Museums and Cultural Arts Commission Meeting

MINUTES COLTON HALL MUSEUM AND CULTURAL ARTS COMMISSION Monday, July 28, 2014 4:00 PM COUNCIL CHAMBER, FEW MEMORIAL HALL OF RECORDS MONTEREY, CALIFORNIA Commissioners Present: Dias, Evans, Greenwald, Marohn, Ruhnke, Wojtkowski Commissioners Absent: Schneider Ex-Officio and Staff Community Services Director Kim Bui-Burton, Museums, Members Present: Cultural Arts and Archives Manager Dennis Copeland, 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 23, 2014 Action: Approved as submitted (6-0-1, Schneider absent). ***End of Consent Agenda*** PUBLIC COMMENTS None. INFORMATIONAL REPORTS & STAFF COMMENTS 2. Receive Museum and Cultural Arts Division Activity Report – June 2014 Action: Report received. Museums, Cultural Arts and Archives Manager Copeland reported staff has been doing a lot of project planning and preparing for History Fest, he noted an alternate location for the reenactment is needed. He said the Pacific Biological Laboratories (PBL) tours are doing very well and a survey of visitors is being conducted. Staff is working with consultants on the PBL Interpretive Plan and will hold stakeholder meetings. He said this will be an opportunity where commissioners may share ideas about the PBL. Commissioner Dias inquired how the historical sheets for the Lower Presidio Museum will be distributed. Manager Copeland said they will be available online and at the museum. Commissioner Dias stated the need for better signage around the Lower Presidio Museum. Commissioner Ruhnke inquired if History Fest is going to be October 5 and 6. Manager Copeland stated yes and that Custom House Plaza will be available as there is no conflict with Zumba Fest this year. He noted that traditionally the closest date to the signing of the constitution in Colton Hall is selected for History Fest.  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 28, 2014 Commissioner Ruhnke reminded everyone of the upcoming Alvarado Gallery reception on August 8 with artist Susan Theodore. Commissioner Wojtkowski inquired what programs Historic Monterey is planning. Community Services Director Bui-Burton noted the City has joined at the $4,000 level and are looking to expand membership. She said expanding programs is still in discussion stage and have discussed having a history antique fair where items could be donated or sold. Commissioner Wojtkowski asked if there had been any discussion about reinstituting the history garden tour along with History Fest. Director Bui-Burton noted the local garden league was part of that and it has been part of the discussion. Community Services Director Bui-Burton noted it’s been a busy June and staff did a great job, as always. PUBLIC APPEARANCE New Business 3. Receive Information on Environmental Determination (CEQA) Statements in Commission Agenda Reports Action: Continued to next meeting – Planning Manager Kim Cole was unavailable to present agenda report. Museums, Cultural Arts and Archives Manager Copeland noted that Planning Manager Kim Cole was not able to attend today’s meeting and asked that this item be continued to the next meeting. 4. Approve Submission of Community Foundation for Monterey County Grant Request for an Accessibility Study of Colton Hall Action: The Colton Hall Museum and Cultural Arts Commission approved the submission of the Community Foundation for Monterey County (CFMC) grant request for an Americans with Disability Act (ADA) accessibility study of Colton Hall (6-0-1, Schneider absent). Museums, Cultural Arts and Archives Manager Copeland noted the Colton Hall Historic Structure Report recommended several measures for improved access to Colton Hall. The City has invested in a citywide Americans with Disability Act (ADA) transition plan and takes ADA accessibility very seriously. He said the City will be applying for a grant with the Community Foundation for Monterey County to create an accessibility study for Colton Hall. The grant application seeks to have the study completed for $20,000 and includes some background, the purpose, the activities, and the issues this project will address. He reported that upstairs access is the majority of access issues but the downstairs also needs an access study. He said the scope of the project includes: assess the current ADA accessibility at Colton Hall; provide guidance as to best practices for achieving ADA accessibility; and identify specific recommendations on the best methods to provide ADA access. Community Services Director Bui-Burton said the City has received previous grants from the Community Foundation. Manager Copeland stated this grant application gives an introduction to and background of Colton Hall and its significance, Museums and Cultural Arts programs and activities, and our visitors and visitation. It also states the necessity for the ADA study and how the proposed study will address current ADA access and provide recommended solutions with cost estimates. Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 28, 2014 2  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 28, 2014 Commissioner Wojtkowski noted in the last study, the consultant gave ideas but did not give any recommendations. Manager Copeland noted the more specific wording for this grant request. On a motion by Commissioner Marohn, seconded by Commissioner Greenwald, and carried by the following vote, the Colton Hall Museum and Cultural Arts Commission approved the submission of the Community Foundation for Monterey County (CFMC) grant request for an Americans with Disability Act (ADA) accessibility study of Colton Hall: AYES: 6 COMMISSIONERS: Dias, Evans, Greenwald, Marohn, Ruhnke, Wojtkowski NOES: 0 COMMISSIONERS: None ABSENT: 1 COMMISSIONERS: Schneider 5. Receive Report on Proposed 2015 Joint Angel Artwork Fundraiser with Old Monterey Foundation Action: Report received. Museums, Cultural Arts and Archives Manager Copeland reported that Commissioner Ruhnke met with Kip Hudson and Jerry Welling, of the Old Monterey Foundation, to discuss a proposal to hold an angel auction next year. He said they are considering a joint fundraising project between the Old Monterey Foundation and the Commission and noted the last time there was an “Angel Auction” it was a volunteer effort along with City staff; and that the Museum has even more limited staff at this time. He then introduced Jerry Welling, board member of the Old Monterey Foundation. Commissioner Ruhnke said they discussed the possibility of holding a joint angel auction and talked about the main goals for the event - would funds be split equally, questions on the condition of the angels, can some of the second generation angels be sold, any legal issues because the Old Monterey Foundation is a 501c3 organization, and determining copyright. She said they also talked about having a steering committee, the costs, and getting sponsors. Jerry Welling said this project started when the cultural arts funding was cut and that most of the materials for the angels were donated. He said 25 angels were produced and it was hard to find 25 artists and that students did some of the work. He said the event took in over $9,000 and the cost was about $200 because most everything was donated. It was a very successful event. The artists were allowed to take an angel and paint it in their style. He noted that if artists are chosen who are locally known better prices are achieved during the auction. Commissioner Wojtkowski inquired if the primary purpose for the auction is to raise money to restore the original angels. Director Bui-Burton stated that last time the auction began trying to raise money for cultural arts, but then changed to support restoration of the original angels. Commissioner Greenwald stated it was a lot of volunteer hours to do this auction in 2007 and inquired if any commissioners are interested in being on an ad-hoc committee. Commissioners Marohn and Dias volunteered for the committee. Commissioner Dias said she was on the committee in 2007 and it was a great project. Jerry Welling stated this would be a joint project and it would need to be decided how funds will be divided. He said he has three members on their board who would like to be on an ad-hoc committee. Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 28, 2014 3  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 28, 2014 Commissioner Ruhnke said the commission subcommittee will meet first, then consider moving forward with the Foundation as an ad-hoc or steering committee. Director Bui-Burton noted that the City has the copyrights on the angels and the Old Monterey Foundation is a 501c3 organization which may help with donations. The Commission and staff thanked Mr. Welling for coming and providing this information. 6. Approve Strategic Plan Subcommittee Recommendation to Adopt the Strategic Plan 2014-2016 Action: The Colton Hall Museum and Cultural Arts Commission approved the adoption of the Strategic Plan, 2014-2016 (6-0-1, Schneider absent). Museums, Cultural Arts and Archives Manager Copeland noted at the June meeting, the commission reviewed the Strategic Plan Subcommittee’s revised elements of the plan. The subcommittee met again on July 10 and incorporated the commission’s recommendations and it is now ready for them to adopt the plan. Commissioner Ruhnke noted the due date of December 2014 is approaching for Goal 1B, “Explore and raise resources for the implementation of the Colton Hall Museum Interpretive Plan.” Manager Copeland stated a subcommittee could be appointed to explore fundraising and resources that would be available. Commissioner Marohn said the subcommittee talked about a lot of things to change in Colton Hall along with the ADA plan and said the date was set so that we are constantly moving forward and the goal is that by December 2014 we can show things going on in Colton Hall. Community Services Director Bui-Burton stated staff will find out in December if the City is approved for the Community Foundation grant, noting that the plan is for two years. Commissioner Ruhnke said the Fundraising Subcommittee will figure out the cost and how to implement the plan. Commissioner Evans said we are trying to fund the reinterpretation of the museum and need to find out what it will cost and how much money we will have. Commissioner Ruhnke reported she will appoint the same fundraising subcommittee of Commissioners Evans, Marohn and Wojtkowski. Commissioner Ruhnke noted on Goal 1C, “Support creation of the Pacific Biological Lab Interpretive Plan” that Manager Copeland will let us know when the meeting will be held; and on Goal 1E, “Explore funding and other venues for exhibiting City art currently displayed at the Monterey Conference Center” is for when the conference center goes through its renovations. Commissioner said the subcommittee would find locations and get pricing, then rank the locations and start raising funds. Director Bui-Burton stated the subcommittee will first start with a list of the art and explore other venues; then come back to the Commission with advantages/disadvantages of possible venues. Commissioner Wojtkowski asked about raising funds for the music series. Director Bui-Burton suggested revising Goal 1A; as the Commission needs to decide if there will be a music series this year first, then raise funds. Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 28, 2014 4  Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 28, 2014 Commissioner Greenwald stated the best choice is to suspend the concerts until we gain access to Colton Hall, especially since the program is called the “Colton Hall Music Series.” Commissioner Evans said the music series should be in an historic venue. Commissioner Wojtkowski suggested Casa Serrano and agreed we should have them in an historic setting or suspend until we can hold them in Colton Hall again. On a motion by Commissioner Evans, seconded by Commissioner Dias, and carried by the following vote, the Colton Hall Museum and Cultural Arts Commission approved the Strategic Plan Subcommittee Recommendation to Adopt the Strategic Plan 2014-2016: AYES: 6 COMMISSIONERS: Dias, Evans, Greenwald, Marohn, Ruhnke, Wojtkowski NOES: 0 COMMISSIONERS: None ABSENT: 1 COMMISSIONERS: Schneider 7. Receive Report on Formation of a 501c3 Organization Action: Report received. Museums, Cultural Arts and Archives Manager Copeland said at the June meeting, the commission discussed the development of a 501c3 organization for fundraising to support cultural arts. At that meeting, Commission Marohn gave a brief outline of what steps are required to create a 501c3 organization. Commissioner Marohn stated it is a time extensive process and suggested exploring working with an organization that already has a 501c3 status. He said the commission could have an exploratory committee to see how long it would take to complete the process and see if we can pair up with an existing non-profit. Commissioner Wojtkowski noted that the Old Monterey Foundation is a 501c3 organization and it would be interesting to see what they have and if we could work together. Commissioner Ruhnke stated we need to research the Old Monterey Foundation and see what their scope and goals are. Commissioner Wojtkowski said Uwe Grobecker of Santa Lucia Market, stated the City needs more fountains and more artwork and that is how the Old Monterey Foundation was formed. He suggested the same subcommittee for the angels could work with the foundation on this. Commissioner Evans said we need to see what the Old Monterey Foundation’s charter looks like and if they are pointed in the right direction that would help us. Commissioner Wojtkowski also noted that tax deductions for a donation to the City is lower than a donation to a 501c3 organization. Commissioner Marohn said we could also look at joint fundraising on a project by project basis and partner with them on certain projects. Commissioner Greenwald said it doesn’t make sense to do by piecemeal and use different partnerships for different events. He said if we create a “Friends of Colton Hall” organization then you know that’s where your donations go. Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 28, 2014 5 Colton Hall Museum and Cultural Arts Commission Minutes Monday, July 28, 2014 Commissioner Evans said we need to come up with name so it is branded; if we have no mission, we’re not going anywhere. Commissioner Wojtkowski said we need to find a way to raise money on an ongoing basis. Director Bui-Burton said it might make sense to start off working with an established 501c3 organization and see how it works out. Commissioner Wojtkowski suggested working with the Old Monterey Foundation on the angel auction project and see how that goes. COMMISSIONER COMMENTS Commissioner Ruhnke noted there was an article on Ed Ricketts in the Santa Cruz paper and talks about him renting property in Santa Cruz for lab work. NEXT MEETING Monday, August 25, 2014 ADJOURNMENT Chair Ruhnke adjourned the meeting at 5:30 p.m. Respectfully Submitted, Approved, Dennis Copeland, Manager Jennifer Ruhnke, Chair Museums, Cultural Arts and Archives Colton Hall Museum & Cultural Arts Commission Colton Hall Museum Cultural Art Commission Meeting Minutes Monday, July 28, 2014 6