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Arts Council - Minutes     
Wednesday, April 11, 2012

Call to Order
The meeting was called to order at 6:40 pm by Chair, Christine Lewis, at the Mercer Island Community & Event Center, Mercer Island, WA  98040.
Roll Call
Members Present: Jane Ditzler, Ron Hulce, Christine Lewis, Helen Martin, Susan Szafir and An Tootill.  Members absent:  Sandy Glass, Ellen Hochberg, Mireya Lewin, and Shelly Krispin.
City Council:
Council Member Jane Meyer Brahm.
Amber Britton, Staff Liaison and Eileen Hemmis Trifts, Administrative Assistant.
There were no appearances.
Approval of Minutes:
Susan Szafir motioned to approve the minutes of March 14, 2012 as submitted.  The motion was seconded and passed unanimously.
Agenda additions:  The chair recognized and added reports for Literary and Mostly Music in the Park Committees to the agenda as requested by Committee Chairs.
Chair Report:
Chair, Christine Lewis
Christine introduced Ron Hulce, the newest Arts Council member, to the group. Ron has been a member for several months, but today’s meeting is the first that he has been able to attend. He came on the council to replace a member that stepped down early, so his position is set to expire on May. Ron has indicated that he will accept reappointment and remain on the Council. Christine reminded the members present that the Arts Council has several vacancies and asked all to think about recruiting for them.
A request was made by the chair that members remember to submit agenda items in a timely manner. Agenda items should be more specific than just the fact that a report will be given for that committee.  The agenda is published in advance to let the public know what will be discussed at the meeting in advance should they wish to attend.
Christine indicated that the remainder of the chair report will follow staff and committee chair reports on the agenda to include sub-committee progress reports and the next steps to complete the Arts Council 3-Year Plan. 
Staff Report:
Amber Britton reported that Kevin Curry resigned from his position on the Arts Council. He will continue to support the Arts Council in whatever way he can.
Amber reported that the City Council accepted the annual report and approved the 2013 work plan at their meeting on Monday, April 2nd.  She distributed copies of both to the members present. Christine relayed the City Council’s appreciation of the volunteer hours by Arts Council members.
Mostly Music in the Park
Helen Martin, Chair
Helen gave a recap of the Mostly Music in the Park program to date.  All but one of the 9 band contracts have been signed and returned. Amber is pursuing the final contract and feels confident we will have it soon.  There were five sound proposals received. Morgan Sound was chosen based on their experience at other local events, excellent references and cost.  Amber is working with them to finalize the contract.
Amber reported that sponsorships are up from $7,800 last year to $10,350 this year.  The Community Fund increased their donation this year and several new sponsors have come on board.  Starbucks has agreed to provide the coffee for all of the concerts in exchange for recognition.
The final artwork for the brochure and poster has been received. Amber provided copies for review.
Susan Szafir, Chair
Susan gave a report  
Susan reported that the Arts Council is now officially co-sponsoring the Island Books poetry contest. This is not a monetary sponsorship. It is more of a promotional sponsorship. The contest runs through the end of April. There will be an award ceremony at the end. Susan will provide an information sheet to anyone that can promote it.
With regard to co-sponsoring the Jim Lynch event, Susan will confirm this with the owner of Island Books, Roger Page, when he returns from vacation. Jim Lynch is the author of the novel “Truth Like the Sun”. 
Ellen Hochberg, Chair
No Report
Public Art:
Jane Ditzler, Chair
Jane asked whether or not an installation date has been set for the space art. Amber Britton indicated that we do not technically own the them yet.  Once we get the paperwork in hand, we can go forward with the installation.
Christine indicated that she would like to have an overall public relations plan to launch the space art.  She and Jane agreed to work together on a plan for the unveiling.
There is some question as to whether the Giselle Burman sculpture will be ready at the same time as the space art. It is in need of some restoration and cleaning before it can be installed.
Community Relations
No Report
Special Events
No Report.
3 Year Plan Work Session
Christine Lewis, Chair
Christine stated that in considering the 3 Year Plan, the work sessions will focus on:
  • 1% For the Arts Expenditures
  • Ongoing programming
  • New Programs
  • Funding
At our last meeting the council identified three short term projects to pursue as 1% for the Arts expenditures. These included cataloging existing public art, a plan for purchasing public art and upgrading the Luther Burbank Amphitheatre.
Cataloging existing public art:  Christine reported that Mireya Lewin is continuing to research the cataloging project.  She is still defining the scope for this project.
Purchasing public art:  Jane Ditzler reported that she has met with the sub-committee several times during the past month.  They are visited and considered several possible locations where new art might be located. She said they have not come up with an estimate yet, and asked if it should include transportation and installation.  Amber Britton indicated that the Call for Artist will be one amount and all inclusive (transportation, installation, etc.). Jane Meyer Brahm mentioned that the area at the end of 78th is slated for some downtown development and is very close to the Sound Transit project. Sound Transit will most likely have some 1% funds that they will want to spend on the new transit station.
Christine asked for a recommendation to the Arts Council from the sub-committee outlining the proposed amount, location, and a time frame for procurement and installation. She requested that all program proposals be submitted to her prior to Arts Council meetings so that they can included in the pre-meeting agenda package that is emailed out.
3-Year Planning
Tonight’s topic: Ongoing Programs and Spending.
Currently the Arts Council is spending money on the following programs:
  • Gallery – 7 shows/year
  • Mostly Music in the Park – 9 concerts
  • Films – 6 each in Spring, Fall and Winter
  • Shakespeare in the Park – 12 to 13 shows
  • Summer Celebration
Plus Advertising - $2,000 budgeted.
The Arts Council agreed to continue these programs going forward. There was a discussion pertaining to Summer Celebration!  $500 was budgeted and spent for tent rental and crafts in 2011.  There was some question as to whether or not the Arts Council might want to expand this program in 2012 and future years.  If so, perhaps funding could be obtained through sponsorship.
Next month’s topic of discussion will be New Programs. Possible expansion of Summer Celebration will be included in the discussion.  Christine asked each member to bring three ideas for new programs to the next meeting.  Jane Ditzler stated that everyone should keep in mind that new programs will require additional money as well as Arts Council staffing. Christine agreed that members should keep this in mind, but not let it hold them back from coming up with new ideas.  Once we identify what programs we want to focus on, then we will turn our attention to funding. Amber suggested members keep the Arts Council mission and goals in mind as well when considering new program ideas.
Annual Report Update:
Amber Britton, Staff
Amber stated that in order to have a more accurate picture at the end of the year, she will be taking notes at each meeting about what can be included in the annual report.  Notes tonight include information about co-sponsoring the Poetry Contest and the Jim Lynch events with Island Books, and attendance at films that were shown last month. She indicated that it is important to submit volunteer hours with a breakdown of what the hours were spent doing.  Eileen will email the breakdown spreadsheet for reference.
What’s in the Hopper:
Amber Britton, Staff
Amber reported that there are several films to be shown at Aljoya during the next month. She asked Susan Szafir to get some photos. There is also a Gallery hanging scheduled for Sunday, April 15th, with the artist reception on Thursday, April 19th.
The meeting adjourned at 8:20 pm.

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