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2021-09-27 Events & Outreach Subcommittee To develop, advance, and nurture all facets of the arts to enhance the quality of life for Meridian residents and its visitors EVENTS & OUTREACH SUBCOMMITTEE MEETING Meeting Room A, 33 East Broadway Avenue Meridian, Idaho Monday, September 27, 2021 at 5:30 PM All materials presented at public meetings become property of the City of Meridian. Anyone desiring accommodation for disabilities should contact the City Clerk's Office at 208-888-4433 at least 48 hours prior to the public meeting. Agenda VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://teams.microsoft.com/l/meetup- join/19%3ameeting_NjI3YzBlNjUtMjRkYi00NWU3LTkwNjQtNjBhOTQyMzZkYTg1%40thre ad.v2/0?context=%7b%22Tid%22%3a%22b844df29-8272-41a9-9862- 5a8e63e5f93a%22%2c%22Oid%22%3a%2241e2fc1d-e723-4cd9-9cd3- c847775577fe%22%7d ROLL-CALL ATTENDANCE _____ Leslie Mauldin, Chair _____ Thomas Vannucci _____ Maria Tzompa _____ Jenifer Cavaness-Williams _____ Michelle Glaze APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from September 7, 2021 Meeting DISCUSSION ITEMS 2. Recap: Art Week 2021 3. Recap: Concerts on Broadway 2021 4. Follow-up Discussion from August 2021 Meridian Arts Commission Meeting: Roles & Responsibilities NEXT MEETING - October 25, 2021 ADJOURNMENT EVENTS & OUTREACH SUBCOMMITTEE MEETING Meeting Room A, 33 East Broadway Avenue Meridian, Idaho Monday, September 27, 2021 at 5:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://teams.microsoft.com/l/meetup- join/19%3ameeting_NjI3YzBlNjUtMjRkYi00NWU3LTkwNjQtNjBhOTQyMzZkYTg1%40thre ad.v2/0?context=%7b%22Tid%22%3a%22b844df29-8272-41a9-9862- 5a8e63e5f93a%22%2c%22Oid%22%3a%2241e2fc1d-e723-4cd9-9cd3- c847775577fe%22%7d ROLL-CALL ATTENDANCE __x___ Leslie Mauldin, Chair __x___ Thomas Vannucci _____ Maria Tzompa __x___ Jenifer Cavaness-Williams _____ Michelle Glaze APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from September 7, 2021 Meeting J. Cavaness-Williams made motion to approve minutes, seconded by T. Vannucci All ayes DISCUSSION ITEMS 2. Recap: Art Week 2021 A. Belnap recapped the activities held during Art Week: Free art classes- participation via registration was about equal to what it was last year. Those that attended seemed to enjoy and appreciate the activity. One sticky point to figure out next year is how to get people to attend the activity after they have registered. The Angry Easel had full registrations but only 60%-75% attendance rate of those that registered. Same with Dotty Hancock’s dance class. Art Sip- L. Taylor acted as host for the Initial Point Gallery and welcomed about 15 people to see the Gallery. It was great to participate with the Meridian Arts Foundation, we can continue to strengthen that relationship. Community Art Party- an immense success! It is wonderful to partner with Renee from Parks & Rec. She is good at what she does and her knowledge and resources are amazing. It was a little dicey early in the day because of the rain, but it cleared out and it was a lovely evening. About 500+ people attended. Wendy Blickenstaff’s coronavirus maze was interesting and interactive and the artist was pleased. Looking forward to doing something again next year! Art Drop- a little under-attended this year, unsure why? Pandemic? Seems like advertising was similar to previous years. Saturday Art Market- no registrations were received this year, probably because we started marketing late in the game. Still a good idea, just try again next year and start marketing in the spring with CheRee Eveland, the organizer of Main Street Market. Chalk Art Competition- we had 13 participants, 5 children, 5 youth, and 3 adults. 3 of which submissions were virtual. It was a beautiful morning, couldn’t have been more perfect weather. The participants were pleased, there were many passersby who stopped by on their way to breakfast. An excellent success. L. Mauldin commented on the success of cross-pollinating efforts with other organizations, especially the Community Art Party. T. Vannucci wondered if we could grow the free art classes, perhaps holding them quarterly in an effort to increase participation through repetition and continuity. 3. Recap: Concerts on Broadway 2021 L. Mauldin gave the Subcommittee the background information on the Concerts on Broadway series, including how the concert series has most been affected by the pandemic and the rescheduling of groups. She also discussed the high quality of performers we have had this year including Cecilia Violetta Lopez from Opera Idaho. She also suggested that in order to maintain higher quality performances, we need to plan now for 2022. L. Mauldin stated she believed that advertising is the weakest link and suggested doing a radio package next year. T. Vannucci stated that having a multi-cultural night was a great AIM objective and it seemed well received by the public. It was a great example of the union of purposes, blending AIM and the concert series. 4. Follow-up Discussion from August 2021 Meridian Arts Commission Meeting: Roles & Responsibilities L. Mauldin requested that this agenda item be pushed to another meeting time due to a previous engagement she needed to leave for. A. Belnap will reach out to schedule a new meeting before the October Arts Commission meeting. NEXT MEETING - October 25, 2021 ADJOURNMENT T. Vannucci made motion to adjourn, seconded by J. Cavaness-Williams All ayes To develop, advance, and nurture all facets of the arts to enhance the quality of life for Meridian residents and its visitors EVENTS & OUTREACH SUBCOMMITTEE MEETING Meeting Room A, 33 East Broadway Avenue Meridian, Idaho Monday, September 27, 2021 at 5:30 PM All materials presented at public meetings become property of the City of Meridian. Anyone desiring accommodation for disabilities should contact the City Clerk's Office at 208-888-4433 at least 48 hours prior to the public meeting. Agenda VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://teams.microsoft.com/l/meetup- join/19%3ameeting_NjI3YzBlNjUtMjRkYi00NWU3LTkwNjQtNjBhOTQyMzZkYTg1%40thre ad.v2/0?context=%7b%22Tid%22%3a%22b844df29-8272-41a9-9862- 5a8e63e5f93a%22%2c%22Oid%22%3a%2241e2fc1d-e723-4cd9-9cd3- c847775577fe%22%7d ROLL-CALL ATTENDANCE _____ Leslie Mauldin, Chair _____ Thomas Vannucci _____ Maria Tzompa _____ Jenifer Cavaness-Williams _____ Michelle Glaze APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from September 7, 2021 Meeting DISCUSSION ITEMS 2. Recap: Art Week 2021 3. Recap: Concerts on Broadway 2021 4. Follow-up Discussion from August 2021 Meridian Arts Commission Meeting: Roles & Responsibilities NEXT MEETING - October 25, 2021 ADJOURNMENT 1 EVENTS & OUTREACH SUBCOMMITTEE MEETING Parks & Recreation Conference Room, 33 East Broadway Avenue Ste 206 Meridian, Idaho Tuesday, September 07, 2021 at 4:00 PM MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmY2MzU0Y2ItOGFjZS00ZTI2LWIzNGYtODQwMmU0NzNhZTVi%40thread.v2/0?context=%7b%22Tid%22%3a%22b844df29-8272-41a9-9862-5a8e63e5f93a%22%2c%22Oid%22%3a%2241e2fc1d-e723-4cd9-9cd3-c847775577fe%22%7d ROLL-CALL ATTENDANCE _x____ Leslie Mauldin, Chair _x____ Thomas Vannucci _____ Maria Tzompa _x____ Jenifer Cavaness-Williams _____ Michelle Glaze APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from July 26, 2021 Subcommittee Meeting T. Vannucci made motion to approve minutes, seconded by J. Cavaness-Williams All ayes DISCUSSION ITEMS 2. Review and Discuss Current Art Week Plans A. Belnap reviewed the schedule and plans for Art Week and highlighted details for each activity, including information below: Free Art Classes Registration is open for classes The poetry class has low registrations Leslie offered to post about the poetry class on her social media to help advertise Subcommittee members are encouraged to participate in classes Instructors will be paid $75 per hour 2 Item 1. Meridian Arts Foundation Art Sip Lizzie will host the Initial Point Gallery tour during the Art Sip Community Art Party Subcommittee members are encouraged to attend Saturday Farmers Market- Art Market No artists have signed up yet, most likely because there was not enough time for artists to prepare. Next year we can try again and start marketing in the spring, when most vendors sign up for Main Street Market Chalk Art Competition No artists have signed up yet, will increase marketing, already contacted the schools Awards for the three categories (Youth, High School, and Adult) are $50 prizes. T. Vannucci made motion to approve plans and payments, seconded by J. Cavaness-Williams All ayes 3. Review and Discuss Current Concert on Broadway Plans The Billy Blues Band will be performing on September 11. Malinda DeBry, Mariachi Sol de Acapulco, and the Oinkari Basque Dancers have been confirmed for performances on September 25. L. Mauldin stated that the opera singer from Opera Idaho is also available and she is working to confirm with Opera Idaho. A. Belnap requested the information be sent to her so that she can draw up an agreement. NEXT MEETING - September 27, 2021 ADJOURNMENT J. Cavaness-Williams made motion to adjourn, seconded by T. Vannucci All ayes Meeting adjourned at 4:51pm 3 Item 1. ROLES & RESPONSIBILITIESArts Commission Committees Arts & Culture CoordinatorEmily Kane Deputy City Attorney August 12, 20214Item 4. ROAD MAP•Past to present: Meridian Arts Commission•Past to present: Staff support for MAC•Framework of roles and functions•Present roles: Other City Commissions•Present roles: Meridian Arts Commission, committees •Possible next step roles for Meridian Arts Commission 5Item 4. MISSION!To develop, advance, and nurtureall facets of the arts to enhance the quality of lifefor Meridian residents and visitors 6Item 4. PAST TO PRESENT:MERIDIAN ARTS COMMISSION7Item 4. Meridian Arts Commission established!•Initial Point Gallery opens•First Concerts on Broadway•2009-13 Strategic Plan adopted•First public art installed•First children’s theater show•First partnership with MSO•Art in Public Spaces•First traffic box art installed•First Art Walk•First partnership with TVCT•2014-2018 Strategic Plan adopted•First mural installed•Standing committees formed (Strategic Plan, Events & Outreach, Public Art)•Online meetings!•Art Acquisition Policy adopted•IPG Committee replaces Strategic Plan Committee•Via Partnerships completed public art survey Inaugural members appointed to MAC (6)Youth Commissioner appointed to MAC•MAPS ordinance passed•9 commissioners seated•2019 – 2023 Strategic Plan adopted•First Mayor’s Awards in the ArtsMAC is 15!•Concerts on Broadway•Initial Point Gallery•Public art installations•Mural series•Traffic box art program•Treasure Valley Children’s Theater•Meridian Symphony Orchestra•Art Week202120212020202020192019201820182015201520142014201020102009200920072007200620068Item 4. PAST TO PRESENT: STAFF ASSIGNED TO SUPPORT MAC9Item 4. 2020202020182018201520152013 2013 20062006Position: Deputy City AttorneyStaff: Emily KaneDepartment: LegalDedicated: 0 hours/weekPosition: Arts & Culture SpecialistStaff: Hillary BodnarDepartment: FinanceDedicated: 15 hours/weekPosition: Arts & Culture CoordinatorStaff: Audrey BelnapDepartment: Parks & RecreationDedicated: 30 – 40 hours/weekPosition: Administrative Assistant IStaff: VariousDepartment: Human Resources/ITDedicated: 5 hours/week, clerical onlyPosition: Commissions and Committees SpecialistStaff: Hillary BodnarDepartment: Clerk’s OfficeDedicated: 20 hours/week10Item 4. FRAMEWORK OF ROLES AND FUNCTIONS11Item 4. “ROLE:Executive Operational Administrative Subject Matter ExpertRESPONSIBILITY:Establish the City’s vision for [subject matter]programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveFRAMEWORK12Item 4. EXECUTIVEEstablishes destination14SUBJECT MATTER EXPERTKnows route best: scenery, road construction, trafficKnows the best vehicle to get to the destinationKnows best stops to make it an unforgettable journeyHas the best road trip sandwich recipeOPERATIONSDetermines which route to take to destinationDetermines which vehicle to driveDecides where to stop along the wayDecides what kind of food to put in the coolerADMINISTRATIVEDownloads GPS app, prints maps and itineraryReserves vehicle, fills gas tank, changes oilMakes restaurant, picnic shelter, tour reservationsMakes sandwiches, packs beverages13Item 4. PRESENT ROLES ofCITY COMMISSIONS14Item 4. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for planning and zoning in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Planning & Zoning CommissionPLANNING & ZONING COMMISSION15Item 4. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for waste management and recycling programs in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Solid Waste Advisory CommissionSOLID WASTE ADVISORY COMMISSION16Item 4. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for parks and recreational programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Parks & Recreation CommissionPARKS & RECREATION COMMISSION17Item 4. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for transportation planning and safety in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Transportation CommissionTRANSPORTATION COMMISSION18Item 4. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for arts programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsSupport staff’s action through sharing expertise, making recommendations to executiveRESPONSIBLE PARTY:City Council CommissionCity StaffCity Staff Meridian Arts CommissionARTS COMMISSION (PRESENT)19Item 4. MERIDIAN CITY CODE, title 2, chapter 12-1-1(B)(1): All commissions shall be deemed advisory and shall report and make recommendations to the Mayor and City Council. All actions of the Commission shall be subject to approval by the Mayor and City Council.2-1-1(C)(10): All commissions shall have a Council member liaison as an ex officio member of the commission without voting rights, the City Attorney or designee, and a designated staff member for support assigned to each commission.2-1-1(D)(3): The budget and any expenditures shall be administered, consistent with the city's policies, by the designated city department or staff liaison(s) and as when required be forwarded to the City Council for approval.20Item 4. MERIDIAN CITY CODE section 2-2-2The Arts Commission shall be authorized to:1. Assess the needs of the Meridian community with regard to the arts and make such information available to the City Council and all interested agencies and persons;2. Stimulate awareness and appreciation of the importance of publicly accessible art and its benefits to the community;3. Encourage the growth and preservation of the city's art resources, foster the development of a receptive climate for the arts, and promote self-sustaining arts programs within the city;4. Review and advise the City Council on the aesthetic aspects of works of art or public monuments under consideration to be accepted or commissioned by the City of Meridian;5. Promote the development of, and provide general information and encouragement to, the city's cultural organizations, artists, institutions and community organizations sponsoring arts activities;OOSMESMESMESME21Item 4. MERIDIAN CITY CODE section 2-2-2The Arts Commission shall be authorized to:6. Seek and encourage financial support, including, but not limited to, grants, loans and guarantees to artists, arts institutions and community organizations sponsoring arts activities and publicly accessible arts in the city, subject to City Council approval;7. Recommend to City Council, within the limits of the commission's funding, the employment of or the contracting with other parties for the services of technical experts or other persons as it deems necessary to carry on the functions of the commission;8. Prepare and submit budgetary recommendations to City Council for expenditures necessary for the continuation and development of public programs furthering the arts;9. Cooperate with federal, state, and local governments, schools, and private arts organizations, in the pursuance of the objectives of this chapter; and10. Recommend ordinances and otherwise provide information for the purposes of advancement of publicly accessible arts in the city.OOOOSMESME22Item 4. 2020202020182018201520152013 2013 20062006Position: Deputy City AttorneyStaff: Emily KaneDepartment: LegalDedicated: 0 hours/weekPosition: Arts & Culture SpecialistStaff: Hillary BodnarDepartment: FinanceDedicated: 15 hours/weekPosition: Arts & Culture CoordinatorStaff: Audrey BelnapDepartment: Parks & RecreationDedicated: 30 – 40 hours/weekPosition: Administrative Assistant IStaff: VariousDepartment: Human Resources/ITDedicated: 5 hours/week, clerical onlyPosition: Commissions and Committees SpecialistStaff: Hillary BodnarDepartment: Clerk’s OfficeDedicated: 20 hours/week23Item 4. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for arts programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsSupport staff’s action through sharing expertise, making recommendations to executiveRESPONSIBLE PARTY:City Council CommissionCity StaffCity Staff Meridian Arts CommissionARTS COMMISSION (PRESENT)24Item 4. ROLES – INITIAL POINT GALLERYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute Call to Artists•Receive and compile IPG applications•Present IPG applications to committee/MAC•Prepare Council resolution accepting IPG artists•Add MAC recommendation, reso to Council agenda•Coordinate annual schedule w/selected artists•Work with Legal to prepare IPG agreements•Type, format, mail acceptance letters + agreements•Type, format, mail no thank you letters•Invite artists selected to fill in gaps in schedule•Collect signed agreements from artists•Add agreements to Council agenda•Provide executed agreements to artists•Email artists regarding IPG installation logistics•Email artists regarding opening night reception•Email artists regarding IPG removal logistics•Coordinate volunteers for IPG install/removals•Collect and install artist bios and price sheets•Prepare and install art labels for IPG•Schedule IPG opening receptions•Type and post social media contentOperational functions•Determine method of selection (per policy)•Compose content, criteria for Call to Artists•Set timeline of selection process•Direct manner, scope of distribution of CTA•Compose acceptance letters + agreements•Compose no thank you letters•Select artists from pool of applications•Identify invited artists to fill in schedule gaps•Establish logistics of IPG installation•Establish logistics of opening night reception•Establish logistics of IPG removal•Compose social media content•Help artist set up for opening night reception•Attend opening night reception as City repSubject Matter Expert functions•Recommend slate of selected exhibits to Council•Recommend use of gallery space•Recommend policy for gallery use/operation•Provide input regarding operational decisions•Set date, time, place of meeting•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions •Oversee use of gallery space for other events or uses•Set policy for gallery use/operation•Approve slate of proposed exhibits•Approve artist acceptance agreements25Item 4. ROLES – CONCERTS ON BROADWAYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute RFPs for vendors•Type, format, and distribute sponsorship solicitations•Obtain bids from vendors•Reserve City Hall Plaza on concert dates•Apply for special event, alcohol permits•Book vendors and musicians•Work with Legal to prepare agreements with vendors•Work with Legal to prepare agreements with musicians•Work with Legal to prepare agreements with sponsors•Work with Legal to prepare agreements with advertisers•Work with Legal to prepare agreements with food vendors•Obtain logos, prepare marketing materials•Add agreements to Council agenda•Provide executed agreements to other parties•Type and distribute call sheets and schedules•Communicate load-in, load-out plan before event•Communicate load-in, load-out plan day-of event•Receive, submit W-9s, invoices to Finance•Coordinate automatic deposits with Finance•Coordinate volunteers for event set-up, tear down•Type and post social media contentOperational functions•Select musicians, opening acts•Identify needed vendors (sound, light, stage)•Identify desired amenities (e.g. food vendors)•Compose content, criteria for vendor RFPs•Determine amounts, benefits of sponsorships•Solicit and engage sponsors•Establish marketing strategy, media•Compose social media content•Set up, operate, oversee sound, lighting, stage•Establish load-in, load-out plan•Supervise load-in, soundchecks, load-out•Compose call sheets and schedules•Provide hospitality for musicians•Set up signs as required by permits•Make announcements, MC event•Host post-production reviewSubject Matter Expert functions•Provide input regarding operational decisions•Recommend slate of musicians to Council•Recommend use of City’s indoor/outdoor spaces•Set date, time, place of meetings•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions•Oversee use of indoor/outdoor spaces at City Hall•Set policy for City Hall Plaza•Make decisions re: cancellation or venue change•Approve agreements26Item 4. COMMITTEESMAC Bylaws, Article III, section 2:•The Commission Chair, with the Commission’s approval, shall establish such subcommittees as necessary or helpful to assist or advise the Commission in the performance of its functions and/or furtherance of its mission. •Each subcommittee shall consist of at least two (2) commissioners. •Each subcommittee shall elect a chair to preside at subcommittee meetings and present the findings and/or recommendations of the subcommittee to the Commission. •The Commission Chair, subcommittee chair, and/or Mayor may appoint citizens or public officials to serve as members of subcommittees.27Item 4. ROLES – PUBLIC ART COMMITTEE (e.g. Mural Series)Administrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice & post agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type and format RFQ•Distribute RFQ per strategy•Type and format Call to businesses•Distribute Call per strategy•Receive and compile Call, RFP applications•Present applications to committeeOperational functions•Compose content, criteria for artists RFQ•Determine RFQ distribution strategy•Compose content, criteria for Call to property owners•Determine Call distribution strategySubject Matter Expert functions•Provide input and advice on operational functions•Review mural location applications•Recommend mural locations to MAC•Review artist applications•Recommend artists to MAC•Review mural proposals•Collaborate/liaise with property owner, artist,•Recommend mural to MAC•Set date, time, place of meeting•Determine content of agenda•Determine content of meeting packet•Approve minutes•Other functions as assigned by MAC chair28Item 4. POSSIBLE NEXT STEPSFOR MAC29Item 4. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for arts programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsSupport staff’s action through sharing expertise, making recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff CommissionNEXT STEP ROLES – ARTS COMMISSION30Item 4. NEXT STEP ROLES – INITIAL POINT GALLERYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute Call to Artists•Receive and compile IPG applications•Present IPG applications to committee/MAC•Prepare Council resolution accepting IPG artists•Add MAC recommendation, resolution to Council agenda•Coordinate annual schedule w/selected artists•Work with Legal to prepare IPG agreements•Type, format, mail acceptance letters + agreements•Type, format, mail no thank you letters•Invite artists selected to fill in gaps in schedule•Collect signed agreements from artists•Add agreements to Council agenda•Provide executed agreements to artists•Email artists regarding IPG installation logistics•Email artists regarding opening night reception•Email artists regarding IPG removal logistics•Coordinate volunteers for IPG install/removals•Collect and install artist bios and price sheets•Prepare and install art labels for IPG•Schedule IPG opening receptions•Type and post social media contentOperational functions•Determine method of selection (per policy)•Compose content, criteria for Call to Artists•Set timeline of selection process•Direct manner, scope of distribution of CTA•Compose acceptance letters + agreements•Compose no thank you letters•Participate in selection of artists •Identify invited artists to fill in schedule gaps•Establish logistics of IPG installation•Establish logistics of opening night reception•Establish logistics of IPG removal•Compose social media content•Help artist set up for opening night reception•Attend opening night reception as City repSubject Matter Expert functions•Recommend slate of selected exhibits to Council•Recommend use of gallery space•Recommend policy for gallery use/operation•Provide input regarding operational decisions•Set date, time, place of meeting•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions •Oversee use of gallery space for other events or uses•Set policy for gallery use/operation•Approve slate of proposed exhibits•Approve artist acceptance agreements31Item 4. NEXT STEP ROLES – CONCERTS ON BROADWAYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute RFPs for vendors•Type, format, and distribute sponsorship solicitations•Obtain bids from vendors•Reserve City Hall Plaza on concert dates•Apply for special event, alcohol permits•Book vendors and musicians•Work with Legal to prepare agreements with vendors•Work with Legal to prepare agreements with musicians•Work with Legal to prepare agreements with sponsors•Work with Legal to prepare agreements with advertisers•Work with Legal to prepare agreements with food vendors•Obtain logos, prepare marketing materials•Add agreements to Council agenda•Provide executed agreements to other parties•Type and distribute call sheets and schedules•Communicate load-in, load-out plan before event•Communicate load-in, load-out plan day-of event•Receive, submit W-9s, invoices to Finance•Coordinate automatic deposits with Finance•Coordinate volunteers for event set-up, tear down•Type and post social media contentOperational functions•Participate in selection of musicians, opening acts•Identify needed vendors (sound, light, stage)•Identify desired amenities (e.g. food vendors)•Compose content, criteria for vendor RFPs•Determine amounts, benefits of sponsorships•Solicit and engage sponsors•Establish marketing strategy, media•Compose social media content•Set up, operate, oversee sound, lighting, stage•Establish load-in, load-out plan•Supervise load-in, soundchecks, load-out•Compose call sheets and schedules•Provide hospitality for musicians•Set up signs as required by permits•Make announcements, MC event•Host post-production reviewSubject Matter Expert functions•Provide input regarding operational decisions•Recommend slate of musicians to Council•Recommend use of City’s indoor/outdoor spaces•Set date, time, place of meetings•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions•Oversee use of indoor/outdoor spaces at City Hall•Set policy for City Hall Plaza•Make decisions re: cancellation or venue change•Approve agreements32Item 4. POSSIBLE NEXT STEPSOperational = City Staff•Staff primarily responsible for operational functions•Staff consults and collaborates with MAC on operational functions and decisions•MAC provides expertise, guidanceOperational = Shared•Enumerate all operational tasks•Determine primarily responsible partyLearn More•More information?•Ponder and revisit•Strategic Performance Analyst•Roles & Responsibilities CommitteeOther•Other ideas?•Another direction?33Item 4. QUESTIONS?Emily Kaneekane@meridiancity.org208-898-550634Item 4. Free templates for all your presentation needsReady to use, professional and customizable100% free for personal or commercial useBlow your audience away with attractive visualsFor PowerPoint and Google Slides35Item 4.