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September 27, 2018 Commission MeetingVCU Pollack Center for the Arts Richmond, VirginiaCommissioners in Attendance: John Rainero, Matthew Conrad, Abigail Gomez, Terry Emory Buntrock, Lorita Copeland Daniels, Jay Dick, Jo Hodgin, Asa Jackson, Ashleigh Smith Maggard, Laurie Naismith, Kathleen O’Hare and David Trinkle Staff in Attendance: Janet Starke, Cathy Welborn, Casey Polczynski, Johnson ChildressNot in Attendance: Grace Wolf CunninghamGuests: Shawn Brixey, Dean of the VCU School of Arts; Sarah Cunningham, Executive Director for Research at VCUarts and Director of the Arts Research Institute; Ed Harvey, President, Virginians for the Arts; Tucker Obenshein, McGuireWoods, Virginians for the Arts; Sarah Herzog, Legislative Analyst/Deputy Director, VA Senate Finance CommitteeChairman John Rainero called the meeting to order at 12:50 pm. John welcomed new Commissioners Asa Jackson, Ashleigh Smith Maggard, Terry Buntrock, Laurie Naismith and David Trinkle. Jo Hodgin made a motion to pass the minutes of June Commission meeting. Matt Conrad seconded. All approved. Motion passed. NASAA Assembly 2018 ConferenceJanet Starke gave an overview of the National Assembly of State Arts Agencies (NASAA) Conference and encouraged board members to participate if possible. Abigail Gomez said NASAA is developing standards for a cultural equity and inclusion committee for people of color. Abigail Gomez, Jay Dick, and Lorita Copeland Daniels will attend. Cultural Diversity StatementJanet Starke gave an overview of the Cultural Diversity Statement (working title) developed by the Commission and ideas for advancing its goals. In the coming months, she will seek feedback from other state agencies for how they are putting this into practice and how we can share and disseminate this information. Jay Dick stated that we could put this statement into all applications. John Rainero asked if this is a topic to advance to the budget and policy committee. Janet Starke asked if the statement should be added to the Policy Manual. Jo Hodgin made a motion to establish a special committee on Cultural Diversity and Inclusion. Abi Gomez seconded. Matt Conrad stated that to make progress we need to set goals with metrics and that the committee should establish this. Janet Starke and John Rainero will send out a note to develop the committee with volunteers. All approved. Motion passed. The Budget and Policy Committee will review this for inclusion in the Guidelines for Funding. Janet Starke stated she would add the statement and send it via email to Commissioners for review before going to the public for review in November. BudgetJanet Starke gave an overview of the changes to the budget. She referenced an increase in VITA fees, but also stated those funds are due to be appropriated by the State. She discussed differences in the budget from June to actuals in September. Jay Dick asked about NASAA and Mid Atlantic dues and timing for payments. Jay Dick reiterated his concern about Mid Atlantic dues of $36K. He stated that the argument of getting ROI of 2 to 1 is not great and that it is not coming back to all communities, but only a few, and therefore, not an equitable use of funds. He stated he would rather see this funding go to other VCA programs. Abi Gomez stated that there is a lack of awareness of these grants opportunities. Jay Dick stated that Area 4B is not represented. Janet Starke stated she would talk to Mid Atlantic about this at the NASAA Assembly meeting. Janet stated Johnson Childress is working with the state to get the three-year and current year interest from the Virginia Arts Foundation.SAVE THE DATE—ArtWorks Conference January 30, 2019Janet Starke discussed the lower rate for the conference center and hotel stay in Short Pump versus downtown Richmond, which she is still pursuing. She stated we would save on logistical costs and would like to consider working with VFTA in order to still bring attendees to visit legislators on January 31 --Arts Advocacy Day. Matt Conrad and Jay Dick asked about the location in relation to VFTA. Can we make it a 1.25-day conference and bus people to downtown? We need to give them something to do the morning of the legislative day. Breakfast event at Dominion Energy Center would likely draw interest (still). If any Commissioners have suggestion about breakout sessions, feedback is welcome. Advocacy is a topic that needs to be addressed in order to give people the tools to advocate successfully. We need to do more to engage legislators throughout the year. Janet discussed early assessments of need for website redevelopment and staffing needs.Arts Partners: MidAtlantic/NASAA As an extension of the earlier Orientation Session, Janet Starke gave an overview of MidAtlantic Arts Foundation (MAAF) and National Association of State Arts Agencies (NASAA). She also spoke of the challenges to prioritize Arts Education. She stated that she is reviewing the optimum strategies for our next budget request—whether $250K or $1.25MM, in continued pursuit of the 50 for 50 goal. John Rainero stated we are below West Virginia in per capita arts funding. Matt Conrad stated we should also ask for one-time funds, as the state is busy shoring up the rainy day fund. Jay Dick stated NEA received additional $5M. This year all $5M will go to the states so we should see a small increase in our Partnership Agreement. Janet spoke about the importance of VCA’s relationship with Virginians for the Arts. Jay Dick stated that all Commissioners should become members of VFTA. Community Music School of the Piedmont AppealJanet Starke gave an overview of the GOS appeal from Community Music School of the Piedmont. The organization has been funded at the Priority 1 level for several years, but was reduced to Priority 2 by the panel. She gave an overview of the panelists’ concerns. Much of the appeal was focused on disagreement over marketing/promotion materials shared (i.e. website), and really cannot be verified from the time in which they were originally submitted. Calendar of events submitted was not a calendar of events, and seems to have been revised after submission. In addition, Abi Gomez stated the panelists’ overarching concern was about the lack of outreach to underserved children. One panelist was from the area and concurred with this assessment. The organization could do more with its resources to reach these children. Abi Gomez stated it that they can apply next year addressing the concerns. Kathleen O’Hare made a motion to decline the appeal. Abi Gomez seconded. All in favor. Synetic TheaterJay Dick gave an overview of Synetic Theater. They were moved into Majors several years ago when their budget reached the $1.5M threshold. However, the organization has not fared well in this category compared to other Majors. Jay Dick gave an overview of why they are not meeting the criteria of a Major arts organization. The budget and policy committee recommends moving them from Majors to the Area 4A regional panel for review, noting this does not adversely affect their potential amount for funding. Jay Dick made a motion to move Synetic Theater to Area 4A. Matt Conrad seconded. All approved. Janet gave an overview of the DRAFT 2019-2020 Guidelines for Funding. Casey gave an overview of the changes under AIEx. Cathy Welborn stated she would like to open the Technical Assistance grants earlier in spring—on April 1, 2019 instead of May 1. Organizations with budgets of $150K or less would have priority through May 31, 2019. Afterward, any remaining funds would be awarded on a first-come, first-served basis to those that applied. Strategic PlanJo Hodgin gave an overview of the Strategic Plan that was developed in 2017. Jo stated that the only thing mandated is at the beginning of the plan on page 4—authorizing legislative mandate. The mandate is broad and studies were done throughout the Commonwealth. There are 5 mandates: Mandate 1: VCA strives to make quality arts experiences available and accessible to all Virginians, regardless of age, ability, gender, geographic location, race or socio-economic status.Mandate 2: VCA values and promotes the arts as a key element in lifelong learning and recognizes the essential role of arts learning and education in the intellectual and creative growth of Virginians of all ages.Mandate 3: VCA relies on a healthy, vital and productive arts infrastructure and supports Virginia’s individual artists, arts entrepreneurs, businesses, and institutions.Mandate 4: VCA invests in and advocates for the arts and artists as a vital component of the Commonwealth’s economic health by supporting jobs, commerce and tourism.Mandate 5: VCA identifies and seeks out relationships and partnerships that help create an environment in Virginia that is supportive of the arts and conducive to the free and open expression and exchange of artistic ideas, values, and products.Janet discussed evidence to date. Are these five mandates still viable/relevant to us now? How are we doing? Mandate 1: The agency has a long history of working across the state to advise organizations and artists to be successful applicants. One of the most evident advancements is online granting, which made it more efficient for all grantees to apply. Mandate 2 – Arts Education and lifelong learning - Turnaround Arts worked with Richmond Public Schools to become the 17th Turnaround Arts site in the country, a program that includes a celebrity artist that partners with the school in order to build interest and support of learning in and through the arts. Creative Youth Development growing statewide (outside school time). Richmond’s Art 180 is a good example of this. We need to tie into this growing field. RPAA and Wolf Trap, two GOS grantees doing research on early elementary education. The Virginia Department of Education does not include the word Pre-K in arts education and therefore the state misses out on potential federal funding. In part, due to collaborative discussion with VDOE, legislation has been introduced to add Pre-K to the state’s definition of elementary education. Lifelong learning: Virginia has Creative Forces (formerly Arts & the Military) sites. How can we increase our role in arts and healthcare? Asa Jackson asked if we could address homeless populations. Mandate 3: Relying on a healthy and vital arts infrastructure is evidenced, in part, through our Art Works Conference and Technical Assistance grants. We need to bring back focus and assistance to individual artists, and we need to find a balance between supporting new works and preservation. Another example is the —intersection of science in the arts. The conference was a good example of how VCA is collaborating with science. Mandate 4: great opportunity to promote and disseminate data. What are business and economic impacts of the arts? Economic development and tourism cross cultural exchanges. Asa Jackson stated there is a disconnect between the arts organizations and artists. Is there a way that we can serve individual artists since Individual Artist Fellowship grants have been eliminated? Abi Gomez stated we could become a better resource to individual artists in terms of opportunities for funding for artists such as arts trails, etc. Inclusivity must include homeless populations and individual artists. Plan to Plan: The Strategic Plan concludes in June 2019. In light of the transition, we need to solicit feedback from the regions, through facilitators, to create a new strategic plan. For NEA purposes, we can submit a hybrid (bridge plan) for FY2020, and take time to develop a more thorough plan through 2022. Committees could help facilitate parts of the plan. Jo Hodgin suggested that this should be a five-year plan instead of three. Performing Arts Tour DirectoryKathleen O’Hare gave an overview of the panel meeting. She stated the panels last year and this year were excellent. Panelists were highly experienced, knowledgeable and prepared. Jo Hodgin stated that there was good geographic diversity on the panel. Matt Conrad made a motion to approve the 2019-2020 Performing Arts Touring Roster. David Trinkle seconded. All approved. Abi Gomez thanked the staff for maps detailing touring around the state. Jay Dick stated that showing regions for artists on spreadsheets next year would be helpful. Virginians for the Arts UpdateEd Harvey gave an overview and update on VFTA. He spoke to the $250K increase for this year and next. He pointed out that overall, there is less funding and more organizations. The feeling among arts organizations is that more money is needed. Advocacy is a year-long process. He encouraged Commissioners to talk to delegates and suggested that organizations invite them to performances. Laurie Naismith asked if we are engaging with the Military. Janet affirmed. The head of the Department of Veterans Affairs (John Newby) has worked collaboratively with VCA over the years, and has attended the ArtWorks Conference. Laurie stated the Governor has appointed Asian and Latino advisory boards, among others, and asked how we could collaborate. John Rainero stated that Commissioners need to join VFTA. Jay Dick asked Commissioners to tell grantees to join the VFTA. Abi Gomez stated that grantees need to become more active in Virginians for the Arts. Technical AssistanceCathy Welborn gave an overview of the Technical Assistance Grant Program. To date, we have 33 applications. The program will open again on April 1, 2019, for organizations with budgets of less than $150K, and run from April 1-May 31. Remaining funds will be awarded to other applicants on a first-come, first-served basis. Poetry Out Loud (POL)Casey Polczynski gave an overview and update on POL. Registration is open until November 2 and is now online. Abi Gomez asked about Beatbox artist—can schoolchildren come to that performance? Casey stated that they could come to the state finals. AIEx: Casey Polczynski asked that we change the opening date to open earlier and stay open longer. Eight AIEx awards have been given to date. Casey gave an overview of the Mid-Atlantic Teaching Artist Professional Development Retreat in Boiling Springs, PA. The only cost for the teaching artist was $50 and cost of meals. Mid-Atlantic Arts Educators are now working together. The retreat will be held every two years. In off years, there will be webinars open to Mid-Atlantic teaching artists, in order to increase the reach. Janet Starke shared the upcoming Commission meeting dates. Jay Dick asked if the March meeting could be moved to March 20-21 and the June meeting to June 11-12. Janet will review offline with Commissioners and disseminate the final schedule.Staff is working on Workshop and Panel dates. The meeting adjourned at 3:45pm. ................
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