NOTE: The Professional Operating Program has replaced the Sustaining Program for Professional Arts Organizations (SPPAO) and the Annual Operating Program for Professional Arts Organizations (AOPPAO).
Description
The Professional Operating Program (POP) provides eligible not-for-profit arts organizations with annual operating grants to offset the costs associated with the administration, creation, production, and presentation of art. The program supports the growth and development of the arts sector and fulfills ArtsNL’s mandate to foster and promote the creation and production of art, the study and enjoyment of those works, and to encourage public awareness of the arts.
Deadline
Applications must be received on or before February 28, 2025. Late submissions will not be accepted. Technical support from ArtsNL will only be available until 4:30 pm on application deadlines. Winter of 2025 will commence Year One of this four-year funding cycle.
Pre-Screening
To be considered an eligible Not-for-Profit Professional Arts Organization for the purposes of this program, organizations must meet ALL the following criteria:
- Be an independent entity with elected, active, board members—separate from an umbrella organization.
- Have an arts-based mandate with the development, production, and promotion of art as the organization’s primary function.
- Can demonstrate artistic programming for the last two consecutive years, prior to registration.
- Have workplace and human resource policies.
- Produce financial statements:
- An engagement review, audited review, or notice-to-reader, produced by an accountant from outside the organization, or
- Internally generated statements, with written approval from two board members.
- Have maintained a minimum annual revenue of $75K (excluding in-kind support) for at least two years before applying to the program.
- Pay artist and professional fees at nationally accepted standards.
- Have defined leadership positions such as Executive Director, General Manager, or Artistic Director, who are paid a living wage (minimum $24 per hour).
If you do not meet all the criteria listed above, your organization is ineligible for the Professional Operating Program.
Organizations that do not meet the screening criteria for POP may be eligible to apply within the Professional Projects Grant Program or Community Arts Program. Please contact program staff to discuss eligibility.
Program Objectives
POP is a new operational funding program, which has replaced the previous Sustaining Program for Professional Organizations (SPPAO) and the Annual Operating Program for Professional Arts Organizations (AOPPAO). It represents a strategic shift and a forward-looking vision. POP has been designed to support a thriving arts sector that emphasizes collaboration and community resilience and encourages organizations to support each other. Organizations receiving significant funding contributions from POP have a responsibility to support the provincial arts ecosystem. POP is divided into three tiers: Capstone, Keystone, and Cornerstone.
Professional Operating Program Criteria for Each Tier
| Criteria | Capstone | Keystone | Cornerstone |
|---|---|---|---|
| ORGANIZATIONAL RELEVANCE | |||
| Must describe your organization’s community: who you serve, represent, and engage. | ✓ | ✓ | ✓ |
| Must demonstrate the quality, significance, and impact of your organization’s artistic work on your community. | ✓ | ✓ | ✓ |
| FINANCIAL | |||
| Must have maintained a minimum annual operating budget of: | $75K (excluding in-kind) for the previous two consecutive years | $125K (excluding in-kind) for the previous three consecutive years | $450K (excluding in-kind) for the previous three consecutive years |
| Must demonstrate diverse revenue sources. | ✓ | ✓ | ✓ |
| Must use recognized accounting software such as QuickBooks or Sage Accounting. | ✓ | ✓ | ✓ |
| Must demonstrate stable financial standing for the previous two consecutive years. | ✓ | ✓ | ✓ |
| POP grant cannot exceed: | $20K annually | 25% of the organization’s revenue (excluding in-kind), averaged over the past two years | 18% of the organization’s revenue (excluding in-kind), averaged over the past two years |
| Must demonstrate over 25% of the organization’s overall budget was spent on artistic fees, professional fees, and salaries in the past two years. | ✓ | ||
| GOVERNANCE | |||
| Must engage in regular strategic planning. | ✓ | ✓ | |
| Must have a current strategic plan. | ✓ | ✓ | |
| Must demonstrate how the organization’s artistic activities fulfill their artistic mandate and guide the work. | ✓ | ✓ | ✓ |
| BEST PRACTICES FOR A HEALTHY ARTS ORGANIZATION | |||
| Must have a documented Respectful Workplace Policy and an established process for dealing with workplace matters. | ✓ | ✓ | ✓ |
| Must have relevant workplace and human resource policies which are regularly updated. | ✓ | ✓ | |
| Must maintain active relationships with professional arts associations (membership or collaborations or engaging in services/events). | ✓ | ||
| SECTORAL ENGAGEMENT | |||
| Must demonstrate capacity to actively engage in the Sectoral Engagement Initiative. | ✓ | ||
| Are encouraged to participate in the MentorWorks Lab within the Sectoral Engagement Initiative. | ✓ | ||
| Must actively participate in one component of the Sectoral Engagement Initiative. | ✓ | ||
| Must actively participate in two components of the Sectoral Engagement Initiative. | ✓ | ||
| Must be prepared to share your organization’s current/future workplace and HR policies with ArtsNL to form a repository of policy templates. | ✓ | ||
Eligibility to the Professional Operating Program does NOT guarantee funding.
New Not-for-Profit Professional Arts Organizations Considering Applications
Organizations who have never applied for ArtsNL operational funding must contact the ArtsNL Program Officer no later than February 1, 2025, to:
- Confirm program eligibility, and
- Allow ArtsNL staff time to request your CADAC account. CADAC registration is mandatory for all POP applicants, who must input their organization’s most recent financial information (last two consecutive years) and statistical information (one year) into CADAC.
Funding Cycle
Successful Keystone and Cornerstone organizations can expect to receive the same funding allocation for the duration of the four-year funding cycle, provided the organizations continue to meet the program eligibility requirements. Capstone organizations must apply annually within this multi-year funding program. Once a multi-year funding cycle has commenced, new applications will not be considered until the four-year cycle is complete.
Organizations operating with:
- Deficits over 25% of their annual budget must submit a board-approved deficit reduction plan with its application.
- Surpluses of over 25% of their annual budget must submit a board-approved surplus plan with its application.
- Accumulated surpluses greater than 50% of their annual budget must demonstrate the necessity for operational support.
Application Procedure
All organizations are encouraged to contact ArtsNL program staff before applying. Applications must be completed in SmartSimple, and financial and statistical information submitted in CADAC by 11:59 p.m. NT on the application deadline.
Assessment
A peer assessment committee will review the information provided in the organization’s application. The focus of the evaluation is on the organization and whether it clearly demonstrates its capacity, priorities, and mandates in relation to the criteria outlined in the appropriate tier. Weighting is as follows:
- Organizational Activity/Relevance (50%)
- Financial (30%)
- Governance (20%)
The peer assessment committee will include members with lived experience in the arts of the province with rural and urban perspectives, financial management of not-for-profit arts organizations, and knowledge of various artistic disciplines. Peer assessment committees make funding recommendations to the ArtsNL board members for review and ratification. ArtsNL staff do not assess applications or vote on funding decisions. Applicants must agree to accept the result of the assessment process. There is no appeal process.
Reporting and Renewal Requirements
| Tier | Requirements |
|---|---|
| Capstone Tier |
|
| Keystone and Cornerstone Tiers |
|
Regular Communication with ArtsNL
Organizations are expected to maintain eligibility criteria, the criteria of their tier, and maintain their levels of artistic activity throughout the duration of their funding agreement. ArtsNL encourages organizations to regularly communicate with program staff regarding changes to activities or any other relevant information. One of POP’s strategic directives is to deepen the relationship between ArtsNL and the organizations and to encourage a relationship that fosters open and honest dialogue about an organization’s challenges while allowing staff to be part of the solution.
Fair Notice
During the funding cycle, if an organization can no longer meet program eligibility and/or program criteria, they may transition from their current tier. Organizations will be provided with 12 months’ Fair Notice (change in funding level) to allow time for organizational adjustments. If a Capstone tier organization no longer meets POP eligibility, it may be transitioned out of the operational program.
Disclaimer
Should ArtsNL’s provincial operating grant be negatively affected by reductions or any other means, multi-year funding agreements may be affected.
Program Evaluation
ArtsNL is dedicated to overseeing this new program through a structured evaluation framework and ongoing consultation to ensure the program’s impact and effectiveness are continuously assessed, allowing for adjustments and improvements based on community feedback.
Sectoral Engagement Initiative
“Building peer support networks leads to strong sustainable arts communities and organizations.”
— Creative New Zealand
Timelines for the Sectoral Engagement initiative will be communicated to organizations by Fall 2025.
The Sectoral Engagement Initiative formalizes collaboration between ArtsNL and professional arts organizations to foster mutual support and develop strategies to enhance the provincial arts sector. Many organizations have a history of collaborative efforts to strengthen sectoral capacity and development. Building sectoral engagement into the program institutionalizes these practices and bolsters support more broadly.
Arts Advisory Table
The primary objective of the Arts Advisory Table is to foster consistent dialogue with government partners and other provincial stakeholders aimed at increasing resources and promoting long-term, strategic investment in the arts. A group of 10 arts administrators, representing the professional arts organizations receiving POP funding, and ArtsNL leadership will form this advisory table to develop strategies for a thriving arts ecosystem in Newfoundland and Labrador. ArtsNL will schedule and provide space for meetings, and the participants will commit to sharing, strategizing, and developing messaging. This group will be formally established after assessment and organizations are allocated within their tiers. The group must convene at least three times annually and will establish their terms of reference and establish priorities for the duration of the funding cycle.
MentorWorks Lab
The MentorWorks Lab is a collaborative pathway designed to provide mentorship and professional development opportunities by harnessing existing sector knowledge and professional experience.
- Mentorship
The mentorship component of POP has been designed as an opportunity for Keystone administrators to learn from Cornerstone administrators, running professional arts organizations. Capstone administrators are also encouraged to participate to improve their administrative skills.
Process: ArtsNL will administer a questionnaire designed to help organizations identify priority areas of learning, advice and or development to mentees. Questionnaires will also be administered to senior arts leadership in Cornerstone organizations to identify the skills and expertise they are prepared to share through a mentorship relationship. ArtsNL program staff will review all questionnaires, consider mentee requests, and work with both sides to make the most appropriate match. ArtsNL will provide the agreement paperwork to formalize the mentorship between the mentor/mentee outlining the goals, objectives, and timeline, of the mentorship, including milestones and the expectation of minimum number of hours per month. Mentorships may differ in length based on individual needs of the organization. ArtsNL will follow up with both parties to review progress and assist with any questions or challenges. As the Professional Operating Program and the mentorship component are new initiatives, both parties will be asked to provide feedback.
Some examples of mentorship opportunities include, but are not limited to:
- Not-for-profit organizational/administrative mentorship
- Governance, HR, Best Practices
- Grant writing
- Fundraising
- Collaborations and partnerships
- Fiscal mentors/sponsors
- Professional Development
ArtsNL will facilitate workshops and professional learning opportunities by engaging with POP-funded organizations to present training on special interest topics and develop a timeline for delivery. Experienced arts administrators will participate as guest speakers, share real-life case studies, and provide practical examples to enrich sessions with tangible experiences. Professional arts organizations will be expected to contribute policies to a Repository of Organizational Resources to be shared within the sector as a resource to support best practices in growing a successful professional arts organization.
Expectations
Cornerstone Organizations: Must participate in at least 2 components of the Sectoral Engagement Initiative.
Keystone Organizations: Participation in at least 1 Sectoral Engagement Initiative within the MentorWorks Lab.
Capstone Organization: Participation in the MentorWorks Lab is optional, but strongly encouraged.
Program Contacts
For questions related to POP or to arrange a meeting, please contact:
- Katrina Rice | Senior Program Officer
Street Address: 53 Bond Street, St. John’s, NL A1C 1S9
Mailing Address: P.O. Box 98, St. John’s, NL A1C 5H5
Phone: (709) 726-2212 ext. 2
Toll-Free: 1 (866) 726-2212 ext. 2
Email: katrina@artsnl.ca - Laura Bruijns | Assistant Program Officer
Street Address: 53 Bond Street, St. John’s, NL A1C 1S9
Mailing Address: P.O. Box 98, St. John’s, NL A1C 5H5
Phone: (709) 726-2212 ext. 7
Toll-Free: 1 (866) 726-2212 ext. 7
Email: laura@artsnl.ca