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Home My WebLink AboutSt. Lucie Cultural Alliance - January 15, 2020 MinutesEXECUTIVE COMMITTEE Rebecca Miller, Chair Miller Permitting & Land Development Kathryn Hensley, Chair Elect St. Lucie Public Schools Kathy Post, Treasurer Post Insurance David Moberg, Secretary Indian River State College DIRECTORS Sandra Bogan St Lucie County Environmental Resources Department Dave Bushea Sailfish Brewery Kim Capen Stuart Magazine LIAISONS Charlotte Lombard Bireley Tourism Division, St. Lucie County Mark Satterlee Deputy County Administrator, St. Lucie County Peter J. Tesch, Economic Development Council of St. Lucie d�4, 04��5 fn- /A— The Mission of the St Lucie Cultural Alliance is to better position the arts and cultural sector as a St. Lucie significant contributor to the vibrancy, education in and economic wellbeing of St Lucie County R mr, FRI I BOARD MEETING Wednesday February 19, 2020 (� 2300 Virginia Avenue - Fort Pierce, FL 34982 n►I�l Call to Order Miler Welcome, Introductions & Remarks Public Comment Ck Excused Directors Mob g V Approval of 1 /15/19 Minutes Miller Consent Agenda Miller Nominating Miller Treasurer Report Post Executive Director Report Levine Any Other Business Motion to Adjourn Calendar; February 27, 2020 March 18, 2020 Miller Economic Study Event SLCA Board Meeting St. Lucie Cultural Alliance • 2300 Virginia Avenue - Fort Pierce, FL 34982 772-462-2783 9 www.ArtStLucie.org January 15, 2020 SLCAA Board Meeting Minutes 3:00 pm Present: David Moberg, Neil Levine, Charlotte Bireley, Kathryn Hensley, Kathy Post, Sandra Bogan, Rebecca Miller, Mark Satterlee Guests: Jeanne Johansen, Jaemell Hair, Mike Apap, John Hayes Apologies: Kim Capen, David Bushea Announcement: Mr. Harris, Highwayman grandson and painter spoke about setting up a Fine Art and Sculpture Sale sponsored by multi area arts organizations. Board members and guests contributed suggestions to support the organization of this event: First Annual Treasure Coast Arts Expo featuring the Highway. Mike Apap is also a sponsor to organizing this event. Seeking support of the SLCA in giving publicity and encouraging participation of artists in this event. Suggestions offered by the Board to Mr. Apap included scheduling of this event and sharing available resources. Board offered verbal support to this event. Suggestion was also made to amend sequence of Board agenda for future meetings to place public comment and announcements by Board guests in the beginning of the meetings. Rebecca Miller called the meeting to order. Minutes approved Kathyrn moved and Moberg seconded. Correction to minutes offered by Sandra Bogan. Spelling of Bartz name corrected to the December minutes. Treasurers Report — Motion to approve and second. Approved by Acclamation. Executive Director Neil Levine Report - Communications update —two follow-up interviews to be conducted on January 16 to fill Communication Director position. - Executive Director position. Online job description: to date 40 to 50 applications. - Board volunteers to conduct the ED interviews: David Moberg, Sandra Bogan, Rebecca Miller on the interview panel —SLCA members advisory panel to be included in an undetermined capacity in the ED hiring process. - Meeting for Discussion of Procession of the Species to transition to much larger. Neil will facilitate this meeting. - Information presentation of state of Florida arts environment — what the state legislators are looking seeking. Included a brief review of previous state arts funding. Brief description of Division of Cultural Affairs function. - Economic Impact Study— Board recommended February date for this presentation. Neil recommends that this happen at the end of Feb. Venue is PLS Civic Center. Feb 26/27 are currently reserved in this venue. 4:30 to 7:00. Recommendation to Include participation of EDC. - Dr. Levine suggested presentation of adjusted budget in March contingent upon the schedule of new hires. (ED and Communications Director) Port St. Lucie Botanical Garden Art Show —very positive report of attendance and participation. Neil indicated that the event was also very well organized. Committee meeting scheduled for Art in Public Places —A committee that comes up with a plan that is approved by OUR Board then forwarded to Commission Board for Approval. January 28, 9 —12 - Rebecca Miller will chair the meeting. Continued Board Business Motion to approve policies, handbook, procurement and risk. Moberg motioned to approve. Kathryn Hensley seconded. Approved by acclamation. Mark Satterlee — Discussion of specific landfill work of art... several options... that this objective/artwork would be through the APP process and our Board... or through the county. Discussion about creating Art from garbage. No resolutions or motions to discussion questions. Public Comment: John Hayes: Reported on the county and city Art collections. Much of the art is in poor shape and much of the art work needs to be reappraised. John is doing the evaluation of the city collections. Question of who will be doing the evaluation of the county collections. Much trading back and forth between city and county art collections. Question of who will actually do the repairs. Also about accomplishing a map that shows where all the art is. A geo tag website. Missing plaques for the majority of the city artwork. Rebecca adjourned the meeting. Respectively submitted, David Moberg Our vision is to promote St. Lucie County as a cultural destination, where communities are strengthened through embracing art and culture http://www.artstiucie.org/ St. LUCIE'S DESIGNATED LOCAL ARTS AGENCY - ACTIVITIES REPORT Reporting period: January 2020 Submitted to: St Lucie Cultural Alliance Board of Directors, Mark Satterlee, Deputy County Administrator, From: Neil Levine Interim Executive Director, St Lucie Cultural Alliance, 2300 Virginia Avenue, Fort Pierce, Florida 34982 St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 1 of 14 Wn j�11-c K� Activities Report EXECUTIVESUMMARY 3 ........................................................................................................................................... 4 Stakeholder's Framework;.................................................................................................................................... 5 Aimsand Scope of Work Summarized;................................................................................................................. JANUARYACTIVITIES 6 .............................................................................................................................................. ConveneA Board Fit For Purpose: ..................................................................................................................... 6 6 Partnerships:...................................................................................................................................................... Marketing Venues And Events - Branding: ........................................................................................................ 7 9 Advocacy: ........................................................................................................................................................... 10 Infrastructure: .................................................................................................................................................. 11 LookingForward.............................................................................................................................................. 13 APPENDIX............................................. ............... .......... -........ ......... .................................................................... Appendix 1- summary of goals, activities and status...................................................................................... 13 14 Financials.............................................................................................................................................................. St Lucie Cultural Alliance - MONTHLY ACTIVITIES REPORT - Page 2 of 14 cuIto LI L January Activities Report EXECUTIVE SUMMARY We are now working through the 2nd quarter of this year - transitioning to St Lucie Cultural Alliance as a sustainable designated Local Arts Agency. We received many applications for the Communications Manager position. Through a robust process we selected a successful candidate who, upon acceptance of the position, commenced work early February. We have also received many applications for the Executive Director's position and are using comprehensive scoring rubric to shortlist. This shortlist will go to the appointment panel for review and we will then proceed through an interview process so we can recruit an Executive Director. See; https•//artstlucie orR/wp-content/uploads/2020/01/ExecutiveDirector-Jobinfo.pdf We have been working with Berger, Toombs, Elam, Gaines & Frank, our local firm of accountants, ensuring accurate and timely financial statements and reports, and dealing with State and Federal documentation. We have been profiling the approved budget, consulted with our accountants, and will be beginning variance reporting from February. The work of consolidating a sustainable local arts agency infrastructure is proceeding well. St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 3 of 14 BACKGROUND After two years of capacity building by our sister organization, Brevard Cultural Alliance [BCA], we are embarked upon this third year - which had always been planned as one of transition - the outcome of which will see the County's Designated Local Arts Agency [LAA], St Lucie Cultural Alliance [SLCA], as an autonomous, independent and sustainable LAA. All of our organizational activities continue to be informed by the framework agreed during our early public meetings, and respond directly to the Aims and Scope appendix on the County Agreement. This document provides a report on those activities. Sta eholder's Framework. - The County's Designated LAA's activities respond to the framework agreed by stakeholders during public meetings as; • Be a partnership nexus and robust advocate for the whole sector • Be broadly inclusive and a facilitator • Assist in seeking grants and assist with grant writing • Engage with education in both formal and informal settings • Provide marketing and promotion to publicize artists and events • Create and manage a cohesive arts and culture calendar • Seek broad partnership opportunities St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 4 of 14 tf "11111112 Board Development; Build a functioning, representative and effective Board of Directors to act as ambassadors and ensure good governance and oversight. Partnership; Provide a nexus for partnerships that support the SLCA mission and benefit our partners. Reporting; SLCA will ensure timely reporting to key stakeholders. Branding, We will develop and implement a coherent branded cultural offering to market our cultural venues, events and artists, and assist in increasing attendance and sales. Education; We will work towards ensuring the arts are part of student's educational experiences. Advocacy; We will engage as robust advocates, locally and at State, and will commission local economic contribution studies as a tool for advocacy. Infrastructure; We will transition all financial, website, support, social media, reporting and marketing activities from our consultants [BCA] to SLCA staff and/or locally contracted services. St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 5 of 14 This report follows the Aims and Scope of Work as stated in the Agreement. JANUARY ACTIVITIES Convene A BoardFit For Purpose: Goal, Build a functioning, representative and effective Board of Directors to act as ambassadors and ensure good governance and oversight. The cultural alliance recognizes the need for a Board that's representative of the county. Responding to this need, Chair Rebecca Miller is convening a nominating committee charged with Board recruitment. The Nominating Committee will report back to the Board during their February or March scheduled meeting. Partnerships - Goal, Provide a nexus for partnerships that support the SLCA mission and benefit our partners. One of the ways we benefit both the sector and our mission is by commissioning a local economic contributions study - illustrating contribution to our local economy. To produce the study, an analysis of data from 15 events and organizations was conducted by a Florida Institute of Technology professor of economics. The local economic contribution study was produced, using IMPLAN software, and a rollout for the highlights of this study will take place on; February 271h at the Port St Lucie Civic Center. This will be a networking event for the sector and business and community leaders, as well as elected officials, bringing our constituents and partners together at a significant networking event. As we take this opportunity to illustrate the economic benefits delivered by the arts and cultural sector our members will have the opportunity to explore new partnership opportunities with the attending community and business leaders. https•//artstlucie org/event/economic-contribution-of-the-art-and-cultural-sector St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 6 of 14 `Sik LA $251 $11 During January we worked up a graphic for the event and had the information and event description uploaded to our website - linked to the graphic to email/blast. 3241 During this period we also had the pleasure of assisting the County's Environmental Resources Department as they explored pathways to build the Procession of the Species to an anchor for a large-scale multi -day event that would draw more residents and be a compelling attraction for visitors. It's envisaged this would be a target outcome for 2025. The meeting's takeaways were; there will be a 'core group' convened to analyze the many and various suggestions as to what would constitute this large scale event, a follow up meeting to gain consensus on the "vision" and then meetings for a wider group of stakeholders. M,� Goal, we will develop and implement a coherent branded cultural offering to market our cultural venues, events and artists, and assist in increasing attendance and sales. We have appointed our new Communications Manager, Dieulanie Claude, and she will commence work on February 101h - enabling us to reinvigorate our communications. Dieulanie will be active on several platforms immediately following her start date. In the interim our communications contractor has maintained services for members - with no charge for her hours nor for the paid boosts. St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 7 of 14 The charts [below] illustrate a website traffic increase of 29% from January to February 2020 and we continue to build Facebook Likes. 1700 1600 1500 v_ 1400 v ao m C- 1300 1200 1100 Website Traffic Dec. 12 -Jan. 8 Jan. 9 - Feb. 12 Website traffic for St. Lucie Cultural Alliance E Facebook Page Likes 724 722 722 n, 720 718 v 716 714 713 4-1 1 1° 712 710 708 Jan. 9 Feb. 12 ii Facebook page likes for St. Lucie Cultural Alliance Future communication objectives and strategies: • Build a strong online presence to engage a wide and diverse virtual audience, including artists, organizations, businesses, sponsors and philanthropists with the use of website optimization, audience -based email marketing and social media marketing (SMM). St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 8 of 14 Communication campaigns will focus on member acquisition and engagement, as well as partnerships, donations, events, and activities. Campaigns will be executed on multiple platforms, counting Google, Facebook, Instagram, Mailchimp, Twitter, and Linkedln, using organic advertising and paid advertising, as needed. Grow partnerships with the local media and organizations by scheduling in -person meetings, attending relevant events, and networking. Communicate membership benefits to current members with transparency and keep an open line of communication through excellent and timely customer service provided over the phone, through emails and in -person meetings, to build robust and trusting relationships We plan to resume sector networking events and capacity building workshops as we reintroduce online services to our members, all of which had previously shown excellent growth, exceeding industry standards. Advocacy: Goal; we will engage as robust advocates, locally and at state, and will commission local economic contribution studies as a tool for advocacy. As reported earlier in this document, sector data has been analyzed and interpreted by IMPLAN software enabling a valid economic contributions study to be produced - and providing a robust tool for advocacy. We are also partnering with Florida Cultural Alliance, the umbrella membership organization for the State's Local Arts Agencies, in advocating for the State Legislators funding of the arts and museum sector. We have been participating on the various teleconferences with other arts leaders, ensuring SLCA is recognized as a participant in this statewide effort. State Funding Update: the proposed funding for Cultural and Museum Grants St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 9 of 14 from the House is recommending Appropriations at 31 % of the Division of Cultural Affairs recommended amount, and the Senate at 29%- and for Culture Builds Florida [where SLCA has a grant request which is recommended/pending] this line has both the House and Senate recommending 100% of the requested appropriations. However, as we write, an issue has just arisen - the Senate have introduced 8 late amendments, totaling $2m, to be taken from the arts and museums appropriations - of which $1.25m has nothing to do with art, museums or culture. It's to be seen how this will be resolved. Infrastructure: Goal, We will transition all financial, website, support, social media, reporting and marketing activities from our consultants [BCA] to SLCA staff and/or locally contracted services. We continue to work closely with Berger, Toombs, Elam, Gaines & Frank, our local firm of accountants, and are fulfilling our State and Federal requirements. Our accountants will work with us to complete the IRS 1990 report required at every year's ending, which is quite complex, and for which they charge $700 [it's in the budget]. However, speaking to BCA's accountants I understood that last years' SLCA IRS990 wasn't submitted. After some research we agreed they would be able to submit an N990 [known as a postcard report] for which they'd charge $150 We have been working with the budget in QuickBooks to profile the adjusted budget [profiling as agreed with the accountants]. This will be uploaded into QuickBooks so we'll be able to report variances. We have written the job descriptions, person specifications, scoring rubric and run adverts for the Executive Director position and currently have a considerable number of applicants - with an excellent shortlist. Our interview panel will commence interviews at the beginning f March and we will report further in next month's activities report. We also convened an Arts in Public Places group to refresh the consultation we'd conducted, last year, and to make any further recommendations before we convene the Advisory Committee as required by the Ordinance. The meeting, St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 10 of 14 Chaired by SLCA Board Chair Miller was well attended and proved an excellent forum for lively debate. We will now move to convene the formal Art in Public Places Program Advisory Committee and request funding for an asset mapping exercise so we can understand what we own, condition reports, current value assumptions and conservator costs for repairs. We will be able to determine the "Annual Plan" as informed by the reports we commission. Looking Forward Our work in transitioning to an autonomous organization continues to be on track and our local arts agency infrastructure is proceeding well. We have begun to appoint and train new staff members. As we write [early February] our new Communications Manager has just begun and is training in areas such as the administration of the suite of online tools and posting on all platforms. We will continue to actively focus on marketing and communications activities to elevate the sector's profile, that of SLCA and, as we proceed, will focus on the online marketplace. During this second quarter we will be exploring options for a Board retreat to look at the planning of the year's three remaining quarters - building a sustainability framework, increasing membership and partnerships, looking at diversifying the funding base, and focusing on cultural destination. Panorama by Mitch Kloorfain State Legislators are in session, and we will continue to participate with arts leaders from throughout the State in actively advocating for the State-wide funding for arts and culture. We will be working to recruit the Executive Director - the panel will review shortlisted candidates at the beginning of March. St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 11 of 14 KNINAVIVAUTROM We are working through the second quarter of our third year transitioning to St Lucie Cultural Alliance as a sustainable designated Local Arts Agency. Our new Communications Manager has commenced work. We are shortlisting for the appointment panels review so we can recruit an Executive Director. We have been working with Berger, Toombs, Elam, Gaines & Frank, our local firm of accountants, ensuring accurate and timely financial statements and reports, and all State and Federal documentation. We have been profiling the approved budget and will be beginning variance reporting from February. The work of consolidating a sustainable local arts agency infrastructure is proceeding well. St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 12 of 14 APPENDIX ------ 4 7 1 2 3 1 2 3 4 5 6 7 8 9 1 C 11 12 13 14 Strategic Goals Status Comments Board Development nominating report Feb Partnerships Reporting restarted Branding New Comms Manager Education TBD Advocacy Infrastructure Overarching Goals Status Comments Establish perception of sustainable LAA New Comms Manager Convene Board of Directors Work towards coherent offer/cultural destination Activities Status Comments Appoint a full time Communications Manager Recruit/appoint a full time Executive Director March interviews Implement an autonomous framework Public meetings to engender trust In organization economics event Deliver broad base marketing campaigns New Comms Manager Deliver networking meetings TBD Deliver capacity building workshops TBD Grant search software's available to members TBD Continue building partnerships M� Engage with SLC public schools TBD Restart the Art In Public Places program Maintain appropriate professional memberships Work to position St Lucie at State level Submit funding grants TBD St Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT - Page 13 of 14 Financials StLucie Cultural Alliance Budget vs. 4otumho:Budget 2O19-20-FY2UP&L October 2019 -January 2020 over % of Actual Budget nsysmus Board Contributions 0.00 0�08 U 0-00% ooBoard contributions at this time Local Grant Income 5/^810.18 5.1.818'19 Q 18H0% Total Grant Income $ 61,010.19 $ 51.018.19 U 180.00% Total Membership fees $ 0.00 $ 8.00 0 nomembership renewals mthis time Networking Events 0.08 0.00 O Workshop 0.08 0.00 O Total Revenue $ 51.838.19 51"010.19 20 18U{4% Gross Profit $ 61.838.19 $ 51^010.19 20 1O0840 -includes $2ofrom auto tags EXPENDITURES Total Advertising &Mktiug $ 350.30 189.00 151 176-03% This includes ,emitmentads Bank Charges &Fees 318.32 333.32 (17) 94-90% Dues Qsubscriptions 310.50 0.00 311 Total Insurance $ 648.00 $ 648.00 O 100�00% Total Legal &Professional $ 0.00 900.00 <eao> 0�0D% Acmunmntsmesnvtyetsuum/ttem Office Supplies &Software $ 2^088.83 $ 1.642.44 446 127.18% Total Taxes &Licenses $ 0.08 V 0.00 U Taxes 'Payroll 2.280.50 2.000.05 210 118.12% Total Wages $ 25,000.01 84.889.00 1 10000% Tota|VVobmdo $ 0.00 $ 0.00 O Total Expenditures % 31,002.58 $ 30.798.81 203 100-66% Net Operating Revenue $ 20^835.83 $ 21,018.:0 (183) 99.13% Net Revenue $ 20'835.83 $ 21,018.38 (183) 89]3% wedee3«e012,2020 Mu11)D*uomr-8-Accrual Basis 0Lucie Cultural Alliance — MONTHLY ACTIVITIES REPORT ' Page 14of14