TOWN OF GILBERT ARTS ADVISORY BOARD, REGULAR MEETING

GILBERT MUNICIPAL CENTER, 50 E. Civic Center, GILBERT ARIZONA

December 6, 2004

BOARD PRESENT: Chairman, Elizabeth Cress - Sweet, Board Member Jose Benavides, Board Member Nancy Genys, Board Member Raphael Ngotie, Board Member Cheryl Williams, Board Member Tracy Leonard

BOARD ABSENT: Board Member Alan Luse, Board Member Amanda Marvin

STAFF PRESENT: Cultural Arts Coordinator Kimberly Grace, Manager George Pettit

ALSO PRESENT: Recorder Margo Fry

CALL TO ORDER:

Chairman Elizabeth Cress - Sweet called the meeting to order at 6:35 p.m.

ROLL CALL:

Ms. Fry called roll and it was determined that a quorum was present.

Minutes ? Approve Meeting Minutes of October 4, 2004

- Approve Meeting Minutes of November 1, 2004

A motion was made by Board Member Nancy Genys and seconded by Board Member Cheryl Williams to approve the minutes of October 4, 2004.

A motion was made by Board Member Nancy genys and seconded by Board Member Cheryl Williams to approve the minutes of November l, 2004.

Board Member Jose Benavides arrived at 6:40 p.m.

COMMUNICATIONS FROM CITIZENS:
None.

DISCUSSION/ACTION ITEMS

GILBERT DAYS

Chairman Elizabeth Cress - Sweet thanked Board Member Jose Benavides for the use of his home while constructing the Gilbert Days float.

Chairman Elizabeth Cress - Sweet stated that she thought the Boards participation in the event was successful and enjoyable for all involved.

MAYOR’S NEW YEARS EVE PARTY

Chairman Elizabeth Cress - Sweet informed the Board that Kimberly Grace had received a list of the artists who will be participating in the Artists Walk at the New Years Eve Party. Ms. Cress - Sweet stated that Sister Cities will also be present with a display.

Chairman Elizabeth Cress - Sweet stated that she will be at the party and asked if any other Board Members would be there. Board Members Nancy Genys and Tracy Leonard both responded that they would be present.

Chairman Elizabeth Cress - Sweet suggested that the Board decide if they wanted to do tile painting with the children or if they would put butcher block paper on the wall for the children to draw on.

Board Member Jose Benavides suggested that everyone bring cookie cutters and other objects for the children to draw objects on the butcher block paper.

Chairman Elizabeth Cress - Sweet suggested that the Members bring crayons and colored pencils and other supplies that they might have access to.

Kimberly Grace stated that she would purchase tape, butcher paper and markers.

Board Member Jose Benavides suggested that the children be asked to draw an object or person that would represent to them their idea of what a Global Village would be.

Kimberly Grace stated that she would be leaving town for the holiday on the 22nd of December and advised that anyone who has any requests or requirements of her should make them prior to that date.

2005 YOUNG ARTISTS COMPETITION

Kimberly Grace stated that she had handed out to everyone a copy of the application form for the Young Artists Competition.

Chairman Elizabeth Cress - Sweet pointed out that this is the Arts Competition and that it is international.

Ms. Cress - Sweet stated that Gilbert’s first place winners art would already be in Washington but that the second, third and fourth place winners art work could be on display at the festival as well as a   personal photograph of the first place artist.

Board Member Jose Benavides suggested that a photograph of the first place winner’s art work be taken and displayed.

Kimberly Grace informed the board that the Director of Economic Development who oversees the Gilbert Sister Cities Program had asked if the Arts Advisory Board would be willing to organize this contest.

Ms. Grace stated that in the past Gilbert High Schools were contacted and the students were encouraged to apply.

Ms. Grace pointed out that the theme for the Young Artists this year is Connecting Global Villages. The students must submit original art work of a specific size which will be judged. The entry that is selected for first place from Gilbert will be shipped off to Washington D.C. to participate in the International Sister Cities Art Contest.

Ms. Grace stated that the winning art work from Gilbert must be in Washington D.C. by April 29th, 2005.

Board Member Cheryl Williams suggested that the Arts Advisory Board have a contest for Elementary grade students.

Board Member Jose Benavides commented that this was tried at a Mayors New Years Eve Party and that there was not significant response even though a bicycle was given away.

Kimberly Grace pointed out that there was no fee for students submitting art work for the contest, however, the first place winner whose work would go to Washington D.C. would pay a $30 entry fee. This entry fee may be picked up by Sister Cities.

Ms. Grace stated that each of the ten final winners at the national level would receive $300 gift certificates.

Board Member Raphael Ngotie suggested that an addition to the Young Artists application be made to explain the connection of the Sister Cities to the contest.

Kimberly Grace responded that this clarification would be appropriate.

A motion was made by Board Member Nancy Genys and seconded by Jose Benavides to support the 2005 Young Artists Competition.

Motion carried 6 - 0

GLOBAL VILLAGE FESTIVAL

Chairman Elizabeth Cress - Sweet pointed out to the Board that Member Jose Benavides had volunteered to Co - Chair the Artists Gallery Art Walk for the festival. Ms. Cress - Sweet stated that Board Member Amanda Marvin will Co - Chair and assist with making contacts to different arts groups before the festival. Ms. Marvin will act as liaison between Mr. Benavides and Kimberly Grace and also help to decide whose work would be acceptable in a family atmosphere.

Chairman Elizabeth Cress - Sweet informed the Board that the Town Manager had hired an Events Coordinator to direct and assist in the actual staging of the festival.

Kimberly Grace pointed out that she has e - mailed everyone on the Board a document regarding Global Village which contains a list of committees which will be involved in the event.

Chairman Elizabeth Cress - Sweet informed the Board that Nancy Genys will Chair the entertainment area.

Kimberly Grace stated that there are several committees who have met and decided on a general plan for focus areas in the festival.
Ms. Grace said that the committees involved will include members of the Human Relations Commission, Sister Cities Program and the possibly the Community Activities Board.

Kimberly Grace pointed out that there are a great number of volunteers needed for the festival. These volunteers are needed for planning, setup, participation and breakdown of the festival.

Ms. Grace stated that The Volunteer Committee would handle recruitment and assigning volunteers to different areas as needed. Ms. Grace pointed out that she would work with whoever is on these committees and that the committees will meet with The Coalition for direction and would not be expected to operate without guidance and assistance.

Chairman Elizabeth Cress - Sweet informed the Board that there is an organization called the Citizens Action Network that assists in finding volunteers for community projects and that they could be a valuable resource for the committees.

Board Member Tracy Leonard volunteered to Co - Chair the Volunteers Committee.

Board Member Nancy Genys informed the Board that Mesa Community College has a Volunteers Service Club and suggested that the Board contact them.

Chairman Elizabeth Cress - Sweet suggested that Sue Mitchell, who is an official with the Girl Scouts, be contacted because of the Scouts involvement with international activities.

Board Member Cheryl Williams asked the Board who was in charge of Creative Nation.

Chairman Elizabeth Cress - Sweet stated that Gayle Disch was in charge of Creative Nation.

Board Member Cheryl Williams asked Member Nancy Genys what kind of help she was in need of.

Board Member Nancy Genys responded that she needed assistance in finding performers. Ms. Genys suggested that Mesa Merry Main Street be contacted as there were many ethnic groups represented at that event.

Board Member Nancy Genys informed the Board that she is disturbed by how much the Event Coordinator will cost. Ms. Genys points out that the Event Coordinator is one third of the budget and her desire that someone be found to do the job for a lesser fee.

Chairman Elizabeth Cress - Sweet pointed out that it was an administrative decision to hire the Events Coordinator and then asked Mr. Pettit to explain to the Board specifically what the Coordinator’s duties would be.

Town Manager, George Pettit explained that there was a significant amount of effort involved in coordinating an event of this size, including the handling of vendors, scheduling and coordinating all of the committees, calculating the cost of staging and Porta Johns, communicating with Parks and Recreation, Utilities, Fire Departments, Traffic Control, etc. and all of the documentation that these things entail. Mr. Pettit stated that it takes a considerable amount of time and commitment to organize, schedule and coordinate an event of this sort and that there are not staff at this time to physically do the amount of work that is required.

Mr. Pettit suggested that instead of the $22,000.00 budget which has been delegated that the Board raise its goal to $30,000.00 to offset the cost of the Events Coordinator.

Board Member Raphael Ngotie asked if the Events Coordinator would secure sponsors for the event.

Mr. Pettit responded that this is something that could be done for a percentage of the pledges.

Kimberly Grace stated that the next meeting of the Coalition would be held on December 16th, 2004 at 5:30 p.m.

Chairman Elizabeth Cress - Sweet suggested that the meetings for the remainder of the year be scheduled at the December 16th meeting.

ORDINANCE 1598

Kimberly Grace pointed out that she had handed out a copy of Ordinance 1598 to each Board Member. Ms. Grace advised the Board that this new ordinance was passed by the Mayor and Council on October 5th, 2004 and relates to attendance of all Boards and Commissions. Ms. Grace read the body of the document to the Board.

Chairman Elizabeth Cress - Sweet asked how many positions were open on the Arts Advisory Board at the present time.

Kimberly Grace responded that there were four regular positions and one alternate position open at this time.

MEETINGS WITH OTHER ADIVSORY BOARDS
Board Member Nancy Genys stated that the Community Activities Board had requested that she be the liaison between their committee and the Arts Advisory Board on the Global Village event, however, it was her understanding that the Arts Advisory Board feels that she should not take that position.

Kimberly Grace responded that her thought on the matter was that since Ms. Genys was working so hard on the Arts Advisory Board that being a liaison with another Board would be taxing on her time, however, it was Ms. Genys’s decision if she wanted to assume that position.

FUTURE MEETINGS

Chairman Elizabeth Cress - Sweet stated that the next Board meeting is scheduled for January 3rd, 2005 and that a vote should be taken for Chair and Vice - Chairman at that time.

Chairman Elizabeth Cress - Sweet stated that there are two Festival meetings scheduled, one on the 6th of January and one on January 13, 2005.

SUBCOMMITTEE REPORTS

Public Art Subcommittee
No report given.

Advocacy Subcommittee
Board Member Nancy Genys reported that Amanda Marvin will no longer be on the Subcommittee because of other obligations. This will leave a vacancy on the Subcommittee.

Ms. Genys asked for a clear definition of how much money each committee should be responsible for raising for the Global Village event.

Ms. Genys stated that she had made contact with The Gilbert Promotional Corporation and was told that they were interested in helping; however, two meetings were scheduled and subsequently canceled.

Community Arts Partnership Subcommittee
No report given.

COMMUNICATIONS FROM STAFF

Kimberly Grace stated that the new art exhibit is by Gilbert painter Barbara Simcoe and that her work will be on display until January 20th, 2005.

COMMUNICATIONS FROM BOARD CHAIR
Chairman Elizabeth Cress - Sweet stated that she will send a list of names of people who want to help with volunteers to Board Member Tracy Leonard.

ADJOURNMENT

Chairman Elizabeth Cress - Sweet asked for a motion to adjourn.

A motion to adjourn was made by Nancy Genys and seconded by Tracy Leonard.

Meeting was adjourned at 7:40 p.m.

Chairman Elizabeth Cress - Sweet

Recorder Margo Fry