HomeMy WebLinkAbout~Master - COTA Meeting Minutes 08/06/2012MINUTES
COMMISSION ON THE ARTS
August 6, 2012
The meeting was called to order at 5:00 p.m. by Chair Fred Lewis. Members present
were Christopher Sutch, Joel Jacobsen, Andrew Zehr, and Craig Zywicki.
Public Forum
Valerie Williams of Co’Motion Dance Theater introduced the new General Manager
Malin Russell to the Commission. Williams also noted that their July 27-28 performance
of Kids’ Co’Motion was terrific, full of energy and excellent choreography. The next
Co’Motion event will be held November 2-3 and will be a professional dance
performance.
Approval of Minutes
Moved by Zywicki and seconded by Sutch to approve the June 4, 2012 minutes. Motion
carried unanimously.
New Business
A. Approve Annual Grant Application.
Zywicki provided the Commission a copy of revisions to the Annual Grant Application
that he would like to discuss with the group. These were the result of the Commissions
discussions in November 2011.
The Commission reviewed the recommendations and made the following adjustments
to Zywicki's revisions:
1) Updated the section entitled "Not Eligible for Funding" to read the same as the
Special Project Grant Application. Motioned by Sutch and seconded by Zehr to approve
the change. Motion carried unanimously.
2) Added a section under Part 1: Summary requesting a brief paragraph, summarizing
the organizations purpose, general use of COTA fund ing, and targeted audience.
Moved by Zywicki and seconded by Sutch to approve the change. Motion carried
unanimously.
3) Added three questions under Part 1: 1D Participants & Audience requesting to know
if the organization planned to host at least one free event for the audience and if the
organization provided discounted or free admission to events and a final question
requesting the average cost per person to attend an event. Moved by Zywicki to
approve the change. The Commission discussed the three questions. Zywicki
amended his motion to remove the question requesting the average cost per person to
attend an event. Sutch seconded the amended motion. Motion carried unanimously.
4) Added a section to Part 1: 1E requesting methods for how an organization will
promote events. The Commission added to other methods to Zywicki's revisions, social
media (i.e. Facebook) and other, please list to the revisions. Moved by Zywicki and
seconded by Zehr to accept the revisions in his version and the addition of Social Media
and “other”. Motion carried unanimously.
5) Added examples of other agencies to Part 3: Other Sources of Funding to include
COTA Fall and Spring grants as well as Community Grants from Ames Convention and
Visitors Bureau. A motion was made by Sutch to accept Zywicki's revisions and the
addition of Community Grants. Zywicki seconded the motion. Motion carried
unanimously.
6) Revisions to References -Definitions were discussed by the group and a motion was
made by Zehr to accept Zywicki's wording changes for Fiscal Year and to accept the
revisions made by the Commission for 1C through 1F. The motion was seconded by
Zywicki. Motion carried unanimously.
Lewis requested that the Commission adopt the Annual Application as revised. Moved
by Zehr and seconded by Zywicki to adopt the revised application. Motion carried
unanimously.
B. Approve Spring 2013 Special Grant Application
The Commission discussed Zywicki's changes as provided to the Special Grant
Application. The agreed to have staff reformat the Special Grant to have it look like the
Annual Grant Application, including the inclusion of the Statement of Assurances. They
also requested that staff research the dollars available for Special Project Grants and to
update the application accordingly.
1) Added three questions under Part 1: Participants & Audience requesting to know if
the organization planned to host at least one free event for the audience and if the
organization provided discounted or free admission to events, and a final question
requesting the average cost per person to attend an event. Additionally, they agreed to
add a section to Part 1: Promotions, requesting methods for how an organization will
promote events. A question was added under Part 3: Final Accounting & Evaluation
Report to have the applicant provide a description of the actual event as compared to
purposed budget. The Commission added to other methods to Zywicki's revisions,
“social media” (i.e. Facebook) and “other”, please list to the revisions. Moved by Sutch
and seconded by Jacobsen to amend the motion. Motion carried unanimously.
Lewis requested that the Commission adopt the Special Project application as revised.
Moved by Zehr and seconded by Jacobsen to adopt the revised application. Motion
carried unanimously.
C. Finalize the Time for Annual Grant Hearings
The Commission agreed to start the November 3, 2012 Annual Grant Hearing meeting
at 8 a.m.
Next Meeting
The Commission will next meet on September 10, 2012 at 5:00 p.m. Zywicki indicated
that he would be arriving late for several meetings due to a teaching conflict this Fall.
Adjournment
Commissioner Sutch moved to adjourn. The Commission adjourned at 6:17 p.m.
MJM