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HomeMy WebLinkAboutArts Commission - 05/12/2008 APPROVED MINUTES EDEN PRAIRIE ARTS & CULTURE COMMISSION MONDAY, MAY 12, 2008 7:00 P.M., CITY CENTER 8080 MITCHELL ROAD PRAIRIE ROOM COMMISSION MEMBERS: Ann Rorem, Chair; Heather Olson, Vice Chair; Ana Armstrong, Farida Kathawalla, Rita McCormick, Steve Mosow, Elizabeth Petry-Lee STUDENT REPRESENTATIVES: Amber Mayer, Nicole Garbowicz, Katy Johnson CITY STAFF: Sandy Werts, Recreation Coordinator RECORDING SECRETARY: Katie Hood I. ROLL CALL Rorem called the meeting to order 6:08 p.m. Commissioners McCormick, Mosow and Petry- Lee were excused. Student member Mayer was absent. The student members were thanked for participation on the Commission. II. APPROVAL OF AGENDA • Annual Report was added to VIL Reports of Staff and Commissioners • Wicked Game — an art exhibit at Pax Christi was added to VIIL Petitions, Requests and Communications The agenda was informally approved, due to there not being a quorum present. III. APPROVAL OF MINUTES OF APRIL 14, 2008 MEETING Kathawalla arrived at 7:12 pm. MOTION: Olson moved to approve the April 14, 2008 minutes as written, seconded by Armstrong. Motion carried 4-0. IV. EDEN PRAIRIE PLAYERS and COMMUNITY BAND UPDATE No Update V. OLD BUSINESS A. Art Center Update A summary update on the Eden Prairie Art Center was included in the Commission packet. Werts said at the April 15 City Council meeting the council accepted the report of the Art ARTS & CULTURE COMMISSION MINUTES May 12, 2008 Page 2 Center Task force and accepted the gift of the Sampson property. The council asked for as much fundraising and grant writing as possible to be considered so the amount of public funds required to start the art center would be minimized. Werts said City Manager Scott Neil and Parks and Recreation Director Jay Lotthammer met with Roy Terwilliger from the Eden Prairie Foundation to discuss what type of fundraising assistance the Foundation may be able to provide. The Foundation is receptive to acting as the fiscal agent for art center fundraising and donations. It would still be possible to organize an arm of the Foundation to assist in art center fundraising. This would provide the ability for more art motivated people to be on the Foundation. The Council approved the city entering into an agreement with Dan O'Brien and the architecture firm of Cluts, O'Brien, Strother Architects, Inc to do the design work on the facility. Jay Lotthammer has met with an interior decorator from Eden Prairie who is on the Foundation and who is willing to donate her time to develop an interior plan concept. The land survey is in process and the City Attorney is working on the documents to transfer the deed for the property from the Sampson Family to the City. Jay Lotthammer will present an update to the city council at the June 3 meeting. The Arts and Culture Commission will have an opportunity to review the designs and plans as they are completed. VI. NEW BUSINESS A. Posting of Art Center Coordinator Position A summary of the posting of the Art Center Coordinator Position and a position profile were included in the commission packet. Werts said the Art Center Coordinator position has been posted, and applications will be accepted through May 23, 2008. Werts said the position reports to Laurie Obiazor and will be at the same level as other recreation coordinators. B. Recreation Programming Cost Recovery Policy Update A summary of the Cost Recovery Policy for Art and Culture Programs was included in the commission packet. Werts said the City Council accepted the changes to the cost recovery policy, at their May 6, 2008 meeting. The updated policy, which was distributed to the Commission, is outlined in the May 5 memo from Laurie Obiazor. Werts said it was time to review the cost recovery program, which was adopted in 1995. Laurie Obiazor looked at the program revenue from 2004 through 2006 and made changes in the recommended levels of cost recovery. The actual cost of the program is determined by the direct cost of the program plus an additional 20 percent. Arts and Culture programs have been subsidized by 75 percent. The programs should have been bringing in 25 percent ARTS & CULTURE COMMISSION MINUTES May 12, 2008 Page 3 of their total cost. Some of the programs have not met the subsidy and some programs have revenue that exceeds the subsidy level. Some programs have had their cost recovery reduced and some have been increased. VII. REPORTS OF STAFF AND COMMISSIONERS A. Grants Received A summary of grants received was included in the commission packet. Werts submitted grant requests to the Eden Prairie Lions and the Eden Prairie Foundation to complete the sound equipment updates for concerts and events. Two grant requests were funded for 2008. The Lions Club gave $1500, and the Eden Prairie Foundation gave $3940. With the grants, sound will be able to be provided with minimal specialized equipment rental. Sound will be able to be provided at the Riley-Jacques Barn. B. Annual Report Copies of the annual report were passed out. It was noticed pages 24 and 25 were missing, so the copies of the Annual Report were returned for correcting. Werts said the Annual Reports will be distributed to the Commission after the missing pages are added. VIII. PETITIONS, REQUESTS AND COMMUNICATIONS • Community Center Grand Opening The Community Center has an open house on May 17. • Riley-Jacques Twilight Special A copy of the flier for the Riley-Jacques Twilight Special was included in the commission packet. The dates for the music are May 17, June 14, July 19, and August 23, 2008. • Wicked Game Exhibit—an art exhibit at Pax Christi Rorem said the art exhibit is May 17 through June 22, 2008. Mark Carlson is a Christian artist who is displaying interactive paintings. The exhibit is for ages ten and older. The exhibit is based on the card game Concentration, and there is an answer key at the end in the church. On May 18, Mark Carlson will be available for questions after Mass. IX. ADJOURNMENT MOTION: Olson moved, seconded by Kathawalla, to adjourn the meeting. Rorem adjourned the meeting at 6:33 p.m.