Prairie Village Arts Council Wednesday, August 21, 2013 7:00 Pm City Hall Council Chambers

Prairie Village Arts Council Wednesday, August 21, 2013 7:00 pm City Hall Council Chambers

AGENDA

I. Approval of the Meeting Summary from July 17, 2013.

II. Financial Reports

III. City Council Report

IV. Exhibit/Receptions

August Exhibit/Reception – Olathe Visual Artists (Mixed Media), August 9th from 6:30 -7:30 p.m.

September Exhibit/Reception – Jan Fellers, Mixed Media, September 13, 2013 from 6:30-8:30 p.m.

V. Old Business Update on the State of the Arts

VI. New Business Interim Staff Support – Jeanne Koontz Request regarding funding “An Evening with Jack Kennedy” Request by Mid America Pastel Society to hold November Reception from 5:30 – 7:30 p.m.

VII. Adjournment

Prairie Village Arts Council Wednesday, July 17, 2013 7:00 p.m. City Hall Council Chambers

Minutes

The Prairie Village Arts Council met at 7:00 p.m. in the City Council Chambers at City Hall. Members present: Shelly Trewolla, Chair, Truss Tyson, Art Weeks and Pam Marshall. Staff: Dennis Enslinger. Charles Schollenberger was present from the public.

Minutes The minutes from the June 15, 2013 meeting were approved as submitted.

Financial Reports Mr. Enslinger noted that he had included the Financial Reports in the packet for review.

City Council Report Councilmember Odell was not present.

Exhibit/Receptions

July Exhibit/Reception - Senior Arts Council (Mixed Media), July 12th from 6:30-8:00 p.m. Staff noted that there were between 50-60 people in attendance. The Arts Council will be submitting to show in 2014.

August Exhibit/Reception – Olathe Visual Artists (Mixed Media), August 9th from 6:30 - 7:30 p.m. Volunteers for the event Shelly, Pam, Art, and Truss will try to be available.

Old Business Shelly Trewolla indicated that planning for the State of the Arts Exhibition is going well.

New Business Review of Artist Application: Lucinda Baker, Mixed Media (May or April 2014) The Arts Council approved Ms. Baker’s application for May 2014. Pending application: Jan Fellers, Oils and Mixed Media. The Arts Council approved Ms. Fellers application for September 2013.

Charles Schollenberger was present and made a presentation about a future event at SME. The event would be commemoration of President John F. Kennedy's visit to SME on October 22, 1960. The plan is to have a performance featuring a recreation of the event on Saturday, November 16, 2013. They will have a recreation of the banquet and a presentation of the speech and performances by the SME Choir and orchestra.

Northeast Johnson County Democratic Club - the local democratic party will be handling the money. They hope to dedicate a plaque to SME in recognition of the event.

Staff asked about the budget, Charles indicated that it was roughly $1,700. The major expense was related to hiring the individuals who are going to run the sound, use the lights, etc. The event will be free to the public. Staff noted that the City agreed to have an article in the Prairie Village Voice advertising the event.

The Arts Council asked Mr. Schollenberger to come back to the Council with a formal request at the August meeting.

Meeting was adjourned at 8:00 p.m. PRAIRIE VILLAGE ARTS COUNCIL 2013 Budget and Expenditures - As of 8-21-2013

DESCRIPTION 2013 Budget 2013 Expenditures 2013 Balance Notes INCOME City Council Allocation $13,500.00 13500.00 Other Income $0.00 Prior Year Carryover $0.00 0.00 Juried Show Prize Money $0.00 0.00 PV Transfer $2,700.00 3,400 Total Income $16,200.00 16900.00

EXPENSES Art Purchases $0.00 $0.00 $0 Arts Sponsorship $1,000.00 $0.00 $1,000 Receptions $3,000.00 ($1,348.95) $1,651 January, Feb, March, April, May, June, July, August Participation in Prairie Village Art Fair $2,000.00 ($2,017.61) ($18) Performances $1,500.00 ($500.00) $1,000 Jazzfest VillageFest shooting Stars, etc Donations $1,350.00 ($1,350.00) $0 Shooting Stars, Villagefest Film Festival Miscellaneous $0.00 Dues & subscriptions Printing/Website $150.00 $0.00 $150 Shooting Stars Contribution (PVMF) $0.00 $0.00 Brick purchase / installation (PVMF) Gallery Plaque (PVMF) $0.00 Juried Show (PVMF) Art Purchase (PVMF) Juried Show $3,500.00 ($178.01) $3,322 Postcards Juried Show Awards $3,500.00 $0.00 $3,500 Shooting Stars (Operating Fund) $0.00 $0.00 $0 Contingency $200.00 $0.00 $200 Total Expenses $16,200.00 $0.00 $10,805 Register Report - YTD 1/1/2013 through 8/16/2013 8/16/2013 Page 1 Date Account Num Description Memo Category Clr Amount

BALANCE 12/31/2012 4,147.60 1/4/2013 Pave the Patio DEP Darcy Stewart 1 Brick - OnlineDonation 35.00 1/4/2013 Pave the Patio Pymt Paypal Fees January, 2013 Fees -1.07 1/28/2013 Pave the Patio DEP Eleanor V. Eg... 1 Brick Donation 35.00 1/31/2013 Pave the Patio DEP Interest Income Interest Inc 0.78 2/28/2013 Pave the Patio DEP Interest Income Interest Inc 0.61 3/14/2013 Pave the Patio DEP Nancy I Pering 1 Brick Donation 35.00 3/20/2013 Pave the Patio DEP Patty Richards... 2 Bricks Donation 70.00 3/21/2013 Pave the Patio DEP Charlyne Roth... 1 Brick Donation 35.00 3/31/2013 Pave the Patio DEP Interest Income Interest Inc 0.56 4/30/2013 Pave the Patio DEP Interest Income Interest Inc 0.36 5/31/2013 Pave the Patio DEP Interest Income Interest Inc 0.29 6/30/2013 Pave the Patio DEP Interest Income Interest Inc 0.25 7/5/2013 Pave the Patio Pymt Oldcastle Arch... 2013 Bricks Brick Purchases -387.00 7/31/2013 Pave the Patio DEP Interest Income Interest Inc 0.23 8/16/2013 Pave the Patio DEP Pam McCroskey2 bricks Donation 70.00 1/1/2013 - 8/16/2013 -104.99

BALANCE 8/16/2013 4,042.61

TOTAL INFLOWS 283.08

TOTAL OUTFLOWS -388.07

NET TOTAL -104.99 Register Report - YTD 1/1/2013 through 8/16/2013 8/16/2013 Page 1 Date Account Num Description Memo Category Clr Amount

BALANCE 12/31/2012 1,843.32 1/31/2013 Municipal Arts ...DEP Bumper Sticke... Donation 2.50 1/31/2013 Municipal Arts ...DEP Interest Income Interest Inc 0.34 2/28/2013 Municipal Arts ...DEP Bumper Sticke... Donation 2.50 2/28/2013 Municipal Arts ...DEP Interest Income Interest Inc 0.27 3/1/2013 Municipal Arts ...Pymt Bumper Sticke...Overallocatio... Donation -2.50 3/31/2013 Municipal Arts ...DEP Bumper Sticke... Donation 5.00 3/31/2013 Municipal Arts ...DEP Interest Income Interest Inc 0.24 4/30/2013 Municipal Arts ...DEP Bumper Sticke... Donation 2.50 4/30/2013 Municipal Arts ...DEP Interest Income Interest Inc 0.15 5/31/2013 Municipal Arts ...DEP Bumper Sticke... Donation 10.00 5/31/2013 Municipal Arts ...DEP Interest Income Interest Inc 0.13 6/30/2013 Municipal Arts ...DEP Bumper Sticke... Donation 15.00 6/30/2013 Municipal Arts ...DEP Interest Income Interest Inc 0.11 7/31/2013 Municipal Arts ...DEP Bumper Sticke... Donation 2.50 7/31/2013 Municipal Arts ...DEP Interest Income Interest Inc 0.11 1/1/2013 - 8/16/2013 38.85

BALANCE 8/16/2013 1,882.17

TOTAL INFLOWS 41.35

TOTAL OUTFLOWS -2.50

NET TOTAL 38.85 Register Report - YTD 1/1/2013 through 8/16/2013 8/16/2013 Page 1 Date Account Num Description Memo Category Clr Amount

BALANCE 12/31/2012 22,427.64 1/1/2013 R.G. Endres G...Pymt Rimann Liquors Art Show Wine Misc -53.75 1/31/2013 R.G. Endres G...DEP Interest Income Interest Inc 4.12 2/4/2013 R.G. Endres G...DEP Richard Findley Art Show Wine Donation 75.00 2/28/2013 R.G. Endres G...DEP Interest Income Interest Inc 3.23 3/11/2013 R.G. Endres G...DEP Jere A. Hanney Art Show Wine Donation 75.00 3/31/2013 R.G. Endres G...DEP Interest Income Interest Inc 2.90 4/11/2013 R.G. Endres G...DEP Rick Scaletty Art Show Wine Donation 75.00 4/30/2013 R.G. Endres G...DEP Interest Income Interest Inc 1.89 5/22/2013 R.G. Endres G...DEP Senior Arts Co...Art Show Wine Donation 75.00 5/26/2013 R.G. Endres G...Pymt Rimann Liquors Art Show Wine Misc -26.87 5/31/2013 R.G. Endres G...DEP Jacia Humiston Art Show Wine Donation 75.00 5/31/2013 R.G. Endres G...DEP Interest Income Interest Inc 1.52 6/17/2013 R.G. Endres G...DEP Susan Tower Art Show Wine Donation 75.00 6/28/2013 R.G. Endres G...Pymt Rimann Liquors Art Show Wine Misc -11.64 6/30/2013 R.G. Endres G...DEP Interest Income Interest Inc 1.33 7/31/2013 R.G. Endres G...DEP Interest Income Interest Inc 1.32 1/1/2013 - 8/16/2013 374.05

BALANCE 8/16/2013 22,801.69

TOTAL INFLOWS 466.31

TOTAL OUTFLOWS -92.26

NET TOTAL 374.05 Arts Council

Meeting Date: August 21,, 2013

Request to Help Fund “An Evening with Jack Kennedy”

BACKGROUND: Charles Schollenberger was present at the July 17, 2013 meeting and made a presentation about a future event at SME. The event would be commemoration of President John F. Kennedy's visit to SME on October 22, 1960 – “An evening with Jack Kennedy.” The plan is to have a performance featuring a recreation of the event on Saturday, November 16, 2013. They will have a recreation of the banquet and a presentation of the speech and performances by the SME Choir and orchestra.

The Arts Council asked Mr. Schollenberger to present a budget and a formal request. Mr. Schollenberger has provided a budget for the event and is requesting $300. The $300 would be used to pay for the AV component of the event.

The Arts Council has funds budgeted for performances. The Council has provided $500 for the Jazz Fest in 2013 funds and has a remainder of $1000 for additional performances.

RECOMMENDAITON: The Arts Council should determine if they would like to sponsor “An Evening with Jack Kennedy” event.

ATTACHMENTS: • Budget for the event

PREPARED BY: Dennis J. Enslinger Assistant City Administrator Date: August 19, 2013

Charles Schollenberger 3718 W. 79th Terr. Prairie Village, KS 66208 [email protected] 913/642-5377

July 18, 2013 Mr. Dennis Enslinger, Asst. City Administrator City of Prairie Village 7700 Mission Road Prairie Village, KS 66208

Dennis,

Thanks for your reply. Paying for the audio-visual portion directly sounds like a good idea. The audio-visual people (school employees and students) are traditionally paid the evening of the event, according to SMSD School Facilities Coordinator Brenda Davis ([email protected], 993-6443).

Rental of the microphones, projector, sound system could be billed to the Arts Council directly by the SMSD after making arrangements with Brenda to do so. You are most welcome to contact Brenda directly in this regard, if you wish, or I will for you.

Audio-visual components of the program come to $300.00 (see bold areas in the budget on the next page). This would be a most generous contribution if you could make it. As I mentioned on Wednesday evening, we are hoping that the Kansas Democratic Party will cover the liability insurance requirement ($350) with their blanket policy which they have used for SMSD events previously, making our budget total $1700 rather than the $2027 stated on the next page.

I forgot to mention Wednesday that we have established a bipartisan advisory committee of local Demcorats and Republicans to advise us on this event:

SME-JFK BIPARTISAN ADVISORY COMMITTEE:

• AL FRISBY, Merriam City Councilman; • TERRY HUNTINGTON, former Kansas State Senator; • DR. MIKE MILLER, MD, SME district patron; • EMILY PERRY, Kansas State Representative; • ED PETERSON, Johnson County Commissioner; • KYLE RUSSELL, Johnson County Democratic party chairman; • CHARLES SCHOLLENBERGER, Northeast Johnson County Democratic Club; and • KAY WOLF, Kansas State Senator.

Here is the budget that you requested:

• SMSD FACILITIES RENTAL SME building and auditorium (5 p.m. to 9 p.m.)…..……. $ No charge Auditorium supervisor (4 hours @ $25)*……………….. $ 100.00 Sound technician (four hours @ $15)*…………………...$ 60.00 Microphones (8 for 4 hours @ $5/hr.)………………….. $ 160.00 Other AV equipment (projector – 4 hours @ $5)………..$ 20.00 Custodial cleaning charges (2 horus @ $26) ………….... $ 52.00 Light board technician (4 hours @ $15)*…………………$ 60.00 Security guards (2 for 4 hours @$25 hour)…………… ....$ 200.00

• LIABLITY INSURANCE……………………………….$ 350.00

• EVENT PHOTOGRAPHY (2 hours @ $62.50)..…..…$ 125.00

• METAL WALL PLAQUE………………………………$ 200.00

• GPAPHIC EXHIBIT PHOTOGPAPHY……………….$ 200.00

• MISCELLANEOUS PRINTING & PROMOTION...... $ 500.00

GRAND TOTAL………………………………………… $2027.00

• paid at event

This budget estimate does not include at least one and possibly two rehearsals, which there may be no charge for at the end of the school day.

Please let me know if you have any more questions. We’re trying to have fundraising completed by Sept. 1, so I hope that the Arts Council will be able to make a decision at their Aug. 21 meeting. Please let me know if you’d like me to attend that meeting as well, which I would be happy to do. Thanks again for all your support on this Dennis. Best wishes.

Charles Schollenberger