Q: What if we just want to document quilts belonging to guild members?
A: Having an “in-house” documentation is a great way to get ready for a public event. Even though the grants are only for public events, you are always encouraged to document quilts so the information can be used later. Using a format compatible with the Quilt Index will increase the chances of your information being included in the national database.

Q: Why is SSQA giving money away?
A: 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 across the state of Florida to host Quilt Documentation Days by making grants that will assist with a portion of the expenses involved.

Q: Will the money we give as grants come from our accumulated treasury, or money we raise in a given year?
A: The total amount of grant money given in any year will be determined by the Executive Committee as part of the budget planning process. It will determined by how much they think is possible to offer.
It is the intention of SSQA to assist as many groups as possible, not to underwrite any group’s entire expenses.

Q: Is SSQA going to pay for everything we need to host the Quilt Doc. Day?
A: Proposals should be made for funds connected to a particular expense of the Quilt Documentation Day, such as photography, copies of forms, room or equipment rental, or other need.

Q: Why should we bother to collect information?
A: The eventual hope is for the information gathered to be entered in the Quilt Index database ( a project of the Alliance for the American Quilt). See what this is like at: www.QuiltIndex.org
We want quilts currently found or made in Florida to be preserved for future study.
Groups must use documentation forms that will be 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

Q: Do you have to be a member of SSQA to apply for a grant?
A: No, but preference may be given to member groups. Grants are for groups established and operating in Florida, who are planning to host a Quilt Documentation Day for the public.

Q: How will we publicize the availability of SSQA documentation grants to potential applicants?
A: We’re doing it right now in this newsletter, as well as on the website! Have you suggested hosting a Quilt Doc. Day to your guild?

Q: Who decides which groups get the money?
A: A committee of five SSQA members will receive and read all the proposals submitted between Jan. 1 and March 31. They will plan a day in April or May when they can all travel to meet together and make the decisions. The Board will have the final approval of the awards committee’s recommendations.

Q: How will the committee to select the recipient of the Grants be selected?
A: SSQA members are being asked to volunteer for the committee, and the Board will have final approval of those members. You may volunteer right now!

Q: What happens to the grants program if no one volunteers to serve on the grant application review committee?
A: If there is no awards committee, no grants can be awarded. But the first committee is almost finalized now, and will be announced soon.

Q: What if I want to be on the committee and my guild wants to make a grant proposal?
A: Groups having a member sitting on the awards committee may apply, but that member will remain neutral concerning any vote involving that group’s application.

Q: How many grants will be made?
A: 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. Any group that does not win a grant is encouraged to apply again for the following year.

Q: Can I get a grant for myself?
A: Grants cannot be made to individuals.

Q: How will groups get all the details, forms, etc. to make a proposal?
A: When the forms are finalized by the end of November, they will appear on the SSQA website to be printed out as needed. There will also be complete information about who may apply, what the requirements are, and the time table of what is to be done.

Q: When should the Quilt Doc. Day be held?
A: The grant money is to be awarded in June, and must be used one year from the time of the award (example: any time between June 20, 2008 and June 20, 2009).

SunRays newsletter November 2007, January 2008