Agenda Item Wording:
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Presentation by the Arts Consortium - Presentation of the activities undertaken by the Arts Consortium in 2023 as part of a contract for services with the City of Visalia and approval of a contract for services for 2024-2025, effective as of January 1, 2024.
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Deadline for Action: N/A
Submitting Department: Community Services
Contact Name and Phone Number: Kelli Kincaid, Director 713-4042
Department Recommendation: It is recommended that the Visalia City Council authorize the City Manager to enter a two-year contract with the Visalia Arts Consortium for regular services in 2024 and 2025 in the amounts of $43,640, with $28,640 for general service delivery and $15,000 for event and public art production in 2024, and $44,640 in 2025 with $29,640 for general services and $15,000 for event and public art production. These amounts constitute a 3% increase for general services in 2024, and a 3% increase in 2025. Due to other priorities, the annual report, and therefore the contract, was delayed in being brought forward, but the Consortium has continued to provide services, therefore, staff is recommending that the contract be effective as of January 1, 2024.
Background Discussion:
The City of Visalia has contracted with the Arts Consortium to provide arts related program and event coordination services since 2008. Through this contract, the Consortium has provided cultural programs, projects, and services that the City of Visalia would otherwise provide with its own staff, facilities, and resources. The proposed two-year contract would provide a 3% and 3% increase respectively, which is in keeping with amounts currently and proposed in the appropriate City budgets.
The contract is broken into two sections, one for general services for the items defined in the contract, and $15,000 for event and art production.
Specifically, the proposed contract calls for the Consortium to do the following:
• Secure the services of an administrator or executive director to work on Visalia related Arts programs and planning on at least a 16-hour-per-week basis;
• Implement, to the extent possible within a 16 hour per week schedule of a Consortium administrator or executive director the following elements of City’s Cultural Plan:
1. Develop, maintain, and distribute an annual coordinating calendar.
2. Update the community calendar at least weekly, and provide same information to appropriate media outlets, hotels, and other outlets.
3. Maintain the Arts Consortium website with updates at least weekly.
4. Maintain an active Facebook page.
5. Assist with at least 5 arts-related events a year in Visalia by performing at least two of the following activities for each event: information distribution or publicity, meet with the key organizers and provide organizational information or data such as forms (special events, applications, agreements, etc), provide calendar listings, provide mailing lists, provide facility or venue information and guidelines, serve on the organizing committee. In addition, produce the Taste the Arts special event in the fall of 2024 and 2025.
Staff is recommending that the city again provide the event and art production funding as sponsorship for the Taste the Arts event, scheduled for October14, 2024 with a date to be determined in 2025, and the monthly First Friday art walks in Downtown Visalia. While for some years the funding has been targeted as assistance for new events to be sponsored, staff believes that it is appropriate to help ensure these popular events continue for the next two years. There is some funding still available in the City provided small grant fund from 2023, and staff proposes that the Consortium continue to provide that money for outdoor events and/or outdoor public art. If for some reason the specified events do not occur, then staff proposes that the Consortium, in consultation with City Staff, have the flexibility to propose other alternatives that would generate similar community spirit, involvement and engagement.
Fiscal Impact:
There is no unanticipated fiscal impact. The $43,640 is provided for in the 2024 budget, and the $44,640 is proposed in the 2025 budget if approved by the City Council.
Prior Council Action: The City Council has approved an annual contract with the Arts Consortium annually since 2008.
Other: N/A
Alternatives: To not approve the contract or to recommend changes to the proposed contract.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to enter into a two-year contract with the Visalia Arts Consortium for calendar years 2024 and 2025 in the amounts of $43,640 and $44,640 respectively.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: 1. Presentation 2. Draft Contract