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HomeMy WebLinkAbout1986-05-20; Arts Commission; MinutesMINUTES Meeting of: Time of Meeting: Date of Meeting: Place of Meeting: ARTS COMMISSION 3:30 p.m. May 20, 1986 La Costa Branch Library COMMISSIONERS CALL TO ORDER; The regular meeting was called to order by Chairman Bear at 3:35 p.m. ROLL CALL; Present - Chairman Bear, Commissioners Brierley, Frye, Meilach, Roston and Straub. Absent - Commissioner Bischoff. (Commissioner Bischoff arrived at 4:10 p.m.) Staff Members Present: Mayor Casler Connie Beardsley, Manager of the Cultural Arts Program Cliff Lange, Director of Library Minutes Motion; Commissioner Brierley moved and Commissioner Frye seconded to approve the minutes of the meeting held April 9, 1986. The motion passed unanimously. Announcements 1. Tour of Potential Public Art Sites Ms. Beardsley reminded the Commissioners of the tour of potential public art sites scheduled for May 29, 1986 at 3:00 p.m. To benefit those Commissioners who cannot make the tour, suggestions were made the route taken be retraced or that a video tape be made and circulated. Ms. Beardsley advised she would look into this. 2. Arts-In-Education Committee Ms. Beardsley informed that she met with Ms. Cheryl Ernst, School Principal, to discuss the potential formation of an arts-in-education committee which would meet with teachers and principals to discuss arts as a basic course of study in the schools. Commissioners Brierley, Meilach and Roston indicated their interest to serve on this committee, and Ms. Beardsley advised that she will get back to them with more information at a later date. Old Business - Presentation of the Public Open Forum Format Ms. Beardsley announced that a flyer has been drawn up for the forum scheduled for June 11, 1986 at 7:00 p.m. in the Harding Center Auditorium and will be distributed to the libraries, schools, Chamber of Commerce, and so forth. She briefly reviewed the schedule which will be followed at this forum, and answered questions for further clarification. Chairman Bear added that it would benefit the groups at the forum to keep their discussion relatively upbeat and simple - Just a brainstorming session of a positive nature. Bear Brierley Frye Meilach Roston Straub MINUTES May 20, 1986 ARTS COMMISSION Page 2 COMMISSIONERS Public Art Proposal for the Service Center Chairman Bear explained the funds for this proposal will come from the 1% Public Art Fund. The procedure to select a proposal for the Service Center needs to be determined by the Commission. This procedure, however, will not necessarily be the set procedure that will be followed in future designations from the 1% Public Art Fund as that would require more detail discussion of a general nature. Because of the time constraints involved, however, the Commission must act with urgency if a proposal for the Service Center is to be selected and completed in time for the grand opening of the Center scheduled for October, 1986. Ms. Beardsley outlined the recommended procedure submitted to the Commission in her letter dated May 5, 1986, and in response to a concern raised by Commissioner Frye, she explained that she felt that this would be a good opportunity for the Commission to "get its feet wet". The outcome of this project will influence how the Commission proceeds on other projects. It was the general feeling of the Commissioners that it would be beneficial for the Commission to endeavor to provide a public work of art for the new Service Center in time for the grand opening. In a discussion that ensued regarding the procedure, it was the consensus of the Commission that the panel (selection committee) referred to in the letter should consist of three Commissioners rather than one, and that this panel should determine the price range to be allocated from the 1% Public Art Fund for the project. Commissioners Frye, Meilach and Roston volunteered to serve on this panel. Ms. Beardsley advised that she would meet with these Commissioners to discuss all the details proposed In her letter and will report back to the Commission and the City Council on the progress of this panel. She further agreed to coordinate a date where the three Commissioners could visit the Service Center site. Commissioner Bischoff arrived at 4:10 p.m. Motion; Commissioner Straub moved and Commissioner Roston seconded to approve the procedure recommended by Ms. Beardsley for the provision of a public work of art for the new Service Center with the following changes/additions: (1) the range in the amount to be allocated from the 1% Public Art Fund will be determined by the panel; (2) the panel will consist of seven members- -the addition of two Commissioners; (3) the location of the art will not be limited to the lobby of the Service Center; (4) the artist member of the panel will be selected by the panel itself after the medium is determined; (5) the deadline for the art proposals to be in to the panel will be Duly 1, 1986, and (6) the deadline for the submission of the panel's final selection to the Commission will be Duly 9, 1986. Concerns were raised by Commissioners Bischoff and Frye that the duly 1st deadline would not be enough time for an artist to prepare a good proposal to present to the panel. The project may not be the best that it can be because of the time constraint. Bear Bischoff Brierley Frye Meilach Roston Straub MINUTES May 20, 1986 ARTS COMMISSION Page 3 COMMISSIONERS Grant Guidelines Chairman Bear explained that the funding for the grants would come from the budgeted amount set aside for the Arts Commission. Ms. Beardsley informed that $15,000 was set aside for the Community Art Support in this year's budget (1985-86) which has not been spent. The Commission needs to determine what portion of that amount will go towards the grants program. She stated that although the new budget will go into effect July 1, 1986, with the approval of the Council, the $15,000 set aside for this fiscal year can be encumbered and spent after July 1st. She further informed that the proposed budgeted amount for 1986-87 is $25,000. A question was raised on whether the Commission needs to obtain prior approval by the City Council for each expenditure of funds, as set forth in Ordinance No. 1279, from the already approved budgeted amount. In the discussion that ensued, Mayor Casler expressed her agreement that the Arts Commission should have the discretion to select specific projects without having to report to the Council each time for its approval. Motion: Commissioner Brierley moved and Commissioner Meilach seconded to direct Connie Beardsley to request clarification from the City Council on their definition of "prior approval" and "expenditures" as it relates to the expenditures of funds by the Arts Commission. The motion passed unanimously. The Commission proceeded to review the proposed guidelines submitted by Ms. Beardsley. Following a discussion on various portions of the guidelines, the following changes were made: (1) Eligibility - Delete No. 2. (2) Funding Category - 2. Individual Artists - Replace "Grants Review Panel" with "Arts Commission". (3) Application Procedures a. First paragraph - Replace "funds will be awarded once a year" with "the number of grant cycles in a given year will be determined by the Arts Commission each year." b. Delete No. 2. c. No. 3 - Replace "Grants Panel" with "Arts Commission, or a panel selected by them". d. Delete No. 4- (if it is determined that the Council has given this discretion to the Commission). Bear Bischoff Brierley Frye Meilach Roston Straub X X X X X X X X MINUTES May 20, 1986 ARTS COMMISSION Page A- COMMISSIONERS e. Add another procedure as follows: "A written final report shall be required by each grantee. Ninety percent of the funding will be initially awarded. The other ten percent will be awarded after the final report of completion is submitted to the Commission. A Commissioner will be assigned to each project to ascertain its compliance by the grantee with the terms of the contract." f. Delete the last paragraph dealing with the six- member Review Panel. Ms. Beardsley advised that she would report back to the Commission with a time line as to the deadline for accepting applications, the number of applications which will be accepted, the number of time in the year that grants will be awarded, and the date when the grant funds will be paid out. Ms. Beardsley was Instructed to implement the above amendments to the guidelines and resubmit a final copy to the Commission for its approval. Commissioner Bischoff suggested that an educational program be set up at some future date to encourage Carlsbad residents In the field of arts. Proposal for Community Art Support Funds, Fiscal Year 1985-86 - $15,000 Ms. Beardsley briefly reviewed the list of proposals she is recommending (a copy was submitted). It was agreed that each proposal would be considered separately. Proposal #1 - Artist in Residence Motion: Commissioner Bischoff moved and Commissioner Roston seconded to accept Proposal #1 as presented and to allocate $2,000 from the Community Art Support Funds. The motion passed unanimously. Commissioner Bischoff offered to assist Ms. Beardsley with the arrangements for Ms. De La Rosa. Proposal #2 - Music at Magee Motion; Commissioner Roston moved and Commissioner Bischoff seconded to accept Proposal #2 as presented and to allocate $3,000 from the Community Art Support Funds. The motion passed unanimously. Proposal #3 - Grants to organizations It was agreed that this proposal would be considered after Proposal #4-. (It was eventually considered together with Proposal Bear Bischoff Brierley Frye Meilach Roston Straub Bear Bischoff Brierley Frye Meilach Roston Straub MINUTES May 20, 1986 ARTS COMMISSION Page 5 COMMISSIONERS Proposal #4 - Labor Day Concert After a brief discussion wherein Commissioner Roston pointed out the difficulties that would be involved with this proposal, it was agreed to eliminate this proposal. Ms. Beardsley mentioned that the North County Concert Association would possibly be interested in sponsoring the San Diego Symphony Pops. Motion; Commissioner Brierley moved and Commissioner Meilach seconded to add the proposed amount allocated for Proposal #4 to Proposal #3, Grants, and thereby approve the total allocation of $10,000 to the Grants Program from the Community Art Support Funds. The motion passed unanimously. San Diego Jazz Festivals - Lionel Hampton Ms. Beardsley stated that the San Diego 3azz Festival want to bring Lionel Hampton to Carlsbad, and inquired whether the Commission wanted to endorse him. Mr. Lange pointed out that the City does not have any liability insurance for these types of event; however, he added that it was possible for the City to obtain a one- time event liability insurance. It was agreed that the Commission would encourage the bringing in of Lionel Hampton, but would not endorse it at this time. If there is sufficient time to research the liability involved prior to Mr. Hampton's arrival, then Ms. Beardsley can report back to the Commission on this matter again. Commissioner Roston left the meeting at 5:31 p.m. Guidelines for 1% for Public Art Motion: Chairman Bear moved and Commissioner Bischoff seconded to table this item to the next meeting of the Arts Commission (Dune 17, 1986). The motion passed unanimously. Other Business 1. Downtown Theatre Ms. Beardsley informed that the negotiations are in the process for the renovation of the theatre. There is a group who is Interested in renovating it into a live theatre. 2. Newspaper Article - Proposed Theatre-Sports Arena Complex in Macario Canyon Park Ms. Beardsley advised that facilities should be an item for discussion in the near future. Bear Bischoff Brierley Frye Meilach Roston Straub Bear Bischoff Brierley Frye Meilach Straub MINUTES May 20, 1986 ARTS COMMISSION Page 6 COMMISSIONERS 3. Food Services at Special Events Promoted by the Arts Commission Commissioner Straub stated that she felt that cooking is also a creative endeavor and that there is no reason why the food served at special events cannot be as creative as the performance itself. She offered to work with someone on this aspect of the events. 4. Slide Presentation - July 23, 1986 Ms. Beardsley announced that there will be a discussion and slide presentation on the percentage for the Arts Program on Wednesday, 3uly 23, 1986. A schedule of the meeting was submitted to the Commissioners. 5. Date of the next regular meeting of the Arts Commission The next regular meeting of the Arts Commission was rescheduled to Oune 17, 1986 at 3:30 p.m. - place to be designated at a later date. This meeting date would allow the Commissioners an opportunity to discuss the outcome of the public open forum scheduled for Oune 11, 1986. Adjournment By proper motion, the meeting of May 20, 1986 was adjourned at 5:4-5 p.m. Respectfully submitted, CONNIE BEARDSLEY Manager of the Cultural Arts Program Elizabeth Caraballo Minutes Clerk EC:tc