Museums and Cultural Arts Commission Meeting

MINUTES COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION Monday, February 27, 2012 4:00 PM COUNCIL CHAMBERS, FEW MEMORIAL HALL OF RECORDS MONTEREY, CALIFORNIA Commissioners Present: Greenwald, Wojtkowski, Han, Messenger, Rodriguez Commissioners Absent: Dias, Schneider Ex-Officio and Staff Community Services Director Bui-Burton, Museums, Cultural Members Present: Arts and Archives Manager Copeland, Administrative Assistant Rygg CALL TO ORDER 4:02 PM ROLL CALL Bui-Burton introduced Executive Assistant Nash who will be recording the CHMCAC meeting minutes starting in March. CONSENT ITEMS Approval of Minutes 1. January 23, 2012 Motion made by Rodriguez; second by Wojtkowski. Motion carried. ***End of Consent Agenda*** PUBLIC COMMENTS INFORMATIONAL REPORTS & STAFF COMMENTS 2. Museum and Cultural Arts Activity Report - January 1-31, 2012 Wojtkowski suggested placing a public relations piece about Colton Hall on the back of the music program. Usually there is a list of music concert donors on the back. Messenger stated that Colton Hall, as a historical setting, is already noted at the beginning of the concert during the introduction to the concert. Bui-Burton said that since the concert was in February it will be reported in the next Commission meeting following usual protocol.. Copeland stated that the concert will be reported as part of the February staff activity report. Bui-Burton recognized Administrative Assistant Rygg for her completion of her Executive Master of Public Administration degree with Golden Gate University. Bui-Burton suggested that some time in the future, Rygg may present her capstone “Accessibility Solutions to Colton Hall” to the Commission.  Colton Hall Museum and Cultural Arts Commission Minutes Monday, February 27, 2012 Bui-Burton reported that the City is currently undergoing an Americans with Disabilities Act (ADA) audit from an outside firm. Every City building and facility, which includes sidewalks, parking lots, and programs and services will be reviewed for accessibility and compliance with the legal requirements of ADA. Out of the comprehensive study will come recommendations and cost estimates for the City to develop a plan for the future. Accessibility is not just entering buildings but also accessibility for the visual and hearing impaired. Bui-Burton provided a budget update. The City Finance Director presented a mid-year budget review to City Council on February 21. Actions and findings include:  Reduction of the budget with the hope to reach a “steady state”  Build reserves for the City’s capital infrastructure  City revenues and the transient occupancy tax (TOT) are up  State took away between 2.4M and 2.6M of the City’s redevelopment agency money (RAM)  1.5M of RAM will fund capital improvement programs and special projects and expenses City Council will be presented with a plan to help offset money with suggestion for:  Parking fund to make up over 500K per year as payment back into the City’s general fund for buildings and parking facilities The City is anticipating for the 2012-2013 fiscal year:  No budget reduction plan  Will try to keep a “steady state”  No additional expenses to the City budget  Increased percentage in property taxes, approximately 200K The Museum Division will be ask for a small increase in its budget to cover the costs of the “Art in the Adobes” event. PUBLIC APPEARANCE Old Business 3. Staff recommendation for date(s) for Commission to host event at PBL The Commission selected March 22, 2012. Wojtkowski will see if March 22 works for the four PBL members. 4. Report from the Alvarado Gallery Subcommittee Commissioner Chair Greenwald stated there was no report. Han will be a subcommittee member, and Messenger will be on the subcommittee if Schneider does not choose to be on the subcommittee. 5. Report from the Colton Hall Music Subcommittee Messenger reported that the “Reel Deal” concert was a successful event. There were comments from first-time and long-time concert attendees who are grateful for the free concerts. Messenger also asked for more help from the Commissioners and/or a community effort to help stack the chairs after the concert. Bui-Burton reminded Commissioners there is an increased liability if the public is involved with helping to clean up. The other Commissioners will be available to help with the next two concerts. Two weeks ago, Messenger received a request from staff to write a solicitation letter for Colton Hall Museum Cultural Art 2 Commission Meeting Minutes Monday, February 27, 2012 2  Colton Hall Museum and Cultural Arts Commission Minutes Monday, February 27, 2012 donations for the concerts, the subcommittee drafted two letters, and forwarded them onto the Fundraising subcommittee to have letters completed by March. Bui-Burton suggested since the letters will be sent out by staff, that the Commission turnover responsibility to the Music and Fundraising subcommittees, and the Fundraising subcommittee can finalize the letter and turn it over to staff for distribution. 6. Report from the Fundraising Subcommittee Wojtkowski suggested to the Fundraising subcommittee members that a solicitation letter could be sent out in mid-April, highlighting the successful 2012 concerts, and also request donations for the 2013 concerts. Greenwald asked what has been done to address the tasks within the Strategic Plan, and have there been new deadlines to fulfill the objectives. Rodriguez said that the subcommittee can: 1) have the solicitation letter sent out; 2) discuss post-concert follow- up by sending emails to concert attendees (who have not made a donation) which would save staff time, and 3) discuss the missed deadline in the strategic plan and what future action the subcommittee may take. Greenwald suggested the subcommittee could discuss what the needs are and how to connect those needs to fundraising. Rodriguez said that the subcommittee will discuss looking at the program, and to review the portion of the Strategic Plan and coming back to the Commission with suggestions. Wojtkowski reported that the subcommittee will meet with Bui-Burton and Copeland to look at exhibits at Colton Hall, and to meet with staff for suggestions for an approach for scope of work for the exhibits and come back with suggestions at the April meeting. Messenger asked how the Fundraising subcommittee is placing facilities into the fundraising scope of work. Bui-Burton said that the first step would be to look for grant for a study for an exhibit interpretation plan. New Business 7. Approval of acquisition of etchings by Justin Ward The list of the etchings is as follows: Colton Hall, San Carlos Cathedral, Sherman Quarters, First Theater, the Casa Jesus Adobe (Lara-Soto) Adobe, and the Vasquez Adobe. Motion made by Messenger; seconded by Wojtkowski. Motion carried. COMMISSIONER COMMENTS Wojtkowski: As successful as the February concert was, attendance was disappointing at the February 10 Alvarado Gallery opening. The Commission was not notified of the change of policy about refreshments at the gallery openings. Bui-Burton stated that the Monterey Conference Center has exclusive catering agreement with Marriott hotel, and in the past there has been an exception made under the previous contract. This item can be agendized. Rodriguez: There is a new managing director of the Monterey Jazz Festival, and he wants a closer relationship with the City of Monterey. He likes the idea of having year- round concerts in Colton Hall, and is looking for “seed money” to have these concerts. He may attend next month’s Commission meeting. Messenger: Per Commissioner Schneider: An individual wanted to make a donation for Colton Hall Museum Cultural Art 3 Commission Meeting Minutes Monday, February 27, 2012 3 Colton Hall Museum and Cultural Arts Commission Minutes Monday, February 27, 2012 the music fund and was told by a City department that “the City funds the concerts.” Messenger suggested that the correct contact information for donation should be provided when someone calls to make a donation. Greenwald: Thoroughly enjoyed the concert, but felt bad that there was no public at the art opening. Bui-Burton explained that the staff puts out notices of the opening, and artists usually have their own mailing list for invitations. Messenger: A good thing happened that the City was given donation to purchase Ward’s etchings. Perhaps a press release stating the City of Monterey is happy to receive the etchings. Rodriguez suggested a pitch about the story to local magazines. NEXT MEETING March 26, 2012 ADJOURNMENT 5:06 PM Respectfully Submitted, Approved, Dennis Copeland Chair Museums, Cultural Arts and Archives Colton Hall Museum & Cultural Arts Commission Manager Colton Hall Museum Cultural Art 4 Commission Meeting Minutes Monday, February 27, 2012 4