HomeMy WebLinkAbout2010-04-08 Budget Committee MinutesBUDGET COMMITTEE MEETING
APRIL 8, 2010-PAGE 1-3
Economic and Cultural Grant Presentations
MINUTES
April 7, 2010, 6:00 PM —Presentations from Applicants
April 8, 2010, 6:00 PM -Proposed Allocations determined by Committee
Civic Center, Council Chambers, 1175 East Main Street
CALL TO ORDER
The Citizen's Budget Subcommittee meeting was called to order at 6:05 pm on April 8, 2010 in Council Chambers
at 1175 East Main Street, Ashland Oregon.
ROLL CALL
Mayor Stromberg was present. Committee members Baldwin, Chapman, Everson, Jackson, Lemhouse, Silbiger,
Thompson and Voisin were present.
STAFF PRESENT: LEE TUNEBERG, ADMINISTRATIVE SERVICES/FINANCE DIRECTOR
BRYN MORRISON, ACCOUNT REPRESENTATIVE
MELISSA HUHTALA, ADMINISTRATIVE SECRETARY
COMMITTEE DISCUSSION:
The Committee discussed how they would go about the allocation process it was suggested that they look at the
spreadsheet to see where they find agreement and move on from there. The Committee discussed how they
developed their allocations.
The committee discussed the proposed allocations. See attached.
St. Clair -They are the only blues music approach in Ashland, which draws a lot of people. There was consensus on
the average.
Ashland Independent Film Festival -Some felt that government funding should not increase so funded them with a
maximum of what they got last year. They are a well established organization.
Ballet Rogue -Some felt the amount should be lowered because they dropped two performances.
Southern Oregon Permaculture Institute -The Committee discussed their eligibility. They are fiscally sponsored
and their 501 c3 is pending. Some felt they were too new to receive funding and some felt that because they are
new they need the funding. They are proposing a 3 year plan. Permaculture is a global movement of sustainability
and the classes will be put on regardless if the City funds them. Some felt a small amount would be good to give
and see what happens with the organization. Majority of Committee suggested zero.
Thrive- They have 3 new programs from what they have done before. They are an established program with big
connections. Some felt they didn't want to increasing people over last year without a good economic reason.
The Imagine Project- They did not receive any funds last year and still went ahead and made the organization off
the ground and running. Did a good job for their first year and was precise with what the funds were going to be
used for.
ScienceWorks- They are a very worthy organization. They are well established with a significant impact to the
City. The Committee felt that this organization is such a success they will continue to give a significant allocation
just like film festival. Consensus to go with the average.
Ashland Gallery Association- This organization has a good track record. Felt it is a wise investment for an all year
operation that can bring in tourism dollars to the City during the off season.
Dancing People Company -Consensus to go with the average.
BUDGET COMMITTEE MEETING
APRIL 8, 2010-PAGE 2-3
Ashland Historic Railroad Museum -Some felt that it would be risky giving start money. They have been around
since 2007 and have 4 exhibits and specific goals. Some felt uncomfortable using City funds to pay volunteer staff.
The committee agreed to grant funds although the funds must not be used for volunteer coordinator salary.
Youth Symphony of Southern Oregon -They are a well established program with significant impact to the kids that
participate in our Community. It was felt by the Committee that it is important to continue to support this
organization.
Siskiyou Singers- This Organization did not receive money last year. They have more shows planned for this year
and are specific with what they would use the money for. This year they will be celebrating their 25t11 anniversary.
Southern Oregon Repertory Singers -They are going to give 5 concerts in Ashland and have been stable over the
years.
Rogue Valley Symphony Association -The Committee had consensus to go with the average.
Peace House -The Committee had a consensus of zero.
Transition Town -Ms. Voisin felt it would be a good opportunity for the Community in terms of sustainability and
worth the risk. Others felt that they would be better off being privately funded.
Rogue Valley Farm to School -They gave an excellent presentation, very specific to what their goals were. They
also gave a great presentation to the school board in regards to foods benefiting children. They are becoming a
model program on how to engage kids and delivering food supply.
Rouge Farms Corps -They are very small, have no farms in the City of Ashland and are not accredited yet. The
Committee would like to see them move forward a little more before the City funds them. Majority agreed to fund
zero but appreciate the passion to the program.
Rogue Opera- The Committee had a consensus to the average.
Siskiyou Violins- Absent.
Ashland Community Theater -They are the only Community Theater. The Committee agreed on allocating the
minimum of $2500.00.
Lithia Arts Guild -They are not showing signs of being self sustaining which could be problematic.
Web Spirit Community Foundation- The Committee had a consensus of zero.
Disabled United in Direction Empowerment -Some felt it qualified for a social grant but not economical. Others
felt it was economical in helping the disabled get jobs.
Ashland New Plays Festival -The Committee agreed on allocating the minimum of $2500.00.
TBL 21 (Triple Bottom Line for 21" Century) -The Committee had a consensus of zero.
Klamath Bird Observatory- The Committee felt they sound like an interesting organization but their application
needs work they didn't have specifics as to what they needed the money for. They seem to be well funded already.
This is a good organization to get youth involved. The Committee decided that they be granted $5000.00 to be used
for trail for contractor work.
John Muir School Garden Project- They had a great sustainability application. They were very specific with what
they needed.
National center for conservation science and policy -They had a unique sustainability. Bringing in a conference
here would bring in tourism.
Klamath Siskiyou Wildlands Center- The Committee didn't think it fit in grant program and didn't see it as
economic, cultural or sustainability development.
BUDGET COMMITTEE MEETING
APRIL 8, 2010-PAGE 3-3
The Ashland Art Center -They turned in a late application for the second time which had some Committee
members concerned with their ability to organize. Not clear as to where the money was going to go this year. Last
year they were more specific with how the money was going to be used. They have the potential to be like the
larger groups that get sustaining funding over time. Offers artist great opportunities and is a great place for tourism.
Will need continued to support to keep the organization going. They need infrastructure support.
(Committee Member Voisin left at 8:10)
DISCUSSION:
Chapman/Lynn ms to accept the allocations as presented.
Mr. Lemhouse stated that he respectfully disagrees with the some of the Committee members. He does not feel that
all the money needs to be spent just because it is there. When using tax payer's money he feels that you either need
to invest in something that the City will get a return on or spend it on a gap that needs to be filled. If there are places
where the City can save then save and only spend on things critical. He will not vote in favor of this allocation but
felt it was a good experience.
Roll Call Vote: Committee Members Stromberg, Baldwin, Chapman, Everson, Silbiger and Thompson, YES;
Jackson and Lemhouse, NO. Motion passed 6-2.
The Committee discussed how they learned through this process. Ms. Voisin would like to have a report from the
previous year included in the application packet. She also would like to have a discussion when in the year the grant
process should occur as well as grants in budget debrief at the end of the process.
Ms. Everson suggested the possibility of not having presentations and to instead only have a question and answer
time with each applicant. She also suggested that there be mandatory training on how to submit the grant
applications. For next years process there needs to be more direction on priorities from Council on how to allocate
the money.
The Committee discussed establishing a policy on appeals and enforcing the deadline.
Mr. Silbiger would like to see actual number of attendees, not only percentages in the Client Demographic section of
the application.
Mr. Tuneberg thanked staff.
ADJOURNMENT
This meeting was adjourned 9:05 PM.
Respectfully Submitted,
Melissa Huhtala
Administrative Secretary
CITY OF
ASHLAND
April 7, 2010
Denise Baxter
Ashland Arts Center
357 East Main Street
Ashland, Oregon 97520
Dear Ms. Baxter:
On March 24, 2010, you appealed the Finance Department's decision to refuse the Ashland Arts Center
application for Economic and Cultural Development Grant funds for Fiscal Year 2010-2011 because it was
submitted after the deadline. The deadline for application was 4:00 p.m. on March 22, 2010, and Ashland Arts
Center believed the deadline was March 23. We met this afternoon, and you outlined the issues. As we discussed
and you included in your appeal letter, the application was late because you recorded the wrong date in your
calendar and because you had pneumonia.
For me, there are two facts in conflict that seem to be most relevant. On the one hand, City staff accurately told
you the deadline both by email and in the application. Additionally, the cover letter for the application states that
"Late or incomplete applications will not be accepted." On the other hand, during the Fiscal Year 2009-2010
grant process, City staff accepted a late application from the Ashland Arts Center, even though the cover letter last
year contained a similar statement about late applications.
After considering the matter, I am granting your appeal. I am granting the appeal because we have
administratively waived the deadline in past years, and because the City Council resolution that governs the
program (Resolution 2010-06) does not formally state that the City will not accept late applications. The City will
forward your application to the subcommittee of the Budget Committee, which is meeting is tonight at 6:00 p.m.
at the City Council Chambers. Your presentation will be last on the agenda, and you should contact Bryn
Morrison about guidelines for the presentation. Thirty other organizations have applied, and the total dollar value
of the applications is over $450,000. The City has slightly over $167,000 to allocate in this process.
In addition, City staff will be asking the City Council to establish formally that the City will not accept late or
incomplete applications in this program. As we discussed in our meeting, the City has deadlines to ensure the
process is fair to all. In other words, we will likely not be able to accept late applications in the future.
I will deliver the materials that you gave to the City Recorder to Administrative Services Staff for tonight's
meeting. Please contact Bryn Morrison with any questions.
Sincerely
M ennett
itv nistrat
Economic and Cultural Grant Committee
Lee Tuneberg, Administrative Services Director
Barbara Christensen, City Recorder
Bryn Morrison, Account Representative
ADMINISTRATION DEPT. Tel: 541-488-6002
20 East Main Street Fax: 541.488-5311 nA
w.
Ashland, Oregon 97520 T1Y: 800-735-2900
wwashland.orms
Funds Available:
Tourism
Non Tourism
Total Funding Available
St. Clair
Ashland Independent Film Festival
Ballet Rogue
Southern Oregon Permaculture Institute
Thrive
The Imagine Project
ScienceWorks
Ashland Gallery Association
Dancing People Company
Ashland Historic Railroad Museum
Youth Symphony of Southern Oregon
Siskiyou Singers
Southern Oregon Repertory Singers
RV Symphony Association
Peace House
Transition Town AshlandlPeace House
Rogue Valley Farm to School
Rogue Farms Corps
Rogue Opera
Siskiyou Violins
Ashland Community Theater
Lithia Arts Guild
Web Spirit Community Foundation
Disabled United in Direct Empowerment
Ashland New Plays Festival
TBL 21 (Triple Bottom Line for 21 st Century)
Klamath Bird Observatory
John Muir School Garden Project
National Centerfor Conservation Science and Policy
Klamath-Siskiyou Wildlands Center
The Ashland Art Center
Amount Requested
Amount Available
City of Ashland
Economic and Cultural Development Grant
FY 2010-11
• r.r
r•r
r•
Amount Requested l Tourism % Economic % Cultural % Sustainability % I John Russ Dee Anne Carol Greg Keith David Kate Lynn Average
$ 15,000
0%
0%
100%
0%
4,000
6,000
7,500
2,500
5,000
4,000
4,000
3,667
40,000
44%
19%
38%
0%
26,000
25,000
26,000
20,000
26,000
40,000
30,000
25,000
30,000
27,556
7,500
40%
10%
40%
10%
-
6,000
3,000
2,500
-
7,500
3,000
4,500
3,000
3,278
39,429
26%
6%
6%
62%
5,000
30,000
3,889
30,000
0%
93%
0%
7%
18,000
25,000
18,000
25,000
18,000
5,000
21,230
25,000
15,000
18,914
3,850
50%
25%
25%
0%
2,500
3,850
3,000
-
3,850
3,850
3,850
-
3,850
2,750
42,500
26%
24%
34%
16%
25,000
25,000
25,000
29,000
25,000
35,000
30,000
20,000
30,000
27,111
19,700
23%
34%
43%
0%
5,000
19,700
14,000
13,480
15,000
15,000
15,000
12,000
15,000
13,798
9,000
17%
44%
39%
0%
4,000
-
4,000
-
4,000
2,500
6,000
-
3,500
2,667
15,000
40%
20%
40%
0%
2,500
6,000
8,000
10,000
15,000
7,500
2,500
5,722
6,000
0%
0%
100%
0%
4,000
6,000
4,000
-
4,000
-
4,000
4,000
6,000
3,556
5,390
5%
15%
80%
0%
2,500
5,390
2,500
-
2,500
-
3,000
-
3,250
2,393
5,500
27%
36%
36%
0%
5,500
3,000
2,500
3,500
3,000
3,250
2,306
10,250
10%
20%
70%
0%
5,500
6,000
5,500
1,000
5,500
4,000
5,000
4,000
-
4563
3,400
0%
0%
0%
100 %
-
-
-
3,000
-
-
-
-
-
333
12,500
0%
50%
0%
50%
10,000
12,500
2,500
4,066
0%
0%
0%
100%
4,066
-
4,066
3,500
4,000
-
-
4,066
3,500
2,578
4,000
0%
0%
0%
100%
4,000
2,626
-
3,000
-
-
-
-
3,500
1,458
6,500
10%
30%
60%
0%
5,000
6,000
4,000
6,000
6,000
6,000
3,667
7,500
33%
0%
67%
0%
-
-
-
-
-
5,000
5,000
-
-
1,111
7,000
10%
0%
90%
0%
2,500
-
2,500
-
-
-
4,000
2,500
2,500
1,556
18,000
20%
40%
40%
0%
5,000
6,000
6,000
3,600
6,000
4,000
8,000
4,289
60,400
19 %
24%
33%
24%
-
-
-
-
-
-
-
-
-
-
5,000
0%
25%
50%
25%
-
-
2,514
-
-
-
-
4,000
-
724
5,000
10%
30%
60%
0%
2,500
2,500
2,500
4,000
5,000
3,500
2,222
20,280
14%
56%
11%
20%
-
-
-
-
-
-
-
-
-
-
35,000
33%
23%
0%
44%
10,000
-
-
5,000
-
12,000
-
-
2,500
3,278
4,500
0%
33%
33%
34%
4,014
2,500
4,500
4,000
2,500
4,000
3,230
2,749
15,000
20%
10%
70%
0%
6,000
-
10,000
-
-
2,500
5,000
-
-
2,611
6,000
0%
0%
0%
100%
5,000
2,600
3,000
-
-
-
-
-
-
1,178
25,000
20%
35%
45%
0%
5,000
20,000
5,000
2,500
15,000
5,278
$ 488,265 $ 167,080 $ 159,166 $ 167,080 $ 167,080 $ 126,850 $ 166,850 $ 167,080 $ 124,066 $ 167,080 $ 157,699
$ 167,080 $ - $ (7,914) $ - $ - $ (40,230) $ (230) $ - $ (43,014) $ - $ (9,381)
Funds Available:
Tourism
Non Tourism
Total Funding Available
St. Clair
Ashland Independent Film Festival
Ballet Rogue
Southern Oregon Permaculture Institute
Thrive
The Imagine Project
ScienceWorks
Ashland Gallery Association
Dancing People Company
Ashland Historic Railroad Museum
Youth Symphony of Southern Oregon
Siskiyou Singers
Southern Oregon Repertory Singers
RV Symphony Association
Peace House
Transition Town Ashland/Peace House
Rogue Valley Farm to School
Rogue Farms Corps
Rogue Opera
Siskiyou Violins
Ashland Community Theater
Lithia Arts Guild
Web Spirit Community Foundation
Disabled United in Direct Empowerment
Ashland New Plays Festival
TBL 21 (Triple Bottom Line for 21st Century)
Klamath Bird Observatory
John Muir School Garden Project
National Center for Conservation Science and Policy
Klamath-Siskiyou Wildlands Center
The Ashland Art Center
Amount Requested
$ 55,000
112,080
$ 167,080
Amount Requested
Proposed
Tourism
Economic
Cultural
Sustainability
$ 15,000
5,000
-
-
5,000
40,000
26,000
17,500
4,875
3,625
7,500
4,500
2,250
450
1,800
39,429
-
-
-
-
-
30,000
21,556
-
14,871
-
6,685
3,850
2,750
1,375
688
687
-
42,500
26,556
11,247
6,248
9,060
19,700
15,000
11,250
3,750
9,000
4,000
667
1,778
1,556
15,000
2,500
1,000
500
1,000
6,000
4,222
-
-
4,222
5,390
2,500
125
375
2,000
5,500
2,500
682
909
909
10,250
5,500
550
1,100
3,850
3,400
-
-
-
-
12,500
-
-
4,066
4,000
4,000
4,000
-
-
6,500
5,000
500
1,500
3,000
7,500
-
-
-
-
7,000
2,500
250
-
2,250
18,000
5,000
1,000
2,000
2,000
60,400
-
-
-
-
-
5,000
2,500
-
625
1,250
625
5,000
2,500
250
750
1,500
-
20,280
-
-
-
-
-
35,000
5,000
3,857
1,143
-
4,500
3,500
-
1,155
1,155
1,190
15,000
5,000
1,000
500
3,500
-
6,000
-
-
-
-
25,000
9,496
1,899
3,324
4,273
-
$ 488,265
$ 167,080 $
55,402
$ 46,540 $
52,637
$ 12,500