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5.7. & 5.8. SR 07-14-2003TO: FROM: DATE: SUBJECT: Items ~ 5.7. & 5.8. MEMORANDUM Mayor and City Council Pat Klaers, City Administrator July 14, 2003 Update on Results of ArtSoup Festival and Request to Release 2003 Funds for Arts Alliance Activities From all appearances, the ArtSoup Festival held on June 21-22 was a huge success. Tony Darkenwald from the Elk River Area Arts Alliance will be at the City Council meeting to provide an update on the ArtSoup Festival. The 2003 budget contains $10,000 for the Arts Alliance. Attached is the July 10, 2002 Arts Alliance request for funding. In this letter it is implied that the funding request was broken down into $5,000 for the Arts Alliance activities and $5,000 for the ArtSoup Festival. Last February, the City Council released $5,000 of the $10,000 that was in the budget. This money went toxvards the ArtSoup Festival. The Arts Alliance organization would now like to request the release of the balance of the budgeted funds for 2003. In the past, these city funds have been used for such activities as the Strings for Youth and/or the Arts in Harmony programs. Also, in the past, we have requested documentation regarding matching funds for the city's contribution. However, based on the Arts Alliance annual budget, it appears that the city's contribution is more than being matched by contributions from the community so I think that we can dispense with this requirement. On June 9, 2003, the City Council approved some amendments to the 2003 budget. The city is still approximately $200,000 short of having a 2003 balanced budget. However, it is expected that this is a conservative figure and that the budget gap will be much smaller by the end of the year. Depending upon the size of the gap at the end of the year, reserves from either the general fund or the liquor store can be used to balance the budget. The amendments made to the 2003 budget by the City Council on June 9, 2003 did not include any adjustments in the $10,000 allocation to the Arts Alliance. As long as budgets are being mentioned, it should be noted that the Arts Alliance will again be requesting funding for activities in 2004. The likely request is for $10,000 for general programs. City Council Minutes February 10, 2003 Page 2 5. Administration Harvest Evangelism, dba Love Elk River Transitional Housing Pro,am Update Mayor I4dinzing provided an update on the house owned by the city located near Woodland Trails Park which is being used as a transitional house. She indicated that there is a family living in the home and stated that the program is working very well. Mayor Klmzing indicated that the City will has purchased another house near the Library and will be requesting that the Council consider this house for transitional housing also. 5.2. Elk River Area Arts Alliance pge~¢ntation Reeardinv 2003 ArtSoup Festival and Re?test for Budgeted City. Contribution Tony Darkenwald, treasurer of Elk River Area Arts Alliance, provided an update on current programs and services. She thanked the Council for its ongoing support and requested the Council to release the $10,000 that was requested by the Arts Alliance for 2003. Councilmember Dietz stated that he would prefer to release $5,000 now and wait to see what affect the legislature will have on the budget before releasing the next $5,000. Councilmembers Motin and Tveite concurred. COUNCILMEMBER DIETZ MOVED TO RELEASE $5,000 TO THE ELK RIVER AREA ARTS ALLIANCE WITH THE PROVISION THAT THE REMAINING $5,000 BE CONSIDERED WHEN A DECISION IS MADE BY LEGISLATURE. COUNCILMEMBER MOTIN SECONDED THE MOTION. THE MOTION CARRIED 4-0. 5.3. Update on Fecal Coliform Contaminotior~ at Lake Orono Rebecca Haug, Environmental Technician, updated the Council on the fecal coliform contamination at Lake Orono. Rebecca provided a document provided by Liesch companies entitled "Preliminary Assessment Report of Fecal coliform Contamination at Lake Orono City Beach. 5.4. Consider Boston and Concord Street Improvements City Engineer Terry Maurer presented the feasibility study for the Boston Street and Concord Street Improvements. Terry reviewed the scope of the project. He noted that the total project cost is $459,500 and that there are 21 assessable units. He indicated that the estimated assessment cost is $17,500 per parcel. Terry Maurer talked about additional costs that the property owners would re~liv~e including sewer availability charge (SAC) of $1,500, and water availability charge OX/AC) of $1,500 and costs associated with running lines from the street to the home and connecting to house. The City Engineer mentioned that there were three situations where one house is located on two lots. He stated that if the property owner combines the lots, the property will be assessed for only one lot, but if the property owner does not combine the lots, the property would be assessed for two lots. A. Public Hearing Mayor Klinzing opened the public hearing. ELK RIVER AREA ARTS ALLIANCE 1170 Main Street · Elk River, MN · 55330 · Ph: 763.441.4725 · Fax: 763.241.3521 · etkriverart@sherbtel.net February 5, 2003 Elk River City Council Mr. Pat Klaers, City Administrator 13065 Orono Road Elk River, Minnesota 55330 Dear Mayor Klinzing, City Council Members, and Mr. Klaers: This letter is to officially request the release of the 2003 funding approved for the Elk River Area Arts Alliance. We want to underscore our appreciation for the continued support the City of Elk River has given the Arts Alliance, making it possible for us to serve our community through the arts. We are well into the planning for this year's ArtSoup Elk River Community Arts Festival and are eager to tell you about the numerous performances, exhibits, children's activities and educational workshops scheduled. We are particularly excited that ArtSoup has been chosen this year to be part of Arts Across Minnesota, a state-wide collection of prominent arts events. As always, we are collaborating with organizations, schools and businesses to make the festival a well-rounded community event. Elk River's Community Recreation department is already making plans for its participation in ArtSoup and we have begun working with Phil Hals to work out the logistics of the festival weekend. Of course, we plan to hire the Elk River Police Reserve again for daytime and overnight security. With the growth of our organization, its expanded list of quality arts activities, and the Arts Alliance's emphasis on community through events such as ArtSoup, we believe that the support from the City of Elk River is well placed. We look forward to visiting with you Monday evening. Sincerely, Elk River Area Arts Alliance Tony Darkenwald Treasurer Executive Director ELK RIVER AREA ARTS '.LLIANCE 400 Jackson Avenue · Suite 205 · Elk River, MN · 55330 · Ph. 763.441.4725 Item 5.6. · Fax: 763.441.4725 · etkrfverart@sherbteLnet July 10, 2002 Elk River City Council Mr. Pat Klaers, City Administrator 13065 Orono Road Elk River, Minnesota 55330 Dear Mayor Klinzing, Council Members and Mr. Klaers: As you know, the Elk River Area Arts Council and the 2001 Arts Alliance combined forces this year to create the Elk River Area Arts Alliance. Together we are a larger, stronger organization with a broader scope and mission in service to the community of Elk River. We want to thank the City of Elk River for its ongoing support of the efforts of both organizations. We appreciate that City leaders recognize the arts are an essential part of our community's identity and economic vitality. In the past, the City contributed $5000 annually to the Arts Council in large part for its presence as an arts resource, for the Arts in Harmony national art exhibit and the Strings for Youth program. In addition the City has supported Elk River's community festival, ArtSoup, which was sponsored by the 2001 Arts Alliance. We request that the City of Elk River continue its support of the Elk River Area Arts Alliance by donating $10,000 annually to our new organization to cover its services to Elk River. These services include continuation and expansion of the Strings for Youth program, the Arts in Harmony and other arts exhibits held year round, our bi-monthly publication The Eddy, the Arts Alliance website, our new concert series, inter-generational motorcoach art trips, writers workshops, visual arts workshops, Artists Gatherings, and the ArtSoup Elk River Community Festival. Our programming has provided valuable resources to area residents and is drawing increasing awareness throughout the region of the vitality of the cultural life our community enjoys. Our budget this fiscal year is expected to be close to $120,000 with the large majority of those funds used for programming and the ArtSoup community festival. The lion's share of our.funding comes from local donations, memberships, and grants. In our presentation Monday night, we plan to demonstrate how the Arts Alliance has grown as an important community resource. For example, with the new availability of performance space at the Elk River High School, the Arts Alliance is now collaborating with local arts groups and regional resources to offer exciting concerts and professional theatre experiences for our community. The positive economic impact of such events for Elk River is important in itself. The Arts Alliance is also continuing to work towards establishing our Family & Arts Center with a large community gathering space in Elk River. Our organization's goals are based on a strong commitment to community development: enriching the Elk River region through the arts. We look forward to telling you about our work and to sharing our vision to help make Elk River great, Sincerely, Elk River Area Arts Alliance Sharon Tracy, Executive T)irector Tony'Dart~enwald, Treasurer