HomeMy WebLinkAbout1999-01-12 - AGENDA REPORTS - ARTS DISTRICT MATCHING GRANT (2)CITY OF SANTA CLARITA
AGENDA REPORT
REDEVELOPMENT AGENCY
DATE: January 12, 1999
City Manager
Item to be presented by:
SUBJECT: ARTS DISTRICT MATCHING GRANT FOR NEWHALL
REDEVELOPMENT
DEPARTMENT: Parks, Recreation, and Community Services
RECOMMENDED ACTION
Agency receive and approve guidelines and criteria for Arts District Matching Grant and
direct staff to convene committee to receive applications and determine grantees.
BACKGROUND
In July 1998 City Council allocated $250,000 for capital arts facilities projects in the
Newhall Redevelopment District.
Based on recommendations of the Cultural Arts Master Plan, the Arts Alliance, and City
staff, guidelines and criteria were established for the sole purpose of enhancing the quality
of life, economic growth, and development of arts facilities in the Newhall Redevelopment
District.
A peer review panel consisting of one representative from the Los Angeles County Arts
Commission, Arts Alliance, Newhall Redevelopment Committee, City, and the
Grantmanship Center will review applications and determine grantees.
ALTERNATIVE ACTIONS
1. Direct staff to develop committee to determine grantees for Agency approval.
2. Other direction as determined by the Redevelopment Agency.
FISCAL IMPACT
$250,000 has been appropriated into account #1900-8001 during the mid year review.
ATTACHMENTS
Arts District Matching Grant — Application and Criteria
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council\artsrpt.doc
APPROVED
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CITY OF SANTA CLARITA
ARTS DISTRICT MATCHING GRANT INFORMATION
I. Funding
A total of $250,000 is being made available from the Newhall Redevelopment Project
budget to provide matching grant funds for capital improvements associated with the
arts in downtown Newhall. Individual grant awards will range from $30,000 to
$250,000. This criteria applies to this one time funding of $250,000.
II. Mission
The City of Santa Clarita City Council and Redevelopment Agency have established this
grant program in accordance with the downtown Newhall Improvement Program and
the Newhall Redevelopment Plan. This program provides projects and strategies to
revitalize Newhall, including the downtown Newhall commercial core.
The overall objective of this grant program is to assist with the elimination of blighting
conditions by encouraging and inducing development on or rehabilitation of Project Area
properties.
III. Goals and Objectives
• Pursue opportunities for special facilities that attract a wide visitor base to Newhall.
• Develop programs and incentives for the rehabilitation of old, obsolescent, and
deteriorating structures in the Project area, including downtown Newhall.
• Create an attractive Main Street environment on San Fernando Road to attract new
shoppers and businesses.
• Establish programs to promote private sector investment.
• Enhance the role of Newhall as a community center.
• Create an attractive, memorable image that expresses Newhall's history and character.
• Development of facilities for local arts organizations.
• Promote excellence in the visual and performing arts.
• Attract patrons from all areas of the Santa Clarita Valley.
• Create opportunities for local artists to share their talents with the community.
• Encourage organizations to collaborate with one another.
IV. Eligibility
Organizations must:
• Have 501(03 nonprofit status.
• Be developing a visual or performing arts facility.
• Have functioned as a nonprofit arts organization for at least two years.
• Have signed lease, signed lease with option to buy, or have purchased a building in
downtown Newhall. (Grantee may have up to six months to secure lease or purchase
after grant has been awarded. Funds will not be awarded until lease or purchase
is finalized.)
• Have cash match or assets which may include, but are not limited to, property cost
or lease.
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V. Grants available for Capital Arts Projects including:
• New construction.
• Renovation.
• Expansion or improvements to existing facilities.
• Design costs and City permitting.
VI. Grants not available for:
•
Programming and presenting.
•
Individuals.
•
Endowments.
•
Media (film and video).
•
Literary arts.
•
Public radio and television.
•
Festivals and events.
•
Organizational salaries.
VII. Criteria
The following criteria (not in order of importance) will be used to review grant
applications:
• Summary of organization.
• Proposed project and need for project.
• Project as it relates to the grant's mission, philosophy, and goals.
• Project timeline.
• Collaborative efforts.
• Future funding to sustain project.
• Fundraising abilities.
• Financial planning.
• Project budget and amount requested.
• Organization's background.
• Line item budget.
VIII. Contractual and Reporting Requirements
A. Upon approval of City Council, staff will send a grant agreement to the organization.
B. Once the grantee and City sign the agreement, the following payment schedule will
apply unless grantee and City negotiate different terms prior to signing contract.
• 10% of the total grant amount may be requested for an advance to prepare
construction plans and/or acquisition documents.
• For development projects, up to 45% of total grant may be requested after
construction contract is awarded or construction has commenced. The remainder of
total grant funds may be requested upon completion of project.
• For acquisition projects, remainder of the total grant shall be advanced to the grantee
upon sale of property.
artssen\gr=Aa&ngW.doc Page 2
• Grantee, on construction projects, must provide three written bids or appropriate
documentation to receive funding.
C. Grantees will be required to provide insurance. Specific requirements will be outlined
in your award notification letter. If you have any questions, please contact Paul Zaengle
at (805) 255-4909 (refer to sample contract, see insurance requirements.)
D. Organizations are required to submit a year-end report of grant expenditures 30 days
after the end of the fiscal year for the grant program until proposed project is completed.
E. Organizations are required to maintain accounting records in a manner consistent with
general accounting principles.
F. Organizations are requested to provide photographic documentation and any
appropriate material associated with the project and its related activities.
G. The grantee and the approved project must remain in downtown Newhall Special
Standards District for a minimum of five years. If grantee fails to stay in operation for
five-year period, grant funds will be returned to City, prorated at 20% per year.
IX• Additional Information
1. The City may request the return of awarded grant funds not expended by
December 31, 2001.
2. The City may request additional information on the proposed project and the
organization.
3. The City may recommend funding levels below requested amounts by the organization.
Organizations who receive less than the funding amount requested shall submit a
revised project description and budget before the City agreement can be finalized.
4. A maxium of 10% of total approved amount may be allocated for grantees administrative
costs.
5. The City has the right to conduct a site visit; review all organization records related to
the grant; and interview program staff, volunteers, and clients served by the
organization.
6. The City reserves the right to amend/withdraw this program should such action be in
the interest of the City.
7. Previous lease or property purchases may not be counted toward grant match.
X. Application Deadline
1. Applications must be submitted on attached City Forms.
artssenNgranMdmgfanddoc Page 3
2. The City of Santa Clarita on or before Monday, January 25, 1999 must receive
completed applications with required attachments, at 5:00 p.m. Applications received
after that date will not be considered for funding.
Please send one (1) original and eight (8) copies to:
City of Santa Clarita
Attn.: Sean Morgan
Parks, Recreation, and Community Services Department
23920 Valencia Boulevard, Suite 110
Santa Clarita, CA 91355
4. Please do not bind your application. Staple in top left corner and three -hole punch all
submitted documents so they can be placed in a standard binder by City staff for review.
Proposals will not be returned. No fax submissions will be accepted.
XI. Timeline
Grant information meeting can be scheduled at the request of the grantee.
1/25/99 Grant Application Deadline
Mid February . Grants Awarded
artssen\granPadmgfimd.doe Page 4
CITY OF SANTA CLARITA
ARTS DISTRICT MATCHING GRANT
II. GRANT APPLICATION
Title and Certification
1. Name of Applicant Organization:
2. Address:
3. Contact Person:
4. Telephone No.:
5. Fax No.:
6. Proposed Project Title:
7. Project Location:
8. Grant Amount Requested:
9. Has your organization received funding from the City in previous years?
Yes No If yes, type amount
To the best of my knowledge, the data and information in this application is true and correct
and I am authorized to file this application on behalf of the organization.
Name (please print or type)
Signature
Date
Title
artssen\gr"Aa&ngfund.doc Page 5
CITY OF SANTA CLARITA
GRANT QUESTIONS AND NARRATIVE
1. Proposed Project Information:
Please respond to the following items labeled A through H. Label each category
separately as shown below. Total response for all ten categories listed below is not to
exceed seven (7) pages. Responses must be double spaced with 1" margins and at least
11 -point font.
A.) Summary of Organization (10 points maximum)
This section should clearly define mission, goals, and history of your
organization.
B.) Proposed Project and Need for Project (20 points maximum)
This section should contain a detailed description of the proposed project,
including project goals and objectives as they relate to mission, philosophy, and
goals of grant. A clear identification of why the project is needed in the
community, and how the program will address those needs.
C.) Project Timeline (15 points maximum)
This section should clearly identify milestones in your project. The time frame
should list, chronologically, all necessary activities to complete the project and
include the starting and ending dates for each activity (such as fundraising,
building plans and permits, architect support, strategic planning, construction
dates, opening date, etc.) Be date specific.
D.) Collaborative Efforts with other Organizations (5 points maximum)
If applicable, this section should list any organization the agency will work with
to administer the proposed project (during and after) and describe the
collaborative agreement between them.
E.) Financial Plan (30 points maximum)
This section should outline how the organization plans to sustain this project
during and beyond grant funding. Specifically, address fundraising strategies
to complete project and ability to meet operation and maintenance budget after
project is completed. Is there a special revenue campaign associated with the
project? If so, what is the design of the campaign?
F.) Requested Grant Amount (15 points maximum)
This section should clearly identify how and by what means you determined the
amount of the grant request (attach project budget).
G.) Organization's Background (5 points maximum)
This section should describe the organization's past experience and qualifications
as they pertain to administering projects.
H.) Line Item Budget (10 points maximum)
Please attach a line item budget for organization and proposed project. (Refer
to budget worksheet)
artssen\grant\admgfund.do Page 6
APPLICANT DOCUMENTATION
2. Documentation:
Please initial the line corresponding to each item and sign below
I certify that I have attached the following required documents:
One (1) original and eight (8) copies of the following:
Completed Grant Application form (1 page)
Proposed Project Information with all questions, A through H, answered
(7 pages)
Line item budget for organization (refer to budget worksheet) (1 page)
Line item budget for proposed project
Copy of 501(c) 3 IRS verification letter (1 page)
Copy of Lease Agreement or proof of property ownership (or Escrow
documentation) for project site (1 page)
List of Board of Directors (1 page)
Organization's most recent annual financial report or income tax return
(1-2 pages)
Any additional attachments (i.e. letters of support, additional planning
items, etc.) (3 pages)
(Do not bind application. Please staple in top left corner and 3 -hole punch all
submitted documents)
Note: All Grantees will be required to provide some form of insurance. Specific
requirements will be outlined in your award notification letter.
Name (please print or type)
Signature
artssen \grant %admgfund. dm Page 7
Title
Line Item Budget Worksheet
Fiscal Budget Past Present Projected
I. Income Year: Year: Year:
♦ A. Contributed Income
1. Government Support
2. Corporate Support
3. Foundation Support
4. Individuals
5. Memberships
6. Event Fundraising
7. Other:
Total Contributed Income
♦ B. Earned Income
8. Admissions/Tickets
9. Touring
10. Workshops/Tuition
11. Contracted Services
12. Merchandise Sales
13. Investment Income
14. Other:
Total Earned Income
Total Income (IA+IB)
H Expenses
• A. Personnel
14. Artistic
15. Administrative
16. Technical
17. Other:
Total Expenses Personel
• B. Operating
18. Equipment Purchase
19. Rental
20. Office Space
21. Office Supplies
22. Marketing/Promotion
23. Production/Exhibition
24. Fund Raising Expenses
25. Travel/Training
26. Other:
Total Expenses Operating
Total Expenses (IIA&IIB)
Deficit/Surplus (I Minus II)
Verification by organization's financial officer:
Name Date
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