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HomeMy WebLinkAbout~Master - Approving Modifications to the Reimbursement of the FY 2019/20 COTA Contracts due to the COVID-19 Outbreak RESOLUTION NO. 20-222 RESOLUTION APPROVING MODIFICATIONS TO THE REIMBURSEMENT OF THE FY 2019/20 COTA CONTRACTS DUE TO THE COVID-19 OUTBREAK FOR THE CITY OF AMES, IOWA WHEREAS, the City enters into contracts with performing arts agencies as recommended by the Commission on the Arts (COTA); and, WHEREAS, COTA contracts are currently in place for FY 2019/20 Annual Grants and for FY 2019/20 Spring Special Project Grants,and the activities under these grants must be completed by June 30, 2020; and, WHEREAS,the outbreak of COVID-19 has affected several of the activities planned to be held as part of these contracts, and depending on the duration of social distancing and other public health requirements, disruption of activities may continue through the end of the fiscal year; and, WHEREAS, the City has entered into contracts with 16 arts organizations for FY 2019/20 COTA Annual Grants and the activities to be completed under the contracts vary from agency to agency; and, WHEREAS, as of April 1, seven of the 16 COTA organizations have drawn down their full annual grant allocations, and of the remaining nine organizations, three have contracts that do not specify that particular performances or events must be held(ACAC,CoMotion Dance,KHOI);and, WHEREAS,City staff believes that according to the contracts,those three agencies can still draw down their full allocation for this year without further Council action and a fourth organization (Kids CoMotion)has already completed its required performance and is eligible to request payment for the full contract amount; and, WHEREAS, the remaining five organizations have been impacted by the COVID-19 outbreak because they have yet to drawn down all their funds and their contracts specify either: 1) particular performances that must take place, or 2) they must be open to the public for certain operating hours; and, WHEREAS,the total amount of funds remaining to be drawn down for the five organizations (AIOFA,Ames Children's Choir,Ames Town and Gown,Good Company,and Octagon Center for the Arts) is $48,851.43; and, WHEREAS,the City awarded seven Spring Special Project Grants for FY 2019/20, and of those, one agency has drawn down its funding, two agencies have held their performances and are eligible to draw down funds, and the remaining four organizations have contracts totaling $2,279; and, WHEREAS, COTA met on April 6, 2020, and reviewed the list of contracts potentially impacted by COVID-19,and it was the recommendation of COTA that funds for all agencies be paid to the agencies even if the COVID-19 outbreak means the agencies will not be able to hold their performances; and, WHEREAS,COTA noted that many of the organizations have expended funds in preparation for the performances, even if the performances are not held; and, WHEREAS, it was expressed that the COVID-19 outbreak is an unusual circumstance,and that in this situation it made sense to the Commissioners to be more lenient with funding requirements, with an understanding that after the start of the next fiscal year, the organizationsn would be held to the contract requirements. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the reimbursement of COTA funds to the performing arts agencies for the full FY 2019/20 contract amounts, even if the activities are not completed, is hereby approved. ADOPTED THIS 28th day of April, 2020. Diane R. Voss, City Clerk John A. Haila, Mayor Introduced by: Corrieri Seconded by: Gartin Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin, Junck, Martin Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 28'day of April, 2020.