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HomeMy WebLinkAbout2018.05.23 Economic, Cultural, Suitability and Tourism Ad Hoc Committee Minutes I ooi&'RxkSHLAND DRAFT Economic, Cultural, Tourism, and Sustainability Grants Ad Hoc Committee Meeting Agenda May 23, 2017, 6:00 p.m. Council Chambers, 1175 E. Main Street Call to Order/Opening Remarks: Meeting called to order at 6:09 p.m. by Committee Chair Paula Hyatt Roll Call Present: Pamela Lucas Paula Hyatt Michael Morris Rich Rosenthal Stefani Seffinger Jackie Bachman Absent: Garrett Furuichi Dennis Slattery Shaun Moran Staff: Bryn Morrison Mark Welch Approval of Minutes: Seffinger/Rosenthal m/s the approval of meeting minutes for May 2nd 2018 of the Economic, Cultural, Tourism, and Sustainability Grants Ad Hoc Committee Discussion: None Voice Vote:All Ayes. Motion Passes. Staff Report: Mark Welch, Administrative Services Director discussed the conflict of interests that were noted at the last meeting including those of Morris and Seffinger. He stated that both could continue with deliberations. Councilor Rich Rosenthal discussed if staff had been consulted in regards to the GEOS institute, he let the committee know that the results of his questions would be addressed in discussion and deliberation of the grant allocations. Bryn Morrison, Administrative Services Manager explained to the Committee the layout of the spreadsheet that the committee would use to finalized recommendations for allocations. The committee confirmed that the spreadsheet reflected organizations in the same order as the packet. The committee also confirmed the restrictions on the $5,000 minimum per allocation and the $1,000 minimum per category allocation. Chair Hyatt explained that currently the averages for some organizations were below this threshold but that the committee would establish a benchmark of$3,500 with any averaged total below$3,500 being moved to an allocation of zero and anything above the benchmark being moved to $5,000. From here the committee would look at each organization total averaged allocation individually. The Committee also noted the difficulty of choosing allocations for groups that were all doing such wonderful work and thanked each organization for applying. Councilor Rosenthal also noted that tourism funds may be hard to get to base on the amount of cultural funds that were asked for. He noted to applicants that it was always safe to apply for I o ooi&'RxkSHLAND tourism funds. After working through the data the committee asked that funds be kept only within the requested categories on each organizations application. Public Input: None Allocation Discussion and Deliberation- Morrison explained that based upon what was on each application, each amount requested was put in the correct category. The committee began with looking at each organization request: SOU Foundation/Osher Lifelong Learning Institute-The organization requested $5,500 in the cultural category, with the average coming out to $4,167. The committee agreed to move the total suggested allocation up to $5,000 within the cultural category. Councilor Rosenthal asked that this amount be flagged to look back at because of the nature of the event funds were requested for. During the discussion the committee discussed the importance of this organizations track record and that what they are asking for will impact the entire community for seniors. This event it was also noted is as one that will provide many resources for those in the community that attend, as well as bringing business to local restaurants. It was also added that it should not be held against them that no tourism dollars were requested. After discussion the group kept the total suggested allocation at $5,000. Rogue Valley Symphony Association-The organization requested $3,000 each in the categories of Economic Development, Cultural, Tourism and $5,500 in sustainability. $2,201 tourism and $6,951 for a total suggested allocation. During the discussion the committee decided to keep the total suggested allocation at $6,951. The committee agreed to for the sake of the process to put in the current average during the discussion. The Hearth-The organization requested $5,000 in Economic Development, $1,000 in Cultural, $2,500 in tourism, with the total average of$3,250. The committee noted the benchmark that this suggested allocation fell below and the addition that it would present to the tourism total, if it was taken to zero. The committee decided to move this total to zero due to being below the $3,500 threshold. During discussion the committee added that this organization brought to the community story-telling and a large amount of people listening to the important stories of issues that the city is concerned about were presented. The committee also agreed on the educational and community value. Noting that the total was so close to the $3,5000 benchmark it was suggested by Councilor Jackie Bachman to suggested that this allocation be moved to $5,000. The committee also discussed the training that would be taking place with grant funds and that this would also bring others to Ashland as this reaches other communities. Councilor Mike Morrison noted that he felt that the organization had a limited audience, the committee affirmed that with trainings that people would be brought in to Ashland. The committee decided to move the suggested allocation to $1,250 for tourism and $2750 in economic development and $1,000 in cultural development, with a total suggested allocation of$5,000. Art Now's The Secret Book Club- The organization requested $3,000 in Economic Development, $1,500 in Cultural, $1,200 in tourism and $1,000 in sustainability. It was noted that average suggested allocation was $817 in tourism and $3,000 in the total suggested allocation, the committee noted that this would be dropped to zero with reallocated needing to take place at the end. During discussion the committee discussed the promotion of foot traffic and the family interaction that this organization brings. The suggestion was also made to look at the possibility of smaller grants. The committee agreed to come back to this one to look at following discussion of the rest of the organizations. I ooi&'RxkSHLAND Rogue Valley Farm to School-The organization requested $3,000 in Economic Development, $5,000 in Cultural, $6,000 in tourism and $6,000 in sustainability. With the tourism averaged suggested allocation being $1,833 and $11,417 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee discussed that they felt comfortable keeping it at the $11,417 for a suggested allocation. Brava! Opera Theater and James M. Collier Young Artist Program-The organization requested $800 in Economic Development, $5,000 in Cultural, $800 in tourism. With the tourism averaged suggested allocation being $133 and $2,973 in the total suggested allocation. The committee made the decision to move this to zero during this part of the process. During discussion the committee discussed that the part of the funds requested were below the $1,000 benchmark needed in each category. The committee also added that this was the only group that brought opera to the area, with it being a very high quality program as it promotes opera education. The committee agreed to come back to this organization to look at following discussion of the rest of the organizations. Science Works Hands-on Museum-The organization requested $25,000 in Cultural and $24,000 in tourism. With the tourism averaged suggested allocation being $16,250 and $23,667 the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee looked at the impact that this organization has on the committee and that the need for science education is important. Councilor Stefani Seffinger suggested adding to the tourism allocation. Councilor Rosenthal suggested that the organization in the beginning needed the funds from the city, but that if funding was reduced that they could still carryon with other means, overall he saw that there may be a need to reduce funds. He added that smaller organizations may be in more need of funds. Councilor Bachman noted that funding also helps fund low cost family programs. The committee agreed to look at the tourism allocation following discussion of the rest of the organizations. Mt. Ashland Association-$10,000 in tourism and $5,000 in sustainability. With the tourism averaged suggested allocation being $5,333 and $8,250 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee discussed that the funds would be used for a shuttle and proving their past funding. The committee decided to keep the total suggested allocation at $8,250. EAA/SOHEVA-The organization requested $22,000 in sustainability, With $8,333 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee discussed that this group is looking to work with electric cars coming off lease and working with business to create awareness of the program. Councilor Rosenthal agreed that this was a good program not being done anywhere else and asked the committee to look at moving this total to $10,000 as it works well with the CEAP program in the area of sustainability. Chair Hyatt noted that the organization needs proper funding to make the program work properly. Councilor Morris noted that he did not understand the feasibly and how it would work, as it would be working off of partnerships. He added the issues with maintenance, leasing and the use of specialty vehicles. Councilor Bachman noted that as she understood it, this would be a program to incentivize local business to by cars at a lower price and that each business would keep statics on their use of the electric vehicle. Councilor Seffinger also stated that this a very good place to make an impact with CEAP, as this is action. The committee agreed that with this organization that there would be leap of faith to make it successful. The committee agreed to move the total suggested allocation to $10,000. I ooi&'RxkSHLAND Lithia Artisans Market of Ashland-The organization requested $8,252 in Cultural. With $2,833 in the total suggested allocation. The committee made the decision to move this to zero during this part of the process. During discussion the committee discussed that the presentation outlined the book that is being used by the organization available at the market and across the city to bring people in. Councilor Rosenthal noted this was a great book but was surprised on how little advertising was sold for and that funding could be done by member advertising. The committee decided to keep the total suggested allocation at zero. Multicultural Association of Southern Oregon/KSKQ Community-The organization requested $5,000 in cultural, $3,500 in sustainability and $6,500 in tourism. With the tourism averaged suggested allocation being $1,534 and the total suggested allocation at $3,034. The committee made the decision to move this to zero during this part of the process. During discussion the committee discussed the use by multiple generations abd disaster maintenance that the organization was asking for funding for, as this is often an overlooked area. It was also noted that need for radio for all different demographics and the that this organization spotlights issues within the community. The committee also looked at the possibility of a different funding source for this type of grant, such as the Fire Department. The possibility of funding meaning endorsement of all ideas that come out of the organization and that this was risk was also discussed. The committee decided to keep the total suggested allocation at zero. Ashland Art Center-The organization requested $8,000 in Economic Development, $12,000 in Cultural and $5,000 in tourism. With the tourism averaged suggested allocation being $3,417 and the total suggested allocation at $11,000. The committee decided to keep this allocation for the process. During discussion the committee discussed the community impact that this organization has through classes, First Friday activities and overall education. The committee decided to keep the total suggested allocation at $11,000. Ashland Bed and Breakfast Network-The organization requested $4,000 in Economic Development, and $2,400 in tourism. With the tourism averaged suggested allocation being $6,833 and $9,667 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee discussed the outreach being done to bring people into the community. The committee also looked at moving funds into tourism to allow for funds to be moved to non-tourism for funding of other organizations, the committee noted that would come back to look at this and would keep the suggested allocation as is. Ashland New Plays Festival-The organization requested $2000 in Economic Development, $7,500 in Cultural, $2,500 in tourism. With the tourism averaged suggested allocation being $1,017 and $5,917 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee decided to keep the total suggested allocation at $5,917. SOU Foundation/Chamber Music Concerts-The organization requested $15,000 in Cultural. With $5,167 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee decided to keep the total suggested allocation at $5,167. Youth Symphony of Southern Oregon-The organization requested $8,000 in cultural. With $4,500 in the total suggested allocation. The committee made the decision to move this to up to $5,000 during this part of the process. During discussion the committee decided to keep the total suggested allocation at $5,000. Ashland Gallery Association-The organization requested $8000 in Economic Development, $12,000 in Cultural, $12,000 in tourism. With the tourism averaged suggested allocation being $8,000 and $13,451 in the total suggested allocation. The committee decided to keep this I ooi&'RxkSHLAND allocation for the process. During discussion the committee discussed that this was an organization where tourism could be increased and would keep the suggested allocation as is. The three organizations that the committee stated that they would look at increasing tourism funds was ScienceWorks Hands-on Museum, Ashland Bed and Network, and Ashland Gallery Association. Geos Institute-The organization requested $15,000 in sustainably. With $3,083 in the total suggested allocation. The committee made the decision to move this to zero during this part of the process. During discussion the committee discussed that this was a great idea and that this needed to take place but that the issue was that there no collaboration being made to the city in regards to CEAP, It was also noted that there is a chance that this would be an item that could be budgeted for in the next funding cycle. It was also added that city staff should be involved in the process. The committee decided to keep the total suggested allocation at zero. Ashland Children's Theatre-The organization requested $1,000 in Economic Development, $4,000 in Cultural, $1000 in tourism and $0 in sustainably. With the tourism averaged suggested allocation being $583 and $3750 in the total suggested allocation. The committee made the decision to move this to increase the $583 to $1,000 for this part of the process. During discussion the committee discussed that it was great to see children getting involved in theater at a young age. The committee decided to keep the total suggested allocation at $5,000. SOU Foundation/Friends of the Schneider Museum of Art-The organization requested $10,080 in Economic Development and $25,880 in tourism. With the tourism averaged suggested allocation being $7,250 and $8,000 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee discussed that the special exhibits that are brought in to bring in a lot of tourism. The committee noted that would come back to look at this and would keep the suggested allocation as is in regards to tourism. Rogue World Music-The organization requested $5,000 in Cultural. With $2,000 in the total suggested allocation. The committee made the decision to move this to zero during this part of the process. The committee made the decision to move this to zero during this part of the process. During discussion the committee decided to keep the total suggested allocation at zero. Southern Oregon Repertory Singers-The organization requested $0 in Economic Development, $9,500 in Cultural, $2,000 in tourism and $0 in sustainably. With the tourism averaged suggested allocation being $1,083 and $5,000 in the total suggested allocation. The committee decided to keep this allocation for the process. Rogue Valley Food System Network-The organization requested $13,000 in Economic Development and $13,900 in sustainably. With the $11,283 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee decided to keep the total suggested allocation at $11,283 Southern Oregon Film Festival/AIFF-The organization requested $5,000 in Economic Development, $13,500 in Cultural, $15,000 in tourism and $1,500 in sustainably. With the tourism averaged suggested allocation being $11,984 and $19,484 in the total suggested allocation. The committee decided to keep this allocation for the process. During discussion the committee decided to keep the total suggested allocation at $19,484. Lomakatsi Restoration Project-The organization requested $15,000 in Economic Development, $5,000 in Cultural, and $5,000 in sustainably. With $14,250 in the total suggested allocation. The I ooi&'RxkSHLAND committee decided to keep this allocation for the process. During discussion the committee decided to keep the total suggested allocation at $14,250. Post Growth Institute-The organization requested $2,500 in Economic Development tourism and $3,500 in sustainably. With $1,167 in the total suggested allocation. The committee made the decision to move this to zero during this part of the process. During discussion the committee discussed that this was an idea for a transactional based market place. The committee decided to keep the total suggested allocation at zero. Lotus Rising Project-The organization requested $6,500 in Cultural and $1,500 in tourism. With the tourism averaged suggested allocation being $1,167 and $4,751 in the total suggested allocation. The committee decided to move this allocation up to $5,000 and keep this allocation for the process. During the discussion the committee noted that would come back to look at this and would keep the suggested allocation as is in regards to tourism but then decided to keep the total suggested allocation at $5,000. Ashland Culture of Peace Commission-The organization requested $20,600 in Cultural. With $3,833 in the total suggested allocation. The committee decided on to move the total suggested allocation to $5,000 and keep this allocation for the process. During the discussion the committee discussed that this was for funding a peace flame and associated architecture. It was also noted that the peace flame that there was a potential for tourism, as it the city will have one of two. It was confirmed by Welch though that if an application does not come in with a tourism request that tourism funds cannot be awarded. The committee suggested in the future that the organization request tourism funds. The committee also looked at this as being a one-time funding, as this would not be an ongoing project. The committee decided to keep the total suggested allocation at $5,000. Rogue Valley Peace Choir-The organization requested $5,000 in Cultural. With $2,083 in the total suggested allocation. The committee made the decision to move this to zero during this part of the process. During discussion the committee decided to keep the total suggested allocation at zero. Klamath Bird Observatory-The organization requested $10,000 in Economic Development, $10,000 in tourism and $10,000 in sustainably. With the tourism averaged suggested allocation being $5,330 and $13,583 in the total suggested allocation. The committee decided to keep this allocation for this part of the process. During discussion the committee decided to keep the total suggested allocation at $13,583. Southern Oregon Film and Media-The organization requested $15,000 in Economic Development, $3,500 in Cultural, $2,500 in tourism and $1,000 in sustainably. With the tourism averaged suggested allocation being $2,000 and $10,833 in the total suggested allocation. The committee decided keep this allocation for the process. During the discussion the committee discussed that this organization worked to bring production companies to area. The committee decided to keep the total suggested allocation at $10,833. At the end of the discussion the committee looked at the totals with tourism being short $2,185 and $11,783 under in the total. The committee decided to take a break to make sure that numbers were correct before moving on. After bringing the committee back to the conversation the total was reexamined noting $9,598 dollars could be used for other categories other than tourism. VT ooi&'RxkSHLAND The committee began the post discussion of funds by looking at the organizations previously mentioned for tourism reallocation. These organizations were ScienceWorks Hands-on Museum, Ashland Bed and Network, Ashland Gallery Association and SOU Foundation/ Friends of the Schneider Museum of Art. The committee then decided to start with a more general look at the remaining funds to be allocated and look Art Now's The Secret Book Club and Brava! Opera Theater and James M. Collier Young Artist Program as two that did not have a set allocation but that the committee wanted to revisit for a funding allocation. Starting with Art Now's The Secret Book Club, the committee discussed using tourism funds for this organization and for and Brava! Opera Theater and James M. Collier Young Artist Program to bring each allocation to $5,000. Concern was given by the committee for groups such as the Ashland Gallery Association needing more funding as it brings in tourism. The committee looked at moving both Art Now's The Secret Book Club and Brava! Opera Theater and James M. Collier Young Artist Program to $5,000 and noted that this would leave $1,785 left of which the money could be used for tourism. Committee Member Pamela Lucas noted that she would like to see more funds for ScienceWorks Hands-on Museum and SOU Foundation/ Friends of the Schneider Museum of Art as they have programs that support low income families. Councilor Morris added that he would like to see Art Now's The Secret Book Club be funded and suggested that the committee go one by one in order to streamline the process. Starting with Art Now's The Secret Book Club the committee discussed and decided to suggest an allocation of$1,000 in each category with $2,000 in Economic Development for a total suggested allocation of$5,000 based on the family and literacy that the organization brings to the community. After this suggested allocation, $1,185 was then left in tourism and about $6,000 in total. The committee went on look at Brava! Opera Theater and James M. Collier Young Artist Program. It was also noted that two of the categories applied for did not meet the requirement of$1,000 per category. In relation to this the committee discussed the need to fund organizations that support low income programs for art related activities. The groups still considered for this where Brava! Opera Theater and James M. Collier Young Artist Program, ScienceWorks Hands-on Museum and SOU Foundation/ Friends of the Schneider Museum of Art. Additionally mentioned in this conversation was Ashland Culture of Peace Commission as an organization that should receive more funding. The committee decided based on conversation that Brava! Opera Theater and James M. Collier Young Artist Program should receive $5,000 in the culture category with an overall suggested allocation of$5,000. The committee then looked at the remaining amount of$1,783 of which $1,185 would need to be used for tourism or amounts shifting amounts into tourism. Discussing the remaining funds ScienceWorks Hands-on Museum, Ashland Bed and Network, Ashland Gallery Association, SOU Foundation/ Friends of the Schneider Museum of Art and Ashland Culture of Peace Commission were looked at as possible places to allocate remaining funds. It was noted for the Ashland Culture of Peace Commission that funds were only requested in cultural, so more funds based on remaining totals could not be suggested for an allocation. In looking at the organization the committee choice to move the adjust tourism funds for ScienceWorks Hands-on Museum and Ashland Bed and Network moving $1,185 out of tourism, so the total reaming amount of could be added to the Ashland Culture of Peace Commission cultural category as it is a one-time project. The committee also discussed reducing and then increasing other areas for ScienceWorks Hands- on Museum and Ashland Bed and Breakfast Network. The committee then decided to split remaining funds with $592 being allocated to the Ashland Bed and Breakfast Network, $593 being allocated to ScienceWorks Hands-on Museum. Then $1,685 was added to the Ashland Culture of Peace Commission. I o ooilxk S H L A N D Committee Discussion of Process The committee discussed the process and began by noting that using a benchmark, adding allocations to return back to and reviewing with the committee was a very important part of the process. It was also noted that Chari Hyatt's leadership was very much appreciated through this process. It was also noted by Councilor Rosenthal the idea that the budget committee has to reallocated funds to another fund and that he hopes that this continues as this helps support the community. The committee also liked the idea of having two staff members taking down numbers and verifying them during the committee discussion of allocations. In addition, the committee discussed at a council level of setting goals at the council level and support smaller set of grants for organizations that do not need the full $5,000. The last suggestion made was reminding all involved in the process of the caps involved and providing a reminder sheet of this information to make the process easier. Bachman/Lucas m/s the recommendation of suggested allocated funds to the Ashland City Council for the ECTS grants. Discussion: None Voice Vote:All Ayes. Motion Passes. Adjournment 8:19 p.m. Respectfully Submitted: Natalie Thomason Administrative Assistant