SR-305-003-02
AC:DL:mmm .
Councll Meetlng: ~/14/84
Santa MlItca, Callfornia
To:
Mayor and C~ty Counc~l
3P5- C?P3~ CJ"Z-
10- A
FEB 14 1984
From:
Arts Commiss~on
Subject:
Recommendatlon to approve transfer of funds between
Arts commlSSlon Accounts In order to beg1n the
Commun1ty-In~tlated Arts Program
INTRODUCTION
ThlS
report recommends that Counc~l lncrease approprlat1on
authorlty 1n the Arts Commlsslon's professional serV1ces-no bId
account by $11,000 from prIvately ra1sed funds now held 1n an
Agency Account and approve the Art CommIss1on's us~ng the funds
for ~ts Commun1ty InItIated Arts Program (ClAP).
BACKGROUND
As part of the 1983-84 budget~ng process, Councll's performance
objectives for the Arts Comm~SSlon lncluded the follOWIng:
1. Establish a proposal process for commiss~on support of
cOMmunity ~n1t1ated arts programs.
2. E3tabl1sh a program of free-performance events for the
publ~c.
3. E3tabl~sh an Art1sts-1n-the-Schools program.
In response to these obJectlves, the Arts Comm1ssIon adopted
g\ndeI~nes for CrAP a.t Its meet~ng on December 19, 1983 (see
Attachment A).
Th1S program 13 a one-year p~lot and WIll be
evaluated during FY 84-85.
IO-A
fEB 1 4 1984
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BUDGET/FINANCIAL IMPACT
The funds In agency account 80-975-159 were raIsed from prIvate
sources by the Arts CommIssIon durIng FY 82-83. The current
balance In thIS account IS $11,541.53. In order to support ClAP,
$11,000 from thIS account must be transferred Into the General
Fund revenue account number 10-907-000-000-182 and approprIatIon
authorIty In the Arts CommIssIon profeSSional serVIces-no bId
account, account number 01-400-560-000-506, should be Increased
by $11,000.
Because these funds corne from prIvate sources, they are not
subject to the Gann lImItation, and there IS no net financial
Impact on the City.
RECOMMENDATION
It IS respectfully requested that CounCIl:
a) Authorize the transfer of $11,000 from Agency Account
80-975-159
to
General
Fund
revenue
account
01-907-000-000-182.
b) Increase
appropriation
authority
In
account
01-400-560-000-506 by $11,000.
Prepared by; DaVId Lutz,
Director, Arts CommISSIon
Attachments: ClAP Program GUidelines
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FUNDING FOR COMMUNITY ARTS PROPOSALS
PROGRAM GUIDELINES
PURPOSE
The Santa MonIca Arts CommISSIon, as part of Its mandate to
InItIate and advocate art programs In the CIty, establIshes a
program to purchase the serVIces of communIty arts groups. The
purposes of thIS program are: to make avaIlable free and
low-cost performances and arts programs of qualIty to the
CItIzens of Santa MonIca; to make avaIlable reSIdencIes of
artIsts to local non-profIt InstItutIons; and to establIsh faIr
crIterIa for the selectIon of groups that make proposals to the
CIty.
ELIGIBILITY REQUIREMENTS AND RESTRICTIONS
The Arts CommISSIon's program to purchase arts serVIces has two
components: one for non-profIt arts organIzatIons, and one for
non-profIt InstItutIons Interested In haVIng artIst-In-reSIdence.
The speCIfIC requirements for each component are lIsted below.
The Arts CommISSIon has the power to amend or waIVe elIgIbIlIty
reqUIrements. Any organIzatIons WIth questIons about theIr
elIgIbIlIty are encouraged to call or wrIte the Arts CommISSIon
offIce for more InformatIon. All organIzatIons must comply WIth
FaIr Labor Standards, and may not dIscrImInate on the baSIS of
race, color, natIonal orIgIn, sex, age, or handIcap.
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1. OrganIzatIonal PrOjects
A. ElIgIbIlIty RequIrements
To be ellblble for program, organIzatIons must:
(1) Offer an artIstIc product of hIgh qualIty.
(2) ProvIde free or low-cost arts programs to the
communIty.
(3) Demonstrate communIty need and support.
(4) Have non-profIt, tax-exempt status and have been
Incorporated for at least one year.
(5) Match any funds received from the Arts CommissIon,
and show a plan to do so. In-kind contrIbutIons
may be used for up to 50% of the match (25% of the
total project budget). Volunteer tIme may not be
used to match Arts CommissIon funds.
(6) Perform all serVIces In the CIty of Santa MonIca.
B. Restrictions
The folloWIng are not elIgible for fundIng:
(1) CapItal Improvement
purchases.
projects
or
equIpment
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(2) DefICIts or prOjects undertaken prIor to thIS
program.
(3) Fund raIsers or events not open to the general
publIC.
(4) Projects for schools and colleges WhICh are
primarIly for their own students.
C. AvaIlable FundIng
For thIS program's pIlot year, $5,000 IS available.
Because of limIted funds, requests should in general not
exceed $1,000.
2. ReSIdency ProJect~
ReSIdenCIes of profeSSIonal artIsts are avaIlable for
schools, nursing homes, day-care centers, and other
non-profit InstItutIons.
A. El:glblllty Requirements
(1) ReSidenCIes must focus on artIstIC process.
(2) ReSidenCies must be JOintly applIed for by a
non-profIt InstItutIon and an artIst.
(3) Arts CommISSIon funds must be used to pay no more
than 50% of the artIst's salary. An InstItutIon
must pay Its own admInIstratIve costs.
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B. Restrictions
(1) ProJects that emphasize an artIst's profesSional
performances or exhibits are not eligible.
( 2) An
institution
must
not
charge
a fee to
participants in the program.
C. AvaIlable Fund1ng
For th1S program's p1lot year, $5,000 1S avaIlable.
Institutions may apply for funding for the following
periods:
Arts Commission's
contributIon:
(1) 6 months for 16 hours per week $2,400
(2) 6 months for 8 hours per week $1,200
(3) 3 months for 16 hours per week $1,200
(4) 3 months for 8 hours per week $ 600
SUPPORTING DOCUMENTS
The following supportIng documents are requIred:
Organizational ProJect~
1. A completed applIcation, Including:
A. Description of organization With statement of goals
and purpose.
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B. DescrIptIon of project and potentIal audIence.
C. Budget showIng expenses and sources of revenue.
2. Letters showIng tax-exempt status from the IRS or the
CalIfornIa State FranchIse Tax Board.
3. Documents demonstratIng communIty and crItIcal support:
reVIews (In 8 1/2 by 11 form), letters, etc.
4. AudIted fInancIal statements, If avaIlable.
ReSIdency proJect~
1. A completed applIcatIon, IncludIng:
A. DescrIptIon of organIzatIon WIth statement of goals
and purpose and populatIon served.
B. DescrIptIon of project and estImated number of
partIcIpants.
C. Budget showIng expenses and sources of revenue for
the proJect.
D. A schedule for the artIst's tIme. Up to 10% of the
hours may bIlled as preparatIon tIme.
2. Letters showIng tax-exempt status from the IRS or the
CalIfornIa state FranchIse Tax Board (publIC schools
exempt from thIS requIrements).
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3. AudIted fInancIal statements.
APPLICATION REVIEW
All applIcatIons are InItIally revIewed by Arts CommIssIon staff.
Staff ensures that elIgIbIlIty requIrements have been met and
applIcatIons are complete, and analyzes budgets and proposals for
feaSIbIlIty. All applIcatIons, wIth staff recommendatIons, are
then revIewed by the approprIate advIsory panel. There IS a
separate advIsory panel for both the organIzatIonal and resIdency
components of the program. Each panel IS appoInted by the Arts
CommIssIon and 1S composed of representatIves of the arts
communIty and the commu Ity-at-Iarge; each panel IS chaIred by an
Arts CommIssIoner.
Upon panel reVIew and recommendation, applIcatIons are then
forwarded to the Arts CommISSIon for fInal reVIew and decIsIon to
fund.
CONFLICT OF INTEREST DISCLOSURE
CommISSIon members, staff, or panelIsts who are DIrectors, staff,
or board members (paId or unpaId) of applYIng organIzatIons, or
who are ImmedIately related to the same, are not allowed to
partIcIpate In dIScusSIon or to vote on such organIzatIons. All
assOc1atIons wlth an applY1ng organlzat1on must be dIsclosed for
the record. In the event of possIble conflIct of Interest, the
Commlsslon shall decIde by majOrIty vote If a conflIct is Indeed
constItuted.
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RELEASE OF FUNDS
1. OrganIzatIon PrOjects
Funds wIll be released upon approval of proposal and
presentatIon of InVOIce.
2. MInI-ResIdency Projects
Funds wIll be released to the InstItutIon upon approval
of resIdency and presentatIon of InVOIce.
FINAL REPORTS
All organIzatIons and InstItutIons are requIred to submIt the
followIng before fInal InVOIce WIll be paId:
1. A fInal narratIve about the proJect.
2. A fInancIal report.
3. An attendance report.
In additIon, an on-sIte VISIt wIll be made by Art commISSIon
staff or members, and a report flIed.
TIMELINE FOR PROGRAM
PublIC announcement for thIS program's pIlot year WIll be made In
January, 1984. ApplIcatIons are due AprIl 1, 1984. Staff reVIew
WIll take place durIng AprIl, and panels wIll meet In May. The
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CommISSIon WIll make ItS deCISIons at a June meetIng. PrOjects
are to take place In the perIod from July, 1984 to June, 1985.
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