Music Capital Scheme Guidelines 2016 Managed by Music Network Funded by An Roinn Ealaíon, Oidhreachta, Gnóthaí Réigiúnacha, Tuaithe agus Gaeltachta/The Department of Arts, Heritage, Regional, Rural and Gaeltacht Affairs Contents Introduction Priorities of the Award Lower priority/ineligible groups Stream 1: Who can Apply Selection Criteria Conditions of the Award Stream 2: Who can Apply Selection Criteria Conditions of the Award Eligible and ineligible expenditure How to Apply Support Material Assessment Procedure Successful Applicants- Stream 1 Stream 2 Unsuccessful Applicants Ineligible Applications Tips for Applicants Frequently Asked Questions Further information can be obtained from: Programmes Administrator Music Network National Concert Hall Building Earlsfort Terrace Dublin 2 E: [email protected] T: 01 475 0224 2 2 3 3 4 4-5 6 7 7 8 8 9-10 10-11 11 11 11 12 12 13-14 Introduction The Music Network Music Capital Scheme is designed to provide support for the purchase of musical instruments, and respond to a broad range of capital needs within the music sector in Ireland. The Music Capital Scheme 2016 is funded by the Department of Arts, Heritage, Regional, Rural and Gaeltacht Affairs. This document describes the Music Capital Scheme 2016, outlines the objectives of the two awards within the scheme, provides information on how to apply, and outlines how applications will be assessed. In 2016, financial support will be offered in two distinct streams that will run concurrently: • Stream 1: Instrument Banks – support for the purchase of instruments for non-professional groups/ensembles such as brass and silver bands, concert bands, symphonic wind ensembles, pipe bands, céilí bands, youth/amateur orchestras and ensembles, fife and drum (and other marching) bands, big bands, choirs, community music groups, percussion and samba bands, pop/rock music collectives, traditional music groups/organisations, musical societies, venues, local authorities, resource/community/youth organisations. • Stream 2: Individual Instruments – support for the purchase of quality musical instruments for highly skilled individual performers playing at a professional level. Each stream is designed to respond to a different area of need within the wider music sector. Through the process of operating this scheme, Music Network will seek to formulate sustainable and targeted structures for the provision of ongoing capital support to the music sector. Applicants should be aware that, generally, the scheme is significantly oversubscribed. All applications, however, whether successful or not, will contribute to policy development in this area, and will help shape future structures and initiatives for musical instrument provision. Priorities of the award Due to the limited funds available, the below have been strategically prioritised for support in 2016, as follows: • Applications from Government-designated RAPID areas (Stream 1) Information on the Government RAPID areas of development is available from Pobal at https://www.pobal.ie/FAQ/Pages/RAPID.aspx • Applicants who can demonstrate their participation in the Public Service Education Dividend under the Arts-in-Education Charter (Stream 2) i.e. “Individual artists funded from the public purse, including those in receipt of the artists' tax exemption, shall donate at least 2 hours each per annum to a local education initiative.” The full Arts-in-Education Charter document can be read at www.education.ie . For enquiries, contact: [email protected] / 01 475 0224 Page 2 Lower priority/ineligible groups Under the 2016 awards: • Schools and other educational institutes, although eligible to apply, will not be prioritised • Music Education Partnerships in receipt of Music Generation funding at time of application deadline are not eligible to apply • For-profit companies are not eligible to apply • Individual minors under the age of 18 are not eligible to apply (Stream 2). • Individuals may not apply to Stream 1 • Music Capital Scheme 2013, 2014 or 2015 awardees who have been not been compliant with the conditions of the award(s) are not eligible to apply. This scheme is aimed at providing instruments for rehearsal and performance. It is not designed to provide instruments used exclusively for tuition. Detailed Description of the two streams Stream 1: Instrument banks Total available funding in 2016: €125,000 This funding stream is intended to support the purchasing, maintenance and/or repair of instruments for organisations involved in the non-professional performance of music. It is open directly to non-professional performing groups/ensembles in any genre. It is also open to community, youth and resource organisations and local authorities that oversee music performance in the non-professional sector. Note: applications must relate to support for the purchase, maintenance and repair of instruments that will be used by nonprofessional performers only. Funding is available to upgrade or renew existing instruments, and to purchase instruments for rehearsal and performance. Who can apply? Brass and silver bands Big bands Concert bands Percussion/samba bands Symphonic wind ensembles Community music groups Pipe bands Pop/rock music collectives Céilí bands Traditional music groups/organisations Youth/amateur orchestras and ensembles Choirs Fife and drum (and other marching) bands Musical societies Venues/resource organisations/community groups/youth groups/local authorities/music schools/other agencies on behalf of established programmes of non-professional music performance. Other non-professional groups/ensembles Music Network is committed to equity and inclusion, and welcomes applications from groups within culturally diverse communities and from people with disabilities. For enquiries, contact: [email protected] / 01 475 0224 Page 3 Stream 1- Selection criteria: • Track record of organisation • Overall artistic plans and policies of organisation • Demonstrated need for instruments • Plans for training and ongoing support of players using instruments • Quality of proposed instruments • Level of proposed use of instruments • Public benefit of instruments • Plans for maintenance, repair, housing and insurance of instruments. All the above selection criteria are equally weighted. Stream 1- Conditions of award • Instruments must be owned by a constituted organisation – i.e. an organisation with legal structures (limited company, local authority etc.) or a voluntary body with membership structures/constitution/articles of association etc. and have separate bank account. Organisations must operate as a not-for-profit, voluntary or charitable body. It is not necessary to be a limited company. • Organisations delivering programmes for children and young people under the age of 18 and/or vulnerable adults are required to have adequate child/vulnerable adult protection and welfare policies and procedures in place. You are required to submit a copy of your child/vulnerable adult protection policy and procedures with your application. • Organisations must be based in the Republic of Ireland • Organisations must make regular use of the instruments in Ireland • Up to 75% of the total value of the instruments will be awarded. Applicants must demonstrate how the remaining 25% will be funded. This 25% must not include discount from instrument suppliers. • Applicants can purchase new or high-quality second hand instruments. Applications must include quotations for supply of instruments from at least two separate instrument dealers. • Organisations will ensure that ongoing training and support is available to players availing of instruments. This includes, but is not limited to, regular tuition provided by suitably experienced/qualified personnel, visiting musicians and tutors, workshops/master classes, regular rehearsals and performance opportunities, etc. For enquiries, contact: [email protected] / 01 475 0224 Page 4 • Organisations will operate a clear policy for use of instruments. Organisations may provide instruments free or for a nominal rent (to contribute to care and maintenance) to players. Instruments are not intended to generate profit for organisations, therefore for-profit companies are not eligible to apply. • Any change made by an awardee to the proposed instrument(s) for purchase must be approved by Music Network in advance. • Organisations will make adequate provision for housing, insurance, care, maintenance and repair of instruments and outline how this will be achieved i.e. list housing details, proposed insurance company details, names of those who will oversee the maintenance and repair of instruments etc. • Organisations will nominate a single member/committee member to oversee the management of grant application and instrument purchase. This individual will be responsible for signing the application form, seeking quotations, making payments to suppliers, accounting for procedures and reporting to Music Network over a three-year period from the date of the award. Music Network will not enter into correspondence with any other member of the organisation in relation to this grant application unless a change in person is nominated by the board/committee of the organisation and is communicated in writing to Music Network • Venues applying for funding through Stream 1 should indicate if a number of different ensembles/groups will be using the instruments/equipment and submit biographies and samples of the work of each of these groups. The person or group who will ultimately be responsible for the care and maintenance of the instruments must be clearly identified in the application. • Organisations will not sell or otherwise dispose of instruments funded under this scheme. If the instruments are no longer needed, or if an organisation ceases to exist, Music Network must be informed. In negotiation with Music Network, the organisation will then transfer the instruments to another body, or sell the instruments and refund Music Network with the relevant proportion of the funds raised. This will then be added to the Music Capital Scheme fund for subsequent years • Organisations will provide annual reports to Music Network on the exact use of the instruments for three years from the date of the award. • Organisations will acknowledge the support of The Department of Arts, Heritage, Regional, Rural and Gaeltacht Affairs, Music Network and The Arts Council in biographical and publicity material, from the date of the award, for at least three years. A template for this acknowledgement will be provided. Organisations will be required to submit proof of acknowledgement with annual reports i.e. provision of sample concert programmes, posters, flyers etc. which carried the acknowledgement. • Where an organisation is in breach of the conditions of this award, the organisation will refund the amount awarded (or the percentage of the then value of the instruments corresponding to the percentage of the value of the original award) to Music Network. This will then be added to the Music Capital Scheme fund for subsequent years. • Applications will only be considered from organisations. Individuals may not apply to Stream 1. • By signing the application form, organisations agree to be bound by the conditions of the award For enquiries, contact: [email protected] / 01 475 0224 Page 5 Stream 2: Individual Instruments Total available funding in 2016: €64,000 This stream is designed to provide support for highly-skilled performing musicians working at a professional level, who seek support for the purchase of high quality instruments that are central to their performing career. The total fund may be allocated to one musician or it may be divided among a number of performers. Musicians are invited to submit an application form for Stream 2. Musicians who are selected for support will have up to ten months to purchase an instrument. Funding awarded will be drawn down once a suitable instrument has been sourced. This award is open to musicians working in any musical genre. It is targeted at those working regularly as a high-level performer in a solo capacity or as part of a small group/ensemble. In the case of high-value string instruments, support through this award may represent one of a number of ways of funding the purchase of an instrument. The instrument applied for must be the primary instrument of the applicant or one in which the applicant can demonstrate a track record of performance. Support provided by this award will be made available through a grant payment to the individual musician. The instrument (or the share of the instrument corresponding to the level of the award) will be owned by the musician. Who can apply? Individual musicians who are resident in the Republic of Ireland. There are certain exceptions where Music Network may deem eligible applications made by those based outside (the Republic of) Ireland. However, before admitting as eligible any such application, Music Network would need to be satisfied that the outcomes of any such proposal would benefit the arts in the Republic of Ireland. Residency is based upon the Revenue Commissioners’ definition of the term*. Residents will have a valid PPS number. Please visit www.revenue.ie for additional information. Music Network is committed to equity and inclusion, and welcomes applications from individuals within culturally diverse communities and from people with disabilities. *A person is resident for Irish tax purposes if they spend 183 days in Ireland or 280 days over two years – i.e. current and preceding tax year, minimum 30 days in each year. For enquiries, contact: [email protected] / 01 475 0224 Page 6 Stream 2- Selection criteria: • Track record of applicant. At the discretion of the panel, an award may be offered to an applicant with a less significant track record who shows strong evidence of exceptional potential (50%) • Demonstrated need for a high quality instrument (25%) • Proposals for use of the instrument including use in Ireland (20%) • Applicants who can demonstrate their participation in the Public Service Education Dividend under the Arts-in-Education Charter (5%) The selection criteria are weighted according to the percentages listed above. In the case of a number of applicants scoring equally highly, demonstrated track record of the musician will be considered the primary selection criterion. Stream 2- Conditions of award • Up to 50% of the total value of the instrument will be awarded. Applicants must demonstrate how the remaining 50% will be funded. This 50% must not include discount from instrument suppliers. • Applicants must include 2 quotations that illustrate the standard/type of instrument required. • Awarded musicians will make regular (not necessarily exclusive) use of the instrument in Ireland for at least three years. In the case of pianos or other large non-portable instruments, the instrument will be housed in the musician’s normal place of practice. • Any change made by an awardee to the proposed instrument for purchase must be approved by Music Network in advance. • Awarded musicians will make adequate provision for housing, insurance, care, maintenance and repair of the instrument. • Awarded musicians will provide annual reports to Music Network on the exact use of the instruments for three years from the date of the award. • Awarded musicians are required to acknowledge the support of The Department of Arts, Heritage, Regional, Rural and Gaeltacht Affairs, Music Network and The Arts Council in biographical material, from the date of the award, for at least three years and will be required to submit proof of acknowledgement with annual reports i.e. provision of sample concert programmes, posters, flyers etc. which carried the acknowledgement. • Awarded musicians agree to be bound by the conditions of this award. In the case of an unforeseen change in circumstance leading to an inability to abide by the conditions of the award, musicians will refund the amount awarded (or the percentage of the then value of the instrument corresponding to the percentage of the value of the original award) to Music Network. This will then be added to the Music Capital Scheme fund for subsequent years. For enquiries, contact: [email protected] / 01 475 0224 Page 7 Eligible/ineligible expenditure In addition to music instruments, the following areas are eligible as expenditure as part of the Music Capital Scheme (both streams): Bows Drum heads Drum sticks/brushes Effects pedals Electro-acoustic equipment Instrument amplifiers Instrument cases Instrument cleaning materials Instrument repairs Leads for instruments Mouthpieces Instrument stands Mutes Plectrums Reeds Rosin Shoulder Rests Silencers Specialist stools where necessary Straps Strings Microphones PA Systems The following items are ineligible for support in this scheme (both streams): Metronomes Music stands Rehearsal space purchase/rental Sheet music Tuition, conducting, coaching fees Tuition CDs, DVDs Tuners Uniforms Travel/expenses (e.g. shipping) related to purchase of instrument(s) Laptops Choir risers Recording equipment HOW TO APPLY 1. Read the Music Capital Scheme Guidelines 2016 and decide which stream you are eligible to apply to. 2. We strongly recommend that you download the application form questions once the scheme opens (which can be downloaded at www.musicnetwork.ie/musicians/funding) and save to your computer. 3. Complete a draft version of your application form answers and save it. Please note this document is not the application form and will not be accepted as such. 4. Upload all essential and optional support materials to a Dropbox folder, a link to this folder must be provided in Section 4 of the application form. All support materials must be submitted via Dropbox, it is not possible to submit any part of the application in hardcopy. 5. Once you are satisfied that you have all of the information required to submit an application, complete the online application form and click SUBMIT (Your application will not have been sent unless you have clicked SUBMIT). Note: You will receive a confirmation email to acknowledge receipt of your submission. If you do not receive this confirmation email, please inform Music Network. Notes: There is no facility to save the online application. The operation will timeout if not completed within a reasonable timeframe. No edits or additions to the online form will be possible once an application has been submitted, so we advise that you complete a draft version of the form offline, on your computer, before filling in the online form. CLOSING DATE: 12pm, Thursday 26th January 2017 Please note late applications and/or support materials cannot be accepted. Please retain a copy of your submission for future reference. For enquiries, contact: [email protected] / 01 475 0224 Page 8 Support material Along with your completed online application form, you must submit appropriate support material. Wellpresented and relevant support material will help assessors to understand your proposal. Please note that panellists will have a limited amount of time to assess each application so applicants are encouraged to be selective with their support material. Applicants should create a Dropbox folder and upload the relevant documents in advance of completing the online application form. Essential Support Materials- Stream 1: History of Organisation A document detailing the development of the organisation since its establishment. In the case of schools, this may focus specifically on the development of its music programme (max. 1000 words). List and biographies of artistic personnel A Curriculum Vitae or other information detailing the musical career of the main personnel involved in tuition within the organisation. Key artistic personnel may include, but is not limited to, artistic director, musical director and/or assistant director, tutors/visiting composers/musicians providing tuition, etc (max. 1000 words). Copy of Child/Vulnerable Adults Protection Policy (if applicable). This documentation must specifically relate to the work of your group or organisation, and procedures must have been fully implemented. In the case of a larger organisation, the policy must relate specifically to your branch rather than the parent organisation. If you wish to ensure your documentation is consistent with best practice see Guidelines for the Protection and Welfare of Children and Young People in the Arts Sector, available on request from The Arts Council or www.artscouncil.ie Copy of Constitution The organisation’s articles of association and memorandum; in some cases this may also be the constitution of the parent organisation. Quotations from two instrument dealers Quotations should be copies of letters or emails from instrument dealers. For mass produced instruments or equipment, screenshots from websites are acceptable. Note: Submitting links to websites is not acceptable. List of members of board/committee (as applicable) A list of your organisation’s board or committee, indicating positions held (e.g. chairperson, secretary, PRO etc.). List of instruments owned by organisation (if applicable) A list of instruments currently owned by the organisation, including number and type of instruments, the state of repair and approximate life span. For enquiries, contact: [email protected] / 01 475 0224 Page 9 Essential Support Materials - Stream 2: Curriculum Vitae Quotations from two instrument dealers Quotations should be copies of letters or emails from instrument dealers. For mass produced instruments or equipment, screenshots from websites are acceptable. Note: Submitting links to websites is not acceptable. Audio/video recordings Applicants may save up to three audio files (mp3 format only) in their Dropbox folder and/or submit links to online audio/video recordings on their application form. If submitting audio files via Dropbox, applicants should include a Word document in the folder which lists the recording details (date, location of recording and start/stop times of relevant section to listen to/view). Optional Support Materials (Stream 1 and 2): Reviews/ adjudication sheets/ press cuttings/publicity material (Both Streams) Audio/video recordings (Stream 1 – highly recommended) Applicants may save up to three audio files (mp3 format only) in their Dropbox folder and/or submit links to online audio/video recordings on their application form. If submitting audio files via Dropbox, applicants should include a Word document in the folder which lists the recording details (date, location of recording and start/stop times of relevant section to listen to/view). Public Service in Education Dividend documentation (Stream 2) A letter from a school/ educational initiative confirming arrangements for the applicant’s donation of time to facilitate two hours teaching/demonstration. Confirmation of partnership funding, if already secured (Stream 1) A full list of support material relevant to each stream is provided at the beginning of each application form. Please check this list and ensure that you provide all relevant materials, as submissions which do not include all Essential Support Material will be deemed ineligible. Assessment procedure An independent advisor will assess applications. Depending on volumes of applications, a short-listing process may be used. A panel including representatives of Music Network, The Arts Council, and relevant music practitioners will then consider applications and decide on the allocation of funds. The panel may decide not to award funds if insufficient high-quality applications are received. Please note that lobbying will lead to disqualification of applications. For enquiries, contact: [email protected] / 01 475 0224 Page 10 Applicants will be informed of decisions in late March 2017. Music Network will also provide feedback on request (until 30/6/17). The decision of the panel will be final. Applicants should note that funding is limited and that this is a competitive process. Meeting the guidelines for this award does not guarantee funding. Successful applicants Stream 1: Successful applicants will write to Music Network to request payment of their grant. Please note that awards in excess of €10,000 will require the awardee to submit a Tax Clearance Certificate. Within six months of grant payment, all successful applicants must provide copies of receipts for the purchase of instrument(s) to Music Network. Where such receipts are not received, applicants will forfeit the grant, and refund any unused portion of the funds. Any such returned funds will be added to the budget for subsequent years of the Music Capital Scheme. Successful applicants are required to acknowledge the support of The Department of Arts, Heritage, Regional, Rural and Gaeltacht Affairs, Music Network and The Arts Council. Please see ‘Conditions of the Award (p. 4-5) for additional information. Stream 2: Successful applicants will write to Music Network to request payment of their grant. Successful applicants will source an instrument to purchase (if an instrument has not already been sourced) within six months of notification of an award being made. Please note that awards in excess of €10,000 will require the awardee to submit a Tax Clearance Certificate. Purchase of the instrument and drawdown of funding must take place within ten months of the award being made, and successful applicants must provide copies of receipts for the purchase of instrument(s) to Music Network. Where such receipts are not received, applicants will forfeit the grant, and refund any unused portion of the funds. Any such returned funds will be added to the budget for subsequent years of the Music Capital Scheme. Successful applicants are required to acknowledge the support of The Department of Arts, Heritage, Regional, Rural and Gaeltacht Affairs, Music Network and The Arts Council. Please see ‘Conditions of the Award’ (p.7) for additional information. Unsuccessful applicants Music Network will provide feedback to unsuccessful applicants, upon request until 30/6/17. Applicants may reapply in subsequent years. For enquiries, contact: [email protected] / 01 475 0224 Page 11 Ineligible applications Your application will be deemed ineligible if: • your application or support material is received after the closing date and time. • it relates to instruments/equipment already purchased or which will be purchased before funding decisions are made. • your application does not comply with the relevant ‘conditions of award’ outlined above. • it does not include all of the essential support material requested by Music Network. • you have not included 2 quotations for the instrument(s) you wish to purchase. • the form is not completed in full. Insert ‘N/A’ to any sections that don’t apply to you, if necessary. • the budget section of the form is left blank, or the amount requested is calculated incorrectly. Tips for applicants • Read the award guidelines and application form thoroughly before answering questions. • Make sure your application form is clear, concise and unambiguous. • Do not assume that assessors know your work. • Ask a friend or colleague to read the application form before submission. • Be selective with support material: it is better to submit less rather than including material which you may not consider your best. • Support material should primarily be recent work and relate clearly to what is being applied for. • Have a clear and realistic idea of the costs involved in your proposal and clearly outline other sources of income. • Plan and submit your application well in advance of the deadline. • Keep a copy of your submission for your records. For enquiries, contact: [email protected] / 01 475 0224 Page 12 Frequently Asked Questions Can I fax or email an application? Application forms can only be submitted online. Support material must be submitted via Dropbox only. Can I submit my application by emailing a Word document version of the application form questions and answers? No. Only applications submitted through the online submission process will be considered eligible. What does “Essential Support Material” mean? All items listed in Essential Support Material are compulsory and applications missing any part of the Essential Support Material cannot be considered. What does “Optional Support Material” mean? (Stream 1) Optional Support Material may include, but is not limited to, press cuttings, performance programmes, website links/screenshots and online review links/screenshots, audio/video recordings. N.B. it is highly recommended that all applicants include an audio/video recording of a performance if available, as this will assist assessors to make an informed decision on your application. What does “Optional Support Material” mean? (Stream 2) Optional Support Material may include, but is not limited to, press cuttings, performance programmes, website links/screenshots and online review links/screenshots. N.B. Audio/video recordings of a performance are essential support material for Stream 2. How do I create a Dropbox folder for my Support Material? Visit www.dropbox.com, and create a free account (2.5GB limit). Create a folder for your Music Capital Scheme application, make sure to use the same name here as on your application form. You can then upload files from your computer to the Dropbox folder. To create a link to the folder (to submit on your application form), click Share- Create Link, then copy the link at paste it into your online application form. What qualifies to demonstrate “track record”? Track record can be demonstrated by, but is not limited to, performance programmes, details of the growth of the organisation (in the case of Stream 1), audio/video recordings and press cuttings. In new organisations, the potential track record of an organisation can be demonstrated by submission of detailed development plans for the organisation. Can I submit online links of audio/video to showcase my work as an individual musician or ensemble? Yes, you can list up to 3 links to URLs (i.e. YouTube and Soundcloud) via the online application form. You may submit additional links to audio/video samples by listing the URLs in a Word document (along with information on which sections to listen to/view, and details of the performance). When should I aim to submit my application? You should aim to have your application ready to submit a few days before the actual deadline. The website may get very busy as the deadline approaches which means that users may experience some delays during the submission process. Please note: It will not be possible to submit applications after the specified deadline. For enquiries, contact: [email protected] / 01 475 0224 Page 13 How much time will I have to complete the online form? Although you will have a reasonable amount of time to complete the online form it will eventually time out. You will need to submit your form within the allocated time. We strongly recommend that you complete a draft version of your application form answers and save it to your computer. Why is my application taking so long to upload? This is usually due to slow broadband upload speeds. If you are having problems with this, we recommend that you measure your broadband speed. How do I know that my application has been received? Once you click the SUBMIT button: A message will appear on-screen indicating that the application has been submitted You will receive an initial email confirming that the application has been submitted You will receive a second email (within one week of the submission deadline) containing your application number. You should refer to this if you need to contact us regarding your application. Note: confirmation emails are automated, so they may be directed to your spam folders. Please check these folders if you have not received them. Can I edit my online application or add information once I have submitted it? No, it is not possible to amend your application form once it has been submitted. Do I have to submit my form online? Yes, all forms must be submitted via the Music Network website through the online application process. All support material must be uploaded to a Dropbox folder, and the link included in the application form. What do I do if my computer crashes during my application? We advise completing a draft version of the form answers offline (e.g. in a Word document) and copying and pasting your answers to the online form. Do I need an email address to apply? Yes, an email address is required. Confirmation of your application will be sent by email. For enquiries, contact: [email protected] / 01 475 0224 Page 14
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