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ARTS COMMISSION
REGULAR MEETING MINUTES

February 23, 2005 at 7:00 p.m.
Brentwood Technology Center
101 Sand Creek Road
Brentwood, CA 94513

CALL TO ORDER:
Chairperson Jim Bryant called the meeting to order at 7:00 p.m.

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

ROLL CALL:
Chairperson Bryant asked for the roll call. Commissioners present along with Chairperson Bryant were as follows; Commissioners Sandra Gill, Barbara Guise, Patricia Lacy-Rankin, Helen Myers, Chris Robinson, Greg Ruiz, Kermit Sveen and Joe Trebino. Commissioners absent at roll call were Saunie Fridley, Ron Beatty, Deena Foley, Doreen Forlow and Patrick McCarran. Commissioner Beatty was excused.

Staff members present were: Rebekah Burr-Siegel, Arts Manager; Bill Weber, Art Gallery Curator; and Poldina Scherff, Recreation Services Manager. Ms. Burr-Siegel introduced Lisa Smith, as an assistant to her who will be attending the Art Commission meetings from now on.

PRESENTATIONS:
A. Tommy Wernholm regarding radio station development.
Chairperson Bryant introduced Mr. Wernholm who gave a presentation on how to apply for a broadcast station and what the requirements would be. He passed out a packet of information and discussed hiring engineers, attorneys, the difference between AM and FM radio stations, and what would be the best for this area. He explained how frequencies are granted through an international organization. 

Commissioner Foley arrived at 7:14 PM. Commissioner McCarran arrived at 7:16 PM.

Mr. Wernholm said the granting of the license is very politically and financially motivated, but felt that the Art Commission and City of Brentwood had a very good chance of being granted a license because of the terrain. He further elaborated on the opportunity now present and advocated working with schools and educational institutions to help set up a program for a radio station. He explained the difference between public and non-public stations. He said the opportunity through Comcast currently available is one that should be acted upon. Mr. Wernholm said a small FM station could be set up from between $15,000 to $20,000 for equipment alone. Attorney and engineer costs would be more. Chairperson Bryant thanked him for the presentation. 

B. American Cancer Society. (K. Sveen)
Commissioner Sveen introduced Mr. Scott Carroll of the American Cancer Society. Mr. Carroll and his wife are co-chairpersons for the American Cancer Society’s Relay for Life, which will take place in Brentwood for the first time starting at 10 am on Sat., July 23 and continue until Sun., July 24 at 10 am. Mr. Carroll gave some background on the Relay for Life and said that it is the signature fund-raising event for the American Cancer Society. Teams are formed and the event takes place in approximately 4500 communities throughout the country. Each team pays an entry fee of $150, and is asked to raise another minimum of $100 in donations. Most of the funds (60%) come back to the community for education and services. The other 40% goes to Atlanta where American Cancer Society is headquartered. A flyer was passed out to all the Commissioners with further details on the event. Chairperson Bryant thanked him for the presentation and requested that this item be put on the agenda for the next meeting with the hope that a team could be formed. 

AGENDA REVIEW:
Trebino/Robinson MSC items 9, 16, 18 and 19 be moved up in the agenda. 

CITIZENS COMMENTS:
None

CONSENT CALENDAR:
1. Approve minutes of regular meeting of January 26, 2004.
2. Accept monthly budget report and motions for purchases (R. Burr-Siegel)
3. Approve recommendations to City Council for the appointment of Vivian Faye to the Arts Commission. (Executive Committee)
Commissioner Trebino requested to pull item 2. Guise/ Ruiz MSC to approve items 1 and 3 with item 2 pulled.

Commissioner Trebino said that certain items are listed in the budget report with no reference and he would like those put into the report in the future. Ms. Burr-Siegel agreed that this would be done. Trebino/Sveen MSC to approve item 2, one abstention. 

18. Approve Movies/Concerts in the Park for 2005. (T. Burt/P. Scherff)
Ms. Scherff thanked the Commission for moving her presentation up on the agenda. She went through the schedule of movies and concerts in the park included in the Commissioner’s packets. Staff is still looking to fill July 22, and July 15 as Avance has cancelled. She apologized for an error stating 2003, rather than 2005. The movie on August 26 is Beach Blanket Bingo, not Beach Blanket Babylon. Staff is recommending Eddie and the Cruisers for July 29 and School of Rock for August 19. Ms. Scherff requested a $10,000 donation from the Art Commission to help put on this series, and will request another $10,000 from the Chamber of Commerce and hope for a city grant of $10,000 to meet the $30,000 annual budget. 

Commissioner McCarran questioned the appropriateness of Eddie and the Cruisers movie. There was discussion of appropriate movies by the Commissioners and the deadline for Ms. Scherff for the Activities Guide. Trebino/Ruiz MSC to accept staff recommendation. 

There was discussion regarding the request for $10,000 donation for the concert series. Chairperson Bryant asked when a decision would need to be made regarding this donation as the Arts Commission has approximately $43,000 remaining until the next fiscal year. Other items pending were discussed briefly. Chairperson Bryant confirmed that any funds remaining at the end of this fiscal year would be rolled over into the next fiscal year budget. There was further discussion on the budget, funding for this concert/movie series from other sources and whether the series could be done with less money than requested. Robinson/Trebino MSC to accept the concert/movies series as presented and that the donation of $10,000 be approved for this project. 

19. Approve movie equipment recommendations. (P. McCarran/P. Scherff)
Commissioner McCarran deferred to Ms. Scherff on this item. She is requesting approval of the equipment needed to show the movies for the concert/movie series. She will requested bids and specs for these items. These were exactly the same pieces of equipment used at last summer’s movie event. They are stated in the staff report.

Ms. Scherff said these are high quality and will last for a longer period of time than others. There was much discussion on the idea of renting, sharing, or loaning the eqpt. with other City Depts. Commissioner Gill suggested splitting the cost of purchase between Arts Commission, Park and Recreation Department and the City of Brentwood. Ms. Scherff discouraged this as not a viable plan. Robinson/Ruiz MSC to approve $10,000 to purchase the equipment with one abstention. Guise/Trebino MSC that this equipment should not be loaned out to anyone except City departments. 

16. Update on Art Society and Arts Commission relationship and the Student Art Exhibition, Spring 2005. (J. Melloni/B. Weber)
Ms. Melloni, President of the Art Society said that she had been requested, and Bill Weber, update the Commissioners on the relationship between the Art Society and Art Commission and the Student Art Show. Chairperson Bryant said that there were new Commissioners that do not know of the history of the Art Society and the Art Commission. Ms. Melloni said that the original purpose of the Arts Society was to raise funds for the Arts Commission, which at that time had no, or little funding. Since then the Arts Commission has been able to receive funds from the City, the Arts Society is now focusing its efforts towards art education in the local schools. She said there are many ways the two groups can work together; the Student Art Show is one example. She added that the Arts Society would appreciate continued support from the Arts Commission on getting the word out in the community about the Arts Society, supporting the annual dinner and joining as a member. There was discussion of other ways in which the two entities have worked together to bring art into the City of Brentwood. Ms. Melloni said that the current membership is at about 50. However their mailing list is about 400. There are six Society board members at this time. They have received several grants. The Arts Society meets on a monthly basis at the Tech Center, the first Thursday of each month at 6 pm. 

Mr. Weber then commented on the upcoming Student Art Exhibition. 110 Degree Magazine has interviewed Jules Vitali and the article will be coming out about ten days before the Student Show. They found lodging for him and are working on getting airline tickets. The schools are developing a lesson plan on the artist’s work and then make their own similar type of art. The artist’s work is done out of Styrofoam cups. The work to be displayed will reflect what they have learned about his work. Mr. Vitali is scheduled to visit each school while he’s here. 

Ms. Melloni requested help on April 27th in framing all of the student artwork in preparation for hanging. The Arts Society and the school district would welcome some assistance. Time planned is from 8:30 to 2 pm, and will likely take place at Brentwood Elementary School, in the multi-purpose room. Lunch will be provided. Ms. Burr-Siegel said that when a definite time and place is decided she would notice all the Commissioners. Ms. Melloni said they also need help on July 25th in disassembling the framed work. She said this goes very fast, and she will get back with the time for that at a later date. Ms. Burr-Siegel will reserve the Technology Center meeting room for that event. 

OLD BUSINESS:
4. Discussion of 2004-2005 Arts Commission budget. (J. Bryant/R. Burr-Siegel)
Chairperson Bryant discussed and explained the budget for FY 2004-2005 as presented in their packets. The projected balance at this time is $66,937, and if not used by the Commission will be rolled over to the next budget. He discussed the Arts Manager’s salary and where the funds are derived for this. Commissioner Guise questioned if this salary could have other funding sources, or would the Commission be obligated for it later on. Concerns were expressed that if the Art Ordinance does not generate enough funds for the Arts Manager’s salary, where would this money come from? Councilperson Beckstrand, liaison to the Art Commission has expressed this concern. Commissioners concerned about some expenditures for Art Manager’s office that were not approved by the Arts Commission. Chairperson Bryant did not have an answer to this question. Commissioner Guise questioned why the start up money when the previous person in the Art Commission’s office had a computer, phone, etc. Ms. Burr-Siegel said that was only one part-time office, and that first person also worked for the City Clerk’s office. The Arts Commission has two offices, one at City Hall and one at the Tech Center. Commissioner Guise expressed her adamant opposition to the idea of two offices. She felt there was a very adequate office at City Hall and that Ms. Burr-Siegel should be in that office, unless Parks & Rec. is utilizing her time to do work for them. Ms. Burr-Siegel said that the new person, present at this meeting, Lisa Smith has been assigned 25% of her time to the Art Commission. This 25% of her salary is coming out of the Public Art Ordinance revenues. There was considerable discussion on this issue as well. Commissioner Ruiz also questioned the office rent being charged according to proposed budget. The Commissioners requested that Director Bronzan be on the agenda for the next meeting to respond to these various issues. Robinson/Guise MSC that this issue be discussed at the next meeting with Director Bronzan.

Chairperson Bryant continued with his discussion of the proposed budget which minus what was allocated at this meeting there is a balance of $23,428 for the balance of the fiscal year. Chairperson Bryant said these are round figures, not exact. 

5. Report on 2005 CityRead Project. (L. Roudman)
Mr. Roudman presented the book for the 2005 CityRead, Daughter’s Keeper, by Ayelet Waldman. The book retails for $14. From the publisher it would cost $7 with no tax or shipping. The author has offered to do a program free since it is for a library. Friends of the Brentwood Library will pay for 50% of the total cost, so he is requesting $1750 from the Arts Commission. Since this is not an action item it will be put on the agenda for the March meeting for a decision. There was a brief discussion as to the choice of the book. Mr. Roudman said that the reason the book was chosen was that it is set in the Bay Area, and deals with current problems in our government. Since this is an adult program, he felt it an appropriate book. Commissioner Sveen asked that possibly future books could be discussed with the Literary Art Committee.

6. Revisit and approve the name of the October Art and Wine Festival. (Executive Committee)
Chairperson Bryant said there are several options, 1) keep the name the same, 2) use name in the draft, or 3) use another name. Commissioner Forlow, through Chair Bryant, suggests The Day of Art and Wine in the Brentwood City Park. Guise/Meyers MSC to keep the name the same, “A Day in the Park Art and Wine Festival, two opposed, one abstention. 

7. Discuss future of Art Walk/Art for Art’s Sake. (P. Lacy-Rankin/G. Ruiz)
Commissioner Lacy-Rankin discussed the plans she and Commissioner Ruiz have done on the project to date. She would like to charge a fee for artists to show and sell and demonstrate their work. She felt this would help to cover the costs of putting on the event, posters, advertising, etc. Discussion with the Commissioners regarding charging a fee, some felt this might discourage some from the schools and present some other problems. Commissioner Guise said that the raffle has raised funds and if more of the Commissioners would get involved in this project it would generate more funds. Commissioner Lacy-Rankin said that the event will be around the park, after the Fun Run. Commissioner Ruiz feels the event, as outlined by Commissioner Lacy-Rankin, does not follow the former guidelines of Art for Art’s Sake, and that is why he had requested that it be put on the agenda. He felt that the former agenda is good and that later on with more planning, the type of event outlined by Commissioner Lacy-Rankin would also be good for the city. Chairperson Bryant summarized the opinions expressed on this event and asked the committee to meet and decide to do it as it has been done in the past, to cancel it, or increase it to some degree. Others said whatever the committee decides they will give as much support as possible. 

8. Approve survey proposal from Jamie McCreary. (R. Burr-Siegel)
Ms. Burr-Siegel referred to information in the Commissioner’s packets, and information passed out at the meeting. She discussed a second proposal from Ms. Jamie McCreary. This would bring the total cost of the survey to $4260. The largest cost being $1260, for Ms. McCreary to come to Brentwood to discuss results. She asked the Commissioners if they still wished to continue with the survey plans. Chairperson Bryant asked some questions about the survey, cost of postage, which could bring it up to about $4500. Commissioner Ruiz suggested not having Ms. McCreary travel to the city to give the results, saving the $1260, and instead have a phone call or written review. After some further discussion Commissioner Trebino moved to accept the proposal of Ms. McCreary with a cap of $4,000. This motion died for lack of second. Commissioners discussed the necessity of the survey at this time, considering the need to control the spending of the remaining funds for this fiscal year. Gill/Ruiz MSC to table the decision and put the survey in the 2005-2006 budget, two opposed, one abstention. 

NEW BUSINESS:
10. Discussion and identification of businesses that are Friends of the Arts. (J. Bryant)
Item tabled until March meeting.

11. Discuss donation from Braddock and Logan. (R. Burr-Siegel/J. Bryant)
Item tabled until March meeting.

Councilperson Beckstrand noted a presenter had been waiting a long time to make her presentation in Item 15. She asked if this could be moved up on the agenda. Robinson/Guise MSC to move immediately to item 15.

15. Approval of “Cloud Park” public art concept for Rosegarden. (Public Art Committee/R. Burr-Siegel)
Ms. Lisa Cooperman an artist on the Rosegarden Development presented her concept for “Cloud Park” water feature. The concept is a water play feature for one of the pocket parks in the Development. The concept, materials, fountains, activation were described. Commissioner Trebino questioned the effects of hard water on this water feature. Questions concerning the surface and how it will look in five years were raised. The artist offered the manufacturer’s recommended maintenance program of pressure washing and sealing it annually. There will be no standing water. Councilperson Beckstrand said water elements require water softeners and can be a high maintenance project. She would like answers as to longevity and maintenance of the project. Ms. Cooperman said she would take these questions back to the manufacturer for answers. Chairperson Bryant recommended tabling the item until Ms. Cooperman could obtain the answers to the questions raised. 

12. Discuss Commissioner’s time commitment and participation (R. Burr-Siegel/J. Bryant)
Item tabled until March meeting.

13. Information regarding Cultural Arts Master Plan or Community Cultural Plan (R. Burr-Siegel)
Item tabled until March meeting.

14. Approve an Arts Commission “Ambassador” for City Council updates. (J. Bryant/G. Ruiz)
McCarran/Robinson MSC to approve the Commissioner Ruiz as Arts Commission Ambassador to the City Council. Chairperson Bryant said he was very much in favor of Commissioner Ruiz for this position, with the provision that the Chair give the annual report to City Council. 

17. Approve participation in Brentwood Women’s Club’s Early Literacy Fair. (D. Foley)
Commissioner Foley noted that the Arts Commission was involved last year. The Arts Commission could have an information table, do art projects, or provide supplies. This could be passed on to the Literary Committee for action. Commissioner Ruiz said he would like to be involved and will work in any way needed on the day of the event. Robinson/Ruiz MSC to approve the recommendation and that the duties be passed on to the Literary Committee. 

9. Discussion of 2005-2007 Arts Commission budget. (J. Bryant/R. Burr/Siegel)
Chairman Bryant gave some background in his discussions with Councilperson Beckstrand. He said he had been given a submittal deadline of March 4, 2005. This has been extended and now must be completed and approved by the next meeting in March 2005. This requires that each of the committees address what their budget needs are, what projects they are planning, and the costs for these projects for the next two years. Additionally, he is requesting that each committee identify how they are going to fund that project. This is to show how they can develop funding, if necessary. This needs to be done by March 4, 2005. 

Ms. Beckstrand gave some history of how the Arts Commission was brought under the umbrella of the City. She complimented them on the many projects they had accomplished. She had hoped that the Commission would eventually become a self-sustaining. She gave a history of the City’s funding philosophy of other services in the community. She gave examples of what she is expecting of the Commission in planning their events and how they will fund them without coming to the City Council for funding on each of these projects. She also asked the Committees when preparing their budget for the upcoming fiscal year to address what the benefit is to the city and its residents. 

Chairperson Bryant directed the Commissioners to their packets containing the form for each committee to use in identifying their expenditures. These are to be turned in to Ms. Burr-Siegel.

CITY COUNCIL UPDATE:
Councilperson Beckstrand has been re-appointed as liaison to the Arts Commission by the City Council. She mentioned the new City Manager and feels she is a great asset to the city. There is a search for a new City Attorney and City Clerk. There is also a City Council vacancy. City Council has approved a new fifteen-year franchise agreement with Comcast. This will allow broadcasting of local events. 

CITIZEN COMMENTS:
None

COMMISSIONER COMMENTS:
Commissioner Sveen said that the Brentwood Community Concert Band is developing. Next Wed. there is an Open Mike Reading in this room. 

Commission Ruiz complemented Burr-Siegel on the inclusion of a monthly report in the agenda packet. 

STAFF REPORT AND COMMENTS:

REQUEST FOR FUTURE AGENDA ITEMS:
Update on CityRead
Update on Art for Art’s Sake
Budget 2004-2005
Comments from Director Bronzan regarding staffing of office
All tabled items

ADJOURNMENT:
Meeting was adjourned by Chairperson Bryant at 10:20 PM

Respectfully submitted,

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