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Home My WebLink About2013-372 Arts - Hillsborough Arts Council 2013 Spring Arts Grant Agreement $1,500 cc)f ORANGE COUNTY ARTS COMMISSION z v R a H G E r a u rr t y A R T$ SPRING,2013 GRANT AGREEMENT o � ` cohlv ISSION 4 U n THIS AGREEMENT, entered into this 29th day of July, 2013, by and between Orange County ("County"), by and through the Orange County Arts Commission ("Arts Commission") and Hillsborough Arts Council ("Grant Recipient"). WHEREAS, the Arts Commission is a countywide arts agency that ensures the growth of local arts experiences by providing funding and support for diverse high quality programs and projects. WHEREAS, the Arts Commission administers the Spring and Fall Arts Grants Program to provide economic opportunities to Orange County artists and non-profit organizations coordinating arts projects benefiting the citizens of Orange County. WHEREAS, the Spring Arts Grants Program is supported by Arts Commission with funds from the Grassroots Program of the North Carolina Arts Council, an agency of the Department of Cultural Resources and the National Endowment for the Arts. WHEREAS, the Grant Recipient was selected by the Arts Commission to receive the Spring Arts Grant through the procedures duly adopted by the Arts Commission; and WHEREAS, both parties wish to promote and maintain the integrity and clarity of the Grant Recipient's ideas and statements and delineate the Grant Recipient's obligations to the County; NOW, THEREFORE, the County and the Grant Recipient, for the consideration and under the conditions hereinafter set forth, agree as follows: 1. Approved Grant Project. Grant funds are provided under this Agreement for the project ("Project") described in the Grant Recipient's Grant Application, attached hereto and incorporated herein as Exhibit A. 2. Grant Award. Grant funds in an amount not to exceed one thousand five hundred dollars ($1,500) have been awarded by the Arts Commission to the Grant Recipient for the approved Project. These funds must be matched at least dollar-for-dollar with cash from the Grant Recipient's funds not derived from either Orange County appropriations or the North Carolina Arts Council. 3. Contingency. This grant is contingent on North Carolina Arts Council Grassroots Program funding to the Arts Commission. Final decisions on Grassroots Program funds to the North Carolina Arts Council are subject to approval by the North Carolina General Assembly. 4. Responsibilities of the Grant Recipient 1 Revised May 2012 1 A. Implementation. The Project implementation shall take place between July 1, 2013 and June 30, 2014. The Project shall be implemented in the manner described in Exhibit A. Time is of the essence in the implementation of the Project. B. Modifications to project. Grant Recipient shall present major changes to the original proposal, including but not limited to changes in design, implementation schedule and increase in Project budget by more than 10%, in writing to the Arts Commission for approval. Arts Commission shall approve or disapprove Grant Recipient's request for modifications within seven (7) days of receipt thereof. Consent to project modifications shall not be unreasonably withheld. Arts Commission's decisions shall be in writing. In the event the Arts Commission fails to approve or disapprove the requested modifications within the time stated herein,the modifications shall be deemed approved. C. Non—assigmne . The grant cannot be assigned or transferred to a different project or artist without prior written approval of the Arts Commission. D. Records. Grant Recipient must maintain records and other evidence pertaining to costs incurred and revenues acquired during the Project implementation. Grant Recipient shall maintain financial records pertaining to the Project for three (3) years from the date of this Agreement, in case of audit. E. Use of Funds. Grant Recipient shall not use the grant funds to repay outstanding taxes or other debts of any nature. The grants shall be utilized solely for the purpose of implementing the Project and Project related expenses. F. Final Report. Grant Recipient shall submit to the Arts Commission a Final Report on July 7, 2014 . The Final Report shall be in the format required by the North Carolina Arts Council. Failure to submit the Final Report or late submission of the Final Report, for any reason, shall be grounds for denial and/or cancellation of grant funds for the Project and future grant proposals. 5. Responsibilities of the Arts Commission A. Payment. The Arts Commission shall release the grant funds in the amount of $1,500 to the Grant Recipient. 6. Publicity A. Acknowledgement. Credit must be given to the Orange County Arts Commission using the Arts Commission logo and if State funds are received to the North Carolina Grassroots Program in brochures, news releases, programs, and all other printed and online publications. Copies of such printed materials must accompany the evaluation report. When no printed information is used, verbal credit shall be given. In addition, all print and promotional material must include the following credit line (check all that apply): 2 Revised May 2012 i. County Funds Only. "This program is supported by the Orange County Arts Commission." ii. x North Carolina Arts Council Funding. "This program is supported by the Orange County Arts Commission with funds from the Grassroots Program of the North Carolina Arts Council, a state agency. " B. The Grant Recipient must enter all events, exhibits and performances open to the public and related to this grant award on the ExploreChapelHillARTS.com website and display ExploreChapelHilIARTS.com publicity materials (postcards, brochures, etc.) prominently and consistently at their venue or performance space. In addition, the Grant Recipient must add a link to the ExploreChapelHillARTS.com (ExploreChapelHillARTS.com logo preferred) to their main webpage. The Grant Recipient shall contact the Orange County Arts Commission for replacement ExploreChapelHillARTS.com publicity materials. 7. Indemnity. The Grant Recipient agrees to indemnify and hold harmless the County, the Arts Commission and the North Carolina Arts Council and their officers and employees from any and all claims or actual injury, damage or loss to a person, or real or personal property that results from or is in any way connected to the use of the grant funds. 8. Independent Contractor. The Grant Recipient is an independent contractor and not an employee, agent or other representative of the County and/or the Arts Commission. Nothing contained in this Agreement shall be construed to create the relationship of principal and agent, or employer and employee, between Grant Recipient and Arts Commission or Orange County Government. Grant Recipient understands and agrees that he/she is not authorized to incur any expenses or any liability whatsoever on behalf of the County or the Arts Commission and has no authority, expressed or implied, to obligate or make representations on behalf of the County or the Arts Commission. In addition, Grant Recipient agrees to maintain his or her own worker's compensation insurance for himself/herself and his or her employees for the duration of the art work's installation. 9. Termination A. In the event of any of the circumstances set forth below(hereinafter referred to as "default"),the Arts Commission may immediately terminate this Agreement: (i) Any fraudulent representation in any verification required to obtain payment under this Agreement or other dishonesty on a material matter relating to the performance of services under this Agreement. (ii) Nonperformance, incomplete service or performance, or failure to satisfactorily perform any part of the Project or to comply with any provision of this Agreement, as determined by the Arts Commission in its sole discretion. 3 Revised May 2012 (iii) Failure to adhere to the terms of applicable county, state or federal laws, regulations, or stated public policy. B. In the event of default by the Grant Recipient, the Arts Commission has the discretion to elect to terminate this Agreement, in whole or in part and/or require the Grant Recipient to repay the grant funds within seven (7) from written notice of default or allow the grant recipient the opportunity to cure the default. This clause shall not be interpreted to limit the County's or the Arts Commission's remedies in law or in equity. 10. Miscellaneous. A. Entire Agreement. This Agreement and the attachments contain the final and entire understanding of the parties with respect to the subject matter of this Agreement. All modifications and amendments to this Agreement shall be in writing. This Agreement shall be binding upon the parties, their heirs, successors and assigns. B. GoverniW Law. This Agreement shall be interpreted in accordance with the laws of the State of North Carolina and the Orange County. IN WITNESS WHEREOF, the Orange County and the Grant Recipient have signed this Grant Agreement, effective on the last date this Agreement is signed by both parties as indicated by the dates set forth under signatures below. For and on behalf of the Grant Recipient Hillsborough Arts Auncil Date For and o ehalf of Or a County Government _4�- -l3 Frank W. C ifton, Coun Manager Date For and on behalf of Orange County Arts Commission/approved as to technical content 10A AO Steve Brantley,Economic Develo nt Director Date Appr dams f rm and legal sufficiency Anne a M. Moore, Staff Attorney Date 4 Revised May 2012 This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act 0 a-,,- �-' A I,,,— Clarence G. Grier,Administrative and Financial Services Date 5 Revised May 2012 r- �l Spring n Arts Program Grant - 1 ...�� 9 P 9 COW 2013-14 Application Form ORANGE COUNTY ARTS Orange County Arts Commission COMMISSION Promoting the artistic and cultural development of Orange County, North Carolina Evaluation Criteria • Artistic merit of program. • Populations served—impact for geographic&traditionally under-served populations. • Feasibility of proposed activity&effectiveness in fulfilling applicant's mission. • Cooperation between organizations and artists. • Evidence of feasibility of program, community support, and responsiveness to community needs. • Emerging organizations are encouraged to apply. 1 Applicant Information Applicant Name Hillsborough Arts Council Mailing Address 102 N Churton Street, Hillsborough NC 27278 Daytime Phone_919 643 2500. Fax Number Email Address philipcooley41 @gmaii.com Web Site www.hillsboroughartscouncii.org Project Director Philip Cooley Title Last Friday's Director DUNS Number 2 Project Director Information Project Director Home Address 424 Stone Currie Dr Hillsborough NC 27278 Daytime Phone _919 448 7168 Evening Phone 919 969-8478 Email Address philipcooler41 @gmail.com 3 Grant Request Summary Arts Program Grant Request 1500.00 Total Cash Match 14.500 Total Organizational Budget 2011-2012 `167,837.96 Past Year 2012-2013 155,186.27 Current Year 2013-2014 89 696.00 Projected for Next Year Summary Statement for Proposed Uses of Arts Program Grant The purposed use of this grant is to partially fund performing artist and artist demonstrators at the Last Fridays events in Hillsborough. Organizational Profile—a brief overview of your organization's mission and history. The Hillsborough Arts Council supports the arts and enhances the Hillsborough and Orange County communities through education and by organizing events that feature regional artists for the enjoyment and education of the general public. For over twenty years, Hillsborough Arts Council volunteers have been serving the arts and cultural needs of the community through a diversity of initiatives and services that fulfill the Arts Council's mission to "enrich...our community through the arts." The Hillsborough Arts Council is a 501(c)(3) non-profit organization. Current Programs and Services—a brief list. HAC programs provide residents and visitors alike a wide variety of opportunities for enjoying the arts. All events are open to the public and many are free of charge. The events that are not free are often offered at a low cost relative to comparable programs. Many of the programs on this list are popular recurring events that have generated regional publicity and drawn large crowds to Historic Downtown Hillsborough. • Hillsborough Last Fridays o Music, crafts, performers, film and visual art on the Last Friday of every month (April—September) • Hillsborough Handmade Parade o A series of music and puppet making workshops, culminating in a walking theatrical performance parade • Parlor Concerts o Classical,jazz and folk set in historic homes in Hillsborough • Traditional Music Series o Folk, gospel, Cajun, Celtic, Latin and contemporary music performances • Creative Expression o Middle and high school students are matched with local artist mentors • Art Space Planning o Working with the community to envision potential art spaces in town • Hillsborough Downtown Arts and Crafts Show o A juried art and crafts show held on the lawn of the Visitors Center each spring • Hillsborough Arts Council Gallery o Monthly exhibits featuring artists from throughout the region • Creative Writing Workshops o Providing the opportunity to study with published authors • Visual Arts and Creativity Workshops o A series of workshops with professional artists for all skill levels • Hillsborough Jazz Festival o Bringing outdoor jazz performances to Hillsborough annually Proposed use of Grant Funds for Last Fridays The purposed use of this grant is to partially fund performing artist and artist demonstrators at the Last Fridays events in Hillsborough. Last Fridays uses the cultural and artistic abundance of the Hillsborough and northern Orange County to create an atmosphere of entertainment, education,and interaction with the public. Events include films,musical performances,theater, and an arts and crafts market that takes place at the courthouse in downtown Hillsborough on the last Friday every month from April through September. Starting in July of 2008,with the help of a grant from the Orange County Arts Commission the Arts Council has offered more art educational programming to the Last Fridays venue during the spring and summer months. By offering educational art programming during the event, we have been able to reach many children who might otherwise not get this type of artistic educational exposure. The Children's Art Educational Area has been very successful and wonderfully received. It often has so many children that the parents pitch in to help, and activities spread beyond the tables onto the lawn. We have enclosed a few photos from past events. We will be rehiring some of the very popular artists and adding new ones to the itinerary. Our mission is"to enrich our community through the arts." At this time we do not have an arts center in Hillsborough, so we would like to continue bringing educational opportunities to the public through existing venues, including Last Fridays. We will continue to hire visual and performing artist that will be offering direct interaction with the younger audiences. In the summer months of Last Fridays,the hired artists will be demonstrating printmaking on fabric,mask making, storytelling, creating musical instruments, the art of mime, and pottery. Financial Information Please provide a projected budget for your proposed project utilizing the format below. Project Expenses Cash - Grant Amount + Applicant Expenses Requested Cash Match A Personnel Administrative staff _970 _970 Artistic staff Technical/Production staff 1500 B Outside Fees and Services Artistic contracts 5700 _1500 4200 Other contracts: 5630 5630 C Space Rental _1000 D Travel E Marketing 2500 F Remaining Project Expenses _1200 G Total Cash Expenses 16000. = 1200 + 14500. Project Income Cash Income A Admissions 2638 B Contracted Services Revenue C Other Revenue(specify) sponsors D Private Support Corporate support Foundation support Other private support _1162 E Government Support Federal State/regional(not including this request) Local(not including this request) _10700 F Applicant Cash G Grant Amount Requested _1500 in this application H Total Cash Income _16000. (must equal Total Cash Expenses, Item G above) 2013-14 Arts Program Application — Page Four Signatures P� L May 18 2013 Signature of Proj ct Director Date Philip Cooley Typed or Printed Name– Project Director May 18 2013 Signature o Authorizing Official Y Date T &f' I Cool Typed or Printed Name–Authorizing O icial "Enriching the community through the arts" Hillsborough Arts Council Board of Directors May 2013 HACBoard(aD-googlegroups.com Gail Cooley, Co-Chair Pip Merrick 424 Stone Currie Dr 215 S Hillsborough Ave Hillsborough, NC 27278 Hillsborough, NC 27278 919-969-8478 919-732-3182 ghcooley(a msn.com PippamerrickCa)-yahoo.com John Delconte, Vice-Chair 127 West Union Street Marie Smith, Secretary Hillsborough, NC 27278 2605 Borland Rd 919-630-4478 Hillsborough, NC 27278 smallwander(q-)_gmail.com 919-942-6410 mariesmith6(a)_g mail.com Dennis Hermanson 3105 Bluff Lane Neil Stutzer Hillsborough, NC 27278 2704 Sweet Gum Drive 919-644-2212 Hillsborough, NC 27278 dennishermanson(ab-gmail.com 919-241-3433 neilandbarbara(c)-nc.rr.com Marion Jackson 407 Gentry Lane Hillsborough, NC 27278 Bill Whitmore 919-294-8308 125 West Queen St marioniacksonclarka-vahoo.com Hillsborough NC 27278 919-593-0865 Tinka Jordy, Co-Chair wmwhitmore(a_gmail.com 1902 Borland Rd Hillsborough, NC 27278 919-968-2115 tinka(a)hillsboroughartscouncil.orq Hillsborough Arts Council - 102 N Churton Street- Hillsborough, NC 27278 Telephone: 919-643-2500 Website: www.hillsboroughartscouncil.org Hillsborough Arts Council 2012-13 budget Program Income Expense 7110 Performance HANDMADE PARADE *Existing funds transfer $360.00 Services $2,310.00 4010 Individual Contributions $1,450.00 7120 Instructor fees $2,000.00 8110 Meeting/Event 4810 Gov Grants $6,000.00 Rental $1,300.00 8160 Materials&Supplies 4990 In-Kind Contributions $1,200.00 not office $1,200.00 5540 Event Ticket sales (Workshops) $500.00 8310 Advertising $2,000.00 8720 E ui ment rental $100.00 ?9982 Admin 10% of rants $600.00 Total Income $9,510.00 Total Expense $9,510.00 ORANGE DOG POETS *Existing funds transfer $204.00 8120 reception Expenses $114.00 8310 Advertising (marketing/FR expenses) $90.00 Total Income $204.00 Total Expense $204.00 7110 Performance FREE SPIRIT FREEDOM *Existing Funds Transfer $1,400.00 Services-other $300.00 7198 Other Contracted 4010 Individual Contributions Services $500.00 4610 Or /Fdn Grants 7310 Supplies $50.00 4810 Gov Grants 7380 Printing &Copying $400.00 4990 In-Kind Contribs 8110 Meeting/Event 5540 Event Ticket Sales Rental $100.00 8160 Materials/Supplies 5560 Vendors Fees not office $50.00 Total Income $1,400.00 Total Expense $1,400.00 transfer to next year $660.00 7110 Performance ARTS&CRAFTS FAIR *Existing Funds Transfer services $350.00 7198 Other contracted 5560 vendor fees $2,700.00 services $200.00 7310 Supplies $50.00 7380 Printing and copying $650.00 8110 Meeting/event rental $100.00 8140 Meals and entertainment $70.00 8430 Licenses and permits $575.00 9333 Merchant services $45.00 Total Income $2,700.00 Total Expense $2,700.00 7110-1 Production Svcs LAST FRIDAYS *Existing funds Transfer $296.00 Sound $1,200.00 7110 Performance 4010 Individual Contributions $500.00 Services Bands&Cdn $4,100.00 4810 Gov Grants(Town & Tbd) $10,384.00 7130 Security Services $1,600.00 4610 Org & Fdn Grants(OC 7198 Other Contracted Arts) $1,500.00 Misc $650.00 7100 Other Contracted 5560 Vendor Fees $2,638.00 Vendor Coord, Hauler $2,180.00 8160 Permanent Equipment $1,200.00 8310 Advertising (Print, co web $2,500.00 ?9982 Admin costs (10% of rants) $1,888.00 Total Income $15,318.00 Total Expense $15,318.00 PARLOR CONCERTS "Existing Funds Transfer 7110-1 Production $400.00 7110 Performance Actuals FYI 1-12 4610 Individual Contributions $100.00 Services $900.00 7100 Contracted Services 4990 In-Kind Contributions $50.00 other $400.00 5540 Event Ticket Sales $2,153.28 8120 Reception Expenses $212.69 transfer to next year $390.59 Total Income $2,303.28 Total Expense $2,303.28 SCULPTURE TOUR *Existing Funds Transfer 7110 Performance 4010 Individual Contributions $1,200.00 Services $4,900.00 4210 Corporate Grants& Donations $600.00 7380 Printing and copying $600.00 4610 Or /Fndn Grants $3,000.00 8160 Materials& Supplies $300.00 4810 Gov Grants $3,300.00 8310 Advertising $1,620.00 5410 Program Service Fees $850.00 8330 Business Insurance $900.00 ?9982 Admin Cost(10% of Grants) $630.00 Total Income $8,950.00 Total Expense $8,950.00 r FUNDRAISING Actuals FY11-12 4010 Individual Contributions $3,965.00 7380 Printing &Copying $335.43 4210 Corp Grants& Donations $600.00 9333 Merchant Services $10.35 transfer to programs 4219.22 Total Income $4,565.00 Total Expense $4,565.00 HILLSBOROUGH JAZZ FESTIVAL Existing Funds Transfer $2,012.00 7110-1 Production sound $1,000.00 7110 Performance 4010 Individual Contributions Services-other $3,420.00 4210 Corporate Grants& Donations $4,183.00 7130 Security Services $400.00 7198 Other Contracted 4810 Gov Grants $2,500.00 Services $1,900.00 5200 Sale of Goods $750.00 7310 Supplies $50.00 5540 Event Ticket Sales $3,000.00 7360 Postage& Shipping $50.00 7380 Printing &Copying $50.00 8110 Meeting/Event Rental $1,000.00 8160 Materials/Supplies not office $150.00 8170 Items for Resale $400.00 8310 Advertising $1,500.00 8720 $2,275.00 Other Expenses ?9982 Admin Cost(10% of Grants) $250.00 Total Income $12,445.00 Total Expense $12,445.00 LAST FRIDAYS ART WALK 7380 Printing and Copying *Existing Funds Transfer brochures $300.00 4610 Org Fdn Grants(OCAC) $1,500.00 8310 Marketing and 4810 Gov Grants TBd $1,370.40 Advertising $2,598.36 5410 Prog Svc Fees ? 9982 Admin costs(10% (Participants) $315.00 of rants) $287.00 Total Income $3,185.40 Total Expense $3,185.36 HAC GALLERY *Existing Funds Transfer $300.00 7310 Supplies $250.00 4810 Gov Grants $1,500.00 7360 Postage&Shipping $50.00 5100 Gallery Commission $500.00 7380 Printin I &Copying $200.00 7500 Occupancy 5560 Vendor fees $525.00 Expenses-Other $6,000.00 8120 Reception Expenses $100.00 8160 Materials/Supplies not office $750.00 8310 Advertising $1,325.00 ?9982 Admin Costs (10% of Grans $150.00 transfer from fundraising and man $6,000.00 Total Income $8,825.00 Total Expense $8,825.00 OPERATING BUDGET 9980 Inter-fund Transfer $16,050.00 7000 Payroll $5,773.78 7100 Contracted Svcs- SHARED COSTS Other $1,340.65 Actuals FY11-12 7310 Su plies $1,164.44 7330 Telephone $2,200.59 7340 Internet Access& Email $461.61 7350 Website Maint& Hostin $128.74 7360 Postage&Shipping $66.60 7380 Printing &Copying $172.64 73xx Office Expense- Other $11.95 7510 Rent& Utilities $4,200.00 9333 Merchant Services $30.00 99xx Other $400.00 9999 Suspense $99.00 Total Income $16,050.00 Total Expense $16,050.00 CONCESSIONS *Existing Funds Transfer 5200 Sale of Goods (Jazz 8525 Volunteer Actuals FYI 1-12 Fest) $1,957.00 Recognition $300.00 5000 Cost of Sale of Goods Sold $1,000.00 available transfer to 5560 Vendors Fees $310.00 programs $967.00 Total Income $2,267.00 Total Expense $2,267.00 MANAGEMENT UNDESIGNATED 4210 Corporate Grants& 7160 Accounting Service Actuals FY11-12 Donations $1,293.78 Fees $1,423.78 ?7560 Sales Tax 4610 Or /Fndtn Grants $1,458.27 Penalties $20.04 4810 Gov Grants $4,250.00 8330 Business Insurance $365.00 5600 Advertising & Equip Rental $125.00 9323 Bank Charges $5.10 6610 Office Sublet Income* $1,800.00 transfer to programs $7,113.13 Total Income $8,927.05 Total Expense $8,927.05 TOTALS $96,649.73 $96,649.69 Inter-fund transfers $10,656.00 $10,656.00 actual income/expense less transfers $86,649.73 86,649.73