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2000-06-05 CITY OF ENCINITAS ARTS COMMISSION MINUTES MEETING DATE: June 5, 2000 6:30 P.M. 1. CALL TO ORDER/ROLL CALL Chairperson Charnow called meeting to order at 6:33 P.M. Present: Chairperson Charnow, Commissioners Mayne, Kaczorowski, St. Pierre, and Hicks Absent: Commissioners Cope and Duff Also Present: Management Analyst Hippert and Management Assistant Stauffer 2. PLEDGE OF ALLEGIANCE 3. PRESENTATIONS A. Presentation by Scott Gregory regarding a north county opera company Scott Gregory was unavailable to give his presentation at this meeting. 4. CHANGES TO THE AGENDA Consensus was reached for item 7C to be the first discussion under Old Business and to move 9B after 8D of New Business. 5. CLOSING AND ADOPTION OF THE CONSENT CALENDAR Commissioner Kaczorowski motioned and Commissioner Hicks seconded to close and adopt the consent calendar. The motion was approved 5-0-2. Duff and Cope absent. 6. ORAL COMMUNICATIONS Katie Scherer spoke as a parent and on behalf of Paul Ecke School. The Art Literacy Board is seeking funding for their programs. Chairperson Charnow asked her to come back and speak on this as an agenda item at the next regular Commission meeting. Commissioner Duff arrived at 6:44p.m. G:\\Admin\\Mike\Commission\ArtsCommission\Minutes00\June 7. OLD BUSINESS C. Discussion of Millennium Project (ATM) Commissioner Mayne discussed the ATM proposal and stated her desire that Lund identify some indoor locations for Artposts, as alternate sites in the event of inclement weather. Kaczorowski motioned, Duff seconded, to table further discussion of this issue until later in the meeting. Motion approved 6-0-1. Cope absent. Commissioner Mayne left the meeting at 7:35 p.m. A. Discussion of Arts Grant Program Commissioner Kaczorowski motioned and Commissioner St. Pierre seconded to continue discussion of this item to the July meeting. Motion was approved 5-0-2. Cope and Mayne absent. B. Discussion of re-evaluation of Commission for the Arts subcommittees Chairperson Charnow discussed separating programs from subcommittees. Programs are ongoing activities, while subcommittees are to review issues, provide research, and make recommendations. Staff provided direction to Commissioners regarding subcommittee reports. In order to comply with the Brown Act, and to provide accurate information to the public, subcommittees with recommendations that directly affect the public need to have their reports agendized as separate discussion items, rather than make their reports under the Subcommittee Reports section of the meeting. After discussion, Commissioners reached consensus to maintain and/or establish the following subcommittees: Technology : Charnow, St. Pierre. Purpose: to utilize technology for the benefit of the Commission/community Marketing and Public Relations : Duff, Kaczorowski, St. Pierre. Purpose: to market and publicize events, projects and programs of the Commission, and to assist local artists and arts organizations with the same. Arts Master Plan : Charnow, Duff, Hicks Purpose: to create an arts master plan for the City G:\\Admin\\Mike\Commission\ArtsCommission\Minutes00\June Joint Projects : Mayne, Cope, Hicks Purpose: to identify potential networking and project opportunities within the community. Policies and Procedures : Cope, Hicks, and Kaczorowski Purpose: to draft and recommend policies and procedures related to public art and other issues related to the arts. Education : St. Pierre Purpose: To serve as Commission liaison and resource base for schools and school districts within the City. Capital Projects : Hicks, Mayne, Kaczorowski Purpose: To serve as Commission liaison on City capital project developments that may involve the arts. The following subcommittees were deleted: Public Sculpture: Integrated into Policies and Procedures ESD Park Site : Integrated into Capital Projects City Hall Entry Modification : Integrated into Capital Projects The following subcommittees were re-evaluated and are now considered projects. They will no longer be subcommittees, but have Commissioners assigned to work on them. Reports will be provided to Commissioners as necessary through the regular agenda process. Community Concert Series : Cope, St. Pierre, and Charnow Arts Mentorship: Duff, Kaczorowski Music in the Classroom : No Commissioners assigned at this time Encinitas Day Celebration : Cope Surf Art Display : Hicks and Mayne Photo Contest: Cope Chalk Encinitas : St. Pierre Endangered Spaces : Mayne Millennium Project : Mayne, Charnow Moonlight Beach picnic table tile art : Cope 101/Leucadia Art Banners : Cope picART : City Staff Performing Arts in the Classroom Project : City Staff G:\\Admin\\Mike\Commission\ArtsCommission\Minutes00\June Independent Film Society : City Staff L.A.E.P. Steering Committee : Charnow, St. Pierre. Committee assignments will be maintained for year two of the grant. Only Commissioners are listed on these subcommittee and project assignments. Members of the public serve as members on some of these as well. Charnow called a recess from 8:35 p.m. to 8:50 p.m. C. Discussion of Millennium Project Neils Lund spoke on the ATM Project. The subcommittee recommended that the Commission should support the project. Neils does have written confirmation from Enterprise Car Rentals offering the van at a reduced rate. Support from businesses will be put on the van sign. Commissioner Hicks motioned and Commissioner Duff seconded to approve the Millennium Project with the proposed budget and other noted modifications, and to make a recommendation to City Council to appropriate $19,696 from the Arts Trust Fund for the project. Additional modifications to proposal: 1. Research and identify indoor sites as alternates for inclement weather dates 2. Gain additional sponsorships for in-kind services and supplies prior to taking recommendation to City Council 3. Gain sponsorships for Artposts 4. Estimate value of indoor Artpost locations 5.Modify budget to include the value of indoor Artpost sites as part of in-kind contributions. Motion was approved 5-0-2. Cope and Mayne absent. Charnow appointed Mayne to work with Staff to prepare the staff report. D. Discussion of an Arts Resource Library to be located at City Hall The Commission took no action on this item. E. Subcommittee Reports i. Technology-no report ii. Marketing and Public Relations-Commissioner Duff reported that the open house on June 1 was successful. iii. City Hall Entry Modification-no report iv. Arts Master Plan-activities reported via minutes of 5/14/00 special meeting of Commission for the Arts v. E.S.D.-no report G:\\Admin\\Mike\Commission\ArtsCommission\Minutes00\June vi. Joint Projects- Charnow reported on a contact he received from Nan Sturnum of the Olivenhain Town Council regarding the Rancho Santa Fe Rd. wall project. The Town Council has requested that the Commission participate in discussions regarding the project. Charnow and Hicks will meet with those involved with the project, and agendize a discussion of this issue for the July, 2000 Commission meeting. vii. Public Sculpture-no report viii. Community Concert Series-no report ix. Arts Mentorship-no report x. Music in the Classroom-no report xi. Endangered Spaces-no report xii. L.A.E.P.-Analyst Hippert reported that grant project is going well and that funding may be received for years two and three of the project. xiii. Moonlight Beach Picnic Table Tile Art project-Hippert reported that Richard Hinger had met with Park Superintendent Cotton regarding this project. Cotton provided guidance to Hinger regarding the Community Services Department’s conditions for the project before approval can be obtained. The project will take place, if approved, on five tables at Moonlight Beach (three in front of the concession stand and two in the sand area near the fire rings). If Hinger can provide written assurances that the Department’s conditions can be met, Cotton will forward the project to Director Wigginton for his review. xiv. Encinitas Day-no report xv. Education-Commissioner St. Pierre has found a lot of information regarding arts education, which she will provide to schools and school districts within the City. 9. GENERAL INFORMATION/STAFF STATUS REPORTS There was Commission consensus to receive an oral report from Neils Lund regarding Item 9A. A. Written report from Poinsettia Theatre Performing Arts in the Classroom Project Neils Lund reviewed the written report on the Performing Arts in the Classroom Project. 8. NEW BUSINESS A. Discussion regarding the establishment of a Commission budget to attend arts- related seminars Consensus was reached to readdress this issue at a later date. The Commission will not propose an off cycle budget request. G:\\Admin\\Mike\Commission\ArtsCommission\Minutes00\June Commissioner Hicks motioned and Commissioner Kaczorowski seconded to adopt Staff’s recommendation to wait until FY01/02 budget proposals to address this issue. Motion was approved 5-0-2. Cope and Mayne absent. B. Discussion of Arts Projects at Beacon’s Beach Commission Kaczorowski motioned and Commissioner Hicks seconded to not take action on this item. Motion was approved 4-0-1-2. Charnow abstained, Cope and Mayne absent. C. Discussion of appointing a Commissioner to attend Americans for the Arts National Convention from June 10-13, 2000 No action was taken on this item. D. Discussion of creating a time-certain ending for Commission meetings Commissioner Duff motioned and Commissioner St. Pierre seconded to set a time- certain ending on Commission meetings, at 10:00 p.m. Meetings may be extended by a majority vote of Commissioners present at that meeting. Motion was approved 3-2-2. Kaczorowski, Duff, and St. Pierre – yes; Hicks, Charnow – no; Cope and Mayne absent. 9. GENERAL INFORMATION/STAFF STATUS REPORT B. Correspondence from California Assembly of Local Arts Agencies Correspondence was received from California Assembly of Local Arts Agencies regarding writing a letter to Governor Davis about funding for the arts. Commissioner Kaczorowski motioned and Commissioner Hicks seconded to write the letter. Motion passed 5-0-2. Cope and Mayne absent. Chairperson Charnow appointed Commissioner St. Pierre to write the letter. 10. COMMISSIONER’S CORNER A. Commissioners Commissioner St. Pierre attended the San Diego Chamber Orchestra Carnival Concert Series discussed at a previous meeting. Chairperson Charnow reported that the City Council budget meeting is June 6, 2000 at 4:00 p.m. in the Council Chambers. He also referred Commissioners to an article in the North County Times newspaper regarding the potential expansion of the Independent Film Society’s activities to Carlsbad. Charnow will speak with Dan Hare, the Society’s founder, about this issue. G:\\Admin\\Mike\Commission\ArtsCommission\Minutes00\June Commissioner Kaczorowski reported that picART has hired his wife to provide artist training for the program. He stated that he will not be able to vote on issues related to it due to a conflict of interest. He asked staff for clarification on whether he could be involved in discussions related to picART. Staff will research and let Kaczorowski know. B. Staff Analyst Hippert reported that Commissioner Hicks attended an arts event in Valley Center on June 3, 2000. 11. ADJOURNMENT: Chairperson Charnow adjourned the meeting at 11:35 P.M. G:\\Admin\\Mike\Commission\ArtsCommission\Minutes00\June