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HomeMy WebLinkAboutCultural Resources Board - Minutes - 08/30/2001City of Fort Collins Cult, Library and Recreational ServW Lincoln Center CULTURAL RESOURCES BOARD MINUTES Regular Meeting - Thursday, August 30, 2001 12:00 p.m. Lincoln Center Council Liaison: Karen Weitkunat Staff Liaison: David Siever Chairperson: Fran Johnson Phone:493-4480(h) Vice -Chair: Ayleen Burns Phone:225-3937(h) A regular meeting of the Cultural Resources Board was held on Thursday, August 30, 2001 at 12:00 p.m., at the Lincoln Center. The following members were present: Ayleen Burns, Joan Day, Loren Hooper, Fran Johnson, Anna Otto, Arm Wilmsen, Board Members Absent: Jennifer Sterling Beccard Staff Members Present: David Siever, Lincoln Center Libby Colbert, Lincoln Center Cheryl Donaldson, Museum Guests: Richard Harter, Convention & Visitors Bureau _ AGENDA I. Call to order - (12:05 p.m.) Fran Johnson II. Consideration of agenda — Fran Johnson asked if Rich Harter could be moved to first on the discussion items in the agenda so he could give a report before he needed to leave the meeting. III. Consideration of Minutes of July 26, 2001 Motion to accept minutes — Ann Wilmsen Second — Joan Day Passed unanimously 417 West Magnolia • Fort Collins, CO 80521-2646 • (970) 221-6735 • FAX (970) 484-0424 DISCUSSION ITEMS IV. Convention & Visitors Bureau Richard Harter discussed the growth of Heritage and Cultural Tourism. He proposed that local arts groups meet in the upcoming month to discuss this issue and how the CVB can market local cultural & arts facilities. The Board discussed the proposal and suggested a meeting at the Lincoln Center on Monday, October 1. Joan Day moved to hold a meeting with the CVB and arts groups to discuss how to market and package the local cultural facilities. Ayleen Burns seconded Unanimously approved Arm Wilmsen reported on the MOCA Studio tour and presented a their recently published studio guide for the Board's perusal. V. Discussion re: the process used by Board members when they allocate money to Fort Fund recipients The Board continued their discussion on the process of allocating money to Fort Fund recipients. The Board decided to run future funding sessions over two consecutive days. The first day, the fourth Wednesday of the month, the Board will hear presentations and rank the applicants. On the second day, the 4L' Thursday of the month, the Board will allocate the Fort Fund monies and hod a business meeting. A catered lunch will be provided on the second day. VI. Fort Fund Guidelines for Organizations with dual entities — The Board continued last meeting's discussion on how to treat organizations with dual entities or who share a tax exempt status. Staff presented a list of Fort Fund recipient organizations that share tax status. The Board discussed options for revising and clarifying the guidelines. Loren Hooper moved to revise the guidelines to clarify the non-profit status by stating that all organizations that fall under the same 501(c)3 one would be considered the same unit for funding. Joan Day seconded Unanimously approved Joan Day moved to add language in the guidelines to state that an organization applying for Tier 2 funding my hold one additional special event. Loren Hooper seconded Unanimously approved Loren Hooper moved to increase the Tier 1 funding annual cap to $12,000. Ann Wilmsen seconded Unanimously approved Staff will create a draft of the guidelines with these proposed changes and present them to the Board at the next meeting. VIL Fort Fund Logo Usage — The Board continued last month's discussion on the logo usage and decided that Fort Fund recipients should be required to use the Fort Fund Logo on all printed publicity and advertisements including posters, programs, banners, flyers, and postcards) If there is no printed material, a Fort Fund banner must be exhibited at the event. Staff will make proposed changes to the guidelines and present a draft at the next meeting. VIII. Brainstorm names for possible appointment to Colorado Council on the Arts Board — The Board discussed potential applicants for a seat on the CCA Board. The Board decided to contact Carol Ann Hixon and Tom Sutherland to encourage them to apply. IX. Performing Arts Center update — David Siever reported on the Performing Arts Center. He reported on the potential of the transportation tax being placed on the November ballot and how that would affect fundraising. He also reported that the Dairy site (1 block south of the car barn) has been designated for the new Library. X. Review of Past Fort Fund Events — Ann Wilmsen — La Traviata, Opera Fort Collins Joan Day — Family Fiesta, Holy Family Church The Board reviewed final reports from the following organizations/events: Long Coune Silver Skate - Fort Collins Area Swim Team Indian Dance Benefit Concert - Village Earth Procession of the River Species Wine Fest XIX — Disabled Resource Services 12`h Annual Just for Ladies Golf Toumament — City of Fort Collins Recreation XI. Committee Reports Arts Alive — Dave Siever reported that Arts Alive is figuring out details of their fundraising drive. Convention and Visitors Bureau — no report Art In Public Places — no report Lincoln Center - no report Convention and Visitor's Bureau — no report XII. Other Business — Staff presented a letter of request from Richard Salas of CSLI's Hispanic Student Services Program. The letter indicated that the organization did not spend $1832.72 of the $3,000 Fort Fund monies granted to them in 1999. He asked the Board permission to apply the remaining funds to 2001 Hispanic student activities. The Board discussed the request in the context of the Fort Fund Guidelines and Contract, which states that "$3,000 in non -reimbursable funding ...shall be matched' and expended on the project by the Contractor by October 1 S, 1999. Ann Wilmsen moved, based on the Fort Funds Guidelines and the signed contract, to require CST I Hispanic Services Program to return the remaining funds $1832.72 to the City of Fort Collins Fort Fund Program. Loren seconded Joan Day abstained Motion Passed 4-0 XIII. Adjournment (1:55 p.m.) Respectfully submitted, Libby Colbert Public Relations Coordinator • • Exhibit A Page 1 of 5 CRB BOARD MEMBER: THESE GUIDELINES INCLUDE CHANGES AS REQUESTED FROM AUGUST'S CRB MEETING. CHANGES ARE UNDERLINED AND TYPED IN LARGE FONT. CHANGES ARE ALSO FLAGGED BY A VERTICLE BLACK LINE IN THE FAR RIGHT MARGIN CULTURAL DEVELOPMENT & PROGRAMMING AND TOURISM ACCOUNTS (Fort Fund) v GUIDELINES AND APPLICATION AVAILABLE ON-LINE AT www.fegov.com/fortfund 4 -, ,. , ,i.:..11. UPDATED SEPTEMBER 20, 2001 OVERVIEW Exhibit A Page 2 of 5 The Cultural Development & Programming and Tourism Accounts (Fort Fund) is funded by an allocation of the lodging tax revenues. Applications are reviewed by the Cultural Resources Board of the City of Fort Collins and recommendations to fund events are submitted to the Fort Collins City Council for final approval. The objective of Fort Fund is to foster, encourage, and promote cultural activities, tourism, and other events. Events may be artistic, ethnic, historic, educational or recreational in nature and reflect the values and traditions of Fort Collins. Events of this type will have wide appeal for a significant part of the community, thereby advancing the good of all. The resulting economic and non -economic benefits of the event will promote the general welfare of the inhabitants of the City. Organizations may apply for reimbursable funding and/or non -reimbursable funding. • Reimbursable funds are those that are used as "up -front" funds that must be repaid to Fort Fund within sixty (60) days after the event. Reimbursable funding is limited to $3,000 per event. • Non -reimbursable funding is divided into two categories. All applicants will be considered for funding from both categories based on the criteria listed on page four. The Cultural Resources Board will use the criteria listed on page four to determine from which category organizations will receive non - reimbursable funding. The following will not be considered for funding: • Applications for funds solely to print brochures, magazines or promotional materials, or for capital improvements. • Any event in which the net proceeds or profit from the event is donated by the sponsor to another organization and/or individual. FUNDING TIERS • • Exhibit A Page 3 of 5 An organization and/or event may receive funding from one or more of the following three tiers. Specific application deadlines and funding session dates are listed immediately following each tier. Requests must be for a minimum of $500. Funding is subject to the amount available per funding session. TIER # 1: Annual Programming Fund Organizations are eligible to apply for funding from Tier # 1 if they meet the following criteria: 1. The primary purpose of the organization is to present three or more different public Performances, events or exhibits per year. 2. The organization has proven annual program success for three prior years. Organizations that meet these criteria may apply for up to $10 000- $12,000 per year (July 1 - June 30). A mission statement stating the organizations' officially accepted primary purpose must accompany all applications to Tier #1. Organizations that apply for this level of funding would have to show that no more than 35% of their projected expenses are coming from Fort Fund. Proposal Deadline for Tier # 1 Funding Session: TIER # 2: Special Events Fund Fast Tuesday of April, 5:00 p.m. Fourth Wednesday of April Organizations that sponsor event(s) that are not fund-raising in nature may apply for up to $4,000 for a single event or series of events with a 12-month limit of $4,000 per event or $8,000 per organization. Events would have to be held within one year of the funding session. Organizations funded under Tier #1 could apply for no more than an additional $3,000 per year for aily-OIIe additional special event. Proposal Deadline for Tier #2 Funding Session: TIER # 3: Fund Raising Events Fund First Tuesday of January and June, 5:00 p.m. Fourth Wednesday of January and June Organizations that sponsor fund-raising events that show proceeds of more than $5,000 may apply for up to $2,500 per event with an annual limit of $5,000 per organization. Events would have to be held within one year of the funding session. Organizations funded under Tier #2 could apply for no more than $10,000 annually(any 12 month period). Organizations funded under Tier #1 are not eligible to apply for funding under Tier #3. Proposal Deadline for Tier #3: First Tuesday of January and June, 5:00 p.m. Funding Session: Fourth Wednesday of January and June All applications are to be returned to the Lincoln Center Administration Office, 417 W. Magnolia, Fort Collins, CO, 80521. Please direct all questions regarding the application process to Evan Hyatt at (970) 221- 6735. ELIGIBILITY Exhibit A Page 4 of 5 Organizations chartered in Colorado with IRS non-profit status may submit application for consideration. Written proof of this status, or pending status, must accompany all applications. All organizations that fall under the same 501(c)3 tax status will be considered the same unit for funding. • APPLICATIONS MUST BE SUBMITTED ON THE ENCLOSED FORMS AND/OR ATTACHED COMPUTER DISK. • Events must be held in Fort Collins or in such other location as will accomplish the objective of Fort Fund which is to foster, encourage, and promote cultural activities,, tourism in Fort Collins. • Events must be open to the general public. • Events may occur no earlier than one month after the funding session date. (Funding sessions are the fourth Wednesday of January, fourth Wednesday of April, and the fourth Wednesday of June.) • Events funded under Tier #1 must be completed by June 30 of the year following the date of funding. Events funded under Tier #2 and/or Tier #3 must be completed within one year of the date of the funding session. • Events must provide a direct public benefit of reasonably general character to a significant number of City residents. CRITERIA FOR FUNDING The following criteria will be used by the Cultural Resources Board when evaluating an event that has met all the elements needed for eligibility. Funding will be based on how well an event meets these criteria when applicable. These criteria are listed in no particular order of importance. 1. Uniqueness of the event. 2. Overall appeal of the event to the community and ability to attract visitors. 3. Quality of written application and oral presentation. 4. Financial need and efforts made to secure other funding. 5. How revenues from the event will be used. 6. Recognition of Fort Fund as a sponsor and submission of written evaluation. Any organization which does not submit a written evaluation as required by contract may not be considered for future funding. 7. Strength of organization presenting the event in terms of management, finances, and history of producing successful events. The following criteria may be used when applicable. 1. Number of visitors the event brings to the Fort Collins area. 2. Number of visitors the event brings to the Fort Collins area who will use local lodging facilities. 3. The number of days the visitors attending the event will stay in the Fort Collins area. 4. The event's effectiveness in promoting the Fort Collins area as an attractive place to visit. REQUIREMENTS Exhibit A Page 5 of 5 • Organizations applying for Tier #1 funding cannot apply for more than 35% of their total projected annual expenses. Organizations applying for funding from Tier #2 and/or Tier #3 may request funding for no more than one-half of the total projected expenses for any event. • The amount requested must be matched with either cash or a combination of cash and in -kind services. At least one-half of the matching funds must be cash. For example, if an event is projected to cost $2,000, the amount requested from Fort Fund may not exceed $1,000. A $1,000 request would have to be matched with either $1,000 in projected cash revenues or at least $500 in cash and no more than $500 of in -kind services. • Contracts for services with the City of Fort Collins must be signed prior to the issuance of funds. • All funds must be used for direct costs of the event(s) within the time frame as required by contract, or returned immediately to the Cultural Development and Programming Account. If the event changes significantly the Cultural Resources Board must be notified in writing. Funding for the event may be re-evaluated at that time. • Reimbursable funds must be repaid to the Account within sixty (60) days after the event. • Each applicant is required to make a three minute oral presentation to the Cultural Resources Board at a designated funding session. Funding sessions for Tier #2 & Tier #3 are the fourth Wednesday of January and June. The funding session for Tier #1 is the fourth Wednesday of April. • Organizations that receive funding must recognize the support of the City. All written publicity and advertisement (including posters, programs, banners, flvers, and postcards) of the funded event must include the City's Fort Fund logo. If there is no printed material, a For Fund banner must be exhibited at the event. • Organizations funded under Tier #1, must submit an annual report by the date required in their contract. Organizations funded under Tier #2 and/or Tier #3 must submit a written report within sixty (60) days of the completion of an event. These reports which evaluate estimated attendance, promotional materials, in -kind services, actual cash expenses and actual revenues must be submitted to the Cultural Resources Board through the Lincoln Center Administration Office. All reports must be signed by a representative of the organization that receives funding, verifying their accuracy. Records of the event need to be available for inspection upon request of the Cultural Resources Board. • A member of the Cultural Resources Board may be assigned to each event to act as liaison between funded organizations and the Board. If tickets are required for admission to an event and are not extended to the liaison as a courtesy, tickets will be purchased from the Cultural Development and Programming Account. Cult, Library and Recreational Serv�s Lincoln Center City of Fort Collins CULTURAL RESOURCES BOARD LINCOLN CENTER REPORT SEPTEMBER 27, 2001 ADMINISTRATION: Staff has begun meeting with advisory committees for the Showstopper, Children's, Dance and Classical Music series. Artwear 2001 attendance was up over 20% with approximately 630 patrons attending. Final figures are not in for sales of clothing. VISUAL ARTS: Three Art in Public Places projects were approved by City Council in August. Water Cycle Wall, Civic Center Transit Center and Taft Hill Road project were approved and will go to contract for installation. The Colorado International Invitational Poster Exhibition will be in the Center September 8 — October 31. Juror Andrew Lewis's works will be in the Lobby Gallery; Poudre School District High School Posters will be in the walkway gallery; the honor laureate _Karl Piippo will be in the Intimate Gallery. 417 West Magnolia • Fort Collins, CO 80521-2646 • (970) 221-6735 • FAX (970) 484-0424 Citv of Fort Collins Cult, Library and Recreational Ser4bs Lincoln Center CULTURAL RESOURCES BOARD MUSEUM REPORT SEPTEMBER 27, 2001 • The Antique Harvest was held on Saturday September 15th. Eight experts appraised over 300 objects ranging from paintings to jewelry. The cold weather and the Nations recent events effected attendance but the Museum still made more than $800.00 • The Museum is preparing for the first annual Rendezvous which is a collaborative venture between the Museum and Poudre School District. The event will be held at the Museum on Monday October 1st, over 1300 4`h graders are expected to attend. • Auntie Stone's 200th Birthday party will be held at the Museum on Friday September 21" at 4:00p.m. refreshments will be served. • The Museum's 1937 Diamond T Fire Truck will be participating in the CSU homecoming parade on September 22"a September Exhibits: Dig It! The People and Archaeology of the Lindenmeier Site, April 5th, 2001 through February 24, 2002; Off Beat and On the Wall: Unique and unusual selections from the collection, September 7th through December 31, 2001 417 West Magnolia • Fort Collins, CO 80521-2646 • (970) 221-6735 • FAX (970) 484-0424