ARTS COMMISSION
REGULAR MEETING MINUTES
August 24, 2005 at 7:00 P.M.
Brentwood Technology Center
101 Sand Creek Road
Brentwood, Ca. 94513

PLEDGE OF ALLEGIANCE
All stood for the Pledge of Allegiance.

ROLL CALL
Commissioners present: Chairperson Bryant, Commissioners Barbara Guise, Greg Ruiz, Sandra Gill, Helen Myers, Joe Trebino, Ron Beatty, Vivian Faye, Doreen Forlow, Saunie Fridley. Commissioners absent at roll call: Patrick McCarran, Chris Robinson, and Deena Foley.
Commissioners excused: Kermit Sveen and Patricia Lacy-Rankin.
Staff present: Arts Manager Rebekah Burr-Siegel and Parks & Rec. Director Craig Bronzan.

PRESENTATIONS
None

CALL TO ORDER
Chairperson Bryant called the meeting to order at 7:06 p.m. He referred the Commissioners to the documents received at the previous meeting, “Building on the Brentwood Way” and the Brentwood Commissioners Handbook. He encouraged the Commissioners to read these documents. He also commented on the changes in the Commission in the past few years and the increasing amount of paperwork required, including the written reports required. He requested that these reports be turned in when requested to Ms. Burr-Siegel.

AGENDA REVIEW
None.

CITIZENS COMMENTS

A citizen, Barbara Schneider introduced herself as a citizen of Brentwood for the past 15 years with children in the Brentwood School system. Generally she has been impressed with the Brentwood schools. However, she has a problem with Liberty High School. Her son, a junior at Liberty High School, took intermediate art classes and was signed up for advanced art class for his junior year. But, this class has been canceled so he is repeating intermediate art again. Ms. Schneider wondered it the Art Commission could offer any advice or assistance. Commissioner Forlow suggested she contact the art instructor at the Independent High School, Mr. Bill Peters. Commissioner Guise recommended she talk to Gene Clare at Liberty Adult Ed., he may be able to work out an independent study for him.

CONSENT CALENDAR:
1. Approve minutes of regular meeting of July 27, 2005
2. Accept monthly budget report and motions for purchases (R. Burr-Siegel)
3. Accept monthly report from Literary Arts Committee (R. Beatty)
4. Accept monthly report from Day in the Park Committee (C. Robinson)
5. Accept monthly report from public Art Committee (S. Gill/R. Burr-Siegel)
6. Accept monthly report from Visual Art Committee (G. Ruiz)
7. Accept letter to City Council regarding Delta Theatre (D. Forlow)
Chairperson Bryant asked that someone make a motion to pull Item #2 for discussion. Guise/Trebino MSC to pull Item number 2 from the Consent Calendar. There was some discussion regarding Item number 4, the Day in the Park report. Chairperson Bryant said there was no further report other than what is in the Commissioners’ packet. Trebino/Guise MSC the acceptance of items 1,3,4,5,6 and 7 of the Consent Calendar.

2. Accept monthly budget report and motions for purchases (R. Burr-Siegel)
Chairperson Bryant asked the Arts Manager, Ms. Burr-Siegel, to share the information on the new 2005/2006 budget. She explained the rollover to the budget from the previous 2004/2005 budget of $83,000. This is an estimate and the final amount will be presented at the September meeting. Chairperson Bryant said that he had been in discussions with Ms. Burr-Siegel and had thought there would be more money available to the Commission for this fiscal year. He mentioned the amount that he thought would be coming from the Parks and Recreation Department for the startup costs from the previous year. Chairperson asked Ms. Burr-Siegel to comment on these changes. She said that there were three things that they were hoping to achieve financially. 1) They are able to retain the money that was not expended and have that as a rollover into the 2005/2006 budget, 2) The start up costs be absorbed by the Parks & Rec. Dept., and 3) There be contribution from the General Fund. She was under the impression that this would be possible. However, now she has found that the Parks & Rec. Dept. cannot absorb these start-up costs from the previous budget year. Items 2 and 3 will not be possible because the Finance Dept. views the roll-over of the $83,000 as serving both of those goals since the amount that would have been given would have been much less, as normally this balance would have gone back into the General Fund and a new amount incorporated into the new year’s budget and would have not have been this large.

Chairperson Bryant said this follows what they had heard previously that the Commission is expected to generate their own funds to operate their programs. He said that following a recent meeting it became clear that the Commission needs to be more involved and visible in the community. He said the bottom line is that the Commission has the $83,000 to spend on projects, will be expected to generate more funds through planned events and tapping into other sources for fund-raising. He said he was disappointed in the final budget figures. The intent of the City, as explained by Director Bronzan, is that the Commission can continue to rollover unexpended funds every year, but will not be receiving any new funds from the City Council. Therefore, they do need to generate new funds with other events and revenue producing activities. There is also income from the Day in the Park every year, and these will also rollover every year, as well as other funds generating events and donations. Commissioner Gill noted an error in the Summary of July 2005 line item project budget revenue and expenses. The last line in estimated revenue should read carry from FY 2005/2006 rather than 2004/2005. Chairperson Bryant also asked that Arts Manager Burr-Siegel write a brief paragraph highlighting the things that need to be called to the attention of the Commissioners. She agreed to do this. Trebino/Beatty MSC to approve the budget as presented.

Commissioner McCarran arrived at 7:23 p.m.

OLD BUSINESS:
8. Discuss A Day in the Park telephone tree (C. Robinson/P. McCarran)
Since Commissioner Robinson was not present, Commissioner McCarran gave this report. He said they need help calling the vendors. There is a script and a list of the vendors that had been sent an application and postcard inviting them to the event. Chairperson Bryant said that he had a conversation with Annette Beckstrand, City Councilmember regarding this subject, and Ms. Burr-Siegel brought copies of the mailing list used in the mailings. She has refined the list so that there is no one on the list that does not have a phone number or email address. She gave one page of the list to each Commissioner for them to call using the prepared script that included in each agenda packet. The calls need to be made as soon as possible. Initially, Commissioner Robinson had assumed this responsibility, however now does not seem to have the time to do the phone contacts. Commissioner McCarran also does not have the time to call the entire list. The list contains about 300 contacts. Ms. Burr-Siegel asked each Commissioner calling to make notes on the response they receive from each vendor on the call sheet. Calls should be made and results turned in to the Arts Manager by Tuesday of the following week if possible.
Chairperson Bryant asked Commissioner Fridley how much money has been spent to date on this event. Approximately $12,000 has been spent and more committed. Ms. Burr-Siegel has had several inquiries from commercial vendors and asked whether or not invitations should be extended to them as they would be a good source of income. It was agreed to hold off on this for now, since they would prefer to keep it for artists. If they did bring commercial vendors, they should be provided space in a separate area from the artists.

Commissioner Foley arrived at 7:55 p.m.

Commissioner Guise asked if the banner is ready to go up on the downtown Safeway’s. Ms. Burr-Siegel has secured the date with the City and Safeway and is waiting for Commissioner Robinson to get the dates changed on the banner. Commissioner Guise asked about food vendors. Commissioner McCarran said he has some and will be talking to some others in the near future.

9. Consider and Discuss Community Relations Committee Survey (G. Ruiz)
Commissioner Ruiz deferred to Ms. Burr-Siegel on this who confirmed that $5,000 has been set aside for this and added that the Parks & Rec. Dept. had done a very thorough telephone survey that cost $18,000. Therefore, she felt this cost of $5,000 was very reasonable. Chairperson Bryant gave the history of this survey and why it was on the agenda at this time. Commissioner Faye asked who they had to do the survey. Ms. Burr-Siegel said it is the person who conducted their Nov., 2004 workshop. She has done a lot of work in retreat facilitation. She added that if the amount was over $5,000 the city would require three bids before moving forward. Commissioner Ruiz recommending that they continue with Jamie McCreary who conducted this retreat and knows the Commissioners and goals. Ruiz/Beatty MSC to have Jamie McCreary conduct the survey, determine if the costs would remain the same, and confirm her availability to move forward with the survey.

10. Discuss the Community Cultural Arts Plan (R. Burr-Siegel)
Ms. Burr-Siegel turned this over to Craig Bronzan, Director of Parks & Rec. Mr. Bronzan passed out a copy of the City Council’s Two-year Action Plan and pointed out the page for a Community Cultural Arts Master Plan which Director Bronzan is the Project Lead and the Project Team will be the Parks and Rec. Dept., Arts Commission and Citizens Advisory Committee. He discussed the background of this and what is intended to be accomplished with this Master Plan, funds to be expended for this approximately $100,000. These funds will be requested at the mid-year budget meeting, milestones and critical successes planned in this effort will be discussed at this time with the plan to cover a two-year period. The process is planned to start in January 2006. Ms. Burr-Siegel will be the staff person assigned to this project. He will also be working with the Executive Committee to determine if they want to represent the Arts Commission, or if they want to appoint another representative(s). All Commissioners thought this a great idea.

11. Consider Arts Marketing Institute workshop grant (R. Burr-Siegel)
At an arts workshop Ms. Burr-Siegel attended several months ago a grant application was offered for participants to complete for an art specific facilitator for 6 hours. She signed up for this and was eventually assigned Sabrina Klein, Executive Director of the Julia Morgan Center for the Arts in Berkeley. This recommendation is in line with the action at the July meeting that a workshop be held within the next six months to assign priorities for the next few years.

Ms. Burr-Siegel outlined the issues Ms. Klein thought the workshop should address. Ms. Burr-Siegel and Chairperson Bryant interviewed Ms. Klein recently and wondered if this could satisfy the requirements of the action at the previous meeting for a workshop. She said this would consist of two three-hour workshops, about two weeks apart. She explained what the workshops would entail. Chairperson Bryant commented on his feelings and what he thought the Commissioners were looking for in the workshop planned in July. He is more concerned about programs more than on a mission statement. Several Commissioners commented on their feelings of what they wanted in a workshop, and how to involve the entire community. Trebino/Ruiz MSC that Sabrina Klein be asked to do the workshop for the Arts Commission and that the public be invited.

Guise/Beatty MSC that this workshop be scheduled for a time after Day in the Park and before the Thanksgiving Holiday.

NEW BUSINESS

12. Consider $500 for Marsh Creek Clean-up, art materials and music. (R. Burr-Siegel)
Ms. Burr-Siegel said that she is on a committee for the Marsh Creek Clean-up, scheduled for Sat., September 17th. The budget for this event is very small and asked the Commission to consider a donation to this event for art materials and music on the day of the clean-up. She introduced Mary Grim, who is with Contra Costa Resource Conservation District. Ms. Grim passed out flyers describing the event and told the Commissioners about the clean-up, history of this campaign and the creek. She said there were about 325 people participating in last year’s event. After the clean up everyone will return to the staging area for a picnic and educational sessions. She said that the “Friends of Marsh Creek” were formed to educate the community about this creek that flows from Mt. Diablo, through the community and out to the Delta. She said they will have educational activities again as the event is growing and would like to include art this year.

The request is for money to purchase art materials, pay artists a small stipend and to pay a band, the Butterfield Brothers, who will be performing after the clean up, during lunch when people are going through the exhibit and eating lunch. Commissioner Trebino asked that the banner be displayed at the event. Ruiz/Faye MSC that the Commission donate $500 to the Marsh Creek Clean-up on September 17, 2005. Ms. Grimm said that they could also have a table if they wished. Commissioner Forlow asked about advertising and wanted to make sure that the Arts Commission got credit, where possible when event is advertised.

Ms. Burr-Siegel asked if Ms. Grimm could come back to the September meeting and report on the event.

CITY COUNCIL UPDATE:
This report was given by Chairperson Bryant with a report given to him by Councilmember Beckstrand who was not able to be present. Her report reminded the Commissioners of the Liberty High School play production for which she is sewing several costumes and wished to invite all Commissioners and their friends to attend.

COMMISSIONER COMMENTS:
Chairperson Bryant said that he will be out of town from the 5th of September through the 25th, but Ms. Burr-Siegel will be able to get in touch with him through his cell phone. He also reported that Commissioner Faye has agreed to chair a volunteer committee that Commissioner Sveen will also be a part of. He said that Commissioner Gill has been elected Teacher of the Year for the BUSD, and is one of the top three for the honor for Contra Costa County. He congratulated Commissioner Ruiz for the brochure and his entire committee. He passed around an address for Britton Swisher, Mayor Swisher’s 7 year old son who is being treated for leukemia. Blood drive is being coordinated by Annette Beckstrand’s son.

He added that there is a check-out sheet for the Arts Commission’s digital camera in Ms. Burr-Siegel’s office.

Commissioner Beatty reminded all of the Arts Society fund raiser on September 10th.

Bill Weber has a show at the Blackhawk Art Gallery with the reception Saturday, August 27th from 5 to 9 p.m.

Commissioner Fridley put together a checklist for art gallery openings and would like it reviewed.

Commissioner Ruiz complimented the committee on the outstanding movies and music in the park on the Friday nights.

Commissioner McCarran thanked all for helping with the call list for vendors for the Day in the Park.

STAFF REPORT AND COMMENTS
Bill Weber reported that the Farmer Statue is completed. He wondered if Commissioners would like to see it. Director Bronzan suggested that each Commissioner make these plans on their own.

Ms. Burr-Siegel reported that her office is now in Parks and Recreation Department; she will be out of the office the following week but will return after Labor Day.

REQUEST FOR FUTURE AGENDA ITEMS:
Purchase of art
Discussion of volunteers

ADJOURNMENT:
Chairperson Bryant adjourned the meeting at 9:03 p.m.

Respectfully submitted,

Betty Jo Whincup
Minutes Recorder