thousand oaks alliance for the arts regular board meeting ... · subject: bailment agreement...

THOUSAND OAKS ALLIANCE FOR THE ARTS REGULAR BOARD MEETING

Thursday, November 9, 2017 – 8:00 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.

AGENDA

1. CALL TO ORDER

2. ROLL CALL: Chair Leanne Neilson, Vice-Chair Robert Biery, Treasurer John Bradley, SecretaryDavid Mead, Board members Eloise Cohen, Judy Linton and Janet Scherr.

3. PUBLIC COMMENTS

4. MINUTESA. Approval of minutes from the October 9, 2017 Regular Board meeting.

5. BOARD BUSINESS

A. BOARD ADMINISTRATIONi. Approval of Bailment Agreement with Conejo Recreation and Park District for use of

Steinway Model B Grand Piano.

B. FINANCEi. Receive and file financial report through September 30, 2017.

C. COMMITTEESi. Advisory Council

a. Advisory Council membership – Updateb. Approval of budget for Advisory Council breakfast event on December 4, 2017.

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TOARTS Board Meeting Agenda November 9, 2017

ii. Ad Hoc Endowment Committee – Updateiii. Ad Hoc History Wall Committee – Updateiv. Discussion regarding scope of duties for Ad Hoc Development Committee.v. Approval of appointments and creation of Ad Hoc Nomination Committee.

D. DEVELOPMENTi. Angels of the Arts

a. Memorandum of understanding between TOARTS and Angels of the Alliance.b. Angels of the Arts New Member Social post event review.

ii. Approval of Ticket Donation Request guidelines.iii. Founders Reception post event review.iv. Overview of May 2018 ASK event.

E. PROGRAMMINGi. Kids & The Arts 2017-18 performances - Updateii. CAP Presents programming

a. FY 2017-18 ticket sales – Updateb. Review future CAP Presents programming.c. Approval of artist offer estimated to exceed $100,000.

6. BOARD CALENDARA. Additions to the Calendar.

7. OTHER BUSINESS

8. EXECUTIVE DIRECTOR COMMENTSA. TOARTS strategic plan.

9. BOARD MEMBER COMMENTS & ANNOUNCEMENTS

10. AGENDA FOR NEXT MEETING – December 14, 2017 at 8:00 amA. Agenda items

11. ADJOURNMENT

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.

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ACTION MINUTES

THOUSAND OAKS ALLIANCE FOR THE ARTS REGULAR BOARD MEETING

Monday, October 9, 2017; 8:00 AM Thousand Oaks Civic Arts Plaza – Acorn Room

2100 Thousand Oaks Blvd., Thousand Oaks, California

1. CALL TO ORDER: Meeting called to order at 8:05am in the Acorn Room

2. ROLL CALL: Present – Chair Leanne Neilson, Vice-Chair Robert Biery, Treasurer John Bradley,

Secretary David Mead, and Board Members Eloise Cohen and Janet Scherr.

Absent – Board Member Judith Linton

Staff: John Adams, Patrick Hehir, Niki Richardson and Jonathan Serret.

3. PUBLIC COMMENTS: None

4. MINUTES:

A. MOTION: Biery made motion to approve the minutes of the September 21, 2017 TOARTS

regular board meeting with correction of spelling on item 6.C iii with reference to the Angels of

the Arts; seconded by Bradley and approved 6-0.

B. MOTION: Biery made motion to approve the minutes of the September 23, 2017 TOARTS

special board meeting, seconded by Cohen; approved 6-0.

5. BOARD BUSINESS

A. STRATEGIC PLANNING

i. Strategic Planning Retreat: Next Steps – Board reviewed notes and goals;

No Action Taken

B. COMMITTEES

i. Ad Hoc Endowment Investment Committee – No Action Taken

ii. Ad Hoc History Wall Committee – No Action Taken

iii. Advisory Council Implementation Plan – No Action Taken

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ITEM: 4.A.

iv. Discuss scope and responsibilities of Ad Hoc Programming Committee – Board

consensus determined that no need exists for Ad Hoc Programming Committee. No

Action Taken

v. Approval of appointments and creation of Ad Hoc Arts Education Committee –

MOTION: Bradley made motion to create Ad Hoc Arts Education Committee and

appoint Chair Neilson and Board Members Linton and Scherr, seconded by Biery;

approved 6-0.

vi. Approval of appointments and creation of Ad Hoc Founders Services Committee-

MOTION: Biery made motion to create Ad Hoc Founders Services Committee and

appoint Secretary Mead and Board Member Scherr, seconded by Cohen; approved

6-0.

C. DEVELOPMENT

i. Angels of the Arts: Update – No Action Taken

ii. “CAP Presents” Ticket Donations to Local Nonprofits – Staff to return with guidelines.

No Action Taken

iii. Founders Reception Post Event Review – Staff to return with written summary for

“deep dive.” No Action Taken

iv. Approval of TOARTS Membership Program – MOTION: Mead made motion to

approve of TOARTS Membership Program, seconded by Scherr; approved 6-0.

v. Approve reimbursement of revised salary and benefits expense, not to exceed

$115,000, to City of Thousand Oaks for employment of Cultural Affairs Department

Development Coordinator, effective January 2, 2018. –

MOTION: Mead made motion to approve reimbursement, not to exceed $115,000

annually, to City of Thousand Oaks for salary and benefits of Cultural Affairs

Department Development Coordinator. Seconded by Biery; approved 6-0.

D. PROGRAMMING

i. CAP Presents Programming

i. FY 2017-18 ticket sales: Update – No Action Taken

ii. Review of future CAP Presents programming – No Action Taken

iii. Approval of Artist Offer estimated to exceed $100,000 – MOTION: Biery made

motion to approve artist offer estimated to exceed $100,000, seconded by

Bradley; approved 5-0 (Bradley absent for vote).

6. BOARD CALENDAR

A. ADDITIONS TO CALENDAR – Staff to include Strategic Plan goals into calendar based on

deliverable dates. – No Action Taken

7. OTHER BUSINESS – No Action Taken

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8. EXECUTIVE DIRECTOR COMMENTS: Associate Director provided update on Cultural Affairs

Department staff teambuilding retreat and next steps. No Action Taken

9. BOARD MEMBER COMMENTS: Board Member Scherr brought up concern regarding security

and possible security option for parking lot. No Action Taken

10. AGENDA FOR NEXT MEETING: No Action Taken

11. ADJOURNMENT: Adjourned at 9:22 a.m. until 8:00 a.m. on November 9, 2017

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To: Thousand Oaks Alliance for the Arts Board of Directors

From: Barry McComb, Executive Director

Date: November 9, 2017

Subject: Bailment Agreement Between Thousand Oaks Alliance for the Arts and Conejo Recreation and Park District

RECOMMENDATION:

Approve bailment agreement between Thousand Oaks Alliance for the Arts and Conejo Recreation and Park District for use of Steinway Model B Classic Grand Piano for a term of five years ending on June 30, 2021.

BACKGROUND:

In early 2011, Nordstrom department stores began to phase out their long-time policy of featuring in-store pianists to play live background music for shoppers. As a result, Nordstrom’s launched a program to donate the grand pianos from each store to a local non-profit organization or school. In the case of Thousand Oaks, the piano from the Nordstrom’s store in the Oaks Mall was donated to the Alliance for the Arts (Alliance). The piano was a 2003 Steinway Model B Classic Grand with an estimated value of approximately $50,000.

At that time, the City maintained several grand pianos for use by artists performing at the Thousand Oaks Civic Arts Plaza’s Bank of America Performing Arts Center and was not in need of another piano. The Alliance reviewed a number of options regarding how the piano could best serve the community and decided to lend the piano to the Conejo Recreation and Park District (CRPD) for use in the performance theatre located at the Hillcrest Center for the Arts.

In July 2011, the Alliance and CRPD entered into a bailment agreement, which outlined the terms and conditions of temporarily transferring the physical possession of the piano to CRPD.

DISCUSSION/ANALYSIS:

Earlier this year, during preparations for the merger of the Alliance into the Thousand Oaks Civic Arts Plaza Foundation, it was discovered that the original bailment agreement had expired on June 30, 2017. As a result, TOARTS must enter into a new bailment agreement with CRPD.

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ITEM: 5.A.

Bailment Agreement November 9, 2017 Page 2

The proposed agreement is for an initial term of five years after which time the TOARTS Board will have the ability to extend the agreement, transfer temporary possession of the piano to another entity or donate ownership of the piano to another non-profit organization.

Attachment #1: Bailment Agreement

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Bailment Agreement

This Bailment Agreement (hereinafter “Agreement”) between the THOUSAND OAKS ALLIANCE FOR THE ARTS (hereinafter referred to as “Bailor”) and the CONEJO RECREATION AND PARK DISTRICT (hereinafter referred to as “Bailee”), is made this ___ day of November, 2017.

In consideration of the mutual promises and other consideration, Bailor hereby agrees to deliver and Bailee hereby agrees to accept the bailment of certain of Bailor’s property, at no cost to Bailee, under the following terms:

Description of Bailed Property: Bailor shall bail to Bailee property described as Steinway & Sons Model B Grand Piano, #5602, constructed in 2003 (hereinafter “Property”).

Value of Bailed Property: Bailee and Bailor agree that the value of the property at the time of bailment is approximately Fifty Thousand Dollars ($50,000).

Period of Bailment: This Agreement commences on July 1, 2016 and expires on June 30, 2021. Extensions to this Agreement are subject to approval of the General Manager of the Conejo Recreation and Park District (Bailee) and the Executive Director of Thousand Oaks Alliance for the Arts (Bailor) .

Return of Bailed Property: Bailee agrees to return the Property at its own expense to the location designated by Bailor within a reasonable time after the end of the final bailment period, unless other arrangements have been made for the disposal of the Property.

Location of Property: Bailee agrees to maintain the Property at the Hillcrest Center for the Arts located at 403 W. Hillcrest Drive, Thousand Oaks, CA 91360. Bailee further agrees to notify the Bailor if the location of Property changes.

Reasonable Care: Bailee agrees to use reasonable care in its use of the Property, and to maintain such in a condition that meets the normal anticipated use of a high value concert piano. Bailee further agrees 1) to maintain the piano in the condition in which it was received, and 2) in the event there is damage, to restore the Property to the condition in which it was received, taking into consideration normal wear and tear, prior to returning the Property at the end of the bailment period.

Insurance: Bailee agrees to maintain insurance on the property in an amount reflective of its value as set forth above and to provide Bailor with appropriate proof of insurance.

Title and Transfer of Property: Title to the Property furnished pursuant to this Agreement shall remain with Bailor and Bailee shall not sell, transfer, lease, mortgage, borrow against, pledge or otherwise create a legal or equitable interest by any third party in the Property.

Attachment #1

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Warranty: Bailor warrants that the Property has been delivered to Bailee in good operating condition and can perform its intended use.

Liability for Loss of Property: Bailee assumes the risk of, and shall be responsible for, any loss or damage to the Property while the Property is in Bailee’s possession or control.

Limitations of Liability: In no even shall either Bailee or Bailor be liable to the other for special, incidental or consequential damages arising out of or connected in any way with the bailment, use or operation of this Property.

Entire Agreement: This is the entire Agreement between the parties. It replaces and supersedes any and all oral agreements as well as any prior writings between the parties.

Successors and Assignees: This Agreement binds and benefits the successors and assignees of the parties.

Notices: All notices must be in writing. A notice may be delivered to a party at the address that follows a party’s signature or to a new address that a party designates in writing.

Governing Law: This Agreement will be governed by and construed in accordance with the laws of the state of California.

Counterparts: This Agreement may be signed by the parties in different counterparts and the signature pages combined will create a document binging on all parties.

Modification: This Agreement may be modified only by written Agreement signed by all the parties.

BAILOR BAILEE

_______________________________ _______________________________

Thousand Oaks Alliance for the Arts Conejo Recreation & Park District Barry McComb, Executive Director James Friedl, General Manager 2100 East Thousand Oaks Blvd. 403 W. Hillcrest Drive Thousand Oaks, CA 91362 Thousand Oaks, CA 91360

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From: Barry McComb, Executive Director


Subject: Approval of Budget for Advisory Council Inaugural Meeting

RECOMMENDATION:

Approve budget for inaugural Advisory Council meeting, not to exceed $2,000.00.

BACKGROUND:

The Executive Director has established an Advisory Council to provide advice and support to the Board and Executive Director, in addition to assisting with fundraising initiatives. Members of the Advisory Council serve in an advisory capacity and do not have a formal vote on matters that come before the Board.

Earlier this month, invitations to join the Advisory Council were extended to an initial select group of 22 individuals drawn from former members of the Alliance and Foundation Boards, Founders, community and business leaders, and local artists. The goal was to establish the Advisory Council with an initial membership of approximately 20 people and to date 16 people have accepted the invitation.

The new Advisory Council will meet twice annually with the Board Chair and Executive Director.

▪ Issues Breakfast – A 90-minute forum at which members of the Advisory Council will be askedto participate in an open discussion on various issues and challenges impacting the organization.

▪ State of Organization Luncheon – The Chair of the Board will deliver a state of the organizationpresentation and will discuss the previous year’s activities and the operational goals for thecoming year.

DISCUSSION/ANALYSIS:

An inaugural meeting of the Advisory Council has been scheduled for Monday, December 4, 2017 at 8:00 a.m. in the Founders Room located off of the Fred Kavli Theatre lobby. This initial gathering will provide the Advisory Council with an opportunity to meet the members of the TOARTS Board and

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ITEM: 5.C.i.b.

key support staff and to learn more about the strategic and programming goals of the organization over the next two years. In addition, the Board Chair and Executive Director will discuss of the role of Advisory Council members in relation to the day-to-day operations of the organization.

BUDGET:

Staff has prepared the following budget to underwrite the costs of the initial Advisory Council breakfast meeting. It is anticipated that approximate 30 people will attend the breakfast consisting of Advisory Council members, TOARTS Board members and key staff.

Budget Item Budget

Rentals $ 600.00

Catering ($30 per person) $ 1,000.00

Décor $ 300.00

Miscellaneous $ 100.00

TOTALS $ 2,000.00

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From: Niki Richardson, Development Director


Subject: Angels of the Arts New Member Social Post Event Review

BUDGET:

Budget Item Budget Actual

Pianist $ 350.00 $ 200.00

Kavli Founders Room $ 270.00 $ 405.00

Arcis Golf, Bar Services $ 600.00 $ 654.00

Merlins $ 1,000.00 $ 1,123.44

Décor, in house $ 75.00 $ 238.48

Invitations $ 75.00 $ 77.22

Stage Staff $ 200.00

Photographer $ 150.00 $ 150.00


TOTALS $ 2,970.00 $ 2,848.14

POST EVENT REVIEW:

Over 50 women attended the Angels New Member Social on October 5, 2017 at 6:30 pm in the Founders Room of the Fred Kavli theatre. The goal of the event was to recruit new members.

Current Angels Kathy Jeffers Volk, Alva Sachs, Larane Nesbitt and Lori Sorensen addressed the audience and provided an overview of the Angels organization, mission, vision and purpose, and shared the impact of the arts on school-aged youth through personal testimonials.

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ITEM: 5.D.i.b

Angels of the Arts New Member Social November 9, 2017 Page 2

Results:

▪ 26 new members signed up to be Angels▪ There was a very vibrant energy in the room with people staying right till the very end.▪ Most all the current Angels invited a guest or two to attend with some Angels inviting over 20

people.

Suggestions for New Event:

▪ Prepare a PowerPoint presentation showing pictures from previous Angels Luncheon eventsand school performances that can play as a loop on video monitor.

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TICKET DONATION REQUEST GUIDELINES

The Thousand Oaks Alliance for the Arts (TOARTS) is proud to support local non-profit organizations through the donation of tickets for fundraising events. While TOARTS would like to grant all requests, we have a limited number of tickets available for donations each year. It is our policy to only make donations to other 501(c)(3) non-profits with priority given to organizations as follows:

▪ Arts organizations▪ Education organizations▪ Civic service club organizations▪ Other non-profit organizations

TOARTS can provide a ticket donation only once per year (July to June) to each beneficiary group. The beneficiary of the event may have already received a donation from TOARTS, since multiple events often benefit a single group. Donations may not benefit a specific religious or political organization or any organization that represents an issue generally regarded as political. Donations will not be made to individuals under any circumstances. TOARTS does not issue monetary donations and donations are limited to fundraising events only.

Ticket Donations

Approved ticket donations will consist of a ticket voucher redeemable for two (2) tickets to a specific TOARTS “CAP Presents” presented performance. CAP Presents performances typically consist of popular headline musical and comedy artists or family shows. The voucher must be redeemed at the Civic Arts Plaza box office and may not be redeemed for cash or applied to other performances. Ticket donations will be available for CAP Presents performances selected by TOARTS and are based upon availability. TOARTS will provide the organization with the financial value of the donation.

Organizations seeking ticket donations for performances presented by 5 Star Theatricals, Distinguished Speakers, New West Symphony, Pacific Festival Ballet or Theatre League should contact those organizations directly.

Application Process

Organizations must submit their donation request at least 45 days in advance of the event date in order to ensure adequate time for TOARTS to review, process, and deliver an approved

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ITEM: 5.D.ii.

donation in a timely manner. Requests must be submitted on the organization’s formal letterhead and include the following information:

1. Name of the organization

2. Mission statement of the organization

3. Organization’s nonprofit tax ID number

4. Contact name and title of the individual at the organization

5. Contact phone number

6. Contact email address

7. Address to which a donation ticket voucher may be mailed

8. Title and description of the event

9. Date, time and place of the event

10. Expected attendance

11. How the donation will be utilized (silent auction, live auction, etc.)

12. Available opportunities to promote TOARTS performances at the event

13. How TOARTS will be recognized for its donation

14. Deadline for inclusion in recognition opportunities Donation requests should be mailed to Ticket Donation Request, Thousand Oaks Alliance for the Arts, 2100 Thousand Oaks Blvd, Thousand Oaks, CA 91362. Requests may also be faxed to 805-449-2777. TOARTS will attempt to respond to all donation requests within two weeks of receipt of the application. TOARTS maintains the right to suspend the ticket donation program at any time without notice. Internal Guidelines The TOARTS ticket donation program will be administered by the box office including the review of all requests, processing of ticket donation vouchers and tracking the cumulative value of all ticket donations. A maximum of two (2) tickets per TOARTS CAP Presents performance may be allocated for ticket donations unless approved in writing by the Executive Director or Associate Executive Director. Prepared 10/16/18

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From: Niki Richardson, Development Director


Subject: Founders Reception Post Event Review

BUDGET:

Budget Item Budget Actual

Event Rentals $ 2,000.00 $ 1,349.00

Founders Room Rental $ 400.00 $ 16.00

Arcis Golf, Bar Services $ 1,250.00 $ 1,009.00

Merlins $ 3,646.88 $ 3,201.84

Décor $ 500.00 $ 46.36

Invitations $ 350.00 $ 214.08

Reusable Event Items $ 1,100.00 $ 780.10

Vendors $ 500.00 $ 550.00

Founders Gift $ 750.00 $ 814.37


TOTALS $ 10,996.88 $ 7,980.95

POST EVENT REVIEW:

Over 40 Founders attend the reception on September 24, 2017 at 4:30 p.m., which was held in the Founders Room of the Fred Kavli Theatre.

Leanne Neilson addressed the audience and provided an overview of the merger and spoke of the vision for the future of TOARTS. Everyone toasted to the new organization and the renovated Founders Wall was acknowledged. Founders were introduced to the box office staff, so that they may have a face to the names of the people who will now assist them with ticketing.

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ITEM: 5.D.iii.

Founders Reception Post Event Review November 9, 2017 Page 2

Results:

▪ Many Founders expressed their appreciation for the reception and were glad to have theopportunity to reconnect with fellow Founders and looked forward to the next event.

▪ They appreciated the casualness of the event and the opportunity to mingle as opposed to a sit-down meal where they would be seated with the same people for the duration of the event.

▪ Some expressed appreciation for the early time frame.

Suggestions for New Event:

▪ Founders should have been provided with a preview of CAP Presents programming by theCultural Affairs Director/TOARTS Executive Director.

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THOUSAND OAKS ALLIANCE FOR THE ARTS BOARD MEETINGS, EVENTS AND PROJECTS CALENDAR

Updated 10/31/17

NOVEMBER 2017

Projects ▪ Ad Hoc Nominating Committee identifies candidates for open 2018 Board director seats.

DECEMBER 2017

Advisory Council Monday, December 4, 2017 – 7:30 am, Founders Room

Board Meeting Thursday, December 14, 2017 – 8:00 am, Acorn Room ▪ Approve CCF agreement for investment of City donation.▪ Approve bank account signatory policy for Angels of the Arts.

Kids & The Arts – Pacific Festival Ballet’s “Nutcracker” Wednesday, December 13, 2017 at 10:00 a.m. – Kavli Theatre Thursday, December 14, 2017 at 10:00 a.m. – Kavli Theatre

Projects ▪ Prepare draft of TOARTS Year-End report for 1/9 City Council meeting.▪ Review design, content and navigation structure of TOARTS website.

JANUARY 2018

City Council Meeting – TOARTS Year-End Report Tuesday, January 9, 2018 – 6:00 pm, Scherr Forum

Board Meeting Thursday, January 11, 2018 – 8:00 am, Acorn Room ▪ Election of Board directors.▪ Election of Board Officers for 2018.▪ Approve budget for April 2018 Angels Luncheon.

Committees ▪ Development Committee begins meeting.▪ Founder Services Committee begins meeting.

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ITEM: 6.A.

TOARTS Board Calendar Page 2 Projects ▪ TOARTS website goes live. ▪ Distribution of CAP Presents winter/spring programming update. ▪ Develop TOARTS branding draft concepts and style guide. ▪ Develop draft of guidelines for Dr. Raymond Olson Theatre Performance Credit program. ▪ Prepare budget for BAPAC FY2018-19 season brochure. ▪ Begin sales of sponsorships for May 8, 2018 ASK event. FEBRUARY 2018 Board Meeting Thursday, February 8, 2018 – 8:00 am, Acorn Room ▪ Review TOARTS branding concepts. ▪ Approve funding for BAPAC FY2018-19 season brochure. ▪ Approve Theatre Performance Credit guidelines. Committees ▪ Arts Education Committee begins meeting. Projects ▪ Identify table captains for May 8, 2018 ASK event. ▪ Distribute notice of Community Performance Grants application period. MARCH 2018 Board Meeting Thursday, March 8, 2018 – 8:00 am, Acorn Room Projects ▪ Develop draft development/fundraising plan (including major gifts) ▪ Develop draft marketing plan. APRIL 2018 Board Meeting Thursday, April 12, 2018 – 8:00 am, Acorn Room ▪ Approve arts education plan. Projects ▪ Community Performance Grants application deadline.

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TOARTS Board Calendar Page 3

MAY 2018

ASK Fundraising Luncheon ▪ Friday, May 8, 2018 – Scherr Forum

Board Meeting Thursday, May 10, 2018 – 8:00 am, Acorn Room ▪ Review of draft FY 2018-19 Operating Budget.▪ Approve FY 2018-19 marketing plan.▪ Approve FY 2018-19 development plan.▪ Approve Founder Services enhanced benefits and services.

Kids & The Arts – Pacific Festival Ballet’s “Sleeping Beauty” ▪ Tuesday, May 18, 2018 at 10:00 a.m. – Kavli Theatre

Ad Hoc Community Performance Grants Committee ▪ Review applications and establish funding recommendations

JUNE 2018

Board Meeting Thursday, June 14, 2018 – 8:00 am, Acorn Room ▪ Approve FY 2018-19 Operating Budget▪ Approve FY 2018-19 Community Performance Grants

Projects ▪ Distribution of CAP Presents summer/fall programming update.▪ Prepare draft of TOARTS Work Plan staff report for 7/10 City Council meeting.

JULY 2018

City Council Meeting – TOARTS Work Plan Tuesday, July 10, 2018 – 6:00 pm, Scherr Forum

Board Meeting Thursday, July 12, 2018 – 8:00 am, Acorn Room

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TOARTS Board Calendar Page 4 AUGUST 2018 Board Meeting Thursday, August 12, 2018 – 8:00 am, Acorn Room Projects ▪ Distribution of BAPAC FY 2018-19 season brochure. SEPTEMBER 2018 Board Meeting Thursday, September 13, 2018 – 8:00 am, Acorn Room OCTOBER 2018 Board Meeting Thursday, October 11, 2018 – 8:00 am, Acorn Room

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1

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.

TWO-YEAR STRATEGIC GOALS

YEAR ONE (October 1, 2017 to June 30, 2018)

A. Development

1. Establish formal development/fundraising program.a. Develop a detailed development/fundraising plan.b. Hold ASK event in spring 2018 with Board and Advisory Council involvement.c. Establish sponsorship sales program in support of ASK event.

2. Establish a membership programa. Approve membership levels and benefits.

3. Create new major gifts programa. Evaluate current Founders program.b. Develop enhanced benefits and concierge service for Founders.c. Develop parameters of new major gifts program.

B. Programming

1. Expand arts education programs into the community.a. Establish Arts Education committee duties and responsibilities.b. Appoint Committee members including representatives from the community.c. Arts Education Committee to begin meeting in early 2018.

2. Develop formal guidelines for Dr. Raymond Olson Theatre Performance Credits program.a. Develop draft guidelines for Theatre Performance Grants program.b. Performance Grant Committee reviews proposed guidelines and annual funding cycle.c. Board to approve Performance Grant guidelines in February 2018.

C. Marketing

1. Develop TOARTS Website.

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ITEM: 8.A.

2

a. Develop design, navigation structure and content for website.b. Review content and test navigation of website off-line.c. Website goes live in January 2018.

2. Develop TOARTS branding guidelines.a. Develop branding guidelines and style guide.b. Approve funding for BAPAC annual season brochure.c. Distribute season brochure in August 2018.

3. Develop Marketing Plana. Develop multi-level marketing plan.b. Approve marketing plan for FY2018-19.

D. Other1. Establish duties and responsibilities for committees.

a. Founders Services.b. Arts Education.

2. Appoint Nominating Committee for 2018 Board member appointments.

YEAR TWO (July 1, 2018 to June 30, 2019)

A. Community Impact1. Educate the community on the social/economic impact of the arts.2. Promote usage of BAPAC facilities by non-arts groups.3. Advocate for outdoor community gathering/performance space as part of Downtown

Development Plan.

B. Community Impact1. Expand existing Kids & The Arts program into schools.2. Expand funding for Theatre Performance Credits program to $300,000.

C. Marketing1. Ask residents want THEY want.2. Promotional support for resident companies.

D. Development1. Expand donor services.

E. Other1. Make recommendations to City regarding long-term improvements to the BAPAC

facilities.

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3

YEAR ONE ACTION TIMELINE

TASK RESPONSIBILITY DEADLINE ✔

Develop membership program Staff (NR) Oct 2017 ✓

Approve membership levels and benefits Board Oct 2017 ✓

Create and appoint members to Development Committee Board Nov 2017

Appoint members to Nominating Committee Board Nov 2017

Develop website design, navigation structure and content Staff (CD, NR) Nov 2017

Review Arts Education Committee description Board Dec 2017 ✓

Create and appoint members to Arts Education Committee Board Dec 2017 ✓

Review Founders Services Committee description Board Dec 2017 ✓

Create and appoint members to Founders Services Committee Board Dec 2017 ✓

Review content and test navigation of website Board, Staff Dec 2017

Development Committee begins meeting Committee, Staff (NR) Jan 2018

Begin sales of sponsorships for ASK event Board, Staff (NR) Jan 2018

Founder Services Committee begins meeting Committee, Staff (KS, DB, NR)

Jan 2018

Develop TOARTS branding concepts and style guide Staff (CB, NR, BM) Jan 2018

TOARTS website goes live Staff (CB, NR) Jan 2018

Develop draft Theatre Performance Credit guidelines Staff (BM, NR) Jan 2018

Prepare budget for BAPAC season brochure Staff (CD) Jan 2018

Provide input into TOARTS branding concepts Board Feb 2018

Approve funding for BAPAC season brochure Board Feb 2018

Identify table captains for ASK event. Board, AC, Staff (NR) Feb 2018

Arts Education Committee begins meeting Committee, Staff (BM) Feb 2018

Approve Theatre Performance Credit program guidelines Board Feb 2018

Develop fundraising plan (including major gifts) Committee, Staff (NR) Mar 2018

Develop marketing plan Staff (CD, NR) Mar 2018

Approve arts education plan Board Apr 2018

Approve FY2018-19 marketing plan Board May 2018

Approve FY2018-19 development plan Board May 2018

Approve Founder Services enhanced benefits Board May 2018

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thousand oaks alliance for the arts regular board meeting ... · subject: bailment agreement...

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