REGULAR MEETING MINUTES
July 27, 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.
Commissioners present: Chairperson Bryant, Commissioners Barbara Guise, Greg
Ruiz, Kermit Sveen, Sandra Gill, Chris Robinson, Helen Myers, Joe Trebino,
and Doreen Forlow.
Commissioners absent: Deena Foley, Patricia Lacy-Rankin, Saunie Fridley, and
Patrick McCarran. Commissioners excused: Vivian Faye
Staff present: Poldina Scherff, Recreational Manager and Bill Weber, Curator
Staff absent: Arts Manager Rebekah Burr-Siegel.
Chairperson Jim Bryant commented on a few items that he felt important
reminders for all of the Commissioners. He felt it important to consider how
the Commissioners are responding and acting as Commissioners. He stressed
the fact that they are a part of the City Government, and should consider
how they function and operate under the rules just as the City Council would
in their meetings, as well as other government agencies. Two items he felt
important for Commissioners to remember; one related to civility and a
reminder to all that they need to be civil to each other as the meetings
proceed, and secondly not to be talking among themselves during the meeting
when other people are talking. This is important to show respect to the
person who has been recognized by the Chairperson and has the floor.
City Council liaison Annette Beckstrand arrived at 7:05 p.m.
No Citizens comments.
1. Approve minutes of regular meeting of June 22, 2005.
2. Accept brochure design from Community Relations Committee (G. Ruiz)
3. Accept monthly report from PERFAC (K. Sveen)
4. Accept monthly report from Literary Arts Committee (C. Robinson)
5. Accept monthly report from Day in the Park Committee (C. Robinson)
6. Accept monthly report from public Art Committee (S. Gill/R. Burr-Siegel)
7. Accept monthly report from Visual Art Committee (G. Ruiz)
8. Accept monthly report from Arts Manager (R. Burr-Siegel)
9. Report by the 2004/05 Budget Allocation Committee (C. Robinson/R.
10. Accept City of Brentwood’s Commission Handbook (R. Burr-Siegel)
Chairperson Bryant asked the Commissioners to review the Consent Calendar.
Commissioner Kermit Sveen requested pulling items 3 and 8. Robinson/Ruiz MSC
that the Consent Calendar be approved with the exception of items 3 and 8.
3. Accept monthly report from PERFAC (K. Sveen)
Commissioner Sveen referred the Commissioners to that report in the
Commissioner’s packets and said he wished to clarify some items. He said he
had missed the two meetings the Sing-along Messiah and the band meeting. Ms.
Burr-Siegel wrote the minutes and notated in bold print some of his comments
after the fact and some were out of context. He wished to make these items
clear to anyone with questions. The Sing-Along Messiah has set the date of
December 3, 2005 and there will be a public rehearsal on the 19th of
November and all will be invited at that time to rehearse. He also pointed
out the item “Volunteers Wanted”, this came out of a PERFAC meeting and with
the idea to form a volunteer council of the Arts Commission. He also
mentioned the information on the Grant Makers and asked if anyone is
interested in applying for grants, he attended this workshop on June 30 and
reported some of this information in this report. Approval of Item # 3, MSC
Commissioner Ron Beatty arrived at 7:08 p.m.
8. Accept monthly report from Arts Manager (R. Burr-Siegel)
Commissioner Sveen said he wanted to point out that the Arts Manager’s
report was very thorough. However, she did not include any of the PERFAC
items that she has been very active and involved in. He felt she forgot to
include them and thought perhaps a friendly reminder to her to make her
report as inclusive as possible. Approval of Item # 8 MSA Trebino/Sveen.
Chairperson Bryant commented that there are two publications distributed to
them at the meeting for their review.
Councilmember Beckstrand then asked to make a couple of comments and said
that on the brochure she wanted to know how many have been run at this time.
Commissioner Ruiz said 250 and the one distributed at this time is a sample.
She suggested that in Public Art on the back on the Veterans Park and Police
Station, she wanted to know that this would only be on the brochure for this
limited time. Commissioner Ruiz said that was correct and they were
implementing changes on the brochure at this time. She also wanted to make
sure that all noted that the band is “East County Concert Band”; they need
to remove the word community from printed material. She wanted to make sure
that this is clear with everyone.
11. Approve movie equipment recommendation and accept monthly report from
Movie Committees (P. McCarran/T. Burt)
Since neither Commissioner McCarran nor Mr. Burt were at the meeting, Ms.
Scherff, Recreational Manager made the report on this item. She said that
Tom Burt, Recreational Supervisor, has been researching alternate sources
for the movie equipment. She explained items in the bid and stressed the
fact that this was the type of equipment needed for display quality and the
lowest bid they have received. Other bids have been about $30,000 and above.
There was discussion of Commissioners that this would be a good value and
good investment since renting the equipment as they are currently doing
costs nearly a third of the total price of buying this equipment.
Commissioner Robinson said the recommendation of the subcommittee was to
purchase the equipment. Commissioner Guise asked if there was any warranty
on this equipment. Ms. Scherff said they did not have this at this time
since it was not included in the bid. Commissioner Guise said she felt this
was crucial and should be researched. Commissioner Trebino asked if there
were enough funds available in the budget to purchase this at the amount
over the $10,000. Chairperson Bryant felt the money would be available. The
question was asked about the quality of the equipment compared to what they
have been renting and Ms. Scherff said it was the same, and rental runs from
$3,000 to $3500 each time. Commissioner Trebino said he felt it was clear
that in lieu of this fact, it would definitely be the best financial move to
purchase this equipment. Chairperson Bryant said the subcommittee should
take additional program suggestions for discussion and possible action.
Forlow/Robinson MSC that the bid be accepted and the equipment be purchased
as long as it comes with a warranty for at least one year.
12. Consider changes to the Day in the Park Budget (C. Robinson).
Commissioner Robinson referred to a previous meeting where the budget for
the entertainment for the Day in the Park was approved at $1,000. Since then
she has discussed this with Mr. Rod Linn who is coordinating the
entertainment and feels that he can provide the entertainment, bands, etc.
for up to $4,000. She said this amount had been approved in an Executive
Committee meeting on July 13, and was therefore requesting the entire
Commission’s approval of the$4,000 amount. Robinson/Trebino MSA that the
$4,000 amount be approved by the Commission instead of the previously
approved amount of $1,000.
13. Receive 2005/06 Arts Commission budget by Committee (J. Bryant)
Chairperson Bryant discussed this budget and referred the Commissioners to
the budget material in their packet. He discussed the draft that had been
received by the Commissioners previously. Chairperson Bryant said that the
budget for programs in the draft version is $64,450. The full budget is set
at $77,000, including $13,000 additional is for other operating costs. He
discussed another amount which includes transfers of revenue which include
the Farmer Statue, Heron Park, and the Day in the Park bringing the total of
$181,000. He explained how this amount is allocated. He also discussed the
return of funds from 2004/05 related to the start-up costs for the Arts
Manager’s position. This amount has not been figured yet. Chairperson Bryant
then reiterated that they do now have the $64,450 allocated for programs,
along with the start up costs from 2004/05 return, and will go on from there
with their fundraising efforts. He wished all the Commissioners to have a
clear idea of where they were financially at the start of the new fiscal
Ms. Scherff commented that the City’s budget was approved and Ms.
Burr-Siegel will be reporting back with the new budget at the next regular
meeting. Chairperson Bryant also said that the Brighton Station development
has made an offer of $104,000 that will be allocated to public art.
Commissioner Guise requested that the Brighton Station public art project be
placed on the next agenda.
14. Approval of Art Center facilities for the future (J. Bryant)
Chairperson Bryant said a few weeks ago an ad hoc committee was designed for
the Commission to put together a concept of what the future facilities would
look like. He discussed this with Commissioner Beatty and other
Commissioners to make sure he had included everything the committee had
discussed. Ms. Burr-Siegel had also put this information together. This was
in response to a request from Commissioner Guise at the June meeting, who
serves on the Facilities Committee for the City of Brentwood. This was to
define what an art center should be. Commissioner Sveen suggested adding
films/video to the “Visual Arts”. It was then said that the first paragraph
should read as follows on the second line, “Typically the arts are defined
as the Visual Arts (painting, sculpture, films/video, photography, etc.) . .
Councilmember Beckstrand said she would like to see an 80,000 square foot
building downtown. There was further discussion on spaces that may become
available in the city. Chairperson Bryant asked what should be the
Commission’s next step in proceeding on the plans for an art center.
Councilmember Beckstrand said that eventually this project should be
formulated and brought before the City Council. The City Council could then
request the staff to look for space. Commissioner Guise said also that the
Facilities Committee that she serves on could also work on these ideas.
There was discussion of a possible new car auto center that might then free
up the Ford or Dodge properties on Brentwood Boulevard.
Commissioner Guise asked for a recommendation from the Commissioners for her
to take back to the Facilities Committee for the new amphitheatre or other
possibilities. Chairperson directed her to the fourth item on his proposal
under Long-Term location 80,000 square feet. The first line under that
heading says as follows; “New location near the new amphitheatre”, he
suggested adding what she had just stated to that sentence. Commissioner
Guise said the Facilities Committee really would like it to be located in
the downtown area. The suggestion for change was then changed to “at Marsh
Creek at the Vineyards or a downtown area”, Commissioner Forlow said she
would like this flipped to have the downtown area first and then followed by
the new amphitheatre. All agreed this should be the way it should be worded.
Robinson/Trebino MSC that the concept as presented be approved with the
following changes: (First paragraph) “Typically the arts are defined as the
Visual Arts (painting, sculpture, films/video, photography, etc.). (Fourth
paragraph) “New location in the downtown area or near the new amphitheatre
at the Vineyards at Marsh Creek”.
Commissioner McCarran arrived at 8:10 p.m.
15. Approval of Delta Theatre recommendation (D. Forlow)
Commissioner Forlow said she would like to make a recommendation that this
Commission support the City of Brentwood’s pursuit of finding avenues to
preserve the Delta Theatre as a working movie theatre and venue for the
cultural arts. She feels the city has lost some chances to preserve
landmarks such as this theatre. She would like to see it designated as an
official historic site. The building is currently up for sale by the owner
for $2.2 million. Discussion of the wording followed. After the discussion,
Chairperson said he felt they were discussing two different subjects, 1) to
preserve the Delta Theatre, 2) to ask city council to make the theatre an
historic site. Commissioner Guise moved then that the City Council be
requested to make the Delta Theatre an historic site. Motion seconded by
Commissioner Robinson. There was a discussion on this motion. Commissioner
Gill said that this should be approached as being an important piece of art
in the community and would encourage the City Council to take steps to
preserve the use of the building as a performing art venue. Commissioner
Beatty also disagreed with the motion as originally given. Commissioner
Guise was asked if she could re-word or withdraw her original motion.
Commissioner Guise withdrew her motion. Discussion continued.
McCarran/Robinson MSC that the Chairperson designate someone to write a
letter to the City Council indicating the Commission’s interest in
preserving the Delta Theatre, with emphasis on the artistic and historical
qualities of the building. (The motion was enhanced with wording from
Councilmember Beckstrand and that wording approved by Commissioner
McCarran.) Chairperson Bryant asked Commissioner Gill to draft a letter to
the City Council. She agreed to do this in cooperation with Commissioner
16. Approval of 2004 retreat priorities (J. Bryant)
The Chairperson cited the last retreat and materials received afterwards,
which was a survey of the Commissioners and the highest priorities of what
the Commission should do to become more productive and effective. He
recommends that the Commission conduct another retreat before the end of the
year to establish long-term goals and a strategic plan. He would like to see
an ad hoc committee formed to define volunteer needs. Commissioners
commented on the need for a follow up on the retreat; need to stay directed
towards their goals. Time available to plan this retreat before the end of
the year seemed to present a problem to the Commissioners. Various dates
were discussed. Chairperson Bryant said that Commissioner Faye has indicated
willingness to begin working on the ad hoc committee for recruiting
volunteers if she could get help. Commissioner Sveen indicated that he would
also work on this and with the assistance of the Arts Manager could start
working on this plan to bring in volunteers to work with the Commission.
Guise/Sveen MSC that a subcommittee be formed with Commissioner Faye as
Chair, to start organizing a volunteer group. Commissioner Ruiz suggested
this be coordinated with the Arts Manager.
Forlow/Ruiz MSC that the Arts Manager, Rebekah Burr-Siegel start working on
a retreat for 2005/06 and to look at the dates of either February or March
as has been suggested, one abstention. Councilmember Beckstrand asked if
they felt they could really wait that long, she felt there must be time
between now and the end of the year they could have a retreat. Other
Commissioners expressed reasons why it would be difficult to do before the
end of this year. Councilmember Beckstrand asked if they could not meet in
August. Commissioner Trebino said possibly a workshop, rather than a retreat
in August. Commissioner Sveen also suggested a workshop prior to 2006.
Trebino/Sveen MSC to hold a workshop in August to set Commission priorities
for the next few years. The Arts Manager should survey the Commissioners in
order to set a date for the workshop.
CITY COUNCIL UPDATE:
Councilmember Beckstrand said that a new City Attorney has been hired who
will come on board on August 8. He comes from Redwood City. A new City Clerk
has been hired. The budget has been approved. The new City Council member
has been elected and installed. She mentioned the new police station which
will be dedicated the following Friday. The City Council recently approved
the “critters” for Veterans Park. She also mentioned the Veteran’s Park
dedication. Commissioner Ruiz thanked Councilmember Beckstrand for her
support of the Arts Commission.
• Chairperson thanked all for doing such a good job on their various
commitments and gave special thanks for the beautiful brochure.
• Commissioner Beatty reminded all of the Art Gonzales Exhibition opening
the following week in the art gallery. They could use some help in putting
up the art. He also said that Bill Weber has been building some special
security receptacles in his garage for the special art such as five
Chagall’s, one Dali, one Picasso, etc. He added that on September 10, 2006,
the Arts Society is holding their annual fund raiser.
• Commissioner Gill said she feels they do need to find a way to get others
in the community to get involved in some of the work. She also felt they
need to have a more organized way of holding their meetings. She suggested
the possibility of holding more standing committee meetings.
• Commissioner Forlow commented on Commissioner Sveen’s article in the
newspaper and felt it was a good one.
• Commissioner Ruiz commented on attending the Big Break Marina opening, and
he represented the Commission at a Discover Art League meeting and started
to network with them. He is also working on the rotating art show. He
mentioned the picture of a cow passed out by Bill Weber, Art Curator, which
is priced at $100,000. He said there is a silver horse available from a
sculpture gallery at Oakley for $1500, life size.
• Commissioner Sveen said he will be gone most of August and requested an
excused absence for that meeting.
STAFF REPORT AND COMMENTS:
REQUEST FOR FUTURE AGENDA ITEMS:
Community Relations Committee/survey
Brighton Station Public Art Funds
Chairperson Bryant adjourned the meeting at 9:12 p.m.
Betty Jo Whincup