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HomeMy WebLinkAboutMin - Arts Alliance - 1999 - 06/01 - RegularMINUTES ALLEN ARTS ALLIANCE BOARD REGULAR CALLED MEETING JUNE 1, 1999 — 6 PM AAAB MEMBERS PRESENT Barbara Eubanks, Chair Lori Fairchild, Vice -Chair Tess McKeown Gregg Layton, Secretary Evelyn Dawson Danny McLarty MEMBERS ABSENT Warren Johnson GUESTS PRESENT Pat Buckley, Volunteer for the Allen Arts Fest Shannon Kelly, Volunteer for the Allen Arts Fest Kim Gautier, Encore Theatre STAFF PRESENT Sue Witkowski, Secretary I. CALL TO ORDER Chair, Barbara Eubanks called the meeting to order at 6:10 p.m. H. APPROVE THE MINUTES FROM MAY 4, 1999, REGULAR CALLED MEETING MOTION: Danny McLarty moved to accept the minutes from May 4, 1999 as presented, Tess McKeown seconded, and the motion carried, 6 for, 0 against. Page 2 Allen Arts Alliance Board Meeting June 1, 1999 III. CITIZENS COMMENTS Ms. Kim Gautier appeared before the Board to introduce herself, and briefly outline her proposal for a theatre center in Allen. Kim indicated she had located rental space for this project at the intersection of Allen Heights and Main Street, and that the proposed theatre would house class rooms, as well as a stage and seating for 125 patrons. Kim wants to start this program in the Fall of 1999, and envisions renting out the facility to other performing groups when not being used by the Encore Theatre group. Kim requested to be placed on the upcoming agenda (July 6. 1999), and will return at that time with a full presentation for the Board to consider IV. WRAP-UP FOR ALLEN ART FEST, 1999 During a discussion of the Allen Art Fest, 1999, it was recommended that the event be held at the same time next year, with one individual responsible for heading the subcommittee. It was recommended that several subcommittees be formed (fund raising, visual arts, publicity/community relations, fine arts) to oversee each of the individual areas. Tess recommended that the Board move forward immediately to establish a chair for next year's program. Tess indicated that she would be interested in heading up this event if she could begin early, with subcommittees as recommended earlier Lori indicated that sponsor "thank you" letters need to be written. Tess reported that her experiences were good with all the vendors used, and she would recommend using the same people again with the possible exception of investigating sound and light services from another vendor Some of the other suggestions made were as follows: Sale of Event T -Shirts Structured Volunteer Schedule Investigate Another Emcee Have a Food Chairman Get Started Early Move Children's Art Area to End -Booth Space Not Dependent Upon AISD Next Year V. BOND ISSUE — PRESENTATION BY BOND COMMITTEE Page 3 Allen ARs Alliance Board Meeting June 1, 1999 Barbara Eubanks introduced the Bond Committee Representatives to the Board and indicated that Mr Steve Mathews would be doing a slide - show presentation to provide information about the upcoming bond election. Steve reviewed the definitions of the CIP, benefits of the projects, along with their history He also reviewed the format used by the committee to rank the proposed projects as "must have", "need to have", and "nice to have" Steve then reviewed each of the proposals being taken to the voters for the 1999 bond election on June 12, 1999 Proposition 1. Police and Courts $ 3,600,000 Proposition 2: Fire Facilities and Equip. $ 4,900,000 Proposition 3. Streets $ 20,500,000 Proposition 4 Drainage $ 1,500,000 Proposition 5 Parks and Recreation $ 22,000.000 Total Bond Proposal $ 52,500,000 City staff members from each of the above departments were on hand to answer questions by the Board. Steve introduced the following department representatives Debra Bradley, Police Department; Dan Tracey, Public Works Department; Tim Dentler, Parks Department; Mike Hagood, Fire Department, and offered to answer any questions that the Board might have. VI. GOALS OF THE MASTER PLAN Chair, Barbara Eubanks reviewed with the Board some of the key guidelines used in developing a master plan. Barbara Eubanks introduced Mary Vail to the Board and indicated that the City of Allen had hired Mary to work with the Library study being conducted, and Don Horton felt that Mary could assist this Board with their Master Plan. Mary visited briefly with the Board, and indicated what she was prepared to do this evening, and that was mainly listen to the Board and gather information from them regarding the direction they would like to go. Following a brief discussion, it was determined that the Board first needed to develop the "big picture" agenda, then proceed with the operational agenda. It was determined that the comments and results of the survey done by the Board would be used in the development of the Master Plan. Page 4 Allen Arts Alliance Board Meeting June 1, 1999 Mary Vail indicated she would have something for Don Horton regarding this Board's master plan by the regular meeting on July 6, 1999 VII. SURVEY RESULTS LETTER Chair, Barbara Eubanks presented the Board with a draft of the survey results to be distributed to respondents. After a brief review and discussion, it was determined that the information might better be handled by putting the questions together with the responses rather than listing them by the responses. Mailing labels will be prepared from the City of Allen survey database, and the cover letter will be done on Allen Arts Alliance stationery MOTION Danny McLarty moved to list the survey questions followed by the responses to that question, as well as to remove the "comments" from the results sheet. Lori Fairchild seconded, and the Motion carried 6 for, 0 against. A brief discussion was held on the type of format to be used for the presentation/report given to Allen Community Development Corporation (ACDC) Board and City Council. Power Point was the format suggested since it was somewhat universal among users. It was also determined that this information should be presented in a brief format, and should not be combined with any other Board issues such as funding. Barbara indicated she would be touching bases with Don Horton upon his return about getting on the ACDC Board Agenda as well as an upcoming City Council Agenda. VIII. APPLICATION FOR FUTURE REQUESTS This item was tabled since Warren Johnson was unable to join us. Will be placed on the July 6, 1999 agenda. IX. FUTURE AGENDA REQUEST ITEMS Ideas for future agenda requests were suggested as follows: Kim Gautier. Encore Theatre Page 5 Allen Arts Alliance Board Meeting June 1, 1999 Warren Johnson, Application for Future Requests Mary Vail, Master Plan Winter Concert Series, Tess McKeown X. OTHER BUSINESS Summer Concert Series The Board was given a brief update on the advertising for the concert series, which includes a full page ad in the Allen Image, four street banners ready to hang, two banners to be displayed at the Allen USA Celebration, 2,500 plastic drinking cups with concert schedule printed on them, fifty t -shirts to be given out at the Allen USA Celebration. The Board was also informed that all contracts have been mailed out to the five bands. Volunteers were solicited for the Allen USA Celebration. A discussion was held regarding doing a survey card at each of the concerts, collect the cards during the first intermission, and have a drawing during the second intermission. The information could ask for name, mailing address, interest in volunteering, suggestions for programming, etc. XI. ADJOURN There being no further business, the meeting was adjourned at 9:30 p.m. These minutes read and approved this 6th day of July 1999. Barbara Eubanks, Chair reg ot}, Secretary