REGULAR MEETING MINUTES
August 27, 2003 AT 7:00 PM
Brentwood Technology Center
101 Sand Creek Road
Brentwood, Ca. 94513
CALL TO ORDER: Chairperson Ron Beatty called the meeting to order at
ROLL CALL: Chairperson Beatty called the roll. Commissioners present
were as follows: Chris Robinson, Bill Weber, Helen Myers, Jan Melloni,
Vice Chairperson Joe Trebino, Mary Hannigan, Sandra Gill and Saunie
Fridley. Commissioners absent at roll call were Alice Kamers, Barbara
Guise, Patrick McCarran and Clayton Woolley. Chairperson Beatty
announced that Commissioner Jim Bryant had an excused absence.
Others present were Craig Bronzan, Director of Parks and Recreation;
Poldina Scherff, Recreation Services Manager; Angela DiNicola,
Administrative Assistant, and Vice Mayor Annette Beckstrand.
AGENDA REVIEW: No comments or changes requested to the agenda.
CITIZEN COMMENTS: No citizens present.
1. Approval of minutes of regular meeting of July 30, 2003.
2. Accept agenda and minutes from Arts and Culture Commission of Contra
3. Accept monthly budget report.
4. Accept monthly committee matrix.
Motion to accept consent calendar by Commissioner Melloni, motion
seconded by Commissioner Vice Chairperson Trebino, motion carried
5. Update on the Citywide Read Program (Leonard Roudman) Mr. Roudman
passed around to the Commissioners the flyers on the Citywide Read
Program which runs from September 22nd through November 1st, and also
the book to be read, “The Human Comedy”, by William Saroyan. He said
that it is noted on the flyleaf that the book is a gift of the Friends
of the Brentwood Library and the Brentwood Arts Commission. A copy of
the information contained on the City website was passed around which
can be found on the Community Calendar. There will be a proclamation for
the Mayor to proclaim September 22nd through November 1st as City Read
Week and it will be on Channel 24 cable television. Baskets of books
will be at Cafe Baccio, Willy’s Bagels & Blends and at the Starbucks on
Sand Creek Road. The poster will be in the basket to let people know
they can pick up the books. He also discussed with Rick Lemyre about
doing a press release in the Brentwood Press. There will be follow up of
comments each week from citizens who have read the book. Vice Mayor
Beckstrand suggested also having the books at Books and Beans and others
suggested Panama Bay and Java City in the Raley’s store on Sand Creek
Road. Vice Chairperson Trebino and Beatty volunteered to deliver the
books. Mr. Roudman will check with these places and see if they will
agree to have the books on their premises.
Ms. Beckstrand asked if this was the only book read of the year. She
thought it would be nice to have one in the spring and in the fall. Mr.
Roudman said this was not currently in the plans. He said that William
Saroyan’s niece will also be present for the read and her honorarium
will be $200. The total cost of the books and honorarium will be split
by the Friends of the Library and Brentwood Art Society. Final costs
were not available. The Commission has paid for half of the books.
Commissioner Woolley arrived at 7:10 p.m.
6. Art Ordinance/City Council meeting (R. Beatty) Chairperson Beatty
reported that the Commissioners had met the previous evening with the
City Council regarding this ordinance. The presentation was made to the
City Council members regarding the proposed ordinance and he felt in
general it was well received; however, one of the Councilmembers did
bring up certain issues that he wanted clarified. These will be
discussed and will be brought before the Council again in September.
Vice Mayor Beckstrand noted that the issues were more on where the line
would be drawn on building permits, which ones would fall into the
category for those that would pay the percentage and who would oversee
the judging panel. Chairperson Beatty said the companion piece, Public
Art Guidelines, were felt by the Council to be a little too stringent
and he will look at them again and see if some changes could be made.
Director Bronzan said it will be presented to City Council on September
9th and since it’s a short work week, he will be working quickly to work
out the corrections for the next Council meeting. He explained his
thoughts on the ordinance and what his recommendations would be, along
with the projections based on the percentages suggested and after
checking with other cities with this type of program, explained what
he’s discovered on this type of ordinance. He suggested a one page
summary to explain the six-page document and felt the part referring to
remodeling or renovations and commercial should be pulled for now. There
was some further discussion by the Commissioners regarding this and
consideration of a dollar amount other than a percentage. Amendments to
the ordinance can be made down the line in later years if necessary.
Commissioner McCarran arrived at 7:35 p.m.
Director Bronzan suggested to set as a minimum on repair and renovation,
a $250,000 figure on commercial property and recommended that it go to a
subcommittee for commercial and industrial, like Economic Development.
Director Bronzan said they should go back to the residential at .4% and
public at 1% to provide the expected amount of revenue this would
produce in the upcoming years. There was further discussion on the
ordinance by the Commissioners. Director Bronzan and Chairperson Beatty
will work on refining the ordinance prior to the next City Council
meeting on September 9th.
7. Update on stage (P. Scherff/R.Beatty) Ms. Scherff gave a brief update
on the progress of the purchase of a stage. There hasn’t been any
response from Liberty High School as to who will represent them on the
subcommittee. Bob Moore will be the representative from Brentwood
Unified School District. The current plan is to set a meeting in
September to set up the specifications with the subcommittee. Ms.
Scherff said she hopes to have four on the subcommittee and that funding
has been approved. She will then send out the request for quotes which
should take approximately 30 days and should be able to bring these to
City Council sometime in October or November for approval. When the
contract is awarded, it should take approximately six months to build.
The plan is then to have the stage delivered sometime in the spring
hopefully sometime in April. The next plans will then involve where it
will be stored and how it will be moved, placed in the park, etc. Vice
Chairperson Trebino asked if the Chamber of Commerce has a
representative on the subcommittee. Ms. Scherff said that Greg Robinson
from the Chamber is on the subcommittee. Commissioner Melloni said that
she had received a list of names from Mary Black as to who might be
interested in serving on the subcommittee for Liberty High School and
will give the list to Ms. Scherff. Commissioner Guise will serve on the
subcommittee along with Commissioner Robinson.
8. Purchase of Sanchez etchings of Brentwood landmarks reproduction (B.
Guise) Chairperson Beatty reported that in Commissioner Guise’s absence,
she had recommended that the Commission take the originals of the
Brentwood etchings by artist Sanchez to Livermore and have them
reproduced. She could get 120 cards of the 6 etchings on velum Bristol
and cream for $16.50. They could be bundled together (bundles of
six--one of each building) tied with ribbon, and sell them for $5 or
$10. Cards were passed around, with samples of the etchings. Discussion
of how to distribute the cards at events such as Day in the Park, Art
for Arts Sake, and at some of the local businesses. Commissioner
Robinson made a motion that they be purchased. Vice Chairperson Trebino
asked if it would be 120 of each building and if envelopes came with
them. Envelopes are included and there are 6 separate pictures of
Brentwood buildings. Commissioner Robinson revised her motion to read
that the Commission purchase 120 of each design. Motion was seconded by
Commissioner Weber, motion carried unanimously.
9. Subcommittee report on usage $80,000 Shea Homes donation
Vice-Chairperson Trebino said that the committee met and discussed this
funding for a considerable length of time and decided there was no
reason to figure out how to spend the money until they actually have it.
The subcommittee’s suggestion was to wait until it builds up in the bank
account and then plan once the money has accumulated. Vice Mayor
Beckstrand suggested that a portfolio be started with ideas and
suggestions for the use of the funds in the City. She had some
suggestions such as the Walnut Road area near Balfour. Director Bronzan
reported that the money has already been collected. Shea Homes has
pulled all of their building permits and paid their fees from the 23
homes. Once the Arts Commission decides how the funds are to be used,
the funds will be transferred into the Arts Commission budget. Vice
Chairperson Trebino questioned if the money would remain in the bank
earmarked for the Arts Commission and not be used by the City for any
other purpose. Director Bronzan assured them that it would not go away.
This item is to be put on the agenda again for the next meeting and in
the interim the subcommittee will need to meet to discuss how the funds
are to be used. Commissioner McCarran suggested that the Commissioner’s
take a tour of the city to decide which areas to spend money on.
10. Art docent funding for Brentwood District Schools (M. Hannigan)
Commissioner Hannigan brought up the subject of a group of mothers who
have been working with the Krey School going into the schools and
teaching art. They need $400 which Ms. Hannigan feels is very important
to assist the elementary schools in their art programs. Commissioner
Robinson made a motion that $400 be donated to Commissioner Hannigan to
use in the elementary schools. There was some discussion of who would be
presenting the check. Commissioner Melloni and Beatty volunteered to do
this in front of the parents. Director Bronzan questioned how the money
should be directed, to which program at the school. The docent program
was suggested. Commissioner Fridley suggested that a special account be
set up and specify how it is to be used. Such as the Paul Krey
Elementary School Docent Program so it would be earmarked for that
specific program. Vice Chairperson Trebino seconded the motion and it
Commissioner Melloni then elaborated on a meeting she had recently had
with Mary Black and Commissioner Hannigan regarding the docent program.
At the meeting they decided that the money that the Art Society donates
to the Brentwood School District would go to fund part of the docent
program and sponsor one art show each year. She discussed this program
and how it got started through the Diego Rivera show and the school
involvement in the show.
11. Volunteer programs to keep art gallery open on weekends (B. Guise)
Commissioner Guise brought this subject to Chairperson Beatty’s
attention. Since Ms. Guise was absent, Chairperson Beatty asked how the
Commissioners felt about having the art gallery open on weekends.
Commissioner Guise had some comments from people that said the gallery
was wonderful but felt it should be open on weekends to accommodate
those who work. Commissioner Hannigan said that she had kept it open on
a Friday and others had at other times on weekends and the traffic was
very poor. Chairperson Beatty said they would have to advertise. The
opinion was they would need volunteers with designated times and
possibly recruit some of the artists who submitted their art work at the
current art exhibit. Director Bronzan said they would have to discuss
this with Howard to find out if they could keep the office building open
on the weekends. He suggested a committee meet with Howard on the
subject. Chairperson Beatty asked for volunteers to be on a
subcommittee. Commissioner Weber, Guise and Hannigan were chosen.
12. Art Commission Mission Statement (J. Melloni) Commissioner Melloni
expressed her desire for a mission and vision statement. She feels the
current mission statement is too long and rambling and would like to see
a more concise mission and vision statement. After considerable
discussion and ideas such as, “art in your heart” and “enriching the
community through the arts,” the Commissioners were asked to consider
this over the next month and bring two ideas for each statement to the
meeting in September.
13. Update on Commission Website (P. McCarran) Commissioner McCarran
reported that he and Commissioner Bryant have been working on the
website with the webmaster and Angela DiNicola, and passed around
printed copies of what is currently on the website. He also reminded the
Commissioners that he had requested biographies of each Commissioner and
would like these turned in as soon as possible. He also reported that
the pictures which were to be taken of the Commissioners would be
postponed until he received word from the city webmaster that the City
Attorney approves of individuals pictures on the website. He will
hopefully have clarification on this by next months meeting and stated
that the work is on track for now. Chairperson Beatty remarked that it
looks good and all agreed.
14. Review of Frank Lloyd Wright reception (Weber/Hannigan) Commissioner
Hannigan and Weber reported all went well, approximately 80 people
attended the reception. They thanked Ms. DiNicola for her assistance as
well as everyone from the Commission who assisted.
15. Change in art gallery reception day (M. Hannigan) Commissioner
Hannigan would like to change the day of the art gallery reception back
to Tuesday night. She then made a motion that future receptions after
the next scheduled event, be held in the art gallery on Tuesday
evenings. Commissioner Robinson seconded the motion and the motion
carried unanimously. Director Bronzan commented that it would be a good
idea to consider the first or third Tuesdays that City Council does not
meet to accommodate those members that may like to attend.
16. Reimbursement to Bill Weber for art reception expenses (B. Weber)
Commissioner Weber presented his bill for expenses incurred at the
previous art reception which amounted to $150.63. Commissioner Robinson
made a motion that Commissioner Weber be reimbursed for the amount of
$150.63 for personal expense for the Frank Lloyd Wright reception at the
art gallery. Commissioner McCarran seconded the motion, motion carried
17. Financial issues regarding the Art Gallery Receptions (M. Hannigan)
Commissioner Hannigan said that she would like a solution to the problem
of paying for the wine at these receptions. She said with the funds
received from exhibiting artists and donations, she still needs funds to
cover all of the costs, food being a lesser amount. Food costs are
approximately $150 for each reception. The purchase of alcohol cannot be
paid for by the Commission under City regulations. She suggested some
ideas to solve this problem and other ideas were discussed. Up until now
the Arts Society has been paying for whatever amount has not been
received in donations. Director Bronzan said he and the staff will work
on this situation and see what solution they can arrive at and will
bring it to the next meeting. Commissioner Melloni will work with the
Art Society on what they can consider as a contribution. Subject tabled
for this meeting.
18. Art Gallery reception postcards and mailing costs (B. Weber)
Commissioner Weber reported that the total cost for the postcards to
advertise for all the art shows would be $228.20 for 2500 cards which
includes tax and shipping. Cards would be created for each art show and
the town would be saturated with them through mailings, handing out by
Commissioners and at local merchants. It was suggested to have them
included in Brentwood Press mailings. Vice Chairperson Trebino made a
motion that money be allocated to purchase the postcards in the amount
of $228.20. Motion seconded by Commissioner Robinson, motion carried
19. Insurance coverage for art gallery (P. Scherff/A. DiNicola)
Chairperson Beatty said this subject came up as a result of damage done
to art at a previous showing. Ms. Scherff reported that she has checked
on coverage and they have some options. Currently she said if there is a
claim to the City for any item damaged, broken or stolen, after the
$1,000 deductible is paid by the Arts Commission, they can be reimbursed
through the City’s insurance. The other option is the Arts Commission
could self-insure. Discussion on other types of insurance costs and
whether or not to research further or to continue to use current plan
under the city with $1,000 deductible per occurrence. After considerable
discussion and various ideas suggested, Director Bronzan further
explained the situation currently under the City. Vice Chairperson
Trebino suggested utilizing $5,000 of the new $80,000 coming into the
budget for self insurance. Commissioner McCarran also suggested “event
coverage” in addition to coverage from City. Another option would be to
ask for a waiver from artists. Director Bronzan will follow up on these
issues with the City Attorney and subject was tabled for this meeting.
20. Discussion on 2004 Concerts in the Park (P. Scherff) Chairperson
Beatty said he had a discussion with Ms. Scherff regarding some citizens
that do not like the way the concerts have been handled this year. She
had said if anyone would like to take over and run the concert series,
she would be happy to let them. After some discussion, all felt that Ms.
Scherff had done a fantastic job and should continue under the same
plan. Commissioner Melloni moved to have Ms. Scherff continue handling
the Concerts in the Park, Vice Chairperson Trebino seconded the motion,
motion carried unanimously.
21. Update on the Day in the Park Art and Wine Festival (C. Robinson)
Commissioner Robinson said they are set to go, the banners have been
hung in town and she passed around the posters and flyers. Everything
seems to be rolling along well. She did comment that they do need some
type of storage for signs, banners, glasses, etc. There is too much to
be handled by the City or in the Commissioner’s homes as they have been
doing and would like the Commission to rent a storage unit. Ms. Scherff
will look into what the City has in place and what the rates are.
Director Bronzan suggested asking one of the storage places in town if
they would donate a storage unit for sponsorship. They could get
recognition for this as a sponsor. They will look into this and have the
information brought back at the next meeting.
Commissioner Woolley also asked about getting people into costume for
the event. Commissioner Robinson said there are contests, one for all
volunteers, one for vendors and one for local businesses that are
dressed in costume as one for the general public. Judges will be from
out of town. Time for judging will be advertised in the paper. September
4th will be the first meeting for the volunteers.
22. Update on the Commission polo shirts and logo (McCarran/Scherff) Ms.
Scherff passed around the catalog of the polo shirts and had one on to
show the fabric and style to be considered. Colors could be chosen from
the page in the catalog. She asked that each Commissioner write down
their preference tonight so the shirts can be ordered. Chairperson
Beatty asked about the logo and it was decided to use the City logo and
put Arts Commission under it. In the future they can look into their own
23. Accounts set up for City purchases at local merchants (P. Scherff)
Ms. Scherff reported there are accounts set up for the City at Safeway.
Her name is on the account and she can get Ms. DiNicola also listed on
the account so the Arts Commission can use them for various events. A
time can be set up to meet the Commissioners at the store which will
prevent them from having to be reimbursed. For other situations, check
with either Ms. Scherff or Ms. DiNicola to see if there is a special
account available. She urged communication between herself and Ms.
24. Discussion of grants from Target and Mervyns (J. Melloni)
Commissioner Melloni reported that she and Commissioner Hannigan and
Mary Black of the Brentwood School District had met that day to discuss
the possibility of Target and Mervyns issuing a grant to the Art Society
for a project that they are trying to do with the school district and
the Arts Commission. She attended a meeting at Schooners sponsored by
Mervyns and Target and commented she was the only one there from a
nonprofit group from Brentwood (Greg Robinson was also there). She said
basically the firms told her if she had a worthy cause, she would get
the grant. Commissioner Melloni said the firms would also like to donate
to the Day in the Park. She gave them her city business card and they
will be contacting her as the representative so she can funnel those
funds to the city. Vice Mayor Beckstrand asked for the fax number as she
has a corporate, sponsor information letter she would send for their
corporate headquarters. The project they decided upon would be the art
gallery show in May of 2004 which will be for the schools only. She
discussed what the money would be for and how the funds would be used.
This would showcase all of the art in the schools and how the students
progress from lower grades through high schools. They are requesting
$5500 in grant funds.
Commissioner Hannigan also commented that the Target/Mervyns firms would
like to sponsor a once a year show similar to the Diego Rivera show.
Commissioner Weber said that they are planning this type of show again
CITY COUNCIL UPDATE: Vice Mayor Beckstrand reported she has updated the
City Council on the feedback from the Diego Rivera show that the
Commission had received at the previous meeting in July. The City
Council was very impressed with what the Arts Commission is doing. She
was very complimentary to the Commission.
She also reminded the City Council of the Art Society dinner and
challenged them to come dressed in costume for the Day in the Park.
CITIZEN COMMENTS: Mr. Don Huntington, Editor in Chief of the new
magazine called “110 Degrees East County Living”. This will be a
magazine about people in the East County and what activities are going
on in the area. Their first magazine will have an article on the Arts
Commission and the Art Gallery and will feature Commissioner Weber. He
showed a copy of the article and spent some time commenting on the
article and on the background of Commissioner Weber.
COMMISSIONER COMMENTS: Commissioner Gill loves the postcards.
Commissioner Melloni commented on the success of the Diego Rivera show
and complimented Commissioner Hannigan on her part in bringing in the
STAFF COMMENTS: Ms. Scherff passed around the accounting for the Alex
and Lee show which indicated a favorable balance of $204.49.
REQUEST FOR FUTURE AGENDA ITEMS: None given.
ADJOURNMENT: Vice Chairperson Trebino moved to adjourn the meeting,
motion seconded by Commissioner Fridley, motion carried unanimously.
Meeting was adjourned by Chairperson Beatty at 9:05 PM.