{"body": "PublicArtCommission", "date": "2019-05-29", "page": 1, "text": "PUBLIC ART COMMISSION\nREGULAR MEETING, WEDNESDAY, MAY 29, 2019\nROOM #201, CITY HALL WEST\n950 WEST MALL SQUARE - 6:00 PM\nMINUTES\nCALL TO ORDER:\nChairperson Daniel Hoy called the meeting to order at 6:05 PM.\n1. ROLL CALL:\nPRESENT: Commissioner Mark Farrell, Commissioner Adam Gillitt, Commissioner Sherman\nLewis, Chairperson Daniel Hoy\nABSENT: Commissioner Liz Rush\nSTAFF PRESENT: Economic Development Manager Lois Butler and Economic Development\nAnalyst Amanda Gehrke\n2. MINUTES:\nA motion to approve the minutes was made by Commissioner Gillitt and seconded by\nCommissioner Lewis. The motion carried 4-0.\n3. ORAL COMMUNICATION:\nNone\n4. REGULAR AGENDA:\nItem 4A - 2019-6954: Recommendation to Establish a Small Grants Program for Cultural Arts\nClarifying questions:\nCommissioner Farrell: Did we decided that it would just be cultural arts?\nButler: Does it say just cultural arts?\nCommissioner Farrell: Would that include a mural?\nButler: We can save that for discussion.\nCommissioner Farrell: Does the money have to go to a program or something that is free for\nthe public? With AMP that is not the case.", "path": "PublicArtCommission/2019-05-29.pdf"}
{"body": "PublicArtCommission", "date": "2019-05-29", "page": 2, "text": "Minutes of the Public Art Commission\nRegular Meeting\nWednesday, May 29, 2019\nButler: We should discuss that during discussions.\nChairperson Hoy: Remind us where we are with the budget?\nButler: We have about $41,000 for cultural arts.\nCommissioner Hoy: So we are already at the limit?\nButler: We have more for physical arts.\nChairperson Hoy: Would these small grants not allow someone to pursue the larger grants?\nButler: I think they would be able to pursue the larger grants.\nChairperson Hoy: What about operating expenses? I know we have them with the big grants\nbut would any allowances be allowed for the smaller grants? For expenses in the grants?\nButler: That's a discussion question.\nChairperson Hoy: Would organizations outside of Alameda be allowed to apply as they were\ndoing a piece in Alameda?\nButler: I don't think we could discriminate. We could say it has to take place in Alameda, but I\ndon't think we can discriminate as to where the business is located.\nCommissioner Farrell: Are the 20 grants per year 20 applications you'll receive per year or 20 to\ndole out?\nButler: 20 to dole out.\nCommissioner Lewis: What is the enforcement mechanism for that? Or is that a discussion\nquestion?\nButler: That's a discussion question, I don't think Chairperson Hoy was finished.\nChairperson Hoy: Could these grants be part of a larger application? If someone was trying to\ncheck off a bunch of small grants for the county or state. Could this be used for that?\nButler: For leverage? Yes.\nChairperson Hoy: For any purpose. We're not going to say you are applying for too many grants.\n2", "path": "PublicArtCommission/2019-05-29.pdf"}
{"body": "PublicArtCommission", "date": "2019-05-29", "page": 3, "text": "Minutes of the Public Art Commission\nRegular Meeting\nWednesday, May 29, 2019\nButler: It's always better to have more grants, and from different sources.\nChairperson Hoy: And would it have the same guidelines as our larger grant process in regards\nto who can apply? If you were a school or a religious organization. Is it the same guidelines for\nour existing cultural program applicants? Same regulations for the small grants?\nButler: No, no, that's a discussion question, but to clarify our thoughts would be that the 2 page\napplication would be an application and in this meeting we would discuss what the criteria\nwould be for these small grants. They would be completely different than the larger ones.\nChairperson Hoy: Ok, so we can discuss if schools or religious organization would be allowed to\napply.\nButler: Yes we can talk about who would be eligible.\nChairperson Hoy: Such as 501 C3's\nButler: Yes\nChairperson Hoy: Is there anywhere in this verbiage that I didn't see that says alright we have\ndone the pilot program, what's the process for an ongoing program after next year.\nButler: I would think that after one year if the pilot works we would go forward with an annual\nprogram, funds allowing.\nChairperson Hoy: So we wouldn't need to come back to this body for any revisions or revisiting\nwhat worked or didn't work.\nButler: We can discuss that.\nCommissioner Farrell: Technical question: The downloadable application, will it be something\nthey have to print out and fill in or something they can type into and print out.\nButler: Hopefully we can generate a form that they can fill in.\nCommissioner Gillitt: I believe my question will fall under the actual discussion, but I was just\ngoing to ask for a clarifying question about the actual number amounts for funding. Are those\nset or is that something we will be discussing?\nButler: That's something we can discuss, that was our recommendation.\nLois Butler asks if there are any more clarifying questions.\n3", "path": "PublicArtCommission/2019-05-29.pdf"}
{"body": "PublicArtCommission", "date": "2019-05-29", "page": 4, "text": "Minutes of the Public Art Commission\nRegular Meeting\nWednesday, May 29, 2019\nPublic Speaker Addressing Item 4-A:\nDan Fontes: I'm a public artist, been doing murals for 30 something years. Number 1, when\npeople send in applications sometimes there's a jury and the jury will rank each application for\na certain score and that score will rank them for a certain hierarchy. I thought that might be an\ninteresting discussion or something to consider so you have some type of criteria and some sort\nof justification for granting funds - it's how other cities do it. 2nd just wanted to say I'm really\nglad there are grants like these, its makes the public artist job a lot easier. 3rd, have you\nconsidered the demographics of the community, I'm sure that will be addressed. Thank you all\nfor your service.\nLois Butler says if there are no more speakers we will move onto the discussion.\nPublic Comments Closed\nDiscussion on 4-A:\nCommissioner Lewis: We have a requirement for each recipient to provide a summary, how do\nwe enforce that? How do we make sure that get done?\nButler: What we want to discuss with you all today is how we put this program together.\nWhat are the grant amounts? Do we want to deal with odd amounts? (Ex: $545.75)\nWhat are the grant increments that we want to give out? Are we recommending\nbetween $500-$2,000? Or do you want to do something different? Maybe something\nmore or less?\nWe also want to include a Hold Harmless Clause in the application process.\nWe are going to want their W-9 up front to cut down on the process time to streamline\nthe process.\nWe have to look into whether they need a business license or not, if so that will need to\nbe factored into the amount since the grant is so small.\nWho to make the check out to.\nGehrke addressed some of the concerns about cultural vs. visual arts. There will be someone\nwho will be doing administrative work with the grantees, communicating with them and\nmaking sure they turn in their summaries and evaluations. Butler clarified that it would\nprobably be part-time staff working under her. Due to Amanda's workload she would not be\ndoing the administrative work.\n4", "path": "PublicArtCommission/2019-05-29.pdf"}
{"body": "PublicArtCommission", "date": "2019-05-29", "page": 5, "text": "Minutes of the Public Art Commission\nRegular Meeting\nWednesday, May 29, 2019\nCommissioner Farrell indicated that he would recommend different amounts, $250-$1,000,\nanything below $250 might not be helpful. He also questioned why the city wasn't using AMP's\n(Alameda Municipal Power) already existing 1 page application as a template.\nGehrke said, additional information was needed making it more than one page.\nButler called for a short break to print out copies of the AMP Sponsorship Application.\nGehrke hands out the AMP Sponsorship Application.\nIt was stated by Commissioner Gillitt that this was just for events, AMP doesn't sponsor any\nkind of physical art. Gehrke agreed that was her understanding.\nCommissioner Gillitt then wanted to know how we will distinguish between cultural and\nphysical arts. Would this program cover physical? How do you compare the two?\nButler then explained how the funds are divided. There is $15,000 in each fund, up to $15,000\nwith a max of 20 grants (Administrative time is a factor in this) it doesn't matter which one you\npick. No more than 20 small grants will be given out, if you make the amounts too small you run\nthe risk of hitting the 20 grant mark before the $15,000.\nCommissioner Farrell brought up that $2,000 feels like a lot to give out for requiring much less\nprocess than for the larger grant process.\nButler explained that it would be self-evident, some organizations that are more established\nthat have applied for grants before will have that history and for other organizations more\ninformation might be required. She then brought up that the Commission needed to make a\ndecision on whether both profit and nonprofit organizations would be eligible.\nCommissioner Farrell wanted to know if the public had requested any certain grant amounts.\nButler said there were no strong recommendations for small grants.\nConcern was mentioned that everyone would just apply for the highest amount ($2,000).\nChairperson Hoy wanted to make sure it wasn't a first come first served situation.\nButler explained they are recommending an evaluation process and we can encourage people\nto apply for different amounts. You can structure it in such a way that people would need to\nmake a choice. These are recommendations that Kathleen Livermore has made based on\nresearch of cities with similar small grants programs.\nCommissioner Ferrell wanted to know if people will get guidance on what amounts to apply for.\n5", "path": "PublicArtCommission/2019-05-29.pdf"}
{"body": "PublicArtCommission", "date": "2019-05-29", "page": 6, "text": "Minutes of the Public Art Commission\nRegular Meeting\nWednesday, May 29, 2019\nButler brought up that this would be a big demand on staff's time. By really structuring the\nprocess, it would help direct people applying. She recommended that there be slots per\namount.\nCommissioner Gillitt wanted to know if there would be slots between physical and cultural arts.\nButler said that's a decision that would be made here.\nCommissioner Gillitt then opened the question up the public, the muralist in attendance \"What\ncan you do with $2,000?\"\nDan Fontes stated you can do a bit if you are very smart with your money. It could be difficult,\nthen he talked about all the things that factor into and artist budget.\nCommissioner Gillitt said it sounded like it wouldn't do very much and sounded more like a\nstepping stone.\nIt was agreed that this is the point of a small grants program. To help with larger\nprojects/budgets. Chairperson Hoy said it would be insulting to think the small grants program\nwould fund a project in its entirety.\nGehrke added that it would also be helpful for those small organizations to build a track record\nof approved grants. It could be the seed money to get a project started.\nCommissioner Farrell: Would the project be free to the public, either cultural or physical arts?\nGehrke: Yes, based on the ordinance.\nCommissioner Farrell: We would just say \"Small Grants Program for Public Art.'\nGehrke: It has be accessible to the public, has to be outside or visible from a public area.\nButler: Limited advertisement is okay with the smaller grants. As long as everyone can come,\nthere can't be any restrictions. Can be combined with the Fa\u00e7ade Grant Program.\nCommissioner Lewis (?) 22:12 asked if this could be used for neon signs around town. Butler\nsaid that would be a stretch and brought up that's what the Fa\u00e7ade Grant Program if for.\nCommissioner Farrell asked if For Profit Entities could apply.\nGehrke recommended that entities do not have to be nonprofit due to all the extra paperwork\nrequired.\n6", "path": "PublicArtCommission/2019-05-29.pdf"}
{"body": "PublicArtCommission", "date": "2019-05-29", "page": 7, "text": "Minutes of the Public Art Commission\nRegular Meeting\nWednesday, May 29, 2019\nEveryone was in agreement that both Profit and Non Profit should be allowed to participate in\nthe small grants program.\nCommissioner Farrell wanted detail on the two month application period time.\nGehrke: During those two months is when people would be able to apply, after set end date the\nevaluation process would begin.\nButler: Yes and they would have to spend the within a year after it is awarded.\nGrant amounts were discussed.\nThe Commission recommended:\n$250-500\n$501-750\n$751-1,000\n$1,001-1500\n$1,501-2000\nThe Commission also recommended that there be wording in the application that encourage\npeople to apply for smaller grants. Also that this is a Pilot Program and things can change.\nEvaluation Criteria/Process was discussed.\nThe Commission is interested in knowing:\nArtist Merit\nAccessibility\nWhat Community is represented? What community is served?\nMust be in Alameda\nRequirements and Questions\nImage of event or piece\nOur Logo needs to be attached to marketing/social media\nHave you received a grant before?\nWhat's your mission statement?\nNeed location approval (physical)\nWhat materials will be used? (physical)\nSubcommittee will be two Commissioners and one staff member (not Lois maybe Amanda)\nButler and Gehrke gave their timeline for the Small Grants program. Applications open my\nJanuary 5th 2020, awarded by the end of April 2020, and installations and events by March/April\nof 2021.\n7", "path": "PublicArtCommission/2019-05-29.pdf"}
{"body": "PublicArtCommission", "date": "2019-05-29", "page": 8, "text": "Minutes of the Public Art Commission\nRegular Meeting\nWednesday, May 29, 2019\n5. STAFF COMMUNICATIONS:\nButler: City Clerk is accepting applications for open seats on the Commission, Commissioner\nRush and Chairperson Hoy's terms are ending. Commissioner Rush would like to be reinstated.\nDuring the next Election a Vice Chairperson will need to be chosen.\n6. WRITTEN COMMUNICATIONS:\nNone.\n7. COMMISSIONER COMMUNICATIONS:\nNone.\n8. ADJOURNMENT:\nThe meeting adjourned at 8:30pm.\nRespectfully submitted,\nLois Butler, Economic Development Manager\nSecretary\nPublic Art Commission\n8", "path": "PublicArtCommission/2019-05-29.pdf"}