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9.A.

City Council Draft Agenda

Meeting Date:: 05/19/2026
Co-Submitter:: David McIntire
From:: Jana Weldon, Beautification Arts & Sciences Program Manager

TITLE:

Consideration and Approval of Contract Addendum to Contract No. 2025-176: to adopt Creative Flagstaff FY27 Scope of Work and Price.

STAFF RECOMMENDED ACTION:

Approve the Contract Addendum with Creative Flagstaff to establish the FY Scope of Work and price of $1,011,250.00.
Authorize the City Manager to execute all necessary documents.

Executive Summary:

In 2025 the City entered into a contract with Flagstaff Arts Council doing business as Creative Flagstaff (Contractor). Contractor serves both as a Grant Making Agency (GMA), and as a Lead Arts Agency (LAA) on behalf of the City. The GMA provides a competitive process for the arts community to apply for grants. The LAA activities focus on elevating the arts in Flagstaff through educational workshops, events, and exhibitions.

Each year the City Council is asked to approve an addendum to the Contract, to establish a specific scope of work and budget for the upcoming fiscal year. The proposed addendum includes the following:

For FY27 GMA activities, the arts, culture, and sciences grants, which are passed through to the non-profits for operating and project support, the budget is $675,000. The grant administration fee is 15% or $101,250, an industry standard. Total budget is $776,250. Changes from FY26 include:

• The grant funding for ARTx decreased for FY27 from $125,000 to $50,000. ARTx as a larger festival is a biennial. In off years like FY27, smaller scope events will occur at First Friday Art Walks and venues such as the Arboretum.
• Grants for General Operating Support increased from $490,000 to $500,000. Grants for Capacity Building and Innovation Projects remained constant at $125,000.
• Changes to the application process to streamline and reflect best practices.

For FY27 LAA activities, the budget is $234,600. The specific plans and activities are outlined in the addendum (attached). Changes from FY26 include:

• Leadership for ARTx decreased for FY27 from $100,000 to $50,000. ARTx as a larger festival is a biennial. In off years like FY27, smaller scope events will occur at First Friday Art Walks and venues such as the Arboretum.
• Leadership funding for exhibitions, educational workshops increased for FY27
• New additions under Multigenerational programming include a new afterschool program and a new interactive space in Coconino Center for the Arts’ exhibition space.
• Resume building, grant writing, finance, and art documentation are the focus of the free workshops offered to the art community.
• Nightvisions – Amber is one of five new exhibitions at the Coconino Center for the Arts

This Contract is funded by a 2% local transaction privilege tax on gross revenues from the hotel and restaurant industries, also known as the Bed, Board & Beverage or BBB tax.

Financial Impact:

Project Name : Lead Arts Agency and Grantmaking Agency for Arts, Culture and Science
Cost : $1,011,250
Account Number Budgeted : 054-07-216-0872-5-4273: Service Partner Contracts; 054-07-216-0873-5-4273: Service Partner Contracts
FY27 Budgeted Amount : $1,011,250 ($235,000 LAA and $776,250 GMA pass-through and administration)
Grant Funded: NA
Funding Source : BBB - Arts and Science funding

Policy Impact:

There is no major policy impact. The Contract (and proposed Addendum) continue the City's historical practice of supporting the arts community.

Previous Council Decision or Community Discussion:

Council set to hear on Creative Flagstaff's Annual Report for FY26, on May 12, 2026.

Council approved a five-year contract, with three one-year extensions, with Creative Flagstaff to serve as the City's Lead Arts Agency (LAA) and Grantmaking Agency (GMA) for Arts, Culture and Science on May 20, 2025 (attached).

Council heard a presentation of the City’s Arts, Culture and Science survey on January 14, 2025.

Beautification and Public Art Commission (BPAC) is set to approve FY27 budget that includes $1,011,250 for the Creative Flagstaff addendum on May 11, 2026.

BPAC heard a presentation of Creative Flagstaff’s LAA programming and GMA administration overview on March 9, 2026.

BPAC heard a presentation on pass through project grants, Arts & Sciences Innovation/Capacity Building and ARTx, administered by Creative Flagstaff on February 9, 2026.

Options and Alternatives to Recommended Action:

Council may approve the Addendum for FY27.

Council may request changes to the Addendum, and staff will work to negotiate those changes with Creative Flagstaff.

Council may reject the Addendum, and provide guidance on next steps.

Background and History:

As stated above, the contract has two distinct components, but these components will support and enhance each other. The LAA Scope of Work activities include serving as the coordinating agency for the arts, culture and science endeavors in the Flagstaff area including, but not limited to:

a. Long-range planning to address opportunities and gaps in sector and infrastructure.
b. Leadership and coordination with outside agencies, as well as within the community.
c. Promotional activities for the community and the sector to enhance participation, audiences, community awareness, and potential funding.
d. General and technical support for individuals, programs, activities and organizations.
e. Enhancement of community funding through grants and other means.
f. and serving as a source of direct arts, science and cultural provision generating exhibitions and events that enhance the sector and provide vitality to the community. This will increase participation opportunities for residents and stimulate public and private support for arts, culture and science endeavors. Offerings will be reviewed as a part of the amended scope of services each year.

In the accomplishment of these items there are requirements, also outlined in the scope of work, for the LAA staff to meet with City staff to coordinate the activities and to present accomplishments and updates to City Council annually. The specifics of their efforts to achieve the scope of work above are outlined in the Addendum and will be updated each year based on the available budget and best use of funds. This year's addendum includes specific professional development activities and workshops, festivals such as ArtX, performances and exhibitions at the Coconino Center for the Arts, and a myriad of others.

As Grantmaking Agency (GMA), Creative Flagstaff is responsible for providing a fair and impartial grant process. Specifically, they will be appointing a review committee composed of area residents with one member representing the City Arts and Science Program which shall:

1. Review funding proposals programmatically, financially and administratively using a ranking system and taking into account availability of funding, diversity of offerings and demonstrated public benefit from proposals.
2. Make funding recommendations which shall be approved by the GMA Board of Directors prior to disbursement.
3. Disburse all funding in a timely and effective manner.
4. Notify organizations of requirements and payment schedules.
5. Monitor funded programs and finances for compliance.
6. GMA will provide the following deliverables:

a. Annual Request for Proposals document prior to release. City will be able to request amendments to ensure process achieves City goals.
b. Annual meeting with City staff to discuss any desired adjustments to the process.
c. Proposed service agreement text. City will review for consistency with City goals.
d. Rating and evaluation form used for the scoring of proposals.
e. Verbal presentation to City Council and written report summarizing funding allocations and benefits achieved through grant process.

Alongside the above, the GMA is also obligated to meet with City staff once a year to go over improvements and ideas for the process.

These cumulative efforts are designed to create direct artistic impact through festivals, exhibits and performances, provide professional development to non-profits and creatives directly, and provide funding for great art, science and culture in the community. Flagstaff gives a larger amount of grant funding towards these activities than most cities and this was applauded in public comment as part of the surveys. In times when Federal and State resources seem less certain, these funds become a critical tool in helping Flagstaff residents create amazing art, culture and science and add to the quality of life and fabric of the community.

This contract was originally procured through a formal Request for Proposals, wherein Creative Flagstaff was the singular proposer, and was determined by the evaluation committee to be fit to perform this work.

Connection to PBB Priorities and Objectives:

Livable Community - Work with regional partners that provide equitable and inclusive educational and cultural opportunities for Flagstaff residents of all ages; Provide activities that support a healthy lifestyle.

Robust and Resilient Economy -Support and strengthen a robust and resilient economy

Sustainable and Innovative Infrastructure - Support the community's social infrastructure needs; assist those partner organizations that provide services the City does not.

Connection to Regional Plan:

Goal CC.5 Support and promote art, sciences and education resources for all to experience.

Connection to Carbon Neutrality Plan:

There is no direct connection to the Carbon Neutrality Plan although some grants may have a component supporting this goal.

Connection to 10-Year Housing Plan:

None

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