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1999-06-07 CITY OF ENCINITAS COMMISSION FOR THE ARTS MINUTES MEETING DATE: JUNE 7, 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, Hicks, Kaczorowski Also Present: Community Services Management Assistant Hippert Absent: Duff, Mayne 2.PLEDGE OF ALLEGIANCE 3.ORAL COMMUNICATIONS Kirk VanAllyn, 461 Naiad Street, Encinitas, addressed the Commission regarding a request for assistance in developing a web site with a live beach camera to feature his environmental art at Beacon’s beach. Chairperson Cope directed staff to agendize this item for the July 12, 1999 Commission meeting. Allen Largent, 471 South Coast Highway, Encinitas, provided the Commission with an updated list of activities and events at the La Paloma Theatre. He also informed commissioners that he has reserved the domain name for a potential web site regarding the theater. The domain name is lapalomatheatre.com. There is no web site at this time, but the domain name is reserved for a period of two years. 4.APPROVAL OF MINUTES A.Approval of Minutes May 3, 1999 Meeting KACZOROWSKI MOVED, CHARNOW SECONDED TO APPROVE MINUTES OF THE MAY 3, 1999 MEETING. MOTION CARRIED 4-0. DUFF AND MAYNE ABSENT NOTE: At this point, City Attorney Glenn Sabine was to provide a presentation on the Brown Act. However, the discussion was not agendized in a timely manner, and the presentation was rescheduled for the July 12, 1999 meeting. 5.OLD BUSINESS 1 A.Report from Technology Subcommittee Commissioner Charnow reported that he has updated the web site by adding information about the new commissioners, as well as a number of new additions to the Artist’s Directory. B.Report from the Community Grant Subcommittee Chairperson Cope reported that she had met with Duff regarding projects which could be eligible for funding from this program. They created the following list: 1.$ 450.00 for cash prizes for the Encinitas Photo Contest 2.$3000.00 to expand the Community Concert Series at locations other than Moonlight Beach 3.$1550.00 to hire an artist as consultant for a community mural The grant application was submitted this date to the City’s Grant Coordinator, Richard Phillips. Mr. Phillips will submit these applications separately. C.Report from the Marketing and Public Relations Subcommittee. No report 6.NEW BUSINESS Commissioner Kaczorowski requested to take Item 6C out of order. Commissioners agreed to this request. C.Discussion of siting art in public places Commissioner Kaczorowski introduced Mr. Jeffrey Lautenslager. Lautenslager provided Commissioners with information regarding the design, fabrication, siting and installation of sculptures in the Wolfstein Sculpture Park at Scripps Hospital in La Jolla. Lautenslager has requested that Scripps Encinitas provide a base, pad and insurance for a sculpture at that site. He will provide the funding for the sculpture, which will be installed in August or September of 1999. Scripps has agreed to his request, and the sculpture will be on display for one year. Lautenslager has requested that this be an on- going program at Scripps Encinitas. Lautenslager feels that this type of program may be acceptable to the Commission for the Arts as well as the City Council. This collaboration is highly successful for Scripps and the Wolfstein Foundation. His recommendation is to implement a public art program in the City, with funding partially from the City and partially from the community. 2 Lautenslager also reported that he plans to install sculpture pieces in the setback area of the property on which he is building a new house. The location of the property is at the corner of Vulcan Ave. and Orpheus Street. Cope stated that this action would probably require Planning Commission and Council approval. If Lautenslager would like the Commission to provide a statement in support of this project, he should come to the Commission at that time. CHARNOW MOVED, HICKS SECONDED, TO CONTINUE THIS ITEM TO THE JULY 12, 1999 MEETING. MOTION CARRIED. 4-0 A.Discussion of creating an arts foundation, as an adjunct organization to the Encinitas Commission for the Arts Hippert reported that he has identified the potential for the City to accept donations of funds and materials, which may be tax deductible for the donor. The City of Carlsbad has taken advantage of this section of the IRS Code, and provides a letter to donors as such, with the caveat that the donor should check with his/her tax advisor for advice prior to claiming the deduction. Carlsbad also has a non-profit organization which assists the Carlsbad Arts Office in raising funds for art programs, as well as providing marketing for these programs. However, there is some conflict between the Carlsbad Arts Commission and the non-profit, as the non-profit now wants to sponsor its own programs and services. Commissioners asked various questions regarding this issue, specifically related to the designation of donations to the City by donors. The primary issue was whether or not a donation can be designated for specific purposes, such as public art or art programs. Hippert then stated that what would be the most effective way to ensure the appropriate use of donations, the Commission may wish to consider recommending to the City Council the establishment of an Arts Trust Fund, as an unfunded account to accept donations designated for art. CHARNOW MOVED, SECONDED BY KACZOROWSKI, THAT THE COMMISSION FOR THE ARTS RECOMMEND TO THE CITY COUNCIL, THE ESTABLISHMENT OF AN ARTS TRUST FUND, WHICH WOULD BE FOR THE PURPOSE OF ACCEPTING DONATIONS FROM THE PUBLIC THAT ARE DESIGNATED FOR ARTS PURPOSES. Discussion of the motion followed. Commissioner Hicks questioned the need for an Arts Trust Fund, if there were assurances from the City that any donations designated for art would be spent solely for that purpose. Charnow stated that he understands the benefit of the trust fund is that any moneys in the fund would not need to be expended during any one budget year, but could be carried over from year to year. 3 There was some brief discussion regarding the difference between creating the trust fund and establishing a non-profit. Charnow stated that having a trust fund does not preclude the Commission’s ability to establish a non-profit. In fact, there might ultimately be competition for funds at some time. Cope stated that the non-profit board of directors would have full control over funds collected. Hippert reminded commissioners that any money placed in the trust fund is under the direct control of the City Council, no matter what the source. The non-profit would have advisory capacity, similar to the Commission, to the City Council, on expenditures from the trust fund. However, if the non-profit has their own bank account, the non-profit board would have full control over those funds. There was a discussion of whether or not to take any action on this item tonight, as there were two commissioners not present at this meeting. Hippert informed the Commission that because the motion made by Charnow addressed an issue not within the specific context of the agenda item, the motion would need to be withdrawn. If the commissioners want to discuss the creation of a trust fund, it must be an item under New Business for next month. If they would like to continue to discuss the creation of a non-profit foundation, then it could be tabled or continued to an Old Business item for the July agenda. Cope stated that she would like to table the discussion to next month, and add a new item under new business to discuss the trust fund. Kaczorowski stated that he feels that there is no need to continue the discussion of forming the foundation, nor did Charnow. Charnow retracted his motion to recommend to the City Council the creation of an arts trust fund. There was Commission consensus to take no action on whether to create a non-profit arts foundation, but to add an item under New Business regarding recommending the creation of an arts trust fund. B.Discussion of creating a list of projects that the Commission for the Arts can accomplish without requesting funding from the City Council Charnow stated that this may be the place where he could recommend the creation of the Arts Trust Fund. Hippert stated that the trust fund would fall beyond the scope of the agenda item, which is to discuss creating a list of projects. There was no action taken on this item. D.Discussion of the Marketing and Public Relations Sub-committee marketing plan This item was continued to the July 12, 1999 meeting. E.Presentation by James Aitchison on La Paloma Play Series 4 Mr. Aitchison provided information regarding his presentation of a one or two character play series at the La Paloma Theatre. Aitchison wants to present four different plays over four weekends in October/November, 1999. Aitchison requested assistance from the Commission in the form of locating sponsorships, locating additional funding for these productions, and participation and publicizing the events. Alan Largent, 471 South Coast Highway 101, Encinitas, spoke in favor of the Arts Commission providing support for this event. CHARNOW MOVED, SECONDED BY KACZOROWSKI, TO PROVIDE A LETTER OF SUPPORT, FROM THE COMMISSION FOR THE ARTS, FOR THE OLDE ENCINITAS THEATRE FESTIVAL. MOTION CARRIED. 4-0 CHARNOW MOVED, SECONDED BY KACZOROWSKI, TO CONTINUE DISCUSSION OF THIS ITEM TO THE JULY 12, 1999 MEETING. MOTION CARRIED. 4-0 7.COMMISSIONER’S CORNER Charnow – Reported that on June 9, 1999, the San Dieguito Academy will present a guitar ensemble concert; June 16, 1999 will be a MIDI concert; and Exhibition Day and Senior Projects presentations will be June 8. The meeting was in recess from 8:10 p.m. to 8:15 p.m. October 2 1999, the Ravi Shankar Foundation presents Ravi Shankar in concert at San Diego Symphony Hall. October 8, 1999, UCSD’s Mandeville Center will produce an evening of Indian dance. Cope – Reported on information regarding the Photo Contest to be sponsored by the Commission for the Arts. She reported that the Encinitas Days Committee informed her that there is already an art contest as part of that event. She recommends that the Commission take on the photo contest. She provided a copy of a draft entry form for review by commissioners. She also recommends that entrants be charged a fee to enter the contest to defray the cost of the contest. This will be on the July, 1999 agenda for discussion and completion of the entry form. Hippert will check on the City’s ability to collect the entry fees for the contest. 5 Kaczorowski – Reported that he visited the new Carlsbad Library art gallery, and found that the gallery space is great. There is plenty of natural lighting, and there is a plan to have six art shows per year. Hicks – Reported that she will be traveling to San Francisco this week and will be meeting with the Director of Center City Arts and the Yerba Buena Center for the Arts. She will report back to the commission at the next meeting. This will be a New Business agenda item. Hippert – Reported on the subcommittee to assist Entry Sign Modification Project. There will be a meeting with the architect and graphic designer sometime during the week of June 17. This meeting will also include the members of the subcommittee (Hicks, Duff and Mayne). Hippert will inform members of the exact time and location of the meeting. The timeframe for this project is to have working drawings ready for review by the Commission for the Arts at the August meeting. Construction drawings should be completed by November, with the project going to bid in December. Hippert then provided copies of Seattle’s Arts Newsletter, as well as Seattle’s arts master plan, to each Commissioner. Reported that the City Council agenda for June 9, 1999 includes a discussion of the proposed Council workshop to involve the Commission for the Arts as well as the Youth Commission. 8.ADJOURNMENT KACZOROWSKI MOVED, SECONDED BY CHARNOW, TO ADJOURN THE MEETING AT 8:40 P.M.. MOTION CARRIED. 4-0 6