Title
Draft Public Art Commission Meeting Minutes-April 4, 2018
Body
DRAFT MEETING MINUTES
SPECIAL MEETING OF THE
CITY OF ALAMEDA PUBLIC ART COMMISSION
Wednesday, April 4, 2018, 6:00PM
CALL TO ORDER
Acting Chairperson Sherman Lewis called the meeting to order at 6:06PM.
1. ROLL CALL
Present: Acting Chairperson Sherman, Commissioner Mark Farrell, Commissioner Adam Gillitt, Commissioner Liz Rush
Absent: Chairperson Daniel Hoy (excused)
Lois Butler (PAC secretary) and Amanda Gehrke are present as staff to the Commission.
2. MINUTES
Motion made by Commissioner Adam Gillitt and seconded by Commissioner Mark Farrell to approve the minutes. The motion carried 4-0.
3. ORAL COMMUNICATIONS
None.
4. REGULAR AGENDA ITEMS
4-A 2018-5422: Reprogramming of Cultural Arts and Arts Programing Funds Not Awarded Through the Request for Proposal (RFP) Process. The Public Art Commission (PAC) held a public meeting to consider ideas for reprogramming cultural arts and arts monies not recommended for funding through the recent RFP process.
Amanda Gehrke, Economic Development Division staff gave an overview of the item.
Ms. Gehrke then gave an overview of why the report was written. She indicated that there was $20,000 not awarded in the Cultural Arts and Arts Programing RFP process in the $5,000 and $15,000 categories. She presented a few alternatives, suggested by staff, and in part based on feedback from the selection panels on how the monies not awarded could be re-released, and how the RFP could be updated to reflect learnings. The two main subject items were:
• Funding increments - smaller grant amounts
• Interactive feedback with the selection panel and the proposers
Commissioners asked clarifying questions.
Public Speaker(s) (paraphrased comments):
Collin Blake:
A common lament during the interim of time when the monies were not being distributed was that the monies were just trapped. He wanted to know was the money invested. He said, this was germane to tonight’s discussion. The monies could be invested. Could there be an endowment so that these funds are generating funds, so that we are not thinking of these funds as a onetime thing and they can be generating funds year after year.
Pat Colburn:
Are there any additional funds forecasted for the art fund?
(Ms. Butler clarified that questions are not answered at this time. The Commissioners can choose to answer questions as part of the discussion.)
She liked the idea of having a personal interview when you make a decision on the finalist and having a one-to-one with the people applying.
Cheryl Aaron:
Appreciated staff coming back so soon and what is the schedule going forward. She said she love the suggested review of the process. She is with Island Alliance of the Arts and personally believes if they had had the opportunity to address some of the questions, it would have been helpful. But it’s a new process.
Public Comments closed
Discussion:
Acting Chairperson Sherman: What is the possibility of an endowment?
Ms. Butler: We need to research this. Monies go into interest bearing accounts.
A Commissioner stated that he has done research on this and a City can form a nonprofit and administer an endowment.
Additional Public Speaker:
Wes Warren: He like the review process option.
Commissioner Farrell: Lois, when you say the money is in an account is it a money market, how is it invested?
Ms. Butler: She would need to research this and follow-up. The interest from money invested is credited to the account.
Acting Chairperson Lewis do we know how much interest was generated? Ms. Butler: She would need to research.
Commissioner Gillitt: Do we have a forecast of any developers that plan to donate in lieu of onsite art?
Ms. Butler: She does not know of any developers.
Commissioners discussed proposal amounts.
Ms. Butler indicated that this is the meeting to determine what should happen to with the funds that were not disbursed.
Commissioner Rush suggested four $5,000 awards, Commissioner Farrell would like to see smaller awards and suggested ten $2,000 awards. Farrell suggested a survey, Rush agreed.
Acting Chairperson Lewis moved to accept the proposal to survey to inform the levels of award amounts. Commissioner Rush second the motion. The motion carried 4-0.
Ms. Butler indicated staff will put together a survey and report back to the Commission. Ms. Gehrke asked for direction on the process for interaction with the proposers. Commissioner Farrell indicated that interaction should happen in writing or in person after the initial meeting of the panel. Commissioner Gillitt agreed that there should be an additional step in the process.
Commissioner Gillitt moved that there should be an additional step in the process between the initial review with the selection panel and the awarding of grants by the Commission. The intermediate step could be in writing, by email, or an in person interview. The survey should include questions on the type of interaction preferred. Acting Chairperson Lewis second the motion. The motion carried 4-0.
Commissioner Farrell asked what would be the lowest amount of the grants. Commissioner Gillitt prefers to see a range of amounts from $200 to $500. Commissioner Farrell suggested that the survey inform the Commissioner second the motion.
Speaker Wes Warren asked if the survey was going to the general public. Commissioner Farrell said it was only going to the Arts Community. Speaker Wes Warren suggested that the Commissioners just pick an amount.
Acting Chairperson Lewis asked if there were any other questions or discussion. Commissioner Farrell asked if we answered the questions asked by the public speakers. Commissioner Rush indicated that there was a question on timeframes. Ms. Gehrke indicated that there is no timeframe for the next release. She indicated that our next steps are designing the survey, then going back to the PAC with a proposed RFP and releasing the RFP soon after it is approved by the PAC. Ms. Butler describe how she envisions the survey monkey questions. Commissioner Gillitt asked when the survey would come back to them. Ms. Gehrke confirmed that it would be sometime in June. Ms. Gehrke also informed the PAC of a May 14th tour of the physical art sites. Commissioner Farrell indicated his concerned about Wednesday meetings due to the fact that he is an actor. Ms. Butler indicated that we could talk about this during Commissioner Communications.
5. STAFF COMMUNICATIONS
Ms. Gehrke checked in with PAC on whether they prefer an electronic link to the packet or a paper copy. Commissioner Farrell indicated he was okay with the electronic link if it was short. Acting Chairperson Lewis agreed Commissioner Farrell. Ms. Butler introduce Commissioner Rush as a new PAC Commissioner. She did a short introduction of herself
6. WRITTEN COMMUNICATIONS
There was no written communications.
7. COMMISSIONER COMMUNICATIONS
Commissioner Farrell indicated that he hopes the meetings will not be on Wednesday in June. Acting Chairperson Lewis hopes that the meetings won’t be at the beginning of June as he may be out of town. Commissioner Rush hopes that the PAC meeting is not on the summer solstice as she celebrates it.
8. ADJOURNMENT
Commissioner Farrell moved and Commissioner Lewis second the motion to adjourn the meeting. Acting Chairperson Lewis adjourned the meeting.