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HomeMy WebLinkAboutMinutes_ARTAB_02.16.2016Minutes of the meeting of the Arts and Culture Board • City of Georgetown, Texas February 16, 2016 The Arts and Culture Board met on Tuesday, February 16, 2016 at 4:30 p.m. in the Staff Conference Room of Georgetown Public Library, 402 W. 8th Street MEMBERS PRESENT: Gary Anderson, Steve Harris, Shana Nichols, Betty Ann Sensabaugh, Liz Stewart, Amanda Still and Melissa Waggoner STAFF PRESENT: Eric Lashley- Library Director, Dana Hendrix- Fine Arts Librarian, Lawren Weiss - Administrative Assistant Chair Sensabaugh called the meeting to order at 4:31 p.m. Regular Session A. Citizens who wish to address the board. — None were present. • B. Announcements of upcoming arts and culture events. — Sunday, March 6, 2016 at 4 p.m. at the Klett Center, the Georgetown Symphony Society presents the Family Pops Concert featuring favorites from film and stage. C. Review of correspondence to the Arts & Culture Board. Board members reviewed correspondence including an invitation from GISD for board members to attend the Mark Kistler art assemblies and a thank you letter from Georgetown Symphony Society regarding funds the Arts & Culture Board had awarded the organization. D. Consideration and approval of the minutes of the January 2016 Arts & Culture Board meeting. Board members reviewed the minutes from the previous month. Steve Harris moved to approve the minutes as distributed. Liz Stewart seconded the motion, which passed unanimously. E. Consideration and possible action to accept a donation of artwork from Wes Odell. — Dana Hendrix. Wes Odell has offered to donate a piece of his artwork to the City of Georgetown. Wes is a local artist who has displayed his photography pieces at the library a few times, and has also donated artwork in the past. Any artwork accepted by the City should be approved by the Arts & Culture Board. Wes gave 3 pieces for the board to choose from (1. Palace Theatre, 2. Sunset with a tree 3. Christmas lights in front of the Municipal Court building), which he will matte and frame before he donates. Following discussion, Amanda Still moved to select the photograph featuring the Municipal Court building lit up for the holiday season. Melissa • Waggoner seconded the motion. Motion passes 6-1, Harris opposed. F. Report on Red Poppy public art project with Richland College. —Eric Lashley. Lashley reported that he, Nick Ramos (Graphismo and Georgetown Art Center), Betty Ann Sensabaugh (Arts & Culture Board member), Cari Miller (Convention and Visitors Bureau manager), and Mickie Ross (Williamson Museum Executive Director) met with professors Jen Rose and Clive Siegel to determine if they would be willing to bring their red poppy public art to Georgetown. The poppies would be on display from April 2 to the end of May. The location of the display is yet to be determined. Location options include the Williamson County courthouse lawn on the square, and Founder's Park on 811 Main Street. The partnership with Richland College could include lectures from the professors involved in this project. The Convention and Visitors Bureau is exploring the possibility of selling the poppies during the display. Lashley screened two YouTube videos about the red poppy display at Richland College from the following links: https://www.youtube.com/watch?v=-gSiv3xdl98 and https://www.youtube.com/watch?v=54nMtiUal il. G. Report on February 9, 2016 Council Workshop and amended agreement with Georgetown Art Works regarding the second floor of Georgetown Art Center. —Eric Lashley. Lashley reported on his presentation to City Council on February 9 regarding the second floor of Georgetown Art Center. Lashley proposed using 15% of the Hotel Occupancy Tax for the arts, as well as doing • an economic impact study of the arts in Georgetown. Lashley also presented Georgetown Art Works' annual report to Council and requested that the organization gain control of the second floor of the Georgetown Art Center, in order to provide rental space to non -profits for artistic purposes. Council members will vote on the new operating agreement with Georgetown Art Works at the February 23, 2016 City Council meeting. H. Report from Georgetown Art Works regarding the operation of the Georgetown Art Center during the month of January. — Eric Lashley. Still reported that she, board member Gary Anderson, Lashley, and Hendrix are all participating on the panel tasked with selecting artists for 2017 exhibits at the Art Center. Still explained that the Little Boxes reception was well attended and the Botanicals exhibit will open March 5. Memberships are on the rise as Melissa Waggoner takes over recruiting new members, as well as encouraging and reminding current members to renew each year. Report on City Council's Strategic Plan Tactics meetings — Eric Lashley, Dana Hendrix. Lashley and Hendrix discussed topics from Council's strategic plan tactics meetings including bringing tourists to Georgetown and how to build and maintain entertainment platforms and venues. Meetings will continue as City staff decide how to accomplish these goals and who will manage each project. 0 J. Report on the arts & culture student intern. — Dana Hendrix. Hendrix explained that the job posting for an arts & culture student intern has been posted (attached to these minutes). The • intern will be paid $12/hour for a summer internship. Duties for this position include but are not limited to, publicity, social media, assisting with art installations, and development of the City's arts & culture website. Hendrix explained that the job post will be open until the position is filled. She hopes to have 2-3 strong candidates by the end of February. K. Farewell comments by exiting board members. —Eric Lashley. Exiting board members Nichols, Stewart, Still and Waggoner shared their experiences from their term(s) on the Arts & Culture Board. Lashley expressed his appreciation for their passion and commitment to expanding arts and culture in Georgetown. L. Consideration of dates of future meetings. — The next meeting will be March 15, 2016. Chair Sensabaugh adjourned the meeting at 5,45 p.m. Respectfully submitted, Liz Stewart, Secretary Betty Ann Sensabaugh, Chair U • • 10 BYLAWS CITY OF GEORGETOWN ARTS AND CULTURE BOARD ARTICLE I. NAME AND PURPOSE Section 1.1. Name. Arts and Culture Board ('Board") Section 1.2. 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; Arts and Culture Board Bylaws Revised May 2011 Page 1 of 7 Page 27 of 47 • 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 2011 Page 2 of 7 Page 28 of 47 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 Cihj 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 Secreta ry. 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. - u - t wuire noaro iSyiaws Revised May 2011 Page 3 of 7 Page 29 of 47 • 19 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 ineeting. 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 May 2011 Page 4 of 7 Page 30 of 47 • 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 • 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. lie Arts and Culture Board Bylaws Revised May 2011 Page 5 of 7 Page 31 of 47 U 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. Closed 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 32 of 47 10 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 16 day of , 20 %( ATTEST: THE CITY OF GEORGETOWN "RAA0Q 1 �r,¢-r City Secretary, DQg1A-1y Mayor Approved and adopted at a meeting of the Board on the P-\ day of 20 t ATTEST: BOARD Board Secretary Bard Chagman errs ana uun= Boara Bylaws Revised May 2011 Page 7 of 7 Page 33 of47 �c��TOWN ART CENTER Monthly Report February 2016 (January Financials 2016) Page 39 of 47 0 0 FEBRUARY 2016 r.�o�rcw� ART CENTERMonthly Report Prepared by Georgetown Art Works Visitors & Volunteers # of Days Open 24 # of Open Hours 172 Monthly Visitors 1621 # of Volunteer Hours 659 # of Volunteers 32 24 0 176 4 991 547 31 -630 -112 -1 LITTLE BOXES Visitor traffic in February of 2016 was down in comparison to February 2015. Visitor traffic and volunteer hours were down in February compared to last month partly due to less days and number of hours open. But more importantly, there were no events or opening receptions in February. March should see a spike in both volunteer hours and visitor traffic due to the much anticipated Botanicals exhibition. **(The Georgetown Art Works board would like to begin submitting the financial report one month behind starting this month.) Page 40 of 47 0 0 0 YEAR TO DATE 2016 c,�orr�wm ARC CE�fTERMonthly Report Prepared by -o •- Art Works # of Days Open 25 # of Open Hours 188 Monthly Visitors # of Volunteer Hours # of Volunteers 24 17 1294 99 672 54 36 39 Visitors & Volunteers Page 41 of 47 71GCORCETOw" ART CENTER Membership # of Active Members 180 1 187 # New Members 12 6 # Renewed Members 64 29 Business 0 8 Totalfor Month 76 43 119 • • FEBRUARY 2016 Monthly Report Prepared by Georgetown Art Works Featured Incoming Funds Activity Gift Shop and Exhibit Art Sales Memberships $1145 $940 $205 $3320 $755 $2565 Donations, Grants, Sponsorships & Fund $1150 $210 $940 Raising Events Education Programs $136 $420 ($284) TOTAL $5751 $2325 $3426 Every member who joined the Art Center since it's opening in 2013 was sent a membership status letter in January, and memberships up for renewal were sent a renewal form in January. Of the members up for renewal, 64 renewed in January and 29 renewed in February. As memberships expire throughout the year, renewal forms will be sent to these members quarterly. Our new Membership Chair, Melissa Waggoner, is tracking our membership program and sending membership confirmation postcards to each new member and renewed member. The emails from the visitor logs will be used to solicit new members quarterly. "Please note that the number of total active members does not increase at the same rate as new and renewed members because of monthly expirations. Page 42 of 47 • Notice of Meeting for the Arts and Culture Advisory Board of the City of Georgetown February 16, 2016 at 4:30 PM at Staff conference room, Georgetown Public Library, 402 W. 8th Street The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. 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 arts and culture events. C Review of correspondence to the Arts & Culture Board. D Consideration and approval of the minutes of the January Arts & Culture Board meeting. E Consideration and possible action to accept a donation of artwork from Wes Odell. -Dana Hendrix F Report on Red Poppy public art project with Richland College. -Eric Lashley G Report on February 9, 2016 Council Workshop and amended agreement with Georgetown Art Works regarding the second floor of Georgetown Art Center. -Eric Lashley H Report from Georgetown Art Works regarding the operation of the Georgetown Art Center during the month of January. -Eric Lashley I Report on City Council's Strategic Plan Tactics meetings. -Eric Lashley, Dana Hendrix J Report on the arts & culture student intern. -Dana Hendrix K Farewell comments by exiting board members. -Eric Lashley L Consideration of dates of future meetings. CERTIFICATE OF POSTING I, Shelley Nowling, 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 , 2016, at , and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Shelley Nowling, City Secretary Page 1 of 22 • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 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: Lawren Weiss 40 "0 Page 2 of 22 City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Announcements of upcoming arts and culture events. ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss 0 Page 3 of 22 • • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Review of correspondence to the Arts & Culture Board. ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss ATTACHMENTS: Description Type O GSS Thank You Letter Backup Material Assembly Invitation Backup Material Page 4 of 22 Z o (7) o k� m OO r k ICI �i m j ro.. o V January 25, 2016 Arts and Culture Board 113 E. 8th St. Georgetown, TX 78626 Dear Arts and Culture Board , The Georgetown Symphony Society thanks you for your generous donation of $4780 during 2015. 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. PO. Box 2476 Georgetown, TX 78627 T 512.864.9591 www.gsstx.org Hi Lawren, I would like to invite the members of The City of Georgetown's Arts and Culture Board to attend the Mark Kistler assemblies made possible by the generous grant. The schedule follows: Tuesday, March 22 Purl Elementary Kinder - 2nd Graders 1 :30 p.m. to 2:20 p.m. Williams Elementary Family Night for all schools 6:30 p.m. - 7:30 p.m. Wednesday, March 23 Frost Elementary Kinder - 2nd Graders 8:30 a.m. to 9:20 a.m. and 3rd - 5th Graders 9:45 a.m. to 10:35 a.m. Williams Elementary 3rd - 5th Graders 1 :30 p.m. to 2:20 p.m. I will happily to provide school specific visitor information. Please let me know if members are interested and the assembly each would like to attend. Thank you! Patricia Figures Art Teacher Frost Elementary Mon,Tue,Thur,Fri • 512-943-5020 ext. 6270 Williams Elementary Wed 512-943-5160 ext. 7838 Page 5 of 22 City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Consideration and approval of the minutes of the January Arts & Culture Board meeting. ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss ATTACHMENTS: Description O Minutes January 2016 I• C J Type RaAup Material Page 6 of 22 • Notice of Meeting for the Arts and Culture Advisory Board of the City of Georgetown January 19, 2016 at 4:30 AM at Classroom 211, Second floor, Georgetown Public Library, 402 W. 8th Street The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. 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 wishing 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 arts and culture events. C Consideration and approval of the minutes of the December 15,2015 Arts & Culture Board meeting. D Report on the potential red poppy public art project with Richland College. -Eric Lashley E Report from Georgetown Art Works regarding the operation of the Georgetown Art Center during the month of December. -Eric Lashley F Considerations and possible action to select an artist to construct the Red Poppy "Okra Compton" mural. -Eric Lashley G Discussion and consideration regarding a possible grant project for the Texas Commission on the Arts cultural district grants. -Eric Lashley H Consideration of dates of future meetings. CERTIFICATE OF POSTING I, Shelley Nowling, 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 , 2016, at , and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Shelley Nowling, City Secretary • Page 1 of 19 Minutes of the meeting of the Arts and Culture Board is City of Georgetown, Texas January 19, 2016 The Arts and Culture Board met on Tuesday, January 19, 2016 at 4:30 p.m. in Classroom 211 of Georgetown Public Library, 402 W. 8tn Street MEMBERS PRESENT: Gary Anderson, Steve Harris, Shana Nichols, Betty Ann Sensabaugh, Liz Stewart, Amanda Still and Melissa Waggoner STAFF PRESENT: Eric Lashley- Library Director, Dana Hendrix- Fine Arts Librarian, Lawren Weiss - Administrative Assistant Chair Sensabaugh called the meeting to order at 4:30 p.m. Regular Session A. Citizens who wish to address the board. — None were present. • B. Announcements of upcoming arts and culture events. — The Georgetown Symphony Society will host the Round Rock Symphony on Sunday, February 14, 2016 at 4 p.m. for a "Be My Valentine" concert at the Klett Center. There will be an artist reception for the Little Boxes exhibit on January 30, 2016 at Georgetown Art Center. Eric Lashley announced that new Assistant City Manager Wayne Reed will begin his employment with the City of Georgetown on January 25. Reed will be in charge of the Library, Economic Development, Housing, the Main Street Program and Planning departments. C. Consideration and approval of the minutes of the December 15 2015 Arts & Culture Board meeting. Board members reviewed the minutes from the previous month. Liz Stewart moved to approve the minutes as distributed. Steve Harris seconded the motion, which passed unanimously. D. Report on the potential red poppy public art project with Richland College — Eric Lashley. Lashley reported that he, Cari Miller with the Convention and Visitor's Bureau and Mickie Ross with the Williamson Museum will meet with Jen Rose and Clive Siegle (artists who created the ceramic red poppies) on February 6, 2016 to discuss the possibility of bringing the art to Georgetown. Lashley invited the board members to attend the meeting and asked that they let him know in advance if so. Chair Sensabaugh expressed an interest in attending the meeting. If a location is approved, that artists will provide 4,000 red poppies to display. Lashley • encouraged board members to look up Richland College Red Poppies on Youtube and watch the 2 videos that are available. • n LJ U E. Report from Georgetown Art Works regarding the operation of the Georgetown Art Center during the month of December. — Eric Lashley. Board members reviewed the year-end report from Georgetown Art Works that was included in the month's agenda packet. The Botanicals exhibit will follow the current Little Boxes exhibit. Amanda Still reported on 2016 focal points for the organization as she takes on her duties as President, such as strategic planning, income streams, memberships and education. F. Consideration and possible action to select an artist to construct the Red Poppy "Okra Compton" mural. — Eric Lashley. Board members reviewed mural proposals for the Red Poppy "Okra Compton" mural (attached to these minutes). Discussion ensued about potential alterations to the proposed murals. Still moved to present Stuart Hausmann's mural as the first selection and Cara Jean Means as the second to Cari Miller with the Convention and Visitors Bureau. Gary Anderson seconded the motion, Harris opposed. Motion passed 6-1. G. Discussion and consideration regarding a possible grant project for the Texas Commission on the Arts cultural district grants. — Eric Lashley. Lashley reported that applications for the second round of Texas Commission on the Arts cultural district grants will be due in June 2016. Lashley asked the Board to consider which projects they would be willing to support if the Arts & Culture Board applies for a TCA cultural district grant. Several projects were discussed but no motion was made on this item. H. Consideration of dates of future meetings — The next meeting will be February 16, 2015. Chair Sensabaugh adjourned the meeting at 5.40 p.m. Respectfully submitted, i� - 4,t- Liz da4rtSecretary Betty Ann Sensabaugh, Chair • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Consideration and possible action to accept a donation of artwork from Wes Odell. -Dana Hendrix ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss r� Page 9 of 22 • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Report on Red Poppy public art project with Richland College. -Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss • • Page 10 of 22 • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Report on February 9, 2016 Council Workshop and amended agreement with Georgetown Art Works regarding the second floor of Georgetown Art Center. -Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss Page 11 of 22 • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 • SUBJECT: Report from Georgetown Art Works regarding the operation of the Georgetown Art Center during the month of January. -Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss TACHMENTS: Description Type l] GAW Report January 2016 Backup %bierial Page 12 of 22 i i i 46 a'i�.L ��': ART January 2016 e- • CENTER Moothly Report Prepared by Georgetown Art Works # of Days Open # of Open Hours Monthly Visitors Visitors & Volunteers 25 188 1915 25 188 1051 # of Volunteer Hours 723 672 # of Volunteers 29 36 0 0 864 51 7 Visitor traffic in January of 2016 was down in comparison to January 2015. This difference may be attributed to the popularity of the Greg Davis exhibit in 2015 in comparison to the David Chapman Lindsay exhibit in 2016. The David Chapman Lindsay exhibit was not one of our most popular exhibits. The opening reception of the Little Boxes Open Call Group Exhibition on January 301h was very well attended. LITTLE BOXES I 0 -- i January 2016 Gfa TO" ART C€ INTER Membership # of Active Members 180 # New Members 12 # Renewed Members 64 Total 256 % 36% # Members Expired 149 Every member who joined the Art Center since it's opening was sent a membership status letter in January, and memberships up for renewal in January were sent a renewal form. Of the members up for renewal in January, 64 renewed. A follow up email to members who did not send in their January renewal will be sent out in February. As memberships expire throughout the year, renewal forms will be sent to these members with follow up emails sent to ones that do not renew. Our new Membership Chair, Melissa Waggoner, is tracking our membership program and sending membership confirmation postcards to each new member and renewed member. The emails from the visitor logs will be used to solicit new members monthly. V' iurahiy Keport Prepared by Georgetown Art Work, - Featured Incoming Funds Activity Gift Shop and Exhibit Art Sales $1145 Memberships $3320 Donations, Grants, Sponsorships & Fund Raising Events Education Programs $1150 $136 $940 I $755 $210 $420 I TOTAL $5751 $2325 $205 $2565 $940 ($284) $3426 2016 GEORGIR ARTWORKS Budget vs Actual 2016 Prior Year Comparison INCOME Jan-16 Budget $ Over/(Under) Jan-15 $ Difference from Budget Pryear Donations ,Grants & Sponsorships $1,152.50 $252.00 $900.50 $210.00 5942.50 Membership $3,320.00 $7,330.00 ($4,010.00) $755.00 $2,565.00 Sales (Gift Shop & Exhibit Art) $1,146.40 $1,036.00 $110.40 $941.90 $204.50 Education Programs (Workshops & Classes) $136.00 $462.00 ($326.00) $420.00 ($284.00) Exhibits (Submission Fees for Juried Exhibits) $10.00 $500.00 ($490.00) $0.00 $10.00 Fund Raising Events $ 600.00 $ 1,950.00 ($1,350.00) $ 20.00 $ 580.00 TOTAL $ 6,364.90 $ 11,530.00 $ (5,165.10) $ 2,346.90 $ 4,018.00 Payouts to Artists $ 908.35 $ 725.00 $183.35 $ 1,829.47 $ (921.12) GROSS PROFITS $ 5,456.55 $ 10,805.00 $ (5,348.45) $ 517.43 $ 4,939.12 EXPENSES Jan-16 Budget $ Over/(Under) Jan-15 $ Difference from Bud et Pryear strative (bank fees, s ice ,legal fees, storage, $150.59 $83.49 $67.10 $166.49 ($15.90) ing (flyers, signs, sin $1,515.10 $0.00 $1,515.10 $1,247.28 $267.82 ions, Utilities & Supplies $1,059.10 $1,515.47 ($456.37) $643.81 $415.29 (receptions, artist talks,1" $440.68 $1,450.00 ($1,009.32) $2,011.13 ($1,570.45) Education Programs (Instructor Fees & Supplies) $60.00 $0.00 $60.00 $141.05 $0.00 $0.00 $60.00 $220.57 $0.00 Exhibits $596.05 $455.00 $375.48 Volunteer Support $35.00 $35.00 $35.00 TOTAL EXPENSES $ 3,856.52 $ 3,s3&96 $ 317.56 $ 4,479.19 ($622.67 NET PROFIT/LOSS $ 1,600.03 $ 7,266.04 $ (5,666.01) $ (3,961.76) $ 5,561.79 Cordovan Art Classes Jan-16 Budget $ Over/(Under) Budget Jan-15 $ Difference from Pr ear Classes & Camps Income $918.00 Cordovan Payout 50% $0.00 Instructor Fees - Cordovan ($888.00) ($500.00) Management Fee - Cordovan Supplies- Cordovan $0.00 ($470.00) Total Cordovan Art Class Net Income Paid out to GAC 6557.35 Left in Cordovan Restricted Account Financial Update: Balance Sheet — January 2016 Assets Account Amount CURRENT Cash Drawer $206.40 Checking $3,014.74 Savings $463.00 Paypal $657.05 Un-deposited Funds / Cordovan $7337.21 TOTAL CURRENT $11,678.40 FIXED Accumulated Depreciation-$3,217.00 Art Easels $1,529.82 Furniture & Equipment (includes desk chairs) 4j $6,234.20 Studio Window Treatments — $1,534.25 Software $1,055.02 TOTAL FIXED $7,136.29 TOTAL ASSETS $15,536.01 Liabilities & Equity Account Amount LIABILITIES Payable to Artists & Vendors Sales Tax Payable TOTAL LIABILITIES EQUITY Temporarily Restricted $1,658.35 $81.40 $1,739.75 $1,000.00 Unrestricted Net Assets $14,474.91 $1,600 Net Income TOTAL EQUITY $17,074.94 TOTAL LIABILITIES & EQUITY $18,814.69 5 Janury 2016 Monthly report Prepared by Georgetown Art Works Exhibit: David Chapman Lindsay — 12/11/15 to 1/26/2016 Exhibit: Peter Mangan until March 31, 2016 Exhibit Little Boxes — 1/29 to 2/28/16 Member Open Studio: January 21, 2016, 1 to 4 PM Weekly Classes for Kids & Adults: Monday Evening, Tuesday & Wednesday- start back up Artist Reception: Little Boxes —Saturday January 30, 2016 The Art Center was closed on January 111 for the holiday Notes About January The focus for January will be growing our membership program. All Membership renewal notifications and Membership status letters have been mailed, and we are already receiving renewals in the mail and through walk-ins at the Art Center. Summer camp brochures are being widely distributed at summer camp fairs and schools throughout the month of January as we also focus on growing our children's education program through summer camp registration. Our new Education Co-chair, Kalena Powell, has created a children's education scholarship application that will be available on our website. • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Report on City Council's Strategic Plan Tactics meetings. -Eric Lashley, Dana Hendrix ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss 40 r� U Page 19 of 22 • City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Report on the arts & culture student intern. -Dana Hendrix ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss • • Page 20 of 22 City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Farewell comments by exiting board members. -Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss • • Page 21 of 22 City of Georgetown, Texas Arts and Culture Advisory Board February 16, 2016 SUBJECT: Consideration of dates of future meetings. ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss • • Page 22 of 22 ART INSPIRED BY THE SONG COMPOSED BY MALVINA REYNOLDS ARTIST RECEPTION: SATURDAY, JANUARY 30, 7-9PM Nicole Anderson Candace Hicks Scott Rolfe Bonnie Chapa Ann Koziell Maxwell Ross Anton Chavez Bryan Kuntz Jerry Seagle Lynda Dyches Liz Kuntz Catherine Small Myra Eastman Jane Lynch Alice Stultz Joanne Ehly Marcia Mahoney Wendy Tigchelaar Kiersten Farlee Mary Mettenbrink NJ Weaver Morgan Willingham Jennifer Polnaszek Sang-Mi Yoo Christina Hamilton Susan Randle Carol Hayman Michelle Robinson 816 South Main Street Georgetown, TX 78626 5129302583 GeorgetownArtCenter TX.org DAVID CHAPMAN LINDSAY ABOVE OUR HEADS ARTIST RECEPTION: SATURDAY, August 12, 7-9PM David Chapman Lindsay's paintings expand beyond the confines of the traditional canvas, into our space, and beyond.They are both a recognition of the limitations of his own painting and a refusal to let those control the work. His work is both thoughtful and quietly irreverent, as he paints beautiful spaces and then takes them apart or stretches them out like putty. EXPERIENCE ART. 816 South Main Street Georgetown, TX 78626 512930 2583 GeorgetownArtCenlerTX org