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HomeMy WebLinkAboutMin - Arts Alliance - 1999 - 03/02 - RegularMINUTES ALLEN ARTS ALLIANCE BOARD REGULAR CALLED MEETING MARCH 2, 1999 - 6 PM AAAB MEMBERS PRESENT Lori Fairchild, Vice -Chair Gregg Layton, Secretary Evelyn Dawson Warren Johnson MEMBERS ABSENT Barbara Eubanks, Chair Danny McLarty Tess McKeown GUESTS PRESENT Shannon Kelley, Volunteer Coordinator for the Allen Arts Fest STAFF PRESENT Don Horton, Director of Parks and Recreation Sue Witkowski, Secretary Sandy McGowan, Recreation Superintendent I. CALL TO ORDER Vice -Chair, Lori Fairchild called the meeting to order at 6:10 p.m. II. CITIZENS COMMENTS Shannon Kelley spoke briefly to the Board expressing the need for lists of volunteers to support the May 8, Allen Arts Fest event. Several Board members provided her with their lists of suggestions for �j volunteers. Page 2 Allen Arts Alliance Board Meeting March 2, 1999 III. APPROVE MINUTES FROM FEBRUARY 2, 1999 REGULAR CALLED MEETING MOTION: Warren Johnson moved to accept the Minutes as presented. Gregg Layton seconded, and the Motion carried, 4 for, 0 against. IV. UPDATE ON ALLEN COMMUNITY DEVELOPMENT CORPORATION BOARD FUNDING During a brief discussion on the last appearance by this Board to the Allen Community Development Corporation Board, it was pointed out that the Board had not voted on the list of projects that were to be presented. It was suggested that this list should be viewed as a list of projects for this year It was determined that a Master Plan would be very important to facilitate handling of requests this Board might receive for funding by outside organizations. Don Horton indicated he felt it was important to have the Master Plan be developed in a timely manner Evelyn indicated she could make some calls regarding possible professional firms that would be available to assist the Board through this process. Greg Layton indicated he would assist with the list of consultants, and it was suggested that Mr Art Lacy might be able to help compile a list of firms that perform this type of service. V. SUBCOMMITTEE REPORT ON MAY 8 EVENT Since Tess was absent due to illness, Vice -Chair, Lori reported on the activities of the subcommittee. Lori also supplied the sponsorship packets to be distributed to the organizations that donated funds in support of the 1998 event. Copy for the banners, both small and large were provided to the Board for their review, and it was reported that as of this meeting, no artists have signed up for the event It was reported that some artists felt that people coming to this event might not be willing to pay appropriate prices for the art be offered. Following a brief discussion, it was determined that on April 6, 1999, this Board should meet jointly with the subcommittee working on the Allen Arts Fest. It was decided that the subcommittee meeting would Page 3 Allen Arts Alliance Board Meeting March?, 1999 start at 6 p.m., with the Regular Board meeting beginning immediately after A discussion was held regarding the artwork that was being supplied for advertising this event, and it was determined that the Board should move forward and distribute the sponsor packets with the art work supplied, but that the banners should be changed VI. UPDATE ON CITIZEN SURVEY It was reported that the surveys would not be done in the scantron format. The Board members were provided a sample of the survey as prepared, and it was determined that if it were put into a column -format, some space might be saved. Evelyn volunteered to reformat the document. Since the scantron format will not be used, the response -tabulations will be done in-house. VII. REPORT ON FEBRUARY 25, 1999 MEETING WITH ARCHITECT Don Horton reported that the City had hired an firm of architects to do a concept study the expansion of the Allen Library He indicated the Library wants a 90,000 sf building for build -out projections. He also reported that should an arts facility be built, it might be that this Board would be in charge of raising the funds to finish it out ($400,000- 500,000). Don reported that should it be determined that the City will build a new Library facility, then it will probably have space in it for a performing arts center He reported that the final list of recommended projects from the CIP Committee will move forward to the City Council Thursday, March 4, 1999 The City Council will then work on the list of recommendations, and come up with a final list that will be presented to the voters in June or July of this year The three scenarios being presented are: No tax increase Two -Cent Tax Increase Four -Cent Tax Increase Page 4 Allen Arts Alliance Board Meeting March 2, 1999 VIII. DEVELOP PROCESS FOR FUNDING REQUESTS MADE TO THIS BOARD It was determined that this policy should be developed along with our Master Plan with the assistance of a professional firm, but that an interim -policy would be appropriate. Following a brief discussion, it was suggested that the groups wishing to requesting funding at this time, should submit their proposal in writing, describing their project, along with the estimated cost. It was suggested that along with the above information, this Board should be assured that the requesting organization has approved the project as a group. It was determined that a letter should be drafted to the organizations requesting funding, outlining the above information and setting a deadline for submission. MOTION: Evelyn Dawson moved to approve the interim policy as 1) proposal from official organization in writing, 2) full description of project, including cost. Warren Johnson seconded, and the Motion carried, 4 for, 0 against. IN. FUTURE AGENDA REQUEST ITEMS Citizens Survey Spring -Fest sign-up sheet Project proposals due by April 5 - discuss at April 6 meeting Report on Master Plan Ad -Hoc Committee Subcommittee Meeting at 6 p in., with Regular Meeting to follow X. OTHER BUSINESS There was no other business brought forward at this time. XI. ADJOURN There being no further business, the meeting was adjourned at 8 pm. Page 5 Allen Arts Alliance Board Meeting March 2, 1999 These minutes read and approved this 6th day of April 1999 Barbara Eubanks, Chair All� /J Gregglaytim, Secretary