CITY OF SUNNYVALE
ARTS COMMISSION
Wednesday, March 17, 2004
Council Chambers, City Hall
DRAFT MINUTES
COMMISSION MEETING
Following a Joint Study Session with the Parks and Recreation Commission regarding 'Develop Process to Solicit and Award Grants from the Dorolou P. Swirsky Youth Opportunity Trust Fund,' from 6-7 p.m. in the West Conference Room; the Arts Commission met in regular session at City Hall in the Council Chambers, 456 West Olive Avenue, Sunnyvale, California on March 17, 2004, at 7:00 p.m., with Chair Beezley presiding.
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Commissioners: |
Chair Dane Andrew Beezley |
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Present: |
Susan Buchs |
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Dixie Carney |
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Wallace Harper |
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Absent: |
Vice Chair Monica Draganowski Davis |
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Staff Present: |
Ilona Bell, Administrative Aide/ Recording Secretary |
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Robert Walker, Director |
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Nancy Bolgard Steward, Superintendent of Arts and Recreation |
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Chair Beezley called the meeting to order at 7:04 p.m. |
Approval of Minutes
Commissioner Harper moved, seconded by Commissioner Carney, to approve the February 18, 2004, Arts Commission meeting minutes.
Motion carried 4-0
PUBLIC APPEARANCES
Chair Beezley opened the meeting for Public Appearances.
There were none and the Public Appearances were closed.
GENERAL BUSINESS (PUBLIC HEARING ITEMS)
1. Recommendation regarding Agreement with Sunnyvale Singers for Use of the Sunnyvale Community Center Theatre.
Director Walker asked Ms. Steward, Superintendent of Arts and Recreation, to present the staff report.
Ms. Steward stated that the Sunnyvale Singers provide opportunities for choral singing and appreciation of music for the Sunnyvale community--services not provided by the Department of Parks and Recreation. Although Sunnyvale Singers were co-sponsored by the City for well over 20 years, the current Relationships with Outside Groups Policy eliminated the cumbersome Council Co-Sponsorship Policy. The Department now offers groups the opportunity to enter an agreement with the City for use of facilities and other benefits specifically requested by the organization. Additionally, Special Use Agreements can be made for varying lengths of time, which eliminates the time consuming annual application process previously required for co-sponsored groups.
Ms. Steward summarized the key points of the Agreement between the City and Sunnyvale Singers for use of the Community Center Theatre and concluded her report by stating that staff recommended Alternative 1: Approve the Sunnyvale Singers Agreement for Use of the Community Center Theatre for three years.
Staff answered the Commissioners' questions to their satisfaction.
PUBLIC APPEARANCES
Chair Beezley opened the meeting for Public Appearances. There were none and the Public Appearances were closed.
Moved by Commissioner Buchs, seconded by Commissioner Harper to recommend Alternative 1, Approve the Sunnyvale Singers Agreement for Use of the Community Center Theatre, depicted by Attachment A, for three years.
Motion carried 4-0
Commissioner Draganowski Davis absent
2. Service Reviews for Parks and Recreation Department
Director Walker presented the staff report for RTC 04-088: Consideration of the Process to be used for the City Council Review and Prioritization of City Services. He stated that Council is asking for input earlier in the Budget Process [to allow for Council direction to staff prior to the City Manager presenting a recommended budget to Council.] Director Walker reviewed the new additional five-step process that Council will use in reviewing and prioritizing City services. He stated that the Service Review Worksheets depict the budgeted amounts and revenues for various service delivery plans and actions. Ms. Steward added that arts related items were highlighted for the Commission's convenience in reviewing the service level items. Director Walker noted that all the items identified for the Parks and Recreation Department are considered 'scaleable'--items that might be adjusted either up or down. He further clarified that adjusting one item might then automatically impact an adjustment to one or more items.
Director Walker then gave a brief overview of each arts related service level provided by the Parks and Recreation Department, items #25-42. He concluded the staff report by stating the Arts Commission is being asked to make recommendations regarding:
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The possible addition of new service levels,
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The possible deletion of existing service levels, and/or
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The adjustment of existing service levels (either up or down)
Chair Beezley opened the Public Hearing. There were no appearances and the Public Hearing was closed.
Chair Beezley opened the floor for discussion of suggested new services, potential service deletions, or adjustments to service levels for existing arts related services in the Parks and Recreation Department.
Staff answered the Commissioners' questions to their satisfaction.
Commissioner Buchs moved, Commissioner Carney seconded, to recommend that City Council accept the report as stated, with no deletions, additions or adjustments to the Department of Parks and Recreation service levels presented in Report to Council 04-088.
Motion carried 4-0
Commissioner Draganowski Davis absent
Chair Beezley thanked staff for both presentations.
INFORMATION ONLY ITEMS
Staff Liaison Report
Ms. Steward stated Ms. Merrill's staff report would stand as submitted. Director Walker thanked Chair Beezley and Commissioner Carney along with Parks and Recreation Commissioner Joe Manfrey for being able to respond on such short notice to man a booth during the Lunar New Year Unity Festival in Cupertino.
Ms. Steward announced that, weather permitting, the Sunnyvale Skate Park benches at Fair Oaks would be painted with an artist supervising local teens on Saturday, March 27, 2004, at 9:00 a.m.
City Council Update
Ms. Steward advised the Commission that Council had officially approved the concept for a soft or fabric art piece for the Senior Center. Ms. Steward added that staff can now execute the contract with artist Therese May, who was recently selected by the Arts Commission, to develop a theme for the Sunnyvale Senior Center Collaborative Soft Art Project along with establishing the guidelines for collaborative participation with seniors and completion of the project.
Other Reports
None
Communications
Correspondence Distributed at the Meeting:
- Sunnyvale Senior Center Activity Guide
- Miscellaneous Items of Interest distributed at the meeting
Commissioners’ packets contained the following items:
- Packet: "Dorolou Swirsky Youth Opportunities Trust Fund," Joint Study Session with Parks and Recreation Commission, March 17, 2004, 6:00 p.m., West Conference Room (Attachment F)
- Packet: "Provide for Greater Enforcement of Art in Private Development (AIPD) Requirements," Study Issue, Arts Commission Study Session, March 17, 2004, following Arts Commission Meeting, Council Chambers (Attachment G)
- Revised Arts Commission Work Plan 3/3/04 (Attachment H)
- Handout: Roles of Parks and Recreation and Arts Commissions and Staff PowerPoint Presentation (Attachment I)
- Handout: Frequently Asked Questions From Commissioners (Attachment J)
- Article: "Budget Meetings Set Up for Public Input," Sunnyvale Sun, March 10, 2004 edition (Attachment K)
- Flyer: Save the Date! 2004 Health & Safety Fair (Attachment L)
- Memo: Sunnyvale Arbor Day, Saturday, April 3, 2004, 10:30 a.m., City Library (Attachment M)
- Miscellaneous Items of Interest
Commission Pre-packet Mailing Communications Listing
· March 10, 2004, Joint Study Session: Review of Current Policies for Youth Rates for Recreation Programs and Activities (Part II)
OTHER ITEMS (INFORMATION ONLY)
Commissioner Comments:
Commissioner Harper expressed concern about the low number of artists responding to bid on the recent City commissioned public artwork project. Staff indicated that over 400 requests for proposals had been sent to California artists. Discussion followed and staff agreed to provide a listing of the artists contacted regarding the commission of the Sunnyvale Senior Center Collaborative Soft Art Project.
Commissioners Buchs and Carney passed.
Chair Beezley encouraged fellow Commissioners to attend the training sessions and study sessions staff provides to the Commissions. They are very important in helping the commissioners make informed decisions about current issues and matters coming before the commission. He also mentioned that the local Cinequest Film Festival in San Jose was a great success.
Staff Comments:
None
Moved by Commissioner Buchs, seconded by Commissioner Carney, to adjourn the meeting.
Motion carried unanimously
3/17/04 Arts Commission Study Session: 'Provide Greater Enforcement of Art in Private Development Requirements,' began in Council Chambers after a five minute break upon the conclusion of Arts Commission meeting.
STUDY SESSION ADJOURNMENT: 9:00 p.m.
Respectfully submitted
Ilona Bell
Recording Secretary
Reviewed by:
Robert Walker, Director