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Arts Council - Minutes     
Wednesday, December 09, 2015

Call to Order
The meeting was called to order at 6:39 pm by Chair, Paulette Bufano.
Roll Call
Members Present: Paulette Bufano, Karen Kaser, Joy Langley, Rene Stratton, An Tootill, Erin Vivion, and Suzanne Zahniser. Absent: Jack Emick, Linda Iwanyk, Allie Roodman and Joy Liechty
City Council:
Council Member Jane Meyer Brahm was absent.  
Amber Britton and Eileen Hemmis Trifts
Approval of Minutes:
Suzanne Zahniser motioned to approve the regular Arts Council minutes of October 14, 2015.   The motion was seconded and passed unanimously.
Chair Report:
Paulette Bufano, Chair
Paulette requested an update on the Gratitude Graffiti Project from staff. Amber indicated that the MI Reporter had requested info and taken pictures, but no article so far.  There were six participating businesses and it was well received.  Participation was high, and it was considered a success.  Paulette suggested the Arts Council consider repeating the project next year.
Paulette asked everyone to bring in their ideas for projects.  Amber said the Arts Council needs to get things they want to do during the next two years into the work plan.  Erin stated that she wants to do the Parkinson Dance project.  Amber said she will send Erin the project proposal form to complete.  She reminded everyone that anyone that wants to do a project should be submitting this form.
Paulette opened the floor for nominations for the position of Chair and Vice Chair.  An Tootill was nominated for Chair.  Rene Stanton agreed to be nominated for Vice Chair.  Written ballots were distributed and counted.  An Tootill was elected to the Chair position and Rene Stanton to the Vice Chair position for 2016.
Mostly Music in the Park
Karen Kaser, Chair
Karen reported that the ads for MMIP bands will appear soon.  The deadline for bands to apply is January 15.
Karen stated that she has one too many volunteers for the band selection committee.  When the entire group comes together, it would constitute a quorum.  She will send out an email to find out who is still interested and find out who might want to be excused.  The selection committee will meet January 17 or 18.
Amber reported that the entries are to be electronic this year and will come to a newly created email address –
Amber reminded the Arts Council that bands will be chosen for additional events from those received; two bands for Art Uncorked and there are a number of spots available during Summer Celebration as well as other events throughout the year.
Amber stated that since not all of the available money was spent on bands this year, if the MMIP Committee wanted to pay a little more to a “specialty band” next year, they probably could. Two ideas brought forward were for a Bollywood band and a performance that includes dance lessons.
Community Relations
Joy Langley, Chair
Joy reported that she did not attend the 4Culture meeting, but is meeting with “Charlie”, who has promised to bring her up to date.  She will plan to email her meeting notes to the Council before the end of the year.
Indoor Gallery:
Linda Iwanyk, Chair
In Linda’s absence, Eileen requested volunteers to assist with the Gallery Hanging scheduled on Saturday, January 9.  Karen Kaser indicated that she would help, and that she will contact Ann Borelli to see if she will be available to help.
Public Art:
An Tootill, Chair
At the request of the chair, An presented a review of what has been happening with the Outdoor Gallery over the past year. 
  • Set up of a separate email for outdoor gallery submissions.
  • Revised contracts and informational forms.
  • First opening was held in August.  Two new pieces added to the gallery.
  • Continuing to work toward an online guide to outdoor art on the island.
  • Collection Management website moved to new site and renamed Collector Systems.
  • Finalized the Luther Burbank Playground Mosaic featuring artist Jose Orantes’ design. Suzanne Zahniser added that the first mosaic class was held this week. It is so popular that they have a waiting list. Sandy Glass has a blog for the project.
  • Gallery Map updated to show which pieces are city owned, which are for sale and available sites.
  • Some progress was made on the Mural at West Mercer. Amber said this should be included in the 2016 work plan.  Amber reminded all that we had 35 artists submit for the tennis courts and promised to contact them if the Arts Council plans another mural

An stated that in addition to continuing current projects (above), plans for 2016 include renaming the outdoor gallery and identifying and bringing new art into the gallery.
Staff Report:
Amber Britton
Luther Burbank Playground Mosaic Update:  It should be ready to go up once the weather is good – sometime in May.
Twin Foxes:  They have been installed, new landscaping is planned, the STQRY plaque should be installed and it should be complete by January.  The location is a little closer to the entrance than original planned as the chosen location had some obstacles with underground utilities.
New Seasons Market requested contact information for Natalie Oswald, the artist that did the Luther Burbank Tennis Court mural.
The Parks & Rec Assistant Coordinator, Evan McCulley, has posted some additional items on STQRY.
Eileen Trifts
As a result of damage to items in the MIVAL Gallery Show, staff and the Gallery Committee would like a clear policy on whether or not the Arts Council wants to reimburse artists for items damaged in the gallery if they fall under the insurance deductible.  These were two small items valued at less than $75, Discussion centered on the fact that reimbursement would set a precedent and the next time something is damaged, it could be far more valuable. The Arts Council determined that they will not make reimbursement for damaged gallery art that falls below the insurance deductible.
Suzanne Zahniser requested a budget update from staff.  She wanted to know if there is money available to spend this year.  She also asked about grants and whether or not there is a grant request form.  Amber indicated that the Arts Council used to offer grants, but with the reduced budget over the past few years, it hasn’t been available.  Suzanne said that Youth Theater Northwest approached her about bringing a request to the Arts Council for a $2,000 grant. 
Joy Langley motioned to provide a one-time grant to Youth Theatre Northwest in the amount of $2,000.  The motion was seconded and passed. 
Amber said that the Arts Council will need special permission from the Parks & Recreation Director and Recreation Superintendent to spend remaining budget money on something other than what was previously approved as an expenditure by the City Council.  She will take it to them to see if it can be done.
Amber said the Arts Council should consider a more formalized process next year for making grants available in the future.  To make it fair, it should be open to all that want to make a request.
Suzanne Zahniser thanked Paulette for her work as Chair over the past year.  A sentiment that was echoed by everyone in the room.
The meeting adjourned at 7:57 pm.

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