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Executive Summary
Common Ground Arts Collective is a nonprofit that brings the arts to people in the south side of our city who have few chances to take part. We provide low-cost music and art classes, community performances and arts in the schools, led by working artists who love to teach and share their work.
The arts help people express themselves, connect with neighbors and see their own culture honored. Children who take part in the arts often do better in school, and adults who take part feel less alone. But classes, lessons and performances cost money, and many neighborhoods have few places to experience them. Our program brings the arts close to home, at a price families can manage, and pays artists fairly for their work.
In Year 1 we plan to serve about 200 children and adults over the year. Our Year 1 budget is about $118,000, growing to about $227,000 by Year 5 as we grow from one teaching artist and program staff member to four. Each year's budget is planned to balance, with a small amount set aside in savings.
We are asking the Carlisle Family Foundation for $30,000, as part of the $96,000 in grants and contracts we need for Year 1. The other $22,000 in Year 1 comes from ticket and class income and donations, which we plan to grow to about $68,000 a year by Year 5. Grant money pays for teaching artists, venue and production costs, and the record-keeping funders require.
We will measure how many people take part, how many classes and events we hold, how often participants return, and what participants and families tell us about what the arts mean to them. We will report results to our funders every six months.
Company Description
Common Ground Arts Collective is a nonprofit organization in Tennessee. A 501(c)(3) public charity
Our mission. To bring the arts to every neighborhood, and to give local artists a place to teach and share.
How we started and what we have done. We began in 2022 when three local artists started a free Saturday art and music class at a library. Since then about 120 children and adults have joined, with eight volunteers helping each month.
What we do:
- Offer classes and workshops in art forms like music, dance, theater, visual art and writing, for children and adults.
- Present performances, exhibits and community events that celebrate the culture of our neighborhoods.
- Bring teaching artists into schools, libraries and community centers.
- Offer free or low-cost spots, so cost is not a barrier.
- Give local artists paid work and a place to share their skills.
Where we work. The library meeting room on Saturdays, and the community center stage for performances.
Our partners. The public library (space), two elementary schools, a community center and a local music store that lends instruments.
Our approach. The arts belong to everyone. We welcome beginners, honor the traditions of our community and pay artists for their time.
How we are run. A volunteer Board of Directors (a small group of community members who oversee the organization) meets regularly, approves the budget, reviews the finances and oversees the Executive Director.
Problem & Opportunity
Why this program is needed.
In the south side of our city, many children and adults have little access to arts education or live performance. Schools have cut back on arts classes, private lessons are expensive and venues are often far away or too costly. At the same time, many local artists struggle to find paid work.
Facts about our community. According to our school district, only a minority of elementary schools have a full-time arts teacher.
Gaps in the help that exists now:
1. Cost. Lessons, instruments and tickets are out of reach for many families.
2. Access. Programs are often far from the neighborhoods that need them or meet at times that do not fit.
3. Schools. Many schools have few or no arts teachers.
4. Representation. Many people do not see their own culture and stories on stage or in galleries.
5. Artists. Local artists often work for little or nothing, and may leave the community.
What we have seen ourselves. Several parents told us their child had never held a musical instrument, and a child said it was the first time she had been on a stage.
Who we serve first. Children, teens and adults with few arts opportunities, and local artists who want to teach, in children ages 6 to 17 in the south side neighborhoods, and adults who have never taken an arts class.
Products & Services
How the program works.
1. Classes and workshops. Teaching artists offer regular classes in a few art forms at low or no cost, in small groups so each person gets attention.
2. Community performances and exhibits. We present shows and exhibits at community venues. Participants perform or show their work, which builds confidence.
3. Arts in schools and libraries. Teaching artists run residencies in partner schools, libraries and community centers.
4. Fair pay for artists. We pay artists fairly, and set aside money for performance rights and royalties when we present plays or music. Venue and production costs are about $16,000 in Year 1.
5. Open to all. We offer scholarships and free spots, and we choose times and places families can reach.
How we will measure results. We track the number of classes, events and participants, and how often people return. We ask participants and families twice a year what they gained. We also tell the stories of participants, with their permission. Our goals for Year 1: serve 200 children and adults; hold 80 classes and four community events; have 60% return for a second class series; and have 85% of participants say they learned something new.
Market Analysis
Where we work and who we serve.
We serve people in the south side of our city, especially children ages 6 to 17 in the south side neighborhoods, and adults who have never taken an arts class.
How we know people need this. Our first class had 12 spots and 35 children signed up, and two schools asked us to bring classes to them.
How many we will reach. In Year 1, about 200 children and adults over the year. The number of schools without arts teachers, the number of arts classes in the neighborhood and local demand are common ways to size the need, and the guide for this plan shows where to find them. As we grow from one teaching artist to four, we expect to reach more people each year.
How people reach us. Two schools, the library, a community center and local churches.
Competitive Landscape
Other help, and how we work with it.
- Schools offer some arts classes, but many have little funding. We partner with schools and extend their reach. Two elementary schools host our after-school classes.
- Large arts organizations present major performances and exhibits. We are smaller and closer to the neighborhoods we serve.
- Private studios and music teachers offer lessons for a fee. We offer lower-cost classes and scholarships.
- Libraries, parks departments and community centers host classes. We partner with them for space and participants.
- Other community arts groups serve their own audiences. We share space, artists and ideas.
What makes us different: fair pay for artists, classes in the neighborhood and a showcase for every class series
Marketing & Sales Strategy
How we reach people and build support.
Reaching people:
- Referrals from schools, libraries, community centers, churches and other nonprofits.
- Flyers, social media and posters in places people go.
- Performances and exhibits, which are our best advertising.
- Word of mouth from participants and families.
Funding. State arts councils, local arts agencies and national funders support community arts, and many want to see strong partnerships and a clear plan. Earned income, from tickets and class fees, is a smaller part of our budget, and we keep fees low on purpose.
Volunteers. Arts students, retired teachers, church groups and local artists.
Raising money beyond grants. Ticket and class income and donations are planned at about $22,000 in Year 1, growing to about $68,000 by Year 5, through a yearly giving campaign, business and community partners, a community event and online giving. Raising more of our own money means we depend less on any one grant or contract.
Operations Plan
How the program runs.
How a participant moves through the program:
1. Sign-up for a class, with a scholarship if needed.
2. A regular class series with a teaching artist, and a showcase at the end.
3. An invitation to a performance, exhibit or event.
4. A chance to move to the next level, volunteer or help teach.
5. Follow-up by phone, email or social media, and a survey.
A first class. Participants arrive, warm up and try the art form in a simple, low-pressure way. By the end of the first class everyone has made or performed something.
Rules to follow. When we perform plays or music written by others, we get the rights and pay the royalties or license fees. We carry insurance for events, check venues for safety and capacity, and screen everyone who works with children.
Privacy. Participant information, especially for children, is kept private. We share it only with permission or when the law requires it, and funders get totals, never names.
Equipment. In Year 1 we buy about $4,000 in equipment (a sound system, basic lighting, a printer, a laptop and art and music supplies), then about $1,500 to $2,000 a year to replace worn items.
Staff. One teaching artist and program staff member in Year 1, then two in Year 2, two in Year 3, three in Year 4 and four in Year 5. Teaching artists are paid fairly for class time and preparation.
Office work. Bookkeeping, insurance and reporting cost about $11,000 in Year 1.
Management & Organization
Who leads the organization.
William Diaz, Executive Director.
The Executive Director leads the organization, raises money and manages grants and contracts, builds partnerships, oversees the finances and reports to the Board. Planned salary: $54,000 a year.
Teaching artists and program staff. Teach classes, plan performances and exhibits, work with schools and keep records. One position in Year 1, growing to four by Year 5, at a planned salary of $34,000 each. Qualifications we look for: a working artist with experience teaching children or adults, a warm manner and a commitment to the community.
Volunteers. Volunteers help with events, ushering, set-up, class assistance and publicity. They are screened and trained before they work with children.
Board of Directors. A five-member board including Priya Carter, who brings nonprofit finance experience.
Money management. Grant and contract money is tracked separately so we can show each funder exactly how their money was spent. An outside accountant reviews our books every year.
Milestones Narrative
Our goals and how we will measure them.
Year 1:
- Sign agreements with our first partner schools and venues.
- Hire our first teaching artist and recruit volunteers.
- Serve about 200 children and adults over the year.
- Reach our Year 1 goals for classes, performances and participation.
- Stay within a balanced budget of about $118,000.
Year 2: two teaching artists and program staff; budget of about $154,000.
Year 3: two teaching artists and program staff; budget of about $155,000.
Year 4: three teaching artists and program staff; budget of about $191,000.
Year 5: four teaching artists and program staff; budget of about $227,000.
Over the five years: grow to four teaching artists and program staff, add art forms and neighborhoods, and develop a youth ensemble. Venue and production costs grow about 5% a year.
How we will check our results. We record classes, events, participants and returning participants. Twice a year, participants and families answer a short survey. Staff and the Board review results and share them with funders.
Funding Request
What we are asking for, and how the money will be used. Our request: $30,000 from the Carlisle Family Foundation for our first teaching artist's salary, venue and production costs and the costs of reporting results, for January through December 2027. Year 1 budget: about $118,000, planned to balance. Year 1 money coming in: - Grants and government contracts: $96,000 (this request plus other grants we are applying for). - Ticket and class income and donations: $22,000. Year 1 costs: - Executive Director: $54,000. - Teaching artists and program staff: $34,000. - Venue and production costs (space, equipment, supplies, performance rights): $16,000. - Office costs (bookkeeping, insurance, reporting): $11,000. - That is about $115,000 in costs. The remaining $3,000 or so goes into savings. Equipment we buy once at the start (about $4,000) is paid from startup money, not from the yearly budget. The next five years. Our budget grows from about $118,000 in Year 1 to about $227,000 in Year 5 as we grow to four teaching artists and program staff. Grants and contracts are planned at $96,000 in Year 1, $122,000 in Year 2, $111,000 in Year 3, $135,000 in Year 4 and $159,000 in Year 5. Ticket and class income and donations grow from $22,000 to $68,000, so grants become a smaller part of our budget over time. Savings. We start with about $12,000 of our own plus $40,000 in startup support, and we add to savings each year. Important for grants. Many arts grants pay in installments or after a report, require a clear budget and expect a matching amount from other sources. We plan for that and keep careful records. Help we receive that is not cash. Donated space, volunteer hours, donated instruments and supplies, and partner venues are a real part of what we do and are not counted in the budget above. Free use of a library meeting room and community center stage (about $4,800 a year in rent value), about 700 volunteer hours a year and donated art supplies If we are just starting. A new organization can begin before it has its own 501(c)(3) status. One way is a fiscal sponsor: an established nonprofit that agrees to receive grants for you and pass them to your program, usually for a fee (commonly around 5% to 10% of the grant, sometimes more; ask before you agree). Many funders accept this. Another way is to start smaller: partner with a school, church or library for space, start with one class series and a small showcase, and track results carefully. Strong results from a small start make larger grants and contracts easier to win.
Appendix Notes
Documents to attach with this proposal:
- Your IRS 501(c)(3) letter, or your fiscal sponsor agreement.
- Your most recent financial statements and your current budget.
- A list of your Board members and what they do.
- Letters of support from schools, venues, artists or other partners.
- Samples of your work: photos, videos, programs or reviews.
- Your child safety and volunteer screening policies, and proof of insurance.
- Your participation numbers from the past year, if you have them.
- Resumes for your Executive Director and key staff. If you don't have any of this yet, no worries - let's continue.
The assumptions behind our numbers (change them in the Financials section to match your own):
- Staff pay: Executive Director $54,000; each teaching artist and program staff member $34,000, growing from 1 to 4.
- Venue and production costs about $16,000 in Year 1, rising about 5% a year
- Office costs about $11,000 in Year 1, rising about 4% a year.
- Grants and contracts set so each year's budget balances with a small amount saved.
- Every dollar amount is an estimate. Replace them with your organization's real budget.