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ARTS COMMISSION
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:

ROLL CALL:
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 McCarran.

Staff members present were Poldina Scherff, Recreation Services Manager; Angela DiNicola, Administrative Assistant; and Vice Mayor Annette Beckstrand.

PRESENTATION:
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.

CONSENT CALENDAR:
1. Approval of minutes of regular meeting of August 27, 2003.
2. Accept agenda and minutes from Arts and Culture Comm. of Contra Costa County
(A. DiNicola).
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 unanimously.

Commissioner Sandra Gill arrived at 7:10 PM.

OLD BUSINESS:
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. Trebino)
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. Hannigan/B.Weber)
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. Melloni
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. Hannigan)
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 packets.

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.

NEW BUSINESS:
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 this time.

19. Update on Brighton Station Art project (B. Guise/J. Bryant/B. Weber/
M. Hannigan)
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 date.

CITY COUNCIL UPDATE:
Vice Mayor Beckstrand had left so there was no report.

CITIZENS COMMENTS:
None

COMMISSIONER COMMENTS:
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 understood.

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.

STAFF COMMENTS:
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 this.

REQUEST FOR FUTURE AGENDA ITEMS:
None.

ADJOURNMENT:
Commissioner Robinson moved to adjourn the meeting at 8:20 p.m. Vice Chairperson Trebino seconded the motion and motion carried unanimously.

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