Athens Cultural Affairs Commission

Minutes for ACAC Commissioners Meeting DATE: June 8, 2020 PRESENT: Executive: Chair: Andrew Salinas Vice-President: Holly Alderman Treasurer: Darcie St. Onge Secretary: Madeline Bates Members-at-large: Beatrice Brown, Linda Ford, Patrice Green, Helen Kuykendall, Montu Miller Advisors: Marc Beechuk, Marilyn Wolf-Ragatz, Stephanie Raines Ex-officio: Jan Bush Staff: Lizzie Zucker Saltz Guests: Donna Brumby, Didi Dunphy ABSENT: Members-at-large: Melisa (Misha) Cahnmann-Taylor Approve Previous Minutes: - Motion to approve May 2019 minutes: Beatrice Brown; seconded: Helen Kuykendall. Motion passed. Chair’s Report: No significant updates. Treasurer’s Report: - $85,000 for artist relief funds have been moved into the ACAC’s account (from the Resiliency Package). No other significant updates. Old Business: • AICA round 1: Funded! o 24 applicants; 5 have been selected but they have not been notified yet. Subcommittee will give constructive feedback to applicants who were not selected for Round 1. • Whitehall: Artist selected: Joni Younkins-Herzog. Project Reports: Clayton, Greenway, Whitehall Roundabout, Music Walk, Fire Hall #2, Cooperative Extension, Bus Shelters, Dudley Park, Firefly Trail - Clayton St: No major updates. Contract is still a draft that needs attorney’s office approval. Next step is to approve artist visit in the fall. Krysia Ara is interested in being the local artist facilitator. - Walk of Fame: As of last week, contract may not have been executed (unclear). PO produced, fabricator identified, test plaque should arrive any day. Mayor’s office is notifying awardees. ADDA’s app development is still moving forward; plaque design will be the app landing page. Press Release with the design (not the award winners) is being sent out by ADDA; has already been sent to Flagpole. ACAC will also share it soon. - Greenway: Helen has drafted call for artists (CFA). Site has been identified but may still need to be approved. CFA should be able to be sent out around August (to avoid overlapping with Dudley Park CFA). - Whitehall Roundabout: Agenda report has been submitted. Selected artist: Joni Younkins- Herzog. Design will go to traffic engineers for review and the artist will have an opportunity to alter the design to address their feedback, either before or after Mayor & Commission (M&C) approval, whichever way they prefer. M&C can review original proposal with the engineers’ comments before the artist revises design. Mayor & Commission will approve first before contract preparation. - Fire Hall #2: Concrete foundation has been laid. - Cooperative Extension: Foundation has been installed, but the chicken sculpture (artist: David Hale) is not in place yet. Lizzie will reach out to David to see if she can get an in- progress photo to share on social media. - Dudley Park: Lizzie has reached out to SPLOST office to get a site plan to prepare the CFA. - Firefly Trail: Not a fully active project yet; have just received a budget for the art. Next step is to organize a user group meeting (headed by SPLOST as usual). - Bus shelters: Joni Younkins-Herzog has repaired her shelter and has received payment. New Business: • Arts in Community Awards: Round 2: $100,000 total funding o Subcommittee: Madeline, Darcie, Patrice, Andrew (members); Lizzie (staff) o Request for Proposals (RFP, as a static reference document) and application form are still being drafted, following guidance from city attorney’s office on eligible uses of funds. The documents should be sent to the Public Information Office (PIO) as soon as possible for processing, ideally within the week. o Funds cannot be used for anything resembling a capital expense or general operating expense, nor for fundraising events for 3rd party organizations (i.e. an 2  event raising funds for another organization that does nothing in return for the funds). o Guidance is that ephemeral events/activities such as performances (including livestreams) should be recorded and permanently available to the public. o Software tool suggested to collect documents in future: FormStack o Subcommittee will come up with a “subtitle” to help differentiate this round of AICA from previous cycles (particularly in 2020), such as “Resilience” o Motion to approve the cohort structure model to administer the awards: moved by Patrice Green; Helen Kuykendall seconded. Motion passed. o Subcommittee will come up with ideas for how cohorts will function and will report back at July meeting • ACAC’s future: Budget proposal, knowledge sharing, Vice Chair vacancy March ‘21 o Budget proposal  Agency budget: so far the same as 2020; enhanced version of Arts in Community Awards proposed for the spring ‘21  Request for full-time position has been approved for the next draft, stating that the FT position would open in the 2nd half of the fiscal year (starting January 1, 2021) o Knowledge Sharing  Ideation: think through ways for newer members to learn from more senior members, such as a mentorship or shadowing arrangement (pairing more senior members with new members)  Suggestions: continue new member onboarding; refer to Annual Reports; look in the Google Drive for old files and handbooks; review and update the Standard Operating Procedure checklist for carrying out major projects (i.e SPLOST) o Vice Chair Vacancy, March 2021  Holly’s absence will be very much felt! She has been a part of ACAC since before ACAC was official, as she started as a graduate assistant. Thank you Holly! Other: Stephanie: Leisure Services had done a call for the pop-up park bus wrap; Montu is going to represent the ACAC on the selection committee. The deadline was extended to June 14. Next Meeting Date: July 13, 2020 3