REGULAR MEETING MINUTES
September 24, 2003 at 7:00 p.m.
Brentwood Business & Technology Center
101 Sand Creek Road, B
Brentwood, CA 94513
CALL TO ORDER:
Chairperson Ron Beatty called the meeting to order at 7:05 p.m.
PLEDGE OF ALLEGIANCE:
Commissioners present were as follows: Chairperson Ron Beatty, Vice
Chairperson Joe Trebino, Barbara Guise, Jan Melloni, Helen Myers, Chris
Robinson, Mary Hannigan and Jim Bryant. Commissioners absent and excused
were William Weber, and Saunie Fridley. Also absent at roll call were
Commissioners Alice Kamers, Clayton Woolley, Sandra Gill and Patrick
Staff members present were Poldina Scherff, Recreation Services Manager;
Angela DiNicola, Administrative Assistant; and Vice Mayor Annette
Prior to going into the published agenda, Chairperson Beatty commented
on the fact that he really appreciates everyone giving their time and
talents to the Commission. He said that it is very important that all
Commissioners be on time so meetings can start on time. He expressed it
is unfair to the Commissioners who are on time to have to wait for
others to arrive so there can be a quorum. He also asked that the
Commissioners shut off ringers on cell phones or palm pilots so they
won’t disrupt the meeting. Chairperson Beatty asked that the speaker
have the floor when they are addressing the group and others wait their
turn and request to speak through the Chairperson. He asked that these
parliamentary ground rules be observed in all future meetings.
AGENDA REVIEW: No comments or changes requested to the agenda.
CITIZEN COMMENTS: No citizens present.
1. Approval of minutes of regular meeting of August 27, 2003.
2. Accept agenda and minutes from Arts and Culture Comm. of Contra Costa
3. Accept monthly budget report (P. Scherff/T. Clark).
4. Accept monthly committee matrix (A. DiNicola).
5. Approval of a modification to the Public Art Guidelines (R. Beatty).
6. Approval of reimbursement to Ron Beatty for expenses for workshop in
the amount of $37.00 (R. Beatty).
Commissioner Barbara Guise moved to approve the consent calendar as
presented, Commissioner Melloni seconded the motion and motion carried
Commissioner Sandra Gill arrived at 7:10 PM.
7. Update on Art Ordinance/City Council meeting (R. Beatty)
Chairperson Beatty announced that after two and half years of writing
and rewriting the Percent for Public Art ordinance, the City Council
passed it. Within 60 to 90 days, the ordinance should be on the books.
The Chairperson asked the Vice Chairperson what he thought the income to
the Arts Commission would be in the upcoming year. Vice Chairperson
thought it could be approximately $1,200,000.00. This will be a strong
asset to the Arts Commission to be able to fund art in Brentwood. He
stated there are some limitations since it is for visual arts only.
The Chairperson felt there should be a special committee formed to
handle these funds. He would like to have this committee made up of
citizens, artists, business owners and architects who would review
submittals of artwork with developers and would report their
recommendations to the Commission. The Commissioners felt they would not
necessarily have to be Brentwood citizens but they should try to recruit
from Brentwood to begin with and then maybe from East County. Discussion
of the committee and a request that each Commissioner come back with
names of people they feel would be good to serve on the committee.
Chairperson Beatty will bring this back to the next meeting in October.
8. Subcommittee report on usage of $80,000 Shea Homes donation (J.
Vice Chairperson Trebino said that the subcommittee met and recommended
that the “Farmer Statue” idea be carried out and placed. This has been
under discussion for a number of years. The next idea was to hold
Shakespeare plays in the park. Research needs to be done to get the
final figure on the statue. The Shakespeare plays would cost $10,000 and
there would still be some money left over for other projects. He thought
the statue would be approximately $40,000. In order to purchase the
“Farmer Statue” Commissioner Weber would have to resign from the
Commission and could be retained as a curator for the art gallery.
Commissioner Weber agreed with this. Discussion also as to where the
statue should be placed. All felt the original location would not be
good because of the direction in which the City’s growth is developing.
Commissioner Robinson agreed and said she would like to be a member of
this committee since she has worked on this project for a number of
years. Commissioner Guise suggested that the original Fountain Committee
members serve on this subcommittee. These members would be Commissioners
Guise, Robinson, Myers, Trebino and Kamers. They will meet after the Day
in the Park event is completed.
9. Update on volunteer program to keep art gallery open on weekends (B.Guise/M.
Chairperson Beatty reported he met with Mr. Howard Sword, Director of
Economic Development, on this matter to see if there were any problems
with having the gallery open on weekends. He asked about keeping the
gallery open one Saturday a month from 1:00 to 5:00 p.m. and advertising
so that the public is aware of the changes in hours. Mr. Sword said he
had no problem with this and it would be all right if all volunteers
were not members of the Commission. Commissioner Guise said the
community has been requesting this. Suggestions were offered for dates
and where the volunteers should be solicited from to work the Saturday
openings. Commissioner Hannigan gave some ideas from experience in
working at the gallery. Commissioner Robinson suggested they be
consistent in the days of the month and times, such as the same Saturday
every month, and stay away from Holidays. Commissioner Hannigan will
talk to the Art League and see if they would be interested in
volunteering. It was suggested waiving the $10 fee to the artists who
would work as volunteers. Commissioner Guise then moved that the
Commission try to have the gallery open one Saturday afternoon a month
for a six month period and use the artists on a volunteer basis and
waive their entrance fee to show their art in the gallery. Commissioner
Robinson seconded the motion. Discussion followed asking who would open.
Chairperson Beatty said he can work this out since he has a pass key and
could get more. He will work this out with the Technology Center
management. The volunteer Arts Commissioner would be responsible for
opening and closing of the gallery and this could be on a rotation
basis. Discussion as to when this should start. Recommended that it
start in January with the opening of the new show. Commissioner Guise
amended her motion to start the volunteer program after January first of
2004, Commissioner Robinson agreed to this amendment. Vote was taken and
motion carried unanimously.
10. Discussion of Arts Commission Mission and Vision Statement (J.
Commissioner Melloni related to the previous Commission meeting where
some brain storming was done on a Mission and Vision statement and the
decision was that each Commissioner would bring ideas to the next
meeting. Ideas were discussed along with a discussion on what the
difference is between a Mission and a Vision statement. It was decided
that the phrase “Enriching our Community through the Arts” was well
liked by all. Commissioner Robinson moved that “Enriching Our Community
through the Arts” be the Vision statement. Commissioner Sandra Gill
seconded the motion. It was decided that the Mission statement being
used now be retained. Vote was called and motion passed unanimously.
11. Update on Commission website (P. McCarran/J. Bryant/A. DiNicola)
Since Commissioner McCarran was absent, Ms. DiNicola reported that they
have permission to put the Commissioners pictures on the website and
that Commissioner McCarran would be at the meeting to take pictures. The
City required a waiver to be signed by each Commissioner giving
permission to use their picture, phone, address and email numbers to be
published on the website. Commissioner Bryant asked for all the “bios”
to be submitted for the website as well. These had been requested at an
earlier meeting and forms for the waiver were passed out for the
Commissioner’s signature. Commissioner Bryant commented on the fact that
the webmaster had been on vacation and few changes or additions have
been made but more are to be completed soon.
12. Update on the financial issues regarding the art gallery reception
(P. Scherff/C. Bronzan)
Ms. Scherff explained that City policy states the Arts Commission cannot
reimburse the Art Society for the purchase of alcohol for these events
since the City cannot be involved in the purchase of alcohol. Discussion
of whether funds received from artists showing art in the gallery could
be used to purchase the alcohol for these receptions. Ms. Scherff said
only if a check was made out specifically to the Art Society, not to the
Art Commission. Further discussion and how it should be handled for
these special events and how it will be handled in the upcoming Day in
the Park. Ms. Scherff will research this subject further and bring
information back to the Commission.
13. Discussion of insurance coverage for art gallery reception
(P. Scherff/A. DiNicola)
Ms. Scherff said that the City is currently working with Risk Management
to lower the deductible on the insurance. The deductible at the present
time is at $5,000. She further stated that at each art show the
submitted art work needs to have an estimated value on the loan
agreement form. It was discussed whether or not the artist would carry
their own insurance and if a fund could be set up by the Arts Commission
to cover this deductible in case of a loss. Vice Mayor Beckstrand also
commented on the insurance laws and risk management decisions and how
changeable they are. Ms. Scherff said that this subject is being
researched and she’s trying to find another policy that might have a
lower deductible. Commissioner Guise liked the idea of starting a fund,
possibly with monies derived from artist’s fees to pay the deductible or
smaller expenses on losses at the art gallery should they occur. She
will also ask her friend, who works with the Blackhawk Art Gallery, how
they handle this at their facility and report back to the Commission.
14. Acceptance of Tamara Hill art show event guidelines (B. Weber/M.
Commissioner Hannigan said that the guidelines are pretty well
established unless there is a problem. Flyers, postage and postcards
have already been approved at a previous meeting of the Commission.
Information on the artist and the upcoming show in each Commissioner’s
15. 2003 Arts Recognition Awards letter (R. Beatty)
Commissioner Weber’s name had been submitted for this award and
Chairperson Beatty reported that the awards were given to a jazz
musician, a culture folk dancer, a playwright, a producer, director and
choreographer among those submitted. It was suggested that Commissioner
Weber’s name be submitted again next year.
16. Update on A Day in the Park (C. Robinson)
Commissioner Robinson said all is going very well and showed the glasses
and tee shirts that will be sold at the event. She also spent some time
explaining to new people on the Commission what the Day in the Park is
and how it came about. The Victorian theme is being used again on the
glasses, shirts, flyers, etc. She said the last volunteer meeting will
be held Wednesday, October 1st at 6:30 p.m. at Sweeney’s on the patio.
She reported a good turnout at the previous meeting, many returning from
last year. Downtown stores are decorating their stores following the
theme and awards will be given to volunteers, vendors and downtown
businesses for those best depicting the theme. She said costumes can be
rented at Encore in Pleasanton. The Mayor will be in costume as well as
the Police Chief. Banners are up and receiving good comments. Tri
Counties Bank has a booth for cotton candy and all receipts will go to
the Arts Commission. Parasols will be for sale at the high school and at
Oak Street Boutique. Commissioner Robinson said the volunteer booth will
be the first booth so that people know where to check in and the badges
are already made. Flyer for vendors has been sent to Eckerstrom
Productions. The reception for the vendors will be Friday, October 10th,
and will be for volunteers, vendors, Arts Commissioners and City
employees. It will be held at the Community Center at 7:30 p.m. Farmers
Daughter will be serving coffee and espresso in the morning Saturday and
Sunday for vendors and others wishing coffee. There will be a four page
glossy insert in the paper, will be available at the event and has gone
to other local communities.
Commissioner McCarran arrived at 8:20 p.m.
17. Update on Press Release Workshop in Danville (R. Beatty)
Chairperson Beatty attended the workshop and said it was good, useful
information. He had brought the printouts that were given to him at the
workshop to share with the Commissioners.
18. Discussion of Art Society Sponsorship (J. Trebino)
Commissioner Trebino did not have any information on this subject at
19. Update on Brighton Station Art project (B. Guise/J. Bryant/B. Weber/
Commissioner Guise and the subcommittee attended a meeting with the
developer, Western Pacific. She discussed her opinions of each of the
two displays (pictures of each were included in the Commissioner’s
packets). The one which represents a tree was the one she recommended.
Commissioner Guise said that the subcommittee had suggested that it be a
mister because of the heat, or a dew drip. This would make it a cooling
devise and represent the orchards formerly in the area. The sculpture
will be of bronze and steel. Those at the meeting liked this rendition
the best and would like to have a water feature associated with the
sculpture as Commissioner Guise suggested. The developers will come back
with their ideas to include a water feature with this project at a later
CITY COUNCIL UPDATE:
Vice Mayor Beckstrand had left so there was no report.
Vice Chairperson Trebino said that the Art Society would like to have a
booth at Day in the Park to give information and to sign up people who
might be interested in joining the Society. After some discussion,
Chairperson Beatty said he would check into this with Eckerstrom
Productions and secure a booth for the Art Society.
Commissioner Guise said there had been a lot of confusion with the
Chamber of Commerce as to the differences between the Art Society and
Arts Commission. This was explained to the Chamber of Commerce and they
Commissioner Hannigan reported that she will be moving and so they need
to find someone else who would commit to the gallery. She would be happy
to help anyone willing to take this on. Commissioner Trebino said the
person could be a curator and would not necessarily have to be an Arts
Commissioner. Commissioner Hannigan felt that at each show, at least one
of the Arts Commissioners should be involved.
Commissioner Bryant reminded the Commissioners again about the “bios”
and signing of the waiver.
Commissioner Guise discussed the idea of the four story 50’ high parking
garage across from the City Park and asked the Commissioners if they
were aware of this proposal. Commissioner McCarran voiced some
suggestions for a better site for this parking garage. Commissioner
Guise said the meeting with the City Council on this subject will be on
the last Tuesday in October at 5:30 p.m. and all who are interested
should plan to attend. This will be a public meeting with City Council,
Planning Commission and the Chamber of Commerce.
Ms. Scherff said the Winter/Spring Activities Guide must have all
articles in by October 20th. Ms. DiNicola has finished the articles on
the Art for Arts Sake and Gallery openings. She will add the Saturday
Gallery openings if this is approved. Ms. DiNicola passed around a
letter from Club One. The grand opening of the Club will be October
18th, from 9:00 a.m. to 6:00 p.m. and they asked if the Arts Commission
or Art Society would like to have a booth there. The Art Society may do
REQUEST FOR FUTURE AGENDA ITEMS:
Commissioner Robinson moved to adjourn the meeting at 8:20 p.m. Vice
Chairperson Trebino seconded the motion and motion carried unanimously.
Betty Jo Whincup