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HomeMy WebLinkAboutResolution - 404 - Agreement - LCAC - 1980 Arts Grants Program - 02_14_1980LGB/pg RESOLUTION #404 - 2/14/80 RESOLUTION I 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 thisl4th day of February , 1980. 'PAMAfb777 DIRK WE9PfPRAYOA ATTEST:_ Evelyn Gaf a, ity Se e r reasurer AP,FROV "AS TO CONTENT: J m eston_ Community Facilities APPROVED AS TO FORM: Leon G. Bean, Assistant City Attorney RESOLUTION #404 - 2/14/80 LUBBOCK CULTURAL AFFAIRS COUNCIL AND CITY OF LUBBOCK ARTS GRANTS PROGRAM FOR 1980 1. Introduction 2. Philosophy 3. Criteria/Eligibility 4. Application Procedure 5. Selection Procedure/Deadlines 6. Application Form 1 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. -2- 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 humanities 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. -3- 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. 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 as outlined on page 3 will serve as one of the primary 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 forthe fiscal year in which the grant is used. 5. Applicant organizations should provide at least 50% matching funds for the total project costs. (For example,_ if the total project costs equal $1,000 the applicant organization would demonstrate that $500 has already been committed to the project by the applicant organization.) Of the 50% match, one half may be "in -kind." (In other words, 25% of the total project cost may be "in -kind.") In kind matching represents the value of non -cash contributions provided by the applicant, private organizations, individuals and other public agencies and institutions. 6. A written -evaluation of a form provided by Lubbock Cultural Affairs Council will be made of the project and provided :as a record of the project to the Lubbock Cultural Affairs Council within thirty days of grant termi- nation date. 7. Funding may not be used for personal expenses. 8. Projects and programs should contribute to Lubbock's cultural identity and assist in promoting tourism, either directly or indirectly. 9. Management must be sound and capable of•implementing project proposed. 10. Projects and programs must be accessible to the public. 11. Significant efforts must be made toward expansion arts and out -reach to the public in the total effort of the applicant organization. 12. While not ruled out, general operating support or support for capital expenditures are considered less desirable goals of this program than specific project support applications. Likewise, yearly applications for the same project will be carefully reviewed to avoid developing dependence on public funding. 13. Applicants should attempt to find support for projects from more than one source. 14. Lubbock Cultural Affairs Council grants can be used as matching when applying for grants from other agencies, however, Lubbock Cultural Affairs Council grants may not be used for projects already completed or funded. 4 15. Funding may. be requested in the following categories: A) Theatre G) Visual Arts B) Dance H) Historic Preservation/Architecture & C) Music/jazz-pop Urban Design D) Music/classical I) Combination of art forms E) Humanities J) Other F) Media 16. 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 organizations to work together and submit a joint proposal. 17. Organizations directly affiliated with universities may apply for support; however, consideration will be given to projects that clearly involve and affect the wider community, i.e., more than students only. 18. Upon award, eighty percent (80%) of the grant will be scheduled for .payment. The remaining twenty percent (200) will be paid Upon receipt of the applicant's written evaluation as provided in #6. 19. In case of extreme emergency or disaster, applicants may qualify for emergency funds through a special meeting of the Board of Directors of the Lubbock Cultural Affairs Council. Emergency grants may be made to extremely deserving projects whose timing prevents application through the, regular process and may be made only by. the Board of Directors of the Lubbock Cultural Affa"irs Council with the unanimous agreement of the two representatives appointed by the Lubbock City Council to the Grants Review Committee. •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. -6- 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 Committee 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: 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 applications in any 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 applications depending on available funds may receive partial funding. - 7 - APPLICATION CHECKLIST 1. Name of organization, address and phone number of contact correct on application. 2. Copy.of organization's federal non-profit exemption status letter showing that organization is a 501 (c) (3) attached to application. 3. Letter of authorization attached pertaining to the application for this grant, signed by the President.or Chairman of the Board of this organization and the Manager, Executive or Staff Director. 4. List of the Board of Directors of the organization attached S. Brief narrative on the purpose and activities and history of the organization attached. 6. Resumes from people directly involved in managing and in implementing project attached. 7. Outside information including newspaper clippings, flyers, programs, pictures, etc., where applicable attached. 8. A list of all agencies which you have applied to for financial support for this project attached. 9. Applicant has visited with executive director of the Lubbock Cultural Affairs Council in developing this grant application.if needed. 10. Copy of independent audit of most recent fiscal year attached. 8 APPLICATION SECTION A 1. Official Name of Organization 2. Mailing Address of Organization 3. Chief Administrative Officer and Title 4. Project Director 5. Project Title APPLICANT ORGANIZATION INFORMATION Phone Number Phone Number 6. Applicant Organization is Legally: IRS Tax Exempt Division of University/College Governmental Unit Other 7. Name, Address, Home and Business phone of individual in applicant organization to whom all correspondance and telephone inquiries should be directed concerning this application. Name Phone Numbers Business Address (include Home zip code) SECTION B PROJECT DESCRIPTION 8. Period of Support requested PROJECT START DATE: PROJECT END DATE: Date Lubbock Cultural Affairs Council grant funds actually needed: 9 Category of Project Number of Persons to be (refer to page 5) Served by Project Provide a concise description of the project. Clearly justify the need for -this project, the objectives this project is supposed to meet, the content .of the project, and the means of implementation and evaluation of the project. Use only this space, additional pages for the project description will not be accepted. . 10 'SECTION C Total Operational Budget Fiscal -Year 1978: Fiscal Year 1979: Fiscal Year 1980: ORGANIZATION'S FINANCIAL INFORMATION SECTION D PROJECT BUDGET INFORMATION Expenditures for this project only a. Organization's staff salaries, b. Professional services (artist fees, consultant fees, etc c. Facilities d. Travel and transportation e. Lodging f. Rentals other than facilities g. Supplies and materials h. Promotion i. Printing j. Postage and telephone k. Other (itemize) Total Project Expenditures Revenues for this project only a. Admissions, tickets, concessions, tuition, registration'feesi application fees, etc. (earned income directly related to project) b. Individual donations specifically for this project c. Organizational funds budgeted d. Business and industry contributions specifically for this project e. Foundation support for this project f. Other (itemize) Total Income and Contributions Total In Kind Revenues Total Project Revenue Amount of funding requested from LCAC Grants Program y SECTION E 1. Please attach a copy of organization's federal non-profit exemption status letter showing that organization is a 501 (c) (3). 2. Please attach.a 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, Executive or Staff Director. 3. Please attach a list of the Board of Directors of the organization. 4. Please attach a brief narrative on the purpose and activities and history of the organization. 5. Please attach resumes from people directly involved in managing and in implementing project. 6. Please attach outside information including nespaper clippings, flyers, programs, pictures, etc., where applicable. 7. Please attach a list of all agencies which you have applied to for financial support for this project. 8. Please attach a copy of independent audit of most recent fiscal year. SECTION F If a grant is awarded, the applicant hereby gives assurance to the Lubbock Cultural Affairs Council that: 1. The activities and services for which financial assistance is sought will be administered by or under the supervision of the applying organization. 2. Any funds received as a result of this application will be used solely for the project described. 3. The undersigned have been duly authorized by the applying organization to submit this application. 4. The applicant is anon -profit entity as defined by IRS Code 501 (c) (3), and educational institution, or a unit of government. We hereby certify that all figures, facts and representations made in this application, including any attachments, are true and correct to the best of my knowledge. Chief Administrative Officer: Project Director: Signature. Typed Name Date -12- Signature, Typed Name Date RESOLUTION #404, 2/14/80 STATE OF TEXAS S AGREEMENT COUNTY OF LUBBOCK S 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 1269j-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 encouragement, promotion, and improvement of all forms of arts; and WHEREAS, there is now on deposit in the City's General Fund $52,042.39 (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, 1979, 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 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 $52,042.39 herein referred to in three equal installments of $17,347.46, the first in- stallment to be paid upon the signing of this agreement, the second on or, before August 15, 1980, and the third on or before November 15, 1980. 3. From the first installment paid by the City, $2,602.12 may be deposited by the Council in its operating account and used to cover the estimated administrative costs of the disbursement 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 installments only shall be expended as approved, with the interest being rebated to the. City at the end of the term of this agree- ment (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 $52,042.39, the City, in its discretion, may advance the additional amount requested prior to the scheduled in- stallment 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 rising 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, 1980. Executed this 14th day of February, 1980. The City of Lubbock By: 01%koWest, Mayor Attest-� ____=-.,__ �`,• Aeleyn Gaffga - - Lubbock Cultural Affairs Council By: Mrs. Jac Strong, President Approved as to form: City Attorneys Office Apprcyj94 as to content: ctor of Community Facilities EVALUATION REPORT FORM Please Type Appliicatlt Organization: Grant Number: Grant Amount: For Office use only: Date Received: Reviewed by: Project Dates: 1 to Note: If sufficient space is not available on this form to give complete answers use additional pages and attach. i Summary of Project Description: Total Attendance: Project Budget:'; Source of Income: Grant: Please itemize and 1§ive amounts of "other." 1. 2. 3. 4. Other: Total: I Expenditures: Give detailed breakdown on separate page and attach to this report. Grant Other Total Salaries &I'lWages Supplies &Materials Honorariums _ Capital Expenditures (i.e. equipment) Other Approximate Age of Audience. Under 18 % 36 - 65 % 19 - 35 % Over 65 % Social interest :groups served by this project. (i.e. aging minority, students, etc.) Please list with approximate attendance of each group. I I Social interestg Total Attendance: Please estimate the number in you audience viewing this kind of event for the first time: • r Was this a pilot program? _ Will this be a continuing program? Is there a possibility of expansion of this program? If so how would the present program be adapted or modified? What were the objectives of this project and do you feel they were successfully met? How would you suggest improving similar projects in the future? Reported by. Name: Ti Address: Date of Completion: This form must be completed within thirty days of the conclusion of the grant period in order to receive the remaining.20% of the grant award. We request that a minimum of five slides (2" x 2" format) and three Black and White glossies (5" x 1" format) be included with this form. (staff option) P1-ease Tp•e Applicant Organization: Grant `lurber: _ Grant Amount: For Office use only: Date Received: Reviewed by: Project Dates: to Note: If;sufficient space is not available on this form to give complete answers use additional pages and attach. Summary of Project Description: Total Attendance: Project Budget: Source of Income: Grant: Please itemize and give Other: amounts of."other." Total: 1. 2. 3. 4. Expenditures: Give detailed breakdown on separate page and attach to this report. Grant Other Total Salaries & Wages Supplies & Materials Honorariums _ Ca al Expenditures (i�.e. equipment) Other Approximate Age of Audience: Under 18% 36 - 65 % 19 -! 35 % Over 65 % Social interest groups served by this project. (i.e. aging minority, students, etc.) Please lilt with approximate attendance of each group. Social interests Total Attendance; ­,c r nui tut-r rri yuu .tuQiter;Ce vlewlnq, Cn is Klno or even ror, Cne rirSC. Was this a pilot program? Will this be a continuing program? Is there a possibility of expansion of this program? If so how would the present program be adaoted or modified? What were the -objectives of this project and do you feel they were successfully met? How would you suggest improving similar projects in the future? N �ti?Q : ► Title; — Address: Date of Completion: This form must be completed within thirty days of the conclusion of the grant period in order to receive the remaining 20; of the grant award. We request that a minimum of five slides (2" x 2" format) and three Black and White glossies (5" x 7" format) be included with this form. (staff option)