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ARTS COMMISSION
SPECIAL MEETING MINUTES
March 31, 2004 at 7:00 PM
Brentwood Technology Center
101 Sandcreek Road
Brentwood, CA 94513

CALL TO ORDER: Chairperson Joe Trebino called the meeting to order at 7:08 p.m.

PLEDGE OF ALLEGIANCE:

ROLL CALL: Commissioners present were: Ron Beatty, Jim Bryant, Saunie Fridley, Sandra Gill, Barbara Guise, Patrick McCarran, Helen Myers, Chris Robinson, and Chairperson Joe Trebino. Staff members present were Director of Parks and Recreation Craig Bronzan and Poldina Scherff, Recreation Services Manager. Dennis Beougher, City Attorney was also present as was Vice Mayor Annette Beckstrand.

CONSENT CALENDAR:
1. Approve the purchase of Surveillance Cameras for the Tech Center. (M. Merizon/P. Scherff)
2. Approve $300 towards the Week of the Young Child event.(J. Trebino)
3. Approve appointment of Public Art Committee Members. (J. Trebino).
Chairperson Trebino asked if anyone wanted to pull any of the items on the Consent Calendar. 
Commissioner Chris Robinson moved for the acceptance of the Consent Calendar, motion was seconded and motion carried unanimously.

OLD BUSINESS:
4. Consideration of proposal from Vineyards at Marsh Creek development toward satisfaction of the Public Art Ordinance. (C. Bronzan).
Director Bronzan reported that since the previous meeting the staff has had an opportunity to have conversations regarding the proposal from the Vineyards at Marsh Creek with the partners of the development. He said that they have had several discussions with Steve Beinke and Ron Nunn and complimented them on their willingness to listen and talk openly on the types of things that could be done to satisfy the Public Art Ordinance requirements on their development. He then passed out the proposal recommended from the staff perspective for the approval of the Arts Commission. He said that if they followed what would be normal project, and following the guidelines the project could be a five to seven year project. The money would then be paid per each building permit, and there would not be large sum of money immediately on first day of construction. Mr. Bronzan said that if they followed regular guidelines the liability for the developers from start to finish would be approximately 1.2 million dollars. He went through each item for the Commission as follows: 

A. Following the art ordinance guidelines, 4 tenths of 1% construction costs, 20% of this amount is an administration cost for administration of a city project. This has been in agreement that will be paid on all of the building permits, that is $240,000 that will be coming in permit by permit for the Arts Commission for administration.

B. The bridge that will go over Marsh Creek has been under discussion, which will be a very visible entry in the front of the Marsh house and a traditional bridge that would be put in without concerns about it being a first class bridge, is probably is the $500,000 to $700,000 range, but because the developers have wanted to make this a classic structure, it will cost them another $400,000 to $800,000, so this will be well over one million dollars. Director Bronzan said that what staff has negotiated, is that in addition to the bridge, the developers have put $75,000 on the table to work with the Art Commission, under their direction and approval, to add art to the bridge. This could be done in whatever capacity the Commission would decide. It could be lighting, decorations or a variety of things. Then, when the bridge would be completed, the Arts Commission would receive credit for the art elements on the bridge. 

C. An agreement that although do have to do three entrances into the developments, which normally would be in the $25,000 to $50,000 range, the developers have proposed to allow $75,000 each for these three entrances, which gives nearly one quarter of a million dollars to work with the Arts Commission to design these entries in an art work form. Director Bronzan felt this would be a long-term statement as a public art to the community. He feels this is a great opportunity for the Arts Commission.

D. The developers are still committed to the $20,000 per year for five years for the “Day in the Park”. 

E. There will also be a city park in the city square of the development similar to the City Park in Brentwood. They would normally do a signage at about $10,000 and they have suggested putting $50,000 for the Arts Commission to do an artistically crafted entry sign. This would in essence be a credit to the Arts Commission from the developers. 

F. The developers will donate the amphitheater to the City of Brentwood and will upfront the money to develop the amphitheater. At 15% of the three and one half million, this would amount to $525,000. This is shown as credit for the art ordinance.

G. The Senior Active Center is included in this and there are 128 executive single family lots. These will be large lot, upscale executive homes. The developer has agreed that for those homes, which will be built later in the development, that they will basically fee out the art fee, so that is not included in the upfront money. They will pay the 5/10ths of 1% on these homes and when it is paid it will go to the Arts Commission, at the Arts Commission’s discretion for use. This should amount to $350,000 to $400,000 depending on how many homes go up. The developers only request is that this money be invested back into the project. 

Director Bronzan says with all of these above offers the developer would exceed what would normally be collected from following the art ordinance guidelines. This gives the Arts Commission some pots of money and also when the project is completed, actual art work which will be credited to the Brentwood Arts Commission. 

Commissioner Guise questioned whether there is a need for the money for the Day in the Park. She felt the Commission needs a committee to look seriously at the Day in the Park because although they needed seed money previously, but feels that now money is coming and wants to know if the Commission is getting near self-supporting. She felt one or two years maximum and does not feel they should take it for five years. Discussion of this subject with Commissioners and developers on this subject. This would be for a major sponsorship for the developers. Considerable discussion on the various aspects of the proposal between on other items as well. 

Commissioners Bryant, Trebino, Gill, and McCarran spoke in favor of the motion. 

Chairperson Trebino called for the vote.

Motion to recommend to the City Attorney to memorialize this proposal from the Vineyards at Marsh Creek Development towards the satisfaction of the Public Art Ordinance by Commissioner Beatty. Motion seconded by Commissioner Robinson. Motion carried, vote 7-2.
Commissioners opposed to the motion were Guise and Fridley.

Developers Nunn and Beinke thanked the Commissioners for their holding the special meeting and quick response to their request.

CITIZEN COMMENTS: None

COMMISSIONER COMMENTS:
Commissioner Guise again said she feels they need to look more closely at what is needed for sponsorships for the Day in the Park. She feels there is already seed money coming in for the event. Chairperson Trebino feels they don’t need to look for others, but feels this is very helpful and kept the Day in the Park from losing money last year. 

Commissioner Beatty reminded the Commissioners of the Art for Art’s Sake. Commissioner Robinson asked if he has flyers out and said she would be happy to distribute in the down town area. Commissioner Beatty will give her the paperwork to sign up the downtown merchants.
Commissioner Beatty also said he does need help for this event.

STAFF COMMENTS:
Director Bronzan reported that in the absence of Ms. DiNicola who is no longer with the department, Ms. Scherff will make sure all staff and Commissioner requirements are taken care of. He also said that they are moving ahead with interviews for the Arts Manager and they have some very excellent candidates, it is now narrowed down to four applicants. Chairperson Trebino and Commissioner Bryant will participate in the next interviews of these applicants. He hopes to have the Arts Manager in the office by May. 

Vice Mayor Beckstrand commented that the Commission is “on a roll” getting their feet off the ground and learning the process well. 

ADJOURNMENT: Chairperson Trebino adjourned the meeting at 7:47 p.m.

Respectfully submitted by,

Betty Jo Whincup (Minutes recorded by Lisa Smith)
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