Minutes Oregon Arts Commission Meeting PNCA Portland, Oregon December 4, 2015 Commissioners Present: Commissioners Absent: Staff Present: Others Present: Julie Vigeland, Chair Libby Tower, Vice Chair Christopher Acebo Avantika Bawa Michael Dalton Larry Fong Josie Mendoza Anne Taylor Alyssa Macy Brian Rogers, Executive Director David Huff, Assistant Director Meagan Atiyeh, Visual Arts Coordinator Kat Bell, Grants & Office Coordinator Deb Vaugh, Arts Education Coordinator Brian Wagner, Community Development Coordinator Carrie Kikel, Communications Manager Riki Saltzman, Oregon Folklife Network Emily West Hartlerode, Oregon Folklife Network Call to order Julie Vigeland called the meeting to order at 8:37 a.m. Remarks from the Chair Great Salon last night, NW Dance Project is a wonderful resource for the community and they were perfect hosts. Review of action items. Review of grant panel dates. Vigeland encouraged Commissioners to select first second and third choice of panels to chair. Review of important dates, and updates from staff. Vigeland shared highlights of NASAA Leadership Summit in Salt Lake City. Consider having conference illustrator and Kelly Barsdate (NASAA) at our Arts Summit. Discussion of recent Oregon Folklife Network event in Salem. Discussion of Building Public Will workshop: funding goal met, Oregon leader nationally, Julie will serve as Chair of the Oregon Pilot group. Report on meeting with Partners in Diversity, with Brian. Vigeland thanked Josie Mendoza for her work on the Nominating Committee. Vigeland thanked Commissioners and staff for participation in recent ad hocs Committees. Vigeland presented a cup award to Avantika Bawa for introducing her to the art gallery community. Vigeland presented a cup award to Larry Fong for his thoughtfulness and perspective he brings to the Commission. Page 1 of 7
Action: Commissioners to send priorities for panel meeting chair service to Kat Bell. Action: Commissioners to send ideas for Arts Summit to Swaim Strategies (cc Huff). Action: Become member of Partners in Diversity (Bell). Minutes Review of the Commission Meeting minutes from October 3, 2015 in Ashland. Approved as emailed and included in the packet. Fellowship recommendations Christopher Acebo acknowledged Meagan Atiyeh for her thorough process and organization. He said it was an extraordinary panel and he enjoyed his role as a panel chair, which enabled him to listen and observe closely. Serving as a non-voting chair allowed him participate in a different and powerful way. Atiyeh directed attention to the full list of applicants, which was provided at the meeting. The panel selected 12 fellows and an alternate. The alternate could become a fellow if the additional funding is approved by the Commission (item 15 on the agenda). Atiyeh said the panel was focused on selecting artists who will continue to be viable in the field. Acebo said the panel also considered geographic diversity. About 60 to 70 percent of the applicants were from Portland. The first round of review was blind; the panelists considered only art, not the artist demographics. Atiyeh said the panel was unanimous in selecting Natalie Ball to receive the Joan Shipley Fellow. Discussion of quality as the leading criteria for the fellowship. Geographic diversity is not a criteria. Michael Dalton asked if we might consider being more aggressive in soliciting quality applicants from outside of Portland in the interest of access, equity and diversity. Avantika Bawa said she is very impressed by the list of recommended artists. Brian Rogers pointed out that the Fellowships are the most competitive program the Commission offers. Motion: Acebo moved that the Commission approved the fellows as recommended, with the 13 th alternate contingent on the approval of mid-year budget approval (Item 15). Tower seconded. Motion passed unanimously. Action: Promotion/awareness of Fellowship Program for next deadline. Partnership with Literary Arts for Literature Fellowships David Huff discussed the various fellowship programs currently in place. There has been consideration of a new fellowship program in partnership with Literary Arts. He and Rogers recently met with Literary Arts staff and discussed the possibility and details of such a partnership. He pointed out that they use out-of-state jurists and have a very transparent and equitable process. Rogers said the partnership would bring a lot of value-added services to the Commission. Mendoza asked why they use out-of-state panelists. Huff said they prefer to have jurors unfamiliar with the applicants, who can approach the process from a blind perspective. Commission staff will monitor the process and panel proceedings. Motion: Mendoza moved that the Commission form a partnership with Literary Arts for a Fellowship program. Taylor seconded. Motion passed unanimously. Page 2 of 7
Action: Develop formal contract and details with Literary Arts to manage Literary Fellowships (Huff). Arts Builds Communities Recommendations and Program Review Commissioner Alyssa Macy served as the chair, was unable to attend this Commission meeting, however she sends her endorsement of these recommendations. Brian Wagner pointed out a great geographic diversity among the Arts Build Communities (ABC) panelists. A few changes were made to streamline the application process in response to recommendations made by last year s panel. There were 52 applications and a budget of $190,000 ($10,000 less than last year). The panel recommends awarding 30 applicants. Dalton asked if economic development was a consideration in awarding the grants. Wagner said many but not all applicants address economic impact. Wagner said the greatest strength of the program is community cultural development. Huff added that the program also inspires community collaboration. Discussion of the intent of the program and ensuring grant guidelines reflect Commission goals for the program. Acebo suggested a focus on collecting stories of grant impact. Motion: Mendoza moved to approve the ABC grants as presented. Bawa seconded. Motion passed unanimously. Action: Continue to collect ABC stories for distribution and promotion of the program. ABC Grant Program Efficacy Wagner presented an overview of the ABC program and impact with supporting data from 1997 to present. The current budget of the program is proportionate to the number of applicants recommended for support. Rogers said there is discussion of raising the maximum grant amount to $10,000. Increasing the request/award amount would necessitate increasing the program budget. Discussion of storytelling resources and strategies including website and social media promotion. Action: Commission to consider increasing the request amount, and subsequent award amount from $7,000 to $10,000 at the March 2016 Commission meeting. Grant Program Funding Reports Huff presented an update on Small Operating Grants. This is the initial year for implementing this program to reach arts organizations with operating budgets under $150,000. 62 grants were awarded in the first round, he anticipates more applicants in the future. He said the staff is pleased with geographic representation among the first grantees of this program. The program will also be evaluated after the second year for Commission s consideration. Discussion of Grantmakers of Oregon and Southwest Washington resources. Deb Vaughn will make sure Commissioners are connected to the resources. Libby Tower asked about the impact on organizations previously funded by Operating Support Grants. Huff said he believes the new program serves them in a more appropriate manner by a very streamlined application and review process. Huff reported on the most recent round of Career Opportunity Grants. Atiyeh and Fong presented an update on the Art Acquisition Funds. Page 3 of 7
Action: Grantmakers of Oregon and Southwest Washington website login and password to be provided to Commissioners. Nomination Committee Report Members: Mendoza Mendoza reported and thanked the Commission on its commitment and investment in leadership opportunities. Mendoza nominated Tower as Chair and Acebo as Vice Chair beginning in January 2016 and continuing until June of 2017. Motion: Mendoza moved that Tower be elected Chair and Acebo be elected Vice Chair. Taylor seconded. Motion passed unanimously. Commissioners expressed their gratitude to Vigeland, who will now devote her part of her time to chairing Oregon s Building Public Will effort. Discussion of a more formal approach to Commission leadership. Vigeland suggested leadership succession be a topic at the March 2016 Commission meeting. Action: Discussion of Commission s officer transition position process and Nominating Committee at March 2016 meeting. Art Learning Rubric Ad Hoc Members: Bawa, Dalton, Taylor, Vaughn, Rogers Vaughn presented a memo outlining adjustments to the Arts Learning guidelines. She thanked Bawa, Dalton and Taylor for their leadership on the ad hoc committee. Changes include a realignment of the grant period to match the school calendar and clarification of the grant s purpose. Action: Vaughn to finalize guidelines and notification to the field about changes. Action: Rogers establish an August Commission meeting to act on Arts Learning Recommendations. Web Site Development Ad Hoc Members: Vigeland, Bawa, Tower, Kikel, Tower, Rogers Bawa reported and shared highlights from the ad hoc discussion regarding website goals, audience, function and technical needs. Discussion of potentially undertaking a rebranding process in conjunction with the website development. Bawa invited Commissioners to share their input on the website s strengths and weaknesses. RFP to be issued in January. Process of developing new site will take about a year. Dalton said he would like to see the website be more accessible technically and incorporate more than one language. Action: Kikel and Rogers to develop website development RFP and follow up meeting with Website Ad Hoc Committee. Governor s Arts Awards Ad Hoc Members: Vigeland, Dalton, Atiyeh, Kikel, Rogers Atiyeh reported the committee met and discussed the awards past and potential future. The committee needs to agree how many recipients, a contractor to produce the event, who is the selection committee, how will it be funded. Format will be the ceremony and then a reception (Arts Salon) the night before the summit. Page 4 of 7
Discussion of budget and possible sponsorships and what physical award objects would be presented to recipients. Dalton said the committee will meet again after the first of the year and present a recommendation to the Commission at its March meeting. Rogers said the recommendation would need to be presented to the Governor s Office as well. Motion: Tower moved that the Governor s Arts Awards be reinstated as outlined. Acebo seconded. Motion passed unanimously. Mendoza asked if there would still be consideration of whether the event should travel with the Summit. Tower said yes. Action: Establish an Ad Hoc meeting in late January to begin to draft a process and program (Rogers) Access, Equity and Inclusion Ad Hoc Members: Acebo, Vigeland, Huff, Rogers Acebo reported there was good discussion about access, equity and inclusion, and the committee agreed the Commission should have a deeper conversation the March meeting and that a facilitator be engaged to lead the conversation, with possible follow up at the July meeting in Klamath Falls. He suggested the Commission establish goals for the process. Carmen Morgan of Los Angeles is a facilitator who has worked with Shakespeare Festival and Portland Center Stage. Acebo said understands the arts and Oregon and would do a good job. Vigeland said she has worked with Morgan at PCS and she is remarkable. Hiring a specialist takes time and money, Acebo said. Vigeland said she thinks there is a chance the Commission could receive Foundation support for the work. Mendoza suggested that the office and the Commission should both reflect our commitment to diversity. Huff said the strategic plan calls for us to agree a definition by year two. Action: Acebo to contact Carman Morgan to consider date and facilitation. Grants (Operating Support) Ad Hoc Members: Vigeland, Bawa, Dalton, Tower, Huff, Wagner, Rogers The committee agreed to move away from a review process based on organization size and to a panel review process based on discipline. Additional staff members will participate in managing the application, panel and grant process. Dalton suggested that the process be revisited in conjunction with the access, equity and inclusion conversation. Huff said the committee agreed that would serve as a lens through which grant programs are viewed. Rogers said there is more work to do on the guidelines. Huff asked for approval of the basic guidelines. Motion: Dalton moved that the revised guidelines for Arts Learning and Operating Support be approved. Taylor seconded. Motion passed unanimously. Action: Rogers and Huff to finalize details of guidelines. Staff to finalize panel review process and discipline assignments. Page 5 of 7
Oregon Folklife Network Update Rikki Saltzman (Executive Director) thanked the Commission for its generous support. Saltzman and Emily West Hartlerode, (Associate Director) gave an overview of OFN and current projects. Break for lunch Vigeland reconvened the meeting at 12:44 p.m. Budget Review Huff presented the FY16 OAC Budget Mid-Year Report including carry-forward actuals. Staff recommends allocating additional revenue to Small Operating Grants, World of Work contracts, funding the alternate Fellowship and special projects as noted. Motion: Tower moved to approve the budget as revised. Acebo seconded. Motion passed unanimously. Visual Arts Ecology Microsite Atiyeh said the site, a partnership with The Ford Family Foundation, is progressing and currently in comp development. It will look like a project site that will provide an evolving sampling of Oregon s visual arts community. Atiyeh hopes it will present as an online magazine of visual arts in Oregon. The site will connect visitors to the content source organization. Bawa said it s long overdue. Mendoza asked if the site could evolve to cover all disciplines. Atiyeh said that is certainly a possibility. Mendoza suggested it be connected to the Google Cultural Institute. Action: Atiyeh continues to work with website developer, presentation at March Commission meeting. Art Summit Review Huff presented Swaim Strategies wrap-up report, which cites the 2015 Oregon Summit as the most successful ever. Swaim s contract has been extended through 2016, with an option to extend through 2017. Swaim will apply the recommendations in the report to planning for the 2016 event in Corvallis. Commissioners were encouraged to send Summit suggestions directly to Swaim. Huff discussed the process of content development, and that dates for the 2016 and 2017 are actively being sought by Swaim. Action: Commissioners and staff to email ideas about the Arts Summit to Swaim Strategies. Important Dates for Commission Meetings Rogers presented the 2016 meeting schedule. Vaughn said there will need to be a teleconference in August to approve Arts Learning grants. Wagner mentioned that he and Rogers will be scheduling pop-up meetings to convene people in select communities beginning in Astoria before the Commission meeting, and similarly for the July meeting in Klamath Falls. Taylor pointed out that nothing was scheduled in Eastern Oregon for 2016 nor 2017. Discussion about adding an Eastern Oregon meeting in 2017. Action: Rogers to determine if Eastern Oregon can be scheduled in the next two years for a Commission meeting. Page 6 of 7
Commission and Staff Reports Carrie Kikel thanked Christopher Acebo and Alyssa Macy for their involvement in the 50 th Anniversary video project. Rogers announced that NEA Chairman Jane Chu will be in Oregon Jan. 19 and 20. He encouraged Commissioners to donate to the Oregon Cultural Trust. Meeting adjourned at 2:33 p.m. Page 7 of 7