HomeMy WebLinkAbout01.20.16 BAC PacketBoulder Arts Commission Agenda
January 20, 2016, 6:00 p.m.
Canyon Meeting Room, Boulder Public Library
CALL TO ORDER
Approval of Agenda
REVIEW OF MINUTES
December 16, 2015
PUBLIC COMMENT AND COMMISSIONER RESPONSE
GRANT PROGRAM ACTION ITEMS
GRANT FINAL REPORTS
BCAA: NoBo Art District, FY15 Major Grant, PLACE: Placemaking by Art and Community Engagement
Boulder Philharmonic Orchestra, FY15 Major Grant, Masterworks Opening Concert
Boulder Museum of Contemporary Art, FY14 R2 Arts in Education Grant, Art Stop on the Go
Ana Maria Hernando, FY15 R2 Spark Grant, The Salka Poetry Project Podcast
David Leserman, FY15 R2 Spark Grant, Sans Souci Festival of Dance Cinema 2015
Motus Theater, FY15 Major Grant, SALSA
Viki Psihoyos, FY15 R2 Spark Grant, Dance for Parkinson’s
MATTERS FROM COMMISSION MEMBERS
MATTERS FROM STAFF
FOR DISCUSSION: Manager’s Update
FOR DISCUSSION: Workshop on Operational Grants Jury
FOR DISCUSSION: Draft Innovation Grant Application
ADJOURNMENT
Boulder Arts Commission -1 January 20, 2016
CITY OF BOULDER
DRAFT BOULDER ARTS COMMISSION MEETING MINUTES
Date of Meeting Wednesday, December 16, 2015, at the Main Library
Contact Information Preparing Summary Greg Ravenwood, 303---441---4397
Commission Members Present Richard Turbiak, Linda Haertling, Ann Moss, Felicia Furman
Library Staff Present
Matt Chasansky, Office of Arts and Culture Manager
Greg Ravenwood, BAC Cultural Grants Coordinator
Mary Fowler, Creative Sector Initiatives Coordinator
Suzi Lane, Library Administrative Assistant
Public Present Chris Seelie, Scott Johnson
Type of Meeting Regular
Call to Order The meeting was called to order at 6:02 p.m.
Review of Minutes
Haertling motioned to approve the November 18, 2015, meeting minutes; Moss seconded and the minutes were
approved unanimously.
Public Participation
None.
Grant Program Action Items
Grant Budget Reports
The final reports for Boulder County Arts Alliance (fiscal sponsor of Jaipur Literature Festival) FY15 Open Grant, Jaipur Literature
Festival at Boulder; Monica Dionsyiou, FY15 R2 Spark Grant, Paper Glass; Clay Hawkley, FY15 R1 Spark Grant, Hitch Gallery; Scot
Johnson, FY15 R3 Spark Grant, World Singing Day Boulder; Tamara Meneghini-Stalker, FY15 R3 Spark Grant, How I Learned to
Drive by Paula Vogel; Chrissy Nelson, FY15 R3 Spark Grant, Summer & Fall Fieldwork 2015; 3rd Law Dance Concert, FY15 Major
Grant, Fall 2015 Dance Concert, were reviewed in advance of the meeting.
Furman requested that images of the Hitch Gallery project be added to its digital report. Ravenwood offered to access photos
from the project website and add them to the report. Haertling motioned to approve all of the reports; Furman seconded and
the reports were approved.
Matters from Commission Members
Turbiak introduced discussion on the BAC’s letter regarding the Scientific Cultural Facilities District tax reauthorization. Turbiak
noted revisions to the letter since the November BAC meeting, including the attachment of a suggested draft of a resolution
supporting the reauthorization. Moss motioned to approve the letter with the resolution attached; Furman seconded and the
motion passed unanimously.
Turbiak introduced discussion on the goals letter to City Council from the Arts Commission and noted revisions to the letter
since the November BAC meeting. Haertling motioned to approve the letter and Furman seconded; the motion passed
unanimously.
Matters from Staff
Chasansky reviewed topics on the Community Cultural Plan’s implementation and ways the commissioners could provide
information to the public about the CCP and its various elements as well as the next steps being taken to roll them out. He
noted the public art coordinator position had been posted and would close to applicants on the coming Monday, December 21.
Moss requested a summary sheet be provided to the commissioners that detailed the grants program and its offerings.
Chasansky noted the grants workshop had taken place in the library’s Canyon Theater on December 7 with Turbiak and Furman
leading discussion with about 70 potential grant applicants who were in attendance.
Boulder Arts Commission -2 January 20, 2016
Fowler introduced discussion on the grant categories as they were being constructed to offer to the public. She spoke first on
the Community Project Grant, reviewing its eligibility requirements, schedule of deadline and review, and other details. She
then reviewed similar details on the Arts Education grant category. Moss inquired about lifelong learning options for the grant,
rather than focusing solely on children in school systems. The commissioners discussed the pros and cons of the Arts Education
being offered to children or a broader spectrum of students. Turbiak noted that the newly appointed commissioner for 2016
would not be able to review the project grants due to the timing of the process. Chasansky took notes on the changes and
issues raised and agreed to work them into the grant categories.
Chasansky introduced discussion of the arts commission roles and responsibilities and also the potential to alternate meeting
locations in anticipated 2016 BAC business, as detailed in his manager’s memorandum.
Adjournment
The meeting was adjourned at 7:47 p.m.
Date, Time, and Location of Next Meeting: The next Boulder Arts Commission meeting was scheduled to be held at 6 p.m. on
Wednesday, January 20, 2016, in the Canyon Meeting Room of the Main Library’s north wing.
APPROVED BY: ATTESTED:
Board Chair Staff Secretary
Date Date
Boulder Arts Commission -3 January 20, 2016
TO: Members of the Boulder Arts Commission
FROM: Matt Chasansky, City of Boulder Office of Arts + Culture
DATE: January 14, 2016
SUBJECT: Boulder Arts Commission Manager’s Update
1. Notes on the Agenda for Janu ary 20, 2016:
Jury Workshop for Review of Operational Grants
This workshop will give the commissioners the opportunity to align their approach to the jury
process. We will be discussing three components of selection:
A. Managing Document Review
B. Use of the Scoring System
C. Steps in the Selection Process
Attached are the principals of organizational funding from the Community Cultural Plan which are
foundational to these grants, and should form the basis of our discussion.
Innovation Fund Draft Application
Attached please find draft versions of the online application for the Innovation Fund. We will be
seeking your questions and input before it goes live.
2. Staff Updates:
City Council will hold its annual retreat on January 22 - 23. The agenda will include responses by Council
members to the programs in the Community Cultural Plan. We expect to receive guidance after that
meeting that will affect our 2016 work plans.
Staff continues to participate on the Boulder Valley Comprehensive Plan and Civic Area working groups.
Grants, Organizational Support & Programs
The applications for operational grants are live. Staff has been both providing customer service to
applicants as well as preparing the jury system and preparing the applications for the next round of
grants (see below).
We have contracted with Americans for the Arts (AFTA) to participate in the Arts & Prosperity V
study. Staff has begun planning work, and a search for a work-study position from CU to serve as
research assistant is underway. Please note that this will be an enormous effort, and we will be
asking for your help to get the word out about this important metric for understanding the health of
Boulder’s cultural participation, creative tourism, and creative sector.
Public Art & Neighborhood/Community Programs
The hiring process for a public art coordinator is underway. We expect to complete the process and
offer the position to the selected candidate in early February.
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Progress continues on the Civic Area public art implementat ion plan. The Civic Area Team is now
incorporating sites for public art, as well as addressing cultural programming implications.
Work began this month on the redrafting of the Public Art Policy.
Work continues on the Development Fees research project to investigate a private mandate for
public art. A working group has formed and will begin their process in early February.
Current public art projects still in process include the Experiments in Public Art Series, a commission
by Ken Bernstein for the 29th & Valmont intersection (concept phase), a commission by Andy
Dufford/Chevo Studios adjacent to the Wonderland Creek Path (design phase), and a commission by
Christopher Muller and Ken Bernstein at the Diagonal Highway (design phase).
Creative Economy & Creative Professionals Programs
Conversations have begun with other city agencies on next steps for the municipal recognition of the
NoBo Art District.
Staff will be considering a transition for the Dance Bridge website and programs in the coming weeks.
Civic Dialog & Youth Programs
Staff members have begun to prepare a communications plan including revisions to the website.
Staff continues to plan the co mmunity outreach for the public launch of the cultural plan, including
a community celebration being planned for a date in March.
Coming Up
Jan 26, 5:30 PM – Grants Coaching Workshop – Canyon Theater
Feb 5 – Results of Jury for the Large Organization Grants released on boulderarts.org.
Feb 10 – Deadline for Small Organization Grants.
Mark Your Calendars:
Feb 22 – Cultural Summit – Main Library, Boulder Creek Room
Boulder Arts Commission -5 January 20, 2016
Advantages of
Operational Funding
Operational grants strengthen the non-profit arts infrastructure
within Boulder and deepen the working relationship between
the city/BAC and the core grantees.
Operational grants will maintain the autonomy of grantees,
allowing them to allocate the dollars to their most pressing
needs.
Operational grants will be predictable over time, helping
organizations maintain continuity of services to their
communities.
Because the funds are flexible, grantees can use the awards in
more opportunistic or entrepreneurial ways then would be
possible for project-restricted funds.
Operational grants come with stringent accountability and
management requirements that incentivize and perpetuate
good practices among arts organizations.
Because the grantee – not the grant maker – ultimately defines
the activities for which the funds are used, this funding
mechanism can reduce mission drift among grantees and can
help curtail the proliferation of programs designed solely to
appeal to funders.
Adapted from the National Assembly of State Arts Agencies’ Guidelines for General
Operating Support Grants.
Page 1 of 1
Boulder Arts Commission -6 January 20, 2016
Innovation Fund Information
• Special Note: This system works best with the following web browsers: Mozilla Firefox, Safari, Google Chrome. To avoid
difficulty, please download and install one of these browsers to apply for a grant.
PURPOSE: The resiliency of B oulder’s cultural organizations, businesses, and creative professionals is enhanced by t heir
ability to innovate and take risks. Too often do pioneering ideas get sacrificed as cultural leaders deal with day-to-day
operations and tight budgets. The goal of the Innovation Fund is to provide opportunities for creative professionals and
businesses to try new ideas and experiment. The fund is focused on projects for innovation in management, technology,
and programming that will help organizations grow their capacity.
Examples of projects for the Innovation Fund may include:
o Cultural activity to engage the civic conversation
o Innovative commissioned work
o Art presented in new and/or uncommon venues
o Creative place-making activity
o Crossing disciplines or art forms
o Creative use of emerging technology
o Programs for underserved communities, and
o Experiments with non-traditional business models and income source
Total Funds: $12,000
Details: As a “fund”, there is no specific dollar amount or set number of grants. Rather, this is considered a pool of
funding which can be mobilized for the best proposals.
Cycle: Annually
DEADLINE TO SUBMIT APPLICATION: 5 p.m., Wednesday, March 16, 2016.
Wednesday, April 13, 2015, 5pm – Innovation Grant Deadline
April 14 – 20 Staff Review of Grants
April 21 –29 Grant Revision by Applicants
April 30 – May 11 First Panel Review and Scoring by Commissioners (Reasons for Scoring)
May 12 – Packet with Scoring Released Online
May 12 - 18 Applicants have time to prepare 3 minute optional presentation/case for their grant/answer questions
May 18 – BAC Meeting- Applicant presentations; final decision on grant awards
Boulder Arts Commission -7 January 20, 2016
APPLICATION REQUIREMENTS
General Eligibility. Meets all general eligibility requirements.
Open to All. Anyone may apply once the General Eligibility Guidelines are met, including individuals, artists, non-profit
organizations, organizations with pending non-profit status, fiscally sponsored organizations and for-profit organizations
with a community focus. Organizations not headquartered in Boulder may be considered (refer to Jury Evaluation question
# 4).
Service Area and Programming. Projects must have a significant component of public programming that takes place in
the city limits of Boulder and that the programming meets the criteria described in the Chapter 14-1-2 of the City of
Boulder Revised Code.
REVIEW PROCESS
Deliberation. Grant proposals are reviewed at Boulder Arts Commission (BAC) meetings. See schedule.
Evaluation of Applications. Funding in previous years does not imply continued support. Each application is reviewed
anew in the context of current policies and applications. Applicants that have received repeated funding should be aware
that the BAC looks for indication of growth and a fresh approach to their work.
Evaluation Criteria.
o Innovation Details (Provide details on how the award will allow you / your organization to experiment with a new
management concept, an emerging technology, or an untried programmatic practice.)
o The Test (What is the theory you wish to prove with this experiment? What steps and measures are involved in
understanding the results? What challenges are faced in accomplishing this experiment? What will be done to
mitigate the risks?)
o Measures of Success (What are the potential returns for success in this experiment? How do you intend to
evaluate and measure?)
o Legacy (If the experiment succeeds, what funding and other capacities will be required to implement the new
concept as a regular practice or program? How will you acquire those ongoing capacities?)
o Boulder Focus (Are you a Boulder organization serving Boulder or are you an organization outside of Boulder and
to what degree do you focus on Boulder programming?)
GRANT AWARDS
Notifications and Dispersal of Funds. Staff notifies all applicants of recommendations and declined proposals, and begins
the process of having checks cut and collecting any necessary supporting documents and information. Recipients are
notified when they must make an appointment to sign contracts. Checks are sent by mail or electronically to bank
accounts designated by the recipients.
Communications. All official communications and notifications will be made to the named individual applicant or person
designated as the organization contact. It is this person's responsibility to communicate BAC requirements of the grant
award to any collaborators or other participants. This includ es, but is not limited to, such things as compliance with grant
contract agreements, identifying BAC sponsorship on publicity materials and reporting issues.
Award Amount. The BAC reserves the right to adjust the amount of a grant award offered to an applicant. There are no
restrictions as to the minimum amount that may be requested.
Boulder Arts Commission -8 January 20, 2016
PERA Impacts. Retirees affiliated with the Colorado Public Employees Retirement Association will be impacted by a
withholding requirement enacted by the Colorado State Legislature, if awarded a City of Boulder arts grant. Details are
available on the PERA website. See "Disclosure of Compensation."
Immigration Affidavit for Individuals. The State of Colorado law requires proof of legal residency at the time of grant
check pick-up.
IRS Taxation. Grant awards are non-transferable. Grant awards are taxable and are reported to the federal government.
Upon award, a current IRS form W-9 must be submitted for the City of Boulder Finance Department records for each grant
recipient, whether the recipient is an individual or an organization/business. The W-9 must be in the same name as the
grant recipient named on the grant application. Failure to supply the corresponding W-9 number will invalidate the grant
award.
Contract. When a funding award is made by the BAC, the recipient will be contacted by staff to make an appointment to
sign a grant project contract with the City of Boulder. In the contract, the recipient will indicate the completion date of the
project and the date a grant budget report will be submitted to the BAC through the on line system (required one month
after the project is completed).
Issuance of Funding Checks. Once the contract is signed, it will be submitted to City Finance along with the invoice.
Funds/checks are delivered within the next 3 weeks. Grants are initially funded at 80 percent of the grant amount
awarded. The remaining 20 percent of the grant awarded is paid out upon receipt and BAC approval of the Grant Budget
Report which is required one month after the project is completed. Failure to submit a final Grant Budget Report will
result in permanent loss of the final 20 percent funds and also in ineligibility to apply for future grants.
Acknowledgment of BAC Funding. All publicity for BAC-funded projects must include the following credit line: This project
is funded (or funded in part) by a grant from the Boulder Arts Commission, an agency of the Boulder City Council. In lieu of
the credit line, the BAC Logo may be used. The grantee will also be asked to sign a release form and to submit photographs
and/or videos of the project that the Office and Arts & Culture will be able to use on their website, social media, printed
materials or any other publicity.
REQUIRED REPORTING ON FUNDING PROJECTS
Time Frame for Reporting. The grant budget report is due one month after the project is completed.
Method. Reporting is done through the online system that the BAC uses at bac.culturegrants.org. Log in with the same
user name and password utilized to submit the application for funds. The reporting form is found under Applications: My
Applications/Reports. Click on the first small blue icon out to the right of the appropriate report document which will
indicate “link to formset” as the computer mouse nears it.
Extension Requests for Reporting. If circumstances change in any way that will delay the applicant’s ability to complete the
project and the report promised in the contract, it is the applicant’s responsibility to notify the Commission in advance of
the original report deadline. The named applicant in the grant proposal must submit a letter addressed to the Arts
Commission by email to culturegrants@boulderlibrary.org with an update on the project status and a request to change
the project completion date and report due date (specific dates are required in the letter).
Responsibility. The grant budget report due date is the recipient’s responsibility to remember. The BAC recommends that
the recipient use whatever means will be successful to provide an alert that the report is due shortly. It is also
recommended that the reporting document be explored in advance to become familiar with the information that will be
required. There is no grace period for the report.
Boulder Arts Commission -9 January 20, 2016
Consequence of Delinquent Report. Unless an extension request is filed with the BAC and approved in advance of the due
date, a late report will result in loss of any remaining BAC funds attached to the grant project. Additionally, until the rep ort
is turned in and approved, the grant recipient and any individuals or organizations/businesses attached as collaborators on
the project will no longer be eligible to apply for BAC grant funds.
I certify that I have read the above information and that this project meets the BAC’s eligibility require ments and, if a
funding award is made, will continue to comply with the BAC’s requirements and meet with guidelines for high artistic
quality, community impact, inclusiveness, funding acknowledgment and reporting. *
I certify
Boulder Arts Commission -10 January 20, 2016
Applicant Information
Discipline *
If Multi-Discipline, please indicate which disciplines are included.
Applicant (To what name would the grant check be written if awarded?)
First Name * Last Name *
Applicant Mailing Address (1) *
Applicant Mailing Address (2)
City * State *
Zip Code *
Website Address
Applicant Contact Name (This is the main contact for the grant and will receive all correspondence) *
Phone No. * Email *
Grant Writer Name (if different from above)
Phone Email
Project Director Name (if different from above)
Phone Email
Tax Status (Please select your status) *
Organizational Affiliation
Boulder Arts Commission -11 January 20, 2016
Project Information
PROJECT NARRATIVE
Please answer each question in the text fields provided.
1. Project Title (50 character limit) *
50 characters remain
2. Grant Amount Requested (Maximum is $12,000) *
3. Project Summary. A brief overview of your project. (3000 character limit) *
3000 characters remain
Boulder Arts Commission -12 January 20, 2016
4. Project Calendar (500 chara cter limit) *
500 characters remain
5. Project Completion Date (This is the last day of any public event related to the project) *
6. Report Due Date (One month following the project completion date) *
7. Project Location? (250 character limit) *
250 characters remain
8. Participants List. Provide a list of each individual / organization that has a significant coordinating role in this
project. Include their name, contact information, and role. (3000 characters maximum) *
3000 characters remain
Boulder Arts Commission -13 January 20, 2016
JURY EVALUATION
Please answer each question in the text fields provided.
1. Innovation Details. Provide details on how the award will allow you / your organization to experiment with a new
management concept, an emerging technology, or an untried programmatic practice.
Innovation Details (Maximum 3000 characters) *
3000 characters remain
Please answer each question in the text fields provided.
2. The Test. What is the theory you wish to prove with this experiment? What steps and measures are involved in
understanding the results? What challenges are faced in accomplishing this experiment? What will be done to mitigate the
risks?
The Test. (Maximum 3000 ch aracters) *
3000 characters remain
Please answer each question in the text fields provided.
Boulder Arts Commission -14 January 20, 2016
3. Measures of Success. What are the potential returns for success in this experiment? How do you intend evaluate and
measure?
Measure of Success. (Maximum 3000 characters) *
3000 characters remain
Please answer each question in the text fields provided.
4. Legacy. If the experiment succeeds, what funding and other capacities will be required to implement the new concept
as a regular practice or program? How will you acquire those ongoing capacities?
Legacy (Maximum 3000 characters) *
3000 characters remain
Please answer each question in the text fields provided.
Boulder Arts Commission -15 January 20, 2016
5. Boulder Focus. Are you a Boulder organization serving Boulder or are you an organization outside of Boulder and to
what degree do you focus on Boulder programming?
Boulder Focus. (Maximum 3000 characters) *
3000 characters remain
Boulder Arts Commission -16 January 20, 2016
Attachments
The following attachments are required. Please title your attachments according to the bolded headings listed below.
• Budgets. Please provide a brief budget summary for this project including all revenue (monetary and in-kind
contributions, including this grant) and expenses. (1 page)
• Participants List. Provide a list of each individual / organization that has a significant coordinating role in this project.
Include their name, contact information, and role. (1 page)
• Letters of Support. Attach any letters of support that will be useful in understanding community involvement and
enthusiasm for the project. (Optional)
• Other. Attach any documents that will help the jury fully understand the project. (Optional)
Instructions
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Click Submit. Your files will appear below the folder name and folder size.
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the thumbnail to Edit a file. Hover the mouse icon under the thumbnail to Move or Copy a file to a different folder.
The system may require you to save between uploading files. If you encounter difficulty, click Save at the bottom of the
page and attempt again.
Boulder Arts Commission -17 January 20, 2016
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The following attachments are either required or optional. Please submit pdfs and/or jpgs for all supplemental materials except
video and audio.
Attachment Checklist
Budget. Please provide a brief budget summary for this project including all revenue (monetary and in-kind contributions, including
this grant) and expenses. (1 p age) * Attached
Participant List. Provide a list of each individual / organization that has a significant coordinating role in this project. Include their
name, contact information, and role. (1 page) * Attached
Letters of Support. Attach any letters of support that will be useful in understanding community involvement and enthusiasm for
the project. (Optional) Attached
Other. Attach any documents that will help the jury fully understand the project. (Optional) Attached
Boulder Arts Commission -18 January 20, 2016