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Home My WebLink About02-320 Resolution No. 02-320 RESOLUTION ADOPTING POLICIES AND PROCEDURES FOR THE ELGIN CULTURAL ART COMMISSION GRANT PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby adopts the Elgin Cultural Art Commission Grant Policies and Procedures dated September 20 , 2002 as the guidelines and procedures for the administration of the Elgin Cultural Arts Commission Grant Program, a copy of which is attached. s/ Ed Schock Ed Schock, Mayor Presented: September 25 , 2002 Adopted: September 25, 2002 Omnibus Vote : Yeas : 6 Nays : 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk ELGIN CULTURAL ART COMMISSION GRANT POLICIES AND PROCEDURES September 20, 2002 CONTACT ��;� Elgin Cultural Arts Commission City of Elgin, 150 Dexter Ct., Elgin, IL 60120 Phone: 847-931-5945 Fax: 847-931-5610 ELIGIBLE 1. Applicants must be an Illinois registered not-for-profit organization, institution, association, or must provide a copy of letters from the Illinois Secretary of State indicating that the status rulings are pending. 2. Applicants must be an Elgin-based organization, institution, or association. NOT ELIGIBLE Funding will not be given for: 1. Permanent additions or improvements to property 2. Construction 3. Purchasing permanent equipment or capital expenditures 4. An existing deficit from a previous year or a previous project 5. Hobbies or recreational projects 6. Projects with no public or community arts service 7. Any project for a church or any sectarian purpose. ECAC grant moneys will not fund: scholarships, educational programs in any school which are required for graduation or are a part of a school's required curriculum, endowment or debt reduction campaigns, political or lobbying activities, capital improvements, fund raising campaigns, or on-going organizational operating expenses. CRITERIA 1. Projects must take place in the City of Elgin. 2. Only one grant per project and one grant per calendar year per organization can be funded. A complete and separate budget must be submitted for each project. 3. An organization can act only once per year as a fiscal agent. 4. An organization cannot act as a fiscal agent for another organization that has a 501 c (3) status. 5. All events must be open to the general public. 6. Applications will only be accepted on an original Grant Application Form which will be provided upon request. 7. Incomplete applications will not be considered. Review requirements for narrative and attachments very carefully. 8. Funded projects and expenditures of monies must occur between January 1, 2003 and December 31, 2003. 9. ECAC will fund no more than 50% of a proposed project, and no more than 30% of an organization's total annual budget. 10. Grantees must acknowledge the City of Elgin and Elgin Cultural Arts Commission in all promotional materials, publicity and informational materials used. The ECAC logo must be used on all appropriate promotional materials for the funded project. 11. Grantees must notify the ECAC of upcoming presentations 30 days prior to the event. 12. Grantees must demonstrate to the ECAC the right to present, show, or display a given work of art. 13. Grantees must submit a final report to the ECAC within 90 Days, (three months), of completion of project. Report will assess success of failure of project or area funded; discuss scope of project, attendance, marketing efforts, artistic growth or lack thereof; provide accurate expense/income detail, etc. Failure to submit timely reports will jeopardize future funding. 14. Funding provided by the ECAC does not constitute a guarantee of future funding. FUNDING REQUESTS: Applicants may request funding assistance in an amount no greater than ten percent(10%) of the total funds available for the grant program. For the budget year 2003, the maximum request which can be made is $13,000.00. Please be advised that grant awards will be contingent on the actual budget available once the FY 2003 Municipal Budget is approved. APPLICATION SUBMISSION SCHEDULE Applications will be reviewed and grant award decisions will be made twice a year. The application deadlines for 2003 is: 5:00 p.m. Monday, October 28, 2002 Applications shall be submitted to: Deborah Nier, Management Assistant, 150 Dexter Court, Elgin, IL 60120 Applications will not be accepted for projects which are in progress. The review and approval process normally takes 60-90 days from the submission deadline. Questions shall be directed to: Deborah K. Nier, Management Assistant, City of Elgin 847-931-5945 GRANT AGREEMENT: All applicants who are approved for funding under this program shall enter into a grant agreement with the City of Elgin. The grant agreement shall be signed and returned to the City of Elgin no later than thirty (30) days after receipt of the document. Failure to return the grant agreement within that time period will result in loss of the grant award. OF IN. �Y / Agenda Item No. "� City of Elgin �I IL i7 IIr E - : 11 September 6, 2002 G N TO: Mayor and Members of the City Council ECONOMIC GROWfH FROM: Olufemi Folarin, Interim City Manager SUBJECT: Recommendation from Cultural Arts Commission Establishing Guidelines and Procedures for Elgin Cultural Arts Commission Grant Program PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider establishing guidelines and procedures for the Elgin Cultural Arts Commission Grant Program. BACKGROUND Several years ago, the Cultural Arts Commission established guidelines and implemented a grant program which would provide partial funding to Elgin-based not-for-profit organizations for specific arts programming in the community. The funding source for this program has been that part of the Cultural Arts Commission, budget funded from riverboat proceeds . The Commissions current budget from this source is $135, 000 . In the past, no specific amount was set aside for the grant program. The amount made available for each granting period was determined by requests which are received. For almost eight years, the grant program has been administered by the commission with funding recommendations submitted to the City Council for action. Over the years, the program has grown significantly in the number of organizations seeking funding assistance and the amount of dollars being requested. Recently, the Cultural Arts Commission took action to make a significant change to the guidelines which governed the Elgin Cultural Arts Commission Grant Program. rft. The change, approved by the commission with a 4-3 vote (two members being absent) , would establish a cap on the size of grant funding requests made by applicants . CAC Grant Funding Program Requests September 6, 2002 Page 2 The purpose of the cap is to control the size of the funding requests made and to manage the commission' s budget in order to pursue activities beyond the existing grant programs . The commission recommends that a cap be placed which would allow an applicant to request no more than 10 percent (10%) of the total funds made available for the grant program. Previously, no limits had been placed on the amount of funds that an applicant organization could request . For 2003 a specific amount would be identified as funds available for the grant program. With this action taken by the commission, it came to the attention of staff that the Cultural Arts Commission has no express authority to create or amend grant program guidelines, and that the establish mentor amendment of such guidelines must be considered and acted upon by the City Council . With this understanding, the attached guidelines are submitted to the City Council for consideration with the recommendation from the Cultural Arts Commission that these guidelines be approved. It must be pointed out that the guidelines provided do not include the provision for the cap on funding requests which is being recommended. The commission voted to recommend that a cap be placed on funding requests at its May meeting (4 in favor, 3 opposed, 2 absent) . In response to ongoing concerns raised about the cap, the matter was discussed again at the Commission' s August meeting. The question was put to a vote with 4 members voting in favor of the cap and 2 opposed. It was further agreed among those present that the issue would not be raised until next year' s granting period. Three commissioners were absent. The guidelines apply only to organizations seeking funds through the grant program. The commission would still have the ability to respond to special funding requests . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . CAC Grant Funding Program Requests September 6, 2002 Page 3 /'l, „ FINANCIAL IMPACT /�'/'�.-'The Elgin Cultural Arts Commission Grant Program is funded out of the Cultural Arts Commission budget funded by riverboat proceeds (account 275-0000-791 .80-10) . Actual grants awarded will be dependent upon the Fiscal Year 2003 allocation. The Cultural Arts Commission has two funding sources from the Municipal Budget : General Fund (FY02-$65, 000) and Riverboat (FY02-$135, 000) . EGAL IMPACT None . ALTERNATIVES 1 . Approve the recommended Elgin Cultural Arts Commission Grant Program guidelines as presented for the 2003 granting year, with the provision for a cap on grant requests. 2 . Modify the recommended guidelines. 3 . Reject the recommendation as presented. RECOMMENDATION The Cultural Arts Commission recommends that guidelines for the Elgin Cultural Arts Commission Grant Program be approved and that those guidelines include the establishment of a cap on funding requests to not exceed ten percent (10%) of the total amount of dollars available for the program. Respectfully submitted, Olufemi F in Inter y Manager DKN:od Attachments