Bluffdale Arts Advisory Board

BLUFFDALE ARTS ADVISORY BOARD MEETING AGENDA - DRAFT Friday, October 11, 2024 Notice is hereby given that the Bluffdale Arts Advisory Board will hold a meeting Friday, October 11, 2024, at the Bluffdale City Hall, 2222 West 14400 South, Bluffdale, Utah, scheduled to begin at 6:00 PM, or as soon thereafter as possible. REGULAR BUSINESS MEETING 1. Welcome and Roll Call 2. Appointment and voting for new Chair 3. Review Code & Bylaws 4. Access Cards to Building a. Location of 4 Key Cards i. 12115: Director Card ii. 12139: iii. 12144: iv. ?: b. Key for Storage Room c. Expectations i. Lock doors when leaving at night 5. Discussion on Communication a. Groupme, email, text, etc. b. Shared Calendar c. Sign Up forms – Google Sheets d. Constant Contact for marketing emails 6. Review of Open Meetings Act 7. Budget a. City Policy Review 8. Logo Update 9. Outdoor Stage Improvements – more in-depth discussion on November 9 10. Calendar & Discussion on upcoming events: a. Fall 2024 Show: Anastasia, October 17-19 b. Christmas 2024 Show: Christmas Express, December 5-7, 9-10 c. Spring 2025 Show: Joseph & Technicolor Dream Coat, March 6-8, 10 d. May 2025 Show: May 2-12 e. Plays in the Park: a. June 6-16 b. June 20-30 f. Art Show: g. Summer 2024 Show: Smoky Joe’s Café, July 31-August 2, 4 h. Fall 2025 Show: Secret Garden, October 23-25 i. Christmas 2025 Show: December 1-15 j. Spring 2026: March 5-9 k. City Events i. Old West Days- August 5-9 ii. Love Where You Live- May 20  11. Other Business 12. Scheduling next Bluffdale Arts Advisory Board Meeting – November 9, 3 pm, City Hall 13. Adjournment Dated this 10th day of October 2024 I hereby certify that copies of this agenda were posted at Bluffldale City Hall, on the Bluffdale City website www.bluffdale.com and the Utah Public Meeting Notice website www.pmn.utah.gov. Tami Timothy City Recorder Note: In compliance with the American with Disabilities Act, Individuals needing assistance or other services or accommodation for this meeting should contact Bluffdale City Hall at least 24 hours in advance of this meeting at 801-254-2200. TTY 7-1-1.  BAAB Meeting 10/11/24 1. Roll call: Board members present: Mayor Hall, Kelsha Peterson, Malinda Severn, Meghan Mitchell, Ruth Gledhill, Julie Fox, Joanne Frost. Absent: Scott Stanley Committee members: Tim Frost, Chelsea Ottoson, Melanie Gonzalez. 2. Appointment and voting for new chair: The board confirmed Meghan Mitchell as president for a 3-year term. 3. Review of our code and bylaws. Codes and bylaws need to be updated. Board members are assigned to read Bylaws and codes and come to the next meeting with ideas and changes. 4. Location of Key Cards: a. Julie, Kelsha and Laura all have key cards. Please email numbers on your badges to Amanda. Amanda will get everyone on the Board a badge. b. Key for storage room: Chuck Garner has the only key. The key may need to be placed in another spot. One key has been lost. Amanda will find out who needs a key to the storage room. She will rekey or get another lock/key. c. Everyone needs to make sure all doors are locked and room(s) cleaned when leaving. 5. Discussion on communication a. Group Me, email, text, etc: A new Group Me needs to be started just for the Board. Text messages need to cease. Kelsha will redirect any text discussions. b. Shared calendar: A new calendar needs to be created for activities, rehearsals, etc. c. Sign up forms: Air Table has been used for auditions. d. Constant contact: All city communication is being moved over to Constant Contact. This will streamline communication. 6. Open Meetings Act: The board will have an official training by the city attorney on the Open Meetings Act. Please make sure any communication with the Board is of reminders only and not discussing any board business. All other discussions need to be on the agenda for the next meeting. 7. Budget ● City fiscal year: July 1- June 30. ● ZAP grant: Amanda will write the grant. ● Treasurer: Bruce will train the new treasurer when one is assigned and approved. Treasurer can have a committee. ● Board will need to approve the budget each year. 8. Logo Review: All department and committee logos in the city will be changed. More information to follow. 9. Outdoor Stage Improvements: Public Works will have a special meeting with those who are interested in the outdoor stage improvement. Meghan and Julie will coordinate people and dates. 10. Calendar & Discussion on upcoming events: a. Fall 2024 Show: Anastasia, Oct. 17-19. b. Christmas show: Christmas Express, Dec. 5-7; 9-10. Julie Fox, director. c. Spring show: Joseph & Technicolor Dream Coat, March 6-8, 10. Director: (to be determined). d. May 2025 show: (to be determined) May 2-12 at City Hall. e. Plays in the park: (to be determined) June 6-16 June 20-30 f. Art show will be in conjunction with Bluffdale Days in August. g. Summer show 2025: Freaky Friday. Script needs to be approved by the board. July 31-Aug. 2,4. h. Fall Show: Secret Garden (script needs approval by board) Oct. 23-25 i. Christmas 2025 show: Dec. 1-15 j. Spring 2026: March 5-9 k. City Events: Love Where You Live: May 20 Old West Days August 5-9 Proposed audition dates need to be given to Amanda. 11. Other business: ● Board members: Mayor Hall will be interviewing possible new Board members. Spouses/partners may not serve on the Board together but may be on a committee. People who want to apply for a board position need to go to Bluffdale.gov/volunteer Assignments need to be made by Nov. 13’s council meeting. Text Mayor Hall if you have recruited people. ● Volunteer appreciation: Fat Cats: Nov. 2 for volunteers. 8:30 am. ● Reception for Laura and Chuck Garner will be planned for early January. Mayor Hall will determine the date. Brainstorm ideas for the celebration and bring them to our next meeting. Kelsha mentioned a yearly Laura Garner service award. ● Discussed possible future committees: Marketing, Theater, Visual Arts, Finance, Community Outreach, Other arts. Each board member will oversee a committee. Each Board member will come with ideas on what committees they would like to oversee. In the future, committee members will become future board members. Miss Bluffdale will be added to Bluffdale Arts. 12. Scheduling for next meeting: Next meeting: Nov. 9 at 7:30 am. Future meetings will be every second Saturday of the month at 7:30 am. Committees will have separate meetings. 13. Meeting Adjourned 7:15 pm.