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FAC 03-24-98 7. City of Cupertino FINE ARTS COMMISSION Regular Meeting March 24,1998 1. ROLL CALL At 7:38 p.m. Rita Young called the meeting to order in Conference Room A and led the pledge of allegiance. 2. PLEDGE OF ALLEGIANCE 3. ROLLCALL Present: Chairperson Rita Young, Vice Chairperson Janet Mohr (7:55 p.m.), Commissioners Stephen Beard, Hema Kundargi, Carl Off, Pai-Brizendine. Absent: Commissioner Mary Sievert. Staff present: City Clerk Kimberly Smith and Recording Secretary Dorothy Steenfott. 4. APPROVAL OF THE MINUTES Orr moved to approve the minutes of the regular meeting of February 24, 1998, with a correction to the last sentence under status report on library web art competition to read "choose" instead of "chose", and to be more specific on page three regarding the video tape coverage of the Cherry Blossom Festival. Mohr seconded and motion carried unanimously with Sievert absent. 5. ORAL COMMUNICATIONS 6. WRITTEN COMMUNICATIONS City Clerk reported on a survey request from McGregor Consulting. The survey was given to Chairperson Young to fill out. STAFF REPORTS A. Report on name change of San Jose Shakespeare Festival. City Clerk reported that the letterhead for the Shakespeare Festival has been changed from San Jose Shakespeare Festival to Silicon Valley Shakespeare Festival. March 24,1998 Fine Arts Commission Page 2 She also reported that the report regarding additional funding has been delayed so it can be included in the regular budget process. She stated that the City Manager will support the recommendation to move $5,000 from the Fine Arts budget to the Parks and Recreation budget, and to increase that line item to $15,000. B. Mini-review of parliamentary procedures. City Clerk gave a review of parliamentary procedures. She distributed a summary and explained the steps for conducting a meeting and making motions. She stated that the procedures will be reviewed again when new members arrive. 8. NEW BUSINESS A. Receive recommendation from Fine Arts Grant committee of Sievert, Off, and Pai-Brizendine. Off reported on the ad hoc committee's recommendation. Off moved to approved the recommendations of the ad hoc committee to award grants to Shanachie $2,000, pending performance dates; Art Scene $500; Cupertino Historical Society $1,450; Iranian Federated Women's Club $500. Beard seconded and motion carried unanimously with Sievert absent. Mohr moved to place on a future agenda the development of an evaluation form for the audiences who attend performances of organizations which receive grant funds. Pai-Brizendine seconded. It was decided that Mohr will inform staff when she would like that item scheduled for discussion. B. Review of draft budget documents. City Clerk reviewed the 98/99 budget request and requested Commissioner input on the budget narrative describing the Commissions' objectives and accomplishments. Pai-Brizendine suggested that the Commission look for more ways to bring children's art to public places. Discussion followed on this topic, and whether it applied to sculpture, playground furniture which incorporated playful and artistic themes, whether it included art-related activities for children such as "African Art" month where there would be hands-on creation of art, etc. Staff was directed to place an item on the next agenda to discuss ideas for new art- related activities for children. March 24, 1998 9. D. Fine Arts Commission Page 3 c. View videotape of past Distinguished Artists provided by The Better Part. Continued to next meeting. OLD BUSINESS A. Review second draft of Request for Qualifications (RFQ) for Four Seasons Comer. Committee is Sievert, Young and Beard. City Clerk distributed the updated draft and requested that Commissioners provide any last minute changes before it was given to the City Attorney for review. Young pointed out some changes which had been discussed in the first meeting, but which were not shown in this version. Beard moved to submit the RFQ as amended to the City Attorney for review; Mohr seconded and motion carried unanimously with Sievert absent. B. Update on 1998 Spring Sing Along/Euphrat Family Day from Pai- Brizendine. Pai-Brizendine reported that the Sing Along will be held during Euphrat's Family Day on April 5. Four children's groups were invited to perform. C. Discussion of student art exhibition at Cherry Blossom Festival (Pai- Brizendine, Young, Mohr) and arrangements for signage, display set-up and tear-down, and award reimbursements to participating schools. Young stated that there are seven schools planning to participate, and one school wants to submit two models. City Clerk stated that reimbursement checks in the name ofthe school will be mailed out after the event. Mohr volunteered to assist with set up and Off will assist in set up on Friday night. Mohr will speak on Saturday and Pai-Brizendine will speak on Sunday to explain the project and invite people in to the display area. Status report from Cultural Arts Event ad hoc committee (Mohr, Sievert and Bob Hopkins from Parks and Recreation Committee) regarding the Family Film event. Mohr reported that the meeting would take place on March 25 and more information would be available at the next Fine Arts meeting. 10. 11. March 24, 1998 Fine Arts Commission Page 4 E. Second review of proposed special events banner and selection of final color, size, and mounting hardware. Continued to next meeting. COMMISSIONER AND LIAISON REPORTS The Commission requested that the committee roster be updated to show the children's art exhibit being held on the 24th rather than the 10th. City Clerk will update the Four Seasons Comer to show that the RFQ is being submitted to the City Attorney's office for review and the ad hoc committee will report on their discussions regarding community input. ADJOURNMENT The meeting was adjourned at 10:09 p.m.