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HomeMy WebLinkAbout~Master - COTA Meeting Minutes 08/05/2019Minutes COMMISSION ON THE ARTS Council Chambers City Hall, 515 Clark Avenue Monday, August 5, 2019 Call to Order The meeting was called to order at 5:01 p.m. by Troy Rutter. Members present were Tom Lockhart and Deanne Brill. Steve Sullivan arrived at 5:02 p.m. and assumed role as Chair. Natalie Robinson was absent. Staff member Tasheik Kerr was also present. Public Forum Kay and Roger Berger, of the Ames Chapter of the Des Moines Metro Opera Guild, provided a background on the Ames Chapter activities and reviewed the Chapter’s FY 2019/20 Annual Grant request. They informed the Commission that the Chapter is again requesting that the Commission support its request to take its senior members to the Opera in Indianola for FY 2020/21. Tom Lockhart informed Kay and Roger that the Chapter should go through the normal requisition process in place. Valerie Williams, of Co’Motion Dance and Kids Co’Motion, informed the Commission that Kids Co’Motion recently finished a performance that was attended by 200 people. Valerie thanked the Commission for supporting the event. Jennifer Brockpahler, of Ames Community Arts Council (ACAC), informed the Commission that the organization had its annual fundraiser last weekend. ACAC has also begun its back alley gallery project. The organization received 15 applications and have chosen 5 applicants to move forward. The appropriate applicant for the space will be chosen at its August board meeting. Approval of June 3, 2019 Minutes Moved by Tom, seconded by Troy, to approve the minutes of the June 3, 2019 meeting. Motion carried unanimously. Approval of 2018/19 Annual Grant Final Reports Steve noted that grant recipients are required to submit reports indicating how they used the funds. Troy mentioned he had some questions regarding some of the reports. Troy noted he did not see any mention of COTA on the Ames Children’s Choir supporting materials. They also projected a 25,000 loss which was unusual. He also noted Actors admission and ticket revenue had increased. He added that most of COTA’s grant is going into the bank. There was also no mention of COTA on Central Iowa Symphony materials. Troy noted KHOI’s budget was the entire COTA allotment. They did not include the organization’s financials. Also, there is no mention of COTA on KHOI’s website. Since COTA’s grant was used to build the website some mention of COTA should be on the website. Regarding Kid’s Co’Motion, Troy indicated that it was odd that Kid’s Co’Motion submitted the Final Report before the event. Valerie clarified that the report was for last year’s event. Valerie noted the organization can’t complete the Final Report until the bills had come in. Valerie inquired whether the organization should submit the FY 2019/20 report early or wait until July of 2020. Tasheik responded that staff does not have a preference. Troy indicated he not see any printed material for Ames Town and Gown. Troy noted that Story Theater Company and Central Iowa Symphony mentioned the increase in Auditorium fees in their report. Steve mentioned that the concern regarding Actor’s financials have come up in the past. Tasheik noted she will follow-up with the organizations regarding the Commission’s concerns and will report back at the next Commission meeting. Steve reviewed the Final Reports and noted that Ames Town and Gown and Central Iowa Symphony did mention they received support from COTA. Steve also noted that the concern regarding Actor’s financials have come up in the past. He added that it is fair to consider the success of some organizations that are doing better than others. The Commission should inquire more about those organizations when they submit for a grant. Moved by Tom, seconded by Deanne to approve the Final Reports with the exception of the reports from KHOI and Ames Children’s Choir. Motion carried unanimously. Approval of Spring 2019 Special Project Grant Final Reports Tasheik noted that ACAC did not submit its report on time. She received the report today (August 5,2019) and would put it on the September agenda. Moved by Tom, seconded by Deanne to approve the Spring 2019 Special Project Grant Final Reports with the exception of the report from ACAC. Approval of 2020/21 Annual Grant Application and Report Forms Tasheik noted that Story Theater Company had mentioned that the demographic section contained in the Annual Grant application and the Final Report did not match. Moved by Tom, seconded by Troy to amend the Annual Grant Final Report to make it coincide with the Annual Grant application. Motion carried unanimously. Troy noted that the wording indicating funding from COTA varies among the organizations. Troy inquired whether it would be possible to standardize the language before the Workshop. Tasheik responded she would bring back some examples for the Commission to consider. Steve noted the forms were standardized two years ago in order to streamline the process for COTA organizations. Valerie noted that the forms are more useful. She also questioned whether organizations can put NA in the section of the balance sheet that referred to capital assets. She noted that Co’Motion does not have capital assets. Steve answered yes, if it is applicable. Moved by Tom, seconded by Deanne to approve FY 2020/21 Annual Grant application and report forms. Motion carried unanimously. Approval of Spring 2020 Special Project Grant Application and Report Forms Troy noted on the annual report that COTA required an income and expense report, however on the Special Grant Final Report, COTA only requires the submission of expenses. Steve noted that projects under this grant has a narrow focus so the Commission does not expect a lot of detail. It might be daunting for organizations to submit that much detail. Tom added that Special Project are specific and organizations are required to break down their expenses. Troy noted that it’s hard for him to gage whether the project was successful or not with only an expense report. Troy noted that it might not be necessary and would be more accounting. Tasheik noted that the Commission requires organizations to show proof that they have 25% of funding. Moved by Tom, seconded by Deanne to approve Spring 2020 Special Project Grant application and report forms. Motion carried unanimously. Upcoming Important Dates Steve announced that the 2020/21 Annual Grant and Spring 2020 Special Project Grant applications will be available online by August 12. The Spring Special Project Grant & Annual Grant Workshop will take place on September 9, 2019. The Workshop is Mandatory. Special Project Grant Applications are due on September 16, 2019 and the next COTA meeting will be held on September 9, 2019. Troy inquired whether the City could provide a transparent wordmark similar to the Public Arts Commission. Tasheik responded that she will ask the City’s Public Information Officer. Steve noted that the Commission should have a conversation on templates or guidelines that organizations can use to cite support from COTA. Valerie noted that other granting organizations have templates that they send out and are required for organizations to use. Troy noted he went to the 1 Million Cups meeting with arts organizations at the Student Union in late May. Troy noted that some organizations had noted that they had attended a meeting with the City Auditorium to discuss pricing/rates. Tasheik informed the Commission she attended the meeting. She noted there were concerns regarding funding and fees. Tasheik informed the Commission she will invite Craig Kaufman, Auditorium Bandshell and Community Center Manager, to talk to the Commission about some of the arts groups’ concerns. Jennifer Brockpahler apologized for not submitting ACAC’s Special Grant Final Report Adjournment Tom moved the meeting be adjourned. The meeting adjourned at 5:40 pm.