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January 29, 2004 at 7:00 p.m.
Brentwood Business & Technology Center
101 Sand Creek Road, B
Brentwood, Ca 94513

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

PLEDGE OF ALLEGIANCE: All stood for the Pledge of Allegiance.

ROLL CALL: Commissioners present were as follows: Chairperson Joe Trebino, Vice Chairperson Jim Bryant, Ron Beatty, Helen Myers, Chris Robinson, William Weber, and Sandra Gill. Commissioners Clayton Woolley, Patrick McCarran, Saunie Fridley and Barbara Guise were absent.

Staff persons present were Poldina Scherff, Recreation Services Manager; Angela DiNicola, Administrative Assistant; and Vice Mayor Annette Beckstrand, liaison to the Arts Commission.


AGENDA REVIEW: Chairperson Trebino requested to pull Item 11. Commissioner Ron Beatty moved to pull Item 11 from the agenda. Motion was seconded by Commissioner Chris Robinson and carried unanimously.

Citizen Kermit Sveen of Summerset introduced himself and said he appreciated what the Commission has been doing and asked if there were any plans for introducing performing arts to the community. Chairperson Trebino responded that there is and one item on the agenda addresses this which is bringing a Shakespeare production to the area this spring. Mr. Sveen said he had a particular interest in choral arts and was hoping that there was some way to do an annual Messiah sing-a-long. Chairperson Trebino suggested that he present his ideas to the Commission and they would discuss it. Vice Mayor Beckstrand suggested talking with some of the members of the Ministerial Association in the community. She said there were churches in the area which have outstanding choir programs. Chairperson Trebino suggested that Mr. Sveen get in touch with Ms. DiNicola and she would put him on the agenda if he has something he wishes to present to the Commission.

1. Approval of minutes of regular meeting of November 19, 2003.
2. Accept monthly budget report (P. Scherff/T. Clark).
3. Approval of the December and January Arts and Culture Commission of Contra Costa County Minutes (A. DiNicola).
4. Approval of cost of labels for books at Barnes and Nobles (C. Robinson).
5. Approval of additional cost for City Wide Read books (A. DiNicola)
Commissioner Ron Beatty moved to approve the Consent Calendar, motion seconded by Commissioner Robinson, motion carried unanimously.

6. Report on the insurance coverage for Art (P. Scherff)
Ms. Scherff summarized the issue stating that the City covers all of the art work that is in this building. There were different options the Commission was considering such as setting aside money if claims were greater than the deductible. This has not been decided yet. She said they do have a substantial budget if they suffered a larger claim. She further stated that every “show” they have in the building is handled on a case-by-case basis since each show is different in the types of shows and values of art work. The value of the show is given by Ms. DiNicola to Risk Management at which time they make the assessment and decide if an additional policy would need to be procured or if it would be covered under the existing policy. Commissioner Weber questioned the theoretical idea of a painting or art work from someone like the upcoming artist Stanley Mouse and questioned what would happen if one of his works were stolen or destroyed. Would they only give a lesser amount that the artist had declared, and if so, what would be the artist’s recourse? Chairperson Trebino said it would be valued on the basis of what the artist’s paintings had sold for in the past and use that value for a measure of worth. Ms. Scherff reminded the Commission that this is a public building displaying original art work and special precautions need to be taken. Commissioner Weber has built a showcase that will be locked and bolted to the building for display of original pieces. Ms. Scherff urged the Commission to obtain values from the presentation artist in advance of the show so they can be turned into Risk Management to determine if additional insurance needs to be provided. Commissioner Weber will get this information for the upcoming show.

7. Approval of changes made to the Arts Commission Committee matrix (A. DiNicola)
Ms. DiNicola presented the 2004 Art Commission Committees for approval. She noted that page two as presented, was the part to be removed. Commissioner Bryant asked about the Art Commission Logo Research Committee which he felt was no longer needed. Others agreed to eliminate this Committee. Also Vice Mayor Beckstrand recommended former Commissioner Alice Kamers and Mary Hannigan be removed from this list of committees. She suggested those such as Jan Melloni should be listed in a different category such as an Ad Hoc Committee but not on the official matrix of committees. These should be listed as committee members not as Commissioners. There was some discussion on this issue. Vice Mayor Beckstrand suggested the use of a footnote to the list of committees and members, saying “Commissioners unless otherwise noted”. This was agreed to by all of the Commissioners.

8. Discussion of the Shakespeare Festival (J. Melloni)
Ms. Melloni passed out a copy of an email she received regarding details of the upcoming festival and the need to firm up dates which are agreeable to the company. It also gave specifics as to the Commission’s responsibility for publicity and the payment schedule. Other events that could conflict and dates were discussed. The current committee consists of Ms. Melloni and Commissioner Gill. Ms. Melloni said she felt this committee needs to be expanded to include other Commissioners to assist on publicity and other issues that could arise. The company will be responsible for all costumes and will handle all props and staging with the Commission providing the facility only. The PAC building at Liberty High School will be used and reserved when the dates are decided upon. Ms. Scherff will check out the dates of availability for this facility. Commissioner Robinson asked if the billboard at the Liberty High School could be used for advertising this event and Ms. Melloni said she has approval to it. The dates of March 20-21 and March 27-28 have been suggested. After more discussion of dates, Chairperson Trebino suggested a committee be formed to do the research and work with Ms. Melloni on this event. Commissioner Robinson volunteered to work on advertising and flyers, etc. Commissioner Robinson suggested using banners they already have and adding the Shakespeare Festival and dates. Commissioner Weber suggested postcards. The amount of $10,000 has already been allocated by the Commission for this event. The extra would only be advertising costs added to that amount.

Commissioner Robinson moved to approve up to $2,000 for advertising out of the $80,000 fund in the budget, Commissioner Beatty seconded the motion - this motion conditioned on Ms Scherff checking into the budget to make sure these funds are available for this use. Motion carried unanimously.

The subcommittee will consist of Commissioners Myers and Robinson, along with Ms. Scherff, Ms. Melloni and Brentwood citizen, Kevin Sveen. Vice Mayor Beckstrand will serve as liaison and work with committee when available.
Commissioner McCarran arrived at 7:30 p.m.

9. Refresher on Purchasing Policies (P. Scherff)
Ms. Scherff presented the expenditures that have been approved to date by the Commission. She also reviewed the purchasing policies of the City as it relates to the Arts Commission. She reported they have been doing a good job of adhering to these policies. She also reviewed the budget and requested that the Commissioners continue to observe the bottom line of the budget. She felt the Commission is currently doing well on the budget but was concerned about an amount of $9,680.65 which was encumbered and will find out the reason for its encumbrance. She asked if anyone was aware what the amount was for. She’ll check into this and will report to the Commission at the next meeting. She mentioned the bidding process is going well and requested that staff be informed ahead of time on requests so they know what’s involved and the reason for the requests. She asked if there were any questions. Chairperson Trebino and others felt the budget was difficult to understand.

10. Discussion of Arts Commission Tour of Brentwood (P. Scherff)
This tour was requested by the Commissioners. Commissioner Robinson felt that since Brentwood has changed considerably in the past year since the last tour, it would be helpful to look at the new parks and additions. Time for the tour was discussed by Commissioners and it was decided that a Saturday would be the best day of the week. Ms. Scherff said she could provide the PAL van. February 21st at 9:00 a.m. was decided on to meet in front of the Brentwood Business and Technology Center. Chairperson Trebino will provide donuts and water. Ms. Scherff will put together the tour schedule.

Commissioner Robinson moved that the tour be held on February 21, 2004, starting at the Business and Technology Center at 9:00 a.m. Motion seconded by Commissioner Bryant, motion carried unanimously.

11. Review of the bids received for the Farmer Statue (B. Weber)
This item was pulled.

12. Report on the Stanley Mouse Art opening (M. Hannigan/B.Weber)
Commissioner Weber said that he has 14 images at home for display and passed around the postcards for distribution throughout the community. There are 5,000 of these for advertising the show. He also had large posters made to display in windows of merchants advertising the show and has written an article for 110 Degree Magazine that will be coming out in February. The frames needed for Stanley’s pictures have been purchased. Commissioner Weber said the art work will be hung next weekend in the gallery and everything will be ready to go. Chairperson Trebino asked if Commissioner Robinson had arranged for the wine to be served at the reception and she affirmed she had. It will be donated by the Rosenblum Winery who will also do the pouring. Glasses will be provided by those that are in storage left over from Day in the Park.

Commissioner Robinson asked Commissioner Weber when the next date for the gallery reception would be so that she can be prepared to provide the wine. After some discussion, it was decided to hold the August gallery reception on August 3, 2004. This show will open on August 2, 2004.

13. Discussion of Saturday Art Gallery openings and the schedule for the volunteers (P. Scherff/A. DiNicola)
Commissioner Fridley volunteered at the January 10th gallery opening from 1:00 to 5:00 p.m. Very few people showed up to view the gallery. The Commissioners felt the event needs further advertising. A sign-up sheet for volunteers was passed out by Ms. DiNicola. The time could be split if a volunteer couldn’t work a 4 hour shift. Advertising with the newspapers on Fridays prior to the events was discussed. Ms. Scherff commented that the building is a public building and business people will be working on Saturdays so all volunteers will need to know where the light switches are along with other housekeeping rules. Commissioners asked for a list of the requirements for the volunteers and a check off so that the building would be opened and closed properly. Ms. Scherff and Ms. DiNicola will prepare this for them including rules and map of facilities.

14.Discussion on participating in the Week of the Young Child event (A. DiNicola)
Ms. DiNicola reported the organizer of Week of the Young Child had called the office to ask if the Commission would be interested in participating. The group is looking for people who could work with the children in a “hands on” fashion with these young children such as painting, watercolor, clay art, etc. The event will be held outdoors at the Brentwood City Park on Saturday, April 17, 2004. People who would be qualified to help in this event were discussed with suggestions from Vice Mayor Beckstrand and Commissioner Weber. Chairperson Trebino suggested the Commission buy the supplies to assist in the event. This item will be on the agenda for the February meeting.

15. Report on the Public Art Committee meetings (R. Beatty)
Chairperson Trebino said that prior to hearing from Commissioner Beatty he wanted to compliment him for the all the work he did to put the ordinance together and feels that the City owes a huge debt of gratitude to him and that the art work will greatly enhance the City. Commissioner Beatty reported that the committee met in Director Bronzan’s office and feels their well on their way to provide art projects throughout the City. Commissioner Weber reported that he is considering having an art show the beginning of 2005 with a number of sculpture artists he is acquainted with in the community. Chairperson Trebino asked if anyone would like to serve on this committee to let him know as money is starting to come into the fund from the developers. All Commissioners were urged to read the report. Commissioner Gill asked if this could be developed into a visual flow chart. Ms. Scherff commented that Craig Bronzan, has put this into a Power Point presentation. Commissioner McCarran and Commissioner Gill described what the flow chart would consist of and felt it would be a very good idea. Ms. Scherff, Recreation Services Manager will discuss this with Director Bronzan and have something prepared for the February meeting.

16. Discussion and review of the 2004 Art Show schedule for the Activities Guide (P. Scherff/A. DiNicola)
Ms. Scherff said she is requesting this information for the summer Activities Guide which covers June, July, August, and September. She wants to be able to include all of the Art Commission’s events for this period and will need the information including art gallery shows and other events. The decision as to when the opening will be for the Children’s art show was discussed and will be Tuesday, May 4, 2004. Art for Art’s Sake will be held May 1, 2004 which is already in the current Activities Guide. The guest artist at the May 4th gallery reception will be Joe Cleary. All of the summer concerts will be in the guide along with these events and those of the Arts Society . The Arts Society dinner will be August 28, 2004. A site has not yet been determined. Other advertising will be handled for these events along with a banner for the Art for Art’s Sake.

17. Discussion of purchasing and printing horses for display and auction (R. Beatty)
Commissioner Beatty referred to a project done in the past by the City of Chicago and the City of Ocala, Florida. The City of Ocala bought 50 horses and hired artists for a sum of $16,000 to paint the horses. They were later sold at auction for $840,000. He also passed pictures around of painted alligators Miami had placed all over the city. Commissioner Beatty would like the Commission to consider a project like this and use horses, which would cost about $1500 each. He suggested working with the Chamber of Commerce and other agencies for this project. There was some discussion of the project and similar projects in other cities. Commissioner Bryant suggested some research be done. Vice Mayor Beckstrand recommended a presentation be made to the Chamber of Commerce and each business be surveyed. She also suggested talking to the Community Development Department to make sure this could be a viable project in the City. After further discussion Chairperson Trebino asked for a subcommittee to work with Commissioner Beatty. Commissioners Robinson, Bryant and McCarran will work with Commissioner Beatty on this project.

CITY COUNCIL UPDATE: Vice Mayor Beckstrand had no further information.

CITIZENS COMMENTS: Kermit Sveen reported there will be a Volunteers Fair in Summerset, April 24, 2004 from 10:00 to 2:00 p.m. and if the Commission would like to be represented at the fair they would be happy to reserve space. He asked the Commission to consider this event and will send an invitation with the information to Ms. DiNicola.

Steve Kinsella, who is a professional entertainer and director of stage type settings, recently moved to Brentwood and is interested in starting theater companies as he’s been requested to do in other cities as well. He is currently appearing in television productions and has student actors all over the Bay Area including Lafayette, Walnut Creek, and many other areas. He gave his phone number and his email address to the Commission. He discussed his background, experience and his plans for the future. Some of his plans are to have classes for theater; three show series (two for adults and one for teens) and on-camera training in everything but dance performance. He and his wife (a Christian recording artist) are happy to be in the community. Mr. Kinsella will probably be contacting some Commissioners in the future and said he would be happy to answer any questions. Vice Mayor Beckstrand mentioned events coming up featuring the Liberty High School actors and choir.

COMMISSIONER COMMENTS: Commissioner Beatty gave the Commission his new cell phone number and reminded everyone he would be gone the month of February.
Commissioner Robinson said the dates of the Day in the Park are October 9 and 10, with the VIP night October 8, 2004. She asked all Commissioners to be aware of the dates and reserve the time to help with the event.
Chairperson Trebino said the Arts Society is having a Spring Arts and Craft Fair on March 6, 2004, and are looking for local artists to be in this event and to call him, Jan Melloni or Commissioner Beatty if they know of anyone. The art show will be from 9:00 a.m. to 4:00 p.m. No place has been designated as yet.

STAFF COMMENTS: Ms. Scherff reported that the Arts Manager position is being advertised and passed out a brochure describing the position. Arts Commissioner reappointment took place at the City Council meeting the previous night and the following Commissioners were re-appointed: Helen Myers, Chris Robinson, Joe Trebino, and Barbara Guise. These Commissioners will need to go before City Council next month to accept their appointments. She mentioned several of the Arts Commissioners have resigned or have left the Commission. Usually when this happens in other Commissions, the outgoing Commissioners are presented with a plaque or certificate. She asked the Commission to consider this. This will be put on the agenda for the February meeting.

Ms. DiNicola passed out some printed material on the Discovery Art League and asked if the Commissioners would like her put them on the mailing list to receive the newsletter. They expressed a desire to have this as an attachment to their monthly packet or to receive it by email.

Horse statues
Certificates or Plaques
Young child art fair

ADJOURNMENT: Chairperson Trebino adjourned the meeting at 8:50 p.m.

City of Brentwood Arts Commission
35 Oak Street,
Brentwood, CA 94513
(925) 516-5444
Fax (925) 516-5445