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Home My WebLink AboutA001 - Council Action Form dated June 23, 2026ITEM #:15 DATE:06-23-26 DEPT:ADMIN SUBJECT:FALL 2026 COMMISSION ON THE ARTS (COTA) SPECIAL PROJECT GRANT CONTRACT COUNCIL ACTION FORM BACKGROUND: On June 1, 2026, the Commission on the Arts (COTA) finalized its recommendations for Fall 2026 Special Project Grants. Four grant requests were received totaling $3,400. COTA has $6,752 in funding available for Fall 2026 Special Project grants. The request and COTA's recommendation are described in the table below: ORGANIZATION REQUEST PROJECT RECOMMENDATION ACTORS $1,000 Evil Dead the Musical $800 Rolling Hills Chamber Music $1,000 Classical Music Festival $600 Story Theater Company $1,000 The Legend of Sleepy Hollow $1,000 KHOI Community Radio $1,000 Narly's Night of Music $1,000 TOTAL $4,000 $3,400 Copies of the contracts were sent to the awarded organization for approval and have been returned. The contracts are now presented for the City Council's approval. The remaining funding will be reserved for the Spring 2027 Special Project Grants, which will be evaluated prior to the end of the calendar year. ALTERNATIVES: 1. Approve the Fall 2026 COTA Special Project Grant contracts as recommended. 2. Refer the contract to COTA for further information. 3. Do not approve the contract. CITY MANAGER'S RECOMMENDED ACTION: Special project grants help advance participation in and awareness of the arts in the Ames community, which is a key goal of the Commission on the Arts. COTA has reviewed the request and has recommended the approval of the contract now presented to the City Council. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as noted above. 1 ATTACHMENT(S): Actor's - Evil Dead the Musical.pdf Rolling Hills Chamber Music - Classical Music Festival.pdf Story Theater Company - The Legend of Sleepy Hollow.pdf Vagrant Fear Productions - Narly's Night of Music.pdf 2 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 1 PART 1: SUMMARY 1A. ORGANIZATION Name of Project: Name of Organization: Address: Telephone Number: E-mail Address: Evil Dead The Musical ACTOR's 120 Abraham Drive Ames, IA 50014 515-292-2073 info@actorsinc.org Is the organization incorporated under the Iowa Non-Profit Corporation Act? ✔ Yes No Applied for Tax Exempt Status If yes, please indicate your federal Tax-Exempt Number: 1B. Primary Contact Person Name: Telephone Number: Jordan Miyoshi 515-520-3744 E-mail Address jordan.miyoshi@gmail.com 1C. Funding Request Summary 1,000 What is the purpose of this request? To help cover technical costs of Halloween production Location of Activity: ACTOR's Theatre 120 Abraham Dr. Ames, IA Start Date: 10-28-2026 End Date: 11-7-2026 3 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 2 PART 2: PROJECT DESCRIPTION Describe the project for which you seek funding. Please also address compliance with the “Criteria for Funding”. ACTORS is preparing to push the boundaries of community theater with a production unlike anything Ames has ever seen. Evil Dead: The Musical isn’t just a show; it’s a high-octane, tech- heavy spectacle that will test the limits of our stage and the creativity of our volunteers. Why This Production is a "Cut" Above: This show is a hilarious, campy cult classic that offers a unique entertainment niche for the Halloween season. However, bringing a chainsaw-wielding, blood-spraying musical to life requires a bit more "braaaaaains" (and budget) than our typical run: • The Splatter Zone: This is a fully immersive experience. Front-row fans will likely leave "wearing" the show, as we utilize specialized, washable fake blood. • Engineering the Undead: From a talking, wall-mounted moose head to "breakable" walls and windows that reset nightly, our tech crew will be performing stage magic every single evening. • Costume & Prop Demands: Between the stage combat, garment ripping, and the sheer volume of blood, many costumes will be "single-use" or require heavy reinforcement. • The A-Team: Due to the complexity of the effects, we are expanding our stagehand crew to manage the heavy-duty logistics of this production. By The Numbers: Volunteer Power We aren’t just building a set; we’re building a community. This production represents a massive mobilization of local talent: • 100+ Dedicated Volunteers. • 5,000+ Hours of 100% volunteer labor. • 6 Weeks of high-impact community engagement. ____________________________________________________________________________ 4 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 3 Turning "Gore" into "Good" While the show features vulgar humor and graphic (though comedic) effects, we are channeling that energy into a meaningful cause. One of the show’s running gags involves costumes being torn to shreds; we are using this as a thematic bridge to host a Community Clothing Drive. We will encourage every audience member to donate new or gently used Halloween Costumes or warm clothing for local neighbors in need. _______________________________________________________________________ The Bottom Line: We are asking for an increased budget to match the increased ambition of this project. By supporting Evil Dead: The Musical, you aren't just funding a play, you're supporting a massive volunteer effort, a unique local tradition, and a technical milestone for ACTORS. Let’s give Ames a Halloween they’ll never forget! _______________________________________________________________________ Estimate the number of people who will contribute to the activity/operations of your organization. If request is for operational support, indicate the number of persons contributing to the overall operation. Do not enter an individual in more than one category. 10 Actors 80-90 Production Members Approx. 100 Volunteers Estimate the total number of individuals comprising the audience(s): 938 People Artists: Volunteers: Full-Time Staff: Part-Time Staff: 5 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 4 Identify the approximate percentages to be served based on the following age groups. (Provide your best estimate.) Children (0-18 years) 10% 5% General Adults (19-54) Senior Citizens (55 and over) 0% 20% Total for all Performances (Activities) 6 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 5 If no, why not? $25 per seat admission? Friends and Family Night 7 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 6 PART 3: PROMOTIONS List or describe how you plan to reach your intended audience. (Be specific) For years, we’ve made some serious noise in the community through high-energy poster campaigns, radio takeovers, and TV appearances. This season, we’re turning the volume up to eleven. Our production of Evil Dead is more than just a show—it’s a full-throttle Halloween celebration designed to pack the house. But beyond the thrills and chills, we’re on a mission to do some good. We are leveraging the excitement of this cult classic to fuel our Fall/Winter Clothing & Costume Drive, ensuring our community stays warm (and well-dressed) this winter. Why This Production Rocks: • High-Octane Marketing: We’re utilizing our proven multi-channel strategy (Radio, Social Media, TV, and Local Events) to guarantee a sell-out crowd. • Built-in Fanbase: Halloween is peak season for horror fans, and Evil Dead is the ultimate draw. • Heart for the Community: We’re turning "Groovy" into "Giving" by collecting essential donations for those in need. Let’s make this Halloween legendary—not just for the show, but for the impact we’ll make together. How will you target audiences who may not be reached by the methods previously indicated? ACTOR’S aggressively promote its shows to all members of the community. We reach audiences far beyond our membership by utilizing our website and social media platforms to promote performances and auditions. We also partner with Stephen’s Auditorium, trading advertising to reach out to each organization’s respective audience members. ACTOR’s is an active member of Standing Ovations publication which provides programs to most of the performing arts organizations in central Iowa. Our partnership with Standing Ovations reaches everyone who attends performing arts events, including in the Des Moines area. 8 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 7 PART 4: SPECIAL PROJECT BUDGET (cash only) Amount Sponsor’s Share $ Participant Fees $ Ticket Revenue $ 21,950 Contributions $ Other sources (identify) 1. $ 2. $ 3. $ COTA Special Project Grant Request $ 1000 Total Revenue $ 22,950 (categorize below; ex: space rental) Amount 1. Building Overhead $ 7500 2. Royalties and Scripts $ 3820 3. Sets $ 2500 4. Costumes $ 1800 5. Lights $ 1000 6. Props $ 3000 7. Marketing $ 1800 8. Rehearsal Tracks $ 1000 Total Expenses $ 22,420 List donated services and goods (optional): 9 COMMISSION ON THE ARTS SPECIAL PROJECT GRANT APPLICATION 8 PART 5: STATEMENT OF ASSURANCES The applicant hereby agrees that if funds are provided: • It will conduct its operations in accordance with the requirements of the Iowa Civil Rights Act of 1974 as amended, which bars discrimination against any employee, applicant for employment, or any person participating in any sponsored activity on the basis of race, creed, color, national origin, religion, sex, gender identity, sexual orientation, age, or physical or mental disability; and, • It will expend funds received as a result of this application solely on the described activities. The applicant also affirms: • The figures, facts, and representations made in this application, including all exhibits and attachments, are true and correct to the best of its knowledge; and, • The filing of this application has been authorized by the governing board of the applying organization. Please fill in and date this form below. Lynn McElrath Lynn McElrath 4-12-2026 CHIEF EXECUTIVE OFFICER TYPE OR PRINT NAME HERE DATE Address: 120 Abraham Drive, Ames, IA Phone: 515-231-5471 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32