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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. 1 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 2 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 3 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 4 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 5 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 6 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 7 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. 8 8. ADJOURNMENT KHALIFA MOVED TO ADJOURN THE MEETING AT 9:26 P.M. SECONDED BY DUFF. MOTION CARRIED. 7-0 9