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ARTS COMMISSION
REGULAR MEETING MINUTES
August 25, 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 7:00 p.m.

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

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

PRESENTATION:
Director Craig Bronzan gave a brief presentation describing the background of Rebekah Burr-Siegel and her duties and responsibilities as Arts Services Manager. He delineated the chain of command that she reports directly to him. He explained that she will be the staff liaison between the City of Brentwood and the Arts Commission. She comes highly qualified with backgrounds in City Arts Commissions and gallery and museum management. She will be responsible to balance the opinions and ideas of the various Commissioners and to focus this into the collective vision of the entire Commission. She will also help to prioritize the goals of the Commission and guide them in following City policies.

Commissioner Patrick McCarran arrived at 7:05 p.m.
Commissioners Barbara Guise and Doreen Forlow arrived at 7:10 p.m. 

Director Bronzan then introduced Karen Chew, Assistant City Manager who was present for the meeting. Also present was Marna Huber, Project Manager for the City.

AGENDA REVIEW:
Director Bronzan requested moving Item 12 to follow immediately after the Consent Calendar. Commissioner Beatty requested moving Item 11 to immediately follow Item 12. Commissioner Guise moved moving Item 12 following the Consent Calendar and Item 11 to immediately follow item 12. Commissioner Robinson seconded the motion and motion carried unanimously.

CONSENT CALENDAR:
1. Approve minutes of regular meeting of July 28, 2004.
2. Accept monthly budget report and motions for purchases for June and July. (T. Clark /R. Burr-Siegel)
3. Information on Arts Education Programming. (R. Burr-Siegel)
Commissioner Robinson moved the acceptance of the Consent Calendar, motion seconded by Commissioner Bryant, motion carried unanimously.

NEW BUSINESS

12. Approval of public art element at the new City Hall (D. Gates/J. Bryant/B. Weber)
Director Bronzan introduced the presenters of the project for the new City Hall, David Hobstetter, of Kaplan, McLaughlin and Diaz, Architects and David Gates of Gates & Associates, Landscape Architects. Mr. Gates has designed the public art element for the new City Hall and is the landscape architect on the project. The firm of Kaplan, McLaughlin and Diaz are designing the City Hall. They previously met with City staff, Commissioner Bryant, and Curator Weber. 

The design of the City Hall was displayed. Mr. Hobstetter described the building, how it will be situated on the property, and the types of materials that will be used in the construction. Commissioners asked questions regarding the atrium area, temperature control, etc. Mr. Hobstetter then explained the public art element to the Commissioners which has been designed to represent water coming off the High Sierras and cascading down through a series of waterfalls and ponds. The rock and water are to represent rock from the High Sierras, water from the rivers and coming down to Mt. Diablo. This will be visible from 360 degrees. He described the entire process of the element and its construction and surrounding benches to view the element. He also described the landscaping that will surround the element. The water and trees will be lighted. 

There will be gallery space on the inside of the building in the pre-function area surrounding the Council Chambers. 

Mr. Gates then discussed the placement of the “Farmer” sculpture created by Mr. Weber. This will likely be located inside the building at the end of the pre-function area on the corner of Oak and Third. The statue will be surrounded by glass walls, lit at night and when City Hall is closed so it will be visible from inside as well as outside. The area where the statue will be placed in fieldstone could have dirt and plants appropriate to the season planted.

The architect brought up a very recent idea of including tiles on the exterior of the building. These could be designed by the community and placed over time to create a history of the city. A book of artistic tiles was passed around for the Commissioners to view. Questions were directed to the architects regarding funding, placement of the historical tiles and water treatment. 

Other points of discussion were placement of the benches that have been donated by the Soroptomist Club, the large boulders currently in front of the City Hall, and the color choice of the exterior of the building. Commissioner Robinson moved to accept the art elements as presented. There followed some further discussion by Commissioners. Ms. Burr-Siegel clarified that the vote at this meeting was only on the fountain, the gallery space and the location of the Farmer statue. There may be opportunities in the future for additional artwork, but these are not currently funded or a part of this evenings decisions. Commissioner Sveen seconded the motion. Motion carried with two Commissions in opposition, those being Commissioners Gill and Forlow.

OLD BUSINESS

11. Discussion of possible hanging systems (Ron Beatty/R. Burr-Siegel)
Since Commissioner Beatty had left the meeting, Ms. Burr-Siegel presented this item. She reported that she had gone to Martinez to investigate the hanging system in place at the Courthouse. They have a large display area covering four floors. Mr. Weber and she measured the walls at the Technical Center. She felt she didn’t have enough information at this point to move ahead with the project and asked for direction from the Commissioners. Questions were asked about the gallery space which will be made available at the new City Hall and if it would come equipped with hanging apparatus, etc. Director Bronzan assured the Commissioners that it would and also with appropriate spotlights and whatever else is required. The system was discussed by Ms. Burr-Siegel. Commissioner Guise moved that Ms. Burr-Siegel investigate the cost of one or two different systems. Commissioner Robinson seconded the motion, motion carried unanimously.

4. Approval of Arts Commission budget format (Exec. Committee/T. Clark/R. Burr-Siege)
Ms. Tina Clark, Accountant II for the Parks and Recreation Department reported that last week she had met with Commissioners Bryant, Beatty and Chairperson Trebino as well as Vice Mayor Beckstrand. Commissioner Bryant presented a budget format to the committee which he preferred to see. Mr. Clark took this budget and applied the Arts Commission budget in that format which was presented to the Commissioners for approval. Commissioner Bryant explained his reasoning for the format so that it could easily be read and understand what their budget is, what is outlined for the fiscal year and where there would or would not be funds available for the Commission. Director Bronzan gave some further explanation behind the change in what is going to be presented and how the department will also be able to fit it to the City’s requirements. After some further discussion, Commissioner Robinson moved to approve the format of the budget as presented, Commissioner Gill seconded the motion, motion carried unanimously.

5. Approval of Veteran’s Park Critter proposal by Bill Carmel (B. Carmel)
Mr. Carmel’s proposal was included in each Commissioner’s packet. Commissioner McCarran asked if the Commission planned to sell the “critter copies” and the response was yes. Ms. Burr-Siegel suggested that if they do sell them, it should not be in the original material. The question was asked as to why there were only five “critters” when there are seven potential locations for them. Ms. Burr-Siegel said that the original group could only come up with five native animals. There were some other suggestions to bring the amount up to seven. Mr. Carmel said that he had a more extensive list, some could be quail, burrowing owls, deer, tulle elk, jack rabbits, etc. Commissioner Bryant asked if they should just start with five and increase to seven later, if possible. Cost of the original five would be $20,000, plus $1,500 for the preparation of the pedestal; adding two more would bring the cost to at least $30,000. There was a discussion of funds available for the project and Ms. Burr-Siegel said the funds for this project will come out of the project’s contingency funds. However, if the contingency fund is depleted beyond the ability to pay for the “critters”, the Arts Commission will need to cover these costs. They have identified available funds up to $20,000. Commissioners felt that they should stick with the five “critters” that they have funding for at this time and decide later if they have the funds available to arrange for two additional "critters”. Commissioner Robinson moved to accept the staff recommendation for the contract they received to have five “critters” as stated in the contract submitted by Mr. Carmel. Commissioner Forlow asked how the kit fox was changed to a gray fox. It was confirmed that it should be a kit fox and Mr. Carmel said he could do that instead of the gray fox. Mr. Carmel will issue a new contract to state the correct “critters”. Discussion followed regarding the use of royalties of the sales towards the purchase of the other two statues. Commissioner Guise moved that the royalties of the sales of the statues remain in a dedicated fund for more animals. Motion died for lack of a second. Commissioner McCarran seconded the motion of Commissioner Robinson to substitute kit fox for gray fox. Commissioner McCarran seconded the motion and motion carried. One opposing vote from Commissioner Forlow. Commissioner Guise again moved that the royalty of 15% goes towards completion of the “critter” project in the event there is enough money for the "critters"; the money would then be reallocated to another project. There was no second to this motion, motion again died for lack of a second.

6. Update on Day in the Park (C. Robinson).
Commissioner Robinson showed the ladies and men’s shirts that will be sold at the Day in the Park. She also had samples of the wine & beer glasses, both dark blue with silver etching. The ladies tee will sell for $15 and the men’s for $18. Commissioner Robinson said that they are on target for the event with the first volunteers’ meeting being held Wednesday, September 1 at 6:30 p.m. The meeting is to be held in the patio at Sweeney’s. The second volunteer meeting will be September 29. She encouraged the Commissioners to come to these meetings to meet the volunteers and for new Commissioners to learn more about the event. Chairperson Trebino questioned holding the volunteer meetings at Sweeney’s, he asked for clarification. Director Bronzan said that any type of City meeting or function should be held in a building that is ADA compliant and would be best held in a City-owned building. Director Bronzan strongly recommended that all meetings be held in City facilities. Commissioner Robinson said since this meeting had already been advertised in the paper it would be difficult to change. However, the next meeting will be in a City facility. She reminded the Commissioners that the Day in the Park will be October 9 and 10, with a VIP night held on Friday October 8th for the vendors, all other Commissioners also invited to this which is a kick-off to the Day in the Park.

7. Update on CityRead event (R. Burr-Siegel/L. Roudman).
Ms. Burr-Siegel introduced Leonard Roudman from the City Library. Mr. Roudman passed out copies of “The Big Sleep” to the Commissioners. There are bookmarks for people to use and a sticker in the front of each book where the readers can initial that they have read the book and then pass it along to friends and neighbors to do the same. The event kicks-off on September 20th, when the books will be distributed to different coffee houses and the library. On November 6, at 2:00 there will be a guest speaker discussing the author and the book at the Community Center. Hopefully the books will be passed on or returned to the library.

8. Update on Performing Arts Committee (K. Sveen)
Commissioner Sveen said the Performing Arts Committee is moving along. They will be holding another meeting again next week to further some plans and to look at activities and start to prioritize them. The next meeting will be at the Tech Center on August 31st, at 4:30 p.m. Commissioner Sveen asked everyone to read the material enclosed in their packets and asked if there were any questions. He said the Sing-Along Messiah is proceeding very nicely for December 4, 2004. 

9. Discussion of Poetry reading event in October-November (R. Burr-Siegel/Sveen)
Ms. Burr-Siegel reported that they had held a Poet Laureate selection committee meeting that morning. The definition of the title Poet Laureate was discussed and she passed around this information, with changes that the subcommittee is recommending. The original poet laureate position was pretty much created around the current poet laureate, Mary Jane Barnes Lawson. Since her term expires December 31st the subcommittee is recommending these changes since they will not be able to find anyone else in the community of her stature. Essentially, the qualifications will remain the same, with an added selection process. The selection committee will be composed of Commissioner Sveen, as Chair, along with Commissioners Beatty, Guise, an English teacher, the poet laureate from either Pleasanton or Walnut Creek, Leonard Roudman, and Mary Jane Barnes as outgoing Poet Laureate. Also, either Jan Melloni or Chairperson Trebino as representative of the Arts Society. The English teacher being considered is Ana Gutierrez from the City Council. Ms. Gutierrez would be a non-voting member, as would be Ms. Burr-Siegel. Submission deadline is 4:00 p.m. Thursday, October 7, 2004. Finalists will be invited to a public reading on Thursday, October 28, 2004 at 7:00 p.m. at a location to be determined (second choice for the public reading is Wednesday, November 3), in which the public will be included in the selection process. The poets will be asked to read either for a specific amount of time or a specific number of pieces, to be determined by the selection committee. The understanding will be that the poet laureate selection committee has the final recommendation to the Arts Commission. The final recommendation will be to the Arts Commission at the November 17 meeting. The Arts Commission will then make their recommendation for appointment to the City Council at their December meeting. Those wishing to submit their applications for poet laureate will be able to get the information through various methods including flyers, posters, advertisements in the local paper and bookmarks giving information on how to apply. The question was asked about what the boundaries are for those wishing to apply and the answer was anyone living in the Liberty Union High School District, this will include some of the surrounding area. 

Ms. Burr-Siegel then discussed the upcoming event of the Poet Laureate Farwell Event to honor the outgoing poet laureate, Mary Jane Barnes. She described the program planned for the event with Ms. Barnes dramatizing part of her book “Naomi and Ruth”. She will also have her books on display, for sale, and possible signing. A video tape of the event will be made to be archived in the library. No date has been set as yet for this farewell event. It was also noted that any proceeds of the books sold at the farewell party for Ms. Barnes will go to the Arts Commission at her request. The bookmarks will be placed around the community in coffee shops, Barnes and Noble, the public library, etc. 

10. Placement of Public Art Committee report (Public Art Committee)
The list of potential locations for public art was located and the Commissioners read through them. The list had been made up by Commissioner Robinson when the Commissioners were on a tour of the city. Commissioners discussed the locations along with Ms. Burr-Siegel and Director Bronzan. Chairperson Trebino said that this list should be used when funds start to come in for public art “in lieu” of fees. It was also suggested that the list be prioritized. Chairperson Trebino said here should be a review of what could be placed in these areas and the subject should be put on the agenda for a future meeting. 

There will be a workshop prior to the next Commission meeting to discuss public art in general. This will be held at 6:00 p.m. prior to the September 22, 2004 regular meeting. It will be a workshop on placement of public art and food will be provided. 

NEW BUSINESS

13. Discussion of Arts Commission retreat (J. Trebino/R. Burr-Siegel)
Ms. Burr-Siegel presented the plan to have a retreat for the Commissioners. The reason for the workshop would for the Commission to become more focused, have a stronger sense of direction for what they wish to achieve in the future, along with a review of what has already been done. She has arranged interviews for facilitators where they will meet with Ms. Burr-Siegel and Chairperson Trebino will meet with the facilitators and come back to the Commission with a recommendation of their choice. She named the people they are looking at and some of their qualifications. She also wished to get some agreeable dates as she would like to set the workshop on a Saturday prior to the end of the year. Saturday, November 20th was decided upon. 

14. Discussion of Museum concept (B. Weber/C. Robinson)
Commissioner Robinson presented an idea brought to her by the Bill Weber which would be for a museum and felt there would be room in the new City Hall to do this. Mr. Weber and Commissioner Weber presented the types of art that could be made available through purchases, bequests from collectors, and possibly artists. The Arts Commission would likely have to purchase the majority of the artworks that would be valuable to the community and as a resource for students as well. He feels the Arts Commission should start purchasing art now to start building for a museum. Discussion of funds and security were voiced by the Commissioners. Director Bronzan was not too sure about this as an idea for the City Hall, right now, but thought that it would be something that could be studied, and that the idea needs some research and clarification. He felt that a museum would be different than the gallery in many ways. This needs to be researched. 

Ms. Burr-Siegel plans to further pursue these ideas with Mr. Weber and other professionals regarding curatorial vision or philosophy, specific requirements, etc. She then passed out a work plan for her meeting working with Jennifer Delgadillo Bevington to discuss changing exhibition program at the Brentwood Business and Technology Center. Chairperson Trebino asked Mr. Weber to provide a more concise plan for what a museum is and where it can go. Mr. Weber will bring back to another meeting ideas and plans. The proposal was tabled at this time. 

CITY COUNCIL UPDATE: Vice Mayor Beckstrand had no comments.

CITIZEN COMMENTS: None

COMMISSIONER COMMENTS:
Commissioner Guise reminded the Commissioners of the Art Society dinner this coming Saturday night and also a barbecue that same evening at the Community Center. Commissioner McCarran commented that the “movie night” report was not on the agenda. This will be on the agenda for the next meeting. The subcommittee has met and has some ideas to bring forth. 

STAFF COMMENTS: None.

REQUEST FOR FUTURE AGENDA ITEMS: Summer movie nights

ADJOURNMENT: Chairperson Trebino adjourned the meeting at 9:40 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