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HomeMy WebLinkAbout08-21-2019 - CAC - Approved Minutes SPECIAL MEETINGNewport Beach City Arts Commission Meeting Minutes Wednesday, August 21, 2019 Special Meeting – 5:00 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 Marie Little, Vice Chair Michelle Bendetti, Secretary Miriam Baker, Commissioner Maureen Flanagan, Commissioner Wayan Kaufman, Commissioner Ritch LeGrand, Commissioner Commissioners Absent: None Staff Present: Tim Hetherton, Library Services Director Natalie Basmaciyan, Library Services Manager Francine Jacome, Administrative Support Technician III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Pat Jorgensen, Newport Beach Arts Foundation President, announced Art in the Park is scheduled for September 28, rain or shine. The Arts Foundation has established a waiting list for artists. A membership drive will begin after Art in the Park. Chair Greer noted the Arts Foundation officers are Pat Jorgensen President, Juanita Holley Vice President, Carmen Smith Secretary, Dan Weddell Treasurer, Leslie O'Rourke Member at Large, and Lila Crespin Past President. In addition, Chair Greer welcomed Commissioner Flanagan to the City Arts Commission. V. CONSENT CALENDAR A. Approval of Minutes of the July 11, 2019 City Arts Commission Meeting 1. Draft of 07/11/2019 Minutes Motion made by Chair Greer, seconded by Commissioner Baker, and carried (7-0-0-0) to approve the Minutes of the July 11, 2019 City Arts Commission meeting as presented. AYES: Greer, Little, Bendetti, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: None Newport Beach City Arts Commission Special Meeting Minutes August 21, 2019 Page 2 B. Consent Calendar Items 2. Financial Report – Review of financial information Library Services Director Tim Hetherton reported reports for fiscal years 2018-19 and 2019-20 have been provided to Commissioners. The City Arts Commission budget finished fiscal year 2018-19 in the black. Expenditures for Concerts on the Green and art installation have been posted to the fiscal year 2019-20 budget. Cultural Arts Grants and the Sculpture Exhibition in Civic Center Park are fully funded. Funds have been moved from the Professional Services budget to the Programming budget. The budget for the Sculpture Exhibition in Civic Center Park carries unencumbered funds because artist honoraria are paid half at art installation and half at art de-installation. In reply to Commissioner Baker's query, Chair Greer advised that City staff is working with staff from the California Department of Parks and Recreation regarding the State grant. Library Services Director Hetherton added that staff will present a recommendation to the City Arts Commission in September. 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 advised that the "Sobier Photo Project" exhibition is interesting and thought-provoking. Attendance at the July 7 Concert on the Green was good. The next Concert on the Green is Sunday. Mr. Price has not responded to Library Services Director Hetherton's calls regarding restoration of Metalfor. Another vendor may have to be found. The Parks, Beaches and Recreation Commission is pleased the City Arts Commission is handling the relocation of Metalfor. Commissioner Baker suggested Hector Dominguez as an alternative vendor for the restoration work. Motion made by Commissioner Bendetti, seconded by Commissioner Baker, and carried (7-0-0-0) to approve the Consent Calendar. AYES: Greer, Little, Bendetti, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: None VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Ad Hoc Subcommittee Appointments – Chair Greer will appoint Ad Hoc Subcommittees. Chair Greer appointed Commissioners to ad hoc subcommittee as follows: Sculpture Exhibition in Civic Center Park, Phase V: Chair Greer (Chair), Vice Chair Little, and Commissioners Bendetti, Baker, Flanagan, Kaufman, LeGrand Newport Beach City Arts Commission Special Meeting Minutes August 21, 2019 Page 3 Art in Public Places Library Gallery: Chair Greer, Commissioner Baker Cultural Arts Grants/Youth Programming: Chair Greer, Commissioner Kaufman Metalfor Relocation: Chair Greer, Commissioners Baker and LeGrand Newport Beach Art Exhibition: Chair Greer, Vice Chair Little, and Commissioner Flanagan Newport Beach Arts Foundation Liaison: Chair Greer, Vice Chair Little, and Commissioner Flanagan Performing Arts on Balboa Peninsula: Vice Chair Little (Chair), Commissioners Bendetti and LeGrand Performing Arts on the Civic Green: Commissioner Bendetti (Chair), Chair Greer, and Commissioner Kaufman Publicity Liaison: Chair Greer, Vice Chair Little, and Commissioner Bendetti Sculpture Exhibition in Civic Center Park Development Phases IV and V Development: Chair Greer (Chair), Vice Chair Little In response to Commissioners' questions, Chair Greer explained that appointments to subcommittees change each year. She considered appointing Commissioner Kaufman to the Metalfor Relocation Ad Hoc Subcommittee, but Commissioner Kaufman will be busy with youth programming for the year. A third Commissioner could be appointed to the Art in Public Places, Sculpture Exhibition in Civic Center Park Phases IV and V Development, and Cultural Arts Grants/Youth Programming Ad Hoc Subcommittees. The acquisition of Burnt Matchstick, museum tours, youth programs, and an annual fundraiser event could be objectives for the Sculpture Exhibition in Civic Center Park Phases IV and V Development Ad Hoc Subcommittee. The Sculpture Exhibition in Civic Center Park Phases IV and V Development Ad Hoc Subcommittee is titled as such because any development activities will occur in the Sculpture Garden while Phase IV and V sculptures are installed. Development activities could include a naming program. Chair Greer requested subcommittees meet prior to the next City Arts Commission meeting to determine goals and objectives; a vision; an event plan; a timeline for activities; administrative staff report requirements; a budget; Commissioners' responsibilities within the subcommittees; a plan for publicity, marketing, and social media; a plan for public engagement; a need for volunteers; post-event surveys, and a post-event subcommittee report. As part of the discussion of goals and objectives, the City Arts Commission may decide additional subcommittees are needed for budgets, museum tours, Shakespeare in the park, and a signature fundraising event. Acquisition of Burnt Matchstick may be added to the responsibilities of the Sculpture Exhibition in Civic Center Park Phases IV and V Development Ad Hoc Subcommittee. Commissioner LeGrand remarked that the potential subcommittees are excellent ideas; however, staff time to support the subcommittees is limited. Newport Beach City Arts Commission Special Meeting Minutes August 21, 2019 Page 4 Chair Greer clarified that fundraising events would be a collaboration with the Newport Beach Arts Foundation. She will meet with staff to schedule subcommittee meetings and notify Commissioners of meeting dates. Jim Mosher noted an ad hoc committee that is awaiting an assignment is a standing committee. The concepts for the two are different. Chair Greer indicated some subcommittees will sunset following their specific event or will begin work later in the year. She will discuss with staff whether the subcommittees are ad hoc or standing. She was not aware of any Brown Act violations by the City Arts Commission. 5. "Then and Now" Exhibition at the Central Library Gallery – The Art in Public Places Library Gallery Ad Hoc Subcommittee recommends staging the "Then and Now" local history photographic exhibition at the Central Library. Library Services Director Hetherton reported Chair Greer and former Commissioner Glabman reviewed local historical photographs and selected a number of them for display in Central Library. Each photograph will be mounted and annotated. The cost will be approximately $500. The exhibition represents a valuable partnership among the City Arts Commission, the Library, and Sherman Library. The exhibition is scheduled to open September 9. Staff will attempt to arrange a lecture with the exhibition. Chair Greer noted the exhibition will be timely with the City updating its General Plan. Jim Mosher indicated the Corona del Mar Residents Association will meet at Sherman Gardens on September 19 and tour Sherman Library. The meeting is open to the public if Commissioners would like to view Sherman Library. Motion made by Chair Greer, seconded by Commissioner LeGrand, and carried (7-0-0-0) to approve the recommendation to stage a "Newport Beach Then and Now" exhibition at the Central Library Gallery. AYES: Greer, Little, Bendetti, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: None 6. Goals and Objectives for Fiscal Year 2019-20 – Chair Greer will lead a discussion concerning goals and objectives for Fiscal Year 2019-20. Chair Greer announced this item has been continued to a subsequent meeting of the City Arts Commission. 7. Sculpture Exhibition in Civic Center Park, Phase V – Staff will provide an overview of Sculpture Exhibition in Civic Center Park, Phase V. Library Services Director Hetherton advised that the item is intended to formally notify the City Council that the City Arts Commission supports Phase V of the Sculpture Exhibition. Phase V will follow the same general plan used for prior phases with the exception that Newport Beach City Arts Commission Special Meeting Minutes August 21, 2019 Page 5 subcommittee meetings with Arts Orange County (ArtsOC) will be public meetings held during City Arts Commission meetings. ArtsOC will likely be the vendor because few vendors provide the services of ArtsOC. Once the City Arts Commission approves a timeline prepared by ArtsOC, staff will present a contract to the Council for approval. For Phase V, the contract may be placed on the Council's consent calendar as the budget contains sufficient funding for Phase V. He will request the call for artists be distributed more widely than in the past. Because the timeline will not be compressed for Phase V, he did not anticipate the City Arts Commission having to hold special meetings. Chair Greer requested to be included in meetings with ArtsOC regarding a timeline. Perhaps one meeting could be held on Saturday to encourage public participation. Library Services Director Hetherton suggested the City Arts Commission's review of all submissions could be held on Saturday. Chair Greer requested the City Arts Commission provide input into selection of the two jurors who assist the City Arts Commission with the final selection in an effort to increase the number of submissions. Commissioner Bendetti appreciated the process utilized for Phase IV and the public engagement. Commissioner Flanagan concurred with holding a Saturday meeting. As the mother of an artist and an analytical person, the artistic process fascinates her. Commissioner Kaufman anticipated Phase V would proceed smoothly as Phase IV was completed a few months prior. Vice Chair Little felt the process used in Phase IV was more meaningful for Commissioners. Chair Greer reminded Commissioners to limit their discussion of Phase V and sculptures submitted for Phase V to meetings of the City Arts Commission. Pat Jorgensen, Newport Beach Arts Foundation President, suggested a survey be provided to participants during the opening celebration of Phase V. Motion made by Commissioner Baker, seconded by Commissioner Bendetti, and carried (7-0-0-0) to approve Sculpture Exhibition in Civic Center Park Phase V. AYES: Greer, Little, Bendetti, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: None 8. Cultural Arts Grants Fiscal Year 2019-20 – Staff will update the City Arts Commission on the annual Cultural Arts Grants process. Library Services Director Hetherton indicated $40,000 is provided annually for Cultural Arts Grants. Applications are subject to a number of criteria. Cultural Arts Grants provide more and a wider variety of programming than the Cultural Arts Division can provide because of its small size. Programming offered through Cultural Arts Grants exposes the public to different cultural and artistic experiences. Newport Beach City Arts Commission Special Meeting Minutes August 21, 2019 Page 6 In answer to Commissioners' questions, Library Services Director Hetherton reported the City Arts Commission has awarded 3-4 grants in some years and 15-16 grants in other years. Partially funding an application is problematic because the applicant may be unable to offer its program with the amount awarded. Cultural Arts Grants are publicized through a press release, the website, and e-blasts. Chair Greer reviewed additional criteria of service to the public, artistic programmatic excellence, and managerial and fiscal competence used to score applications. Youth programming seems to be an underserved area, and the subcommittee would like to send letter encouraging entities that offer youth programming to apply for Cultural Arts Grants. The City Arts Commission did not expend all the grant funds it retained, but in its efforts to fund youth programming the City Arts Commission gained awareness of many organizations. Commissioner Flanagan suggested Commissioners forward an email with the news release or information about the Cultural Arts Grants to organizations with which they are familiar. Administrative Support Technician Francine Jacome advised that Marketing Specialist Katherine Mielke could add organizations and entities to e-blasts if Commissioners could provide email addresses. B. Monthly Reports 9. Art in Public Places Library Gallery Ad Hoc Subcommittee None 10. Cultural Arts Grants Ad Hoc Subcommittee None 11. Metalfor Relocation Ad Hoc Subcommittee None 12. Newport Beach Art Exhibition Ad Hoc Subcommittee None 13. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee None 14. Performing Arts for Balboa Peninsula Ad Hoc Subcommittee None 15. Performing Arts for Concerts on the Green Ad Hoc Subcommittee None Newport Beach City Arts Commission Special Meeting Minutes August 21, 2019 Page 7 16. Publicity Liaison Ad Hoc Subcommittee None 17. Sculpture Exhibition in Civic Center Park Exhibition Development Ad Hoc Subcommittee None VII. 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 agenda items for the acquisition of Burnt Matchstick, youth programs, Cultural Arts Grants, and surveys. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Chair Greer shared notices of arts and cultural events with Commissioners. Jim Mosher suggested the City Arts Commission may want to be involved in updating the General Plan Arts and Culture Element, which is out of date. The City Council seems to have committed to building a lecture hall, and the City Arts Commission should have some input into the design and use of a lecture hall. Library Services Director Hetherton agreed to speak with Community Development staff to determine whether the City Arts Commission could provide input to the General Plan Update. IX. ADJOURNMENT – 6:30 P.M. Chair Greer adjourned the meeting at 6:30 p.m. Approved by: