THOUSAND OAKS ALLIANCE FOR THE ARTS REGULAR BOARD MEETING Thursday, December 13, 2018 8:00 A.M. Thousand Oaks Civic Arts Plaza Founders Room 2100 Thousand Oaks Blvd., Thousand Oaks, California MISSION STATEMENT To advance, support, and present visual and performing arts, cultural events, and arts education at the Bank of America Performing Arts Center. VISION A place where the arts thrive for all. 1. CALL TO ORDER AGENDA 2. ROLL CALL: Chair Leanne Neilson, Vice-Chair Robert Biery, Treasurer John Bradley, Secretary David Mead, Board directors Eloise Cohen, Judy Linton and Janet Scherr. 3. PUBLIC COMMENTS 4. MINUTES A. Approve minutes from the November 8, 2018 regular Board meeting. 5. BOARD BUSINESS A. BOARD ADMINISTRATION I. Cultural Affairs Commission a. TOARTS liaison positions Discussion II. TOARTS Office Space B. COMMITTEES I. Ad Hoc Nominating Committee a. Election of Board members to fill two vacant seats for a term of three years effective January 1, 2019, subject to ratification by City Council. b. Election of Board Chair and Treasurer for two-year terms effective January 1, 2019. II. Advisory Council October 12, 2018 meeting Overview III. Ad Hoc Arts Education Committee a. Arts Education Focus Group Update IV. Ad Hoc History Wall Committee 1
V. Ad Hoc Marketing Committee Update VI. Ad Hoc Theatres Credits Committee Update C. DEVELOPMENT I. BAPAC 25 th anniversary events - Update II. Development Activities Update D. FINANCE I. Monthly financial update. E. PROGRAMMING I. Event cancellations due to Borderline shooting and Woolsey fire Update II. Borderline Shooting and Woosley/Hill Fire Benefit Concerts a. Approve underwriting advertising expenses for January 12-13, 2019 REO Speedwagon benefit concerts. III. CAP Presents programming a. FY 2018-19 ticket sales Update b. CAP Presents programming 6. BOARD CALENDAR A. Additions or revisions to the calendar. 7. OTHER BUSINESS 8. EXECUTIVE DIRECTOR COMMENTS A. City Council January 2019 report on TOARTS programming and operations. B. Review FY 2019-20 work plan. 9. BOARD MEMBER COMMENTS 10. REVIEW AGENDA FOR NEXT MEETING January 10, 2019 at 8:00 a.m. 11. ADJOURNMENT Any public documents provided to a majority of TOARTS Board Directors regarding any item on this agenda will be made available for public inspection at the Cultural Affairs Department Administration Office located at 2100 Thousand Oaks Blvd., Thousand Oaks, California 91362 during normal business hours. In addition, such writing and documents will be posted on the TOARTS website at www.toarts.org. Americans with Disabilities Act (ADA): In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting or other services in conjunction with this meeting, please contact the Cultural Affairs Department at 805-449-2700. Upon request, the agenda and documents in this agenda packet, can be made available in appropriate alternative formats to persons with a disability. Notification at least 48 hours prior to the meeting or time when services are needed will assist City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service. 2
Agenda Item: 4.A. ACTION MINUTES THOUSAND OAKS ALLIANCE FOR THE ARTS REGULAR BOARD MEETING Thursday, November 8, 2018; 8:00 AM Thousand Oaks Civic Arts Plaza Acorn Room 2100 Thousand Oaks Blvd., Thousand Oaks, California AGENDA 1. CALL TO ORDER: Meeting called to order at 8:06 am in the Acorn Room. Vice-Chair Biery asked to begin the meeting with a moment of silence for the victims and their families of the shooting at Borderline. 2. ROLL CALL: Present Vice-Chair Robert Biery, Treasurer John Bradley, Secretary David Mead and Directors Eloise Cohen, Judith Linton, and Janet Scherr; Absent Chair Leanne Neilson. Staff Present: Niki Richardson, James Russell-Field and Jonathan Serret. 3. PUBLIC COMMENTS - None 4. MINUTES Board reviewed the minutes from the October 11, 2018 regular Board meeting. MOTION: Bradley made a motion to approve the minutes of the October 11, 2018 TOARTS regular board meeting; seconded by Mead; approved 6-0. 5. BOARD BUSINESS Vice-Chair, with Board consensus, decided to focus the meeting s agenda on only pertinent topics and those requiring Board Action. A. BOARD ADMINISTRATION I. Cultural Affairs Commission a. TOARTS liaison positions Discussion skipped (Carry to December meeting) II. TOARTS Office Space Discussion skipped (Carry to December meeting) B. COMMITTEES I. Advisory Council October 12, 2018 meeting Overview - No action/discussion taken II. Ad Hoc Arts Education Committee 3
a. Arts Education Focus Group Associate Director provided an overview of the discussion/actions of the Arts Education Focus Group on October 22, 2018. The group identified their Top 5 achievable goals for the upcoming year. III. Ad Hoc History Wall Committee Development Director provided an update on the committee s search to retain a content consultant to help the Committee sort through available materials and develop a storyline for the content on the history wall. Possible consultant(s) have been identified; however, the committee will need to increase the budgeted amount to secure the content developer. a. MOTION Mead made a motion to increase the History Wall Committee s budget from $10,000 to $15,000 to secure an interpretive designer/content developer, seconded by Bradley; approved 6-0. IV. Ad Hoc Marketing Committee Director Linton provided a brief update on the status of the marketing committee from their prior meeting. V. Ad Hoc Theatres Credits Committee Director Bradley provided an update on the status of the Theatres Credits Committee from their previous meeting and their desired process for moving forward. C. DEVELOPMENT I. Development Activities Development Director provided an update on development activities and discussed a revised Donor Services Proposal to bring to the Board at the December Board meeting. The date and location for the Annual Ask Event has been set for 2019: Los Robles Greens on March 12, 2019. II. Angels of the Arts Development Director discussed the Angels of the Arts focus meeting held at Director Scherr s home. The Angels discussed different events on which to focus, with minimal staff support, and ultimately decided that the annual Angels Luncheon table decorating event has too many competing fundraisers. D. FINANCE I. Monthly Financial Update Treasurer reviewed the monthly financial highlights summary and detailed, monthly financial report. E. PROGRAMMING I. Arts Education a. National Geographic Live in the Schools Associate Director provided information on the upcoming educational performance of National Geographic at Conejo Valley High School scheduled for November 9, 2018. Director Scherr asked about how the success of the school performances would be measured; discussion occurred with on engagement and surveys of students. II. CAP Presents programming Associate Director updated the Board on the postponed status of the America concert scheduled for later in the evening on November 8, 2019. Associate Director also reiterated the intention of moving forward with the other events scheduled over the weekend, including: National Geographic Live and David Crosby. a. FY 2019-20 ticket sales updated sales sheet distributed, no discussion b. Artist Offer Discussion was held on an artist offer presented to the Board. The Board indicated that the financial risk of the offer was too high.. Motion Mead made a motion to decline the artist offer and to potentially 4
6. BOARD CALENDAR negotiate for more favorable terms for one performance, seconded by Scherr; approved 6-0. c. 25 th Anniversary Artist Offer for October 2019 Discussion was held regarding a previous offer for an artist to play the 25 th Anniversary of the Civic Arts Plaza; due to scheduling conflicts the artist had decline TOARTS offer. Due to the narrowing window for identifying artists and submitting offers, the Board was asked to authorize the Executive Director to submit an artist offer in excess of $100,000 for the 25 th Anniversary with Board Chair and Treasurer co-signatures. Motion Mead made motion to authorize the Executive Director to submit artist offers, for the 25 th Anniversary in October 2019, up to $250,000 with the cosignatures of the Board-Chair and Treasurer, seconded by Scherr; approved 6-0. A. Additions to the Calendar The Board has requested to add the Development Director s Annual Ask Event to the calendar: March 12, 2019 at Los Robles Greens. 7. OTHER BUSINESS None 8. EXECUTIVE DIRECTOR COMMENTS None 9. BOARD MEMBER COMMENTS None 10. AGENDA FOR NEXT MEETING No items were requested by Directors. 11. ADJOURNMENT Adjourned at 8:53 a.m. until 8:00 a.m. on Thursday, December 13, 2018. Motion Bradley made motion to adjourn, seconded by Mead; approved 6-0. 5
Agenda Item: 6.A. BOARD MEETINGS, EVENTS AND PROJECTS CALENDAR Updated 12/5/18 JANUARY 2019 Thursday, January 10, 2019 8:00 am; Acorn Room Review of TOARTS activities over previous six months. Establish 25th Anniversary Gala Committee. Combine Donor Services into Development Committee. Approve funding priorities for resident companies and arts organizations. Arts In The Schools National Geographic Live / Bertie Gregoary Friday, January 24, 2019 Time and location TBD FEBRUARY 2019 Arts In The Schools National Geographic Live / Mark Synnott Friday, February 8, 2019 Time and location TBD Thursday, February 14, 2019 8:00 am; Acorn Room Advisory Council Meeting Wednesday, February 13, 2019 8:00 am; Founders Room Arts In The Schools National Geographic Live / Kara Cooney Friday, February 22, 2019 Time and location TBD Projects Arts Education Committee meets to establish programming goals for FY 2019-20. 6
TOARTS Board Calendar Page 2 MARCH 2019 Thursday, March 14, 2019 8:00 am; Acorn Room Approve arts education plan for FY 2019-20. Arts In The Schools National Geographic Live / Thomas Peschak Friday, March 15, 2019 Time and location TBD Kids & The Arts Experiential Theater Company s Journey to Oz Tuesday, March 26, 2019 at 10:00 a.m. and 11:30 a.m. Scherr Forum Projects Increase applicant pool and funding for Theatre Grants. Develop 3-year draft development plan. APRIL 2019 Thursday, April 11, 2019 8:00 am; Acorn Room Approve FY 2019-20 development plan. MAY 2019 Thursday, May 9, 2019 8:00 am; Acorn Room Review preliminary draft of FY 2019-20 operating budget. Approve branding/communications plan and budget for FY 2019-20. JUNE 2019 Thursday, June 13, 2019 8:00 am; Acorn Room Approve FY 2019-20 operating budget. JULY 2019 Thursday, July 11, 2019 8:00 am; Acorn Room Review of TOARTS activities over previous six months. 7
TOARTS Board Calendar Page 3 AUGUST 2019 Thursday, August 8, 2019 8:00 am; Acorn Room SEPTEMBER 2019 Thursday, September 12, 2019 8:00 am; Acorn Room Projects Hold annual TOARTS Board planning retreat. OCTOBER 2019 Thursday, October 10, 2019 8:00 am; Acorn Room BAPAC 25TH Anniversary Events Friday, October 11, 2019 TOARTS Gala and headline performance; Kavli Theatre Saturday, October 12, 2019 Resident company performance; Kavli Theatre Sunday, October 13, 2019 Homegrown Concert for Arts Education; Kavli Theatre NOVEMBER 2019 Thursday, November 14, 2019 8:00 am; Acorn Room DECEMBER 2019 Thursday, December 12, 2019 8:00 am; Acorn Room FUTURE PROJECTS Autograph Wall Project a. Approve design concept and contract with consultant. b. Launch fundraising effort to fund the project c. Installation of Autograph Wall August/September 2019 d. Unveil the Autograph Wall October 2019 8
TOARTS Board Calendar Page 4 History Wall Project a. Develop content for placement on the wall. b. Launch fundraising effort to fund the project c. Installation of History Wall August/September 2019 d. Unveil the History Wall October 2019 9
Agenda Item: 8.B. FY 2018-19 ACTION TIMELINE TASK RESPONSIBILITY DEADLINE Approve arts education plan for FY 2018-19 Board Jul 2018 Expand Kids & The Arts program into schools Staff (NR, BM) Fall 2018 Prepare draft funding priorities for RC and arts organizations Committee Nov 2018 C Establish 25 th Anniversary Gala Committee Board, Staff Jan 2019 Combine Donors Services into Development Committee Board Jan 2019 Approve funding priorities for RC and arts organizations Board Jan 2019 Develop arts education plan for FY 2019-20 Committee, Staff Feb 2019 Increase applicant pool and funding for Theatre Grants Board, Staff (NR) Mar 2019 Approve arts education plan for FY 2019-20 Board Mar 2019 Develop draft 3-year development plan Committee Staff Mar 2019 C Board approves FY 2019-20 development plan Board Apr 2019 Develop branding/communications plan Staff (CD, NR, BM) Spring 2019 C Approve branding/communications plan Board May 2019 Prepare draft FY 2019-20 operating Budget Committee, Staff May 2019 Approve draft FY 2019-20 operating Budget Board Jun 2019 Develop BAPAC long-term improvement recommendations Board, Staff TBD Board meets with City regarding TOCAP campus project Board TBD Approve interpretive design for History Wall Board TBD Approve design and fabrication agreement for Autograph Wall Board TBD 10