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HomeMy WebLinkAboutMin - Arts Alliance - 1999 - 02/02 - RegularMINUTES ALLEN ARTS ALLIANCE BOARD REGULAR CALLED MEETING FEBRUARY 2, 1999 - 6 PM AAAB MEMBERS PRESENT Barbara Eubanks, Chair Lori Fairchild, Vice -Chair Gregg Layton, Secretary Danny McLarty Evelyn Dawson Tess McKeown MEMBERS ABSENT Warren Johnson GUESTS PRESENT 11 None STAFF PRESENT Don Horton, Director of Parks and Recreation Sue Witkowski, Secretary Sandy McGowan, Recreation Superintendent 1. CALL TO ORDER Chair, Barbara Eubanks called the meeting to order at 6 p.m. II. CITIZENS COMMENTS There were no citizens wishing to speak to the Board at this time. III. APPROVE MINUTES FROM JANUARY 5, 1999 REGULAR CALLED MEETING The Minutes were approved as amended. Page 2 Allen Arts Alliance Board Meeting February 2, 1999 IV. UPDATE ON SURVEY TO CITY OF ALLEN RESIDENTS Chair Barbara Eubanks reported that she had not put the survey into the Scantron format, and it might be a while longer before it was finished. Lori Fairchild requested information be placed in the survey cover letter regarding the upcoming event for May S. Don Horton reported that there were 12,000 water customers who would be receiving this survey Barbara indicated that hopefully this month would see the survey entered into Scantron format, and delivered to the printer V. ALLEN COMMUNITY DEVELOPMENT CORPORATION BOARD JOINT MEETING PLANS Chair, Barbara Eubanks told the Board that the January Meeting of the Allen Community Development Corporation Board was a very positive experience for those members attending. The Board assured her that the $150,000 was available, and asked the Board to bring back their proposals for additional projects. It was reported that the Allen Symphony as well as the Heritage Guild were requesting time to make appeals to the Allen Arts Alliance Board for funding. Following a lengthy discussion, it was determined that the following projects would be taken to the Allen Community Development Corporation Board at their next meeting. Citizens Survey Allen Arts Fest Allen Heritage Guild Allen Symphony Bronze Sculptures in the Parks Concert Series Art for New City Hall Staff, along with other Board members, will be forwarding suggested dollar amounts for these activities to Barbara Eubanks at their earliest convenience. Don indicated that he would not have the estimated numbers for New City Hall Art until after February 12. It was determined that rather than asking for each individual project, a lump sum would be requested then the Board would act as the "umbrella" agency that other entities could request funds from. Concerns were raised regarding the payment of necessary funds for the Allen Arts Fest event, and Don assured the Board that funding would be Page 3 Allen Arts Alliance Board Meeting February 2, 1999 made available, as long as it was guaranteed that additional funding would be forthcoming to replace those monies. VI. SUBCOMMITTEE REPORT ON ARTS A LA ALLEN EVENT - TESS MCKEOWN Discuss and Approve Name of Event Tess reported to the Board that the amphitheater is currently booked with entertainment, and that Dr Pepper has been contacted, along with a barbecue service. Tess reported that she has set a budget of $26,700 for this event. Following a brief discussion, it was determined that the Board would request $25,000 from the 4b Board for this event, along with the subcommittee soliciting funding from those who gave money to last years event. Following a discussion regarding a juried event vs. a non juried event, it was suggested that while instrumental groups would be okay, any vocal groups performing should have someone review their material prior to arrangements being confirmed. Tess indicated that the only such group had invited her to listen to them perform at a local club within the next few days. After reviewing the naming process used by the subcommittee, as well as reviewing a list of options for naming, the following Motion was made: MOTION: Danny McLarty moved to name the May 8 event the Allen Arts Fest Greg Layton seconded, and the motion carried, 6 for, 0 against. Tess requested that each Board Member submit 5 names along with phone numbers of people who would be willing to volunteer for this event. She indicated she would need this information prior to February 20, 1999 It was suggested that the people who agreed to participate in the focus groups might be a good source to tap into for volunteers. Barbara indicated she had those names and addresses, and would forward them to Tess. VII. REPORT ON CIP SUBCOMMITTEE MEETING - LORI FAIRCHILD Lori reported that she had received a warm reception from the members participating in the CIP Subcommittee. She indicated their main focus Page 4 Allen Arts Alliance Board Meeting Febmary 2, 1999 seemed to be on special events. Discussions were held about the possibility of a Performing Arts facility being built along with a new library Discussions were held on the placement of such a facility Barbara Eubanks indicated that one was currently being built in Denton and suggested that a trip be made to Denton to visit that facility Several Board members and Staff indicated they would be interested in this outing. Barbara will get back with those interested and schedule a time and day Barbara Eubanks reported that John Moss, Chair for this CIP Subcommittee, reported on problems with proposed renovations to the existing Library, and indicated that there was a possibility of turning the existing facility into a Municipal Courthouse, then erecting a new library VIII. DISCUSS BOARD PRESENCE AT SPECIAL EVENTS IN ALLEN Several ideas were brought forth for the Allen Arts Alliance to participate in public events, some of those are: Spring Fest - it was agreed that the Board would have a booth at this event on April 24 Allen USA Celebration - name could be on banners, along with being publicly announced at the event. Allen Chamber of Commerce Upcoming Event Parks and Recreation Spring Catalog - Space will be made available for the Board to advertise. IX. FUTURE AGENDA REQUEST ITEMS Criteria for Public Art Presentations Discussion of Master Plan X. OTHER BUSINESS Lori Fairchild briefly presented some ideas she had on advertising the Allen Arts Alliance sponsored events. One item in particular could be released to the press soon, and that is the announcement of a citizens survey, along with the mention of near-term events, such as the May 8 Allen Arts Fest. f< J D Page 5 Allen Arts Alliance Board Meeting February 2, 1999 Another suggestion made by Lori is that of a monthly column in either the Allen American, or the Allen Image. Lori indicated that each of the Board members would be welcome to contribute to this proposed information series, and that she would be glad to assist in this endeavor Parks and Recreation Director, Don Horton presented the Board with ideas for bronze sculptures that might be placed in both athletic facilities as well as passive facilities in Allen. The Board indicated their support for these items, and suggested that it be brought along with the others to the 4-b Board for possible funding. X1. ADJOURN There being no further business, the meeting was adjourned at 8:30 pm. These minutes read and approved this 2nd day of March 1999 Barbara Eubanks, Chair Uc% Gregg ton, ecretary