09-17-03 Arts Commission Minutes

CITY OF SUNNYVALE

ARTS COMMISSION

Wednesday, September 17, 2003

West Conference Room, City Hall

DRAFT MINUTES

COMMISSION MEETING

The Arts Commission met in regular session at City Hall in the West Conference Room, 456 West Olive Avenue, Sunnyvale, California on September 17, 2003, at 7:00 p.m., with Chair Beezley presiding.

Commissioners:	Dane Andrew Beezley
Present:	Susan Buchs
	Dixie Carney
	Monica Draganowski Davis
	Wallace Harper

Staff Present:	Ilona Bell, Administrative Aide/ Recording Secretary
	Cathy Merrill, Assistant to the Director
	Nancy Steward, Superintendent of Arts and Youth Services
	Robert Walker, Director of Parks and Recreation

CALL TO ORDER

Chair Beezley called the meeting to order at 7:02 p.m.

Excused Personal Absence: Commissioner Harper (August 20, 2003 meeting)

Approval of Minutes

Commissioner Buchs moved, Commissioner Carney seconded, to approve the June 18, 2003, July 16, 2003 and August 20, 2003, Arts Commission meeting minutes as submitted.

Motion carried unanimously

PUBLIC APPEARANCES

Chair Beezley opened the meeting for Public Appearances. There were none and the Public Appearances were closed.

GENERAL BUSINESS (PUBLIC HEARING ITEMS)

Proposed Revision to Council Co-Sponsorship Policy (Study Issue to Council October 21)

Director Walker stated that facility use fees are a completely separate issue from the Proposed Revisions to the Co-Sponsorship Policy. As discussed in detail at the special joint study session with the Parks and Recreation Commission held on September 10^th, the revisions are proposed to provide a more logical, efficient and simpler process for the City to work with groups that provide a specific service to the Sunnyvale community. The Co-Sponsorship policy revision addresses four main issues:

Confusion over the tiers of Co-Sponsorship has increased as groups’ needs evolved through the years.

Distorted relationship between the City and the organizations

Disparities between groups

Inefficient and complicated process – the annual application process often involved newly elected group presidents unfamiliar with the procedures and created extensive paperwork for both staff and the group.

The existing eight page Co-Sponsorship Policy would be replaced by the proposed two-page policy, "Partnerships with Outside Groups." For those groups with additional needs, the City would enter into a special agreement that would identify specific duties or expectations of the Group and the City.

Staff answered questions to the Commissioners’ satisfaction.

Chair Beezley opened the Public Hearing. There were no appearances and the Public Hearing was closed.

Moved by Commissioner Carney, seconded by Commissioner Buchs to recommend both Alternatives as presented in the Draft Proposed Revision to Council Co-Sponsorship Policy.:

Approve a Council Policy for Partnerships with Outside Groups as depicted by Attachment D.

Eliminate Council's existing Co-Sponsorship policy as of July 1, 2004. Continue existing relationships with groups "co-Sponsored" under Council's existing policy through the remainder of Fiscal Year 2003/2004. Encourage each group currently "Co-Sponsored" with the City to work with staff to determine via Council's Partnerships with Outside Groups Policy how best to pursue the City support and relationship it desires.

Motion carried unanimously

Chair Beezley thanked Director Walker for his presentation.

2. Consideration of Study Issues for 2004

Ms. Merrill stated the Arts Commission has proposed one new study issue—"Provide for greater enforcement of Art in Private Development Requirements." She also noted that the deferred study issue—"Exploration of Youth Rates for Recreation Programs and Activities"—will be coming before the Commission for recommendation in October.

Director Walker encouraged the Commission to propose issues they would like to study; but added that with recent budget reductions, staff will be very involved with the existing study issue to "Update the Recreation and Open Space Sub-Elements. He explained that the Sub-Elements to the Sunnyvale General Plan are regularly updated every 5 or 10 years and that Council approved this study issue last year.

Discussion followed.

Ms. Steward, Superintendent of Arts and Youth Services, clarified that the Arts Commission will be involved with public art in the City’s future public projects through the new Public Art in Public Places process.

Ms. Merrill clarified that staff is requesting consideration by the Commission on this item rather than a recommendation. No other study issues were proposed by the Commissioners.

3. "October is National Arts and Humanities Month"

Ms. Merrill explained that per Council Policy 7.3.5, "Certificates of Appreciation, Resolutions and Proclamations for Public Recognition," included in your packet, only City Council or the Mayor can declare a formal proclamation. If they choose to do so, the Mayor may present the proclamation (a draft copy included in your packet) to the Chair of the Commission and members of staff and may give a speech regarding the honor bestowed

Discussion followed regarding posting locations of the proclamation with the notation that additional exposure would result from the presentation of the proclamation during a televised session of Council. Staff answered the Commissioners’ questions to their satisfaction.

Chair Beezley opened the Public Hearing. There were no appearances and the Public Hearing was closed.

Moved by Commissioner Draganowski Davis, seconded by Commissioner Carney to recommend Council proclaim "October is National Arts and Humanities Month"

Motion carried unanimously

Commissioner Suggestions for Training/Orientation Topics regarding

Arts related Services and Programs

Ms. Merrill stated that staff is again looking for consideration rather than a recommendation to Council for this agenda item. Staff is seeking Commissioners' ideas and/or topics regarding arts related issues of interest that staff could provide additional training or an orientation on those items.

The Commission expressed interest in touring public art in the City. Ms. Merrill stated staff would provide a comprehensive list of Art in Private Developmnet projects in the City as well as a listing of public artwork owned by the City. No other topics were suggested and the item was closed.

INFORMATION ONLY ITEMS

Staff Liaison Report

Ms. Merrill said the staff report would stand as submitted.

Other Reports

	Ms. Merrill extended congratulations to the Arts Commission for pursuing a remedy from Toyama Properties regarding stolen public artwork. Toyama forwarded a check in the amount of $5,000 to be applied toward public artwork in the City. Staff will respond with a thank you letter from the Director and a statement of the intent for the use of the funds received. The monies will be deposited in the Public Art Fund and will be held until a project that qualifies for public art becomes available.
	Discussion followed and staff clarified that the Public Art Fund would operate similarly to the Parks Dedication Fund so that all in-lieu fees would be set aside specifically for public art projects and not be allocated for other uses.
	Staff confirmed that the Arts Commission minutes are the formal record of the Commission’s business. If Commissioners have a concern with legal and enforceable issues pertaining to Art in Private Development, the study issue process is the avenue to bring these concerns before Council. Chair Beezley has already proposed a related study issue for the Commission to consider in October. In response to the Commissioners' questions, staff stated a private developer must submit copies of the company’s stationery and business cards to ensure that the public art submitted for approval is not a promotion of the business logo or service they provide.
	The Plaza Park public art fruit sculptures were incorporated into the scaled-back design that was adopted by Council due to higher construction costs and recent budget reductions. Additional monies will be earmarked for public art in the Plaza Park and proposed pieces would come before the Arts Commission for recommendation to Council. Construction is expected to begin in January and the City is hoping for completion in fall, 2004
	The new Senior Center etched windows are scheduled for installation before the end of September. The third piece of public art—the tapestry or textile piece that the Arts Commission recommended—cannot be developed for the original approved location due to the modifications in that space. The Senior Advisory Committee concurs with the selection of a wall at the end of the main hallway that accesses several rooms as well as an exit to the outdoor fountains and is heavily used by Seniors. Additionally, placement on the end wall of this wide hall should draw people in for better viewing of the artwork. To clarify for the newer members of the Commission, Ms. Steward described the collaborative artwork with seniors in the community and an artist to design separate panels on a chosen theme—similar to a quilt. At the December 17 meeting, the Commission will make a recommendation from a short-list of qualified artists to supervise the project. Similar to the neighborhood mural project at Lakewood Park, this collaborative effort will likely be documented and promoted throughout the senior community.

Communications

Communications distributed at the meeting:
	Article: "Fremont High Senior's Artwork to Decorate City's Truck of Fun," San Jose Mercury News, September 11, 2003

Commissioners’ packets contained the following communications:
	Calendar/Work Plan: "Revised Arts Commission Work Plan," September - December 2003
	Newsletter: "P&R PR," Sunnyvale Department of Parks and Recreation Newsletter, September 2003 Issue
	Brochure: "An Informational Guide to Art in Private Development,"
	Brochure: "Sunnyvale Senior Center Activity Guide," Fall 2003 issue
	Brochure: "KLAS," Kids Learning After-School, Columbia Middle School, September 8 - October 24, 2003
	Brochure: "Program eXtreme," Session 1, September 29-November 6, 2003, Grades 6-8, Sunnyvale Middle School

Commission Pre-packet Mailing Communications Listing
	None.

OTHER ITEMS (INFORMATION ONLY)

Commissioners’ Comments:

Chair Beezley and Commissioners Carney, Draganowski Davis and Wallace passed.

Commissioner Buchs stated she may not be able to attend the next Commission meeting on October 15^th, but will advise staff and/or the Chair accordingly.

Staff Comments:

Ms. Merrill reminded newer Commissioners Draganowski Davis and Harper to meet in the Lobby of the Community Center, tomorrow, September 18, at 4:00 P.M. for the tour of the Cultural Arts Facilities. Commissioner Carney asked to join the tour. Director Walker clarified that as long as the Commissioners did not conduct Commission business, the meeting of three or more members of the Commission—a quorum being present—would not be in violation of the Brown Act.

Moved by Commissioner Buchs, seconded by Vice Chair Draganowski Davis, to adjourn the meeting.

Motion carried unanimously

ADJOURNMENT – 8:10 p.m.

Respectfully submitted,

Ilona Bell, Recording Secretary

Reviewed by:

Cathy Merrill, Assistant to the Director

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