HomeMy WebLinkAbout04-10-2025 HCAC Agenda PacketCouncil Chamber Civic Center
100 Civic Plaza
Dublin, CA 94568
www.dublin.ca.gov
Regular Meeting of the DUBLIN HERITAGE AND CULTURAL ARTS
COMMISSION
Thursday, April 10, 2025
Location: Peter W. Synder City Council
Chamber
100 Civic Plaza
Dublin, CA 94568
Regular Meeting 7:00 PM
1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE
2. PRESENTATIONS
3. PUBLIC COMMENT
At this time, the public is permitted to address the Heritage & Cultural Arts Commission
on non-agendized items. Please step to the podium and clearly state your name for the
record. COMMENTS SHOULD NOT EXCEED THREE (3) MINUTES. In accordance with
State Law, no action or discussion may take place on any item not appearing on the
posted agenda. The Commission may respond to statements made or questions asked,
or may request Staff to report back at a future meeting concerning the matter. Any
member of the public may contact the Recording Secretary’s Office related to the proper
procedure to place an item on a future Heritage & Cultural Arts Commission agenda.
The exceptions under which the Commission MAY discuss and/or take action on items
not appearing on the agenda are contained in Government Code Section
54954.2(b)(1)(2)(3).
4. CONSENT CALENDAR
Consent Calendar items are typically non-controversial in nature and are considered
for approval by the Heritage & Cultural Arts Commission with one single action.
Members of the audience, Staff or the Heritage & Cultural Arts Commission who would
like an item removed from the Consent Calendar for purposes of public input may
request the Chair to remove the item.
April 10, 2025 Dublin Heritage and Cultural Arts Commission Agenda 1 1
4.1 Approval of March 13, 2025, Heritage and Cultural Arts Commission Regular Meeting
Minutes
The Commission will consider approving the March 13, 2025, Heritage and Cultural
Arts Commission Regular Meeting minutes.
STAFF RECOMMENDATION:
Approve the minutes of March 13, 2025, Heritage and Cultural Arts Commission
Regular Meeting.
Staff Report
Attachment 1 - Minutes of the March 13, 2025, Heritage and Cultural Arts
Commission Regular Meeting
5. UNFINISHED BUSINESS
6. NEW BUSINESS
6.1 City-Hosted Events and Cultural Event Space Grant Program The Heritage and Cultural Arts Commission will receive a report on special events
currently provided by the Parks and Community Services Department and the new
Cultural Event Space Grant Program, which will allow the City to provide the opportunity
to recognize and support additional culturally significant holidays and events on an
ongoing basis. STAFF RECOMMENDATION:
Receive the report and provide
comments. Staff Report
Attachment 1 - Cultural Event Fee Waiver Request/Application
7. STAFF AND COMMISSIONER REPORTS
Brief information only reports from Commissioners and/or Staff, including committee
reports and reports by Commissioners related to meetings attended at City expense
(AB1234).
8. ADJOURNMENT
This AGENDA is posted in accordance with Government Code Section 54954.2(a) If requested, pursuant to Government Code Section 54953.2, this agenda shall be made
available in appropriate alternative formats to persons with a disability, as required by
Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the
federal rules and regulations adopted in implementation thereof. To make a request for
disability-related modification or accommodation, please contact the City Clerk’s Office
(925) 833-6650 at least 72 hours in advance of the meeting. Upon receiving a request, the
City will swiftly resolve requests for reasonable accommodation for individuals with
disabilities, consistent with the federal Americans with Disabilities Act of 1990 (42 U.S.C.
Sec. 12132), and resolve any doubt in favor of accessibility.
Agenda materials that become available within 72 hours in advance of the meeting, and
after publishing of the agenda, will be available at Civic Center, 100 Civic Plaza, and will be
posted on the City’s website at www.dublin.ca.gov/ccmeetings.
April 10, 2025 Dublin Heritage and Cultural Arts Commission Agenda 2 2
Mission
The City of Dublin promotes and supports a high quality of life, ensures a safe, secure, and
sustainable environment, fosters new opportunities, and champions a culture of equity, diversity, and
inclusion.
April 10, 2025 Dublin Heritage and Cultural Arts Commission Agenda 3 3
STAFF REPORT
HERITAGE AND CULTURAL ARTS COMMISSION
Page 1 of 1
Agenda Item 4.1
DATE:April 10, 2025
TO:Honorable Chair and Commissioners
FROM:Jackie Dwyer,Parks & Community Services Director
SUBJECT:Approval of March 13, 2025,Heritage and Cultural Arts Commission Regular Meeting MinutesPreparedby:Kim Bonato,Senior Office Assistant
EXECUTIVE SUMMARY:The Commission will consider approving the March 13, 2025,Heritage and Cultural Arts Commission Regular Meeting minutes.
STAFF RECOMMENDATION:Approve the minutes of March 13, 2025,Heritage and Cultural Arts Commission Regular Meeting.
FINANCIAL IMPACT:None.
DESCRIPTION:The Heritage and Cultural Arts Commission will consider approval of the minutes from the March 13, 2025,Regular Meeting.
STRATEGIC PLAN INITIATIVENone.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The Commission Agenda was posted.
ATTACHMENTS:1)Minutes of the March 13, 2025, Heritage and Cultural Arts Commission Regular Meeting
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MINUTES OF THE HERITAGE AND
CULTURAL ARTS COMMISSION
Regular Meeting: Thursday, March 13, 2025
Heritage and Cultural Arts Commission
REGULAR MEETING
March 13, 2025
A Regular Meeting of the Heritage and Cultural Arts Commission was held on Thursday, March 13, 2025, at the City Council Chamber, 100 Civic Plaza, Dublin, CA 94568. The meeting was called to order at 7:00 PM by Chairperson Phillips.
1)CALL TO ORDER AND PLEDGE OF ALLEGIANCEAttendee Name StatusDarren Phillips, Chairperson PresentShweta Agrawal, Vice Chairperson PresentJain Archana, Commissioner PresentGina Gabriell, Commissioner Present *Timea Iharosi, Commissioner PresentDashrath Sankhe, Commissioner AbsentJulia Tomtania, Commissioner Present Victoria Liu, Alternate Commissioner Present
2)PRESENTATIONS
2.1)Alameda County Fire Training Center Public Art ProjectThe Commission received a presentation on the planned Public Art project at the future Fire Training Center located at 5053 Gleason Drive in Dublin. The Commission provided feedback.*Commissioner Gabriell arrived at 7:15 PM
3)PUBLIC COMMENT –None.
4)CONSENT CALENDAR
4.1)Approved January 9, 2025, Heritage and Cultural Arts Commission Regular
Meeting Minutes.
4.2)Tri-Annual Parks and Community Services Department Report for
September through December 2024
4.3)Approved February 6, 2025, Heritage and Cultural Arts Commission Joint
Special Meeting Minutes.
Attachment 1
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Heritage and Cultural Arts Commission
REGULAR MEETING
March 13, 2025
On a motion by Commissioner Tomtania, seconded by Vice Chairperson Agrawal, and by aunanimous vote, the Commission adopted the Consent Calendar.RESULT:ADOPTED [UNANIMOUS]MOVED BY:Julia Tomtania, CommissionerSECOND:Shweta Agrawal, Vice ChairpersonAYES:Phillips, Agrawal, Archana, Gabriell, Iharosi, Tomtania, LiuABSENT:Sankhe
5)UNFINISHED BUSINESS
5.1)Downtown Village Public Art SelectionCommissioners received an updated presentation by Ride Art Studio with the requested variations of the kinetic portion of the artwork.On a motion by Commissioner Gabriell, seconded by Chairperson Phillips, and by a 6-1 roll call vote, the Commission recommended the stainless-steel shamrock for City Council approval.RESULT:RECOMMENDED [6-1]MOVED BY:Gina Gabriell, CommissionerSECOND:Darren Phillips, ChairpersonAYES:Phillips, Agrawal, Archana, Gabriell, Iharosi, LiuNAYES:TomtaniaABSENT:Sankhe
6)NEW BUSINESS –None.
7)STAFF AND COMMISSIONER REPORTS Staff and Commissioners provided brief information-only reports.
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Heritage and Cultural Arts Commission
REGULAR MEETING
March 13, 2025
8)ADJOURNMENTChairperson Phillips adjourned the meeting at 8:38 PM.
Darren Phillips, Chairperson Heritage and Cultural Arts CommissionATTEST:
Tyler PhillipsParks & Community Services Manager
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STAFF REPORT
Heritage & Cultural Arts Commission
Page 1 of 5
Agenda Item 6.1
DATE:April 10, 2025
TO:Honorable Chair and Commissioners
FROM:Jackie Dwyer,Parks & Community Services Director
SUBJECT:City-Hosted Events and Cultural Event Space Grant ProgramPrepared by:Tyler Phillips,Parks and Community Services Manager
EXECUTIVE SUMMARY:The Heritage and Cultural Arts Commission will receive a report on special events currently provided by the Parks and Community Services Department and the new Cultural Event Space Grant Program, which will allow the City to provide the opportunity to recognize and support additional culturally significant holidays and events on an ongoing basis.
STAFF RECOMMENDATION:Receive the report and provide comments.
FINANCIAL IMPACT:The Event Space Grant Program is expected to reduce City venue revenue by approximately $1,000 to $3,500 per event ($4,000 to $14,000 annually), depending on the size and scope of approved events.
DESCRIPTION:At the March 5, 2024, regular meeting, the City Council requested that Staff evaluate ways of acknowledging and supporting culturally significant events important to Dublin community members in conjunction with the many events the City provides on an annual basis. This Staff Report provides an outline of the City’s current provision of events, what other municipalities do in terms of event hosting, and a program to achieve the City Council’s interest in recognizing the community’s rich and diverse culture.Current Provision of EventsCity-Hosted EventsThe Parks and Community Services Department organizes nearly 70 special events annually, collectively requiring around 2,100 staff hours (Table 1). The two large-scale events, the St.
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Patrick’s Day Festival and Splatter, are considered cultural in nature: the former celebrating the Irish culture and the City’s ties to Ireland, and the latter being enhanced in recent years with multi-cultural food and entertainment offerings. The smaller events are geared toward general entertainment and enrichment rather than celebrating certain cultures. However, with the opening of the Dublin Arts Center, the City will be able to provide new classes, programs, and shows that are geared to specific cultures relevant in the community.Table 1: City-Hosted Special EventsMonthEventFull-Time Staff Hours Monthly HoursJanuaryWeekend Wonders 5 5FebruaryWeekend Wonders 5 5MarchSt. Patrick’s Day Festival and Shamrock 5k Fun Run 600 605Weekend Wonders 5
April Concert in the Park (Benefit Concert)14 205Spring Eggstravaganza 45Farmers’ Market (X4)16Dublin Pride 130
May
Concert in the Park (Multi-Cultural Night)14 80Farmers’ Market (X4)16Youth Hackathon 35Bike To Work Day and Bike to Market 10Weekend Wonders 5
June Concert in the Park (LGBTQIA+ Night)14 83Picnic Flix (X2)20Farmers’ Market (X5)20Family Camp Out 24Weekend Wonders 5
July Concert in the Park (Family Fun Night)14 103Picnic Flix (X4)40Farmers’ Market (X4)20Family Camp Out 24Weekend Wonders 5
August Concert in the Park (Back to School Night)14 63Farmers’ Market (X5)20Family Camp Out 24Weekend Wonders 5SeptemberConcert in the Park (The Arts)14 429
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Farmers’ Market (X4)20Splatter350Trail Challenge 25Weekend Wonders 5Grandparents Day 15
October Harvest Fair 50 205Ghosts of Dublin 35Floating Pumpkin Patch 80Senior Information and Resource Fair 40
November Tree Lighting 120 265Weekend Wonders 5Holiday Boutique 80Mental Health Forum 60
December Breakfast with Santa 10 60Weekend Wonders 5Holiday Dancescape 20Home Holiday Decorating Contest 25Total PCS Events: 69 Total Hours: 2,108Other EventsThe City also sponsors events hosted by community organizations, reinforcing its commitment to fostering a vibrant and inclusive community. For the Lunar New Year Celebration Concert, the City partnered with Inspiration Studios, XingHai Conservatory of Music Alumni Association, Eva Dance Academy, Breaking BEARiers Youth Leadership Club, and the Dublin Rotary Club. This partnership enabled a culturally diverse program featuring music, dance, and community involvement. For this event, the City provided the facility and staffing support, including three part-time employees and approximately five hours of full-time staff time, to ensure a smooth and successful event.Additionally, the City collaborated with Advancing Asian Pacific Islander Communities (APAPA) to host the Asian American Heritage Showcase. This event promoted cultural diversity and celebrated the contributions of the Asian American and Pacific Islander (AAPI) community. The City contributed the venue, four part-time staff members, and approximately 10 hours of full-time staff support to facilitate the showcase. By providing event space, logistical support, and staff resources, the City helps organizations bring their unique cultural and community-based programming to the public. Municipal Organization ResearchWith a growing number of organizations seeking to hold cultural events in Dublin and the City’s commitment to supporting these efforts, Staff researched how other municipalities manage similar initiatives. As part of this, Staff contacted several local entities to gauge municipal involvement with cultural celebrations and help inform how Dublin might handle such events. Table 2 summarizes those findings.
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Table 2: Cultural Events in Other CitiesMunicipalityEventCity Sponsorship Host OrganizationFremontHoli (3 events)No Local GroupsMilpitasHoliYesMilpitasPleasantonDiwaliNoLocal GroupsPleasanton (Firehouse Art Center)AAPI Heritage Celebration Yes PleasantonPleasanton (Firehouse Art Center)Juneteenth Celebration Yes PleasantonSan Ramon Art and Wind Festival Yes San RamonSan Jose Holi No Local GroupsUnion City Culture Festival Yes Union CityWalnut Creek Cultural Festival(Family Art Day)Yes Walnut CreekWalnut Creek Holi Scavenger Hunt Yes Walnut CreekThe Walnut Creek event, Family Art Day, lasts three hours and is relatively small in scale. In contrast, Union City's Culture Festival spans from 12 pm to 4 pm and features performances and vendors. Fremont grants the Festival of Fog (FOG) Organization a Special Event Permit to host a Holi Festival open to the public. Typically, this event occurs in a middle or high school parking lot, providing a controlled environment for the color-throwing festivities. Attendance estimates range from 500 to 1,000 people. These figures have varied in recent years due to the pandemic and weather conditions.Milpitas is the sole city hosting a Holi Festival, which is now in its second year. Milpitas focuses primarily on expanding this event and has no plans to include a winter Diwali celebration. The event includes stage performances, arts and crafts, food trucks, and a dedicated color-throwing segment. The total cost for this event will be under $10,000, not including any part-time or full-time salaries. Event Space Grant ProgramAt its January 14, 2025, regular meeting, the City Council approved the Event Space Grant Programas a means to support and accommodate additional cultural celebrations. Administered through the Heritage and Cultural Arts Commission (HCAC), this program will provide a City venue, once per quarter, for a local non-profit organization to host a community event, free to the public.Interested organizations must submit an application and attend and present at an HCAC meeting in advance of the planned event. In addition to providing a City venue, the Parks and Community Services Department will also assign a Staff member to assist the approved non-profit with obtaining supplemental services, including coordination of police services, road closures, maintenance requirements, fire permits, and waste services when applicable. It should be noted that the group hosting the event will need
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to cover the cost of such supplemental services. Other guidelines for the program are listed along with the application in Attachment 1.Next StepsStaff will finalize and publish the guidelines and begin the program. Currently, one organization has requested assistance from the City on a cultural event to be held in May. With City Council direction, Staff is working with this group to be used as a test case to refine the program’s implementation.
STRATEGIC PLAN INITIATIVE:None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The Commission Agenda was posted.
ATTACHMENTS:1) Cultural Event Fee Waiver Request/Application
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Attachment 1
City of Dublin Cultural Event Fee Waiver Request
The City of Dublin recognizes the value of partnering with organizations to provide cultural events that benefit the community. Non-profit agencies wishing to host cultural events in the City of Dublincan apply to have the special event permit application fees and facility use fees waived for the event. All other event-related costs, including but not limited to security deposits, staff fees, event logistics, police and fire permits, and any additional regulatory expenses, remain the responsibility of the applicant.Event Eligibility:
Events must comply with all requirements outlined in the City of Dublin’s Special Event Permit Application.
Non-profit organizations based in the City of Dublinwill be given priority. Organizations from neighboring communities that serve a significant number of Dublin residents may also apply. National agencies will not be considered.
The event must focus on a cultural holiday.
The event must be free for attendees and open to the public.
Fees will not be waived if the event is split over multiple locations and/or covering multiple days.
The Commission will not approve events with duplicate themes within the same calendar year.
The Commission will prioritize events and choose based on uniqueness, anticipated community impact, and alignment with City goals.Application Process:
A Cultural Event Facility Fee Waiver Request and a Special Event Permit Application must be completed and submitted together by 5 PM on the dates listed below to the Parks and Community Services Department: parksandcommunityservices@dublin.ca.gov.
The Heritage and Cultural Arts Commission meets on the second Thursday of each month. Upon receiving and verifying an application, Staff will confirm the required meeting date with the applicant.
All applicants must attend and present their event details at the Heritage and Cultural Arts Commission meeting held four months prior to the start of the quarter in which the event will take place. The application deadlines and corresponding meeting dates are as follows
o For events between January 1 – March 31:
Applications are due August 15 to be presented at the September Commission meeting of the previous year.
o For events between April 1 – June 30:
Applications are due November 15 to be presented at the December Commission meeting of the previous year.
o For events between July 1 – September 30:
Applications are due February 15 to be presented at the March Commission meeting of the same year.
o For events between October 1 – December 31:
Applications are due May 15 to be presented at the June Commission meeting of the same year.
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Attachment 1
City of Dublin Cultural Event Fee Waiver Request
The Commission may grant a fee waiver to an organization once annually, regardless of how many branches or affiliations it may have. Failure to attend the scheduled Commission meeting will result in disqualification or automatic deferral to the next available meeting, space permitting.
Only one cultural event per quarter will be approved for a fee waiver by the Heritage and Cultural Arts Commission. Each organization is eligible
Each organization is eligible for only one fee waiver per year. Multiple organizations may apply each quarter, but only one will be selected.
A refundable security deposit will be required. Deposits may vary based on location and will be communicated to applicants upon approval.
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Attachment 1
City of Dublin Cultural Event Fee Waiver Request
APPLICATIONName of Organization:
______________________________________________________________________Cultural Event to be Celebrated:
_____________________________________________________________501(c)3 Number:
___________________________________________________________________________Organization Address as listed on your 501(c)3:
_______________________________________________
_____________________________________________________________________________
_______________If not, a Dublin based non-profit, what percentage of your members reside in Dublin? Please note, verification in the form of a membership roster with addresses will be required.
__________________Contact Person Name:
______________________________________________________________________Contact Person Phone:
_____________________________________________________________________Contact Person Email:
_____________________________________________________________________If approved, has your organization already secured funding to plan and implement the event? ☐Yes
☐No If “yes,” where: ________________________________ and when:
__________________________________If “no,” how do you plan to secure funding for the event?
_____________________________________________________________________________
_______________
_____________________________________________________________________________
_______________
_____________________________________________________________________________
_______________ How will the Dublin community benefit from this event?
_____________________________________________________________________________
_______________
_____________________________________________________________________________
_______________
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Attachment 1
City of Dublin Cultural Event Fee Waiver Request
_____________________________________________________________________________
_______________
_____________________________________________________________________________
_______________
_____________________________________________________________________________
_______________
_____________________________________________________________________________
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_____________________________________________________________________________
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_____________________________________________________________________________
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