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HomeMy WebLinkAbout~Master - COTA Meeting Minutes 01/08/2018COMMISSION ON THE ARTS Council Chambers City Hall, 515 Clark Avenue Monday, January 8, 2018 Call to Order The meeting was called to order at 5:00 p.m. by Chair Steve Sullivan. Members present were Deanne Brill, Jon Foley, Tom Lockhart, and Jason Paull. Staff member Tasheik Kerr was also present. Public Forum No one was present for Public Forum. Approval of November 6, 2017 Minutes Moved by Jason, seconded by Tom, to approve the minutes of the November 6, 2017 meeting. Motion carried unanimously. Annual Grant Recommendations Steve announced that the Commission had received requests for FY 2018/19 funding from various arts and cultural groups. He noted that some organizations did not attend the required workshop and though the Commission allowed those organizations to submit their 2018/19 requests for funding, it was decided by the Commission that their award will not exceed what they received for FY 2017/18. Steve noted that each member of the Commission had selected an amount of funding for each organization based on the organization’s requests and materials submitted. Those amounts were averaged. For the organizations that did not attend the required workshop, Steve recommended they receive the same amounts they were awarded for 2017/2018 since the averages were close to those amounts. Steve also recommended that the average for ACTORS be rounded to $18,950. Tom noted that in the past ACTORS appeared to be “cash-flush” compared to other organizations. Jason added that he made his recommendations based on each organization’s profit/loss from their last four years. This method was to level the playing field among the organi zations and to incentivize organizations who are struggling. Steve noted that Town and Gown would be the only agency getting more than what they requested. Deanne asked if any agency had received more than what they requested. Steve responded that this is a unique year for the Commission in terms of the organizations that did not attend the required workshop. He surmised that the Council authorized the same amount this fiscal year as they did last fiscal year because of the Commission’s request to Council, owing to the organizations that did not attend the required workshop, did not reflect a significant increase. Moved by Jason, Seconded by Tom, to allocate the funding as presented: 2018 – 2019 COTA Annual Grant Recommendations Final Rec. Amount ACTORS $ 18,950 AIOFA $ 9,700 Ames Chamber Artists $ 3,770 Ames Children’s Choirs $ 13,850 Ames Choral Society $ 3,690 Ames Community Arts Council $ 10,750 Central Iowa Symphony $ 9,750 CoMotion Dance $ Dancenter Dance Company Foundation $ 1,830 Friends of Ames Strings $ Good Company $ 1,950 India Cultural Association $ KHOI $ 3,000 Kids CoMotion $ 3,000 Octagon Center for the Arts $ 48,100 Story Theater Company $ 10,560 Town & Gown $ 18,200 Spec. Proj. Grant Reserve $ 6,879 Total $ 163,979 Motion carried unanimously. Steve asked staff to send a notice out to organizations alerting them that funding is available for spring and fall special projects pending City Council approval of the Commission’s annual grant recommendations. Annual Grant Paragraph Assignments: Steve noted that the Commission submits short paragraphs with their annual grant recommendations for the organizations that are being funded and how they typically used those funds. The Commission used what was written the year before and update as needed based on the applications of the organizations. This year there were 14 organizations. Commission members were assigned the following organizations. Tom Deanne Steve Jason Tom ACTORS Ames Children’s Choirs Central Iowa KHOI Story Theater Symphony Company AIOFA Ames Choral Society Dancenter Dance Company Foundation Kids CoMotion Town & Gown Ames Chamber Artists Ames Community Arts Council Good Company Octagon Center for the Arts Jason volunteered to attend the February 13 City Council Budget Wrap-Up Meeting. Approve Outstanding FY 2016/17 Annual Grant Final Reports The Commission informed staff that it already approved FY 2016/17 Annual Grant Final Reports. Discussion of Annual Grant Salary Exclusion Steve reminded the Commission members that this topic was raised at the last COTA meeting regarding one of the organization’s annual reports. The Commission was to clarify criterion number three “Personnel employed on a continuing basis (salaried staff)” under the heading “Not Eligible for Funding.” Deanne suggested that salaried staff be defined as someone who is receiving benefits versus an hourly employee. Jason added that an hourly employee could qualify for benefits. Jason suggested that salaried staff be defined as a continuously employed person. He further added that his suggestion could be reworded to say ongoing salary expense for permanent employees. Jason asked the Commission whether the language should be sent to the City’s legal department. Tasheik informed the Commission that she would inquire about the language. Upcoming Important Dates Steve reminded the Commission that the paragraphs for Council are due January 12, 2018 and the Commission will be meeting February 5, 2018 to approve Fall Special Project Grant Applications. Jason reminded the Commission that the amended criterion discussed above needs to be included in the special grant packet. Adjournment Tom moved the meeting be adjourned. The meeting adjourned at 5:27 p.m.