HomeMy WebLinkAboutMinutes_ARTAB_05.16.2017Minutes of the meeting of the
Arts and Culture Board
City of Georgetown, Texas
May 16, 2017
The Arts and Culture Board will meet on Tuesday, May 16, 2017 at 4:30 p.m. in the Small Conference Room of
Georgetown Public Library, 402 W. 8th Street
PRESENT: Jane Estes, Tim Fleming, Wes Odell, Laura Sewell, Sharon Snuffer, Carol Watson and Linda
Wilde.
ABSENT:
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. None were present, No action
required.
B. Announcements regarding arts and culture in Georgetown. — Jane Estes, Board Chair.
Estes announced that her next article in the Williamson County Sun will feature a list and tips on how to
advocate for the arts. She will also discuss what the arts do as a driver in Texas.
Lashley showed a video by the City's Multi -Media Specialist John Njagi that promotes the City's cultural
district anchors. This video about the Palace Theatre is the first of several to follow. The cultural district
promo videos will be showing at City Lights and Round Rock movie theaters.
Lashley discussed calls he received from Rockport and Tyler on referral from Jim Bob McMillan with
Texans for the Arts. These cities are interested in what Georgetown is doing in the way of arts and
culture, so Lashley sent copy of a Community Impact article and results from the Economic Impact
Study.
Lashley, Hendrix and Estes attended the Texas Library Association's conference in April and did a
presentation on art in libraries. A staff member from Edinberg, Texas complimented Georgetown's
efforts, explaining that their city has four staff members dedicated to art but no art center yet. Both cities
would like to schedule a meeting to discuss previous experiences and how to build on arts and culture.
GISD is interviewing for fine arts positions at the new Wagner Middle School. End of year concerts are
going on now and the district saw an increase in attendance for the On Broadway program this year.
The Georgetown Festival of the Arts lawn concert, symphony concert, and park event with fireworks will
take place on Memorial Day weekend.
C. Review of minutes from the April 18, 2017 Arts & Culture Board meeting. —Jane Estes, Board Chair.
Motion by Fleming; second by Sewell to approve the minutes from the April 18, 2017 Arts &
Culture Board meeting. Approved 7-0.
D. Review of monthly report from Georgetown Art Works. —Eric Lashley, Library Director.
Lashley reviewed monthly report with the Board, noting the next show at Georgetown Art Center will be
curated by a podcast host from Austin. GAW plans to replace the Art Center's roof following the end of
that exhibit. The Art Center will stay open and hang signage to welcome folks inside during the
construction. No action required.
E. Report on meeting with Georgetown Art Works' Executive Board regarding the renewal of the
Georgetown Art Center Operating Agreement. —Eric Lashley, Library Director.
Lashley reported that he met with the Executive Board of Georgetown Art Works to discuss the
Operating Agreement between their organization and the City of Georgetown. The board was very
responsive to Lashley's request to have a future Arts and Culture Manager handle day-to-day
operations of the Art Center, while GAW would convert to a more supportive and fundraising role.
Following discussion, the GAW Board agreed to send a letter of support to City Council and the City
Manager regarding these changes. No action required.
F. Report on City of Georgetown Sculpture Tour. —Dana Hendrix, Fine Arts Librarian.
Lashley read a report from Dana Hendrix (absent). Lashley reported that the call for entries for the
2017-18 Sculpture Tour had been posted on the following websites: City of Georgetown, City Arts
Facebook, Texas Society of Sculptors, Entry Thingy, Texas Public Art Administrators Facebook, and
with the current exhibiting sculptors. The deadline to submit proposals is June 1. Lashley noted
changes to the award system as follows: $1,500 for First Prize, $750 for second prize, and seven $500
honorable mentions for the remaining exhibitors. Sewell questioned the monetary amounts and
Lashley agreed to verify them from the recording of April's meeting. No action required.
G. Consideration and possible action to approve a letter of support for an Arts and Culture Manager
position budget request. —Eric Lashley, Library Director.
Lashley distributed a draft letter to the Board regarding the proposed budget request for an Arts and
Culture Manager (attached to these minutes). Lashley asked Board members to review the draft and
consider providing support for the request, along with any changes to the letter. During discussion, the
Board requested several amendments to the draft. Motion by Wilde; seconded by Sewell to
authorize Board Chair Jane Estes to draft a letter on behalf of the board in support of the Arts and
Culture Manger position proposed in the budget. This letter will be forwarded the Mayor and City
Council. Approved 7-0.
H. Consideration future meeting dates. — Jane Estes, Board Chair. The next meeting will be June 20 at
4:30 PM. No action taken.
air Estes adjou ned the meeti a p.
s ecfullY submitted,
Car I atson, Secretary Jane Estes, Chair
Georgetown City Council
City Hall
113 E. 8`" Street
Georgetown, TX 78626
May 16, 2017
Dear Mayor and City Council Members,
On behalf of the Arts and Culture Board, we respectfully request Council support the
Arts and Culture Manager position proposed for the FY 2017-18 budget.
The City of Georgetown has a strong arts and culture sector and the downtown has been
designated an official Cultural Arts District by the "Texas Commission on the Arts. The
recently completed Econornic Impact Study for Arts and Culture concluded
Georgetown's economy is significantly boosted by arts and culture activities and venues.
Over $500,000 per year in tax revenues is attributed to arts and culture -related activity.
Both the Economic Impact Study (April 20, 2017) and the Arts and Culture Strategic
Plan call for an Arts and Culture Manager to act as a liaison between arts and culture
groups, apply for grants, maintain the city arts calendar and social media, assist in the
management of the Georgetown Art Center, and work with the Convention and Visitor
Bureau and Main Street program to promote tourism.
In the early 1980s, many of the buildings in our downtown were boarded up, the
sidewalks were inadequate, and there was little landscaping. The City made a conscious
effort to become a Main Street City and began investing in the infrastructure of our
downtown. "That investment has paid dividends; Georgetown's Square has a national
reputation and is now recognized as the Most Beautiful Downtown in Texas.
The board believes the City is in a similar position today as we were in the 1980s. An
investment in arts and culture will have a large return on investment in terms of quality of
life for our residents, an increase in sales tax revenues, and greater tourism. We hope you
will agree.
Thank you for your consideration and your support for arts in culture in our community.
Sincerely,
Jane Estes -Chair
Arts and Culture Board
Summary of Georgetown Art Center Operating Agreement between the City of
Georgetown and Georgetown Art Works — Ends August 31, 2017
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 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. If
policies are not strictly enforced the City will have the right to terminate agreements with
30 days' notice.
0
Located on: Global / Boards and Commissions / Forms / "BC-Request-To-Address_Not-Posted-Items
Available in: Word or Fillable PDF
Request to Address
a City of Georgetown Advisory Board
(for items not included in a posted agenda)
GEORGETOVI N
Speaker's
Address:
Phone Number:
Subject to address:
Board or Commission
Meeting date at which you wish to speak: d -,,7.e.- j V
• This request must be received by the Advisory Board or Commission Liaison prior to the day the agenda
for this meeting is posted. You will be given three minutes to address the Board or Commission members.
No action can be taken. If you wish to speak for six minutes, it is permissible to use another requestor's
granted time to speak. No more than six minutes for a speaker maybe granted. The requestor granting
time to another speaker must also be resent.
Speaker's Signature:
Date:
By signing this request to address a City of Georgetown Board or Commission, I agree that I will keep my
comments to the subject listed. I will also refrain from the use of any obscene, vulgar, or profane
language. I understand that if I do not follow this procedure, my speaking time may be terminated and I
may be requested to sit down or be removed from the building.
Date Received:
Time Received:
40
(To be Completed by the Board or Commission Liaison)
�a•::.. ! ;'
per:
Monthly Report
May 2017
(April Financials 2017)
•
May 2017
Monthly Report
Prepared by Georgetown Art Works
Visitors & Volunteers
# of Days Open
26
26
0
# of Open Hours
196
192
(4)
Monthly Visitors
1167
1557
390
# of Volunteer Hours
396
228
(168)
# of Volunteers
33
26
(7)
The month of May was James
Tisdale's exhibit "made for you
AND me" which had a great turn
out of people all month long. It
came highly loved by many!
We also had the Spring Paint Out
and its exhibit, which is always a
great turnout and the community
loves this event each year!
May 2017
Monthly Report
Prepared by Georgetown Art Works
Financial Update: P&L Summary —April 2017
Income
Income
Apr 2017
Mar 2017
$ change
Cordovan Art Class Income
Classes &Camps',
13,642.60
11,583.49
2,059.11
Cordovan Payout
-4,000.00
-3,820.00
-180.00
Credit Card Processing Fees
-410.12
-334.69
-75.43
Enrollment Class Management Sof
-60.00
-60.00
0.00
Instructor Fees - Cordovan
-1,135.10
-3,257.93
2,122.83
Management Fee- Cordovan
-1,000.00-
-1,000.00
0.00
Marketing
-973.25
-1,005.21
31.96
Supplies- Cordovan
-3,175.49'
-171.89 '
-3,003.60
Web Design
-150.00
-70.13
-79.87
Total Cordovan Art Class Income
2,738.64
1,863.64
875.00
• • •
•
May 2017
Monthly Report
Prepared by Georgetown Art Works
Financial Update: P&L Summary — April 2017 Income
Apr 17
Mar:17
$ Change
Ordinary Income/Expense
Direct Public Support
Corporate Contributions
0.00
0.00
0.00
Individual Contributions
2,131.00
525.00
1,606.00
Total Direct Public Support
2,131.00
525.00
1,606.00
Other Types of Income
Gift Shop Sales
545.26
1,499.98
-954.72
Paint Out Sales
90.00
0.00
90
Total Other Types of Income
635.26
1499.98
-864.72
Program Income
Art Class Tuition
Adult
0.00
0.00
0.00
Total Art Class Tuition
0.00
0.00
0.00
Gallery Artwork Sales
0.00
4800.00
-4,800.00
Membership Dues
110.00
455.00
-345
Total Program Income
110.00
5255.00
-5145.00
Total Income
5614.90
9143.62
-3528.72
Cost of Goods Sold
Consignment Payouts
193.04
3912.70
-3719.66
Cost of Goods Sold
0.00
0.00
0.00
Total COGS
193.04
3912.70
-3719.66
Gross Profit
5421.86
5230.92
190.94
Financial Update: P&L Summary - April 2017 Continued - Expenses
May 2017
Expense
Administrative Expenses
Bank Service Charges
0.00
14.83
-14.83
- Gifts
0.00
102.05
-102.05
Transaction Fees
34.59
209.65
-175.06
Administrative Expenses - Other
0.00
20.18
-20.18
Total Administrative Expenses
34.59
346.71
-312.12
Events
Exhibit Reception
Cuzco Revolution
0.00
600.00
-600.00
Total Exhibit Reception
0.00
600.00
-600.00
Total Events
0.00
600.00
-600.00
Facilities and Equipment
Rent, Parking, Utilities
348.44
400.74
-52.30
Facilities and Equipment - Other
348.44
400.74
-52.30
Total Facilities and Equipment
Marketing
Brand
0.00
2.67
-2.67
Printing
0.00
93.30
-93.30
Website
0.00
70.68
-70.68
Marketing - Other
0.00
36.00
-36.00
Total Marketing
0.00
202.65
-202.65
Operations
Books, Subscriptions, Reference
145.68
262.94
-117.26
Postage, Mailing Service
194.00
0.00
194.00
Supplies'
Office/Gift Shop
0.00
35.23
-35.23
Total Supplies
0.00
35.23
-35.23
Total Operations
339.68
298.17
41.51
Financial Update: P&L Summary — March 2017 Continued - Expenses
May 2017
Payroll Expenses
Payroll Fees
70.30
70.30
0.00
Payroll Taxes
55.19
96.48
-41.29
Wages
721.50
1,261.00
-539.50
Total Payroll Expenses
846.99
1,427.78
-580.79
Program Expenses
Art Education, Programs
Art Education
Model Fee
0.00
0.00
0.00
Total Art Education
0.00
0.00
0.00
Art Education Programs - Other
0.00
2,434.80
-2,434.80
Total Art Education Programs
0.00
2,434.80
-2,434.80
Exhibits
Against the Grain
0.00
101.82
-101.82
James Tisdale
500.00
59.40
440.60
Total Exhibits `'
500.00
161.22
338.78
Total Program Expenses
500.00
2,596.02
-2,096.02
Volunteers
37.00
37.00
0.00
Total Expense
2,106.70 -
5,909.07
-3,802.37
Net Ordinary Income
3,315.16
-678.15
3,993.31
Other Income/Expense
Other Income
Rental Income- Upstairs
2,340.00
152.00
2,188.00
Total Other Income
2,340.00
152.00
2,188.00
Net Other Income
2,340.00
152.00
2,188.00
5,655.16
-526.15
6,181.31
May 2017
Monthly Report
Prepared by Georgetown Art Works
Financial Update: Balance Sheet —Apr 2017
Account Assets Amount
CURRENT
Cash Drawer $206.40
I Checking 1 $5,632.73
PaYpa{ $321;36
TOTAL CURRENT $6160.49
FIXED =
Art Easels $1',529.82
Furniture & Equipment $6,800.22
Studio Window Treatments $1,534.
Software 1 $856.02
Accum. Depreciation— — $5290.00
Liabilities & Equity
Account
Amount
LIABILITIES
Payable to Artists
" ' $669.54°,
Sales Tax Payable
$159.95
Rental Deposits
$189.00
EQUITY
Temporarily Restricted
$2,000.00
Unrestricted Net Assets
$10,607.10
Net Income YTD
$10,683.49
TOTAL EQUITY :
$23,290.59
TOTAL LIABILITIES & EQUITY
$23,766.61
•
May 2017
Monthly Report
Prepared by Georgetown Art Works
Visitors & Volunteers
# of, Days
Open
26
24
26
17
26
119
.---_-._.—
# of Open
Hours
188
176
192
120
192
868
Monthly
Visitors
1143 `
1248
1724
2106
1557
7778
_. .
# of
n_
.......
Volunteer
1
I
I
Hours
494
394
325
285
228 1
1726
-
# of
Volunteers
22
21
29
27
26
Avg 26
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.
We also have a new secretary, Alexha Bonner, who is also a consistent volunteer so we are happy we have her on the
board!
Membership Tracking
YEAR TO DATE 2017
Monthly Report
Prepared by Georgetown Art Works
We received a lot of membership renewals in June —the renewals went out in
May.
We are still looking for a membership chair— at the moment, Lindsey is the one
heading this committee.
0
is 0
May Exhibit: James Tisdale 4/28
June Exhibit: Fresh Voices of Realism
Reception: Danny Grants Fresh Voices June 10th
Artist Talk: June 11th
Education: Weekly Adult education
Summer Camps started in June.
Notes About May and future
• Cordovan hired a part time person to promote the Summer Camps as
well as have someone there in the mornings and afternoon to have early
drop offs and late drop offs for kids.
• The executive committee had a great conversation with Eric Lashley on
the future of the art center and we are on board to hopefully get an arts
& culture director to help the art center as well.
• Fresh Voices of Realism, curated by Danny Grant, who has a podcast
called "The Studio" is receiving great feedback and lots of people have
come to visit based on his discussion on his podcast. We've had visitors
from Dallas, Tyler Tx, Fort Worth and many other places!
• The 2018 exhibit schedule is attached as well as the 2017 calendar! Let
us know if you have any feedback!
May 2017
Monthly Report
Prepared by Georgetown Art Works
10
Rest of 2017 Exhibit Schedule
• 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
11
2018 Exhibit Schedule Tentative
•12/16/2017 - 1/14/2018 Tyler Stout
•1 /20 - 2/18 Print Austin / Todd Slayter and Company
•2/24 - 4/1 Larry Jolly
•4/7 - 5/13 Women Painting Women
•5/19 - 6/24 Macro Photography
•6/30 - 8/5 Dunnagan, Olivas, Pramuk
•8/11- 9/23 Anita Cooke
•9/28 - 10/28 Art Hop
•11/3 - 12/2 Light and Dark
12