ARTS COMMISSION
REGULAR MEETING MINUTES

March 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 7:02 p.m. Chairperson Bryant recognized the new Art Commissioner Vivian Faye.

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 Ron Beatty, Doreen Forlow, Barbara Guise, Patricia Lacy-Rankin, Helen Myers, Greg Ruiz, Vivian Faye and Joe Trebino. Commissioners absent at roll call were Chris Robinson, Kermit Sveen, Deena Foley, Patrick McCarran and Sandra Gill.

Staff present: Arts Manager Rebekah Burr-Siegel, and Lisa Smith, Administrative Assistant. Also present were Lloyd Dinkelspiel, Roger Miller, Stephanie Birch, Lisa Cooperman and Annette Beckstrand, Councilmember and liaison to the Arts Commission.

PRESENTATIONS:
None

Commissioner Saunie Fridley arrived at 7:04.

AGENDA REVIEW:

CITIZENS COMMENTS:
None

CONSENT CALENDAR:
1. Approve minutes of regular meeting of February 23, 2005.
2. Accept monthly budget report and motions for purchases (T. Clark)
3 Accept monthly PERFAC report (K. Sveen)
4. Accept monthly Literary Arts report (R. Beatty)
5. Accept monthly Art for Art’s Sake report (P. Lacy-Rankin/G. Ruiz)
6. Accept monthly Community Relations Report (D. Foley)
7. Accept monthly Day in the Park Art and Wine Festival Report (C. Robinson)
8. Approve Day in the Park Art and Wine Festival Responsibilities Agreement (Executive Committee)

Chairperson Bryant recommended pulling Item 2 and to table this item until the next Commission meeting. Ms. Burr-Siegel recommended pulling Item 6 until Commissioner Foley is present. Commissioner Guise asked about pulling Item 8 for further explanation. Commissioner Guise moved to approve Items 1, 3, 4, 5, and 7. There was no second to this motion. Commissioners then moved to table Item 2, and pull Items 2, 6 and 8 at this time from the agenda. Motion seconded by Commissioner Trebino, motion carried unanimously.

Ms. Burr-Siegel explained Item 8, the Responsibilities Agreement, which was the result of a meeting with Commissioner Robinson and the Executive Committee in which Commissioner Robinson said she would continue to be the director of the Day in the Park. She will have first right of refusal for years 2005, 2006 and 2007. The balance of the item is approving the responsibilities of the director, each of the subcommittees and their chairs. Commissioner Guise expressed her concerns about the expenses, which Mel Eckerstrom, had paid for in planning the event. Commissioner Trebino said that the Commission would receive the fees for the booths and that should cover most of the expenses. There was some further discussion of this subject. Beatty/Trebino MSC to approve item 8.

OLD BUSINESS:
9. Approve “Cloud Park” public art concept for Rose Garden (Public Art Committee/R. Burr-Siegel)
Ms. Burr-Siegel introduced Ms. Cooperman who had returned to the Commission meeting to respond to questions, from the February meeting. She brought a team including the developer and landscape architect... Ms. Cooperman introduced the people with her and described their responsibilities on the project. She described the project and the water feature involved. She discussed the water quality and design for mitigating the problems of Brentwood’s particularly hard water. The type of water systems was explained. Commissioner Ruiz asked if this satisfies the art element responsibilities for the Pulte Rose Garden Development. Ms. Burr-Siegel said this is only a part of the requirement. Commissioner Beatty responded that he liked the concept, but not the location. He felt public art should be at the entrance. There was further discussion regarding public access to the park. Commissioner Forlow suggested that there be signs indicating where the various parks are located throughout town. Ms. Burr-Siegel said this is up to the Parks and Recreation Commission, but felt it was a good idea. The theme throughout the whole development is “roses”.

Commissioner Foley arrived at 7:31 p.m.

Maintenance of the water feature and was discussed. The Lighting and Landscape District fees will cover the costs of cleaning the surface on an annual basis. Councilmember Beckstrand said she hoped that the water feature would be active year round and not closed in the colder months. The annual maintenance program will take approximately 48 hours. Trebino/Ruiz MSC to accept the public art concept “Cloud Park”.

6. Accept monthly Community Relations Report (D. Foley)
Commissioner Foley handed out the Community Relations report and the proposed new website design to the Commissioners. Chairperson Bryant asked if she had considered the costs of suggested items. Commissioner Foley said she would appreciate assistance on this issue. Discussion of what can and cannot be done in the web designs according to city regulations. Bryant/Ruiz MSC to approve Item 6.

10. Discussion of 2004/2005 Budget (J. Bryant)
Chairperson Bryant explained why he pulled agenda item 2. He said he had spent some time discussing this with Ms. Burr-Siegel and Tina Clark, Accountant II. He feels it will take some time to go through this as he is getting different information from discussions with Director Bronzan, Accountant Clark and Ms. Burr-Siegel. He discussed issues of Art Manager’s salary and other items identified to spend money out of the budget. Although he has gotten some varying figures, based on his last discussion with Ms. Clark, he says there is a total of $76,000 until the end of the fiscal year. $24,009 is earned money from the Day in the Park fund reserve. In reality they then have only $52,000. Only the Day in the Park fund reserve rolls over to 2005/06. Commissioner Ruiz is concerned about the rollover money. There was discussion of funds available and requirements along with the Arts Manager’s salary. There was discussion about the funds received from the public art ordinance for salary and other personnel related costs. Councilmember Beckstrand clarified some of the specifics of the funding for the Commissioners in respect to the budget and the Arts Commission’s relationship under the umbrella of the Parks and Recreation Department. Commissioner Guise questioned where funds come from for salary of Lisa Smith. The response was that the Parks and Recreation Department pays 100% of her salary, however she is assigned to the Arts Commission for 25% of her time.

11. Discussion of 2005/2007 Budget (J. Bryant)
Chairperson Bryant explained the budget for 2005/2007 and opened up the topic for discussion. Ms. Burr-Siegel explained grants that are being pursued for the movies in the park. Commissioner Guise also questioned where money was coming from for expenditures for Day in the Park. Chairperson Bryant said this is seed money coming from previous revenue and the Blackhawk contribution.

Commissioner Foley asked what she was expected to project as her budget for the Community Relations Committee. Chairperson Bryant said she could confer with Commissioner Ruiz and project some figures. They then retired from the meeting to put together these figures (at 8:25 p.m.). They will return to the meeting later for approval. Discussion of this issue then suspended until they return with projected budget.

12. Discussion and identification of businesses who are Friends of the Arts (J. Bryant)
Chairperson Bryant discussed bringing in businesses that support the Arts. Included in each agenda packet were suggestions of some local businesses to consider becoming contributors as “Friends of the Arts”. He then asked Commissioners to brainstorm this idea. Commissioner Beatty said some of these have already been contacted and wanted to make sure actions are not duplicated. There was a question about the Art Society, and their fund raising role for the Arts Commission? Chairperson Bryant asked that each Commissioner complete their forms and return them to him.

11. Discussion 2005/07 Budget (J. Bryant)
Commissioners Foley and Ruiz returned to the meeting with the Community Relations Committee budget Commissioner Foley said they want to budget $1,000 to print brochures, and $1,000 for printing a newsletter - a quarterly publication. The cost of postage needs to be included. There was discussion regarding the newsletter. Suggestions included a flyer in the water bill and the “Hometown News Chairperson Bryant then summed up the budget request as $7,000 for FY 2005/2006 (with $5,000 budgeted for a survey); and $2,000 for FY 2006/2007. Trebino/Faye MSC to refer this to the appropriate budget personnel.

13. Discuss donation from Braddock and Logan (R. Burr-Siegel)
Braddock and Logan, a local developer, is conditioned to do some type of public art, although the original development was planned prior to the arts ordinance. The development is nearly complete, therefore they would like to offer the Arts Commission $25,000 to meet this condition and have no parameters regarding the funds. However, they do want to be informed what the Arts Commission would plan to do with the funds. Ms. Burr-Siegel suggested that this could fund the critters at Veterans Park. Other options were considered. Guise/Trebino MSC to use the Braddock and Logan donation of $25,000 to fund the “critters” at Veterans Park.

14. Discuss Commissioner’s time commitment and participation (J. Bryant)
Chairperson Bryant discussed the time required for committees and subcommittees and asked for discussion on this issue. He asked for suggestions Ms. Burr-Siegel suggested that the committees don’t necessarily have to be made up of just Commissioners; they could include other members of the community. Commissioner Forlow agreed and suggested reaching out into the community more for assistance. There was further discussion and Vice Mayor Beckstrand suggested asking the public what they would like to serve on through the survey discussed previously. This could be handled through the website as well. Chairperson Bryant asked the Community Relations Committee to come back with suggestions at the next meeting.

15. Information regarding Cultural Arts Master Plan or Community Cultural Plan (R. Burr-Siegel)
Ms. Burr-Siegel discussed the overall plan she had when she was hired. She discussed the purpose of a Cultural Arts Master Plan. A description of a Cultural Arts Master Plan was included in the agenda packet. She discussed this plan with the Commissioners and stated that the City Manager is interested in this plan and will be at the next meeting to further discuss this topic.

NEW BUSINESS:
No new business brought before the Commission at this meeting.

CITY COUNCIL UPDATE:
Councilmember Beckstrand mentioned conversations she has had with Director Bronzan and the City Manager about budgets and public art. She said that the new City Manager is a public art advocate. She also mentioned the goal-setting workshop that will be coming up in April. This should bring up more feedback and ideas for the Commission.

CITIZEN COMMENTS:
None

COMMISSIONER COMMENTS:
Commissioner Guise reported that she has raffle tickets for the Arts for Arts Sake event and is trying to get these out ahead of the event to sell more tickets. She had tickets with her to give out to the Commissioners to sell. She explained the procedure for the raffle. She gave out tickets. So far businesses participating for prizes, are Grazies (dinners), Sweeney’s, Weathervane, the Movie Theater and Delta Pure Water, also Commissioner Guise is giving a prize as well. The Wine Store and Not Native are participating. Tickets were given to the Commissioners as they left the meeting.

Commissioner Ruiz welcomed the new Commissioner, Vivian Faye, and also Lisa as a great addition to the staff. He also had flyers to pass out to the Commissioners.

Commissioner Foley welcomed Commissioner Fay and thanked Commissioner Ruiz for his help with the budget.

STAFF REPORT AND COMMENTS:
Ms. Burr-Siegel read the proclamation read by the Mayor at the March 22nd Council meeting for April, National Poetry Month.

REQUEST FOR FUTURE AGENDA ITEMS:
None given

ADJOURNMENT:
Chairperson Bryant adjourned meeting at 9:09 PM.

Respectfully submitted,

Betty Jo Whincup
Minutes Recorder
(Minutes taken by Lisa Smith)