The Sunshine State Quilters’ Association
2008 Grants for Quilt Documentation Days

Purpose
SSQA’s purpose statement includes “... to preserve the heritage of quilting, to be a source of education, and to preserve quilts”. We want to encourage groups located in the State of Florida to host Quilt Documentation Days by making grants that will assist with a portion of the expenses involved. The eventual plan (though beyond our immediate control) is for the information gathered to be entered in the Quilt Index (a project of the Alliance for the American Quilt).

Grants
The total amount of grant money to be given in any year will be determined by the Executive Committee as part of the budget planning process.
It is the intention of SSQA to assist as many groups as possible, but not to underwrite any group’s entire expenses.
The number of grants given each year will depend on how many applications are received, amounts requested, funds available for that year, and quality of the proposals.

Who may apply
Grants are for groups established and operating in Florida, who are planning to host a Quilt Documentation Day for the public. Preference may be given to SSQA member groups.
Any group that does not win a grant is encouraged to apply again next year.
Groups who have not been awarded a grant may be given preference over previous winners.
Groups may work with another group to host the Documentation Day.
Groups having a member sitting on the awards committee may apply, but that member will remain neutral concerning any vote involving that group.
Grants cannot be made to individuals.

Guidelines & Rules
Proposals should be made for funds connected to a particular expense of the Quilt Documentation Day, such as hiring a quilt appraiser/historian; photography, copies of forms, room or equipment rental, or other stated need.
All grant proposals should be completed and received by the awards committee according to the time table.
Groups must use documentation forms that are compatible with the Quilt Index, and agree to make the information available at a later time when it can be included in the Quilt Index database. SSQA cannot be responsible for storage of the collected data.
SSQA will be mentioned in promotional materials for the Quilt Documentation Day.
Grant funds must be used within one year of the award.
Groups that are awarded grants will send a report to SSQA reviewing their Quilt Documentation Day and how the grant funds were used.
Any grant funds not used for the purpose stated in the grant must be returned to SSQA.

Time Table
The total amount of money available for grants is determined by budget planning and announced by Executive Committee at their first meeting of the year.

Proposals and Letters of Agreement are accepted from January 1 to March 31. SSQA cannot consider late arrivals.

The Awards Committee meets between April 1 and May 31. Each committee member will receive a copy of each proposal for study before the meeting. Decision on awards will be made at this meeting.

Executive Committee approves recommended awards.

The SSQA Treasurer sends funds to each grant winner along with a copy of the Letter of Agreement, signed by SSQA.

The group sends a Review Form within 60 days of holding the Quilt Documentation Day, or returns funds if the event is cancelled.