ARTS COMMISSION
REGULAR MEETING MINUTES
June 22, 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 7:04 p.m.

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

ROLL CALL:
Commissioners present: Chairperson Bryant, Ron Beatty, Barbara Guise, Greg Ruiz, Kermit Sveen, Vice Chair Sandra Gill, Chris Robinson, Helen Myers, Joe Trebino, and Doreen Forlow. Commissioners absent at roll call were: Deena Foley, Vivian Faye, Patricia Lacy-Rankin, Saunie Fridley and Patrick McCarran. There were no excused absences.
Staff present: Arts Manager Rebekah Burr-Siegel and William Weber, Arts Curator

PRESENTATIONS:
A. Bruce Stuart, Director of the Community Concert Band
Commissioner Sveen introduced Mr. Stuart who is the volunteer Director of the newly organized East County Community Concert Band. He noted that Mr. Stuart is the husband of Sue Stuart, the Director of the Sing-Along Messiah. Mr. Stuart discussed the band and thanked the Arts Commission for their help and partnership in getting the band organized. He said the band is coming along very well and close to their first performance at the Cornfest on July 9, at 10:30 am on the Liberty stage. They are up to 63 members and have representation throughout the county. They practice at the Liberty High School Band room and have access to the stands, chairs, drum battery, all percussion instruments and the music library. Mr. Stuart feels that an orchestra may be in the future. He thanked the Commissioners for the opportunity to speak to them.

Commissioner McCarran arrived at 7:10 p.m. Commissioner Faye arrived at 7:11 p.m.

CALL TO ORDER:

AGENDA REVIEW:
Chairperson Bryant asked that a request be made to pull Items 3, 6 and 7 from the Consent Calendar. Beatty/Trebino MSC to pull items 3, 6 and 7.

CITIZENS COMMENTS:
None.

CONSENT CALENDAR:
1. Approve minutes of regular meeting of May 25, 2005
2. Accept monthly budget report and motions for purchases (R. Burr-Siegel)
3. Accept brochure design and monthly report from Community Relations Committee (D. Foley)
4. Accept monthly report from PERFAC (K. Sveen)
5. Accept monthly report from Literary Arts Committee (R. Beatty)
6. Accept monthly report from Day in the Park Committee (C. Robinson)
7. Approve Standard Operating Procedures for Day in the Park (C. Robinson)
8. Report by the 2004/05 Budget Allocation Committee (C. Robinson)
9. Accept Movie Committees Monthly Report (P. McCarran)
Beatty/Gill MSC with one abstention to approve the Consent Calendar with the items 3, 6 and 7 pulled.

3. Accept brochure design and monthly report from Community Relations Committee (D. Foley)
Commissioner Ruiz showed a sample of the brochure the Public Relations Committee has been working on. It will include information on the Arts Commission and pictures from local arts events and public art. He discussed this and also book marks and other ideas that he has been working on. He asked that Commissioners write comments on the sample brochure as it went around the table. He further commented that this will be a work in progress. Commissioner Faye suggested having pictures of art and a “vision statement” included. Commissioner Ruiz will provide another example for approval at the next meeting. Robinson/Gill MSC for the approval of Commissioner Ruiz’s report.

Commissioner Fridley arrived at 7:35 p.m.

6. Accept monthly report from Day in the Park Committee (C. Robinson)
Commissioner Robinson passed out her report on items 6, 7 and 8. Chairperson Bryant said that since only items 6 and 7 were pulled from the agenda, discussion at this time was only on items 6 and 7. Discussion followed regarding the budget allocation committee. Discussion of whether or not item 8 should have been pulled. Guise/Trebino MSC to pull item number 8 out of the previously approved Consent Calendar and bring it back for discussion.

Starting then with discussion on Item 6, Commissioner Gill expressed concern that the Contra Costa Times would not consider negotiation on the advertising. Commissioner Robinson explained that the person who negotiated this fee felt it was very fair, and has not had time to talk further with the Contra Costa Times. She said that Deby Elkins has agreed to work on this with the Contra Costa Times and Commissioner Trebino. Chairperson Bryant asked about the number of tents needed. A meeting on this subject will be held with Commissioner Robinson and Commissioner McCarran directly after this meeting. Commissioner Robinson confirmed the Brentwood Press is involved. Chairperson Bryant asked about the budget requirement for entertainment. Commissioner Robinson feels $5,000 may be needed to adequately cover these costs after discussions with the chairperson for this part of the event. Robinson/Faye MSC for the approval of item number 6.

7. Approve Standard Operating Procedures for Day in Park (C. Robinson)
Commissioner Robinson commented that in the past there were standard operating procedures that started in January and continued all the way through October. Because they got a slow start this year and are still working on the budget, the normal plan is not in effect. She will continue working with her old schedule and check items off as they are completed. She was still concerned about the budget. Chairperson Bryant told her the budget is approved. Commissioner Beatty voiced concern and said that he is willing to put together a schedule and have it ready by the second Wednesday of July. Commissioner Robinson will give him the information she has at this point by the next week. Trebino/Beatty MSC for the approval of item number 7.

8. Report by the 2004/05 Budget Allocation Committee (C. Robinson)
Commissioner Guise asked about the “Goat” and the Martinez Outreach Workshop. Commissioner Sveen said these were two of several suggestions made by the subcommittee. He explained it was the Martinez Opera Company. Mr. Weber then explained the goat was “Eric the Traveling Goat” featured in a last art show. Commissioner Guise also asked about the cost of $2,000 to clean up Creekside when it has been done by volunteers. This was explained further to her satisfaction. Trebino/Forlow MSC for the approval of item number 8.

Commissioner Robinson asked about approval of the budget and change in the request for entertainment. It was confirmed that $1,000 has been approved at this point. Chairperson Bryant said that Commissioner Robinson needs to ask the Executive Committee for approval after her meeting with the budget committee. Commissioner Gill said she will contact Commissioner Fridley and get this approved for the Executive Committee.

OLD BUSINESS:
10. Revisit Saturday art gallery openings (R. Burr-Siegel)
Ms. Burr-Siegel asked the Commissioners’ opinions on this subject. Did they wish to reopen the gallery on Saturdays with volunteers from the Commission? This has not been successful in the past. It is currently open on weekends by appointment. Beatty/McCarran MSC that if there was a premiere event in the gallery, then they would schedule a Saturday opening that could be promoted for this type of event only. Discussion clarified that this would be staffed by volunteers from the Commissioners and would be only for these special events.

11. Consider reimbursing the Art Society for Costs associated with the Annual Student Show (J. Trebino)
Commissioner Trebino presented the fact that the Art Society had paid for the artist’s airline ticket, his honorarium, and the cash awards. Last year the Arts Commission reimbursed the Art Society for the awards in the amount of $300. The Arts Society would appreciate any reimbursement that the Commission would be willing to donate. Guise/Sveen MSC to reimburse the Art Society in the amount of $300 for the awards.

Commissioner Ruiz asked that in the future student art shows supplies or other types of awards rather than money be given. Commissioner Sveen asked that also in the future the Commission work more closely with the Arts Society in finding out how they can help or contribute to putting on the show.

12. Update on Patrons of the Arts and Grant Writing (J. Bryant)
Chairperson Bryant said that three names have been given to the committee who know people or businesses that might be in a position to support/fund the Arts Commission. They are Bill Bristow, Helen Myers and Hugh Maiocco.

CITY COUNCIL UPDATE:
No report

CITIZEN COMMENTS:
No comments

COMMISSIONER COMMENTS:
Commissioner Bryant asked about the Chamber of Commerce monthly mixers and luncheons and asked that the Commission be informed of when and where these events take place. The next mixer will be at the OMNI Funding office on First Street from 5:30 to 7:00 p.m. The luncheons are held on the second Tuesday of each month and ranges between $15 and $18. Commissioners should wear their name tags. Ms. Burr-Siegel has the schedule and will email all of the Commissioners of these times and dates. The Arts Commission is a member and all are encouraged to attend these events and be visible. Chairperson Bryant also recognized the Art for Arts Sake Committee, the Chairperson, Commissioner Ruiz and Commissioners Myers, Beatty and Guise as well as Ms. Burr-Siegel. He also mentioned the hard work of Commissioners Lacy-Rankin and McCarran. The budget is in the black and these people are to be commended for their hard work.

Commissioner Beatty asked that all mark the date of September 10th for the Arts Society annual dinner and fund-raiser to be held at Bill Bristow’s home, cocktails at 5:30 to 6:30, sit-down dinner, art auction and dancing. Donations for the auction are requested. Commissioner Beatty also expressed concern for the Day in the Park and asked that all Commissioners roll up their sleeves and help in this annual event.

Commissioner Guise said that she received from Ms. Burr-Siegel the 2005/06 Department operating budget of $20,216.561. She called Director Bronzan asking for an explanation of this budget and asked if Ms. Burr-Siegel had this information with her. Ms. Burr-Siegel did and read the entire budget and the break down of revenue. She supplied everyone with copies. Chairperson Bryant commented on this budget and how it pertains to the Art Commission. Commissioner Guise also commented that eventually they may have to raise money for staffing, since the developer’s fees will not always be there. Commissioner Guise also asked for input from the Commissioners as to what their thoughts are as to a gallery, an art center, a museum. The Citizens Advisory Facilities Committee are requesting guidelines. They need this information soon as they will be meeting with the City Council and making decisions and timelines for these decisions in the very near future. Prioritizing these issues is of importance at this time. This committee meets prior to the next Arts Commission meeting. Ms. Burr-Siegel suggested a field trip to other communities to see what they have for libraries, art galleries, etc. Other Commissioners made comments and suggestions as to what they feel are important to the community. The current library as a future art gallery was discussed. Ms. Burr-Siegel will write up a report for Commissioner Guise to take to her meeting.

Commissioner Ruiz reminded all the Commissioners of the upcoming Elvis performance for the Starry Nights in Brentwood. He also commented on Lopez, a community near Escalon, that has some great sculptures that he feels would be great to addition to the art in Brentwood.

He also feels the Farmers Statue should be on the corner of Pippo and Balfour. This could then become a tribute to the agricultural heritage of the community.

Commissioner Forlow feels there is not enough publicity for the Arts Commission as pertains to an the movies in the park, which noted the Chamber of Commerce as sponsored in the Brentwood News. Ms. Burr-Siegel will check this out and make sure the proper credit is given. She feels there is not enough publicity for the Arts Commission and does not feel a brochure is adequate, the Commission needs more public involvement.

Commissioner Fridley needs the actual expenses from each chair as they are received for the Day in the Park and she will plug them into the budget.

Commissioner Faye said her trip to Japan was wonderful and commented on various places she saw.

STAFF REPORT AND COMMENTS:
Ms. Burr-Siegel handed out her report on the AFTA conference in Austin, Texas and said it was one of the best conferences she has attended. She encouraged Commissioners to attend next year’s conference in Milwaukee in early June. She felt at least one should attend and there is money in the budget for this type of conference. She has movie evaluations ready for the Starry Night concert this Friday night, but she will not be able to attend. Commissioners need to distribute and pick up the evaluations. Commissioner Trebino asked if the banner from the Arts Commission would be up since it is an Arts Commission sponsored event, Ms. Burr-Siegel said she would make sure that it was. Volunteers are Commissioners Ruiz, McCarran and Gill, Sveen, Forlow and Bryant. Commissioner McCarran and others will meet at the Gazebo to pick up the forms to pass out at the 6:45 p.m.

REQUEST FOR FUTURE AGENDA ITEMS:
Update on Brochure
Day in the Park Budget
Update on Citizens Advisory Facilities Committee
Budget Fund allocation 2005/06
Grant writing/patrons of the art

ADJOURNMENT:
Chairperson Bryant adjourned the meeting at 8:50 p.m.

Respectfully submitted,

Betty Jo Whincup
Minutes Recorder