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HomeMy WebLinkAbout1986-06-17; Arts Commission; MinutesMINUTES Meeting of: Time of Meeting: Date of Meeting: Place of Meeting: ARTS COMMISSION 12:00 noon Oune 17, 1986 Council Conference Room COMMISSIONERS CALL TO ORDER; The regular meeting was called to order by Chairman Bear at 12:01 p.m.. ROLL CALL; Present - Chairman Bear, Commissioners Bischoff, Brierley, Frye, Meilach, Roston and Straub. Absent - None. Staff Members Present: Mayor Casler Connie Beardsley, Cultural Arts Program Manager Cliff Lange, Director of Library APPROVAL OF MINUTES The Arts Commission approved the minutes of May 20, 1986 as presented. OLD BUSINESS - REVISED GRANT GUIDELINES Connie Beardsley, Cultural Arts Program Manager, reviewed the changes that were incorporated Into the grant guidelines as directed by the Commission at Its May 20th meeting. A discussion ensued regarding the section in the guidelines requiring a recipient to match funds. Several Commissioners expressed the concern that this section might be a turn off for struggling individual artists. Further, these artists may have trouble raising funds. Organizations may be willing to sponsor them, but not with funds. The feeling was that the requirement should be less difficult to meet and should either be reworded or deleted altogether. Ms. Beardsley gave various reasons why she had included this section in the guidelines. She stressed it was important for recipients to show community support, as it is important for the applicants to realize that the City is not just handing out money, but is working hand in hand with the community. She continued explaining that the in- kind services could count for the matching funds and the match would not have to be cash. She gave several examples of what could be considered an in-kind service. She further explained that making an organization go through this type of grant application would be a learning process for them, since this application is similiar to applications for State/Federal grants. Bear Bischoff Brierley Frye Meilach Roston Straub MINUTES Oune 17, 1986 ARTS COMMISSION Page 2 COMMISSIONERS Commissioner Roston suggested that the Commission could indicate that it will assist individual artists in expenses Incurred for a school lecture on art, etc. -- something that will definitely show community Involvement. Commissioner Roston added that, based on her prior experience, obtaining a grant through the State or Federal offices is very difficult, and cautioned the Commission to not place much hope in obtaining these types of grants. The Commission will have to do the best it can with the funds that are available. Commissioner Meilach pointed out that the Commission should develop the best system it can for awarding grants on a local level, without being concern whether this system can be used as a training process for individuals or organizations applying for State or Federal grants in the future. Commissioner Straub pointed out that the funds that the Commission is working with is limited, and the Commission will have to be selective in awarding grants. The fact that an organization has matching funds may be a determining factor, because this shows community support. Community involvement is very important and should be one of the primary areas which the Commission will need to give attention to. She added that she felt that the City Council will be more willing to fund an organization where it has been shown that there is much community support. A discussion ensued wherein various Commissioners expressed that they agreed in concept with the Importance of community Involvement, but were not certain that the matching funds section would accomplish this purpose. Based upon the concern that organizations and individuals will have difficulty matching funds with cash, and because the Commission does not want to discourage them, the following suggestions were made: (1) eliminate the matching funds section completely; (2) include it in the "Criteria" section. Reword No. 12 to read: "The organization's ability to provide matching funds or resources". It was agreed that the word "individual" would not need to be inserted due to the fact that an individual would have to apply through an organization. Ms. Beardsley suggested that the word "organization" be replaced with the word "applicant"; this would eliminate any confusion which could arise. The Arts Commission approved the revised guidelines as presented subject to the following changes: (1) Strike out the "Matching Funds" section; and (2) Reword No. 12 under "Criteria" to read: "The applicant's ability to provide matching funds and resources." Bear Bischoff Brierley Frye Meilach Roston Straub MINUTES Cune 17, 1986 ARTS COMMISSION Page 3 COMMISSIONERS MANAGER'S REPORT Connie Beardsley, Cultural Arts Program Manager, gave the following report: 1. Timetable for awarding funds set aside for this fiscal year. Ms. Beardsley advised that based upon an informal ruling from the City Manager's office, the Commission does not have to get a formal approval from the City Council to expend $10,000 or under (in aggregate) from the General Fund set aside for Community Arts Support. However, if the aggregate amount is over $10,000, then it will have to go before the City Council. The tentative timetable set up is as follows: Duly 14 - meet with arts organizations, distribute applications, review policies and procedures, etc; August 15 - application deadlines; September 8 - Commission, or an appointed panel, meet and make recommendations on the awarding of the grants; September 10 - Commission meeting to formally approve the grant awards. Ms. Beardsley distributed an evaluation sheet which the Commissioners can use in evaluating and selecting proposals. Upon a question raised whether the Commission, or the appointed panel, could meet in closed session to select the proposals which will receive grant awards, Mayor Casler advised that she would speak to the City Attorney relative to this question and report back to the Commission whether this would violate the Brown Act or not. 2. Music at Magee - July 11 Ms. Beardsley named the four groups that will be performing on Duly 11, 1986, and advised that the Historical Society will be providing the food for sale. She also described the publicity that is planned to announce this event. 3. Symphony Pops - Labor Day Ms. Beardsley advised that there is a possible site that she is looking into. She is in the process of setting a date wherein the Symphony Pops can see the site. She added that $15,000 would have to be raised for this event, and requested input from the Commission as to ideas, and the names of individuals or businesses who could support this event. Commissioner Frye offered his assistance in calling potential sponsors. Possibilities suggested by the Commissioners were: 0. Kholis, World Communication Inc., Bank of America, Chrysler Corporation, Olympic Resorts, Tip Tops. Further, the retail and travel industries and the new hotels were suggested as potential places to look for support. MINUTES Oune 17, 1986 ARTS COMMISSION Page COMMISSIONERS 4. Presentation before the Commission - Ms. Beardsley informed that Elizabeth Bergmann was interested in making a presentation on "arts-in-education" before the Commission at one of its meeting. She distributed copies of San Diego Institute for Arts Education Program to the Commission. Commissioner Frye pointed out that most students at high schools do not have the time to take a fine arts course. The State requires only one fine arts course which is covered by taking a foreign language class. Commissioners BIschoff and Brierley pointed out that the arts course could be taught concurrently through other academic classes; further, it could be included at the elementary level. SELECTION COMMITTEE REPORT Commissioner Meilach reported that the committee had several meetings. The public work of art which the committee members agreed upon was a sculpture In front of the new Service Building. She informed that the committee reviewed the portfolios of approximately 15 artists. She named six artists who were invited to submit proposals and pointed out that one of them had subsequently removed himself from the list. The five artists which are left have until Ouly 1, 1986 to turn in their proposals. Ms. Beardsley advised that of the five remaining artists, two have called expressing their concern with the amount of funds available. The have indicated that $10,000 is not enough, as it restricts the materials they can use. Commissioner Roston pointed out that one of the problems that the committee had was that there was no precedent to follow. Following a brief discussion, Chairman Bear suggested, and the Commissioners concurred, to complete the process and see where the Commission is in July. Chairman Bear pointed out that the selection committee has done a remarkedly good Job in such a short time. % FOR ART GUIDELINES Chairman Bear stated that because of the flexibility that the Commission has to change guidelines as the need arises, he questioned whether the Commission needed to approve formal guidelines for the % for art at this point in time. Referring to the pilot program established for the Safety Center, he pointed out that the Commission has and is learning a lot about the process involved in setting aside a limited amount of funds for a specific program. He felt that the Commission should complete this project before reviewing and adopting general guidelines. MINUTES Dune 17, 1986 ARTS COMMISSION Page 5 COMMISSIONERS Ms. Beardsley advised that the only important time consideration involved would be to have guidelines approved by December when she will submit an application to the National Endowment of the Arts, as they will want to see what guidelines the Commission is operating under. She agreed that working through on a pilot program basis is fine, and the Commission will know more as it goes through the program for the Safety Center. The Arts Commission tabled the adoption of the % for Art Guidelines until the completion of the Safety Center proposal. OPEN FORUM Ms. Beardsley distributed copies of the written attendance list of the Individuals who attended the open forum held June 11, 1986. She also distributed a priority list of the requests that were made at the forum. It was noted that the primary request was for an arts facility. Commissioner Straub expressed her pleasure that so many people would come and participate in this open forum. She pointed out that many of the individuals were willing to assist the Arts Commission on a voluntary basis. She pointed out that the communication service (contained in the list of priorities) could be entirely voluntary, and stressed that an effort has to be made to take the potential that is out in the community. She added that something needs to be done fairly soon to sustain the interest of the community. In the discussion that ensued wherein various Commissioners made suggestions as to the contents of a letter to send to the individuals who participated in the open forum, Ms. Beardsley read a draft letter for the Commission's information. She added that a sentence could be added requesting the individual to fill out a questionnaire dealing with the volunteer aspect as discussed today. It was the consensus of the Commission that Ms. Beardsley send out this letter. OTHER BUSINESS A general discussion ensued upon an inquiry by Commissioner Roston as to what the City Hall building would be used for if City staff moves out. Mayor Casler pointed out that no decision has been made on this matter since the report from the architect is not back yet. She added that after the Police, Planning, Building and Engineering Departments are moved, the extra space will be used to expand existing departments, which are crowded now. Commissioner Meilach referred to the paintings that hang in the main hallway of City Hall and Inquired why it was not publicized. Mr. Lange pointed out that they are mentioned in the library calendar, and informed that these painting are changed once a month. Commissioner Bischoff pointed out that a more suitable space needs to be found to display art exhibits. Bear Bischoff Brierley Frye Meilach Roston Straub MINUTES Oune 17, 1986 ARTS COMMISSION Page 6 COMMISSIONERS Commissioner Bischoff gave information regarding the San Antonio and Ohai Arts Commissions to encourage the Commissioners to expand its efforts to reach out to the community. Chairman Bear inquired whether a newsletter/calendar of the Carlsbad Arts Commission could be published and distributed to let the people know that there is an Arts Commission and to announce the upcoming events. Commissioner Bischoff suggested that perhaps the calendar could be done on a limited basis and distributed to public places and made available to the public. Ms. Beardsley added that perhaps a sponsor could be found for this calendar. Following further discussion on the newsletter calendar concept, It was agreed that Ms. Beardsley will prepare the first issue to distribute to the various newspapers within the next 60 days. It could then be expanded from there. Ms. Beardsley announced the next meeting will be held 3uly 9, 1986 in the Library Conference Room at 3:30 p.m. Adjournment By proper motion, the Arts Commission Meeting of June 17, 1986, was adjourned at 1:22 p.m. Respectfully submitted, CONNIE BEARDSLEY Manager of the Cultural Arts Program Elizabeth Caraballo Minutes Clerk EC:tc