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Home My WebLink AboutMinutes_ARTAB_02.21.2017Minutes of the meeting of the Arts and Culture Board City of Georgetown, Texas February 21, 2017 The Arts and Culture Board will meet on Tuesday, February 21, 2017 at 4:30 p.m. in Classroom 211 of Georgetown Public Library, 402 W. 8th Street PRESENT: Gary Anderson, Tim Fleming, Betty Ann Sensabaugh, Laura Sewell, Carol Watson & Linda Wilde. ABSENT: Jane Estes STAFF PRESENT: Eric Lashley- Library Director, Lawren Weiss -Administrative Assistant Chair Sensabaugh called the meeting to order at 4:30 pm. A. Citizens wishing to address the Board. —Betty Ann Sensabaugh, Board Chair. As of the deadline, no persons were signed up to speak on items other than what was posted on the agenda. B. Announcements regarding arts and culture in Georgetown. - Betty Ann Sensabaugh, Board Chair. GISID AP high school students will exhibit their art in Georgetown Art Center from March 31 -April 16. Anderson invited board members to view his solo art exhibit at Dougherty Art Center in Austin, August 19 -September 16. An artist discussion will be held on Friday, August 18 at 1:30 pm and the artist's reception will be Wednesday, August 23 from 7-9 pm. Lashley announced that two new board members will begin their term next meeting. Wes Odell and Sharon Snuffer have been appointed as new members. Jane Estes has been re -appointed and designated as Board Chair by Mayor Ross. No action required. C. Review of correspondence to the Arts & Culture Board. —Lawren Weiss, Board Liaison. Board members reviewed a thank you letter from Georgetown Symphony Society regarding the grant that was awarded the organization in 2016. No action required. D. Review of minutes from the January 17, 2017 Arts & Culture Board meeting. —Lawren Weiss, Board Liaison. Motion by Wilde; second by Fleming to approve the minutes from the January 17, 2017 Arts & Culture Board meeting. Approved 5-0. (Estes and Sewell absent) E. Report on progress of the Economic Impact Study. —Eric Lashley, Library Director. Lashley reported that he will meet with Palace Theatre Executive Director Scott Mohan to get information from them for study. Lashley also plans to have Travis w/ TXP meet with the Williamson Museum and other local arts and culture organizations to accrue more information. Watson reviewed some GISD statistics with the Board, which will go to the consultant to be included in the Economic Impact Study. No action required. F. Report on Creative Georgetown event. —Dana Hendrix, Fine Arts Librarian. Lashley reviewed results from Creative Georgetown event on February 11, created by Fine Arts Librarian Dana Hendrix (attached to these minutes). Board members discussed the elements of the event that were successful, and areas to improve for future events. No action required. G. Report on Texans for the Arts, Arts Advocacy Day event. —Jane Estes, Board Member. Lashley reported on this item in Estes's absence. Lashley explained that the goal of the event was to discuss and strategize regaining federal funding for arts and culture. No action required. H. Review of Georgetown Art Works' monthly report. —Eric Lashley, Library Director. Reviewed monthly report and 2017 exhibit schedule. Lashley reported that he sent proposed contract changes for the operating agreement between the City and Georgetown Art Works to President Mari Ramirez. Lashley is waiting for feedback regarding proposed changes. Board members discussed potential changes in the organization as the City grows. No action required. Consideration and possible action regarding potential mural prosect with Blue Corn Harvest restaurant. —Eric Lashley, Library Director. Lashley met with the architect of a downtown building that will become Blue Corn Harvest Bar & Grill. The owners of the restaurant are interested in having a mural on the back of the building. Lashley explained to the owners that the mural cannot be an advertisement for the restaurant. In addition, the Historic Architectural Review Commission and building owner must give permission for any alteration to the building. Lashley asked the board to consider providing funds for this mural project next fiscal year. The board discussed funding options, such as partnering with other City organizations depending on theme and content of mural image. No action taken. Consideration of proclamation date for Dar Richardson. —Eric Lashley, Library Director. Lashley reported that Mayor Ross could give Dar Richardson's proclamation on Sunday, July 16 at the library as part of the Texas Society of Sculptors' awards ceremony. No action required. K. Farewell comments and appreciation of Gary Anderson and Betty Ann Sensabaugh's years of service. —Eric Lashley, Library Director. Lashley and Board members discussed Anderson and Sensabaugh's years of service to arts and culture in Georgetown and thanked them for their efforts. No action required. L. Consideration of future meeting dates. —Betty Ann Sensabaugh, Board Chair. The next meeting will be Tuesday, March 21, 2017 at 4:30 pm. Estes and Fleming will be absent. Chair Sensabaugh adjourned at 5:40 p.m. Respectfully submitted, (i zz�f a January 19, 2017 City of Georgetown Arts & Culture Board 402 W. 8th St. Georgetown, TX 78626 Dear City of Georgetown Arts and Culture Board, The Georgetown Symphony Society thanks you for your generous in donation of $3000 during 2016. Your support of the Symphony is deeply appreciated. Contributions such as yours provide the resources we depend on to fulfill our mission of presenting the finest in classical music. Our patrons, those new to the area, and especially the school children who are enriched by our education programs will all benefit because of your generosity and support. Thank you again for your trust in our mission and for your benevolence. Sincerely, Board of Directors Georgetown Symphony Society For tax purposes, this letter will serve as our official acknowledgment of your contribution. The Georgetown Symphony Society, Inc. is a 501(c)(3) corporation and did not provide any goods or services in whole or partial consideration for this contribution. Thank you again for your support. P.O. Box 2476 Georgetown, TX 78627 T 512.864.9591 www.gsstx.org Creative Georgetown Evaluation Event Description Creative Georgetown took place Saturday, Feb. 11, from 8:30 am -noon. Speakers included Travis James, Ann Graham, and Diane Gaume. The full schedule of events is at http://arts.georgetown.org/creative- georgetown. Special thanks go to Jane Estes, Arts & Culture Board member, for emceeing the event so capably. The Palace Theatre staff provided particular support: Rachel Britain did the poster design, and Marsha Sray approached Hat Creek about trading 100 breakfast tacos for the event for ad space in an upcoming theatre playbill. The Williamson Museum staff provided support by sending a volunteer around the Square with printed posters advertising the event. I FLIE Z__E 1101 City Cultural District anchor organization representatives set up tables with literature about their organizations at the event, were present to talk to attendees, and gave 5 -minute presentations about their work. The organizations also donated a range of door prizes. One additional door prize was donated by a local photography studio, as well. Georgetown Public Library staff Lawren +' Weiss, Leaf Walker, and Dana Hendrix handled the rest of the planning and execution of the event, with help from the City Public Communications office. I Keith Hutchinson attended the event j and took a few photos. Beth Wade sent a press release out to the Statesman, Community Impact, Williamson County Sun, etc. advertising the event. The Statesman ran it in their print edition. Unfortunately, the Sun ran it only in the Roundabout calendar section, and did not use the press release they received, nor did they send a reporter to the event. Community Impact did meet with Eric Lashley after the event to follow up on the issues addressed by speakers at Creative Georgetown. Publicity for the event also went out in the City's monthly arts & culture e-newsletter, Facebook ispresence, and arts.georgetown.org. Attendees were asked to sign in on laptops as they entered, providing their name and email address. Sixty-one people signed in, and 56 of them checked a box that indicated they wanted to be signed up for the City's monthly e-newsletter about arts & culture. Allowing for a few people who did not sign in (it was not required), we estimated about 65 attendees over the course of the morning. Once they registered, each attendee received an immediate email with a link to the morning's schedule of speakers and a statement that they would after the event receive a link to an evaluation form about the event. Then about 5 pm that same day, they received a second email with some followup information and a link to the evaluation survey. Thirteen attendees completed the survey. Overall, six rated the event as excellent, five as good, • and two as fair. Complete survey responses are below. What did you learn at Creative Do you have any suggestions that Overall, did Georgetown today? would have improved the event? you think the event was... Much more about all the arts -related Lets have more of these. Can be on 1-Excellent groups and opportunities in a smaller scale and scope. Thanks Georgetown. for doing this!!! A great deal about arts organizations Put door prize at end. Prople were 1-Excellent in Georgetown. ready to leave after the door prizes. I learned about all the diverse Better awareness - more options for 1-Excellent opportunities for arts programs and reaching the local/regional patrons in Georgetown. I also jotted audience. several notes about how we can Discussion groups - small break out participate and promote these sessions to discuss and brainstorm. events and programs. Contact lists or information of the groups to better facilitate connecting with those who are similar programs or volunteers. Met new people in the arts in I would have liked to have heard 1 -Excellent Georgetown and learned more about more such as examples from Ann the economic impact study. Good Graham on arts advocacy. I liked her discussion from the audience on the talk very much and wanted to hear economic impact issue in talk by more from her about how to do Travis James. It was great to have successful arts advocacy. members of all sectors of the arts community in Georgetown at one event. That alone was an important outcome. Georgetown's outstanding 1 -Excellent commitment to the arts. We need FULL-TIME City staff If possible, having council, Mayor or 1 -Excellent dedicated to arts & culture in City Manager presence may show a Georgetown. better support of arts & culture in Georgetown for those who attend the event in the future. The info on the College and Better exposure of the event. There 2 -Good Symphony was enlightening are numerous art groups such as the art guild, pastel society, water color etc with large memberships. it seems that the communication was some what less than good. Also with the art center, if their faced with a temporary situation such as the one with customs holding up an exhibit, a call to these groups could not only fill their walls but give exposure and support to our very talented local artists. There's are many more people Get the word out more in advance 2 -Good volunteering in the arts than I and to more venues. All realized. organizations that were there should help promote it. The immense depth and variety of Obviously -better publicity.So many 2 -Good Georgetown Arts and Cultural people said they only found out a agencies. few day's before -and these were Pity there was no Poetry aspect -as front line arts professionals.How poetry open mikes and Festivals have about forward planning and have a been attracting people to fixed date for 2018 to return to Georgetown for nearly a these themes and get feedback decade. Luckily,Georgetown Library is from the avenues explored today. a proactive poetry promoter -for which we are immensely grateful! Number of art and culture Better advertising, reach out to 2 -Good organizations in Georgetown, easily young adults. Possibly create an available and free events for all ages. event that can help emerging artist Different ways to be involved or take that includes suggestions, direction, part in the events. Arts and culture and educate them on the steps they group is bigger than I thought. need to take to be successful. TRAVIS JAMES KNOWS HIS BUSINESS. 1 BELIEVE I'VE ALREADY COVERED 2 -Goad THIS WAS A USEFUL PRESENTATION THEM WITH DANA. IN THAT 1T DESCRIBED THE WHAT/WHEN/WHY OF THE EIS.DIANE GUAME GAVE A VERY INFORMATIVE AND KNOWLEDGEABLE PRESENTATION THAT IS APPROPRIATE TO THE AUDIENCE. SEVERAL WORKSHOPS MAY BE SCHEDULED AS FOLLOW UP WITH MORE DETAIL AND DEPTH. VERY GOOD.SEVERAL ENTITIES INVITED THE AUDIENCE TO PARTICIPATE IN THEIR PROGRAMS. I learned that there are many There needs to be an increased 3 -Fair different art programs in awareness in the community. You Georgetown. guys tried. But after asking it seems 1 also learned that there is no that I was the only one who saw the diversity in the cities art projects. flyers. if not for FB, you would have What i think of as culture and what had 10 less people there. the city thinks of culture are two different definitions. More time to socialize and network 3 -Fair independently, before and after presentations. Even less time for each organization's schtick and spiel. Lots of the same faces present, i.e. the same art people who wish to be involved are already involved, but other art people - not so much, (unfortunately) so those artists either did not see the announcements for the meeting or simply chose not to attend. it would be good to have seen more artists in attendance and fewer "art administrators." Attendees also received a handout directing them to TXP, Inc., Survey of Artists, Musicians, Actors, and Writers at https://arts.georgetown.org/georgetown-creatives-survey/ Diane Gaume's session on marketing for creatives was well attended. She had a final survey asking for information about professional development needs in the creative community. Twenty-four attendees completed her survey (see below). 0% 2 °% 6% ■ Non Profit ■ Arts Biz ■ Arts Ed Visual Art ■ Musician ® Performing Artist 39% Writer Video/Film They indicated on average 7 interest topics apiece for future professional development. 67% interested in Making My Art a Business 58% interested in all About Your Brand 54% interested in Promoting Your Brand Basics 54% interested in Social Media - Getting Started 54% interested in Email Marketing Basics n U • • 50% interested in Visual Arts Submitting - Call For Art 46% interested in website Advanced - Making it Better 46% interested in Facebook Advanced Summary The elements that succeeded well were networking and socialization time, and having knowledgeable speakers with substantial background and information to share. The less successful elements had to do with publicity, and with organizations that do not attend the monthly arts leaders brown bag lunches feeling slighted because they did not have specific timely invitations to the event, or the opportunity to do a 5 -minute presentation. My hope would be that this event could evolve into a regular (maybe quarterly) gathering with dates and speakers announced in advance. An evening or weekend time slot with dedicated networking/socializing time and one or two speakers on a professional development topic, arts funding or advocacy, nonprofit management, etc. would be welcome, I think. Diane Gaume has offered to help organize, and Ann Graham has said she would be happy to come back and do a longer arts advocacy session as well. Dana Hendrix, Fine Arts Librarian 2-21-17 Monidn�y Report JanUary 2017 ( 0 e c e rn b, e v Mdh (a n clag � s 2 Ou 6 f , -J� n CQI YEAR TO ®ATE 2016 ART CEWER Monthly Report Prepared by Georgetown Art Works FI # of Days Visitors & Volunteers Open 25 24 26 26 26 26 27 26 26 26 26 23 333 # of Open Hours 188 176 196 192 196 192 192 192 195 188 192 172 1891 Monthly Visitors 1294 991 2687 2488 1167 1331 1904 1317 615 2000* 1025 1023 17,842 # of Volunteer Hours 672 547 654 598 396 532 350 268 196 480.5 265 318 5276.50 # of Volunteers 36 31 40 43 33 38 49 28 25 28 25 34 34 AVG 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 also now have an intern from Southwestern University that is filling volunteer spots and helping write grants. *The door counter broke early November is above is an estimate. YTD by month .. . ARY CGNTER Monthly Report Prepared by Georgetown Art Works Financial Update: P&L Summary - by month Income INCOME Jan -16 Feb -16 Mar -16 Apr -16 May -16 Jun -16 Jul -16 Aug -16 Sep -16 Oct -16 Nov -16 Dec -16 YTD Donations, Grants & Sponsorships 1,153 1,626 150 211 539 612 3,012 70 70 0 1,450 550 10,072 Membership 3,320 3,029 1,045 459 675 320 715 405 320 205 135 250 10,878 Sales (Gift Shop & Exhibit Art) 1,146 621 2,895 4,193 540 12,278 766 1,120 427 1,018 595 1,709 27,231 Education Programs (Workshops & Classes) 136 926 1,138 254 56 0 0 3,010 (928) 0 570 (882) 4,280 Exhibits (Submission Fees for Juried Exhibits) 10 490 0 100 0 155 100 7,775 335 2,955 0 0 11,920 Fund Raising Events 600 580 1,980 350 1,795 2,025 0 40 360 3,403 700 0 11,279 Rental Income (Upstairs -Other) 3,312 654 691 350 880 304 2,534 304 1,262 10,291 TOTAL 6,365 7,272 7,207 8,878 4,259 16,081 4,943 13,300 887 10,115 3,754 2,889 85,950 Payouts to Artists 908 436 2,188 3,794 2,278 7,684 411 745 1,568 807 405 775 21,999 GROSS PROFITS 5,457 6,835 5,019 5,084 1,981 8,397 4,532 12,554 (681) 9,308 3,350 2,114 63,951 YTD 2016 0 ART CENTER Monthly Report Prepared by Georgetown Art Works Financial Update: P&L Summary —2016 by month Continued — Cordovan/GAW Summer Art Classes Cordovan Art Jan-16 16-Feb Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 YTD Classes Classes & Camps Income 2,003 2,759 7,854 7,069 8,349 7,430 4,209 2,961 1,319 2,187 2,423 1,769 50,331 Cordovan Payout (50%) - (4,500) - (4,500) Instructor Fees - Cordovan (1,233) (1,229) (966) (882) (631) (2,779) (580) (2,870) (924) (683) (1,118) (510) (14,403) Management Fee - Cordovan (1,000) (1,000) (1,000) (1,000) (1,000) (1,000) (1,000) (1,000) (5,000) (1,000) (1,000) (1,000) (16,000) Enrollment Class Software - - (360) (60) (60) (60) (60) (60) (60) (720) Credit Card Processing Fees (1,075) (77) (93) (42) (69) (68) (54) (1,479) Marketing Expenses (753) - - - 898 144 Supplies - Cordovan - (31) (17) (2,590) (905) (495) (73) (4,110) Total Cordovan Art Class Net Income (230) 531 5,857 4,417 4,128 1,312 1,997 (5,635) (3,809) 375 177 145 9,263 • Financial Update: P&L Summary -2016 by month CENTER Continued - Expenses & Net Income EXPENSES Jan -16 Feb -16 Mar -16 Apr -16 May -16 Jun -16 Jul -16 Aug -16 Sep -16 Oct -16 Nov -16 Dec -16 YTD Administrative (bank fees, insurance,legal fees, storage, etc...) 151 131 349 209 1,434 642 500 478 208 221 190 685 5,197 Marketing (flyers, signs, advertising) 1,515 803 112 142 91 419 558 572 2,447 112 1,365 - 8,137 Operations, Utilities & Supplies 1,059 608 960 749 1,015 1,371 1,628 1,106 1,786 389 959 826 12,456 Events (receptions, artist talks,l't Friday) 1,276 451 1,056 4,042 1,334 769 (303) 727 339 302 2,597 1,452 14,041 Education Programs (Instructor Fees & Supplies) 60 60 60 1,960 - - - 60 - - - 1,595 3,795 Payroll Expenses - - - 490 686 798 2,309 1,631 1,162 1,323 8,399 Exhibits 596 932 - 387 185 980 50 1,905 628 7,399 4,603 837 18,501 Volunteer Support 35 35 35 35 35 35 35 35 35 35 47 37 434 TOTAL EXPENSES 4,692 3,020 2,572 7,524 4,094 4,706 3,155 5,680 7,754 10,088 10,921 6,755 70,960 NET PROFIT/LOSS 765 3,816 2,447 (2,440) (2,113) 3,691 1,377 6,874 (8,434) (780) (7,572) (4,641) (7,009) Total Net Income w/Cordovan 535 4,346 8,304 1,978 2,015 5,003 3,375 1,239 (12,244) (405) (7,395) (4,496) 2,254 • c, o�Taw" ART CENTER 2016 YTD Monthly Report Prepared by Georgetown Art Works Financial Update: Balance Sheet —December 2016 Account Assets Amount Liabilities & Equity CURRENT Account Amount Cash Drawer $206.40 _ LIABILITIES Checking $3389.08 _ Payable to Artists E $1308.99 I _ Paypal $0 Sales Tax Payable $130.55 TOTAL CURRENT $3595.48 Rental Deposits $189.00 FIXED EQUITY Other Asset Furniture & Equipment Studio Window Treatments Software Accum. Depreciation TOTAL FIXED Due from Cordovan TOTAL ASSETS $1,529.82 $ 6, 800.22 $1,534.25 i $856.02 -$5290.00 $5,430.31 $7,743.02 $16,768.81 Temporarily Restricted Unrestricted Net Assets Net Income YTD TOTAL EQUITY TOTAL LIABILITIES & EQUITY . $ 2, 000.00 $10,886.72 $2,253.55 $15,140.27 $16,768.81 Membership Tracking YEAR TO DATE 2016 Monthly Report Prepared by Georgetown Art Works [a'/.y'n\l� 1p�1��) )��.� �`N�'�� r1 9 ?�0)_��.; ��DII'c ku 1�a' 7�Dill(�; I1 tc k 11.(� �Dl �i-.} �Dal�� ?i(0�3;('; (�ipt11,(� 7G4� ------------ - — # 6f Active i � a Members 180 187 1 210 1 195 209 21 �! 3 205 i 208 195 � 202.. 196 , 191 # New Members 12 6 13 5 11 13 7 4 4 4 5 4 88 # Renewed , Members 64 29 11 1 3 5 2 10 2; 1 2 5 1 1 135 Business 0 8 0 0 0 0 0 0 0 0 0 0 8 # Members Expired 76 43 24 167 164 178 1 174 172 187 184 184 191 7 CEOROETowH I ART CENTER PETER MANGAN N--b,r 1, 2015 - March 31, 2016 MESSENGERS c 1Tf• STEREOTYPES �!. APRIL 15 - YAY 29, 201b 'r AGAINST THE GRAIN FANTASY & REALITY _ DECEMBER 9 - FEBRUARY 5, 2017 a JULY 15 -AUGUST 21 2016 ^4 r MOULT MAGNIFICENT C A R I_ O S F S T F V L Z _,� WAKEFULNESS i GEORGErowN ART CENTER Notes About 2016 and future YTD 2016 Highlights and 2017 Monthly Report Prepared by Georgetown Art Works ° 2016 was an incredible year and we are expecting an even THE CUZCO REVOLUTIIa.N WOPOCIPART BY RICHARD RAt?A FEBRUARY 10 - MARCH 26` better one for 2017! Changes in 2016: • First employee, Lindsey • Exhibit Committee determined and meeting regularly! • Studio rentals for artists are a success! • Advisory Board also regularly meeting every 2 weeks and have been an asset to our organization • Board retreat being scheduled for 2017 to hash out details and new agreement with City. • Against the Grain exhibit finished out in February and Cuzco Revolution is currently held up in customs and is planning to be in the week of the 21St. (reception is on March 4th) • Our visit from Anna Rose Bain, artist who lives in Colorado, was a success! Her workshop was incredible and we are planning to do that yearly. • The exhibit schedule is set for next year. Although the beginning of the year slightly differs from the arts and culture guide, the rest of the year is the same as the guide and we are all very excited for it! Against the Grain was be a little longer than our normal exhibits but will fall into the rest of the schedule for the year (see attached schedule). Spring break and summer camp are now half day AND full day — with before and afterschool care, and we have more registrants at this point than we did last year for both camps. We are starting to promote James Tisdale, with a video we are creating to discuss his background and his work, as it will be a bit controversial in theme. (see dates in next slide for Tisdale exhibit). Video to come soon to Facebook! 91 zu17 • Against the Grain: 12/9 -*2/5 • The Cuzco Revolution in Painting: 2/10 - 3/26 • GISD AP Art Show: 3/31- 4/16 • *** GALLERY WALL REPAIRS 4/18 - 4/21 *** • James Tisdale: 4/28 - 6/4 • Fresh Voices of Realism: 6/9 - 7/16 • Hans Bauer: 7/21- 8/20 • Wide Open: 8/25 - 9/24 • Art Hop: 9/29.- 10/29 • Ralph Lee Hopkins: 11/3 - 12/10 M,1 • BYLAWS CITY OF GEORGETOWN ARTS AND CULTURE BOARD ARTICLE I. NAME AND PURPOSE Section 1.1. Name. Arts and Culture Board ('Board") Section 11. Purpose. a. The Board is established for the purpose of actively pursuing the placement of public art in public spaces and serving to coordinate, promote and support public access to the arts. See Ordinance Chapter 2.112. The Board shall encourage, stimulate, promote and foster programs for the cultural enrichment of the City, thereby contributing to the quality of life in Georgetown, and develop an awareness of the value of the arts in the business community, local government and the general public. b. The Board is directed to: • 1. ensure the arts continue to be of value as an integral part of Georgetown; 2. in its first year, propose to City Council a set of guidelines and standards by which it will review future art projects, staying consistent with existing codes, guidelines and policies; 3. seek to improve communication and organization of the activities in the Georgetown arts community; 4. promote the arts in Georgetown to enrich the lives of its residents through education and demonstration; 5. assist other City boards, commissions and committees and the City Council in using public art to enhance existing development in public parks and other public lands and structures; runs MO LUIEUre ttoara bylaws is Rev ised May 2011 Pagel of7 Page 1 1 of 26 r� U 6. advise other City boards, commissions and committees and City departments regarding artistic components of municipal projects under consideration by the City and serve as a resource for artistic components of private developments; 7. develop and recommend to the City Council policies and programs that would enhance and encourage the planning, placement and maintenance of public displays of art in locations open to the public within the community; 8. encourage connections with other local, regional and national organizations working for the benefit of art and preservation of artistic values, and other similar activities; 9. recognize and encourage groups and organizations that enrich Georgetown life by bringing cultural and artistic values and artifacts to the City; and 10. pursue funding, including gifts and grants, for support of arts programs and activities and the procurement of public art. ARTICLE II. MEMBERSHIP • Section 2.1. Number of Members. The Board will be comprised of seven (7) Members. Section 2.2. Eligibility. Each Member shall reside in the City of Georgetown corporate limits or extraterritorial jurisdiction. The Members should include artists and other individuals with diverse backgrounds in the arts, arts organizations and businesses, education, structural and landscape architecture. It is preferred, but not required, for the Board to include authorized representatives of Georgetown Independent School District and Southwestern University as Members. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed in accordance with the City Charter. Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office. Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the Arts and Culture Board Bylaws • Revised May 201 I Page 2 of 7 Page 12 of 26 • City Charter. If possible, the Member shall continue to serve until the vacancy is filled. Appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board and its Members have no authority to expend funds or to incur or make an obligation on behalf of the City unless authorized and approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter 2.36. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. ARTICLE III. BOARD OFFICERS Section 3.1. Officers. The Board Officers are Chairman, Vice -Chairman and Secretary. The Chairman is appointed by the City Council during the annual appointment process. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice -Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board Officer shall continue to serve until the vacancy is filled. Section 3.3. Duties. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. Arts and Culture Board Bylaws Revised May 201 Page 3 of 7 Page 13 of 26 • b. The Vice -Chairman shall perform the duties delegated to the Vice -Chairman by the Board. The Vice -Chairman presides at Board meetings in the Chairman's absence. The Vice -Chairman shall perform the duties of the Chairman in the Chairman's absence or disability. c. The Secretary shall perform the duties delegated to the Secretary by the Board. ARTICLE IV, MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on the same week of the month, the same day of the week, at the same time, and at the same place. The regular date, time and place of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at • which the agenda item will be considered. Agenda packets for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by three (3) Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent, by the Vice -Chairman. In the absence of both the Chairman and Vice - Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. Arts and Culture Board Bylaws • Revised r7 2011 Page 4 of 7 Page 14 of*26 n U Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City's Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member's option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to O attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. Arts and Culture Board Bylaws Revised May 2011 Page 5 of 7 Page 15 of 26 • Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. CIosed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES • Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non -Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act, ARTICLE VII. BYLAW AMENDMENTS These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board's proposed amendments to the Bylaws must be Arts and Culture Board Bylaws Revised May 2011 Page 6 of 7 Page 16 of 26 • approved by City Council at the next Council meeting after the Board's approval. Bylaw amendments are not effective until approved by City Council. Approved and adopted at a meeting of the City Council on the _� day of a 20<< . ATTEST: 1XL=j .2-r City Secretary, lx .,� THE CITY OF GEORGETOWN Mayor Approved and adopted at a meeting of the Board on the day of .1uC\ Q- 20 k \ . ATTEST: i i Board Secretary Revised auu �May ay"2,c0101 UU0 tly7aW5 Page 7 of 7 BOARD B and Cha man Page 17 of 26