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FAC 01-28-97 City of Cupertino FINE ARTS COMMISSION Regular Meeting January 28, 1997 1. CALL TO ORDER At 7:39 p.m. Diane Ikeda called the meeting to order in Conference Room A and led the Pledge of Allegiance. 2. PLEDGE OF ALLEGIANCE 3. ROLLCALL Commissioners present: Beard; Elwell (incoming); Ikeda; Lerner (8:27 p.m.); Mohan; Mohr; Sievert; Young. Staff present: City Clerk Kimberly Smith; Recording Secretary Dorothy Steenfott. 4. APPROVAL OF MINUTES Sievert moved to approve the minutes of November 26,1996 with correction to page 3, item G, "r" in library; Mohan seconded. Motion carried unanimously with Lerner absent. 5. WRITTEN COMMUNICATIONS City Clerk reported on a thank you letter trom Free Shakespeare in the Park, and showed a photograph of the billboard sign on Stevens Creek Boulevard which gave recognition to the City during their performances. She also reported on a letter which was received trom Bob Keys to update the Commission on the status of his project to photograph people and events at Memorial Park. City Clerk distributed a newspaper article related to the four seasons orchard for their information. 6. NEW BUSINESS A. Election of chair and vice chair. Young nominated Sievert as chair; Beard seconded. Motion carried unanimously with Lerner absent. Mohan nominated Young for vice chair; Beard seconded. Motion carried unanimously with Lerner absent. Chairperson Mary Sievert presided and the commissioners said farewell to Diane Ikeda and thanked her for her service on the Commission. January 28, 1997 Fine Arts Commission Page 2 B. Consider advanced planning for second annual Sing-Along/Recital and Cherry Blossom Festival events. Mohan and Young reported that the Cherry Blossom Festival will be held on April 12 and 13 this year. Young stated that she had spoken to the Festival coordinator and was told that if the commission has something to give her by February 7, the Commission can be included in this year's plans. Young also reported that she had contacted the school district to see how any Commission events could be incorporated into their publications. The school district representative stated that flyers are the preferred method of advertisement. Young will check on room availability and display tools. The Commission felt that all participants in the children's art exhibit be awarded ribbons and perhaps one prize to each grade. At 8:27 p.m., Lerner was present. City Clerk will call the trophy shop for ribbon prices and check on the date of Family Day to see ifthe exhibit can be held at the same time. The Commission agreed to a $100 limit on expenses. Sievert and Mohan will work on Sing-Along plans. D. Report trom Mohr regarding content for promotional items. Mohr distributed an address list for places she thought would be good for distributing information on special events. Commissioners agree to write down their ideas for the copy on the flyers to publicize grants and fine arts events. E. Consider budget request for FY 97-98. City Clerk reported that there is $7,750 left in the grants budget. She stated that according to the City Treasurer, there will be no rollover of funds this year. Special Events has a zero balance due to the Shakespeare donation. City Clerk asked the Commission ifthey had any changes to the amounts for fiscal year 97/98. City Clerk recommended they submit a budget request for the same amount as last year, and if there was a special event in the future that would require more money, they could request that of Council. Sievert suggested moving some of the grants money to the special events fund since there are events scheduled for this fiscal year. Young moved that $1,000 be moved to special events; Sievert seconded. Motion carried unanimously. January 28,1997 Fine Arts Commission Page 3 F. Invitation to Commissioner's dinner on February 7. Clerk reported that the Commissioner's Dinner will be held on February 7. This year out-going and incoming Commissioners are invited to attend. G. Selection of ad hoc committee for grants. Beard, Elwell and Young will participate in the ad hoc committee for the next grants cycle. City Clerk reminded the Commission ofthe suggestion to allow the distinguished artist to participate in the grants process and by selecting ftom the awarded recipients the one they'd like to have given in their name. City Clerk will contact Brother Aspell to invite him to attend the Fine Arts meeting in March. 7. OLD BUSINESS A. Status of Stevens Creek Specific Plan and development ofproposal(s) for uses at the Four Seasons Orchard. City Clerk updated the Commission on the status ofthe Stevens Creek Specific Plan. During the January 21 City Council meeting it was decided that the Symantec building will have some kind of art, but it will be privately owned and the City will not have input on its selection. City Clerk stated that the Commission needs to submit a recommendation on the "public" activity for the plaza area in the Four Seasons Orchard. She stated that the ideas should be written down before input is requested ftom the Planning Commission and City Council. She also stated that unless the Commission submits what they envision for the site in writing, the plans for the orchard will go through as they are currently designed. Sievert distributed a worksheet for commissioners to provide what they envision for the space in the Four Seasons Orchard. She asked the Commissioners to return their worksheets in one week. Sievert will then compile the information and give to City Clerk for distribution in the February packet. Discussion developed regarding a budget for this project. Beard referenced a plan underway in the City of Richmond. He stated that the City of Richmond expects to spend $30-40,000 in consultant fees, have a timeline of three to four years for completion, and will be spending up to $400,000 for the entire project. January 28,1997 Fine Arts Commission Page 4 B. Status of "Art in the City" directory of exhibition space. City Clerk updated the Commission on the artist directory. Three responses were received and they are all interested in participating in the paid ad. She requested input ftom the Commission on finding a "catchy" headline for the paid ad. Elwell will contact the Metro to see if they can donate some space for the ad. 8. ADJOURNMENT At 10:33 p.m., Lerner moved for adjournment; Young seconded. Motion carried unanimously.