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HomeMy WebLinkAbout01.23.2018 Tentative Minutes TOWN OF TIBURON Tiburon Town Hall 1505 Tiburon Boulevard Tiburon, CA 94920 Heritage & Arts Commission January 23, 2018 6:30 p.m. HERITAGE & ARTS COMMISSION JANUARY 23, 2018 MINUTES - TENTATIVE CALL TO ORDER AND ROLL CALL – 6:40PM Present: Chairman Vince de Quattro, Commission members; Fong, Mujica-Beavers, Hall, Noguez Absent: Vice Chair Smith, Commissioner Norris ORAL COMMUNICATIONS Jim Wood gave brief description of Agenda Item #1 Request. CONSENT CALENDAR – Motion to approve items 1 & 2: 2nd: All in favor: Aye 1. Minutes – Adopt minutes of November 28, 2017 meeting (Town Liaison to H&A, Patti Pickett) 2. Treasurers Report– (Town Liaison to H&A, Patti Pickett) Pickett reported balances, pointing out that the special fund earmarked for Guide/Brochure exclusively ($2500) would be entirely spent on the design and that any cost incurred in printing would be come out of either the General or Special H&A fund as directed. ARTIST RECRUITMENT – NEW ARTIST EXHIBITION/RECEPTION 1. Group Show – Del Mar – March/April: Chairman de Quattro explained that due to the 2-month rotation change which threw the joint Del Mar and Saint Hilary Schools exhibit into a conflict with their curriculum, there might be the possibility they would not participate this year. C. de Quattro is trying to work with the two schools, offering to help mount the show and reception and hopes to help them continue the tradition of a School showing each spring. de Quattro will come back with a definite confirmation of success at the next meeting after working with the schools. 2. Group Show Date Switch – Chairman de Quattro is in contact with Joe Gren of the Marin Society of Artists and they are onboard with the date switch for their group to the July/August slot. De Quattro will be in contact with the Photography Club to secure their agreement to switch to the May/June slot confirming at the next meeting. 3. Consider return to 2 Month rotation in Lobby Gallery – Liaison Pickett brought forward the idea, once again, of aligning the upper and lower galleries on a 2 month rotation to avoid confusion and make the choosing of artists and installations easier. C. Fong expressed the understanding that had been agreed upon at last meeting, Jan. 23, but Pickett explained no motion had been made. Motion to synchronize both locations to a 2 month rotation: Commissioner Fong 2nd: C. de Quattro All in favor: Aye Further discussion was had about possible reception date conflict, upper and lower, and it was agreed that could be worked out on a case by case basis, alerting groups or individuals to that possibility and steering them to another date. 4. Artist recruitment through the local schools – Update by Commissioner Noguez’ proposal to reach out to local student talent for individual art exhibitions. Noguez advised the commission that she wanted group input on the framework to define the mission and the process to go out to the schools and recruit. Chair de Quattro said this discussion merited a separate subcommittee. A sub committee was formed: Commissioners Noguez, Mujica-Beavers and Hall. ACTION ITEMS 1. Hearing on Exception Request from Jim Wood – Trestle Trail Project Staff Report – Exception Request for Commemorative Plaques on Town Property Liaison Pickett presented staff report and exhibits with a brief description. Pickett verbalized on one aspect of request that was not in any of the documents presented. That the money collected through the plaques would go towards the ongoing maintenance of the Trestle project, not the installation of the project itself, that it has sufficient monies to complete the project already. Jim Wood disputed that fact, and said that nowhere in his request had he said that. He asked who had said that and Pickett replied that she had been instructed by Town Manager Chanis to provide that information. C. de Quattro asked if there were any remaining items not shown in the documents or Jim Wood’s presentation that the commission needed to be aware of. Jim Wood was ready to answer any more questions and concerns. C. de Quattro reminded everyone that this was only an H&A recommendation, not a final decision. C. Fong inquired about the maintenance going forward-would it be the responsibility of the town or the Trestle Trail committee to pay. Jim Wood was unable to say exactly who would ultimately pay for the maintenance. He explained that knowing costs in advance is difficult. For instance, the cost of the project itself is at about 260K at this point but unknown, unexpected things could come up at any time, increasing the cost of completion. He also added that any “phrasing” for the plaques would be submitted ahead of time for review by the H&A at their request. C. Fong then went on to give her disclaimer that she had donated to the Trestle project. That said, she went on to voice her own personal opinion; not being fully aware of where the policy came from, she was still inclined to hold the plaque use to the minimum of names without “sayings or phrases”, to try and stay within the policy guidelines somewhat as set forth by the Town. Jim Wood then commented on her comment regarding not knowing where the policy came from. Stating “Nobody knows where this policy came from, almost approaching an urban legend”. Pickett interjected that the policy is stated in the “Naming of Town Owned Parks, Lands, Streets and other Facilities”. C. de Quattro then interjected that that issue would have to be “side-barred”, stating that the discussion of the policy is “immaterial”. That in fact, the policy exists, and what is being requested is an exemption. De Quattro went on to say that he felt the exemption should be granted as it falls under the established town policy and all the Council is asking H&A to do is to grant an exemption. C. de Quattro recited what is being requested, the merit it deserves, in his opinion, and fulfills the requirements as outlined in the policy (which he reiterated verbatim). De Quattro then called for the consideration of Jim Wood’s exception to the town policy and asked if there were any remaining points of discussion from the commissioners or staff. L. Pickett then had one last point; the requirements behind the granting of a plaque, significance of the individual, contribution, etc. as outlined in the policy. De Quattro said he would support the project personally and then called for a motion. C. Noguez then asked if protocol required a closed session for discussion, the answer: no. C. Fong then asked for clarification of what motion is required for a recommendation: Pickett re-read the staff report for clarity – After confusion about what is being requested of the commission, C. Noguez stated the following: While she would be in favor of recommending the Town Council to “consider” the exemption, she has a clear concern with the idea that every time someone provides a large donation for a Town project the expectation of a plaque would accompany that donation and that may be the setting of a precedent. C. de Quattro stated “that’s our job”. Motion: To send a letter of recommendation to the Town Council concerning plaques and allow the exemption requested by the Trestle Trail Committee for plaques on four benches at the site: C. de Quattro 2nd: C. Mujica-Beavers 3 – In favor 1 – Abstention 1 – No 2 – Absent Jim Wood did want to add that one of the donors was a former Mayor of Tiburon, one is a current member of the Town Council and the other two people are people who have donated a substantial amount of resources to the town. C. Mujica-Beavers closed by saying she was personally in favor of having a phrase in addition to the name only on the plaque. C. Fong disagreed. 2. Report to Town Council – C. de Quattro asked who was up for re-appointment to the commission and then announced he would not be renewing his position. He did offer to help in a volunteer position where needed for a smooth transition, both for active projects and all the backup information he has placed in the Cloud. De Quattro touched on the Walking guide, and then spoke about securing a permanent art space to be shared with Landmarks. De Quattro said he would prepare the report for June to be presented to Town Council before he leaves, and pass it on to the Vice Chair, Lily Smith for presentation. 3. Artist Laureate – Update by Commissioner Fong reiterated the timeline, the fact that all activities were on course, but brought up the need for all commissioners to reach out and personally contact prospective applicants. 4. Art Educator Award – Update by Commissioner Fong - confirmed that everything for this was also on target. C. de Quattro asked if she (Fong) had access to the Google doc listing all of the contacts who receive nomination packets for ease of follow up. 5. Funding Sources – C. Smith was not at the meeting to present her ideas of what form fund raising might take. De Quattro asked L. Pickett if it is even possible without a foundation. Pickett responded that without hearing what Smith has in mind, it is hard to say. It is assumed she wants to sell items with H&A logo. Suggested it goes to next agenda. De Quattro asked C. Fong how the Library handles incoming donations. It is through the Foundation. Pickett reiterated the need to identify exactly what Smith has in mind before approaching the Town Attorney. Pickett said she would approach our Attorney presenting a range of ideas, from events to actual items for sale, and also clarify under what outline we receive the 25% donation for artwork sold and how that differs from this request – report on Feb. 27. 6. Walking Guide and H&A Brochure combination hand-out: L. Pickett handed out the mock-up sent by C. Smith for the commission’s consideration. De Quattro gave the details behind selling Tiburon as a place of “hidden treasures”. Instead of the prior map which was an historic destination map, the new map/guide would be more of a combo of rich, vibrant heritage and the entrepreneurs of the town. In spotlighting the individuals, the opportunity to reach out for sponsorship is introduced, thereby creating a funding source for the brochure/guide itself. The intention is to highlight these donors. A final mock up is still needed in order to have something to actual take around the town and present to the possible donors. He explained the style of artwork. Whimsical artwork coupled with actual sketches of the landmark buildings. This brochure would be digital in origination so it could be changed with the different donors over the years. C. Mujica-Beavers gave her background in sponsor funding and had numerous possible names. C. Fong wanted to know who the artists are – L. Pickett advised that it is a team from Argentina. C. Smith had advised that was one reason why they were able to offer a high-end product for the allotted budget of $2500, and that in fact she was translating the correspondence herself. Pickett then explained the deposit process. Pickett had advised Smith that she would have to present a budget and written proposal to the commission before proceeding. C. Mujica-Beavers expressed concern about working with a team from overseas, especially if it was the first time. Again, Pickett reiterated the need for a contract and more detailed backup before proceeding. It was suggested that Pickett check with the Town Attorney about the acceptance of working with a foreign outfit. C. Fong wanted clarification that the $2500 is specially ear-marked for this project – Pickett confirmed. 7. Artwalk – de Quattro referred back to the letter prepared by C. Smith to be sent to the vendors in order to poll their interest. De Quattro outlined the artwalk outreach letter for the commissioners: that the artwalk would be in conjunction with the music festival taking place in September. L. Pickett brought up the meeting had with Musica Marin. She let the commission know that MM was pretty clear that they had a clear vision about their festival, but had concerns about the fact that the artwalk still had no clear outline. They prefer to proceed with their festival, at least for 2018, as a separate entity. The artwalk is free to hold their event the same weekend, but there wouldn’t necessarily be any cross-sponsorship or collaboration. 8. Confirmed next meeting date: February 27, 2018. 9. C. Fong expressed the need for information to be disseminated to the commission earlier than a few days ahead, especially if it addresses a specific item. ADJOURNMENT – 7:42PM GENERAL PUBLIC INFORMATION ASSISTANCE FOR PEOPLE WITH DISABILITIES In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (415) 435-7377. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting. AVAILABILITY OF INFORMATION Copies of all agenda reports and supporting data are available for viewing and inspection at Town Hall and at the Belvedere-Tiburon Library located adjacent to Town Hall. Agendas and minutes are posted on the Town’s website, www.townoftiburon.org. Upon request, the Town will provide written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services, to enable individuals with disabilities to participate in public meetings. Please send a written request, including your name, mailing address, phone number and brief description of the requested materials and preferred alternative format or auxiliary aid or service at least 5 days before the meeting. Requests should be sent to the Office of the Town Clerk at the above address. PUBLIC HEARINGS Public Hearings provide the general public and interested parties an opportunity to provide testimony on these items. If you challenge any proposed action(s) in court, you may be limited to raising only those issues you or someone else raised at the Public Hearing(s) described later in this agenda, or in written correspondence delivered to the Town Council at, or prior to, the Public Hearing(s). TIMING OF ITEMS ON AGENDA While the Town Council attempts to hear all items in order as stated on the agenda, it reserves the right to take items out of order. No set times are assigned to items appearing on the Town Council agenda. TOWN OF TIBURON LATE MAIL POLICY (Adopted and Effective 11/7/2007) The following policy shall be used by the Town Council and its standing boards and commissions, and by staff of the Town of Tiburon, in the identification, distribution and consideration of late mail. DEFINITION “Late Mail” is defined as correspondence or other materials that are received by the Town after completion of the written staff report on an agenda item, in such a manner as to preclude such correspondence or other materials from being addressed in or attached to the staff report as an exhibit. IDENTIFICATION OF LATE MAIL All late mail received by Town Staff in advance of a meeting shall be marked “Late Mail” and shall be date- stamped or marked with the date of receipt by the Town. Late mail received at a meeting shall be marked as “Received at Meeting” with a date-stamp or handwritten note. POLICY For regular meetings of the Town Council and its standing boards and commissions: (1) All late mail that is received on an agenda item prior to distribution of the agenda packet to the reviewing authority shall be stamped or marked as “Late Mail” and shall be distributed to the reviewing authority with the agenda packet. (2) All late mail received on an agenda item before 5:00 PM on the Monday prior to the meeting shall be date-stamped and marked as “Late Mail” and distributed to the reviewing authority as soon as practicable. Such mail shall be read and considered by the reviewing authority whenever possible. If the Monday, or Monday and Tuesday, prior to the meeting are a Town-recognized holiday, the deadline shall be extended to the following day at Noon. (3) Any late mail received on an agenda item after the deadline established in paragraph (2) above shall be date-stamped, marked as “Late Mail” and distributed to the reviewing authority as soon as reasonably possible, but may not be read or considered by the reviewing authority. There should be no expectation of, nor shall the reviewing authority have any obligation to, read or consider any such late mail, and therefore such late mail may not become part of the administrative record for the item before the reviewing authority. These provisions shall also apply to special and adjourned meetings when sufficient lead time exists to implement these provisions. If sufficient lead time does not exist, the Town Manager shall exercise discretion in establishing a reasonable cut-off time for late mail. For controversial items or at any meeting where a high volume of correspondence is anticipated, Town staff shall have the option to require an earlier late mail deadline, provided that the written public notice for any such item clearly communicates the specifics of the early late mail deadline, and the deadline corresponds appropriately to any earlier availability of the agenda packet. Pursuant to state law, copies of all late mail shall be available in a timely fashion for public inspection at Tiburon Town Hall, 1505 Tiburon Boulevard, Tiburon CA 94920.