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HomeMy WebLinkAboutMinutes_ARTAB_06.20.2017Minutes of the meeting of the Arts and Culture Board City of Georgetown, Texas June 20, 2017 The Arts and Culture Board will meet on Tuesday, June 20, 2017 at 4:30 p.m. in the Small Conference Room of Georgetown Public Library, 402 W. 81h Street PRESENT: Jane Estes, Tim Fleming, Wes Odell, Laura Sewell, Sharon Snuffer, and Carol Watson. ABSENT: Linda Wilde STAFF PRESENT: Eric Lashley- Library Director, Dana Hendrix -Fine Arts Librarian and Lawren Weiss - Administrative Assistant. Chair Estes called the meeting to order at 4:30 pm. A. Citizens wishing to address the Board. —Eric Lashley, Library Director. Artist Kathleen McElwaine addressed the board regarding Georgetown Art Works. Wants art center to be welcoming place for all demographics of Georgetown and a place for the community to attend. Feels rejected by officials of Georgetown Art Works. Teaches in Chamber currently. No action required. B. Announcements regarding arts and culture in Georgetown. —Jane Estes, Board Chair. Board member Wes Odell's art is currently on display, along with three other artist in the library. The exhibit is called Photography by Four. St. David's hospital The Sun City photography club is exhibiting their works at St. David's hospital; they will be featured in the Williamson County Sun newspaper. The Texas Society of Sculptor's Summer Show at the library will be installed Saturday, 6/24. There will be eighty-five pieces by thirty four artists. The exhibit will be up through most of September. A reception & proclamation for Dar Richardson will take place at 1 pm on July 16, followed by live music at 2 pm by performers from Austin Opera. Arts and culture rack cards will replace the annual guide as it ages out. Rack cards are available at the Convention and Visitors' Bureau, and library. Hendrix announced the next three concerts in library's free music series (attachment). Heidi Peitre will install a library catalog card exhibit in July with a reception Friday July 7. Lashley announced that the security code changed for renters on 2nd floor of Georgetown Art Center, so each renter has his/her own code. A resident of Georgetown has filed a complaint about the upcoming Tarot Card show at GAC, because he feels it's promoting a religion. Lashley will meet with Georgetown Art Works about the exhibit and citizen's concern. C. Consideration of the May 16 2017 Arts & Culture Board minutes. —Jane Estes, Board Chair. Motion by Odell; second by Sewell to approve the minutes from the May 16, 2017 Arts & Culture Board meeting. Approved 6-0 (Wilde absent). D. Introduction of Kim Mcauliffe -new Downtown Development Manager for the City of Georgetown. —Eric Lashley, Library Director. Lashley introduced Kim Mcauliffe to the board. Mcauliffe is going into her fourth week as the City's new Downtown Development Manager. She previously worked for the City of Hutto and Huntsville and has a passion for arts. Main Street & the Convention and Visitors' Bureau will partner with the Arts and Culture Board in the near future. No action required. E. Review of the monthly report from Georgetown Art Works. —Eric Lashley, Library Director. Lashley reviewed monthly report with the Board, noting that a parental advisory notice will be posted on the door during exhibits that have nude art or subject matter that may not be appropriate for young children. Discussion followed about turning the splash pad off during artist talks, as well as using portable speaker systems for those events. The board discussed the proposed 2018 exhibit schedule and how many of those are open to residents of Georgetown. Stuart Wallace is the new chair of exhibits for Georgetown Art Works. Board members also discussed the possibility of pop-up shows for next year and coming changes for the art center. No action required. F. Consideration and possible action regarding the 2017 grant applications. —Eric Lashley, Library Director. Board members reviewed and discussed four grant applications received for arts and culture events happening in October and November 2017. The budget for this grant project is $10,000. Lashley proposed fully funding all four grant applications (GISD Elementary Librarians -$750; Georgetown Poetry Festival $1,750), including a minimum award of $2,000 to Georgetown Art Works as they did not specify an amount. Following discussion, motion by Sewell; second by Odell to accept all grant applications at full funding, including Georgetown Art Works at $2,000 and Georgetown Film Conference at $2,000 provided that the funds are not used for legal and filing fees for a 5010 designation, seeking sponsorships or post office box rental. Approved 6-0 (Wilde absent). G. Consideration and possible action regarding the Operating Agreement between the City of Georgetown and Georgetown Art Works as it pertains to the Georgetown Art Center. —Eric Lashley, Library Director. Lashley provided a summary of the current Georgetown Art Center operating agreement between the city of Georgetown and Georgetown Art Works, which ends August 31, 2017. Lashley listed proposed additions and changes (attached) and asked for the board's feedback. Odell asked for clarification of what constitutes a nonprofit arts organization. Lashley noted the Arts and Culture Board used to require a 501 c 3 status, but changed that requirement and the board has used a less restrictive definition. Odell suggested the board use the terms nonprofit and/or community arts organizations in regards to groups having free access to the first floor studio space. This change would allow organizations that have officers and membership but not a formal 501 c 3 structure to use the facility for arts purposes. Estes asked for a footnote to define a community arts organization that would be require minimum standards such as elected officers, membership, and bylaws. Odell and Estes suggested item no. 3 be divided into two separate changes. Item 3 would be: "Policies and procedures for second floor usage and agreements between GAW and the artists/nonprofits leasing space must be approved in writing by the City staff liaison. Item 4 would state, "If policies are not strictly enforced, the City will have the right to terminate agreements with 30 days' notice. Kathleen McElwaine was allowed to address the board on this item. McElwaine expressed her appreciation for the board taking steps to improve the Georgetown Art Center and support for the proposed changes. She expressed the need for the GAW board and the Arts and Culture Board to clarify the mission and vision of the Georgetown Art Center. The board briefly discussed the mission of the art center. Watson stated the importance for the GAW board to be on the same page in terms of mission and belief statements. Watson said she when everyone's beliefs are in alignment, the organization will prosper and she has seen this in her experience at the school district. Lashley reminded the board the City was interested in the Art Center for other factors besides arts and culture. The City's vision of the art center is to create a tourist attraction and to create events that will attract visitors to the downtown in the evenings. Estes asked for an additional change to include an annual visitor survey Lashley reported that he will present the revised agreement to the City Council Workshop on Tuesday, August 8 and Council will vote on the agreement August 22, 2017. No action taken. H. Consideration future meeting dates. — Jane Estes, Board Chair. The next meeting will be July 18 at 4:30 PM. No action taken. Chair Estes adjourned the meeting at 6:00 p.m. Respectfully submitted, C I Watson, Secretary Jane Estes, Chair Summary of Georgetown Art Center Operating Agreement between the City of Georgetown and Georgetown Art Works — Ends August 31, 2017 1. City provides both the first and second floors to Georgetown Art Works to operate an Art Center for the benefit of Georgetown residents. GAW can rent space on the second floor to artists and nonprofit organizations that have an artistic mission. 2. Revenue generated through the operation of the art center shall be used for the operation of the art center. 3. GAW cannot discriminate. 4. GAW is responsible for utilities and custodial services. 5. GAW cannot make structural improvements without permission from the City. 6. GAW must make monthly reports to the Arts and Culture Board containing: door count, name of exhibit, number of classes, class attendance, number of volunteer hours, monthly revenue and expenses, and attendance of artist receptions. 7. The hours of operation are in the agreement as well as GAW having two evening events per month. 8. Must have a minimum of six exhibits per year. 9. Must have insurance. 10. Most provide meeting space to the City at no cost. 11. Must keep the building in good repair 12. The City will provide major maintenance for the building (plumbing, HVAC, phone, Internet, security cameras, fire alarm, and electrical) 13. GAW will provide annual report to the Arts and Culture Board, as well as a joint board meeting. Proposed Additions or Changes 1. All local (Georgetown and ETJ) nonprofit and/or community arts organizations' may have access to the studio free of charge depending on availability. 2. GAW must have annual board training (paid and approved by the City). 3. Policies and procedures for second floor usage and agreements between GAW and the artists/nonprofits leasing space must be approved in writing by the City staff liaison. 4. If policies are not strictly enforced the City will have the right to terminate agreements with 30 days' notice. 5. GAW must conduct an annual visitor survey ' Community nonprofit arts organizations do not have to be an IRs designated 501 c 3 organizations. However, to be considered a recognized community arts organization by the City of Georgetown's Arts and Culture Board, an organization must have officers, membership, and by laws.