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5.1. SR 10-25-1999 rll ---'\) ( )j ~l}( Item #5.1. MEMORANDUM River TO: Mayor & City Council FROM: Pat Klaers, City Adm~~or October 25, 1999 Y DATE: SUBJECT: Release of Arts Council Funds At the September 27, 1999, meeting, the City Council continued this agenda item to October 25,1999. Attached is the background material and memo from the September 27 meeting regarding the Arts Council request to release budgeted funds. Please note that the request is for $6,000, whereas the budget calls for $5,000. The council continued this item in order to allow time for the city to receive the Arts Council statement of expenditures for 1999. Attached to this memo is this additional information. Staff is comfortable that the city funds have been spent on actual programs; especially programs that support youth activities. . Recommendation It is recommended that the City Council release $5,000 to the Arts Council for 1999 activities. . 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330. TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 . . . jJJ tV sr/fT/{T[5 , . J ,;' 471.'941 APPROpiuATION FOR ARTISTIC ACTIVITIES. ..' ". For the purposes of this section, "artistic organization" means an assodhition, corpora- tion, or other group of persons that provides an opportunity for persons to participate in the creation, performance, or appreciation'otartistic activities which include but ate not limited to: music, dance, drama, folk art, architecture and allied fields, painting, sculpture, photogra- phy, graphic and craft arts; costume and fashion design, motion pictures, television, radio, tape and sound records, activities related to the presentation, performance, execution, and exhibition of the art forms; and the study of the art~ and their application to t4e human, envi- ronment. '. 'I"'i:' , I ;i" ," ! 1,': Ii :., ..; A county, statutory or home rule charter city, or town may appropriate money to support artistic organizations. The appropriation may be divided among organizations in the propor- tions that the county. board, city council, or town board determines. .' History: 1989 c 39 s 1 .. . . · -, " ..'_.ft," Elk fliver fire a flrts ~ouQcil 400 Jacksoq fIveque Elk ~iver, MN 55330 (612) 441-4725 October 3, 1999 ~ ~\~\ Patrick Klaers, City Administrator City of Elk River 13065 Orono Parkway P.O. Box 490 Elk River, MN 55330 RE: 1999 EXPENDITURE STATEMENT Dear Pat: Please find below the 1999 Expenditure Statement for the Elk River Area Arts Council. . 1999 EXPENDITURE STATEMENT (1/1/99 through 9/28/99) 2001 Arts Alliance Arts In Harmony Community Festival (Art Soup) Eddy (Newsletter) Operations Strings For Youth Other $ 71.50 7303.32 501.18 66.75 3872.35 4880.67 9.02 Total $16,704.79 Also, we plan to spend an additional $2000 to $3000 for a musical event this November or early December. Next year, we again would like to hire a full or part-time coordinator for the Arts Council to better serve the community. We look forward to hearing from you. Respectfully Yours, . \. ELK RIVER AREA ARTS COUNCIL -'-)" f / 'I Ii . / ( (J,/".k..,tf Marlys Gould Volunteer Executive Director rCI --'\) ( ); !ti{ ITEM #6.3. MEMORANDUM TO: Mayor & City Council Pat Klaers, City Ttor September 27,1999 FROM: DATE: SUBJECT: Release of Arts Council Funds Attached for your consideration is the request from the Arts Council to release 1999 budgeted funds to their organization. The Arts Council is requesting $6,000, whereas there is only $5,000 in the budget. The rational behind the Arts Council request relates to the community theater no longer being in existence and the city continuing to budget funds for this organization. The attached February 8, 1999, City Council minutes will provide information on where the community theater funds have been spent in 1999. The budgeted amount was $2,000 (not the $1,000 referred to in the Arts Council letter) and I believe it was the intent of the City Council to have these monies contributed to the 2001 Arts Alliance organization for the Elk River Art Soup Festival. . Typically the city funds are not released until the city receives an Arts Council expenditure statement. We are still waiting to see this documentation. The City Council has asked that the city funds be spent on youth related activities. Recommendation Provided that adequate documentation is received, it is recommended that the City Council release $5,000 to the Arts Council in order to support and to help finance 1999 local youth related arts programs. . 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TOO & Phone: (612) 441-7420. Fax: (612) 441-7425 i . . . , J Page 5 Elk River City Council Minutes February 8, 1999 G < b. Consider Appointment to the Northstar Corridor Development Authority COUNCILMEMBER DIETZ MOVED TO ACCEPT DARYL THOMPSON'S RESIGNATION FROM THE NORTHSTAR CORRIDOR DEVELOPMENT AUTHORITY. COUNCILMEMBER MOTIN SECONDED THE MOTION. THE MOTION CARRIED 4-0. COUNCILMEMBER MOTIN MOVED TO APPOINT STEPHANIE KLINZING TO THE NORTHSTAR CORRIDOR DEVELOPMENT AUTHORITY. COUNCILMEMBER DIETZ SECONDED THE MOTION. THEN MOTION CARRIED 4-0. Councilmember Motin indicated that he would be interested in serving as an alternate on the Northstar Corridor Development Authority. City Administrator Pat Klaers indicated that it is possible that the Assistant Planner Scott Harlicker is already the alternate on the Authority, but suggested that Mayor Klinzing get information on this issue at the next NCDA meeting. Consider 2001 Arts Alliance Reauest for Contribution City Administrator Pat Klaers provided the council with information regarding the 2001 Arts Alliance organization request (made at the January 19,1999, meeting) for a $5000 contribution. Pat indicated that the state law does allow a city contribution to this organization, and that in the past, the council has elected to evaluate contribution requests on a "case by case" basis. He further stated that the money for this contribution ~ > would come from the $2,000 designated in the budget for the community theater (which is no longer active) and $3,000 from the City Council Contingency Fund. Councilmember Dietz stated that he is in support of this contribution, but would advise the 2001 Arts Alliance committee to stress the "Elk River" donation in their advertising, as there have been no contributions from other communities. MA YOR KLINZING MOVED TO ALLOCATE $5,000 TO THE 2001 ARTS ALLIANCE ORGANIZATION FOR THE 1999 ART SOUP FESTIVAL. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 4-0. 6.7. Consider County Reauest Reaardina City Fees City Administrator Pat Klaers indicated that in a conversation with County Administrator Dave Loch, he was informed that it was not possible to have county representation in attendance at this 2/8/99 meeting. COUNCILMEMBER FARBER MOVED TO POSTPONE THE ISSUE OF THE COUNTY REQUEST REGARDING CITY FEES TO THE 2/16/99 MEETING WITH COUNTY REPRESENTATION IN ATTENDANCE. COUNCILMEMBER MOTIN SECONDED THE MOTION. THE MOTION CARRIED 4-0. Councilmember Dietz requested that Building Official Cliff Skogstad also be in , attendance at the 2/16/99 meeting. ' \ Elk FJiv€p flp€a flpts a-ouQcil 'st.? 1 ~ 'i2~ 400 Jackso:q fIve:que Elk I1iver, MN 55330 (612) 441-4725 . September 16, 1999 Pat Klaers, City Administrator City of Elk River. 13065 Orono Parkway Elk River, Minnesota 55330 Dear Pat: We respectfully request a distribution offunds in the amount ofS6000 from the City of Elk River. The Elk River Area Arts Council ("Arts Council") is a non-profit organization currently run entirely by volunteerS. Our ore;'lni7.ation integrates local artists, develops community awareness of the necessity and value of the arts, and provides opportunities, which are otherwise unavailable. We aim to serve all aspects of arts including, but not limited to, visual arts, dance, literary arts, media arts, music, and theater. The fact of the matter is that Elk River and its surrounding communities have become one of the fastest growing and most moved to areas by residents in Minnesota. More and more people are seeking out our . organization for information on local arts events. During the summer, we worked in partnership with the Community Recreation Board to sponsor entertainment during Art Soup held in downtown Elk River and a Strings recitaVice cream social in Lions Park. This fall season we plan on sponsoring a concert. Hopefully, the concert will be part of the grand opening of the new Boys and Girls Club facility in Lions Park. In the past, the Arts Council has been allocated $5000 and the Community Theater was allocated $1000. However, the Community iTheater, as a separate organization, does not exist anymore: We have integrated much of the Community Theater's volunteers and other resources into the 2001 Arts Alliance and Arts Council. We greatly appreciate all the support the City of Elk River has afforded our organization. We hope the City of Elk River will see fit to continue to support the arts. Respectfully Yours, ELK RIVER AREA ARTS COUNCIL .m~~<~ Marlys Go~~ Volunteer Executive Director , . ' '.' ''o . . ~ ,_.." ',......... ~ ',-. " . "--. . ELK RIVER AREA ARTS COUNCIL CITY OF ELK RIVER MATCHING LOCALLY RAISED FUNDS JANUARY 1, 1999 TO SEPTEMBER 1, 1999 Donations String For Youth Fees ~Fees $2188.00 2435.00 4001.50 6230.00 1457.00 128.50 $16,440.00 Grants Membership Miscellaneous Total Locally Raised Funds . .