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ARTS COMMISSION
REGULAR MEETING MINUTES
April 28, 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 7:02 p.m.

PLEDGE OF ALLEGIANCE: All stood for the Pledge of Allegiance

ROLL CALL: Commissioners were present as follows: Ron Beatty, Jim Bryant, Sandra Gill, Barbara Guise, Helen Myers, Chris Robinson, and Chairperson Joe Trebino. Commissioners absent at roll call were Saunie Fridley, Kermit Sveen, and Patrick McCarran. It was noted that Saunie Fridley, Kermit Sveen and Annette Beckstrand were all out of town. Staff members present were Director of Parks and Recreation Craig Bronzan and Poldina Scherff, Recreation Services Manager. Bill Weber, Art Gallery Curator was also present. Vice Mayor Annette Beckstrand, liaison to the Arts Commission was absent.

PRESENTATION:
Update on Summer Concert Series. (T. Burt)
This presentation postponed until next meeting since Mr. Burt was not present.

AGENDA REVIEW: No changes.

CITIZEN COMMENTS:
Citizen commented that she was present to observe as a part of her course in Political Science.

CONSENT CALENDAR:
1. Approve minutes of regular meeting of March 24, 2004.
2. Approve minutes of special meeting of March 31, 2004.
3. Accept updated Arts Commission roster. (P. Scherff).
4. Accept monthly budget report and motions for purchases (P. Scherff/T. Clark)
5. Accept letter from Friends of the Library re: City-Wide Read. (J. Trebino).
6. Accept 2004 Arts Commission Committee Matrix (P. Scherff).
7. Approve recommendation to City Council for the appointment of Richard Koscher and Deena Foley to the Arts Commission. (J. Trebino).
8. Approve appointment of Thomas Wernholm and Richard Myers to the Public Art Committee.
9. Approve recommendation of Brighton Station Subcommittee for artwork by Dan Dykes for the Brighton Station development by Discovery Builders

Chairperson Trebino requested pulling items 7 and 9 from the Consent Calendar. Commissioner Beatty moved to pull these two items from the Consent Calendar, and Commissioner Robinson seconded the motion. Motion carried unanimously.

Chairperson Trebino moved all in favor of approving items 1, 2, 3, 4, 5, 6, and 8 of the Consent Calendar. Motion carried.

Chairperson Trebino then said he wished to pull Item 7, since although both Deena Foley and Richard Koscher have been interviewed by himself and Commissioner Bryant and they do recommend them, he felt that if anyone else had questions, he wanted to give them this opportunity to bring them up. Ms. Foley was in attendance as a guest. Commissioner Robinson said she felt Mr. Koscher would be a great candidate, she did not know Ms. Foley. Résumés of both were in the agenda packets. Commissioner Beatty made a motion to approve Item 7. Motion seconded by Commissioner Gill and motion carried unanimously.

Chairperson then said the reason he pulled Item 9 was to see if any of the Commissioners would like to comment on this item or would have any questions. Commissioner Guise said she has served on the committee for the Brighton Station art work by the Discovery Builders. She said they had requested a water element and the design has incorporated the water element to the tree design. A pictorial design was enclosed with each agenda packet and discussed with Commissioner Guise and Commissioner Bryant. She felt is will be very attractive and a great addition to art in the city. She said the developers had done everything requested of them by the committee. Director Bronzan commented that this is not a part of the Public Art Ordinance as this was planned prior to that ordinance being passed. The Arts Commission will get credit for this art work in the community. Commissioner Robinson moved the approval of Item 9. Motion seconded by Chairperson Trebino and motion carried unanimously.

OLD BUSINESS:
10. Update on Student Art Show.
Curator Bill Weber reported on the upcoming show and called on Commissioner Beatty for updated information on the show. Commissioner Beatty said that there will be about 180 pieces of art work that will be hung in the gallery for this show. They will be hanging the art starting Thursday, April 29 and the reception for the show will be Tuesday, May 4th. He said there are still some other pieces of art work that may be coming in and may still be working on framing and hanging through Friday, April 30. Commissioner Beatty said that Mary Black will send out invitations to all whose productions have been picked. Target and Mervyns will be present, as well as Walgreens, who will participate in supporting the show. He recommended that a fountain be rented for the punch that will be served and also make arrangements to purchase cookies. No wine will be served at this function since it is focusing on students. There will be judging for awards, first, second, and third place, and also Target will present three other People’s Choice award. These awards will also be for first, second and third place and will be a cash award. The Brentwood Press has been invited. Commissioner Gill reported on a meeting with the school and parents last Friday and said all the families and teachers are very excited about the event. She also reported that some other artwork that will not be represented in the students art show will be offered to the Art for Art’s Sake show in downtown Brentwood. Commissioner Guise asked about the posters, Chairperson Trebino said they are up. Commissioner Guise has not received hers for her business. Curator Weber said he had given them to Jan Melloni and she will get them to Commissioners Guise and Myers. Poldina Scherff will be responsible for getting the fountain for the reception. Discussion of the cash awards and how much will be required for these awards. There will be six cash awards, three Peoples Awards will be $25 each and three in the amounts of $100, $75, and $50 each. This is a total of $300 in cash to be awarded at the reception. There will have to be ribbons printed up for each award. Poldina Scherff will take care of providing these for the reception. Commissioner Guise moved the approval of the amounts of these cash awards. Commissioner Robinson seconded the motion. Discussion of where the money would be drawn from in the budget. Director Bronzan suggested the Arts Society issue the checks and they would then be reimbursed by the Arts Commission after the event. Discussion of whether Target was providing money for the cash prizes awarded and judged by their representatives. It was determined that they were not - they would only be handling the judging of the awards. 

Curator Weber then said they still have a number of Frank Lloyd Wright prints and Diego Rivera prints that were to be a gift to the schools. He wondered if this would be an appropriate time to make this presentation. Chairperson Trebino thought this a good idea and said the Curator could then present the prints and he would present the awards. Discussion of which schools the prints would be awarded to, and suggestion that since Mary Black would be there, they should be awarded to her for the middle schools and any others. Director Bronzan suggested all should be informed that the City Council has a very important community meeting that night and therefore will not be able to attend the reception. Suggestion of what to serve, suggested white punch or soda and at least 24 dozen cookies. Someone should serve the punch and will need paper cups, Poldina Scherff volunteered to serve as did Commissioner Gill. 

Poldina Scherff, Recreation Services Manager then reported that there was a broken piece of art, (glass) that was delivered and was reglassed. She requested a motion to cover the cost of this reglassing and framing. Commissioner Robinson moved the approval of the $84.00 cost of replacing the glass for the picture. Commissioner Beatty seconded the motion, motion carried unanimously. 

11. Update on Art for Art’s Sake. (S. Gill)
Commissioner Gill deferred to Commissioner Beatty. So far about 16 artists have signed up and others are planning to participate. This is more than last year. He requested help in setting up the displays. There will be a table for the Arts Society and he will be at that table also to accept anyone coming in late. He still does not have a band and is hoping to get one for the event. He said they have a lot of people coming in from out of town, as far away as Pleasanton and other places. He has called all and given them directions. Commissioner Beatty sent out emails through an organization he works with on public relations. Ms. Scherff also sent she sent applications out also. Commissioner Guise said that she has 15 merchants participating in the raffle. She is getting the boxes ready, and will be picking up the raffle tickets on Thursday, April 29, 2004. Discussion on selling tickets in advance if possible. Commissioner Guise will deliver tickets to Chairperson Trebino and Commissioner Myers.

12. Update on Day in the Park. (C. Robinson)
Commissioner Robinson said there is no update at this time on the Day in the Park. She said they are waiting until after the meeting next Tuesday to negotiate the contract, so suggested this item be put on the agenda for May. She said she will need lots of volunteers when the time comes.

13. Update on Farmer Statue. (C. Bronzan)
This item pulled until later in the agenda as Director Bronzan was out of the meeting temporarily.

14. Discussion of the San Francisco Shakespeare Festival. (P. Scherff)
Ms. Scherff, said that the event was well attended by the Commissioners and asked if any of the Commissioners would like to make any comments. Commissioner Robinson said she felt it went very well, especially for first time event and also the fact that it was Shakespeare, which not all people are interested in, as much as possibly something more contemporary. She said there were approximately 100 to 125 at each showing. The actors were excellent and fact that two actors had local connections. She hopes next time possibly a more universal type of production. Other comments from Commissioners were also very positive. Some felt it was important to publicize the fact that the play was sponsored by the Arts Commission, and actors were professionals. Commissioner Gill felt maybe some kind of charge, possibly only $5 to bring about a sense of commitment to attending. This could be used as donation for a scholarship of some type. 

NEW BUSINESS:
15. Discussion of stipend for Arts Curator. (J. Bryant)
Commissioner Bryant said he wished to make a suggestion to the Commission regarding the position of Curator of the Art Gallery. He said this is a result of the evolutionary process that the Commission is going through and will continue to go through and is related to people who are volunteers in positions where in other places they are paid positions, rather than volunteers. He was primarily referring to the Curator for the art shows. He said that the professional contributions, time and expenditure of own personal income all are tied to what the Curator does currently a volunteer. He felt it is time for the Curator to be a paid position, in a sense that the payment is recognized and the professional effort which is involved in the position. He is not recommending a full salary, but a stipend. This would not be personalized, but for whoever held the position of Curator. Commissioner Bryant then moved that the Curator of the Brentwood Arts Commission receive a stipend of $250 per art show (maximum of four shows annually) in recognition of the time commitment and professional contribution of the curator.

Motion number two would be to move that Bill Weber continue as Curator for the Brentwood Arts Commission art shows (maximum of 4 annual shows) and will serve at the desecration of the Commission. There was then some discussion of the motions. Commissioner Guise felt there should be an addition to motion number one, since they may want to change the money value, and that there be a review every year of the stipend and position. Chairperson Trebino asked how this would be funded in the budget. Director Bronzan said there would have to be a special services agreement drawn up to cover this expense. The budget begins March of each year, and could then have the first annual review on March of 2005. Commissioner Bryant accepted the addendum added to his first motion as follows: . . “and that the position and stipend be reviewed annually by the Arts Commission beginning March 2005”. Motion carried unanimously.

The second motion had previously been voted on that Bill Weber would continue as Curator, and the second motion was then withdrawn by Commissioner Bryant.

16. Discussion of purchasing art display cases for the Art Gallery. (J. Bryant/B. Guise)
Commissioner Guise said it has been brought to her attention by Curator Weber that there are 4 art display cases that can be purchased for $150 each. She said these types of display cases are normally very expensive, so she feels this is a real bargain at the price of $150. She recommended making the purchase. Commissioner Guise then moved that the Arts Commission purchase four art display cases at $150 each. Commissioner Bryant seconded the motion. Chairperson Trebino called for the discussion as to where the funds would come from for the purchase. Director Bronzan and Poldina Scherff suggested taking the funds from the Special Services Fund and that this should be a part of the motion. Commissioner Guise then amended her motion to say that purchase price should be paid out of the Special Services Fund.

Commissioner Bryant agreed to this amendment. Ms. Scherff then asked where the cases would be stored. She said she can look into extra storage. Commissioner Guise suggested keeping them in the gallery most of the time and when not in use for art display to show City of Brentwood awards and other types of City memorabilia. The Arts Manager could be in charge of the use of the display cases. Chairperson Trebino called for the vote. Motion carried unanimously.

13. Update on Farmer Statue (C. Bronzan)
Director Bronzan said that he and Ms. Scherff have discussed the Farmer Statue with Curator Weber and the fact that the issue should be moved forward at this time. However, they do also need a Professional Services Agreement for payment of this art work. There are other decisions to be made and he felt it was not appropriate for he and Ms. Scherff to make these decisions. He said they need to discuss landscaping and other issues. He would like to have some Commissioners to meet with him and staff on these issues. The original subcommittee that worked on the statue consisting of Commissioners Guise, Robinson, Trebino and Myers were then suggested to meet with the staff and finalize the agreement, spelling out what duties and responsibilities of the artist and Commission and then taking the proposal to the City Council. This would involve dedication, flyers, location etc. This will be brought back to the next meeting.

CITY COUNCIL UPDATE: Vice Mayor Beckstrand was not present.

CITIZEN COMMENTS:
A citizen questioned which grades are participating in the art show. All grades Kindergarten through 12th grade. She also asked which school would receive the prints. Commissioner Gill said the Diego Rivera prints would go to Edna Hill and Bristow Middle Schools since that era is part of their curriculum. Curator Weber asked how many schools there are all together, and Commissioner Gill said there are eight schools. Since there are eight prints, all of the schools would receive one.

COMMISSIONER COMMENTS:
Commissioner Beatty said he feels there is a lot going on this weekend and needs all the volunteer help they can get for both the Art for Art’s Sake and the hanging of art and preparation for the Student Art Show. He also said that the Discovery Art group asked if they could sell raffle tickets at the reception for the Student Art Show. They are putting together a basket for an arts scholarship. He said they have been very helpful with the gallery shows. All agreed this would be okay.

Commissioner Bryant acknowledged passing of the stipend for the Curator, he thinks this is very important, and thanked everyone.

Commissioner Guise announced that June 8, 2004 at 2 to 3 p.m. in the Brentwood Library, there will be a book signing of a new and exciting author. The book has received rave reviews from Publisher’s Weekly, as well as sponsorships from several other authors. The title of the book is “Dark to Mortal Eyes” and is authored by Eric Wilson (Commissioner Guise’s oldest grandson). He has other books coming out soon. Webpage is wilsonwriter.com.

Commissioner Beatty said he will be doing a reading at the Friends of the Library meeting Saturday, May 15 between 2 and 4 p.m. The reading will be on Beatty’s Irish Tales.

STAFF COMMENTS:
Poldina Scherff read the Commissioners items they have received in the mail, various invitations to art events and left the information on the table for Commissioners who are interested. 

Commissioner Guise asked about the Summer Concert Series. Ms. Scherff noted that they are printed on the inside cover of the new Activities Guide. 

Commissioner Robinson thanked Ms. Scherff for the ad in the Activities Guide for the Day in the Park.

Director Bronzan said they hope to have the finalist for the position of Arts Manger by the end of next week.

REQUEST FOR FUTURE AGENDA ITEMS:
Commissioner Beatty asked that they look at statuary items beyond the Farmer Statue. Commissioner Robinson suggested utilizing the notes she made when the Commissioners went on the tour of the parks. She will bring that to the next meeting.

ADJOURNMENT:
Chairperson Trebino adjourned the meeting at 8.01 p.m.

Respectfully submitted by,

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