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1999-08-02 CITY OF ENCINITAS COMMISSION FOR THE ARTS MINUTES MEETING DATE: AUGUST 2, 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, Mayne Also Present: Community Services Management Assistant Hippert Absent: Commissioner Kaczorowski 2.PLEDGE OF ALLEGIANCE 4.APPROVAL OF MINUTES CHARNOW MOVED, DUFF SECONDED, TO APPROVE THE MINUTES OF THE JULY 12, 1999 MEETING. MOTION CARRIED – 5-0. Charnow requested that two items be added to the minutes that were on the white board, related to current projects. These were the City Hall Entry Modification Project, and the Encinitas Photo Contest. Hippert will make the modifications requested. CHARNOW MOVED, DUFF SECONDED, TO APPROVE THE MINUTES OF THE JULY 12, 1999 SPECIAL MEETING, AS AMENDED. MOTION CARRIED – 5-0. 3.ORAL COMMUNICATIONS (TAKEN OUT OF ORDER) Mr. Dan Hare, 326 Arroyo, Encinitas. Mr. Hare requested that the Commission for the Arts join with the Carlsbad Arts Office to establish an exploratory committee to determine the level of support for a film festival in the summer or fall of 2000. Mr. Hare also informed the Commission about a screening of the movie “Heartwood” at the La Paloma Theatre on Wednesday, August 4. Commissioner Cope asked to have a complete presentation to the Commission at the September meeting, and include Connie Beardsley of the Carlsbad Arts Office as well. Allen Largent, 471 So. Coast Highway, Encinitas. Mr. Largent provided information regarding activities at the La Paloma Theatre for the month of August. 5.PRESENTATIONS A.Mr. Kirk Van Allyn Mr. Van Allyn provided information to the Commission regarding his artwork that he creates at various beaches in Encinitas, and specifically at Beacon’s Beach in Leucadia. Commissioner Mayne asked if VanAllyn could do a beach sculpture at Moonlight Beach on 1 Encinitas Day, October 2, 1999. VanAllyn stated that he would be interested in participating by creating a sand drawing at low tide, which will occur at 10:02 a.m. VanAllyn also spoke about his desire to locate a time capsule at the zero tide mark at Beacon’s Beach. CHARNOW MOVED THAT THE COMMISSION WRITE A LETTER TO THE COMMUNITY SERVICES DEPARTMENT IN SUPPORT OF HAVING VANALLYN DISPLAY HIS SCULPTURE AT MOONLIGHT BEACH ON ENCINITAS DAY, OCTOBER 2, 1999 AS A JOINT PROJECT WITH THE ARTS COMMISSION. CHARNOW MOVED THAT THE COMMISSION WRITE A LETTER OF SUPPORT FOR VANALLYN TO INSTALL A TIME CAPSULE AT ZERO TIDE LEVEL AT BEACON’S BEACH. DUFF SECONDED Cope asked for a second on the first motion. . There was no MOTION CARRIED – 5-0 discussion. . Charnow retracted his motion regarding writing a letter of support for the installation of a time capsule at Beacon’s Beach. The commission will write a letter to the Community Services Department requesting assistance in siting VanAllyn’s nested dodecahedron on Beacon’s Beach, for a period of six hours, on a date to be established, prior to the end of October, 1999, for a period not to exceed six hours. 6.OLD BUSINESS A.Report from Technology Sub-committee Charnow reported that he had had an e-mail from a local resident regarding the Commission’s web page, and how soon it will be updated. B.Report from Marketing and Public Relations Sub-committee Duff reported on a meeting of the Sub-committee, and listed some items they would like to see implemented:  Monthly press releases on activities of the Commission  Invite individual artists to add their names to the artists directory  Look for support from the community in any way possible, to work on projects, including the Arts Master Plan  Publish press releases on actions previously taken by the Commission, including Envirocans and the Photo Contest  Have section in City’s newsletter about Commission activities  Public donations to the Arts Commission that are tax deductible  Using legislation to support 1% of capital improvements for the Arts Commission 2  Poster of local artists to gain support for the Arts Commission  Conduct an open house for the community to introduce the Commissioners and speak about their programs  Fund raiser to add money to the Arts Trust Fund  Request San Dieguito Water District to include insert in water bill soliciting donations to the Arts Trust Fund Commissioners directed staff to prepare another press release for the Artist’s Directory. Staff was also directed to place the Commission’s Marketing Plan on the September agenda for discussion. C.Report from City Hall Entry Modification Sub-committee Hicks provided report that the project is on hold. The City will let the Sub-committee know when the project goes back on line. D.Report from the Encinitas Sanitary District Park Site Sub-committee Hicks handed out maps regarding the planning process for the ESD park site. Commissioners stated that they would like to have an report on the park as it relates to public art at a future meeting. E.Discussion of the Encinitas Photo Contest Cope reported on the final draft of the Photo Contest flyer. She also urged each commissioner to try to get donations from local businesses for prizes for the contest. Winners will be announced from the stage on Encinitas Day, October 2, 1999. Commissioners also discussed judging for the contest, but no consensus was reached regarding the final list of judges. F.Discussion of recommending the creation of an Arts Trust Fund to be managed by the Encinitas City Council Hippert provided a copy of the draft Arts Trust Fund policy for the Commission’s review. Commissioners asked specific questions regarding the draft policy, which were answered satisfactorily. Charnow asked if the fund could be used for programming. Hippert stated that the policy allows for programming, which establishes a precedent amongst similar policies from other cities. All other policies are specifically for public art projects. HICKS MOVED, CHARNOW SECONDED, THAT THE COMMISSION ACCEPT THE DRAFT POLICY AS WRITTEN, TO BE RECOMMENDED TO THE CITY COUNCIL FOR ADOPTION. Discussion followed. Charnow asked if the issue of staff costs paid from the trust fund was typical of other policies. Hippert responded that it was typical, as staff time was necessary to assist in the solicitation and presentation of the art work. 3 MOTION CARRIED 5-0 Cope called for the vote on the above motion. G.Report on potential relationship with the San Francisco Center City Arts Foundation and the Yerba Buena Center for the Arts Hicks gave a report on her contacts with the San Francisco Center City Arts Foundation and the Yerba Buena Center for the Arts. The discussion was in relation to a surf art show, as well as several art shows that she visited in San Francisco. Several of the arts programs can be viewed at www.yerbabuenaarts.org. Duff asked if it would be possible to have the principals give advice in regards to the Commission’s Arts Master Plan. Hicks stated that one of the principals comes to San Diego occasionally, and he could be contacted to address the Commission at that time. Cope asked if there was interest in participating in the Rob Machado Surf Contest, by having CHARNOW MOVED, HICKS a booth with Arts Commissioners staffing it. SECONDED, THAT THE COMMISSION FOR THE ARTS APPROACH THE CARDIFF CHAMBER OF COMMERCE TO PROMOTE THE SURF COMMUNITY AND SURF ART FOR THE 1999 EVENT. MOTION CARRIED – 5- 0. 7.NEW BUSINESS A.Discussion of issues related to issues discussed and direction given at the July 12, 1999 Special City Council meeting with the Youth Commission and the Commission for the Arts Hippert provided a report of actions taken by the City Council at the July 12, 1999, and gave staff recommendations for the Commission to consider. The Commission prioritized the programs that they would like to present to the Council at the August 18, 1999 City Council meeting (see attachments for complete recommendations). B.Consider the establishment of a subcommittee to create an arts master plan for the City of Encinitas Hippert gave a brief description of the potential duties of the subcommittee. Cope asked for a volunteer to chair the subcommittee, and Charnow accepted the responsibility. Hicks and HICKS MOVED, CHARNOW Duff volunteered to serve on the subcommittee. SECONDED, TO CREATE AN ARTS MASTER PLAN SUBCOMMITTEE, WITH MICHAEL CHARNOW AS CHAIR. MOTION CARRIED – 5-0 . 4 C.Discussion regarding participating in the 1999 Encinitas Day events Hippert provided a report regarding the potential for the Commission to sponsor an Artist’s Enclave at Encinitas Day. This would be a specific location (cul-de-sac at the end of “C” Street) where Encinitas artists would display their art for sale. Booth space would be available for the first fifteen local artists that apply. MAYNE MOVED, DUFF SECONDED, TO SPONSOR THE ARTIST’S ENCLAVE AT THE 1999 ENCINITAS DAY CELEBRATION ON OCTOBER 2, 1999. MOTION CARRIED – 5-0. D.Discuss the establishment of a policy related to venues, events and artists that can be promoted on the Commission’s web site Hippert provided an overview of potential issues related to inclusion within a policy for web site content. Discussion followed regarding what may be appropriate listings on the web. Charnow recommended that the Technology Subcommittee review any requests from the public prior to inclusion on the web site. If there is a question regarding the appropriateness of content, the request will go to the full Commission. There was consensus that this would be the most effective process, until such time as a full policy is developed. Cope agreed to serve on the subcommittee to assist in the review of items which may be placed on the web page. Staff will prepare a draft policy for review by the Commission at a future meeting. Note: At this time, Cope accepted a speaker’s slip for oral communications, out of order. Neils Lund, 887 Sandcastle Drive, Cardiff-by-the-Sea, reported that on August 10, a statue of Wayne Holden will be unveiled in Cardiff. 8.COMMISSIONER’S CORNER Cope reported on the Encinitas History and Heritage book, a joint project of the San Dieguito Heritage Museum and the Encinitas Historical Society. Cope requested that the Lux Art Institute be agendized for the September meeting. Cope reported that a music program will be started at Oakcrest Middle School, in lieu of physical education. Cope reported that she is beginning work on a screenplay for a movie related to life in Encinitas. Mayne reported that she would like to agendize for a future meeting the discussion of a show of an artist working towards saving San Diego County’s open space. 5 Duff presented information regarding an organization called RESULTS. It is a lobbying organization designed to create the political will to end hunger. There will be a fundraiser on October 16. Duff is looking for ten people to come to the event and donate $100. Hippert reported that applications are available for the vacant Commission seat. Applications are due to the City Clerk by Tuesday, August 13, with interviews scheduled for August 25. Hippert provided a list of 29 city’s URL’s related to arts and arts commissions. 9.ADJOURNMENT MAYNE MOVED, SECONDED BY HICKS, TO ADJOURN THE MEETING AT 10:37 P.M. MOTION CARRIED – 5-0. 6