Williamsburg Area Arts Commission

AGENDA City of Williamsburg Williamsburg Area Arts Commission Wednesday, July 15, 2026 A meeting of the Williamsburg Area Arts Commission will be held Wednesday, July 15, 2026 in the Stryker Center (Room 127), 412 N Boundary St, Williamsburg, VA 23185 commencing at 3:00 PM. Page I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES a. May 20, 2026 3 IV. CHAIR REPORT a. Resolution - Susan Corbett b. New Commissioner - Jennifer McDaid c. FY27 Commissioner Assignments 4 V. STAFF REPORT a. FY26 WAAC Admin Costs 5 b. FY27 WAAC Release Letters - Update c. FY27 VCA Funding d. FY27 Meeting Schedule 6 e. Numbers Report - Update VI. SUBCOMMITTEE REPORTS a. Forum Subcommittee - FY26 Final Report & FY27 Planning 7 - 20 b. Application & Guidelines Subcommittee - FY28 Drafts 21 - 29 VII. OTHER BUSINESS a. FY26 Funding - Virginia Stage Company b. FY27 Electronic Participation Policy Adoption 30 - 31 VIII. LIAISON REPORTS Page 1 of 36  a. July 2026 32 - 36 IX. NEXT MEETING(S) a. August 26, 2026 @ 11 am - 2 pm - Joint Meeting with York County Arts Commission at the Muscarelle Museum of Art b. September 16 or 23, 2026 @ 3:00 pm X. ADJOURN Page 2 of 36  Williamsburg Area Arts Commission Meeting Minutes - Wednesday, May 20th, 2026 Call to Order: Chair Tom Phelps called the meeting to order at 3:03 PM. Attending: Tom Phelps, Robert Leek, Narielle Living, Melody Matheny, Robin Phillips, Sherri Phillips, Barbara Vollmer, Nick Vrettos, and City of Williamsburg Tourism Division Manager Joanna Skrabala. Approval of Minutes: The WAAC minutes of March 18th, 2026, were approved as submitted. Chair Report: Tom Phelps • Mr. Phelps and Ms. Skrabala have interviewed for a potential replacement for Ms. Corbett, who will rotate off the Commission on June 30th. • Mr. Phelps read a Resolution in recognition of Ms. Corbett’s service on the Commission. • Mr. Phelps and YCAC Chair Living are in the process of identifying the next YCAC representative. Staff Report: Joanna Skrabala • Ms. Skrabala reported that she, Mr. Phelps, and Ms. R. Phillips drafted a “Numbers Report” intended to showcase WAAC’s activities and accomplishments in a one-page flyer. They will follow up on this after the year-end reports are submitted and fresh data is available for inclusion. • Year-end report forms will go live online next week. Grantees and Commissioners will be notified through the online system and via email. The deadline to complete is June 30th. • The City’s meeting to finalize the FY27 budget will be on May 27th. After the budget is adopted, letters will be sent to grantees notifying them of their FY27 grant awards. Subcommittee Reports: • FY26 Forum Committee will finalize their White Paper and Executive Summary before June 30th. • Tom appointed the FY27 Application and Guidelines Committee: B. Vollmer, B. Leek, and S. Phillips. • The Nominating Subcommittee recommended the following Commissioners to serve as officers for FY27: Tom Phelps – Chair; Robin Phillips - Vice Chair; and Sherri Phillips – Secretary. • Ms. Vollmer reported on planning for the joint WAAC-YCAC meeting, which will be held at the Muscarelle Museum on August 26th, from 11 AM to 2 PM. The meeting will include a tour of exhibits. Ms. Living confirmed that the date and location have been shared with YCAC members. Liaison Reports: • Written reports were submitted ahead of the meeting. Additional updates were given, as needed. Next meeting: • 15 July 2026, Stryker Center, Room 127. Adjourn: The meeting was adjourned at 4:05 PM. Robin Phillips, Secretary Williamsburg Area Arts Commission Page 3 of 36  FY27 LIAISON ASSIGNMENTS Bob Leek Sherri Phillips • Virginia Arts Festival • Flute Frenzy • Virginia Stage Co. • Williamsburg Choral Guild • Williamsburg Book Festival • Williamsburg Contemporary Art Center Narielle Living Thomas Phelps • Jamestown-Yorktown Foundation • Opera in Williamsburg • Williamsburg Women’s Chorus • Virginia Opera • Virginia Symphony Orchestra Jennifer McDaid • Williamsburg Players • Stage Lights Barbara Vollmer • Institute for Dance • Peninsula Concert Band • Muscarelle Museum • Virginia Regional Ballet Melody Matheny • Williamsburg Symphony Orchestra • Williamsburg Youth Orchestra • Hampton Roads Jazz in Williamsburg • Open Door Concerts Nick Vrettos • Tidewater Classical Guitar • Arc of Greater Williamsburg Robin Phillips • Chesapeake Bay Wind Ensemble • WHRO • Chamber Music Society of Williamsburg • Williamsburg Youth Harp Society • Young Audiences of VA • An Occasion for the Arts Updated: June 25, 2026 Page 4 of 36 FY26 WAAC - Admin Expenses Report # 001-08-8102-63145 FY26 WAAC Admin Budget $ 1,200.00 Total Expenses $ 1,046.00 Remaining Balance $ 154.00 EXPENSE DESCRIPTION DATE AMOUNT Commissioner Name Tags July 2025 $ 39.00 Review Meeting - Breakfast/Lunch Jan 2026 $ 318.10 Forum - Supplies (materials/paper products) Jan/Feb 2026 $ 288.93 Forum - Signage Jan/Feb 2026 $ 132.70 Forum - Supplies #6 (food + coffee) Jan/Feb 2026 $ 267.27 TOTAL $ 1,046.00 Page 5 of 36 FY27 Meeting Calendar – Working Document July 15, 2026 @ 3:00 pm WAAC Regular Meeting Location: Stryker Center, Room 127 August 26, 2026 @ 11:00 am – 2:00 pm Joint Meeting with York County Arts Commission Location: Muscarelle Museum of Art September 16 -OR- September 23, 2026 @ 3:00 pm WAAC Regular Meeting Location: TBD November 2026 TBD January 20, 2027 @ 9:00 am FY27 Grant Review Meeting Location: TBD March 17 -OR- March 24, 2027 @ 3:00 pm WAAC Regular Meeting Location: TBD May 19 -OR- May 26, 2026 @ 3:00 pm WAAC Regular Meeting Location: TBD Last Updated: July 10, 2026 Page 6 of 36  WAAC FORUM 2026: “Arts and Allies” February 5th, 2026 Stryker Center, Williamsburg, VA On February 5th, 2026, the Williamsburg Area Arts Commission hosted a forum for the nonprofit arts community. Our goal was to identify issues of greatest concern within the local arts community, and to provide a forum enabling community members to meet, network, and discuss their concerns and potential solutions. This was achieved by crafting three topics of discussion from registrants’ surveys filled out at time of registration, and designing a new “speed-networking” round-robin format. This enabled leaders in the local arts community to meet and discuss the topics of greatest concern to them, and to potentially identify ideas and solutions to meet ongoing challenges. The session opened with welcoming remarks from Williamsburg City Council member Ayanna T. Williams and WAAC Chairman Thomas Phelps. WAAC Commissioner Melody Matheny, who headed the Forum Planning Committee this year, then gave a brief orientation and explanation of the event to attendees. Attendees were assigned to three different groups to discuss the three topics identified through the registration surveys: Round 1 How can we elevate or create better opportunities for young people to become engaged in the arts? Round 2 What are some ways that we can build collaborative relationships and effective partnerships? What are some examples of effective partnerships that you’ve experienced or seen? Round 3 What does a truly exciting Williamsburg Arts District look like to you? What are some ways we could achieve it? Each discussion round lasted 20 minutes, during which attendees discussed their thoughts about challenges faced and possible solutions and innovations. Attendees then rotated to new groups to discuss the next topic, changing groups each time to maximize networking opportunities throughout the event. WAAC Commissioners provided large -1- Page 7 of 36 sheets of paper for groups to annotate their key points, and collected the notes from each round. After all discussion sessions, attendees regrouped to share their most significant insights and to give feedback. The attendees appreciated the networking opportunity and identified several key initiatives that would help to promote a more vibrant arts community through communication and collaboration. As one attendee put it, “This event has started the needle moving.” Attendee notes have been reviewed and summarized, with each round of discussion identifying challenges and proposing strategies to meet those challenges. Overarching insights from the day include: • Youth engagement must be purposeful, supporting skills, leadership, career pathways, and personal goals. • Youth attract youth: pipelines, peer visibility, and meaningful roles matter. • Venue cost is the single largest barrier to growth and accessibility. • Small organizations must not be excluded from shared systems due to cost. • This forum demonstrated the value of centralized dialogue and coordination. Attendee discussions culminated with these considerations for next steps: • Develop a centralized information hub. • Improve school access pathways through trusted intermediaries. • Expand affordable venue solutions. • Formalize collaboration tools and shared promotion / information systems. • Commit to recurring convenings to maintain momentum. These recommendations are outlined in greater detail in an “Action Roadmap” for potential follow-up within the arts community. This action roadmap is not meant as a City initiative; it reflects the thoughts and recommendations of the arts community. In an online follow-up survey, responses indicated that demand for future events includes: • Following up on the ideas generated through this forum. • Future discussion-style events, to include inviting WJCC school representatives to participate. -2- Page 8 of 36  • Continued traditional Forums with expert speakers. • There is potential interest in webinar or in-person grant workshops in the Fall, focused on the WAAC grant application and process. The Forum received overwhelmingly positive scoring and comments on the novel format of round-robin discussion groups and the opportunities this format presented for networking and brainstorming. The survey also returned high scores for overall organization and communication, and for topics selected for discussion. ATTACHMENTS Please note, the Action Outline and the Roadmap are not meant as a City initiative; they reflect the thoughts and recommendations of the arts community. 1. Consolidated Notes: collected from participants at the event 2. Action Outline 3. Arts & Allies Roadmap -3- Page 9 of 36 Below is a consolidated and synthesized summary of the WAAC Forum input, organized by key themes, shared challenges, and actionable opportunities across the three rounds. Redundancies have been merged, language clarified, and raw notes elevated into a cohesive record suitable for reporting, planning, or distribution. WAAC Forum: Arts and Allies February 5, 2026 | Stryker Center | Williamsburg, VA Forum Purpose To identify strategies for: 1. Elevating youth engagement in the arts 2. Building stronger collaborative partnerships 3. Envisioning and advancing a vibrant Williamsburg Arts District Round 1: Elevating Youth Engagement in the Arts Core Challenges Identified • Limited access to schools due to inconsistent procedures, contacts, and post-COVID program decline • Lack of affordable venues and free/low-cost opportunities for youth • Fragmented communication: information about arts opportunities is not reaching youth or families consistently • Underserved populations face barriers related to transportation, cost, sensory needs, and awareness • Youth oversubscription: arts must clearly connect to tangible benefits (skills, careers, leadership, recognition) Key Themes & Strategies 1. Access & Equity • Expand free or reduced-cost tickets, daytime and sensory-friendly performances Page 10 of 36  • Bring programs directly into schools, libraries, community centers, and neighborhoods • Address transportation barriers (bus/van partnerships, field trips, WATA coordination) • Include homeschool networks, PTAs, and disability-serving organizations (e.g., ARC) 2. Communication & Outreach • Do not rely solely on schools; use multiple channels: ◦ Social media (Instagram, TikTok for youth; Facebook for parents) ◦ Flyers, QR codes, short-notice “what’s happening today” promotions ◦ Platforms such as Peachjar, Nextdoor, WHRO, WYDaily, WMBG • Improve and streamline school outreach processes (centralized contacts, simplified forms) • Create a centralized calendar / online hub for arts opportunities 3. Meaningful Youth Pathways • Emphasize hands-on, participatory experiences over passive attendance • Develop pipelines: ◦ Apprenticeships, internships (middle school through college) ◦ Side-by-side performances with professionals ◦ Masterclasses, backstage access, dress rehearsals ◦ Youth leadership, volunteer, and low-risk event management roles • Promote careers in the arts, not just performances • Encourage youth as current leaders, including youth board members 4. Program & Space Ideas • Dedicated art hubs or shared community spaces • Use planned events (e.g., Occasion for the Arts) to include youth-focused tents and activities • Repurpose empty retail or public spaces for arts programming Page 11 of 36  • Expand grants to fund: ◦ Free school programs ◦ On-the-job training ◦ Youth-focused initiatives Round 2: Building Collaborative Relationships & Partnerships Effective Partnership Models Identified • ARC & Arts for Learning • Soundscapes & Youth Volunteer Corps • Ferguson Center & Williamsburg Symphony • Youth side-by-side performance models • Restaurant nights, brewery collaborations, art exhibits in nontraditional venues Barriers to Collaboration • Disorganized or inconsistent communication • Limited publicity and PR capacity • Transportation and distance challenges • Audience depletion and community attrition • Difficulty balancing internal capacity with partnership demands Recommended Collaboration Strategies 1. Infrastructure & Tools • Centralized shared calendar (RSS-enabled) • Online collaboration spaces (e.g., forum, Discord-style server) • Shared databases for programs, contacts, and resources Page 12 of 36 2. Mutual Promotion & Resource Sharing • Ad swaps (digital and print) • Cross-promotion on social media (share, follow, like) • Shared resources (props, costumes, venues, equipment) • Larger organizations supporting visibility of smaller ones 3. Place-Based & Cross-Sector Partnerships • Collaborate with: ◦ Restaurants, breweries, farmers markets ◦ Libraries, senior living communities, schools ◦ Local government, tourism entities, and boards • Expand partnerships beyond Williamsburg to strengthen reach and resilience 4. Funding & Sustainability • Grants for strategic planning and collaboration • Sponsorships, angel funds, and shared fundraising initiatives • Explore scaled dues models for shared systems, tied to organizational income Round 3: Vision for a Williamsburg Arts District Shared Vision A visible, accessible, inclusive, and vibrant arts district that: • Is not confined to one block or weekend event • Integrates visual, performing, literary, and public arts • Welcomes all ages, backgrounds, and abilities • Serves residents, students, and visitors alike Key Characteristics Page 13 of 36 1. Visibility & Identity • Clear branding: murals, signage, logos, QR codes • Integration with restaurant and tourism districts • A visible welcome center and visitor-facing incentives (VIP arts cards, discounts) 2. Physical & Digital Space • Affordable studios, rehearsal, performance, and classroom spaces • Repurposed empty buildings and retail spaces • Pedestrian-friendly areas with cafés, galleries, and event venues • Online hub as a first step: one-stop shop for events, opportunities, and resources 3. Programming & Experience • Regular, recurring events (Second Sundays, neighborhood arts) • Interactive public art and performances • Youth-defined and youth-driven spaces and programming • Lifelong learning opportunities 4. Leadership & Coordination • Strong role for WAAC as connector and convener • Designated liaisons or point persons within organizations • Ongoing forums (recommended every 6 months) Wrap-Up Insights & Overarching Takeaways • Youth engagement must be purposeful: arts should clearly support skills, leadership, career pathways, and personal goals • Venue cost is the single largest barrier to growth and accessibility • Youth attract youth—pipelines, peer visibility, and meaningful roles matter • Small organizations must not be excluded from shared systems due to cost Page 14 of 36  • This forum itself demonstrated the value of centralized dialogue and coordination Key Next-Step Considerations • Develop a centralized arts information hub • Improve school access pathways through trusted intermediaries • Expand affordable venue solutions • Formalize collaboration tools and shared promotion systems • Commit to recurring convenings to maintain momentum Page 15 of 36 Below is a one-page action roadmap distilled from the WAAC Forum input. It is structured for clarity, prioritization, and immediate use by WAAC leadership, partners, or funders. WAAC One-Page Action Roadmap Arts & Allies Forum | February 5, 2026 Goal Strengthen youth engagement, collaboration, and visibility of the arts while laying the groundwork for a vibrant, accessible Williamsburg Arts District. 1. Youth Engagement & Access (Immediate–12 Months) Objective: Make arts participation meaningful, accessible, and clearly beneficial to youth. Priority Actions • Expand free or low-cost youth access (tickets, daytime performances, sensory-friendly events). • Bring programs directly to schools, libraries, community centers, and neighborhoods. • Develop youth pipelines: ◦ Apprenticeships, internships, side-by-side performances. ◦ Masterclasses, backstage access, dress rehearsals. ◦ Youth volunteer and leadership roles (events, boards, planning teams). • Highlight career pathways and transferable skills gained through arts participation. Key Partners Schools, PTAs, libraries, ARC, youth orchestras, colleges, homeschool networks, transit providers. Success Indicators Increased youth participation, new youth leadership roles, expanded school-based programming. Page 16 of 36 2. Communication & Information Infrastructure (Immediate–6 Months) Objective: Ensure families, youth, and organizations can easily find and share arts opportunities. Priority Actions • Launch a centralized online arts hub: ◦ Shared calendar of events and opportunities. ◦ Resource listings for youth programs, grants, and venues. • Improve school outreach systems: ◦ Streamlined contact lists and forms. ◦ Clear guidance on access pathways. • Use multi-channel outreach: ◦ Social media (Instagram/TikTok for youth; Facebook for parents). ◦ QR codes, flyers, short-notice promotions (“What’s happening today?”). Key Partners WAAC, Visit Williamsburg, schools, libraries, media outlets. Success Indicators Increased visibility, higher event awareness, improved school engagement. 3. Collaboration & Partnership Building (6–18 Months) Objective: Reduce silos and strengthen collective impact across arts organizations. Priority Actions • Establish shared promotion practices: ◦ Ad swaps, cross-posting, shared calendars. • Create resource-sharing agreements: ◦ Venues, props, equipment, staff expertise. Page 17 of 36  • Formalize cross-sector partnerships: ◦ Restaurants, breweries, retail spaces, senior living, tourism. • Pursue joint funding: ◦ Grants for collaboration, strategic planning, and youth engagement. ◦ Explore scaled dues model to support shared systems. Key Partners Arts organizations (large and small), businesses, funders, local government. Success Indicators More co-produced events, reduced scheduling conflicts, stronger funding outcomes. 4. Affordable Space & Venue Solutions (6–24 Months) Objective: Address the largest barrier to arts growth—cost and access to space. Priority Actions • Identify and pilot repurposed spaces (empty retail, public buildings). • Advocate for affordable, flexible venues for rehearsal, performance, and classes. • Expand grants to fund free or low-cost school and community programs. Key Partners City of Williamsburg, property owners, libraries, developers, funders. Success Indicators New or expanded arts spaces, lower venue costs, increased programming. 5. Arts District Visibility & Long-Term Vision (12–36 Months) Objective: Build a recognizable, welcoming, and inclusive Williamsburg Arts District. Priority Actions • Increase visibility and branding: ◦ Murals, signage, QR codes, public art. Page 18 of 36  • Integrate arts into tourism and dining districts (Restaurant Nights, Arts Pass). • Support a mix of live/work spaces, galleries, performance venues, and cafés. • Maintain biannual forums to track progress and sustain momentum. Key Partners WAAC, City, tourism entities, businesses, artists, youth leaders. Success Indicators Greater public awareness, increased foot traffic, sustained collaboration. Guiding Principle Youth are leaders now. Programs, spaces, and partnerships must be inclusive, affordable, visible, and meaningful—strengthening both the arts ecosystem and the broader Williamsburg community. Page 19 of 36 Page 20 of 36 Draft - Edits – Red = changed wording Blue = words changed or omitted FY28 Williamsburg Area Arts Commission Grant Application For FY27 WAAC will not accept funding requests for general operating expenses. Requests must be for costs related to specific projects, programs, or performances. Please review the Guidelines and Criteria for additional information. Grant requests must be for costs related to specific projects, programs or performances. Requests for general operating expenses will not be accepted. Please review the “Guidelines and Criteria” for additional information. General Information • AMOUNT OF GRANT REQUEST: • Provide a brief description of the project(s), program(s), or performance(s) that will be partially or fully supported by the grant funds. • If you have received support from WAAC in the past, please list the most recent award(s). For FY27 Fiscal Year Amount Received Type of Funding (general operations or specific project ) • Name of Organization: • Email Address: • Mailing Address (street or PO box): • Contact/Grant Writer: • Contact Title: • Contact Email Address: • Contact Phone Number: • Contact Mailing Address: • Name of President/CEO/Executive Director: • Title: • President/CEO/Executive Director Email Address: • President/CEO/Executive Director Phone Number: • President/CEO/Executive Director • Mailing Address: • WAAC Liaison Commissioner (Leave blank if you are not a current grantee): 1 Page 21 of 36 Project/Program Details A. Specify how any WAAC-awarded funds will be used. Please include a work plan for your specific project/program. In the Budget Section of this application, you will be asked to provide an estimated budget, including a column for WAAC funding in the Expenses column. B. Why is your organization an appropriate candidate for support from the Williamsburg Area Arts Commission? Include your mission statement and how the grant relates to the organization’s mission. Organization Mission Statement: How will the grant award support the organization’s mission? Does your organization have a long-range plan?  Yes  No C. List other sources of support for your organization in the chart below. (i.e. grants, in-kind, sponsors, donations, etc.) Category of Funding Funding Source Amount 1. 2. 3. 4. 5. D. Does your organization plan to collaborate with other organizations during the Fiscal Year? (If yes) Please provide the names of the organizations and clarify their roles. E. How is your organization working to provide access to the arts for varied populations? F. Do you charge for your events/services? (If yes) Please list or describe the price structure of your organization. G. Schedule and Event Details. Please complete one form for each event or program that will be all or partly funded with this grant in FY28 (July 1, 2027 - June 30, 2028). This form is required if only an estimate. EVENT 1 Name of Event/Program (No response) Date/s (if date if not finalized, included proposed) (No response) Venue (No response) Projected Attendance (No response) Audience Ages Target Audiences (No response) Do you have another event/program to add? (If yes, another event info table will populate – up to 10 events.) What method(s) are used to track attendance? 2 Page 22 of 36 Personnel/Management H. Who will oversee the project or event? Provide the title and a brief biography of the artistic director or manager of the project or event. (You may also upload a biography below.) If you are uploading a biography, please do so here. I. Board of Directors/Trustees. Provide a list of your officers and board members and their contact information. Note: The IRS requires the President/CEO and Financial Officer be two different people. If you are uploading a list of your board, please do so here. J. What percentage of your board contributes either financially or with in-kind services? Marketing and Promotions K. What marketing and promotional strategies do you use to reach your target audience? L. List all media sources, including social media sites and printed materials, used to promote the WAAC- funded or partially funded project. 3 Page 23 of 36  Financial and Tax Information M. Upload a screenshot of your current IRS profile showing proof of federal tax exemption and current tax payment using the following link: https://apps.irs.gov/app/eos/ Attach a copy of your tax exemption letter. N. Organization and Project Budgets.a Revenues: Insert your total revenues using the form below. Include all categories that apply to your project. • Actual FY26 runs July 1, 2025- June 30, 2026 • Estimated FY27 runs July 1, 2026 - June 30, 2027 • Proposed FY28 runs July 1, 2027- June 30, 2028 N/A Specify (type 0 if Actual FY25 Estimate FY26 Proposed FY27 nothing) WAAC Grant Other Grants (specify) Contributions –Corporate, foundation, individual, etc., (Leave three spaces to Insert names of other Membership dues Admissions/Ticket Sales Concessions/Products Revenues from Fundraising Other revenue (specify) Totals 0 0 0 Revenue Notes: 4 Page 24 of 36  Expenses: Insert your expenses using the form below. Include all categories that apply to the use of grant funds in the WAAC Funds column. Additional notes may be added after the form. • Actual FY26 runs July 1, 2026 - June 30, 2027 • Estimated FY27 runs July 1, 2026- June 30, 2027 • Proposed FY27 runs July 1, 2027- June 30, 2028 WAAC Funds Used - Type "0" if WAAC funding did not go to this line item Examples: Office Expenses - rent, utilities, insurance/bonding, etc. Marketing/Publicity - Include printing, duplication, postage, etc. Taxes - real estate, interest expenses, bank charges, admission, etc. N/ Specify as Actual FY26 Estimate FY27 Proposed FY28 WAAC Funds A needed (type Used 0 if nothing) Salaries - Admin/Directors Salaries Admin/Support Salaries - Artist/Performer Fees Salaries - Other (specify) Office Expenses Marketing/Publicity Repairs/Maintenance Facility Rentals Taxes Fundraising Expenses Other (i.e. royalties) Totals Expense Notes: 5 Page 25 of 36 O. Statement of Financial Position. Please provide your organization's most recent Statement Position or Balance Sheet. You may use the form* within the application, or you may upload your own statement. Please select an option:  I will be using the application form  I will be uploading the organization’s statement *Form includes ASSETS, LIABILITIES, and TOTAL LIABILITIES AND ASSETS If the first option is selected, use the forms below ASSETS Total to Date Note Prior Year Current Assets Fixed Assets Long-Term Assets Total LIABILITIES Total to Date Note Prior Year Current Liabilities Long-Term Liabilities Total TOTAL LIABILITIES AND ASSETS Total to Date Note Prior Year Current Liabilities Long-Term Assets Total If they select the second option, the following fields populate: If using the second option, please upload your organization’s financial position statement here: Additional notes: Signature of Agreement P. Signature of Agreement. The undersigned certifies to the best of his or her knowledge that the information in this application is true and correct. Please use your mouse cursor or finger (touch- screen devices only) to sign on the line below. Name of Authorizing Individual Title of Authorizing Individual Date (MM/DD/YYYY) NOTE Grantees must complete a year-end report by June 30th of the funded fiscal year, accounting for the expenditure of WAAC funds. Organizations with outstanding year-end reports will not be eligible for future funding until the report is received. Page 26 of 36  GUIDELINES FOR GRANT RECIPIENTS & GRANT APPLICATION REQUIREMENTS WHO WE ARE The Williamsburg Area Arts Commission (WAAC) serves the municipalities of the City of Williamsburg, James City County, and York County. Its mission is to support and stimulate excellence in the arts through an active grant fund program. The grants support activities that enhance the arts experience for all Historic Triangle citizens and visitors. Beginning In December, WAAC Commissioners review grant requests and make recommendations to the City of Williamsburg and James City County for potential inclusion in their annual arts and culture budgets. Arts organizations that qualify as tax-exempt public charities by the IRS are eligible to apply for these funds. FY26 COMMISSION MEMBERS: City of Williamsburg James City County Susan Corbett Melody Matheny Robert Leek Thomas Phelps Barbara Vollmer Robin Phillips Sherri Phillips Nicholas Vrettos York County: At large CRITERIA FOR FUNDING Applications are submitted to the Commission by December 1st for the upcoming fiscal year (July 1, 2027 - June 30, 2028). Application forms are posted on the WAAC website by October 1, 2026. Notification of awards is made in late June at the conclusion of the annual budget cycles of both the City of Williamsburg and James City County. (FY28 grantees will be notified in late June 2027.) • Applicants may must request funds for support of specific programs or projects. • The estimated cost for each request must be clearly itemized in the WAAC column of the proposed budget form. Projects completed prior to the start of the FY28 fiscal year are not eligible for funding. • Projects, performances, and/or programs must serve residents of the Historic Triangle (City of Williamsburg, James City County, and Upper York County). Cash awards or prizes and re-granting programs are not eligible for WAAC funding. • Special consideration is given to projects, performances, and/or programs that engage all population segments of the Historic Triangle’s diverse communities, including children, senior citizens, those with disabilities, and the financially challenged. 1 Page 27 of 36  • The Commission looks favorably on applications that show funding from other sources in addition to WAAC. (This information can be entered in Section C of the Grant Application.) • Sound management and appropriate fiscal oversight are major factors in WAAC’s evaluation of funding requests. CHECKLIST FOR GRANT APPLICANTS Prior to submitting a request for funds, applicants should thoroughly review the entire grant application package, be familiar with the Criteria for Funding, and compile all requested information and documents before beginning to fill out the electronic application. The following Checklist shows the items that must be included with an application. Forms submitted without the required items will incur penalties or disqualification. Late applications will not be considered. State the organization’s mission (in no more than 2-3 sentences). Clearly define and describe your project, performance, or program, considering the following questions: • Who will direct and guide the project? • Is there a clear plan of work? • Are the resources to execute the project in place? • What will it cost and Are costs clearly defined? • Is an evaluation plan included? Other information required: • Board of Directors list with contact information • Copies of required tax-exempt documentation • All required financial information. • Income and expense budget for the organization • A list of other grant funding pending and/or received relating to this application. • Appropriate signatures REQUIREMENTS FOR GRANT FUND RECIPIENTS • Recipients must use funds for the purpose outlined in the application. Any changes must be approved by the WAAC. • Grantees must complete a Year-End Report by June 30th of the funded fiscal year. • Funds must be expended within the fiscal year stated on the application. • Grantees must acknowledge receipt of the grant award and thank WAAC for its support before the funds are released. • Grantees must acknowledge WAAC support by including the WAAC logo and/or name in promotion materials related to funded events, programs, and performances, including announcements at live events. The WAAC logo is required on all visuals pertaining to use of grant funds. Visit the WAAC website: williamsburgva.gov/waac/ to copy logo. • Grantees should include members of the Commission, Williamsburg City Council, and James City Supervisors in their mailings. (Go to the City and County websites for current lists) 2 Page 28 of 36  • Each grantee is assigned a Commission liaison who will assist grantees with direct communication to the Commission. Make sure you understand who that is. Liaisons may change from year to year. YEAR-END REPORTING All grant recipients are required to submit a Year-End report at the end of the grant year. • Year-End reports must reach the Commission no later than June 30th. of the grant year. • Noncompliance will result in a penalty of up to 5% of a future grant award. • Requests for delayed reporting must be submitted in writing and in the hands of the Commission Administrator, Joanna Skrabala on June 30th with a promised receipt date of no later than July 5th. City of Williamsburg Attn: Joanna Skrabala, Tourism Division Manager c/o Economic Development Department 401 Lafayette Street Williamsburg VA 23185 jskrabala@williamsburgva.gov Draft - July 2026 3 Page 29 of 36  AGENDA ITEM SUMMARY Meeting Date: 7/15/26 Staff Contact: Joanna Skrabala, Tourism Division Manager Agenda Item Wording: Consideration of Electronic Meeting Participation Policy Background Information: HB894 in the Code of Virginia requires that all public bodies utilizing remote participation re-adopt their policy annually. The re-adoption of this policy allows for any board member to participate remotely in Williamsburg Area Arts Commission meetings two (2) times in a calendar year, or 25% of the meetings held, rounded up to the next whole number, whichever is greater. If a member is participating remotely because of his or her own disability or because they are caring for someone with a disability, the member counts for purposes of a quorum, so long as the audio-visual connection stays connected, and the video stays on during the meeting. The member may mute their sound but must keep their camera on during the meeting to continue counting toward the quorum. If a member is participating remotely for any other allowed purpose, their virtual presence does not count toward the quorum for the meeting, and a quorum of four board members must be physically present in order for a member to request remote participation. Previous Action: September 21, 2022 - WAAC adopted its Electronic Participation Policy. September 18, 2024 – WAAC re-adopted the City’s Electronic Participation Policy. July 23, 2025 – WAAC re-adopted the City’s Electronic Participation Policy. Staff Recommendation: That the WAAC adopt Resolution #26-01 authorizing remote participation in Williamsburg Area Arts Commission meetings during fiscal year 2027. Sample Motion: I move that the Williamsburg Area Arts Commission adopt Resolution #26-01, authorizing remote participation in meetings during fiscal year FY27. Page 30 of 36  RESOLUTION #26-1 A RESOLUTION TO READOPT THE REMOTE PARTICIPATION POLICY FOUND IN SEC. 2-34 OF THE CODE OF THE CITY OF WILLIAMSBURG FOR THE WILLIAMSBURG AREA ARTS COMMISSION WHEREAS, pursuant to Sec. 2.2-3708.3(D) of the Code of Virginia (1950), as amended, every public body utilizing an electronic participation policy for its members to participate in meetings remotely must annually readopt said policy by affirmative vote of the members of the body; and WHEREAS, City Council has adopted a policy to allow for electronic participation in meetings by the members of boards, commissions, and committees of the City of Williamsburg in Sec. 2-34 of the Williamsburg City Code; and WHEREAS, the Williamsburg Area Arts Commission utilizes the policy found in Sec. 2-34 for its members to participate electronically in meetings of the Williamsburg Area Arts Commission, and desires to continue to utilize said policy. That being the case, it is therefore hereby RESOLVED that the Williamsburg Area Arts Commission hereby readopts the remote participation policy found in Sec. 2-34 of the Code of the City of Williamsburg for fiscal year 2027. Adopted: ________________________________ Chair Attest: __________________________________ Secretary Page 31 of 36  LIAISON REPORTS: JULY 2026 SUSAN CORBETT Stagelights: • Summer camps are in full swing and are divided into the following groups: o Medium-sized kids: The Jungle Book, July 10 & 11 @ 7 pm. o Small-sized kids: Fish Tales, July 17 @ 12 pm. o Large-sized kids: Spongebob: The Musical, July 16 – 18, @ 7 pm and July 19 @ 2 pm. All shows at Lafayette High School IDance: • Rebecca Latourell is transitioning off as President of the Board, with the incoming President as Heidi Pfister (hnjpfister@verizon.net) • No productions over the summer, but they have about five weeks of summer camps and classes for all ages (even a couple adult classes). • Christmas Dreams rehearsals begin in September. Access Virginia: • No report. NARIELLE LIVING (YORK COUNTY) Jamestown-Yorktown Foundation: • After a few conversations, they were able to submit their final report with the proper signatures. Many thanks to Joanna and Tom for their help with this. Williamsburg Women’s Chorus: • Claudia Kessel is no longer a contact for this organization. Jeff Klee should also not be on this list, as he handles the Chamber Music Society reports. Instead, the main contact is Blair Murray. blmur47474@icloud.com BOB LEEK Virginia Stage Company • 2026-2027 season begins September 2-20 with “Come from Away.” Next shows are “The Heart Sellers,” “The Murder of Roger Achroyd,” “John Proctor is the Villain,” and “Cabaret” • Holiday performances will include “A Merry Little Christmas Carol” and “A Sherlock Carol” Williamsburg Book Festival • 2026 Festival held in February at its new, larger venue, W&M School of Education. Plans in place for 2027. Page 32 of 36 MELODY MATHENY Tidewater Classical Guitars: • They’ll be hosting their annual Close Encounters house concert on July 25th, featuring Grammy-nominated lutenist Ronn McFarlane and Richmond Virginia guitarist Andrew McEvoy, at a private home in Virginia Beach. Open Door Concerts: • On pause for summer. Their first concert is on October 18th (Tuba Skinny). Tidewater Arts Outreach: • Now Arts Connect Virginia. Ongoing programming throughout the Tidewater retirement facilities. TOM PHELPS Virginia Opera: • The Company is dormant in the summer months in the Williamsburg area but is busy preparing another Children’s Opera for presentation at the Williamsburg Library this Fall and another concert at the same venue in the Spring. The company is also negotiating use of the William & Mary Hall for one recitation of scenes from the opera’s next season. Opera in Williamsburg: • Opera in Williamsburg has scheduled Opera Night at The Bonefish Grill, July 14, from 5 PM to closing (not a performance). This program is a fundraiser at Bonefish Grill. The Grill will donate 15% of its intake to Opera in Williamsburg (a win/win situation) • A Brunch concert at Two Rivers Country Club with the cast of Zorro is scheduled for September 10, 12-3 PM. This, too, is a fundraiser with raffle and a paddle raise to help cover the cost of bringing a new opera to Williamsburg. Group sales and tickets are available on Opera in Williamsburg website. • The opera, Zorro, by Hector Armienta will be performed September 25, 27, and 29 at the Kimball Theatre. This is Opera in Williamsburg's first opera from our own century and our own country, by a living composer. Virginia Symphony Orchestra: • VSO has announced its new season and includes four concert performances in Williamsburg (as well as its programs in Williamsburg area schools). This will be the first year that this many concerts will be performed in Williamsburg. • Concerts include: o Mozart’s Gran Partita and Grace Park Leads Mozart & Schubert at the Music & Arts Center Concert Hall at William & Mary o Holiday Concerts at the Hall on December 6th at 2 & 4 pm o Holiday Brass on December 9 at St. Bede’s Williamsburg Players: • The Players are concluding their Summer Theater Camps with the production of two shows by the Camp participants. Performances of The Entire American Revolution in 40 Minutes or Less and WIPEOUT showcase what summer camp participants learned. Revolution performs on Friday, July 24, 2026 @ 7:00 PM and Saturday, July 25, 2026 @ 2:00 PM; Wipeout performs on Saturday, July 25, 2026 @ 7:00 PM and Sunday, July 26, 2026 @ 2:00 PM. All performances are at the Williamsburg Players theatre. Page 33 of 36 ROBIN PHILLIPS An Occasion for the Arts: • This year's fest is set for October 3-4. Applications to participate are now closed, but AOFTA reps have been out canvassing for sponsorships for October's event, and they have been actively seeking artists for initiatives like: o Seeking 12 educators to lead hands-on workshops in an "Art Lab" in partnership with the Muscarelle Museum. These will be short, hands-on creative teaching workshops during the October festival. o Seeking artists for their "Front Porch" co-op area featuring local artists for the October festival. • On social media and their website, they have recently featured local artists in a Regional Artist Spotlight Series. The feature includes links to the artists' websites. o https://aofta.org/artists-next-door-regional-artists-spotlight-round-one o https://aofta.org/regional-artists-spotlight-series-round-two • On June 27, AOFTA had an information tent set up at Jamestown Beach during Williamsburg Pride. Chamber Music Society of Williamsburg: • Their upcoming season is published on their website. They include links to the groups that will be performing. All performances are to take place at the Hennage Auditorium. o Miró Quartet, September 15, 2026 o Trio Boccherini, October 20, 2026 o Horszowski Piano Trio, November 17, 2026 o Ivalas Quartet, February 2, 2027 o Goldmund Quartet, March 2, 2027 o Gryphon Piano Trio, April 6, 2027 Young Audiences Arts for Learning: • Recent Events in our area: o May 16th, Chickahominy Riverfront 1 PM, "The Vibe Check" with Roberta Lea. o June 24th JCC Library 10 AM, and WRL 1 PM, "The Djembe Speaks: Rhythms and Roots," with LaQuita Marie Staten. • Upcoming events in our area: o July 29th, JCC Library 10 AM and WRL 1 PM, "A World of Song and Dance" with Rita Cohen. • October: they are planning a luncheon in memory of Minette Cooper, a long-serving volunteer and Board member with service at state and national levels of the organization. At the luncheon, they plan to award the first ever "Heart of the Arts" award in her honor to a Hampton Roads-area volunteer whose work strengthens access to the Arts. The award "celebrates an individual who reflects her belief in active leadership and meaningful community collaboration to ensure the arts remain accessible to all." Page 34 of 36 SHERRI PHILLIPS Williamsburg Choral Guild: • The 51st season: - Oct 17, 2026: Season kick-off at Williamsburg Presbyterian - Dec 12, 2026: A holiday performance at Williamsburg and Mary Concert Hall - March 6, 2027: Broadway theme concert - May 15, 2027: A show of Puccini choruses at the W&M Concert Hall. The Peninsula Concert Band: • Upcoming performances: o August 22 at 2 pm @ Downing Cross o Dec 15 at 7: pm @ WindsorMeade: holiday concert Flute Frenzy: • This is Flute Frenzy’s “off season,” but they continue to have three summer learning sessions for ages high school and up, with the following sessions remaining: o July 15 at 6 pm: Alto, Bass, and Contrabass o August 12: Rhythm and Articulation Williamsburg Contemporary Art Center: o Wrapping up the Celebrating America's 250th exhibit. o Currently accepting entries for the 2026 Annual Members Show. o Have a current exhibit of artwork created by the WCAC front desk volunteers on display at the Chamber of Commerce building on Boundary St. o The show immediately following the Members' Show is the 2nd Members' Co-Op Show – and it’s almost sold out! The theme for the Fireside Gallery show will be Autumn Days & Spooky Nights. o Several new people have joined the Art Center, thanks in part to the "Art by Local Artists" sign at the corner of Westover and Lafayette. o Art Education classes continue to be very popular. BARBARA VOLLMER Muscarelle Museum of Art: • Current Exhibitions – New Exhibits on View: o June 2, 2026 – Photography from 1870 to Tomorrow: Pioneers and Inventors o June 10, 2026 – Great American Birthday Quilt o Jun19 – Sept 6, 2026 – America’s Tapestry: 13 Colonies-13 Stories-1 Nation o June 26, 2026 – Jan 3, 2027 – Forever Marked by the Day Virginia Regional Ballet: • Both mini and full-day dance camps this summer for all types of dance, from classical ballet to jazz Williamsburg Symphony Orchestra • No report. Williamsburg Youth Orchestra: • Will hold a summer camp for strings, woodwinds and brass players from Aug 3-7 for students in grades 3- 12. Page 35 of 36 NICK VRETTOS Arc of Greater Williamsburg: • No report. Chesapeake Bay Wind Ensemble: • No report. WHRO: • Steve Prince will be featured in a short Curate segment with his wife. They appear on Season 10, Episode 4 at the 10:15 mark. Page 36 of 36