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FAC 03-22-2011 MINUTES . FINE ARTS COMMISSION � Regular Meeting, Conf. Rm. A C U P E RT I N O 10300 Torre Avenue Cupertino Tuesday, March 22, 2011 7:00 p.m. INTRODUCTION OF NEW MEMBERS 1. Introduction of new commission members Russell Leong and Joelle Lieb. Staff Liaison Kimberly Smith introduced new member Russell Leong to the group and announced the resignation of new member Joelle Lieb. Ms. Lieb's vacancy will need to be filled and the City Council will need to decide whether to select a candidate from the existing list of from January, or to hold a new round of interviews. More information will become available after the City Council meeting on April 5. PLEDGE OF ALLEGIANCE At 7:00 p.m., Chairman KC Chandratreya called the meeting to order in Conference Room A, 10300 Torre Avenue, Cupertino, California, and led the Pledge of Allegiance. ROLL CALL Present: Chairman KC Chandratreya and Commissioners Jessi Kaur, Srilakshmi Sitaraman (left at 8:10 p.m.), and Russell Leong. Staff present: Staff Liaison Kimberly Smith ORAL COMMUNICATIONS — WRITTEN COMMUNICATIONS - 2. Written report from Distinguished Artist of the Year (2010) Pantea Karimi Staff liaison Kimberly Smith read a letter from Pantea Karimi detailing how she spent her cash award money. Commissioner Kaur said she would have preferred a more active role of communication with Ms. Karimi throughout the year and suggested establishing a process early on for next year's winner that would encourage more communication with the commission. Staff Liaison Kimberly Smith read a letter from former Commissioner Robert Harrison reporting that the Mid - Autumn Festival will replace the Silicon Valley Fall Festival this year. The 1 -day event will be a joint effort between the Cupertino Rotary Club, the World Journal, and the Fine Arts League of Cupertino (FALC) to be held at Memorial Park on September 10 or 11. The venue will feature an art show to display the artwork for this year's Distinguished and Emerging artist. APPROVAL OF MINUTES 3. Minutes of the regular meeting of January 25 and the special meeting (with the Teen Commission) of March 9, 2011. Sitaraman moved and Kaur seconded to approve both sets of minutes as amended, to show that on page one of the March 9 meeting, under Commissioner Leong was present as a guest and that March 22, 2011 Cupertino Fine Arts Commission Page 2 distinguished artist posters would be created to provide for display at the schools. The motion carried unanimously. PRESENTATIONS COMMISSION REORGANIZATION 4. Appoint the 2011 Commission Chair and Vice - Chair. Sitaraman moved and Kaur seconded to re- appoint Chairman Chandratreya as the 2011 Commission Chair. The motion carried unanimously. Commissioner Kaur was re- appointed as the 2011 Commission Vice -Chair by acclamation. NEW BUSINESS 5. Review of ethics training opportunities. Note, free online training is available at http: / /www.ca- ilg.org/ab1234compliance, just follow the links under the self -study program Staff Liaison Kimberly Smith recommended that all commission members take the online ethics training course. 6. Develop work plan for 2011 calendar year. The group reviewed the upcoming and pending public art sites in Cupertino. Staff Liaison Kimberly Smith encouraged the commission members to visit the sites and take photographs of them for to include in the work plan. She encouraged the group to draft a work plan outline by the next meeting. 7. Select speakers and discuss content for presentation to City Council on June 7 about the activities of the Fine Arts Commission Commissioner Kaur was selected as the lead speaker to make the presentation to Council on June 7 Chairman Chandratreya was selected as an alternate in the event that Commissioner Kaur cannot attend. UNFINISHED BUSINESS 9. Select representative to speak at the Cherry Blossom Festival about the children's art display and any Fine Arts Commission news. The event occurs Saturday, April 30, at noon. Chairman Chandratreya was selected as the lead representative to speak on stage at the Cherry Blossom Festival. Commissioner Kaur was selected as the secondary speaker. Staff Liaison Kimberly Smith will email the Commissioners contact information to Diane Argabrite at the Euphrat Museum and request parking passes for the event. 10. Distinguished Artist and Emerging Artist awards - Review changes to the application package requested by the Fine Arts Commission, and consider adding language regarding future venue location and sponsorship by the Fine Arts League of Cupertino (FALC). The group reviewed the draft changes to the nomination form. The changes included the following: • Merge the Distinguished and Emerging Artist applications into a single form March 22, 2011 Cupertino Fine Arts Commission Page 3 • Create an age bracket section to qualify the applicants for either the Distinguished artist or Emerging artist • Add wording to include the Distinguished and Emerging Artist will be working with the Fine Arts Commission in some capacity that will promote awareness of the arts within the community. • Change the form title from "nomination "' to "application" COMMISSIONER REPORTS 11. Reminder of upcoming Mayor's meeting with commission representatives. Note: Mayor Gilbert Wong's meetings will be the 2 " Tuesday of each month at 4:30 p.m. • Receive report from those members who attended the February and March meetings Commissioner Chandratreya reported on the February 24 meeting with members from the Parks & Recreation and Library Commissions, and the Shakespeare Festival organizers. The group explored ideas to promote awareness of the Distinguished and the Emerging Artist. Ideas included broadcasting through the City Channel, partnering with the Teen Commission, and hosting an activity on a City arts day. Commissioner Kaur suggested an activity such as a workshop or play at Community Hall, or partnering with the Euphrat Museum in some capacity. Commissioners Kaur and Sitaraman both agreed to facilitate with this type of event. Chairman Chandratreya will forward the team contact information to the commission members. Another idea from the meeting was to contact art and dance schools in Cupertino and notify the students and of the Emerging Artist. Chairrnan Chandratreya also thought it would be a good idea to ask the instructors if they were interested in applying for the Distinguished Artist. Commissioner Kaur agreed to make a list of schools for the group to divide up and contact. Each commissioner will contact the instructors at five schools. Commissioner Chandratreya reported on the March 9 joint meeting with the Teen Commission. The group discussed ways to promote awareness of the Distinguished and the Emerging Artist award. The Teen Commission requested providing posters to be posted at the high schools. Staff Liaison Lauren Smith suggested working with the teachers to identify the locations. Chairman Chandratreya agreed to will contact the teachers for permission and identify the locations to hang the posters. Staff Liaison Kimberly Smith will also contact locations and send out •the announcements. Commissioner Leong and Chairman Chandratreya agreed to meet as an Ad Hoc committee and make the posters in the next few days. Commissioner Leong volunteered to create the posters. Chairman. Chandratreya will provide the logo and write the copy. Commissioner Kaur will go out and hang the posters and also investigate advertising with various media outlets including the Cupertino Courier, World Journal, C magazine, and Cupertino Patch.com, as well notify the City Channel of the event. • Select representative(s) to attend April 12 and May 10 meetings Commissioner Chandratreya will attend the April 12 meeting, and Commissioner Leong will attend the May 10 meeting. STAFF REPORTS 12. Update on the status of Poet Laureate committee and their activities March 22, 2011 Cupertino Fine Arts Commission Page 4 Staff Liaison Kimberly Smith reported on her meeting with the City Attorney and explained that due to Brown Act requirements, the Poet Laureate Ad Hoc committee must consist of less than a quorum (two members) of commission members. Therefore the ad hoc committee will be comprised of two Library Commission members, with Commissioner Ron Miller as the primary committee member. Anyone can attend the meetings, and participate as a member of the public under the Oral Communications portion, but cannot vote as a committee member. Commissioner Kaur reported that the Poet Laureate interviews were conducted and the committee was unable to select a Poet Laureate from the existing applicant pool. The committee will conduct the contest again next year. Further information will become available when the Poet Laureate committee releases a statement. NEWS ARTICLES - None ADJOURNMENT The meeting was adjourned at 9:06 p.m. , Kimberly Smith Staff Liaison