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FAC 09-27-88 FINE ARTS COMMISSION Regular Meeting -- 7:00 p.m. september 27, 1988 Cupertino city Hall -- Conference Room MINUTES CALL TO ORDER The meeting was called to order at 7:02 p.m. by Chairman Nancy Steele. ROLL CALL Commissioners Present: Steele, Arden, Lerner, Ettinger, Hollimon, Ramsay, Harry Staff Present: Krey, Frausto APPROVAL OF MINUTES FOR AUGUST 23, 1988 REGULAR MEETING Ettinger moved to approve the minutes with the following changes: correct Djerassi spelling, remove one "L" from Koppel, and spell Tandem with an "E"; Arden seconded and the motion was approved unanimously. APPROVAL OF MINUTES FOR SEPTEMBER 7, 1988 ADJOURNED MEETING Arden made a motion to approve the minutes as written; Hollimon seconded and the motion was approved unanimously. ORAL COMMUNICATIONS None '~,TTEN COMMUNICATIONS ~_eele mentioned a newsletter received from the Fine Arts League, and a letter from M. Mann thanking commission for opportunity to play at sister City event. commission received an invitation to Glen Nelson Memorial Golf Tournament sponsored by the Cupertino Educational Endowment Foundation. STAFF REPORT Krey reported that Media Guidelines will be discussed at the next regular meeting. Krey said the budget will be included in the agenda packet for informational reasons per request by the commissioners. Krey said she made an appointment with the City Attorney for 2:30 Wednesday to discuss the mural. On Oct. 3 Robert Lerner will receive a certificate of appointment from the City Council. Nancy Roslund will be receiving her resolution at the same meeting. Krey passed out a memo to commissioners regarding the future agenda packet schedule. She also said the minutes will go out with the agenda packet as usual. UPDATE ON MURAL PROJECT Ramsay said three checks were mailed out with ads regarding the mural to: Art Week, West Art and Art In America and ads for Artist Magazine and Art News will go out in the next two weeks. Krey said special approval is needed from Finance Director to send out check before regularly scheduled accounts payable for Artist Magazine Oct. 3 deadline. Ramsay will see if they will accept a purchase order. Deadline to request packet of mural Fine Arts Commission September 27, 1988 '--'"'DATE MURAL CONTINUED formation is January 15. Krey said a general information release could be sent out to the media now and more releases could be sent out closer to December. Krey handed out the newly printed Request for Proposal. Ramsay discussed an addition to the letter that will accompany the mural information packet: "The Cupertino City Council reserves the right to reject all proposals or any portion of a proposal." Hollimon said the letter should read "application procedures" for clarification reasons. The first mailing will include the letter, application, and mural specifications. On the next printing of the Arts Opportunity Flyer the wording "expansion bolt corners" should be added. Hollimon requested the words "or sufficent postage to cover remailing" be deleted from the letter. DISCUSSION OF ARTIST RECOGNITION AWARD PROGRAM Harry passed out an artist recognition evaluation/recommendations and budget report. Harry reviewed and commissioners discussed the evaluation presented by the Artist Recognition Committee. One recommendation was that this event be shared between three committees: the nominating, event and publicity committees. The award will be completed by October and presented on Oct. 31 at 6:45 p.m. at the City Council meeting. commissioners would like to evaluate the award at the next regular meeting. Harry recommended a standing publicity committee. Committee also requested to change the date of the event possibly to early May. Commissioners discussed the nominating procedure for future awards and all nominations including those from the committee will be in at a specific '-¡dline. DISCUSSION OF GUIDELINE CHANGES (GRANTS, ART IN PUBLIC PLACES) Hollimon recommended the fall grant deadline be September 15 at 5p.m. and the awards be announced by November 15. The spring grant deadline would be February 15 at 5p.m. and the awards announced by April 15. Hollimon made a motion to change the grant deadlines to 2/15 and notification 4/15 for spring and fall deadline 9/15 and notification 11/15. Lerner seconded and the motion passed unanimously. The Art in Public Places guideline changes was continued to the next regular meeting when Ettinger returns. Ramsay made a motion to continue discussion of Art in Public Places guideline changes to the October agenda. Hollimon seconded and the motion passed unanimously. DISCUSSION OF GRANT RECIPIENT REQUEST TO WORK WITH COMMUNITY RELATIONS OFFICER Krey wanted clarification on her participation that was requested. Krey will not be involved in any evaluation process. The symphony wants suggestions from the commission of who to give the 100 grant tickets to. The commission decided to give junior high school musicians and families 25 tickets, senior citizens 25 tickets, high school musicians and families 25 tickets and DeAnza Students Association/Handicapped 25 tickets. commissioners made suggestions for the Montalvo informances: City Hall Plaza, Memorial Park Ampitheatre, Town Center Plaza Ampitheatre, Monte vista, Homestead and Cupertino High Schools. Krey will type the list of ~gestions and Hollimon will be the contact person. Fine Arts Commission september 27, 1988 ~~SCUSSION OF CONFERENCE EXPENDITURES aele announced a conference in San Mateo on Oct. 8 called "Rediscovering Gold." It is sponsored by the city of San Mateo and the cost is $75 per person. Ettinger arrived at 8:40 p.m. Steele and Ettinger would like to attend this conference. Ramsay and Lerner would like to attend a Confederation of the Arts conference in Orange County on Oct. 12, 13, and 14 the registration cost is $130 each for three days. Harry made a motion to approve expenditures not to exceed $130 for Ramsay and Lerner and expenditures not to exceed $75 each for Steele and Ettinger. Steele seconded and the motion passed unanimously. APPROVAL OF APPROPRIATION FOR CUPERTINO CHRONICLE COPIES Arden will purchase four copies of the Chronicle and bring them to the next regular meeting. Arden made a motion to purchase three copies of the Cupertino Chronicle at $4 per copy from the Chamber of Commerce for a total of $12. Ramsay seconded and the motion passed unanimously. Krey will purchase those three copies of the Chronicle. DISCUSSION OF TASKS/RESPONSIBILITIES OF FINE ARTS COMMISSIONERS Commissioners discussed the summary of tasks/responsibilities in the agenda packet. Steele asked for suggestions from the commissioners. Hollimon reminded that "sub" be deleted from all references in the summary. The word "only" was deleted from the paragraph regarding vice-chairperson. Ettinger asked for a change in the first paragraph "chairperson may make assignments to commissioners and will inform the entire commission of these assignments at its next meeting" rather than '~'1e chairperson may appoint special committees and assignments to t.._.nmissioners." The words "to each committee member by the committee chair"was added and "each committee will designate a chairman." The summary of tasks/responsibilities will be retyped with changes requested. Arden handed out a committee assignment/rotation schedule. The commissioners discussed committee rotations. Grants and Distingushed Artist Award rotation will continue as currently established. Arden will put together a matrix of committee assignments/rotation schedule. Hollimon asked that committee assignments/rotation schedule (matrix) be placed on the October agenda. commissioners discussed the possibility of a publicity committee. Krey suggested that chairs of each committee be involved with publicity. Hollimon tried to explain the difference between projects and policy committees. Ettinger asked that needs assessment be placed on the October agenda. Hollimon asked that discussion of calendar year be placed on the October agenda and she will prepare it. DISCUSSION OF SUBSCRIPTION TO SCULPTURE MAGAZINE Arden informed the commission of Sculpture Magazine and asked that the commission purchase a subscription at $40 per year. Ramsay made a motion to purchase a subscription to Sculpture Magazine not to exceed $40. Harry seconded and the motion passed unanimously. The subscription will go to Arden. Fine Arts Commission september 27, 1988 ~~CUSSION OF LIAISON RESPONSIBILITIES 1 .ner will be the liaison for the city of Sunnyvale and the City of Palo Alto. He will have a contact person and keep the commission informed on the activities. Steele will be liaison with the Fine Arts League and Tandem is deleted. Arden will be liaison with the City of Los Gatos. Ettinger will be liaison with De Anza College and city of Milpitas is deleted. COMMISSIONER REPORTS STEELE-announced the rededication of the Los Altos city Hall. The Bicentennial commission participated in the Heritage Day Parade. Tandem is working on facilities use guidelines. RAMSAY-passed out the agenda from the last City of San Jose meeting so commission could see the format used on their agenda. Frausto agreed to number the items on future FAC agendas, remove the words "Discussion of" and add old business/new business. She also showed the current writers connection class schedule. ARDEN-showed the commission overheads of the expansion project at the Euphrat Gallery. She asked the commissioners for any input on the project. HOLLIMON-nothing to report ~Y-nothing to report B~~INGER-nothing to report LERNER-nothing to report ADJOURNMENT Arden made a motion to adjourn the meeting at 10:10 p.m. and Ettinger seconded. The motion passed unanimously.