 How do you enjoy Lawni and she is kind of, sorry, is Lawni going to pop it on the screen? Um, but there we are. There we are. It's exciting finding a third person. Clothes, caption, TV, things, no other questions. I think we're about ready Lawni, are you ready? Yes, I'm ready. Okay, great. Hi Lawni. Hi. Okay, go ahead. I call this meeting to order. Welcome to the October 11th 2023 special meeting of the Art and Public Places Committee. The recording secretary Lawni will take roll. Committee member Azadarian. Present. Committee member Faulkner. Here. Committee member Nathanson. Present. Committee member Puentes is absent. Committee member Stewart is absent. Vice Chair Keifer. Present. Chair Baumkartner. Present. Let the record reflect that all committee members are present with the exception of committee member Puentes and committee member Stewart. Thank you. Item, the scheduled items, item 3.1 is ad hoc task forces, proposed work plans and timelines. Staff will facilitate a discussion about the proposed work plans for each of the current task forces. And this action recommended is discussion. Great. And I'm going to thank you. All this item has been on a couple agendas to try to get a conversation going about the direction for the ad hoc task forces. So at the last meeting, we had a very brief conversation and, oh, let's see. Let me see who's there. Hold on a second. Okay. False alarm. Okay. So at the last meeting, we had a brief conversation where I shared a kind of background document. Does anyone need this today? I have a few copies. Okay. Let me know if that was helpful. I can send them around. Yeah. So take on passing on if you need it. So this document was intended to kind of summarize the history and process of the formation of the task forces, where the idea came from, what the goals were originally stated to be, how we worked with Kim's and creative on some support and mentoring for the task forces and then how we ended up with the proposed work plans, just as kind of helpful background, really. And then what we also talked about last time was what would be most helpful to actually take what is drafted here to kind of to get to a point at which members of the committee feel like they know what steps to take to start working on these items. Because these are hefty work plans that are detailed and comprehensive and overwhelming. So just to put it out there. So one of the things we talked about with comparing the work plans with our annual plan as a way to say where are we already saying we're investing time and money in our annual plan. Are those things that are also identified in the task forces? Is that something that we can kind of hone in on that has a budget associated with it? So there's funds to support that work, whether that's doing open houses or some kind of community outreach events, things like that. So I do have a couple copies of the work plan if anyone wants to see those. It was also attached to the agenda if you need one. So that's kind of where we got to at the last meeting. And then there was a desire to make sure that more members were a part of the conversation. And so it was really kind of a tabled conversation to today. So here we are today. I think the goals for today would be to really first, I mean address any questions that there might be about the material that's been submitted. Really talk about, you know, is there, let me find my notes from last time, are the objectives clear about what the task forces are supposed to be doing? Where do committee members feel like their strengths lie or their interests in working on these work plans? I think if we kind of start there like clarifying questions, are the objectives clear? Does it help to look at them side by side with the work plan and associated funding? And then individual committee members like where do you want to interface with this work? Like do you want to stay on the task force that you were? Is there a specific task in a different area that you really want to be a part of working on? So I think that we have the opportunity to really start kind of from scratch. We don't have to stick with the task forces structure that we had come up with originally. So I just encourage folks to, you know, everything's on the table. All ideas are good ideas at this point to consider and discuss. So wherever you want to start with that conversation, I think it's fine. It's a conversation today. It's a discussion. There's no action needing to be taken. So really open discussion is encouraged. And since public comments can only happen in person now and not on Zoom, there's no one from the public here. So I mean, if there was, we would make need to make sure we're asking for public comments, but we can clearly see that there isn't anyone. So I think just continue having an open conversation unless a member of the public does show up, then we will need to ask for a public comment. So nobody here to harass us. Knock on. Yeah. And do you want folks to just chime in or do you want to facilitate and call on people? It's up to you. I think at our size, we could just chime in. Do you guys feel like we could just talk? I think it'd be really great if we could be a bit honest and feel free to process with each other, how we're kind of approaching this and what questions we have and where we see ourselves, things like that, I think is totally for this discussion. There's nothing else on the agenda. Well, I've had discussions with some of you one-on-one, which I've appreciated a lot. And I know Debel and I are both sort of sitting here. It's like, okay, we're supposed to be on this task force together, but you're now theoretically sitting in Melanie's seat. And Melanie and I kind of struggled with community engagement because it was during COVID and we finally figured out that what we could do is something a little bit more concrete as we were coming out of COVID and we had some public art projects to celebrate and dedicate. And so we really, to Melanie's credit, because she kind of took the lead on it for a mural and kind of sculpture, dedication ceremony and public event, helped to organize it and said, okay, well, this is an important form of community engagement. But I think she and I both felt that there was really, that we had difficulty really understanding or coming up with a plan for how we could promote community engagement and how that really was not completely interlinked with the DEI diversity goals of that task force. And then I know when you and I spoke, like, well, are these the right task forces? I mean, is this the right way to divide it up? So I just wanted to maybe make these comments to help frame the discussion because I think we all accepted that, okay, the strategic plan and the division of the various task forces seems to, it seemed to make sense. So now it's, I guess I'm asking the question, does it still make sense? And does it make sense? I mean, I'm almost thinking, would it be better for us to, like, pull them apart and just say, okay, well, what if we just had a blank canvas? And how do we get, how do we best structure task forces, or let's say just a work plan in general, so that we can be effective in addressing the goals of the strategic plan. So I'm not saying I have answers, but I pull apart these individual task forces and maybe create new, is that what you were saying? Yeah, maybe consider what were the stated goals of the task forces, but separate them from the actual name of the task force and really say, well, here's concepts that we want to address. Are these the right teams? Or is there a better way to divide it up? I would support this conversation in kind of pulling up apart kind of like the specifics of each of the task forces and taking out more bite-sized actionable items. That would be something that I know I would work with better. So just under the lens of the community engagement task forces, I think it would be strategic to think about what events are happening in our community and how that aligns with our assigned areas. So in looking at, sorry, I'm just jumping in. I haven't been focusing on community engagement, but I have some ideas. I think this is something I would be passionate about in terms of increasing and sustaining community participation. Part of that could be going out to events like right now the mural project is going on in Santa Rosa and kind of talking to some of them, talking about that process. Is that an event that we want to support in our community and how so? What would break down the barriers to that? That I see is something that would be a good goal of community engagement. Do we have a sense of what the existing demands on the committee's times are relative to maintenance of existing projects? It seems like it might make sense to think about the next four or five years in terms of what's already sort of on the docket and then how that might affect the time that we have to allocate towards restructuring these kinds of project development. Yeah, I think that the committee meetings are the only formal commitment for the committee. So that's once a month for one and a half hours, but as you know, we've had several cancellations, special meetings, so maybe double that if we're going to continue having special meetings, but it fluctuates month to month. In addition to that, there are, when we do a selection process, there's one or two representatives from the committee on those selection panels. So as you know, right now you're serving on the one for the fire station project. That's not for all committee members, but could rotate throughout the course of a couple years depending on what projects we have coming up. Those are the only two like commitments, I would say at this point. Other things like going to events, representing yourself in the arts community, wearing your name tag, where you go, I mean, those are optional engagements for you to consider as you're available to attend those things. And then I think we look at, okay, what these work plans were an attempt to kind of organize actual kind of tasks that committee members could perform to help implement the strategic plan. I mean, realistically, it's going to add significant, anything that we do within that framework is going to add significantly to the workflow for you and Jessica. Not necessarily. I think some more so than others. Others may not be so much. But yes, I mean, if you're talking about we as in staff being included in that too, then yes, there is some considerations for that. But I think that the goal in providing such a detailed work plan was for you to say go do task one. And here's the support you might need from staff. So it really tried to break it down the way that it was written to specifically try to mitigate the amount of additional staff time that would be needed. It's not, you know, 100%. Obviously, yes, Jessica and my time is still needed to support the work. But do you know what I mean? It was, there was an attempt to make it as kind of independent as possible from that. Thinking about staff time, Tara, is this, I know that the like the Juilliard Park summer series is time consuming. And I assume also when there was the season for the Wednesday Night Market, and there's certain times when it seems like there's a lot more activity that you and Jessica are involved in is right now, let's say fall through late winter is that slightly reduced workload. I'm just trying to think in terms of if we ask for staffing support, is this a good time to be doing this or does it just not matter? I don't think it matters that much. I mean, yes, there are busier event seasons, but yeah, we're always busy. So I don't think that there's, yeah, I wouldn't say that there's a specific time of year that's consistent. I think it just, there just needs to be, I think, an expectation like if the committee is somehow, you know, organized in a way where there's work like being done on one assigned area of one of these work plans, I think it's just a kickoff kind of meeting with staff to say, okay, we're going to jump in on this one. Is this a good time to do it? Here's what we think we're going to need from staff, and when do you think you can provide that? I think it's just clear expectations from the beginning about what is needed and what's possible. What about the projects that you're working on now, like the beautification project, all the murals and stuff that you're contracting to have out? Does it make sense for us to come around those kind of things in terms of inviting and creating events or places where people to highlight attention on those things to create? I'm saying, I don't know if you already have that kind of supply, but in the sense of like reaching out, I'm just talking about community engagement, reaching out to the public, making places where people can gather and celebrate what's happening or know about it. Is that realistic? Is that something that, or would you rather just be, are you just trying to do those things and let, is that a contractual thing you have with the bin? Yeah, I think that those types of things generally need to be more staff driven because of the nuances of what the type of contract is for the work that's being performed and whose responsibility it is to do what based on that scope of work. So that doesn't mean that the committee can't be involved once there's something set up or it's clear what's needed, but I don't think that that should be on the committee or the task forces to initiate necessarily. I think that the type of engagement things identified in this plan are more helpful than project based things, specifically for that reason, but that doesn't mean that there is no involvement from committee members to support the efforts that are going on. But for example, there's a lot of nuances with the murals that are happening now that the city needs to control that process rather than the APPC because it's not an APPC funded program. First of all, it's ARPA funds and it's through the Economic Development Division. So I think that's as an example why it gets a little bit, that doesn't mean that the committee members can't be champions for all the cool new public art that's coming out. And so maybe what what staff could provide for something like this is kind of like a toolkit or instructions to committee members on how they can interact with this or what they can say or what they can share. But it does get a little bit tricky project by project, depending on what kind of project it is. We need to maintain like a two-member structure, though. Is that in order to move forward? Three is the maximum. So there could be three, not necessarily just two, yeah. Three is the maximum that can meet without moving to notice the public. Correct. And I know the Office of Community Engagement was eliminated. Correct. And that's actually supposed to be on the Community Engagement Task Force. Yeah. You interact with that. Right. So is there a another office? Or besides, I guess, yes, there will be. Who do we work with? Yeah. The communications team, the city's communications and intergovernmental relations team, Ciro for short, is now the department that will house the Community Engagement programming. But they're in the process of hiring new staff. So right now, there isn't necessarily a Community Engagement manager to work with, but there will be in the future. So I think that there are some things that the director of that team could help with if they're specifically identified. But some of the tasks related to that may need to wait until that division is kind of up and running again. Can you say that name again, the city communications? Yeah, it's Ciro communications and intergovernmental relations. Okay. Office. As it is, if I, you know, sort of think about trying to develop something or reaching out to someone, I, you know, I would really just pass them Jessica's email or yours at this point, because I, you know, I'm unclear about what funds are available to support the, you know, something or what the grant cycles are. Well, what kind of, what kind of interaction do you think would lead you to do that? Well, like that, that fair is coming back. The DLA folks run that fair, that alternative art fair. Yeah. So, you know, it happened that I put the organizer for that in touch with Jessica. And, you know, there happened to be a grant available, you know, that was closing in the next few days. And so they applied. And, you know, like that seems fine to me. So if an organization is seeking funding, then you kind of always have to then refer that back to staff. The committee doesn't can't write, right? Directly fund, right? So I mean, I feel like if that's the question you're getting or the request, that's the answer is you just say, please check with staff. I'm putting you in touch with Tara or Jessica, right? If the question is, Hey, is Santa Rosa, like a good arts community to bring this event to, I mean, then you can provide that, your sense of that, right? You can help connect them with folks in the community that they may want to talk to. If they want to know how to propose a new sculpture somewhere, I think, again, you can tell them what your role is on the committee, but that they probably need to speak with the staff on what calls for artists are coming up, what funding is available, etc. So I mean, I think that there's, if it would be helpful to have some kind of flow track that's like this, then do this, then maybe that's maybe more helpful to understand that. But yeah, I think that it's the reason why these task forces were developed with such clear tasks is so that it is clear what you can do. Yeah, yeah. Right. So like, like, for instance, let's just go into community engagement. Let's just skip to like assigned area three seek regular input from the business community. Yeah, that's pretty broad and big, but that's the stated goal, right? So a suggestion is to draft strategies for the whole committee to consider, such as including business representatives on the advisory board doing regular surveys, etc. So the task for that whoever's doing this one would be to assess where business community could be engaged through meeting invites and the advisory committee. So it's like, is there a way to review what we're already doing where we could make sure we're keeping the business community in mind for how they could engage with that. It's not creating necessarily new engagements all the time. It's keeping that in mind. It's like, yet you are that you're the placeholder for that you're holding that within our conversation. Yeah. So for that, that's as an example. Yeah, I don't, I don't feel like it makes sense to throw this out, or you know, sort of restructuring. This is like a year's worth of work. How about people focusing on the areas that they want to be on? Can we just sort of merge these conversations? Yes, of course. I mean, I think that like, I mean, there seem to be some well, Jeff, I think suggested that like, what if instead of being divided up into task force, yes, task, task forces, the three different ones, just like all of the assigned areas, all of the objectives, we're just all put together into one big work plan. Yep. I mean, we could look at it that way. And then people can say, well, I'm really interested in this, I feel like I have skills to help with this, right? Or that's where my strengths are, this is where I want to focus. Then we can kind of get a sense of, well, which areas have folks wanting to participate, and then we group people together, and they don't necessarily have to be divided into the task forces. I mean, that is one way to not really throw this out, but to reorganize it a bit. Yeah. Well, and what I was thinking about when I suggested we look at the tasks rather than the assigned teams more as a whole is I know that there's some overlap with the goals and some of the assigned tasks. And so I think you stated that really well, Tara, that maybe what we do is we try to process this in a way that people are really assigned up for things that they feel they can sink their teeth into, that they have some passion or at least a skill set that they can provide. But I do respect the structure a lot. And I know a lot of work went into it. So I don't want to just toss it out. No, I don't want to toss it out. I just want to make sure that we all agree that we either accept it in its current form or we consider maybe shifting around a couple of the things so that they make more sense for this group of people. So, Jeff, wouldn't you say that when you said shifting around? So, excuse me, here since I did them in late and I hope I'm not saying something that is already been explained. So when we do have teams and we have these tasks and let's say an individual takes one of those tasks, is that a responsible for that team or is it just going to be that individual? Well, maybe backing up to first motivated by comments earlier. I've had individual conversations with some members of this committee that in which we were really kind of asking questions about what community engagement and the DEIA task force have some parallel or even overlapping goals. So it's, to me, it was, okay, should we be looking at these as maybe more of a totality of the assigned tasks and what the goals of these two task forces are and either we're just shifting members around or we're actually thinking about a way of coordinating the work so that we're not overlapping or you know, working on the same thing in a parallel manner when we should just be working together. And that can also influence and impact the project development planning because I mean, I think of things holistically. So I'm going, well, if diversity and inclusion are really important goals of ours and community engagement is really important, how do those concepts influence or impact what the project development process is and how do we connect those dots effectively. So I'm just trying to think of practical ways that we accomplish what these goals are. And I'm not quite sure that I understand how the work plan does that in practical and week to week terms. So I want to know how I fit in and how I can be most effective. No, exactly. Okay, that's good. That's great. That's exactly. May I? Yes. So when over when reading these overlooking them, I saw the task force, the idea of sort of isolated or separated task forces might be awkward because perhaps there is a committee member who is on the is on the business development team or community. Yeah, the community engagement team reaching out to a local organization or or company or artist. And then that person also would like to be involved with other issues regarding diversity, equity, inclusion and access to the the DEIA team. But there's, oh, I'm sorry, I'll have to actually contact and let a committee member when we're not a very large committee. And I think we can all speak together. So rather than approach these separately of task forces, why don't we just say this is the APPC committee. And these are our tasks, not task forces, but we have a task to do. We have a task to do community engagement. We have a task to do DEIA. We have a task to do the last one project development. And then we approach that all. So our energies and our natural occurring opportunities throughout our day as Santa Rosa community citizens, whenever they should pop up in those categories, we would invite them and be involved. Just to logistically, can we communicate? Can we send a mass email to everyone on the? Yeah, I think that's yeah, so that's weird. That's why there was the structure of the task forces created because there are laws, the Brown Act rules related to committee members, communicating with the majority or a quorum for or more of the members for four or more total. So you plus three. So anyway, the task forces were small, two or three members so that you avoided those rules and you could meet without having to have a publicly noticed meeting. You could communicate through email with each other. And then essentially when you're ready to bring a full discussion to the committee, then it gets put on the agenda and the whole committee can discuss an item or whatever. So that's why that structure, if there's another way to achieve that, that doesn't like I'm all for that. But I think that that's the mechanism we felt like we had to use to avoid violations of the Brown Act. Because ad hoc task forces meaning task forces smaller groups of members that are working on specific items that when those items are completed, that task force goes away. That's the definition that allows us to do this structure where there's three, two or three members meeting, communicating, doing work on a more regular basis that doesn't have to be publicly noticed and follow those rules. So that doesn't still like I still like the idea of looking at everything, taking away like community engagement, DEIA, project development, putting it all in some kind of maybe it's funny because we started this with a spreadsheet. And then that felt too overwhelming to look at in a spreadsheet. So we put it in more of like a linear Word document like this. But I wonder if we should go back to the spreadsheet, because then I think you could see things and you could go, okay, well, this kind of falls into a communication outward with the community category, maybe we lump all of those together, regardless of what their task force was originally. And then I think folks could start seeing where the things kind of need to work together rather than separately so that there aren't duplicate efforts going on. And then also I think, hold on one second, I think that then if folks are identifying, I want to be involved with this, you put your name next to that, someone else puts their name next to another, then you start seeing like where the groupings might be, because then I think those people could then work together on those items, or work separately, but then come together when needed. Or do you know what I mean? It's like, those could maybe form those smaller work groups, they don't have to be task forces, they could just be work groups that then you're doing those tasks. And then you come back to the committee to have the larger discussion when you need to. So I was wondering if the large discussion could be some of the more kind of big pictures thinking, even looking at like to the spreadsheet and kind of saying we identify, even having a regular part of our meetings that actually were like people visit this, we say what's where are we, where are we moving? And then continually pull the amount of people we can, yeah, that goes off a little bit. Is that kind of what you're thinking Paul, or is it? It sounds right to me. I think, and you know, whatever is necessary to achieve goals, but we should make progress. Yeah, absolutely. I think there's been a feeling over obviously it's been COVID and we are meeting online for so many years of being kind of isolated and I'm in this group and I have to stay within this, but if I kind of lost the vision, there was no one that was looking at it with each of our committees in a bigger group and saying, where are we going with this? Is this still vital? Are we still moving in the right direction? I welcome more conversation that way. Another thought is, I might be wrong, but I think that each one of these task forces, the way that they have been structured has two or I guess in one case three people and they don't have overlapping members. And another way of looking at this could be that if we allow for more of, I know, a shared membership or we divide up, let's say, okay, outward communications is one category that is going to be inclusive of community engagement, DEI and even a certain amount of project development, you know, listening to the community. Whoever the, let's say, three people, we can't go beyond 30, that there were three people working on that, is there any reason why one of them couldn't represent that team's work in a, let's say, team or task force meeting that's looking more specifically at, let's say, project development or internal work plan development? The shared document, like, could we share a spreadsheet or a Google doc or whatever and sort of deal with the Brown Act questions just by doing that, where everyone's, no, you can't be inputting. Sorry, yeah, there's definitely some constraints with what, as a public entity, what public meetings mean and I can, like, essentially I can be the keeper of something that I add things to and then send out to all committee members, but it has to also be publicly available so it would have to be presented at a public meeting. Otherwise, the smaller groups of three or less can do their work, share a spreadsheet amongst the three of them and develop something, but when it's shared or discussed as a whole group, it has to be in public. The requirement essentially is the intention is that the committee has to do its business in the public. So the task forces will do their tasks, come to a conclusion or a plan or run an agenda item which they will submit to the meeting and then we will deal with it amongst all of us at the meeting. Yeah, that's right. Yeah, so we will have meetings and that's what for the public meetings are so we can be here as well as be, you know, heard by our public. I think that we, it's been difficult to, when we've been sharing the things that hasn't been with the intention for getting a lot of feedback from each other, we haven't had that expectation so be probably reworking of the way we think about and channel them and I think it'd be healthy that we would be coming with anything we were working on with the idea of inviting feedback and people being attentive that way. Yeah, I mean one way to do it so that it's maybe more streamlined is to have one big worksheet, spreadsheet that has everything in it and then once folks have like signed up for certain tasks, maybe we then take that, those out and say this is what we're currently going to be working on and not the whole thing, right? Yeah, like isolate, right? But then at each committee meeting there is a standing item on our regular meeting agendas that's task force report outs essentially and so that spreadsheet could have status reports, status updates in an area where every month then there's something that the members who are working on those tasks are putting in there like I did this, I met with blah blah blah, I met with you know whatever it is that that then that spreadsheet and its updates every month or as needed could then be shared at those regular meetings and discussed because that's how you would report out at the public meeting. Well, should we just start with task one? Would you task force? Well, all of them, I mean that's three jobs. Yeah, that's what I wanted to is there a priority that you feel that you and Jessica feel like if you were to know that we were going to operate this way and start pulling would you just go one day one down or would you revisit it? Well, I think I'm more interested in having the committee members feel really engaged that they know what to do on the item that they're signed up for that they feel like that's a good use of their time and they have that time rather than Jessica and I saying we want you to do this. Got it. So I'd rather not look at it from that point of view I'd rather have it come from the committee members so whatever the best way to do that is like I think the overlay with what our priorities are should be the annual work plan. So if this is helpful to members I think that the next step I would suggest is that we go I think we still have a version of this in a spreadsheet format. I could add a column for committee members to sign up or say not necessarily sign up but like maybe you prioritize yourself like like like one two and three these are the things that I'm most interested in participating in and I don't know something like that we could come up with some version of that but then there could also be a column that identifies does this have funding allocated in our annual work plan because that could be a determining factor for you right like do I want to sign up for something that doesn't have any resources to help do it right now maybe not so so maybe that's I don't that would be one way to go as the next step. Actually you're mentioning budget or resources is makes me think that well the the driving reason for there to be a budget you know for the city to have approved funding is usually it's it's because there's a project there's something to be accomplished and so thinking about workflow it seems to me that if we have projects that are already planned and scheduled there are tasks to be addressed for community engagement around those projects you know there's the DEIA goals of engaging the community in a in a more inclusive manner and then when we talk about project development we are talking about well what are we doing to look to the future and what are what are new projects being developed and I think we said at the previous or two previous meetings ago that this year we are basically focusing on getting the projects that are already scheduled accomplished so yeah but Jeff I want to interject there for a second that's that that's one small piece of the picture and not the priority the priority is for the task forces to help implement the strategic plan which are not projects the strategic plan is community engagement and input governance and administration programming and projects yes but to a lesser degree because those are what we always have done right and then PR and marketing so the task forces were formed with the tasks in the assigned areas specifically to do all the other stuff right that is called for in our strategic plan because the program didn't have enough there didn't have enough going on there to begin with and so it was really to engage the committee members in in helping us do better in those areas because we can do the projects that we do projects that doesn't mean that there's additional community engagement that shouldn't be happening with our projects but I don't think that that's the priority of the task forces yeah this is for the sustainability of improving the voice between the city government and the people yeah that's a great way to put it yeah this is this is is making a clear process that theoretically we're going to go now to forever it's not a lot of one time like hey let's go shake hands and we're done you know this is forever the city is committing to an action of always knowing its people and always talking to its people I guess in my mind it's creating something that has a concrete application so we're in a sense we're talking in theory but when I think about a project I think about something that physically will exist even if that is a quarterly town hall meeting about arts and culture or some other vehicle through which we get community input and we can have a dialogue and person will come to fruition after the actions of the task forces to hear what the people say and how they want it yeah yeah I mean the the open house's idea was definitely something that has was already identified as something the APPC should take on as a project so that that kind of goes without saying that I think that that needs to happen and there are steps in the community engagement task force to start that process so I think that like yes there will be concrete things but there are steps to start doing now to get to a regular open house that the committee knows that they can always come twice a year to meet the members and hear what we're doing that will be ultimately the outcome right hopefully something like that but there is a process together yeah so in order to start these do we have to do we have to make a motion to vote to implement these workforce plans or they already implemented no yes and no I what I would like to do is to get some version of this whether it's this or a spreadsheet view of it without the names of the task forces dividing them however the committee feels comfortable have that brought to a meeting where it's on the agenda asking for your approval because once that that's approved then we can say okay that is you know it doesn't mean that these can't change or be amended over time but it's being adopted as as a as a map to follow right and then then the work can get started that's why it all of your copies should say draft on them they really truly are and it does say time commitment how serious is the time commitment are all committee members required to log an official time and be penalized if you know no so then there's not a lot of fear it's you jump in when you want to swim yeah and do not jump in when you do not want to swim that's right yeah yeah and that has been one of the bigger impediments for me it's just knowing that this is a you know a volunteer position and that you know my time is valuable and so if I don't have a concrete action item I oftentimes struggle to just apply to theory yeah yeah totally but I do like the idea of what you were saying Tara to go back to the annual work plan and recommended expenditure plan and then connect those actions that have expenditure amounts to the task forces so as community engagement and input is the first category that aligns with the community engagement task force in my mind assigning a budget to these items gives me more motivation I guess is the best way to put it um and for governance and administration I see it needing to update that line that says partner with OCE slash VPP and to update that to coordinate with uh sorry zero zero yes so update with that partner with that committee and I guess if there could be connection with our committee about how we should fit in with that I don't I don't know if that is part of their plan uh yeah no no I don't I don't know and I doubt that that's on their radar so that would mean initiating kind of that since since it's kind of starting from scratch itself I think that will essentially mean that that the collaboration with the committee and with the public art program would kind of need to start over okay yeah have you heard anything about the public art tool kids yes yes I have a meeting with Nico uh with Kim's and creative on Friday um there there is still ongoing work with that it is added has been added to his contract scope of work so that he will be developing a proposed way to move forward with that yeah for me you know when I'm looking at you know convening a group of city employees to meet with the task force to kind of inform things or you know kind of inviting people in to participate in the process of the appc like it's it's kind of a tough ask if there isn't something to offer urban you know yeah yeah I I hear that I think that that I would encourage everyone to think of it almost exactly in the reverse you are there to ask what you can do for them right like we want to know how how to serve the community better how to connect with things that others are already doing where there's alignments right it's like if you kind of use the example of the general plan update that had been I think a goal of the public art programs for a while is to really get artists more involved in a planning a citywide planning process but the way we approached it was to ask the planning team what do you need that you're not getting out of your process that we could help with and when they said community engagement specifically with youth then we tailored everything we did with artists to meet their need it still met our goals and it met their goals and I think that that is a really successful way of looking at how we especially when it comes to other city departments other or arts organizations or community groups is to approach it from that point of view you know I think that that it's a very different way of working than saying hey we're part of the city of san rosa we have these funds we want you to apply that's not really what we're doing here we want to know what they're doing how they think their artists or their community members or whatever need to be supported what what is interesting to them about art in the community what do they see as a problem about what art in the community looks like currently are there gaps does it not represent everyone like those are the kind of questions I'm interested in so how do we how do we record and report back in these kinds of meetings and is that something that I don't remember yeah I mean I think a lot of these things are it have that kind of detailed or if they don't in all of them they that can be added but I mean I think that for example um in the the EIA task force there's assigned area three prioritize diverse voices in public art programming um there's several tasks in there six so task number one is familiarity with programming with program planning voices in this action item task force members will familiarize themselves with the current process involved in a public art program planning or a project planning they will investigate who historically has been the decision makers at what capacity of the planning process their voices have been elevated they will investigate which voices have been historically elevated due to the historic makeup or of decision makers so you know it's like looking at who's making the decisions so it's kind of like research and data gathering and then identify opportunities for inclusion of diverse voices so in this task force uh in this item task force members will evaluate where homogene exists within the public art program planning process and identify priority areas for the inclusion of diverse of voices um they will create informational briefs that describe the roles and responsibilities of the identified priority area they would like to welcome diverse voices to participate in then research and identify those diverse voices that are needed to submit recommendations for approval approval so then that there's the reporting mechanism right you're bringing back what you've learned to the committee to say hey this is what we found and this is what we recommend we do to help address that and then you you take it a step further to invite and welcome those diverse voices to be a part of a planning process that we're working on and then you continue building those relationships and make them feel like they are a part right like they they belong as a part of our process ongoing so that as an example that's another one where there's you know there's research there's um investigations there's identifying the gaps right there's um then a recommendation or a report back to the full committee and a recommendation and then there's actions to then create those relationships and invite participation um so I think with all of those with all of them in here there's usually a step that says consideration submitted to appc for approval or something like that so to me that's the reporting mechanism where you're somehow sharing what you gathered what you've learned back with the full committee and there can be a discussion about it and there can be a recommended action that comes out of that are these documents public not well yes I mean they've been attached to our agendas for the last however many meetings we've been discussing this so they are public they're not on our website you would have to go to an agenda to to find the attachment would it be okay to share them with people who might be interested yeah for sure I think that they're they still are a draft at this point so there's nothing formal that's been adopted or approved yet but as long as that's clear with folks yes please get input on it um so I guess if there's I mean I don't anyone can please chime chime in again but it's is it helpful to take this and put it in that spreadsheet view and have folks kind of indicate their interests in the tasks in that way rather than keeping them divided into the three task forces is that kind of a unanimous direction or is there still kind of like well they're fine the way they are kind of in the in the groupings I guess I'd like to know how to best move forward to support the next step one question oh yeah then so um kids kids been creative created this draft uh with this model of three separate task groups task force so uh there seems to be there's like a question or concern is it possible that they can recreate this in any way so that the committee feels like it's a more it's a more it's a more committee-wide approach rather than isolated because it seems to be there seems to be fear that some people like oh no I'm stuck on a task force and I have to do this work or like that where we feel like one or the other could pick up the slack when one is missing um yeah that's I think what the language in there was spelled out that way then maybe the committee might feel more comfortable about it then what language exactly well the idea of like you know here's two hours a month and then there's the fact that the work the task forces have to be isolated to three people or less um so in the event that a task force volunteer is unavailable to work on their task uh for um for that meeting or that particular period is another committee member allowed to step in and assist that task force when one is out yes I see what you're saying um I think that some version of that is definitely possible I I I would encourage everyone to not feel like there is a if it helps to have deadlines and milestones and things to keep things moving on I completely understand that but there isn't an intention to say if you don't complete this by this day you know it's over that was all for nothing I mean you know like you know what I mean yeah this is open-ended this is all going to work I mean there are things that hopefully will happen within what a year time two years time you know I don't know what reasonable timelines really are and I'm totally open to changing them throughout the time the timelines that were put in here um so this is very flexible work and secondly is although it is work it it should not bog down or hold up any of our more serious committed timeline projects where we are overseeing and approving budgets right right those things would kind of be prioritized on our regularly scheduled meetings so it wouldn't be harming any of our necessary and dutiful work but at the same time we might be adding in some very fruitful and productive side work and we could be supportive of one another to not a harm any committee member in forcing them to you know put in labor hours that they can't afford in their time budget already yeah those that are able to add in or volunteer anytime that they can above and beyond it would be greatly appreciated yes and that kind of language was in the documents so that people could see that flexibility okay okay I got that um I think the other thing is yeah I mean if if like if three folks are signing up next to a task that they want to work on and then two of them end up you know not having the time and are dedicated to something else and that one person can't do it all themselves I mean I think that there can be an ongoing discussion about that like hey I still really want to work on this I need someone's help can anyone help me just with this one task for the next month it doesn't I think that the groupings can be flexible as long as we're not doing any kind of the violations of too many people meeting together or communicating yeah so yes that flexibility can exist is that how you see the as far as signing up for individual tasks is that how you see the spreadsheet versus this yes so you're saying okay I could sign up for this assignment task which falls under the community engagement and I could also sign up for this task that is in the different tasks yep so I think that perhaps that would be helpful because I don't know that I specifically on one of these committees really have the expertise for all of these individual things that's helpful you know I may not have I may be interested in community engagement but I don't have a whole lot of business contacts you know that's right yeah so I think it might be helpful to see I wasn't around when the spreadsheet where any of this was developed so it might be helpful to see the spreadsheet and then can line up with some different tasks you know yeah and I like the idea of a ranking system again I feel like the report backs could be a much richer you know sort of exchange of information like that maybe that's the time when you know we're all here we can compare notes on things and trade out tasks and stuff so I you know I can see that working else I feel like things have kind of been you know sitting yeah it's stagnant and I feel like there's enough here to start you know and maybe once we're moving it makes more sense to me to restructure things in a way that's informed by that motion okay just personally but one thing I really do appreciate about this is there is a structure to it and and I don't want to question the this strategic intelligence of this particular structure and I guess I'm really jumping off of what you just said Nathan that maybe the thing to do is let's let's move forward and um let's work on process amongst ourselves so that we can make make a very good effort at using this structure effectively and working through these tasks and if we can prioritize effectively and we can communicate effectively then maybe through the process if we want to um start to reorganize or restructure um it can inform the work in the future but for right now we do we have a work plan there's a there's a strategy to it so even though I'm the one who maybe initially prompted the the question of you know should we be looking at this reconsidering this structure I'm starting to feel like the comments and and all of this really good conversation around it leads me to think well we haven't given it a chance yeah we haven't actually tried to use it in an effective way so a lot of work's gone into it and I do really appreciate and respect that. Thanks well it sounds like the spreadsheet view is helpful to everyone so I will prepare that I mean we have a draft of that already so it's just going back to that format and then I'll add the columns that we talked about um and then we'll figure out a way to get that to the committee members so that they can review and then start indicating their areas of interest um and again because of ground act stuff I have to make sure that we're doing that in an appropriate way but I think I can send you something information only that you can review um and then it can be discussed again at the at the next meeting um but but hopefully that can be a document that then you can approve or adopt so that then we'll be working towards implementing it yeah so besides the um spreadsheet what are next steps um yeah I mean it sounds like that's that's the main kind of tool to use to get us to the next step is to have that spreadsheet created with the additional columns have committee members review and indicate their interest areas um update or change timelines as we've discussed add more flexibility language to kind of the the whatever kind of document would accompany the spreadsheet because if we're getting away from this kind of document maybe there's just a cover section like this that goes with the spreadsheet and also what will update the language related to flexibility for timelines and interchangeable members participating um and then update the progress reporting section of that to also include um kind of encouraging a more robust conversation and working as a group at regular committee meetings when there's report outs for each task and I think at those report outs the whole spreadsheet could be reviewed and and looked at like with with status updates added to it so to me those those I see those as the next steps before there's any kind of actual work being done on the actual tasks okay great I think because we're heading into we have a meeting scheduled for November 6th and then after that would be the first Monday in December we should be able to hold those two meetings have time on the agenda to keep working on this um so I mean I think realistic goal would be like in January to really start implementing the work on some of these things I mean maybe sooner but to me that's okay well it is now 12 15 so we we have 15 more minutes like we can do the next item on the agenda and get everyone ready for the discussion um moving to 3.2 program and project updates or we'll present updates on the current programs and projects this info only thanks let me get out my notes here okay so Jessica's not able to be here in person today so I have her updates to share um and then I have a few additional updates these are just our regular project and program updates but since we haven't had a meeting where we've been able to report out on these for a while we thought we'd add that to this agenda so um there are two wonderful exhibits at the Finland Community Center one in the community center one in the person senior wing the California Indian Museum Cultural Center and the POMO project those are both on view through November 19th uh sorry 16th and 19th respectively um there was a reception last Friday I think Nathan was there in attendance thank you for attending Nathan so yeah um uh so those are our ongoing exhibits and then our arts around projects the next one coming up which I encourage all members to attend is um Kristen troops uh walking trail installation um there will be kind of a reception and kickoff at the central library here downtown on October 29th at 1 p.m. she'll be installing those pieces around um downtown on downtown sidewalks um and in parks um shortly before that um but then that event at the library will be a reception and then you'll be able to go on a walking tour with her to see all of them uh we will also have one more uh reception coming up for one of the other arts around projects Danny Burleson at Eskilar um to celebrate the completion of the chat book she's created um but the data is still TBD as far as we know um for the small business support program you may have been seeing several new murals popping up by either ArtStart or the mural project um those uh some of those are a part of the small business support program and there'll be a total of 20 local businesses that will be receiving some kind of mural on their building through uh through this program um again some of them are happening now some of them will happen later um but there will be a list distributed to the committee once we have everything a little bit more solidified but there are several projects going on right now that you can go take a peek at um Shady Oak um has one going up on First Street uh the Astro Hotel has one on Julia Park Drive um uh Barrelproof um Comedy Club on Mendocino Avenue um I know I'm forgetting some others I saw I saw someone working on a mural on uh uh the near the library is Black Moles that one is not a part of this program okay but it's great that it's happening at the same time that one is a project that the business is doing for their art requirements as they did remodeling and so they the business has to has to do art on site okay so they're they've hired a muralist to do that project um one with the hair salon oh yes HD Barbershop in Roseland that is one of the projects um there's also the one in Railroad Square uh on the back of the Dare Devils and Queens yep you can see that kind of from Third Street there's a little sidewalk and parking lot you can kind of look through that alleyway the Soul Desire parking lot yeah Soul Desire and then there's one down Sanders Avenue Mike Chavez painting contractor their building has one um Art Start did those are all done by the mural project and then Art Start completed one at Cafe Frida and has about four others coming up and then there will be more coming up so it is kind of an ongoing thing that just happens to be like 10 of them going on right now and the mural project just started across the street from the museum on the parking garage yes yes that's a different that's that one is unfortunately it has to be changed um and won't be taking place at that location I'll follow up with you more they have to they have to move that project oh really okay we'll talk so that one's not happening but there is one scheduled for the museum on the on the street side yeah so that one will be coming up and then like I said there's a handful of others that will be coming up so it's been a it's a huge kind of unwieldy thing to try to get see all these happening they're happening through contracts with Art Start and the mural project but there's um like I said hopefully we will get you a more cohesive list um MJ and Josh through the mural project did create a postcard to talk about the locations that they're currently working on right now but that's not a comprehensive list so okay so then fire station five public art project I can't remember if we reported on this but we did receive a total of 67 submissions so that was very successful and the selection panel is wrapping up reviewing that their first round of reviews we have a meeting on Friday to look at who are the highest scoring artists and to identify the finalists that will move on who is on the um these two yep Nathan and double and then quickly um we do have some upcoming work for this fall winter um for our conservation and maintenance they'll be working on our annual bronze maintenance and then replacing um some of the tiles in the live oak tile mural that's in the transit mall um and then oh and then I already gave that one so yep I think that those are all the updates uh that we have right now and then the anything updated on the highway that um pedestrian over crossing for you which one the pedestrian over crossing oh yeah no update on that yet okay um right now it's a it's uncertain exactly the timeline for us to move forward with a call for artists um so we're waiting to get final confirmation on that but that's I'll let you know when we're actually starting that process yeah looks like people are probably moving into that building that the JC does have yeah it's got folks in it and um there's actually a new mural in that building too which is a beautiful new mural so that's by MJ and Josh with the mural project as well wow and I'll show up at the JC just not that long go uh Maria Delos Angeles do the mural inside the foundation right office yeah and she also has two murals over at LBC yeah I saw those I got to be part of the workshop she did survivors I'm not one but I have to be part of oh great any other questions or comments about this okay we'll move on the next thing which is adjournment I believe yes so the next regular meeting of the art and public places committee is scheduled for Monday November 6th calendars thank you everyone this meeting is adjourned thank you all thank you