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HomeMy WebLinkAboutArts Commission - 03/10/2003 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, MARCH 10, 2003 7:00 P.M. CITY CENTER 8080 MITCHELL ROAD PRAIRIE ROOMS A & B 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 Commissioner Dickman called the meeting to order at 7:20 p.m. Present: Commissioners Dickman, Grayson, and Pernsteiner; Student Representative Krause. Absent: Commissioners Birt (excused), Mosow, and White; Student Representatives Dunning (excused) and Deanovic. As there was not a quorum of Commissioners, no motions or actions could be approved. However, staff asked for discussion of some agenda items. II. APPROVAL OF AGENDA III. APPROVAL OF MINUTES —January 13, 2003 IV. PETITIONS, REQUESTS AND COMMUNICATIONS A. Jean Harris Memorial Fund-Raising Committee Mann reported that the committee has met twice. Its goal is to raise $150,000 through grants, a wide-distribution mailing, and donations from business/organization sponsorships. The committee hopes to meet 80 percent of the goal by the end of 2003. Fund-raising will open on June 8 at the beginning of the Staring Lake Park concert series. The committee is looking for a grant-writer. The area where the Gathering Bridge will be constructed was not dredged this winter. It will be done next winter, which allows more time to raise the funds. Construction is expected to take place in the spring of 2004. B. Boards and Commissions Orientation Session Thursday, March 20, 7:00 p.m. in the Council Chambers ARTS & CULTURE COMMISSION MINUTES March 10, 2003 Page 2 Two people have been appointed to the Arts and Culture Commission. One is a new member, and the other is Ann Birt, who was reappointed. Their terms begin with the May meeting. Doug White is ending his term on the Commission. V. OLD BUSINESS A. Approve Recommendation for the City/School Facility-Use Committee Review and Decide if a Partnership Between the City and School in Regards to Art Programs, Facilities, and Promotions is Appropriate The City/School Facility-Use Committee is meeting later in the week, and Grayson is a member. Mann asked Grayson to let the committee know that the Arts and Culture Commission is looking into a partnership for art programs, facilities, and promotions. Approval of a recommendation was tabled to the next meeting. B. Recommend Direction to Take for the Public's Awareness of the Arts in Eden Prairie Mann said promoting arts activities is the best way to build public awareness. Neighboring communities should look at this issue together and promote each other's activities. Mann said she would be asking the Commission to recommend to the City Council some ways to promote the arts. Approval of a recommendation was tabled to the next meeting of the Commission. VI. NEW BUSINESS A. Advise Staff of Contacts and Resources for Storage of Community Theater Sets, Props, and Costumes Mann asked if anyone knew of storage space in Eden Prairie or nearby that could be used by the Community Theater for storage of sets and larger props, or another place to store costumes. The City is now using the barn and granary on the Riley- Jacques farm for props and sets, but everything has to be taken out of there early this spring because of extensive renovations to the barn. After it is renovated, the storage space would be very limited. Two possibilities suggested were the Golden Triangle Area and at the airport. Mann said renting pods for storing props or sets would be less expensive than using a storage facility. Pods could be put on an empty lot the City owns where the landfill used to be, or in the Parks and Recreation Services shop area. The City has never had to lease or rent storage space for this purpose. ARTS & CULTURE COMMISSION MINUTES March 10, 2003 Page 3 Krause said he believes there is some space for storing the costumes at the high school in an area connected with the Performing Arts Center. Grayson said she would ask about this at the City/School Facility-Use Committee meeting. Mann said she might put a news release in the Chamber of Commerce newsletter and ask if any businesses would have some space available. Access to the stored items would be important, however. Perhaps in the future the Commission might want to ask the City Council about finding storage space for the Community Theater. B. Recommend Direction to Take on Raising Funds to Help Support the Arts Dickman suggested the Commission decide what they want to raise funds for, the amounts needed, and then set priorities. Mann said one use for funds would be to purchase more uniforms for the Community Band. Another might be for establishing an Arts Center. Pernsteiner said the Community Theater is starting to be more aggressive in its fund-raising efforts. Mann said she has thought of having an Arts Fair during the 4t1i of July Celebration to raise money. Larger companies will only sponsor certain programs; but some companies have an arts component. Mann said it is difficult for her to find time to write grants. Dickman said the Commission could recommend to the City Council that the City hire a grant- writer because a good grant-writer can bring in a great deal of money. There will be further discussion on this subject at the next meeting. C. Advise Staff of Vendor Fee, Application, and Contacts for the "Arts & Antiques in the Garden" Event The "Arts & Antiques in the Garden" event is scheduled for Saturday, June 14, at the J. R. Cummins Homestead. The commissioners reviewed the flyer Mann proposes to send vendors. She is considering whether the $35 fee that vendors would be charged is the appropriate amount for this event. The commissioners agreed $35 was appropriate. Mann asked the commissioners to inform her if they knew of any antique dealers, crafters or artists who might want to rent space. She has asked for lists from other art fairs, and has a list of antique dealers in the area. The information will also be posted on the City's Web site. Dickman suggested having a place for vendors to sign up at the City Center. Mann has gone to different art fairs to see how they are set up. The date for the City's event was based on when other art fairs are being held. Postcards and flyers will be mailed out and posters placed in various locations. Vendors who sign up will be asked to distribute flyers. ARTS & CULTURE COMMISSION MINUTES March 10, 2003 Page 4 Dickman said the Preserve hosts the Prairie Peddler Boutique twice a year. The first one this year will be held from April 3-13. She recommended that the City advertise "Arts & Antiques in the Garden" during that time. Some of the vendors may be interested in renting space. Mann said volunteers would be needed to help at the fair. They could assist in the information and entertainment areas, and by offering to sit at the vendors' booths to give them a break. Commissioners suggested making two flyers: one for the vendors asking them to participate, and one to advertise the event. Mann said she plans to have a map on the front of the flyer to show where it is being held. VII. REPORTS OF STAFF AND COMMISSIONERS A. Recreation Coordinator for the Arts and Cultural and the Adults and Senior Programs 1. Cancellation of the Dance Today's Imprints Residency Program Mann said she received information that the Dance Imprints program has lost one of its main sources of funding and may have to cancel it altogether. Buffalo and Eden Prairie were the two communities dropped from the program. 2. March 131h Fund Raiser at Chevy's for the Community Theater Chevy's provided 500 flyers, with permission to reproduce them. Those were mailed out, and flyers are also available at the liquor stores. People can go to the restaurant any time on March 13. The ticket from the flyer will be attached to the guest check, and 15 percent of the total bill will be donated to the Community Theater. 3. Auditions for the Summer Musical by the Community Theater Monday and Tuesday April 21 and 22 by Appointment Only The musical to be presented this summer is "The Wizard of Oz." A large number of people are expected to audition on April 21 and 22. An overall director has been hired, but they are looking for a music director. Instead of having the performances two full weekends, they will perform on Friday, Saturday and Sunday the first weekend, and Thursday, Friday and Saturday the second weekend. The sets will be taken down before the Sunday evening concert. VIII. ADJOURNMENT The informal meeting ended at 9:00 p.m. ARTS & CULTURE COMMISSION MINUTES March 10, 2003 Page 5