March 4, 2019

Point Beach Arts Committee Meeting Minutes
 
The meeting was held in the office of Borough Hall and was called to order at 7:00 by Chairwoman, Gerrie Vergona. 
 
Attendees: The following members and volunteers were in attendance:  Gerrie Vergona, Paul Kanitra, Laurie Vicari, Barbara Russell, Kristi Monticello, Cathy Jamison, Marisa Gray, Kim Allen, Jim Inzero, Marianne England, Joylene Rock, Laura Di Pasquale, Tracey Jackson, Christopher Cochran, Sonya Fisher.
 
Laurie Vicari, Secretary, recorded the minutes of the meeting.
 
The Agenda attached as Exhibit A was presented as the format for the meeting. 
 

  1.  General Topics:

 
Laurie moved, and Paul seconded approval of the minutes from the November 2018, December 2018 and January 2019 meetings.  Approved unanimously. 
 
Gerrie noted the Committee’s many accomplishments during its first year, which since it was organized in May of 2018, was not even a full year.  She noted that many more events were on the full year 2019 calendar. 
 
Gerrie noted that all documents that the Committee has generated to date could be found on the Committee’s Google Docs drive.  Paul advised that an Endowment Fund had been set up for the Committee which allowed it to take in donations and be considered a non-profit organization.  All donations received for the Committee should be made out to and deposited to the Endowment Fund.  Paul noted that Karen Mills in the Boro Office was the contact for Endowment Fund.  Christine Riehl kept the Arts Committee ledger, while Karen tracked the Endowment Fund status. 
Marianne England volunteered to take on the Treasurer position for the Committee and her appointment was unanimously accepted by the attending Committee members.  Committee chairs will, going forward, send Marianne weekly update info regarding their events and budget information.  In addition, Event Managers for all future events will be required to complete the Budget Planning Template and forward it to the Chairwoman for Committee review prior to each Event approval.  The Committee members will be able to review financial information at monthly meetings going forward.  After the Gala, the Committee will look at its revenue flow and the needs of Sub Committees (sound systems, projectors, etc). 
 

  1. Events for 2019 and Committee Updates:

 

  1. Band Shell Series – Cathy has the dates for these, as Mike/James forwarded them to her.  The Arts Committee marketing team will coordinate to co-market these events.
  2. Original Music Concert at Ocean County Music – Concert set for April 13th.  Arts Committee will also promote on our website.  Cathy will give Mike Corona a promotional template for events to use going forward.
  3. Bike In – Tracey set date as Friday after Memorial Day (May 31st) need to decide on possible rain date.  Tracey will contact the BoE about using the PPHS Activity Field for this event.
  4. Art in the Gazebo – Gerrie advised that last year’s series was run by accomplished artists that met in the Gazebo by the Post Office and this year 3 different artists want to participate.  It will take place during the summer season, on Wednesdays between 10 and 2. 
  5. Summer Downtown Music Crawls – James will be working on this event.  Need to coordinate with him (he wasn’t in attendance). 
  6. Summer Stock Musicals at the Band Shell – Marisa is coordinating.  Probably Mondays would work best, starting in July.  High School Drama and Bank Club could participate.  Need to check on availability vs. Band Camp schedule. 
  7. Summer and Fall Bike In – 2 more tentative for July and September/October – Tracey to work on details.
  8. Flash Mob at Tree Lighting/Caroling – will take place on November 29th.  Kristi said it will involve the same dance company as last year and this year the H.S. Choruses will have a Christmas Carol “sing off”.
  9. Sleigh Trolley Performance – Marisa will spearhead with Brian Papworth and coordinate details with him.  Paul advised that we could book the Trolley 2 months or so out of the date. 
  10. Murals – Paul provided Jim with the legal release necessary to provide the business owners and artists with.  Jim will start putting artists and business owners together next month.  Paul noted that he would like to have a sketch to present to the Town of what murals will look like. 
  11. Lessons – Kristi and Sonya advised that they are working together on children’s programs and lessons which they will co-brand with the Arts Committee.  Kristi also noted that she is coordinating the Rock Painting event with Mrs. Carr and it will be part of the Arts program in school.  NJ Sand and Gravel is providing rocks at almost no cost to us.  Gerrie advised that she had some rock painting ideas that she would send to Kristi, who will then forward to Mrs. Carr. 
  12. Open Mic Nights – Kristi advised that Open Mic Nights will be held once monthly at Amazon Fruit Bowls.  She will email the dates to Gerrie and Laurie so that they can be included in the Event Calendar. 
  13. Art Show – Gerrie advised that she has approximately 9 submissions, some multiples, with the deadline being March 15th.  The Show has been advertised in the Art Pride, NJ Out & About, Patch, OC Camera Club and a few others. 
  14. Gala – 52 tickets sold so far.  Donations are being stored at Marianne’s home.  Gala Committee members discussed their “ to do” lists.  Looking at hiring a camera crew, purchasing reusable logo sign, light entrance at door, fabric for decorating, Chinese lanterns, interactive lights.  Sonya showed a demo of her tile mosaic, where donors could paint their own tiles to be added to the piece. 

 

  1. As there was no New Business or Questions to discuss, the meeting adjourned at 9:45. 

 
NEXT ARTS COMMITTEE MEETING TO BE HELD ON APRIL 8th at 7:00 PM AT THE PPB MUNICIPAL BUILDING 
 
 
 
 
 
 
 
 
 
 
 
 
 
EXHIBIT A
 
Arts Committee Meeting Agenda 3/4/19
Topics:
 

  1. Introductions

 

  1. Approval of Past Minutes

 

  1. Committee Accomplishments – 1st Year
    1. Infrastructure Established (Next Chair)
    2. Passed 1st Phase of Sustainable New Jersey
    3. Trust Fund Established Enabling Committee To Accrue Funds
    4. Gala Scheduled
    5. 1st Annual Point Beach Juried Art Show Scheduled
    6. Photography Sessions Scheduled through 2019 (high attendance=8)
    7. Special Presentations:  Cell Phone Photography
    8. Come Paint With Us; 5 Completed; 12 Scheduled
    9. Borough Hall Exhibits; 2 Completed, 6 Scheduled
    10. Oil Painting Lessons; 3 Completed; Series To Be Scheduled for 2019
    11. Bike-In; 1 completed; scheduled for later 2019
    12. New Volunteers Added

 

  1. Google Docs – on Shared Drive for Member Access
    1. Approved Meeting Minutes
    2. Event Planning Including Children’s Programs
    3. Deposits/Disbursements – Budget
    4. Committee Structure – Instruction Manual
    5. Lead Responsibilities

 

  1. Calendar For 2019 – Posters for Business Windows Downtown

 

  1. Committee Updates –
    1. Music – Band Shell Series
    2. Original Music Concert at Ocean County Music
    3. Bike in – tentative May or June
    4. Art in the Gazebo
    5. Summer Downtown Music Crawls
    6. Bike in – tentative for October
    7. Flash Mob at Tree Lighting
    8. Caroling at Tree Lighting
    9. Sleigh Trolley or Trolley Christmas Carol Performance
    10. Mural(s)
    11. Lessons
    12. Art Show
    13. Gala

 

  1. New Business

 

  1. Questions

 

  1. Adjournment