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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.