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HomeMy WebLinkAbout2000-03-02 Budget Committee Minutes Economic & Cultural Development Grant Presentation Minutes March 2, 2000 Civic Center Council Chambers 1175 East Main Street ROLL CALL: Subcommittee members present were: Don Laws, Steve Hauck, Regina Stepahin, David Fine The following committee members have chosen to participate in the Economic & Cultural Development Grant Presentations: Beverly Kenefick, David Williams Staff members present were: Jill Turner, Karen McCarty The was called to order at 7:05 p.m. by Regina Stepahin I. OPENING DISCUSSION A. Turner Addressed Changes In The Original Agenda. 1. The grant allotment is $49,500.00 2. The Rogue Opera Association has chosen to be last on the Agenda B. Presentation Time Limit 1. Don Laws recommended a 5 minute presentation limit, which was mutually agreeable with all subcommittee members 2. David suggested using the timing box. This would guarantee the 5 minute limit was enforced II. ECONOMIC & CULTURAL DEVELOPMENT GRANT APPLICANT PRESENTATIONS Ashland Gallery Association $32,380.00 Dave Bobb and Richard Benson presented for the Ashland Gallery Association. They began the presentation with the overhead visual of their current web site. This web site has been their chief marketing tool this past year. The site was created to advertise the many galleries in Ashland, but it does also contain many links to the many attractions that are available in Ashland. The site, also, promotes various local restaurants, hotels, and gift shops. There is a section on the site that contains a contest, this contest allows the viewer to register to win a vacation in Ashland. This contest has been an excellent tool in gaining potential customer information. They then explained to the committee that Ashland is currently rated among the top ten best gallery towns in the United States. The goal is to recreate Ashland into more than just a good theatre town, but to be known for providing a variety of diverse cultural events. In conclusion, the presenters stated that the gallery is a non-profit organization that has been successful in promoting the arts in Ashland. They understand that they are requesting a large sum of money, however they feel that increased support will result in more successful and grander projects in the upcoming year. X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 1 & Economic & Cultural Development.doc Hauck asked it the requested money was the full budget for the gallery? It was explained that the grant would only be a supplicant. Approximately 1/3 of their budget is acquired through them hosting Taste of Ashland, and they do, also, receive funds through various events and membership fees. As a future goal, they do plan on seeking out advertisers for their web site, which will bring an increase in funds. Stepahin asked if the grant money would solely be used for marketing the Taste of Ashland brochure? They did concede that most of the money would be used for marketing. They are planning on making changes in the web site, which will be paid for through the grant, and the grant money would, also, be used for creating marketing brochures. Kenefick asked it their association did require dues? They noted that their members did pay dues, and reiterated that the grant would primarily be used for marketing, which is the most effective method of promoting their association. State Ballet Of Oregon $17,000.00 Martha Feil presented for the State Ballet of Oregon. She began the presentation with explaining the vision of the organization. To provide quality shows to both Ashland’s tourists and residents at no cost. The organization allows many people the opportunity to experience the art of ballet. These “Ballet In The Park” performs every Monday evening during the months of July and August. The organization, also, performs an annual presentation of the “Nutcracker” at the Ginger Rogers theatre in Medford. Martha stated to the committee that by the end of August last year approximately 100,000 have seen “Ballet In the Park”, and an estimated 750 individuals attend the Monday evening performances. This number constitutes about 1/3 of the tourists that are in Ashland on a Monday night. This assists the City of Ashland and local merchants by drawing people into the park and thus to the local businesses and the diverse activities available in Ashland. Martha, also, noted that the grant money would be used to purchase costumes, dancer’s payment, props, and various needed supplies. The grant would help cover the lost revenues that have been lost through the disallowance of performance donations. If the organization does not receive the full grant there is a possibility that there will need to be fewer performances and less dancers. The grant represents approximately ½ of their yearly budget and is vital to their continuance. If they do not receive the grant they will need to find money through other grants or fund raising performances. Laws asked if the organization was continuing to collect money from the audience after their performances? Martha did admit that after their very first performance money was collected. This was a result of many of the performers being unaware that this practice was not allowed, but money has not been collected since the primary performance. Oregon Bed & Breakfast Guild $8,200.00 Gary Moore, a current board member of the association, presented the grant request on behalf of the Oregon Bed & Breakfast Guild. He began his presentation by stating to the committee that Ashland is the king of Bed & Breakfast operations. Ashland has a X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 2 & Economic & Cultural Development.doc reputation for providing the highest quality of Bed & Breakfast establishments in the nations. Most of these Bed & Breakfast’s have their own web site, which are frequented often by many potential visitors. The guild has created an attractive marketing brochure that has currently 60,000 copies in circulation. Many of Ashland’s Bed & Breakfast’s are already being booked for next year. Bed & Breakfast’s are an excellent tool in providing business and promotion to various local events and establishments. The guild is effective at bringing the tourists into town and then planning the visitor’s stay with corresponding functions. Gary noted that the guild is seeking expansive money to further market Ashland’s quality Bed & Breakfast establishments. He further stated that this organization is the only one represented that brings finances back into the grant fund through the hotel tax. By furthering the success of Bed & Breakfast’s, the grant fund is likewise increased. Hauck requested to be informed as to what the grant money would be used for? It was explained that the grant would help fund newspaper advertisements, new brochures, a better designed web site, and consulting and graphic design fees for the above items. Hauck asked if it was possible to work with other represented organizations this evening and if the guild was working with the local functions. The guild did note that they have met with the gallery association to discuss graphic design. Gary further informed the committee that as much as possible the guild does coordinate with local events of the city and with other organizations, however, the Bed & Breakfast business does operate further in advance than other city and group organizations. Many times customers are booked before a calendar for other organizations is created. Stepahin asked the guild where the consulting and graphic fees are used. Gary reiterated that these fees can be quite costly, but they are necessary to create quality advertisements and brochures. Regina asked if the guild has considered adding the Chamber of Commerce as a link on their web site. Gary did state that the guild has considered the notion, but the cost is $200 for the link and the commerce really does not solicit enough business to make the connection a cost effective decision. Gary, also, noted that more than ½ of his business comes directly from the web site, and the links on his site has been very effective at increasing the business potential for local merchants. Rogue Valley Symphony Association $7,500.00 Frances Van Ausdal and Thomas O’Rourke presented for the Rogue Valley Symphony Association. They began the presentation by noting the importance and accomplishments of the association. They possess the third largest orchestra in Oregon. The association offers a diverse range of performances throughout the year. There are over 70 musicians that perform thirteen symphony concerts in the Rogue Valley. More than half of participants are residents of Ashland, and most of their activity and finances are spent in the Ashland community. Their yearly events include elementary concerts, free performances, a celebrity concert, Saturday morning and many other local events that attract tourists and residents alike. Due to the symphony scheduling many performances during the tourist off- season, their events are able to draw business to local merchants during a typically slow season of the year. The association also noted that the symphony X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 3 & Economic & Cultural Development.doc is a notable attraction for Ashland, and that due to the cultural emphasis in the community it has been possible to obtain a quality symphony on a limited budget. Stepahin asked the association the last year’s grant covered all of the association’s activity? The reply was negative, a portion of the budget is received through ticket sales and various grants. Stepahin asked it the grant was used solely for elementary concerts. Frances noted that much of the grant is used to help cover the elementary concerts. SOWAC $7,400.00 Mary O Kief presented for SOWAC. She then began to state the purpose of SOWAC. It is an organization that focuses on micro enterprises, businesses with fewer than 5 workers, that are in a definite financial need. Their goal is to help these individuals start their small businesses to become self-sufficient. SOWAC is able to accomplish this goal through practical training, mentoring, and providing finances services. SOWAC has helped to establish 150 small businesses since 1993. There are over 34 of these businesses located in Ashland. Among them are a restaurant, an art gallery, a baker, a computer consultant, and many more local enterprises. Grant support will allow us to continue serving the City of Ashland by providing these individuals the skills needed to become self-sufficient members of our community. Stepahin asked Mary to explain why the organization requested an increase in support this year? She replied that SOWAC has petitioned for the same grant amount for the past few years, however, they did notice an increase in available funds and decided to request an increase in grant support. Southern Oregon Historical Society $6,250.00 Amelia Chamberlain, Jacqualine Leighton, and Al Alsing presented the grant proposal on behalf of the Southern Oregon Historical Society. They stated to the committee that knowledge of the past is a guide for the future, and that the society has been a long- standing source of activities for both residents and tourists. Their chief finance obligation is their attractive “The Spirit of Ashland” brochure that has been a great source of advertising for the City of Ashland. In 1998 there were 10,000 of the brochures created. These brochures receive numerous requests and are distributed to many local merchants. This brochure is used by the local chambers and is very popular among tourists. In addition, the society has, also, created three cemetery brochures during the prior year. If the grant is approved the funds would be used to print another 10,000 brochures. There are only 1,000 remaining and the society will soon have none in reserves. Kenefick had noted to the committee that there are numerous walking tours in Ashland, and asked the society if they were associated with them? The reply was negative. Turner inquired about the relationship of the society with the county, it being apparent that funds from the county have decreased. The society responded that they have been successful at recapturing lost funds through grant proposals, but are still in need of county funds for support. Committee member Laws suggested charging for the attractive brochures. The X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 4 & Economic & Cultural Development.doc society admittedly entertained the notion, but declined for fear of the brochure losing popularity and being difficult to sell. However, they may consider the option at a future time. Fine asked if the grant is approved, will the back of the brochure state the City of Ashland and not the current Jackson County? The society noted that it would be changed, as well as, a few other statements. Southern Oregon Film Society$6,000.00 Doreen Wood presented the grant proposal on behalf of the Southern Oregon Film Society. She began her presentation by informing the committee about the brief history of the society. Southern Oregon Film Society is a newly formed non profit organization. It was primarily designed to host an annual Ashland film festival (during the first weekend in October). They are requesting seed money to help establish this project. Although, the society has received various donations, the goal is to become self- sufficient. The festival intends to “reach” people through the art of film. A primary goal is to bring independent films to Ashland, & their directors. This would help create a “great moment” for the people of Ashland. The society eventually plans to add various outreaches, like director workshops and screening seminars. Over the past year they have formed alliances with a wide range of businesses and skilled film professionals. A larger film company has taken them under their wings, and they have become a mentor to the society. Many of their figures and goals are based upon the beginning year to that company. Stepahin asked the society if the assistance they have received would be sustained? The society stated that much of their current finances have been through independent donations, however the goal of the society is to become self financed. Ashland Community Theatre $5,400.00 Joseph Fenwick presented the grant proposal on behalf of the Ashland Community th Theatre. Joseph noted that the theatre was currently in its’ 9season and has performed over 40 major productions. He stated that many do question the need of a community theatre in a professional theatre town, such as Ashland. However, according to Joseph, that is the precise reason a community theatre is vital to this community. The community theatre makes it possible for the entire community to become involved the theatre productions, and not just be a spectator. The Ashland Community Theatre is now in partnership with the Ashland Middle School. The school is a new facility and is unequipped for theatre productions. Many essential items, such as curtains and audio equipment are needed. The middle school provides the community theatre with the necessary space, and they in turn share with the school their props, costumes, and expertise. They would like to have a portion of their performances to be for/by children, and not solely adults. They will host a workshop to help teach children about theatre, and thus give the organization an opportunity to reach out to the community. The grant would enable the community theatre to purchase the necessary supplies, host workshops, and produce quality performances for the community. X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 5 & Economic & Cultural Development.doc Kenefick asked the organization if the purchased supplies would be left at the school, and which group would maintain sole ownership of the supplies? The organization replied that the majority of the equipment would remain at the school and be shared with both groups, however, the community theatre would remain the owner of the supplies. Kenefick asked the organization if the school had a budget for some of the needed supplies? Joseph stated that the school is unable to budget for these supplies, nor was it feasible for the future. Fine noted that the community theatre’s fiscal year ends on the st 31and there did not appear to be a budget for the year 2000, Fine inquired about what percentage of the budget would be supplied by the grant? Joseph estimated that the budget would be approximately $27,000.00 to $28,000. Hauck asked the community theatre if the grant was primarily being requested to purchase equipment? The organization stated that the money would be used for equipment and possibly to cover production costs later in the year. Stepahin asked if the equipment would remain at the school and inquired about the people who would have access to the equipment? Joseph conceded that the equipment would primarily remain at the school and that no person without permission from the Ashland Community Theatre would have access to the equipment. Arts Council Of Southern Oregon $5,000.00 Corinne Stubson and Nancy Anderson presented the grant proposal on behalf of the Arts Council of Southern Oregon. They opened their presentation by stating that the arts have an economic impact on both Jackson and Josephine county in the millions. They receive numerous calls from parents, hotels, and businesses about their various functions that are hosted by the Arts Council. The organization provides many artists, dancers, and writers the opportunity to share their skills with the community. The proposed grant would be used to fund their arts directory and newsletters. The newsletter allows a stage for the various artists and advertises many merchants and businesses located in Ashland. Horizon Institute $5,000.00 Richard Moeschl, Helen Wallace, and Paul Collins presented the grant proposal on behalf of Horizon Institute. The institute began the presentation by explaining the impact their organization has had on the community. They have had numerous speakers host workshops throughout the year. Most of these workshops hosted an audience of over 400 people. The Horizon Institute helps people answer questions about evolution, life after death, genetics, and probing “life” questions that tend to haunt the individual. We consider everyone a co-explorer at the Horizon Institute. We at Horizon Institute are constantly seeking new ways to enrich the lives of our community. Using art, photography, dance, and teaching others to find their “life” answers are effective ways to accomplish this goal. The grant would allow us the funding to create a web site. This site would allow people the opportunity to become familiar with Ashland and what Horizon Institute is doing to enrich the lives in our community. Fine inquired the presenters on the difference between an education program and their organization. The presenters explained that many of people’s questions are answered X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 6 & Economic & Cultural Development.doc through deep cultural society answers. We do deal with education, but, also, questions that are not answered through a textbook, such as “What does it mean to be a human being?” Laws asked what the distinguishing features were of a cultural organization versus an educational institute? The institute complements the educational field, but we go into areas that are not covered by a class or book. We don’t have an agenda and we can be flexible. Laws stated that it was difficult to place building telescopes, spiritual matters, genetic science, arts, and education all in the same group. It doesn’t appear to mesh together, according to Laws. The institute replied that many concerns may appear to not fit together, yet, they are all connected, eventually. Williams stated a difficulty in relating this organization to a cultural event, as well. Williams, also, expressed a concern in the institute remaining impartial in their attempts to enlighten the community. Turner inquired about the institute’s ability to sustain the budget of over $100,000.00. The institute noted that they have received generous donations and are seeking numerous grants. Youth Symphony Of Southern Oregon $4,000.00 Allen Berkstrom, past president for the organizations, presented the proposal on behalf of the Youth Symphony of Southern Oregon. Allen thanked the committee for prior support and began the presentation with a short history of the symphony. It is a non profit organization that was founded in 1988. It provides opportunity for talented young musicians to play their instruments in a challenging system. This is not an alternative to school, but it enhances the school system. School orchestras are mainly strings, a full orchestra offers many more instrument opportunities. We have over 140 students and perform over 12 free concerts throughout the year. We have recently formed a second orchestra to provide participation for more students. Youth Symphony of Southern Oregon has expanded our concerts to reach further cities. In 1998 we formed a youth strings orchestra, this has enabled us to accept younger students into our program. In 1998 we performed our first holiday concert at the college. More than ½ of our students are from Ashland. Our future plans include the creation of a group solely dedicated to band music and in the year 2001 we are planning a European tour. Southern Oregon Repertory Singers $1,500.00 Russ Otte and Brian Tingle presented the grant proposal on behalf of the Southern Oregon Repertory Singers. They began by providing a brief summary of the events and activities hosted the by singers. The organization hosts three concerts throughout the year. This is a young organization that is hoping to broaden their base as choral performers. Part of our role in the community is our participation in a school concert. There are more than 150 participants in this event. We have, also, had the opportunity to perform in a variety of professional concerts. Our goal is to attract the Ashland community to our concerts. We have launched in a recording contract for our first compact disc. Our expectation is to obtain national distribution of the compact disc. This will allow national recognition of the Ashland community. Our organization allows the City of Ashland an opportunity for greater cultural diversity. X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 7 & Economic & Cultural Development.doc Stepahin inquired if the grant would be used for operating funds? The organization stated that it would be used primarily for operating costs, however, it will be used where it is most needed. This could result in the funds being used for marketing, supplies, operating, or production. Williams inquired as to the number of people attending these concerts? The singers estimated audiences of over 1,500 throughout the prior year. Rogue Opera Association $4,000.00 Russ Otte, Lenore Leines, and Ingrid Kearn presented the grant proposal on behalf of the Rogue Opera Association. The presentation began with a brief summary of the accomplishments of the association. Within the past four years the opera has advanced greatly. The association currently boasts a guild of 125, belongs to both the Medford and Ashland chamber, and participates in a variety of fund- raisers. The association performs two major productions each year and provides programming for youth. Last year, the opera performed to over 15,000 children. The association is reaching out to the community and providing a greater diverse culture base for the local residents of Ashland. Williams inquired as to how the usage of the grant money by the association? They replied that the majority of the funds would be used for major productions. III. DISCUSSION Hauck requested the committee consider waiving the allocations until a later date. This would provide everyone the opportunity to ponder the allocation decisions. The committee mutually consented that it would be beneficial to wait until a later date to announce the decision. Laws noted that this year there was a remarkable discrepancy between the funds available and the funds requested. He, also, stated that the represented organizations could be separated into two groups; those that are already established and already value in our community, and those that are in the beginning stages and could benefit greatly from a grant. Hauck further recognized that while many of the organizations are more cultural diverse, there is, also, a second group that affects the economy of Ashland to a greater extent. . Kenefick expressed a desire to see if it would be possible to establish a system of these organizations working together. rd Turner recommended March 23as a reasonable date to meet and announce the allocations of the grant. 1. Hauck Motioned To Adjourn 2. Williams Seconded 3. Meeting Adjourned At 9:38 p.m. X:\\Shared City Files\\Council Packets\\Commissions\\Budget Committee\\2000 Minutes\\3-02-2000 BC 8 & Economic & Cultural Development.doc