1998-11-16
CITY OF ENCINITAS
COMMISSION FOR THE ARTS
MINUTES
MEETING DATE: NOVEMBER 16, 1998 6:30 P.M.
1. CALL TO ORDER/ROLL CALL
Vice-Chairperson Cope called the meeting to order at 6:40 p.m.
Present: Vice Chairperson Cope, Commissioners Charnow, Duff, Khalifa, Quick,
Witz
Also
Present: Community Services Management Assistant Hippert
Absent: None
Note: Chairperson Yco arrived at the meeting at 6:45. He asked Vice-chairperson
Cope to continue chairing the meeting, as he may be called away.
2. PLEDGE OF ALLEGIANCE
3. ORAL COMMUNICATIONS
Mr. Allen Largent, representing the La Paloma Theater, 471 South Coast Highway
101, Encinitas, CA 92024. Mr. Largent distributed complimentary tickets to each
commissioner to the Christian Youth Theater performance of “Aladdin” at the La
Paloma Theater, beginning Friday, November 20.
4. APPROVAL OF MINUTES
A. Approval of Minutes November 2, 1998 Meeting
WITZ MOVED, CHARNOW SECONDED TO APPROVE MINUTES OF THE
NOVEMBER 2, 1998 MEETING. MOTION CARRIED. 7-0
5. OLD BUSINESS
A. Discussion and Prioritizing of Commissioners Projects and Priorities
Cope referred commissioners to the combined commissioner’s goals and
priorities in the agenda packet.
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Quick queried the commissioners regarding their “comfort level” with asking for
funding at a level which may be perceived as a large amount of money. Yco
stated that the commission should not back down from prioritizing their
projects, and go ahead with the work. These are projects that the council can
approve or disapprove, as they are a council budget matter.
Hippert gave additional clarification regarding what the commission’s role is in
matters pertaining to recommending programs, budgets, etc., and the council’s
ability to approve or disapprove any of the commission’s recommendations.
Cope asked the commission if a member of the public could present under Oral
Communication, out of order of the agenda. There was consensus on this
issue.
Nancy Cunningham, 13832 Mercado Drive, Del Mar. Grant writer and
technology support person from the Encinitas Union School District.
Gave a brief introduction regarding her role with the school district. She is
currently working on a grant application with the California Department of
Education through the California Arts Council in partnership with the Carlsbad
Arts Office. Ms. Cunningham invited the commission to participate in this grant
program.
Cope then directed the commission to begin discussing the priority list, using
the main bulleted items, starting with “Sponsoring Community Events.”
Sponsoring Community Events
Holiday Parade Float
Costs for this event would include lights, decorations, rentals, etc.
Request for FY 99/00 - $500
Festival of the Arts
Discussed cooperating with DEMA regarding making the Festival a part of the
Street Fairs. Most of the costs for this event would be for startup, including
tents/canopies, supplies and advertising.
Request for FY 99/00 - $20,000
Historic Art/Photo Contest
Needs for this project are mainly for printing of advertising flyers.
Request for FY 99/00 - $1,000
Sponsor City-wide Talent/Variety Show
Costs would be included with Festival of the Arts
Support/Sponsor Youth Open Mike Night
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Discussed sponsoring in cooperation with the Youth Commission. The
commissioners would like to see this happen once per month at different
locations. Costs would include staff, security, site rental, etc. and range
between $500-$1000 per event.
Request for FY 99/00 - $12,000
Sponsoring Community Events
Total budget for is $33,500.
Art Education
Hold Music Director/Teachers Community Forum
Request for FY 99/00 - $500
Establish Commission Liaison with Private/Public Schools
Request for FY 99/00 - $500
Art Mentoring Program
Discussed what the program included. Individual artists would mentor single
students for period of one year. Commission would choose the mentors, select
the students, and provide the advertising for the program.
Request for FY 99/00 - $1,000
Art Scholarships
Community would support individuals with financial need to attend art classes.
Costs would be to pay art teachers for classes in various arts. Individuals
would have class fees paid by scholarship funds.
Request for FY 99/00 - $3,000
Artists in Schools
Mr. Niels Lund gave a presentation on the Poinsettia Theater “Performing Arts
in the Classroom Project.” Lund stated that he is asking the Commission for
the Arts to recommend funding this project at $15,000 in matching funds for the
current fiscal year, as an off-budget item. Funding for FY 99/00 would be for
$30,000 in matching funds. Duff and Charnow wanted to make sure that the
commission budget funds for programs outside of Lund’s program, as it only
addresses performing arts, and only at the elementary school level.
Request for FY 99/00 - $100,000
Develop Student Art Club
Determined that this is a non-funded program, but recommend that the school
districts be contacted to create student art clubs to enhance art education in
the schools.
Request for FY 99/00 - $0
Art Education
Total budget for is $105,000.
Art Centers
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Charnow recommended that this be a zero dollar item, as the City would not be
using City funds for building an arts center. Duff stated that at a meeting of the
education subcommittee, Lund suggested a way for the Commission for the
Arts to raise discretionary funding. An insert could be included in water bills
requesting donations to fund local art projects sponsored by the Commission
for the Arts. Charnow stated that it may not be legal to have contributions
given to the City, as it is not considered a “non-profit”, and there is no specific
project for which the money is earmarked. Yco directed Hippert to investigate
and report to the commission his findings at the next regular meeting.
Witz stated that the City could support the Poinsettia Theater project by
waiving development fees for the project. This would be an in-kind donation.
Lund stated that the fees involved with building the Poinsettia Theater could be
$75,000.
Quick felt that because the item is so nebulous, it should be struck from the list.
Yco disagreed, stating that one of the purposes of the Commission for the Arts
was to work towards establishing a center for the arts in Encinitas. Quick
countered that the wording should be modified to reflect the need for funding to
determine a location for an arts center. Witz agreed, and stated the first
Encinitas City Council originally created the idea for the Poinsettia Theater.
Cope stated that the project is still not a City project, but a non-profit.
It was decided that the Commission would work towards recommending to
Council a policy of waiving development fee for specific arts centers. This will
be put on the agenda for the next Commission meeting, December 7, 1998.
Request for FY 99/00 - $0
Art Centers
Total budget for is $0
Community Art
Avenue of the Arts
Charnow stated that this concept is similar to establishing an arts district,
similar to the Cedros Design District in Solana Beach. It may include council
policy changes related to zoning, as well as signage, advertising, etc. It would
encompass Coast Highway 101 from Leucadia south through downtown.
Request for FY 99/00 - $50,000
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Art Train
Khalifa recommended that this item could be combined with the Arts Festival,
with a donation of a train car during the festival.
Request for FY 99/00 - $0
Cultural/Ethnic Arts Programs
Duff stated that her reasoning behind this program was to bring different
cultural arts to classrooms and auditoriums in local schools. Cope stated that
this could be co-sponsored by the Community Services Department, the Youth
Commission, and other groups at the new Community/Senior Center at
Oakcrest Park. The discussion turned to what groups should be represented
within the program. No clear consensus was reached, but it was felt that
$1,000 for each of ten cultures to be represented would be an adequate
budget.
Request for FY 99/00 - $10,000
Commission Youth to Create Public Art
This program would provide small grants or scholarships to children to create
art around the City. This would be similar to the Envirocans placed in three
local facilities over the last several months.
Request for FY 99/00 - $2,500
Develop Senior Art Programs
This program would provide supplies for seniors to participate in various art
programs in the City. Instructors would be asked to volunteer their time.
Request for FY 99/00 - $2,500
Develop a City Marching Band
Cope stated that there is no school marching band in Encinitas. Charnow
reported that the principal at San Dieguito Academy is interested in forming a
marching band. There was discussion of making this separate from any
particular school within the area, and creating a community marching band.
Request for FY 99/00 - $15,000
Sponsor Community Concert Series
This would be an expansion of the Summer Concert Series at Moonlight Beach.
The goal would be to have concerts at other locations throughout the city, but
encourage corporate and business sponsorships for a year-round series.
There would be no funding for the program from the General Fund.
Request for FY 99/00 - $0
Create a Street Art Program/Public Art Displays/Display Student Art
These programs would allow street artists and performers to perform and
practice their art on City streets; provide space within public buildings for public
art displays, and; create additional public locations to display student art. This
is a policy issue, and would not require any payment to the artists, merely
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permit them to perform or display their art. Funds would be used for
advertising the program.
Request for FY 99/00 - $5,000
Community Art
Total budget for is $85,000.
Art Communication
1. Create a Community Art Calendar Featuring Local Artists
2. Encinitas Arts on the Internet
3. Develop Artist Registry
4. Establish Arts Newsletter
5. Advertise Commission for the Arts and Arts Projects
These projects all would fall under the designation of marketing. The
commissioners felt that it would be counter-productive to try to establish a
budget for each heading, so all were grouped together under the Art
Communication/Marketing Project.
Art Communication/Marketing
Total budget for is $50,000.
Create an Arts Endowment
Quick suggested that the City Council set up a fund for individuals into which
they can donate money as an endowment for the arts. Cope stated that she
had just received a call from a citizen who inquired about this type of program.
The entire commission felt that this should be a Council policy.
Request for FY 99/00 - $0
Commissioning Public Art
Quick recommended that the commission ask the council to create a fund from
the general fund in the amount equal to 1/10 of 1% of the entire budget to set
aside for public art. This would be a revolving fund, which probably would not
be depleted each year, but would be used to purchase art for display in public
places.
The commission felt that at a minimum, the Council should fund public art at
$5,000 per year in a trust fund, and the money spent when an appropriate artist
or piece of art is available.
Request for FY 99/00 - $5,000
The meeting was in recess from 8:32 p.m. to 8:39 p.m.
Niels Lund gave a complete presentation on his request for matching funds
from the City for the Poinsettia Theatre “Performing Arts in the Classroom
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Project.” This would be a request from the FY 98/99 budget, separate from the
budget request for FY 99/00.
Operating expenses for the program for 1998/99 will be $30,000. Revenue is
projected to be $15,000 from the community and $15,000 from the City as a
matching grant.
Lund gave details regarding how the funds will be spent, to include artist’s fees,
administrative costs, supplies, etc. The $30,000 will pay for 55 classroom
projects.
Charnow stated concerns regarding the school district’s needs and
requirements. He felt that if the school district does not allow the full use of
funds collected for the program, a decision would have to be made regarding
the funds allocated by the City.
There were other concerns raised by commissioners regarding the allocation of
funds for the program in advance of spending the funds. There was consensus
that any funds not utilized directly for the program prior to the end of the fiscal
year be returned to the City, and not rolled over to the next fiscal year. Some
type of audit process would need to be established to allow the City to track the
expenditures.
CHARNOW MOVED, WITZ SECONDED, THAT THE ENCINITAS
COMMISSION FOR THE ARTS SUPPORT THE POINSETTIA THEATRE
“PERFORMING ARTS IN THE CLASSROOM PROJECT” AND RECOMMEND
THE CITY COUNCIL GRANT MATCHING FUNDS TO THE PROGRAM UP
TO A LIMIT OF $15,000 FOR FISCAL YEAR 1998/99. CITY FUNDS NOT
EXPENDED PRIOR TO THE END OF THE FISCAL YEAR SHALL BE
RETURNED TO THE CITY. MOTION CARRIED. 6-0 WITH ONE
ABSTENTION.
5.B Discussion of recommending a percentage of Capital Improvement Project
funds be set aside for local arts
WITZ MOVED, COPE SECONDED, THAT THE ENCINITAS COMMISSION
FOR THE ARTS RECOMMEND THAT THE ENCINITAS CITY COUNCIL
CREATE A POLICY DESIGNATING 2% OF ALL CAPITAL IMPROVEMENT
PROJECTS BE SET ASIDE IN A TRUST FUND FOR LOCAL ART. MOTION
CARRIED. 7-0
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6. NEW BUSINESS
A. Discussion of Commission for the Arts budget requests for FY 99/00
The commissioners discussed methods for prioritizing their requests both as
individual projects, and within the main bulleted categories. Cope
recommended that staff arranges the information in a readable and usable
format, and the commission looks at it at the next meeting and determines
precise priorities for each item. Commissioners agreed with this approach, but
continued to look at what may be the most important items on the list. After
additional discussion, staff was directed to bring back the information in un-
numbered categories, with the individual projects listed with dollar amounts
under each category.
Charnow felt that prioritizing was difficult, due to the multiple important projects
that may fall under different categories. One project may lose out merely
because the category was prioritized lower than another category.
Yco stated that it was important to prioritize according to a theme, because any
other method would make it look like the commission was “all over the board”
without any clear direction. Yco also stated that it may be a good idea to
highlight the items under each category, which the commission feels to be most
important.
The commission was reminded that the recommendations are all subject to
negotiation prior to adoption of the budget.
It was decided that the commissioners will study the information before the next
meeting, and determine each commissioner’s top five priorities, which will be
assembled into a clear document during the meeting. Charnow asked if the
presentation could be done on the overhead. Hippert stated that it will be
prepared for viewing there.
No further action was taken on this item, and it was tabled to the December 7
meeting.
7. COMMISSIONER’S CORNER
Cope gave a brief report on the City Christmas tree project. A living Star Pine
tree has been ordered from Sunshine Gardens. The theme will be in keeping
with the Holiday Parade, “Twinkling Lights by the Sea.” There will be foam
core drawings of waves and surfboards as part of the display.
There were no other reports from commissioners.
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8. ADJOURNMENT
KHALIFA MOVED TO ADJOURN THE MEETING AT 9:26 P.M. SECONDED
BY DUFF. MOTION CARRIED. 7-0
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