HomeMy WebLinkAbout2017-08-10 CAC AGENDA PACKETCITY OF NEWPORT BEACH
CITY ARTS COMMISSION - 5:00 P.M. REGULAR
MEETING / 6:00 P.M. STUDY SESSION AGENDA
Civic Center Council Chambers
100 Civic Center Drive, Newport Beach, CA 92660
Thursday, August 10, 2017 - 5:00 PM
City Arts Commission Members:
Judy Chang, Chair
Arlene Greer, Vice Chair
Michelle Bendetti, Secretary
Miriam Baker, Commissioner
Grace Divine, Commissioner
Staff Members:
Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Technician
The City Arts Commission special meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that
the special meeting City Arts Commission agenda be posted at least seventy-two (72) hours in advance of the meeting and that the
public be allowed to comment on agenda items before the Commission and items not on the agenda but are within the subject
matter jurisdiction of the City Arts Commission. The Chair may limit public comments to a reasonable amount of time, generally
three (3) minutes per person.
The City of Newport Beach’s goal is to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a
participant at this meeting, you will need special assistance beyond what is normally provided, we will attempt to accommodate
you in every reasonable manner. Please contact Tim Hetherton, Library Services Director, at least forty-eight (48) hours prior ot
the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 717-3801 or
thetherton@newportbeachca.gov.
NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT
Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the Library Services
Department 24 hours prior to the scheduled meeting.
I.CALL MEETING TO ORDER
II.ROLL CALL
III.NOTICE TO THE PUBLIC
The City provides a yellow sign-in card to assist in the preparation of the minutes. The
completion of the card is not required in order to address the City Arts Commission. If the
optional sign-in card has been completed, it should be placed in the tray provided at the Staff
table.
The City Arts Commission of Newport Beach welcomes and encourages community
participation. Public comments are generally limited to three (3) minutes per person to allow
everyone to speak. Written comments are encouraged as well. The City Arts Commission has
the discretion to extend or shorten the time limit on agenda or non-agenda items. As a
courtesy, please turn cell phones off or set them in the silent mode.
IV.PUBLIC COMMENTS
Public comments are invited on agenda items. Speakers must limit comments to three (3)
minutes. Before speaking, we invite, but do not require, you to state your name for the record.
The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on
agenda items, provided the time limit adjustment is applied equally to all speakers. As a
courtesy, please turn cell phones off or set them in the silent mode.
August 10, 2017
Page 2
City Arts Commission Meeting
V.CONSENT CALENDAR
All matters listed under CONSENT CALENDAR are considered to be routine and will all be
enacted by one motion in the form listed below. City Arts Commissioners have received
detailed staff reports on each of the items recommending an action. There will be no separate
discussion of these items prior to the time the City Arts Commission votes on the motion
unless members of the City Arts Commission request specific items to be discussed and/or
removed from the Consent Calendar for separate action. Members of the public who wish to
discuss a Consent Calendar item should come forward to the lectern upon invitation by the
Chair.
A.Approval of Minutes of the July 13, 2017, City Arts Commission Meeting
Draft of 07/13/2017 Minutes1.
08-10-2017 - CAC - 01 Draft Minutes.pdf
B.Consent Calendar Items
Financial Report2.
Review of financial information.
08-10-2017 - CAC - 02 Financial Report FY 2016-17.pdf
08-10-2017 - CAC - 03 Financial Report FY 2017-18.pdf
Cultural Arts Activities3.
Monthly review of cultural arts activities from the Library Administrative Office for
upcoming Library and City arts events and services.
08-10-2017 - CAC - 04 Cultural Arts Activities for July 2017.pdf
VI.CURRENT BUSINESS
A.Items for Review and Possible Action
Cultural Arts Grants 2017/184.
Staff will provide an overview of the Cultural Arts Grants for arts organizations
who are based or provide programming in Newport Beach. The sum of $40,000
(Cultural and Arts, City Grants Account #4002-8254) is provided annually for
specific cultural or artistic planning or projects as approved by the City Council.
The City Arts Commission has the responsibility to review all programs and
requests for support from arts groups and make recommendations for funding to
the City Council for final approval.
08-10-2017 - CAC - 05 Staff Report Cultural Arts Grants 2017-18.pdf
08-10-2017 - CAC - 06 ATTACHMENT A - Cultural Arts Grant Application
Instructions .pdf
08-10-2017 - CAC - 07 ATTACHMENT B - Cultural Arts Grant Application.pdf
08-10-2017 - CAC - 08 ATTACHMENT C - Cultural Arts Grant Completion
Report.pdf
August 10, 2017
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City Arts Commission Meeting
B.Monthly Reports
Sculpture Exhibition Ad Hoc Subcommittee5.
Commissioner Miriam Baker, Commissioner Grace Divine, Commissioner Arlene
Greer
VII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS
WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR
REPORT (NON-DISCUSSION ITEM)
VIII.PUBLIC COMMENTS ON NON-AGENDA ITEMS
Public comments are invited and non-agenda items generally considered to be within the
subject matter jurisdiction of the City Arts Commission. Speakers must limit comments to three
(3) minutes. Before speaking, we invite, but do not require, you to state your name for the
record. The City Arts Commission has the discretion to extend or shorten the speakers’ time
limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all
speakers. As a courtesy, please turn cell phones off or set them in the silent mode.
RECESS
IX.RECONVENE AT 6:00 P.M. FOR STUDY SESSION
X.ROLL CALL
XI.STUDY SESSION
Sculpture in Civic Center Park Exhibition6.
Mr. Rick Stein and Professor Joe Lewis will present the submissions for Phase III
of the Sculpture in Civic Center Park Exhibition and provide a forum for public
comment in regards to the submitted work.
XII.PUBLIC COMMENTS
Public comments are invited on agenda items. Speakers must limit comments to three (3)
minutes. Before speaking, we invite, but do not require, you to state your name for the record.
The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on
agenda items, provided the time limit adjustment is applied equally to all speakers. As a
courtesy, please turn cell phones off or set them in the silent mode.
XIII.ADJOURNMENT
DRAFT
1
Newport Beach City Arts Commission Special Meeting Minutes Thursday, July 13, 2017
Regular Meeting – 5:00 PM City Council Chambers
100 Civic Center Drive
Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:01 P.M.
II. ROLL CALL
Commissioners Present: Lynn Selich, Chair Miriam Baker
Judy Chang
Grace Divine Arlene Greer
Commissioners Absent: Michelle Bendetti
Staff Present: Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Technician
III. ELECTION OF OFFICERS The City Arts Commission shall nominate and elect Commissioners to serve as Chair, Vice Chair, and Secretary for FY 2017/2018.
Motion made by Chair Selich, seconded by Commissioner Greer, and failed (2-3-0-1) to postpone the election of officers until the vacant seat is filled and Commissioner Bendetti
is present. AYES: Selich, Greer
NOES: Baker, Chang, Divine ABSTENTIONS: None
ABSENT: Bendetti
Nomination made by Commissioner Chang, seconded by Commissioner Greer, and
carried (4-0-1-1) of herself for Chair.
AYES: Baker, Chang, Divine, Greer
NOES: None ABSTENTIONS: Selich ABSENT: Bendetti
Nomination made by Chair Chang, seconded by Commissioner Divine, and carried (4-0-1-1) of Commissioner Greer for Vice Chair.
AYES: Baker, Chang, Divine, Greer NOES: None
ABSTENTIONS: Selich ABSENT: Bendetti
Newport Beach City Arts Commission Regular Meeting Minutes July 13, 2017
Page 2
2
Nomination made by Vice Chair Greer, seconded by Chair Chang, and carried (4-0-1-1)
of Commissioner Bendetti for Secretary. AYES: Baker, Chang, Divine, Greer
NOES: None ABSTENTIONS: Selich ABSENT: Bendetti
IV. NOTICE TO THE PUBLIC
V. PUBLIC COMMENTS
Jim Mosher hoped the Chair would allow public comment during each agenda item.
VI. CONSENT CALENDAR
A. Approval of Minutes of the June 8, 2017 City Arts Commission Meeting
1. Draft of 06/08/2017 Minutes Motion made by Vice Chair Greer, seconded by Commissioner Baker, and carried (4-0-1-
1) to approve the draft Minutes for the meeting of June 8, 2017 with Mr. Mosher's correction to page 2, line 4.
AYES: Chang, Greer, Baker, Divine NOES: None ABSTENTIONS: Selich
ABSENT: Bendetti
B. Consent Calendar Items
2. Financial Report - Review of financial information.
Library Services Director Hetherton reported expenses for the Newport Beach Art Exhibition exceeded revenues by $678. Funds from the Library budget were transferred
to cover the deficit. 3. Cultural Arts Activities - Monthly review of cultural arts activities from the
Library Administrative Office for upcoming Library and City arts events and
services.
Library Services Director Hetherton reported the gallery space in Central Library is reserved through March 2019. The Memories in the Making exhibit will follow the John Wayne exhibit.
Motion made by Vice Chair Greer, seconded by Chair Chang, and carried (4-0-1-1) to
approve the Consent Calendar.
AYES: Chang, Greer, Baker, Divine
NOES: None
Newport Beach City Arts Commission Regular Meeting Minutes July 13, 2017
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3
ABSTENTIONS: Selich
ABSENT: Bendetti VII. CURRENT BUSINESS
A. Items for Review and Possible Action
4. Ad Hoc Subcommittee Appointments – The Chair will appoint Ad Hoc Subcommittees of one or more members for such specific purpose as the
business of the Commission may require from time to time.
Library Services Director Hetherton referred to Mr. Mosher's comments regarding
subcommittees and suggested the Chair appoint subcommittees as needed with each
subcommittee sunsetting when its work is complete. Staff recommends this item be deferred until a subcommittee is needed.
Vice Chair Greer suggested Chair Chang appoint an ad hoc subcommittee for the Sculpture Exhibition because selection of sculptures for the next phase is underway.
Library Services Director Hetherton concurred. Vice Chair Greer and Commissioners Baker and Divine volunteered to serve on the
subcommittee, and Chair Chang appointed them to the Sculpture Exhibition Ad Hoc Subcommittee. 5. Ronald Reagan Statue – Staff recommends that the Art in Public Places Ad Hoc Subcommittee determine an appropriate site in Civic Center Park
to place the Ronald Reagan sculpture.
Library Services Director Hetherton reviewed the staff recommendation, and requested
the City Arts Commission should take public comment after it discusses the issue.
Jim Mosher believed Commissioner Baker should recuse herself from this item. If she
does not, it could be seen as self-promotion in wanting a more prominent place for her
sculpture. In the past, Commissioners who had exhibited at the Library recused themselves from the discussion.
Commissioner Baker recused herself from this item.
Mr. Mosher felt there is more public interest in the statue than is evident from the sparse crowd attending the meeting. The City Arts Commission meeting had not been well publicized. Council Policy requires the City Arts Commission to confer with the Parks,
Beaches and Recreation Commission before issuing a recommendation. He suggested the subcommittee review the minutes from the February 2011 City Arts Commission
meeting and the February 22, 2011 City Council meeting. Making this statue part of the
Sculpture Exhibition is absurd because including it in the rotation is a political statement, not an artistic statement. The Arts Commission has a responsibility to communicate that
to the City Council. The statute's current location is appropriate.
Vice Chair Greer suggested the Chair appoint a subcommittee to recommend a site for
the Ronald Reagan statue.
Newport Beach City Arts Commission Regular Meeting Minutes July 13, 2017
Page 4
4
In response to Vice Chair Greer's request, Library Services Director Hetherton agreed to look into the comments and sort them out for the Commission.
Chair Chang appointed herself, Vice Chair Greer, and Commissioner Divine to a Ronald Reagan Statue Ad Hoc Subcommittee.
6.Clarification on the Newport Beach Arts Foundation ReorganizationStaff Report – Staff will correct the record for factual errors stated in the
June 8 staff report.
Library Services Director Hetherton wished to correct the record because he relayed the
subcommittee's report to the City Arts Commission incorrectly. The City Council did not
direct development of the reorganization plan for the Newport Beach Arts Foundation. The staff report for this item correctly relays the subcommittee's report.
B.Monthly Reports
7.Art in Public Places Ad Hoc Subcommittee – Commissioner Arlene
Greer
Rick Stein, Arts OC, reported that the deadline for artist submissions for the Sculpture Exhibition passed on July 9. He received 53 submissions, six of which were deemed ineligible for a variety of reasons. In most cases of ineligibility, the works are not complete
but only conceptual drawings. The City Council requested an online voting process, and voting through the website will open on July 17 at noon and end at noon on July 30.
Members of the public will be able to view each work of art and vote only once for only
one work of art. The voting public will be required to enter their email address and ZIP Code. Voting results will be submitted to the judging panel, and judges are required to
take the vote into consideration. Outside judges are Bob Nicoll of Blizzard
Entertainment and Pat Gomez of the City of Irvine. At the close of public voting, the jury will meet. On August 10 at a City Arts Commission study session, he will present all
submissions, and the public will have an opportunity to provide feedback. During the
week of August 21, the judging panel will meet and obtain public comment. At its September 14 meeting, the City Arts Commission will decide on nine works and two or
three alternates to recommend to the City Council. During the September 26 City Council meeting, the public can provide comments, and the City Council will approve the works for installation. The goal is to install works during the second and third weeks of
October. October 28 is the scheduled date for a dedication ceremony and reception. Staff is working with the City Attorney to determine whether prizes can be used to
encourage people to vote. He encouraged the City to promote voting in its
communications as well. The submissions represent a range of styles.
Vice Chair Greer reported that the Newport Beach Art Exhibition was held June 17th. One
hundred thirty-nine artists participated and provided 238 works of art. Thirteen works of art were sold, an all-time record. She read the list of award winners. Vice Chair Greer
estimated 2,000 people attended and thanked all those who made the Art Exhibition a
success.
Newport Beach City Arts Commission Regular Meeting Minutes July 13, 2017
Page 5
5
8. Performing Arts Ad Hoc Subcommittee – Commissioner Michelle
Bendetti, Commissioner Arlene Greer, Commissioner Judy Chang Library Services Director Hetherton reported the Flashback Heart Attack concert was well
attended and good entertainment. The food trucks were busy and provided good food. In response to Chair Chang's inquiry, Library Services Director Hetherton estimated
2,500-3,000 people attended the concert. There didn't appear to be any parking issues or unruly behavior.
Vice Chair Greer stated it was difficult to find a seat, but it was a wonderful family concert.
Commissioner Selich reported the Pacific Symphony concert is scheduled for Sunday with
a musical playground for children before the concert.
9. Marketing & Communications Ad Hoc Subcommittee - Commissioner
Michelle Bendetti, Commissioner Lynn Selich
Commissioner Selich had no report. 10. Government Relations Ad Hoc Subcommittee - Commissioner Lynn
Selich Commissioner Selich had no report.
11. Finance Ad Hoc Subcommittee - Commissioner Lynn Selich
Commissioner Selich had no report.
VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM)
Library Services Director Hetherton noted two subcommittees had been appointed and previous subcommittees were disbanded.
In response to Vice Chair Greer's question, Library Services Director Hetherton indicated there would not be a marketing and communications subcommittee. Marketing will be
handled by each subcommittee and staff.
In reply to Chair Chang's queries, Library Services Director Hetherton advised that the
Arts Foundation had donated $1,000 for the Pacific Symphony concert. The donation will be used to defray the cost of the concert.
Vice Chair Greer requested a future agenda item for the 2017-2018 Cultural Arts Grants.
IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS
In reply to Jim Mosher's question, Rick Stein reported Display, Inc., will review all works
to determine any installation issues and whether works are suitable for displaying
Newport Beach City Arts Commission Regular Meeting Minutes July 13, 2017
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outdoors. There will be several layers of review with consultants, the City Arts
Commission, and the City Council. All submissions will be shared with the City Arts Commission, including those deemed ineligible.
Mr. Mosher noted the City Council allocated $50,000 of Visit Newport Beach funds to the Christmas Boat Parade. Policy I-9 refers to funding for public art coming from the City Art in Public Places Reserve Fund, which was not mentioned in Assistant City Manager
Jacobs' presentation. Perhaps the City Arts Commission should look into this fund.
X. ADJOURNMENT – 5:47 P.M.
Chair Chang adjourned the meeting at 5:47 p.m.
7/31/2017 1 of 3
ACCT #ACCT NAME BUDGET DATE VENDOR EXPENSES BALANCE NOTES
Programming 95,000
including Pacific 07/06 Alliant Insurance 1,358 93,642 Concert Series
Symphony funding 07/06 Triskelion Event 2,559 91,083 July Concert
07/06 Rettich David 3,250 87,833 July Concert
07/27 Rumors 3,250 84,583 August Concert
07/27 Triskelion Event 2,559 82,024 August Concert
08/10 Triskelion Event 2,559 79,465 September Concert
08/10 Joshua Schreiber 3,250 76,215 September Concert
08/16 Billy Mitchell 250 75,965 Symphony Concert
08/16 Alliant Insurance 489 75,476 Symphony Concert
08/16 ABM Janitorial 240 75,236 July Concert
08/12 Staff Overtime 345 74,891 July Concert
08/26 Staff Overtime 580 74,311 Symphony Concert
08/31 Suzannes Catering 2,402 71,909 Symphony Concert
08/31 Signature Party Rental 20 71,889 Symphony Concert
08/31 Signature Party Rental 864 71,025 Symphony Concert
08/31 ABM Janitorial 480 70,545 Symphony & Aug.Concert
09/06 Office Depot 34 70,511 Symphony Concert
09/06 Pacific Symphomy 50,000 20,511 Symphony Concert
09/14 Firebrand Media 160 20,351 July Concert
09/26 Firebrand Media 160 20,191 August Concert
09/26 Firebrand Media 160 20,031 September Concert
09/26 Smart Levels Media 886 19,145 Concert Series
09/26 4Imprint 241 18,904 Symphony Concert
09/09 Staff Overtime 464 18,440 August Concert
09/23 Staff Overtime 464 17,976 September Concert
10/04 ABM Janitorial 240 17,736 September Concert
10/10 CNB - Police 598 17,138 Concert Series
10/10 CNB - Police 523 16,615 Concert Series
10/04 Balboa Island Assc 200 16,415 Centenial Concert
10/25 Petty Cash 28 16,387 Concert Series
10/27 Alliant Insurance 1,213 15,174 Event Insurance
11/15 Los Angeles Times 342 14,832 Advertisement
Misc. Credit Card 363 14,469
12/09 Petty Cash 11 14,458
01/03 Display 8,495 5,963 Delivery & Installation
2,400 03/28 Transfer from NMUSD 8,363
PayPal 525 7,838 Art Show entries
Smart Levels Media 222 7,616
05/01 Alliant Insurance 1,165 6,451
06/06 Signature Party Rental 1,881 4,570 Art Exhibition
06/06 A Orchard 100 4,470 Art Exhibition winner
06/06 F Reza 100 4,370 Art Exhibition winner
06/06 D Charles 100 4,270 Art Exhibition winner
Got Print 200 4,070
06/30 C Cohn 100 3,970 Art Exhibition winner
06/30 G Glikman 300 3,670 Art Exhibition winner
06/30 S. Amling 300 3,370 Art Exhibition winner
06/30 E. Stampfli 200 3,170 Art Exhibition winner
06/30 J. Jacob-Schram 300 2,870 Art Exhibition winner
06/30 C Fesko 200 2,670 Art Exhibition winner
06/30 SASSC Inc 100 2,570 Art Exhibition winner
06/30 K Jeongmyo 300 2,270 Art Exhibition winner
06/30 E Petrovskaya 200 2,070 Art Exhibition winner
TOTAL 2,070
2016-2017Cultural Arts Division
As of July 31, 2017
7/31/2017 2 of 3
ACCT #ACCT NAME BUDGET DATE VENDOR EXPENSES BALANCE NOTES
2016-2017Cultural Arts Division
As of July 31, 2017
Professional Services 40,000
07/14 Alan Scott 288 39,712 Real Heroes Installation
07/14 AnnChatillon 410 39,302 Photo Service Symphony Concert
08/08 Dinnwiddie Events 600 38,702 Symphony Concert
08/15 Executive Events 525 38,177 Symphony Concert
08/16 TAVD Visual 297 37,880 Transcription Serivce
09/09 Sterling OC Enterprise 410 37,470 Symphony Concert - Light
09/06 TAVD Visual 605 36,865
09/06 Dinnwiddie Events 610 36,255 Sympohony Concert
09/14 Sound Fusion 1,000 35,255 Concerts
09/06 Loren Lillestrand 4,647 30,608 Consulting Serivce
10/06 Crown Building Serv 1,968 28,640 Statue Cleaning (Ben Carlson)
10/10 City of Newport Beach 1,997 26,643 Symphony Concert - Security
10/04 TAVD Visual 338 26,305 Transcription Serivce
10/12 Arts OC 21,582 4,723 Sculpture De-Installation
11/15 TAVD Visual 266 4,457 Transcription Serivce
11/17 Crown Building Serv 656 3,801 Statue Cleaning (Ben Carlson)
12/05 Alan Scott 350 3,451 Mark Leysen Installation
12/05 TAVD Visual 194 3,257 Transcription Serivce
01/03 TAVD Visual 169 3,088 Transcription Serivce
02/01 TAVD Visual 160 2,928 Transcription Serivce
02/14 Alan Scott 303 2,625 Scott Amling Installation
03/01 TAVD Visual 101 2,524 Transcription Serivce
04/03 Crown Building Serv 656 1,868 Statue Cleaning (Ben Carlson)
04/03 TAVD Visual 295 1,573 Transcription Serivce
04/13 Dinnwiddie Events 750 823 Art Exhibition
04/03 Alan Scott 269 554 Assemblages by Ron Yeo
05/11 TAVD Visual 236 318 Transcription Serivce
06/05 TAVD Visual 216 102 Transcription Serivce
06/05 Dinnwiddie Events 80 22 Art Exhibition
06/30 Ross Brian Lloyd 700 (678)Monthly Storage Nov 16 - May 17
Image 360 South Bay 69 (747)
TAVD Visual 191 (938)Transcription Service
06/30 ABM 320 (1,258)Art Exhibition
06/30 Crown Building Serv 256 (1,514)Statue Cleaning (Ben Carlson)
TOTAL (1,514)
City Grants 40,000
12/09 Balboa Island Museum 1,500 38,500
N.B. Film Festival 8,000 30,500
Baroque Music Festival 2,500 28,000
S. Coast Rep Theater 3,000 25,000
Festival Ballet 5,500 19,500
OC Museum of Art 10,000 9,500
Balboa Isl Improve Assn 1,000 8,500
Pacific Symphony 4,500 4,000
Backhausdance 4,000 0
TOTAL 0
7/31/2017 3 of 3
ACCT #ACCT NAME BUDGET DATE VENDOR EXPENSES BALANCE NOTES
2016-2017Cultural Arts Division
As of July 31, 2017
Scuplture Garden 24,661
09/06 Matthew Babcock 1,845 22,816 Contract Payment
09/06 Curt Brill 2,400 20,416 Contract Payment
09/06 David Buckingham 1,250 19,166 Contract Payment
09/06 Nadler Arnold 3,113 16,053 Contract Payment
09/06 Ray Katz 2,855 13,198 Contract Payment
09/06 Jonathan Prince 3,000 10,198 Contract Payment
09/06 Jennifer Cecere 3,000 7,198 Contract Payment
09/06 Gerardo Martinez 3,000 4,198 Contract Payment
09/06 Rench Christopher 2,948 1,250 Contract Payment
09/06 Ivan McClean 1,250 0 Contract Payment
TOTAL 0
7/28/2017 1 of 1
ACCT #ACCT NAME BUDGET DATE VENDOR EXPENSES BALANCE NOTES
Programming 95,000
07/06 Alliant Insurane 1,885 93,115 Pacific Symphony Concert
07/06 Alliant Insurane 1,715 91,400 Other Summer Concerts
07/06 Jason Weeks 3,500 87,900 Flashback Heart Attack
07/06 Triskelion Events 2,559 85,341 Flashback Heart Attack
07/14 Pacific Symphony 50,000 35,341 Pacific Symphony Concert
TOTAL 35,341
Professional Services 40,000
07/14 Ross Brian Lloyd 100 39,900 Monthly Storage July
07/24 Display 4,605 35,295 Cows4Camp De-Installation
TOTAL 35,295
City Grants 40,000
40,000
TOTAL 40,000
Scuplture Garden 100,000
(Contract Art Services)100,000
TOTAL 100,000
2017-2018Cultural Arts Division
As of July 28, 2017
TO: Newport Beach City Arts Commission
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton
TITLE: Cultural Arts Activities for July 2017
Pacific Symphony Concert: On Sunday, July 16, from 5:30 to 8:30 p.m. on the Newport Beach Civic Center
Green, the Newport Beach City Arts Commission presented a performance of the Pacific Symphony as part of
the popular Symphony in the Cities series. The evening began with the Symphony’s “Musical Playground”
starting at 5:30 p.m. which featured many interactive and hands-on activities for children, including
instrument making, a drum circle, an instrument petting zoo, and an opportunity to meet the musicians. Kids
were also given the chance to learn how to conduct with Maestro Carl St.Clair and later help lead the
orchestra.
Admission to the concert was free and free parking was made available in the Civic Center parking structure,
and the adjacent Central Library parking lot. The Irvine Company also permitted attendees to use the lot
across Avocado. Concert goers, who numbered between 2500 and 3000 people, were encouraged to bring a
picnic dinner or to purchase food and refreshments from food trucks that were on site.
Cows4Camp de-installation: The Cows4Camp exhibit was de-installed on July 20 and 21 at a cost of
$4,605.00. The cows are being staged at the Display Inc. facility where they will be cleaned before being
transported back to Dana Point. 3 cows were damaged during the exhibition. The Green Day cow was
subjected to graffiti, SoCal Beach Culture has chipped paint, and California Vineyards has a large scratch
across its side. Staff is working with Display Inc. and the exhibit’s curator, Dana Yarger, to repair the
cows.
Central Library Gallery Exhibitions: the following artists have been approved by the City Arts Commission to
display their work in the Central Library gallery space:
INSTALL DE-INSTALL ARTIST
09/06/2017 11/03/2017 Memories In The Making (Alzheimer’s)
11/06/2017 01/05/2018 Chip Fesko
01/08/2018 03/02/2018 Phyllis Paxton
03/05/2018 05/04/2018 Jane Kelly
05/07/2018 07/06/2018 James Strombotne
07/09/2018 09/07/2018 Diana Blaisure
09/10/2018 11/02/2018 Iriet Peshkess
11/05/2018 01/04/2019 Diana Ghoukassian
01/07/2019 03/04/2019 Gianne De Genevraye
1 of 2
TO: Newport Beach City Arts Commission
FROM: Library Services Department
Tim Hetherton, Library Services Director
949-717-3810, thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton
TITLE: Cultural Arts Grants 2017/18
ABSTRACT:
The sum of $40,000 (Cultural and Arts, City Grants Account #4002-8254) is provided annually for specific
cultural or artistic planning or projects as approved by the City Council. The City Arts Commission has
the responsibility to review all programs and requests for support from arts groups and make
recommendations for funding to the City Council for final approval.
DISCUSSION:
City Council Policy I-10 recognizes the importance of promoting culture and the arts within the City and
establishes a Reserve Fund for Culture and Arts. The sum of $40,000 is provided annually for specific
cultural or artistic planning or projects as approved by the City Council. The City Arts Commission has
the responsibility to review all programs and requests for support from arts groups and make
recommendations for funding to the City Council for final approval. Through the administration of
annual Cultural Arts Grants, the City of Newport Beach distributes funds to arts organizations, enabling
them to expand arts programs offered to the Newport Beach community.
To apply, arts organizations are required to meet the following criteria:
a) Only arts organizations are eligible; we do not award grants to individual artists.
b) Arts organizations must propose projects/programs for funding that directly benefit children
and adults living in Newport Beach, and schools only within the City’s geographic
boundaries. Collaborative events, such as public performances or programs implemented in
conjunction with the City of Newport Beach are also eligible for grants.
c) The City Arts Commission funds only arts projects/programs which will be presented before
September 28, 2018, not general operating expenses.
d) Arts organizations that received cultural grants during 2016-2017 will not be considered
unless they have completed and returned their Cultural Arts Grant Completion Report, even
if they have not completed some of the components of the project/program by the grant
application due date.
e) All applications must be typed or word-processed and complete with requested
attachments. You may reformat on the computer as long as the font and pagination
appears the same.
Applications are available at http://www.newportbeachca.gov/government/departments/library-
services/cultural-arts/cultural-arts-grants. To be considered for a Cultural Arts Grant, the application
must be completed according to the instructions and received at the Library’s Administrative Office by
4:00 p.m. on Friday, September 29, 2017. This is not a postmark date. The address to email and mail or
deliver is:
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Address: Tim Hetherton, Library Services Director
Arts and Cultural Services Division
Newport Beach Public Library
1000 Avocado Avenue
Newport Beach, CA 92660
Email: thetherton@newportbeachca.gov
TIMELINE:
09/29/17 Applications are due.
09/29/17 2016/17 Cultural Arts Grant Completion Report due.
09/29/17 Grant funds must have been spent or encumbered.
10/12/17 City Arts Commission reviews applications and approves grantees.
10/24/17 Recommendations made to City Council.
TBD Award letters and checks disseminated.
NOTICING:
This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at
which the City Arts Commission considers the item).
ATTACHMENTS:
A - Cultural Arts Grant Application Instructions
B- 2017-18 Cultural Arts Grant Application
C- Cultural Arts Grant Project Completion Report
CITY OF NEWPORT BEACH ARTS COMMISSION
CULTURAL ARTS GRANT APPLICATION
FISCAL YEAR 2017-2018
TO: Area Arts Organizations
FROM: Chair, Newport Beach City Arts Commission
DATE: April 1, 2017
Attached is an application for a cultural arts grant from the Newport Beach City Arts Commission. The City of
Newport Beach distributes funds to arts organizations, enabling them to expand arts programs offered to the
Newport Beach community.
To apply, arts organizations are required to meet the following criteria:
a) Only arts organizations are eligible; we do not award grants to individual artists.
b) Arts organizations must propose projects/programs for funding that directly benefit children and
adults living in Newport Beach, and schools only within the City’s geographic boundaries.
Collaborative events, such as public performances or programs implemented in conjunction with the
City of Newport Beach are also eligible for grants.
c) The City Arts Commission funds only arts projects/programs which will be presented before
September 29, 2017, not general operating expenses.
d) Arts organizations that received cultural grants during 2016-2017 will not be considered unless they
have completed and returned their Cultural Arts Grant Completion Report, even if they have not
completed some of the components of the project/program by the grant application due date.
e) All applications must be typed or word-processed and complete with requested attachments. You
may reformat on the computer as long as the font and pagination appears the same.
To be considered for a Cultural Arts Grant, the application must be completed according to the instructions and
received at the Library’s Administrative Office by 4:00 p.m. on Friday, September 29, 2017. This is not a postmark
date. The address to email and mail or deliver is:
Address: Tim Hetherton, Library Services Director
Arts and Cultural Services Division
Newport Beach Public Library
1000 Avocado Avenue
Newport Beach, CA 92660
Email: thetherton@newportbeachca.gov
The Newport Beach Arts Commission strives to satisfy as many grant requests as possible. We encourage your
submittal however appreciate your cognizance of budget constraints as we work to address a growing pool of
grant applicants.
If you have any questions, please call the Cultural Arts Services Office at (949) 717-3870.
INSTRUCTIONS FOR SUBMITTING GRANT PROPOSAL
City of Newport Beach Cultural Arts Grants
Members of the City Arts Commission will review each application, assign funding, and present their
recommendations to the City Council. It is the City Arts Commission’s intention to distribute funds to qualified
organizations with strong projects and programs that will serve the Newport Beach community. Grants are
awarded on the merit of the project or program as outlined in the grant application.
The Cultural Grant Application will not be considered if:
• It is not received in the Library Administrative Office at the Newport Beach Central Library, 1000 Avocado
Avenue, Newport Beach, 92660 by 4:00 p.m. on Friday, September 29, 2017. This is not a postmark date.
• It is not submitted in the format requested or if it is incomplete.
• The organization does not meet the eligibility requirements as per the cover letter.
• The proposed project does not fall within the scope of the guidelines.
• You received a cultural grant last year and have not filed your completion report, even if you have not
completed some of the components of the project/program.
The best proposals will:
• Respond directly to the questions listed. Clear, concise responses will bring out the best features of the
proposal and highlight the goals and objectives of the project or program. Be sure to include all requested
material. Do not assume that the Arts Commission will have knowledge of facts that are not described in the
proposal. The proposals will be judged entirely and exclusively on their contents, not on prior knowledge of
the organization.
• Use each narrative section and the budget form to tell the City Arts Commission why it should select your
organization's proposal. Tell why your project/program stands out in the benefits that it offers to the citizens
of Newport Beach and why this need is best met by your organization and proposal.
• Not include material in excess of what is requested- it will not be seen by the City Arts Commission.
DATES TO REMEMBER
09/29/17 Date applications are due in the office
10/12/17 City Arts Commission reviews applications
10/24/17 Recommendations made to City Council
TBD Award letters sent out
TBD Grant checks are presented by City Council at a regularly scheduled meeting
09/30/17 2016-17 Cultural Arts Grant Completion Report due
09/30/17 Grant funds must have been spent or encumbered
If there are questions about any part of the proposal or the application, please call the Library Services Director, at
(949) 717-3810.
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NEWPORT BEACH CITY ARTS COMMISSION 2017-18 CULTURAL ARTS GRANT APPLICATION (Applications must be typed or word-processed- you may reformat on the computer as long as it
appears the same: i.e. use Times New Roman 12 point and the same pagination.)
Popular Name of Organization
Legal Name (if different) Federal Tax ID No.
Mailing Address
City Zip
_____________________________________________________________________________________ Contact Name Telephone
_____________________________________________________________________________________
FAX E-mail Web Site
Geographical Area Served Have you received a City of Newport Beach Cultural Arts Grant before? ____ If so, when? ________
Year organization was founded Number of paid staff _____ # of active volunteers ___ ___
Total amount requested: (from request line of project budget) $ _________
Estimated number of people in Newport Beach that the proposed project(s) will serve: _______
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CULTURAL ARTS GRANT APPLICATION
1. Briefly describe below your organization’s purpose, mission, and goals.
2. Identify and describe why there is a need in the Newport Beach Community for your proposed
project/program. Include a quantitative description of the need and on what you based your findings (i.e. “Based on a study done by the PTA, there are one hundred children in the 4th-6th grades at Newport Elementary who have had no training with musical instruments.” ) Describe how you have
determined that your organization is the best organization for the proposed project/program.
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3. Describe the specific project/program that will be funded by a cultural grant. Include how the
proposed project/program will be implemented and outline a schedule or project timeline, with planned dates and locations. Identify individuals and groups involved, particularly artists and performers, and describe their roles and responsibilities. Describe the background and qualifications
of your organization and key personnel to be involved in the program. Remember: the City funds
only projects and programs- not operating expenses. These projects and programs must promote community involvement and awareness of the arts in Newport Beach.
Is this a new_____ or existing ___ _ project/program?
4. Define or describe the segment of the population in Newport Beach that you intend to serve by your
project/program. Include such things as age, location, numbers served, etc.
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5. Complete the project budget form. Address only the budget for the specific project, not your annual
operating budget. For multi-project proposals, please duplicate and fill out a budget for each project. Please annotate the budget at the bottom if there are details (such as a breakdown of personnel or a marketing budget) critical to the proposal.
PROJECT BUDGET Funding from the City of Newport Beach Funding from Other Sources EXPENSES-Personnel
Artistic
Administrative
Technical Production
EXPENSES-Operating
Facility Expense/Space Rental
Marketing
Production/Exhibition
Expense
Touring/Presentation Expense
Educational Materials
Transportation
Equipment
Other (if greater than 10%,
annotate below)
GRAND TOTAL
6. Describe the expected quantifiable outcomes of your project/program and how you will evaluate the
results. Be very specific in addressing the ways that you will determine that your project/program met
the needs that you identified and accomplishes the goals you set out to achieve (i.e. you provide 50
hours of musical instruction and instruments to the 100 children at Newport Elementary school as measured by music store rental receipts and logs of instructors.)
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7. Attachments Requested
Please do not send material in excess of what is requested; it will not be seen by the City Arts Commission.
• A list of Board Members and their affiliations
• A recent list of individuals, corporations and foundations that provide organizational support- not to exceed one page.
• If you are a 501(c) (3) organization attach a copy of your IRS determination letter (or your fiscal
agent’s) indicating tax exempt status.
• One brochure and/or one press clipping. Do not send photos, videos, CDs or any other extraneous material. It will not be presented to the City Arts Commission.
8. Please complete this operating budget form for 2017/18 and 2018/19. This is not the
project/program budget for which you are applying, but your overall organizational budget.
You may annotate at the bottom if there are details critical to the proposal. OPERATING BUDGET
2017/18 Budget (current) 2018/19 Budget (projected)
I. Income (cash only)
Contributed
Earned
Total Income
II. Expenses
Program
General and Administrative
Marketing and Development
Total Expenses
III. Operating Surplus/Deficit (Income minus Expenses)
IV. Fund Balance at Beginning of Year
V. Accumulated Surplus
(Deficit) (Add lines III and IV)
VI. In-Kind Contributions
(attach schedule if greater than
10% of total income)
9. I verify that the information submitted in this application is true and correct to the best of my
knowledge. Name ____________________________________ Title ____________________________________
Signature __________________________________________ Date ___________________________
NEWPORT BEACH CITY ARTS COMMISSION
CULTURAL ARTS GRANT PROJECT COMPLETION REPORT
(Please type report)
DUE by September 29, 2017
Name of Organization
Mailing Address
Telephone Fax
Person preparing report Phone
Grant Project(s) Funded
Effective Dates of Grant
Period covered in this Report
1. Please describe the effectiveness of your organization's grant project(s), in terms of:
• The size and composition of the target group reached
• Conformity to the planned time framework
• The theme of the project
• The allocation of funds to date
• The kinds of educational services provided by this project
• The composition of the professional staff rendering these services
2. Please describe how the program was evaluated. Include information on measures your
organization has initiated to improve the project in the future.
3. Please add any other comments you feel are appropriate.
4. Please attach relevant press clippings, brochures, photos, etc. that demonstrate how the project
was completed or is in process.
Please limit your narrative to no more than two (2) pages. The Completion Report must be received by the
Arts Commission by September 29, 2017 at 4:00 pm. This report must be submitted in order to be eligible
for future Arts Commission funding. If the project has not yet been presented, please complete the
report with your progress to date.
Mail or Deliver To:
Tim Hetherton, Library Services Director
Arts and Cultural Services Division
1000 Avocado Avenue
Newport Beach, CA 92660
(949) 717-3802