HomeMy WebLinkAboutAgenda_ARTAB_08.19.2014Notice of Meeting for the
Arts and Culture Advisory Board
of the City of Georgetown
August 19, 2014 at 4:30 PM
at Small conference room, 2nd floor, Georgetown Public Library, 402 W. 8th Street
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Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A Citizens who wish to address the Board. As of the deadline, no persons were signed up to speak on
items other than what was posted on the agenda.
B Announcements of upcoming events.
C Consideration and approval of minutes of July 15, 2014 Arts and Culture Board meeting.
D Report regarding the operation of the Georgetown Art Center from July 13 through August 18,
2014 -- Eric Lashley and Gary Anderson
E Report regarding expenditure of funds from the Arts and Culture Board budget -- Judy Fabry
F Report regarding the presentation at the City Council workshop on August 12 of the draft
operating agreement for the Georgetown Art Center, between the City of Georgetown and
Georgetown Art Works. Eric Lashley
G Consideration and possible action to approve some expression of appreciation to the persons
and/or organizations who have sponsored the exhibits at the Georgetown Art Center. Amanda
Still, Eric Lashley.
H Consideration of Texas Commission on the Arts conference -- Engaging New Audiences -- to be
held in Austin, January 29 & 30, 2015. Eric Lashley
I Consideration of dates of coming meetings -- Eric Lashley
CERTIFICATE OF POSTING
I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice
of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public
at all times, on the ______ day of __________________, 2014, at __________, and remained so
posted for at least 72 continuous hours preceding the scheduled time of said meeting.
____________________________________
Jessica Brettle, City Secretary
City of Georgetown, Texas
SUBJECT:
Citizens who wish to address the Board. As of the deadline, no persons were signed up to speak on
items other than what was posted on the agenda.
ITEM SUMMARY:
FINANCIAL IMPACT:
This item has no direct financial impact.
SUBMITTED BY:
Judy Fabry
City of Georgetown, Texas
SUBJECT:
Announcements of upcoming events.
ITEM SUMMARY:
FINANCIAL IMPACT:
This item has no direct financial impact.
SUBMITTED BY:
Judy Fabry
City of Georgetown, Texas
SUBJECT:
Consideration and approval of minutes of July 15, 2014 Arts and Culture Board meeting.
ITEM SUMMARY:
FINANCIAL IMPACT:
This item has no financial impact.
SUBMITTED BY:
Judy Fabry
ATTACHMENTS:
Description Type
july 15, 2014 mins Backup Material
Minutes of the Meeting of the
Arts and Culture Board
City of Georgetown, Texas
July 15, 2014
The Arts and Culture Board met on Tuesday, July 15 at 4:30 p.m. in the small conference room of the
Georgetown Public Library, 402 W. 8th Street
MEMBERS PRESENT: Gary Anderson, Shana Nichols, Betty Ann Sensabaugh, Liz Stewart, Amanda Still, and
Melissa Waggoner
Regular Session – Vice Chair Melissa Waggoner called the meeting to order at 4:30 p.m.
A. Citizens who wish to address the Board. None were present.
B. Announcements of upcoming events – Liz Stewart announced that the 2015 Georgetown Symphony
Society subscription forms are being mailed. Eric Lashley reminded the board members that the
reception and awards ceremony for the Texas Society of Sculptors show will be at 1:00 on Sunday,
July 20, in the library. Waggoner reiterated the events that will be taking place at the Art Center in
the next two weeks. Susan Kemner Reed will speak about her work at 6:30 on July 18. The new
show, the works of René Wiley and Rachel Wiley-Janota, goes up July 25 and the opening reception
will be Saturday, July 26, from 7-9 p.m. Wiley will talk about her work on Sunday, July 27, at 1:00
p.m.
C. Consideration and approval of minutes of the June 17, 2014 Board meeting. Liz Stewart moved to
approve the minutes as distributed. Betty Ann Sensabaugh seconded the motion, which passed
unanimously.
D. Report regarding the operation of the Georgetown Art Center from June 18-July 13, 2014– Eric
Lashley, Gary Anderson. Lashley reported the door count from 6/3 through 7/1 was approximately
2,500. He had attended the Georgetown Art Works executive board meeting and presented the draft
operating agreement to them. The Board is presently working on developing policies that will
standardize their practices in several areas.
E. Report regarding the expenditure of funds from the Arts and Culture Board budget and consideration
of expenditures for the remainder of the fiscal year – Judy Fabry, Eric Lashley. Fabry reiterated the
expenses that had been paid during the previous month: $1050 for the purchase of the Snell
painting; $479.99 to Sweetwater Electronics for two portable PA systems for the Art Center; and
$650 to Jack Johnson Construction for creating the sculpture pads at the Georgetown airport. The
Board has $15,743 remaining in its budget, which should be spent or encumbered before September
30.
Shana Nichols suggested creating scholarships for the classes at the Art Center. Discussion
followed about how the recipients of scholarships might be selected. Lashley passed out a small
packet of suggestions of furniture and equipment (made a part of these minutes) that are needed at
the Art Center. He emphasized that these were not requests from Georgetown Art Works (GAW) but
are items that he knows they need. He will ask GAW to make some specific requests before the
Board’s August meeting. Gary Anderson suggested spending money for advertising events that will
take place during October, the Month of the Arts. He also suggested coordinating regular, perhaps
monthly, advertising efforts with other stakeholders in the Cultural District.
F. Consideration and possible action to approve expenditure of funds for design and production of
banners for the Cultural District, to be hung around the Square during October 2014 – Eric Lashley.
Lashley had contacted three local graphic artists and asked for a quote for the banner project. They
all quoted $2000. Eric selected Nick Ramos, who has done other work for the board and who said he
could complete the project in time to hang the banners in late September. Production of the banners
is estimated to cost about $5,000. Anderson said that he believes there needs to be a small scale
advertising/educational campaign after the banners are hung to draw the attention of the public to
them and what they represent.
G. Consideration and possible action to approve the draft of the three-year operating agreement for the
Georgetown Art Center that will be submitted for approval to the City Council in August 2014 – Eric
Lashley. Fabry distributed copies of the draft agreement that had been vetted by the City Attorney, a
copy of which is made a part of these minutes. The changes that the Board had suggested last
month were incorporated, including GAW’s payment of the monthly utility bill and the removal of the
requirement to be open on First Friday. However, the agreement still requires that the Art Center be
open two nights per month.
Considerable discussion took place over the requirement for an annual independent audit of GAW’s
books. The GAW board had asked to replace that requirement with giving the City access to their
books for review because the cost of an independent audit is more than GAW can afford to pay at
this time. Nichols asked what GAW’s bylaws say about audits. She said it is customary for an audit
to take place whenever treasurers change. Sensabaugh asked whether an audit could be done by a
volunteer or group of volunteers. The board members generally seemed willing to accept the City’s
review of GAW’s books in place of an independent audit, at least for the first year of the agreement.
They also suggested that the agreement require a monthly financial report (income and expense)
that would be a part of the written monthly report that will be required.
Finally, the board members suggested requiring an annual meeting of the Arts and Culture Board
and the GAW board. At that time GAW would submit an annual report and, by year two, a strategic
plan. There has been little direct communication between the Arts and Culture Board and
Georgetown Art Works, even though the Arts and Culture Board is the City entity that is supposedly
providing oversight for the operation of the Art Center. Developing a working relationship is
desirable.
Specific changes to the text included: (1) In item 2, the term should the three years, not one; (2) date
with Notary’s signature should be 2014, not 2012; (3) Exhibit B – the alcohol clause needs to be Item
I, which will change the letters for the following items; (4) Exhibit B, Item J – Monthly reports, add
“and expenses” after “revenue”; (5) Exhibit B, Item K – Annual report – add “Strategic plan by year
two and annual meeting between the executive board of Georgetown Art Works and the Arts and
Culture Board.”
H. Consideration of dates of coming meetings. Eric Lashley. All members present will be able to
attend the regular meeting on August 19.
Vice Chair Waggoner adjourned the meeting at 5:55 p.m.
Respectfully submitted,
Liz Stewart, Secretary Melissa Waggoner, Vice Chair
City of Georgetown, Texas
SUBJECT:
Report regarding the operation of the Georgetown Art Center from July 13 through August 18,
2014 -- Eric Lashley and Gary Anderson
ITEM SUMMARY:
FINANCIAL IMPACT:
This item has no direct financial impact.
SUBMITTED BY:
Judy Fabry
City of Georgetown, Texas
SUBJECT:
Report regarding expenditure of funds from the Arts and Culture Board budget -- Judy Fabry
ITEM SUMMARY:
FINANCIAL IMPACT:
This item has no direct financial impact.
SUBMITTED BY:
Judy Fabry
ATTACHMENTS:
Description Type
budget summary aug 2014 Backup Material
budget breakdown aug 2014 Backup Material
Date Item Amount Balance
10/10/2013 Sponsorship of Chadwick & Spector 50,000
exhibit @ Art Center 2,500 47,500
& reimbursement for printing of Benini
materials PO 3400163 1,000 46,500
10/14/2013 Printing invitations for ribbon-cutting 432.94 46,067
10/17/2013 Sun McColgin honorarium 300.00 45,767
Pokey Park honorarium 300.00 45,467 Art Center expense ($10,000 budgeted)
Micheal Epps honorarium 300.00 45,167 Marketing/promo ($10,000 budgeted)
Terry M. Jones honorarium (2 pieces)600.00 44,567 Events/receptions ($2,000 budgeted)
10/21/2013 Nick Ramos 10/18/13 ribbon-cutting invite 150.00 44,417 Public art/Sculp Tour ($10,000 budgeted)
10/26/2013 JF MC charges for ribbon-cutting recep.696.62 43,720 Scholarships & Grants ($17,000 budgeted)
11/13/2013 Micheal Epps honorarium 300.00 43,420 Training & Administration ($1,000 budgeted)
12/2/2013 Purchase of Queen of Scotland 3822.00 39,598
12/9/2013 Matt Graves, Art Center video 250.00 39,348
1/13/2014 D&L Printing, sculpture tour brochures 888.05 38,460
1/23/2014 Georgetown Art Works, gift for J. Estes 50.00 38,410
1/22/2014 Faith Schnexnayder honorarium 300.00 38,110
1/22/2014 Dar Richardson honorarium 300.00 37,810
1/28/2014 D&L Printing, Art Galleries rack cards 132.10 37,678
1/27/2014 grant to Wmson Co Symph Orch 2000.00 35,678
1/27/2014 grant to Georgetown Symp Society 3000.00 32,678
2/4/2014 grant to EVHS Percussion Program 500.00 32,178
2/4/2014 GTX plaques for (2) library sculptures 58.75 32,120
2/17/2014 grant to Community Montessori 1500.00 30,620
2/24/2014 GTX plaques (repl Pokey Park/Shaman)15.00 30,605
2/25/2014 Affordable Signs (signage on 3 doors)175.00 30,430
3/3/2014 grant to Georgetown Festival of the Arts 3000.00 27,430
3/10/2014 Affordable Signs (addtl signage)31.75 27,398
4/16/2014 Williamson Museum (sculpture)2500.00 24,898
6/2/2014 Texas Society of Sculptors (prize money)1800.00 23,098
6/2/2014 grant to Palace Theater 2500.00 20,598
6/3/2014 Georgetown Art Center, Snell & Benini 2125.00 18,473
6/10/2014 IntroVisuals TX (Google map virtual tour)550.00 17,923
6/19/2014 Georgetown Art Center, Snell painting 1050.00 16,873
6/25/2014 Sweetwater (2) wireless PA systems 479.98 16,393
6/23/2014 Jack Johnson Construction (airport pads)650.00 15,743
8/7/2014 Bob Ragan (sculpture honorarium, airport)300.00 15,443
Terry Jones (sculptures honorarium, airport)600.00 14,843
8/11/2014 GTX Awards (plaques for sculptures)45.00 14,798
8/11/2014 GTX Awards (plaques for Snell art)30.00 14,768
Arts & Culture Board Expenses FY 2013-14
Art Center Marketing/Events/Public Art/Scholarships/Training &
Balance Promotion Balance Receptions Balance Sculpture Tour Balance Grants Balance Admin Balance
Starting $10,000.00 Starting $10,000.00 Starting $2,000.00 Starting $10,000.00 Starting $17,000.00 Starting $1,000.00
$2,500.00 $7,500.00 $888.05 $9,111.95 $432.94 $1,567.06 $300.00 $9,700.00 $2,000.00 $15,000.00 $50.00 $950.00
$1,000.00 $6,500.00 $132.10 $8,979.85 $150.00 $1,417.06 $300.00 $9,400.00 $3,000.00 $12,000.00 45.00$ $905.00
$250.00 $6,250.00 $696.62 $720.44 $300.00 $9,100.00 $500.00 $11,500.00 30.00$ $875.00
$175.00 $6,075.00 $600.00 $8,500.00 $1,500.00 $10,000.00
$206.75 $5,868.25 $300.00 $8,200.00 $3,000.00 $7,000.00
$2,125.00 $3,743.25 $3,822.00 $4,378.00 $2,500.00 $4,500.00
$550.00 $3,193.25 $300.00 $4,078.00 trf $2500 to Pub Art $2,000.00
$479.98 $2,713.27 $300.00 $3,778.00 trf $700 to pub art 1,300.00$
$58.75 $3,719.25
$15.00 $3,704.25
add $2500 < S&G $6,204.25
$2,500.00 $3,704.25
$1,800.00 $1,904.25
$1,050.00 $854.25
$650.00 $204.25
add $700 < S & G $904.25
$900 $4.25
City of Georgetown, Texas
SUBJECT:
Report regarding the presentation at the City Council workshop on August 12 of the draft
operating agreement for the Georgetown Art Center, between the City of Georgetown and
Georgetown Art Works. Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
This agenda item has no direct financial impact.
SUBMITTED BY:
Judy Fabry
City of Georgetown, Texas
SUBJECT:
Consideration and possible action to approve some expression of appreciation to the persons
and/or organizations who have sponsored the exhibits at the Georgetown Art Center. Amanda
Still, Eric Lashley.
ITEM SUMMARY:
FINANCIAL IMPACT:
Printing or engraving costs might be incurred.
SUBMITTED BY:
Judy Fabry
City of Georgetown, Texas
SUBJECT:
Consideration of Texas Commission on the Arts conference -- Engaging New Audiences -- to be
held in Austin, January 29 & 30, 2015. Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
If Board members choose to attend the conference, the budget will be affected.
SUBMITTED BY:
Judy Fabry
ATTACHMENTS:
Description Type
TCA conference flyer and registration information Backup Material
City of Georgetown, Texas
SUBJECT:
Consideration of dates of coming meetings -- Eric Lashley
ITEM SUMMARY:
Consideration of whether the dates of future meetings are agreeable to the Board.
FINANCIAL IMPACT:
n/a
SUBMITTED BY:
Judy Fabry