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HomeMy WebLinkAboutResolution No. 13-7445 - Establishing a Financial Assistance Policy for Use of the Downey Civic TheatreRESOLUTION NO. 13-7445 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY TO ESTABLISH A FINANCIAL ASSISTANCE POLICY FOR USE OF THE DOWNEY CIVIC THEATER WHEREAS, the City of Downey has determined that the Downey Civic Theatre is a community asset, with regional appeal, that exists to promote the performing arts in Downey; and WHEREAS, the City desires to promote and maintain the Theatre for the public good, and, WHEREAS, the demand for the use of the Theatre has grown and is anticipated to grow with the advent of emerging Downey based performing and visual art groups who have expressed interest in producing musicals, art shows, community events and other performing art oriented offerings, and WHEREAS, Downey-based non-profit organizations whose mission is to promote the arts contribute to the quality of life; the provision of civic, cultural and education opportunities; and the overall improvement of the City of Downey; and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A Downey Civic Theater Financial Assistance Policy shall be establishedas follows: A. Overview: The Downey Civic Theater Financial Assistance Policy provides the process whereby eligible Downey-based non-profit organizations may apply for financial assistance in the form of a one-time Theater rental credit though an established selection process B.Conditions to Award: The following conditions apply to an award of Theater rental credit: (1) The financial assistance applies to rental fees only and does not apply to any other hard costs including, but not limited to labor (including overtime), $600 Theater deposit (and other required deposits), box office fees, or for other costs associated with producing the event (i.e., artist fees, equipment rental, marketing). (2) The rental credit does not imply waiver of any other Theatre rental policies, or other applicable fees or insurance requirements beyond the eligible rental credit awarded. (3) No rental credit can be carried over from one year to another, (4) Applications will be accepted year round, however, review of the applications will be done quarterly and theatre rental credits awarded based on availability of funds. C.Submittal Deadlines: For Fiscal Years 2013-15, the submittal deadlines are as follows FINANCIAL ASSISTANCE APPLICATION SCHEDULE FOR FY 13/14 Application Cycle Due by Review of applications for Additional review eligibility & consideration of dates if funds available fundina completed FY 2013/14 October 25, 2013 wNovember 22, 2013 2-d week in April April 25, 2013April 4, 2014 T–w–;b–mSepBhT>BI*FY 2014/15 2-d week in December FINANCIAL ASSISTANCE APPLICATION SCHEDULE FOR LEGACY ORGANIZATIONS Application Period Review of applications forDue by Additional review dates if funds availablecompleteness October 25. 2013 November 8, 2013FY 2013/14 N/A *FY 2014/15 April 25, 2013April 4, 2014 The Parks & Recreation Department shall advertise any future submittal deadlines beyond what is listed. D. Application Process: A completed application, including all supplemental documentation, shall be submitted by 5:00 p.m. on the submittal deadlines set forth above (or as advertised) to Director of Parks & Recreation in the Parks & Recreation Department, 7850 Quill Drive, Downey Late applications will not be accepted. Incomplete applications shall be denied funding The application shall be substantially similar to the form attached hereto as “Exhibit A.” The City Manager may modify the form to conform with this policy E Criteria and Submittal Requirements: An organization applying for financial assistance must meet the following criteria (1) The completeness of the application; (2) The Downey based organization applying must be an existing non-profit corporation in good standing with the California Secretary of State and provide documents from the Secretary of State of such status (3) The organization exhibits a sound fiscal program through appropriate financial records and documentation (4) The organization demonstrates a history of community fundraising activities and is not entirely dependent on City financial assistance for programs (5) Merit of the organization in promoting the arts in Downey All applications must be accompanied by the following information: (1) The Application Form. (2) Documents from the Secretary of State establishing the organization’s nonprofit corporate status (3) A copy of the organization’s Mission Statement. (4) A list of the organization’s current Board of Directors and Officers. (5) A copy of the organization’s current Certificate of Liability Insurance, including the type and amounts of coverage (6) A copy of the organization’s previous year-end financial statement, the most recent financial statement and current year operating budget. (7) Provide a list of current (within the last 12 months) grants, cash donations, and other financial aid awarded to the organization, including amounts of the grant, donation or finance aid F. Selection : The Downey Civic Theatre Sub-committee shall receive applications year round and review them on a quarterly basis beginning prior to each fiscal year, based on the advertised date, to be determine which organizations will be awarded financial assistance. These awards will be based on the selection criteria and availability of funds. Submittal of an application does not constitute an award of funding SECTION 2. City Council reserves the right to modify, suspend or repeal the Downey Civic Theater Financial Assistance Policy due to lack of funding or other foreseen or unforeseen budgetary constraints. SECTION 3.The City Clerk shall certify to the adoption of this Resolution. ATTEST: iA4 \ City Clerk lcwe I HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City of Downey at a regular meeting thereof held on the 24th day of September 2013, by the following vote, to wit AYES: NOES: ABSTAIN : ABSENT: Council Members: Brossmer, Marquez, Saab, Vasquez, Mayor Guerra Council Members: None Council Members: None Council Members: None Downey Civic Theatre Facility Usage Grant Application Form Submittal Date Non-Profit Organization: Main Contact Person:Phone: ( J Fax: ( )E-mail: Mailing Address:, Downey Zip: Alternative Contact Person :Phone:( ) Fax: ( )E-Mail: Mailing Address:, Downey Zip: Title of Proposed event: Date of proposed event (even if tentative): If you receive financial aid, do you agree to give recognition for this support to the City of Downey in all of your promotional materials (i.e. flyers, programs, ads, posters, etc.)? -Note: Agreement of recognition for the City of Downey is not a determining factor in awarding financial assistance. Circle: Yes or No Attach a brief description of the event(s), and what you hope to achieve with it, including who is your target audience and marketing plan. Please explain how the funds you are requesting will be used. Include any additional comments or information you think might be useful to us in making our decision. Signature of Executive Director:Date: Date:Signature of Non-Profit Board President: [ Downey Civic Theatre Facility Usage Grant Application Form – Side 2 Required documents to be turned in with application form“: Document(s) from the Secretary of State establishing the organization’s non-profit corporate status. Copy of the organizations Mission Statement Listing of the organization’s current Boards of Directors and Officers Copy of the organization’s current certificate of liability insurance, including the type and amounts of coverage. Copy of the organization’s previous year-end financial statement, the most recent financial statement, and current year operating budget. Listing of current (within the last 12 months) grants, cash donations, and other financial aid awarded to the organization, including amounts of the grant, donation or financial aid. *Application will be considered incomplete, and thus disqualified from review for financial assistance awarding, without attachment of al documents provided at time of Facility Usage Grant Application Form submittal.