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February 26, 2003 at 7:00 p.m.
Brentwood Business & Technology Center
101 Sand Creek Road, Ste. B
Brentwood, CA 94513

CALL TO ORDER: Chairperson Ron Beatty called the meeting to order at 7:02 p.m.

ROLL CALL: Commissioners present were Jan Melloni, Alice Kamers, Helen Myers, Chris Robinson, Bill Weber, Barbara Guise, along with Chairperson Ron Beatty. Commissioners absent at roll call were Mary Hannigan, Joe Trebino, and Clayton Woolley. Others present included were Sue Barry, Recreation Services Supervisor; Poldina Scherff, Recreation Services Manager; Carrie Pankhurst, Recreation Services Coordinator; and Craig Bronzan, Director of Parks and Recreation. Also present was Sandy Van Dyke, applicant for Art Commissioner vacancy.


Item No. 1. Approval of minutes of regular meeting of January 22, 2003.
Item No. 2. Accept agenda and minutes from Arts and Culture Commission of Contra Costa County.
Item No. 3. Accept “Day in the Park” financial report (S. Barry).
Item No. 4. Accept “Event Guidelines” (S. Barry).

Commissioner Robinson moved the acceptance of the Consent Calendar. Commissioner Weber seconded the motion and motion carried unanimously. 

Item No. 5. Approval of Chris Robinson as Chair of Day in the Park event and approval of Standard
Operating Procedures for this event (C. Bronzan).
Chairperson Beatty decided to table this item until later in the agenda.

Item No. 6. Discussion and approval of Arts Commission ordinance revisions for recommendation to
City Council (R. Beatty).
Chairperson Beatty originally deferred this item to Director Bronzan and then decided that this item should also be tabled. Director Bronzan asked the Chairperson if he would then like the item brought back to the March agenda and Chairperson Beatty said yes. Commissioner Kamers moved that this item be tabled until the following month. Motion seconded by Commissioner Weber and motion carried unanimously.

Item No. 7 Discussion of Historian Position (B. Guise).
Commissioner Guise reported that she has discussed the position with Kathy Leighton and that Ms. Leighton was excited about the position and said that when a Historian is appointed, they should come to her place since she has a file that she has been keeping on the Art Commission. Ms. Leighton also suggested Historian should check “Ledger” files and also the “Press”. After further discussion Commissioner Guise suggested that the Commissioner wait until prospective new Commissioners are seated and then appoint one of the new Commissioners to this position. All agreed this position a very good idea and should be brought back as an agenda item in May. Chairperson Beatty asked Commissioner Guise to head up a subcommittee on the position, to set up guidelines following the draft presented by Sue Barry. Serving on the subcommittee will be Chairperson Beatty and Commissioners Kamers and Robinson. Question asked if this was a City position or strictly for the Art Commission. Commissioner Melloni moved that the Historian position be for the Art Commission only. Commissioner Kamers seconded the motion and motion carried unanimously.

Item No. 8 Discussion and review of candidate applications for the Art Commission (R. Beatty).
Chairperson Beatty reported that the subcommittee had met with two very good candidates of the four that have applied. One of the candidates was present at the meeting. Sandy Van Dyke and was available if any of the Commissioners had any questions for her. Ms. Van Dyke gave a brief background. Chairperson Beatty said that her name will be presented to the City Council to be approved as a Commissioner. Chairperson Beatty then reported that the other candidate could not be present. She had to be out of town for business reasons. The other candidate’s name is Marilyn Long. The Commission decided to table Ms. Long’s submission to the City Council until a later date. There are also other candidates that were not available at this time and will be interviewed by the Executive Committee at a later date. Chairperson Beatty stressed the need to have other candidates as the Commission does need to build its membership. He will also follow up on the one candidate who did not keep her appointment. Sandra Van Dyke’s name will then be sent to the City Council for approval at the March 11th meeting. Director Bronzan said if any more applications come in they will be forwarded to Chairperson Beatty immediately. 

Item No. 9 Update and discussion of Art in the Balfour Road Park Site (J. Melloni/B. Weber).
Commissioner Melloni said she hoped everyone read the art object recommendations included in their packets. The subcommittee met and had a list of animals that are indigenous to the Brentwood area. She has looked for bronze statues and has found some for cranes, foxes, turtles and frogs. Commissioner Weber said they were also thinking of having statues of two children, one which is currently in the art gallery showing. Other idea would be a sandbox where kids could uncover and find buried animal fossils and then rebury them. The idea of footprints in the concrete pathways to lead people through areas of the park. Discussion of how to anchor statues of animals, fossils and children to prevent theft. Budget concerns expressed and Director Bronzan said that they could consider an amount of approximately $30,000 and identify where the items are to be placed in the park so that when construction is commenced it will be in the plans. Fund raising ideas were also suggested. Commissioner Guise moved to direct the subcommittee to work with staff on the footprints in the concrete to an area of future development within the next month. Commissioner Robinson seconded the motion. Discussion by Commissioner Melloni regarding the fossil idea as to a time line. Director Bronzan said this item will also have to be in the plans early on since it will be in the play area. Sue Barry will make some calls and check on fossil costs, etc. At this point Commissioner Guise amended her motion to allow up to $5,000 for the footprints in the concrete walkways, Commissioner Robinson agreed in her second. The subcommittee will be directed to work with staff to identify opportunities for footprints, not to exceed $5,000, including fossils. Vote taken after final discussion and amendment and motion carried unanimously.

Director Bronzan also suggested that it would be possible that after contractor has prepared concrete for a member or members of the Art commission to do the inlays. 

Item No. 11. Update on farmer statue (B. Weber).
Commissioner Weber was not able to comment on this at this time. Director Bronzan commented on his research on the “conflict of interest” involved in Commissioner Weber’s compensation for the statue which he had previously been commissioned to create. Director Bronzan explained the issues in the “conflict of interest” which a Commissioner has to deal with in voting on an item which they would benefit from. If it were just the voting issue, Commissioner Weber would just abstain from voting on that issue. The other side of the issue Director Bronzan stated as follows: “as a Commissioner as a policy body of the City a person cannot be involved in a decision that has any monetary or benefit to them as an individual”. Director Bronzan said this would mean that regardless of history, Commissioner Weber could not be paid for any work even if he didn’t vote, if he is a member of the body or Commission. Discussion of other resources for opinions on this rule and Commissioner Guise requested that Director Bronzan to call the League of California Cities for their opinion. Director Bronzan will call them. Suggestion that the Arts Society could pay for the statue of the farmer and donate the art to the City. Question of paying the foundry was also discussed and all felt this would have to go out to bid by the City. Discussion of having Commissioner Weber come on as a consultant to the Art Commission, but not be a full voting Commissioner. Other options will also be investigated. 

Commissioner Hannigan arrived at 7:45 p.m.

Item No. 10. Update on Art Gallery (M. Hannigan).
Commissioner Hannigan said she was late for the City Council meeting when she was to be brought forward for her appointment due to a very lengthy call from the Ledger regarding the paintings that had to be removed as a result of complaints. She said because she had removed some paintings and was accused of censorship. Commissioner Hannigan said because the gallery is housed in a City building and there are tenants there. If there were complaints from the parents, tenants and others she felt they had to comply and remove, or in one case drape the paintings in question. Discussion of this issue at some length and consideration of using a separate room or building for questionable art. Commissioner Weber reported on the future events at the Art Gallery, he is bringing a Frank Lloyd Wright show in August. He has a friend who has two stained glass windows worth approximately $40,000 apiece that are original Frank Lloyd Wright windows and also a huge collection of memorabilia that will be included in the show. There will be another artist’s reproductions of Frank Lloyd Wright’s windows. This person is also an expert on Frank Lloyd Wright and is willing to give a lecture at the showing. The next show will be the Spring Show featuring wearable art and will begin May 5, 2003. The current show will end March 7th. Packing will be March 8th and 9th and Commissioner Weber will let them know if he needs help. 

Vice Mayor Annette Beckstrand arrived at 8 p.m.

Item No. 5. Approval of Chris Robinson as Chair of Day in the Park event and approval of Standard Operating Procedures for this event (C. Bronzan).
This item had been previously tabled. Director Bronzan presented this item and said that two things that had not been done at the previous meeting. One was to have a motion which should have appointed the Chair. It was more of a consensus and therefore it was decided to bring it back and formalize the position with a vote and put together a time line following the new event guidelines. He explained the guidelines which were included in the Commissioner’s packets. He said there are three approvals, one is the budget, which will come back for the March meeting. Sponsorship levels and the contract with Eckerstrom Productions which will be brought to the April meeting. The guidelines will be a month-by-month checklist and will be helpful in future years. Chairperson Beatty said the only change he noted was that the ABC license would be issued no more than 30 days from date of use. Commissioner Guise asked how much money was derived from wine sales and an exact figure was not available. Plans are this year to look at other wineries and sources for the wine. Also, problems with pouring of wine in some vendors own glasses, not using the “Day in the Park” wine glasses. Commissioner Robinson said there has to be strict controls of wine sales. Only commemorative glasses to be used for both wine and beer sales. This will avoid having extra glasses left over from event. Commissioner Weber moved the approval of Commissioner Robinson as Chair of the Day in the Park event for the year 2003 and the Standard Operating Procedures as set forth. Commissioner Guise seconded the motion and motion carried unanimously.

Item No. 12. Discussion and approval of 2003/2004 and 2004/2005 Arts Commission budgets 
(B. Guise/C. Woolley).
Director Bronzan went through the proposed budget as presented in the Commissioner’s packets. He also reported that the City Council has approved the half-time position for the Arts Commission as an Administrative Assistant. This person would then work half-time in the City Clerk’s office, making it a full-time position. The hope being that in the next fiscal budget this position could be full-time for the Arts Commission. They are now developing the job description for the position. Director Bronzan went through all the proposed line item revenues and expenses. He asked them to make any suggestions or changes from the proposed budget at this time. At the end of the fiscal year, whatever is left will roll over to following year. This budget will then be forwarded to the City Manager by March 1st. Commissioner Guise moved that the proposed budget be sent to the City Manager for approval. Commissioner Robinson seconded the motion, and then asked a question. She asked about the costs of police protection at events. Vice Mayor said this is not to be included in this budget, it will be in another budget presented separately to the city. Motion carried by vote.

Item No. 13. Update on mobile stage units (C. Bronzan).
Director Bronzan reported that the Redevelopment Agency made a presentation to the City Council recently about their plan for unencumbered bond money. One of their high priority items was the recommendation for the Redevelopment Agency in this coming year’s budget to allocate $150,000 to purchase a portable stage for the Parks and Recreation Department for use for City functions and also available to rent out for the community. No one spoke against it and the consensus was for it and also put in money for programs. This will come back as a part of the 2003/2004 budget and Director Bronzan asked if anyone would like to work with staff on this project. At this point Poldina Scherff has done a lot of research and has much information available. Commissioners Guise and Robinson volunteered to work with Ms. Scherff on this project. Director Bronzan thought this should be available by Spring of next year. Discussion of storage, this not a problem, however a vehicle to pull it needs to be researched. Director Bronzan said there are plans that could be in place by Spring to handle this also.

Item No. 14. Update and discussion of “Summer Concerts 2003 Series” (P. Scherff).
Ms. Scherff presented her proposal for the Summer Concerts for 2003. She proposed a merge of the Summer Nights Under the Stars and Summertime in the Downtown to “Starry Nights in Brentwood 2003” Downtown Musical Series. All concerts are free, with the exception of the June 27 and August 22 concerts. She commented on the part the Redevelopment Department has played in the series and the free concerts they offered this past year. All concerts would be moved to Friday to accommodate families and especially those who commute. Concerts would be from 7 to 9 p.m. The two concerts in which a fee would be charged would be headliner entertainment. They would like these concerts to have no vendors, no fencing, no transportation, basically a “point downtown series”. This would be in-line with what a lot of other local cities are offering. They are planning a total of 11 concerts, the two with headliners. Nine of the concerts would be with Jim Douglas of Prime Time Entertainment. These would include stage, lights and sound and technicians. The headliners Ms. Scherff is proposing are Joni Morris and William Florian; however, she received a phone call that day which confirmed a group she has been trying to sign for a couple of years called “The All American Boys Choir”. She said this group is a self-contained group of about 30 boys who tour throughout the United States and Europe. Their music is a salute to America and includes Broadway musicals, with well-known famous music productions. Their normal fee is $8,500 and since they are coming through the area enroute to Europe they would stop here for $2,500. We will, however, have to furnish a place for them to stay. There will be 32 boys and will hope to obtain the Liberty High School Gym where they can use the showers, since they travel with back packs. This concert would then take place instead of either Joni Morris or William Florian. Date they will be here is August 1, 2003. The other headliner would be Legends of Yesterday, A Tribute to the Everly Brothers, Buddy Holly and the Beatles. This concert would be August 22, 2003. Their charge would be $6,500. Discussion of free versus charging, considering cost of tickets, fencing, selling tickets, etc. Police will still patrol, but so many staff will not have to be involved. People can bring their own chairs and picnic dinners, including wine, etc. Suggestion of “Oldies but Goodies” or Art Commission renting chairs discussed. Director Bronzan said the Chamber of Commerce has pledged $10,000, City Manager has pledged $10,000 and will still look to sponsors for additional funds. Letters will be sent to request funds for the overall series. Responsibility for Health Department issues will not have to be involved if no vendors. Commissioner Guise moved that they hire the Legends of Yesterday and All American Boys Choir. Commissioner Robinson seconded the motion and motion carried unanimously.  Director Bronzan asked if it would be all right to amend the motion and asked that for promotion the Arts Society be added to the Arts Commission and then the Arts Society could use this venue to support their efforts and receive credit as co-sponsors. Commissioner Guise then amended her motion to include the Arts Society as a co-sponsor of the concert series, motion not voted on again.

Item No. 15. Update on City Council approval of a half-time Administrative Assistant position (C. Bronzan).
Director Bronzan reported that City Council approved a half-time position in the mid-year budgets for the Arts Commission. Therefore they are currently recruiting for a half-time position for the Arts Commission and half-time for the City Clerk’s office, housed in the City Clerks office, and then hopefully someone with an arts background to be recruited for this position. Director Bronzan has, as his goal to get the office set up at the Sand Creek Center that would be available 20 hours a week, get phone number, email and contact so that the Commission will know that 20 hours a week there is a body here to help get it organized so that when the Arts Administrator comes in, the ground work is already up and going. He will be working on this and on a job description for the Arts Administrator/Supervisor so that will be in the Human Resources system so that when it is once approved the position is there and office is ready. Chairperson Beatty said they owe their thanks to the Vice Mayor Beckstrand for this assistance. 

Item No. 16 City Council Update by Annette Beckstrand
Vice Mayor Beckstrand wanted to add to comments by Director Bronzan that there were a number of other staff requests for funding that were denied. So this is another testament to how successful you have been in your “0-60 drag Annette behind us campaign”. She thanked them for making her job as their advocate so easy just by their track record. She also reported that she was in a meeting with a developers group discussing a parcel that was being proposed as a neighborhood park. She said it was suggested by one of the Council members that they go to the Arts Commission. Council member Bill Hill told them to sit with the Arts Commission for ideas on the parcel designated for a neighborhood park.

Citizens Comments: None

Commissioner Comments: Commissioner Robinson said there are glasses left from last year’s Day in the Park and her idea is to sell them, even at a $1 per glass, it would be better than having them be in storage somewhere. Need to sell them at all of the functions, gallery openings, etc. Chairperson Beatty said there are also about 120 t-shirts, 72 boxes of wine glasses, and about 432 beer glasses. They could also be given to volunteers for helping, but need to get them out of storage. Director Bronzan suggested this be put on the agenda as an action item for the March meeting. Commissioner Guise would also like to have it on the agenda whether they really need the beer glasses, instead of plastic glasses. Discussed not putting date on glasses this year, but Commissioner Robinson said they would not then be considered a collector’s item. 

Staff Comments:
A. Announcement of promotion of Poldina Scherff to Recreation Services Manager (C. Bronzan). 
There were over 80 applicants and Poldina Scherff ending up coming out as the number one candidate. Effective March 1, she will be Recreation Services Manager. Poldina will eventually become the Commission’s support.

B. Update on Conflict of Interest ( C. Bronzan)
This item already covered.

C. Discussion and approval regarding storage area for the Arts Commission (S. Barry). 
This item has been tabled.

Ms. Barry asked again for all information for the Activities Guide. She passed around what she currently has for the upcoming issue and said this is the deadline for any changes the Commission wishes to make. Commissioner Robinson noted they have extended the hours of the Day in the Park to 6 p.m. since there were many who wanted to stay longer than 5 p.m. at last year’s event.

Request for Future Agenda Items: No further items discussed.

Adjournment: The Chairperson adjourned the meeting at 8:56 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