Minutes for Tuesday 8 Feb 2011 Present: Delora Bertelsen, Chuck Keeler, Ginny Ackerson, Dawn Jensen, Robinne Booth, Jennifer Ringger, Claudia Davenport, Glenn Alleman, John Penrod (city attorney) and Donna Breckenridge Excused: Becky Rosenlof, LouAnn Talcott Dennis Gallagher, and Phil Bird Absent: Debbie Allred Prayer by Robinne Booth Motion made to approve amended minutes of January 2011 meeting by Ginny. Seconded by Robinne. Public Comment: Delora discussed the closing of the Springville Herald recently. Jennifer has a contact given to her by Craig Conover and she reported that the Payson Chronicle (an independent newspaper) was not closed. We can also use the BYU Daily Universe. Delora read a memo from Troy Fitzgerald, city manager, regarding and clarifying the cutting of checks to groups sub-contracted by members of the Arts Commission. This came about because of the problem of issuing checks to teachers who were given grants through Arts in Education. Processing individual checks will be much easier with the new policy of 1 Jan 2011. Once an expense has been approved and budgeted, the check can be cut immediately upon request. No further action is required and city approval is not required. Chuck reported that all the Arts in Education checks have now gone out. Facility Use Policy: Delora commented that the city is trying to find an equitable way to balance historic users with new incoming groups who want to use city facilities. Smaller groups do not perform the same amount of service as larger groups such as the LDS Church in exchange for the use of facilities. John said that the city council and Troy want our input on groups. They have designated 3 types of groups. The first is noncommercial groups which would be charged just what the cost is to the city. The second group is commercial, which the city will charge the cost plus something extra because they are making
money from the use of city facilities. The third group includes the historic users such as the Concert Series, Folkfest, Playhouse etc. Donna asked about the Musettes but they have not used city facilities, even though they receive grant money from the Arts Commission. Delora asked about the Historical Society since they were established by city ordinance. John said he would look into that. John talked about the order of the options and a discussion followed, including the appearance of the city as being biased. John said that having criteria will help in handling those situations. Delora commented that the facility grant wouldn t work for the Playhouse or Folkfest because they depend on ticket sales and grants to survive. Donna asked if the grants through the Arts Commission would continue to be given or would the facility policy offset that money. John replied that the grant money would still be available. Chuck said that, if new groups request grant money, the Arts Commission could grant part of it and the group would then need to make up the difference. Delora cautioned us to keep the Rivoli Theater in mind. The Quilters from BYU have already contacted Andy Shelline to see if they could do a performance there when the building is re-opened. Ginny asked about the renewal process how often would it be and how much work would be involved? John said it would likely be annual and would just be a matter of approving the original application. Delora commented that no arts groups make a profit or are even self-sustaining. We rely on outside donations and sponsors, but we have to give the city some guidelines. Initial discussion seemed to favor a combination of options 2 and 3 (see Facility Use Policy). Chuck reminded us that we need to remember the historic use as well as the historic groups. A historic group would be eligible only for its historic use of a facility. If they decide to increase their use or the number of times they use a city facility, they would be considered like a new group for that additional event. Claudia asked if we can refer new groups to the city for the use of city facilities and the answer from John was yes. Delora said the mayor has referred several groups to the Arts Commission for
our approval but we need to remember that the more new groups who join the Arts Commission, the less money the historic groups will get because there has not been an increase in funding from the city for decades. John said that the city needs to create and implement a uniform policy. Right now the Library and the SMA have their own policies, but they provide staff to oversee outside users of their facilities. Delora asked whether non-commercial included non-profit and John responded in the affirmative. Donna asked about whether the new policy would include the new pool and Chuck responded that there is a standard fee. After more discussion about the relative merits of options 2 and 3, and the idea that the second option would include in kind service such as cleanup (which Chuck clarified as saving the city money, not the community in general), Delora asked for a motion. Ginny moved that the city proceed with the city facility use policy. Dawn and Claudia seconded the motion. Ginny then moved that we give a broad framework to what the policy should be by combining options 2 and 3, with a contract with historic users and negotiations with new groups. Dawn seconded the motion. Delora asked John to send the revised policy back to us and he said he would do that through Chuck at a future meeting. Volunteer Hours Report: Delora has revised the number of hours to reflect more accurately the total number of volunteer hours based on late reports, personal knowledge etc. She mentioned that in-kind and travel were not included. The total came to 67,661 hours for 2010. Delora asked Robinne to ask the members of the Playhouse to keep more accurate records of the time they spend this year. Budget Update: Chuck reported on which groups had drawn down all their grant money, which groups had received partial drawdowns, and which groups had not yet requested their money. Reports from Commission Members: Historical Society - Glenn reported that morale is low in the Historical Society because of the closing the Herald and perceived lack of support, but they have arranged for speakers for the season. Helen Beardall spoke in January. Janine Chilton gave a lecture on the State Hospital in February. Craig Smith will talk about Beefsteak Harrison in
March. Lee Nelson, an author, will discuss local Indians in April. Glenn praised Pat Conover for her valuable assistance over the years in getting articles into the local newspaper. He commented on how many people, especially from out of town, use the Historical Society. Delora asked Jennifer to help the Historical Society with public relations. Arts in Education - Donna reported that 3 of the 5 grantees have had their projects and that the remaining two will have theirs this month and next. Folkfest Donna reported that they currently have contracts from Armenia, Australia, 2 from Belgium, Colombia, Georgia, Indonesia, Israel, Jordan, Philippines, Romania, Sierra Leone and Togo. Music Series Ginny asked Dawn for a date they could do the auditions at the Museum for the talent show in June. Dawn said they could talk about it after the meeting. Ginny needs help putting posters up in schools to attract younger artists. They have their groups for the Concert Series booked through 2012. The next Concert Series will be Stephanie Talbot on the piano and Jennie Carlquist on the violin. Playhouse Robinne said that Hayfever is in rehearsals now. The old library is scheduled to move to their new facilities in September so that will allow the Playhouse to put on their children s play in August. The last performance will be in October. Delora added that there is a meeting tomorrow with one or more county commissioners re: getting a grant to open the Rivoli Theater so the Playhouse will be able to continue. Library Claudia said they are having a family night once a month and the next one on 28 Feb at 6:30 p.m. will be a Minute to Win It. Dance Delora reported that Debbie has 3 workshops scheduled for this spring. Public Relations Jennifer reported that she has been working on the Statues to Live By brochure and the web site. Historian Delora reported that both Becky s husband has been having serious health issues and Becky has asked for a leave of absence. Delora will collect items to be given to Becky. Museum Dawn reported that over 950 pieces of art were taken in this month for the All-State High School show which opens 23 February. They will eventually accept fewer than 300 to be
presented. Statues to Live By Delora reported that Sentinel needs to be dedicated and that Chuck is working on its placement. Mother and Child is near the south parking lot at the city hall. Several pieces are still in storage. Phil Bird found that the cost of placement of the Curfew Bell will be approximately $7000. This will be the responsibility of the city, not the Arts Commission. Future Agenda Items: statue master plan. Chuck said that he would present the Future Meetings: The next meeting of the Springville Arts Commission will be on Tuesday 8 March 2011 at 7 p.m. at the same location. Adjournment: Robinne moved that the meeting be adjourned and Donna seconded the motion. Meeting adjourned at 8:20 p.m.