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HomeMy WebLinkAbout1999-02-04; Arts Commission; MinutesMINUTES Arts Commission Meeting February 4, 1999 • 4:30 p.m. City Council Chambers The Meeting Was Called To Order at 4:30 p.m. Present: Commissioners Wood, Shaw, Lignante, Willis, Commissioner Chattier arrived at 4:35 p.m. Commissioner Pynes arrived at 4:40 p.m. MINUTES FOR APPROVAL On Motion by Commissioner Willis, the Minutes of January 7, 1999 were approved. AYES: Wood, Shaw, Lignante, Willis, Chattier NEW BUSINESS Carlsbad Demographic Presentation Economic Development Director Cynthia Haas gave the Commission a presentation on Carlsbad demographics. Cole Library/Arts Office Plan Library Director Cliff Lange made a presentation on the expansion of the Cole Library. He stated that population drives the standards of building and running a Library. The Cole Library is not meeting current building codes. The Library expansion has been designed by the architects and engineers with four alternatives: (A) remodel the existing Library at a cost of $7.9 million; (B) alternative (A) plus an additional 25,000 sq. ft., that also requires Elmwood to be a cul-de-sac; (C) build a new 45,000 sq. ft. Library and cul-de-sac Elmwood. Alternative (C) is what staff is recommending to City Council. The advantage of Alternative (C) is the cost. It costs less to build (estimated $11.6 mil) than to remodel the existing Library. "C" also puts the building in a better site location. Alternative (D) is an interim alternative which allows improvements to be made that will last for 5-10 years at an approximate cost of $2 mil. The Arts Office building will have to be moved. The recommendation is to tear down the Arts Office and add on an additional 5,000 sq. ft. to Alternative (c). Another option for the Arts Office is to move it to City Hall. The City Council has requested public input on the four alternatives. A meeting is scheduled on February 25 at the Senior Center from 4:30-7:30. Commissioner Shaw asked about financing. Dr. Lane stated the CIP budget has funds, but they are not scheduled to be allocated until 2006. Chair Wood asked about Prop L. Dr. Lange replied that cities cannot use the proceeds to replace dollars from developer fees. Dr. Lange stated he felt, however, that Prop L funds could be used if PFF fees were paid back. Arts Commission Minutes - February 4, 1999 I Commissioner Chartier asked when this project would start. Dr. Lange replied that approximately a year from now, if Prop L passed. Chair Wood stated he wanted this presentation made to the Commission now so it had an opportunity to bring up any ideas for presenting arts in the building before it is built. Dr. Lange stated that input should be taken before staff proceeds further. Commissioner Shaw asked where the plan was that talked about City Hall becoming a cultural center. Dr. Lange replied that this was just an idea. Commissioner Shaw reiterated that the disposition of the Arts Office needs to remain an integral part of the plan and wanted to know what to do with the Arts Office if it is also not budgeted. Chair Wood stated that the one of the City Council members stated the Arts Office should be in the Library. Commissioner Pynes stated that she realized that after Mrs. Haas presentation, if a cultural center is not planned in the next few years, the City would not get one. She also said the Arts Office should be independent from the Library. Library Foundation Report Dr. Lange explained that this committee began last summer. All of the potential board members are not selected. The focus of the Foundation effort is to raise funds for the new Library which also includes the Gallery. He stated that Connie Beardsley had been appointed as an ex-officio member of the board and perhaps a member of the Arts Commission should also be appointed as a member of the board. There are possibilities of major donations which the board hopes will materialize this year. Dr. Lange assured the Arts Commission that he is interested in raising funds for the Gallery and is committed to seeing the City provide funding to operate the Gallery. Chair Wood asked if a donation is shared with the Gallery. Dr. Lange answered that the donor dictates where the funding goes. Funds from Prop L will be available to use for the Gallery. Election of Chair Commissioner Lignante nominated Arthur Wood to serve another term as Arts Commissioner Chair. Commissioner Wood was elected to serve as Chair by unanimous vote. Arts Commission Minutes - February 4, 1999 2 Commissioner Lignante nominated Gene Chattier to serve another term as Vice Chair. Commissioner Chattier was elected to serve another term as Vice Chair by unanimous vote. OLD BUSINESS Discussion of Community Arts and Cultural Grants Program Mrs. Beardsley stated she was asking for a $5,000 grant initiative for arts education programming in next year's budget. Commissioner Chattier asked Mrs. Beardsley to explain the initiative. Mrs. Beardsley replied that $18,000 is presently budgeted for grants. The increase will primarily focus on arts education programming for the new Library and elsewhere in the community. Commissioner Chattier stated it was a good idea to make a link between the auditorium and the Gallery through arts education. COMMITTEE REPORTS Chair's Report Chair Wood stated he had set up a tour of the Sculpture Garden for February 11 with residents from Carlsbad By The Sea with artist Jeff Laudenslager. On January 21, Commissioner Chattier and he attended a poetry reading and book presentation at Magnolia Elementary School. This was a culmination of a project that was funded through our Community Arts Grants Program. The Arts & Lecture Series on February 17 is on Vincent Van Gogh. The Arts Office has sponsored an additional bus trip to the Los Angeles Art Museum Museum on May 15 in conjunction with this lecture. The next Arts Commission meeting on March 4, will be an organized tour of NAMM at 4:00 p.m. Manager's Report Mrs. Beardsley reported the Arts Office is now administratively connected to the Library. Staff is preparing the 1999/00 budget and the Arts Office is asking again for a full-time staff person for the Gallery. Applications are being accepted for a part time Gallery Coordinator. Two coffee meetings have been held. The goal of these meetings is to get 200 people to contribute $ 100 apiece which will give us a nice start in operating the Gallery. Kenneth Capps benches are in place in the Sculpture Garden. She spoke to Redevelopment about a competition to design a generic bench in the downtown area or anywhere else available for purchase by the City or local merchants. There is funding for street furniture. Arts Education Report Commissioner Pynes reported there was a meeting held with the Community/School Arts Education Advisory Group. The music program with CUSD is at the fiscal policy committee level. Another vision meeting will be held in March with CUSD principals, teachers and Arts Commission Minutes - February 4, 1999 3 parents to make sure everyone understands what the music program is and that each school will have the program next year. Mrs. Beardsley thanked Mrs. Pynes for all her hard work. Arts Associates Report President Barbara Nolder reported the annual membership drive is going well. The second mailing will go out soon. The Arts Associates made a donation to the Arts Office of $12,000 for the 1998 jazz concert season, from proceeds of the opportunity drawing. The last Arts & Lecture Series lecture had 110 people in attendance. The meeting adjourned at 6:10 p.m. Arts Commission Minutes - February 4, 1999 4 Carlsbad art show pieces on sale SANDRA HAZaHNE STAFF WRTTCR CARLSBAD — Art enthusi- asts who enjoy the calming ef- fects of the pieces in the Carls- bad Sculpture Garden can now achieve the same feelings in the comfort of their own home — for a price. Seven of the eight works in the inaugural exhibit at the Carlsbad Sculpture Garden are for sale, fetching price tags be- tween $8,100 and $32,000. The pieces, part of the exhibit "The Art of Healing: Wind, Water, Relaxation," are all large, three-dimensional sculptures ideal for outdoor or indoor dis- play, said Connie Beardsley, arts manager. Works for sale include an aluminum and stainless steel windharp by Colorado sculptor Ross Sundhara Barrable; a sculpture of an African travel- er created from cypress trunks and limbs salvaged from wind fallen trees by Bruce Johnson; a sculpture entitled "Elijah," by Italo Scanga; a titanium and stainless steel piece by Jeffrey Laudenslager; a stone fountain by James Rea Root; a faux- stone fountain by Robert J. Mi- ley; and finally, a bronze, gran- ite and sandstone fountain by Alber De Matteis. The eighth piece in the gar- den — an interactive installa- tion by San Diego sculptor Ellen Phillips — is not for sale. The inaugural exhibit will be in the garden for a year, as will subsequent shows. Most of the works featured will be for sale, depending on the artist, Beardsley said. ART Continued from B-l Since the sculpture garden opened in November, the "Wind, Water, Relaxation" ex- hibit has been a popular draw for people looking for a relax- ing break. Many of the visitors are library patrons visiting the city's downtown branch which is adjacent to the garden. "The nice thing about the sculpture garden is that it's small and intimate, so it's a nice place just to come and sit," Beardsley said. The garden is located be- hind the Carlsbad Arts Office at 2955 Elmwood Avenue. Pub- lic viewing is allowed from 9 a.m to 5 p.m., Mondays through Fridays. For more information, call the Carlsbad Arts Office at (760)434-2920. >• ART, 09 Carlsbad Arts Office GRANT CALENDAR Application Dates:Grant Applications Due: Grant Announcement Earliest Project Start Date: October 19, 1998 December 15, 1998 January 1999 Workshop Date:Monday, September 14 1998, 3:00 p.m. Carlsbad Arts Office 2955 Elmwood Carlsbad, CA Grants Office:Carlsbad Arts Office 2955 Elmwood Carlsbad. CA 92008 (760) 434-2920 Mailing Address: Carlsbad Arts Office 1200 Carlsbad Village Drive Carlsbad. CA 92008 tfdJL Arts Education -1999 Community Arts Grant Program COMMUNITY GUIDELINES Who We Fund Who We Do Not Fund Community Arts Grants are available to not-for-profit, tax- exempt organizations. Tax-exempt status for organizations may be determined either by the Internal Revenue Service or the California State Franchise Tax Board. Grant projects must take place within the City of Carlsbad although organizations need not be based here. Partnerships: Individual artists may apply only for projects developed and conducted in partnership with Carlsbad-based organizations. Applications must demonstrate collaborative support and planning, and must be submitted by the organization, not the artist. Arts Education Grants are available to Carlsbad public and private schools, student organizations, and authorized parent support groups. Grants may be for artist-in-residence activities, collaborative programs with arts organizations presented at the school for the benefit of students and events by student artists which are open to the public. Grants are not given for activities and programs which are part of the regular curriculum, such as ongoing art classes. Applications submitted by agencies or units of government (Applications from schools are permissible under the Arts Education category.) Applications submitted by support groups for the City's own arts facilities and programs. What We Fund Publicly accessible performances and exhibitions of all art forms which take place within the City of Carlsbad. Community Arts Programs which provide arts opportunities to people who are not professional artists. Arts Education - 1999 Carlsbad Arts Office What We Do Not Fund T Scholarships, fellowships or tuition assistance. v Direct grants to individuals. v Capital expenditures. v Costs incurred before the effective date of the contract T Applications to reduce existing deficits. T Arts activities outside the City of Carlsbad. T Competitions or pageants. v Fund-raising events. T Hospitality costs. T Publication of manuscripts or compositions not created as part of a grant supported project or program. v Activities not open to the Carlsbad general public. v School programs traditionally part of the academic curriculum. T Projects which are primarily religious in nature. Grant Amounts $13,500 is available for the 1999 Community Arts Grant cycle. Grant awards typically range from $200-$2,000. $4,500 is available for the 1999 Arts Education Grant cycle. Arts education applicants may request up to $ 1,000 for projects. Matching Requirements Grants can only amount to 50% of the entire proposed project costs. This means that all grants must be fully matched. The applicant must supply half the project cost in cash or a combination of cash and in-kind contributions. In cases of demonstrated special need, a higher in-kind match may be acceptable. These cases must be discussed with the Arts Manager prior to filling out the application. Fiscal Receivers Organizations that do not have non-profit, tax-exempt status but wish to receive grants from the Carlsbad Arts Office may apply through a Fiscal Receiver. The Fiscal Receiver must be willing to perform this service at no cost to the applicant An arts or technical support agency which acts as a Fiscal Receiver will NOT be prevented from applying for a grant for its own programs. Arts Education -1999 Community Arts Grant Program Submission Instruction and Deadline 1999 Community Arts Grants are awarded for projects which begin after January 1, 1999 and are completed by December 31, 1999. Applications must be delivered by hand by 5 p.m. on October 19, 1998 OR postmarked by the U.S. Post Office, UPS, Federal Express or similar postal service no later than 12 midnight October 19, 1998. Applications which arrive late, or are postmarked by internal postage meters, will not be considered. Only one application is allowed per organization or individual in each fiscal year. How to Apply _ ... . . . . . .. . ,r Grant applications must be submitted on the application form. Form must be typewritten, complete, legible, accurate and signed. Submit the original application and six (6) copies of the completed form. All applications must include: T Original and six (6) copies of the application form. T The applicant organization's full financial statement for the most recently completed fiscal year (I copy). T The applicant organization's total budget statement for the current fiscal year (I copy). v Samples of work by the organization or participating artist slides, audio or video tape, manuscripts or other print material (I copy). T List of current Board of Directors and Officers' names and mailing addresses. First time application must also include: T Proof of not-for-profit, tax-exempt status. T Articles of incorporation and bylaws. Do not place materials in a binder of any kind. Incomplete applications may not be referred to peer panel. These include: v Applications which contain an insufficient number of copies. 5 Arts Education -1999 Carlsbad Arts Office Applications which do not include work samples. Applications which are not typewritten. First time applications which do not include articles of incorporation and bylaws. First time organizational applications which do not include proof of not-for-profit tax-exempt status. Notification, Contracts and Payments A notice of acceptance or denial will be sent to each applicant on December 15, 1998. The Carlsbad Arts Office reserves the right to negotiate the location of grant-funded activities. The first payment of 25% is made within 20 days after the grant is awarded. The second payment of 50% is made when the Carlsbad Arts Office is notified in writing that the project has begun and the third and final payment of 25% is made upon receipt, review and acceptance of the Final Report Form. Amendments Proposed amendments to approved projects and contractual agreements for grant funds must be submitted in writing to the Carlsbad Arts Office by the grantee for approval. Any changes in purpose, personnel, location, date, activity or budget must receive Carlsbad Arts Office approval before grant funds may be used. Financial Management Grant recipients are required to maintain accounts, records and other evidence pertaining to costs incurred and revenues acquired under the respective grant program. More specifically, grantees should be able to provide upon request: T Accurate, current and complete disclosure of the financial accounting for the grant project. v Records which identify adequately the sources and application of funds for grant-sponsored activities. T Accounting records which can be supported by source documentation: invoices, receipts, bank statements, etc. Arts Education -1999 Community Arts Grants Program Public Acknowledgement Monitoring and Site Visits Final Report Each grant recipient shall credit the Carlsbad Arts Office for its contractual support of the project in printed and broadcast promotion, brochures, posters, programs, handbills and other promotional material ("This program is made possible, in part, by a grant from the City of Carlsbad Arts Of- fice"). Grantees failing to provide the required credit may forfeit the remaining grant funds due in the current cycle or be denied application in the next grant cycle. The Carlsbad Arts Office will monitor grant projects during the course of the grant cycle. Grant applicants may be con- tacted by the Arts Office staff and may receive a site visit. The reports of these site visits will be inserted into grant applica- tion files and help form a basis for peer panel review. Grantees must keep the Arts Office informed of all program dates and times. Grantees are encouraged and expected to make use of the Carlsbad Arts News monthly publication, and the Arts Kiosk (located in front of the Carlsbad Library) to promote funded events and projects, and to extend individual invitations to the Carlsbad City Council and Carlsbad Arts Commission. Grantees will be required to file a financial and narrative report within 30 days of the project completion, unless an extension has been mutually agreed upon between the grantee and the Carlsbad Arts Office. However, the Final Report must be filed by the end of the year the grant project took place. The Final Report must identify all income sources and amounts. All Final Reports from the previous year's funding must be submitted to the Carlsbad Arts Office before distribution of new funds awarded to Grantees can occur. Staff Assistance Arts Office staff will be available to assist applicants at a grant workshop, the schedule for which is listed on page I of this brochure. The applicant should read the guidelines thoroughly and if the applicant has further questions, contact the Arts Office at (760) 434-2920. All applicants are strongly urged to attend the grant workshop. Grant procedures change from year to year. These work- shops concentrate on this changing process and various requirements associated with applications for funding. Arts Education -1999 Carlsbad Arts Office Peer Panel Process . . .... , t . . e_^^_»^^^_^^^_—_»__^__ A peer panel, consisting of artists and arts professionals from the Carlsbad area, will review and rate all grant applications. The panel is charged with reviewing grant applications, determining project worthiness, and recommending appropriate funding levels. All applications are individually evaluated with narrative comments, given numerical scores, and collectively ranked. The process is designed to strengthen the evaluation process and ensure the integrity and success of the grants program. The Carlsbad Arts Commission reviews peer panel recommendations and awards the grants. 8 Arts Education- 1999 Package Instructions Grant applicants must arrange submission materials in the exact order listed below. A complete set of materials must be submitted each year. Previous year's materials are not retained by the Carlsbad Arts Office. T Slides may be 35 mm format, labeled with the applicant's name, and no more than 6 slides may be supplied. T Videotapes must be VMS, labeled, cued, and no longer than 5 minutes. No other format will be accepted. T Audio tapes must be in cassette, cued, labeled and no longer than 5 minutes. No other format will be accepted. If you wish to have materials returned, submit a stamped, self-addressed envelope. Community Arts Grant Checklist Q Original signed application. O Six (6) photocopies of application. CD Organization's full financial statement for the most recently completed fiscal year. CD Organization's total budget statement for the current fiscal year. d Samples of work by the organization or participating artist: slides, audio or video tape, manuscripts or other print material. l~l List of current Board of Directors and Officers' names and mailing addresses. First time applicants: Cl Proof of not-for-profit, tax exempt status d Articles of Incorporation and Bylaws Arts Education -1999