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Home My WebLink AboutMinutes_ARTAB_08.16.2016Minutes of the meeting of the Arts and Culture Board City of Georgetown, Texas August 16, 2016 The Arts and Culture Board met on Tuesday, August 16, 2016 at 4:30 p.m. in the Small Conference Room of Georgetown Public Library, 402 W. 8th Street MEMBERS PRESENT: Gary Anderson, Jane Estes, Betty Ann Sensabaugh, Laura Sewell, Carol Watson and Linda Wilde. MEMBERS ABSENT: Tim Fleming STAFF PRESENT: Eric Lashley- Library Director, Dana Hendrix- Fine Arts Librarian, Lawren Weiss - Administrative Assistant Chair Sensabaugh called the meeting to order at 4:30 p.m. Regular Session A. Citizens wishing to address the board. — None were present. No action required. B. Announcements of upcominq arts and culture events. — Board members discussed upcoming arts and culture events and projects in Georgetown. Lashley provided budget report to the Board (attached to these minutes). No action taken. C. Introduction of new board member, Jane Estes. —Eric Lashley, Library Director. Estes introduced herself to the Board and explained her history of advocating for the arts in Georgetown. No action required. D. Report on Texans for the Arts board meeting. —Eric Lashley, Library Director, and Janes Estes, Board member. Estes discussed her role on the Texans for the Arts Board and plans to host a meeting between the organization and Georgetown's art leaders on December 6, 2016. No action required. E. Review of correspondence to the Arts & Culture Board. Board members reviewed a report from the Georgetown Heritage Society regarding use of funds awarded by the Board during the 2015-16 grant process. No action required. F. Consideration and approval of the minutes of the July 19, 2016 Arts & Culture Board meeting. - Betty Ann Sensabaugh. Laura Sewell moved to approve the July 2016 minutes as distributed. Linda Wilde seconded the motion, which passed unanimously. G. Report from Georgetown Art Works regarding the Georgetown Art Center. — Eric Lashley. Lashley reviewed the report from Georgetown Art Works (attached to these minutes) regarding the operation of the Georgetown Art Center. Following discussion board members agreed to invite the Georgetown Art Works Board of Directors to the next regularly scheduled meeting, in order to discuss operations of the organization and the City's role in assisting. No action taken. H. Report regarding Arts & Culture internship. —Dana Hendrix. Hendrix discussed the accomplishments of the City's first arts & culture intern and the possibility of hiring an intern again next year. No action required. I. Consideration of future board meetings. The next Arts and Culture Board meeting will be on September 20, 2016 at 4:30 PM. No action taken. Chair Sensabaugh adjourned the meeting at 5:45 p.m. Respectfully submitted, n C r atson, Secretary f„c�L�,: �/;.u,✓ ��,z sem. ��,�i Betty Ann Sensabaugh, Chair Arts & Culture Expenses "Current Total Available: 15-16 Guide Expenses: arts and culture cvb contributions Community impact total Project management Design & Layout CoverArt(GPL) Misc. Total A&C Budget Total _ 2015-2016 Grants Public Art Marketing Travel & Training Vendor Amount Vendor Amount Vendor Amount Vendor Amount Beginning Balance 20,000 Beginning Balance 11,500.00 Beginning Balance 8,300 Beginning Balance 6,000 Festival of the Arts 2,280 STH- Sympatico 300.00 Austin Monthly 5,000 AFTA Conference 625 Frost Elementary 2,230 STH- Seath 300.00 Oct -Feb. AM online 2,950 Southwest Airlines 179.98 Heritage Society 1,520 STH- Lemon Squeezer 300.00 A&C Guide 350 American Airlines 335.1 GSS 2,280 Uhaul Red Poppy transport 236.45 Sheraton Hotel 1579.35 GHS Theatre Dept. 1,520 Uhaul gas 43.12 Boston Shuttle 34 Handcrafts Unlim. 1,140 STH- Guardian II 300.00 Starbucks 7.76 Palace Theatre 2,280 Red Poppy panels 225.00 Cheesecake Factory 32.14 Williams Elem. 1,508 Reimbursement to CS & JR -poppy exhibit 799.45 Dunkin' Donuts 4.63 Wilco Symphony 2,280 Moving from PA to ntern for longer internship 1961.60 California Pizza Kitch 23.74 Will. Museum 760 TSOS Awards 1800.00 Russell House 21.19 Gtown Poetry Fest. 500 STH- Blue Healer 300.00 Dunkin' Donuts 6.58 Diane Gaume-Guide 1500 Hofmeister: Guide design 4000.00 Florentine Cafe 30.65 A&C Guide 202 GTX Awards -sculpture plate 150.00 McGreevy's 17.25 A&C Guide 784.38 A&C Guide 3102.63 Total 0.00 Total 0.00 "Tota l 0.00 Totall 0.00 Memberships & Dues Administrative Co -Op Intern Postage Vendor Amount Vendor Amount Vendor Amount Vendor Amount Ivendor Beginning Balance 300 Beginning Balance 250 Beginning Balance 12,000 Beginning Balance 1,600 Beginning Balance Am. For the Arts 150 Letterhead envelopes 132 COG budget reduction 375 Intern funds from PA GL 1961.60 A&C Guide Texans for the Arts 100 RP- Coffee & Cookies 22 HOTAX for AM 10,000 KK Internship 3561.6 A&C Guide 50 GTX Awards- board member name tags 41.25 March AM Online 590 GTX Awards- KK nametag 8.25 Wildfire -Intern Interview iU . 67.79 A&C Guide 46.5 HEB-Siegel/Rose Recep. - �_'. 47.29 Wildfire-Siegel/Rose lunch ,+ 61.88 A&C Guide 858.04 ART CENTER TE]j M/ o n -L'r h 0 y GRepor-c QJune Foonandajs, /206� GEORGETOWN ART CENTER July 2016 MontNy Report Prepared by Georgetown Art Works Financial Update: P&L Summary —June 2016 Income INCOME June -16 Budget $Over/(Under) YTD Actual YTD Budget $Over/(Under) Budget Budget Donations , Grants & Sponsorships $612.00 $3,647.04 ($3,035.04) $4,919.59 $13,247.24 ($8,327.65) Membership $320.00 $825.00 ($505.00),_ $8,847.90, _ _ _ $8,400.001__ $447.90 Sales (Gift Shop & Exhibit Art) $14,256.60 $2,400.00 $11,856.60 $23,731.07 $9,946.00 $13,785.07 Education Programs (Workshops 11� & Classes) $0.00 _$2.00', ($2,321.00)2,510.00,L __$11,370.70($8 860J0), Exhibits (Submission Fees for Juried Exhibits) $155.00 $0.00 $155.00 $755.00 $1,000.00 ($245.00) $- Fund Raising Events $ 2,025.37 $ $2,025.3716 620.37 $750_00 _ _5,870 37 Rental Income (Upstairs - Other) $ 691.00 $ 1,581.00 ($890.00) $ 4,657.24 $3,952.00 $ 705.24 TOTAL $18,059.97 $10,774.04 $7,285.93 $52,041.17 $48,665.94 $3,375.23 Payouts to Artists $ 9,382.07 $ 1,330.00 $8,052.071$ 18,986.95 $ 6,962.00 $12,024.95 GROSS PROFITS $ 8,677.90 $ 9,444.04 $ (766.14) $ 33,054.22_; $ 41,703.94 $ (8,649.72) EXPENSES Administrative (bank fees, insurance , legal fees, storage, etc.. ) Marketing (flyers, signs, advertising) Operations, Utilities & Supplies Events (receptions, artist talks,lst Friday) Education Programs (Instructor Fees & Supplies) Payroll Expenses Exhibits Volunteer Support TOTAL EXPENSES Financial Update: P&L Summary — May 2016 Continued — Expenses & Net Income $ Over/(Under) $ Over/(Under) June -16 Budget Budget YTD Actual YTD Budget Budget $641.54 $2,508.30 $419.31 $0.00 $1,371.07 $2,264.83 $769.00 $1,100.00 $0.00 $626.47 $489.81 $1,031.00 $979.92 $654.00 $35.00 $25.00 $4,705.65 $8,209.60$ NET PROFIT/LOSS $ 3,972.25 $ 1,234,44 $ Total Net Income w/Cordovan $ 5,283.88 $ 1,703.54 $ $1,866.76 $2,915.49 $ 3,628.63 ($419.31) $3,083.16 $ 2,390.00 $893.76 $5,761.59 $ 8,206.95 $331.00 $8,927.92 $ 9,125.00 $626.47 $2,140.43 $ 2,109.73 $541.19 $489.81 $ 3,093.00 ($325.92) $3,078.98 $ 1,819.00 ($10.00) $210.00 $ 180.00 3,503.95 $26,607.38 $ 30,552.31 $ (4,270.09) $ _6,446.84 i'$ 11,151.63 $ 3,580.34 _,'$ 22,460.92 $ 27,828.29 $713.14 ($693.16) $2,445.36 $197.08 ($30.70) $2,603.19 ($1,259.98) ($30.00) 3,944.93 (12,594.65) ($5,367.37) YEAR TO DATE 2016 iMont y Report Prepared by Georgetown ,ort Works Visitors & Volunteers # of Days Open 25 24 26 26 26 26 27 j 180 # of Open ' i Hours 188 176 196 192 196 192 192 1332 Monthly, Visitors 1294 991 2687 2488 1167 1331 1904 j ! ! i 11,862 Volunteer Hours 672 547 654 I 598 j 396 532 350 3749 # of Volunteers 36 31 40 43 33 38 49 39 AVG Our new Volunteer Coordinator, Lindsey Jones, has been working wonderfully to fill spots when needed for open hours and has been instrumental into the recruitment in new volunteers. Since her coming on board, she's been able to review new volunteer applications and bring on new volunteers, help with many administrative duties, help with exhibits and communication with artists, volunteers and others. She's also been able to fill in the gaps during this summer when there are less volunteer hours and we've had several newer, younger volunteers (high school students) that have helped more than usual. Hence why our number of volunteers are up but our hours are lower. HE 0 O O ivotes waout July ana tuture The exhibit reception was wonderful and had a great turnout despite Summer! We've added a new board member, Darcy Drew, who is also a member of the exhibit committee and an active, current volunteer. Our exhibit committee has been established and getting ready for the next exhibit of Texas Metalsmiths, which include Harlan Butt and Ana Lopez. We are finalizing details on workshops for the end of the year and next year; one of them is Brenda Hash, who is one of the judges for Art Hop. Art Hop, in its 9th season, is underway with a deadline date of August 28th. We are promoting the event and working with sponsors to get out the word. March MontNy Report Prepared by Georgetown Art Woes CxLL rxteoeRt" ed RCrIteftanrxjtCnxL ed xesnexat rItlntRxklnp r"0J-QRxrt2L1 ad W,