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HomeMy WebLinkAboutArts Commission - 09/11/2006 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, SEPTEMBER 11, 2006 7:00 P.M. CITY CENTER 8080 MITCHELL ROAD THE PRAIRIE ROOM COMMISSION MEMBERS: Steve Mosow, Chair; Heather Olson, Vice Chair; Karen Busack, Elizabeth Grant, Farida Kathawalla, Ann Rorem, Diane Zielke COMMISSION STAFF: Sandy Werts, Staff Liaison Peggy Rasmussen, Recording Secretary STUDENT MEMBERS: Sarah Ericson, Kristy Shillock, Cassie Warman SUPPORT STAFF: Bob Lambert, Director, Parks & Recreation Services; Laurie Obiazor, Manager of Recreation Services I. ROLL CALL Mosow called the meeting to order at 7:07 p.m. Commissioner Grant and Student Member Ericson were excused. Student Member Shillock was also absent. The Commissioners and Student Member Warman introduced themselves to each other. Warman is a Senior at Eden Prairie High School, and an assistant dance teacher at a studio in Chanhassen. II. APPROVAL OF AGENDA Student Facilitators was added as Item C. under New Business. MOTION: Olson moved, seconded by Kathawalla, to approve the agenda as amended. Motion carried 6-0. III. APPROVAL OF MINUTES OF AUGUST 14, 2006 MEETING On the first page, in the third paragraph under IV., Werts pointed out that the names of the plays should be in Italics. On page two, in the third paragraph under V. A., the first sentence was changed to read " . . . the committee agreed that the south end of the landscaped area of Purgatory Creek . . ." On page three, at the end of the last paragraph under VI. A., the second sentence should end "to add to the grid." Under B., the second sentence was corrected to read "They met to put together a proposal for an art center using that space." On page four, Werts made two corrections under VII. A. The third sentence should read " . . . for the Cyril Paul concert . . ." The last sentence was changed to read " . . . use the main stage for the evening performances." Under B., in the fourth paragraph, Olson corrected the sentence to read "SRF suggested names for four quadrants . . ." ARTS & CULTURE COMMISSION MINUTES September 11, 2006 Page 2 MOTION: Olson moved, seconded by Zielke, to approve the minutes of the meeting of the Arts and Culture Commission, held on August 14, 2006, with the proposed changes. Motion carried 6-0. IV. EDEN PRAIRIE PLAYERS UPDATE Werts reported that each of the five performances of"The Spell of Sleeping Beauty" had full audiences. "A Collection of One Acts" is scheduled for the weekends of September 22 and 29, with appetizers one-half hour before the performances and dessert during intermission. Potential sponsors were invited to attend a special performance on Thursday, September 21. Werts distributed copies of a color brochure for the 2006-2007 season. V. OLD BUSINESS A. Evaluation of Arts and Culture Programs A revised spreadsheet was distributed, reflecting discussion at the August meeting. A segment called "Other Factors" was added to it, under which were columns to indicate "Audience Participation", "Income", "Expenses", "Subsidy", "Duration", "Seasonality", "Location", "Level of Effort", and "Facility Need for Programs." Werts had researched and included the pertinent information under the first seven columns for each event, using data primarily from 2005. Commissioners reviewed the information, some corrections were made, and the last two columns were completed. Mosow asked that the 2005 figures be replaced with 2006 figures when they are available. Mosow began a discussion on what to do with this data. He suggested determining what are the least popular and most expensive events and how much they cost, then decide what could be done if that money were available for another event or program. Busack suggested doing that evaluation at the end of this year. Werts pointed out that the City has a two-year budget, and this is the second year of the 2006-2007 budget. Mosow inquired if the Commission should recommend taking a few things off the list for 2008-2009, thereby freeing up money to fund something else. Busack asked Werts when that recommendation would be needed. Werts replied she would need it by next April. Mosow asked what authority the Commission would need to remove an event; for example Sunbonnet Day. Werts replied the Commission would have to justify removing the event by stating why they don't want to do it. Mosow inquired if the Commission would have the ability to take money out of one event to fund another in 2007. Werts said it would be possible, but she would have to justify eliminating an event and give the rationale for adding the new project. ARTS & CULTURE COMMISSION MINUTES September 11, 2006 Page 3 Mosow asked if the Commissioners might have suggestions to increase attendance at some of the events that haven't already been tried. Werts said for events with lower attendance, it is a matter of getting sponsors to cover expenses up to the level of the subsidy. Higher attendance would justify the expenses. Mosow said he would like to have further discussions around what to do with this data and what kind of general vision the Commission has for evaluating the arts over the next years, considering the options. He asked the Commissioners to keep thinking about this and decide in which direction to push the City in order to match up available funds with the hierarchy of needs. Olson said she was thinking about venues for art in Eden Prairie where youth are involved. For example, at the skateboard park, there could be something for the youth that is art-related, such as a contest for painting skateboards, or an art project where people could buy skateboards, paint them, and exhibit them. Rorem said in Minneapolis people were offered the opportunity to decorate garbage cans for the art crawl. B. Update on Cedar Hills Club House Werts said the Planning Commission would be taking up the subject of whether or not to recommend accepting the club house at its October 9 meeting, after the environmental assessment is done. C. New Park Sims Werts showed a picture of one of the new park signs being put in place at the entrance to all of the City parks. The design and colors that were approved by the City Council were the ones recommended by the Commission. VI. NEW BUSINESS A. Fall Festival of Lights Kathawalla said she talked to some Indian organizations to find out if they were interested in holding the Fall Festival of Lights outside at a City venue. However, the Festival's activities are all temple-based and are already organized on a large scale. They said the City would have to offer them a large, inside space because of the cool weather in October. Werts suggested using the Garden Room. The City would not have to pay to use that space but the current caterer would have to be used. The caterer has a good reputation. Werts said she would rather have the Indian community plan the Festival for the public with help from the City, rather than the City putting it on. She said the City would want to get different ethnic groups to participate, perhaps local Muslim groups. Kathawalla replied she did not know how to organize both Muslim and Indian Groups. Werts recommended exploring opportunities for ARTS & CULTURE COMMISSION MINUTES September 11, 2006 Page 4 doing this and trying to facilitate it by letting the different communities do the planning and organizing. Kathawalla said she would pursue plans to hold the Festival next year. Mosow recommended including it when they begin planning for next year's projects. B. Artists in the News Olson said she noticed an item in the Sun Current newspaper about Richards Poey, an Eden Prairie resident whose sculpture won a prize at the State Fair. Olson wondered if the Commission should send congratulations to him and others who receive similar accolades. Werts said the City has note cards that the Commission could use. Olson offered to write Richards Poey the first note. Zielke suggested putting a form letter on a template that could be used in the future. C. Student Facilitators Mosow said he had suggested at the last meeting that one way of involving the Student Members would be to give each of them an opportunity to chair a meeting. Werts recommended the students just chair the first part of the meeting. Cassie Warman said she thought it would be a great opportunity. She is only serving on the Commission for four meetings, but would be willing to chair the first part of the November or December meeting. Mosow offered to go through the agenda before the meeting and give her cues. VII. REPORTS OF STAFF AND COMMISSIONERS A. Sunbonnet Day Report Werts reported that even though the weather was not very good, there were between 250-300 people at the event. Many people left when it started to rain steadily between 2:30-3:00 p.m. B. Veterans Memorial Update Werts said the City Council approved the design recommended by the Commission at its August 14 meeting. C. Commissioner Private Data A revised list of information was distributed. Werts was given updated information, and will revise the list accordingly. VIII. PETITIONS, REQUESTS AND COMMUNICATIONS ARTS & CULTURE COMMISSION MINUTES September 11, 2006 Page 5 A. Upcoming Events • Collection of One Acts As reported earlier, these one-act plays will be performed on the weekends of September 22 and September 29 at the Riley-Jacques Barn. • All-CityOpen House The open house is being held on Saturday, October 14, from 1la.m. to 2 p.m. Every department will be open. There will be tours of the maintenance facility and water plant, among other activities. B. LOCALS: Community-Based Art Centers Network Werts said she would be going to the event on Tuesday, October 17, at the Northern Clay Center. Other events will be held on the third Tuesdays in January, April, and July, sponsored by the Metropolitan Regional Arts Council. It is a time for networking, and all the Commissioners are welcome to attend. C. Make a Difference Day—October 28 Olson spoke about Make A Difference Day on October 28. This is a big day of doing service projects. The organizers want to know if there is a need for volunteers to do a service, primarily for children. They will meet at the high school on September 27 at 6:30 p.m. to discuss what they are going to do. Werts said she has two activities that day where volunteers would be welcome. D. Lake Pepin Desisn and Art Center Olson reported on the formation of a small design and art center in Pepin, Wisconsin. She knows the director, who has been working on this for the last year or two. So far the center has 20 members, who are trying to raise funds and get more volunteers. The center needs furniture, pottery wheels etc. E. Storage Needed for Theater Props and Costumes Werts reported that the place where they have been storing props and costumes is no longer available to them after September 22. Half of the props and costumes will be going to the amphitheater and half to the Riley-Jacques Barn, but they will have to be removed from the barn by next spring because of the programs that are scheduled there. Werts said they are looking for a free storage area before then. IX. ADJOURNMENT MOTION: Zielke moved, seconded by Rorem, to adjourn the meeting. Motion carried 6-0. Mosow adjourned the meeting at 8:45 p.m.