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CAC 07 24 1995
4 CULTURAL AFFAIRS COMMISSION AGENDA La Quinta Civic Center Study Session Room 78-495 Calle Tampico La Quinta, CA 92253 July 24, 1995 7:00 P.M. I. CALL TO ORDER A. Roll Call 11. PLEDGE OF ALLEGIANCE III. CONFIRMATION OF AGENDA Corrections, additions, deletions or reorganization of the agenda IV. APPROVAL OF MINUTES Approval of minutes of June 26, 1995 V. ANNOUNCEMENTS A. Introduction of Marty Nicholson, Parks and Recreation Director B. Introduction of Susan Benay, Cultural Affairs Commissioner VI. PUBLIC COMMENT The CAC reserves the right to limit discussion on any topic to five minutes or less. VII. CORRESPONDENCE AND WRITTEN MATERIALS A. Memorandum to Saundra Juhola, City Clerk re: Commission Appointments B. Current CAC Roster C. Lawn Chair and Picnic Society Directory of Talent for Southern California D. Letter of Resignation from Commissioner Toni Lawrence VIII. STAFF REPORTS A. City Council Action on Request to Hire Consultant for the La Quinta Pageant CACAGN.007 1 IX. COMMISSION BUSINESS A. Review of FY94-95 CAC Accomplishments - Francis B. Discussion of Master Plan Versus Cultural Plan - Francis C. Discussion of a Cultural Arts Center in La Quinta - Hull D. NALAA Conference Attendance Report - Francis & Hull E. Cancellation of August 28, 1995 Meeting X. COMMISSION COMMENT XI. COMMISSIONER REPORTS & INFORMATIONAL ITEMS A. Committee or Professional Affiliation Reports Art In Public Places Community Concerts Association Encore! LQ Arts Foundation LQ Arts League LQ Chamber of Commerce LQ Friends of the Library LQ Historical Society Museum LQ Little Theater Round Table West School Site Council Committee B. Subcommittee Reports XI1. NEXT MEETING DATE, TIME AND TOPIC August 28, 1995 or September 25, 1995 7:00 PM La Quinta Civic Center Study Session Room • Election of Officers • Update Work Plan and Handbook • • • XIII. ADJOURNMENT CACAGN.007 2 VII. A Memorandum To: Saundra Juhola CC: Cultural Affairs Commission From: Tom Hartung Date: June 27, 1995 Subject: Commission Appointments Saundra , It was suggested at the Cultural Affairs Commission meeting of June 26th that correspondence regarding various Commission appointments that is transmitted to Commissioners currently serving, should acknowledge the fact that the recipient is currently on the respective Board or Commission and not a first time applicant. Thank you for your consideration in this matter. VII. B CULTURAL AFFAIRS COMMISSION SUSAN BENAY Appointed: 7-01-95 53-686 Avenida Velasco Term: Years P.O. Box 1366 Expires: 6-30-98 La Quinta, Calif. 92253 (619) 564-6405 (Res) (619) 360-7155 (Bus) HONEY J. ATKINS Appointed: 7-01-95 52-470 Avenida Madero Term: 3 Years La Quinta, Cal. 92253 Expires: 6-30-98 (619) 564-7400 (Res) STEVE BERLINER Appointed: 7-01-95 48-115 Via Hermosa Term: 3 Years La Quinta, Cal. 92253 Expires; 6-30-98 (619) 564-2362 (Res) SUSAN FRANCIS Appointed: 7-01-94 77-800 Calle Monterey Term: 3 Years La Quinta, Cal. 92253 Expires: 6-30-97 (619) 564-4873 (Res) (619) 564-1244 (Bus) KATHRYN HULL Appointed: 7-01-94 77-260 Calle Chillon Term: 2 Years P.O. Box 947 Expires: 6-30-96 La Quinta, Cal. 92253 (619) 771-1041 (Res) MICHELLE KLEIN Appointed: 7-01-94 49-100 Tango Court Term: 3 Years La Quinta, Cal. 92253 Expires: 6-30-97 (619) 564-2250 (Res) TONI LAWRENCE Appointed: 7-01-94 53-045 Avenida Diaz Term: 2 Years La Quinta, Cal. 92253 Expires: 6-30-96 (619) 564-6907 (Res) (619) 773-2589 (Bus) Updated: 6/ 12/95 VII. C July 11, 1995 Greetings. Here is a complimentary copy of the Summer, 1995 edition of the. Talent Directory for Southern California. The Directory was created by the LawnChair & Picnic Society to provide more performing opportu- nities for Talent in Southern California - and to inspire more and more free concert series. GOOD NEWS - Congratulations to the City of Malibu and the City of La Quinta. They are creating new free concert series. The Talent Directory is distributed free of charge to more than 230 cities and is developing a distri- bution data base that includes libraries, chambers of commerce, other community service organiza- tions, restaurants, and anyone who has the occasion to present talent for a special concert or event. If you know talent that is not in the Directory - give them our number! The Directory is published twice a year - in July and in January. Deadline for listing is December 1, 1995. Categories and fees are listed on page 52 of the Direc- tory. 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Fairs/Festivals • Concerts/Rock Shows • Nostalgic Shows Nightclubs f SUPPLYING QUALITY ENTERTAINMENT' AND PRODUCTION TO CHAMBERS OF COMMERCE AND CITIES FOR OVER 10 YEARS Partial Client List: •City of Rancho Cucamonga ,Rancho Cucamonga Chamber W-RI, -Fountain Valley Chamber •city of Sante Fe Springs -Temecula Chamber E •City of Mission Viejo 4 f For a Complete Promotional Package Please Call: Michael Scafuto� 9356 LaMesa Dr. (909) 980-8900 77 Alta Loma, CA 91701 Fax (909) 944-5018 r VII. D Toni Lawrence 53-045 Avenida Diaz La Quinta, CA 92253 July 14, 1995 City of La Quinta Mayor and City Council Members 78-495 Calle Tampico La Quinta, CA 92253 Dear Mayor and City Council Members, I am regretfully writing this letter to resign from the Cultural Affairs Commission. I have been a part-time student at College of the Desert while employed there full-time and in August I will be attending school full-time on top of my 40-hour-a-week work schedule. The extra classes will allow me to graduate in June 1996 and be eligible for transfer scholarships so I can pursue my Bachelor's degree. I'm sorry I didn't come to the decision to resign sooner so you could replace me when you had the vacancies last month, but I thought I could squeeze it all in. I have registered recently and had to take a Monday evening class. Believe it or not last fall I had a class that went until 6:45 p.m. on Mondays and on our meeting nights just I rushed over. I was only late once! But I couldn't schedule my classes around our meetings this time. The final factor in making my decision was a phone call I received last week from a member of the Desert Women's Press Club. Seems they are interested in sponsoring a high school/COD journalism day. One of the high school journalism instructors I had talked to in formulating my idea told them about my proposal. They want to combine ideas and host an event in November each year. Having the Cultural Affairs Commission sponsor such an event was always on the fringe of what our Commission's mission was anyway, so I don't see it as being a big loss to the City if it doesn't sponsor/host it. (Please let me know if I am wrong.) This lead me to admit that my experience and exposure in all the other cultural activities pursued by the commission was very limited and the commission would be better served by someone with a more extensive background in the arts anyway. I have enjoyed the experience of being a Commission member immensely. The corimissioners are a wonderful group of people and I am a better person for having met them and had the opportunity to work with them. I will miss getting all the minutes from the council meetings and feeling like I was a part of this great city! Perhaps in the future I can get involved at this level again. Thank you! Sincerely, Toni Lawrence RECEIVED C.C. Members of the Cultural Affairs Commission I J U L 14 1995 CITY OF LA QUINTA PARKS & RECREATION DEPT VIII. A 4 etfov Qum 641 AGENDA CATEGORY: COUNCIL/RDA MEETING DATE: July 18, 1995 ITEM TITLE: Consideration of a Request to Provide Funding for the Feasibility Study for the La Quinta Pageant RECOMMENDATION: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Provide funding to the VIVA Foundation to complete the feasibility study. FISCAL IMPLICATIONS: The feasibility study is not to exceed $5000. This item has not been budgeted in the Fiscal Year 1995/96 Budget and would have to come from General Fund Emergency Reserve. The V!VA Foundation, which is a non-profit affiliate of KSL Corporation, has agreed to accept the funds from the City and to provide accounting services for the consultant's expenditures associated with the feasibility study. BACKGROUND AND OVERVIEW: The Cultural Affairs Commission has created a steering committee to research the possibility of producing an annual outdoor pageant depicting the history of La Quinta (Attachment 1). The steering committee presented the concept to the Cultural Affairs Commission on June 26, 1995 and requested the concept to be presented to the City Council. The Commission also recommended a request to the City Council to approve funding in the amount of $5000 for the purpose of acquiring a consultant to perform a feasibility study as well as provide professional direction to the steering committee. FINDINGS AND ALTERNATIVES: The steering committee has identified many of the questions, needs and goals that are involved with the production of an event such as the proposed Pageant and are included as Attachment 2. To date, two items have been resolved. The first is the location, which is the sunken tennis court at the La Quinta Hotel which can accommodate up to 5000 people. The second item is that the Pageant will be an annual event held during the three days immediately preceding Easter. The Commission is recommending that a professional consultant be utilized to determine the feasibility of the project as well as to assist in the identification and prioritization of goals. The Cultural Affairs Commission will select the consultant with input from the steering committee. Staff will assist in the development of a Request for Proposals. ATTACHMENTS IX. COMMISSION BUSINESS ITEM C. June 1,1995 ATTACHMENT 1 Honey Atkins Cultural Affairs Commission 52470 Avenida Madero La Quinta, Ca. 92253 Mayor John Pena and Honorable Council Members City of La Quinta P.O. Box 1540 La Quinta, Ca. 92253 RE: Cultural Affairs Commission assignment, La Quinta Pageant Steering Committee Dear Mayor Pena and Honorable Council Members: The Cultural Affairs Commission has assembled a La Quinta Pageant Steering Committee. Committee members are: Honey Atkins (Chair), Judy Vossler, Susan Francis, Kay Wolff Scott Dalecio,, Glenda Bangerter, Fred Rice, Donna Martin and Sherry Wollenberg. Their task is to research the process of establishing an annual outdoor production depicting the history of La Quinta in drama, music, song and dance. The Steering Committee has met three times to date and has prepared the attached packet outlining the production process. Although the project is a significant undertaking, our research indicates this endeavor has great potential for success. Some organizational options are: City sponsored Establish a non-profit entity to work with the city Joint involvement of the city and other cultural organizations As we are at the point of needing seed money to cover expenses, we seek your direction regarding the path you wish us to pursue. Thank you for your continued support of this exciting project. Sincerely, Honey Atkins ATTACHMENT 2 POINTS FOR CONSIDERATION BY GROUPS CONTEMPLATING PRODUCTION OF AN OUTDOOR HISTORICAL DRAMA OVERVIEW OF PAGEANT The La Quinta Pageant Committee (a sub -committee of the Cultural Affairs Commission) is researching the production of an annual pageant to be presented during Easter week, beginning 1997. The Committee has met five times since mid May to consider a series of questions suggested by the Institute of Outdoor Historical Drama. The responses to these factors are listed below: 1. IS THERE A STRONG STORY? While there is not yet a famous novel nor no one famous personage which would dominate the storyline of a La Quinta pageant, the story would be set against the backdrop of the history of La Quinta: the Cahuilla Indian creation story, the transition of the Europeans' arrival with the Spanish land grants and the Bradshaw stagecoach stop in Indian Wells, the railroad station in Indio, early ranchers, Point Happy School, the establishment of the La Quinta Hotel in 1926, the subdivision of the Cove and the establishment of Desert Club, the Hollywood era with its celebrities, the founding of the La Quinta Country Club, the incorporation of the City in 1982, the blossoming of such organizations as the Arts Foundation, Historical Society, and through the building of the Civic Center and other municipal facilities. A professional writer would create a storyline mixing actual historical events with elements of fiction. Additional music and dance contemporary to the various eras would involve professional soloists and local groups including students. Musical numbers would be interspersed with actors portraying the important personages with the emphasis upon comedy and entertainment. The Committee feels that the staging would be an attraction as well as an engaging story or plot. 2. DOES THE COMMUNITY WANT A PAGEANT? WILL THERE BE COMMUNITY RESOURCES? People who hear about the idea of a pageant are excited about the possibility. With the tradition of volunteerism in the community and the wealth of talented residents and the three schools within our City limits, the Committee feels that the volunteer support could be generated LA QUINTA PAGEANT - GETTING STARTED - NEEDS: Cooperation among local groups, foundations, education and government Organizational plan determined and followed Show written specifically for the locality Script must be new, interesting, unique, (untested) Scenery and costuming must be specific to the area in design and construction Lead performers must be auditioned contracted and rehearsed Supporting cast must be auditioned and rehearsed GOALS: Site Key Personnel Script Production Fundraising Public Relations The single common denominator present in virtually every successful outdoor drama is community involvement, at some level, on a no -pay basis regardless of the number of professionals employed Every successful show began with a good, leadership committee, a small group of hard-woriang individuals. It is important to begin with a clear picture of the value of the product to be offered to the public. Beyond the initial steering committee, the 'development organization' will be formed in the early stages. Made up of interested people who chair various committees with specific production functions such as finance, fund raising, script development, promotion, site management, etc. FIRST YEAR OF PRODUCTION WILL INVOLVE the blending of the script, artists, music, sound, lights, scenery, costumes and location into a single work -at the same time attracting enough audience for financial and cultural success (necessitating the additional elements of public relations, promotion and advertising). The production costs before opening the show are between S50,000 to $80,000. The cost to Qresent the show will depend on the size of the cast, crew, number of performances, etc. (See list of expected expenses.) Once the machinery is in motion, a board of trustees is assembled to set policies and provide community leadership. Then the task is to identify the key people, the show manager and the writer(s), designer(s), director. Although local colleges may express interest, it is often best to use these people as consultants and advisors rather than for key staff positions. SHOW MANAGER The production requires a skilled show manager who has experience in all aspects of an outdoor drama. Although income producing months are limited, the show manager, to be effective, must work on a year round basis beginning a full year before the show opens. The show manager must have skilled assistants available. The primary focus has to be the production even though there may be several secondary goals. Intense, specialized effort and concentration is necessary for this type of theatrical production. Case studies show, with out these elements, failure is predictable. WRITER AND DIRECTOR: The platy should be written by an experienced writer who understands the unique requirements of outdoor production (as opposed to indoor theatre). Outdoor shows need pageantry, music, dance and generally big theatre material so as not to be dwarfed by outdoor space. The handling of the dialogue and characterization (script) must be big enough to fill outdoor space or it gets lost. For the same reasons, the director must be experienced in outdoor show direction (as opposed to indoor theatre, film, etc.). The production alone requires at least 6 months in planning for the director and designer after the script is written. There must be professionals, experienced in outdoor theatre production, in key positions. Reliance on nearby colleges and community theatres for talent and staffing, may result in weak production standards. Cultural Affairs Commission 7-94 thru 7-95 Fifteen meetings were held during the first 12 months. The first few meetings involved: review of the ordinance, Brown Act, comparison of other city s ordinances, commissioners profiles, meeting procedures, appointment of chair & vice chair, study of the Park Master Plan, APP Master Plan draft, review of Community Services Commission Hand Book and Work Plan. Review of Brown Act - The importance of Commissioners being informed about the Brown Act led to two presentations made by City Attorney Dawn Honeywell. Handbook - which includes: introductions; relationships (commissioners, staff, city, appointing authority); philosophy statement; role of C.A.C.; the on -going roll.The Handbook was the result of careful review of the ordinance and the resolution (91-11 ). Work Plan - It is recognized that the Commission Work Plan is a living document and, as such, will require on -going adjustments to meet the ever changing needs of a growing community. The projects laid out in the initial work plan (as approved by city council) include both short term and long term assignments are: • Work Plan Maintenance - on -going • Arts Advocacy - an on -going assignment involves a cooperative effort with Desert serl Sands Unified School System to encourage quality art programs that rear students K through 12. • Sidewalk Art Contest - CAC so -sponsored the children's sidewalk art contest in conjunction with the Parks & Rec. Dept. first annual Easter Egg Hunt. Commissioners served as judges and volunteers for the event. • High School Journalism Competition - a short term assignment providing learning opportunities for high school students to showcase their journalism talents. • Diversified Exposure to Performing Arts - a short term assignment designed to provide tickets to La Quinta students to attend a variety of cultural events during the season. • La Quinta Pageant - a long term assignment to research the potentials of producing a pageant depicting the history of La Quinta in music, song, dance, drama and comedy. • Latin JazzlSalsa Day Feasibility Study - a long term assignment to do a feasibility study on the idea of offering an annual Latin Jazz event in La Quinta. Arts Information List - Research of press lists and all existing cultural (and related) organizations and/or activities in the valley resulted in creating an Arts Information List which includes event names, contact names, addresses, phone, dates, location, etc. This list can be maintained annually with minimal effort and is a valuable tool to all who need this type of information. Aa LA QUINTA DATE: DULY 24, 1995 TO: MARTY NICHOLSON FOUNDATION CULTURAL AFFAIRS COMMISSION CITY OF LA QUINTA FROM: CAROLYN FRANCES LAIR EXECUTIVE DIRECTOR LA QUINTA ARTS FOUNDATION (LQAF) RE: AGENDA ITEM DISCUSSION OF CULTURAL ARTS CENTER IN LA QUINTA - JULY 24, 1995 Dear Commissioners: It has come to my attention that one of your agenda items tonight is "Discussion of Cultural Arts Center for La Quinta" . In your information packet is included a copy of LQAF's proposal to City Council. I would very much like to be present for this discussion and be available to briefly outline the Foundation's proposal and respond to any questions. Unfortunately I am hosting the Public Meeting for the Bear Creek Bike Path Art Project tonight and am not able to attend. I am requesting that the Cultural Affairs Commission consider tabling this item until your next scheduled meeting and that I be notified in order to attend. Thank you so much for your attention to this matter! 'RE, CEItiIED J U L 2 4 1995 CITY OF LA OUINTA PARKS R RSCQ�c'ON,.� D.E=.: POST OFFICE BOX 777 • LA MANTA, CALIFORNIA 92253 0 (619) 564-1244 9 FAX (619) 564-6884 IX. C 4(4j • f 4 78-495- CALLE TAMPICO - LA QUINTA, CALIFORNIA 92253 - (619) 777-7000 FAX (619) 777-7101 March 22, 1994 Ms. Kathryn Hull P. O. Box 947 La Quinta, CA 92253 S 1 TRJL; T: ARTS p C e DEMY Dear Ms. Hull: Thank you for submitting your proposal for an Arts Academy in the City of La Quinta. The Redevelopment Agency considered your request and, based upon the current financial commitments, the Agency cannot financially participate in the project. At the present time the City/Agency is analyzing its long term funding availability. It appears that funding of wiy additional projects is, at a minimum, two to three years away. The Board recommends that you seek other sources of funding such as private monies or grants. The Agency Board would like to express its support for a facility such as yours in La Quinta. It is suggested that for some of your programs you may want to seek the use of existing facilities such as the La Quinta Middle School Multi -Purpose Room which seats approximately 300 people. The Board further stated that the City would be happy to provide guidance with any non -City grant proposals you wish to submit. Thank you for submitting your proposal and good luck in your endeavor. Sincerely, ROBERT L. HUNT Executive Director RLH:JH:bjs cc: Redevelopment Agency Board Members MAILING ADDRESS - P.O. BOX 1504 - LA QUINTA, CALIFORNIA 92253 LTR]H.313 1 cu. -MEMORANDUM To: Cultural Affairs Commission From: Clint Bohlen, Parks and Recreation Director Date: November 79 1994 Subj : Consideration of Arts Foundation Proposal to Build a Cultural Center on City -owned Property BACKGROUND AND OVERVIEW: As the Commission will recall, a staff report from the October 18, 1994 City Council meeting was distributed to the Cultural Affairs Commission in the Commission's regular October meeting's packet. The report was entitled "Consideration of Information regarding an Ultimate Site Location for the La Quinta Arts Foundation", and was a presentation by the Arts Foundation for the City Council's consideration. The Council referred the item to the Cultural Affairs Commission for its review and comment. Carolyn ,Lair, Executive Director of the La Quinta Arts Foundation, will be presenting background information to the Commission regarding the project, and will be available to answer questions. Mr. Frank Spevacek of RSG, Inc., a consulting firm for the City of La Quinta, and Jerry Herman, Planning Director of the City, will be presenting the issue form the City staff perspective. Staff has attached a copy of the minutes from the October 18 Council meeting, as well as the staff report which the Commission received and hopefully has had time to review from the previous Commission meeting. RECOMMENDATION: It is recommended that the Commission review the attached information and assess the presentations by the Arts Foundation and City staff, and provide the Council with comment regarding this project. Attachments: Copy of Minutes from October 18 Council Meeting Staff Report from October 18 Council meeting (as previously distributed) 2 City Council Minutes S _ October 18, 1994 3. Mrs. McRae advised that__ they are not requesting a total sponsorship, but rather a contribution toward Colleen's training as an athlete representing La Quinta. Mr. Genovese, City Manager, recommended referring the request to the Parks & Recreation Commission. MOTION - It was moved by Council Members Sniff/Bangerter that the request of Colleen Reynolds be referred to the Parks & Recreation Commission for a meeting at an early date. Council Member Bangerter was very supportive of Colleen and said the City will support her efforts in whatever way they can. Council Member Sniff requested that Colleen and her mother be notified of the meeting so they can be available. Motion carried unanimously . M1NM ORDER NO. 94-222. Letter from La Quinta Historical Society requesting assistance in obtaining a museum site. MOTION - It was moved by Council Members Sniff/Bangerter to refer the request of the La Quinta Historical Society to staff for review and recommendation. Council Member Bangerter requested the matter be dealt with in a timely manner. Motion carried unanimously. ORDER NO. 94-223. BUSINESS SESSION 1. CONSIDERATION OF INFORMATION REGARDING SITE LOCATIONS FOR THE LA QUINTA ARTS FOUNDATION. Mr. Herman, Planning Director, advised that staff has reviewed 17 sites and have identified four sites capable of accommodating the Arts Foundation's proposal for a 20,000 square foot building. These sites are as follows: 1) Civic Center site, 2) Avenue 48 site, 3) Chamber of Commerce site, and 4) Avenida Montezuma site. The Civic Center site has been approved for a 6,000 square foot Arts Foundation building on a 32,400 square foot area. Staff has determined that the Avenida Montezuma and Civic Center sites are the only sites large enough to accommodate the proposed building. 3 City Council Minutes October 18, 1994 Ms. Carolyn Lair,_53-583 Avenida La Fonda, Executive Director of the La Quinta Arts Foundation, advised that they prefer the Avenida Montezuma site for the following reasons: 1) it is the largest site, 2) it would be easier to arrange financing and fundraising for, 3) it supports The Village concept, 4) a long-term lease or gift of property would be a positive public/private partnership that would assist in fundraising, and, 5) potential for public access. Mr. John Walling, 45-190 Club Drive, Indian Wells, advised that the Civic Center site only allows a maximum building space of 8,500 square feet, based on the . original site. Ms. Lair advised that another concern with the Civic Center site is the City's time -frame for developing the site and the completion of the campus infrastructure. Mayor Pena asked if the Foundation plans to complete the infrastructure on the Montezuma site. Mr. Walling advised that their problem with trying to complete infrastructure on the Civic Center site would be the inability to raise funds for a facility located on City property . In response to Council Member McCartney, Mr. Walling advised that the initially - proposed, 5,700-square-foot building was based on the square footage available at the Civic Center site. Phase I is planned to include some retail space and a coffee shop to help create income to defer costs of property maintenance. Phase II is expected to be about 20,000 square feet at build -out. Ms. Lair advised that the original proposal was planned t(Y primarily serve the Foundation's needs. The current proposal takes into consideration needs for a cultural center that can house "the arts" and maybe incorporate other existing arts organizations in an attempt to have a symbiontic relationship between the organizations and maybe share space and equipment, etc. Council Member Sniff fully supported the proposal noting it has many positives for the community. He believed the City is not financially able to complete the Civic Center campus at present and it is somewhat restricted in location. He preferred the idea of locating the Arts Foundation in The Village. The proposal has many benefits that includes, not only accommodating the arts, but will be paid for by benefactors and will encourage development of The Village and other cultural activities. He noted that the Boys and Girls Club is on City property and has attracted a significant number of donations by benefactors. He stressed that it is important that the project be supportive to future commercial development in The Village and not intensely competitive nor intrusive to other businesses in The Village. He wished to see the proposal referred to the City Manager for further review. He believed that this will indicate the City's n City Council Minutes October 18, 1994 support of the Arts, and__ development of The Village: and will not involve any direct expenditure of City or Redevelopment funds. Council Member Perkins believed that the proposal should be referred to the Cultural Affairs Commission. While he has a great deal of respect for the Arts Foundation and the job they are doing, he had major concerns with them being the umbrella for other local non-profit cultural organizations and being the lead agency in the development of the project. He objected to this being a "one organization" complex because there are many cultural organizations in La Quinta and the purpose of the Cultural Affairs Commission is to bring these organizations together. He believed all of the cultural organizations should be a part of the basic design and without that, he would not vote to commit City property to the project. In response to Mayor Pena, Ms. Honeywell, City Attorney, advised that he has no conflict of interest because he no longer has any economic interest in the property across the street. Council Member Bangerter supported the proposal stating that La Quinta has become the "hub" of culture in the valley and the proposal will serve to increase that. She was concerned about the site being large enough for expansion. In regards to the Arts Foundation being the umbrella for other cultural organizations, she noted that there are some liability issues involved with non-profit organizations and there are benefits to having an umbrella organization. She felt the City should move forward in the investigation of this project. Council Member Sniff believed that being a lead agency does not imply dominance. He had no problem with referring the proposal to the Cultural Affairs Commission for their recommendations back to Council. Council Member McCartney was fully supportive of the expanded concept. He had no problem with referring it to the Cultural Affairs Commission, but cautioned staff to expedite the project and not allow it to be "bogged down" in unnecessary red tape, but rather making it the number -one priority of the Commission. He suggested that the Cultural Affairs Commission also review various structure types that could facilitate this development, such as a Board or Lead Agency. He shared the concerns regarding the limited space for expansion and suggested looking at the possibility of using the Civic Center library space or construction of a low -profile, two-story building. Mayor Pena supported the proposal noting the Arts Foundation has done an excellent job in the community bringing recognition to the community and providing service to La Quinta residents. He believed the proposal could provide stimulus for the downtown area and supported referring it to the Cultural Affairs Commission and staff investigating the unresolved issues. 5 City Council Minutes 8 Council Member _Perkins --said he didn't wish to give the supportive of the project, but had some concerns. He capability to expand the facility is important. October 18, 1994 impression that he wasn't believed that the size and Ms. Lair advised that the Avenida Montezuma is their preferred site because it is the largest site and has multi -story capability. They have no objections to working with the Cultural Affairs Commission or any other arts groups, however, the La Quinta Arts Foundation has the capacity to raise funds for the project because they are one of the oldest arts organizations in La Quinta. Council Member Perkins said he did not have any problem with the Arts Foundation being the umbrella agency as long as all cultural affair groups have a part in the project and continued to support processing their proposal through the Cultural Affairs' Commission. MOTION - It was moved by Council Members Sniff/Bangerter to direct the City Manager and appropriate City staff to begin discussions with the La Quinta Arts Foundation for the Avenida Montezuma site and that this item be referred promptly for review by the Cultural Affairs Commission. Council Member McCartney clarified with Council Member Sniff that the motion was of investigation at the Avenida Montezuma site only. Council Member Perkins stated he could not support the motion being site -specific and believed the Cultural Affairs Commission should review the entire concept, including all sites. Motion carried with Council Members McCartney/Perkins voting NO. ORDER NO. 94-224. At this time, Council decided to take up Study Session Item No. 1. STUDY SESSION 1. INTERVIEW OF APPLICANTS FOR CULTURAL AFFAIRS COMMISSION AND SELECTION OF ONE MEMBER. Council proceeded to interview the following applicants: 0 -- MEMORANDUM To: Cultural Affairs Commission From: Clint Bohlen, Parks and Recreation. Director Date: October 24, 1994 Subj: Site Location for the La Quinta Arts Foundation Review Request by the City Council - Request by, Staff for Special Commission Meeting RECOMMENDATION: That the Cultural Affairs Commission review the attached staff report and coorespondence before the Commission' Special Meeting which is recommended to be scheduled for November 7, 1994 at 7:00 p.m. in the Study Session Room. BACKGROUND AND OVERVIEW: On Tuesday, October 18, the City Council reviewed a site location report from staff regarding a permanent home for the La Quinta Arts Foundation. The report presented a response to a Council request at a June Council meeting regarding a review of City -owned properties which would be appropriate for a locating a new Arts Foundation building. Staff presented several options to the Council on October 18. In its review, the Council referred the issue to the Cultural Affairs Commission for comment. Staff is suggesting the Commission review this issue during a special meeting of the Commission in Monday, November 7 due to the fact that Jerry Herman, Community Development Director of the City of La Quinta will not be available to present the issue to the Commission during the current meeting, and nor will the City's financing consultant from the RSG company, Mr. Frank Spevacek. Mr. Herman and Mr. Spevacek will be availavle for the November 7 meeting. 7 To: Mayor and Council, City of La Quinta Tom Genovese, City Manager Jerry Herman, Director of Planning From: La Quinta Arts Foundation Carolyn Lair, Executive Director Date: October 17, 1994 RE: Cultural Center Proposal - La Quinta Arts Foundation You have received the report from the Planning Department entitled "Consideration of information regarding an ultimate site location for the La Quinta Arts Foundation' . Below, I have briefly outlined the Arts Foundation's reasons we believe the property on Montezuma to be the best and most feasible site option for the Cultural Center site of all City -owned property. • LARGEST SITE - Of all the city -owned properties, the Montezuma site is the largest at 45,100 square feet. This site can best accommodate the proposed 20,000 square foot building. • FINANCING AND FUNDRAISING - The Montezuma site would be easier to privately fund raise for. Since the City of La Quinta is not in a position to dedicate funds to the cultural center project, the La Quinta Arts Foundation shall assume full responsibility for the $5 million of fundraising. The Montezuma Village location is more attractive for private fundraising. The Civic Center Site would be viewed by many donors as a civic govemment facility. SUPPORTS THE VILLAGE CONCEPT - Development of the Montezuma site would be a catalyst for further Village development as adopted by Council in the "The Village of La Quinta Specific Plan". In a meeting of July 7, 1994, where City Redevelopment and Finance consultants Frank Spevacek and John Yonai met with Jerry Herman and Arts Foundation representatives, the consultants stated their preference for the Montezuma location as compared with other all city -owned lands. Activity in the Village core would be a positive economic stimulator and get things moving. • PUBLIC PRIVATE PARTNERSHIP - Although the City does not have the cash to support construction of a Cultural Center at this time, the City's contribution of the land would be a strong gesture of support and political good will. The gift or long term lease of the site with market value currently at around $400,000 would tremendously assist the fundraising efforts. The time frame for starting would be much earlier for the Montezuma site. • PUBLIC ACCESS - The potential for public access in the Village location with a pedestrian orientation is greater. The possibility of the Cultural Center as a "mixed use" site with some limited retail (cafe or book store) would not only contribute to the on -going operating costs to the Cultural Center but would also serve to pull the community to the site in an active rather than passive way. A mixed usage facility would not be feasible on the Civic Campus. P - CU C� _._....•^� AGENDA CATEGORY: OF I t'� BUSINESS SESSION: COUNCILJRDA MEETING DATE: October 18, 1994 CONSENT CALENDAR: ITEM TITLE: STUDY SESSION: _ Consideration of information regarding an ultimate site location for PUBI.IC HEARING: the La Quinta Arts Foundation RECOMMENDATION: Review the information, direct staff as to which site is the most desirable, and if appropriate work out the issues regardina the site. FISCAL rMPLICATIONS: None at this time. BACKGROUND AND OVERVIEW: In June, the La Quinta Arts Foundation presented a concept proposal to the City Council for the expansion of their facility to have it become a center for the arts (Attachment 1). In that proposal the Foundation requested utilizing the City's property on Montezuma to construct this building in two phases. After consideration and discussion, Council requested that the Foundation supply the City with information on the square footage for the proposal. In addition, staff was instructed to provide a comparison of other available sites where the facility could be located (Attachment 2). Since that meeting, staff has met with representatives of the Foundation. Seventeen City -owned sites were discussed during this meeting, of these, only four sites were determined to be large enough to accommodate the approximately 20,000 square foot building. The following information is presented for your consideration relating to the following four sites: the Civic Center site, 48th Avenue site, the existing Chamber of Commerce site, and the requested Avenida Montezuma site. Civic Center Site As the 6,000 square foot facility was originally proposed, the Civic Center site was appropriate. The proposed uses at that time included the administrative offices, display area, art work area, sales area, and an area to conduct art classes. Since then the functions of the facility have expanded to be more comprehensive in nature and include: administrative offices, board room/library, exhibition space, retail area, coffee shop with catering, workshop/classrooms, music rehearsal room, 150 seat theater, historical/art displays, media center, studio space, and storage area. Issues that relate to this site are: 1. Limited space for the proposed 20,000 square foot building. 2. Commercial uses. 3. Outside functions on the site would be cumbersome. ccsTFJx.00i 9 4. 5. 6. 7. 8. 9. Foot traffic and parking problems. Local merchants may be concerned with commercial activity. The site consisting of 32,400 square feet and an anticipated 201000 square foot building is restricted f( future expansion. Outside financial donations would be limited. Limited access and visibility The proposal could be accommodated if more property is committed to the Foundation. 48th Avenue Site Issues that relate to this site are: 1. This site is removed from the central focus of the community. 2. It does not stimulate Village commercial growth. 3. The site is being considered for other uses. Chamber of Commerce Site Issues that relate to this site: 1. The site contains 20,000 square feet which equals the building area requested by the Foundation wh would not provide any on -site parking spaces. The Requested Avenida Montezuma Site Issues that relate to this site: 1. This site contains approximately 45,100 square feet which is large enough for the 20,000 square building. 2. The development could stimulate downtown development. 3. Other uses of the site may be more appropriate. Proposed Facility The requested multi -story building is proposed to have approximately 20,000 square feet. As requested. following is a list of the proposed space allotment and proposed uses: Phase I Administration Storage Board Room/Library Break Room Reception Arts League Packing Room Square Feet 29600 300 750 900 150 900 300 100 10 Total 20% Circulation, Mechanical, etc. TOTAL Phase II Exhibition Space Small Retail Coffee Shop with catering Workshop/Classrooms Studio Space 2 @ 1.50 each Music Rehearsal Room Total 20% Circulation. Mechanical, etc. TOTAL Extended Space Rehearsal Theater (150 seats) Restrooms Historical Displays Art Displays Media Center Storage Total 20% Circulation, Mechanical, etc. TOTAL 4,760 950 5,710 1,200 300 750 1,000 300 300 3,850 770 4,620 600 1,800 400 1,000 1,000 2,000 300 7,100 1.420 8,520 Phase I and II 10,500 TOTAL 209000 (Totals have been rounded off to the nearest whole number.) CCSTFJH.001 11 Unresolved Issues The following issues will need further analysis and investigation by staff in conjunction with the Art Foundatio proposal: 1. The sale, gift, or long term lease of the site. 2. Commercial uses on the site (rents, sharing of profits, etc.). 3. Public improvements (funding, installation, etc.). 4. Maintenance of the building and grounds. 5. On -site parking requirements versus deferred parking. 6. Donations for the building construction/ improvements. 7. If any City and/or Agency financial assistance is requested, the means to fund the assistance must t identified. FINDINGS AND ALTERNATIVES: Based upon Council direction, staff has analyzed other City property. The conclusion is that the propos Avenida Montezuma site and the Civic Center site, if more property is committed, are capable accommodating the anticipated Foundation building. The Avenida Montezuma site could, -however, stimuli further downtown development; however, the other issues raised need to be further researched. The options available to the Council are: 1. Direct staff as to which site is the most desirable and if 'appropriate work out the issues regarding site; 2. Direct staff to research the matter further; 3. Deny the request of the Foundation. He n ing Development Director Attachments: 1. Arts Foundation proposal 2. Council minutes of June 21, 1994 CCMTJH.00t 12 f D ,..� t ` _ _ -. i L - �"Rlkl�+i�capY^_'��T"♦sR�• '�5c-w.*�' � .a �S y, n �.10r"' .'�..... _`.1'� i.� - , . ` •�i .��.'^ytray�'fifRi�-k+.•-'Y'ys Fri-d�7..�" ,.u" x+ , � , i - � .� - C, ♦ a �.�..�. K 1.G ... -� . ,.., .y 'fir .i••� �'�{ ..•��' �..N'i•�r l^Y" roWi�.j...K+r �A ��IlU7'w l�'r►'I.µt y l ,• ,-C + f i - ¢- ♦ a.._. .tom--..+, _ 1 7 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: LA QUINTA ARTS FOUNDATION DATE: JUNE 21, 1994 SUBJECT: PROPOSAL FOR A LA QUINTA CENTER FOR THE ARTS & CULTURE PROPOSAL The La Quinta Arts Foundation is seeking City Council's input and conceptual approval for the La Quinta Arts Foundation to develop a specific plan for a La Quinta Center for the Ar.s and Culture on City owned property in the Village of La Quinta. PROJECT DESCRIPTION Tne La Quinta Arts Foundation would like to build a Center for the Arts and Culture that would be a home for the La Quinta Arts Foundation and an umbrella 'or other Iccal non-profit cultural organizations. More than a passive arts facility, we envision this to be a mixed use project +hat would become cn active center for social, limited commercial as well as cultural activity. It is our intention that the facility be designed to become a distinctive destination and community meeting place with the outdoor spaces as significant as the indoor design. Components of the proposed facility may include exhibition gallery, performing arts theatre, outdoor cinema, rehearsal dance studios, children's theatre, recital halls, cafe, boutiques, book store, cultural arts library, film and video editing facilities, music lab, artists "live -in - work" studios, office space, lecture halls, ceramic art studios and outdoor performance plaza. The facility would be designed to promote cultural excellence and diversity to meet the needs of local residents and out of town visitors. We are asking that Council give conceptual approval for the City owned property in the Village at the east end of the Community Park, bordered by Bermudas, Montezuma and Navarro Streets to be considered as the potential site for the facility. The size of the property is suitable and its close proximity to the park, post office, library, bank, gas station and Chamber of Commerce would build upon the synergistic activity of the developing Village area. The Arts Foundation would act as the lead agency in the development of the project. The mixed use cultural facility would be built in three phases to allow adequate time and planning for a large scale fundraising campaign to privately raise all funds necessary for the construction. June 21, 1994 Page f of 3 14 BACKGROUND At the time of the City's incorporation in 1982, civic and community leaders promwed the development of a Village in La Quints where artists and the arts would play a major roie in creating an unique identity for the City and invigorate the local economy. The La Quinta arts Foundation was soon formed to realize the collective cultural aspirations of the young c:ty. After thirteen years of working in a mutually beneficial partnership with the City, the Arts Foundation has attained national reputation for its fine quality arts events and educational programming. The Foundation has always produced its events and maintained its limited office and teaching facility in the "Village" hoping that some day the potential of the "Village" would be fully realized. In "The Village at La Quinta Specific Plan" adopted by the City Council in 1987, the "arts theme" was included as important characteristic of the Village. The concept of a quaint, pedestrian oriented retail and cultural district made good sense economically and in terms of community development, however, 'he impetus to fully realize the dream has, to date, not happened. THE NEED The City of La Quinta is experiencing tremendous growth. New developments such as PGA West, The Quarry, Rancho La Quinta as well as population growth in the adjacent areas of Bermuda Dunes, Indio, Indian Wells and Palm Desert have created new demands on our limited public amenities. The demographics of our area are also changing dramatically. Seasonal senior residents no longer represent the largest population group in our region of year round resident ages-35 to 45 year old's do. The majority of this population group have children of various ages. It is necessary 'o reevaluate our programs and public facilities to meet current needs. As the population grows our lack of an adequate cultural facility becomes increasingly evident. The arts Foundation averages more than twenty inquiries and requests weekly for expanded programs. Our limited facility has been stretched far beyond its capacity to meet community needs. At this time there is an urgent need to expand programming and establish adequate permanent facilities locally. Foundation is dedicated to serve the growing needs of our local community and must adopt a strategy to meet these needs immediately. June 21, 1994 Page 2 of 3 15 BENEFITS TO THE CITY OF LA QUINTA 'he benefits to the City -of to Quinta of this proposci are many! • La Quintc would be the home of a unique, beautiful and cost effective cultural center niike anything -not exists ;n Coac^eiia Valley or the region. • The construction of the facility would be completely paid for by the Arts Foundation s membership and private patrons. The development of -he cultural center ' in the Village location could provide the cotalyst for the dream of the Village of Lo Quints to be realized. • The cultural center would provide a home not only for the Arts Foundation but house other current and future arts & cultural organizations. Sharing a- facility would serve to enhance communication, maximize efficiency and minimize -he cost for eecin creaniza-.on to effecnvely sere the community. • Bring in additior.ai sales tax revenue to the City. Increase the value of the land held by adjacent property owners. • Provide a focus for the community and an effective marketing tool for the Chamber of Commerce to market La Quinta. SUMMARY The La Quinta Arts Foundation hopes that the Council will find the project worthy of further considere-.on and see the multiple dynamic purpose of a project of this magnitude. Upon Councils conceptual approval, Lo Quinta Arts Foundation is ready to proceed to develop a proforma for the project. June 21, 1994 Page 3 of 3 16 ATTACHMENT 2 LA QUINTA CITY COUNCIL MINUTES JUKE 21, 1994 Regular meeting of the La Quinta City Council was called to order at 3:00 P.M. by Mayor Pena followed by the Pledge of Allegiance. PRESENT: Council Members Bangerter, McCartney, Perkins, Sniff, Mayor Pena ABSENT: None CONFIRMATION OF AGENDA - Confirmed APPROVAL OF MINUTES MOTION - It was moved by Council Members Sniff /Bangerter to approve the minutes of May loth. Motion carried with Council Member McCartey abstaining. MOTION - It was moved by Council Members Sniff /Bangerter to approve the minutes of June 7th. Motion carried unanimously. ANNOUNCEMENTS - None PRESENTATIONS - None PUBLIC COMMENT - None WRITTEN CORRESPONDENCE a. Letter from County of Riverside re: meeting relative to County Service Area 152 on June 28th in Riverside and requesting representation from the City Council. Council concurred in sending a staff member to the subject meeting as there is a special Council meeting scheduled for that date. b. Proposal from the La Quinta Arts Foundation relative to use of 0 City -owned property. Nancy Marks, out -going President of La Quinta Arts Foundation, expressed appreciation for the cooperation that has been existent between the Foundation and the City. Joan Foster, President -Elect of La Quinta Arts Foundation, 17 advised that for several years they have -looked forward to expanding their facility and have it become a center for the arts. The C:ty-owned property in The Village would be perf ect for their facility. They are seeking conceptual agreement by the City.Council and some staff support to move forward with this idea. Mayor Pena felt that it would be appropriate to refer the matter to staff and schedule it for a study session. At that time, the Council could have some staff input and analysis. Council Member Sniff believed that time is important and felt that based on this excellent proposal, for the Council to indicate conceptual approval of the idea and to also indicate to the staff to move forward to determine its feasibility. He didn't feel that there was any point in scheduling it for a study session, if a majority of the Council isn't in favor of endorsing the basic concept. Council Member McCartney felt that conceptually, the idea is long over -due. His question is size - what will be needed ten years from now and how it will grow and in what phases. He didn't wish to see us create a center that is shoe -horned into a space that we quickly outgrow in three to five years. He wished to see enough expansion capability built into it. He wasn't sure that the proposed site fits those expansion capabilities, but there may be additional sites that would work as well. He was in favor of as large and magnif icant an art center as we can find. Council Member Bangerter expressed support of agendizing the matter for more in-depth discussion and moving forward. Carolyn Lair, Executive Director of La Quinta Arts Foundation, advised that the Foundation has recently changed its mission to cultivate and nurther the arts in the entire Coachella Valley. Therefore, Council Member McCartney's comments about size are important. As they develop the ideas about a cultural facility, they would to be working with the other cities so that support and operation of the facility would be shared by a regional area. They also wish to design a model that is a mixed usage with a commercial aspect, so that it isn't a passive facility where people only !come when specific events are occuring. The other -important idea .is that we try to embrace and act as an umbrella for the other art organizations. They are thinking of doing the project in phases so that funding raising does not become an over-. whelming burden and that the Foundation be the lead agency in the fund-raising activity. The reason they are attracted to this particular site is because they are dedicated to the notion of The Village and would like to do something that would create a catalyst for the actual development of The Village. 18 Council Member Perkins agreed that we need to make sure that the site is large enough for the future needs and has expans.ion capability. He felt that developing a phasing plan requires some study on the part of the Foundation and the City. He also wished to know how the other organizations are going to fit in and this is something else that could be discussed in a study session. He believed that there are a number of organizations that could fit into this, acknowledging that we need to have one organization spear- heading the effort. He was in favor of the concept and felt that we should proceed and have it back to the Council for more detailed study as quickly as possible. Council Member Sniff stated that he was very much in favor of this proposal which he felt is a bold move and that we need to move forward with it with a determined effort because the only thing that is going to get The Village moving is a bold stroke and this is a bold stroke. Regarding the size of the property, it is very substantial and will accomodate a very large building and has a strategic location. MOTION - It was moved by Council Members Sniff/Bangerter to give conceptual approval to the proposal of the La Quinta Arts Foundation and direct appropriate City staff to determine its feasility and to schedule a study session at an early date. Council Member McCartney wished to make sure that we look at not just this site, but also other City -owned property: He noted that there is,a lot of property available on the Civic Center site that would accomodate a building this size. Therefore, he wished to see both sites considered. Ms. Lair advised that they have already done a investigation into this site and because of traffic and size, they believe that other site is more feasible. Council Member McCartney wished to see a focus on both sites because we don't want to get ourselves backed into a situation where we can, t grow and expand and if it' s the success we want it to be and it has regional impact then we will need a lot of parking and thought needs to be given to pedestrian traffic. Council Member McCartney asked if the intent of the motion is directed to a study of the proposed site only and Council Member Sniff advised that it is. Council Member Perkins felt that other sites should also be looked at. Motion failed to carry with Council Members McCartney, Perkins and Mayor Pena voting NO. John Walling, Arts Foundation Board Member, advised that they need.to initially develop a program as to what will go on in 49 the facility and until that is done you really cannot talk about a site . -- once in a study session, these things can be determined. MOTION It was moved by Council Members Perkins/McCartney that the City Council approve a concept of a La Quinta Center for the Arts and Culture and that this matter be referred back to the staff for a review of the recommended site by the Arts Foundation and any other site that may be available or practical. Motion carried unanimously. MINUTE ORDER NO. 94- BUSINESS SESSION 1. 2. CONSIDERATION OF SPECIAL ADVERTISING DEVICE 94-045 FOR APPROVAL OF SUBDIVISION FLAGS FOR "LAGUNA DE LA PAZ" ON EISENHOWER DRIVE WEST OF WASHINGTON STREET. Council Member Perkins abstained due to a conflict of interest and left the dais. Mr. Herman, Planning Director, advised that the request submitted by Laguna de la Paz is for six additional flags. They have previously been approved for four flags. The policy is to grant flags for six -months with the opportunity for a six-month extension. The permit for the previous four flags expires in August and the recommended conditions at this time is that this request also expire in August. MOTION - It was moved by Council Members Sniff/Bangerter to approve Special Advertising Device 94-045 subject to the recommended findings and conditions of approval. Council Member McCartney advised that if request is approved, it will bring a total of 71 flags flying in La Quinta during the last three -months. Motion carried with Council Member Perkins abstaining and Council Member McCartney voting NO. MINUTE ORDER NO. 94- CONSIDERATION OF SPECIAL ADVERTISING DEVICE 94-046 FOR 20 FLAGS FOR THE STARLIGHT ESTATES PROJECT - TRACT 23773-1. Mr. Herman, Planning Director, advised that Starlight Dunes has submitted an application for 20 flags. Sixteen of those flags will be along Fred Driving Drive behind the wall and -four flags in front of the sales trailer near the corner of Fred Waring and Galaxy Drive. The permit would be for six months. MOTION - It was moved by Council Members Sniff/Bangerter to approve Special Advertising Device 94-046 permitting 20 flags ME �I to lolls Kv I Mn O O ' `• O W k I ® I i I I I O 07 9 0&&VAVNdb = •. w rl •a / r '00000� of u t 0 G©�00 J`v�P• 4 3 O a • • 5 VO/N3Ad `_tr" •� ..... •s •� �. •+ 1\ a-O at `O i^ O OO or . 0 H rl Q a► • �. v • 8 .� -0. I X00 , O ti taw• 1 _ A _ _ A . i • I � Siz Ck ;® Q o l a, .4 r N i0 0 0 9 O i r p •a •. � � 1 ti•� I 1 ( � I h O VO/N3AV / G iL ••� : i� �,•.1• �1 • N r a1 VOiN3Ad ti9 ,�' AL tiJ va 0� O at Z � c 2 o � o 4 v 1 • ••.a.ay \p � •IrMr.!• • L CULTURAL AFFAIRS COMMISS,JN SPECIAL MEETING MINUTES November 7, 1994 I. CALL TO ORDER The meeting of the Cultural Affairs Commission was called to order at 4:00 p.m. in the La Quinta Civic Center East Conference Room. ROLL CALL: MEMBERS PRESENT: Commissioner Honey Atkins Commissioner Steve Berliner Commissioner Kathryn Hull Vice Chairperson Michelle Klein MEMBERS ABSENT: Commissioner Martin Langer Commissioner Toni Lawrence Chairperson Susan Francis STAFF PRESENT: Clint Bohlen, Parks & Recreation Director Jerry Herman, Community Development Director Frank Spevacek, RSG, Inc., City Consultant on Redevelopment Issues II. CONFIRMATION OF AGENDA Chairperson Hull requested that Business Item VIII. B. be removed from the Agenda. The Chair approved the request. III. APPROVAL OF MINUTES No minutes for approval IV. ANNOUNCEMENTS No announcements. V. PUBLIC COMMENT None. VI. CORRESPONDENCE AND WRITTEN MATERIALS None. VII. STAFF REPORTS None. 22 VIII. COMMISSION BUSINESS A. Carolyn Lair, Executive Director of the Arts Foundation, presented a proposal for developing a Center for Art and Culture on City property located along Avenida Montezuma, across from the CVRPO Community Park. Ms. Lair discussed the history of the site at the Civic Center, and possible arrangements for locating an arts center at the Civic Center site. Ms. Lair indicated that it would be difficult to fundraise for constructing a facility on public land, so the Civic Center site is not a viable one in the Art Foundation's opinion. Councilperson Sniff interjected that the Commission's authority in looking at this issue was strictly limited to review only, and nothing more. A recommendation was not called for in the motion that Mr. Sniff made in referring the issue to the Cultural Affairs Commission. Councilperson Sniff suggested that the Foundation consider other City properties. The concept broadened, and it was envisioned that the arts center would serve all cultural organizations of La Quinta, with the Foundation serving as the lead, coordinating agency. It was suggested that the City provide the land as a gift to the Foundation, or a long term -lease (Mr. Spevacek suggested that the gift concept would probably be illegal under public law). Ms. Lair indicated that the staff report attached to the Agenda researched 17 sites; the Arts Foundation felt that the Village Specific Plan demanded that the Montezuma site be selected. Commissioner Berliner asked how other cultural organizations would be involved. Mr. John Walling, representing the Arts Foundation Board (along with the Board President, Ms. Joan Foster), indicated that the idea was to include all La Quinta organizations, including the Commission, in the design of the site, as the objective was to accommodate all organizations' needs. Commissioner Hull asked if a concert hall of 500-700 seats was planned. Ms. Lair indicated that the preliminary design reflects a 150 seat theater, and that the goal was to conduct community input sessions to measure the needs of La Quinta. Commissioner Hull questioned if this was a short term or long term solution. Ms. Lair stated that three phases would be planned per the site master plan. Mr. Walling indicated a larger theater could not be accommodated on the site, due to square footage restrictions. Ms. Lair indicated the City does not have money to build a larger facility, and asked the question who would pay for a larger theater. Commissioner Hull suggested that the plan include a larger theater, with the .idea of acquiring adjacent land through additional fundraising. Ms. Lair stated that the City is already looking at contributing land valued at $400,000, and that Mery Griffin has been approached regarding a substantial donation to cover the cost of contracting the facility, perhaps with his name being used. Mr. Spevacek indicated that the land value was probably closer to $500,000-550,000, and that there are additional concerns to be worked out regarding the concessions concept, and what percentage of revenue the City might require of the concessionaires. Mr. Sniff agreed with Commissioner Hull that a larger theater seating 500 or more is desirable, and suggested the City might consider a lease on a similar lease arrangement patterned after the Boys and Girls Club or YMCA leases - perhaps 50 years. He suggested a multifunctional facility which would meet broad community needs. 23 Commissioner Atkins questionea what the administration of the facility would actually look like. Ms. Lair stated that they have not gotten that far along, that perhaps a board would be formed, that the Arts Foundation would have final say, and that other organizations would have a voice in accord with their contribution to the fundraising effort. Mr. Walling said one of the major issues to be explored is how operating costs of the building would be allocated to the user groups. Commissioner Berliner questioned if the Arts Foundation has developed a fundraising strategy. Ms. Lair indicated that the Foundation has $400,000 for a capital drive already, and that Mr. Griffin has been approached to contribute $5 million, and he's open to considering the request. Commissioner Atkins said the facility would be a benefit to the community; Vice Chair Klein and Commissioner Berliner agreed. Councilperson Sniff said he wouldn't want to tell the Commission what to recommend; he was hoping that the Commission would support the proposal. Commissioner Hull suggested that the Commission review the proposal with the whole Commission at the next regularly scheduled Cultural Affairs Commission meeting, and develop a consensus to present to the Council at its first meeting in December. The visitors left the meeting at this point. IX. COMMISSIONER COMMENTS No Commission comment. X. COMMISSIONER REPORTS & INFORMATIONAL ITEMS No reports. XI. NEXT MEETING DATE, TIME AND TOPIC La Quinta Civic Center Study Session Room November 21, 1994 Regular Meeting, 7:00 p.m. Children's Museum Presentation Art in Public Places Youth Art Works Program Commission Handbook - Written Materials Commission Work Plan Change of Meeting Time from 7:00 p.m. to 3:00 p.m. XII. ADJOURNMENT It was moved by Commissioner Berliner, seconded by Vice Chair Klein to adjourn the meeting to the next regularly scheduled Cultural Affairs Commission meeting on November 21. Motion carried unanimously. Meeting adjourned at 4:55 p.m. CLINT BOHLEN Parks and Recreation Director 24 Date: November 22, 1994 To: City Council Mayor John Pena Glenda Bangerter, Mayor Pro-Tem Michael McCartney Ron Perkins Stanley Sniff From: Cultural Affairs Commission Subject: La Quinta Arts Foundation Proposal to build a Cultural Arts Center on City -owned Property The Cultural Affairs Commission reviewed the Arts Foundation's Proposal as presented to the City Council on October 18, 1994 and submit the following observations, comments, and recommendations: Concept The Commission agrees there is a need for a Community Cultural Arts Center in the City of La Quinta. This project would be in the City's best interest and would serve our community in a positive way. Therefore we enthusiastically support the concept of developing a Center in the Village. Site We believe the site located on Montezuma, as recommended by the Arts Foundation, is the site which can best accommodate the proposed center and create a central location within the City. It would enhance the Village and encourage further development. However, it presents a limitation for space requirements. Recognizing the limited space for the performing arts in the present tentative design of the Center, consideration must be given to 1) reserving the Civic Center site as a possible backup for a theater annex to the Center, or 2) the possible purchase of the additional five lots adjoining the property. We further recommend that the City grant a long-term lease of the property to the Arts Foundation, rather than make an outright gift of the land. "Umbrella" for Community Arts Organizations It would seem that working in partnership with other community cultural organizations would accomplish much. The concept of 25 City Council November 22, 1994 Page -2- various arts organizations being housed in, or using the center is viable, providing the facility is adequate for their needs. All cultural organizations should be a part of the basic design. Because of the unclear nature at this point as to how groups other than the Arts Foundation will eventually participate in the use of the facility, we believe the City Council and the Cultural Affairs Commission should participate in decisions with respect to other groups' participation under the so-called "umbrella" of the Arts Foundation. Facilities It is premature to get into details of the facility, but there is some concern with the proposed plan, such as the size of the theater, the music rehearsal room, absence of a dance studio, etc. We recommend that consideration be given to designing a theater that would accommodate professional performances as well as community programs. If the size of the property does not accommodate a professional theater of at least 500 seats, perhaps consideration should be given to placing it in a separate location, but still as a part of the total complex design. We would recommend some liaison with the City Council and/or the Cultural Affairs Commission for advice and commentary on architectural plans, site design, and facility construction. Administration We recommend that if the Center is truly a Community Cultural Center it be administered by a Board of Directors composed of community members who are a cross section of cultural and business interests, or representatives from the arts organizations that will utilize the space and services. It would be wise to have planning meetings with representatives of all cultural organizations that are potential users of the Center. Their use requirements and general input will be invaluable in realizing a truly useful and important facility in our City. Financial Responsibility The Arts Foundation's theory that they have the greatest ability to obtain money certainly can't be ignored and we wouldn't want to do anything to jeopardize their source. But, there are others who also have backers. It would seem that working in partnership with the various cultural groups could produce wide community support from numerous sources. A project of this magnitude needs a well -organized development plan. 26 City Council November 22, 1994 Page -3- The contribution of the City in providing the site for a Cultural Arts Center is of great value in soliciting financial support. The collaboration of public and private support guarantees access to major funding. Conclusion The Cultural Affairs Commission strongly supports the concept of developing a Community Cultural Arts Center in the Village, and recommends that all arts organizations become a vital part of its development in cooperation with the La Quinta Arts Foundation as the lead agency and the City of La Quinta as a partner. 27 PROPOSAL TO DEVELOP AN ARTS ACADEMY IN THE CITY OF LA QUINTA INTRODUCTION The City of La Quinta is aware of the economic value of the arts in a community through such programs as the La Quinta Arts Festival, the Community Concerts and the Art in Public Places program. Because the City is in a growth period with more families and businesses moving into the area, it is important to provide enrichment programs which are not available through the public schools. One such area which is not adequately provided in the school system is arts education, i.e., music, dance, theater, and the visual arts. There is a high level of enthusiasm and interest in the City for the development of meaningful programs. A joint venture in arts education and cultural development will promote community spirit and the City's image. PROPOSAL It is proposed that a public/private partnership be established between the La Quinta Arts Academy and the City of La Quinta. In working together, both the public and private sector will benefit culturally, educationally and financially. The La Quinta Arts Academy is to be located in The Village in a building to be designed and built for a program in the arts. The City of La Quinta will work with the developer in providing adequate space for a school with classrooms, studio, recital and theater space. The directors of the Arts Academy will work with the City and developer in designing appropriate space for group and individual instruction, dance studio, recital hall, theater, classrooms, gallery for exhibits, and office and administrative needs. The recital/theater space of approximately 500-600 seats will be available for all community and nonprofit groups to use as a rehearsal, meeting or performance hall. The design may include a small balcony so the auditorium will comfortably accommodate smaller audiences. It will also be available for rental for commercial purposes. Fees will be scaled to the use or organization. 28 PROGRAM The initial program will be developed for music education. Initially this will include individual and class instruction in piano, orchestral instruments, voice, and music theory. Computers will be utilized in music theory instruction. As funds allow a computer lab will be established with MIDI -keyboard systems for computer generated music composing and arranging. As the music program is established, dance classes will be offered for jazz, ballet, modern and tap for students of all ages. Finally theater arts will be included. It is expected that a children's theater workshop will be established, with community theater for adults and youth as an outgrowth of such a program. Concurrently individual and class instruction will be developed in the visual arts, which will include instruction in basic drawing, watercolor, oils, sculpture, and other media as requested. It is expected that the visual arts program will be directed by the La Quinta Arts Foundation through a cooperative program. Students of all levels from pre-school through adult will be accepted in the Academy, and assigned to classes appropriate for each age and level of accomplishment. Public performances will be presented through recitals and exhibits at appropriate intervals throughout the year. Most student events will be open to the public at no cost. In addi- tion there will be recitals by faculty or professional artists for which there would be a ticket fee, thereby generating addi- tional income. SCHEDULE The school will operate year round, closing only for the month of August, for two weeks the end of December, and one week in the Spring. Classes will be available six days a week, closed on Sunday. Hours generally will be from 9:00 a.m. to 9:00 p.m. The Academy will open whenever construction is complete, an agreement of operations between the City and the Academy is finalized, and staff and funds are secured. TUITION Each student accepted into the La Quinta Arts Academy will be assessed a semester tuition competitive with other private schools payable monthly or by the semester. In addition, a small W monthly materials fee will be assessed for music and art classes, and a one-time registration fee of $35. It is expected that a scholarship program will be established for serious and talented students who have a financial need. STAFF All teaching staff will be certified in their profession and will have had experience in teaching in the particular curriculum to which they are assigned. Administrative staff will be under the supervision of a Direc- tor/Manager, and will be supported by clerical and special staff as needed. FISCAL AND OPERATIONAL MANAGEMENT There will be a Board of Directors of not more than seven to oversee all operations of the Academy. Representatives from the City, the arts community, and the public will serve on the Board. General management will be under the Director of the Arts Acade- my, who will have the authority to hire and manage staff. A financial officer will manage all financial matters, and all records will be maintained by a professional service. The Board of Directors will consist of a President, Vice Presi- dent, Chief Financial Officer, Secretary, the Director of the Academy, and two other Directors. It is proposed that the City of La Quinta construct the facility and lease it back to the La Quinta Arts Academy at no cost (or $1 per month) for the first year, and thereafter at a mutually agreeable fee. This would provide continuing income to the City, and allow the Academy to become securely established financially. The Academy will maintain adequate insurance and will meet requirements for operating a private school. A parent/community support organization may be formed to assist in securing and maintaining adequate funds for operations, and provide volunteer support services. Use of recital space by community and nonprofit groups will be made available by reservation and payment of a nominal fee to cover operating costs. Commercial use may be negotiated at a competitive fee to be determined. Naturally, programs of the Academy will have first priority on the use of the facilities. 30 SUMMARY We believe the La Quinta Arts Academy will provide direct financial benefit to the City of La Quinta, and will substantially promote the City through its broad outreach program. An audience will be developed that will bring many families into the Village Center who will use the services, businesses and facilities of the City such as restaurants, shops, library and parks. The La Quinta Arts Academy will provide the City of La Quinta with a program unique to Coachella Valley and a dimension the City would not have otherwise. The image of the City of La Quinta will be enhanced by having a cultural -educational facility in the center of its community. The joint effort between the public and private sector brings together all aspects of the community. It is only through the arts that all ethnic, socio- economic, and cultural barriers are overcome. Submitted by: Kathryn B. Hull P. O. Box 947 La Quinta, CA 92253 (619) 771-1041 February 1994 (to La Quinta Redevelopment Agency) June 1995 (to La Quinta Cultural Affairs Commission) 31 LA QUINTA ARTS ACADEMY PLAN OF OPERATION Hours of operation for classes will be from 9:00 A.M. - 9:00 P.M. Morning hours will be filled with adult and preschool programs. Afternoon hours will be for school aged young people. Saturdays - for all ages, as scheduled. Evening classes will be scheduled as requested. Public programs will be presented as needed. Use of the facility will be available for rent as requested, with the Academy having first priority for use. PROPOSED FEE STRUCTURE MUSIC PROGRAM: Piano: Lessons for 50 students/week @ $30/hour Group Lessons - (up to 8 students) @ $15/hour ea. Theory: Lessons on computer @ $ 2/lesson Voice: Lessons for 10 students/week @ $30/hour Winds & Brass: Lessons for 10 students/week @ $30/hour Strings: Lessons for 15 students/week @ $30/hour THEORY/COMPOSITION: MIDI -Keyboard system with computers. Hands-on Lab fee @ $10/hour DANCE: Class Lessons for 50 students/week @ $15/hour Tap Modern Jazz Ballet THEATER WORKSHOPS FOR CHILDREN: Fee $35/mo./child Community Theater for Adults and Youth: $25/mo./person USE OF FACILITIES: Auditorium Rental to: Nonprofit organization Commercial venture Community activity Studio Rental: Practice Room Rental: $200 $500+ $100 $ 8/hour ($125/wk) $ 5/hour 32 LA QUINTA ARTS ACADEMY PROPOSED ANNUAL BUDGET (50 students for 10 months) INCOME: Students: Fees: Registration @ $35 Music Lessons ($30/hr; 30 hrs/wk x 40 wks) Lab ($40/student/mo.) Materials (12/Student/mo.) Dance Lessons ($15/hr) Theater Workshop ($35/mo) Community Theater ($25/mo) Misc. (computer lessons, etc.) Grants: Foundations Corporations Civic Government Donations: Individuals Service Clubs Parents Friends/Support Organization Fund Raising Activities Tickets: Performances (2 @ $8 - $10) (250) Special Events (3 @ $10 - $12) Rentals: Nonprofit organizations (4 @ $200) Community Organizations (10 @ $100) Business Meetings/Seminars (10 @ $500) Practice Rooms (4 @ $100/mo.) Teaching Studios (2 @ $400/mo.) TOTAL PROJECTED INCOME: Annual $ 1, 750 36,000 20,000 6,000 30,000 17,500 12,500 2,400 75,000 25,000 10,000 10,000 15,000 4,000 1,000 5,000 20,000 4,000 7,500 800 1,000 5,000 4,000 8,000 $321,450 33 LA QUINTA ARTS ACADEMY PROPOSED ANNUAL BUDGET EXPENSES: Monthly Annual Salaries: Staff: Director $ 31000 $36,000 Executive Secretary 21500 30,000 (@ $15/hr) Faculty: Computer Inst.($15/hr) $ 11200 $12,000 (4 hr/day x 5 ) Dance ($15/hr) 1,800 18,000 (6 hr/day x 5 ) Piano ($25/hr) 3,600 36,000 (6 hr/day x 6 ) Strings ($25/hr) 3,000 30,000 (6 hr/day x 5 ) Winds & Brass ($25/hr) 21000 20,000 (4 hr/day x 5 ) Theory/Composition Inst. 1,200 12,000 ( $2 0/hr; 3 hr/day x 5 ) Theatre Inst.($20/hr) 11200 12,000 (3 hr/day x 5 ) Orchestra Director ($35/hr) 420 (4 hr/perf. . x 3 perf . ) Total Faculty: $14,000 $140,420 TOTAL SALARIES: $19,500 $206,420 Operational Expenses: Computer Programs $ 11500 Power/Water/Utilities/Phone 500 6,000 Supplies 1,500 Equipment repair/replacement 11000 Insurance 2,700 Postage/Printing 81000 Employment Taxes, S.S., Unemply. @ 11.95% 25,025 Public Relations/Advertising 5,000 Dues & Subscriptions 500 Staff Education/Seminars 300 Rental of Equipment 200 Props/Costumes 21000 Bank Charges 150 Contract Services: Custodial 11500 18,000 Accounting/Tax Preparation 6,000 Benefits: Medical Insurance/ 300 $ 3,600 Vacation/Sick Leave TOTAL OPERATIONAL EXPENSES: $ 81,475 TOTAL EXPENSES $287,895 34 START UP COSTS: Equipment: Computers (8 @ $1,100 + Printer) $10,000 Pianos: Acoustic: Concert Grand 35,000 Studio Grand 25,000 Studio Upright(5) 75,000 Keyboards/MIDI(8) 20,000 Kitchen Appliances (Microwave, Coffee Maker, Refrigerator) 11000 Tape/CD/Recording Equipment 21000 Furniture: Desks (5) 11000 Desk Chairs (5) 500 Side Chairs (15) 11250 Bookcase (2) 200 Tables (3) 150 Files (6) 600 Sofa 500 Lounge Furniture 1,000 Office Equipment: Computers (2) 31000 Printer (Laser) 10,200 Programs 1,000 Adding Machine/Calc. 100 Phones 500 Fax 1,000 Copy Machine 51000 (or Lease @ $125/mo.=1,500/yr.) TOTAL EQUIPMENT COSTS: Building: 15,000 square feet @ $100/sq. ft. (Balcony with 100 seats) Theater: Seats (500-600) Sound system Lighting system Window treatments: Floor coverings: $185,000 $1,500,000 35 r 3 December 6, 1994 City Council Minutes 1VICCARTNEY RESIGNING FROM T HE a. L.. . ER FROM MICHAEN ARY 3, 1995. CO IL, EFFECTIVE JA Sniff/Bangerter to. eive and file MOTIO .=` - It was moved by Council Members 1994. Motion Cartne 's resignation letter dated November, , Council 1Vf er Mc Y R NO. 94-257. d unani sty . MINUTE ORDE came tions for y't % ` `' the available op city Clerk to present the Council . Mayor Pena asked meeting. filling the vacancy at, -next me . g ., US— �".`"cc cF.SSN PTING A LA QIOMIDDLE UINTA 1. CONSIDERATION OF RESO TION DIFFERENCE DAY FOR THE HIGH SCHOOL DONATION FROM ADVENTURE PROGRAM. Quinta Middle School & Recreation or.,, dvised that some La Q Day"and they are Mr. Bohlen, Parksed in a walk- duri "Make -A -Difference students participate to the ; . ks & Recreation Department's High donating $394 from the rais nds ` er, Ms. Reasor. Adventure Program. He in r r ced the class t =Nh4M Mid chool, presented Council with a her at La Quinta Ms. Reasuc, sixth -grad national "Make ifference Day" was held on check for $394. Sh ised that r class anticipated it'�,:a a event. She introduced tw 22nd; and ludents in he P newer and Albert Holguin - October of the participate . dents who were top walkers, Chelse RESOLUTr NO. 94-74 F LA QUINTA, A RE ION OF THE CITY COUNCIL OF THE CIZE YOUTH C � ACCEPTING GIFT OF FUNDS TO S RN , CIPATION IN THE HIGH ADVENTURE PR; 94-74 as Members Sniff/Bangerter to adopt Resolution w was moved by Council x. submitted. Motion carried unanimously. AIRS COMMISSION REVIEW OF LA Q CONSIDERATION OF CULTURAL AFF ZUMA-BYTE PROPOSAL 2� UIl�1TA ARTS FOUNDATION'S MONTE 1the Council referred a proposal by Parks & Recreation Director, advised that on October 18 994 art' and cultural Bohlen, Par the La Quinta Arts Foundation for locating an ref IX. D Date: June 21, 1995 To: CULTURAL AFFAIRS COMMISSION CITY OF LA QUINTA From: Kathryn B. Hull, Commissioner RE: National Assembly of Local Arts Associations Annual Convention San Jose, California June 10-13, 1995 There were approximately 950 artists, arts administrators, arts consultants and volunteers from public and private arts organization from all over the United States sharing information on arts programming and arts funding in topical sessions. These sessions focused on Advocacy, Grantmaking, Literature, Technology, Arts in Education, Cultural Facilities, Public Art, and Resource Development. It was impossible to attend all of them, and so this report -will cover only those which I attended. Advocacy In revamping arguments for advocacy one must look at the percent of a community's poverty level that is not being served. Individual council members must be shown what will benefit the community. Identify the needs of a community. The arts revitalize downtown. Look at the base funding. In Denver, one -tenth of one cent in sales is designated to support the cultural district. Gather statistics. Opinion data is good for media use. Get to know non -arts people --business leaders, officers, i.e., sports people, engineers, news media, etc. Serve on other boards to find out what's going on and who's doing it, look for ways to incorporate the arts. Categorize advocates: education, communications, etc. Do your homework. Get to know people who run the businesses and corporations. Include "arts enemies." NALAA has information on how to do an economic impact study for $4,000 to $6,000. Grantmaking/ Funding It is essential to look at stabilizing an organization, not just providing temporary financial solutions. One essential factor for stabilization is to couple it with strategic planning. Secure a grant to do a feasibility study for a new facility, provide continuous evaluation of programs, and design programs in collaboration with users, always with sensitivity to the culture of the organization. Issues of trust: Technical assistance versus grantmaking; motivation; capacity; coordinated services; keep funders advised of progress. Funds must be an adequate amount and for long enough to make an impact. Art in Public Places can include a program to work with individual artist's concerns and issues. One way to secure public art is to commission an art piece, and sell small replicas to pay for it. Sponsor a "Board Recruitment Fair" for nonprofit organizations. "Tools for Change" symposium could be sponsored by the business community for nonprofit groups to help them be open to change, and learn how to make changes. Tell businesses and corporations to make a capital investment in the local arts industry. Keep in communication with corporate heads by providing a constant flow of information about the arts and/or your organization. When businesses are considering a new location, the second question asked is "What is the quality of life?" The arts play a major role in the answer. Public housing (HUD) dollars are flexible. Funding is available for programs that serve at -risk children, crime prevention, building conversions, provide youth salaries, job training, materials, and after -school activities. Grants are available from the National Endowment for the Arts (NEA) for planning facilities. (A letter from President Clinton was read indicating his strong support for the arts and the NEA.) Jane Alexander, Director of NEA, gave a report on the positive effects of NEA. She urged arts organizations to generate human interest stories for the media. NEA has three areas of funding: Partner Grants, programs of National Significance, and Direct Grants. Tap into the resources of the military in the local area. They can supply labor; they can hire artists. Get local businesses to hire artists in a joint effort in advertising. Festivals Perhaps the most exciting sessions were given by Marilyn Wood, the artist -in -residence. The focus was on celebrating the arts, and she demonstrated her concepts through slides of community events she has choreographed and produced. She says: create a media event; include everybody, then spotlight the best when it all comes together; it's all free and accessible --you can't sell community spirit. (See attached flyer.) Cultural Plans A plan can cost from $10,000 to $32,000 and take 12-16 months to complete. It will have a significant impact, provide increased funding, create conflicts and provide resolutions. Plan for what the whole community will do. A cultural plan is a "living" document which needs to be evaluated periodically. Define cultural for your community; form a partnership to develop a plan which is broad based; identify and secure the funding. Incorporate: 1) pre -planning, to determine if there is a reason to develop a complete cultural plan 2) assessment, to identify needs 3) planning, to meet needs and create a document 4) publish plan, to inform community at large 5) strategies of implementation Raising Funds from Individuals (see attached) Position the organization to raise funds Need staff to do it, preferably full-time Train board and volunteers Maintain information on donors Develop, define fundraising plan Use artists to help state your case Be involved in the community Everybody wants to be an expert. Tap into their expertise. Develop relationships based on trust. Have each board member compile 10-20 prospects who can contribute $250+. Start with the best prospects, face to face; then phone calls; then letters. Staff does the homework, the board solicits. Corporations budget in the fall; submit request by September. Develop a case for giving: How organization serves community What the organization accomplishes How the donor benefits How much money needs to be raised, and why Identify organizational leadership Compile a simple annual report Ask people for money seven times a year for operating funds; use various ways to do it. Always ask for money on everything sent out. Informal Sessions Over coffee and croissants every morning, "interest area" groups met to talk informally and share information about their community and programs. Other "interest groups" were so casually constructed that no significant impact was made. Had there been structure, specific issues could have been addressed, but when the "ignorant" talk with the "un-informed" nothing worthwhile comes from the contact. Social Events A reception "A Taste of California" held in the hotel's patio was a lively event, and a great way to introduce our State to those from other parts of the country. The Bay Area Artists' Showcase presentations of dance and music were scattered over the large area of the Plaza. Naturally there were several wines to taste and snacks to nibble. The San Jose Museum of Art was open, and while wandering through the galleries, we listened to live music played in the entry. Another delightful evening's event of Folk & Traditional arts was held at Villa Montalvo, California's Historic Estate for the Arts in the foothills of neighboring Saratoga. Outdoor performances included ethnic musicians (Indian and Armenian), cowboy poetry reading, and Cambodian dancers. (see attached) A Political Action Committee is being formed under the umbrella "Arts for America." It is recruiting supporters. (see attached) Summary Overall, the conference was valuable in providing information on community arts, becoming aware of arts programming throughout the country, and networking with our counterparts. However, at times it seemed unorganized and unstructured so that valuable people were not utilized to the best advantage. Those new in the art field would have benefitted the most. MARILYN WOOD Producer/Director • Celebmdons P.O. Box 9590 • Sets Fe. MN 87,501.9590. 505-984.2250 0MIM4 CONCEPTS TO INTRODUCE MARILYN WOOD AND THE ART OF CELEBRATION MARILYN WOOD is: A Creator of Contemporary Celebrations Worldwide A Dancer/Choreographer who "choreographs cities" A Celebration Director who reinvents the spirit and the energy of the ancient festival for contemporary life CELEBRATIONS bring the entire community together to celebrate itself through the arts and to share energy together as a community. CELEBRATIONS transform familiar places into "magic" giving everyone an enhanced "sense of place" for their city. CELEBRATIONS bring all the arts energy of a city together to collaborate in creating a unique experience of spectacle and participation in the heart of their community. CELEBRATIONS animate public spaces with excitement and high energy and are free, visible and accessible to all. CELEBRATIONS are a vibrant segment of the living arts which create fresh images of community connection and engage the creativity of all in its process. CELEBRATION become, through this process, a powerful tool for community identity and healing. 2- How to Raise Money from Individuals Successfully National Assembly of Local Arts Agencies 1995 Annual Conference Tuesday, June 13, 1995 — 9:00 to 10:30 a.m. Leaders: Halsey M. North & Alice H. North, The North Group Inc. 8:55 What do you want to learn today? 9:00 Welcome and introduction. 9:05 "Never ask a stranger for money." 9:10 How to position your organization for effective fundraising: • Case, confidence, constituency, leadership, & organizational stability. • Staff, board, and other key volunteers. • Organizational fundraising knowledge & experience. • Office systems, software, secretarial support, space for volunteers, etc. • Fundraising plan. 9:30 How to get board members to fundraise: • Involvement in long-range planning. • Approval of budget. • Board giving. • Board leadership and commitment of resources. • Board education and training. • Tasks in bite -sized pieces. • Board members as fundraising volunteers. 9:50 Broadening your base of donors + increasing their commitment: • Constituent and prospect research. • Collaborations. • Prospect cultivation/volunteer involvement. • Membership campaign/"friends of ... " program. • Special event fundraising. 10:10 How to organize an individual gifts campaign: • Size of campaign matches resources/ is achievable. • Structure. • Timetable. • Training (how to make a call & what you need to know). • Campaign materials. 10:20 O&A. 10:30 Adjourn. Nor local ARTS local cultures tradition ' VILLA MONTALVO ' ' Saratoga, California �► Sunday, June 11, 1995 ' 7:QOpm order of performances ' Toto and Shakehead Singers and, Dancers from Grindstone ' Rancheria, Glenn County, California Curtis Burrows and Jess Bill, ceremonial leaders Virginia Bennett, cowboy poetry from Tice Ranch, Twlsp, Washington Cambodian Classical Dance So hili,ne Cheam Shapiro (.Los Angeles), Charya P F g Burt (Santa Rosa, CA) and soloist for "Chhouy Chhay"and Arya and'Thirayuthia Sonn ' 1 (Long Beach, CA) ---' � intermission --- Armenian Traditional Music Richard Hagopian, ud (Visalia, CA) Harold Hagopian, violin and kanun (Brooklyn, NY) ' ' Richard Acciavatti, bass (Newark, NJ) Hagop Jack Zarzatian, Jr., dumbek (Hudson, NH) ' This program of Folk & Traditional arts was commissioned by the National Association of Local Arts Agencies and local cultures/Musical Traditions (San Francisco) with funding from the National Endowment for the Arts v4 rtS �ftr ,� u4erce4 The current Congressional climate has prompted arts leaders to come together to establish,A its Jor ,A suer;--4, a 501(c) (4) organization. ,A its Jor ,A weriea was created to provide educational information and legislative advocacy on behalf of the arts in the United States. An integral part of,A its Jcr ,A wericR's strategy in the pursuit of these objectives is the creation of the, 4 its far ,A n4er;e t Political Action Committee (PAC). A PAC uses its money to help elect qualified legisla- tors who support an issue and appropriate federal funds accordingly. Naivete will get us nowhere! Recent surveys have revealed that only 34 percent of Americans can correctly identify what a PAC is and what function it plays. As a group, arts supporters have tried to garner support on all levels, in our communities large and small as well is in Congress. It's time to step up the fight before it's too late: a PAC will give us more visibility and credibility in the government arena. How Your PAC Contribution Will Benefit the Arts Your money will only go to those candidates who support the arts, and a federal role for the arts, in America. And it will give you access, an opportunity to state a position to lawmakers before they vote. , 4 its Jcr ,A weri,cR PAC will also benefit you: it increases your political impact. According to the Citizens Research Foundation at the University of Southern California, only 14 percent of the American people have ever made a political contribution. Be a part of that 14 percent of Americans who are footing the bill for 100 percent of the campagin costs in this country! Your PAC does something for you that you cannot do for yourself: it gives you a chance to send a message about the issues you share with arts supporters across the country. It gives you national impact, which is what those of us supporting a federal role for the arts in our culture need right now! Become a player for the arts in America.. before it's too late! Yes, I would like to become a member of,A its Jor ,A werc.-.4. Enclosed is my minimum contribution for membership: $25.00 (Membership to,Arts For,Axserrart) $75.00 (Membership to,Arts forAoftcrrcR PAC) $100.00 Please accept my personal contribution 'Establishes you as a charter member in $50 $100 $250 $500 $750 $1,000 $5,000* Other .4rts J&r,Amar .t Please print: Name Address City Date State Zip Only personal checks or money orders can be accepted. Please mail your personal contribution to: Arts forAmerica PAC, P.O. Box 27994, Washington, DC 20038-7994. Because your membeship fees and contributions will help our lobbying and political efforts on behalf of concerned citizens or the arts, they are not tax-deductible. NATIONAL ASSEMBLY OF LOCAL ARTS AGENCIES 1995 ANNUAL CONVENTION in SAN JOSE, CALIFORNIA PRE -CONFERENCE JUNE 89 9910 follow up report by Susan Francis, Chairwoman La Quinta Cultural Affairs Commission The pre -conference offered four tracks of study: Arts in Education, Cultural Facilities, Public Art and Resource Development. I attended the Resource Development track but ehe t was able to hear a couple of the speakers in the Cultural Facilities track and totake tour of cultural facilities. Along with the seminar tracks offered, there were round discussions on various arts -related topics in which I participated. There was also a Hospitality Suite where attendees could engage in one-on-one conversation that I fouadditionally educational since the conversation was always arts related. The contacts made during this trip can provide us with information and resources for various future projects. This report will cover some of the highlights of the key lectures I attended. In some cases I have listed lectures and defined the topic, referencing the attached materials. For b broader study or more in-depth research, the (very extensive) study materials provided y each speaker are attached. PART I: CULTURAL FACILITIES "Artists and Arts Facilities Help Build Our Neighborhoods" was the overall message of the opening seminar for the pre -conference. "Finding Funding For Capital Projects and For Operating Facilities" - Speaker Lee Dennison, director of Challenge and Advancement Program for National Endowment for the Arts, emphasized that communication is the key. The focus of the speech was how to ask for funding when dealing with federal agencies and what to expect and how to react". If you get turned down for a request for funding, find another approach f r the same request. For example: You are denied the request for funds to renovate a old building for a theatre. If that building is leased to a 5016 arts agency, your application would qualify for renovation funding. If an application is turned down, try again during the next funding cycle. Often the application is considered premature with regards to realistic expectations on the part of the applicant. Perhaps the information provided doesn't sufficiently demonstrate that the project is far enough along to accurately determine the budget needs. Mr. Dennison's advice was to be humorous and be consistent. There are many grants worth pursuing. N.E.A.'s Challenge Grant must be matched ona4 to 1 basis. Challenge grants range from a mini grant of $75,000 to maximum granto $1,000,000. A Design Program Grant is up to $50,000 and must be matched 1 to 1. The Cultural Facilities Tour was most interesting. The first site visited was to San Jose's Multi -cultural Arts Incubator. The site was an old two story building, owned by the city, located in a less desirable area of downtown. It was used to house a subdivision of the police department whose offices were on the ground floor. The second floor, divided into several independent sections, was used as office space for a variety of local emerging arts 501c3s who met a specific criteria and demonstrated a well planned annual budget. (Being in a 'bad' part of town, the ground floor police presence made for a safe, viable cultural project.) PART II: RESOURCE DEVELOPMENT MAKE IT SOCIALLY UNACCEPTABLE TO 'NOT SUPPORT' THE LOCAL ARTS IN YOUR COMMUNITY. "Apprenticeship Training and After -School Programs" - Speaker Bill Strickland, N.E.A. Council Member and Executive Director of Manchester Craftsmen's Guild, was the most charismatic and motivational speaker of the pre -conference. He spoke oft any challenges he has faced to build his facility in Pittsburgh, The Craftsmen's Guild. This 'arts incubator' organization performs the service of a broker ... they broker the arts in t he community. His presentation included a slide show of the humble beginnings of an effort to get impoverished black kids to develop an interest in the arts. Today his multi' pion dollar, multi -cultural, multi -disciplined arts facility has served thousands of at youths. His motto is "Our imagination is the key to the future" (and "don't let Gingrichizm push you down"). Referenced lectures: "Summer and After School Programs and Funding" - Dian Magie, Executive Director of Tucson -Pima Arts Council, discussed Block Grants. With regards to building and property projects, these grants must be 'revenue neutral', (they can't be for revenue producing projects). Up to 15% of state funds may be used for enhancement of buildings and property. "Children of the Future, An Americorps Program" - Presented by Nicholas Hill, Program Director for the Greater Columbus Arts Council in Ohio. Mr. Hill discussed their program, Arts and Public Safety, which strives to develop conflict resolution skills for young kids through the arts. I attended an open forum conducted by the Office of Juvenile Justice regarding the Pathways to Success program. This is program offers grant funds of $50,000 per year per agency for youths "at risk". To go after this kind of grant, begin by assembling 'planning teams' who study and address the social ills of the community. Cultural Tourism / "How To Identify & Develop Key Resources of the Community Marianne Klink, Federal Liaison for N.E.A. How to promote those resources; how to measure economic impact; how to involve the tourism industry. "New Market Fund" - Linda Martin, Executive Director of Tacoma Arts Commission, found that sharing the marketing efforts with other organizations resulted in increased returns. The hotel / motel tax is available and can work with New Market Fund. (I know that hotel / motel tax is available to us in California. We must research this.) "Splendor's Exhibit and Economic Impact" - Charles Jarrell, Special Projects Officer for Department of Art and Cultural Affairs in San Antonio, encouraged arts agencies to draft "a percentage for the arts" program within their own cities. Its important to find out how people hear about events. The usual ways, in order, are word of mouth; newspaper; TV; posters; other. "Its crucial to work with the tourism department of your area to promote your events." "Economic Impact of Cultural Tourism" - John Haworth, Assistant Commissioner for the Department of Cultural Affairs in New York, emphasized that to be a part f he the agenda of community building, an arts agency must have an understanding o community. "Cultural tourism = economic development 101." Mr. Haworth showed a poster they created to promote their local museum which had the very catchy phrase, "This summer tour the world or visit Midtown Museum, same difference". Another marketing tool was a "Tour D'Art" coupon book created in partnership of many businesses, the museum and various attractions. Additionally, they have developed a very successful program training key community people (concierge, taxi & limo services, hotel management, etc.) to direct tourists to events. In summation, I found the conference to be very informative, providing a multitude of practical materials and reference sources in addition to excellent networking contacts. To get the most out of a conference like this, one should pace themselves. So much information is presented in a series of fast paced sessions, non-stop from early a.m. to late p.m. that trying to digest all the information presented can be overwhelming. I would suggest attending pre -selected, specific classes, staying in one track and taking advantage of the networking opportunities in the Hospitality Suite. The benefits of attending such a conference outweigh the expense. I recommend annual attendance by Cultural Affairs Commissioner(s) due to the benefits of staying abreast with contemporary cultural trends, sources of funding, resources for cultural studies and developing valuable contacts in the world of art and culture. I appreciate the opportunity to attend this year. Thank you! Reference Materials Available with this report are copies of all the materials I collected at the NALAA pre- conference. These reference materials are: • complete contact list of all speakers and their profiles • complete contact list of all attendees • fact sheet of Entitlement Grants for Community Development Block Grant Program Cultural Facilities Fund • Portfolio, periodical of business / arts partnership program • The Arts Build Communities, brochure by U.S. Dept. of Housing & Urban Development • Public & Indian Housing Drug Elimination Technical Assistance Program application kit • National Clearinghouse Catalog for arts programs for Alcohol &Drug Prevention Work • Untapped Public Funding For The Arts, 1995 NALAA resource development handbook • listing of State Agencies & Juvenile Justice Specialists • Planning Your Facility Projects, handbook researching the 'dos and don'ts' of facility funding • Arts Bridge, a profile of arts incubators • Incubator Resource Catalog • Arts & Tourism marketing Plan • Artist Trust, journal for artists & arts supporters • Economic Impact Report of the Arts (in San Antonio) • complete press packet for Artrain, Museum in Motion (a project with which I am familiar having been instrumental in bringing it to El Paso, Texas) IX. E 4 e4�Q�rw MEMORANDUM TO: CULTURAL AFFAIRS COMMISSION FROM: TOM HARTUNG, INTERIM PARKS & RECREATION DIRECTOR �174Y DATE: JULY 24, 1995 SUBJECT: CANCELLATION OF AUGUST CAC MEETING It is the Commission's pleasure whether to go dark (cancel) or hold the August 28, 1995 meeting. MEMOCAC.008