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UE Ctry of ASFeN MEMORANDUM TO: Mayor and Council FROM: R. Barry Crook, Assistant City Manager DATE: October 19, 2012 MEETING DATE: October 23, 2012 RE: Out of Cycle Special Events Funding Requests Summary: Several "out of cycle" funding requests for special events have come to the City Council. These requests are being brought to you in conjunction with your annual budget development efforts, so that it can be considered in that context. Previous Council Action: Council has previously approved out of cycle requests, we are trying to at least allow you to consider some of these in light of your other budget decisions. Discussion: Five requests that I am aware of are pending: 1. Mountain Groove productions is asking for a $72,000+ budget to create Aspen Autumn festival: ✓ To begin project 50%--Balance two weeks prior to the event ✓ After$70,250 revenue projection is met, MGP receives 25%of the net profit-75%to City of Aspen 2. ARE Day is seeking a total of$76,000 to enhance their event and provide for a community concert. 3. The Aspen Historical Society is seeking$30,000 for its 50th anniversary efforts next July. Request of Council: Review the requests and make a determination about reserving some level of funding from the General Fund so that final decisions about grant awards can be made now or at a later date. Request Attachments: ✓ Aspen Autumn Festival ✓ ARE Day ✓ Aspen Historical Society Aspen Autumn Festival THB Crry op ASPEN MEMORANDUM TO: Mayor and Council FROM: R. Barry Crook, Assistant City Manager DATE: October 4, 2012 MEETING DATE: October 15, 2012 RE: Aspen Autumn Festival Special Events Funding Request Summary: Several "out of cycle" funding requests for special events have come to the City Council. Two funding requests have developed AFTER the Grant Committee's process deadline. Asperi Autumn Festival is an idea that came to the City in early summer of 2012. It was proposed as an inaugural event for Fall 2011, but the Special Events Review Subcommittee determined it should be put off until 2012 and given more time to prepare. This request is being brought to you in conjunction with your annual budget development efforts,so that it can be considered in that context. Previous Council Action: Council has previously approved out of cycle requests,but has not heard this proposal previously— although the subcommittee (Torre, Derek Johnson and Barry Crook) have had conversations with Josh Berman of Mountain Grove Productions who is making the request. Discussion: Mountain Groove productions is asking for a$70,000 budget to create Aspen Autumn festival. POINTS INCENTIVE FOR MOUNTAIN Groove Productions Inc. ✓ To begin project 50%--Balance two weeks prior to the event After$70,250 revenue projection is met, MGP receives 25%of the net profit—75%to City of Aspen Mountain Groove Productions Inc. has over a decade of working on pioneering, producing, and successfully executing events and concerts in the Roaring Fork Valley. In particular, MGP Inc. has worked with Snowmass Tourism and Town of Snowmass Village as the events contractor for 0 years. MGP Inc. has dedicated themselves to assuring that events would bring economic vitality. We have created a successful longevity for each signature events. Being the founders for the Groovegrass, Jamgrass, Snowmass Chili Pepper & Brew Festival and the Snowmass Culinary & Arts Festival, we have illustrated creative and winning event concepts giving them a nationally acclaimed reputation. Page 1 We Have developed relationships with vendors and contractors pertaining to each event, therefore creating a successful uniformity and reliability. MGP Inc.has proven we are exceptional at planning and executing high level events, while staying within budget. In addition, we have continually aspired to improve every event year after year, while listening and responding to feedback and criticism. MGP Inc. can immediately reconcile event budgets,numbers, and attendance in a timely manner,.therefore creating a checks and balances for each event. MGP Inc. has expertise in the collaboration of the moving parts for each event: artists, staff, vendors, operations, permitting, and town departments to create a smoothly operated festival. We have established an event and concert reputation in the Roaring Fork community and people• identify with MGP Inc. as the "go-to" Event and Music Company for the past 10 years. MGP Inc. has developed relationships with merchants,the lodging community,and locals. Mountain Groove Productions Inc. has vast experience in successful public-private collaborations. We work with the Roaring Fork community, town government, nonprofits and businesses to produce events that benefit the community and keep Town Coucit'Trustees happy.Besides bringing our long term relationships with agents, bands and managers, we have a proven track record of developing and growing successful,outdoor events in Aspen PAC 3 performing arts center at third street 520 south third street carbondale co 81623 970-925-1663 www.pac3carbondale.com Request of Council: Review the request and make a determination about funding from the General Fund. Attachments: ✓ Description of event ✓ Pro forma budget ✓ Marketing plan Page 2 ASPEN AUTUMN FESTIVAL October 5th 2013 OVERVIEW The First Aspen Autumn Fest Saturday, October 5`h at Rio Grande Park. Beer aficionado's Kraft Breweries will be sampling. This is the perfect time to"Fall in Love with Aspen". The fall season is beginning with all the beautiful colors as our background. We will be featuring national music talent. Saturday we will have a professionally judged brew competition. Participating brewers will showcase there autumn brews while festival goers will enjoy the samplings. The event will create high energy as brews flow freely along with national&Colorado music. The farmers market will also be happening dowx►town showcasing the Colorado harvest. The crowds will be sampling our harvest of bumpkins,apples, corn&fruit etc. • Rio Grand Grounds Vendors,which will include artisans,clothing and food will exhibit Saturday 11:00am-6:00pm • We will invite our partner/sponsor to exhibit items for demo and sale, Saturday 11:00am-6:00pm. • Live music all day on Rio Grand grounds. • Learn how to jar&canned fruit • Aspen farmers market will be featured, Shuttling people from Rio Grande park to down town Aspen. (I will coordinate with AFM planners) • Cider and pie making competition • Art walk • Organized hikes,so visitors can experience what it's like to"Fall in love with Aspen" • Pumpkin day care • Alcohol,Rio Grand grounds featuring 20 Kraft brewers Saturday;the grand beer tasting is 2:00-5:00pm on Rio Grand grounds, . Beer and wine will also be sold on Saturday.I 1:00pm-5:00pm(half an hour before the event ends). Others: Food,beer,wine,.water and soda will be sold on festival grounds on Saturday . Family entertainment will also be included... All brewers and vendors will be required to attend a meeting to inform them of their clean-up duties and wildlife concerns. Pricing is to accommodate guests' desire for an a la carte festival concert ticket. There are two tickets: Concert Ticket and brewer ticket. On Saturday Concert tickets are$25 concerts and food&A Brewer ticket is a bargain at just$35 a day....it includes a concert ticket plus brew tasting during specific times and taster souvenir glass ticket. Pine Creek cookhouse BBQ on Sunday the 6th ASPEN AUTUMN FESTIVAL October Sth 2013 do grand park music day pass $ 12,500.00 tic px $ 25.00 # 500 Tickets to music&tastings $ 35,000.00 Price per $ 35-0-01 #sold 1000 Vendors $ 5,000.00 Price per $ 250.00 #sold 20 in kind Sponsorship $5,000.00 (Corporate sponsor) Other Sponsors/Advertisers $4,000.00 Price Per Food/Beverage $ 15,000.00 Avg.Sale r$ 6-0-01 #sold 2500 (Daytime and.Evening) Avg Price per #sold r� TOTAL $76,500.00 Expenses: staff $ 15,000.00 stage $ 2,000.00 fence $ 437.00 insurance subject to change $ 2,500.00 liquoe lia subject to change $ 11800,00 permits $ 200.00 taster glass $ 1,500.00 a/v $ 4,000.00 ice $ 1,000.00 rentals $ 5,000.00 supplys $ 500.00 wristbands $ 750.00 marketing $ 5,000.00 talent $ 30,000.00 signage $ 750.00 web $ 2,000.00 TOTAL $72,437:00 Projected Net $ 4,063.00 Total Projected Revenue: $ 76,500.00 Total Projected Expense: $ 70,937.00 Net $ 5,563.00 aspen autumn festival Newspaper Expenditures E PAP Do of Ac Color Ad Size #ads post oerawostflncl bo/ o AspVenTiml Event 4C 114 1 $227.30 $113.65 iing ads-> o/go) 2C 1/4 2 $148.30 $148.30 Aspen Dail Event 4C 1/4 2 . $199.95 $399.90 2C 1/4 0 $0.00 Boulder Weekly $500.00 $0.00 Glenwood Event 4C 114 2 $227.30 $227.30 $0.00 Vail Daily Event 4C 1/4 3 $227.30 $340.95 Summit D Event 4C 1/4 3 $227.30 $340.95 Grand Juni Event 4C-- 114 3, $227.30 $340.95 Newspaper Desi n 3 $285.00 $855.00. Total Newspaper Cost $3,267.001 RADIO. NRC Radio stations I 4C 1 1 P 1 $800.00 $800.00 aspen,Vail st boat Summit KGNU, KAFM, KVNK, KOTO, KBUT 1 $950.00 $950.00 Boulder/deriver, GJ, Montrose telluride CB Total Reg Tonal $1,750.00 TOTAL 11217.00 ARE Day 7] F; American Renewable Energy Day October 15,2012 City of Aspen 130 Galena Aspen,CO 81611 Dear Mayor Ireland and the Aspen City Council: Thank you for the opportunity to submit a Grant Request for the 10th Annual AREDAY Summit, Expo,Film Festival and Musical Concert. We write to request financial support from the City of Aspen in order to produce the Tqj Mahal and Friends Concert in Wagner Park scheduled for Sunday,August 18`h,Monday August 19`h 2013 or other appropriate date during that time. Our intention is for the concert to take place the evening before the start of the 2013 US Pro Cycling Challenge.A community concert would serve as a bridge between the completion of the AREDAY Summit and the beginning US Pro Cycling Challenge,highlighting Aspen's commitment to sustainability. City of Aspen—An Environmental Leader We support the City of Aspen's goal of being an exceptional environmental leader.We believe the principles promoted by AREDAY, such as advancing renewable energy and sustainability, align with the promotion of using bicycles to reduce our carbon footprint. Bicycles are one of the leading solutions in urban and metropolitan areas for both physical health and the health of the environment. According to a December 2011 article in The Guardian, "Europe could cut its transport greenhouse gas emissions by more than 25%if every population cycled as regularly as the Danes, according to a pioneering study which tracks the environmental impact of cycling down to the extra calories consumed by riders. This came up with a total of 2 1 g of carbon emissions per passenger kilometer travelled for a bike,as against 271g for people in a car and 101g for a bus. It would make sense for the City of Aspen,AREDAY, and the US Pro Challenge to work together to support sustainability and the reduction in our carbon footprint. We see this collaboration as an opportunity for these three entities to elevate the conversation and impact in our community and beyond. AREDAY Summit—10th Anniversary 2013 is the AREDAY Summit's IO'h anniversary— a mile-stone for our organization! AREDAY has consistently built on its success year after year,bringing hundreds of speakers to Aspen to join in dialogue about sustainability. Ted Turner and General Wesley Clark have both committed to 2013 and President Jimmy Carter and T. Boone Pickens are invited. AREDAY is proud to bring a cross-sector dialogue of thought leaders from business,government, science,entertainment and the non-profit sectors. ' 1 We are requesting the Taj Mahal and Friends Concert in Wagner Park for several reasons.Not only is it the premier park in the center of downtown Aspen,it is close to the St.Regis Aspen Resort (ground zero for the AREDAY Summit)and adjacent to the AREDAY Expo,held on the Mill and Cooper Street Mall. Taj Mahal performed this past-August to a wildly enthusiastic crowd in Wagner Park.The 2013 concert is already shaping up with Tai Mahal inviting Chuck Lavell,the noted piano player for the Rolling Stones and Erick Clapton,along with other surprise guests. In conclusion, we feel strongly about creating a robust partnership with the City of Aspen to work with the newly formed American Renewable Energy Institute(AREI),while additionally forming a collaboration with 2013 US Pro Cycling Challenge: Colorado Bike Tour. Lets all work together to establish an"Aspen City Green Week"where the City of Aspen,AREDAY,and the US Pro Cycling Challenge can collaborate together! Thank you for your consideration. Sincerely, Chip Comins&the entire AREDAY Team! 2 i I CITY OF ASPEN 2012-13 GRANT APPLICATION OUT OF CYCLE REQUEST ❑ Arts $ ✓ Community Non-Profit $76,000 The 10th Anniversary of the annual American Renewable Energy Institute's—"AREDAY" Summit—Includes the Free Community . Renewable Energy Expo, Environmental Film Festival,and Musical Performance with Taj Mahal & Friends O Other $ DID YOU RECEIVE ANY GRANT FUNDING RECEIVED IN THE PRIOR YEAR? PITKIN COUNTY $ CITY OF ASPEN $ $5,Q00 THIS WAS WHAT PERCENTAGE OF YOUR CASH INCOME? 4% IN KIND REQUEST: PLEASE COMPLETE THE IN KIND FUNDING AMOUNT BELOW IF YOU SEEKING NOT CASH TO YOU,BUT AN IN KIND CONTRIBUTION(LE.SUBSIDIZED RENT,LANDSCAPING, UTILITIES,FEE WAIVERS,ETC.). IN KIND FUNDING FROM CITY OF ASPEN: $ DESCRIPTION Organization Name: AREI, Inc. [The newly formed American Renewable Energy Institute—of which the AREDAY Summit, Expo, and Film Festival are a project.) Tax ID: #27-5216186 Year Founded: 2011 Address: PO Box 7784, Aspen, CO, 81612 Phone: 970-948-9929 Contact Person(s): Chip Comins, Ginna Kelly, Joe Lang Phone: 970-948-9929 Email: ccominsCa?rof.n@1, ainnakelly0amail.com, tumblewd@sopris.net Executive Director: Chip Comins (CEO) Email:ccomins@rof.net 3 EXECUTIVE SUMMARY: In 25 words or less,explain what your grant request will accomplish. A grant will help to produce the 10th anniversary of the AREDAY Summit in Aspen with a major concert with the Taj Mahal Band and "Friends"scheduled to conclude AREDAY and kick-off the US Pro-Bicycle Tour event, cross-collateralizing City funding attracting many people to a free concert celebration, clean energy and pro cycling. EXPLAIN WHY YOU ARE REQUESTING FUNDING FROM THE CITY COUNCIL OUT OF THE REGULAR GRANT APPLICATION CYCLE: Next year is the ldh anniversary of the annual AREDAY Summit. We want to make this the biggest and most effective Summit yet.. Ted Turner is a confirmed speaker; President Jimmy Carter, T. Boone Pickens, and Rev. Jesse Jackson among others have been invited. AREDAY started in Aspen and has stayed in Aspen—even when donors have advised it would be better to showcase in Denver or Boulder. But AREDAY believes that Aspen is its home. Funding from the City of Aspen would be used for the AREDAY Summit—which will include our Free Renewable Energy Expo, environmental Film Festival, and Musical Performance. I acknowledge that there is an annual Grant application process available to aqs and non-profit groups and that I will use this process in all subsequent requests for funding. The 2013 cycle begins with applications available in May 2012, with applications being due by August 1, 2012. Funding decisions are part of the City's budget development process and money will be available in 2013 as the fiscal year begins on Jan. 1, 2013. The information is available on-line at httg://www.asgenpitkin.com/Departments/Grants/or you can contact: Shelia Babble. City of Aspen Finance Department 130 South Galena Street, Aspen, CO 81611. Phone: 970-920-5040 Deadline is August 1. 2012 at 4;00 p.m Applicant Signature Date: October 12, 2012 Please note that all Information provided In your grant application becomes part of the public record. background Information 4 i a) Mission Statement: The mission of AREDAY is—to create vibrant and powerful cross- sector dialogue, commitments, collaborations and investments that foster climate change solutions at the speed and scale necessary to phase out fossil fuels, and usher in a rapid transition to a new, clean energy economy. b) Brief summary of organization's history. • Year the organization was founded: 2004–originally a project of CORE and subsequently a project of Sustainable Settings. Now, the organization has received a 501(c)(3) tax-exempt designation under the name of AREI, Inc. • Why the organization was founded: Founded in 2004 as a one-day renewable energy expo, American Renewable Energy Day (AREDAY) is now one of the most important renewable energy technology and policy summits in the United States. Held annually in Aspen, Colorado each August, AREDAY attracts national and International attention with its impressive roster of speakers and participants. Additionally, AREDAY has a multi-faceted program platform and numerous partnerships. Who founded the organization: Mr. Chip Comins–Aspen Valley resident for over 30 years. The following organizations are some of those who have sponsored or partnered with us in our mission: NOAA, Morgan Stanley, National Wildlife Federation, Earth Policy Institute, ACORE, the Sopris Foundation, Carbon War Room, the Rocky Mountain Institute, the State of Colorado, Matter Network, Earth Justice, Sierra Club, Pyramid Bistro, Aspen Solar, CORE, Aspen Chamber, Eco Flight, Aspen Global Change Institute, the Washington D.C. Environmental Film Festival and CLEER. c) Percentage of your patrons that are Pitkin County residents and/or workers: 50%+ Staff: 1) How many paid full-time equivalents do you have on staff? Two. 2) How many volunteers/non-paid workers do you have on staff? In 2012, the AREDAY Summit had 23 volunteers. In 2011, we had 41. d) Donors: 1) How many total donors do you have? 50+ How many donors renew each year? Most everyone renews Is the number of renewals going up or down? { ✓ ) Up { ) Down e) Describe activities that are distinctive to your organization (i.e. program performance, volunteer involvement, in-kind donations, etc.). AREDAY is Aspen's unique annual event focusing solely on renewable energy, energy efficiency, and sustainability that produces the AREDAY Summit, Film Fest and Expo,annually with the local volunteers, generating multiple in-kind donations such as: Aspen Times, ACRA, Matter Network, Mother Earth News, Aspen Peak Magazine, Connect for Climate, Aspen Square, Aspen Alps and Mtn. Chalet, Sandy's Office Supply, The Aspen Store/Peaches, Clark's Market, Taster's Pizza, Jour de Fete, Louis Swiss, Carbondale Community Food Co-Op, Vitamin Cottage, Roxy's Market, City Markets, Paradise Bakery and Bangkok Happy Bowl to name a few. 5 f) Describe your organization's community partnerships and collaborations. We collaborate with the following organizations in the Roaring Fork Valley: the Rocky Mountain Institute, Pyramid Bistro, Aspen Solar, CORE, Aspen Chamber, Eco Flight, Aspen Global Change Institute, CLEER, the Sopris Foundation, Climb for Conservation, The Aspen Institute, the Hotel Jerome, the Isis Movie Theater, Darnhauer Group, LLC, Tumblewood Productions and the Town of Snowmass. Purpose of your Reaue a) If you received a grant from the City of Aspen last year, how was the money used? The money was directed towards the Musical Concert in Wagner Park- To help subsidize the staging sound and overall production. b) Is this a single year request or are you looking for a multi-year commitment from the City? This is a single-year request for 2013–to help us with annual AREDAY Summit music program which consists of a concert at Wagner Park free to the public. c) What programs or services will this money support? Describe your program or project— who, what, where, when, and how. The $76,000 requested represents only the portion of the budget allocated to acquire Taj Mahal and Friends for the concert at Wagner Park during the AREDAY Summit activities. 2013 AREDAY The 2013 AREDAY Summit promises to be an event not to miss! With another Taj Mahal concert at Wagner Park and an expanded 2-day Expo, locals will want to save the date to these free events and buy their locals tickets to the Summit or booth at the Expo earlyl Next year's AREDAY i oth Anniversary event will tie its' program closely to the many 'green' events happening the week following its' conclusion, the key ones being: The Mountain Summit, Mtn. Film in Aspen hosted by the Wheeler Opera House and the USA Pro-Cycling Challenge Bicycle Race. The combined offering will attract a very diverse audience from mid to late August bringing visitors from a wide spectrum of interests. The AREDAY Summit begins the week before these other events featuring a keynote presentation by either President Carter or Ted Turner. Both have agreed to be on the Agenda for the event. As such, the AREDAY Summit is positioned as a kick off to the many`green events' for Aspen during the later part of August offering locals and visitors an opportunity to enjoy world-class entertainment as well as an exciting Renewable Energy Expo on the adjacent mall. d) Explain why you need financial support from the City of Aspen and/or Pitkin County. What will you do if you don't receive funding? If we do not receive funding from the City of Aspen we will not be able to bring a national musical act promoting the 2013 AREDAY and USA Pro-Cycling Challenge tour activities. 6 i The primary focus of fundraising for the AREDAY Summit event is to cover costs for the venue, marketing/advertising costs, production costs, travel and misc expenses born by various consultants who provide services to the event. e) How will you use your grant to leverage support from other funding sources? When applying for other grants it is always impressive for the funding organization to know that the city in which the program is being held is offering their financial support of the event. We are currently applying for grants from major corporations and the federal government. With support from the City of Aspen, we can use this to increase our additional funding request, as it shows that the City of Aspen supports and endorses our cause. Needs Assessment: a) What community need does your program or services fill?. How do you determine this need? One of the invaluable benefits to the Aspen community is the fact that AREDAY brings speakers annually to Aspen. Over the years, the AREDAY Summit has brought the following individuals to speak: Tom Friedman, Ted Turner, T. Boone Pickens, James Cameron, Dr. Kristine Johnson, Tom Strickland, Michael Bennet, General Wesley Clark, Bill Ritter, Bill Richardson, Peter Buffett, Sam Wyly, Aimee Christensen and so many othersl. b) Describe the benefit(s) of your program or services to the people in the community who are not directly involved in your program or services. Several tangible benefits AREDAY provides to the community, free of charge, are the Renewable Energy EXPO, the Concert and Film Festival. In 2012 one of the featured events was a free concert on the Wagner Park mail by the Grammy-winning musicians Taj Mahal and the Phantom Blues Band. In addition, locals were given the benefit of greatly reduced passes to attend the Summit. In 2012, we provided 50 locals passes for$50 dollars each, the value of which was$495. Not only does the community get to interact, learn, and get excited about renewable energy as a result of the presentations made at the Summit meetings but they will also meet many local and regional exhibitors which include.local businesses, utilities, and non-profit organizations who incorporate renewable energy technologies and promote cutting-edge energy efficient and green practices, products and services. The Expo provides an avenue for business to showcase their energy efforts. Throughout the day there will be interactive displays of these technologies, including alternative fuel vehicles, solar panels, "green domes", hydrogen engines and other "hands on" demonstrations. Music, entertainment and other events will create a festive atmosphere that can be enjoyed by the whole family. Next year we will include roundtable discussions regarding the latest in state, regional and local environmental issues, which focused on how green businesses can prosper in a recessionary economic climate. The AREDAY Summit and its many related activities are a yearly event for family and friends—a true community builder! 7 i c) What does your future ability to continue this event without city funding look like? Our new non-profit entity will be fundraising throughout the year to obtain furlding to support this and other activities. Until that funding is received, we need financial help and support from the City of Aspen. Emeraina Issues a) What are the emerging issues and trends affecting your program's performance, clients, and/or your ability to deliver services? There are two trends affecting AREI's performance, of which the AREDAY Summit is the primary focus. First, and specific to this grant request, we are expanding the AREDAY Expo and Film Fest from a one to a two-day program, including the an expanded concert to create a bridge at the finish of the AREDAY Summit, Film Fest & Expo and the start of the USA Pro-Cycling Challenge. Thus creating a bridge and supporting the continuing effort of Aspen to on renewable energy, energy efficiency and sustainability. Second, we are starting a"Founders Circle"who will include individuals, businesses, and other organizations to start our first capital campaign to fund the newly formed AREI, Inc. We hope that this effort is successful as we have put marketing efforts into creating Founder's Circle materials. We have had to focus a significant amount of time and money on these efforts to take our organization to the next level and we are expanding the AREDAY event. We are expanding programming to not just include the annual Summit, but also year-round programmatic efforts. The Summit will always be the keystone piece of the non-profit, but we are also starting a Speakers Series and an educational program, titled ACELI. The AREDAY Climate and Energy Literacy Initiative (ACELI) is a new collaborative effort building upon the AREDAY community in partnership with the Climate Literacy Network to engage public and private sectors, government agencies, NGO's and communication and entertainment experts. Intended to broaden the conversation and fill gaps in public understanding of climate and energy related science and solutions, ACELI's goal is to inform and educate the public, especially youth, in order to substantially and measurably increase our individual and collective climate and energy awareness and literacy by synthesizing and popularizing climate and energy education and information. ACELI will constitute the AREI's year-round programmatic efforts. Finance Information a) Fiscal Year is: Calendar b) Do you receive any In Kind contributions from the City of Aspen? ( ) Yes ( -./ ) No Type of In Kind c) What is your Board's policy regarding your operating reserve/fund balance? AREI, Inc. was formed less than a year ago. We had our first AREDAY Summit last August and were able to support the event with sponsorships and passes to the summit. It is the intention of AREI's Board to fundraise this year so we can implement a reserve fund and add to the fund on an annual basis. 8 i d) Has your organization had a deficit budget within the last 3 years? If so, how did you fund the deficit? What plans have you made to eliminate future deficits? Were you successful? No e) Does your organization have a fund balance/reserve that.is equal to or greater than 6 months of operating cost? If so, how do you plan to use this reserve? Not at this point, ARE is working towards this. f) Have you had any adverse audit findings by any regulatory or funding agency in the last 12 months? X None L) Yes - Please explain Area Funding History: Please complete the following chart: Year: Actual Actual Actual Proposed %Of Total 2009 2010 2011 2012 Budget for 2013 City Special $5000 Request Pitkin County City of Aspen - $76,000 County Emergency or Special Funding Town of Snowmass Village Other Appendix A: ACEI,Inc.Board of Directors Michael Bowman 303-570-9277 "Michael A.Bowman" <mike@echogreen.orE> General Wesley Clark 501-244-9522 General Wesley Clark Contact: Mary Lee Welch <wclark @wesleykclark.com> Chip Comins,Chairman/CEO 970-948-9929 Chip Con-ins<ccomins@rof.net> Dr. Sylvia Earle—Mission Blue 415-693-3177 Sylvia Earle<saearle @aol.com> Sylvia Earle AIliance Robert `Bob' Gough 605-441-8316 Bob Gough <gou hg, bob@gmail.com> Vice Admiral Dennis McGinn, 202-393-0001 Dennis McGinn<dmc¢inn @acore.org> USN (ACORE office) David Orr,PhD 404-775-8312 David Orr<dorr @oberlin.edu> Office Sally Ranne ,President 303-880-3375 Sally Ranney<Sally @eraga.gU> Joel Serface 650-799-9087 Joel Serface<ioel @serface.com> Jan Hartke 703-860-4600 Jan Hartke<jahartke @amail.com> Eric Rin sb ,Treasurer 970-618-4999 Eric Ringsby<eric @ericrin sb .com> -Andy Quiat,Secretary 303-549-9534 Andy Quiat<a ui.at@faxlawcenter.com> Ken Sack 954-249-5674 Kenneth Sack<kensack @me.com> 9 i Appendix B: AREDAY Staff Chip Comins AREDAY Founder AREI Chairman&CEO Full time-paid Sally Ranney AREI President Part time—volunteer Ginna Kelly AREI Vice President General Counsel Full time—paid Janice Hall Marketing&Communication Part time—volunteer Margo Moselle Development and Events Part time—volunteer Joseph Lang Production Part time—paid Barclay Lottimer Production Part time—volunteer .Tat ana Stevens Production Asst to Chip Comins Part time—volunteer Jaime Lynn Carroll Student Intern Part time—volunteer Kristen DeMary Graphic Artist Part time—paid Jean Owen Volunteer Coordinator Part time::paid 10 i Appendix C: IRS Determination Letter indicating x-exempt status. 7MMIA1: RB:Vb m)m itxiit 1(:M IMPARTMRNT Or _70t T Mhff sRY j C. C. R= 2002 CL%XZma;xa, tai 45321 LAN". SE u FJ 2 5 201R IIuRylvycs I�9�yt3.ftnnrin►t.Nunbrrr f s7-bZ1S166 DL-q, �70531:.5'i6LiiC I. ARN'1 rYt,] contact PDX19nnI i 0/0 WAT,--M N COMXtTD (IMMER L 11008 - Tn# si ou to VO 111)x WON4 CAill'dCt '1+41n�ha�n Nomlters AyVFH, K%) 81612 :677) 829.5W* ACC,DUnt:nq Period gndinelr Pel1EL1A�>E: S1. Public Charl-ty ,YtatVot 17o(bt(31 iA)(vl.l woLm f,90 kaquirede YRe: • Rfi'nr.::ivn T)yF.n c.i' 1Saeurl:I:Ee>e:t Anbrunry 29, 20_1 _ Cbei-rlbu:_lou DitQueLLbi=_Ly Y etl: Adder-dwa Applspe: Nei Peas' we are pleeaced to i:iform ycu tnaC L:pon _vview of your application for :ax exa pL xLaUam we-- havn t1h1.e•.sf1:1L.%U3 I:haL yo:1 A.Ze exempt tram Va:deral lr.come Lax uudstc eln:cl:on G91(ti)(1) of Um Trikin al RavMeiuet Cude. CLua:rlbuLioaa Lu yo4 are 4SAUCtibla urdex nerntien 170 of tr-e Code. Yau &M aleo gUlitieid to rQCaiVIS :.ex dndu-,-.;Abin betcluemi-a., thay.ixetm, 1.xAaa:AY:et ur giC::a a:'LCer aehc_1.on 2055, 2106 or 2022 of (1(wjO. TIMC-Ml:Gn t.hh; ,I.rl.I.etz ::ce-AA ltalp Letlst'ilve euly e{Letsl.iiuis ragardiag your eexe,mrt ntatu::, vau C.w.11d keey It in your permanent ram*-142. Aryar:iraFirinr: rxe•.rph urutett- e:rethi.nn :ihi tt:) I?1) cal: I.hr. Clxcn xrit uet4.}:etc e:lee.ttxltie'a.(1• at, eibheL puaLin charii:ien or pelvate Yo=da1:iann. We dateerm.lnol that you ane A iyubllL: c:lms•Ll:y unelnr• 1.1aa (:cults stic:LLcul;a} liecLatl In LLW h,aaCA!Mj OC thie lie's"wL. rlcasc sec ono-onad i'nb_icaticn 422.3 M. Cernplireucc O-Adc 'tar 501(0):3) =(LIa_in C%ari:i(as, for suns helyful inforetat_an about your rcMgoaai1Alitica an an exempt orga:•sisation. sinc6roly, : Lois G_ Le:uer 31cett:Lrx, nou.,#L Osyautl Gdl.::xtei Reec:Lereu rw: l+t.b].l.t:a Gi tu: 42:i:l-MC: i 11 i ❑ Appendix D: A fiat of all Major Contributors with amounts contributed to organization for 2011 and 2012 year-to-date. (A Major Contributor is defined as an individual or household contributing greater than $10,000, or greater than 5%of total annual contributions). 2012 Orlon Energy- $10,000 The Adcock Foundation - $50,000–donated expressly for the concert ❑ Appendix E: Special Project request only—List of Major-Contributors with amounts for the Special Project Budget. (A Major Contributor is defined as an individual or household contributing greater than $10,000, or greater than 5%of the total special project budget). N/A ❑ Appendix F: Annual Actual-to-Budget comparisons for fiscal year-end in 2010, 2011 and 2012. - See Below Comparison is below: The comparison that can be drawn between the year-to-date budgets and the actual-to-budget is that AREDAY has been steadily growing and expanding its' program since 2004. Every year the income has doubled, except in 2012 when market conditions along with a decision to cut pricing in half reflected a lower income than expected. This plus the fact that in 2012 AREDAY provided more programming than ever before. AREDAY has been running lean and mean for years. In 2012 since becoming a 501(c)(3) it now has the means to go after funding sources through grant making efforts. This is why, even with the downturn last year, AREDAY's 2013 program is being expanded from a 3 to 5 day event. The true value of the cost to produce the AREDAY Summit, Expo, Film Fest and Concert is reflected in the budgets set for each years budget. Until last year AREDAY has been able to produce the programming at almost half of the true cost. This is due in large part to the large volunteer staff, partnerships, in-kind donations and collaborative efforts which are essential to the production of a successful AREDAY Summit, Expo, Film Festival and Concert. 12 i Actual to Budget Comparison - AREDAY Summit, Expo, Film Fest & Concert 2010 2011 2012 2013 Budget /Actual Budget Actual Budget Actual Budget Income Conference Attendance 120,000 107,512 130,000 77,683 120,000 15,521 210,000 Sponsorships 60,000 102,000 62,000 81,500 35,000 70,429 60,000 Expo 12,000 10,700 119500 11,500 28,183 15,000 33,000 Concert 25,000 17,512 25,000 13,000 50,000 50,000 76,000 Total Income 217,000 220,262 237,000 219,453 220,521 150,950 379,000 i I Expense Conference: -Lodging-Rm Rental 32,000 40,504 33,000 34,645 35,000 6,624 ' 3%000 -Food/drink 11,300 4,661 13,350 59199 19,000 15,641 28,800 - Production 14,000 16,258 27,000 32,825 30,500 30,000 42,000 -Marketing 14,000 10,867 39,500 42,893 30,450 1,750 67;000 - Concert 01 750 5,000 8,000 23,000 21,232 769000 -Film Festival 19000 1 100 2,000 2,7601 29000 3,500 2,100 Gen'lOperating 43;200 38,079 1 44,050 45,476 87,200 7,615 78,350 13 i 0 Appendix G: Annual Actual Balance Sheet for fiscal year-end in 2010, 2011 and 2012. 14 Appendix G: Annual Actual Balance Sheet for fiscal year-end in 2010,2011 and 2012 AREMsy Balance Sheet As of Dwon er 31,2010 Dec 31,10 As61ETs am*.op"Srq Amt' 43,496.64 Tom andde9fSw " 43,495.64 Toth CwrNN ANNS 43,498:64 Fkod An*% FMx9&rra and lgWpewo& 818.34 To1M Fhnd Awees 919.34 TOTAL A48M 44,41695 uAMUM a KUTY . cfaapw.. CwwwdLor.. Q oft Carly ,.431.28 Coombna•1062 Tow Gme CW6 1,431.28 on Cunt L dff$lar LOS.US IW* 1,562.14 Tow ovwCwr«nuaaNdm _1.582.14 Tow Cm"U$bM?J- 3.013.42 , TOW LIMN" 3,0$3.42 momb"pr jw 34.835.84 NowAmo lqulry 13,697.07 "W it AR N O 62,440.53 Imw squki 41,402.50 TOTAL LUMU MIS i wolf 44 15 i ARE/Day Balance Sheet As of December 31, 2011 Oec M. 11 ASSETS Current Assets Chsd�ing/SavtnSa US 8tnk•OQetadng AC"MM 871.94 Total CheckLnglSs ngs 871.94 T9W Cutrsret Assets 871.94 Fixed Assets "Wit's and Equlpmatt 919.34 Total fixed Assets 919.34 TOTAL ASSETS 11751.19 UAWUTMS a EQUITY Currm Lames Ctwt Cards Fr owsk Airlines _3,170,11 TOW CnKM Cards r 3,170.11 TaW Current Liao ties 3,170.11 ToW 1 Lsbftq 3,170.11 Equity Mernbars grew 43,140.72 M9116" Equity 41.402.66 Nat kw"" 359.33 TOW Equity -1,378.83 TOTAL.LL491UTES&EQUITY . 1.751.25 16 AREI, Inc. Balance Sheet As of AbrJust 31,2012 Aug 31,12 ABSM Cutrw�t Asa�b me--Opp A4rcount 80,3b8.05 Taw CMckinpl8avinp 80,348.0b Told Cun nt AMU 80,358.05 piaA�E* 1,668.47 Tool Mod ft"% 1,50.47 TOTAL ABBETS 81,i112.5x UABUTII=$&EQUITY uabgln.a . Cunrnt llabiiltles Accounts Pay"Acaounb payawe 27,588.10 Totes Accounts Payable .27,588.10 000 CurM t Lleebwtlss 897.81 To/From-Walw Canine Toad Odw Cunwt tinbflltlos _ 597.81 Total Current UsWillNs 78,183.91 Told Uldmpt es 281183.91 Equity Un's rictsd 13,582.36 Net Income 20 5M.06 Tot 0494 33.748.85 TOTAL UAMUTIHS S RWr Y 81,912.x2 17 i ❑ Appendix H: Current Year-to-Date Actual-To-Budget for 2012 showing revenues and expenses. 2012 AREDAY Budget Income Conference Attendance $140,000.00 Expo-booths&participants $28,183.00 AREday Sponsorships/Partners $351000:00 Concert Production $50,000.00 Total income $253,183.00 Expense Conference Lodging/Am Rental for Speakers/Board $35,000.00 Food&Drink - Summit attendees $15,000.00 - Volunteer&staff $1,500.00 - Gala event $2,500.00 - Film Festival $1,000.00 Production Crew&related $10,000.00 - Equipment&filming $5,000.00 Sound Systems(Summit, Expo,Gala) $13,000.00 Concert(band,travel etc.) $23,000.00 Equipment rental(chairs/tables/tents/stage/av) $3,500.00 - Summit,Gala, Expo, Film Festival events ' Marketing Collateral materials $14,000.00 - Graphic Design&Media Consultant - Advertising& Promotion $1,250.00 - Summit Program/Flyers&posters for Gala,Expo,Film Fest - Ads&Press packet - Mailing list/Sponsorship packets $1,200.00 Total Conference Expense $125,950.00 Office-General supplies&Support - Meals& Entertainment/event $2,000.00 promotion - Salary/Chip&Ginna $27,000.00 = Travel-speakers&board $18,000.00 - Website update&maintenance $5,500.00 - Office&storage unit @a AABC $6,750.00 - Telephone,computer&internet $3,500.00 - Postage/shipping/Mailings/mail list maintenance $3,000.00 - Operational materials for conference $450.00 - Office supplies,printing&stationary $3,000.00 - Legal&insurance $1,700.00 Licenses&fees $1,000.00 - Dues&Subscriptions $3,000.00 - Conference, Seminars&Speaker $10,000.00 - Charitable Contributions $1,300.00 - Equipment-repairs&maintence(office&auto) $1,000.00 $87,200.00 Total Expense $213,150.00 18 ❑ Appendix I: Projected Organizational Budget for 2013 showing revenues and expenses. - See below with a detailed budget for the Music Program /Concert 2013 AREDAY Budget Income Conference Attendance $210,000.00 Expo-booths&participants $33,000.00 AREday Sponsorships/Partners $60,000.00 Summit Concert Production $76,000.00 Total Income $379,000.00 Expense Conference Accommodations for Speakers/Board $30,000.00 Food&Drink - Summit attendees $22,000.00 - Volunteer&staff $1,800.00 - Gala event&film festival (1/2 each) $5,000.00 Production - Crew,filming&related $10,000.00 - Sound Systems(Summit, Expo,Gala) $22,000.00 * - Concert(band, travel etc.)*see budget $72,000.00 Equipment rental(chairs/tables/tents/stage/av) - Summit&Gala $4,900.00 * - Expo& Concert ($2,600 Expo,$4000 Concert) $8,600.00 - Film Festival $2,100.00 Marketing Collateral materials - Media consultant/Graphic Design $35,000.00 - Advertising&Promotion/Mailings $32,000.00 - Summit Programs//Gala,Expo,Film Fest Flyers/posters - Ads& Press packet Total Conference Expense $245,400.00 Office-General supplies&Support - Salary-Chip&Ginna $30,000.00 - Contract Consultants $4,000.00 - Meals&Entertainment/event promotion $3,500.00 - Travel-speakers&board $32,000.00 - Website update&maintenance $6,000.00 - Office&storage unit @ AABC $6,750.00 - Telephone,computer&internet providers $5,000.00 - Postage/shipping/Mailings/mail list maintenance $3,000.00 - Office supplies,printing,stationtionary $3,300.00 - Legal& Insurance $2,000.00 - Licenses,fees&permits $2,000.00 - Dues&Subscriptions $3,000.00 - Conference, Seminars&Speaker $8,000.00 - Charitable Contributions $1,800.00 - Equipment-repairs&maintence (office&auto) $2,000.00 General Operating Expense $78,350.00 Total Expense $323,750.00 19 i 2013 AREDAY Concert August 18, 19 or 20th,2013—TBD 2013 THEME: TBD EVENT COMPONENTS/PROGRAM BUDGET: •AREDay EXPO&Concert—Downtown Aspen—Wagner Park/Cooper-& Hyman Malls -COOPER MALL FREE STAGE- PROGRAMMING NOON-8:30P M x 2 Days PROGRAM BUDGET Cost of Goods Sold 5000 - A. PRODUCTION/OPERATIONS 5300 • Staging & Location Costs 5303 • Backline 3,000.00 5316 • Sound & Lights 10,000.00 5318 • Staging 5,000.00 5319 • Tenting/Rentals-Stage .Set & ExpoBooths 3,500.00 5100 • Production Crew 2,500.00 5203 • Security 2,000.00 Total 5300- Staging & Location Costs 26,000.00 Total 5000 A. PRODUCTION/OPERATIONS 26,000.00 5400• B. PROGRAMMING COSTS 5401 Artist Fees 35,000.00 5402 • Artist/Misc Travel & Lodging 5,000.00 Total 5400• B:PROGRAMMING COSTS 40,000.00 5600 • D. MARKETING 5605 - Marketing &Advertising 5623 • Marketing Design Firm 5624 PR/Marketing Misc. 5655 - Digital/Print Advertising 2,500.00 5660 Print Production 3,500.00 5665- Radio Advertising 1,000.00 5675 • Video & Photo Production 5685 • Website 2,500.00 5690• Soft Goods-Merchandise Total 5605 • Marketing & Advertising Total 5600• D. MARKETING & ENVIRONMENT 10,000.00 Total COGS 76,000.00 /end of document 20 Aspen Historical Society XtSTORICAL SOCIETY T0: Mayor Ireland and the Aspen City Council FROM: Georgia Hanson, President/CEO DATE: October 18, 2012 RE: One Time Grant Request (This request was included as part of our grant submittal 8/1/2012) WHAT WE NEED: We are requesting a $30,000 one time grant to support the 50th Birthday of the Aspen Historical Society. o This celebration will take place in the traditional Chautauqua Circuit format (see below) - a week of splendid varied activity to take place under a tent in Ruth Whyte Park. o These funds will provide infrastructure (tent/stage/facilities for one full week) and also serve-as seed money to help us continue to solicit both partners and program participation. WHY THE ASPEN HISTORICAL SOCIETY? We are an essential piece of the fabric of this community - we build social capital and strengthen community ties to our roots o We serve absolutely everyone - we do not discriminate o Our programs will be accessible - inclusive of.age, level of wealth, or number of years of habitation here - all stories are created equal o We contextualize the valley history • History matters o Our history is extraordinary • We make the stories relevant AND FUN WHAT IS CHAUTAUQUA? Chautauqua (pronounced shuh-TAW-kwah) is a movement that began in the late 1800's as a summer encampment for concentrated cultural focus on a lake in Western New York. "Circuit Chautauqua" replicated the New York state model and produced travelling programs. This circuit visited small towns through out the mid-west in the early 1900's to "bring a little culture" to rural and remote areas. These circuit entourages travelled with their own tent and provided a week of conversation and performances "under the big top". On June 24, 1920 the Aspen Democratic Times called for all `ye signers and boosters"to "help in making the Chautauqua in Aspen one big humdinger". We want to share ONE BIG HUMDINGER with everyone in 20131 One could infer that the Goethe Bi-Centennial Music Festival and Convocation in July of 1949 was the Chautauqua model at its zenith! The Aspen Institute, Aspen Music Festival and School, Center for Physics etc. were spawned from this same vision. It is fitting for us to keep the tradition going. Today, Chautauqua has been reinvented as a way to bring humanities, especially history, back to life in a lively public forum. WHY CHAUTAUQUA? 1. The format brings diverse collections of people together to learn from the past and to engage in enlightened conversation. It is light-hearted and fun. 2. This is our birthday gift to the commun ity - it is a thoughtful and mission-based way to celebrate. To a certain extent, it is the Aspen Ideas Fest honed down to a valley proportion for both topics and participation. o We want to explore the impact of "manifest destiny" on our decision making processes o We want to diminish the power of manifest destiny as an attitude - if it persists? (A great discussion to be had.) o We want to provide a neutral opportunity to look at local complexities - promoting civic dialogue o We want to engage cross-generational exchanges that bring together all ages. 3. The format/schedule engages everyone who wants to be involved. With the tent venue on site, we can use it to its fullest capacity - this will include (but will not be limited to): o Morning coffee with guest speakers o Chautauqua Youth - a living history program with middle & high-school students adopting local characters o Mentorship - adults working with youth on stories o Collaboration - programs including other non-profits and their stories o Brown bag lunch conversations o Celebrity speakers - dialogues about our lives o Living History performances - local character presentations We are partnering with Colorado Humanities and the Center of the American West to complete a diverse and comprehensive program. o Patty Limerick has confirmed - she will entertain and challenge our thinking as she moderates with irreverence. o Chris Gates has confirmed - he will steer us to civic engagement every step of the way. OTHER REASONS THIS IS A GREAT INVESTMENT: o We will be BUILDING SOCIAL CAPITAL together o Like the pro-bike race b o Like the fledgling Ideas Fest in Rio Grande Park. o Like the Fourth of July Parade o We will be including other non-profits - this project is COLLABORATIVE precisely because we represent the entire community o With this infrastructure ensured, we can use this LEVERAGE to enhance the quality programs by seeking other sponsorships. o It is my swan song, so to speak. o It will be SO MUCH FUN that people will discuss it for years to come and you can say you made it happen. For questions or comments please feel free to call me. 970 925 6400 at home 970 618 5094 is cell I ' I CITY OF ASPEN 2013 ARTS & COMMUNITY NON-PROFITS GRANT APPLICATION t 'f .fir. -> � .ti' t' t,%.r• :ci= •S;'' !'!4 {¢s+a,lu'i'4•:C•:�:t i.8' j.ar° t�t;.:�,,�,yy �:g�'}dr.Ea: ,a'�: 1t•,.��it:' '?r" .{ :M1: ': 'tir5 !: .�?'�&'�•pL7e:'• `. ::u'r,; `�«a � :i?;.'}C fji. :i p 0 Arts $ ®Annual Grant Q General Operating Budget E r M Community Non-Profit $20,000 Annual Request plus ® Special Project Budget additional one time only request. ageclal Request for Additional Fu ding; x One Time Request $31 ,000 If you are Interested in applying for One T Purpose: Funding or In KIlld Funding, please request here: © In Klnd Funding 50s'Anniversary Program GRANT FUNDING RECEIVED IN 201& PITKIN COUNTY $ CITY OF ASPEN $ 21,000 THIS WAS WHAT PERCENTAGE OF YOUR CASH INCOME? 1.9% C131 OF ASPEN APPLICANTS ONLY: PLEASE COMPLETE THE IN KIND FUNDING AMOUNT BELO W IF YOU ARE A N0*PROFIT THAT RECEIVES ANNUAL IN KIND(LE.SUBSIDIZED RENT,LANDSCAPING,UTILITIES). IF YOU ARE UNSURE WHETHER YOU RECEIVE IN KIND FUNDING FROM THE CITY OF ASPEN,PLEASE CONTACT SHEILA BABBIE AT 970-820-5040. IN KIND FUNDING ANNUALLY FROM CITY OF ASPEN $ 5,825 EESCRIPTION: Mowing of Ruth Wyse Park Organization Name: Aspen Historical Society Tax ID#: 84-6087756 Year Founded: 1963 Address: 62G W. Bleaker Street Phone: 970-925-3721 Fax: 970-925-5347 + Contact Person: Nina Gablanelli Phone: 970-925-3721 x104 Email: nina@aspenhistonr.org i Executive Director: o la Hanso Email: d aspenhistory,oM Executive Director Signature Dates EXECUTIVE SUMMARY: In 25 wards or IWUkeefplalln what your grant request will accomplish. AHS will hold a 6-day 50th Anniversary Celebration by hosting a Chautauqua program that will encourage the entire community to embrace Aspen's history. 'ace this Cover Page on the top of your proposal. Please number every page of your proposal and your Appendices. Hand-numbering is acceptable. Please use a readable typeface, in 12 pt. or larger. Submit nine(9)copies(printed front and back, if possible)to: $1LiItt ftpbie. City of A02n Finance DQaartment 130 Sonth Galena Street,Aspen, CO 81611.Phone: 970-920-§040 l x?eadllne is August 9. 209?, at4;0 m, IBaokaround Information , a) Mission Statement: The Aspen Historical Society enriches the community through preserving and communicating our remarkable history. b) Brief summary of organization's history. Year the organization was founded - 1963 • Why the organization was founded—The Aspen Historical Society was founded to preserve and steward our town's history. • Who founded the organization—A group of attentive Aspen citizens including Julie James, Joan Lane, Herbert Bayer, Luke Short(Fred Glidden), and Dorothy Koch Shaw. • Over time, the Society has acquired four active sites and Is in the planning stage for a fifth site at Lift One. c) Percentage of your patrons that are P€tkIn County residents and/or workers: 75% d) Staff: 1 How man y paid full-time equivalents y o u have on staff? 9.4 2) How many volunteers/non-paid workers do you have on staff? 5-8 Explain, if necessary: e) Donors: 1) How many total donors do you have? 533 2) How many donors renew each year? 90% Is the number of renewals going up or down? (X) Up ( ) Down f) Describe activities that are distinctive to your organization (i.e. program performance, volunteer Involvement, In-kind donations, etc.). - The Aspen Historical Society's primary responsibility is to keep the history of our community. We provide a repository for archives and objects of historical significance.We care for, Interpret and share the priceless Items In our possession, making them accessible now and for future generations. We steward four sites on the National Historical Registry. We are a leader in western slope historical organizations providing educational programming for both children and adults throughout the valley.We believe that a commitment to the education of our community's residents,workers and children will stimulate both long-term enthusiasm for valley history, and life-long vested Interest In our community.AHS operates two museums and two ghost town sites. Our programming reached more than 8700 children in the 2011112 school year from Aspen to Grand Junction, and over 25,000 adults through our Time Travel Tuesdays, special events, and interpretive tours. 2 i Our volunteers play a crucial role in assisting us in our mission.Their support comes In various forms;from helping with exhibits to building a new trall through the ghost town of Ashcroft. A i number of volunteers return year after year to assist In our programming and tours through the summer season. We had over 640 volunteer hours from community members in 2011. . n ra�i�rr.rrrrrrr n n Our programs and sites lead to numerous partnerships within the community. Many include In- kind.donations such as: housing for speakers and venues to host-our adult programs, building maintenance, and technical support for programming. All of these donations are monitored and recorded and our gratitude is bountiful. i g) Describe your organization's community partnerships and collaborations. AHS collaborates and partners with numerous organizations throughout the community to reach the most people without overlap between organizations. Some of our partnerships, Including with the Aspen District of the White River National Forest, are long standing (since ' 1974)while others are more recent as new projects are developed. We value our partners and what expertise they share with us. Aspen Art Museum Molly Gibson Lodge Aspen Center for Environmental Studies Mountain Chalet Aspen Daily News Mountain Rescue Aspen Institute Mount Sopris Historical Society Aspen Nordic Council Museum of Northwestern Colorado Aspen School District Northern Ute Tribe Aspen Skating Club Redstone Historical Society .Aspen Skiing Company RFTA Aspen Thrift Shop Roaring Fork Conservancy Aspen Valley Ski&Snowboard Club Roaring Fork Leadership Aspen Writers Foundation Roaring Fork School District Basalt Regional Heritage Society Roaring.Fork Veterans History Project B J Adams and Company Pitkin County Chaffin Light Real Estate Pitkin County Library City of Aspen.Parks& Recreation Silver Tree/Westin Department Snowmass Rodeo Clark's Market Snowmass Western Heritage Colorado Humanities Spellbinders Denver Museum of Nature &Science Southern Ute Tribe Elks BPOE 224 Summer Advantage Four River's Historic Alliance The Aspen Times Frontier Historical Museum The St. Regis Hotel Grassroots TV The Wheeler Opera House Hickory House TOSV Tourism Office Hotel Jerome TOSV Tusk Force Historic Preservation Commission White River National Forest(USFS Independence Pass Foundation Aspen/Sopris District) iCAJX Yellow Brick Early Learning Center Limelight Hotel Valley Fine Arts Marble History Museum ZGreen Memnosyne Foundation 3 Pur ose of Your Request: a) If you received a grant from the City of Aspen last year, how was the money used? AHS staff has used the grant funds to digitize 185 of the approximately 370 oral hlstory tapes housed In our collection. We are continuing with the project and should be completed by year end. Each tape is roughly 60,90 minutes long and a preservation master file along with a lower resolution public file has been created for each. Some of our digitized oral histories have now been made available on-line on the Archive Aspen page of our web-site ( _QI'Y_oro) with more to be added-in the near future. Man d our aso a accessible oral histories and with the completion of this project we will be able f assist even omoresers in the future, Including community members researching Information to develop characters for our upcoming Chautauqua. b) If you received a grant from Pkkin County last year, how was the money used? NIA c) What programs or services will this money support? Describe your program or project—who, what, where, when, and how. In addition to the on-going projects funded annually by City grant funds, in 2013 the Aspen Historical Society will celebrate our 501h Anniversary. We are asking the City and County to support our community celebration by helping us with the extra Infrastructure costs that are specific to this celebration, so that we may maintain momentum with our on-going rg g programs at the same time.We feel strongly the support the City and County can provide will be a gift to the community that allows us to"pay It forward,"engaging more guests and building social capital. For the most part we will continue business as usual,focusing on the staples like our on-going mission based programs(our school participation has increased 254%a In the past four years). And, we want to give the community a special gift–embellishing our standard programming with an anniversary program that will encompass all generations. We want to show off all of the talent and research that we now have In our"quiver"as a result of several years of City grant funding. The silver nugget of our year-long.celebration is a Chautauqua program planned for the-weak of July 8,2013. What is Chautauqua? Chautauqua (pronounced shun-TAW kwah)is a movement that began in the late 1800's as a summer encampment on a lake in Western New York. Circuit Chautauqua replicated the New York state model to produce travelling programs that visited small towns through out the mid-west i-n the early I000's to further the education and enlightenment of the citizenry by providing programming dedicated to current and historical entertainment, often under a large"three-hump"tent. The travelling entourages included lecturers, writers and entertainers eager to deliver their message to large crowds. It was a chance for the community to gather and enjoy a course of lectures on a variety of subjects as well as music and dance performances. On June 24, 1920 the Aspen Democratic Times called for all "ye signers and boosters"to"help in making the Chautauqua In Aspen one big humdinger". One could Infer that the Goethe BI-Centennial Music Festival and Convocation In July of 1949 was the Chautauqua model at Its zenithl The Aspen Institute,Aspen Music Festival and School, Center for Physics etc. were created from the same Vision, It is fitting for us to keep the tradition. 4 Today, Chautauqua has been reinvented as a way to bring humanities, especially history, back to life In a lively public forum. AHS, In partnership with Pltkin County,the City of Aspen and Colorado Humanities,will present programs for our community and visitors, We will do this in a variety of different formats Including: children's Rrogramming in the morning, conversations, I Orde Variety of oca cultural performances in the afternoon, followed by Historical Character presentations, concluding with an evening"celebrity"guest speaker and/or panel The AHS grounds are where the Journey to record our remarkable story began. Continuing the 'tent tradition"by providing a nostalgic and romantic venue on our site to share and give context to j our community dilemmas seems more than appropriate, almost mandatory. To be able to stage our anniversary in our home's back yard is a.key element to this plan.We intend to offer the majority of our daily programming free to the public. The evening speaker series has a potential $20 ticket price attached to-help off-set costs. d) Explain why you need financial support from the City of Aspen and/or Pltkin County. What will you do if you don't receive funding? The City of Aspen Is unique In its on-going support of culture and education-the crucial principles of the `Aspen Idea'-balancing Mind, Body-and Spirit. From a literary society meeting held weekly In tents during the long winter of 1880-1881 to today's vibrant cultural scene,Aspen has always bolstered the Idea of education and community engagement.A grant from the City of Aspen and Pitkin County will allow us to stage this program,for the public, as well as to supply required honorariums for high profile speakers for the evening events. Without this grant we are unable to stage the-production with the quality and depth that is befitting our community.We have spent fifty ' years collecting priceless stories that reinforce our community's identity and give it context. We know this week-long event will provide insight and pride of place for our constituency at a level that is truly priceless. Still, we cannot pull it off without your support. e) If you are requesting an amount that is more than last year's grant allocation, explain the purpose of your request, what goal funding your request will solve and what will happen if the increased request Is not funded. i AHS Is requesting a separate special event amount of funding for 2013 in addition to our general i request for program support.This additional ask is a one-time request, (every fifty years.)With ' your support we can Invite the community to explore with us. This is a special eventfhat benefits every man, woman and child who lives or visits here. Both young and old will have opportunities to be involved and to discover the magic that occurs when bringing generations together. in addition, , the documented record of this dynamic week of stories and problem solving (video and written) will greatly enhance the permanent archival records for future generations—a snapshot of today ! for the future. Without the City and County's support the overall program will be diminished drastically or cancelled due to lack of venue opportunities. i i f) How will you use your grant to leverage support from other funding sources? This grant will allow us to expand our visibility and credibility within the community. Knowing that a we are able to provide the Infrastructure to move forward offers a platform on which to build. By having your support we can put together a confident package to attract additional sponsorship, grants, and donors. Please note that we have a gift in kind partnership with Colorado Humanities to execute this program after we demonstrate local support. In fact they are ecstatic to get this 5 plan off the ground.We are already working with Colorado Humanities by offering a Smithsonian travelling exhibit dgume s. This exhibit will open in June 2013, building momentum for our Chautauqua week in July. ff L. Needs Assessment: a) What community need does your program or services fill? How do you determine this need? Communities thrive on pride of place. It Is important for unto understand our roots as it helps us feel connected.The history of this valley is astonishingly rich and AHS continually creates fun and engaging ways for everyone to learn. This opportunity not only offers a plethora of programs for the community to attend, but also offers an abundance of ways for community members to become Involved and participate. This is also a unique opportunity for students to become connected with local history—our plan to incorporate a'program to take advantage of the new district,wide early release Wednesdays is a win-win for us and for students of all age brackets not to mention working parents. For all of us to celebrate our story Is an upbeat experience that will raise the sense of belonging and new respect for the meaning of the words "my home'. b) Describe the benefit(s)of your program or services to the people In the community who are not directly involved In your program or services. The Historical Characters created for this Chautauqua program will be Incorporated into our on- going presentations In classrooms during the school year, and In other venues as well, helping to preserve the history and stories of our cultural heritage necessary to keeping Aspen's unique character alive and well. All of the effort put into this week will become a permanent part of the body of work In our archives that Is preserved for the future. Programs will be available on-line through our websits.We will work with KAJX to see about live broadcasts of the evening sessions. The general Pride of Place that this outflow of history creates is contagious and builds optimism for everyone. fteraing Issues a) What are the emerging issues and trends affecting your program's performance, clients, and/or your ability to deliver services? In an environment where expenses for programming seem to be rising across the board, our grass-roots approach to producing our own events is a very cost-effective way to get this Information out to the public, and represents a significant value-for-dollar in utilizing the city's available resources. We hope to continue to offer this advantage as we go forward, and will continue to search for creative solutions to rising costs. However, to create a temporary venue, and to bring in major speakers who will attract a broader audience for this special event,there are significant infrastructure and logistical costs associated which are beyond our normal program costs and our ability to cover with our budget constraints. F)nance Information 6 i a) Fiscal Year is Nov. 1 to Oct. 31 b) Do you receive any In Kind contributions from the City of Aspen? (X) Yes O No Y.YIIY Type of In Kind Mowing and lawn maintenance of Ruth Whyte Park c) What is your Basis of Accounting? (check one) ❑ Cash ❑ Modified Accrual ® Accrual d) What is your Board's policy regarding your operating reserve/fund balance? A minimum of 90 days e) Has your organization had a deficit budget within the last 3 years? If so, how did you fund the deficit? What plans have you made to eliminate future deficits? Were you successful? Yes, our income did not meet projections.We were able to cover with endowment funds interest.We have revisited our budget, out back and executed steps to increase donor income. We have been diligent and successful at reducing expenses, writing more grants and Increasing our donor support.We do not expect a deficit this year or in the future. f) Does your organization have a fund balance/reserve that is equal to or greater than 6 months of operating cost? If so, how do you plan to use this reserve? Yes. We plan to keep our reserve Invested and to use earnings to support our mission.We have a conservative Investment policy as recommended for charitable organizations and i monitored by our CPA. g) Have you had any adverse audit findings by any regulatory or funding agency In the last 12 i months? ® None a Yes- Please explain i 'I Area Funding History: Please complete the following chart: E i i Year: Actual Actual Actual Proposed %Of Total . 2010 2011 2012 2018 Budget for 2013 City Special Request Utilities NIA N/A $30,000 TBD request - not ranted Pltkin County N/A N/A N/A $15,000 TBD City of Aspen $21,000 $21,000 $21,000 $20,000 TBD County Emergency or 'N/A N/A N/A N/A N/A Special Fundln Town of Snowmass No grants $0 N/A N/A N/A Al IM e Town of Basalt NIA N/A N/A N/A N/A Town of Carbondale N/A N/A N/A N/A N/A Eagle County N/A NIA N/A NIA N/A Garfield County N/A N/A N/A N/A N/A Other NIA N/A N/A N/A N/A FINANCIAL.SUMMARY SHEET Name of Organization:Aspen Historical Society Lost Year Qjrrent Year Next Year Actual Bu See approved Budget when submitted In Total Income $1,060,606 $1,110,600 $817,730.29 September %Earned 8.07% 7.45% 9.26% %Contributed 19.81% 25.03% 19.20% EXPENSES Office&Occupancy Expense $154,509 $343,573 $90,740 ` Payroll&Related Expense $717,222 $780,927 $531,447 Marketing&Fundraising Expense $89,136 $91,940 $33,785 i Program Expenses $35,227 $37,460 $17,470 All Other Expenses $43,881 $67,450 $43,499 TOTAL.EXPENSES $1,039,975 $1,221,350 $716,941 Excess(Deficiency)of Revenues Over Expenses $20,631 $(10,750) $100,789 "ALA CE SHEET Current Assets $767,597 $861,896 Fixed Assets $1,186,040 $1,186,040 Oth.erAssets _ $256,514 $256,514 TOTAL ASSETS $2,210,152 $2,304,450 Current Liabilities $40,948 $46,930 Other Liabilities t Retained Earnings $2,169.204 $2,257,520 TOTAL.LIABILITIES&EQUITY $2,210,152 $2,304,450 CHECKLIST .i Be sure to attach the following Appendices to this completed grant application. Insert this checklist page,with all Items checked, In front of your Appendices In your grant proposal. i Please continue to number all pages In your grant proposal, Including the Appendices. i All Appendices are Required ® Appendix A:A current list of your Board of Directors, members and officers, Including addresses and telephone numbers. ® Appendix B:A current list of Staff members. ® Appendix C: IRS Determination Letter indicating tax-exempt status. ® Appendix D:A list of all Major Contributors with amounts contributed to organization for 2010 and 2011 year-to-date. (A Major Contributor is defined as an Individual or household contributing greater than $10,000, or greater than 5% of total annual contributions). 181 Appendix E: Special Project request only—List of Major Contributors with amounts for the Special Project Budget. (A Major Contributor is defined as an individual or household contributing greater than$10,000, or greater than 5%of the total special project budget). 9 i _ IM Appendix F:Annual Actual-to-Budget comparisons for fiscal year-end In 2040 and 2011. ® Appendix©:Annual Actual Balance Sheet for fiscal year-end In 2010 and 2011, IM Appendix H: Current Year-to-Date Actual-to-Budget comparison and balance sheet. CI Appendix 1: *Projected Organizational Budget for 2013 showing revenues and expenses. "Final approved Budget will be available after September 20,2012 ® Appendix J. Special Project Schedule of Events& Budget QRAMT DgADLINE D ESD :00 P.T CITY OF.ASPEN Su ion Guidelines: • Please submit nine (9) hard copies, printed front and back. • Applications should be delivered to Sheila Babble City f Aspen Flnence De a e t Inn South Galena Street snsn CO 89619 Phone• 970 920 5go4U • All City,of Aspen applicatlons will be reviewed and prioritized by the City of Aspen Grant Review Committee. • The Grant Review Committee will make recommendations to the City Council,who will make final funding decisions In December,2012. 10 i ti a 8 $ g 4 81 RIB 91 a 8 BS Q � gel R e R p i i ffi ?AGE- l 1 I_ Ttf S AoM":R,-ut ofsAo To Me A C �.il. Imcrnnllio�ro�N��yervlca Append V P.O. . Bax 250$ In reply refer tot 0245143604 Cincinnatl ON 45201 Feb. 02, 2412 LTR 41680 EO 84-6037756 O00000 00 000170 ,4 f BODC1 TE ASPEN HISTORICAL SOCIETY 620 W BLEEKER ST -ASPEN CC 81611-1230 01028 Employer Identification Numbers 84-6037756 Person to Contacts Jeffery Cordell Tall Tree Telephone NEilliber s 1877-829-5500 Dear Taxpayer i This is in response to your Jan. 24, 2012, request for Information regarding your tax-exempt status. Our records Indicate that you were recognixed as exempt under section 501(0) (8) of the Internal Revenue Code In a determination better issued �n July, 1964. Our retards also indicate that you are not a private taundation within the meaning of' section 509(x) of the Code because you are described in �. . section 509(0) (2) . - Donors may deduct contributions to you as provided in section 170 of the Code. 5ectuests, Legacies, devises, transfers, or gifts to you at% for Your use are deductible foil Federal estate and gift tax purposes If they most the applicable provision's of sections 2055, .2106, and 2522 of the Code. Please refer to our website www.irs.gov/ao far information regarding flling 'requ#resents. Speclfically, section 6033CI) of the Code provides that failure to Bile an annual Information return for three aonsecutiva years results In revocation of tax-exempt status as of the filing due date of the third return for orgenizations required to Bile. lie will publish a list of Opq&ntzgtions whose tax-exempt statcis was revoked under section 6033(1) of the Code on oeir website beglnning in early 2011. pct, �Z V I M�SS 3/3/2021 $50,412.91 Sarah Werner (acknowledged as anonymous) i i Amendix Appendix L:Special Project Major Contributors Bethel $50,000 Colorado Humanities $11,000 Pitkin County Clrant $15,000(pending) -i I i •ti i ii 1 i 4:36 PM Aspen Historical Society 07/03112 ApRendix F Aeeraall3asle Profit&Loss Budget Vs.Actual November 2010 through potober 2011 TOTAL Ordnary Income/E*ense Income 8000-CONTRIBUTED INCOME 6M0•Truelee Donations 8,800.00 31000.00 61900.00 288.67% 6015-MBJcrGift 60,41201 90,000.00 •88,887.00 68.01% 8030•.Danatlone 6020.6•In-kind Donations 71,778.98 8050.1•Individual 17 1262.64 20,000.00 -2,747,38 85.26% 6080.2•Lbdvlalor 81,280.24 8.000.0D 1,280.24 104.2% 8020.8.811verGrols(Haft Council) 48.076.00 00,000.00 -11,926.00 80.18% 6020.4.On SIN Cob Donation Box 10,778.16 0.000.00 776.16 107.78% ; 8020.6•Memodall8psolyd Occasions 3,304.24 6020,8-81te 9peoi8o Donations X0..000 16000.00 -15,000.00 0.0% Total 6950•Dcrlalrone 122,447.28 188,000.00 42,662.77 9(17% 8100•Grams 5100.1-Foundation Drente 3,300.00 27,000.00 -23,74DA0 12.22% 5100.2-Government Grant-General 26,00200 4000.00 2100200 108.7% Total 6100-Grants 28,30200 5D,0 D.0D 21888� 5016% Total 8000•COffMI9UT9D INCOME 210,062.14 276,000.00 47,937.88 75.68% 8200•PUBLIC FUNDS 6200.1.8poolel District Income 766,000.00 760,000.00 16,000.00 102.0% TOW 6200•PUBLIC FUNDS 766,000.00 760,000.00 16.000.00 102.046 5300.BMNBD INCOME 6820•Collection Income 6320.1-ArchtveFoes 2,489.00 2,000.00 488.00 124A6% 6320.2•Accession Fees 676.00 5320A-Nxhlblt Fees 3.050.00 Tota1$120•Cc6sctlon Income 6,114.00 2AD0.00 4.114.00 906.7% 8340•Ground Rental Fees. 161100.00 20,000.00 -1,900,00 80.5% � 8360•Heritage Stop 6860.1-Gift shop Saw 13,189.39 8,000,00 6,189189 164.87% 112914).2-Gift Shop COOS 7,830.22 ~9.000,00 4,890.22 281.01% Total GM-Heritage Shop 8,368.17 6,000.00 989.17 107.18% 03011.Photographs I 6760.1-Photograph Ames 7-882.10 0.400.00 602.10 11808% I 836062•Phoboyraph 0008 4.661.23 .1,t100.DD 140.77 91.94% { Total 8366•Photographs 6,710.87 4,800.00 11,11,10.81, I 6370-Program Income I 6870.1-Private Engagements 1,790.00 3,000.00 -1,210AD 69.07% 8870.2-children's Education 1,481.16 800.00 631.15 178.89% 6370.3-Walking Tours 11208.s6 1,200.00 8.36 10017% j 0370.4•History Coach Tours 4,123.17 BMW .1,878.83 68.72% 1 6870.5-Museum and Ghost Admissions 17x74.00 18OMDD 1,474.00 109.21% 6870.6-Rvents 17,621.73 21,000.00 -3,878,27 83.91% ' 8370.7•Adult Education � 6,011,22 000.00 3161114 220S7 Total 6870-Program Income 60,269.89 61.000.00 -74187 88166% 781161 5390•WARNED INCOME B.BT SZ600.00� 2��W 103.68% 1 Total Income 1,060,606181 1,11016011.00 449.994.19 96.6% 'FAGS i 4r23ii Aspen Hlstoril:afSoal®fy APOndix F Accrual Hato Profit$Lose Budget vs.Actual November 2010 through October 2011 TOTAL ` Nov'1�00111. B 4 ovs °t.,r %of e Gross Profit 1,080,80881 1,110,600,00 40,994,18 96.6% Rx}renw ' 8800•PAYROLL WA058 S BE IFITS 6800.1.salaries and Wages 690,081.18 639,104A0 -40,012.111 93,74% SM2•PayroQTax 48,798,41 47,932,00 800.41 101.81% 6600.8•Health Insurance 86,761,42 66A00,00 20,6ilIM 69A4% •81100,0-Hmployw Bene6le 364,66 3,000,00 3,884.66 -12.16% 8800,0.403(b)Malobtog . 83,841.70 84,491.00 -640.30 97,64% 6600.8-Accrued Vaostlon 274.28 ......,.�.....� ..ter. ....rte Total 8000•PAYROLL WAGES 8 8MEFff8 '117,222,80.., 780,021,00 -89,704,70 91.84% 6000.OVERHEAD 1 ADMINISTRATION 8006-Accounting 34,401,77 38,000.00 -602,28 98.67% 0010•Adverlising/Publicity 30,419,22 28,200.00 6,219,22 12171116 8016•Bank Finance Charpse 688,66 680.00 38.68 106 e% 0018•County Low 0.00 2,000.00 .2,000,00 010 8019•Credit Card Pass 1,854.81 1,100,00 764.81 108.69% 6020•Board of Directors Bxpsnss 1,392.09 8026•Catering I Bnterlalnment 1,408.70 1,600.00 -0.30 09,08% 0030•CoUsolion Brlponse 11030,1-Archives 880,07 1,360,00 -481.98 84.3% 8030.2•Calleotlone 14,362.81 10,000,00 3,847.19 79,74% 0030.3•Exhlbit 111,911.64 20,000,00 4,086,08 69,06% total 6030-Colleotton oRponae 27,13242 390880.00 -12,217118 88,98% ■ 6082•Development 6032.1-Cultivation 22,109.16 12,376.00 0,784.16 170:08% 8032.2-ProdumlonlCallateral 12,947.39 16,986.00 -4,017,61 7042% Total OM•ilevslaprrront 38,058.64 29,840,00 6,718.64 119,48% 6086-Due s&Subaarlpeons 3,798.00 2,708.00 1,002,00 136,64% 6040-Equipment Rental 7.340.18 7,200.00 148.18 102,08% 8045-Oraphlo Design 7,422AS 20,000.00 -12,877.66 37.11% 6060•InlemotAccess 1,91431 11680.00 284.81 118,96% 6055•Inaunnoa 8066.1,-Liability 16,313,76 19A99.00 -4,186.26 78,64% 00110.7-Workers Comp 1,670.00 2,000.00 -430.00 78.6% 8.0110.8-Directors A Officers 1,86&76 11600.00 ��6� r� 129,76% Total GM-Insurance IA74%50 22,,089.00 4,261160 81A8% 6000•Licenses a Foe 848.48 090.00 447.66 80,07% 6086-Mlecellonsaus 1.010.68 0,00 1,019.63 100.0% 0070•AWPoo 1,977.30 1,89&00 01.80 10429% 0078•Postage I8hlpping $190.17 2,498.00 306.88 87.76% 8060•PdMing I Production 9,676.11 6A00,00 4,176,11 177.32% 8086'Proleeslarw 8ervicss 11,787.87 22,700,00 -10,932.13 61,84% 6090•Public Relations 0090.1•Newsletter 90.00 4,000,00 .8,910.00 226% 6090•Public Relations-Other 8,873,02 8,000.00 4,428,90 82.16% Total 4990•Public Relations %$1.02 12,000.00 -6.380.98 66.63% 8096•Repairs 8 Maintenance 0096.1•Bultding 10,872.08 8,600.00 2,1T2,06 128.86% 0006.2.Grounds 17,489,39 12,000,00 6,409,80 146216% 6006a•Jmltorw 2,868,10 2,000,00 888,10 142.9196 1096A-Elaoli tc Car 1,330,66 260.00 11100,66 640.27% JIM PM Aspen Historical Society 07143„4 Appondhx F AeorualBasis Profit&Loss Budget vs.Actual November 9016 through October 7011 TOTAL 41096.8•Hqulpment 1,607.88 760.00 801186 208.07% 8608.8•L2l 110 tMmo 4,046.10 Total 8096-Repalre&Malntenanes 38,663.19 23,608.00 16,047,19 164.01% 6100-Supplies $100849 2,004.00 1,004.69 180.18% 0108-Technology 18,898,09 17,000,00 31301.11 60.23% 6110-Telsphons 5,288.44 6,100.00 165A4 103.24% 6116•TralnTnglEduoeOonRravel 2,628.72 1,800.00 1,020.72 168.68% 6120•U6111Ie6 I 6190.1-One 4,004.29 4,800.00 798.71 89.42% 6120,11-Eleclrlo 8.089.09 7,104.00 986.00 113.89% 0120.0-Water 2,081.88 .3,098.00 -864.14 61.78% 4120A-VftleRemoval 4,238.02 3,800.00 836.62 117.74% Tolat 8120•U11181as i8.843.86 18,800.00 243.88 101.31% 6125•Volunteer6kpanss 400.51 1;860.00 -680.49 30.26% Total 6000.OVERHEAD IADMINISTRATION 287,028.00 302,903.00 46,487.00 SCSI% 8200-FROM M EXPENSES 0200.1-Private Engagements 3,696.06 7,800.00 3,804.96 8143% 0200.2•ChIldren a Eduoatlon 0,052.70 MOD 8,35170 1,370.64% 62110.3 WalldngYours 0.00 180.00 46000 0.0% 6200A•Mary Coach Tours 0.00 180.00 480.00 0,D% 6200.0-Museum R Ohost Expense 12,000.00 12.000.00 0.00 100.6% 0200A-Events 11,691.99 10,200.00 -4,308.07 73x1% 8200.7-Adult Education 687.22 ` 900.00 312.78 80.26% Total 6200•PROORAM EXPENSES 36,220.90 STA80.00 -2,233.10 94.04% Total Expense 1,039,976.20 1.121,360.00 81,374.60 92.74% NdGrdlnarylncome 20,890.61 -10,760.00 31,380.81 -191.91% Other Incomel6xpenea r Other Income r 7000•SCHWAB 7010-Realrtobd Fund Income 5,004.00 30,000.00 -24,095.00 16.e8% 7020-Board Advised Fund(0187) 887.68 . 700D•SCHWAS-Other 253.91 Total 7600-SCHWAB 5,905A9 30,000.00 -21,094.01 19.89% 7100-INTEREST&DIVIDENDS 604.77 7250-MISC.INCOME 68278 7500-VETERANS HISTORY PROJECT ! 7800.1-Veterans Project Income 70.00 � 7600.2-Vehrons Project Oxpeneos -1,884.00 ToW 78DO-VETERANS HISTORY PROJECT -1.614.00 Total Other Income 8,639.04 30,000.00 40.480.98 1806% I OtherExpenes 6320-Depreciation Expense 81,064.40 Total Other Expense 51,054AD t Not Other Income •48,614.90 80,000.00 -78,614,96 461.72% Not Income 114,884.86 19,280.00 -44,1x436 420.27% 4 j Page 3 of 8h � 4:43 PM Aspen Historical Society Appendix G a a Bask Balance Sheet As of Ogtcber 31,2011 ; Oct 31,11 ASSETS Current Assets Checking/Savings 1000-US Sank Accounts 1100-Operating(4218) 0,900.27 1181 Money Market(8216) 139,802.81 I I 1102•Ghost Town(4242) 16,107.74 Total 1000-US Bank Accounts 164,810.62 i 1250•Patty Cash pox 100.00 i Total Cheokhlgtsavings 164,410.62 - Other Current Assets 1400-Gift Shop inventory 81690.08 2000-Investments 2001-Obermeyer Asset Mngt. 2010-Schwab(7383) 110,225.48 2020 r Schwab(0641) 49,301.77 2030•Schwab(0963) 410,259,90 2040•Schwab(8167) 24,811.68 Total 2001-Obermeyer Asset Mngt. 69473 Total 2000-Investments 894,596.73 Total Other Current Assets 603,186.81 Total Current Assets 787,597.43 Fixed Assets 1810•Building-WIS House 1,633,397.09 1018•Bullding-HoldenNerott •298,658.04 1620,Bullding-Carriage House 77,427.87 i 1526•Building-Ashcroft 17,226.38 1640-Furniture and Fixtures 88,980.86 1646-Office Equipment 82,782.86 a 1660-Vehicles 19,669.00 1600•Accumulated Depreciation -01� 1,851.00 a Total Fixed Assets 1,188,030.68 •i Other Assets 1881-Carriage House Remodel 64,041.16 1860•Lit Ons Museum 192,473.27 Total Other Assets 258,614.42 TOTAL ASSETS 2,210,181.83 LIABILITIES&EQUITY i Liab]lities Current Liabllltles i Accounts Payable f w 4`43 PU Aspen Hletorical Society Accrual Basis Balance Sheet. Appendix G AS of October 31,2011 Got +i.31..::: ... r 2200 Accounts payable 781.97 Total Accounts Payable ^�761.9 Other Current Liabilities 2100,Payroll Uabliltles 2100.1•403(b)Withholding 3,395.17 2100.4•FSA Withholding 1,312.60 Total 2100•Payroll Liabilities 2228•Sales Tax Payable 25.04 2300•Accrued Expenses 2$10•Vacation Accrual 15,551.52 2320•Salary&Wage Accrual 19,301.38 Total 2300•Accrued Expenses 34A52.88 2450•Customer Deposits 800.00 Total Other Current Uabll@les 40 0 Total Current Liabilities 40,047,56 TWO Liabilities 40,947.50 Equity l_ 3000•Unrestricted Funds 3100•Undesignated Funds 7549650.00 3110•Board Designated Funds 1,289,187.00 Total 3000•Unrestricted Funds 2,043,717.00 8220-Temporarily Restricted Funds 26,529.00 3300•Permanently Restricted Funds 124,842.00 3000-Retained Earnings 5.32 Net Income •24,8&1.36 Total Equity 2,1 uur TOTAL LIABILITIES&EQUITY 21 181.83 Pagtr't+of-i�' i Appendix H 2:12 PM Aspen Historical Society 0810112 Profit& Loss Budget Performance I AccrualBasls July 2072 Jul 12 Budget dget Nov'11•Ju112 YTO Budget Annual Budget Ordfnary Incomeftpense Income 8000•CONTRIBUTED INCOME 10,704.63 16,200.00 187,020.80 203,326.00 230,600.00 8200•PUBLIC FUNDS 0100 120,000.00 888,000.00 720,000.00 720,000.00 ' 6300•EARNED INCOME 30089.97 16,401.33 74,70944 40,808.01 83,400,00 Total Income 41,094.88 180,801.33 817,73029 964,131.01 . 1,073,90040 Gross Profit 41,094.88 170,801.33 817,73029 964,131.01 1,083,900.00 Expense I S PAYROLL.WAGES&BENEFITS 67,877.46 69,481.00 831,448,83 837,329.00 713,772.00 =0-OVERHEAD IAOMINWFRATION 18,079.49 18,600.34 167,898.80 201,962.98 283,864.00 8200•PROGRAM EXPENSES 3,OO8.30 8,878.00 17,470,03 18,200.00 89,000.00 6230•Unallocated Debit Card Charges 0.00 128.38 Total Expense 86,986.24 82,168.34 718,941.41 763,491.98 1,006,428.00 Not Ordinary Income 44,870.88 68,444.99 100,760.88 210,830.03 47,474.00 ONrer IncomelExpense Other Income 7000.8CHWAS 18,014.92 0.00 3,347.22 0.00 0.00 7100•INTEREST&DIVIDENDS 0.00 0.00 231.39 0.00 0.00 7260•MISC.INCOME 0.00 0.00 040 .0.00 0.00 7800•VETERANS HISTORY PROJECT 0.00 0.00 -767.11 0.00 0.00 Total Other Income 18,014.92 0.00 2,821.60 0.00 0.00 OtherExpenee 8316•Transfer Expanse 0100 16,020.07 Total Other Vxpense 0.00 16,020:07 Not Other Income 18,014.92 0100 43,198.77 0.00 0.00 Not Income 4%85&74 68,444.99 87,600.31 210,839.03 47,47440 i ,I i i , i f • f r 1:83 PM. Aspen Historical Society Appendix end dix H Accrual Basle Balance Sheet As of July 31,2012 Jules 3. 1.12 A8SM Current Assets Cheokingl8avings 1000•U8 Bank Accounts 1180.Operating(4218) 99,322.84 1181-Money M~0215) 232,378.68 1182-Ghost Town(4242) 23,890,10 Total 1000-U8 Bank Accounts 2� 78381 g 1260-Polly Cash Box 700.00 Total Chackln ll1S avin s 0' 9 278,081.88 Accounts Receivable 1200-Accounts Receivable 11,088.41 Total Accounts Receivable 11� Other Current Assets 1400.0111 Shop Inventory 8,690.08 2000-Investments 2001.ObermayerAsset Mngt, 2010 Schwab(7383) 101,941.87 2D29.Schwab(9641) 48,836.21 2030•Schwab(0803) 889,878.00 f 2040•Schwab(6187)* 2070.01 Total 2001.Obermayer Asset Mn9t. 60 5,628w,09 Total 2000•Investments 565,628.09 Total Other Current Assets 5 Total Current Assets 801,898.19 Fixed Assets 1610-bullding-W18 House 1,533,397.09 1818•Building-HoldenlMarolt 298;668,04 1820•Building-Carriage House •77,427,87 1828-Building-Ashcroft 17,225.38 1840-Furniture and Fixtures 68,980.85 1848.Office Equipment 82;782.86 9880-Vehicles 19,569.00 9800•Accumulated Depreciation -911,881.00 Total Fixed Assets 1;1�g8 pig gg Other Assets 1881 4 Carriage House Remodel 04,041,16 10N-LM One Museum 192,473.27 Total Other Assets 2� g�g 14,42 TOTAL ASSETS 2,304 i 51 Pu Aspen Historical Society Appendix H Accruall3asls Balance Sheet As of July 31,2012 . _ Jul Sly 12 LIABILITIES&EQUITY ' Liabilities Current Liabilities Accounts Payable 2200•Acsounts Payable 3.679.01 Total Accounts Payable 3,879.01 Credit Cards ; 2060•American Express(1007) 1,731.83 4 Total Credit Cards 1,731.83 Other Current Liabilities 2100-Payroll Liabilities 2100.1•403(b)Withholding 3,396.17 2100.4•FSA Wlthholding 937.60 Tota12108•Payroll Liabilities 4,392.87 2225-Sales Tax Payable 483.30 2300-Accrued Expenses 2310-Vacation Accrual 16,661.62 2820•Salary&Wags Accrual 19,301.36 Total 2300•Accrued Expenses 2460-Customer Deposits 11850.00 Total Other Currant 1.Ia6111ttes 41,618.86 Total Current Liabilities 48,029.69 Total Liabilities 46,929.69 -3 Equity 3000•Unriestrlcted Funds 3100•Undealenated Funds .754,650.00 3110•Board Desltinated Funds 1,280,167.00 i Total 3000•Unrestricted Funds 2,043,717.00 3220•Temporarily Restricted Funds 26,629.00 3300•Permanently Restricted Funds 124,842.00 3150-Unrealized QalnIL08e 726.29 3000•Retained Earnings 24,884.03 Net Income 87,590.31 Total Equity 2,257,620.67 j TOTAL LIA13IUTIP-8 a EQUITY 2,304,450.28 ' i -I. • 1 l 5 •.P.�a4`eF� � i PrWiminam Schedule of Events CHAUTAUQUA CONVERSATIONS-AHS FIFTIETH ANNIVERSARY WEEK - PROPOSED OVER-ARCHING THEME.MA DESTINY REMWSITFD-D!D IT SHAPE OUR DESTINY? ime u 018 of RO18 J g 20 8 70 21318 JW 7 18 Ju 12 9018 July R u 2018. i SaWrd JSun Mon Tuesft Wednesday Thursdrj Friday Saturday Sunday Tent Set Up,Stage, Theme... Sound,Ilghts,Pod-a- Generations of ! 1 Day IA Ddoor Toplo..TED Topic... D Topic...TED To ...TED Tople TED Storks b Share Break Down I WaswAast Coffeewllsst CoffasWart cofreewAset Caff"wnest 8:00-9:00 evenIna Presentars evening resenters evening presentars evening presenters evenlati prmntors STAFF SLEEP INI A:00-12:OD ds Cam iRde Cam We Camp We Camp We Oamp Umtmbne Frown ap uno rown un ap Lunch Brown Bag E rown Dap Lunch Dialogues-Theme Dialogues-Theme Dlslogues-Theme Dialogues-Theme Dialogues-Theme 19:00-1:80 Refaced Related Related Related Related virep Up TED Munk,Ark Miso. Music,Ark Mlec. Muslo,Ark Misc. Mud%Art,Mies. Music,Art,Mlso, Gerwationsof Presenters on Presenters an Presenters on Presenters on Pfesentefs on Aspenlles Event- 1:80.4:30 theme theme theme theme theme Communi Parly a mate LMnp Hlelory Living Newry Living History living History Living Watory 4:30-7'00 Characters Characters Characters Characters Characbm specul Mail,EppeakeelPand Speaker/Panel aker/Pand SpeakeNPand Speake7Panal Tentative Ribbon- Cutting Event for Arohlw Remodel , OTEB: 1.Plan Is for day and aft evening to be Ales based om avalabl l seem for 300).The C-wnl Events Ora aaDal boa a 20 ticket dos. 2. roes mom o us 8 e ado an character. rdn M e spring in 000 with i School the Asperi ota menion; comma r researoh end learn to rf or r o realer n lei 0h. 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