8.3 Cultural Assessment & Strategic Plan for Arts and Humanities
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
01/08/2007
TIME
4:00 P,M,
AGENDA SECTION
NO:
8
ORIGINATING DEPARTMENT: APPROVED FOR
AGENDA:
ITEM
NO,
Page 1
ARTS & HUMANITIES
3
BY:
BY: John Highkin
ITEM: Resolution No. 07-6348
Authorizing a Consultant Services Agreement to conduct a community cultural assessment for the City
of Salina, and a strategic plan for Salina Arts and Humanities Commission (SAHC),
BACKGROUND:
Introduction
As one of our community's most powerful assets, arts and culture distinguishes Salina in a positive
way, strengthening the City's economy and helping as a workforce development tool. Arts and culture
as a segment of the Salina economy contributes to community development, redevelopment projects,
and sustainability, and provides entertainment and educational opportunities for young people,
activities for seniors and continued learning for adults, Arts and culture celebrates who we are as a
community in all of our difference and commonality,
Cultural Planning
Cultural planning serves as a master plan for organizing and utilizing the best use of arts and culture
as a critical asset. Salina Arts & Humanities Commission (SAHC) is undertaking a 10-12 month
cultural assessment process for the City of Salina, the first major cultural assessment and planning
effort in Salina since the early 1990s, Pre-planning in spring 2006 led to the definition of the current
project with emphasis on assessing the cultural field and effectiveness and creating a 3-5 year
strategic plan specifically for SAHC for its implementation, The assessment results and data will
reflect and be available for use by the City's cultural organizations, even as the SAHC strategic plan
itself strengthens departmental support for the cultural field,
Assessment and Plan Goals
1, Provide a comprehensive inventory of the arts, culture and humanities delivery system in the City
of Salina (both individual artists and organizations),
2, Determine who in Salina and the surrounding region is being reached by current programming,
who is not, and how to expand access,
3, Cultivate broad-based community thinking, ideas and enthusiasm as to how Salina's arts, culture
and humanities resources could become more relevant and more vital.
4, Determine what it would take to make the arts, culture and humanities delivery system as effective
as possible in meeting current and future needs of Salinans,
5, More closely integrate cultural development with the City of Salina agendas and its Departmental
strategies including economic development, community livability, tourism, neighborhood development,
and quality of life,
6, Assess SAHC's structure/operations and programming (including the Salina Arts & Humanities
Foundation) and make recommendations to improve and strengthen efficiency and effectiveness,
7, Provide a comprehensive cultural assessment and plan which includes a clear road map for
SAHC's successful implementation,
Deliverables
1, Cultural assessment and plan outlining service delivery, The assessment repot will include in-
AGENDA SECTION
NO:
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
01/08/2007
TIME
4:00 P,M,
8
ORIGINATING DEPARTMENT: APPROVED FOR
AGENDA:
ARTS & HUMANITIES
ITEM
NO, 3
Page 2 BY: John Highkin
depth analysis and results for public opinion surveying, artists' surveys and arts organization inventory
and surveys,
2, Clear directional internal steps and systems SAHC will need to implement the plan,
3, Measurable goals with built-in evaluation mechanisms,
4, Defined accountability - will build in a mechanism to insure plan will be revisited and progress
reviews on a regular basis,
5, Insure that existing programs and current services are woven into the plan as appropriate,
Timeline
January - February 2007
February - March 2007
March - July 2007
March - August 2007
Septem ber - October 2007
November 2007
December 2007
BY:
Setting the Stage
Understanding the Market
Inventory and Assess Cultural Assets
. Organizational Providers Surveyed
. Artists Surveyed
Understanding What People Think
· One-on-one interviews to gather public and private sector
leadership opinion
· Gather public/audience opinion
· Forums/Listening Sessions
Understanding What We've Gleaned to Date
· Synthesis of Findings and Assessment Report Written
· Community Weighs In
· Community Vetting of Recommendations
Plan Emerges
· Final Draft Submitted
Final Plan Submitted
CONTRACTOR SELECTION PROCESS
In October 2006, SAHC mailed a Request for Qualifications (RFQ) to nationally recognized arts
planning consultants, determined through professional recommendations and guided by resources
provided by Americans for the Arts, Four highly qualified teams responded, The Planning/Community
Awareness Committee, a sub-committee of SAHC, with input from staff, chose to bring two consultant
teams to Salina on December 12, 2006: Diane L Mataraza, Inc" led by Diane L Mataraza, Cocoa,
FL; and David Plettner, The Cultural+Planning Group, and Jessica Cusick, Cusick Consulting, Los
Angeles, CA
Both consultant teams met with cultural leaders, SAHC staff, the Deputy City Manager, SAHC
Executive Director and the Planning/Community Awareness Committee, receiving feedback from all.
The Committee recommended hiring Diane Mataraza, Inc, for the assessment and planning process,
While both teams (indeed all respondents to the RFQ) are among the few experienced, nationally-
known cultural planners, Committee members felt that Ms, Mataraza and her team had the better laid-
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
01/08/2007
TIME
4:00 P,M,
AGENDA SECTION
NO:
8
ORIGINATING DEPARTMENT: APPROVED FOR
AGENDA:
ITEM
NO, 3
Page 3 BY: John Highkin
out planning process, with the strongest data collection and analysis, They responded to her energy,
compassion and understanding of conditions in Salina. Further, Ms, Mataraza's work with Surale
Phillips, Decision Support Partners, Inc" on geodemographic analysis was seen as a plus, Ms,
Phillips will utilize data from major cultural organizations and results of citizen surveys to show who is
being reached by current arts services, Ms, Phillips will do all data entry, something which staff would
have had to do with the Plettner/Cusick team, Committee members and staff felt that the Mataraza
team would do a more thorough analysis of data as a result.
ARTS & HUMANITIES
BY:
FISCAL NOTE:
Project Budget
Plettner/Cusick Team $50,000
Covers consultant fees, travel, project overhead, Does not include data entry,
Diane Mataraza, Inc, $53,750
Covers consultant and sub-contractor fees, travel, materials, Includes data entry and analysis,
Salina Arts & Humanities Foundation
As noted to the City Commission during budget study sessions, the Salina Arts & Humanities
Foundation agrees to provide funding for project expenses beyond the $25,000 budgeted by the City
of Salina. Please see attached letter of agreement.
COMFORMANCE WITH STRATEGIC PLAN:
Relevant points of reference from the Shared Vision Statement for Our Community
. Salina will be a city that is exciting to live in and thriving both economically and socially, The
City will be clean, attractive and inviting, Local residents will demonstrate their community pride
by sharing Salina's attributes with others, As a result, Salina will be a place with a quality of life
that not appeals to residents, but also to visitors,
. Salina will be supportive of life-long learning through all forms of education",
Relevant points of reference from the Strategic Goals for Our Community
. Goal #3: The City will provide the highest quality of services consistent with governing body
direction, available resources and staff commitment to quality, Action Item: Establish a
reporting framework for the City Commission and the public regarding the measurement and
attainment of service performance levels,
. Goal #5: The City will maintain a commitment to making downtown Salina a thriving and
vibrant center of the community, Action item: Encourage the development of the arts", [and]
entertainment." in the downtown,
RECOMMENDED ACTION:
Staff recommends approving Resolution No, 07-6348 authorizing an agreement with Diane Mataraza,
Inc" Cocoa, FL in the amount not to exceed $53,750, with a $28,750 contribution from Salina Arts &
Humanities Foundation,
211 W. Iron
PO, Box 2181
Salina, KS
67402-2181
785-309-5770
fax 785-826-7444
sahc@salina,org
www.salinaarts.com
www.riverfestival.com
A department of the
City of Salina
Smoky Hill Museum,
a division of SAHC
Programs
Smoky Hill River
Festival
Arts Education
Community Art &
Design
Horizons Grants
Program
Community Services
& Programs
Cultural Calendar
Art a la Carte
Spring Poetry Series
Commissioners
Marilyn Benyshek
David L, Cooper
Trent W. Davis
Peggy DeBey
Randall Hardy
Luci Larson
Rachel Loersch
Linda L. Moore
Chelsey Mueller
Cheri Parr
R. Abner Perney
Linda L. Smith
Paula Wright
Ted Zerger
John Highkin,
Executive Director
Salina Ms & Humanities Commission
January 3, 2007
TO: Jason Gage
City Manager, City of Salina
FR: Linda L. Smith, Chair
John Highkin, Executive Director
This will serve as a letter of agreement between the City of Salina and
Salina Arts & Humanities Foundation (SAHF) for the Salina Community
Cultural Assessment and Strategic Plan.
The SAHF guarantees funding for the completion of the project, and
agrees to provide funds beyond the $25,000 budgeted by the City of
Salina: up to $28,750 for consultant services and travel.
We look forward to collaborating on a planning process which will be
useful and valuable to Salina citizens for many years to eome.
~~~
Li a L. Smith
The mission of SAHC is the cultivation of this place through the power of the arts
and humanHies to change lives and build community
CONSULTING SERVICES AGREEMENT
THIS CONSULTING SERVICES AGREEMENT
(the "Agreement") is made and entered into as January 8,2007, between:
DIANE L. MATARAZA, INC., a Florida corporation with mailing address at 100
Riverside Drive, #A703, Cocoa, Florida 32922 (hereinafter, the "Consultant"), and
the City of Salina, located at 300 W. Iron, Salina, Kansas 67402 (hereinafter, the
"Client") .
WIT N E SSE T H:
WHEREAS, the Client desires to retain the services of the Consultant to conduct a
community cultural assessment for the City of Salina, and a strategic plan for Salina Arts and
Humanities Commission (SAHC), and
WHEREAS, the parties hereto have agreed to enter into this Agreement in order to set
forth the terms of their agreement and to define the scope of the services to be provided by the
Consultant, and all as provided herein.
NOW, THEREFORE, in consideration of the premises and the mutual promises herein
contained, and for other good and valuable consideration, the receipt and sufficiency of which are
hereby acknowledged, it is hereby agreed as follows:
1 . Services of Consultant. The Consultant, with the assistance of the Consultant's sub-
contractors (Surale Phillips, President, Decisions Support Inc. and Nicholas Walsh, President,
Strategic Communications, Inc.) will work directly with the SAHC's Executive Director or
designee in order to execute the detailed scope of work in Attachment A.
2. Compensation for Services/Expense Reimbursement. In consideration of the services
to be provided hereunder by the Consultant, and consultant's designated sub-contractors, the Client
agrees to compensate the Consultant $ 5 3,750 for services rendered to include all consultation fees,
pre-determined travel expenses for five (5) trips to the City of Salina, time and materials, according
to the scope of work attached hereto and the payment schedule which follows:
Upon contract signing - 20% $10,750
I-Apr-07 $10,750
I-Jul-07 $10,750
I-Oct-07 $10,750
Upon receipt of final plan 20% $10,750
SAHC Contract Draft, January 2, 2007
The Consultant agrees to complete the project in an agreed upon timeline. The City agrees to
pay the Consultant for work on the Project and expenses incurred, at the performance of such work
is demonstrated by submission of invoices for work on a quarterly basis with 20% of the contract
upon signing. Compensation for additional trips to the City outside of the five (5) or additional
work beyond the scope of the proposal will be paid to the Consultant at the rate of $1,300 per day
in-town plus expenses. Should contract payment be delayed, the Consultant reserves the right to
stop work on the project until payment is received.
3. Confidentiality and Non-disclosure Apyeement. The Consultant hereby acknowledges
and agrees that all information to be provided and disclosed by the Client to the Consultant shall be
deemed proprietary in nature and shall be held in strict confidence and shall be used only for the
purposes provided herein. No such information shall be disclosed to any third parties except with
the prior written consent of the Client and upon prior approval of the content of such disclosure.
4. Successors and Assi~s. This Agreement shall be binding upon, and shall inure to the
benefit of, the parties hereto and their authorized assigns. The Consultant shall not assign any of her
duties hereunder without the prior written consent of the Client.
5. Notices. Any notice required or permitted to be given by this Agreement, to be
effective, must be in writing and sent by certified U. S. Mail, Federal Express or other reputable
courier, addressed (as applicable) to the recipient thereof at its address first set forth on page one of
this Agreement, with postage and courier charges prepaid. Either party hereto may change its
respective address, for notice purposes, by delivering notice of such change to the other in
accordance with this paragraph. Any notice shall be deemed "delivered" when sent as aforesaid and
received, unless receipt is refused, in which case the notice shall be deemed "delivered" when
refused.
6. Invalid Provision. The invalidity or unenforceability of a particular provision of this
Agreement shall not affect the other provisions hereof, and the Agreement shall be construed in all
respects as if such invalid or unenforceable provisions were omitted.
7. Prior Apyeements Superseded. This Agreement constitutes the entire agreement
between the parties hereto regarding the subject matter hereof and shall supersede any and all prior
negotiations and agreements between the parties hereto, written or oral.
8. Modification. No change or modification of this Agreement shall be valid unless the
same be in writing and signed by all of the parties hereto.
9. Applicable Law and Bindinp: Effect. This Agreement shall be govemed by, and
construed in accordance with, the laws of the State of Kansas.
SAHC Contract Draft, January 2, 2007
2
IN WITNESS WHEREOF, the parties hereto have hereunto caused this Agreement to be
executed on the day and year first above written.
DIANE L. MATARAZA, INC., a
Florida corporation
By:
Diane L. Mataraza, President
(The "Consultant")
CITY OF SALINA, KANSAS
By:
Donnie D. Marrs, Mayor
(The "Client")
ATTEST:
By:
Lieu Ann Elsey, CMC, City Clerk
SAHC Contract Draft, January 2, 2007
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