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Division of the Arts/Delaware State Arts Council
Table of Contents
2008 Final Recommendations
Overview of the Joint Sunset Committee Review 3
Laws and Policies 3
Background 3
Joint Sunset Committee Review History 4
Powers and Duties 4
Audits 6
Administrative Procedures Act 6
Freedom of Information Act 7
Federal Laws 8
Interagency Agreements and Memoranda of Understanding (MOUs) 8
Executive Orders and Judicial Decisions 9
Performance 9
Mission 9
Strategic Plan 10
Objectives 10
Accomplishments 11
Challenges 12
Opportunities for Improvement 12
Coordination of Services with other Agencies 13
Internal Performance Measures 15
The Division of the Arts 16
Staff 16
Hiring and Training 19
The Delaware State Arts Council 19
Grant Review Process 21
Timeline for Grant Review 21
Role of the Division Staff in the Grant Review Process 22
Role of the Council in the Grant Review Process 22
Grants 23
Primary Customers 23
Customer Satisfaction 25
Public Information 26
Fiscal 27
2008 Final Recommendations for the
Division of the Arts/Delaware State Arts Council
The Joint Sunset Committee recommends continuance of the Division of the Arts/Delaware State Arts Council, but only upon its meeting certain conditions or making certain modifications as identified below.
A. The Joint Sunset Committee recommends the following statutory changes:
None
The Joint Sunset Committee recommends that the Division of the Arts/Delaware State Arts Council do the following:
Promulgate Rules and Regulations pursuant to the Administrative Procedures Act statute.
Make grant applications and submission of the application available on the Division’s website.
3. Continue to be advocate for the importance of arts in the education process – “[art] is not an add-on, it is not something in addition to, it is an alternate way of reaching students …”
Overview of the Joint Sunset Committee Review
In June 2007, the Joint Sunset Committee (JSC) voted to review the Division of the Arts (Division) and the Delaware State Arts Council (Arts Council). The Division and the Arts Council decided to participate in the JSC Review jointly, stating that the two entities work very closely, and many of the activities, particularly regarding the grant review process and public meetings are intertwined. The Chairperson of the JSC agreed to allow the combining of the two entities. However, it must be pointed out that it was made clear to the Division and the Arts Council that they bore the burden of providing the requested information. As such, this Final Report concerns the Division and the Arts Council.
Laws and Policies
Background
The Division provided the following background information: JSC Revised Initial Questionnaire, pg. 5
An Executive Order, issued on March 31, 1969, established a Delaware State Arts Council. The Executive Department felt that the general welfare of Delaware citizens would be promoted by giving further recognition to the arts as a vital part of our cultural heritage, and a valued means of improving our educational programs. It was felt that exposure to excellence in the arts improves the quality of life and inspires our children and our schools to reach for excellence in all fields of personal endeavor. The Council was established to consist of at least fifteen members broadly representative of all fields of the performing and fine arts, appointed by the Governor for a term of three years, excepting the chairman who served at the pleasure of the Governor. The duties of the Council were established to promote and encourage public interest in the cultural heritage of our state; to expand the state’s cultural resources and to promote public education in all fields of artistic expression; to encourage, promote and provide technical and professional assistance to arts programs of individuals, organizations and institutions; to make recommendations to public and private artistic and cultural institutions concerning appropriate methods to encourage participation in and appreciation of the arts to meet the needs and aspirations of persons in all parts of the state and to assist such institutions in adopting a view of mutual promotion of the arts; and to study and make recommendations for legislation to the Governor regarding the permanence of the Council. The Council was authorized to accept private and public gifts, contributions and bequests to further the objectives of their programs. In addition, it could request and receive assistance in carrying out its functions from any State agency. The Council was established to be the official [S]tate agency to administer all funds received from the National Endowment for the Arts.
In 1978, in order to incorporate the arts program more directly into the structure of government, a subsequent [E]xecutive [O]rder transferred the administrative responsibilities of the Arts Council to the Division of Historical and Cultural Affairs. The Council advised the Division on programs and concerns of the arts and approved or disapproved all grants of public or private funds received by the Division relating to the arts. The Division’s responsibilities included providing technical and professional assistance to arts programs of individuals, organizations, and institutions of the state; and receiving gifts, contributions, and bequests from the private or public sectors and appropriations and grants from the National Endowment for the Arts or other government agencies for the purpose of promoting and encouraging the arts. In addition, the Division took over the administrative and budgetary responsibilities of the Council. The arts program and the staff of the Arts Council became known as the Office of the Arts of the Division of Historical and Cultural Affairs.
The State Arts Council experienced major reorganization in 1989. In that year the Division of the Arts was created within the Department of State as an advisory, coordinating, and implementing agency for the promotion of the arts in Delaware. The Division now serves as the official state agency to administer all funds received from the National Endowment for the Arts, administering nearly $600,000 of federal funds annually.
The Division continues to exercise the same functions as the Office of the Arts had done, while the State Arts Council retains its advisory role. The Council now provides guidance to the Division director on matters of arts policy and considers matters referred to it by the Governor, Secretary of State, and the Division director.
Joint Sunset Committee Review History
The Joint Sunset Committee’s (JSC) Review History reveals that the Division of the Arts nor the Delaware State Arts Council have previously been reviewed by the JSC.
Powers and Duties
The powers and duties for the Division and the Arts Council as set forth in statute are: 29 Del. C. § 8727
The Division of the Arts is established and it shall function, as required, as an advisory, coordinating or implementing agency:
(1) To promote and encourage public interest in the cultural heritage of our State and to expand the State's cultural resources, and to promote public education in all fields of artistic and cultural activities, including but not limited to, music, theater, dance, painting, sculpture, architecture and allied arts and crafts;
(2) To encourage and assist freedom of artistic expression;
(3) To encourage, promote and provide technical and professional assistance to arts programs of individuals, organizations and institutions in the State;
(4) To make such surveys as may be deemed advisable of public and private institutions engaged in artistic and cultural activities, and to make recommendations concerning appropriate methods to encourage participation in and appreciation of the arts to meet the needs and aspirations of persons in all parts of the State; and
(5) To cooperate with and assist public and private institutions and organizations with a view toward mutual promotion and improvement of the performing and fine arts.
Additionally, statute provides: 29 Del. C. § 8729
The Director is hereby authorized and directed to establish a special fund of the State to encourage instrumentalities, agencies and political subdivisions of the State and private and public nonprofit associations in the development of the arts in the State and to enhance the appreciation of artistic expressions by citizens of the State.
The Director may contract with any instrumentality, agency or political subdivision of the State, and with any private or public nonprofit association, to accomplish any work authorized by this chapter.
The Director and the Council shall establish such rules and regulations as are necessary to determine the eligibility of any instrumentality, or agency or political subdivision, private or public nonprofit association for participation in contracts authorized by this section. A private or public nonprofit association shall submit a letter of exemption from the Internal Revenue Service as proof of nonprofit status.
The Director shall be responsible for fiscal matters and auditing of funds appropriated under this section. Expenditures from this special fund shall be in accordance with state law and shall be limited to appropriations provided therefore. Moneys on deposit in this special fund which are unexpended or unencumbered shall not revert at the end of each fiscal year.
The Delaware State Arts Council shall provide guidance to the Director on matters of arts policy and shall consider such other matters as may be referred to it by the Governor, by the Secretary of the Department or by the Director. The Council may study, research, plan and advise the Director, the Secretary, and the Governor on matters it deems appropriate to enable the Division to function in the best possible manner.
When asked whether any provisions of the Division’s/Arts Council’s governing statute are administratively problematic, the Division provided the following: JSC Revised Initial Questionnaire, pg 7
The Division’s governing statute identifies its responsibility to the arts institutions of the state. The development of granting programs, particularly General Operating Support, is designed to support arts organizations with state and federal funds in their service to local constituencies throughout the state.
On occasion, arts organizations seek alternate (or additional) state funding through the grant-in-aid process. The Division, recognizing it does not have the authority to prevent arts organizations from doing so, has adopted the following protocol, after consultation with the Secretary of State and leadership of the Joint Finance Committee:
The Division of the Arts was created by the Delaware General Assembly to serve as the principal mechanism for supporting the arts in Delaware. Arts organizations seeking General Operating Support from the state are expected to apply for support through the Division of the Arts.
The Division will notify the Delaware Controller General’s Office and the General Assembly Joint Finance Committee of all organizations that apply to the Division for General Operating Support. Any arts organization receiving general operating support through other state mechanisms, including Grant-in-Aid, may see an impact in Division funding.
Audits JSC Additional Questionnaire, Oct. 10, 2007, pg. 1
In its response to the JSC Additional Questionnaire, the Division stated:
The State Auditor has not audited or evaluated the Division of the Arts/State Arts Council, nor any of its programs. The Division complies with Department of State financial, IT, and human resources policies and procedures.
The National Endowment for the Arts Inspector General conducted a financial and procedural audit in 2005-2006. A few modifications to administrative practices were recommended. Upon satisfactory redress, the NEA Inspector General issued a full approval of Division financial and administrative procedures.
Administrative Procedures Act
The Division and the Arts Council are subject to the Administrative Procedures Act. The enabling statute provides: “The Director and the Council shall establish such rules and regulations as are necessary to determine the eligibility of any instrumentality, or agency or political subdivision, private or public nonprofit association for participation in contracts authorized by this section.” 29 Del. C. § 8729(c)
In its response to the JSC Additional Questionnaire, the Division indicated: JSC Additional Questionnaire, Oct. 10, 2007, pg. 4
The Division of the Arts and its advisory body, the State Arts Council, are subject to the Administrative Procedures Act. Per the Administrative Procedures Act, the Division and Council have adopted and published a description of its organization along with detailed descriptions of its operations and contact information for the agency.
The Division and Council have not promulgated rules and regulations. Both the Division and Council operate under a set of agency policies for allocating funds, reviewing grant applications, and developing programs to serve their constituents. According to the Administrative Procedures act, these “rules of practice and procedure used by the agency” are “exempted from the procedural requirements of this chapter and may be adopted informally.” Administrative Procedures Act, Title 29, Ch. 101, Subch. II, 10113.b All division grant review processes are publicly presented with grant materials on the Division’s website and in public grant information sessions held throughout the state prior to grant application deadlines.
Under the Division’s enabling legislation, “The Director may contract with any instrumentality, agency or political subdivision of the State, and with any private or public nonprofit association, to accomplish any work authorized by this chapter.” Delaware Code, Title 29, Ch. 87, Subch. I., 8729.b Contracts established with grantees are designed to ensure compliance with state and federal obligations. Contractual obligations are reviewed by the Division’s representative in the Attorney General’s office whenever substantive revisions are made in the language of a contract. The most recent review by the agency’s Deputy Attorney General was conducted in spring 2006.
In its response to the JSC Revised Initial Questionnaire, the Division indicated that “[t]he Division, with advisement by the Arts Council, has established guidelines pertaining to its: “1) granting activities; 2) establishing eligibility requirements for grantees, contractual obligations and reporting requirements; and 3) establishing application review procedures.” JSC Revised Initial Questionnaire, pg 8 As such, the JSC may want to review whether the Division/Arts Council should promulgate rules and regulations pursuant to the APA statute.
The APA statute defines a regulation as: “…any statement of law, procedure, policy, right, requirement or prohibition formulated and promulgated by an agency as a rule or standard.” 24 Del. C. § 10102 (7) According to the Registrar of Regulations, the rules of practice and procedure exemption to which the Division/Arts Council refers, does not apply to the grant application process. Rules of practice and policy are generally the internal workings of an agency. A procedure for processing an application once it is submitted is one common exemption. However, the exemption does not refer to those policies and procedures that an applicant must follow in order to qualify or obtain grant money. In this case, the Division’s/Arts Council’s procedures and policies are requirements or prohibitions for granting funds that are contained in their contracts.
The Division’s role as administrator of grants and programs is similar to those functions performed by the Delaware Economic Development Office and the Council on Development Finance with regard to administering and awarding the Strategic Fund, New Economy Initiatives and other such grants and funding.29 Del. C. § 5007
Freedom of Information Act JSC Revised Initial Questionnaire, pg. 8
The Arts Council holds quarterly meetings. The meetings are open to the public and there have not been any executive sessions. Pursuant to FOIA requirements, agendas are posted at least seven days in advance of the meeting, more typically though agendas are posted a month in advance. Agendas are posted on the State’s electronic calendar, outside the Wilmington and Dover offices, and in the main lobby of the Carvel State Office Building. A copy of the agenda is also sent to the host facility for posting.
The Division’s panel meetings (explained later in this Report) are also open to the public. The agendas are posted in the same manner as the Arts Council meetings.
Additional notice is given for public hearings related to the Division’s strategic planning process. This additional notification includes sending notices to all current and past grantees, sending out press releases, and sending electronic invitations to constituents whose names are in the Division’s database.
Meeting minutes are regularly transcribed. Once approved, the minutes are posted on the State Calendar and are available upon request from the Division office.
Federal Laws JSC Revised Initial Questionnaire, pg. 9
“As a grantee of the National Endowment for the Arts (NEA), the Division of the Arts is obligated to comply with annual reporting requirements to the NEA, which include both financial and descriptive reports for our programming and the arts programming supported through subgrants to Delaware organizations.”
The following are federal laws with which the Division and the Arts Council are
required to comply:”
Title VI of the Civil Rights Act of 1964, as amended, provides that no person in the United States shall, on the grounds of race, color or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. (42 U.S.C. 2000d et seq.)
Title IX of the Education Amendments of 1972 provides that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any education program or activity receiving Federal financial assistance. (20 U.S.C. 1681 et seq.)
Age Discrimination Act of 1975 provides that no person in the United States shall, on the basis of age, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving Federal financial assistance. (42 U.S.C. 6101 et seq.)
Section 504 of the Rehabilitation Act of 1973 provides that no otherwise qualified individual with a disability, in the United States, as defined in Section 7(6), shall, solely by reason of his/her disability, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving Federal financial assistance. (29 U.S.C. 794)
The Americans with Disabilities Act (“ADA”) of 1990 prohibits discrimination on the basis of disability in employment (Title I), State and local government services (Title II), and places of public accommodation and commercial facilities (Title III). (42 U.S.C. 12101-12213)
Interagency Agreements and Memoranda of Understanding (MOUs)
The following Interagency Agreements and Memoranda of Understanding affect the Division: JSC Additional Questionnaire, Oct. 10, 2007, pg. 6
After School Alliance – The Division has a Letter of Agreement with the Delaware After-School Alliance (DEASA) to support the activities of this consortium of Delaware agencies focused on promoting the accessibility of quality after-school opportunities for school-age children. This alliance is part of a national organization funded, in part, by the Mott Foundation.
Arts Consortium of Delaware (ArtCo) – The Division has a formal relationship, contained in the by-laws of the Arts Consortium of Delaware. The Division annually receives up to $100,000 from the Delaware Arts Stabilization Fund, which represents the interest from an endowment fund managed by the Delaware Community Foundation. These funds are re-granted to Delaware arts organizations for capital maintenance and facility improvement projects through a public competitive grant review process.
Delaware Division of Parks & Recreation/Delaware Folklife Program – As part of an ongoing partnership, the Division negotiates annually a new Memorandum of Understanding (MOU) based on the goals of the two agencies. This year’s MOU provides $5,000 to Parks & Recreation to support summer concerts at Delaware State Parks. Previous MOUs have supported a variety of arts programs in parks around the state and the development of interpretative materials for the Delaware Folk Art Collection exhibited at the renovated Blue Ball Barn at the new Alapocas Run State Park.
NEA Partnership Agreement – A contractual agreement with the National Endowment for the Arts provides federal funds for operational expenses and to redistribute locally as grants to nonprofit organizations, schools, and artists. Most funding is provided as a basic state grant. Some funding is targeted to arts education programs, arts for underserved populations, and NEA initiatives such as the promotion of American masterpieces.
Executive Orders and Judicial Decisions
There are no recent Executive Orders or state or federal judicial decisions that apply to the Division or the Arts Council. JSC Revised Initial Questionnaire, pg. 9
Performance
Mission
The following is a paragraph from the Division’s website: http://www.artsdel.org/faqs
“The Division, a branch of the Department of State, is dedicated to promoting and developing the arts throughout the state. Together with its advisory body, the Arts Council, the Division administers grants and programs that support art programming, educate the public, increase awareness of the arts, and integrate the arts into all facets of Delaware life.”
The Division’s Strategic Plan defines the Division’s mission as “a state agency dedicated to nurturing and supporting the arts to enhance the quality of life for all Delawareans.”
The Division established the following guiding principles as a result of the public forums held during the strategic planning process: JSC Revised Initial Questionnaire, pg. 15
Supporting excellence of artistic product, process, or service
Fostering the freedom of creative expression
Expanding the availability and accessibility of the arts
Supporting learning in the arts for Delawareans of all ages
Establishing mutually beneficial partnerships to advance the arts
Increasing statewide awareness of the arts: events, resources, opportunities, and values
Providing financial, technical, and professional assistance to arts programs, individuals, nonprofit organizations, and other government entities
Developing strategies and programs with the guidance and assistance of the Delaware State Arts Council and with input from artists, citizens, and others who have an interest in the arts
Strategic Plan
The Division and the Arts Council, with the assistance of an outside consultant, developed a three-year Strategic Plan 2004-2006. Information was gathered as a result of public hearings and focus groups. A draft of the Plan was posted on the Division’s website for public review and individuals who had participated in the process were notified and asked to comment on the draft. The final Plan was approved by the Arts Council in April 2003. After a 2006 review of the Plan, the Division and the Arts Council approved extending the Plan through 2008. Division of Arts/DE State Arts Council Strategic Plan 2004-2008, pg. 5
Objectives
In the strategic planning process the Division and Arts Council developed six primary objectives, consistent with public input, statute, and the mission of the National Endowment for the Arts. Those six objectives are: JSC Revised Initial Questionnaire, pgs. 15-16
Goal I: Create a positive and supportive environment for the arts in Delaware.
Invest in artists and arts providers
Assist the arts community in identifying resources that can support their work
Strengthen arts providers in their capacity to delivering programs and services to their constituents
Expand opportunities for artists
Raise public awareness about how the arts contribute to quality of life in Delaware
Goal II: Strengthen and broaden participation in the arts in Delaware.
Increase public access to information about the arts in Delaware
Assist arts providers with marketing and audience development capabilities
Work to ensure that arts policy reflects the demographic diversity of the state
Goal III: Advance learning in the arts for Delawareans of all ages.
Support local and statewide initiatives to design and implement programs that foster arts learning
Support professional development for artists who desire to work as teaching artists in schools and community centers
Raise public awareness of arts learning resources and activities available to Delaware schools
Goal IV: Integrate the arts into all aspects of local community life.
Support initiatives that increase opportunities for participation in the arts
Support the development of a strong infrastructure for the arts in local communities
Support the use of the arts as a community development resource
Goal V. Develop the statewide relationships and infrastructure necessary for the arts to thrive in Delaware.
Cultivate a strong core of advocates for the arts among political, corporate, and community leaders
Cultivate stronger relationships with the media to effect greater coverage and support for the arts
Facilitate communication and programmatic exchanges within the state and region
Utilize technology to support statewide exchange of ideas and information
Goal VI: Position the Delaware Division of Arts to be the most comprehensive, accurate, and essential resource for information on the arts in Delaware.
Establish systematic methods of data collection and management
Create dynamic, compelling, and targeted communication vehicles to promote the Division’s programs and market the arts
Provide professional development for staff and Council to be knowledgeable resources for constituents
Accomplishments
In its responses to the JSC Additional Questionnaire, the Division indicated that it annually reviews its accomplishments in the context of its strategic plan. Accomplishments in the most recent fiscal year include: JSC Additional Questionnaire, Oct. 10, 2007, pg. 7
Improved use of technology to streamline communications and disseminate public information, including: use of email list serves provided by DTI, upgrades in interactive website features for easier and more timely updating of information, electronic arts newsletters. The result has been cost savings and more timely notification to constituents.
Expanded distribution of grant dollars to support a broader range of communities throughout the state. Grant dollars now reach more than 30 discrete communities each year in the form of operating support to arts organizations, project support for community-based arts projects, and opportunity grants for artists and organizations seeking to improve their professional capabilities.
Increasing public awareness of the arts in Delaware through such initiatives as the 2007 Arts Summit, Poetry Out Loud, “Delaware State of the Arts” weekly radio show and accompanying podcasts, and special events such as the Artist Fellowship reception, Mezzanine Gallery openings each month, and public workshops and information sessions.
Building on established partnerships and facilitating networks of arts organizations throughout the state. The Division works closely with several state agencies and facilitates networks of film presenters, artists, and presenting venues to encourage sharing of best practices, joint bookings of artists, and collaborative programming.
Commissioning research to document the impact of the arts on Delaware’s economy, as well as funding trends for the arts over time. Substantive studies provide valuable information for arts advocacy efforts and for providing more focused technical assistance to arts organizations seeking to enhance their management capabilities.
Challenges
The Division is currently challenged by: JSC Revised Initial Questionnaire, pg. 15
The demands for the Division’s programs and services increase as new arts organizations emerge, and as established organizations find increasing challenges in sustaining audiences, programming, and diverse revenue sources.
Corporate contributions in support of the arts have declined significantly in recent years, resulting in difficult economic times for established arts organizations that have depended on those funding streams. Coupled with the growth of more emerging arts organizations, usually at the local, grassroots level, demands on the Division’s resources have expanded in recent years.
The changing demographics of the state require the Division to be proactive in its planning to meet the needs of the rapidly growing areas of the state, while continuing to support the more established communities and their own needs.
Bringing Delaware’s schools together with the arts resources of the state has become increasingly challenging, as schools concentrate their own capital and human resources on addressing state testing, particularly in math and reading. In the current climate of academic testing and accountability, schools are less apt to send students out to arts venues, and they are less apt to devote classroom time to arts activities with professional artists.
Opportunities for Improvement
The Division indicated the following as areas for improvement: JSC Additional Questionnaire, Oct. 10, 2007, pgs. 7- 8
Dissemination of arts information: Traditional print and mailing as a means to disseminate information about the arts is increasingly costly and inefficient. The Division is committed to expanding its use of communications technology, including electronic newsletters, email list serves, and web-based electronic calendaring. This will allow the Division to get important information out to its constituents in a more timely and cost-effective manner, as well as give arts organizations mechanisms for promoting their arts programming more effectively to build audiences.
Grant applications and reporting procedures: The Division still relies on paper applications and final reports (downloadable from our website), which require applicants to complete forms, mail them to the Division, and then have the Division re-enter grant data from applications and final reports manually into a database system. E-granting is now being used by a number of state and local arts agencies. The Division plans to explore technologies that would allow grant applicants to submit applications electronically, allowing for electronic data input into the grants management system.
Building partnerships: Acknowledging the value of collaborations, the Division is committed to strengthening its current partnerships, exploring new ones, and assisting arts organizations in following our example of working with partners to achieve common goals.
Increasing access to technical assistance resources: The Division is committed to helping arts organizations and providers strengthen their capacity to sustain operations and programming. This requires providing access to resources that can assist organizations in board development, fundraising, marketing, and management.
Promoting corporate and private support for the arts: Corporate funding for the arts in Delaware has been on the decline in recent years, at a time when requests for arts funding are at an all-time high. Recent corporate mergers and philosophical shifts in corporate philanthropy have exacerbated this trend. The Division recognizes the need to assist organizations in developing new strategies for diversifying their revenue streams.
Coordination of Services with other Agencies
The Division coordinates its services and partners with the following entities: JSC Additional Questionnaire, Oct. 10, 2007, pg. 8 - 9
Biggs Museum of American Art – An agreement to annually partner in the promotion, marketing, and presentation of Delaware’s Individual Artist Fellowship (IAF) winners. The Biggs exhibits the work of visual artists in their Award Winners group show and schedules public programs with Literary, Performing, Media, and Folk Arts Fellows.
Delaware Book Festival/DE Center for the Book – The Division is a sponsor and member of the Planning Team and Author’s Committee for the state’s annual book festival, now in its second year. Spearheaded by the Department of State, the festival represents collaboration between the Division of Libraries, Division of the Arts, Delaware Heritage Commission, the State Visitors Center, State Museums, literary and literacy organizations, public and college libraries, tourism agencies, and local bookstores.
Delaware Division of Libraries – Through an ongoing partnership, the Division of the Arts negotiates new agreements annually to tour two performing artists, with literary-themed programs, to all of Delaware’s 34 public libraries in conjunction with the state’s Summer Reading Program.
Delaware Economic Development Office – The Division of the Arts often works in tandem with the Economic Development Office. Examples include publication of the Division’s Arts & Economic Prosperity in the State of Delaware an economic impact study, workshop presentations at the Delaware Tourism Conference, promotion of Delaware film programs in conjunction with the Delaware Film Office, and collaborations with Delaware Main Street to encourage integration of the arts into local Main Street initiatives.
Department of Education – The Division collaborates on statewide in-service planning for arts educators, provides representation on the department’s Visual and Performing Arts Advisory Council, and meets regularly to analyze progress in standards implementation. The two agencies coordinate efforts to promote arts education in the schools and professional development of educators.
Delaware Judiciary – The Division participates in an initiative to acquire rotating and permanent art collections for display in the New Castle County Courthouse.
Department of Transportation/Division of Parks and Recreation – The Division has assisted with artist selection and processes associated with the planning and installation of public art projects as part of transportation enhancement and park development projects.
Division of the Veterans Home – Division staff coordinated the installation of 44 pieces of original art donated to the new Delaware Veterans Home by the Hardcastle Gallery in Centreville, Delaware. The project involved securing insurance for the collection, choosing and installing a hanging system, and placing the artwork in appropriate places throughout the facility.
First State Heritage Park in Dover – This new park is a partnership of state agencies under the leadership of Delaware State Parks, working in collaboration with city and county government, nonprofit organizations, and the private sector to create Delaware’s first urban “park without boundaries.” The park links historic and cultural sites in Delaware’s capital city.
Governor’s School for Excellence – The Division is in its sixth year of a partnership with the Governor’s School to host an exhibit of works by visual arts students and performances by performing arts students enrolled in the program.
Mid Atlantic Arts Foundation – The Division is a member of the Mid Atlantic Arts Foundation, the regional umbrella organization for state arts agencies. As such, the organizations frequently pool their resources to provide arts programming in Delaware.
State Conference Presentations – Division staff are often asked to present on relevant topics at conferences hosted by other state agencies and their affiliates. Recent examples are Presenting the Arts in Public Libraries for the Delaware Library Association, The Arts in Parks & Recreation Settings for the Delaware Recreation and Parks Society, and Arts & Economic Prosperity and Arts Events as Tourist Attractions for the Governor’s 2007 Tourism Summit.
Statewide Networks
Brandywine Nine – The Division and the Pennsylvania Council on the Arts have worked with this consortium to promote nine major cultural organizations located in a unique tourist destination: the Brandywine Valley
Film Folks – The Division organized this informal network of organizations around the state that produce or present film so that they might learn from each other and explore opportunities for collaboration
Delaware Performing Arts Presenters – The Division organized this network of nonprofit community and arts organizations that regularly present performing arts programming to learn from each other and other professionals in the field and to communicate new state, regional, and national funding opportunities.
Internal Performance Measures
The Division uses data and customer feedback as well the following to evaluate its performance: JSC Revised Initial Questionnaire, pgs. 20-22
Agency accomplishments – A staff assessment of progress vis-à-vis the Strategic Plan is reported to the Arts Council each year, and used to identify accomplishments which become part of the agency planning for the state’s budget process. It also enables staff to develop priorities within the plan for the upcoming year.
Annual report – reflecting the year’s highlights, is published in a special edition of Artline, and distributed to the general public through The News Journal and on the Division’s website. The Annual Report is also sent to members of the General Assembly.
Performance measures – Each year, as part of the budget development process, the Division updates and evaluates a series of performance measures related to its programs and services, measuring various outcomes and efficiencies. These measures are reviewed by the Department of State and become part of the Governor’s proposed budget.
Grantee evaluations – provide information about the progress of the organizations with which the Division works, the quality and availability of the programs and services they provide, and their management capability. This ensures their accountability to the Division and the Division’s accountability to the state and federal funders. This is accomplished through annual grant applications reviewed by staff, peer review panels, and the Arts Council, final reports required of each grantee at completion of the fiscal year, and independent on-site evaluators who visit grantee programs. Recently, in response to grant panelist recommendations, the Division revised its on-site evaluation forms to more closely reflect the review criteria used in the grant application process.
Division staff conducts visitations, consultations, and on-site evaluations of programs supported by the grants. Council members also serve as on-site evaluators throughout the year, providing valuable input on the nature and quality of programming supported with public funds. Constituent meetings also offer an opportunity for the Division to solicit input from grantees on our own performance goals and initiatives.
In addition, this year the Division contracted the services of Your Part-Time Controller, a nonprofit accounting firm, to review the annual financial reports/audits of grant recipients, in order to analyze the financial health of the organizations and to make recommendations on how we might assist these organizations in sustaining and building their fiscal management capacity.
Self-Evaluation – is conducted annually between the Division Director and individual staff members in the form of a performance review which measures individual progress against objectives established in that year’s performance plan.
National Endowment for the Arts – provides an external review of the Division every three years when the Division applies for Federal Funding. Peer review panels assess the plans and programs of each State Arts Agency. Various panels of national experts review the Division’s requests for funds for our Basic State, Arts in Underserved Communities, Arts-in-Education, and Folk Arts grants, as well as special national initiatives, such as Challenge America, American Masterpieces, and Poetry Out Loud. The Division underwent such a review in early 2007. Comments from the review were favorable.
Arts and Economic Prosperity in Delaware – is an economic impact study commissioned by the Division, in partnership with Americans for the Arts, to evaluate the economic impact that arts programs supported with Division grants are having on Delaware’s local economy.
The Division of the Arts
Staff
The Division currently has 12 employees. There are two appointed positions – Director and Deputy Director; 6 merit positions – 4 planners, 1 accountant and 1 administrative assistant; 1 exempt position – administrative assistant; and 3 causal seasonal positions. The Division also uses the services of 3 outside contractors for the graphic design and copywriting of publications. JSC Revised Initial Questionnaire, pg. 24
Division of the Arts / State Arts Council Organizational Chart
 3 JSC Final Report
Division of the Arts and the May 2008
Delaware State Arts Council
Below are the key responsibilities and role each staff member plays with regard to the Division and the Arts Council: JSC Additional Questionnaire, Oct. 10, 2007, pgs. 9 - 11
Division Director
Supervises staff and assigns project responsibilities to planners and administrative staff
Manages Division budget and coordinates budgetary planning with Department of State
Supervises preparation of all financial and narrative reports to state and federal authorities
Serves as Division liaison with regional and national partners
Serves as agency spokesperson and represents the Division at public functions
Manages federal grant from the National Endowment for the Arts
Oversees strategic planning and implementation for the Division
Assists Council Chair in developing agenda items for quarterly Council meetings
Division Deputy Principal Assistant (Exempt – Paygrade 18)
Coordinates agency programs that respond to special federal initiatives (Challenge America, American Masterpieces, Underserved programs)
Coordinates Planners’ assignments to grantees and oversees the status of grant programs
Represents Division in statewide partnerships (e.g., Division of Libraries, First State Heritage Park, Mid Atlantic Arts Foundation programs)
Supervises initiatives for arts presenters through the Presenters Network and Film Network
Assists Director with Division oversight and representing the Division at public events
Division Planners III & IV (Merit – Paygrades 15 & 17)
Conduct research and develop programs to meet constituent needs related to arts programming, marketing, fundraising, and community arts development
Serve as grant specialists and staff liaisons to grantees: arts organizations, artists, and community-based organizations
Provide guidance to organizations on funding opportunities, program implementation, collaborations, and organizational growth opportunities
Conducts on-site visits of grantees to evaluate programming and provide technical assistance
Serve as program specialists in areas of expertise: public information, arts education, technical assistance and capacity building, professional development, Accessibility (504/ADA)
Conduct training for panelists prior to grant review
Plan and coordinate special events (e.g., Arts Summit, Artist Recognition events, Poetry Out Loud)
At the request of the Division Director, present reports to Council at quarterly meetings on current programs and activities
Division Administrative Specialist III (Merit – Paygrade 9)
For Division (majority of time spent on Division tasks)
Serves as Office Manager, including: coordinating administrative/clerical tasks of Administrative Assistant II and Casual/Seasonal support staff and ordering office supplies
Provides administrative/clerical support to Division Director and Planners
Assists in coordination of public events (mailings, invitations, scheduling facilities, tracking RSVPs)
Manages attendance records
Records and posts minutes from panel meetings
For Council
Schedules and posts quarterly Council meeting agendas
Records and posts minutes of quarterly Council meetings
Works with Council chair in the review of nominees for Council positions and serves as staff liaison to Governor’s staff for Council appointments
Division Administrative Specialist II (Exempt – Paygrade 8)
For Division (majority of time spent on Division tasks)
Processes all grant applications submitted to the Division (data entry and distribution to appropriate Planners)
Manages logistics of grant reporting, deadlines, and follow-up with organizations for required materials (final reports, board lists, budgets, incorporation papers)
Generates grant-related reports for Division Director and staff
Provides administrative/clerical support to Division Director and Planners in generating special reports (mailing labels, mail merge letters, grant reports)
For Council
Manages the logistics of spring panel meetings, including: scheduling, facility rental, preparing grant review materials for panelists
Division Accountant (Merit – Paygrade 10)
Tracks all revenue and expenditures for the Division
Maintains financial records for the Division
Inputs and maintains all financial transactions into State financial software
Assists Division Director in budget and program alignment
Generates internal financial reports for the Division Director and Planners
Assists Division Director in developing financial reports to National Endowment for the Arts
Division Casual/Seasonals
Assist Administrative Assistants and Planners in administrative/clerical duties (mass mailings, internal mail processing, receptionist duties, copying/filing)
Schedule community volunteers for Division events, on-site evaluations of grantees, and grant review panels
Coordinate schedule for Division’s Mezzanine Gallery in the Carvel State Office Building
Update information on Division website
When asked whether the effectiveness of the Division or Arts Council is hindered by a lack of staff assistance, the Division indicated that “[c]urrently, the needs of the Division and [Arts] Council are met with the existing staff. JSC Revised Initial Questionnaire, pg. 24
Hiring and Training JSC Revised Initial Questionnaire, pgs. 24-25
The Division follows State of Delaware personnel procedures for all new hires and works closely with the Department of State’s Human Resources department in publicizing open positions, advertising them according to state protocol, and promoting positions on the Division website.
New hires go through a Personnel orientation with Human Resources, and an in-house orientation with the Division Director and assigned staff mentor. Orientation continues in a mentoring fashion with the assigned staff person. The Division is small and as such, all employees assist in bringing new hires up to speed with routines of the agency, as well as with duties specific to the position.
“In addition to orientation and a period of mentoring when first joining the staff, all staff members are encouraged to participate in opportunities for both professional and personal development offered by the State Personnel Training Office. This includes everything from training in software and office management programs, to classes on effective writing and human relations workshops.”
In the summer of 2007, the agency received a Blue Collar Training grant to assist all staff members in becoming more effective and efficient with the Division’s grants management software. Other recent training opportunities include staff members taking Defensive Driving seminars, Advanced Access and Excel, Writing in the Workplace, and Diversity Training seminars.
Staff and Arts Council members also periodically attend regional and national conferences to learn the most recent best practices in their field, as well as to network with colleagues around the country and the region. Division staff and Arts Council members regularly attend annual conferences sponsored by the National Assembly of State Arts Agencies and Americans for the Arts, two national forums for networking and professional and institutional development.
The Delaware State Arts Council
The Arts Council is comprised 15 members and a Chairperson. Each member is appointed by the Governor to serve a three-year term with a maximum of two consecutive terms. The Chairperson is chosen by and serves at the pleasure of the Governor.
The Arts Council meets the statutory requirement that the terms be staggered so that no more than one third of the terms will expire annually. 29 Del. C. § 8729(b) Additionally, any member appointed to replace a member shall only serve the remainder of that term. 29 Del. C. § 8729(b)(d) Arts Council members are not compensated, other than for reimbursement of expenses incurred when attending regional or national conferences. JSC Revised Initial Questionnaire, pg. 24
| Council Member | Profession | First Appointed | Term Expires | Term |
Pamela Bell, 221 Christina Landing Rd,
Wilmington, DE 19801 | VP Marketing | 10/12/07 | 10/12/09 | 1 |
| Theda Blackwelder, 32480 Mariner's Way, Millsboro, DE 19966 | Retired | 7/19/04 | 8/19/08 | 2 |
| Steve Boyden, 5 Old Barley Mill Rd, Wilmington, DE 19807 | Retired | 10/12/07 | 10/12/10 | 2 |
Gary Grunder, 326 Mulberry St,
Lewes, DE 19958 | Retired | 6/05 | 8/24/08 | 2 |
| Chair, Julia M. McCabe, 1980 Superfine La #806, Wilmington, DE 19802 | Retired | 1/11/05 | * | * |
| Brian Scott Miller, 116 Hazeltine Rd, Dover, DE 19904 | Teacher | 5/1/05 | 8/24/08 | 2 |
| Lise M. Leary, 2113 Fairfield Place, Wilmington, DE 19805 | Publisher/Freelance Writer | 10/12/07 | 10/12/10 | 2 |
Elisabeth S. Poole, 1100 Lovering Ave,
Apt. 112, Wilmington, DE 19806 | Gallery Owner | 10/12/07 | 10/12/09 | 1 |
| Reverend John Ranney, 611 Lakeview Ave, Milford, DE 19963-2919 | Minister | 09/03 | 9/6/09 | 2 |
| Keyla I Rivero-Rodriguez, 14 Waterfall Dr, Dover, DE 19904 | Governor's Community Liaison | 08/05 | 8/24/08 | 1 |
| Ann Schenck, 420 Twaddell Mill Rd, Wilmington, DE 19807 | Marketing Consultant | 10/02 | 10/4/08 | 2 |
| Dr. Allen Sessoms, DE State University Office of the President, 1200 N. Dupont Highway, Dover, DE 19901 | University President | 10/12/07 | 10/12/10 | 2 |
Ruth Sokolowski, 228 Niagara Falls Dr,
Little Falls Village, Wilmington, DE 19808 | Retired | 10/12/07 | 10/12/09 | 1 |
| Dr. Joyce Hill Stoner, 1223 Arundel Dr, Wilmington, DE 19808 | University Professor | 10/12/07 | 10/12/10 | 2 |
| Deborah Wicks, 1578 Sunnyside Rd, Smyrna, DE 19977 | School District Superintendent | 10/12/07 | 10/12/10 | 2 |
| Carson Zullinger, 5 Penny Lane Ct, Wilmington, DE 19803 | Artist/Photographer | 09/06 | 9/6/09 | 1 |
Key responsibilities of the Arts Council members include: JSC Additional Questionnaire, Oct. 10, 2007, pg. 11
Meet quarterly to review work of the Division and advise on strategic plan implementation
Provide expertise to Division staff on specific programs and initiatives
Conduct on-site evaluations of arts organizations throughout the year
Serve as panelists on grant review panels and/or chair panels each spring
At the June Council meeting, review the panel recommendations and make final funding recommendations to the Division Director for the upcoming fiscal year
Make recommendations to the Governor when vacancies arise on the Council
At the request of the Governor, host Governor’s Awards for the Arts
Advocate for the arts in communities across the state
Grant Review Process
The Division’s primary function is the awarding of grants to support arts programming statewide, and to provide technical assistance to arts providers in order for them to build their capacity to deliver their arts programming.
The Division/Arts Council provided the following with regard to the grant review process: JSC Additional Questionnaire, pgs. 1 - 2
The Division of the Arts coordinates a panel review process for the evaluation of grant applications and subsequent allocation of the state and federal funds in support of arts programming statewide.
Throughout the year, Division staff and Arts Council members solicit nominations for grant review panelists. Interested citizens of the state of Delaware may nominate themselves to serve as panelists by contacting the Division of the Arts. No honorarium is paid to individuals serving on grant review panels.
Panelists are chosen for their professional experience, expertise in an artistic discipline, knowledge of the community, and ability to objectively review grant materials. Every effort is made to convene panels that represent a diversity of backgrounds and geographic regions.
Grant review panels serve the Division and State Arts Council in an advisory capacity. Panelists review applications and evaluate them according to criteria published in the grant guidelines. The Council then makes final funding recommendations to the Division Director based upon the panel's evaluation and ranking of the applications.
Panels convene for a full day to allow ample time to review and evaluate the applications. Three to four weeks in advance of the full-day panel meeting, panelists receive approximately 20 grant applications to review in preparation for the meeting.
Grant review panels, which are open to the public, are chaired by a member of the Council and are composed of artists, arts administrators, corporate and fund-raising managers, knowledgeable arts specialists, and interested community members. The Director and staff of the Division are also present for each panel meeting.
Timeline for Grant Review
- Panelists (Delaware residents) are recruited: year-round
- Division receives applications: March 1
- Division processes applications and forwards review materials to panelists: early April
- Panels convene: early May
- Division reviews panel comments and develops funding options for Council to consider: late May
- Council meets to finalize funding recommendations for the Division Director, based on funding options, panel comments, and available funds: June
- Grant award announcements are sent to applicants: early July after budget has been approved.
 3
JSC Final Report
Division of the Arts and the May 2008
Delaware State Arts Council
Role of the Division Staff in the Grant Review Process
- Recruit and train Delaware citizens to review grants in a public panel process
- Receive and review applications, input data into grants management system, prepare materials for distribution to panelists
- Record the discussion of the panels
- Address questions and provide clarification for panelists during the review process
- Develop funding options, based on budget, panel review, and Division priorities for submission to the Council at their June meeting
Role of the Council in the Grant Review Process
- Chair major grant review panels (8 to 10 individuals per panel) and ensure that published evaluation criteria are employed in the review
- Serve as panelists on each panel (two to three per panel)
- Review panel comments and make final funding recommendations to the Division Director
Grants
Below a list of grants that the Division administers as well as a brief explanation and the amount and source of funding:
| Grants to date in FY2008 | Funding Source(s) | Total Awards |
General Operating Support
(59 grants to arts organizations) | State Allocation ($1,210,560)
Federal Allocation ($11,720) | $1,222,280 |
| Project Support (27 grants to community-based organizations for arts programming) | State allocation ($135,050)
Federal allocation ($17,500) | $152,550 |
| Arts Education (9 grants to arts organizations and schools) | State allocation ($89,000)
Federal allocation ($46,700) | $135,700 |
| Technical Assistance (2 grants to arts organizations for capacity-building activities) | State allocation ($15,000) | $15,000 |
| Arts Stabilization (6 grants to arts organizations for capital renovations) | Arts Stabilization Fund
(Endowment managed by DE Community Foundation) | $64,625 |
| Public Impact (8 grants to arts organizations to recognize exemplary impact on communities) | Federal allocation ($62,500) | $62,500 |
| Individual Artist Fellowships (approximately 15 grants to artists for professional development to be determined in December 2007) | State allocation ($70,000) | $70,000 |
| Mini-grants yet to be awarded (for presentation and professional development opportunities for artists and arts organizations) | State allocation ($42,890)
Federal allocation ($44,600) | $87,490 |
Primary Customers
Delaware Division of the Arts/State Arts Council customers fall into several categories: JSC Revised Initial Questionnaire, pgs. 18-19
General Public: Residents, visitors, children and adults of all ages, ethnicities, socio-economic groups, and geographic communities benefit from the work of the Division and the organizations and artists that it supports. Division grant awards go to organizations that serve the general public and reach people throughout the state. In addition, we provide arts information through a variety of outlets — print publications which include Artline and Art Guide; web-based communications through our website (www.artsdel.org) which includes arts reviews in Heartbeat of the Arts; mass email communications through Arts E-News, and a weekly radio show and podcast, Delaware State of the Arts. All are designed to keep the public abreast of exhibits, performances, lectures, workshops, and education programs that are available to them throughout the year.
Nonprofit arts organizations: Those organizations whose primary purpose is to produce, present, or provide education in the arts. These include the 60+ organizations who typically receive grants from the Division each year. In addition, these organizations and other arts organizations benefit from the Division’s efforts to help promote their programs through all of our information vehicles – print, electronic, mass media, to provide training and professional development for their staff and volunteers, and to keep them informed about state, regional, and national resources available to them.
Nonprofit community-based organizations (CBOs): These include libraries, civic groups, community and senior centers, festivals, parks and recreation programs, local and state government agencies and colleges and universities whose primary purpose is not the arts, but who are presenting arts programming. Last year 56 Opportunity and Project Support Grants were awarded to community organizations for this purpose. CBOs also benefit from the Division’s promotion of their arts programs, opportunities for training and professional development, and communications about state, regional, and national resources.
Schools: Public, private, and parochial. Through grant programs that bring artists into the classroom and provide training for arts teachers, the Division serves schools throughout the state. Seventeen grants were awarded for education projects last year. In the Division-sponsored Poetry Out Loud initiative, students compete in poetry recitations at the local school and state level sending a state winner to Washington, DC to represent Delaware in a national competition.
Artists: Delaware visual and crafts artists, writers, musicians, composers, dancers, choreographers, playwrights, actors, and individuals practicing folk and tradition art forms benefit from Artist Opportunity Grants and Fellowships. In the past year the Division awarded 39 individual artist grants. Additionally, 10 artists exhibit their work in the Mezzanine Gallery in the Carvel State Office Building each year and the gallery participates in Art on the Town, a popular monthly evening of open houses and receptions at galleries, museums, and other public spaces in Wilmington. Artists also participate in Division-sponsored literary retreats and professional training and development opportunities.
All organizations, artists, and the general public: Some of the Division’s programs serve all of its customers. These include the Artist Roster which helps connect Delaware’s visual, performing, and literary artists with schools, organizations, and local groups interested in presenting programs in their communities. The Division’s electronic, print, and mass media initiatives promote organizations’ arts programs and funding and professional development opportunities for artists and organizations, and provide an up-to-date source of information for the general public and tourists about cultural events and programs in Delaware. The Division has established statewide networks of organizations with similar missions to learn from and collaborate with each other. In the past six years, Delaware’s Poet Laureate, Fleda Brown, has traveled to community sites throughout the state for poetry readings and workshops attended by more than 6,000 people and has inaugurated a regular poetry column in The News Journal. The Division has also created statewide networks of similar organizations to learn from and collaborate with each other.
Customer Satisfaction
The Division listed the following methods to assess customer satisfaction: JSC Revised Initial Questionnaire, pgs. 19-20
Strategic Planning – The Division’s most intensive solicitation of customer feedback occurs in conjunction with its public strategic planning process. One of the primary goals of the planning process for the Division’s current long-range plan was to involve as many members of the arts community and the broader public as possible. The Division employed four different information-gathering approaches to solicit feedback and ideas from a broad range of constituents. These were:
- Personal Interviews. 27 members of the Delaware State Arts Council, the Delaware Division of the Arts, the Secretary of State’s office, and other state agency stakeholders and partners.
- Focus Groups. The Division hosted six targeted focus groups comprised of artists, arts administrators, arts presenters, educators, community leaders, and directors of community-based organizations representing communities across the state. More than 100 individuals were invited to participate.
- Regional Forums (Public Meetings). The Division conducted a series of four regional forums using open-space technology. Participants set the agenda for breakout sessions based on the topics of interest to them. The regional forums, or “Conversations about the Future of the Arts in Delaware,” were publicized, through advertisements in local newspapers, 8,000 direct mail flyers, Division publications, and on the Division website. The state’s largest Spanish newspaper promoted the meetings and the Division provided interpreters.
Constituencies targeted for participation in the forums included: Division grantees, the cultural community, educators, state and local decision-makers, and interested citizens. More than 400 participants in the forums identified over 75 issues, ideas, and opportunities for session topics. After combining some related issues and questions, more than 60 breakout sessions were scheduled and conducted during the four-hour forums. Of these, several sessions focused on arts education and included teaching artists, teachers from public and private schools, school board members, representatives from higher education, school administrators, and education directors from several arts organizations.
Forums were held in locations throughout the state — Georgetown, Lewes, Dover, and Wilmington.
Website Survey: The Division posted the draft strategic plan on its website for public comment and issued a personal invitation to the 500 participants in the statewide conversations, focus groups, and interviews to review and comment on the draft.
Percentage of repeat customers is often an indicator of customer satisfaction. While the Division always encourages new artists, community groups, arts organizations, and schools to avail themselves of the grants and services, there is an expectation of a very large number of returning applicants. Although community organization and school projects are likely to vary from year to year, arts organizations almost always become regular customers and annual recipients of General Operating Support, enabling them, in turn, to consistently provide quality programs and services in their own communities.
Customer evaluations – The Division routinely uses evaluation forms to gather immediate feedback on all Division-sponsored programs and activities, including grant information sessions, grant-writing seminars, professional development workshops, literary retreats, Delaware Artist Roster participation, and panelist training sessions. This feedback is used to continually reassess the value and content of the programs, how to improve delivery of services, and for recommendations for new and needed initiatives.
Feedback Form on the Division’s website welcomes questions, comments and feedback regarding services, information, events and website. This input is integrated into staff discussions about programs and services.
Public Impact grants program, implemented in FY2007, requires successful arts organization applicants to demonstrate the impact that they are having on the communities they serve. This highly competitive program encourages grantees to assess and articulate the impact on, and satisfaction of, their customers at the local level.
Anecdotal data – Customer satisfaction is often best measured by the individual stories, in addition to the more objective data of audience size and participant numbers. Feature stories in local newspapers often include interviews with artists whose career took a huge leap forward because of an Artist Fellowship, with children and teachers who explored the world in new and creative ways and developed new skills because of an in-school artist residency supported by a Division of the Arts grant, with community members who, after their 9-to-5 jobs, are able to fulfill dreams working on- and off-stage in local theater, dance, and music productions made possible with support from the Division.
Public Information
The Division distributes the following information about the arts to inform the statewide arts constituency and the public about issues of importance: JSC Revised Initial Questionnaire, pg. 22
Art Guide—a semi-annual guide to the arts containing a directory of arts organizations, articles, calendar of events, and maps. 50,000 copies are printed and placed in distribution points (hotels, galleries, arts organizations) throughout the state.
Artline—Delaware Individual Artist Fellowship annual publication featuring recent award recipients. This publication has a circulation of 135,000 through The News Journal. This format is also used for the Division’s annual report, first begun in FY2006.
Arts E-News—an electronic newsletter about the arts, including news, deadline information, and opportunities is sent to our email list of more than 3,000 recipients statewide.
Website (www.artsdel.org)—contains information about the programs and services offered by the Division with links to state, regional, and national arts resources. Arts opportunities are posted on the web including: auditions, calls for entries, jobs, workshops, residencies, funding. All grant opportunities and applications are available online, as is the Delaware Artist Roster, a listing of more than 100 Delaware visual, performing, and literary artists available for programming throughout the state.
Arts & Economic Prosperity: The Economic Impact of Nonprofit Arts Organizations and Their Audiences in the State of Delaware—produced by the Americans for the Arts in 2006 as part of a national economic impact study, identifies the role that the arts play in economic development: jobs, tax revenue, and ancillary spending by audiences. This report is available on the Division website and was distributed to Delaware arts organizations and the media.
Press Releases are sent routinely to the news media, both print and broadcast, to inform the public of upcoming Division-sponsored programs, workshops, grant opportunities, and arts initiatives.
Fiscal JSC Revised Initial Questionnaire, pgs. 26-28
The Division is exempt from the State procurement process. 29 Del. C. § 6904 (3)(h)
The Division indicated in its response that budgetary needs and priorities are developed in response to constituent needs, the strategic plan, and with input from the Department of State and the Arts Council.
While financial baselines in the budget are developed well before grantees apply for funding, the Division looks at trends in programming, organization development, and alternative funding sources (corporate and private) available to grantees to determine what kinds of requests may likely be made for public funds.
The Arts Council does not maintain a separate budget, as such its expenses are included in the Division’s budget.
Funding
Fiscal Year | Source(s) | Amount $$ |
| FY 08 (budgeted) | General Fund
Federal Grant
Arts Stabilization and fees for service*
Total | 2,085,100
605,400
64,625
2,755,125 |
| FY 07 (actual) | General Fund
Federal Grant
Arts Stabilization and fees for service*
Total | 2,062,800
611,626
63,474
2,737,900 |
| FY 06 (actual) | General Fund
Federal Grant
Arts Stabilization and fees for service*
Total | 1,874,400
576,400
96,700
2,547,500 |
The Art Stabilization Fund Email, Paul Weagraff, Oct. 23, 2007
The Arts Stabilization Fund is an endowment fund managed by the Delaware Community Foundation on behalf of the Division and eight major arts institutions. This endowment, set up in the early 1990s, represents a $5 million investment by the General Assembly ($1 million/year over five years) and $16 million invested by local corporations. The earnings from this endowment provide annual funding to the eight major arts institutions in Delaware, as well as the Division. The Division re-grants its portion of the earnings to smaller arts organizations throughout the state, through the Arts Stabilization Grant program. All monies expended from this fund target capital maintenance and/or renovation projects.
As for fees for service, the Division charges registration fees for professional development workshops that it holds, as well as major events like the biennial Arts Summit. These registration fees help to defray costs. The fees do not cover the full costs of the workshops or special events. The balance of the costs come out of budgetary lines appropriated for those activities.
FY’08 Budget by Line Item
Line Item | Source | Amount of Expenditures |
| Personnel Costs |
| 433,000 / 245,700 |
| Travel |
| 2,400 / 5,500 |
| Contractual Services |
| 74,200 / 90,200 |
| Supplies and Materials |
| 3,000 / 3,500 |
| Capital Outlay |
| 0 / 10,400 |
| Art for the Disadvantaged |
| 10,000 / 76,300 |
| Delaware Art (Grants) |
Arts Stabilization /
State / Federal Grant
| 64,625 / 1,562,500 / 173,800 |
 |
| 2,755,125 |
|