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HomeMy WebLinkAboutArts Commission - 05/09/2005 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, MAY 9, 2005 7:00 P.M. CITY CENTER 8080 MITCHELL ROAD PRAIRIE ROOMS A & B COMMISSION MEMBERS: Susan Dickman, Chair; Steve Mosow, Vice Chair; Lois Larson, Heather Olson, Ann Rorem, Soni Styrlund, Diane Zielke STUDENT MEMBERS: Casey Carlson, Evan Estrine, Carly Hofstedt COMMISSION STAFF: Sandy Werts, Staff Liaison Peggy Rasmussen, Recording Secretary SUPPORT STAFF: Bob Lambert, Director, Parks & Recreation Services; Laurie Obiazor, Manager of Recreation Services I. ROLL CALL Dickman called the meeting to order at 7:00 p.m. Commissioners Larson and Rorem were excused. Student Member Estrine was absent. II. APPROVAL OF AGENDA Olson added a report on Eden Prairie Reads under VIL Petitions, Requests and Communications. MOTION: Zielke moved, seconded by Olson, to approve the agenda as amended. Motion carried 5-0. III. APPROVAL OF MINUTES OF APRIL 11, 2005 MEETING MOTION: Olson moved, seconded by Zielke, to approve the minutes of the Arts and Culture Commission meeting held on April 11, 2005 as published. Motion carried 5-0. IV. OLD BUSINESS A. Arts Promotion Brochure • Eden Prairie Foundation Grant Status Werts reported she has not heard from the Foundation on the grant application requesting funding for the brochure, but is assuming it was denied because she did hear from the Foundation about another grant application. ARTS & CULTURE COMMISSION May 9, 2005 Page 2 • Update on Eden Prairie News and Eden Prairie Magazine Werts said Marie Esch, Sales Representative for the Eden Prairie News, put her in touch with Lisa Steinbauer from Southwest Publishing, and they discussed the art resource section of the new "Eden Prairie Residents Guide." Steinbauer informed Werts that the art resource section would have approximately 12 pages. Werts told the Commissioners that the pages would follow what they had laid out in the prototype. The introduction would be followed by an article, "Arts are Alive in Eden Prairie." Werts suggested combining that with a letter from the chair of the Commission about the project. Information about the City's Concert Series would be included. Art on City Walls would have the artists' names and information on how people can exhibit there. A decision needs to be made by the Commission about including an artist's bio. Information on the Eden Prairie Players and its next season would be included, with specific dates to be announced. Next year's summer musical dates would likely be available, however. With regard to the EPHS drama and music departments, Hofstedt said the high school should have dates available soon for the major concerts and plays to be held during the next school year. She gave Werts the names of the teachers to contact for that information and for the arts programs. Werts said she would try to find out what programs the elementary schools, Central Middle School and private schools are planning. Werts said local churches should be contacted to find out if they would like to include upcoming events in the Residents Guide. Werts was told that the information must be in to Southwest Publishing by June 25, and that the book will be out in the fall. She hopes to have an intern starting on May 16 to help gather all the information needed, but that has not been confirmed. She asked if the Commissioners would let her know if they could volunteer to help. "Let's Go!", the new section in the Eden Prairie News, was discussed. Most of the Commissioners agreed they like it, with the use of color and variety of type making it visually appealing. However, it has primarily regional information. The section called "Living in Eden Prairie" contains more about what is going on in Eden Prairie, but is somewhat confusing because it switches to sports on the next page. Werts said she has not heard back from Eden Prairie Magazine about whether the magazine would include a section on arts in Eden Prairie. Styrlund said she believed the Commission would prefer to be included in the magazine rather than the newspaper's "Residents Guide." Mosow suggested using every venue available to get as broad a distribution as possible. ARTS & CULTURE COMMISSION May 9, 2005 Page 3 B. Ideas for Use of Eden Prairie Brand Styrlund said she would like to have the Commission obtain permission to use the Eden Prairie Brand to establish a look and feel that would be distinctive for the Commission. Werts reminded the Commission that it is scheduled to meet with the City Council in September. The Commission will want to bring together a number of matters, such as this one, to present to the Council and to start a dialog. September is around the same time the "Eden Prairie Residents Guide" would be coming out, and the Commissioners could discuss that with the Council. Styrlund recommended they come with a plan and ask for permission from the Council to move forward with it. This Commission has an opportunity to work with other commissions, such as the Heritage Preservation Commission. It has been suggested that the two commissions have a meeting together sometime, and they could blend their strategies together. A consistent look for the City as a whole was discussed. It was pointed out that some buildings in Eden Prairie, such as the water tower, have a consistent look to them. Werts said approval for that came through the Planning Commission. The Arts and Culture Commission would have to have good, concrete ideas to bring to that group. Werts said Stuart Fox, the City's manager of natural resources, is in charge of determining what types of plantings the City has in its parks. If the Commission would like to influence the look of those plantings, such as picking out a certain color palette, the Commission could make a recommendation, take it to Fox, and tell him these are the types of things they would like to incorporate into the plantings. Mosow pointed out that the process of designing the Jean Harris Memorial Bridge started with a group discussion and brought that forward into the concrete ideas that were adopted. He asked what look and feel the Commissioners want for Eden Prairie, and what they have to do to bring it about. Styrlund said they would talk about a color palette and types of trees for the City's plantings, then start to work that it into the signs used around the City. It should be consistent so people know they are in Eden Prairie. Signs at the City's boundaries should look the same as the other signs. Mosow said the other side of branding is to provide a reason to come to Eden Prairie. Arts are being promoted as a reason to come to the Twin Cities. Perhaps Eden Prairie could use arts as a reason for people to come here. Styrlund said the City should position itself as a center of entertainment. The empty theater space at the mall could be included. That would draw people here, and convince people who are here already to stay. Werts said the Commission could brainstorm ideas and make some recommendations. Styrlund said they should decide what other groups to invite to ARTS & CULTURE COMMISSION May 9, 2005 Page 4 a meeting and come up with a plan of action. Werts said the other City commissions are Heritage Preservation, Human Rights and Diversity, Planning, and Parks, Recreation and Natural Resources. C. Eagle Sculptures for the City Styrlund suggested having major companies in the City provide up-front money for building an eagle sculpture, have an artist decorate it, and auction it off. Then put the money into building more sculptures that could be sold. Werts referred to the City of Red Wing's celebration for the 1001h anniversary of the Red Wing Shoe Company, with 30 boot decorations placed around the city. Dickman said it would be good to have the business plan from Red Wing showing how this was done. Werts said she could have the new intern research it if Laurie Obiazor gives her approval. However, Werts said she was concerned that the Commissioners are thinking of ways to spend money without having money available to spend. Mosow said it would be helpful to find out how other cities have done this type of project. Werts pointed out that Eden Prairie is a bigger city than Red Wing,but it is a destination for visitors, whereas Eden Prairie is not. Werts said this might all tie into the branding idea. She suggested inviting Pat Brink, the City's communications manager, to a future meeting to discuss it. V. NEW BUSINESS A. Community Theater Feasibility Study Werts stated that the City Council, at its May 3 meeting, passed a resolution to authorize staff to look at the cost of operating a community theater in the former movie theater space at the mall. Of concern to the Council is what it would cost the City. Lambert said unless the City is able to find a partner to help with the cost, it probably would not happen. He will continue to talk with AMC and General Growth officials. Werts said the City probably would not subsidize the community theater program any more than it is doing already. Styrlund said perhaps the City could partner with the Hey City Theater, which is interested in finding a new space. They might also change out the space to make it available for renting to other performing groups. One night it could be a teen club; one night it could be live jazz; another could be a comedy club improv night, etc. The anchor would probably be the community theater. Also, artists just getting started could hang their art on the wall. Werts said the staff is looking at those types of ideas in order to fill the space available. Zielke commented that the mall is such a central location, with restaurants, shopping, etc. Part of what makes people interested in Eden Prairie is having different venues,but they need to be in a central, focal area. ARTS & CULTURE COMMISSION May 9, 2005 Page 5 Olson said renting out the space to other groups would seem to mean hiring a management group to manage it. Styrlund said perhaps there would be one independent manager to oversee scheduling, but she did not believe they would not have to put a lot of money into it except for the community theater. Olson said stages would be needed for most of the groups mentioned. Werts said staff has talked about having one of the theaters converted into a set shop for the community theater because there is no place to build a set. The other theater could be converted into a movie theater or black box. The City does not have any place available for building sets. The corncrib at the Riley-Jacques farm is used to store sets after they broken down. Werts told the Commissioners to give Laurie Obiazor information about organizations that might be interested in partnering with the City and names of contacts. B. Summer Meeting Schedule for Commission Dickman asked if the Commissioners anticipated the need to meet every month during the summer in order to move the arts promotion project along. Werts said it would be good to get feedback on that from the Commissioners. Most of the resource directory would have to be compiled by the middle of June. There is also work to be done with regard to the branding project and preparing for the September meeting with the City Council. Zielke said she thought they definitely should meet in June and then look at whether to meet in July and August. Styrlund said this is an opportunity for the Commission to play a major role, and that requires getting information together for the Council meeting. Dickman said because of her full-time job, she is finding it difficult to do as much as she should as chair of the Commission. Occasionally there are meetings to attend in addition to the regular Commission meetings. Her job might require her to miss some of the Commission meetings, and she did not want to change the meeting date. The chair and vice chair are appointed to those positions, so any changes would have to go through the Council. Mosow offered to fill in for Dickman whenever he is can. Werts suggested they function as co-chairs. VI. REPORTS OF STAFF AND COMMISSIONERS A. Draft of Concert Series Brochure Werts gave Commissioners the proof of the brochure for the summer concert series. She said the brochure is distributed through the Eden Prairie News and a mailing list, and it is also mailed to other communities. Dickman noted there are an amazing number of activities available through the City. Styrlund commented on the attractive look of the brochure. ARTS & CULTURE COMMISSION May 9, 2005 Page 6 B. Update on International Festival Werts said they are having trouble pulling the committee together, and will either have to get more people or scale back the events. There are three representatives from the Human Rights and Diversity Commission serving on the committee. Styrlund said she would be able to attend the next meeting scheduled for May 11. C. Annual Report The Commissioners reviewed the "Arts" section of the Parks and Recreation Department's 2004 Annual Report. It summarizes what the department has done over the course of the year. Expenditures, revenue and subsidies were included for each program. The Budget Summary shows that approximately 15,535 people attended arts events in 2004; actual revenues were $27,940; actual expenditures were $104,734; net loss was $76,809; approximately $14,763 was raised by ticket sales, registrations and contributions from local businesses and individuals for arts programs in 2004. Werts said Commissioners could call her if they have any questions about the report or it could be added to next month's agenda for further discussion. D. 2006 and 2007 Budget Planning Werts reported that she has submitted the 2006 budget for the arts program, in the amount of $76,300. The community theater wants to increase their budget significantly, especially for the summer musical production, because they cannot attract the staff needed with the salaries they can currently pay. The group has a plan to raise more money through sponsorships. If that brings in 50 percent of their budget, it would justify the increase. Werts explained that the department is expected to bring in revenues of 25 percent over administrative costs for arts and cultural programs, which are 20 percent of the total. However, many events have no fees attached to them. Mosow wondered if it would be feasible for the Commission to have a master, comprehensive plan to raise money to subsidize the arts program. He suggested dividing potential donors into large corporations, small businesses, etc., because it is hard to raise fees piece-meal. Dickman asked if there is a way to always have an intern to support the Parks and Recreation Department staff. She said that could come as a suggestion from the Commission. Werts said the interns are usually students in the field of parks and recreation, who get credit at school for their work. They are paid only a stipend of$800 for the internship. Werts said she could use a marketing intern more than a parks and recreation person. The Commissioners agreed. ARTS & CULTURE COMMISSION May 9, 2005 Page 7 Mosow suggested contacting the Eden Prairie Foundation to find out if they might be interested in funding the eagle project. Styrlund said she would like to talk to Kathie Case or Roy Terwilliger to find out if there is any way to create synergy between the Foundation and the Commission that would result in grants for the arts brochure, etc. E. Report from Commissioner Styrlund on the "Relationship Building through the Arts" Workshop Styrlund attended the all-day session. About 30 communities were involved. The Regional Arts Commission, which put on the workshop, tells art commissions how to get money for certain types of projects and how to write grants to obtain funding. If Eden Prairie wanted to have an arts center, the Regional Arts Commission would work with the City to help get one. Styrlund said the day was spent mostly at roundtable discussions. With the exception of Bloomington, not many ideas were generated by the various communities. Bloomington's Fine Arts Commission is well organized and is different from our Arts and Culture Commission in the way it operates. However, Eden Prairie has a Commission that is just as strong as theirs. VII. PETITIONS, REQUESTS AND COMMUNICATIONS A. Eden Prairie Players Update Werts reported that rehearsals are underway for "Pajama Game." The advisory committee has been meeting to look at the program for the coming year. Werts has a meeting scheduled with the high school to discuss issues regarding use of space for the winter production. The director is opposed to using the high school. A lack of communication may have caused some problems. The Eden Prairie Players only get two weeks to use the auditorium for rehearsals and performances. They have to build the set during that time also. Werts said the City pays for the time they use the auditorium, but perhaps even two days more would ease the tension. The group has talked about doing one-act plays and about putting on a play in the Riley-Jacques barn in early fall. B. Eden Prairie Reads Olson reported that activities would be held October 17 through November 5 around the book selection, "Ordinary People." Judith Guest is going to speak on Monday, October 17, at a kick-off event. On October 20, actors will be taking the part of the four main characters in the book, followed by a discussion of the characters and an opportunity for the audience to ask questions. On October 27 a woman involved in Health Realization will be giving a talk. Olson said there would probably be a health fair at Flagship, tying in mental and physical health. ARTS & CULTURE COMMISSION May 9, 2005 Page 8 The committee is encouraging book clubs to read the book, and would be willing to send a person to book club meetings to lead a discussion. Eden Prairie Reads is linked to Habitat for Technology. Werts said she would talk to Pat Brink about linking information about Eden Prairie Reads to the City's Web site. VIII. ADJOURNMENT Werts thanked the student members for their attendance and contributions. Their input has been appreciated. Estrine and Hofstedt are graduating from high school. Carlson said she would be coming back to the Commission next fall. Werts asked the graduates to keep the Commission abreast of what they are doing and wished them the best of luck and exciting futures. MOTION: Olson moved, seconded by Styrlund, to adjourn the meeting. Motion carried 5-0. Chair Dickman adjourned the meeting at 9:00 p.m.