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ARTS COMMISSION
Regular Meeting Minutes
May 22, 2002 at 7:00 p.m.
Brentwood Business & Technology Center
101 Sand Creek Road, B
Brentwood, CA 94513

CALL TO ORDER: Chairperson Chris Robinson called the meeting to order at 7:06 p.m.

ROLL CALL: Commissioners present at roll call were Bill Weber, Jan Melloni, Clayton Woolley, Ron Beatty, Helen Myers and Alice Kamers. Commissioners absent and excused were Don Meagher and Joe Trebino. Commissioner Mary Hannigan had called and would be arriving later. Others present were Sue Barry, Recreation Services Supervisor and two guests - Victoria Greenfield and Susan Arkwright, new members of the Brentwood Art Society and Annette Beckstrand, member of the Brentwood City Council.

CITIZEN COMMENTS: None.

CONSENT CALENDAR:
1. Approval of minutes of regular meeting of April 24, 2002.
2. Accept Agenda and Minutes from the Arts and Culture Commission of Contra Costa County.
3. Accept ArtBeat Newsletter for Spring 2002.
4. Accept ArtBeat Newsletter for Summer 2002.
5. Accept email message from Liberty Union High School District regarding “Art for Art’s Sake”.
6. Accept Concert in the Hills Series flyer.

Commissioner Ron Beatty moved the acceptance of the Consent Calendar as presented. Commissioner Jan Melloni seconded the motion and motion carried unanimously.

Chairperson Robinson said that she had a request from Commissioner Beatty that his items on the agenda of Scheduled Matters be presented first as he needed to leave early. This would be Items 8,9, and 12. Commissioner Melloni moved that Commissioner Beatty be allowed to move those items to the top of the Scheduled Matters Agenda. Commissioner Weber seconded the motion and the motion carried unanimously.

Item No. 8. Discussion of proposed ordinance for public art (R. Beatty).
Commissioner Beatty gave a background on the proposed ordinance and reported on a meeting with City Manager John Stevenson, who presented other avenues of approach for funds for public art. One was to approach the “big box’ stores coming into town for an additional 2% sales tax from each of these over a period of time. Also suggested that the Commission should go back to the City Council and present a “vision” of what the benefits would be to the City. He suggested working somewhere in between with a “vision committee” which will meet later in the year. He also had told the City Manager of the newly formed non-profit organization being formed to raise funds and awareness in the community of the Art Commission. 

Sue Barry then reported on a note regarding public art, where Planning Commissioner Ray Shipley suggested that Pulte work with the Art Commission and this was unanimously approved. Therefore Pulte Homes will work with the Art Commission to develop an art project to go into the Rose Garden area. This will be about four or five months in the future.

Item No. 9. Update on “Day in the Park” (R. Beatty).
Commissioner Beatty reported very good progress on this project. He said there are certain key things that need to be stressed at this point. The first one is obtaining sponsor money. Letters should be sent to all “big box” companies now. Albertsons, Safeway, Longs, all should have letters out soon. This cannot wait until after Cornfest. He indicated they should start campaign by mid-June or earlier. Media proposals should be done soon also. Chairperson Robinson said this is being done by Sharon Cooper who is a member of the subcommittee. First release has been prepared and approved by Director Craig Bronzan. The final issue was to work with the town and Chairperson Robinson said she would like to introduce Council member Annette Beckstrand to discuss this issue. At this point Commissioner Melloni asked about the budget for advertising, and Commissioner Beatty said it was prepared by Commissioner Trebino for a advertising budget of $10,000 for the “Day in the Park”. None has been allocated out at this time. 

Councilmember Beckstrand reported that up to this point the Commission had been allocated between $8,000 and $8,500 to work with on the Commission. They had been promised $40,000 eventually and she checked with the Finance Director, Pam Ehler and that amount is in their budget beginning July 1st. Also, she reported on a developer who came before the City Council to renegotiate one of the conditions of approval. When staff was directed to work on the renegotiation, Council member Petrovich asked for a portion of that be directed to PAL Program and Council Member Beckstrand spoke up and asked for an equivalent portion to be set aside for the Arts Commission. She said the negotiation took place and the negotiation will be written up by staff, put on a Council meeting soon, for the Council to ratify the negotiation. The negotiation was for $7,500 per lot, which is 23 lots, for a total of $170,000 plus, $86,000 to PAL and $86,000 to the Arts Commission. This will have to be approved by the City Council and may change. She said she would like to see the Arts Commission come forward with their vision for what that extra $86,000 can do for the City that will yield a lifetime benefit to the community. Have this ready to share with the Council the night that this comes before them, that meeting will probably be the 11th of June. The Commission will be working on this “vision statement” starting immediately. 

Item No. 12. Discussion of “Art for Arts Sake” event (R. Beatty).
Commissioner Beatty thought the Art for Art’s Sake was very successful for a first time event. They had 12 artists plus two of the middle schools brought in a lot of art. The crowds came and the intersection was jammed between 11:00 a.m. and 1:00 to 2:00 in the afternoon. He felt the High School Bands dressed very smartly and really made a great impression on the crowd. Chairperson Robinson read a letter of thanks from Bob Smith. Commissioner Beatty recommended no raffle in future events as the tickets were too expensive and too little gained, returns from raffle were $375, less the cost of tickets $165. Tickets were not out soon enough and the schedule should not have been so long. He recommended that in the future, the event should start at 10:00 a.m. and end at 3:00 p.m. Also would hope to have more artists, and he suggested a bit more strategic planning in the future. General concession that now that people are aware of what it affords the public and local artists and schools have been informed, there will be a larger participation in the future. Publicity also needed to be planned better and notification out in community earlier prior to the event. Commissioner Woolley recommends getting a promotions type of person to assist in these events. Commissioner Beatty also commended Commissioner Hannigan on all she has done to promote art shows and other events. 

Item No. 7. Discussion of Turlock City Arts Commission Garden Party (C. Bronzan).
Director Bronzan was not present, but had requested as many of Commissioners as possible to attend this Turlock City Arts Commission Garden Party on July 19. Chairperson Robinson will not be able to attend. She asked for others who might be able to attend as Director Bronzan will provide transportation. Cost is $25.00, Commissioner Melloni go, Commissioner Hannigan is tentative, others will check their calendars and let Chairperson Robinson know if they are able to attend. They will leave at 5:30 p. m. since the event starts at 6:30 p.m. 

Item No. 10. Update on Art Foundation (J. Melloni).
Commissioner Melloni reported that at this point in time, the Foundation has seven members. She has gotten three calls from people who want to fill the vacant Director position. The committee will meet on this later. She has all papers ready for the Franchise Tax Board, needs Commissioner Trebino’s signature and when she gets the checks she needs in the amounts of $25 and $30, she will have all paper work completed for the Brentwood Art Foundation. The processing of the paper work will take up to 90 days. Ms. Barry will check on where the funds can be drawn from for the filing fees and get checks cut for these fees. Other source could be from Fountain Committee. It was decided to draw the checks on the Fountain Committee funds, and if they can later be reimbursed by the City, Ms. Barry will take care of that for the Commission. Chairperson Robinson will get the checks for Commissioner Melloni as soon as possible. The forms to be filed are the Articles of Incorporation, the Bylaws, and include a proposed budget for the upcoming year. A statement of specific purposes, which is like a mission statement which Commissioner Melloni read to the Commissioners is also necessary. Categories for membership are as follows: Commissioner’s Circle, $1,000; Patron, $500; Sponsor, $200.00. These could be changed and are for initial filing for the state. She has asked Patty Bristow if she would take care of the food and art auction part of event to kick off the Foundation. She is interested and has an excellent reputation for this type of fund raising event. They are considering having the event in September. Date will be decided later and must not be too close to Melodrama or October Day in the Park. Commissioner Melloni will spearhead the event. Date will be decided later, possibly at the pool, from mid September or later into first of October. It will be a very dressy event, possibly black tie. 

Item No. 11. Update on Melodrama (C. Woolley).
Commissioner Woolley said Commissioner Trebino has agreed to be the Executive Producer, Cindy Lemyre will be producer, and others have agreed to take part in the production. He is currently going through the script. Advertising is coming out in the Brentwood Press. He said there will be an article in every week until the kickoff. He still needs more people to volunteer and hopes to eventually work up to more than one production a year. Melodrama needs a promoter and Chairperson Robinson has some ideas that may be helpful in that area. He would like to see one person brought in as a Commissioner who would be a good promoter or sales person. 

Item No. 13. Discussion regarding raffle ticket sales for “Art for Arts Sake” event (B. Guise)
Since Commissioner Guise was absent, she had requested Ms. Sue Barry to report for her. Ms. Barry reported that Commissioner Guise had requested that the proceeds from the raffle tickets from the “Art for Art’s Sake” be donated to the Brentwood Art Society. Chairperson Robinson brought up the subject that the Commission needs to be extremely cautious to maintain the difference between the Commission, which is a part of the City of Brentwood, and the Brentwood Art Society, which when it is fully approved, will be a separate and private foundation. She reminded them that any publicity, flyers etc. are City of Brentwood Arts Commission. At this point all publicity and events will be designated as programs or events of the City of Brentwood Arts Commission. Chairperson Robinson will make sure this information is also given to the Commissioners absent from this meeting. At this point, the Society is taking memberships for a separate entity from the Commission. This information must be also stressed with the press. Raffle funds must then stay with the Commission. 

Item No. 14. Update on American Pride Art Show (M. Hannigan).
Commissioner Hannigan reported on a problem with a piece of art in the American Pride Art Show, regarding a picture of an American Flag painted on a barn on Vasco Road. The person who painted the flag did not want anyone profiting from his idea. Commissioner Hannigan said she refused to sell the painting at the show. That way it was up to the artist to deal with whether or not to sell the painting separate from the show. The waiver they sign when they display the painting excludes the Arts Commission from any liability or responsibility. She is now starting to plan on the Fiber Arts Show, which will be coming up next. She was complimented on her work with these shows. She feels good about this since it has really encouraged artists to continue to paint and display their work. 

CITIZENS COMMENTS:
Visitor and new Brentwood Art Society member Victoria Greenfield suggested that next year the Commission go to the art teachers in the surrounding communities such as Byron, Knightsen, and Discovery Bay to inform them of the calendar of events of the Arts Commission. Commissioner Hannigan said she has approached many of the teachers and also would like to see more money funneled into art programs in the surrounding communities for art education.

Councilwomen Beckstrand noted that there are matching fund grants available

Susan Arkwright also said she is willing to volunteer to help Commissioner Hannigan with the next art show. Victoria Greenfield also volunteered.

COMMISSIONER COMMENTS:

Chairperson Robinson then said that she wanted the next meeting to start at 6:00 p.m. She has already checked with Commissioner Beatty and he will be able to attend. Commissioner Woolley will be late, due to his work, but will be there. This will be the meeting on the 26th of June. Commissioner Hannigan moved to move the meeting to 6:00 p.m. on June 26. Commissioner Melloni seconded the motion and motion carried unanimously.

The new members of the Art Society are invited to attend this meeting also. The production manager of “Day in the Park”, Mel Eckerstrom, will be attending that meeting and needs to be put on the agenda. The subcommittee meeting will be at 4:30 p.m. prior to the regular Commission meeting at 6:00 p.m. Ms. Barry will check and make sure the facility is available. 

Chairperson Robinson requested Commissioner Hannigan to supply her with forms for the art show so that she has some with her to give to people at all times. She would also like all of the Commissioners to have at least a half a dozen of them with them at all times. Commissioner Hannigan will drop off the forms in everyone’s blue box at the City. She will also drop off some of her cards with the forms. She also commented that she is very proud of the Commission and how well they have worked together. 

Commissioner Hannigan reported that the last art show of the year will be an open show and may or may not be juried. She has not decided this at this point. She and Commissioner Weber will discuss this further and also brought up the idea of having a “Commissioners Pick” where each Commissioner would have one vote on the art work. Ms. Barry had suggested the idea, which originally came from Director Bronzan from his past work with the City of Turlock’s Art Commission. 

Commissioner Woolley again reiterated his need for a promotions person on the Commission. He suggested creating a Certificate of Award for people who give special time and energy and talents to the Commission. He suggested Bob Smith and others. Commissioner Melloni will check into running one off on her computer. Commissioner Woolley will call her if he thinks of anyone else who should receive one. 

Commissioner Weber reported that the painting he did for the School District, all remaining prints could be sold and they would not take a commission from it. Chairperson Robinson said in the future these types of items should be discussed prior to the decision being made. At this time she asked for a motion to approve selling the remaining prints without taking commission since the proceeds will go to the schools. Commissioner Hannigan moved to donate the proceeds of the remaining prints to the schools. Commissioner Melloni seconded the motion and motion carried unanimously.

STAFF COMMENTS:
Ms. Barry informed Commissioner Woolley that he needs to go through Supervisor training. He needs to contact Mac in the Parks and Recreation Department to schedule the training. She also has sent all the information for the Calendar of Events and should be on the website. She also gave them an update on the expenses to date, they are as follows: Out of $9,500 allotted from the City, the expenses are:

     Brentwood Press   $340.00
     “                “            272.00
     Raffle Tickets          164.27
     Supplies                  12.94
     “               "               4.99
     Costco                    90.00
     Banner                  117.01
     Nametags             148.84

Balance approximately $5,800.00

REQUEST FOR FUTURE AGENDA ITEMS:
1. Mel Eckerstrom, Day in the Park
2. Discussion of proposed ordinance for public art
3. Update on Art Foundation
4. Poet Laureate
5. Update on Melodrama
6. Update on American Pride Art Show
7. Report on promotions commissioner
8. City Council Update 

Chairperson Robinson read an invitation to an awards ceremony by the Arts and Cultural Foundation of Contra Costa County honoring students of 2002 who were selected as arts scholars. The presentation will be Wednesday, June 5, in Martinez from 4:00 to 5:00 p.m. It will be held at the Chamber of the Board of Supervisors, County Administration Building, 651 Pine Street, Room 107, Martinez. The reception will follow immediately at the Morro House, 1236 Escobar Street, Martinez. Commissioner Alice Kamers will go and represent the Commission. 

ADJOURNMENT: Chairperson Robinson adjourned the meeting at 8:55 p.m.

Respectfully submitted,


Betty Jo Whincup
Minutes Recorder

City of Brentwood Arts Commission
35 Oak Street,
Brentwood, CA 94513
(925) 516-5444
Fax (925) 516-5445
E-mail artscommission@brentwoodca.gov