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ARTS COMMISSION
REGULAR MEETING MINUTES
July 28, 2004 at 7:00 p.m.
Brentwood Technology Center
101 Sandcreek Road
Brentwood, CA 94513

CALL TO ORDER: Chairperson Joe Trebino called the meeting to order at 7:03 p.m.

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

ROLL CALL:
Chairperson Joe Trebino asked for the roll call. Those present were as follows: Commissioners Ron Beatty, Jim Bryant, Sandra Gill, Helen Myers, Deena Foley, Doreen Forlow, Richard Koscher, Greg Ruiz and Kermit Sveen.  Commissioners absent were Patrick McCarran, Saunie Fridley, Barbara Guise, and Chris Robinson.  
Other Staff members present were Rebekah Burr-Siegel, Arts Services Manager; Poldina Scherff, Recreation Services Manager; Tina Clark, Accountant II; and Bill Weber, Art Gallery Curator. Also present was Vice Mayor Annette Beckstrand.

PRESENTATION:
A. Introduction of new Commissioners Greg Ruiz and Doreen Forlow. Both new Commissioners were introduced by Chairperson Joe Trebino.
B. Introduction of new Arts Services Manager, Rebekah Burr-Siegel. Ms. Burr-Siegel had already met many of the Commissioners, but was introduced to all by Chairperson Trebino. All of the Commissioners greeted her warmly. 

Commissioner Barbara Guise arrived at 7:08 p.m.

AGENDA REVIEW: Commissioner Kermit Sveen asked for Item number10 title to be changed to “Report of Performing Arts Committee”. This was done. 

CITIZEN COMMENTS: There were no citizen comments. Art Gallery Curator commented that the artist Bill Carmel was present and was on the agenda later in the meeting. 

CONSENT CALENDAR:
1. Approve minutes of regular meeting of June 23, 2004.
2. Accept monthly budget report and motions for purchases (P. Scherff/T. Clark)
Commissioner Jim Bryant requested that Item 2 on the Consent Calendar be pulled until after Items 3 and 4 have been discussed. Motion to pull Item 2 moved by Commissioner Bryant and seconded by Commissioner Beatty, motion carried unanimously. 

Commissioner Bryant moved the approval of the minutes of the June meeting, motion seconded by Commissioner Beatty and motion carried unanimously.

OLD BUSINESS:
3. Report on 2003/2004 Final Arts Commission budget. (T. Clark/P. Scherff)
Tina Clark, Accountant II reported that she was present to answer any questions of the budgets for 2003/2004 and also 2004/2005 which were included in all Commissioners packets. She said that there was an error on budget 2004/2005 on the second page. At the place where it states estimated revenue, it should state expense. She then went through the 2003/2004 a page at a time with the Commissioners. She explained how the budget is prepared two years in advance and the carry forward cash balance is different from what was budgeted, therefore if the Commission wishes to utilize these funds they need to go to the City Council and amend the budget. The funds belong to the Arts Commission. However, in order to spend the money they need to ask City Council to amend the current budget for 2004/2005. Annette Beckstrand explained that City Council has already approved the budget for 2004/2005, but will need to amend that budget to bring in these funds. This is then rolled over to the 2004/2005 budget. The amount is the $116,109.35 and some of the funds are also dedicated to specific activities. There was considerable discussion on this with Commissioners Guise, Ms. Scherff and Ms. Clark. Ms. Clark also reported that there are separate spreadsheets included that show the distribution of the funds. There was more discussion with Commissioners and Ms. Clark regarding and clarifying the budget as presented. She explained the Arts Commission fund is Fund 521 and is like the Arts Commission bank account, and all reserves are included in this account. There was discussion of how else the budget could be presented on a monthly basis that would more easily understood by the Commissioners, so they would know what is available for them for various activities. 

Commissioners Guise asked when the status changed from a part-time Administrative Assistant shared with the City to the full-time Arts Manager position. Chairperson Trebino explained that changed with the Art Ordinance whereby 20 percent is set aside for an Arts Manager. 

4. Overview and update of 2004/2005 Arts Commission budget information and worksheets (T. Clark/P. Scherff)
Ms. Clark then continued explaining the budget to the Commissioners. Commissioners Bryant and Gill had questions regarding funds received or to be received for the Day in the Park. Ms. Clark explained that the budget was approved prior to donation of funds from the Blackhawk Nunn property. Commissioners said they would like to have the budget updated from original estimate, to what has been received and expenditures so that they are informed on a monthly basis what funds have been expended and what is available on a line item basis. Ms. Clark said monthly reports will reflect this for them. Ms. Clark said that the budget is amended once a year in December and can be amended again in July. There was considerable more discussion on how the budget is presented and how the Commissioners understand it and are knowledgeable about what is available for expenditure for projects they wish to fund. Vice Mayor Beckstrand then said she understood the problems of the Commissioners; however, Ms. Clark has to prepare the budget following City guidelines. She then requested Arts Manager Burr-Siegel to prepare an updated budget on monthly basis for the Commissioners. She suggested that it may have to be a special City Council item, a special out of schedule budget review, so that all will be on the same page and reflect accurate figures. This would amend the roll-over of the balance of 2003/2004 and bring in the $20,000 from Blackhawk-Nunn pledge, etc. She recommended that items presented not be approved at this meeting until all are comfortable with the actual figures. There was further discussion on this plan and how it could be set forth to include actual budget figures along with line items with amounts received and expended. Ms. Clark asked if the Commissioners approved of the format and they did feel it was good. Ms. Clark will show the Commissioners on a monthly basis year-to-date on line item total expenditures and balances for the Commissioner information. 

At this time Chairperson Trebino requested tabling items 2, 3, and 4 until a later date and asked for a motion to that effect. Motion to table items 2, 3, and 4 by Commissioner Guise and seconded by Commissioner Bryant, motion carried unanimously.

5. Discussion of Veteran’s Park critter prints and sculptures potentially by Bill Carmel. (B. Weber/R. Beatty/R. Koscher)
Mr. Carmel had left the room briefly so the Commissioners proceeded to the next items.

6. Update on Day in the Park (C. Robinson).
Commissioner Robinson was not present; however, Commissioner Myers said everything is rolling along well.

7. Approval of CityRead fall event. (L. Roudman/R. Burr-Siegel)
Arts Manager Ms. Burr-Siegel recounted the history of the cost of purchasing the books for the CityRead, the last cost from Barnes & Noble was $4,500 plus tax and speaker cost, bringing the total to $5,072. Ms. Burr-Siegel was able to go directly to the publisher and get the books for $2,800 with tax of $231.00, no shipping cost, and an additional $200.00 for the speaker, bringing the total to $3,231.00. Mr. Roudman noted that if they could be purchased through a non-profit agency the tax would be eliminated. This would then drop the amount down to exactly $3,000.00. Ms. Burr-Siegel said that the Friends of the Library would split that cost in half so the amount requested of the Arts Commission would be $1500.00. The Friends of the Library have the non-profit status required to eliminate the tax. The final amount was amended to $2,820.00, and half of that would be $1510.00 by Chairperson Trebino. 

Commissioner Guise moved that the Commission pay up to $1510.00 for the purchase of the books for the CityRead Program. Motion seconded by Commissioner Beatty. Motion carried unanimously.

5. Discussion of Veteran’s Park critter prints and sculptures potentially by Bill Carmel. (B. Weber/R. Beatty/R. Koscher)
This item brought back at this time since the artist, Mr. Carmel was now present.
Mr. Bill Weber, the Curator introduced Mr. Carmel. He brought forth his model of a kit fox, along with a sample of some of his previous work. The kit fox was modeled in clay and was shown holding a mouse against the ground as if just caught. He described the process of designing these critters for the Veterans Park. The finished products of all of the critters would be in bronze and include a coyote, raccoon, egret, and duck. All of the Commissioners viewed the model of the fox. The artist had questions as to where the critters would be placed. Critters will be life size and placed on pedestals so they can be viewed easily. He described how to keep the critters from being damaged or stolen. Discussion of security concerns were addressed. Mr. Carmel will be designing all of the creatures doing something natural in their habitat and lifestyle. He will provide the Commissioners with drawings of all of the creatures, for approval, prior to going to the foundry for casting. He passed around his resume, business cards and portfolio of his works. He did not have a formal proposal at this time. However, he said that all five critters would be completed in bronze, ready for installation and he would oversee the installation of the sculptures for $20,000. 

Mr. Carmel also suggested the idea of the animals being made available to the general public in bronze, cement, plastic or in a number of different media that would allow for sale in the community and a percentage of the sales returned to the Arts Commission. This would allow people to place them in their yards or businesses. He has discussed the idea with Navlets Nursery and they would be willing to offer the objects for sale, and return a percentage to the Brentwood Arts Commission. They would be available for sale in various other communities. Commissioner Guise asked what percentage would be received and what the sculptures would sell for in the various media. She would like this information included in his proposal, she asked what the percentage would be. Mr. Carmel said about 15%. Mr. Carmel would own the copyright of the sculptures. Commissioner Forlow suggested naming the critters. A plate could be placed on the sculptures. Commissioner Koscher voiced concern over originality with the reproductions.

Chairperson Trebino asked Mr. Carmel to bring back a proposal to the Commissioners for the bronze “critter” sculptures and another proposal expanding on the idea of manufacturing other models for sale. Ms. Burr-Siegel asked if he could have this by the August 25, 2004 meeting. He agreed that he could. He then said he could bring it in two weeks, to be included in the Commissioner’s August agenda packets so they would have time to discuss the proposal and be prepared to vote at the meeting. Mr. Carmel was then asked if the proposal is accepted at the August 25 meeting, could he then have all five “critters” done in time for the potential November 11, 2004 opening of the Veteran’s Park. He said he would be comfortable with that timeline. Commissioner Guise moved that Mr. Carmel bring the proposal into the office in two weeks in order to make it available to the Commissioners in advance of the August 25, 2004 meeting. Motion seconded by Commissioner Beatty, motion carried unanimously. Ms. Burr-Siegel will get the lay out of the park for Mr. Carmel and the Commissioners.

8. Update on Summer Movie Nights. (C. Robinson/P. McCarran/P. Scherff)
Commissioner Robinson was not present, Ms. Scherff had information and the subject was tabled until the August meeting.

9. Discussion of Poet Laureate position. (B. Guise)
Commissioner Guise said that at this time there is no one in the City that she and the current Poet Laureate can come up with as a viable candidate for this position. She suggested continuing or extending the current appointment. Commissioner Beatty suggested putting an ad in the paper. Vice Mayor Beckstrand suggested having a special article in the paper and other local publications, with a special tribute to Mary Jane Barnes and having a poetry contest, or applications for others wishing to fill the position. Commissioner Beatty will take over this duty and will work with Ms. Burr-Siegel in the search.

NEW BUSINESS:
10. Update and Report of the Performing Arts Committee (K. Sveen)
Commissioner Sveen said they have been getting organized, have held several meetings and are working to find a time appropriate for all of the members of the committee. They are picking up new members, Steve Kinsella has joined the group, other members are Commissioners Sveen, Foley, Gill, Robinson and Ms. Burr-Siegel and Jan Melloni. They are also considering having a member of the Youth Commission join them and it will be mentioned at the next Youth Commission meeting. They are also looking for other members at large and he has some in mind and looking for others. The next meeting will be to look at the types of events they wish to bring in next year. Commissioner Foley has had several ideas bringing in the schools. 

The Sing-Along Messiah has held two days of auditions and have had 22 people audition, including vocalists and musicians. People came from as far away as San Jose. Ms. Stuart will be the conductor. It will be co-sponsored by the Arts Commission, and Liberty High School. There is a Community Chorus starting at the Liberty H. S. Adult Ed. Program. Anyone interested should contact Gene Clare at the Adult Ed. The Sing-Along is scheduled for December 4, 2004 at 4:00 p.m. There has already been some publicity on the event. There will also be coverage in the Fall/Winter Activities Guide put out by the Parks and Recreation Department. The Arts Commission will have three full pages in the guide. Commissioner Sveen said that the committee will be requesting money for feeding the participants breakfast and lunch the day of the event. Cost for catering is estimated at about $500. Commissioner Beatty informed him that there is a form to complete for this type of expenditure that can be obtained through Ms. Scherff. Ms. Burr-Siegel will take care of this. Chairperson Trebino asked if the money that was discussed at a previous meeting for the musicians would still be needed. Commissioner Sveen was not sure about this at this point. They may all volunteer. 

11. Discuss Arts Commission office hours at the Tech Center. (R. Burr-Siegel)
Ms. Burr-Siegel said that since she started in the position, she is maintaining two offices, one at City Hall and one at the Technology Center. She was wondering what the Commissioners would think of her just being in the one location at the City Hall. She explained that it is very difficult having files and resources in one place and some or none at the other. The hours posted at the Technology Center are Tuesdays and Thursdays from 1:00 p.m. to 5:00 p.m. She did not have a computer at the Technology Center until a week ago. She can spend more time there now, but feels it is difficult moving back and forth from one office to another. She explained where she is located in City Hall is close to all the other Parks and Rec. managers, support staff and Director Bronzan. Commissioner Guise asked some questions as to what the reasons were to be in the City Hall location and Ms. Burr-Siegel responded along with the fact that when Angela was on staff more Parks and Recreation staff were at the Technology Center also. There have been many location changes with Park and Recreation staff in the past few months. Vice Mayor Beckstrand felt there was more job continuity being at the City Hall location. Forwarding phones is a problem as well. There are three different phone numbers involved with the two offices including her cell phone. The Curator, Bill Weber, asked which phone number he should use to contact her, she suggested 516-5376. He also requested that she be present for the gallery opening and she said she has that date on her calendar. Commissioners requested that she not give up the office at the Technology Center since it is a better place for meetings and it is important to maintain a presence at the Technology Center. Chairperson Trebino said that the hours should be taken off the door. The number of 240-2527 is the number to be used at the Technology Center.

12. Update on Arts Education Programming for Fall/Winter 2004. (R. Burr-Siegel/G. Ruiz)
Ms. Burr-Siegel said that one of the first things she was told when she moved to Brentwood was that there was a definite need for art classes offered through the Activities Guide. Mr. Greg Ruiz, a new Arts Commissioner has a BFA from CCA, he is a credentialed teacher and has every bit of experience that the Commission has been seeking to teach art classes. They have some spots in the Activities Guide and Commissioner Ruiz has written curriculum to teach two, six-week classes, one for 6 to 9 year olds, and one for 10 to 15 year olds. They will be offered in the fall and winter schedule and will be held at the Women’s Club. There will be a maximum of twelve students per class. This will be a pilot program. A questionnaire will be given to participants as to what kind of classes and age ranges they are interested in for the classes. Commissioner Ruiz will not receive a salary for this so it will be a voluntary service. Money for the classes will be used to build the art education program. Commissioner Ruiz said he hopes some of the money will also be used for scholarships for those in the community that could not pay the fee. He hopes to work with the Village Community Resource Center. He will also work with the Arts Society.

13. Discuss At-Large Vacancies on AC5 (R. Burr-Siegel).
Ms. Burr-Siegel said that the AC5 is the Art Commission for Contra Costa County, and have at-large vacancies at this time. She requested that if any of the Commissioners have time she hoped that they would apply for one of these positions. There is currently no representation from Brentwood on AC5. Commissioner Koscher reported that he had recently judged the art honorary awards for this commission. Ms. Burr-Siegel will get the information for anyone wishing to apply.

14. Discussion of poetry reading event in October - November. (J. Trebino).
Chairperson Trebino said that Mary Jane Barnes, the current Poet Laureate, has a poetry reading that she wants to present to the community. She needs a place to present the program. He wondered if the Performing Arts Committee could get in touch with her and help put on the program. Commissioner Guise suggested the Blue Room at the Community Center. She also needs some help in organizing the event. Ms. Burr-Siegel will contact her and see what her requirements are and he is willing to assist also in the event. It was suggested that a new poet-laureate could be found through this venue. Commissioner Sveen will work on this also since it is under the umbrella of Performing Arts. 

15. Approve public art element for new Recreation Facility (R. Burr-Siegel)
Ms. Burr-Siegel had display boards for the new recreational facility that will be built next to the Aquatic Center at the corner of Griffith and Balfour. The Public Art Committee recently (PAC) met with the architect and project manager to discuss the various possibilities of putting public art in this project. She showed the computer rendering of the building and displayed the types of materials that will be used in the construction. The original plan was to have a trellis in front of the building. The PAC selected the location of the trellis as the place for the public art element and to eliminate the trellis. The architect recommended calling it an entry feature, rather than a trellis, allowing for more design creativity by the artist. She felt the theme should be directly related to recreation or fun, to blend with the site. She said the budget for this element would be approximately $50,000. She will write up a request for qualifications for the project, and go through the process to get an artist to design the element. There was some discussion of the project and design. Vice Mayor Beckstrand said that this will also serve as the interim community center while the new City Hall is being built. Ms. Beckstrand suggested doing something to depict the veterans since it is adjacent to the Veterans Park. There was some discussion on this issue. Commissioner Bryant commented on the art ordinance process, telling them that the PAC meets with the developer, the City of Brentwood and makes a recommendation such as what was just shared with the Commission by Ms. Burr-Siegel. He explained the steps which are followed in the process of choosing artists, viewing their concepts and then going before the Arts Commission for design approval. This then goes through a third committee for the final decision, to be presented to the City Council. Vice Mayor Beckstrand explained again the City Council’s policy on the recommendations received from the committees. Commissioner Guise moved that the Commission approve the concept and that the RFQ be sent out, Commissioner Beatty seconded the motion, motion carried unanimously.

CITY COUNCIL UPDATE:
Vice Mayor Beckstrand said that Saturday August 14, 2004, is the date for dedicating the next section of the Highway 4 Bypass. It is scheduled for 9:00 am. 

She would also like to see a presentation to the City Council soon from the Arts Commission. This would be to update them on how the Concerts in the Park are being received, and an invitation for the City Council to attend the Day in the Park in costume. Several did last year and she hopes it soon becomes an event where all come in costume. She would like to see a report on a regular basis, letting the City Council know what they are doing, where they are going on at least a quarterly basis. 

CITIZEN COMMENTS:  None

COMMISSIONER COMMENTS:
Commissioner Sveen thanked Commissioner Gill for filling in for him at the Saturday gallery opening.
Discussion as to whether the gallery should be open on Saturday, September 11, 2004. Commissioner Bryant suggested more publicity on the gallery openings on Saturday, along with the publicity on the new show. Ms. Burr-Siegel will put out a press release. Commissioner Koscher said that the 110 Degree Magazine has an article coming out on the show and featuring Joe Cleary. Commissioner Forlow said she was contacted by the Farmers Market manager and would like to involve the Arts Commission in the Farmers Market. Suggested passing out the postcards and possibly having a booth for the Commission. Commissioner Bryant said it is a good idea but should be done right, with a banner and brochures, etc. Commissioner Guise has a meeting with the Chamber of Commerce regarding the Farmers Market and will bring this subject up at that time. 

Ms. Burr-Siegel was given the task of finding out the costs of having a banner made and also designing a brochure for the Commission. 

Commissioner Ruiz volunteered to be the liaison to the City Council for the Commission.
Commissioner Foley welcomed the new Commissioners, and thanked Commissioner Ruiz for teaching the art classes for free to the city.

STAFF COMMENTS:
Ms. Burr-Siegel has ordered public art slides for City Council, Planning Commission, Arts Commission or, for anyone who wants to hear a presentation on public art, what it can be, what it is, where it is and costs, etc. Vice Mayor Beckstrand reported that the Parks and Recreation Department had done a similar presentation and thought a CD-rom or small booklet would be a good idea to be able to pass out to developers. 

REQUEST FOR FUTURE AGENDA ITEMS:
Summer movie nights
Budget
Veterans Park-Critters statues
Placement of public art
Hanging of the pictures in gallery
Sing-Along Messiah

ADJOURNMENT:
Chairperson Trebino adjourned the meeting at 9:30 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