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HomeMy WebLinkAbout4.1 Minutes of 10-13-2016 HCAC Meeting Of btreie No j 111 lg � STAFF REPORT c'Allook\'' HERITAGE AND CULTURAL ARTS COMMISSION DATE: November 10, 2016 TO: Honorable Chair and Commissioners FROM: Tegan McLane, Cultural Arts &Heritage Manager SUBJECT: Minutes of the October 13, 2016 Regular Meeting EXECUTIVE SUMMARY: The Heritage & Cultural Arts Commission will consider approval of the minutes of the October 13, 2016 Regular Meeting of the Heritage and Cultural Arts Commission. FINANCIAL IMPACT: None. RECOMMENDATION: Approve the minutes of the October 13, 2016 Regular Meeting of the Heritage and Cultural Arts Commission. DESCRIPTION: The Heritage and Cultural Arts Commission will consider approval of the minutes of the October 13, 2016 Regular Meeting of the Heritage and Cultural Arts Commission. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Draft Minutes of the October 13, 2016 Regular Meeting of the Heritage and Cultural Arts Commission. ITEM NO: 4.1 .kor HERITAGE AND CULTURAL ARTS COMMISSION l - i r-V REGULAR MEETING l` ��,�f� Draft Minutes CITY OF DUBLIN October 13, 2016 The October 13, 2016, Regular Meeting of the Heritage and Cultural Arts Commission was called to order at 7:11 PM at the Dublin Civic Center, Dublin, California, by Chair Blackburn. Commissioners (Cm.) Present: Blackburn, Iharosi, Deets, Szollos Commissioners Absent: He, Minniear,Tutino PLEDGE OF ALLEGIANCE Chair Blackburn led the Pledge of Allegiance. ORAL COMMUNICATIONS 3.1 New.Parks and Community Service Director James Rodems. Ms. Tegan McLane introduced the new Director of the Parks & Community Services Department, Mr.Jim Rodems, to the Commission. Cm. Iharosi welcomed Mr. Rodems. Chair Blackburn asked how Mr. Rodems has worked in the past with advisory commissions such as Heritage and Cultural Arts Commission and where it fits into the public process. Mr. Rodems responded that working with commission groups is integral to how the Department does its business because the Department works for the public and it's important to listen to what the public has to say. Commissions are a part of that comm unication with the public. 3.2 Public Comments— None. NEW BUSINESS 8.2 Heritage Park& Museums Annual Report, October 2015—September 2016 Ms. McLane introduced Ms. Laura Johnston, Recreation Supervisor at the Heritage Park and Museums. Ms. Johnston presented the Annual Report for the Heritage Park and Museums for October 2015 — September 2016 as outline in the Staff Report. Cm. Iharosi noted a correction at the top of page four in the Staff Report, Attendance Total Visitors for April —June should be 1,378. Cm. Iharosi also asked what date Ghosts of Dublin will be held at Heritage Park. Ms. McLane stated it will be held on Friday, October 28, 2016. Chair Blackburn asked about the visitor comparison in the report and why the visitor totals are down from the previous years. Ms. Johnston stated that the walk-in visitor numbers went down because of the construction across the street. Donlon Way in front of Heritage Park and Museums has been completely blocked at times due to construction vehicles. Visitor numbers also include the Spring Fair attendance, which was significantly impacted by rain. H&CAC Draft Minutes—October 13, 2016—Page 2 of 5 ACTION: The Commission received the Report. Cm. Deets arrived at 7:30 PM. 8.4 Fallon Sports Park Public Art Ms. Tegan McLane, Cultural Arts and Heritage Manager, presented the specifics of the item as outlined in the Staff Report. Cm. Iharosi commented that in the past advertisements for comments has not always been received by the public, but she has received information about this item from three sources and hopes that this time it will be received by more people in the community. ACTION: The Commission received the Report. 8.3 Heritage and Cultural Arts Commission Term Expirations. Ms. Tegan McLane, Cultural Arts and Heritage Manager, presented the specifics of the item as outlined in the Staff Report. Cm. Deets asked the deadline for the application and whether all commissions follow the same application schedule. Ms. McLane said that November 18 is the deadline to apply, and she believes that all commissions do follow the same application schedule. ACTION: The Commission received the Report. Recess was called at 7:36 PM because there was no quorum. Ms. McLane again attempted to call the other Commissioners to determine when they would arrive. Vice Chair Szollos arrived at 7:58 PM. At 7:58 PM Chair Blackburn reopened the meeting once a quorum was met. APPROVAL OF MINUTES 4.1 Minutes of August 11, 2016 Regular Meeting On a motion by Cm. Deets, seconded by Cm. Iharosi, and by a vote of 4-0-3 with Cm. Minniear, Cm. Tutino and Cm. He absent, the Commission took the following action: ACTION: Approved minutes of the August 11, 2016 Regular Meeting, as presented. WRITTEN COMMUNICATIONS— None. PUBLIC HEARING—None. H&CAC Draft Minutes—October 13,2016—Page 3 of 5 UNFINISHED BUSINESS- None. NEW BUSINESS 8.1 Arts Space Grant Pilot Program Ms. Tegan McLane, Cultural Arts and Heritage Manager, presented the specifics of the item as outlined in the Staff Report. Ms. Jeannie Brophy spoke regarding the Amador Valley Quilters — Quiltinators and their request for meeting space at the Dublin Library for meetings on the first Wednesday of each month. The group donates its quilts to approximately 15 agencies, including the Dublin Police Department, which offers the quilts to comfort children in emergency situations. The group also presents Quilts of Valor to Dublin Veterans. Membership is open, and 25 percent of the current participants are Dublin Residents. Chair Blackburn asked if the donated quilts bear a tag identifying them as being made through this program. Ms. Brophy said yes. Chair Blackburn asked if the space grant request is this lieu of the location Quiltinators is currently using in Pleasanton, or if this will this be an additional day. Ms. Brophy explained that they are no longer able to use the Masonic Lodge in Pleasanton, as the facility is being sold. The Dublin Library will be the new location if awarded. Chair Blackburn asked how many quilts the group hopes to make. Ms. Brophy said the goal is 300 quilts per year. Chair Blackburn asked if the group would be open to suggestions regarding themes for the quilts. Ms. Brophy said the quilters are open to suggestions. Ms. Lee Jouthas spoke on behalf of the Dublin Historical.Preservation Association (DHPA) — regarding DHPA's request to present a display of historical aerial photographs in the Civic Center Lobby. Ms. McLane noted a change in the application regarding the length of the display in the Civic Center lobby to February 27— March 10, 2017. The initial request was for three days, but Staff encouraged DHPA to take the full two weeks allowed, and to mark the opening with a talk and reception. Vice Chair Szollos asked how many photos will be displayed. Ms. Jouthas stated she did not have specifics at this time. Chair Blackburn asked the size and mounting method of the photos. Ms. Jouthas did not have specifics, and noted that the curator, Mr. Steve Minniear, is still developing the exhibit. Chair Blackburn asked whether this is an existing exhibit or new, Ms. Jouthas explained that this will be a new display of aerial photographs of Dublin. Some of the photographs have been donated. Cm. Deets asked, since this is a one-year pilot program and the display will only be up and available for view for two weeks, would DHPA consider offering another display of the photography at another time during the year. Ms.Jouthas stated she thinks DHPA would be open to another showing. Ms. Anjali Gandhi spoke regarding East Bay Marathi Mandal request to use some of the City's time at Dublin High School Center for the Performing Arts. Vice Chair Szollos asked about the expected attendance. Ms. Gandhi estimated the audience will be 500. Past EBMM programs drew approximately 275-300 people. Vice Chair Szollos asked what time H&CAC Draft Minutes—October 13,2016—Page 4 of 5 performance starts. Ms. Gandhi explained that the performance would start around 4:00 PM and the additional time requested includes rehearsal time. Cm. Iharosi asked for clarification about an item in the budget for rent. Ms. Ghandi explained the amount was included in case the group had to rent the time. Ms. McLane explained that the application is for the "space grants" only, but under the agreement between the City and the Dublin Unified School District (DUSD), there would not be a facility fee charged, if the application was approved by City Council. Chair Blackburn asked for clarification about the performers, specifically whether George Brooks would perform. Ms. Gandhi explained that George Brooks was a possible performer; the group also has another professional performer, but his participation is dependent on whether or not the space grant is awarded. Chair Blackburn also asked about the local youth performers. Ms. Gandhi explained that the one professional performer also teaches classes locally; it would be from those classes youth would be chosen. Cm. Deets asked if the youth performers would include Dublin residents. Ms. Gandhi confirmed there are performers from Dublin who participate. Ms. Hester Wagner spoke regarding Futures Explored request for a facility for a youth film-making class. Vice Chair Szollos questioned the choice of Sunday School Barn as a venue and asked about the set-up cost. Ms. Wagner explained that the Sunday School Barn was the most versatile for their use. Ms. McLane explained $880 is the cost for a facility attendant to set up the room and remain onsite during the class, because the facility does not normally have attendant at this site on Monday evenings. Chair Blackburn questioned the delay between the class and the screening at a later date. Ms. Wagner explained that the organization will also create a behind the scenes documentary to show along with the films created by the students. Having a delayed screening will allow time for editing the documentary and creating a DVD for the students and their families. Chair Blackburn questioned whether the course and the screening need to be considered as two requests. Ms. McLane explained that it is being considered a package, so that both would be included. Chairperson Blackburn also asked about the enrollment for the class being open to both students with or without disabilities. Ms. Wagner assured the course is open to anyone who wants to apply. Ms. McLane said that Valley Concert Chorale had withdrawn its application, so no decision is needed regarding that group's application. On a motion by Cm. Szollos, seconded by Cm. Iharosi, and by a vote of 4-0-3 with Cm. Minniear, Cm. Tutino and Cm. He absent, the Commission took the following action: ACTION: Commission will recommend all four applications to the City Council for approval. Cm. Iharosi asked when the organizations would go before City Council. Ms. McLane stated the date is November 1, 2016. H&CAC Draft Minutes—October 13,2016—Page.5 of 5 NEW BUSINESS—None. OTHER BUSINESS 9.1 Brief Information Only Reports from Heritage&Cultural Arts Commissioners and/or Staff Cm. Iharosi attended the Parks and Community Services Commission meeting regarding Dublin Crossing Park Plan. She also noted the Shannon Community Center Fountain is now working and recommends visiting it. She also the attended Splatter Festival and enjoyed the event. Vice Chair Szollos also attended the Splatter Festival and enjoyed it, though she thought the event could use more shade tents. She also noted that a regional Bay Day celebration was held October 1, 2016, to celebrate the Bay Area microclimates. Cm. Deets had no report. He discussed the Heritage and Cultural Arts Commissioners' informal tradition of a celebration for outgoing Commissioners and noted that the group is well aware of Brown Act concerns and the importance of not discussing business at this purely social event. Ms. McLane provided program, project, and event updates. 9.2 Discussion of Future Agenda Items Ms. McLane provided an overview of upcoming agenda items for the Commission. ADJOURNMENT Being no further business, the meeting adjourned at 8:58 PM. Minutes prepared by Kristen Finn, Recording Secretary. Kathy Blackburn Chairperson ATTEST: Tegan McLane Cultural Arts and Heritage Manager