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HomeMy WebLinkAbout1990/11/13 Cultural Arts Commission Minutes . . . MINUTES CULTURAL ARTS COMMISSION MEETING CITY OF CHULA VISTA, CALIFORNIA Tuesday, November 13, 1990 7:05 p.m. Parks and Recreation Conference Room City Hall ROLL CALL Members Present: Chair Souval; Vice Chair Hendricks; Commissioners Ables, Dumlao, Gerber, McAlister, McGovern, Scott, and Torres Excused Absences: Unexcused Absences: None. None. Staff Present: Jess Valenzuela, Director of Parks & Recreation John Gates, Senior Recreation SupervisornStaff Liaison Nora McMartin, Chula Vista Library--Staff Liaison Others Present: Mary Powers, Consultant Cheryl Coates, Graphics Artist 1. APPROVAL OF MINUTES MOTION Approve minutes of the October 1, 1990. MSUC [SouvaljHenricks] 9-0, approved. 2. UNFINISHED BUSINESS None. 3. NEW BUSINESS: (3a) Goal Settin2 Chair Souval thanked the members for sending b"ck the Priority Sheets. Goal setting was number one. The Directory, Cultural Arts Festival funding, were second and third, respectively. The Complex and the Directc r ran neck and neck, following that was Public Relations, Arts and Education, Design and Review, and the Sister Cities-- in that order. . CULTURAL ARTS COMMISSION MEETING MINUTES November 13, 1990 Chair Souval gave a brief overview of her attendance at the workshop: Arts and Economic Equal Community. The facilitator was Mary Powers; she is here tonight to make some pertinent comments on goal setting ideas. After this commission was okayed by the City Council, some of us met with Larry Baza, the San Diego County Arts Council Director. He strongly recommended to us that we have a Facilitator to begin our Cultural Arts Commission to set our short-, mid-, and long-term goals. Mary Powers, a full-time consultant specializing in governmental and non-profit organizations, was recommended at that time to be that person. She is here today to talk to us about what she can do for the Commission. . Mary Powers talked about how someone such as she--a facilitator--could come in and help the Commission get off to the right start. She stated her qualifications and expertise as it would relate to being the facilitator to the Cultural Arts Commission. She talked about the importance of: a) knowing how a commission works with a city government--the interaction and governmental process; b) the members (of this Commission) now have the task to make recommendations for change regarding the cultural arts issues for the City of Chula Vista; c) how to best approach getting better prepared as a group; d) come together from various backgrounds and individual approaches and ideas into a cohesive, focused, unified group working on one agenda; and, e) spend a good deal of time and discussion answering such basic questions as--What are we as a group? and, Who are we going to serve? and, What do the people we serve need from us and how will we respond to those needs? and, What is important, what will this Commission value as it continues to do its work over the years? What has been discussed in my coming in and facilitate discussion and the answering of these and other basic questions, talking about and help facilitate the process of creating a Mission Statement, and about a vision for the cultural arts community in Chula Vista. Working this down into a series of goals; from the goals creating some strategies--marking objectives that should be met as we proceed. Another important aspect is government process: to make sure there is a clear understanding how a group such as this will accomplish its workload within the confines of a City department and the City at-large. Investing in this process up front saves considerable time in the long run. Members were informed that there were funds, $500 from the State, to pay for the services of the Facilitator. This would include start-up efforts, not a complete strategic plan. There will be approximately 12 to 15 hours of facilitator time included in the proposal. Perhaps we should schedule a one-half day session on a Saturday. The Facilitator's role will be simply to "get us together as a Commission", to set our . -2- . . . CULTURAL ARTS COMMISSION MEETING MINUTES November 13, 1990 priorities and our short-, mid-, and long-term goals, and to help facilitate us to become focused as a group. MOTION Continue this item to the next meeting and by that time have a proposal from Mary Powers and start the review process on that proposal. MSUC [Torres/McGovern] 9-0, approved. QQ.l Special Commission Meetin!! This item was handled in the previous item. ~ South Bav Arts Directorv Member Joan Gerber gave a presentation on this to the Commission members. Based on the poster distributed in the South Bay last Spring, there were over 100 responses from groups/artists who want to be included in the proposed Directory which we envisioned would be completed in late Fall. This was not accomplished and we are at an impasse. We have time constraint to get this Directory completed. To put the Directory together, we need to do: · Collate and type the information from the 100+ forms . Format . Page layouts . Camera-ready copy . Create cover · Bids to print 5,000 copies (partially City in-house and/or private printer) (check specifically, Ferges Printing) . Volunteers to collate pages/staple Estimate to complete typing, format, page layouts is up to $500+/-. This is based on paying Cheryl Coates $lO/hour to do the work. This initial Directory is free to those listed. In future, people may pay to be listed. In this regard it was suggested that some form of feedback would be needed to ascertain benefit Directory may be to those listed. It is like a major sponsor (advertiser) could be found to support the (next) Directory. The Directory is the Chula Vista Arts Directory of the South Bay, it will not be restricted to local, Chula Vista artists. -3- . . . CULTURAL ARTS COMMISSION MEETING MINUTES November 13, 1990 CV Staff Action Item Jess Valenzula stated his staff would contact Larry Baza and see if the County would spring for money to help defray cost of this Directory. MOTION Joan Gerber and Cheryl Coates put together a formal proposal, or sample format, of their particular Directory as well as cost estimate to be presented at the next meeting. MSUC [Torres/Scott] 9-0, approved. Through discussion it was decided in order to approach a source for funding that a finished product was needed. What the Commission needs at this time is "seed" money. The figure quoted as being needed to complete collation of information contained on the questionnaire forms and put a "dummy copy" together was $500. There are monies in the Commission budget that can be tapped for this purpose. If there is not enough money in one fund source in the budget, staff can prepare an item, based on the Commission's direction, to go before Council as to what fund sources can be used for the "seed" money to get the first issue of the Directory completed and distributed. It was believed that there was $50 left in Joan Gerber's fund, other sources suggested included: $100 from Books, Publications and Maps fund source; Printing and Binding fund source, $250. AMENDED MOTION Cheryl Coates is authorized a budget up to $500 in order to collate the information on the forms, prepare page layouts and create a "dummy copy", including a cover-- that would look like a finished product (that could be used to get bids from printers). MSUC [SOUVAL/McGovern] 9-0, approved. (3d) Cultural Arts Festival While this is acknowledged as a priority with the Commission members, it is believed that planning to hold the festival in Spring 1991 may be too soon; perhaps 1992 would be better for the first festival. There is $4,000 in "seed" money that can be used for the arts festival. Additionally, we can re-apply for grants--that will be open next year--to obtain additional funding for this purpose. Perhaps we may wish to hire a consultant to prepare the grants. It was brought up that what the City needs is a Director and staff. -4- . . . CULTURAL ARTS COMMISSION MEETING MINUTES November 13, 1990 Tbe questions raised to the Commission were: Do we want a cultural arts festival?, If so, when do we want it?, and further, What type of arts festival do we want? These are the basic questions needing to be answered. Perhaps thought should be given to setting up a subcommittee--members from the Commission and public at- large--for this item. Preliminary suggestion is to coordinate with the 1992 America's Cup Yacht Races, and create something unique and different from what others are planning--whenever ours might be held. Chair Souval summoned up the discussion, stating that the members were quite right, that this Commission needs to get started on this as quickly as possible. This will be one of the topics of discussion by Mary Powers, to see what she has to propose, at the next meeting, also create a subcommittee and investigate how we can make this happen in 1992. It was suggested that a motto be created so that it could be on the cover of the Directory and other creations of the Cultural Arts Commission. This was thought to be a good idea and members agreed to bring back suggestions to the next meeting. A members stated that he would like to know what a major festival like this would cost, what kind of time commitment, what is involved in the entire process--from the inception of it, putting together the organization to make this thing happen, funding, sponsoring, the logistics--the entire package. It was suggested that it would be good to have someone speak to the Commission who had done this before. Chair Souval said she would invite someone to speak to the group. One source would be Mary Powers. (3e) CV 2000 Subcommittee Report Jess Valenzuela stated that the strategies identified in CV 2000, copy attached to the Agenda, is that at some point in time the Commission would prioritize those items and also integrate that as part of your goals and objectives. These can change over time depending upon the interests and needs of the community. The question is: What are your goals? You have to determine these--it is entirely up to the Commission to decide. The CV 2000 made recommendations that Council concurred with, these are attached; the Commission may choose these and/or others. &l Oral Communications None. -5- . . . CULTURAL ARTS COMMISSION MEETING MINUTES November 13, 1990 (4b) Written Communications None. (4c) Commissioners' Remarks Archie McAllister asked what sources of funding is the Commission allowed to generate for the Cultural Arts Commission? Mr. Valenzuela explained that the Commission, under Ordinance, has the ability to generate funds from public and private sources, there is no real restriction on that. It is recommended that fund raising be centralized and coordinated instead of each person duplicating efforts. Archie McAllister brought before the Commission as a fund raiser--the idea of getting some of the local artists to create Christmas of local scenes and have the cards printed, then sell locally. Barbara McGovern brought before the Commission as another fund raiser--the idea of getting some of the local artists to create stationery art work and have it printed up to sell locally all year-round. It was suggested to set up a subcommittee to follow through on this--advertising the concept, lining up the artists, and so forth. Another idea mentioned is to invite artists--nationally/internationally--to submit their works, for a slight fee, to be considered in a jured show. It was mentioned that possibly two things need to be done: 1) form a subcommittee-- Paul, Archie and Larry--to look into the Christmas card concept; and 2) forming a fiscal or fund raising committee that would take a look at not only private funding and fund raisers, but also the public funding from the County and the National Endowment of the Arts, and the California Arts Council as we are beginning to head into these agencies funding cycles. One of the criteria of these agencies is that you have to have a commission in place. This is an important task ahead of the Commission. Those that you choose, recommend to Council that the City apply for the grants--both from foundations and governmental agencies and private sources. MOTION Form a Christmas Card fund raising committee consisting of Paul Hendricks, Archie McAllister, and Larry Dumlao as members to put together Christmas Cards for funding of Commission activities for FY 1992. MSUC [Torres/Gerber] 9-0, approved. -6- . . . CULTURAL ARTS COMMISSION MEETING MINUTES November 13, 1990 The City does not subscribe to a clipping service. AU members are encouraged to clip articles from newspapers and publications and bring them to meetings to share with other members, or get them to the Chair in advance and she will arrange to have them xeroxed prior to meetings. KFSD, a classical radio station, have a great deal of interest in what the Chula Vista Cultural Arts Commission is doing. We need to think about, prior to the next meeting, how to get information out to the media and public. It was suggested that this type information be released through the Commission. It was requested that Funding Raising Committee be an agenda item for the next meeting. Meeting adjourned at 6:29 p.m. ~ ~ Berlin Bosworth Recording Secretary for the 11/13/90 Meeting [AINOV-13.MIN] -7-