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Consider a memorandum/resolution adopting the Arts Commission Rules and Regulations.
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DATE: February 18, 2025
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, Executive Director of Finance
SUBJECT: Arts Commission Requested Rule Changes
BACKGROUND AND FINDINGS:
The Killeen Arts Commission Rules and Regulations provide the basic framework for the Arts Commission to administer grants for the arts. Revisions have been approved several times to enhance the operation of the Commission and facilitate the Commission in accomplishing its mission. The rules were last revised in September 2022.
Beginning in October 2024, the Arts Commission's Rules and Regulations subcommittee and City staff reviewed the current document and presented recommended changes to the Arts Commission for discussion and consideration. In December 2024, the Commission voted to accept the changes and to approve the document. The changes to the rules and regulations must be approved by City Council to be effective.
Significant changes include:
• Section I 101. Organization.
o Added language to read Commission members must live in the City of Killeen. (Page 1)
• Section II 207.B. Commission Member Attendance
o Added language to read Commissioners allowed to participate in virtual meetings if physical quorum is met. (Page 4)
• Section II 207.C. Commission Member Attendance
o Changed language to read Commissioners may recommend removal of a Commissioner with 5 or more absences in a year. (Page 4)
• Section IV 401. Tax and Grant Revenue Allocations
o Changed to Remove language allowing grantees to drawdown funds prior to their event. (Page 5)
• Section IV 403.A Allocation of Arts Commission Grants
o Added language preventing an applicant’s grant request to exceed 50% of total grant requests (Page 7)
• Section IV 403.B7 Allocation of Arts Commission Grants
o Added grant application grading criteria based on reasonableness of the requested funding (Page 8)
• Section V 501.B7 Guidelines and Criteria for Arts Commission Grants
o Added language preventing transfer of granted funds from one event to another to occur retroactively (Page 10)
• Section V 501.B7 Guidelines and Criteria for Arts Commission Grants
o Added language limiting transfer of funds between events to once per grant cycle (Page 10)
• Section V 501.C Ineligible Activities for Arts Commission Grants
o Added language to specify ineligible activities for funding, including (1) marketing expenditures without documentation verifying the advertisement’s publication or dissemination, (2) expenditures that cannot be adequately allocated or attributed to a specific event, and (3) lodging expenses for performers unless a signed contract explicitly states that the grantee is responsible for covering the cost (Page 11)
• Section V 501.D Guidelines and Criteria for Arts Commission Grants
o Removed requirement for Certificate of Fact dated in current year (Page 11)
• Section VI 603.D Calendar
o Added language that City Staff may offer marketing workshops to assist Grantees in promoting their programs and initiatives (Page 13)
• Section VI 604.A Required Grant Conditions Contract and Payment of the Arts Commission Grants
o Updated language to require grantees to submit proof of hotel or motel room usage within the City of Killeen: (1) Start-Up Grants must show proof of at least one room utilized by patrons or vendors, (2) Minor Grants must show proof of at least two rooms utilized, and (3) Major Grants must show proof of at least two rooms utilized for every $5,000 granted by the Arts Commission (Page 14)
• Section VI 604.B, VI 604.C, VI 604.D Applications and Administration for Arts Commission Grants
o Changed to remove language allowing grantees to drawdown funds prior to their event. (Pages 13-16)
• Section VI 608 Marketing Workshop
o Added language providing City Staff opportunity to hold marketing workshop for Grantees (Page 17)
THE ALTERNATIVES CONSIDERED:
There are three alternatives to consider:
1) Do not approve the requested changes;
2) Modify the requested changes; and/or
3) Approve the requested changes.
Which alternative is recommended? Why?
Staff recommends alternative 3 to approve the requested changes to the Arts Commission Rules and Regulations.
CONFORMITY TO CITY POLICY:
The review of the Arts Commission Rules and Regulations and the requested changes follow the Texas Tax Code and the City of Killeen Code of Ordinances.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
N/A
Is this a one-time or recurring revenue/expenditure?
N/A
Is this revenue/expenditure budgeted?
N/A
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
N/A
RECOMMENDATION:
City Council approve the Killeen Arts Commission rule changes to be effective October 1, 2025.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Rules and Regulations
Presentation