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HomeMy WebLinkAbout080422 PTAC Meeting Packet ARTS COMMISSION MEETING AGENDA August 4, 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 July 14, 2022 Meeting IV. Public Comment (3 minutes per person) V. Commission Business A. Chair’s Update B. Continue review of grant application form, funding guidelines and FAQs C. Continue to discuss diversity statement D. Discuss community outreach and pr issues VI. Correspondence VII. Set Agenda for Next Meeting VIII. Next Scheduled Meeting – September 1, 2022 at 3:00 p.m. IX. Adjourn Minutes of the Port Townsend Arts Commission Meeting of July 14, 2022 LOCATION: In-person at City Council Chambers and Remote MEMBERS PRESENT, Nhatt Nichols, Joe Gillard, Dan Groussman, Alexis Arabito, Cosmo Rapaport, Nan Toby Tyrell, Sheila Long, Lindsey Wayland STAFF PRESENT City Attorney Heidi Greenwood, Legal Assistant Debbie Ritter Board Liaison: Ben Thomas Community Members: Owen Rowe, Sally Kiely Topic Motions/Recommendation/Action Call to Order Chair Nhatt Nichols called the meeting to order at 3:07 p.m. Approval of Agenda Dan moved to strike the chair’s update. Sheila seconded. The agenda was unanimously approved as amended. Approval of Minutes for June 1, 2022 Meeting Nan Toby asked that her name be spelled correctly on the header; Dan pointed out misspelled name on public arts subcommittee section The minutes of the June 1, 2022 meeting were approved as amended, with two abstentions. Public Comment No public comment Discuss input for 2023 High-Level Workplan The discussion resulted in the following input: - A more defined path, or process, for public art, particularly donated public art. How does public art get added to the City’s collection, particularly when an artist would like to donate it to the City? - A process for adding temporary art since that is in the purview of the City Manager. - Additional community engagement on all topics, not just art. Review of Grant Applications ($3600 available) Indigo Sky Productions ($3000 requested) Jade Evans presented on a Bridgerton themed Burlesque performance Nhatt moved that Indigo Sky be awarded $1100; Ivan Espinosa be awarded $1500, and Jefferson County Historical Society be awarded $1000. All in favor – 4. All opposed – 1. Motion carried. Topic Motions/Recommendation/Action The Art of Japanese Butoh ($1500 requested) Ivan Espinosa presented on a Japanese Butoh performance and multimedia event at Fort Worden. Jefferson County Historical Society ($1200 requested) Tara McCauley presented on free live music in the galleries on Saturday evenings in July, August and September and partnering with the library on book readings Review Grant Application, Funding Guidelines and FAQs Funding guidelines: there was a document that was being worked on – Heidi will look for that. Nhatt said this will go on the agenda for the next meeting. Review Statement for Culture and Society Committee Diversity Equity and Inclusion Statement Discussion and review of last meeting’s discussion. Nhatt proposed that the topic be put on the agenda for the next meeting Set agenda for next meeting Continue to review application, guidelines and FAQs Continue to review diversity statement Discuss outreach and pr Confirm change of meeting day Nhatt moved to set monthly meetings on first Thursdays from 3 – 5 p.m. Motion carried Next Meeting: Thursday, August 4, 2022 at 3:00 p.m. Adjourn: The meeting was adjourned at 5:02 p.m. City of Port Townsend Arts Commission Application for Financial Support tJse additionalspace as needed. We encourage applicants to submit the application as an aftachment to an email. Please submit by the 20th of the month prior to the next grant review meeting. Return com ications to Describe how your prolect will benefit and consider the diverse population of the greater Port Townsend community: Date of Application Organization Name (if any) Primary Contact lf under age 18, please provide the name of an adult willing to sion an aqreement with the Citv on the applicant's behalf Phone Number Email Prolect or Event Name Event Location Date(s) of Event(s) Amount Requested Admission Charge $Donations accepted?nYes lNo ls there at least one free or "pay what you wish" performance?nYes nNo Total Budget $Please attach the proposed budget for this event. Has the venue for the event(s) been assessed as ADA accessible? (lf yes, please attach a copy of the assessment report or complete the attached Venue Accessibility Statement.) nYes nNo 1 of 3 (continue on back) Explain how the City's funding will support the project Explain how the project will target Port Townsend/East Jefferson residents,: lf 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. 2 of3 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. lf you are not sure, DASH (Disability Awareness Starts Here) has agreed to do assessments free of charge. Call 360-385-1 790. 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: n Park near venue in a handicapped parking space? n 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) n 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) 3of3 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. lf 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. 4. The event is accessible financially so that members of the public are not excluded based on ability to pay admission (e.9., 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:r Purchases of supplies and materialsr Rentals of supplies, materials, equipment, and spacer 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. Personaltravel. 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 Applications are due by the 20th of the month prior to the meeting when they will be reviewedThey can be submitted to artscomm@citvofpt.us or delivered to ZSO Madison Street. Funding application review schedule: Event occurring in Application reviewed at PTAC meetins in January, February, March January * M June April J ber July October November December October Page2 of 2 City of Port Townsend Arts Gommission Funding Frequently Asked Questions 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? ln short, no. But we are more likely to fund your next project if you can prove that you have successfully created other events. l'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 Page 1 ol 2 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'llstillfund me? PTAC needs to be kept in the loop. We understand that sometimes things need to be modifled, but in order to be transparent to the community, we need to make sure that those changes are in the public interest. please email prAc your changes at artscomm@cityofpt.us, so that we can discuss them at the next PTAC meeting. lf 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. Page 2 of 2 Draft City of Port Townsend Equity, Diversity, and Inclusion Statement The City of Port Townsend is committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness and foster a culture of inclusion that supports both broad and specific diversity initiatives. We value inclusion as a core strength and an essential element of our public service mission. In the City of Port Townsend: • We welcome and seek residents and visitors from diverse backgrounds. • We commit to seeking out and eliminating institutional and unconscious bias in our municipal code, especially in our zoning code, and City plans while supporting state and federal non-discrimination laws regarding daily life in our community. • We foster and maintain a safe environment of respect and inclusion for all our residents, employees, and visitors to our community. • We creatively provide programs and environments that reflect the diversity of our community and elevate cultural awareness. • We ensure fair and inclusive access to our facilities, programs, resources, and services. • We ensure that all our plans, policies, and practices are inclusive and equitable for all our residents and visitors in our delivery of services. • We advance and build our workforce by continuously assessing our recruiting and hiring practices and our performance review process to attract, retain, and develop talented employees and staff from diverse backgrounds and underrepresented communities. As an employer, we encourage an environment in which our employees are engaged and empowered fostering a culture that allows employees to bring their best, unique selves to the City. • Through our City staff hiring practices and training, we ensure equal access to justice and fair treatment for all residents and visitors.