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HomeMy WebLinkAboutMin - Arts Alliance - 1999 - 05/04 - RegularMINUTES ALLEN ARTS ALLIANCE BOARD REGULAR CALLED MEETING MAY 4, 1999 - 6 PM AAAB MEMBERS PRESENT Barbara Eubanks, Chair Lori Fairchild, Vice -Chair Tess McKeown Gregg Layton, Secretary Evelyn Dawson Warren Johnson Danny McLarty MEMBERS ABSENT None IGUESTS PRESENT Pat Buckley, Volunteer for the Allen Arts Fest Shannon Kelly, Volunteer for the Allen Arts Fest Steve Bookout, Volunteer for the Allen Arts Fest 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. APPROVE THE MINUTES FROM APRIL 6, 1999, REGULAR CALLED MEETING Page 2 Allen Arts Alliance Board Meeting May 4, 1999 MOTION: Danny McLarty moved to accept the minutes from April 6. 1999 as presented, Gregg Layton seconded, and the motion carried, 7 for, 0 against. III. CITIZENS COMMENTS There were no citizens present wishing to speak to the Board at this time IV. MEDIA TRAINING PRESENTATION - KATHERINE POTEET, CITY OF ALLEN PUBLIC INFORMATION OFFICER. This item was postponed until our next regular meeting date - June 1, 1999 V. ALLEN ARTS FEST SUBCOMMITTEE REPORT Tess McKeown provided the Board with a detailed report on the schedule of expected events beginning with Friday night setup, Saturday morning arrangements and exactly what to expect during the event on Saturday, May 8. Board members were briefed, and given details on last minute arrangements being made. Lori Fairchild updated the Board on advertising done, along with newspaper contacts made this week. Everyone was invited to be on site Friday night for banner hanging, decorating, and anything that might need to be done, but in particular by 7 a.m. Saturday morning for the days events. Tess was presented with a gift certificate from the subcommittee and Board members in appreciate for her hard work and dedication to chairing this event. VI. DISCUSSION ON ENDS POLICIES AND BYLAWS - MICHAEL STANGER, ASSISTANT CITY MANAGER Don Horton informed the Board that the scheduled presentation by Michael Stanger has been postponed until August, September or October By Council direction, the study of Board's bylaws and ends policies has been put on "hold" L Page 3 Allen Arts Alliance Board Meeting May J, 1999 VII. RESULTS OF SURVEYS TABULATED Chairman Barbara Eubanks reviewed the survey results with the Board Members, and indicated her pleasure in the way the numbers came in - she felt it reflected what had been discovered in the focus groups, as well as in previous public meetings. She indicated that some negativity was to be expected in any survey, and when compared to the positive input received, she felt the community (as a whole) was very supportive of the Boards efforts. She indicated that the Board should consider professional help should another survey be done, and that a professional was needed to guide the Board in developing a Master Plan. Barbara indicated her input reflected that the Board needed to get the schools involved, work with other Boards, utilize existing facilities, do not raise taxes, and "educate, educate, educate" Concerns were expressed over the lack of a second page in many of the surveys. Also it was pointed out that the City of Allen Stationary, along with a return address to the Parks and Recreation Department may have influenced some of the responses. VIII. ESTABLISHING PARAMETERS FOR FUTURE FUNDING REQUESTS Don Horton began the discussion by indicating that these parameters should probably be included in the master plan or strategic plan for this Board. Barbara Eubanks indicated she felt the past experience accepting requests for funding was too loosely put together, and indefinite. Warren Johnson indicated he had put some thought into this process and provided the Board with a sample of what might be a starting place for the Board to work. The suggested information was as follows: 1. All requests for money thorough the Allen Arts Alliance Board must be submitted in writing and signed by the president, chairman of the board or highest ranking officer of that organization. All requests by individuals must also be submitted in writing and signed. All requests by two or more people, not representing any organization but only themselves, must be in writing and signed by all the requesters. Page 4 Allen Arts Alliance Board Meeting May 4, 1999 2. All requests from organizations must state that the request was approved by the members of that organization in accordance with their bylaws in effect at that time. 3 Each request must state the exact dollar amount requested, what the money will purchase and specifically how that purchase will be used. 4 All requests must be made in person before a regular meeting of the Allen Arts Alliance Board. Time will be allotted for questions by Board members. 5 If the Allen Arts Alliance Board is "writing" the check, money will not be disbursed until a purchase order or invoice is received. 6. Any approved requests that are not disbursed six months from the day of approval will be cancelled unless a specific time limit is requested by the requestor stating what date the purchase will be made. If no action is taken by that date to purchase the requested equipment or services then the approval is cancelled. Warren also provided the Board with a copy of the "Hotel Occupancy Tax Grant Application Checklist", and indicated he felt it might be used to develop one for this Board. Don suggested that the Board might want to consider written proposals from everyone interested, then "short list" those people and invite the top contender back for an "in person" interview/proposal. XIII. FUTURE AGENDA REQUEST ITEMS Warrant volunteered to work on the process for requests for funding and bring them back to the Board at a future meeting. The Strategic Plan was suggested, as well as meeting next month at Bethany Lakes Clubhouse and do a "debriefing" from the event. Also, staff will present more information on the upcoming Summer Concert Series at the next meeting. XIV. OTHER BUSINESS Don Horton briefly reviewed the upcoming Bond Election, and the materials being provided to the citizens, along with an opportunity to support the package with signatures through advertising. P Page 5 Allen Arts Alliance Board Meeting May 4, 1999 XV. ADJOURN There being no further business, the meeting was adjourned at 8:45 p.m. These minutes read and approved this 1st day of lune 1999 9)�a.C7"&mZ Barbara Eubanks, Chair n.'AJ& Gregg La et y