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HomeMy WebLinkAboutArts Commission - 03/25/2008 APPROVED MINUTES EDEN PRAIRIE ART CENTER TASK FORCE TUESDAY, MARCH 25, 2008 7:00 P.M., SAMPSON PROPERTY 7650 Equitable Drive, Eden Prairie COMMISSION MEMBERS: Ann Rorem, Chair; Heather Olson, Vice Chair; Kelly Brandon, Karen Busack, Farida Kathawalla, Steve Mosow CITY STAFF: Jay Lotthammer, Parks & Recreation Director Laurie Obiazor, Recreation Services Manager Sandy Werts, Recreation Coordinator Nicole Weedman, Recreation Coordinator ARCHITECT: Dan O'Brien, Cluts, O'Brien, Strother Architects RECORDING SECRETARY: Katie Hood I. ROLL CALL Obiazor opened the meeting at 7:02 p.m. Commissioners Kathawalla and McCormick were excused. Commissioner Brandon arrived at 7:05 p.m. Tom Rine, Eden Prairie resident and glass blower, attended. II. APPROVAL OF ADENDA A. Approve Mission & Purpose was added to D. Old Business. Commissioner Brandon arrived at 7:05 p.m. The agenda was informally approved. III. APPROVAL OF MINUTES A. Unapproved Minutes from February 19, 2008 Meeting MOTION: Rorem moved, seconded by Busack, to approve the February 19, 2008 Minutes as written. Motion carried 5-0. B. Unapproved Minutes from March 4, 2008 Meeting MOTION: Mosow moved, seconded by Rorem, to approve the March 4, 2008 Minutes as written. Motion carried 5-0. C. Unapproved Minutes from March 10, 2008 Meeting MOTION: Busack moved, seconded by Mosow, to approve the March 10, 2008 Minutes as written. Motion carried 5-0. ARTS & CULTURE COMMISSION MINUTES March 25, 2008 Page 2 IV. OLD BUSINESS A. Approve Mission & Purpose The proposed mission and purpose is "The mission of the Eden Prairie Art Center is to enhance the quality of life and foster creativity in our community by providing access to the arts for people of all ages". Mosow asked if the mission and purpose should include the word visual. Rorem asked if the mission and purpose should include writing. Obiazor said the visual arts are the primary focus for the Art Center. There may be some limited theatre. MOTION: Mosow moved, seconded by Olson, to approve the mission and purpose as stated. Motion carried 5-0. B. Final Review of Art Center Items/Topic Areas A draft of the Art Center Items/Topic Areas was passed out. Lotthammer reviewed the draft with the Commission. The letter will be inserted into the document. Lotthammer said the Executive Summary is missing what the recommendation actually is. The recommendation will be added to the section. Obiazor said the Art& Culture Commission meeting dates should be added to the Executive Summary. Lotthammer said O'Brien needs to add a section about potentially adding on or modifying the building in the future. The Phase I Environmental Site Assessment (ESA) was clean and there was no known contamination. Werts asked if the company is named Wenk. Lotthamer said the name of the company would be double-checked. Busack said the target audiences should be groups of people and not things. Wireless access does not fit under target audiences. Werts said wireless access could be taken out. Olson said the target audience for wireless access was writing groups. Lotthammer said other cities have committed millions of dollars on their Art Center Buildings and their budgets are almost double the projected Eden Prairie art center budget. The Eden Prairie art center budget is reasonable. Obiazor said, for the Types of Programming, the types of visual programs will be focused on first and then the others will be laid out. Lotthammer said the 30 hour/week part-time management position is a comfortable place to start. Initially, there will be a marketing and start up phase. Then, there will be ongoing management. 30 hours per week may not attract a ARTS & CULTURE COMMISSION MINUTES March 25, 2008 Page 3 high number of people apply to for the job. There may need to be more hours added to the position in the future. Lotthammer said there was a lot of detail to arrive at the numbers for FF&E (tables, chairs, shelving, dividers, acoustics, etc.) and Program Equipment& Supplies (pottery, glass, etc.). Rine said Roger Sampson was very proud of the building and the ductwork was set up where inside air can be recycled with air outside. Werts asked if there would be an alarm system. Lotthammer said yes and it will be updated to meet city code. Busack asked about the garage doors and the cost for removing them. Lotthammer said the cost is included for now, but they do not have to be removed. Lotthammer said $60,000 - $80,000 could be expected for an operating loss. This amount compared to other cities operating losses is good. Olson asked for clarification if there would not be sales of the artist's work. Lotthammer said it was not factored into the budget. Maybe there could be a few events per year; $20 could be charged for a wine and cheese event. It could be a potential fundraiser. The building is not set up as well when compared to Edina for art sales. Werts said there could be potential to close off the overhang outside, and the hallway could then be opened up. The opened space could be used for a store. Lotthammer said the building aide would be for when there are classes at night. The aide would be there to lock up the doors after the classes are finished and activate the alarm. Rorem mentioned there would be one central person to go to if there are questions. Olson questioned if the staff person would not be there while the building aide was there. Lotthammer said the staff person would be in the office some of the time with some administrative duties. Lotthammer said there is potential to have a 501c3 fundraising group. Lotthammer said this group could develop over time with volunteers. Werts said the Supervalu Foundation grant is not for operating costs only for enhancements. The Eden Prairie Foundation is a potential grant source. The board members change over time, so once the decision is made about the Art Center a meeting should be set up with the Foundation. It could then be determined what help could be given. Lotthammer said the fundraising should not be assumed, it is not a magic bullet and can very every year. Lotthammer said the Lions Club funds could not be for operating, only for enhancements for something new. The Art Center Task Force may continue to give suggestions for fundraising until April 8, 2008. Busack asked what the members would receive for a membership. Obiazor said what the other Art Centers give for their memberships could be listed. Werts mentioned the Bloomington and Edina Art Centers started in the 1970's and have been around for a long time. Werts said the membership information would go out right away with the first brochure. ARTS & CULTURE COMMISSION MINUTES March 25, 2008 Page 4 Olson asked if the City Council would be making a decision on April 15. Lotthammer said they are going to try. There will be three motions. A motion to accept the report, a motion to accept the gift, and a motion to accept the transfer of title/deed and to be able to post positions. These motions would allow the Art Center to open in January 2009. The decision could wait,but the Sampson family is waiting for a decision. The delay of a decision would affect the Sampson family. The City Council is encouraged to make a decision that night. Lotthammer said the City Council has been given information about the Art Center. A representative from the Sampson family will be at the City Council meeting. The City Council will be given information about the Art Center prior to the meeting. Many times there are may restrictions given with gifts. The Sampson family does not want any restrictions on the gift. C. Tour of Barbara Kaerwer Property Lotthammer said Barbara Kaerwer's property may not work as an art facility and it may need to be thought about. Maybe another task force would need to be formed to evaluate the property. Part of her property was given to the City. There are eight to nine acres left of the property. Not all of it is useable. There is a long driveway with a large front yard. Around ten to fifteen cars could be parked in the front. A Tour of Barbara Kaerwer's property was held after the meeting. V. NEW BUSINESS None VI. FUTURE MEETINGS/TIMELINES A. Review PowerPoint Presentation & Final Proposal with Art & Culture Commission Chair: Tuesday,April 8, 2008 B. Present Art Center proposal along with PowerPoint presentation to Mayor and City Council: Tuesday,April 15, 2008 at 7 pm City Council Meeting at the City Center VII. ADJOURMENT Rine said he would be happy to give tours of glass studios in Minneapolis. Lotthammer thanked the Task Force for their participation. MOTION: Olson moved, seconded by Rorem, to adjourn the meeting. Obiazor adjourned the meeting at 8:00 p.m.