HomeMy WebLinkAbout2.17.21 BAC MinutesCITY OF BOULDER
BOULDER, COLORADO
BOARDS AND COMMISSIONS MEETING
MINUTES
Name of Board/ Commission: Boulder Arts Commission
Date of Meeting: February 17, 2021
Contact information preparing summary: Celia Seaton
Commission members present: Mark Villarreal, Kathleen McCormick, Devin Hughes, Bruce Borowsky, Georgia Schmid
Commission members absent: none
Library staff present:
Matt Chasansky, Office of Arts & Culture Manager
Lauren Click, Coordinator, Grants
David Farnan, Director
Celia Seaton, Administrative Specialist
City staff present:
None
Members of the public present: Becky Ohlin, Ann Moss, Sarah Braverman, Amanda Berg Wilson, Kari Palazzari
Type of Meeting: Regular|Remote
Agenda Item 1: Call to order and approval of agenda [0:00:08 Audio min.]
The meeting was called to order. McCormick provided an introductory orientation around the virtual procedure, as this
meeting was held through Zoom videoconference. She asked the group for any other addendums to the agenda. Being
none, commission gave a nod of approval for the agenda as presented in the packet.
Agenda Item 2: Review of Minutes [0:01:58 Audio min.]
Item 2A, Approval/Review of January 2021 Meeting Minutes
McCormick asked the commission for changes or addendums regarding these minutes. McCormick had minor changes to
the minutes, sent along by email beforehand. Villarreal moved to approve the minutes as amended, Borowsky seconded,
and the motion was unanimously approved.
Agenda Item 3: Public Participation [0:04:12 Audio min.]
None.
Agenda Item 4: Grant Program [0.04.35 Audio min.]
A. ACTION: Grant Report Approvals
1. Report: Special Facilities Grant 2019, eTown, The Source Youth Musical Engagement, $62,000
2. Report: Community Project Grant for Individuals 2020, And Art Space & Street Wise Boulder,
Street Wise Boulder 2020, $5,000
3. Adriana Paola Palacios Luna, Arte consciente, identidad, bienestar y justicia social, $2,996.08
McCormick enjoyed reading all reports. She felt impressed with eTown’s example of a youth project that
employed musician mentors, used professional facilities at eTown and pivoting to the virtual platform. And
Art Space and Streetwise went above and beyond, as did Luna’s project. Villarreal loved the “fantastic” film
documentation of eTown’s project. Streetwise had “remarkable” results, going above and beyond what is
required for a $5,000 grant: “excellent job.”
Borowsky made a motion to approve that the following grant reports be approved: eTown Special Facilities
Grant 2019, And Art Space & Street Wise Boulder Community Project Grant 2020, and Adriana Paola
Palacios Luna Arts Education Grant 2020. Hughes seconded and the motion was approved unanimously.
B. General Operating Support 2021 Recertifications
1. List of 30 reports contained in the 2021 GOS Recertification List for discussion (see commission
correspondence in packet for list of specific grant reports). Click explained that commission has the opportunity
after review to (a) recertify all grants, (b) recertify individual grants, (c) not recertify individual grants and cancel
the funding for this grant cycle, and/or (d) postpone recertification of individual grants pending the answers to
specific questions. The group stated individual recusals due to personal affiliation:
Schmid- Boulder Ballet
Villarreal- none
Hughes- Boulder Symphony
Borowsky- none
McCormick- Cantabile
Villarreal praised the new partnerships and adaptability of all, highlighting excellence of 3rd Law Dance, Boulder
Bach Festival, Motus, Sans Souci, Chautauqua, among others. He observes a “real robust web of online presence
that will outlive the pandemic.” He enjoyed reviewing the reports of these organizations who “continue to hold
themselves to a high standard despite the challenges.” Borowsky concurred: performance of a masked symphony
seems reflective of the innovation and specific response to being an artist in these times. McCormick, Schmid, and
Hughes were similarly impressed by the adaptability and pivot of these groups in response to the pandemic.
Schmid moved that all 2019 and 2020 General Operating Support Grant recipients in the following list be
recertified:
• 3rd Law Dance/Theater • Art Parts Creative Reuse Center
• Band of Toughs • Block 1750
• Boulder Bach Festival • Boulder Ballet
• Boulder Ensemble Theatre Company • Boulder International Film Festival
• Boulder International Fringe Festival • Boulder Metalsmithing Association
• Boulder MUSE • Boulder Museum of Contemporary Art
• Boulder Samba School • Boulder Symphony
• Cantabile Singers • Colorado Chautauqua Association
• Colorado MahlerFest • Dairy Arts Center
• EcoArts Connections • Frequent Flyers Productions, Inc.
• Greater Boulder Youth Orchestras • KGNU
• Local Theater Company • Mmmwhah! // Creativity Alive
• Motus Theater • Open Studios, Inc.
• Parlando School of Musical Arts • Sans Souci Festival of Dance Cinema
• Studio Arts Boulder • The Catamounts, NFP
Borowsky seconded, and the motion passed unanimously.
Agenda Item 5: Matters from Commissioners [0.34.17 Audio min.]
A. Process for Approving Extensions of Grants – responding to commission’s request for a list of extension requests
in January meeting, staff indicated 32 extensions as enumerated in the packet. McCormick found this delay in
projects “concerning.” Though understandable due to the pandemic, she is aware of the investment of public funds
and corresponding responsibility of individual artists and arts organizations to complete projects and report on
them, and for the Arts Commission to oversee the process.
Indeed, Click credited challenges of the pandemic for the unusually high number of extension requests this year.
Ultimately, staff wish to ensure that the organizations have support needed to finish the projects. Chasansky
recommended a joint communication from staff and commission to let applicants know that “we’re here to help,”
in this challenging time and to emphasize that the process to grant extensions or adapt to changes is in the interest
of the success of the project. He also noted the range of reasons for needing extension (e.g., scheduling conflicts,
pandemic limitations). Legal advice would be sought when discussing grants “in default,” as opposed to
“delinquent.” Delinquent projects are the current focus of discussion. Staff provided the following definitions:
• Delinquent: a grant recipient has missed their reporting deadline without communication with staff or an
approved extension request. It is assumed that, once we hear from them, we can work out a way to
resolve the issues and support completion of the project.
• Default: a grant recipient either a) informs us that they will not be able to complete the project. Or, b)
does not communicate with staff for a period of time that makes it practically impossible for the
completion of the project. In such cases, staff consults with the commission and the City Attorney’s
Office (CAO) to decide on a remedy.
Chasansky: Steps will be taken to provide more clear information about extension approvals to commissioners by
listing those updates in meeting packets with a very brief reason for the extension. During meetings,
commissioners are encouraged to ask questions about those approvals.
In situations where a grant recipient requests a second extension, staff will include a commissioner on the
response email with a message encouraging them, if warranted, to reach out for further support from
staff/commission (e.g., advice on additional resources, consultation on coordination and operation, or other forms
of advice and support). Should there be a third extension request, the grantee would be asked to attend the
following commission meeting to speak about the project’s progress and see if the commission and/or staff can
offer additional advice or support.
In all these cases, the practice will continue for staff to provide administrative approval only when the
extension is for a reasonable time period and the grant recipient can guarantee that the project will be completed as
per the application. All extraordinary circumstances above this will be brought to the commission for discussion.
Villarreal, as an opponent of micro-management, warned against “getting bogged down with a solution looking for
a problem.” He emphasized that it is “unacceptable” for a project to be delinquent due to zero communication
from organizations. He recommended staff plan for the default scenario by proactively consulting with the CAO.
He sees the current array of extension requests as valid and reasonable. He approved of the joint letter and the
third delay necessitating a visit to commission. Stressing the need for accountability when spending city money,
McCormick considered commissioner intervention in the second extension request. Hughes does not see a need for
commission response before the third request. He suggested requesting multiple contacts from the applicant to
guard against missed communications. Staff reminded that it is an applicant’s responsibility to make sure that the
grant administrator and the grant software are updated with the most current grantee information, though Click
often “exhausts all options” trying to make contact. Commission requested to view an example of the legal
contract that is circulated between the city and the applicant, to better understand the agreement.
Commission further discussed being involved in second or third request for extension. Villarreal trusts the
judgement of a single commissioner bringing anything controversial to the entire group for a third extension, and
otherwise providing a “rubber stamp” of approval. He stressed importance of remaining “nimble” and
“responsive,” only involving the entire commission if unusual circumstances exist, and “the wheels are coming
off” a project. He is “comfortable with the current level of scrutiny.” Schmid, cognizant of the responsibility of a
legally binding contract and taxpayer funding, recommended having a commissioner involved on the second
extension. She likewise saw no need to involve the entire commission unless warranted. Borowsky felt
comfortable with one commissioner along with Click responding to the second extension request. Commission
agreed with this staff recommendation to involve a commissioner (liaison to the organization) if a second request
for an extension is requested.
Click, with McCormick’s assistance, plans to draft joint letter from commission and staff will be drafted by Click
with McCormick’s assistance and reviewed by commission.
B. COVID Context for Grants Scoring and Approval – McCormick: Following up on new information about the
number of grantees that have asked for extensions because of COVID, the Arts Commission will discuss some new
considerations for grant scoring and approvals. Some questions to consider as the commission reviews and scores
grant applications include the following: Does the applicant have the resources and ability to complete this project,
given the challenges of COVID restrictions that may be in place through 2021 and beyond? Does this applicant
have an outstanding grant that has received one or more extensions due to COVID? What kind of flexibility and
resources could OAC/BAC offer to this applicant to help complete the project if COVID does require adjusting the
project or extending the timeline for completion?
APPROVED BY: ATTESTED:
_________________________________________ ________________________________________
Board Chair Board Secretary
_________________________________________ ________________________________________
Date Date
McCormick invited commission input to encourage a proactive, rather than reactive, response to ensure that arts
grants from the city provide benefits to the community as close as possible to their original intent and within a
reasonable timeframe.
Schmid disliked the idea of granting another award to an applicant who has yet to complete an already extended
contract. McCormick noted that no current rule ensures against this outcome. Chasansky proposed crafting a
statement to inform the panelists that these considerations are being discussed before any scoring occurs.
Agenda Item 6: Matters from Staff [1.31.34 Audio min.]
A.ACTION: Update on Outdoor Venue for Performing Arts and Assignment of a Commissioner to
Participate – Chasansky updated on this collaboration with The Dairy which is poised to launch. It has evolved
since the last discussion into a sponsorship that Parks and Recreation will offer to everyone, with The Dairy as the
primary group taking advantage of that sponsorship. Any arts organization or artist can apply, provided that they
meet the terms of the permit. The project should meet the three goals of helping alleviate the burdens that have
resulted from COVID-19 pandemic restrictions, to help employ artists and arts workers, and to bring the
community together in a safe environment in the Civic Area.
Part of the sponsorship involves a fund of $10,000 to provide stipends to assist arts organizations/artists with
audio/visual costs. Chasansky invited a commissioner to assist in reviewing the applications and to help decide
how to distribute the stipends. Hughes: sounds like an awesome program to engage the bandshell. He suggested
two arts commissioners sit in on the process (in case of recusal), volunteering himself. Schmid offered herself as a
second volunteer.
Borowsky suggested including a budget line item in the future for a small sound set-up that could serve as an
investment to assist performers.
Staff in the Office of Arts and Culture and Parks and Recreation will engage social media channels to promote this
exciting new opportunity.
B.Manager’s Memo: see packet. Chasansky welcomed questions. Parks and Recreation’s Master Plan update is
currently underway; Chasansky invited commission to respond with any input on the goals. A Race Equity Plan
was unanimously adopted by City Council last night; it will improve or replace the statement on the Office of Arts
and Culture’s statement on cultural equity.
Agenda Item 7: Adjournment [1.59.00 Audio min.]
Borowsky noted that Channel 8 indicated enthusiasm toward his idea to employ their assets to bring arts and cultural
organization performances to the community. Though Channel 8 has experienced budget restrictions, Borowsky is
“optimistic” that the station will be able to offer programming for arts and culture organizations.
There being no further business to come before the commission at this time, the meeting was adjourned.
Date, time, and location of next meeting:
The next Boulder Arts Commission meeting will be at 6 p.m. on Wednesday, March 17, 2021, on Zoom.
3.18.2021