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2004-08-02 CITY OF ENCINITAS COMMISSION FOR THE ARTS MEETING MINUTES MEETING DATE: August 2, 2004 1. CALL TO ORDER/ROLL CALL Vice Chair Gagliardo called the meeting to order at 5:33pm Present: Commissioners Ranson, Gould, Van Haitsma, and Gagliardo Absent: Commissioners Rincon, Slevinske, and Nee Also Present: Management Services Coordinator Hazeltine, Management Analyst Stauffer, and Arts Coordinator Chacon 2. PLEDGE OF ALLEGIANCE 3. PRESENTATIONS None 4. CHANGES TO THE AGENDA None 5. CLOSING AND ADOPTION OF THE CONSENT CALENDAR A. Approval of Minutes for Special Meeting on July 12, 2004 COMMISSIONER RANSON MOTIONED AND COMMISSIONER VAN HAITSMA SECONDED TO APPROVE THE MINUTES FOR THE SPECIAL MEETING ON JULY 12, 2004. MOTION WAS APPROVED 4-0. 6. ORAL COMMUNICATIONS None 7. OLD BUSINESS A. Public Art Policy Commissioner Van Haitsma reviewed the staff report changes to the previous version of the public policy as recommended by Management Services Coordinator Hazeltine at the July 12 Commission meeting. Commissioner Van Haitsma pointed out that the current version of the policy had been reviewed and accepted by the Public Art Committee (PAC) and the Executive Committee and then asked for comments. Management Services Coordinator Hazeltine proposed additional changes to the version reviewed at the Executive Committee meeting. He recommended that under Method II-A, the wording be changed to “Where appropriate, public art projects shall be referred to the Commission.” Under Method II-C, he suggested the number of non- commission members be reduced from eight to six members. Under Method II-D-6, he proposed replacing the phrase “Make it a priority” with “encourage and promote.” Commissioner van Haitsma expressed her concern that, normally, changes to such policy items are handled by the PAC through a process the Commission has been following over the past year. Given that the proposed changes were few, and as the chair of the PAC, she would make an exception in this instance and asked for the Commission’s consideration of the proposed changes. The Commission expressed concern that softening the language to Method II-A would negate the intent of the policy and discussed other phrasing that would maintain the Commission’s goal to function as a key stakeholder in the City’s public art process. The Commission agreed to the following changes in the policy as follows: Method II-A Reword the last sentence as follows: “Public art projects shall be directed to the Commission for the Arts unless otherwise directed or notified by the City Council.” Method II-C Reduce the number of non-commission members on the Public Art Committee from eight to six members. Method II-D-6 Replace the phrase “Make it a priority to incorporate” with “Promote the inclusion of …” COMMISSIONER VAN HAITSMA MOTIONED AND COMMISSIONER GOULD SECONDED TO MAKE THE NECESSARY CHANGES TO THE PUBLIC ART POLICY MEMO AS DISCUSSED. MOTION WAS APPROVED 4-0. B. Discussion on Hall Property The memo was reviewed. COMMISSIONER GOULD MOTIONED AND COMMISSIONER VAN HAITSMA SECONDED TO ACCEPT THE MEMO WITH MINOR CHANGES AS DISCUSSED AND WRITTEN. MOTION WAS APPROVED 3-1. COMMISSIONER RANSON VOTED NO. 8. NEW BUSINESS A. NEA Challenge Grant - Cultural Tourism Workshops Commissioner Gould provided an update on the grant project. Five workshops will be held to provide input. Comments were provided on the flyer, communities, and sponsors. Individual commissioners volunteered to participate. B. Arts Day Arts Coordinator Chacon provided an oral report and suggested a proclamation or Arts Day event. Commissioners discussed hosting an art event. 9. COMMITTEE REPORTS A. Funding (Rincon, Chair), (Ranson, Van Haitsma) No report. B. Policy (Gould, Nee) No report. C. Facilities (Ranson, Chair), (Rincon) Commissioner Ranson is working on putting together a committee. D. Public Art (Van Haitsma, Chair, (Gagliardo, Ranson,) Management Services Coordinator Hazeltine reported that all Hall Property recommendations would be presented to the Council on August 18. Commissioner Gagliardo reported that he met with Mike Clark of the Cardiff Chamber to discuss the sculpture. E. Marketing (Slevinske, Van Haitsma) No report. F. Cultural Tourism (Gould, Liaison) Discussed under Agenda Item 8A. 10. PROJECT/PROGRAM REPORTS A. Arts Grants Program Guidelines Arts Coordinator Chacon provided an update. Packets were passed out and are also available on the city’s web site. The panel will meet in October to review the grant applications. 11. INFORMATION/STAFF STATUS REPORTS A. Budget Update: Corrected Spreadsheet It was reported that this would be mailed to the Commissioners. 12. COMMISSIONER’S CORNER A. Commissioners Commissioner Ranson reported that he is mailing out catalogs of his video business. Commissioner Van Haitsma will be hosting a writing class and is also working on a book project. Commissioner Gould reported on costumes that she had made for a performance. Commissioner Gagliardo commented on sculptures in Huntington Beach. B. Staff None 13. ADJOURNMENT The meeting was adjourned at 7:12pm. CITY ENCINITAS ADMINISTRATIVE MANUAL OF Policy Title: Public Art __________________ Section: City Council Responsible Department: Parks and Recreation___________ Number: _______ Approved By: City Council Date Approved: ___________ Last Amendment: _______________ ____________ I. Philosophy It is the purpose of this policy to provide guidelines for the implementation of public art projects in the City. Public art proposals may come to the attention of the City in a number of ways. This policy sets a procedure to be followed to forward proposed projects, along with analysis and recommendations, to the City Council for consideration. II. Method A. Public art projects may be proposed to the City in any number of ways, including; gifts or donations, unsolicited proposals, City public works projects, private developer projects, and memorials. Public art projects shall be referred to the Commission for the Arts unless Deleted: All p otherwise directed or notified by City Council. B. The Commission for the Arts is made up of seven members appointed by the City Council. The Commission for the Arts, via Article X of its bylaws, delegates responsibility for the analysis of proposals and development of recommendations for full Commission consideration, to the Public Art Committee (PAC), a standing Committee of the Commission. C. The PAC will be made up of not more than three members of the Commission, and, up to six Deleted: eight members of the community appointed by a majority vote of the Commission. The community members of the PAC shall be selected based upon the following criteria: 1. Professional qualifications, experience or knowledge of a particular art form or cultural field, such as: a. Public art administrators, curators, visual artists, art critics, arts historians, art collectors, art fabricators, art educators, architects, landscape architects, individuals with experience in community planning and design, etc., 2. An in-depth knowledge of the region’s art communities and the five communities of Encinitas, excellent communication and decision-making skills, and 3. The ability to work well in diverse groups. D. The PAC will review and analyze public art proposals that come before the Commission. Depending upon the specifics of the proposal, processes and procedures will be developed to bring the public art items to the Commission for the Arts for consideration. The processes and procedures developed will: 1. Take into account the public art asset ownership, funding, maintenance and location. 2. Focus on the areas of artist selection, public art site, design review, community review, funding and de-accession protocols. 3. Provide uniform procedures for review and acceptance of gifts and long term loans of works of art or works of cultural or historic significance acquired by the City by gift or otherwise 4. Include a panel process involving artists, arts professionals and area residents to ensure the quality of acquisition in the selection of public art artists and art work 5. Define guidelines for administering, maintaining and conserving public art collected, including removal, relocation and alteration. 6. Promote the inclusion of artists in the process of designing elements for Deleted: Make it a priority to capital improvement projects at the initial development stage incorporate E. The PAC will make its recommendation to the Commission for the Arts. The Commission has the responsibility to consider the proposal and the analyses and recommendations made by the PAC and determine how the proposal will be submitted to City Council for action. F. The Commission for the Arts will prepare a report related to the public art proposal and present this report to City Council with its recommendations. G. The Commission for the Arts will carry out the directions of City Council and bring the proposal back for review as necessary. H. The Commission for the Arts and the Public Art Committee will continuously evaluate the success of the Public Art Policy to ensure that it meets the requirements of the City of Encinitas. The procedures developed for similar projects shall be codified through an updating and revising of the Public Art Policy.