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HomeMy WebLinkAboutMin - Arts Alliance - 1999 - 12/07 - RegularMINUTES ALLEN ARTS ALLIANCE BOARD REGULAR CALLED MEETING DECEMBER 7, 1999 - 6 PM AAAB MEMBERS PRESENT Evelyn Dawson, Chair Lori Fairchild Tess McKeown Gregg Layton, Vice Chair Shannon Kelly, Secretary MEMBERS ABSENT Warren Johnson GUESTS PRESENT Mary Vail, Consultant Catherine Shafranek, Allen Philharmonic Symphony Suzanne Willis, Allen Philharmonic Symphony Kathy Litinas, Allen Philharmonic Symphony Sharon Hamner Brazeal, Allen Philharmonic Symphony STAFF PRESENT Don Horton, Director of Parks and Recreation Sue Witkowski, Secretary CALL TO ORDER Chair, Evelyn Dawson called the meeting to order at 6:08 p.m. II. CITIZENS COMMENTS Presentation by the Allen Philharmonic Symphony Representatives Following a brief presentation by the representatives of the Allen Philharmonic Symphony, they indicated they were in need of a firm commitment from the Allen Arts Alliance Board for $50,000 funding for their next concert season. The Board indicated that they had made their presentation to the Allen Community Development Corporation Board Page 2 Allen Arts Alliance Board Meeting December 7, 1999 (CDC Board) for the next budget year, and that they would not be requesting more funding until May, 2000 for the following fiscal year (2001). It was briefly discussed that the Board/City is still in the process of developing request standards for any group wishing to make a request to the AAAB for funding. Along with those guidelines, documents are currently in the development stage to insure accountability on the part of the recipients. Following this presentation, a brief discussion was held on the wording of any recognition being done by the recipient of funding. It was suggested that the wording "Sponsored by Allen Community Development Corporation Board through the Allen Arts Alliance Board" be used in advertisements, programs, etc. It was noted that this recognition was not given in the sample programs and brochures from The Allen Philharmonic Symphony, and that this issue needs to be dealt with for any future programs/brochures being printed. It was also suggested that verbal recognition be given to the ACDC Board for their funding during the evening of the concert. III. UPDATE ON MASTER PLAN - MARY VAIL Mary Vail briefly reviewed the Progress Report for the City of Allen Cultural Arts Master Plan. Mary has summarized the comments taken from the Arts Alliance members during their interviews, along with City Council members, Chamber of Commerce members and the community at large. Mary also reviewed what other cities in Texas as well as across the country are doing with their cultural arts programs. Mary also indicated she would be using the Arts Alliance Vision Statement to develop pieces of this document. She reviewed the three factors she felt were key to successful arts programs: 1) effective planning and programming; 2) strong public support and participation; and 3) generally stable arts funding - public and private. Mary suggested the following areas of focus for the plan 1) City policy/mission statement, 2) structure - cooperative partnership of city and non-profit organization, 3) funding - basic commitment by city, identification of other sources, commitment to matching resources by the non-profit group, plan for distribution of grant funds and source of grant funds, 4) facility- commitment by city to build and operate 5) programs - identify specific annual events as fund-raisers by non- profit, arts education through city and in partnership with schools for Page 3 Allen Arts Alliance Board Nleenng December 7, 1999 children and adults, and facility needs to provide the programs, sponsorship of exhibits in galleries 6) public art program - develop proposed policy/guidelines for both public buildings and parts as well as private commercial and retail developments. A joint taskforce could be appointed to do this with members of the Arts Alliance Board, Parks and Recreation Board, Planning Commission, and Keep Allen Beautiful 7) a timeline for accomplishing these goals over a 5 year period Clearly defined roles for boards vs. "friends" (non-profit support groups) should be outlined in this document. Don Horton suggested that he would like to see this proposed plan in a detailed outline format at the February meeting, and that if possible, the final plan needs to be in place by April/May so that any budgetary requests may be made in a timely manner for 2000-2001 fiscal year IV. DISCUSSION ON PUBLICITY/MARKETING PLAN Don Horton reported on the possibility of hiring an outside consultant to come in and develop this plan for the Board and indicated more information would be available at a later meeting. V. REPORT ON CDC MEETING FROM NOVEMBER 15, 1999, ART FEST 2000 - EVELYN DAWSON Following a brief report on the CDC meeting, it was reported that a contract was being developed by the CDC Board and staff that would provide for accountability when receiving funds. Evelyn reported that this year's budget would pass to it's third reading on Monday, December 20", and encouraged all Board members to be present. During a brief discussion on the Art Fest 2000, it was determined that it could be produced as a 2-3 hour event, featuring a children's entertainer (Eddie Coker, if available), and a children's art booth similar to the one used at Art Fest 1999 Evelyn Dawson volunteered to be responsible for the children's art booth, and called for volunteers to be responsible for other aspects of the event (advertising, stage, entertainment, etc). The possibility of using this event as the "kick-off' for the Summer Sounds Concert Series was also discussed. Further discussion will take place at the January meeting regarding the production of this event. Page 4 Allen Arts Alliance Board Meeting December 7, 1999 VI. DISCUSSION ON BUDGET FOR 1999/2000 This item will be discussed during the January 4, 2000 meeting. VII. AGENDA ITEM REQUESTS FOR JANUARY 4 MEETING Art work by Amanda Dunbar Art Fest 2000 Budget for 1999/2000 VIII. OTHER BUSINESS Shannon Kelley briefed the Board on her conversation with the agent representing Amanda Dunbar, the young artist from Allen. Shannon will be researching further on this issue, and the possibility of asking Amanda to do a piece of work for the new City Hall. She will be bringing back information to the Board at the January 4 meeting. X. ADJOURN There being no further business, the meeting was adjourned at 9.45 p.m. These minutes read and approved this the 4' day of January, 2000. �l)OV 'k4o� velyn D wson, Chair Shannon Kelly, Secretary