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HomeMy WebLinkAboutArts Commission - 06/11/2007 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, JUNE 11, 2007 7:00 P.M., CITY CENTER 8080 MITCHELL ROAD PRAIRIE ROOM COMMISSION MEMBERS: Ann Rorem, Chair; Heather Olson, Vice Chair: Kelly Brandon, Karen Busack, Farida Kathawalla, Rita McCormick, Steve Mosow COMMISSION STAFF: Sandy Werts, Staff Liaison Peggy Rasmussen, Recording Secretary SUPPORT STAFF: Laurie Obiazor, Manager of Recreation Services I. ROLL CALL Rorem called the meeting to order at 7:06 p.m. Commissioners Kathawalla, McCormick, and Olson were excused. II. APPROVAL OF AGENDA MOTION: Mosow moved, seconded by Olson, to approve the agenda as published. Motion carried 5-0. III. APPROVAL OF MINUTES OF MAY 14, 2007 MEETING On page 4, item F. should read, "alerts reported that Olson sent out congratulation cards to the instructors of Eden Prairie High School Fine and Performing Arts students for participation in the Lake Conference Arts Exhibit/Freshwater Institute competition, and for the Annual Pasta and Pops End-of-Year Showcase." On page 4, the last sentence of the third paragraph under item H. should read ". . . ask people to share with two other people and tell what they learned." On page 6, under item A., the second sentence in the first paragraph should read " . . . they need to make that decision now." The third sentence in the second paragraph should read, "Rorem was asked if she had a studio." The third sentence in the fourth paragraph was deleted. The word "department" should replace "section" in the fourth sentence of the fifth paragraph. The word"Primavera" should replace "Prima Vera" in the first sentence of the sixth paragraph. The first sentence of the seventh paragraph should read, "Busack asked if people could provide contact information through the arts link on the City's Web site." On Page 7, the second sentence in the first paragraph was changed to read "The Commissioners suggested businesses might be . . ." The second sentence in the second paragraph should read " . . . $2,500 for the purchase of sound equipment . . ." MOTION: Busack moved, seconded by Mosow, to approve the minutes of the Arts and Culture Commission meeting held on May 14, 2007, as published and amended. Motion carried 5-0. ARTS & CULTURE COMMISSION MINUTES June 11, 2007 Page 2 IV. EDEN PRAIRIE PLAYERS AND COMMUNITY BAND UPDATE A. UPDATE ON CURRENT PROJECTS OF THE EDEN PRAIRIE PLAYERS Werts reported that the Eden Prairie Players are in rehearsal for "South Pacific", with the first performance being this Friday, June 15. At the last meeting of the group's advisory board, they discussed possible plays for the winter show. Werts will send for perusal copies of those plays. B. UPDATE ON CURRENT PROJECTS OF THE COMMUNITY BAND Werts distributed a list of dates and places where the Community Band is playing this summer. The band director has assembled a pit band to play for performances of"South Pacific." V. OLD BUSINESS A. 2008-2009 BUDGET PREPARATION Werts handed out budget comparisons she prepared for the 2008-2009 budget process. It shows the actual cost of each program in 2006, the 2007 budget, the amount requested for 2008 with the percentage of increase over 2007, the projected revenue in 2008, the amount requested for 2009 with the percentage of increase, and projected revenue in 2009. The departments are limited to a 3.5% increase for 2008 and an increase of 3.0% for 2009. Any new programs have to be justified. The department managers are working on their presentations to the Budget Committee. Werts said she dropped down the budget for the Cummins House by 44.3% for 2008, because not as many events will be programmed at that location after this year, and that helped bring up the amounts available for other areas. Under Arts Promotion, there is a request for 2008 of $4,250. The "Art Crawl" would be covered under that program. The Arts Initiative budget allocated $5,700 for 2007, but the request for 2008 has been increased by 39.2% because projected revenue for the program offsets that amount. B. REVIEW OF 2006 PROGRAMS Werts distributed a spreadsheet showing an analysis of the Eden Prairie Arts Program for 2006. She included expenses for each program, as well as the revenue they produce, attendance, and whether the City subsidizes it. Werts said a good deal of time was spent on trying to obtain sponsors, without much success. Mosow said staff needs to strike a balance between planning programs and raising money. Werts agreed, and said Laurie Obiazor pointed out in her report that we cannot count on sponsors because they might contribute to the City in one year and then to another group the next year. Werts said other cities also work on getting sponsors, but some cities receive money from the Chamber of Commerce. ARTS & CULTURE COMMISSION MINUTES June 11, 2007 Page 3 Werts said forming partnerships to pay for events also takes a lot of her time. Two local banks usually partner with the City for the 4"'of July event. Mosow asked if the Commission should think about innovative programming for next year, keeping in mind that there are few options to do other programs because of the budget and staff capacity. Werts replied the commission should look at some ideas for programming somewhere other than the Cummins House because the future availability of the Cummins House is unknown. Werts noted that 2004 was the first year the International Festival was programmed. This year there are more people on the committee, and the International School has joined as a sponsor. The International School has a number of contacts. The Spanish Immersion School has been contacted and the Community Education program. With reference to entertainment for the International Festival, Rorem wondered if there had ever been Mexican dancers. Werts said they had Latin American dancers last year and Brazilian dancers are interested in performing this year. Because India is being highlighted at this festival, Rorem wondered about including Indian dancers. Werts said she has not had much feedback from Kathawalla about how the Indian culture would be represented, and she plans to talk to her about it. Olson inquired if it will be necessary to trade one of the current programs for an art crawl. Werts said no; that would be in the 2008 budget and publicity would be the main expense. We would just have to find artists willing to participate, and then it would be up to them to prepare their studios. Rorem said she would be willing to make some phone calls to get it rolling and put out the basic information. Werts said the Commissioners would have to decide if they want to invite just artists from Eden Prairie, or include the surrounding areas. The Commission could initiate the art crawl and eventually pass it off to the artists. Werts said she has a brochure from the Northwest `Burbs Art Crawl, which lists the various sponsors. Mosow asked if EP CAN would be a group with which to discuss this idea. Rorem replied the group wants to know what our Commission's plans are and they would be there for support and encouragement. A good time to talk to EP CAN about it is after the Commission gets all the information together. Rorem said the Commission would send out invitations to people to participate in the art crawl, beginning with the names in the Art Resources Directory. Busack asked if they could advertise for artists to be participants. VI. NEW BUSINESS ARTS & CULTURE COMMISSION MINUTES June 11, 2007 Page 4 A. REVISION OF ART RESOURCES DIRECTORY Werts asked if there was anything to add to or subtract from the 2006 directory listing. Several items were mentioned. The Commissioners were asked to split up the directory and phone those people to find out if any of them had changes to their listing. All those present took a page or two. Werts said she would send out a letter to people who participate in Art on City Walls and Arts and Antiques in the Garden to find out if they want to be included in the directory listing. B. OATH OF OFFICE Each Commissioner was asked to read and sign the "Oath of Office" for Commissioners. VII. REPORTS OF STAFF AND COMMISSIONERS A. JULY/AUGUST SCHEDULE It was the consensus of the Commissioners to hold the next meeting on Monday, July 30, and to cancel the August meeting. Werts said the new director of Parks and Recreation, Jay Lotthammer, would be invited to the next meeting. B. INTERNATIONAL FESTIVAL Werts reported that a student at the high school submitted the winning button design. About 25 were distributed to see if there was an interest in using them to promote the festival. It is planned to make 200 more for distribution. Werts said most of the entertainment has not been secured. Entertainment for the main stage has been cut back this year. They have found that people stay with the food and games, so they will not start entertainment on the main stage until about 5 p.m. and will end at 8 p.m. The committee meets Wednesday, June 13 at 11:30 a.m. C. COMMISSION ROSTERS —PUBLIC AND PRIVATE DATA Werts distributed new forms for releasing public and private data for those Commissioners who wanted to change the way they had originally filled out the form. Werts explained that the City legally could only give out information on Commissioners' names and the city where they live. If Commissioners are willing to disclose anything else, they have to indicate that on the form. If someone wants to contact a Commissioner, Werts said City staff would send her a memo to that effect and she would pass it along. ARTS & CULTURE COMMISSION MINUTES June 11, 2007 Page 5 D. CONGRATULATION CARDS —HEATHER OLSON Olson said she has not sent out any cards since the last meeting. She is not always aware of people who should receive congratulations, and has depended on news items for that information. E. SPONTANEOUS STOREFRONTS Werts said she has not had time to get information from Forecast Public Art about how they handle funding for artists and materials in order to paint storefront windows. F. VETERANS MEMORIAL RUN/WALK A memo was received from former Commissioner Elizabeth Grant regarding a 5K Fun Run/Walk to raise funds for the Eden Prairie Veterans Memorial. The run will be held on September 15 in Purgatory Creek Park. VIII. PETITIONS, REQUESTS AND COMMUNICATIONS A. UPCOMING EVENTS • Arts and Antiques in the Garden Olson said the best part for her was meeting the other artists and crafters. Werts said she bought items from many of them. Attendance was similar to other years, but they had more artists than in past years; 35 signed up and 32 actually came. The Leipolds appraised antiques that were brought to them. • Festival of Jazz on the Prairie Werts said the festival, held on June 10, was well attended. There were six bands involved. • Riley-Jacques Twili!ht Special—Barn Dance with "Shake these Bones" The barn dance will be Saturday, June 16, with "Shake these Bones"playing. • South Pacific The first show will be on Friday, June 15, and run through that weekend and the next. There were no sponsors for the advertising signs, so only two were made. • Summer Concert Series ARTS & CULTURE COMMISSION MINUTES June 11, 2007 Page 6 The concert series started on June 8 and has been well attended. The concerts are on Sundays, Wednesdays and Fridays. • 4th of July Celebration Werts said she is busy working on plans for the 41h of July Celebration. Arts and crafts will be one of the activities. B. ART ON CITY WALLS — PHOTOGRAPHY BY ALLIANCE OF PHOTOGRAPHIC ARTS For the month of June, Werts said the Alliance of Photographic Arts, which comes out of Dakota Technical College, has a display that takes up the whole space available for Art on City Walls. IX. ADJOURNMENT MOTION: Olson moved, seconded by Mosow, to adjourn the meeting. Motion carried 5-0. Rorem adjourned the meeting at 9:00 p.m. The next meeting will be on Monday, July 30.