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03/08/2022 Arts and Culture Commission Regular Agenda Packet CITY OF GILROY ARTS AND CULTURE COMMISSION (“In partnership with City Council, the Arts & Culture Commission promotes the Arts in the Gilroy community.”) REGULAR MEETING MARCH 8, 2022 6:30 p.m. City Council Chambers 7351 Rosanna Street Gilroy, CA 95020 AGENDA 1 KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT cityclerk@cityofgilroy.org PUBLIC COMMENT GUIDELINES: During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the meeting, each person wishing to speak should prepare a presentation of not more than three (3) minutes. Persons wishing to address the Commission are requested, but not required, to complete a Speaker’s Card located at the entrances. Completion of this speaker’s card is voluntary. All persons may a ttend this meeting and speak, regardless if a card is completed or not. Speaker’s slips should be submitted to the Secretary BEFORE this portion of the meeting begins. Anyone wishing to address the Commission on any other item on this AGENDA is requested, but not required, to fill out a speaker’s slip as well and submit it to the Secretary BEFORE the Commission takes action on the item. Materials related to an item on this agenda submitted to the City of Gilroy Arts & Culture Commission after distribution of the agenda packet are available for public inspection with the agenda packet in the Recreation Division at the Senior Center, 7371 Hanna Street, during normal business hours. These materials are also available with the agenda packet on the City website at www.cityofgilroy.org In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Recreation Division at (408) 846-0460 or Rec@cityofgilroy.org. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28CFR 35.102-35.104 ADA Title II) 2 Mission Statement: “To be an advocate for cultural and artistic activities in the Gilroy Community. To build bridges and promote communication through cultural and artistic opportunities for all individuals, thereby improving the quality of life in our city.” I. CALL TO ORDER II. FLAG SALUTE III. SECRETARY'S REPORT IV. APPROVAL OF MINUTES A. December 7, 2021 V. APPROVAL OF AGENDA VI. INTRODUCTIONS Welcome to Alexandra Perdew and Frank Patterson as new Commissioners VII. STUDENT REPRESENTATIVE COMMENTS VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA IX. NEW BUSINESS A. Gilroy Museum's Annual Presentation and Commission Approval to Transfer Interest Income From the Gilroy Museum Endowment Trust to the Museum Donations Fund 1. Staff Report: Carina Baksa, Management Analyst 2. Public Comment 3. Possible Action: It is recommended the Arts and Culture Commission approve a recommendation to City Council to transfer the interest accumulated ($221.51) in the Museum Endowment Trust to the Museum Donations Fund. B. Selection of Chair and Vice-Chair of Arts and Culture Commission 1. Staff Report: Carina Baksa, Management Analyst 2. Public Comment 3. Possible Action: Motion and vote for the selection of Chair and Vice-chair of Arts and Culture Commission for Calendar Year 2022 X. COMMISSION COMMENTS (Arts-Related) 3 XI. STAFF COMMENTS XII. ADJOURNMENT CITY OF GILROY ARTS AND CULTURE COMMISSION (“In partnership with City Council, the Arts & Culture Commission promotes the Arts in the Gilroy community.”) SPECIAL MEETING DECEMBER 7, 2021 6:00 p.m. Senior Center Meeting Room 7371 Hanna Street Gilroy, CA 95020 MEETING NOTES 1 I. CALL TO ORDER The meeting was called to order at 6:07 pm Attendee Name Title Status Arrived Judy Bozzo Commissioner Present Lisa Carter Commissioner Present Nancy Fierro Vice-Chair Absent Camille McCormack Commissioner Present Melanie Reynisson Chair Present Federico Saldana Commissioner Present II. SECRETARY'S REPORT The agenda was posted on Friday, December 3, 2021 at 3:45 pm III. APPROVAL OF MINUTES A. Arts and Culture Commission - Regular Meeting - Oct 12, 2021 6:30 PM Chair Melanie Reynisson moved to approve the minutes of 10/12/2021. Commissioner Judy Bozzo seconded the motion. Motion passed 5-0-1. IV. APPROVAL OF AGENDA Commissioner Bozzo moved to approve the agenda. Commissioner Lisa Carter seconded the motion. Motion passed 6-0-1. V. AWARDS/RECOGNITIONS Recognized Judy Bozzo for her years of service to the Arts & Culture Commission VI. STUDENT REPRESENTATIVE COMMENTS Student Representative PJ Crocker, from Christopher High School reported that the Drama department plans an in-person return to live theatre in March (with the play Game Show) and April 2022 (with the musical or play of James and the Giant Peach). Both productions at Gilroy Gardens open-air Amphitheatre. The Choir department just had their annual Cabaret -style fundraiser dinner and a show. Ceramics students made clay “calaveritas” 4.A Packet Pg. 4 Minutes Acceptance: Minutes of Dec 7, 2021 6:00 PM (APPROVAL OF MINUTES) 2 and the Speech and Debate club is meeting during lunch to spar with each other and prepare for upcoming speech competitions. Overall, students are excited to see everyone getting back into the ‘groove’. A. Student Representative Report from October for the Arts & Culture Commission 1. Staff Report: Carina Baksa, Management Analyst 2. Public Comment 3. Possible Action: Receive and Comment the Student Representative Report from October VII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None VIII. NEW BUSINESS A. Bench Plaque Inscription in Memory of Conrad Lather Bench plaque purchased in honor of Conrad Lather. Motion made by Commissioner Bozzo and seconded by Commissioner Camille McCormack to approve inscription as follows: CONRAD LATHER 1933 - 2016 Teacher, CalRTA officer, loyal Democrat, Bike rider, library supporter & environmentalist. Loved his family. Motion passed 5-0-1. B. Adopt Meeting Calendar for the Arts & Culture Commission for 2022 Motion was made by Chair Reynisson and seconded by Commissioner Federico Saldana to approve the Arts & Culture Commission Regular Meeting Calendar for 2022. Meeting will remain on the 2 nd Tuesday of every month at 6:30 pm. The months of July and Dec ember will be DARK (meaning there is no meeting scheduled for these months). The Commissioners would like to permanently change the location of the meetings to the Senior Center Meeting Room if possible, a change from Council Chambers. This change is because they feel the Senior Center Meeting Room offers them a more collaborative environment with the seating arrangement. Final location will be determined after consulting with City Clerk. Motion to approve Regular Meeting Calendar for 2022 passed 5 -0-1. C. Review Ideas for 2022 Workplan in Alignment with Current Council Priorities 4.A Packet Pg. 5 Minutes Acceptance: Minutes of Dec 7, 2021 6:00 PM (APPROVAL OF MINUTES) 3 The Commission brainstormed ideas to set their 2022 workplan in alignment with current Council Priorities. Item will be brought back in January to continue refining the workplan. Commissioners believe that Arts & Culture should be one of Council priorities before any real change can happen habitually with City -led development. On previous occasions when commissioners met with City staff, they were told they are too late on the planning stage and therefore they would like to find a way to be at the beginning of planning to have an input on incorporating art elements on future development or improving/repairing infrastructure. IX. OLD BUSINESS A. Review 2021 Arts and Culture Commission Work Plan (report attached) 1. Staff Report: Carina Baksa, Management Analyst 2. Public Comment 3. Possible Action: Review and comment on 2021 Arts and Culture Commission Work Plan. New updates for the 2021 workplan are: • GPS Art Trail - is an ongoing task and will continue into 2022 • Bench Plaque Program - is an ongoing task and will continue into 2022 • Revitilize Downtown by incorporating art and culture - project will be carried into 2022 • Art Cultural Award - recognition award complete for 2021. Will redefine parameters for monetary award(s) in 2022 • High School Art Student Show - Continue into 2022, March or April X. COMMISSION COMMENTS (Arts-Related) Commissioner Carter reported on the roundtable event for Artists and art supporters hosted by SV Creates. Three commissioners attended the event and got ideas for how they would like to get more involved and raise awareness of the Arts & Culture Commission. Commissioner Bozzo mentioned sculpture titled “Lost & Found” by Poppy Mussallem, local Gilroy Artist who is interested in perhaps having one of his sculptures acquired by the City (Arts & Culture Commission). Bozzo believes this artist may be of interest in future City PUD public art requirements. Staff will pass artist information to Planning Department. XI. STAFF COMMENTS None 4.A Packet Pg. 6 Minutes Acceptance: Minutes of Dec 7, 2021 6:00 PM (APPROVAL OF MINUTES) 4 XII. ADJOURNMENT The meeting adjourned at 7:57 pm Carina Baksa, Recreation Division Recording Secretary 4.A Packet Pg. 7 Minutes Acceptance: Minutes of Dec 7, 2021 6:00 PM (APPROVAL OF MINUTES) ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Gilroy Museum's Annual Presentation and Commission Approval to Transfer Interest Income From the Gilroy Museum Endowment Trust to the Museum Donations Fund Meeting Date: March 8, 2022 Submitted By: Carina Baksa Prepared By: Carina Baksa Recommendation: It is recommended the Arts and Culture Commission approve a recommendation to City Council to transfer the interest accumulated ($221.51) in the Museum Endowment Trust to the Museum Donations Fund. EXECUTIVE SUMMARY The City of Gilroy Museum will make its annual presentation to the Arts and Culture Commission, highlighting the past year’s achievements as well as provide an overview of its general operations. In addition, the Museum will seek a recommendation from the Commission to City Council to transfer the interest accumulated in the Museum Endowment Trust to the Museum Donations Fund in order for the Museum to continue its mission to preserve and protect the City’s historical collection. BACKGROUND On September 5, 2007, the Gilroy Historical Society and the City of Gilroy entered into an Endowment Trust Agreement, for the purpose of establishing an Endowment Trust account for the Gilroy Museum. The Kaiser Wilhelm vase was deaccessioned f rom the Museum collection and sold at auction on February 11, 2009, for $37,500. Funds from the sale of the vase were deposited in the Endowment Trust account . Per the Trust Agreement, interest income generated from the funds may be transferred annually for use by the Gilroy Museum at the request of the Gilroy Historical Society and approval by City Council. Currently the Gilroy Museum has an established account (Org. 8005080, Object 47830, Project 80050D149 -DEPOSITS), which has been designated to receive the funds. The Arts & Culture Commission has historically 9.A Packet Pg. 8 reviewed and endorsed the Gilroy Historical Society’s request and forwarded a recommendation to Council to approve the disbursement. Attachments: 1. 2007 Museum Trust Agreement Attachment 6 2. 2019 COG and Historical Society Museum Operations Agreement 3. 2022 GHS - Endowment Trust Letter 4. Museum Endowment Trust Balance as of 06.30.2021 5. 2022 Annual Report PPT Presentation 9.A Packet Pg. 9 Attachment 6 page 1 9.A.a Packet Pg. 10 Attachment: 2007 Museum Trust Agreement Attachment 6 (3682 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer Page 2 9.A.a Packet Pg. 11 Attachment: 2007 Museum Trust Agreement Attachment 6 (3682 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer Agreement with the Gilroy Historical Society regarding the City of Gilroy Museum This GIL,ROY MUSEUM AGREEMENT (the "Agreement") is hereby entered into as of January 1, 2019, by and between the City of Gilroy ("Licensor") and the Gilroy Historical Society ("Licensee"), a 501 (c)(3) non-profit organization. Licensee is comprised of a group of individuals interested in preserving the history of the City of Gilroy and its surrounding area, and the continued public access to the historical collection and resources located at the Gilroy Museum. Licensee donates a portion of its yearly monies to the support of the annual program and supplies budget for the Gilroy Museum. Licensor seeks to provide a revocable agreement for Licensee to use space owned by Licensor to sell items for the purpose of Museum support, as well as recruit and schedule City of Gilroy volunteers for Museum operation and provide for Museum management so that the public may have access to City historical resources, information, and the over 25,000 artifacts located in the Gilroy Museum collection. Licensor hereby gives to Licensee a non -transferable revocable license. The agreement is subject to the terms set forth herein, for the use and right to sell items for the support of the Gilroy Museum in an area to be designated by Licensor at Licensor's real property located at 195 Fifth Street in Gilroy, California 95020 (the "Gilroy Museum"). Licensor also hereby gives to Licensee permission to recruit and schedule City of Gilroy volunteers for Museum operation and provide for Museum program oversight so that the public may have access to City historical resources, information, and over 25,000 artifacts located in the Gilroy Museum collection. 1. Limited Term of Use This agreement may be reviewed and renewed annually by either the Licensor or Licensee. The Term of the license will begin January 1, 2019 and will automatically terminate on December 31, 2022. The license and this Agreement may be terminated prior to the end of the Term by mutual written agreement of the parties or upon 30-day written notice by either party. 2. Licensee Covenants. Licensee agrees, at its sole costs and expense, to do the following: Provide Museum services at the Gilroy Museum location during operating hours Tuesday and Thursday 10:00 a.m. to 4:00 p.m. and the first Saturday of the month from 10:00 a.m. to 2:00 p.m. as well as at additional mutually agreed upon times for Museum or co -sponsored city events; 4811-4819-1832v1 ALF104706083 9.A.b Packet Pg. 12 Attachment: 2019 COG and Historical Society Museum Operations Agreement (3682 : Gilroy Museum's Annual Presentation and Commission The Licensee will continue to recruit City of Gilroy volunteers to keep the Museum open to the public. Said volunteers will submit a City of Gilroy Volunteer application and complete the Department of Justice (DOJ) fingerprinting process. The Licensee will require that volunteers are scheduled and trained in accepted museum practices. Volunteers are required to adhere to the City of Gilroy volunteer practices and established museum practices and policies; Volunteers may be present as scheduled during hours of non-public operation for completion of museum projects and meetings, museum displays and trainings. If there are sufficient volunteers, the Licensee would like to increase the Museum operating hours, particularly on Saturdays. Changes to the Museum's public hours are subject to the approval of the Recreation Director or their designee and must be submitted by the Gilroy Historical Society in writing; Facilitate meetings with Licensor and work together in good faith to ensure the quality of services delivered; Responsible for making an annual report to the Arts and Culture Commission on the operation of the Gilroy Museum; Responsible for providing the annual budget for museum programs and supplies and may furnish appropriate gift items for sale at the museum for the purpose of fundraising; Monetary donations contributed at the Gilroy Museum will be documented and deposited with the Licensee to be used for the benefit of the museum programs, supplies, and the collection; Continue to pay for content support and upgrades to Past Perfect, the specialized museum software that maintains and updates the record of museum artifacts; Maintain the microfilm equipment and films including repair, replacement, or conversion to an equivalent service or tool; The Licensee has established its own endowment fund with the Gilroy Foundation. Only the annual interest income is available to the Licensee, and the Licensee has chosen to reinvest the income to grow the fund. The Licensee intends to eventually use the fund's annual income to hire a part-time Museum Director on a contractual basis. The Licensee and the Licensor, as part of volunteer recruitment will promote museum volunteers and museum programs through the City of Gilroy Recreation Activity Guide and their respective websites, newsletters, and social media outlets; Create Museum emails, letters, flyers and schedules for publicity and Museum volunteers as needed. Any museum flyers or promotional material should be reviewed and approved by City staff before distribution. This includes all events taking place at the museum and flyers or announcements with the City of Gilroy logo on it. Maintain and ensure the public areas of the Gilroy Museum are clean and free of debris. 4811 A819-18320 ALF104706083 9.A.b Packet Pg. 13 Attachment: 2019 COG and Historical Society Museum Operations Agreement (3682 : Gilroy Museum's Annual Presentation and Commission 3. Licensor Covenants. Licensor agrees, at its sole costs and expense, to do the following: Provide the Gilroy Museum building, landscaping, garbage collection, electricity, internet service, burglar alarm, telephone and telephone line, air conditioning and heat; Provide facility repair and maintenance, and weekly custodial services in the lavatory area including basic restroom and cleaning supplies; Provide a staff liaison responsible for all museum matters including City volunteers, facility repair requests and other necessary functions. Provide Wi-Fi and technology services including City networked equipment three computers, monitors, printers, and one copy machine), software and information technology support for the software programs, computer hardware and disk storage space for archival collection storage and information back-ups; Provide the volunteers with Workmen's Compensation insurance for any injuries incurred while volunteering, just as they do for other City volunteers; Provide a public meeting space at the Gilroy Museum once a month for Gilroy Museum Management meetings; Advertise special events in the City of Gilroy Recreation Activity Guide or the City's social media outlets; Provide tables and chairs to support special events; Licensor and Licensee agree that the Gilroy Museum Endowment Trust Agreement is appended to this document and is incorporated herein. 4. Indemnification. To the fullest extent permitted by law, Licensee agrees to defend, through counsel approved by Licensor (which approval shall not be unreasonably withheld), indemnify and hold harmless Licensor, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys' fees, arising or resulting directly or indirectly from any act or omission of Licensee's assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. 5. Insurance. Licensee agrees to, at no cost to Licensor, obtain and maintain throughout the term of this Agreement Commercial Liability Insurance on a per occurrence basis, including coverage for owned and non -owned automobiles, with a minimum combined single limit coverage of $1,000,000 per occurrence for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof. As a condition precedent to Licensor's obligations under this Agreement, Licensee will furnish 48114819-18320 ALF104706083 9.A.b Packet Pg. 14 Attachment: 2019 COG and Historical Society Museum Operations Agreement (3682 : Gilroy Museum's Annual Presentation and Commission written evidence of such coverage (naming Licensor, its officers and employees as additional insured on the Comprehensive Liability insurance policy via a specific endorsement) and requiring thirty (30) days written notice of policy lapse or cancellation, or of a material change in policy terms. 6. Assignment. Licensee may not assign, transfer or encumber this Agreement or the License, nor grant any other right of use or occupancy of the Property by any party other than Licensee without the prior written consent of Licensor, which may be withheld in Licensor's sole and absolute discretion. 7. Miscellaneous. a. If any term or provision of this Agreement shall, to any extent, be invalid or unenforceable, the remainder of this Agreement shall not be affected, and each term and provision of this Agreement shall be valid and enforced to the fullest extent permitted by law. This Agreement may be modified only in writing by Licensor and Licensee. b. This Agreement and the rights and obligations of the parties shall be interpreted, construed, and enforced in accordance with the laws of the state of California. c. Notwithstanding anything to the contrary contained in this Agreement, the expiration or revocation of this Agreement shall not relieve Licensee from Licensee's obligations accruing prior to the expiration or revocation and such obligations shall survive any such expiration or revocation. d. The person signing this Agreement on behalf of Licensee represents and warrants that he or she is duly authorized and has legal capacity to execute and deliver this Agreement. IN WITNESS WHEREOF, Licensor and Licensee have executed this Agreement as of the day and year first above written. Gabriel A. Gonzalez Date City Administrator City of Gilroy Licensor 4811.4819-18320 ALF104706083 9.A.b Packet Pg. 15 Attachment: 2019 COG and Historical Society Museum Operations Agreement (3682 : Gilroy Museum's Annual Presentation and Commission Date Historical Society Licensee Approved as o form: City Attorney Attest: r\\, (P,, City -lie 4811-4819-18320 ALF104706083 9.A.b Packet Pg. 16 Attachment: 2019 COG and Historical Society Museum Operations Agreement (3682 : Gilroy Museum's Annual Presentation and Commission 9.A.c Packet Pg. 17 Attachment: 2022 GHS - Endowment Trust Letter (3682 : Gilroy Museum's Annual Presentation and Commission Approval to Transfer Funds to City of Gilroy #814 Museum Endowment Trust 6/30/2021 Beginning Fund Balance 7/1/20 44,631.54$ Revenue Additions: Interest earned FY21 221.51$ Misc Revenue -$ Museum donation Total Revenue 221.51$ Expenses Less: Interest transfer (prior yrs.) to fund #801 Total Expense -$ Ending Fund Balance 06/30/21 44,853.05$ 9.A.d Packet Pg. 18 Attachment: Museum Endowment Trust Balance as of 06.30.2021 (3682 : Gilroy Museum's Annual Presentation and Commission Approval to 9.A.d Packet Pg. 19 Attachment: Museum Endowment Trust Balance as of 06.30.2021 (3682 : Gilroy Museum's Annual Presentation and Commission Approval to 2022 Gilroy Museum Annual Report 2021 Year In Review Adapting To Uncertainty Going Forward into 2022 9.A.e Packet Pg. 20 Attachment: 2022 Annual Report PPT Presentation (3682 : Gilroy Museum's Annual 2021 Year in Review Open to the Public…………….9 Months, May –December Visitors………………………...384 Volunteers…………………….. 24 -26 Volunteer Hours……………….1,692 Walking Tour Attendance……..101 Research Requests…………….50 School Visits & Tours…………Cancelled Due to Covid-19 9.A.e Packet Pg. 21 Attachment: 2022 Annual Report PPT Presentation (3682 : Gilroy Museum's Annual 2021 Adapting To Uncertainty •Covid-19 requirements •Adapted Museum video tour for Spanish speakers •Opened an additional day •GHS Facebook partner •Mounted 3 new displays •Began Objects Collection audit 9.A.e Packet Pg. 22 Attachment: 2022 Annual Report PPT Presentation (3682 : Gilroy Museum's Annual Going Forward into 2022 •Resume School & Museum Tours •Add new displays •Night at the Museum- May 12th Soldier’s Uniform, Anza Expedition 9.A.e Packet Pg. 23 Attachment: 2022 Annual Report PPT Presentation (3682 : Gilroy Museum's Annual Going Forward into 2022 •Conserve clothing items •New photograph storage •Continue Objects Collection audit Marian Niiyama holding artifact box 9.A.e Packet Pg. 24 Attachment: 2022 Annual Report PPT Presentation (3682 : Gilroy Museum's Annual San Ysidro Grindstones Try Pot Used for Making Soap Going Forward into 2022 •New interpretive outdoor signage •Negotiate new Museum lease 9.A.e Packet Pg. 25 Attachment: 2022 Annual Report PPT Presentation (3682 : Gilroy Museum's Annual ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Selection of Chair and Vice-Chair of Arts and Culture Commission Meeting Date: March 8, 2022 Submitted By: Carina Baksa Prepared By: Carina Baksa Recommendation: Motion and vote for the selection of Chair and Vice-chair of Arts and Culture Commission for Calendar Year 2022 Executive Summary At the beginning of the calendar year, the Arts and Culture Commission motions to select a Chair and Vice-Chair to serve for a one-year term. The Chair’s main function is to preside over the commission meeting and approve the agenda prior to posting. If the Chair is not present at the meeting, the Vice-Chair will be the presiding officer. The new Chair will take over duties following this meeting. In 2021, the Chair of the commission was Melanie Reynisson and Vice Chair was Nancy Fierro. A Commissioner may nominate themselves or others if they would like to be considered for the position. 9.B Packet Pg. 26