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HomeMy WebLinkAbout2020-07-16 CAC SPECIAL MEETING AGENDA PACKETCITY OF NEWPORT BEACH CITY ARTS COMMISSION SPECIAL MEETING AGENDA Civic Center Council Chambers 100 Civic Center Drive, Newport Beach, CA 92660 Thursday, July 16, 2020 - 5:00 PM City Arts Commission Members: Arlene Greer, Chair Marie Little, Vice Chair Miriam Baker, Commissioner Maureen Flanagan, Commissioner Wayan Kaufman, Commissioner Ritch LeGrand, Commissioner Leonard Simon, Commissioner Staff Members: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Specialist SPECIAL NOTICE REGARDING COVID-19 Given the health risks associated with COVID-19, the City of Newport Beach has decided to proceed with the City Arts Commission meeting while strictly adhering to social distancing guidelines. To this end, the meeting will be conducted in the Newport Beach Civic Center Council Chambers. The public is invited to participate in the Community Room next to the Council Chambers. The Community Room is set to provide minimum seating socially distanced. Based on recent guidelines from the OC Health Agency, face coverings are required. You can participate via the following options: 1. You can go to the Community room and participate. 2. You can submit your questions and comments in writing for the City Arts Commission to consider. Please send them by email to the Library Services Department at LibraryAdminTeam@newportbeachca.gov by Wednesday, July 15, 2020, at 4:00 p.m. to give the City Arts Commission time to consider your comments. All emails will be made part of the record. Special Accommodations: If you are unable to participate in the meeting via the process set forth above, please contact the Library Services Department at (949) 717-3801, or LibraryAdminTeam@newportbeachca.gov, and our staff will attempt to accommodate you. The City remains committed to holding public meetings in a transparent manner, with public participation, ensuring City business continues in this challenging environment. The City of Newport Beach thanks you in advance for continuing to take precautions to prevent the spread of the COVID-19 virus. The City Arts Committee meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the City Arts Commission agenda be posted at least twenty-four (24) hours in advance of each regular 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 Board of Library Trustees. 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, prior to 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.ELECTION OF OFFICERS July 16, 2020 Page 2 City Arts Commission Meeting The City Arts Commission shall nominate and elect Commissioners to serve as Chair, Vice Chair and Secretary for Fiscal Year 2020-21. IV.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. 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. V.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. VI.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 June 24, 2020, City Arts Commission Special Meeting Draft of 03/13/2020 Meeting Minutes1. DRAFT MINUTES Draft of 06/24/2020 Special Meeting Minutes2. DRAFT MINUTES B.Consent Calendar Items Financial Report3. Review of financial information. FINANCIAL REPORT July 16, 2020 Page 3 City Arts Commission Meeting Cultural Arts Activities4. Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. CULTURAL ARTS ACTIVITIES VII.CURRENT BUSINESS A.Items for Review and Possible Action Newport Beach Art Exhibition Date Change5. Staff recommends that the City Arts Commission postpone the Newport Beach Art Exhibition until June 2021. NEWPORT BEACH ART EXHIBITION REPORT Sculpture Exhibition in Civic Center Park - Phase VI6. Staff recommends that the City Arts Commission request City Council to approve a contract with Arts Orange County for project management of Phase VI of the Sculpture Exhibition in Civic Center Park for a total amount not to exceed $91,436. SCULPTURE EXHIBITION REPORT SCULPTURE EXHIBITION REPORT-ATTACHMENT A Goals and Objectives for Fiscal Year 2020-217. Commission Chair will lead a discussion concerning goals and objectives for Fiscal Year 2020-21. Ad Hoc Subcommittee Appointments8. Commission Chair will appoint Ad Hoc Subcommittees AD HOC SUBCOMMITTEES REPORT A.Monthly Reports Newport Beach Art Exhibition Ad Hoc Subcommittee9. Sculpture Exhibition in Civic Center Park Phases V and VI Development Ad Hoc Subcommittee 10. Community Arts Survey Ad Hoc Subcommittee11. Local History Ad Hoc Subcommittee12. VIII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) July 16, 2020 Page 4 City Arts Commission Meeting IX.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. X.ADJOURNMENT DRAFT Newport Beach City Arts Commission Meeting Minutes Thursday, March 12, 2020 Regular Meeting – 5:00 PM Civic Center Council Chambers 100 Civic Center Drive Newport Beach, CA 92660 I.CALL MEETING TO ORDER – 5:05 P.M. II.ROLL CALL Commissioners Present:Arlene Greer, Chair Marie Little, Vice Chair Michelle Bendetti, Secretary Ritch LeGrand, Commissioner Commissioners Absent: Miriam Baker, Commissioner Maureen Flanagan, Commissioner Wayan Kaufman, Commissioner Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Technician III.NOTICE TO THE PUBLIC IV.PUBLIC COMMENTS Chair Greer thanked the City Council, Assemblywoman Petrie-Norris, the State ofCalifornia, City Arts Commissioners, Arts Orange County, staff, and the public for theirsupport of Phase V of the Sculpture Exhibition. The City Council approved the selectionof sculptures for the Sculpture Exhibition. V.CONSENT CALENDAR A.Approval of Minutes of the February 13, 2020 City Arts Commission Meeting 1.Draft of 02/13/2020 Minutes Chair Greer requested the addition of "pursuant to a survey of the Commissioners for the sculptures presented, a proposed slate was provided by Chair Greer for the following ten artworks plus three alternates: Fractured Peace, The Unbearable Lightness of Being, Dude Ascending, Marble Shooter, Cosmo, Individuality n. 1, I'm Listening, Seated Diana, Window to the Sea, Link' of Humanity and alternates Koi Pond, Primemover, and Peace Arrow” to page 4 of the Minutes following the sentence "Commissioner Kaufman wanted Window to the Sea in tenth place." Motion made by Commissioner LeGrand, seconded by Commissioner Bendetti, and carried (4-0-0-3) to approve the Minutes of the February 13, 2020 City Arts Commission meeting as amended. AYES: Greer, Little, Bendetti, LeGrand 5 Newport Beach City Arts Commission Regular Meeting Minutes March 12, 2020 Page 2 NOES: None ABSTENTIONS: None ABSENT: Baker, Flanagan, Kaufman B. Consent Calendar Items 2. Financial Report – Review of financial information Library Services Director Tim Hetherton reported expenditures in February were made from the Professional Services and Sculpture Garden III/IV and Ph V budgets. Funding is available for programming scheduled in June and routine expenses. 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 he is awaiting return of the signed contract for grant funding from the State Department of Parks and Recreation. Procedures for reimbursement of City expenses through the grant have been established. Fairy Tales by Lauren Mendelsohn-Bass is on display in the Central Library Gallery. The exhibition is edgy and interesting. Upcoming programming includes Concerts on the Green, the grand opening of Phase V of the Sculpture Exhibition, the Newport Beach Arts Exhibition, and a concert in Marina Park. Motion made by Vice Chair Little, seconded by Commissioner Bendetti, and carried (4-0-0-3) to approve the Consent Calendar. AYES: Greer, Little, Bendetti, LeGrand NOES: None ABSTENTIONS: None ABSENT: Baker, Flanagan, Kaufman VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Recommendation to Withdraw Request to Purchase Burnt Matchstick –The liaisons to the Newport Beach Arts Foundation and staff recommend that the City Arts Commission withdraw its request to the Newport Beach Arts Foundation for the purchase of Burnt Matchstick. Library Services Director Hetherton reported the liaisons to the Newport Beach Arts Foundation and staff recommend the City Arts Commission withdrawn its request for the Newport Beach Arts Foundation to purchase Burnt Matchstick. The cost of de-installing, moving, and re-installing the sculpture will be quite expensive with quotes ranging from $15,000 to $30,000. A quote to de-install and store the sculpture totaled $9,000. The City Arts Commission does not have funding for this expense. The sculpture is not waterproof, which compromises the electrical system, and the LED lights are consumer-grade decorative lights. A partial repair of the electrical system cost $2,400. Neither the Government Code nor flag etiquette prohibits placing the sculpture adjacent to the flag, 6 Newport Beach City Arts Commission Regular Meeting Minutes March 12, 2020 Page 3 but public perception could be a concern. The Newport Beach Arts Foundation's funding of the purchase would severely impact the City Arts Commission's funding of routine programming. The fundamental concept of the Sculpture Exhibition is rotation of sculpture loaned to the City so that the City's obligations and expenses are minimal. Chair Greer appreciated the Newport Beach Arts Foundation's efforts to fund the purchase. The costs to purchase, repair, and maintain Burnt Matchstick are greater than the City Arts Commission anticipated. Vice Chair Little concurred with Chair Greer's comments. In response to Commissioner LeGrand's question, Library Services Director Hetherton related that Council Members and the City Manager have not commented in favor of or against the acquisition of art. In approving the Sculpture Exhibition in 2013, the Council agreed that it would be a good way to fulfill the City Arts Commission's mission to expose the public to art and culture. Recommendations to acquire artwork are within the City Arts Commission's purview. The City Arts Commission may alter the amount of the honorarium to obtain fewer but larger or well-known sculptures or designate a theme for a phase of the Sculpture Exhibition. The guidelines for the Sculpture Exhibition are few, but funding and Council approval are necessary. Chair Greer noted previous acquisitions were in pristine condition, and funding was available for those purchases. Jim Mosher supported staff's recommendation and advocated for variety rather than permanence in the Sculpture Exhibition. Artwork that the City Arts Commission seeks to acquire should be iconic and related to Newport Beach. Previous City Arts Commissions acquired artwork through gifts, but that artwork was never displayed and finally disposed of. In reply to Pat Jorgensen's, Newport Beach Arts Foundation President, query, Library Services Director Hetherton indicated the Newport Beach Arts Foundation should contact the artist to rescind the offer as soon as possible. He agreed to send the artist an email explaining the need to rescind the offer. She concurred with maintaining a rotation of sculptures because of the variety and reduced costs. The Sculpture Exhibition is a nice activity for residents and visitors, and tours have been scheduled. More locations in the City need artwork. Motion made by Commissioner LeGrand, seconded by Commissioner Bendetti, and carried (4-0-0-3) to withdraw the City Arts Commission's request to the Newport Beach Arts Foundation to purchase Burnt Matchstick and to request the Newport Beach Arts Foundation and Library Services Director Hetherton contact the artist regarding the decision. AYES: Greer, Little, Bendetti, LeGrand NOES: None ABSTENTIONS: None ABSENT: Baker, Flanagan, Kaufman 7 Newport Beach City Arts Commission Regular Meeting Minutes March 12, 2020 Page 4 5. Community Arts Survey – Staff will present a community arts survey. Pending City Arts Commission approval, staff will disseminate the survey online and in print in preparation for a public meeting. Library Services Director Hetherton related that the City Arts Commission has previously held a retreat or an annual public meeting to engage the public on arts and culture topics. Currently, agencies are discouraging public meetings because of health concerns. A survey would be a good alternative method to obtain public feedback. Council Member Brenner has expressed interest in the historical aspect of the City Arts Commission. Good information from a survey could spur discussion and reveal the public's interests. The draft survey is based on surveys conducted in cities similar in size and budget to the City of Newport Beach. Chair Greer advised that the City Arts Commission typically holds a study session at the beginning of the fiscal year and invites the public and the Newport Beach Arts Foundation to discuss their interests in art and culture. Perhaps the City Arts Commission could hold a discussion of survey results prior to July and a study session in July. Library Services Director Hetherton indicated September or October might be a better time for a study session due to public health advisories and vacations. Staff would have time to prepare a good program and obtain a facilitator. Staff could disseminate and publicize the survey and present results to the City Arts Commission in July. Vice Chair Little suggested staff mail the survey to residents with options for completing the survey on paper or online. She requested a second discussion to revise the survey. The survey must be distributed in multiple ways to reach the majority of Newport Beach citizens. Library Services Director Hetherton agreed to explore opportunities to mail a survey to residents. Funding should be sufficient to mail surveys. Commissioners may email him with suggestions and revisions to the survey. Commissioner Bendetti suggested staff promote the survey at public events such as the Sculpture Exhibition opening and Concerts on the Green. Jim Mosher concurred with conducting a survey of residents. The City Arts Commission has not been involved in the preservation and advancement of the historical and cultural aspects of the City. Some of the survey questions appear to be duplicates and could be consolidated. Inserting the survey in the Navigator could be effective. Pat Jorgensen, Newport Beach Arts Foundation President, believed directions for the survey are important. For some questions, residents could mark more than one response. The Arts Foundation could promote the survey at its table during the Newport Beach Art Exhibition and the Sculpture Exhibition grand opening. Perhaps the survey could be provided at the Library. She suggested a survey question to learn if residents are aware of sculpture locations. She inquired whether the walking path at MacFadden Square has been updated. Chair Greer suggested adding survey questions about historical aspects of the City. 8 Newport Beach City Arts Commission Regular Meeting Minutes March 12, 2020 Page 5 6. Concert on the Balboa Peninsula – The Performing Arts for Balboa Peninsula Ad Hoc Subcommittee recommends that the City Arts Commission approve Beatles tribute band Paperback Writer for a performance at Marina Park on Sunday, October 11 at 4 p.m. Vice Chair Little reported the subcommittee recommends the City Arts Commission approve a concert with Paperback Writer, a Beatles tribute band, at Marina Park on October 11 at 4 p.m. Costs are projected to be $8,000 and can be expensed from the fiscal year 2020/21 budget. In 2015, the remaining assets of the Balboa Performing Arts Theater Foundation were distributed to the City of Newport Beach to fund performing arts in Balboa Village or on the Peninsula. The City Arts Commission uses the funds to stage concerts on the Peninsula. Paperback Writer is well known and has given a number of high-profile performances. Chair Greer noted the estimated expenses are similar to those for Concerts on the Green. Motion made by Chair Greer, seconded by Commissioner Bendetti, and carried (4-0-0-3) to approve Paperback Writer, a Beatles tribute band, for a performance at Marina Park on October 11, 2020 at 4 p.m. AYES: Greer, Little, Bendetti, LeGrand NOES: None ABSTENTIONS: None ABSENT: Baker, Flanagan, Kaufman 7. Proposal to Exhibit UCI Art: Artist Book as Object – Staff requests that the Newport Beach City Arts Commission approve Artist Book as Object, a special exhibition featuring the work of University of California, Irvine art students at the Newport Beach Public Library from April 18 through May 15, 2020. Library Services Director Hetherton advised that Professor Joe Lewis has requested an exhibition of his students' artistic impressions of books in Central Library. Past exhibitions of his students' work have been popular. Commissioner Bendetti appreciated the amalgamation of the book as art. The Library is a perfect place for this exhibition. Chair Greer remarked that the last exhibition was fantastic. Motion made by Commissioner Bendetti, seconded by Vice Chair Little, and carried (4-0-0-3) to approve an exhibition of Artist Book as Object at the Newport Beach Public Library from April 18 through May 15, 2020. AYES: Greer, Little, Bendetti, LeGrand NOES: None ABSTENTIONS: None ABSENT: Baker, Flanagan, Kaufman 9 Newport Beach City Arts Commission Regular Meeting Minutes March 12, 2020 Page 6 B. Monthly Reports 8. Newport Beach Art Exhibition Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Marie Little, Commissioner Maureen Flanagan Chair Greer reported the Newport Beach Art Exhibition is scheduled for June 20, 1-6 p.m. The call for artists will close May 29. Mayor O'Neill will present awards at 4:30. Artwork will be sold during the event, and 30 percent of sales benefit the Newport Beach Arts Foundation. The Sculpture Exhibition and the Central Library Gallery will be open to visitors during the event. 9. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee – Commissioner Maureen Flanagan, Commissioner Arlene Greer, Commissioner Marie Little Pat Jorgensen, Newport Beach Arts Foundation President, advised that in March a consultant will work with the Arts Foundation to set goals and objectives. Planning for Art in the Park is beginning. Art in the Park will be held September 26, 2020, on the Civic Green. Chair Greer thanked the Newport Beach Arts Foundation for its donations to the Sculpture Exhibition Phase V grand opening luncheon and the Newport Beach Art Exhibition. 10. Performing Arts for Balboa Peninsula Ad Hoc Subcommittee – Commissioner Marie Little, Commissioner Michelle Bendetti, Commissioner Ritch LeGrand See Item VI.A.6 11. Performing Arts for Concerts on the Green Ad Hoc Subcommittee – Commissioner Michelle Bendetti, Commissioner Arlene Greer, Commissioner Wayan Kaufman Commissioner Bendetti announced the first concert will be July 19 with DSB. Subsequent concerts will be The PettyBreakers on August 9, Yachty by Nature on August 23, and Rumours on September 13. With the first concert delayed to July, there will be two concerts in August. 12. Sculpture Exhibition in Civic Center Park Phases IV and V Development Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Marie Little Chair Greer indicated the grand opening of Phase V is scheduled for June 6, beginning with a luncheon at 11:30 and introduction of the sculptures and their artists at 1 p.m. 10 Newport Beach City Arts Commission Regular Meeting Minutes March 12, 2020 Page 7 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 an historical update from the Corona del Mar Residents Association, Backhausdance, the Children's Project, and information about the Corona del Mar Residents Association annual meeting. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. IX. ADJOURNMENT – 6:10 P.M. Chair Greer adjourned the meeting at 6:10 p.m. 11 DRAFT Newport Beach City Arts Commission Meeting Minutes Wednesday, June 24, 2020 Special Meeting – 5:00 PM Civic Center Council Chambers 100 Civic Center Drive Newport Beach, CA 92660 I.CALL MEETING TO ORDER – 5:04 P.M. II.ROLL CALL Commissioners Present:Arlene Greer, Chair Marie Little, Vice Chair Michelle Bendetti, Secretary Miriam Baker, Commissioner (arrived at 5:06 p.m.) Maureen Flanagan, Commissioner Wayan Kaufman, Commissioner (attending remotely) Ritch LeGrand, Commissioner (attending remotely) Commissioners Absent: None Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Technician Chair Greer congratulated Leonard Simon on his appointment to the City Arts Commission. III.NOTICE TO THE PUBLIC IV.PUBLIC COMMENTS None. V.CONSENT CALENDAR A.Approval of Minutes of the March 12, 2020, City Arts Commission Meeting 1.Draft of 03/12/2020 Minutes Vice Chair Little clarified her comments on page 3 of the February 13, 2020 meeting Minutes in that she supports international artists submitting their artwork for the Sculpture Exhibition in Civic Center Park. If the City Arts Commission intends to consistently disregard international sculptures because of the logistics and expense of transporting them to Newport Beach, it should not invite international artists to participate. Chair Greer requested the February 13, 2020 meeting Minutes reflect the collaborative discussion among Commissioners and the two professional jurors and the consensus of the City Arts Commission in selecting the ten pieces and three alternates for the Sculpture Exhibition. 12 Newport Beach City Arts Commission Special Meeting Minutes June 24, 2020 Page 2 Motion made by Commissioner Baker, seconded by Commissioner Flanagan, and carried (7-0-0-0) to approve the Minutes of the March 12, 2020 City Arts Commission meeting. AYES: Greer, Little, Bendetti, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: None B. Consent Calendar Items 2. Financial Report – Review of financial information Library Services Director Tim Hetherton reported basically no expenditures since March. The Marine 1/1 Memorial Sculpture is undergoing its annual cleaning, and an invoice in the approximate amount of $5,000 should be received before the end of the fiscal year. In response to Commissioner Baker's questions, Library Services Director Hetherton indicated the 2019 cleaning of Marine 1/1 cost around $5,000. The cost may seem high, but the statue is large, made of bronze and granite, and is on a setting. The Municipal Operations Department (MOD) referred him to the vendor because the City has a preexisting contract with the vendor. MOD is preparing an overarching contract for maintenance of all City art, plaques, flagpoles, etc. Under the contract, City art will have a regular maintenance schedule. The vendor who last cleaned Sunset Years and Ronald Reagan will likely clean them again. If the contract is successfully negotiated, MOD staff will handle routine cleaning. In reply to Chair Greer's queries, Library Services Director Hetherton related that Cultural Arts may pay a portion of the contract cost for the new vendor, but the cost should be less than one-time arrangements. He agreed to investigate whether the sphere in the McFadden Square Centennial Legacy Project should have been painted turquoise. Chair Greer noted the City Arts Commission prefers to spend all monies prior to the end of the fiscal year such that the budget has a zero balance. In answer to her question, Library Services Director Heatherton believed the City would probably be pleased with a surplus in the Cultural Arts budget because of the budget deficit caused by the pandemic. There have been no comments about spending funds or not spending funds. 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 City Council reduced the Cultural Arts budget by $11,000, $10,000 from Cultural Arts Grants and $1,000 from maintenance and repair. With public health restrictions in effect, arts programming is on hold. Chair Greer noted the Cultural Arts Grants budget has a balance of $9,000. The City Arts Commission recommended a $5,000 Cultural Arts Grant for the Newport Beach Film Festival's educational seminar, but the Council did not approve it. Prior to the pandemic, the City Arts Commission had planned to use the remaining $4,000 for a children's project, perhaps in partnership with Lyric Opera. 13 Newport Beach City Arts Commission Special Meeting Minutes June 24, 2020 Page 3 Library Services Director Hetherton indicated staff at the State Department of Recreation has assured him a check has been issued to reimburse the City for Phase V of the Sculpture Exhibition. He has prepared another reimbursement request for honoraria. Installation of Phase V sculptures will commence on June 28 and conclude on July 15. Burnt Matchstick should be de-installed by the middle of July. In answer to Commissioner Baker's query, Chair Greer explained that in performing due diligence prior to purchasing Burnt Matchstick, staff discovered costly electrical repairs were needed. In paying for Burnt Matchstick, the Newport Beach Arts Foundation would have had no funds remaining to fund other projects and programs. Library Services Director Hetherton indicated staff is rescheduling art exhibitions for the Central Library gallery because the current artist installed her artwork the day before the Library closed for the pandemic. In response to Chair Greer's inquiries, Library Services Director Hetherton confirmed that Lauren Mendelsohn-Bass is the artist currently displaying her work in Central Library. Four exhibits on loan from the Balboa Island Museum are also on display in the Central Library gallery. Hopefully, the exhibits will continue on display after the Library reopens. Former Commissioner Glabman worked on obtaining the exhibits prior to leaving the City Arts Commission but was not specifically involved in the loan of the exhibits. Staff has developed a plan for reopening and is prepared to reopen, but the date depends on guidance from the State and the County of Orange. In reply to Commissioner Baker's question, Library Services Director Hetherton advised that he would contact the museum about extending the loan. Chair Greer thanked former Commissioner Glabman for assisting with the loan of four exhibits from Balboa Island Museum. Motion made by Commissioner Flanagan, 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. Community Arts Survey – Staff will present a community arts survey. Pending City Arts Commission approval, staff will disseminate the survey online and in print, in preparation for a public meeting. Library Services Director Hetherton reported staff has revised the community arts survey to expand some components, tighten other components, and integrate questions about historical preservation and marketing. Some time remains to refine the survey, but 14 Newport Beach City Arts Commission Special Meeting Minutes June 24, 2020 Page 4 scheduling a subsequent public meeting is uncertain. The survey results will provide some talking points for a public meeting, when it can be scheduled. Vice Chair Little proposed Commissioners provide their individual feedback regarding the survey and Chair Greer appoint an ad hoc subcommittee to review and present the feedback to the City Arts Commission. Vice Chair Little agreed to serve on the ad hoc subcommittee and requested Chair Greer also join the ad hoc subcommittee as they previously prepared an informal survey. Chair Greer agreed to do so. Vice Chair Little requested Commissioners email their comments to her. In reply to Chair Greer's question, Library Services Director Hetherton recommended the City Arts Commission disseminate the survey after reviewing Commissioners' comments so that the survey data can be developed into talking points for a public meeting. Chair Greer suggested the City Arts Commission's discussion of goals and objectives could be a good time to disseminate the survey. Chair Greer requested Commissioners contact her if they are interested in serving on the ad hoc subcommittee. Library Services Director Hetherton clarified that Commissioners should send their feedback to him in order to comply with the Brown Act. 5. Local History – Staff presents an overview of the City Arts Commission’s role in the local history preservation and programming. Library Services Director Hetherton advised that the staff report describes the City Arts Commission's role and programming for historical preservation. The City Arts Commission led the effort to dedicate a plaque at the site of the Brandts' Blue Sky School and has hosted programs with the Balboa Island Museum and the Newport Beach Historical Society. Councilwoman Brenner is interested in having more historical programming and collections. The display cases at Central Library could be used to display historical collections. The Historical Society utilizes space at the Balboa Branch Library for exhibitions. As time passes, the City Arts Commission will have more opportunities to consider buildings for the Register of Historical Property. Chair Greer related that the City Arts Commission is responsible for raising arts, cultural, and historical references in the City and bringing the community out to enjoy the resources available in the City. Commissioner Flanagan offered to serve with Chair Greer on an ad hoc subcommittee regarding historical preservation and programming. 6. Cultural Arts Grant – Staff requests that the City Arts Commission extend the deadline for completion reports due to COVID-19 program cancellation and establish a new timeline for grantees that is aligned to the fiscal calendar for local schools and the community arts calendar. Library Services Director Hetherton indicated Cultural Arts grantees had planned programs in schools and the community for the spring of 2020. Unfortunately, grantees had to cancel their programming and events because of the pandemic. Staff suggests the 15 Newport Beach City Arts Commission Special Meeting Minutes June 24, 2020 Page 5 City Arts Commission extend the due date of grantees' completion reports so that they can offer the events and programming when restrictions are lifted; not require submission of completion reports for those grantees who apply for Cultural Arts Grants in fiscal year 2021; and modify the Cultural Arts Grants program to promote the program in January, set a deadline for submission of applications in the last week of March, and issue grants in May. Commissioner Kaufman departed the meeting at 5:50 p.m. Chair Greer remarked that the Cultural Arts Grants program funds primarily local schools and arts organizations and recited the organizations that received grants in 2019. Staff would have little time to process completion reports and begin the next application cycle if the City Arts Commission does not modify the program. Commissioner Flanagan supported staff's proposed modifications given the public health situation. Jim Mosher endorsed the staff recommendation. Motion made by Chair Greer, seconded by Vice Chair Little, and carried (7-0-0-0) to approve the staff recommendation. AYES: Greer, Little, Bendetti, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: None 7. Newport Art Exhibition Date Change – The exhibition date has been rescheduled for Saturday, September 26, 2020. Library Services Director Hetherton announced the Newport Beach Art Exhibition has been rescheduled for September 26, 2020, and staff has reserved the Community Room for September 25 and 26. Because the availability of public spaces is severely limited, staff booked the date prior to approval from the City Arts Commission. 8. Metalfor Update – Staff will update the City Arts Commission on the renovation of the sculpture Metalfor. Library Services Director Hetherton reported Bret Price, Metalfor’s artist, has contacted staff with concerns about the method of restoration. Mr. Price and Legacy Fine Arts, the restoration vendor, have crafted a restoration plan that satisfies both. The new plan will probably increase the cost to slightly more than $5,000. Staff will present the revised quote when it is received. In answer to Commissioner Baker's questions, Library Services Director Hetherton stated the statue will not be powder coated, and the cost will increase, rather than decrease, because the statue will be sanded and repainted. According to Mr. Price, powder coating is not more durable than painting. As the artist, Mr. Price has the right to advise on the restoration of the piece. Mr. Price's concerns were the durability and aesthetics of the 16 Newport Beach City Arts Commission Special Meeting Minutes June 24, 2020 Page 6 original restoration proposal. Library Services Director Hetherton did not know whether powder coating or painting would be more durable. Vice Chair Little advised that manufacturers of outdoor furniture powder coat their pieces rather than paint them in order to increase durability. She highly discouraged painting Metalfor in favor of powder coating. Commissioner Baker concurred. Library Services Director Hetherton indicated California state law provides artists with rights regarding their artwork. Metalfor was not originally powder coated. Vice Chair Little commented that the artist is not paying for the restoration and will not be financially impacted if the piece has to be restored again in five years. Library Services Director Hetherton explained that California state law gives artists certain rights over their artwork even after sale of the artwork. The City can maintain the piece but not alter it, and Mr. Price feels powder coating will alter the piece. The City allowed powder coating to be applied to Metalfor without consulting the artist or obtaining his permission. The vendor has expressed hesitation about proceeding with work that does not align with the artist's desires. In addition, the City Attorney's Office has recommended revising the restoration to conform with the artist's desires. Commissioner Baker noted Mr. Price does not believe the piece requires powder coating and questioned his objection to powder coating if the artwork looked as though it had been painted. She offered to discuss the issue with Mr. Price. B. Monthly Reports 9. Newport Beach Art Exhibition Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Marie Little, Commissioner Maureen Flanagan Chair Greer advised that the ad hoc subcommittee and/or staff will meet with vendors regarding guidelines for public health and safety during the Newport Beach Art Exhibition. In response to Chair Greer's questions, Administrative Support Technician Francine Jacome related that staff has received applications from 34 artists for approximately 70 pieces of art. The call for artists will close September 1. Artists are likely waiting to submit applications because they are unsure if the event will occur and if people will attend the event. Typically, artists wait to submit their applications until the final two weeks of the call. Chair Greer indicated the ad hoc subcommittee has not selected musical entertainment, a caterer, or a juror. Members of the ad hoc subcommittee may contact prior artists to encourage their participation. 10. Performing Arts for Balboa Peninsula Ad Hoc Subcommittee – Commissioner Marie Little, Commissioner Michelle Bendetti, Commissioner Ritch LeGrand Vice Chair Little reported the ad hoc subcommittee hopes to schedule an event for the fall. In response to Chair Greer's inquiry, Vice Chair Little indicated existing plans will be re- established if the situation allows. 17 Newport Beach City Arts Commission Special Meeting Minutes June 24, 2020 Page 7 11. Performing Arts for Concerts on the Green Ad Hoc Subcommittee – Commissioner Michelle Bendetti, Commissioner Arlene Greer, Commissioner Wayan Kaufman Commissioner Bendetti related that Concerts on the Green have been postponed due to COVID-19 gathering restrictions. More information will be provided as restrictions are lifted. 12. Sculpture Exhibition in Civic Center Park Phases IV and V Development Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Marie Little Chair Greer advised that the ad hoc subcommittee will meet to plan Phase V opening day events, which were postponed from June 6. A new date will be set when public health restrictions allow gatherings. The Newport Beach Arts Foundation has provided a maximum of $5,000 for opening day events and the artist luncheon. Jim Mosher suggested installing the sculptures and planning a delayed opening day for the public. Library Services Director Hetherton reiterated that installation of sculptures will begin June 28 and end July 15. The Sculpture Exhibition will be open to the public by the end of July. 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 Sculpture Exhibition Phase VI, goals and objectives for fiscal year 2021, and opening day events for Sculpture Exhibition Phase V. In response to Chair Greer’s inquiry, Library Services Director Hetherton advised that the agreement with the State Department of Recreation requires the installation of Phase VI sculptures to begin by June 2021. In reply to Commissioner Little's query, Chair Greer advised that Arts Orange County (Arts OC) will be using a new vendor to install Phase V sculptures. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher suggested the ad hoc committee for historical programming and preservation consider advocating for Council adoption of the Historic Resource Inventory. The Newport Beach Library system celebrated its 100th anniversary on June 7. Chair Greer expressed her appreciation for Commissioner Bendetti’s service and contributions to the City Arts Commission. Commissioner Bendetti stated service has been an honor and a pleasure. Introducing the Concerts on the Green and raising awareness of the Sculpture Exhibition have been her favorite activities. 18 Newport Beach City Arts Commission Special Meeting Minutes June 24, 2020 Page 8 IX. ADJOURNMENT – 6:21 P.M. Chair Greer adjourned the meeting at 6:21 p.m. 19 As of June 30, 2020 ACCT NAME / # BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.00 01060603-841004 07/03 Triskelion Event Services 2,740.00 57,760.00 Smith (sound) 07/03 Michael Patrick Wallace 3,250.00 54,510.00 Smith country band (COTG) 07/16 Triskelion Event Services 2,740.00 51,770.00 Queen Nation (sound) 07/26 David Hewitt 3,500.00 48,270.00 Queen Nation (COTG) 07/31 Got Print 168.76 48,101.24 Marketing-Concert at Marina Park 08/23 Jason Weeks 3,500.00 44,601.24 Flashback Heart Attack (COTG) 08/30 Triskelion Event Services 2,740.00 41,861.24 Flashback Heart Attack (sound) 08/30 Jason Lohrke 3,500.00 38,361.24 Neil Diamond Tribute (COTG) 08/31 Smart Levels Media 489.16 37,872.08 Sherman Library exhibition prints 08/31 Got Print 127.63 37,744.45 Marketing-Sept concert banner 08/31 Got Print 258.99 37,485.46 Marketing-Marina Park banner 09/13 Triskelion Event Services 3,565.00 33,920.46 Neil Diamond Tribute (sound) 09/20 Los Angeles Times 275.00 33,645.46 Marketing - Neil Diamond (COTG) 09/20 Karl Unnasch 500.00 33,145.46 Ph 3 extension "Burnt Matchstick" 09/27 Sue Quinlan 500.00 32,645.46 Ph 3 extension "Cultural Pedestr" 09/27 Cynthia DeBold 500.00 32,145.46 Ph 3 extension "Life is a Balanci" 09/27 David Boyer 500.00 31,645.46 Ph 3 extension "Getting Your Be" 09/30 Image360 50.66 31,594.80 Replacement plaque "Pinnacle" 10/30 Lyons Security 177.04 31,417.76 Flashback Heart Attack (security) 10/11 Signature Party Rentals 1,805.02 29,612.74 Neil Diamond Tribute (stage) 10/18 Los Angeles Times 827.00 28,785.74 Marketing - Concerts 01/17 Los Angeles Times 250.00 28,535.74 Marketing - Concerts 01/17 Karl Unnasch 500.00 28,035.74 Ph 3 extension "Burnt Matchstick" TOTAL 28,035.74 Professional Services 22,376.00 01060603-811008 07/19 Alan Scott 302.50 22,073.50 Art installation (Ed Olen) 07/19 Alliant Insurance 656.00 21,417.50 Insurance Concert at Marina Park 08/23 TAVD Visual Assistant 141.75 21,275.75 Transcription of Minutes (7/19) 08/23 Crown Building Services 825.00 20,450.75 Sphere 112 cleaning 09/20 TAVD Visual Assistant 202.50 20,248.25 Transcription of Minutes (8/19) 09/20 Alan Scott 370.00 19,878.25 Art installation (Sherman Library) 10/18 Page Art 750.00 19,128.25 Appraisal of Burnt Matchstick 10/18 TAVD Visual Assistant 180.00 18,948.25 Transcription of Minutes (9/19) 10/18 Universal Bldg Maintenance 150.00 18,798.25 Janitorial-Concert at Marina Park 10/25 Jeffrey Lanzini 2,435.00 16,363.25 Restoration of samurai sculpture 10/25 Universal Bldg Maintenance 175.00 16,188.25 Janitorial-Art in the Park 11/15 TAVD Visual Assistant 245.25 15,943.00 Transcription of Minutes (10/19) 11/15 Alan Scott 302.50 15,640.50 Art installation (Sherry Marger) 11/22 Crown Building Services 825.00 14,815.50 Sphere 112 cleaning 12/13 TAVD Visual Assistant 247.50 14,568.00 Transcription of Minutes (11/19) 01/03 William McClelland Enterp 870.00 13,698.00 Bronze works maintenance 01/17 Alan Scott 370.00 13,328.00 Art installation (Gail White) 01/24 TAVD Visual Assistant 144.00 13,184.00 Transcription of Minutes (12/19) 02/21 Crown Building Services 825.00 12,359.00 Sphere 112 cleaning 03/20 TAVD Visual Assistant 177.75 12,181.25 Transcription of Minutes(1/20) 03/20 TAVD Visual Assistant 346.50 11,834.75 Transcription of Minutes (2/20) 03/20 Alan Scott 302.50 11,532.25 Art installation (Mendelsohn-Bass) 04/03 AC Pozos Electric 2,400.00 9,132.25 Repair of Burnt Matchstick 04/24 TAVD Visual Assistant 146.25 8,986.00 Transcription of Minutes (3/20) 05/15 Crown Building Services 825.00 8,161.00 Sphere 112 cleaning TOTAL 8,161.00 FY 2019-20Cultural Arts Division 7/6/2020 1 of 2 20 As of June 30, 2020 ACCT NAME / # BUDGET DATE VENDOR EXPENSES BALANCE NOTES FY 2019-20Cultural Arts Division City Grants 40,000.00 01060603-821006 11/22 Baroque Music Festival CdM 4,000.00 36,000.00 FY 2019/20 Cultural Arts Grant 11/22 Kontrapunktus 2,000.00 34,000.00 FY 2019/20 Cultural Arts Grant 11/22 Balboa Island Imp Assoc 2,500.00 31,500.00 FY 2019/20 Cultural Arts Grant 11/22 Chuck Jones Center for Cre 2,000.00 29,500.00 FY 2019/20 Cultural Arts Grant 12/06 Pacific Symphony 5,000.00 24,500.00 FY 2019/20 Cultural Arts Grant 12/20 Newport El School Found 500.00 24,000.00 FY 2019/20 Cultural Arts Grant 01/10 Philharmonic Society of OC 5,000.00 19,000.00 FY 2019/20 Cultural Arts Grant 01/10 The Laguna Playhouse 5,000.00 14,000.00 FY 2019/20 Cultural Arts Grant 02/21 South Coast Repertory 5,000.00 9,000.00 FY 2019/20 Cultural Arts Grant TOTAL 9,000.00 Sculpture Garden (III/IV) 58,818.34 (Contract Art Services)09/20 Oleg Lobykin 3,000.00 55,818.34 "No Swimming" honorarium (2/2) 01060603-811054 09/20 Steven Rieman 1,641.00 54,177.34 "Flight" honorarium (2/2) 09/27 Patricia Vader 3,000.00 51,177.34 "Cosmic Glints" honorarium (2/2) 09/27 John Merigian 2,133.50 49,043.84 "Be Still and Know" honorar. (2/2) 12/20 Arts Orange County 6,924.60 42,119.24 Phase IV partial de-installation 02/14 David Boyer 1,675.00 40,444.24 "Getting Your Bearings" hnr.(2/2) 02/14 Cynthia DeBold 2,250.00 38,194.24 "Life Is A Balancing" honor. (2/2) 02/14 Sue Quinlan 3,000.00 35,194.24 "Cultural Pedestrians" honor (2/2) 02/14 Arts Orange County 6,924.60 28,269.64 Phase IV partial de-installation TOTAL 28,269.64 Sculpture Garden (Ph V) 141,436.00 01060603-811059 11/22 Arts Orange County 3,750.00 137,686.00 Phase V management (1/8) 01/10 Arts Orange County 3,750.00 133,936.00 Phase V management (2/8) 02/07 Arts Orange County 3,750.00 130,186.00 Phase V management (3/8) 03/06 Arts Orange County 3,750.00 126,436.00 Phase V management (4/8) 04/17 Arts Orange County 3,750.00 122,686.00 Phase V management (5/8) 06/12 Arts Orange County 3,750.00 118,936.00 Phase V management (6/8) 06/19 Roger Heitzman 2,075.00 116,861.00 "Cosmo" honorarium (1/2) 06/19 Dominic Panziera 3,000.00 113,861.00 "Individuality n.1" honorarium (1/2) 06/26 Arts Orange County 3,075.00 110,786.00 Phase V management (7/8) TOTAL 110,786.00 7/6/2020 2 of 2 21 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3819, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Cultural Arts Activities for June 2020 State Local Assistance Grant – Sculpture Exhibition in Civic Center Park Phase V update Staff received the first reimbursement check from the State. Staff plans to submit a new reimbursement request for recent Arts Orange County (ArtsOC) invoices and artist loan agreements ASAP. Sculpture Exhibition Phase V update – Installation Installation commenced on June 28 and are currently in progress. Seated Diana, Marble Shooter and Fractured Peace have been installed; Phase IV’s Feathers in the Wind has been moved to its new location. Danette Landry’s piece was delivered on Monday, July 6, but upon inspection by Joe Lewis and Rick Stein of ArtsOC, it was determined that it was not the same work, Link of Humanity, that the artist had submitted and had been approved during the selection process. Ms. Landry’s fabricator, after completing the piece’s fabrication, was asked by the artist to deliver it from Calistoga. When the ArtsOC team told him that it would be necessary to decline its acceptance, he referred us to Ms. Landry. Ms. Landry informed ArtsOC that what was delivered to Newport Beach was a similar artwork that was part of a “series” of works on the same theme. She was told that since she had never disclosed that in her application or in the various communications that led up the delivery of the work, and that the City had approved the specific work depicted in her original submission, that the piece could not be accepted. She asked for consideration because of her being in Paris and unable to closely monitor the handling of her works. ArtsOC suggested that if she could plan to deliver the exact work submitted in her application, they would still be willing to install it. She said that was not possible because it has been installed at another city, and it would be necessary to get that City Council’s permission and it would cost her extra funds to de- install it there and bring it to Newport Beach. She asked that we accept the substitute art. She was told that would not be possible. City Council approved three alternates recommended by the City Arts Commission. Staff and ArtsOC agreed that the most suitable of the three alternates for the specific site that had been selected for Link of Humanity is Primemover by Grant Irish, of Oakland. The artist has agreed to loan his piece, and ArtsOC is arranging the loan. Primemover by Grant Irish, Oakland, CA The flow of data in our modern world is captured in this powerful steel icon from veteran Bay Area sculptor Grant Irish. The jagged waves created by Primemover's angles and forms seem to carry a message; but we can only wonder what information it contains. Figure 1"Primemover" by Grant Irish 22 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3819, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Newport Beach Art Exhibition Date Change RECOMMENDATION: Staff recommends that the City Arts Commission postpone the Newport Beach Art Exhibition until June 2021. Staff recommends that entrants should have the option to withdraw from the exhibition with a full refund. DISCUSSION: Newport Beach has postponed several large public gatherings following the release of guidelines from the California Department of Public Health aimed at slowing the transmission of COVID-19 (coronavirus). The state recommendations include postponing or cancelling large gatherings of 250 people or more, postponing or cancelling smaller gatherings in venues that do not allow social distancing, and limiting gatherings of high-risk individuals to no more than 10 people. Based on these recommendations, the City has postponed several upcoming, City-sponsored community events where 250 people or more were expected to attend. These include the Newport Beach Art Exhibition, originally scheduled for Saturday, June 20, the Concerts on the Green, and the Concert at Marina Park. In May 2020, in the hope that restrictions may be lifted by early Autumn lifted, staff reserved the Civic Center Community Room for Saturday, September 26, and informed artists who had already registered that they had the option to maintain their entry for the new date or receive a refund. Given the current situation concerning the pandemic, staff thinks that the September 26 date is not feasible. Staff recommends that the City Arts Commission stage the exhibition on June 19, 2021. Hopefully, by this date public gatherings will be permitted. The event is typically held in June and is funded from the Fiscal Year 2020-2021 budget. The funds for the 2020 Newport Beach Arts Exhibition have already been absorbed back into the General Fund. Staff recommends that entrants should have the option to withdraw from the exhibition with a full refund. Many artists may prefer to try to sell their work rather than keep it committed to an art show 11 months in the future. In addition, many artists may want to enter new pieces for next year. 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). 23 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3819, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Sculpture Exhibition in Civic Center Park – Phase VI RECOMMENDATION: Staff recommends that the City Arts Commission request City Council to approve a contract with Arts Orange County for project management of Phase VI of the Sculpture Exhibition in Civic Center Park for a total amount not to exceed $91,436. FUNDING REQUIREMENTS: There are sufficient funds in the Cultural Arts budget to fund Phase VI. Funds will be expended from the Sculpture Exhibition in Civic Center Park Phase VI account (Account No. 01060603- 811059). The City has received State of California Department of Parks and Recreation Local Assistance Specified Grant funding in the amount of $500,000 for the Sculpture Exhibition in Civic Center Park Phases V and VI, which will fully fund this project on a reimbursement basis. The grant funds from the state will also cover concrete repair and rehabilitation needs at the site. DISCUSSION: The Sculpture Exhibition in Civic Center Park is an integral feature of the Newport Beach Civic Center project. The Civic Center Park project was designed by renowned landscape architectural firm Peter Walker and Partners (PWP). PWP developed a master plan for art in the park, and identified various spots in the park where art, particularly sculpture, could be exhibited. The City Arts Commission determined that a rotating exhibition was a pragmatic approach to bring sculpture to the City in a cost-efficient manner. The acquisition program that the City Arts Commission developed in 2013 for the exhibition created a model in which pieces are loaned for a two-year period. Sculptors of works chosen for the exhibition are provided with a small honorarium, not to exceed $5,000, to loan their work to the City. The City is responsible for installing the art, while sculptors are responsible for the maintenance and repair of their work. Pieces are rotated into the exhibition annually and displayed for two years. Phases overlap for a one-year period so that 20 pieces are typically on display. Admission is free and the exhibition continues to be enjoyed by residents and guests. The exhibition has become a “museum without walls” that offers the temporary display of public art that allows the City to avoid the obligation and expense of owning public art. The City Arts Commission selects a well-balanced representation of public art appeals to a diverse audience, while including artistic merit, durability, practicality and site responsiveness as criteria in the selection. The rotational nature of the exhibit ensures that residents and guests are exposed to a variety of work. 24 Guests to the park are encouraged to download the free Sculpture Exhibition in Civic Center Park app to take a roughly 30-minute guided tour through the 14-acre park. A temporary/rotational exhibit of this nature is a first for Orange County and has proven to be a popular amenity that has garnered significant favorable media coverage (including a cover story in COAST magazine and coverage by the Orange County Register and Daily Pilot). The sculpture garden has become an integral element to the enjoyment of the park by residents and guests throughout the year. In 2015, the Sculpture Exhibition in Civic Center Park was awarded “Best Public Art” from OC Weekly for the second consecutive year and the “museum without walls” has become a favored destination for residents and guests interested in quality public art. STATE GRANT FUNDING: The FY 2019-20 California State Budget appropriated a specified grant of $500,000 for the Sculpture Exhibition in Civic Center Park. The grant guidelines require projects to be completed by December 31, 2021. On October 22, 2019, Council approved a staff proposal to use Local Assisted Specified Grant Funds to fund Phases V and VI of the Sculpture Exhibition in Civic Center Park and infrastructure improvements to Civic Center Park. This proposal returns $135,000 of General Fund — Visit Newport Beach (VNB) Public Benefit Funding monies currently allocated in Fiscal Year 2019- 20 and 2020-21 budgets. The State grant reimburses these budgeted funds. At the October 22, 2019 meeting, Council also adopted Resolution 2019-91, A Resolution of the City Council of the City of Newport Beach, California, Approving Application for Specified Grant Funding for $500,000 for the Sculpture Exhibition in Civic Center Park Project, authorizing staff to apply for grant funds. The State grant essentially makes General Fund contributions of $135,000 for each phase available for other budget priorities while simultaneously preserving an important and popular City Arts Commission program. ARTS ORANGE COUNTY: Pending approval, the City Arts Commission recommends that City Council approve a contract with Arts Orange County for $91,436 for Phase VI. This amount includes both project coordination and management fees, and is the same amount as contracted for Phase V. The contract will be submitted to City Council for final approval, at their July 28, 2020 regular meeting. PHASE ITEM DETAIL COST 6 Installation of Phase 6 Sculptures 10 Sculptures $20,104.00 6 Site Preparation 5 Concrete Pads $12,500.00 6 Project Management & Curation Management Fee $30,000.00 6 Contingency $5,000.00 Phase Sub-Total $67,604.00 6 De-Installation of Phase 6 Sculptures 10 Sculptures $16,332.00 6 Project Management & Curation Management Fee $7,500.00 Phase Sub-Total $23,832.00 PROJECT TOTAL: $91,436.00 25 The City Arts Commission selected Arts Orange County (Arts OC) to provide public art coordination and site management services for Phases I, II, III, IV, V, and VI of the Sculpture Exhibition in Civic Center Park after issuing Requests for Proposals in 2013 and 2016. Given their background experience and expertise, the reasonable cost, and their availability, staff is requesting a Professional Services Agreement to Arts OC for this work. Arts Orange County was established in 1995 as the nonprofit, countywide arts council of Orange County, California. Arts Orange County has been recognized by the California Arts Council as a model agency based on the quality of its work and has served as the officially designated arts agency and state-local partner of the County of Orange since its inception. The Arts Orange County project team successfully managed all previous phases of the exhibition and has strong working relationships with the City Arts Commission and City staff. COMMUNITY INPUT: Since the exhibition’s inception, the City Arts Commission increased has public engagement by offering residents opportunities to become part of the selection process. The following elements were integrated into the process: •All meetings of the Phase VI Sculpture Exhibition Ad Hoc Subcommittee will be held in public during City Arts Commission regular meetings; •The City Arts Commission will provide an online survey in which the public can vote for their favorite sculpture. The most popular pieces will be selected for the Exhibition, pending City Arts Commission review and final approval by City Council; •The City Arts Commission will hold one study session meeting where the public will be invited to express their preferences for the submitted art prior to panel consideration; •The City Arts Commission will hold curatorial selection panel meeting where public can express their preferences; •The City Arts Commission will devote one regular meeting for the public to express their opinion of the panel’s recommendations; •The City Arts Commission and City staff will publicize opportunities for public participation in the entire process to the maximum extent feasible. Final review of the selections will be presented to City Council for approval. Cultural Arts staff will issue a “Call for Entries”, inviting artists, private collectors, galleries and museums/nonprofit organizations to submit artworks for consideration for the temporary exhibition in the Civic Center Park. To select the pieces for the exhibition, the project manager will form a panel consisting of jurors who are working arts professionals. The panel will work with the entire City Arts Commission in the selection and recommendation of pieces in public meetings. The selection process will include an online public survey and the City Arts Commission will maximize opportunities for public participation in the process. 26 The panel will individually review all the submissions. Each panelist then will score each piece through an online scoring process based on the following criteria: 1. Artistic Merit – the artist has strong professional qualifications and the artwork is of high quality and demonstrates originality and artistic excellence. 2. Durability – the artwork is made of high-quality materials, requires minimal maintenance and can withstand the outdoor elements of coastal Orange County. 3. Practicality – the artwork is appropriate for audiences of all ages and does not exhibit unsafe conditions that may bear on public liability. 4. Site Appropriateness – the scale of the artwork is suitable for the environment and the artwork is suitable for viewing from all angles. The scores will be tallied, and the field will be narrowed to 30 pieces. The jury panel will assemble to discuss each of the remaining artworks as a group and vote for the final selections in a public meeting. The panel will choose 10 artworks and three alternates. The panel will also select locations for each piece, generally based upon PWP’s Art Master Plan. A subsequent site visit - involving the consulting team and City staff members will assist in further refining the proposed locations based upon existing site sensitivities such as the need to protect habitat and the public view plane, maintaining clear public access to all the park’s walkways, and maintaining the aesthetics of the new park. All of the proposed placements would ensure that the existing View Plane that covers the site from Civic Center Drive southward would not be compromised. The City Arts Commission will publicly review the artworks at a regular meeting and approve forwarding the recommendations to the City Council for final consideration. If the Council approves the artworks and the proposed location for each piece, the project manager will then notify each artist that his or her artwork was a finalist. The artworks are to be loaned to the City at no cost and the artists are responsible for shipping their work to the Civic Center. To help defray these costs, Arts OC recommended and incorporated into the project budget, an honorarium for each artist, not to exceed $5,000. Installation will take place at a date to be determined. The City Arts Commission will host a grand opening event after installation of Phase VI. As this is a temporary exhibit, the 10 pieces comprising Phase VI will be scheduled for deinstallation in June/July 2022. 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). ATTACHMENT A: Project Timeline 27 ATTACHMENT A City of Newport Beach Sculpture Exhibition in Civic Center Park Timeline Phase VI – 2020-21 DATE TASK August 2020 August 15 Execute contract between City and ArtsOC August 22 Initial meeting of ArtsOC with City staff & City Arts Commission Chair Sept. 2020 Sept. 8 RFP ISSUED •Disseminate RFP (PAN, CAC, LA Culture Net, PACSOCAL, Local Media, SparkOC, Personal Invitations) •Field questions from interested artists •Monitor arriving submissions for completeness •Upload submissions to the public voting page as they arrive Dec. 2020 December 8 RFP CLOSES (12-week period) Ongoing promotion of RFP throughout the open period December 10 CITY ARTS COMMISSION REGULAR MEETING ArtsOC presents status report Open review & online voting by City Arts Commission & Outside Judges Open Public online survey January 2021 January 10 CLOSE ONLINE VOTING by City Arts Commission & Outside Judges CLOSE PUBLIC ONLINE SURVEY (4-week period) January 14 CITY ARTS COMMISSION REGULAR MEETING Presentation of Arts Commission & Outside Judges results and Public survey rankings; Public hearing & input; Commission approval of 10 works plus 3-5 alternates January 15 ArtsOC advises selected artists of their status Selection is subject to City Council approval, confirm continued availability of their work, their availability for the installation window of time, review questions and concerns with artists, ascertain need for concrete pads, collect W9 forms from artists 28 ATTACHMENT A February 2021 February 9 CITY COUNCIL REGULAR MEETING – Present City Arts Commission recommendations for Approval February 10 Inform artists of selection, provide City Attorney will all necessary information for Artists Loan Agreements March 2021 March 12 City Attorney provides artists agreements to ArtsOC to send to artists April 2021 April 12 ArtsOC delivers all artists contracts to City with invoices April 30 CITY: Provide ARTSOC with first payment checks to send artists May 2021 May 3 ADDITIONAL CONCRETE PADS POURED May 10-21 De-Installation of Phase IV artworks INSTALLATION OF PHASE VI ARTWORKS June 2021 June 12 CITY: Exhibition Opening Luncheon 29 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3819, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Ad Hoc Subcommittee Appointments DISCUSSION: An ad hoc subcommittee is a temporary advisory committee composed solely of less than a quorum of the City Arts Commission, that serves a limited or single purpose, that is not perpetual, and that will be dissolved once its specific task is completed. Ad hoc subcommittees are not required to meet in public, are not subject to the Brown Act, and their meeting schedule is not fixed by a legislative body. Unless all these requirements are satisfied, it is a standing committee and subject to the Brown Act. The Chair of the City Arts Commission appoints ad hoc subcommittees to address a specific task and bring a recommendation to the entire City Arts Commission for approval in a public meeting. These appointments typically occur at the beginning of the new fiscal year, after new officers are elected, but committees should be appointed on an as needed basis. 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). 30