Meeting of the performing arts committee to order at 716 p.m.

This meeting is being conducted in a virtual component with a virtual component.

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The first item on the agenda was the call of order.

Okay, the second is roll call.

Roll call, Vice Chair Carol Donahue here.

Committee member Valley Friendwick here.

And committee member Anthra Bardwatch.

Here and uh Chair David Garcia is absent of the question.

Uh item number three minutes approval.

There are no minutes at this time to approve.

Uh item four, oral communications from the public.

This portion of the meeting is reserved for persons wishing to address the committee on any matter not on the agenda.

Speakers are limited to three minutes.

State law prohibits the committee from acting on non-agenda items.

Uh are there any members of the public?

That happens, members of the public right now.

Okay, there being no members of the public, we'll move on to item five, unfinished business.

None.

So that brings us to item six, new business 6.1 resident company annual presentation questions.

Recommendation approve the resident company annual presentation questions.

And the attachments were circulated with the agenda.

And so are there any comments or discussions on questions?

Is there involved?

Just my my thank you for sharing these.

I just one question, and it's kind of applied here.

That's not what it says to the best of your ability.

Um can these questions be considered optional for some companies if they determine that they either don't apply or they don't have the data or we really want them to yes?

I want to speak for the whole committee, but I think the intention is obviously we have a wide remote professional regional company and we have a lot of board.

So some of some of these questions are not so do we want to just go through all the questions or okay.

The thing the financial questions maybe.

Um about break even point and methods strategies.

Do you use to ensure your overhead spending is justified and effectively supports your mission?

Were there any unanticipated expenses this year?

How do you manage unexpected expenses?

Such as emergency fund endowment, etc.

Um I have it another question.

Um sorry, I wasn't here at the last meeting.

Uh minutes aren't available, so if this was already discussed, I'm sorry for being redundant.

Um this question in the financial questions in particular feel um judgmental is not quite the right word, but like um like why would we as PAC care specifically if their overhead spending is not justified?

We're not financial auditors, we're not subsidized.

Subsidizing.

Okay.

That way the resident companies get a far deeper discounting use of the facility.

So we want to make sure that so it's a little it's you're right.

We we don't have a right to do a deep dive.

Well, we can ask some questions.

Okay.

Yeah, it's it's like stewardship.

Yeah.

It seems like the word justified is what troubled you.

Yeah, it's justified.

Um because it's it almost that word justified almost to me kind of implies um extraneous spending or profluous spending.

Or is uh major overhead spending effectively support your mission?

Seems a little more like stewardship.

It's just a small, it just feels a little like maybe it's the justified word, it just feels like did you really need to buy those paper cups or did you really you know um yeah?

I agree, yeah.

Or the financial auditor might say why should the organization buy these paper cups?

Yeah, no, yeah.

We're more effectively supporting your mission seems to be more fulfilling what I think we would mostly care about is that it's not extraneous spending.

We want to just remove justified, yeah.

So it would be what strategies do you use to ensure your overshed spending is effectively supporting that your mission that that would forectively support that we're yeah, I agree.

Okay, the rest of the questions I think just help us understand their you know needs and things and trouble spots on this okay.

So we're okay with financial okay, programming.

Are there any current or upcoming changes in programming direction that you would like to share with the committee?

What recent advances have your programs achieved and what setbacks did you encounter?

What structural changes are you implementing to evolve your programming and enhance audience engagement?

Comments?

That sounds great.

Okay.

So then the next section is collaboration.

What communities do you believe you are serving and do you feel you are effectively reaching them?

How are you measuring the impact?

Are you are there specific metrics or tools you use to determine success?

Uh number two, could you list the programs you offer, such as educational community engagement or outreach initiatives?

When and where are these held?

Um these programs have been delivered in Mountain View, and how do you assess their impact on the community?

What other benefits do you believe your organization brings to the Mountain View community?

Three, how are you collaborating with the Mountain View community?

If you're not currently engaged in partnerships, are you interested in developing collaborations in?

I love all those questions.

I think those will be really informative to us as a committee.

Yeah, I think great.

Well, we've been developing these questions over time.

And so targeting how does it impact you is something that came out of meetings last year, you know, with with the with the resident companies.

Um, I think those questions are really, really I really I think really good, really well-phrased and really I think would be very like informative, like you said, just lessons learned to teach.

Oh it's one of those things where we're like, well, I think we have that before.

That's a really good these are some really good questions.

We're getting there.

They get better every year.

Okay, strategic planning.

What aspects of your strategic planning would you like to highlight for the committee?

Are there any particular goals or initiatives you're excited about or perhaps challenges you're addressing?

Okay, that's it for strategic planning.

Comments.

Okay, that's good.

Well, I think you contributed some of those ideas last week.

I did, yeah.

That was my question.

I think that was great.

Yeah.

Okay, going on to marketing.

Please share the key metrics and demographics of your current audience.

How has this changed in the last five years?

What specific strategies are you using to attract a more diverse or younger audience?

Are there particular initiatives or campaigns that have been successful or that you're excited about the outcome?

Should probably should be outcomes.

Outcomes.

Plural.

Anyway, um three, which social media platforms do you use, and how would you rank them in terms of effectiveness for creating awareness?

Are there any platforms you find particularly successful in your audience?

So with number three, like maybe creating awareness and increasing engagement or something like that.

Sorry.

You're rewording the question.

No, just adding something.

Well, okay, where effectiveness for creating awareness or increasing engagement?

Like are people reposting or doing something?

I mean, that's basically a measurement of error, I guess.

Kind of also captured in 3A a little bit.

Yeah, that's yeah.

And engaging your audience.

Yeah, I thought that's where that was platform change.

I just read that and I forget.

Okay.

So no change.

No change.

Okay.

So yeah, it's they are kind of asking two in questions, but creating awareness and then engaging and engagements helpful.

Okay.

Okay, so we're happy with that.

Uh organization.

Um, what recent changes have occurred in your staffing or leadership, and how have these changes impacted your organization?

Have these changes brought about any significant changes in strategy, culture, or operational efficiency?

Do any of your board members work or reside in mounting?

Do we want to uh rephrase that first question to say have any changes occurred in your staffing or leadership?

Oh, we're kind of assuming, aren't we?

The way that it's written.

Yeah, yeah, it seems like there's been a change, right?

So we want to see problem changes occurring in this.

And it doesn't need to be recent, just can we change it?

Have any changes occurred?

Yeah, it's not so assumpted.

Yeah, well, I like the phrasing of do you any board members work or resign in Mountain Review?

Yeah, how was yours?

I don't think I phrased it that way.

No, I could questions well.

Yeah, that's right.

I would say my mind's doing business with them with you.

Yeah, is that your board?

Uh and then the other thing is um, I was wondering like for these questions.

We don't specify if we want what format we want them in, and in the past uh representatives have just come in and had a conversation, you know, and it's kind of hold on hard to hold on to what people say, take notes and everything.

So I think in the past we've required written or PowerPoint presentation or something.

So typically we ask them to provide a PowerPoint.

Okay.

Okay.

Um, but then we have that, you know, that becomes part of the meeting.

Right.

Um we did one year have someone come in and just give us some hands out and kind of tell us.

Um but the handouts didn't specifically like the conversation specifically answered the questions the handouts were so oh yeah, it was like standard and look collateral material.

Yeah, yeah.

So you know, we want to say if we want to say we would like these, you know, the answers to this in a handout or it would be fine.

I think PowerPoint presentation or word document or PDF or just something written.

We'd like the answers written.

In some software, yeah, yeah, something that could be fair meeting.

Okay, PDF or whatever.

So answer these questions.

Well, we can tell about it in the email when we send we send them the questions.

That's just direction to staff.

Like provide okay, either a PDF document or in a PowerPoint answer these questions in writing in some of the PDF and Word document for PowerPoint.

And I have a question.

Is there a particular does anybody have any thoughts on the board for the um sections?

I uh I didn't really, but now that you asked, I might consider putting those financial questions towards the end.

So I was thinking because that's I was that's a hard hitter, but also some of if it's a question is that seem too it may it may be easier to get started on something on like programming.

Oh, yeah, this is what we did this season.

That's gonna be those are gonna be kind of the easier to answer to get them to the meet.

Um I I think that's a good point there.

I think they also kind of lead up to the financial because then you have a sense what they're programming is what they're the direction they're going in, their marketing, and I don't know if it needs to be the last one, but I that was gonna be my question.

Do you want it to be the last one?

Or you know, do we want to start with programming but one on programming programming?

Maybe maybe marketing seconds and then collaboration.

I mean, I'm looking to you guys, but yeah, um, I think programming first makes a lot of sense.

That's because that should be something very easy for each group to answer easier, like a little look back, but it shouldn't be a lot of different.

Um marketing is a little and also organizational changes, those are gonna be I'm not saying that necessarily easier, but I'm trying to think like flow-wise, like programming, marketing, um collaboration, strategic planning and then financial.

I would say financial and then strategic planning, right?

Makes sense.

I feel like strategic planning is like okay, now what's in the future that makes a lot of sense.

Yeah, okay.

So programming one, marketing two, organization three, collaboration four, financial five, six strategic planning.

Yeah, okay.

Oh, I'd like to I'd like to move to accept the questions as modified in our discussion tonight with the new order, and that we will also request that the resident companies provide their answers in some sort of written form.

Second the all in favor, the motion passes unanimously.

Thank you for coming.

Oh text.

Okay, uh then we have our topic, right?

Number seven committee staff announcements updates, requests reports.

None there being none, we'll move along to adjournment.

Um performing arts committee will be held on Wednesday the 17th at 6 15 p.m.

in the atrium conference room 500 castro street.

I close this meeting of the performing arts committee at 7 36.

Woo.