HomeMy WebLinkAbout~Master - COTA Agenda 06/07/2021AGENDA
COMMISSION ON THE ARTS
Meeting
Monday, June 7, 2021
Council Chambers, Ames City Hall
Call to Order: 5:00 p.m.Public ForumApproval of the May3, 2021MinutesFall 2021 Special Project Grant RecommendationStory Theater Company – Frozen, Jr. ($1,000 request)Request from Story
Theater Company pertaining to Annual Grant Final Reports (attached)Clarification of Annual Grant Requirements for Ames Chapter of Des Moines Metro Opera Guild (attached)Upcoming Important
DatesAnnual Grant and Spring Special Project Grant Final Reports Due: July 9Next Meeting: August 2,2021Adjourn
From: STC Treasurer <treasurer@storytheatercompany.org>
Sent: Thursday, May 13, 2021 11:48 AM
To: Phillips, Brian <brian.phillips@cityofames.org>; City Manager - COTA <COTA@cityofames.org>
Subject: extension on Annual Grant final report deadline
[External Email]
Dear COTA,
Would it be possible to move the Final Report deadline for Annual grants to July 31? I'm not sure about the reasons from your perspective that July 9 is the deadline. And, I don't
know how that affects your committee. From an organization's accounting standpoint, our Fiscal Year ends on June 30. However, many expenses are not finalized on that Fiscal Year by
July 1. There are many show expenses and bills to be received from our end of June show that also must be reconciled after the show ends. Therefore, our company's Profit and Loss Statement
doesn't get closed out until July or August, depending on the bills received. For instance, we have a large City Auditorium bill for a June show that is paid in July or August, depending
on when the City can reconcile their expenses and send us a bill. On July 9, we only have an estimate. We typically use estimated numbers on our Final Report and show actual numbers
on our next Annual Grant Application. Then, we explain why they don't match. I've seen that cause confusion for COTA in the past. I've also noticed that some organizations delay turning
in their reports until bills are received and the accounting is actual income and expenses. Those organizations are finding themselves in our same situation.
My questions are: what is your timeline for needing to receive the Annual Grants Final Reports? Would you rather receive ours with estimated expenses on July 9 and then explain the
changes for the Annual Grant? Or, would you prefer a delayed submittal with actual expenses when our books are closed out for the Fiscal Year?
--
Thanks for your time and consideration.
Sue Ann Peters
Treasurer
Story Theater Company
From: Tim McMillin <tmcmillin@dmmo.org>
Sent: Monday, May 3, 2021 3:40 PM
To: City Manager - COTA <COTA@cityofames.org>
Subject: Ames Guild of DMMO funding 2021
[External Email]
Hello Brian,
Thank you for the phone call. I am just following up in writing to confirm details of our conversation. As I mentioned, the Ames Guild of Des Moines Metro Opera is thrilled and grateful
to utilize funding from COTA to provide shuttle service from Ames to Indianola, allowing Ames residents to take part in the Summer 2021 Festival of Des Moines Metro Opera.
I am just writing to confirm that our plan to spend the grant funding award of $1,105 in June 2021 for shuttle services that will run July 4-25, 2021 will be acceptable for your granting
policies. The shuttle company we contract with requires full payment in advance of the service date and that expenditure will coincide with your funding cycle.
Many thanks to COTA for your help in making this service possible!
Tim
TIM MCMILLIN (he/him/his)
Director of Development
DES MOINES METRO OPERA | 106 W Boston Ave Indianola IA 50125
515-961-6221 office | 515-321-7347 mobile | desmoinesmetroopera.org | Facebook | Instagram | Twitter
2021 SUMMER FESTIVAL
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