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HomeMy WebLinkAboutArts Commission - 02/16/1999 APPROVED MINUTES EDEN PRAIRIE ARTS COMMISSION TUESDAY, FEBRUARY 16, 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 McGillan, 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 Carol Pelzel, Recorder I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Campbell-Potter at 7:15 p.m. Community Education Liaison Coates, Commissioners Nordby and was Performing Arts Ensemble representative Crawford were excused. Commissioner Gerrish was absent. Commissioner Birt arrived at 7:30 p.m. II. APPROVAL OF AGENDA Mann asked that Item C. 2., 1998 Program Ending Report,be tabled. III. OPEN PODIUM IV. APPROVAL OF MINUTES — Tuesday,January 19, 1999 Steppat recommended that on Page 5, B. the last sentence of that paragraph read "It appears the budget amount was exceeded, however, in reality it was not when taking into consideration the additional revenue." Also, Steppat recommended that VILA. 1., the second sentence of the first paragraph read "They will use the funds for lights but the Commission designated part of this money to Joel for his expertise and purchasing advise." Campbell-Potter asked that on Page 4, Section C, the first sentence be amended to read "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." Motion: Dickman moved, Steppat seconded, to approve the January 19, 1999, minutes as amended. The motion carried 6-0. ARTS COMMISSION February 16, 1999 Page 2 V. OLD BUSINESS A. Arts Festival 1. Open Points Mann reported that promotions for the Arts Festival are in progress. The brochure has been forwarded to the printer and should be back by Tuesday of next week. One of the groups performing, Tonic Sol-fa,has provided the City with flyers and Mann will see that these are also distributed. Staff is also preparing table tents to be placed on the tables in the Mall. Mann explained that they are working on the layout of the events and making sure everything is where it is suppose to be. They are also in the process of wrapping up all loose ends. 2. Next Steps McGillan reported that she has purchased the material needed for the stage covering for a cost of$37.80 and presented a sample to the Commission. Mann explained that they would be using the Mall's stage for downstairs. McGillan expressed concern about when they can decorate the stage. She does not want this to happen on Sunday morning. Mann said she would check with the Mall to see when they could decorate the stage. McGillan asked how they plan to hang the panels advertising the event and what type of material they should use. Following discussion, the Commission agreed that the same material used for the stage covering could be used for the panels with white paper and colored lettering. The words on the panel should include Explore, Engage and Enjoy and the date and time of the event. Mann said she would also check with Pepsi to see if they would be willing to provide them with banners similar to those they provided for the City's 41h of July celebration. The signs can be hung in the Mall up to a month in advance of the event. It was agreed that the signs should be hung in the same places as last year. McGillan said she would make four panels, two sets each. The Commission reviewed the layout of the various events. Mann pointed out that the artists do not have any grids or wall space to hang their work. Steppat suggested that Mann call the artists and inform them of this and see if they have any problem with that. Birt suggested they contact Sears and Mervyn's to see if they have any space available to display the art or check with the Mall to see if there is any unoccupied space available. Mann responded that when she originally talked to the Mall people they indicated that there is no other space available but she will check with them again. Campbell-Potter said she has some concerns with the location of the t-shirt display. She does not feel this is a large enough space and she suggested that they look at locating this display in another area. Steppat reported that he has prepared a one-page fact sheet that he will e-mail and fax out and will follow-up with telephone calls. Nordby explained that she would be working with Porter on the murals. He should be able to do the sketches the week before and should have ARTS COMMISSION February 16, 1999 Page 3 them completed by Friday. Also, they are still collecting money and as of this date, they have received $775 in contributions. The names of the contributors will be placed on a sponsor's list. Any additional contributors will be listed on the program, which is not printed until right before the Festival. Mann reported that she has talked to the Community Band and she suggested they use the Jazz ensemble since the entire band is a rather large group. They will have to decide where to place them on the schedule. Campbell-Potter suggested that they play in front of the stage. Also, Mann explained that Dance with Michelle has indicated an interest in performing with her dancers. Dickman said the dancers would be a good addition because it would bring out the parents and young dancers. Mann said they could also perform in front of the stage. Steppat handed out a draft of a questionnaire to be distributed at the Festival. He asked that the Commissioners have any suggestions and/or recommendations back to him by next week. Porter suggested that murals be added under events. Mann said she is working with the Schools Youth Development Board for volunteers and those volunteers could distribute the questionnaire. Dickman suggested that they add a line for the ages of the children in attendance. Campbell-Potter reminded the Commission that a walk-through of the Mall is scheduled for 6:45 p.m. on March 1 and a final walk through will be on March 8. It will not be necessary for the entire Commission to do the March 8 walk through. B. Constitution of the EPCB Association 1. Discussion of Recommendations Campbell-Potter explained that at their last meeting they received a copy of the Constitution of the Eden Prairie Community Band Association. Campbell-Potter asked if membership is limited to Eden Prairie residents. Mann responded that it is not, it is open to anyone. Campbell-Potter asked if there are any items in the Constitution that this Commission should be concerned with. Mann said she thought this was the original document and no changes have been made to it. However, they should be sure to review Article I, Section 2, which discusses sponsorship and the fact that they are representing the City. Also, Section 6, Article V, states that the Director is appointed by the sponsor and Section 7 indicates that the Director is the sponsor representative. Steppat asked if this Commission needs to formally approve this Constitution. Mann responded that they do not, it is provided to the Commission for information only. Campbell-Potter said she does not understand what type of entity the band is. It appears that they are organized as an association funded by the City,however, they have no obligation to the City. Campbell-Potter said she does not oppose this but would like a better understanding of what their relationship should be. Steppat said he does not understand the difference between this group and the theater group. Mann said it is her understanding that ARTS COMMISSION February 16, 1999 Page 4 the City has control of their portion of the budget but does not have control of the money the band collects. They are also in control of hiring the Director and of purchasing the music and instruments. The City does own the band's instruments. Following discussion, Campbell-Potter said she would contact Em Stark, Director to get more background information on this group and to discuss what this Commission's input should be. Maybe there is some way this Commission could better support the band. Steppat said that even though they don't have to approve this Constitution, it would be helpful to understand their relationship. VI. NEW BUSINESS VII. RECOMMENDATIONS AND REPORTS A. Reports of Commissioners 1. Grant Update—David Steppat Steppat reported that they have been awarded a grant from the Metro Regional Arts Commission in the amount of$500. This money will be used to build a grant application for an Organizational Development Grant to research arts needs in Eden Prairie. This would be an $8,000 grant and the application needs to be submitted by April 12. It was agreed that Campbell-Potter, Steppat and Mann would meet some time next week to begin the process for completing the grant application. 2. Poetry Event Update—Barbara Nordby Mann reported that this event will be held Wednesday, April 21, at 7:00 p.m. The library will be handling everything and Starbucks Coffee will also sponsor the event. 3. Park-in-Movie—Barbara Nordby Birt reported that they did meet and discussed what type of movie should be shown. They felt once the poetry event was over they would then proceed with this event. Mann said they did discuss at the last meeting that this event be done in conjunction with one of the concerts in August. August 13 would probably be a good date because the first half-hour is with the Drama Camp Performers. Mann pointed out that there are not a lot of funds in the Arts Initiative Area,however, they probably will use some money from the Special Events Initiative. Campbell-Potter suggested they book something that would allow them to go into the evening so that it is dark enough to show the movie. The Drama Camp could perform from 7:00 p.m. to 7:30 p.m. and they could book some other entertainment from 7:30 p.m. to 8:30 p.m. Birt said she felt this was a long time to have people sit there. Birt said if they decided to go with August 21, they could do an adult theme. They may want to consider doing a movie by itself. Mann said that would be fine,but they need to decide soon so that it can be placed in the summer brochure. ARTS COMMISSION February 16, 1999 Page 5 B. Reports of Liaisons 1. Winter Theatre Update—Ann Crawford Mann reported that this group is underway and that is why Ann is absent from this meeting, she is at rehearsal. The set is being designed and promotions will be going out this week and next week. The tickets will be printed once they have been approved. Campbell-Potter asked if they would need to help with this performance. Mann said they are trying to get volunteers to sell tickets but she will let the Commission know if their assistance is needed. They are arranging for seating for 125. C. Reports on Staff 1. SLCS Update Mann distributed a draft copy of the Staring Lake Concert Series 1999 schedule. Mann reviewed this schedule with the Commission indicating that everything is pretty much booked except for three concerts and the booking of DiverseCity event. Also, Mann reported that they had budgeted $4,000 for revenues. They have currently taken in $2,485 for the concert series and they have a couple of new sponsors. 2. 1998 Program Ending Reports This item was tabled. VIII. PETITIONS, REQUESTS AND COMMUNICATIONS IX. EXCHANGE OF INFORMATION Mann distributed a brochure announcing a Universal Design conference specially designed for small and mid-sized arts groups sponsored by the Dayton Hudson Foundation with the Metropolitan Regional Arts Council and VSA Minnesota. This conference will be held Saturday, February 27, and she suggested that if any Commissioners wish to attend they get their registration in as soon as possible. Birt handed out invitations to the Eden Prairie Foundation Ball to be held at the Bearpath Country Club. She explained that the Eden Prairie Foundation continues to work within the community to fund certain projects. Campbell-Potter reported that the City has changed the timing of Commissioner terms. As a result, no appointments of Commissioners will be made this spring. Those Commissioners whose term expire have been asked to serve through September. If anyone is unable to serve, they will try to find alternative ways to fill the vacancy. Campbell-Potter said that her and Birt's terms expire and they have been asked to serve through September. ARTS COMMISSION February 16, 1999 Page 6 Mann reported that the City Council has changed their meeting starting time to 7:00 p.m. Therefore, if they needed to present anything to the Council it could be done prior to their meeting. X. DISCUSS ITEMS FOR NEXT MEETING A. Next meeting—March 16, 1999, 7:15 p.m. IX. ADJOURNMENT MOTION: Birt moved, McGillan seconded, to adjourn the meetiniz. Motion carried, 7-0. The meeting adjourned at 8:40 p.m.