[0:06] And Melissa.

[0:25] Kristen, can everybody-

[0:28] I don't know what just happened. It closed down and reopened. I can't hear anybody.

[0:33] Neither can I.

[0:35] How about now?

[0:36] Okay, everything should be back on. I'm sorry. Zoom did something bizarre.

[0:40] It turned off and on like a power cycle.

[0:43] Yeah. Okay.

[0:43] And it should be back on. Please verify you can hear us.

[0:47] We can hear you, but-

[0:48] Yep

[0:49] ... okay.

[0:50] But it's not Daniel. I don't know who you are.

[0:53] I'm the city clerk, Trent Doherty. I'm running the tech.

[0:56] So Daniel-

[0:56] Okay

[0:57] ... if you're speaking again, you're on.

[0:59] Voice of God.

[1:01] Can you all see online? Can you see my spreadsheet that I have up on the screen?

[1:06] Yes.

[1:06] Yep, and can hear you fine now.

[1:09] Okay, great. We're back.

[1:12] Okay. I don't know where we left off before things got cut out, but on the

[1:15] left-hand side, we've got the fiscal years, and then a reminder that our fiscal

[1:19] year is October 1st through September 30th.

[1:23] In the second column, we have our revenue account, and that's where our annual

[1:28] budget is going into, and I've got notes on that.

[1:36] And then we do have our expense column. These are the GL codes that go with it.

[1:43] You don't need to know this backstory, but there's been a couple codes for the

[1:46] expense codes used throughout the last 10 years, so just know this is the most

[1:50] current one, what you'll see in budget and financial reports now on.

[1:56] So that's where you're seeing what you're spending every year on everything.

[2:01] And what you'll see is if you go over your annual expense, then you'll see it being

[2:07] pulled out of your reserves, is basically how it's going.

[2:11] So I'll go year by year on this. And to give you a little bit better idea, let's

[2:15] just start back in 2022 on some of those records.

[2:21] I can show you right now is doing some of the forensic accounting here.

[2:25] I still need to find out what all the expenses were for particularly.

[2:29] I would imagine it was for your percent for art.

[2:32] It was before you would increase the stipend on that.

[2:36] There was a revenue of $230. I don't know,

[2:42] not quite sure why that the budget isn't showing up in that, and that's part of the

[2:45] stuff I want to come back with, a more complete picture after we figure out some of

[2:49] this that was going on before

[2:52] my arrival, and then also our finance director that's currently in the position.

[2:56] But you only had $2,500 in expenses, so once you've net that out with the

[3:02] income, it's 2,270. So there wasn't a lot going on that year, and I'm not sure why.

[3:08] But I will report back on that. So that year's kind of incomplete, but what you're

[3:13] going to start to see it come a little bit more into complete is, we had kind of

[3:18] picked things up, and when I arrived in fall of 2023.

[3:23] So the 2023 fiscal year, which is basically starting in October of

[3:29] '22 and then ending in September of '23, it

[3:35] looks to be like there was about $2,500 in spending as well.

[3:42] When you see that totaled out, it came to $2,534.90.

[3:48] And then you're going to see a big jump in your activity on the spending, and

[3:53] that's more some of the more recent planning and projects we've been knocking out

[3:58] as a commission. So you're seeing that first full year in 2024 fiscal year,

[4:05] when I was working with you, that we had...

[4:09] This is the recreation building garage door art.

[4:13] That was $1,639 that we refurbished.

[4:16] Still trying to track down what this US bank was.

[4:19] It's probably an installation cost of some type.

[4:24] Bob Wiederich, there must have been some other installation he had done at one

[4:28] point for the commission, so I'm tracking down exactly what work that was.

[4:33] But then you had our Art on Fourth installations.

[4:36] You had two new creative crosswalk artists that contributed artwork.

[4:41] So when you look at those expenses totaled for the year, you are over the $10,000

[4:46] budget, $15,742.44. So some funds came out of your reserve to

[4:52] cover that. The one thing I do want to note, again, we talked about needing to do

[4:57] some forensic accounting here. I have the accurate totals of where you're at with

[5:02] your reserve accounts. I'm still working out all the details of the steps that you

[5:08] got there from that 2022 to 2024. So for right now, I'm just blocking that out so

[5:13] we're not giving incorrect information.

[5:16] But I want to bring this back to you with this full picture the next time that we

[5:20] meet.

[5:24] In the 2025 fiscal year, so last year,

[5:30] we had... This was a creative crosswalk, $1,000 for the one

[5:36] new piece of artwork that you did after deciding that we want to just rotate one

[5:40] call for artist, one new piece of artwork per year.

[5:43] You had these two right here are your Art on Fourth installations, and then you've

[5:48] got your down payment for Bob Wiederich's Ascension, $10,000.

[5:55] So that came out to 18,000. So again, the remainder, the overage of

[6:01] 8,000 would've come out of your reserves.

[6:06] And then this was a big year. This was our first year of the increased budget to

[6:11] $35,000, so you're going to see an increase in spending accordingly.

[6:15] And then you also had a big capital expenditure with basically the refurbishment of

[6:21] the Homage to the Limber Pine. So when we go to look at the expenses, you're seeing

[6:26] that installment payment we already talked about for Ascension that we have next

[6:30] year and the year after to finalize that purchase.

[6:34] We have two different payments here for Audio Star Entertainment.

[6:39] That's the sound engineering that for the Town Square concerts that you gave a not

[6:44] to exceed amount of $7,500, and we did meet that $7,500 not to

[6:50] exceed amount.

[6:52] You see here the payment for Jason Middlebrook.

[6:56] That was for half of the refurbishing of Homage to the Limber Pine.

[7:02] So your commitment was $20,000 out of your reserves to do that.

[7:07] That part paid for basically the down payment on that so Jason could get started.

[7:11] Him and his team have already been fabricating materials at their shop in

[7:17] preparation for coming out here to do the actual onsite refurbishing, which is

[7:23] tentatively scheduled for early October.

[7:27] The final payment of refurbishing, the final $20,000 was the portion that you went

[7:32] to city council asking for $20,000 in funding out of their

[7:38] contingency account, which they granted to you. So your portion's already paid.

[7:44] The remaining 20,000 basically will be coming out of a different account.

[7:50] The 8309 Art on Fourth installation supplies, that was for some bolts and

[7:55] other hardware we needed for the Art on Fourth installation.

[8:02] And then you did have

[8:06] your two Art on Fourth stipends. I had a question mark on the second one because

[8:10] didn't know what you wanted to do with the next fiscal year.

[8:14] But it sounds like we're going to try to carry that over into the next.

[8:17] So you would have both of those 3500s now.

[8:21] This hasn't been charged yet because we don't have it installed yet.

[8:25] So this is a projection. These last two, these haven't cleared the bank yet.

[8:30] But I wanted to give you a number of what would actually be if what we planned goes

[8:36] through. So what you see here with those two last future planning ones

[8:41] is a total spending of $41,233.09.

[8:46] So even with that really big down payment for

[8:52] the refurbishing of Jason Middlebrook, you didn't go over your annual budget

[8:58] by that much, so you're not pulling that much honestly out of your reserves.

[9:03] But you did accomplish a lot this year.

[9:06] There was a lot that was undertaken, so

[9:11] So at this point, we do start to get a little bit more clarity on next year what

[9:16] the funds should be.

[9:18] So we know we've got the $35,000 budget again.

[9:21] We know we're not going to get rollover funds from having budget savings from

[9:27] this year because we spent it all and some reserves.

[9:31] So we know that

[9:37] this is your account balance right now for just the general arts commission or

[9:43] not. That's the percent for art fund,

[9:46] $7,732.36.

[9:52] We've expended everything that's in reserves for the annual budget,

[9:58] but you're getting more budget funds coming.

[10:01] So these numbers don't include the $5,000 of potential

[10:06] repairs. So even without that $5,000 of repair funds that you

[10:11] could potentially add onto that, depending if you're going to take on repairs,

[10:15] you're looking at having at your disposal almost $43,000

[10:21] for next year.

[10:25] Questions?

[10:27] Mm-hmm.

[10:30] Thanks for bearing with me on some of the parts we're still trying to figure out.

[10:35] And it's not that we don't have the figures, it's just taking much more time than

[10:40] we would hope to dig through all of the various accounts and put it all together so

[10:45] I can have a complete snapshot, including those early years,

[10:52] 2022, 2023, and how we got to those final numbers on the

[10:57] trust funds at the next meeting.

[11:03] Great. Thank you.

[11:09] Moving on.

[11:13] Agenda item number five is an update on board positions and skill sets.

[11:18] Daniel can say more, but we have two spots open-

[11:23] Yeah

[11:23] ... on this commission.

[11:25] Yeah, I can say where we're at on the staff side, and then you all

[11:31] may want to take this opportunity based on conversations I've had with your chair

[11:36] and vice chair about what skill sets do you want staff to

[11:42] start looking for or other of your fellow commissioners as we're trying to recruit

[11:46] for the additional filling of those two positions.

[11:49] So I have talked with a few interested parties that we're

[11:55] still, again, with the busy event season in summer, we haven't had a lot of

[12:00] opportunity to close the loop and bring in the mayor because he's the one that

[12:03] makes the final recommendation. But my hope is that we can kind of pick up that

[12:09] effort and talk to a few more of these interested parties and have a meet with the

[12:14] mayor and see if there is some interest there.

[12:19] What I'm hoping from you all, because we don't have to, based on the

[12:24] city code, operate with a full nine members. It's just an option to you.

[12:29] So there hasn't been an urgency, but if you want to start thinking about what skill

[12:35] sets of people that we should pursue and maybe potentially reach out to some people

[12:40] that you know, networks and whatnot,

[12:43] we could fill those positions this fall, winter.

[12:46] So open it to you all to discuss what are your priorities as far as the type of

[12:51] background you would like to see in these people.

[12:58] I'm going to turn it to all of you. Chris, Daniel and I just briefly, as he

[13:03] mentioned, talked about what holes do we have.

[13:09] We all represent various skills and is there an area of interest that we don't

[13:15] represent that we might want represented?

[13:20] We certainly have a nice mix of both art backgrounds, education backgrounds,

[13:25] and history backgrounds now. But wanted to see if anyone had

[13:29] any immediate thoughts.

[13:39] I can't think of anything off the top of my head, but how many commissioners are we

[13:43] needing to add?

[13:45] Well, we're allowed to have nine. We currently have seven.

[13:49] So we have two potential open seats. We don't have to have nine.

[13:54] Okay.

[13:55] This commission in its various iterations has gone through feeling small and

[14:01] also

[14:03] big. And right now, we had nine became Arts and Heritage.

[14:09] Now we're seven.

[14:12] There's room,

[14:14] and we can continue going as we are going too.

[14:17] I think there was one conversation we had where we liked the idea of nine simply

[14:22] because of how many people were constantly able to come to the

[14:27] meetings.

[14:28] Mm-hmm.

[14:29] And so at least that mostly secured us having a quorum.

[14:32] Mm-hmm.

[14:39] So what

[14:42] for quorum commission?

[14:48] Sorry you cut out there for a second.

[14:49] Were you asking how many you needed for a quorum?

[14:52] I'm sorry.

[14:54] I'm wondering is a date number absolutely for,

[15:00] or just a

[15:05] Yeah, you're still cutting out quite a bit. We couldn't make out what you said.

[15:11] Actually, what about that.

[15:15] Do you want to type into the chat?

[15:17] Good idea.

[15:24] And what kind of the people that you have talked to, Daniel, who are interested,

[15:28] what are their skill sets?

[15:32] Got one that's a very heavy art,

[15:36] visual art, three-dimensional art background,

[15:40] and then art board management, and then another that

[15:46] would probably be a little bit more on the literary art side, and some

[15:52] history.

[15:56] This can also be something that we all

[16:01] noodle on, and as names-

[16:03] Mm-hmm

[16:04] ... come to mind, we can share them with Daniel. Right?

[16:07] Yep.

[16:07] I also think performing arts, I think we have a lot of visual art representation,

[16:14] but performing arts and music as well.

[16:17] Yeah, it seems like we're strong on visual and strong-ish on performing arts, and I

[16:23] feel like I'm-- Am I the only sort of more history focused person?

[16:28] And Melissa.

[16:30] And Melissa, yeah.

[16:30] I have a

[16:32] history background too.

[16:34] Cool.

[16:36] Okay. Melissa typed her question.

[16:38] So the question is: Is there a base number absolutely needed for a quorum or just

[16:42] based on the number of commissioners in attendance? It's a great question.

[16:46] The way that city code is

[16:50] written currently, you don't have to have a minimum number of members.

[16:55] So you could be running a very small commission, but the way that it's in

[17:01] basically the state statutes is that you have to have over 50% in attendance.

[17:07] So for you guys right now at seven, that means you have to have four in attendance.

[17:12] If you had five members, you would have to have three in attendance.

[17:18] If you had nine members, you would have to have five in attendance.

[17:27] Okay, so that's our homework. Think about it.

[17:30] Mm-hmm.

[17:31] Number six, this is our last item, right?

[17:36] Review progress of citywide art inventory and condition report.

[17:40] Yeah.

[17:40] So I've started on it. I have a way to go because I got a little waylaid in August.

[17:45] I have some photos taken. I'm hoping to get most of them done by next week.

[17:51] And then I picked up this lovely book at the Gold Mine, which I'm going to make

[17:55] copies of. But it has some really great...

[17:59] Because I have my own templates for art appraisal that I've kind of been using, but

[18:03] some of these are a little bit better.

[18:05] They have a sample conservation record for different types of artwork.

[18:11] So I think I'm going to kind of redo these and then send

[18:17] some ideas to the commission to see if this is kind of how we want

[18:23] to

[18:25] Kind of assess and record condition and see if there's anything that's missing that

[18:31] we should do. And I think we should maybe...

[18:35] I'll go into it a little bit more maybe in an email, but just

[18:41] kind of creating inventory, like catalog numbers for each work.

[18:47] Apart just from the artist name and title, I think it can get a little confusing.

[18:52] So if we have some sort of way of creating inventory numbers to

[18:59] better catalog, I think would be useful.

[19:02] How can we support you, Meredith, in this?

[19:07] I think

[19:10] I could probably use some help getting things typed up.

[19:13] If I'm doing just a written condition report, having help getting it typed up into

[19:19] the template would probably be helpful.

[19:21] So maybe that could be something to delegate to different-

[19:25] I've also done art appraisals as well, so I'm happy to assist you with that.

[19:29] Perfect. Thank you.

[19:31] Yeah, I think if you feel like you could train us too, more of us, I think,

[19:37] are willing to go out and do some of the inventory stuff.

[19:40] Do some of it.

[19:41] But we just need to learn how to do it so that we're doing it well.

[19:44] Yeah. Maybe I can throw out some times that would work,

[19:50] hopefully, with several people's schedules, and then I could train a few people and

[19:56] then pass it along, if not everyone can come.

[20:00] But maybe I can throw out some times, maybe after work hours

[20:06] would be good.

[20:07] One thing just to keep in mind, if you want to meet with more than one Arts and

[20:11] Heritage Commission member, if you're gathering at least four of you

[20:17] together-

[20:18] Mm

[20:18] ... we will have to notice it-

[20:20] Okay

[20:20] ... because it has to be noticed and open to the public.

[20:22] Got you.

[20:23] But if you want to do numbers smaller than that, then fine.

[20:25] Okay.

[20:26] Yeah.

[20:27] Good to know.

[20:30] And I did include in the staff report,

[20:34] so prior members had kind of taken this on and created a rough draft, and that's

[20:39] what was attached in your staff packet. I believe it was from 2023-ish.

[20:44] So there is some work that's been done.

[20:47] But there's been additions since that was even undertaken, so.

[20:50] And then I guess another thing we'll have to talk about is

[20:56] how we want to designate or differentiate between what's in the permanent

[21:00] collection and then keeping a historical record of temporary

[21:05] installations, so Art on 4th and then vinyl wraps, which we still want to have a

[21:11] record of but are not considered part of the permanent collection, and how do we

[21:16] catalog those differently? That's worth chewing on.

[21:25] When you're doing those appraisals, are you also doing an evaluation or estimate of

[21:30] value?

[21:31] Yeah. I'm doing evaluation, and there's different ways that you can determine

[21:35] value. So either for insurance, you would use retail replacement value,

[21:41] and then if it's for any tax-related purposes for donation, if someone's donating

[21:45] something, you'd use fair market value, which is usually lower.

[21:49] And then your comparable sales are different avenues at which you determine the

[21:55] value are different, so.

[21:57] It's up to you all ultimately, but just from the staff's perspective, it would be

[22:00] great to have an insurance value to make sure that in our policy, we have

[22:05] everything accounted for appropriately in case of replacement needs.

[22:11] So it's something that I definitely think we could use updating on for our policy.

[22:17] Yeah. Okay.

[22:19] Write that down.

[22:23] I'm curious then,

[22:28] Melissa,

[22:38] can you type your question again?

[22:41] Oh.

[22:41] Sorry. Thank you.

[22:43] It's a wonderful remix version, though.

[22:53] It

[22:57] is.

[23:08] Do we have a city photographer on staff?

[23:12] We don't have a city photographer. Well, I am the city photographer on staff.

[23:16] So I can serve in that role. Yeah. We have a professional camera.

[23:22] I'm not a full-time photographer. I'm a hobbyist photographer.

[23:30] Amazing.

[23:33] It's too long.

[23:34] Too long of a question, it says.

[23:37] We can come back to it if you still have it at our next meeting. Okay.

[23:42] That sounds good, and is an ongoing discussion, but let us know how we can help.

[23:47] Yeah.

[23:47] It's kind of a hard thing to figure out how to delegate, but

[23:56] thank you for taking it on.

[23:58] Yes.

[24:00] Any final thoughts? It's been a long, full start of-

[24:04] Mm

[24:04] ... the year.

[24:10] What are we looking forward to for our next meeting to kind of revisit and

[24:16] maybe hash out?

[24:18] Yeah. Do you have any suggestions?

[24:20] So usually I'll meet with the chair and vice chair before to kind of

[24:26] help build the agenda. If you have any ideas now, you're welcome to give them to me

[24:31] now, or if you'd rather give them to your chair and vice chair leading up to the

[24:35] meeting to help build the agenda.

[24:37] Will

[24:41] any of the maybe projects for the city be further along by our next meeting in

[24:46] terms of-

[24:48] By the next meeting, probably not hashed out enough to-

[24:51] Okay

[24:51] ... have a real discussion on them yet.

[24:55] And then, I think for the next meeting, I have a potential donation of

[25:01] art to the city that I will bring up. But that would be an agenda item.

[25:08] Oh, and where are we at with that horse chest...?

[25:11] I'm just thinking about it as a chess piece for some reason.

[25:14] Yeah, I know which one you're talking... Yeah.

[25:16] Great question. So I did give your chair and vice chair an update on that.

[25:21] So there was a little impatience

[25:23] with the process going on, and it looks like it kind of is off the table

[25:29] at this point. Yep.

[25:35] We hope you agree. That felt like the right decision since we were also slow in the

[25:39] process.

[25:40] Yeah.

[25:43] Okay. Anything last words for today?

[25:48] Mm-mm.

[25:50] Great. We will call this meeting adjourned at 6:43. Thank you all.

[25:55] Thank you.

[25:59] I want to do your thing just for fun.

HPC Video 2 09.08.26

Agenda

Transcript