HomeMy WebLinkAbout2006-04-05 Budget Committee Minutes
BUDGET COMMITTEE MEETING
APRIL 05, 2006- PAGE 1 OF 6
Economic and Cultural Grant Presentations
Draft Minutes
April 05, 2006 7pm
Civic Center, Council Chambers, 1175 East Main Street
CALL TO ORDER
The Citizen’s Budget Subcommittee meeting for Economic and Cultural Development Grants was called
to order at 7:07 pm on April 05, 2006 in Civic Center Council Chambers, 1175 East Main Street,
Ashland, Oregon.
ROLL CALL
Councilor Silbiger and Jackson were present. Budget Committee members Thompson, Everson, Stebbins,
and Mackris were present.
STAFF PRESENT: LEE TUNEBERG, ADMINISTRATIVE SERVICES & FINANCE DIRECTOR
BRYN MORRISON, ACCOUNT REPRESENTATIVE
VERONICA WARD, ADMINISTRATIVE ASSISTANT
ELECTION OF A CHAIR
CM Mackris / Everson nominated Thompson as chair. All Ayes.
PUBLIC INPUT
None
STAFF REPORT AND PRESENTATIONS:In order of receipt.
Lee Tuneberg, Administrative Services and Finance Director stated that the City of Ashland provides this
grant every year and that the funds are based upon the revenues received by the transient occupancy and
hotel motel tax. He also briefed the Grant Sub Committee on the current proposed budget year funds with
the projected revenue of $1,514,000. Mr. Tuneberg referenced City resolution #2004-32, the Council
goals stated within that resolution, and the specified percentage 1/3 of those revenues to be used for
economic and cultural grants. Within resolution #2004-32 it is also identified how much is to be granted
to the Ashland Chamber of Commerce and Oregon Shakespeare Festival. The remaining amount for
grants this year is $1,408,705.00; earlier this year council identified that any monies not allocated are
carried over and added to the grant funds available for the next budget year. The $1,048,705.00 includes
$5000 from this fiscal year that could not be used by the grant recipient.
Mr. Tuneberg proposed limiting presentations to three minutes with the 26 applicants and he directed
attention to the material provided by the applicants. The process of how to proceed was discussed as
well as the question of a conflict of interest. Mr. Tuneberg stated that this is a small community and quite
often people on the Committee could also be on the board for one of grant applicants. Mr. Tuneberg
added the City Attorney determined there is no conflict of interest if a Committee member participates on
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APRIL 05, 2006- PAGE 2 OF 6
the board of an applicant for grants if that Committee member does not have a paid position or receive a
personal financial gain from that applicant. The degree as to which the Committee members participate
was up to them.
The grant applicants are listed in the same order as to the order that the applications were received.
Ashland Independent Film Festival: Requested $30,000 – Tom Olbrich, Executive Director for
Ashland Independent Film Festival (AIFF) presented. Mr. Olbrich passed a handout to the Committee
and verbally corrected the grants program budget as presented. The correction was to the personal
services; Section A line 1 is $7,000, line 2 is $7,500, line 3 is $8,500, and line 4 is $0 (zero). He noted
that this year they were attempting to give his position benefits and is down under total benefits. The
other correction was on section five; the tourism should read 66.67%. Mr. Olbrich asked the Committee
to look at the economic impact that AIFF has on the city of Ashland year round and culture development
on the area, supported quotes from surrounding businesses. The Committee asked to expand on education
program of the AIFF. The director spoke about their mission statement and that most of the involvement
is on the university level and through the film festival. This year they started working with the current
film and video programs at the K-12 level. The work has been focused mainly at the middle school, the
Ashland High School, and two other high schools in the region as well as Lincoln Elementary school.
The AIFF is hoping by next year to have a summer film camp.
The Committee asked about success of last year and the noted the requested grant funds had doubled from
the year before. The Committee questioned the success or benefits the increased ticket sales gave to the
AIFF and had this success allowed access to other funding sources or opportunities.
Mr. Olbrich responded that increased ticket sales also increases the work and other costs as well. They
are increasing the number of memberships and sponsorships and they are reaching regionally and
nationally for grants. The bottom line for them this year was can they proceed this at this level or do they
need to reduce the size of the festival and step back. Their goal is to ask everyone for what their expected
needs are to keep the business going.
The Committee asked if the AIFF didn’t receive the grant this year at they thought it would be the
beginning of the end for the festival. Mr. Ollbrich stated yes, at least to the size of the current festival.
The Committee asked about the financial spreadsheet. The festival stated that they do not make money
most of the year and that it is limited to film festival time. They try to increase their funds every year.
Rogue Valley Symphony: Requested $14,750 - Gina Ing, development director and Denis Miller
presented. Two years ago the symphony expanded the season from three concerts a year to five concerts a
year. They were able to expand the season because of the grant received last year from the City of
Ashland. Audience support is strong and it is hard to get a seat for a concert in Ashland. The symphony
has six rehearsals and five concerts a season. They continue the five concerts this year in the recital hall
at the university. They also have a Valentines Day concert. The grant funds requested this year are to
help cover two specific items which are the student outreach and continuing the expanded programs in
Ashland. They noted that the symphony has 70 musicians on the roster and 35 of those musicians also
live in Ashland. Two thirds of the rehearsals take place in Ashland and they bring musicians from many
different places in Oregon. The development director listed the benefits of the symphony to Ashland and
the local business; she also noted that the Rogue Valley Symphony is the third largest symphony in
Oregon. The have a $900,000 economic impact on the City of Ashland. The symphony stated they have
programs in all elementary schools in Ashland.
The Committee asked for clarification on the funds requested in this grant. The Rogue Valley Symphony
responded that the funds would go towards the expanded concert season and the symphony’s education
programs.
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APRIL 05, 2006- PAGE 3 OF 6
Subcommittee chair Lynn Thompson stated to the applicants in the audience that due to time constraints
with the presentations and the fact that the Committee has a large amount of information required with the
applications, it would be most helpful to have a very brief description of their organization and what the
grant funds will go towards.
Nuwandart: Requested $5,500 - Art gallery venue, supportive of local artist and art education in the
community. The Committee asked if the new small theatre space would generate additional revenue.
Nuwandart answer yes, they are working with Ashland Community Theatre to generate revenue by ticket
sales. The Committee asked about the tax status of the 5013c. Nuwandart is also the North American
Art Patrons Association (NAAPA). This parent company name allows them to field more opportunities.
The Committee asked if NAAPA acted as the fiscal sponsor of Nuwandart or just a program within
NAAPA. The North American Art Partrons Association is the fiscal sponsor for Nuwandart in regards to
the grant.
Ashland Gallery Association: Requested $33,200 - Richard Le Vitt presented. Mr Le Vitt mentioned
the history and impact they have had in Ashland and noted that Ashland was rated number two in the
nation moving up from number ten. He mentioned the different events and activities they provide; the
Gallery Guide, Taste of Ashland, First Fridays, Manual Art show, and the support of art education in
Ashland schools. They planned on using the grant funds to expand their website, a parallel website, and
supplementing their volunteer staff. Their volunteers are stretched thin. The Committee asked for
clarification to the answer the gallery gave for the question number 3, the purpose of the grant. Mr. Le
Vitt responded that it was for Chamber of Commerce and Ashland guide raising advertising cost. The
Committee asked if they were not fully funded the grant, what would they cut. Mr. Le Vitt said they
would have to curtail regional and national advertising. He also stated that the gallery was not fully
awarded grant funds last year and they the gallery invested some funds in strategic planning to see where
they had the most leverage. Advertising would be cut first; they would keep the staff and the website if
possible. It is not one gallery asking for grant but 30 small business members. Some of the costs detailed
in the application are recurring costs that were also in last year’s application, for example the First Friday
gallery maps. The expense for first Friday is they do pay a designer for putting together first Friday.
Community Works: Requested $10,000 - Arne Green presented. Mr. Green described the past
programs of Community Works and mentioned the Lithia Springs program that has been around for 32
years. They have a total budget of close to $2 million dollars and most of the employees live in Ashland
and benefit the Ashland economy. Mr. Green stated that the non-profit social service sector is in great
need for government funding and grants. A candle factory was donated by a local entrepreneur Randy
Jones. Community works would use some of the grant funds to hire a sales and marketing person for the
candle factory and are in negotiations with bear creek with regards to the candle factory. They just leased
a 2000sq building for shelter workshops. Community Works teach employability skills to troubled kids
and get them ready to enter the professional world of holding a job and the skills needed to do so. They
are grossing $80,000 and would like to double that over time, some of that money would go back into the
business and some would go back into the social services that they support.
The Committee asked about the grant funds from the prior year being used to fund their sales and
marketing associate and if this year would be a continuation of that or an addition. Mr. Green stated it
would be a continuation of the same funding as the prior year. If Community Works receives more in
grant funds this year then they would double the salary but if they don’t then it would be a continuation.
St. Clair Productions: Requesting $6,000 - Ariella St. Clair presented. St. Clair productions host the
Rogue Valley Blues Festival for the last six years, this festival continues to grow. Last year over 1000
people attend the concerts and workshops at the historical Ashland Armory as well as musicians that
played at local restaurants. Ms. St. Clair noted that the local business recorded 50 increases in number of
people in their establishment during the Blues Festival. St. Clair Productions has booked Odetta, a folk
musician, next year for the Blues Festival and this would increase attendance and bring people from out
of town. They would like to add a “Battle of Bands” for people under the age of 21yr old. The
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APRIL 05, 2006- PAGE 4 OF 6
Committee asked specifically what they are asking the City to fund. St. Clair responded that the grant
funds go towards any and all expenses for over all operating budget, for example booking agents,
advertising and musician fees. The price for booking the artist Odetta is $4500.
Arts Council: Requested $12,500 - Lyn Godsey presented. This year, the grant funds would be going
towards a program that started last January 2005, The Southern Oregon Snow Sculpture Competition that
is now the Oregon Snow Sculpture Event. They are looking at becoming a sanctioned National event so
that the artists can compete at National and International competitions. The focus for the grant funds is
on the tourist possibilities to increase with this program. Arts Council has partnered up with Ski Ashland
and Windmill Inn of Ashland in participation of the event. There was a great community attendance and
support at the snow sculpture competition. Ms. Godsey expressed that the Arts Council would like to
expand the program, advertise locally and create the marketing to attract more visitors. The Committee
asked about the shift in grant focus from Artist in the Schools to Snow Sculpture and questioned if the
Arts Council was going to continue the Artist is the schools. Ms. Godsey said yes.
Multi Cultural Association: Requested $10,000 – Connie Saldana presented. The purpose of the grant
this year is to help build a new radio station here in Ashland. It is a low power FM station. They have
ten thousand volunteer hours working towards getting the station going, received 25 show proposals from
local community members, and are currently on live stream on the web. The Multi Cultural Association
explained what their goal is for the community and the programs that are planned. The grant funds would
be used to buy hardware and broadcast equipment to get the station on the air.
The Committee asked how close financially they are from getting on air. Ms. Saldana stated that they
budgeted $30,000 for start up (equipment, installation, and consulting fees) and has asked for $10,000
from the City of Ashland in grant funds as well as applied for additional grants. Other funds will be
generated through building memberships and fundraising. Ms. Saldana also stated that the focus of the
station is to allow any community group a voice on the radio. Some groups they are partnering with are
Peace House, different Hispanic groups, Dude (a disability advocacy group). They also have language
and cultural education programs. The Committee asked if the Multi Cultural Association had
opportunities to work through RVTV, they responded with the fact that they have a good connection with
the individuals that helped to start RVTV and could have the opportunity to work with RVTV in the
future when the station is built.
The Jefferson Center for Religion: Requested $10,000 - Robert Semes Executive Director, presented.
Mr. Semes explained that they are an educational center providing critical thinking in religion and
philosophy. The Center provides an annual three day summer institute held in Ashland this coming year.
The grant funds would go towards four specific areas; one, underwriting the theme of this year’s institute.
This will draw nine scientists and scholars from all over the world to Ashland. Mr. Semes stated that the
Center expects 200 registrants this year and estimates that up to one third will travel from outside of
Ashland which would add to tourism. Two, the grant funds would go towards establishing a fall and
spring lecture series that would start in October 2006. Third, the grant funds would go towards an
outreach program at Southern Oregon University, and four, to add funding for a part-time employee as
administrative assistant. The Center currently no paid employees only volunteers. Committee member
Jackson requested clarification on the thought behind the tourism promotion on the application. Mr.
Semes answered that it was there expense for promotion of tourism. He explained that 70% of their
budget would be used in advertising “promoting tourism” and 30% as cultural development.Mr. Semes
described the detail of advertising for the events of the Center. The Committee asked about the charges
for the events. He stated that the charge for the three day institute is $175 and that students are charged at
half price.
Lithia Arts Guild: Requested $15,431 – Sophia Bogle and Marcus Scott presented. The grant funds
would go towards two projects. First, the funds would allow them to complete the vision of the hall way
at school Briscoe art wing. The art wing thus far has allowed them to hold several art center fairs;
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APRIL 05, 2006- PAGE 5 OF 6
assisted the Arts Guild in fulfillment of their school partnership to teach art to large groups of children,
and the art wing is also a low cost studio space for local artist to rent through the Ashland Schools
Partnership. This partnership last year provided 270 hours of art education to children for the cost of
materials for the events. The second project the grant funds would go towards is the Midsummer art
event estimated 5000 attended last year’s event. The goal this year is also to create and fund these
additional events; the Holiday Market, Heart Fest, and Day of the Dead. Funds from the grant would
assist in advancing these programs and events. The Committee asked for elaboration on festival funding
for entertainment art projects and operations, Mr. Scott went over the details of paying the entertainment,
the construction of a main stage, building a sound system and art supplies. They would like to pay the
local artist for their work. The stage would be a removable stage. The Committee asked what is the
commission received from the artists.Mr. Scott replied that 10% of the artist’s commission is given to
the Art Guild and 3% of the 10% is directly given to the Ashland school District to offset the payment for
the Briscoe Art Wing. The remaining amount went towards advertising and security.
Youth Symphony of Southern Oregon (YSSO): Requesting $5,500 – Director and board member as
presenters. The YSSO explained the importance of the association and how it benefits the many members
of the community. They explained that the YSSO has 185 student musicians that participate in the
program. Ashland is home to the students, families, and audience that are part of the YSSO. Thanks
were given to the City of Ashland for the past support. The YSSO strives to be good stewards for private
and public funds. The committee asked if there was a cost to fund the hosting of other musical groups
that come to Ashland like the Palo Alto music group. Sharon Wilson, director, stated that they are not
direct expenses to the YSSO and hosting or funding of the sleeping arrangements and meals are funded
by the families of the students.
Second Street Musicians: Requested $3,250 – Margaret Scarborough presented. Ms. Scarborough
described what the organization is all about and explained the purpose of their organization existing is for
education and fun for all. Winter of 2005 they put on three benefit concerts. This is an organization that
provides a place to work with professional musicians; they are a community ensemble of young string
players. The Second Street Musicians main goal is to supply benefit music performances. This year they
have a spring performance and this summer a performance for Schneider art museum. This year they
have underwritten five music groups. The organization has been able to exist by the tuition of current
members. This year grant funds are needed for outreach marketing and to increase the number of
performances. The organization also assists in paying tuition for members that can not afford to pay.
They noted that the cost associated with underwriting these performances is taking up most of their
budget, this year they would like to underwrite an additional performance for this year with awarded grant
funds.
The Committee asked if they are anticipating the publicity as a one year project or are they developing
materials that they will be able to use over a longer period of time. Ms. Scarborough stated that any
development will be implanted and carried forward to use in the future. This is specifically to pay a
marketing agency to help in advertising publicity; the marketing agency has provided an estimate for their
service. The committee asked if this spring concert was for the benefit for the organization. Ms.
Scarborough responded that yes they are for the first time charging a ticket price and the proceeds would
stay with the organization. The Committee also asked about tuition for orchestra members. Second
Street Musicians charge $125 for 10 sessions; they also noted that coaches are usually members of other
local community musical groups that are highly skilled.
Dancing People Company: Requested $7,000 - Peggy Paver as presented. Ms. Paver began with the
history and goals of the Dancing People Company. She stated that they have partnered with Ashland High
school. They went into the high school and provided a week worth of workshops and classes. They
intend to expand this week of workshops and performances into the middle school next year. The
company’s intent on use of grant funds this year is focused on a performance of the Winter Solstice this
coming December 2006. They would like to partner their company dancers with local community
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APRIL 05, 2006- PAGE 6 OF 6
dancers. The Committee questioned the tax status of the Dancing People Company. Ms. Paver stated
they filed in February of 2006 and their 501 C3 status is pending. They should receive the status in May
per IRS letter. The Committee discussed the increase or projected increase in revenues for this coming
year. Ms. Paver stated that they plan to double their performances this year and that would significantly
increase the revenues from ticket sales. The committee questioned why they company plans to double the
performances this year and how they feel that would be possible. The answer was that last year they were
a new company and were not as well known in the community. They feel that this year the community
could support the increase in performances. The Committee asked where the performances are held. Ms.
Paver stated that a few of the performances are held at the Ashland High School and that the Winter
Solstice event is scheduled for the Ashland Armory.
Science Works: Requested $20,303 – Chris Wallace Hostetler presented. Ms. Hostetler discussed that
the focus is to bring science to more people, increasing the growth of the science provided as well as the
hours open to the public. This is their third anniversary this year and they have increased their number of
attendance as well as the number of school children. They are focused on having the capacity of growth
in the community. Ms. Hostetler stated that school groups and tourists are the main attendance that they
see. They plan to better track the demographic in attendance to the museum. The Committee asked who
provided the technology assessment for Science Works and also for explanation of question #5 on what
percentage dollars will be used in providing technical and financial assistance for the expansion of
existing businesses. The reply from Ms. Hostetler was that the local company Vortex Inc. provided the
technological assessment, the percentage was interpreted as the tech advancements would increase their
capacity of membership data, donor management, and visitor services basically the people coming
through the door. They allocated 25% to tourism that visit their website and 70% deals with education
program tracking. The Committee stated that clarity on the questions on the application should be
reviewed.
Konaway Nika Tillicum: Requested $5,000 – The presenter gave a brief overview of what their
organization is; they are an academic and cultural support program for Native American youth grades six
through twelve. Their main component a summer academy for Native American children held at SOU.
The proposed grant funds would be for an Educational Public Powwow. This powwow has become an
annual attraction for the past two years drawing in tourism and spreading cultural awareness. Through
this performance they offer an educational experience, public participation.The grant funds would
mainly go towards the publicity for powwow through flyers, notification to local businesses, RVTV, local
newspapers, and through native news letters and newspapers throughout Oregon. The little remaining
grant funds would then go towards the purchase of water for the groups participating in the powwow.
Chautauqua Poets & Writers Board: Requested $5,000 – Kathi Bowen-Jones and Patty Wixon
presented. Ms. Wixon spoke about their statement and mission of the Poets and Writers Board. The Poets
and Writers Board purpose is to bring poets from all over the country to Ashland.Ms. Wixon stated that
most of the funds received are from donations given to the Poets and Writers Board; these funds are used
to bring poets and writers to perform here in Ashland. The goal of the Poets and Writers Board is to keep
the performances/ readings a community event. The ticket prices vary depending on the artist performing
and the cost of obtaining that artist. For the performance by Naomi Shihab Nye the price for a patron
ticket was $25 and $10 for general ticket. Ms. Wixon stated that the interaction at the Naomi Shihab Nye
performance was wonderful and that the attendees ranged from young adults, University students and a
large group of senior citizens. The Committee asked if the Chautauqua Poets and Writers group are
fiscally funded by Ashland Schools Foundation. Ms. Wixon stated they the Poets and Writers Board are
not their own 501C3 and that the Ashland Schools Foundation does fund the Chautauqua Poets and
Writers Board. The Committee and applicant then discussed the historical relationship between
International Writers Series and the Chautauqua Lecture Series, how the Chautauqua Poets and Writers
Board was formed and how they became a non-profit agency. The applicant explained to the Committee
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APRIL 05, 2006- PAGE 7 OF 6
the specific expenses for securing the authors through a deposit and clarified the amounts shown on page
3 and page 5 of the application.
SOWAC: Requested $8,000 – Dennis Davis and David Tally presented. Mr. Davis explained what
SOWAC is and their function. He stated that SOWAC is an educational facility to assist individuals that
would like to go into business for themselves. The organization has undergone a significant reduction in
staffing the past year from 8.3 FTE to 3 FTE. The Committee asked about the main location for services
provided, if those services were for the greater Rogue Valley area and what benefit the services of
SOWAC provided for the Ashland community. Mr. Tally stated that they average 50% of their clients are
either Ashland residence in the process of starting a business or existing businesses that need assistance.
Mr. Tally stated that SOWAC has a good presence with the clients and small businesses in Ashland.
Thrive: Requested $11,000 – Wendy Siporen presented. Ms. Siporen explained the mission of Thrive,
which is to develop a thriving local economy of independent and locally owned businesses that are
socially, financially, and environmentally sustainability. Their work is to deepen the local economy by
promoting business to business sourcing and educating consumers on the potential impact of the money
they spend. Thrive works to connect local buyers to consumers which has also benefited many local
restaurants that carry the locally made products. These local restaurants have seen sales go up in the
items that are locally produced. Ms. Siporen also explained the Rogue Flavor Campaign, which is a
campaign that’s focus is to buy locally from an economic stand point. The Rogue Flavor guide book was
made to help locals and tourist find locally made items. This features a range of businesses from “mom
and pop” operations to larger operations with many employees. Ms. Siporen stated that .3 of their
business members are based in Ashland. Grant funds this year would go towards continuing and
expanding their food connections as well as the Rouge Flavor programs. With Quarterly business
workshops and an “Eat Locally” challenge this summer. They plan to incorporate a part time business
outreach position to work with business members of Thrive.Committee member Everson stated that she
was impressed with the $60,000 working budget for this program. Ms. Siporen stated that Thrive’s model
is to grow things slowly and as they gain more funding do more with the program. She also noted that
many of the events are possible by the donations of vendors and the time of the volunteers.
Children’s Musical Theatre of Ashland: Requested $25,000 - Ronda Taylor presented. Ms. Taylor
stated they are a children’s theatre and their mission is that every child who auditions will be placed in a
show, no one is turned away. The Theatre offers training for children in public speaking, responsibility
and to be team oriented. The Theatre offers training in singing and dance as well as acting. Their goal is
to be a seriously fun theatre for aspiring performers. Ms. Taylor stated that the Theatre offers the training
for young actors for other theatres in the area like the Cabaret, OSF, and High school performances.
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Their premier production this April 13 is Grease the school performance. The Children’s Musical
Threatre does not have their own threatre and much of their expenses are in renting facilities for
performances. The president takes on many roles as the director, musician, he is in charge of advertising,
training. The committee asked if all the performances were musical. Ms. Taylor noted that yes all the
performances in the Children’s Musical Theatre are musical performances. She also listed the Wizard of
Oz and West Side Story as future performances. The Committee asked how the production of Grease was
funded. Ms. Taylor responded that they do charge tuition of $125 for the 8-10 week training. At the time
everything in addition to that had been an out of pocket expense. The tuition amount paid for costumes
and a portion of the rights to use the script. The Committee then asked if they have a ticket or entry fee
for the performances. Ms. Taylor responded that they plan to try an entry fee of $10 for Adults and $7.50
for children. With the revenues from the ticket sales they would pay for the rental of the facility and roll
the left over funds into the production of and expenses for the next performance, Wizard of Oz. The
Committee then asked the young performers with Ms. Taylor what they liked best about the Theatre. The
two actors both stated that they liked the singing and dancing the best and that it was a lot of fun.
ArtNow: Requested $1,500 - Katherine Gosnell presented. ArtNow is a funding organization for the
Wild Art Car Club of Oregon. The Art Car Festival was very successful last year. The festival allows
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individuals to express their views and share their art form with the public. The 4 of July is a main event
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day for the Art Car Festival and last year they had 22 art cars entries in the parade. During the July 4
celebration ArtNow also have a kid’s craft area with other fun activities for all ages. They also have a
very successful puppet show. This year the puppet masters are asking for a small stipend, last year they
volunteered their time and performed for 100 people. The children’s activates last year had 400 youth
participants. This year the board for ArtNow would like to extend some of their programs. The board
received feedback that structured sessions or discussions with the artists would be appreciated. This year
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they will schedule sessions with selected artists on the afternoon of July 4. They would reimburse the
artists for their additional contributions for the weekend event. They would like to also provide a stipend
for the youth coordinator. In conclusion, Ms. Gosnell spoke about how ArtNow benefits the community.
It provides the community the opportunity to speak with folk artists about their unique work. The 4th of
July tent provides a reach to many community members and allows them the avenue to be creative. The
Committee asked about the financial request on the application about funding for housing and food for
weekend at $2, 800 and who that money was for. Ms. Gosnell answered that those funds would go to the
artists coming into town for the weekend. In the past, ArtNow had received donations from local
restaurants, housing facilities, and local homes for the artists. But that the $2800 is “in case” they do not
received the same support from the local community they have in the past.
A Five Minute break was taken by the Committee
Rogue Opera: Requested $12,000 – Lorrie Hall presented. Ms. Hall started with a thank you for past
support to the Rogue Opera; without the grant funds from the City of Ashland the Opera would not be
able to offer their many outreach programs. The funds granted this year would go toward the Rogue
Opera Mission which is manifested in five programs: opera in the schools, youth behinds the scenes
mentoring, tickets for youth, and two new series in collaboration with SOU, the complete singer training
series and the opera workshop. To date 189,000 students have witnessed opera in their schools and this
year 15,000 attended opera in the schools. The Committee confirmed that the Rogue Opera had to cancel
one of their shows. Ms. Hall responded that they did cancel one show due to record low ticket sales and
did not want to jeopardize the funds available to continue with two of their mission goals; to educate
youth and train young performers. In order to avoid this situation again next year they will greatly reduce
production cost and do a semi-stage production. The Committee questioned how the education programs
would interact with or without a production. Ms. Hall responded that the only education program affected
was the behind the scene youth mentoring program; this is the program that youth can come in a job
shadow. Rogue Opera was disappointed to have to cut this program and they plan to bring it back next
year.
Southern Oregon Repertory Singers: Requested $7,500 – Dennis Funk presented. The Repertory
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Singers are celebrating their 20 anniversary this year. The grant request this year is specifically for the
“Songs of Shakespeare” concert held at Oregon Shakespeare Festival in July this year. The Songs of
Shakespeare is a unique evening of music based on the words or plays of Shakespeare. Their intent is to
introduce at least one new work annually at this event. Mr. Funk explained how this event is a magical
evening for all. The cultural development portion of this event would be the commissioning of
Shakespearian actors. The Repertory Singers would like to expand their audience by increasing the
advertising budget. Mr. Funk stated that they Repertory Singers currently have an audience that comes
from San Francisco, Sacramento, Redding and Oregon.
The Committee asked how the Repertory Singers have the arrangement to use Oregon Shakespeare
Festival grounds for their event. Mr. Funk responded that it was just a matter of approaching them. One
factor that assisted the Repertory Singers in obtaining approval to use the Shakespeare stage is that the
event of Songs of Shakespeare is held on a Monday evening when Shakespeare is dark and provides
something for out of town guests to do on a Monday evening. The admission fee is $15 a ticket and that
price has been kept affordable for community members. Mr. Funk explained that some costs are fixed
like house and piano but if funding is low, advertising is the first item to be cut. The OSF Theater seats
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APRIL 05, 2006- PAGE 9 OF 6
1200 and if the event was to fill the house then they would break even. Mr. Funk clarified that typically
ticket sales cover half the cost of production in most events.
The Committee asked what had changed this year that required the group to request funding of $7,500.
The costs have been there as the budgets have tightened they have had to cut the commission works for
music, the hiring of actors and advertising. The grant funds would allow them to expand on mainly the
advertising and allow room in the budget to commission works and hire actors. Mr. Funk noted some of
the advertising opportunities in store. The Committee asked where the ticket revenue projections per
event were listed. Mr. Funk stated that they did not breakout the specific ticket revenues for the Songs of
Shakespeare event but over all the projected ticket revenues were $23,150.000. The Committee then
asked what the other revenue sources were. Mr. Funk responded that most other revenues have been
donated by fundraising, donors and patron’s.
Peace House:Requested $9,766 - Holly East presented: Ms. East explained the purpose and benefit of
the Peace House to the community as detailed in the application. The Peace House has three programs
that challenge social and economic inequities in Ashland and promote economic sustainability. Those
three programs are Uncle Foods Diner, Peace Garden, and Youth and Militarism Program. Ms. East
noted that Peace house is going in a new direction; they have developed a new foundation, a new board of
directors and have developed policy and procedure methods. The Peace House requests grant funds this
year due to the instability of 2005. Ms. East did verbally correct the application where it stated the Peace
House had the software and technical equipment for Power Point which they do not. Ms. East noted the
number of meals the Peace House has provided over the past year. Peace House does not receive Social
Service funding from the City of Ashland.
Oregon Stage Works: Requested $51,000 – Peter Alzado and Kate Sullivan presented. Mr. Alzado
stated the purpose and mission statement of the Oregon Stage Works as well as the accomplishments over
the past year. The purpose of the requested grant funds this year would go to support for producing
Oregon Stage Works’ Ashland Children’s Theatre, production support and workers compensation for six
of the play subscription series, and to support the production of other non-profit agencies. Last year
Oregon Stage Works grant funds received last year was to fund the Children’s Theatre. Last year they
were awarded $6,000 and had applied for $17,438. This year they have increased their request to $51,000
due to the knowledge of what is available through the grant program. Last year the Oregon Stage Works
broke even and this year they plan to expand their programs.The Committee asked what the tuition is for
the Children’s Theatre. Ms. Sullivan explained the fees and how they are split for the age group
difference, $70 for an eight week session for the younger students and up to $160 for an eight week
session for the older students. They also offer scholarships and work trade arrangements for students.
Ms. Sullivan stated that their organization has turned a student away that could not afford the classes. The
Children’s Theatre program is a year long event. In the future they would like to expand and travel with
the group.
Siskiyou Singers: Requested $7,000 – Jeff Lawniczak and Janet Anderson presented. Mr. Lawniczak
gave a brief history of the Siskiyou Singers and explained that they are a choral group in Ashland.
Siskiyou Singers is made up of 120 members that perform six concerts at SOU a year, as well as perform
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at The Feast of Will, the Historic Ashland 4 of July Parade, and the Festival of Lights. The also have a
community outreach program where they go around and sing at the elementary schools. Their operating
budget of $40,000 and charge $30 a year for membership. Ticket sales are good; the price per ticket is
$12 with 1200 to 1400 seats sold in the 3-4 concerts a year. The grant would allow them to keep prices
low, membership scholarships available and to expand the community outreach program. Last year’s
awarded grant went to pay for sheet music, soloist from the community that are paid $150-200 per
performance, and orchestra instrumentalist.
Ballet Rogue: Requested $10,000 – Correction to page 4, question 9 on grant application. The grant was
received from the Meyer Trust Foundation not the Carter Foundation. Correction to Ballet in the Park -
BUDGET COMMITTEE MEETING
APRIL 05, 2006- PAGE 10 OF 6
st
Budget 2006; the Monday Performance is $4,143 not $3,250. This is the 21 year for Ballet in the Park.
The presenter stated Ballet Rogue draws individuals that come from all over the United States, from
Florida, Texas, New York, and California. Two additional performances are planned this year in addition
to the ballet in the park. “All that Jazz” from Grants Pass and “Kinetic Images” from Lake Oswego. The
presenter stated that all of the money for Ballet Rogue comes from fundraising and grants. Ballet Rogue
has many volunteers and a supportive group of parents that step in and help out. The Committee asked
how Ballet Rogue would know where the audience is from. The presenter stated that Ballet Rogue last
year had sent out 3,100 brochures with pamphlets survey, they also track where the donations come from,
and track calls received. The presenter read the answer to question 4 on page 2 of the application; in
regards to the tourism that Ballet Rogue brings to Ashland.
DISCUSSION
Bryn Morrison, Account Representative went over the procedure for the Committee to follow before the
second grant meeting April 6, 2006 7:00 P.M. at the Council Chambers. The Committee members have
to individually review the application information in preparation to discuss the allocation of funds to the
grant applicants.
ADJOURNMENT:
Meeting adjourned at 10:06 pm.
Respectfully Submitted,
Veronica Ward
Administrative Secretary
ECON & CULT DEVELOPMENT GRANT MEETING
APRIL 06, 2006- PAGE 1 OF 5
Economic and Cultural Development
Draft Minutes
April 6, 2006 7pm
Civic Center, Council Chambers, 1175 East Main Street
This meeting is a continuation of the meeting from April 5, 2006.
CALL TO ORDER
The Citizen’s Budget Subcommittee meeting for Economic and Cultural Grants was
called to order at 7:05 pm on April 6, 2006, in the Civic Center Council Chambers, 1175
E. Main Street Ashland, Oregon.
ROLL CALL
Councilor Jackson, Silbiger were present. Budget Committee members Stebbins,
Mackris, Thompson, and Everson were present.
STAFF PRESENT: LEE TUNEBERG, FINANCE DIRECTOR
BRYN MORRISON, ACCOUNT REPRESENTATIVE
VERONICA WARD, ADMINISTRATIVE ASSISTANT
PUBLIC INPUT
None
Lee Tuneberg, Administrative Services/Finance Director spoke to an email that was
sent to him regarding conflicts of interest and that a member of the Committee resides
on an grant applicant organizations board. Mr. Tuneberg added that he invited this
individual to speak at the meeting to voice his concern. Lynn Thompson, Budget
Committee member stated that she was a member of the board of Second Street
Musicians and she abstained from the allocation for that applicant. The Committee
determined that was appropriate.
COMMITTEE DISCUSSION
The Committee Members each submitted their proposed allocations for the grant
funding. See attached.
The Committee discussed why some members did not grant all of the available funds.
Some members felt that this process was a work in progress and would revise their
figures throughout the night. Some members were new at the process and this was a
starting point to allocate and they could adjust throughout the night.
ECON & CULT DEVELOPMENT GRANT MEETING
APRIL 06, 2006- PAGE 2 OF 5
The Committee discussed that they will use Resolution 2004-32 that is in place to
allocate the funding. There was concern mentioned that there is not guidance and
criteria on how to allocate the funding.It was mentioned that in the next year, the
Resolution may need to be changed to offer more guidance.
The Committee spoke to the portion each organization would dedicate towards tourism.
The amount required from the smaller grantees is $19,311. The Committee discussed
section 3 of Resolution 2004-32. See attached funding worksheet. They spoke to the
need to assure that the tourism amount per the state statute is accomplished.
ALLOCATIONS
In much of the Committee discussion, it was mentioned that it is unclear if the direction
is to fund one time, start up costs, or one time performances or ongoing expenses. It
was determined that Council needs to give more direction on the allocation of these
funds.
Community Works: Everson, Silbiger, Jackson, and Stebbins felt that the proposal for
Community Works did not fit the requirements for economic development and was more
of a social service grant. Mackris and Thompson felt it was an arguable point in regards
to the assistance to local businesses. Everson added that all of this funding is business
support although this organization is funding belongs in the social service grant process.
Nuwandart: Thompson thought the proposal was confusing as to what they were doing
now and how it fell into the requirements. The financial information was not clear as to
the non profit and the Nuwandart entity. Jackson agreed that the financial information
was confusing. Silbiger said that they have a history of applying for the 501c3 and
applying for grants. The NAAPA is Nuwandart. The Committee requested that staff look
further into the tax status of the 501 c3 certification. Thompson made the point that they
would like to make sure the applicant is the same entity. Everson stated that many
applicants are fiscally sponsored by someone else, legitimately. Mackris added that
they are doing programs with children and exposing them to non traditional art forms.
Jackson added that they reach people in their 20-30’s.
Multi Cultural Association: Jackson was uncomfortable by the relation between the
radio station and the Multi Cultural Association. She was not comfortable with the City
sponsoring their journalistic quality. Mackris thought it was a good option for an
alternative radio station that may give a voice to some of the population that hasn’t been
heard in this community. Silbiger would like to grant once as a start for them. The
Committee discussed to award for start up funding, and does not want to see this as an
ongoing funding source. Everson suggested funding at full request with the note that it
is for start up costs only.
Jefferson Center for Religion: The Committee determined that they did not want to
provide funding for religious organizations.
Second Street Musicians: Everson proposed $0, but stated they should put on
concerts that raise money for themselves.
ECON & CULT DEVELOPMENT GRANT MEETING
APRIL 06, 2006- PAGE 3 OF 5
Dancing People Company: The Committee questioned the tax status. Jackson
expressed concern that this previously was a for profit business and now is non profit
requesting funding from the City. Bryn Morrison clarified that they have applied for the
501 c3 status but have not received confirmation as of this meeting. Everson did clarify
that the IRS does not send out those letters of intent to receive the tax status and not
grant it.
Peace House: The Committee felt it was not an appropriate request for funding.
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Art Now!: Stebbins felt it was more of a Chamber 4 of July event rather than a City
funded event. Jackson stated that the Art Now artists wished to get paid and that didn’t
fit the requirements.
Children’s Musical Theater: Everson and Silbiger proposed $0; they felt it was one
family’s work and they asked for too much funding. Mackris proposed $2,500 because
they work with kids. Jackson said that it has been a private business and they are now
requesting City support and the theater charges a fee. Silbiger would like to see this
organization come back in their next request with accomplishments from this year.
Chautauqua Poets and Writers: Mackris wanted to support it. Felt they really worked
with the schools. Thompson felt it was a cultural event and it was good as a seed grant.
Everson commented that it is the only literary art form request.
Southern Oregon Reparatory Singers: Stebbins felt the application was poorly
written, but they do a lot for the community. Thompson questioned if they really needed
the money, they have a following and a ticket price. She felt that they deserved seed
funding.
Arts Council: Jackson stated this is a beginning project; she is interest in the visual
arts support in the community. This is something that could become an annual event.
Thompson proposed $2,500 as a one time event. Everson said it does reach a Council
goal of expanding the off season or winter season.
St. Clair Productions: The Committee questioned if the applicants know the amount
available for granting when they submit their applications. Staff responded they do.
Silbiger stated that this is one applicant that does an outstanding job and would support
it again.
Lithia Arts Guild: Everson stated she felt that they represent a broad cross section of
the community. Jackson would like to see how they balance what they charge and how
they raise money other than City funding.
Youth Symphony: The Committee consensus was used.
Konway Nika Tillicum: Jackson believes there is great value in the Native American
Culture. Everson felt it is more ethnically cultural than any other proposal.
Oregon Stage Works: Stebbins did not feel that they needed the money from looking
at their financial statement but was supportive of the Stage Works program. Thompson
ECON & CULT DEVELOPMENT GRANT MEETING
APRIL 06, 2006- PAGE 4 OF 5
stated that their budget did not relate to the children’s theater, but stated that the City
gives a large amount to the OSF and it would seem reasonable to give to them.
Stebbins added that the children pay to take these classes. It was unclear what the
funding would go towards.
Siskiyou Singers: TheCommittee looked at the local culture experience and liked the
low ticket price.
Ballet Rogue: The Committee commented that it is free and open to the public.
SOWAC:There was concern to the direction of the agency. Everson spoke on their
behalf and the struggles they are currently going through and they do not intend to
change their direction while they rebuild their board.
Thrive: Silbiger stated that they provide more pure economic development within the
community. The Committee thought they should be encouraged to keep helping small
businesses. Thompson questioned that they serve a niche of food based businesses.
She questioned the local business publicity and how that reflects on the City. Silbiger
replied that they encourage increasing the local economy.
The Committee took a break at 8:43 PM, returned at 8:50 PM.
Ashland Independent Film Festival: Thompson felt that this is a fabulous venue but
they are successful and the City shouldn’t fund employee’s salary and benefits.
Everson stated that their request meets the criteria of the grant. Stebbins voiced that
some of the events are free to the community. Silbiger voiced that their financing
should be looked at, the more successful they are the more grant money they will
require to run their organization. The Committee suggested that this organization not
make comments like they will go away if they do not receive funding from the City.
Jackson added they should become more self supportive and less reliant on grant
funds. There is a lot of off season tourism brought in which is also a Council goal.
Rogue Valley Symphony: The Committee discussed that they are a perennial
recipient. Thompson thought that this type of grant is designed to provide a foundation
for these core activities that are cultural in nature. Jackson added that the City
continues to grant them funding, while leaning towards not providing funding to the
previous for profit organizations. Everson added that she is as supportive of the
Symphony as she is of Nuwandart, supporting a variety of cultural events is important.
Ashland Gallery Association: Everson thinks this organization fulfills all of the criteria
of the grant. Silbiger agreed.
ScienceWorks: The Committee went with the average. Jackson hesitated because the
City has given them marketing and development funding for years. She is not as
confident that it is either economic development or cultural as it is assuring that the City
has more science and education opportunities. Stebbins sees that it is very strong in
tourism.
Rogue Opera: Stebbins pointed out more of their focus is education in the schools.
ECON & CULT DEVELOPMENT GRANT MEETING
APRIL 06, 2006- PAGE 5 OF 5
Everson thought that teaching children about opera is cultural where they may not
receive this education without this organization.
The Committee discussed if they needed to allocate all of the monies available.
Everson stated that it is incumbent on the City to invest these funds in economic,
cultural, and tourism related businesses and to carry it forward is inappropriate. Jackson
agreed.
Everson/Mackris ms to approve the allocations as stated. All Ayes.
Mr. Tuneberg reminded the Committee to offer any suggestions to the application,
resolution, and process.
ADJOURNMENT
Stebbins/Thompson ms to adjourn. All Ayes.
The meeting was adjourned at 9:27 PM.
Respectfully Submitted,
Bryn Morrison
Account Representative
City of Ashland
FY 2006-07 Economic and Cultural Development Grant Applicants
Listed in the Order of Presentation
ProposedTourism Allocated to
Organization RequestedKateKathleenLynnRobertaDee AnneRussAverageAmountAmountPercentageTourism
Ashland Independent Film Festival30,000$ 15,000$ 10,000$ 15,000$ 20,000$ 20,000$ 15,000$ 15,833$ 16,000$ 20,000$ 0.6710,667
Rogue Valley Symphony14,750 7,000 10,000 7,500 8,000 7,000 8,000 7,917 8,000 1,622 0.11880
Nuwandart5,500 5,000 3,000 - - 3,000 2,000 2,167 1,500 1,100 0.20300
Ashland Gallery Association33,200 15,000 10,000 12,000 10,000 16,200 15,000 13,033 16,000 19,400 0.589,349
Community Works10,000 8,000 10,000 5,000 - - - 3,833 2,500 - 0.00-
St. Clair Productions6,000 3,500 5,000 2,500 3,000 3,000 6,000 3,833 4,000 2,400 0.401,600
Arts Council12,500 8,000 7,500 2,500 1,500 5,000 5,000 4,917 5,000 7,500 0.603,000
Multi Cultural Association10,000 - 5,000 5,000 - 3,000 10,000 3,833 10,000 - 0.00-
The Jefferson Center for Religion10,000 - 1,000 2,500 - - - 583 -
7,000 0.70-
Lithia Arts Guild15,431 5,000 5,000 5,000 7,000 7,005 10,000 6,501 9,000 3,086 0.201,800
Youth Symphony of Southern Oregon5,500 5,000 5,000 5,500 5,000 5,000 5,500 5,167 5,000 - 0.00-
Second Street Musicians3,250 3,250 1,000 \[ABSTAIN\]- - - 850 - 2,000 0.62-
Dancing People Company7,000 2,500 - 2,500 - 3,000 - 1,333 - 700 0.10-
ScienceWorks20,303 12,000 15,000 15,000 20,000 20,000 15,000 16,167 16,000 5,076 0.254,000
Konaway Nika Tillicum5,000 2,500 3,500 2,500 3,000 3,000 5,000 3,250 5,000 2,500 0.502,500
Chautauqua Poets & Writers Board5,000 2,500 2,500 2,500 1,000 3,000 2,000 2,250 5,000 - 0.00-
SOWAC8,000 5,000 2,500 8,000 5,000 8,000 8,000 6,083 8,000 - 0.00-
Thrive11,000 11,000 7,500 5,000 5,000 10,000 11,000 8,250 11,000 1,100 0.101,100
Children's Musical Theatre of Ashland25,000 10,000 2,500 2,500 5,000 5,000 - 4,167 - 625
0.03-
ArtNow1,500 1,000 1,500 1,500 - 1,500 1,500 1,167 1,205 300 0.20241
Rogue Opera12,000 5,000 10,000 7,500 5,000 8,000 7,000 7,083 7,000 - 0.00-
S. Oregon Repertory Singers7,500 5,000 2,500 2,500 5,000 3,000 - 3,000 2,500 4,100 0.551,367
Peace House9,766 - 2,500 - - - - 417 - - 0.00-
Oregon Stage Works51,000 10,000 15,000 5,000 5,000 10,000 10,000 9,167 5,000 20,400 0.402,000
Siskiyou Singers7,000 5,000 6,000 3,500 7,000 3,000 6,000 5,083 5,000 300 0.04214
Ballet Rogue10,000 6,000 5,205 5,000 5,000 7,500 7,000 5,951 6,000 5,000 0.503,000
$ 152,250336,200$ 148,705$ 125,500$ 120,500$ 154,205$ 149,000$ 141,835$ 148,705$ 98,909$ 38,804
Amount Available148,705$ 3,545$$-
5/1/2006
City of Ashland
Economic and Cultural Grant Allocation
FY 2006-07 Proposed
2007
Proposed
Tourism
Hotel/Motel Tax Revenue (5% growth)1,514,100$
Per Resolution 2004-3214.23%
Minimum amount needed for Tourism215,456$$215,456
1/3 of the proposed revenue504,650$
Additional Carryover from Prior Year5,000
Total amount budgeted509,650$
Amount Allocated:
Per Resolution 2004-32 (3% inflation)
Chamber to promote tourism 82,845$$82,845
Chamber for economic development164,800
OSF to promote tourism113,300113,300
$360,945$196,145
Other Grants148,705$$19,311
$215,456