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GENERAL ELIGIBILITY REQUIREMENTS
Applicant organizations
The organization must be a legally constituted non-profit corporation whose head office is located in Québec and the majority of whose administrators are Canadian citizens normally resident in Québec or landed immigrants within the meaning of section 2(1) of the
Immigration and Refugee Protection Act normally resident in Québec.
Applicant artists
For the purposes of its programs, the term "artist" also refers to writers, storytellers and craftspeople. Artists define themselves as
follows:
- they declare themselves to be professional artists;
- they create works or practise an art on their own account or offer their services for remuneration, as creators or performers, especially in the fields under the responsibility of the Conseil des arts et des lettres du Québec
(CALQ);
- they have gained the recognition of their peers;
- they disseminate or publicly perform their works in places and/or contexts recognized by their
peers.
Moreover, the artist must be a Canadian citizen or a landed immigrant within the meaning of section 2(1) of the
Immigration and Refugee Protection Act and in both instances must normally reside in Québec and have resided there over the past twelve (12)
months.
Applicant artists' groups
A group refers to a group of writers, storytellers or artists, regardless of their number. Each member of the group must be a professional writer, storyteller or artist and satisfy the program's eligibility criteria. One member must represent the group as coordinator and the group must not have received financial support for the same project under other CALQ programs.
The same coordinator must always represent permanent groups unless exceptional circumstances arise.
To be eligible, an artists' group must:
- not be registered
or
- be registered as an association (ASS) with the Registraire des entreprises du Québec.
An artists' group registered with the Registraire des entreprises du Québec as a general partnership is
ineligible.
SUBMISSION OF THE APPLICATION
Applicants wishing to register for project support from the CALQ must fill out the appropriate application form and be sure to submit all of the documents demanded.
The registration form can be downloaded from the page of the program to which it pertains on the CALQ's website.
A single copy of the registration file must be submitted (21.6 cm x 27.9 cm or 8½" x 11").
To facilitate photocopying, do not staple, bind or print the documents on both sides of the page.
The CALQ is not responsible for the loss of items submitted with the application or damage sustained by such items during shipping. Applicants are urged to avoid submitting with the grant application the originals of items or supporting documents, with the exception of financial statements.
Only visual material, sound recordings and publications are returned to applicants within 90 days of the announcement of the results.
Subject to the provisions in the Act respecting Access to documents held by public bodies and the Protection of personal
information, the CALQ respects the confidentiality of the documents and information in its possession and of those sent to it.
EVALUATION OF GRANT APPLICATIONS
Grant applications are initially analysed by the CALQ's program officers in light of the program's eligibility requirements and the general objectives.
>>>> Evaluation of:
- Production projects
(the performing arts and the multidisciplinary arts);
- Promotion and awareness-raising projects
(literature).
Applications that are deemed to be eligible are submitted to the advisory committee that is set up pursuant to the CALQ's Policy governing juries, committees and assessors. The members are individuals recognized for their competence in the field concerned who possess a sound knowledge of the organizations and their impact on the arts community.
The advisory committee evaluates on their merit the applications according to the program evaluation criteria and takes into account the CALQ's guidelines. At the conclusion of its deliberations, the committee makes recommendations to the CALQ.
It is incumbent upon the CALQ's Board of Directors to make the final decision concerning the awarding of grants.
The CALQ's Policy governing
juries, committees and assessors is available on its website.
The process of evaluating grant applications is described in the Peer evaluation information
guide available on the CALQ's website.
>>>> Evaluation of the projects:
- Accueil de spectacles étrangers au Québec
(the performing arts and the multidisciplinary arts -
in French only)
- Circulation de spectacles au Québec
(the performing arts and the multidisciplinary arts - in French
only)
- Projets de partenariat pour la circulation
(literature - in French only)
- Projets de prospection (literature
- in French only)
- Specific market development projects
(the performing arts and the multidisciplinary arts - in French
only)
- Projets ponctuels de tournées hors Québec
(the performing arts and the multidisciplinary arts - in French
only)
- Projets structurants en diffusion spécialisée
(the performing arts and the multidisciplinary arts - in French
only)
- Soutien au développement hors Québec des organismes
(the performing arts and the multidisciplinary arts - in French
only)
An internal committee analyses the applications deemed to eligible in light of the eligibility requirements, the objectives and the evaluation criteria described in this program.
If need be, the CALQ may call upon one or more resource persons from the arts community in order to analyze the project. In the case of touring projects outside Québec, the CALQ may also call upon Québec Delegations
abroad.
REVIEW PROCESS
The decisions of the Board of Directors concerning the grants awarded under the project support program are final and without
appeal.
CONDITIONS GOVERNING THE AWARDING OF A GRANT
The conditions governing the awarding of a grant are described in a letter of agreement that must be signed by a duly authorized representative of the organization or by the artist, the artists' group or the independent curator, as the case may be.
The grant awarded may be applied to part or all of the activities described by the applicant in the application. A grant recipient who is unable to carry out part or all of the activities covered by the grant must immediately inform the CALQ accordingly. The CALQ may, consequently, adjust the amount of the grant and the applicant may be required to repay part or all of the grant.
REPORT ON THE USE OF THE GRANT
An organization, an artist, an artists' group or an independent curator who receives a specific grant for a project must submit a report on the use of the grant that can comprise an activity report, a financial report, and dissemination data, as specified in the letter of understanding according to the nature of the project. The report must be submitted within a maximum of three months of the project's completion. In some instances, the reports must be submitted on the grant application form that the organization initially completed and must contain all of the factual data.
COMPLIANCE WITH LEGISLATION
Organizations, artists, artists' groups or independent curators receiving a grant must abide by the Québec legislation that applies to them, i.e. the
Act respecting the professional status and conditions of engagement of performing, recording and film artists (R.S.Q., c. S-32.1) and the
Act respecting the professional status of artists in the visual arts, arts and crafts and literature, and their contracts with
promoters, in particular by concluding a written contract with the artist concerning the six items mentioned in section 31 of the Act (R.S.Q., c. S-32.01).
Moreover, the recipient organization must also comply with the Pay Equity Act (R.S.Q., c. E-12.001) and the
Charter of the French language (R.S.Q., c. C-11, Chapter V, Title II), especially in the case of organizations with over 50 employees.
An organization that obtains a grant undertakes to ensure rigorous compliance by the members of its board of directors with the provisions in articles 321 to 330 of Division III ("Obligations and disqualification of directors") of the
Civil Code of Québec.
FINANCIAL STATEMENTS - ORGANIZATION
An organization that receives in a given year one or more grants from public sources, including the CALQ, must submit the financial statements for its most recent year of operation. The financial statements must indicate in detail the source and amount of each grant received from provincial, federal and municipal public sources. The organization must comply with the following
requirements:
- if the total amount of such grants is under $50 000, the organization may prepare the financial
statements;
- if such grants total between $50 000 and $250 0000, the financial statements must be presented in an examination report prepared by a public
accountant;
- if the total amount of such grants exceeds $250 0000, a chartered accountant must audit the financial
statements.
The financial statements must be adopted by means of a resolution of the board of directors and submitted within four months of the organization's fiscal year end.
Notwithstanding the foregoing, the CALQ reserves the right to request at any time the audited financial statements of an organization that it subsidizes and the audited financial statements of one or more affiliated organizations and any other information concerning them that it deems to be relevant. The organization authorizes the CALQ and assures the CALQ or its duly identified representatives of access during normal business hours to its premises, books, documentation, the contracts signed by the organization and the artists, writers and collaborators, and any other document that the CALQ may reasonably request. The organization also authorizes the reproduction of any document necessary for these
purposes.
FINANCIAL REPORT - ARTISTS, ARTISTS' GROUPS AND INDEPENDENT CURATORS
An artist, an artists' group or an independent curator who, in the course of a given year, receives one or more grants totalling $50 000, up to a maximum of $250 000, must submit a financial report prepared by an accountant on the use of the grant that satisfies the CALQ. An artist, an artists' group or an independent curator who, in the course of a given year, receives one or more grants totalling $250 000 or more must submit a financial report prepared and audited by an accountant on the use of the grant that satisfies the CALQ.
Notwithstanding the foregoing, the CALQ reserves the right to request at any time the audited financial statements of an artist, an artists' group or an independent curator that it subsidizes and the audited financial statements of one or more affiliated organizations and any other information concerning them that it deems to be relevant. An artist, an artists' group or an independent curator authorizes the CALQ and assures the CALQ or its duly identified representatives of access during normal business hours to its premises, books, documentation, the contracts signed by the organization and the artists, writers and collaborators, and any other document that the CALQ may reasonably request. The organization also authorizes the reproduction of any document necessary for these
purposes.
THE CALQ'S VISIBILITY
The applicant obtaining the grant must comply with the Standards governing the visibility and the use of the CALQ's
logo, as described in a document available on its website.
SUBSEQUENT ELIGIBILITY
Failure to comply with the conditions governing the awarding of a grant and the specific conditions pertaining thereto and non-compliance with the legislation in force applicable to them may compromise the organization's, the artist's, the artists' group's or the independent curator's subsequent eligibility for the CALQ's
programs.
TIES WITH AN AFFILIATED ORGANIZATION
A subsidized organization that maintains business ties with one or more affiliated organizations must:
- be the sole beneficiary of its surpluses, grants and other external financial contributions.
- Moreover, the organization must provide proof that the transactions with the related parties abide by the following
rules:
- they must be formally documented by contract or by written agreement;
- they must be subject to disclosure by means of the notes to the financial statements in accordance with generally accepted accounting
principles;
- the attendant conditions and costs must be at least comparable to those prevailing with a third
party;
- make available upon request from the CALQ the financial statements of the affiliated
organization.
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