Williamsburg Area Arts Commission - Jul 23 2025 (date change)

AGENDA City of Williamsburg Williamsburg Area Arts Commission Wednesday, July 23, 2025 A meeting of the Williamsburg Area Arts Commission will be held Wednesday, July 23, 2025 in the Municipal Building: 401 Lafayette Street, Large Conference Room commencing at 3:00 PM. Page I. CALL TO ORDER II. APPROVAL OF MINUTES a. May 21, 2025 2 III. CHAIR REPORT IV. STAFF REPORT a. FY26 WAAC Release Letters/Funding Updates b. FY26 VCA Funding c. FY26 Meeting Schedule 3 V. SUBCOMMITTEE REPORTS a. FY26 Forum Subcommittee 4-5 b. Application & Guidelines Subcommittee 6 - 22 VI. OTHER BUSINESS a. Consideration of Proposed Resolution #25-01 Re-Adopting the Remote 23 - 24 Participation Policy Found in Sec. 2-34 of the Code of the City of Williamsburg for the Williamsburg Area Arts Commission b. Liaison Reports VII. NEXT MEETING a. September 17, 2025 VIII. ADJOURN Page 1 of 24  Williamsburg Area Arts Commission Meeting Minutes - Wednesday, May 21, 2025 Call to Order: Chair Tom Phelps called the meeting to order at 3:00. Attending: Tom Phelps, Susan Corbett, Brandon Gist, Robert Leek, Melody Matheny, Robin Phillips, Sherri Phillips, Barbara Vollmer, Nick Vrettos, and City of Williamsburg Tourism Division Manager Joanna Skrabala. Approval of Minutes: Minutes of the March 19, 2025, meeting were approved as submitted. Chair Report: Tom Phelps • Reported sending a letter thanking David Brashear, Director of the Muscarelle Museum, for arranging a • private tour of the Michelangelo exhibit for the WAAC and City personnel, with a special thanks to Adriano Marinazzo, curator of the exhibit, for giving the tour. • Made liaison assignments to FY26 grantees. Staff Report: Joanna Skrabala • Announced the City of Williamsburg and James City County approved WAAC funding requests. • Reminded Commissioners to alert FY25 grantees Year-End reports are due June 30. • Announced FY26 Award/Rejection letters will be mailed in mid-June. Committee Reports: • Nominating Subcommittee Chair Robin Phillips presented a slate of officers for next year: Chair - Tom Phelps, Vice Chair – Barbara Vollmer, Secretary – Robin Phillips. The slate was approved. • FY26 Forum Subcommittee Co-chairs Robin Phillips and Susan Corbett will co-author a summary of the February 25 forum. They requested suggestions for possible subjects, speakers, and formats for the February 2026 forum. The Subcommittee for the February 2026 forum will include Brandon Gist, Melody Matheny, and Ms. Phillips. • Applications and Guidelines Subcommittee Chair Barbara Vollmer began discussion of revisions to the FY27 WAAC guidelines and application form. Currently, applicants may request funds for (1) specific programs/projects or (2) general operating support. The latter was especially needed during the COVID epidemic. After extended discussion, it was moved and seconded to eliminate the general operating support option on the FY27 grant application form. The motion passed. Other business: • Commissioners gave updates on their grantees. Next meeting: July 16, 2025 Adjourn: The meeting was adjourned at 4:45 Barbara Vollmer, Secretary, Williamsburg Area Arts Commission Page 2 of 24  FY26 Meeting Calendar July 23, 2025 @ 3:00 pm WAAC Regular Meeting Location: Municipal Building, 2nd Floor Large Conference Room September 17, 2025 @ 3:00 pm WAAC Regular Meeting Location: Stryker Center, Room 127 November 19, 2025 @ 3:00 pm (Need to be rescheduled) WAAC Regular Meeting Location: TBD January 21, 2026 @ 9:00 am (Tentative) FY27 Grant Review Meeting Location: TBD March 18, 2026 @ 3:00 pm (Tentative) WAAC Regular Meeting Location: TBD May 20, 2026 @ 3:00 pm (Tentative) WAAC Regular Meeting Location: TBD 1 Page 3 of 24  WILLIAMSBURG AREA ARTS COMMISSION -FY26 Forum Subcommittee- (Robin Phillips, Melody Matheny, Brandon Gist) First choice for format: rotating breakout discussion groups on 3 major topics of interest to the arts community (and small business/nonprofits). Facilitated by WAAC but driven by the attendees themselves. This has not been done before, to my knowledge, so it is innovative, and attendees may enjoy maximum participation. - In recommending this format, the committee members have considered: how involved and deep do we want our attendees to get? Do we want true collaboration and individual attention on real grassroots businesses, from “the bottom up"? If so, this format is ideal. - We propose Melody as the facilitator, as this fits nicely with her experience running speed- networking events. Brandon is also experienced with the format. - The facilitator would take no more than 10-15 minutes to sum up some of the largest challenges in our arts environment as of February 2026. - Determining the topics: Maybe send out a pre-Forum survey asking where the biggest pain points are, and using that to drive the three big topics for the breakout groups. - Title: Coffee and Conversations. - Proposed run of show: • Welcome remarks: Mayor and Chair • Short intro by WAAC facilitator - 10-15 min. Introduce the three main topics for group discussion and sharing of best practices/innovations / solutions. • Small groups of 3-5 attendees at a table, talking about the conversation topics provided by WAAC, for 20 min. (numbers could be adjusted depending on size of attendance). • Then each attendee switches to another table, to have another topic of conversation in the 2nd session of 20 min. • Then repeat for a 3rd session for 20 min.; 3 chat sessions, 3 business topics. • 20 min recap and Q&A by WAAC. One option for post-event discussion is to ask the groups what types of great ideas or comments were made that they’d like to share with us. • Then a mixer style event after, for 30 min for open chat. TOTAL TIME: 1.5 hours of structured event, 30 minutes of after chat/mixer. - We could have a WAAC commissioner at each breakout table to take notes about the discussion. The WAAC commissioner can remind attendees of the topic but should let the attendees drive the conversation. - Consider AI for notetaking: If we turn on an AI app on our phones and keep them at the table listening, it’ll summarize it all for us. Page 4 of 24 OTHER ALTERNATIVES: If we prefer to hit this topic on a high level and hear from “the top down” of how arts are viewed and tips from governmental/city/county professionals, then we can consider one of these other formats, which we have successfully done before: • Presentation/mini-speech by a Presenter on this topic (15-20 min). • Group Q&A, questions led by WAAC and audience can openly raise hands/answer questions/ask questions/etc. 1 hour. • Social casual mixer afterwards: 30 min. TOTAL TIME: 1.25 hours of structured time. 30 minutes of casual mixer. • Panel discussion - choose 5 leaders of different types of arts organizations to be ‘on stage’. MC asks specific questions to see how each business owner handles various issues or their thoughts on chosen topics. 1 hour. • Q&A from audience - 30 min. • Short wrap-up by WAAC. • (The benefit of this event style is that it could be recorded and shared if that is desirable) TOTAL TIME: 1.5 hours of structured time. Page 5 of 24 Application: FY27 Draft Joanna Skrabala - jskrabala@williamsburgva.gov Williamsburg Area Arts Commission Grant FY27 Williamsburg Area Arts Commission Grant Application General Information NAME OF ORGANIZATION: AMOUNT OF GRANT REQUEST: What specific project/s, program/s, or performance/s will the grant funds partly or fully support? If you have received support from WAAC in the past, list the three most recent. Type of support Fiscal Year Amount Received (Special project or general support) Name of Organization: (No response) Organization Email Address: Mailing Address (street or PO box): Contact/Grant Writer: No response) Contact Title: Contact Email Address: Contact Phone Number: Contact Mailing Address: 1 / 25 Page 6 of 24 Name of President/CEO/Executive Director: Title President/CEO/Executive Director Email Address: President/CEO/Executive DirectorPhone Number: President/CEO/Executive Director Mailing Address: WAAC Liaison Commissioner: Leave blank if you are not a current grantee. Project/Program Details A. Specify how WAAC awarded funds will be used. Submit a work plan and a budget for the project. Include the estimated budget details in the designated column in in Budget Section of this application. Specify how any WAAC-awarded funds will be used.for either operating support or a special project. If a specific project is proposed, Please submit a plan of work, including a budget for the project. Include appropriate budget details for either operating support or project support in the designated column in the Budget Section of this application. B. Why is your organization an appropriate candidate for support from the Williamsburg Area Arts Commission? (Include your mission statement and how the grant reflects the organization’s mission…not its uniiqueness.) Explain why your organization is an appropriate candidate for support from the Williamsburg Area Arts Commission? (Responses clarify the organization’s mission and work, not its uniqueness.) Organization Mission Statement: How will the grant award support the organization’s mission? If your organization has a formal strategic long-range plan, please attach it here. (If not describe what your organization will look like in years). (Do we need this or at least part of it?) C. List other sources of support for your organization in the chart below. (Examples of categories of funding could be grants, in-kind, sponsors, donations, etc.) List below other sources of support for operating support and/or special projects for which WAAC funds are requested. Include in-kind support. Category of Funding Funding Source Amount 1. 2. 3. 2 / 25 Page 7 of 24  4. 5. D. Does your organization plan to collaborate with other organizations during the Fiscal Year? (If yes, provide participant names and clarify whether the elaboration if agreed to by all parties and roles for each.) E. How are you working to expand access to the arts to varied populations? Explain how you are working to expand diverse access to the arts. F. Do you charge for your events/services? (Pease include your price structure.) G. Schedule and Event Details: Using the following forms, list as much information as you are able for each event or service as they relate to the request for WAAC funding. This schedule is required, if only an estimate. (Note:*FT/PT full time or part time) EVENT Information Event (No response) Date(s) (No response) Venue (No response) Handicap accessible (No response) Projected attendance (No response) Audience Ages (No response) Paid Performers (FT/PT) (No response) Staff (FT/PT) (No response) Contractors (hours) (No response) Volunteer Performers (hours) (No response) Volunteer (hours) (No response) What method(s) are used to track attendance? 3 / 25 Page 8 of 24  Personnel/Management H. Creative Direction: Who will oversee the artistic direction of the project or service? (Provide title and principal qualifications. Upload or include below a brief biography and/or additional information about your Creative Director.) If you are uploading a biography, please do so here. I. Board of Trustees - Please provide a list of your board of directors, officers, and contact information below, or download the list from a file. (NOTE: The IRS requires the Pres/CEO and the 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 to you use to reach your target audience? Marketing and promotional activity: Please explain the overall marketing and promotional strategies employed to achieve capacity. Note: WAAC is particularly interested in how you work to reach your target audience. Understand that “general public” is not a target audience. L. List all media sources, including social media sites, and printed materials used to promote the WAAC funded or partially funded project. List all media sources below, social media sites, and printed materials that provide all program details. Financial and Tax Information M. Attache a copy of your tax exemption letter and upload a screenshot of your IRS profile showing proof of federal tax exemption and current tax payment using the web address listed below. Upload a screenshot of your IRS profile showing proof of federal tax exemption and current tax payment. Please upload a screenshot of your IRS profile; use from the web address listed below Upload a screen shot of your IRS profile: https://apps.irs.gov/app/eos/ N. ORGANIZATION and PROJECT BUDGETS: Suggest this section and budget sheet be 4 / 25 Page 9 of 24  reviewed separately. O. Statement of Financial Position (Review separately) Please complete the tables below with your recent Statement Position or Balance Sheet. If using your own statement, you can upload it below, but you must include all of the same information in the table below. 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) Do we need this note??? NOTE Recipients are required to submit a final report, to include accounting for grant expenditures, by June 30th of that year. Organizations with outstanding Final Reports will not be eligible for future funding until the report is received. 5 / 25 Page 10 of 24  FY27 WAAC BUDGET - DRAFT REVENUES Insert your total revenues using the form below. We understand not all categories may apply, so we ask that you do your best. Additional notes may be added after the form. • Actual FY25 runs July 1, 2024 - June 30, 2025 • Estimated FY26 runs July 1, 2025 - June 30, 2026 • Proposed FY27 runs July 1, 2026 - June 30, 2027 Not Used Specify as Actual FY25 Estimate FY26 Proposed FY27 needed (type 0 if nothing) WAAC Grant Membership Dues Other Grants (specify) Foundation Individual Contributions Corporate Contributions Other Contributions (specify) Admissions/Ticke t Sales Concessions/Pro duct Sales Interest Other program generated revenue (specify) Net Revenue 18 / 25 Page 11 of 24  from Fundraising In-Kind Contributions (specify) Other (specify) Totals 0 0 0 Revenue Notes: (No response) 19 / 25 Page 12 of 24 EXPENSES Insert your total expenses using the form below. We understand not all categories may apply, so we ask that you do your best. Additional notes may be added after the form. • Actual FY25 runs July 1, 2024 - June 30, 2025 • Estimated FY26 runs July 1, 2025 - June 30, 2026 • Proposed FY27 runs July 1, 2026 - June 30, 2027 • WAAC Funding Used - Type "0" if WAAC funding did not go to this line item None None None None None None None None None None None None None None None None None None None None Not Used Specify as Actual FY25 Estimate Proposed WAAC needed (type FY26 FY27 Funding Used 0 if nothing) Salaries - Admin/Directo rs Salaries - Admin/Suppor t Salaries - Artist/Perform er Fees Salaries - Other (specify) Office Rent Utilities Insurance/Bo nding Travel (specify) Materials/Equi pment Costs 20 / 25 Page 13 of 24  Printing/Duplic ation Postage Advertising Repairs/Maint enance Facility Rentals Real Estate Taxes Interest Charges Bank Charges Admission Taxes Fundraising Expenses Other (specify) Totals 0 0 0 0 Expense Notes: (No response) O. Statement of Financial Position Please complete the tables below with your recent Statement Position or Balance Sheet. If using your own statement, you can upload it below, but you must include all of the same information in the table below. 21 / 25 Page 14 of 24 ASSETS If you are uploading your own Statement, please check the "not used" boxes below. None None None Not Used Total to Date Note Prior Year Current Assets Fixed Assets Long-Term Assets Total 0 0 LIABILITIES If you are uploading your own Statement, please check the "not used" boxes below. None None Not Used Total to Date Note Prior Year Current Liabilities Long-Term Liabilities Total 0 0 22 / 25 Page 15 of 24 TOTAL LIABILITIES AND ASSETS If you are uploading your own Statement, please check the "not used" boxes below. None None Not Used Total to Date Note Prior Year Current Liabilities Long-Term Assets Total 0 0 Additional notes: (No response) If you did not use the table above, please upload your Statement here. Signature of Agreement 23 / 25 Page 16 of 24  GUIDELINES FOR GRANT RECIPIENTS & GRANT APPLICATION REQUIREMENTS WHO WE ARE Williamsburg Area Arts Commission (WAAC) serves the municipalities of the City of Williamsburg, James City County and York County. Its purpose mission is to support and stimulate excellence in the arts through an active grant fund program. The grants support activities that will enhance the arts experience for all citizens and visitors to the Historic Triangle. Beginning in December WAAC Commissioners review grant requests and recommend to the City of Williamsburg and James City County include funding these requests 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. As part of the annual grant process, WAAC reviews grant requests and makes recommendations to the City of Williamsburg and James City County to help allocate City and County funding for annual arts and culture. Arts organizations that qualify as tax exempt public charities by the IRS are eligible to apply for those funds. To determine an organization’s eligibility to receive public funding, the Commission looks carefully at the type of mission, quality of programming, and evidence of sound administrative and fiscal management. FY25 COMMISSION MEMBERS: City of Williamsburg James City County Susan Corbett Melody Matheny Robert Leek Thomas Phelps Barbara Vollmer Robin Phillips Sherri Phillips Nicholas Vrettos At Large (York County): Brandon Gist CRITERIA FOR FUNDING Applications for arts support are submitted to the Commission on by December 1st for the upcoming fiscal year (July 1, 2026, - June 30, 2027). Application forms are posted on the WAAC website by October 1st. 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. (FY27 grantees will be notified in late June 2026.) • Applicants may request funds for general operating support or support for specific programs or projects. The cost for each request must be clearly itemized in the proposed budget. Projects completed prior to the start of the fiscal year for which they apply are not eligible for funding. (made a separate item) • The estimated cost for each request must be clearly itemized in the WAAC column of proposed budget form. Projects completed prior to the start of the FY27 fiscal year for which they apply 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. 1 Page 17 of 24  • Special consideration is given to projects, performances, and/or programs that engage all population segments of the Historic Triangle’s diverse communities and all population segments, including children, senior citizens, persons with disabilities, and the financially challenged. • 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. • Notification of awards are made at the conclusion of the budget cycles of both James City County and the City of Williamsburg, usually by the end of the current fiscal year, which is June 30th. Stated at beginning. 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. Prior to submission of an application, applicants should thoroughly review all documents that must be included in the grant application package and be familiar with the Criteria for Funding above. Applicants should compile all requested information before beginning to fill out the 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. APPLICATION CHECKLIST: The organization’s mission: (in no more than 2-3 sentences) Clearly define and describe your project, performance, or program. and your organization’s mission. If the application is for a project, it needs to be well thought out with thorough consideration given to the following: • Who will benefit? • 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? Include required board signatures. Other information required: The attachments must include: • 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 2 Page 18 of 24  REQUIREMENTS GUIDELINES 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 grant funds and thank WAAC for its support before the funds are released. • Grantees must acknowledge WAAC support must be acknowledged by including the WAAC logo in all press, programs, social media, and other promotion materials related to funded events, programs, and performances, and by including announcements at live events. The WAAC logo is required on all visuals. For WAAC logo, click here. • Grantees should include members of the Commission, Williamsburg City Council, and James City Supervisors in their mailing and email lists. (Go to the City and County websites for current lists)For City Council information, click here. • 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. Failure to do so will result in a financial penalty the following year should the organization apply and be approved for, future funding. All programs should be included in the report. • 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 Skrabalam on June 30th (see next bullet) with a promised receipt date of no later than July 5th. • All organizations should apply for the release of grant money by sending a written request after July 1st, the beginning of the funded fiscal year, to the Commission Administrator: (Does not relate to year-end report.) City of Williamsburg Attn: Joanna Skrabala, Tourism Division Manager c/o Economic Development Department 401 Lafayette Street Williamsburg VA 23185 The letter must request the release of appropriated grant funds and indicate an understanding of the guidelines. (not needed) Updated July 2024 3 Page 19 of 24  GUIDELINES FOR GRANT RECIPIENTS & GRANT APPLICATION REQUIREMENTS WHO WE ARE 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 will enhance the arts experience for all citizens and visitors to the Historic Triangle. Beginning in December WAAC Commissioners review grant requests and recommend to the City of Williamsburg and James City County include funding these requests 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. FY25 COMMISSION MEMBERS: City of Williamsburg James City County Susan Corbett Melody Matheny Robert Leek Thomas Phelps Barbara Vollmer Robin Phillips Sherri Phillips Nicholas Vrettos At Large (York County): Brandon Gist CRITERIA FOR FUNDING Applications for arts support are submitted to the Commission by December 1st for the upcoming fiscal year (July 1, 2026, - June 30, 2027). Application forms are posted on the WAAC website by October 1st. 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. (FY27 grantees will be notified in late June 2026.) • Applicants must request funds for support for specific programs or projects. • The estimated cost for each request must be clearly itemized in the WAAC column of proposed budget form. Projects completed prior to the start of the FY27 fiscal year are not eligible for funding. • Projects, performances, and/or programs must serve residents of the 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. • 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.) 1 Page 20 of 24  • 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 items must be included with the application. Forms submitted without the required items will incur penalties or disqualification. Late applications will not be considered. The organization’s mission statement. (No more than 2-3 sentences) Clearly define and describe your project, performance, or program. • Who will benefit? • 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 grant funds and thank WAAC for its support before the funds are released. • Grantees must acknowledge WAAC support by including the WAAC logo in all promotional materials related to funded events, programs, and performances, and by including announcements at live events. The WAAC logo is required on all visuals. For WAAC logo, click here. • Grantees should include members of the Commission, Williamsburg City Council, and James City Supervisors in their mailing lists. (Go to the City and County websites for current lists) • 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. 2 Page 21 of 24  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 any future grant award. • Requests for delayed reporting must be submitted in writing and in the hands of the Commission Administrator, Joanna Skrabala, by 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 Updated July 2025 3 Page 22 of 24  AGENDA ITEM SUMMARY Meeting Date: 7/23/25 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. Staff Recommendation: That the WAAC adopt Resolution #25-01 authorizing remote participation in Williamsburg Area Arts Commission meetings during fiscal year 2026. Sample Motion: I move that the WAAC adopt Resolution #25-01 authorizing remote participation in Williamsburg Area Arts Commission meetings during fiscal year 2026. Page 23 of 24  RESOLUTION #25-1 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 2026. Adopted: ________________________________ Chair Attest: __________________________________ Secretary Page 24 of 24