HomeMy WebLinkAboutResolution - 105 - Agreement - LCAC - 1979 Arts Grant Program - 03/22/1979RESO #105 (3/22/79)
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock a Cultural Affairs
Agreement Between the City of Lubbock and the Lubbock Cultural Affairs Council,
attached herewith which shall be spread upon the minutes of the Council and as
spread upon the minutes of this Council shall constitute and be a part of this
Resolution as if fully copied herein in detail.
Passed by the City Council this 22nd day of March ,1979.
DIRK YOR
ATTEST:
Ev1°lyn GaffgA', City Secrk-fai'Rj �" easurer
;APPR20AS TO ONTENT:c/ Weston, Community Facilities
APPROVED AS TO FORM:
G •
J n C. Ross, Jr., City Attorney
TIED TO . RESO. #A:05`.: (3/2/79)
STATE OF TEXAS §
COUNTY OF LUBBOCK § .AGREEMENT
This agreement between the City of Lubbock, a municipal
corporation ("City"), and the Lubbock Cultural Affairs Council, a
Texas non-profit corporation ("Council"), for the purposes and
considerations hereinafter expressed:
WITNESSETH:
WHEREAS, Article 1269j-4.1, Vernon's Texas Civil Statutes,
authorizes the City to levy by ordinance a hotel occupancy tax
which may not exceed 4% of the consideration paid by a hotel
occupant; and
WHEREAS, Article 1269]-4.1, Vernon's Texas Civil Statutes,
authorizes the City to provide for the use of one-eighth of the
revenue derived from its hotel occupancy tax for the encourage-
ment, promotion, and improvement of all forms of arts; and
WHEREAS, there is now on deposit in the City's General Fund
$50,708.00 (the "Funds") representing that portion of the hotel
occupancy tax to be disbursed for the encouragement of the arts as
heretofore stated and collected by the City on or before September
30, 1978, for the fiscal year ending that date:
WHEREAS, the Council comprised of a cross-section of those
interested in and participants of the Lubbock arts community, has
proposed certain Guidelines (hereinafter "Guidelines" that are
attached hereto as Exhibit A made a part hereof and incorporated
by reference herein._for all purposes) provided for the formation
of a Review Committee to recommend .to the City how the Funds
should be distributed:
NOW COME, THEREFORE, the City and the Council agree as
follows:
1. The City does hereby adopt, ratify and affirm the
Guidelines attached hereto and the procedures set forth therein.
2. The City agrees to pay to the Council the $50,708.00
herein before referred to in three equal installments of $16,902.00,
the first installment to be paid upon the signing of this agree-
ment, the second on or before August 15, 1979, and the third on
or before November 15, 1979.
3. From the first installment paid by the City, $2,522.10
may be deposited by the Council in its operating account and
used to cover the estimated administrative costs of the dis-
bursement of the Funds. The balance of that installment and
all other installments shall be deposited pending disbursal to
application grantees in an interest bearing account at a depository
of the Council's choosing. The principal amounts of the install-
ments only shall be expended as approved, with the interest
being rebated to the City at the end of the term of this agree -
mens .(or sooner at the convenience of the parties).
4. The Funds shall be disbursed to application grantees
in accordance and only in accordance with the Guidelines attached
hereto.
5. If the Review Committee as created in the Guidelines
approves applications for grants'in excess of the amounts disbursed
by the City, but less than the total amount of $50,708.00, the
City, in its discretion, may advance the additional amount re-
quested prior to the scheduled installment payment date as
herein before set forth.
6. The Council shall keep careful books and records as
to the administrative costs of the disbursement of the Funds
and as to the disbursement of the Funds themselves, how they
are spent by the application grantees, shall allow access to the
books and records to City representatives at any time, and shall
make at least quarterly reports to the City.
7. The Council shall allow the City's duly employed certified
public accountants to audit the use of the Funds and shall be
responsible for the cost of the audit (which may be paid from
the Funds).
8. The Council does hereby indemnify the City from any
liability arising out of the disbursement and use of the Funds
including but not limited to any cause of accident or claim
arising at events made possible or partially possible by the
Funds, and agrees to hold the City harmless therefrom.
9. This agreement expires December 31, 1979.
Executed this 22nd day of March, 1979.
Attest:
EVelyn Ga ga, City 5-le-dfegFry
The City of Lubbock
By:
VITR West, Mayor
Lubbopkr,Cultural,,airs Council
-91A if &If I OK& 0*
Approved as to form: By:
,U-XY!M% I I!fEd
ByrnielBass, Fresident
An4i-os�.. RCity Attorney
3rd draft
1. Introduction
2. Philosophy
3. Criteria/Eligibility
4. Application Procedure
5. Selection Procedure/Deadlines
6. Application Form
3rd draft
INTRODUCTION
The following guidelines and application procedures were
developed to assist your organization gain financial support for
your programs. The application process and the basis for this new
source of support are explained in the following pages. If a
question arises or if you simply need help or advice in your appli-
cation, please feel free to call or come by the Lubbock Cultural
Affairs Council office and we will be happy to assist. At the same
time, please give us the benefit of your ideas and suggestions as we
work together to develop a system which contributes to the growth and
development of our cultural heritage.
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3rd draft
HISTORY AND PHILOSOPHY
This grant program is a direct result of the passage of an
amendment in the Texas Legislature which authorized municipalities
to increase the hotel/motel tax rate by 1% and use the additional
money for, among other things, support of the arts and humanities
in the community. Representative Lance Lalor of Houston must be
credited as the "father" of this legislation for without his dedi-
cation to the arts and perseverence in seeing this innovative
legislation through, there would be no "Lalor Bill."
The underlying goals -inherent in this bill -are an increased
access to the arts for all citizens, an improvement in'the quality
of the arts, --efforts and to foster the continuing cooperation, sense
of unity, and common purpose -among - the -arts-_and_.human ties --groups.
Additionally, benefits accruing to Lubbock as a result of the Lalor
Bill are an increased economic activity among local businesses and
the arts industry and a significant contribution to Lubbock's growing
reputation as a regional entertainment and cultural center. Ulti-
mately the bill will help provide not only for these goals but also
will serve as a crucial element in the continuing revitalization of
our downtown, the education of our youth and in improvement of the
quality of life in Lubbock for all our citizens.
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3rd draft
CRITERIA/ELIGIBILITY
1. Applicants should be non-profit organizations, holding confirmation
letters from the Internal Revenue Service showing 501 (c) (3) status;
applicants should have been actively in pursuit of their goals for at
least one year prior to applying. Exceptions to this may be made during
the implementation period of this grants program.
2. Membership in the Lubbock Cultural Affairs Council is not a con-
sideration in the approval or rejection.of applicants:
3. Projects must serve residents of and/or visitors to the Lubbock
area. The philosophy of this grant program will serve as one of the
bases for consideration of applicants.
4. Applicants must maintain books and records and be prepared to
exhibit financial statements after grant termination date, for at
least one year, upon request by the City Council or Lubbock Cultural
Affairs Council. An independent audit of the applicant's financial
records will be required for the fiscal year in which the grant is used.
5. A written evaluation on a form provided by Lubbock Cultural Affairs
will be made of the project and provided as a record of the project to
the Lubbock Cultural Affairs Council within sixty days of grant termination
date.
6. Funding may= not be. used :for_ personal, --expenses.
7. Projects and programs should contribute to Lubbock's cultural
identity and assist in promoting tourism, either directly or indirectly.
B. Management must be sound and capable of implementing project proposed.
9. Projects and programs must be accessible to the public.
10. Significant efforts must be made toward expansion arts and out -reach
to the public in the total effort of the applicant organization.
11. While not•ruled out at this point, general operating support or suppor
for capital expenditures are considered less desirable goals of this program
than specificprojectsupport applications. -Likewise, yearly applications fc
the same project will be carefully reviewed to avoid developing dependence
on public funding.
12. Applicants should attempt to find support for projects from more than
one source.
13. Lubbock Cultural Affairs Council grants can be used as matching grants
for other applications; however, Lubbock Cultural Affairs Council grants
may not be used for projects already completed or funded.
14. Funding may be requested
in
the following categories:
A)
theatre
G)
visual arts
B)
dance
H)
historic preservation/
C)
music/jazz-pop
architecture & urban design
D)
music/classical
I)
combination of art forms
E)
humanities
J)
other
F)
media
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3rd draft
15. Lubbock Cultural Affairs Council will attempt to avoid funding
duplicate programs and projects; where the project relates to several
organizations, the Lubbock Cultural Affairs Council encourages organi-
zations to get together and submit a joint proposal.
16. Organizations directly affiliated with universities may apply for
support; however, consideration will only be given to projects that
clearly involve and affect the wider community, i.e., more than students
only.
17. Upon award, eighty percent (80%) of the grant will be scheduled for
payment. The remaining twenty percent (20%)will be paid upon receipt
of the applicant's written evaluation as provided in #5.
18. In case of extreme emergency or disaster, applicants may qualify
for emergency -funds -through a special meeting of the board of directors
called by the executive committee and staff.
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3rd draft
APPLICATION PROCEDURE
Applications must be submitted typewritten in seven copies
to the Lubbock Cultural Affairs Council, P. 0. Box 561, Lubbock.
Texas, 79408 postmarked not later than the period deadline. Appli-
cations postmarked on the deadline date will be accepted, but late
applications will not be considered until the next funding cycle.
Applications will be reviewed by the staff for completeness
and accuracy. Incomplete applications will be returned to the
applicant. Completed applications will be forwarded to the review
committee for the selection process.
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y` 3rd draft
SELECTION PROCEDURE/DEADLINES
The review committee, consisting of three At Large members of the
Board of Directors of the Lubbock Cultural Affairs Council appointed
by the President of the Lubbock Cultural Affairs Council, one member of
the Board of Directors of the LCAC who is a Chamber of Commerce appointee
the executive director of the LCAC, and two members to be appointed by
the Lubbock City Council, will review each application and make recom-
mendation to the Lubbock City Council which will have final authority.
Applications will be considered twice yearly and the following
deadlines apply each year:
June 1 - for projects beginning after September 1
December 1 - for projects beginning after March 1
The Review Committee will meet and consider completed applications
within three weeks of the application deadline. In the event additional
or supportive material is required of any applicant, decision on all
applications will be made at subsequent meeting(s) of the Review
Committee: -In any event; the-Review--Commit-tee will be charged with
the responsibility -for making recommendation on all -applications to
the City -Council not later than five weeks after the respective
deadline.----
Note:
eadline.-
Note: Since the Review Committee members appointed by the Lubbock
Cultural Affairs Council will be strongly interested in the arts and
humanities, it is suggested that the City Council might appoint
individuals who would objectively represent the city's interest.
The approved applicationsinany granting period.may-not necessarily
total the available funds for that period. If this occurs the remaining
funds will be c4rr-ied over into the next granting period. A similar
consideration is that some applicatfons depending on available funds may
receive partial funding.
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APPLICATION 3rd draft
CHECKLIST
1. Name of organization, address and phone number of contact.
2. Copy of organization's federal non-profit exemption status
letter, showing that organization is a 501 (c) (3).
3. Letter of authorization pertaining to the application for
this grant, signed by the President or Chairman of the Board
of this organization and the Manager or Staff Director.
4. List of the Board of Directors of the organization.
5. Brief narrative on the purpose and activities and history of
the organization.
6. Resumes from people directly involved in managing and in
implementing the project.
7. Outside -information -including newspaper clippings, -flyers,'
programs, pictures, etc., where applicable.
8. Listallagencies-which-you'--have applied to -for financial support
for this project.
I. Applicant Organization: II. Category of Project
NAME
ADDRESS
Humanities; music/jazz;
CITY, STATE, ZIP music/classical; etc.)
TELEPHONE
III. Period of Support Requested:
STARTING
month day year
ENDING
month day year
Date Lubbock Cultural Affairs Council grant funds actually
needed
-8
•. 3rd draft
IV. Summary of project description: (Use only the space provided. Do not
attach separate sheet)
-9-
3rd draft
V. Summary of Estimated Costs:
Direct Costs
Salaries (administrative)
Transportation
Supplies/materials
Salaries (performers)
Production costs
Publicity/promotion
Other (specify)
Other (specify)
TOTAL DIRECT COSTS--- -
VI. Total amount requested from Lubbock Cultural Affairs Council
VII. What percent of total project .'sts requested from the
Lubbock Cultural Affairs Council?
VIII. Organizational total fiscal activity, most recent fiscal year
A. Expenses $
B. Revenues (grants, ticket sales,
contributions) $
C. Attach copy of independent audit of most recent fiscal year.
IX. Organizational total fiscal activity, estimated for next fiscal year
A. Expenses $
B. Revenues (grants, ticket, sales,
contributions) $
-10-
3rd draft
TRANSPORTATION
What kind - Bus, Train, Taxi, Air, Who Cost
TOTAL
SUPPLIES/MATERIALS
TOTAL _
PRODUCTION COSTS--- --- ---
TOTAL
PUBLICITY/PROMOTION- '
TOTAL
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s
3rd draft
X. Is your organization a private, non-profit organization under
Section 501 (c) (3) of the Internal Revenue Service Code?
No Yes
Please attach a copy of your IRS notification letter if the
answer to the above is yes.
XI. Estimated audience/persons expected to benefit from this
project.
XII. Location of project
XIII. Breakdown of Estimated Costs
SALARIES AND WAGES (ADMINISTRATIVE)
Title and/or type of personnel Number of Personnel Cost
TOTAL
SALARIES AND WAGES (PERFORMERS)
Title and/or,type of performer Number of Performers Cost
TOTAL'
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3rd draft
OTHER (Please itemize)
TOTAL
TOTAL COSTS FOR ENTIRE PROJECT_
XIV. Breakdown of estimatedrevenuefrom project
A. Contributions for this -project
Cash
In Kind
TOTAL
B. Grants (do not list anticipated grant from LCAC)
TOTAL
C. Revenues (sale of tickets; concessions, etc.)
TOTAL -13-
Cost
3rd draft
TOTAL CONTRIBUTIONS, GRANTS, REVENUES
FOR THIS PROJECT
XV. List ticket or subscription prices or fees, if applicable
Describe rationale for setting the above prices/fees/rates;
where no admission is charged, discuss reasons;
XVI. Please attach -recent critical reviews/stories-about-your-
organization.
XVII. Please attach examples of recent publicity e.g., newspaper, magazine
advance stories, brochures, posters, direct mail pieces, etc.
XVIII. We certify that the information contained in this application,
including all attachments and supporting materials is true and
correct to the best of our knowledge.
President or Chairman of Board of Directors Date
Manager or Staff Director Date
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Mr. R, Byrn Bass, Jr',
#18 Briercroft Office mark
Lubbock, Texas 79412
RE: -Cultural Affairs Committee
Bear Byrn'fes
Enclosed herewith to you is a copy of the Agreement between the
City and the Cultural Affairs -Corriitteep with attached Guidelines,,
Also attached is a copy of Resolution x'105, authorizing the Mayor
to execute the Agreement.
If i can M of further asslstance, don'thesitate to call.
Sincerely,