HomeMy WebLinkAboutStaff Report 8358
City of Palo Alto (ID # 8358)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 8/28/2017
City of Palo Alto Page 1
Summary Title: Acceptance of two CSD Grants and Budget Amendment of the
General Fund & Public Art Fund
Title: Acceptance of the Hewlett Foundation Grant, National Endowment for
the Arts Grant, Code:ART Private Contributions, and Approve a Budget
Amendment in the General Fund and Public Art Fund
From: City Manager
Lead Department: Community Services
Recommendation
Staff recommends that Council:
A. Accept grant funding to the General Fund as follows:
1. Approve the acceptance of grant funding from the William and Flora Hewlett
Foundation in the amount of $28,000 for the Arts and Sciences Cultural Plan,
and
2. Amend the Fiscal Year 2018 Budget Appropriation Ordinance for the General
Fund budget by:
a. Increasing the Community Services Department revenue estimate for
grants by $28,000; and
b. Increasing the Community Services Department appropriation by
$28,000.
B. Accept grant funding to the Capital Improvement Fund as follows:
3. Approve the acceptance of grant funding from the National Endowment for the
Arts in the amount of $30,000 for the Public Art exhibition Code:ART,
4. Approve the acceptance of private contributions in the amount of $30,000 for the
Public Art exhibition Code:ART, and
5. Amend the Fiscal Year 2018 Budget Appropriation Ordinance for the Capital
Improvement Fund budget by:
a. Increasing the Art in Public Places Capital Improvement Project (AC-
86017) revenue estimate in Fiscal Year 2018 by $60,000; and
b. Increasing the Art in Public Places Capital Improvement Project (AC-
86017) appropriation by $60,000.
Background
City of Palo Alto Page 2
Arts and Sciences Cultural Plan
The Arts and Sciences Division of the City of Palo Alto provides dynamic and engaging
services to the community through civic cultural amenities and cultural programs.
With six unique program areas, including two museums, three theatres, a public art
program, an artist studio program and a maker studio, the Division engages with the
community through exhibitions and performances; children’s and adults’ classes and
summer camps; public art programming and teen-oriented cultural programs.
While the cultural activity and creativity is exciting and the community engagement
strong, the Division would benefit from a cultural plan that tied together and aligned
the parts into a synergistic whole. A master cultural plan would ensure that each
individual program’s plans tie together in an effective way and will allow the City to
better utilize resources and collaboration across the department as well as improve
data sharing across programs.
In July 2017, the Arts and Science Division was awarded $28,000 for a William and Flora
Hewlett Foundation Grant in support of the creation of this plan. The CSD budget now
needs to be adjusted to accept the grant as revenue and adjust the Department’s
expenditures in FY 2018.
Code:ART Public Art Event
With the support of an Art Works grant through the National Endowment for the Arts
(NEA) and generous support from local corporate sponsors, the City of Palo Alto
launched the Code:ART festival June 1-3, 2017.
Code:ART temporarily reframed the City as a laboratory for urban interventions and creative
placemaking while engaging commuters, residents, students and visitors in dialogue to
shape the future of the downtown corridor. Code:ART was a unique opportunity to engage
residents, Stanford affiliates and commuters to activate the downtown alleys and
underutilized spaces in creative and engaging ways. The Public Art Program received
$30,000 for a National Endowment for the Arts (NEA) grant in support of the Code:ART
event (Attachment A). In addition, the Public Art Program received $30,000 in private
contributions. The Public Art Program’s budget now needs to be adjusted to accept the final
NEA reimbursement and private contributions as revenue and adjust the Department’s
expenditures in FY 2018 to offset expenditures paid during the FY 2017 for this event.
The $30,000 is accepted through a fiscal receiver arrangement between the City and
Council for the Arts in Palo Alto and the Mid-Peninsula Area (CAPA). CAPA received
donations for Code:ART from Houzz, Palantir and Verizon, which they passed on to
the City. CAPA is a local non-profit that has advocated on behalf of the arts since
1971.
Resource Impact
These grant funds and contributions leverage and augment existing resources at no
City of Palo Alto Page 3
cost to the City, and demonstrate increased efforts to support programs with non-City
funds.
Fiscal Year 2018 General Fund budget will need to be amended by:
1. Increasing the Community Services Department revenue estimates for grants
by $28,000; and
2. Increasing the Community Services Department appropriation by $28,000.
Fiscal Year 2018 Capital Improvement Fund budget will need to be amended by:
1. Increasing the Art in Public Places Capital Improvement Project (AC-86017)
revenue estimate by $60,000; and
2. Increasing the Art in Public Places Capital Improvement Project (AC-86017)
appropriation by $60,000.
Attachments:
Attachment A - NEA Code:ART Grant Award Letter
National
Endowment
for the Arts
CELEBRATING 50 YEARS arts.gov
2016 StP 13 AAJ
Mr. Jim Keene
Authorizing Official
n II: DI
c,ry M H£CE:il/t:o
ANAGER'S OFFICE
City of Palo Alto, California
250 Hamilton Avenue SEP .;.. 7 2016
Palo Alto, CA 94301-2531
Dear Mr. Keene:
On behalf of the National Endowment for the Arts, it is a pleasure to inform you that your organization has
been awarded a grant.
Grantee:
For:
Grant#:
Grant Amount:
Period of
Performance:
CFDA#:
Discipline/Program:
Grant Project:
City of Palo Alto, California
Public Art Program
16-4100-7132
$30,000
June 1, 2016 to October 31, 2017
Grantee DUNS #: 050520782
Outcome: Livability
45.024, Promotion of the Arts -Grants to Organizations and Individuals
Visual Arts
To support Code: ART, media technology-based public art works focused on
·re-imagining the downtown corridors and underutilized spaces of the City of Palo
Alto, as described in your application (A 15-966423) and the enclosed project budget.
~!& Refer to the enclosed Specific Terms that are applicable to this grant.
Please review your award packet. A copy of the approved budget is included. If changes were made to the
budget they are noted at the bottom of the budget page.
Award materials are online at www.arts.gov/manageaward. The General Terms & Conditions, which adopts
OMB's Uniform Guidance (2 CFR 200), provide detailed information concerning the NEA's regulations and
procedures, the administrative requirements that apply to your grant, and your responsibilities as a grantee.
Instructions for requesting grant funds and reporting on your project are also here.
If you have any questions regarding the administrative requirements of this grant, our Grants & Contracts
Office staff will be happy to assist you. They may be reached at grants@arts.gov or (202) 682-5403.
Congratulations on your grant award!
Sincerely,
Jane Chu
Chairman
400 7th Street, sw • Washington DC 20506
CELEBRATING50YEARS
SPECIFIC TERM
National
Endowment
for the Arts
NCASpring
Specific Terms and Conditions
8/29/16
The National Endowment for the Arts {NEA) reviews each grant project for its potential impact on historic
properties/districts/sites and the environment to fulfill our responsibilities and obligations under the
National Historic Preservation Act (NHPA) and the National Environmental Policy Act (NEPA),
respectively.
Under the terms of this grant award, no funds can be released, nor should you undertake any project
activities, until the NEA conducts a complete review of your project in accordance with NH PA/NEPA
The Office of the General Counsel or NEA Program Staff will be contacting, or may have already
contacted, your organization regarding NHPA/NEPA compliance and what you need to do. Information
that we request of you must be submitted to the Office of the General Counsel and/or to Program Staff
by February 1, 2017. If you do not respond by this date, your grant will be terminated.
All NHPA/NEPA related documentation must be emailed to NEAhistoricreview@arts.gov.
To summarize,
• Receipt of this award package in no way implies your NEA project is in compliance with NHPA
and/or NEPA and until a determination is made by the NEA as to whether compliance standards
have been met, your award is subject to review in accordance with NH PA/NEPA.
• Be aware that you cannot begin any project activities until NEA completes its NHPA and/or NEPA
review and notifies you that you may proceed.
• Should you chose to proceed without having been notified that you are in compliance with
NHPA/NEPA, you risk being unable to obtain any grant funds associated with your award and
possible termination of your award.
• Failure to adhere to this specific term of your award will jeopardize collecting any funds under
your grant award.
For more information on the National Historic Preservation Act and the National Environmental Policy
Act see,
• yvww .arts.gov /grants-organ izations/n epa-nhpa-review
• www.arts.gov/grants/manage-your-award "Compliance with NEPA and NHPA."
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NATIONAL ENDOWMENT FOR THE ARTS
APPROVED PROJECT BUDGET
Grantee: City of Palo Alto, California
Grant#: 16-4100-7132
INCOME
Match
EXPENSES
Cash:
In-Kind:
Direct Costs Salaries & Wages:
Fringe:
Travel:
Other:
IMPORTANT INFORMATION
$
$
$
$
$
$
Application Update/Revised Budget: 04/19/2016
138,400
9,000 Total MATCH: $ 147,400
NEA GRANT*: $ 30,000.
TOTAL PROJECT INCOME: $ 177,400
50,600
31,000
3,550
92,250 Total DIRECT Costs: $ 177,400
INDIRECT Costs: $ 0
TOTAL PROJECT EXPENSES: $ 177,400
You are responsible for reviewing the General Terms & Conditions for your award, which are available on our
website at www.arts.gov/manageaward. Failure to comply with these Terms may result in the disallowance of
project expenditures and/or the reduction or withdrawal of Arts Endowment support for your project.
• This budget is derived from your application, revised budget, and/or other communication. All costs must be
incurred within the period of performance listed on your award letter. It is understood that this budget reflects
estimated expenditures and that actual, allowable expenditures will be reported on all financial reports.
• This grant must be matched dollar for dollar (1 to 1) unless otherwise indicated in your grant award letter. Match
must be nonfederal.
• Certain unallowable costs may have been removed from your budget (see Budget Notes); these costs cannot be
supported with Federal or matching funds and should not be included on future financial reports for this award.
• Expenditures on your project should be in general agreement with the line item costs outlined in this budget. Some
budget changes may require prior NEA approval (e.g., adding foreign travel or indirect costs).
• This budget cannot include overlapping project costs with any other direct Federal grant including awards made
directly by the NEA or another Federal Agency (e.g., NEH, HUD, etc.) per 2 CFR §200.306 and NEA Legislation.
• NEA funds that are sub-granted to you through a state or regional arts agency, or a local arts organization, cannot
be used as match on this award per 2 CFR §200.306 and NEA Legislation.
• Proper documentation must be maintained for all costs in this budget, including all salaries charged, in whole or in
part, to this award.
• Proper documentation must be maintained for all in-kind contributions claimed per 2 CFR §200.96, .302, .333.
• All activities supported with NEA or matching funds, including performance/touring activities as well as publications,
websites, or other media projects, must be made accessible to people with disabilities in compliance with Section
504 and the ADA.
• Payments to foreign nationals and/or non-compliant travel to or from countries sanctioned by the U.S. Treasury
Department's Office of Foreign Asset Control are unallowable.
*NEA Grant= total amount of federal funds d:>lgated, total amount of the federal award.
BUDGET NOTES:
"Volunteer hours" and "Provided exhibiting and storage space" removed from IN-KIND; not reflected as direct costs
in the project budget. CASH increased to balance budget.
ARTWORKS. '1;11~.g"v
NATIONAL ENDOWMENT FOR THE ARTS
REPORTING REQUIREMENTS for Grants to Organizations
Grant Numbers that Begin 15-xxxx-xxxx and later Rev. November 2014
Materials regarding your award are online at www.arts.gov/manageaward/index. Basic information about your
grant is available at www.arts.gov/mygrant (or My Grant at a Glance).
The reporting requirements for your grant are described below. Follow these instructions carefully.
PROGRESS REPORT
Generally, only one progress report will be required during the grant period. It is submitted as part of the Payment
Request form (Box 10). Limit your response to the space provided on the form.
The Progress Report is due the first time the cumulative amount requested EXCEEDS two thirds (2/3) of the grant
award amount. The Progress Report must include a description of grant supported activities that:
• have been undertaken since the grant period start date, and
• are scheduled for the remainder of the grant period.
FINAL REPORTS
Submit Final Reports to the Grants & Contracts Office (G&C) no later than 90 days after the grant period end date.
You will be ineligible for any National Endowment for the Arts (NEA) awards if you fail to submit required and
acceptable Final Reports for previous awards. Go to www.arts.gov/manageaward/index for Final Reports
instructions and forms.
The Final Descriptive Report (FDR) and Federal Financial Report (FFR) must be emailed to FinalReports@arts.gov.
Identify your grant number and organization name in the subject line; e.g., FDR 15-3200-7xxx ABC Arts
Organization, or FFR 15-3200-7xxx EFG Arts Organization.
The Final Report includes:
1. Federal Financial Report (FFR).
2. Final Descriptive Report (FDR):
• narrative describing the project activities;
• data about specific activities and participants; and
• geographic location(s) and venue(s) where grant activities took place (online module).
3. Final Product Requirement. If a final product is required for this grant, it is indicated below. Prominently
label your product with your organization's name and grant number. If the product is available on line,
include the Web address or link in your FDR.
Other:
Book(s) / Catalogue(s) / Journal(s)
Publication(s) / Report(s)
Recordings (CD, DVD, or other audio or video files)
Libretto/ Score(s) (hard copy or PDF on disc)
If no item is identified, a product is NOT required for your grant.
We reserve the right to request subsequent information or work product(s) as necessary. All Federal awarding
agencies retain a royalty-free right to use all or a portion of their grantees' final report material for Federal
purposes (e.g., the use of final report work products to document the results of grant programs), including
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publication on a Federal Web site. If the NEA is interested in using images for promotional and educational uses,
we will contact you before any such use. For more information, see the General Terms & Conditions.
If you cannot submit your product electronically contact finalreports@arts.gov for the NEA's address.
NOTE: The first-class mail to the NEA is delayed due to security screening. Products put through this process suffer
irreversible damage. If you are sending a product, or time-sensitive materials, use an alternative delivery service.
ADDITIONAL REMINDERS
1. An active and valid www.sam.gov (formerly CCR) registration is required to receive Federal funds and must
be maintained throughout the life of the award.
2. Grant activities must be carried out consistent with those approved for funding by the NEA. If changes in
the project are believed necessary, send a request with a justification to the G&C before implementation.
3. NEA's support must be acknowledged in all materials and announcements regarding this grant.
4. See the requirements concerning record retention and the Federal government's rights of access to records
and personnel in the General Terms & Conditions.
5. Documentation must be maintained for fill grant project costs claimed, including those covered by the
required match.
6. Ensure your email will accept messages from the arts.gov domain name.
REPORTING BURDEN:
The public reporting burden for this collection of information is estimated to average eight hours per response, including the time for reviewing
instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of
information. The NEA welcomes any suggestions that you might have on improving the reporting requirements and making them as easy to use as
possible. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing
this burden, to: Deputy Chairman for Management & Budget; National Endowment for the Arts; Washington, DC 20506. NOTE: Grantees are not
required to respond to the collection of information unless it displays an 0MB control number that is valid at the time of issue.
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