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HomeMy WebLinkAbout09-13-2018 - CAC - Approved Minutes1 Newport Beach City Arts Commission Regular Meeting Minutes Thursday, September 13, 2018 Study Session – 5:00 PM Regular Meeting – 6:00 PM Newport Beach Central Library 1000 Avocado Avenue Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:00 P.M. II. ROLL CALL Commissioners Present: Arlene Greer, Chair Michelle Bendetti, Vice Chair Barbara Glabman, Secretary Miriam Baker, Commissioner (arrived at 5:13 P.M.) Wayan Kaufman, Commissioner Marie Little, Commissioner Commissioners Absent: Grace Divine, Commissioner Staff Present: Tim Hetherton, Library Services Director Natalie Basmaciyan, Library Services Manager Carol Jacobs, Assistant City Manager Francine Jacome, Administrative Support Technician III. NOTICE TO THE PUBLIC IV. STUDY SESSION 1. Goal-Setting Session: CAC Priorities and Goals for 2018-2019 – At their annual retreat, Chair Greer requested that the City Arts Commission each contribute a list of goals for Fiscal Year 2018/19. Chair Greer requested that staff review the submitted goals and summarize them. Chair Greer stated the members of the City Arts Commission share equally in providing input for the priorities and goals for 2018/19 and look forward to community input as well. Commissioners greatly appreciate and value the volunteer and financial support of the Newport Beach Arts Foundation and look forward to their input. The City Arts Commission has wonderful staff who support the administration and execution of programs and meetings. The City Arts Commission greatly values staff's time and investment in helping the City Arts Commission achieve its goals. Library Services Director Hetherton reported Chair Greer and staff categorized Commissioners' suggestions for goals under broad themes. Perhaps the City Arts Commission could identify goals in the current meeting and objectives in a subsequent meeting or staff could propose objectives. Proposed goals are feasible within the limits of the budget, City policy, and staff resources. Chair Greer reported in fiscal year 2017/18 the City Arts Commission curated and celebrated the opening of the Sculpture Garden Phase III and supported the lighting of Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 2 2 Burnt Matchstick. The photo contest for the Sculpture Garden received 200 entries, and three winners were selected. The Newport Beach Art Exhibition netted 139 artists and provided 240 works of art. A reception honored artists, and awards were announced in the Council Chambers to a standing-room-only audience. Two thousand residents and guests attended the Newport Beach Art Exhibition, toured the Sculpture Garden, and visited the Behind the Brushstrokes exhibition at Central Library. On June 17, 4,200 attendees celebrated Father's Day with a Concert on the Green featuring a Sinatra tribute by Matt Mauser and the Tijuana Dogs. Subsequent Concerts on the Green featured The Best of the Boss, the Tijuana Dogs, and Desperado, and were enjoyed by more than 4,100 and 4,500 guests. A concert by Southland Sings: Best of Broadway will be held in Peninsula Park on September 23. Generally, attendees arrive with their families and picnics and enjoy City Arts Commission programs. Commissioner Divine has provided Sculpture Garden lectures that increased awareness of the Sculpture Garden. The Central Library exhibition of Diana Blaisure's work has closed, and Iriet Peshkess' work, At the Beach, is currently on display. Ms. Peshkess' work has won awards at the Newport Beach Art Exhibition. With respect to goals for the Newport Beach Arts Foundation and the Sculpture Garden, Commissioners and Newport Beach Arts Foundation President Virginia Hayter discussed the difficulty of fundraising, increasing contact with residents, planning a public campaign for fundraising, unique opportunities and events to increase awareness of the Newport Beach Arts Foundation and the Sculpture Garden, popularity of the Library and Library programming, the Arts Foundation hosting an event at Marina Park, the need for a media plan, methods to reduce Sculpture Garden expenses for honoraria, project management, and installation, exploring grants, developing a fundraising proposal, outline, plan, and timeline, and use of naming opportunities and brick-and-mortar donor walls. Commissioner Baker arrived at 5:13 p.m. Chair Greer, Commissioner Glabman, and Commissioner Little volunteered for an ad hoc subcommittee that will develop a program to assist the Arts Foundation with fundraising for the Sculpture Garden. Library Services Director Hetherton noted a donor wall will require funding and should be included in a fundraising budget. With respect to goals for outreach, Commissioners concurred with the proposed goals. With respect to goals to focus on youth, the City Arts Commission discussed initiating an annual event to be held on school campuses, an annual art exhibition for youth or a category for youth at the Newport Beach Art Exhibition, a youth chair on the City Arts Commission, and an event during literacy week. With respect to goals for Concerts on the Green, Commissioners discussed obtaining sponsors for concerts, a beer and wine tent, and offering booths during concerts. Chair Greer requested the Performing Arts for Concerts on the Green Ad Hoc Subcommittee develop the idea of booths. Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 3 3 With respect to goals for Finance, Chair Greer advised that the City Arts Commission should determine the effectiveness of programs offered by Cultural Arts Grant recipients prior to deciding the amount of Cultural Arts Grant funds granted to the City Arts Commission. [CHAIR GREER ASKED THAT COMPLETE STUDY SESSION REPORT BE ATTACHED TO APPROVED MINUTES.] Goal-Setting Session: CAC Priorities and Goals for 2018-2019 At their annual retreat, Chair Greer requested that the City Arts Commission each contribute a list of goals for Fiscal Year 2018/19. Chair Greer requested that staff review the submitted goals and summarize them. • Newport Beach Arts Foundation Collaborate with Newport Beach Arts Foundation (NBAF) to align priorities and goals including, but not limited to, Sculpture in Civic Center Park Exhibition, Phase IV, public/private partnerships relative to a fundraising campaign (i.e. naming opportunities, donor wall), concert to benefit the garden, and programming in the sculpture garden. Identify underwriting and business partnerships in the community or businesses serving the community to collaborate with the City Arts Commission (CAC) when appropriate. • Sculpture in Civic Center Park Exhibition Plan and implement Phase IV of the Sculpture in Civic Center Park Exhibition. Build a donor wall somewhere within the sculpture garden. Launch a campaign for the community to participate in donating towards the upcoming Phase IV of the Sculpture in Civic Center Park Exhibition, in exchange for donor recognition opportunities. • Outreach Work on creating a higher profile for the CAC in the community. Develop a strategic social media campaign for the CAC to expand visibility in terms of program availability, funding opportunities and local participation. Develop an extensive, comprehensive arts survey for the community. Hire a PR firm to put together a short but powerful introductory narrative film that visually tells a story about the CAC and NBAF; who we are, what we do, benefits. Then, explaining how the growth and success of our arts programs are reliant on support of participation and donations from entities and individuals within our community. This film would be: o Presented at the beginning of all Concerts on The Green as well as other CAC performances/ events. o Looped and played continuously at other events such as Newport Beach Art Exhibition and Art in the Park. o Added to the CAC web page and NBAF website. Publish a quarterly NBAF guide that lists all arts programs, exhibits, special guest lectures, etc. Solicit local artists and businesses to buy advertising space in the publications. Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 4 4 • Focus on Youth Involve schools at all levels with art programs with the sculpture garden and the exhibitions at the library. Launch a strong youth (junior and high school level students) participation in City arts programs, and offer student membership (with volunteer commitment guidelines) to the NBAF Create Youth Chair on CAC to have direct communication with all three Newport Beach high schools to allow for greater input and participation by young adults in the cultural activities of the community. Create volunteer opportunities for youth. • Finance Only grant Cultural Arts Grant funds back to the CAC only if needed. Create better awareness of the CAC budget; develop timeline for the expenditure of funds. V. PUBLIC COMMENTS Jim Mosher related Council Member Peotter's wish to eliminate funding for the City Arts Commission. A donation directly to a city is tax deductible. Perhaps, the City Arts Commission could consider temporary naming opportunities for donors. A museum tour would be an easy goal to reinstate. He opposed the addition of beer and wine tents to events. Library Services Director Hetherton added that a beer and wine tent increases costs. VI. RECESS – 6:10 P.M. VII. RECONVENE FOR REGULAR MEETING – 6:14 P.M. VIII. ROLL CALL Commissioners Present: Arlene Greer, Chair Michelle Bendetti, Vice Chair (departed at 7:15 P.M.) Barbara Glabman, Secretary (departed at 6:35 P.M.) Miriam Baker, Commissioner Wayan Kaufman, Commissioner (departed at 7:04 P.M.) Marie Little, Commissioner Commissioners Absent: Grace Divine, Commissioner Staff Present: Tim Hetherton, Library Services Director Natalie Basmaciyan, Library Services Manager Carol Jacobs, Assistant City Manager Francine Jacome, Administrative Support Technician IX. NOTICE TO THE PUBLIC X. PUBLIC COMMENTS None Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 5 5 XI. CONSENT CALENDAR A. Approval of Minutes of the July 30, 2018 City Arts Commission Special Meeting and the August 9, 2018, Regular Meeting 2. Draft of 07/30/2018 SPECIAL MEETING Minutes 3. Draft of 08/09/2018 Minutes In reply to Commissioner Glabman's query, Assistant City Manager Carol Jacobs reported that excess City funds are invested, and investment returns are allocated to each source of investment funds. Chair Greer corrected the July 30, 2018 minutes as follows: a. Change “exterior" to "interior" and add "Lenahan" before "endowment" in the second full paragraph on page 3; b. Revise the final sentence of the fifth full paragraph on page 3 to "… prior to preparing for the Cultural Arts Program and submitted prior to the Cultural Arts Grants City Arts Commission recommendation approval;" c. Add Commissioner Divine's motion for a study session and its failure due to the lack of a second to the final paragraph on page 3; d. Add "Popsicles" to the first paragraph on page 4; e. Correct the third sentence of the first paragraph on page 4 to "[E]veryone has been enjoying the lit Burnt Matchstick;" f. Correct the final paragraph on page 4 to "Chair Greer additionally thanked Commissioner Baker …;" g. Add a comma after "responsibilities" and deleted "in" from the first line at the top of page 5; h. Change "July 1, 2019" to "July 2019" in the first full paragraph on page 5. Motion made by Commissioner Baker, seconded by Commissioner Glabman, and carried (6-0-0-1) to approve the draft Minutes for the special meeting of July 30, 2018 as amended. AYES: Greer, Bendetti, Glabman, Baker, Kaufman, Little NOES: None ABSTENTIONS: None ABSENT: Divine Motion made by Commissioner Bendetti, seconded by Commissioner Baker, and carried (6-0-0-1) to approve the draft Minutes for the meeting of August 9, 2018 as presented. AYES: Greer, Bendetti, Glabman, Baker, Kaufman, Little NOES: None ABSTENTIONS: None ABSENT: Divine Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 6 6 B. Consent Calendar Items 4. Financial Report – Review of financial information Library Services Manager Basmaciyan reported payments to Southland Sings and Triskelion have been deducted from the programming budget, which leaves a balance of approximately $30,000. The balance of professional services is slightly less than $2,000. In response to questions, Chair Greer advised that the City's fiscal year begins July 1. Alan Scott installs the exhibitions in Central Gallery. The Alliant Insurance payment pertains to the Southland Sings concert. A portion of the amount will probably be billed to the financials for the $14,500 that has been given to the City Arts Commission. Motion made by Commissioner Glabman, seconded by Commissioner Baker, and carried (6-0-0-1) to approve the financial information as of August 31, 2018. AYES: Greer, Bendetti, Glabman, Baker, Kaufman, Little NOES: None ABSTENTIONS: None ABSENT: Divine 5. 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 Manager Basmaciyan noted the Desperado concert was held September 9. Upcoming events include the Southland Sings: Broadway Hits in Peninsula Park. The Tijuana Dogs concert was August 12. The Bridges exhibition ended September 7, 2018. Motion made by Commissioner Bendetti, seconded by Commissioner Glabman, and carried (6-0-0-1) to approve the Consent Calendar as submitted. AYES: Greer, Bendetti, Glabman, Baker, Kaufman, Little NOES: None ABSTENTIONS: None ABSENT: Divine XII. CURRENT BUSINESS The City Arts Commission heard Item 7 prior to Item 6. A. Items for Review and Possible Action 6. Update on Sculpture in Civic Center Park Exhibition, Phase IV – Staff will update the City Arts Commission on Phase IV of the Sculpture Exhibition in Civic Center Park. Library Services Manager Basmaciyan reported as part of the City Council's approval of Sculpture Garden Phase III on April 11, 2017, the City Council directed funding for Phase IV be obtained from private sources, the project management fees for Phase IV be Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 7 7 reduced by 50 percent, City staff to handle installation for Phase IV. Project management and curation fees total $37,500; therefore, the amount allocated for a project manager would be $18,750. Library Services Director Hetherton suggested the Sculpture Garden subcommittee members meet with Council Members and share compelling arguments for continuing past practices for Phase IV of the Sculpture Garden. In response to questions, Library Services Director Hetherton explained the services provided by a project manager and an installation subcontractor. The number of vendors willing to act as project manager is limited. Several vendors have submitted bids for project management; however, they were not qualified. He has spoken with Rick Stein of Arts Orange County, and Mr. Stein believes his quote for project management is reasonable and accurate. Mr. Stein is aware of the Council's direction to reduce the fee. The project manager receives and reviews all submissions to the call for artists. Should the City staff install sculptures, the costs of installation will still be charged to the City Arts Commission. Staff does not have the experience of Arts Orange County with respect to installing artwork. Library Services Director Hetherton explained the process for issuing Requests for Proposals and potential actions if less than three bids are received. The City Arts Commission can modify the time period for display of each phase of the Sculpture Garden. Reducing the number of pieces would reduce costs. If the City Arts Commission chooses to extend the timeframe for displaying pieces and the artists agree, the amount of the honoraria may need to increase. Commissioners felt the $18,750 amount is unreasonable given the amount of time and work Arts Orange County dedicated to Phase III. Chair Greer suggested the subcommittee discuss the services stated in the project management contract and determine whether any can be removed. Arts Orange County has a great relationship with the California Arts Alliance, which benefits the City Arts Commission. Outsourcing work is less expensive than utilizing Library staff because staff would probably have to work overtime to complete the work. Library Services Director Hetherton and Chair Greer related information regarding Item 7 to Commissioner Baker. 7. Maintenance Requirements for Sculpture in the City Art Inventory – Staff recommends contracting a vendor to clean and wax the bronze pieces in the City art inventory: Ronald Reagan, Sunset Years, and Marine 1/1 Memorial. Staff recommends restoring the piece, Metaphor. Commissioner Baker recused herself from the item and left the room. Library Services Director Hetherton recalled the City Arts Commission's direction to staff to review all public art, particularly sculpture displayed outdoors, for its condition and to make a recommendation. The majority of the City's artwork is in good shape. Metalphor's paint has faded, and the metal has rusted. Display Incorporated quoted $10,000 to fix the surface damage and repaint the sculpture. Over the last few years, the City Manager has recommended the City Council allocate more funding for maintenance of the City's artwork. RayLynn Price, the artist's wife, informed him that the artist has the right to work Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 8 8 with restorers with regard to materials and colors. The artist should be allowed to work with the restorers. California State law contains provisions regarding maintenance of art. Library Services Director Hetherton strongly recommended the City Arts Commission approve staff obtaining quotes to restore Metalphor. Bret Price shared the history of Metalphor and his repair of it in the 1990s. At his studio, he has the equipment to restore the sculpture to his standards. He suggested the City Arts Commission allow him to repair the sculpture and essentially make it better than new. He could probably complete the restoration in a month. RayLynn Price provided information about the studio in Santa Ana. Library Services Director Hetherton advised that he could talk to Mr. Price about restoring the sculpture and the services Mr. Price can provide. Commissioners were interested in obtaining information from Mr. Price. Motion made by Chair Greer, seconded by Commissioner Bendetti, and carried (4-0-1-2) to approve the staff recommendation of contracting a vendor to clean and wax the bronze pieces in the City art inventory: Ronald Reagan, Sunset Years, and Marine 1/1 Memorial and restoring the piece, Metalphor, subject to Library Services Director Hetherton obtaining a bid. AYES: Greer, Bendetti, Kaufman, Little NOES: None RECUSED: Baker ABSENT: Divine, Glabman Commissioner Baker returned to the room. Chair Greer announced the Monthly Reports are tabled due to time constraints. B. Monthly Reports 8. Performing Arts for Concerts on the Green Ad Hoc Subcommittee – Commissioner Michelle Bendetti, Commissioner Wayan Kaufman, Commissioner Arlene Greer 9. Performing Arts for Balboa Peninsula Ad Hoc Subcommittee – Commissioner Barbara Glabman, Commissioner Arlene Greer, Commissioner Marie Little 10. Art in public Places Library Gallery Ad Hoc Subcommittee – Commissioner Miriam Baker, Commissioner Grace Divine, Commissioner Arlene Greer 11. Cultural Arts Grants Ad Hoc Subcommittee – Commissioner Barbara Glabman, Commissioner Wayan Kaufman, Commissioner Arlene Greer 12. Publicity Liaison Ad Hoc Subcommittee – Commissioner Michelle Bendetti, Commissioner Arlene Greer, Commissioner Wayan Kaufman Newport Beach City Arts Commission Regular Meeting Minutes September 13, 2018 Page 9 9 13. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee – Commissioner Wayan Kaufman XIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Chair Greer requested future agenda items regarding Sculpture Garden programming for Phase III; Sculpture Garden Phase IV proposal and committee report regarding City Council direction for funding; appointment of an ad hoc subcommittee for Sculpture in Civic Center Park Phase IV; adoption of goals and priorities for 2018/19 as discussed during the Retreat; and appointment of a Youth Arts Advisory subcommittee. XIV. PUBLIC COMMENTS ON NON-AGENDA ITEMS None XV. ADJOURNMENT – 7:15 P.M. Chair Greer adjourned the meeting at 7:15 p.m. due to the lack of a quorum. Approved by: