Loading...
HomeMy WebLinkAbout2019-681-E Arts - Chelsea Theater arts grant DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 �i G ORANGE COUNTY ARTS COMMISSION September 26, 2019 Emily Kass Chelsea Theater 1129 Weaver Dairy Road, Suite AB Chapel Hill, NC 27514 GRANT AWARD LETTER Fiscal Year 2020 Grant Category ®Grassroots Arts Program ❑Artist Project Grant Program Funding Source ❑North Carolina Arts Council ZlOrange County Award $1557.76 Date July 1, 2019 End Date June 30, 2020 OCAC Report Due Monday,July 13, 2020 Project Title Operating Support for the Chelsea Theater Stipulations ❑Grantee must spend $0 on the hiring of multicultural artists specified in the grant os application. X❑Grantee must properly credit the Orange County Arts Commission using the proper logo on all publicity materials. Download logos on the OCAC website at https://artsorange.org/grants/grantee-resources ❑Grantee must properly credit the Orange County Arts Commission and the N.C. Arts Council using the proper logos AND N.C. Arts Council credit line on all publicity materials. Download logos and view proper credit line language on the OCAC website at Los https://artsorange.org/grants/grantee-resources f� X❑The Grant Recipient must enter all events, exhibits, and performances open to the public and related to this grant award on the Orange County Arts Commission website at www.artsorange.org/events. In addition,the Grant Recipient must add a link to www.artsorange.org (Orange County Arts Commission logo preferred)to their main webpage. Staff Contact Katie Murray, Director (919)245-2335 1 kmurray@orangecountync.gov It DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 s Nr•.�►M� North �■ ■� + Carolina Arts ORANGE COUNTY ARTS COMMISSION '�+� Council it �+ G o u EMT Y Y S 2019-20 GRANT AGREEMENT ' r ` .40■' Fifty years ��klAl C551 qM t■■ � ■■r ❑fleodership THIS AGREEMENT, entered into this 1 day of October, 2019, by and between Orange County ("County"), by and through the Orange County Arts Commission ("Arts Commission") and Chelsea Theater("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 annual 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 annual Arts Grants Program is supported by Arts Commission with funds from the Grassroots Arts Program of the North Carolina Arts Council, a division of the Department of Natural and Cultural Resources, a state agency. WHEREAS, the Grant Recipient was selected by the Arts Commission to receive the annual 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 fifty- seven dollars and seventy-six cents ($ 1557.76) have been awarded by the Arts Commission to the Grant Recipient for the approved Project. The Recipient shall be required to match funds 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, as outlined in the attached Exhibit A. 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 July 2018 DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 A. Implementation. The Project implementation shall take place between July 1, 2019 and June 30, 2020. 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—assignment. 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 described in the attached Exhibit A. F. Final Report. Grant Recipient shall submit to the Arts Commission a Final Report on July 13, 2020. 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 $1557.76 to the Grant Recipient. 6. Publicity A. Acknowled eg ment. Credit must be given to the Orange County Arts Commission and/or the North Carolina Arts Council using the proper logo(s) and credit line in brochures, news releases, programs, and all other printed and online publications. Copies of such printed materials must accompany the evaluation report. Official Orange County Arts Commission and North Carolina Arts Council logos may be downloaded at www.artsorange.org/grantee-resources and may not be altered in any way. When no printed information is used, verbal 2 Revised July 2018 DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 credit shall be given. In addition, all print and promotional material must include the following credit line and logo(s) (check all that apply): i. x County Funds Only. Orange County Arts Commission logo required. Credit line required for audio projects: "This program is supported by the Orange County Arts Commission." ii. North Carolina Arts Council Funding. The Orange County Arts Commission and the North Carolina Arts Council logos are required. Credit line: "This program is supported by the N.C. Arts Council, a division of the Department of Natural and Cultural Resources. " B. The Grant Recipient must enter all events, exhibits, and performances open to the public and related to this grant award on the Orange County Arts Commission website at www.artsorange.m/events. In addition, the Grant Recipient must add a link to www.artsorange.org (Orange County Arts Commission logo preferred) to their main webpage. 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 July 2018 DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 (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. Governing Law. Governing Law and Priority Both parties agree that this Agreement shall be governed by the laws of the State of North Carolina and Orange County. Grant Recipient shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal anti-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and Orange County Living Wage Policy (each policy is incorporated herein by reference and may be viewed at htip://www.oran eg countync. og v/departments/purchasing division/contracts.php.). Any violation of this requirement is a breach of this Agreement and Arts Commission may immediately terminate this Agreement without further obligation on the part of the Arts Commission. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. By executing this Agreement the Grant Recipient certifies that they has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement the Grant Recipient certifies that they has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81. By executing this Agreement Grant Recipient affirms they are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. In determining the basic services to be provided, should any documents be referenced in or attached to this Agreement, the terms herein shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. C. Dispute Resolution: Neither party may initiate binding arbitration. Any disputes shall be resolved by nonbinding mediation. If such mediation fails either party may initiate litigation to resolve the dispute. Should either party initiate litigation to settle any dispute involving the terms of this Agreement such litigation shall be 4 Revised July 2018 DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 initiated in the General Court of Justice of North Carolina seated in Orange County,North Carolina. D. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. 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 UocuSigned by: I W►l� �.SS 10/1/2019 C I F4EA 1 7?cutive Director Date For and on behalf of Orange County Government �ocu5igned by: �6lnJln.1l. KALYS 10/2/2 019 0637994B755E477.. —,)unty Manager Date 5 Revised July 2018 DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 grange County Arts Commission Powered by Submittable [� Organization Name Chelsea Theater 06/04/2019 Emily Kass in 2019-20 Grassroots Arts id. 13267799 Program Grant Application emily.kass@thechelseatheater.org Original application 06/04/2019 APPLICANT Please tell us about your organization. INFORMATION Mailing Address of 1129 Weaver Dairy Road, Suite AB Organization Chapel Hill, NC 27514 How did you hear OCAC Enews about our grant program? Did you or a No representative of your orgnanization attend one of our grants training sessions? Nature of Arts Organization Organization DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 Organization The Chelsea Theater is a nonprofit, 3-screen cinema (135, 115, and Description 85 seats). located in the Timberlyne Shopping Center on the north Side of Chapel Hill. Our mission is to promote the appreciation and understanding of film by presenting a mix of first run, independent, international, documentary, classic, and specialty films and offering special events, educational programs and community outreach. In operation as a nonprofit for just fourteen months, we have welcomed over 45,000 paying customers and signed up 1,116 member households. Our visitors come from throughout Orange County, with an emphasis on Chapel Hill, Carrboro, and Hillsborough areas; Durham and Chatham Counties; Burlington, Cary and Raleigh. Because of the originality of our offerings, visitors come from farther afield: As just one example, a family drove two and a half hours to see At Eternity's Gate, a film about Vincent van Gogh, on Christmas day. The Chelsea is open 365 days a year and offers two daily matinees Thursdays through Sundays as well as two evening shows daily. We provide assistive listening headphones with adjustable settings and adjustable closed captioning devices that fit into cup holders that present all the dialogue. We also offer monthly open caption matinees the third Thursday of each month. The board of directors, with a maximum of fifteen members, consists of film scholars and enthusiasts, accountants, educators, marketing and fundraising professionals. Several of the founding board members, whose original intent was primarily to "save" the Chelsea, have left the board after the first year and are in the process of being replaced. Attention is being given to those skills needed to propel the Chelsea forward, and to increasing diversity from the current 20 percent, reflecting the international flavor of our offerings as well as the communities we serve. The Executive Director, responsible for overall artistic direction, marketing/community relations and fundraising is the former director of the Ackland Art Museum. She has decades of arts management, program development and fundraising experience. The Operations Manager has a background in film and technology; and nine part time employees handle ticketing, projection and concessions. Additionally, approximately twenty-five volunteers work on membership, facilities, finance, special events and other activities. DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 During FY19-20, will No your organization receive operational support funding from the North Carolina Arts Council or the North Carolina Department of Natural and Cultural Resources? Organization's EIN 824309682 Organization www.thechelseatheater.org Website Authorizing Official's Emily Kass Name Authorizing Official's Executive Director Title Authorizing Official's 919-929-8428 Phone Authorizing Official's emily.kass@thechelseatheater.org Email Applicant Race White Financial Overview af39f9f0-44e9-426d-8e49-be5d286ed674.xlsx Organizational Financial Statements 2018_Actual_2019_2010_Budget_sent_to_Emily_for_Grant_on_5-29-2019.xlsx Deficit/Surplus The Chelsea Theater's fiscal year is the calendar year and the annual budget and financial plan calls to end each year with a surplus. Annually there are definite "seasons" of higher and lower activity. For example, March through May and September are times of lowered ticket sales. Attendance builds during the summer. Late fall through February is "high season." Therefore, the current YTD statement reflects a natural dip in income during the spring and a resulting deficit is covered by cash reserves. PROJECT/PROGRAMTell us about your project or program INFORMATION Title of Grant Operating Support for the Chelsea Theater Request Grant Amount $3,000 DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 is the person in No charge of this program or project different from the Authorizing Official? What are you Operational expense (arts organizations ONLY) requesting funding for? Request Summary OCAC funding is requested to support marketing efforts including print/direct mail social media, outreach, and the salaries of staff that are responsible for these efforts. Specifically, we plan on increasing attendance by new patrons; increasing repeat customers; and evaluating the success of our marketing efforts. Organizational Goals The goals of the Chelsea are: • Provide a year-round schedule that represents the best of contemporary, international, documentary and classic films, not duplicating other area venues. • Present lectures, performances, and other offerings that complement and enhance our understanding of films. • Promote understanding among cultures through the medium of film. • Collaborate with universities, organizations, and community groups • Provide a space for regional filmmakers to present new and relevant work. • Offer opportunities for students of all ages to learn about film and to become more media literate. • Engage with area scholars, faculty, and professionals to provide expertise to the broader communities that we serve OCAC support will allow us to reach more of the communities who can benefit from these opportunities. DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 How will you We are in constant dialogue with audiences and supporters with evaluate whether or active on-site volunteers who listen to feedback from audiences and not your goals have board and staff know what they hear. We also evaluate programs been met? with our collaborators. We look at attendance data: numbers of tickets sold (by film/as well as by week/month and other qualifying factors) as compared to the previous year's attendance. To assess marketing efforts, we will collect zip code data from film and special event attendees to see where audiences come from and how they learned about the event. Surveys and Focus Groups: We will conduct on site interviews/surveys and electronic questionnaires to determine attitudes about the Chelsea. Financial data: We will also look at our bottom line results -- membership renewals, annual giving, box office, allocation of ticket sales (i.e. members, seniors, adult, student, military, matinee). Results of the summer direct mailer (see below) will be analyzed through return on the investment—numbers of pieces returned, how utilized, etc. With direct mail, often the results will be seen over a longer time horizon and require repeat mailing, if this is deemed a viable approach. How do you promote We currently utilize the following outlets: and publicize the Consistent with other movie theaters, we promote films through our work of your website, and via Google, Fandango, Flickster, Yelp, and Facebook. organization? Advance tickets are sold through our website. Our weekly e-newsletter is sent to 2700 addresses. New email addresses are added regularly via the website, at theater signups and new members. We promote special screenings and programs through special emails, posters, flyers, events listings, social media, radio interviews and magazine or local newspaper features. features. This summer, we are piloting a direct mail campaign, utilizing EDDM (Every Direct Door Mail). We will use the 2019 ESRI Community Profile provided by our landlord, Timberlyne Shopping Center, to target within zip codes. The campaign will offer choices of various incentives such as 2-for-1 admission, discounted concessions, or trial memberships. Equipped with income, educational, age, and other information that lines up with our likely audience demographics, we expect to attract new audiences to the Chelsea. We work informally with UNC film-related departments, but this fall will more strategically approach UNC. Last fall we participated in UNC's CRASH campaign, which provided useful information on ways to connect with students. We hope to engage a student intern this fall through the APPLES student learning at UNC. Instagram is in its nascent stage for us and Twitter has not yet been show to be effective with our audience DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 Please describe The Chelsea Theater opened on March 30, 2018, the result of a efforts by your successful grassroots campaign to Save the Chelsea Theater, organization to raising $100,000 in less than three months after the previous owner generate revenue. announced he was retiring. Funds were used to purchase equipment and fund start up costs. Ultimately, some new equipment was needed, and several "surprises" required immediate attention. Yet, the enthusiasm and commitment of the community has led to the growth of membership from zero to 1,116 households, and an additional $10,000 being donated nine months later for year end giving. Still, ticket and concession sales remain the largest percentage of income and with 50%of ticket sales going directly to the film distributors, we need to build a combination of a more robust attendance and donor bases. At this point, we have decided that raising ticket prices would not be wise, given the comparatives in the area. As a new organization, we are seeking to broaden our base, and to seek sponsorships from individuals, foundations, and businesses. This is no small challenge in this area's crowded arena. Of critical importance is our need to plan for capital needs such as facilities repairs and refurbishments and eventual equipment replacement. We are holding a modest fundraising event this month of Chelsea movie posters collected over the past year as well as launching new Chelsea T-shirts. This fall, we are planning a dinner/auction event. We expect that even if both of these generate only modest returns, their visibility and awareness generation is important. We are in the very early stages of planning a campaign to raise funds for equipment and facilities refurbishment: at this time, primarily assessing needs. NOTE FOR Only requests for program/project funds need to submit a PANELISTS program/project budget. Requests for operating funds should be evaluated using the organization's financial docs submitted under "Organization Information." Resumes of artists/administrators Kass.CV-4.doc Board of Directors List Chelsea_Board.docx IRS Tax Exemption IRS_Determ ination_Letter.pdf Publicity Samples Reellsrael_Flier v2.jpg Chelsea_Theater Weekly_Newsletter May_31June_6_2019.pdf DocuSign Envelope ID:A8BFFD03-F94C-4EC5-9A3A-324A7D4890C4 Work_Samples.pdf Video Sample: n/a External Link Letters of support (optional) Chelsea letter for Rachel_052819.pdf Diane Bloom OCAC letter.docx