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1999-07-12 CITY OF ENCINITAS COMMISSION FOR THE ARTS MINUTES MEETING DATE: JULY 12, 1999 6:00 P.M. 1.CALL TO ORDER/ROLL CALL Chairperson Cope called the meeting to order at 6:00 p.m. Present: Chairperson Cope, Commissioners Charnow, Duff, Hicks, Kaczorowski, Mayne Also Present: Community Services Management Analyst Hodgkiss Absent: None 2.PLEDGE OF ALLEGIANCE 3.ORAL COMMUNICATIONS None 4.APPROVAL OF MINUTES A.Approval of Minutes June 7, 1999 Meeting HICKS MOVED, CHARNOW SECONDED TO APPROVE MINUTES OF THE JUNE 7, 1999 MEETING. MOTION CARRIED 6-0. 5.OLD BUSINESS A.Report from Technology Sub-committee No Report B.Report from Marketing and Public Relations Sub-committee No Report C.Presentation by James Aitcheson on La Paloma Play Series Aitcheson reported to the Commission that he has been required to postpone his play series at the La Paloma Theatre until March 2000 due to unavailability of actors and playwrights. Chairperson Cope recommended to Aitcheson that he provide occasional updates to the Commission as information becomes available. Alan Largent of La Paloma Theatre provided Commissioners with a verbal update on events scheduled for July through Fall, 1999 at the theater. D.Discussion of siting art in public places Commissioner Hicks stated that she would like to see a subcommittee formed to provide input to the City regarding the Encinitas Sanitation District site. She would like to provide a recommendation to the Planning Department regarding which alternative would be best from an artistic point of view. 1 HICKS MOVED, CHARNOW SECONDED, TO CREATE A SUBCOMMITEE TO REVIEW THE PLANS FOR THE ENCINITAS SANITATION DISTRICT PARK SITE, AND TO LET THE CITY KNOW HOW THE COMMISSION FEELS ABOUT THE DIFFERENT ALTERNATIVE DESIGNS. Mayne asked for clarification regarding the alternatives. Cope stated that there was one facility, with three different alternative designs. Hicks stated that the decision will be narrowed down to one selection from the three. Cope stated that the process will narrow down the alternatives to one general plan. Kaczorowski stated that the Elliot Design Group has informally approached the Commission to recommend to the City Council that an artist be included as part of the design team. The Elliot Group has not formally presented this proposal to the Commission. He feels that the three alternatives have very little to do with incorporating the siting of public art. Kaczorowski requested that the Hicks modify her motion to state that the purpose of the subcommittee be expanded to include serving as an interface between the Commission and the Elliot Design Group. Hicks accepted the modification. The modified motion reads: TO CREATE A SUBCOMMITEE, THE PURPOSE OF WHICH IS TO INTERFACE WITH THE CONTRACTED DESIGN FIRM REGARDING OVERALL REVIEW OF THE ENCINITAS SANITATION DISTRICT PARK SITE, REVIEW THE PLANS FOR THE PARK, AND TO KEEP THE FULL COMMISSION INFORMED OF PROGRESS MADE ON THE DESIGN PROCESS. MOTION CARRIED 6-0 The Commissioners then discussed who would serve on the subcommittee. Hicks, Kaczorowski and Duff volunteered to serve on the subcommittee. There was also direction to staff to request that Planning place the Commission for the Arts on the mailing list to receive notification of meetings, workshops and hearings. E.Discussion of the Marketing and Public Relations Sub-committee marketing plan No Report 6.NEW BUSINESS A.Discussion of the Brown Act as it relates to the duties and responsibilities of the Encinitas Commission for the Arts Mr. Glenn Sabine, City of Encinitas City Attorney, was scheduled to provide a presentation regarding the Brown Act. However, Mr. Sabine was unable to attend the meeting. B.Discussion of Encinitas Photo Contest 2 Chairperson Cope provided a draft entry form for a photo contest to be sponsored and judged by the Commission. She recommended that there be one entry per category, with a total of twenty categories, as described in the “Encinitas Song.” There will be a $5.00 entry fee per photo entered. She also recommended that there be two age categories: Youth and Adult. Promotional materials should state that the Commission reserves the right to reproduce the winning photos for marketing or use in a public art display for a period of one year. Commissioners agreed to review the flyer and return with any recommended changes at the August Commission meeting. The contest will begin in August, with a press release, and applications will be available at Community Services. Applications will also be available at local photo stores, schools and other outlets. C.Discussion of recommending the creation of an Arts Trust Fund to be managed by the Encinitas City Council Hodgkiss gave a brief report regarding this issue. The discussion has been continued from the June, 1999 meeting. CHARNOW MOVED, KACZOROWSKI SECONDED, TO RECOMMEND TO THE CITY COUNCIL THAT THE CITY ESTABLISH AN ARTS TRUST FUND, WHICH WILL BE USED TO ACCEPT CASH DONATIONS FROM THE COMMUNITY. MONEY DEPOSITED IN THE PROPOSED TRUST FUND WILL BE USED FOR ART PROGRAMS THROUGHOUT THE CITY. Kaczorowski asked who would prepare the legislation. Hodgkiss stated that staff will write the agenda report for the City Council, which will be presented by the Commission Chair. Hodgkiss reported that Management Assistant Hippert had previously prepared a draft Arts Trust Fund Policy for review by the Commission, prior to the new program budget recommendations to the City Council. He recommended that the commission review this policy prior to returning to Council. Commissioners requested that the draft policy be brought back at the August, 1999 meeting. Kaczorowski will not be at the August meeting, and requested a copy of the policy prior to the meeting for his review. MOTION CARRIED 6-0 Chairperson Cope called for a vote on the motion. . D.Discussion of recommending that the City Council provide funding for additional Envirocan litter receptacles at City parks, beaches and recreational facilities Richard Hinger, local artist from ESI Art Corps, provided a presentation regarding the addition of eighteen Envirocans at local park and beach facilities. The tiles he is utilizing at this time have been prepared by students at Sunset High School in Encinitas. There are currently ten cans located throughout the city, and Hinger is currently waiting to hear from the City Council regarding his application for funding from the Community Grant Program for additional cans. These will be located in the downtown area. Kaczorowski asked the question regarding requests for funds outside of the regular budget process. Cope stated that this may be clarified at the special workshop this 3 evening. Hodgkiss stated that at this time, the Commission could move forward on this issue, and see what the Council’s direction will be. Kaczorowski asked about the maintenance of the receptacles. Hinger stated that the students that manufactured the tiles for the cans clean and survey them every two months. Any repairs to broken tiles and loose grout are done by the students. KACZOROWSKI MOVED, MAYNE SECONDED, THAT THE COMMISSION FOR THE ARTS RECOMMEND THAT THE CITY COUNCIL ALLOCATE $18,000 FROM THE CITY’S GENERAL FUND FOR THE PURCHASE AND INSTALLATION OF EIGHTEEN ENVIROCANS FOR CITY FACILITIES; AND, DIRECT STAFF TO PREPARE AN AGREEMENT WITH THE ARTIST THAT REQUIRES THE MAINTENANCE OF ALL INSTALLED RECEPTACLES ON CITY PROPERTY BE PERFORMED BY ESI ART CORPS SAN DIEGO, AT NO COST TO THE CITY. MOTION CARRIED 5-0-1 (CHARNOW ABSENT) E.Report on potential relationship with the San Francisco Center City Arts Foundation and the Yerba Buena Center for the Arts Commissioner Hicks passed out information from the San Francisco Center City Arts Foundation and the Yerba Buena Center for the Arts, and requested that the issue be tabled for discussion to the August, 1999 meeting. Commissioners agreed to table the issue. 7.COMMISSIONER’S CORNER Cope Reported that there is now an official category in the Encinitas Holiday Parade for Artistic Merit. A member of the Commission will be asked to be on the judging panel for the parade. Recommended that the Commission support the International Film Society show, which is held at the La Paloma Theatre. Reported on the Danish Girls Choir concert. All of the members of the choir signed the promotional poster for presentation to the City Council Reported on the send off reception for the student and firefighter delegation. Provided invitations to each commissioner. Mayne Reported on providing gifts for the girls of the Danish Girls Choir from the City. Community Services provided gift pens, calendars and City pins. Mayne gave flowers to each girl and the director. 8.ADJOURNMENT KACZOROWSKI MOVED, SECONDED BY COPE, TO ADJOURN THE MEETING AT 7:30 P.M. MOTION CARRIED 5-0-1 (CHARNOW ABSENT) 4