HomeMy WebLinkAboutResolution - 2224 - Agreement - LCAC - 1986 Grant Application Form - 01/23/1986Resolution #2224
January 23, 1986
Agenda Item #5-C
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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 an Agreement
by and between the City of Lubbock and 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 23rd day of January , 1986.
ALAN4ENR-y.�AYOR`
ATTEST:
Ranette oyd, City Secretary
APPROVE9, AS TO CONTENT:
w weston, uirector of Community
acilities
APPROVED AS TO FORM:
Mich(6 Hart, Assistant'City Attorney
Resolution 22,
1986 HANDBOOK
CITY OF LUBBOCK - LUBBOCK CULTURAL AFFAIRS COUNCIL
CULTURAL GRANTS PROGRAM
0
INTRODUCTION
The City of Lubbock/Lubbock Cultural Affairs Council Cultural
Grants Program is designed to provide local cultural organizations
with financial support for projects representing a significant
effort toward the promotion of the arts and humanities in Lubbock
and contributing to Lubbock's growing reputation as a regional
cultural and entertainment center.
GENERAL ELIGIBILITY
1. An applicant must be a non-profit, tax-exempt organization
holding letters of confirmation from the Internal Revenue
Service.
2. An applicant must have been chartered and actively pursuing
its goals for at least one year prior to application.
3. The proposed project must represent a significant effort
toward the promotion of the arts and humanities.
4. The project must begin within six months of the date of
application and must be completed within 12 months of the
issuance of the 80% portion of the grant unless otherwise
specified in the application.
5. Funding may not be used for personal expenses or for anything
not directly related to the advancement of the arts and
humanities in the Lubbock community.
6. Grant monies may not be used for projects already completed
or funded.
FINANCIAL REQUIREMENTS
1. Applicants must match all funds provided by the grant.
A portion of their match may be "in kind," non-cash donations
for goods or services which pertain directly to the administration
of the project.
2. Upon award, 80% of the grant will be scheduled for payment.
The remaining 20% will be paid upon receipt of the applicant's
written evaluation. This evaluation form will be provided
by the Lubbock Cultural Affairs Council and must be completed
and returned to the Council within ninety days of the conclusion
of the support period. Failure to submit the evaluation form
in the designated time frame will result in forfeiture of
the remaining twenty percent (200).
3. Applicants must submit a copy of a financial statement
from a certified public accountant or a copy of an indepen-
dent audit for their most recent operating year. Books and
records must be maintained for at least one year after
termination of the grant and must be exhibited upon request
by the Lubbock City Council or the Lubbock Cultural Affairs
Council. A financial statement from a certified public
accountant or an independent audit will be required for the
fiscal year in which the grant is given. Reimbursement for
the aforementioned cost may be requested in the grant appli-
cation (Section VI, Letter J).
4. City of Lubbock/LCAC grants may be used as matching funds
when applying for funds from another agency or source;
however, actual funding of the City of Lubbock/LCAC grant
-will be contingent upon approval from the other agency or
source.
PRE -APPLICATION REVIEW
Applicants submitting applications to the Cultural Grants
Program are strongly encouraged to have a pre -application
review with the Executive Director of the Lubbock Cultural
Affairs Council. Appointments may be made by contacting the
LCAC office at 763-4666.
FUNDING PERIODS/DEADLINES
Applications will be accepted twice yearly.
JUNE 1, 1986 - for projects beginning after September 1, 1986.
DECEMBER 1, 1986 - for projects beginning after March 1, 1987.
REQUIRED ATTACHMENTS
Applications will be considered only if the following is included:
1. Copy of the organization's IRS non-profit tax -exemption
letter.
2. List of the organization's board of directors.
3. Brief narrative on the purpose and history of the
organization.
4. Resumes of people involved in managing this project
5. Outside information (news clippings, programs, etc)
where applicable.
6. Copy of an independent audit or a financial statement
from a certified public accountant for the most recent
operating year.
CREDIT LINE
Proper credit must be given to the City of Lubbock/Lubbock
Cultural Affairs Council Grants Program by including the following
acknowledgement on all printed programs, publicity or publications
related to the programs:
THIS PROGRAM (EXHIBIT) MADE POSSIBLE (IN PART) THROUGH A GRANT
FROM THE LUBBOCK CITY COUNCIL, AS RECOMMENDED BY THE LUBBOCK
CULTURAL AFFAIRS COUNCIL.
Failure to include this credit line may result in cancellation
of the award.
FINAL EVALUATION
A final evaluation must be submitted within 90 days of project
completion. The evaluation form is provided by the Lubbock
Cultural Affairs Council and must include an itemized account
of project expenditures and revenues, a narrative summary
of the project and 5 photos (where applicable). Failure to
submit the evaluation will result in forfeiture of the remaining
200 of the award.
REVIEW PROCEDURES
The review committee consists of four members appointed by
the Lubbock Cultural Affairs Council and two members appointed
by the Lubbock City Council. The committee will review appli-
cations and make recommendations to the Lubbock City Council,
which has final authority. All appointed committee members
shall be appointed for a term of three years. The executive
director of the Lubbock Cultural Affairs Council will serve
as an ex -officio member of the review committee.
The review committee will meet to consider completed applications
within three weeks of the application deadline. In the event
that additional support material is required of any applicant,
decisions on all applications will be made at subsequent meetings
of the review committee. The committee will be charged with
the responsibility of making its recommendations to the City
Council as early as possible following the established appli-
cation deadlines.
The approved applications in any granting period may not
necessarily total the available funds for that period. In
this event, the remaining funds will be carried over to the
next granting period.
REVIEW CRITERIA
The grants review committee will consider the following criteria
in reviewing each application. This, along with the information
submitted, will guide the committee in forming their recommendations.
1. The project primarily serves the residents of and/or visitors
to the Lubbock area.
2. The project contributes to the economy and/or promotes
tourism in Lubbock.
3. The project contributes to Lubbock's reputation as a regional
cultural and entertainment center.
4. The project serves to educate the citizenry in the arts
and humanities.
5. The applying organization has demonstrated sound fiscal
management.
6. The applying organization is capable of implementing the
proposed project.
7. Significant funds have been committed by the organization
for the project.
8. Emphasis is directed toward a specific project or performance
rather than day-to-day financial requirements of the organization.
9. The proposal encourages collaboration between organizations.
10. The project improves the quality of arts or humanities
available in the community.
11. The project promotes access to the arts and humanities for
the entire community.
12. The project promotes the development and/or identification
of creative talent.
13. The project is innovative.
14. The total budget is commensurate to the project.
15. The proposal includes adequate means for publicizing both
the project and the City of Lubbock/Lubbock Cultural Affairs
Council Grants Program.
16. Review of past efforts demonstrates predictable success
for the project.
CITY OF LUBBOCK - LUBBOCK CULTURAL AFFAIRS COUNCIL
1986 GRANT APPLICATION FORM
I. OFFICE USE ONLY - DO NOT WRITE IN THIS SPACE
Date Received: Amount Requested:
Application No.: Amount Funded:
II. GENERAL INSTRUCTIONS
Seven (7) copies of your typewritten application must be submitted to the
Lubbock Cultural Affairs Council, P.O. Box 561, Lubbock, TX 79408, postmarked
or hand -delivered no later than the period deadline (June 1 or December 1).
Late applications will not be considered.
Use only space provided. Other pages will not.be considered.
III. ORGANIZATION INFORMATION
Organization:
Mailing Address:
Street/P.O. Box City State Zip
Chief Administrative Officer and Title—
Project
itle Project Director Telephone(s):
Applicant Organization is legally:
IRS Tax Exempt College/University
Unit of Government Other (specify)
Person to whom all correspondence or telephone inquiries about this application
should be directed:
Name: Telephone -Business:
Address: Home:
Street City Zip
Project Beginning Date:
Date Grant Funds Actually Needed:
IV. ORGANIZATION FINANCIAL INFORMATION
Total Operational Budget:
1984 1985 1986
Revenues: $.. $ $
Expenditures: $ $... $
Application Form - Page 2
V. PROJECT DESCRIPTION
Project Title:
Number of persons to be directly served by this project:
Project Description: (Additional pages will not be considered)
Why is this project needed by the Lubbock community?
Please list organizations and/or persons with business and managerial skills
who will assist in administering this project, including telephone numbers.
Application Form - Page 3
If applicable, how do you plan to publicize this project?
Specific target groups to be served, if any:
Explain you plans for the development of this project:
VII. ASSURANCES
If a grant is awarded, the applicant gives assurances to the Grants Program
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 officials signing the application form and subsequent contract have
been authorized by the applying organization to submit this application.
4. The applicant shall retain a copy of the 1986 City of Lubbock -Lubbock
Cultural Affairs Council Grants Program Handbook and shall execute the
grant by the rules and regulations stated therein.
5. The applicant hereby agrees to indemnify the Lubbock Cultural Affairs
Council from any liability rising out of the disbursement and use of grant
funds including, but not limited to any cause of accidents or claims arising
at events made possible or partially possible by the funds. (In so far
as the Constitution and Laws of the State of Texas permit in applications
made by Texas Tech University).
We herehy certify that all figures, facts, and representations made in this
application, including any attachments, are true and correct to the best of
our knowledge.
Chief Administrative Officer Project Director:
Signature: Signature:
Typed Name:. Typed Name- ..
Date Signed: Date Signed:
Application Form - Page 4
VI. PROJECT FINANCIAL INFORMATION
NOTE: Attach a complete breakdown of "Expenditures a-k" and "Cash Income a-f."
Indicate expenditures to be paid from grant funds.
EXPENDITURES (for this project only)
a. Organization's staff salaries
b. Professional services (artist, consultant fees, etc.)
c. Facilities/Equipment
d. Travel/Transportation
e. Lodging
f. Rentals (other than facilities)
g. Supplies/Materials
h. Promotion/Publicity
i. Postage/Telephone
j. Financial Statement Fees (see handbook page 2, no. 3)
k. Other (itemize)
TOTAL PROJECT EXPENDITURES (*)
CASH INCOME (for this project only - indicate amount and source)
a. Fees/ Paid Admissions
b. Individual Donations
c. Corporate/Business Contributions -
d. Organization Funds
e. Foundation Support
f. Other (itemize)
TOTAL CASH INCOME (1)
IN-KIND APPROPRIATIONS (for this project only)
Materials/Services Contributed Source
a.
b.
C.
TOTAL IN-KIND (2)
AMOUNT REQUESTED FROM CITY-LCAC GRANTS PROGRAM (3)
TOTAL PROJECT INCOME (*)
[Total Cash Income (1) + Total In-Kind (2) + Amount Requested from City-LCAC
Grants Program (3) = TOTAL PROJECT INCOME.]
* TOTAL PROJECT EXPENDITURES MUST EQUAL TOTAL PROJECT INCOME
s
CITY OF LUBBOCK - LUBBOCK CULTURAL AFFAIRS COUNCIL
1986 EVALUATION REPORT FORM
Please Type
IMPORTANT! This form must be completed within ninety days of the conclusion
of the project in order to receive the remaining 20% of the award.
Your report is due on
OFFICE USE ONLY - DO NOT WRITE IN THIS SPACE
Grant Number: Date Received:
Grant Amount: Reviewed By:
A. APPLICANT INFORMATION
Applicant Organization:
Mailing Address:
Street/P.O. Box City State Zip
Evaluation Reported By:
Mailing Address:
Street/P.O. Box City State Zip
Telephone(s): Date Reported:
Business Home
B. SUMMARIZED DESCRIPTION OF PROJECT
Title of Project:
Evaluation Report - Page 2
C. PROJECT INFORMATION
Project Dates: to Total Attendance:
mo day yr mo day yr'
Approximate Age of Audience:
Under 18 % 36 - 65
19 - 35 % Over 65
Interest Groups Served By This Project: (i.e. elderly, minority, student, etc.)
Groups Attendance
Interest Groups Total Attendance:
Was this a pilot project? Continuing Program?
Is there a possibility of expansion of this program?
If so, how would the present program be adapted or modified?
Please compare the outcome of the project with the objectives stated in the
application form. Were they successfully met? If not, why not?
How would you suggest improving similar projects in the future?
Other comments:
Note: We request that a minimum of five slides (2" by 2" format) and/or three
black and white glossies (5" x 7" format) be included with this report (staff
option). These will be retained by the Grants Program and should not be purchased
with grant funds.
Evaluation Report - Page 3
VI. PROJECT FINANCIAL INFORMATION
NOTE: Attach a complete breakdown of "Expenditures a -k" and "Cash Income a -f."
Indicate expenditures paid from grant funds.
EXPENDITURES (for this project only)
a. Organization's staff salaries
b. Professional services (artist, consultant fees, etc.)
c. Facilities/Equipment
d. Travel/Transportation
e. Lodging
f. Rentals (other than facilities)
g. Supplies/Materials
h. Promotion/Publicity
i. Postage/Telephone
j. Financial Statement Fees (see handbook page 2, no. 3)
k. Other (itemize)
TOTAL PROJECT EXPENDITURES - - M
CASH INCOME (for this project only - indicate amount and source)
a. Fees/ Paid Admissions
b. Individual Donations
-- c. Corporate/Business Contributions
d. Organization Funds
e. Foundation.Support
f. Other (itemize)
TOTAL CASH INCOME (1)
IN-KIND APPROPRIATIONS (for this project only)
Materials/Services Contributed Source
a.
b.
C.
TOTAL IN-KIND (2)
AMOUNT REQUESTED FROM CITY-LCAC GRANTS PROGRAM (3)
TOTAL PROJECT INCOME (*)
[Total Cash Income (1) + Total In -Kind (2) + Amount Requested from City-LCAC
Grants Program (3) = TOTAL PROJECT INCOME.]
Resolution #2224
THE STATE OF TEXAS )
COUNTY OF LUBBOCK )
AGREEMENT
This agreement is made this day of ,.1986, at
the City of Lubbock, County of Lubbock, State of Texas, between the Lubbock
Cultural Affairs Council, hereinafter called Party of the First Part and
hereinafter called Party of the Second
Part.
The Party of the First Part has herein agreed to grant Party of the Second
Part funds in the amount of for the specific purposes set out
below.
Party of the Second Part specifically covenants with the Party of the First
Part that it meets the eligibility requirements for such grant to -wit:
1) That Party of the Second Part is a non-profit, tax-exempt organization
holding confirmation letters from the Internal Revenue Service showing such
status; and has been chartered and actively in pursuit of its goals at least one
year prior to the making of the application for this grant;
2) The project for which this grant was applied will serve residents of
and/or visitors to the Lubbock area;
3) The Party of the Second Part will maintain books and records and will be
prepared to exhibit financial statements to Party of the First Part following the
termination date of the grant for at least one year, upon request of the City
Council or the Lubbock Cultural Affairs Council.
4) Party of the Second Part will submit an audit or a financial statement
from a certified public accountant or an independent audit for the fiscal year in
which the grant is issued (If the party of the Second Part is Texas Tech
University, then an "independent" audit is not required).
5) Party of the Second Part will provide a written evaluation on a form
provided by Party of the First Part concerning the project and provided as a
record of the project to the Party of the First Part within ninety days of the
termination date of the project.
6) Party of the Second Part shall not use the grant funds for personal
expenses nor for anything not directly related to the advancement of the arts and
humanities within the Lubbock community.
7) Party of the Second Part states the project and programs for which this
grant is requested will contribute to Lubbock's cultural identity and assist in
promoting tourism, either directly or indirectly.
8) Party of the Second Part covenants that management of the project will
be sound and capable of implementing said project as proposed.
9) Party of the Second Part shall make the projects and programs accessible
to the public.
10) Party of the Second Part shall make significant effort toward expanding
the arts and outreach to the public in a total effort of the Party of the Second
Part.
11) Grant funds from the Party of the First Part may be used as matching
funds; however, Party of the Second Part states the grant funds herein requested
shall not be used for projects already completed or previously funded.
12) In so far as the laws and the Constitution of the State of Texas
permit, The Party of the Second Part does hereby indemnify the Party of the First
Part from any liability rising out of the disbursement and use of this grant
including but not limited to any cause of accident or claim arising at events
made possible or partially possible by the grant, and agrees to hold the Party of
the First Part harmless therefrom.
13) Party of the Second Part states that the grant funds requested shall be
applied to the following categories:
Theater Architecture
Music Visual Arts
Dance Historic Preservation
Humanities Combination of Art Forms
Media Other
14) Party of the Second Part agrees that appropriate credit will be given in
the following manner verbally and/or printed "This program (exhibit) made
Possible (in part) through a grant from the Lubbock City Council, as recommended
by the Lubbock Cultural Affairs Council."
15) Party of the Second Part agrees to abide by all rules and regulations as
stated in the 1986 grants application handbook.
Party of the First Part shall, upon the awarding of this grant, will
schedule eighty percent (80a) of the grant funds for immediate payment.
Party of the First Part will retain twenty percent (20%) of the grant funds
to be paid only after receipt of the written evaluation due within ninety days
following termination of project provided hereinabove by Party of the Second
Part.
In the event any of the requirements for the awarding of this grant are
violated or if the purpose for which these grant funds are awarded is altered or
change or monies are applied to any other purpose other than the purpose specif-
ically stated in the application for these funds, Party of the Second Part shall
Immediately remit to Party of the First Part all grant funds heretofore expended
by Party of First Part together with earned interest at the highest legal
interest rate.
This written Agreement contains the sole and entire agreement between the
parties. The parties acknowledge and agree that neither of them has made any
representations inducing the execution and delivery hereof except such
representation as is specifically set forth herein and each of the parties hereto
acknowledges that he or it has relied on his or its own judgment in entering into
same. Parties hereto further acknowledge that any statements or representations
that may have heretofore been made by either of them to the other are void and of
no effect and that neither of them has relied thereon in connection with his or
its dealings with each other.
It is further agreed that no waiver or modification of this Agreement or any
covenant, condition, or limitation herein contained shall be valid unless in
writing and duly executed by the party to be charged therewith and that no
evidence of waiver of modification shall be offered or received in evidence in
any proceeding, arbitration, or litigation between the parties hereto arising out
of or affecting this agreement, or the rights or obligations of any party here-
under unless such waiver of modification is in writing duly executed as afore-
said, and parties further agree that the provisions of this paragraph may not be
waived except as herein set forth.
The term of this contract shall be for one year following the execution of
this contract, unless otherwise mutually agreed thereto in writing.
The parties hereto agree that it is their intention and covenant that this
Agreement and performance hereunder and all suits and special proceedings
hereunder be construed in accordance with and pursuant to the laws of the State
of Texas and that in any action, special proceeding, or other proceeding that may
be brought arising out of, in connection with, or by reason of this Agreement the
laws of the State of Texas shall be applicable and shall govern to the exclusion
of the law of any other form, without regard to the jurisdiction in which any
action or special proceeding may be instituted.
BY
LUBBOCK CULTURAL AFFAIRS COUNCIL
BY
Party of the Second Part
SUBSCRIBED AND SWORN TO BEFORE ME on this the day of
1986.
NOTARY PUBLIC in and for Lubbock County,
Texas
My Commission Expires:
Resolution #22.24
STATE OF TEXAS )
COUNTY OF LUBBOCK )
AGREEMENT
This agreement between the City of Lubbock, a municipal corporation ("City's),
and the Lubbock Cultural AffairsCouncil, a Texas non-profit corporation ("Coun-
cil"), for the purposes and considerations hereinafter expressed:
WITNESSETH:
WHEREAS, Article 1269]-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 encouragement, promotion, and improvement of all forms of
arts, and
WHEREAS, there is now on deposit in the City's General Fund $93,108.99 (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, 1985, for the fiscal year ending that date;
WHEREAS, the Councii 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
information 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 $93,108.99 herein referred to
in three equal l.nstallments of $31,036.33, the first installment to be paid upon
the signing of this agreement, the second on or before August 15, 1986, and the
third on or before November 15,, 1986.
The Council shall submit a request for payment to the City hereunder and the
City shall submit said payment to the Council within 21 days from receipt of said
request for payment.
3. From the first installment paid by the City, $4,655.45 may be deposited
by the Council in its operating account and used to convert the estimated adminis-
trative costs of the disbursement of the Funds. The balance of that installment
and all other installments shall be deposited pending dispersal 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 agreement
(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 appli-
cations for grants in excess of the amounts disbursed by the City, but less than
the total amount of $93,108.99, the City, in its discretion, may advance the
additional amount requested 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:.-= The Council wi l ly annually, furnish the City with
a financial report detailing how each grantee has expended their grant funds.
7. The Council shall allow the City's duly employed certified public accoun-
tants to audit the use of the Funds and shall be responsible for the costs of the
Audit (which may be paid from the Funds), and any other expenses incurred by the
City Tn assuring that said funds are properly dispersed by the Council.
8. The Council does hereby indemnify the City from any liability rising out
ofrthe dri:sbursement_,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. The Council will request that each grantee give appropriate credit to
include the following acknowlecigement on printed programs or other information by
the grant recipients: "This program (exhibit) made possible (in part) through a
grant from the Lubbock City Council, as recommended by the Lubbock Cultural
Affairs Council."
10. This agreement expires December 31, 1986.
No Text