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2005-03-07 (2) CITY OF ENCINITAS COMMISSION FOR THE ARTS MEETING MINUTES MEETING DATE: March 7, 2005 1. CALL TO ORDER/ROLL CALL Chair Rincon called the meeting to order at 5:30pm Present: Commissioners Rincon, Ranson, Gould, Van Haitsma, Slevinske, and Gagliardo Absent: None Also Present: Management Analyst II Stauffer, Director of Parks and Recreation Hazeltine, Assistant to the City Manager Smith and City Manager Miller 2. PLEDGE OF ALLEGIANCE 3. PRESENTATIONS Chair Rincon presented a plaque to Tom Nee and thanked him for his work on the Commission. 4. CHANGES TO THE AGENDA None 5. CLOSING AND ADOPTION OF THE CONSENT CALENDAR A. Approval of Minutes for the Regular Meeting on February 14,2005 COMMISSIONER GOULD MOTIONED AND COMMISSIONER RANSON SECONDED TO APPROVE THE MINUTES FOR THE REGULAR MEETING ON FEBRUARY 14, 2005. MOTION WAS APPROVED 6-0. 6. ORAL COMMUNICATIONS City Manager Kerry Miller and Assistant to the City Manager Jennifer Smith introduced themselves to the Commission. Transition of the Commission to the City Manager's Office from the Parks and Recreation Department and recent approval of a full-time Arts Administrator position was discussed. Applications for the position are due April 1. Smith commented on her role as supervisor ofthe Arts Administrator and also on her background in music. Sharon Scott, Executive Assistant to the City Manager, will provide assistance with meeting agenda and minutes. Miller commented on the progress of the Commission over the past several years and emphasized that approval ofa full-time Arts Administrator and the Commission's transition to the City Manager's Office is a positive step and new era for the Commission. \ ) 7. OLD BUSINESS A. Arts Grants Program Update Stauffer commented that the contracts have been signed and that the program is underway. B. Update on Public Art Policy Chair Rincon will present the Public Art Policy to Council on March 16. Commissioners were asked to attend in support. 8. NEW BUSINESS A. Discussion of the Commission's Proposed FY06 and FY07 Programming Budget Chair Rincon reviewed the agenda report and then discussed the methodology that was used to develop the proposed budget. Commissioners asked for a comparison to Escondido and Carls bad arts budgets. COMMISSIONER GAGLIARDO MOTIONED AND COMMISSIONER RANSON SECONDED TO APPROVE THE COMMISSION'S PROPOSED BUDGET FOR INCLUSION IN THE CITY'S FY06 AND FY07 BUDGET PROPOSAL TO CITY COUNCIL. MOTION WAS APPROVED 6-0. B. Discussion on Commission Involvement in DEMAStreet Fair on April 23 & 24 Information regarding the street fair was provided. Commissioners discussed their desire to host a booth on the main street of the fair. Site location was further discussed. It was then suggested that the booth be used as an opportunity to promote the Arts Grant Program and that past recipients of grants be brought in to help provide information at the booth. Commissioners discussed the need for staff assistance in sending out a letter to past and present grant recipients to gauge their interest in participating in the event. Stauffer suggested that the Commission form a subcommittee to assist in hosting a booth at the event. Commissioner Gould offered her . services in contacting DEMA on the event .and booth space. COMMISSIONER GOULD MOTIONED AND COMMISSIONER VAN HAlTSMA SECONDED TO HOST A BOOTH AT THE ENCINITAS STREET FAIR ONLY WITH THE CONDITION THAT THE BOOTH BE SITUATED ON THE MAIN STREET OF THE FAIR AND THAT COMMISSIONERS PARTICIPATE IN HOSTING THE BOOTH. MOTION WAS APPROVED 6-0. 9. COMMITTEE REPORTS A. Funding (Chair Rincon, Gagliardo, van Haitsrria) Reported on under Agenda Item 8A. ) B. Policy (Chair Gould, Nee) No report. C. Facilities (Chair Ranson, Rincon) Commissioner Ranson reported that he met with Moxi Theater to discuss space for their first show in Encinitas. The show will take place in October and a space is still needed. Potential sites were discussed, including a temporary structure on the community use space in the Encinitas Town Center. D. Public Art (Chair van Haitsma, Gagliardo, Ranson) No report. E. Marketing (Chair Slevinske, van Haitsma) Commissioner Slevinske offered her assistance for the street fair. F. Cultural Tourism (Gould) Commissioner Gould provided trail maps and reported that the art banners will be up on Highway 101 from March 8 through June. The Mission Bells have been purchased and will be installed along EI Camino Real and Highway 101. Chair Rincon facilitated discussion of forming a subcommittee to review and revise the arts grant applications for FY06. Commissioners discussed hiring Cristina Chacon to provide assistance with the grant program. Chair Rincon suggested one grant cycle instead of two due to the workload. Commissioners asked the Chair to request staff assistance for the grant program. 10. PROJECT/PROGRAM REPORTS A. NEA Grant Update Stauffer provided an update on the grant. A one-year extension has been provided through October 31, 2005 for completion of the project. RFQ's are available for review. The Executive Committee of City Council's Cultural Tourism Committee will review the RFQ's. The Committee will wait until the Arts Administrator has been hired to select a graphic arts design firm. 11. INFORMATION/STAFF STATUS REPORTS A. Update on Arts Administrator Recruitment Deadline for the applications is April 1. Chair Rincon asked to meet with Smith to discuss Commission involvement in the process. The job announcement was advertised inthe San Diego Union Tribune, the North County Times, California Parks and Recreation Society, CALAA, San Diego Arts and Culture, San Diego Performing Arts League, San Diego Area Dance Coalition, Cal State San Marcos, Palomar College, and the San Diego State University ) I Master's in Public Administration program. Commissioner Gagliardo commented that the Chair and Vice-Chair would be involved in review of the applications. B. Update on Commissioner Vacancy Susan Stamp will be appointed to the Commission by City Council on March 16,2005. 12. COMMISSIONER'S CORNER A. Commissioners Commissioner Gould reported that Ralph Nader will be in town to speak at La Paloma Theater and that she is working on costumes for a dance. Commissioner Van Haitsma reported that she participated in a conference and that she will be going to New York in May. Commissioner Ranson reported that he will be working on the Francine Busby campaign and that he has been hired to lecture on Cas a Blanca. Commissioner Slevinske reported that her mother is coming to visit. Commissioner Rincon is working on a dance project for the Garden Festival. B. Staff No report. 13. ADJOURNMENT The meeting was adjourned at 7:00pm. )