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Home My WebLink About2023-552-E-Arts Commission-EnvelopePDF.aspx-2023-24 Arts GrantsGRASSROOTS ARTS PROGRAM / ARTIST PROJECT GRANT 2023-24 Grantee Name Authorizing Official Project Title Award Grant Category ☐Artist Project Grant Program Funding Source Date End Date OCAC Report Due ☐Grassroots Arts Program ☐North Carolina Arts Council ☐ Orange County July 1, 2023 June 30, 2024 Monday, July 15, 2024 Stipulations ☐Grantee must spend $ on the hiring of multicultural artists specified in the grant application. ☐Grantee must properly credit the Orange County Arts Commission using the proper logo on all publicity materials for the funded program. Recipients of operations‐related grants must include the OCAC logo with link to www.artsorange.org on grantee’s website. 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 for funded program. Recipients of operations‐related grants must include the OCAC logo with link to www.artsorange.org and N.C. Arts Council logo, credit line, and link to www.ncarts.org on grantee’s website. Download logos and view proper credit line language on the OCAC website at https://artsorange.org/grants/grantee‐resources ☒The Grant Recipient must enter all events, exhibits, and performances (virtual or in‐ person) 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 | kmurray@orangecountync.gov Hillsborough Arts Council Mollie Thomas Executive Director 2024 Handmade Parade and Weekend of Art Performing Artist Support $2,400.00 4 4 4 $2,400.00 4 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 1 Revised August 2022 ORANGE COUNTY ARTS COMMISSION 2023-24 GRANT AGREEMENT THIS AGREEMENT, entered into this 29 day of September, 2023, by and between Orange County ("County"), by and through the Orange County Arts Commission ("Arts Commission") and ("Grant Recipient"). WHEREAS, the Arts Commission is a countywide arts agency that ensures the growth of local arts experiences by providing funding and support for diverse high quality programs and projects. WHEREAS, the Arts Commission administers the annual Grants Program to provide economic opportunities to Orange County artists and non-profit organizations coordinating arts projects benefiting the citizens of Orange County. WHEREAS, the annual Arts Grants Program is supported by Arts Commission with funds from the Grassroots Arts Program of the North Carolina Arts Council, a division of the Department of Natural and Cultural Resources, a state agency. WHEREAS, the Grant Recipient was selected by the Arts Commission to receive the annual Arts Grant through the procedures duly adopted by the Arts Commission; and WHEREAS, both parties wish to promote and maintain the integrity and clarity of the Grant Recipient's ideas and statements and delineate the Grant Recipient’s obligations to the County; NOW, THEREFORE, the County and the Grant Recipient, for the consideration and under the conditions hereinafter set forth, agree as follows: 1.Approved Grant Project. Grant funds are provided under this Agreement for the project (“Project”) described in the Grant Recipient’s Grant Application, attached hereto and incorporated herein as Exhibit A. 2.Grant Award. Grant funds in an amount not to exceed ($ ) 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 Hillsborough Arts Council two thousand four hundred dollars $2,400.00 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 2 Revised August 2022 A.Implementation. The Project implementation shall take place between July 1, 2023 and June 30, 2024. 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 15, 2024. 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 $ to the Grant Recipient. 6.Publicity A.Acknowledgement. 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 $2,400.00 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 3 Revised August 2022 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.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.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. 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. 4 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 4 Revised August 2022 (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 http://www.orangecountync.gov/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 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 5 Revised August 2022 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 Date For and on behalf of Orange County Government Bonnie Hammersley, County Manager Date Mollie Thomas Executive Director DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 10/6/2023 10/9/2023 6 Revised August 2022 ORANGE COUNTY—DEPARTMENT USE ONLY Department Party/Vendor Name: Party/Vendor Contact Person: Contact Phone: Party/Vendor Address: City State: NC Zip: Department: COUNTYMGR/Arts Commission Amount: Purpose: 2023-24 Arts Grants Budget Code(s):30601020-683000-96060 Vendor # (N/A if new vendor) Vendor is a BOCC consultant? Yes No Contract Type: (Check one) New Renewal Amendment Effective No Date 9-29-2023 Approved by Board Yes Agenda Date: This agreement is approved as to technical form and content: Department Director’s Signature Date: Information Technologies (Applicable only to hardware/software purchases or related services) This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer Date: Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer Date: Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer Date: Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney Date: Clerk to the Board Received for record retention: All Docusign contracts must be copied to Laura Jensen upon completion @ljensen@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Office of the Clerk to the Board _Date:_ Hillsborough Arts Council Mollie Thomas 9196432500 102 N Churton St Hillsborough 27278 $2,400.00 19946 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 10/5/2023 10/9/2023 10/9/2023 10/9/2023 GRASSROOTS ARTS PROGRAM / ARTIST PROJECT GRANT 2023-24 Grantee Name Authorizing Official Project Title Award Grant Category ☐Artist Project Grant Program Funding Source Date End Date OCAC Report Due ☐Grassroots Arts Program ☐North Carolina Arts Council ☐ Orange County July 1, 2023 June 30, 2024 Monday, July 15, 2024 Stipulations ☐Grantee must spend $ on the hiring of multicultural artists specified in the grant application. ☐Grantee must properly credit the Orange County Arts Commission using the proper logo on all publicity materials for the funded program. Recipients of operations‐related grants must include the OCAC logo with link to www.artsorange.org on grantee’s website. 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 for funded program. Recipients of operations‐related grants must include the OCAC logo with link to www.artsorange.org and N.C. Arts Council logo, credit line, and link to www.ncarts.org on grantee’s website. Download logos and view proper credit line language on the OCAC website at https://artsorange.org/grants/grantee‐resources ☒The Grant Recipient must enter all events, exhibits, and performances (virtual or in‐ person) 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 | kmurray@orangecountync.gov Hillsborough Arts Council Mollie Thomas Executive Director 2024 Handmade Parade and Weekend of Art Performing Artist Support $2,400.00 4 4 4 $2,400.00 4 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 1 Revised August 2022 ORANGE COUNTY ARTS COMMISSION 2023-24 GRANT AGREEMENT THIS AGREEMENT, entered into this 29 day of September, 2023, by and between Orange County ("County"), by and through the Orange County Arts Commission ("Arts Commission") and ("Grant Recipient"). WHEREAS, the Arts Commission is a countywide arts agency that ensures the growth of local arts experiences by providing funding and support for diverse high quality programs and projects. WHEREAS, the Arts Commission administers the annual Grants Program to provide economic opportunities to Orange County artists and non-profit organizations coordinating arts projects benefiting the citizens of Orange County. WHEREAS, the annual Arts Grants Program is supported by Arts Commission with funds from the Grassroots Arts Program of the North Carolina Arts Council, a division of the Department of Natural and Cultural Resources, a state agency. WHEREAS, the Grant Recipient was selected by the Arts Commission to receive the annual Arts Grant through the procedures duly adopted by the Arts Commission; and WHEREAS, both parties wish to promote and maintain the integrity and clarity of the Grant Recipient's ideas and statements and delineate the Grant Recipient’s obligations to the County; NOW, THEREFORE, the County and the Grant Recipient, for the consideration and under the conditions hereinafter set forth, agree as follows: 1.Approved Grant Project. Grant funds are provided under this Agreement for the project (“Project”) described in the Grant Recipient’s Grant Application, attached hereto and incorporated herein as Exhibit A. 2.Grant Award. Grant funds in an amount not to exceed ($ ) 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 Hillsborough Arts Council two thousand four hundred dollars $2,400.00 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 2 Revised August 2022 A.Implementation. The Project implementation shall take place between July 1, 2023 and June 30, 2024. 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 15, 2024. 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 $ to the Grant Recipient. 6.Publicity A.Acknowledgement. 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 $2,400.00 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 3 Revised August 2022 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.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.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. 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. 4 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 4 Revised August 2022 (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 http://www.orangecountync.gov/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 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 5 Revised August 2022 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 Date For and on behalf of Orange County Government Bonnie Hammersley, County Manager Date Mollie Thomas Executive Director DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 6 Revised August 2022 ORANGE COUNTY—DEPARTMENT USE ONLY Department Party/Vendor Name: Party/Vendor Contact Person: Contact Phone: Party/Vendor Address: City State: NC Zip: Department: COUNTYMGR/Arts Commission Amount: Purpose: 2023-24 Arts Grants Budget Code(s):30601020-683000-96060 Vendor # (N/A if new vendor) Vendor is a BOCC consultant? Yes No Contract Type: (Check one) New Renewal Amendment Effective No Date 9-29-2023 Approved by Board Yes Agenda Date: This agreement is approved as to technical form and content: Department Director’s Signature Date: Information Technologies (Applicable only to hardware/software purchases or related services) This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer Date: Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer Date: Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer Date: Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney Date: Clerk to the Board Received for record retention: All Docusign contracts must be copied to Laura Jensen upon completion @ljensen@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Office of the Clerk to the Board _Date:_ Hillsborough Arts Council Mollie Thomas 9196432500 102 N Churton St Hillsborough 27278 $2,400.00 19946 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Orange County Arts Commission Powered by Submittable Title Hi l l sborough Arts Counci l by Mollie Thomas in 2023-24 Grassroots Arts Program Grant Application 102 N. Churton St. Hillsborough, North Carolina 27278 NC United States 9196432500 director@hillsboroughartscouncil.org 06/16/2023 id. 40781635 Original Submission 06/16/2023 APPLICANT INFORMATION Please tell us about your organization. Organization Name Hillsborough Arts Council Mailing Address of Organization 102 N Churton St How did you hear about our grant program? W ord of mouth Did you or a representative of your orgnanization attend one of our grants training sessions? Yes Nature of Organization Arts Organization Organization Description The Hillsborough Arts Council (HAC) is a community-building nonprofit arts organization that has been serving neighbors, artists, and visitors of Hillsborough, NC for 35 years. HAC is committed to providing access to the arts for educational engagement, community development, and economic prosperity through its mission of enriching community through the arts. Located in historic downtown Hillsborough, HAC’s headquarters known as the Gallery & Gift Shop (G&GS) provides a creative environment for 55+ local artists to share their work. In addition to operating the G&GS year-round, HAC is well-known for presenting signature events such as Last Fridays & the Art W alk, the Solstice Lantern W alk, the Handmade Parade, and various art markets, workshops, poetry showcases, and concerts. HAC programs are designed DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 to enhance the lives of residents in the Triangle by offering accessible, meaningful, and diverse connections with art for all demographics. W ith more than 40 volunteers donating thousands of hours annually, HAC is a community of artists, staff, board members, and friends working to ensure the creative future of Hillsborough and Orange County, North Carolina. HAC's Board of Directors is composed of local leaders with varying backgrounds, including business, marketing, and nonprofit professionals; artists, writers, educators, and musicians; retired adults and young professionals. HAC's staff currently includes a full-time Executive Director, a full-time Program & Marketing Director, a full-time Gallery and Volunteer Manager, and a part-time Bookkeeper. Each staff member is uniquely qualified to fulfill best practices in arts administration and operates in collaboration with board members and lead volunteers to ensure proper allocation of resources for each program. Annually, HAC serves over 20,000 visitors through public programs and special events, and over 12,000 visitors through the G&GS. Geographically, 25% of visitors to HAC's G&GS and flagship programs are from Hillsborough, with 75% of visitors are recorded from other towns in North Carolina, other US States, and other Countries. Of the 75% of visitors from outside of Hillsborough, 40% are from other towns in Orange County. Thus, HAC plays a significant role in providing arts programming for both tourists and Orange County residents at large. More robust demographic data has been successfully collected through events with tickets or registration forms, and HAC staff are tracking information to better understand and report about the race, ethnicity, age, and gender composition of those HAC serves. Preliminary analysis suggests that the majority of the participants served through arts programs in Hillsborough identify as being white, with growing representation from participants who identify as BIPOC. W hile collecting and analyzing demographic data is a relatively new process for HAC, the organization’s approach to data management reflects current trends in DEIA and aims to determine which audiences and communities should become a focus area for future relationship building. Through performance contracts and G&GS commissions, HAC has provided over $85,000 in income to local artists this fiscal year. Demand for HAC's services and support is constant and rapidly growing in tandem with the growth of the town and Triangle area. DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Has your organization undergone any Diversity, Equity, and Inclusion (DEI) training? If so, please explain. If not, please explain any barriers that have prevented you from receiving this training. At the beginning of 2023, HAC applied for the Executive Service Corps of the Triangle’s ARPA Grant which included a board leadership series in addition to capacity-building funding. HAC’s Executive Director along with four members of the Board attended the nine workshops in the board leadership series, one of which was focused entirely on Diversity, Equity and Inclusion (DEI). This particular DEI workshop highlighted ways in which HAC can shift mindset and mission to include DEI-aligned strategies throughout every aspect of organizational operations. Along with this undertaking, HAC launched a DEIA research project led by the Board in early 2023. Phase 1 includes an audit with an external leader that is experienced in this area of work and is expected to wrap up towards the end of this calendar year. Upon analyzing the findings from this research project, HAC will adopt guiding principles to improve representation of and collaboration with the many different individuals, communities, neighborhoods, and artists who make up Hillsborough. Further, HAC participated in the DEIA & the Arts training facilitated by Aisha Adams and hosted by OCAC this summer. The majority of HAC’s core leadership team was able to attend all four sessions live, with any staff and board members unable to attend day-of being asked to review the recordings afterwards. These sessions have helped HAC consider ways to holistically maneuver community outreach strategies and ensure equitable programmatic access for the many unique audiences that HAC aims to serve through its mission. Additionally, these learnings have empowered HAC’s board and staff with tools to authentically engage diverse board members, staff, and volunteers in upcoming recruitment phases. HAC is grateful for the opportunity to access these DEIA tools and training alongside other Orange County arts organizations and welcomes any additional opportunities in the future. Several members of HAC's board and staff have undergone DEIA training independently, through other work or service opportunities. HAC is actively strengthening its Board of Directors to include DEIA priorities among every area of strategic focus, and is working to develop clear policies for the organization that will ensure practices, programs, and services are conducted with DEIA in the forefront. Going forward, funding for consultation services and ongoing DEIA training will be prioritized in HAC's budget and strategic planning discussions. During FY22-23, will your organization receive operational support funding from the North Carolina Arts Council or the North Carolina Department of Natural and Cultural Resources? No Organization's EIN 562163979.0 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Organization W ebsite www.hillsboroughartscouncil.org Authorizing Official's Name Mollie Thomas Authorizing Official's Title Executive Director Authorizing Official's Phone 9196432500 Authorizing Official's Email director@hillsboroughartscouncil.org Applicant Race W hite Financial Overview FinancialOv erv iew_Submittable.xlsx Organizational Financial Statements HAC_Draft_FY24_Budget_Summary.pdf HAC_Final_Approv ed_FY23_Budget_Summary.pdf HAC_FY21-22_Complete_Income___Expense_Statement.pdf HAC_FY2122_Form_990_Signed.pdf DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Deficit/Surplus In Fiscal Year 2021-2022, HAC accrued a deficit of $39,754 which reflected timing impacts from overdue grant funds, delayed release of program funds, and strategic investment in professional staff. $10,000 of this deficit were reserve funds from a prior fiscal year, spent in Fiscal Year 2021-2022 in order to implement a public art project in River Park that was delayed due to the pandemic. In addition, HAC expanded employment to better develop programming and organizational sustainability at a cost of roughly $25,000 year on year. Finally, HAC elected to release an incubator program, the River Park Concert, and incurred separation costs from that program’s reserve funds. These three outlays were the primary reason HAC ran a deficit for the fiscal year ending 6/30/22. W hile this deficit was a unique circumstance and was able to be navigated with operating reserves, HAC is committed to preventing future deficits by ramping up fundraising initiatives, generating broad community support, and focusing on mission critical programming. A deficit is not projected for Fiscal Year 2022-2023. The budget provided for Fiscal Year 2023-2024 is a draft and is not yet officially adopted by HAC’s Board of Directors. To ensure flexibility for growth and in order to navigate any future unforeseen circumstances, HAC is aiming to operate with a modest surplus next fiscal year. The current surplus projection would require HAC to hit 100% of its Fiscal Year 2023- 2024 revenue goals. If achieved, these funds would be utilized for strategic capacity-building initiatives, as well as reallocating dollars back into HAC’s investment accounts, which were partially depleted in Fiscal Year 2021- 2022 for the reasons described above. Are you an entity of UNC-Chapel Hill or another unit of state government? No PROJECT/PROGRAM INFORMATION Tell us about your project or program Title of Grant Request 2024 Handmade Parade and W eekend of Art Performing Artist Support Grant Amount Requested $3,000 Is the person in charge of this program or project different from the Authorizing Official? No W hat are you requesting funding for? A specific program or project DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Project/Program Summary The bi-annual Handmade Parade (HMP) is a beloved tradition that highlights our community's diversity, resilience, and creative folklife, featuring giant handmade puppets, costumes, dance, and music. Since the first parade in 2010, this grassroots spectacle of art has become essential to the culture of Orange County, drawing attention and tourists from across the state. In April 2022, the Handmade Parade was expanded to integrate the first-ever Handmade Market (HMM) in River Park, with 45+ artists, concessions, and family-friendly activities. This integration furthered program impact by creating a destination for pre-parade festivities and the post-parade jamboree. Occurring in conjunction with a spring Last Fridays & the Art W alk (LFAW ), this uniquely Hillsborough arts festival attracts thousands of visitors and is packaged into two days of free and vibrant community programming known as the “W eekend of Art in Hillsborough”. W orkshops held in advance provide inspiration and educational resources for audiences to craft their own addition to the parade. The 2024 parade will incorporate 10+ community partnerships alongside professional performing artist groups and invites representation across all local demographics to ensure public participation. The market will once again feature artisan and craft vendors, curated food & beverage experiences, and other hands-on arts activities throughout the day. HAC will also host at least one advanced puppet-making workshop, plus multiple opportunities for businesses, families, and visitors to join in with a designated theme. The 2024 W OA is tentatively scheduled for May 31- June 1 and will be publicly announced once all stakeholders have confirmed their availability. Project Start Date (no earlier than July 1, 2023) May 31, 2024 Project End Date (no later than June 30, 2024) June 1, 2024 DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Project Goals HAC’s overall goal for the W eekend of Art is to expand public participation in the arts, boost support for local artists, and increase visitation to Hillsborough while continuing to keep the event accessible for the community. More specifically, HAC’s goals through this project are to: -Grow participation in the Handmade Parade to have a more dynamic, robust, and diverse celebration of local art. -Further arts education through the W eekend of Art by providing workshops, tutorials, & other art-making activities.. -Drive tourism, visitation, and economic impact to Hillsborough and Orange County. -Hire multicultural artists and performance groups, to create a vibrant arts experience and improve representation of our community. -Expand opportunities for artists to sell and share their work with a highly engaged crowd of Handmade Market attendees. -Develop meaningful relationships that result in lasting impact for the arts through community collaborations and partnerships with local businesses. W ith this program’s expansion and creative innovation, which had significant incremental impact for Hillsborough’s arts community in 2022, has come increased costs and the need to secure additional funding in order to deliver and achieve the stated goals. Additionally, many artists have had to raise their contract fees in order to keep up with inflation and increased costs of living in the Triangle. As a result of these factors, and in effort to provide more opportunities for artists of diverse backgrounds, HAC is seeking funding for performing & teaching artist support to ensure an equitable and impactful W eekend of Art. DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Audience Description The W eekend of Art (W OA) is designed to be accessible, inclusive, and offer something appealing for everyone. Hillsborough is a socio- economically, racially, and culturally diverse community with strong rural agricultural roots, a large population of retired adults, and a growing population of young families and urban professionals. Like many communities in North Carolina, this area has experienced exponential growth over the past decade. HAC marketing efforts take into consideration this unique landscape and aim to reach audiences that are a reflection of the community HAC serves, while attracting a broader group of participants from across the state. In 2022, over 5,000 participants were recorded through the W OA, and a similar turnout is projected for 2024. This includes: -Last Fridays & the Art W alk, consistently drawing 1,500-2,000 visitors per month and attracting broad participation from anyone seeking social opportunities in Hillsborough. -The Handmade Parade, typically drawing up to 300 active participants and 2,000 spectators. The parade emphasizes multi-generational and multi- cultural representation. -The Handmade Market, attracting at least 3,000 visitors, including a dedicated audience from the former “Art in the Heart of Hillsborough” spring art fair. By cross-pollinating this reimagined market with the parade, HAC is able to achieve a more diverse audience than is generally expected for traditional art fairs. The arts have proven to be a meaningful way for the community to unite across cultural and racial barriers, and HAC is committed to collecting more demographic information through the 2024 W eekend of Art in Hillsborough. DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 Location Description The W eekend of Art takes place throughout historic Hillsborough, which offers multiple parking options, including handicapped spots, and is accessible by Orange County public transit. Sidewalks are well-maintained and all programming occurs within a navigable distance for anyone joining activities by foot, wheelchair, bicycle, or other method of transportation. The coinciding Last Fridays & the Art W alk will be a town-wide celebration, with key activities occurring at the Old Orange County Courthouse Lawn, River Park, River W alk, and at venues along Churton Street, King Street, and Margaret Lane. The Handmade Parade leads a procession beginning at the Burwell School down Hillsborough’s main thoroughfare, Churton Street, and concludes in River Park. Burwell School features a large, well-maintained lawn for parade participants to spread out and offers several flat areas for staging. Churton Street consists of smooth pavement and will be closed off to all vehicular traffic during the parade. Emergency Services personnel will be on stand-by for any additional assistance that may be needed to keep pedestrians, spectators, and participants safe. The Handmade Market occurs in River Park, which has multiple access points, including the ADA-compliant River W alk connecting downtown and the west end of Hillsborough. Nearby, there is a bus stop, several parking areas, a set of fully operating restrooms, a water bottle filling station, and a covered pavilion. Much of River Park is a grassy lawn, so the layout of the market is designed for vendors and other market activities to be easily accessible from the paved pathways and/or on the flattest and easiest to navigate areas of the park. Hillsborough Arts Council is committed to adopting best practices with accessibility whenever possible and W eekend of Art programming aims to include anyone that may be differently abled in any capacity. HAC’s partnering artists, venues, businesses, and community groups are further encouraged to maximize accessibility at their own locations. A particular focus area for HAC’s Program & Marketing Director in the next year includes assessing how HAC’s website and marketing materials can be more accessible for anyone with visual impairments or other difficulties. As Hillsborough’s Spanish-speaking communities are growing, producing materials that can be easily translated into other languages are also an area of consideration. Artist Description The W eekend of Art creates opportunities for over 100 local artists to partner. Artist representation at each component of the festival spans nearly all mediums, art forms, experience levels, demographics, and socio- economic backgrounds. The coinciding Last Fridays & the Art W alk provides 20+ booths for visual artists to sell their work during that month’s Makers Market. Vendors are approved in the spring by a jury of market experts and are primarily local to the Orange County and Hillsborough area. Additionally, Last Fridays & the Art W alk feature paid gigs for performing artists through contracts offered DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 by the Hillsborough Arts Council. HAC expects to contract 1-2 live musicians, 1-3 poets, and 1-2 other performance groups to provide entertainment throughout town. Performing artists for this occurrence of Last Fridays will be selected with particular strategy towards enticing visitors to come back the next day for the Handmade Parade. The Handmade Market encourages artists at all experience levels to apply, and HAC adopts thoughtful jurying practices to ensure diverse representation and equitable access to vendor opportunities. Due to high demand and limited spots, the Handmade Market is slightly more competitive than Last Fridays Makers Markets and has a more focused criteria of accepted mediums. Also featured at the Handmade Market will be several musical groups, face painters, teaching artists for family-friendly art-making activities, and circus arts performers. The application to participate in the Handmade Market will open in spring 2024, so exact vendors are not yet known. Similarly, contracted performing and teaching artists for the market will be approached after HAC has secured funding for this fiscal year, so that fair pay may be guaranteed. HAC will contract teaching artists for various workshops in the lead-up to the W eekend of Art. W hile the exact teaching artists are not yet selected, HAC has previously worked with and/or would like to explore opportunities for collaboration in 2024 with the following: -Tinka Jordy -Debra W uliger -Sol Ramirez -Paperhand Puppet Intervention -John Claude Bemis -Virginia Meldahl -Mirna Ferreira -Victoria Ralston In order to present a high-quality and culturally diverse parade experience, Hillsborough Arts Council will contract several professional puppeteers, performing artist groups, and circus/aerial artists to join members of the community in this walking spectacle of art. Through targeted outreach and an open call, professional artists who wish to be considered for parade contracts will be invited to submit their details and associated rates. HAC will use this information to hire artists for paid performing opportunities. In the late spring, community registration for the parade will open and capture information about anyone participating from the public. W hile the exact parade performers are not yet confirmed, HAC has previously worked with and/or would like to explore opportunities for collaboration in 2024 with the following artists: -Paperhand Puppet Intervention -Living Arts Collective -123 Puppetry -Batala Durham -Bulltown Strutters -StoryUp! / Katie Rebich -Shalimar Dancer DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 -Jeghetto -Nyssa Collins -Monarch Movement Company -Ballet Folklórico Orgullo y Alma Latina -African American Dance Ensemble -Footnotes -Orange County Schools Are you hiring multicultural artists with the requested funds from this grant? Yes For each multicultural artist you intend to hire, please list their name, race, and how much you plan to pay them. HAC will compensate artists fairly and negotiate collaboration that reflects the funding available. -Living Arts Collective: various multicultural artists ($700-1,500) -123 Puppetry: Hispanic/Latino founder ($400-600) -Batala Durham: various multicultural artists; Hispanic/Latino heritage ($500-1,000) -Ballet Folklórico Orgullo y Alma Latina: Hispanic/Latino heritage (rates unknown) -Jeghetto: Black/African American (rates unknown) -African American Dance Ensemble: African American (rates unknown) DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 How will the project/program be publicized and promoted to reach intended participants? HAC has been committed to a highly sustainable approach to marketing and advertising, so that it can continue meeting the increased demand for services while strategically allocating limited financial resources. By extending marketing efforts to include more paid channels in the upcoming fiscal year, HAC will be able to re-engage audiences that are not as active on social media or other modern digital platforms, as well as implement a broader reach across the Triangle. HAC will employ the following strategic marketing and publicity efforts to engage intended W eekend of Art audiences: -W ebsite - 26,000+ views/year -Social media (unpaid/organic), including Facebook, Instagram, LinkedIn, and Pinterest - 45,000+ average reach/year -Monthly newsletter - 6,100+ distribution list with a 45% average open rate -Quarterly donor newsletter - 100+ highly engaged distribution list -On-site marketing at events and at the G&GS - 30,000+ visitors/year -Printed signage and flyers distributed across the Triangle -Press packages with high-quality photography, graphics, and announcements sent to extensive list of media outlets, sent at least quarterly -Postings to 20+ community calendars to ensure inclusion & awareness of events -Collaborative cross-promotions with local businesses, schools, and community groups -Radio and/or TV advertising as budget allows -Print advertising or features in other cultural publications as budget allows -Paid social media advertising as budget allows, primarily on Facebook & Instagram -Ongoing conversations and meetings with key collaborators to market by word of mouth -Special video marketing campaigns, including Instagram Reels, TikTok posts, and Youtube shorts DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 How will you evaluate the success of the program? Success for the W eekend of Art will be determined by comparing program outcomes to the goals stated above. HAC will closely track the impact of programming in real-time by collecting visitation counts, soliciting feedback and data from partnering venues and businesses, and requesting demographic and geographic information through event & artist registration processes. By analyzing data collected through the W eekend of Art, HAC will understand how strategic marketing efforts helped to increase exposure and impact of the HAC mission. Evidence of this will come through increased sales and donations for HAC and its partners, total visitation, volunteer engagement, and audience participation. To evaluate the impact of Grassroots Arts Program funding, HAC will compare actual artist participation and demographic data to the expected rates & anticipated outcomes. HAC will be able to assess how bolstering artist compensation positively impacts the quality of workshops, the diversity of the entertainment, and the overall community-building experience through the W eekend of Art. HAC will also survey artists and attendees that participate in the W eekend of Art regarding sales, overall satisfaction with experience, and other KPIs. Feedback from artist surveys at the 2022 Handmade Market confirmed it was well attended and that vendor sales not only met, but most often exceeded, experiences at other Hillsborough markets. Performing artists and the general public will also be surveyed for feedback so that this program can continue to grow and transform to serve the community to the best of HAC’s ability. PROJECT/PROGRAM BUDGET Please fill out the charts below with your project's expenses and income. Use the "Explanation" box to offer details for each category. NOTE: The Total Cash Expense must equal the Total Cash Income. Project Expense Expenses-english-rev ised.xlsx Project Income Income-english-rev ised.xlsx Resumes of artists/administrators Mollie_C._Thomas_Comprehensiv e_Resume_June_2023.pdf Iv a_Bev eridge_UPDATED_2023_Resume.pdf Board of Directors List FY22-23_Hillsborough_Arts_Council_Board_List_for_Grants.pdf IRS Tax Exemption IRS_501-c3_Determination_HAC.pdf W ork Samples Folklorico_Dance_Group_Aug_22_Performance.jpg DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971 John_Claude_Bemis_123_Puppetry.JPG 2023_-_March_Last_Fridays_-_Monika_Shakinov sky_Shalimar_Dancer.jpg Katie_Rebich_Circus_Artist.JPG Bulltown_Strutters_Paperhand_Puppet.JPG Video Sample: External Link 1 https://www.youtube.com/watch?v=LqNdYfkQbCs Video Sample: External Link 2 https://www.youtube.com/watch?v=G_tvBXC52f4 Video Sample: External Link 3 https://www.youtube.com/watch?v=orHtK7BniRA&t=129s Letters of support (optional) 123_Puppetry_HAC_testimonial_2023_2024.pdf Jenn_W eav er_-_HACletterOfSupport_2023.pdf Gregg_Pacchiana_-_HAC_2023_Letter_of_Support_.pdf DocuSign Envelope ID: E9ED2E06-04DF-47DA-BF1A-31359EF7B971