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HomeMy Public PortalAbout160_043_Tybee Arts Association Board Meeting October 10 Tybee Arts Association Board Meeting October 10, 2011 Agenda Addendum Meeting 11/7/2011 Monday 10/10/11 = 7pm * Call to Order * Secretarys report -Kim Trammell * Treasurers Report -Sallie McClelland Old Business: 1. Update, status and discussion -Arts Center bldg -situation with City -Renee’ Two Months, 3 inspections, lots of work, meetings, pleadings. blood, sweat, tears and misunderstandings,or rather miscommunications, later.... and I believe we may be very close to an” arrangement” with the city regarding The Tybee Arts Center. See Brief and inspection reports attached Board update, discussion, suggestions, and approvals. Have received 2nd draft -still must negotiate elec bill, meeting with Diane tues 2pm -exec. board at 4pm 2. Art Shows: -Samantha/Doris -Nov 6th -Cafeteria -looked beautiful How did it go? report -Suggesstion from President -costs Dec. ? When and where? 3. Hospitality Chair -Doris Greider 4. Publicity Chair -Samantha Claar 5. Theatre chair -Carol/Renee a. TYBEE’s GOT TALENT -Renee’ -Going great! split door 50/50 -need volunteers Fundraiser Post theatre! First ever fundraiser for both groups. In the Post! split door 50.50 they get beer and food sales,but they do set up, break down and advertsing. We split Door 50/50 , choosing date today. It was scheduled for Nov 6th, then the 19th... may change again. Sat nite in Post, $10 at the door. $20 to enter as talent... 1st prize $300.00 2nd and 3rd will be gift certs from local businesses. Also may make it a food drive -near holidays We meet today NEW BUSINESS: Christmas party -nominations for new pres a. May be getting in the stage rental business... We loaned oure stages to Picnic in the Park and now are getting calls to supply stages at other events... for pay. Ill do the work, use our stages and John and cut the art assoc in for 20%? b. Oz sets, flats, costumes and props rental odised to go on line. Currently have montage, but want to post a video. Check out You tube -tybee arts -I think on our website too. I would love to have someone blast out a promo to any theatre folk considering Doing “The Wizard of Oz” anytime soon. Check out or sets to rent. Oz is gonna be big this year... They are making the movie now. Paid 1. need to pay Deb and Ian the $50 invoice for maintaining website and consider posting you tube video fee. ? 2. If decision comes down from City to lock off theatre completely, we may have to get rid of everything in theatre. We have no where for it at the moment. Ideas?I awill negotiate that point. d. Donation War and Fundraising : When this trouble with the bldg 1st started, I made some phone calls and ended up in a bit of a donation war. There has been offered $1,000 a piece from 2 gentlmen, We should take advantage of our current spotlight (albeit somewhat clouded -but in the light none the less. ) Seems we may need it -the $.. the bill for the damage to the gym floor. I do want to contest it... $1,000 labor? for a 2 inch cut and some scratches? the employees that fix it get 7/hr? Any other discussion... ? Meeting adjourned. October 2011 Update: Tybee Arts Center building County Fire Safety Inspection situation with the City of Tybee (Should have final meeting today with Diane -expecting final answer she was to get with city attorney Bubba Hughes friday, should have his recommendation and her answer.) Briefing: * 8/16/11 -First Inspection -Chatham County Fire Safety InspectionReport Tybee Arts Assoc. receives initial Fire safety inspection report (attached) regarding the safety of the Tybee Arts Center bldg (7 Cedarwood dr). Building failed inspection. 9/15/11 -2nd Inspection -Better, but no cigar * 9/28/11 -third Inspection -Chatham County Fire Safety inspection -approved! (with 3 recommendations) With receipt of the 1st Inspection, The Tybee Arts Assoc and the City of Tybee (owner of the bldg) were given 30 days to be in compliance of all violations listed in the report failing the criteria for fire and safety violations in a city owned commercial bldg. Within the first five days everything was removed from the building that was deemed to be in violation of the items listed. Originally, the City split many of the tasks listed between the two, the Arts Assoc and the City. Many of the repairs were going to be difficult for this board to complete due to the expense, time, manpower, etc.. In the end, the City ended up effecting most of the repairs of the items on the list. Mostly, the city took care of the repairs to the structure itself, while we were more responsible for removing, cleaning out and clearing out all the contents throughout the bldg that were flammable or deemed to be in violation of the items listed. Over the past 7 weeks, there have been numerous meetings, discussions, suggestions and recommendations regarding the future of the Arts Center. As of late there appears to be an outpouring of support for our efforts. There are donations awaiting, events offered (see “ “Tybees Got Talent” next item), as well as many other opportunities to help all of us to keep the arts on Tybee are alive and living well within the Arts Asssociation as we look forward to moving ahead in a positive and encouraging manner. Points: Fact... Aparantly, the whole Lease issue is moot.... A Recent Ga Law was passed regarding the issue of a city entity charging rent for one of their city owned bldgs.. Contract: At this time, the city is NOT looking for us to sign a lease..I think this is a good thing. We pay no rent and have no Lease., Instead, they are proposing a contract.. that basically states that We-the Arts Association-have use of the city Facility and are aware that the city of tybee owns the bldg and allows the Arts Association use of the bldg., providing they agree to several conditions. Such as,We must agree to not add or do any improvements or additions to the bldgs without the express authorization and approval by the City. We must agree to the City’s terms including an annual inspection. We furthermore must understand that any violation of the terms set forth will be grounds for loosing the bldg. We are expecting the “contract “ to be drawn up sometime this week Upon receipt of the new “contract, .The Executive board will need need to meet later this week to review, confer, discuss and approve of the contract before it is signed. Also... awaiting capacity number in bldg as is now. Just a few samples of things that have happened within these 7 weeks: Cullen Chambers has some great ideas and will be invaluable in eventually getting the entire building completely renovated. And we welcome any and all contributions to our cause, however, I believe that being able to use the Arts Center, albeit even in a limited capacity, is important. We artists need a home and now that most all of the violations from the inspection have been resolved and we have removed, fixed or cleared up all of the “potentially” dangerous problems, we would like to beseech City Council to please allow us Artists back into our beloved building. . ..at least that part of the bldg that IS compliant. Things that have already been done to bring the “black box theatre” closer to compliance: Most of the power upgrades that were added to the theatre that were not authorized and or approved by the city-were removed. All flammables in and around the theatre and under the stage were removed .Everything on the walls and covering the windows were removed. All extension cords were removed, all electricals, components. outlets, plugs... etc were removed replaced, covered, repaired, or upgraded (GFCI in the kitchen). Panic hardware installed on all exterior doors, mounted opening out. replace emergency lights and smoke alarms, and fire alarms. All fire extinguishers have been provided, checked, approved and properly mounted at appointed places throughout the bldg. Recommendations from last weeks inspection yet to be done..Outcome will be based upon upcoming decision from the City regarding our beloved “Jim Ingham Theatre”. !. Either: Line the backstage”aisle” area-referred to as a ” hallway” on inspection form-behind the stage, “ hallway” needs to be lined with footlights, and the aisle needs to be wider.... ...or ... 2. Completely lock off (pad lock) the theatre side , NO one would be allowed access to that area or would be given a key without expressed permission from city. Nothing could be kept or stored in there.... #2 is, I feel severe. and is NOT my favorite suggestion in last Wednesdays meetin with the city. ,I would like to try to negotiate some sort of limited access an/or minimal use of space Until such time as we get the money (through grants, fundraisers, donations, shows.etc.) to renovate the bldg. At this time, the City is checking with city attorney Bubba Hughes to confirm the legality of current situation and the contract proposed between the City and the Arts Assoc .and also a capacity figure with the current repairs in the bldg at this time. and request a key. We may be required to go before council -to re-plea our situation since Cullen Spoke at the last council. With last Wednesdays approved safety inspection sheet, it would seem that there should be no reason to not allow The Arts Association to be able toreturn safely the Arts Center once again.... or at least the classroom side of the bldg. Eventual Wish list for the “Jim Ingham theatre”: Upon financing, These things need to happen to bring the black box up to full performance level, All New power supply, Removal of asbestos in ceiling, all new electrical wiring, new outlets, receptcles and fixtures. Fire retardant coverings on the walls or windows, and paints. An integrated Sprinkler system installed throughout the bldg. ” Add a second exit door to allow higher occupany , A.C, . lights and sound. Plus -A new hood to allow for a commercial grade stove to be put in the kitchen as required of a city bldg.