FLORIDA COUNCIL ON ARTS AND CULTURE MEETING MINUTES October 10, 2013 Tallahassee

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1 FLORIDA COUNCIL ON ARTS AND CULTURE MEETING MINUTES October 10, 2013 TAB 2 In Attendance: Florida Council on Arts and Culture Robert Judd, Vice Chairman Rep. Lois Benson LaVon Bracy Sen. Tim Deratany Dr. Barbara Hubbard Dr. Ruth Orth Brenda Shoffner Joy Satterlee Kathryn Townsend Department Staff Sandy Shaughnessy, Director Rachelle Ashmore Morgan Lewis Maureen McKloski Elsie Rogers Sarah Stage Tim Storhoff Dr. Gaylen Phillips I. Call to Order Vice Chairman Robert Judd called the meeting to order at 9:02 am. II. Introduction of Council, Staff and Guests Mr. Judd asked the Florida Council on Arts and Culture and department staff to introduce themselves. Guests included Rebecca Hopkins of Florida Studio Theatre and Joseph Adler of Gablestage. III. Adoption of Agenda Ms. Shoffner moved approval of the agenda with Ms. Bracy seconding. The motion carried. IV. Approval of Minutes Rep. Benson moved approval of the corrected minutes from the May 23, 2013 Florida Council on Arts and Culture meetings. Ms. Townsend seconded the motion. The motion carried. V. Chairman s Comments Mr. Judd welcomed the Council members, staff, and guests. He thanked Sen. Deratany for hosting dinner. He also thanked the Council for scoring the Cultural Facilities applications and the staff for running an efficient panel meeting. VI. Department of State Update Sandy Shaughnessy thanked the Council for reviewing and scoring the Cultural Facilities applications, and commended their attention to detail. She introduced the new Division of Cultural Affairs staff: Alison Schaeffler-Murphy, Arts Consultant, and Katherine Laurson, intern. She also informed the Council that Michelle Proctor would be leaving the Division staff. Ms. Shaughnessy reported that the staff has been very busy with the results of House Bill 5401 which requires all contracts (including grants) to be individualized and altered to include scope, performance metrics, etc. The Division also has the Convening Culture Conference coming up on January in Vero Beach, and the event is sponsored by Citizens for Florida Arts, Inc. This conference focuses on the marriage of arts and conservation. Staff has secured experts at the state and national level to participate as speakers. Sponsorships for the conference are still available, and anyone interested should speak with Morgan Lewis. The conference will also include the first meeting to begin planning the new strategic plan that is due in Staff is looking for approximately 35 volunteers to participate on the task force. Ms. Shaughnessy informed the Council that Florida is ranked as the 26 th state in Arts Funding.

2 Florida was previously 49 th. She also commented that the federal government shutdown has affected the National Endowment for the Arts, and that there is a proposal to cut NEA funding by 49%. This US House appropriations proposal would affect Arts in Education, Underserved Communities, the State Touring Program, Special Projects (such as the Arts in Medicine program with Shands), Artists Fellowships, and Accessibility programs. The Museum of Florida History has been appropriated $1 million from the Florida Legislature to move forward with Phase II of the permanent exhibit. The annual Quilt Exhibit is currently on view, and the next exhibit will be a Viva Florida 500 themed Spanish exhibit. Ms. Shaughnessy also urged Council Members to use their appointing officers to foster relationships with the legislature and advocate for their support of the grant application process. VIII. Business Items A. Review of Meeting Calendar - Mr. Judd reviewed the upcoming meeting dates. Ms. Shaughnessy announced that the March meeting date is subject to change and is dependent on the Florida Heritage Awards ceremony date. B. Legislative Update Ms. Shaughnessy reported that the Division has submitted its Legislative Budget Request to the Department. The request will be reviewed by the Governor for consideration in his budget recommendations to the Legislature. The following amounts have been requested: Cultural and Museum Grants Applicant Requests Total $24,213,049 General program support grant awards up to $150,000 for non-profit, tax-exempt Florida corporations, local government, entities of state government, school district, community college, college, or university. As provided in chapter (5) Florida Statutes, the Division shall fund this program designed to support the general program activities of an organization engaged in conducting, creating, producing, presenting, staging, or sponsoring multiple cultural exhibits, performances, events, or providing cultural services during the grant period. In addition to providing citizen and visitor access to cultural activities, these organizations contribute to the vitality of their communities and bring in tourism dollars providing a return of $5 to every $1 invested by the state. Grantees match awards dollar for dollar with cash and in-kind contributions. To achieve equitable distribution of state funds, applicants may apply for one General Program Support grant or one Specific Cultural Project grant, but may not apply for both. Eligible applications are reviewed in an open competitive process by peer review panels. Panel recommendations are then reviewed by the Florida Council on Arts and Culture and forwarded to the Secretary of State for approval. Subject to Legislative appropriation, all applications approved by the Secretary of State award amounts are determined by a score-based formula that proportionally distributes the appropriation. Specific Cultural Project Grants Applicant Requests Total $1,246,986 Provides funding for special cultural project grants for nonprofit Florida corporations, local government, entities such as school districts, community colleges, colleges, universities, museums and local arts agencies for activities in arts education and arts and cultural disciplines. Support for arts education and access to the arts is critical to developing a creative economy to attract new industries to Florida communities. Project funding contributes to the economic vitality of communities by providing jobs and attracting tourism dollars resulting in a return of $5 to every $1 invested by the state. Page 2 of 10

3 State Touring Grants Applicant Requests Total $200,000 State Touring grants provide access to quality cultural activities in underserved areas by bringing artists and performing companies (reviewed by a professional panel) to schools and community venues throughout Florida. The program primarily funds performances and artist residencies in rural counties in Pre-K-12 schools and other small venues. To promote the commemoration of the European exploration of Florida, the Viva Florida 500 theme will be emphasized by this year s touring roster. The program provides jobs for professional artists in addition to the value of arts education necessary in the development of a creative work force to attract businesses to Florida. Federal Partnership Arts Grants $232,231 Federal Grants Trust Fund Federal dollars support National Endowment for the Arts program initiatives carried out in the state such as: arts education, access for underserved arts communities, Poetry Out Loud school competitions, mentorship program for Florida nonprofit museums, professional assistance to non-profit cultural organizations in promoting accessibility and other projects that further the mission and goals of the Division. Cultural Facilities Grants $10,835,759 Bricks and mortar program coordinates and guides state support for acquisition, renovation, or construction of cultural facilities such as performing art centers and museums. Funding for this program directly creates jobs and stimulates Florida s economy. Cultural Endowments $6,960,000 State provides $240,000 in matching share funding to the local communities contribution of $360,000 creating a $600,000 endowment in trust for the organization and benefit of the community. This funding provides much needed stability for cultural organizations. Interest from the endowment is expended on operating and program expenses while conserving the principle and ensuring the economic stability of the organization. Nonprofit cultural organizations provide jobs in large and small communities and employ thousands of Floridians. The nonprofit cultural industry in Florida supports 88,326 full time equivalent jobs, generates $2.1 billion in household income to local residents and delivers $446.5 million in local and state government revenue. Florida Humanities Council $350,000 Funds requested to create, conduct, and coordinate activities throughout the state of Florida to commemorate Florida s 500th Anniversary. These funds will be used for teachers workshops, teacher resources, a Teaching Florida website, public programs, public media, and FORUM Magazine. The Florida Humanities Council has taken a lead role, along with the Secretary of State and the Division of Cultural Affairs, to promote the upcoming Quincentenary and to work with cultural and educational groups and teachers to plan and create events and resources that will showcase Florida s historical events and assets. Page 3 of 10

4 State Revenue Outlook State Budget analysts are predicting that there will be a budget surplus of $71.3 million for the current budget year. Last year s budget totaled approximately $70 billion. Amy Baker, coordinator of the Legislature's Office of Economic and Demographic Research, told the Legislative Budget Commission that current forecasts would give the state enough money to cover expected spending and have some money left over for the fiscal year. Session Dates Tuesday, March 04, 2014 Regular Session Convenes Friday, May 02, 2014 Last day of regular session Legislative Leadership Senate: Sen. Don Gaetz, Senate President Senate Transportation, Tourism & Economic Development Appropriation Committee: Sen. Joe Negron, Chair Senator Sen. Gwen Margolis, Vice Chair Senator House: Rep. Will Weatherford, House Speaker House Transportation & Economic Development Appropriation Committee: Rep. Ed Hooper, Chair Representative Rep. Lake Ray, Vice Chair Representative C Appropriations Ms. Shaughnessy reported the Grant Program Appropriation as follows: Division of Cultural Affairs Grant Appropriation Budget FEDERAL Aid to Local Governments: Grants and Aids Line item National Endowment for the Arts Partnership Program Actual July 1, Amended Allocation Funds Awarded Balance State Arts Plan Component $106,500 $106,500 $106,500 $0 Arts in Education Component $36,800 $36,800 $36,800 $0 Arts in Underserved Communities Component $83,499 $83,499 $83,499 $0 FEDERAL SUBTOTAL $226,799 $226,799 $83,499 $0 STATE Special Categories: Grants and Aids Line item Actual a/o July 1, Amended Allocation Funds Awarded Balance Cultural and Museum Grants (General Program Support) $5,000,000 $0 $5,000,000 $0 Clearwater Marine Aquarium/LLI $1,000,000 $0 $1,000,000 $0 Bay of Pigs Musuem/LLI $1,000,000 $0 $1,000,000 $0 Military Museum of South Florida - Miami-Dade $500,000 $0 $500,000 $0 Cultural Facilities $3,328,000 $0 $3,328,000 $0 Frank Lloyd Wright Tourism & Education Cntr, FL Southern/LLI Sen. Deratany $0 $750,000 $0 Museum of Science & Industry Steam Zone Development/LLI $250,000 $0 $250,000 $0 Page 4 of 10

5 Grants and Aids to Local Governments and Nonstate Entities Florida Endowment for the Humanities $350,000 $0 $350,000 $0 Florida African-American Heritage Preservation Network/LLI $300,000 $0 $300,000 $0 Florida Holocaust Museum, St. Petersburg/LLI $750,000 $0 $750,000 $0 Actor's Playhouse Performing Arts, Coral Gables/LLI $200,000 $0 $200,000 $0 STATE SUBTOTAL $13,428,000 $0 $13,428,000 $0 TOTAL ALL FUNDS $13,654,799 $226,799 $13,511,499 $0 Grant Programs A Grant Panel Reports the Division conducted 18 grant panel meetings from August 26 through September 26, 2013 for the General Program Support and Specific Cultural Projects grant programs. See Attachments 1-18 to view the panel reports and funding recommendations for each panel meeting. Ms. Bracy brought to the attention of the Council that at the Local Arts Agency and State Service Organization meeting held on September 9 th, an applicant was confused by a panelist s comments. Following the panel meeting, panel scores and written comments were made available to applicants. After that applicant from the City of Gainesville (Application ) read his panel comments, he contacted staff with a concern that panelist William Coleman did not correctly score their application because his comments did not coincide with the content of their application. Upon staff investigation, it was discovered that Mr. Coleman had submitted the score for the wrong application when scoring the City of Gainesville. As the Council may amend panel recommendations based on scoring errors, Ms. Bracy moved that the Council strike Mr. Coleman s score of 77 points from the City of Gainesville s total score. This will bring the average score from to Rep. Benson seconded. The motion passed. During Public Comment, Joseph Adler, Producing Artistic Director at Gablestage in Coral Gables spoke to the Council about his application, number under the Arts and Education and Underserved Communities Panel that was held on August 27 th. Mr. Adler reported that 2 of the panelists gave scores that were drastically lower that the rest of the panelists, which resulted in an overall score of He also reported that his organization has received grants from the Division of Cultural Affairs every year for the past 15 years, and his organization has always been scored very high by the panel. Two of the panelists gave the organization scores of 37 and 41 which resulted in a nonfundable average score of The average of the 3 other panelists scores was It came to the attention of the Council that the two panelists that voiced nonfundable scores have never served on a panel for the Division of Cultural Affairs before. Rep. Benson noted that these are two extreme cases and it is not normally the preference of the Council to change the results of the panel, as panelists are selected for their integrity and expertise in the field. Ms. Shaughnessy also noted that the Council may only change an applicant score if there is a scoring error or if there is conflict of interest, and that Gablestage does not fall under those circumstances. Sen. Deratany motioned that application (Gablestage, Inc.) with its existing score of 77.57, be included on the list of eligible applications submitted to the Secretary of State for funding consideration, and was seconded by Ms. Townsend. The motion passed. Sen. Deratany also moved that application (Exsultate! Inc.) which received a non-fundable score, but was ranked higher on the list than Gablestage, also be included on the list submitted to the Secretary of State for funding, with Rep. Benson seconding. The motion carried. Page 5 of 10

6 B. Council action on General Program Support and Specific Cultural Projects Lists The applicants from all of the panels were consolidated into two lists: one listing all eligible General Program Support applicants and the other listing all eligible Specific Cultural Projects Program applicants. The lists are arranged in top-down order by score. See Attachments 19 and 20 to view the complete lists. Dr. Orth moved to forward the complete lists to the Secretary of State for review and approval and to be included in the department s Legislative Budget Request. Ms. Shoffner seconded. The motion passed. C Individual Artists Fellowship Panel Reports - The Division conducted 2 Individual Artists Fellowship panel meetings on September 30 and October 1, See Attachments to view the panel reports and fellowship recommendations for each panel meeting. Ms. Satterlee moved to accept both panel reports with Rep. Benson seconding. The motion passed. D. Cultural Facilities Panel Report - The Cultural Facilities Program application review panel met on October 9, 2013 at the Heritage Auditorium of the R. A. Gray Building,, Florida. Panel Chair, Ms. Sandy Shaughnessy called the meeting to order at 1:00 p.m. The Panel reviewed 29 Cultural Facilities Program applications with a total funding request of $10,835,759. The Panel recommended full funding for all 29 of the Cultural Facilities Program applications. The recommended applications were prioritized by score. The prioritized list will be sent to the Secretary of State for approval, and then to the 2014 Legislature for funding consideration. Panelists Comments: Sending the ranked list of all organizations with their funding requests to the Legislature is an important step in helping legislators understand the construction and renovation needs of Florida s cultural community and the economic benefits of the program. The State of Florida should be supporting projects that have private and community support. When writing grants, be careful with punctuation marks and make sure that you do not just have a whole page of print; divide into paragraphs to make it easier for panelists to read. Organizations should contact their legislators and legislative delegations and encourage them to support the Cultural Facilities Program funding request and get your projects in the budget. Public Comments: Organizations that are recommended for funding must contact their legislators and legislative delegations and encourage support for the program. The importance of advocacy was brought up several times. Thanks were given to the Panelists and Staff for their hard work. The Cultural Facilities Application Review meeting was adjourned at 4.49 p.m. A prioritized list of all recommendations projects are as followings: Rank Application Number Applicant Name Proposal Title County Request Amount Total Points Avg Score Taylor County Board of Commissioners Taylor South Florida Science Museum, Inc. Palm Beach $215, $500, Page 6 of 10

7 Titusville Playhouse, Inc. Brevard Tampa Bay Performing Arts Center, Inc. Hillsborough Town of Bascom Jackson Florida Studio Theatre, Inc. Sarasota The Florida Aquarium, Inc. Hillsborough Opera Naples, Inc. Collier Dr. Phillips Center for the Performing Arts, Inc. Orange Naples Botanical Garden, Inc. Collier Performing Arts Center Authority Broward Lowry Park Zoological Society of Tampa, Inc. Hillsborough Friends of the Bass Museum, Inc.Miami-Dade Museum of Discovery and Science, Inc. Broward The Tampa Theatre, Inc. Hillsborough Palm Beach Dramaworks, Inc. Palm Beach Lake Worth Community Redevelopment Agency Palm Beach Little Theatre, Inc. Leon City of Inverness Citrus Flagler Playhouse Inc. Flagler The Miami Woman's Club Miami-Dade City of Pompano Beach Broward Jacksonville Centre of the Arts, Inc. Duval $75, $500, $50, $500, $500, $500, $500, $500, $500, $100, $216, $500, $300, $500, $150, $475, $500, $150, $500, $500, $54, Page 7 of 10

8 City of Sunny Isles Beach Miami-Dade City of Marianna Jackson The Palm Coast Arts Foundation, Inc. Flagler $500, $400, $150, City of Doral Miami-Dade $500, City of Sanford Seminole Town of Bay Harbor Islands Miami-Dade $500, $500, Ms. Townsend moved to forward the list to the Secretary of State for review and approval and then on to the Legislature for funding consideration with Dr. Hubbard seconding. The motion passed. E. Cultural Endowment Priority List - There are now 29 organizations on the Cultural Endowment Program Priority List. All 29 organizations have been designated Cultural Sponsoring Organizations (CSO) and have deposited at least $360,000 in their Cultural Endowment Program fund in fulfillment of program requirements. The following is a list of organizations that have complied with the requirements of the Cultural Endowment Program and are eligible to receive a $240,000 State Matching Share (SMS). The list, in priority order by Compliance Date, will be submitted to the 2014 Florida Legislature for funding consideration. Remaining on Priority List from 2003 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2013) 1. Philharmonic Center for the Arts Collier $240, Museum of Arts and Sciences Volusia $240, Miami Children s Museum Miami-Dade $240, Maxwell C. King Center for the Performing Arts Brevard $240, Boca Raton Museum of Art Palm Beach $240, Pensacola Little Theatre Escambia $240, John Gilmore Riley Center/Museum for African-American History and Culture Leon $240,000 Remaining on Priority List from 2004 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2003) 8. Vero Beach Museum of Art Indian River $240,000 Remaining on Priority List from 2005 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2004) 9. Sarasota Opera Sarasota $240,000 Remaining on Priority List from 2006 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2005) 10. Old School Square Palm Beach $240,000 Remaining on Priority List from 2007 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2006) 11. Friends of Mission San Luis Leon $240,000 Page 8 of 10

9 12. Asolo Theatre Sarasota $240, Jewish Museum of Florida Miami-Dade $240, Orlando Shakespeare Festival Orange $240,000 Remaining on Priority List from 2008 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2007) 15. Friends of the Museums of Florida History Leon $240, Art League of Bonita Springs Lee $240, Emil Maestre Music Association (EMMA) St. Johns $240,000 Remaining on Priority List from 2009 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2008) 18. Raymond F. Kravis Center for the Perf. Arts Palm Beach $240, Boca Raton Historical Society Palm Beach $240, Tampa Bay Performing Arts Center Hillsborough $240, Atlantic Center for the Arts Volusia $240, The Naples Players Collier $240, Museum of Florida Art Volusia $240,000 Remaining on Priority List from 2010 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2009) 24. Museum of Science and Industry Hillsborough $240, Florida Studio Theatre Sarasota $240,000 Remaining on Priority List from 2011 LEGISLATIVE SESSION (APPLICATION DEADLINE JUNE 1, 2010) 26. Norton Museum of Art Palm Beach $240, Bok Tower Gardens Foundation Polk $240,000 NEW REQUESTS -FOR CONSIDERATION BY THE 2013 LEGISLATURE (APPLICATION DEADLINE JUNE 1, 2012) 28. Orlando Museum of Art Orange $240, Pensacola Opera, Inc. Escambia $240,000 TOTAL REQUEST: $6,960,000 Rep. Benson moved to accept the Cultural Endowment Priority list as presented and moved to forward the list to the Secretary of State for approval and then on to the Legislature for funding consideration with Ms. Satterlee seconding. The motion passed. F. Cultural Sponsoring Organization Designation - Recommend that the Department of State designate the following organizations as Cultural Sponsoring Organizations: The Players, Inc. Sarasota County Hollywood Art and Culture Center, Inc. Broward County Cultural Sponsoring Organization (CSO) Designation is an eligibility criterion for the receipt of a $240,000 State Matching Share (SMS). Organizations often use CSO Designation as a tool in fund-raising efforts. When the State Matching Share is awarded and added to the local match of $360,000, a $600,000 endowment principal is created. Interest from the invested principal may be used for the organization's general programming. The Florida Council on Arts and Culture recommends designation only. The Department of State approves the State Matching Share. The next application deadline for a State Matching Share is June 1, Ms. Shoffner moved to approve the two organizations as Cultural Sponsoring Organizations with Ms. Townsend seconding. The motion passed. IX. Open Council Discussion Page 9 of 10

10 Ms. Satterlee asked how the Council should address issues that occur during panel meetings. Ms. Shaughnessy replied that staff is always available for consultation. Most of the matters that could potentially come up are addressed in panel training webinars. In addition, program managers are in contact with the panelists through the entire panel process. Dr. Ruth asked if many of the panelists that serve return the following panel season. Dr. Phillips replied that panelists are eligible to serve for 3 consecutive years. Panelist nominations are made by staff, organizations, constituents, individuals, or themselves. Because all of the panel meetings are now held by teleconference, it allows the Division to involve panelists from other states. Ultimately, the Secretary of State approves the final list of panelists that are scheduled to serve. Sen. Deratany made a motion that Cultural Facilities Grant applicants should have a budget of up to $1 million should be required to have a 1:1 match, as opposed to the 2:1 match that they are currently required to have with Rep. Benson seconding. The motion passed. Ms. Shoffner asked why the Cultural Facilities Grants application threshold score for funding is lower than other programs. Staff responded that initially, all of the programs were set at a threshold of 75, but over the years, the threshold for other programs has been raised to 80. Rep. Benson made a motion that the threshold score for funding in the Cultural Facilities Grant Program be raised to 80, with Ms. Townsend seconding. The motion passed. Mr. Judd suggested that these applications should have a synopsis of the organization and its mission in the first section of the application. Ms. Shaughnessy recommended that applicants should include a cover page with their support materials and suggested that panelists view that information first before looking over the entire application. Dr. Orth requested clarification in the Cultural Facilities application guidelines on allowances regarding planting/landscaping and architectural fees. She would like to see architectural drawings allowed with the construction documents. Ms. Shoffner commented that landscaping does not address the goals of the Cultural Facilities grant program. Staff responded that the State funds should be the last that are added to the project to ensure that these projects are actually completed. Dr. Orth made a motion that architectural services and architectural drawings should be allowed under Expenses in the funding request portion of the Cultural Facilities Grant application. Rep. Benson seconded the motion. After a split vote, the motion passed. Several Council Members voiced that they were disappointed that the Secretary of State and other members of the Office of the Secretary were not able to stop by the Council meeting. Rep. Benson encouraged Council members to attend Art Basel this December in Miami. X. Public Comment Rebecca Hopkins from Florida Studio Theatre thanked the Council for reviewing the Cultural Facilities Grant applications, and for all of their advocacy efforts over the year. She also stated that the funds that are provided by the state are essential for her organization and their ability to provide quality programs to Florida citizens in the Sarasota area. XI. Conclusion With no further public comment, the meeting concluded at 11:32 pm. Robert Judd, Vice Chairman Florida Council on Arts and Culture Kathryn Townsend, Secretary Florida Council on Arts and Culture Sandy Shaughnessy, Director Division of Cultural Affairs Page 10 of 10