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HomeMy WebLinkAboutMin - Arts Alliance - 1999 - 10/05 - RegularMINUTES ALLEN ARTS ALLIANCE BOARD REGULAR CALLED MEETING OCTOBER 5, 1999 - 6 PM AAAB MEMBERS PRESENT Lori Fairchild, Vice -Chair Tess McKeown Evelyn Dawson Gregg Layton, Secretary Shannon Kelly MEMBERS ABSENT Danny McLarty Warren Johnson GUESTS PRESENT None STAFF PRESENT Don Horton, Director of Parks and Recreation Sue Witkowski, Secretary Sandy McGowan, Recreation Superintendent CALL TO ORDER Vice -Chair, Lori Fairchild called the meeting to order at 6:08 p.m. II. ELECTION OF OFFICERS A. CHAIR MOTION: Lori Fairchild moved to nominate Evelyn Dawson for the position of Chair Gregg Layton seconded, and the Motion carried 5 for, 0 against. Page 2 Allen Arts Alliance Board Meehng October 5, 1999 B. VICE -CHAIR MOTION: Lori Fairchild moved to nominate Gregg Layton for the position of Vice -Chair Shannon Kelly seconded, and the Motion carried 5 for, 0 against. C. SECRETARY MOTION: Gregg Layton moved to nominate Shannon Kelly for the position of Secretary Tess McKeown seconded, and the Motion carried 5 for, 0 against III. APPROVE THE MINUTES FROM SEPTEMBER 7, 1999, REGULAR CALLED MEETING MOTION: Lori Fairchild moved to accept the minutes from September 7, 1999 as presented, Shannon Kelly seconded, and the motion carried, 5 for, 0 against. IV. CITIZENS COMMENTS There were no citizens present wishing to speak at this time. V. CONSIDER REALLOCATED FUNDING PROJECTS A. Halloween Concert - $5,000 B. Sunday Sounds- $7,000 C Allen Civic Ballet - $5,000 This item was covered in a Special Called Workshop held on Sunday, September 12, at 2 p.m. A brief discussion was held regarding the Allen Ballet letter to be written and it was determined that Don Horton would write to the Allen Ballet, informing them of the funding being granted for their program. VI. MASTER PLAN UPDATE/REVIEW SCHEDULE - DON HORTON Don referred the Board to their packet of information and in particular, to the Scope of Work regarding the City of Allen Arts Master Plan submitted by Mary Vail. Don indicated that unless the Board had Page 3 Allen Arts Alliance Board Meeting October 5, 1999 changes or additions to the agreement, that it was time to consider moving forward. Don provided the Board an opportunity to interview with Mary Vail, either in person on the telephone to offer input to this process. Don assured the Board that this was an on going process, and that the Board's decision tonight was simply to either engage Ms. Vail to begin the process, or not. Don also told the Board that joint meetings were being proposed for this Board to meet with both Council, Library Board, and possibly the Allen Community Development Corporation Board. These meeting would center around the study of a new Library facility, whether it should be a joint -facility, and if so, issues such as what would become of the old facility, along with the location of the new facility need to be considered. Lori Fairchild volunteered to gather information regarding a facility in her home town that houses many of that communities central activities. MOTION: Shannon Kelly moved to accept the "Scope of Work" for the City of Allen Arts Master Plan as presented and to engage Mary Vail to begin the process outlined therein. Gregg Layton seconded, and the motion carried, 5 for, 0 against. VII. ALLEN ARTS ALLIANCE WEB SITE — TESS MCKEOWN After viewing the proposed web design, and discussing the fees involved, it was decided that due to time constraints, it was probably better to move ahead with a web site separate from the City at this time, and consider getting on the City of Allen server at a later date. World Wide Deb has been working with Tess McKeown on this project. MOTION Tess McKeown moved to accept the web design as presented, to register the domain ($70 for two years), and obtain web hosting ($99 for one year) as well as engage World Wide Deb to design the pages discussed ($80 per page). This project is to be paid from donated funds in the Allen Arts Alliance Fund. Gregg Layton seconded, and the Motion carried 5 for, 0 against. VIII. EVENT UPDATES Page 4 Allen Arts Alliance Board Meeting October 5, 1999 A. Library Concert Series - Tess McKeown Tess gave a brief update on the Library Concert Series, reviewing both the advertising in the local media, as well as signage being prepared and the scheduled performers. Tess requested that each of the Board members volunteer to act as Host for one of the concerts. This would entail the overseeing of setting up chairs, refreshments, distribution of programs, etc. Tess will prepare a "check list" for those volunteers which outlines expected duties. B. Halloween Concert - Sandy McGowan Sandy McGowan reported that all plans are moving ahead for the Halloween Concert scheduled for Friday, October 29, 1999 Sandy reported on advertising that is planned, along with the entertainment for the evening. Discussions were held about the possible distribution of pumpkins at the end of the evenings entertainment. C. Arts Fest 2000 - Tess McKeown Tess reported that her subcommittee had met, and that an Artist, Nan Martin, had agreed to work on the committee for this years event. Tess indicated that they would not be meeting again until after the next Allen Community Development Corporation Board meeting. She also reported that the entry forms would be on the web site when completed, and while an artist could not register on the web site, they could print the form and submit it through the mail. X. ALLEN COMMUNITY DEVELOPMENT CORPORATION BOARD FUNDING - EVELYN DAWSON Evelyn informed the Board that the presentation had gone very well, and she felt the ACD Corporation Board was very supportive of the Arts Alliance projects in Allen. It was reported that the First Reading of the requested funding for next year would be on October 18, 1999, and that after the third reading, there would be a 60 -day time period in which residents could protest the funding of this project. Don indicated that it would be at least 5 months until funding was actually available. Don reported that while he did not feel the 4-b money was in any danger this year, future years might bring a different distribution of these funds and groups should be looking to other sources for funding opportunities. Lori Fairchild requested a copy of the State Laws that govern the 4-b sales tax money Board members were encouraged to attend the next 4-b (Allen Community Development Corporation Board) Meeting scheduled Page 5 Allen Arts Alliance Board Meeting October 5, 1999 for October 18, 1999, at which time the first reading of this request will i take place Evelyn and Don will verify that this agenda item is posted. IX. FUTURE AGENDA REQUEST ITEMS Requested Appearance by Barbara Buehler, Librarian Art Fest Update Holiday Parade Civic Plaza Project Funding Funding Application Procedures Feasibility of Craft -Type Show Letter to ACO Regarding Spring Fest X. OTHER BUSINESS Don announced that funding had been approved for the redesign of restrooms and parking lot at the Hillside Amphitheater Don also informed the Board that Mary Vail has written a proposal to the McDermott Foundation asking for $600,000 of the $1.8 million needed to complete this project. The Allen business community is being requested to fund $100,000+ Don also informed the Board that they might be able to work with the citizens to raise another $50,000. The video camera budgeted for purchase this year was reviewed, and Gregg Layton indicated it would be possible to have the unit demonstrated prior to purchase. Currently, staff is considering a Canon GLI. The process for setting the monthly agenda was reviewed by the Chair, as well as the time and day of the meeting. It was determined that the time and date should remain as is until further need arises to change it. X. ADJOURN There being no further business, the meeting was adjourned at 8:45 p.m. Page 6 Allen Arts Alliance Board Meeting October 5, 1999 These minutes read and approved this the 2nd day of November 1999 Evelyn Da son, Chair hannoa Kelly, Secreta' y