HomeMy WebLinkAbout020222 PTAC Meeting Packet
ARTS COMMISSION MEETING AGENDA
February 2, 2022 | 3:00 p.m. | Remote Meeting
**** Pursuant to Washington State Governor’s Proclamation 20-28.15, the City is not allowing in-
person attendance at meetings. Members will be participating by teleconference.****
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Submit public comment emails to be included in the meeting record to:
publiccomment@cityofpt.us
I. Call to Order and Roll Call
II. Approval of Agenda
III. Approval of Minutes from the January 5, 2022 Meeting
IV. Public Comment (3 minutes per person)
V. Commission Business
A. Chair’s Update
B. Evaluate Funding Guidelines
C. Poet Laureate Program Update
D. Public Art Update
E. New Commissioner Handbook/Training
VI. Correspondence
VII. Set Agenda for Next Meeting
VIII. Next Scheduled Meeting – March 2, 2022 at 3:00 p.m.
IX. Adjourn
Minutes of the Port Townsend Arts Commission Meeting of January 5, 2022
LOCATION: City Hall
MEMBERS PRESENT: Joe Gillard, Dan Groussman, Nhatt Nichols, and Nan Toby Tyrrell STAFF PRESENT: Legal Assistant Amber Long, City Attorney Heidi Greenwood, and Legal Assistant Debbie Ritter
Topic Motions/Recommendation/Action
Call to Order Acting Chair Joe Gillard called the meeting to order at 3:02
p.m.
Election of Chair and Vice Chair Nhatt and Dan were each nominated for Chair; Dan
declined. The Commission voted 3-0, with Nhatt abstaining, to elect Nhatt as Chair for 2022. Nhatt took over as Chair for the remainder of the meeting. The Commission voted 3-0, with Joe abstaining, to elect Joe
as Vice Chair for 2022.
Approval of Agenda The agenda was unanimously approved with the addition of
two items to the beginning of New Business: A. Questions
for City Attorney about grant guidelines, and B. Commission resignations. Approval of Minutes for December 1, 2021 Meeting The minutes of December 1, 2021 were unanimously approved.
Public Comment Amber read an emailed comment from Sheila Long against
funding events located outside Port Townsend.
Questions for City Attorney
Nhatt asked Heidi to clarify the City’s position on funding events located outside City limits and also on funding events that are not all ages. Heidi read a portion of the Commission’s enabling resolution and stated there is no legal restriction from funding in either case. Commissioners expressed concern
about the ability of Port Townsend residents to travel to events outside the City and about funding events that exclude youth.
Nhatt will talk to the Commission’s Council liaison about how
the Commission can ensure that a wide variety of Port Townsend’s residents benefit from funded events.
Commission Resignations
Commissioners discussed the recent resignations of Jason Victor Serinus and Diane Walker and how challenging the virtual format makes it to connect during a meeting.
Commissioners requested a handbook and/or training for
incoming PTAC members. Interim Council Liaison Ben Thomas offered to assist the Commission moving the handbook idea forward.
Topic Motions/Recommendation/Action
Grant Schedule Clarification Amber asked the Commission to clarify whether application review would be restricted to the funding period in which the event or project starts.
The Commission voted unanimously not to restrict the time period for application review.
Applications for Financial Support Lindsey Wayland (Pick-Up Poetry), Jade Evans (SkyHouse Productions), and Mark Hardy (Salish Sound) each described their projects and answered questions from Commissioners.
The Commission voted 2-2 to fund $2,250 for Pick-Up Poetry and not to fund the other two events; the motion failed.
The Commission voted unanimously to fund $2,250 for Pick-Up Poetry and $1,000 for the February Barn Jam event; the Commissioners agreed to request that Jade make her proposal more specific and resubmit her application.
Selection of Public Art Committee Chair & Members The Commission voted unanimously to postpone Public Art Committee appointments until February. Next Meeting: February 2, 2022 at 3:00 p.m.
Adjourn: The meeting was adjourned at 4:50 p.m.
City of Port Townsend Arts Commission
Funding Guidelines & Application Review Schedule
The Commission decides whether to fund a project based on the following guidelines: 1.The applicant demonstrates the public benefit or value to the community and shows that
the event will be broadly advertised to the community (or, if intended to bring in out-of-
town visitors, that advertising is designed for that purpose).2.The project or event would not occur without PTAC funding. If the project can still be
done without PTAC funding, the application shows how the requested funds would
improve the project.3.The target audience is the Port Townsend/East Jefferson community or the project is
intended to bring in visitors from outside the area.4.The event is accessible financially so that members of the public are not excluded based
on ability to pay admission (e.g., Will admission be charged? Will there be donations at
the door? Will there be an opportunity to “pay what you wish?”)
The Commission funds for results (i.e., performances, exhibits, or workshops) not specific
expenses. However, the intent is to fund direct costs of the production.
”Direct costs” include but are not limited to the following:
Purchases of supplies and materials
Rentals of supplies, materials, equipment, and space
Artist presentations and workshops
Creation and/or documentation of the work, event, or performance
Production costs, such as events, installations, exhibits, programs
The following are generally not considered “direct costs”:
Brick and mortar projects
Operating support (administrative and overhead)
Permanent or capital equipment
Events with the sole purpose of fundraising, even those including a public benefit
Personal travel
Regranting of funds
Scholarships
Hospitality expenses, such as food, beverages, flowers, and receptions
Events for which the sole purpose is political or religious
Events not open to the public
Funding process and procedures:
1.Applicant submits a complete proposal (available on City’s website and at City Hall)
according to the application review schedule
2.Proposal reviewed by PTAC
3.Notification of award or non-award of funds
4.City issues contract
5.Applicant submits invoice and follow-up report to the City after event
6.Payment issued by City
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Funding application review schedule:
Event occurring in Application reviewed at
PTAC meeting in
January, February, March January *
April, May, June April
July, August, September July
October, November, December October
* In 2021, PTAC will review 1st quarter applications at the January, February, and March
meetings.
Applications are due by the 20th of the month prior to the meeting when they will be reviewed.
They can be submitted to artscomm@cityofpt.us or delivered to 250 Madison Street.
Applications for microgrants of $500 or less will be considered monthly. Applications must be
submitted at least one month prior to the event and by the 20th of the month prior to the next
meeting.
City of Port Townsend Arts Commission
Funding Frequently Asked Questions
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Who do we fund?
The Port Townsend Arts Commission (PTAC) can fund either organizations or individuals
that are bringing public art to the Port Townsend area.
What is funding available for?
We fund projects that bring the arts to the public, meaning projects with artistic merit that
culminate in an event that is open to the public. This often means a performance, but it can
include exhibitions, talks, screenings, or arts education-related public projects. First-time
applicants are strongly encouraged. Each PTAC-funded event must have either free entry
or at least one pay-what-you-wish performance.
Please note that every project must have an event taking place in the calendar year in
which it was approved. This can get a little tricky if your event is in early January, so please
keep that in mind when you are applying.
When should I submit my application?
We consider applications every other month on odd-numbered months. We review
applications in the order in which they are received and currently are able to review nearly
all of our applications each month.
Our meetings are on the first Wednesday of every month, so in order to be considered, you
should submit by the 20th of the month prior to the meeting when you would like your
application to be considered.
Can my event be funded after it’s happened?
In short, no. But we are more likely to fund your next project if you can prove that you have
successfully created other events.
I’ve submitted my application, now what?
PTAC will review your application at our next grant review meeting, which is the first
Wednesday of January, March, May, July, September, and November. You’ll get an
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invitation to join us for the review processes if your application is going to be reviewed. We
highly recommend that you do this, as you’ll have a chance to clarify any points we may
have questions about, and your passion for your project can help us to see the benefit it will
have for our community.
We will make a decision on funding at that meeting, and if you are unable to attend you will
be notified of our decision via email.
My application was approved! What happens next?
Congratulations! We know you’ll create something fantastic for our community. Now the
City will issue you a contract requiring your event to happen as indicated. After your event
takes place, you’ll need to submit an invoice and follow-up report. The City will then issue a
payment.
I’d like to change elements of a project that you have already approved. What do I
need to do to make sure you’ll still fund me?
PTAC needs to be kept in the loop. We understand that sometimes things need to be
modified, but in order to be transparent to the community, we need to make sure that those
changes are in the public interest. Please email PTAC your changes at
artscomm@cityofpt.us, so that we can discuss them at the next PTAC meeting.
If you do not let us know about any changes, then the City may not be able to release the
funds to you for your project.
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City of Port Townsend Arts Commission
Application for Financial Support
Use additional space as needed. We encourage applicants to submit the application as an attachment to an email.
Please submit by the 20th of the month prior to the next grant review meeting.
Return completed applications to artscomm@cityofpt.us
Date of Application
Organization Name
(if any)
Primary Contact
If under age 18, please provide the name of an adult willing to
sign an agreement with the City on the applicant’s behalf
Phone Number Email
Project or Event Name
Event Location
Date(s) of Event(s)
Amount Requested
Admission Charge $ Donations accepted? ☐Yes ☐No
Is there at least one free or “pay what you wish” performance? ☐Yes ☐No
Total Budget $ Please attach the proposed budget for this event.
Has the venue for the event(s) been assessed as ADA accessible? (If yes, please attach a copy
of the assessment report or complete the attached Venue Accessibility Statement.)
☐Yes
☐No
Describe how your project will benefit and consider the diverse population of the greater Port Townsend
community:
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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:
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:
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.
Please attach the proposed budget for this event.
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Venue Accessibility Statement
According to the Americans with Disabilities Act of 1992, individuals with disabilities are
protected from discrimination "in the enjoyment of any right, privilege, advantage, or
opportunity enjoyed by others in the services, programs, or activities provided or made
available [funded] by local governments, their instrumentalities or agencies.”
To operate legally and to ensure that ALL members of our community may benefit from
arts events funded (wholly or in part) through the Port Townsend Arts Commission, any
event receiving funding must be held in an accessible venue, and accessibility and any
inaccessible aspects of a venue be noted in the publicity for each event.
"Accessible" means that anyone in a wheelchair, scooter, walker, or on crutches or
cane(s) can gain access and entry to and participate in the event being held, as can
anyone who is temporarily able-bodied. This includes access to restroom facilities.
The accessibility of several Port Townsend area venues is on record. If you are not
sure, DASH (Disability Awareness Starts Here) has agreed to do assessments free of
charge. Call 360-385-1790.
Please check each question below. For further information, consult the booklet “People
First: Planning Events Everyone Can Attend," which is available in City Hall, 2nd floor.
Can a person with mobility issues or using walker, crutches, wheelchair, or scooter:
☐ 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)
1
Amber Long
Subject:Arts Commission grant question
From: Mark Hardy <mark@salish‐sound.com>
Sent: Saturday, January 8, 2022 4:08 PM
To: Amber Long <ALong@cityofpt.us>
Subject: Re: Arts Commission grant question
I also wanted to thank the board for funding our event, we truly appreciate it.
Would it be possible to communicate this and a couple of points of clarification to the board?
During Dan’s comments he equated my request as Cosmo’s organization and referred to the total amount Cosmo has
received in Grants as coupled with my request, as if we are the same individual, organization, or entity.
I wish to clarify that I was not making a request as an agent of Cosmo or his organization. The Barn Jam is the first
collaboration we’ve had with Cosmo. The event is about 5 hours long not including setup and teardown. Cosmo has
been working in coordinating a 20 minute or so variety performance in the middle of the event featuring various
community acts, the majority of whom were also unaffiliated with Cosmo’s previous grant requests. In reviewing the
grant summaries 87% of those to receiving funds had not received funding via Cosmo’s previous IAM requests.
The audiences for Cosmo’s workshop and IAM performances and our event are distinctly different. Additionally, the type
of community dance event we throw is a very different category of event than the dance workshops IAM received Grant
money for.
I hope the board can recognize me, Mark Hardy, and my organization, Salish Sound, (which also provides sound for
events like Concerts on the Dock, TPA events, & KPTZ’s concert series) as their own entity separate from Cosmo’s IAM.
With regards to concerns about the location:
I agree with Nan the location is not in the immediate vicinity of Port Townsend. We considered this when choosing a
location, however there is no suitable covered outdoor venue in Port Townsend where it would be safe to host such an
event during the current pandemic. The pandemic has been a difficult time in that such events have largely not been
possible for over a calendar year and this unique location makes it possible. During the summer, and/or when such
events are safe within city limits again, we will do our best to throw things closer to home again.
Our decision to apply was based on the wording of the PTAC website which states it funds events which benefit the Port
Townsend/East Jefferson County community.
Once again, I appreciate the board’s vote to fund our event and the work you do for our community.
Thank you again and until next time,
Mark Hardy
Salish Sound