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HomeMy WebLinkAboutArts Commission - 03/10/2008 - Special APPROVED MINUTES ART CENTER TASK FORCE MONDAY, MARCH 10, 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, Rita McCormick, 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: Peggy Rasmussen I. WELCOME Obiazor opened the meeting at 7:05 p.m. Commissioners Brandon, Kathawalla, and McCormick were absent. Mosow and Olson were excused. City staff members Lotthammer and Werts were unable to be present. Architect Dan O'Brien was unable to attend. Parks and Recreation intern, Holly Beckers, was present. Diane Zielke, former Arts and Culture Commission member, was a visitor. II. APPROVAL OF AGENDA The agenda was informally approved. III. APPROVAL OF MINUTES —FEBRUARY 19, 2008 Because there was not a quorum present, approval of the February 19, 2008 meeting minutes was tabled to the March 25, 2008 meeting. IV. OLD BUSINESS A. DISTRIBUTE UNAPPROVED MINUTES —MARCH 4, 2008 Approval of the March 4, 2008, meeting minutes was tabled to the March 25, 2008 meeting. B. COMMUNICATION TO BARBARA KAERWER A copy of the hand-written note, dated March 6, from Jay Lotthammer to Barbara Kaerwer was included in the packet given to the members of the task force. The note informed Mrs. Kaerwer that the Arts and Culture Commission is still interested in touring her property when it is convenient for her. ART CENTER TASK FORCE March 10, 2008 Page 2 C. REVIEW DRAFT ART CENTER ITEMS/TOPIC AREAS • Updated Proposed Usage Schedules During Summer and School Year Obiazor said they plan to have programming at the art center serve both adults and youth. Some of the times overlap. If a coordinator is hired he or she will make sure the scheduling of programs is compatible for both adults and youth. • Updated Community Art Centers Map and Locations This map shows the locations of other art centers in the area and proximity to the one in Eden Prairie. Beckers said she contacted them to see if any of them have performing arts programs at their art center, which is indicated on the map. A good comparison can be made with the art centers in Bloomington, Hopkins and Edina, which are within ten miles of the proposed art center in Eden Prairie. • Review Proposed Programming Budget Obiazor said the budget is set up to cover direct costs. Operational costs for the art center are based on the last eight years of operating the Senior Center and the Outdoor Center. In 2007, actual revenues for the Senior Center were $70,628, and expenditures were $221,767; for the Outdoor Center, actual revenues were $71,743 and expenditures were $114,276. The task force reviewed a three-year projection of revenues and expenditures for the art center for 2009-2011. These figures will be included in the report to the City Council. A start-up date of January 2009 is being recommended. Revenues in 2009 are projected to be $36,000, with expenditures of $75,000, and a net loss of$39,000 for the first year of operation. Subsequent years are expected to generate more revenue, and net losses should be reduced. In 2009, instructional classes are expected to generate revenues of $30,000, studio and equipment rental would generate $3,000 in revenue, and memberships, at $30 per membership, are projected to generate $3,000 in 2009. Expenditures would include $39,000 for a coordinator working 30 hours a week. Instructors would be paid $24,000, or 80% of the projected revenues. A building aide would be hired for 6 hours a week at $10 per hour. Obiazor said separate facilities operating expenses, totaling $38,000, would be coded to the Facilities Division budget. • Discuss Start-Up Costs for Specialty Classes —Pottery and Glass Commissioners reviewed the list of equipment that would be needed and estimated start-up costs for programming pottery, glass blowing and fusion. Beckers obtained the figures for pottery start-up costs, with a total of $19,560. Rorem pointed out that sturdy tables would be needed for working the clay and shelves for drying the pottery. Zielke said they might also want a slab roller. Obiazor made note of those items. ART CENTER TASK FORCE March 10, 2008 Page 3 Jessica Broveak and Sandy Werts put together the figures for glass blowing and fusion start-up costs. Rorem recommended getting heat- proof gloves for handling hot glass. Obiazor will find out if it might be possible to share kilns with the potters as they are very expensive. The figures will be reviewed with Tom Rine, a local glass artist. Obiazor said staff would come up with firm numbers for both pottery and glass operations before the March 25 task force meeting. Rorem asked if they would use the back areas of the building for metal sculpture work; she knows someone who does that work. Obiazor said it would be a good idea to include a budget proposal for metal work, and Rorem offered to call him and find out what equipment he would need. Obiazor would like the total budget not to exceed $100,000. The Council would want a good selection of art programs, but without equipment it would not be possible to give the community what it wants. Obiazor is hearing that people want classes in pottery and glass. Busack inquired if liability insurance is available to the City to cover glass-blowing at the art center. Weedman said there is liability insurance and Obiazor said she would check with staff on the amount of coverage. Busack asked if there is an assumption that either the recreation coordinator or the building aide will be in the art center at all times when classes are going on. She wondered if the City's insurance might require a staff person to be present. Obiazor said the answer would depend on who the instructor is, the city's comfort level with that person, and the type of art the instructor is doing. If there are multiple users at one time, it would probably be necessary to have a building aide present. Obiazor said there would have to be certain security measures for heated equipment. The glass component may require dedicating a certain space just to that work. Regarding equipment that was in the building before it was offered to the City, Obiazor said she would ask Lotthammer to find out if it could be brought back to the art center. The equipment was probably removed when the family was trying to sell the building. Obiazor asked the members of the task force to look through the lists of equipment and let her know if there are any additions or changes. Under the costs for "Physical Modifications and Required Renovations", Rorem recommended leaving the garage door in place until all the equipment has been moved in. For replacement of the door, Rorem would like to see a double metal door that could be used to get items in and out. Busack asked under what heading selling memberships would be listed. Obiazor said that would probably go under "Neighboring Community Art Center Overviews" and include comparable information on types of memberships, etc. ART CENTER TASK FORCE March 10, 2008 Page 4 "Existing Arts Programs with Community" was also reviewed. It was noted that Community Education should be listed. Regarding "Types of Programming", Weedman said Lotthammer received a call from a person asking that the art center include programs on architecture and CAD drawing. Busack pointed out that computers would be needed for those programs, and the software is rather expensive even if students bring their own computers. Obiazor put together the operating budget. She said there would be a maximum subsidy of 75 percent if art instruction classes bring in the expected revenue. There will be many opportunities for volunteers to help in supporting the art center. The potential timeline was reviewed, with a grand opening event in December, 2008 and opening for classes and public use in January, 2009. Lotthammer will be forming the wording of motions for action by the City Council at its April 15 meeting. The first would be on accepting the property as an art center. The Council will then vote separately on the annual costs and the start-up costs being proposed. Obiazor asked the members of the task force to call or e-mail her with any questions, or mark up a copy of the draft and drop it off for her to look at. V. NEW BUSINESS A. DRAFT POWER POINT PRESENTATION Obiazor said Lotthammer has been working on an outline for a PowerPoint presentation to the City Council. There will be a more detailed version of it for the next task force meeting. Weedman said it is basically the proposal broken down to put onto slides. Busack noted that the meeting dates for the task force did not include the dates of the regular Arts and Culture Commission meetings, when the art center was discussed. The next Commission meeting on April 14 should also be included. Obiazor said she would add those three dates. At Obiazor's request, Rorem agreed to provide slides from a PowerPoint presentation she had given that contained quotes and statistics on art. Obiazor said she will also need to find data related to the arts from a satisfaction survey the City conducted a few years ago. Obiazor will talk to Lotthammer about classes being offered by the Community Center. Whether they would be given at the art center instead will come down to which has the best facilities for those classes. With a dedicated space for the arts, Obiazor believes the art center should be utilized for all the programs it can accommodate. Weedman noted that the arts center needs to be used in order to cover the costs involved. ART CENTER TASK FORCE March 10, 2008 Page 5 Busack inquired if there is any concern that the art center would take revenue from other facilities within Eden Prairie. Obiazor replied that, regardless of what group is doing the programs, there is a direct cost involved. The Community Education programs are offered in order to utilize their space. When they offer classes on certain days, the art center could offer classes on alternate days. The Recreation Coordinator for the art center will need to work with the other facilities. Obiazor said she knows that the Director of Community Education sees the art center as a positive thing for the community. B. NEXT STEP/ACTION REQUIRED TO FINALIZE ART CENTER PROPOSAL Obiazor explained that staff would pull together the final proposal over the next two weeks. By the March 25 task force meeting they will have final information on the PowerPoint presentation. C. REVIEW MEETING SCHEDULE FOR MARCH Wednesday, March 19 - Meeting Cancelled Tuesday, March 25 - Final Task Force Meeting VI. FUTURE MEETINGS/TIMELINES A. Staff will meet to prepare the PowerPoint presentation and final proposal with Rorem, Commission Chair, on Tuesday, April 8 at the City Center. Rorem said she could come to the meeting during the day. Obiazor said she would set up a time and let Rorem know. B. The Art Center proposal, along with the PowerPoint presentation, will be made to the Mayor and City Council on Tuesday, April 15, at 7 p.m. at the City Council Meeting at the City Center. VII. OTHER VIII. ADJOURNMENT Obiazor adjourned the meeting at 8:30 p.m.