Join the Benton County Cultural Coalition
Are you enthusiastic about reaching out to let individuals, organizations and communities know that there is money available for art, culture and heritage programs in Benton County, Oregon?
Would you like to help distribute funds from the Oregon Cultural Trust (OCT) to increase opportunities for participation in art and culture in Benton County?
If you are interested in serving on the Benton County Cultural Coalition (BCCC), please – Complete this on-line Member Interest Form
All members work together to keep the BCCC fully staffed. Please let us know which jobs best suit your skills and interests. We conduct business through email and meet at varied locations throughout the county 6-8 times per year (primarily from August through February).
Mentoring (each BCCC member is matched with one grantee annually)
Participates in Grant Workshop to become familiar with grant process and meet potential grant applicants (October);
Maintains contact with one grantee from Grant approval through to Final Grant Report,
Shares information about grant project with other BCCC members for use in BCCC publicity, and to encourage attendance at grant-funded events (ongoing);
Reviews grantee Final Report and approved Grant Application, helps resolve questions, if any (January)
Grant Review Committee
Meets annually to review 20-40 Letters of Intent (LOI) and recommends some or all to apply (September); reads and analyzes LOI as they come in
Meets annually to review Grant Applications and recommend final grant awards (November); reads and analyzes Grant Applications as they come in
Recommends final grantee slate to entire BCCC for approval (November)
Google Mail Manager
Tracks BCCC Google mail account daily; forwards messages to appropriate BCCC members
Creates email contact lists and groups for BCCC members, committees, and grant applicants annually
Archive File Manager
Formats and saves incoming online Letters of Intent, Grant Applications and Final Reports as Word documents
Distributes documents to BCCC members via email
Files one copy of each grant document (OCT grant, Letters of Intent, Grant Applications and Final Reports) in grant notebook and online in BCCC Dropbox account for each Fiscal year.
Communication Committee (includes Secretary):
Announces grant opportunities via List Serv, press, and poster/fliers throughout Benton County
Provides a summary description of each funded project for BCCC members and press;
Promotes end of year giving to the Oregon Cultural Trust;
Announces BCCC membership opportunities via List Serv, press, and poster/fliers throughout Benton County
Manages supply and distributes BCCC brochures; re/designs brochures as needed
Creates, assembles and takes down annual BCCC display for Footwise window (2 week period)
Recruits new members throughout Benton County: Adair, Alpine, Alsea, Bellfountain, Blodgett, Corvallis, Kings Valley, Monroe, North Albany, Philomath, Summit, Wren, …
Reviews online Member Interest forms
Presents slate of candidates to BCCC for vote
Introduces new members at next BCCC meeting;
Updates and distributes the list of BCCC member contact information to all members annually
Enters Grant Committee members’ email addresses in website to receive incoming on-line forms
Turns on Letter of Intent form at midnight on July 31st and off at midnight on September 10th
Turns on Grant Application at midnight on September 30th and off at midnight on October 31st
Monitors website for incoming Letters of Intent, Grant Applications and Member Interest Forms.
Updates website with list of new grant recipients annually
Updates website with list of current BCCC members annually
Postmaster: (Ideally someone who already has a personal PO Box in Philomath)
Checks PO Box#1504 at Philomath post office frequently and notifies Chairperson, Treasurer or Grant Committee Lead of incoming mail.
Checks box on September 10th for Letters of Intent; October 31st for Grant Applications, December 5-15th for Grant Agreements, and Final Reports (August-December).
Arranges payment of annual fee to renew PO Box in early December
Establishes the dates of BCCC meetings/Grant Writing Workshop at start of grant cycle, works with coalition members to set meeting locations
Completes Oregon Cultural Trust (OCT) Cultural Participation Agreement/Acct Info updated (August)
Checks to be sure information is current on the Benton County page of OCT website
Upon receipt of OCT contract, meets with Benton County finance officer to sign agreement to secure funds from OCT (late Sept/early October), updates and thanks County Commissioners for supporting BCCC
Guides BCCC through the grant process with leadership at meetings
Maintains master copy of BCCC position descriptions, policies and procedures, passwords and external contacts
Manages BCCC Listserv, adding current grantees and other interested parties annually
Writes and distributes minutes for BCCC meetings;
Files digital copies of approved minutes into DropBox
Creates annual budget, including grant award level, with BCCC member approval (October).
Provides printed copy and budget reports at BCCC meetings
Manages reimbursements for coalition members
Exec Committee: Chairperson, Grants, Communications and Membership Committee Leads, Webmaster, Secretary & Treasurer
THANK YOU FOR YOUR INTEREST!