ARTS COMMISSION
REGULAR MEETING MINUTES
May 25, 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 7:03 p.m.

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

ROLL CALL:
Commissioners present: Chairperson Bryant, Commissioners Ron Beatty, Barbara Guise, Greg Ruiz, Kermit Sveen, Sandra Gill, Chris Robinson, Patrick McCarran and Doreen Forlow.
Commissioners absent at roll call: Deena Foley, Saunie Fridley, Joe Trebino and Helen Meyers. Commissioners excused: Patricia Lacy-Rankin and Vivian Faye.
Staff members present: Arts Manager, Rebekah Burr-Siegel; Tom Burt, Rec. Supervisor for Parks and Rec. Dept., and William Weber, Curator.

PRESENTATIONS:
There were no presentations.

AGENDA REVIEW:
Chairperson Bryant asked that someone pull Item #3. Commissioner McCarran made this request. Chairperson Bryant also asked to pull Item #8 from the Consent Calendar, Commissioner Beatty made this request. Chairperson Bryant also said that Item #7 was included in a report handed out by Commissioner Robinson. Commissioner Sveen noted that the agenda did not include the Commissioner’s Comment as usually. Rebekah Burr-Siegel said this was an error and will be immediately after City Council Update. This change was made to the agenda.

CITIZENS COMMENTS:
None

CONSENT CALENDAR:
1. Approve minutes of regular meeting of April 27, 2005.
2. Approve minutes of the special meeting of May 11, 2005.
3. Accept March and April 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 Art of Art’s Sake wrap-up report (P. Lacy-Rankin/G. Ruiz)
7. Accept monthly Day in the Park report (C. Robinson)
8. Approve Day in the Park Art & Wine Festival Procedure Schedule (C. Robinson)
Robinson/Guise MSC to accept the Consent Calendar with Items 3, 7 and 8 pulled from the calendar.

Chairperson Bryant referred the Commissioners to the April budget as described in Item #3 and material included in the Commissioner’s packets. He said he had also gotten an update from Ms Burr-Siegel on this matter. His estimate is that they have approximately $50,000 to $60,000 balance for this fiscal year. This amount excludes the items that are referred to as reserve funds. He also reported that funds not spent this year will roll over into the next fiscal year. He said he would meet with anyone with questions. Curator Weber asked if a committee could be formed to decide what would be the best way to spend these funds. There was some further discussion on this issue. Commissioner Guise suggested to form a committee comprised of Commissioners Beatty, Sveen, Forlow, Gill and Robinson and Curator Weber to review the possibilities. Chairperson Bryant appointed the committee on the suggestion of the Commissioners. The Commissioners listed above were approved for the committee. Some suggestions were made for the naming of the committee. Chairperson Bryant asked Ms. Burr-Siegel to meet with this group immediately following the regular meeting to decide the focus and naming of the committee. Guise/Robinson MSC approval of item #3.

Commissioner Trebino arrived at 7:10 p.m.

8. Approve Day in the Park Art and Wine Festival Procedure Schedule (C. Robinson)
Commissioner Robinson commented on the Standard Operating Procedures which normally start in January. This would include time/dates when these procedures would be scheduled. She reported that the separate chairs of each committee will be meeting once a month and the next meeting will be June 8, 2005, here at the Technology Center. She will revise the operating procedure from this time on to indicate where each committee is at in their planning. Then next year in January she will have the standard one ready to begin at that time. She said everything is ready to go, but until the budget was approved, nothing could be done. She discussed what she plans for the June 8th meeting. Chairperson Bryant inquired if after the meeting of the chairs in two weeks if she would provide the schedule for this year to Ms. Burr-Siegel within three days. Ms. Burr-Siegel will then provide this information via mail to all of the Commissioners. Commissioner Robinson agreed to do this, and Ms. Burr-Siegel will mail it to the Commissioners with their packets on the 15th of June. Trebino/Byrant MSC to approve Item #8.

OLD BUSINESS:
9. Approve Day in the Park Art and Wine Festival Budget (Bank/Budget Committee)
Chairperson Bryant said that the budget will have to be approved but the Arts Commission can adjust the budget as time goes on. It will be considered a working document for the time being. Commissioner Gill explained the materials, 1) proposed budget and 2) individual committee budgets. The budget was prepared by Commissioner Fridley. Commissioner Gill explained the projected revenues and costs for the Day in the Park. Commissioner Guise addressed the security issues and gave information that she had obtained regarding hiring private security and also information she had received from the Brentwood Police Department. Ms. Burr-Siegel said that the Police Department will have a sergeant and up to five officers at the event during the day, the only time that they cannot guarantee coverage is in the evening. The $132 per hour that was quoted to Commissioner Guise by the Police Department is absorbed by the police budget, not the Art Commission’s according to Ms. Burr-Siegel. Commissioner Robinson will talk to the Police Department and clarify what they will be able to provide and what the costs to the Commission will be if any. Commissioner Trebino said they will need private security at night and those sources should be followed up on as well. Therefore the $1500 amount allocated in the budget should remain and if it needed to be adjusted later on it could be as costs were finally decided. Commissioner Robinson then commented on the estimated cost of the entertainment of $1,000. In the past the budget for entertainment was about $4500. There was some further discussion on this and groups that should be contacted for firm figures. Also, the PERFAC will be able to provide some entertainment. Commissioner Robinson will follow up on this in the immediate future and report back to Commissioner Gill on her findings. At this point the $1,000 figure will remain in the budget. Commissioner Beatty had a question regarding the Layout Committee and said it should actually be the Vendor Committee. Discussion of costs of tents was also discussed and clarification of the amount required and sizes. Commissioner McCarran said that the tent costs would probably be about $2,000. This would be charged to the Layout Committee.

Commissioner Robinson discussed the advertising costs. Commissioners Trebino and McCarran felt the proposed cost of $14,000 was too high. Chairperson Bryant suggested that they go with the figure of $9,629 and the amount can be adjusted. Commissioner Robinson will follow up with her person who is working on the advertising as she was unable to be at the meeting. Several other Commissioners felt the figures quoted by Contra Costa Times was far too high and needed to be negotiated further. Commissioner Forlow suggested negotiating with the Brentwood Press. Commissioner Robinson asked for approval of the radio bid from KUIC 95.3, Commissioner Gill also felt this very good as well as cost would only be $2,000. Revenue figures were discussed. Trebino/Ruiz MCS that the budget be approved as presented with the changes presented at this meeting, $1,000 for tee shirts and souvenirs, $2,000 for Layout Committee, Layout Committee also changed to Vendor Committee. Discussion following the motion and Chairperson Bryant reaffirmed that the items to be followed up on are to renegotiate with the Contra Costa Times, investigate Brentwood Press’s involvement, determine the number of tents required and determine revenue from Contra Costa Times and the brochure. These items need to be investigated and explored further by Commissioner Robinson and the budget committee. Motion carried, with one abstention.

10. Consider additional summer movie and equipment changes (Movie Committee)
Tom Burt, Rec. Supervisor for Parks and Rec. Dept. reported on the movie committees’ recommendation for the purchase and/or rental of movie equipment. He reviewed the report and passed out copies of the Activities Guide which included information on the movie nights. The flyers will be ready on Friday and will be given to Rebekah Burr-Siegel. Mr. Burt described the types of projectors, playback decks and screens for these movies, and what would be required for this type of event. He recommended the 7000 Lumen projector for this purpose as opposed to the one approved earlier by the Arts Commission. The cost for the projector of this type is currently $35,000. He has not been able to locate a used one but it would cost $22,000 to $25,000. These are not usually easy to locate. There are five movies scheduled for the 2005 season. Estimated rental cost for five movies would be $10,000. Commissioner Robinson questioned putting forth the money for rent, when they could purchase the equipment and pay for it over a three or four year period and not lose the money for rent. Consideration was given to the fact that this technology may improve over the years and prices may go down. Commissioner Beatty wondered if they would continue to do this every year to justify the purchase of the equipment. Commissioners questioned life span of the equipment and other issues. Commissioner Forlow felt it was premature at this point to purchase the equipment at the cost of nearly $40,000. She felt it would be better to rent it for the five times for $2,000 each time. She felt it was important to see the community’s response.

Commissioner McCarran mentioned the possibility of partnering with the library to show independent art films and collect donations when showing the films to assist in defraying the costs of the equipment. Commissioner Trebino asked if there were enough funds to pay for this and Ms. Burr-Siegel said that there was about $50,000 to $60,000. She said that they have already applied for the business license which will be another $10,000. Commissioner Trebino suggested renting the equipment two times and finding out what the response was. If it is good, then purchase the equipment. Commissioner Gill said she felt if they were to purchase the equipment, they should find ways for it to create revenue, e.g., donation box at the door, sales of concessions, etc. Commissioner Guise suggested looking into a no-interest loan from a local bank for a three or four year period. Commissioner McCarran said that the committee’s recommendation was to purchase the equipment as an initial investment for the future, hoping that revenue would be generated by the showing of films in the community through donations and sales of concessions, etc. The committee felt it could generate about $1,000 per movie and make it a cost effective venture. He said he felt Commissioner Trebino’s suggestion was an excellent one. There could be a special meeting to review the outcome and determine if the equipment should be purchased.

Commissioner Guise will also talk to the bank regarding an interest free loan. Trebino/Forlow MSC with one abstention to rent the equipment for the first two movies and then have a special meeting to make a decision as whether to buy or continue renting the equipment. Commissioner Robinson then said she felt Commissioner Guise’s idea was excellent. The equipment could be sold if they later decided it was not something to be continued. After some further discussion the vote was called. Commissioner Guise was asked to pursue looking for an interest free loan and she asked if anyone else had a bank that they would recommend for this request. Ms. Burr-Siegel suggested the Arts Commission distribute an evaluation form to determine the public’s response.

NEW BUSINESS:
11. Approve $200 for 2nd and 3rd place for poetry contest (Literary Arts Committee)
Ms. Burr-Siegel reported that the library and the Brentwood Press have agreed to partner with the Arts Commission on a poetry competition. If successful, the contest could be held regularly with different literary styles (prose, short stories, haiku, sonnets, etc.) The Brentwood Press has designed a flyer and is offering $500 in prizes. Over 12,000 copies of the flyer have been distributed to all of the schools. The recommendations is for four 2nd and four 3rd place prizes at $30 and four third place prizes at $20, respectively, a total to $200. In addition, books from Barnes and Noble will be given as prizes. Trebino/Gill MSC to donate the $200 for the prizes. The winners will be awarded through a book fair and final reading at Barnes and Nobles. They will also be distributing vouchers to those purchasing books that day.

12. Approve digital camera purchase for Arts Commission (J. Bryant)
Ms. Burr-Siegel said that the Commission needs a digital camera to document events. This is also an important factor in applying for grants and keeping a historical record of the Commission’s activities. These pictures could also be used in brochures. Trebino/Ruiz MSC to approve up to $600 for the purchase of a digital camera.

13. Approve funding of Community Chorus, not to exceed $1500 per year (PERFAC)
Commissioner Sveen presented this topic and added that the money is in the budget, but he wished to explain what it is for. The band has been granted use of the facilities, equipment and other amenities by Liberty Union High School District. For this they have been requested to subsidize the Community Chorus up to $1500. This is the cost of the Community Chorus’ Director. It was explained that these funds would only be used if there is a budgetary short fall and will not exceed the $1500. Ms. Burr-Siegel explained the history of the request. This is to partner with the Adult Education Department. There was discussion of how to spend money and setting a standard of accountability for expenditures. Since this is in the budget it does not require action, Commissioner Sveen just felt it should be brought to the attention of the full Commission.

CITY COUNCIL UPDATE:
No report

CITIZEN COMMENTS:
A citizen present commented that she felt this was a great bunch of very interesting people.

COMMISSIONER COMMENTS:
Commissioner Beatty asked about the “critters” for Veteran’s Park. Ms. Burr-Siegel explained that the artist recently had surgery and is now allowed to work one hour a day. There will be soft opening of the park the week of June first and dedication date is set for June 25th. Commissioner Gill announced that she will not be present at the next meeting. Commissioner Robinson reminded the chairs of the June 8th meeting at 6:00 p.m. at this same facility.

Commissioner Sveen commented on the Cancer Society, Relay for Life, July 23 & 24 at Sunset Park. They are hoping for 50 teams for the 24 hour event. He passed around pictures of the artwork at the new John Muir Medical Offices. He announced a fund raising day for grant seekers on June 2, 2005 at the Westin Hotel in S.F. where people can learn how to apply for grants. He said that the Parks and Recreation Department and the Brentwood Senior Citizens Club is sponsoring a dinner prior to the June 24, 2005 Elvis event beginning at 5 p.m. and catered by Carvelli’s. There is an art show by the Discover Art League at the Byron Airport on June 11, 2005.

STAFF REPORT AND COMMENTS:
Ms. Burr-Siegel said the budget that was presented to City Council the previous evening was approved at the staff level and it will go on to the City Council on June 14th. The City has agreed to fund in full The Art Commission’s projected revenue from sponsorship and donations, etc. She presented this as an unidentified funding source when submitted. Chairperson Bryant said that this does not mean that they can stop seeking funding and grants.

REQUEST FOR FUTURE AGENDA ITEMS:
Approve refund for Arts Society
Have Bruce Stuart attend and make presentation

ADJOURNMENT:
Chairperson Bryant adjourned the meeting at 9:10 p.m.

Respectfully submitted,

Betty Jo Whincup
Minutes Recorder