HomeMy WebLinkAbout11 - Sculpture Exhibition in Civic Center ParkPORT CITY OF
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_ i NEWPORT BEACH
City Council Staff Report
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January 8, 2019
Agenda Item No. 11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Tim Hetherton, Library Services Director - 949-717-3801,
thetherton@newportbeachca.gov
PREPARED BY: Tim Hetherton, Library Services Director,
thetherton@newportbeachca.gov
PHONE: 949-717-3810
TITLE: Sculpture Exhibition in Civic Center Park
ABSTRACT:
The City Arts Commission requests City Council's approval to waive the conditions
applied to Phase IV of the Sculpture Exhibition in Civic Center Park at the April 11, 2017
regular meeting. The City Arts Commission also requests a transfer of funds from the
Cultural Arts Professional and Technical Services account to the Cultural Arts Sculpture
Exhibition in Civic Center Park Phase IV account to provide sufficient funding for this
project.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or indirectly;
b) Approve a request by the City Arts Commission to waive the conditions for Phase IV
of the Sculpture Exhibition in Civic Center park as approved by City Council at the
April 11, 2017 City Council regular meeting;
c) Approve a revised plan for funding Phase IV of the Sculpture Exhibition in Civic Center
Park; and
d) Approve Budget Amendment 19BA-027 transferring $19,711 in the current Cultural
Arts budget for Professional and Technical Services (Account No. 01060603-811008)
to Sculpture Exhibition in Civic Center Park Phase IV (Account No. 01060603-
811054).
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for this program with no additional
impact on fund balance.
Sculpture Exhibition in Civic Center Park
January 8, 2019
Page 2
Pending City Council approval, funds will be transferred from the Cultural and Arts
division, Professional and Technical Services account (Account No. 01060603-811008)
to the Sculpture Exhibition in Civic Center Park Phase IV account (Account No.
01060603-811054). The funds will then be expensed from the Sculpture Exhibition in
Civic Center Park account in the Cultural and Arts Department budget.
DISCUSSION:
In August 2013, the Newport Beach City Council authorized the City Arts Commission to
implement a temporary sculpture exhibit in Civic Center Park. The City Council approved
the installation of 10 sculptures in Phase I of the project (2014) and an additional 10 in
Phase II (2015). The temporary exhibition featured public art in locations previously
identified by Peter Walker Partners, the landscape architecture firm that designed the 14
-acre Civic Center Park. The City exhibited the pieces installed in Phase I for two years,
and removed and returned the work to the artists in 2016. Those installed in Phase II, in
2015, were removed in September 2017.
City Council approved Phases III and IV of the Sculpture Exhibition in Civic Center Park
at the April 11, 2017 regular meeting. Arts OC and installation experts Display Inc.
installed nine pieces in the park during September 2017. Phase III will be de -installed in
September 2019.
As part of the approval of Phase IV, Council directed that the funds for the artists'
honoraria should come from private sources. In addition, Council directed that the Arts
Commission and staff reduce project management fees by 50%, and that City staff handle
the installation of Phase IV.
The City Arts Commission respectfully requests that City Council waive these conditions.
HONORARIA:
The Fiscal Year 2018/19 Cultural Arts budget provides $100,000 for Phase IV of the
Sculpture Exhibition in Civic Center. These funds, pending Council approval, will cover
project management fees, installation and de -installation, and a portion of the honoraria.
In previous Phases, the City provided honoraria of up to $5,000 to each individual artist
to compensate them for loaning their work for 2 years, for a total of $50,000 for the entire
project.
The total cost of Phase IV is $134,711: $84,711 for project management, curation,
installation and de -installation, $50,000 for honoraria. The current Sculpture Exhibition
Phase IV budget is $34,711 short of the total amount of funds necessary to pay for the
project.
In order to provide sufficient funds for the project, the City Arts Commission requests the
transfer of $19,711 from the Cultural Arts Professional and Technical Services account
to the Sculpture Exhibition in Civic Center Park Phase IV account. The funds are in the
current Cultural Arts budget.
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Sculpture Exhibition in Civic Center Park
January 8, 2019
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These transferred funds will be used to augment recently donated private funds. The
Newport Beach Arts Foundation donated $5,000 to the Arts Commission last summer and
has agreed to donate an additional $10,000 to the City Arts Commission to help fund
honoraria. This gift of private funds, along with the transfer of $19,711 to the Sculpture
Exhibition in Civic Center Park budget, can be allocated towards honoraria, thus matching
the total of $50,000 in honoraria provided in previous Phases:
SCULPTURE EXHIBITION FUNDING
Cultural Arts Sculpture Exhibition in Civic Center Park funds
$100,000
Cultural Arts Professional and Technical Services funds
$ 19,711
Private funds
$ 15,000
TOTAL
$134,711
The Newport Beach Arts Foundation is committed to donating private funds for honoraria
in future Phases of the Exhibition.
The City Arts Commission will use funds already allocated in the current Cultural Arts
budget and will require no additional funding from the City to stage the Exhibition.
PROJECT MANAGEMENT AND CURATION:
Arts OC has served as project manager for all previous phases of the Sculpture Exhibition
in Civic Center Park. Arts OC is a well-established contractor with a pristine 23 -year
history as Orange County's non-profit arts council. Their nationwide network attracts
media attention and visitors to the Exhibition.
Arts OC has performed services to the City's satisfaction since the exhibition's inception
in 2014. The City contracted Arts OC at a rate accepted by the City twice (in 2014 and
2017) in an open bidding process. The amount for which the City contracted Arts OC
was within the City's own pre -determined budgeted amount for the project, based upon
the City's analysis of reasonable costs for such projects. In the Request for Proposal
(RFP) process for Phases I and II, and Phases III and IV, there were no other qualified
bidders, which suggests that the City's current budget for the project is already at or below
market rate. The City selected Arts OC as the contractor on both occasions for a two-
year period.
As project manager for previous phases, Arts OC was responsible for overseeing and
managing the planning, selection, and installation of public art for the Sculpture Exhibition.
They served in an advisory capacity on public art best practices, and facilitated orientation
meetings to establish sculpture exhibition goals and expectations. Arts OC coordinated
schedules and plans with City representatives, drafted a master project calendar, and
managed the Call for Artists and ensured that it reached the largest number of artists
possible.
They also coordinated the art selection process and presented artist entries to the City of
Newport Beach Arts Commission for evaluation. Arts OC worked with the City and the
City of Newport Beach Arts Commission to present the selected pieces to the City Council
for approval.
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Sculpture Exhibition in Civic Center Park
January 8, 2019
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After approval, Arts OC provided oversight of all activities associated with the artists' work,
including contracts, artwork shipment, installation and de -installation, budgets and
schedules. They developed and implemented a media plan for the Sculpture Exhibition.
With Display Inc., they coordinated with the City of Newport Beach Public Works
Department for matters related to site construction and infrastructure feasibility and
supervised the design and installation of required sculpture pads. Arts OC oversaw
installation & de -installation of artworks, and managed schedule and payments to the
installation team, and ensured that all administrative and operational procedures related
to the Public Art Sculpture Exhibit were in accordance with City policies and procedures.
The amount Arts OC has quoted for project management and curation, $37,500, is
consistent with their fees for similar projects with other clients, based upon the scope of
work required by the City. Arts OC's status as the official local arts agency designated
by the County of Orange Board of Supervisors confers a high degree of credibility to the
quality and integrity of the Sculpture Exhibition in Civic Center Park.
INSTALLATION:
The final condition stipulates that City staff should handle the site preparation and
installation of Phase IV rather than Display Inc., an arts installation business
subcontracted by Arts OC. It is difficult to determine if there is a cost benefit by having
Public Works/Municipal Operations staff install Phase IV without first knowing the extent
of required work. Arts OC based their estimate for the installation and de -installation of
Phase IV on the installation and de -installation costs of previous Phases.
However, the City Arts Commission believes that there are cost efficiencies in hiring a
business that specializes in art installation. These efficiencies include reducing overhead
costs, minimizing risk and liability, freeing up resources in Public Works, and redirecting
these resources to their core services. The considerable workload that Public Works and
Municipal Operations staff currently shoulder must also be considered. Public
Works'/Municipal Operations' management of the installation may impede the ability of
City staff to manage other projects or to respond to service calls while working on the
installation.
Display is a full-service art installation company with over twenty-two years of service in
the Southern California region. In previous Phases, Display identified locations within
Civic Center Park suitable for installation, and coordinated and accepted delivery of the
pieces. They provided structural design calculations for the installations, prepared the
sites, rented and operated installation equipment, and made themselves available to the
individual artists during the installation process.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
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Sculpture Exhibition in Civic Center Park
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NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Budget Amendment
11-5
ATTACHMENT A City of Newport Beach
BUDGET AMENDMENT
2018-19
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations
X Transfer Budget Appropriations
SOURCE:
X from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
NO. BA- 19BA-027
AMOUNT:j $19,711.00
This budget amendment is requested to provide for the following:
To transfer expenditure appropriations from the Cultural Arts Professional and Technical Services account to the
Cultural Arts Contract Services account to provide sufficient funding for the project.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object Description
REVENUE ESTIMATES
Or.q Object Project Description
EXPENDITURE APPROPRIATIONS
Org Object Project
01060603 811008
01060603 811054
Signed
Signed:
Finance
City Council Approval: City Clerk
Amount
Debit Credit
Description
Cultural Arts - Prof & Tech Services $19,711.00
Cultural Arts - Contract Services Arts
" Automatic System Entry.
$19,711.00
I -I--z, *)27,
Date
Date
11-6
Increase in Budgetary Fund Balance
AND
Decrease in Budgetary Fund Balance
X
No effect on Budgetary Fund Balance
ONE-TIME?
B
Yes
No
This budget amendment is requested to provide for the following:
To transfer expenditure appropriations from the Cultural Arts Professional and Technical Services account to the
Cultural Arts Contract Services account to provide sufficient funding for the project.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Object Description
REVENUE ESTIMATES
Or.q Object Project Description
EXPENDITURE APPROPRIATIONS
Org Object Project
01060603 811008
01060603 811054
Signed
Signed:
Finance
City Council Approval: City Clerk
Amount
Debit Credit
Description
Cultural Arts - Prof & Tech Services $19,711.00
Cultural Arts - Contract Services Arts
" Automatic System Entry.
$19,711.00
I -I--z, *)27,
Date
Date
11-6