Museums and Cultural Arts Commission Meeting

MINUTES COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION Monday, July 23, 2012 4:00 PM CITY COUNCIL CHAMBERS, FEW MEMORIAL HALL OF RECORDS MONTEREY, CALIFORNIA Commissioners Present: Dias, Greenwald, Han, Messenger, Rodriguez, Schneider, Wojtkowski Commissioners Absent: None Ex-Officio and Staff Museums, Cultural Arts and Archives Manager Dennis Members Present: Copeland, Community Services and Library Director Kim Bui- Burton, Recording Secretary Teresa Nash Ex-Officio Commissioners are non-voting members, appointed pursuant to MCC § 2-11. CALL TO ORDER CONSENT ITEMS Approval of Minutes 1. Monday, June 25, 2012 Action: Approved as submitted (7-0-0). ***End of Consent Agenda*** PUBLIC COMMENTS None. INFORMATIONAL REPORTS & STAFF COMMENTS 2. Museum and Cultural Arts Division Activity Report - June 2012 Action: Report received.’ Museums, Cultural Arts and Archives Manager Copeland made a clarification under Collection Development and Stewardship – the removal of graffiti was on the Pelican artwork at the Wharf. He reported steady increases in visitors at the Lower Presidio Historic Park and Colton Hall Museum and that over 110 people visited Colton Hall this weekend. He believes the increase in attendance at the Presidio Historic Park is due to the new signage and word of mouth. Community Services and Library Director Bui-Burton stated that July 4th was a smashing success and there was a very large attendance at the Lawn Party, with over 800 people visiting the Colton Hall Museum. Commissioner Messenger inquired about the three artists researched and asked for that information to also be given to the Commissioners. Manager Copeland talked about the different artists and will forward the information to the Commissioners.  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 23, 2012 PUBLIC APPEARANCE Old Business 3. Approve Colton Hall Museum and Cultural Arts Commission Strategic Plan Goals 2012- 2014 Update Action: The Colton Hall Museum and Cultural Arts Commission approved the updates to the Commission Strategic Plan Goals 2012-2014 (7-0-0). Museums, Cultural Arts and Archives Manager Copeland reviewed the updates and changes made in the language for some goals. He said new dates were set for Goal #1 (A), fundraising for the Colton Hall Music Series and that the Subcommittee discussed sending a second letter requesting donations sometime in January, and components were added to Goal 2 (A), training for Commissioners. Community Services and Library Director Bui-Burton stated there will be a report from the Fundraising Subcommittee later on the agenda and suggested the Commission hears that report prior to voting on this item. The Commission unanimously agreed. Commissioner Dias inquired when the reception would be for the next installation on August 20. Manager Copeland said he will get that information to the Commission. Director Bui-Burton said staff will make sure that Commissioners receive a copy of the press release prior to it going out. The Commission discussed different marketing ideas to promote upcoming events and suggested including photos of the artwork. Director Bui-Burton said multiple artists bring in a lot of different people, each has their own following. She reported staff is working with the Marriott on the ability to serve wine at the Alvarado Gallery and who will accept responsibility. The Commission agreed to table this item until they hear the Fundraising Subcommittee report, Item #8. On a motion by Commissioner Wojtkowski, seconded by Commissioner Messenger, and carried by the following vote, the Colton Hall Museum and Cultural Arts Commission approved the updates to the Commission Strategic Plan Goals 2012-2014: AYES: 7 COMMISSIONERS: Dias, Greenwald, Han, Messenger, Rodriguez, Schneider, Wojtkowski NOES: 0 COMMISSIONERS: None ABSENT: 0 COMMISSIONERS: None 4. Receive Report on Current Commission Subcommittees Action: Report received. Museums, Cultural Arts and Archives Manager Copeland reviewed existing subcommittees and their charges, and which Commissioners are assigned to these subcommittees. Community Services and Library Director Bui-Burton clarified items under the Brown Act, stating that subcommittees must report back to the parent body within a specific time period of less than one year, the chair rotates annually, and that a subcommittee is considered ad hoc if it is composed solely of less than a quorum of the parent body. Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 23, 2012 2  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 23, 2012 Commissioner Wojtkowski inquired on the status of the Colton Hall interpretive plan and when was the last time the subcommittee met. Director Bui-Burton stated there is no report at this meeting from that subcommittee except for the approval of a Doud grant for the creation of the interpretive plan for Colton Hall Museum. Commissioner Diaz asked if the history and last time it was updated could be noted. Commissioner Greenwald stated that at the last meeting the concern brought up by Commissioner Han was with the goals of the Alvarado Gallery Subcommittee and inquired if the wording is clear and makes sense. Commissioner Messenger stated that as a member of the subcommittee it is clear; Commissioner Han concurred. New Business 5. Receive a List of Monterey Area Historical and Cultural Arts Organizations Action: Report received. Museums, Cultural Arts and Archives Manager Copeland reviewed the list of Monterey area historical and cultural arts organizations. Commissioner Rodriguez said the staff report did not have a liaison listed for the Arts Council for Monterey County and stated that Commissioner Messenger was appointed to be the Commission Liaison for the Arts Council for Monterey County. Manager Copeland said the list will be updated to show Commissioner Messenger as the liaison for this organization. Commissioner Wojtkowski inquired if this includes public organizations. Manager Copeland stated this list concentrates on more local support organizations. Community Services and Library Director Bui-Burton said we started with a small list of County or City organizations and that staff would like the Commission to review, make corrections and additions, and to determine duties and responsibilities. She said after this is completed we will follow up on the agreed upon list on roles and responsibilities and then contact these organizations. On question by Commissioner Dias, Director Bui-Burton said other possible organizations like the Visitors Convention Center deals primarily with the hospitality industry and tourism. She said she would check to see if it’s appropriate to have a Commissioner involved. Commissioner Messenger said she was the County liaison for the Arts Council and there was funding that was specifically for historical arts projects and we worked with local artists. She stated it is very important that the arts and history of Monterey always be a part of tourism advertising. She suggested that staff keep the Mayor abreast of our concerns for keeping the arts and history of Monterey in the forefront. It is our responsibility as a Commission. Commissioner Rodriguez inquired if a private organization, for example the Museum of Monterey, decided they would like a liaison, would that be possible? Director Bui-Burton stated she will check on the legal aspects of this. Museums, Cultural Arts and Archives Manager Copeland stated the Monterey Region Historical Collections Roundtable is a group of historians and provides guidance to members in developing and preserving their collections. He stated they meet once a month on the first Tuesday at 9:00 a.m. and we still need a Commission Liaison for this group. Commissioner Han inquired what the Commissioners responsibility would be. Manager Copeland stated it would be to observe and report back to the Commission. Commissioner Han volunteered to serve as the liaison for the Monterey Region Historical Collections Roundtable. Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 23, 2012 3  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 23, 2012 6. Approve Orientation and Training Program for Colton Hall Museum and Cultural Arts Commissioners Action: The Colton Hall Museum and Cultural Arts Commission approved the Orientation and Training Program for Colton Hall Museum and Cultural Arts Commissioners (7-0-0). Community Services and Library Director Bui-Burton stated a hard copy of the updated Board, Commission, and Committee (BCC) Handbook is attached but said the best place to review the Handbook is online. The City Clerk’s Office keeps this up to date and you have access to the most current direct links this way. Staff presented a brief Power Point outline highlighting training required, recommended training, quarterly tours of facilities, participation with other organizations including Christmas in the Adobes, Arts in the Adobes, and the cell phone tours, and suggested reading material. Commissioner Rodriguez suggested adding places to visit once a year, like the Museum Of Monterey and La Mirada as a reminder that we should support these facilities. On a motion by Commissioner Messenger, seconded by Commissioner Han, and carried by the following vote, the Colton Hall Museum and Cultural Arts Commission approved the Orientation and Training Program for Colton Hall Museum and Cultural Arts Commissioners: AYES: 7 COMMISSIONERS: Dias, Greenwald, Han, Messenger, Rodriguez, Schneider, Wojtkowski NOES: 0 COMMISSIONERS: None ABSENT: 0 COMMISSIONERS: None 7. Approve Doud Grant Request for Colton Hall Interpretive Plan Action: The Colton Hall Museum and Cultural Arts Commission approved the submission of the Community Foundation for Monterey County Doud Fund grant application for the creation of an interpretive plan for Colton Hall Museum (7-0-0). Museums, Cultural Arts and Archives Manager Copeland reported this request follows the subcommittee recommendation to work on an interpretive plan for Colton Hall Museum. He stated the Colton Hall structural plan will be completed by then and can be used as reference. Community Services and Library Director Bui-Burton stated the grant money would be to hire a consultant to develop a draft plan and that the initial surveys could be done by staff. Manager Copeland stated that Colton Hall is an historic structure and very unique. Commissioner Wojtkowski inquired if the subcommittee will be involved with this process. Director Bui-Burton stated yes. Commissioner Messenger asked if staff has looked into other funding. Director Bui-Burton stated that Colton Hall is not an accredited museum, and that staff has researched other funding, as far as local donors for historic plans, they do not do this type of grant. Director Bui-Burton stated that staff’s recommendation is to get the plan done with this grant and then look for broader funding. Commissioner Messenger inquired how is this project going to impact staff and will this add staff hours. Manager Copeland stated this is very similar to the Colton Hall structural plan and will not require additional staff hours. Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 23, 2012 4  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 23, 2012 On a motion by Commissioner Dias, seconded by Commissioner Schneider, and carried by the following vote, the Colton Hall Museum and Cultural Arts Commission approved the submission of the Community Foundation for Monterey County Doud Fund grant application for the creation of an interpretive plan for Colton Hall Museum: AYES: 7 COMMISSIONERS: Dias, Greenwald, Han, Messenger, Rodriguez, Schneider, Wojtkowski NOES: 0 COMMISSIONERS: None ABSENT: 0 COMMISSIONERS: None 8. Receive Report on Fundraising Subcommittee Meeting Action: Report received. Commissioner Dias reported the subcommittee met and decided to take a different approach to raising the $2,500 needed and are proposing that rather than sending another letter, the subcommittee will review the mailing list to see if there is one person that may donate all of the money, secondly look at sponsorships for each concert from the community, and thirdly send out another donation request letter. Commissioner Messenger stated that’s exactly what the Music Series Subcommittee has been talking about and said they would like to present specific ideas to the subcommittee for sponsors, layouts, advertising, promotion, etc. COMMISSIONER COMMENTS Commissioner Greenwald said he attended the Rodin “Light & Shadow” exhibit at the Monterey Museum of Art and it was a really good event. He encouraged everyone to see this exhibit. Commissioner Han reported on the “Walk of Remembrance: The Pacific Grove Chinese Fishing Village.” Commissioner Rodriguez said she also saw the Rodin Exhibit and agreed the Commissioners should visit this wonderful exhibit. NEXT MEETING Monday, August 27, 2012 ADJOURNMENT Chair Greenwald adjourned the meeting at 5:24 p.m. Respectfully Submitted, Approved, Dennis Copeland, Manager John Greenwald, Chair Museums, Cultural Arts and Archives Colton Hall Museum & Cultural Arts Commission Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 23, 2012 5