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HomeMy WebLinkAboutArts Commission - 05/12/2003 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, MAY 12, 2003 7:00 P.M. CITY CENTER 8080 MITCHELL ROAD PRAIRIE ROOMS A & B COMMISSION MEMBERS: Susan Dickman; Ann Birt, Cari Grayson, Lois Larson, Steve Mosow, Todd Pernsteiner 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 Chair Dickman called the meeting to order at 7:06 p.m. In Tria Mann's absence, Laurie Obiazor was the staff liaison. Student Representatives Andrea Deanovic and Meghan Dunning were absent. II. APPROVAL OF AGENDA MOTION: Birt moved, seconded by Grayson, to approve the agenda as published. Motion carried 6-0. III. APPROVAL OF MINUTES —January 13, 2003 and March 10, 2003 MOTION: Birt moved, seconded by Pernsteiner, to approve the minutes of the Arts and Culture Commission meeting held on January 13, 2003, as published. Motion carried 4- 0-1, with Dickman abstaining due to her absence from the meeting. MOTION: Grayson moved, seconded by Pernsteiner, to approve the minutes of the Arts and Culture Commission meeting held on March 10, 2003, as published. Motion carried 3-0-2, with Birt and Mosow abstaining due to their absence from the meeting. IV. PETITIONS, REQUESTS AND COMMUNICATIONS A. Outreach to Immigrant Population for Recreation Services Information Obiazor explained that when the Recreation Services Division was reorganized in January, one directive was to increase outreach and services to the immigrant population. The City plans to develop partnerships with various agencies in Eden Prairie, such as the YMCA, Community Education, athletic associations and community businesses. Eden Prairie has large Somali and Russian communities. ARTS & CULTURE COMMISSION MINUTES May 12, 2003 Page 2 The City provides a number of recreation programs. Many immigrants are unawarene of these programs and the benefits of parks and recreation. Language barriers need to be overcome and translators used when necessary. Part of the Recreation Services Division's responsibility is to help immigrants acclimate to their community and encourage them to celebrate their heritage. Obiazor said the City has hired a Therapeutic Recreation Specialist, Nicole White, to coordinate a leisure recreation program for people with disabilities, as well as for seniors, new residents and immigrants. The City decided to discontinue several events, such as DiverseCity on the Prairie and Oktoberfest, in order to develop something more culturally appropriate. Eden Prairie should have community events that are specific to Eden Prairie. V. OLD BUSINESS A. Approve Recommendation for City/School Facility Use Advisory Committee Review, and Decide if a Partnership Between the City and School in Regard to Art Programs, Facilities, and Promotions is Appropriate Obiazor said this primarily would involve use of the Performing Arts Center. Grayson said the above committee has not discussed that subject since she has been on it. She has talked to Jill Johnson, who is in charge of facility scheduling at the high school. Johnson indicated there is no space available for the Community Theater to store its props, sets and costumes in those facilities and no partnering the school can do with the City to obtain it. Dickman said the hope was expressed at the March meeting that if Community Education would take charge of the Community Band and Community Theater, that would give the two groups a higher priority with the school to find space for them to perform and for their costumes and sets. Obiazor said the committee was set up to deal with facility use issues. The members would be more receptive to a request from an advisory commission than from City staff because the commissioners are local citizens and taxpayers. School and City facilities should be shared because they are paid for by all the taxpayers. The school uses its facilities heavily, but even if time were available at the Performing Arts Center, the cost would be prohibitive based on their current fee schedule. Approving the recommendation that the committee discuss a partnership would be the first step to raise that as an issue. City-sponsored groups don't have the kind of access to the Performing Arts Center that the City had envisioned. Krause said at the last meeting Tria Mann recalled that in the early `90s when an addition to the high school, including the Performing Arts Center, was being voted on, the public was told it was supposed to be available for use by both the City and School District. Dickman said there may have been misrepresentation to the taxpayer about its use. ARTS & CULTURE COMMISSION MINUTES May 12, 2003 Page 3 Krause said so far space availability has only been discussed at the school staff level and hasn't gotten to administration or the School Board. MOTION: Birt moved, seconded by Pernsteiner, to table this matter to the next Arts & Culture Commission meeting, when Tria Mann would be present, and the commission can get more information. Motion carried 6-0. B. Recommend Direction to Take for the Public's Awareness of the Arts in Eden Prairie Dickman said the commission has discussed this subject for years. The members have talked about putting together a publication listing the arts events, or having a joint calendar with the school. A newsletter was also discussed. Pernsteiner asked if there would have to be a fundraiser to create a promotional vehicle, such as a newsletter, or would the idea have to be presented to the City Council to request funding. Obiazor replied the City is now working on the 2004- 2005 budget. There is no money allocated this year for that project. In order to put something in the 2004-2005 operating budget, Mann would need to decide before the deadline for turning in budget figures on Monday, May 19. Obiazor said there are so many different ways the commission can promote the arts, such as using the City's Web site, putting together a brochure to highlight all the art programs, or utilizing the City's newsletter with a feature page. Birt said independent notices were sent out and promoted separately for the Jazz on the Prairie Festival and Arts and Antiques in the Garden. What Tria Mann has discussed is having one vehicle that lists everything, either every six months or once a year. Pernsteiner said Tria talked about putting out a calendar showing the schedule of events. Obiazor said a calendar of activities is being developed, and it could include the arts. Dickman said what she had in mind was something new residents could pick up to see what is available in Eden Prairie that has to do with art, both school and City events. The school calendar is not as useful for that. She would like to see something that just has the arts in it. Obiazor wondered if the commissioners were looking for a newsletter that could be mailed to residents. Parks and Recreation Services publish an Outdoor Center newsletter, Senior Center newsletter and Community Center newsletter. A mailing list would have to be established, perhaps by making the newsletter available at events where people could pick it up and put themselves on a mailing list. With regard to adding this item to the budget, Krause wondered how that could be done. Obiazor said because they were required to cut the budget five percent, Mann would have to take money from somewhere else to spend on promotions, or she may be able to reallocate funds. ARTS & CULTURE COMMISSION MINUTES May 12, 2003 Page 4 Dickman liked the possibility of having a newsletter put out quarterly or twice a year. Pernsteiner said it could focus on different arts groups each time. MOTION: Birt moved that the Arts and Culture Commission inquire into funding for a promotional piece for all-inclusive Eden Prairie arts. Grayson asked if a task force would be needed to figure out what the promotional vehicle should be. Dickman agreed that it might be needed. Obiazor said the promotional vehicle doesn't have to be one thing; it could be a number of different things. Grayson said it could also be put on the City's Web, and that doesn't cost anything. Pernsteiner offered to put together the budget needed to develop a newsletter, with graphics, etc. Mosow said it might make sense to ask for development of a skeletal plan to lay out alternatives, and then the commission can find out what audience it is trying to reach,how to reach them, and the cost. After the commission has some idea of the scope and scale of the promotional vehicle, the commission could decide about putting it on the Web site. Dickman said it sounds as if a task force is needed to discuss this further. Birt withdrew her motion. Obiazor said the commission could encourage staff to find additional funds to promote the arts in general. It may take to the end of the year to develop a program to implement. MOTION: Grayson moved, seconded by Birt, that Tria Mann is requested to look into forming a task force for recommending a promotional vehicle for all- inclusive arts in Eden Prairie. Motion carried 6-0. MOTION: Mosow moved, seconded by Larson, to direct staff to look into the possibility of allocating existing or additional resources for promoting all types of arts. Motion carried 6-0. VI. NEW BUSINESS A. Appoint Commission Member to Sit on the Task Force for Renaming of the Senior Center Dickson said the task force is expected to meet approximately four times. Pernsteiner said he would be interested in serving on the task force. MOTION: Grayson moved, seconded by Birt, to appoint Commission Member Pernsteiner to the Renaming of the Senior Center Task Force. Motion carried 6- 0. ARTS & CULTURE COMMISSION MINUTES May 12, 2003 Page 5 Dickman asked if anyone had ideas to give Pernsteiner. She recommended a name that would include teens because the center is trying to attract them. There are many events offered for teens, and the center will be expanding its hours. B. Recommend Direction to Take on Raising Funds to Help Support the Arts Pernsteiner said he believed this matter has to do with raising funds for the Community Band and Community Theater. The theater has been holding more fund-raisers than the band, which doesn't do any fund-raising except to hold an annual garage sale. Mosow said the theater fund-raisers are meant to subsidize the operation to make the performances affordable. Obiazor said arts programs should be seventy-five percent self-supporting. Dickman said other communities have art centers, which help various art groups put on fund-raising events. The Community Theater's attempts to raise money have been quite creative, but the commission hasn't heard how much money they raised. Perhaps Tria Mann could let the commissioners know at the next meeting. Larson suggested a walk or run as a good fund-raiser. Obiazor said when the trail system is completed around Purgatory Creek Recreation Area, it would make a good location to have a fund-raising walk. It is expected that the access point and trails will be developed by November. Birt questioned whether fund-raising is appropriate for the commission. Dickman said the commissioners are being asked to recommend a direction on raising funds, but they should be careful how far they go with it. There are vehicles for raising funds, such as the Eden Prairie Foundation. Pernsteiner asked if arts groups are not supporting themselves, is it the commission's job to consider whether they are doing enough for themselves? Birt asked Pernsteiner if the Community Band had to raise funds for uniforms. Pernsteiner replied the group received a grant last year from the Eden Prairie Foundation for uniforms. They hold an annual garage sale to pay for trips. Birt said because the commission is only an advisory group, she didn't believe it should be fund-raising. Pernsteiner said the commission could find out what the groups' budgets are and see what they have done to raise revenue. Krause said the commission might suggest fund-raising ideas to groups. Obiazor said City staff and advisory commissions are not allowed to raise funds unless they have authorization from the department head or City Council. They are not to go out into the community to raise funds or ask for funds. She said some people believe that when they pay their taxes to the City, that is their contribution. The commission could recommend the direction to take for present and future arts programs. Perhaps part of it is to analyze current programs and how they are doing financially. If necessary, the arts group might find a co- ARTS & CULTURE COMMISSION MINUTES May 12, 2003 Page 6 sponsor to pay the costs. However, raising funds for a specific purpose is a different matter. MOTION: Pernsteiner moved, seconded by Birt, to request staff to provide a record for 2002 through the year to date outlining fund-raising for the arts by specific groups, where the money came from, and for what purpose. Motion carried 6-0. VII. REPORTS OF STAFF AND COMMISSIONERS A. Arts & Senior Recreation Coordinator 1. Arts & Antiques in the Garden Promotional Postcard The commissioners agreed that the promotional postcard was well done. The program looks like it will be a good one and should attract a number of vendors and visitors. It will be held at the Cummins-Grill House on Saturday, June 14. 2. MN Festival of Jazz on the Prairie Flyer The flyer is eye-catching. The jazz festival is usually well-attended. The commissioners wondered where the flyers are posted and to whom they are mailed. The festival is on Sunday, June 15, at the Staring Lake Park Amphitheater. It was pointed out that both programs could be advertised in the newspaper at no charge, under "free time." Radio stations also publicize local events at no charge. VIII. ADJOURNMENT MOTION: Birt moved, seconded by Mosow, to adjourn. Motion carried 6-0. Dickman adjourned the meeting at 8:25 p.m. The next commission meeting is on Monday, July 14, at 7:00 p.m.