ZAP Tier I + Zoological Orientation Meeting Minutes DRAFT
Notice Type(s)
Meeting
Event Start Date & Time
June 10, 2025 01:00 PM
Event End Date & Time
June 10, 2025 04:00 PM
Description/Agenda
Tier I + Zoological Advisory Board Orientation
Thursday, June 10, 2025 | 1:00-4:00 PM
Mid-Valley Performing Arts Center, Centennial Room
2525 Taylorsville Blvd. Taylorsville, UT 84129
DRAFT In-Person Meeting MEETING MINUTES
Attendees
Board Members: Peter Klinge, Amanda Mulia, Lynette Wendel, Andrea Michelle Hansen, Heidi Prokop, Noemi Hernandez-Balcazar.
Staff Members and Guests: Samantha Thermos ZAP Program Director, Kelsey Ellis ZAP Impact Manager, Cody Goetz ZAP Grants & Communications Coordinator, Craig Wangsgard, SLCo Senior Deputy District Attorney, Dustyn Burt ZAP Program Assistant, Gracyn Hinojosa ZAP Program Intern.
I. Call to Order, Welcome & Introductions: Samantha Thermos welcomed everyone at 1:10 pm. Explained that this is a joint training of both ZAP Advisory Boards. Board members from Tier I & Tier II introduced themselves and advised which board they serve on. Acting Chair, Peter Klinge called the meeting to order.
II. Public Comment Period - Chair Jacobs asked if there were any members of the public present who would like to speak; no public attendees. No public comments.
III. Agenda Overview: Samantha Thermos, Program Director
a. Agenda, Materials & Breakout Session Logistics. Ms. Thermos went over the agenda and advised the Board of the materials that would be addressed today.
b. In an effort to respect the schedule of Craig Wangsgard, Senior Deputy District Attorney, Open & Public Meeting Act Training was moved up on the agenda.
IV. Utah Open & Public Meetings Act Training
a. Craig Wangsgard, Senior Deputy District Attorney: Mr. Wangsgard went over the Public Meetings Act listed below; he answered the Board's questions on closed meetings, quorum requirements, agendas, posting notices, voting, etc.
b. Mr. Wangsgard will provide a summary Open and Public Meeting Act - 2025 Annual Training document for the Boards to reference. The purpose of this document is to provide Board members with annual training on the requirements of the Utah Open and Public Meetings Act, as required by Utah Code Ann. § 52-4-104. This document provides a general overview of the Act's requirements and should not be considered exhaustive. Questions on specific legal issues related to the Act should be directed to the District Attorney's Office.
Action Item: Approve Advisory Board 10.8.24 Meeting Minutes - Chair Hobfoll asked if there were any comments on the minutes, if any edits were needed. Brief discussion on the reason for the 10.8.24 meeting, no other questions on the minutes.
Mayor Burton made a motion to accept the minutes; it was seconded by Mr.Pherson. Ms. Hobfoll asked if anyone opposed; no one opposed, the motion passed unanimously.
V. ZAP Program & Arts & Culture Division
a. ZAP Program: Cody Goetz, ZAP Grants and Communications Coordinator
Mr. Goetz presented the ZAP updates and happenings. ZAP's summer passport program has been revamped and will be developed throughout the summer. the Board was presented with a context for the previous versions of the program. Mr. Goetz explained how they have made updates to improve the event from last year. Mr. Goetz turned it over to Ms. Thermos to discuss Zoological distribution process updates about code changes to 1031 from 2024 legislation. Ms. Thermos gave a brief update about the possibility of additional board members to both tiers.
b. Impact Program: Kelsey Ellis, Impact Program Manager
Ms. Ellis gave an overview of this program. Background: The Impact program was developed in response to the ZAP Equity Initiative. The goals are to provide resources and support to Tier II grantees. Foster a sense of community within ZAP grantees. This will be accomplished through workshops and Lunch & Learns for ZAP grantees. Develop a program for the Local Arts Agencies; this will strengthen their capacity to enhance and expand community engagement offerings and increase accessible arts participation. Set up a collaborative program for Tier II grantees, providing training and mentoring opportunities for organizations with the same needs. Board members were invited to participate. Ms. Ellis shared testimonials and metrics of attendance.
Brief five minute break
VI. Board Orientation: Samantha & Cody
a. ZAP 101: Inception, Mission, Focus Areas, Countywide Policy 1031
Ms. Thermos presented a slide presentation providing ZAP information. ZAP mission - Launched in 1997 to enhance SL County residents and visitor experiences through art, cultural and recreational offerings. How ZAP funding is distributed, ZAP's annual cycle (Application, review, recommendations, approval, funding) Impact promotion- increase public awareness and value of ZAP. Capacity building - provide adequate, predictable support for organizations within Zoological, Tier I, and Tier II.
Ms. Thermos mentioned different organizations in Tier I and Tier II, advised how information is gathered from them and loaded into dashboards. The Boards will be given access to these dashboards which will assist them with grantmaking. The Board follows Countywide Policy 1031. Mr. Goetz confirmed that this is a competitive process as stated in the 1031.
- Grantees: Eligibility, Grantmaking Cycle, Available Funding and App Stats
Ms. Thermos explained funding eligibility, and what it does and doesn't cover. Through the Grant making process, the Board's mission is to review and recommend funds to SL County Council for approval of ZAP funds. The Board was provided with information on Guiding principles, Confidentiality, Conflict of Interest, ZAP grantee event invitations and ZAP media policy. Mr. Goetz discussed Tier II recent stats from 2023 numbers. Board members had points of clarification regarding attendance. Ms. Thermos presented the 2023 stats for Tier I + Zoological.
- Advisory Board: Member Guide, Responsibilities & Expectations
ZAP advisory boards are not a governance board but are a selection committee board to make funding recommendations to SLCo Council. To achieve this, Board members obtain information on each organization through the ZAP grantee event invitations, through site visits, reading and scoring applicants in ZoomGrants, preparing notes for which they are the lead reviewer and note highlights/concerns, reasons why they scored, and providing information to other Board members. Your decisions should be objective; ZAP doesn't deal in hearsay.
An All-Day Review meeting will be scheduled: The Board will be given scoring and review criteria (listed below) to assist with the decision-making process or consensus.
Scoring & Review Criteria:
Artistic & Cultural Vibrancy 30%
Public Benefit & Outreach 20%
Governing Board 20%
Organizational Capacity 15%
Financial Health 15%
The Lead Reviewer provides strengths and weaknesses of each applicant. Other members share their concerns or discuss items not previously shared. After discussion members may adjust scores. Ms. Thermos gave further information and instructions for all day meetings. ZAP funding purpose is to build organizational capacity and enhance County's cultural offerings. This presentation showed how the Board will accomplish finalized funding recommendations.
VII. Break Tier I + zoological moves upstairs and Tier II stayed in Centennial
XI. Tier I + Zoological Board Application Review Process: Samantha
Ms. Thermos went over the review process with the Tier I Board. She assigned Board members to the different organizations. She will refigure how she balances the Board members among the different organizations and will send the updates to the Board on which organizations they will be assigned to.
A discussion ensued about certain named organizations and what should and shouldn't be done and how the Board should move forward. Ms. Thermos emphasized all information coming to the Board now will be strictly on Tier I, no more Tier II. Key dates the Board needs to remember are located at the bottom of their agenda.
The Board discussed when their term limits are finished, there are other opportunities to sign up for other boards. Different Board members gave suggestions to other members about scoring, how to use the tools, making notes, etc.
XII. Adjourn - Ms. Wendel made a motion to adjourn the meeting, and it was seconded. The meeting adjourned at 4:10 PM.
Materials
Agendas
Rosters
Power Point
Lead Review Assignment/Discipline Subcommittee Schedule
Board Manuals/Application Manuals
Applicant Metrics Dashboards
ZoomGrants
Important Dates
June 17, 12-1PM - Social Media Strategies (WebEx, Virtual Workshop)
August 28, 9-4PM - Tier II All-Day Review (MVPAC)
September 25, 9-4PM - Tier I + Zoological All-Day Review (MVPAC)
Meeting also available through Cisco Webex: 1:00-4:00PM: LINK| TI+Z 3:00-4:00PM: LINK
In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Samantha Mary Thermos at 385-468-7057 or sthermos@slco.org.
Notice of Special Accommodations (ADA)
In compliance with the Americans with Disabilities Act, individuals needing special accommodations (include communicative aids and services) during this meeting should notify Samantha Thermos at 385 468-7057.