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Minutes - Arts Commission - 03/21/2001 Approved 4/18/01 Boulder Arts Commission March 21, 2001 Main Library Meeting Room Members Present: Also Present: Donna Gartenmann Erich Hill Kevin Brown Jude Landsman Timothy Reed Alan Rudy Belinda Haaland Emily Wadhams Member Absent: Don Berlin The meeting was called to order at 5:30 p.m. Three members of the theater community attended to discuss the community forum from March 15. Kevin Brown, Boulder Avant Guarde asked the Commission if the BAC had a specific idea in mind for reorganization of the Guild Theater. Rudy: I am immensely gratified at the turnout and response of the theater community and the participation of all who were there. I am knocked out by the work you two guys have done. It is critical to move forward. The Commission will be glad to work with the Guild if changes are made. The lease and infrastructure are in place for the Guild. Your work complements each other. I don't think you can accomplish what you want without paid staff. That's a personal opinion. You did a good job of listing everything needed to run an organization in your proposals. Professional staff is absolutely necessary. You need outside people other than people associated with the performing groups. You should consider having outsiders be on the board. I support restructuring. Landsman: How exciting. It seems like things have happened fast. You understand that the Guild has been funded through 2001. It's too soon to have a decision on the funding for 2002. The Commission will have to see what comes of the proposed plans. The plans submitted have really sound principles. I certainly think we would be open to a reorganized Guild. I applaud the incredible efforts you have made. Haaland: I haven't been as involved as Timothy and Kevin. The Upstart Crow is meeting to discuss the original plan. Reed: At the Guild Meeting this evening, Richard plans to tender his resignation, being effective only after the financial signatory cards have been turned over to another person and the loan that the Guild has taken out is fully paid off. Rudy: Our understanding from Richard was that there was sufficient money to pay off the loan, assuming the city funded the whole $20,000. If you take that and income from rentals to operate for the balance of the year and then pay off the loan. Brown: We have talked about combining the plans and alternative plans. Timothy will have to speak to who his plan is intended for, Upstart Crow or the Guild. Reed: The one thing that I first wanted to do at the previous meeting was come up with a business plan. The plan I came up with is designed to be a generic plan laying out the requirement for any organization taking over the theaters. It talks about the management, not the Guild or Upstart Crow. According to Emily, June 1 is the deadline to submit a formal presentation. That plan, very slightly modified, was planned to be presented to the BAC along with a subsidiary plan talking about why Upstart Crow thinks we are the organization that best meets the needs of that plan. We are fiscally sound, have a healthy volunteer organization performing the tasks that were outlined in the plan. Landsman: What's important for the Commission is to keep us informed--what's happening with the Guild, The Upstart Crow. Haaland: What I would like to know is, do we have the freedom and commitment from the BAC for the remainder of this year to figure out our solution? We're hoping more theater companies come together. Ok, we have the money, we are running our own ship for the rest of the year. Landsman: The money is going toward rent to the Dairy. • Hill: The meeting we had was interesting, it showed there are varying opinions. We want you to work it out. You have a board, you work it out. Rudy: Clearly I'm not speaking for anyone but myself. I think if one were to combine both plans for the Guild, it would be perfect. One has infrastructure, the other has details. I would never vote for Upstart Crow to take over the theaters. The Guild is the proper vehicle. The two of you have made wonderful music together and I would love to see you dance. You've got the components to make a great plan. Landsman: You have the freedom to reorganize, do what you feel is best. Brown: What is the deadline for money in 2002? In 2002, would it be possible that the Guild would keep the line item if we get our stuff together, get our plans working together and implemented? Landsman: The BAC's plan is to offer rent subsidy. It is too soon to answer the rest. By June, we will have a better idea. Rudy: We're not interested in being in the theater funding business. You've convinced me that it isn't a wonderful idea. Because we do have the ball in our court, we have to be satisfied that the new player is better than we are. • Landsman: I think people misunderstood the subsidy plan. It is a simplified plan. • Reed: What is the process for applications? Rudy: Things will go smoother if you visit with us and exchange ideas. This is not a requirement. It may be to your advantage if you talk with us as you go. Landsman: I hope things keep moving. Approval of Minutes Rudy made a motion to approve minutes from February 21, March 7 and March 15. The minutes were approved as amended. Actor's Ensemble submitted a request to use 2000 major grant funds to perform Eye of God in 2001. Rudy moved to approve the request with Hill seconding. The motion passed unanimously. Frequent Flyers Productions requested two nights of rent free space at Macky Auditorium for performances in October. Rudy made a motion to fund the project. Hill seconded. The motion passed unanimously. Sister City Public Art Project: Gartenmann discussed a public art piece incorporating Boulder's five Sister Cities. The request is for $10,000.00 and the piece will be installed along the Cultural • Corridor. Rudy favored the project if a competition was held. The requirements for artists applying would have to meet Transportation and sign code issues. New Commissioner: City Council appointed Patti Bruck as the new Arts Commissioner. Bruck's term will begin at the April, 2001 meeting. Organization Technical Assistance Grants Boulder Chorale: The Board of the Boulder Chorale has developed a strategic plan to ensure the Chorale will be able to provide continued community service. Funds are requested to support personnel assigned to finalize and implement the strategic plan. Rudy made a motion to fund the project. Wadhams seconded. Boulder Chorale was unanimously awarded $7500.00. Boulder Museum of Contemporary Arts: BMoCA requested a $9,000.00 matching grant for an extensive governance review including a revision of the Board Committee structure and by- laws and the development of a three-to-five year strategic plan for the organization's future. The matching funds will be generated through the Museum's membership and fundraising efforts. BMoCA was unanimously awarded $7,500.00. Colorado Dance Festival: The board and staff of the Dance Festival requested $7,500.00 to develop a service arm organization to the Boulder dance community. CDF plans to develop a program that provides much needed resources. Included in the plans are systems for technical • assistance (grant writing, publicity and promotion, financial management), a monthly newsletter, mailing list and database management, and production assistance. Rudy moved to award CDF • $7500.00. Hill seconded, with the motion passing unanimously. Dairy Center for the Arts: The Dairy requested $7,500.00 in matching funds to increase the Administrative Coordinator position from part-time to full-time. The Dairy has seen significant increase in foot and phone traffic since the new Dance Space and other community spaces have opened after renovations. Wadhams moved to fund the project, with Hill seconding. The vote was 3-1, for $7,500.00. Rudy voted against the proposal. MA Dance: MA dance requested $1800.00 to hire a business manager for the company to research and write grants, and to research and implement performance and teaching opportunities. Rudy made a motion to fund MA Dance with Hill seconding. The motion passed unanimously. Mariposa Collective: The Collective needs the support of the Boulder Arts Commission to go through an educational training to assist in the development of the organizational infrastructure, develop a strategic planning process, pay an administrative assistant and grant writer and develop press materials and publicity. Wadhams moved to fund Mariposa $6,250.00 with Hill seconding. The vote was unanimous. Nomad Theatre: Nomad requested $10,000.00 in matching grant support to subsidize the Director of Development position. Rudy made a motion to award Nomad $7500.00. Wadhams • seconded the motion. The request passed unanimously. Upstart Crow: The Upstart Crow requested $2385.00 for informational tools and educational seminars to assist in the plans for pursuing grants offered by charitable organizations and foundations nationwide. Wadhams move to fund the project with Rudy seconding. Upstart Crow received $2385.00. Landsman abstained. Landsman presented Wadhams with a plaque and gift in recognition of Emily's five years of service and dedication on the Arts Commission. Thank you, Emily. The meeting was adjourned at 7:45 p.m.