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HomeMy WebLinkAbout07/25/2024 - CULTURAL RESOURCES BOARD - AGENDA - Funding Meeting CULTURAL RESOURCES BOARD FUNDING MEETING July 25, 2024, 5:30 pm White Pine Room, The Center for Creativity 0 7 /25 /24 -AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. AGENDA REVIEW 4. CITIZEN PARTICIPATION 5. APPROVAL OF MINUTES JUNE 22, 2024 6. UNFINISHED BUSINESS 7. NEW BUSINESS a. 2024 Special Event Grant: July Deadline – Discussion and Funding Recommendations  Review 4 applications and determine funding recommendations b. Katy Schneider – Director of Marketing – Visit Fort Collins – Update c. Grantee Presentation – Blast N Scrap d. Eileen May - Cultural Services Overview – Presentation e. Capacity Building Workshop Series – Discussion 8. DIRECTOR’S REPORT 9. BOARD MEMBER REPORTS 10. OTHER BUSINESS 11. ADJOURNMENT Cultural Resources Board REGULAR MEETING Thursday, June 27, 2024 – 5:30 PM, Founders Room, The Lincoln Center 6/22/24– MINUTES Page 1 CALL TO ORDER: 5:32 PM ROLL CALL • Board Members Present –Sheri Emerick, Conner Horak-Flood, Jessica MacMillan, Kelly Mosher, Vicki Fogel Mykles (Vice-Chair), Audra Vaisbort, Leslie Walker (Chair) • Board Members Remote – • Board Members Absent – • Staff Members Present – Solara Clark, Davina Lau, Eileen May • Guest(s) – Katy Schneider AGENDA REVIEW • Solara Clark would like to add Davina Lau to New Business for an introduction. PUBLIC PARTICIPATION APPROVAL OF MINUTES • Jessica MacMillan’s name is incorrectly spelled on the draft May minutes. Solara Clark will make the correction before submitting the final May minutes. • Approval of May 2024 minutes. Jessica MacMillan made a motion to approve the minutes. Vicki Fogel Mykles seconded the motion. The motion passed unanimously. UNFINISHED BUSINESS NEW BUSINESS • Davina Lau, Boards and Commissions Coordinator – Introduction o Davina Lau introduced herself to the Board and gave an overview of what her role is in Boards and Commissions. o The Board expressed their gratitude to Davina. o Davina Lau reminded the Board of the Volunteer Engagement Summit on August 29, 2024. • Katy Schneider – Director of Marketing, Visit Fort Collins – Update o Katy Schneider informed the Board that lodging tax is up 6.5% year-over-year. In February it was down, but in April it was up. Overall, lodging tax is up. o Katy Schneider informed the Board that Visit Fort Collins launched their new website.  The Board looked at the new events calendar on the new website.  Fort Fund grantees can continue to input their own events in the calendar for posting. o Katy Schneider informed the Board that in September, Visit Fort Collins will be finishing their research as to why people come to Fort Collins. She will share that when the results are received. DR A F T Cultural Resources Board REGULAR MEETING Thursday, June 27, 2024 – 5:30 PM, Founders Room, The Lincoln Center 6/22/24– MINUTES Page 2 o Visit Fort Collins had seven media outlets feature Fort Collins in June. • Fort Fund Process/Eligibility Review and Q&A – Presentation o Solara Clark reviewed the process of the Fort Fund grant program from start to finish and answered questions from the Board. • Capacity Building Workshops – Discussion o Leslie and Vicki informed the Board that they have found a presenter for the Grant Writing Workshops.  Maggie Dennis has a lot of experience as a grant writer in Fort Collins. She has been a member of the Cultural Resources Board in the past and understands the Fort Fund Grant Program. She also does workshops in the area.  This workshop is targeted towards the smaller nonprofits but will be open to the public. o The potential date is October 7, 2024  Eileen May informed the Board that staff will be gone for the Grant Makers in the Arts conferences from October 6-9, 2024. Solara Clark will look at additional dates available at the Center for Creativity for this workshop. o Any graphic requests will need to be made well in advance. Solara Clark will reach out for details to include in the flyer. o Leslie Walker requested to review how Fort Fund is marketed in the future. DIRECTOR’S REPORT • Eileen May updated the Board on the Budgeting for Outcomes budget process. o Community Capital Improvement Project requests for Cultural Services include the Children’s Garden and restrooms at the Gardens on Spring Creek, Parking, The Lincoln Center catering kitchen, and the Trolly Barn and Artifact storage for the Fort Collins Museum of Discovery. o All City budgets go to City Council in September. • Eileen May informed the Board of the Center for Creativity openings. o July 18th is the VIP opening from 6:30-8:30 pm. o July 26th is the Creative Industry Night opening from 6-8 pm. o July 27th is the Public Grand Opening from 10 am – 2 pm. • The Cultural Services Leadership Team and Senior Staff will begin meeting to review our progress on the FoCo Creates Masterplan. • Eileen May will be meeting with Dean Klinger (Community Services Director) to review where the department is at. • Eileen May invited the Board to attend the Grant Makers in the Arts conference in Chicago from October 6-9. Unfortunately the department cannot fund Board members, but Board members are welcome to come at their own expense. • In the future, the Board will begin receiving more department broad information about DR A F T Cultural Resources Board REGULAR MEETING Thursday, June 27, 2024 – 5:30 PM, Founders Room, The Lincoln Center 6/22/24– MINUTES Page 3 what the department is doing. o Leslie Walker requested the job description of the Cultural Services Director. o Sheri Emerick requested an organizational chart for the department and City. • Eileen May informed the Board that there will be a retreat for this Board for strategy in the future. BOARD MEMBER REPORTS • Audra Vaisbort attended the ARCINDA performance at The Lincoln Center Support League’s children’s lawn series. • Kelly Mosher attended a concert by the Front Range Chamber Players. • Sheri Emerick attended a performance by Dance Express and saw the Origami in the Garden’s exhibit at the Gardens on Spring Creek. • Conner Horak-Flood attended Canyon Concert Ballet’s school program. • Jessica MacMillan saw the Origami in the Gardens exhibit at the Gardens on Spring Creek, attended a performance by Larimer Chorale’s Silvertones ensemble, and attended performances by Off the Hook Arts. • Leslie Walker attended the performances by Off the Hook Arts, a performance by OpenStage, a performance at Bas Bleu, and the Art in Public Places Board meeting. OTHER BUSINESS • Leslie Walker informed the Board that Solara Clark forwarded the Chair/Co-Chair presentation. • Leslie Walker reminded the Board about the Volunteer Summit on August 29th. ADJOURNMENT: Sheri Emerick made a motion to adjourn at 7:22 PM. Audra Vaisbort seconded the motion. The motion passed unanimously. Respectfully submitted, Solara Clark Project Coordinator DR A F T Headline Copy Goes Here Eileen May, Director Cultural Services Organizational Review 07/17/2024 Headline Copy Goes Here 2 Cultural Services Department Organizational Chart RESIDENTS OF FORT COLLINS FORT COLLINS CITY COUNCIL CITY MANAGER DEPUTY CITY MANAGER DIRECTOR OF COMMUNITY SERVICES DIRECTOR OF CULTURAL SERVICES Dir. Of Cultural Services Eileen May Sr. Mgr., Lincoln Center Jack Rogers Sr. Mgr., Museum of Discovery Cheryl Donaldson Sr. Mgr., Gardens on Spring Creek Kim Manajek Lead Specialist, Art in Public Places Ellen Martin Program Mgr., Community Programs Nick Heimann Project Coordinator/ Fort Fund Solara Clark Headline Copy Goes Here •BFO (Budgeting for Outcomes) – a 2-year budgeting process that identifies upcoming expenses and pairs them with the City funding sources. It is a year - long process and has been used by the City for almost 2 decades. •City Council mid-cycle budget appropriations – although infrequent, there can be unanticipated requirements that trigger an out of cycle appropriation to be made by Council. •Donations and private grants (CityGive)- occasionally we will get a donation from an external entity or person – this money is processed through our City Give program and may be earmarked for specific goals. •Federal or State Grants – grants are available for specific projects or programs – these should be coordinated through Kerri Ishmael, our City Grant Administrator. This funding will often come with specific restrictions and reporting requirements. PRIMARY FUNDING MECHANISM SECONDARY FUNDING MECHANISM Where does Community Services budget come from? Headline Copy Goes Here •Ongoing Baseline Budget Funding •This is for ongoing budgetary needs, often the same level of funding as the prior budget cycle plus a standard percent increase. •The City of Fort Collins transfers funding annually from the General Fund to Cultural Services divisions. •One-time Budget Enhancement Request Funding •These are requests for one-time expenses, like a capital project, major maintenance, other one-time funding needs. •Ongoing Budget Enhancement Request Funding •These are requests for expenses that will become part of the Ongoing Baseline Budget in future years, like positions, major software ongoing expenses, or adding a new program. FUNDING REQUEST OPTIONS IN THE BFO PROCESSHow does the City decide how much Cultural Services receives? Headline Copy Goes Here 5 2024 Adopted Budget $ 000’s Lincoln Center $4,284 Gardens on Spring Creek $2,661 Museum of Discovery $1,189 Fort Fund $600 Art in Public Places $309 Center for Creativity $199 Total Cultural Services $9,242 2024 Adopted Budget; Ongoing Offers only Headline Copy Goes Here 6 Where the Money Comes From Cultural Services Revenue $4,507 General Fund Contribution $3,633 Dedicated Revenue $934 Cultural Services Reserves $168 Total Cultural Services $9,242 $ 000’s Dedicated funding includes: Fort Fund, Art in Public Places, CCIP O&M Headline Copy Goes Here 7 Cultural Services Funding Sources Cultural Service Generated Revenue Charges for Service/ Fees Gardens Admissions Ticket Sales Education Programs Concessions Contributions & Donations Individual Donations Corporate Donations & Sponsorships Rents Building Rental Office Rental Interest Income Headline Copy Goes Here 8 Fort Fund The City of Fort Collins Municipal Code, Chapter 25, Article IV Lodging Tax - Sec. 25-244. – Use of Tax a)The lodging tax shall be used by the City in accordance with the allocation as set forth in Subsection (b) hereof for the purpose of acquiring facilities and promoting tourism, conventions and other activities which utilize public accommodations within the City. b)Seventy-five (75) percent of the revenue received by the City from lodging tax shall be utilized for the promotion of convention and visitor activities and twenty -five (25) percent of the revenue from the lodging tax shall be utilized for cultural development and programming activities. This is how the City disburses the funds:Lodging Tax Promote Convention & Visitor Activities 75% Convention & Visitors Bureau 70% Fort Fund (Tourism Programming) 5% Promote Cultural Development & Programming 25% Fort Fund (Cultural Development & Programming 25% Headline Copy Goes Here 9 Art in Public Places The City of Fort Collins Municipal Code, Chapter 23, Article XII Art in Public Places. Sec. 23-304. – Construction projects greater than $250,000 a)All requests submitted to the City Council for appropriations for construction projects estimated to cost over two hundred fifty thousand dollars ($250,000.) shall include an amount equal to one (1) percent of the estimated cost of such project for works of art. Sec. 23-305. - Construction projects between $50,000 and $250,000 In all construction projects costing between fifty thousand dollars ($50,000.) and two hundred and fifty thousand dollars ($250,000.) the project architect or engineer shall utilize a City -selected artist to participate in the design of the project for the purpose of incorporating works of art into all aspects of the project. This is how the City disburses the funds: 1% Capital Projects Artwork 78% Operations 20% Maintenance 2% Headline Copy Goes Here 10 Organizational Chart – Cultural Services Headline Copy Goes Here 11 Cultural Services Director Job Description Job Summary: Leads, administers and manages Cultural Services programs, events, and facilities which may include visual and performing arts, public art, community gardens, and museum services. Essential Duties: •Participates in formulating and administering City Cultural Services department policies and developing long range plans, goals, and objectives. •Directs the preparation of short term and long range plans and department's annual budget based on the goals and objectives of the department. •Reviews and analyzes programs, operations and associated costs evaluating departmental progress with regard to stated objectives and future needs. •Evaluates the results of overall operations and service levels and provides regular reports to the Service Area Director and City Manager. •Oversees contracts with booking agents and performers for City sponsored shows and series. •Administers and coordinates activities for Cultural Resources Board, Art in Public Places Board, and other community review committees. •Represents the City in matters relating to The Lincoln Center, the Fort Collins Museum of Discovery, the Art in Public Places Program, the Community Center for Creativity (Historic Carnegie Building), the Cultural Community Program, the Fort Fund Grant Program, and the Gardens on Spring Creek. Headline Copy Goes Here 12 Project Coordinator Job Description Staff Liaison Role: •Uploading yearly meeting dates to the event calendar (fcgov.com). •Preparing and sending the meeting agenda. •Recording meeting minutes. •Handling logistics regarding meeting scheduling and setup. •Coordinating the Board's work plan and annual report. •Ensuring new members are oriented to the Board, including procedures and projects. •Tracking attendance and volunteer hours. •Coordinating the upload of public documents through the City Clerk's office. •Advising Board or Commission members if a planned action is impermissible or inadvisable. •Advising appropriate City staff if a Board or Commission's planned action does not align with City Code or policy. Job Summary: Work related to planning, coordinating, administering, and monitoring internal projects and on -going programs.Ensuring project and program results meet requirements regarding policies, technical quality, reliability, schedule and cost.in the department. Headline Copy Goes Here 13 Project Coordinator Job Description Continued Essential Duties: •Project management support through scheduling, budget development and tracking, task tracking, contract administration, document management, and developing and monitoring standard project metrics. •Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring feasibility. •Coordinate, administer, and monitor progress of department processes, programs and projects within a budget and scope. •Monitor assigned budgets. •Assist in program development, implementation, and evaluation of new procedures and systems. •Develop and document Standard Operating Procedures (SOPs). •Assist in defining and drafting department policies consistent with City policies. •Communicate and interpret department policies and procedures to department employees and managers. •Assist in developing reports and communications to provide project information and status updates to both internal and external customers. •Identify and implement process improvement initiatives. •Develop, compile, maintain files, records, reports, spreadsheets, and databases as requested. •Compose and perform detailed editing of memos, letters, correspondences, documents and reports. •Perform technical work associated with various business, financial, payroll, human resources, or budget processes within the department. •May serve as a supervisor of support staff. Created: 2024 -07-10 16:16:31 [EST] (Supp. No. 148) Page 1 of 1 Sec. 2-145. Cultural Resources Board. (a) The City shall have a Cultural Resources Board, hereafter referred to in this Section as the "Board." The Board shall consist of seven (7) members. (b) The Board shall have the following functions: (1) To advise and make recommendations to the Director of Cultural Services and Facilities and the City Council as to rules, regulations, policies, administrative and budgetary matters pertaining to the Cultural Services Department's programs, services and facilities and any other cultural facility constructed or operated by the City; (2) To review proposals for funding from the Cultural Development and Programming Account and the Tourism Programming Account, following established and published guidelines, and to submit recommendations regarding such proposals to the City Council to be approved by the City Council by resolution; (3) To advise and make recommendations to the City Manager regarding any proposed revisions to the guidelines used by the Cultural Resources Board to make the funding recommendations referred to in Paragraph (2) above; and (4) To assist, advise and make recommendations to the Director of Cultural Services and Facilities and the City Council on arts and culture related matters and regarding opportunities to promote awareness, understanding, and appreciation for, the value of cultural resources in the community. (Ord. No. 049, 2021, § 2, 4 -20-21)