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Record of Proceedings

Leesburg Performing Arts Commission Meeting - October 22, 2026

Town Council & Commissions — Thursday, October 22, 2026
BodyLeesburg, Virginia
SessionTown Council & Commissions
DateThursday, October 22, 2026
StatusFILED
Video Record
0:00 / 1:41:19

Original source
Transcript — VerbatimClick a timed line to jump · ⧉ to share it

Speaker numbers apply only to this recording.

Speaker 1

0:05

We are recording the meeting.

0:07

And Whitney, can you read the title six demographics are in the side, please?

Speaker 2

0:12

Sure.

0:12

The town strives to provide equal access to services regardless of race, color, national origin, or English protegency.

Unassigned speaker

0:19

To

Speaker 2

0:19

help us assess our communities needs, the town would appreciate members of the public completing a voluntary and anonymous demographic survey to access the survey.

0:27

Please scan the QR code on the counter.

Speaker 1

0:31

Thank you.

0:39

This is the agenda.

0:41

I have

Speaker 3

0:42

a motion to adopt today tonight's agenda.

Unassigned speaker

0:59

So

Speaker 3

0:59

move it.

1:02

Second.

Speaker 1

1:03

Thank you.

1:08

I motion passes 5002.

1:12

Okay, so we have two sets of meeting minutes.

1:14

We'll take them one by one.

1:16

The first is the

Speaker 3

1:16

24th.

Unassigned speaker

1:32

Is that

Speaker 4

1:33

in the packet you emailed for me?

Unassigned speaker

1:51

By

Speaker 3

1:51

your motion to adopt the minutes from September 24th.

Unassigned speaker

2:00

I

Speaker 3

2:00

move we adopt the minutes for a meeting.

Unassigned speaker

2:02

Thank

Speaker 4

2:03

you, Peter.

2:03

Do you want your second?

Speaker 3

2:09

I'll second.

2:10

Thank you.

2:12

All those in favor.

Unassigned speaker

2:27

I

Speaker 3

2:27

have a question about that.

2:28

So can Kaylee vote even

Speaker 1

2:30

though she was there for the majority of the meeting on the last minutes?

Speaker 5

2:34

I would say so.

Speaker 1

2:36

Okay.

Unassigned speaker

2:37

She

Speaker 2

2:38

only missed the last slide.

Speaker 6

2:39

We've had everyone else, but like

Speaker 1

2:40

literally.

2:42

It was a minute.

2:44

Okay.

Speaker 3

2:45

So

Speaker 1

2:45

we'll move on to the October 8th

Speaker 3

2:48

uh minutes.

3:14

Your motion to approve the October 8th minutes.

Speaker 4

3:23

A second.

Speaker 1

3:24

Thank you.

3:25

All those in favor?

3:28

Motion passes 5002.

3:31

Thank you.

3:33

We have no petitioners.

3:35

So we'll move on to mistletoe market.

3:38

The town council votes on Tuesday on our artist selection.

3:45

At that point, I'll be contacting everyone to let them know about the mistletoe market.

3:53

We have had um one of our artists reach out already, so might reach out back out to them tomorrow.

Speaker 7

4:01

So

Speaker 1

4:01

let them know status.

Discussion Breakdown — Share of Meeting
Arts And Culture█████████████████████████████████████████████51%
Youth Programs█████████10%
Procedural████████9%
Budget Equity Analysis███████8%
Public Engagement███████8%
Grant Funding████5%
Personnel Matters████5%
Procurement██2%
Airport Management██2%
Summary of Proceedings

Leesburg Performing Arts Commission Meeting - October 22, 2026

The Leesburg Performing Arts Commission (PAC) met on October 22, 2026, at 1:00 PM. The meeting covered adoption of previous minutes, updates on the Mistletoe Market, selection of artists for the Memory and Melody event, budget allocation, scheduling, and discussion of the commission's future direction for FY28.

Consent Calendar

  • Minutes Approval: September 24, 2026 minutes adopted (motion passed 5-0-2). October 8, 2026 minutes adopted unanimously (motion passed 5-0-2). (Note: The transcript shows "motion passes 5-0-2" for both; the number of abstentions may be two.)

Public Comments & Testimony

  • No petitioners were present; no public comments.

Discussion Items

  • Mistletoe Market Update: Town council will vote on artist selection on Tuesday (October 26). Contract sent to procurement and legal for redlining. Setup begins at 8:00 AM on December 5 (event on December 6?). The commission will determine staffing at the November meeting.
  • Memory and Melody Artist Selection: Three artists applied: Connie Polyvera (solo pianist), Bob Rodriguez (barbershop quartet), and Brian Bunch (Punch Buggies quartet). Scores were tallied: Connie 143, Bob 144, Brian 146. Discussion on budget: initial total honorarium budget $2,400. After deducting $100 for venue staff cost and $250 for printing/marketing, $2,050 remains for artists. Motion to allocate $200 to Connie and $800 each to the barbershop quartet and Punch Buggies passed 6-0-1. Another motion to request budget transfer of $100 for venue and $250 for marketing passed 6-0-1. (Note: one abstention).
  • Event Scheduling for Memory and Melody: Date set for January 16, 2027 (with snow date January 23). Venue: Senior Center of Leesburg. After debate, motion passed (5-1-0-1) for schedule: setup at 1:00 PM, doors open at 2:30 PM, performances from 3:00 PM to 4:45 PM, clean up by 6:00 PM. Performance times: Connie 3:00-3:30, barbershop quartet 3:30-4:00, intermission 4:00-4:15, Punch Buggies 4:15-4:45. Motion to rent facility including stage and digital piano passed.
  • Marketing Materials: Discussed printing of flyers, rack cards, and programs. Decided against printed programs; only marketing handouts. Motion to grant Marjorie artistic license to coordinate with Whitney on ordering within budget passed 6-0-1.
  • New Business - FY28 Budget Direction: Discussion on the commission's future. Ideas included: sponsoring events (e.g., Mistletoe Market), creating a grant program for arts nonprofits (potentially partnering with Loudoun Arts Council), establishing a physical collaborative space (possibly temporary), hosting an arts networking conference, and developing a youth-focused event. No formal votes; discussion will continue in November.
  • Volunteer Program and Artist List: Proposed creating a volunteer program for high school students and a verified artist list with merchandise (stickers, t-shirts). Not voted on.

Key Outcomes

  • Votes: All motions passed with support (most with one abstention).
  • Artist Payments: Approved $200 for Connie Polyvera, $800 for the barbershop quartet, and $800 for the Punch Buggies quartet.
  • Event Schedule: Memory and Melody on January 16, 2027, 3:00-4:45 PM at Senior Center.
  • Budget Allocation: $100 venue, $250 marketing, $2,050 artists (budget transfer requested).
  • Designated Presenter: Marjorie will present the Memory and Melody artist selection to town council on November 10.
  • Commissioner Resignation: Kaylee announced she will step down at the end of the year; her resignation effective December 31.
  • Reappointments: Council-appointed members (Kaylee, Ariam, Peter, Mark) were reminded to reapply online for the upcoming term.
  • Next Meeting: Scheduled for November (date to be set). November meeting will focus on finalizing FY28 budget and deciding meeting times for 2027.

Meeting Transcript

We are recording the meeting. And Whitney, can you read the title six demographics are in the side, please? Sure. The town strives to provide equal access to services regardless of race, color, national origin, or English protegency. To help us assess our communities needs, the town would appreciate members of the public completing a voluntary and anonymous demographic survey to access the survey. Please scan the QR code on the counter. Thank you. This is the agenda. I have a motion to adopt today tonight's agenda. So move it. Second. Thank you. I motion passes 5002. Okay, so we have two sets of meeting minutes. We'll take them one by one. The first is the 24th. Is that in the packet you emailed for me? By your motion to adopt the minutes from September 24th. I move we adopt the minutes for a meeting. Thank you, Peter. Do you want your second? I'll second. Thank you. All those in favor. I have a question about that. So can Kaylee vote even though she was there for the majority of the meeting on the last minutes? I would say so. Okay. She only missed the last slide. We've had everyone else, but like literally. It was a minute. Okay. So we'll move on to the October 8th uh minutes. Your motion to approve the October 8th minutes. A second. Thank you.

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