HomeMy WebLinkAbout2020-07-16 CAC - Approved MinutesNewport Beach City Arts Commission Meeting Minutes Thursday, July 16, 2020 Special 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 Miriam Baker, Commissioner Maureen Flanagan, Commissioner Leonard Simon, Commissioner Commissioners Absent: Ritch LeGrand, Commissioner Wayan Kaufman, Commissioner
Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Specialist
III. ELECTION OF OFFICERS Chair Greer thanked Commissioners for their support and cooperation during her term as Chair, Library Services Director Tim Hetherton and Administrative Support Specialist Francine Jacome for assisting the City Arts Commission, and the City Council for their confidence in her. Motion made by Commissioner Greer, seconded by Commissioner Baker, and carried (5-0-0-2) to nominate Commissioner Little for the office of Chair.
AYES: Greer, Little, Baker, Flanagan, Simon NOES: None ABSTENTIONS: None ABSENT: Kaufman, LeGrand Motion made by Commissioner Baker, seconded by Secretary Flanagan, and carried (5-0-0-2) to nominate Commissioner Greer for the office of Vice Chair. AYES: Little, Baker, Flanagan, Greer, Simon NOES: None
ABSTENTIONS: None ABSENT: Kaufman, LeGrand
Motion made by Vice Chair Greer, seconded by Chair Little, and carried (5-0-0-2) to nominate Secretary Flanagan for the office of Secretary.
AYES: Little, Greer, Baker, Flanagan, Simon NOES: None
Newport Beach City Arts Commission Special Meeting Minutes July 16, 2020
Page 2 ABSTENTIONS: None
ABSENT: Kaufman, LeGrand Chair Little thanked Commissioners for their support, promised to do her best as Chair, and appreciated Vice Chair Greer's leadership and service as Chair during the past year. IV. NOTICE TO THE PUBLIC V. PUBLIC COMMENTS Jim Mosher was puzzled by the March 2020 meeting Minutes appearing on the Consent Calendar when the June meeting Minutes indicate they were approved unanimously. Administrative Support Specialist Jacome explained that the February 2020 Minutes rather than the March Minutes were reviewed during the June meeting; therefore, the
March Minutes were placed on the agenda for this meeting. VI. CONSENT CALENDAR
A. Approval of Minutes of the City Arts Commission March 12, 2020 Regular Meeting and June 24, 2020 Special Meeting
1. Draft of 03/12/2020 Meeting Minutes Vice Chair Greer requested Jim Mosher’s comments on page 3 be noted as public comment. Motion made by Vice Chair Greer, seconded by Commissioner Baker, and carried (5-0-0-2) to approve the Minutes of the March 12, 2020 City Arts Commission meeting as amended. AYES: Little, Greer, Flanagan, Baker, Simon
NOES: None ABSTENTIONS: None ABSENT: Kaufman, LeGrand
2. Draft of 06/24/2020 Special Meeting Minutes
Commissioner Simon indicated the date of the minutes in Agenda Item V.A.1 should be February 13, 2020, as just discussed. Vice Chair Greer clarified her comments in Agenda Item V.B.2 as the City Arts Commission typically expends all funding budgeted for programming during the fiscal year. Motion made by Vice Chair Greer, seconded by Secretary Flanagan, and carried (5-0-0-2) to approve the Minutes of the June 24, 2020 City Arts Commission meeting, as amended.
Newport Beach City Arts Commission Special Meeting Minutes July 16, 2020
Page 3 AYES: Little, Greer, Flanagan, Baker, Simon
NOES: None ABSTENTIONS: None ABSENT: Kaufman, LeGrand In reply to Chair Little’s inquiry, Administrative Support Specialist Jacome indicated the final approved Minutes are posted to the archive. She would need to verify with the City Clerk whether revisions to Minutes could be highlighted in the approved Minutes. B. Consent Calendar Items 3. Financial Report – Review of financial information Library Services Director Hetherton reported the financial information provided to Commissioners pertains to June 2020 and reflects ending balances for the fiscal year.
The packet for the next meeting will include budget information for Fiscal Year (FY) 2020-2021 and the first expenditures of the fiscal year. Most budget categories show large surpluses, and those funds will return to the General Fund.
At Vice Chair Greer’s request, Library Services Director Hetherton advised that the FY 2020-2021 budget is similar to the FY 2019-20 budget. The main differences are a
$10,000 reduction in Cultural Arts Grants funding and a $1,000 reduction in Professional Services funding. 4. 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 indicated staff received the first reimbursement check from the California Department of Parks and Recreation for Phase V of the Sculpture Exhibition. Phase V has been installed and looks great. Artist Danette Landry submitted a sculpture that was not Link of Humanity, the sculpture approved by the Council.
Unfortunately, the artist has loaned Link of Humanity to another city. Staff selected
Primemover from the list of alternate sculptures to replace Link of Humanity because they are similar in size, scope and material.. Primemover will be installed on July 31, 2020.
Karl Unnasch contacted staff and requested permission to postpone the de-installation of
Burnt Matchstick to September or October due to concerns about COVID-19. Staff agreed to the request. The contract will likely have to be amended to reflect the change.
Vice Chair Greer related that she has toured Phase V of the Sculpture Garden, and it looks fantastic. Arts Orange County (ArtsOC) did a great job siting and installing the sculptures. In response to Secretary Flanagan's question, Library Services Director Hetherton reported the MyNB app is being updated with Phase V sculptures and should be ready fairly soon. Motion made by Vice Chair Greer, seconded by Commissioner Simon, and carried (5-0-0-2) to approve the Consent Calendar.
Newport Beach City Arts Commission Special Meeting Minutes July 16, 2020
Page 4 AYES: Little, Greer, Flanagan, Baker, Simon
NOES: None ABSTENTIONS: None ABSENT: Kaufman, LeGrand VII. CURRENT BUSINESS A. Items for Review and Possible Action 5. Newport Beach Art Exhibition Date Change - Staff recommends that the
City Arts Commission postpone the Newport Beach Art Exhibition until
June 2021. Library Services Director Hetherton advised that the Newport Beach Art Exhibition will need to be postponed given State and County restrictions for large gatherings. He
recommended rescheduling it to June 2021 because it is regularly held in June and funds have been allocated from the FY 2020-2021 budget.
Chair Little proposed June 26, 2021 for the Newport Beach Art Exhibition. Library Services Director Hetherton indicated June 26, 2021 is a suitable date subject to
availability of the Community Room. Motion made by Commissioner Simon, seconded by Secretary Flanagan, and carried (5-0-0-2) to approve postponing the Newport Beach Art Exhibition to June 26, 2021, contingent upon availability of the Community Room. AYES: Little, Greer, Flanagan, Baker, Simon, NOES: None ABSTENTIONS: None ABSENT: Kaufman, LeGrand 6. Sculpture Exhibition in Civic Center Park - Phase VI - 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 on Civic Center Park for a total amount
not to exceed $91,436. Library Services Director Hetherton related that the contract with ArtsOC for Phase VI is identical to the prior contract and includes installation and project management costs. All expenses will be reimbursed by the California Department of Parks and Recreation grant such that General Fund monies will not be needed to complete Phase VI. As in previous phases, public engagement will be emphasized, and the City Arts Commission will select the pieces. Two meetings will be dedicated to the presentation of the sculptures, and the public can participate in an online survey. If the contract is approved, the call for artists will be issued in September and remain open for about three months. With the call for artists remaining open for longer than in prior years, ArtsOC anticipates receiving more submissions and a better selection of artwork. ArtsOC has been a solid partner for staff and the City Arts Commission.
Newport Beach City Arts Commission Special Meeting Minutes July 16, 2020
Page 5 In response to Vice Chair Greer's question, Library Services Director Hetherton explained
that honoraria will be capped at $5,000 to prevent a budget deficit. The maximum honorarium for Phase V was also $5,000. In answer to Commissioner Simon’s inquiry, Library Services Director Hetherton indicated artists receive the first half of their honoraria upon installation and the second half upon de-installation. If staff finds damage or vandalism to the artwork while it is in Civic Center Park, they will contact the artist to arrange repairs . The artist will either repair the piece himself or hire a contractor. In reply to Vice Chair Greer's query, Library Services Director Hetherton stated $15,000 was deducted from the total grant amount as an administrative fee, leaving $485,000 to
reimburse the General Fund. Expenses for opening day celebrations can be reimbursed from the grant.
Jim Mosher noted a typographical error in the staff report in that Phase VI will be de-installed in June or July 2023. The Sculpture Garden webpage should be updated to indicate the installation of Phase V and the substitution of Primemover for Link of
Humanity. Library Services Director Hetherton reiterated that an update of the website should be complete soon. Motion made by Vice Chair Greer, seconded by Commissioner Simon, and carried (5-0-0-2) to request the City Council 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. AYES: Little, Greer, Flanagan, Baker, Simon
NOES: None ABSTENTIONS: None ABSENT: Kaufman, LeGrand
7. Goals and Objectives for Fiscal Year 2020-21 – Commission Chair will lead a discussion concerning goals and objectives for Fiscal Year 2020-21.
Chair Little announced six goals and objectives for FY 2020-2021: (1) alignment of the Newport Beach City Arts Commission and the Newport Beach Arts Foundation for future funding; (2) publicity and marketing to increase community engagement with programming and events provided by the City Arts Commission; (3) increase the visibility of Sculpture Garden Phases IV, V, and VI for the local and nearby communities; (4) form a speakers bureau of Commissioners to share the City Arts Commission's visual and cultural arts programming with local clubs and organizations; (5) encourage youth engagement with the City Arts Commission's programs and events; and (6) brainstorm ways to increase the quality of artists for the Newport Beach Art Exhibition. Commissioners may email her with additional goals and objectives prior to July 31, 2020. She will schedule a study
session prior to the start of the next meeting to discuss the goals and objectives. 8. Ad Hoc Subcommittee Appointments - Commission Chair will appoint
ad hoc subcommittees
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Chair Little reported she will email a list of ad hoc subcommittees to Commissioners on July 17, 2020, and asked Commissioners to provide her with their preferences for ad hoc subcommittee assignments within a week. Rather than forming an ad hoc subcommittee for concerts, the City Arts Commission as a whole will discuss and select bands for concerts. The Chair and Vice Chair will continue to form the Sculpture Exhibition in Civic Center Park Ad Hoc Subcommittee. Vice Chair Greer commended Chair Little for allowing all Commissioners to participate in the concert selection. Jim Mosher suggested Chair Little include in her email the goal of each ad hoc
subcommittee's work and a timeframe for each ad hoc subcommittee to present its work and recommendations to the City Arts Commission. .
Vice Chair Greer noted the City Arts Commission has developed a template for its goals, objectives, vision, and volunteer needs. B. Monthly Reports 9. Newport Beach Art Exhibition Ad Hoc Subcommittee
See Item VII.A.5. 10. Sculpture Exhibition in Civic Center Park Phases V and VI Development Ad Hoc Subcommittee No report 11. Community Arts Survey Ad Hoc Subcommittee Chair Little appointed Commissioner Simon to the Community Arts Survey Ad Hoc Subcommittee along with herself and Vice Chair Greer. 12. Local History Ad Hoc Subcommittee
Chair Little advised that the subcommittee has not met. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Vice Chair Little requested agenda items for the Community Arts Survey, a report from ArtsOC if the Council approves its contract, ad hoc subcommittee appointments, a study session for FY 2020-2021 goals and objectives, and a Sculpture Garden Phase V private luncheon. Vice Chair Greer requested an agenda item to discuss the role of the City Arts Commission in historical and cultural preservation.
Newport Beach City Arts Commission Special Meeting Minutes July 16, 2020
Page 7 IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher suggested Chair Little prepare a list of Commissioners' proposed goals and objectives and distribute it in the packet so that Commissioners and the public can review it prior to the study session. Commissioners may be interested in reviewing the Arts and Culture Master Plan, which can be found on the City website. X. ADJOURNMENT – 6:01 P.M. Chair Little adjourned the meeting at 6:01 p.m.
Approved by: Marie Little