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Alexandria Commission for the Arts
Regular Monthly Meeting Meeting Information
Objective: To address Arts Commission business.
Date: 07-25-17 Time: Begin: 7:08 p.m. End: 9:12 p.m.
Location: Activity Room, Lee Center
1108 Jefferson St
Alexandria, VA
Meeting Type: Regular Monthly Meeting
Called by: Matthew Stensrud Note Taker: Cheryl Anne Colton, Regional Program
Director, Office of the Arts
Facilitator: Matthew Stensrud Timekeeper: Matthew Stensrud
Secretary/Minutes Karen Thomas
Attendees: Beth Coast, Susan Cohen, Gayle Converse, Kate Elkins, Tamsin Green, Allison Heck, Allison
Nance, Matthew Stensrud, and Karen Thomas
Absent: Catherine Ahern Barrett, Lisa Baranello, Michael Detomo, Shirley Downs, Susan (Amber) Gordon,
Sara Lavan, and Paige Vondenkamp
Vacancy(s): None
Observers: Joe Franklin, Jr., Sophia Suarez and Rita Schooley, Del Ray Artisans; Kelley Organek, Upcycle
Creative Reuse Center; Miracle Parish, Alexandria Gazette; Fran Underwood, Virginia Bronze;
Theresa Cigan, Eclipse Chamber Orchestra; and Sara Groot, COA, TES/Stormwater Management.
City Staff: Diane Ruggiero, Deputy Director, Cultural Arts, RPCA/Office of the Arts
Cheryl Anne Colton, Regional Program Director, RPCA/Office of the Arts
Brett Johnson, Regional Program Director, Torpedo Factory Arts Center, RPCA/Office of the Arts
Jimena Larson, Public Art Coordinator, RPCA/Office of the Arts
Agenda items Presenter 1. Call to Order: Matthew Stensrud
2. Public Comments: Matthew Stensrud
3. Chair’s Report Matthew Stensrud
4. Approval of Minutes
a. June 20, 2017 Regular Meeting
Matthew Stensrud and Karen Thomas
5. Committee, Taskforce and Liaison Report
a. Advocacy and Outreach
b. Arts Education
c. Grants Committee
i. Motion for Public Hearing Grants
d. Alexandria Arts Alliance
i. Appoint Temporary Designee
e. Waterfront Commission
f. Lake Cook Task Force
i. Motion on Project Memo
Gayle Converse
Beth Coast
Allison Nance
Matthew Stensrud
Susie Cohen
Allison Heck
6. Cost Recovery at Durant Center
a. Update
b. Discussion
Diane Ruggiero
7. Recess
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8. Task Force & Committee Appointments
a. Annual Workplan Task Force
i. Motion to Appoint Community Members
b. Fitzgerald Square Task Force
i. Motion to Appoint Community member
Matthew Stensrud
9. Office of the Arts Staff Report Diane Ruggiero
10. Annual Report
a. Discussion
Matthew Stensrud
11. New Business
a. Motion on August Meeting
12. Good of the order and Announcements
13. Adjournment:
Discussion Summary
1. Call to Order: Mr. Stensrud welcomed everyone and began the meeting at 7:08 p.m.
2. Public Comments: Mr. Stensrud invited people in the audience to introduce themselves to the Arts Commission
members. The following individuals introduced themselves and mentioned what organization they represent: Joe
Franklin, Jr., Sophia Suarez and Rita Schooley, Del Ray Artisans; Kelley Organek, Upcycle Creative Reuse Center;
Miracle Parish, Alexandria Gazette; Fran Underwood, Virginia Bronze; Theresa Cigan, Eclipse Chamber Orchestra;
and Sara Groot, COA, TES/Stormwater Management.
Brett Johnson invited everyone to the upcoming Late Shift program scheduled for August 18 from 7 p.m. until
midnight.
3. Chair’s Report: Mr. Stensrud provided a brief update from the Executive Committee meetings:
Saturday, August 26 the Arts Commission’s Retreat will be held from 10:30 a.m.- 2:30 p.m.
A few icebreakers are planned.
Expected outcomes from the meeting will be Fiscal Year 2018 goals.
Thursday, September 14 will be an Arts Commission Public Hearing, specifically, to discuss the Grants
Committees’ recommended changes for the Fiscal Year 2019 grant cycle, and beyond.
There will not be an August Arts Commission meeting.
There is a Cultural Sensitivity training scheduled for August 16. Two sessions will be offered.
A State of the Arts event will be scheduled in the near future.
4. Approval Minutes
a. June 20 Regular Meeting, Approved by Consent.
5. Committee, Task Force & Liaison Report
a. Advocacy and Outreach: Ms. Gayle Converse reported that the Committee is working with Ms. Allison Nance on
the Fiscal Year 2017 Annual Report. The Arts Commissioners will work with the Mobile Art Lab for the
upcoming Art on the Avenue event.
b. Arts Education: No report.
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c. Grants Committee: Ms. Allison Nance requested that the Arts Commission vote to have a public hearing on
Thursday, September 14 specifically on the grant program. The purposes for the public hearing are:
Receive and discuss Grants Committee recommendations for changes to the Grant Program
Receive feedback from the grantees for the Grant Program
Discuss the aligning of the Grant Program to address the Arts and Culture Master Plan.
MOTION #1, made by Ms. Allison Nance and seconded by Ms. Allison Heck. Approved.
d. Alexandria Arts Alliance: Mr. Stensrud provided an update on Ms. Susan “Amber” Gordon. He mentioned that
she has stepped down as the liaison to the Alexandria Arts Alliance. Ms. Karen Thomas has volunteered to serve
Ms. Gordon’s term as the liaison to the Alexandria Arts Alliance. MOTION #2, Made by Ms. Beth Coast,
seconded by Ms. Nance to appoint Ms. Thomas as the Arts Commission’s liaison to the Alexandria Arts Alliance.
e. Waterfront Commission: No Report.
f. Lake Cook Task Force: Ms. Heck provided an update on the Lake Cook project. ATTACHMENT #1 and #2.
Signage has been placed in area, informing public that public art piece is coming.
Powerpoint presentation shared.
David Hess, Artist for the sculpture piece.
Natural systems project which aligns with the Public Art Implementation plan.
Task Force has worked well together. Sara Groot, COA, TES/Stormwater Management said this has been a
positive experience.
Project budget is $30,000 for pre-implementation, and $60,000 for fabrication.
Anticipated completion is Spring 2018.
MOTION#3, Ms. Heck moved and seconded by Ms. Susie Cohen to approve the Lake Cook project as outlined
in the material.
6. Cost Recovery at Durant Arts Center: Ms. Diane Ruggiero provided background on the Alexandria Recreation,
Parks and Cultural Activities’ Cost Recovery Policy and an update on the implementation of this policy for the
Durant Arts Center. The Fee Schedule was distributed ATTACHMENT #3. The Arts Commission approved the
Durant Arts Center’s implementation of the subsidy to be 80% by City and 20% grantee- Fiscal Year 2015; 40% by
City and 60% by grantees- Fiscal Year 2016; and no subsidy by City 100% by grantee for Fiscal Year 2017. In
actuality, the subsidy by the City has been 80% for Fiscal Year 2015 – Fiscal Year 2017. It is anticipated to have the
City provide a 50% subsidy, grantees to provide 50% for Fiscal Year 2018.
Discussion items:
50% subsidy is still under market value for the use of the Durant Arts Center.
Arlington County Cultural Affairs Office provides office space as part of their grant program.
The RPCA is working to develop a PARKnership agreement with Upcycle Creative Reuse Center to provide
programming at the Durant Arts Center.
7. Recess occurred 8:25 p.m.- 8:38 p.m.
8. Task Force and Committee Appointments:
a. Annual Work Plan Task Force: Ms. Ruggiero distributed the staff memorandum for the Annual Work Plans
ATTACHMENT #4.
Two annual workplans will need to be developed, one for $50,000 the other for $450,000. Ms. Heck currently
serves on the Task Force.
Other members proposed are Stephen Landrum, President/CEO, Alexandria Economic Development Partnership;
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Marta Ali, Architectural Designer; Donna Fowler, resident, former Chair of the Arts Commission; and Elizabeth
Martin, VA Tech Professor. MOTION #4, motion made by Ms. Heck, seconded by Ms. Kate Elkins, approved.
b. Fitzgerald Square Task Force: Ms. Ruggiero provided an overview of the Fitzgerald Square project
ATTACHMENT #5. Currently Ms. Nance and Ms. Cohen serve on this Task Force. Other members proposed are:
Claire Mouledoux, Director of Communications, Visit Alexandria; Emily Klassen, Event Sales and Marketing
Director for Alexandria Restaurant Partners along with Tony Gammon, Deputy Director, Department of Project
Implementation and Jack Browand, Division Chief RPCA Park Planning. MOTION #5, Motion made by Ms.
Cohen, seconded by Ms. Gayle Converse, approved.
9. Office of the Arts Staff Report: Ms. Ruggiero distributed the July Office of the Arts report ATTACHMENT #6.
Highlights include:
Time and Place project is in progress.
Simpson Park project on hold briefly.
Fitzgerald Square, timeline to be developed this summer.
Duke Street Tunnel ATTACHMENT #7. Office of Historic Alexandria will add the unframed art pieces
currently in the Tunnel to their collection.
Art Purchase Award call will be out soon.
Torpedo Factory Art Center’s intercept surveys will be occurring over the summer.
Half of the Community Supported Art shares are sold. The pick-up party is scheduled for Wednesday, September
27.
10. Annual Report: Mr. Stensrud and Ms. Nance mentioned that only three Committees – Arts Education, Advocacy and
Outreach and the Grants Committees – have provided reports. There will be a review of the motions and
memorandums for inclusion of the outcomes in the Annual Report. The following items were recommended to be
included in the annual report:
Impact of the reduced budget to the grant program
Special acknowledgements for the Task Force members
Photographs of Arts Commissioners in action.
Mr. Stensrud mentioned that the Arts Commission members will receive a draft prior to the September meeting and
will approve the Fiscal Year 2017 Annual Report at the September meeting.
11. New Business:
The Executive Committee proposed that the August meeting be cancelled, due to the various summer activities.
MOTION #6 made by Ms. Nance and seconded by Ms. Coast, approved.
12. Good of the order and Announcements: Ms. Nance will be preparing a small package for Ms. Gordon. Please see
Ms. Nance if you want to include your item in the package.
13. Adjournment: Mr. Stensrud mentioned that all items were addressed from the meeting’s agenda, so the meeting
adjourned at 9:12 p.m.
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New Action Items Responsible Due Date 1. No new actions.
Other Notes & Information
ATTACHMENTS:
1.& 2. Lake Cook Project Hand-outs.
3. Recreation, Parks and Recreation Department’s Fee Schedule
4. Staff Memorandum – Annual Work Plans
5. Staff Memorandum for Fitzgerald Square Task Force.
6. Office of the Arts July Division Report
7. Flyer for the Duke Street Tunnel Project.
“PARKING LOT” – Future Discussion/Agenda Items:
03-21-17
Setting goals for Arts Commission to align with the Arts and Culture Plan.
Setting a date for the Arts Commission’s Retreat.
02-21-17
Create a glossary in the Arts and Culture Plan, or in another document that would reference all the other City Plans
where Art, Culture and Public Art are referenced.
09-20-16
Auditorium/Performance Space: First step is to find document created in past on this area and explore history of
Commission involvement to ensure we are not retracing steps.
Fee-Free Parades: Ms. Ruggiero is working with groups like the Scottish Walk so they are fee-free in the future for
City Commissions.
New parking lot issues will be reviewed at the end of each meeting to determine the next steps.
Art and Health Collaboration (i.e. color run partnership with Pacers), Ms. Allison Nance and Ms. Gayle Converse.
Attendance at the Multi-cultural Festival sponsored by RPCA, Ms. Amber Gordon.
Public input and requests for public art, Ms. Amber Gordon.
Could the ACA approach WMATA/Metro to encourage the Transit system to purchase art from local artists? Ms.
Shirley Downs.
An Accessibility Workshop should be scheduled for the Arts Grant Program’s grantees (possible with Imagination
Stage), Ms. Allison Nance.
08-16-16
Making a crosswalk Arts Task Force. 08-16-16, Ms. Shirley Downs
Create a call for “Sidewalk Chalk” Project – Local Artists – one day, might generate a “Good News” story, Mr.
Michael Detomo.
7-19-16
ACA “Budget” do we have $ for event participation, Ms. Gayle Converse.
Field Trips, Ms. Gayle Converse.
7-12-16
Lee Center Kaufman Auditorium/Center, 7-12-16, ACA Special Meeting, Mr. Michael Detomo.
Submitted by: Cheryl Anne Colton Draft Notes Sent to Secretary 09-18-17
Reviewed by: Karen Tomas Draft Minutes Sent to Commissioners 09-18-17
Approved by: Alexandria Commission for the Arts Date: 09-19-17
Alexandria Commission for the Arts
Meeting date: ____07-25-17_______ Meeting Type:_Regular Monthly Meeting_____________________________________Page 1
Motion Tracker
Motion Made By 2nd Vote 1. Agenda Item: #5, Committee, Task Force and Liaison Reports,
item c. Grants Committee
Motion. To hold a public hearing, special meeting on the grants on
Thursday, September 14, 2017, 7 p.m.
Discussion: As noted in the minutes.
Allison Nance Allison Heck Yes – Unanimously
Approved
No –
Abstain –
(9 people voting)
2. Agenda Item: #5, Committee, Task Force and Liaison Reports,
item d. Alexandria Arts Alliance Liaison
Motion. To appoint Ms. Karen Thomas to serve Ms. Gordon’s term as
the liaison to the Alexandria Arts Alliance.
Discussion: As noted in the minutes
Beth Coast Allison Nance Yes – Unanimously
Approved
No –
Abstain –
(9 people voting)
3. Agenda Item #5, Committee, Task Force and Liaison Reports., item f.
Lake Cook Task Force.
Motion. To approve Lake Cook project as outlined in the materials.
Discussion. As noted in minutes.
Allison Heck Susie Cohen Yes – Unanimously
Approved
No –
Abstain –
(9 people voting)
Alexandria Commission for the Arts
Meeting date: ____07-25-17_______ Meeting Type:_Regular Monthly Meeting_____________________________________Page 2
Motion Made By 2nd Vote 4. Agenda Item #8, Task Force and Committee Appointments, a. Annual
Work Plan Task Force
Motion. To approve Stephen Landrum, President/CEO, Alexandria
Economic Development Partnership; Marta Ali, Architectural
Designer; Donna Fowler, resident, former Chair of the Arts
Commission; and Elizabeth Martin, VA Tech Professor and Karen
Thomas as the Arts Commission’s representative.
Discussion. As noted in minutes.
Allison Heck Kate Elkins Yes – Unanimously
Approved
No –
Abstain –
(9 people voting)
5. Agenda Item #8, Task Force and Committee Appointments, b.
Fitzgerald Square.
Motion. To approve Claire Mouledoux, Director of Communications,
Visit Alexandria; Emily Klassen, Event Sales and Marketing Director
for Alexandria Restaurant Partners along with Tony Gammon,
Deputy Director, Department of Project Implementation and Jack
Browand, Division Chief RPCA Park Planning. Discussion. As noted
in minutes.
Discussion. As noted in minutes.
Susie Cohen Gayle Converse Yes – 8
No – 0
Abstain – 1
(9 people voting)
Alexandria Commission for the Arts
Meeting date: ____07-25-17_______ Meeting Type:_Regular Monthly Meeting_____________________________________Page 3
Motion Made By 2nd Vote 6. Agenda Item. #11., New Business.
Motion. To cancel the August Arts Commission meeting.
Discussion. As noted in minutes.
Allison Nance Beth Coast Yes – Unanimously
Approved
No –
Abstain –
(9 people voting)
Alexandria Commission for the Arts
Meeting date: ____07-25-17_______ Meeting Type:_Regular Monthly Meeting_____________________________________Page 4
i. Action Items
Action Item Responsible Due Date Status 1. Dates, agendas and locations for Arts Commission monthly and Committee meetings.
Chair of Arts Commission and Chairs of Committees
Required 3 business days prior to meetings
Ongoing
2. Continue conversations with the Arts Alliance, the Arts Commission and the Office of the Arts as the Fiscal Year 2019 budget is prepared.
Matthew Stensrud and Arts Commission
Ongoing Ongoing
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