REGULAR MEETING MINUTES
June 20, 2001
Parks Administration Office
740 Third Street
Brentwood, CA 94513
CALL TO ORDER: Meeting was called to order
by Chairperson Chris Robinson at 7:02 p.m.
ROLL CALL: Present were Vice-Chairperson Joe Trebino and Commissioners
Ron Beatty, Helen Myers, William Weber, Barbara Guise, Don Meagher,
Mary Hannigan, and Alice Kamers. Others present included Sue Barry,
Recreation Services Supervisor and Mike Davies of the Brentwood Police
Department. Jan Melloni arrived at 7:15 p.m.
PRESENTATIONS: Mel Eckerstrom of Eckerstrom Productions gave a presentation
regarding the proposed “A Day in the Park” event that the Arts Commission
is planning for a future date, possibly in October of 2002. The Commission
Subcommittee planning this event held a meeting with Mr. Eckerstrom
prior to the opening of the regular meeting. Since not all of the Commissioners
had an opportunity to meet Mr. Eckerstrom, Chairperson Robinson had
everyone introduce themselves prior to Mr. Eckerstrom’s presentation.
Mr. Eckerstrom gave a brief background of his expertise in producing
these types of events. He has been involved in producing this and other
types of events for over l6 years and just completed the Walnut Creek
Wine and Cheese Festival. This was the 15th year with the Walnut Creek
event and they had over 80,000 people at that event. Other local events
he has produced are the Livermore Wine and Honey, the Alameda Art and
Wine Festival, the Lafayette Art and Wine Festival, and various others.
He produced the Lafayette Festival as well as some others from “scratch”.
He does believe in having specific job assignments, setting a budget
and working to achieve high-class events. He felt Brentwood should have
a prepared written Mission Statement with a clear outline of what they
plan to achieve. He further stated that there needs to be at least 88
things that have to be done to produce a good solid event. Should have
a plan of action for a quality successful event. He believes a good
event will enhance the City’s image and also make money.
He listed five fundamentals that should be included in each event as
food, entertainment, children’s area, variety of quality art and wine
and beer. He recommends jazz music for the entertainment. He further
said having working artists at the event that could be observed doing
their art at the event, as well as for sale is a great draw. There should
be a quality childcare center so parents could relax and stroll through
area, tasting wine or beer, eating food and watching artists and purchasing
art. He stressed a quality family event. He has over 1500 exhibitors
on his pool that he can bring in along with local artists. Chairperson
Chris Robinson also stressed that they do want to encourage and focus
attention on local artists. He also suggested using local junior high
or high school jazz bands if they are of good quality, along with other
good groups.
Mr. Davies asked about the money aspect, and wanted to find out how
the money is produced. Mr. Eckerstrom explained that they set a budget,
spend considerable time in the community and start generating revenue
as soon as possible through sponsorship programs with local businesses.
Also exhibitors pay a fee to have a booth at the event. Revenue is also
generated from selling glasses and tickets for wine and beer along with
food sales. Mr. Davies explained his reservations and previous situations
where there have been problems in the past. Commissioner Guise
also expressed concern of whether or not they could get enough sponsors
since it was close to the Cornfest when local businesses have already
been tapped for sponsorships. Concerts also require sponsors, wonders
if there is room left for sponsors. Mr. Eckerstrom felt this is much
the same type of community as Alameda and Lafayette and since it is
a different type of event, drawing different types of people, that sponsors
will be available. Also sponsors can be anyone who does business locally,
whether or not their business is located in Brentwood.
Other Commissioners expressed their concerns and gave input into the
presentation and discussion. Chairperson Robinson gave an overview and
said the subcommittee has been meeting on the event and are very much
in favor of hiring Mr. Eckerstrom and planning the event for 2002. Vice
Chairperson Trebino also expressed concern that they don’t go into it
without planning on making money, if not the first year, then surely
in later years. He also addressed the food, where it comes from, types
of food, etc. He wants to have quality food booths, not carnival type
of “pull-up trailers”.
The Commissioners thanked Mr. Eckerstrom for his time and presentation.
There being no further questions he was excused.
AGENDA REVIEW:
Vice Chairperson Trebino moved that the Consent Calendar be approved
with items 1, 2 and 3 approved. Commissioner Weber seconded and motion
carried. Barbara abstained from voting on the minutes since
she was not at the last meeting.
Item #4. Discussion of June 12th workshop with City Council (Sue Barry).
Sue reported that she felt that the meeting went well and that for the
most part the City Council was supportive of the Arts Commission. There
were some areas of concern by the Council members and these were addressed
by the Council members to the Commission. There was some appreciation
expressed and some concern. There was considerable discussion of the
fountain issues and funds. Ms. Barry commented that there was a recommendation
that the Arts Commission would have a representative that would be a
part of the Design Review Committee. These meetings are held every Wednesday,
from 2:30 p.m. to 4:30 p.m. Chairperson Robinson asked Commissioner
Weber if he would be available for these meetings at those times and
he agreed he could be. Commissioner Weber was suggested as the person
the Commission would like to send. Motion by Commissioner Guise,
seconded by Commissioner Melloni to name Commissioner Weber as liaison
representative to the Design Review Committee. Motion carried
unanimously. A notice will be sent to Director Bronzan informing
him of the appointment of Commissioner Weber.
Item #5. Update on joint commission bus tour of Brentwood on June 27,
2001 (Sue Barry).
Ms. Barry reported that this has been canceled.
Item #6. Update on concert series (Poldina Scherff).
Ms.Scherff passed out flyers for the concert series and reported that
they have printed 150 posters which have all been distributed in Brentwood.
She said tickets are on sale and they do have the four concerts lined
up. Soroptimists are providing soft drinks and candies, nachos, etc.
Summerset is providing the beer and wine. Tri Delta is providing their
services for transportation. Trolley buses are also available and the
Youth Commission will be selling Polish sausage and hot dogs. The Youth
Commission will receive 10% of the net proceeds for their Commission.
Chairs will be supplied in-house at $2.00 a chair. There will be a $1.00
refund if you bring the chair back. She further reported that there
is no budget for these events. She has obtained sponsors for each band
but that is it, no other funds available. She indicated that she does
need volunteers and assistance on ticket sales. There is a package deal
available for those who wish to save money and attend all the concerts.
Ms. Scherff urged all of the Commissioners to push word-of-mouth advertising
and assist in whatever way they can to sell the tickets. The banner
is also up at the Safeway location and publicity sent to all the media.
Commissioner Guise commented that she takes tickets with her wherever
she goes and urges people to buy them. Some people had been refusing
to buy tickets as they were expecting free tickets. There are no free
tickets this year. Mike Davies commented that he might be able to help
getting some free tickets to some. Commissioner Guise also said she
will send out the flyers in her customer’s monthly statements and urged
other who bill customers to do the same. Also they will promote the
concerts at the Cornfest. Mike Davies also suggested in future years
consider having Explorer Scouts who go door-to-door taking flyers into
the community. Ms. Scherff also asked for volunteers for help taking
tickets and wherever they could. A paper was passed out for each concert
asking people to sign up as volunteers at each concert.
Item #7. Update on Barbecue (Chris Robinson and Sue Barry).
Chairperson Robinson reported that she has pulled out all her old files
from previous barbecues and had the following people in various assignments:
Jan Melloni - Paper goods and cash box
Alice Kamers - Sundries and rolls or buns
Joe Trebino - Delta Fencing, getting change for ticket sales,
Boys Ranch - tables and chairs
Barbara Guise - Raffle, counting money, portable toilets (Helen Myers
assisting her)
Debbie Gonzales - Flatbed truck, and coffee (with Farmers Daughter)
She had also called Fred Dalberti and he and North American will supply
same items as in the past. He also has another friend at a travel company
who will probably donate some money, probably $200. Thinking of asking
Mike McPoland for desert since he has Cafe Bacio, unless someone has
another suggestion. Another suggestion was to go to Albertsons for the
small ice cream sundaes. Sue Barry will check on the beans. Discussion
of raffle tickets that they could get donated. Commissioner Mary Hannigan
volunteered to donate Willows theater tickets. Commissioners Ron Beatty,
Don Meagher, and Joe Trebino were asked to handle the set up. Commissioner
Guise reported that Mike Grimes likes the boys from Boys Ranch to be
kept busy, not just standing around. So she suggested that the Boys
Ranch people be utilized to set up, serve, and take down. Also mentioned
that they will need help selling raffle tickets.
Item #8. Update on “A Day in the Park” (Ron Beatty).
Agreed that this has already been well covered, error in agenda giving
Don Meagher the responsibility for this report, should be Ron Beatty.
Correction noted. Commissioner Melloni asked if the Commissioners would
be able to see a copy of the contract before we vote? She feels that
this is important to review before they decide what to do or sign anything.
Vice Chairperson Trebino moved that the Commission progress towards
getting Mr. Eckerstrom’s firm hired, but have City Attorney review the
contract that is offered. Commissioner Beatty seconded the motion and
motion carried unanimously.
Item #9. Update on Bronze Statue (Bill Weber)
Commissioner reported the statue is moving along well. He has completed
the feet and legs. The sketch has been viewed by all the Commissioners
and a model will be presented at the Barbecue.
Item #10. Update on Marketing of Community Signage (Joe Trebino)
Vice Chairperson Trebino passed out copies for all the Commissioners
to review of the proposed signage for all the entrances to the City.
Panels would be interchangeable for various events. Across the top “Experience
Brentwood” and also date when City was established in 1948. Discussion
of having one near Home Depot and have them pay for the sign. There
was a discussion of whether it might be more appropriate at major shopping
areas rather than at entrances to town since there are already signs
at the entrances. Signs will cost approximately $3,000. Discussion of
having builders sponsor signs, and when there are not any events to
advertise, could advertise other things about the City. Signs would
be created by Rogers Signs. Motion made by Commissioner Beatty that
the Commission approved the design as presented at this time. Motion
seconded by Commissioner Helen Myers and motion carried unanimously.
Item #11. Update on “Art in Public Places” ordinances (Sue Barry).
Ms. Barry reported that she has not gotten any responses from her requests
for these ordinances from either Walnut Creek of Antioch. Antioch said
they had someone researching the ordinances and they were supposed to
fax it to her. Both cities promised to fax the ordinances to her, as
yet no one has done so. Item then tabled until next meeting.
Item #12. Update on Downtown Fountain (Jan Melloni)
Commissioner Melloni said she has been experiencing the same problems
as Ms. Barry in getting people to respond to her requests for bids.
Vice Chairperson Trebino suggested that the Commission take the money
they have in their budget ($4,000) and spend what it takes to fix it
up and then let it be the City keep it up after that. Commissioner Melloni
will make more phone calls to try and get someone to respond as to price
and ability to get project done. She will push them for an answer. Price
probably will run about $4,000 since there is a lot of damage, metal
tiles where never put in as promised. Wonder Board was not replaced
as promised and dye has faded and stained. Vice Chairperson Trebino
then suggested matching funds with City. Commissioner Guise moved
to ask the City Manager to turn the fountain back on for the weekend
of the Cornfest with a sign that says reconstruction will follow. Have
it turned on the Wednesday prior to the Cornfest and turned on through
Monday morning. They can put anti-foam material in fountain if necessary.
Vice Chairperson Trebino seconded the motion and motion carried unanimously.
Discussion of how to pay for costs of repair by Commissioner Melloni
since she feels this will be a question asked by those bidding on repair.
The Commissioners said to tell them it will be paid for by the City
and the Arts Commission.
CITIZENS COMMENTS: None
COMMISSIONER COMMENTS:
Vice Chairperson Trebino commented that he will not be able to attend
the next meeting. Commissioner Hannigan wants to agenda short-term goals
and long-term goals for the Commission. Commissioner Meagher reported
on San Ramon’s Art and Wind Festival and showed the Commissioners copies
of a recent article on this event.
REQUEST FOR FUTURE AGENDA ITEMS:
There will be an update on Barbecue by Chairperson Robinson, an update
from the Subcommittee on the “Day in the Park”.
ADJOURNMENT: Chairperson Robinson adjourned the meeting at 8:52 p.m.
Respectfully submitted,
Betty Jo Whincup
Minutes Recorder
