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2004-06-07 CITY OF ENCINITAS COMMISSION FOR THE ARTS MEETING MINUTES MEETING DATE: June 7, 2004 1. CALL TO ORDER/ROLL CALL Chair Rincon called the meeting to order at 5:30pm Present: Commissioners Rincon, Gould, Ranson, Van Haitsma, Nee, Slevinske, and Gagliardo Absent: None Also Present: Management Services Coordinator Hazeltine, Management Analyst Stauffer, and Arts Coordinator Chacon 2. PLEDGE OF ALLEGIANCE 3. PRESENTATIONS A. Visit from the Mayor, City Manager and City Attorney Mayor Houlihan thanked the Commission for their help and work in the community. She then commented that the Highway 101 tree grates and the downtown streetscape medallions are examples of the Commissions successes. City Manager Miller provided clarity to the role that staff plays in regards to interaction with the Commission. Staff prepares meeting agenda and minutes, provides professional guidance, and assists in being a liaison to City Council. He also commented that completion of the Arts Master Plan has been a major accomplishment for the Commission and that the level of staff support through the Arts Coordinator position is unique only to the Arts Commission. City Attorney Sabine provided an overview of the Brown Act and discussed the responsibilities of Commissioners in conducting official business. The purpose of the Brown Act is to provide for open, public meetings, where the public is provided an opportunity to participate in government. Meetings of the legislative bodies of government are to be open to the public. A meeting takes place when a quorum or more of members is present to discuss official business. Phone and email conversations may constitute a quorum as well. Closed session exceptions to the Brown Act include litigation, real estate negotiations, and personnel issues. The Brown Act requires 72 hour posting of a regular meeting notice and 24 hour posting of a special or emergency meeting notice. Non-agenda items should not be discussed at length, nor action be taken on them during a meeting. Violations of the Brown Act are punishable by fine and/or imprisonment. Decisions made in violation of the Brown Act can be invalidated. Subcommittees make recommendations to the Commission and should not be comprised of a quorum. A subcommittee may be subject to the Brown Act, should it be charged with a specific topic and be continuous in nature. The California Political Reform Act requires detailed disclosure of campaign contributions and sources of income for political positions. The Fair Political Practices Commission regulates and investigates conflicts of interest. 6. ORAL COMMUNICATIONS Oral communications were taken at this time. Neils Lund provided an update on the Class ACT program. The program has served 401 classrooms in Encinitas, of which the City funded 118. He thanked the Commission and urged continued financial support. Additional information was passed out. 3. PRESENTATIONS B. Moxie Theater Strategic Plan Representatives from Moxie Theater provided information on their organization. Their st mission is to, “redefine feminist theater for the 21 century”. The organization is striving to become a theatrical leader in the county and would like to house a 200+ seat blackbox theater. Day care will be provided for audience members and actors. 4. CHANGES TO THE AGENDA None 5. CLOSING AND ADOPTION OF THE CONSENT CALENDAR A. Approval of Minutes for Meeting on May 3, 2004 COMMISSIONER GAGLIARDO MOTIONED AND COMMISSIONER RANSON SECONDED TO APPROVE THE MINUTES FOR THE MEETING ON MAY 3, 2004. MOTION WAS APPROVED 7-0. Commission consensus was reached to rename the “sub-committees” to “committees”. 6. ORAL COMMUNICATIONS None 7. OLD BUSINESS A. Discussion on Hall Property Presentation Commissioner Ranson will refine the list of recommendations for the July commission meeting. Council will discuss commission recommendations for the Hall Property at a special meeting in late summer. 8. NEW BUSINESS A. Election of Chair and Vice-Chair COMMISSIONER GOULD NOMINATED AND COMMISSIONER VAN HAITSMA SECONDED COMMISSIONER RINCON FOR CHAIR OF THE COMMISSION. NOMINATION WAS APPROVED 7-0. CHAIR RINCON NOMINATED AND COMMISSIONER VAN HAITSMA SECONDED COMMISSIONER GAGLIARDO FOR VICE-CHAIR OF THE COMMISSION. MOTION WAS APPROVED 7-0. B. Discussion of Summer Commission Meeting Agenda Management Services Coordinator Hazeltine reported that the commission typically goes dark in August and that city hall is closed the first Monday in July. COMMISSIONER SLEVINSKE MOTIONED AND COMMISSIONER GOULD SECONDED TO HOLD A SPECIAL MEETING ON JULY 12, 2004. MOTION WAS APPROVED 7-0. 9. COMMITTEE REPORTS A. Funding (Rincon, Ranson, Van Haitsma) No report. B. Policy (Gould, Nee) No report. C. Facilities (Ranson, Rincon) Chair Rincon commented on her tour of the former Red Sand warehouse. D. Public Art (Van Haitsma and Ranson) A draft policy was distributed for review. Management Services Coordinator Hazeltine provided staff comments on the draft policy. It was recommended that the PAC not be advisory to Council and that the document be policy not ordinance. E. Marketing (Slevinske, Hord, Van Haitsma) A copy of the City newsletter was provided. F. Cultural Tourism (Gould) Commissioner Gould reported that the master calendar is up and running. 10. PROJECT/PROGRAM REPORTS A. Update on Arts Grant Program Arts Coordinator Chacon provided an update on the arts grant program. Three projects have been cancelled. 11. INFORMATION/STAFF STATUS REPORTS A. Budget Update Management Services Coordinator Hazeltine provided a handout with budget update information. Cottonwood Creek Park dedication will be June 14, 2004 at 3pm. 12. COMMISSIONER’S CORNER A. Commissioners Commissioner Nee reported that a singers group held an event. Commissioner Gould reported that she is working on a budget for a tour and will also be hosting a garage sale. Commissioner Van Haitsma reported that there is a new bookstore at the Nufufi Gallery. Commissioner Slevinske reported that the E Street Café will open soon. Commissioner Ranson reported that he met with Leucadia merchants on façade improvements. Commissioner Gagliardo reported that he is going on vacation. Chair Rincon reported that she is working on a show in downtown. B. Staff None 13. ADJOURNMENT The meeting was adjourned at 8:13pm.