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2012-11-05 ACTION MEETING MINUTES CITY OF ENCINITAS COMMISSION FOR THE ARTS Monday, November 5, 2012 1. CALL TO ORDER/ROLL CALL Meeting was called to order by Chair Thum at 5:08 p.m. PRESENT: Chair Thum, Commissioners Colvin, Lemen (arrived at 5:20 p.m.), Lueker, Scheiwe, Schmid and Tanha ABSENT: None ALSO PRESENT: Arts Administrator Gilliam, Commission Secretary Zenns 2. PLEDGE OF ALLEGIANCE Commissioner Schmid led the pledge of allegiance. 3. ORAL COMMUNICATIONS None. 4. APPROVAL OF OCTOBER 1, 2012 MEETING MINUTES ACTION: COMMISSIONERS LUEKER MOVED AND COLVIN SECONDED TO APPROVE THE MINUTES OF THE REGULAR MEETING OF OCTOBER 1, 2012. MOTION CARRIED: AYES: COLVIN, LUEKER, SCHEIWE, SCHMID, TANHA AND THUM: NAYS: NONE: ABSENT: LEMEN: ABSTAIN: NONE. 5. OLD BUSINESS A. Ad Hoc Committee Reports Arts Administrator Gilliam reported that each of the Ad Hoc Committees met in October to develop work plans for FY13/14 and FY14/15. He indicated that the City Manager has requested that the Commissions develop two-year work plans that coincide with the two-year budget cycle. The City Manager and the City Clerk will be arranging commissioner training session in the upcoming year. Also, it is anticipated that the Commissions will each have an opportunity to go before the City Council to present their work plans. Commissioner Lemen arrived at 5:20 p.m. 11-05 2012 Arts Commission Meeting Minutes 1 of 7 Arts Administrator Gilliam presented the Draft Work Plans and Ad Hoc Committee Assignments which were developed during last month's meetings. The draft Arts Master Plan (FY2013114 and 2014115 Work Plan and Ad Hoc Committee Assignments) document is attached and herein incorporated by reference. B. Encinitas Artists Holiday Art Sale, Dec. 8 and 9. 2012 Arts Administrator Gilliam reported that the plans for the Encinitas Artists Holiday Art Sale are underway. Booths are 80% full. The event will run from 10:00 a.m. to 5:00 p.m. each day. C. Holiday Parade Entry Arts Administrator Gilliam reported on the upcoming Holiday Parade taking place on Saturday, December 1, 2012. He suggested that the Commission for the Arts participate in the parade and use it as an opportunity to promote the Artists Holiday Art Sale taking place on December 8 and 9, 2012. 6. NEW BUSINESS A. Arts Program Assistant Arts Administrator Gilliam reported that he received approval to hire a part-time Arts Program Assistant. B. After-Hours Use of the Community Room Arts Administrator Gilliam reported that a contract employee would soon be hired as an "After-Hours Attendant" for those wishing to use the Community Room after hours. The attendant's salary would be paid by a user fee applied as part of the room reservation. C. Holiday Part y A potluck holiday party for the commissioners will take place on Sunday, December 16, at 4:00 p.m. Location to be determined. D. Commission-Sponsored/Co-Sponsored Events at Encinitas Library 1)Wednesdays @Noon concerts, November 7, 14, 21, 28 2) Music By The Sea: Barger and Loughrey harp concert, November 16, 7:30pm 3) ETC Playwrights Forum, Nov. 19, 7:O0pm 4) Intrepid Shakespeare, Nov. 26, 7:O0pm E. Encinitas Arts & Events Calendar, November 2012 Arts Administrator Gilliam presented the Encinitas Arts & Events in November. 7. AGENDA ITEMS FOR NEXT MEETING 1) Reports from Ad Hoc Committees 11-05 2012 Arts Commission Meeting Minutes 2 of 2) Final Draft of the FY14 and FY15 Work Plans for Approval 3) Holiday Party 4) Leichtag Foundation Property Acquisition — Artist Studios on Site 8. REPORTS FROM COMMISSION AND STAFF Commissioner Lueker will be working on the Mona Loa Volcano in November. Commissioner Colvin reported that the City's banner program was approved and the Artist Colony's Arts Alive banner program activities are taking place. Commissioner Schmid attended the Day of the Dead festival last week at the Mission in Oceanside noting a large number of arts and dancing programming. Commissioner Tanha reported that she attended several artist events last month and is also working on upcoming fundraisers. Chair Thum reported that the Friends of the Encinitas Library First Sunday concert featuring the Sterling Flutes was a success. She also reported that the Coastal Communities Concert Band is performing a Christmas Concert on December 2, 2012. Arts Administrator Gilliam reported that a new ensemble comprised of graduates from the Juilliard School is interested in performing a Baroque concert in December. 9. ADJOURNMENT Chair Thum adjourned the meeting at 6:49 p.m. By: Gina Zenns, 6 mmission Secretary Zenns Next Meeting: Monday, December 3, 2012 Attachment: Draft 2013114 and 2014115 Work Plan and Ad Hoc Committee Assignments 11-05 2012 Arts Commission Meeting Minutes 3 of 3 DRAFT CITY OF ENCINITAS Commission approval: COMMISSION FOR THE ARTS Council approval: ARTS MASTER PLAN FY2013/14 and 2014115 Work Plan and Ad Hoc Committee Assignments (Commission members may volunteer their services but may not be paid, it is a conflict of interest.) i)ADVOCACY a) Presentation to the City Council a. 2012/13 Commission accomplishments b. 2013-2015 Work Plan c. Artist residency data from the San Diego Foundation b) Add quote from the public in weekly a-blast c) Add Facebook on City website,arts page d) Encinitas Alliance for Arts Education e) Provide Arts content in the General Plan Update f) Advocacy tools a. Encinitas Arts&Events Calendar b. Expanded arts presence on new City website c. Arts media campaign:articles on Commission programs and event listings Commissioners:Georgia Schmid,Judy Thum,Co-chairs FY2013/14 and 2014/15 General Fund budget:TBD 2)ARTS EDUCATION a) Present Arts Education Summer Camps at the San Dieguito Academy Performing Arts Center and visual art classrooms 1) Theatre(acting,musical theatre,theatre tech) 2) Music(musical theatre) 3) Dance(dance,musical theatre) 4) Visual art(painting,pottery,photography) Commissioners:Tim Lueker, Chair; Kay Colvin FY2013/14 and 2014/15 General Fund budget:TED 3)ARTS VENUES a) Develop after hours use of the Community Room by arts non-profits a. Hire room attendant b. Develop programming with arts non-profits b) Develop Summer Programming at SDA Performing Arts Center a. Partnership with SDA Foundation b. SummerFest concept,June 15-Aug.15, 2013 i) Children and youth arts camps,Liggett Theater ii) Films,concerts,plays,Amphitheater c) Promote Existing Facilities for Arts Programming 11-05 2012 Arts Commission Meeting Minutes 4 of 4 a. San Dieguito Academy Performing Arts Center(SDAPAC) b. MiraCosta College San Elijo Campus Amphitheater c. Paul Ecke Central School Auditorium(joint use with the City) d. La Paloma Theater e. Non-traditional sites:restaurants,schools,offices, etc. f. Add to City website d) Revive the Artist in Business program a. Visual art on site b. Performing arts, promote live music c. Create artist directory d. Develop a blog about businesses who collaborate with artists e) Assist in the development of a Center for the Arts a. Coordinate participation by Encinitas artists,arts organizations b. Promote wide range of arts venues c. Pursue Arts Incubator concept d. Assist in fundraising strategies,endeavors Commissioner:Georgia Schmid,Chair FY2013/14 and 2014/15 General Fund budget:TBD _ 4)PERFORMING ARTS Music a) Arts Education Summer Camps:musical theatre b) SummerFest,SDA Amphitheatre:concerts,garage bands, battle of the bands,talent show,etc. c) Partner with arts organizations for after-hours Programming at Library Hutchins Consort,COSI(Cardiff Opera Society, Inc.)and others d) Present io concert series,Music By The Sea e) Present 52 concert series,Wednesdays@ Noon,year-round f) Present god Annual Encinitas Arts Festival,(Apr. 20, 2013) a. Develop and manage festival,serve on committees b. Assist in finding Encinitas professional theatre, music and dance ensembles c. Assist in finding Encinitas student theatre,music and dance ensembles d. Commission a Public Art mural to be made at the festival g) Present Annual iPalpiti Festival of International Laureates(July 9-14, 2033) Commissioners:Judy Thum,Chair;Nicholas Scheme FY2013/14 and 2014/15 General Fund budget:TBD THEATRE a) Arts Education Summer Camps:acting and musical theatre b) SummerFest,SDA Amphitheatre:plays,Shakespeare in the park c) Co-sponsor Reader's Theatre productions with Intrepid Shakespeare Company d) Co-sponsor Playwrights Forum with Encinitas Theatre Consortium 11-05 2012 Arts Commission Meeting Minutes 5 of 5 Commissioner:Naimeh Tanha,Chair FY2013/14 and 2014/15 General Fund budget:TBD DANCE a) Arts Education Summer Camps dance b) SummerFest, SDAAmphitheatre:dance c) Incorporate dance performances into existing arts and community programs d) Develop and promote"dance stage"at major city events Commissioners:Georgia Schmid,Chair;Naimeh Tanha FY2013/14 and 2014/15 General Fund budget:TBD 5)PUBLIC ART a)Develop a Percent for Art Policy i) Review policy's from other municipalities 2) Define parameters of program(public, private) 3) Define funding strategies(public,private) 4) Meet with Council members 5) Put on Council agenda b) Develop Public Art Advisory Committee 1)3 Professional public artists z)z Public art professionals,curators 3)2 members of Commission c)Public Art:Entrance Mural, Encinitas Community Park i) Define concept with Parks Department 2) Develop budget 3) Issue RFQ 4) Commission artist 5) Complete mural e) Develop Friends of the Encinitas Arts to help fund public art f) Science and the Arts 1) Solar panels that become art z) Use solar panels to create energy Commissioners: Ron Lemen,Chair;Tim Lueker FY2013/14 and 2014/15 General Fund budget:TBD 6)VISUAL ART a) Select 31 artists for 2013 exhibitions at City Hall and Encinitas Library 1) Review selection criteria 2) Promote exhibition opportunity to Encinitas artists 3) Seek out up to 70 applications 4) Appoint Visual Art Selection Committee 5) Jury applications b) Present Annual Encinitas Artists Holiday Art Sale, Encinitas Library(December 8-9, 2012) 1) Manager:Grace Swanson 2) Encinitas artists by application, loo%artist-made artworks and merchandise 11-05 2012 Arts Commission Meeting Minutes 6 of 6 3) Proceeds from booth rental to fund Commission programs y) Promote exhibition opportunity to Encinitas artists 5) Seek out 26-30 artists c) Encinitas Holiday Parade i) To promote the holiday art sale d) Exhibit Art Books i) Use for temporary installations,street fairs,events,parks Commissioners: Kay Colvin,Chair; Ron Lemen,Naimeh Tanha FY2013/14 and 2014/15 General Fund budget:TBD 7)AUDIENCE AND VOLUNTEER DEVELOPMENT a) Encinitas Arts&Events Calendar(web,print and email) b) Encinitas Friends of the Arts c) Volunteers in the Arts Arts Administrator Gilliam FY2023/14 and 2014115 General Fund budget:TBD 11-05 2012 Arts Commission Meeting Minutes 7 of 7