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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, tiv 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 I# - 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 ., ,0 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. /kjp 14P i 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. J „`.'im__ >C IDC I>C V V .i J