Regional Arts Partner Designation
- Designation of Regional Service Area
- Change in Partner Designation; Conditions:
- Process for Recruiting and Designating a New Partner
- The Appeal of Removal or Denial of Designation
Designation of Regional Service Area
Each county in Indiana shall be assigned to a regional service area.
Existing regional service area boundaries -The designated service area boundaries that are in effect at the time of adoption of this document shall be the designated regional service boundaries.
Changes to boundaries - The regional service boundaries that define any one or more of the 11 regions may be revised if there is a compelling reason to do so, such as if a Regional Arts Partner (RAP) loses designation or if the Indiana Arts Commission (IAC) or a Partner can demonstrate the necessity of a change to the current boundaries. A proposal to change boundaries may only be made when the county or counties to be moved are contiguous to the Partner’s current service boundary.
Any change in counties will handled by the IAC in consultation with the regions affected.
RAP request for change - A Partner must have the approval of their Regional Advisory Council, Regional Network, or documented input from counties affected and their board of directors before approaching the IAC about revising the regional service boundaries.
The Partner’s CEO or board president will draft a letter to the IAC executive director stating their desire to alter the current regional service boundaries. This notification includes the reason for requesting the change, how the change will benefit the counties to be affected, how the change will benefit the RAP, the proposed timeline for the change, and an outline of any discussions with the other Partners to be affected. If the others affected are in agreement with the decision, they can co-author and sign the letter or submit their own letter of support.
If the affected Partner (s) is/are not in agreement with the proposed change to regional service boundaries, the IAC will request that they submit a letter of explanation outlining their concerns prior to any official review by the IAC.
IAC request for change - The IAC will notify the affected Partners in writing about proposed changes in the regional service boundaries. This notification will include the reason for requesting the change, how the change will benefit the counties to be affected, how the change will benefit the Partner and the proposed timeline for the change. Following this notification, the IAC will inform the remaining Partners of the proposal.
Constituent request for change - Any request for change coming from an organization or group must first be addressed to either a designated Partner or the IAC. It is at the discretion of either the Partner or the IAC to determine whether to pursue the change in regional service boundaries.
Process to change boundaries: Change to service boundaries requires a vote by the Commission, following its normal processes. All decisions of the Commission are final. Any amendments to existing RAP contracts concerning changes will be approved in writing by all affected parties.
Change in Partner Designation; Conditions;
There can be only one designated Regional Arts Partner in each region. A designated Partner (determined through an open "RFP" designation process conducted every four years) shall remain the designated organization and shall fulfill its responsibilities as a Partner for the duration or termination of the contract.
Regional Arts Partner designation may be changed due to any of the following circumstances:
- Voluntary relinquishment by Partner- Should situations arise that prohibit the fulfillment of the RAP contract by the partner, they will inform the IAC of such with at least six months notice.
- Removal by IAC for non-compliance - If the IAC determines that the Partner is not meeting the minimum regional services standards outlined in the RAP contract then the IAC shall notify the RAP in writing of the non-compliance issues and establish a grace period to allow the RAP to remedy the problem. This determination will be based on one or more of the following components:
- IAC review of any of the Partners' grant reports;
- Performance Review by a consultant authorized by the IAC.
- Not meeting the public review panel minimum score for funding on an application submitted for operating support. (If the minimum score is not met two years in a row, the RAP will be considered non-compliant by virtue of not being in good standing with the IAC's general operating grant category processes.)
- If the RAP remedies the compliance issue within the grace period to the satisfaction of the IAC, then the RAP agreement stands and the IAC will notify the RAP in writing.
- If the Partner does not remedy the compliance issue, meeting at least the minimum regional services standards that are outlined in this manual, within the grace period to the satisfaction of the IAC, then the IAC will issue in writing a Notice of Intent to Remove Regional Arts Partner Designation to the RAP. A second grace period may be granted to a non-compliant RAP, but this is at the discretion of the IAC.
- If the Partner does not remedy the compliance issue within the grace period(s) to the satisfaction of the IAC, then the IAC will issue in writing a Notice of Termination to the RAP. The IAC shall then do one of the following: 1) identify and designate a new RAP; 2) change the RAP service boundaries to distribute the region to other RAPs; or 3) take the responsibilities of administering the RAP services to the region.
Process for Recruiting and Designation a New Partner
- Recruitment activities: When a Partner vacancy exists midterm (during the four year designation cycle), the IAC shall widely advertise the availability of the position through a variety of means, which may include press releases, direct mailings, and Website postings. The IAC will also contact and recruit appropriate organizations.
- Assigning designation: The IAC Programs, Grants, and Services (PGSC) will make all designation recommendations and the full Commission will approve all designations. The PGSC can be expanded to include RAP Consortium representatives or other citizen advisors if deemed necessary by the IAC.
- In making its determination, the PGSC may schedule public meetings, request additional information, and schedule interviews with board members or staff of the applicant organization, or with citizens of the region, in order to evaluate the organization’s ability to be a RAP. The information gathered shall become part of the public record and shall be used in making the final determination about designation.
- The applicant organization will be informed in writing about the outcome of the IAC decision.
- Training: The IAC staff and willing Consortium members will provide training to the newly designated RAP. A mentor organization from the Consortium may be identified to provide additional training.
- Transfer of RAP information: When a new organization is awarded designation by the IAC, the previous RAP must receive written notification of the designation (whether or not it has voluntarily relinquished RAP status). This notification must contain a timeline for transfer of all appropriate records (i.e., all data from RAP’s grant database, grant files, etc.), a description of the closure process to be followed, and a request for return or transfer of all unexpended IAC regional arts allocation funds.
The Appeal of Removal or Denial of Designation
All designation decisions are made by the IAC Board of Commissioners. Organizations wishing to appeal the Commission decision must submit a written request to the IAC within five business days after the rejection notification date. The request must include the grounds of the appeal as follows: (1) information excluded from the review process, and/or (2) inaccurate review information. The written request will be reviewed by the Programs Grants and Services Committee who will determine if an appeal will be heard at the next quarterly business meeting of the Commission.