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10/09/2018 Arts and Culture Commission Regular Meeting Adopted 11/13/2018CITY OF GILROY Arts and Culture Commission DRAFT Tuesday, October 9, 2018 5:30 p.m. City Council Chambers Room 7351 Rosanna Street Gilroy, CA 95020 gGILIROY 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 SECRETARY'S REPORT The agenda was posted on the on the city's website on Thursday, October 04, 2018 at 2:57 p.m. and in the public notice cabinet on Thursday, October 4, 2018 at 3:05 p.m. ROLL CALL Members Present: Chair Amanda Rudeen, Commission Member Bruce Morasca, Commission Member Maricela Andrade, Commission Member Nancy Fierro, Commission Member Marika Somorjai Members Absent: Vice Chair Barbara Bottini, Commission Member Sally Armendariz Staff Present: Recreation Manager Adam Henig, Recording Secretary Vanessa Arteaga APPROVAL OF MINUTES Motion was made by Chair Rudeen to approve meeting minutes for September 11, 2018 regular meeting minutes. Commissioner Morasca motioned, motion seconded by Commissioner Fierro. Motion passed 5-0-0 APPROVAL OF AGENDA Motion was made by Commissioner Morasca to approve Agenda, motion seconded by Chair Rudeen. Motion passed 5-0-0 INTRODUCTIONS None PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None NEW BUSINESS 1. Introduction of FY 19-20, FY 20-21 Budget Input Finance Manager Bryce Atkins informed the commission the finance department is developing the next two years budgets and is asking for commissions input on what they would like to see on the next budget cycle. Commission comments and input will be compiled into department staff presentations to Council for consideration. Atkins is recommending commissioners discuss the topic at their next meeting to give input as a unified body as to what they want funded, approximate amount needed and what goals/plans this would accomplish. Commissioner Morasca stated he would like to see some public art funding as it's not easy for the commissions to raise funds for projects. Chair Rudeen asked if ACC and PAC would have joint plans or separate at which time Atkins informed they would be joint. Morasca also mentioned wanting to bring back Music in the Park. 2. Approval of 2019 Arts and Culture Commission Calendar Staff member Adam Henig informed the commission the proposed 2019 regular meeting calendar has been proposed (scheduled is attached in meeting packet). Commission Member Somorjai asked if any meeting dates could change from what's approved. Henig explained that if the commission votes to decide on a change of date, they may as long as a majority is in support. Motion was made by Morasca to approve 2019 Arts and Culture Commission calendar. Commissioner Fierro seconded. Motion passed 5-0-0 3. Arts and Culture Commission Annual Presentation to City Council Henig showed the commission last year's presentation to City Council. The presentation will consist of five slides and will include mission statement, current members, and a highlight of accomplishments. Chair Rudeen requested commissioner input. Ideas were discussed such as changes to the commission, work plan and how training money will be spent. Henig mentioned PAC will also be presenting to City Council on the same night. OLD BUSINESS 1. Finalized Attendance policy for City Boards, Commissions & Committees Staff member Henig informed commissioners that Council formally adopted a new commissioner attendance policy. Commissioner Morasca mentioned he would like further clarification on the unexcused absence topic. Section states "A member with an unexcused absence shall be removed from their seat." Other members agreed they would like clarification on topic. Henig stated he would get clarification from the City Clerk. Henig also reminded commissioners to contact him or recording secretary Vanessa Arteaga should they plan to be absent from an upcoming regular meeting. 2 2. Clarification of Teleconferencing Staff member Henig spoke to the City Clerk regarding teleconferencing. Per city clerk, should a member plan to teleconference they would need to meet specific criteria and be accessible to the general public throughout the meeting. For example, a member cannot teleconference remotely (such as from a car or a ship) and the commission itself must have a present quorum. 3. Status Update: Commission Work Plan and Strategic Plan Commissioners reviewed the current commission work plan. Morasca recommended the commission organize an arts roundtable forum every three years. He also discussed the Arts Passport, a proposed project in association with the Downtown Association where artists would display their art at various downtown businesses. Commissioner Fierro suggested this would be a good project to do in conjunction with the wine passport. He suggested ACC Commissioners attend local public arts events and wear name badges and report back to commission about event. Fierro suggested having a list of events to assign commissioners to be present and represent commission. She also suggested a booth with a sign where the commission can be present at various events to promote the commission and the local arts. For the arts award, Fierro stated she is wondering how often the award should be given out —monthly, quarterly or annually. She and Commissioner Bottini will meet with Mr. Turner from the Chamber of Commerce. In addition, Morasca stated the Red Barn Association is currently restoring the barn at Christmas Hill Park and would like to have them come and discuss their projects with the commission. Fierro suggested creating lists of grants to provide to local schools to help them fund their arts programs. Morasca mentioned PAC wanting to do a joint Gala to raise funds to split with ACC for commission supported art/projects. Morasca stated he would like to have GAA present in -person on annual basis to the commission. 4. Development of Annual Training Budget Expenditures Aside from spending $18 to buy generic business cards, the commission has no other items purchased. Commissioners discussed possible training to spend funds and asked if there is any seminars/training which would be beneficial. Henig informed them they have until June 30, 2019 to spend remaining funds and referred them to look into Silicon Valley Creates and reaching out to other Arts and Cultures Commissions for possible leads on seminars/training. Commissioner Morasca suggested possibly bringing in guest speaker to have a community seminar regarding public art. PUBLIC ART COMMITTEE UPDATE Commissioner Morasca informed the commission the Public Art Committees Garlic Festival Founders plaque reception had 100 attendees and funds remaining from plaque funds will be kept for maintenance of plaque. The Committee discussed the public art plan. Once completed, Morasca will share the information with the ACC and City Council. GILROY ARTS ALLIANCE (GAA) UPDATE An attached GAA report was included in the packet. General Plan Advisory Committee Update Vice Chair Bottini not present and there was nothing to report. STAFF REPORT Henig mentioned the children's theater production of Grease will be performed in November. Also, he mentioned the retirement of two longtime employees: Recreation Supervisor Cathy Mirelez and Recreation Coordinator Susan Voss. STUDENT REPRESENTATIVE COMMENTS Student Representative Paetra Rottman was not present. COMMISSION COMMENTS Commissioner Morasca stated Cathy Mirelez and Susan Voss were very involved and would like to recognize them for their years of service. Commissioner Fierro said Porch Fest was a successful event, which Bottini has been very involved in which promotes music in the community. She also said Leadership Gilroy's Bonanza Day was a success. It got the local schools (funds were provided) while bringing the whole community together. STAFF COMMENTS None ADJOURNMENT Chair Rudeen adjourned the meeting at 7:30p.m. Vanessa Arteaga, Recording Secretary, Recreation Department