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HomeMy WebLinkAbout~Master - COTA Meeting Minutes 10/2/2017MI NUTE S COMMISSION ON THE ARTS City Council Chambers City Hall, 515 Clark Avenue Monday, October 2, 2017 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, Jason Paull, and Tom Lockhart. Public Forum No one was present for Public Forum. Approval of September 11, 2017 Minutes Moved by Jason, seconded by Tom, to approve the minutes of the September 11, 2017 meeting. Motion carried unanimously. Spring Special Project Grant Hearings Leslie Kawaler, of Ames Chamber Artists, was present to discuss the proposed Spring Special Project Grant. ACA would cover a portion of the cost of a concert this spring through the $1000 requested from the Commission. Annual Grant Final Reports Steve indicated the questions in the two outstanding annual reports appear to have been resolved. Jason noted there were two remaining issues with Ames Community Arts Council and Co’Motion Dance Theater, which both indicated they were using COTA funds to support salary expenses, which are prohibited under the criteria. The Commission agreed to have Steve follow-up with those two agencies and this item will be discussed at the next meeting. Annual Grant Eligibility Steve noted that some of the groups that traditionally request COTA funds were not present for the workshop. Inquiries were made about whether these agencies could be eligible. Steve summarized what he saw as options: denying eligibility, forgiving the agencies, forgiving them with conditions, allowing the agencies to view a recording of the workshop, or allowing them to make up the workshop with a separate workshop. Steve felt the separate issue is whether to require participation in the workshop annually. Tom suggested there should be another workshop. Brian noted the application deadline is October 9th. Deanne asked about what takes place at the workshop. Jason noted there should be some level of individual responsibility by the agencies. Steve said unconditional disqualification is difficult for him. He wondered if a better alternative was to accept applications and to somehow provide a penalty. He proposed that those agencies be set aside somehow compared to other agencies and that the amount they could be eligible for could not be any higher than the allocation for this year. It was moved by Steve, seconded by Jason, to allow those organizations that did not attend the required workshop to submit annual grant requests for FY 2018/19, but regardless of the amount requested, these organizations will receive no more than what was received in FY 2017/18, although there is no guarantee of that being awarded. Organizations are further advised to view the workshop recording online. Motion carried unanimously. Upcoming Important Dates Annual Grant hearings are November 6th. Adjournment Tom moved the meeting be adjourned. The meeting adjourned at 5:34 p.m.