SIMSBURY PERFORMING ARTS CENTER BOARD
SPECIAL MEETING
DECEMBER 17, 2008
I. CALL TO ORDER
Dave Ryan called the meeting to order at 7:32 a.m. In addition to Mr. Ryan, Board members Adam Sharaf, Janet Goman, Ken Mason, and Greg Piecuch were present. Also in attendance were Gerry Toner, Director of Parks & Recreation and Keith Distel, Venue Manager.
II. APPROVAL OF MINUTES
Mr. Mason moved to approve the minutes of November 19, 2008. Mr. Piecuch seconded the motion. The motion carried unanimously. Mr. Sharaf abstained.
III. REVIEW AND APPROVAL OF THE 2009 MEETING SCHEDULE
Mrs. Goman moved to accept the 2009 Meeting Schedule. Mr. Mason seconded the motion. The motion carried unanimously.
IV. WEB SITE UPDATE
Mr. Sharaf moved to update the website to include Board members and their contact information. Mr. Piecuch seconded the motion. The motion carried unanimously.
V. DISCUSSION OF CAPITAL PROJECTS
Mr. Distel presented a revised set of capital items. The purchase of tables and chairs has been reduced, as has the staging proposal. The Board’s expectation is that these capital items, if approved by the Board of Selectmen, would be paid from the capital non-recurring fund, and that the Board would re-pay the cost of these improvements from operating income over a five-year period.
Mr. Piecuch moved to approve the submission of one capital request to the Board of Selectmen. The request will seek a total of $30,000 for tables & chairs, lighting and fencing, and will include a calculation of the overall payback period. Mr. Mason seconded the motion. The motion carried unanimously.
VI-VII. 2009 MARKETING REPORT AND 2009 SEASONSTATUS
Mr. Distel reported that the TMMF dates are set and discussions are nearly complete with the HSO on a contract.
The Connecticut Theatre Group has made an arrangement with the Cirque de la Symphonie (www.cirquedelasymphonie.com). They have committed to July 24 with a rain date of July 25. They are expecting to have the HSO participate.
Mrs. Goman moved to reserve July 24 and 25 for the Connecticut Theatre Group and to forward the license agreement for their review. Mr. Sharaf seconded the motion. The motion carried unanimously.
Mr. Distel also reported that he has scheduled a meeting with Live Nation on January 6. Other groups are evidencing interest, but there are no imminent commitments expected.
VIII. RECOMMENDATIONS TO THE BOARD OF SELECTMEN
The Community Band has approached the town concerning using the band shell for a performance. Gerry Toner and Keith will talk with them about waiting until after Mar 31st to select a date. Gerry thinks that procedure will work for them.
The Board reviewed the requests to use the venue and Iron Horse Boulevard for the Iron Horse Half Marathon on May 31, 2009.
Mr. Sharaf moved to approve the request, conditioned upon the organizers paying the facility usage fees in accordance with the policy established by the PAC Board. Mr. Mason seconded the motion. The motion passed unanimously.
The Board reviewed the requests to use the commuter lots and Iron Horse Boulevard for the St. Mary’s Carnival, June 17 – 20, 2009, and the Valley Classic Wheels event on July 12, 2009.
Mr. Sharaf moved to inform the Board of Selectmen that these requests fall within the entertainment season, and that there is a possibility of a conflict with a performance at the venue, and further, to recommend that the Board of Selectmen hold off on approval of these events until after March 31 when the booking season ends. Mr. Mason seconded the motion. The motion passed unanimously.
IX. JOHN PADDOCK’S REVISED POLICY STATEMENTS
Due to the lateness of the hour, this matter was tabled.
X. ADJOURNMENT
Mr. Sharaf moved to adjourn at 8:35 a.m. The motion carried unanimously.
Respectfully Submitted,
Gregory W. Piecuch
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