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
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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
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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.
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March 10, 2008
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"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.
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March 10, 2008
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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.