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Home My WebLink About100622 PTAC Meeting PacketARTS COMMISSION MEETING AGENDA October 6, 2022 | 3:00 p.m. | In-person and Remote Meeting •The meeting will be held in Council Chambers on the 2nd floor of Historic City Hall. The entrance is the first door on Madison Street, which opens to the elevator. Please seat yourself at the first long table on the left. •Join virtually via computer or tablet at http://joinwebinar.com enter the 9-digit Webinar ID 539-393-595 •Join by phone in listen-only mode: (360) 390-5064 ext. 6 access code: 155-675-573# •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 September 1, 2022 Meeting IV.Public Comment (3 minutes per person) V.Commission Business A.Chair’s Update B.PR outreach group and community outreach issues C.Final review of funding guidelines D.Public art sub committee E.Poet Laureate Program F.2023 Work Plan G.PTAC New Funding VI.Correspondence VII.Set Agenda for Next Meeting VIII.Next Scheduled Meeting – November 3, 2022 at 3:00 p.m. IX.Adjourn Minutes of the Port Townsend Arts Commission Meeting of September 1, 2022 LOCATION: In-person at City Council Chambers and Remote MEMBERS PRESENT, Nhatt Nichols, Joe Gillard, Dan Groussman, Alexis Arabito, Lindsay Wayland, Nan Toby Tyrell, Sheila Long STAFF PRESENT City Attorney Heidi Greenwood, Legal Assistant Lonnie Mickle Board Liaison: Ben Thomas joined via zoom Community Members: Judith-Kate Friedman, Beverly Schaaf and Lindsey Wayland Topic Motions/Recommendation/Action Call to Order Chair Joe Gillard called the meeting to order at 3:00 p.m. Approval of Agenda Nan motioned for approval. Passed Approval of Minutes for September 1, 2022, Meeting Add Cosmo Rapaport and Sally Kiely to last meeting attendance of 08/03/2022 Dan motions to accept minutes from pass meeting. Passed Public Comment Judith-Kate Friedman- Mythsinger Beverly Schaaf- Rainshadow Lindsey Wayland- Pick Up poetry Chair’s Update Funds added from previous months of $900. Review Grant Application, Funding Guidelines and FAQs Sheila motions to award complete funding for Mythsinger and Rainshadow and give remaining balance to Pick up poetry. Passed with 3 yes votes, 1 no vote and 1 recused. Review Statement for Culture and Society Committee Discuss community outreach and PR issues Little discussed about PR Issue. Banner was mentioned Topic Motions/Recommendation/Action Set agenda for next meeting PR outreach group. Funding guidelines Next Meeting: Thursday, October 6, 2022 at 3:00 p.m. Adjourn: The meeting was adjourned at 4:52 p.m. Work Plan Item Advisory Body: _______________________Date: ___________________________ If a modification to the work plan, this will □ add □ delete □ modify an item. Explanation:___________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ City Work Plan Item:____________________________________________________ If an addition or modification, estimated staff time:___________________________ Budget Impact:________________________________________________________ Chair Signature: _______________________________________________________ Staff Liaison Comments:_________________________________________________ _____________________________________________________________________ _____________________________________________________________________ Council Liaison Comments:_______________________________________________ _____________________________________________________________________ _____________________________________________________________________ Council Committee Comments:____________________________________________ _____________________________________________________________________ _____________________________________________________________________ City Manager Comments:________________________________________________ _____________________________________________________________________ _____________________________________________________________________ City Manager Action: □ Forward to Council □ Table for next year Request included in Council Packet Date:____________________________________ Council Action: □ Approve □ Table for next year □ Table indefinitely The Port Townsend Arts Commission Work Plan for Z0Z?includes (but'is not limited to): l. Carefully evaluate grants requests and award grants to worthy artists and arts organizations. 2. Review and refine our grant requirements as needed. Currently, for example, we have no requirements for advertising free i pay-as-you-will performances. We also find ourselves, after funding in Novembera major request for a worthy project, needing to re-evaluate our quarterly schedule for awarding grants over $500. 3. If more money comes our way, explore the limits of our ability to fund projects. Dialogue with City Council about appropriate ways to increase our involvement in supporting the arts. Here, for example, are the projects that the Bainbridge Island Arts Commission has funded for the last two years: https://www.bainbridgewa,gov/948/City-Funded-Cultural- Activities. Might the FrIAC ever haye the ability to fund such a wide range of projects and organizations? 4. Advocate for Port Townsend Poet Laureate with the City Manager and City Council. After discussion, modify the proposal if/as necessary. 5 . Ideally, work with the City to make the position a reality, choose our first Port Townsend Poet Laureate, and evaluate the fruits of our efforts. 6. Clarify the differences between our function and the goals of the Creative District. Exploring ways to align the two and further the work and goals of the Creative District. 7 . Explore and advocate for collaborative projects between Pon Townsend's many arts organizations. Here is one of myriad possible examples: Fund a poetry event at Northwind-one that would utilize the acting and directing skills of Key City Public Theater - in which art and theatrically presented poetry work symbiotically to deepen appreciation. The possibilities are vast, and the impact on the City's economy, if such events were staged at the right times, sizable. 8. Complete our evaluation of the condition of public art in the City and submit artists' recommendation for maintenance. To make that possible, we need to... 9. Identify a public arts point person in the City with whom PTAC will dialogue about repairing and preserving public art. This could potentially require action on the part of the City Manager or City Council. At this moment, for example, we are aware that the state of the controversial F Street installations is not as they were originally intended. How to proceed? 10, Update public art site locations on our website. I l. Remain open to new possibilities and modify our work plan as necessary. 12. Continue to publicize the availability of grants and educate residents about our functions and goals. Work Plan ltem Advisory eo6r, Arts Commission ort",November 4,2021 lf a modification to the work plan, this will tr add E delete I modify an item Please see documents that follow City Work Plan PTAC 2022 Work Plan lf an addition or modification, estimated stafftime: Budget lm Chair Signature Staff Liaison Council Liaison Comments: Council Committee City Manager City Manager Action: U Forurard to Council I table for next year Request included in Council Packet Date: CouncilAction: E Approve E table for next year fl Table indefinitely PORT TOWNSEND ARTS COMMISSION FINANCIAL SUPPORT FOLLOW-UP REPORT If you or your organization has been granted financial support, we are asking you to complete this form within 30 days of the event or completion of the project you applied for. Your timely submission of this follow-up report will help us document future requests for budget allocations by the City. Organization/Individual(s): Concerts in the Barn Date: 9.18.22 Address : 7360 Center Rd, Quilcene, WA 98376 Phone: 360-732-0732 Contact Person: Leigh Hearon E-Mail Address: concertsinthebarn@gmail.com BRIEF DESCRIPTION OF PROJECT (If pertinent, compare the outcome with your own expectations): Concerts in the Barn (CITB) presented 15 full-length (90-120 minute), free-to- the-public chamber music concerts between July 9-Sept 4. Patrons had the option of sitting on the lawn, at picnic tables, or in the barn on pews or in the hayloft. Music from the barn stage was amplified outside so that every patron, wherever they choose to sit, could hear not only the music, but artists’ comments about the composers and repertoire. The grounds of Trillium Woods Farm, where the concerts are held, were open to the public 2 hours before and after the concerts, providing opportunities for people to talk to the artists, visit with one another, visit the farm animals, or simply continue a picnic and enjoy the grounds. Aspiring teenage musicians in Jefferson County had access to a Youth Education in the Arts program, June 27-July 1, where 20 students studied with George Lopez, (Pianist-in-Residence, Bowdoin College) and the Seattle-based Skyros Quartet. Most of the students came from Port Townsend, and received finanical assistance that ranged from $600 to $650 (the full tuition; no student paid more than $50 for the program). Centrum generously loaned the use of two vans so that students could be picked up and dropped off near their homes each day. Lunch, snacks, and beverages was provided on site, and Chimicum Corner Farmstand donated a $500 gift certificate to the youth program, which was most appreciated. Teenagers have healthy appetites. The week culminated in a free student performance, attended by approximately 65 patrons. 2 A second initiative, masterclasses for advanced music students, did not take place because student musicians at this level of experience and study who lived in Jefferson County could not be found. We will continue to work with Tigran Arakelyan, to see if we can implement this program in summer 2023. ATTENDANCE DATA (Include comparison with previous events/projects) : Last year (2o21), CITB presented 11 free concerts; average attendance at the concerts was 220. Counting individual patrons only once, 1600 individual persons benefited from the concerts. This year (2022), CITB presented 15 free concerts; average attendance at the concerts was 230. Counting individual patrons only once, 2,300 persons benefited from the concerts. An interesting pattern was that people tended to come in groups of 4, 6, 8 or more. Individuals or couples who came early in the season would often return later, with a group. This points to the community building aspect of CITB. It is more than attending a concert for people; it is a social musical event, with many people choosing to picnic on the grounds before and after the concert. This year, for the first time, CITB also held a weeklong workshop for young people in Jefferson county. This drew 20 youth. We have not had time yet to determine the percentage of patrons who live in Port Townsend and elsewhere in Jefferson County, but can provide this information before end of year. SUMMARY OF EXPENSES (such categories as materials, royalties, technical production, location rental, professional services, publicity) : Contract Labor = $23,365 (one position was volunteer) Festival Expenses = $51,834 Marketing/promotion =$5,114 Fundraising = $5,551 Musicians = $51,632 Licences/fees related to receipt of online donations = $3,074 Please note that all administrative jobs were performed by volunteers, including that of festival director, volunteer coordinator, chef (for half the season), bookkeeper, and publicist/marketing director. 3 SUMMARY OF REVENUES (sales, door receipts, awards etc.) : Non-profit income (donations, grants, sponsorships) totaled $99,890. Income from sales (festival fashions, cider and wine, snacks) totaled $17,313. COMMENTS The youth initiative was a new addition to CITB programming. Despite the disappointment of not being able to hold masterclasses, the letters received from students who participated in the YEA program showed how much this opportunity meant to the participants, some of whom might, in future years, be at a level to benefit from a masterclass with professional musicians: “Throughout this week I had immense fun and deeply improved as a player. Without your sponsorship I would never have had this incredible opportunity.” “This camp has been so inspiring to me and I’ve learned many new techniques to improve my viola playing such as time management and how to practice.” “I’ve had so much fun with the music we’ve played, and the people I met. I am a violin player going into the 9th grade, and this camp was a great way to prepare for playing at a harder level.” For the concluding concert, students performed in trios, quartets, octets, and as an ensemble of the whole. It was clear that this was a ‘step up’ for most of these students and it demonstrated how much confidence they had gained as well as maturity over the course of the week. Several students asked if the Skyros Quartet could return during the school year to continue to coach them at Port Townsend high school. At a debriefing afterwards, the Skyros Quartet and Leigh Hearon (volunteer festival director) explored ways to improve the program next summer. The Skyros already has committed to return as coaches next summer, and two Concert in the Barn patrons have agreed to partially underwrite the program. Concerts in the Barn also was a resounding success in terms of attendance and musicality. As you know, in the non-profit world, breaking even is considered a success, and here we thought we had fallen short; not significantly enough to hinder another season, but without the small cushion we rely on during the off-season to pay ongoing costs for web maintenance, postage, etc. To our surprise (and relief), several patrons made significant donations following the season, which has alleviated our concerns about our financial health going into 2023. Ahough our figures for new versus returning patrons won’t be available for another month (or so), we estimate that a minimum of 30% of our audience were 4 first-time attendees for each free concert. (We frequently asked newcomers to raise their hands.) We had an excellent team of volunteers to assist each concert day. Patrons seemed to realize that Concerts in the Barn are free only because of its volunteers, and frequently expressed their gratitude for our commitment. A sample of patrons’ comments from letters and emails follows: “I appreciate all you have done, and continue to do, to provide our community with such a wonderful opportunity.” “I look forward to returning next summer to hear more great music at the Barn. You cannot beat the idyllic pastoral setting as backdrop to the beautiful music being performed. A warm feeling of gratitude comes over me for your enduring dedication and willingness to keep bringing great musicians to your Barn year after year....many many thanks.” “I wanted to mention to you that for me, the concert on Wed 17 Aug was the best I’ve heard in my 25 plus years of coming to the Barn.” “Every group that came to play was so exceptional, culminating in that final amazing concert with those pianists and violinists. Gave me goose bumps! Thank you, thank you for those weeks of pure pleasure.” “As always, you have the gratitude and thanks of all of us for keeping this beautiful tradition alive.” City of Port Townsend Arts Commission Funding Guidelines & Application Review Schedule The Commission recommends to the City whether to fund a project based on the following guidelines: 1. The target audience is the Port Townsend/East Jefferson community. 2. The applicant demonstrates the public benefit or value to the community and shows that the event will be broadly advertised to the community. 3. The application shows how the requested funds would improve the project. 4. The ADA accessibility of the event. 5. The event is accessible financially so that members of the public are included regardless of their ability to pay admission (e.g., 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: supplies and materials for this event • 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”: • Permanent or capital equipment • Operating support and utilities (administrative and overhead) • Scholarships for things other than the event • Personal travel • Regranting funds • Hospitality expenses, such as food, beverages, flowers, and receptions The Commission cannot consider funding for: • Events with the sole purpose of fundraising, even those including a public benefit • Events advocating for a ballot position of political candidate • Religious events 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 at a public meeting 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 6. Significant modifications must be approved by the Arts Commission Funding application review schedule: Event occurring in Application reviewed at PTAC meeting in January, February, March January April, May March June, July May August, September July October, November September December November 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 must be submitted at least one month prior to the event and by the 20th of the month prior to the next meeting. Page 2 of 2