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Arts Commission Minutes - 10/05/1982 . MINUTES OF WICHITA FALLS ARTS COMMISSION OCTOBER 5, 1982 The Wichita Falls Arts Commission met in regular session at noon on October 5, 1982 at the Activities Center. The following people were in attendance: Travis Dews At-Large Appointee Mary Honoure Wolverton Wichita Falls Museum & Art Center Troy Jensen At-Large Appointee John Hampton Representing City Council Carolyn Sanders Wichita Falls Ballet Theatre Dr. Jennie Louise At-Large Appointee Hindman Bob Arnold Backdoor Theatre Madge Muehlberger At-Large Appointee Martha Steimel Times Publishing Company David Murray At-Large Appointee Polly Cox Wichita Falls Art Association Jerry Estes Wichita Falls Symphony Orchestra Dorcas Chapman At-Large Appointee Gloria Lyday Midtown Fine Arts League Dr. Don Maxwell Music Department, MSU " Betty Wagner Civic Chorus of Greater WF Area Don Burkman City of Wichita Falls Chairman David Murray called the meeting to order at 12:15 P.M. declaring that a two-third's voting membership of the Arts Commission was present (14) . Bob Arnold moved, and it was seconded and unanimously approved, that the Minutes of the last meeting be approved as mailed. The Chairman presented a letter from City Manager Stuart A. Bach stating that the request for funding a preliminary design work for Wichita River Waterfall was being withdrawn for further study. The amount of funding requested was $6,500. Withdrawal acknowledged by Commission. Chairman Murray, representing the Wichita Falls Symphony Orchestra, withdrew their $7,500 request to fund a "Concert in the Park." However, " upon move of Betty Wagner, seconded by Muehlberger, followed by unanimous vote, the Commission declined acceptance of Symphony's request to withdraw. Grant requests for. 1982-1983 total $41,907.49. The Chairman distributed ballots and previous funding schedules. Voting instructions were outlined. Votes were tabulated, and allocations (along with requests) are shown as follows: Wichita Falls Arts Commission Minutes October 5, 1982 Page 2 ORGANIZATION REQUESTED FOR 1982-83 ALLOCATED FOR 1982-83 1. WF Art Association $ 4,069.00 $ 4,064.00 2. Backdoor Theatre 4,288.00 4,068.00 3. Midtown Fine Arts League 1,280.00 1,280.00 4. WF Symphony Orchestra 7,500.00 7,500.00 5. Red River Lyric Theatre 7,320.00 7,065.00 6. WF Ballet Theatre 7,180.72 7,180.72 - 7. Distinguished Artists Concerts 2,000.00 2,000.00 8. Civic Chorus of Greater WF 2,500.00 2,500.00 Area, Inc. • 9. MSU Dept. of Communication 1,500.00 1,466.00 & Theatre _ - 10. YWCA (Children's Theatre of Texas Annual Major Production) 2,100.00 2,026.00 11. Wichita County Heritage . 2,169.77 2,158.45 Society $ 41,907.49 $ 41,308.17 Out of the $50,000 in funds available for allocation, there remains unallocated $8,691.83. In reviewing the Committee Report, a copy of which is attached, accepted on April 21, 1981, wherein various recommendations were made by the Arts Commission concerning its approach to grant applications, Chapman moved that "We insert the words, 'not to exceed the $ amount requested'after the words r(if any) ' in Item Three: B" of said report. Amended paragraph reads as follows: B. At the following Commission meeting, a ballot will be given each member present on which will be listed each approved project, the $ amount requested with a blank in which the voter will insert the $ amount he votes to grant (if any,)not to exceed the $ amount requested, and the total at the bottom which the Commission has to disburse. Wichita Falls Arts Commission Minutes October 5, 1982 Page 3 Hindman seconded the motion which was unanimously approved by the Commission membership. In response to the Commission's inquiries as to Screening Committee's duties and the Commission's opportunity to discuss within itself various facets of grant applications, the functions of the Screening Committee were reviewed along with various other requirements the Commission made of itself in studying applica- tions, out of which the following motion was introduced by Maxwell: "Beginning next year, after representatives of organizations have had their opportunity to present their applications and are excused, this group, as a group, will then have the opportunity to discuss." The motion was seconded by Arnold, and it was unanimously approved by the Arts Commission. Following a discussion regarding lighting possibilities for the "Crape Myrtle Abstraction" Centennial Sculpture recently installed and dedicated in the City's Bellevue Park, the Chairman appointed Hindman, Arnold and Muehlberger to research the ways and means this might be accomplished. The meeting adjourned at 1:15 P.M. Respectfully submitted, ''LL Betty Wagner, Secretary BW/s Enclosure COMMITTEE REPORT IT IS THE CONSENSUS OF THIS COMMITTEE THAT OUR EFFORTS SHOULD BE AIMED AT MAKING THE RESULTS OF THE ARTS COMMISSION MORE PROFESSIONAL AND BUSINESS-LIKE . IN THIS SPIRIT, WE SUBMIT THE FOLLOWING FOR YOUR CONSIDERATION : ITEM ONE: HOW MANY APPLICATION DEADLINES SHOULD WE HAVE? OUR COMMITTEE RECOMMENDS ADOPTING ONE DEADLINE FOR APPLICATIONS FOR THE REASONS OUTLINED BELOW. APPLICATIONS SHOULD BE SUBMITTED TO THE COMMISSION BY SEPT. 1 FOR FUNDING THE FOLLOWING YEAR . A. WE BELIEVE THE NECESSITY FOR ORGANIZATIONS TO PLAN MORE THOROUGHLY AND FURTHER IN ADVANCE WILL RESULT IN HIGHER- QUALITY PROGRAMS . B. ONE DEADLINE WILL GIVE THE COMMISSION THE OPPORTUNITY TO EVALUATE A BROADER SCOPE OF ACTIVITIES AT ONE TIME . C . ONE ANNUAL PRESENTATION TO THE BOARD OF ALDERMEN WILL PROVIDE THAT BODY WITH A CLEARER PICTURE OF THE UTILIZATION OF THE ARTISTIC AND CULTURAL RESOURCES OF THE COMMUNITY. ITEM TWO : THE EXISTENCE AND FUNCTION OF THE SCREENING COMMITTEE A. WE RECOMMEND THE CONTINUED EXISTENCE OF THE SCREENING COMM. B. THE SCREENING COMMITTEE WOULD CHECK APPLICATIONS AS TO (-1) ACCURACY, (2) COMPLETENESS, AND (3) COMPLIANCE WITH THE CRITERIA AS STATED IN RESOLUTION 2103 : "THE BOARD OF ALDERMEN SHALL ESTABLISH ANNUALLY THE AMOUNT OF FUNDS WHICH SHALL BE AVAILABLE FOR THE SUPPORT AND PROMOTION OF ARTISTIC AND CULTURAL RESOURCES IN WICHITA FALLS . AT LEAST 50% OF THESE AVAILABLE FUNDS SHALL BE EXPENDED FOR PROJECTS THAT ARE ONE-TIME IN NATURE AND, WHICH DO NOT HAVE RECURRING COSTS ASSOCIATED WITH THEM. THE REMAINING 50% SHALL BE EX- PENDED FOR ANY OTHER COSTS OF QUALIFIED ORGANIZATIONS IN CARRYING-OUT, EXPANDING, OR PROMOTING CULTURAL OR ARTISTIC PROGRAMS . ALL APPROVED ACTIVITIES SHOULD BE DESIGNED TO INCREASE TOURISM, PROMOTE THE CITY'S ECONOMIC BASE, AND ENLARGE THE CULTURAL OPPORTUNITIES FOR AREA RESIDENTS . " C . THE SCREENING COMMITTEE WOULD MAKE NO DOLLAR RECOMMENDATIONS TO THE COMMISSION . ITEM THREE: SIMPLIFICATION OF THE VOTING PROCESS A. AFTER THE SCREENING COMMITTEE HAS PASSED ON THE APPLICATIONS AND THE REQUESTING ORGANIZATIONS HAVE BEEN GIVEN AN OPPORTUNITY TO MAKE A PRESENTATION TO THE COMMISSION, THE COMMISSION SHALL TAKE A YES/NO VOTE ON EACH PROJECT TO DETERMINE WHICH ONES WILL BE CONSIDERED FOR FUNDING . A 2/3 MAJORITY AFFIRMATIVE VOTE WILL BE REQUIRED FOR A PROJECT TO BE PLACED ON THE APPROVED LIST. B. AT THE FOLLOWING COMMISSION MEETING, A BALLOT WILL BE GIVEN EACH MEMBER PRESENT ON WHICH WILL BE LISTED EACH APPROVED PROJECT, THE $ AMOUNT REQUESTED WITH A BLANK IN WHICH THE VOTER WILL INSERT THE $ AMOUNT HE VOTES TO GRANT ( IF ANY, ) ANn TW'= TnTAI AT THE BOTTOM WHICH THE COMMISSION HAS TO DISBURSE . PAGE TWO ON EACH BALLOT, THE TOTAL $ VOTED MUST EQUAL THE TOTAL AMOUNT THE COMMISSION HAS TO DISBURSE . WHEN THE BALLOTS ARE COLLECTED, THE $ AMOUNT VOTED FOR EACH PROJECT WILL BE TOTALLED FOR ALL BALLOTS AND DIVIDED BY THE NUMBER OF VOTERS TO ARRIVE AT THE $ AMOUNT TO BE GRANTED, C, MEMBERS OF THE COMMITTEE BELIEVE THAT A RESUME OF PREVIOUS FUNDING HAS BEEN HELPFUL AND SHOULD BE PROVIDED TO ASSIST THE COMMISSION IN THE VOTING PROCESS . ITEM FOUR: ESTABLISHING A REQUIREMENT FOR MATCHING FUNDS A. WE SHOULD ENCOURAGE ORGANIZATIONS TO SEEK MATCHING FUNDS FOR PROJECTS AND MAKE AVAILABLE TO THEM POSSIBILITIES FOR SOURCES . B, A QUESTION SHOULD BE ADDED (WHENEVER PRACTICAL) TO THE APPLICATION FORM FOR ORGANIZATIONS TO SPECIFY EFFORTS THAT HAVE BEEN MADE TO OBTAIN SUCH FUNDS . ITEM FIVE: CATEGORIZATION AND ASSIGNMENT OF PRIORITIES FOR REQUESTS WE BELIEVE THAT OUR CITY IS TOO SMALL, AND OUR FUNDS ARE TOO LIMITED TO TRY TO WORK WITHIN ANY PRE-DETERMINED CATEGORIES OR PRIORITIES IN OUR CONSIDERATION OF GRANT REQUESTS . ti. ARTS COMMISSION FUNDING BALLOT ORGANIZATION PROJECT $ REQUESTED $VOTED LITTLE THEATRE NEW CURTAINS 6000 BALLET THEATRE COSTUMES FOR SWAN LAKE 4500 � MSU DRAMA DEPT , OTHELLO PERFORMANCE 3500 2.,5"0 c'� HISTORICAL SOCIETY DEPOT SQUARE STOVE 2250 2 2 &—CD RIVER ART SOCIETY REGIONAL ART SHOW 6000 C,a c)2) WARING CHORUS NEW ROBES 7500 D W.F. SYMPHONY CONCERT IN THE PARK 5000 SCULPTORS' CLUB APRIL ART SHOW 6000 6, © D E GREAT MUSIC SOCIETY VAN CLIBURN CONCERT 7500 3 2-17T' PETUNIA GARDEN CLUB KELL FOUNTAIN 7500 O 55,750 40,000