HomeMy WebLinkAboutA001 - Council Action Form dated October 10, 2026ITEM #:17
DATE:10-13-26
DEPT:ADMIN
SUBJECT:COTA SPECIAL PROJECT GRANT ROLLING HILLS CHAMBER MUSIC
ASSOCIATION
COUNCIL ACTION FORM
BACKGROUND:
The Commission on the Arts (COTA) offers grants to arts agencies through an annual
program and seasonal Special Project Grant programs. On June 1, COTA recommended Fall
Special Project Grant awards to agencies, including KHOI and Rolling Hills Chamber Music
Association. During the meeting, COTA's recommendation was for KHOI to receive $600 and
Rolling Hills to receive $1,000.
Unfortunately, the minutes transposed these amounts. The minutes were used to prepare the
contracts which were then presented to the City Council for approval using the transposed
amounts. COTA did not have a July meeting, and therefore the error was not identified until
the August 3 meeting, after contracts had been signed and in effect.
On September 14, COTA reviewed the situation and recommended that Rolling Hills Chamber
Music Association's contract be amended to increase it from $600 to $1,000. A contract
amendment has been prepared to accomplish this, which has been signed by the organization
and returned to City staff.
COTA has an available special project grant balance of $9,832 to fund the $400 increase.
ALTERNATIVES:
1. Approve the COTA Fall Special Project Grant amendment with Rolling Hills Chamber
Music Association in the amount of $400.
2. Do not approve the contract amendment.
3. Refer this item to staff or COTA for further information.
CITY MANAGER'S RECOMMENDED ACTION:
The COTA Special Project Grant award made to Rolling Hills Chamber Music
Association was inadvertently reduced from the recommended amount by $400 prior to
its approval by City Council and the organization. COTA has an ample balance to be
able to increase the contract amount to its original intended award and has
recommended proceeding with that action. Therefore, it is the recommendation of the City
Manager that the City Council adopt Alternative No. 1, as described above.
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ATTACHMENT(S):
Rolling Hills Chamber Music (Music Festival).pdf
Rolling Hills AMENDMENT.docx
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CONTRACT FOR ARTS FUNDING
THIS AGREEMENT, made and entered into July 1, 2026, through December 31,
2026, by and between the CITY OF AMES, IOWA, a municipal corporation organized
and existing pursuant to the laws of the State of Iowa (hereinafter sometimes called "City")
and ROLLING HILLS CHAMBER MUSIC, INC., OF AMES, IOWA (hereinafter called
"Provider"); for funding of said Provider up to and including $600.00;
WITNESSETHS THAT, WHEREAS, the City of Ames has, by its City Council acting
in open and regular session, and through the Commission on the Arts, determined that
the Provider has met the criteria established by the City for arts funding and shall receive
funds for certain services and facilities in accordance with the written agreement as
hereinafter set out;
NOW, THEREFORE, the parties hereto have agreed and do agree as follows:
I: PURPOSE
The purpose of this Agreement is to procure for the City of Ames and its citizens certain
arts-related programs and activities as hereinafter described and set out; to establish the
conditions governing payment by the City of Ames for such services; and, t o establish
other duties, responsibilities, terms, and conditions mutually undertaken and agreed to by
the parties hereto in consideration of the services to be performed and monies paid.
II: SCOPE OF SERVICES
The provider shall use the funds for venue rental and sheet music for the Rollins Hills
Chamber Music Festival to be hosted across various locations in the Ames area.
II: METHOD OF PAYMENT
All payments made to the Provider by the City of Ames shall be made in accordance with
procedures established by the City. All expenditures using funds provided under this
agreement shall be supported by properly executed invoices, receipts, vouchers, or other
documentation evidencing in proper detail the nature and property of the charges, and
shall be spent in providing services to residents of Ames.
IV: SPECIAL CONDITIONS
The City shall have access to all records relating to the expenditure of funds provided
under this Agreement. The City shall require an annual report on the expenditure of funds
which shall include, but not be limited to, a summary of how the funds were sp ent and
number of persons benefiting from these funds.
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All records shall be maintained in accordance with procedures and requirements
established by the City Finance Director, and the City Finance Director may, prior to any
disbursement under this Agreement, conduct a pre -audit of recordkeeping and financial
accounting procedures of the Provider. All records and documents required by this
Agreement shall be maintained for a period of three (3) years following final disbursement
by the City.
At such time and in such form as the City may require, there shall be furnished to the City
such statements, records, reports, data, and information including any such reports or
information as the Provider is required to complete to receive State or Fede ral funds.
These records shall be made available to qualified City personnel for the purpose of
conducting management or financial audits or program evaluations, provided however,
that such personnel may not, directly or indirectly, identify any individua l client in any
respect of such audit or evaluation.
Further, the Provider warrants that any material used in connection with services provided
under this grant shall not violate any copyright laws; at the request of the City, the Provider
shall produce documentation of permission to use any such copyrighted material. In
addition, the City may require proof of permission by license holders to videotape, replay,
and/or broadcast any performance or activity conducted under this contract. The Provider
agrees to indemnify and hold harmless the City of Ames for an y damages which may
arise out of a violation of this paragraph.
V: DISCRIMINATION PROHIBITED
In accordance with Chapter 14 of the Municipal Code, no person shall, on the
grounds of race, color, creed, religion, national origin, disability, sexual orientation, sex,
or gender identity be excluded from participation in, be denied the benefits of, or be
subjected to discrimination under any program or activity funded in whole or in part with
funds made available under this Agreement.
VI: DURATION
This Agreement shall be in full force and effect from and after July 1, 2026, through
December 31, 2026, or, until terminated by resolution of the City Council of the City of
Ames, Iowa. The City Council may terminate this Agreement prior to December 31, 2026,
by giving written notice to the Provider at least sixty (60) days before the effective date of
such termination. From and after the effective date of termination, no further disbursement
under this Agreement shall be made by the City. Any money disburse d to the Provider
and unencumbered or unspent as of the effective date of termination, shall be repaid to
the City.
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IN WITNESS WHEREOF the parties hereto have, by their authorized representa tives, set
their hand and seal as of the date first above written.
CITY OF AMES, IOWA ROLLING HILLS CHAMBER MUSIC, INC.
By: _______________________________ By: _____________________________
John A. Haila, Mayor Name: __________________________
Title:____________________________
Attest: __________________________ Address:_________________________
Renee Hall, City Clerk ________________________________
Email: __________________________
Phone: __________________________
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Page 1 of 2
AMENDMENT TO
CONTRACT FOR ARTS FUNDING
THIS AMENDMENT, made and entered into ________________, 2026, to an Agreement
in an amount not to exceed $600 and entered into on July 1, 2026, (“Agreement”), by and
between the CITY OF AMES, IOWA, a municipal corporation organized and existing
pursuant to the laws of the State of Iowa (hereinafter sometimes called "City") and
ROLLING HILLS CHAMBER MUSIC, INC. OF AMES, IOWA (an entity organized and
existing pursuant to the laws of the State of Iowa and hereinafter called "Provider");
WITNESSETH THAT:
WHEREAS, the City of Ames, by its City Council acting in open and regular session,
entered into an Agreement with the Provider to support the Rolling Hills Chamber Music
Festival; and
WHEREAS, The City of Ames Commission on the Arts originally recommended a contract
award not to exceed $1,000, which amount was erroneously reported to the City Council
and approved as $600;
NOW, THEREFORE, the parties hereto have agreed and do agree as follows:
I
AMENDMENT TO CONTRACT FOR ARTS FUNDING
The funding amount set forth in the Agreement is increased to an amount up to and
including $1,000.00.
II
REMAINING TERMS OF AGREEMENT
The remaining terms of the Agreement shall remain in full force and effect.
This space intentionally left blank
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IN WITNESS WHEREOF the parties hereto have, by their authorized representatives, set
their hand and seal as of the date first above written.
CITY OF AMES, IOWA ATTEST:
BY______________________________ ________________________________
John Haila, Mayor Renee Hall, City Clerk
Rolling Hills Chamber Music, Inc.
BY______________________________
Authorized Representative
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