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HomeMy WebLinkAboutArts Commission - 01/13/2003 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, JANUARY 13, 2003 7:00 P.M. CITY CENTER 8080 MITCHELL ROAD ATRIUM III COMMISSION MEMBERS: Susan Dickman; Ann Birt, Cari Grayson, Steve Mosow, Todd Pernsteiner, Doug White STUDENT MEMBERS: Andrea Deanovic, Meghan Dunning, Andrew Krause COMMISSION STAFF: Tria Mann, Staff Liaison Peggy Rasmussen, Recording Secretary SUPPORT STAFF: Bob Lambert, Director, Parks and Recreation Services, Laurie Obiazor, Manager, Recreation Services I. ROLL CALL In the absence of Vice Chair Susan Dickman, Commissioner Ann Birt offered to chair the meeting. She called the meeting to order at 7:06 p.m. All of the other commissioners were present. II. APPROVAL OF AGENDA MOTION: Mosow moved, seconded by Pernsteiner, to approve the agenda as published. Motion carried 5-0. III. APPROVAL OF JULY 22, 2002 MINUTES MOTION: Grayson moved, seconded by Birt, to approve the minutes of the Arts and Culture Commission meeting held on July 22, 2002, as published. Motion carried 5-0. APPROVAL OF SEPTEMBER 16, 2002 MINUTES MOTION: Mosow moved, seconded by Grayson, to approve the minutes of the Arts and Culture Commission meeting held on September 16, 2002, as published. Motion carried 5-0. APPROVAL OF NOVEMBER 25, 2002 MINUTES Grayson made a correction on page 1, under L Roll Call, which should have listed her as excused. Birt made a correction on page 2, the third sentence under IV.B. Arts Participation Project, which should read, `Girt and Pernsteiner have attended a training program. Mann said she plans to attend the workshop." ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 2 MOTION: Mosow moved, seconded by Birt, to approve the minutes of the Arts and Culture Commission meeting held on November 25, 2002, as published and amended. Motion carried 5-0. IV. PETITIONS, REQUESTS AND COMMUNICATIONS A. 2003 Schedule—Appointment Process for Boards and Commissions Mann pointed out that the terms of Birt and White will expire on March 31. They can be reappointed to a two-year term by completing applications and submitting them for appointment by the City Council on March 4. There is also an open three-year term that will expire in 2005. Anyone interested may obtain the application packet at the City Center or can download the forms from the City's Web site. Mann said she planned to attend the open house on January 14 to answer any questions. V. OLD BUSINESS A. Update on the Jean Harris Memorial Design Mann reported that on December 17 the City Council approved the design of the Jean Harris Gathering Bridge, as presented by Teri Kwant. A task force will be formed to raise funds for constructing the bridge. Mann said she would contact the original Jean Harris Memorial Task Force members and the members of the Design Ad Hoc Committee. Many of them have already indicated an interest in being on the fund-raising task force. Mann said the City will guide the task force but it would not have a charter and would not be appointed by the City Council. B. Update on the 2003 Strategic Plan for the City of Eden Prairie Mann said the City Council would be discussing the 2003-2005 Strategic Plan during an upcoming retreat. Staff is working on their goals regarding plans and facilities for the 2003-2005 Strategic Plan. C. Public Art Fact Sheet The Public Art Fact Sheet describes the framework for public art and design. This was put together by the City of Minneapolis. The Art and Culture Commission was asked to review the fact sheet. The Jean Harris Memorial is the first piece of public art for the City. Birt said Minneapolis has a map of where public art is located in the city. It is a promotional piece. The map would be useful for residents, and is a good educational tool. Mosow said he hoped the Council might state in its Strategic Plan that the City is going to be more serious about public art and give a certain portion of the levy to support it. He recommended that the Commission try to get articles in the ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 3 newspaper or write op-ed pieces to get more public support for public art and stress the importance of it. That could also include speaking to clubs, etc. D. Surveys Mann stated that the information on surveys was supplied to the Commission prior to the November meeting, in response to a request by members for information about the City's current arts programs. 1. Staring Lake Park Concert Series 2002 Demographics Mann said City residents who attended the concerts in 2002 were asked to fill out a questionnaire about where they heard about the concert series, how many times they have attended concerts, etc. Many people indicate on the questionnaire that they are there for the first time or attend less than once a month. The majority of the people get information about the concert series through the newspaper, word-of-mouth and past attendance. They also get a direct mailing if they are on the City's list. The publicity reaches a large part of the metro area, even throughout Minnesota. 2. Community Band and Theatre Surveys Mann said these surveys were taken in the spring of 2002. It was done because she had asked for an increase in the budget for the band and theatre programs, and had to be prepared to answer questions to justify her request. She was asked to find out what other communities are doing and how they are funded. She found out that most are non-profit organizations and not sponsored by the cities they are in. Mann said this information would be helpful in program and budget planning for the two groups. If the Community Band and Community Theatre don't want to pay membership dues, they will need to get additional revenue through grants and donations. One source for grants would be the Eden Prairie Foundation. The Community Theatre has received grants from the Foundation in the past. Mann is also looking at other areas for funds. 3. Eden Prairie 2001 Community Survey Mann said many decisions are being made by the City as a result of the survey. For example, a task force has been meeting to consider an outdoor pool, and a dog park is under consideration. In the survey, arts were mentioned. The concert series at Staring Lake and the 4"' of July celebration were strong components people pulled out to indicate what they like about Eden Prairie. ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 4 Birt pointed out that the Jean Harris Memorial has awakened people to the arts in Eden Prairie. The more arts are emphasized, the more interest people will take. E. Current Partnerships with Other Arts Organizations The Commission had directed Mann to provide this information on current City partnerships. Mann replied one example of connecting the City's arts programs with the schools is that the schools share resources with the Community Theatre. Also, because of the City's partnership with Edina, the Community Theatre received donations of gowns from David's Bridal in Richfield. Another example of partnerships is Central Middle School sharing instruments with the Community Band and vice versa. Krause asked if there is coordination between school and City events. Mann said the City gets the high school district calendar and the school district gets dates for some of the Community Theatre and Band events, but attendance would be higher if there was more connection between the school and the City. One goal is to work together to bridge the gap and enhance what both parties have. Birt asked how the Commission could facilitate that goal. Mann said she had a meeting with the Community Education staff and talked about having a more formal partnership, especially regarding arts. Mann asked Community Education to consider sponsoring the Community Theatre and Band, because the school has the facilities. The City would save $2,000 if it didn't have to pay for use of the facilities. However, at that meeting Community Education was not willing to take on the Community Theatre and Band because they need the money they receive from the City for renting the facilities. Krause said a lot more people would attend the Community Band and Theatre performances if they didn't overlap with other school events. Mann said the problem is that the high school calendar has many more items on it. Krause said there aren't many events where the City and the school are performing together. However, the band festival is one. There may also be a jazz festival in May. Community Theatre productions include members of the school band and the Community Band. Krause said the school no longer has a daily paper bulletin. Daily events at the Activity Center are shown on an electronic display that runs across the back of the school. The school lacks a sign that is visible to the public. Mann said she sends information directly to specific teachers she knows will get the word out. Krause said there is a chamber group available that plays sometimes at City events. Mann said she has tried to get groups to perform but can't find out whom ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 5 to talk to at the school. Birt asked if the chamber group would expect a donation. Krause said they performed at the Eden Prairie Center for the United Way and charged $5 per person. Mann asked if the commissioners and students wanted her to have conversations regarding more links with the high school. Pernsteiner said he would like to see some sort of calendar or brochure that states what is going on with Arts in Eden Prairie in general. White said he liked the idea of having a sign at the corner of Valley View Road and Eden Prairie Road that would advertise events. Krause said there could be a sign for both the high school and the City that would display all Eden Prairie arts events. Mann said she has asked to have a sign at the Community Center after renovations are complete. F. Promotional Vehicles Currently Used Krause said he would like an arts calendar. Birt said perhaps the newspaper would publish an Arts Calendar once a month. Mann pointed out that there is a section on Arts and Leisure every week. Pernsteiner said money to buy advertising space would be needed in addition to that. Mann said the City does not spend much money on promoting events. They try to get everything free. It would be interesting to get representatives from other areas to talk about the issue and to find out how they promote and how the City can tag on to that. When the City is promoting an arts event, she wondered if they should include information on what the school is doing, and if the school would do the same when it is promoting a program. Mann said the City has to educate the public. She asked for suggestions on how that could be done. Birt suggested forming a committee to work on it. Krause said the Eden Prairie Center might provide space to advertise arts events, and the Chamber of Commerce might also provide space. Mann said she wants to find students who will put information in the school newsletter about City arts events. Deanovic said she works on the school newsletter and would be willing to do that. Krause said there is an arts board in the Performing Arts Center lobby that could probably be used to promote City arts events. Many people walk through that lobby. Mann said there is a School and City Facility Use Committee to look at the use of the facilities. Grayson is the representative from this Commission. She said the next meeting is in March. Mann suggested the Arts and Culture Commission work with the Facility Use Committee and hope that what would come out of that would be to appoint people at the high school to decide who will work with her on promoting the arts in the City and in the school. Krause said the best people to talk to would be department heads in Visual Art and Drama. Mann said she would try to contact each of the department heads at the high school on her own, meet with them, and ask how the City and school can work together. However, it might not succeed when their administration doesn't buy into it and give good, ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 6 clear direction to the department heads. Krause said he doesn't believe administration has a large part in this type of thing. Several renowned groups have been brought in by department heads to perform for small groups of students,but he believed the performances could be open to the community also. Regarding the Community Theatre, Mann said they have been working with school staff. She has talked with the art teachers about students doing Art on City Walls. Some of the high school's art classes have been discontinued, and Mann wondered if the City should be taking over planning for some of those art classes. Dunning said she took art classes at the Edina Art Center, but didn't know where to look in Eden Prairie for art classes. Birt said perhaps Mann and the students could look into whether the City should develop a program and after that try to get Community Education to put it in its publications. Information on Community Education goes into most Eden Prairie homes. Krause said students at the high school are allowed to start organizations that meet once or twice a month at the school. If you have a certain number of people that indicate interest, advisors will help form an organization. Mann listed the components of the school's arts program: drama, band, choir, and visual art. Mann asked if the Commission wanted her to pursue more information about working with the school. Birt suggested Mann and the students on the Commission find a venue to coordinate a program between the school and the City to promote arts events. Krause recommended forming a committee of students, teachers and City representatives. Mann said the Commission could direct staff to connect with the high school department heads and interested students to talk about what the arts programs need at both entities, and how to work together to make the arts stronger in Eden Prairie. Grayson wondered if the City's student representatives should be represented on the Facility Use Committee, or else get recommendations from the students if they are not represented on the committee. If students at the high school were bringing this question of cooperation up, it might carry more weight. Deanovic said they could try to go through the Student Council or the Eagle Council, which meets after school and includes teachers as well as students. Mann said she would bring more information back to the next meeting. G. Inventory of Existing Art Programs and Services for the Whole Community 1. City of Eden Prairie Mann said the Parks and Recreation Services provides these programs. There are arts events, adaptive recreation programs, adult trips and programs that go to art destinations and the Staring Lake concerts. The Senior Center does a number of art programs also. Because it is not listed in a brochure people don't know all of them. The programs are different from those offered by Community Education and different from the ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 7 school's. If City staff went to the school's programs, we could tell what students are getting and find out what the main focus is, and what's missing as a need. VI. NEW BUSINESS A. DanceToday's Dance Imprints Residency Program 1. Introduction and Application to Dance Imprints Residency Program Mann said dance has not been an area on which the City has focused or offered classes in. When she first received a call from Kasey Ross of DanceToday to see if the City would be interested in DanceToday's Dance Imprints Residency Program, Mann contacted Community Education Services to see if they were also interested. Together they attended an introduction meeting. Following that meeting, it was decided to apply for the three-year residency program. Mann filled out the application with help from Community Education staff, and submitted the information in November, which was approved in December. Mann said it is interesting that Eden Prairie was picked out of the number of communities that applied for the residency program. DanceToday considered the City's strengths and what our residents would get out of participating in the program. In the arts world people think Eden Prairie residents can afford to travel to arts programs; however, a "New Angle" showed people don't always want to travel into the Twin Cities to attend arts programs. The theme of Dance Imprints/Twin Cities is "Community Cultural Heritage." DanceToday works with the leadership team to create a focus for the residency within this theme. Mann explained the City would have a leadership team that will be setting up the residency program. It would actually be a five-year commitment because parts of the program go out to five years. Mann said she would be the main leader. In addition to herself, confirmed members from Community Education are Lois Croft, Youth Development and Special Programs Coordinator and Ann Coates Adult Enrichment Coordinator. Two potential members are Kirill Bak, from the Academy of Russian Ballet, and Mary Keating from the HOPE Program. Other potential members would be a staff member from the high school's Music or Drama Department, a member of the Arts & Culture Commission and a member of the Community Educational Services Advisory Council. Mann said it might be a good idea to have a student also; perhaps a student that has an interest in dance. Deanovic said most persons taking dance classes are with private studios. Mann said she would be contacting the Dance Arts Centre about participating in the residency program. ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 8 Mann said the leadership team has to be organized that week because it will be meeting next week prior to starting to work with Kasey Ross. In the current development year, the City will be receiving $3,500 to develop a big kick-off project. The City's leadership team will be receiving $5,000 from DanceToday in years one, two and three to participate in the program, and the team determines the most appropriate way to spend it. Any money made by the performances will be split between DanceToday and the City. The City will also be looking for financial contributions from corporate and individual sponsors. The goal is to build more support for the dance arts and dance in general in the community. It is a good opportunity for the City. 2. Appoint One Arts & Cultural Member to Sit on the Residency Team Commission members asked a number of questions about what would be expected of the residency leadership team. Mann explained that the team defines its focus and decides what it wants to do. Each of the dance groups listed would be asked to determine what type of performance they want to do, and then the team would see if there are some matches with what it has in mind. Those dance groups would meet with the residency team, and the team will choose one. The dance troupe selected will have the first performance in year one. The leadership team will then be able to define more accurately what the residency program will be based on the theme of"Community Cultural Heritage." In year two a totally different dance troupe would be chosen, and they will put on a major dance performance. In year three, the dance group chosen in year two comes back to perform, as does group one. Each year a difference dance group will put on a performance, based on what the leadership team decides the dance group should do to carry out the focus of the residency program. Birt asked if the performances would fit in with the Staring Lake Park Concert Series. Mann said she hoped the groups would perform at the high school and Staring Lake. Year zero will be more work than years one, two and three. The leadership team will be meeting monthly through August, for a minimum of two hours up to six hours. Year one begins after that. Pernsteiner asked about the two-day retreats. Mann said the Commission member selected to serve on the team would not have to go. DanceToday plans to set up all the retreats so members will know in the first quarter of the year when they are scheduled. Two persons from the leadership team would attend the retreats, with Mann being one of them. White asked if people taking dance classes would be in the performances. Mann said they could have them perform at the end of the residency if the ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 9 team decides to do that. It is open to how the team wants it done. In three years they will have three different groups of performers. Birt asked if there could be more than one on the leadership team from the Commission if two or three want to be on it. Mann replied there are no rules, but she has been advised to have between five and eight people on the team. Right now there are five confirmed members. There should be community people, dance instructors, etc. MOTION: Grayson moved, seconded by White, to nominate Todd Pernsteiner to the leadership team, with Cari Grayson as an alternate. Motion carried 5-0. B. Advise Staff on the Addition of a "Kid Stock" Summer Series Mann said she has been thinking about starting this program for a couple of years, as a result of the surveys taken at the Staring Lake Concert Series. Parents are always asking for more children's entertainment. Other communities have children's programs of this type. The Kid Stock summer entertainment series will be held on Tuesdays from 11:00 a.m.-noon, beginning June 17, but will kick off on Tuesday, June 10 from 5-8 p.m. at the Staring Lake Park Amphitheater to promote the new series. Kid Stock would be part of the regular Staring Lake Park Concert Series, and funding would come out of the concert series budget of$16,000. Mann will have 14 entertainers or groups for the series at a cost of approximately $4,200. There will be storytelling, puppetry, fitness fun, dance, music and theater for pre-school- age children through the elementary grades. Mann said there are quality community groups she can get for a reasonable price. Grayson said the Northwest Athletic Club has a large number of children in daycare. Mann said the series would be promoted through the schools, daycare centers, pre-schools, local churches, and newspapers. The youth and family coordinator, Nicole Weedman, will be utilizing Kid Stock for her playground programs, and the children will attend as a special weekly activity. Pernsteiner asked how much entertainment related to children is put on at the evening concert series. Mann said there used to be one children's entertainment per month; now there are two-and-a-half per month. Because of the Kid Stock series they will go back to one a month. VII. REPORTS OF STAFF AND COMMISSIONERS A. Arts and Special Events Coordinator 1. Reorganization of Recreation Services Division ARTS & CULTURE COMMISSION MINUTES January 13, 2003 Page 10 Mann explained that as a result of the reorganization, her office would be located at the Senior Center. She will be responsible for senior programs and intergenerational and adult programs. She will continue to be responsible for providing the cultural and arts programs, as well as continuing as staff liaison to the Arts and Culture Commission. Her phone number and e-mail address will remain the same. Mann will be forming a task force for the Senior Center, looking at uses of that building and perhaps a name change. The City, with Sandy Werts, will still do the 4ffi of July Celebration event and Holloween at the Eden Prairie Center. DiverCity on the Prairie and Winterrific are being canceled for this year and re-evaluated. Octoberfest will not be held, but we are thinking of adding a Fall Festival. The City is working with different immigrant groups on possible events. At the end of May or early June "Arts and Antiques in the Garden" will be held at the Cummins-Grill House. VIII. ADJOURNMENT White asked if they have ever considered establishing a committee of people who would do fund-raising for the arts. Mann said she could put that subject on the agenda for the next meeting, which will be in March. The Commission could ask the City Council if they want to establish an ad hoc fund-raising committee. White said he would be willing to serve on that committee. MOTION: Grayson moved, seconded by Pernsteiner, to adjourn the meeting. Acting Chair Birt adjourned the meeting at 9:00 p.m.