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01/09/24 Arts and Culture Commission Regular Meeting Packet January 9, 2024 6:30 PM Page 1 of 3 Arts and Culture Commission Regular Meeting Agenda CITY OF GILROY ARTS AND CULTURE COMMISSION REGULAR MEETING AGENDA TUESDAY, JANUARY 9, 2024 | 6:30 PM CITY COUNCIL CHAMBERS, CITY HALL 7351 ROSANNA STREET, GILROY, CA 95020 Chair: Melanie Reynisson Vice Chair: Ruben Dario Villa Commissioners: Camille McCormack, Adilene Moreno, Alexandra Perdew & Sandra Ramirez Staff Liaison: Bryce Atkins, Assistant to the City Administrator In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at least 72 hours prior to the meeting at (408) 846-0204 or cityclerk@cityofgilroy.org to help ensure that reasonable arrangements can be made. Materials related to an item on this agenda submitted to the City of Gilroy Arts and Culture Commission after distribution of the agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org subject to Staff’s ability to post the documents before the meeting 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 (408) 846-0204 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 attend 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. The agenda for this regular meeting is as follows: 1. CALL TO ORDER Arts and Culture Commission Regular Meeting Agenda Page 2 of 3 January 9, 2024 | 6:30 PM 2. ROLL CALL 3. SECRETARY'S REPORT 4. APPROVAL OF AGENDA 5. APPROVAL OF MINUTES 5.1. Minutes of the December 12, 2023 Regular Meeting of the Arts and Culture Commission 6. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA 7 FUTURE AGENDA ITEMS 8. OLD BUSINESS 8.1. Workplan Update 1. Staff Report: Bryce Atkins, Assistant to the City Administrator 2. Public Comment 3. Possible Action: Commissioners and sub-committees update the Commission on plans and progress of work plan items. 8.2. Fundraising Strategy and Vision 1. Staff Report: Bryce Atkins, Assistant to the City Administrator 2. Public Comment 3. Possible Action: Commission discussion. 9. NEW BUSINESS 9.1. First Quarter 2024 Report of Activities from the Gilroy Arts Alliance 1. Staff Report: Bryce Atkins, Assistant to the City Administrator 2. Public Comment 3. Possible Action: Receive the report. 10. COMMISSION COMMENTS 11. STAFF COMMENTS 11.1. Community Calendar 11.2. Arts and Culture Funds 11.3. Donation Policy 11.4. New Commissioner Appointment 12. ADJOURNMENT FUTURE MEETING DATES The below meetings are scheduled at 6:30 PM at the Gilroy City Council Chambers: Arts and Culture Commission Regular Meeting Agenda Page 3 of 3 January 9, 2024 | 6:30 PM Tuesday, February 13, 2024 – Regular Meeting Tuesday, March 12, 2024 – Regular Meeting Tuesday, April 9, 2024 – Regular Meeting Page 1 of 3 City of Gilroy Arts and Culture Regular Meeting Minutes Tuesday, December 12, 2023 | 6:30 PM 1. CALL TO ORDER The meeting was called to order at 6:35 PM. 2. ROLL CALL Attendance Attendee Name Ruben Dario Villa, Vice Chair Camille McCormack, Commissioner Adilene Moreno, Commissioner Sandra Ramirez, Commissioner Absent Alexandra Perdew, Commissioner Melanie Reynisson, Chair 3. SECRETARY'S REPORT The agenda for this meeting was posted on December 1, 2023 at 5:10 PM 4. APPROVAL OF AGENDA A motion to approve the agenda was made by Commissioner Moreno, seconded by Commissioner McCormack; unanimously approved. 5. APPROVAL OF MINUTES 5.1. Minutes of the October 10, 2023 Regular Meeting of the Arts and Culture Commission A motion to approve the minutes was made by Commissioner Moreno, seconded by Commissioner McCormack; unanimously approved. 6. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. 7. FUTURE AGENDA ITEMS The matter of the proposed new self-storage business and their requirement for public art was raised as a future business item. The Commission will take up the matter once more is known about the requirements. 8. OLD BUSINESS 8.1. Commission Work Plan Update 1. Staff Report: Bryce Atkins, Assistant to the City Administrator 2. Public Comment 3. Possible Action: Commissioners and sub-committees update the Commission on plans and progress of work plan items. The following updates were provided on Commission activities: 1. Community Outreach - For the next year, the Third Friday Art Walk starts up in March or April, or maybe Poppy Jasper in April were December 12, 2023 | 6:30 PM Page 2 of 3 Arts and Culture Commission Regular Meeting Minutes proposed. It was discussed that at least a two week advanced notice minimum for the booth items (table, etc,) would be needed. The commissioners representing the ACC will coordinate with the Executive Sponsor for picking up the items. 2. Elementary and Middle School Pilot Art Program - Commissioner Ramirez has started communicating with the School District. She has information about who to call, and discussion then was held about communication. - Atkins to reach out to Commissioner Perdew, and Commissioner Moreno is going to be reaching out to the school representative to arrange a meeting after the holidays. 3. Cultural Event - No update. 4. Fundraising - discussion to be held later in the agenda on the donation and fundraising policy. 8.2. Donation and Fundraising Policy 1. Staff Report: Bryce Atkins, Assistant to the City Administrator 2. Public Comment 3. Possible Action: Commission approve a recommendation regarding the policy to the City Council. Discussion was held about the policy. The Commission approved a recommendation to the City Council to adopt the policy as presented. A motion to adopt the recommendation was made by Vice Chair Villa, seconded by Commissioner McCormack; unanimously approved. 9. NEW BUSINESS 9.1. Fundraising Strategy and Vision 1. Staff Report: Bryce Atkins, Assistant to the City Administrator 2. Public Comment 3. Possible Action: Commission discussion. This item was initially discussed at the December 12, 2023 regular meeting. Discussion was held about the need to identify what the Commission may want to raise funds for. It was stated that a brainstorming session was desired, and the idea of having artistic entryway signs/arches for Gilroy at First Street at Monterey and Tenth Street at Monterey was discussed. It was suggested that the arches might have the name of Gilroy going over it. The comment included looking at Salinas and Watsonville as potential examples. It was discussed that each commissioner would think of ideas and bring them back to the next meeting for other fundraising options. Other ideas initially provided include: • Having pillars as stand alone art locations; • A digital bulletin board at a central location where the arts and culture community can promote what is happening in a physical space, an December 12, 2023 | 6:30 PM Page 3 of 3 Arts and Culture Commission Regular Meeting Minutes idea that was discussed by the Arts Roundtable; • An art and culture component or place making in a community or youth center, or even an arts and culture center; • A display installation that the City could host, such as an artistic tree display that was discussed as an example. Commissioners were asked to keep this item in mind about what other items would be added to the list, then the Commission would then prioritize the list and develop the strategy for fundraising. The item was determined to be added as an ongoing old business item for recurring meetings until a list is finalized. 9.2. Using Tools and Communications for a Community Events Calendar 1. Staff Report: Bryce Atkins, Assistant to the City Administrator 2. Public Comment 3. Possible Action: Commission discussion. This item is the next phase in a conversation that took place in the summer of 2023. Discussion included if there is a place that has a calendar of events that can be used for advertising art and culture related events. The question of if using the City's Community Calendar would be possible under current policy and requirements. Discussion surrounding coordination with other arts and culture groups to prevent duplication was also raised. 10. COMMISSION COMMENTS Vice Chair Villa reported his attendance of the Planning Commission meeting, where he introduced himself to the Commission, as well as to the self-storage developer as a member of the Arts Roundtable. He further discussed the well-attended La Offrenda and Holiday Parade, and two local grants for arts from the Amazon Web Services In Community Gilroy Fund and Gilroy Foundation competitive grant. 11. STAFF COMMENTS Atkins provided information about the interviews for commissioners held by Council, and that the appointment was expected to take place at the January 8, 2024 City Council meeting. 12. ADJOURNMENT With no more business before the Commission, the meeting was adjourned at 7:30 PM. I HEREBY CERTIFY that the foregoing minutes were duly and regularly adopted at a regular meeting of the Gilroy Arts and Culture Commission. /s/ Bryce Atkins Recording Secretary to the Arts and Culture Commission City of Gilroy Arts and Culture Commission STAFF REPORT Agenda Item Title:Commission Work Plan Update Meeting Date:January 9, 2024 From:Bryce Atkins, Assistant to the City Administrator RECOMMENDATION Commissioners and sub-committees update the Commission on plans and progress of work plan items. BACKGROUND The Commission assigned a Lead Commissioner and Sub-Committee Members at the June 13, 2023 regular meeting. The work plan table is attached to this staff report which has the assignments. This is a recurring agenda item to discuss the projects and tasks on the work plan among the Commissioners. Attachments: 1. ACC FY24 & FY25 Work Plan. 2024 and 2025 Arts and Culture Commission Work Plan Project Name Work Lead Commissioner Sub-Committee Members City Council Priority Status Community Outreach Have a booth present and participate in at least two community events.Villa McCormack; Moreno Neighborhood Equity The Commission will identify community events to make a presence as an outreach effort into the community. Activities will include establishing booth equipment and materials, and identification of community events in which to participate. Elementary and Middle School Art Program Support Collaborate with GUSD on a potential pilot program to get art into the middle and elementary schools.Perdew Ramirez; Moreno Neighborhood Equity This item will involve collaboration with GUSD to see how the Commission can support the development and implementation of a pilot program of arts education in middle and elementary schools. Cultural Event Host or facilitate a community cultural event.Reynisson Villa; Perdew Promote Economic Development Activities; Neighborhood Equity The Commission will explore the feasibility and process to host or facilitate a community cultural event. Details will be explored as part of this effort. Fundraising Develop and implement a fundraising program.McCormack Reynisson; Villa Financial Resilience; Neighborhood Equity, The Arts and Culture Commission is working to develop a list of fundraising goals and targeted projects to present to Council for authorization to begin raising funds. Training will also be a component. This will be in addition to the bench plaque program. Updated May, 2023 City of Gilroy Arts and Culture Commission STAFF REPORT Agenda Item Title:Fundraising Strategy and Vision Meeting Date:January 9, 2024 From:Bryce Atkins, Assistant to the City Administrator RECOMMENDATION Commission discussion. BACKGROUND This item was initially discussed at the December 12, 2023 regular meeting. Discussion was held about the need to identify what the Commission may want to raise funds for. It was stated that a brainstorming session was desired, and the idea of having artistic entryway signs/arches for Gilroy at First Street at Monterey and Tenth Street at Monterey was discussed. It was suggested that the arches might have the name of Gilroy going over it. The comment included looking at Salinas and Watsonville as potential examples. It was discussed that each commissioner would think of ideas and bring them back to the next meeting for other fundraising options. Other ideas initially provided include: •Having pillars as stand alone art locations; •A digital bulletin board at a central location where the arts and culture community can promote what is happening in a physical space, an idea that was discussed by the Arts Roundtable; •An art and culture component or place making in a community or youth center, or even an arts and culture center; •A display installation that the City could host, such as an artistic tree display that was discussed as an example. Commissioners were asked to keep this item in mind about what other items would be added to the list, then the Commission would then prioritize the list and develop the strategy for fundraising. The item was determined to be added as an ongoing old business item for recurring meetings until a list is finalized. City of Gilroy Arts and Culture Commission STAFF REPORT Agenda Item Title:First Quarter 2024 Report of Activities from the Gilroy Arts Alliance Meeting Date:January 9, 2024 From:Bryce Atkins, Assistant to the City Administrator RECOMMENDATION Receive the report. BACKGROUND Each quarter, the Gilroy Arts Alliance produces a report for the following quarter on their planned activities. Attached to this staff report is the First Quarter report for 2024. Attachments: 1. First Quarter 2024 Report of Activities from the Gilroy Arts Alliance Report for Art Commission 2024 Gilroy Center for the Arts January 2024: the Gilroy Center for the Arts will be closed for most of the month due to maintenance and re-organizing. Our Board has decided to take our Art Center in a different direction which no longer includes Limelight theater. We are looking forward to collaborate with other nonprofits for more Art-related activities such as music, theater, art classes, dance and exhibits. Our attendance and visitations to the Center for the Arts has been steadily increasing this last year. February 2024: February is the month when we celebrate Black History. We will have a new exhibit on display with art created by black artists. Reception date and times will be forthcoming on our website. We are in process of collaborating with a new nonprofit to bring Mexican dance classes on Saturday mornings and more art classes for children of our community to the Art Center. Schedules will be listed on our website soon. March 2024: we are currently working on locking in a new exhibit for the month of March. Details will be forthcoming. Our 3rd annual Easter Egg hunt will take place on March 24, 2024. After school art classes are ongoing.