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March 26, 2003 at 7:00 p.m.
Brentwood Technology Center
101 Sandcreek Road
Brentwood, CA 94513

CALL TO ORDER: The meeting was called to order by Chairperson Ron Beatty at 7:08 p.m.

ROLL CALL: The roll was called by Chairperson Ron Beatty. Commissioners present were Jan Melloni, Vice Chairperson Joe Trebino, Chris Robinson, and Bill Weber. Absent and excused were Commissioners Mary Hannigan and Clayton Woolley. Commissioner Helen Myers was reported ill. Commissioners Alice Kamers and Barbara Guise were absent at the call to order. Others present were Sue Barry, Recreation Services Supervisor; Craig Bronzan, Director of Parks and Recreation, Annette Beckstrand, Vice Mayor and liaison to the Arts Commission; and Poldina Scherff, Recreational Services Manager.

AGENDA REVIEW: No comments or changes.

Item No. 1 Approval of minutes of regular meeting of February 26, 2003.
Item No. 2 Accept agenda and minutes from Arts and Culture Commission of Contra Costa County.
Item No. 3 Update on appointment of Sandra Van Dyke to the Arts Commission (S. Barry).
Item No. 4 Accept letter of thanks from the Independence High School (R. Beatty).

(Commissioner Guise arrived at 7:10 p.m. giving the Commission a quorum to start the meeting)
Commissioner Guise moved acceptance of the Consent Calendar and Commissioner Robinson seconded the motion. Vice Chairperson Trebino abstained from voting since he was absent at the previous meeting. There was discussion of the fact that since the Vice Chairperson abstained from voting, thus leaving the Commission without a quorum the vote was declared invalid. Commissioner Guise moved the acceptance of Items 2 through 4, Commissioner Robinson seconded the motion and motion carried unanimously. 

Chairperson Ron Beatty moved to move Item 10 to Item 5. 

Commissioner Kamers arrived at 7:15 p.m. and again the Item 1, approval of the minutes of the February 26, 2003 was moved by Commissioner Guise, motion seconded by Commissioner Robinson. Motion was approved on a vote of 4 -1 vote with Vice Chairperson Trebino abstaining.

Item No. 10 Conflict of interest memo from the City Attorney (C. Bronzan).
Director Bronzan reported that City Attorney Dennis Beougher researched the matter with regard to the fact that the Fountain Committee had requested Bill Weber to design a statue for the Committee prior to the formation of the Arts Commission. The City Attorney concluded that the Commission cannot in any way pay Commissioner Weber for the work, but they can take possession of art work and bid out the casting of art work unless Commissioner Weber is in some financial capacity related to the foundry receiving the award. The decision was that he would have to be paid for the design and art work by someone other than the City Commission. Some other entity would have to pay Commissioner Weber for his design and art work and then present it to the City/and or Commission for them to bid out the foundry work on a competitive basis. Discussion of the fact that in future similar situations the Art Commission cannot purchase art or designs from members of the Commission. However, other entities could purchase the art or designs as long as City funds were not involved.

Item No. 5 Discussion and approval of Arts Commission ordinance revisions for recommendation to City Council (R. Beatty). 
Chairperson Beatty brought up the proposal of an Art Associate Member to be a revision of the Art Commission Ordinance. As explained by Chairperson Beatty, this would be an additional member of the Art Commission, and the person would remain active in the Commission, except he could not vote or hold office. The other reason would be to bring in members outside the city. After considerable discussion of the issue of whether or not to pursue the Art Associate Member, Commissioner Guise moved that the Commission not pursue establishing the position of Art Associate Members. Commissioner Robinson seconded the motion and motion carried unanimously.

Item No. 6 Update and discussion of art in the Balfour Road Park site (J. Melloni/B. Weber).
Commissioner Melloni reported that at a recent CPRS conference in San Jose, Ms. Barry found a source of someone who manufactured the small brass ornaments and animals for the park. She will be emailing the source in Florida and bring back information to the Commission when she receives it.

Item No. 7 Update on the Art Gallery (M. Hannigan /B. Weber).
Commissioner Weber reported the upcoming Jewelry Show is under control and he presented a drawing of Frank Lloyd Wright’s for an upcoming show. He will be meeting with the people representing this show on Friday, there will be a lecture and he is also procuring more art. The Frank Lloyd Wright show will be in August 2003. The Jewelry show will be in May. Commissioner Weber presented the flyers that are to be mailed out and also some bills he has received for framing for the Frank Lloyd Wright show. He will be purchasing images from the Internet and also have those framed. After the show they can be donated to the schools. Costs will be $40 each for framing of work from the internet and the work presented at the meeting was framed at a cost of $100. Framing will be approximately $400 to $500 to cover all these costs. Commissioner Guise moved that money be allocated not to exceed $400 for the frames. Commissioner Robinson seconded the motion. This motion was then amended to go up another $100, not to exceed $500. There will also be a cost of $300 for the lecture at the Frank Lloyd Wright show. At this point there was a discussion of where the funds were to be drawn from in the budget. Since this will be coming out of the next year’s budget, discussion as to whether these funds should be allocated from that rather than the current budget. Commissioner Weber also said money has been made from recent art shows in charging the artists displaying their work, plus the brochures that have been sold. Commissioner Robinson withdrew her second. Commissioner Guise revised her motion to read that money would be appropriated for the framing out of the profit being made in the art shows. This motion died for lack of a second and it was then suggested by Commissioner Guise that this item be agendized for the next meeting along with the information as to what money there currently is in the budget from previous shows. Ms. Barry suggested that the Commission approve the amount already spent by Commissioner Weber in the amount of $145.11. She also reminded the Commissioners that they need to prepare an outline and budget for prior approval by the Commission. She can assist them with their budgets if they need help. Director Bronzan reminded them that their budget is in the positive since they made money on “The Day in the Park”, and budget does roll from year to year, so more will be coming in the next fiscal year. Vice Chairperson Trebino moved that Commissioner Weber be reimbursed $145.11 for costs to date on frames. Commissioner Robinson seconded the motion and motion carried unanimously. 

Commissioner Weber reported on other events for the art gallery that he is currently working on. The artist who designed the art covers for the “Grateful Dead” and did the film posters back in the 1960’s will be doing a show for them. Also, a possibility of having “Wavy Gravy” come to the show and some of the “Grateful Dead” as well. Commissioner Guise suggested that in the future meetings figures of the funds generated by the art gallery should be available for the Commissioners. Director Bronzan said staff will do this and Commissioner Weber will also do a budget on each show for the Commission. He also mentioned the Maxfield Parrish show which will be upcoming and he has obtained a source for a large collection of Maxfield Parrish prints. 

The person who will do the lecture for this show is currently touring museums throughout the United States. She is the world authority on Maxfield Parrish and has written many books on him. 

Item No. 8 Discussion and approval of “A Day in the Park” budget/sponsorship levels (C. Robinson)
Commissioner Robinson passed out the cards and sponsorship sheets she had prepared for everyone. All persons on the subcommittee will also have these cards, only change will be the time from 10 a.m. to 6 p.m. She reported she has met with Mel Eckerstrom recently and the subcommittee will be meeting soon, prior to the next Commission meeting. She suggested the possibility of a second sheet of sponsors for downtown or local sponsors. She explained with approval from the Finance Director Pam Ehler she has upgraded all items 10% from the previous year. The proposed budget was also handed out to all Commissioners. Commissioner Robinson said with the help of staff they will have advertising out in advance of last year’s schedule. Advertising will start immediately after the Cornfest is over. Vice Chairperson Trebino asked about the banners, since he was absent at the previous meeting they were not included. Commissioner Trebino said they cost $103 apiece and he suggested they put up 25 banners and indicated there is also a changeout fee of $1,280 for banners. Discussion of who changes the banners and if the Redevelopment or some other body might pay for this fee. Director Bronzan commented that the Commission has requested $15,000 as seed money for advertising in next year’s budget which, if approved, would become available on July 1, 2003. This could be used for these banners. These could be ordered in advance to be paid for when banners arrive after the 1st of July. Commissioner Guise asked about the $1,000 meeting catering for volunteers. Commissioner Robinson explained this is for all volunteers and for the vendors in the booths. Commissioner Guise wondered if this figure could be lowered. The cost would cover subcommittee meetings, VIP Reception, plus coffee and sodas for vendors and volunteers on the weekend of the event. Further discussion of costs and how to bid these out to someone such as Farmers Daughters and Starbucks. This has been done and still must be a line budget item. If not used, the money will go back to the budget. Ms. Barry reminded the Commissioners that if there are items of $5,000 or more they must be put out to bid. Discussion of glasses and whether they will be bid through wine store or other source. Director Bronzan will check other sources for funding of the banners and bring responses back to the next meeting. Chairperson Beatty asked if the contract has been signed with Eckerstrom Productions yet and Commissioner Robinson said it will be completed in April. 

Commissioner Melloni had questions regarding the proposed card, she wondered if the card shouldn’t have “City of Brentwood” on it and also Brentwood Arts Commission. Vice Chairperson Trebino suggested the card should read City of Brentwood Arts Commission presents: the “Day in the Park”, with Chris Robinson, Chairperson at the bottom of the card. Vice Chairperson Trebino moved to accept the budget as presented. Commissioner Kamers seconded the motion and motion carried unanimously.

Comments by Poldina Scherff, Recreation Services Manager, regarding the Health Department permits. It was reported by Commissioners that this is Mel Eckerstrom’s responsibility and he must get all permits and especially water and soap, etc.

Item No. 9 Discussion regarding glassware and items for sale for “A Day in the Park” for 2002 (R. Beatty).
Chairperson Beatty wanted to know what the Commissioners plans were to dispose of the left over glasses and t-shirts from last year’s event. They are currently stored in the Parks and Recreation office and they need the space. Commissioner Robinson suggested selling or giving the glasses at the art shows and at the “Art for Art’s Sake” in May. There are currently about 800 glasses left from the previous event. It was further suggested that local bars and restaurants be given them to sell with drinks and also at “Not Only Baja”. Price should be reduced also and further discussion as to where to distribute them and what to cut the price to in order to get rid of the inventory. Suggestion to order fewer glasses for the 2003 event. Commissioner Kamers offered to take some to Bethel Island restaurants for sale. Commissioner Guise moved that the glasses be sold to establishments for $1 each, and to the general public for $1.50. There was discussion and no second to the motion. Motion then made by Commissioner Guise that the Art Society purchase as many of the glasses as they need for their May 17 event at $1 each. Commissioner Robinson seconded the motion, motion carried unanimously. Commissioner Guise then suggested that if there were any left over they would decide at a later date how to dispose of them. Commissioner Kamers will take those not needed by the Art Society to Bethel Island establishments for sale. The t-shirts left from last year’s event (approximately 160) also need to be moved from the Parks and Recreation offices. Suggestion to donate them to some place such as Children’s Hospital. Director Bronzan suggested saving them and selling them the first day of the event this coming year. All agreed to this idea.

Item No. 11 Update and approval of budget for Art for Art’s Sake (B. Guise).
Commissioner Guise passed around the proposed poster for the Art for Art’s Sake. She passed out two versions, one shaded and without the shading. Commissioner Guise said that shaded one will be used and also some which will be made by Ms. Barry and used differently than the posters presented this evening. The ones from Ms. Barry will be for inserts and posters passed around at the meeting will be for windows in the city. Commissioner Guise said they will have the raffle similar to last year with local establishments participating. Commissioners will be present and also Art Society members for promotional purposes. Raffle was explained by Commissioner Guise and will be conducted in the same as previously. Merchants will have flyers in windows, boxes for tickets in their businesses and they will also be responsible for informing the winners of the raffle. Ms. Beckstrand asked if streets are closed for this event and she was told that no, it was not last year as it is a sidewalk event. Vice Chairperson Trebino moved the acceptance of the budget for Art for Art’s Sake. Commissioner Melloni seconded the motion and motion carried unanimously. 

Vice Mayor Beckstrand reported that she has been attending the Diversity Committee meetings, which is an ad hoc citizen’s committee which meets every second and fourth Tuesday of the month in this room. They have a mission statement, the Police Chief and she sit in on these meetings and find them very fascinating and fun. This group is looking for ways to become more of a resource for the community, for new residents as well as those who have been long time citizens. They want to familiarize newcomers with the resources available in the community and whatever amenities are available also. They wish to get involved into events in the community. Their next meeting will be April 1, at 5 p.m. On their agenda at that time will be to appoint a liaison to work with the Arts Commission in the Art for Art’s Sake and in the Day in the Park. They want to come with ideas they have for some of the things the Arts Commission is doing. Some contacts they might have with ethnic art that the Arts Commission may not be aware of at this time. She feels there are a lot of positive possibilities in this proposal. She explained further what the Diversity Committee has been doing in the community. Ms. Beckstrand said anyone who is interested is welcome to attend the meeting. She feels they would be a definite resource for the Arts Commission. Vice Mayor said the Arts Commission is looked on in a very positive way by the City Council and the Day in the Park is especially talked about as an asset to the City.

There was one citizen present, Cynthia Bennice, who was visiting for school credits but had no specific comments.

Commissioner Melloni commented on a recent conference she attended in San Jose for the Parks and Recreation Commission and one of the events she attended involved a partnership with the Parks and Recreation Department, Arts and private companies. One of the events in the City of Cupertino was a Shakespeare festival which was put on every year. A Shakespeare play is presented every year and people attend for no charge, cost is borne by the city. They do workshops at the schools and supply materials for the schools. They also do seminar or camps for several weeks for children in the community. The festival is quite expensive, around $10,000, and workshop in school about $500. Commissioner Melloni wondered if the Commission would like these people to come and speak to them at a meeting. Commissioner Melloni felt they were very professional, Vice Chairperson Trebino thought this would be a very good idea. After some discussion it was decided that Commissioner Melloni should call the group and put it on the agenda for April if they are able to come to the meeting. 

Commissioner Guise asked about the concerts in the park and Ms. Scherff said that the program is complete and all concerts will be free this year. Commissioner Guise thought it would be nice to have the jazz band from the high school. Chairperson Beatty said they have been asked to come to the Art for Art’s Sake in May. 

Commissioner Melloni also reported that the Art Society is planning a Spring fundraiser and planning to have it at Dell’s nursery. The cost to be no more than $35 per person. It will be very informal, serving wine, silent auction and strolling around the facility. Commissioner Guise reported that she has given Dick Sanchez’s prints to Chairperson Beatty to sell, framed or unframed, whichever he preferred. Any money raised to be donated back to whoever sells them, there are about 35 or 40 prints. There are also note cards of these prints made up by the family. Commissioner Weber also said he will donate 100 Rembrandt prints of the largest auction that he ever did. The event at the nursery will be on May 17, 2003. Time will be 3 p.m. The Poet Laureate will also be present to do a reading and a High Tea will be at 4 p.m. 

Director Bronzan reported on a new development being proposed by Blackhawk-Nunn for the Cowell Property south of Brentwood up to the John Marsh home and south of the SunCal Development. It is the final phase within the City and there will be public meetings for input, he will send out emails as reminders. It will be a public meeting for input. They will not come as Art Commissioners, but as private citizens. It will be proposed as a hotel/convention center, a winery and possibly an amphitheater at the John Marsh State Park. There are a lot of opportunities and will also have a commercial piece and open space, trails and vineyards and many other types of things available. The kick off will be Wednesday, April 2, from 7 to 9 p.m. at Bunker’s Grill. Senator Torlakson and Assembly Canciamilla are a part of this public kick-off. There is a planning firm organizing the public workshop and then will continue on Thursday the 3rd from 9 a.m. to 4 p.m., also at Bunkers Grill. 

He then announced he has made an executive decision on the new position for the Arts Commission/City Clerk’s office, half time in each office. The interviews will take place next week. This position is to get them through until they can get the full time position into next year’s budget for the Arts Commission. He will request in the budget an Art’s Manager position, which will be a Division Manager in the Parks and Recreation Department. He has looked at this position in other cities and feels it should be someone with an Arts Degree and someone who cannot only develop the Commission, but the fundraising and all programs. This would become the Cultural Arts Division. At the time of the appointment, Chairperson Ron Beatty and the Arts Commission will be consulted on final decision.

Poldina Scherff announced that Sue Barry will be with them one more month and then she will take over her assignment and help with the Administrative Assistant who is coming on board. 
Commissioner Guise again asked to have chairs for the Concerts in the Park, and said that some are disappointed that they have to bring food, drink, etc. Director Bronzan said that they can get them chairs. 

Formal motion to make Bill Weber the Indelibly Engraved Curator
Budget Report and Request for Gallery Shows
Monthly Budget Summary at meetings
Follow up on Procedures for Selling Day in the Park Surplus Glasses
Schedule the Shakespeare Presenters
Update on Stage Purchase

ADJOURNMENT: Chairman Ron Beatty adjourned the meeting at 8:45 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