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HomeMy WebLinkAbout2000-03-30 Budget Committee Minutes Budget Subcommittee Minutes —Economic & Cultural Development— March 30, 2000 Civic Center Committee members present: Regina Stepahin, Steve Hauck, David Fine, Cate Hartzell, and David Williams. Staff present: Jill Turner and Sheri Bruce. Meeting called to order by Regina Stepahin at 7:05 p.m. Turner asked if all committee members had approved the minutes from previous meeting. All concurred. Turner asked that all members introduce themselves. Stepahin asks for opening comments before proceeding with the evening agenda. I. Opening Discussion a. Stepahin proposed a modification to the previous minutes. The modification is located on page two (second line down). The word “supplicant” is changed to “supplement”. She asked if all committee members agreed that the previous meetings minutes be submitted to the full budget committee. All agreed. The minutes from March 2, 2000 will be submitted to the committee upon modification. b. Beverly Kenefick acknowledged as the new committee member. II. Economic & Cultural Development Grant Applicants—Grant Dollars Allocated Stepahin provided an overview of the Economic & Development Grant process, in history. Stepahin said “…in the past, we found it beneficial to put all the dollar figures up there (on an overhead screen) for discussion”. She also noted that “they all have had a lot of time to think, a lot of time to draw charts, to review information and to contact individuals who would be helpful to the process.” Having noted this, Stepahin invited Cate Hartzell to open the evenings’ discussion by presenting her figures allocated per grantee. CATE HARTZELL prefaced her dollar allocations, by saying that she had discussed the various aspects with the Chamber of Commerce and came to her consensus aided by their input. Overall, she is looking for diversity and at how it can be balanced. Hartzell said, “Living-wage jobs are highly important to me, when I’m thinking of economic development—long-term economic development. Additionally, the idea of moving people off of welfare—off of one kind of expense that we have as a community or as a society, and on to another type of role—producing income.” When she considers leveraging the funds, (e.g. maximizing the dollar potential) there were two points of concern noted. (1) “Whether this was more of a business investment on the part of those applying for the funds (which could conceivably come from somewhere else) and, (2) are we investing in business more than tourism?” Hartzell specified her dollar allocations, by grantee, in hopes that the funding will keep their efforts alive and help them to leverage their endeavors. Hartzell recommended the following: Ashland Gallery Association ~ $3,100 State Ballet of Oregon ~ $6,000 Oregon Bed & Breakfast ~ $3,000 Rogue Valley Symphony ~ $4,000 SOWAC ~ $7,400 Southern Oregon Historical Society ~ $3,000 Southern Oregon Film Society ~ $5,000 The Ashland Community Theatre ~ $3,000 Arts Council of Southern Oregon ~ $5,000 Horizon Institute ~ $3,000 Youth Symphony ~ $3,000 Rogue Opera ~ $2,000 Southern Oregon Repertory Singers ~ $1,000. Budget Subcommittee – Economic & Cultural Development Page 1 STEVE HAUCK said he had arrived at his decisions after much deliberation and favored meeting different levels of the cultural areas. In addition, he expressed the importance of being Ashland orientated as opposed to requesting funding for an activity that was not directly located in Ashland. Importance on how the activity directly provided positive impact upon the City, was emphasized. Hauck was pleased with the original presentation of the various applicants. Haucks’ fund allocations are: Ashland Gallery Association ~ $7,000 State Ballet of Oregon ~ $12,000 Oregon Bed & Breakfast ~ $0 Rogue Valley Symphony ~ $3,000 SOWAC ~ $7,000 Southern Oregon Historical Society ~ $4,500 Southern Oregon Film Society ~ $4,000 The Ashland Community Theatre ~ $5,000 Arts Council of Southern Oregon ~ $3,000 Horizon Institute ~ $0 Youth Symphony ~ $3,000 Rogue Opera ~ $0 Southern Oregon Repertory Singers ~ $1,000. DAVID WILLIAMS looked for specific items in each grantee’s application, such as outside support and whether they have been funded directly by the City. He would prefer to see the grantee community- minded. Williams looked at how the monies could be leveraged across the applicants. He commented specifically on the State Ballet of Oregon, “in 1999, they made substantial steps towards various improvements and they should be awarded for their efforts. Williams’ fund allocations are: Ashland Gallery Association ~ $7,500 State Ballet of Oregon ~ $8,000 Oregon Bed & Breakfast ~ $4,000 Rogue Valley Symphony ~ $4,500 SOWAC ~ $5,500 Southern Oregon Historical Society ~ $3,000 Southern Oregon Film Society ~ $4,000 The Ashland Community Theatre ~ $2,000 Arts Council of Southern Oregon ~ $3,000 Horizon Institute ~ $ 0 Youth Symphony ~ $3,500 Rogue Opera ~ $1,000 Southern Oregon Repertory Singers ~ $3,500. DAVID FINE stated that he shared most of the values that he had heard, this evening, from his fellow committee members. He emphasized his support of artistic diversity (along with Hartzell) and would like to see the City fostering this concept. “Therefore, I would want to be encouraging new applicants who are doing different things, to apply for funding.” Focusing his comments towards musicians, Fine said, “Musicians do not have wealthy patrons any longer—be they cities or kings—they have to get on their own two feet. They need to see that the community does care.” His primary focus was on cultural development “…to promote diversity within the cultural life of the community, and to give more to those enterprises that want to bring in new cultural experience—rather than supporting on-going types.” Fine also commented on the leveraging of funds. Saying that he supports providing moderate amounts where an entity shows a genuine prospect of leveraging. Fine went on to comment, “however, I don’t feel that we are in the position as a community to act as a patron of the arts, as much as I would love the City to do so.” Regarding an organization that wishes to perform outside of the City, he does have trouble giving considerable allotments for that type of situation. Finds’ fund allocations are: Ashland Gallery Association ~ $6,000 State Ballet of Oregon ~ $5,000 Oregon Bed & Breakfast ~ $1,500 Rogue Valley Symphony ~ $6,800 SOWAC ~ $7,000 Southern Oregon Historical Society ~ $6,250 Southern Oregon Film Society ~ $6,000 The Ashland Community Theatre ~ $2,450 The Arts Council of Southern Oregon ~ $3,500 Horizon Institute ~ $0 Youth Symphony ~ $4,000 Rogue Opera ~ $0 Southern Oregon Repertory Singers ~ $1,000. Although BEVERLY KENEFICK is “strongly supportive of the art gallery and the B & B’s,” she stressed that these are businesses. However, the arts are without business dollars and they must rely upon the benevolence of fund allotments. Additionally, Kenefick stressed the importance of our children’s awareness of culture and the arts. Based upon this, Keneficks’ fund allocations are: Ashland Gallery Association ~ $7,500 State Ballet of Oregon ~ $8,000 Oregon Bed & Breakfast ~ $7,500 Rogue Valley Symphony ~ $2,500 SOWAC ~ $5,000 Southern Oregon Historical Society ~ $3,000 Southern Oregon Film Society ~ $2,000 The Ashland Community Theatre ~ $2,500 Arts Council of Southern Oregon ~ $3,000 Horizon Institute ~ $2,000 Youth Symphony ~ $2,000 Rogue Opera ~ $2,500 Southern Oregon Repertory Singers ~ $1,000. Kenefick proposed holding $1,000 in reserve. Budget Subcommittee – Economic & Cultural Development Page 2 REGINA STEPAHIN presented her fund allocation figures without preface: Ashland Gallery Association ~ $5,000 State Ballet of Oregon ~ $8,000 Oregon Bed & Breakfast ~ $3,000 Rogue Valley Symphony ~ $3,500 SOWAC ~ $7,000 Southern Oregon Historical Society ~ $3,000 Southern Oregon Film Society ~ $5,000 The Ashland Community Theatre ~ $4,500 Arts Council of Southern Oregon ~ $4,000 Horizon Institute ~ $0 Youth Symphony ~ $3,500 Rogue Opera ~ $2,500 Southern Oregon Repertory Singers ~ $1,000. III. General Discussion Upon completion of the fund allocations, Kenefick raised the question, “it is possible to set aside $1,000 for a prospective applicant who did not receive their application?” Fine responded, “that an amount can be held in a budgeted area with council having discretion to allocate it later if someone comes along and asks for it.” Fine was not opposed to reserving $1,000 from his fund allocations for those groups. He also asked if the committee could process an application for less than $1,000. Turner responded by saying, “yes, the $1,000 stipulation was made more for other (administrative) reasons.” Regarding marketing endeavors, Stepahin notes that, those who are not well funded are using the Internet to advertise their businesses. Horizon Institute was distinguished as a positive example, of a business organization, that is employing this marketing avenue. Stepahin mentions that she sees Horizon more as an education source instead of a participant in culture or arts. She suggests, perhaps, there may be other venues for funding than through the Economic & Cultural Development committee. Additionally, Stepahin notes that apart from the Rogue Opera, only one organization was funded at a specific level. Williams maintains that, funds ought not to be cut from the Rogue Opera. Hartzell contends that her concern “…is that we will not let new people in the door if we continue to support some of the older organizations.” Williams is willing to bet that more Ashland residents are more involved with the Rogue Opera than the residents of Medford. Fine would like the City to foster important artistical endeavors and reiterates that the artist’s need our support. “One of the best things we can do with our funds is to support the arts.” Kenefick stresses that there is a significant amount of territory between major sources of opera (Eugene, Portland, Salem, etc.). “They (Rogue Opera) are in Medford not because that’s where they want to be but because that is where they MUST be. If we (Ashland) had a theatre to support them then, the people would come.” Hartzell wonders if Fine or other committee members are connected to any of the grantees. All reply that they are not. Fine indicates that he does have a grantee as a client, but he himself, is not involved. Fine asks if there were any fund allocations that do not seem correct. Williams notes that after the evenings deliberation, he feels that the committee has come to appropriate conclusions. IV. Suggestions and Comments for Grantees (Current & Future) to Consider Grantees are encouraged to address their advertising needs and not limit their approach. Hartzell suggests the grantees address their advertising needs with the Chamber of Commerce. Fine expressed concern that the Chamber has not always been willing to assist them. Kenefick notes that there is a lack of community representation “unless you are a Chamber member.” She would also like to see the council review this issue and explore the possibilities of better representation for all cultural organizations. Kenefick said she based her conclusions upon a personal search for a bed & breakfast, prior to visiting Sedona, AZ. She commented, “I was astounded to see that all the galleries, B&Bs, etc. were listed on their (Sedona) website. This points up our lack of representation unless you are a Chamber member.” Hartzell has contacted the Chamber about their advertising program; she proposed a small meeting with their representative to talk about how they can help address the needs of the different groups Budget Subcommittee – Economic & Cultural Development Page 3 submitted proposals to the Budget Committee. She noted that the Chamber is willing to review their brochures and ascertain how they may better serve the community. Additionally, Fine suggests the grantees consider various approaches to advertising. Applicants should follow through with their applications.Pay attention to the time of the year when applications are normally available and not wait for someone to deliver them. Assertiveness in fulfilling their organization’s vision or goal. Be community minded. Williams commented that he would prefer to see the grantee community- minded in that they are located within the borders and the organization is directly contributing to the community culture. E ncourage applicants to “professionalize” their presentations. Hauck notes that this helps significantly, in how the committee views their application. Fine asks the committee if there are those who feel that any of the allocations “…are flat-out wrong.” The committee unanimously confirms that the amounts, per grantee, have been well discussed and are comfortable with the fund allocations that will be proposed to the full budget committee and subsequently to the council for adoption. V. Allocation Amounts Proposed to the Full Budget Committee Ashland Gallery Association Granted $5,000 State Ballet of Oregon Granted $7,800 Oregon Bed & Breakfast Guild Granted $1,500 Rogue Valley Symphony Granted $4,200 SOWAC Granted $7,400 Southern Oregon Historical Society Granted $3,600 Southern Oregon Film Society Granted $5,000 The Ashland Community Theatre Granted $3,400 Arts Council of Southern Oregon Granted $3,600 Horizon Institute Granted $1,000 Youth Symphony Granted $3,400 Rogue Opera Granted $2,600 Southern Oregon Repertory Singers Granted $1,000 Total: $49,500 Unallocated Grants: - Siskiyou Singers - Southern Oregon Film Video Budget Subcommittee – Economic & Cultural Development Page 4 VI. In Conclusion The subcommittee proposes the following recommendations: 1. Grant applicants who received funding the previous year should augment their application with an outcome and/or summary report that indicates how the funds were utilized. 2.The grant form should ask specific questions. For instance, whether the grant applicant is requesting general support or support for a specific event 3. That the proposal forms be double-sided—not single-sided. Hartzell moves to accept the proposed numbers. Motion seconded by Fine. Stepahin concurs that it has been moved and accepted that the numbers in column K, of the proposed (budget) spreadsheet, are to be recommended to the full budget committee for the allocation of the economic and cultural development grants. The Committee concurs that no further discussions on the fund allocations are required. All AYES. None opposed. Motion passed. Meeting adjourned at 8:50 p.m. Respectfully submitted, Sheri Bruce Budget Subcommittee – Economic & Cultural Development Page 5