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HomeMy WebLinkAboutArts Central Grant ApplicationDeschutes County Board of Commissioners Discretionary Grant ram undrasrug Acbvr Application Summary Board Meeting Date: August 26, 2013 Organization: Arts Central Organization Description: Arts Central provides arts services to the communities, artists and arts organizations in Deschutes, Jefferson, and Crook Counties. Arts Central's purpose is to inspire creativity through arts education and to advocate for integration of the arts in all aspects of community life. Project Name: Black & White Project Description: Art Central's Black & White is an annual fundraising activity that features a silent and live auction, dinner, paddle race, and other activities. Funds secured through the event are used to increase awareness, participation, and support of arts education programs. During the most recent year, Black and White accommodated 235 guests and raised $95,000. This year's event will be held on September 29th from 4:00 to 8:00 p.m. at the Bend Country Club and is expected to attract 250 attendees. Project Period: September 29, 2013 Amount of Request: $1,500 Previous Grants: 9/27/2001 6/8/2004 9/7/2005 4/21/2008 $ 3,000.00 $ 5,000.00 $ 3,000.00 $ 500.00 Arts education programs Resource development Van Go Mobile Art Studio Van Go Mobile Art Studio Note: Applications in support of fi.lndraising activities are often time -sensitive and will routinely, be presented to the Board of Commiskaras outside of the regular quarterly review cycle. Approved: Declined: res Uf,✓ +L w/1+ 0 Today's Date: Deschutes County Board of Commissioners PO Box 6005, Bend, OR 97701-6005 1300 NW Wall Street, Suite 200, Bend, OR Telephone: 541-388-6571 Fax: 541-385-3202 Website: www.deschutes.org DESCHUTES COUNTY VIDEO LOTTERY FUND DISCRETIONARY GRANT PROGRAM APPLICATION e • 10. I: Project Beginning Date: Amount Requested: Project Name: `1',,V3t . \ *1,533 0'' Name of Applicant Organization: Address: Project End Date: Date Funds Needed: ecl\A-ca.\ City & Zip Code: Contact Name(s): Fax #: l l'll c crvio� ibbtes, Bu4-1cir Email Address: Tax ID #: Telephone #: °3 -1149 iS 1 (o? . 1 z.4,A ciEth Cava On a separate sheet(s), please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will positively impact the community. 5. Identify the specific communities or groups that will benefit. 6. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. Itemize anticipated expenditures*. 7. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status, * Applicant may be contacted during the review process and asked to provide a complete line item budget. ow WWI THE BLACK & 11J111TE September 29, 2C13 Dend Golf and Country Club For the last eight years Arts Central has been committed to the Black and White as an integral part of our fundraising efforts. Last year we were honored to have 235 guests and through their support we were able to raise $95,000.00 for arts education. The Black and White is pivotal to our continued commitment in increasing awareness, participation and support of our arts education programs. Our efforts include: Art Station - The only nonprofit community visual arts school in Central Oregon. The Art Station provides art education for ages two through adult. Professional art instructors and artists teach painting, drawing, ceramics, sculpture and glass classes throughout the year. Artist in Schools (AiS) - This program provides professional teaching artists to schools in five counties (Deschutes, Jefferson, Crook, Klamath and Lake Counties). In many of these small schools, AiS is the sole provider of visual and performing arts curriculum. So far we have provided artist residencies to over 58,000 students. Art Academy for Children -This is an innovative art program which offers in-depth, sequential art classes designed to deepen a child's appreciation of art, develop artistic thinking, strengthen art -making skills, and cultivate personal expression. As student's progress through each year of the Children's Art Academy, they assemble an art portfolio, participate in critiques, and gain artistic confidence. BLACK & WHITE 2013 (updated 5/15/13) Pre -April Task April May June Book event space Book auctioneer Begin soliciting sponsors Negotiate lodging for auctioneer/staff Schedule first committee meeting Committee prospects Committee team leader assignments Create preliminary gala production plan Continue to procure sponsors Finalize solicitation letters Begin soliciting auction items Establish committee meeting dates Work with board on table sales Finalize budget First draft collateral design concept "Save the Date" design/list/send Begin procuring in-kind donations for decor Continue to procure sponsors Continue to solicit silent auction items Continue to secure sponsors Continue to secure silent auction items Procure wine donation Begin to secure live auction items Order blinkies Order bid paddles Meet w/ Audio Visual company Menu selection/budget w/ BCC Create/implement website pages Recruit volunteers for teams Begin updating MaestroPro Determine media strategy Meet w/auctioneer re: auction items/raffle/ Round up Begin designing packets Responsible Party Completed Debbie Done Debbie Done Debbie, et al On going Debbie Done Marsha Done Committee Marsha Marsha Debbie Marsha/Cate Committee Marsha Marsha Alyce Brenda Brenda Committee Debbie Committee On going Done On going Done On going Done 5/29 due date On going On going Debbie On going Committee On going Debbie/Rebecca Cate/Paula On going Debbie Debbie Marsha/Debbie Marsha /Debbie Brenda Team Leaders Debbie/Marsha/Laura On going /Alyce Brenda Marsha/Debbie/Cate /Paula/Laura Alyce/Marsha On going July August Continue to secure sponsors Continue to secure silent auction items Begin designing silent auction tables Table sales/individual ticket sales continue Establish special appeal strategy Continue to secure live auction items Produce check in/check out documents Begin Dessert Dash solicitation Begin Raffle solicitation Continue to secure sponsors Continue to procure desserts Continue to procure raffle items Wrap up silent auction procurement Wrap up live auction donations Table/individual tickets sales continue Photograph live auction items Develop marketing strategy for event Catalogue silent auction items Catalogue live auction items Hire entertainment Develop schedule for day of event Develop training for volunteers Night of event volunteers in place Set up event space on paper Meet w/BCC to implement event space Write event script Secure all silent auction items by Aug. 30 Design/build out donations secured by Aug. 30 Finalize event process Choose art for placemats (5 -10 templates) Laminate placemats (1 per attendee) Press release on event sent Auction collateral designed Television promotion Debbie Committee Laura Marsha/Paula Cate/Paula Cate/Paula Alyce Senneh Raffle Team Leader Debbie Senneh Raffle Team Leader Laura Cate/Paula/Marsha Committee Cate Brenda Laura Laura/Marsha Paula Marsha/Alyce Volunteer Team Leader Volunteer Team Leader /Alyce Debbie/Marsha Debbie/Marsha Cate/Paula Committee/Laura Laura/Marsha Committee Committee/Debbie Debbie Brenda Brenda Brenda On going On going On going On going On going On going On going On going On going On going On going September Photograph live auction items Confirm entertainment Wrap up dessert dash donations Wrap up raffle donations Hold training day for volunteers Auction program completed/printed Auction collateral printed Signage for event printed Placemats completed Create displays for silent/live tables Produce bid sheets w/ item descriptions Finalize sponsorships Finalize table sponsors F & B guarantees due Secure/obtain flowers for Registration/ Dessert Dash/Auction tables Pick up Dessert Dash items Assign bidder numbers Create/produce packets & master sheets Assign table numbers Produce table tents Create table placement floor plan Move in and set up EVENT!! October Follow up on invoices/budget/final numbers Thank yous Committee Recap meeting Cate Paula Senneh Raffle Team Leader Volunteer Team Leader Brenda Brenda Brenda/Debbie Debbie Laura/Committee Laura/Alyce/Marsha Debbie Marsha Debbie/Marsha Debbie/Senneh Senneh/Committee Debbie/Alyce Debbie/Alyce/Marsha Gary/Paula Debbie Debbie/Marsha Marsha Marsha/Alyce/Debbie Committee Committee SEPT. 29 October 17 The Adopt a School Initiative A COLLABORATIVE VENTURE OF ARTS CENTRAL, THE BUCCOLA FAMILY AND THE COMMUNITY Mission The Adopt a School Initiative is dedicated to securing high-quality arts education for Bend LaPine School District students who have limited access to this opportunity. Our Belief Every child deserves a complete and competitive education that includes the arts. In -school and out-of-school—each and every day—all children need the opportunity ...to create ...to perform ...to learn ... and to experience the arts in all forms, including visual arts, dance, music and theatre. Arts Central ARES CENTRAL The Art c and Culture Council for Central Oregon tie Regional Arts and Crrltrrre C=ouncil for Central Oregon Arts Central, as the Regional Arts and Culture Council for Central Oregon, provides arts services to the communities, artists and arts organizations in Deschutes, Jefferson and Crook counties. Arts Central receives support from the Oregon Arts Commission for these services. Our purpose is to inspire creativity through arts education and to advocate for integration of the arts in all aspects of community life in Central Oregon. We accomplish our purpose through two distinct initiatives: advocacy and arts education. We are able to provide arts education to our community through programs like our Art Station, VanGo, and Artists in Schools residencies and now the Adopt a School Initiative. Board of Directors: Gary Chandler - President Alice Dawes — Treasurer Brenda Komar - Secretary Tammy Baney Cindy Briggs Richard Gallio Paula Johanson Joanne Mathews Marsha Stout Rebecca Warner Sta Cate O'Hagan - Executive Director Debbie Butler - Development Manager Deborah Allen — Education Manager Tracy Alexander — Art Station Manager Gillian Rathbun —Artists in Schools Coordinator Dawn Kirkpatrick — Program Assistant t 1IsttH"Ic Preservatfct,r: Arts Central is the steward of one of Bend's most significant historic structures, the historic 1911 train depot which is now located in the Old Mill District. Arts Central 1 15 SW Colorado/Building II/Suite #100 1 Bend, OR 97702 1 541.633.7242 1 artscentraloregon.org A ARTS CENTRAL Building Community through the Arts Art Central's regional art services include strategic planning, technical services, meetings, and management services. Great results and partnerships frequently emerge from these activities and as a result, the region continues to grow in a positive direction culturally. Cultural Advocacy Coalition We are a member of the statewide Cultural Advocacy Coalition. We help them access local arts and culture organizations to spread the word about lobbying the state legislature for support of the Oregon Arts Commission (OAC) and Oregon Cultural Trust (OCT). In turn, funds from the OAC and OCT are distributed to arts and culture organizations throughout the state, including those in Central Oregon. Arts Central is invited to attend statewide meetings, lobby legislators and testify before Ways and Means as a representative from this part of the state. Bend 2030 As the lead partner for Arts and Culture for this vision and long range community based process Arts Central is integrated into the City of Bend community development planning. This gives Arts Central an official role as a convener around arts and culture subjects and projects. OPB Arts Central is represented on the Central Oregon Advisory Board for Oregon Public Broadcasting. Having a relationship with another prestigious statewide organization such as OPB is important and can bring more attention to the vibrant arts and culture scene in Bend, which in turn attracts more and people interested in relocating here. Arts Central 1 15 SW Colorado/Building II/Suite #100 !Bend, OR 97702 1 541.633.7242 1 artscentraloregon.org Arts Education A ARTS CENTRAL Arts Education for All! Our education work is currently fulfilled by four programs: Art Station, Artists in Schools, VanGo and now the Adopt a School Initiative. We serve approximately 8,000 students annually through these programs, most of whom would otherwise have no access to arts education and creative learning development. Art Station Art Station is the only non-profit visual arts school in Central Oregon where children can explore their creative sides and discover what they are capable of in painting, drawing, ceramics, glass design, and sculpture. We also provide a variety of art classes for adults to rediscover their creative spark and fulfill their potential in the arts. Our Instructors are professional artists and arts educators who continually strive for excellence in their teaching. ART STATION A. Cer-efor f -.e Crec'i.'e Arts Artists in Schools and Adopt a School Initiative We have an AIS Artist Directory of over 20 professional dancers, musicians, artists, actors and writers who love to teach children and youth their art form. This program provides professional teaching artists to schools in five counties (Deschutes, Jefferson, Crook, Klamath and Lake Counties). In many of these small schools, AiS is the sole provider of visual and performing arts curriculum. So far we have provided artist residencies to over 58,000 students. We have identified 17 Title 1 schools in the Bend LaPine School District. These are schools who have 50% or more students on their free or reduced lunch program. Our goal through the Adopt a School initiative is to provide Artist in Residencies to all of these schools through the support of individuals and corporate donors. VanGo VanGo, a colorfully detailed Honda Element, is a mobile art studio with professionally trained art instructors in the driver's seat, arriving fully loaded with high quality art supplies and a visual arts curriculum. VanGo is Arts Central's arts education outreach program. It hit the pavement in summer 2006 and continues to travel throughout Central Oregon to non-profit facilities where children gather after school and during the summer. VanGo is a visible, dynamic way to bring the arts to children and teens that do not normally have access to arts instruction, in their schools or elsewhere. VanGo now serves as an "arts ambassador" to rural communities. Arts Central 1 15 SW Colorado/Building II/Suite #100 !Bend, OR 97702 1 541.633.7242 1 artscentraloregon.org Cultural Trust Management A ARTS CENTRAL Arts Central manages the Deschutes Cultural Coalition (DCC), which was created under the Community Cultural Participation Grant Program of the Oregon Cultural Trust in 2003. Funds from the Oregon Cultural Trust are distributed to the DCC, which in turn, gets re - granted to local cultural organizations through a formal process run by Arts Central. The Oregon Cultural Trust is a statewide cultural plan to raise significant new funds to invest in Oregon's arts, humanities, and heritage. Funds will be distributed to local communities to support their cultural priorities, through competitive grants for projects of regional and statewide significance, and through grants to Oregon's statewide cultural agencies to support their ongoing efforts. Oregon Cultural Trust The Oregon Cultural Trust was created by civic, business, and cultural leaders to preserve and strengthen every aspect of Oregon culture. Its goal is to create a protected endowment of over $200 million to provide long-term support for culture in Oregon. The Deschutes Cultural Coalition is committed to growing and protecting the county's unique cultural resources, advocating for investment of Oregon Cultural Trust funds that have been given to the Deschutes Cultural Coalition to distribute, and encourage donors to add to the statewide endowment of the Oregon Cultural Trust. Deschutes County is a showplace for a rich array of heritage sites, museums and events, folkloric traditions and activities; a growing number of literary, visual, and performing artists and crafts people; a host of well received musical, theater, poetry, arts and other events; and exceptional recreational opportunities. As Deschutes County continues to grow so do the challenges and opportunities that impact the region's cultural assets. On the other hand, the steadily increasing population base has resulted in more interest in, and demand for, local cultural activities and events. Likewise, Central Oregon enjoys a growing reputation as a prime tourist destination giving us an opportunity to feature local heritage, arts and culture activities --which benefits the region economically. With such growth, however, come challenges. It is increasingly important that the area's cultural resources --both creative and historic --be protected; that all residents have access to cultural activities regardless of income level; and that a diversity of cultural groups, activities and individuals be maintained --especially those which are grassroots and/or in more rural areas. Arts Central 1 15 SW Colorado/Building II/Suite #100 1 Bend, OR 97702 1 541.633.7242 1 artscentraloregon.org Revenue Corporate donations Scholarship donations Grants Activity donations Program revenue Art Classes Artist in Schools VanGo Birthday party revenue Total revenue Expenses Art Central Arts Education Budget 2013 Artists in Art Station Schools VanGo Total 3,000 53,000 250 108,500 3,850 45,000 2,500 47,500 3,000 13,000 17,500 83,500 250 21,000 6,000 108,500 21,000 6,000 3,850 168,600 79,000 26,000 273,600 Marketing 16,500 Bank/credit card fees 2,400 Computer/training 2,800 Copier/printer maintenance 720 Hospitality 215 Instructor wages Art Station 33,000 Art parties 1,425 Artists in Schools - VanGo - Liability insurance 550 Directors insurance 750 Auto insurance - Licenses & fees 2,400 10,000 22,000 650 27,150 2,400 2,800 720 215 4,400 1,100 33,000 1,425 22,000 4,400 550 750 1,100 2,400 Art Central Arts Education Budget 2013 Office supplies 700 _ - 700 Payroll expense 60,200 60,200 Postage/shipping 100 - 100 Professional services Accounting 2,200 - 2,200 Education coach 3,000 - 3,000 Education manager 20,000 - 20,000 Artists in Schools Coord. 5,000 5,000 Grant writer 5,000 - 5,000 Marketing consultant 5,000 - 5,000 Program supplies 6,040 1,500 1,000 8,540 Rent 6,000 - 6,000 Repairs/maintenance 2,815 - 2,815 Travel - 1,500 620 2,120 Teacher training comp. 1,895 1,895 Utilities 9,690 9,690 Vehicle fuel/maintenance - 2,000 2,000 Art Station Manager % - - 14,250 14,250 Development Manager % - 8,040 8,040 Executive Director % 8,100 6,330 1,550 15,980 Total expenses Increase(decrease) in Net Assests 171,500 74,370 25,570 271,440 (2,900) 4,630 430 2,160 internal Revenue Service ng1 OGDcN, UT 84201 CENTRAL OREGON ARTS ASSOCIATION PO 80X 45 BEND OR 97709-0045-450 In reply refer to= 2916502011 Feb. 17, 1993 LTR 252C 93-0696258 0000 00 000 02472 Taxpayer Identification Number= 93-0696258 Dear Taxpayer: Thank you for the inquiry dated Feb. 02, 1993. We have changed the name on your account as requested. The number shown above is valid for use on all tax documents. If you have any questions about this letter, please write us at the address shown on tIis letter. If you prefer, you may call the IRS telephone number listed in your local directory. An employee there may be able to help you, but the office at the address shown on this letter is most familiar with your case. When you write, please include your telephone number, the hours you can be reached, and this letter. You may also want to keep a. copy of this letter for your records. Telephone Humber ( ) - Hours We apologize for any inconvenience we may have caused you, and thank you lox your cooperation. Sincerely yo•.L_s, Barbara J. McCormick Chief, Correspondence Section Znolosuze(s): Copy of this letter IA DcparImenl or the Treasury I,7lulern:�1 Revenur Ser;•Irr 000206 OGDEN UT 84201-0046 ARTS CENTRAL 875 NW BROOKS ST BEND OR 97701-2751759 In reply refer to: 0424148731 Sep. 14, 2004 LTR 252C 93-0696258 200412 67 000 02526 BODC: TE Taxpayer Identification Number: .93-0696258 Dear Taxpayer: Thank you for the inquiry dated July 27, 2004. We have changed the name on your account as requested. The number shown above is valid for use on all tax documents. If you have any questions, please call us toll free at 1-877-829-5500 between the hours of 8:00 a.m. and 6:30 p.m., Eastern Time. If you prefer, you may write to us at the address shown at the top of the first page of this letter. Whenever you write, please include this letter and, in the spaces below, give us your telephone number with the hours we can reach you. Also, you may want to keep a copy of this letter for your records. Telephone Number ( ) Hours Enclosure(s): Copy of this letter Sincerely yours, 7.126zact.) &&t Marilyn Cook Dept. Manager, Code & Edit/Entity 3 District Director Date: APR 19 1914 Central Oregon Arts Society, Inc. P.O. Box 45 Bend, OR 97701 EPJEO:EO:11—AD Our Letter Dated: May 11, 1970 Person to Contact: John Sutton Contact Telephone Number: (206) 442-5106 r4x to. tt 43- 66 1(q Dear Applicant: This mod°fies our letter of the above date in which we stated that you would be treated as an organization which is not a private foundation until the expiration of your advance ruling period. Based on the information you submitted. we have determined that you are not a private foundation within the meaning of section 509(a) of the Internal Revenue Code, because you are an organization of the type described in section . Your exempt status under section 501(c,(3) of the code is still in effect. Grantors and contributors may rely on this determination until the Internal Revenue Service publishes notice to the contrary. However, a grantor or a contributor may not rely on this determination if he or she was in part responsible for, or was aware of, the act or failure to act that resulted in your loss of section 509(a LL).__ status, or acquired knowledge that the Internal Revenue Service had given notice that you would be removed from classification as a section _ 509(a112)_ organization. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown above. Sincerely yours, Arturo A. Jacobs District Director 915 Second Avenue, Seattle, Wash. 98174 Letter 1050 (DO) (7-77'