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CACMIN 09 18 1995 I. CALL TO ORDER CULTURAL AFFAIRS COMMISSION SPECIAL MEETING MINUTES September 18, 1995 The regular meeting of the Cultural Affairs Commission was called to order at 7:00 p.m. in the La Quinta Civic Center Study Session Room. Chairperson Francis presided over the meeting. Pledge of Allegiance was led by Commissioner Klein. ROLL CALL: MEMBERS PRESENT: MEMBERS ABSENT: STAFF PRESENT: GUESTS PRESENT: Commissioner Honey Atkins Commissioner Susan Benay Commissioner Steve Berliner Commissioner Susan Francis (Chairperson) Commissioner Kathryn Hull Commissioner Michelle Klein (Vice Chairperson) One Vacancy Marty Nicholson, Parks & Recreation Director Cristal Spidell, Secretary John Detlie Judy Vossler Patrick Welch Silva Carolyn Lair, La Quinta Arts Foundation (7:30 p.m.) Bernardo Gouthier, La Quinta Sculpture Park . Council Member Stan Sniff II. PLEDGE OF ALLEGIANCE III. CONFIRMATION OF AGENDA IV. APPROVAL OF MINUTES - None V. ANNOUNCEMENTS-None VI. PUBLIC COMMENT John Detlie spoke regarding his experience and background working on cultural plans and cultural centers in Seattle, Washington. He was instrumental in starting Allied Arts of Seattle, and Art Alliance for Thousand Oaks. Mr. Detlie provided a copy of A Program Of the Arts for Seattle, and A Program of the Arts for the Greater Conejo (on file). Mr. Detlie chaired the Arts Commission for the City of Seattle, and then he helped develop and chair the Washington State Arts Commission, and creation of the California Arts Commission. Mr. Detlie is available to help the Commission in any way he can. CACMIN.OIO 1 VII. CORRESPONDENCE AND WRITTEN MATERIALS - None VIII. STAFF REPORTS - None IX. COMMISSION BUSINESS A. Cultural Master Plan Discussion With Harris Goldman, Harris Goldman & Associates Mr. Harris Goldman was present to discuss the possibilities of La Quinta developing a Cultural Master Plan. Mr. Goldman shared with the Commission his background which includes being in the arts for about 25 years. Most of his time was spent in the theater, including not-for-profit and commercial. His experience over the years has lead him to his interest in community cultural planning. Mr. Goldman stated that the Commission may be asked if there is a "need" for a Cultural Plan. He believes that one may not "need" a Cultural Plan, but he says that a community would "benefit greatly" from a Cultural Plan. Mr. Goldman added that the need for culture is growing, and more people are attending arts and culture events than sporting events in the United States in the past years due to continued education in the arts. Mr. Goldman then outlined the five step process necessary to prepare for developing a Cultural Plan. The steps are as follows: Step One: Identify Terms of Reference Scope, goals, time commitment, people commitment, monetary commitment, etc. Step Two: Structure for Planning Process Sponsoring agency (CAC) must identify and locate funding, oversee the process, and be the fiscal agent. Leadership must include tmal involvement from the community not just what the Commission wants. Get public involved by forming a steering committee of communiì1 leaders in the arts, business, government, education, parents, students, etc. Form a task force off of the steering committee for additional areas that need covered. Step Three: Need Trained Facilitator Facilitator must coordinate, advise, guide committee, facilitate meetings & agendas. Facilitator does not "do" a Cultural Plan - the community does it.· Step Four: Administrative Support Needed for logistics including mailings to the public, fielding phone calls, answering questions from the public, setting up meetings, etc. Step Five: Form Task Forces As issues are identified expertise will be needed to address these questions. CACMIN.OIO 2 - Mr. Goldman indicated that the planning process is handled in two phases - 1) Assessment Phase, and 2) Strategic Planning Phase. The Assessment Phase consists of building a profile of the community, and the Steering Committee and Facilitator gather this information into a final report which becomes an oral presentation of a written document which is presented to the community by way of a pubic hearing or forum. Through that assessment will come hypotheses which are based upon the findings of the issues and the needs identified. The Strategic Planning Phase addresses preliminary goals including solutions to the issues raised in regards to development of the Cultural Plan. This is where task forces are developed to cover each separate issue at hand. The Facilitator would then lend support and guidance to each task force which would develop over a series of several months. The task force would develop proposals, strategic ways of addressing the issues, etc. Once completed the task force would provide a written document with all the components brought together and presented for approval to the City Council. Once the document is complete it is considered a living document and it will continue. Mr. Goldman stated that "buying in" and getting the right people involved from the beginning, and making sure the right diversity of interests and experience is covered is very important. Communication with all parties, having enough public forums so that no one is left out, and making sure everyone is working together towards the same goal is the key to making the process to go smooth and easy. No two plans are alike, they may sound similar but they are all unique and different to fit the needs of the community. Mr. Goldman gave examples of this with his work on the Imperial County Cultural Plan which Carolyn Lair helped facilitate, and the San Bernardino County Cultural Plans (copies are on file). Ms. Lair told the Commission her main concern is that for the number of affluent population in the Valley, there are so few theater groups, music groups, and cultural groups in the lower end of the Coachella Valley. She would like to see the La Quinta Cultural Plan start to connect with the rest of the Valley. Cooperation and financing will be necessary to help support these things. . In response to questions from the Commissioners, Mr. Goldman indicated that the ideal timeline is 6-8 months on average, however, it could take as long as needed. Meeting time involved for the Steering Committee and the Task Force·Committees would be every 2-3 weeks. If hired as the facilitator, Mr. Goldman would give direction to each of the task forces which were created. Once the task force identifies an issue the steering committee and the facilitator would discuss them, and then meet with the community for their comments. Cost of the Cultural Plan is unknown at this time but it is estimated at $20,000. Final cost will depend on the full scope of what La Quinta wants in its Plan, and the amount of work that is done at the steering committee and task force level. Funding is available for Cultural Plans by way of grants, etc. Commissioner Atkins stated that she wants to make sure the public is informed of all aspects of the process in order to keep within the philosophy of the Cultural Affairs Commission. Council member Sniff stated that he would support the Cultural Plan and encouraged the Commission to move forward with this idea by way of a subcommittee. He further stated that La Quinta needs to work on it's own significant identity, and we need to do what we can as a City to assure it's success. Council member Sniff further stated that some government funds may be available, as well as grant funds but they may take some time to obtain. Patrick Welch asked Mr. Goldman the best way to safeguard against bias from a particular organization such as an opera guild, a theater group, or an arts foundation in developing the Cultural Plan. Mr. Goldman responded that part of his background includes training and experience as a mediator, and mediation is all about how to help people communicate and remain unbias. His knowledge of knowing where bias exists and how to balance it out is part of the job of the facilitator. Mr. Goldman closed by distributing a statement answering the question "if there are no monies available to implement a cultural plan why bother planning", and additional information to the Commission regarding his background, principles, and methodology. Mr. Goldman also provided a copy of the Imperial County and San Bernardino County Plan (copies are on file). . CACMIN.OIO 3 Ms. Nicholson reviewed her memorandum to the Commission regarding contacts with other cities and their Cultural Plans. Of twelve letters sent out only two cities responded - EI Cajon and Escondido. The City of Esco'ndido sent information and recommended contacting Maureen from the California Center for the Arts. Maureen recommended calling Donalyn Julyhn who is planning a workshop in October on how to formulate a city master plan for the arts which staff is considering attending. Ms. Nicholson also contacted Kristin Madson of CALAA and she stated that a Community Cultural Affairs Kit is available to help in the area of planning for the future. X. COMMISSIONER COMMENTS - None XI. NEXT MEETING DATE, TIME AND TOPIC Monday, September 25, 1995 7:00 P.M. La Quinta Civic Center Study Session Room · Election of Officers · Update Work Plan · Update Handbook · Discuss Changing Cultural Affairs Commission Name to Cultural Commission · Proposed Artist Advisory Committee XIII. ADJOURNMENT It was moved by Chairperson Francis to adjourn the Cultural Affairs Commission meeting to the next regularly scheduled meeting on Monday, September 25,1995. Motion carried unanimously. Meeting adjourn~d at 8:31 p.m.. CACMIN.OIO 4