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APPLICATION GUIDELINES

Fund for Downtown Programming Jamestown Local Development Corporation

Table of Contents

1.0 General Information

1.1 Preface

1.2 Objectives/Statement of Purpose

1.3 Target Area

2.0 Administrative Structure


2.2 FDP Approval Committee - Membership

2.3 Grant Applications Programming Committee Review

3.0 Application Availability & Information

3.1 Instructions & Application Availability

3.2 Public Informational Meetings

4.0 Eligibility & Financing Structure

4.1 Eligible Applicants, Venues, and Locations

4.2 Ineligible Applicants

4.3 Eligible Expenses

4.4 Ineligible Expenses

4.5 Financing Options

4.6 Grants and Loans Amounts

4.7 Underwriting Criteria


5.0 Project Review & Selection Process

5.1 Application, Review, and Approval Overview

5.2 Application Period

5.3 Selection & Review Requirements

5.4 Funding Determination

5.5 Commitment Fee

5.6 Conflicts of Interest

6.0 Program Compliance & Financial Management

6.1 Contracting Procedures

6.2 Final Project Review

6.3 Financial Management

6.4 Program Compliance

6.5 Covenants of the Recipient

6.6 Fund Sustainability


Section 1. General Information

1.1 Preface The Fund for Downtown Programing (FDP) is one of the 2016 Downtown Revitalization Initiative (DRI)

projects that was included in the submitted Strategic Investment Plan for the City of Jamestown and was

awarded funding in the amount of $600,000 that will be administered through Homes and Community

Renewal (HCR) and the Housing Trust Fund Corporation (HTFC) of New York State.

1.2 Objectives/Statement of Purpose

Fund and execute all-season programming to attract a diverse group of both local and regional audiences to the Downtown DRI target area and Greater Jamestown Riverwalk through a fund that will coordinate and supplement current programming efforts by being able to produce events that can attract a higher level of talent and name recognition that can draw large audiences, that wouldn’t otherwise be financially feasible for the market and venue capacity. The FDP can also especially encourage an influx of patrons to downtown businesses to specifically capture the increased population that lives and visits Chautauqua County during the summer months from homeowners and rentals surrounding Lake Chautauqua as well as Chautauqua Institution visitors with large scale festivals and entertainment on the Riverwalk, Comedy Center Park, and the proposed Jamestown Piazza at the National Comedy Center. Increased financial resources will improve coordination and supplement efforts currently undertaken by individual cultural attractions and local foundations. The FDP will provide flexible funding mechanisms that can be in the form of a reimbursable grant, loan, or a combination thereof to qualified local attractions, theaters, arenas, for-profit and not-for-profit organizations and promotors that have the ability, capacity, experience, and resources to promote performance related events and festivals that will bring large number of individuals into Downtown Jamestown that will in-turn stimulate increased economic activity and development. The FDP aligns with the DRI strategy to support secondary activities to extend and enrich the Downtown stay, and the WNY REDC strategies to invest in tourism industries. Additional programming along with enhanced marketing and fundraising efforts will support the creation of a more vibrant Downtown Jamestown while contributing to a strengthened and cohesive Downtown that will build upon established attractions and venues to generate increased visitation and hotel stays in Downtown Jamestown.


1.3 Target Area

All locations for FDP funding consideration of events in venues, festivals, attractions, theaters, etc. must be located within the defined DRI area. See map below:

Section 2. Administrative Structure


The Downtown Grant Program will be administered and overseen by the Jamestown Local Development

Corporation (JLDC).

2.2 Programming Committee

The Mayor (JLDC President)has appointed a (7) member Programming Committee that includes the JLDC Executive Director; four (4) at-large committee members that are not members of JLDC Board; and two (2) JLDC Board Members to solicit and review all applications submitted to the JLDC for consideration for a loan/grant for a program or event.


2.3 FDP Approval Committee—Membership

JLDC Membership: The City of Jamestown, New York The JLDC nine (9) person Board of Directors that must be a resident of the City of Jamestown will serve to confer final local approval for all grant and loan requests. The JLDC Board of Directors will review and approve all applications for funding for loans/grants after receiving a recommendation from the Programming Committee.

Section 3. Application Availability and Information

3.1 Instructions and Application Availability

Instructions and applications for the program will be available in hard-copy format at the Municipal

Building, 3rd floor, Office for JLDC. Digital versions will be posted online on the City website.

Instructions and applications will also be disbursed during canvassing and during public informational

meetings.

3.2 Public Informational Meetings and Assistance

The Jamestown Local Development Corporation will host public meetings to allow for the presentation

of the program and to answer any questions. Examples of such meetings may include:

Kick-Off Meeting – The Jamestown Local Development Corporation will conduct a public workshop on

Tuesday, September 11, 2018 at 3:00PM in the 3rd on 3rd Gallery at the Reg Lenna Center for the Arts,

at 116 E 3rd St, Jamestown, New York. The purpose of the public workshop is to introduce the Fund for

Downtown Programming (FDP) grant program and assist potential applicants with the application

process.

On-Going Technical Assistance – Department of Development (JLDC & JURA) staff will be available, by

appointment, Monday - Friday 8:30 - 4:30 in City Hall to answer any FDP questions or assist with

applications.


Section 4. Eligibility and Financing Structure

4.1 Eligible Applicants, Venues, and Locations

All events must be open to the public as either a paid admission or free event in either a private or

public space. Eligible applicants include the established performance venues and attractions and their

respective organizations within the DRI target area, as well as for-profit and not-for-profit organizations

that would utilize any one of the performance venues within the DRI target area as a rental for

programming. The Greater Jamestown Riverwalk that extends from Brooklyn Square to McCrae Point

could also become a potential venue for festival and large-scale programming activities designed to

bring large groups of people to Downtown Jamestown that are within the DRI target area. Additionally,

the public right-of-ways such as streets and Tracy Plaza at the Municipal Building could be a potential

site for large scale festivals and events with proper notifications and a completed Event Application to

the Clerk for the City of Jamestown, and with and City Council approval.

Examples of potential venues, organizations, and locations include but are not limited to the following:

(a) Reg Lenna Center for the Arts

(b) Lucille Ball Little Theater

(c) Robert H. Jackson Center

(d) Northwest Arena

(e) National Comedy Center

(f) Jamestown Renaissance Corporation

(g) Spire Theater Complex

(h) Willow Bay Theater

(i) Greater Jamestown Riverwalk

(j) Street Festivals and Events in DRI Target Area

(k) Comedy Center Park

(l) McCrae Point Park

(m) Proposed “Jamestown Piazza” on West Second Street

(n) Wintergarden Park

(o) Crystal Ball Room at the Hotel Jamestown

(p) Mixed-Use privately owned venues that may include but are not limited to:

a. Jamestown Brewing Company

b. DoubleTree Hotel

c. 3 Vikings Ballroom & Event Center

d. Shawbucks

e. Former Key Bank Building

f. Former HSBC Building


4.2 Ineligible Applicants

Ineligible applicants will be those organizations or entities that propose programming events for

consideration of FDP funding that are not open to the general public as either a paid admission or a free

event. Additionally, applicants presenting events that are political in nature to promote a specific

candidate, political party, agenda, or issue shall be deemed ineligible for consideration for FDP funding.

Any proposed programming event that has an issue based agenda that doesn’t promote inclusiveness of

the general public, or for the general good of the public and the City shall be deemed ineligible for

consideration.

Applications for events that are considered and deemed a repeat of a previous event that has occurred

or could occur without a grant subsidy are ineligible for consideration unless an additional component

to the event that would significantly change the character and the number of people attending the

event.

4. 3 Eligible Expenses

The Fund for Downtown Programming has been established to create a significant economic impact for

established attractions and businesses that would benefit from the influx of visitors and guests to an

event in the Downtown Jamestown DRI target area. The FDP can also have a social and cultural impact

that will further activate the Greater Jamestown Riverwalk and downtown streets by attracting local,

regional, and out of state visitors for events funded that wouldn’t be able to do so, but for the FDP.

The Programming Committee will evaluate the application submitted for proposed expenses for the

event to make a recommendation to the JLDC Board of Directors as to whether or not the expense

should be considered as an eligible expense under the FDP.

Eligible expenses that can be applied for consideration as grants and loans can include, but are not

limited to:

1. The expense of procurement of professional talent. This can include but is not limited to:

musicians, live theater productions, comedians, celebrities, lecturers, and other performers.

Additionally, this can also include rider requirements for the professional performers as eligible

expenses.

2. Sound, staging, lighting, rigging equipment rental, and any other technical equipment that may

be necessary for the event production.

3. Marketing—this can include media purchases such as newspaper, radio, television, social media,

and printing.

4. Security for the event.

5. Costs for permitting for the event.

6. Stage hands salaries and expenses.

7. Venue Rental—only if the sponsor applicant is not affiliated with the event venue.

8. Professional Services such as legal or accounting from NYS licensed professionals.

9. Event management services from an organization not affiliated with the event applicant that

specifically specializes in the type of event proposed that can increase the likelihood for success,

and can also include talent procurement.


4. 4 Ineligible Expenses

Ineligible expenses for grant or loan from FDP consideration can include but are not limited to:

1. Salary expenses for applicant organization and staff.

2. Purchase of any alcohol, food, or merchandise to sell at the event to the public.

3. Any fee or administrative charge from the sponsor applicant for the event and or management

of the event.

4. 5 Financing Options

The Jamestown Local Development Corporation will make a combination of grants and loans available

for the Downtown Programming Fund that are deemed to be eligible and reasonable expenses by the

FDP Programming Committee and JLDC Board of Directors granting final approval. After grant funds are

expended, the JLDC will continue to offer loans and grants for Downtown Jamestown programming from

the loan repayment proceeds to be placed in a dedicated “fund” to be only used as prescribed in this

Administrative Plan for FDP. The “fund” will increase the longevity and sustainability of the FDP

program after the grant funds have been expended.

The amount of grant and loan assistance is to be determined on an individual case-by-case basis that will

take into account the anticipated impact of the event for the number of visitors and economic impact

for established businesses including restaurants, hotels, and retail establishments. Additionally, an

itemized Sources and Uses financial statement will be prepared before the event that will determine the

level of funding provided upon review by the Programming Committee with recommendations for

funding amounts made to the JLDC Board of Directors that can accept, amend, or reject the application

and the recommendations.

All approved grants are reimbursable in nature. This means that all requests for disbursement of funds

include invoices with proof of full payment. However, if there is a need for funds for upfront costs and

expenses before the event, funds may be released prior to the event on a cost incurred basis and would

be considered a loan to be repaid within 30 days as described in 4.6, and approved as part of the award

process as a loan. The loan would require an invoice to document the expense and demonstration of

need to make payment before the event. To proceed with this scenario, JLDC would require project

applicant to pay for the cost of a fidelity bond/crime bond in the amount of the largest anticipated

payment request.

The grant funds approved will be released upon submittal of all invoices and necessary documents at

the conclusion of the event. All invoices for eligible project costs will be submitted to JLDC which reflect

the name and address of the contractor/payee, the services or equipment provided, and amount

invoiced. All payments will be issued as two-party checks to the contractor and project applicant if not

already paid by the applicant with proof of payment. A final Income Statement will also be required

from the project applicant for reimbursement of grant and final loan settlement amount.


4.6 Grant & Loan Amounts

A reimbursable grant of up to $50,000 can be awarded for an event that includes professional

performance talent at an attraction venue or a non-traditional space for performance such as a street

festival in the public right-of-way, on the Greater Jamestown Riverwalk or other public or private

property in the Downtown Jamestown DRI target area for all eligible costs and expenses as defined in

Section 4.3. A minimum of 10% of the costs for the event is required from the applicant as a match.

If budgeted expected eligible costs for production of the event exceed $75,000.00 with a grant awarded

up to $50,000, an amount up to $25,000 can be used additionally as a loan to be repaid within 30 days

of the event for upfront costs before the event such as deposits for talent, marketing, equipment rental,

and any other expenses deemed eligible costs by the JLDC Board of Directors. Maximum award is

$75,000.00 (grant & loan) for each event.

The JLDC Board of Directors will take into consideration the level of the grant award that will be

determined by the talent level, the ability to draw and attract large enough audiences to the venue, a

reasonable ticket price can be offered to the public, substantial economic impact that can be anticipated

and realized for businesses in the Downtown Jamestown DRI target area, and projected net revenue

from ticket sales.

4.6.1 Criteria for Award Funding Amount

Each application for an event will be reviewed and if approved by the JLDC Board of Directors and meets

the following conditions the amount requested will be awarded:

(a) Eligibility as defined in Sections 4.1 and 4.2

(b) Meets the criteria for event expenses and matching amounts in Sections 4.3, 4.4, 4.5, 4.6, 4.7

(c) Section 5.3 Project Selection and Review Criteria

(d) Section 6.4 Program Compliance

4.6.2 Grants and Loans Terms and Rates

Program funds will be made available in the form of grants and/or loans. Funds will be awarded based

on how closely the project aligns with the goals of the DRI Strategic Investment Plan, funding needed,

and JDLC’s underwriting criteria (see Section 4.6).

Grant funds will be made available on a reimbursement basis after all invoices and final accounting has

been submitted and approved by JLDC staff. Loan funds will be made available on a cost incurred basis

before the date of the event. Program loans are offered at 2% simple interest from the time of

disbursement up to final payment which must be made within (30) days of the event completion.


4.7 Underwriting Criteria

The Jamestown Local Development Corporation will ensure that applicants and Program events that are

eligible for the DRI Fund for Downtown Programming meet the following underwriting criteria:

(a) Project costs are eligible costs and are reasonable in nature.

(b) All sources of project match revenue are defined and committed.

(c) The project event is financially feasible with realistic projections.

(d) For applicants that will be applying for loan funds, the applicant’s credit history indicates they

are an acceptable investment risk.

(e) The project applicant team is experienced in the proposed type of event, and can demonstrate a

history of successful event production and presentation.

(f) A detailed Sources and Uses budget is presented with the application.

(g) A Promissory Note is to be signed by the Project applicant if a loan is awarded/disbursed that

guarantees repayment even in the event that the Program event fails to take place.

(h) All loans are to repaid within (30) days of the event completion unless otherwise requested and

approved in writing by the JLDC Board.

Section 5. Project Review & Selection Process

5.1 Application, Review, and Approval Overview

The Jamestown Local Development Corporation (JLDC) will use the following review and selection

process consistently throughout the term of the Downtown Jamestown DRI target are Fund for

Downtown Programing which includes a four step process for review and approval.

(a) Applications are available and processed through the office of the Jamestown Local

Development Corporation administrative staff office.

(b) Applications are first reviewed by JLDC staff and brought forth to a scheduled meeting of the

Programming Committee for recommendations and further analysis. The JLDC staff will initially

work with the applicant to insure that a complete application has been submitted, and will meet

with the applicant to gain a full understanding for the proposed event, need for funding, and

expected outcomes.

(c) The project applicant will have the opportunity to present their application during the scheduled

meeting of the Programming Committee for review of the project application to address any

questions, concerns, or provide additional information and details for the proposal. A

recommendation will be made by the Programming Committee for the JLDC Board of Directors

for the feasibility of the project application and amounts recommended for grants and loan

requests. Any application that is rejected or receives a negative recommendation by the

Programming Committee will not be forwarded to the JLDC Board for funding consideration. A

written report will be sent to the JLDC Board that specially details the reasons for rejection for

an application for their information.


(d) The JLDC Board meeting will be scheduled after a thorough review of the application by the

Programming Committee achieving a positive recommendation. The JLDC will hold public

meeting to review the project event application and staff report. The project applicant will

again have the opportunity to address the JLDC Board to further answer any questions or

concerns. The JLDC Board would then meet in Executive Session to discuss any personal or

proprietary financial information related to the project application. A recommendation for

approval for funding if the project meets eligibility requirements will then be made in open

session with a majority vote necessary for approval.

(e) Approved project information is transmitted to HTFC for final review and approval; HTFC may

request additional information or clarification. Once approval is received from HTFC, the

applicant will receive grant/loan documents and contracts to be signed. Once the grant is

closed, the monies will be available for reimbursement.

5.2 Application Period

Applications for the FDP will be available at the offices of the Jamestown Local Development

Corporation in the Municipal Building, 3rd Floor. Applications and criteria information and instructions

will also be available on the City’s website.

Applications will be accepted on a rolling basis beginning September 1, 2018. Applications should be

submitted at minimum 60 days prior to the event to insure that there is ample opportunity for review

by the JLDC staff, Programming Committee, JLDC Board, and the HTFC. Applicants should anticipate up

to 30 days for the review and approval process by the JLDC Programming Committee. Any event that is

proposed in the public right-of-way must have at least (120) days for all necessary permits and reviews

for a Project application for FDP to be considered.

5.3 Selection and Review Criteria

During the project selection and review process, priority will be given to the Projects that:

(a) Address the goals in the Downtown Revitalization Initiative Strategic Investment Plan.

(b) The event has the ability to draw both locals and visitors to the venue in substantial numbers to

create significant economic impact for businesses within the DRI target area, and the City of

Jamestown.

(c) The project event applicant has taken into consideration and has developed a viable plan for all

logistics including but not limited to: event permits and applications from the City of Jamestown,

NYS Liquor Authority (if necessary), Chautauqua County Health Department (prepared food);

traffic considerations; security; post event clean-up of public and private space outdoors.

(d) There is adequate time available for project review and implementation from the point of

application submission.

(e) The project applicant demonstrates the maximum amount of private investment as a match and

leverage for the proposed event with a minimum match of 25% of the total project event

production cost amount.


(f) Project applicant must be able to provide proof of liability insurance of at least two million

dollars ($2,000,000) that will name the City of Jamestown, Jamestown Urban Renewal Agency,

and the Jamestown Local Development Corporation as additional insured for all events.

(g) The Project applicant can demonstrate the overall feasibility and readiness of the project.

(h) Three (3) Project event award(s) can be made to any entity, organization, or venue in a calendar

year when it is the venue operational organization as the Project applicant.

5.4 Funding Determination

The Jamestown Local Development Corporation will advise applicants on the disposition of an

application within (3) business days of approval from HTFC. JLDC will mail a letter to the applicant that

awards or declines the funding request, includes the grant and or loan amounts for the project event

including the terms and conditions for the loan that will be filed with the Chautauqua County Clerk.

5.5 Commitment Fee

Following the approval/award of grant funds, each applicant must provide a commitment fee—not to

exceed $750.00—with the project commitment letter. The commitment fee will be vary depending on

the size and scope of the project event grant/loan amount at 1.0% of the combined amount. The paid

commitment fee will be non-refundable, but can be counted toward the match requirement.

5.6 Conflicts of Interest

Members of the Programming Committee or the JLDC Board shall recuse themselves from taking part in

any discussion or voting on any applications for grants and loan funds for which they are the applicant or

will benefit from grant and or loan funding in any way, perceived or otherwise. Members of either the

Programming committee or the JLDC Board are required to proactively reveal any conflict of interest

that may exist in regard to a particular Project event application. Conflicts of interest will be recorded in

the minutes of the JLDC Board.

Section 6. Contracting, Program Compliance & Financial Management

6.1 Contracting Procedures

The Jamestown Local Development Corporation will enter into a Participant Grant Agreement with the

Project applicant to provide the financial grant and/or loan assistance. The agreement will outline the

roles and responsibilities for both the DRI community and the participating Project organization

applicant.


6.2 Final Project Review

A preliminary review of the Project for the proposed event by the JLDC administrative staff and the

Project applicant organization shall be conducted at least (10) business days before the event. A

checklist for the logistics will be created and developed by both the JLDC staff and the Program applicant

that will become a part of the Participant Grant Agreement for review. A review of key benchmarks to

determine event readiness will help to insure Project success. A final review will occur at least (3)

business days before the event with JLDC staff and applicant if it is felt by JLDC staff that all indicators

for event success have not been satisfied during the preliminary review.

6.3 Financial Management

The City of Jamestown’s Chief Financial Officer, Comptroller, will be responsible for all financial

transactions under this contract. The Financial Coordinator for the JLDC administrative staff will prepare

all financial documents and vouchers that will require the signatures from the Comptroller and Director

of Administrative Services for the City of Jamestown for approval of requests for disbursement funds

from HTFC.

6.4 Program Compliance

Housing Trust Fund Corporation reserves the right to change or disallow aspects of the application and

make any such changes conditions of its commitment to provide funding to a project or program. The

Jamestown Local Development Corporation will address any additional requirements or conditions for

approval.

6.5 Covenants of the Recipient

The Jamestown Local Development Corporation will comply with all applicable statutes, guidelines,

regulations, policies and procedures of the program. Any defect or departure from the approved

Administrative Plan will be requested and approved in writing. The Jamestown Local Development

Corporation will refer to the Grant Agreement and associated schedule(s) for a summary of the awarded

program activities, budget and projected accomplishments.

6.6 Fund Sustainability

All loan repayment funds from an event will be deposited into a dedicated account that will be managed

by JLDC for consideration of funding for future event applications until the fund is depleted.

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