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HomeMy WebLinkAboutMinutes Arts And Cultural Commission - 03/08/2007 • 122 23 24 2525 ARTS AND CULTURAL COMMISSION �1 t).0THURSDAY, March 8, 2007 -4:30 P.M. '`��Ohl l o Sixth Floor- CITY HALL • MEMBERS P AllI r MEMBERS P A _ L_._._._[_ STAFF 1. Bilaye-Benibo, Gloria 0 ® ❑ ( 10. Merkle, Molly ❑ ® ❑ Gavlik, Sally 2. Garcia, Alberto 111. Prewitt, Judith, Dr. lIDIDI Chris Semtner 3. Godwin, Lisa ❑ ® ❑ 12. Rennier, James ® ( I L ] Valadez 0, Gustavo ❑ 4. Gron,Jack EllEl I 0 I 13. Stewart,Anne Hankins, Diana El 5. Grove, Ed ® ❑ l ❑ 14 Trimble, Frank ® I ❑ i ❑ Pena, Joe ❑ 6. Gutierrez, Elia { ® ❑ ! ❑ 15. —_-- ❑._._._.`......_❑__. ❑ 7. Jones, Lynda ❑ ® 0 16. it 0 ; ❑ ❑ • 8. LaBarrett,Joye ® ❑ ❑ 17. ❑_._. f '._ n • 9. Lancaster, DeAnn Gd- i ® ❑ ❑ Total: I [• CALL TO ORDER — The meeting of the Arts and Cultural Commission was called to order at 4:43 p.m. by Chair, DeAnn Gould-Lancaster. I. ROLL CALL — The Recording Secretary called roll, announced quorum. II. APPROVAL OF MINUTES — Feb. 8, 2007 Motion by Joye LaBarret , 2nd by Jim Rennier approve minutes. Minutes were approved as changed. HEARING FROM PUBLIC — None III. DISCUSSION ITEMS AND POSSIBLE ACTION: IV. Posting agendas - It was discussed that schedules for sub committee & ad hoc committee meetings need to be standardized. - committee chair needs to prepare agenda for posting; staff will post. Meetings must be posted 72 hours in advance of meeting or meeting cannot be held. Minutes must be turned in, even if no quorum. Agenda forms can be requested from your ACC staff person. 2 art panels created for South Fire Station & Parkdale Library-Joye LaBarret made a motion, Frank Trimble 2nded, to approve selection of panels by Visual Arts Committee. Vote called and passed unanimously. Quarterly review of ACC Annual Goals - (Please refer to the November 7'h Planning Session Notes.) Grants - request went to Council for approval to apply for TCA grant for the next Festival of the Arts. Grants - request will go to City Council in May for approval to apply for NEA grant due June 11, 2007. FOA Participation - sign up individuals/committees to assist in planning and to help in person on March 30, 31 and April 1. 5pm Anne Stewart Arrived Question as asked if AC Commissioners can apply for a TCA mini-grant to assist with expenses to conferences. Sally Gavlik stated that Commissioners can request that staff apply on their behalf to reimburse 1/2 of the costs of approved conferences. TCA lists the conferences they will sponsor. Usually 1/2 of the registration, 1/2 of the accommodations and 1/2 of the travel expenses can be paid through such a mini-grant. Commissioner Participation is needed— how can you help other sub committees? Contract for the Street Painting Artists is not ready yet; Sally Gavlik said she will contact Legal about it. V. COMMITTEE REPORTS 1-PERFORMING ARTS — Everything progressing for the Festival. Ted Nelson will be contacted for Media coverage. The tent will go up in the north parking lot. Joye will email job descriptions to Commissioners for help during the FOA. Ann Stewart will contact Del Mar Sororities for volunteers. Performers begin at 11 a.m. on Saturday, KidZone will be held Saturday Noon — 5 p.m., with 5 stations of activities run by volunteers. Volunteer Center will also be contacted for volunteers for both Saturday and Sunday. V2-ISUAL ARTS — 3-CULTURAL ENRICHMENT — No meeting 4-YOUTH ARTS - no meeting Ad Hoc Committees: 1-Arts Incubator— No quorum, no meeting. 2-Subgranting — See attached report STAFF REPORT CURRENT CONCERNS — Del Mar College will be hosting Arnold Shapiro on March 27. ADJOURNMENT - As there was no further business, made a motion Ed Grove to adjourn the meeting, Judith Prewitt 2nd the motion. The meeting was adjourned at 5:42 . Diana Lee Hankins law Attachment: Subgrant Committee Report The Subgrant committee (Judith Prewitt, Anne Stewart, Molly, Merkle, and Joye LaBarrett) made general revisions by altering dates, phone numbers, item numbers, page headings, and to instruction pages for clarity and consistency. The committee made the following specific revisions: 1-Request organizations include the following financial information in an order to define and identify revenue dollar amounts. a. Total $ amount of Board of Director support b. All current grant and award amounts requested and received c. IRS 990 The Form 990 serves two essential purposes. First, as a double blind, a Form 990 provides information that will permit the commission to know whether groups have been spending their funds in a way that might cause them to lose their charitable and tax-exempt status. Second, the Form 990 provides a great deal of financial information about the filing organization's financial condition, about its financial strength or weakness and about such things as the sources of its income. (The Form 990 is a very public document, and an organization's Form 990 for the past three years must be shown to anyone who wants to see them.) The Form 990, in addition to being the main IRS reporting form for nonprofits, is the basic component of an annual report and with this information, in lieu of a compiled financial report, the commission may assure themselves that the filer is spending most of its resources on program matters and not on management or fundraising. Program services expenses are those incurred to carry out the organization's mission. d. Audition fee amounts A city-funded project should not eliminate perspective participants based on the inability to pay an audition/entry fee. The committee acknowledged an organization might assess a participant fee to those who are accepted as participants following the audition process. 2. All sub-grant components would be in a MS-Word format Committee decided at its first meeting and requested staff liaison, Diana Hankins have the sub-granting application components transferred into the more user-friendly document, which would enable the applicants to work directly in the application. Joye LaBarrett transferred the updated and revised application documents and Dr. Judith Prewitt the specific " forms" into the MS-Word format leaving those documents, which they were not able to manipulate for Diana to correct or have corrected. 3. Scoring with emphasis on Marketing (48%) Artistic Merit (30%) Growth & Quality of valuable accomplishments (12%) Outreach (5%) Board of Directors contribution (2%) Organization age (2%) Other Income Resources (1%). Committee requests that an organization's sub grant information remain on file with the ACC for the two years preceding the current grant year. Committee requests the scoring process remain a two part scoring process with the ACC providing second set of scoring and the Sub-Grant Committee finalizing the process. The Sub- grant Committee will then complete the process and submit their recommendations to the ACC for approval each August. In reviewing and revising the application and its process, it is the opinion of the Sub Granting Committee that it is inappropriate to require nonprofit organizations to list with a private for profit business, although organizations may do so if they so choose. Additionally, the committee agreed to move and call for commissioners' vote at the March 8 ACC meeting: Motion: "Organizations receiving funds from the Sub-granting process will no longer be required to list their event with www.ccdaily.com ; Organizations receiving funds from the Sub-granting process will required to list their event with the CC Convention and Visitors Bureau at www.corpuschristicvb.com namely tcarpentercctexas.com instead."(Application item #8) Joye LaBarrett, Chair Sub grant Committee March 8, 2008 i . • The Sub grant committee (Judith Prewitt,Anne Stewart,Molly,Merkle, and Joye LaBarrett) made general revisions by altering dates, phone numbers, item numbers, page headings, and to instruction pages for clarity and consistency. The committee made the following specific revisions: 1. Request organizations include the following financial information in an order to define and identify revenue dollar amounts. a. Total $ amount of Board of Director support b. All current grant and award amounts requested and received c. IRS 990 The Form 990 serves two essential purposes. First, as a double blind, a Form 990 provides information that will permit the commission to know whether groups have been spending their funds in a way that might cause them to lose their charitable and tax-exempt status. Second, the Form 990 provides a great deal of financial information about the filing organization's financial condition, about its financial strength or weakness and about such things as the sources of its income. (The Form 990 is a very public document, and an organization's Form 990 for the past three years must be shown to anyone who wants to see them.) The Form 990, in addition to being the main IRS reporting form for nonprofits, is the basic component of an annual report and with this information, in lieu of a compiled financial report, the commission may assure themselves that the filer is spending most of its resources on program matters and not on management or fundraising. Program services expenses are those incurred to carry out the organization's mission. d. Audition fee amounts A city funded project should not eliminate perspective participants based on the inability to pay an audition/entry fee. The committee acknowledged an organization might assess a participant fee to those who are accepted as participants following the audition process. 2. All sub-grant components would be in a MS-Word format Committee decided at its first meeting and requested staff liaison, Diana Hankins have the sub-granting application components transferred into the more user-friendly document, which would enable the applicants to work directly in the application. Joye LaBarrett transferred the updated and revised application documents and Dr. Judith Prewitt the specific "forms"into the MS-Word format leaving those documents, which they were not able to manipulate for Diana to correct or have corrected. 114 • 3. Scoring with emphasis on Marketing (48%) Artistic Merit (30%) Growth & Quality of valuable accomplishments (12%) Outreach (5%) Board of Directors contribution (2%) Organization age (2%) Other Income Resources (1%). Committee requests that an organization's sub grant information remain on file with the ACC for the two years preceding the current grant year. Committee requests the scoring process remain a two part scoring process with the ACC providing second set of scoring and the Sub-Grant Committee finalizing the process. The Sub-grant Committee will then complete the process and submit their recommendations to the ACC for approval each August. In reviewing and revising the application and its process, it is the opinion of the Sub Granting Committee that it is inappropriate to require nonprofit organizations to list with a private for profit business, although organizations may do so if they so choose. Additionally, the committee agreed to move and call for commissioners' vote at the March 8 ACC meeting: Motion: "Organizations receiving funds from the Sub-granting process will no longer be required to list their event with www.ccdail y.corn ; Organizations receiving funds from the Sub-granting process will required to list their event with the CC Convention and Visitors Bureau at www.corpuschristicvb.com namely tcarpenteracctexas.com instead. " (Application item#8) Joye LaBarrett, Chair Sub grant Committee March 8, 2008