May 16, 2018 6:00 P.M

CULTURAL AFFAIRS COMMISSION 2100 Thousand Oaks Boulevard, Thousand Oaks, California 91362 Founders Room (805) 449-2700 http://www.toaks.org

May 16, 2018 6:00 p.m.

Robert Biery Cory Hills REGULAR MEETINGS: John Bradley, Vice Chair David Mead 3rd WEDNESDAY Eloise Cohen Jerry Miller, Chair ALTERNATE MONTHS Robert Conti Stephanie Wilson Cathryn Croall Christina Duffy ______Jonathan Serret, Cultural Affairs Deputy Director Barry McComb, Cultural Affairs Director Patrick Hehir – Assistant City Attorney John Adams, Finance Director Marisa Hanke, Secretary

Commission packets are available for review at City Hall, Grant R. Brimhall Library, and the Newbury Park Branch Library.

1. CALL TO ORDER

2. ROLL CALL

3. PLEDGE OF ALLEGIANCE

4. PUBLIC COMMENTS (Limited to 3 minutes each)

5. LIAISON REPORTS A. Liaison Report – Ventura County Arts Council B. Resident Company Report – New West Symphony

6. Downtown Master Plan Presentation and Discussion: (Introduction by Cultural Affairs Director) A. Thousand Oaks Blvd. Downtown Update: Peter Gilli – Deputy Community Development Director

7. COMMITTEE REPORTS A. THEATRE OPERATIONS COMMITTEE (Commissioner Cohen) B. COMMUNITY OUTREACH COMMITTEE (Commissioner Wilson) C. CEEF GRANT COMMITTEE (Commissioner Mead) i. Accept committee recommendations for 2018 CEEF Grant distribution. Commissioner Mead to present recommendations to City Council on June 5, 2018. D. EXCELLENCE IN THE ARTS COMMITTEE (Commissioner Wilson) i. Approve authority for awardee selection by Excellence in the Arts Committee. ii. Approve recommendation of Excellence in the Arts Awards budget for City Council approval. City Council – June 5, 2018

8. DEPUTY DIRECTOR COMMENTS

9. COMMISSIONER COMMENTS

10. ADJOURNMENT TO July 18, 2018

“American with Disabilities Act (ADA): In compliance with the ADA, if you need special assistance to participate in this meeting or other services in conjunction with this meeting, please contact the Cultural Affairs Department at 805/449-2700. Upon request, the agenda and documents in this agenda packet can be made available in appropriate alternative formats to persons with a disability. Notification at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

Cad:115-84/mh/h:/thmhanke/fil/theatres/cac/agenda051618.doc TO: Cultural Affairs Commission

FROM: Ad hoc Community Event Endowment Fund (CEEF) Grant Committee

DATE: May 16, 2018

SUBJECT: FY 2018-19 Community Events Endowment Fund Grants Award Recommendations

RECOMMENDATION:

1. Approve recommendation of Community Events Endowment Fund Grants totaling $85,000 to City Council for approval.

FINANCIAL IMPACT:

No Additional Funding Requested. $85,000 is included in the adopted FY 2018- 19 Community Events Endowment Fund Budget. Minimal administrative staff costs associated with executing contracts and monitoring programs is included as part of the upcoming FY 2018-19 General Fund Budget.

BACKGROUND:

The Community Events Endowment Fund (CEEF) Grants Program (Program) provides financial support for cultural arts and special events that benefit a cross- section of the community. The Program is available to local non-profit community and school groups and is promoted through the City’s website, social media, and press releases. In addition, notification of the Program application period is distributed by email to organizations that have been awarded CEEF Grant funding over the last three years.

Each year, up to $100,000 is allocated from the CEEF endowment fund as follows:

▪ $85,000 Available through annual grant funding cycle application process (66.6 percent of funds designated for arts and cultural purposes and 33.3 percent to community activities).

▪ $15,000 Retained for unanticipated (off-cycle) funding requests that may arise throughout the fiscal year. FY 2018-19 Community Event Endowment Fund Grants May 16, 2018 Page 2

The Program provides a maximum yearly grant award of $8,500 or ten percent (10%) of an organization’s total annual budget, whichever is lower. Grants to individual persons are limited to a maximum of $500 and grants to organizations seeking funds for support of team events are limited to a maximum of $100 per individual team member. Grant applicants must demonstrate that the requested CEEF funds will be matched through other sources. Activities not eligible for funding include fundraising events, on-going programs or salaries, religious or political activities, and equipment purchases.

The Cultural Affairs Commission’s ad hoc CEEF Grant Committee reviews the grant applications as part of the annual CEEF Grants funding cycle. The Committee’s recommendations are reviewed and adopted by the CAC, which then forwards funding recommendations to City Council for final approval.

Last year, City Council awarded 23 CEEF Grants totaling $85,000. A sample listing of the events funded include:

1. Conejo Schools Foundation received $4,000 to support the All District Music Festival 2. Village Voices Chorale received $3,500 to offset costs associated with performing two concerts in the Scherr Forum Theatre. 3. Conejo Chinese Cultural Association received $2,000 to help fund their annual Chinese New Year Celebration and performance in the Kavli Theatre.

See Attachment #1 for a listing of previous grant awardees for the past five years.

DISCUSSION/ANALYSIS:

Applications for grant funding for FY 2018-19 were accepted from February 26 through April 11, 2018. This year, the City received 32 grant applications requesting a total of $166,281 in funding. The Committee met on April 18, 2018 to review, score, and rank each of the grant applications and recommends the following CAC action:

▪ Award 32 FY 2018-19 CEEF Grants for a total of $85,000 leaving a balance of $15,000 for any unanticipated (off-cycle) funding requests during the year.

The Committee recommends CAC acceptance of grant awards to 32 applicants as detailed in Attachment #2 for recommendation to City Council. FY 2018-19 Community Event Endowment Fund Grants May 16, 2018 Page 3

If approved by City Council, grantees will enter into agreements with the City and will have until June 30, 2019 to hold their events. Grantees receive payment of the grant award after execution of the contract, but if an event does not take place within the defined time period, the grantee is then required to return the money to the City.

Copies of the grant applications are available in the Cultural Affairs Department.

COUNCIL GOAL COMPLIANCE:

Meets Council Goals F and G: F. Continue City's commitment to community and cultural programs and services (such as Performing Arts/Theatres, Libraries, TOTV, Visual Arts, Youth and Senior Programs). G. Participate in public-private and multi-jurisdictional opportunities to ensure City residents have access to high levels of parks, recreation, education, and leisure programs and services.

PREPARED BY: Jonathan Serret, Deputy Cultural Affairs Director

Attachments: Attachment #1 – Five-year CEEF Grant Award Summary Attachment #2 – FY 2018-19 CEEF Grant Award Recommendation ATTACHMENT #1

PREVIOUS COMMUNITY EVENTS ENDOWMENT FUND GRANT AWARDEES

Grant Applicant 2013-14 2014-15 2015-16 2016-17 2017-18 1 AAUW, Thousand Oaks Branch 2,000 1,300 2 ACCV - Young Artists Ensemble 3,500 6,000 7,000 7,500 8500 3 ACCV - Tile Wall 2,125 700 600 4 Adopt A Future 5 Art Trek - Community Art 1,500 1,500 500 6 Art Trek - Conejo Rabbits 1,000 500 7 Boys & Girls Club 1,000 500 8 Cabrillo Music Theatre 8,500 8,500 8,500 8,500 8500 9 California Museum of Art 3,500 4000 10 California Shakespeare Company 2,000 1,000 1,000 11 Cancer Support Community 1,500 12 Chumash Indian Museum 13 City of Thousand Oaks Council on Aging 2,000 1,000 14 City of Thousand Oaks Youth Commission 1,500 1,000 15 Community Partners - Engaged Community Project 1500 16 Conejo Chinese Cultural Association 1,000 1,000 2000 17 Conejo Civic Ballet 2,000 18 Conejo Coalition for Youth & Families 1,000 19 Conejo Las Virgenes Future Foundation 4,000 4,000 4,000 2,500 2500 20 Conejo Open Space 2,000 2,000 2,500 2,500 3500 21 Conejo Players Theatre 3,500 1,500 3225 22 Conejo Schools Foundation 2,000 2,000 2,000 2,000 4000 23 Conejo Valley Amateur Radio Club 600 500 600 24 Conejo Valley Botanic Garden 1,000 1,000 1,000 1,000 25 Conejo Film Festival 1,500 26 Conejo Valley Youth Orchestra 3,000 4,000 3,000 4,000 27 Discovery Center for Science & Technology 28 Gold Coast Performing Arts Association 2,000 4,000 4,500 4,500 4000 29 Gold Coast Wind Ensemble 1,000 1000 30 Hospice of the Conejo 1,500 1,500 2,000 2,200 4000 31 Kingsmen Shakespeare Company 7,500 8,500 5,500 5,500 8000 32 Kiwanis Club - Thousand Oaks 900 900 33 Los Robles Childrens Choir 3,500 3,500 3,000 34 Los Robles Master Chorale 35 Military Order of the World Wars 1,000 500 775 36 Moorpark Civic Ballet and Dance Theatre 500 500 500 37 Music Teachers of California 38 Newbury Park High School Band Boosters 3,000 4,000 4,500 4,500 4000 39 Newbury Park High School Choral Boosters 3,000 4,000 2,500 2,500 40 New West Symphony 5,000 5,000 5,500 5,500 8500 41 Performances to Grow On 5,000 42 Redwood Middle School - Band 1,000 1,000 2,000 2,000 2500 43 Regenerate 2,500 44 Scandinavian Festival 3,000 4,000 4,000 45 Senior Concerns 1,500 46 Stagecoach Inn Museum 1,000 47 The Nature of Wildworks 48 Thousand Oaks Arts Festival 2,000 1,000 1,000 49 Thousand Oaks Civic Arts Plaza Foundation 6,000 50 Thousand Oaks Repertory Company 51 Thousand Oaks High School Band Boosters 1,500 2,200 4000 52 Thousand Oaks High School Choral Boosters 2,000 3,000 4,000 2,500 53 Thousand Oaks High School Orchestra Boosters 1,200 1,200 1,200 1,200 1500 54 Ventura Discovery Center 5,000 55 Ventura Public Health 1,000 56 Village Voices 1,575 1,500 1,000 1,000 3500 57 Westlake High School Baseball Boosters 58 Westlake High School Dance Team Boosters 4,000 4,000 4000 59 Youth Musical Theatre 1,000 1,000 1000 TOTAL 85,000 85,000 85,000 85,000 85,000 ATTACHMENT #2

FY 2018-19 CEEF GRANT REQUESTS AND RECOMMENDATIONS

2016-17 2017-18 2018-19 2018-19 Grant Applicant CEEF CEEF CEEF CEEF Event Description Award Award Request Award 1 Art Trek - 1,500 500 5,000 2,250 $5 Fridays for Teens 2 ACCV - Young Artists Ensemble 7,500 8,500 8,500 5,100 2018 Teen Summer Musical - In the Heights 3 Cabrillo Music Theatre 8,500 8,500 8,500 5,100 Support of 2018-19 season Two art exhibitions: A Menagerie of Wonders 4 California Museum of Art 3,500 4,000 8,500 2,550 and A Mile in My Shoes 5 Conejo Chinese Cultural Association 1,000 2,000 2,500 1,125 Annual Chinese New Year Celebration 6 Conejo Open Space 2,500 3,500 3,600 2,160 Open Space Trails Education Days Children's production of The Phantom 7 Conejo Players Theatre 1,500 3,225 5,500 1,650 Tollbooth, Jr. 8 Conejo Schools Foundation 2,000 4,000 8,000 4,800 Annual All District Music Festival 9 Conejo Las Virgenes Future Foundation 2,500 2,500 6,000 3,600 Four regional programs 10 Conejo Valley Amateur Radio Club 2,000 600 Field Day - Emergency Preparedness Event 11 Conejo Valley Botanic Garden 1,000 450 Matilija Poppy Festival 12 Conejo Valley Pride 5,056 2,200 Conejo Valley LGBTQ Pride Festival 13 Conejo Valley Youth Orchestra 4,000 5,000 3,000 Three CVYO Concerts 14 Gold Coast Performing Arts Association 4,500 4,000 5,000 2,250 Saturday Conservatory classes and Camp 15 Gold Coast Wind Ensemble - 1,000 1,000 450 Four Community Concerts 16 Hospice of the Conejo 2,200 4,000 2,500 1,125 Arbol de la Vida Celebration & Name Reading 17 Kingsmen Shakespeare Company 5,500 8,000 8,500 6,300 Annual Shakespeare Festival 18 Los Robles Children's Choir 5,000 2,200 Holiday Wonder Concert and Spring Concert 19 Conejo Valley Chapter, Military Order of The World Wars 500 775 1,125 450 Annual Veterans Day Ceremony 20 Moorpark Civic Ballet and Dance Theatre 3,000 250 Nutcracker Ballet 21 New West Symphony 5,500 8,500 8,500 6,300 Symphonic Adventures school performances 22 Newbury Park High School Choral Boosters Club 8,500 3,500 NPHS Choirs participation in music festival 23 Newbury Park High School Band Boosters 4,500 4,000 5,500 2,475 Participate in Sonoma Invitational Festival 24 Pacific Festival Ballet 5,000 3,750 Support for original ballet - Camelot 25 Performances to Grow On 8,500 5,100 Support for 2018 season performances Perform at San Juan Capistrano Swallows 26 Redwood Middle School - Band 2,000 2,500 3,000 1,350 Day Parade Performances at Redwood and Los Cerritos 27 Thousand Oaks High School Band Boosters - 4,000 6,000 2,700 Middle Schools 28 Thousand Oaks High School Orchestra Boosters 1,200 1,500 1,500 675 Perform at Disney Performing Arts OnStage Support for National Geographic Education 29 Thousand Oaks Alliance for the Arts (TOARTS) 4,000 3,000 Programs 30 Village Voices 1,000 3,500 4,500 2,025 Fall and Spring Concerts Compete at regional and national dance 31 Westlake High School Dance Team Boosters 4,000 4,000 7,500 3,000 competitions Participate in Western Band Association 32 Westlake High School Instrumental Music Boosters 8,500 3,515 Marching Band State Championships TOTAL 65,400 82,500 166,281 85,000