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1999-05-03 CITY OF ENCINITAS COMMISSION FOR THE ARTS MINUTES MEETING DATE: MAY 3, 1999 6:30 P.M. 1.CALL TO ORDER/ROLL CALL Chairperson Cope called the meeting to order at 6:32 p.m. Present: Commissioners Charnow, Cope, Duff, Hicks, Kaczorowski, Mayne, Also Present: Community Services Management Assistant Hippert Absent: Witz 2.PLEDGE OF ALLEGIANCE 3.ORAL COMMUNICATIONS Mr. Peder Norby, Executive Director of the Downtown Encinitas MainStreet Association informed the Commission of the First Friday Arts Fest Series, celebrating the music, food and dance of the Jamaican culture. This will occur at the Lumberyard courtyard on Friday, May 7, 1999. Also, DEMA is sponsoring the Classic Summer Nights on Thursday, May 13. Norby stated that DEMA is sponsoring the Northern Danish Girls Choir, which will perform at the La Paloma Theater on July 1. Norby extended an invitation for the Commission to co- sponsor the event. There would be no staff or financial obligation to either the City or the Commissioners. Norby understood that the item is not on the agenda tonight, and for the Commission to act on this issue in June would be too late to participate. He asked if there was a way to have the issue brought to the Commission prior to the regular June meeting, he sees it as a great opportunity for the Commission to gain some community exposure. Hippert stated that Section 54954.2 (b)(2) of the Brown Act allows an agency, with a two- thirds vote of the members present, to place an item on the agenda if the item has been brought to the attention of the agency subsequent to the posting of the agenda. MAYNE MOVED, HICKS SECONDED, TO PLACE THE DISCUSSION OF WHETHER OR NOT TO CO-SPONSOR THE NORTHERN DANISH GIRLS CHOIR PERFORMANCE ON JULY 1, 1999 ON THE AGENDA FOR THIS MEETING. MOTION CARRIED 6-0. Chairperson Cope directed staff to place on the evening’s agenda as new business. 1 Alan Largent, of the La Paloma Theater, provided Commissioners with information regarding events occurring during the month of May 1999. Neils Lund, of the Poinsettia Theatre Performing Arts in the Classroom Project, provided comments to the Commissioners regarding a newspaper article published in the North County Times on Friday, April 30, 1999. The article reported on the Encinitas City Council’s consensus to not provide funding to the Encinitas Youth Commission or Commission for the Arts. 4.APPROVAL OF MINUTES A.Approval of Minutes April 5, 1999 Meeting CHARNOW MOVED, KACZOROWSKI SECONDED TO APPROVE MINUTES OF THE APRIL 5, 1999 MEETING. MOTION CARRIED 6-0. WITZ ABSENT 5.OLD BUSINESS A.Report from Technology Subcommittee No report B.Report from the Marketing and Public Relations Subcommittee. Duff reported that the subcommittee (Commissioners Duff, Charnow and Kaczorowski) has developed several recommendations for the full Commission. These include:  Providing an article regarding the Commission for the Arts, as well as information regarding individual commissioners, to the North County Times newspaper.  Discuss the possibility of acquiring a piece of public art/sculpture as a temporary donation, with the Commission assuming the responsibility of siting on public land somewhere within the City. During this discussion, Commissioner Charnow directed staff to place the issue of siting public art in the City, as well as a discussion of the subcommittee’s marketing plan, on the Commission’s agenda for June 1999. Duff continued with the subcommittee’s report, including the following additional recommendations:  Establish a Commissioner’s Corner in the City of Encinitas newsletter  Include the Artist’s Directory in the City of Encinitas newsletter 2  Discussion of creating an arts foundation as a funding mechanism for public art in Encinitas Staff was directed to place the discussion of creating an arts foundation on the June 7 commission meeting. Hippert stated that he would contact Connie Beardsley of the Carlsbad Arts Office to see if she is willing to appear before the Commission for that meeting. The subcommittee reported that they had researched other funding mechanisms, including a book titled “Going Public – A field guide to developments in art in public places”. The final recommendation was to consider having a special meeting with the City Council to discuss the Council’s desires for the Commission’s direction. C.Discussion of Commission for the Arts new program recommendations for 1999/2000 Hippert provided the videotape of a portion of the Encinitas City Council special meeting of April 20, 1999. The portion provided was that which covered the discussion by Council members of the Commission’s recommendations for new programs. After Commissioners reviewed the videotape, Mayor Sheila Cameron addressed the Commission regarding her concerns for the Commission for the Arts. Mayor Cameron’s remarks included the following points: There is some confusion over the ordinances on how the Commission was established; therefore, the Council will bring this issue back for discussion, as well as have a workshop in a timely manner. Mayor Cameron recommended that the Commission determine what other cities are doing with their arts commissions, if they fund them, how much they fund them, and if they don’t fund them, how they get their money. She stated that the City of Oceanside Museum of Art receives no money from the City. Seed money was provided to establish art classes, which are now self-supporting. The Commission should invite guest speakers to meetings, to find out what types of art are being created in the City. The Chair should contact Ms. Ruth Platner of Oceanside to see how and what they are doing as far as arts. Mayor Cameron spoke about a local artist, Kirk Van Allen, who creates sculptures relating to mathematics. He should also be invited to speak to the Commission. Mayor Cameron has proposed a sculpture garden at the ESD park site, with room for several pieces of sculpture. This will involve some long-range planning that can involve the Commission, regarding researching local artists available to participate in this project. 3 She is very supportive of an arts foundation, which may be the only way to attract the level of funding for the art that we desire. Funding sources can include existing foundations that provide money for projects. Mayor Cameron stated that she will find out what the City puts towards sports. It is not her objective to put one against the other, but to bring a balance into people’s focus. There are community enhancement grants available as seed money in small amounts. Mayor Cameron feels that the first one or two years requires a lot of studying and gathering of information for successive commissions. This is the groundwork for the future. She urged the Commission not to be discouraged. There will be some money, but the Commission will need to find ways to generate it. The Mayor then entertained questions from the Commissioners. Cope requested clarification regarding the sculpture garden at the ESD site. Cameron stated that she expects quality sculpture, for which funding will need to be available. Grants will need to be investigated to get the sculpture garden started. Charnow asked about how the Commission was to get anything done without funding. Cameron reiterated her comments about the community grant program, as well as looking for grants from the large number of foundations available. Kaczorowski made a statement regarding what the Commission has already done, such as researching funding sources other cities use, as well as the types of commitments these cities have made to the arts. Charnow requested that the Council move soon to work on scheduling the proposed workshop with the commissions, so that the Arts Commission can begin work on projects as the Council wishes. Cameron agreed, and will let the Commission know as soon as the workshop is scheduled. After the Mayor left, Chairperson Cope continued the discussion with a report on her meeting with Public Works Director Nelson. There is an opportunity for the Commission for the Arts to participate in the design phase of the modification of the Civic Center entry and landscaping. An architect has been selected, and Nelson has asked for input from the Arts Commission. Cope asked if there were any Commissioners willing to serve on a subcommittee to assist in this project. Mayne expressed concern that even if the commission participates, their input may not be accepted. Hippert explained that the commission has been directed by the Council to provide input, and it will be taken into consideration when final approvals are made of the plans. Commissioners Duff, Hicks and Mayne volunteered to assist Director Nelson in the planning process. The committee will consult with Nelson, and return the plans to the full commission. Charnow stated that the Commission should consider bringing the Poinsettia Theatre Performing Arts in the Classroom Project before the Council. Kaczorowski stated that this discussion may be better had under Agenda 6A. Hippert reminded commissioners 4 that there is only $20,000 total available for the entire city for community grants. There is a maximum of $5,000 granted for any one program. Historically, most grants are for $1,500 to $2,000. Duff stated that she felt the Commission should not be in competition with other agencies. Charnow reiterated his proposal that the Commission take the Poinsettia Theatre project to the Council as a separate item, as a matching grant. This would be outside of the Community Grant Program. Hippert recommended that the Commission receive confirmation from the Mayor and/or City Manager that they will be allowed to approach the Council with off-budget cycle funding requests, as this is in conflict with the stated policy of City Manager Wasserman, effective in December 1998. Cope stated that she will speak with Council members to clarify the issue. Charnow recommended that the Commission take the project to Council prior to the workshop that is proposed by the Mayor. Hippert reminded commissioners that timing for this may not be adequate to take the project to the Council prior to the workshop. Commissioners need to direct staff to prepare the agenda report, approve the agenda report, and then the item is placed on the Council agenda. This cannot be done prior to the next Commission meeting of June 7. The Council workshop will probably occur before that date. Commissioners reached consensus that no action can be taken on any budget item at this time. Cope asked to have an item on the June meeting agenda to discuss a list of projects which can be accomplished by the commission without funding, including the 1.) Historical Art Contest, and 2). Photo Contest photo contest related to the Encinitas Song. Commissioners discussed the potential for preparing a strategy for the Council’s workshop. After the discussion, a subcommittee was established to formulate this strategy. Members include Commissioners Cope, Charnow and Kaczorowski. This subcommittee will meet at 8:00 a.m. Friday, May 7, 1999. The meeting will be held at the Civic Center. 6.NEW BUSINESS Note: Chairperson Cope directed that Agenda Item 6C, Discussion of Sponsoring the North Danish Girls Choir in partnership with the Downtown Encinitas MainStreet Association, be taken out of order. C.Discussion of Sponsoring the North Danish Girls Choir in partnership with the Downtown Encinitas MainStreet Association (DEMA) Peder Norby, Executive Director of DEMA, gave a presentation on the future visit of the North Danish Girls Choir, scheduled for July 1, 1999 at the La Paloma Theater. Commissioner Hicks asked if it would be appropriate to present gifts to the choir members and support from City business. There are forty members of the touring 5 company. Norby stated that this would be appropriate. Cope stated that she is willing to assist with the gift baskets. After the presentation and a brief discussion, Commissioner Charnow made the following motion: CHARNOW MOVED, KACZOROWSKI SECONDED, TO AUTHORIZE THE ENCINITAS COMMISSION FOR THE ARTS TO CO-SPONSOR THE PERFORMANCE OF THE NORTH DANISH GIRLS CHOIR. MOTION CARRIED 6-0 A.Discussion of creating a subcommittee to prepare grant application for funding from City’s Community Grant Program Hippert provided a brief review of the Community Grant Program as presented in the staff report. Commissioners asked if it would be possible to make funding request decisions tonight. Hippert stated that this is possible, but the subcommittee would be able to have more time to discuss possibilities for funding, as well as complete the necessary application materials. Cope recommended that the Commission apply for funding for the Poinsettia Theatre Performing Arts in the Classroom project. Other commissioners felt that that would be inappropriate, as it may seem to be going around the Council’s intentions for the program. After additional discussion, Charnow made the following motion: CHARNOW MOVED, SECONDED BY KACZOROWSKI, TO ESTABLISH A SUBCOMMITTEE TO RESEARCH POTENTIAL PROJECTS FOR WHICH TO SEEK FUNDING FROM THE COMMUNITY GRANT PROGRAM. THE SUBCOMMITTEE WILL HAVE THE FINAL AUTHORITY IN DETERMINING THE SPECIFIC PROJECT(S) FOR WHICH TO APPLY, WITHOUT THE APPROVAL OF THE ENTIRE COMMISSION. MOTION CARRIED 6-0 Commissioners Cope and Duff volunteered to serve on this subcommittee, and will give a report of their work at the June 7, 1999 meeting. B.Discussion of proposed policy requiring artist’s participation in the design phase of all public facilities within the City. Kaczorowski reported that the person who originally made this proposal to the Commission in April 1999, Deanne Sabech, was unable to attend tonight’s meeting. She asked Kaczorowski to give a brief presentation on the proposal, and to postpone discussion of the issue until the June 1999 meeting. 6 Duff moved to table this issue to a future meeting. The motion was retracted. Charnow directed staff to research how other cities require artist’s participation in the design of public facilities. Kaczorowski stated his willingness to assist with this research. After discussion, Kaczorowski made the following motion: KACZOROWSKI MOVED, DUFF SECONDED, TO TABLE THE DISCUSSION OF THIS ITEM TO A FUTURE MEETING. MOTION CARRIED 6-0. 7.COMMISSIONER’S CORNER Mayne - Reported that she is working on an art piece for a custom home in Rancho Santa Fe. The piece is a glass chandelier. Mayne also reported that she will be unable to attend the June 7 meeting of the Commission. Hicks – Reported that she has been named as the Committee Chair for the design of the veterans/peace memorial which is proposed to be placed at the ESD site by the American Legion. She also reported on a local artist, Laurel Roberts, who created a mural in the Ada Harris Elementary School cafeteria. It was accomplished with assistance from local business and students. Cope – Thanked commissioners for selecting her as chairperson. Charnow – Reported that he has decided not to invite art department chairs from the San Dieguito Academy to commission meetings until such time as there is something the commission can do to assist. Duff – No report. Kaczorowski – No report. 8.ADJOURNMENT KACZOROWSKI MOVED, SECONDED BY DUFF, TO ADJOURN THE MEETING AT 9:20 P.M.. MOTION CARRIED. 6-0 7