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09/11/2018 Arts and Culture Commission Regular Meeting Adopted 10/09/2018CITY OF GILROY Arts and Culture Commission DRAFT Tuesday, September 11, 2018 5:30 p.m. City Council Chambers 7351 Rosanna Street Gilroy, CA 95020 gJGILIR�O'Y ARTS CALL TO ORDER The meeting of the Arts and Culture Commission (ACC) was called to order by Chair Amanda Rudeen at 5:31 p.m. FLAG SALUTE The agenda was reposted in the public notice cabinet on Friday, September 7, 2018 at 9:38 a.m. and the packet was reported on the city's website on Friday, September 7, 2018 at 10:06 a.m. ROLL CALL Members Present: Chair Amanda Rudeen, Vice Chair Barbara Bottini, Commission Member Bruce Morasca, Commission Member Nancy Fierro, Commission Member Marika Somorjai, Commission Member Maricela Andrade Members Absent: Commission Member Sally Armendariz Staff Present: Recreation Manager Adam Henig and Recording Secretary Vanessa Arteaga Also present: Paetra Rottman, ACC Student Representative from Christopher High School APPROVAL OF MEETING MINUTES Motion was made by Chair Rudeen to approve meeting minutes for both May 8, 2018 regular meeting and July 25, 2018 special meeting minutes. Commissioner Morasca motioned and Commissioner Bottini seconded. Motion passed 6-0-0. APPROVAL OF AGENDA Motion was made by Commissioner Bottini, seconded by Commissioner Morasca. Motion passed 6-0-0. The three newest commissioners introduced themselves: Nancy Fierro, Marika Somorjai, and Maricela Andrade. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None NEW BUSINESS Welcoming New Commissioners Staff Member Henig recommended the existing commissioners provide background on what projects the commission is currently working on. Morasca is currently working on the commission's short and long term goals for the strategic plan. He is also the chair of the Public Art Committee, which reports to the Arts and Culture Commission. Bottini is focused on developing an arts award in collaboration with the Gilroy Chamber of Commerce. She is also the ACC representative for General Plan Advisory Committee. Chair Rudeen is focused on the Strategic Plan and expanding community outreach for art's related programs. 2. Consideration of the Bicycle Pedestrian Commission's Recommendation to Council to Audio/Video Record Commission and Committee Meeting Chair Rudeen reported that Bicycle Pedestrian Commission Chair Zach Hilton is requesting support of the ACC to recommend to the City Council to audio/video record the commission and committee meetings. Morasca supported the proposal, saying that it created more community involvement with the arts and other commissions/committees. Morasca motioned to support the recommendation to council to Audio/Video Record the Commission and Committee Meetings. Bottim seconded. Motion passed with a vote of 6-0-0. 3. Review of the Board, Commission and Committee Attendance Policy and Consideration of Adjusting the Frequency of Arts and Culture Commission Meetings Henig informed the commission on September 10, 2018, the City Council passed motion that if a commission/committee member misses three meetings in a calendar year (two excused and one emergency) the absent member will automatically be removed from the commission. It will be finalized at the September 17, 2018 Council meeting. Henig asked the commission to discuss the frequency of commission meetings; options included bimonthly or even quarterly. Morasca felt the commission should continue to meet monthly, so projects can be completed on time since the commission has had to cancel past meetings due to not having a quorum. Rudeen agreed with Morasca and also mentioned that she wanted to eliminate the option for dark months (meetings cancelled in advance). Rudeen asked when the commission calendar of future meetings needs will be created. Henig said it would be discussed at the next meeting. Morasca then inquired about calling in remotely at meetings. Henig stated the commission must have a physical quorum, be notified 72 hours in advance and the commissioner must be in a public place and post a notice to inform the public. 2 Morasca motioned to continue meeting monthly and not have the option of "going dark." Commissioner Bottini seconded: Motion passed with a vote of 4-2-0. Fierro and Andrade were opposed. 4. Arts and Culture Commission Annual Presentation to City Council Staff member Henig informed the Arts and Culture Commission will be presenting to City Council on Monday, November 19. The Public Art Committee is currently scheduled to present on Monday, October 15, but that presentation might be rescheduled to November 19. Henig asked Rudeen to meet with him prior to November 19 to discuss what will be covered in the presentation. OLD BUSINESS 1. Status Update: Commission Work Plan and Strategic Plan Henig showed the current work plan and the strategic plan on the screen, which included Morasca's proposed updates. Morasca went over ACC's short and long term goals that included coordinating a forum to connect and promote the local arts community. He recommended that a forum be held every three years. Commissioner Fierro asked when the last roundtable meeting was held; it was in 2016, which means it would be in 2019. There was also discussion about a civic arts tour brochure (Henig clarified that it was actually a brochure about the three downtown statues); adding a QR code for patrons to learn more about public art; the status of the art banners which previously were put up on lamp posts in the past to promote art; and the current outreach campaign to promote the arts in the schools. Bottini stated she is currently working with Mark Turner of the Gilroy Chamber of Commerce, in hopes to collaborate on a joint art award. Turner informed her there were options the Commission had to go about it including how frequent the award could be given and under what context. There was also discussion about the Gilroy Arts Alliance and what the ACC required of them. Morasca's recommnended having GAA representatives present to the commission twice a year as well as tracking their facility usage and event attendance. Henig encouraged the three newest commissioners to select a subcommittee to join. Fierro opted for the art award while commissioner Somorjai joined the outreach and education committee. Commissioner Andrade will select a committee at the next meeting. 2. DEVELOPMENT OF ANNUAL TRAINING AND BUDGET EXPENDITURES Henig informed the conunissioners Council had decided to allocate $1,000 to each commission for business cards and training needs. As a body, the commission must agree on how the funds are spent. Morasca suggested investing in generic business cards. Henig informed the commission a box of 100 single -sided cards would cost $18. Morasca motioned to approve the purchase of a box of generic business cards for the commission. Rudeen seconded. Motion passed 6-0-0. Commissioner Andrade asked which logo the card would have on it. Henig informed her and the others it could include the arts logo in addition to the city logo. Henig will provide a sample of what the card would look like at the next meeting. Public Art Committee Update Morasca stated the Public Art Committee there is no update since the month of August was dark. Morasca said the last PAC meeting was in July and mentioned the Garlic Festival Founders Plaque was unveiled on the eve of this summer's festival. Gilroy Arts Alliance Update Henig informed the commission the City has published a Request for Proposal for the second phase of the Center of the Gilroy Arts facility improvement project, which included construction drawings and cost estimates. A committee has formed to oversee the process. Proposals have been sent to architectural firms throughout the Silicon Valley region. General Plan Advisory Committee Update Bottini informed the commission the General Plan Advisory Committee has not held meetings recently, so there are no updates. STAFF REPORT Henig updated the Commission on Singin' in the Rain, Jr., the children's theater production from this summer. The next production is Grease, the School Version. The 291h annual Kids Discover Arts event was successful and allowed 390 children to participate in 18 different art related workshops Student Representative Comments Student representative Paetra Rottman informed the conunission the CHS choir will be having concerts at Gilroy High School on October 3 and 4. They will also be planning a tentative talent show in November. The group will be going to see Phantom of the Opera on September 12. The drama program just had auditions for the school show Arsenic and Old Lace. The performances are scheduled for January 12, 13, 18 and 19. Christopher High will be hosting a toy store-themed Haunted House on the last weekend of October. The event is for all ages, but middle to high school students tends to show the most interest. The marching band is scheduled to perform at all home football games. In the last year, the school lost a few art teachers, so no events have been scheduled but will be changing soon. Commission Comments Bottini reminded everyone of the 5`h annual Porch Fest that will be held Saturday, September 15 on Hanna Street between 3'd and 6`h. There will be a variety of bands/musicians performing from 1 to 6 p.m _Fierro mentioned Bonanza Day on Saturday, September 29 at Miller Park. Local schools will be creating floats and participating in the western themed Bonanza Day parade. Rudeen met with Mayor Velasco to discuss ideas for City of Gilroy's sesquicentennial anniversary in 2020. One idea proposed for it is to have elementary school students create a new city seal (not for Cl official use but something fun) for kids to design. Another idea is hosting a quarterly or twice a year art contest to have local artists of different mediums showcase their talents. ADJOURNMENT Chair Rudeen adjourned the meeting at 7:45 p.m. V Vanessa Arteaga, Recording Secretary Recreation Department