HomeMy WebLinkAbout2025-088 Grant - Ashland Folk Collective - AFC Summer Series LAND
CITY OF ASHLAND
GRANT AGREEMENT
CITY: CITY OF ASHLAND GRANTEE:Ashland Folk Collective
20 E Main Street
Ashland, OR 97520 Address: 1914 Westerlund Drive
PHONE: (541)488-6002 Medford, OR 97504
FAX: (541)488-5311
Telephone: 610-209-4784
Term of this Grant Agreement: September 19, 2025 -September 18, 2026
Grant funds awarded: $15,000
Event Date: June,July,August Event Name: AFC Summer Series
This Grant Agreement (hereinafter "Agreement") is entered into by and between the City of
Ashland, an Oregon municipal corporation (hereinafter "City") and Ashland Folk Collective
(hereinafter "Grantee").
City and Grantee hereby agree as follows:
1. Nature of the Grant. The purpose of the grant is to promote tourism within the City of Ashland
through event hosting and/or promotion. Grantee applied for and the City granted funds to
Grantee in the joint venture to promote tourism. Subject to the terms and conditions of this
Agreement and in reliance upon Grantee's approved grant application, which is incorporated
herein and attached as `Exhibit A", the City agrees to provide grant funds to Grantee in the
amount specified above
2. Qualified Work. Grantee has represented, and by entering into this Agreement now represents,
that any personnel assigned to the work required under this Agreement are fully qualified to
perform the work to which they will be assigned in a skilled and worker-like manner and, if
required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed
and bonded. Grantee shall also maintain a current City business license.
3. Use of Grant Funds. The City shall provide financial support for the event listed in Exhibit A.
According to the requirements in Subsection 5 and 6, the Grantee shall keep accurate records of
all funds used for the promotion, implementation, and clean-up of the events listed in Exhibit A.
Any funds Grantee did not use towards the promotion, implementation, and clean-up of the
activities related to the event listed in Exhibit A shall be returned to the City. Any expansion in
request for funds shall be submitted in writing to the City.
4. Acknowledgement. Grantee agrees to acknowledge the City as a funding source in all of
Grantee's printed and electronic notices and advertisements relating to the use of these grant
funds (example, "This event is partially funded through the use of Ashland lodging tax
PAGE I OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collective
revenues.").
5. Report Requirements. Grantee agrees to submit a written report to the City within thirty (30)
days at the conclusion of the event, using the post-event report template provided by the City.
6. Unexpended Grant Funds. Any grant funds not expended for the event shall be immediately
returned to the City. Extensions may be granted in exceptional circumstances upon written
request and approval.
7. Financial Records and Inspection. Grantee shall maintain a complete set of books and records
relating to the purpose for which the fee waiver and/or grant funds were awarded. Such records
shall be kept in accordance with Generally Accepted Accounting Principles. Grantee gives the
City and any authorized representative of the City access to and the right to examine all books,
records, papers, or documents relating to the use of the grant funds.
8. Living Wage Requirements. None.
9. Non-Discrimination. Grantee agrees that no person shall, on the grounds of race, color,
religion, creed, sex, marital status, familial status or domestic partnership, national origin, age,
mental or physical disability, sexual orientation, gender identity or source of income, suffer
discrimination in the performance of this Agreement when employed by Grantee. Grantee
further agrees to comply with all applicable requirements of federal and state civil rights and
rehabilitation statutes, rules, and regulations.
10. Termination.
a. Mutual Consent. This Agreement may be terminated at any time by the mutual written
consent of both parties.
b. City's Convenience. This Agreement may be terminated at any time by City upon not
less than thirty (30) days' written notice.
c. For Cause. City may terminate this Agreement, in whole or in part, effective upon
delivery of written notice to Grantee under any of the following conditions:
i. If City funding is not at a level sufficient to allow for the grant;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in
such a way that the grant purposes are no longer allowable or appropriate for
award under this Agreement or are no longer eligible for funding proposed for
payments authorized by this Agreement;
iii. If the Special Event permit for the Event is revoked; or
iv. If the Event is cancelled.
11. Default. If Grantee fails to perform or observe any of the covenants or provisions contained in
this Agreement or fails to expend the grant funds or enter into binding legal agreements to
PAGE 2 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collectiv(
expend the grant funds during the term of this Agreement, the City, by written notice of default
to the Grantee, may terminate this Agreement and may pursue any remedies available to the City
at law or in equity. Such remedies may include, but are not limited to, termination of this
Agreement, the stopping of payment on or return of the grant funds, payment of interest earned
on grant funds or declaration of ineligibility for the receipt of future grant awards.
In the event of termination, City may stop payment or withhold any Grant funds in City's
possession from Grantee and Grantee shall immediately return all unexpended and
unencumbered grant funds. In addition, City shall be entitled to recover any administrative costs,
including attorney fees or collection costs in encumbered as a result of Grantee's failure to return
Grant funds. In the event of termination, if Grant funds are not returned or it is found that Grant
funds were misappropriated, Grantee shall be ineligible and disbarred from receipt of future
grant funds until such matters are finally adjudicated and settled. The rights and remedies of this
section are not exclusive and are in addition to any other rights and remedies available to the
City under law.
GENERAL AND SPECIAL TERMS.
12. Amendments. The terms of this Agreement will not be waived, altered, modified,
supplemented, or amended in any manner except by written instrument signed by the parties.
13.Indemnity. Grantee agrees to defend, indemnify, save, and hold the City, its officers,
employees and agents harmless from any and all losses, claims, actions, costs, expenses,
judgements, subrogation, or other damages of any nature whatsoever resulting from or arising
out of the performance of this Agreement by Grantee (including but not limited to, Grantee's
employees, agents, and others designated by Grantee to perform work or services attendant to
this Agreement). However, Grantee shall not be held responsible for damages caused by
negligence of the City, its officers and employees.
14. Liability Insurance. None required for the purposes of this grant.
15. Workers Compensation Insurance. None required for the purposes of this grant.
16. Assignment. Grantee shall not assign this Agreement nor subcontract any portion of any work
to be performed hereunder without written consent of the City. Any attempted assignment or
subcontract without the written consent of the City shall be null and void.
17. Non-appropriations Clause. Funds Available and Authorized: City has sufficient funds
currently available and authorized for expenditure to finance the costs of this Agreement within
the City's fiscal year budget. Grantee understands and agrees that City's payment of amounts
under this Agreement attributable to work performed after the last day of the current fiscal year
is contingent on City appropriations, or other expenditure authority sufficient to allow City in the
exercise of its reasonable administrative discretion, to continue to make payments under this
Agreement. In the event the City has insufficient appropriations, limitations or other expenditure
authority, City may terminate this Agreement without penalty or liability to City, effective upon
the delivery of written notice to Grantee, with no further liability to Grantee.
18. Special Terms and Conditions. Grantee is required to post Event on the Ashland Chamber of
PAGE 3 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collectiv(
Commerce Community Event Calendar and the Travel Southern Oregon Event Calendar.
19. Governing Law; Jurisdiction; Venue. This Agreement shall be governed by the laws of the
State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of
any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for
Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue
shall be in the federal district court for the district of Oregon. Each party expressly waives any
and all rights to maintain an action under this Agreement in any other venue, and expressly
consents that, upon motion of the other party, any case may be dismissed or its venue
transferred, as appropriate, so as to effectuate this choice of venue.
20.Merger. THIS AGREEMENT CONSTITUTES THE ENTIRE UNDERSTANDING
BETWEEN THE PARTIES. THERE ARE NO UNDERSTANDINGS, AGREEMENTS,
OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED IN THIS
AGREEMENT REGARDING THIS AGREEMENT. GRANTEE, BY THE SIGNATURE
BELOW OF ITS AUTHORIZED REPRESENTATIVE, ACKNOWLEDGES THAT IT
HAS READ THIS AGREEMENT, UNDERSTANDS IT, AND AGREES TO BE BOUND
BY ITS TERMS AND CONDITIONS.
GRANTEE: CITY OF ASHLAND:
ac �ceGi�re Agba t s�
y. Jvaqur7linatuabrt.(Sep 2fhf2fif2;i11.7:i#t3:4f2IiCT7) y.
Printed Name: Printed Name: Sabrina Cotta
Title: Title: City Manager
Date: Date:
PAGE 4 OF 4: GRANT AGREEMENT BETWEEN THE CITY OF ASHLAND AND Ashland Folk Collectiv(
Exhibit A
Oirgainmi .afliioin Ill,,,,.egalll INaurne*: Ashland Folk Collective
III" Ipe of Oirgaumlii .atliioin*
® Non-Profit
Cointact INaurne*: Jacqueline Aubert
Maliilllliiing Address*: 258 A Street Suite 1 PMB 172, Ashland OR, 97520
lf2'Ihoine*: 610-209-4784
lliiiiii nialiilll* s o collective i ®co
1liiii!III,,,,.IIIOl1l1f11l1,,,,1"'III" (selllect allllll that appllly)
lfiii!Vllfiii!II "'III"'III.. 11fiii!"'I II"AIIIIII,,,,,5',
lliiii!veint IlNaurne', *Ashland Folk Collective "in the Park!"
lliiii!vent II)ate(s)* Monday, June 29, 2026
lliiii!vent Ill,,,,.ocatliion(s)*: Lithia Park, Butler Bandshell,Ashland
lliiii!veint II)escrliilptliioin*: The Ashland Folk Collective is entering its 9th year of building community
through music, and our free In the Park concert series has become one of our most celebrated
traditions. Over the last two years, attendance has grown significantly—from 1,500-2,000 people
in 2024 to 2,200-3,000 in 2025 demonstrating the community's enthusiasm and support. What
makes this series unique is our unwavering focus on both community and the arts, ensuring that
each event is more than just a concert—it's a gathering place. Families, visitors, and locals of all
ages come together to share in live music, food, dancing, and connection. By keeping the
concerts free and accessible, we're able to highlight incredible artists while fostering a strong,
inclusive cultural experience for the Rogue Valley and beyond.
lliiii!xlpected °'III" tally Atteindees*: 2,200-3,000
lliiii!xlpected #Out of III"'owin Atteindees*: 775-1,050
Are you Ipartineuriiiing With oveir6iiglht Ilofting (uroourn bllloclk, Iprournotliioins, etc )?*
We are partnered with The Neman Hotel Group and the Ashland Hills Hotel &Suites to host our
bands. Both hotels are sponsors and they are listed on our website, on all of our marketing, & on
our show banners. We estimate that this show will translate into roughly 350-400 overnight stays
in local hotels, BNBs, etc.
II°Illow acre you urnaurlkefl ing the eveint"
Meta Ad: We will target ads North to Eugene, East to Bend &South to Redding. Our goal is
to bring 35% off our attendees from 50 miles+.
Radio Ads: Jefferson Public Radio has been a sponsor since 2020 and does a live read for
every show we host starting 1 month prior to the event. JPR serves a potential audience
of over one million listeners across Southern Oregon and the Shasta Cascade region of
Northern California, thanks to one of the largest networks of transmitters and translators
in public radio!
Print Ads in both the Sneak Preview& Locals Guide.
2 newsletters a month starting 4 months prior to the event to our 1300 subscribers.
Flyers will be put up 6 weeks out in Ashland, Talent, Medford, &Jacksonville.
Shared with all local news stations including: KDRV Newswatch 12-ABC, KTVL-CBS,
KMVU Fox 12, NBC 5, & PBS Southern Oregon
GIIIAN"'III" Ilf llfiii!OVUUllfiii!S"'III
II aura requesting�q ..� iurmg a guraurmt of ......5,000 00......................
The maximum request is $5,000 for events with 300+ attendees and $2,500 for events with less
than 300 attendees. Please be aware that not all applications will receive full funding. Some
applications may receive partial funding, while others may not receive any funding.
III"The total l estiiiurnated cost of urny eveint liis $...............13,450 00..............I*
This is how much you expect to spend on your event, including any grant funds you receive.
III"These funnds wiiillllll be used for fIplllease be slpecliifliic),*
Artist Fees: $3,500.00
Marketing: $750.00
Sound Engineer: $750.00
IFNease attach a copy of your eveint budget
Siginatuire* Jacqueline Aubert
By signing, you acknowledge that the information in this application is true and correct to the best
of your knowledge.
�NO If awarded fuinds, you WAIl ineed to sligin a coinfiract With the Gity of Ashllaind
0 Receive an email copy of this form.
Eirnail addires&:: Ash landfol kcollective0cimail.com
This field is not part of the form submission.
Ourgainmi .afliioin III,,,,.egalll INaurne*: Ashland Folk Collective
III'ylpe of Ourgaumlii .atliioin*
® Non-Profit
Cointact INaurne*: Jacqueline Aubert
Maliilllliiing Address*: 258 A Street Suite 1 PMB 172, Ashland OR, 97520
12Ilhmo urine*: 610-209-4784
Ifiiilurnaliilll* s o collective i .co
lliiii!III IIOIIIIIf1Il1,,,,.III"'III" (selllect aIIIIII that apply)
g
Ilfiii!Vllfiii!II'�"'III" III..�llfiii!"'III'AIIIIII,,,,,5',
Iliiiilvent INaurne', * MarchFourth presented by the Ashland Folk Collective "in the Park!
Iliiii!veint I11)ate(s)* Monday, July 13th, 2026
Iliiii!veint III,,,,.ocatliion(s)*: Lithia Park, Butler Bandshell,Ashland
Iliiiilvent I11)escrliilp hour*: The Ashland Folk Collective's free In the Park concert series returns in
2026 with a special performance by MarchFourth,the internationally renowned brass band
known for their high-energy mix of funk, rock, and spectacle. Now entering its 9th year,
this series has become one of Ashland's most celebrated traditions,with attendance
growing steadily from 1,500-2,000 people in 2024 to 2,200-3,000 in 2025. Families, visitors,
and locals of all ages gather at the Lithia Park Bandshell to enjoy live music,food trucks,
dancing, and community connection. By keeping the concerts free and accessible,the
Ashland Folk Collective highlights incredible artists like MarchFourth while fostering a
strong, inclusive cultural experience for the Rogue Valley and beyond.
Iliiii!xlpected °'III"otalll #Atteindees*: 2,800-3,200
Iliiii!xlpected #Out of °III"owin Atteindees*: 980-1,120
Are you Ilpaurtineuriiiing wiiitllhm oveururmliigllhmt Ilofting (uroourn blllocllk, Iprournotliioins, etc )?*
We are partnered with The Neman Hotel Group and the Ashland Hills Hotel &Suites to host our
bands. Both hotels are sponsors and they are listed on our website, on all of our marketing, & on
our show banners. We estimate that this show will translate into roughly 450 overnight
stays in local hotels, BNBs, etc.
II°Illow acre you urnaurllkefl ing the eveint"
Meta Ad: We will target ads North to Eugene, East to Bend & South to Redding. Our
goal is to bring 35% off our attendees from 50 miles+. Stories, Posts, & Reels send out
2x week during the season promoting the event.
Radio:
Jefferson Public Radio has been a sponsor since 2020 and does a live read for every
show we host starting 1 month prior to the event.
KSKQ Radio: 1 Live interview promoting the event!
Print Ads in both the Sneak Preview & Locals Guide.
Newsletters 2x/month starting 4 months prior to the event to our 1300 subscribers.
Flyers will be put up 6 weeks out in Ashland, Talent, Medford, &Jacksonville.
Television: Press Release announced to KDRV Newswatch 12- ABC, KTVL- CBS,
KMVU Fox 12, NBC 5, & PBS Southern Oregon
GIIRAIN"'III" IlRllf..:.QUUUllfiii!S"'III
II aura urc ucst'ii
�q ..� iurmg a guraurmt of ......5,000 00......................
The maximum request is $5,000 for events with 300+ attendees and $2,500 for events with less
than 300 attendees. Please be aware that not all applications will receive full funding. Some
applications may receive partial funding, while others may not receive any funding.
III"The totalll estiiiunated cost of my event iiis $...............1 ,250 00..............I*
This is how much you expect to spend on your event, including any grant funds you receive.
III"These funnds wiiillllll be used for fIplllease be slpecliifliic),*
Artist Fees: $4,250.00
Marketing: $750.00
IFNease attach a copy of your eveint budget
Siginatuire* Jacqueline Aubert
By signing, you acknowledge that the information in this application is true and correct to the best
of your knowledge.
�NO If awarded fuinds, you WAIl ineed to sligin a coinfiract With the Gity of Ashllaind
0 Receive an email copy of this form.
Eirnail addires&:: Ashiandfolkcollective@g,maii.com
This field is not part of the form submission.