City of Portsmouth, New Hampshire BRC Arts and Nonprofits, 11 Sep 2023

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From YouTube: 9.11.2023 Joint meeting: Cultural Planning Subcommittee and Committee on Arts and Nonprofits

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9.11.2023 Joint meeting: Cultural Planning Subcommittee and Committee on Arts and Nonprofits

A

That was um hey good afternoon, everybody october, one we'll kick it off here.

B

We've got a few folks out in uh our zoom world. Welcome welcome um we've got this is our last.

B

Joint correct for us, or do we have one more next week, I we have to look at the calendar because.

C

Of indigenous people's day, ah that's right, we might have to be combined, but the plan is for.

C

The arts and nonprofits committee to have three more meetings october november december, where the.

C

Arts and nonprofits take the lead, so we can plan our um sun setting report to the city council so.

C

um So we'll have that in october, whether or not we'll combine both groups for that, we should talk about afterwards. Okay, all right, okay, because I know that's my work for this.

C

Group to do separate from them excellent and uh russ mentioned uh indigenous people's day.

B

In october this happens to be september 11th, so I just want to uh make that notice. uh We all.

B

Know what it means to ourselves to our country and to our friends and family um moving ahead.

B

We've got uh approval of the last minutes. Can I get a motion so moved? Second, all right. All in.

B

Favor to accept last month's meetings, hands or eyes eyes the eyes have it. Thank you very much.

B

um Acg is not online. Today, however, uh sean is meeting with them this afternoon at four.

B

And sean has an update so I'll turn it over to sean all right. Is there anything else you.

D

Want to do before I get into this, because this is going to require some conversation. I think.

E

um No, I think, actually, I think what do you I'd actually, rather kick it off with this.

B

Because this is the the meat that people want and then we'll catch up and see on the rest.

D

So I have a meeting at four o'clock today with acg my check-in. So if any questions that come.

D

Out of today's meeting, I will capture and get you answers if I don't have them.

D

um I did get a written update uh from them last week, and so we had 730 responses to our online.

D

Survey, that's a good number, I I know it doesn't compete with the library, but it's a good number.

B

And uh sean just I want to clarify, I believe it was 119 uh 21 years ago, right, 119 responses, so.

B

7 30 is uh is great. I think it was 81. 81 we had we had, we have 81., we had. We had a small.

B

Number before and now we have 730 so yeah nicely done, yeah absolutely so and as a reminder so.

D

We had the online survey now we're moving into the focus groups, the the virtual focus groups and the.

D

Goal is to have five of those um with eight to ten people. Each um I'll give you a number there.

D

Were 120 folks who filled out the online survey, who said they'd be interested in uh virtual focus.

D

Groups or focus groups in general, so there's a pool of folks to pull from. We had a little bit.

D

We didn't, we didn't get great signups on the in the different categories. We were targeting.

D

um The business leaders, civic leaders, young professionals, residents- I don't know if I think.

D

There was a fifth one but artists, artists, okay, so at the end of the day we have what we have.

D

They've been acg has been sending out doodle polls with with three different days to see how many.

D

Folks can make it. This is a big commitment, it's a 90-minute virtual focus group. So it's it's a big.

D

Commitment for folks to make um and we'll we'll see what we get uh the goal is to have those done.

D

By the end of september, maybe even september 25th or thereabouts- have them completed.

D

um Now, there's two there's two buckets of analysis right now: they're analyzing, the.

D

Online survey, right that, if you, if you recall from the last meeting they they sent it over to.

D

Their research department, who, who does the data and the crunching and and we'll come back to.

D

Our team to say here's, here's what's coming out of that there'll be another bucket from the virtual.

D

Focus groups that'll go and be analyzed right and all those two sets of analysis will inform the.

D

The on the ground, the live focus groups which are currently scheduled to be the week of october 16th.

D

That's when ecg will be here, nagam and haran, and and we have the opportunity um if we have local.

D

Facilitators to basically have as many focus groups as we have capacity for yeah. Okay, I have.

F

One and a half I have one person said yes from port to the listeners group and once said yes for.

F

The second week in october, but not the first week so basically I have one and a half and we'll call.

F

It well I'll call it two. However, you want to do it. I've got two responses so far, okay, so my thinking.

F

Is that when we have the training date scheduled yeah, I'm going to resend the solicitation.

F

um With maybe, with a stronger cover letter saying how important it is, blah blah blah and see if I.

F

Can get one or two more okay, so thank you. You want the names of this, the two no the takeaway for me.

D

Is to get the training dates back out yeah to you. So are they going to supplement that with on the.

F

Ground acg facilitators here in town or are we just trying to yeah? They are yeah they'll, be here.

D

The week of october 16th the week of the 16th okay, well, then david will be available. Then he.

F

Said he's not available the first week in october? Okay, he is the set, so we're really looking at the.

F

Second and third week in october, not the person. Second, I think. Well, I think the third week right.

D

We're just talking one week the week of the 16th the week of the 16th the week of the 16th for the.

F

Second round of focus careers live in person, focus groups acg coming here october, 16 17, 18.,.

B

Okay, okay yeah, so that's that looks like the third full week of october is what it is on. My calendar.

D

So again it will will confirm. I mean I will confirm how long they're going to.

D

Be here and how many we can schedule 20 focus groups as we can rally yeah and.

F

How many acg people are coming? Two? Two? Okay yeah, so it's two plus whatever you.

D

Whoever you lock in, could you ask them sean, for uh they originally talked about their president.

B

Coming down from maine, because it's where he's based that would have been the third.

B

um It sounds like it might have dropped out, but just so that we we know it one way or the other.

G

And if they're coming the 16th, the city council's meeting that night, it might be nice to have them.

G

Just come to the city council just to say a few words. Maybe.

G

Okay, yeah so requested the city councilor excellent yeah. So I just, I think it keeps it in.

G

The public eye, because there are a lot more people in the public who watch those meetings and so.

G

Just and it may be, somebody from this committee bringing them to the city council to introduce.

G

Them just sure, maybe provide a status update. Here's where we are uh in this process.

G

Right, okay, I just think the more we can do to get the word out that this is all and after the warm.

B

Reception from last week, I think that's a good idea. Let me just if we're up there for a minute.

B

And a half and people know boom yeah, that's the meeting, just the 16th or 17th 16th: okay, 7 p.m.

H

And I just ask: are we concerned that we're going to lose a night because of that.

A

Yes, how many, how many days are they here right? So, if they're here, the 16th, 17th and 18th we've now.

H

Kind of said that monday night is out. I think we could probably do a compromise. It's a good.

B

Point first, we need to know what their schedule is. Second, if there's any availability for one of them.

B

To break away for 15 minutes or an hour and get them back, you know no! No, no! That's not what I'm.

H

Not suggesting I'm suggesting that they come the 17th, 18th and 19th, so we don't lose a day because.

H

We want to have them in front of the council, or are you thinking, they'll be doing daytime on.

H

um I don't want to compete with the city councils. What I'm saying I don't think that's a good idea. I.

H

Don't think you hold one of these while the city council's meeting, so I'm saying that speculate.

B

Barbara, like I said why don't we get our? Why don't we get their schedule? I think your point.

B

Is excellent, but we are just speculating at the moment until we have their schedule. Oh okay, I.

H

Thought it, the 16th was a sure thing. No, we don't know when they're doing what they're doing exactly.

B

When so, we'll have another schedule and then we can integrate with your points right and what I.

D

Based on this conversation, I can talk today with them about you know when they, when they plan to.

D

Arrive when they plan to leave in their experience, how many focus groups will they be able to handle.

D

um And then we'll just we're gonna, it seems to me we're gonna build build out that week.

D

Whatever it is three days, four days x, number of nights trying to give uh groups options on when.

D

When to go through or when to participate, yeah in terms of hours to accommodate working schedules,.

I

And all that and then the other thing that we've discussed is just looking at. If we have any soft.

I

Spots in any of those subgroup categories, uh so let's say hypothetically, you know we only have.

I

Five five artists signed up and we need some more to kind of fill those seats. uh Sean's going to.

I

Let us know that as well, so we can be reaching out to contacts as needed. Okay, okay, I'm just.

F

Thinking that the portsmouth listens, facilitators are still available on the 19th and the 20th.

F

Okay, so so to so, if we use the, if we have the four people, two of the facilitators aren't leaving on.

F

The wednesday you know what I'm sorry I missed the last part because two of the facilitators.

F

Are local? Yes, then they're not limited to the monday tuesday wednesday. I see what you're saying.

F

So you know, I mean barbara's concern is valid, but because they can do on thursday and friday.

F

Then maybe that alleviates the problem yeah, so we may have four. We have five.

D

um People to to lead these groups, we have between three and five days to do it. We.

D

Have right, I know we want to um mix up the schedule to give people choices and options.

D

To be able to participate well, I would say you know, at least for the artist group, if you don't.

F

Have enough artists participating in the focus groups, I mean we can recruit them specifically.

F

You know going to certain people, I mean I can think of names of people that I'd want to be there.

D

I don't imagine it's going to be a problem recruiting people. That's me, yeah. What I'm just.

F

Saying that if they didn't, if they filled in the survey but didn't say, I want to be.

F

On the focus group right, we got another crack at it. Absolutely absolutely yeah.

B

Okay, um it's just going to summarize our points, real, quick and then let sean get back in action.

B

I think we had two valid points. um Councilor cook mentioned possibly having some visibility at the.

B

uh City council meeting great point: barbara didn't want it to take away from the schedule.

B

Yes, great point sean's going to get the schedule this afternoon or as we go between now and then.

B

um We slipped a little bit into talking about the actual live forms. We have enough people.

B

And uh I think with the group we have here and the community that is portsmouth will be.

B

Able to fill that out, but we'll tackle that more once we know who's in those groups and.

B

That'll be coming from acg at a date later than right now go ahead. Sean uh city council.

G

um I just had one more thing. um I think somebody local should also look at their focus group lists.

G

um The the online ones and the in-person ones, and the reason I say that is that.

G

I was invited to participate in a focus group and there were three city councilors.

G

Out of the four people in the folks group for an online group- and I was like well, I couldn't do one.

G

Of the dates, but I thought, oh, you got three city councilors together you're going to get kind of a.

G

Certain sku there, so I just wasn't sure, um if anybody's looking at those lists that they have.

I

An acg is trying to keep those confidential, so we have not had visibility into those, but also.

I

I know we're not supposed to be participating in any of those as committee members, so maybe sean.

I

Could you have line of sight, at least at the at the very minimum, just to put a quick, quick.

I

Glance to see yeah I'll find out who I mean we yeah, it was challenging the last couple weeks. I.

D

Mean we were barraging portsmouth with requests and, and we got single digits- that's a little.

D

Surprising to me, but feed it as it. May I once they're going through the process of inviting.

D

A doodle poll to get people lined up they're, giving them three choices once they have a final.

D

um Count we'll we'll know how many people have participated and we'll know how diverse it is. I.

D

Guess to a certain degree, but um again it's only one step in the process right. We still have our.

D

Things that are going on um so back to the yeah. Sorry, quick question: okay, go ahead! That one.

A

No rest, you were there first um well. I was just following up on jeff's idea.

C

That a lot of us are networked into the local artists, scene and and various other.

C

Constituent groups, without having to reveal who has signed up for what.

C

um I recommend asking acg: is there an effective way for committee members to get the word out to.

C

People who we think should be participating in the in person in particular, but also the virtual.

C

Sessions over the next couple weeks, so that we can make sure people who might still be unaware that.

C

These are happening, uh have an opportunity to sign up and participate. I I don't know what the.

C

Best path for that is because I understand the the need to keep us separate from what acg is doing at.

C

This point in time and not looking at the lists, but without being blind to that it's hard for me.

C

To tell who to invite, I just invite everyone. I just need a path for them to follow, to sign up.

F

Well, this we could use the publicity, the communications group, to put it back in the.

F

Newspaper that there's still an opportunity to sign up for focus groups is create some sort.

F

Of a mechanism where somebody can still jump in through publicity, well, I I'd like to like.

C

Do a direct email blast to my list. You know of a second yeah so right so so I I think.

D

Yeah, I I will ask that question. Okay, my my understanding for me the the way I.

D

Thought we were working was um we were we collected, we were going to provide emails.

D

To uh to acg for them to make invitations, if I will talk to them about um some way to allow.

D

Each law, whoever wants to to do an email blast to their list with the emails going back to.

D

Acg and that maybe that creates the the firewall, sometimes there's an easier response. When I send.

C

Out a personal invite to a group of say: please do this right to be a little more direct just.

B

To bounce off of what sean saying, I do recall, acg, saying kind of a wind, uh a max ceiling of 12 per.

B

Group, so I think what what they want to also avoid is all of a sudden having a deluge of people that.

J

They can't quite because they found over their experience and they get the best responses from a.

J

Group between, I think it was uh eight and twelve, so that's kind of where they feel like they're.

C

Virtual yeah right yeah yeah if they feel like they're there already that's fine, but I worry that.

C

They have groups with three or four, and when I hear that, like there's four counselors, I'm like I.

C

Want to reach out to some people yeah. Okay, that's all fair! I do believe that the the face-to-face.

D

Groups will be larger, okay, so that's okay, maybe that'd, be a question then too yeah. If they have an.

B

Estimate of what they like for live, so we can then come up with a plan to target any any um any gaps.

H

And can I just ask counselor cook was your concern that three counselors were in one group because.

H

I that's what I heard and, and that could be yeah. Okay. Only four in the group and three of us were.

G

City councilors, and I didn't think that the city councilors were one of the focus groups.

G

So it'd be different if there was actually they were trying to have a focused group of.

G

City council, one well, it was government leaders. Okay. That's probably why? Because.

G

There's probably that's why government leaders that was the fifth one I couldn't think of, but.

K

Well so good they had three, then they too, because I couldn't do it the times that they had so yeah.

A

I'm all set you're all set yeah been answered in the course of conversation. Great. Thank you ellen.

D

Okay, so the next conversation was um um a request to uh or some thoughts about, the cultural planning.

D

Subcommittee not being allowed to participate in focus groups, and is there a way to address.

D

That karen, do you want to speak to that yeah and, I would just say, I've received some feedback from.

I

Some members- and I think it's a valid uh point, you know- is there an opportunity for us as a group to.

I

Have a voice around this, especially where we're not able to participate in the virtual or the.

I

Live sessions, so one idea that we've been tossing around is: do we do some sort of a.

I

Focus group with the joint committees- um and I I think we've got two possible options just in.

I

The sake of uh in the spirit of budget and time, and all that it probably would be difficult to.

I

Do that live with acg, but we could do it virtual with acg and have all of us in the room together.

I

The other option that jeffrey- and I were talking about just a few minutes ago, is is: do we use one.

I

Of the portsmouth listens facilitators and do it live with both committees, preferences.

I

Either or neither I always prefer, live in person yeah, I would prefer that between the two I mean.

C

It would be great to work with someone from acg um and if we could only do that, virtually that's.

C

Definitely an option, but I think that being in the room together always impacts the brainstorming.

C

Process in a positive way- so that's just my two cents on that- is it possible to have acg on the.

A

Screen and all of us live yeah that could work yeah do a hybrid yeah. Okay, that's my comment. Yeah.

A

Question uh is acg aware that this subcommittee group wants to be involved in a focus: okay, okay, so.

E

They're, if they're able to integrate it into the work that they're already doing okay good, I just.

E

Want to make sure that if we do it it yeah, it goes away because they were in support of it. Okay, yeah.

I

Thank you. Both committees were in the room and so and it's facilitated it was on the screen. Yeah.

I

Yeah great so timing, wise. um I think that monday is indigenous people's day.

I

That week, if I recall, am I off on my week or maybe on my week, it's the prior week, so we we.

I

Could potentially think about maybe using our next meeting where we're all it's all in our calendars.

I

Anyway, which I think is october 2nd about my dates, right yeah, throwing that out just as a possibility.

I

um So again, open for discussion on timing.

D

While people are thinking about that, the sooner we complete the focus groups, the sooner we'll have.

D

Information right, so we wouldn't as an example, one of the conversations we're having was, if you wait.

D

To do the the cps and the joint committees when acg is here, then that just lengthens.

D

It pushes them back in terms of providing this group with the analysis from the previous.

D

um Surveys and focus groups because they wouldn't want to present that to you all before you went.

D

Through your session, therefore, I, like the october 2nd date just to to keep the timeline.

D

uh In intact, if that works, so we got to see a point, so I would see it since facilitators.

F

Basically, it's robin because they one of them is not available that week. So I will ask the one who.

F

Is available if she would facilitate with us a point you're not going to be using reports of the.

F

Lessons, well that's what I was responding to yeah, just two yeah yeah, so which is the first choice.

F

Which is the second choice I mean the advantage of acg. Is that they're getting it feed directly from.

F

Us not through energy mediary right. The advantage of an in-person facilitator is just because.

F

They're they're in the room, so I guess it's which of those items you prioritize. Can we get a read.

A

From acg about what their preference, how they feel about this, and whether they've done it before.

A

um They that may influence the. I think, the committee about what what we decide. Yeah.

A

I would prefer to have somebody who's, not local running it. I mean you, know, who's, a and and whose.

A

Job is to to be a professional uh facilitator for these kinds of things. Okay, it's my preference. I.

A

Don't know how other people feel about it. Could um it's not that I I mean I've been at portsmouth.

A

Listens facility here, so I I know what that it has, but I think it would be great to have people who.

A

Someone who doesn't know the people in this room, so I have that read right here. That was one of the.

D

Options they laid out when we, when we sent this request to them, was to look at that october, 2nd.

D

Date and have them um facilitate virtually so, if that's how the group wants to go, I can I can.

D

Work with them this afternoon, you know I just now, I'm thinking I'd like to see how they do it. Yeah.

F

Because I mean alan and I both facilitated reports with listens, we're all trained by jim nukis and.

F

Whose methods they have different methods, I'm really interested to see how they handle our.

F

Group going into in advance of their doing the other groups yeah. Well, there you go yep, that's.

I

An opportunity purposes: okay, excellent good point, just a quick question: would this be an official.

L

Meeting or like would it be broadcast, would it be recorded, or is it just more of a focus group.

L

Or do we do official meeting for a half hour and then break into focused? I would propose that we do.

C

It as a listening session, that's not a public meeting on october 2nd and then merge the two.

C

Groups, two weeks later on the 16th, which is weird timing, because it's the week acg is here, but we're.

C

Not going to be in any of those meetings that week ourselves, so we can have a collaborative meeting.

C

With the arts and nonprofits group on the 16th in this room during that time, while they're meeting.

C

With the public that makes the most sense to me, um I was gonna say we will have to notice it just.

G

Because it creates a quorum of both of these committees, but we don't have to have zoom you.

G

Don't you don't have to have zoom? That is not a requirement, so you can just notice that you.

A

Don't have to have what you don't have to have zoom you don't have to have a public zoom link.

G

um That is not a state or city requirement, so would technically someone be able to come in.

D

From the public and sit and listen they would they would, but um we don't have that happen very often.

G

Okay, so so you're suggesting that we have our focus group on the 16th no on the second honestly.

F

And I didn't follow exactly what you said: focus group on the second and no meeting. Let's just.

C

Focus on the focus group, because it's going to take all that time for that anyway. And then, when.

C

The arts and nonprofits committee meets on the 16th. The subcommittee joins us and we combine.

C

Our business so that the business that needs to take place in october takes place on the 16th.

C

In a combined meeting- and we don't have to worry about regular business on the second, we just do.

C

The focus group on the second yeah, okay, great good idea: okay yeah- that's nicely done yeah nicely done.

B

D

We know when they're going to be here on the 16th the week of the.

D

16Th, I will confirm the actual dates and times.

D

And then yes, just just we already talked about having non-acg facilitators will just we just need.

D

To line up, what's going to happen during that week, who the facilitators are what the sessions are.

D

I'll get the answer on how we can do the outreach to the different groups and uh and get get things.

D

Out an email to you all prior to uh thursday at five o'clock, so you have it to chew on because.

D

I'm off on friday, okay, excellent! Thank you, sean and I've put on my glasses and realized. I need.

B

A uh uh a um apology to counselor cook, barbara massar and karen rosanna. Now I see why sean was.

B

Taken aback when I said yeah sean go, I missed your entire thing here and it's awesome news so.

B

My apologies point of order. That was my mistake um and interesting. We do have one definite discussion.

B

Point that karen sean and I were talking about, but it will dovetail nicely after.

B

um We hear about our arts and culture commission ordinance, presentation to the city recap so.

B

Again, apologies got the glasses on laura's, all yours, yeah yeah feel free and I'll. Add in yeah.

G

I was lucky to sit at the city council meeting um just last week and have a presentation from.

G

Both the cultural plan um subcommittee, chair co-chairs and from the arts and nonprofit.

G

Co-Chairs um and uh sit and watch the council take kind of take all of this in you know, because.

G

It was a lot of information and I don't think that they, they always know everything that is happening.

G

Here and so um I think they were thrilled to hear all the updates. um They were happy with the.

G

Ordinance, um we had several very positive comments and um they voted unanimously to adopt it and.

G

Went ahead and moved directly to third reading and voted it through, so so we're done it doesn't the.

G

Council doesn't have to make any good performance on that, but I have to really thank um barbara and.

G

Karen for coming up and and presenting to us, um it was very, very meaningful um to hear kind of the.

G

Progression of that at the council of all I held, I think it helped provide information to the public.

G

Too, that um that isn't aware of everything that's going on, and I appreciate all of you who came.

G

To speak as well for members of the committee as well, who came to speak, that was also very helpful.

G

um And now we will just be waiting for names to come in for appointments. um I was going to talk to.

G

The mayor this week and um alert him to you know the unusual nature clearly of this ordinance that.

G

You've got different members coming in for kind of different positions on the committee, because.

G

You've got this mixed makeup and ask him to hold applications before he makes any appointments to.

G

Hold them for about a month to see how many we have come in, um so that so this council can make.

F

The appointments now! Yes, yes, so I was going to ask him just to let applications come in for a month.

G

Or so, and I will make an announcement at the next council meeting that we're accepting applications.

G

People will know that, because it's on the website but I'll make an announcement just so that people.

G

Are aware and appreciated, if all of you share that information as well for anybody who's interested.

G

And if any of you are interested to go ahead and get your applications in as well and um and then.

G

He will have kind of a full range of everyone applying before. What's the application process.

G

um The applications online is the same for any committee. It's the same one that.

G

You did to get under this beginning you're just going to write in uh arts and cultural.

G

Commission instead, so it's the exact same process. All of you did to join a committee.

G

Before you go, you go to the city clerks page and you apply for an open commission position.

D

um Seat role: is it the blue? It's the blue, ribbon arts and non-profits, no application form well. It's.

G

The same form for every single committee- oh okay, yeah, so you just you write in which committee it.

G

Is so okay you're going to write in arts and cultural commission? um I think the difference.

G

Here is that you're going to write in which role you're applying for as well, so um so non-profits.

G

Would write in I'm? I want to be a non-profit representative, or I want to be a representative.

G

Arts I'm an artist in the community that wants to be representative or I'm just a patron of the.

G

Arts and so I'm a resident who's interested so you're, going to write in kind of where you fit.

G

um And and that's critical and that's different because that's not on the app the general.

G

Application, but since they're different roles, that's how you would do that we do that for.

G

Other committees, so you all are aware: we have certain seats, for example, on the planning board.

G

For and on the parking drive estate for, like an engineer so they're looking specifically.

G

For an engineer to apply for those roles, so so so we have practice in doing that. It'll.

G

Just be new for us: can you remind us of residency requirements for the different stakeholder roles.

G

Yes, so the residency requirement for um large institutions is that the institution is in.

G

Portsmouth, not that individuals are and it's an institutional membership um for everyone else. You.

G

Have to be a portsmouth resident so for artists and for other residents you have to be a board.

I

So two two thoughts consular cook um similar to what was done with cps. When we got off the.

I

Ground the cultural planning subcommittee there was an article in the herald. Does it does that.

I

Should that be something we consider number one number two, you know what, if we have 50 or.

I

100 people applying how does that get pared down and by whom, like what's the process, if.

I

We have more applicants than positions. There is not a formal process. The mayor.

G

Handles all the appointments, okay, so note that that's that has traditionally been the case.

G

um And the mayor's responsible for bringing forward nominations to the council and.

G

um And then the council approves or doesn't approve of those nominations.

G

um But traditionally the council approves the mayor's appointments unless there's something a.

G

Serious problem, right and historically, if there's a large turnout, mayors have the discretion to ask.

C

For advice from people in the community right exactly so, the mayors can ask anyone for advice.

G

And the mayor has been in the practice of asking individuals for advice in the past. You know.

G

Because you, you also want to the mayor, it's in the mayor's best interest to have a committee where.

G

Everyone is uh going along really well, so it's going to be a functioning committee, so the mayor's.

G

Going to going to make sure that he's appointing people who will contribute well and this mayor has.

G

Been particularly mindful about making sure his appointments work well with the culture.

G

um The city and with our committees, so can I [ __ ], ask him why this might have been.

K

Different, it was a time when there was a opening on a commission, and my husband was one of maybe.

K

Six people who were applying for the one physician and there was a committee that they sat in franca.

K

And the committee asked them all questions, then the committee made a recommendation to.

K

The city council so was that out of the norm, that is out of the norm, but that can happen.

G

So to be clear, you know if that's the process, the mayor wants god. So that's.

K

The processor wanted that process, yeah yeah exactly so so the mayor. If the mayor decides.

G

The mayor has a hundred applicants and the mayor's like what do I do with this.

G

um The mayor may decide to go through a secondary process just to kind of scream.

G

um But um I've never seen that many applicants come in for one committee I would be. I would be.

G

Thrilled, if there were that many people who were volunteering to serve constitution carefully, you.

D

Wish yeah yeah, if I may, if I may interject, um actually we did have a lot of people apply for.

H

The cps and russ- and I worked with the mayor because russ I'm thinking there were close to.

H

30, probably there there were yeah, probably three times as many people as we were able to bring into.

H

The accommodate so so what the mayor asked us to help him, because there were so many people.

H

And to your point, counselor cook: that's what happened. He was looking for some information.

H

And guidance on who did what and who uh would would work potentially uh well together, so we.

H

Had russ- and I have been through this with this mayor- so that's good and then the second thing I.

H

Wanted to mention is, would it be helpful if we created kind of a mini job description so that.

H

When we're all putting it out to our networks that we're all saying the same thing, good point, barbara.

C

Does the ordinance service a job description or is there more detail that we need legalese.

H

I think if we extracted some of the the the intent but put it in layman's terms, so people.

H

Weren't kind of turned off by us saying read the ordinance, I'm just thinking that.

H

um That might be helpful. Aaron has a question.

I

Hi I, um in the anticipation of the passage of the ordinance I put together an faq sheet about.

M

The ordinance and pulled out certain points that were group two had also outlined, and I'm.

M

Wondering if that would be helpful to put on our web page until the commission actually has its.

M

Own web page, we could put that the ordinance and an updated faq sheet about our process and how.

M

um When we were involved with creating this ordinance uh and and then we could also, I think.

M

um Explain the application process and put a link on our web page again until.

M

The commission has their own web page so, in other words, use the cps web page with a tab for.

M

um The ordinance and the new commission and lay out all these different.

M

um Bits of information, including the job description, it's just just a thought. I haven't.

M

Spoken with stephanie or monty, or anybody about that, I just throwing it out there.

E

So, karen is that something you could share with the group, so we know what what it is before before.

H

We post anything publicly, absolutely I I shared it um well prior to the to the passage of the.

M

Ordinance um so I jumped the gun a little bit so I'll. I'm gonna go, look I'll, go back and look at.

M

It and I'll I'll send it to sean and stephanie and and then they can send it out to the larger group.

M

And I'm sure stephanie will, you know, have thoughts about how to how to write it, but I just threw it.

M

Out there um real early on thinking that it could be very helpful for our group to when we're in.

M

When we're talking to people in focus groups and we're talking to people at large to have.

M

um Just some notes on what this commission is actually going to do and what we're looking for.

M

um In terms of applicants yeah, I think that sounds great, and, and it speaks to the larger issue that.

H

We're all going to have going forward, which is this, is going to become an official commission of.

H

The city, so consistency and transparency is going to be tantamount it. I know, we've been pretty good.

H

um With it, but moving moving in the I hate to say, moving forward.

H

But you know what I mean as we move towards formation of this commission.

H

um Everything has got to go through through this before it goes back out.

H

um So that we're all talking about the same thing, we all know what's happening so that we're all.

H

Aware of it and not caught off guard and and I'm not suggesting that anybody did.

H

Anything untoward at this point, but it strikes me that now there's a real ordinance out there.

H

um That comes with more responsibility, yeah and, and if I might just on that direct point,.

N

The city clerk sets up the pages for official boards committees commissions, so uh and and as.

N

um Robin noted the arts commission is not yet on the city clerk's page, so I'll talk to kelly about.

N

That and just get that rolling, and then we can dovetail what's on that page and there's a format.

N

For those pages that monty's created so I'll make sure that um you know the information that we.

N

Have on our committee page, our subcommittee page aligns so just so. You know what the process is.

D

Just my reaction is, is um this: is a new arts and culture commission created through a new ordinance.

D

And there's this whole bodywork that this this group is. These combined groups have been working.

D

On I wouldn't be so quick to to put them together, I would focus on you know the deliverable here.

D

Right and then and then you all in your current capacities, will sunset and then you may, you may.

D

uh Be on a new arts and culture commission, if you choose to apply, but I think blending them would.

D

Be a concern to mine because there's it's very clear what these group you all today are charged.

D

With and then we have this new thing, that's going to form and I'm sure there'll be lots.

D

Of conversation about what it's going to do, okay, so that's just my reaction- is your staff liaison.

F

Isn't that a final report actually going to be the guiding document for the commission.

L

uh Not necessarily, I I think I think the arts and culture commission well is.

D

I think there could be more, I think the cultural plan that comes out of the subgroup is going to.

C

Be the guiding document for them at first, so there's there's kind of more to the arts and.

C

Nonprofit group that's going to be sunsetting, but I think the whole purpose of going through.

C

The cultural playing process is to provide the initial. If you want to call it strategic.

C

Plan for the new uh cultural commission and they'll have to uh take it and run with it.

H

Yeah, what russ said and also I've been following um and councilor cook speak to it. The public art.

H

um Commission and what's been really interesting to watch and learn from them is they've they've.

H

Been using their initial meetings to decide how they're going to run their meetings and.

H

What they're going to do, and and so a lot of this initial work, this commission is gonna.

H

Be tasked with is is deciding for itself what it's going to look like and how it's going to.

H

Run and when it's going to meet, I mean all the you know: I'm I'm a geek, so I thrive on that kind.

H

Of detail, but that's the that's the stuff: that's going to set the tone for them and to russ's point.

H

We're going to hand them something and say here: this is the work we we've been doing since 2021.

H

um And, and here and they're gonna go thanks, we're either gonna take all of it or some of it. We've.

H

Already got the cultural plan, so it we're gonna, basically be sending a child off into the world.

H

Is what's going to happen and we're not going to have any say after the after december 31st.

K

um I think that what barbara said is really important. um My goal is to have those appointments.

G

Made so that the arts and cultural commission can meet in december for a first meeting and do some.

G

Of that housekeeping work in preparation for being given the final reports from this committee in.

G

Arts and nonprofits and the cultural plan, so they can make decisions about who's going to take notes.

G

In their readings and all those things you have to do at the very beginning, who's going to chair.

G

um So so that they can really get started january 1.

B

Excellent, I have a couple questions and one ties right into the counselor cook so.

I

um What would be the deadline for applications, so you said to keep it open for another month. Are we looking at october 11th or are we looking at.

I

I'm going to ask him to hold it hold appointments per month, so don't make any appointments like next.

G

Week that came in this week and don't make you know just hold it to see how many you have come.

G

In first yeah, um just just as a I mean it's kind of a caution to him that you know you might have.

G

A lot more coming than you think, and you might have some coming a little bit later, who are really.

G

Qualified who you won yeah and karen: that's why that's why I've been saying there's a line, this.

D

Is not this group's responsibility to set up the arts and culture commission right, but just I think.

I

We should have some sort of a some sort of a date out there. It's it's, not our control, yeah.

C

I I think it's more the reverse care and I think it's don't rush through the process and I think.

C

That we've just experienced three years where we've had some groups like this one put together.

C

Where we've felt like we're in a race- and we need to get it done as quickly as possible and.

C

I think this I I think councilor cook is right. This is an opportunity to allow the process to.

C

Play out over a slightly longer period of time than we've had the luxury of over the past few.

C

Years so that we can get a full pool to give the mayor an opportunity to balance a committee once.

C

You've seen everyone who's applied, so I I think that the idea is not to have the deadline be too.

C

Close to right now, not necessarily one month for right now, but at least a month from right now, but.

C

Still close off in enough time for this council to be able to fill out the entire process and have us.

C

In place or have the new group in place for uh for january, 1st, okay, cool thanks, russ yeah yeah.

I

um Just relative to this group or or a cps, can I just clarify: are there any other expectations or.

I

Needs that need to come out of this uh as we're approaching our sun. Setting that you that you.

I

Need from us other than the cultural plan itself, is there anything else? I know you have another.

I

Report that you have to pull together, you and barbara with with the arts and nonprofits, but.

I

I just thought: let's clarify this now, so we're not rushing at the end to produce something as.

I

Needed so we just the cultural plan will be in good shape, okay and then we're going to also.

H

Report on where afta is um when, when we meet the council in december, so we'll be able to.

H

Share some information correct robin with um maybe not the super secret final numbers, but.

H

When the visit's gonna happen in january and invite the council to be involved in that.

H

um So those are the the things that I was thinking about for this report. If that's not cps work right.

D

That's an art's, a non-profit, yeah, okay and just lastly, to close out barbara's suggestion about.

I

Some sort of a layman's term uh job description is that something that somebody wants to take a.

I

Crack at I'm sure, there's stuff online, um again learning from other municipalities. uh So just.

I

I just didn't want that thought to get lost as we move forward in the agenda, so anybody wanna.

I

We're looking at maybe a couple sentences, keeping it short and sweet. Does anybody want to take a.

I

Crack at that I understand previous conversation was that karen's uh frequently asked questions.

B

Going to be circulated and then we'll get feedback on that from external to us, because it's no longer.

B

Ours, but a little hint that it's good or not, or is that something I'm now looking at that.

B

Dividing line, no, I just I don't know, and now I'm not sure if we even need to send that out.

B

um But the previous conversation I had in my head that karen was going to research. Karen battles was.

B

Going to recirculate the faq to see if it would be a good starting point to answer that question.

B

However, now you did bring up this point of this. This dividing line um is that something we need.

B

To care about, I, I obviously know why we should, logically speaking, but it's legally speaking, do.

J

We yeah how about, if I talk to stephanie offline about what next steps are and stephanie and sean.

M

Let us figure yeah, this is this, is I don't think my elite city, council and legal and governance and.

D

All the other folks who make these decisions and find out what we should be communicating.

D

Out to the public, so just just so that you know when you go to the website now, when you look up.

K

Boards of commissions are each one has a very, very short um mission statement.

K

That's about it, it's a very short mission statement and then the same application.

K

um But just a warning just be careful when we're talking to not use the word job in.

K

A description, it's a service description because we're volunteers, so I don't think.

K

The commission's paid right so um yeah, it's a volunteer description, but um but that's what's.

K

On the website now to read the mission, statements and I'll just say for this group, because there's.

D

Been a lot of conversation for this combined group: um this is not recreating art speak.

D

This is not a city department, this is a city council created commission right, and I wasn't.

D

Even around when art speak was around, but I picked up enough on it. It's not a city department.

D

Right, counselor, that's right! Okay! I think that that's important, I mean we need definitions that.

F

Definition or department definition of commission the definition is um well it's on the city website.

G

In fact, my other committees worked really hard to start delaneying. What is what, within the city.

G

Government, because I think it's confusing to to people what uh our committee structure is whatever.

G

And so um you know, basically it's a commission like the edc is commission, like any of the.

G

Committees, all of our committees are technically they're the same. um They all fall under.

G

Elected boards commissions and um and then we have committees and they're, all governed by.

G

Ordinance by the administrative ordinance in the city of portsmouth, so um and so you have your own.

G

Ordinance and then you have the general language and the administrative ordinance, which is mostly.

G

Around like electing your chair every january, it's very basic language. So um so that's that's! You.

G

Would function in the same way? Another committee is going to function, but by your ordinance.

G

Your ordinance governs everything. I think the major difference was that art speak had a paid.

A

um Director yeah, and so what we're saying here is that this is a community run process.

A

With assistance from the city staff, but not that it is um run by somebody who's paid and has its.

A

Own and had its own board to run things yeah. I'd also say that that artspeak was a 501c3 nonprofit.

C

Which made it very different than any committee or commission that the city has, and I think rather.

C

Than worrying about what artspeak was because there was a lot of gray area and vagueness and.

C

What and and a lack of clarity in what art speak was even from the very beginning. I think the good.

C

News- and one of the reasons why I really wanted to support this new commission is, there is a lot.

C

Of clarity on what this new commission is, and we just it was john's right, don't think if this is.

C

Art speak think of this as a new city commission and in the lines of what the edc and other groups.

C

Are and uh it's starting fresh everybody I posted under chat um the portsmouth arts and non-profit.

H

Committee page, so you might want to all get familiar with that. That's what um the committee.

H

That russ and I are co-chairing currently and then the second one I posted is more general city.

H

Clerk information about what a committee and a commission is and that language might help you all.

H

um Understand that this is going to look like every other committee or commission.

F

Can you send me those links by email, so I can put them in the minutes. uh They're in.

H

Chat right now, um they're they're on the city's website site under uh committees and commissions.

B

Excellent, um any more discussion, I'd like to just summarize quickly, I'd like to highlight that it.

B

Was a major win? um Thank you to both committees. Thank you to all the work groups involved. Thank.

B

You to councilor cook. Thank you for our speakers last monday, um the one thing we can take away.

B

uh Definitively is that we've we've developed something we have output. We have something that.

B

Will hopefully become very positive, unfortunately, that will be out of our hands and we will watch.

B

It either internally or externally, but well done to everybody that was involved. I think that's a.

B

Fabulous win and we're now about a third of the way through our acg effort, which is our also our.

B

Charter and we're doing very good at that, so thank you for all involved. um Other discussion.

B

We're down to our other business additions to agenda. I just want to say alan. Can, I just add.

H

um I walked out with ellen and I told her how emotional I was because this was a really big deal.

H

um I I you know what sometimes, when you do stuff you it's what you do, and so you don't.

H

You don't necessarily reflect and understand, but I know a number of us in this group have.

H

Been around for a long time and have seen a lot of different things happen, and so the the fact that.

H

This ordinance exists to um to allow a commission to come forward is really really big news, and I.

H

Can't thank council to cook enough um for your for your guidance and your leadership, uh because this.

H

Has been an idea floated for years and you helped us make it happen, and so thank you. Thank you. Kate.

K

I

All and it is on front page of the portsmouth herald in case everybody hasn't had a chance to.

I

See it and of course, the coast online, so that was terrific to see as well.

B

Excellent well done well done other other items.

B

Lingering questions niceties.

B

Anybody smart remarks. I used to work with someone any smart remarks. All right, then wow.

B

That that is, that is an incredible first I'll just remind everyone, then, that the next meeting.

C

Will actually be on the 16th the first day that acg is in town at noon and here and that will.

C

Work to put that listening session on the second, when our meeting was originally scheduled right.

C

So I'll work on that yeah and we'll want to cancel officially the october 2nd meeting to the public.

H

It'll be notified to the public in a different way and I think um counselor cook working with.

C

um The co-chairs and stephanie can figure that out for us yeah okay, so we just need confirmation that.

F

Acg can have the facilitator on the screen yeah a second yeah. I will confirm that today, great.

B

Excellent, do I have a motion too adjourn so moved second favorite. Second favorite.

B

There we are excellent. Well done, everybody be proud of yourselves yeah. I think so. One minute.

H

um Sean before you uh close this yep um karen russ allen, and I need to talk.

H

For just a minute, okay, okay, you want to stop recording yeah. Do I want to stop recording yes,.

F

I do the meetings over yeah yeah- oh you just gotta stop referring to this, so we can talk.