02-320 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