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HomeMy WebLinkAboutArts Commission - 01/19/1999 APPROVED MINUTES EDEN PRAIRIE ARTS COMMISSION TUESDAY,JANUARY 19, 1999 7:15 p.m. City Center Atrium Conference Room 8080 Mitchell Road, Eden Prairie COMMISSION MEMBERS: Ann Birt, Deb Campbell-Potter, Susan Dickman, Harry Gerrish,Andrea McGillian, Barb Nordby, and David Steppat COMMUNITY EDUCATION LIAISON: Ann Coates PERFORMING ARTS ENSEMBLE: Ann Crawford STUDENT REPRESENTATIVES: Jonathan Engbrecht and Lukus Porter STAFF: Tria Mann,Arts & Special Events Coordinator and Barbara Anderson, City Recorder I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Campbell-Potter at 7:15 p.m. Commissioners Ann Birt and Harry Gerrish were excused. Performing Arts Ensemble representative Ann Crawford and Community Education liaison Ann Coates were also excused. Commissioner Susan Dickman arrived at 7:25 p.m. II. APPROVAL OF AGENDA Campbell-Potter requested that the discussion of the Strategic Plan be tabled until the next meeting, as the Arts Festival was coming up and she believed that should take priority. Mann noted that Reports of Commissioners should be under VII. Recommendations and Reports, and under that she requested the addition of two items; the Sound Tech, and the Refreshment Schedule. Nordby requested that the Park-In Movie be added under New Business as Item D and Mann requested the addition of the Contract for the Eden Prairie Band be added as Item E. MOTION: Nordby moved, seconded by McGillan, to approve the Agenda as amended. Motion carried 5-0. III. OPEN PODIUM IV. APPROVAL OF MINUTES - Tuesday, November 17, 1998 McGillan noted her name was misspelled. Steppat noted a change on page 3, fourth paragraph, regarding the funding from outside sponsors. He also requested a change on page five, last paragraph, to reflect the grant application was with the Eden Prairie Foundation, and noted it was to be awarded at 7:30 a.m., not p.m. Nordby requested that the spelling of Tonic Sol-fa be corrected on pages 2 and 3, and that the word "night"be replaced with "mike"regarding the "open ARTS COMMISSION January 19, 1999 Page 2 mike"poetry event. MOTION: Nordby moved, seconded by Dickman, to approve the Minutes of the November 17, 1998 meeting of the Arts Commission as amended. Motion carried 5-0. V. OLD BUSINESS A. Strategic Plan 1. Review of Assigned Tasks and Objectives 2. Next Step Campbell-Potter requested this item be tabled until the next meeting to allow more time for discussion of the Arts Festival. The commissioners present concurred. B. Arts Festival 1. Open Points McGillan commented there was another store front available which may be a good place to hold a function. Mann will discuss the locations for the events with Amy. Discussion ensued regarding the locations and the contract with the mall. Mann will be putting the information on the locations together for the next meeting. Campbell-Potter asked if they were going to use the open area between the atrium and Kohls and McGillan responded she thought they should group things together such as exploring. This was felt to be a good idea by everyone. Campbell-Potter noted the performing arts talent was all booked and she read the list of the interactive arts groups that have been scheduled but noted there were no times assigned yet. Mann noted the Eden Prairie Arts Teachers want to have a t- shirt designing booth and they would like to have some help with the costs of this. T-shirts could be bought with unused ones returned. She noted they could charge for the t-shirts to cover the costs of supplies, which could be re-used next year if the event proved to be successful. Campbell-Potter commented they had discussed using some of the funds they had set aside for the School Arts Programs since this would also be an interactive program. Mann commented they could take funds from the Young Audience Program but not spend more than a certain amount. Steppat commented that it would be more of a donation and he could not think of a better group to donate it to. After discussion, it was decided to use $350.00 of the Young Audience Program funds for the EP Arts Teachers t-shirt booth. Mann commented this might take the place of the children's art exhibits but she will talk to Ann to see what is going on. Dickman suggested that they go into the schools to get the kids involved, and Nordby commented they did this last year. ARTS COMMISSION January 19, 1999 Page 3 2. Next Steps Campbell-Potter brought up the issue of coordinated publicity and Mann noted they were on target with it and she hoped to have something done by Friday unless there were too many changes. The press releases have been drafted but are not ready yet. She sent out the calendar of events and there was a blurb in the Eden Prairie paper regarding the Arts Festival coming up in March. They are still working on the January/February things now. Mann wanted to get a promotional piece printed the first week in February so they can get it out a month early. She will work with Ann Coates and the Arts Teachers to promote it because it is so interactive. It was announced at the local Arts meeting with other communities so they are aware of it and she will send information to them. She will also send it to the arts centers, day care centers, Sr. Living centers, etc. Campbell-Potter inquired about the event program and how it would be designed and created and distributed at the Arts Festival. Mann responded she will put it together and it has to be done by the loth in order to have it ready. Nordby asked if Harry wanted to go ahead with the billboards and Mann responded he was working hard on it but it was not yet firmed up. Steppat commented that sponsors were anxious to get their name associated with arts events. He was working on developing the events evaluation feedback form and was receptive to comments or suggestions to be incorporated. Campbell-Potter commented there were all sorts of questions they should be thinking of asking. McGillan asked about the stage and how that was going to be handled and Mann responded Ann Coates was working on getting one from the School District but the Park and Recreation staff will have to put it up and take it down. Power is in the floors and the performers will bring their own sound systems. Discussion ensued regarding set-up time frames and what needs to be done when and where. Streamers should be put up as soon as possible as they liked them,but Mann will talk to Birt about them. The theme and how it will be used was discussed, and the fact that they need to be adopted throughout the entire center. The theme is Explore, Engage, and Enjoy. Transportation needs were discussed and Mann noted that Southwest Metro does not have services operating that day but there is MTC bus service to and from the Eden Prairie Center. She commented staff would work with Southwest Metro to provide bus service to the Staring Lake Concert Series during the summer and they will be reviewing this at their February meeting. Campbell-Potter inquired if Metro Mobility would be interested if they were paid and Mann responded it could create issues with liability, etc. and she was not sure that was a good idea. Discussion ensued regarding transportation from the Senior Center and Mann will ARTS COMMISSION January 19, 1999 Page 4 talk with Sandy regarding that. Most Senior housing will put something together for these events. Refreshments were discussed and McGillan commented there was a new coffee service that is located within the Eden Prairie Center and they won't need to use Starbucks. Arts information will be in the information booth, as well as other Parks and Recreation brochures and other arts information could be there. Other community arts centers should be contacted to get information from them to have at the Arts Festival, and it was decided to contact Bloomington, Edina, Minnetonka and Chaska to get literature. They will also have information on the Winter theater production in the information booth. Dickman will contact these cities to find out about special events and obtain City calendars. Reminders need to be sent to all interactive participants and Mann stated she would be sending out the contracts the first week in February. There will be a dress rehearsal scheduled, and a date set sometime about a week before the festival is scheduled, and after discussion, March 8th was thought to be a good tentative date. A map of where things will be located in the center will be in the program. Signage in the windows of stores where activities are located would be helpful. Mann commented that perhaps the Streets Department could make these signs but put them on tagboard which would be less expensive. Mann will ask if it can be done at the City. Discussion ensued regarding whether the stands by the doors can be used for signage and advertising the events, and if so, how many would be available. The date for the Arts Festival meeting was discussed and McGillan asked if they could hold it at the Eden Prairie Center to get a clearer picture of how things would unfold. It was decided to hold this meeting at the Eden Prairie Center on Monday, February 1, 1999 at 6:45 p.m. The Arts Commission meeting will fall on Tuesday, February 16, 1999, and there is a tentative meeting of the Arts Festival Committee scheduled for Monday, March 1st at 6:45 p.m.. C. "Young Audience" Campbell-Potter commented they had decided to spend a portion of this money on the Arts Teachers interactive t-shirt project, and this item should be revisited after the Arts Festival. VI. NEW BUSINESS A. 1998 Budget Mann commented on the bottom line revenue and expenditures, and while there may still ARTS COMMISSION January 19, 1999 Page 5 be some things that have not yet come in, the budget was adhered to and revenues exceeded projection, which was very good. B. 1999 Budget Mann noted that the 1999 Budget was done by program. Steppat commented the lighting equipment stayed in the budget and that the grant received was coded under the grants revenue. It will look like they exceeded their budget, but in reality they will not. C. Jack Provo Article It was decided to ask Jack Provo to come in and talk to the Commission at a future time. D. Park-In Movie Nordby commented they will do it again this summer and they are going to plan to pair it with a concert to have an established audience. Maybe this should be done in August as it's really not dark enough early enough in July. Mann commented she would look at the concert schedule to see what would work best with this idea. Nordby commented Ann has a friend who is a member of the Historical Film Society who may be able to make some suggestions. Mann noted they will get the concert series booked by the end of February, so they have a definite schedule to work with. E. Contract for Eden Prairie Community Band Mann noted she wanted to be sure it was all agreeable, and especially regarding Sections 2 and 7. She asked the Commissioners to review it and they will discuss it at the next meeting. VII. RECOMMENDATIONS AND REPORTS A. Reports of Commissioners 1. Grant Update - Dave Steppat Steppat reported he gave a presentation on the Arts Commission and they have been given $2,609 for the Arts Commission. They will use the funds for the lights but a part of this money should go to Joe because his expertise and purchasing advise have been invaluable. Mann commented they were working together to get them purchased by the end of February to have them for the winter theater production. Discussion ensued regarding an organizational development grant that could be applied which is MRAC funding for a pre-planning grant which must be applied for by January 1 lth. Steppat will work on it with Mann to get it submitted in time. ARTS COMMISSION January 19, 1999 Page 6 2. Poetry Event Nordby requested this event be tabled as there was nothing new to report. B. Reports of Staff 1. Sound Technician Position Mann commented Joel Westacott has left the City for his new job but he can still be used with a new rate change. He is contracted with the City for City Council meetings. However, his services are expensive so they are going to find someone else. Mann commented they need to have a new technician on board by spring. Campbell-Potter suggested Joel be nominated for the City Recognition Award for his outstanding services, and Mann concurred. VIII. PETITIONS, REQUESTS AND COMMUNICATIONS IX. EXCHANGE OF INFORMATION X. DISCUSS ITEMS FOR NEXT MEETING A. Next meeting - February 16, 1999, 7:15 p.m. B. Refreshment Schedule IX. ADJOURNMENT MOTION: Steppat moved, seconded by Dickman, to adjourn the meeting. Motion carried 5-0. The meeting was adjourned at 9:00 p.m.