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HomeMy WebLinkAbout06/27/2024 - CULTURAL RESOURCES BOARD - AGENDA - Funding Meeting CULTURAL RESOURCES BOARD FUNDING MEETING June 27, 2024, 5:30 pm Founders Room, The Lincoln Center 0 6 /27 /24 -AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. AGENDA REVIEW 4. PUBLIC PARTICIPATION 5. APPROVAL OF MINUTES MAY 23, 2024 6. UNFINISHED BUSINESS 7. NEW BUSINESS a. Katy Schneider – Director of Marketing, Visit Fort Collins – Update b. Fort Fund Process/Eligibility Review and Q&A – Presentation c. Capacity Building Workshops – Discussion 8. DIRECTOR’S REPORT 9. BOARD MEMBER REPORTS 10. OTHER BUSINESS 11. ADJOURNMENT Cultural Resources Board REGULAR MEETING Thursday, May 23, 2024 – 5:30 PM, Columbine Room, The Lincoln Center 3/28/24– MINUTES Page 1 CALL TO ORDER: 5:35 PM ROLL CALL • Board Members Present –Sheri Emerick, Conner Horak-Flood, Vicki Fogel Mykles (Vice- Chair), Audra Vaisbort, Leslie Walker (Chair) • Board Members Remote – Jessica MacMiller • Board Members Absent – Kelly Mosher • Staff Members Present – Solara Clark, Eileen May • Guest(s) – Jephta Bernstein AGENDA REVIEW • Katy Schneider is unable to attend the meeting. PUBLIC PARTICIPATION APPROVAL OF MINUTES • Approval of March 2024 minutes. Jessica MacMillan made a motion to approve the minutes. Vicki Fogel Mykles seconded the motion. The motion passed unanimously. Approved by roll call, Ayes: Sheri Emerick, Conner Horak-Flood, Jessica MacMillan, Vicki Fogel Mykles, Audra Vaisbort, Leslie Walker. UNFINISHED BUSINESS • Leslie Walker requested Solara Clark send out the marketing efforts of Visit Fort Collins referenced in the March 2024 Cultural Resources Board meeting. NEW BUSINESS • Eileen May, Director of Cultural Services – Introductions o Eileen May introduced herself to the Board and provided some information on her background. o The Board introduced themselves to Eileen. • Jephta Bernstein, Executive Director, Off the Hook Arts – Presentation o Jephta Bernstein reviewed Off the Hook Arts and what the organization does. o Jephta Bernstein informed the Board of Off the Hook Arts’ upcoming events in the Music Spoke Concert Series (see attachment). o There was a brief Q&A session between the Board and Jephta Bernstein about Off the Hook Arts. • Election of Chair and Vice-Chair o Solara Clark reviewed the process of electing a Chair and Vice-Chair. The Board briefly discussed the potential for Co-Chairs and one Vice-Chair. There was consensus to not move forward with Co-Chairs and to keep the Chair and Vice- Chair structure as the Board has done historically. DRAFT Cultural Resources Board REGULAR MEETING Thursday, May 23, 2024 – 5:30 PM, Columbine Room, The Lincoln Center 3/28/24– MINUTES Page 2 o Election of Chair:  Vicki Fogel Mykles nominated Leslie Walker for Chair. Leslie Walker accepted the nomination.  Sheri Emerick motioned to vote for Chair. Jessica MacMillan seconded the motion. The motion passed unanimously. o Election of Vice-Chair:  Leslie Walker nominated Vicki Fogel Mykles for Vice-Chair. Vicki Fogel Mykles accepted the nomination.  Conner Horak-Flood expressed interest in this role in the future and requested to be included in any mentoring and learning opportunities moving forward.  Sheri Emerick motioned to vote for Vice-Chair. Leslie Walker seconded the motion. The motion passed unanimously. • Capacity Building Workshops – Discussion and Next Steps o The Board discussed the background of the capacity building workshops for Eileen. The goal is to assist grantees based on what the Board sees is missing on the Fort Fund grant applications. o Leslie Walker reviewed some details about the capacity building workshop on fundraising. For simplicity, Corporate Sponsorships has been removed from this first workshop and the focus will be on Grant Writing and Fundraising.  The Board agreed that the Center for Creativity would be the location for these workshops. • Solara Clark is requested to check room availability at the Center for Creativity for September 16 and October 7, 2024.  The Board agreed that the workshop duration will be around 1.5 hours from 4 – 5:30 pm. This would accommodate a one hour presentation and 30 minute question and answer session.  Leslie Walker and Vicki Fogel Mykles are asked to get estimates for hiring a grant writer to present at the workshop.  Leslie Walker asked for volunteers to serve on the Capacity Building Workshops sub-committee. • Sub-Committee Members: Sheri Emerick, Conner Horak-Flood, Jessica MacMillan, Vicki Fogel Mykles, and Leslie Walker DIRECTOR’S REPORT • Eileen May reviewed some guidelines about Boards and Commissions: o Any group of three or more Board members is considered a public meeting and must be posted online. o Email should not be used to discuss business. o No emailing or texting other Board members during a meeting about topics DRAFT Cultural Resources Board REGULAR MEETING Thursday, May 23, 2024 – 5:30 PM, Columbine Room, The Lincoln Center 3/28/24– MINUTES Page 3 discussed in the meeting. o All communication is subject to the Colorado Open Record Acts and can be requested by the public. o A member will be automatically removed if they have two unexcused absences or miss 25% of meetings in a calendar year (unless approved by staff). • Everyone should have received Fort Fund liaison assignments. Anyone with four or less assignments will be prioritized in the next round of grants. • Please email City Staff if you meet with anyone as a member of the Board (organization leadership, City Council, etc.) • Please send any key contacts to Eileen if you feel they should meet. • The Gardens on Spring Creek celebrated their 20th anniversary with over 750 community members in attendance on May 8th. • The Gardens on Spring Creek’s upcoming exhibition, Origami in the Garden, will open on June 1, 2024. • The Gardens on Spring Creek annual plant sale fundraiser was a huge success with ~$176,000 in net revenue. • The Center for Creativity will officially open in July. The creative industry night will be July 26, 2024 and the public grand opening will be July 27, 2024. Everyone on the Board will receive and invite. o Eileen and Solara will work on scheduling a tour of the building for the Board. • Art in Public Places has been working on Pianos About Town, transformer cabinets and the White Water Park Mural. • Laura Valdez, Co-Executive Director of the Museum of Discovery, has taken a job with Bohemian Foundation as their Community Programs Director. Her last day with the Museum is Friday, May 24, 2024. • The Museum of Discovery had a great opening of the Alebrijes exhibit and is currently still on display. • The Cultural Community Programs has served over 5,000 people and hired over 300 artists over the last two years. o The program will be evaluated in the near future. • The Lincoln Center will be announcing their 2024-2025 Season next week (week of May 27). BOARD MEMBER REPORTS • Audra Vaisbort attended the Leonardo! and Perondi’s Stunt Dog Experience shows at The Lincoln Center. • Vicki Fogel Mykles attended Debut Theatre Company’s James and the Giant Peach performance. • Sheri Emerick attended the Centennial Children's Chorus concert, ARCINDA’s puppetry performance, and the Gregory Allicar Museum “Arts &” Student Showcase. DRAFT Cultural Resources Board REGULAR MEETING Thursday, May 23, 2024 – 5:30 PM, Columbine Room, The Lincoln Center 3/28/24– MINUTES Page 4 • Conner Horak-Flood attended the Northern Colorado Intertribal Powwow Association’s annual powwow and Founded in FoCo conference. • Jessica MacMillan attended the Fort Collins Symphony’s final season performance. • Leslie Walker attended OpenStage’s “Dance Nation” performance. OTHER BUSINESS • Leslie Walker asked the Board about next month’s agenda. o The Board requested Solara Clark present about the Fort Fund. Solara Clark will add this to the June agenda. • Kelly Mosher is unable to attend the Poudre Landmarks Foundation’s Old Fashioned Fourth of July event as their liaison. Leslie Walker offered to attend the event as the liaison. ADJOURNMENT: Jessica MacMillan made a motion to adjourn at 7:27 PM. Audra Vaisbort seconded the motion. The motion passed unanimously. Approved by roll call, Ayes: Sheri Emerick, Conner Horak-Flood, Jessica MacMillan, Vicki Fogel Mykles, Audra Vaisbort, Leslie Walker. Respectfully submitted, Solara Clark Project Coordinator DRAFT Headline Copy Goes Here Project Coordinator CuRB Staff Liaison Solara Clark Fort Fund Process Review and Q&A 6/27/2024 Headline Copy Goes Here 2 Eligibility Requirements01 Applying for a Grant Point of view of the applicant02 Staff Process Pre-Scoring03 Cultural Resources Board Member Scoring04 02 Headline Copy Goes Here 3 Staff Process Post-Scoring05 Reporting Point of view of the applicant0206 Headline Copy Goes HereEligibility Requirements 4 •Organization must be a 501(c )3 nonprofit organization in existence for at least one* year prior to the application deadline •Event must be held in Fort Collins, the Fort Collins Growth Management Area, or a City owned property. •Event must fit the event length requirements specific to each grant. •Event may not occur earlier than sixty days after the application deadline •Event must be open to the public •Organization must have artistic, administrative and management leadership (professional or volunteer) capable of completing the proposed project. •The applicant organization must be in good standing with the Fort Fund Grant Program Headline Copy Goes HereApplying for a Grant – Applicant POV 5 Applicant clicks direct link to grant. After login, this is the home page. Click on summary. Headline Copy Goes HereApplying for a Grant – Applicant POV 6 Applicant inputs organization/project information Headline Copy Goes HereApplying for a Grant – Applicant POV 7 Click “Pre-Application” Headline Copy Goes HereApplying for a Grant – Applicant POV 8 Applicant fills out the pre-application which determines eligibility Headline Copy Goes HereApplying for a Grant – Applicant POV 9 Upon approval of the pre-application, applicant gets access to full application. Headline Copy Goes HereApplying for a Grant – Applicant POV 10 Applicant fills out the application Headline Copy Goes HereApplying for a Grant – Applicant POV 11 Click “Documents” Headline Copy Goes HereApplying for a Grant – Applicant POV 12 Applicant uploads requested documents then submits the application Headline Copy Goes HereStaff Process – Pre-Scoring 13 •Staff reads applications as they are submitted •Determine eligibility •Understand the application in order to provide support •Saves all applications and budgets for City records •Organizations have the option to fix applications if needed •Staff opens permission for CuRB to score and sends email with scoring information Headline Copy Goes HereCultural Resources Board Member Scoring 14 Login to ZoomGrants and use the scoring criteria to score each application •All applications are scored against the criteria, not against other applications •Comments both private and public are encouraged in ZoomGrants •Applicants may ask for feedback. Notes are a great way to respond quickly •All applications are eligible. Any questions on eligibility can be sent to staff •Do not score applications in which you have a conflict of interest with •Be aware of biases! Headline Copy Goes HereCultural Resources Board Member Scoring 15 ZoomGrants Reminders •You must select “review tools” on an individual application in order to score •Everything should autosave. Do not exit the window immediately after submitting a score or comment •ZoomGrants requires a strong network connection •When an application score is complete, a number will show in the summary of applications page. A progress bar means it is not 100% complete •CuRB does not approve or decline applications and does not make suggestions on funding amounts Headline Copy Goes HereStaff Process – Post-Scoring 16 •Staff exports the scores to create the funding plan to present to the Cultural Resources Board •Scores are Olympic (throw out lowest and highest, average remaining) •Minimum score of 75 to be funded. •Scores determine funding category •Funding category determines percentage of grant request to be funded •Funding is adjusted to fit the available funding •Staff determines funding based on budget, number of applications, history of funding, etc. •Avoid drops and spikes in funding •Cultural Services Financial Analyst reviews funding plan for accuracy •Funding plan is presented to CuRB for approval to recommend to City Council Headline Copy Goes HereStaff Process – Post-Scoring 17 •Upon CuRB approval, staff submits an Agenda Item Summary, funding plan, and draft meeting minutes to City Council for a resolution •If City Council approves, staff begins the “notification of awards” process •Staff creates draft contracts with award amounts, project information, report dates, and other requirements •Staff sends contracts to contacts listed on the application. Legal and Cultural Services Director review and sign as well. •Upon a fully executed contract, staff creates a purchase order (if applicable) and invoice to send to accounts payable. •Staff assigns liaison responsibilities to CuRB Headline Copy Goes HereReporting – Applicant POV 18 Login to ZoomGrants and go to application •Click reports tab •Fill out report and submit updated requested documents •Not all organizations have two reports •For Program Support, receiving a report triggers second half of the grant payment •Completing the Final Report finalizes that season’s grant Headline Copy Goes Here Questions and Discussion