FAC Packet 2-28-19CITY OF CUPERTINO
AGENDA
FINE ARTS COMMISSION
6:30 PM
10300 Torre Avenue, City Hall Conference Room C
Thursday, February 28, 2019
Special Meeting
NOTICE IS HEREBY GIVEN that a special meeting of the Fine Arts Commission is
hereby called for Thursday, February 28, 2019, commencing at 6:30 p.m., City Hall,
10300 Torre Avenue, Conference Room C, Cupertino, California. Said special meeting
shall be for the purpose of conducting business on the subject matters listed below under
the heading “Special Meeting”.
SPECIAL MEETING:
ROLL CALL
APPROVAL OF MINUTES
1.Subject: Draft Minutes of January 28, 2019
Recommended Action: approve or modify the Draft Minutes of January 28, 2019
Draft Minutes of January 28, 2019
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
NEW BUSINESS
2.Subject: Survey on improving Council-Commision Communications and Work
Program Workflow
Recommended Action: receive presentation and survey
Page 1
February 28, 2019Fine Arts Commission AGENDA
Survey
Commission Work Program Flow Chart
3.Subject: Election of Chair and Vice Chair
Recommended Action: nominations and elections of the Chair and Vice Chair
4.Subject: Grant Program requests
Recommended Action: discuss Grant Programs
5.Subject: Work Program FY 2019-2020
Recommended Action: discuss Work Program ideas
2018 Work Plan
STAFF AND COMMISSION REPORTS
ADJOURNMENT
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February 28, 2019Fine Arts Commission AGENDA
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.
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ACTION MINUTES FINE
ARTS COMMISSION
Regular Meeting, Conf. Rm. C
10300 Torre Avenue Cupertino
January 28, 2019
ROLL CALL
Present: Chen, Chokshi, Matley, Mahalingam, Sanchez Absent:
APPROVAL OF MINUTES
Approval of the Draft Minutes from the December 11, 2018 meeting
Motions:
Commissioner Mahalingam motioned and Commissioner Chokshi seconded the
motion to approve minutes from December 11, 2018. Motioned approved 5-0.
ORAL COMMUNICATIONS
Jennifer Furlong, Art Historian and Director for the Cupertino Historical Society Director,
was present with Sandy James to discuss their effort to be recognized as City of
Cupertino’s official archivist and museum. Ms. Furlong and Ms. James requested that the
Fine Arts Commission consider supporting this request either by writing a letter of
support or attendance at a future City Council meeting.
WRITTEN COMMUNICATIONS
None
OLD BUSINESS
Subject : Grants for FY 2019-2020
Commissioners discussed a possible request regarding grants for the upcoming work
program. Vice Chair Mahalingam volunteered to work with the staff liaison to create a
memo on this topic for the commission’s consideration.
NEW BUSINESS
Subject : Emerging and Young Artist award presentations
Commissioners discussed completing the art wall and final items for the presentations.
COMMISSIONER REPORTS AND ANNOUNCEMENTS
January 28, 2019 Cupertino Fine Arts Commission Page 2
• The commissioners discussed their 2018 accomplishments, which will be sent in
summary format as a response to the mayor’s request.
ADJOURNMENT
Chair Sanchez adjourned the meeting at 7:30 p.m. to the special meeting on February 25,
2019 at City Hall, Conference Room C.
Respectfully submitted:
/s/ Catarina Kidd
Staff Liaison: Catarina Kidd, Senior Planner
Cupertino City Council
Sub‐Committee on Improving Council‐Commissions Communications
Survey Questions
In an effort to improve communications between City Council and our advisory Commissions, Council
has formed a subcommittee to reach out to the Commissions to receive feedback as to how to improve
the processes of our communications. Thank you for taking the time to work with our Interim City
Manager on discussing and providing answers to the following questions.
1) How do you have the public interact with your Commission? For example, is it formal and the public
is limited to a certain amount of time, or is it more informal and conversational with leave of the
chair? Would you like to change your current format? If so, in what manner?
2) Do you use rules of order to conduct your meetings? If so, which rules? If not, would rules of order
be useful from your perspective?
3) Do you feel your Commissioners communicate with the Councilmembers sufficiently to advise the
Council? Do you feel that Commissioners’ communications with staff could be improved, and if so,
how?
4) This year, per decision of the prior Council, all Commissions will submit ideas regarding their annual
work program to their respective City departments. The City departments will then develop their
proposed work program, including Commission items, for Council consideration. Once Council
adopts the final work program, the items pertaining to each Commission will serve as priority
elements of their respective work programs. What do you think of this new process of approving
work programs by City Council? Anything to improve?
5) What do you think of the current process, if any, of setting your regular meeting agendas? Does any
member of your Commission meet with a staff member to set meeting agendas? How do you wish
to improve the current process of determining how items are placed on your agenda? For instance,
would you prefer a system where items that require minimal city staff resources but are not on your
annual work plan can be included on a regular meeting agenda?
6) With regard to the quality of your discussions, would you say that your conclusions are arrived at
through a collaborative and input‐based process or something more pre‐determined? If the latter,
what suggestions do you have for improving the qualitative nature of the process? Please be
considerate but candid.
7) Do you feel your Commissioners are representative of the residents? Why or why not?
8) It has been suggested that a code of ethics is needed in order to maintain ethical standards and
behavior. What are your thoughts on this proposition? If you support having a code of ethics, what
would you like to see included in it?
9) From the perspective of higher‐quality interaction between Council and Commissions, we would like
to consider any suggestions you have with regard to events, procedures, and formats. Outside of
formal updates at Council meetings and our annual appreciation dinner (and please feel free to
comment on those as well), are there any other types of interactions you would like to see
considered and delivered in order to improve our channels of communication?
Cupertino City Council
Sub‐Committee on Improving Council‐Commissions Communications
Survey Questions
10) Outreach to the community is critical to our efforts; what mechanisms of outreach to the
community would you suggest that we adopt or improve upon?
11) Does your Commission prefer action minutes or summary minutes and why? How do you feel about
having action minutes accompanied by audio recordings?
12) Starting this year, Commissions will be submitting a 200‐300 word update of their current work to
Council every other month. Do you have thoughts on this process?
Thank you again for taking the time to answer the above questions. If you have any additional thoughts
or comments that you would like to share, please feel free.
Note: o If ideas for work program items come up throughout the year, they should be suggested in the following year’s WP process in Dec/Jan. o Smaller items that do not require significant staff time or budget may be worked on by the commission without being formally placed on the commission’s WP. July (Beginning of Fiscal Year) •Begin implementation of approved commission work program (WP) for the current fiscal year (FY). December‐January•Ideas for upcoming FY's commission WP due to Departments (Depts.).February•Depts. evaluate commission WP ideas and propose them as Council WP ideas as appropriate.•Council prioritizes Council WP ideas.March•Council WP proposed at a study session.•Council WP adopted by Council. April ‐June•Commissions develop WP based on Council WP items.•Commission WP brought for Council's approval as a consent item. Any additional ideas that come up throughout the year should be accumulated for submission in the following Dec/Jan.
2018 Work Plan
Cupertino Fine Arts Commission
Rank Activity
Lead Commissioner (s)
Subcommittee
1 Community Outreach Art teachers CUSD/FUHD Mike & Raji
Art Schools Janki & Ran
Senior Center Diana & Ran
City Events All
Open Requests Utility box All
Reflections
Happy Kids Day
Hackathon
Talks about career & leadership
Knowledge Resource Judging art contests All
2 Building Strong Relationships Parks & Rec Mike
Teen Commission Mike
Library Diana
FALC+Sunnyvale Janki
LA FAC Mike
SJ FAC Mike
SC FAC Raji
Saratoga FAC Raji
SVOS Mike
City Council/Mayor meeting All
3 New Programs Art in Unexpected Places Mike - Commercial spaces
Interior spaces Raji - City spaces
Theater Ran & Raji
4 On-going Programs Public Art Catalog Mike/All
EA/DA/YA All
Grant Diana & Mike
5 Improved Processes Revise EA/DA description All
1% for Art All
Grant criteria All