Commission on Cultural Affairs

City of Columbia, Missouri Meeting Minutes Commission on Cultural Affairs Monday, June 12, 2017 Community Room 4:30 PM Walton Bldg 300 S Providence Rd Columbia MO 65203 I. CALL TO ORDER Chair, Krawitz, called the meeting to order at 4:30 p.m. II. INTRODUCTIONS Present: 10 - William Bondeson, Tammy Brewer, Nick Kenny, Aaron Krawitz, Carol Schmitz, Kevin Shults, Michael Sleadd, Lili Vianello, Ellen Rippeto and Alan Toigo Excused: 2- Melody Marcks and William Williams III. APPROVAL OF AGENDA A motion to approve the agenda made by Vianello; seconded by Shults; motion carried. IV. APPROVAL OF MINUTES The minutes for the monthly Commission meeting were approved with a motion by Vianello, seconded by Sleadd; motion carried. V. NEW BUSINESS Columbia Arts Fund Recommendation The Commission was asked to consider a recommendation to supplement arts funding for 2018 with a distribution of $8,500 from the Columbia Arts Fund. A motion to accept the recommendation was made by Vianello. Motion seconded by Shults and was approved unanimously. Standing Committee on Public Art Brewer reported city council members designated the Columbia Sports Fieldhouse as a Percent for Art project at their meeting on June 5. It is now time to recommend additional representatives to serve on the Standing Committee for this project as well as determine its scope. Mike Griggs, director of Parks and Recreation, has suggested Gabe Huffington, Parks Services Manager, and Erika Coffman, Recreation Services Manager be considered. In the past, only Percent for Art projects with budgets over $75,000 have commanded a nation-wide call to artists. Projects with smaller budgets narrow the search to Missouri-based artists. The total budget for this project is $37,000, with $31,450 set aside for the art component. Copies of the request for qualifications for the Columbia Sports Fieldhouse Percent for Art Project were handed out. At this time, all details of the City of Columbia, Missouri Page 1 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 process have been finalized except the application deadline. Motion was made by Vianello to accept Huffington and Coffman as additional representatives to the Standing Committee for this project. Motion seconded by Kenny and carried. Motion was made by Vianello to restrict the call to artists to those residing in Missouri. Motion seconded by Sleadd and passed. VI. REPORTS Commission Report Secretary's Report Correspondence for the month was read by Vianello and circulated for signatures. Staff Reports Columbia Arts Fund Update The balance of the fund was reported at $179,000 by Musgrove. 2017 Celebration of the Arts Musgrove reported that save-the-date postcards were mailed out last week; a formal invitation will be mailed the end of July. The event will be hosted by Michelle and Frank Baumstark at the Boone County Historical Museum & Galleries on September 13. Representatives from funded art agencies have until the end of July to nominate a volunteer who will be recognized during the event for their contributions to the arts through their work with a city-funded arts organization. Updates on the hiring processes Reference was made to the email sent to Commissioners announcing the hiring of Kristina Wolf as the new Sr. Administrative Assistant for the OCA. Her start date is June 19. A nation-wide search for the director position begins when the application opens on June 26. A screening committee will assist Rhodes with the process. Interview dates have been scheduled for the end of July. FY17 Arts Funding Gelina reported no final reports are due for FY17 annual funding at this time. VII. GENERAL COMMENTS BY PUBLIC, MEMBERS AND STAFF OCA Calendar Highlights of the June/July calendar were given by Krawitz, with special note given to July 10, the public hearing meeting date for arts funding applicants. Upcoming Events and "What have you seen/experienced in Columbia?" Upcoming artistic events and those attended by commissioners and staff since the last meeting were shared. Other Musgrove reminded everyone of the reception for Joyce Gelina’s retirement on July 6, at the Walton Building, from 1:30 to 3:30 p.m. with a special presentation at 3 p.m. A short break took place between 4:58 p.m. and 5:15 p.m. when the funding portion of City of Columbia, Missouri Page 2 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 the meeting began. VIII. FUNDING APPLICATIONS Explanation of Process Instead of reviewing each application individually, staff will read a slate of applicants in alpha order, stating the agency’s name, title of the project, amount requested, and, if applicable, conflict(s) of interest and stipulations if funded. Once the slate has been read, discussion may be introduced. If a conflict of interest exists, that Commissioner will leave the room while discussion takes place. Commissioners may choose to talk about the application based on the comments they previously submitted; this discussion should focus on the guidelines and criteria of the funding program and not the agency. Krawitz further explained that if a Commissioner wishes to change their score on an application, they will be given the option to do so. Changes to the scores will be collected when all discussion has been completed, and staff will recalculate the ranking accordingly. It was concluded that final action taken this evening will be to finalize the scoring and therefore the ranking. Applications receiving a combined score of 59 or less will not be funded. It was noted that application scores currently range from 79.1 to 97.7 percent. Forms to be used for making a change to an applicant’s score were provided to Commissioners. Available Funds Musgrove reported that while the dollar amount for allocation has not been finalized at this time, the budget request of $100,000 for FY18 annual arts funding received approval from the City Manager at OCA’s budget meeting in May (this does not include the amount that will be distributed from the CAF). It was emphasized that recommended funding levels will be considered preliminary until the City’s budget as a whole is approved in September by City Council. In addition, $3,000 has been budgeted for Small Request funding in FY18. Review of Applications Boone County Historical Society Project Name: History, Art, & Education Exhibits: October 2017 - September 2018 Project Description: seven art exhibits, outreach to eight schools with the Traveling Trunk Program, five major history exhibits, seven concerts (Blind Boone Concert Series) and monthly meet the author book talk Request: $10,000 Conflict of Interest: None. Stipulation: Provide finalized schedule for projects (exhibits, concert series, Meet the Author). Stipulation: Provide documentations from schools for Traveling Trunk when known. Choral Arts Alliance of Missouri Project Name: Choral Arts Alliance of Missouri 2017-2018 Season Project Description: nine diverse choral concerts (including two free-will donation) and one choral workshops Request: $10,000 Conflict of Interest: None. Stipulation: Provide finalized concert dates and venues. Citizen Jane Film Festival Project Name: Citizen Jane Film Festival Project Description: The festival screens narrative, documentary and short films, hosting panel discussions with the filmmakers. City of Columbia, Missouri Page 3 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 Request: $10,000 Conflict of Interest: None. Columbia Art League Project Name: Art in the Park & Teen Mentorship Program Project Description: fine arts and fine crafts festival, including performances and art installations; artist/student mentorship program targeting at-risk youth; and a community outreach program in partnership with Harry S. Truman VA Hospital providing bi-monthly art classes to veterans Request: $10,000 Conflict of Interest: Elle Rippeto Columbia Chapter of the MO Writer’s Guild Project Name: Show Me Writers Masterclass Project Description: two-day event that provides a vibrant learning experience for writers of mid-Missouri and is open to artisans of all ages, backgrounds and skill levels Request: $3,000 Conflict of Interest: None. Stipulation: Finalize keynote speakers. Columbia Civic Orchestra Project Name: Columbia Civic Orchestra 2017-2018 Series of Five Concerts Project Description: series of five concerts with regular discounts or offer free student tickets and present at least one free concert per season Request: $10,000 Conflict of Interest: None. Stipulation: Provide finalized concert dates. Columbia Community Band Project Name: Columbia Community Band 2017-2018 Concert Series Project Description: present at least seven free symphonic band concerts for the Columbia Missouri community Request: $4,000 Conflict of Interest: None. Stipulation: Provide finalized concert dates. Columbia Entertainment Company Project Name: Columbia Entertainment Company’s 2017-2018 Season (39th Season) Project Description: present six, live theatrical productions featuring community cast and crew members Request: $10,000 Conflict of Interest: None. Columbia Handbell Ensemble, Inc. Project Name: Columbia Handbell Ensemble, Inc. 29th Concert Season Project Description: will provide seven concerts as well as one workshop and hands-on educational experiences to promote musical artistry and excellence through the medium of handbells Request: $1,250 Conflict of Interest: None. Stipulation: Provide finalized venues when known. Dismal Niche Arts City of Columbia, Missouri Page 4 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 Project Name: Dismal Niche Music and Arts Festival 2017 Project Description: four-day music and arts festival with live musical performances as well as interactive filming and performance art experiences, visual art exhibits and artist workshops Request: $5,000 Conflict of Interest: None. GreenhouseTheatre Project Project Name: 201/2018 Theatre Season Project Description: three main stage productions and three smaller collaborative performances Request: $10,000 Conflict of Interest: Nick Kenny Stipulation: Provide finalized dates and venues. Jabberwocky Studios Project Name: Jabberwocky Education and Outreach 2018 Project Description: classes and outreach in art, theatre, voice, dance, writing and poetry Request: $10,000 Conflict of Interest: None. Maplewood Barn Association Project Name: Maplewood Barn Theatre, Annual Season Project Description: five live, stage shows at Nifong Park, 36 original radio adaptations of classic literature, a Children’s Theater Camp, and outreach activities throughout the community Request: $10,000 Conflict of Interest: Aaron Krawitz Stipulation: Provide letter from Boone County Historical Society confirming partnership. Stipulation: Provide dates for productions. Mid-Missouri Traditional Dancers Project Name: 2018 Spring Breakdown Dance Weekend & Children’s Dance Series Project Description: weekend festival of traditional dancing to live music by nationally known band and caller; workshops for callers, musicians and dancers; and a series of six children’s dances at various Adventure Club after-school care sites during the school year Request: $6,880 Conflict of Interest: None. Stipulation: Provide date for Spring Breakdown Weekend. Mid-Missouri Woodcarvers Project Name: Technique Sharing Woodcarving Series Project Description: one weekend-long woodcarving seminar taught by a nationally recognized artist enabling interested citizens of all ages with basic wood carving skills an opportunity to experience one-on-one instruction, and demonstrations at Art in the Park and the Heritage Festival Request: $1,437 Conflict of Interest: None. Missouri Contemporary Ballet Project Name: 2017-18 MCB Dance Performance and Education Project Project Description: live dance performances (two shows), an open rehearsal, choreographic installations that engage community members, four interactive City of Columbia, Missouri Page 5 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 lecture-demonstrations and educational lecture-demonstrations Request: $10,000 Conflict of Interest: None. Missouri Symphony Society Project Name: 2018 Hot Summer Nights Music Festival and 2017-2018 Missouri Symphony Conservatory Project Description: year-long music conservatory for students in grades 3-12, a summer music camp, and Hot Summer Nights (25 concerts in six weeks--the largest classical and pops summer music festival in the heartland of America) that includes free community concerts Request: $10,000 Conflict of Interest: Nick Kenny Stipulation: Provide dates for Hot Summer Nights festival. North Village Arts District Project Name: 2018 First Fridays in the North Village Arts District Project Description: free monthly art event that occurs the first Friday of every month in the North Village Arts District and exposes visitors to different types of art, music, and performances from a variety of cultures and perspectives Request: $4,500 Conflict of Interest: Kevin Shults Odyssey Chamber Music Series Project Name: Odyssey Chamber Music Series, Season 14 Project Description: chamber music series (8 public concerts), 4 outreach events (free and open to the public), and the Odyssey Chamber Music Festival Request: $10,000 Conflict of Interest: None. PACE - Performing Arts in Children’s Education Project Name: PACE’s 14th ANNUAL SEASON Project Description: six large productions (plays and musicals); outreach through Adventure Club and Barnes & Noble; classes in ballet, tap, jazz, hip/hop, lyrical, creative movement, acting, improvisation, and musical theatre training; teach and perform at community events; and theatrical internships Request: $10,000 Conflict of Interest: Carol Schmitz Stipulation: Provide letters from participating groups--Adventure Club and Barnes & Noble- -for education programs. Ragtag Film Society Project Name: Ragtag Film Society--True/False Film Fest and AfterWords (Community Screenings) at Ragtag Cinema Project Description: four-day festival celebrating new and nontraditional, nonfiction filmmaking; brings national and international filmmakers to Columbia, and offers a transformative weekend of films, director Q&A’s, installation art, music, and events; 140 screenings of 60 plus films, and free community screenings Request: $10,000 Conflict of interest: Bill Bondeson Stipulation: Provide letters of collaboration from organizations and schools. Stipulation: Provide dates for community screenings when known. Resident Arts City of Columbia, Missouri Page 6 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 Project Name: FY18 Core Programs Project Description: After-school Teen Artist Residency program, Emerging Artist Residency, Professional Development Workshop Series, Exhibitions, and free Career Coaching Request: $10,000 Conflict of interest: None. School of Service, Inc. (dba Access Arts) Project Name: 2018 Ceramics Programs Project Description: weekly classes for adults, children, and veterans, as well as periodic workshops and demos at community festivals and schools; visual art education for two distinct populations in our community--the business/professional community (team-building) and at-risk teens Request: $10,000 Conflict of Interest: None. Talking Horse Productions Project Name: Talking Horse Productions 2017-2018 Theatre Season Project Description: six main theatrical productions and one touring children’s production Request: $7,500 Conflict of Interest: Lili Vianello Stipulation: Provide documentation from schools for touring production when known. The Columbia Book Festival Inc. dba: Unbound Book Festival Project Name: The Unbound Book Festival Project Description: third annual book festival presenting nationally-recognized and best-selling authors of fiction, nonfiction, poetry, and children’s literature; free and open to the public Request: $10,000 Conflict of Interest: Ellen Rippeto Stipulation: Provide documentation from participating schools for outreach activities when known. Stipulation: Finalize key personnel. The Missouri Review Project Name: The Missouri Review Access to Contemporary Literature Project Description: three free public literature events in the Columbia community Request: $7,500 Conflict of Interest: None. Stipulation: Provide finalized dates and venues for public events. TRYPS Institute Project Name: 2018 Season, Education & Outreach Project Description: five musical productions, theatre camp, workshops, private vocal lessons, acting and dance class sessions for ages 10 months through college, as well as inclusive theatre for children ages 6-12 diagnosed on the Autism spectrum, Downs, and speech delay; free outreach workshops and appearances Request: $10,000 Conflict of Interest: Carol Schmitz University Concert Series Project Name: University Concert Series 2017-2018 Season Project Description: seven entertainment and cultural experiences from around the world City of Columbia, Missouri Page 7 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 brought to Columbia; brings touring companies of artists that span four continents to Columbia Request: $10,000 Conflict of Interest: Lili Vianello “We Always Swing,” Jazz Series Project Name: “We Always Swing,” Jazz Series: Season No. 23 Project Description: season of performances with an array of the finest jazz artists in the world, coupled with in-school and community-oriented programs Request: $10,000 Conflict of interest: Nick Kenny Commission comments included: applications were very strong and well-written, and overall better than last year’s; kudos were given to the software aspect of the evaluation and application; the new method of evaluating applications was very helpful and it seemed that some applicants understood the model while others did not; differences of opinion regarding how important reaching a diverse audience is in scoring the application, as well as the size of the audience were voiced; would like to see more evidence that demonstrates the community's support of the organization through volunteers, partnering agencies, media sponsors, etc.; found it beneficial to read the final report section of the application where collaborations with other organizations were outlined; stressed the importance of the draft review process, especially those applying for the first time; to help those improve their applications it was suggested they contact the top-ranked organizations and OCA staff for tips; one strategy is to ask for the highest amount that the organization can; supplementary materials were very effective; found the student testimonial on YouTube very interesting; judged each application individually; make sure links to the supplementary materials are working; one concern regarding the use of city funds to pay for copying music was noted and questioned (staff will look into this and add to the funding guidelines if necessary); and enjoyed reading the applications and learning about agencies/events that I was unaware of. Approval of Scores and Ranking Krawitz stressed that the awards given to the organizations are contracts for services and not grants, and then he thanked the representatives from the art organizations for the time spent on their applications and for the work they do. Commissioners were asked if they had made any changes to their scoring following the presentation of the applications; no changes were made. Krawitz reported all applications received scores of 79 percent or higher, and all are expected to receive funding. The total amount requested by applicants is $241,067. A motion was made by Kenny to accept the scores/rankings. Motion was seconded by Bondeson and carried unanimously. Krawitz stated that staff will calculate the funding allocation based on the proposed budget for FY18 and send the results to Commissioners by Friday. He informed applicants that an official letter would be sent out by the end of June notifying them of their preliminary funding amount. Applicants were encouraged to attend the Commission meeting on July 10 as public comment will be taken after 5:15 p.m. Notification of the date when funding is scheduled to be approved by City Council will also be sent to applicants, and they were asked to consider attending that meeting as well since there will be another opportunity for public comment. IX. NEXT MEETING DATE July 10, 2017, 4:30 p.m., Community Room, Walton Building, 300 S. Providence. City of Columbia, Missouri Page 8 Printed on 8/8/2017 Commission on Cultural Affairs Meeting Minutes June 12, 2017 X ADJOURNMENT Adjournment by consensus at 5:55 p.m. City of Columbia, Missouri Page 9 Printed on 8/8/2017