinary, and programs of museums.

Cultural Diversity

having the characteristic of being deeply rooted in and reflective of ethnically diverse, inner-city, or rural populations, and which represents the works of a particular culture, including an ethnic minority.

Cultural Events

includes different artistic, cultural, or educational activities which were produced or sponsored by the grantee, were open and accessible to the public, and took place in the grant period, i.e. performances, exhibits, rehearsals, workshops, classes, seminars, demonstrations, conferences, publications, or media broadcasts. Do not include strictly fund-raising/gala events. Note: to count number of events, only include the number of different events which were offered, i.e. a play performed ten times, or a museum exhibit running for three months, should each be counted as one event.

Demographics

statistical information relating to the characteristics of human populations, with reference to size, growth, density, distribution, and for the purposes of the proposal, information on the economic base. Include information (types and percentages) on the geographic service area of the applicant with respect to age groups, ethnic and other diverse populations, types of employment, and the capacity for expansion or decline for both economic and population bases.

Department

the Florida Department of State

Director

the Director of the Division of Cultural Affairs

Disability

a physical or mental impairment that substantially limits one or more major life activities

Division

the Division of Cultural Affairs of the Department of State

End Date

the last date of fiscal activity in the project for which assistance is requested

Equipment ($)

all items which cost in excess of $5,000 (per unit) and have a life expectancy of over one year

Exchange

to take or give something in return of something else. To provide or transfer goods or services in return for something of equal value. To give and receive in a reciprocal manner

Feasibility Study

a document that is prepared by an independent organization that possesses experience and expertise in such areas as socioeconomic, cultural, marketing, and financial analysis.

General Program Support

funding to assist underwriting general programming expenses (not for specific projects) of eligible organizations through a specified period. General program support funds may be used only for those programming expenses itemized on the grant proposal budget form. This type of funding is broad in scope. Panel review is more comprehensive and encompasses evaluation of all activities conducted by the applicant organization.

Government Support: Federal ($)

cash support derived from grants or appropriations given for this project (other than this grant request) by agencies of the federal government, or a proportionate share of such grants or appropriations allocated to this project.

Government Support: Local/County ($)

cash support derived from grants or appropriations given for this project by agencies of the local or county government , or a proportionate share of such grants or appropriations allocated to this project.

Government Support: State Regional ($)

cash support derived from grants or appropriations given for this project (other than this grant request) by agencies of the state government and/or multi-state consortiums of state agencies, or a proportionate share of such grants or appropriations allocated to this project.

Grant Award

the dollar amount of a grant award approved by the Secretary of State for a project, program, or general program support as outlined in the application

Grant Award Agreement

the document by which the Grantee enters into a contract with the State of Florida for the management of grant funds.

Grant Award Letter

the letter signed by the Secretary of State or an authorized representative of the Department of State and countersigned by the grantee. The grant award letter contains the grant award amount, applicable rules, regulations, and any special conditions of the grant award. When the countersigned award letter is returned to the Division, a grant award agreement is established between the State and the grantee.

Grant Period

the time for the use of the grant award as set forth in the grant award agreement

Grantee

an organization receiving a grant award from the Department of State

Historical Museum

A department or agency of the state or local government or a public or private not-for-profit organization operating in Florida on a permanent basis for the primary purpose of collecting, exhibiting and caring for artifacts and other objects of intrinsic historical value as well as sponsoring and producing programs that are related to the historical resources of Florida.

Immediate Family

For the purposes of Division programs, immediate family includes:

spouses
children (and grandchildren)
parents (and grandparents)
in-laws
aunts
uncles
cousins
adopted and step family members that fit one of the roles listed above

In-Kind Contribution ($)

the documented fair market value of non-cash contributions provided by the grantee or third parties which consist of real property or the value of goods and services directly benefiting and specifically identifiable to the project.

Individuals Participating

the total number of individuals who are directly involved in the funded activity as artists, non-artist project participants or audience members between the grant or project start and end dates.

Figures should encompass only those individuals directly affected by or involved in the funded activity, and should include Artists Participating and Youth Benefiting. For General Operating Support count artists, staff, audiences, and project participants directly involved with organization’s events and services within the given funding period; do not substitute the entire population of the geographic area served. For projects related to publication, report the number of persons using the materials or the number of copies actually distributed; do not substitute the total number of copies produced. For Internet-based projects, report the number of unique users; do not substitute the number of "hits" or times the information was accessed.

Market Feasibility Study

a professionally conducted study that includes socioeconomic, cultural, marketing, or financial analysis, or any combination of the above analyses, for the proposed project.

Marketing ($)

Include all costs for marketing/publicity/promotion specifically identified with the project or programming. Do not include payments to individuals or firms which belong under "Personnel," or "Outside Fees and Services: Other." Include costs of newspaper, radio, and television advertising, printing and mailing of brochures, fliers, and posters, and space rental when directly connected to promotion publicity, or advertising

Matching Funds

the portion of the project costs not borne by the Department of State. Matching funds shall amount to at least 50 percent of project costs which may include up to 25% of project costs as in-kind, unless otherwise specified in the Grant Award Agreement. Funds received from the sale of the Arts License Plates are considered local government support and are allowed as match.

non-state dollars provided by the applicant designated solely for the project. For every one dollar the state provides for the project, the applicant will provide at least two dollars as match. Of these matching funds, at least 50% must be in cash.

Minority

A lawful, permanent resident of Florida who is one of the following:

an African-American (a person having origins in any of the racial groups of the African Diaspora);
a Hispanic-American (a person of Spanish or Portuguese culture with origins in Spain, Portugal, Mexico, South America, Central America, or the Caribbean, regardless of race);
an Asian-American (a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian Subcontinent, or the Pacific Islands, including the Hawaiian Islands prior to 1778);
a Native-American (a person who has origins in any of the Indian Tribes of North America prior to 1835); or an American Woman.

[288.703(3), Florida Statutes]

Multidisciplinary Museum

A department or agency of the state or local government or a public or private not-for-profit organization operating in Florida on a permanent basis for the primary purpose of sponsoring, producing, and exhibiting educational programs that address two or more disciplines to a significant extent, such as art and history or art and science.

Multiphase Project

A project that consists of several stages or segments. Projects for which funding will be requested for two or more stages or segments over a period not to exceed 5 consecutive years may be considered multiphase projects.

On-site Evaluation Program

a Bureau of Grants Services program which coordinates administrative and artistic reviews to monitor grantee performance.

Outside Fees and Services: Other ($)

payments to firms or persons for non-artistic services or individuals who are not normally considered employees of “Applicant,” but consultants or the employees of other organizations, whose services are specifically identified with the project or programming.

Outside Fees and Services: Programmatic ($)

payments to firms or persons for the programmatic services of individuals who are not normally considered employees of “Applicant,” but consultants or the employees of other organizations, whose services are specifically identified with the project or programming. Include artistic directors, directors, conductors, conservators, curators, dance masters, composers, choreographers, designers, video artists, filmmakers, painters, poets, authors, sculptors, graphic artists, actors, dancers, singers, musicians, teachers, instructors, etc. serving in non-employee/non-staff capacities.

Personnel: Administrative ($)

payments for salaries, wages, fees, and benefits specifically identified with the project or programming, for executive and supervisory administrative staff, program directors, educational administrators, managing directors, business managers, press and agents, fund raisers, clerical staff such as secretaries, typists, bookkeepers; and supportive personnel such as maintenance and security staff, ushers and other front-of-the-house and box office personnel.

Personnel: Programmatic / Artistic ($)

payments for salaries, wages, fees, and benefits specifically identified with the project or programming for programmatic personnel including artistic directors, directors, conductors, conservators, curators, dance masters, composers, choreographers, designers, video artists, filmmakers, painters, poets, authors, sculptors, graphic artists, actors, dancers, singers, musicians, teachers, instructors, puppeteers, etc.

Personnel: Technical/Production ($)

payments for employee salaries, wages, and benefits specifically identified with the project, for technical management and staff, such as technical directors; wardrobe, lighting and sound crew; stage managers, stagehands; video and film technicians, exhibit preparators and installers, etc.

Presenter (Sponsor)

an organization that is in the business of presenting professional performing artists or arts groups to the public.

Private Support: Corporate ($)

Cash support derived from contributions given for this project (other than this grant request) by business, corporations and corporate foundations or a proportionate share of such contributions allocated to this project.

Private Support: Foundation ($)

cash support derived from grants given for this project or programming by private foundations, or a proportionate share of such grants allocated to this project or programming.

Private Support: Other ($)

cash support derived from cash donations given for this project or a proportionate share of general donations allocated to this project. Do not include corporate, foundation, or government contributions and grants. Include gross proceeds from fund-raising events.

Project Costs

all allowable expenditures incurred by the grantee and the value of in-kind contributions made by the grantee or third parties in accomplishing the grant.

Project Title

a short descriptive title of the project for which “Applicant” is requesting assistance. If no formal title exists or if the title is not descriptive, a short phrase describing the activities of the project should be substituted.

Recurring Cultural Program

Recurring cultural programs exist within multipurpose public or private nonprofit institutions such as municipalities, universities, foundations, cultural centers and organizations, museums and other arts and cultural organizations. To be eligible:

a cultural program located within a multipurpose institution must function as a discrete unit within its parent institution and present or produce a full season of programming on a yearly basis;
have a full segregated and itemized budget within that of its parent institution;
have an advisory board that governs the activities of the program; and
be able to separately fulfill the Basic Eligibility and discipline-specific requirements.

Entire departments or schools within a university, college, or other multipurpose institution do not qualify as recurring programs.

Regional

within the state, at least 150-mile land radius of venue.

Regranting

using state grants monies to underwrite grants programs or individual grants within one’s own organization or another organization. Regranting of Division funds is prohibited.

Remaining Operating Expenses ($)

all expenses not entered in other categories and specifically identified with the project. Include non-structured renovations, improvements, scripts and scores, lumber and nails, electricity, telephone and telegraph, storage, postage, photographic supplies, publication purchases, sets and props, equipment rental, insurance fees, trucking, shipping, and hauling expenses not entered under "Travel."

Remaining Proposal Expenses ($)

all expenses not entered in other categories that are specifically identified with the project or programming.

Revenue: Admissions ($)

Revenue derived from the sale of admissions, tickets, subscriptions, memberships, etc..

In the Proposal Budge the admissions must be for events attributable or prorated to the proposal.

Revenue: Contracted Services ($)

Revenue derived from fees earned through sale of services (other than this grant request). Include sale of workshops, etc., to other community organizations, government contracts for specific services, performance or residency fees, tuition, etc. Include foreign government support.

Revenue: Other ($)

revenue derived from sources other than those listed above. Include catalog sales, advertising space in programs, gift shop income, concessions, parking, investment income, etc.

Rural

counties whose total population is less than 125,000 or whose population density is less than 250 people per square mile and not located within a U.S. Census designated metropolitan area. (This definition is used for Underserved Arts Community Development projects.)

School-based cultural events

cultural events that directly involve the participation of a public or private PreK-12 school, i.e. school field trips to arts organizations, performances or workshops which took place on school grounds, or other collaborations between arts organizations and schools. In school-based cultural events, the school is involved in organizing the children’s participation in the cultural event. Touring companies should not report attendance at schools when the program was funded by the Division’s state touring grant program.

Science Museum

A department or agency of the state or local government or a public or private not-for-profit organization operating in Florida on a permanent basis for the primary purpose of sponsoring, producing and exhibiting programs for the observation and study of various types of natural science and science technology.

This definition includes, but is not limited to:

aquariums
arboretums
botanical gardens and nature centers
museums of science
science-technology centers and planetariums
zoological parks.

Secretary

the Florida Secretary of State

Self study

a checklist used to evaluate an organization’s compliance with laws regarding accessibility. Design for Accessibility, An Arts Administrator’s Guide, prepared and published by the National Assembly of State Arts Agencies and the National Endowment for the Arts, provides an Arts Accessibility Checklist, (available through local arts agencies or the Division of Cultural Affairs), a copy of the Department of State, Americans with Disabilities Building/Facility Evaluation is available from the Division of Cultural Affairs, and a Checklist on the Americans with Disabilities Act is available from the Office of Public Affairs of the National Easter Seal Society at (202) 347-3066 Voice, or (202) 347-7385 TDD.

Seniors

individuals over the age of 65 that directly attended/participated in the project or program.

Service Area

regular client/program participants, not including broadcasts.

Space Rental or Rent ($)

payments for rental of office, rehearsal, theatre, hall, gallery, and other such spaces. Do not include rental of housing for guest artists or other persons traveling under the grant proposal (see definition for travel).

Space Rental, Rent or Mortgage ($)

payments for rental of office, rehearsal, theatre, hall, gallery, and other such spaces. Do not include principal of mortgage, include interest only. Do not include rental of housing for guest artists or other persons (see definition for travel).

Specific Project

a particular project, program, or series within the applicant organization’s total operations. Organizations selecting to submit a Specific Project application should be certain the application is indeed for a project and not General Program Support. Do not attempt to disguise general operations as a project to seek greater funding. A specific project proposal budget should not reflect the entire general operating budget.

Sponsor

See presenter

Start Date

the first date of fiscal activity in the project for which assistance is requested.

State Single Audit

an audit of a nonstate entity's financial statements and state awards. Such audits shall be conducted in accordance with the auditing standards as stated in the rules of the Auditor General. (Rules of the Auditor General may be found at: https://flauditor.gov/)

State Supported Institution

any organization whose general operations budget is supported by funds from state appropriations which exceeds $10,000, exclusive of competitive, nonrecurring grants.

Total Fund Revenue

means all revenue received by an organization during a fiscal year and recognized in the organization’s independent certified audit or attested financial statement.

Total Operating Income ($)

gross operating income for the organization’s last completed fiscal year. Governmental agencies may include all funds directly appropriated and administered by the applicant agency, as well as support services provided by the agency, that are directly attributed to the program. A detailed listing of these support services must be attached to the grant application operating budget and must be approved by and signed by agency budget officials. Do not include capital contributions or expenses in the operating budget.

Travel ($)

Include fares, hotel, and other lodging expenses, food, taxis, gratuities, per diem payments, toll charges, mileage, allowances on personal vehicles, car rental costs, etc.

For transportation not connected with travel of personnel and for trucking, shipping, or hauling expenses see "Remaining Operating or Proposal Expenses."

Underserved

a term used to identify certain target groups. The meaning changes in different program areas. For Arts in Education and UACAP, it refers to rural counties, or groups of individuals which meet certain ethnicity, age, or disability criteria, or to areas lacking cultural resources. For Cultural Support Grants, a financially underserved area refers to a county which has received an average of less than $10,000 in state arts grant program funding in the last two state fiscal years.

Youth and Children's Museum

A department or agency of the state or local government or a public or private not-for-profit organization operating in Florida on a permanent basis for the primary purpose of sponsoring, producing and exhibiting multidisciplinary and paticipatory programs for visitors who are 6 months to 15 years old, and their families, teachers, and caregivers.

Youth Participating

individuals under the age of 18 that directly attended/participated in the project or program.