HomeMy WebLinkAboutMinutes_ARTAB_11.15.2016Minutes of the meeting of the
Arts and Culture Board
City of Georgetown, Texas
November 15, 2016
The Arts and Culture Board met on Tuesday, November 15, 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, Tim Fleming, Betty Ann Sensabaugh, Laura Sewell, Carol
Watson and Linda Wilde.
STAFF PRESENT: Eric Lashley- Library Director, Dana Hendrix, Fine Arts Librarian, and 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 present.
B. Review of correspondence to the Arts & Culture Board, — Lawren Weiss, Administrative
Assistant. There were no comments on correspondence received. No action required.
C. Announcements regarding arts and culture in Georgetown. — Betty Ann Sensabaugh, Board
Chair. Board members shared arts and culture related announcements regarding
Southwestern University events, the City's Sculpture Tour, and a Texans for the Arts event on
December 6. No action required.
D. Consideration and Dossible action to approve minutes from the October 18. 2016 Arts &
Culture Board meeting. -Betty Ann Sensabaugh. Motion by Fleming; second by Sewell to
approve the October 18, 2016 minutes. Approved 7- 0.
E. Consideration and possible action to purchase a piece of art from artist Carol Light. —Gary
Anderson, Board member and Eric Lashley, Library Director. Board members discussed
purchasing a piece of artwork from an exhibit each year. Lashley explained that he would work
with City staff to identify budget funds to purchase art in the future and locations for artwork to
be placed once purchased. No action taken.
F. Consideration and possible action to accept donations of art pieces. —Dana Hendrix, Fine Arts
Librarian. Ruth Roberts would like to donate a framed piece entitled, Purple Dog by artist Jane
Paden. Motion by Sewell; second by Wilde to accept the donation from Ruth Roberts.
Approved 7-0. Artist Lee Pilz would like to donate two 3D pieces of art to the City. Motion by
Sewell; second by Wilde to accept the donation from Ruth Roberts. Approved 7-0.
G. Report on National Arts Marketing Project. Dana Hendrix, Fine Arts Librarian and Eric Lashley,
Library Director. Hendrix reported on the National Arts Marketing project. Board members
requested to receive a copy of the marketing packet. No action required.
H. Report on Arts Administrators meeting in San Antonio. —Dana Hendrix, Fine Arts Librarian.
Hendrix gave a report regarding the Arts Administrators meeting in San Antonio. No action
required.
Consideration and possible action regardinq 2016-2017grant proposals. —Eric Lashley, Library
Director. Following some discussion, board members voted to award grants to the following
organizations: Festival of the Arts- $3,000; Georgetown Cultural Citizens Memorial
Association- $1,000; Georgetown High School Theater Arts Booster Club- $2,000; Georgetown
Symphony Society- $3,000; Palace Theatre- $3,000; Senior University- $1,500; Southwestern
University Native organization- $1,500; Williamson County Symphony Orchestra- $3,000; and
the Williamson Museum- $2,000. Motion by Watson; Estes seconds to approve grant
J. Report on Ellsworth Peterson proclamation. —Eric Lashley, Library Director. Lashley reported
that Ellsworth Peterson's proclamation would take place December 13, 2016 at 6 pm. No
action required.
K. Consideration and possible action regarding future proclamation recipients, —Eric Lashley,
Library Director. Lashley encouraged board members to recommend potential proclamation
recipients in future meetings. No action required.
L. Report on Request for Proposals (RFP) for economic impact study of the arts and culture
sector of Georgetown. —Eric Lashley, Library Director. Lashley gave an update on the RFP for
the arts and culture economic impact study. The committee will select a company to do the
study from 3 proposals. No action required.
M. Report from Georgetown Art Works regarding the operation of Georgetown Art Center. —Eric
Lashley, Library Director. The Board reviewed and discussed the monthly report received from
Georgetown Art Works (attached to these minutes). No action required.
N. Consideration of future board meetings. Board members decided to cancel the December
meeting, and resume the regular schedule in January. The next meeting will be Tuesday,
January 17, 2017. No action taken.
Chair Sensabaugh adjourned the meeting at 5:55 p.m.
Respectfully submitted,
Caro atson, Secretary
Betty Ann Sensabaugh, Chair
Visitors & Volunteers
In October, Art Hop reception was on October
1st, where I believe, we had our biggest turnout
ever. Our volunteer numbers are still strong but
people are working less hours since Lindsey has
been holding down the fort more.
* The door counter broke early November is
above is an estimate.
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Financial Update: P&L Summary — September 2016
Income
���������
x~ .
Sales (Gift Shop & Exhibit Art)
Exhibits (Submission Fees for
]urhyjExhibits)
fun'd'Raising Events
$42650 $2,264.08
$I406425
$14,230.00
$9,83425
Other)
' �
38400 $ 1,581.00
$
.
6,191.24 $
8,695.00 $
(2,503.76)
TOTAL
Payouts to Artists
$
I43.08 $ 1,540.00
Rental Income (Upstairs
Other)
' �
38400 $ 1,581.00
$
.
6,191.24 $
8,695.00 $
(2,503.76)
TOTAL
Payouts to Artists
$
I43.08 $ 1,540.00
$$
I8,688.32 $
9,916.00
$8,772.32
Works
'H loy Giecmr- 1,
Financial Update: P&L Summary — September 2016
Continued — Cordovan/GAW Summer Art Classes
$ $ Under/(Over)
Cordovan Art Classes Aug -16 Budget Over/(Under) YTD Actual YTD Budget Budget
Budget
C11
a, e, & C' I
_s" amps, nt
$1,319.25
$70.95
43 52.,$0',
$4� ;135.62:`
1,500.00}
00i
Instructor Fees - Cordovan
($923.75)
($622.05)
($301.70)
($12,092.75)
($14,612.51)
$2,519.76
,,a C d'
Fee - or ov
(,$8,500.06),
06
4$2,800.00)
's ., , , "
('1i50000)
' , ($9,000,.,00)
Enrollment Class Software
($60.00)
$0.00
($60.00)
($540.00)
($540.00)
Ce-dilf-Caird Processina- ees
($42.47)
:-',$0.00
($42.47)
($1,2030)
($1,247.80)
Mar I keting Expenses
$0.00
($753.29)
($753.29)
5P lies -.Cordovan
pp
$0.00
($4JI0.00)
$
Total Cordovan Art Class Net
Income
($4,706.97) ($373.75) (4,333.22)
Paid out to GAC $6,000.00
$7,669.16 $17,352.94 (9,683.78)
Administrative (bank fees,
insurance , legal fees, storage,
etc..)
Marketing (flyers, signs,
advertising)
Operations, Utilities & Supplies
Events (receptions, artist talks,l't
Friday)
Education Programs (Instructor
Fees & Supplies)
Payroll Expenses
Exhibits
Financial Update: P&L Summary — Sept 2016
Continued — Expenses & Net Income
$208.27
$138.67
$2,447.31
$625.00
$1,786.49
$1,263.47
$338.84
$350.00
$0.00
$132.00
$2,309.42
$1,031.00
$628.17
$1,034.12
($69.60)
($1,822.31)
($523.02)
$11.16
$132.00
($1,278.42)
$405.95
$4,101.05 $4,430.55
$6,660.59 $4,290.00
$10,282.38 $11,479.11 $
$9,690.67 $11,675.00
$2,200.43
$4,283.29
$5,662.24
$5,662.82
$6,186.00
$4,063.12
$329.50
($2,370.59)
1,196.73
$1,984.33
$3,462.39
$1,902.71
($1,599.12)
Volunteer Support
$35.00
$25.00
($10.00)
$315.00
$291.29
($23.71)
TOTAL EXPENSES
$7,753.50
$4,599.26$
(3,154.24)
$43,195.65 $
48,077.89 $
4,882.24
NET PROFIT/LOSS
$ (7,109.08)
8,714.26 $
(9,514.86)
$7,308.38 $
17,821.02 $
(20,277.12)
Total Net Income w/Cordovan
$ (111816.05) $
8,340.51 $
(20,156.56)
$14,977.54
$35,173.96
($20,196.42)
Financial Update: Balance Sheet — September 2016
Account Assets Amount Lia i ities &Equity
Cash Drawer
Amount
$131.98
Checking
$123.19
Rental Deposits
$189.00
TOTAL CURRENT
$23,012.28
FIXED
$2,000.00
Art Easels
$1,529.82
Furniture & Equipment
$6,800.22
Studio Window Treatments
$1,534.25
Software
$856.02
Accum. Depreciation
-$5290.00
TOTAL FIXED
$5,430.31
Other Asset
Due from Cordovan
$7,046.83
TOTAL ASSETS
$28,308.25
/ —Report
Account
Payable to Artists
Amount
$131.98
Sales Tax Payable
$123.19
Rental Deposits
$189.00
EQUITY
Temporarily Restricted
$2,000.00
Unrestricted Net Assets
$10,866.72
Net Income YTD
$14,977.36
TOTAL EQUITY
$77,864.08
TOTAL LIABILITIES & EQUITY
$28,308.25
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Our Volunteer Coordinator, Lindsey Jones, has been working wonderfully to fill spots when needed for open hours and
she's instrumental in helping with many administrative duties, helping with exhibits and communication with artists,
volunteers and others. We are planning a volunteer appreciation dinner in October at Cimarron Hills to show the
volunteers appreciation and let volunteers know that they are still greatly needed and appreciated.
*The door counter broke early November is above is an estimate.
# of Active
Members
180
187
210
195
209
213
205
208
195
202
# New
Members
12
6
13
5
11
13
7
4
4
4 79
# Renewed
Members
64
29 =
11
35
2
10
2
1
2 129
Business
0
8
0
0
0
0
0
0
0
0 8
# Members'
Expired
76
43
24
167
164
178
174''
172
187
184
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M
October Exhibit: Art Hop
Reception: Art Hop Reception was Oct 1st
Education: Weekly Adult education and home school art starts
Jennifer Balkan workshop was October 15th
Brenda Hash workshop December 9-10
Exhibit/Reception with library: Art Hop was Oct 15t
Exhibit/Reception/Artist Talk: Carlos Estevez November 5th
Fundraising Dinner with Carlos Estevez at the Hollow: Nov 4th
December: Against the Grain Exhibit and reception December 101h
}y3 X141 'a... org t :':..
• The Art Hop on October 1st at the library and at the art center was believed to be the most
amount of people we've had at art center! The turn out was great. Best in Show was an
abstract print.
® Jennifer Balkan's workshop was a huge hit and was completely full despite her moving the date
of workshop.
• Brenda Hash will be doing a workshop on December 9 -10th, For the Love of Color, Still Life.
• We had a Fundraising dinner on November 4th at the Hollow Carlos Estevez. He's well -
renowned artist. The dinner was lovely and the board wants to replicate that event in the
future with other artists as it was well-received and easy to-do. We were disappointed with
the last minute effort to get people there but lessons were learned and processes formed for
future events!
® Against the Grain is the next exhibit with several artists to show so the expectation will be a
good turnout.