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FAC 07-23-2013 III MINUTES C U P E RT I N O FINE ARTS COMMISSION Regular Adjourned Meeting, Conf. Rm. A 10300 Torre Avenue Cupertino July 23, 2013 PLEDGE OF ALLEGIANCE At 7:05 p.m., Chairwoman Rajeswari Mahalingam called the meeting to order in Conference Room A, 10300 Torre Avenue, Cupertino, California, and led the Pledge of Allegiance. ROLL CALL Present: Chairperson Rajeswari Mahalingam, Vice Chair Russell Leong and Commissioners Jessi Kaur and Michael Sanchez. Absent: Commissioner KC Chandratreya STAFF REPORT None. ORAL COMMUNICATIONS None. BUSINESS 1. Minutes of the regular adjourned meeting of May 28, 2013. Leong and Sanchez moved and seconded to approve the minutes as presented. The motion carried 4-0-1 with Chandratreya absent. 2. Report from Mayor's meeting with commission members, and confirm representatives to attend next meetings (first Tuesday of each month, 8:00 a.m., Conference Room A). Mahalingham attended the June 4 meeting and noted that she emailed her meeting notes to the Commission. Sanchez attended the July 2 meeting and presented his report to the Commission. He said the July meeting was not as well attended as previous meetings. He talked about the public art catalogue that he is preparing for the Fine Arts Commission, and said that he is also working with Teri, the City's GIS Coordinator, to incorporate his photographs of the City's public art and plot their locations on a map for a City application that Teri is creating that will include showcasing the City's public art. He said the reports presented during the meeting were linked to previous discussions, including the Apple 2 campus environmental impact report, the relay tower, and the Stevens Creek Trail (near Highway 85). There were no reports from the Planning Commission on new developments. He indicated there was also discussion about the City's sensitivity and responsiveness to community concerns and complaints. July 23, 2013 Cupertino Fine Arts Commission Page 2 The commissioners indicated that some of the community concerns and complaints appear to arise out of housing, particularly for condominium developments, traffic concerns, and impacts on the school districts due to housing projects in the City. Mahalingham said that the June meeting was also not as well attended as previously. She said that discussion focused on the Foothill Boulevard study session, Apple 2 campus, new restaurants and coffee shop, tree ordinance revisions, General Plan Amendment community outreach, cell coverage, walk one week program, Measure A library ballot, poet laureate search, library usage, e-reader access, and the super signs library cards. Kaur indicated that she plans to attend the August 6 meeting. Mahalingham and Sanchez said that they could serve as "back-ups" if Kaur cannot attend. 3. Receive status report on the presentation of the 2013 Distinguished Artist and Emerging Artist Awards at the Shakespeare Festival on July 21. Mahalingham reported on her presentation oi:the plaques and awards to the Emerging and Distinguished Artists at the Shakespeare Festival on July 21. She noted that there was a nice reception prior to the start of the play, and that she met the artists and the Director of the Shakespeare Festival. She said that the Director of the Shakespeare Festival, Toby Leavitt, spoke about how they choose the plays each year, and that Toby is interested in talking to Carol Atwood, the Acting Parks and Recreation Director, about possible programming that would involve a play with local children and families and possible use of the Community Hall for this program. Sanchez asked how the Emerging and Distinguished Artists were notified. Staff clarified that letters and phone calls were made to each of the chosen artists. Mahalingham stated that the artists were ver, happy and thanked the Fine Arts Commission. Kaur asked if there was any news coverage. Staff reported that a news release by the City was sent out in early June to announce the two chosen artists, and that an article was written about Mina Chyou in the World Journal. July 23, 2013 Cupertino Fine Arts Commission Page 3 4. Fine Arts League of Cupertino annual show at the Fall Festival on September 21, 2013 Mahalingham reported that the Emerging and. Distinguished Artists are invited by the FALC to exhibit their artwork at the FALC's annual art show and auction. She stated that the Emerging Artist will not be present since he will be starting college. His mother will make sure that his artwork is set up and displayed at the art show. Kimberly Smith clarified that the FALC's annual art show and auction is typically held the night before the Fall Festival and will be held on Friday night, September 20. Staff reported that the FALC has provided staff with information about the date and time of the artist set up requirements. Staff will follow-up with the FALC for an update on these events. 5. Update on City Council budget decisions Staff reported that the City Council budget for the Fine Arts Commission is $2,400 for the fiscal year, and is similar to previous years, except that the$10,000 grant is no longer handled through the Fine Arts Commission, but through the community fund budget through the City Manager's office. Staff provided each of the Commissioners a copy of the budget that was approved and spoke about the details of the budget. 6. Review of the draft public art catalogue prepared by Commissioner Sanchez Sanchez provided a mock-up of the catalogue pages for review. He said that he and Leong will be working further on the mock-ups. He spoke about working on the layout, photo choices, photo sizes and captions. Kaur indicated that she will help with the captions for the photos. Sanchez asked the commission whether to include photos with people or to just focus on the artwork. The commission asked what the rules are to include photos with people. Sanchez spoke about the distribution of digital photo books because the Commission does not have the budget to distribute these as photo books. He suggested that a bound copy should be made to present to the Mayor. Kimberly Smith indicated that there is a site called "blurb," and the public art catalogue could be put on sale on that website for an amount that covers only the printing of the July 23, 2013 Cupertino Fine Arts Commission Page 4 catalogue, so the City does not make any profit from it. She suggested that the commission could consider placing a copy of the catalogue in the City Hall lobby with information that copies can be purchased through the "blurb" `vebsite. The commission said that it would be a good idea to have a copy at the library. Smith said that it would also be a good idea to have some bound copies that the Cupertino city officials could give to visiting dignitaries, for example to the Toyokawa delegation, as a gift. Sanchez recommended that a pdf of the final catalogue be provided on the City's website. Mahalingham said she can print one copy of the public catalogue book when the catalogue is completed. Sanchez stated he will work with Leong to update the draft catalogue. The commission said it will work to write neutral captions for each public art work. Smith said that she will look for Drew Golkar's photographs. He is a former teen commissioner that took beautiful pictures of Cali Mill Plaza that could be used in the public art catalogue. Sanchez will work on providing Teri Gerhardt, City's GIS Coordinator, with photographs, mapping locations and description of each public art work. Leong asked if there are any City logo requirements. Smith recommended that the Commission could work with Rick Kitson for placement of the City logo on the public art catalogue. Staff said the catalogue with the City logo can be run by Rick Kitson for review. 7. Discussion to move date/time of Fine Arts Commission meetings to a date other than the 411' Tuesday of the month Staff indicated that the Fine Arts Commission meetings fall on the same days as the second Planning Commission meetings of the month. Because the Community Development Department staffs both the Fine Arts Commission and the Planning Commission meetings, it is recommended that the Fine Arts Commission meeting days be changed to another day that does not conflict with this schedule. July 23, 2013 Cupertino Fine Arts Commission Page 5 Kaur asked for clarification on the changes that have occurred. Staff clarified that the Fine Arts Commission is now being staffed by the Community Development Department rather than the City Clerk's office and Kimberly Smith. Staff suggested that the commission consider the fourth Wednesday of every other month on the odd months. Leong indicated that he would have a conflict with this recommendation since he teaches classes on Wednesday nights. Kaur recommended that the Fine Arts Commission meetings be changed to the fourth Monday of every other month on the odd month at 7 p.m. Sanchez and Leong motioned and seconded to change the Fine Arts Commission meetings to the fourth Monday of every other month on the odd month at 7 p.m. starting with the next commission meeting on Monday, September 23. The motion carried 4-0-1 with Commissioner Chandratreya absent. COMMISSIONER REPORTS Mahahngham asked for a volunteer for a commissioner to attend the September 3 Mayor's meeting. Sanchez volunteered to attend the September meeting. Mahalingham stated that she will attend the October Mayor's meeting. ADJOURNMENT At 7:55 p.m., the meeting was adjourned. i Staff Liaison Aki Honda Snelling