PRHSPSC MINS 12-06-2012 City of Federal Way
ARTS COMMISSION
Thursday,December 6th; Federal Way Community Center
7:38 a.m. 876 South 333rd Street
1. CALL TO ORDER
2. APPROVAL OF NOVEMBER MINUTES
3. PUBLIC FORUM (three-minute time limit)
4. COMMITTEE BUSINESS
a. Public Art Committee
i. Committee Chair Report Update Lee 3 min
b. Programs Committee
i. Holiday Tree Lighting Update Mason 5 min
ii. Blue Poppy Day Update Mason 5 min
iii. Committee Chair Report Update Mason 3 min
c. Cultural Outreach Committee
i. Newsletter Update Update Tynan 3 min
ii. Committee Chair Report Update Clemens 3 min
d. Contract for Services
i. Awards finalized Update Hutton 5 min
e. Elections - Chair/Vice Chair Update Weldon 5 min
f. Work Plan Meeting Review Update Weldon 5 min
g. Budget Review Update Hutton 10 min
5. UPCOMING MEETINGS/EVENTS
a. December 6,2012—Commission Meeting—FWCC,Forest Lounge—7:30am
b. December 8,2012—Tree Lighting—Commons Mall—3:30-4:30pm
c. January 9,2013—Chamber of Commerce Membership Luncheon—Twin Lakes
6. ADJOURN
City of Federal Way
ARTS COMMISSION
Thursday,November 1,2012 Federal Way Community Center
7:30 a.m. 876 S 333 rd St.
MINUTES
In attendance: Lorie Weldon(Chair),Maureen Hathaway, Cat Mason,Frances Tanner,Bruce
Lee, Cindy Piennett,Mary Tynan(Vice-Chair), Carrol Clemens
Absent,Excused: Keith Livingston,Martha Arneson,Alt.
Staff: John Hutton,Recreation Supervisor,Debbie Lusebrink,Administrative Assistant
Cody Geddes,Arts&Special Events Coordinator
Chair Weldon called the meeting to order at 7:30 a.m. Mr. Lee MADE A MOTION to approve October
4,2012 minutes,Ms. Piennett SECONDED THE MOTION,MOTION PASSED 6-0. Ms.Piennett
MADE A MOTION to approve October 18,2012 minutes,Ms.Mason SECONDED THE MOTION,
MOTION PASSED 6-0.
PUBLIC COMMENT
None.
COMMITTEE BUSINESS
A. Public Art Committee
I. Committee Chair Report: Mr. Lee reminded everyone that review of Arts Alive event will be
held at his home on November 20.
B. Programs Committee
I. Holiday Tree Lighting: Ms. Mason deferred to Staff Hutton. Staff Hutton spoke with Mr.Roe
and they will be able to coordinate street lights coming on at the same time the tree is lit. To
date,the only entertainment potentially secured is Harmony Kings. Ms.Mason is contacting
the Bell Choir to perform. Ms. Mason also asked for some help with this event. Assignments
made are as follows: Ms.Hathaway will help with promotion of event. She was asked to get
something to Staff Geddes within the next week. Ms.Mason will provide her more information
about the event; Ms. Piennett is in charge of entertainment. Need at least three different groups
to perform for approximately 10 minutes each; Vice-Chair Tynan will coordinate light
refreshments(hot chocolate, cider,cookies),and Staff Geddes will help with"giveaways"
(glow sticks)and also decorations. Mr. Lee offered to take photos at event. Staff Hutton stated
that the Mayor has put"no restrictions"on songs that can be performed. It was agreed by all
that more lights need to be put on tree this year. The event will be held on Saturday, December
8, from 3:30-4:30pm.
II. Committee Chair Report: Ms.Mason had nothing more to report.
C. Cultural Outreach Committee
I. SoCo Culture: Mr. Lee reminded everyone that next meeting is Wednesday,November 14,
from 10:00-11:30am, in the auditorium at Des Moines Beach Park. Topic is"Trends in Social
Media". He also suggested that everyone visit their revamped website. Mr. Lee will add the
Tree Lighting event to their website.
II. Committee Chair Report: Ms. Clemens attended the Tourism Enhancement application
meeting. The matrix for scoring applicants was revised. Two Slavic events coming to Federal
Way: A Folk Art Festival and a Soccer Tournament. No dates given.
D. Contract for Services
I. Procedure/Evaluation: Staff Hutton met with Cary Roe and City Attorney. It has been
suggested that there are flaws in the application process and how to apply grading to the
application. It was agreed that this process needs to be re-examined and revamped. One of the
things discussed was potential conflicts occurring since several of the commissioners are
involved with some of the groups requesting funds. It was suggested that the Commission
Authority memo handed out last year be given out again. Staff Hutton suggested that the best
Arts Commission Minutes 2 November 1,2012
way to remove the conflict issue is for commissioners to recuse themselves from any questions
or judging of applications where they could have a potential conflict. Also,to be mindful of
how grading is done with all applications in order to be consistent across the board. Staff
Hutton reminded everyone that a 501 c3 business can be under someone else's umbrella. Mr.
Lee suggested that the Contract for Services class be reinstated and Staff Hutton stated that will
most likely happen. Staff Hutton suggested going forward to get all changes updated early and
on web for contract for services.
II. Interview Schedule: Staff Geddes passed out interview schedule. He stated Symphony is the
only one that has not confirmed their interview time. Ms. Clemens stated she will remind them
and Staff Geddes will also make another call to them. Staff Geddes was asked to look for
interview questions from last year.
III. Food Order/Interview Night: Staff Geddes passed around.menu and sign-up sheet.
E. Draft Gallery Schedule/Potential Artists: Staff Geddes updated the list. Still not enough artists to
fill dates. Staff Hutton stated other cities are also having a hard time finding artists. Staff Hutton
stated he is working with Historical Society on grates at City Hall. Historical Society would like their
items back by end of November. Mr. Lee suggested possibly the amount paid to judges during Arts
Alive needs to be reviewed. Also,need to fine tune how we disseminate information to artists. Staff
Geddes will update webpage to show artist application deadline as"when filled".
Meeting adjourned at 9:00am.