November 3, 2023 — Boulder Arts Commission Regular Meeting

Transcript

Captions from City of Boulder YouTube recording.

[0:01] Okay. Welcome to the November third, 2023. Meeting of the Arts Commission. The meeting to order the bang of the gavel. I have a land acknowledgement as we get through the city boulder acknowledges the city, is on the ancestral homelands and unsmoved territory, with indigenous peoples, who have traversed lived in and storeded lands in the Boulder Valley. Since time those indigenous nations include the Apache. a wrap, a help. Cheyenne Comanche panel. Just show me Sue. the city boulder recognizes that those now living and working on these ancestral lands have a responsibility to acknowledge and address the past, and must work to build a more just future. Alright. that move on to approving our agenda for this retreat.

[1:02] Yes, Max, Carl Castillo stopped in. He's here a little earlier than expected. So if it's okay, just to respect his time when he's here, he said, okay, come back about 100'clock. You could sounds good. We'll work that out any other suggested changes to the agenda. right, I think. motion to approve it. Second, all in favor. adding, Jack sounds good, great, and approval of the September 2023 meeting minutes discussion there. Any changes not seeing any. Do you have a motion on it?

[2:00] I'll second it all in favor. Great, great! All who are not obscene. Great. Alright. So we're gonna move swiftly. No, I appreciate. Thank you. We appreciate your service. You're here. Recreation Center, which is celebrating its fiftieth birthday in 1973. The North and South Boulder recreation centers were built with funding from a cigarette at size tax that was approved by both the voters. The idea was that there was one on both sides of town everybody would go for.

[3:02] and they did, which really started the new era for parks and recreation. Prior to that we were running recreation for classes in the Carnegie Library, and wherever we couldn't, that so we're pretty excited to have 50 years of great space for recreation. And just one example of art that happens in our public spaces. Of course, parts enthusiastic for our program. And I think we're gonna be doing that even better in the years to come. The 24 Budget City Council, really exciting projects for the city including 20 million dollars area the largest public space in downtown boulder. 40 million dollars for a major community center and a whole bunch of projects where I am excited to be, do better with Public Garden, our facilities north. It was

[4:10] had a major renovation in 2,001. If you walk in there. There's still some really great examples. Tornado the windscreen that move around the top. All of those were a better iteration. So that's all coming. We partner with studio folder. The Pottery lab is an early recreation facility. When it was retired at a fire station and stage with ownership pottery lab for 40 years and studio arts. Boulder has operated it now for almost over a decade. They they do a great job. have a lot. We have been home to performances at the Fringe Festival. Some of my favorite events ever did any of you go to the dirt performance in the racquetball port for the aquatic performance in the leisure pool. It was amazing. so

[5:01] we've done a lot in the past, and looking forward. What's numbers? And I were just talking about the civic area. That's really gonna be a great opportunity. One of the guiding principles from the 2015 master plan to Pacific area is that it is an arts and cultural hub. And so I'm eager for the engagement. Chris, here is on the executive team for that project. I know that will be consulted throughout. 24 and 25. As we move into planning, then design for the next phase of civic area. Thank you for having us. Yeah, if you you're gonna build this building so special. Me, 18 years ago, I was a manager without full, direct center. It's it is 50 years old, we are saying, how loud is it at the end of its useful life? We're doing everything we can to milk some activity out of it while we can, while we plan for the future question. Do you see the the money that you'll be getting from council in a couple years. Is it possible? I just heard from so many people that

[6:04] the dance groups that we're using? What do we call the civic civic plaza? Next to the tea house, you know. That was like the definition of community, but different kind of dance groups holding public dance like every night of the week, or something different. It was the coolest thing. And now it's just been taken over by zombies. So in terms of activating the space, and perhaps a better community oriented way. Is there any way to get a process in place that's not too egregious for the various groups that want to hold things there? II share that question. We know that positive activity is the very best deterrent negative activity. So I let me just share a little bit about what I see at the planning horizons for this short term 24 and 25. We're going to be in that very, very thoughtful community engagement design process. And so there's not going to be physical infringes.

[7:07] So what are short term things we could do to change the vibe down there, so that feels a little better. I don't know the answer to that question. Chris and I have some conversations. We want the farmers market stay down there about another great activity that happens, and really the dancing. I know there were some conversations and concerns about a dance floor and whatever. But I think that's a question. That maybe we follow up offline on the Cm conversations in 2,018 and 19, we're having. So I mean, I don't know what is global deal for that short term horizon. But we can ask the question. So the medium term horizon is 2627 Broadway.

[8:09] And so we're gonna have to see what does it look like what all is closed? If you remember, when we did phase one of the civic area west of Broadway, there were significant closures. Areas were fenced off. We're gonna need to look at that and figure out, what do we do to the farmers market what all is under construction. And and so that's the middle term. The long term. And the goal of the project is that we have this beautiful public space that is designed for great public activity that easily facilitates community gatherings that has safe and accessible restrooms. so that's that's the long term. And so that's you know, the process is underway. The question is, what do we do in that short term? And II don't have the answer. But we're talking about it to add anything. Yeah, just say, look forward to the engagement part of this process, because

[9:01] great thanks, Chris, thanks, Sally. Yeah. So I mean, not an answer. But for sure you're in the question that we can report back? If not. I don't know. December season, maybe January or February. What are we gonna do for the 24, you know really the peak warm season. Okay, sounds good. I think Matt would. Confirm that I've been bringing this up every single year since I've been on the Arts Commission taking off my Commissioner hat. And you know my role as a volunteer for the top of tranquility. I wanna thank the person Recreation Department thing that's so helpful in the whole process helping us find the view that actually helping us with events to and very important to us. They were a team that had very involved in making the

[10:00] for your involvement and engagement. I didn't do any of that really great people that work for us. I hope you all know. I'm sure you see about public service. I'm glad you're great. Thanks for being here. Awesome. Thank you. All enjoy the space. We're glad you're here. Thank you again for your service. I just wanted to reflect on before you all dive into your work today in thinking about where this community was at

[11:00] and what's going to happen next week? You don't know. We're at a crossroads. We can all have some assumptions about how things are going to go. But we're really at the space of reflection where we have some setting community cultural plan. But a great opportunity to reimagine where we're going when it comes to what this community wants to be in the realm of arts and culture so so proud and partnership, we have this commission and the birth very transformational. And we have a goal range, and there are lots of bits and pieces that are in many ways have us there in some ways, but we have a lot of work to do in other ways. So really looking forward to seeing what comes next, so thankful for the hard work of

[12:02] Matt, Lauren, Brendan, Lisa, the community vitality team, and all the books city that really helped to one stuff. Like all the work of the city yesterday about backflow prevention devices in just really. Thank you all for taking the time thing. And thank you, Krista. we all didn't see a little bit that way. So yes. we depend on a further edition will be moved to there. Part of it. Nice to meet you.

[13:04] Yes. well, right, guys. So while Lauren is coming and monster just things that happened to criteria, to the processoring. And this is a very deliberate and careful process that we put for you every single year to say what can be approved, and how can we do it in the interest of our goals? And so I'm saying, this is just a thank you for bearing with us as we go through these changes. And at this last moment we hope. What you'll see is that the conversation over the last 3 months has been translated into some real actual things, and that's gonna serve with you. Well, next year.

[14:12] And that it would be an easy thing to review, for if it's not. that's okay, we can continue conversations and continue to improve. But we think about it in a good place. So okay, yes, thank you. Everyone. Thank you again for all of your working, for taking a little bit of time out of your retreat time to do some business. It is very appreciated by our community members whose reports you reviewed because it means that they'll be paid into having to wait for so very appreciated. First, the Free Grant report that you received by our Grant software. These are, I'll show you, and then I have language if you would like it. So you can approve all reports, approve individual reports, individual while submitting specific questions.

[15:03] postpone approval, pending any answers to specific questions, and or not approve individual reports and cancel the final 20. So I have language. I'll put these up if you want to discuss them individually, or do you have questions about them individually? Oh, thank you. If you put up the motion language that would be great, and then, is there anybody who would like to pull out a grant report from that? Mary Fernando? Pleasant! Our neighbor. Bring them something unanimous. and I'll open it for anybody who has comments on points.

[16:00] You know. One of the things I was gonna say later in the meeting is. II wish, as as the Arts Commission we could. We could be this one word that I've been really enjoying lately. That's been missing a little bit innovative. And when I when I read these Grant reports, I'm reminded. That's where the innovation typically comes in, because each of those 3 things which is so cool. Mary's thing with the 4 vip. It's just so cool. So I I'm appreciative of the fact that our Grant applicants are coming to us with really innovative projects. So thank you I would share that. I was really struck by the bill.

[17:21] Amazing the fact that they were able to answer how that was maintained. We have an extra funding support such a key value. Thank you. So I agree with innovative. That's good. But just you'll be able to support us.

[18:00] I like that. They brought various communities together. Collaborative. That will lead long on. I think there's a there's a workable moment for the potential for a town down type of collaboration. And and I'd I'd like to see more of an integration of a marketing plan, collaboration, plan, and ideas for self promoting to audiences so that these things that are funded are bringing in more people or the most amount of feedback, whether that

[19:00] opportunity work opportunity for us future applications. We have a hundred 56 grants awarded this year, which actually speaks a lot to the work that you do. Thank you very much. Thank you so much for all of your time and effort and energy that goes into all of that, and building the grip program and making it work so smoothly. But on the same side. We have 156 programs, grantees that we're trying to support over time. Right? We do have a note in our like in the follow up email that they get that says, Hey, congratulations! Here's how you do your report. Be sure to email us and tag us and let you know. Let us know. Send us photos. We can promote your work, and there's a lot going on. I think if you're an appointment or like this is your first kind of good project, so I'm sure that that gets buried. But it is there to say like.

[20:16] And she had this some granting organizations to like grantee highlights, little interviews, and like little blog. This is, we talked about something like that. Other ways that we can show off what we're doing other than just our Instagram social, that kind of thing. So I think she's going to be really helping us like build out because we have so much amazing things happening, so much great content. Part of it is just like finding other men. So

[21:02] yeah, yeah, just hearing clarification. Did you say that the outreach happens when there. No, no. So it happens. Sorry. When I send back the completed documents. It's like, Hey, here's your documents. Money's coming also. Here's how you do your report. Be sure that use our logo and please like let us know, so we can promote your event. So those are the like, but that's I mean, it's a lot like it's a lot of paperwork, a lot of process, right? If your first time anti so I can see how like, is there anything that is possible to automate automated software? But yeah, totally anything to get them. If they send us content, you can use it right? Like all of you. I, many of you have sent me something right, like, yeah. So happening, whatever performances like, that's what we need. Those that kind of prompting for 156 plus all of our company. Yeah, 190 nonprofits, not mentioning artists. And yeah, so

[22:23] so yes, right now. Sorry. Sorry. Ring. Okay. I didn't have a yes. just not only in general. This year I've had the opportunity to see several place that I was and still affected by that big

[23:01] and left. And so I just wanna. I like our small organization and town that are doing work. They're providing safe spaces to have uncovered. I just that was hard, but it was. It's something that he said A. And I saw you can join myself, which I'm not. And there were gender issues that were just like, we're so impactful. So just small cartoons. Be sure that they hear your comments and the comments on the report. Thank you.

[24:06] That's great. Okay, back to business. Where am I done? I hope? Maybe so. we have our cultural guide cycle, blueprint step 4. So this is the last piece in our review of the Grant program and updates to the Grant program. As Matt mentioned, we did make some final edits from your comments at the last meeting with you, also much for your final input. And then. So I have a little summary of the final edits that were made which you would have received in your packet. And then I have language. That's the vote language, because part of what we need to do today is improve the Grant program. But we need to approve the administrative. the administrative approval. So some of the Grants are first come. First serve their lottery style. Right? So it's the Commission giving permission for Staff to approve those as long as they're eligible for for lottery style. Then they're approved through our system right? They're not like you're making judgments on them or and staff certainly aren't making judgments on them. So it's you giving us power to just go forward with all those awards.

[25:14] These final review updates were updates to the leadership pipeline process. So you might have seen that we now have a written response instead of a in person. Interview right? And then you'll discuss at the meeting. So Timeline changed. A few things changed in that application process. But really the remove the interview. Live interview process boulder focus score has returned at 6 points. Now to the community project grants, arts, education grants and hypothetically from the future for general operating support grants. But those are not. For next year. Minor edits to community project arts, education grants, including recommendations on budgeting for overhead. So this is something we talked about. We did some research on best practices and for funding organizations go anywhere from like 10 to 35% of project grants that should be spent on overhead. So we put in some links, put in some language there to say, Please be sure to pay your Rna sufficiently right. The Arts Commission recommends that. This is how much is best practice use for overhead from a project. You know.

[26:21] And then, finally, this is not in the official grant program, but something that was mentioned was working with organizations that have leadership that are hiring lots of volunteers, lots of staff. So we have engaged the Equity Project work overtime this year and next with organizations that were specifically invited to hire a lot of people or use a lot of volunteers invite to larger organizations. We didn't send for profit organizations. And they'll be talking specifically about workplace culture, Hr practices, hiring retention, very specific workshop for those like a series of workshops for those organizations. And also potentially some consulting. If somebody says, You know what I think really like this, but I think we need to do more personal, private consulting. We might be able to pay for like one session, and then they can continue on something like that to get them

[27:14] attack like. So they're they have. Somebody that they know is a good like working with them. Well, like that, they have a good contact with that. They know the content, and then they could build up something more private. If they're really looking for something specific. If you are alright. With that I wanted to just take a moment if it's okay and leaner on something. that there's there's also some tweets we've been doing. Not so much in the criteria or process, but in the communications with our applicants. Once they get a grant that are specifically responsive to the conversation we've been having about the report that provided trouble we had with that.

[28:05] And so I also wanted to point out that correct me if I'm when we reach out to organizations, to say, or to an applicant to say, you have received a grant. We send them instructions, including how to help with marketing and what to do with recording. But we're also going to start to say that they should be careful about their expense, tracking and record keeping, because you reserve the right to audit the budget once they submit it. And the second thing is a recommendation. Oh, well. how do I frame this look better words for this that if they have any leftover funds, so in the grant that they come to us to talk about it.

[29:00] and that the Commission recommends that those funds either be used on that project or be returned. And and I wanted to hear about that is not a requirement, because we feel that that would not serve our purposes is a strong recommendation, that that's the best practice. So I want you to bear that in mind. And if it's okay while we're on the subject, Jordan, I have been speaking here because Georgia had some good information to share at the last meeting, and actually the last previous 2 meetings, and because of the rules of of process and transparency, there wasn't a real way. And Robert's rules of works to allow Georgia to say what's to be said. And so we talked about it. We talked with our attorneys, and what we come to is that it's it's not great for us to not here, this right and that The way that we could open this up is that we need to be clear. We're not questioning the decision. The decision was made. It was, it was all done properly. And we're not going back in time to revisit issues. But what we are doing is improving our ability to do this work.

[30:18] And that's the tone, right? And that's something Georgia has brought up time and again, actually for years, is that one of the things that's so important for us to do is to be provided with tools, to be the best Commissioner, possibly right? And so in that interest. we want to open that floor back up and talk for a moment about George's observations of that process and so maybe that can inform what we do in the future. Yeah, just a question of process for you in Georgia. do you feel like that is something that we should listen to as we consider the changes to this document? Or is this something that that we should put on the changes, and then.

[31:09] you know. 5. In my opinion, I think you could have a conversation. Now II hope what you find is that we're pointing the right direction, and maybe this will, hearing this, will inform not only your confidence in moving this forward, but also later on, in meeting, we talk about what you want to do this year. So that's what I would need in mind. one thing I'll say is that the Arts Commission did not do birth. They have a separate team of people that's different. And and as a person who enlisted also.

[32:08] you know, they were. This is money. you know. It's very specific. I think there's a reason for that, because. you know, money goes towards So I think that I don't know. I think it's important. People receive money spent. If that money was for a program then and reach first there.

[33:06] So I just would. And there was something. Yeah. that I read. That was about. you know, recommending that he spends and 35%. yes, yeah, and so when I did the math. that was $3,500 that might go to something else other than the program. But there was $5,000 that went to Hello. you know. So that you know. there was another Commissioner on the floor who said, You know, it's really important for us to look at these numbers. Taxpayers are relying on this, too.

[34:03] You know, inkeepers at this time. And I when I look at that reports. and then I look at their large organization, and then I look at the report that was also in that same evening from cabouts, which was $3,000 and the number of people children that was reached small organization. So older ballet really grows. First time it was 10 and second time was 14 and third time $10,000 that went to for people and catamounts. $3,000 entire school. They didn't

[35:03] get to complete the programs. We gave back $900, you know. plus I have a few questions. Maybe they're also for our so can you brought really valuable sites, France, I guess my question is. what was our obligation to kind of thoroughly review and scrub the accounting for all these projects in where do we put the bonus back on the books that won the grants to port, that their uses money. qualification. But and then we're using perfectly. We're not always the gatekeepers. That's my question here.

[36:04] and I also would say like. it's a tricky situation, because if I had read the grant from the beginning. and because I'm a dance teacher I could have. It doesn't cost $10,000 for us. otherwise we have. So so moving forward. And again, if there were. and theater project that came across my since I was dance teacher. the theater thing came across. and then I wouldn't have the knowledge to say, oh, doesn't cost. I wonder if there's like something that we could have that? I don't know. Let's say like running one dance class cost about this much production cost about this much that would inform us

[37:07] something. Suppose that when these numbers come across our okay or work. just so that we're more informed. But we're not bookkeepers like some best practices, guidelines line. Item, a text. Yeah. Cause we can't say standard view of that cost. This standard, or something or other will cost this, because it's just that there's not a standard cost for a production sometimes, that you may be donated sometimes, and then you may be renting but I like the idea of you know, putting putting emphasis on line item costs, or if you're looking for $10,000 of support towards something. What is the project going to cost? And what is the line? Item for each?

[38:06] What? What are the line-outs region expenses turned us through the perfect map. Now. yeah. I've made any answer. I may speak words that hopefully, because II don't, because The practice of how to read a budget has been largely just left to finish and that means that the personality of each fish changes. Sometimes we have people eat experience and sometimes struggle right? So that is the other part of it is that like most branch programs. we rely on the organizations to full and to check

[39:05] their information before they submit. because it is on them if they are making mistakes or are right. So there, there's a little bit of the underlying assumption of good intent that we rely on, and this is frankly the first time it's ever come up that that may not have been enough right. Those those 2 things together were not enough to to catch this right? So We took some little steps that I described for next year. But another thing to think about, and this will be work for the term of next year is that we do need to examine grants program in more detail. and talk about the resourcing. And so Lauren and I have already had some brief discussions about maybe proposing some different formats for how we read grants generally, but also very specifically, to the budget

[40:04] of maybe having professional grant. Reader looks through all the budgets who can make comparisons audit if we need to and provide you with a report. Not necessarily. You read the budget, and here's a list of comparables so much as here's a professional budget checked on things that did look good. We communicate with the applicant to, you know, and talked about changes that they may need. You know we can build it a step. Now, what we don't have to get that done is money right to pay someone to network. So what we need to do is over the course of next year, as we talk about all the programs and what we need to do for the future, and possibly with very different circumstances depending on the outcome. The election we need to start out a conversation and need to advise Staff on creating a strategy to get us to the point where. hopefully, by the 2025 cycle. we are creating a new Grant system, possibly very new.

[41:03] that does some of those things and takes the burden off of use that you could focus on what you need to which is what's the best use of the taxpayer dollars project and organization and checking it. That package stuff after that. But so can I just throw in a little little low tech way to help the situation with you and I've had this happen on numerous boards that I've served on is when recruiting for new members. Perhaps one of the qualities they're looking for every so often would be somebody with finance experience that knows spreadsheets backwards and forwards. You know, Jeffrey works to the bank. I don't know if he's a money guy. He's like, I think he's more of a people person. II put just much emphasis on impact and infrastructure of a company based on their

[42:08] their operating budget. Yeah, I'm just saying, I don't assume like, you know, you're a spreadsheet, master, just because you work. But maybe when we're recruiting, that could be one of the things we look for every 5 years. Be sure somebody on the Commission is, you know, great at spreadsheets, and look at stuff and and help inform us. Double commissioners like, you know, this is something we need to watch out for whatever. and the priorities, and your and the proclivities of your earth of your commissions are going to change as people on those change. So. having a grant reader might not provide as much guidance as a changing dynamic of a board doesn't. I mean there will be different. There will be different, II hear, where that might be a good idea, but it also

[43:04] skews what the recommendations are. Well, II think that's really good point. the board members change because we want to understand the change to get back update to the community. And do we need to balance that each of us individually? Yeah, exactly. We set standards. I will say that Commissioner is needed. They had, and then they had a music representative. They had a science representative, so each person that was on the board was a professional in there whatever, so that like. I said we didn't need grants, but we had other things that we wanted to do.

[44:00] But you know, for example, if we had something that says. and you can't say specifically how much it costs to do production. But you can do a ball. You know what, when you're working with 5 actors when you're working 10 about how much it costs, because, like as an instructor, I can tell you. you know. to do 20 classes for studio rental. It's $500. And then if I pay my bill. $40 class for 20 classes, that's $800. So 800, 500 $1,300. So it costs about $13 for that particular organization at that particular bank. Right? Correct. So $10,000. You have this sheet that says

[45:00] proxy great. That's that's way different. Let me have a or you ask questions in the Comments section like, why is that optional? You know? I also heard what you were saying, Georgia. Some push back on the idea. What is incorporated into this document about recommendation of general operating expenses. So perhaps I did a deep dive into my best practices from all of our as many colleagues as I can find, and just for nonprofits in general. So not just nonprofits. There is a really broad range, as I mentioned, and some There's also some like scores for nonprofits. And the way that they score the nonprofit is based on the percentages like whenever they're looking at a grant, they're like, oh, only 10% is given to to

[46:09] overhead, or 35, because some, some granting organizations are thinking, it's important that the organization can keep light on in order to do these programs right? So they put more emphasis on the higher end of the scale. And then there's others that are looking at bigger nonprofits that are looking at lower overhead costs. You're just doing more with or like you have a board. So it sort of depends on. I think I think this is a really really good guide for people. This isn't like. You have to do this, but I think it's a really good way for us to leave behind in the Grant program to show organizations like. Yes, we want you to the person writing this branch. We want you to pay your directors and for your lights. But this is kind of a best practice to look at this range of costs while you're building up your budget because we have said that, like

[47:02] we have said that aside. But this is super direct. It's like, here's overhead Pass. Here's like links to livable wages for artists in this area very specifically right here. But it's other guidelines or kind of recommendations right? And it doesn't say it says the Boulder Commission recommended. It doesn't say you have to do this, or you will be penalized, but it gives also the Commission and the Panelists meetings. the Commission some kind of like frame like you're talking about, right? So if somebody's saying, I mean, it's been 50 or 75% of my grant on overhead. You could say, like, that's not necessarily like a best practice in the nonprofit world. Right? So I do think we start with this next year. I'm really curious to see what I'm gonna hear back about it, what we're gonna hear back about it and if it changes anything, you know I haven't like. I also haven't dug into the budgets enough reviewing them to see what like a general percentage overhead is, frankly. But we're gonna find out. Now we're gonna see? So

[48:00] how to do that. Do you feel comfortable with that? So within the grant that you would be reading to the earth. Education. is it? in your opinion? Is it something that you would like to see more organizations putting in the budget than they are, for example, as part of their application. Oh, yeah, yeah, I would hope that they're including that, because II do think it's just. I mean, all of you have like worked an on proper volunteer. And to think that somebody's there writing a grant that they're not getting paid for that, or you're not hiring. You're not paying your overhead staff. You're not paying your rental space for the rooms like those kind of things that's just impossible. That does not have a world right? So we have to be like understanding. And then that that limit of where we're understanding at least now, is like a little framed right a little bit. There's some guidance, for you have grants for feel like when someone's writing for

[49:01] project of Linux Code Project. Not general awkward. It's certainly worth saying that in the comment section there is a comment section. For in the financial section to say, you know, that you get a general operating support Grant. and and also to there's nuance there which I know you know about this. There's overhead to run program right like. If if it were me, and I saw a grant with one said, part of this funding is going to pay our it tech to keep our computers running. That would be web flag. However, they said, we need a technician to do with digital projection in order to do our performance.

[50:00] And so that's that's the nuance is we're describing in the project grants. It's recommended that your budget that you're submitting with your application is for this project, and 10 to 30% of that can be the overhead needed to get the project done. And I, you know, I believe, paying a director in order to create and mount program and pull together the resources is appropriate. There may be other things that are not, and that's part of the reading is you need to hear from them and ask the questions necessary in reading today. This really to this project. and maybe that has to make sense in your mind. Right? It's part of that's the unfortunately subjective part is need to interpret their description of why they need to be their director. Part of this funding. We're going to get that done. And sometimes I think that's gonna be very legit. And sometimes now we know that's gonna be less clear and needs media clarification. So

[51:04] trying to get in front of that. No. I'm also just wondering. And I appreciate there's bread relating its impact. More kids versus versus 3, you know. So if you're hitting more people. Then you might be more staff. Yeah, to coordinate, yeah, cause really that's what it's great. I mean, you, you could we we could conceivably have a question on like just straight off the bat. In your best judgment, how many people would be effective isn't the right way. But impacted by this front. Is there like a thing where they put in a number? It's in the data that you know. But what are you? I always ask.

[52:09] But is that be an interesting data point? And this reminds me of I went to you by myself. I'm still thinking about it. That was like over a month ago, and I I went to the friend who would not go to later. But I said, Come on. and I met with her last week she was like.

[53:04] I'm still thinking about that thing. I was telling my friends about it. you know. So I just. you know. importance impacts can be cheap as well as well. questions about small numbers. But what they ask and to demonstrate sounds like a question. yeah, yeah, no, it's there's no exact science or formula. So a lot of the stuff we're doing. So sometimes it's just nice to see. At worst case they'll have 10 people show up best case they get a hundred people to show up. That's one data point you can compare now to another grant that's applying. And you see that minimum is going to be 1,200 maximum is 8,000 that that tells you a lot right there

[54:10] 5 weeks, right? That can be the same 50 people or months. When I think this stuff is all very subjective, like, there's how many people are in class versus what if the teachers learn about it? And then how many people in the audience, how how good, how effective was the art! And how many people are now talking about like there are so many different ways to measure that. I don't want to get so myopic that we use opportunities for us to create emerging programs. Yeah. so I think there is some learning that we should do.

[55:15] and that, and a few of these areas, too, that I think are going to be really useful for us. So wait. We need to go to. Well, my question is actually to you just real real quick. What if they didn't judge grants? What did the and Samita's Arts Commission do so well. We met once a month for an hour.

[56:01] Let me just, and we have list things that we had to do. To bring arts in the community. And and the one thing that I remember the most we had to like do present art, and like we had to present music. Events, we had to present a music event that would people would interact. We had to do, you know, a dance event that would inter engage, you'd be, and then do advance that. With that they would just observe like there was a commission was organizing these events programming. Thank you. That's the word out. Were you? Were you

[57:01] working with artists to pick what was going to be performed? Yeah. we have a. and our sensible performance is so. It was the first annual. That is our okay. and aren't event. And so I was in charge of the dance stage. So I had to. I went to all of the dance schools and and speedas, and invited them before. And I said, yes. coordinate the schedule and dancers and music. So technically, it was 1 HA month it was so. That's what we do

[58:05] hire different purchases. using farts. Undergrads will be in moderate observing it. Probably a great session are very strict. I always thought that was great. They introduced artists and other people absolutely. And it's accessible. You can avoid program, too. It's not rocket science. So why not bring our attention to the time? Very important conversation? I think it pulls it into what we had scheduled a little bit later. So I believe it's been there and and I think it's definitely part of the ongoing conversation of what we bring into 2024, and how we, the prison through which we are doing new applications. Now that this is the top of mind that we're looking at

[59:04] budget hangouts and have the capacity to ask for an audit and ask more questions. So I'd like to suggest that we move on, please. And if that's okay. you can either just have it here or talk about it later. So what I'm thinking about is small organizations. As I said before, I'm really seeing small organization and when I look at, you know, large organizations, getting grants, numbers like 10,000 $20,000 a year. small organizations. $3,000!

[60:01] Aye. I'm wondering. I'm wondering if we can bridge the gap a little, especially if we're gonna be having even more money. So that's not an organization that can be. This is a conversation that we can very easily pull the into the approval of the budget for how the Grant money is getting split between large and small for general operating. Oh, that would be for 2025. So you have to say.

[61:01] But what's that amount of such a large organization percentage compared to their operating budget? And how many people, and what is the infrastructure? That entire organization within the city of Bulwark? How many, how many overrides, is that actually paying for the question. You can do that. Thank you. Thank you all so much. I I do wanna say that the community really deeply appreciates that you spend so much time and thought on energy on this, because they see it coming out in the Grant program. And they see it when you're talking about these things that really matter to all of them like I cannot tell you how many times the meeting tells me that they are really appreciative of your time and energy and thoughts that goes into all of this. So thank you. So next, we just have the motion language to approve the budget itself, or to approve the the program, and then the motion language, as I mentioned, to approve the the delegation of some of the grants to staff. And that's not that's making decisions. You're eligible. So but this is the overall approval, we do this at our retreat.

[62:13] it does okay, can you go back one time like is condition can use some time with the equity project to talk about how we review these grants, how far the language we use to continue to educate your skills and how we support. Sure, yeah, I was thinking the same thing. Thank you for bringing that up. And I have no thought on that, too. So great. Yes, thank you. Alright. So we can get a motion. And if we have any initial comments discussion about the specific applications

[63:10] discussion I have one type of for it's on page 20, under the leadership. And it's just between the first and the second sentences. There's just something romantic going on. mentioned in subscription programs. Criteria will consider a number of factors, including but not limited to applicants, identifies number of racial or ethnic commitment to pursuing a career in our leadership period. And then you sense the potential of the applicant. Catalyzed positive changes so that needs to be linked up. Oh, yes. that

[64:02] thank you. Got it. Their discussion and those changes all in favor. Thank you. And then this is the delegation that I mentioned. So these are for the artist hiring incentive, which is lottery style, and then the rest are personal persons. I will start that by saying I would let me delegate sessions for the following brand, category staff, field Trip fund, grant writing assistance fund, professional development scholarships and venue and online event affordability, month discussion on their thank you. Just 2 more sites for me. One is the sponsorship committee you saw, probably explanation about the sponsorship committee in the packet. It is a group that. We have some sponsorship funds, part of our budget for programs that specifically do not do well in the grant program or not permitted by the Grant program right? And some support for business of the arts funding this year. We're helping, like

[65:17] the new Bar district to build an Ava ramp. We, the Grants can't go towards capital construction. So there's some of those like smaller funds. They're very small funds generally. It's like up to $3,000 or something. But we do need we have Bruce. Thank you so much for this committee member this year. But we do prefer to have 2 just to get outside. Input. If anybody wants to volunteer for that, come here, it is literally an email or 2 every couple of months, because there's not a lot of funds in it. It's a very rare kind of thing. Yeah, it's great.

[66:10] Anybody else. It's very minimal. It's extremely minimal. And Lauren's like got all her clocks in a row before she ever even contacts you. She's got this very, very clear and clean, and it's easy to make a decision cannot be funded by the Grant program. So for example, we just did one for the noble art district to help build like an 80 grant to get into their gallery, because capital construction projects cannot be funded by the grant program. So these are like things that are done by the community that they're like, Hey, we need $3,000 for this ramp. They come in very rarely. I think we have funds for 2 or 3 of them next year. I mean, it's like a rare little side thing. But we like to have commission members involved. Just so you like, see what's going on. You think of things that we're not thinking of. We're not approving it as staff people.

[67:13] hey? I'll send an email that says, Staff approve this. What do you think about this? And you have something, you know, crazy like something out of the box. But generally we review it, and if we have decline in the past just ourselves before it even gets to the Commission. It's not relevant. I can read it before, you know. Thank you. Thank you both so much. I promise it will be tied before it's due. And then just last steps for your calendars. We have to grant 22. Now, that's approved. It's gonna go. Our brand new city website. By the way we updated our, we're going to the city's website page. And so, having, like a slope page. So you will see that very soon. 2 grant info sessions. This one is great. I invited, like 8 of my colleagues from the funding world to come and talk about what funds they have available. They each get like 5 min, and they should freak out.

[68:07] You know, Colorado industries like Statewide County, wide city-wide. Anything that people in the city boulder can apply for it'd be really good. We have a big annual now, great and then this one, please for Commissioners. The Grant training will go through the Grant program for upcoming year. We'll talk about the application process. Get some. Just gonna say I'll get some food over there. Bribery food, I know. But and I do need. You don't have to say this right now, but if anybody can. great oh, thank you. So we asked the Commissioner to come and answer questions, but cool. Thank you. Perfect. You sorry, Carl. I think I went over. Okay. So, guys, we're changing the agenda a little bit. We have our guest speaker. Here early. Thank you for that. Angela, it's going to change the timing of our break. If you need to take care of yourself feel free to do that

[69:21] session hostage. It's a yeah is with city man office and his responsibilities. Avoid that. I'm gonna I'm gonna capture this really? Well. Carl, manages our relationships with other governments. State Federal government different others, you know, sort of stakeholders in our lives. Is in charge of the city. Wide partnerships and pulling together different teams of people who partner with other organizations and

[70:08] very critically manages the city council process for identifying, identifying the legislative agenda, which is basically the City Council's advocacy platform. And that's a big deal. And reason why you're asked to join us. Because there's there's a whole process about how city Council goes through that. It does mean that the city municipal government can go to the County state, Federal government and fight for things that are good for our community. And it is also It's a really transparent process that you can get involved with. and I know that's been important, because through, you know, through speaking city Council, through your annual letter to them, they're off. The time comes up things at stake. I just received an email last night that there was a bill on the floor of the House of Representatives to completely cut the funding of the.

[71:03] And then, 3 h later, there's another email saying we are. So there's no chance for Carl away at all. But the point is that there's so much going on and so forth. Community and we do have a mechanism for the community to represent itself. And that's your job, right? Codification of our Council's policy wishes. We are impacted by governmental entities outside of the city. You want to make a positive impact that protect the interest. And so what I working on is help working identification with those policies all codified into a policy statement. and then to navigate forward. And there's obviously

[72:02] mostly work on the legislative front. So state capital is is definitely most what occurs. That's that's where I have the greatest interface with council and staff members. So Bill's been introduced. and I know that there is a policy interest. Will bring it to of that, for example. And I'll say, you know, does this. This is for us this help us if we want to embed it. Engagement at the Federal level. Not not as much, at least traditionally graduate brown agencies to make grants to

[73:08] $500,000 city holder for this project, and it's gonna be a request that was initiated by Senator Bennett, and he's championed it through the appropriations process. So that's earmarks. it is always been that tradition. So so we spend a lot of time doing that. Probably also do do policy advocacy at. especially when there's a unique interest. So, for example. advocating for keeping the Federal map for a small 100 years ago, some of them relocated to Norman Oklahoma. And so those are. That's an example of like, well, we don't speak for the labs going to. So it's it's a reflection of the fact that I have a level. We're obviously gonna have, much less.

[74:02] We do have no momies there. our greatest impact is gonna be because, as far as unique. say. agreement version. Oh, that's that's so. anyway, I did not create a presentation I had, because I was almost first off to understand some discussion. I can. I can say more about how this process works and how it plays out. or we can just conversation and and deal with your your questions and participate in the discussion as as so appropriate. What should we be thinking about that we're not as an Arts Commission. Where what trends are you? Seeing that we should be paying for them?

[75:02] I would, I would open. Thank given your delegation of State reps centers on regional scale. don't know a pathway that's decently sane. But what are your biggest challenges? Politically, politically. process? Wise? Yeah. So you know, from the State legislative delegation would be very fortunate response delegation leadership. Obviously. recently, the Speaker House. whatever Governor so

[76:00] I'm not sure that a response to your question was definitely a good relationship with yeah, we haven't had good afternoon shape. But your question about like, what should we be looking at? I know that the past family hills. It's pretty cool districts pre to play the districts, for example. and I don't know that we got involved. I don't know if there's a board coming home with those ones. Is that similar to what Chris oversees with North Boulder art district and some of the other districts that you oversee, including transit center and that type of stuff.

[77:08] But that is that's part of battle. Yeah, same in steamboat. Welcome to the answer, right. Chris. I don't know. I don't know. I mean III bb, here, let's get up to be here. you Perhaps you can tell me one of the things that stay primarily. And I suppose if there's any battle measures. wow. or or

[78:01] regional issues sort of federal issues again. you know, are, are there things that you wrestled with. Say only the state that this you help by by giving me that feedback. You help a lot of my mind to say, oh. we have efficiency forward that we're destroying ads. So that frankly, I get overloaded. And so where you do that. And I certainly. yeah, it was probably nothing new for any city. We're in the country. That'd be our biggest challenges. I think our needing more money to grant to our organization to harness. So there's the financial part of it. And then, you know, II guess the big thing that we

[79:03] that we try to work with and are figuring it out and trying to do with work is Dei. and dealing with for lack of a better term, like hate, speech against artists and artists that are underserved do art, and then the people that for whatever reason, don't like that they they rebel in whatever way, whether it's facing a poster or protesting outside. You know we have events. Where the Paris? All? Yeah, they they were out at an event I went to last week. It's like, why do they have to be there. What a sad state of affairs! Yeah. And this was just like a pop up, drag Queen show in front of the courthouse on grocery. Coolest thing like 6 different artists coming out and doing performances.

[80:05] and the Paris all patrol had to be there. And you know I even with this some person walking past, shouting homophobic statements to the the person who was performing at the time. and it was so cool to see the Paris all control there, and they didn't react because they knew that would just start a whole thing. They waited, and the crowd kind of dealt with it until they got to move along themselves, but it was. It was comforting in my mind to know that they were there ready to deal with it. From the adults. Flush that Garen.

[81:05] Where does the legislative part of that enter into this whole thing with the arts in terms of free speech? You know there's any number of things I could bring out free speech comes to my first. You know, is there any kind of legislative stuff happening around the arts and expression creative expression, especially when you let off with you know, they're gonna cancel the Nda good book. National Endowment for yours. But understand? Our commissioners get a lot of advocacy emails. Yeah, well, unless they're smart on subscribe. But you know, for instance, Cbca is going to be working on increasing state parts budget because we're 48 in the country funded.

[82:15] and they want to change that. And so if commissioners get an email like that, and they think it's a valuable thing to be considered by you. What? How do you want to hear about that? And then what's your process for council to consider? So yeah, so it was sort of. I imagine that might evolve vitality session. I know that we tend to have support in science. That's the standalone resolution. But currently you all can and are obviously supporting these, plus, as it comes to you.

[83:04] block or council one the city as a whole. Important. Then let's get up with the policy statement that says city supports funding for the arts and particularly, maybe supportive of funding that helps to brick competitors. Let's do this whenever. because, of course, that that is equally important aspect. Yeah, go ahead. I just logistically, what would the process be for that? Us to come up with language? And yeah, so just about. It's too late for that. They will be asked to advise it. So prior to that. Being a

[84:04] you don't have a probably in January. Oh, yes, it's possible oops. By then we can have a Christian example. It's pretty true it's really long, but there's position. This is far different emphasis. During the British. Almost we have one paragraph. Then we have 3 examples of ways go forward. So something along those lines. And it could be or impact that I think I would say that would ask so we could start off with that. But that will be the way to go. Then next time you get.

[85:12] You can say I can. I can reach it independently, or I can just take advantage of the city process, say the city or they will be, or at or they will be and say, this seems to be further into a state position. Can we have a city communication based? And it could just be the city boulders. Was it creators to sign up? What have you? Whatever they find? It is suspended? And basically we should reach out to Senator crucial on this or and the policies that it's gonna be that morning. And the big thing I wanted to think about, though, is.

[86:01] how do we distinguish. For so it sounds like every every environment. I wouldn't. I have to imagine. That's that's central too many. And so I'm already thinking about something that says, Yeah, all cities want money for the arts and distress. Bulgar is the pioneer in this or being this, or has this. So that's that's part of what I believe want to have. It's better than you know, literally. See a suddenness, you know. over it's uniquely so and so, or or it's programs that's designed to deeply impact for some so kind of community, or center of bed. Speak on an issue. And we accepted a letter.

[87:01] They're able to say, my communities, for example, vulgar has the following, that's why, you know, they're finding that has this impact cover of that economic impact. inclusive engagement, whatever it may be. That's perhaps I'm boarding and expecting a policy saving position. But maybe, in addition to that, I'm already thinking about what is that message that we want to say about holders unique role within. Otherwise it's still great to sign on. Say, how can we support you? So I'm not trying to diminish the value of that. But already, if we wanna favorite path just kind of owning the what makes us unique and why? Maybe we survey special voice or special. They haven't talked much. So I just want to get it tabled. Yeah, speaking of that, of course, we're talking about funding for for higher education, ultimately, for for removal of that

[88:05] but but one of the Shakespeare festival, which is next to independent entity that exists on the college campus. You talked about the labs specifically, which you know the city of Boulder they tax themselves, donate that land to create the labs and bring in the economic vitality that that greater? What type of town gown? What type of interactions are you having with the flagship campus of the University of Colorado? Yeah, I'm part of what's that going quarterly basis? so

[89:04] on. The only thing I thought of. if you feel there is going to be discussion at the regional State or Federal public. I don't have an example. All the snapshots and what they do is rapidly interesting. Way. front front, back, basically says, here's what we'll do. There's the gaps that we have of better or better. And then maybe in the back. Here are some things that we would ask you to support, and it's it's an option to get in front of policymakers and say. we know that you get busy in the session when we actually have to build part of you, but anticipation of it once you thinking about business, and we've done that for years facing homelessness, 0 transportation, safety.

[90:01] So what comes across? But that case, that is a tool that at some point actually share that with you. Maybe that's seeing people who are in the world funding, or maybe other policies that we can share that with fun. And that's actually I was gonna ask if if it does help to have. If you're looking at a policy co-sponsors, or you're talking over Chamber or the economy. So for business leaders from living in a vacuum as a Ours commission, same Arts Commission and the boulder chamber. Or this, this group of chambers are are recommending this

[91:06] policy. Snapshot. Yeah, yeah, absolutely that. For example, almost this. we indicated collaborative everyone. all that's others. So that would be the first capture the occasionally this dish does it? Remember, I keep going back. But even he might say, Fred, find us. Who else is important? Plus, you know, a really unique reason. Yeah, no problem.

[92:13] Older special projects with the dance department. I would see you. And it's not like that through them. you know, if I had was which. One of the things I mentioned was that there's kind of targets that we try to influence our TV student council necessarily and try to policies those things can. Can that judge? Basically under almost. And I said, That's fine.

[93:04] It's almost like a poker movie. But legislators used to be. or it is useful university. It's a little more sensitive. so doesn't mean we can't do it. you know. So maybe that's a potential forward. Maybe that's one better focus for council quantity or formally on record basket university to. or is that kind of? Or is there more or something or less formal way to push that? But you won't like. by the way, here.

[94:18] I'd be happy to involve that. It's not gonna be a lost. the portal housing for the team access to venues. You guys should know there's kind of side arm in our community and build a larger venue. Also there's lap explorable menu. and I think, outstanding of education. I think down at the K 12 level K. 12 elements of the A and C,

[95:03] so the education Governor, just okay, I do. Might see that the first time proposals have to end with the gap. That system. Excuse me, 12 should be funded. So it's a huge amount. hope. And that's what this is. One of the priorities. Let me know that we got involved the

[96:22] but it was also great for and portable housing. Elderly. So we are. So it's not targeted for artists. So much is, although it's good challenge. not just we're doing festival Colorado Festival, Colorado, Music Festival. Their biggest cost now suddenly are now the the housing of the artists are coming into well.

[97:19] priests are out of state. And that doesn't mean bargains. Controversial city Council says current councils full support on it. So yeah, I would say, that's that's so. Units of nations. Any ability to funds were urgently you can speak. Thank you for

[98:10] I'm gonna let you You can certainly contact me. If Matt first to integrate comments heard, those are conversations not true. Thank you so much. We have scheduled. We're gonna move the break to. Now, is there any objection anybody need that whole time, or can we take 5 min? Let's do it. Okay, let's do it for the advance.

[99:19] Yes. but I think we don't make it snappy. I don't. thank you, Carl. Thank you. Alright. So just a couple items for public art business. One is just. I will be tracking and updating public art projects budget in the public art implementation plan with help from the budget and planning offices and individual project managers for those specific projects. And I'll report back at a later date.

[100:12] January. I'll try to have. I mean again. It's sort of a hold into a timeline of these projects when budgets are allocated. But these sure that I'm tracking partners and project managers for these public art projects. Some examples. Couple of months ago I presented the change to the Western City campus project with an increased budget and extended timeline at the August Commission meeting. So I've been working with that team to compile her selection panel offers, serve on that so some of the other projects on the horizon are the civic area phase 2 which was mentioned earlier today, and also the Pearl Street Mall refresh, which both have one budgets. Because II think the good perspective on this

[101:04] on what's gonna happen for a couple of years? It's also sort of like. So what we just went through with the Grants program of your opportunity to weigh in on projects criteria. But in particular selection panel members say like what you should be looking for, because use the your recommendation to the city manager to approve the implementation plan as Brendan's first approval to continuum project. So we've got, you know, the steps in mind to kind of get Brenda to that point where he has what he wants you to go out. Talk to your community members of the department start spending any questions about it of verification. Okay. So the one thing I need a vote on is this delegation of authority for the standing selection panel. So think most of you know that the per the public art policy. The standing selection panel is simple to review and approve unique opportunities for public art.

[102:04] This is mainly for temporary experiments and public art projects not permanent. 1% project, obviously, also donations to the public art collection, relocations of public art and the accession of public art. So, for example, that that artistic fightback that was on walnut saving selection panel review, that criteria made a recommendation. And I can also present that. So all I really need today? For for public, our business is this solution still here already to the standards like. Do you have a list of the existing panel? I don't maria serves in the condition. We also have Gabriel Schuller, who is a project manager for the city of Denver. She used to live in Boulder we have Nikki Eways, who's a event specialist and production designer and Stephen Frost is a C professor in the yards. And then Mark be real. Who is, you know, past Commissioner and has really active in our circle. Okay, thank you. Yeah. We're now meeting once a month. Yes, we get updates

[103:10] view. And I see we've been delegate authority for unique opportunities, donations, relocation, family sessions of public arts and students. Segment. Further discussion favor. That's it for me alright now, with the nod from that we had 15 min for free schedule. If is there any objection to just keeping that at 5 min I just continue that. Let's do that, do you? Wanna are we earning the business part of the meeting?

[104:02] We are? Oh, yeah. And then we'll after the break, continue on with our retreat. So as we begin break, I have this sneaky plan. I'm just going to remove the table in place of the couches. Yeah.

[105:03] If I won that person, I won the chamber. Yeah. And so I didn't think it's up. No. but not like one. Yeah.

[106:00] the there's gender level schools. Yeah. yes, that's perfect. planes. Writing them. are we continuing to record. I don't have money on it. the amount of time and photography. Thank you. Yeah.

[107:04] Sponsorship. I mean.