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HomeMy WebLinkAboutMin - Arts Alliance - 1999 - 07/06 - RegularMINUTES ALLEN ARTS ALLIANCE BOARD REGULAR CALLED MEETING JULY 6, 1999 - 6 PM AAAB MEMBERS PRESENT Barbara Eubanks, Chair Lori Fairchild, Vice -Chair Tess McKeown Gregg Layton, Secretary Evelyn Dawson Warren Johnson MEMBERS ABSENT Danny McLarty GUESTS PRESENT Rusty and Kim Gautier, Encore Theatre Linda Leonard, Encore Theatre Katherine Poteet, Public Information Officer, City of Allen Art Lacy, Consultant STAFF PRESENT Don Horton, Director of Parks and Recreation Sue Witkowski, Secretary Sandy McGowan, Recreation Superintendent I. CALL TO ORDER Chair, Barbara Eubanks called the meeting to order at 6:05 p.m. Page 2 Allen Arts Alliance Board Meeting July 6, 1999 II. APPROVE THE MINUTES FROM JUNE 1, 1999, REGULAR CALLED MEETING MOTION: Evelyn Dawson moved to accept the minutes from June 1, 1999 as presented, Gregg Layton seconded, and the motion carried, 6 for, 0 against. III. CITIZENS COMMENTS There were no citizens wishing to speak to the Board at this time. IV. PRESENTATION - PLAQUE OF APPRECIATION TO ART LACY - BARBARA EUBANKS Chair, Barbara Eubanks presented Art Lacy a plaque of appreciation for his support of the Allen Arts Alliance Board, and his guidance through the initial project involving the focus groups, Mission Statement, and Vision Statement process. Art gave a brief update to the Board on his professional development during the last several months and expressed his pleasure to have been associated with this Board. V. MEDIA TRAINING - KATHERINE POTEET, PUBLIC INFORMATION OFFICER, CITY OF ALLEN Barbara Eubanks introduced Katherine Poteet, City of Allen Public Information Officer and reported that she would be doing a brief presentation on the City of Allen Media Policy Katherine provided the Board with a copy of the policy, and informed them of their role as a Board member with the media. Katherine stressed that she along with other staff members would make them selves available anytime Board members needed information or wanted to refer the media to her. Katherine spent a few moments reviewing the Texas Public Information Act, and briefly outlined some of the items that are not considered public information. Katherine provided an example of media that may contact Board members and volunteered that she, along with the City Manager, Police Page 3 Allen Arts Alliance Board Meeting July 6, 1999 Department and City Secretary would be available to answer any questions, or supply any information that might be needed. VI. ENCORE THEATER PRESENTATION - KIM GAUTIER Kim Gautier introduced herself, Rusty Gautier and Linda Leonard, Artistic Director of the Encore Theater to the Board and outlined pertinent information to the Board regarding the development of the Encore Theater, monetary requirements for the start-up operation, along with Student Education Projections. Kim also listed the anticipated productions to be offered next year She informed the Board that her "bottom line" start-up financing would be $150,000. Board members encouraged them to use existing facilities either through the School District, City, or private facilities. This information was based upon the survey responses received by this Board, that encouraged the use of existing facilities rather than the creation of new facilities. Kim was also encouraged to solicit funding from private sources as well as corporate sources for this venture. Barbara Eubanks thanked the Encore Theater representatives for attending the meeting, and informed them that the Board was still in the process of putting together a process whereby groups would approach the Board for funding. She informed the Encore Theater representatives that the Board was not in a position to promise funding at this meeting. Chair Eubanks indicated that the request for funding will be placed on an upcoming agenda and the representatives notified. At that time a request for the "bare necessities" for this program will be entertained. Barbara indicated she would get back with Kim Gautier after tonight's meeting with proposal request information. Following this presentation, Warren Johnson requested a statement of funding being overseen by this Board be a "standing Agenda item", and be presented at each meeting. VII. SUMMER CONCERT SERIES - SANDY MCGOWAN Sandy McGowan indicated that up to this point, she had spent $12,691 of the $25,000 budgeted for this series. She indicated that the bulk of that money had been spent advertising this event. She indicated that volunteers would be needed for parking lot duty, site clean-up, as well as a handicapped seating area attendant. Page 4 Allen Arts Alliance Board Meeting July 6, 1999 Sandy indicated that Shane Womack (Ballpark Diner) would be providing concessions for this event, and that he was being allowed to keep all proceeds since we were not able to guarantee him attendance numbers. Sandy indicated that the Parks and Recreation Department would take responsibility for getting Board shirts done for this event, as well as ordering extra T-shirts (10 for each concert) to be used as prizes for these events. It was determined that double -tickets would be passed out as people enter the facility for two drawings at each concert, these prizes are being donated by local Allen businesses. Questionnaires are being utilized for the last two concerts (August 2 and 9) to poll the attendees for information that may help in the planning of future events. VIII. REQUEST FOR PROPOSALS PRESENTATION - MARY VAIL Mary Vail supplied the Board with a draft of the RFP she had prepared for the Consulting Services to Develop a Master Plan for the Arts. Board members and staff made brief comments, suggestions or corrections to the document, and indicated their pleasure with what Mary had done. Mary indicated that the list of proposal recipients could be completed in about one week, and she was recommending that the proponents be given four weeks to respond. The process upon receipt of the responses will depend largely on how many are received. MOTION: Evelyn Dawson moved to accept the Request for Proposal as amended by staff and Board members. Lori Fairchild seconded, and the Motion carried, 6 for, 0 against. IX. APPLICATION FOR FUTURE REQUESTS - WARREN JOHNSON Warren Johnson provided the Board Members with a set of guidelines he had been working on, along with the "Hotel Occupancy Tax Grant Application Checklist' Following a lengthy discussion on criteria for funding, it was determined that Don Horton could investigate "minimum requirements" from the City for funding of projects. Some of the main concerns being expressed by the Board centered on the accountability of groups requesting funding from the AAAB. Don indicated he would try to email the Board members with his findings. Page 5 Allen Arts Alliance Board Meeting July 6, 1999 X. FUTURE AGENDA REQUEST ITEMS Ideas for future agenda requests were suggested as follows: Kim Gautier, Encore Theatre Warren Johnson, Application for Future Requests Winter Concert Series, Tess McKeown Survey Results Presentation to Allen Community Development Corporation Board Following a brief discussion by the Board on funding requests from the Allen Community Development Corporation Board, it was determined that Barbara would contact the Chair, Debbie Stout, and request a joint meeting to clarify funding requests. Some of the questions centered around: 1) should the requests come from this Board, or 2) from the individuals requesting funding, along with 3) how those funds should be dispersed and 4) what kind of accountability should be required. Dates being considered for a joint workshop/meeting with the Allen Community Development Corporation Board are July 21, 28, or August 4 Barbara will notify all Board members on the best date after her discussion with Debbie Stout. XI. OTHER BUSINESS Chair, Barbara Eubanks announced that her last meeting as an Allen Arts Alliance Board Members would be this upcoming August, 1999 meeting. Concerns were raised over "conflict of interest" issues, and that while Board members should be invited to participate in any discussions regarding possible outside funding requests, if they are directly involved in that organization, they would need to abstain from voting on that issue. 'J Page 6 Allen Arts Alliance Board Meeting July 6, 1999 XII. ADJOURN There being no further business, the meeting was adjourned at 9.45 p.m. These minutes read and approved this the 3r° day of August 1999 Barbara Eubanks, Chair Greg6*64 Secretary