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HomeMy WebLinkAboutRES 22-305RESOLUTION NO. 22-305 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Manager, or his designee, be and they are hereby authorized to execute all documents necessary to accept funding from the Mamie McFaddin Ward Heritage Foundation, managed by Hancock Whitney, in the amount of $150,000.00, and to execute an agreement to utilize these funds for restoration and enhancement of the Jefferson Theatre's Robert -Morton Organ. The Agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes, and; BE IT FURTHER RESOLVED THAT the City Manager be and he is hereby authorized to execute all related documents relating to accepting funding in the amount of $150,000.00 and to execute the agreement to utilize funds for the restoration and enhancement of the Jefferson Theatre's Robert -Morton Organ. The meeting at which this resolution was approved was in all things conducted in strict compliance with the Texas Open Meetings Act, Texas Government Code, Chapter 551. PASSED BY THE November, 2022. ��or It, 4qL of the City of Beaumont this the 8th day of ee ® z -Mayor Robin Mouton - October 28, 2022 Mr. Miles Haynes City.of Beaumont 801 Main Street Beaumont, TX 77701 RE: Mamie McFaddin Ward Heritage Foundation A/C#1115006991(44-0014-01-7) Dear Miles: The Grant Review Committee has reviewed your grant application in which you requested funding and has determined that this is a worthwhile purpose. Therefore, I am pleased to inform you that a "Contingent Offer for a Grant" in the, amount of $150,000.00. has been approved for your project titled Restoration of the Robert Morton Organ in the Jefferson Theatre. Funds awarded to your organization for this project are subject to the terms and conditions in this letter as listed below: 1. The funds shall be used exclusively for the purpose specified in your grant application and for no other purposes. Any funds not spent in accordance with the budget submitted in the proposal for the program/project must be returned to the Trustees of the Foundation. 2. If you desire to accept this "Contingent Offer of a Grant", your letter must be signed by the same authorized party who signed your Affidavit that was sent in with your organization's grant application. You will receive an email notification with instructions on how to access your acceptance letter on the Hancock Whitney Portal located on the Southeast Texas Nonprofit Development Center's website www.setxnonprofit.org. Please print, sign and upload a copy of this letter to the Hancock Whitney Portal located on the Southeast Texas Nonprofit Development Center's website. www.setxnonprofit.org within fourteen (14) days of the date of this letter. If you require an extension of time to comply with the contingencies stated herein, you Must contact our office via email to the same address listed above 'prior to the expiration date of this offer. Your request will be considered with no guarantee that such request for an extension will be granted. 3. The funds will be released upon receipt of all of the current year's grant recipient's signed award letters. 4. The Trustees must be notified of the following changes: a. Any material change In the program/project budget. b. Any material change in the status of the person responsible for the program/project. c. Any material change in the tax-exempt status of your organization.. d. Any material change in the initial purpose of the requested funds. (Example -van purchase for a program that goes out of existence within a year of a grant.) EXHIBIT "A" 5. A report is required to be submitted upon completion of the program/project. At the latest, a report must be submitted by May 31st next year. If the program/project is not completed by May 315t next year, an interim report is due at that time and additional reports must be submitted at least annually until the program/project is complete. Future grant requests will not be considered unless the appropriate reports have been received. You will receive an email notification with instructions on how to submit your Final Report via the Hancock Whitney Portal located on the Southeast Texas Nonprofit Development Center's website, www.setxnonDroft.org If any of these requirements pose special problems for your organization, please call us to discuss. Hancock Whitney Bank Wealth Management uses an online grant management' system to process all grant applications. Links to the online grant system can be found on the'Southeast Texas Nonprofit Development Center's website. www.setxnonprofit.org under the Hancock Whitney Portal tab. Please continue to look for information and updates on the Nonprofit Center's -website. Thank you for the contribution that your organization makes to this community. Our best wishes for your continued success. Sincerely, C),M \` n4�., Jean Moncla, J.D. and C.T.F.A. Vice President & Trust Relationship Manager Trust & Asset Management RECEIVED AND ACCEPTED THIS DAY OF SIGNED PRINTED NAME TITLE Ward Grant Application General Information General Information The Mamie McFaddin Ward Heritage Foundation was created by Mrs. Ward in 1976 with the primary purpose of restoring and supporting the Mamie McFaddin-Ward House which was built in 1905-6 in the Beaux-Arts Colonial style. The home, carriage house and gardens are open to the public. The McFaddin-Ward House Museum preserves and interprets the history of the home, the family and Southeast Texas. https://mcfaddin-ward.org In addition, the Foundation makes discretionary grants to local charities through an annual application process. Due consideration of grant applications is given by the Co -Trustees of the McFaddin Ward Foundation and the Committee named in the Declaration of Trust. Guidelines The following guidelines and comments are provided to assist applicants in the preparation of their grant requests and to provide some insight as to the manner in which grants are considered. 1. Grant requests should be submitted online to Hancock Whitney Wealth Management by August 31st to assure consideration along with all other applications received during the year. Submitted material will not be returned and becomes the property of the Foundation. 2. Applicants must have received tax exemption as a 501(c)(3) charitable organization prior to making application and must attach a copy of the IRS exemption letter to the grant online application. Grants may not be made to individuals. 3. A list of previous grants received by the Mamie McFaddin Ward Heritage Foundation is required as a part of this grant application. If no previous grants have been received from the Foundation, please respond "None". 4. The Affidavit form that is found in the Documents section of the online application must be printed, signed, notarized and uploaded to the application. 5. The primary purpose of the Mamie McFaddin Ward Heritage Foundation is to support the McFaddin-Ward House Museum, located in Beaumont, Texas. The Foundation may also make grants to non-profit organizations in the local community typically within the following giving areas: (1). the arts and culture (2) community services, (3) education, (4) health, and (5) services for the needy and disadvantaged in the Jefferson County, Texas area. 6. There are no formal restrictions as to the types of requests being considered', whether programming, project or capital improvement in nature. There are never enough funds available to meet the many worthwhile requests submitted for consideration. In order to meet as many of these needs as possible within the community, and to encourage organizations to expand their permanent services without becoming dependent upon the Foundation, the Granting Committee and Trustee prefer to move their support among various charities from time to time, and not to become a continuous supporter of any organization. There is a general policy against the funding of positions, salaries or other continuing operational expenses that would subject the organization to becoming dependent upon continued foundation support. Funds will not be provided for student loans; grants/scholarships or fellowships for individual students; for endowment funds; for annual fundraisers; or for annual operating budgets. 7. These guidelines are general in nature, with the Co -trustees and Granting Committee presuming that they will make exceptions and changes in any and all of these areas, within their own discretion, as they may from time to time deem appropriate. 8. Organizations may occasionally be requested to present a personal report to the Co -trustees and Granting Committee on the use of prior grants or for presentation of a grant under consideration. This will be done on an "invitation only" basis. No organization will have the right to such an interview unless in response to a unilateral request made by the Co -trustees and, Granting Committee. 9. The Co -trustees and Granting Committee may perform site visits to charitable organizations that have applied for a grant at its discretion. 10. All decisions relating to applications and grant awards are made by the Co -trustees and Granting Committee of the Mamie McFaddin Ward Heritage Trust and not by the individual members of the donor's family. 11. It is the Co -trustees and Granting Committee practice to notify all applicants of the decision concerning their requests. This usually occurs in November. All organizations who are awarded grant funds will be required to sign and return the letter agreement stating the terms of the grant award within 30 days of the notice. 12. A Final Report must be submitted upon completion of the program/project as described in the grant application or at least annually if the funds are not utilized in the time specified. Future grant requests will not be considered unless the appropriate reports have been received. A Final Report form is available online to all successful grant applicants. 13. General information and announcements regarding grant applications and the foundations managed by Hancock Whitney Wealth Management may be found on the website for the Southeast Texas Nonprofit Development Center. http://www.setxnonprofit.org Helpful Hints • Limit your use of bullets and other formatting. • Copy and paste as needed. • Log into your account at https://www.GrantRequest.com/SID_5740?SA=AM to access saved and submitted requests. • Add mail@grantapplication.com to your safe senders list to ensure you receive all system communications. anization Information Organization Information Organization Legal Name City of Beaumont Mailing Address (if Different) Street Address 801 Main street City State Beaumont TX ZIP Code 77701 Phone 8327630440 Fax 4098803112 E-mail Address miles.haynes@beaumonttexas.gov Web Address https://beaumonttexas.gov/ Tax ID 746000278 Date Organization was Established 12/16/1838 Entity Type Governmental or Quasi -Governmental Agency contacts Executive Director Prefix First Name Mr. Miles Last Name Haynes E-mail miles.haynes@beaumonttexas.gov Office Phone 8327630440 Grant Writer/Contact Person Yes Check here if same as Executive Director Prefix First Name Mr. Miles Last Name Haynes E-mail miles.haynes@beaumonttexas.gov Office Phone 8327630440 uest Information Request Information Amount of Request Date Needed 150000 10/31/2022 Total Project Budget 150000 Title of Request Restoration of the Robert Morton Organ in the Jefferson Theatre Brief Description Include Statement of Need We would like to restore and revive the Robert Morton Organ in the Jefferson Theater of Beaumont, Texas. Having the organ repaired and restored to quality standards, as set forth by the contractor. This will allow for the City of Beaumont to become competitive in the performing arts area in Texas and around the country. The City of Beaumont is currently investing over 30 million in the riverfront park which will generate more tourism. We are requesting 150,000 which will be a match to the contractor equipment in order to completely repair the organ. Person Responsible for Program/Project List Name and Qualifications City of Beaumont Number of People Served by This Request 253,136 ( Jefferson County ) Other Entities Being Asked for Funding Our goal is to request funding from other entities. Describe Plans to Evaluate the Program/Project The City of Beaumont will have staff review the maintenance while an organist operates the equipment. We will have contact with the American Theatre Organ Society to warrant their help in any way if needed. Program Area ARTS -PERFORMING ARTS Age of Population Served Adults (18-65) Organizational Histo History -and Structure Mission Statement To restore and revive the Robert Morton Organ in the Jefferson Theater of Beaumont, Texas, through a joint partnership. To raise the awareness and visibility of this vital piece of history, and to see the organ and historic venue enjoyed by the community for years to come. Brief History of the Organization and its Achievements The Jefferson Theater of Beaumont, Texas, opened November 14, 1927. This structure, then owned by the Jefferson Amusement Company, was the foremost movie palace in Beaumont. Replete with every amenity imaginable, it was equipped with perhaps one of the most complex and intriguing inventions of all time; a pipe organ. However, this was no ordinary organ, rather it was built by Robert Morton Organ Company of Van Nuys, California. The theatre has hosted thousands of events over the years, but perhaps one of the most remembered is the Saturday Morning Organ Club held in the Jefferson, with Mr. Al Sacker at the Organ. Only a handful of Robert Morton Organs are in their original home. Most have been destroyed, while some have removed from the theaters and put in private homes or in other venues. The exact number of Robert Morton Organs is unknown, but it is estimated that fewer than fifty Robert Morton Organs are in functioning order. The organ had many uses in its day, but the primary use was to accompany silent films, and. to "mimic" an orchestra in order to reduce the cost of leasing out an orchestra to play before and after films. The organ for the most part has been continually used over its 88 year history. ,Description of Existing Services Organ Movies Live Plays Concerts Objectives (next 3 to 5 years) • Show a silent movie during a film festival and use as it was intended. • Use the organ for preludes and postludes for events, including movies. • Use the organ during the annual "Brilliance" recitals. • Create a marketing plan to increase awareness of the Organ • Apply for more grant funding • Host more events to match the increase in tourism Geographical Area Served Select the primary area served Jefferson County, Texas Population Served General Population Organizations Offering Same or Similar Services None Major Grants/Gifts Sources (1-3 years) None Current Number of Local Staff and Volunteers 3 Trainings, Continuing Ed. or Seminars attended by local staff in the past year and who attended. Staff have Organization Officers President City of Beaumont Treasurer City of Beaumont Other Officers N/A Board Members Board Chair N/A Other Board Members N/A Attachments Attachments The following files are required to be uploaded prior to submission. Please do not submit a copy of your IRS Tax Form 990, as that information will be accessible utilizing your Tax ID number/Employer Identification Number (EIN), provided on your IRS Determination Letter. • To Upload a file, click the "Browse" or "choose File" button below. • Locate the document on your computer • Select the document and click OK • You will return to this screen • Click Upload. Project Budget Income and Expenses Document55.docx Project Timeline Document55_VER_I.docx IRS Determination Letter verifying tax-exempt status Document55 VER 2.docx Most Recent Audited Financial Statement Organizations applying for funding must submit a copy of their most recent fiscal! year Audit (Audited Financial Statements) completed by an outside, independent Certified Public Accountant (CPA). If your organization has not had a financial audit, please submit a copy of: 1) a Review; or 2) a Compilation; completed by an outside, independent CPA. Document55 VER 3.docx Profit/Loss Statement Most recent Year -to -Date, detailed statements of income and expenses, i.e. Profit & Loss (P&L) Statement Document55—VER-4.docx Balance Sheet Most recent Balance Sheet Document55—VER-5.docx Current Operating Budget Current year, Board approved, Operating Budget Document55 VER 6.docx Certification/Affidavit Form Please go to the Southeast Texas Nonprofit Development Center's website for a copy of the Affidavit/Notarization Template. The Affidavit must be signed, notarized and attached. 20220906104249499 (2).pdf Proposal To Upgrade the Jefferson Theatre Robert -Morton Organ To keep Jefferson Theatre's Robert -Morton Organ viable, it needs to be extremely impressive to all, and especially youth. It is a wonderful candidate for;expansion: with an excellent acoustical space inside the Jefferson auditorium and a lot of room for additional pipes, and copious console bolster room for additional stop controls. The additions will be as follows. The MAIN chamber: 16'- 8' Tuba Profunda - 73 pipes; 8'- 2' Tibia Clausa - 85 pipes; 8' Clarinet - 61 pipes; The SOLO Chamber: 8' Solo Vox Humana - 61 pipes; 8' English Posthorn - 61pipes; 8' Trumpet - 61 pipes; 8' Orchestral Oboe - 61 pipes; 8' Brass Saxophone - 61 pipes; .16' Horn Diapason - 73 pipes; 8'- 4' Salicional - 73 pipes; 8'- 4' Voix Celeste - 73 pipes; 16' Tibia Clausa - low 12 pipes; Marimba -Harp - 49 rosewood bars. Tom Helms has all the required wind chests for the Jefferson's organ expansion, plus a few of the additional ranks. The wind chests that hold the pipes are by far the most expensive part of any pipe organ. Tom has extended a request across the country for the other needed ranks. Hopefully he can locate them in a timely manner. He may need to have several of the hard to find ranks built. Two of the three largest 16' pipes, plus the Robert -Morton Marimba/Harp are in his workshop, ready to go. Tom is also seeking advice for the original blower in the basement of the Jefferson which is too small already. A replacement blower or an additional blower may be required. The additional console stops and switches will be ordered new to match the original stops. Tom Helms indicated that he is willing to donate all of the above (estimated value $150,000.00). It will require an additional $150,000.00 (close estimate) for all of the transportation and installation costs. The original organ, although impressive is a "bare bones" model for accompanying silent films and vaudeville acts. It currently isn't an impressive solo "star of the show" or "show stopper". It can very easily become by far the best in Texas! In a conversation with Tom, he told me that if we do this expansion, it; will result in a 100 % increase in color and potential power... jazzy brass, colorful Oboes, Clarinets, Saxophones, Violins, plus a Harp too. The newly found richness and balance of tone will be thrilling. For those wanting to hear the original instrument, it will of course, be right there. All the difficult aspects have already been accomplished. It will become an even more spectacular drawing card for the Jefferson and a great educational tool for the Beaumont area. The Jefferson will gain international attention from this upgrade to the instrument. ,fir . �^.� _ -�, � � � is ;';• . �,�� P �K �s � _ - hG � _ r �..--- I � _ l , � f 1 ,) �� �: , � 1 � � s ` it � � 1 ' � � , i ` � i •;