HomeMy WebLinkAbout11/19/1991, C-7 - CONSIDERATION OF THE PROMOTIONAL COORDINATING COMMITTEE'S RECOMMENDATION TO APPROVE A MID-YEAR FUNDING REQUEST FROM THE FOUNDATION FOR THE PERFORMING ARTS CENTER. "�� i ►�IIIII Ia���l city of san LUIS osIspo MEETING DATE
11-19-91
MIGs COUNCIL AGENDA REPORT Imo"'NUMBERn
FROM: Ren Hampian, Assistant City Administrative OfficerA:f�
Prepared By: Alison Lloyd, Administrative Analyst
SUBJECT: Consideration of the Promotional Coordinating Committee's
recommendation to approve a mid-year funding request from
the Foundation for the Performing Arts Center.
CAO RECOMMENDATION: By motion, approve the Promotional
Coordinating Committee's recommendation to grant to the Foundation
for the Performing Arts Center $3,709, and authorize the CAO to
prepare and execute an appropriate contract for administration of
the funds.
DISCUSSION:
Background
At the Promotional Coordinating Committee meeting on October 9,
1991, the Foundation for the Performing Arts Center presented a
request for funding in the amount of $4, 000. The Foundation
requested the funds for their new Youth Outreach Program (YOPAC) .
The program is designed to create an awareness of the Performing
Arts Center and to develop an audience among the community's young
people for the future center. To facilitate this process, a
variety of in-school workshops and off-site events and a teacher
training workshop are scheduled during 1991-92. Preparatory and
follow-up educational materials will also be provided to help
enhance the students' experience of the performances.
During the discussion, the PCC asked the Foundation why they had
not applied for funding through the Grants-In-Aid process. The
Foundation explained that the program received a grant from Pacific
Telesis Foundation in March, which was after the 1991-92 Grants-
In-Aid process was already underway. The Foundation noted that the
grant monies were used to assist several schools with busing and
admission costs to YOPAC performances. However, as the funding
was limited, the Foundation was forced to turn down requests from
a number of schools for this kind of assistance. With the
financial hardships facing the schools, the Foundation is concerned
that without funding support from the PCC, many young people may
be denied the opportunity to experience the performing arts.
The Foundation's application was reviewed and discussed by the full
PCC. The PCC determined that the request was consistent with their
Grants-In-Aid criteria, and their recently adopted reserve
guidelines (Attached) . As a result, the PCC recommended allocating
a portion of their Grants-In-Aid funding reserve to the Foundation
for the Performing Arts Center for their Youth Outreach Program.
C7-1
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111110 , COUNCIL AGENDA REPORT
Contract
If the Council supports the PCC recommendation to fund the
Foundation for the Performing Arts Center $3 , 709, it would be
staff's intention to enter into a contract with the Foundation.
It is important to note that the contract will be monitored by
staff and the PCC to ensure compliance with guidelines set forth
in the agency's proposal. Monitoring will be accomplished through
semi-annual reporting, in which program activities and expenditures
are detailed. In addition, the Foundation for the Performing Arts
Center will be assigned a liaison from the PCC who will attend the
agency's board meetings, receive reports, and will provide update
periodically at regularly scheduled meetings.
FISCAL IMPACT:
As part of the approval of the FY 1991-93 Financial Plan, the City
Council allocated $86,240 for PCC Grants-In-Aid activities for
1991-92 . During the Grants-In-Aid process, the PCC did not
allocate the entire sum. They set aside $7, 709 in their budget in
an effort to accomodate the Council 's desire to establish a reserve
to address unanticipated funding needs that might arise during the
year. If the Council approves the PCC recommendation to fund the
Foundation for-the Performing Arts Center Youth Outreach Program,
$3,709 will be allocated from this reserve, leaving a balance of
$4,000.
ATTACHMENT:
1 Reserve Guidelines
* The Foundation for the Performing Arts Center application for
PCC GIA funding is available in the City Council reading file.
I
C 7-z/
PROMOTIONAL COORDINATING COMMITTEE
GUIDELINES FOR USING GIA RESERVE
* Reserve monies are available to any non-profit agency that meets established
criteria for the grants-in-aid program. (See Exhibit 1)
* Reserve monies can be used to fund start up costs for new oroorams or
extraordinary needs that arise after adoption of the annual grants-in-aid budget
* Requests for use of reserve funding must come jointly from an agency's Board
of Directors and Executive Director.
* Requests for funding must include a detailed description of what the monies are
being requested for, how the monies will be spent, and why the existing budget
cannot accommodate the expenditure.
* Requests for funding will be reviewed in accordance with established criteria for
the grants-in-aid program. (See Exhibit 1)
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ATTACHMENT 1