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FAC Packet 1-28-19ROLL CALL CITY OF CUPERTINO AGENDA FINE ARTS COMMISSION 10300 Torre Avenue, City Hall Conference Room C Monday, January 28, 2019 6:30 PM APPROVAL OF MINUTES Subject: Draft Minutes of December 11, 2018 Recommended Action: approve or modify the Draft Minutes of December 11, 2018 Draft Minutes of December 11, 2018 ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the commission on any matter not on the agenda. Speakers are limited to three (3) minutes. In most cases, State law will prohibit the commission from making any decisions with respect to a matter not listed on the agenda WRITTEN COMMUNICATIONS OLD BUSINESS Subject: Grants for FY 2019-2020 Recommended Action: in the Work Program Grant Policy examples NEW BUSINESS Discuss and craft content for Grant requests for presentation Subject: Emerging and Young Artist award presentations Recommended Action: Discuss final preparations for award presentations on February 5, 2019 STAFF AND COMMISSION REPORTS ADJOURNMENT Page 1 Fine Arts Commission AGENDA January 28, 2019 In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend the next meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, 48 hours in advance of the meeting to arrange for assistance. Upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Also upon request, in advance, an assistive listening device can be made available for use during the meeting. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk's Office in City Hall located at 10300 Torre Avenue during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code 2.08. 100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City's website and kept in packet archives. You are hereby admonished not to include any personal or private information in written communications to the City that you do not wish to make public; doing so shall constitute a waiver of any privacy rights you may have on the information provided to the City. Members of the public are entitled to address the members concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the members on any other item not on the agenda, you may do so during the public comment. Page 2 CUPERTINO DRAFT MINUTES FINE ARTS COMMISSION Special Meeting, Conference Room C 10300 Torre Avenue Cupertino December 11, 2018 6:30 p.m. ROLL CALL Present: Sanchez, Mahalingam, Chokshi, Matley, Wu Absent: None APPROVAL OF MINUTES 1. Approval of the Draft Minutes from the October 22, 2018 meeting. Motions: Commissioner Chokshi motioned approval of the minutes, with one correction to the minutes under adjournment heading to indicate that the meeting was adjourned by the vice chair since the chair was not present, and Commissioner Mahalingam seconded the motion to approve minutes from October 22, 2018. Motioned approved (4-0-1). ORAL COMMUNICATIONS None. WRITTEN COMMUNICATIONS None. NEW BUSINESS 2. Draft ordinance to amend regulations in Title 2, Administration and Personnel of the Municipal Code Chapter 2.80, to allow up to five (5) members for the Fine Arts Commission. The Fine Arts Commission had no comments regarding the proposed Municipal Code Amendment. 3. Young Artist Awards applications A total of 62 applications were received. The Commissioner reviewed and selected the following winners for 2018-2019 awards: Elementary school group: Platinum Award, 1st place winner: Jonathan Tang Gold Award, 2nd place winner: Chloe Lee Silver Award, 3rd place winner: Eva Chuang Cupertino Fine Arts Commission December 11, 2018 Middle Schoolrg oup: Platinum Award, 1st place winner: Shiva Ravinutala Gold Award, 2nd place winner: Siona Mahaddalkar Silver Award, 3rd place winner: Sonali Patankar 4. Grants policy Staff liaison Catarina Kidd provided example grant guidelines from the City Council program and version of guidelines from a past Fine Arts Commission grants program. Commissioners Mahalingam and Chokshi volunteered to work as a committee to consider how to structure the grants and provide feedback to the rest of the commission in the new year. 5. Budget FY 2019-2020 The commissioners reviewed and provided comments regarding a draft budget, including the request to increase the budget to include funds for a mural. Chair Sanchez is interested in serving on a committee as a citizen to assist with the Art in Unexpected Places mural project in the next year. COMMISSIONER REPORTS AND ANNOUNCEMENTS The commissioners discussed the Cupertino Library Art wall and coordinated the installation for the artist award winners. ADJOURNMENT Chair Sanchez adjourned the meeting at 8:15 p.m. to the regular meeting on January 28, 2019 at City Hall, Conference Room C. Respectfully submitted: /s/Catarina Kidd Staff Liaison: Catarina Kidd, Senior Planner Community Funding Grants Criteria used by City Council: Provided purpose for the funds & how they benefit community? (Yes/No) Stated how prior year funds were used? (Yes/No) Provided information about organization, its budget and purpose? (Yes/No) Stated what they have requested from other cities/organizations? (Yes/No) Is request for one-time, project specific needs? (Yes/No) Does organization show that their staff has experience to implement and manage project? (Yes/No) Does more than 75% of the budget go to direct service costs vs. admin costs? (Yes/No) Did they apply before the March 1 deadline? (Yes/No) Does the applicant meet all the criteria? (Yes/No) Criteria previously drafted by Fine Arts Commission The Cupertino Fine Arts Commission Grant Guidelines consist of two parts: 1. Grant awards 2. Matching grants and private donations To fulfill its purpose of fostering, encouraging and assisting the realization, preservation and advancement of fine arts for the benefit of the citizens of Cupertino, the Fine Arts Commission grants funds to artists and fine arts organizations. Among the questions which will be used to evaluate grant proposals are the following: ♦ Does it encourage diverse fine arts programs for Cupertino residents based on their interest and needs? ♦ Does it serve a wide range of citizens or a group not already served? ♦ Does it extend the range of fine arts activities in the community? ♦ Does it provide for evaluation and accountability? CRITERIA There will be a grants subcommittee to review applications. The subcommittee will be comprised of three board members who have no financial, personal or professional affiliations with prospective grantees. The recommendations of the subcommittee will be submitted to the entire Fine Arts Commission for final recommendations to the Cupertino City Council. At the time of submission to the FAC, any member who has a financial, personal or professional connection to any proposed grantee shall abstain from voting on that particular grant proposal. Awards will be made on the basis of merit. All are encouraged to apply. Awards will be granted for visual and performing arts projects. The commission will work toward achieving a balance between visual and performing arts for the general public, including those citizens not ordinarily reached such as the elderly, children, the handicapped and economically disadvantaged. The amount for any grant will be determined on an individual basis. The committee will recommend an amount deemed appropriate, which may be more or less than the sum requested. ELIGIBILITY Applicants should: ♦ Be able to document the need for funding and submit a budget proposal. ♦ Demonstrate administrative skills necessary for carrying out the program ♦ Provide written evaluation of their program at the conclusion of the grant period ♦ Be willing to acknowledge the support of the City of Cupertino where appropriate PROCEDURES Application packets are available on the city's website at http://www.cupertino.org/index.aspx?page=1368. Grants will be awarded once a year. The application deadline is September 15. Recipients will be notified of the grant award decision by November 15. In-person or telephone interviews may be scheduled with finalists.