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Arts Commission Minutes November 16, 2005

ARTS COMMISSION
REGULAR MEETING MINUTES
November 16, 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 Ron Beatty, Jim Bryant, Deena Foley, Sandra Gill, Barbara Guise, Greg Ruiz, Kermit Sveen, Vivian Faye, Doreen Forlow, Patricia Lacy-Rankin and Joe Trebino.
Commissioners absent: Patrick McCarran, Saunie Fridley, Chris Robinson and Helen Myers.
Commissioners excused: Helen Meyers
Staff present: Arts Manager Rebekah Burr-Siegel and Art Curator Bill Weber

PRESENTATIONS:
None

CALL TO ORDER:
Chairperson Bryant called the meeting to order at 7:04 pm

AGENDA REVIEW:

CITIZENS COMMENTS:
Fred Hoskins, a local artist, asked to speak regarding Day in the Park. Mr. Hoskins said he was offering these comments not as criticism, but insights based on an artist’s viewpoints. Along with his comments he left a document with Commissioner Faye. He suggested that the Commission refer to the Lodi Art & Wine Festival for some ideas. He thought the music was excellent.

Commissioner Foley arrived at 7:10 p.m.

CHAIR COMMENTS:
Chairperson Bryant said that this was his last meeting as Chairperson. He thanked all of the Commissioners for their hard work and that he expects great things from the Commission in the future. He handed out his comments and suggestions to the Commissioners. He noted the changes and transitions that have taken place. Chairperson Bryant laid out his ideas. He would like to develop sponsors and volunteered as past Chair to do more of this, and asked Commissioners present to work with him on this. The need for program development and other creative ways of offering art to the community. A stronger emphasis on public relations and branding of the Commission. Chairperson Bryant would like to see a newsletter or magazine, or magazine inserts. Also a speaker’s bureau, more involvement with the Chamber of Commerce was some of his suggestions. The need to be more aggressive in pursuit of an art center. Finalize the development of a volunteer program. He proposed to revisit the Associate Arts Commissioner position. He summed these up and said he hoped the Commissioners would consider them and again said he was very proud of what the Commission has done to this point.

CONSENT CALENDAR:
1. Approve minutes of regular meeting of October 26, 2005
2. Accept monthly budget report and motions for purchases (R. Burr-Siegel)
3. Approve the reappointment of Fridley, Gill, and McCarran (R. Burr-Siegel)
4. Approve donation of Day in the Park wine and beer glasses (S. Fridley)
5. Approve calendar of regular meeting dates for 2006 (R. Burr-Siegel)
6. Accept monthly PERFAC report (K. Sveen)
7. Accept monthly report on Volunteers (V. Faye)
8. Accept update monthly report from Public Art Committee (S. Gill)
9. Accept monthly report from Arts Manager (R. Burr-Siegel)
10. Receive memo regarding Arts Commission staff support (C. Bronzan)
11. Approve 2006 Arts Commission’s calendar of events (S. Gill)
12. Accept the receipt of draft belief statement (J. Bryant)
Commissioner Faye pulled Item 7, Commissioner Trebino pulled Items 2 and 4, Commissioner Gill pulled Item 11, Chairperson requested pulling Item 8. Beatty/Ruiz MSC to pull Items 2,4,7,8 and 11 from the Consent Calendar.

Ruiz/Trebino MSC for the approval of Items 1,3,5,6,9,10 and 12 on the Consent Calendar.

4. Approve donation of Day in the Park wine and beer glasses (S. Fridley)
Commissioner Trebino requested that the 2005 glasses not be donated at this time. These could then be used as a back up and in the meantime could be used or sold at other events. Trebino/Beatty MSC that all 2005 glasses not be included in the donation of previous years glasses to a service organization. Commissioner Trebino offered to pick them up and deliver them.

2. Accept monthly budget report and motions for purchases (R. Burr-Siegel)
Commissioner Trebino questioned the Day in the Park budget. He didn’t think the amount of $21,000 was brought in at the event. Ms. Burr-Siegel said that the budget had not figured in the $7,000 that was deducted for cash change to be used by cashiers at the Day in the Park. These funds were drawn out for use during the event and then transferred back into the budget.

7. Accept monthly report on Volunteers (V. Faye)
Commissioner Faye passed out samples of volunteer flyers used by other organizations. She felt there were some useful ideas for the Commission in seeking volunteers. She felt these ideas, and possibly others, could be incorporated into flyers or brochures.

Commissioner Guise arrived at 7:37 p.m.

8. Accept monthly report from Public Art Committee (S. Gill)
Chairperson Bryant asked Ms. Burr-Siegel for a progress report on the Veteran’s Park project. The Artist has not signed the contract that has been in development for nearly a year. Commissioners felt that he needs to follow through or the PAC will seek another artist for this project.

11. Approve 2006 Arts Commission’s calendar of events (S. Gill)
Commissioner Gill was concerned about Commissioners being requested to attend all of the events. She felt they are more of policymaking board, not a volunteer. She said if Commissioners are expected to attend and participate in all of the events, then they need to limit the number of events. She wants a realistic consideration of what they can do. The consensus of the Commissioners was that they do not want to see anything removed from their calendar of events, but to note that they are not able to attend and participate in every one. The Chairperson asked Ms. Burr-Siegel to agenda this subject for the next regular meeting in January, policies and expectations of duties as Commissioners and also how to deal with absences of Commissioners.

Trebino/Ruiz MSC the acceptance of Items 2,4,7,8 and 11 of the Consent Calendar.

OLD BUSINESS:
13. Discuss and approve goals for the community survey (G. Ruiz)
Commissioner Ruiz said that the goals for the Community Survey would need to be to the Arts Manager by Dec. 1, 2005. He asked for ideas. The following were offered: need to know what the citizens want and need from the Commission, willingness to volunteer, consideration of art education classes, literary arts, if citizens would support the types of activities discussed, how people find out about the events, use of website, age levels and if they would be willing to offer financial support. Another suggestion is to have a suggestion form available at the art gallery. All agreed a question as to whether they would support an art gallery or center and what type of center they envision.

14. Receive information regarding Brentwood Arts Commission meeting attendance and terms of office. (J. Bryant)
Chairperson Bryant said that this came up at the previous meeting. He referred to 2.44.040 Terms of Office, where he found some conflicts regarding how Commissioners are appointed, removed, and retired. Ms. Burr-Siegel said that there is nothing in the ordinance that requires or allows the Art Commission to interview and recommend Commissioners to the Mayor and City Council. This authority lies with the City Council. She has discussed this with Director Bronzan and he assured her that for the time being Commissioners will continue to be appointed as they have in the past. She also said that they are currently looking into the ordinance to make some changes and these issues will be reviewed at that time. Commissioner Beatty suggested not changing the ordinance, but making up By-laws to cover the questions of terms, and other related issues. Chairperson Bryant recommended placing this matter on the January meeting agenda. He then referred the Commissioners to 2.44.100 Meetings (d) regarding absences. Commissioners felt this was not clear on what constituted “cause or unavoidable absences”. Chairperson Bryant felt this should be addressed and defined so that Commissioners understand what is expected. The ordinance needs a more clear definition. He recommended that this also be placed on the January agenda for definition.

15. Summary of reviews and approval of Executive Committee recommendations regarding Day in the Park Art & Wine Festival (J. Bryant)
Chairperson Bryant presented the recommendations of the Executive Committee on the Day in the Park and recommendations for the 2006 event. He asked Commissioners to relate any ideas, changes or recommendations for their consideration when they meet on December 1, 2005. He reviewed with the Commissioners a summary of the event based on nine evaluations received and reviewed by Chairperson Bryant and Director Bronzan. Chairperson Bryant read some of the comments and gave the Commissioners the Executive Committee’s recommendations: 1) Move forward with the Day in the Park event. 2) Executive Committee develops a plan of action for the Day in the Park to be presented at the January meeting to the Commissioners for approval. 3) That the Executive Committee be given direction by the Commission to begin a search for a director for the Day in the Park. Commissioner Guise said how the Cornfest operates and that the Chamber of Commerce is setting up their guidelines for a director. She will share these guidelines with the Executive Committee. Suggestions as to whether there should be a co-director, or co-chair, and if so, should the person chosen as director appoint their co-director or co-chair. Chairperson said they would like suggestions from the Commissioners as well. Beatty/Sveen MSC to approve the Executive Committees’ recommendations and include a director and co-director if necessary.

16. Discuss Art Collection Policy and Guidelines (G. Ruiz)
Commissioner Ruiz presented his and Curator Bill Weber’s draft of a Public Art Collection Policy and Guidelines for Purchasing Art. He emphasized that this is a draft and what they would like are suggestions from the Commissioners on any changes or additions to the draft. He read and discussed the proposed draft and then passed out printed copies to the Commissioners. He asked that the Commissioners write their responses on these Guidelines and Policies and return them to him. There followed some discussion on what type of art should be considered.

NEW BUSINESS:
17. Election of Arts Commission Vice-Chair (Nominating Committee)
Chairperson Bryant submitted the name of Commissioner Greg Ruiz from the Nominating Committee as their nominee for the Vice-Chairperson position for 2006. He asked if there were any other nominations, the question was asked three times. Guise moved that the nominations be closed. Chairperson Bryant asked the question, all in favor of Commissioner Ruiz for the Vice Chairperson position. All voted in favor, there were no in opposition. Commissioner Ruiz was declared Vice-Chairperson for the year 2006. Commissioner Ruiz thanked them for the confidence expressed by the Commission in him.

CITY COUNCIL UPDATE:
None.

COMMISSIONER COMMENTS:
Chairperson Bryant congratulated the three reappointed Commissioners, Fridley, Gill and McCarran. He thanked all the Commissioners and said that he has enjoyed his term. Commissioner Beatty said he has enjoyed being a Commissioner for five years and will be back. Commissioner Sveen reminded all of the Sing-Along Messiah, the public rehearsal on Sat. Nov. 19 from 10 am to 2 pm. Commissioner Gill thanked everyone and Commissioner Bryant who has done a great job as Chairperson this past year and to Commissioner Beatty for all he has done. She looks forward to working as Chairperson in the New Year. Commissioner Guise reminded them that the Brentwood Christmas Parade is a week earlier this year, on Nov. 19th. Commissioner Ruiz asked that there be clear guidelines established as to terms of Commissioners and absences. Commissioner Foley is having some medical issues that will require her to be absent for some of the upcoming meetings. She reported on a Public Relations Committee meeting and distributed copies of the minutes. Commissioner Guise commented on a City Council workshop she had attended prior to this meeting, plans for e-bart and the possibility of a different type of rail transportation being considered. Chamber of Commerce mixer was announced. Commissioner Forlow felt the Commission has made a huge change and she is galvanized and feels very good about the Commission and its direction at this time. Commissioner Trebino thanked Commissioner Bryant for his service and also Commissioner Beatty for the Public Art Ordinance which he wrote and the fact that without this there would not be public art in Brentwood.

STAFF REPORT AND COMMENTS:
Ms. Burr-Siegel reminded everyone to be prepared to work on the “Belief Statement”. She said when they come back on January 2006 there will be a one-hour workshop from 6 pm to 7 pm prior to the regular meeting. She noted that on Nov. 16th they had their first Public Art Selection Panel for the City’s first official percent for art project, Lone Tree Way undercrossing. She feels they have a great artist for this project, even though the project is a long way to completion, possibly five years for this type of undertaking. Ms. Burr-Siegel also announced her vacation times at Thanksgiving and Christmas and wished everyone a Happy New Year. She thanked Chairperson Bryant for his year service and also thanked Commissioner Beatty.

Curator Weber thanked Commissioners Beatty and Bryant for all their help.

REQUEST FOR FUTURE AGENDA ITEMS:
Defining excused/unexcused absences
Ordinance 2.44 Arts Commission
Commercial percent for art
Day in the Park plan of action
Grant writing
Art Commission Committees
City Council Liaison role with Arts Commission

ADJOURNMENT:
Chairperson Bryant adjourned the meeting at 9:04 p.m.

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