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HomeMy WebLinkAbout02-19-2004 Approved HCAC Minutes • ' CITY OID i'1BLIN HERITAGE ® CULTURAL ARTSCO.MMISSION { MINZITES Off' THITRSDAY, EBRZ1fiRY�l9,2� 04 The February 19,2004 special meeting of the Heritage and Cultural Arts Commission was called to order at 7:04 p.m. at the Dublin Civic Center,Dublin, California,by Chairperson Fasulkey. Pledge of Allegiance Chairperson Fasulkey led the Pledge of Allegiance. Roll Call Commissioners Present: Acuff, Lussie, White, Mack, Muetterties and Fasulkey. Vonheeder-Leopold arrived at 7:21 p.m. Commissioners Absent: None Oral Communications-None Approval of Minutes—January 8,2004 ON A MOTION BY CM. ACUFF AND SECONDED BY CM. MACK THE COMISSION VOTED UNANIMOUSLY TO APPROVE THE MINUTES OF JANUARY 8, 2004. Written Communications-None Public Hearing-None Unfinished Business 7_1 JazzMasters Workshop Heritage and Cultural Arts Supervisor Theresa Yvonne explained that at the January meeting, the Heritage and Cultural Arts Commission received a presentation from Dublin resident, David Kriozere, suggesting a new program called JazzMasters Workshop. Staff has contacted the Founder and Executive Director, Bruce Forman, who has indicated a willingness to customize a program for the City of Dublin. In discussing the JazzMasters Workshop with Mr. Forman, he stated he could customize a 10-week long summer program for middle and high school students for the City of Dublin. There would be one mentor that would run the program consistently and each week an additional mentor would feature a particular instrument. The program could accommodate 13 — 15 students each week. The program would be taught from a performance base standpoint with a historical and stylistic perspective on music. The JazzMasters fee to run this program is $3,500.00. JazzMasters prefers that the program is free to the students. JazzMasters establishes certain criteria and generates a contract, which each student must sign and agree to, like not being late, etc. in order to participate in this program. It has been the policy of the Parks and Community Services Department to develop programs and classes in which registration will at least cover direct program costs where possible. Subsidized programs are developed within the parameters of the Depai tnient Budget adopted annually by the City Council. Funds for this program were not included in the fiscal year 2003-2004 budget. In order to recover the direct cost for this program the fee would be $233.00 per student. Staff does not feel that this is a realistic fee for the area. The other option is to secure outside funding for the program. Mr. Kriozere has provided Staff with one such source, which is a grant from Starbucks. Yvonne noted that in order to advertise the program in the summer edition of the Guide,the program details must be finalized by March 12, 2004. Cm. Lussie asked Yvonne about a possible performance before the program started as a fundraiser. Yvonne stated that she felt that there wouldn't be nearly as much interest in the performance beforehand rather than afterwards because the community would be much more "invested"in the program, at that point. Cm. Lussie asked Yvonne if MINUTES OF FEBRUARY 19,2004 Page 2 of 6 the students would be beginner or advanced musicians. Yvonne stated that this program would be for students who already have instruments and have some knowledge of music. - Cm. Muetterties asked Yvonne how this program could be approved by March 12 when Starbucks does not " announce grant winners until May. Yvonne suggested that the Commission approve the proposed summer program tonight, add this program to the Goals and Objectives, with the idea that the City would fund the program. If we received the grant in May, this program would be funded by Starbucks. If the grant is.not given, the City would have to charge a student fee in order to recoup at least half of the cost to run this program. Cm. Lussie asked Yvonne if Providian or other Dublin based companies might be willing to underwrite this program. Yvonne stated she would need to investigate this option further. Cm. Mack suggested that Yvonne contact the Tri Valley Foundation. She had read in the paper that they were accepting applications for program grants. ON A MOTION FROM CM. ACUFF, SECONDED BY CM. MUETTERIES THE COMMISSION VOTED UNIANIMOUSLY TO MOVE FORWARD WITH THE PLANNING OF THIS PROGRAM WHILE STAFF EXPLORES INTERIM FUNDING FOR PROGRAM, SHOULD THE STARBUCKS GRANT BE DENIED. THE COMMISSION ALSO AGREES UNIANIMOUSLY TO PLACE THIS ITEM ON THE GOALS AND OBJECTIVES CALENDAR FOR 2004-2004 SESSION. New Business 8.1 Election of Officers • ONA MOTION FROM CM. LUSSIE,ACCEPTED BY CM. VONHEEDER-LEOPOLD AND SECONDED BY CM. MACK, THE COMMISSION VOTED UNIANIMOUSLY TO ELECT CM. VONHEEDER-LEOPOLD AS CHAIRPERSON OF THE HERITAGE AND CULTURAL ARTS COMMISSION. ON A MOTION FROM CM. WHITE, ACCEPTED BY CM. MUETTERTIES, SECONDED BY CM. ACUFF, THE COMMISSION VOTED UNIANIMOUSLY TO ELECT CM.MUETTERTIES AS VICE-CHAIRPERSON OF THE HERITAGE AND CULTURAL ARTS COMMISSION. Former Chair Fasulkey turned the remainder of the February 19, 2004 meeting over to new Chair Vonheeder- Leopold. 8_2 Heritage and Cultural Arts Objectives Yvonne stated that the City Council has scheduled the annual goals and objectives study session for Monday,April 19, 2004 at 5:00 p.m. The Heritage and Cultural Arts Commission has been asked to provide input on the preliminary goals and objectives for Heritage and Cultural Arts. Yvonne directed the Commission's attention to the Adopted 2003/2004 Goals and Objective Report as of 1-31-2004. Staff has prepared a status report to illustrate the level of accomplishment of each objective. Of the 18 objectives, 13 are complete or will be complete by the end of the fiscal year, June 30, 2004; 4 objectives are underway and will be carried over to the 04/05 goals and objectives and 1 has had no progress, as it was not funded in the 03/04 budget. Yvonne advised the Commission that item #11 pertaining to the Regional Cemetery will not be this Commission's responsibility any longer as this issue is being moved to Administration's goals and objectives for the 04/05 year. Parks &Community Services Manager Paul McCreary stated that he would be reviewing the City of Dublin's new Strategic Plan. The City Council met with management staff to develop the mission,vision and values for the City. McCreary directed the Commission's attention to Attachment 2 in their staff report for specific information regarding the items surrounding the City's mission, vision and values. The mission statement describes how the City will accomplish the community's vision. The vision statement describes the preferred future of the City of Dublin. The values statement discusses the qualities and beliefs that form the foundation of the City of Dublin. MINUTES OF FEBRUARY 19,2004 • Page3of6 McCreary stated that the Strategic Plan involved six strategies that will provide a focused framework to provide an allocation of resources for the City over the next ten years. The strategic goals were established to meet the strategies. The strategic objectives will be established and reviewed annually to make progress toward accomplishing the strategic goals. McCreary explained that although there are six strategies only two of these strategies actually pertain to the Parks and Community Services Depal.tnient. McCreary then reviewed all six strategies with the Commission. Yvonne directed the Commission's attention to the Preliminary Goals and Objectives 2004/2005 exhibit included as Attachment 4 in the Staff report and stated that the Commission needs to assign priority levels to each objective. Yvonne stated that staff has identified 10 new objectives. The remaining 4 objectives are those that were carried over from the 2003/2004 goals and objectives. Nine of these issues related back to the Strategic Plan outlined by McCreary in the previous presentation to the Commission. Yvonne asked the Commission to look specifically at the column labeled`Benefit/Need". This column is listed to assist the Commission in accessing the importance of each objective. Yvonne advised that the column labeled "Additional Resources Required" is included to help the Commission ascertain whether additional funding would be needed to complete each objective as listed. The priority level assigned to each objective by staff is shown in the column labeled "Staff Priority". Yvonne explained that the "Commission Priority"column needs be completed by the Commission tonight. Each Commission member will vote to assign a priority level to each task. Yvonne explained that in preparation for the City Council Goals and Objectives study session and in order to have a dialog with the City Commissions, the City Council has scheduled a Council/Commission workshop for Saturday, March 20, 2004 at 8:00 a.m. All three Commissions and Council will meet and discuss the goals and objectives under their jurisdiction and the reason for their respective goals and objective rankings with the Council. The main objective of this meeting is to review discrepancies in priority rankings between Staff and Commission to find out why they differ. Goal/Objective#1 • Refurbish exhibit space within the Murray Schoolhouse. The Commission voted unanimously to rate this goal as "High". Goal/Objective#2 Commission a land appraisal for the Dublin Square Shopping Center. Yvonne explained that this is the shopping center directly in front of the Heritage Center. The Commission voted unanimously to rate this goal as "High". Goal/Objective#3 Undertake a site master plan and programming study to determine the ultimate boundaries and uses of the Dublin Historic Park. The Commission voted unanimously to rate this goal as "High". Goal/Objective#4 Undertake a financial feasibility study to determine development and operational costs of the Dublin Historic Park. The Commission voted unanimously to rate this goal as"High". Goal/Objective#5 Identify a new cultural arts special event to replace the Classic Affair at the Civic. Yvonne stated she planned to present a few ideas, on a new event, at the next scheduled Commission meeting. Cm. Lussie stated that for three years this event has been highly subsidized by the City and she does not feel comfortable moving forward with another event, unless it is self-supporting. Yvonne clarified that this event will be a new cultural arts event and would not be the same as in previous years. Yvonne explained that if one event does not meet public need, we are MINUTES OF FEBRUARY 19, 2004 Page4of6 obligated to try other venues to promote cultural arts within our community. Cm. Acuff,Muetterties and Fasulkey voted to rate this goal as "High". Cm. Lussie, White, Mack and ChairVonheeder-Leopold voted to rate this goal as"Medium". The majority vote is to rate this goal as"Medium". Goal/Objective#6 Develop a Winter Concert Series at the Heritage Center. Yvonne explained that this would be a 3 or 4 series concert event, to be held at the Heritage Center during the winter season. This setting is very intimate and would be held for approximately 75-100 people maximum. Cm. Lussie asked if this event would be self-supporting. Yvonne stated that the City is planning to recoup any funds paid for this event by charging admission. Cm. Acuff, Mack, Lussie, Fasulkey and Chair Vonheeder-Leopold voted to rate this objective as "High". Cm. White and Cm. Muetterties rated this objective as"Medium. The majority vote is to rate this goal as "High". - Goal/Objective#7 Complete the process of placing Old St. Raymond's Church and Murray Schoolhouse on the National Register of Historic Places. Yvonne stated that this process could take 2-3 years to complete and is a carry over from the previous goals and objectives. Cm. Acuff asked if we could add a request to have the Heritage Center and the Old Murray School House declared"museums"within the National Registry. Yvonne stated she would investigate this matter further and report back to Commission. Cm. Acuff asked that her request be added onto the list of 2004/2005 Goals&Objectives. The Commission voted unanimously to rate this objective as "High". Goal/Objective#8 Work with Dublin Fine Arts Foundation to complete Art in the Parks projects for Bray Commons and Dolan Neighborhood Parks. Yvonne advised that both projects have been funded. The City is currently in contract for the art for Dolan Neighborhood Parks. Bray Commons is on hold, as the neighborhood has not been built yet. The Commission voted unanimously to rate this objective as"High". Goal/Objective#9 Work with developer to locate significant works of art in two key places of the Dublin Transit Center, The Village Green Center and the Iron Horse Plaza. Yvonne explained that this art enhances public space and gives unique character to the transit center. Cm. Lussie asked Yvonne who would be funding this project. Yvonne advised that this project would be funded by the developer. The Commission voted unanimously to rate this objective as"High". Goal/Obiective#10 Work with BART to incorporate high quality artwork as part of the West Dublin BART Station Project. Cm. Acuff asked Yvonne why staff assigned a "Medium" priority to this objective. Yvonne explained that this objective was most likely given a "Medium"ranking by staff because BART is the primary responsible party for this project and the City'•s role is more passive on this project. The Commission voted unanimously to rate this objective as"High". Goal/Objective#11 Replace fencing in front of Murray Schoolhouse on Donlon Way. Yvonne explained that the reason why staff rated this task as "Medium" is because if the City goes forward with the purchase of the Dublin Square Shopping Center, the area and Master Plan for this area will change. If the acquisition falls through, then Yvonne felt this objective should be rated as a"High". Cm. White asked Yvonne if the bushes in the front of the building, facing the street, could be pruned back because the bush is so dense she worries about the safety of this area. Yvonne stated that she would report this issue to Public Works. The Commission voted unanimously to rate this objective as "Medium". MINUTES OF FEBRUARY 19,2004 Page5of6 Goal/Objective#12 Install a small old-fashioned schoolyard playground adjacent to the picnic area at Murray Schoolhouse to reflect the era of the schoolhouse. Yvonne stated that again,this objective would only need to be completed if the land acquisition of the Dublin Square Shopping Center falls through. If the land is approved and the City moves forward, the whole area would be redone to new master plan specifications. Cm. White rated this objective as a "Low". All other Commission members and the Chair unanimously rated this objective as "Medium". The majority vote is to rate this objective as "Medium". Goal/Objective#13 Implement Phase II of the Downtown Public Art/Bus Shelter Project. Yvonne stated that there were 9 shelters total for this project. 3 shelters have been installed, the City planned to wait one year, then install three more. The final 3 shelters would be installed the following year. Cm. Lussie asked Yvonne if funds have already been set aside for the second set of shelters. Yvonne stated that the funds have been allocated for this project. The second set of shelters is scheduled for installation in the 05/06 fiscal year. Installation of the third set of shelters is scheduled for installation in the 06/07 fiscal year. The Commission voted unanimously to rate this objective as "Medium". Goal/Objective#14 Investigate the feasibility of a Performing Arts Center. Yvonne explained that with two performing arts centers planned for the Tri-Valley area, it is Staff's recommendation that it is not feasible for the City of Dublin to pursue installation of a Performing Arts Center. Yvonne advised the Commission that she recommends this item be deleted from the Heritage and Cultural Arts Commission Goals and Objectives 2004/2005. The Commission voted unanimously to rate this objective as"Complete". Goal/Objective#15 Identify funding sources to offset program fees for 2004 JazzMasters Workshop program. Cm. Lussie asked Yvonne if we could charge fees for the program. She understands JazzMasters wish that the program be free to students but, if we can't get the funding, she feels the public would pay to have their children participate in this program. Yvonne asked the Commission if they would like the City to charge the whole fee of$233.00 per student or only would they like to see a smaller fee charged and have this program partially funded through the City. Cm. White, Fasulkey and Mack stated that they felt a fee in the range of $100-$150. for this program would be appropriate. Yvonne stated she would note this objective is to identify funding sources to offset program. The benefit and the need of this objective would be to provide a music workshop of professional quality for local and area resident youths. Additional resources would be $3,500.00. Any class fee collected by the City would offset this resource amount. The Commission voted unanimously to rate this objective as "High". Goal/Objective#16 Investigate the possibility of obtaining accreditation for the Heritage Center and Old Murray Schoolhouse as museums through the American Association of Museums. Cm. Acuff outlined the benefit and need described in this objective as gaining the ability for greater access to additional funding, grant programs, exhibits and publicity. Cm.Lussie rated this objective as "Medium". All other Commission members and the Chair voted unanimously to rate this objective as "High". The majority vote is to rate this objective as"High". Cm. Acuff stated that she would like the Heritage and Cultural Arts Commission to be involved in any plans relating to the Heritage Center. McCreary stated that as this project moves forward the Heritage and Cultural Arts Commission, and the public, would be very involved in the planning process pertaining to changes to these sites. MINUTES OF FEBRUARY 19, 2004 Page 6 of 6 Other Business Cm.Fasulkey asked Yvonne if the art in park at Dolan Park has been installed yet. Yvonne stated that this has not been completed. The contract for the work has just been approved and signed by all the parties involved. Cm. Lussie asked Yvonne if the bus shelters were up. Yvonne confirmed that three shelters on Dublin Boulevard have been completed. Yvonne stated that the Clock Tower which is to be installed in the Safeway parking lot is on hold as Safeway is working on an additional project for the entire parking lot and will build the foundation for the clock at the same time. McCreary advised that the Senior Housing groundbreaking ceremony is scheduled for March 3, 2004. He stated that each Commissioner should receive an invitation from the City and, another invitation from Eden Housing, for this event. Following the groundbreaking ceremonies a luncheon will'be held at the new Dublin Library. Cm. Fasulkey stated that she received a thank you card from Craig Miller, the son of Donna Miller, for the donation made to the Donna Miller Memorial Fund at John Knox Church. The Commission thanked Fasulkey and White for serving as Chair and Vice Chair. Adjournment Being no further business,the meeting was adjourned at 8:45 p.m. Respectfully submitted, Lem Christie Marks Senior Office Assistant APPROVED: (4 L 1 /.1,4 ' hairperso� IMP/ e dopp d ,/