Leesburg Performing Arts Commission pauses paid ad plan, asks town to post survey graphic and orders brochures and cards

The Leesburg Performing Arts Commission voted June 15 to pause a paid digital advertising campaign tied to a town demographic survey, ask the town to post an unpaid social-media graphic linking to the survey, add the survey to the Performing Arts Commission web page, and approve printed outreach materials including a brochure and 2,000 premium business cards.

The commission’s chair, Malika Kanur, opened discussion by noting the fiscal-year deadline: FY25 advertising funds could not be used for ads running in July because the budget closes on June 30. Town staff explained that paid advertisements must be routed through the town manager and the public information office and that payments to platforms (for example, Facebook) occur when an ad runs. The timing, staff said, made it unlikely a paid ad could be created, approved and run before the fiscal-year cutoff.

Commissioners moved instead to create a graphic and ask the town to publish it on the town’s regular social channels (not a paid ad). Commissioner Barbara Wilson made a motion “to pause the paid advertising campaign and instead create a graphic that we can ask the town to post.” The motion was seconded and approved by voice vote.

The commission also discussed outreach materials. Staff reported that a printed brochure had already been ordered on standard (non-glossy) paper and that the online survey was live; one response had already been received. Commissioners reviewed a proposed business-card design that included a QR code linking to the Performing Arts Commission web page. After brief discussion about legibility and printing templates, a commissioner moved to adopt the proposed business card front-and-back design and later to order 2,000 premium, matte-finish business cards (square corners) at a cost of $180. The motion to order 2,000 premium cards carried on a voice vote.

To improve access, a motion was made and approved to ask town staff to add a link or visible box on the commission’s web page reading, for example, “Please take our survey,” so social posts can point residents to the town site rather than directly to SurveyMonkey. Staff said social platforms vary in how they accept links (noting Instagram limitations) and recommended directing users to the town website where a link or embedded prompt can be added.

Staff said the brochure printing turnaround is typically seven to 14 days and reported the brochure as ordered; staff will follow up with the town manager and the public information office for final approvals and placement. The commission agreed to prepare a graphic for the town to post and to use FY26 funds for future digital advertising instead of FY25 ad funds that could not be spent in time.

The commission also clarified next steps for dissemination: once the town manager approves the brochure PDF and the public information office has the Canva link, staff will place print orders and coordinate posting on the town website and social media.

Commissioners made multiple logistical suggestions during the discussion including color options for print, card stock weight, and quantity (multiple commissioners proposed 500–2,000 pieces). The final motion that passed was for 2,000 premium cards at $180; shipping was reported as free but staff said they would confirm.

The meeting record shows staff and commissioners will coordinate to finalize the graphic, update the web page with the survey link, and confirm brochure and card production details. No additional funding was approved for paid digital advertising at the meeting; commissioners agreed to revisit use of digital funds and the FY26 work plan in fall budget discussions.