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HomeMy WebLinkAboutArts Commission - 07/14/2003 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, JULY 14, 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 COMMISSION STAFF: Sandra Werts, Staff Liaison Peggy Rasmussen, Recording Secretary SUPPORT STAFF: Bob Lambert, Director, Parks and Recreation Services Laurie Obiazor, Manager, Recreation Services I. ROLL CALL/INTRODUCTION OF STAFF LIAISON SANDY WERTS Chair Dickman called the meeting to order at 7:00 p.m. Commissioner Mosow arrived at 7:10 p.m. Sandy Werts introduced herself as the new staff liaison, replacing Tria Mann who resigned. She was staff liaison for the original Historical and Cultural Commission and began the Concerts in the Park series and Sunbonnet Day during that time. Commissioners introduced themselves and gave background information about their interest in the arts and serving on the Commission. II. APPROVAL OF AGENDA MOTION: Grayson moved, seconded by Pernsteiner, to approve the agenda as published. Motion carried 5-0. III. APPROVAL OF MINUTES —May 12, 2003 A correction was made to the second sentence of the first paragraph on page 2, which should read "Many immigrants are unaware of these programs . . .." Grayson made a correction to the last sentence in the third paragraph on page 4, which should begin "Grayson said . . .." Also on page 4, under VL A., in the first sentence, Dickman noted an incorrect spelling of her name. MOTION: Larson moved, seconded by Pernsteiner, to approve the minutes of the Arts and Culture Commission meeting held on May 12, 2003, as published and corrected. Motion carried 5-0. IV. PETITIONS, REQUESTS AND COMMUNICATIONS A. Presentation on Jean Harris Gathering Bride Don Klingel and Basil Wissner, members of the Gathering Bridge Fundraising Committee, gave a Powerpoint presentation about Mayor Jean Harris and the ARTS AND CULTURE COMMISSION MINUTES July 14, 2003 Page 2 Gathering Bridge tribute to her, for which $150,000 in funding is being sought from local businesses and residents, and through grants. Klingel said the committee was asking for the support of the Arts and Culture Commission because of its connection with this project. The committee has mailed out 1,900 letters to the local businesses, and will be mailing letters to about 16,000 residents. The Gathering Bridge will be constructed in Purgatory Creek Park, with completion expected in the fall of 2004. It will be the first piece of outdoor public art in Eden Prairie. Wissner said he hoped this would be just the beginning of many pieces of public art for Eden Prairie. A grant of$10,000 has been received from the Eden Prairie Foundation. In order for donations to be tax deductible, the Foundation is acting as the agent for receiving them. V. OLD BUSINESS A. Midyear Review of Charter Statement After reviewing the Charter Statement, the Commissioners recommended several changes. Werts said she would talk to Laurie Obiazor to find out if the Commission would be permitted to alter it. B. Discuss Developing a Partnership Between the City and School District to Access School Facilities for Public Art Programs Werts said the Community Theater has difficulty putting on its plays in the Performing Arts Center not only because of the cost of renting it, but because it is only available on certain weekends, and the group needs access to build the sets prior to the performance. As a result, Ann Crawford, the theater's producer, has approached Grace Church about using their facilities for this winter's play. Werts and Crawford toured the facilities and found they have an excellent space available for the performances and a place to build the sets. Crawford is checking into their fee schedule. She is also looking into the availability of the high school. Grayson reported that the City/School Facility-Use Advisory Committee meets twice a year and is meeting again in October. At the last meeting they discussed facilities and storage issues. The school representatives said there is no space available for the Community Theater to use for storing sets or costumes. There was no discussion about the fee schedule charged for renting the facilities. Werts said the School District makes reservations to use the City's park facilities and are only charged for the cost of opening and closing the facilities. Mosow said some of the School District's charges are probably associated with paying for extra security, maintenance, etc. Dickman said something should be worked out to form a partnership between the City and the School District for preferential treatment on use of facilities and ARTS AND CULTURE COMMISSION MINUTES July 14, 2003 Page 3 lower charges. The referendum to build the Performing Arts Center was presented to the public as a resource for the community. Tax dollars were used to build it, and so it should be available for joint use by the City and the School District. Werts responded she would talk to Obiazor, put together information on what the needs are, and develop a recommendation to bring to the next meeting for Commission approval. Grayson could then take that recommendation to the next meeting of the Facility-Use Advisory Committee. Birt suggested that holding performances in other facilities in the area, the way the St. Paul Chamber Orchestra does, brings more people to performances. The Eden Prairie Library has been used occasionally for poetry readings. C. Discuss Recommendation for Developing an All-Inclusive Art Promotion Piece A motion was made at the last meeting requesting that Tria Mann look into forming a task force for recommending a promotional vehicle that would be used for all-inclusive arts in Eden Prairie. Staff was also asked to look into allocation of resources for promoting the arts. Werts said the budget is set for the next two years. She would have to see how much is in the promotional budget and look into the cost of producing a promotional piece for a year. Werts said she would check into whether Obiazor did include something in the budget for this. Dickman said she hoped they wouldn't have to depend entirely on the City budget. Perhaps they could check into obtaining a grant or finding other resources. Mosow recommended using a targeted marketing approach by promoting to certain audiences. Dickman said she would like to see a booklet that would show what is going on in the whole area in terms of the arts. Pernsteiner recommended forming a task force that would determine what they want to do and how much it will take to do it. Werts asked who would be on the task force. Grayson replied they should start with a couple of members from the Arts Commission and also from the Parks and Recreation Commission. Various arts groups in the City could be included in order to get a well-rounded view. Werts said there is no reason why a task force couldn't be formed, as long as the Commission's charge to the task force is clear. The Commissioners need to determine what the charge is, and make a recommendation on what groups would be represented. Mosow suggested the charge to the task force should include setting out certain options for them to act upon. Dickman asked for a special meeting of all Commissioners that would focus solely on discussing the formation of a task force. No minutes would be taken. ARTS AND CULTURE COMMISSION MINUTES July 14, 2003 Page 4 Werts said she would ask Bob Lambert if there were any requirements for setting up a task force. The consensus was that all Commissioners, along with Sandy Werts, would meet on Monday, August 11, 2003, at 7:00 p.m. at the City Center. They will bring their recommendations to the September meeting of the Commission. VI. NEW BUSINESS A. Develop Work Plan for 2003-2004 Werts asked the Commissioners to think about their goals for the rest of this year and 2004. One,just listed, would be development of the task force. Birt wondered if the Commission would be involved in some way with the completion of the Gathering Bridge. Werts replied there will likely be some kind of dedication ceremony, and she would probably be in charge of it. She looked to the Commissioners for a vision of what they thought the dedication should include. Birt suggested having the artist give a lecture on how she developed the concept of the bridge with the involvement of the community, and how she worked on creating it. That would be instructive and beneficial to young people who are thinking of having a career in art. It would show how the creative process works. Mosow suggested having a documentary made that would show how a community comes together to honor one of its own; how an artist takes what she learns and turns that into a work of public art; what it takes to involve the community in funding it; and how the bridge would endure over time as a gathering place for people to use. Birt said another goal for 2003-2004 should be partnering with the school in using community resources. She also suggested using the present library as an art center if the building is purchased by the City after the new library is opened. Mosow asked if the Commission should be looking into arts development at the Senior Center. Werts replied visual art programming there was not too successful. One reason is because a number of activities are being offered in senior residences. However, we should reach out to seniors with some arts programming. Dickman pointed out that most people go outside Eden Prairie for art classes because there isn't an art center here. She hopes that some day there will be one, and that an on-going program of art classes would be offered with a fee that is reasonable. Even without an art center, possibly classes could be held in the school buildings. Between the City and the School District, it should be possible to establish more of that type of program. Birt suggested the outdoor center as one place where classes could be held. ARTS AND CULTURE COMMISSION MINUTES July 14, 2003 Page 5 Werts said the City held a beginning-level oil painting class at the Senior Center but could not get enough people interested in the second level to hold a class. She sent those interested in the second level to the Minnetonka Senior Center where they could join a group. Werts said this list of goals would be on the agenda to review at the next meeting. VII. REPORTS OF STAFF AND COMMISSIONERS A. Status of Current Eden Prairie Hennepin County Library and What Our Options Are Werts said she talked to Bob Lambert about this matter. He said the County Board hasn't made a decision about whether or not to sell the property. If it makes a decision to sell the property, the City would have the option to purchase it. A referendum would probably be required to fund the purchase because it was not included in the City's Capital Improvement Plan. The City Council would look at what the programs using the building would cost and if they will generate enough income to pay for those costs, plus maintenance and upkeep. The City has taken the position that it does not want to add any services that will not cover its operating costs. Lambert told Werts that if the Commission feels strongly about having an art center, it should make a request to meet with the City Council to discuss this at a future Council workshop. To prepare for a meeting with the Council, Werts recommended the Commissioners decide what programs they would like to see offered, how much money would be generated, and how would it be staffed. Birt said that sounded as if professional staff would be needed to do market research. Dickman said the Chair of the Eden Prairie Foundation had talked to her about using the library building for an art center. He said this is possibly a window of opportunity, and if the Commission is not prepared to go after this building it will just go to someone else. Werts recalled that a number of years ago a presentation was made about mounting an effort to have an art center. The information obtained at that time would still be available. Dickman pointed out the City's stand is that the building's programs would have to be self-sustaining. However, the arts has trouble with accomplishing that, so it would be a pipe dream to tell the Council all the expenses will be covered. She believed an art center should be on the City's wish list. She hoped Lambert would be willing to work with the Commission on this. Werts said Laurie Obiazor could probably answer the Commissioners questions because she has some background on this subject. Dickman said perhaps Obiazor ARTS AND CULTURE COMMISSION MINUTES July 14, 2003 Page 6 could give her some information for the next Commission meeting. Werts asked Dickman to set a time with Obiazor for a meeting with Obiazor and herself. B. Update on Concert Series and KidStock Werts reported that the summer concert series started on June 8 with a Community Band concert. Two concerts were rained out on Wednesday evenings. The Wizard of Oz had no rain-outs, and there were 900-1000 people each of the first two nights. KidStock is a new program for children and families, held at 11 a.m. on Tuesdays. On the first day, over 450 attended, the second day it was rained out, the next two times there were 375 people, and on July 8 over 470 children and families attended. C. Update on Arts & Antiques in the Garden Werts said this is a new program. There were 13 vendors. The vendors were upset because there were no advertising signs out by the road, and the City had to give them back their money. (One sent her check back to the City.) Evaluation sheets returned indicated people liked the venue. D. Sunbonnet Day—Sunday, September 14th This program is held at the Cummins-Grill House, with tours of the house, old- fashioned games, prizes for the best period costumes, etc. E. History Tour— Tuesday,July 29rh The tour leaves by bus from the Cummins-Grill House at 5:30 p.m. and returns at 8:30 p.m. It will visit various historical sites in Eden Prairie. F. New Facilities Available for Prouammins! in Mid-2004— Riley/Jacques Barn and Puriatory Creek Recreation Area Werts said discussion about programming would begin with tours of each area so the Commission can conceptualize the types of programs that would be appropriate. VIII. ADJOURNMENT MOTION: Birt moved, seconded by Larson, to adjourn the meeting. Motion carried 6-0. Dickman adjourned the meeting at 8:55 p.m.