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Ames City COTA outlines fall 2025 special-project grant rules, deadlines and limits
Summary
At an April 7 workshop, Ames City COTA reviewed fall 2025 special-project grant eligibility, noting projects must occur July–December 2025, applicants need not have an annual grant to apply, a 25% non-city funding preference, and that certain costs (capital improvements, staff wages, out-of-state travel) are ineligible.
The Ames City COTA on April 7 held a workshop to review the fall 2025 special-project grant cycle, eligibility criteria, deadlines and application procedures for organizations seeking one-time arts funding.
Staff explained the fall cycle covers projects that occur between July and December 2025. Applications were described as due 11 days after the April 7 workshop (staff stated the deadline as 11 days from the meeting), hearings will be held at the May meeting, and funding recommendations will be made in June. Staff said final reports for awarded projects must be submitted to the city manager’s office and indicated a January 2026 deadline for final reports.
Eligibility and application details Staff said the fall special-project grants are for organizations that are not for profit and are not government entities; applicants need not have an annual grant to apply. Organizations must be located in Ames and should include arts-related purposes in their bylaws or guiding documents. Applications must demonstrate need, describe who will be served and explain how funds will be used. Staff said they prefer to see at least 25% of project funding coming from other sources.
Ineligible expenses cited by staff included capital improvements such as facility remodeling; purchases of permanent supplies; tuition; staff wages; out-of-state travel; debt repayment; hospitality expenses; and costs not incurred during the grant period. Staff said applicants should include an authorized signature on the application and may submit optional supporting materials.
Questions from organizations Carol Gilson, who identified herself as president of the Ames Choral Society, asked whether hiring outside/contract musicians for concerts would be eligible and whether live-streaming equipment could be funded. Staff responded that paying contract musicians could be eligible if that cost was not already funded in an organization’s annual grant and suggested that renting equipment could be a possible path where direct equipment purchases would be ineligible.
How to apply Staff said applications and final reports are submitted to the city manager’s office or via the committee email address provided at the meeting. Staff also encouraged organizations to attend the hearings in May; representatives from applicant organizations will be asked to present briefly and answer questions during the May meeting.
The committee confirmed its next meeting for May 5 and adjourned.
