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HomeMy WebLinkAboutResolution - 729 - Agreement - LCAC - Arts Grant Program - 02/26/1981'WS w AA.pc RESOLUTION X6729 - 2/26/81 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 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 Reso- lution as if fully copied herein in detail. Passed by the City Council this 26th dayFebruary ,1981. — A! �C� " /�, I i BILL MCALISTER, MAYO ATTEST: Evelyn Ga fga, Citye r ry-Treasurer APPRQMED AS TO CONTENT: Weston, tirector of Community Facilities APPROVED AS TO FORM: Angela Oams, Assistant City Attorney RESOLUTION #729 - 2/26/81 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 expresssed: 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 Stautes, 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 $61,530.63 (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, 1980, 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 "Gu delines" 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 p ocedures set forth therein. 2. The Ci y agrees to pay to the Council the $61,530.63 herein referred to in three equal installments of $20,510.21, the first installment to be paid upon the signing of this agreement, the second on or before August 15, 1981, and the third on or before November 15, 1981. 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, $3076.53 may be de- posited by the Council in its operating account and used to convert the esti- mated administrative costs of the disbursement of the Funds.. The balance of that installment and all other installments shall be deposited pending dispersal tQ 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 $61,530.63, 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 administra- tive 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 will, annually, furnish the City with a financial report detailing how each grantee has expended their grant funds. 7. The Council shal-1 allow the City's duly employed certified public, accountants 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 in assuring that said funds are properly dispersed by the Council. 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, 1981. Executed this 26th day of February, 1981. THE CITY OF LUBBOCK BIL Mc ISTER, MAYOR ATTEST: „4 Evelyfl Gaf ga'j City Secrety Treasurer APP ED S TO CONT i estop, Director of Community Facilities APPROVED AS TO FORM: Angela Ad , Assistant City Attorney Lubbock Cultural Affairs Council BY: T r Key, Pr i nt LUBBOCK CULTURAL AFFAIRS COUNCIL AND CITY OF LUBBOCK ARTS GRANT PROGRAM Application Deadlines: June 1, 1981 - Projects beginning after September 1, 1981 December 1, 1981 - Projects beginning after March 1, 198]. Please Note: This is the revised application for 1981. All past application forms are no longer valid. 1981 PREFACE Good grant writing requires more time and effort than many people are willing to devote to it. Certainly, one can burn the midnight oil the night before a -grant application is due. Budget figures can be - pulled from the clear blue sky. A project description can be written in such a manner as to imply that "Well, if we get some money we can do something really nice." Grants put together the night before generally look as though they have been put together the night before. That has a certain impression on the grants review committee about the degree of time management and organizational know-how within the applying organization. The good grant application is like any other good business propo- sition. The public granting agency feels that it is using the tax payers' money and "buying" a service. The applying organization must demonstrate - that it can manage and administer programs. Grant review committees are, by -in -large, composed of persons with a great interest in and knowledge of the field. Generally, they have very high standards for selecting projects for.funding and in evaluating the administrative and business skills of the applicant. I would encourage you to get a good running start before applying for a grant. Do your homework. There are many fine books available on the subject of grant writing. There are lawyers, accountants, and business people who are willing to provide basic assistance either for a fee or simply because they believe in what you are doing. In our situation, you should discuss the worthiness of your project with your community. Is it something to -which they would want their tax money applied? is it something which they would trust you to administer? In the short period that this program has existed, it has come to be something of a standard by which other Texas cities have come to create:their own grants programs. 'A great deal of time and effort has gone into this program. It is something of which the Lubbock community can be proud. But Lubbock has very high standards about such matters, doesn't it? If you have any questions about the City Council/Cultural Affairs Council grants program, please call upon us. We will gladly assist . you. And get started on your application now! Yours in the arts, CUQl Carl Hill Executive Director Lubbock Cultural Affairs Council _ ELIGIBILITY 1. An applicant must be a non-profit, tax-exempt organization holding letters of confirmation -from the Internal Revenue Service. Applicants must have been chartered and actively pursuing their goals for at least one year prior to their application. 2. Membership in the Lubbock Cultural- Affairs Council is not a consideration. 3. Projects must serve residents of and/or visitors to the Lubbock area. Consideration will be given to the degree to .which a project *contributes to the economy, serves the education of our citizenry, promotes tourism, and contributes to Lubbock's growing reputation as a regional cultural and entertainment center. * 4. Applicants must submit a copy of independent audit or financial statement from a certified -public accountant for 'their most recent operating year. Books and records must be maintained for at least one year after the grant termination date and must be exhibited upon request by the City Council or the Lubbock Cultural Affairs Council. An independent audit or financial statement from a certified public accountant will be required for the fiscal year in which the grant is used. 5. Applicants must match all funds provided by the grant. Half of their match may be "in kind" non-cash donations of goods and services. Half of their match must be organizational funds committed specifically to the project. For Example Total Project Cost $1000 Maximum Grant Request $500 Minimum Matching Funds Committed By Applying Agency $250 Maximum Degree to Which In -Rind Contributions Can Be Considered as Matching $250 6. An evaluation form provided by the Lubbock Cultural Affairs Council must be.completed and returned to the Council within thirty days of grant termination date. 7. Funding may -not be used for personal expenses or for anything not directly connected to the advancement of the arts and humanities in the Lubbock community. S. Management must be sound and capable of implementing the proposed project. 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, general operating support or support for capital expenditures are considered less desirable goals than specific project support applications. Likewise yearly applications for the same project will be carefully reviewed to avoid developing dependence on public funding. C12. Applicant- must attempt to find support for its projects from more than this one source. Proof of serious attempts at seeking other funds, such as letters to private foundations or.applications to public agencies, must be included. These attempts are not necessarily for this specific project, but for any parallel or .similar project during the most recent year. Information on such foundations and agencies is available at the Cultural Affairs Council office. 13. Lubbock Cultural Affairs Council grants can be used as -matching funds when applying for funds from other agencies, however, Lubbock Cultural Affairs Council grants may not be used for projects already completed or funded. 14. Funding may be requested for any type of arts or humanities activity. 15. The grants program will attempt to avoid funding duplicate projects. The Lubbock Cultural Affairs Council encourages organizations to work together and present joint proposals. 16. 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. 17. Upon award, eighty percent (80x) of the grant will be scheduled for payment. The remaining twenty percent (20x) will be paid.upon'receipt of the applicant's written evaluation as provided in #6.- 18. 6. 18. Incase of extreme emergepcy 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 maybe made only by the Board of Directors of the Lubbock Cultural Affairs Council with the unanimous agreement of the two representatives appointed by the Lubbock City Council to the Grants Review Committee. 19. Organizations, af f iliated with the City of Lubbock may - apply •for funding -only when such an application does not conflict with the City of Lubbock's normal budgeting processes. A letter from the city manager should be included which states that the application is not in conflict. -4- SELECTION PROCEDURE/DEADLINES The review committee consists of three At -Large members of the Board of Directors of the Lubbock Cultural Affairs Council appointed by the President of the LCAC, one member of the'Board of Directors of the LCAC who is a Chamber of Co=erce appointee, the executive director of the ICAC, and two members to be appointed by the Lubbock City Council. The committee will review applications and make recommendations to the Lubbock City Council, which has final authority. The six appointed members of the committee shall have terms of one, two,. or three years as determined by the drawing of lots. All'subsequently appointed-com mittee members shall have appointments of three years. Applications will be considered twice yearly. These 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 supportive material is required of any applicant, decisions on all applications will be made at subsequent meetings of the Review Committee. In any event, the Review Committee will be charged with the responsi- bility of making its recommendations to the City Council not later than five weeks after the respective deadline. 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 carried over into the next granting period. A similar con- sideration is that applications may receive partial funding, depending on the current availability of funds. -5- APPLICATION PROCEDURE 1. Seven 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 be returned to the applicant. Applications will be reviewed by the staff for completeness and accuracy. Incomplete applications will be returned to the applicant. Only completed applications will be forwarded to the review committee for the selection process. It is suggested that applications be sub- mitted one week or more prior'to the deadline, so that the staff may have a chance to review your application for completeness. APPLICATION CHECKLIST Applications will.be considered only if the following information.is included: 1. Name of organization, address, and phone number of a contact person. 2. Copy of organization's I.R.S.' letter showing that the -organization is a non-profit, tax-exempt organization. 3. Signature authorizing this grant application from the President or Chairman of the organization and the Manager, Executive,. of Staff Director. 4. A list of the Board of Directors 5. A brief (250 word) narrative on the purpose, activities, and history of the organization. 6. Resumes from people directly involved in managing and in imple- thenting the project. 7. Outside information, including newspaper clippings, flyers, pro- grams, pictures, etc., where applicable. 8. Copies•.of letters or applications to other potential funding sources. 9. Copy of independent audit or financial statement from a certified public accountant for most recent fiscal year. Additionally, it is suggested that the applicant visit with the executive director of the Lubbock Cultural Affairs Council in developing this grant application. -6- APPLICATION SECTION A APPLICANT ORGANIZATION INFORMATION 1. Official Name of Organization 2. Mailing Address of Organization 3. Chief Administrative Officer and Title Phone Number ` 4. Project Director Phone Number 5. Project Title 6. Applicant Organization is Legally: IRS Tax Exempt Division of University/College Governmental Unit Other 7. Name, Address, Rome and Business .phone of individual in applicant -•r..otganization to whom all correspondence and telephone inquiries should be directed concerning this application. Name Phone Numbers Business Address (include. Rome zip code) SECTION B PROJECT DESCRIPTION S. Period of Support requested *PROJECT START DATE: PROJECT END DATE: Date Lubbock Cultural Affairs Council grant funds actually needed: * Note: June 1 projects must begin after September 1. December 1 projects must begin after March 1. If funds are available, there is some leeway in -advancing funds prior to those dates.- -7- I Please use only the space provided. Additional pages will not be considered. Number of Persons to Be Served by this Project Clearly and concisely describe this project: How did this project originate: What are the objectives of this project: Why is this project needed by the Lubbock community: How will you publicize the project: Please list persons with business and managerial skill who will help you administer this project. Please include their telephone numbers. What other organizations will assist you in bringing this project to fruition: SECTION C ORGANIZATION'S FINANCIAL INFORMATION Total Operational Budget Fiscal Year 1979: Fiscal Year 1980: Fiscal Year 1981: SECTION D PROJECT BUDGET INFORMATION (A separate sheet may be -used) 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 fees, 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 Amount of funding requested from LCAC Grants Program Total Project Revenue_ (Revenues Should Equal Expenditures) Section E 1. Please attach a copy of the organization's IRS non-profit tax -exemption letter. . 2. Please attach a list of the organization's board of directors. 3.. Please attach a brief narrative on, the -purpose and history of the organization. 4. Please attach -resumes from people directly involved in managing the. project. 5. Please attach outside information including newspaper clippings, programs, etc., where applicable. 6. Please attach a list of all agencies -to which you have applied for financial support for this project or similar projects during the last year. Attach copies of appropriate letters or applications. 7. Please attach a copy of an independent audit or a financial statement from a certified public accountant for the most recent operating year. Section F If a grant is awarded, the applicant hereby gives assurances 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 authorized by the applying organization to submit this application. 4.. The applicant is a non-profit entity as defined by the IRS, an educational institution, or a unit of government. 5. The applicant shall retain a copy of the 1981 City Council/Cultural Affairs Council grants guidelines and shall execute grant by the rules and regulations stated herein. We hereby 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 Date -10-