Minutes
http://groups.yahoo.com/group/EstacadaAreaArtsCommission/
Commissioners
Present:
Gloria Polzin, Jami Berry, Am Griswold,
Janette Kirchhofer, Angel Austin, & Kathleen Wyatt.
Guests Present: Kary Gaskill
The meeting was
called to order at 7:02 pm.
The September
minutes were read via email prior to the meeting and approved.
Kathleen
brought in the Income and Expenses report from Traci at City Hall. The estimated balance for the Arts Commission
at present is $1502.00. However,
Kathleen will meet with Traci to come up with a slightly different way of
reporting.
No mail at
this time.
The commission
held a Fall Retreat facilitated by Bill Flood who is an Oregon Arts Commission
– Arts Builds Communities grant “guru” and has many years of experience. Jami brought a card for everyone to sign as a
thank you and included a gift certificate to the Spiral Gallery for Bill. Nancy Nye and the Clackamas County Arts
Action Alliance provided Bill’s services this year and Gloria will write a
thank you letter to the Arts Action Alliance.
This retreat
truly helped the commission take a good look at its goals and see what it needs
to accomplish to make sure that the Summer Celebration continues to be a
success each and every year and the EAAC will be working on implementing them,
along with Estacada Together, beginning with the 2008 ESC.
Our group came up with
goals and how to implement them and also a Mission Statement…
Goals of the Retreat:
¨
To evaluate the
structure of the Estacada Summer Celebration and what the role of the EAAC and
ET will look like for this event.
¨
To create an
ESC mission statement.
¨
To set up
policies for the ESC and a vision of the ESC for “10 years down the road”.
¨
To create
strategies for implementing set goals.
Mission Statement: (rough draft)
The mission of the Estacada Area Arts Commission’s
“Estacada Summer Celebration” is to present an annual community-building event
in downtown Estacada, celebrating the arts through diverse visual artists,
musical performances, and cultural and heritage experiences.
Through the process of the retreat, the EAAC came up with a new
structure for running the Summer Celebration.
The commission wants to thank Kate
Bast for stepping up to help by heading up when the ESC this last year. This was the first year the ESC was run by
someone other than an Arts Commissioner.
However, it was made clear to us through the retreat process that the
EAAC is the responsible organization and therefore, has to be the governing
body that heads up the ESC along with Estacada Together. Some of the main reasons for this are:
¨
funding (the
EAAC and ET are the fiscal agents),
¨
liability (the
EAAC is a city entity and therefore liable for insurance and grant management),
and
¨
policy
(maintaining the standards and qualities the celebration was founded on, i.e.,
keeping the focus of an Arts & Music Celebration through the years to come,
etc.).
Another very important
focus for the ESC was to keep our volunteers and to add to that group. One way was to make sure the volunteers are
having fun and to keep the lines of communication open. One of these ways was to require less
attendance in meetings that did not apply to their coordination areas. So the EAAC divided the ESC into three
committee groups– Logistics, Event Activities, and Presentations. There will be a “Point Person” responsible
for each group that will also be responsible for reporting to each other as
well as the main group. The three point
people will consist of two members of the Arts Commission and one member of
Estacada Together (as ESC co-presenters).
This structure will help keep meetings to a minimum and happiness level
to a maximum.
The committee groups will
meet separately throughout the year. All
three groups will get together for brainstorming meetings approximately four or
five times per year; tentatively – Oct., Feb., April, June, and perhaps July, and then, of course, the wrap-up meeting in August. This will be discussed and decided on at the
first ESC meeting. Also it should be pointed
out that any coordinator could attend any other meeting at any time.
By creating a more
formalized structure for the Estacada Summer Celebration, the EAAC and ET are
assuring a sustainable process and organization that will evolve within this
structure over the coming years.
The commission will be
discussing this new ESC structure and mission statement with the Summer
Celebration group at their first meeting of the year on Monday, Oct 22nd
in Flora’s Room at the Library.
Gloria reported that there
might be some storage containers available for the Arts Commission to use – for
free – from the City to store all the Summer Celebration gear. She will be working on this and report back
at the next meeting.
Expansion
of Commission
The retreat also brought up
the idea of expanding the commission to 9 people and to include men and younger
people. It was discussed briefly at this
meeting but for now it was decided to keep it at 7 members. The commission will, however, try to recruit
men to the group.
Angel Austin said she is
planning on working on updating and expanding her Mural Artwalk project and
will report back to the commission when it is finished.
No report at this time.
Steven Amick wrote an email
to the commission telling us that he will no longer be able to run the Art For
All Christmas project. It was discussed
whether the commission should continue this project on its own; however, it was
decided there was not enough time, money, or bodies to continue this project
for now.
Jami received a
tentative schedule from Estacada Together of all their upcoming events. They will be having almost monthly events so
it was decided that for this year, the commission would help ET with their
events and add our Writers’ Night in to make the Arts and Culture Series
complete. Jami will contact Stevan
Allred about having Writers’ Night again in April.
The meeting
was adjourned at 8:20 p.m.
The next
meeting will be held Wed., November 7, 2007 at 7:00 pm in the City Council
chambers.
Respectfully
submitted,
Jami Berry,
Secretary