CITY OF SAN RAMON ARTS ADVISORY COMMITTEE

AGENDA

Christina Vigilia, Chairperson * Jenna McCoy, Vice-Chair Magali Le Bouder * Patrick Jon Gutierrez * David Owens * Partha Mitra * Naina Shastri

John Mani – Alternate * Stephen R Doran - Alternate

Alcosta Senior & Community Center – Room 112, 9300 Alcosta Blvd.

December 18, 2019 7:00 P.M.

AGENDA QUESTIONS: PLEASE CALL THE PARKS & COMMUNITY SERVICES DEPT. (925) 973-3321

Documents received after publication of this Agenda and considered by the Arts Advisory Committee in its deliberation will be available for inspection at Dougherty Station Community Center , 17011 Bollinger Canyon

Road during normal business hours and in a binder at the Arts Advisory Committee meeting.

1. CALL TO ORDER

2. ROLL CALL

3. SPECIAL ITEMS/ANNOUNCEMENTS

4. PUBLIC COMMENT OR WRITTEN COMMUNICATION At this time, those in the audience are encouraged to address the Arts Advisory Committee on any item not already included on today’s agenda. If possible, comments should not exceed five minutes. If this is not considered sufficient, time to address the issue, please arrange with staff to have that item placed on the agenda for a future Committee meeting.

5. APPROVAL OF MINUTES

5.1 Approval of November 20, 2019 Meeting Minutes 6. COMMITTEE BUSINESS

6.1 Cultural Growth Program Application - Hansamo Showcase Presented by Adam Chow, Recreation Supervisor

6.2 Review and Provide Feedback on the Cultural Growth Program Presented by Adam Chow, Recreation Supervisor

6.3 2019 Annual Report Review Presented by Adam Chow, Recreation Supervisor

7. STAFF MEMBER ITEMS

7.1 San Ramon Performing Arts Attendance

7.2 Upcoming Cultural Arts Events

8. COMMITTEE, COMMISSION & COUNCIL MEMBER ANNOUNCEMENTS

9. ADJOURNMENT The next Arts Advisory Committee meeting will be held on January 15, 2020 at 7:00pm at the Alcosta Senior & Community Center, 9300 Alcosta Blvd., San Ramon, CA 94583.

I hereby certify the attached Arts Advisory Committee agenda was posted 72 hours before the noted meeting.

Dated: December 13, 2019

Page 1 of 2

CITY OF SAN RAMON ARTS ADVISORY COMMITTEE MEETING 1

November 20, 2019 2

DRAFT 3

4 5

1. CALL TO ORDER (Audio :03) 6 7

Committee Vice Chair McCoy called the Arts Advisory Committee Meeting to order at 7:00pm. 8 The meeting was held at the San Ramon Community Center at 12501 Alcosta Blvd., San Ramon. 9

10 2. ROLL CALL (Audio :13) 11

12 Present: 13 Committee Members Doran, Gutierrez, Le Bouder, McCoy, Mitra, Owens, and Shastri. 14 15 Absent: 16 Chair Vigilia, Committee Member Mani. 17 18 Staff Attendees: 19 Adam Chow, Recreation Supervisor 20 21 Other Attendees: 22

Will Doerlich, PCS Commissioner 23 Amber Lee 24 Keertana Sreekumar 25 26

3. SPECIAL ITEMS/ANNOUNCEMENTS (Audio :50) 27 28

4. PUBLIC COMMENT OR WRITTEN COMMUNICATION (Audio 1:00) 29 30

At this time, those in the audience are encouraged to address the Arts Advisory Committee on 31 any item not already included on today’s agenda. If possible, comments should not exceed five 32 minutes. If this is not considered sufficient, time to address the issue, please arrange with staff to 33 have that item placed on the agenda for a future Committee meeting. 34 35

5. APPROVAL OF MINUTES (Audio 8:41) 36 37

Committee Member Owens motions to accept the minutes of the October 16, 2019 meeting and 38 was seconded by Committee Member Mitra. The motion was passed 7-0-2-0. 39

40 6. COMMITTEE BUSINESS (Audio 10:01) 41

42 Item 6.1 Public Art Website and Rack Card Review, Presented by Adam Chow, Recreation 43 Supervisor. (Audio 10:04) 44

45 Item 6.2 2019 Annual Report Discussion, Presented by Adam Chow, Recreation Supervisor 46 (Audio 21:38) 47

Page 2 of 2

48 7. STAFF MEMBER ITEMS (Audio 36:06) 49

50 Item 7.1 San Ramon Performing Arts Attendance (Audio 36:10) 51 52 Item 7.2 Upcoming Events (Audio 40:32) 53 54

8. COMMITTEE, COMMISSION & COUNCIL MEMBER ANNOUNCEMENTS (Audio 45:19) 55 56

9. ADJOURNMENT (Audio 1:01:17) 57 58

The meeting adjourned at 8:02pm. The next Arts Advisory Committee meeting will be held on 59 December 18, 2019 at 7:00pm at the Alcosta Senior and Community Center, 9300 Alcosta Blvd. 60 San Ramon, CA 94583. 61

Submitted by Adam Chow, Recreation Supervisor. 62

AAC 12/18/19 ITEM 6.1

Arts Advisory Committee Meeting Staff Report Date: December 18, 2019 From: Adam Chow, Recreation Supervisor Subject: Cultural Growth Fund Application – Hansamo Showcase Recommended Action: Review the Cultural Growth Fund application received from Hansamo for the Hansamo Showcase at the Dougherty Valley Performing Arts Center (Attachment A) and make a recommendation to approve or deny the application, and, if approved, recommend a not to exceed amount. Background: The Cultural Growth program (Attachment C) was implemented in 2008/09. One dollar for every ticket sold at the Dougherty Valley Performing Arts Center and the Front Row Theater is collected and held in the Cultural Growth Fund. The funds are earmarked to offset rental fees for groups that want to produce a performance that will augment or enhance the current cultural offerings in San Ramon and/or fund projects at the theater like improved sound equipment, lighting or signage. Any group can apply for Cultural Growth funds to offset the cost of renting the Dougherty Valley Performing Arts Center and/or the Front Row Theater. The Arts Advisory Committee will review the applications and make recommendations based on the proposed time of year, target audience, budget for the show, marketing and the overall appeal to the community. If a group who has been granted Cultural Growth Funds makes enough money on ticket sales to cover the rental of the theater, then no funds will be disbursed from the Cultural Growth Fund. The fund will only be used to cover shortfalls when ticket sales are not sufficient to cover the cost of renting the theater. The fund is not available to pay performer fees or marketing costs. Any funds that were earmarked for a specific group and then not needed will be left in the fund for use by another approved non-profit event or to purchase equipment for the theater. The Arts Advisory Committee approved Hansamo for a Cultural Growth Fund Grant on January 17, 2018 for the 2018 Korean Cultural Showcase. Hansamo applied for a Cultural Growth Fund Grant on January 16, 2019 for the 2019 Korean Cultural Showcase and was approved by the Arts Advisory Committee.

AAC 12/18/19 ITEM 6.1

Below is information regarding both events Year Event Grant

Amount Amount Used

Tickets Sold

Comp Tickets

Total Tickets

2018 Korean Cultural Showcase $2,000 $1,729.20 99 145 234 2019 Korean Cultural Showcase $2,000 $1,511.00 191 59 250 Fiscal Impact: There is currently $3,196.96 available in the Cultural Growth Fund for use in the 2019-20 fiscal year to offset theater rental costs. If the funds are not used in the 2019-20 fiscal year, they will be held for use in 2020-21. Steps Following Approval: Staff will contact the applicants and advise them of the acceptance or denial of the application. If use of the Cultural Growth funds is granted the Theater Manager, will monitor the amount and report to the committee following the event. Attachments: Attachment A: Cultural Growth Fund Application – Hansamo Showcase Attachment B: 2020 Hansamo Showcase Expense Estimate Attachment C: Cultural Growth Fund Program

CITY OF SAN RAMON

Cultural Growth Fund Application

CLIENT INFORMATION:

Name of Group:

Primary Contact: Title:

Address:

City: State: Zip:

Email: Phone Number:

Organization/event website:

CLIENT BACKGROUND INFORMATION:

Non-Profit: Yes No If yes, tax ID Number:

What percentage of your members reside in San Ramon:

Have you received a Cultural Growth Fund before: Yes No

If yes, how much were you awarded: How much was used:

EVENT/SHOW DESCRIPTION:

How much are you applying for:

Name of show/event:

Is the show/event open to the public: Yes No

What will be the ticket cost: What is the estimated attendance:

How did you arrive at the estimated attendance number:

Describe your target market, and how will you advertise your event to them?

Hansamo

Byung Sa President

2253 Star Ave

Castro Valley CA 94546

Byungsa@gmail.com 646-202-3255

Hansamo.org

45-2596014

98%

$1511 $1511

$2000

Hansamo Showcase

5/10/20 400

We have multiple organizations that are partners with us, along with our position in the community. Our students encompass 3 high schools. We are widely known throughout the community and well attended by the local politicians.

Our target market is the community of the Tri-Valley area and the Asian American population in the Bay Area.

Brief description of the show/event:

If you will be hiring talent for the show/event, please provide the name and web site of the talent:

Have you presented a performance like this in the past? Yes No If yes, please describe the event details, and how it was received?

Describe how this event will benefit the San Ramon community?

Describe why your event should receive Cultural Growth Funds?

____________________________________ _____________________ Signature Date

Please return the completed application along with a copy of your budget and the Settlement Form provided by the theater manager to Brad Morris, 7000 Bollinger Canyon Road, San Ramon, CA 94583. For questions, please contact Brad Morris at (925) 973-2604 or bmorris@sanramon.ca.gov.

For Office Use Only

Date application was reviewed by AAC:

Amount of funds remains:

Date the group was notified:

Date application was received:

Amount of funds granted:

This will be a presentation of different Korean performances such as dances and drum renditions. There will also be a few speeches and awards to be handed out.

No

We did our annual showcase last year in which we had many of the local politicians, community members, and students show up.

We will help normalize the Korean identity to the community but also embolden the high school students who are Korean feel comfortable with their ethnic identity.

We have a direct impact on the Tri-Valley area. Our annual performances has had a direct impact into the students of Korean American descent but also Asian Americans overall.

Page 1 of 1

2019/2020 VERSION

Date: Tuesday, November 12, 2019 Company HANSAMOContract #: 5287 Name Byung SaClient Name: Byung Sa Address 2253 Star AveEvent: HANSAMO Annual Showcase City, State, Zip Castro Valley, CA 94546

Schedule Doors Open Total Hours LaborSunday, February 16, 2020 4:00pm-10:00pm 6 7

Total Hours 6Total Performances 1

Item Base Cost @ qty. Total CostFacilities Rehearsal Time 8 hrs. (weekdays Mon-Thu) $425.00 per day $0.00

Rehearsal Time 8 hrs. (weekends Fri-Sun) $525.00 per day $0.00Performance Rates 8 hrs. (weekdays Mon-Thu) $700.00 per day $0.00Performance Rates 8 hrs. (weekends Fri-Sun) $1,025.00 per day 1 $1,025.00

or 10% of Gross ticket Sales (if > $10k sales) 10.00% Ticket Sales $0.00or 8% of gross tickets sales (if 3+ shows/day) 8.00% Ticket Sales $0.00

Studio Room (with theatre rentals) $225.00 per day $0.00Lobby Only $450.00 per day $0.00Additional Time over 8 hrs. (same day) $100.00 per hour $0.00

Total Facilities Costs $1,025.00

Box Office Box Office Fees (plus Credit card fees) $400.00 per event 1 $400.00Ticket Printing $0.30 per ticket 200 $60.00Cultural Growth Fund $1.00 per ticket 200 $200.00

Total Box Office Costs $660.00

Labor Production Manager $37.00 per hr. 7 $259.00Overtime $55.50 per hr. $0.00Double $74.00 per hr. $0.00

Lighting $30.00 per hr. 7 $210.00Overtime $45.00 per hr. $0.00Double $60.00 per hr. $0.00

Sound $30.00 per hr. 7 $210.00Overtime $45.00 per hr. $0.00Double $60.00 per hr. $0.00

House Manager & Assist HM $30.00 per hr. 12 $360.00Overtime $45.00 per hr. $0.00Double $60.00 per hr. $0.00

Ticket Seller $30.00 per hr. 3 $90.00Overtime $45.00 per hr. $0.00

Total Labor Costs $1,129.00

Other FeesExtensive Lighting Production + Reimbursement for Additional Technical theatre staff (if required) $225.00 per event $0.00Spot Lights + Spot Light Operator $100.00 per light $0.00

Spot Light Operator $28.00 per hr. $0.00Overtime $42.00 per hr. $0.00

Extensive Sound Production $150.00 per event $0.00Marley Dance Floor + Labor $150.00 per event $0.00

Marley Floor Labor $30.00 per hr. $0.00Overtime $45.00 per hr. $0.00

Contract Change Fee $25.00 per change $0.00Additional janitorial/maintenance $25.00 per hr. $0.00Sales of Merchandise 25% total sales $0.00Baby Grand Piano $100.00 per day $0.00Piano Tuning $125.00 each tuning $0.00Projector $250.00 per day 1 $250.00Retail Photography Royalty Fee $55.00 per day 1 $55.00

Total Other Fees $305.00

Total Production Cost $3,119.00Deposit $400.00

Grand Total $3,519.00

Signature of Approval Date

Performance times: 6:00pm-9:00pm

• P: 925.973.3345 • F: 925.803.9381 • Ldennis@SanRamon.ca.gov •

PRODUCTION COST ESTIMATE

City of San Ramon Cultural Growth Program

Cultural Growth Program Overview The Cultural Growth surcharge is one dollar per every ticket sold at the Dougherty Valley Performing Arts Center and the Front Row Theater (for tickets that are over $5). The money is collected during one fiscal year and is available in the subsequent fiscal year to offset rental fees for non-profit or community based groups that want to produce a performance that will augment and enhance the current cultural offerings in the City and/or to fund equipment at the theater. How Funds are collected The Cultural Growth Surcharge is imbedded in the ticket price for all shows. For example, if you purchase a ticket to a show and the price listed on the advertisement is thirty dollars. Twenty-nine dollars of your ticket will go to the performance and the remaining one dollar will go into a special fund to be held until the next fiscal year at which time it will be available for disbursement. The fee is not optional and is required for all City events and rental events that sell tickets. How Funds are disbursed to groups Groups or individuals can apply for Cultural Growth funds to offset the cost of renting the Dougherty Valley Performing Arts Center and /or the Front Row Theater. The Arts Advisory Committee will review all applications received by March 1st for performances between July 1st and June 30th. If funds are still available they will review, any additional applications received by September 1st for performances planned between January 1st and June 30th. If the group who has been awarded Cultural Growth Funds makes enough money on ticket sales to cover the rental of the theater then no funds will be disbursed from the Cultural Growth Fund. The fund will only be used to cover shortfalls when ticket sales are not sufficient to cover the cost of renting the theater. The fund is not available to pay performer fees or marketing costs for a non-profit group. Any funds that were earmarked for a specific group and then not needed will be left in the fund for use by another approved non-profit event or to purchase equipment for the theater. How Funds are disbursed for equipment at the theater Staff will work with the Theater Contractor to identify equipment needs for the theater during the annual budget process. Priority will be given to technical theater equipment that will benefit a large number of the groups using and renting the theater. Once the amount of the available Cultural Growth funding has been identified staff will approve the use of the funds to purchase the identified equipment using the City of San Ramon Purchasing Policy. Staff will provide a report annually to the Arts Advisory Committee detailing what equipment has been purchased using the Cultural Growth Fund.

Frequently asked Questions

Can funds be used from the current fiscal year? No, funds can only be used after they have been collected in the previous fiscal year. This enables the Arts Advisory Committee to see how much money is available for nonprofit/ community group grants and to make decisions based on the good of the community. What percentage of the Cultural Growth fund will be used for grants and what percentage for equipment each year? Eighty percent (80%) of the funds will be used for equipment at the theater and twenty percent (20%) of the funds will be used for grants initially. If the number of requests for worthy grants is high and our need for equipment is low, the Arts Advisory Committee will make a recommendation to the Parks and Community Services Commission to change the percentage split in the next fiscal year. What happens if there are funds leftover at the end of the year? The funds will stay in the Cultural Growth fund and will be available the next year for non-profits and equipment. Unused funds for equipment will be rolled into the next fiscal year for equipment and unused funds for grants will be rolled into the next fiscal year for grants. How will people know about the Fund and how to access it? The applications for the fund will be available on the City Web Site, Performing Arts Center web site and at both of our theaters. The Theater Manager will have applications and will give them to non-profit groups that are interested in renting the theater but do not have the funds necessary to pay the rental fees. After the funds have been granted a list of the groups and equipment purchased will be listed on the Performing Arts Web Site so that the community will know how their money was used. What if a group does not receive funds and wants to appeal the decision? They can ask the Arts Advisory to reconsider their decision at their next regular meeting. Groups asking for reconsideration must attend the next meeting and provide a presentation to the committee explaining the proposed event in more detail. If the funds are not granted the applicant can reapply for funds during the next review cycle or they can appeal the decision to the Parks and Community Services Commission. The Commission’s decision will be final. Can groups apply every year for the same event? Yes, they can apply however; it will be up to the discretion of the Arts Advisory Committee whether to grant the money to them. The intent of the program is to provide the seed money to help get a program off the ground. If a program runs for several years and does not draw enough attendance to cover the rental on the building, it may not be in the best interest of the community to fund it. The final decision will rest with the Arts Advisory Committee as they look at the proposed programming for the year and the proposed uses of the funds.

If a non-profit want to raise funds can, they use the Cultural Growth Fund? Yes but the profit they make will come after the theater rental is paid for by ticket sales if this happened the funds that were earmarked for them would be returned to the fund for use by another group. The Cultural growth fund removes the risk of losing money on the event but it does not give money to a group so that they can pay for performers, marketing, equipment or supplies. What Criteria will the Arts Advisory Committee use to decide who gets the funds They will look at the proposed event, time of year, target audience, budget for the show, budget for marketing and the overall appeal to the community. They will also weigh the proposed program against all the other events currently offered for the theater. Each Application will be scored individually by each Arts Advisory Committee member in attendance at the review meeting. Applicant’s receiving a final average score of 70 or more will be considered for an award. Award amounts will be determined on a case by case basis dependant on the amount of available funds at the time of the application, the final score of the applicant and the rental costs associated with the event. All applications will be considered however preference will be given to:

1. San Ramon resident groups,

2. Nonprofit groups with valid non-profit number,

3. Groups proposing events in low demand months(Jan, Feb, Mar, July, Aug, Sept, Oct)

4. Groups proposing unique productions that have not been done in San Ramon or have

been done infrequently

5. Events with a high cultural or educational value

6. Events targeting underserved audiences and /or multigenerational audiences

For more Information or questions regarding the fund, Please contact Brad Morris, Program Manager (925) 973-2604

bmorris@sanramon.ca.gov

Arts Advisory Committee Meeting Staff Report Date: December 18, 2019 From: Adam Chow, Recreation Supervisor Subject: Cultural Growth Fund Program Update Recommended Action: Review the Current Cultural Growth Fund Program and provide recommendations for a Cultural Growth Fund Event Grant through the Cultural Growth Fund to enhance the current cultural event offerings in the City of San Ramon. Background: The Cultural Growth Program (Attachment A) was implemented in 2008/09. One dollar for every ticket sold at the Dougherty Valley Performing Arts Center and the Front Row Theater is collected and held in the Cultural Growth Fund. The money collected during a fiscal year is available in the subsequent fiscal year to offset rental fees for non-profit or community-based groups that want to produce a performance that will augment and enhance the current cultural offerings in the City and/or to fund equipment at the theaters. The Cultural Growth Program currently allocates 80% of the funds collected to be used for equipment replacement and 20% of the funds collected are earmarked for grants. Approximately $20,000 is brought in each fiscal year to the Cultural Growth Fund via ticket sales. The Cultural Growth Fund Grant Program is eligible for groups or individuals to offset the cost of renting the Dougherty Valley Performing Arts Center and/or Front Row Theater. Interested parties must complete an application (Attachment B). Applications are reviewed at least twice per year by the Arts Advisory Committee. Awards are based a set of criteria including residency, unique productions, high cultural or educational value, and targeting underserved audiences and/or multigenerational audiences. In FY 2018-19, there was $42,645.92 available in the Cultural Growth Fund with $8,529.18 available for grants. Three grants were awarded for a total of $5,500. Even though grants have been awarded, the applicants may not need the full amount if costs are covered with ticket sales. In FY 2018-19, of the $5,500 in grant funds awarded, only $1,661.10 was used by the applicants. At the end of each fiscal year, the money raised through the Cultural Growth Fund is added to the money not spent through the grant and equipment replacement program from the previous year. That money is then re-allocated to each fund using the 80/20 split. To enhance the Cultural Growth Fund Program and the Cultural offerings throughout our community, Staff is investigating expanding the Cultural Growth Fund Program to include grants for cultural events, outside of the Dougherty Valley Performing Arts Center and Front Row Theater, and not linked to tickets sales. This would allow eligible groups or individuals to apply for funding to assist in large cultural events that benefit the community. Selection criteria could be similar to the current grant-based on, residency, unique productions, high cultural or educational value, and targeting underserved audiences and/or multigenerational audiences.

Staff is looking for feedback on the concept specifically related to:

• What criteria should be used to evaluate grants? • How much funding should be allocated annually from the Cultural Growth fund? • Should there be funding limits per event or per group? • Should grants be considered once a year and on what time frame? • Should priority be given to any particular groups i.e. residents, nonprofits, arts based etc.?

Fiscal Impact: No fiscal impact at this time until the program is better defined. Steps Following Review: Staff will prepare a draft program and bring it back to the Arts Advisory Committee for final review and approval. Attachments: Attachment A – Cultural Growth Program Information Attachment B – Cultural Growth Program Application

City of San Ramon Cultural Growth Program

Cultural Growth Program Overview The Cultural Growth surcharge is one dollar per every ticket sold at the Dougherty Valley Performing Arts Center and the Front Row Theater (for tickets that are over $5). The money is collected during one fiscal year and is available in the subsequent fiscal year to offset rental fees for non-profit or community based groups that want to produce a performance that will augment and enhance the current cultural offerings in the City and/or to fund equipment at the theater. How Funds are collected The Cultural Growth Surcharge is imbedded in the ticket price for all shows. For example, if you purchase a ticket to a show and the price listed on the advertisement is thirty dollars. Twenty-nine dollars of your ticket will go to the performance and the remaining one dollar will go into a special fund to be held until the next fiscal year at which time it will be available for disbursement. The fee is not optional and is required for all City events and rental events that sell tickets. How Funds are disbursed to groups Groups or individuals can apply for Cultural Growth funds to offset the cost of renting the Dougherty Valley Performing Arts Center and /or the Front Row Theater. The Arts Advisory Committee will review all applications received by March 1st for performances between July 1st and June 30th. If funds are still available they will review, any additional applications received by September 1st for performances planned between January 1st and June 30th. If the group who has been awarded Cultural Growth Funds makes enough money on ticket sales to cover the rental of the theater then no funds will be disbursed from the Cultural Growth Fund. The fund will only be used to cover shortfalls when ticket sales are not sufficient to cover the cost of renting the theater. The fund is not available to pay performer fees or marketing costs for a non-profit group. Any funds that were earmarked for a specific group and then not needed will be left in the fund for use by another approved non-profit event or to purchase equipment for the theater. How Funds are disbursed for equipment at the theater Staff will work with the Theater Contractor to identify equipment needs for the theater during the annual budget process. Priority will be given to technical theater equipment that will benefit a large number of the groups using and renting the theater. Once the amount of the available Cultural Growth funding has been identified staff will approve the use of the funds to purchase the identified equipment using the City of San Ramon Purchasing Policy. Staff will provide a report annually to the Arts Advisory Committee detailing what equipment has been purchased using the Cultural Growth Fund.

Frequently asked Questions

Can funds be used from the current fiscal year? No, funds can only be used after they have been collected in the previous fiscal year. This enables the Arts Advisory Committee to see how much money is available for nonprofit/ community group grants and to make decisions based on the good of the community. What percentage of the Cultural Growth fund will be used for grants and what percentage for equipment each year? Eighty percent (80%) of the funds will be used for equipment at the theater and twenty percent (20%) of the funds will be used for grants initially. If the number of requests for worthy grants is high and our need for equipment is low, the Arts Advisory Committee will make a recommendation to the Parks and Community Services Commission to change the percentage split in the next fiscal year. What happens if there are funds leftover at the end of the year? The funds will stay in the Cultural Growth fund and will be available the next year for non-profits and equipment. Unused funds for equipment will be rolled into the next fiscal year for equipment and unused funds for grants will be rolled into the next fiscal year for grants. How will people know about the Fund and how to access it? The applications for the fund will be available on the City Web Site, Performing Arts Center web site and at both of our theaters. The Theater Manager will have applications and will give them to non-profit groups that are interested in renting the theater but do not have the funds necessary to pay the rental fees. After the funds have been granted a list of the groups and equipment purchased will be listed on the Performing Arts Web Site so that the community will know how their money was used. What if a group does not receive funds and wants to appeal the decision? They can ask the Arts Advisory to reconsider their decision at their next regular meeting. Groups asking for reconsideration must attend the next meeting and provide a presentation to the committee explaining the proposed event in more detail. If the funds are not granted the applicant can reapply for funds during the next review cycle or they can appeal the decision to the Parks and Community Services Commission. The Commission’s decision will be final. Can groups apply every year for the same event? Yes, they can apply however; it will be up to the discretion of the Arts Advisory Committee whether to grant the money to them. The intent of the program is to provide the seed money to help get a program off the ground. If a program runs for several years and does not draw enough attendance to cover the rental on the building, it may not be in the best interest of the community to fund it. The final decision will rest with the Arts Advisory Committee as they look at the proposed programming for the year and the proposed uses of the funds.

If a non-profit want to raise funds can, they use the Cultural Growth Fund? Yes but the profit they make will come after the theater rental is paid for by ticket sales if this happened the funds that were earmarked for them would be returned to the fund for use by another group. The Cultural growth fund removes the risk of losing money on the event but it does not give money to a group so that they can pay for performers, marketing, equipment or supplies. What Criteria will the Arts Advisory Committee use to decide who gets the funds They will look at the proposed event, time of year, target audience, budget for the show, budget for marketing and the overall appeal to the community. They will also weigh the proposed program against all the other events currently offered for the theater. Each Application will be scored individually by each Arts Advisory Committee member in attendance at the review meeting. Applicant’s receiving a final average score of 70 or more will be considered for an award. Award amounts will be determined on a case by case basis dependant on the amount of available funds at the time of the application, the final score of the applicant and the rental costs associated with the event. All applications will be considered however preference will be given to:

1. San Ramon resident groups,

2. Nonprofit groups with valid non-profit number,

3. Groups proposing events in low demand months(Jan, Feb, Mar, July, Aug, Sept, Oct)

4. Groups proposing unique productions that have not been done in San Ramon or have

been done infrequently

5. Events with a high cultural or educational value

6. Events targeting underserved audiences and /or multigenerational audiences

For more Information or questions regarding the fund, Please contact Brad Morris, Program Manager (925) 973-2604

bmorris@sanramon.ca.gov

CITY OF SAN RAMON

Cultural Growth Fund Application

CLIENT INFORMATION: Name of Group:

Primary Contact: Title:

Address:

City: State: Zip:

Email: Phone Number:

Organization/event website:

CLIENT BACKGROUND INFORMATION:

Non-Profit: Yes No If yes, tax ID Number:

What percentage of your members reside in San Ramon:

Have you received a Cultural Growth Fund before: Yes No

If yes, how much were you awarded: How much was used:

EVENT/SHOW DESCRIPTION:

How much are you applying for:

Name of show/event:

Is the show/event open to the public: Yes No

What will be the ticket cost: What is the estimated attendance:

How did you arrive at the estimated attendance number:

Describe your target market, and how will you advertise your event to them?

Brief description of the show/event:

If you will be hiring talent for the show/event, please provide the name and web site of the talent:

Have you presented a performance like this in the past? Yes No If yes, please describe the event details, and how it was received?

Describe how this event will benefit the San Ramon community?

Describe why your event should receive Cultural Growth Funds?

____________________________________ _____________________ Signature Date

Please return the completed application along with a copy of your budget and the Settlement Form provided by the theater manager to Brad Morris, 7000 Bollinger Canyon Road, San Ramon, CA 94583. For questions, please contact Brad Morris at (925) 973-2604 or bmorris@sanramon.ca.gov.

For Office Use Only

Date application was reviewed by AAC:

Amount of funds remains:

Date the group was notified:

Date application was received:

Amount of funds granted:

1

Arts Advisory Committee Meeting Staff Report Date: December 18, 2019 From: Adam Chow, Recreation Supervisor Subject: 2019 Arts Advisory Committee Annual Report Recommended Action: Review and approve the Arts Advisory Committee 2019 DRAFT Annual Report and provide feedback to staff regarding accomplishments and goals. Background: The City Council adopted a procedure for all city committees whereby each committee would provide an annual report to the City Council on its operations, accomplishments and work plans. The Arts Advisory Committee reviewed the 2019 goals set forth in the 2018 Annual report at the committee meeting of November 20, 2019. Feedback was given to staff regarding the accomplishments of the committee during 2019 as well as a discussion of the goals the committee wishes to set forth for 2020. The Committee was asked if they thought of anything they wanted to be added to please notify staff via e-mail or during this meeting. That feedback was incorporated into the attached draft of the Arts Advisory Committee Annual Report. The Arts Advisory Committee will deliver its 2019 annual report to the Parks and Community Services Commission and the City Council in January 2020. Fiscal Implications: There are no fiscal implications. Steps Following Approval: Staff will incorporate additional feedback from the Arts Advisory Committee into the 2019 Annual Report. Once approved the report will be forwarded to the Parks and Community Services Commission for approval and then on to the City Council. Attachments: Attachment A: Arts Advisory Committee 2019 Annual Report DRAFT

2019 Annual Report Page 1 12/13/2019

2019 Annual Report to the City Council Arts Advisory Committee

I. Purpose of the Committee

The Arts Advisory Committee’s purpose is to provide ongoing input to the City of San Ramon on the provision and delivery of cultural art programs and services in San Ramon. To do so one must recognize the intrinsic value of cultural arts to a community. The Arts bring a sense of creativity, inspiration, and socialization to our citizens. The Arts enrich our lives every day from the auditory experiences of music, story telling and theater to the visual experience of seeing art on display in our gallery or public art within our city. We can look and listen to cultural art and enjoy a few moments of inspirational relief from the fast-paced world in which we live.

II. Charge of the Committee

1. Make recommendations to the Parks and Community Services Commission and

staff on the delivery of various cultural arts programs, activities, services and policies.

2. Support and promote cultural arts programs in San Ramon and work with other

agencies and organizations involved in cultural arts programs for the purposes of developing, promoting and funding cultural arts programs in San Ramon.

3. Appoint appropriate sub-committees as necessary to further the work of the Parks

& Community Services Department’s cultural arts programs and the efforts of the Committee.

4. Receive and evaluate input from the community, including input from other

individuals and organizations on issues relevant to cultural arts programming.

5. Act as a liaison for cultural arts issues to other governmental, non-profit and private organizations.

6. Serve as the City’s review body for public art projects as they move through the

advisory and regulatory bodies.

7. Serve as a resource to the City on a wide range of visual and performing arts mediums; work with public and private schools to promote arts in the community.

8. Develop a five-year cultural plan including goals and objectives, implementation

strategies and evaluation methods. Conduct ongoing evaluation and assessment of the cultural plan.

9. Advise the City on cultural and performing arts facility needs and design.

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10. Provide feedback to staff on the assessment of current and future needs of the

cultural arts community for the purpose of program and facility planning. III. History of the Committee

The San Ramon Arts Council served in 1988 as the City’s non-profit arts advisory group. The initial charge from the City Council was to conduct a community needs assessment and to develop a cultural plan. The Arts Council conducted a survey of all city residents, businesses and art organizations to assess cultural art needs in the community. As a result of their study and analysis, the Arts Council developed sub-committees and began the process of establishing goals and objectives. The information gathered during the community needs assessment provided input for a civic facility study that was completed in 1989 and the groundwork for San Ramon’s first Cultural Plan. Working with the subcommittees and a team of consultants the Arts Council developed a five-year Cultural Plan, detailing short and long-range goals and objectives.

For the next several years, the City Council and the Arts Council worked collaboratively from this Cultural Plan. In 1993, the Parks and Community Services Department increased its level of Cultural Art Programs and devoted more staff time and budget to cultural art programs.

In Oct. 1998, the City coordinated an Arts Summit to help reenergize the cultural arts organizations in San Ramon. The purpose was to bring together identified cultural arts groups to rethink the current cultural art plan and to develop new interest and potential leadership for the future. This group worked to identify strengths as well as gaps in the current cultural arts programs and to anticipate future issues. The formation of the Arts Task Force resulted from the Arts Summit meeting.

The Arts Task Force continued to gather information regarding cultural arts in San Ramon. Through their research and discussion, they came to the conclusion that an Arts Advisory Committee was needed in the City. They made a recommendation to establish an Arts Advisory Committee that would report to the Parks & Community Services Commission. Their recommendation was accepted and endorsed by the Parks and Community Services Commission in June of 1999. This recommendation was forwarded to the City Council and the current Arts Advisory Committee was established in June 1999. The first meeting of the new Arts Advisory Committee was held in January 2000.

Currently the Committee is made up of seven voting members and two alternates. The Chairperson is Christina Vigilia and the Vice Chairperson is Jenna McCoy.

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IV. Committee Operation

The Arts Advisory Committee is an advisory body to the City Council and is under the purview of the Parks and Community Services Commission. A Recreation Supervisor staffs the Arts Advisory Committee. There is also a liaison from the City Council, a liaison from the Parks and Community Services Commission and a liaison from the Teen Council. The Arts Advisory Committee meets on the third Wednesday of each month at 7:00pm at the San Ramon Community Center.

V. Sub-Committees

Performing Arts Sub Committee: The Performing Arts sub-committee was established to evaluate existing performing art events and classes and make recommendations for new performing art activities.

Visual Arts Sub Committee: The Visual Arts Sub-Committee was established to evaluate existing visual art programs, events and classes and recommend new activities and trends in the visual arts.

VI. 2019 Goal Update:

1. Review and recommend the selection of a commissioned artist for a new public art installation at the San Ramon Library. This goal was postponed until 2020 as this project was put on hold as the Parks and Community Services Department focused on Phase 2 of the Utility Box Public Art Project and the Public Art Map.

2. Review and recommend the selection of artist and locations for phase two of the utility box public art project. The Committee reviewed and selected the artists and locations for phase two of the utility box art project at the February 20, 2019 Arts Advisory Committee meeting. The Committee selected box locations in the northwest portion of San Ramon to supplement the 5 boxes from phase one in the Crow Canyon area. At the same meeting, the Committee also selected 5 artists and 5 alternate artists from the phase one submissions. Staff moved the recommendation forward to the Parks and Community Services Commission for approval on March 13, 2019. Phase two of the utility box project was completed in December 2019 and added 5 additional temporary public art pieces to the collection.

3. Review current arts programs and classes within the city and make recommendations to staff for improvement. The Committee had the opportunity to receive two presentations on the visual and performing arts classes and camps that the City offers. They also received a presentation on theater operations from Venutech, the theater management

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company for the Dougherty Valley Performing Arts Center and Front Row Theater. The Committee provided comments and recommendations at both presentations. In addition, Committee members have attended a variety of Cultural Art programs including Performing Arts Series, Summer Concerts, Symphonic Band Concerts, Culture in the Community, Art & Wind Festival, Gallery Receptions, dance shows, and children’s theater productions.

4. Select an artist to commission an original piece of artwork for the San Ramon Art & Wind Festival. The Committee assists staff with the selection of an artist to create an original piece of artwork that is used on the promotional material for the annual festival. The Committee reviewed artwork from five potential artists and provided a ranked recommendation. Staff has commissioned Robert Grumen as the 2020 Art & Wind Festival artist.

5. Review Art Gallery Exhibit proposals and select exhibits for the Lindsay Dirkx Brown Gallery, the Alcosta Senior and Community Center Gallery, the Dougherty Station Gallery, the City Hall Gallery and the San Ramon Main Library Gallery. The Arts Advisory Committee reviewed a multi-media presentation depicting representative artwork from 60 artists and artist groups. The committee ranked each submission and provided feedback to the staff. Eight artists/groups were selected to exhibit in the Lindsay Dirkx Brown Gallery, twelve artists/groups were selected for the Alcosta Senior and Community Center, six artists were selected to exhibit at the Dougherty Station Community Center, six artists/groups were selected to exhibit at City Hall, and four at the San Ramon Library.

6. Review Public Art Proposals from private developments and make recommendations for acceptance to the Planning Commission. It is within the purview of the Committee to make recommendations to the Planning Commission on public art proposals from private developments. The Arts Advisory Committee reviewed and provided feedback on the public art pieces at Summit Senior Care and ULTA Beauty.

7. Review Cultural Growth Grant Applications and recommend grant

amounts to staff. It is within the purview of the Committee to review all cultural growth grant applications. The committee reviewed and approved four grants to the Hansamo Korean Cultural Showcase, Christian Youth Theatre Aladdin, Rewire Community, and Anjali 2020. The total of the grants awarded totaled $6,000. The amount used from the Cultural Growth Fund to date is $1661.10 with $1,511 being used for the Hansamo and $150.10 for the Rewire Community event. The Christian Youth Theater Aladdin production recovered their costs and did not need to use any Cultural Growth Funds. The Anjali 2020 event will happen in January 2020 and was granted up to $500.

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8. Encourage Arts Advisory Committee members to attend a minimum of four arts events per year in San Ramon and provide feedback. Committee members generally attend more than four events a year and regularly provide feedback at the Committee Meetings.

9. Review and make recommendations to update the Culture Growth Application. The Committee reviewed the Culture Growth Application and made changes to the application.

VII. Goals and Objectives for 2020

1. Review and recommend the selection of an artist for new public art installations at selected locations.

2. Review current arts programs and classes within the city and make

recommendations to staff for improvement.

3. Select an artist to commission an original piece of artwork for the San Ramon Art & Wind Festival.

4. Review Art Gallery Exhibit proposals and select exhibits for the Lindsay Dirkx

Brown Gallery, Alcosta Senior and Community Center Gallery, Dougherty Station Gallery, City Hall Gallery and San Ramon Main Library Gallery.

5. Review Public Art Proposals from private developments and make

recommendations for acceptance to the Planning Commission.

6. Review and make recommendations to update the Cultural Growth Grant Program.

7. Review Cultural Growth Grant Applications and recommend grant amounts to

staff.

8. Encourage Arts Advisory Committee members to attend a minimum of four arts events per year in San Ramon and provide feedback.

Date Group Event # Perf Participants* AttendTickets

Sold Location11/1/2019 Rental TVKS Annual Event 1 175 407 0 DVPAC11/3/2019 Rental Regenesis 1 6 22 0 FRT11/6/2019 DVHS Jostens (Seniors) 1 7 620 0 DVPAC11/7/2019 DVHS Jostens (Juniors) 1 8 350 0 DVPAC11/9/2019 Rental Faith Corale 1 50 433 444 DVPAC

11/10/2019 Rental Regenesis 1 6 18 0 FRT11/16/2019 Rental Nupoor Dance Recital 1 180 423 469 DVPAC11/16/2019 City - SRLF Erik Jekabson New Orleans Band 1 8 131 140 SRL11/17/2019 Rental Tutu Dance: Merry Moonlight Ball 2 100 355 422 DVPAC11/17/2019 Rental Regenesis 1 6 17 0 FRT11/19/2019 City SRPD Town Hall Meeting 1 2 32 0 FRT11/20/2019 DVHS Winter Dance 1 95 258 0 DVPAC11/21/2019 DVHS Winter Dance 1 95 318 0 DVPAC11/24/2019 Rental Regenesis 1 6 22 0 FRT

15 744 3406 1475GRAND TOTAL: (DVHS/DVPAC/FRONT ROW/SRCC/SRLibrary)

San Ramon Performing Arts - November 2019 Attendance Numbers

Upcoming Cultural Art Events January 2020

Art Galleries Alcosta Senior and Community Center: January: Cynthia Lee Dougherty Station Community Center Gallery: January-February: Alberto Pacheco Lindsay Dirkx Brown Gallery (San Ramon Community Center): January: N/A. San Ramon City Hall Gallery: January-February: Anita Sagastegui San Ramon Library Art Gallery: January-February: Daniel Riley Upcoming Events December 16- 22: BACT Performance: The Jungle Book, DVPAC, purchase tickets at sanramonperformingarts.com. December 22: San Ramon Symphonic Band Concert Winter Holiday Express, 7PM, DVPAC, purchase tickets at sanramonperformingarts.com. January 10: Foreign Film Series 'Shoplifters', Front Row Theater*

January 17 – 19: Bay Area Children’s Theater - Performance Series 3: Frozen Jr., Dougherty Valley Performing Arts Center*

January 18: Sarada School Of Dance Anjali, Front Row Theater*

January 24: Foreign Film Series 'The Intouchables', Front Row Theater*

January 25: San Ramon Performing Arts Presents an Evening with Leann Rimes, Dougherty Valley Performing Arts Center*

January 31: Bedtime Theater Presents… Emily Butterfly, Dougherty Station Community Center*

January 31: Foreign Film Series 'Tangerines', Front Row Theater*

*Purchase tickets at sanramonperformingarts.com.

Numerous cultural art classes are running at all three Community Centers and at both theaters. Please refer to the Recreation Guide for specific dates and times. Please feel free to drop by and observe any of our cultural art programs and provide feedback at a future Arts Advisory Committee Meeting.