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Home My WebLink About2025-01-23 ACC Packet Meeting location: Edina City Hall Community Room 4801 W. 50th St. Edina, MN Arts & Culture Commission Meeting Agenda Thursday, January 23, 2025 4:30 PM Accessibility Support: The City of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing amplification, an interpreter, large-print documents or something else, please call 952-927-8861 at least 72 hours in advance of the meeting. 1. Call to Order 2. Roll Call 3. Approval of Meeting Agenda 4. Approval of Meeting Minutes 4.1. Minutes 5. Special Recognitions and Presentations 6. Community Comment During "Community Comment," the Board/Commission will invite residents to share issues or concerns that are not scheduled for a future public hearing. Items that are on tonight's agenda may not be addressed during Community Comment. Individuals must limit their comments to three minutes. The Chair may limit the number of speakers on the same issue in the interest of time and topic. Individuals should not expect the Chair or Board/Commission Members to respond to their comments tonight. Instead, the Board/Commission might refer the matter to staff for consideration at a future meeting. 7. Reports/Recommendations 7.1. 2025 Workplan Updates 8. Chair and Member Comments 9. Staff Comments 9.1. Upcoming Meetings & Events 10. Adjournment Page 1 of 14 Page 2 of 14 BOARD & COMMISSION ITEM REPORT Date: January 23, 2025 Item Activity: Action Meeting: Arts & Culture Commission Agenda Number: 4.1 Prepared By: Laura Fulton, Recreation Supervisor Art Center Item Type: Minutes Department: Item Title: Minutes Action Requested: Approve the minutes of the December 19, 2024 regular meeting. Information/Background: See attached draft minutes. Supporting Documentation: 1. ACC12.19.2024 Page 3 of 14 Draft Minutes☒ Approved Minutes☐ Approved Date: X/XX/24 Minutes City of Edina, Minnesota Arts and Culture Commission City Hall Community Room Thursday, December 19, 2024 I. Call to Order Chair Westlund called the meeting to order at 4:32 p.m. II. Roll Call Answering roll call were Commissioners Byrd, Curtin, Fram, Scully, Steinberg, Stemmler, Chair Westlund, and Vice Chair Zbaren. Staff Present: Recreation Supervisor Laura Fulton, Parks Director Perry Vetter, Assistant Parks Director Tracy Petersen III. Approval of Meeting Agenda Motion made by Curtin to approve the December 19, 2024, meeting agenda as submitted, seconded by Fram. Motion carried. IV. Approval of Meeting Minutes Chair Westlund requested a correction on page 2, item 7.2, to change the date of the Art Center meeting from December 10 to December 7 and note that it was at the Southdale Library. Chair Westlund requested a change on page 2, item 8, to change the first sentence to state, “A proposal that the Edina theater be a venue for some films of the Minneapolis-St. Paul International Film Festival” Motion made by Steinberg to approve the November 17, 2024, meeting minutes as amended, seconded by Byrd. Motion carried. V. Special Recognition and Presentations None. VI. Community Comment None. VII. Reports/Recommendations A. Update on Edina Art Center Colocation at Southdale Library • Fulton presented on the new Art Center project. She discussed past projects and history at the Art Center. She discussed information on buildings and locations they considered. Page 4 of 14 Draft Minutes☒ Approved Minutes☐ Approved Date: X/XX/24 • Vetter noted the costs for the pottery project and related locations. He also mentioned the cost savings by partnering with the library. • Petersen presented information on the co-location of the Art Center with the Southdale Library. She noted some cost efficiency for sharing the building with the library. Petersen mentioned some of the shared activities and programs between the two. She described the different responsibilities of the City and the County. She reviewed the phase of the design process that they are in. • Fulton presented the plans for the design of the second floor of the Art Center. She also discussed the layout and the placement of the different spaces and program areas. • The Commission discussed the storage space at the Art Center. • Fulton explained the staffing at the Art Center. She also discussed the hours of operation for the Art Center. • Vetter discussed some signage and design plans for the Art Center. He also discussed having a joint meeting with the ACC and City Council to discuss the Art Center. • Commissioners asked questions and discussed further the design and layout of the building. B. 2024 Workplan Updates • Initiative 1.1.1: Art Center i. Discussed in item 7.a ● Initiative 1.1.2: Edina Art Grant Program i. Curtin discussed the grant recap and plan moving forward. ● Initiative 1.1.3: Review Public Art Opportunities for New City Facilities and Locations i. Nothing to report. ● Initiative 1.1.4: Commission Participation in Community Events i. Nothing to report. C. 2025 Approved ACC Workplan • Westlund discussed the 2025 workplan. She noted that City Council has approved the workplan as submitted. VIII. Chair and Member Comments • Chair Westlund noted that earlier in the month she attended the meeting for the League of Women Voters in Edina. She added that she did not know how important they were for the boards and commissions in Edina. She mentioned that they reviewed all of their Commission minutes, and she thanked Liaison Fulton for always posting them. • Chair Westlund noted that she has again been asked to choose new Commissioners for 2025. IX. Staff Comments • Liaison Fulton presented the upcoming meetings and events. • Liaison Fulton presented upcoming classes and workshops at the Art Center. • Vetter thanked the Commission for a very productive year. X. Adjournment Meeting adjourned at 5:57 p.m. Page 5 of 14 BOARD & COMMISSION ITEM REPORT Date: January 23, 2025 Item Activity: Discussion Meeting: Arts & Culture Commission Agenda Number: 7.1 Prepared By: Laura Fulton, Recreation Supervisor Art Center Item Type: Other Department: Parks & Recreation Item Title: 2025 Workplan Updates Action Requested: Discuss 2025 Workplan Initiatives Information/Background: Attached, please find the 2025 Arts and Culture Commission Workplan. Supporting Documentation: 1. 2025 ACC Workplan 2. Recommendations for 2025 Art Grant Program Page 6 of 14 Page 1 of 2 Arts and Culture Commission 2025 Work Plan 1 Initiative Type: Ongoing Target Completion Date: Lead(s): Zbaren, Scully, Curtin, Westlund Initiative Title: Art Center Colocation at Southdale Library Initiative Description: The Arts and Culture Commission will continue to bring forward community perspective for the new Art Center, collocated at the Hennepin County Southdale Library. Deliverable: Assist with community perspective on design and engagement Council Charge: ☐ 1: Study & Report ☒ 2: Review & Comment ☐ 3: Review & Recommend ☐ 4: Review & Decide Budget Required (completed by staff): No funding needed to involve the commission in the process. Staff Support Required (completed by staff): As the Hennepin County Southdale Library project advances, the Arts and Culture Commission will continue to bring the community perspective and assist as the city moves forward as a tenant art center at the Southdale Library site. Liaison Comments: ACC is interested in being involved in the new art center effort and provide community perspective and knowledge of the art world. We appreciate any perspective they can offer as we move forward. City Manager Comments: No changes. Council charge 2. 2 Initiative Type: Ongoing/Annual Target Completion Date: Lead(s): Curtin, Faeth, Byrd, Fram Initiative Title: Edina Art Grant Program Initiative Description: Arts and Culture Commission members will review, refine and host a second year of the Edina Art Grant Program. Deliverable: Review and select art grant projects to be implemented. Review and refine data collection. Council Charge: ☐ 1: Study & Report ☐ 2: Review & Comment ☐ 3: Review & Recommend ☒ 4: Review & Decide Budget Required (completed by staff): Funds will be needed for this project. $5,000 per year is the recommended amount for the microgrant awards from the Public Art Fund. Staff Support Required (completed by staff): Communications and marketing will be instrumental as we move forward with this project. This may require multiple hours of staff time as we continue the program. Funding of the program will need annual funding reviews. Liaison Comments: Supportive of continuing this program and yearly evaluation of results. City Manager Comments: No changes. Council charge 4. 3 Initiative Type: Ongoing Target Completion Date: Lead(s): All Initiative Title: Review Public Art Opportunities for New City Facilities and Locations Initiative Description: The Arts and Culture Commission will review public art elements and make recommendations to public projects, such as Fire Station #2, Fred Richards Park, Braemar Arena and others. Deliverable: Review and recommend public art projects to be implemented. Council Charge: ☐ 1: Study & Report ☐ 2: Review & Comment ☒ 3: Review & Recommend ☐ 4: Review & Decide Budget Required (completed by staff): No funds currently needed for ACC to review; public art will need a funding source to include into the projects. Staff Support Required (completed by staff): City staff will need to provide updates and potential selection decision points to the ACC on projects. Liaison Comments: ACC members are very interested in being involved in upcoming city projects. Their knowledge and skills understanding and evaluating public art will be valuable as projects move forward. City Manager Comments: Change deliverable to review and comment on public art opportunities. Council charge 2. = commission = staff Page 7 of 14 Page 2 of 2 4 Initiative Type: Event Target Completion Date: Quarter or month Lead(s): Scully, Stemmler, Fram, Steinberg Initiative Title: Commission Participation in Community Events Initiative Description: Promote Commission initiatives and art in Edina through increased ACC presence at public events, including Edina Fall into the Arts Festival at Centennial Lakes Park and other City events thoughout the year. Deliverable: Educate about and promote art in Edina. Council Charge: ☐ 1: Study & Report ☐ 2: Review & Comment ☐ 3: Review & Recommend ☒ 4: Review & Decide Budget Required (completed by staff): Minimal Staff Support Required (completed by staff): Communications may be asked to assist with creating marketing materials. Staff Liaison will be able to take care of everything else. Liaison Comments: Staff will support Commission as necessary when events are decided upon. City Manager Comments: Change initiative title to read, “Commission participation in up to 2 community events”. Consider inviting other commissions to participate. Council charge 4. 5 Initiative Type: Project Target Completion Date: Lead(s): Fram, Zbaren, Westlund, Byrd Initiative Title: Utility Box Art Wrap Program Initiative Description: Add Art Wraps to City owned Utility Boxes. Deliverable: ACC will jury artwork and chose artists to be represented throughout the City. Council Charge: ☐ 1: Study & Report ☐ 2: Review & Comment ☐ 3: Review & Recommend ☒ 4: Review & Decide Budget Required (completed by staff): Funds will be needed for this project. $7,500 is recommended from the Public Art Fund. Staff Support Required (completed by staff): Staff will utilize a BetterTogetherEdina page to facilitate and call for artwork. Communications and marketing will be instrumental in presenting initiative to the public. Liaison Comments: City Manager Comments: No changes. Council charge 4. NEW Initiative Type: Project Target Completion Date: Q4 Lead(s): All Initiative Title: City Code Update—Article III. Boards, Committees and Commissions, Division 8. Arts and Culture Commission Initiative Description: In preparation for the comprehensive plan update, Administration will propose updates to city code. Deliverable: Each commission will be asked to review and comment on the proposed changes. Council Charge: ☐ 1: Study & Report ☒ 2: Review & Comment ☐ 3: Review & Recommend ☐ 4: Review & Decide Budget Required (completed by staff): None. Staff Support Required (completed by staff): Liaisons will work with the Administration Department on updated each commission’s section of the city code. Liaison Comments: This work plan initiative will be added to all 2025 commission work plans at the request of Administration. City Manager Comments: Initiative requested by Administration. Page 8 of 14 Edina Arts and Culture Commission 2025 Edina Art Grant Program Recommendations As we move into the second year of the Edina Art Grant Program, and after review of feedback from the 2024 program and key learnings, the Edina Arts and Culture Commission’s Art Grant Program Initiative Group recommends changes to the program as outlined below. Returning Applicants We recommend past recipients be allowed to apply for a grant for the same program in consecutive years but with no advantage or disadvantage in the current year compared to other applicants. Application scoring will be based on completeness of current year application without using knowledge of prior year and/or other sources. If, however, a past recipient does not fulﬁll the requirements of the grant, they will not be considered for future grants. Application This year's application provided valuable information to be able to make our recipient selections and the timing of application process worked well. We recommend the following changes to the application for 2025: •Require detailed curriculum and/or activity planning notes as an attachment on the application, including applicable curriculum and timeline information, to ensure the applicant has thought through the details of the project rather than as a less developed concept. •Request information about any permission the applicant has already received from the organization with whom they are partnering. •Require the applicant to provide a marketing plan on the application with a minimum of 3 methods for marketing the activity. •Include a note on the application stating that the City of Edina is not responsible for scheduling space or fees associated with space in order to avoid confusion. Contract with City/Grant Payment Requirements In order to protect the City from a situation where the recipient takes the money and does not hold the event, we recommend the following items as part of a contract with the recipient: •City of Edina to require a contract agreement with event date(s) and conﬁrmed location as terms for recipient to receive payment. •City of Edina to include copywriting and photography rules as applicable based on city requirements. •Statement indicating that the City may ask for proof of grant money purchases in the form of receipts. Marketing A stronger commitment from the recipient to market their activity would be helpful to avoid having the City or Commissioners in the role of assisting with marketing. As stated above, we recommend requiring a marketing plan included as part of the application. Any marketing provided by the City for the events should not be expected and will not be guaranteed. Mentorships We thought mentorships worked well but were also potentially a bit time consuming for commissioners, depending on the needs of the recipient. Page 9 of 14 We recommend continuing mentorships as it takes the workload off of the City and keeps the ACC involved in the programs, but our goal is to include more up-front application work to help the mentor serve as more of a support role rather than program planning role. The initiative group will continue to determine the number of grant recipients and assign mentorships based on a variety of considerations. We recommend exploring the possibility of creating a shared tracking spreadsheet (i.e. Google Doc or Notes function on Civic Clerk site) to improve communication between the ACC and City as the recipient moves through the process of grant award to hosting the event. Details would include items such as date contract signed, date payment disbursed, venue, event date, time, etc. Final Report The data we received from the ﬁnal reports was interesting, but also not very easily compiled or helpful for determining impact. We recommend replacing the 2024 ﬁnal report questions with the scoring metrics we use in the application process (Artistic Merit, Community Impact, Project Feasibility, and Edina Art Assessment) as a quantitative measure of impact. We also recommend allowing the recipient self score using the same metrics and continue to solicit qualitative feedback from the recipients as part of the ﬁnal report. Summary As we move into the 2025 Edina Art Grant Program, our goal is to make the program sustainable for future years, and we see these recommendations as an opportunity to streamline and simplify where possible to move toward that goal. Page 10 of 14 BOARD & COMMISSION ITEM REPORT Date: January 23, 2025 Item Activity: Information Meeting: Arts & Culture Commission Agenda Number: 9.1 Prepared By: Laura Fulton, Recreation Supervisor Art Center Item Type: Other Department: Parks & Recreation Item Title: Upcoming Meetings & Events Action Requested: Historically, the Arts and Culture Commission has held their regular meetings on the fourth Thursday of each month at 4:30 p.m. at the Edina City Hall (4801 West 50th Street, Edina, MN, 55424). Information/Background: Date Type of meeting Location Feb. 27, 2025 Regular Commission Meeting Community Room; City Hall March 27, 2025 Regular Commission Meeting Community Room; City Hall April 24, 2025 Regular Commission Meeting Community Room; City Hall May 7, 2025; 6-8 p.m. Board & Commission Appreciation Event Braemar Golf Course May 22,2025 Regular Commission Meeting Community Room; City Hall June 26, 2025 Regular Commission Meeting Community Room; City Hall July 24, 2025 Regular Commission Meeting Community Room; City Hall August 28, 2025 Regular Commission Meeting Community Room; City Hall September 25, 2025 Regular Commission Meeting Community Room; City Hall Supporting Documentation: None Page 11 of 14 BOARD & COMMISSION ITEM REPORT Date: January 23, 2025 Item Activity: Information Meeting: Arts & Culture Commission Agenda Number: 9.2 Prepared By: Laura Fulton, Recreation Supervisor Art Center Item Type: Other Department: Parks & Recreation Item Title: Work Plan Transition Staff Memo Action Requested: No action required. Information only. Information/Background: City Council establishes boards and commission to increase resident engagement in city work and provide opportunities for residents to serve the community and participate in meaningful work. Currently, the work plan process is conducted on an annual basis. For up to six months, commissions simultaneously work on their current initiatives while discussing and developing a new annual work plan. Work plan development starts in June and final work plans are approved in December. There were no proposed adjustments to the 2024 work plan process. Starting in 2025, commissions will transition to a two-year work plan process. Supporting Documentation: 1. 2025 Commission Work Plan Transition_Staff Memo_2025.12.09 Page 12 of 14 City of Edina • 4801 W. 50th St. • Edina, MN 55424 Background The City Council establishes boards and commission to increase resident engagement in city work and provide opportunities for residents to serve the community and participate in meaningful work. Currently, the work plan process is conducted on an annual basis. For up to six months, commissions simultaneously work on their current initiatives while discussing and developing a new annual work plan. Work plan development starts in June and final work plans are approved in December. There were no proposed adjustments to the 2024 work plan process. Starting in 2025, commissions will transition to a two-year work plan process. Purpose The purpose of adjusting the timeline allows better connection of work plan initiatives to the organization’s overarching strategic priorities, long-term objectives and available resources. The goal is to make work plan initiatives more intentional and include the budget values (Sustainability, Stewardship, Engagement, Equity, Health). Two-year work plans provide the opportunity to adopt a phased approach and allocate time to ensure each aspect of a project or task is executed and implemented effectively. Commissions are asked to continue to keep their work plans to 4-5 work plan items and use a phased approach for work plan items. For example, a commission will use year one to study and report and in year two, develop recommendations if directed by Council after the study and report. This alignment will provide focus, track progress, adapt to evolving needs and optimize our resources to deliver impactful results. Administration Department EdinaMN.gov Date: December 16, 2024 To: Commission Members cc: Staff Liaisons From: MJ Lamon, Special Projects & Engagement Manager Subject: 2025 Commission Work Plan Transition June -August •Work Plan Development October •Chair presents proposed work plans November •Staff presents proposed changes December •Council approves work plans Page 13 of 14 City of Edina • 4801 W. 50th St. • Edina, MN 55424 1. Strategic Alignment: Strategic alignment ensures that the budget and work plans are directly tied to the organization’s overarching goals and objectives. It involves mapping resources and planned actions to strategic priorities, ensuring all efforts contribute to long-term success and addressing the community's needs effectively. 2. Prioritization & Resource Allocation: Prioritization and resource allocation focus on ranking initiatives and distributing available resources—such as funding, personnel, and time—according to their importance and impact. This process ensures that the most critical and high-value projects receive the necessary support while balancing constraints and competing demands. 3. Phased Approach & Completion: A phased approach breaks down the work plan into manageable stages aligned with realistic timeframes and resource capacities. This approach acknowledges the limits of what individuals or teams can achieve within a two-year period, prioritizing tasks to avoid overcommitment. Each phase sets clear, attainable goals, ensuring steady progress while maintaining quality and efficiency. Completion emphasizes finalizing deliverables for each phase before advancing, promoting accountability and the feasibility of meeting long-term objectives. Highlighted Changes • Commissions develop two-year work plans • Divide commissions into two groups and annually four commissions will develop their two-year plan while the other group will do a review and update, if needed • Adjust the purpose of joint work session meetings with Council to focus on discussion around development of the two-year work plan. Council will be asked to provide more direction on projects for the upcoming work plan. Timeline Group 1 = HRRC, CHC, ACC, PARC Group 2 = HPC, EEC, ETC, PC 2025 2026 June-Aug •Group 2 Joint Meetings with Council Aug-Sept •Group 1 work plan review & amendments Sept-Dec •Group 2 Develop Two-yearWork Plan June-Aug •Group 1 Joint Meetings with Council Aug-Sept •Group 2 work plan review & amendments Sept-Dec •Group 1 Develop Two-yearWork Plan Page 14 of 14