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CACMIN 08 10 2000 CULTURAL ARTS COMMISSION MINUTES August 10,2000 I. CALL TO ORDER A regular meeting of the Cultural Arts Commission was called to order at 7:00 p.m. in the Study Session Room of the La Quinta Civic Center. Chairperson Shamis presided over the meeting. Commissioner Diamond led the Pledge of Allegiance. MEMBERS PRESENT: Commissioner Denise Diamond Commissioner Leslie McMillan Commissioner Elaine Reynolds Commissioner Rosita Shamis (Chairperson) Commissioner Stewart Woodard (Vice Chairperson) STAFF PRESENT: Dodie Horvitz, Community Services Director Cristal Spidell, Secretary II. PUBLIC COMMENT Elisa Louden introduced herself to the Commission. She is a new resident of La Quinta and wants to get to know La Quinta. William Cain is a 3 year resident of La Quinta and presented an art proposal to the City Council for consideration for the Civic Center Campus. He has some items he would like to discuss with the Commission at a later time. III. CONFIRMATION OF AGENDA Staff asked that Consent Calendar B. Art in Public Places Financial Report be removed. Staff also asked to remove the Consent Calendar C. July Report. These reports are not available at this time. IV. CONSENT CALENDAR A. Approval of Minutes of July 13, 2000 B. Art in Public Places Financial Report for July 2000 - This item was removed until the next meeting. C. Monthly Department Report for June & July 2000 - July Report was removed until the next meeting. The May Department Report was inadvertently inserted into the packet instead of June. Staff will provide the June and July Department Reports in the next agenda. It was moved by Commissioners Woodard/Reynolds to approve the Consent Calendar with the deletion of the Art in Public Places Financial Report for July 2000 and the June & July Monthly Department Report. Unanimous. V. PUBLIC HEARING - None G:\MyData \CRIST AL \CAC\CACMIN.8-1 O. wpd VI. BUSINESS ITEMS A. Work Plan Assignments The Commission discussed the tasks in the Work Plan that was approved by the City Council. Under the Temporary Art Placement Program task, Commissioner Reynolds reported that KSL (Doug Yessarian) said they will, on a one time basis to see how it goes, pay for insurance and installation of temporary art on KLS property. Commissioner Reynolds has given information to a few artists that were interested in participating. Commissioner Reynolds will head up this task since she has worked on it in the past. The Commission discussed the Temporary Art Placement program. Commissioner Woodard asked if it would be appropriate for the Commission to ask the City Council to revisit the Temporary Art Placement program so as to have temporary and permanent art in La Quinta. Commissioner Woodard asked for clarification regarding the city paying for insurance coverage for the art items they purchase on a permanent basis. Staff explained that Art in Public Places Funds are used for long-term permanent art pieces so the City owns the art work, as opposed to short-term temporary art pieces. Commissioner Woodard asked staff to provide information on insurance and handling costs for placing temporary art in the city. He also asked for a copy of Palm Desert's Temporary Art Program. Chairperson Shamis indicated the Commission has a copy of the program already. Commissioner Diamond asked if determining a location for the art piece versus selecting an art piece for insurance coverage would make a difference. Commissioner Woodard suggested the Commissioners check out various spots throughout the City to place art and report back to the Commission. Staff indicated this was already done by past Commissioners, for temporary and permanent art pieces, and the list will be included in the next packet. Commissioner Reynolds suggested the round-about on Avenue 52 as a possible place for art pieces. Chairperson Shamis said she attended a City Council meeting where they discussed the idea, but decided against it due to a potential hazard with people slowing to look at the art work. Commissioner Woodard indicated he would like to head the Develop Public Art Program Information task. Ms. Horvitz informed the Commission that inserts of Art in Public Places is placed in the Community Services Brochure, pictures and information is posted on the City's web site (www.la-quinta.org). and information will be included in the La Quinta Chamber of Commerce map regarding where the public art pieces are located in La Quinta. Coachella Valley Cultural Conferences, Workshops and Events will be Chairperson Shamis' task. Chairperson Sham is read from the General Plan which says "the primary role for all commissions is to increase public input and participation in the determination of the City policies and operating procedures". Ms. Sham is believes the Commission is right on target with this due to the symposium being offered in November. Review Art in Public Places Master Plan task is on hold until 2001-2002. Research and Solicit Grants will be headed up by Commissioner McMillan and Commissioner Diamond. Staff told the Commission that the only requirement for Meet the La Quinta Artist is that they live or have a studio in La Quinta. The "snapshot" of the recipient is placed in the La Quinta Newsletter and they are invited to the Culture in the Courtyard program that is hosted by the Community Services Department. Meet the La Quinta Artist will be a Commission wide task. Everyone will share the responsibility of suggesting recipients, and following up with getting the "snapshot" (short bio and photograph) and inviting them to the Culture in the Courtyard event. G:\MyData\CRIST AL\CAC\CACMIN.8-1 O.wpd It was moved by Commissioners McMillan/Reynolds to accept the 2000~2001 Work Plan task assignments as decided above. Unanimous. B. Meet the La Quinta Artist Ms. Horvitz reminded the Commission that the Meet the La Quinta Artist Program is a short biographical sketch and a picture placed in the Chamber Newsletter. The Culture in the Courtyard is a separate activity hosted by the Community Services Department. The Commissioner(s) chosen to head this task is responsible for selecting and contacting an artist and getting the information to staff prior to the deadline. The September/October artist information is due August 15. The November/December artist information is due October 15. The January/February artist information is due December 15. The March/April artist information is due February 15. The May/June artist information is Due April 15. The July/August artist information is due June 15. The Commissioners discussed potential artists for the upcoming month. Commissioner Diamond recommended Larry & Nancy Cush who are ceramic tile muralists, and Commissioner McMillan recommended Darlene Romano who does performing arts at College of the Desert and La Quinta On Stage. After a brief discussion the Commission chose Nancy and Larry Cush. It they àre unable to participate, Commissioner McMillan will contact Darlene Romano. Commissioner Woodard asked if they could add items to the Work Plan. Staff indicated that if a task is added to the Work Plan it has to go before the City Council. The Work Plan is the City Council's way of authorizing tasks for the Fiscal Year. The Commission will have a joint meeting with the City Council on September 26. The time will be determined at a later date. It was suggested to put a list of topics/agenda items together to discuss with the City Council. This will be placed on the next agenda. It was moved by Commissioner McMillan/Shamis to select Nancy and Larry Cush as the September/October recipient of Meet the La Quinta Artist, and Darlene Romano as the NovemberlDecember recipient of Meet the La Quinta Artist. Unanimous. The Commission discussed the Culture in the Courtyard program. Ms. Horvitz explained the program and said there had been some discussion about changing the time of the event to increase the number of participants. If the program is changed to an evening date, the Commission would be responsible for it due to the availability of only three staff members. This would mean the Commissioners would be responsible for setting up the tables, hosting, serving, and cleaning up. Commissioner Diamond asked if Culture in the Courtyard could be held on Mainstreet Market Place night. After discussion it was determined the program is designed to get people to come to the courtyard and the Civic Center. The Mainstreet Market Place will be held at the Ralph's parking lot during construction of the Village area. Commissioner McMillan suggested this be placed on the next agenda for discussion so the Commissioners could think about what to do with the program. C. Cultural Symposium Chairperson Shamis said all the panelists are in place for the Symposium, with the exception of one. The Keynote Speaker is Jack Mackie and the Moderator will be John Nagus. The Arts Foundation will be represented by Susan Francis, and she will speak briefly if she is able to attend. If she is unable to attend the Commission suggested and agreed to ask Kay Wolff to take her place. G:\MyData\CRIST AL \CAC\CACMIN .8-10. wpd Chairperson Shamis suggestel. _J the subcommittee handling the printing IO contact Desert Sands Unified School District and the City's printer (Arrow Printing) for the possibility of free printing and presented two colors of paper to consider. Commissioner Reynolds asked about a printing budget, and the number of invitations to print. It was suggested to order 1000 invitations, and the printing budget for the Symposium has been estimated at $300. Commissioner Reynolds said Ed Kibby of BIA would distribute 450 flyers/invitations in a mailer to all the builders in this area for $100. They would need the flyers/invitations by September 12th for the October newsletter. Commissioner Woodard suggested the publicity committee work on the item and bring a finished product to the Commission for consideration. The flyer/invitation should be ready for final approval by the Commission at the next meeting. The press release, flyers and invitations are the responsibility of the publicity committee and these items must be presented on disk (Word or Word Perfect 7) for staff to finalize. Commissioners McMillan and Woodard presented a budget and "Potential Donors" list for fund raising efforts. The $3,000 from the City will be considered a "Presenting Sponsor" contribution and the remaining funds received will be on a scale from $50 - $500. Commissioner McMillan also presented an idea of producing a program book for the Symposium. It was suggested that the Commissioners could sell space in the program book and if all the spots are sold approximately $9,000 could be generated from the sale of these spots. Additional copies of the program book could be made to be used for publicity or advertising for the City after the Symposium. Cost to generate the 1000 program books is approximately $2,000. Staff reminded the Commission that all press releases and information for distribution must go through the Community Services Department for review prior to going to print or distribution to the media. Chairperson Shamis said she spoke with Doug Yavanian of KSL, and he said the La Quinta Hotel will provide rooms at no cost for the Keynote Speakers at the Cultural Symposium as long as he knows 60 days in advance. Richard Boudreau of the Cliff House Restaurant will provide food at a cost of $1,000. The Commission continued to discuss various items on the budget for the Symposium and the program book. Staff said that any checks received for advertising must be made out to the City of La Quinta. Commissioner Woodard asked the Commissioners to take the list and start contacting people they know and to start adding names to the list they might suggest for contacting. Chairperson Sham is would like to add background music for the end of the Symposium. Kathryn Hull is looking into what Christian will charge for harp music, or if the Commission prefers, a piano with Mozart is possible. Chairperson Shamis would like to give tours of City Hall to show the participants the artwork. Ms. Horvitz indicated an item on the next City Council Agenda was for permission to use the Council Chambers for the Symposium. Ms Horvitz will be doing a report to update the Council on the progress of the Symposium, and permission to serve wine. Refreshments will be set up in the courtyard. Commissioner McMillan will contact Congresswoman Mary Bono if Senator Adam Schiff's office is unavailable to participate. It was moved by Commissioners McMillanlWoodard to approve the Cultural Arts Commission Symposium Budget Proposal. Unanimous. It was moved by Commissioners McMillanlWoodard to direct the publicity committee to develop a design for the program book, the invitation and flyer, and present it to the Commission at the next meeting. Unanimous. Commissioner Woodard asked about the name of the Symposium because he does not think it is a cultural symposium, its more of an arts symposium. Ms. Horvitz indicated that the name was selected by the previous Commission. The name will be discussed at the next Commission meeting. G:\MyData\CRIST AL \CAC\CACMIN.8-1 O. wpd Ms. Horvitz asked that all writtt... Information be put on a disk using Woru Perfect and provide it to staff. Then changes can be made in-house and finalized. D. Global Mural Conference Commissioner Reynolds expressed an interest to attend the Global Mural Conference in Twentynine Palms, October 22-27,2000. Cost to attend the full conference is $400. Staff indicated that if funds are used for this conference it would mean less funds would be available for the other conferences that were previously budgeted for during this fiscal year. Commissioner Reynolds indicated she would like to attend one day on Tuesday, October 24, and the cost is $100. Commissioner Reynolds indicated she could distribute flyers for the Symposium. It was moved by Commissioners McMillanlWoodard to appoint Commissioner Reynolds to attend the Global Mural Conference in Twentynine Palms on Tuesday, October 24, 2000. The cost of the Conference would be $100, and Commissioner Reynolds agrees to pick up the expense of driving. Unanimous. VII. CORRESPONDENCE AND WRITTEN MATERIALS A. Letter to Robert Lynch, Executive Director, Americans for the Arts - Received and filed. VIII. COMMISSIONER ITEMS Commissioner Reynolds suggested changing the way the artists proposal are presented to the Commission and the City Council, and the direction from City Council be clearer. The Commission concurred and will take this into consideration the next time proposals are being considered. Chairperson Shamis will be introducing the Arts Alliance and president Kathryn Hull at the Symposium. IX. ADJOURNMENT It was moved by Commissioners Woodard/McMillan to adjourn the Cultural Arts Commission meeting. Unanimous. Meeting adjourned at 9:08 p.m. NEXT MEETING INFORMATION September 14, 2000 7:00 PM La Quinta Civic Center Study Session Room · Culture in the Courtyard · Items for Discussion at the City Council Joint Meeting · Artist Partnership Day · Cultural Symposium - Review invitation, program book, press release/Symposium Name Submitted by: crLdoJmm~~~ß G:\MyData\CRIST AL \CAC\CACMIN .8-10. wpd