HomeMy WebLinkAbout91-1218 IL Arts Council RESOLUTION
AUTHORIZING EXECUTION OF A BUILDING BY DESIGN APPLICATION
TO THE ILLINOIS ARTS COUNCIL
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that George VanDeVoorde, Mayor, be and is hereby
authorized and directed to execute a Building by Design
Application on behalf of the City of Elgin for submission to
the Illinois Arts Council for a needs assessment grant to
determine the scope and uses for a cultural facility, a copy
of which is attached hereto and made a part hereof by
reference .
s/ Robert Gilliam
Robert Gilliam, Mayor Pro Tem
Presented: December 18, 1991
Adopted: December 18, 1991
Omnibus Vote: Yeas 6 Nays 0
Recorded:
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
•
•
BUILDING BY DESIGN APPLICATION '92
Please read the accompanying guidelines before completing this application.APPLICATIONS MUST BE TYPED;HAND-
WRITTEN APPLICATIONS WILL NOT BE REVIEWED.If assistance is needed in completing this application,contact the
• IAC staff.
TO BE ELIGIBLE:
1.Application must be received or postmarked by the deadline.
2.The correct number of copies must be submitted.
3.There must be an original signature by an authorizing official on the Statement of Assurances.
4.Proof of not-for-profit status in the State of Illinois must be attached.
®Check here if applicant organization is applying to the IAC for the first time.
SUBMIT TO:Grants Office
Illinois Arts Council
State of Illinois Center
100 West Randolph Street,Suite 10-500
Chicago,IL 60601
PROOF OF NOT-FOR-PROFIT STATUS:
Attach one of the following.Please specify which you have enclosed.
0 A copy of your current Annual Report to the Secretary of State.
t A letter from the appropriate city,village or county executive stating that applicant is an official agency or branch of local
government,or a copy of enabling legislation.
0 A letter from an authorized official of your school or school district stating that applicant is a publicly-constituted school or
school district,or a part of a publicly-constituted school system or a legitimate affiliate of that school,district,or system.
Year Founded 1968 Year Incorporated 1991
City of Elgin - Cultural Arts Commission
Name of Applicant Organization(please use your organization's legal name)
150 Dexter Court
Address of Applicant
Elgin, IL 60120 ( 708)931-5597
City,State,Zipcode Daytime Telephone
George Van De Voorde Mayor
Official to whom notification should be sent Title
Deborah Nier, Asst. to the City Manager ( 708)931-5597
Person to contact for more information on this proposal Daytime Telephone
Address(if different than above)
City,State,Zipcode
DO NOT LEAVE THIS SECTION BLANK.
Based on the address indicated for applicant,enter ONE district number for each of the following governmental branches.If you
do not know your legislative districts,contact your County Board of Elections or the League of Women Voters in your area.
Illinois County of Applicant Ka ne
Illinois House# 66 Illinois Senate# 33 US.Congressional District# 14
SUMMARY OF PROJECT BUDGET
A.Total Anticipated Cash Expenses C. Total In-Kind Contributions
(same as#7 on project budget detail) $ 1_7,100 (same as#8) $ 6,911
B. Total Anticipated Cash Income D.GRANT AMOUNT REQUESTED
(same as#21) $ 5,100 FROM IAC(same as#20) $ 12,000
Estimated number of individuals to benefit from this project 77,000
(See defutiton on page 9.)
Estimated number of artists providing services specifically identified with this project 100
(See definition on page 9.) •
SUMMARY OF TOTAL PUBLIC ARTS PROGRAMMING BUDGETS(Only use cash totals on page 18.)
Total Operating Expenses Total Operating Income
A.Last Fiscal Year $ 164,300 $- 181,695
a B.Present Fisr'alYear $ 229,500 $ 252,635
lat C.Next Fiscal Year $ 221,000 $ 270,700
Are your Financial Statements audited? Yes i No❑ 190,000 (1990)
Estimated number of individuals benefiting from applicant's total public arts programming efforts: 11
BUILDING BY DESIGN CATEGORY UNDER WHICH SUPPORT IS REQUESTED:
Complete narrative in the space below
1. Give a brief history of applicant organization's purpose and goals. Information should relate primarily to arts activi-
ties. Local and regional government or planning agencies should indicate relationship to or support of arts
organizations.
In response to the growing trend for people to seek quality forms of entertainment and a growing
attention to the arts the Elgin City Council, in November, 1991, passed an ordinance creating the
Cultural Arts Commission. The functions of the Cultural Arts Commission include: a) make recommen-
dations to the City Council for the provision of an environment in which the cultural arts will
flourish with in the City, b) foster educational opportunities and enhance the quality of life for
all the residents by making recommendations to develop arts and cultural programs, c) enhance the
economic base of the City by promoting opportunities to combine arts and economic development, and
d) support and foster strong bonds between and among all arts organizations. The Commission will
coordinate it's activities with programs carried out by the Parks and Recreation Department, both
instructional and performance. The Commission will also seek to determine the adequacy of existing
public facilities in meeting programming demands. The primary facility is the Hemmens Auditorium.
With 1,200 seats, the Hemmens is extensively used with bookings through 1994. Each year, scores of
groups are turned away. The Hemmens staff has had to regretfully encourage some groups to seek
other facilities to accommodate their performances.
2.a. Briefly describe the project for which applicant is requesting funding.
The project for which the Elgin Cultural Arts Commission is seeking funds would include (1)
an assessment of arts programming in the community and analysis of arts users and (2) an
analysis of existing facilities and their ability to accommodate those programs. The Hemmens
Auditorium is currently the primary facility for arts programs in Elgin. Attracting bookings
of local, regional and international performances, the facility is currently booked through
1994. However, the demand for performance and exhibition space has not been satisfied.
The study being proposed would seek to identify the current and potential demand placed on
the community for such facilities. The product would be recommendations which would address
(1) how best to utilize existing facilities to accommodate art programming in a quality man-
ner and (2) the need for expansion of existing facilities or new facilities to meet the re-
quirements of art programs and users.
2.b. Please indicate the Building by Design category chosen and explain why it is appropriate for the
ro'ect's phase
of development.
project's
❑ Initial Planning l Needs Assessment ❑ Feasibility 0 Design
The newly appointed members of the City of Elgin Cultural Arts Commission began their assign-
ment by reviewing their responsibilities set by the enabling ordinance and identifying activi-
ties to accomplish those ends.
The logical first step, the membership agreed, would be to assess the "state of the arts" in
the community. This would entail an analysis of current art programs - instructional and
performing - and the adequacy of existing facilities to showcase them. This assessment would
identify what programs currently exist, determine user interest and demand and evaluate the
condition of existing facilities. This information would lay a strong foundation for plan-
ning and programs and evaluating facility needs.
The project also responds to recommendations of the Center City Master Plan. Produced by
Sasaki Associates the Plan provides strategy for redevelopment of Elgin's Center City and
includes recommendations to strengthen the community's cultural environment:
Expand the existing civic and cultural basis which serves as one of the Center
City's key strengths.
Expand the functions and programs of the Civic/Cultural District to focus on the
following potential items: a small theater, exhibit facilities, arts related pro- C
grams and facilities
• 3. Name your proposed consultant/designer(s)and describe the services you are requesting.
•
• Under the project being proposed, a consultant will be asked to assess the community's art
• programs, identify users' needs and adequacy of existing facilities which are used for arts pro-
, grams. The study should focus not only on the needs generated by local arts programming, but
identify the community's niche in addressing cultural demands on a regional basis. The consul-
• tant will be asked to include in the planning process: a) evaluation of existing arts programs
• in the community, including instructional programs and art presentations and performances, b)
• evaluation of users' needs and current arts programs including level of demand measured by such
• criteria as enrollments and ticket sales. Data should also be gathered on the sources of audi-
ences and users to determine demand from outside the community, c) assessment of existing facil-
ities which accommodate arts programs. Particular attention should be placed on the ability of
existing facilities to meet space demands from user groups, d) analysis of potential user
• groups for facilities, with special focus on attracting users with regional audience, and e)
recommendations regarding (1) art program ming responsive to audience and user needs and (2)
facilities appropriate to meeting this demand.
The Commission will send out Requests for Proposals to at least three consultants to "bid" on
• the project. The Commission will review proposals submitted, interview consultants and recom-
• • mend an award to the Elgin City Council.
ti
II 4. Describe the community that will be served by the proposed project and how diverse members of this
community will be involved in your planning process.
Vi.iElgin is a growing, vibrant city. It has a population of 77,010 according to the 1990 census. That
figure represents an overall population increase of 21% from 63,668 in 1990. Projections place the
,,,,:,, iii. population at 85,731 by 1995 and 94,833 by the year 2000.o The
population
is a divers Asians co one
with
blacks and Hispanics representing 7.3. and 18 9 P population,
ised
3.5% of the population. These figures represent increassfrom
of thet evioupopulationcensus
n uy age sand pointtto
ever-increasing cultural diversity of the citizenry. A profile
largest age group to be t16se g;tofnty theyears populatidonnder comprising 32.9%Data from the 1990 of the censusp�s puprovion.ded asrAttach5
�I , years and over represent
� merit D.
What this implies in terms of arts programming is a need for a wide variety of programs to
1.t address the specific interest of different age groups .and ethnic groups. Programs must be
1tit
I;1 designed which reflect the interests and abilities of persons of all ages. It will also re-
. 1.tt . .
quire consideration of special incentives to attract audiences such as reduced fees for senior
�l� y
� citizens and children.P
liilut The ethnic diversity of the community is a distinct advantage for arts programming. Arts pro-
grams will be considered so to attract users and audiences from those ethnic groups. But more
importantly, it will provide an opportunity to educate the general populace of the rich and
colorful heritage of different cultures. Input from these groups will be sought as part of the
planning process. Representatives of different potential users and audience, including ethnic
groups and senior citizens, will be asked to participate in the process by means of interviews,
surveys, workshops, etc. and year.Attach
5. List any previous Building by Design grants to your organization including category,amount,
two copies of any documents produced with these funds.
The City of Elgin has not previously submitted or received a Building By Design grant.
Ull
•
' PROJECT BUDGET DETAIL
Project budget should indicate only expenses and income related to the project for which funds are requested.For
each line item detail how figures were derived.Example:for Personnel-Administrative:"Executive Director,J.Brown
@$600 x 5 months(3 time)."If more space is needed,attach separate page(s).Expenses of this project which will
be covered by applicant's general operating funds should be listed in the Cash column.Round figures to the nearest
dollar:All in-kind contributions must be supported with written documentation.This documentation may be
requested for examination by a field evaluator or IAC staff.
Anticipated Expenses Cash In-Kind
1. Personnel—Administrative
$ $
$ $
Total Personnel—Administrative $ $
2. Outside Fees and Services
$ $
$ $
i $ $
Total Outside Fees and Services $ $
3. Space Rental
$ $
C $ $
Ibtal Space Rental $ $
4. Travel
$ $
$ $
$ $
$ $
Total Travel $ $
5. Marketing
$ $
$ $
$ $
$ $
14 Total Marketing $ $
Cash In-Kind
6. Other Expenses,Be Specific
Printing Survey in Elgin Spirit - 33,000 households $ $ 500
Printing Survey (Special interest groups-minorities, $ $ 300
seniors, etc.) (Arts groups) - Project information flyers
Meeting Expenses - Workshops $ $ 500
Postage $ $ 500
Misc. Supplies - display boards, photographic
supplies 200
Total Other Expenses $ $ 2,000
7. TOTAL ANTICIPATED CASH EXPENSES(1-6) $ 17,100
8. TOTAL ANTICIPATED IN-KIND CONTRIBUTIONS(1-6) $ 6,911
15
Anticipated Income (Reflect only
CASH income)
9. Admissions/Earned Income
A. Subscriptions
$ 0
B. Single Ticket Sales
$ 0
C.Memberships
$ 0
D.Other
$ 0
Total Admissions(add A D) $ 0
10. Contracted Services Revenue
$ 0
$ 0
$ 0
Total Contracted Services Revenue $ 0
11. Other Revenue from Operations
$ 0
$ 0
$ n
Total Other Revenue from Operations $ 0
Check if If not confirmed,
support is indicate below
confirmed date status will
12. Corporate Support for Operations(please specify source) be known
$ ( )
$ ( )
$ ( )
$ ( )
$ ( )
16 Total Corporate Support $ 0 C
Check if If not confirmed,
• support is indicate below
confirmed date status will
13. Foundation Support for Operations(please specify source) be known
$ 0 ( )
$ 0 ( )
Total Corporate Support $ 0
14. Other Private Support for Operations(please specify source)
$ 0 ( )
$ n ( )
Total Other Private Support $ 0
15. Government Support for Operations—Federal(please specify source)
$ 0 ( )
$ 0 ( )
Total Government Support-Federal $ 0
16. Government Support—State/Regional(please specify source)Do not include this application. Do include other
Council applications.
$ 0 ( )
$ 0 ( )
$ 0 ( )
Total Government Support—State/Regional $ 0
17. Government Support for Operations—Local(please specify source)
$ 5,100 ( )
$ ( )
Total Government Support—Local $ 5,100
Total Government Support—(Add 15-17) $ 5,100
18. Anticipated Income(add 9-17) $ 5,100
19. Anticipated Applicant Cash
(see definition#19 on page 9) $ 5,100
20. GRANT REQUESTED FROM IAC(this application) $ 12,000
21. TOTAL ANTICIPATED OPERATING CASH INCOME
(add 18-20;should equal 1-6 on page 15) $ 17,100
17
•
• SUMMARY OF TOTAL ARTS PROGRAMMING BUDGET EXPENSES AND INCOME *
This summary should reflect the applicant's total public arts programming activities.The breakdown of fiscal years
should adhere to the applicant's accounting system.Use actual figures for last fiscal year(do not include depreciation);
use budgeted or projected figures for present and next fiscal years.Indicate cash income only. Please explain on a
separate page any large increases or decreases between fiscal years.
Fiscal Year(FY)Ends Last Present Next
on December 31 PFiis�cal year Fiscal Year i990 FY 91 cal Year 1992
Month/Day
FY
EXPENSES
a.Personnel-Administrative $ 22,500 $ 27,500 $ 35,000
b.Personnel-Artistic 5,000 8,000 8,000
c.Personnel-Technical/Production 8,700 15,000 15,000
d.Outside Fees and Services-Artistic 115,100 142,000 123,000
e.Outside Fees and Services-Other 6,000 12,000 15,000
f.Space Rental (See In Kind) - -
g.Travel - - -
h.Marketing 7,000 25,000 25,000
i.Remaining Operating Expenses - -
*TOTAL OPERATING EXPENSES(a-i) 164,300 229,500 221,000
j.Capital Expenditures _ _ -
1.TOTAL CASH EXPENSES(aj) $ 164,300 $ 229,500 $ 221,000
4644.40. " m TOTAL IN-KIND CONTRIBUTIONS (Rent) $ 17,395 $ 23,13 5 $ 24,500
CASH EXPENSES PLUS IN-KIND CONTRIBUTIONS $ 181 ,695 $ 252,635 $ 245,50n
INCOME
n.Admissions/Subscriptions/Memberships $ 139,600 $ 216,000 $ 243,700
o.Contracted Services Revenue 8,000 14,000 15,000
p.Other Revenue from Operations - - -
q.Corporate Support for Operations - - -
r.Foundation Support for Operations - - -
s.Other Private Support for Operations •- - -
t Government Support-Federal for Operations - - -
u.Government Support-State Regional(include IAC grants - -
--- except this application) -
v Government support-Local for Operations 34,095 22,635 _
w Applicant Cash for Operations - - -
x Grant Amount Requested from IAC(this application only) - 12,000
**TOTALOPERATINGCASHINCOME(n-x) $ 181 ,695 $ 252,635 $ 270,700 I
y.Revenue for Capital or Endowment Funds(from all sources) $ - - $ - $ - I
TOTAL CASHINCOME(n-y) $ 181 ,695 $ 252,635 $ 270,70n
lg * Hemmens Auditorium Budget O
•
• STATEMENT OF ASSURANCES
•
• The applicant HEREBY AGREES THAT:
•
1.The activities and services for which assistance is sought will be administered by or under the supervision of the applicant.
2.Any funds received under this grant shall not be used to supplant funds normally budgeted for services of the same type.
• 3.It will comply with Title VI of the Civil Rights Act of 1964(42 U.S.C.200d)to the end that,in accordance with Title VI of the
Act no person in the United States shall,on the grounds of race,color,religion,or national origin,be excluded from participa-
' tion in,be denied benefits of,or be otherwise subjected to discrimination under any program or activity including
employment for which the Applicant received Federal and/or State financial assistance from the Illinois Arts Council;
AND FURTHER AGREES THAT it will comply with Title VII of the Civil Rights Act of 1964(42 U.S.C.200e)as amended
by the Equal Employment Opportunities Act of 1972(Public Law 92-261)and the Constitution of the State of Illinois(article 1
section 17-19)to the end that no person shall on the grounds of race,color,religion,national origin,sex,or solely handicap
unrelated to the job be denied equal opportunity in the hiring process,or be otherwise subjected to discrimination in employ-
ment or promotion practices for any position supported in whole or in part by Federal and/or State financial assistance from
the Illinois Arts Council;
and FURTHER AGREES THAT it will comply with Section 504 of the Rehabilitation Act of 1973(29 U S.C.706)as amended
to the end that no otherwise qualified person in the United States,solely by reason of handicap,be excluded from participation
in,be denied benefits of,or be subjected to discrimination under any program or activity for which the applicant received Fed-
eral and/or State financial assistance from the Illinois Arts Council;
and FURTHER AGREES THAT it will comply with Title IX of the Education Amendments of 1972(20 U.S.C.1681)as
amended to the end that no person in the United States shall,on the basis of sex,be excluded from participation in,be denied
the benefits of,or be subjected to discrimination under any education program or activity receiving Federal and/or State finan-
cial assistance from the Illinois Arts Council.
• 4.The figures,facts,and representations in this application,including all exhibits and attachments,are true and correct to the
'!I I"I'! '' best of its knowledge and belief.
• 5.The filing of this application has been authorized by the governing board of the applicant.
• 6.It will expend funds received as a result of this application solely on the described projects and programs,and will separately
provide funds for the maintenance of the organization.
THE ASSURANCE is given in consideration of obtaining Illinois Arts Council grants,contracts or other financial assistance
extended after the date hereof,including payments after such date regarding assistance committed before such date.Applicant
agrees that such assistance will be extended in reliance on the Assurance,and that the government agencies operating pursuant
to Acts cited above shall have the right to seek judicial enforcement of this Assurance.This Assurance is binding on the
Applicant,its successors,transferees and assignees.The person or persons whose signature appears below is authorized to sign
►►►►�►u this Assurance on behalf of the Applicant.
Signature of orizing Official(Chairmanof Board,Fiscal Agent or equivalent authorized official)
• George VanDeVoorde Mayor
Typorikameandtitle
Date• � /9, /99
xtiCtio
• Signature of person completing this application
• Deborah Nier. Assistant to the City Manager
Type name and title
December 6, 1991
Date
•
• "This agency is requesting disclosure of information that is nececcary to accomplish the statutory purpose as outlined under Chap.127,214,14.4.
Disclosure of this information is voluntary;however,failure to comply may result in this form not being processed.This form has been approved
• by the State Forms Management Center."
19
. .
APPLICATION MATERIALS CHART
Initial Needs Feasibility Design
Planning Assessment
grant original original original original
application +19 copies +19 copies +19 copies +copies
proof of not-for-profit status 1 copy 1 copy 1 copy 1 copy
financial statement for last completed year 1 copy 1 copy 1 copy 1 copy
(audited if available)
workplan&timetable 2 copies 2 copies 2 copies 2 copies
facility planning committee list 2 copies 2 copies 2 copies 2 copies
organization board list 2 copies 2 copies 2 copies 2 copies
proposals from consultant/designer(s) 2 copies 2 copies 2 copies 2 copies
materials showing cplalifications of 2 copies 2 copies 2 copies 2 copies
consultant designer(s)
recent programs or reviews 2 copies 2 copies 2 copies 2 copies
reports funded by previous
Building by Design grant 2 copies 2 copies 2 copies 2 copies
photos&map of present or 2 copies 2 copies 2 copies
proposed site (if applicable)
letters of support from community leaders 2 copies
description of programming needs 2 copies
prior marketing surveys 2 copies
long range plans 2 copies 2 copies 2 copies
documented needs assessment 2 copies
preliminary survey of available sites 2 copies
feasibility study 2 copies
capital campaign plans 2 copies
,
preschematic drawings 2 copies
copy of title or copy of 2 copies
lease and letter of consent from owner p
Li