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Home My WebLink About12/10/2019 Arts and Culture Commission - Regular Meeting 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 DECEMBER 10, 2019 5:30 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 (408) 846-0204/shawna.freels@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 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. 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 Department at City Hall, 7351 Rosanna St reet 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 Department at (408) 846- 0460. 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. November 12, 2019 Meeting Minutes V. APPROVAL OF AGENDA VI. INTRODUCTIONS VII. AWARDS/RECOGNITIONS VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA IX. NEW BUSINESS A. Rescind Decision of 2020 Regular Meeting Schedule of Arts & Culture Commission 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Motion to approve rescinding the 2020 Regular Meeting Schedule of the Arts and Culture Commission and meet on January 14, 2020 to finalize the year's schedule. X. OLD BUSINESS A. Update of 2019 Arts and Culture Commission Work Plan 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Receive and comment on status of 2019 Arts and Culture Commission Work Plan. Motion to approve or not approve on nominations for art recipients and/or criteria. B. Arts and Culture Commission has a fund account available to be used for Commission-related business 3 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Arts and Culture Commission can motion to approve or not approve spending funds from their 801 account on commission - related business. C. Fiscal Year 2020 Training Budget Expenditures 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Receive an update on the Commission's training budget and motion to approve allocation of funds for training. XI. PUBLIC ART COMMITTEE UPDATE XII. GENERAL PLANNING ADVISORY COMMITTEE UPDATE XIII. GILROY ARTS ALLIANCE UPDATE A. No report XIV. STAFF REPORTS A. Recreation Department Updates 1. Staff Report: Adam Henig, Recreation Manager 2. Public Comment 3. Possible Action: Receive and comment. XV. STUDENT REPRESENTATIVE COMMENTS XVI. COMMISSION COMMENTS (Arts-Related) XVII. STAFF COMMENTS XVIII. ADJOURNMENT XIX. FUTURE MEETINGS January 14, 2020 at 5:30 P.M. 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 NOVEMBER 12, 2019 5:30 p.m. City Council Chambers 7351 Rosanna Street Gilroy, CA 95020 MINUTES 1 I. CALL TO ORDER The regular meeting of the Arts & Culture Commission was called to order by Chair Wendy Sue Kissa at 5:36 p.m. Staff present: Recreation Manager Adam Henig Attendee Name Title Status Arrived Wendy Sue Kissa Chair Present Nancy Fierro Vice Chair Absent Maricela Andrade Commissioner Present Marika Somorjai Commissioner Present Karla Sward Commissioner Present Sally Armendariz Commissioner Excused Nelly Bermudez Commissioner Present II. FLAG SALUTE Chair Kissa led the pledge of allegiance III. SECRETARY'S REPORT The agenda packet was posted on the City’s website on November 8, 2019 at 3:30 pm IV. APPROVAL OF MINUTES Motion was made by Chair Kissa to approve the October 8, 2019 Regular Meeting Minutes; seconded by Commissioner Sward. Motion passed 5-0-0 V. APPROVAL OF AGENDA Motion was made by Commissioner Wendy Sue Kissa to approve the agenda; seconded by Commissioner Sward. Motion passed 5-0-0 4.A Packet Pg. 4 Communication: November 12, 2019 Meeting Minutes (APPROVAL OF MINUTES) 2 VI. INTRODUCTIONS Chair Kissa introduced Zinnia Navarro as the new secretary for the Arts and Culture Commission while Vanessa Arteaga is out on maternity leave. VII. AWARDS/RECOGNITIONS Chair Kissa along with Commissioner Andrade and Commissioner Sward attended a performance at the Limelight Actors Theater and presented Kevin Heath the 2019 Community Impact Award for his community involvement with the arts. Kissa stated South Valley Civic Theater is based out of Morgan Hill and will be taking over the theater portion of Center for the Arts. VIII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. IX. NEW BUSINESS A. Consolidation of Arts & Culture Commission and Public Art Committee Recreation Manager Adam Henig stated on November 4, 2019 the City Council voted for the consolidation of the Arts and Culture Commission (ACC) and The Public Art Committee (PAC). On January 1, 2020, the combined bodies will become a twelve member Arts and Culture Commission for one year. Starting on January 1, 2021, the ACC will then revert to a seven member commission, which it will maintain in perpetuity. Commissioner Sward asked who will be spearheading the fundraising efforts. Henig stated once both commissions are combined, three commissioners will be designated as a fundraising sub-committee to spearhead fundraising efforts and meet as needed. B. Approval of the 2020 Schedule of Regular Arts and Culture Commission Meetings 4.A Packet Pg. 5 Communication: November 12, 2019 Meeting Minutes (APPROVAL OF MINUTES) 3 Henig referred the commissioners to packet pages 11-12, stating this is an opportunity for the commissioners to decide in advance which months to go dark in the upcoming 2020 calendar year. Upon further discussion, the commissioners decided to conduct two meetings a quarter; they will meet during the months of January, March, April, May, August, September, October, and November and will go dark during the months of February, June, July, and December. In replacement of their February 11, 2020 regular meeting, the commissioners agreed to hold their annual retreat. Motion was made by Chair Kissa; seconded by Commissioner Sward to approve the amended 2020 Arts and Culture Commission Calendar with a vote of 5-0-0. X. OLD BUSINESS A. Update of 2019 Arts and Culture Commission Work Plan 4.A Packet Pg. 6 Communication: November 12, 2019 Meeting Minutes (APPROVAL OF MINUTES) 4 Henig referred commissioners to packet page #15 and provided an update on items highlighted in bold. Showing involvement within the community, it was noted Chair Kissa, attended the Tamale Festival; Commissioners Andrade, Sward, and Kissa attended a production at the Limelight Theater; Commissioner Fierro attended the Kids Discover Art event. Under Art and Cultural Award project, Henig referred the commissioners to packet page 16 referencing an email from Andrade with the criteria guidelines (developed by Andrade and Fierro): 1) Community Impact Award, 2) Emerging Arts Leadership and 3) Exceptional Arts Education. The commissioners would like to present an award from each category to an individual or organization on a rotating basis every three months in the 2020 calendar year. Henig stated City Council is planning to honor the winner and individuals that participated in the 150th Anniversary Logo Contest in January 2020. Once a meeting date has been established, Henig will notify the commissioners. Discussion amongst the commissioners occurred around advertisement about local events in the City of Gilroy; Henig stated news and updates come from a variety of sources that include the Gilroy Dispatch, City’s website, the City’s weekly newsletter and various social media sites. Sward suggested the topic of outreach opportunities be added at the Annual Arts and Culture Commission Retreat scheduled for February 11, 2020 for further discussion. Motion was made by Chair Kissa to put the awards on hold until January when the board increases to the 12 commissioners; seconded by Commissioner Sward. Motion passed 5-0-0 Due to the power outage at the City of Gilroy, the meeting was adjourned by Chair Kissa at 6:17 p.m. B. Fiscal Year 2020 Training Budget Expenditures C. Arts and Culture Commission has a fund account available to be used for Commission-related business XI. PUBLIC ART COMMITTEE UPDATE XII. GENERAL PLANNING ADVISORY COMMITTEE UPDATE 4.A Packet Pg. 7 Communication: November 12, 2019 Meeting Minutes (APPROVAL OF MINUTES) 5 XIII. GILROY ARTS ALLIANCE UPDATE XIV. STAFF REPORTS XV. STUDENT REPRESENTATIVE COMMENTS XVI. COMMISSION COMMENTS (Arts-Related) XVII. STAFF COMMENTS XVIII. ADJOURNMENT XIX. FUTURE MEETINGS December 10, 2019 at 5:30 P.M. Zinnia Navarro, Recreation Department Recording Secretary 4.A Packet Pg. 8 Communication: November 12, 2019 Meeting Minutes (APPROVAL OF MINUTES) ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Rescind Decision of 2020 Regular Meeting Schedule of Arts & Culture Commission Meeting Date: December 10, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Motion to approve rescinding the 2020 Regular Meeting Schedule of the Arts and Culture Commission and meet on January 14, 2020 to finalize the year's schedule. Executive Summary At the November 12, 2019 meeting, the Arts and Culture Commission approved the 2020 meeting schedule. It comprised of the following dates:  January 14, 2020  February, 11, 2020 (retreat)  March 10, 2020  April 14, 2020  May 12, 2020  August 11, 2020  September 8, 2020  October 13, 2020  November 10, 2020 After speaking with the Public Art Committee’s staff liaison, she had informed me that PAC members would like to have input on the 2020 schedule and recommends that it 9.A Packet Pg. 9 be discussed at the January 2020 meeting, when the commission will expand to ten members. This would result in rescinding the agreed upon schedule that was approved on November 12, 2019. 9.A Packet Pg. 10 ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Update of 2019 Arts and Culture Commission Work Plan Meeting Date: December 10, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Receive and comment on status of 2019 Arts and Culture Commission Work Plan. Motion to approve or not approve on nominations for art recipients and/or criteria. Executive Summary During the March 12, 2019 annual retreat, the Arts and Culture Commission discussed and drafted a work plan to be completed within the calendar year. The Commission is tasked with maintaining the work plan through the 2019 fiscal year. The work plan should be aligned with City Council’s current goals: 1. Ensure Financial Stability 2. Enhance Public Safety Capabilities 3. Revitalize Downtown 4. Focus on Revenue Driven Economic Development 5. Retain Stability in the City’s Workforce 6. Provide Opportunities for Meaningful Public Engagement 7. Ensure Neighborhoods Benefit Equally from City Services 10.A Packet Pg. 11 Attachments: 1. ACC WORK PLAN as of 11.25.2019 10.A Packet Pg. 12 Revised November 25, 2019 Arts and Culture Commission 2019 Work Plan PROJECT PROCESS/KEY TASKS DELIVERABLES IN NEXT 12 MONTHS Increase Visibility of Arts and Culture Commissioners  Wear ACC badge when attending arts and culture related events in Gilroy  Introduce yourself and inform public about the Commission Track number of events commissioners attend:  Tamale Festival (Wendy Sue)  Kids Discover Art (Nancy)  Peter Pan (Wendy Sue)  Limelight Theater (Wendy Sue, Karla, Maricela) Art and Cultural Award  Develop award criteria and guidelines (November 2019)  Present award on a quarterly basis, beginning in Fall 2019.  Presented award to Kevin Heath of Limelight Actors Theater in November 2019  Delay finalizing details until January 2020, when new commission forms 150th Anniversary Logo Contest Develop contest criteria Reach out to community to encourage entries  Facilitated logo contest  Selected a winner for each of the three categories at August regular meeting.  Category and Overall winner was recommended by Commission in June and Council approved in July  Council planning to honor winner and participants in January 2020 meeting. 10.A.a Packet Pg. 13 Attachment: ACC WORK PLAN as of 11.25.2019 (2554 : Update of 2019 Arts and Culture Commission ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Arts and Culture Commission has a fund account available to be used for Commission-related business Meeting Date: December 10, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Arts and Culture Commission can motion to approve or not approve spending funds from their 801 account on commission-related business. Executive Summary The Arts and Culture Commission has an account (not tied to the training budget) that allows for the Commission to purchase items related to the commission’s business. For example, in years past the Commission used monies from this fund to cover printing costs for pamphlets, purchasing frames for certificates or paintings, or buying a commission table cover used for special events. Currently, there is $1,358.34. Attachments: 1. Arts.Culture.Commission 801.D137.FY20 10.B Packet Pg. 14 801 FUND ANALYSIS PERIOD ENDING: 6/30/2020 ACCOUNT DESCRIPTION: "Arts & Culture Commission Donations"PREPARER: Adam Henig DATE: ACCOUNT # 801-2402-D137-3899 APPROVED BY:DATE: TRANS DEPOSITOR DESCRIPTION BEGINNING ENDING DATE BALANCE CURRENT YR CURRENT YR BALANCE +/-+-+ 7/1/2019 BEGINNING BALANCE $1,408.34 11/8/2019 Arts & Culture Comm. Karla Sward Certificate from Leedo's for Kevin H.$50.00 $1,358.34 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $50.00Totals 10.B.a Packet Pg. 15 Attachment: Arts.Culture.Commission 801.D137.FY20 (2556 : Arts and Culture Commission 801 Account ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Fiscal Year 2020 Training Budget Expenditures Meeting Date: December 10, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Receive an update on the Commission's training budget and motion to approve allocation of funds for training. Executive Summary Commissioner Bermudez attended an arts grant workshop in Salinas on September 23, 2019. The workshop was free but she was approved to be reimbursed for mileage. There is a balance of $966.94 remaining in the commission training budget for Fiscal Year 2020. Expense Description Balance as of October 25, 2019 $33.06 Mileage reimbursement for attending arts grant workshop in Salinas $966.94 10.C Packet Pg. 16 ARTS AND CULTURE COMMISSION STAFF REPORT Agenda Item Title: Recreation Department Updates Meeting Date: December 10, 2019 Submitted By: Adam Henig Prepared By: Adam Henig Recommendation: Receive and comment. The spring children’s theater production will be Shrek, the Musical Jr. Auditions will be on Saturday, February 22, 2020. The performance at Gilroy High School Theater will run from April 24-May 3. The party in the Park Series Presents: San Ysidro Park Holiday Posada on Saturday, December 14, 2019 from 3:00-7:00 p.m. The free community event that includes: arts and crafts, face painting, fun activities for children, piñatas, and live entertainment. The Recreation Department is the midst of implementing its new software, CivicRec, which will replace Active.Net. The new software will be launched on December 10. However, it will be a soft launch as it occurs after the release of the 2020 Winter/Spring Activity Guide. The hard launch will take place in conjunction with the publication of the 2020 Summer Activity Guide, which will be in March 2020. The annual Breakfast with Santa event will be held at the Senior Center on Saturday, December 14. All ages are welcome; children between the ages of 3 and 12 years old can participate in arts and crafts and have a photo opportunity with Santa himself. If you are interested in volunteering, let Adam know. 14.A Packet Pg. 17 Recreation staff is working with a consultant to conduct a joint (City of Gilroy Recreation Department and Mt. Madonna YMCA) facility and program needs assessment. It will specifically analyze space surpluses and deficits; identify recreation trends; and make recommendations for optimal space use. The needs assessment will include a community survey which will illustrate program gaps and avoid duplication of services. During the public outreach, this commission will be asked for its feedback by the consultant. Two community meetings will be taking place on Thursday, December 5 at 5:30 p.m. and 7:00 p.m. (includes translation) at the Senior Center. A final report and presentation to City Council will be in August 2020. 14.A Packet Pg. 18