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1999-02-01 CITY OF ENCINITAS COMMISSION FOR THE ARTS MINUTES MEETING DATE: FEBRUARY 1, 1999 6:30 P.M. 1. CALL TO ORDER/ROLL CALL Chairperson Yco called the meeting to order at 6:33 p.m. Present: Chairperson Yco, Commissioners Charnow, Cope, Khalifa, Quick, Witz Also Present: Community Services Management Assistant Hippert Absent: Duff 2. PLEDGE OF ALLEGIANCE 3. ORAL COMMUNICATIONS Mr. Niels Lund of Poinsettia Theatre for the Performing Arts reported to commissioners that the Performing Arts in the Classroom had received a cash donation from Roberta Cohen, and sent a letter stating her appreciation for helping bring art into the classroom. Lund also invited commissioners to attend a plaque presentation at Cardiff Elementary School to Tony Macaroni Pizza. The presentation will take place on February 2, 1999. Mr. Allan Largent provided commissioners with an update on the activities occurring at the La Paloma Theater during the month of February. 4. APPROVAL OF MINUTES A. Approval of Minutes January 4, 1999 Meeting QUICK MOVED, CHARNOW SECONDED TO APPROVE MINUTES OF THE JANUARY 4, 1999 MEETING. MOTION CARRIED 6-0. DUFF ABSENT QUICK MOVED TO TAKE ITEMS 6A AND 6E OUT OF ORDER. CHARNOW SECONDED. MOTION CARRIED. 1 6. NEW BUSINESS A. Presentation on the Encinitas Community/Senior Center at Oakcrest Park Recreation Superintendent Pam Alexander provided commissioners with an oral report on the Encinitas Senior/Community Center at Oakcrest Park. There was no action required by the commission on this issue Note that Commissioner Duff arrived at the meeting at 6:50 P.M. E. Presentation on the Poinsettia Theatre for the Arts Capital Campaign Ms. Lou Aspell, 240 Cereus, Leucadia, CA 92024, provided commissioners with information regarding the Poinsettia Theatre for the Performing Arts. Aspell introduced herself as the Development Director for the Poinsettia Theatre for the Performing Arts. Aspell informed the Commissioners that her reason for presenting to the Commission was to request their approval and or support for the capital campaign for the Poinsettia Theatre. She stated that the campaign will be “kicked-off” in the next couple of weeks. Aspell referred to the Theatre Board of Directors Mission Statement, which says in part that the theater is to be self-sustaining. This is crucial because of the experience with the California Theater for the Performing Arts, Escondido. Aspell stated that the Poinsettia complex will differ from the Escondido venue in that it will not operate with capital debt. All the fundraising to build the theater will occur before it is built. Aspell stated that the theater is not just for Encinitas, but is a regional facility located in Encinitas. The Board of Directors feels that the region can support this facility financially COPE MOVED, SECONDED BY DUFF, THAT THE COMMISSION FORMULATE A LETTER THAT SUPPORTS ANY EFFORT TO PROMOTE ANY ARTS IN ENCINITAS, WHICH IS THE GOAL OF THE COMMISSION . Yco called for discussion. Witz stated that the letter must mention the Poinsettia Theatre specifically. Yco stated that as other centers come through, they should be judged on their merits and reviewed accordingly. Quick asked several questions regarding operational budgets, use of the facility, and fees related to renting the theater. Aspell stated that one of the goals of the board is to make the theater affordable for the widest range of performing groups, while still making a profit. Charnow also asked questions regarding traveling companies at the theater. Aspell stated that this is a main focus for the board. It became obvious that local groups could not financially support a theater of this type over the long haul. 2 Cope then read a letter from then-City Council member Ann Olmstead dated June 12, 1992, which was an update on the Community Center for the Art Committee. . MOTION FAILED 1-5 WITH Yco called for vote on the motion on the floor ONE ABSTENTION (CHARNOW) CHARNOW MOVED TO DIRECT STAFF TO PREPARE A LETTER FROM THE COMMISSION FOR THE ARTS, RECOMMENDING THAT THE CITY COUNCIL PASS A RESOLUTION IN SUPPORT OF A “STATE OF THE ART” POINSETTIA THEATRE FOR THE PERFORMING ARTS. THIS RECOMMENDATION IS TO BE REVIEWED BY THE COMMISSION AT THE MARCH, 1999 COMMISSION MEETING, PRIOR TO BEING SENT TO THE CITY COUNCIL. SECONDED BY KHALIFA. MOTION CARRIED 6-0 WITH 1 ABSTENTION (COPE). YCO MOVED, WITZ SECONDED, THAT THE COMMISSION FOR THE ARTS PREPARE A LETTER OF ENDORSEMENT FOR THE POINSETTIA THEATRE FOR THE PERFORMING ARTS, SIGNED BY COMMISSIONERS. Quick raised the issue of what financial liability the City would have if the fund raising fell short of their goal to open the theater. Aspell stated that she believed the City would have no commitment at all to pick up the needed shortfall. MOTION CARRIED 7-0 Yco called for the vote on the motion. Chairperson Yco called a recess at 7:40 p.m. The meeting reconvened at 7:51 p.m. 5. OLD BUSINESS A. Report from Technology Subcommittee No report from the subcommittee B. Discussion of the Commission for the Arts budget requests for FY 1999/00 Each budget subcommittee chair gave a progress report on their work. Duff stated that the Commissioning Public Art subcommittee would like to increase the recommendation to City Council from $5,000 to $10,000. Khalifa confirmed the recommendation for $105,000 for Art Education. 3 Cope confirmed the recommendation for $33,500 for Community Art Events. Quick confirmed the recommendation for $50,000 for Art Communication. Charnow confirmed the recommendation for $85,000 for Community Art. Witz reported that her subcommittee recommend that no money be recommended for Arts Centers. Yco stated that he could not support this recommendation, in that there needs to be a commitment from the Commission, and a demonstration to the City Council, that arts centers are an integral part of the Commission’s work and mission. Other commissioners agreed, and recommended to re-instate the original recommendation of $40,000 for arts centers. YCO MOVED, SECONDED BY QUICK, THAT THE COMMMISSION APPROVE ALL SUBCOMMITTEE WORK, INCLUDING THE $40,000 ALLOCATION FOR ARTS CENTERS. YCO ALSO ASKED THAT SUBCOMMITTEE CHAIRS ALLOW THE COMMISSION CHAIR AND VICE- CHAIR, WITH ASSISTANCE FROM STAFF, MAKE ANY NEEDED MODIFICATIONS TO THE RECOMMENDATIONS IN ORDER TO MAKE THE ENTIRE RECOMMENDATION PRESENTABLE TO THE COUNCIL. MOTION PASSED 6-0 WITH 1 ABSTENTION (WITZ). After discussion of the logistics of preparing the documentation for the presentation to the City Council, the Commission discussed who would be responsible for actually providing the presentation. This is due to Commissioner Yco’s term ending prior to the Council presentation on March 23, 1999. YCO MOVED, SECONDED BY DUFF, THAT COMMISSIONER COPE BE APPOINTED AS REPRESENTATIVE TO FOLLOW THROUGH WITH BUDGET AND PRESENTATION TO COUNCIL. MOTION PASSED 7-0. C. Discussion of the Commission for the Arts Mission Statement Yco requested that Hippert re-read the proposed mission statement developed by the Commission at the October 5, 1998 meeting. That statement reads as follows: 4 “The mission of the City of Encinitas Commission for the Arts is to promote the arts for the community of Encinitas with the highest quality and widest variety of the arts possible, through exposure, education and advocacy, and to support the establishment of a center for all arts.” Charnow requested that the mission statement be modified to add the sentence “for all ages, kids through seniors” after “. . . community of Encinitas”. He also requested the following be added, after “. . . advocacy,” “and to work with schools and other organizations in the community.” He requested that the last portion of the statement “. . . and to support the establishment of a center for all arts.” be removed from the mission statement. Witz objected to this change. Quick stated that the last statement might include “and maintenance” of an art center. Charnow recommended changing the last statement to read “art facilities” rather than “art center”, to reflect support for more than one facility. CHARNOW MOVED, SECONDED BY COPE, THAT THE MISSION STATEMENT READ: THE MISSION OF THE CITY OF ENCINITAS COMMISSION FOR THE ARTS IS TO PROMOTE THE ARTS FOR THE COMMUNITY OF ENCINITAS WITH THE HIGHEST QUALITY AND WIDEST VARIETY OF THE ARTS POSSIBLE, THROUGH EXPOSURE, EDUCATION AND ADVOCACY, AND TO SUPPORT THE ESTABLISHMENT OF ART FACILITIES. MOTION CARRIED 7-0. 6. NEW BUSINESS B. Discussion of potential meeting date changes due to conflict with holidays Hippert provided commissioners with a list of scheduled dates which may be in conflict with commission meeting dates. These dates include July 5, 1999 and September 6, 1999. CHARNOW MOVED, SECONDED BY YCO, THAT THE COMMISSION FOR THE ARTS MODIFY THE MEETING SCHEDULE FOR THE MONTHS OF JULY 1999 AND SEPTEMBER 1999. MEETINGS WILL BE HELD ON JULY 12, 1999 AND SEPTEMBER 13, 1999 TO AVOID CONFLICT WITH CITY HOLIDAYS. MOTION CARRIED 7-0. 5 C. Discussion of funding requests outside of annual budget cycle Hippert gave an oral report on the status of the Commission’s earlier recommendations to the City Council regarding off-cycle funding of programs. The City Council has established a policy that it will not consider any off cycle funding requests unless the request is based on an emergency within the City. Therefore the Commission’s recommendations to provide funding for the Poinsettia Theatre Performing Arts in the Classroom Project, as well as the recommendation to provide funding for the Encinitas Film Commission, will not be considered at this time. If the Commission wishes, it may submit these recommendations to the Council during regular budget deliberations. The Commission recommended putting an additional $25,000 in the Arts Communication section to support the establishment of a film commission in Encinitas. A portion of this change will be made up in the reduction of the cost of mailing the Arts Newsletter as part of the City’s newsletter. D. Discussion of City or Commission support for a performing arts festival at the site of the Poinsettia Theatre for the Performing Arts Commissioner Witz reported that the Poinsettia Theatre for the Performing Arts will be holding its annual performing arts festival at the theater site in July or August, 1999. The Board of Directors would like to have the City or the Commission for the Arts provide cooperation and support for the festival. In particular, the Board would like the Commission to recommend to the City Council that advertising, promotion and marketing for the festival be allowed in City publications, that festival flyers be placed in various locations throughout City Hall, and that the Community Services Department program brochure include information about the festival. DUFF MOVED, SECONDED BY KHALIFA, THAT THE COMMISSION RECOMMEND TO THE CITY COUNCIL THAT THE CITY ALLOW ADVERTISING AND MARKETING OF THE POINSETTIA THEATRE FOR THE PERFORMING ARTS ANNUAL ARTS FESTIVAL, TO BE HELD IN JULY OR AUGUST, 1999, IN VARIOUS CITY PUBLICATIONS AND WITH FLYERS DISTRIBUTED AT CITY HALL. MOTION CARRIED 6-0 WITH 1 ABSTENTION (CHARNOW). 7. COMMISSIONER’S CORNER Duff requested statements from Commissioners not seeking re-appointment to the commission. Khalifa read a prepared letter explaining reasons why she was unable to continue serving. Yco stated that he is unable to dedicate the time needed to perform the duties of commissioner to his best ability. His responsibilities as a physician require that he spend additional time with his practice and his family. Quick stated that if the term were only one year, he 6 would probably able to stay on, but with the responsibility of serving a full two year term, he felt that he would not be able to devote the time necessary to serve adequately. Khalifa shared an article from the Times Advocate regarding a Friday Art Festival to be held at the Lumberyard. She felt that the Commission for the Arts was left out of the picture. Hippert clarified that the money that was used to sponsor this event was secured by a Community Enhancement Grant from the City, to the Downtown Encinitas Merchant’s Association. They then worked with the 101 Artist’s Colony to put on the event. Charnow reported on his participation as the Commission’s liaison on the Local Arts Education Partnership Program Steering Committee. The committee met for the first time on January 13, 1999 to discuss the potential programs which could be studied if the grant is received by the Encinitas Union School District. Quick recommended that the next Commission for the Arts consider renting a bus or other type of transportation to tour other sites within the County that have public art. It could be done as a workshop. Yco stated that this should be brought up as an agenda item for the next commission meeting on March 1, 1999. Yco stated that it has been a real honor serving as commissioner and chair during his term. He is optimistic that the City Council will approve most of the budget as recommended by the Commission. He would like to see a continued consensus of the Commission regarding arts facilities, including the ultimate restoration of the La Paloma as a movie theater, as well as development of the Poinsettia Theatre for the Performing Arts. 8. ADJOURNMENT YCO MOVED TO ADJOURN THE MEETING AT 9:23 P.M. SECONDED BY QUICK. MOTION CARRIED. 7-0 7