HomeMy WebLinkAbout~Master - COTA Meeting Minutes 08/05/2013MINUT ES
COMMISSION ON THE ARTS
Council Chambers
City Hall, 515 Clark Avenue
Monday, August 5, 2013
Call to Order
The meeting was called to order at 5:00 pm by Chair Fred Lewis. Members present were
Jennifer Brockpahler, Malinda Cooper, Andrew Zehr, and Craig Zywicki.
Public Forum
The public forum was moved to first on the agenda and the person in attendance was welcomed
and invited to speak. Jim Nelson said he was attending to learn about COTA grants for the
Dancenter Dancer Company of Ames.
Approval of Minutes
It was moved by Commissioner Cooper and seconded by Commissioner Brockpahler to
approve the June 3, 2013 minutes. Motion carried unanimously.
New Business
A. Approval Annual Grant Application
Commissioner Zywicki presented an edited Annual Grant Application for Fiscal Year
2014/2015. He stated that his intent was to make the application more user friendly. Since
the changes were extensive, Chair Lewis suggested that motions to accept or reject them by
the page.
Craig Zywicki moved that all dates in the document be corrected and/or updated by the
support staff. Andrew Zehr seconded. Motion carried unanimously.
Page 1: Process & Deadlines
Length of Presentations on Nov. 2 - It was moved to accept the changes to the form
changing the amount of presentation time from 20 minutes to fifteen.
The wording on Item 5 changed to read: COTA presents its recommendations to the City
Council as part of its budget process. Once the budget receives Council Approval, the
Commission’s recommendations become official.
It was moved by Malinda Cooper to accept the Item 5 wording change and to accept all
other recommended changes on Page 1. Seconded by Jennifer Brockpahler. Motion
carried unanimously.
Pages 2 & 3: Guidelines
The changes required involved editorial changes involving punctuation and font. A
paragraph was added detailing how to receive payment of the grant. Ms. Cooper moved for
approval of the changes on Page 3 involving punctuation and consistent fonts as well as the
paragraph on how to obtain the grant payment. Andrew Zehr seconded. Motion carried
unanimously.
Note: The Commissioners have asked to be sent copies of the contract memo and the
request for payment before the September meeting.
Part 1: Summary
Formatting changes for the summary section included font changes and no longer requiring
resubmitting proof of (501)(c)(3) status. Ms. Brockpahler moved the changes be approved;
Andrew Zehr seconded. Motion carried unanimously.
Parts 2, 3, 4
Malinda Cooper moved that the Excel worksheet for budget should be used in place of the
budget tables in the Word document. Andrew seconded. Motion carried unanimously.
Budget Worksheets
Craig Zywicki moved the addition of other and miscellaneous revenue to the revenue
section. Andrew Zehr seconded. Motion carried unanimously.
Part 1E to End
The changes to information, font and other formatting were approved by consensus.
With this change, all changes to the 2014-2015 Annual Grant had been approved.
B. Approval of Special Projects Application
Andrew Zehr moved the Special Projects Grant Application be approved for Spring 2014.
Malinda Cooper seconded. Motion carried unanimously.
C. Annual Grant Hearings
The date for the annual grant hearings is set for November 2, 2013. The hearings will begin
at 8:30 am. Chair Lewis reminded applicants they should request a time when they submit
their grants.
Next Meeting
The next meeting will be Monday, September 9, 2013 at 5:00 p.m. in the Council Chambers at
City Hall. The session will be followed immediately by the Annual Grant Workshop.
Chair Lewis reminded COTA grant recipients that annual grant reports and spring special
project grant reports are due on July 15.
A motion for adjournment came from Malinda Cooper. Chair Lewis declared the meeting
adjourned at 5:51 p.m.
/cg