HomeMy WebLinkAboutArts Commission minutes 020816FROM: Orange County Arts Commission
SUBJECT: Monthly Meeting
DATE: February 8, 2016
LOCATION: Southern Human Services Center, Chapel Hill
MEMBERS PRESENT: Lynne Albert, Ian Bowater, Doris Friend, Debb Hepp, Tim Hoke, Bronwyn Merritt,
Andrea Riley, Kim Roberts, Jen Rogers, Joy Salyers, Jennifer Shelton, Scott Van Manen
MEMBERS ABSENT: Geoffrey Hathaway, Tinka Jordy, Ashley Nissler
STAFF PRESENT: Martha Shannon
Meeting called to order at 6:30 PM
Topic A
Topic B
Topic C
Discussion Point: New Board Member
Decision /Vote(s): New board member Jen Rogers attended her first OCAC board meeting.
Action Item: OCAC board welcomed Jen Rogers, and she introduced herself.
Discussion Point: Review of January 2016 Minutes
Decision /Vote(s): Discussion of minutes.
Action Item: January 2016 Minutes approved.
Discussion Point: Director's Report
Decision /Vote(s): OCAC's Designated County Partner (DCP) annual renewal application is due by March 1,
2016 at the NC Arts Council. A FULL application is required every 3 years. 2016 -17 is OCAC's year for a
FULL application. An updated application is required all other years. This renewal is required in order to
receive FY17 state Grassroots Art Program funds (estimated amount $32,590). OCAC's Fall 2015 Grant
Awards ($28,540 in county funds) were distributed at the BOCC's February 2, 2016 meeting. OCAC's FY16
year -end budget estimates and FY17 revenue and expenditures are due by February 19, 2016 in the
county's Finance Office. OCAC's next Artists' Salon ( "Artist & Venue Matchmaking III" with Meg McGurk
of Chapel Hill Downtown Partnership and representatives from 2nd Friday Art Walk venues) is scheduled
for February 19, 2016 in the West End Theatre at The ArtsCenter in Carrboro. The Fourth U.S.
Congressional District High School Art Competition deadline in Orange County will be 5 pm Monday, April
18 - Wednesday, April 20, 2016. District -wide Judging is set for 12:30 pm on Thursday, April 21, 2016 at
United Arts Council of Raleigh & Wake County in Raleigh. At least one OCAC board member is needed to
serve as a judge. The District -wide Reception is set for Tuesday, May 3rd in Raleigh (location TBA). The
OCAC's February, 2016 E- Newsletter was emailed to 882 recipients on February 5, 2016. 28.9% of the
February E- newsletter was opened; 3.1% clicked through. The purchase order for the lighting upgrade in
the art exhibit space at the Whitted Building went out to the vendor the last week of January, 2016. If all
goes well, the space should be ready by mid - March, 2016. Images of Triangle Visual Artists artwork for
their exhibit will need to be reviewed for appropriateness by the OCAC. Without art policies, staff is trying
Topic D
Topic E
Topic F
to find out what type of paperwork will be required for Triangle Visual Artists to sign. They would like to
have the opening reception for their show on March 25th to coincide with Hillsborough Arts Council's Last
Friday event. Staff is still trying to get answers from Asset Management RE: number of hangers available
and whether or not the "Free Spirit Freedom" exhibit will be there. OCAC website has been hacked twice,
so our web developer has changed to a different platform, which should be more secure and run a bit
faster. Staff sent preliminary information on Raleigh Arts Plan to EDC Director Steve Brantley, in response
to Commissioner Jacob's petition at the BOCC's February 2, 2016 meeting. OCAC received a request from
Fall 2015 grant recipient Gravelly Hills Middle School to approve a significant change in performers for
their "Cultural Explosion" event, due to partial funding from OCAC.
Action Item: OCAC voted to approve Gravelly Hills Middle School's requested change in Fall 2015 grant.
Discussion Point: CHOCVB Liaison, Ad Hoc Committee Updates
Decision /Vote(s): Debb Hepp spoke about the research project with Sheer Associates. Scott Van Manen,
Debb Hepp and staff met with Joel Sheer about the upcoming interviews with stakeholders. Once he
completes the interviews, Joel Sheer will share his results so that the online survey questions can be
reworked, if needed. He has recommended leaving the online survey 4 -6 weeks to gather as much
information as possible from a broad audience. The OCAC's proposed Facebook page is awaiting approval
from the county's IT Dept. The Marketing Committee will discuss the Facebook page look and contents at
their February 18, 2016 meeting. OCAC staff has distributed examples of the Facebook pages of other
Orange County government departments for the Marketing Committee to review. The Grant Application
Committee has met and discussed possible improvements to our grant applications. The additions of a
"sample budget" and "tip sheet" were suggested by this ad -hoc committee. A mini -grant ($500) category
for non - traditional entities (not necessarily 501 c 3 nonprofits) was discussed. This proposed new category
would be modeled after a similar grants program of The Arts Council of Winston -Salem & Forsyth County.
There was also discussion about requiring board attendance at all grant- funded events, and how this
might be implemented, coordinated, and funded (comp vs. paid tickets).
Action Item: None
Discussion Point: Agenda Additions /Old Business /New Business
Decision /Vote(s): Chair Tim Hoke will represent OCAC and make a brief presentation at the February 9,
2016 BOCC Work Session RE: Boards & Commission's Annual Work Plans /Reports. Four proposed new
projects (mini - grants, focus groups, advertising for outreach, requested additional public art at Animal
Services) for FY17 were discussed. Each would require around $5,000 to implement.
Action Item: The OCAC voted to request an additional $10,000 in our FY17 budget for mini - grants and
advertising for outreach.
Discussion Point: Calendar
Decision /Vote(s): The Fall 2015 OCAC grant- funded concert of Women's Voices Chorus was canceled due
to inclement weather and will be re- scheduled for March, 2016. Scott Van Manen will attend to represent
OCAC. The next meeting of the OCAC board will be on Monday, March 14, 2016 from 6:30 -7:30 pm in
Meeting Room D at the Southern Human Services Center (2501 Homestead Road) in Chapel Hill.
Action Item: None
Meeting adjourned at 7:48 PM