THOUSAND OAKS ALLIANCE FOR THE ARTS REGULAR BOARD MEETING Thursday, January 10, 2019 8:30 A.M. Thousand Oaks Civic Arts Plaza Acorn 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 December 13, 2018 annual Board meeting. 5. BOARD BUSINESS A. SIX MONTH REVIEW July to December 2018 B. BOARD ADMINISTRATION I. Cultural Affairs Commission a. Approve submission of a letter from the Board to the City of Thousand Oaks City Manager resigning from the TOARTS liaison seats on the Cultural Affairs Commission effective January 10, 2019. C. FINANCE I. Monthly financial update. II. Financial investments. a. Ratify the appointment of a new investment advisor effective January 2019. 1
D. PROGRAMMING I. CAP Presents programming a. 25 th Anniversary Gala Concert Update b. FY 2018-19 ticket sales Update 6. BOARD CALENDAR A. Additions or revisions to the calendar. 7. OTHER BUSINESS 8. EXECUTIVE DIRECTOR COMMENTS 9. BOARD MEMBER COMMENTS 10. REVIEW AGENDA FOR NEXT MEETING February 14, 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 ANNUAL BOARD MEETING Thursday, December 13, 2018; 8:00 AM Thousand Oaks Civic Arts Plaza Founders Room 2100 Thousand Oaks Blvd., Thousand Oaks, California AGENDA 1. CALL TO ORDER: Meeting was called to order at 8:01 am in the Founders Room. 2. ROLL CALL: Present Chair Leanne Neilson, Vice-Chair Robert Biery, Treasurer John Bradley, Secretary David Mead and Directors Eloise Cohen, Judith Linton and Janet Scherr. Staff Present: Jaime Boscarino, Patrick Hehir, Barry McComb, Niki Richardson, James RussellField and Jonathan Serret. 3. PUBLIC COMMENTS - None 4. MINUTES Board reviewed the minutes from the November 8, 2018 regular Board meeting. MOTION: Mead made a motion to approve the minutes of the November 8, 2018 TOARTS regular board meeting; seconded by Biery; approved 7-0. 5. BOARD BUSINESS A. BOARD ADMINISTRATION I. Cultural Affairs Commission a. TOARTS liaison positions The Board discussed the Cultural Affairs Commission s ongoing discussion regarding the future focus of the Commission. The Board directed staff to place an item on the January 10, 2019 Board agenda to discuss whether it is appropriate to maintain the TOARTS liaison positions on the Cultural Affairs Commission. b. TOARTS Office Space The Board discussed digitizing the records and legal documents currently stored in the former Alliance for the Arts office. Bradley, Cohen and Scherr volunteered to work with the Development Director to sort through the documents and memorabilia. 3
TOARTS Minutes December 13, 2018 Page 2 B. COMMITTEES I. Ad Hoc Nominating Committee a. Election of Board Directors to fill two vacant seats MOTION: The Ad Hoc Nominating Committee introduced a motion to elect John Bradley and David Mead to serve as Board Directors for a term of three years running from January 1, 2019 to December 31, 2021, subject to ratification by the Thousand Oaks City Council; seconded by Biery; approved 7-0. b. Election of Board Chair and Board Treasurer. MOTION: The Ad Hoc Nominating Committee introduced a motion to elect Leanne Neilson to serve as Board Chair for a term of two years running from January 1, 2019 to December 31, 2020; seconded by Biery; approved 7-0. MOTION: The Ad Hoc Nominating Committee introduced a motion to elect John Bradley to serve as Board Treasurer for a term of two years running from January 1, 2019 to December 31, 2020; seconded by Biery; approved 7-0. II. Advisory Council October 12, 2018 Meeting The Executive Director provided an overview of the Advisory Council s October meeting and reported that the Council discussed the upcoming Civic Arts Plaza s 25th Anniversary activities and reviewed the currenting programming policy for the CAP Presents concert series. III. Ad Hoc Arts Education Committee a. Arts Education Focus Group Executive Director discussed the five arts education initiatives that were adopted by the Arts Focus Group at its meeting in October 2018. Each of the initiatives were assigned to organizations represented at the focus group for implementation over the next two years. TOARTS does not have direct responsibility for any of the approved initiatives. IV. Ad Hoc History Wall Committee The Committee recently held an all-day workshop with an interactive design consultant to work on developing the narrative for the story that will be presented on the BAPAC history wall. V. Ad Hoc Marketing Committee The Executive Director reported that IE Design + Communications has started to interview key stakeholders to gather information in preparation for developing the brand identity strategy for TOARTS. VI. Ad Hoc Theatres Credits Committee The Committee discuss the upcoming grant application timeline for FY 2019-20 and decided to reschedule meetings with the resident companies until January 2019. 4
TOARTS Minutes December 13, 2018 Page 3 C. DEVELOPMENT I. BAPAC 25th Anniversary Events The Executive Director discussed the impact of the Borderline shooting and Woolsey and Hill fires on TOARTS plans to hold a fundraising concert in support of arts education as part of the anniversary activities. TOARTS will still hold a gala dinner and gala concert on October 4 or 11, 2019. II. Development Activities The Development Director discussed the year-end appeal and announced that the annual Producers Club Luncheon will take place on March 12, 2019. D. FINANCE I. Monthly Financial Update The Treasurer reviewed the monthly financial report and discussed the impact of current market conditions on the TOARTS invested funds. A discussion also took place regarding the potential transfer of the TOARTS portfolio of funds to a new money manager. E. PROGRAMMING I. Event Cancellations The Executive Director discussed the cancellations of CAP Presents presentations as a result of the Borderline shooting and the Woolsey and Hill fires. America and National Geographic Live have been rescheduled, but David Crosby was not due to routing issues. The financial impact of the cancellations was minimal. II. Benefit Concerts The Executive Director discussed the upcoming benefit concerts in support of the victims impacted by the Borderline shooting and Woolsey and Hill fires. TOARTS will serve as the promoter of the concerts and together with the City will waive venue fees and donate facility fees. Approximately $2,500 was incurred in advertising expenses for the January 12, 2019 REO Speedwagon concert before it was changed to a benefit concert. MOTION: Mead made a motion to underwrite the advertising expenses for the January 12, 2019 REO Speedwagon concert, not to exceed $2,500; seconded by Biery; approved 6-0. III. FY 2018-19 ticket sales The Board was provided with an update on ticket sales. IV. Review future CAP Presents programming The Board was provided with an update on outstanding artist offers and ongoing discussions regarding additional artists and attractions. 6. BOARD CALENDAR A. Additions to the Calendar The Development Director requested to have the March Producer s Club Luncheon added to the calendar. 7. OTHER BUSINESS None 5
TOARTS Minutes December 13, 2018 Page 4 8. EXECUTIVE DIRECTOR COMMENTS a. The Executive Director announced that the bi-annual report on TOARTS operations and programming will be presented to City Council on February 12, 2019. A draft of the report will be provided to the Board for review prior to submission to the City Council. b. The Executive Director noted that work plan is a fluid document and that the timeline for completion of projects and tasks will be adjusted as appropriate throughout the year. 9. BOARD MEMBER COMMENTS Linton discussed the new California Museum of Art Thousand Oaks new gallery facilities at the Oaks Mall and encourage Board Directors to visit the museum. 10. AGENDA FOR NEXT MEETING A truncated agenda will be prepared for the January 2019 meeting and the meeting will start at 8:30 a.m. instead of 8:00 a.m. 11. ADJOURNMENT The meeting was adjourned at 9:35 a.m. until 8:30 a.m. on Thursday, January 10, 2019 in the Acorn Room. 6
Agenda Item: 6.A. BOARD MEETINGS, EVENTS AND PROJECTS CALENDAR Updated 12/19/18 JANUARY 2019 Performance Grants Committee Interviews with resident companies regarding future funding Wednesday, January 23, 2019 8:00 a.m.; Alliance Conference Room Arts In The Schools National Geographic Live / Bertie Gregoary Friday, January 25, 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 Establish 25th Anniversary Gala Committee. Combine Donor Services into Development Committee. Cultural Affairs Commission liaison report. Approve funding priorities for resident companies and arts organizations. 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. MARCH 2019 Thursday, March 14, 2019 8:00 am; Acorn Room Approve arts education plan for FY 2019-20. 7
TOARTS Board Calendar Page 2 Producers Club Luncheon Tuesday, March 12, 2019 11:30 am; Los Robles Greens 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. Cultural Affairs Commission liaison report. 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. Cultural Affairs Commission liaison report. JULY 2019 Thursday, July 11, 2019 8:00 am; Acorn Room Review of TOARTS activities over previous six months. 8
TOARTS Board Calendar Page 3 AUGUST 2019 Thursday, August 8, 2019 8:00 am; Acorn Room Cultural Affairs Commission liaison report. 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 Cultural Affairs Commission liaison report. 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 9
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 10