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INFORMATION #2 05-16-1994 A.( ~( ( ;; fl~ River /NJ:OFl 1tIIA "'/01-1 MEMORANDUM TO: MAYOR & CITY COUNCIL FROM: PAT KLAERS, CITY ADMINISTRATOR DATE: MAY 10, 1994 SUBJECT: ELK RIVER ARTS COUNCIL Attached for your review is some material Bill Rubin, Jeff Gongoll, and I received from Cliff Lundberg on behalf of the Elk River Area Arts Council. The material discusses a grant program for on site consulting services to help plan and design space for a performing arts auditorium. e Upon receipt and review of the material, I contacted Mr. Lundberg and indicated the City's support for the Arts Council's efforts to obtain this type of grant. Many, many issues and options need to be evaluated and reviewed before the City or any other organization embarks on a construction project for a performing arts auditorium, and such a project may be a number of years away. Nonetheless, it seems appropriate to be supportive of a grant opportunity in order to plan and design space for such a future project. e P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425 e e e CLIFFORD C. LUNDBERG Real Estate Probate Wills and Trusts Attorney At Law 400 Jackson Avenue P.O. Box 326 Elk River, Minnesota 55330 Phone: (612) 441-1251 Fax: (612) 441-1258 Business Organization Taxes Accounting f>.?~ 1 tj ,~l!' April 28, 1994 Pat Klaers Elk River City Manager Elk River, Minnesota 55330 Bill Rubin Elk River Development Authority Executive Director Elk River, Minnesota 55330 Jeff Gongoll Elk River Development Authority President Elk River, Minnesota 55330 FROM: Clifford C. Lundberg, Member Elk River Area Arts Council SUBJECT: Future Elk River City Community Facility Space to Accommodate Needs of Various Art Forms Gentlemen: Enclosed is some information regarding a grant program developed by Artspace Projects Inc. I believe it would be worthwhile for Elk River to seek a grant with regard to on site consulting. I would ask the support of the City of Elk River and the Elk River Economic Development Authority with regard to an application by the Elk River Area Arts Council for such a grant. I believe some of the things we need to address are: A. How to set up procedures to handle multiple users of a space. B. How to assess the ongoing operating costs of a facility. C. How to design a space to accommodate the needs of various art forms. With regard to the facility that I envision, I believe we are talking about a performing arts auditorium with a seating capacity of at least 750 persons to accommodate theater, music and band recitals, dance, and other needs for auditorium space. Real Property Law Specialist Certified by the Minnesota State Bar Association e e - Pat Klaers Bill Rubin Jeff Gongoll April 28, 1994 Page 2 Also, we would need to develop additional space for music and dance practice and teaching rooms, visual art creation and teaching space, visual art display space, and the accessory uses needed by theater and band for scene creation and storage, prop creation and storage, and costume creation and storage. I believe it may be possible that the scene, prop and costume creation space could double as craft-making space for a senior citizens program. I believe the time is now to start designing the parameters for the space and use needs and for the design of lighting and audio systems necessary for such an auditorium. This is not a task that can be left to an architect who is not intimately familiar with the needs of the artistic community. I would appreciate any comments and feedback that you could give me so that this matter might be discussed at the May 5th Board Meeting of the Elk River Area Community Theatre, which will be at 6:30 p.m. at the Elk River Country Club. Should you so desire, I would invite you to attend that Art Board meeting to discuss this issue. Sincerely, CCL:dmp File:L89067 , . e e e April 1994 .... Regional Cultural Facility - Grants 'Program North Dakota, South Dakota, and Greater Minnesota ARTSPACE PROJECTS INC. 400 First Avenue North #518 Minneapolis, MN 55401 (612) 339-4372 (612) 349-2985 FAX (800) 229-5715 Program Description and Guidelines During 1993, Artspace Projects, Inc. conducted a Feasibility Study in the three state region consisting of North Dakota, South Dakota, and Minnesota (greater) to assess the facility issues and needs of arts/cultural organizations. The scope of this Study encompassed feedback from over 600 arts organizations and included individual interviews with representatives of 67 of these organizations. Additional information was solicited from advisors in each state, including each state's Arts Council. In November 1993, we submitted a grant application to The Bush Foundation to address the needs identified in this Study and have now received funding to create a Regional Cultural Facilities Grants Program. Artspace has, for a number of years, been involved in efforts on the national level to promote the dissemination and sharing of information and ideas on creating space for the arts and cultural facilities. The Regional Cultural Facility Grants Program was developed in response to the increasing demand for this type of..activity. Artspace is offering a grants program geared toward a regional audience in order to make Artspace's expertise and resources available to artists and arts organizations across North Dakota, South Dakota, and Greater Minnesota. The philosophy under which the Regional Cultural Facility Grants Program will be conducted identifies the following four goals: . 1. To build capacity within arts organization staff and boards to understand the critical planning steps in the facilities development process. 2. To establish a network within the three-state region consisting of arts leaders who have experience with facilities development and who will provide guidance as requested by others. 3. To provide quality one-on-one consulting services in all phases of the facility development process (exclusive of actual fund raising) to arts organizations in the three-state region. 4. To distribute limited financial resources to selected groups for additional technical assistance.work by.specialists in arts facility development. Program Mission Statement Within the Mission of Artspace Projects as stated by the Board of Directors (see below), the guiding mission of the Regional Cultural Facility Grants Program is: To develop the resources and capacity- of organizations and individuals with similar goals to"meet the -regional need for space for the arts and community vitality_ These guidelines outline the operation of the Program which supports this mission. Artspace encourages all communities of North Dakota, South Dakota, and Greater Minnesota (both geographic and cultural) to consider participation in the Program. In selecting projects to participate in this program, Artspace is working to create a geographic and cultural balance of participants. PROGRAMS OFFERED Artspace offers grants under three models as described below: On-Site Consulting, Seminars/Conferences, and Technical Assistance. Artspace will work with applicants to meet their needs within these services. On-Site Consulting This program component will assist those who are substantially involved in a project within their community and are in need of specific- technical support for that project. Artspace will consult with an applicant on-site for projects relating to a specific building or community. The goal will be to provide specific technical assistance on aspects of initiating or completing projects. Artspace will work with the individual applicants to produce a comprehensive project plan. The applicant should outline the basic end result of this plan in their application. It is not the intent of this program for Artspace to act as the principal developer of a project, but instead to be a source of-information, advice, and support. ,t' . e e The types of technical assistance envisioned to be provide by Artspace would include: how to conduct initial community assessments, how to assess the level of need/demand for a facility, how to manage the process of building/renovating a facility, how to set up procedures to handle multiple users of a space, how to e . I ... ~ . . e e e assess the on-going operating costs of a facility, how to develop and prepare a business plan, how to conduct a reality check on the fundraising capacity with your community, how to design a space to accommodate the needs of various art forms, how to build teams, how to deal with building code issues, how to work with financial institutions etc. Artspace will additionally be available to give general presentations to city/county governments, community groups, etc. Presentations will focus on the process, strategies, and methods which are used to develop and manage arts facility projects. In this instance, the goal is to provide general information for those who may be interested in continued work in the area of space development for the arts, or continued work in the Regional Cultural Facilities Program. Conferences/Seminars This program component will be most useful to those who wish to expand their knowledge of the processes involved in space development for the arts in an interactive and intensive "work-shop.1 environment. The purpose of these conferences is to plan no-nonsense solutions that result in vibrant, viable cultural spaces. Artspace will hold six Conferences/Seminars in each state over the next three years. There will be no charge for attendance at these seminars, although there may be a small ($5-10) materials charge. Travel expenses will be covered for several attendees on an application basis. A Conference/Seminar consists of 5-15 individuals from across the region who will come together for 2 days to . learn from each other and exchange information and ideas. Artspace staff will facilitate these conferences, using case-studies to promote discussion and learning. Selected outside experts will be additionally brought in to address technical aspects such as: acoustics design, security, co- operative use of space, balancing up-front costs with ongoing operating costs, realistically assessing fundraising potential, etc. These conferences will also serve as a forum for organizations and. individuals from across the region to share ideas and experiences and build relationships. It is the intent of the program to serve not only as a means by which Artspace can disseminate information, but by which Artspace can also learn from groups and organizations to more effectively assist others. Technical Assistance Artspace will be working with other non-profit groups, primarily around the region, to form a Consulting Group for this Program. In addition, Artspace will develop a listing of high quality technical assistance providers (primarily regional) who can be hired using Technical Assistance resources to address ",L specific issues where other sources lack expertise. ARspece'fIVlV~;" a particular expert.be brought in to work on a project _apatOfthe~. e Consulting Program. Teehnieal.Asaistanee~.. available only to recipients of On-Site Consulting. grants. Artspace will work with the applicant to decide if this use of resources is appropriate. . THE REGIONAL CONSULTING FUND GUIDELINES To support the mission of the Regional Cultural Facilities Program, and to ensure the broadest participation possible, Artspacehas established The Regional Consulting Fund designated to help subsidize the cost of this Program for organizations and individuals in need of Artspacets development expertise, but with limited financial resources. The Regional Consulting Fund is not avaiiable to organizations or individuais within the seven-county Twin Cities Area. Organizations and individuals may request funds from the Regional Consulting Fund to cover the cost of: - Artspace staff time for consulting at the established hourly rate. - Expenses incurred by Artspace in conducting a consulting job. - Expenses incurred by applicants participating in the Seminars! Conferences, as defined above. This does not include staff time of the participants. - Expenses incurred in hiring selected experts, pursuant to the Technical Assistance component of this Program. The goal of this Fund is to empower communities, organizations, and individuals with limited resources to pursue the development of space for.the arts as a means of heightening artistic expression and as a tool for economic development. PLEASE NOTE: Current funding for this program ends on March 1, 1997. Eligibility There are no restrictions on eligibility for application to the. Regional Consulting Fund. Due to limited personnel and financial resources, applicants will be prioritized as follows: First: Non-profit cultural organizations, community groups, and individual artists or groups of artists. Other organizations and non-artist individuals pursuing development of space-for the arts. Second: Government Agencies, whether City, State, Federal. or Regional, are eligible under First Priority. The primary criteria for eligibility will be the organization/individuals' ability to demonstrate community support for their work/program. Community e e . support can be demonstrated in many ways, from actual dollar contributions to letters of support. Other criteria for judging the application will be: - the capacity of the applicant to carry out. the proposed project. - the impact of the project on the community. - the. need for funding with regard to the organization/individuals resources. - the amount of time (including volunteer time) that community members are willing to give to the proposed project. All applicants will be required to contribute to the overall project to the best of their ability financially. We acknowledge that the ability to contribute will vary widely in the Region and that, for some, volunteer time may be the extent of the support initially available. The appJicant's ability to contribute financially should be in proportion to the contributed amount. Grants to applicants for On-Site COnsutting, as defined above, will generaf1ynot exceed 6Q hours ofArtspacestWf.tirM. Application Process e . AU appUcant&shouId00f'la.t.1 Af'l9pacefO discuss their pr,oposal for On-Site ConsuWng or Conference/Seminar expense reimbursement 1Xior to;i'Jmlat submission. Artspace will advise eligible applicants on how to proceed. Eligible applicants need to submit a complete Application Form with attachments, as defined in the Application Form (see attached). Upon Application, Artspace staff will review and discuss the project with each applicant. Applications will be formally reviewed within 45 days of submission. Special exceptions may be expedited more quickly. It is the intent of this program to assist as many organizations and individuals as possibie within the limitation of funding. and available staff time. Decisions on funding will be strictly at the discretion of Artspace, and contingent upon available funds. Evaluation and Reporting Upon completion of the project as outlined in the Project Plan, the applicant will be asked to submit a brief written report describing the project and the outcome. Participants will be supplied with a standard reporting form. e ARTSPACE PROJECTS, INC. History and Mission Artspace Projects, Inc. was established 1n1979, by the Minneapolis Arts Commission as a direct result. of their Minneapolis Warehouse Artist Uvingl Working Space Project. The goal of the project was to find ways in which vacant and underutilized buildings could be converted to artistic use for the benefit of the community and the arts. Artspace was formed as the organization to continue to pursue this goal and to continue to bring the community and the arts together for the benefit of both. Over a decade later, Artspace is still working to find ways to utilize all types of structures for the good of the arts and the development of the community at iarge, primarily ati owneridevelopef and as a consultant. The guiding mission of Artspace as stated in the Policies of the Board of Directors reads as follows: - The mission of Artspace Projects, Inc. is to assist in the location, development, and management of artists' living and working, exhibition, rehearsal, performance, and support space. Artspace seeks to contribute to the continued cultural viability of communities through service and development efforts which enable arts organizations and low and moderate income artists to create more art and become more self-sufficient. We have undertaken this mission in the belief that transforming underutilized space into safe and affordable space for artists is crucial to the cultural and economic - vitality of our communities. Since its inception Artspace has expanded its geographic area throughout the region, and has for some time engaged- in consulting and advisory activities on a national level. This Program is made possible through a grant from: THE BUSH FOUNDATION The Bush Foundation, a regional philanthropy formed in 1953 and based in Saint Paul, MN, supports non-profit activities in the areas of education, humanities and the arts, community and social welfare, health, and leadership development. Their defined region of primary interest is Minnesota, North Dakota and South Dakota. I ~, , .' . . e OJ T r~. . ARTSPACE PROJECTS INC. 400 First Avenue North #518 Minneapolis, MN 55401 (612) 339-4373 (612) 349-2985 FAX (800) 229-5715 APPLICATION FORM Regional Cultural Facility Grant Program Instructions: Before completing this application, contact Artspace Projects staff member Jan Plimpton to discuss your proposal and its eligibility under the Project Guidelines. Name: ------------------------------------------------ Organization:___________________________________________ Address: ----------------------------------------------- e Te I ep h 0 n e :(h om e) ___________ (wo rk) __________ (fax) ________ . Please indicate the type of grant you wish to apply for: On-Site Consulting Conference/Seminar ORGANIZATIONAL INFORMATION: (pleas describe your organization and attach a current b dget) I HOW DO THE MISSION/GOALS OF THIS PROGRAM INTERSECT WITH THOSE OF YOUR ORGANIZATION? PROJECT INFORMATION PROJECT DESCRIPTION: (please give a concise narrative description of the proposed project, include extra information as attachments, if applicable) PROJECT IMPACT: (describe the long-term impact this project will have on both your organization and your community.s cultural space) COMMUNITY SUPPORT: (please describe the level and type of community support for this project and attach letters of support) PROPOSED PROJECT DATE: (on-site consulting only) PROJECT BUDGET: (if you are at a point where you have even preliminary project numbers please include them as an exhibit and explain them here) , . ~<;_:. .,- ,_.10 e e .