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Home My WebLink About080421 PTAC Meeting Packet ARTS COMMISSION MEETING AGENDA August 4, 2021 | 3:00 p.m. | Remote Meeting ****The State of Emergency declared by Governor Inslee temporarily prohibits in‐person contacts with the public required by the Open Public Meetings Act and the Public Records Act. The May 29, 2020 Public Health Order by Jefferson County Health Officer Thomas Locke also states no in‐person meetings are allowed. The Commission will be participating by teleconference**** Submit public comment emails to be read aloud (up to three minutes per person) to: publiccomment@cityofpt.us or join in person via computer or tablet at http://joinwebinar.com enter the 9 digit Webinar ID 539‐393‐595 or listen by phone only (listening mode only) United States: +1 (415) 655‐0052 access code: 155‐675‐573# Local Dial In – (360) 390‐5064 access code: 155‐675‐573# I. Call to Order and Roll Call II. Approval of Agenda III. Introduction of New Commission Member – Diane Walker IV. Approval of Minutes from the July 7, 2021 Meeting V. Public Comment (3 minutes per person) VI. Commission Business A. Chair’s Update B. Budget Update C. Applications for Financial Support 1. Bill Evans Dance 2. Jefferson County Farmers Market D. Proposal for 2022 Workplan 1. Poet Laureate Program 2. Public Art Maintenance Plans and Public Art Webpage Update 3. Revise Commission Mission Statement 4. Public Outreach VII. Correspondence VIII. Set Agenda for Next Meeting IX. Next Scheduled Meeting – September 1, 2021 at 3:00 p.m. X. Adjourn Minutes of the Port Townsend Arts Commission Meeting of July 7, 2021 LOCATION: City Hall MEMBERS PRESENT: Jason Victor Serinus (Chair), Joe Gillard, Dan Groussman, and Nhatt Nichols MEMBERS EXCUSED: Michelle Hagewood and Nan Toby Tyrrell MEMBERS ABSENT: Sondra McConnell STAFF PRESENT: Legal Assistant Amber Long Topic Motions/Recommendation/Action Call to Order The meeting was called to order at 3:04 p.m. Approval of Agenda The agenda was unanimously approved with one change—moving “Farmers Market Funding” to follow“Poet Laureate Program.” Approval of Minutes for June 2, 2021 Meeting The minutes of June 2, 2021 were approved 3-0 with Dan Groussman abstaining. Public Comment None Chair’s Update Jason reported that the condensed grant funding press release appeared in the City’s utility newsletter and had been shared with local arts organizations. He introduced the topics of leftover funds and press communications. The Commission voted unanimously to carry over all leftover funds allocated for the first two quarters to the third quarter on the Commission’s budget and to leave all fourth quarter funds for the last funding cycle. The Commission voted unanimously to require all members to refer press questions to the Chair, while acknowledging that members may speak as residents not as members of the Arts Commission. Funding Application – Jefferson County Historical Society Tara McCauley described changes to the First Friday series since making it a virtual program. She clarified that the cost range is based on an editing work estimate from the Production Alliance and described the Historical Society’s marketing plan for the series. A motion was introduced to fund the first two programs at $1,800, but there was no second. The Commission voted unanimously to fund $2,700 for the first three programs in the series. Funding Application – Kat Bausch In the absence of the applicant, Commissioners discussed the TinyDoorsPT proposal in general and brought up questions they wanted answered by the applicant. The Commission voted unanimously to request that the applicant either attend the October meeting to answer questions or resubmit her application as a microgrant request and attend the next meeting. Topic Motions/Recommendation/Action Funding Application – Port Townsend Film Festival KC Upshaw clarified that Arts Commission funding would be used to cover about 50 free 6-packs of film passes ($90 each) raffled off by local libraries. Janette Force explained that pass recipients without the required technology could use designated computers at the libraries for screenings. The Commission voted 3-1 to fund $4,000 with the provision that the Film Festival makes it clear how people can stream films if they do not own the required technology. Funding Application – Olympic Music Festival Emilie Baker described the fellowship program and resulting virtual concerts. Commissioners clarified that PTAC could not fund the purchase of cameras. The Commission voted unanimously to fund $1,625 for publicity and piano tuning. Funding Application – Key City Public Theatre Denise Winter discussed the microgrant request for a summer youth theater program in Port Townsend and Quilcene. She explained that drop-ins would be welcome and no child would be turned away due to lack of funds. The Commission voted unanimously to fund $500. Proposal for 2022 Workplan – Poet Laureate Program Nhatt thanked Jason for his help with the proposal and shared that since the June meeting, she had spoken with people who were interested in being panelists. The Commission voted unanimously to accept the proposal with the change of “three to five” panelists and to forward it to the City Manager for his consideration. Proposal for 2022 Workplan – Farmers Market Funding Dan reported that he has been in touch with the Farmers Market Director and will work with her on a microgrant proposal, rather than trying to create a new program. Next Meeting: August 4, 2021 at 3:00 p.m. Adjourn: The meeting was adjourned at 5:02 p.m. Arts Commission 2021 Grant Funding -- Total Budget: $20,000 Organization Event Amount Approved Amount Requested Key City Public Theatre May's Vote $1,486.00 $1,486.00 Jefferson County Historical Society First Friday on Demand $1,800.00 $4,000.00 Kat Bausch TinyDoorsPT $0.00 $850.00 Port Townsend Film Festival Free public screenings $4,000.00 $4,000.00 Olympic Music Festival Fellowship program $1,625.00 $1,725.00 Key City Public Theatre Summer Youth Initiatives $500.00 $500.00 Bill Evans Dance Bill Evans 81!$500.00 Jefferson County Farmers Market Artisan vouchers $400.00 $9,411.00 $13,461.00 Amount approved Amount requested Amount Paid Amount remaining Quarter 1 $1,486.00 $1,486.00 $1,486.00 $0.00 Quarter 2 $0.00 $0.00 $0.00 $0.00 Quarter 3 $7,425.00 $10,575.00 $0.00 Quarter 4 $7,089.00 Microgrants $500.00 $1,400.00 $2,600.00 Total remaining in budget *$9,689.00 *if all approved grants paid in full & all requested amounts approved Grant agreement to recipient Status Invoice approved Grant agreement to recipient Applicant asked to attend future meeting Grant agreement to recipient Grant agreement signed For review at 8/4 meeting For review at 8/4 meeting City of Port Townsend Arts Commission Application for Financial Support Date of Application Sun, 07/18/2021 Organization Name Bill Evans Dance Primary Contact Bill Evans Phone Number 505-280-6250 Email billevansdance@hotmail.com Project or Event Name Bill Evans 81! Event Location Wheeler Theatre, Fort Worden Date(s) of Event August 14, 2021 Amount Requested $500 Admission Charge $20 in advance, $25 at the door Donations Accepted? Yes Is there at least one free or "pay what you wish" performance? Yes Total Budget? $8,136 Please attach the proposed budget for this event budget_for_bill_evans_81.pdf Has the venue for the event(s) been assessed as ADA accessible? Yes If yes, please attach a copy of the assessment report or complete the Venue Accessibility Statement below. Venue Accessibility Statement  Park near venue in a handicapped parking space?  Enter the building without assistance? (i.e. no stairs or barriers to entry, door(s) able to be opened with closed fist and not too heavily weighted)  Enjoy and participate in the event as fully as a temporarily able-bodied person? (i.e., wheelchair seating, elevator or lift if more than one floor)  Are the restroom facilities accessible? (i.e., toilet at least 17" high, grab bars) Describe how your project will benefit and consider the diverse population of the greater Port Townsend community: BILL EVANS 81! is a concert of rhythm tap dance, contemporary dance, performance art and live music that will appeal to a wide variety of viewers. All but two of the performers are residents of Port Townsend or Jefferson County. This concert is unusual because many of the performers are in their 50s, and Evans--of course--is in his 80s. This production will illustrate that the art of dance can be pursued for a lifetime, and that older bodies in motion are beautiful to behold. This performance will award viewers of all ages with dance and music of the highest artistic standards, which is also accessible and entertaining. Explain how the City’s funding will support the project. If the project can still be done without City funding, show how the requested funds will improve the project: If City funding is made available, Bill Evans Dance will offer up to 50 free tickets for an open rehearsal of the show on Friday, August 13, 7 pm, in the Chapel at Fort Worden. Explain how the project will either target Port Townsend/East Jefferson residents or, if the event is designed to bring in visitors from the area, how you will advertise to those visitors: In the past few years, performances by Bill Evans, Don Halquist and their collaborating artists have drawn full houses at the Madrona MindBody Institute, the JFK Building and Chapel at Fort Worden and at Key City Public Theatre. Clearly, many residents of our city and county are interested in live dance by mature artists. We are promoting the concert via social media, and it is likely that Bill Evans fans from the greater Puget Sound area might also attend. We are promoting the event through Peninsula news media and through Madrona MindBody Institute's, website and email lists. If this event has received Arts Commission funding in the past, please explain any proposed changes to the event and any change in the requested funding amount. This is Bill Evans Dance's first request for Arts Commission funding. We realize that we are late for the published deadline and will understand if this request cannot be considered. We had originally planned on live-streaming the event, which would have generated more income. We just recently found out that the technicians preparing to live-stream events from Fort Worden will not be able to support our event as we had hoped. Budget for Bill Evans 81! Anticipated income: Ticket sales: $4,185 (93 tickets at $20 and 93 tickets at $25) Percentage to be kept by Madrona MindBody Institute, who will be handling ticket sales $1.255 Total cash to Bill Evans Dance: $2,930 Expenses for which Bill Evans Dance has/will pay cash: 1. Space Rental, PDA: $401 2. Technical Support by Centrum: $2,115 3. Fee for musician/composer: $1,000 4. New costumes: $300 5. New prop: $200 Total cash expenses: $4,016 In-kind expenses: 1. Bill Evans’ work as choreographer, director, publicist, co-producer: $1,000 2. Rehearsal hours of dancers (valued at $15 per hour): $2,100 3. Rehearsal space at Madrona MindBody Institute (valued at $20 per hour): $400 4. Donated time and expertise by costume designer: $300 5. Housing for dancers from out of state (valued at $20 per night): $320 Total in-kind: $4,120 Anticipated cash loss by Bill Evans Dance: $1,086 City of Port Townsend Arts Commission Application for Financial Support Date of Application Wed, 07/28/2021 Organization Name Jefferson County Farmers Markets Primary Contact Pat Milliman Phone Number 3603799098 Email INFO@JCFMARKETS.ORG Project or Event Name Artisans of Port Townsend Farmers Market Event Location Uptown, 600 Block of Tyler at Lawrence /Clay, in Port Townsend Date(s) of Event 9/4, 9/11, 9/18, 9/25 Amount Requested $400 Admission Charge N/A Donations Accepted? Yes Is there at least one free or "pay what you wish" performance? Yes Total Budget? $3,000 Please attach the proposed budget for this event budget_for_sept._ptac_-_sheet1.pdf Has the venue for the event(s) been assessed as ADA accessible? Yes If yes, please attach a copy of the assessment report or complete the Venue AccessibilityStatement below. Venue Accessibility Statement  Park near venue in a handicapped parking space?  Enter the building without assistance? (i.e. no stairs or barriers to entry, door(s) able to be opened with closed fist and not too heavily weighted)  Enjoy and participate in the event as fully as a temporarily able-bodied person? (i.e., wheelchair seating, elevator or lift if more than one floor)  Are the restroom facilities accessible? (i.e., toilet at least 17" high, grab bars) Describe how your project will benefit and consider the diverse population of the greater Port Townsend community: In 2021, Port Townsend Farmers Market (PTFM) hosts over 18 artisan entrepreneurs each Market Day. Typically, artisans rent booth space for $20/day, and pay a 4% fee of their total sales (capped at $80 max.) back to PTFM. We welcome a wide range of artisans, from those who create functional/wearable art, handhewn musical instruments, to illustrators, textile artists, jewelers, and metalwork/forging. Some that have been practicing their craft for many years, and some are using the Market as a business incubation space in their very first year of public exhibition. Artisans make up 20% of Market vendors, while 60% is composed of farmers, and 20% prepared food; this magic mix means that both locals and Jefferson County Visitors can count on the Market for fresh food staples, as well as locally made beauty, and delicious snacks. During the Summer months, our Market sees 3-4,000 shoppers per day, our events are well attended and cross promoted through 20+ area business Sponsors. Explain how the City’s funding will support the project. If the project can still be done without City funding, show how the requested funds will improve the project: In September, with support from PTAC, we propose to be able to offer up to 10 artisans $40 "booth vouchers," defraying the costs of Market event participation to artists making a financial recovery from the impacts of Covid-19, or otherwise facing financial need. Artisan-vendors will be apprised of the opportunity to complete a short 'statement of need' to access the booth voucher. We want it to be a simple, low- admin. input system to support our artisans. Explain how the project will either target Port Townsend/East Jefferson residents or, if the event is designed to bring in visitors from the area, how you will advertise to those visitors: Our Market events serve both local residents as well as being a tourist draw. We advertise from March through December with ads in Waterside, Strait Up, and Getaway Magazines, through television ads on KCTS Channel 9, digital ads on Crosscut.com and e-newsletters, through a weekly Mailchimp newsletter, via Chamber of Commerce, KPTZ, sponsored ads with Chimacum Corner Farmstand and Rose Theatre, the Port Townsend Leader, and Peninsula Daily News. If this event has received Arts Commission funding in the past, please explain any proposed changes to the event and any change in the requested funding amount. We have received PTAC funding in the past for Market events, particularly geared towards youth engagement and our music program. In 2021, PTFM is NOT coordinating a music program or kids' events, because of ongoing Covid-19 crowd- control liability concerns. We are seeking a middle ground in this unusual time of Covid-19 transition/recovery... Port Townsend Farmers Market TOTAL SEPT. 2021 Artisan Budget Booth-Space Rental: $20 Total 4% Fee-monthly average Total Monthly: (over all artisans/craft) An average of 16 artisan vendors attend Port Townsend Market each week, equating to 64 artisan booth spaces/exhibits across the Market each month. Number of Artisan spaces over month: 64 1280 1720 3,000 Proposed PTAC artisan "booth vouchers" (defrays cost of booth rental and a portion of the artisan's percentage fee):200 200 $400 ,.| i -t,t I \ r. ?_^ ] JUL 1 2 ZtZt (;!' 1 S a-^ra {- Jcl+S s