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HomeMy WebLinkAbout2023-05-25 Arts & Commission Meeting PacketAgenda Arts and Culture Commission City Of Edina, Minnesota City Hall - Community Room Thursday, May 25, 2023 4:30 PM I.Call To Order II.Roll Call III.Approval Of Meeting Agenda IV.Approval Of Meeting Minutes A.Minutes: Arts and Culture Commission April 27, 2023 V.Special Recognitions And Presentations A.Board and Commission Member Review VI.Community Comment During "Community Comment," the Board/Commission will invite residents to share relevant issues or concerns. 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. Generally speaking, items that are elsewhere on tonight's agenda may not be addressed during Community Comment. 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 sta% for consideration at a future meeting. VII.Reports/Recommendations A.2023 ACC Workplan Updates B.Upcoming ACC Meetings Discussion VIII.Chair And Member Comments IX.Sta/ Comments A.Upcoming Classes and Events at the Art Center X.Adjournment 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 ampli2cation, an interpreter, large-print documents or something else, please call 952-927-8861 72 hours in advance of the meeting. Date: May 25, 2023 Agenda Item #: IV.A. To:Arts and Culture Commission Item Type: Minutes From:Laura Fulton, Recreation Supervisor Item Activity: Subject:Minutes: Arts and Culture Commission April 27, 2023 Action CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Please approve the meeting minutes from the April 27, 2023 ACC meeting INTRODUCTION: Attached, please find meeting minutes from the April 27, 2023 Arts and Culture Commission meeting. ATTACHMENTS: Description Minutes: Arts and Culture Minutes April 27, 2023 Draft Minutes☒ Approved Minutes☐ Approved Date: Minutes City Of Edina, Minnesota Arts and Culture Commission City Hall Community Room Thursday, April 27, 2023 I. Call To Order Chair Westlund called the meeting to order at 4:35 p.m. II. Roll Call Answering roll call were Commissioners Amlaw, Curtin, OShea, Scully, Stemmler, Zbaren; Student Commissioners Konkimalla; and Chair Westlund. Staff Present: Parks and Recreation Director, Perry Vetter, Staff member Jeanette Colby Commissioner Fram entered the meeting at 4:45 p.m. III. Approval Of Meeting Agenda Motion made by Curtin to approve the April 27, 2023 meeting agenda, seconded by Amlaw. Motion carried. IV. Approval Of Meeting Minutes Motion made by Amlaw to approve the March 30, 2023 meeting minutes, seconded by Zbaren. Motion carried. V. Reports/Recommendations A. Update on Art Facility Space Planning Discussion • Director Vetter introduced Hennepin County’s plan to build a new library facility on the plot at York and 70th Street. • Commission discussed the opportunity to co-locate new art center facilities within the structure. • Director Vetter discussed funding opportunities. • Commission voiced support of moving forward with the goal of partnering with Hennepin County to build a new art center in conjunction with a new library and requested to be more active participants as the project moves forward. B. 2023 ACC Workplan Updates • Initiative #2: Street art Policy and Practices i. Commissioner Stemmler updated on initiative research and discussed what other cities have done to create a plan for street art and how this could contribute to a larger public art plan for the city. ii. Commissioner Fram discussed an arts and culture public art program and art zone in California that the Commission was interested in. • Initiative #4: New Art Center Draft Minutes☒ Approved Minutes☐ Approved Date: i. Chair Westlund mentioned that the initiative group will be touring the Lakeville Art Center and is setting up visits to other sites. • Initiative #6: Grow the ACC presence at Performances on the Plaza, Fall into the Arts, Edina Fourth of July Parade, Juneteenth, and other city events. i. Commissioners will not have a table at the Edina Art Fair but could volunteer through the 50th and France Association. • Initiative #7: Microgrant Process i. Commissioner Curtin updated that she and Commissioner Faeth are working on a document to submit to the rest of the Commission for review. C. Human Service Task Force – call for Volunteers • Chair Westlund requested a volunteer from the ACC to sit on the Human Services Task Force. At the time of the meeting, there were no volunteers. VI. Chair and Member Comments A. Chair Westlund thanked everyone for participating at the work session with the City Council. B. Commissioner Stemmler mentioned the ACC look into asphalt art and a Bloomberg Philanthropic Grant to implement asphalt art. He will be listening in to a presentation on May 11. VII. Staff Comments A. Staff member Colby updated Commission on upcoming activities at the Edina Art Center. VIII. Adjournment Motion was made by Fram to adjourn the April 27, 2023 meeting of the Arts and Culture Commission, seconded by O’Shea. Motion carried. Meeting adjourned at 6:18 p.m. Date: May 25, 2023 Agenda Item #: V.A. To:Arts and Culture Commission Item Type: Other From:MJ Lamon, Community Engagement Manager Item Activity: Subject:Board and Commission Member Review Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: None, informational only. INTRODUCTION: Community Engagement Manager MJ Lamon will conduct the annual Board and Commission Member Review presentation, including work plan development planning. ATTACHMENTS: Description Member Review Presentation 1 Board & Commission Member Review Updated 2023.03.28 Agenda Review •Roles •Advisory Groups Work Plan Development •Citywide work plans •Calendar •Roles •Subgroups Ethics •Gifts •Conflict of Interest •Code of Ethics Council StaffCommissions Decide Strategy Advise Council Community Perspective Manage operations, Implement Policy, Advise Council Technical Analysis Council •Make policy-level decisions •Hire & supervise City Manager •Approve-Budget and related work plan -Ordinances and policy decisions -Development proposals -Variances and rezoning requests•Appoint advisory boards and commissions Staff •Provide best efforts and technical advice to Council•Manage operations and staff •Propose budget and policies •Carry out Council decisions •Deliver services•Equitable enforce codes and policies Advisory Boards, Commission & Task Forces •Provide community perspective on values and needs•Propose work plan items •Advise the council through work plan charges•Hold hearings as directed by Council•Assist as directed in work plan with engagement efforts Roles 4 Elected Officials Fundamentals: •Make policy-level decisions •Hire & supervise City Manager •Approve -Budget and related work plan -Ordinances and policy decisions -Development proposals -Variances and rezoning requests •Appoint advisory boards and commissions 5 Staff Liaisons Fundamentals: Provide technical expertise to Council & commissions Communicate commission work to City Council Manage commission records Advisory Boards & Commissions Fundamentals: Advisory to the Council Community Perspective Additional Community Voice and Context Share the Load Buffer for Council Training Ground for Future Leaders Levels of Engagement Increasing Impact on the Decision Inform Consult Involve Collaborate Empower SHARE COLLECT BRING TOGETHER Board & Commissions Task Forces Website Open House Public Hearing Workshop Survey Focus Groups Public Meetings Publications City Extra Correspondence Stakeholder Interviews Fact Sheets Comment FormsFairs/Events Tours & Field Trips 9 8 Legitimacy & Accountability Boards, Commissions & City Staff Legitimacy from the City Council Accountable to the City Council 9 We will not always agree…Council City StaffBoards & Commissions Decide Technical AnalysisCommunity Perspective Provide Council with the best information possible during the decision making process. 10 Commission Subcommittee Working Group Tenure Ongoing Temporary Temporary Members Residents Commission members only Commission + Public members Scope Work Plan Work Plan Item Work Plan Item Open Meeting Law Required Not required Not required Staff Support Yes No Not typically Reports To Council Commission Commission Work Plans 11 14 Budget Work Plan Pillars / Budget Work Plan Values Stewardship •We make wise investments that focus on the best long-term value for residents. Equity •We provide equitable opportunities for people to participate in their City government and access City institutions, facilities, and services. Health •We use a Health-in-All Policies approach to promote and protect the physical, mental and social wellbeing of all people who live, work or visit Edina. Sustainability •We ensure that our policies, decisions, and plans have a positive impact on people and the planet now and for future generations. Values Viewfinder 16 Work Plan Development WWW.EDINAMN.GOV 17 Council Staff Commission Work Plan Calendar January Work plans begin June–Aug. Develop proposed work plan September Approved work plans due October Chair presents work plans to City Council November Staff presents work plan to City Council December Work plans approved by City Council 15 Work Plan Development Roles WWW.EDINAMN.GOV 19 Commission Chair •Lead work plan development •Make sure work plan is not overloaded •Ensure there is a “lead(s)” to each initiative •Present proposed work plan to City Council Staff Liaison •Provide technical expertise, recommendations and advice to the commission •Provide clear recommendations to City Management and/or Council to consider •Ensure work plan template fields are completed 16 20 Charge 1: Study & Report Study a specific issue or event and report its findings to the Council No vote No recommendation Charge 2: Review & Comment Review specific policy issue and staff will seek comments from each individual member of the group to pass on to Council No vote No recommendation Charge 3: Review & Recommend Review a specific policy issue and provide a recommendation on the issue to Council Majority vote required Recommendation Charge 4: Review & Decide Study, review and decide on an issue. The decision will be the City’s official position on the matter unless it is formally reversed by Council Majority vote required Decide Work Plan vs Non-Work Plan Items 21 Work Plan Items •Approved by City Council •Focus work •Alignment with overall work of the council •Dedicated resources •Delegation of some authority and staff time Non-Work Plan Items •Items not approved by City Council, including items located in the “parking lot” •No dedicated resources •Can ask Council for work plan modification through advisory communication (rare) 18 Ethics & Conduct 22 Rights & Responsibilities 23 Rights •You are a resident •Ability to engage on topics of interest •Speak as a resident at public hearings or community comment regarding topics not related to commission work Responsibilities •You are a board or commission member •Represent the decision of the board/commission •Use board/commission communication channels to provide feedback regarding topics related to work Conflict of Interest 24 DEFINITION Any member who has a financial interest in, or who may receive a financial benefit as a result of, any BC action or if there is potential for the appearance of conflict of interest WHAT SHOULD YOU DO Disclose the conflict or interest to the group Abstain from discussing or voting on the matter 26 Gifts 25 DEFINITION Any invite or item of value from an “interested party” in conjunction with your board and commission work WHAT SHOULD YOU DO Abstain from taking the gift Contact your staff liaison EXAMPLE Code of Ethics WWW.EDINAMN.GOV 26 •I have been entrusted by the Edina City Council to perform my duties and services as a volunteer Board or Commission Member in manner that is always in the best interests of the community of Edina. •While honest differences of opinion may develop, I will work harmoniously with other Board or Commission members to assure residents the services they require. •I will invite all residents to express their opinions so I may be properly informed prior to making my decisions. I will make them based solely upon the facts available to me. I will support the final decision of the Board. •I must devote the time, study and thought necessary to carry out my duties. •I understand that the Board or Commission members recommend policies, the City Council establishes policies and the staff is responsible for administering the policies of the City Council. •I understand that as a Board or Commission Member, I have no authority outside of the proper meeting of the Board. •I understand that all Board meetings shall be open to the public, except as provided by law. •I understand that it is my duty as a Board or Commission member to treat all residents, staff and fellow Board and Commission members in a respectful and professional manner at all times. •I will withdraw from discussions and decision-making actions in cases where I have a conflict of interest and I will disclose those conflicts of interest when they arise. WWW.EDINAMN.GOV 27 Questions? Date: May 25, 2023 Agenda Item #: VII.A. To:Arts and Culture Commission Item Type: Other From:Laura Fulton, Recreation Supervisor Item Activity: Subject:2023 ACC Workplan Updates Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action required. INTRODUCTION: Attached, please find the ACC updated workplan outline and information for discussion on Initiative #7. ATTACHMENTS: Description 2023 ACC Workplan Updates Initiative #7 Draft: Arts and Culture Community Microgrant Program (City of Edina logo) Arts and Culture Community Microgrant Program 2023 Guidelines (DRAFT) Arts, creative expression, and culture in the City of Edina enriches residents and visitors and contributes to a high quality of living. Arts and culture are woven into the fabric of the community and linked to as many aspects of the community and life as possible to be always visible and in the consciousnesses of observers. Purpose In support of the 2018 Edina Comprehensive Plan’s Arts and Culture goals, the City of Edina, in partnership with the Edina Arts and Culture Commission, has created an easily accessible opportunity for Edina residents to request and obtain city resources in the form of community microgrants to support and facilitate arts and culture activities and events within Edina. As highlighted in the Comprehensive Plan, there is a desire to weave “arts, culture and creative expression into the fabric of the community” and link to “as many aspects of the community and life as possible”. These points of connection “contribute to a community where arts and culture are always visible and in the consciousness of observers”. The Edina Arts and Culture Community Microgrant Program supports the following goals as outlined in the Comprehensive Plan: • Goal 1: To provide opportunities for people to come together in the creation and celebration of art and culture, building inclusive communities. • Goal 3: Activate community spaces with dynamic programming that includes a broad array of art forms and expressions accessible to all. • Goal 5: Establish a formal role for artists and other creative thinkers to participate in forward-looking plans for Edina. Priorities According to the Comprehensive Plan, current and near-horizon trends will impact the way arts and culture are incorporated into daily life in our community. The Edina Arts and Culture Community Microgrant Program supports the following trends: • Demographic changes - increased diversity and population density. Art and culture opportunities within neighborhoods are easily accessible. • Lifelong learning interest - residents seeking experiences that inform and inspire • Range of experiences - opportunity to leverage arts and culture initiatives to bring Edina residents together as a community • Relevance - ability for residents to respond to current events and community changes Eligibility Applicants must meet ONE of the following: • Be an individual • Be part of a neighborhood group or association (as defined by City policy) • Be a legally formed non-profit doing business for the benefit of the City of Edina residents Applicants must meet ALL of the following: • Project venue must be located in the City of Edina • Event must be open and accessible to the public • Projects must not have happened before the date of submission • Project must provide artistic and/or cultural benefit to the City of Edina The eligibility criteria only determines eligibility to apply and does not guarantee applicant will be recommended or receive funding. Proposals All proposals must provide benefit to residents of Edina and be publicly accessible. Proposals may encompass a variety of artistic disciplines and a range of formats, including, but not limited to, visual arts, performing arts, literary arts, culturally based arts, and arts-integrated technology programs. Priority is given to projects that: • Actively engage the community • Have a well-defined implementation plan • Demonstrate a broad range of community support • Collaborate and partner with community organizations to broaden access and increase program impact • Provide multiple levels of community engagement • Provide access to underserved communities and populations All proposals should strive to address access and equity in the planning and implementation of the project. Funded projects are required to abide by federal regulations which bar discrimination on the basis of race, color, national origin, religion, disability, age, sexual orientation, gender, or gender identity. ECMP will prioritize proposals which are equitable and reflective of the Edina community; therefore, proposals just address barriers or engagement and entry and ensure all individuals of the community and visitors have equitable access to artistic and cultural programs. We would like to capture other needs that the City can provide from the applicant as well – do they need a permit? City space? Other? Make sure the program is more than just about funding – utilizing city resources, etc. Include options available on application. Program Outcomes How do we want to measure success of the program? Funding Limits and Requirements Applicants may request up to XX% of the cost of the proposed project up to a maximum of $XXX (1,000?). Funding MAY be used: • Publicly accessible arts and cultural presentations in any art form by organizations and/or artists within the City of Edina • A single event or series of events or project in any artistic discipline or cultural tradition • Arts and cultural festivals • Arts education programs • Traditional folk arts presentations, hands-on demonstrations or events or traditional arts preservation programs • Public art that will benefit the residents of Edina • Work that promotes the Edina arts and cultural sector • Equipment and tools for art making purposes (e.g., technology, costumes or tools of the trade) may be funded. Funding MAY NOT be used: • Travel expenses for professional development • Purchase of works of art • Purchase of permanent equipment, land, buildings, or construction services (capital expenditures) • Fundraising events • Trusts or endowments • Debt reduction efforts or ongoing deficit operations • Programs with religious or sectarian purposes or that are part of scheduled religious services • Expenses incurred before the start date of the grant contract • Programs which aid or service political campaigns or political groups Submission Guidelines All proposals must be submitted electronically on or before the submission deadline as stated on the City of Edina website. Applicants are urged to submit proposals prior to the deadline date to avoid being late. Proposals that are incomplete, late, or submitted by a method other than electronically thorough the website will not be eligible for consideration. Application Instructions • Individuals or organizations may submit only one application per year • If the proposal involves a partnership, only one individual or organization may submit an application. • Proposals must be submitted online using the City of Edina website (is there a portal name?) • Complete all sections of the application thoughtfully, thoroughly and accurately. Incomplete applications will not be considered. • Pay attention to word limits and ensure answers are clear and concise. • Be sure to scan and upload any project documents as required. Program Budget Instructions TBD Application Checklist The following information must be submitted electronically as part of the proposal application: • ECMP Application Form • ECMP Budget Form Proposal Review Process Applications are reviewed for eligibility, accuracy and completeness by the City’s … department prior to being submitted to the Edina Arts and Culture Commission (ACC). The ACC is appointed by Edina City Council and provides expert peer review through its analysis of the individual application, project budget and supporting materials. The Arts and Culture Commission reviews proposals in accordance with established criteria and selects programs for funding. All proposals are individually evaluated and given numerical scores in addition to narrative comments to ensure equity and fairness in the evaluation process. Proposal Review Criteria Proposals will be individually evaluated and scored according to the following criteria and point allocation up to a maximum score of 30. Artistic Merit – 10 points • High artistic quality of programs (as evidenced by Artistic Documentation Materials and artistic evaluation) • Appropriate training, qualifications, and experience of artistic personnel and participating artists • Innovation, creativity, and uniqueness of programming with an emphasis on presentation and cultural diversity Feasibility of the Project – 10 points • Applicant has thought about all aspects of the project and planned accordingly • Required qualifications and effectiveness of program staff or volunteers in relation to standard practices in the field • Proven track record in promoting and completing previous programs • Evaluation procedures are in place that reflect best practices in the industry • Budget information is complete, correct, and fully disclosed • Quality grantsmanship (follows guidelines, application and accompanying materials are correct, neat, legible, and appropriate; has fulfilled all requirements of previous Edina grants Community Impact – 10 points • Benefit of the project to targeted audience of Edina • Identified impact of the project on the intended community/target audience • Use of administrative and artistic personnel that represent the diverse composition of the community/core audience/target audience Total points possible…30 Notification of Award Applicants approved for funding will receive formal notification from the City…department. Funded program applicants must provide the following documentation prior to contract execution. • Project Confirmation • Background Check (if applicable) • Certificate of Insurance (with City as an insured party on the organization’s liability coverage for City-funded activities) Funded program applicants must enter into a legally binding contract with the City of Edina prior to delivery of the project and receipt of the funds. Project Implementation Period Projects may be implemented after the contract has been executed by all required parties. All projects just be completed in the year in which services are contracted (January 1-December 31). Important Dates Application Period Opens Application Workshops? Proposal Submission Deadline Staff application review ACC review and deliberation Funding awards finalized Applicants notified of approved awards Approved applicants begin contract process Contracts finalized and executed Contracted projects are completed Marketing Plan TBD Other: Decide on a name for the program Date: May 25, 2023 Agenda Item #: VII.B. To:Arts and Culture Commission Item Type: Other From:Laura Fulton, Recreation Supervisor Item Activity: Subject:Upcoming ACC Meetings Discussion Discussion CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: Discuss upcoming meetings. INTRODUCTION: Discuss upcoming meetings and schedules. ATTACHMENTS: Description Upcoming ACC Meetings April 25, 2023 Arts and Culture Commission Laura Fulton, Recreation Supervisor Upcoming 2023 Meetings and Events Date 2022 Meetings Time Location Thurs. May 25 Regular Meeting 4:30 pm Edina City Hall; Community Room June 2 – June 4 Edina Art Fair 50th and France June 19 Juneteenth Celebration Centennial Lakes Park Thurs. June 22 Regular Meeting 4:30 pm Edina City Hall; Community Room July 4 July 4th Parade Vernon Ave./City Hall Thurs. July 27 Regular Meeting 4:30 pm Edina City Hall; Community Room Thurs. Aug. 24 Regular Meeting 4:30 pm Edina City Hall; Community Room Sept. 9 & 10 Fall into the Arts Festival Centennial Lakes Park Thurs. Sept. 28 Regular Meeting 4:30 pm Edina City Hall; Community Room Thurs. Oct. 26 Regular Meeting 4:30 pm Edina City Hall; Community Room **Thurs. Nov. 16 Regular Meeting 4:30 pm Edina City Hall; Community Room **Thurs. Dec. 14 Regular Meeting 4:30 pm Edina City Hall; Community Room ** Meetings adjusted due to holiday schedule. Date: May 25, 2023 Agenda Item #: IX.A. To:Arts and Culture Commission Item Type: Other From:Laura Fulton, Recreation Supervisor Item Activity: Subject:Upcoming Classes and Events at the Art Center Information CITY OF EDINA 4801 West 50th Street Edina, MN 55424 www.edinamn.gov ACTION REQUESTED: No action required INTRODUCTION: Attached, please find the upcoming June programming happening through the Edina Art Center. ATTACHMENTS: Description Upcoming Programs and Classes at the Edina Art Center May 25, 2023 Arts and Culture Commission Laura Fulton, Recreation Supervisor Upcoming Art Center Programming and Events June Classes and Events Special Events and Workshops Free First Saturday Art Lab All ages welcome With so many art options, let’s explore them all! Staff will be on hand to assist as families explore the many different mediums available. Saturday, June 3 10 a.m. – noon $10 per family, registration required Art: Try it Out! For Preschoolers Ages 2-6 (with caregiver) Every Friday 10:30 – 11:30 Edina Art Center $16 per session Art in the Park Ages 5 – 8 Wednesdays, June 14 – July 26 9:30 – 11:00 am Walnut Ridge Park $15 per session New Program! Pop-up Art in the Park: Art on the Go Thanks to a grant from the Minnesota Parks and Recreation Foundation, we will be hosting free pop-up art programs all summer long! Join us on Sundays at Centennial Lakes Park from 1-3 p.m. STAFF REPORT Page 2 where our Pop-up Artists will be leading families in different fun arty ideas! More information coming soon! Anime Ages 9-14 Mondays, June 12 & 19 5:30 – 7:30 pm $45 Do you love anime and manga? Join this two-session class to learn how to draw this style of person, animal or superhero! Supplies included or bring your own sketchbook. Instructor: Violet- Conchita Sunde Create a Fairy Garden Ages 8 – 17 Friday, June 23 9:00 am – noon $45 Come learn how to build a fairy garden! A fairy garden is a miniature garden that makes a perfect home for mischievous fairies, dragons and garden gnomes. We will use model magic, rocks, sand and more to build our imaginary scene. Instructor: Lisa Vitkus Curated Conversations: Views of America Adult and Teen Wednesday, June 14 1:00 – 2:30 pm Free, at Arneson Acres Park Curated Conversations is a monthly discussion group open to anyone interested in exploring the collection of the Minneapolis Institute of Art and beyond. The presentation this month, on Flag Day, focuses on interpretations of the United States from various artists. Facilitator: Jeanette Colby Acrylic Pour Painting Adult and Teen Monday, June 19 6:30 – 8:30 pm Experience the magical world of fluid acrylics & pouring medium! Create two 8”x8” canvases and transport home in a provided box. Take advantage of the classroom experience and don't worry about the mess! Supplies included. Instructor: Lisa Vitkus Beginning Abstract Painting Adult and Teen Thursdays, May 11 – May 25 $75 Get started with abstract painting in this three-session class. You will learn to select and mix a personal palette, explore mark making with various tools, learn how to work in layers and deepen your understanding of contrast and composition. Supplies included. Instructor: Lockie Chapman STAFF REPORT Page 3 Classes that are ongoing that may already be full or are mid-session: Exploring Abstracts Drawing Portraits from Photos Beginning Oils & Acrylics Pastel Landscape Beginning Watercolors Open Studio happens every Wednesday from 1-5 p.m. and Friday from noon to 4 p.m. at the Edina Art Center. Join your friends at the Art Center to practice your craft. $5 per person. And don’t forget to tell all your friends about the Summer Camp opportunities we have through the Edina Art Center!