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FAQ's 2017

Current FAQ’s

  1. What time is this due on the 1st?

The grant is not due on the first.  You can find instructions for the grant here:


Here are the instructions for the report from my email- the report is due by 11:59pm

Good Afternoon:


I wanted to let you know that I updated the link for the grant reporting form.  It is here:


This evaluation report must be submitted by August 1, 2017.  Failure to submit this final report, and all attachments, will jeopardize future funding of any type. (Refer to Matching Requirements in the San Angelo Cultural Affairs Council Sub-grant Guidelines.)  Your responses will be provided to the 2017-2018 grant review committee and are subject to program audit.




Also, information for the grant applications can be found here:


Those applications are due on August 18 (in the office) at noon.  Remember, if you have questions, please email me and I will post them to the website. 


  1. Can you please elaborate on needing to know about how many people with disabilities were served in "special programming"? What would the special programming consist of?

This question comes directly from the Texas Commission on the Arts and is one of their required questions.  Do you serve anyone with disabilities in any special programming?  Examples from our grantees include: a special painting class at the museum, a musician visiting a group home, a photography class.  Not all grantees will be able to answer every question.

  1. Please specify the start and end date so we are accurate when we submit the form.

From the subgrant guidelines for 2016-2017:

Sub-grant applications may be submitted for projects occurring within the grant period from September 1, 2017 through August 31, 2018. Organizations may apply for only one grant during the sub-grant year.  Grant evaluations for the 2017-2018 Grant Year will be due AUGUST 1, 2017.

In the future please keep a copy of the guidelines for your reference.  You are responsible for knowing and meeting all requirements in the guidelines.


  1. We have noticed that the grant has changed a great deal over the past few years and is geared more toward education and tourism. Do you mind elaborating on this change?

These grants are funded solely through HOT Funds.  The Hotel Occupancy Tax Statute states that: 

Revenue from the municipal hotel occupancy tax may be used only to promote tourism and the convention and hotel industry, and that use is limited to the following: (4)  the encouragement, promotion, improvement, and application of the arts, including instrumental and vocal music, dance, drama, folk art, creative writing, architecture, design and allied fields, painting, sculpture, photography, graphic and craft arts, motion pictures, radio, television, tape and sound recording, and other arts related to the presentation, performance, execution, and exhibition of these major art forms.  (Texas Tax Code, Title 3, Subtitle D, Chapter 351, Subchapter A).

All funds must meet the two-step process in A) directly promoting tourism and the convention and hotel industry and B) promoting the arts.  Therefore, the change to the grant process is to ensure that all sub grantees are meeting the requirements of the law.  The grant is geared towards tourism only.  There is no requirement for education activities.



  1. Do we get docked for not booking hotels?  We have lots of people come in for shows and lots of out of town./state come in for camps but they are staying with family (the kids atleast) .  The only time XXXX books a hotel for anyone is if we have technical people coming in to help with show.  Otherwise I am not the best at tracking over 8000 people who attend are shows and what hotel they  (if any) are staying at.

You can estimate the number of hotel rooms from zip codes in your ticketing.  There is no way to track 8000 people. 


We report to Council on rooms booked and estimated rooms. 

  1. We have been working on the grant and will get it to you by the deadline. However, we have a board meeting on the 21st and will be in touch concerning the changes that have been made to the grant; there are many questions my board has concerning it that may best be answered by you.


The bottom line is that we are required to follow the law.  Your ticketing system should track visitors.


  1. Yes, I understand the money has always been HOT money. We just want to make sure we are as accurate as we can be and collecting our data properly. Our ticketing agent captures all this information- I am not sure we have booked hotel rooms before but we can certainly look to do so. I wish we had known sooner. I was wondering why XXXX was bringing in folks from out of town but I understand now. My board is just as concerned as yours- we rely on this money every year.

Booked hotel rooms are not required, but they are part of the reporting requirements.  You have been reporting on hotel blocks since 2009-2010 and booked hotel rooms since 2014-1015 so I do not understand how you can say you wish you had known sooner.  The only difference this year is that we are asking you to record that information on the first page of your grant application. 


What is more important is that you can articulate your methods for capturing data on your patrons and that you understand that any funds spent from the HOT Grants directly benefit the hotel and convention industry and support the arts.  I have worked to slowly implement these requirements over the past 4 grant cycles and have been stressing the importance of accurate data and meeting the requirements of the law for three years now. 


  1. I am working on the grant.  I have a question regarding the copy of the 990.  Do you need a copy of the entire 990 filed with the IRS, including all schedules, or just the form 990.  Attached, please find the complete file for a reference. 


We need the entire 990- but just ONE copy! 


  1. The XXXXs fiscal year end is May 31, 2017, does the grant application require financial statements dated July 31?  I need to make sure they are not in draft form.

Draft is ok.  It is just a way for the committee to see where you stand at the moment!


  1. First, I got the email about the grant deadline extension and look forward to the meeting to learn more about tourist tracking.

The question I have is concerning the Financial Statements part of the Grant. PART B, #1 says you need one copy of the most current 990 (we have that), current (as of July 31) and prior year Balance Sheet current (as of July 31) and prior year Profit and Loss Statement. Other than the 990 could all of that be covered in our annual Audit? Or would it be on our Monthly Treasure's Report for Aug? Or both?

You don't have to provide an audit, but you can.  Treasurer's report would be perfect. 


  1. On the application, you refer to needing numbers from 16-17, but wasn't that what the review was for? Should the grant ask for 17-18 numbers under marketing and hotel rooms?

The grant asks for 16-17 numbers.  This is not a typo. 

  1. Will the names and qualifications of the grant assessors be released after the monies have been allocated?


  1. How much money is available for distribution?

We are estimating about $90,000- $100,000

  1. In the narrative.  Do you allow double spacing between paragraphs or should I simply single space everything?

It is ok to double space between paragraphs.





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