Umbrella Guidelines

Umbrella Guideline | Umbrella Insurance Information | Umbrella Mailing Information | Umbrella Organizations

application

Groups requesting umbrella status must apply in writing. A simple letter or e-mail describing your group and its mission is sufficient. Please attach a copy of your annual budget and your proposed season.

SBDA Board of Directors must approve requests for umbrella status. Board meetings are held on the first Wednesday of the month. Please call the office to confirm and be placed on the agenda. You may come to the meeting if you wish. The Board will notify you of your acceptance.

Upon Board acceptance you will be given a contract to sign and be asked to pay your $500 fee. Contracts run for 12 months from your acceptance. Annual renewal will automatically be sent to you.

Umbrella status may be granted to performing groups or individuals. We cannot umbrella classes, workshops and/or studios.

SBDA is solely responsible for all funding received and distributed under our non-profit status. We are directly responsible to the IRS and other government bodies as well as to donors and funding organizations. We are responsible for satisfying your funders’ wishes, ensuring reports are made to them in a timely manner. Under some circumstances, SBDA may need to require additional agreements, tracking and reporting documents for your funders.

proposed season

Umbrellas must submit their proposed season dates for the following season as early as possible and before securing venue dates, so we can assist dance groups in avoiding schedule conflicts. We also need this information for our insurance company so you will be covered. Changes can be made as they occur.

depositing funds

For donors to receive tax deductions, contributions must flow through SBDA. Government agencies and private foundations require that their funds flow through a non-profit.
Grants or donations are to be made payable to:

Santa Barbara Dance Alliance / Put company name on memo line Financial institutes will only accept checks payable to: Santa Barbara Dance Alliance, P O Box 22256, Santa Barbara, CA 93121

SBDA will acknowledge donations of $100 or more, in writing, although Federal regulations require us to acknowledge amounts over $250. We will send donors our Federal Tax ID Number for their tax purposes.

transferring funds to umbrellas

SBDA receives funds from your donor.
Umbrella group submits a breakdown of planned expenditures on our billing form. (see addendum C)
SBDA will make a check payable to the Umbrella group or individual on receipt of billing.
Umbrella group will retain original receipts as itemized on the bill and turn in copies of said receipts to SBDA as per IRS requirements.

If billing is based on estimated expenses, a revised bill should be submitted reflecting actual expenditures.

earned/contributed income

SBDA accepts only unearned/contributed income such as: grants, donations from Individuals, corporations, foundations, and government sources.

Earned income: tickets, fees for performance, merchandise and workshops can go directly into Umbrella’s accounts.

Additional Fiscal Fees may be assessed if the Umbrella group or individual requires excessive servicing and will be based on the amount of administrative time to process the donations either monetary or in-kind.

fiscal year end accounting

SBDA is required to include all income that passes through our account from each of our Umbrellas, unearned or gifted, with our yearly 990 non -profit Federal Income Tax filing.

Umbrella groups or individuals will give SBDA a summary of income/expenditures at the end of each fiscal year (July 1-June 30) on the form provided. This is due to SBDA by September 15. If accounting is not submitted to SBDA by this time, it will result in termination of Umbrella status without refund.

Umbrella group or individual is responsible for distributing 1099 and W2 forms in early January using their social security or employer number to each employee that has earned over $600/year. Copies must go to employee and to IRS and Franchise Tax Board.

Forms can be obtained at IRS offices or on line at www.irs.com.

SBDA will give the principal member of each Umbrella group a 1099 covering all funds that pass though SBDA, unless you are a corporation. You are required to file this income on your income tax. It may be filed on your personal tax on a Schedule C as it is a business. Ask your accountant. Each umbrella group is responsible for filing their own income taxes.
GRANTS

Umbrellas may apply for grants under SBDA's non-profit 501 (c)(3) status. Some foundations/organizations only accept one grant application from each non-profit. SBDA will have priority in this instance. Check before you apply. Santa Barbara Foundation is one.

when you decide to apply for a grant

Write your grant.
We will review your grant upon request.
You may need copies of our non-profit tax identification number, copies of our 501(c)(3) status, and a 990 form.
You may also need appropriate SBDA signatures. Please be sure to obtain these well in advance.
A final copy of the grant must be given to us for our files inasmuch as SBDA is the fiscally responsible party.

Any arts group or individual artist may submit a grant under the auspices of SBDA with a $25 non-refundable fee payable to SBDA for each grant submitted. Once a grant is approved and funded, said group/individual must become an Umbrella member of SBDA. All $25 fees received within the 12 months of the first application will be applied towards Umbrella Membership. Membership begins on the date of first application continuing for 12 months.

insurance

Umbrella group or individual must give an estimated number of annual performances and performers to SBDA due by September 15, with updates as needed.

For an unusually large number of performers and/or audience members or additionally insured, the insurance fee may increase, subject to our insurance company’s discretion. [This has not yet occurred].

Specific endorsement language needed by some government funding sources, have been assessed additional fees by our insurance provider. Please check with us so we can ask the insurance company.

Groups with their own 501 (c) (3) who wish to join for insurance purposes only must pay the yearly $500 fees.

Additionally insured certificates for venues/entities must be requested sufficiently in advance to obtain required paperwork from our Insurance Company. They will need the following information: 1) Venue or Business Name, 2) Contact Personnel, 3) Mailing Address, 4) Fax Number, 6) Phone Number, 7) E-mail Address (if applicable) and 8) Dates and brief description of event. Please e-mail this information to: office@sbdancealliance.org.

additional information

Non-Profit Bulk Postal Rate
Umbrella groups or individuals may use SBDA Non-Profit Bulk Postage Rate providing they are current on their administrative and insurance fees. [See additional instructions for mailing information]

Mailing List
Umbrella Groups and individuals may have the use of SBDA’s Mailing List at the rate of 5¢ per label, maximum charge of $100. Our current list is 2,500 and growing.

Listing in Promotional Material
Individuals or groups operating under the corporate umbrella of Santa Barbara Dance Alliance are required to acknowledge SBDA prominently in all posters, ads and programs as a sponsor of their operations and events. Logos are available upon request.

Suggested wording
This production is presented in cooperation with, or under the auspices of, Santa Barbara Dance Alliance. Check with us if you wish to use other wording.

Consultations
SBDA will set up limited consultations with any individual or group by request, including critiquing grants. We can also refer outside consultants in any area that is needed. Rates usually start at $40/hr.