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HomeMy WebLinkAboutArts Commission - 09/08/2003 UNAPPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, SEPTEMBER 8, 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: Sandy Werts, 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 7:10 a.m. All Commissioners were present. II. APPROVAL OF AGENDA MOTION: Grayson moved, seconded by Larson, to approve the agenda as published. Motion carried 6-0. III. APPROVAL OF MINUTES —JULY 14, 2003 MOTION: Mosow moved, seconded by Grayson, to approve the minutes of the Arts and Culture Commission held on July 14, 2003, as published. Motion carried 6-0. IV. PETITIONS, REQUESTS AND COMMUNICATIONS There were none. V. OLD BUSINESS A. Develop a List of Needs for Access to School Facilities for Public Art Programs Grayson said she would be unable to attend the meeting of the City/School Facility-Use Advisory Committee on Wednesday, October 1. Mosow said he would let Grayson know if he can attend in her place. Werts distributed a list of the needs she suggested bringing to the committee. It included cost and access concerns related to the Community Theater's use of the old theater in the high school for the rehearsals and performances of its winter productions. Werts said the City pays the school about $25 per hour to rent the theater for rehearsals and performances. Last winter the City paid the school $1,250 for one week of rehearsals plus six performances. They don't have access to build sets prior to rehearsals because the school is using the space. ARTS AND CULTURE COMMISSION MINUTES September 8, 2003 Page 2 Another need is space for rehearsals of the Community Theater's summer production and back-up space in case of inclement weather. Space is also needed for Community Band rehearsals and concerts, and back-up space for the City's summer concert series at Staring Lake. There was a discussion about whether or not the referendum to build the Performing Arts Center at the high school was publicized by the School District as a facility that would be available for use by the City as well as the school. Dickman said she would take the responsibility of finding out what was stated in the publicity materials for the referendum. Werts explained that when the School District rents the City's outdoor center, it is charged only for opening and closing the facility, while the City pays for every hour the Community Theater uses the old auditorium. She recommended asking for a preferential fee that supports the arts, and more access to the theater for building sets and rehearsal time. At previous meetings, partnering with the high school in supporting the arts has been discussed. Relationships have already been established between the Community Theater and the school's drama department. Students have been able to learn about set design, lighting, etc., from members of the Community Theater. Birt said that could be pointed out as an example of partnering with the school. Grayson said the City/School Facility-Use Advisory Committee has worked on fee schedules for the use of each other's facilities in order to reduce the costs for both. Scheduling school facilities remains the major problem. Grayson said she would ask to have cost and access concerns placed on the agenda for the October meeting. Werts gave her a list of performance dates when the City would like to use the Performing Arts Center and other facilities. Grayson offered to prepare the various points for Mosow to present to the committee. B. Develop a Recommendation for Developing an All Inclusive Art Promotion Piece There was a special meeting of the Arts and Culture Commission on August 11 to discuss the development of a vehicle for promotion of all the arts in Eden Prairie. Werts distributed a summary of the meeting she made from her notes. At the meeting, Commissioners discussed the makeup of a task force that would consider this subject, and they offered to obtain arts-information brochures from various cities. Dickman showed a promotional brochure from Humbolt County, California, which is published once a year. It contains information about all the art events in the area, as well as schools for the arts. The company distributes 25,000 copies at 200 locations, free of charge. It costs $32,000 to publish and distribute,but paid advertising covers the costs. ARTS AND CULTURE COMMISSION MINUTES September 8, 2003 Page 3 Werts showed the "Eden Prairie Magazine", which is published monthly and is being sent free through the mail to those on the publisher's mailing list. It includes information about City events. The July issue lists the Staring Lake concert series and promotion of Art on City Walls. Werts plans to give them information about various City events that she coordinates. Werts pointed out the local newspapers carry information about City programs every week and occasionally run feature articles about them. Grayson reported that St. Cloud has a very big and active arts commission. It obtains funding primarily through a program called "Round Up for the Arts" in which people can "round up" the amount on their utility bills to support the arts. Rochester makes use of local radio and television stations with on-air interviews to get mostly free advertising for the city's arts programs. Red Wing includes art- related events in its city magazine. Mosow recommended having more than one vehicle to publicize the arts. He would also include articles in the new Eden Prairie Magazine and on the City's Web site. Mosow left the meeting at 8:35 p.m. MOTION: Birt moved, seconded by Grayson, to develop a subcommittee of the Arts and Culture Commission made up of representatives from the performing arts, visual arts, community band, community education, community theater, the Arts and Culture Commission, and an at-large member, to develop a vehicle to promote Eden Prairie arts. Motion carried 5-0. Several names were suggested for the committee, and Werts said she would contact them to see if they would be interested in serving. Someone from the Arts and Culture Commission should be the chair. She believed three or four meetings would be necessary to accomplish their work, which includes developing an RFP to publish a promotional vehicle. The Commission would have to ask the City Council for permission to issue the RFP. C. Discuss Commission Goals and Objectives for 2003-2004 Werts distributed a list of six suggestions for a work program that were discussed at the July meeting. Dickman said she believed all six would be too ambitious a program, and that the Commissioners should focus on just two of them for one year. One of them would be development of a task force to develop an all-inclusive arts vehicle, and the second would be partnering with the school to use community resources. MOTION: Birt moved, seconded by Grayson, to table this matter to the next meeting. Motion carried 5-0. VI. NEW BUSINESS ARTS AND CULTURE COMMISSION MINUTES September 8, 2003 Page 4 A. Discuss Meeting Monthly Versus Bi-Monthly Werts reported that one reason to have monthly meetings is to give student representatives who serve on the Commission the opportunity to attend more meetings. However, Laurie Obiazor has advised against monthly meetings unless there are enough items for discussion each month. Werts recommended meeting in October to welcome the student representatives and then return to bi-monthly meetings. MOTION: Birt moved, seconded by Larson, to continue with the regular bi- monthly meetings, with special meetings called as needed. Motion carried 5-0. The next meeting will be on October 13 to welcome the student representatives and to set a date for the subcommittee to meet in late October or early November. VII. REPORTS OF STAFF AND COMMISSIONERS A. Recap of Summer Concert Series and KidStock Werts reported the new KidStock program was very successful. Attendance at the concert series varied by program. B. Sunbonnet Day—Sunday, September 14 Commission members were invited to attend this special program at the Cummins-Grill House. C. Eden Prairie Community Theater Werts reported that Ann Crawford, who has been the producer for the productions put on by the Community Theater for the past five or six years, has decided to step down. The City is now looking for a producer for the winter play. This is a paid position. Werts will be placing ads in the newspaper. Larson said she would ask people she knows in the theater community who may be interested. VIII. ADJOURNMENT MOTION: Grayson moved, seconded by Birt, to adjourn the meeting. Motion carried 5-0. Dickman adjourned the meeting at 9:07 p.m.