Museums and Cultural Arts Commission Meeting

MINUTES COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION REGULAR MEETING MONDAY, MARCH 26, 2012 4:00 P.M. COUNCIL CHAMBER, FEW MEMORIAL HALL OF RECORDS MONTEREY, CALIFORNIA 93940 CALL TO ORDER: Chair Greenwald called the meeting to order at 4:00 p.m. and asked the Secretary to call the roll. ROLL CALL: Commissioners Present: Dias, Greenwald, Han, Rodriguez, Schneider, Wojtkowski Commissioners Absent: Messenger (Excused) Ex-Officio and Staff Present: Museums, Cultural Arts and Archives Manager Dennis Copeland, Recording Secretary Teresa Nash CONSENT ITEMS Approval of Minutes: 1. Colton Hall Museum and Cultural Arts Commission meeting of Monday, February 27, 2012 Action: Approved as submitted (6-0-1, Messenger absent). PUBLIC COMMENTS: None. INFORMATIONAL REPORTS & STAFF COMMENTS 2. Museum and Cultural Arts Division Activity Report February 2012 Action: Report received. Museums, Cultural Arts and Archives Manager Copeland noted that once again we continue to have increased attendance at the Colton Hall Museum although there is some fluctuation in the attendance at the Presidio of Monterey Museum. Staff expects to see an increase during the upcoming spring and summer months. He reported that Kenny Stahl performed this month with 97 attendees and the event received $406 in donations. Overall it was a very good performance and people really enjoyed it. Manager Copeland stated the Commission hosted the Pacific Biological Lab (PBL) event. Thirteen people attended representing different organizations with an interest in the Lab and its history. PBL members Frank Wright and Morgan Stock attended and we actually had a sing- along with Morgan, which is an event in itself. Two members of the Calvary, a user group which 1  COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION MINUTES: MONDAY, MARCH 26, 2012 Frank Wright and Doc Etienne support, also participated. Also in attendance were Michael Hemp of the Cannery Row Foundation, representatives from the Monterey Bay Aquarium and Cannery Row Business Association as well as Commissioners Greenwald, Han, Rodriguez and Wojtkowski, Community Services and Library Director Bui-Burton and Manager Copeland. Commissioner Wojtkowski said there are two things to consider: If the PBL members are still alive in 2015, would they still have some access to the Lab? Second, he did not believe the PBL members would be opposed to a plan for renovations to the basement. Manager Copeland said the PBL members have been very supportive of any preservation and interpretation that we do, and we would need to assess the needs for renovations. It was a very good event and some good information about each organization’s support of the Lab and their goals were shared with the other attendees. PUBLIC APPEARANCE Old Business: 3. Review of Commissioner Strategic Plan Goals 2012-2014 Action: Report received. Museums, Cultural Arts and Archives Manager Copeland reviewed the Commission’s Strategic Plan Goals 2012-2014, which include: Goal #1 – Resource Development: Raise funds to replace and/or supplement those items in the budget that have been reduced or eliminated; Goal #2 – Commissioner Development/Involvement: Provide training for the Commissioners’ roles and responsibilities so that they can participate fully in the work of the Commission; Goal #3 – Program: Support programs that promote history and cultural arts for Monterey residents and visitors, and provide advice as appropriate; Goal #4 – Marketing/PR: Help ensure that Monterey remains a premiere destination by making sure the history and arts thrive through strategic exposure and public relations; and Goal #5 – Facilities: Support maintenance and promote stewardship of museum and cultural arts facilities, sites and public art. Manager Copeland said that staff would prepare an agenda report for the Commission to review and approve updates to the Strategic Plan. Commissioner Rodriguez inquired how to handle items that need to be updated. Manager Copeland said the staff could prepare an agenda staff report the Commission for their review and approval of updates. Commissioner Greenwald suggested bringing this item back to the Commission in May for final review. 4. Report from the Alvarado Gallery Subcommittee Museum, Cultural Arts and Archives Manager Copeland reported that future subcommittee reports will be placed on the agenda only if there has been a meeting or activity of that Subcommittee during the period of an upcoming Commission meeting. 2  COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION MINUTES: MONDAY, MARCH 26, 2012 5. Approval of Fundraising Letter for Colton Hall Music Series and Report from the Fundraising Subcommittee Commissioner Wojtkowski reported that the Subcommittee reviewed and edited the fundraising letter and decided the letter should be distributed after the third music concert this season. Also, the Subcommittee decided to place a hold on other fundraising strategies until the Commission sees the outcome of the current fundraising effort. The goal is to raise $5,000 to help cover the cost of the concerts. The Subcommittee asked that the letter include the Commissioners names on the letter, preferably the header. Commissioner Wojtkowski suggested that some people may be willing to give a little more money if they know you personally and see your name on the letter. Manager Copeland said, once the letter is finalized staff will schedule an envelope stuffing party. On a motion by Commissioner Wojtkowski, seconded by Commissioner Rodriguez, and carried by the following vote, the Colton Hall Museum and Cultural Arts Commission recommended approval of the fundraising letter for the Colton Hall Music Series: AYES: 6 COMMISSIONERS: Dias, Greenwald, Han, Rodriguez, Schneider, Wojtkowski NOES: 0 COMMISSIONERS: None ABSENT: 1 COMMISSIONERS: Messenger 6. Report from the Colton Hall Music Subcommittee No report this month. New Business: 7. Report on 2012 Museum and Cultural Arts Division Calendar of Activities Museum, Cultural Arts and Archives Manager Copeland said that staff has compiled a list of the Division’s events. Staff would like to share this list with the Commission noting the events scheduled for the rest of the year. Staff are still working on the specifics and plans for some major events, such as Art in the Adobes and History Fest. The bold items on the list identify events which offer volunteer opportunities for the Commission. Staff would be happy to have any assistance for these events. Commissioner Wojtkowski inquired what the event in May called “City Employee Tours at PBL” is. Manager Copeland stated it is a tour of Pacific Biological Laboratories for City employees who may not have had the opportunity to see the PBL or who wish to attend our tours of the Lab and its history. Commissioner Dias inquired what we are doing for Museum Month. Manager Copeland said staff is currently planning a series of wonderful history lectures. The City employee tours also are a feature of Museum Month. Commissioner Greenwald inquired what the plans are for the 4th of July Lawn Party. Commissioner Rodriguez stated that the Commission had talked about planning an activity to raise funds, possibly selling items from Colton Hall Museum such as note cards, etc. Commissioner Greenwald said he thought this would be an opportunity to let people know what we have to offer. 3  COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION MINUTES: MONDAY, MARCH 26, 2012 8. Discussion of Museum and Cultural Arts Division Events Reporting to Commission Museum, Cultural Arts and Archives Manager Copeland stated that during the last Commission meeting Commissioner Wojtkowski stated that he would like information on the Division’s cultural arts events during the current month to be reported in that month’s Commission meeting rather than the following month’s Commission meeting. He stated that he is not asking for a staff report just a status report on the agenda so we could have some discussion. Manager Copeland stated that during the present Commission meeting he added oral updates on two program events that occurred in March. He asked if that would be sufficient for the Commission. He said he was not sure if Commissioner Wojtkowski wanted an actual placeholder report or did he prefer it to be added to the staff activity report? Commissioner Wojtkowski said just a placeholder on the agenda with no written report. In that way it would remind people of the event and invoke Commissioner comments. Manager Copeland stated that if we’re reporting on an event that happened in the same month, staff may not have all the details including costs, donations and staffing available. Commissioner Greenwald said it seems like the point of the different approaches to including this information is either to put a placeholder on the agenda or have Manager Copeland make a commitment to orally update the Commission. Commissioner Rodriguez inquired if you orally reported on an event, would it still be included in that month’s activity report? Manager Copeland stated yes. Commissioner Dias said she would like staff to verbally provide information on the program event. Commissioner Han commented that Commissioner Wojtkowski’s idea would highlight specific events and activities during the month. On a motion by Commissioner Wojtkowski, seconded by Commissioner Han, and carried by the following vote, the Colton Hall Museum and Cultural Arts Commission recommended approval of adding a placeholder report on the agenda after the monthly activity report for staff to report on events or activities that occurred during the current month.: AYES: 4 COMMISSIONERS: Greenwald, Han, Rodriguez, Wojtkowski NOES: 2 COMMISSIONERS: Dias, Schneider ABSENT: 1 COMMISSIONERS: Messenger COMMISSIONER COMMENTS: Museum, Cultural Arts and Archives Manager Copeland reported that the City is undergoing an ADA review on how best to make the Council Chambers and all City facilities ADA compliant. The Council Chambers may undergo renovations in the near future to comply with the ADA requirements. Staff will keep the Commission updated. Commissioner Wojtkowski inquired if the Commission needs to respond to the Michael Hemp/Cannery Row Foundation letter requesting a date in October for their Cannery Row “Doc’s Lab” Tours program. Commissioner Greenwald stated that City Manager Fred Meurer answered Mr. Hemp’s letter in his letter of response informing him to contact Dennis Copeland for scheduling. Commissioner Greenwald said he feels that the Commission should have a greater role in the operation of PBL. Commissioner Rodriguez said as part of the strategic planning, the Commission talked about amending the City Charter to include the PBL and we were told the now is not the time to do that. Manager Copeland said as long as we have the agreement with the PBL club; we want to adhere to and abide by that agreement. Once that is completed at the end of 2015, the City plans to continue to work 4  COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION MINUTES: MONDAY, MARCH 26, 2012 with the PBL members. That would be a more appropriate time to review the Commission’s role and responsibilities. Manager Copeland gave his sincere thanks for the Commission’s support of the staff responsibility for and stewardship of the Lab and for volunteering and assisting with Lab events. Commissioner Wojtkowski stated the Fundraising Subcommittee also planned to visit Colton Hall Museum and talk to the Museum docents about visitors and exhibits. The Subcommittee also plans to observe docent interactions and exhibits at the Pacific House which is probably the most recently renovated State Parks museum. He also talked to Community Services and Library Director Kim Bui- Burton about the status of serving wine at the Alvarado Gallery. He also suggested the agenda be expanded to include “there was no written report” and would like that wording added to the agenda, so when people read the agenda they will know if there is a written staff report or not for a particular item. Commissioner Han talked about the annual event “Walk of Remembrance: The Pacific Grove Chinese Fishing Village” and encouraged everyone to attend this event in May. Commissioner Rodriguez thanked Commissioner Wojtkowski for arranging the great meeting at PBL. Commissioner Greenwald said he was disappointed we didn’t fill the house for the Kenny Stahl concert. He said he received a lot of great positive comments afterwards. He said he got a big kick out of seeing Morgan Stock sing at the PBL Commission event. Commissioner Han had friends attend the Kenny Stahl concert and they reported it was great. He wondered why attendance was low. Manager Copeland said the weather was really bad that night and that may have deterred some people from coming. Commissioner Greenwald said it’s a free concert, so if they don’t come, they aren’t losing anything. Commissioner Rodriguez said we had about 120 reservations and about 30 did not show up. NEXT MEETING:  The next regularly scheduled meeting of the Colton Hall Museum and Cultural Arts Commission is Monday, April 23, 2012 at 4:00 p.m., City Council Chamber. ADJOURNMENT: Chair Greenwald adjourned the meeting at 4:58 p.m. The agenda for this meeting was posted at least 72 hours in advance of the meeting outside Few Memorial Hall of Records. Respectfully submitted, Dennis Copeland John Greenwald, Chair Museums, Cultural Arts and Archives Manager Colton Hall Museum and Cultural Arts Commission 5