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HomeMy WebLinkAboutMinutes_ARTAB_08.02.2007Minutes of meeting of the Arts and Culture Board City of Georgetown, Texas Thursday, August 2, 2007 Arts and Culture Board members present: Charles Aguillon, Richard Bartko, Nancy Blansett, Addie Busfield, Paul Gaffney, Jane Paden, Penny Plueckhahn, Georgene Richaud, Ruth Roberts City staff members present: Eric Lashley, Library Director; Judy Fabry, Library Admin. Asst. Regular Session Call to Order at 2:02 PM A. Ruth Roberts called the meeting to order at 2:02 p.m. She asked all members to remain focused on the posted agenda and she drew their attention to a draft calendar of work for the next six months that Judy had handed out. B. Announcements from the Chair and Board members Nancy Blansett mentioned that the Native Plant Society had given Wolf Ranch an award for its landscaping. Rich Bartko reported on the cost of getting plaques made for donated art work. At Yours For Keeps the cost would be 35� /sq. in. for the plaque material and 150etter for the inscription. Rich offered to design the plaque and to send the file to the vendor. C. Citizens wishing to address the Board. None were present. D. Consideration and approval of minutes of last meeting Addle Busfield moved and Nancy Blansett seconded the motion to accept the minutes as distributed. The motion passed unanimously. E. Consideration of and possible action on 1. Presentation of letter from Paul Brandenburg g ated 1& 23, 2007, minutes from the May 15' 2007 Citv Council meetine, and minutes from the Tuly 25, 2006 Citv Council meetine- Eric Lam Eric explained that the minutes of the Council meetings were included in the packet to remind Board members of what took place a year ago when they met with Council and also to clarify what took place at the May 15, 2007 Council meeting. Eric apologized for not having checked the minutes sooner to see what the direction to staff had been. However, after the July 18 Arts and Culture Board meeting he asked Paul Brandenburg for clarification, which prompted the letter from Paul to Ruth and the Board. Eric emphasized that the motion that Council passed on May 18 did not specify any amount of future funding for the Festival of the Arts. He said that Council had given money in the past to the Palace Theater and to Larry McCormick, but that those grants should have no influence on the budget decisions the Board would make at this meeting. Eric also reminded the Board that Council approves the budget for the upcoming fiscal year in September. They have been uncomfortable with organizations coming to them midway through the fiscal year and asking for funds. The Council wants the Arts and Culture Board to establish a process for applying for money for the arts and to make that process work within the City budget timeline and framework. Georgene asked what else the Council might feasibly add to the Board's plate. Nancy responded by saying that she thinks the Board can set guidelines that would limit what responsibilities they are willing to assume. Georgene then asked whether the Board would write guidelines that are exclusive or expansive. Ruth spoke of the Board's civic responsibility and Penny suggested writing a five -year plan to lay out what the Board wants to do. Ruth reminded the group that grants, if given according to the system Plano uses, would not support anything new for Georgetown. She asked if that is what the Board wants. Charles responded that until recently the Board's focus had been the visual arts in public places. Grants weren't even in the picture. Georgene reminded the Board that if they spend wisely and make the City look good, the program will succeed and expand. 2. Presentation of draft budget for FY 2007 -08 public art appropriation — Ruth Roberts Georgene Richaud moved to accept the draft budget Ruth had presented. Paul Gaffney seconded the motion. Discussion began with the $4,000 allocated for hanging systems in City facilities. Charles suggested that the amount needed to be increased to pay for the cost of improved lighting. Judy said that the recent addition of five canister lights at the library cost $1300. She also reported that a survey of City staff showed interest in having rotating displays of art at the GMC, City Hall, and the Rec Center. Ruth suggested changing the amount for hanging systems to $6,000. There was discussion about what the contingency appropriation would be used for. Someone suggested that it might be needed to pay for cleaning or maintenance of artwork. Ruth suggested changing the name of the account to maintenance /contingency. Discussion took place about how the public art appropriation might be used and whether grants fit into the proposed budget. It was suggested that Council be told that the Board is willing to make grants but that the focus of their attention to this time has been on art for public places. Georgene amended her motion, asking that the budget be accepted with the discussed changes to increase the art hanging systems allocation to $6,000 and to reduce the amount for public art to $70,000. Motion passed unanimously. Penny Plueckhahn explained the history of the Festival of the Arts and how it has received its funding in the past. be seeking funding 4,.,..., the City fR-F dhe -20-0-8 event. (as corrected by Plueckhahn at the August 15, 2007 Board meeting.) 3. Prioritization of locations for commissioned /purchased public art — Judy Fghry Ruth tabled this item until the next meeting. F. Agenda items for next meeting — Tudy Fabry • Possible outdoor performance venue in San Gabriel Park where current football stadium is • Visit from Parks master planning consultant • Cost estimates for proposed public art projects (eagle and steer sculptures) Meeting adjourned at 3:50 p.m. Respectfully submitted, Charles Agu' on, Secretary r r- Ru oberts, Chair r L 1l HALL C:rIY F G1-or:rE-ro\V,\l 1848 Ef0RGETO\A/N TEXAS July 23, 2007 Ms. Ruth Roberts Chair Georgetown Arts and Culture Board 700 Berry Lane Georgetown, TX 78626 Re: Festival of the Arts Dear Ms. Roberts: It has come to my attention that the Arts and Culture Board may be under the misconception that you have been directed to fund the Georgetown Festival of the Arts. • The organizers of the Georgetown Festival of the Arts were advised by �' the City Council, with my recommendation, to present future funding requests to the Arts and Culture Board because it was the logical place to go for their funding. First, as a matter of policy, the City Council does not habitually contribute direct cash funding to any City sponsored events. Requests made directly to the City Council places the elected officials in a very awkward position. Second, the Arts and Culture Board has the structure in place to handle requests of this nature since you are a Board with a source of funding that has a dedicated revenue stream and an operating budget. It is entirely up to your Board if you choose to fund the Festival of the Arts, as well as at what level. If the Arts and Culture Board determines that it wants to fund this particular event or others, I would then encourage the Board to develop performance measurements, criteria, and other guidelines for cost participation for both pre and post event. Another point that the Board should consider when deciding to fund this type of event would be that the City of Georgetown along with the Arts and Culture Board be designated as a participating sponsor of the event, and as such, would be included in all of the festival's promotional and marketing materials. • Please share and pass this message onto your Board members. 113 E. b St. I P.O Poi 41: J 531 2) ) 9,30 , 69 2 Ms. Ruth Roberts July 23, 2007 • Page 2 of 2 If you require further clarification, or if you have any additional questions, as always, please feel free to contact me. Thank you. Very truly yours, Paul E. Brandenburg City Manager cc: Mayor Gary Nelon City Council • Ms. Micki Rundell Director of Finance and Administration Mr. Tom Yantis Assistant City Manager Mr. Randy Morrow Director of Community Services Mr. Eric Lashley Staff Liaison, Arts and Culture Board Minutes of the City Council meeting July 25, 2006 • N Discussion and possible direction to staff regarding Council's preferred method for funding public art for Georgetown -- Eric Lashley, Library Director and Randy Morrow, Director of Community Services Lashley explained that Arts and Culture Board Chair, Paul Gaffney, was not able to attend and sent his regrets. Lashley explained the following Arts and Culture Board suggested options for funding public art: 1. Dedicating a smaller percentage of CIP's for art; 2. Applying a chosen percentage to only those CIP's that are appropriate for displays of public art, for example, only CIP's for facilities or high visibility infrastructure improvements; 3. Making public art a line item in the General Fund Annual Budget; 4. Making public art a line item in the General Fund Annual Budget, starting with a smaller percentage and ramping up gradually over several years, for example, dedicating 1/4% of the annual budget in 2006-07, increasing gradually to 1 % by 2009-10; or 5. A combination of options. Motion by Snell, second by Eason to alter the City financial policy to apply the 2% on the construction cost of buildings that are appropriate for public art plus 1/4 *of 1% of the annual *General Fund budget. He said he thought the City would have a Public Art Fund with mechanisms to collect the remainder that is not spent of the allocated funds. Brandenburg said an example would be the new fire station, or use the wording "of all future capitol facilities utilized by the public or for public usage." Snell said he was agreeable to use that wording in his motion. Eason asked Rundell for clarification on the amount to be considered and under what circumstance. Rundell explained that there are limitations on CIP projects due to the • funding mechanisms. (*as corrected by Smith at the August 8, 2006 Council Meeting) Oliver suggested 1/4 percent on the bonded facilities, not just on the General Fund. It was determined that in some years, there may be no bonded facilities. Rundell explained the legal limitations on some of the funding of bond issues. There was further discussion. Snell said he is uneasy about using the CIP as a tax base. Sansing said he thinks it should be funded out of the General Fund as a line item. Smith restated Snell's motion, saying: for buildings that are appropriate for public art, include 2% of the capital cost to be designated for public art and 1/4 *of 1% of the City's annual *General Fund budget to be spent on public art for buildings that are appropriate. Vote on the Motion: 4-2 (Sansing and Carr opposed) (Berryman absent) Rundell asked if this is to be a part of the upcoming budget. Lashley said the Arts and Culture Board expected this to be a part of the 2007/2008 City Budget. (*as corrected by Smith at the August 8, 2006 Council Meeting) 0 From the minutes of the City Council meeting on May 15, 2007 • U Consideration and possible action to approve a request for $15,000 from the Georgetown Symphony Society for the Festival of the Arts -- Paul E. Brandenburg, City Manager There was a discussion regarding the value the Festival of the Arts brings to the community. There was additional discussion regarding the need for a standard approach for supporting this event. Speaker, Ellsworth Peterson, told Council the event is in its third year and that he believes that the event has been a great success. He went on to inform the Council that the event attracts people who travel very far to support this festival. He said this festival is special and makes Georgetown unique. He said that the event organizers would like to eventually advertise nationally, but do not have the funds to do that at this time. Speaker, Betty Jukes, thanked the Council for supporting the festival. She told the Council that this festival is very unique. She said that a festival needs at least five years to determine its viability. She also informed the Council that were five or six thousand people at the Fireworks, and also indicated that she would like to see the Council support this festival each year in its budget. Brandenburg told Council the festival has merit. He said the question is where to find a home for the funding for this festival. He told the Council there is currently $10,000 in the • Convention and Visitors Bureau (CVB) budget, and there is a question as to where to find the additional $5,000. He suggested it come from the City Manager's Special Project Fund. He went on to discuss the possible future funding for this event. He indicated that the Council has approved 1/4 of 1% to support cultural activities in the Budget and that he thought that the Georgetown Symphony could work with the Arts and Culture Board and use this source of funding to help sponsor future events. Motion by Eason, second by Berryman to approve $10,000 from the CVB Hotel/Motel Texas (HOT) Funds and $5,000 from the City Manager's Special Project Budget to fund this event and to also direct staff to work with the Arts and Culture Board to work out future funding. There was additional discussion regarding expenses of the festival, including the in -kind services provided by the City, as well as discussion regarding the legalities involved regarding the use of CVB funding. Ellsworth told the Council that there are at least 50 vendors and entertainers who will spend the night in Georgetown for the upcoming festival. Brandenburg told the Council that the CVB does have reporting mechanisms in place for event sponsors to fill out upon the completion of the event. The Council indicated that it would like to see the Festival Organizers work with the CVB regarding the tourist survey in order to prepare for the request to the Arts and Culture Board next year. There was also some discussion regarding future funding for this event and others, as well as the need for events like this to be become self sustaining in the future. Comments were made that most • art programs are not self sustaining and rely on the use of philanthropic donations and local, state and federal funding. Vote on the motion: Approved 7-0. • • 0 PROPOSED BUDGET FOR FY 07-08 PUBLIC ART APPROPRIATION Art -hanging systems for two or more City of Georgetown facilities $ 4,000 Expenses related to acquiring and installing public art in the City of Georgetown 72,000 Administrative expenses related to the Arts and Culture Board Contingency fund 500 790 TOTAL $77,290 • Judy Fabry/City of Georgetown { 07/17/2007 10:02 AM To ARTS AND CULTURE BOARD cc bcc Subject Homework for tomorrow's meeting The subcommittee on grant applications and guidelines met on Monday and will be recommending that our board consider using Plano's forms and guidelines. I will be providing paper copies of these items at the meeting, but since it is a lot of material I would like to give you the opportunity to look at it before the meeting. I believe discussion could be much more meaningful if you've at least browsed through these pages beforehand. Go to http://www.plano.gov/Departments/Arts/Cultural+Affairs+Commission.htm From there you can choose each of the applications and guidelines to view in .pdf format. The committee has chosen to use only the Major Grant, Small Grant, and Special Event Sponsorship Grant information. See you tomorrow. If you can't make the meeting, please let me or Ruth know. Judy Fabry Administrative Assistant Georgetown Public Library 402 W. 8th Street Georgetown, TX 78626 512-930-3552 • 512-930-3764 (fax) jkf@georgetowntx.org 0