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HomeMy WebLinkAboutCultural Resources Board - Minutes - 07/31/2003of Fort Collins Cultural, 'b Lincoln Center and Recreational Services CULTURAL RESOURCES BOARD MINUTES Regular Meeting — Thursday, July 31, 2003 12:00 p.m. Lincoln Center 1I Council Liaison: Karen Weitkunat Staff Liaison: David Siever 11 Chairperson: Ayleen Bums Phone: 225-3937 (it) Vice -Chair- Ann Wilmsen A regular meeting of the Cultural Resources Board was held on Thursday, July 31, 2003 at 12:00. The following members were present: Board Members present: Marilyn Barnes, Ayleen Bums, Jack Steele, John Wilkinson, Ann Wilmsen Board Members absent: Jennifer Sterling Beccard, Loren Hooper Staff Members present: David Siever, Libby Colbert Call to Order — (12:06 p.m.) Ayleen Burns 11. Consideration of agenda - David Stever announced that there would be two small items to add under "Other Business." N1. Consideration of Minutes of June 25 and 26, 2003 There was one correction to the minutes of July 31, 2003. Motion to accept minutes as amended — Ann Wilmsen Second — Jon Wilkinson Passed Unanimously W. City Council "Period Review Process" update from committee - Ayleen Bums and Ann Wilmsen reported on the Period Review Process and Council presentation. They reported that it went very well and Council had some questions and some suggestions. Council asked if there was an outstanding "wish" or "need" for the City's Cultural Services. Ayleen reported that the obvious were a new performing arts center, museum expansion, and to re -fill the Education position at the Museum. Bill Bertschy suggested that the CRB research other historic building and existing facility resources in the City. Karen Weitkunat suggested that the Board revisit the Board by-laws, as they include items that the Board no longer oversees, such as reviewing historic sites, etc. She also stated that the CRB should work at better defining the role of the Museum in the community. The Board decided that they should ask Jill Stilwell what the plans are for the expansion of the Museum. V. Update on Selection process for Director of Cultural Services - David Siever and Libby Colbert summarized the process for the selection of the Director of Cultural Services and Facilities. 117 West Magnolia . Fort Collins, CO 80521 2646 ^ (970) 221-6735 ^ FAY (970) 454-0424 VI. Review of Fort Fund Pr, 'ss — The Board discussed the topic of Tier III organizations holding back profit money from their events to be used as seed money for future events. Some Board members did not want to encourage this and felt it would be better for organizations to spend the money on services the organization provides and look for additional funds from other sources to fund future events. Other Board members felt it was necessary for the Board to encourage organizations to use some of the profit as seed money to become more self-sufficient from year to year. Staff reported that it was not the initial intent of Fort Fund to continue funding these events year after year in the hopes that they would become more self-sufficient. The Board asked that this topic be added to the August agenda. There was also a suggestion to add the Chair-person's Fort Fund introductory remarks to the packets sent to the applicants, so they know ahead of time the funds available, the number of applicants, the process, etc. VII. CBCA Award Update — The board discussed the award and the number of recommendation letters received. The committee will start calling those people who have not yet submitted a letter. VIII. Transition period and staffing — David Siever and Libby Colbert informed the Board on how the Lincoln Center staff is preparing for the transition in directorship. Jill Stilwell help Ayleen Burns run the CRB meetings. She will work with Ayleen Burns on future agendas. Charity Kunter of the Lincoln Center administration office will also assist with the CBCA Award logistics as necessary and as instructed. IX. Review of Fort Fund Events — Crossroads Safehouse — Fabric of Legacies — Jack Steele Good attendance, several ads with logo X. Committee Reports/Event Updates - None XI. Other Business: Naming Policy — Staff distributed information from the City Manager's office regarding the development of a Naming Policy. The Board gave their suggestions on changes to the policy and staff will forward the suggestions to the City Manager's office. By -Laws — Staff distributed copies of the CRB by-laws with suggested changes. The Board made additional recommendations. Staff will present a final draft at the next meeting. Lincoln Center Entryway feature- Ellen Martin, Lincoln Center Visual Arts Administrator, presented a model of an entryway feature that has been selected for the Lincoln Center. The artwork was gifted by the Lincoln Center Support League and installation in scheduled for Autumn 2003. XL Adjournment: 1:40 p.m. Respectfully submitted, Libby Colbert Public Relations Coordinator Cultural, " `brary and Recreational Services Lincoln Center City of Fort Collins ADMINISTRATION: CULTURAL RESOURCES BOARD LINCOLN CENTER REPORT AUGUST 28, 2003 Jill Stillwell has been hired as the new Director of Cultural Services and Facilities. She will start in her new position September 2"d and will be attending the Western Arts Alliance Conference September 3rd through September 7"' along with David Siever and Marty Heffernan. Cheryl Donaldson has been appointed the acting director of the Fort Collins Museum. David Siever's last day will be September 19"'. There will be a retirement party starting at 5 pm on September 19"' Events during August include: Lorie Line and her Pop Chamber Orchestra Indigenous The Magic Flute The Mostlies Torn Sawyer Murder at the Vicarage — Openstage Theatre Colorado Drum & Percussion Alonzo Martinez Golf Banquet Tri City Education Real Estate Class Advanced Energy Eyestone Elementary Retreat Board of Realtors class Magic Club Poudre Valley Hospital Norlarco Credit Union 7 regular users 18 private receptions VISUAL ARTS: The Lobby Gallery is featuring "Fiber, Form, & Function" — a display of wearable art. Jemufer Thompson and Irene Chan's "Painting and Book Arts is in the walkway gallery. Mitch Caster, Diane Halley, and C.R. Tyler painting and pastels are on display in the Intimate Gallery. ART IN PUBLIC PLACES: "C'mon Through" was installed at the Traffic Operations Facility. The life-size bronze figure by Fort Collins artist James Haire, is located at the front entrance and depicts a turn of the century traffic control officer. "Joy Ride" has been installed at Homestead Park. The piece consists of 100 pipes constructed to make a fence. The pipes play musical notes when struck. Visitors can "play" the fence and will be rewarded with `Bach's "Joy of Man's Desiring". 417 West Magnolia • Fort Collins, CO 80521-2646 ° (970) 221-6735 • FAX (970) 484-0424 August 11, 2003 Ms. Libby Colbert Public Relations Coordinator Lincoln Center 417 West Magnolia Fort Collins, CO 80521 Dear Libby: This letter is to confirm our phone conversation today about the Fort Fund grant of $500 to the Eracism Film Series. Our committee was holding off on accepting the grant, pending a decision from the Gannett Foundation on our funding application. If Gannett awarded us the full $1,000 we requested, then we would respectfully decline the Fort Fund award. As is turns out, Gannett awarded the Film Series $500, a decision we just learned of today. Therefore, if the $500 is still available from Fort Fund, then we will most gratefully accept it. I'm sorry for the confusion this may have caused, and hope there is still time to accept the Fort Fund's generous award. Sin rely yours, Pat Byrne Chair, Eracism Film Series Committee 1631 Scarborough Dr. Fort Collins, CO 80526 BY-LAb FOR THE CULTURAL RESOURCES BC ,D Article I - Name The name of this board shall be the "Cultural Resources Board." Article II - Duties The Board shall act as an advisory board to the City of Fort Collins on the following matters: A. All matters pertaining to the Fort Collins Museum. B. All matters pertaining to any city auditorium and cultural center constructed by the city. C. All matters pertaining to the Cultural Development and Programming Account (Fort Fund) Article III - Board Commission The Board shall consist of seven members appointed by the City Council for terms of four years. The Board shall elect a chairperson and such other officers as it may require. In order to accomplish the work of the Board effectively, evaluation standards must be set. Standards which the City Council feels strongly about including assure that: (I) the members know and understand the legal and technical aspects of the area in which they are working; (2) the members understand fully their scope of authority, limitations, responsibilities, and specifically delineated problems or areas of assignment; (3) the members represent a cross- section of the community or make a concentrated effort to solicit in -put from the wide variety of groups within the community. Article IV - General Responsibilities A. The Cultural Resources Board is advisory to the City Council. It is not policy -setting unless stipulated by the City Council in their establishing ordinances. All appointed members are voting members of the Board, including chairpersons. Board minutes shall show how each member has voted in recording action taken by the Board. B. Attendance policy, openings and re -appointments: Upon acceptance of appointment, Board members demonstrate their intention and ability to attend meetings. Either of the following shall automatically cause a member's appointment to be terminated: 1) Three consecutive absences from regularly scheduled meetings of the board, without prior written notification to the staff liaison or chair. 2) Four absences from regularly scheduled meetings of the board in any calendar year without written notification to the staff liaison or the chair. BY-L iS FOR THE CULTURAL RESOURCES E 4RD 2. Chairpersons are responsible for officially notifying City Council (with copies to City Manager) when a member resigns or a vacancy exists for other reasons. 3. Council will appoint replacements by resolution as needed. 4. City Manager's office will notify new members and chairpersons of appointments. 5. Election of officers should be held each year in February or March. The Board conducts an election of officers yearly, holding rotation of chairpersons as necessary to the group's vitality and nurturing of emerging leadership. 6. Supporting staff members for the Board shall send the names of new officers to City Council and City Manager's office following election of officers. Article V - Public Participation All meetings of this Board at which any formal action is taken by the Board shall be public meetings open to the public at all times. Any such meeting required to be open to the public shall be held only after full and timely notice to the public. For the purpose of this provision, adopting a regular meeting date and the filing of a statement of the same with the City Clerk shall be considered full and timely notice. The City Clerk shall make all such notices available to all interested members of the public. Communicating with the Public: The goals and objectives of the Board should be communicated to the general public (a) for their general information, and (b) to solicit citizen input and support. Public meetings should be held and widely publicized when appropriate. Article VI - Relations with City Council Communication with Council: Once goals, objectives, calendars and budgets have been established, the Board shall make a formal report to the City Council, making these decisions known. The report shall be submitted in writing for the information of the Council so that they are advised of work in progress and make budget adjustment recommendations. Nine copies of the minutes shall be submitted to the City Manager's office, seven to be distributed to the Council members; one copy shall be submitted to the City Clerk, and kept on file. Making recommendations to the council: When specific recommendations are made which require Council action, the Board should (a) request the City Manager to give the Board a place on the City Council agenda through the supporting staff person, (b) supply all appropriate background information, documents, letters, and/or detailed reports for inclusion in the agenda, (c) submit the recommendation in writing. The form suggested should be used in making requests for additional funds. BY -LA' )FOR THE CULTURAL RESOURCES Bl AD The Board will be notified, through its staff support, when and if an item of interest to them will be on the City Council agenda or heard in a Council work session. Article Vll - Membership Procedures Any applicant desiring to become a member of this Board shall submit an application pursuant to the procedures established by ordinance. As vacancies arise on the Board, the Cultural Resources Board shall advise City Council as to the needs of the Board for persommel. Article Vlll- General Requirements A. The officers of the Board shall consist of: Chairperson Vice -Chairperson B. Regular meetings shall be held on the last Thursday of each month, starting at 12:00 p.m. at such time and place as may be deemed desirable and necessary. C. An agenda will be mailed out to each Board member by Friday preceding the following Thursday date meeting. This shall be done in cooperation with the chairperson of the Board- D. Special meetings may be held at any time at the call of the chairperson, provided notice thereof be given to all members of the Board at least 24 hours in advance of the special meeting. E. Roberts Rules of Order shall govern in the parliamentary procedure of the Board. F. A quorum shall consist of 4 members of the appointed Board being present. Article IX - Standing Committees The Board may, pursuant to its bylaws, appoint committees consisting of its own members and other citizens of the City of Fort Collins for the purpose of studying and making recommendations to the whole Board on particular matters within the jurisdiction of the Board. The Board shall, as needed, organize committees to assist the Board in its projects and/or to advise other committees established by the Museum, Lincoln Center, and Cultural Services and Facilities. Each appointed committee will be responsible for its assignments and make reports and recoinrnendations to the Cultural Resources Board. Article X - Amendments Amendments to these by-laws may be proposed at any regular meeting, but will become BY-L; S FOR THE CULTURAL RESOURCES E RD effective only after a favorable vote at a subsequent meeting. Article XI - Maintenance of Records Formal minutes of each meeting will be taken and maintained as part of the permanent files. The files will be maintained at the office of the staff support person. A copy of such minutes will be maintained by the City in the City Clerk's office. FORT FUND EVENT REPORT FOR TOURISM ACCOUNT RECIPIENTS: If you need information about tracking the economic benefits (outside dollars coming into Fort Collins) that were directly related to visitors who attended your event, contact the Fort Collins Convention & Visitors Bureau at (970) 482-5821. Use both sides of this form and/or submit additional pages if more space is needed to provide sufficient information. 1. Number of visitors who stayed in qualifying lodging properties (please check one) less than 20 21 - 50 51 - 100 X 101 - 250 more than 250 2. Names of hotels used by attendees and participants and number of rooms booked by same. University Park Holiday Inn (22), Holiday hm Holidome (8) Best Western University Inn (10), Budget Host Inn (12) Fort Collins Marriott Hotel (17) Hampton Inn Fort Collins (9), Motel 6 (1), Mulberry Inn (3), Quality Inn (4) Ramada Inn (5) and Sleep Inn (2). 3. Number of visitors who stayed overnight in the Fort Collins area, but used alternative lodging (not hotels, motels and bed & breakfast inns within the city limits). X less than 20 21 - 50 51- 100 101 -250 more than 250 Please check the types of alternative lodging used. (check all that apply) Private home(s) X Campground Other Please specify HoteUMotel/B&B outside city limits or in other cormmunities X 4. Number of visitors who attended or participated in the event but did not stay overnight. less than 50 51 - 100 101 -250 251 - 500 X more than 500 home Cities, States, regions of U.S., or Countries of Visitors (please list) Alamosa, Arvada, Ault Aurora. Bailev. Bellvue, Berthoud, Boulder, Broomfield, Burlington, Cedaridge, Centennial, Clifton. Denver Eaton EckertErie Estes Park Fort Collins, Fountain, Glen Dale, Golden, Grand Junction, Greeley Highlands Ranch fkud Johnstown LaPorte, Lakewood, Littleton, Longmont, Louisville, Loveland Morrison Palisade Pueblo Red Feather Lakes Thornton, Wellington, and Windsor. Out of state: California: Camarillo, Fresno, and San Diego; Iowa: Carroll; Texas: Austin; and Wyoming: Cheyenne, Laramie, and Sheridan 6. Estimated per person expenditures and/or total economic impact of visitors who attended or participated in your event X $5 - $50 $51 - $200 more than $200 7. Other comments or suggestions Although several attempts were made to obtain assistance from the Fort Collins Convention and Visitors Bureau to survey patrons at Wine Fest, unfortunately, none was provided. August 2, 1999 FUil T FUND FINANCIAL REPORT FORio. 4AME OF PERSON PREPARING THIS REPORT: Nancy Jackson Tier #1 Recipients Only: Please check appropriate box 1DDRESS: 424 Pine Street, #101, Fort Collins, CO 80524 DAYTIME PHONE: 482-2700 ❑ Mid -year Report 4AME OF ORGANIZATION: Disabled Resource Services �X Final Report 4AME OF EVENT: Wine Fest XXI )ATE OF EVENT: June 6, 2003 ESTIMATED ATTENDANCE: 960 EXPENSES PROJECTED ACTUAL 'EES FOR SPEAKERS/ PERFORMERS: $ 0.00 0.00 'ECHMCAL/ PRODUCTION COSTS: 450.00 365.00 PACE RENTAL: 1,700.00 1,500.00 RAVEL: 0.00 0.00 4ARKETING/PUBLICITY:2, 500.00 1,472.00 )THER (List): Food 2,800.00 1,510.00 Security 0.00 80.00 Supplies/Egpt. Rent 1,100.00 1,029.00 Wine glasses 2,100.00 1,477.00 REVENUES PROJECTED ACTUAL ADMISSION CHARGES/ TICKETS: $22,700.00 24 570.00 CONCESSIONS: 130.00 311.00 ADVERTISING SALES: 1,575.00 1,525.00 GRANTS (List): Fort Fund 2,000.00 500.00 CO Wine Bd. 1,000.00 0.00 Corporate Donors 1,000.00 0.00 Silent Auction 9,000.00 7,696.00 Misc. Donations 500.00 850.00 'OTAL CASH EXPENSES:10,650.00 7,433.00 TOTAL CASH REVENUES:37,905.00 35 452.00 TOTAL PROFIT/LOSS FOR EVENT: $27,570.00 y-KIND CONTRIBUTIONS RECEIVED (IF APPLICABLE) FEES FOR SPEAKERS/PERFORMERS: $ 200.00 TECHNICAUPRODUCTION COSTS: 150.00 SPACE RENTAL: 300.00 TRAVEL: 0.00 MARKETING/PUBLICITY 5,300.00 OTHER (List): Wines 37,632.00 Food & Food Service 5,000.00 Auction Items 11,291.00 WAS THE FORT FUND LOGO USED IN ALL PUBLICITY FOR THIS EVENT? X YES NO (Please provide examples) TOTAL IN -KIND CONTRIBUTIONS: 59,873.00 'HE UNDERSIGNED HEREBY CERTIFIES AND REPRESENTS THAT TO THE BEST OF THEIR NOWLEDGE THE FOREGOING INFORMATION IS TRUE AND COMPLETE, AND ACKNOWLEDGES THAT 'HE CITY OF FORT COLLINS MAY REASONABLY RELY ON THIS INFORMATION IN TAKING ANY AND ,LL FURTHER ACTIONS IN CONNECTION WITH THE SUBJECT CONTRACT AND ANY FUTURE TPLICATIONS FOR FORT FUND FUNDS, PROJECTS OR CONTRACTS OF THE CONTRACTOR OR ELATED PERSONS, OR ORGANIZATIONS. Y: TITLE: Executive Director i .2T FUND FINAL REPORT FORM DATE • v�-� ' 20 o j /I c NAME OF PERSON PREPARING THIS REPORT: '1 r ADDRESS: i(_ _l_ t L, ;�' L�.S Z2 DAYTIME PHONE: 7n NAME OF ORGANIZATION: NAME OF EVENT: T_ DATE OF EVENT: a ESTIMATED _ ATTENDAppNCE: 5-/G 5 FINANCIAL REPORT ACTUAL CASH EXPENSES ACTUAL CASH REVENUES FEES FOR SPEAKERS/ ADMISSION CHARGES/ PERFORMERS: $ (8�S45_oo TICKETS: $ 52'2 TECHNICAL/ CONCESSIONS: — PRODUCTION COSTS: ADVERTISING SALES: 2 o©,bo SPACE RENTAL: 6 03(n oo GRANTS (List): TRAVEL: 2 Z0,d0 Fort Fund S'000,60 MARKETING/PUBLICITY: (0 33 ZZ,ZS y- Sod ,Oo OTHER (List) : (99.60 u�✓Lc_ (SD, mO b ( a 50, on O rn i L 7 73 3 S TOTAL CASH EXPENSES: 3,3 TOTAL CASH REVENUES:#3 S.�O, � t TOTAL PROFIT/LOSS EVENT: $ IN -KIND CONTRIBUTIONS RECEIVED (IF APPLICABLE) FEES FOR SPEAKERS/PERFORMERS TECHNICAL/PRODUCTION COSTS: SPACE RENTAL: TRAVEL: MARKETING/PUBLICITY OTHER t (List)-,,: ps-L�kr�u�r.A-wl� (mac zr��h-a*vo TOTAL IN -KIND CONTRIBUTIONS: S y`,ZO , O 0 (ZS ,Oo a%S:Uc- 5-2S 0 0 35U , 00 Zoo .00 9S'q-5.00 WAS CREDIT GIVEN TO FORT FUND AS A SPONSOR FOR THIS EVENT IN ALL PUBLICITY FOR THE EVENT? X YES NO PLEASE PROVIDE A FEW EXAMP1LES OF THE MATERIALS USED TO PUBLICIZE THIS EVENT. (,)kk 6 7 G" IF CREDIT WAS NOT GIVEN IN ALL PUBLICITY, PLEASE EXPLAIN WHY: (Use opposite side) unsay, June 1, cvvo ,)TD - Selected Accounts rage: i Cash Flow Report 1/1102through 12/31/02 Category 1/1/02- 1 2/31 /02 Inflows ad sales 200.00 Donation 499.60 grant 5,550.00 realocation -259.35 ticket sales 32,540.44 Total Inflows 38,530.69 Outflows Advertising 2,312.90 Band 15, 605.00 Caller 2,400.00 correction 17.11 Decorations 707.66 Dues 125.00 fees 13.40 grant made 421.00 Hall Rent 6,036.00 Insurance 150.00 Miscellaneous 155.10 Phone 530.80 postage 913.51 Printing 2,565.54 Refreshements 4,601.28 Refund 20.00 sound 1,507.25 Supplies 22.00 Teacher 540.00 travel 220.00 Total Outflows 38,863.55 Overall Total-332.86 FG.. i' FUND FINANCIAL REPORT FORI\_ AME OF PERSON PREPARING THIS REPORT:_Myrna Hagedorn Tier 41 Recipients Only: 15478 W. Highway 24 Please check appropriate box DDRESS: Woodland Park, CO 80863 DAYTIME PHONE: 719-687-5312 Mid -year Report AME OF ORGANIZATION: Rocky Mountain Synchronized SwimminP Final Report AME OF EVENT: 2003 Speedo Junior Synchronized Swimming Chanipionships ATE OF EVENT: Apr. 3-5, 2003 ESTIMATED ATTENDANCE: —950 EES FOR SPEAKERS/ ?ERFORMERS: ECHMCAL/ PRODUCTION COSTS: PACE RENTAL: RAVEL: EXPENSES PROJECTED ACTUAL $ 0 IARKETING/PUBLICITY: ,THER (List): Concessions Officials Reception/Hosp Officials Housing Athlete Hospitality OTAL CASH EXPENSES: _$2525_ _5450_ 0 _875_ 1300 _1375_ _800_ _200_ 12525 _1404_ _8043_ 0 _1512_ 2370_ _1582_ _440_ 0_ 15,351 REVENUES PROJECTED ACTUAL ADMISSION CHARGES/ TICKETS: $ _800_ 11 16 CONCESSIONS: 2650 1840 ADVERTISING SALES: 700 3144 GRANTS (List) Fort Fund _2500 _625 Athlete sponsor Fees _6000 _5120_ USSS Meet Subsidy 500 500 Program sales 175 338 Photo/video Sales 500 1375 Cash Donations _ _0 _7150_ TOTAL CASH REVENUES: _13,825 _ 21,208_ TOTAL PROFIT/LOSS FOR EVENT: $ 5857 Q-KIND CONTRIBUTIONS RECEIVED (IF APPLICABLE) FEES FOR SPEAKERSTERFORMERS: $ TECI II IICALTRODUCTION COSTS: SPACE RENTAL: TRAVEL: MARKETING/PUBLICITY OTHER (List): _Competition Hospitality+ _Comp Rooms for Officials+_ _Equipment Rental Discounts= WAS THE FORT FUND LOGO USED IN ALL PUBLICITY FOR THIS EVENT? _x_ YES NO (Please provide examples) $1890 IF THE FORT FUND LOGO WAS NOT _$2880 USED, PLEASE EXPLAIN WHY: $1040 TOTAL [N-KIND CONTRIBUTIONS: $5810 'HE UNDERSIGNED HEREBY CERTIFIES AND REPRESENTS THAT TO THE BEST OF THEIR :NOWLEDGE THE FOREGOING INFORMATION IS TRUE AND COMPLETE, AND ACKNOWLEDGES THAT 'HE CITY OF FORT COLLINS MAY REASONABLY RELY ON THIS INFORMATION IN TAKING ANY AND ALL FURTHER ACTIONS IN CONNECTION WITH THE SUBJECT CONTRACT AND ANY FUTURE APPLICATIONS FOR FORT FUND FUNDS, PROJECTS OR CONTRACTS OF THE CONTRACTOR OR ;ELATED PERSONS OR ORGANIZATIONS. ;Y: 7l�- n � � �J TITLE: Rocky Mountain S.S. Administrative Chair FORT FUND EVENT REPORT FOR TOURISM ACCOUNT RECIPIENTS: If you need information about tracking the economic benefits (outside dollars coming into Fort Collins) that were directly related to visitors who attended your event, contact the Fort Collins Convention & Visitors Bureau at (970) 482-5821. Use both sides of this form and/or submit additional pages if more space is needed to provide sufficient information. 1. Number of visitors who stayed in qualifying lodging properties (please check one) less than 20 21 - 50 51 - 100 101 -250 x more than 250 2. Names of hotels used by attendees and participants and number of rooms booked by same. University Park Holiday Inn (Host Hotel): 144 rooms: Quality Inn Suites (overflow): 10 room-; Residence Inn: 2 rooms 3. Number of visitors who stayed overnight in the Fort Collins area, but used alternative lodging (not hotels, motels and bed & breakfast inns within the city limits). x less than 20 21 - 50 51- 100 101 - 250 more than 250 Please check the types of alternative lodging used. (check all that apply) Private home(s) _x Campground Other Please specify Hotel/Motel/B&B outside city limits or in other communities 4. Number of visitors who attended or participated in the event but did not stay overnight. less than 50 51 - 100 _x_ 101 - 250 251 - 500 more than 500 5. Home Cities, States, regions of U.S., or Countries of Visitors (please list): Visitors came from all over US: AZ, CA, CN, FL, IL, IN, OH MD MN NH NJ NY VA WA and WI 6. Estimated per person expenditures and/or total economic impact of visitors who attended or participated in your event $5 - $50 x_ $51 - $200 _ more than $200 6. Other comments or suggestions August 2, 1999 r -RT FL_ND FINANCIAL REPORT FO" T NAME OF PERSON PREPARING THIS REPORT: Kim Lang Carter Tier #1 Recipients Only: Please check appropriate bo ADDRESS:_ 001A F.Harmony Rd PMB3�I#,YTIM-E PHONE: 970-481-6688 Mid -year Report NAME OF ORGANIZATION: High Performgnce Dance Theatre [, Final Report NAME OF EVENT: Scared Stiff, Moments from the Heart, Reflection- The best of HPDT 11/2/02 DATE OF EVENT: 2 / 14-1 5 / 0 3 ESTEvlATED ATTENDANCE: 5/23-24/03 620 EXTENSES REVENUES PROJECTED ACTUAL PROJECTED ACTUAL FEES FOR SPEAKERS/ PERFORMERS: S 18,60 .00 TECFIVZCALi' PRODUCTION COSTS: 15,799.00 SPACE RENTAL: 5480.00 TRAVEL: 0.00 MARKETNG/PUBLICITY: 6330.00 OTHER (List): Videographv_ 900.00 Tnanranre 75D.00 Box Office 566.00 Food 0.00 TOTAL F.RTR°LASES: 3000.00 51,4? .00 ADMISSION CHARGES/ 0-00 TICKETS: $31 152.00 6272.25 CONCESSIONS: 1750.00 283.00 3979.51 ADVERTISING SALES: 3300.00 1640.00 5125.00 GRANTS (List): Target 750.00 0.00 1179.26 Fort Fund Huffm1p688:88 6106:66 4393.12 FC CommFounda 1500.00 0.00 ArtsAlive 1500.00 500.00 400.00 Griffin ' 1000.00 500.00 819.75 Donations 0.00 302.00 145.00 Auction 0.00 1001.00 115.44 New Belgium 0.000 1000.00 0.76,1 Z�pgTOT.AL C.� §�E ESS 00-00 S1,4,2000 117,69R.25 TOTAL PROFIT/LOSS FOR EVENT: S 1 541 . 1 7 IN -KIND COiv=UTIONS RECEIVED (IF APPLICABLE) FEES FOR SPEAKERS/PERFORMERS: TECHNICAL,TRODUCTION COSTS: SPACE RENTAL: TRAVEL: MARKETNG/PLBLICIIY OTHER (List): Videoaraphy Fond Reception Auction Donations S l g, r n n on WAS THE FORT FUND LOGO USED 3 0 0. 0 0 ( He ad 1 i r>� s\jL PUBLICITY FOR THIS EVENT? 1113 nn(MrnCenter)XYES NO (Please provide examples) 11811111 450.00 IF THE FORT FUND LOGO WAS NOT 250.00 (SunseUkE&oVA-�1.�N WHY: 550.00 TOTAL IN -KIND CONTRIBUTIONS: 22,263.00 THE UNDERSIGNED HEREBY CERTIFIES AND REPRESENTS THAT TO THE BEST OF THEIR KNOWLEDGE THE FOREGOING INFORMATION IS TRUE AND COMPLETE, AND ACK-NOWLEDGES THAT THE CITY OF FORT COLLINS MAY REASONABLY RELY ON THIS INFORMATION IN TAKING ANTY AvD ALL FURTHER ACTIONS N CONNECTION WITH THE SUBJECT CONTRACT AND A1NY FUTURE APPLICATIONS FOR FORT FUND FUNDS, PROJECTS OR CONTRACTS OF THE CONTRACTOR OR RELATED PERSONS OR ORGANIZATIONS. BY: TITLE: FORT FUND FINANCIAL REPORT FORM \.iME OF PERSON PREPARING THIS REPORT: Plur�ys Tier 91 Recipients Only: IG31 Co (� S7„3 Please check appropriate bo )DRESS: CC) '�OSa4 DAYTIME PHONE: 4'70-q I S(o Mid -year Report >NIE OF ORGANIZATION: Ccunyor) ConcvrF BClN-+_ [K] Final Report UMEOF EVENT: coca- aoo3 Scco scn Dec. a0�2- rjc4ual \TE OF EVENT: mc,* aoo 3 ES D--ATTENDANCE: to, Fto 4- EXPENSES REVENUES PROJECTED ACTUAL PROJECTED ACTUAL ES FOR SPEAKERS/ ADMISSION CHARGES/ ERFORINLERS: $ 41. 2 55 Val 8 4 9 CHNICAL/ RODUCTION COSTS: -�3 , 5 1 O ACE RENTAL: Roo �,613 AVEL: q-I 3 913 �RKETING/PUBLICTTY:16 14, 64 3 TIER (List): -I i �Kbt Sales I, q 50 I, 39 3 Te0. 3S0 3 S 7 SeaScn ?5�c) b V1 )TALCASH EXPENSES:4151,980 138,03 { TICKETS: S IOS,c)oo i4q �g a CONCESSIONS:Tsh', is R,Soo 1, 155 ADVERTISING SALES: 3.100 LA, Ds 1 GRANTS (List): Fort Fund I D Oo O R, I c O I'Ta,it l.osa�cN-. �, 000 — -- 50 ml«. Gvn�+s ID sou a, aoo orP [)AMrs 'A, a0C) 350 end. Donors 3, 00o Nu+ ra rs TR �Bo� L"e- oo0 10 TOTAL CASH REVENUES:$151,gO0 $Ia9 a9(o TOT-�,LPROFTT/LOSS FOR EVENT: S 'q1'138 -KIND CONTRIBUTIONS RECEIVED (IF APPLICABLE) FEES FOR SPEAKERS/PERFORIVIERS TECHNICAL/PRODUCTION COSTS: SPACE RENTAL: TRAVEL: MARKETING/PUBLICITY OTHER (List): WAS THE FORT FUND LOGO USED N ALL PUBLICITY FOR THIS EVENT° YES NO (Please provide examples) IF THE FORT FUND LOGO WAS NOT USED, PLEASE EXPLAIN WHY: TOTAL. N-KIND CONTRIBUTIONS: IE UNDERSIGNED HEREBY CERTIFIES AND REPRESENTS THAT TO THE BEST OF THEIR 10WLEDGE THE FOREGOING INFORNL-kTION IS TRUE AND COMPLETE, AND ACKNOWLEDGES TH -. IE CITY OF FORT COLLIi 1S NL-�Y REASONABLY RELY ON THIS INFORMATION N TAKING ,-�-N-Y N _L FURTHER ACTIONS IN CONiNECTION WITH THE SUBJECT CONTRACT ,UND ANY FUTURE 'PLICATIONS FOR FORT FUND FUNDS, PROTECTS OR CONTRACTS OF THE CONTRACTOR OR iLATED PERSONS OR ORGANIZATIONS. Yea CD1 e� TITLE: CW"wrirIttntuX) Q+t� /� 6<nl4S �/l4cP.[l, rs.tf�ii�vf.Ll<A JS'[L LI�U [l<On (roll �GIC cx {Nc /CM�(� //Couwtat6 5l fiOK. NORTHERN COLORADO ARTIST ASSOCIATION Libby Colbert Public Relations Fort Fund Lincoln Center 417 West Magnolia Fort Collins, CO Dear Libby, Coordinator 80521-2646 June 23, 2003 Enclosed please find the final accounting for the Northern Colorado Artist Association's 12th National Art Exhibition and Sale. Again, we feel we had a successful show with the number of viewers in the 20 to 30,000 range, depending upon the various activities of the Lincoln Center. Our dis- appointment, for the second year, was the lack of acknowledge- ment and publicity by the Coloradoan. Our opening reception for the artist's and the public drew approximately 350 persons and we proudly displayed the Fort Fund banner for all to see. In addition to that we had table decor with the Fort Fund logo. Also enclosed please find a copy of our show catalog,which not only went to all opening night attendees but nationally to participating artist's and sponsors. A copy of our show poster is enclosed which was displayed in Fort Collins, Loveland and some in Denver. We continue to make this the premier --rat exhibition in the Rocky Mountain Region and thank the For Fund for i s,,support. � r / Si e / C Enclosures I rry� JH sbr, / J Show ,C airman I J ;no Fax 103c1, 7oat Loelt.e, (/,0 80522-1039 (y70) 223-6450 19 ?k J1.Ca7aUCd.U&.Z44 At Elk" aa.94&"aC uf- Atg k .04 ems& NORTHERN COLORADO ARTIST ASSOCIATION INCOME Final Accounting Entry Fees (369) $ 9225.00 Juror Lecture 770.00 Sales 705.50 Sponsors 2500.00 Total Income $13200.50 EXPENSES Acceptance/Rejection Letters 76.67 Advertising National Ads 70.00 Posters w/distr. 173.01 Press kits 46.07 After show mailings 43.87 332.95 Awards 5000.00 Ribbons/plaques/name tags 332.44 Don Benson Memorial Award 60.00 Catalog 1875.00 Juror 500.00 Expense 54.31 Juror Lecture Mini theatre rent 140.00 Ticket postcards 24.69 Misc (various) 106.05 Office expense (misc) 28.92 Postage, 115.33 Prospectus w/postage 1060.71 Shipping -slides 37.50 Shipping -awards 49.25 Telephone 46.43 Reception Canyon West Room 484.00 Caterer 2111.75 Coffee 46.28 Desert 84.70 Invitations 114.65 Linens 25.00 Music (Harpist) 100.00 2966.38 Total Expenses 12806.63 Profit (Loss) 393.87 Pd on 1039, �oas :w, eo 80522-1039 (970) 2U-6450 F !T FUND FINANCIAL REPORT FOI vAME OF PERSON PREPARING THIS REPORT: Knu Veccluo ADDRESS: 214 N. Howes Street DAYTIME PHONE:_221-6875 VAME OF ORGANIZATION: City of Fort Collins Parks and Recreation VAME OF EVENT: 14"' Aimual Just For Ladies Golf Tournament Tier 41 Recipients Only: Please check appropriate box ❑ Mid -pear Report ❑ Final Report DATE OF EVENT: 6/14/03 ESTIMATED ATTENDANCE:155 people EXPENSES REVENUES PROJECTED .ACTUAL PROJECTED ACTUAL FEES FOR SPEAKERS/ ADMISSION CHARGES/ PERFORMERS: $ 0 0 TICKETS: $ 5400.00 5234.00 TECHNICAL/ CONCESSIONS: 40.00 0 PRODUCTION COSTS: 100.00 103.47 ADVERTISING SALES: 0 0 SPACE RENTAL: 4000.00 4030.90 GRANTS (List): TRAVEL: 0 0 Fort Fund 2000.00 1400.00 MARKETING/PUBLICITY: _ 200.00 _ 175.74 18 hole sponsors @ $110 _ 1980.00 _ 1980.00 OTHER (List): Live/silent auction_ _ 2000.00 _ 2215.00 Participants' Gift _ 700.00 _680.81 String/Mulligan 750.00 _ 1318.00 Prizes/Silent Auction items 180.00 823.68 Braun's Fundraiser 0 1100.00 Participant beverages_ _ 650.00 362.71 TOTAL CASH EXPENSES: 5830.00 6177.31 TOTAL CASH REVENUES: 12,170.00 13,247.00 TOTAL PROFIT/LOSS FOR EVENT: $ 7,069.69 IN -KIND CONTRIBUTIONS RECEIVED (IF APPLICABLE) FEES FOR SPEAKERS/PERFORMERS: TECHNICAL/PRODUCTION COSTS: SPACE RENTAL: TRAVEL: MARKETING/PUBLICITY OTHER (List): $ 100.00 WAS THE FORT FUND LOGO USED 0 IN ALL PUBLICITY FOR THIS EVENT? 0 x YES NO 0 (Please provide examples) 0 Please see enclosed folder of examples. IF THE FORT FUND LOGO WAS NOT USED, PLEASE EXPLAIN WHY: TOTAL IN -KIND CONTRIBUTIONS: 100.00 THE UNDERSIGNED HEREBY CERTIFIES AND REPRESENTS THAT TO THE BEST OF THEIR KNOWLEDGE THE FOREGOING INFORMATION IS TRUE AND COMPLETE, AND ACKNOWLEDGES THAT THE CITY OF FORT COLLINS MAY REASONABLY RELY ON THIS INFORMATION IN TAKING ANY AND ALL FURTHER ACTIONS LN CONNECTION WITH THE SUBJECT CONTRACT AND ANY FUTURE APPLICATIONS FOR FORT FUND FUNDS, PROJECTS OR CONTRACTS OF THE CONTRACTOR OR RELATED PERSONS OR ORGANIZATIONS. 330 TITLE: City of Fort Collins Cultural library, and Recreational Service Recreation Division 141h Annual Just For Ladies Golf Tournament Event Summary June 14, 2003 The 146i annual Just For Ladies golf tournament was once again a fun and successful tournament in raising money to help provide recreational programs for people with disabilities! With the assistance of Fort Fund, AutaWash, 18 hole sponsors, a putting green sponsor, 75 contributing sponsors, and a full field of 144 women, the tournament raised over $7,000, the highest it has ever raised for the City of Fort Collins Adaptive Recreation Opportunities programs! The event was again held at Collindale Golf Course and the new clubhouse that opened in March 2003. Being in the new clubhouse added a fresh experience for everyone involved with the event. However, with a new facility and restaurant owner there are adjustments that need to be made. We surveyed the ladies who offered great suggestions, and we will work to implement those suggestions for next year's event. Nevertheless, we couldn't have asked for a more perfect day for the women to play golf. Along with 9 holes of play, each golfer received a continental breakfast, a pasta lunch, a free beverage on the course, and a gift bag filled with coupons and samples from local businesses valued at $120. Highlights of the day included a silent and live auction that brought in over $2,6D0 for ARO programs. The top eight teams and highest score were awarded prizes and individuals won prizes for longest drive, longest putt and closest -to -pin holes. Enclosed for your review is a picture of your hole sign and a copy of the program that was given to each participant listing you as a sponsor. Each year we strive to make the tournament better. Any comments or suggestions you may have are greatly appreciated, especially if you participated or had friends/co-workers that played and have suggestions. Please fill out the comment form (enclosed) and mail back to me at your earliest convenience. Again, thank you for helping make the 14th annual Just For Ladies the best ever! We look forward to combining efforts with you at next year's event! RECREATION -its for life! 214 North Howes Street • Fort Collins, CO 80521 • (970) 221-6640 • FAX (970) 416-2100 F )T FUND FINANCIAL REPORT FOR vAME OF PERSON PREPARING THIS REPORT:__Kim Vecchio Tier #1 Recipients Only: Please check appropriate box ADDRESS:_214 N. Howes Street DAYTIME PHONE:_221-6875 ❑ Mid -year Report VAME OF ORGANIZATION: City of Fort Collins Parks and Recreation Final Report VAME OF EVENT: 14°' Annual Just For Ladies Golf Tournament DATE OF EVENT:-6/14/03 ESTIMATED ATTENDANCE:155 people EXPENSES REVENUES PROJECTED ACTUAL PROJECTED ACTUAL FEES FOR SPEAKERS/ ADMISSION CHARGES/ PERFORMERS: $ 0 0 TICKETS: $ 5400.00 5234.00 TECHNICAL/ CONCESSIONS: 40.00 0 PRODUCTION COSTS: 100.00 103.47 ADVERTISING SALES: 0 0 SPACE RENTAL: 4000.00 _ 4030.90 GRANTS (List): TRAVEL: 0 0 Fort Fund 2000.00 1400.00 MARKETING/PUBLICITY: _ 200.00 _ 175.74 18 hole sponsors @ S 110 1980.00 _ 1980.00 OTHER (List): Live/silent auction_ _ 2000.00 _ 2215.00 Participants' Gifr 700.00 _680.81 String/Mulligan 750.00 1318.00 Prizes/Silent Auction items 180.00 823.68 Brawn's Fundraiser 0 1100.00 Participant beverages _ 650.00 _ 362.71 TOTAL CASH EXPENSES: 5830.00 6177.31 TOTAL CASH REVENUES: 12,170.00 13,247.00 TOTAL PROFIT/LOSS FOR EVENT: $ 7,069.69 IN -KIND CONTRIBUTIONS RECEIVED (IF APPLICABLE) FEES FOR SPEAKERS/PERFORMERS TECHNICAUPRODUCTION COSTS: SPACE RENTAL: TRAVEL: MARKETING/PUBLICITY OTHER (List): $ 100.00 WAS THE FORT FUND LOGO USED 0 IN ALL PUBLICITY FOR THIS EVENT? 0 _X_ YES NO 0 (Please provide examples) 0 Please see enclosed folder of examples. IF THE FORT FUND LOGO WAS NOT USED, PLEASE EXPLAIN WHY: TOTAL IN -KIND CONTRIBUTIONS: 100.00 THE UNDERSIGNED HEREBY CERTIFIES AND REPRESENTS THAT TO THE BEST OF THEIR KNOWLEDGE THE FOREGOING INFORMATION IS TRUE AND COMPLETE, AND ACKNOWLEDGES THAT THE CITY OF FORT COLLINS MAY REASONABLY RELY ON THIS INFORMATION IN TAKING ANY AND ALL FURTHER ACTIONS IN CONNECTION WITH THE SUBJECT CONTRACT AND ANY FUTURE APPLICATIONS FOR FORT FUND FUNDS, PROJECTS OR CONTRACTS OF THE CONTRACTOR OR RELATED PERSONS OR ORGANIZATIONS. BY TITLE - Z C / rl - `J%3,V,/ ' 6a City of Fort Collins Cultural - ibrary, and Recreational Service Recreation Division 141h Annual Just For Ladies Golf Tournament Event Summary June 14, 2003 The 14t° annual Just For Ladies golf tournament was once again a fun and successful tournament in raising money to help provide recreational programs for people with disabilities! With the assistance of Fort Fund, AutaWash, 18 hole sponsors, a putting green sponsor, 75 contributing sponsors, and a full field of 144 women, the tournament raised over $7,000, the highest it has ever raised for the City of Fort Collins Adaptive Recreation Opportunities programs! The event was again held at Collindale Golf Course and the new clubhouse that opened in March 2003. Being in the new clubhouse added a fresh experience for everyone involved with the event. However, with a new facility and restaurant owner there are adjustments that need to be made. We surveyed the ladies who offered great suggestions, and we will work to implement those suggestions for next year's event. Nevertheless, we couldn't have asked for a more perfect day for the women to play golf. Along with 9 holes of play, each golfer received a continental breakfast, a pasta lunch, a free beverage on the course, and a gift bag filled with coupons and samples from local businesses valued at $120. Highlights of the day included a silent and live auction that brought in over $2,6)0 for ARO programs. The top eight teams and highest score were awarded prizes and individuals won prizes for longest drive, longest putt and closest -to -pin holes. Enclosed for your review is a picture of your hole sign and a copy of the program that was given to each participant listing you as a sponsor. Each year we strive to make the tournament better. Any comments or suggestions you may have are greatly appreciated, especially if you participated or had friends/co-workers that played and have suggestions. Please fill out the comment form (enclosed) and mail back to me at your earliest convenience. Again, thank you for helping make the 14th annual Just For Ladies the best ever! We look forward to combining efforts with you at next year's event! RECREATION -it's forlife! 214 North Howes Street • Fort Collins, CO 80521 • (970) 221-6640 • FAX (970) 416-2100