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FAC 02-28-89 FINE ARTS COMMISSION Regular Meeting -- 7:00 p.m. February 28, 1989 cupertino city Hall -- Conference Room MINUTES CALL TO ORDER The meeting was called to order at 7:03 p.m. by Chairman Deborah Arden. ROLL CALL Commissioners Present: Lerner 7:10 p.m. Staff Present: Krey, Frausto Guests Present: Students from Arden, Steele, Ettinger, Hollimon, Ramsay, Harry, De Anza college APPROVAL OF MINUTES FOR JANUARY 24. 1989 Hollimon requested words in Elections section to be changed to "Arden was elected unanimously," and "Hollimon was elected unanimously." She also asked for words in Grants section changed to "will serve on the grants subcommittee for the spring of 1989," and "for the fall of 1989." Ettinger asked Frausto to verify her second in the election of vice chairman. Ramsay asked Frausto to verify #4 under goal setting. Ettinger made a motion to approve the minutes as corrected. Hollimon seconded and the motion passed unanimously. ORAL COMMUNICATIONS None W~TTEN COMMUNICATIONS - Commission received a letter from Yvette Del Prado of the Cupertino Union School District thanking them for the San Jose Symphony tickets for Kennedy Junior High School. sunday, April 9 is Command Performance at Flint Center. STAFF REPORT Krey reported that the cherry Blossom Festival will be April 8 in the civic Center Plaza. Parks and Rec. Director Steve Dowling will attend the March meeting to answer questions regarding the Quinlan Community Center. Krey asked the commission to come up with a proposal for a display case in city Hall by the March meeting per a request by the City Council. City council also suggested that photos be displayed of city Managers, and they asked for guidelines on City Hall art; Krey will give them a copy. OLD BUSINESS LETTER FROM EUPHRAT Arden reported that the letter from the Euphrat to the San Jose Mercury has already been signed and sent. She said she checked with the City Clerk's office on the procedure for adding items to a posted agenda. An item can be placed on an agenda only in an emergency situation. It must not have been known by anyone prior to the posting of the agenda, and it must require action before the next regular meeting. Hollimon would like a definition of "emergency" to better understand the adding of agenda items; Krey will find out. Arden explained the criteria for a special ¡r-ting and an adjourned meeting. FINE ARTS COMMISSION February 28, 1989 MINUTES ~. - ODS ASSESSMENT - Ettinger reviewed the results of the needs assessment survey. She reported a 10% return rate on the random mail questionnaires. They also received drop-off surveys: 3 from library, 3 from city Hall, and 4 from the Euphrat. Krey asked Ettinger to compile the information into a story for the Cupertino Scene. Krey will send out a press release on the results. MURAL UPDATE/HONORARIUM Ramsay reported that the mural jury has selected three artists as finalists. Ramsay reported that the average budget submitted by the mural finalists was $31,000. The commission will appear before city council on Monday, March 6 regarding the budget for the mural. The commission agreed that $20,000-$25,000 is a reasonable estimate for the mural. The finalists will be notified that they have been selected, and they will receive a mural information packet. Hollimon made a motion to authorize $300 per artist as an honorarium to prepare an overall concept and a detailed rendering of their proposal for the mural. Steele seconded and the motion passed unanimously. INTERCITY ARTS Ramsay updated the commission on intercity arts. The commission discussed local arts agencies, and a packet they received from the California Arts Council. March 9 from 1 p.m. to 4 p.m. in Palo Alto a meeting will be held for local arts agencies, and commissioners attending w~ll get together to fill out a questionnaire. PUBLIC ART POLICY RESPONSIBILITIES Arden spoke to the City Attorney regarding the guidelines for accepting loans of artwork to the city. He said there should be no liability for damage, loss etc. He suggested using other cities' contracts as models for the loan of artwork. Commissioners discussed the Public Art Policy responsibilities, and decided to include site and planning for additional Art in Public Places projects in the City. MATRIX/CALENDAR Commissioners received an updated matrix, and a schedule of upcoming Parks and Rec. events. In May and June Joanne Tanner's group will perform in Memorial Park. The commissioners will discuss the 1990 matrix in Nov./Dec. 1989 GOALS The Special Events committee will include Harry, Hollimon and Lerner. The committee will come up with recommendations for the next special event, and report in March. NEW BUSINESS GRANTS ~tinger reported that there were 11 grant applicants, 10 are cupertino residents. Three of the applicants are repeat applicants, and FINE ARTS COMMISSION February 28, 1989 MINUTES ç' NTS CONTINUED one youth. The committee met and selected finalists and are in the process of scheduling interviews. Grants will be placed on the March agenda. Grant approval will go to city council in April, and the city Clerk's office will notify the grant recipients after the action. Krey requested a letter be sent to finalists not selected. BUDGET DISCUSSION Krey said commissioners could begin preliminary budget planning by going through past budgets and evaluating the areas where money was not fully utilized. Hollimon suggested looking at 1989 goals and attaching dollar amounts to specific areas within the goals, and also look at ongoing expenses. commissioners discussed the budget process, and decided to get budget requests to Lerner before March 10. Krey needs to view the suggested budget before the next meeting. COMMITTEE REPORTS ART IN CITY HALL Commissioners agreed to finish the Art in City Hall process. Hollimon will look at the Art in city Hall plan/budget and the committee will get together to decide how to complete the project. ARTIST'S AWARD - Harry said that the Artist's Award mQl~ will be kept and can be 1 .ade with two months notice. She will also get nameplates for last year's awards. TELEVISION Steele reported that she met with Elliot Margolies of Ch, 30 to discuss training and utilizing public access programming. A crew of 8 people for two hours will cost $60. They would be willing to train 4 people for the control room. Krey mentioned that Ch, 53 is willing to do small projects with the commission, but due to lack of staff and time it is harder to do large projects. COMMISSIONER REPORTS ETTINGER- Nothing to report. HARRY- She will attend the City of Santa Clara Council meeting in April. Command Performance will be held at Flint Center. She also mentioned that the Fine Arts Commission name is not in the back of the California Confederation of the Arts magazine. Menlo Park Arts commission sponsored a youth art festival. HOLLIMON- She mentioned that commissioners should try to see the public art in Sacramento. L!.RNER- Nothing to report. FINE ARTS COMMISSION February 28, 1989 MINUTES Ç-~ISSIONER REPORTS CONTINUED RAMSAY- She mentioned that Writers Connection has a new schedule. She was interviewed on Ch, 53 for the California Summer School for the Arts. She reported that she has not received the Arts 2020 report from San Jose. STEELE- She will report on City of Los Altos next month. She spoke to John Boyce from Tandem regarding upcoming art show. On April 21 the Tandem employee art show will take place. ARDEN- She reported that Los Gatos Art Commission is getting ready to present annual art award. Los Gatos community also started the Friends of the Arts, Inc. She reported on the Robert Quinlan retirement party, and Krey announced that the City Council will name the new Community Center after him. ADJOURNMENT Ramsay made a motion to adjourn the meeting at 9:20 p.m. and Harry seconded. The motion passed unanimously.