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Home My WebLink AboutA001 - Memo Regarding Funding Caring People  Quality Programs  Exceptional Service 515.239.5101 main 515.239.5142 fax 515 Clark Ave. Ames, IA 50010 www.CityofAmes.org City Manager’s Office MEMO To: COTA Members From: Brian Phillips, Assistant City Manager Date: August 31, 2026 Subject: Special Project Grants – KHOI and Rolling Hills Chamber Music Assn. At the August 3 COTA meeting, it was pointed out that the minutes from June 1 contained an error in the amounts recommended for Fall 2026 Special Project Grants to KHOI and Rolling Hills Chamber Music Association. KHOI was listed as being recommended for a $1,000 award and Rolling Hills recommended for a $600 award, when the minutes should have reflected KHOI receiving $600 and Rolling Hills receiving $1,000. Although the error was corrected in August, the transposed amounts were used in June to prepare contracts for the organizations and approved by the City Council. Therefore, KHOI’s contract is $400 greater than COTA’s intended amount and Rolling Hills’ contract is $400 less than the intended amount. COTA has two alternatives to address this situation: 1. Do nothing. The contracted amounts as approved by the City Council are binding and enforceable. If COTA does nothing, the agencies will continue to receive their Council-approved funding. 2. Recommend that the City Council increase Rolling Hills’ award by $400. This would bring Rolling Hills’ contract amount to the amount COTA intended to approve ($1,000). COTA has $3,352 in remaining special project grant funding available to do this, plus the amount Worldly Goods declined to accept in its annual grant ($6,480), which has yet to be reallocated to another purpose. The City is not likely able to modify the KHOI contract to reduce it to the originally intended amount. The event for which KHOI received the grant occurs in late September, and the grant contract requires 60 days’ notice of termination (the only mechanism for the City to unilaterally avoid paying the entire award amount). Any reimbursable expenditures incurred by KHOI prior to termination are obligated to be paid by the City.