March 19, 2024 Draft Minutes
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D R A F T MINUTES ARTS COMMISSION Glendale Civic Center Annex 5752 W. Glenn Drive Glendale, Arizona 85301 March 19, 2024 6:00 P.M. 1. CALL TO ORDER Chairperson Lennox called the meeting to order at 6:07 p.m. 2. ROLL CALL Present: Nancy Lennox, Chair James Smith, Vice Chair Anne Marie Chaney, Commissioner Paige Hyde, Commissioner José Aguiñaga, Commissioner Dalaina Hand, Commissioner Absent: Derrell Barber, Commissioner Also Present: Daniel Sabillon, Deputy Director, Economic Development Chris Taylor, Administrator, Arts & Culture Jessi Pederson, Director, Economic Development 3. PUBLIC COMMENTS No comments were received. 4. APPROVAL OF THE MINUTES a. Action: Arts Commission Minutes of February 20, 2024 Motion: To approve the Arts Commission minutes of February 20, 2024, with an amendment to update the minutes with two date changes (Feb. 21 was incorrectly written in two areas, and has since been updated to the correct date, Feb. 20, 2024). Motioned by Commissioner James Smith, second by Commissioner José Aguiñaga AYE: Commissioner Dalaina Hand Commissioner Anne Marie Chaney Commissioner Paige Hyde Chair Nancy Lenox Other: Commissioner Derrell Barber (ABSENT) Passed 5. NEW BUSINESS a. Information: Update on Current Projects Mr. Sabillon and Mr. Taylor brought the commission up to speed on completed projects including Folk and Heritage Festival, LIVE at the Lot, Arts and Culture Festival, and Thunderbird Field. b. Action: Approval of Grant Guidelines for 24/25 Performing Arts Grants The Commissioners reviewed the Grant Guidelines as Mr. Sabillon guided the commissioners through updates and changes to the 24/25 guidelines, including… 1) Mr. Sabillon and Mr. Taylor will present only those applications to the Commissioners that meet the requirements of the grant. 2) An increase of the funding for the FY 24/25 Performing Arts Grants to $60,000. Discussions of the Grant Guidelines include… 1) Who is eligible to apply? (Any organization can apply so long as they perform in Glendale) (Asked by Commissioner Paige Hyde) 2) Any unexpected funds not spent must be returned? Language was changed to “unused”. (Asked by Chair Nancy Lennox) 3) Increasing the Grant Cycle beyond the confines of the Fiscal Year. The city is not obligated to end this specific program June 30. We are able to extend the grant cycle through August 31, 2025. The Grant Cycle used to start October 1 – June 30. This did not allow any summer programs. The goal is to allow programs to produce Sept. 1 – Aug. 31. We are looking to open the application window April 1 – May 30, 2024. (Asked by Director Jessi Pederson) 4) How much money per organization is available? ($4000). (Asked by Director Jessi Pederson) 5) What was the average requested amount of funds per project? ($4000) (Asked by Vice Chair James Smith) 6) Can organizations within the city request for additional funding vs. organizations outside Glendale? The recommendation was to look at the exact organizations that receive funding for 2024/25, and then re-visit this question for 2025/26 funding. (Asked by Commissioner Paige Hyde) 7) Any dates that say June 30 should be changed to August 31. (Updated to the Commission by Chair Nancy Lennox) Motion: To approve the Grant Guidelines for 24/25 Performing Arts Grants, with the caveat of changing the word “unexpected” to “unused” funds must be returned to the City of Glendale, and with caveat of extending the Grant through August 31, 2025. Motioned by Commissioner Paige Hyde, second by Commissioner Daliana Hand AYE: Commissioner José Aguiñaga Commissioner Nancy Lennox Commissioner Anne Marie Chaney Commissioner James Smith Other: Commissioner Derrell Barber (ABSENT) Passed 6. STAFF REPORTS Mr. Sabillon reported on the following: - Thanking the commission for their involvement. - An update of the Arts Master Plan is coming at the next meeting. - Performing Arts grants that were approved for this current fiscal year are still available to attend. Examples include: One Step Beyond (March 23), and Mill Avenue Chamber Players (March 28). - Commitment to increasing communication with the Commissioners. 7. COMMISSION COMMENTS - Where can citizens find to look for Performing Arts Grant performances? (Asked by Commissioner Anne Marie Chaney) - Can the commissioners get e-mail reminders of Performing Arts Grant Performances? (Asked by Vice Chair James Smith) - Reaffirm our commitment to communicating more with the Arts Commission about these performing arts programs. - How does the community find out about these events beyond the Glendale Paper? (As part of the grant program, organizations are responsible for their own marketing purposes. Organizations then send the City of Glendale their marketing strategies, which the city, in turn, uses to help market and promote the specific program.) (Asked by Commissioner Anne Marie Chaney) 8. NEXT MEETING The next regular meeting of the Glendale Arts Commission will be on Tuesday, April 16, 2024 at 6:00 p.m., in the Vault Conference Room at the Glendale Civic Center Annex, 5752 W. Glenn Drive, Glendale, Arizona, 85301. 9. ADJOURNMENT Motion: To adjourn the Arts Commission meeting of March 19, 2024 at 6:43 p.m. Motioned by Commissioner James Smith, second by Commissioner Paige Hyde AYE: Commissioner José Aguiñaga Commissioner Nancy Lennox Commissioner Anne Marie Chaney Commissioner Daliana Hand Other: Commissioner Derrell Barber (ABSENT) Passed The Arts Commission meeting minutes of March 19, 2024 were submitted and approved this ____ day of _____, 2024. Daniel Sabillon Deputy Director, Economic Development