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CACMIN 07 11 1994 --- I ' ~. CULTURAL AFFAIRS COMMIS&.~N MINUTES JULY 11, 1994 I. CALL TO ORDER The first meeting of the Cultural Affairs Commission was called to order at 7:00 p.m. in the La Quinta Civic Center Council Chambers. Pledge of Allegiance was led by staff member Clint Bohlen who presided over the meeting. ROLL CALL: MEMBERS PRESENT: Commissioner Henry Adams Commissioner Honey Atkins Commissioner Steve Berliner Commissioner Susan Francis Commissioner Kathryn Hull Commissioner Michelle Klein Commissioner Toni Lawrence MEMBERS ABSENT: None STAFF PRESENT: Clint Bohlen, Parks & Recreation Director Cristal Spidell, Secretary II II. CONFIRMATION OF AGENDA III. APPROVAL OF MINUTES IV. ANNOUNCEMENTS A. Introduction of Commissioners & Staff Mr. Bohlen asked that each Commissioner and staff member present introduce themselves and include any business or affiliation that they may be associated with. Commissioner Kathryn Hull - Has been on the Art in Public Places Committee for one year, and is a Consultant for the Arts. Commissioner Steve Berliner - Has his own music business, and is a piano player and orchestra leader, as well as a licensed "inactive" realtor. Commissioner Michelle Klein - Is Chairperson for School Site Council Committee at Adams-Truman 'School, does Calligraphy, and has two school aged children. Commissioner Toni Lawrence - College of the Deserts Public Information Officer. Commissioner Henry Adams - Retired in 1981 from the automobile business, and prior to that was an actor, producer, and director in the film industry. Commissioner Susan Francis - Festival Director for the La Quinta Arts Festival, resident of the Cove. 1 1---"" -r Commissioner Honey Atkins - Member of the La Quinta Arts Foundation, Second Vice President of the La Quinta Arts League, desert founder of Round Table West, Vice President of La Quinta Friends of the Library, Secretary of the Coachella Valley Friends of the Library, and is a resident in the Cove. Crlstal Spidell, Secretary II - Worked with the City approximately 5 years. Originally from the Planning & Development Department, and a resident in the Cove. Clint Bohlen, Parks It Recreation Director - Has been with the City for about 3 years. V. PUBLIC COMMENT - None VI. CORRESPONDENCE AND WRITTEN MATERIALS - None Received VII. STAFF REPORTS A. Review of Cultural Affairs Commission Materials Staff reviewed the Cultural Affairs Commission (CAC) information which was previously distributed in a notebook to each Commissioner. The materials included Brown Act Information, Resolution 91-112 pertaining to meeting procedures, Cultural Affairs Commission Ordinance, Community Services Work Plan, Ordinances from other cities, and a draft copy of the Art in Public Places Master Plan. The Community Services Commission Handbook was inadvertently left out of the notebook, and staff indicated that a copy would be mailed to each of the Commissioners. Commissioner Francis asked if the Commission desired to make a change in meeting procedures could the Commission do so. Mr. Bohlen stated that the information they have is a suggested format and could be altered if agreed on after presentation to the City Council. Commissioner Hull informed the Commission that the draft Art in Public Places Master Plan is farther along, and is expected to be completed in September, 1994. Mr. Bohlen suggested the Cultural Affairs Commission may want to put together a Master Plan, because the Art in Public Places Master Plan focuses on public art, whereas the CAC may want to focus on performing arts and literature. B. Distribute Commissioner Profiles for Review Mr. Bohlen distributed Commissioner Profiles and a Roster with phone numbers and addresses to each Commissioner. The profiles will provide a history and background of each Commissioner. C. Discuss Agenda Format & Process Mr. Bohlen discussed the Agenda format and indicated that if the Commission desired to make changes in the layout of the Agenda they could do so. The procedure for adding an item to the Agenda is for the Commissioner to contact the Chairperson regarding the request. The Chairperson would then contact the Parks and Recreation Director at least 7 days prior to the next regularly scheduled meeting to place the item under the "Commission Business" section of the Agenda. This would then allow the Commission to take action on the item. 2 1--- ~ Commissioner Berliner cíSked what the restrictions were in makmQ contact with other Commissioners so as not to violate the Brown Act. Mr. Bohlen informed the Commission that one Commissioner could talk to another, two Commissioners could talk to one Commissioner, however two Commissioners cannot talk to two other Commissioners regarding an issue because it is a violation of the Brown Act. . Another violation would be if 3 or more Commissioners are in a room at the same time talking about an issue. Mr. Bohlen suggested that the Commissioners be cautious at all time$ so as not to violate the Brown Act. Mr. Bohlen noted that the Commission will be meeting with the City Attorney on July 26, 1994 at 6:00 P.M. to review the Brown Act and suggested that everyone plan to attend. Commissioner Lawrence asked what past public attendance was like. Staff informed her that the public rarely attended Community Services Commission meetings, unless formally invited in the form of a Public Forum. Commissioner Hull asked about liaisons between Committees, particularly her own role as a member of the Art In Public Places Committee. Commissioner Francis noted that Nancy Nard made reports to the Community Services Commission as a member of the Arts in Public Places Committee, and the Commission concurred that it was a good idea and would like to include a report as a regular part of the Agenda under Commission Business. Commissioner Francis suggested Commissioner Atkins report on Friends of the La Quinta Library or Round Table West which she is involved in. Commissioner Hull suggested that Commissioner Francis report on the Arts Foundation as well. Staff suggested and the Commissioners agreed to add "Commission Reports & Informational Items" to the Agenda to allow reports from various Committees and Boards which the Commissioners are members of. Commissioner Hull asked if it was standard policy to set one time for public comments at the beginning of a meeting. In the past Commissioner Hull wished to speak on an item after it has been presented, either at a City Council or Commission meeting and has not had the opportunity to. Staff suggested this could be added to the Agenda format if the Commission so desired, however if an item is on the Agenda the Chairperson can allow comments prior to discussion of the item by the Commission. VIII. COMMISSION BUSINESS A. Establish Regular Meeting Time and Day Staff informed the Commission that the Council Chambers or Study Session Room was available the fourth Monday of each month for regular meetings, and they could determine the start time. Commissioner Hull suggested that the meetings start at 7:30 P.M. due to prior commitments. After a brief discussion it was determined that 7 :00 P.M. would be the start time for meetings. Commissioner Francis/Atkins moved to set the fourth Monday of each month as the regular meeting day at 7:00 P.M. for the Cultural Affairs Commission. Motion passed with Commissioner Hull voting no. B. Appointment of Chairperson & Vice Chairperson Staff suggested the Commission review and take into consideration the profiles that were distributed earlier when nominating officers. Commissioner Berliner suggested that those who are not interested in being nominated for Chairperson or Vice Chairperson to indicate so. Commissioner Hull verified that the terms were annual and renewable. Commissioner Francis suggested everyone review the profiles and hold nominations at the next meeting. Commissioner Adams and Commissioner Berliner indicated they are not interested in the Chairperson or Vice Chairperson role at this time. Commissioner Lawrence asked not to be considered . as Chairperson, but would be interested in the position of Vice Chairperson. 3 ,- .--- Mr. Bohlen conducted ex tour of the Study Session Room to detÞ,mine the meeting place of the Cultural Affairs Commission. The consensus was to meet in the Study Session Room unless a Public Forum or Public Hearing was scheduled. IX. NEXT MEmNG DATE, TIME AND TOPIC Monday, July 25, 1994 7:00 P.M. La Quinta Civic Center Study Session Room · Election of Officers · Long/Short Range Plan for the Arts in the City · Economic Impact of Various Cultural Events · Survey of What is Available/Needed Commissioner Hull discussed ideas for the Cultural Affairs Commission and they included a long range plan or Master Plan for the arts in the City, not only what the Commission wants to do but what we would like to see done whether it is private organizations, the Arts Foundation, community groups, etc. Commissioner Francis agreed with Commissioner Hull, and added that a study needs to be done to determine the economic impact on La Quinta in regards to various Cultural Events that have taken place here. Commissioner Hull suggested a survey of resources of what is available and what is needed based on the plans that are developed. Staff will contact cities that may have long/short range plans, master plans, economic impact of cultural events. Commissioner Francis would like if staff had ideas of where to find economic impact studies done on the valley regarding cultural events. Commissioner Hull indicated she has experience working with the economic impact of cultural arts when she was with the Palm Desert Chamber of Commerce. Commissioner Francis suggested that each Commissioner bring information back to the Commission, including population, the demographics, who attends, what type of advertising is done. Commissioner Berliner suggested each Commissioner bring in a list of what they envision as the categories of cultural affairs which may be talked about in the future. Commissioner Lawrence asked if this would be expanding upon the Purposes & Objectives portion of the Cultural Affairs Commission Ordinance. Staff indicated the Ordinance was a base and it could be expanded upon if desired. Staff will contact cities in the valley as well as other states similar to La Quinta to obtain Cultural Affairs information on Master Plans, Long Range Plans, Economic Impact Reports, etc. to share with the Commission. Depending on the response time from those cities contacted this information may not be ready for the July 25, 1994 meeting. Should this occur, staff will include this information in the August meeting packet for Commission review. X. ADJOURNMENT It was moved by Commissioner Hull/Francis to adjourn the meeting to the next regularly scheduled Cultural Affairs Commission meeting on Monday, July 25, 1994. Motion carried unanimously. Meeting adjourned at 7:57 P .M.. ~ ~dQQ} CRIST AL SPIDELL Secretary II 4