HomeMy WebLinkAboutMinutes Arts And Cultural Commission - 04/30/2008 - Special ARTS AND CULTURAL COMMISSION 111273j4
Special Called Meeting to discuss ACC goals 1Q �S
Wednesday, April 30, 2008 –4:30 P.M. '7 A
Galvan House – Heritage Park, 1581 N. Chaparral co co
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1. Berlanga, David P A—...... MEMBERS..... 1..... P A ()STAFFt
g , E E] 10. Prewitt,Judith, Dr [� Ohms Semtner. E •
2. Bilaye-Benibo, Gloria ® ❑ 11. Pena,Joe ❑ ® KarenDawson
3. Frederick, Kim Ej 12. Pena, Krista Hankins; is a
4. Garcia, Beto ® ❑ 13. Schenk,Joe 0
5. Grove, Ed ® 14. Stewart, Anne ® ❑
6. Hilliard,Joe ® ❑ 15.Trimble, Frank – ❑
7. Hovda, Heidi ® ❑ 16. Watson,John ® ❑
8. Jones, Lynda ® ❑ 17. • ❑
9. LaBarrett, Joye 1E10Total:
I. Call To Order–The Special Called Meeting of the Arts and Cultural Committee was called to order at
4:40 p.m. by Chair, Ed Grove.
II. Roll Call -The recording secretary called roll, announced quorum.
III. Discuss & review unaccomplished goals from Fall 2006 retreat– Joye
ACC did not have a retreat in 2007 to discuss goals
Studies were done in 1996 and 2005
Joye distributed a breakdown of the 2005 goals
There are three major areas
1. Increased involvement and connections to city council
2. Expanded role in the promotion of the arts
3. Improve the ACC's service to the non profit sector
Each commissioner has been assigned tasks
Ed – If the task is meaningful to you, then you will accomplish the task.
Heidi suggested that add this topic as an action item for the July,meeting; it will give everyone time to
determine if their assignments are feasible.
(Judith Prewitt arrived at 4:45)
IV. Discuss & review ACC responsibilities and duties
a. Commissioner responsibilities—Ed
i. Make subcommittee reports at the regular meetings
ii. Subcommittees should meet regularly or cancel the subcommittee
1. Heidi questioned why subcommittees have to go through the whole Agenda
process and having meetings on only city property
a. Chris would support outside city facilities
b. Send email to Chris Semtner (cc: Karen Dawson) and Chris take it to
Sally for approval.
b. Committee responsibilities—Lynda, Joye, Joe H., Ed
i. Lynda discussed the Visual Arts Committee responsibilities as listed in the bylaws.
ii. Joye discussed the Performing Arts Committee responsibilities as listed in the bylaws.
1. Coordinate and promote Festival of the Arts
2. Workshops
iii. Joye discussed the Subgrant Committee responsibilities as listed in the bylaws.
*NI/Monitoring applicants `j
a. ACC voted in 2007 to have the subgrant application available in MS
Word for applicants.
b. ACC Logo needs to be accessible and downloadable from the website.
i. Send email to Chris Semtner (cc: Karen Dawson) and Chris will
contact egov.
iv. Joe Hilliard discussed the Cultural Enrichment Committee responsibilities as listed in
the bylaws.
1. What is the Cultural Enrichment committee supposed to be doing?
a. Ed's personal interpretation is that the committee run with what they
believe needs to be done.
b. Lynda stated the committee determines what the committee will be.
v. Ed discussed the Youth Arts Committee responsibilities as listed in the bylaws.
1. The definition does not tell anything and believes that is why the committee is
inactive.
a. To get the Youth Arts Committee active, Ed believes that should start
with CCISD superintendent, TAMU and Delmar.
b. Get youth at schools involved in Arts
c. Heidi stated the committee should pursue how to attain the community
at large.
(David Berlanga arrived at 4:55)
(Gloria Bilaye-Benibo arrived at 4:55)
(Kristi Pena arrived at 5:35)
(Break was taken from 5:40-6:00)
(Joe Pena left at 5:40)
V. Discuss building consensus - Ed & Joe H.
a. Ed did not have a report like he would have like to have had
i. Did not receive all the responses or just received the responses for the report.
ii. New commissioners could only really answer the 1s` question.
iii. The ACC is a diverse group.
iv. Each committee has a function.
b. Joe Hilliard does not believe that the ACC has a vision that is being fulfilled
i. Lynda disagrees; visual arts has a purpose and the purpose is fulfilled
ii. Heidi thinks we should pick one goal and take the year to accomplish the goal
1. Then everyone would have participated
iii. John thinks we should get really specific and define what ACC event is
1. So someone can take ownership
iv. Ed suggested that we add Heidi's comment to the October retreat agenda.
v. Judith suggested that ACC give Youth Arts & Cultural Enrichment a chance
1. Kim reiterated that both committees are not well defined
vi. Heidi is concerned that if the committees bring their suggestions to ACC, they will get
knocked down.
vii. Judith reported that ACC will trust committees to come up with something.
viii. Kim would love to have the subcommittee bring a proposal to commission.
VI. Discuss commissioner categories, assignments, vacancies, renewals, address city council with
yearly report of ACC. — Lynda
a. There is one opening now to replace Richard Sanchez (music).
b. Three commissioner are up for renewal
c. Anne Stewart (Delmar) is coming to end of her term.
d. Lynda suggested changing categories as follows:
i. Lynda from EDU/Y to PA/PS
ii. Kristi from PA/PS to ECON/DEV
iii. Beto from ECON/DEV to Music
1. Add as an action item for May meeting
a. Lynda asked each commissior., o review their categories to see if
they may fit under another category.
b. Joye reported that ACC will have to get city council approval before
changing categories.
i. Judith suggested that Lynda make a graph and email Chris (cc:
Karen) so Chris can present to City Council.
iv. With these changes, that would leave the opening EDU/Y not music.
e. Lynda reported that ACC should address city council with a yearly report
i. Heidi, Joye, Lynda & Ed volunteered to present to city council
1. Put in writing what each committee has done
VII. Discussion/Action on choosing city council liaison — Lynda
a. A city council liaison would a city council representative that ACC would report to and they would
report to city council.
i. Lynda talked to Nelda Martinez and she was interested in becoming the city council
liaison.
1. Heidi made a motion to ask Mayor Garrett to appoint a city council liaison for
ACC. Beto seconded. Motion passed.
a. Heidi amended her motion to ask Mayor Garrett to appoint Nelda
Martinez as city council liaison for ACC. Beto seconded. Amended
motion passed.
VIII. Discuss & review subgrant process, scoring - Joye
a. Joye distributed the subgrant application and score sheet
i. All commissioners reported that the score sheet distributed by Joye was not what they
had last year.
b. Each commissioner will only score #11 Valuable accomplishments and #18 Artistic merits.
i. Each commissioner will receive a copy of corresponding application information and
score sheet.
1. Lynda noted that commissioners should get the information at least 2 weeks a
head of time.
c. Joye reported that the estimated total for subgrant submissions is $133,000.
d. Frank suggested that all funds available should be awarded.
e. Judith suggested add to a future agenda item, coming up with an algorithm to ensure all subgrant
money is awarded.
IX. Discussion/Action on Festival of the Arts - Everyone
a. • Ed reported that there was an estimated 2410 hours volunteered at the Festival of the Arts by
commissioners.
b. Heidi suggested we get an event planner/organizer for future Festival of the Arts
c. Joye suggested that we hire someone to delegate but we will need more money.
d. Joye asked where is the money coming from for an event planner/organizer?
i. Chris suggested that ACC get sponsors.
e. Judith made a motion for ACC to constitute an Ad Hoc committee to formulate an RFP for an
outside not for profit representative for yearly The Festival of the Arts and bring that information
back to ACC for approval. Gloria seconded. Motion passed with two oppositions.
i. Judith, Ed and Heidi volunteered to serve on the Ad Hoc Committee.
f. Frank reported that The Festival of the Arts promotes the arts, which directly fulfills the purpose o
the ACC.
g. John Watson reported that the ACC bylaws require that the ACC have a Festival of the Arts.
h. Joye suggested that instead of hiring someone to delegate. the ACC needs to use that money to
hire hands-on help to accomplish tasks.
Joye reported that the Business Journal and Visitor's Guide had article regarding The Festival of
the Arts.
j. Heidi suggested that we partner with another organization (ex. Downtown Management District).
i. Heic..,,,.,lunteered to be on an Ad Hoc Commi,. • to determine what we want from
another organization.
k. Kim reported that ACC is an advisory committee and cannot do all the work that is required for
The Festival of the Arts.
I. Joe Hilliard suggested that we redefine what The Festival of the Arts is supposed to be.
m. John reported that we have the momentum now to continue to do The Festival of the Arts
because of the 2008 success.
n. Ed challenged each commissioner to come up with an idea regarding The Festival of the Arts.
o. Ed suggested we put The Festival of the Arts on agenda until we come up with a decision on
whether to continue or not.
p. Lynda suggested that each commissioner think about what they will contribute before they make
a decision.
(Anne Stewart left at 7:20)
(Heidi Hovda left at 8:10)
X. Adjournment
As there was no further business Judith Prewitt made a motioned to adjourn. Frank Trimble seconded.
The motion passed. Chair, Ed Grove adjourned the meeting at 8:15 p.m.
14,4
Chris Semtner, Superintendent
Cultural Services, Parks & Recreation Department