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HomeMy WebLinkAbout1989-207-11/21/1989-APPROVING THE CULTURAL RESOURCES BOARD GUIDELINES FOR THE ALLOCATION OF FUNDS FROM THE FORT FUND RESOLUTION 89-207 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROVING THE CULTURAL RESOURCES BOARD GUIDELINES FOR THE ALLOCATION OF FUNDS FROM THE FORT FUND WHEREAS, twenty-five percent (25%) of the lodging tax collected in 1989 is to be allocated to the Fort Fund (Cultural Development and Programming Account) ; and WHEREAS, Section 2-203(3) of the Code of the City of Fort Collins authorizes the Cultural Resources Board to review and approve proposals for funding from the Cultural Development and Programming Account following established and published guidelines; and WHEREAS, the Cultural Resources Board has revised its former guidelines and recommends that the attached "Cultural Development Programming Account Fort Fund Guidelines" be established; and WHEREAS, City Council has asked to review and finally approve these guidelines. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS, COLORADO, that the Cultural Development and Programming Account Fort Fund Guidelines, attached hereto as Exhibit A, are hereby approved. Passed and adopted at a regular meeting of the Council of the City of Fort Collins held this 21st day of November, A.D. 1989. -Mayor ATTEST: City Clerk EXHIBIT A CULTURAL DEVELOPMENT AND PROGRAMMING ACCOUNT FORT FUND APPLICANT GUIDELINES OVERVIEW: The Cultural Development and Programming Account is funded by an allocation of the lodging tax revenues and is administered by the Cultural Resources Board of the City of Fort Collins . The primary objectives of this program are to foster and encourage certain events which will promote tourism, conventions and other activities which utilize public accommodations within the City. Events may be cultural , ethnic, historical , artistic, educational or recreational and will 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 this program will promote the general welfare of the inhabitants of the City. The account is divided into two categories, and proposals may include application for both non-reimbursable and reimbursable funds. -Reimbursable funds are those that are used as "up-front" funds and repaid to the account sixty (60) days after the event. -Non-reimbursable funds are those that are used to complete the event and not repaid to the account . In the event that an organization does not receive funding from the requested category, the Cultural Resources Board reserves the right to offer funding from the other category. ELIGIBILITY: Organizations chartered in Colorado with IRS non-profit status may submit applications for consideration . Written proof of this status, or pending status , must accompany application. Applications must be submitted on the enclosed forms. Events must be open to the general public. Events will be held in Fort Collins or in such other locations as will accomplish the stated objectives . Events must occur after end of funding session. The following would not be considered for funding: Any organization which has not submitted written evaluations within 60 days of a previously funded event . Applications for brochures, magazines, or capital equipment. Events which have received funding from the non-reimbursable account over three previous years. DEADLINES: First Session Second Session Proposals Deadline First Tuesday of First Tuesday of January, 5:00 pm June, 5:00 pm Cultural Resources Fourth Wednesday Fourth Wednesday Board Meeting of January June Checks Issued Third Tuesday of Third Tuesday of February July REQUIREMENTS: Contracts for services with the City must be signed prior to the issuance of the funds . Funds must be used for the event within 12 months, or returned immediately to the Cultural Development and Programming Account . If the activity is substantially changed, the Cultural Resources Board must be notified. The funding may be re-evaluated at that time. Reimbursable funds must be paid back within sixty (60) days following event. Funded organizations must recognize the support of the City. All advertisements and printed materials for the funded event, must include the following statement: THIS PROJECT IS SUPPORTED BY FUNDING FROM THE CITY OF FORT COLLINS, CULTURAL DEVELOPMENT AND PROGRAMMING ACCOUNT. The City's logo may also be used to recognize the support. Failure to do so will jeopardize future funding. Amount requested must be matched with cash and in-kind services . For example, if the entire project will cost $2000.00, the amount requested from the Cultural Development and Programming Account should not exceed $1000.00. Of the $1000.00 of matching funds, at least $500.00 must be cash. Within sixty days of the completion of the event, a written report which eval .,ates the event including attendance, promotional materials, in-kind services, cash expenses and revenues must be submitted to the Cultural Resources Board through the Lincoln Center Administration Office. Records need to be available for inspection upon request of the Cultural Resources Board. A member of the Cultural Resources Board will be assigned to each event to act as liaison between funded organization and the Board. If tickets are not extended as a courtesy to the liaison, tickets will be purchased from the Cultural Development and Programming Account. 11/89 CULTURAL DEVELOPMENT AND PROGRAMMING ACCOUNT INSTRUCTIONS FOR PROPOSAL FORMS CULTURAL DEVELOPMENT & PROGRAMMING PROPOSAL - GENERAL INFORMATION FORM (PAGE 1) This form provides general information on your event and your organization . You need to include: date the proposal is submitted; the name of your organization (must have proof of IRS non-profit status) ; event name; contact person for your organization (should be someone familiar with the project being submitted) ; The contact 's address and phone number(s) . The Fund is divided into two categories, non-reimbursable and reimbursable, and proposal may included both types of funding. If reimbursable funds are requested, a payback date (60 days after event) must be included. FORT FUND PROPOSAL - PAGE 2 - DESCRIPTION OF EVENT DESCRIPTION OF EVENT should include specific information on: ticket costs and other revenues, how funds will be used, detailed event information, how funds will be matched, anticipated attendance and any other information pertinent to the event . This information must be limited to both sides of this page. You may include background information separately, but this information will not be considered as part of the formal proposal . FORT FUND PROPOSAL - BUDGET WORKSHEET - PAGE 3 ADMINISTRATIVE PERSONNEL - if your organization is paying for administration for this event out of their overall budget, please include the expense. If your organization works on a volunteer basis , estimate time spent on the event and place under in-kind category. IN-KIND services are those which you would normally be expected to pay for but your organization has obtained for free or reduced cost. For example, volunteer help may be estimated at minimum wage; donated graphics for posters/flyers etc. may be calculated at fair market value; administrative support that is donated to the event should be calculated at actual salary. The difference between amount that would be charged normally and a special reduced rate may also be considered as in-kind. For example, if a printer would run posters for one-half price or at cost, the difference between what would be charged normally and what your organization was charged could be considered as in-kind services. Although you may include all in-kind services, one-half of the request to Cultural Development and Programming Account must be matched with cash . ARTISTIC PERSONNEL covers expenses incurred in bringing in artists for your event. This would include paying performers, artists, jurors from other areas. TECHNICAL/PRODUCTION PERSONNEL covers expenses incurred in the production of the event. SPACE RENTAL covers expenses to rent a facility for your event. TRAVEL expense covers expenses incurred to pay for performer's, artist's, or juror's travel . MARKETING is divided into three items: MEDIA ADVERTISING, PROMOTIONAL PRINTING and OTHER. MEDIA ADVERTISING would include radio, television, or newspaper ads . PROMOTIONAL PRINTING would include posters, poster design, flyers, t-shirts and any other printed material to promote your event. OTHER category covers any expense that is used provided a marketing tool but is not included under advertising or printing. REMAINING OPERATING EXPENSES include all other costs involved with your project. ANTICIPATED PROFIT - any anticipated profit should be entered in this line. REVENUES: ADMISSIONS/TICKETS include projected revenue from your event from sale of tickets. Estimate this revenue as closely as possible. CONCESSIONS - include funds you may collect from sale of items at your event, i .e. t-shirts, food, posters, etc. PROGRAM ADVERTISING - include funds from sale of advertising space in programs or brochures for the event. GIFTS/GRANTS include any organizations, corporations or individuals who will donate funds to your organization for this event. Please list all grants, use a separate sheet if necessary. Include pending grant amounts. The difference between your TOTAL EVENT COSTS and your TOTAL CASH REVENUES plus TOTAL IN-KIND CONTRIBUTIONS is the amount you are requesting from the Cultural Development and Programming Account. This amount must not exceed one-half of your total projected expenses . Enter in the in-kind contributions from expenses section. CULTURAL RESOURCES BOARD INTERNAL ADMINISTRATIVE PROCEDURES CULTURAL DEVELOPMENT AND PROGRAMMING ACCOUNT FUNDS AVAILABLE: Each calendar year the appropriation from the City, after deduction for administration and marketing, will be divided between the two sessions. Funds for each session , including reimbursements and carryovers , will be split 70% non-reimbursable, and 30% reimbursable. The 70/30 split may be changed at each session by a majority vote of the Board. ADMINISTRATION EXPENSE: The administration expense consists of appropriation to cover the personnel expenses associated with administering the account. This amount is not to exceed funds needed for a part-time (2.5 hours per day) position. MARKETING EXPENSE: Each year the Board will develop a marketing plan. No more than 3% of annual funding will be used for this purpose. RETURNED FUNDS: If, after each funding session, events are cancelled and money is unused, funds will be returned to the Cultural Development and Programming Account. STAFF RESPONSIBILITIES Staff will provide one "how to" seminar each funding session and act as support for questions from applying organizations . Staff will send copies of each proposal to all board members . Any extra back-up or background material will be available at the funding session. Staff and the Chairman of the Cultural Resources Board will review proposals to decide if they meet basic guidelines. If they do not, proposals will not be included in packets to board members . A letter of ineligibility will be sent to the applicant. Staff will provide information on available funds during the funding session. BOARD RESPONSIBILITIES: Cultural Resources Board will appoint a member to attend each "how-to" seminar conducted by staff. At the funding session , if there is a perceived conflict of interest, a board member should exclude themselves from discussion and voting on the proposal . A board member must be present at the funding session, to discuss and vote on proposals . A board member will be assigned, at the funding session, as a liaison to a funded organization and will be required to submit an event report after the event. If tickets have not been extended as a courtesy to the liaison , tickets will be purchased for the liaison out of the Cultural Development and Programming Account. If an organization has not submitted a final report within sixty days of the event, the liaison will be notified and will contact the organization to assure the reporting procedure is followed.