HomeMy Public PortalAbout2015-07-28 packetiIndividuals should contact the ADA Coordinator at (573) 634 -6570 to request accommodations
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NOTICE OF MEETING AND TENTATIVE AGENDAi
City of Jefferson Cultural Arts Commission
Tuesday, July 28, 2015 ~ 5:45 PM
City Hall, 320 E. McCarty Street ~ Boone-Bancroft Conference Room
AGENDA
1. Call to Order and Introductions
2. Approval of Agenda
3. Approval of Minutes from June 23, 2015
4. New Business
5. Old Business
a. Mural Ribbon Cutting
6. Foundation Report
7. Mini-Grant Form-vote required
8. Missouri Arts Council Grant-vote required
9. Committee Reports
a. Education
b. Administration
c. Marketing and Technology
10. Next Steps
11. Dates to Remember
a. Next Meeting, August 25, 2015
12. Adjourn
City of Jefferson Cultural Arts Commission Minutes
Tuesday, June 23, 2015
Boone/Bancroft Conference Room – John G. Christy Municipal Building
320 E. McCarty Street
COMMISSION MEMBERS PRESENT ATTENDANCE RECORD
Lucia Kincheloe 4 of 4
Don Govang 4 of 4
Lisa Chastain 2 of 4
Cindy Layton 3 of 4
Gara Loskill 2 of 4
Lara Underwood 4 of 4
Zak Wilson 4 of 4
COMMISSION MEMBERS ABSENT
Taryn Prewitt 1 of 4
COUNCIL LIAISON PRESENT
Laura Ward
STAFF PRESENT
Jayme Abbott
Call to Order:
Meeting was called to order at 6:01 PM by Chairperson Lucia Kincheloe.
Approval of Agenda:
Cindy moved and Zak seconded approval of the published agenda. Motion carried on a voice-vote.
Approval of Minutes:
Lara moved and Cindy seconded approval of the March 21 minutes. Motion carried on a voice-vote.
New Business:
Lucia reminded the commission that the 2016 Strategic Plan is mostly fulfillment of the Missouri Arts
Council (MAC) Grant. Currently, there is about six thousand dollars in the budget.
The Capital Arts Mini-Grant request was deferred until the MAC match discussion later in the meeting.
The Mural Ribbon Cutting is scheduled for July 8 at noon on site at the pocket park on High Street. Lisa
and Taryn have mad calls to invite people.
Old Business:
Cindy gave the Foundation report. The Ice Cream Tasting Festival tickets are still for sale ($10 for
adults/ $5 for children). Volunteers are still needed. Commissioners were asked to sign up for a 2 hour
shift. There are two possible Splash Park locations being looked into. The Fountain of Hope tiles are still
for sale.
Lucia announced that the MAC grant was approved and could be funded between 40% to 45%. Jayme
expressed a strong preference to be the hands-on, contact person throughout the grant. Zak
questioned the possibility of cutting some programs from the grant to balance the new figure. The
commission decided to review each proposed project individually. Cindy shared MAC approval priorities
with the group, allowing the group shared-standards. Regrettably, cuts were considered for projects
with a possible eye on deferral into another grant year. Jayme will examine the time-line on the city
grant agreements.
Lara moved and Cindy seconded approving $1,500 to Capital City Cinema for the short film and hands-
on art-making project for ages 2-6). The motion carried on a voice-vote, with no decision and one
abstention (Lucia).
The commission looked to move into another year or eliminate the following projects:
Marketing and Technology Committee #6 “Thursday Night Live Halloween,”
Education Committee #3 “Master Acting Studio for Kids,”
Education Committee #8 “Capital City Cinema event for dance students,”
Administration #1 “’Upcycle’ Art Fair,”
Administration #2 “Fountain of Hope,”
Administration #4 “Artist Studio Crawl (Capital Arts),”
Administration #5 “Ice Cream Splash (Cultural Arts Foundation),”
Zak suggested that we have C.F.P.’s and a stricter process for next year’s MAC Grant.
A Strategic Plan example will be sent out via Jayme from Lucia to the commissioners.
Jayme asked about the diamond area outside City Hall. Cindy reminded us that the commission would
entertain vetting a possible project.
Jayme reported that the new city web site is going active at the end of July.
Adjourn:
Lucia adjourned the meeting at 8:07 PM
City of Jefferson
Cultural Arts Commission
Mini Grant Application
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or
alternative formats as required under the Americans with Disabilities Act. Please allow three business
days to process the request.
The City of Jefferson Cultural Arts Commission exists to ensure the arts are integral to our
community’s quality of life, economic vitality and central identity. The Commission has a Mini
Grant program to promote collaboration among the arts, business, government, educational
institutions and community residents.
The Mini Grant funding is a form of reimbursement that supports the cost of providing services
to artists and organizations and/or presenting and producing cultural programming for the
public. Eligible applicants may request up to $500 of arts program expenses. Funding is
provided on first come, first served basis.
Ineligible Expenses
Ineligible expenses include in-direct costs that are not directly related to the product. Ineligible
costs include, but not limited to, purchase of general supplies for administration, computers
and technology.
Funding Criteria
Projects are reviewed based on the following criteria:
Collaboration
Education
Community Involvement
Application Deadlines
Applications are accepted year round. In order to provide adequate review time, applications
are accepted by the first Monday of each month for projects taking place at least two months
after the deadline month (i.e., third Monday in January for projects taking place in March).
Submittals
Applications are available at City Hall from Planning and Protective Services or online at
www.jeffersoncitymo.gov. Completed applications should be returned to:
Jayme Abbott, Neighborhood Services Coordinator
320 E McCarty St (City Hall, lower level)
Jefferson City, MO 65101
Or email to JCPlanning@jeffcitymo.org
Applications that are incomplete will not be considered for funding. The City of Jefferson
reserves the right to remove materials that do not comply with application r equirements.
Successful applicants agree to sign a grant agreement and comply with City of Jefferson
program requirements.
City of Jefferson
Cultural Arts Commission
Mini Grant Application
Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or
alternative formats as required under the Americans with Disabilities Act. Please allow three business
days to process the request.
Applicant Name
Contact Person
Telephone
E-Mail
Project Information:
Name of Project: __________________________________ Amount of Request: ___________
Project Description: Attach additional pages if necessary.
Documentation: Return this form with the following attachments:
Supporting Documentation
Renderings
Project Timeline
W-9 Form
Certification By Applicant:
The Applicant certifies that all information in this application, and all information furnished in support of
this application is given for the purpose of certifying the eligibility for the Cultural Arts Commission Mini
Grant program and was completed to the best of the Applicant knowledge and belief. Verification of any
information contained in this application may be obtained from any source named herein. I understand
funding for this program is subject to annual appropriation by the City Council.
______________________________________________ ______________________________
Signature of Applicant Date
Completed applications should be returned to:
Jayme Abbott, Neighborhood Services Coordinator
320 E McCarty St
Jefferson City, MO 65101
Cultural Arts Commission of Jefferson City
Mini Grant Request Form
Request may not exceed $500. This page may be reproduced if done so exactly. All items must be typed in 9 pt in
Cambria font. Please copy, paste and save into a word document and then input your data onto the form. Hand deliver,
e-mail or snail mail the original signed copy to: Cultural Arts Commission Staff Liaison: Janice McMillan 320 E. McCarty
Jefferson City, Missouri 65101. Phone number: 573 634-6424 For questions specific to the grant contact Lucia
Erikson-Kincheloe, Commissioner at 573-556-8800.
Applicants are encouraged to contact the CAC-JC in advance of completing an application to discuss the goals of
the proposed project, determine eligibility of the applicant and for fund availability.
Eligibility, Guidelines & Requirements
Applicants must either be a single not-for-profit arts agency or a collaboration of arts agencies of not-for-profit agencies,
which may include schools, social service agencies and public entities.
Funds are available to arts related agencies with total annual budgets of no more than $150,000. Collaborations
are allowed, but only with an arts organization holding 501c3 status as the lead agency.
If any project is funded in the CAC-JC’s annual cycle, components of it are not eligible to be considered for a Mini
Grant.
Proposed projects should match the CAC-JC’s mission.
Established reoccurring projects will not likely be funded by the Mini Grant program.
Proposed projects must occur within the Jefferson City limits.
Proposed projects must be matched dollar for dollar with cash, in-kind contributions or a combination of both.
Requests may not exceed $500.
CAC-JC funding is limited to one request per project. Multiple proposals from the same agency are allowed if they
are for different projects.
Funded projects may not discriminate against any segment of the community on the basis of sex, race, age, color,
religion, national origin, economic status, marital status, familial status, ancestry, disability condition or sexual
orientation.
Funded projects will be required to submit a final report and request reimbursement of expenses 30 days after
the completion of the project and prior to any funds being disbursed.
Grant Submission Deadlines—2015/16
Mini Grant Requests can be submitted in any month and limited to one annually.
All requests will be reviewed subject to availability of funds.
All applicants must have:
Non-profit Status - Status as a nonprofit corporation in the State of Missouri and tax-exempt status from the
Internal Revenue Service (IRS)
Local Focus - Arts programs and services that serve Jefferson City and are open and accessible to all ci tizens
Diversity - A demonstrable commitment to diversity in all levels of the organization
Financial Support - The ability to build a base of financial support through earned income and/or public and
private support
Public Outreach - A demonstrable level of public outreach programs
Non-discrimination - Non-discriminatory employment and personnel practices
RESTRICTIONS
Funding may not be utilized for the following: *Individual fellowships; *Capital improvements; *Replacement of
normally budgeted funds-such as staff salaries; *Project already completed; *Refreshment costs; *Legislative
activities; *Fundraisers; *Programs outside of Jefferson City
APPLICATION FORM
Lead Agency Name____________________________________________________Date:___________________________
Lead Agency Contact Person: ____________________________________________Phone:_____________________
Organizational Mission Statement
Federal Tax ID Number: ____________________________________________________________________________________
Project Name: __________________________________________________________________________________________
Project Coordinator: ___________________________________________________Phone:________________________
Email: _______________________________________________________________Fax:_______________________________
Estimated Audience/Participants: ___________________________________________________________________
TOTAL AGENCY BUDGET FOR THE PRECEDING YEAR: ______________________________
Suggested format for your proposal narrative: “(Organization name) requests ($) for (project name), to be held (date
& time). City funds will be used to (describe).” Include methods for reaching your target audience and addressing
diversity. Explain how the project will impact/benefit the community and explain the creative merits of the project.
Detail exactly how city funds will be utilized. How will the program be advertised and evaluated for success? Additional
narrative and unrequested attachments will not be reviewed. Please review the Grant Review Evaluation Point System
below before completing the application.
NARRATIVE:
Grant Review Evaluation Point System
Each of the following grant categories will be evaluated using a percentage point system.
Total points available—100 points.
1. Program Description- Clearly states the components of the program and the need for such program Up to 25 pts.
2. Methodology- Achievable goals, objectives and project timeline Up to 20 pts.
3. Diversity-Evidence of including diverse individuals in planning and execution of the project. Level of effort to reach
new and/or underserved populations Up to 15 pts.
4. Impact on Community- Contribution to positive cultural climate of Jefferson City Up to 10 pts.
5. Innovation- Artistic merit and artist(s) selection Up to 10 pts.
6. Budget- Accuracy and completeness of budget form and justification of how the funds are to be utilized Up to 10 pts.
7. Advertising/Marketing Plan-Project/Event promotion plan Up to 5 pts.
8. Evaluation-Ability and willingness to access planning committee, participant and audience program satisfaction.
Up to 5 pts.
Financial Statement: Is a copy of prior year’s financial statement attached? Yes_____ No_____
If a Collaborating Agency is participating, please include:
Collaborator’s Organization__________________________________________________
Signature and Title of Contact Person at Collaborating Organization
_____________________________________________________________________ (Signature)
______________________________________________________________________ (Title)
Lead Agency Authorizing Signature _________________________________________________
Title ______________________________________________________
Mini Grant Project Budget
Name of Organization____________________________________________________________________
Name of Project___________________________________________________________________________
Revenue:
Ticket Sales $________
Individual__________________________________________________
Other (specify) ____________________________________________
Individual Contributions, Business Donations and Sponsorships $________
Specify category________________________________________________
In-Kind Donations (please list type and estimated worth) ________
__________________________________________________________________________ $________
Missouri Arts Council or Other State Funds $________
Federal Funds $________
City of Jefferson City (amount of this request-up to $500.00) $________
Other City Funding $________
Other Revenues (specify) $________
----------------------
TOTAL REVENUE $________
EXPENSES:
Salaries/Benefits $________
Professional Services or Fees (list) $________
Artistic___________________________________________________
Technical_________________________________________________
Other (jury, accountant fees etc.)______________________
_____________________________________________________
Advertising and Marketing $_______
Printing and Postage $_______
Overhead Expenses (rent, utility and/or occupancy cost, telephone) $_______
Supplies (list) ______________________________________________ $_______
_______________________________________________________________
Non-Cash Expenses (subsidized tickets, etc) $_______
Miscellaneous (list) ________________________________________ $_______
TOTAL OPERATING BUDGET $_______
A revised budget form will be required if partial funding is awarded.
1
Missouri Arts Council Proposed Projects
1. Cultural Arts Commission will create and send a monthly Electronic Arts Newsletter will
be created to community subscribers. The newsletter, “Scene & Seen” will highlight current
arts and entertainment news with illustrations. Face book will be linked and updated with
each edition. Contractor Fees 3,750
2. Cultural Art Commission will design public awareness campaign to enlist “non
participants” to attend/join local arts initiatives. E.g.: “Put Down the Remote, Walk on the
Wild Side, See a Live Play!” or “Forget Reruns Tonight, Take in a Live Play!” Emphasis on
the art disciplines can be rotated throughout the year. Bus and Downtown Banner. or
Billboard and/or Radio Ads (NO maybe next year)
3. Cultural Arts Commission will train local arts groups in marketing strategies to better
advertise their programs.-Refreshments. Manuals and Printing-$50
4. Cultural Arts Commission- Online photography competition through the
newsletter.(include with no cost)
5. First Friday Night Art Strolls were launched this past summer (2014). They were offered in a
downtown, 3 block area and designed to promote local artists and their work. Music,
culinary offerings, and theatrical presentations were presented as well. The response was so
positive, The Daily Planet, an event planning group, will continue to grow the Friday Night
Art Strolls (May June, September,) Sound System Rental and Promotion $300*
6. “Thursday Night Live!” (Downtown Business Association) hosts popular music and
culinary events each Thursday night from spring thru fall. Hundreds of folks attend the
popular Thursday night event. The October, Halloween time Thursday Night Live! would
like to expand and add an element of costume and makeup competitions and “zombie
concert”. Band Fee $250*
7. HALO, an afterschool and summer arts and education program for at risk kids will offer a 2
week, hands on artist in residency program for 180 high school students, to be held at
Academic Center during the school year. The artist will be selected from the many talented
artists in Jefferson City. Artists Fees-$300*
8. The Jefferson City School District’s Nichol’s Training Center will design and create a 3
dimensional, metal outdoor art installation. Students will be used to create the art piece
depicting a family on bicycles. The outdoor, public art installation will be permanently
housed on a prominent hill at an entrance to the city. Supplies and Materials $700*
2
9. Master Acting Studio for Kids, 2 week- long workshops, is designed to provide
advanced acting skill training by qualified teachers. The camp in its 4th year is growing in
popularity and would like to expand its offerings. Props, costuming and promotion NO not
this year
10. The Etta Miller Performing Arts Center houses an exhibit gallery which is open to the
public. The Center would like to invite US Embassies to show their art in a rotating exhibit
throughout the year. In addition, public school students will be invited to attend the exhibits
to compliment in class curriculums. Upgrade gallery Materials & Supplies $1,000
11. “The Music, Art and Dance Camp” for children ages 4-12, has been providing a quality
fine arts, week long experience for local children for the past 6 years. The camp provides a
study of history and culture through the arts. A new theme is chosen every year and the
upcoming summer program’s theme is “Journey to India”. Dance and Art supplies- $350
*
12. Jefferson City Homeschooler’s Chorale will be supported to offer a public
performance.PA Equipment Purchase-$350
13. The new independent film cinema, Capital City Cinema, will host 3, hour-long kid-friendly
events features which will include innovative short films for children ages 2-6. total-$700*
14. Capital City Cinema will host an inspirational dance film event for dance students of all
ages. The dance studios will be invited to attend a showing (presented at multiple times) -
film and cinema rental and promotion -NO not this year
15. Art Bazaar, the only local arts coop in Jefferson City and The Cultural Arts Commission will
host an “Upcycle” Art Fair that will allow people to donate their no longer used art and purchase
“upcycled” art. The fair will be the debut, gala event held in a historic building newly rehabbed
for arts events. Space Rental and promotion for Mill Bottom Bldg-NO not this year
16. Fountain of Hope is a co-operative project of the Breast Cancer Care Project, Cole County
Cancer Society and the Cultural Arts Foundation. The downtown fountain (first ever) will be
outdoor, public art fountain that will commemorate persons touched by cancer. A local glass
artist, Andy Cleeton will create custom glass tiles to signify the specific colored ribbon for the
cancer chosen. The fountain is in the planning stages and requires a metal, art sign, “HOPE” for
water distribution. The MO Vocational Enterprises (state prison workers) will create the art
piece for a much discounted price. NO not this year
3
17. Capital Arts will host the “CelebrArty Art” event. Local celebrities will be paired with local
artists. Each celebrity chooses what medium s/he wanted to learn, and then are matched with an
artist who is skilled in the area. A video will be created of each of the artist pairs’ journey’s
together. At a premiere event, celebrities’ masterpieces will be auctioned off and the videos will
be screened for the first time. Proceeds will go to the Capital Arts Gallery. Art Supplies and
event Promotion AND
18. Capital Arts Artist Studio Crawl- A local artist studio, self-guided tour will be planned by
Capital Arts. This event will highlight the creative spaces of working artists in the area. Event
Guide and promotional program printing $950 –($950 can be used on one or both events- they
can share a budget with us to confirm use)
19.. The Cultural Arts Foundation has one of its long term goals, to build a sculpture park with
a water splash component for kids. The Ice Cream Splash (ice cream tasting festival with arts
activities) will be an annual event to underwrite the splash park. Ice Cream Splash Festival
planner salaries -NO not this year
20. JC Master Gardener’s and Art Festival-sculpture installation in the Master Gardener’s
Park-supplies-$550*
Total to be spent before October 31, 2015-$6,000
Total MAC grant to be spent before June 30, 2016-$3,900
Total Proposed Grant Awards-$9,250
leaves $650 for miscellaneous needs (TBD)
*2015 summer/fall programs requiring funds before Oct. 31st –$3,150
Line Item Activity Project
Application
Budget
Revised
Budget Notes
1 Personnel - Administrative N/A
2 Personnel - Artistic N/A
3 Personnel - Tech/Prod N/A
4
Outside Artistic Fees and
Services
HALO Artist in residency $ 550.00 $ 300.00 Artistic fees for local artist. 2 week residency 2015/2016 school year
Advertising Training for Arts Groups $ 100.00 $ -
Fall 2015 Provide 3 hour training to organizations on how to use various media
platforms for publications
Thursday Night Live! $ 625.00 $ 250.00 Music artistic fee. October 2015
Master Gardner's Sculpture $ 500.00 $ 550.00 Artistic fees for local artist. Spring 2016
SUBTOTAL $ 1,775.00 $ 1,100.00
5
Outside Other Fees and
Services
Public Awareness Campaign $ 6,500.00 $ 3,750.00 Hire individual to create newsletters and update social media for 12 months
Ice Cream Splash Festival $ 1,800.00 $ - Event Planner fees; July 12, 2015
SUBTOTAL $ 8,300.00 $ 3,750.00
6 Space Rental
Upcycle Fair $ 650.00 $ - One day event April 2016; Rental Space - Mill Bottom Venue
SUBTOTAL $ 650.00 $ -
7 Travel N/A
8 Marketing
Capital City Cinema Film Series $ 2,100.00 $ 700.00
Promotion/fliers for 1) Film & lecture for JC Dance Community Fall 2015; 2)
Summer 2015 film series for children.
Friday Night Art Strolls $ 550.00 $ 300.00
Promotional flyers and sound rental. First Friday during April, May and
June 2016 - *correction May, June, September
Capital Arts Artist Studio Crawl $ 400.00 $ - Event guide and promotional flyers; Spring 2016
SUBTOTAL $ 3,050.00 $ 1,000.00
City of Jefferson Cultural Arts Commission
Missouri Arts Council Grant Budget Detail
Line Item Activity Project
Application
Budget
Revised
Budget Notes
9
Remaining Operating
Expenses
Nichol's Career Center 3D Art Installation $ 700.00 $ 700.00 Supplies and materials. May 2016
Master Acting Studio for Kids $ 450.00 $ - Props and costumes. July/August 2015
Fountain of Hope $ 750.00 $ - Supplies and materials Spring 2016
CelebrArty Art $ 800.00 $ 950.00
Capital Arts - local celebrities paired with artists to learn a medium of their
choosing. Supplies and promotion. Winter 2015
The Music, Art & Dance Camp $ 625.00 $ 350.00 Supplies and materials. July/August 2015
Etta Miller Performing Arts $ 1,400.00 $ 1,000.00
Upgrading gallery space: The Gallery is regularly open prior to auditorium
events, providing audience members with an added visual treat before and
after events, and during intermissions. Additionaly, the Gallery is open on
Friday afternoons from 1:00pm to 4:00pm, when displays are present and
school is in session, or by appointment
River City Homeschool Youth Choir $ 600.00 $ 350.00
Purchase transportable sound system. 6 peformances during the 2016 School
year
SUBTOTAL $ 5,325.00 $ 3,350.00
10 Capital Expenditures - Acq N/A
11 Capital Expenditures - Otr N/A
GRAND TOTAL $ 19,100.00 $ 9,200.00