Arts Council of Big Sky

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FOR RESORT TAX FUNDS
As required by law, an applicant must be a legal entity formed under the laws of the State of Montana. The
applicant must be “an entity” that is capable of both “legally and practically” carrying out the purpose of the
appropriation and located within the resort area district. The applicant must be a governmental unit, corporation or
limited partnership with the capability of being legally bound by the Appropriation Agreement.
The purpose of the appropriation request must be within the purposes of the District's Legal Ordinance NO. 98-01
(posted online: www.ResortTax.org), as amended, and must benefit the community at large, and not a single
person, organization or corporation.
INSTRUCTIONS:
For new requests and rollover requests, use the forms provided. Do not use your own format; do not change
the applications.
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The application must be signed by the governing Board Chair or Officer of the applicant organization. If
funded, the governing Board Chair or Officer must also sign the Contract.
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The applicant must appoint an Applicant Representative whom the applicant’s governing Board Chair or
Officer deems capable of representing the application during the Appropriation process.
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Please provide seven (7) complete copies of each application. Provide concise answers on two-sided, white,
3-hole punched, 8½ x 11 paper. Do not staple; you may use paper or binder clips. Do not submit copies in
folders, binders, etc. Do not include extra materials.
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Provide a PDF copy of the signed application to Info@ResortTax.org.
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Incomplete applications may not be considered for funding. It is the applicant’s responsibility to provide all
information requested in the proper format.
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Questions? Contact: Whitney Brunner, Administrative Officer (406) 995-3234, Info@ResortTax.org
APPLICATION DEADLINE:
Monday, May 2, 2016
- Applications must be received (not postmarked) by the deadline or they will not be considered.
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Applications will be date and time stamped when received at the resort tax office. Applications will be
addressed at the Question and Answer Session in the order in which they were received at the resort tax
office.
Mail applications to:
Drop off applications at:
Big Sky Resort Area District
11 Lone Peak Drive, Suite 204
PO Box 160661
Town Center, Big Sky, MT
Big Sky, MT 59716
QUESTION & ANSWER:
Monday, June 6, 2016 at 1:00 p.m.
APPROPRIATIONS MEETING:
Monday, June 20, 2016 at 6:00 p.m. (Note time change)
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To be held in the Warren Miller Performing Arts Center, 45465 Gallatin Rd, Gallatin Gateway, MT.
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The Applicant Representative must be present to answer questions regarding the application. Applicants that
do not have a representative present at the meetings may not be considered for funding.
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The public is welcome at all meetings and will be given the opportunity to comment on the applications.
Page 1 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
Page 2 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
PLEASE NOTE:
Permitting: All applicants are responsible for securing any necessary permits for proposed projects.
Bidding Policy: Resort Tax Board policy states that project line items exceeding $50,000 are required to get two
bids. If the lowest bidder is not accepted, the entity is to provide a written explanation to the Resort Tax Board.
Alcohol Policy: It is the Big Sky Resort Area District Board’s policy to not use resort tax funds to provide for the
consumption of alcohol. This policy is applicable for active board members and employees of Big Sky Resort Area
District and its appropriation funded entities.
Appropriation funded entities are responsible for adherence to this policy and failure to do so may result in the
entity being required to return resort tax funds previously paid or termination of unspent resort tax funds.
GLOSSARY OF TERMS:
Full time equivalent (FTE): A unit that indicates the workload of an employed person to makes workloads
comparable across various contexts. Please use a 40 hour week as full time. For example, if your organization
employs one person at 20 hours per week and hires an accountant for 10 hours per week the FTE is ¾. Likewise,
if your organization employs two people at 40 hours per week each, hires a grant writer at 10 hours per week and
a fundraiser at 10 hours per week the FTE is 2 ½.
In-kind: Goods, services and transactions not involving money. For example, goods or services are exchanged
for other goods or services with no monetary change. Another example, charitable giving in which, instead of
giving money to buy goods and services, the goods and services themselves are given. Employee benefits such
as a company car or gym membership would also be considered in-kind.
On Hand Restricted: A reserve of money that can only be used for specific purposes and the purpose cannot be
changed by the organization’s board or director. For example, on hand restricted applies to contributions in which,
donors indicated that the contributions must be used in a manner the donor has chosen.
On Hand Unrestricted: A reserve of money given by a donor in which, the organization is free to use as they see
fit. For example, when given a donation of unrestricted funds, the organization might allocate their use toward
helping offset operating costs such as rent, labor costs and utility bills.
Capital Reserves Goal: The ideal end result for a reserve of money that will specifically be used for capital
investment projects or any other large and anticipated expense(s) that will be incurred in the future.
Page 3 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
Applicant’s Official Name: Arts Council of Big Sky
Project Name: 2016 and 2017 Music in the Mountains
Project Start Date:
July 1, 2016
Project Completion Date: September 4, 2017
Representative: Brian Hurlbut, Executive Director
Address: PO Box 160308, Big Sky, MT 59716
Telephone:
995-2742
Email: marketing@bigskyarts.org
Total Funds Requested $ 153,200
State your estimated payment request schedule for the coming year; amounts should total funds requested.
Please enter dollar amounts.
July ’16
Payment Request $ 32,100
Jan ’17
Payment Request $ 25,000
Aug ’16
Sep ’16
Oct ’16
Nov ’16
5,000
Feb ’17
20,000
Dec ‘16
10,000
Mar ’17
Apr ’17
20,000
20,000
May ’17
Jun ‘17
15,000
6,100
I certify that the application and its attachments are correct to the best of my knowledge.
____________________________________
Signature
____________________________________
Title (Board Chair or Governing Officer)
______________________________________
Printed Name
____________________________________
Date
Page 4 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
1) Provide a description of the entity and the Mission Statement.
State the entity’s tax status/legal identity and when it was initiated.
What is the personnel makeup of your office; specifically how many are employees, how many are
contractors and what are their duties? What is the full time equivalent (FTE) of each: ¼ , ½, ¾ or full time?
Unless previously provided to the resort tax office, please include a copy of the Articles of Incorporation.
(200 words max)
The Arts Council of Big Sky was established as a Montana 501(c)(3) non-profit organization in 1989, and
has been Big Sky’s leading provider of artistic and cultural entertainment since its inception. Our mission
statement is “to provide residents, visitors and artists with premier events, education and creative
opportunities in the Arts.” Our vision is “to have Big Sky remain a beautiful place where the expression,
enjoyment and education of the Arts will inspire and sustain a healthy and vibrant community.”
In our office, we have one full time employee (executive director) and one part time employee (1/4 time FTE)
as a development director. We also contract for our bookkeeping services (1/4 time FTE).
Each year, the ACBS produces around 20 events for the Big Sky community, many of them free. We are
continually expanding our programming to include more disciplines of the Arts—including education, visual
arts and film. For example, we are bringing Telluride MoutainFilm on Tour to Big Sky this September
(parterning with the Gallatin River Task force), and bringing Montana Ballet’s Discover Dance educational
program to the Ophir elementary school in the fall.
2) Provide a complete description of the project(s). Include the project(s) purpose, goals and objectives.
For each project provide a budget number and measurable objectives, i.e. how you will do something and
in what timeframe. The information provided here should be specific regarding what the entity is
requesting to be funded by resort tax. If requesting funds for operations, identify the categories and
assign a dollar amount (salaries, software, etc.) If permits are required, please specify what permits are
required and what projects they apply to. If requesting funds for a study (feasibility, etc.), a minimum of
two bids are required. Also provide the RFP submitted for the study. Funding for a study will only be
considered if the proposal has measurable outcomes. Please be succinct.
Our objective is to create a summer concert series in Big Sky that is known as one of the premier music
destinations in the West. We want to compliment the recreation amenities that Big Sky has (rafting, golf,
ziplines, fishing, hiking, etc.) by offering amazing cultural experiences. Our goal is to not only be a cultural
provider, but to help develop tourism in the Big Sky area and be an economic engine for increased Resort
Tax revenue. We consider the summer concert series a ‘game changer’ for the Big Sky community, offering
an amenity on par or above what other mountain resort towns offer during the summer.
Specific total funding requests: $153,200
Programming: $153,700
Page 5 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
2016 July 4 Fireworks: $13,500
We have tried to keep this request the same as it still provides an excellent display, but we have recently
received noticed that the costs associated with the show have gone up slightly and is reflected in this
request. It should be noted that this cost is still much lower than other cities. Fireworks cost comparisons:
Butte ($25K+); Bozeman ($22K); Helena ($20K+).
2016 July 4 Additional Funding (security and signage): $2,500
Last year’s July 4 concert was one of the largest events ever held in the Town Center, and it strained our
volunteer personnel as well as the local fire and police departments. After speaking with these groups, we
decided that extra security and crowd management personnel are needed to ensure the safety of all who
attend this event. In addition, more signage is needed to prevent people from bringing personal fireworks
into the venue.
2016 Music in the Mountains Concerts (Funding for Two Additional Concerts): $14,200
Performers: $10,000
Sound/Lights: $3,600
Venue Fee: $600
We have decided to add two concerts to this year’s schedule for a total of 11 free weekly concerts. The
PBR Rodeo event has been moved to Friday/Saturday, leaving the Thursday before again open for having a
free concert. We are collaborating with the rodeo event organizers on bringing in a larger name act (Lukas
Nelson) for this Thursday (July 28) and it will be a free concert/rodeo kick off party that will bring many
people into town.
In addition, we are adding a concert on the Thursday before Labor Day (September 1). After speaking
with many business owners and community members it was decided that there are still many people in town
before this weekend and to not have a concert would be a mistake (we did not have one last year on the
Thursday before Labor Day and many people felt that we should have).
2016 Highway 191 Marketing Initiative (Billboard): $2,400
We are again partnering with the Chamber and Visit Big Sky for a billboard on Highway 191. The ACBS
is paying for four months (May-August) and advertising the free concert series in Big Sky. The winter months
will be handled by VBS. The requested amount covers the monthly rent only. The ACBS will pay for design
services and installation.
2016 Public Art Project (Utility/Power Box and Trash Container Wrap Project): $5,000
This is a continuation of the extremely successful project that started last summer, with collaboration
between the Rotary Club, that resulted in five power boxes and about 15 bearproof trash containers
wrapped in local artwork. The response has been overwhelmingly positive and we hope to continue this
project in 2016. The requested Resort Tax funding will be matched with donations from local organizations,
individuals and businesses (including the ACBS) with a goal to wrap 10-12 more boxes/trash containers by
the end of this summer. The project is being spearheaded by local high school student Dasha Bough and we
are working closely with her. The ACBS is also the pass-through organization that is handling the financial
aspect of the program (taking donations, paying invoices, etc.).
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2016-2017 APPLICATION
FOR RESORT TAX FUNDS
2017 July 4 Event: $15,000.
Band: $10,000
Sound/Lights: $2,000
Set up/Clean up: $500
Security: $2,500
We have added anticipated security costs to next year’s event but kept everything else the same.
2017 Music in the Mountains Concert Series (11 concerts): $79,700
Performers: $38,500 (11 concerts at $3,500 each, June 22-August 31)
Sound/Lights: $20,350 (11 concerts at $1,850 each)
Advertising: $5,000
Portable Toilets: $10,000
Park Clean Up: $3,500 (contracted through Rocky Mountain Town Works)
Trash Service: $1,350 (contracted through Allied Waste)
Venue Fee: $4,500 (fee from TCOA)
This request is higher than last year. As with this summer, we will produce 11 concerts in 2017, with the
first one starting again in June. We have received good feedback about starting the concert season earlier to
help extend the summer season, and we will continue to end on the Thursday before Labor Day and
hopefully continue to have a concert on the Thursday before the PBR rodeo event. The funds for the
portable toilets also include the restroom trailer, which has been a valuable asset the past two summers.
Funds requested for 2017 also include fees paid to a contractor to clean up the park after each event, as the
clean up duties simply have become too much for a volunteer organization to handle on a weekly basis, and
the park is now cleaned in an efficient and timely manner. The venue fee is what the Town Center charges
to rent the park ($300 per event).
2017 Shakespeare in the Parks: $1,400
This fee has remained the same. The 2016 show will be on Friday, September 2 (Labor Day weekend).
2017 Classical Music Festival Challenge Grant: $20,000
The full amount will only be awarded if the ACBS raises $20,000 through grants, foundations and
donations. The Classical Music Festival has grown each year and is becoming a signature event for Big Sky,
especially with the addition of the Big Sky Festival Orchestra, which will return again in 2016 and 2017 with
Maestro Peter Bay from Austin, Texas. The 2015 event again saw increased attendance, including a sold
out night at the WMPAC. In 2017 one night of the festival will again be a ticketed performance at the
WMPAC, and the other two nights will be free outdoor concerts in Town Center Park. The orchestra is the
largest and most expensive concert of the weekend and will be free, as we hope to make this the major
draw of the festival. For 2016, we are succeeding in our goal of getting principal string players from other
national symphonies to come to Big Sky (Austin, Salt Lake and Fort Wayne Symphonies). This costs more
money but will greatly improve the orchestra. The $20,000 requested from Resort Tax represents about 22%
of the annual CMF budgeted income, and it should be noted that the Sunday free orchestra performance
alone costs more than $20,000.
Page 7 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
3) Is the project within the resort tax district? (25 words max) Yes. Our concerts take place at either the
Town Center Park or the Warren Miller Performing Arts Center. The ACBS office is located in the Meadow
Village Center
Please note: Not every project will fulfill questions #4 through #8. Applications will not be rated on the
ability to fulfill multiple questions.
Does the entity and/or project…
4) Benefit the community at large including residents, visitors and tax collectors/the business
community? (50 words max) Our summer concerts appeal to residents and visitors and the Big Sky
business community. Our audience and business sponsorships have grown over the years; today we
consistently draw more than 1,000 people to the Town Center each week and have more than 40
businesses that support the ACBS. Attendees at our concert spend money at various vendors, restaurants,
hotels and shops around Big Sky.
5) Promote tourism development, help make Big Sky a world class resort community and increase the
visitor experience and/or increase resort tax revenue? (50 words max) The summer concert series is an
amenity for Big Sky that promotes cultural tourism and enhances the overall experience for visitors and
residents. As our audience grows, resort tax revenue increases from hotel stays, food and beverage
purchases, etc. The series is part of what makes Big Sky a world-class destination. The series is also a
showcase of what our community has to offer in the summer.
6) Support, improve or maintain critical infrastructure, public health, safety and/or welfare in the world
class community? (50 words max) Big Sky has one of the best outdoor music venues in Montana. Our free
summer concert series takes advantage of this critical infrastructure by bringing vibrant, family-friendly
events that improve the overall cultural health of the community by letting people experience world-class
performers in a beautiful, intimate setting. The concerts enhance the quality of life in Big Sky and
complement the world-class recreations opportunities that exist.
7) Involve collaboration among entities in the community to meet common goals? (100 words max)
The ACBS prides itself on successful collaboration with several entities in our community. We have engaged
businesses with our annual sponsor program, which has been increasing steadily every year. We
communicate with these businesses to find out how our offerings can help them. One of our goals is to be
an economic engine, in that our events bring people here, where they will spend money on hotel rooms,
food and beverage, recreation, etc.
We also collaborate with other non-profits so that we don’t duplicate efforts or scheduling events on the
same dates, and partner with others on summer marketing efforts. For example, we are currently
collaborating with the Gallatin River Task Force on the Telluride MountainFilm on Tour event this
September; and working with the Big Sky Community Corporation on placing public art at two of the local
trailheads.
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2016-2017 APPLICATION
FOR RESORT TAX FUNDS
8) Fill a community need not currently or adequately being satisfied? (50 words max)
Having a vibrant cultural community important to quality of life. The ACBS prides itself on being one of the
providers of arts and cultural events, and feels that the Big Sky community is a better place to live and visit
because of the world-class offerings we provide. A summer without the free concert series would leave a
void in Big Sky for residents and visitors—it is truly something that everyone looks forward to throughout the
summer.
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2016-2017 APPLICATION
FOR RESORT TAX FUNDS
Provide the following financial documents:
9) Copy of the entity’s complete operating budget for the period 07/01/16 through 06/30/17.
If your fiscal year does not coincide with this time period, please provide complete budgets for the
entity’s fiscal year that covers the aforementioned time period. For example, if the entity’s fiscal year
corresponds with a calendar year, provide two budgets 1) 01/01/2016 through 12/31/2016 and 2)
01/01/2017 through 12/31/2017.
10) Organization’s Profit and Loss Report, Budget vs. Actual Report and Balance Sheet from your
previous completed fiscal year.
11) Organization’s Profit and Loss Report, Budget vs. Actual Report and Balance Sheet from your current
fiscal year to date.
12) For applicants with mill levy authority please provide the following:
a. A map of your district’s boundaries
b. The current taxable value of your district
c. If applicable, the current mill levy rate
d. Using the information above, provide a detailed budgetary breakdown of the potential tax burden per
$100,000 value, for property owners within your district if mill levy authority would be used to fund this
project rather than resort tax funds.
Page 10 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
TOTAL ORGANIZATIONAL
BUDGET
(to include all organization projects and programs; not
only those requesting funding for in this cycle)
Total organizational budget for the year $ 452,950
Percentage of the organizational
budget requested from resort
tax?
30%
Amount requested from resort tax $ 153,700 (2016 and 2017)
PRINCIPLE
Revenue
ITEM
AMOUNT
Private Donor Contributions Total
Private Donor Contributions In-kind
Public Grants
91,000
0
168,500
Fundraising Events
52,500
Sub Total Revenue
Other*
312,000
140,450
Total Revenue
452,950
*Other Description: Sponsor income;
vendor income; ticket income; t-shirt sales;
Resort Tax funding is under Public Grants
Personnel:
___1.25____ # of FTE Paid Personnel
Expenses
______.25_ # of FTE Contract
Personnel
75,955
Do not include volunteer time
(in the amount column include the total
expense including salary and benefits)
33,645
Operations
333,439
Programming
Other*
Income
0
Total Expenses
443,039
Net Income
9,911
*Other Description:
Page 11 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
RESERVES:
Capital,
Programming
and/or Operating
On Hand Restricted**
On Hand Unrestricted**
$88,328.27
0
Goal (if currently no reserves)
**Purpose of Restricted and Unrestricted Capital Reserves Accounts that are operated as restricted funds include
Peggy Dicken Schwer bank/stock accounts; Carol Toepffer bank/stock accounts, the Winter Concert account
(formerly headliner account); the Public Art (Art on the Street) account; and Classical Music Festival bank account.
We have no reserve fund that is unrestricted, and at this point we have no capital reserve fund. We do, however,
plan on starting a specific reserve emergency account very soon as discussed in the March, 2016 Resort Tax board
meeting.
Page 12 of 14
2016-2017 APPLICATION
FOR RESORT TAX FUNDS
TOTAL CASH FLOW 3-YEAR
REQUIREMENT
(to include all organization projects and programs; not
only those requesting funding for in this cycle
ITEM
2016
Personnel: Paid and/or Contract
(include salary and benefits; do
not include volunteer time)
Total # of FTE Personnel
Operations
Programming
Capital Expenditures
2017
2018
Total Cash Flow
3-Yr Requirement
265,955
75,955
85,000
105,000
1.5
1.75
2.25
33,645
40,000
50,000
123,645
333,439
355,000
425,000
1,113,439
0
5,000
5,000
443,039
485,000
580,000
1,513,039
153,700
185,000
215,000
553,700
NA
10,000
Other
Total
RESORT TAX REQUEST
Describe financial increases and decreases and the projects for which resort tax funds may be requested.
2016 The 2016 numbers are taken from our 2015-16 budget, and the Resort Tax funds that have already been allocated
to the ACBS for the 2015 summer concert season.
2017 We anticipate adding more staff or increasing staff FTE in 2016 and 2017. Film festival has been pushed back to
start in 2018, instead bringing Telluride MountainFilm on Tour to Big Sky in 2016 and 2017. Costs associated with starting
our own film festival will start to be incurred in 2017 (hiring a director, branding and marketing, etc.)
2018 Potential Resort Tax funding for film festival would be included in this. Anticipated increase in artist fee for weekly
free concerts. Also anticipated asking for increased funding for a bigger fireworks show.
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2016-2017 APPLICATION
FOR RESORT TAX FUNDS
13) What is your entity most proud of accomplishing? (100 words max)
We are proud that our concert series has become the premier summer event series in Big Sky for residents and
visitors. It is something that we don’t think the community can live without! We are also very proud of the experience
that the local school students had last year with From the Top coming to Big Sky. It was simply amazing for all who
were involved. And, organizationally, we are proud that we have progressed so far since our inception more than 25
years ago and have been one of the mainstays as Big Sky has developed.
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