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HomeMy WebLinkAbout~Master - COTA Meeting Minutes 11/04/2019Minutes COMMISSION ON THE ARTS Council Chambers City Hall, 515 Clark Avenue Monday, November 4, 2019 Call to Order The meeting was called to order at 5:00 p.m. by Chair Steve Sullivan. Members present were Tom Lockhart, Troy Rutter, Natalie Robinson, and Deanne Brill. Staff member Tasheik Kerr was also present. Public Forum No one was present for Public Forum Approval of the October 7, 2019 Minutes Deanne identified a misspelling on page 2 of the minutes. It was moved by Tom, seconded by Natalie, to approve the minutes of the October 7, 2019 meeting as corrected. Motion carried unanimously. Approval of Spring Special Grant Projects Steve reviewed the Spring Special Grant process and explained how the Commissioners arrived at their recommendations. Steve noted that the funding requests were greater than the amount allocated for Spring Special Projects. All the requesting organizations were provided a level of funding. Moved by Tom, seconded by Deanne to approve the recommendations as outlined below. Motion carried unanimously. Organization Grant Awarded Total $4,680.00 Review Tasks Related to the Gathering of Information from COTA Agencies Steve informed the audience that a Commissioner had reached out to Jennifer Drinkwater from ISU Extension and Outreach and that the Commission plans to meet with her. Jennifer will be invited to a COTA meeting in January. The Commission also plans to send a survey out to COTA agencies. Tom added that Jennifer Drinkwater is looking forward to working with the Commission. Annual Grant Hearings Due to a time conflict, Central Iowa Touring Ensemble was permitted to present first. Ben Siegel, Director of Central Iowa Touring Ensemble, reviewed the organization’s mission and objectives. For the FY 2020-21 season, the organization will conduct its annual musical. The organization also plans to present several special projects. Ben informed the Commission that the goal of the special projects is to bring a fun and energizing piece of theater to schools, libraries, and other arts organizations. Ben added that the organization is trying to bridge the gap in the community by targeting the youth specifically. The organization plans to hold three special projects in FY 2020-21. Troy advised that as the organization plans its special projects, requests for funding should be included in its Annual Grant request. Noelle Fultz and Paul Ferrone, Ames International Orchestra Festival Association (AIOFA), were present. Noelle listed several projects AIOFA will hold in the spring of 2020. Noelle informed the Commission that they are excited about the revitalization of the festival type of engagement whereby performance groups interact in educational and community outreach. These engagements reduce barriers between audiences of all ages and orchestral music. Paul Ferrone added that the organization is looking forward to hosting the Siberian State Symphony. Paul also explained that the festival type performance is a new initiative that will happen over a three-day period. Troy noted an increase of 250% in marketing and a decrease in AIOFA’s ticket sales. Paul responded that the organization makes adjustments throughout the year. AIOFA wants to make sure they have the resources to attract audiences hence the increased amount for marketing. Francine White and Shon Stephenson, Ames Children’s Choirs, were present. Shon noted Ames Children’s Choirs is celebrating its twenty-fifth anniversary. The organization plans to hold 2 major concerts, a spring and winter concert, and will participate in 3 benefit concerts. Shon read a letter from Ames Children’s Choirs’ director that was addressed to the Commission. Troy explained that the organization’s budget included in the Final Report should match the budgeted amount stated in the organization’s Annual Grant Application. Francine responded that the size of the tours changes every other year. There were times when the tours were not affordable and the organization changed its plans. Troy added that the actuals in the final report were different from what is stated in the application. Francine noted that the COTA budget form was changed and that added some confusion. Troy responded that the totals of the final report should match the totals of the application. It was noted that other organizations have made this mistake. Troy inquired about the $10,000 increase in other expenses listed in the organization’s application. Francine responded that a larger tour is planned. Steven Hoifeldt, of the Ames Choral Society, reviewed the organization’s mission. For FY 2020-21, the organization will be performing Mass by Beethoven with an orchestra. The organization also plans to perform at the Good Neighbor Concert and with the Ames Municipal Band. Steven mentioned that the organization received a memorial gift. Troy explained that the income reported in the organization’s final report needs to match the income reported in the Annual Grant Application. The expenses also did not match. Steven Hoifeldt was also representing Good Company. Steve noted that Good Company’s application came in after the deadline. Steven Hoifeldt responded that the organization changed personnel and those changes might have caused confusion. It was moved by Tom and seconded by Natalie, to accept Good Company’s application. Motion carried unanimously. Steven informed the Commission that a subgroup of Good Company called Good Company the Go will perform at various events including care facilities and nursing homes. Steven announced Good Company's upcoming events for the FY 2019/20 season. Good Company will continue to promote Treble Choir music among women. Troy noted that Good Company did not submit its IRS letter nor its Bylaws. Don Withers, Central Iowa Symphony (CIS), reviewed the mission and objectives of the organization. Don also noted that seventy-seven people are associated with the orchestra. Troy mentioned that the CIS budget included in its application did not match the organization’s final report. ACTORS switched times with the Octagon Center for the Arts. Heather Johnson, Director of the Octagon Center for the Arts, highlighted that the organization has worked with 692 artists. For FY 2020/21, the organization will be celebrating the fiftieth anniversary of the Octagon Art Festival. Heather mentioned that the Octagon’s expenses are a bit off because its CPA accountant made adjustments based on CPA standards. The organization's marketing expense is high due to the marketing of the art festival. Stan Rabe, Ames Community Theater (ACTORS), announced that ACTORS is 64 years old. For its 65th season, the organization will be planning several special events hence the increase in its marketing expenses. ACTORS is also working on its building. Stan added that the organization does two big comedies a year, a musical and a murder mystery. The organization will be looking to take advantage of this milestone. Chris Johnson, Treasurer of Ames Chamber Artists, reviewed the mission and objectives of the organization. Chris explained that the organization will be looking to work with Gilbert High School Choir as it tries to enhance the choral arts in Ames and the surrounding area. Troy noted that the Commission did not receive Ames Chamber Artists’ IRS letter nor its bylaws. Amy Divine and Sue Ann Peters, Board Members of Story Theater Company (STC), highlighted the organization's projects and how they relate to the organization's mission. Amy noted that the organization has over 300 participants. The organization tries to foster self-confidence, responsibility, teamwork, and inclusion in youth. Amy listed several examples of how STC serves the Ames Community. Amy noted that as the organization grows it has experience increases in expenses. Susan added that STC’s accounting was not situated at year-end. The numbers were estimated for the Final Report. Troy informed Sue Ann and Amy that the Commission did not receive the organization’s IRS letter nor its bylaws. Steve noted that the organization’s salaries and benefits have increased. Susan responded that the organization is trying to pay the managing director a living wage. Marianna and Melissa Allman, Dancenter Dancer Company, reviewed the organization's mission and objectives. At the end of the year, the organization does a showcase to bring relevance of dance in Ames. COTA funds will be used for the rental of the Ames High School auditorium. Marianna noted that the organization does a lot of fundraisers to make up the difference in cost. Marilu Raman, President of the Ames Chapter of the Des Moines Metro Opera Guild (DMMO), reviewed the mission and objectives of the organization. Marilu listed several projects in the Ames community the organization supports. Mary noted the organization is requesting funds to go to Indianola for its summer festival. Mary added that as ticket sales increase, the organization will be looking to become self-sufficient. Joan White and Bruce Calhoun, Board Members of Ames Town & Gown, were present. Joan announced that the organization is celebrating its seventh year. The organization offers free admission to students and conducts free special events at schools and libraries. Five concerts are planned for the FY 2020/21 season. The organization is trying to attract new audiences through marketing and concerts. Mary Richards, Secretary of KHOI, expressed that the organization is the only place where those that don’t have visual capability can obtain information. The organization is requesting funds to support its Pantorium sessions and its special events. Mary noted that the special concert amount was not included in the amount listed in the organization’s grant application. She also mentioned that the organization would like to do visual art to complement its work on the Ames watershed. Valerie Williams, Director of Kids Co’Motion, reviewed the organization's mission. Kids learn and choreograph dances. This year, the theme of its production is dream and dreaming. Troy asked Valerie to explain why Kids Co’Motion and Co’Motion Dance Theater do not have a combined budget and tax identification number. Valerie responded that the Commission asked the organization to separate its budget and to obtain different tax identification numbers. Valerie Williams, also representing Co’Motion Dance Theater, noted that one of the reasons the organizations might have been separated is because Co’Motion is a professional dance company and not a studio. COTA funds allow the organization to be in Ames and to hold dance concerts in Ames. Valerie also mentioned that the organization will work with an artist on sounds and movement. Steve noted that the organization's request is $3,000 but has listed in its budget that it’s requesting $4,000. Valerie responded that the organization is requesting $4,000. Anand Balasubramanian, India Cultural Association, informed the Commission that the organization is requesting $15,000 for FY 2020/21. The organization would like to hold a flagship event. Anand reviewed the mission of the organization. Anand noted that the organization held twelve events in the Ames community. For FY 2020/21, the goal is to do more outreach. The organization wants to attract other people in the Ames community apart from Indian families. To attract more people to its show, the organization plans to hold a standup comedy show. COTA funds will be used to pay the artists. Troy inquired about where the organization will host the event. Anand noted that all events are hosted at the Ames City Auditorium. Anand reviewed other events the organization plans to hold including a Youth Leadership Program. Jennifer Brockpahler, Director of the Ames Community Arts Council, provided an overview of the organization and its objectives. Troy noted that the Commission did not receive the organization’s IRS letter nor bylaws. Steve closed the hearing and announced the Commission will make its recommendations in February. Tasheik added that the Commission makes its initial recommendations in January. Upcoming Important Dates Steve noted that the next Commission meeting will be held on Monday, January 6, 2020. Valarie, of Kids Co’Motion and Co’Motion Dance, noted that the Commission asked for the organizations to separate their budgets in 1999. Steve responded that the Commission will continue to accept the two budgets. Adjournment Tom moved the meeting be adjourned. The meeting adjourned at 6:29 pm.