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ARTS COMMISSION
REGULAR MEETING MINUTES
April 27, 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 7:07 p.m.

PLEDGE OF ALLEGIANCE
All stood for the Pledge of Allegiance.

ROLL CALL
Present: Chairperson Bryant, Commissioners Ron Beatty, Barbara Guise, Helen Myers, Greg Ruiz, Kermit Sveen, Sandra Gill and Joe Trebino.
Excused: Patricia Lacy-Rankin.
Absent: Chris Robinson, Deena Foley, Patrick McCarran, Doreen Forlow, & Vivian Faye.

Staff: Arts Manager Rebekah Burr-Siegel, and Craig Bronzan, Director of Parks and Recreation. Also present Annette Beckstrand, Councilmember and Art Commission liaison.

PRESENTATIONS
A. Donna Landeros, City Manager.
Ms. Landeros was introduced by Director Bronzan. He said that her first job was with Parks and Recreation as was her husband’s job. Her most recent position was City Manager for the City of Ventura for nine years. There she worked on the implementation of a cultural arts plan. Ms. Landeros then commented briefly since she had another meeting to attend. She discussed her pleasure with her opportunity to work with the City of Brentwood and interest in cultural arts. She said she’s very excited about working with the Arts Commission in developing a cultural arts plan. She expressed interest in having art in the City Hall which had been done in Ventura, and brought people into the City Hall and encouraged development of arts in the downtown area of Ventura. She hopes that there are plans to bring art into the new City Hall.

Commissioner Vivian Faye arrived at 7:10 p.m.

Chairperson Bryant thanked her for coming to the meeting and mentioned that her husband is a member of the newly formed Community Band. All of the commissioners thanked her.

AGENDA REVIEW
Chairperson Bryant requested that item number 17 be taken from under New Business and moved to be presented immediately after the Consent Calendar. Beatty/Trebino MSC to move Item 17 up after the Consent Calendar.

CITIZENS COMMENTS
None

CONSENT CALENDAR
1. Approve minutes of regular meeting of March 23, 2005
2. Accept February budget report and motions for purchases (R. Burr-Siegel)
3. Accept March budget report and motions for purchases (R. Burr-Siegel)
4 Accept monthly PERFAC report (K. Sveen)
5. Accept monthly Literary Arts report (R. Beatty)
6. Accept monthly Art for Art’s Sake report (P. Lacy-Rankin/G. Ruiz)
7. Accept monthly Community relations report (D. Foley)
8 Accept monthly Day in the Park Art and Wine Festival Report (C. Robinson)
9. Clarification of Arts Manager’s role with Arts Commission (Executive Committee)
Chairperson Bryant said that there were two items that needed to be moved from the Consent Calendar and then tabled. These are Items number 3 and 8. He said the March budget is not available (#3) and Item 8, report is not available. Faye/Guise MSC items 3 and 8 be removed from the consent calendar and be tabled.

Chairperson Bryant requested the removal of Item 15 from the Consent Calendar and tabled until a later meeting. Rebekah Burr-Siegel explained the two different budget committees, the Bank/Budget Committee for the Day in the Park is Commissioner Fridley and Gill and the Finance Committee for the Arts Commission is the Executive Committee. Commissioner Gill serves on both of these committees. Faye/Beatty MSC tabling of Item 15.

Commissioner Foley arrived at 7:15 p.m.

Chairperson Bryant asked if there were any other changes to the Consent Calendar. Sveen/Guise MSC Item 1 also be pulled from the Consent Calendar.

Trebino/Guise MSC the acceptance of Items 2, 4, 5, 6, 7 and 9 of the Consent Calendar.

1. Approve minutes of regular meeting of March 23, 2005
Chairperson Sveen reported that he had an excused absence from the March meeting and felt this should be indicated in the minutes. This was noted by the minute’s recorder. If Commissioner’s are going to be absent this should be reported to Ms. Burr-Siegel. Trebino/Sveen MSC to accept Item # 1.

NEW BUSINESS
17. Approve public art project for Granville Estates by Scott Runion (Public Art Committee)
Ms. Burr-Siegel introduced Scott Runion, the artist on the Granville Estates project. Also present were Darren Reynolds, landscape architect and Peter Lezak, from D. R. Horton. This project was approved by the Public Art Committee. Mr. Runion presented his design concept for the project. Drawings of the project and the proposal were included in the agenda packets. He passed around a spiral monkey maquette

Mr. Runion asked if the Commissioners wanted all of the monkeys on the trellis or include one on a bench, and whether or not they want vines growing on the trellis. The maintenance for this project will be minimal. Director Bronzan suggested that stubs for irrigation could be installed and if vines were desired at a later date water would be available. There are vines that don’t require much maintenance. Suggestion also that as the trees grow, that may be all they need to create the desired effect. Construction will begin in about 4-5 months. Commissioner Gill, Ruiz, and Trebino all expressed liking the design and felt no need for vines at this time, that trees would be enough. The monkeys will be life-sized. After a show of hands on whether vines should be planted now or water stubbed in to supply water later on if vines desired, how many monkeys and where placed and overall approval of the design, the following motion was made:
Bryan /Sveen MSC to approve design with no vines at present, but water stubbed into the base and one additional monkey to be placed on a bench below the trellis and five on the trellises.

A request was made to find out the cost of smaller monkeys and bring this back to the next meeting. Ms. Burr-Siegel will take care of this and report at the next meeting.

OLD BUSINESS
10. Approve $1750 for 2005 CityRead out of 2005/2006 Budget (L. Roudman)
Mr. Roudman reported that the total cost for 500 books would be $3500 and the Friends of the Library agreed to pay one-half of that leaving a balance of $1750 for the Arts Commission’s share. He stated that the author, Ayelet Waldman is not charging for her appearance. Mr. Roudman passed around some information on the book for the Commissioners since there had previously been some concerns about the book for this CityRead. He also reported that after “Daughter’s Keeper”, she wrote a book called “Love and Other Pursuits” which has been optioned by Disney for a film. Councilmember Annette Beckstrand asked if there could be more feedback on the books and the CityRead Program. She would like to see a way to track how many people really read the books. Mr. Roudman replied that the past year there was a reading card inserted in each book for those reading it to initial and then pass the book on to the next reader. He said that of the 500 books that went out they had about 150 books had initials, but 350 books were not returned. There was also a bookmark where people could put in their comments, and at the end of the program concluding the read he asked for comments from the audience. He felt the insert of return cards would be a good idea and will work on this. There was a suggestion also to have a “blog” on the Internet for comments. Mr. Roudman asked about putting this on the City website, suggestion to have a note about this in the book so readers will be directed to the website blog. Commissioner Foley would be willing to design this if approved. Other options were suggested and Chairperson Bryant then asked Mr. Roudman to connect with Ms. Burr-Siegel and work out some method of tracking responses. Commissioner Guise also asked for the number of hits on the website to be tracked. Trebino/Guise MSC to approve $1750 for the books, out of the 2005-06 budget.

Commissioner McCarran arrived at 7:40 p.m.

11. Discuss Community Relations Committee tasks (D. Foley)
Commissioner Foley reported that the committee had a meeting and out of the items discussed they decided the most important thing was a brochure describing the activities of the Art Commission. They decided to design it themselves in order to cut costs. She presented some layout ideas for the Commissioners to consider. They would like to do a simple three or four panel fold-out brochure, depending on information available. She discussed what should be included in the brochure, who they are, events and a brief history of the Art Commission, etc. She felt a tear-off panel should be included that people could complete and return. Photographs from throughout the city could be included and the brochure should be colorful. The committee thought they should print about 10,000 tentatively and it would be good for two years. Councilmember Beckstrand cautioned printing so many on the first printing as many times after printing other things come up that could have or should have been included. She suggested about 500 the first time and Ms. Burr-Siegel said that could be done in house and cut costs there as well. After the first printing and feed back, they go to a printer and have a larger number of brochures printed. The Public Relations Committee will bring back their sample brochure for review at the next regular meeting in May.

12. Discussion of 2004-05 Budget (J. Bryant)
Chairperson Bryant said that they do not have this month’s budget report, so they do not know exactly where they are. In discussions that he had with Ms. Clark, Accountant II, it appears that they have money left in the 2004-05 budget, about $65,000 available; however $40,000 is related to the Day in the Park and Blackhawk. It looked like they had about $25,000 uncommitted funds available for the balance of this fiscal year. He also said that of the General Fund allocation for 2004-2005, whatever is left will roll over into the 2005-2006 budget and that a certain amount of the start-up costs will be transferred out of the budget and would add to the amount of available funds. Chairperson Bryant then referred to Director Bronzan for confirmation of this statement and any further clarification. Bronzan said that to be specific that two years ago they did not anticipate the costs of a full-time staff, so any of these costs such as training, cell phones, etc. will attempt to be absorbed in the Parks and Recreation Budget. He apologized on behalf of the Accountant, Ms. Clark; that she is been deeply involved in the complete Parks and Recreation Budget, which is a very large complicated budget and is her first priority to get in on time.

13. Discussion of 2005-2007 Budget (J. Bryant)
Chairperson Bryant said that the budget has been submitted to the Department of Parks and Recreation and after it has been reviewed they will know what the 2005-2007 budget will be. Director Bronzan said that the budget work sheets were given back to the departments this week and were being rechecked. The Arts Commission budget has been presented with three categories, administration, operation budget, and public art projects. He said there is a shortfall of approximately $29,000 in 2005-06, and $26,000 in 2006-2007; this is for CityRead, the brochure, etc. Bronzan also explained how public art funds are distributed. Bronzan said he will get the finalized budget to the this point it is still as it was presented originally. Commissioner Guise said she felt the budget was quite confusing. Bryant said he would be willing to spend time with Commissioner Guise or anyone else who is confused about the budget.

14. Grant Writing possibilities for the Arts Commission and Art Society (R. Beatty)
Commissioner Beatty said there was a meeting of the Arts Society, Brentwood Unified School District (BUSD), the Arts Commission and others to discuss the various ways they could obtain grants. He said there are grants available, the City has two grant writers, and that a joint effort between the City, the Art Society and BUSD to identify these funds and apply for them. Ms. Burr-Siegel clarified that this group plans to get together and spend two hours in the computer lab at BUSD pulling up information on grants, printing them out and sitting down and figuring out which ones they feel would be appropriate to apply for. This will be done on May 11, 2005 from 3:00 to 5:00 and the BUSD Office on Guthrie Lane. She will be sending out an email to all the Commissioners, Art Society members and docents. Commissioner Guise suggested obtaining the services of a student to work on Google as a community service project to assist in the search. Ms. Burr-Siegel has these names and will pursue this project.

16. Update regarding Friends of the Arts (J. Bryant)
Chairperson Bryant said that at the previous meeting he had passed out forms asking for the Commissioners to identify friends of the arts. Only a few had been returned and urges the Commissioners to return them as resources for the commission. Commissioner Guise, Ruiz and Sveen have submitted some names to Ms. Burr-Siegel and Chairperson Bryant.

At this point Commissioner McCarran asked why item number 8 has not been discussed. The item was tabled because Commissioner Robinson was not present. He had several questions regarding the costs and charges for vendors at the Day in the Park. Both Commissioner Beatty and McCarran had questions as well. Trebino/Guise MSC Item #8, Accept monthly Day in the Park Art and Wine Festival Report (C. Robinson) be put back on the agenda.

8. Accept monthly Day in the Park Art and Wine Festival Report (C. Robinson)
Commissioner McCarran reported that the committee had been researching some of the charges to the vendors at the previous Day in the Park and found that the previous year they had charged $165 for the spaces plus 10% of their revenue. A 10% fee on revenue is not something the Committee is recommending. Commissioner McCarran said that food vendors are usually charged more since they generally have larger sales and can afford more than vendors that do not have such a large “capture rate”. He also brought up the idea of smaller vendor spaces for those that do not require much space. He recommended $80 for these spaces. There was discussion regarding cost of booths to vendors. There was also further discussion of the fact that the budget committee has not got the figures as yet for the Day in the Park, since there is not a confirmed Art Commission budget at this time. Advertising concerns were also discussed. Chairperson Bryant said that each of the sub-committees for this event needs to submit their estimated budgets to the Director. There is $30,000 in seed money for the Day in the Park.

All felt the timing is crucial and they are running behind previous years planning for this event. Chairperson Bryant said he has attempted to contact the Director and hopes to reach her the following week and will inform the others of his findings. Commissioner McCarran presented what he felt his committee needs to be approved at this time, which was the cost to the vendors. He proposed $400 for food vendors, $200 for arts vendors (10 x 10’), and $80 for junior vendors. All spaces will be situated in fours on a corner configuration. The smaller spaces of four feet would be for vendors with a less or smaller items. If they do well they may rent larger spaces in the future. Discussion as to whether these decisions could be made at this meeting and Director Bronzan advised them that Item number 15 could be brought back on the agenda and then this question could be voted on at this meeting. Trebino/Ruiz MSC to bring Item 15, Approve budget for Day in the Park Art and Wine Festival back on the agenda.

15. Approve Budget for Day in the Park Art and Wine Festival (C. Robinson)
McCarran/Guise MSC that the Commission approve charging food vendors $400, art vendors $200, and $80 for junior art vendors (4 foot booths). There will be an additional charge of $100 for food and arts vendors to cover costs of tents.

Commissioner Trebino discussed new designs for the glasses and also will need to order more light standard banners. He suggested something more “artsy”, with a grape vine or wine growing related theme. He has researched the cost of new banners with three colors, and recommends having the new ones intermixed with the old banners. He would like these with more color and visibility. He said that there are approximately 20 more spaces to place them in the city. He suggested possibly Bill Weber could design the banners and glasses, or asked for suggestions. Ms. Burr-Siegel said would help coordinate this effort. Commissioner Trebino said he would like a deadline of May 10, 2005.

Commissioner Guise then moved that a date certain when the budget is to be presented to the Finance Committee (Budget and Bank Committee) by May 5, 2005. There was discussion on this motion among the Commissioners and the Chairperson. Commissioner McCarran clarified his understanding of the motion as that if the Director is unable to do the budget then the Banks and Budget Committee will take this upon themselves to form a budget. Commissioner Guise said that was her intent. Commissioner Gill was concerned that there has never been a formal meeting of the Day in the Park Finance Committee to discuss the budget. McCarran seconded Guise’s motion. The motion was amended by Guise as follows; “that the Director presents a budget to the Executive Committee within ten days from today’s date (May 6, 2005) with the understanding that if that date cannot be met with the help of her subcommittees, then the responsibility be given to the Bank and Budget Committee. Motion seconded by Commissioner McCarran, motion carried unanimously. The previous motion died for lack of a vote.

CITY COUNCIL UPDATE:
Councilmember Beckstrand reported that at the last City Council meeting the Council did approve the Cloud Park on the Consent Calendar. She also reported that at a recent meeting with the City Council and Department Directors where numerous items were discussed, among them the new city hall, a Cultural Arts Master Plan and a Cultural Arts Center. These items are a priority for City Council. Staff was directed to continue to work on these items and bring them back to City Council as necessary. Chairperson Bryant asked if the Commissioners would be involved in any of these decisions. Ms. Beckstrand said she was sure that when public meetings are held on these matters the Commissioners’ input would be welcome. Their recommendations would be important and they should keep in mind ideas they receive from other communities. Chairperson Bryant asked about the amphitheater and Ms. Beckstrand said that this is also moving along, there is a budget of three and half million for the city on this project and they are looking at the winery that will be in that location also for what they are willing to bring in if a larger event center is to be provided.

At this point she deferred to Director Bronzan who reported that he has been appointed Project Manager on the Amphitheater so he has been involved in many of the meetings. He said that Blackhawk is building the Amphitheater as that has been determined to be the most cost effective. Shea Homes will be building the senior homes in the development. He feels there will be more information available by the next meeting. The facility will be city owned and operated. Commissioner McCarran said he felt the Arts Commission should have someone on that committee. There was some further discussion on this with the Commissioners and Director Bronzan said the Commission has his word that they will have representation on the program development committee.

COMMISSIONER COMMENTS:
 Chairperson Bryant said that Curator Weber has asked him to ask if members of the Art Commission could host the artist, Mr. Vitali by taking him to dinner, deliver him to schools and other activities. Ms. Burr-Siegel will check on his schedule and notify the Commissioners of appropriate times to assist in these activities. The reception for the new art show will be Wednesday, May 4, 2005, from 6 – 8 pm.
 Commissioner Trebino asked how the Art for Art’s Sake show was coming along. Commissioner Beatty said it is coming along okay. Commissioner Trebino also asked about the raffle tickets for the show and who the money is to be turned in to. Commissioner Guise is handling this. He also asked for the list of those businesses participating. Commissioner Guise has this list and some are as follows: Baccio, Sweeney Grill, Weathervane, Grazies, the Wine Store, Betty’s Beauty Shop and some others, about 10-15 altogether. A list of the prizes and participating businesses will be made up and given to the Commissioners. There are twelve artists signed up. They will set up on Saturday, 4/30 at 9 a.m.
 Commissioner Gill said she is thoroughly enjoying the work she is doing on the Public Arts Committee, but she is hoping to see art everywhere in the city, not just in the new developments.
 Commissioner Guise attended the last Facilities meeting and they have made an assessment of all available facilities for public use within the city limits. There is a list of facilities they feel are the most important and will be prioritized. She commented on the need for City Hall to be at the top of the list. She reported that Commissioner Myers sold 270 tickets for Art for Art’s Sake.
 Commissioner McCarran said he would like to see the staff direct the developers to explore putting art at the entrance, rather than always in the middle of a development. This way it would be available to the general public. Ms. Burr-Siegel commented that she has taken previous comments on this subject very seriously and has had a tour with some Pulte Homes. They assigned $100,000 to the entry soundwalls at Rose Garden. McCarran reported that the next Chamber mixer is on May 19th at Awakening Retreat on Deer Valley Rd.
 Commissioner Foley thanked Ms. Burr-Siegel for packaging and also said that she will be out of town and will miss the May meeting.
 Commissioner Sveen said that the Community Concert Band is developing well and has 61 people registered. They are considering a symphony orchestra. They are working on a concert series schedule.
 Commissioner Faye said she is very excited about all the activity, she will not be available for the May meeting as she has an extensive trip planned to Japan and other places in the Orient.

STAFF REPORT AND COMMENTS:
Ms. Burr-Siegel reported that the student show will be up by the end of this week and announced the judges, Commissioners Beatty, Ruiz and Curator Weber. Prizes will be awarded at the reception which will be from 6 – 8 pm on Wed., May 4th. Artist Jules Vitali will be present to give a brief talk on his art. She also reported that Brighton Station, which was the first developer to have a condition of approval prior to the Public Art Ordinance. At a recent meeting they decided not to do the piece of art that had been approved. The Parks & Rec. Commission wants playground equipment there instead. There will be a lot of children there and felt the playground equipment is needed more, plus they did not think that piece of art was appropriate. She does not know what the developer plans to do, but, feels he will probably buy out of the art requirement. The art was about $168,000. She hopes that the artist will be paid a 10% design fee at least. Ms. Burr-Siegel said this is a very gray area. It was suggested that the Art Commission take the money and use it for some other art in another part of town. This is a decision that will come before the Public Art Committee. A good place may be where the Christmas tree was at City Park. Ms. Burr-Siegel will be checking on this matter. Director Bronzan said this was a condition prior to the ordinance; there is now a new developer, Discovery Builders (Seeno) brought this project from the original developer that had previously worked with the Art Commission. He explained the reasons for the change from the art work to the playground equipment. Director Bronzan said that in the future, before projects get too far on Ms. Burr-Siegel will be talking about possibilities. Therefore, they will not design a play area and then try to slide artwork into the park.

REQUEST FOR FUTURE AGENDA ITEMS:
Bruce Stuart, Community Band Director
Update on projector
Continue on any tabled items
Movie Committee

ADJOURNMENT
Meeting was adjourned by Chairperson Bryant at 9:37 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