Commission on Cultural Affairs

City of Columbia, Missouri Meeting Minutes Commission on Cultural Affairs Monday, August 8, 2016 Community Room Regular Walton Building 4:15 PM 300 S Providence Rd Columbia MO 65203 I. CALL TO ORDER Chair, Kevin Shults, called the meeting to order at 4:15 p.m. Staff Present: JJ Musgrove and Sarah Dresser Present: 8 - Tammy Brewer, Judith Harper, Aaron Krawitz, Caroline Leemis, Carol Schmitz, Kevin Shults, William Williams and Lili Vianello Excused: 3 - Nick Kenny, Melody Marcks and Michael Sleadd Unexcused: 1- William Bondeson II. INTRODUCTIONS Shults welcomed recently appointed Commission member Lili Vianello, who introduced herself and then gave a summary of her involvement in the Columbia arts community. III. APPROVAL OF AGENDA A motion to approve the agenda made by Krawitz, seconded by Williams; motion carried. IV. APPROVAL OF MINUTES The minutes for the July monthly Commission meeting were approved with a motion made by Harper, seconded by Leemis; motion carried. V. NEW BUSINESS Small Requests Attachments: Dismal Niche Music and Arts Festival Packet Fall 2016 Exhibitions and Artist TalksPacket Prior to presenting the Small Request applications, Musgrove stated that he felt there has been some confusion regarding documentation of collaborative projects between organizations. It was noted that only the lead agency should list details of the collaboration and include supporting documentation in its application. There is not a need for the non-lead agency to also document these details in its application since funds cannot be awarded to two organizations for the same project. Musgrove added that this information would be provided in the small request and annual funding application City of Columbia, Missouri Page 1 Printed on 10/17/2016 Commission on Cultural Affairs Meeting Minutes August 8, 2016 eligibility guidelines. Two applications were reviewed by the Executive Committee at their meeting. Resident Arts is requesting $750 for its Fall 2016 Exhibitions and Artist Talks to be held 10/1/16 - 12/31/16. Funds will be used for marketing ($500) and print materials ($250). Dismal Niche Music and Arts Festival is requesting $750 for producing a festival, which will take place Oct. 6-9, 2016. City funds will be used for venue rental and liability insurance ($500), advertising ($100), and printing ($150). Brewer commented that this organization is fairly new, in its second year, and pointed out that no budget information was submitted with the application. Musgrove stated that OCA would not be receiving funds from Mid-Missouri Tourism Council to supplement Small Request funding in 2017, and that $3,000 has been budgeted for this purpose. This amount awaits approval by city council, which will be done when the city’s budget is approved in September. The Executive Committee recommends each application be funded $500. Brewer made a motion to award Resident Arts $500 for its small request project. Seconded by Leemis; motion carried. Leemis made a motion to award Dismal Niche $500 for its small request project. Seconded by Krawitz; motion carried. Changes to By-laws Attachments: 2016 By-law changes “Member-at-Large” for Executive Committee will be changed to “an additional elected member of the Commission.” Musgrove stated that Commission officers cannot be elected by secret ballot, as has been done in the past, and that this action will now be conducted via roll call. The Sub-Committee section will be changed to Executive Committee, Nominating Committee, and “special committees deemed necessary for projects or purposes at any time.” Vianello made a motion to accept the proposed changes to the Bylaws. Seconded by Krawitz; motion carried. Commission Openings Terms for Harper, Brewer, Kenny, and Leemis will end on Oct. 31. All are eligible to reapply expect Harper, who has completed two full terms; the person filling this opening must have a background in the field of education. Appoint Nominating Committee Shults stated that he would be reaching out to Commission members to serve on the Nominating Committee. VI. REPORTS Commission Secretary's Report Letters to the Governor and state legislators thanking them for Missouri Arts Council City of Columbia, Missouri Page 2 Printed on 10/17/2016 Commission on Cultural Affairs Meeting Minutes August 8, 2016 funding received by the Office of Cultural Affairs were read aloud by Harper. Prior to collecting signatures, a few typographical errors were discovered. Once these have been corrected by staff, Shults will make arrangements to sign them. Council Report on FY17 Funding Shults is scheduled to give a report regarding FY17 arts funding to City Council at its meeting on August 15. Commission members are welcome to attend; public comment will be taken as well. Staff Columbia Arts Fund Update A balance of $140,318 was reported by Musgrove. 2016 Celebration of the Arts Musgrove stated that approximately $7,000 has been raised so far in sponsorships and that a few nominations from representatives of city-funded arts agencies have been received. The planning committee will review the nominations and select an individual to honor at the Celebration. Musgrove stated that arts organizations will again receive complimentary tickets to attend. The Commission discussed the benefits of having the event at a venue and at a private residence. Musgrove stated that the past couple of years has seen an increase in attendance to over 300, which makes holding at a private residence more challenging. Family Fun Fest Dresser reported that this year’s Creative Kids Family Fun Fest will be September 21, from 6-8 p.m. at Cosmo Park. Local arts organization will participate in performances and hands-on activities. One Read Dresser reminded Commissioners that One Read programming will take place throughout September. OCA will help promote the events in Art News and will also provide cash prizes for the art exhibit winners. FY16 Funding Dresser reported that final reports are due from Columbia Entertainment Company and GreenHouse Theatre Project. Neither is past due. MAC FY17 Funding Musgrove reported that OCA will receive $16,225 in funding from the Missouri Arts Council for Community Arts Programming, an increase of approximately $4,000 from last year. Diversity Celebration OCA will again lead the planning effort for the Columbia Values Diversity Celebration in January. Musgrove reported that the planning committee is currently being organized, with new and returning members. The first meeting is scheduled for City of Columbia, Missouri Page 3 Printed on 10/17/2016 Commission on Cultural Affairs Meeting Minutes August 8, 2016 August 26 in the Walton Building. Annual Funding Committee Musgrove stated that OCA staff, along with a few Commission volunteers, plan to review the current funding application and review processes. The discussion will take place sometime in the fall before the start of next year’s funding cycle. VII. GENERAL COMMENTS BY PUBLIC, MEMBERS AND STAFF OCA Calendar Highlights of the August/September calendar were given by Shults. Upcoming Events and What have you seen/experienced in Columbia? Upcoming artistic events and those experienced by Commissioners and staff since the last meeting were shared. Other VIII. NEXT MEETING DATE October 10, 2016, 4:15 p.m., Community Room, Walton Building, 300 S. Providence. IX. ADJOURNMENT A motion to adjourn was made by Williams, seconded by Harper at 5:08 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 4 Printed on 10/17/2016