2006-12-04
CITY OF ENCINIT AS
COMMISSION FOR THE ARTS
Meeting Minutes: Monday, December 4, 2006
1. CALL TO ORDER/ROLL CALL
Chair van Haitsma called the meeting to order at 5:30 pm
PRESENT: Vice Chair van Haitsma, Commissioners Thurn, Davis, Buxbaum and Tucker
ABSENT: Chair Gagliardo, Commissioner Stamp
ALSO PRESENT: Arts Administrator Jim Gilliam, Secretary Sharon Scott
2. PLEDGE OF ALLEGIANCE
Commissioner Tucker led the pledge of allegiance.
3. CHANGES TO THE AGENDA (deletions and/or additions of consent or general
information items)
None.
4. CLOSING AND ADOPTION OF THE CONSENT CALENDAR
A. Approval of Minutes for Regular Meeting on November 6, 2006
Vice Chair van Haitsma requested that item # 8 Open Discussion be amended to read
"Commissioner van Haitsma announced the release of a book she worked on Illuminations".
COMMISSIONER DAVIS MOTIONED AND COMMISSIONER TUCKER SECONDED TO
APPROVE THE AMENDED MINUTES OF THE REGULAR MEETING ON NOVEMBER 6, 2006.
MOTION APPROVED (5-0-2). (GAGLIARDO, STAMP ABSENT)
5. ORAL COMMUNICATIONS
None.
6. NEW BUSINESS
A. Report on the Brown Act, Glenn Sabine, City Attorney
City Attorney Glenn. Sabine informed the Commission that they are subject to the Brown Act as an
advisory committee. The Brown Act is an important body of State law as it goes to the essence of
how the city does business. He provided a brief history of the Brown Act and stated the basic intent
of the law is to conduct the public's business in public. This means that a meeting must have open
attendance and there can be no secret ballots. A quorum cannot communicate outside of a
noticed meeting. There are exceptions to the Brown Act including closed session or executive
session meetings. The City Attorney described what constitutes a meeting noting that any quorum
of the advisory body falls under the Brown Act even if it is not a formal meeting. A conference call
constitutes a meeting. Any deliberation about city business, even if no decision is made, is
considered a meeting and falls under the Brown Act. Memos, emails and text messages can
constitute a serial meeting and are subject to the Brown Act. The City Attorney said that the Brown
Act requires that the agenda of a regular meeting must be posted at least 72 hours prior to the
meeting. A regular meeting is one identified by a resolution or ordinance and occurs on a regular
basis. Special meetings must have an agenda posted 24 hours prior. There are criminal penalties
associated with violating the Brown Act.
B. Commission Activity for December
1. Sat. Dec. 2, 3:00pm, Encinitas Christmas Concert, La Paloma Theater
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3. Sat. Dec. 2, 7:30pm, Cabrillo Chamber Orchestra, St. Andrews
4. Sun. Dec. 3, 2:00pm, Coastal Communities Concert Band,
California Center for the Arts, Escondido
5. Wed. Dec. 13, 15, 7:00pm, North Coast Singers concert,
San Dieguito United Methodist Church, 170 Calle Magdelena
6. Dec. 15-23, Holiday full of Moxie, Flora Vista School,
1690 Wandering Road
Arts Administrator Gilliam noted that the Commission has started a new item on the agenda to
track events that happen in Encinitas or are funded by the Community Grant Program. Arts
Administrator Gilliam gave a brief overview of the upcoming events. Commissioners Thum and
Davis expressed interest in attending the North Coast Singers' concert on December 15th. Vice
Chair van Haitsma and Commissioner Buxbaum said they would like to attend the Moxie
performance.
7. OLD BUSINESS
A. Ad Hoc Committee Report
1. Community Grant Program, Erica Buxbaum
Arts Administrator Gilliam distributed copies of the Community Grant Program application and the
evaluation tool developed by the ad hoc committee. Commissioner Buxbaum noted that the ad
hoc committee met to create an evaluation process and then held a workshop with grant recipients
to inform them of their responsibility to evaluate themselves. Commissioner Buxbaum described
the intent of the evaluation tool. The ad hoc committee looked at examples from other cities and
crafted a tool that was simple enough to be approachable but complex enough to be useful. The
intent was to make the process circular by tying the application to the evaluation tool. Discussion
ensued.
2.. Public Art, Paul Gagliardo
Arts Administrator Gilliam briefed the Commission on a recent meeting with Mike Clark, the
organizer of Cardiff Botanical Society's surf sculpture project. During that meeting Mike addressed
additional resources needed and is looking for donated labor to offset the cost of the plaza area
that needs to be built to house the sculpture. Donations of $65,000 were raised during the original
fundraising period, which covered the cost of the sculpture and granite pedestal. There is a need
for further fundraising.
3. Christmas Concert, Judy Thum
Commissioner Thum reported that the concert was a smashing success. She credited Arts
Administrator Gilliam for his hard work. Ad hoc committee members Commissioners Buxbaum,
Stamp and Thum worked very hard to pull the event together and the performers did an
outstanding job. The ad hoc committee will evaluate the event and look at improvements that can
be made. Commissioner Thum estimated there were180 people in the audience.
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4.
Envision Encinitas, Paul Gagliardo
Arts Administrator Gilliam reported the ad hoc committee is working to get consensus on one logo.
City Webmaster Paul Welch developed a concept that was very strong. Arts Administrator Gilliam
hopes a decision will be made soon.
B. Commission Activity for November
1. Wed. Nov. 1, Eiler Foundation Concert, Community Center
2. Sat. Nov. 11, Cappella Gloriana Concert, St. Andrews
Arts Administrator Gilliam pointed out that these two projects were funded by the Community Grant
Program. Vice Chair van Haitsma said she and Arts Administrator Gilliam attended the
performance by Cappella Gloriana.
8. OPEN DISCUSSION
Arts Administrator Gilliam shared with the Commission that one of the FY2005/06 Community
Grant Recipients, Mark Freeman, who developed a documentary with his funding, would have his
project aired on PBS in February 2007. Arts Administrator Gilliam encouraged commissioners to
attend the Council goal setting workshop in January. Once the date for the workshop is
established he will share it with the Commission.
9. DISCUSSION OFAGENDA ITEMS FOR FUTURE MEETINGS
The next regular meeting will fall on January 1S\ 2007. As this is a holiday the meeting will be
moved to January 8th.
10. ADJOURNMENT
Meeting adjourned at 7:02 pm
Next Meeting: January 8th, 2007 Poinsettia Room
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