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ARTS COMMISSION
REGULAR MEETING MINUTES
October 23, 2002 at 7:00 p.m.
Brentwood Technology Center
101 Sandcreek Road
Brentwood, CA 94513

CALL TO ORDER: Meeting was called to order by Chairperson Chris Robinson at 7:10 p.m.

ROLL CALL: The roll was called by Chairperson Chris Robinson. Commissioners present were Jan Melloni, Ron Beatty, Helen Myers, Mary Hannigan, Barbara Guise, Vice-Chairperson Joe Trebino, Clayton Woolley and Alice Kamers. Commissioner Bill Weber was absent. Others Present were Sue Barry, Recreation Services Supervisor and Craig Bronzan, Director of Parks and Recreation, Council Member Annette Beckstrand, and Mike Davies, Chief of Police. 

AGENDA REVIEW: No comments or changes.

CITIZENS COMMENTS: None

CONSENT CALENDAR:

Item No. 1 Approval of minutes of regular meeting of September 25, 2002.
Item No. 2 Accept Art Beat Fall 2002 Newsletter from Arts and Culture Commission of Contra Costa County.
Item No. 3 Accept invitation to “Arts Recognition Awards: A Celebration” by Arts and Culture Commission of Contra Costa County.
Item No. 4 Accept agenda and minutes from Arts and Culture Commission of Contra Costa County.
Item No. 5 Accept update on 2003 concert series (P. Scherff).
Item No. 6 Accept “thank you” note from Poldina Scherff for Summer Nights Under the Stars.
Item No. 7 Accept LitART Literacy Partnerships information (C. Bronzan)

Commissioner Ron Beatty moved to accept the Consent Calendar, motion seconded by Commissioner, and motion carried. Commissioner Guise abstained from voting as she was not at the September meeting and was an excused absence.

SCHEDULED MATTERS:

Item No. 8 Discussion of Melodrama - Continued from 9/25/02 meeting (C. Woolley).
Commissioner Woolley reported on the problems associated with the Melodrama. He felt there was just too much scheduled in too short a time to achieve the proper amount of publicity needed for the event. The actors were prepared and skit was well rehearsed. Production issues such as prop set lighting, materials and make up, tickets sales and other production areas were not prepared. After much discussion it was decided that Commissioner Woolley will set forth guidelines to follow for future productions. At this time he felt it would not be attempted again in 2003, but would completely revamp and rewrite for entirely new production in 2004. Chief Davies felt there should be signed contracts for all involved. All agreed and would like to take a hiatus to work out the problems presented and solve issues of the previous attempt. Commissioner Trebino noted that he still has money to turn in that he had collected for tickets. It was recommended that he turn this over to Cindy Lemyre who was in charge of tickets and sales. Ms. Barry offered comments on how to prepare for the next production by planning an objective and work from there to define what they want the event to exhibit. Comments also by Commissioner Melloni, Commissioner Guise and Chief Davies. Annette Beckstrand felt in the future they would need a clearer objective, better organization and breakdown of duties and responsibilities and full understanding of those duties. They then can come together to develop a new Melodrama. All Commissioners agreed that a date needs to be set which would not conflict with other events such at the Day in the Park, etc. They would like to plan a totally new type of event that would be fresh to the community. 

Item No. 9 Review of Art Society Dinner (J. Melloni)
Commissioner Melloni passed out a recap of the dinner expenses and receipts and reported a profit of $6,900. She reported that there were great comments on the entire evening. She said the silent auction and live auction went well, the food was excellent and seemed to feel that everyone had a very good time. The exact figure of net profit was $6,983. 38. Along with this profit another $3,000 has been collected. Commissioner Melloni said they have a total of $14,000 in the bank currently. Commissioner Guise asked about leaving the bulk amount in the bank and spending the interest; however, at this point there is not enough to do this. Later when a larger balance is achieved this would be a good idea. It was mentioned that part of this money is earmarked for the Liberty High School, currently planning on one third aside for the Arts Commission, one third for the Liberty High School District, and one third for the Brentwood School District. Discussion of how funds should be handled and projects planned for the future. Commissioner Guise would like to see at least a portion put into CDs or other savings plans. The next money making event planned will likely be in the Spring and be a Casino night. There were suggestions to make it a black and white event, similar to a black and white ball.

Item No. 10 Review of “A Day in the Park” Art & Wine Festival (Commissioners).
Chairperson Robinson had passed out copies of the invoice from the wine store and total list of what was spent and net profit for this event was $7,500. She was very pleased with the total event overall. Commissioner Guise said it had been brought to her attention that people wanted a place to sit and eat. This will be addressed with Mel Eckerstein before the next year’s event. She also felt there should be a change in beer booths, and have upgrade with more micro brews, she felt next year should be only two beer booths, one with regular and one all micro brews. Vice Chairperson Trebino said he has already discussed this with the beer vendors and next year will probably have only one beer booth, but have 6 or 8 different kinds, with 3 or 4 micro brews. Vice Chairperson Trebino said they sold $8,400 in wine and $4,300 in beer. They made $3,700 in wine and $2,800 in beer. There was a higher profit margin on the beer sales. Commissioner Guise suggested having play money instead of tickets. Discussion of this and other issues of handling either tickets or money, and confusion over prices. Plan to go over all of these issues in the final sub committee meeting. Everyone was instructed to write down the issues and bring them to a meeting to discuss changes and ideas for next year’s event. Issue of goblet over flutes for wine tasting. Commissioner Hannigan said it should be the types of glasses used in other wine tasting and festivals. At this point Director Bronzan said they should pick a date for next year and then chairs of committees write history and present this at this time. He said it was in the agreement with Eckerstrom to provide tables and chairs and so they need to go back and renogotiate the contract with Mr. Eckerstrom to include these issues. Date has been set for next year’s event October 11 and 12 of 2003. Discussion of written comments as well as Commissioner’s ideas for changes to be presented at the final subcommittee meeting for this year’s “A Day in the Park”. VIP night will be October 10 and Chairperson Robinson also suggested coffee in the morning for the workers. 

Item No. 11 Review of City Council presentation (C. Bronzan).
Director Bronzan said that from a staff perspective he felt the presentation to the City Council went very well. He complimented Commissioner Beatty on his speech. He also spoke of the important part Councilwoman Beckstrand has played in her position as liaison from City Council to the Art Commission. He feels the City Council is very supportive of the Art Commission and sees the benefits of the Art Commission in the community. He asked them when they would like to meet with the City Council in a workshop and also plan the budget for the following year. Discussion of when to have the workshop and the date of November 26 was decided on. Motion was made by Commissioner Guise to meet with the City Council in a workshop on November 26 at 6:00 p.m. Motion was seconded by Commissioner Beatty and motion carried.

Councilwoman Beckstrand said that the Commission needs to prepare themselves for the workshop by holding a brainstorming session. Since their next meeting would be on November 27, the day before Thanksgiving, it was suggested that they meet the week prior on November 20. Commissioner Guise then moved to cancel the regular meeting of November 27, and reschedule a special meeting on November 20. Commissioner Beatty seconded the motion and motion carried unanimously.

They will have the subcommittee, consisting of Commissioners Guise, Beatty, Trebino and Melloni, meet and bring their ideas back to the full Commission for discussion and decision at the November 20th meeting. 

Item No. 12 Discussion of Poet Laureate approval by City Council and individual recommendation to City Council (B. Guise)
Commissioner Guise reported that the City Council approved the position of Poet Laureate with a couple of minor changes. She feels the next step is put the Commission’s recommendation for the position on the agenda for the City Council. Director Bronzan said the normal practice is to put the item on the Consent Calendar for the City Council. At this point Commissioner Guise moved that the item be put on the Consent Calendar for the City Council with their recommendation for the position and with a biography of her accomplishments, including at least two pieces of her original work. Commissioner Trebino seconded the motion and motion carried unanimously. 

Ms. Barry reminded the Commission that they will have to complete an application for the Poet Laureate position. Commissioner Guise will do this. Commissioner Beatty said that if this is approved they will be the second Art Commission in the East Bay that has a Poet Laureate.

Item No. 13 Discussion of amending ordinance regarding membership boundaries (C. Bronzan)
Director Bronzan said he felt the City Council was quite strong in saying that they felt the people appointed to the Commissions should be within the city limits. He suggested that there are a variety of compromises, the Commission could ask for a percentage. Councilwoman Beckstrand interpreted the language to be that the boundary for the Poet Laureate would be whatever is currently constituted for the Art Commission. Director Bronzan said this could be discussed at the workshop. Commissioner Guise said she felt the boundaries should not go beyond the “planning area” or the “sphere of influence”. It was then decided that the matter should be worked on by the subcommittee and then brought back as one of the workshop items with Council. 

Item No. 14 Discussion of “Brain Development and the Arts” flyer from ARTS Ed (C. Bronzan)
Director Bronzan explained the event and said that it was free and if a number of Commissioners wished to go they could use one of the City vans. There was no necessity to make the decision immediately, but if they decided to go they would need to let Tammy Homan know. The event is November 14 from 6:00 to 8:00 p.m. Commissioner Melloni expressed a desire to attend the event. 

Item No. 15 Update on Art Gallery for Winter Show (M. Hannigan).
Commissioner Hannigan reported on the upcoming Winter Show featuring Michael Flores. He will have his posters to sign and prints also to be signed and that people can purchase. She reported that she has had a lot of positive feedback from people that have enjoyed the gallery and the art shows. She also has received enough volunteers so no one has to help on the next art show. The volunteers have come from the Art League. She reports that the Art League has done a lot to help with the shows in bringing in art and advertising and she would like to build more of a relationship with them. The Art League sends out their newsletter to 52 local artists and others in the area. Commissioner Hannigan will be talking to the press and has been in discussions with the Wine Shop regarding the Art Gallery opening of the Winter Show and will order the hors d’ oeuvres. These items have already been budgeted. Commissioner Guise asked if any art work was sold in the last art show and Commissioner Hannigan said they did not, but she does not really think that is was the objective of that show. Commissioner Hannigan said that she and Commissioner Weber have been in talks planning to bring the Diego Rivera exhibit to Brentwood. She would like to have the schools cooperate in bringing the students to see the exhibit. Discussion of how to arrange this with city buses. Commissioner Guise has ideas that she will work on to try and utilize the buses to bring the students to the Art Gallery. She will check on this and report back at the next meeting. Commissioner Hannigan will also work through the Parents Club. 

Item No. 16 Appointment of Nomination Committee for 2003 officers (C. Bronzan).
Director Bronzan passed out the approved ordinance for the election of officers and directed the Commission to the appropriate section for this action. He said the election of officers is to be held no later than the regularly scheduled meeting in January. He said the Commissioners need to appoint a nomination committee and put together a nomination slate of officers for the upcoming year (2003) for vote on the November meeting. After some discussion regarding the nomination committee, a nomination committee was formed of Commissioners Guise, Woolley, Melloni and Myers. Commissioner Trebino said it was not important to have a full committee when one person could call all those interested in serving as either Chairperson or Vice Chairperson. They could then present the slate at the next meeting. Director Bronzan suggested the committee should contact everyone and ask if they have an interest in serving, and likewise those interested should contact the committee as soon as possible. Commissioner Guise was suggested as chairperson by Chairperson Robinson. It was also discussed as to how the vote would be taken and that it should be open ballot, no secret ballot. Director Bronzan will check this procedure out and report back to the Commission. After further discussion it was decided to not have the previous committee selected, but instead have Commissioner Guise be the “committee of one” to contact possible candidates and present those willing to run for either office to the full Commission for a vote at the November meeting. Commissioner Guise will then advise Ms. Barry on who is running for which office.

Item No. 17 Discussion of Historian for Arts Commission (S. Barry)
Ms. Barry said that after the previous meeting it was not clear how they were to proceed on the Historian position. It was commented that Commissioner Beatty has been performing this function for some time. Commissioner Guise made a motion that Commissioner Beatty be appointed the Historian. Commissioner Woolly seconded the motion. Discussion followed whether this should be another officer that should be voted on at the upcoming election. Councilwoman Beckstrand reiterated what she had said at the previous meeting, which was that in order to ensure that this position has longevity the duties need to be set up for the position. It should go to the City Council, and should be a full position. She said there should be a job outline or job description for the position. Commissioner Guise disagreed that the position would have to go before the City Council. Ms. Beckstrand feels there should be budget allocation for this position. Commissioner Trebino felt the motion was premature and should wait until they have the job description and then come back and appoint someone for the job description. Commissioner Guise then removed her motion and Commissioner Woolley removed his second. Ms. Barry said she would draw up a job description of the position for the Historian. Ms. Barry will bring this proposed job description back to the Commission for approval or changes at the January meeting. Ms. Beckstrand will help Ms. Barry with this job description.

Item No. 18 Discussion of Company C’s performance in Brentwood scheduled for November 2, 2002 (C. Bronzan).
Chairperson Robinson has already received information on this performance and Director Bronzan wanted the Commission to know that as their recognition goes up they will be receiving more of this type of requests for funding or sponsorships. He felt this to be a good type of performance for sponsorship in the future. Discussion of whether there is an opportunity to make some money by sponsoring this type of events and how they will help bring recognition for the Arts Commission as well. Chairperson Robinson said she has been in touch with Stephanie of the Company C and has forwarded her information on publicity and she will also be attending the event. 

CITY COUNCIL UPDATE:
Councilwoman Beckstrand said she thought last night’s presentation at the City Council said it all! She felt the Commission has done a fantastic job, they have gone 0-60 in 2.2 seconds dragging her along the whole way and it’s been a blast! She said she really appreciated being associated with all of the Commissioners. She will continue to do what she can and is excited about the workshop and the City Council is too. 

CITIZENS COMMENTS: None.

COMMISSIONER COMMENTS:
Chairperson Robinson thanked everyone for all the great effort that went into the “Day in the Park” she said all were very good and she truly appreciated everyone’s efforts. She then reported that she has received a formal letter of resignation from Commissioner Meagher. She read his letter of resignation to the Commission. She also needs a reimbursement for her attendance at the Arts and Culture Commission of Contra Costa County and Friends of AC5. She felt it was a very enlightening ceremony, it was an awards and recognition event. Cost was $25. Director Bronzan said that this will be reimbursed by the Parks and Recreation Department. Since there is no dissent, it will be reflected in the minutes. Commissioner Melloni thanked all the Commissioners and Council members that came to the Arts Society dinner and supported the dinner. Commissioner Trebino commended Chairperson Robinson for the job she did in the “Day in the Park”. Commissioner Beatty thanked all who stayed with him until after 12:30 a.m. at they City Council meeting the previous night and into the morning. 

Chief Davies said that normally the type of event as the “Day in the Park” are a nightmare for the police and this one was not. It was problem free and if all events could be like this you would have police at your door volunteering for nothing! All the planning that went into it made it a successful event.

REQUEST FOR FUTURE AGENDA ITEMS:
Art Gallery Shows
Election of Officers
Update on Poet Laureate
Christmas party

Next meeting will be November 20. 

Wine and beer glasses being sold for $2 and the tee shirts for $7 and everything is with Ms. Barry at the Parks and Recreation office.

ADJOURNMENT: Chairperson Robinson adjourned the meeting at 8.50 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