07-20-2005 AgendaSALINA ARTS & HUMANITIES COMMISSION
Wednesday, July 20, 2005
4:00 p.m.
Smoky Hill Museum — Community Room
MEETING AGENDA:
1. Focus Time: Smoky Hill River Festival — 301h Year
2. Minutes (enclosed - needs approval)
3. Staff Reports (enclosed)
4. Executive Director Report
5. Commission
a. Nominating Committee Report
6. Smoky Hill Museum (enclosed)
a. Museum Update
b. Strategic Plan Status Report 2004-2007 — 2005 2nd Quarter Report
7. Other
Please ca// Kathy @ 309-5770 if you are unable to attend.
Salina Arts & Humanities Commission
211 W. Iron
P.O. Box 2181
Salina, KS
67402-2181
a
SAUNA ARTS & HUMANITIES COMMISSION
f785-82770
f 785-92('
fax x7444
saho@salina.org
www.riverl stivalcm
vrww.dvertestival.com
Wednesday, 3uly 20, 2005
4:00 p.m.
A department of the
City of Salina
Smoky Hill Museum — Community Room
Smoky Hill Museum,
a division of SAHC
Programs
MEETING AGENDA:
Smoky Hill River
1. Focus Time: Smoky Hill River Festival — 3& Year
Arts Education
Community Art&
Design
2.. Minutes (enclosed - needs approval)
Horizons Grants
Program
3. Staff Reports (enclosed)
Community Services
& Programs
Guttural Calendar
4. Executive Director Report
Art a la Carte
_
Spring Poetry Series
5. Commission
Commissioners rs
a. Nominating Committee Report
Katie Bengtson
Marilyn B k
David L. CooperoWer
6. Smoky Hill Museum (enclosed)
Trent W. Davis
a. Museum Update
Peggy Dalley
James Hal,, Iv
tl. Strategic
eg c Plan Status Report 2004-2007 — 2005 2nd Quarter Report
Luci Larson
Donnie D. Marrs
], ether
Bill Medina
Linda L. Moore
Cheri Parr
Linda Smith
Sydney Soderberg
Paula Wright
Johnun,
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Executive Director
please call Kathy 309-5770 if you are unable to attend.
The mission of SAHC is the cultivation of this place through ft power of the arts
and humanities to change lives and build community.
04
SALINA ARTS & HUMANITIES
June 22, 2005
The monthly meeting of the Salina Arts & Humanities Commission was held at the
Smoky Hill Museum Community Room at 4:00 p.m. on Wednesday, June 22, 2005. In
attendance were Marilyn Benyshek, David Cooper, Trent Davis, Peggy DeBey, James
Hall, Bill Medina, Cheri Parr, Abner Perney, and Linda Smith. Staff Present: Present:
Sharon Benson, Carrie Carpenter, Brigid Hall, John Highkin, Glenda Johnson, and Karla
Prickett. Also in attendance: Carmen Wilson, League of Women Voters and April
Middleton, Salina Journal. Absent: Luci Larson, Linda Moore, Chelsey Mueller, Sydney
Soderberg and Paula Wright. Staff absent: Kathy Burlew and Dee Hams
Smith called meeting to order 4:10 p.m.
Agenda additions
Smith read the letter from Martha Rhea thanking the Commission for her Governor's
Arts Award nomination and thanked those who attended the awards ceremony at Johnson
County Community College.
Introductions:
April Middleton — Salina Journal
Carmen Wilson — League of Women Voters
Focus Time
Smoky Hill River Festival Review/Feedback:
Parr commented that the Motown Revue was incredible and wished the weather would
have been better. She hoped the group could return next year? It was still a memorable
experience indoors. Benyshek noted how the parks provided wood chips that were very
helpful with the muddy areas of the park. DeBey stated that she had trouble hearing the
music sitting by the corn dog booth and wondered if the speaker system was different
than in the past. Benson replied that adjustments were made to amplification to address
the sound bleed over to other stages. Perney thought the sound to be much better.
Smith complimented the music - just fabulous this year. Thought the variety was great
and really appreciated the mix. She also commented that a couple people found the
poster hard to read this year (names of bands over text). Perney didn't realize at first that
it incorporated a list of performers. Medina felt the quality of artwork and artists was
exceptional - more variety in the types of media represented. Good new variety of food.
Music overall was up a notch too. The fact we had a rain day Sunday did not alter the
attitudes of the artists he talked with. Several artists have been here multiple years and
understand it might rain sometime. Smith inquired whether the staff heard many
negatives about the rain. Benson replied that Saturday seemed to carry food sales for the
weekend. Cooper commented that even when rain was coming straight down, the sound
quality on Oakdale Stage was great from the first sounds at the JAM to the end of the
weekend. The mix of sound and volume was excellent. Bicentennial Center sound for
the Motown Revue was exceptional. Parr thought the storytellers were great! Odds
Bodkin was a very talented musician. Perney attended the Storytelling Stage for the first
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time and felt that alone was worth the price of admission. Medina appreciated the follow
through on his previous comments regarding stage sponsorship signage. It was done very
well and was much more effective. Benyshek thought we might need crowd control at
the pond. Highkin replied that he and Jaych Rhea had tried to enforce it. J. Hall inquired
as to whether Cooper had heard much from musicians regarding K-13 sound insulation
on Oakdale Stage. Cooper replied that in years past the Stage 11 mix was always really
good but that the Oakdale Stage was not on par with that experience till this year. You
can now clap your hands on stage and not create an echo. J. Hall mentioned that a
company out of Wichita applied the K-13 on recommendations from Hooper Sound.
Dean Kranzler raved about the improvements in the sound. Monitors usually make it
ring on stage and this took care of the ringing. Hall asked Cooper if it seemed money
well spent. Cooper was in agreement with Kranzler. J. Hall mentioned that the parks
crews had to tidy up after them. Highkin also mentioned that the Wichita installation
crew returned to clean up. Hall reported that the Parks Dept. paints the entire stage every
year. They have considerable ownership of the stage and its appearance. DeBey asked
how the 9:00 a.m. admission time worked out? B. Hall reported that there were just a
few people waiting at the gates and all displayed very good behavior. The change was
well respected, a non -issue. Benson commented on thanking people for being there. A
few were very early and all seemed fine with the arrangement. Medina talked to Bill
Rutherford in Fine Art Show. He commented on the quality of the show and the fact that
Wichita has never been able to present a show of this quality. He returned to Wichita
Saturday night to get more inventory. Even during rains, volunteers were assisting artists
with drinks. J. Hall commented on the water murals installation work, the number of
hours involved and how attractive and incredible the pieces were. It is very important
when coming into the park to have visuals. Bergen should be complimented on his
spinner pieces on the Journal Bridge ... a great way to reuse the artwork. Bergen's new
pieces on Bicentennial Bridge were great. Smith mentioned the article featuring Matt
Dehaemers' pieces in the KC Star.
Minutes
Medina motioned to accept the minutes of May 18, 2005 and Benyshek seconded.
Motion passed.
Nominating Committee Report
Cooper presented the progress report for the Committee: The Committee met this week
to discuss who and what profiles the Commission would be looking for. A list of
potential candidates was circulated and commissioners invited to review it and make
further recommendations. He commented on the quality of the compiled list to date. A
final list would be sent to commissioners from which to rank their top three choices. The
next Committee meeting would be July 5. By the next Arts & Humanities Commission
meeting, three candidates' names will be submitted for approval before sent to the
Mayor.
The timeline should be well in advance of the City Commission deadline. Medina noted
that it would be important to interview candidates first to be certain they are willing and
able to serve on the Commission. In the past we received several names from the City
.,
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Horizons
The final report for artist RoIean Loucks, "Harp Vision," grant # 04-01-111 was
reviewed. Smith asked for comments. DeBey thought the concert was great and well
attended. RoJean is a very gracious person. They were invited to the McPherson
Scottish event and Art a la Carte.
City of Salina
a. SAHC and Museum Budgets were submitted in May. Last three study sessions
for the City Commission in July will cover the City Budget. In terms of SAHC,
there will be half a dozen items compared to the complexity our SAHC
Foundation budgets.
b. City Manager transition: Perney reported that Jason Gage will begin July 5th and
Kissinger's last day is July 15th. Highkin added that Kissinger will work out of
Morgan's old office and will also be working with Jason on projects from home.
Receptions will be held for Gage on July 11 and for Kissinger on July 15th.
c. Kent William's contract (Salina Municipal Water Plant): a lively discussion over
this contract at Monday's City Commission meeting. The contract was approved
and tank sculptures will be installed by the end of November.
Museum Update
Enclosed... Harris is out sick today. Called for questions. No questions.
Other Business
Benson reported that she will be working on planning and budgeting for artist residency
work for 2005-2006. Arts education is budgeted through January and will be working on
the budget prior to that. USD 305 participation is still unknown. If 305 could replace
$1,000 to $5,000 that would certainly help maintain the program. Have to write the plan.
Have funding in place from the Kansas Arts Commission. Smith inquired as to whether
Sharon had met Soetaert's successor. Benson hadn't yet, but felt that it would be
necessary to go back to the board and make another presentation. Marilyn Green is still
in office and has been very supportive and knows the program.
Smith closed the meeting at 4:40 p.m. for the Foundation meeting.
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SAHC & MUSEUM STAFF REPORTS
July 2005
Please review the highlights of staff activities for this past month and come to the
July meeting with questions and comments.
Sharon Benson
General:
• With staff, final reporting for various FY 05 Kansas Arts Commission Grants, due
July 31.
• Preparation for Fall Art a Is Carte begins this month — occurs in September and
October.
• Review of grant contracts from Kansas Arts Commission.
• Helped to organize, and attended the Sunflower Arts Institute, a four-day arts
administrator training offered through the Kansas Arts Commission and ACAAK.
Festival:
• Evaluations (with Festival staff, committees, City staff, funders) nearing completion,
begin identifying issues and improvements for the next cycle, with emphasis on 30th
anniversary.
AIE:
• Begin regrouping for 2005/06 school year, "Connections Collection" catalog of
opportunities for Salina students and teachers to the printer, will begin site visits to
elementary schools in late August.
• Compiling statistics and writing 2004/05 Arts Education activity report for school
district and others.
• Meetings with all Connections Collection artists to review teaching plans, new
proposals and improvements; also artist recruitment.
• Selecting regional/national residency artists (some already contracted through Kansas
Touring Program of KAC.)
• Begin planning meetings for Martin Luther King Jr. Day Celebration, identifying
artists, begin to formulate "Grassroots" grant application to the Kansas Arts
Commission.
Horizons:
• Having been officially designated the Grants Administrator, John and I have begun
planning for Horizons Grants Workshops, led by writer Lori Brack, and taking place
on July 28 from 6:30 p.m. to 9 p.m., and again on July 29 from 9:00 am. to 11:30
a.m.
• In preparation for these workshops, minor revisions have taken place with the
guidelines for all grant categories, Developing Artist, Organizational Projects, and
Organizational Advancement. These changes mainly concern the final report
requirements, with expected outcomes being aligned with the program goals.
• Working with Jane Gates and Bret Wallace to produce the Horizons Newsletter,
featuring seven developing artists, and one project grant, and one advancement grant.
• Begin working with John toward an informal gathering on September 11, featuring
the Developing Artists.
Karla Prickett
Festival:
• Carrie and I have mailed out evaluation fomes to all exhibitors and she is now
compiling the information as it comes in.
• Following up on Art Patron Program purchase tracking and compiling results.
• Finalizing sales information data for Fine Art Show, Four Rivers Craft Market, and
Demonstration Area.
• Working with Les Slesnick, Orlando, FL on residency photography project for 30a'
Anniversary of the Festival. Martha Rhea is assisting with project coordination.
• Pulling together an Art Car Parade interest group to assist as a committee for Festival
2006 event.
• John and Festival Coordinators met for a 30d' visioning session.
• Attended Festival Evaluation session with supporting City Department
representatives.
• Staff s Festival Evaluation.
• Sending out 2006 show listings for artist resource publications.
• Mailed out 2006 invitations to the Fine Art Show and Four Rivers Craft Market.
• Setting up evaluation meetings with all volunteers committees.
• Researching shows and show lists for new artists between now and November.
Community Art & Design:
• Preparing for Gail Goldman's visit.
• Brad Anderson completing remaining two parts of the Oakdale School Murals
Project.
Other:
• Attended Art Rush
• Working with Carrie and Jane on next issue of Cultural Calendar (Sept through Dec)
13rigi
♦ Participated in several Festival evaluations: First Treasures (Salina Journal); City
Staff ; Festival staff; Festival Fitness Five (COMCARE). Will continue to schedule
evaluation meetings for other areas in the next several weeks: (Ambassadors; Big
Band Dance; Festival Jam, Gates, Hospitality, Shuttles and Technical).
♦ Attended the Sunflower Arts Institute for arts administrators in Lindsborg on
July 12-15.
Final numbers are in for First Treasures
• Gave out 71 tags for 8 shifts (568) and then held for the 3:30 shift to see if we still
had items available; had another 15-20 kids go through after that.
551 price tags receipted
• 617 items donated; 80 returned (Based on documentation from pick-up)
• Fine Arts 283 items- 19 returned
• Four Rivers: 302 items - 61 returned
• Demo: 32 items
• 81.05% of the exhibiting artists participated (124 of the 152 artists exhibiting)
• Fine Arts: 69 artists or 75%
• Four Rivers: 46 artists or 90%
• DEMO: 9 artists or 100%
Smoky Hill Museum
Staff Report — June 2005
Dee Harris (Administration & Fundraising):
• Administration: met with Sandy Brown regarding personnel concerns; worked with
Byron Erickson to facilitate testing of the fire alarm and installation of new HVAC
system.
• Marketing/Public Relations: conducted interview on Dave Foor Show on KSAL;
wrote and distributed press for Noon Coolers; and prepared advertising for the Kansas
Visitor's Guide.
• Gallery Renovation Project: revised Growing a Community DVD; met with three
designers to discuss two video projects; worked with Donna to complete five You Be
The Historian interactives; conducted research and began writing eight additional
education modules for the gallery; worked with Susan and John to prepare
information and contracts for the lobby tree, murals, floor refinishing, case ceilings,
and purchase of mannequins.
• Outreach: worked with Cultural Directors Group to fabricate and paint Art Rush
signage; and prepared notes for Salina Hospitality Group meeting.
Pauline Fallis (Secretarial & Financial)
• Financial / Administration: Processed A/P, attended Staff Meetings and prepared
minutes, met with Sandy Brown about staff development, attended the Santa Fe Day
Planning Committee meeting and took minutes, prepared and mailed food and craft
vendor packets for Santa Fe Day, researched more potential Santa Fe Day vendors,
updated Gallery Renovation budget with monthly expenditures, took pictures for
newsletter, gallery renovation flip -book research, and assisted with Fused Glass
Workshop.
• Friends: Processed A/P, reconciled Friends and Gallery Renovation bank accounts,
prepared monthly Treasurer's Reports for Friends and Gallery Renovation accounts,
processed payroll, and attended Friends board meeting.
• Museum Store: Reconciled bank account, prepared Treasurer's Report for Museum
Store, worked on flip book, and filled in for museum assistant.
Lisa Upshaw (Collections & Research):
• Collections/Administration: Met with three store vendors/sales reps. Prepared
weekly deposits for the museum store. Met with social worker Sandy Brown to
discuss personnel concerns. Attended a CPR certification class at SRHC. Monitored
air temperature and humidity levels throughout the building; levels have varied
widely since the air units began operating at 25% capacity in April.
• Outreach/Programming: Attended a Women of Achievement steering committee
meeting. Met with Santa Fe Day committee. Met with Donna and Lakewood
Discovery Center staff to finalize Jr. Explorer summer program itineraries. Helped
Donna with the pre -Festival glassblowing workshop. Printed letterhead for the
Women of Achievement nomination forms. Escorted students during the Jr.
Explorers field trips.
b
Exhibits/Research: Worked on caption and artifact ID labels. Researched local trivia
for Moments In History web site. The site received 706 hits during the month.
Answered eight public inquiries. Met with Susan regarding graphics still needed for
GR. Reviewed GR "You Be the Historian'' interactive pieces and made suggestions.
Dorothy Boyle (Collections):
• Met with Collections Committee, accepted 32 items from 15 donors. Completed Deed
of Gift forms, additional correspondence and processing of this group.
• Continued preparation of artifacts and writing artifacts/graphic captions for the
Gallery Renovation exhibit.
• Answered three inquiries, two regarding the 50`x' anniversary of the Salina filming of
Picnic. Worked with researcher regarding City Scrapbooks.
• Attended the Pat Meares public event at the Salina Public Library. Attended Santa Fe
Day planning and staff development meetings. Gave Education Coordinator Dave
Baisinger and Karen a tour through museum storage areas.
• Assisted with annual smoke and fire alarm testing. Monitored temperature and
humidity in artifact storage area through process of air condition problems and repair,
maintaining portable dehumidifiers as necessary.
Susan Hawksworth (Exhibits):
Gallery Renovation (GR):
• Developed specifications, researched for suppliers and recommended supplier for the
purchase of 15 mannequins.
• Met with two suspended ceiling contractors and submitted a report recommending
Tom Chopp of Delbert Chopp Company.
• Worked with Barkin' Dog Graphics to develop and complete illustrative graphics
needed for the first seven sections.
• Contacted numerous sources and acquired graphics still needed for the first seven
sections.
• Finalized the design for the cases and platforms in the first seven sections
• Estimated the amount needed and ordered supplies for label production
• Ordered plexiglass for barriers, reading rails and mount making
• Began compiling and reviewing graphics needed for sections 8-16
Odds & Ends Temporary exhibit: Built seven pedestals needed for exhibit
Educational Programming: Printed graphics for use during Junior Explorers programs
Misc.
• Printed and laminated signage for SHRF Gumball machines
• Attended Santa Fe Day planning meeting
• Staffed Museum for Art Rush
• Printed 150 posters for the Salina Community Theater
Donna Tope (Volunteers, Membership, Special Projects and Education):
Volunteer:
• TOTAL — 50 (44 volunteer hours for the month; 7 administrative hours)
• Prepared membership renewals and pledge reminders for gallery renovation.
Processed as needed.
• Met with SFD Committee. Made contact with potential demonstrators.
Education:
• Set-up and participated during the Fused Glass workshop. 34 total participants.
• Conducted 3 Jr. Explorer programs with Lakewood Discovery Center personnel.
• Worked with Director to develop interactives for the Gallery Renovation project.
• Confirmed Noon Cooler presenters
Museum Store:
June Sales: $410.93 May Sales: $666.90
Received Don Wagner's book The Apple Tree and Bleeding Kansas' CD Touched by
Fire.
•t
Museum Update
June 2005
Gallery Renovation Project: Work continued on the Gallery Renovation
Project, with purchase orders or contracts for fabrication of the exhibition to
the following:
• S&S Contractors in the amount of $9,980 for the floor refinishing
• World Graphics in the amount of $7,299 for the wall and floor murals
• Delbert Chopp in the amount of $2,135 for installation of exhibit case
ceilings
• Dorfman Museum Figures in the amount of $12,991.25 for 15 mannequins
Preparation for the installation phase of the exhibition is well underway, and
artifacts will start being installed in late July, after the floor has cured.
Education programming and gallery interactives are also underway. The gallery
will reopen on August 2, 2005.
2. Personnel: Staff continued working with Sandy Brown of New Directions to
facilitate strategies for enhanced communication and stronger teamwork. Lisa
Upshaw and Dee Harris will be conducting interviews for the Museum Assistant
position to replace Tracy Westley during July. Dave Baisinger, Education
Coordinator, starts August 1, 2005.
3. Strategic Plan Status Report: Staff continues to make progress in
accomplishing the 2004-2007 Smoky Hill Museum Strategic Plan. Over the past
quarter, significant activity was directed towards the imylementation of the
gallery renovation project. Please see attached 2005 2" Quarter Status
Report.
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