City of Lawrence

Outside Agency Funding

APPLICATION

 

General Information:  Each year, the City Commission considers requests for the allocation of dollars to a number of agencies that provide services benefiting the Lawrence community.  The decision on funding a request will be made during the City’s annual budgeting process.  The decision will be based upon the availability of funds, the need demonstrated through the agency’s application, the stated objectives of the applicant’s program, past performance by the agency in adhering to funding guidelines (as appropriate), and the ability to measure progress toward the program objectives. 

 

Instructions:  Applications for 2008 funding must be complete and submitted electronically to the City Manager’s Office at cliebst@ci.lawrence.ks.us by the deadline of 5:00 pm on Wednesday, May 2, 2007.

 

Questions?  Contact Casey Liebst, Budget Manager at cliebst@ci.lawrence.ks.us or at 785-832-3409.

 


Section I.  Applicant Information

 

Legal Name of Agency:  

Lawrence Arts Center, Inc.

Name of Program for Which Funding is Requested:

Facility Staffing

Primary Contact Person:

Ann Evans

Address:  

940 New Hampshire Street, Lawrence, KS  66044

Telephone:

785-843-2787

Fax:

785-843-6629

Email:

annarts@sunflower.com

                                        

 


Section 2.  Request Information

 

A.

Amount of funds requested from the City for this program for calendar year 2008:    

$110,000.00

B.

Will these funds be used for capital outlay (equipment or facilities) in 2008?  If so, please describe:

No 

C.

Will these funds be used to leverage other funds in 2008?  If so, how:

Yes, there is a potential for additional rental usage with a qualified staff member available during hours of operation.

D.

Did you receive City funding for this program in 2007?  If so, list the amount and source for funding (i.e. General Fund, Alcohol Fund, etc.): Yes. $85,000.00 from the General Fund.

E.

If you are requesting an increase in funding over 2007, please explain exactly how the additional funds will be used: The increase of $25,000 will, in addition to Arts Center fund s, support a full-time technical/operations assistant to help manage general Arts Center facility operations. This staff member would be available during business hours to assist community organizations that rent and use the building.

 

 

 


Section 3.  Agency and Program Budget information

 

A.

How many paid full time employees work for your agency?

15

Volunteers?

250

 

 

B.

What percent of your total 2007 budget goes to employee salaries and benefits?

70%

 

 

C.

What percent of your total 2007 budget is used for operating expenses?

9%

 

 

D.

What is the total estimated cost to provide the program in 2008?

21%

 

 

E.

What percent of 2008 program costs are being requested from the City?

7.7%

 

 

F.

List other anticipated sources of funding and funding amount for this program in 2008:

 

Anticipated Funding Source

Dollar Amount

 

Building rentals

44,680.00

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TOTAL 2008 PROGRAM BUDGET (facilities/operations)

155,000.00

 

 


Section 3.  Statement of Problem/Need to Be Addressed By Program

 

A.           Provide a brief statement of the problem or need your agency proposes to address with the requested funding and/or the impact of not funding this program.  The statement should include characteristics of the client population that will be served by this program.  If possible, include statistical data to document this need.

 

The requested funding will be used to support staffing for facilities and maintenance activity at the Lawrence Arts Center.  This funding allows the Arts Center to:

 

The Lawrence Arts Center serves the general population of Douglas County and surrounding rural communities.  According to the US Census Bureau’s 2005 data, the population of Douglas County is 102, 914, and the client population of the Arts Center is consistent with the population of Douglas County which is: 

White persons 87.5%

Black persons 4.1%

American Indian and Alaska Native persons 2.1%

Asian persons 3.7%

Native Hawaiian and Other Pacific Islander 0.1%

Persons reporting two or more races 2.5%

Persons of Hispanic or Latino 3.7%

 

City funding of $85,000 supports technical/operations and janitorial staff for the Arts Center.  Currently, one full-time employee and one part-time employee manage the operations and rental usage of the building and two full-time and one part-time staff clean and maintain the building.  In addition to the extensive use of the building by Arts Center programs and events, last year over 260 community organizations used the Arts Center for their events.  Private and public events occur seven days a week. The equipment in the state-of-the-art theatre can only be used by trained Arts Center technical staff ensuring equipment is properly handled and maintained.  As the most used space in the building, a technically proficient staff member needs to be available seven days a week between the hours of 9AM – 9PM to manage building events (and will stay on the premises until the event concludes).  Current staffing limits the availability of a qualified staff member to meet or work with the public during hours of operation.

The impact of not funding this program would mean possibly restricting community access to this facility, potential breakdown and/or loss of costly equipment, and compromised health and safety standards as building use increases without increases in maintenance and janitorial staff.

 

B.           How was the need for this program determined?

         The need for this funding request was determined by tracking the increasing number and frequency of community meeting and activity requests, reviewing current staff workloads, analyzing gaps and potential gaps in services, as well as determining the necessity of the Arts Center to maintain a clean, safe, accessible, and user friendly building for the public. 

 

C.           Why should this problem/need be addressed by the City?

City support of this city owned building is essential as the Arts Center serves the greater community by hosting community and public events beyond art education programs.

 

 


Section 4.  Description of Program Services

 

A.           Provide a brief description of the service you will provide and explain how it will respond to the need you identified in Section 3.  The description should include how many clients will be served, and should describe as specifically as possible the interaction that will take place between the provider and the user of the service. 

 

The Arts Center requests $85,000 to maintain current staffing, and an increase of $25,000 to help the Arts Center elevate a current part-time technical theatre/operations assistant to full-time, ensuring availability of a qualified staff member to support community organizations and the public who use the building and/or theatre when the Arts Center is open to the public.  It is our goal to provide all members of this community the best customer service possible while maintaining the integrity of the building and technical equipment within the building.  The service we provide to the community is a clean, safe, properly maintained accessible public building for public use seven days a week between the hours of 9AM – 9PM.  By having a qualified technical/operations staff person on hand during business hours, we ensure the best possible customer service while protecting the building and expensive technical equipment from damage. 

Usage of the building tops 100,000 users annually, and the expectation is that number will grow, as the Arts Center experiences growth in enrollments and building rental requests. Growth in building usage places greater demand on maintenance and technical staff to ensure proper building and equipment care. We believe proper building and equipment care translates into lower costs in replacement and long-term maintenance.

 

 

 

 

 

B.           Describe any efforts your agency has made to explore the community to determine if there are any other agencies providing similar types of services.  What efforts have you made to coordination services? 

 

No other organizations provide the same services to this community. In fact the Lawrence Arts Center coordinates with other agencies in the community, allowing them to use this facility and its services when necessary. An example of this coordination is the Thunderbird Theatre, whose own theatre was condemned, and is currently using the Arts Center theatre for home performances.  

 

 

Section 5.  Program Objectives

 

Please provide three specific program objectives for 2008.  Objectives should demonstrate the purpose of the program and measure the amount of service delivered or the effectiveness of the services delivered.  A time frame and numerical goal should also be included.  Examples include, “75% of clients receiving job training will retain their job one year after being hired,” “increased fundraising efforts will result in a 15% increase in donations in 2008,” “credit counseling services will be provided to 600 clients in 2008,” “new digital arts program will serve 275 students in 2008” etc.  Applicants will be expected to report their progress toward meeting these objectives in their six month and annual reports to the City. 

 

 

 Program Objectives

 

 

1.

Immediately elevate a part-time technical/operations assistant to full-time to be available to work with the public during business hours and provide qualified technical assistance for community and public events.

 

 

 

2.

To increase facility usage by 20% over the next year through better customer service, proper care, safety, cleanliness, and maintenance of the facility for public use.

 

 

 

 

 

3.

To reduce by 50% the potential loss or damage of building facilities and equipment through proper care, use and maintenance.

 

 

 

 

 

 

Please return completed application electronically to cliebst@ci.lawrence.ks.us by

5:00 pm on Wednesday, May 2, 2007.

 

Office Use Only

six month report received           ¨ yes  ¨ no

annual report received:              ¨ yes  ¨ no

audit received:                           ¨ yes  ¨ no

tax return received:                    ¨ yes  ¨ no    


 

City of Lawrence

Outside Agency Funding

APPLICATION

 

General Information:  Each year, the City Commission considers requests for the allocation of dollars to a number of agencies that provide services benefiting the Lawrence community.  The decision on funding a request will be made during the City’s annual budgeting process.  The decision will be based upon the availability of funds, the need demonstrated through the agency’s application, the stated objectives of the applicant’s program, past performance by the agency in adhering to funding guidelines (as appropriate), and the ability to measure progress toward the program objectives. 

 

Instructions:  Applications for 2008 funding must be complete and submitted electronically to the City Manager’s Office at cliebst@ci.lawrence.ks.us by the deadline of 5:00 pm on Wednesday, May 2, 2007.

 

Questions?  Contact Casey Liebst, Budget Manager at cliebst@ci.lawrence.ks.us or at 785-832-3409.

 


Section I.  Applicant Information

 

Legal Name of Agency:  

Lawrence Arts Center, Inc.

Name of Program for Which Funding is Requested:

Technology Program

Primary Contact Person:

Ann Evans

Address:  

940 New Hampshire Street, Lawrence, KS  66044

Telephone:

785-843-2787

Fax:

785-843-6629

Email:

annarts@sunflower.com

                                        

 


Section 2.  Request Information

 

A.

Amount of funds requested from the City for this program for calendar year 2008:    

$10,000

B.

Will these funds be used for capital outlay (equipment or facilities) in 2008?  If so, please describe:

Funds will be used to purchase point of sales software and hardware, financial software, and donor software.

C.

Will these funds be used to leverage other funds in 2008?  If so, how:

Yes, as the donor software will streamline and enhance the Arts Center’s ability to grow membership and private support.

D.

Did you receive City funding for this program in 2007?  If so, list the amount and source for funding (i.e. General Fund, Alcohol Fund, etc.): Yes. $10,000 from the General Fund.

E.

If you are requesting an increase in funding over 2007, please explain exactly how the additional funds will be used:  N/A

 

 

 


Section 3.  Agency and Program Budget information

 

A.

How many paid full time employees work for your agency?

15

Volunteers?

250

 

 

B.

What percent of your total 2007 budget goes to employee salaries and benefits?

70%

 

 

C.

What percent of your total 2007 budget is used for operating expenses?

9%

 

 

D.

What is the total estimated cost to provide the program in 2008?

21%

 

 

E.

What percent of 2008 program costs are being requested from the City?

.7%

 

 

F.

List other anticipated sources of funding and funding amount for this program in 2008:

 

Anticipated Funding Source

Dollar Amount

 

City Funds from 2007 for first phase of project

10,000.00

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TOTAL 2008 PROGRAM BUDGET

20,000.00

 

 


Section 3.  Statement of Problem/Need to Be Addressed By Program

 

D.           Provide a brief statement of the problem or need your agency proposes to address with the requested funding and/or the impact of not funding this program.  The statement should include characteristics of the client population that will be served by this program.  If possible, include statistical data to document this need. 

 

To increase capacity, the Lawrence Arts Center needs to improve customer service, accuracy of financial records by eliminating manual processes, and more accurately maintain customer records and development processes, thereby using staff time in the most efficient manner possible.

 

According to the US Census Bureau’s 2005 data, the population of Douglas County is 102, 914, and the client population of the Arts Center is consistent with the population of Douglas County which is: 

White persons 87.5%

Black persons 4.1%

American Indian and Alaska Native persons 2.1%

Asian persons 3.7%

Native Hawaiian and Other Pacific Islander 0.1%

Persons reporting two or more races 2.5%

Persons of Hispanic or Latino 3.7%

 

In 2005-2006 fiscal year, 1,075 classes were taken by 7,768 students, ages 18 months – adult, an increase in enrollment of almost 30% from 2004-2005. 100,000 people are served annually at the Arts Center through classes, programs, performances, exhibitions and rentals.  Not funding this program hinders our goal to provide the most efficient accurate customer service to the public as possible while continuing to grow.

     

E.            How was the need for this program determined?

 

Currently, the Arts Center receipts money manually, enters the information into a database manually, and records the money manually in financial software that cannot communicate with the database. This process is time consuming, error prone, and burdensome to staff because it involves three different people, and is all done manually. The Arts Center determined that purchasing new financial software (QuickBooks) streamlines the process of recording transactions because QuickBooks communicates with point-of-sale software and database software the Arts Center would like to purchase. Streamlining and eliminating manual processes drastically reduces potential for human error, improves customer service, and boosts staff efficiency.

 

F.            Why should this problem/need be addressed by the City?

 

City support has been essential in our desire to improve internal processes and provide better customer service through major technological advances.  The Arts Center has made tremendous improvements from past City support, and these continued advances in technology allows us to manage continued growth without sacrificing good quality customer service and support.

 

 


Section 4.  Description of Program Services

 

C.           Provide a brief description of the service you will provide and explain how it will respond to the need you identified in Section 3.  The description should include how many clients will be served, and should describe as specifically as possible the interaction that will take place between the provider and the user of the service.

 

            The general public comes to the Arts Center to take classes, purchase art or tickets to a   performance, or make a donation. Financial transactions are handled by three different staff          members; the first writes a receipt, the second records it in a database, and the third is the business        operations manager who manually enters the transaction into current financial software. This process is cumbersome, time consuming, and allows for error.  We propose to use the $10,000      from the City to purchase 3 software packages; financial software, point-of-sale software and   database/donor software, all which communicate with each other.  When a transaction takes place,   a receipt is printed and the transaction is electronically sent to the financial software and database.       This eliminates two manual steps in the process and also reduces opportunities for mistakes. Staff savings equates to 70% of a full-time staff member’s time.

 

            Customers will be better served by having more accurate records and a faster smoother financial transaction. Completing the technology plan builds capacity for the Arts Center without sacrificing       customer service or having to hire additional staff to support this process.

                              

D.           Describe any efforts your agency has made to explore the community to determine if there are any other agencies providing similar types of services.  What efforts have you made to coordination services? 

No other organizations provide the same services we do to the community. 

 

 

 

 

 

Section 5.  Program Objectives

 

Please provide three specific program objectives for 2008.  Objectives should demonstrate the purpose of the program and measure the amount of service delivered or the effectiveness of the services delivered.  A time frame and numerical goal should also be included.  Examples include, “75% of clients receiving job training will retain their job one year after being hired,” “increased fundraising efforts will result in a 15% increase in donations in 2008,” “credit counseling services will be provided to 600 clients in 2008,” “new digital arts program will serve 275 students in 2008” etc.  Applicants will be expected to report their progress toward meeting these objectives in their six month and annual reports to the City. 

 

 

 Program Objectives

 

 

1.

Purchase, install and implement three software packages, beginning in August, 2007 and completing it by July 31, 2008.

 

 

2.

Automating financial transaction processes, saving the equivalent of 70% of a full-time staff member position.

 

 

 

3.

Reduce recording errors by 50%, to only 10% of transactions.

 

 

 

Please return completed application electronically to cliebst@ci.lawrence.ks.us by

5:00 pm on Wednesday, May 2, 2007.

 

Office Use Only

six month report received           ¨ yes  ¨ no

annual report received:              ¨ yes  ¨ no

audit received:                           ¨ yes  ¨ no

tax return received:                    ¨ yes  ¨ no