Commission on Cultural Affairs

City of Columbia, Missouri Meeting Minutes Commission on Cultural Affairs Monday, July 11, 2016 Community Room Regular Walton Building 4:30 PM 300 S. Providence Rd Columbia MO 65203 I. CALL TO ORDER Chair, Kevin Shults, called the meeting to order at 4:32 p.m. Staff Present: JJ Musgrove, Sarah Dresser, and Joyce Gelina Present: 7- William Bondeson, Nick Kenny, Caroline Leemis, Melody Marcks, Carol Schmitz, Kevin Shults and Michael Sleadd Excused: 4- Tammy Brewer, Judith Harper, Aaron Krawitz and William Williams II. INTRODUCTIONS Audience members did not start arriving until closer to the public hearing, at which time they were welcomed by Shults, introduced themselves, and were asked to sign the roster. Guests Present: Allison Coffelt, Ragtag Film Society; Lori Younker, Columbia Writers Guild; Jim Thaxter and Shelley Botts, Mid Missouri Traditional Dancers; Jon Poses, We Always Swing, Jazz Series; Shawna Johnson and Tiffany McPeak, Access Arts; and Kim Dent, Choral Arts Alliance of Missouri III. APPROVAL OF AGENDA A motion to approve the agenda made by Bondeson; seconded by Leemis; motion carried. IV. APPROVAL OF MINUTES The minutes for the June monthly Commission meeting were approved with a motion by Kenny, seconded by Leemis; motion carried. V. NEW BUSINESS Commission Opening A position on the Commission has become open due to the recent resignation of Fuchs who is moving out of state. Musgrove informed Commissioners of the vacancy via email prior to the meeting since applications were due on July 8. One application has been received. FY17 Columbia Arts Fund Distribution City of Columbia, Missouri Page 1 Printed on 10/24/2016 Commission on Cultural Affairs Meeting Minutes July 11, 2016 The Commission was asked to consider a recommendation to supplement arts funding for 2017 with a distribution of $6500 from the Columbia Arts Fund. A motion to accept the recommendation was made by Kenny. Motion seconded by Bondeson and was approved unanimously. VI. REPORTS Commission Secretary's Report In Harper’s absence, a thank you to Michael Gaines and the Missouri Association for Community Arts Agencies for providing funds to the Office of Cultural Affairs to help with travel expenses related to Dresser’s attendance at the American’s for the Arts conference in Boston was read aloud by Gelina and then circulated for signatures. Staff Columbia Arts Fund Update A balance of $136,855 was reported by Musgrove. 2016 Celebration of the Arts Dresser stated that plans for the celebration are going very well. The committee is busy confirming restaurant participation, and the design of the Commemorative Poster is being finalized. Sponsorship pledges and confirmations currently total $3,500. No nominations to recognize an individual who has made significant contributions to the arts through work with a city-funded nonprofit arts organization, a new component of the celebration, have been received to date. However, the deadline for submissions is July 29, and a reminder will go out tomorrow. FY16 Funding Gelina reported the Choral Arts Alliance of Missouri and Columbia Entertainment Company have final reports due for FY16 annual funding. Neither is past due. VII. GENERAL COMMENTS BY PUBLIC, MEMBERS AND STAFF OCA Calendar Highlights of the July/August calendar were given by Shults. Upcoming Events and What have you seen/experienced in Columbia? City of Columbia, Missouri Page 2 Printed on 10/24/2016 Commission on Cultural Affairs Meeting Minutes July 11, 2016 Upcoming artistic events and those experienced by Commissioners and staff since the last meeting were shared. VIII. PUBLIC HEARING (not to begin before 5:15 p.m.) Shults thanked audience members for attending the meeting and introductions were made. He reminded everyone that the hearing is an opportunity for art organizations and individuals to address the Commission in regard to the funding process. Preliminary funding levels were provided to organizations at the end of June. Amounts will not be finalized until after the City’s overall budget is approved in late September; however, the Commission’s recommendations will be finalized today following public comment. The importance to gather public comment on this process to date, especially from applicants, was noted. Shults explained that public comment is not solicited at the June funding meeting in order to keep the focus on the applications and to make the process fair and equitable to all. He added that applicants are not expected to speak at this meeting, but are welcome to if they wish. Guidelines for addressing the Commission are similar to those of City Council: up to five minutes for organizational representatives and up to three minutes for individuals. Comments may be on any aspect of the process--the application, staff assistance, the review meeting, recommended levels, etc. The floor was then opened for public comment. Allison Coffelt, Ragtag Film Society, thanked commissioners for their continued support. She said that one big change from their past applications is that their request includes funding for both Ragtag Cinema, which is an ongoing affair, as well as the three-day True/False Film Festival. She also thanked Gelina and Dresser for their help during the application process. After expressing gratitude to the commission, Lori Younker, Columbia Writer’s Guild (CWG), addressed comments regarding the agency’s proposed work with senior citizens and high school students as well as how the students are chosen. She added that CWG members are encouraged by the complimentary comments made by the commissioners. Jon Poses, We Always Swing Jazz Series (WAS), expressed appreciation for the commission’s work during the funding process and the additional funds provided by the Columbia Arts Fund this year. He asked if there was anything the funded agencies can do to increase the funding provided by the city as the arts are a growing industry in Columbia, and the increase in applications supports this fact. He then briefly addressed and clarified three key points in response to and clarification of commissioners’ comments; a detailed copy of the information was emailed to all commissioners by staff prior to the meeting. Shawna Johnson, Access Arts (AA) thanked those who reviewed the applications and complimented the new online process. She also voiced a concern regarding comments made about one of AA’s proposed projects for 2017. Tiffany McPeak, AA artist-in-residence, also spoke about the project in question- -one that targets identity, healing, and inclusiveness--that gives the artist an opportunity to tell their story and express living through a difficult time. Shelley Botts, Mid-Missouri Traditional Dancers (MMTD), explained that all the work done by MMTD is done by an all-volunteer board. She said she greatly appreciated the online application this year, and that funding provided by the city of Columbia not only helps with expenses incurred for Spring Breakdown Dance Weekend but also allows MMTD to connect dance with classroom curriculum in elementary schools. Kim Dent, Choral Arts Alliance of Missouri (CAAM) expressed appreciation to OCA staff for their help during the application process. She asked how criteria for artistic qualifications is judged, addressed comments made regarding CAAM’s City of Columbia, Missouri Page 3 Printed on 10/24/2016 Commission on Cultural Affairs Meeting Minutes July 11, 2016 budget, and thanked everyone overall. Sleadd stated how much he appreciates the arts and would like to see city funding meet the needs of the funded agencies. Bondeson commented that he was surprised that only one applicant connected their proposed programming to the upcoming solar eclipse in August 2017. He felt the natural phenomenon would have a great impact on Columbia that the funded agencies could take advantage of this. Musgrove thanked the representatives for their comments and gave the following advice: to address commissioners’ comments on next year’s application; to consider writing council members and the city manager regarding arts funding; and to continue to do what you are doing. He added that OCA staff only has influence on funding for the current fiscal budget, and then reminded everyone city funding for the arts has increased over the years. Prior to 2008 funding amounts ranged from $65,000 to $80,000. Starting in 2008, awards were supplemented by OCA’s fund balance increasing them to as much as $96,000. Just two years ago Musgrove asked for and received a funding level of $100,000; and $6500 from the CAF will be added in 2017. Marcks pointed out that the number of applications has also been steadily rising, from 21 in 2015 to 27 currently; this also has an effect on the amount of funding one receives. Dresser thanked the funded agencies for participating in the Americans for the Arts survey. They are helping to show the impact of the arts on the economy, and once the report is done the results will prove it. Shults added that commissioners are lucky as they get to read about all the events that are being planned for Columbia. Schmitz said it was her first year to be on the commission and to evaluate the applications. She learned a great deal about organizations she knew nothing about and has filled her calendar with all sorts of new things to see and participate in. IX. ANNUAL FUNDING PROCESS Final Recommendations Shults asked Commissioners if there was any further discussion or a motion to change any scoring or rankings on the FY17 funding recommendations; neither was given. He then asked for a motion to approve the rankings and scoring as determined. A motion was made by Kenny to accept the scoring as determined at the June meeting and forward the recommendations to City Council. Motion was seconded by Leemis and carried. A reminder was given by Shults that funding recommendations are not final until they are approved by City Council. The recommendations will be presented to City Council on August 15 and a public hearing will follow, which presents applicants another opportunity for public comment. He further explained that the recommendations will be finalized along with the City’s overall budget at the last City Council meeting in September. Stipulations and Comments from Commissioners Stipulations that were discussed at the June Commission meeting still need to be approved. Shults read the following list of stipulations that have no conflict of interests and could be voted on all at once: • Columbia Entertainment Company, Stipulation: First show, “Little Mermaid” is not eligible for funding as it takes place in September. • Egbe Omo Oduduwa of Mid Missouri, Stipulation: Finalize and provide details regarding speaker for the project. • Maplewood Barn Theatre, Stipulation: Provide letter from Boone County City of Columbia, Missouri Page 4 Printed on 10/24/2016 Commission on Cultural Affairs Meeting Minutes July 11, 2016 Historical Society regarding partnership. • Resident Arts, Stipulation: Finalize workshop topics. • Talking Horse Productions, Stipulation: Provide documentation from school participating in the project when known. • Columbia Book Festival, Inc, dba: Unbound Book Festival, Stipulation: Finalize 2017 key personnel and/or project directors. A motion to accept the stipulations as stated was made by Bondeson, seconded by Sleadd and passed unanimously. Shults then presented the following stipulations that need to be voted on separately due to commission conflicts of interest: • GreenHouse Theatre Project, Stipulation: Venues will need to be determined. He announced that Nick Kenny is abstaining. A motion to accept the stipulation on GreenHouse Theatre Project’s funding award was made by Marcks, seconded by Leemis, and passed with Kenny abstaining. • Ragtag Film Society: True/False Film Festival and Ragtag Cinema Community Service Screenings, Stipulations: Provide documentation from schools participating in the project when known; and City funds may not be used for utility expenses. He announced that Bill Bondeson is abstaining. A motion to accept the stipulation on Ragtag Film Society’s funding award was made by Leemis, seconded by Marcks, and passed with Bondeson abstaining. • Theater Reaching Young People and Schools: Stipulation: Provide documentation from schools participating in the project when known. He announced that Carol Schmitz is abstaining. A motion to accept the stipulation on Theater Reaching Young People and Schools’ funding award was made by Kenny, seconded by Sleadd, and passed with Schmitz abstaining. X. NEXT MEETING DATE August 8, 2016, 4:15 p.m., Community Room, Walton Building, 300 S. Providence Road. XI. ADJOURNMENT A motion to adjourn was made by Bondeson, seconded by Leemis at 5:55 p.m. Motion carried. Members of the public may attend any open meeting. For requests for accommodations related to disability, please call 573-874-7214. In order to assist staff in making the appropriate arrangements for your accommodation, please make your request as far in advance of the posted meeting date as possible. City of Columbia, Missouri Page 5 Printed on 10/24/2016