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HomeMy WebLinkAbout7-14-22 CAC Approved Meeting Minutes Newport Beach City Arts Commission Meeting Minutes Thursday, July 14, 2022 Regular Meeting – 5:00 PM 100 Civic Center Drive 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 Maureen Flanagan, Secretary Wayan Kaufman, Commissioner Leonard Simon, Commissioner Barbara George, Commissioner Meghan McNulty, Commissioner Commissioners Absent: Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant Staff Absent: III. ELECTION OF OFFICERS Chair Greer announced the Election of Officers for Fiscal Year (FY) 2022-23. The City Arts Commission (CAC) voted to appoint the Chair, Vice Chair, and Secretary. Nominations for Chair: • Marie Little, nominated by Commissioner Flanagan and seconded by Commissioner Little, received three votes: Commissioners Flanagan, Little, and Simon. • Arlene Greer, nominated by Commissioner George and seconded by Commissioner Kaufman, received four votes: Commissioners George, McNulty, Kaufman, and Greer. Commissioner McNulty said that over the past year she had observed the CAC and saw the intricacies of the Commission and the position of the Chair. Based on that she advocated for Arlene Greer. Commissioner Flanagan suggested a rotation for the position of Chair where the Vice Chair became Chair to ensure a smooth transition between positions. Based on that she advocated for Marie Little. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 2 Commissioner George noted that as a new Commissioner she liked consistency and thought it was in the best interest of the CAC to continue under the current Chair and complete the outstanding tasks. She also appreciated Arlene Greer’s experience. Commissioner Simon appreciated Arlene Greer’s experience of 12 years but noted that this would be her last year on the Commission, and it needed to carry on without her afterwards. Based on that, Commissioners needed to move through leadership to the position of Chair. Other Commissions tend to rotate the leadership positions. Although the vote was in Commissioner Greer’s favor, she could turn down the position. Commissioner Greer said that from 2011 until 2015 the CAC had the same Chair, Robyn Grant, and she did an excellent job. She noted that the CAC had significant turnover in the past few years and then accepted the position of Chair for FY 2022-23. She stated she was honored to represent the entire Commission and everything that it will do in the upcoming year. Nominations for Vice Chair: • Maureen Flanagan, nominated by Commissioner Little and seconded by Commissioner Simon, was approved by all seven Commissioners for Vice Chair. No other candidates were nominated. Commissioner Flanagan accepted the position of Vice Chair for FY 2022-23. Nominations for Secretary: • Leonard Simon, nominated by Commissioner Flanagan and seconded by Commissioner George, was approved by all seven Commissioners for Secretary. No other candidates were nominated. Commissioner Simon accepted the position of Secretary for FY 2022-23. IV. NOTICE TO THE PUBLIC V. PUBLIC COMMENTS None. VI. CONSENT CALENDAR A. Approval of Minutes of the June 9, 2022, City Arts Commission Meeting 1. Draft of 06/09/22 Minutes Chair Greer called for revisions/amendments to the minutes but heard none. Motion made by Commissioner George, seconded by Secretary Simon, and carried (7-0-0-0) to approve the June 9, 2022, meeting minutes as presented. AYES: Greer, Little, Flanagan, Simon, Kaufman, George, McNulty Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 3 NOES: None ABSTENTIONS: None ABSENT: None B. Consent Calendar Items 2. Financial Report – Review of financial information Library Services Director Melissa Hartson reported that the FY had ended and that there would be one more report on it to include the final June invoices. There was good management of the budget over the FY with one excess in the professional services category. The necessary maintenance on the City Art varied from year to year. The account for the Newport Beach Art Exhibition was more in line with expectations. The negative balance was generated by the non-refundable credit card fees. Secretary Simon asked for an explanation of the Sculpture Garden account as it contained more funds than originally budgeted. Library Services Director Hartson stated that the amount in the account would pay for the Sculpture Garden Exhibition. The adjustment came from funds provided by the Newport Beach Arts Foundation (NBAF) since the $135,000 from the City’s General Fund did not cover the entire cost of the event. Former Library Services Director Hetherton reallocated some funds from the programming budget to ensure there was enough to cover the Sculpture Exhibition. Secretary Simon said that there was a budget of $135,000 which they had not spent as well as an excess amount. Chair Greer explained that some of the funds were for the harvested sculptures and that not everyone had been paid. There were funds for the allocation of the sculptures that received honorariums which were not paid until the sculptures were harvested. The NBAF provided a $20,000 gift which was added to the Sculpture Garden Fund. Secretary Simon stated that he understood and asked for a moment to look at it further. Library Services Director Hartson said that none of the costs paid to Arts Orange County (ArtsOC) was listed in the current budget. She indicated that she would look into it further. Secretary Simon said that they started with a budget of $135,000. $34,000 was added for a total of $169,000. Not only did they not spend “a lot” they had $9,825 in excess of the budget. He stated that there was something wrong and they did not spend the money. Library Services Director Hartson said that they did spend the money. Secretary Simon said it was not shown. Library Services Director Hartson stated that she understood but that they had not pulled everything from the account. They had created project strings for each of the Phases and all the information from all the Phases was not included. It would be shown on the final report. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 4 Secretary Simon said that it had to show on the final report so the Council or an auditor could follow the funds. Chair Greer reminded the CAC that there were two Sculpture Garden openings, one on September 18, 2021, for Phase VI and the second for Phase VII on June 25, 2022. Everything would be reconciled on the next report. Library Services Director Hartson could be contacted outside the meeting with questions. Commissioner George asked if the CAC would receive a revised report. Library Services Director Hartson stated that she understood what happened and would run a final report. Secretary Simon said that all the expenses in the account were dated May 6 and represented honorariums. There were no expenses to ArtsOC. Library Services Director Hartson said that they were in the finance strings, were expended, and would be clearly designated. Chair Greer noted that the $14,000 was contributed from the programming budget to complete the honorariums for Phase VII. She explained where the money went. Secretary Simon indicated that he followed the explanation but was concerned it was not on paper. Chair Greer indicated that it would be on paper at the next meeting. She explained that it was always shown in August when they saw the numbers for the new FY. Library Services Director Hartson assured the CAC that the record would accurately reflect the expenditures. Chair Greer noted that she was pleased Commissioners were interested in the financials. She asked a question about Svartifoss Corp on Page 13 and if that was for the new curator. Cultural Arts Assistant Escareal-Garcia confirmed that Svartifoss Corp is the name of the new art installer’s business. She had met with the new art installer for an hour to go over details for the Newport Beach Art Exhibition, though the event would eventually be postponed. Chair Greer called for further CAC comment on the financial report but heard none. She then called the public comment. Jim Mosher, Newport Beach resident, noted an additional discrepancy having to do with the Programming Budget. While there was an entry in the Sculpture Exhibition Phase VII Budget regarding funds being reallocated from programming, there was no entry in the Programming Budget to reflect the removal of said funds. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 5 Secretary Simon indicated he saw the discrepancy as well and thought the Budget was changed so that the $60,500 was larger to begin with. He stated that from an accounting standpoint it was incorrect. Chair Greer asked if it was possible during the changeover of the Library Services Director position that Former Library Services Director Hetherton prepared an advance of the financials and reallocated the monies. Secretary Simon said that the adjustment was done in August and did not show an entry in the financial report. He indicated that it should be looked at. Library Services Director Hartson indicated that she would report back on it. Secretary Simon said that the Programming Budget should have been $74,500 to start with. Library Services Director Hartson stated that she would report back to the CAC on the item. 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 Hartson reported that there was an increase in community participation at the June Concert on the Green. Staff is gearing up for the next Concert on the coming Sunday, which was Billy Nation. She expected increased participation through the rest of the summer. The Sculpture Garden Phase VII Grand Opening was lovely and well attended. The music added to the environment and the luncheon was graciously hosted by the NBAF. The Mayor’s dedication and the children’s activities made the day more special. She encouraged Commissioners to visit the new black and white photography exhibition in the Central Library Gallery. Vice Chair Flanagan noted that the food truck at the June 12 concert started too late. Cultural Arts Assistant Escareal-Garcia stated that a week prior to the concerts she emailed the vendors with directions. She believed the source of the confusion was because she listed the time the concert started as well as the time food sales were supposed to open. Going forward she would make sure the email was clearer. Chair Greer, on behalf of the Surf Film Ad Hoc Subcommittee, requested that Item 7 in the agenda, the Date for the 2022 Surf Film Screening, be removed and rescheduled to the August meeting. Motion made by Commissioner George, seconded by Commissioner Little, and carried (6-1-0-0) to approve the Consent Calendar with Item 7 removed and rescheduled. AYES: Greer, Little, Flanagan, Kaufman, George, McNulty NOES: Simon ABSTENTIONS: None ABSENT: None Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 6 VII. CURRENT BUSINESS A. Items for Review and Possible Action 4. City Arts Commission Statement of FY 2022-23 Funding Priorities for the Newport Beach Arts Foundation Staff recommends the CAC approve a funding priority for submission to the NBAF. Library Services Director Hartson reported that annually the CAC made a request to the NBAF for its wish list. This year the CAC requested $20,000 to help fund Phase VIII of the Sculpture Garden Exhibition honorariums. Phase VIII will cost close to the Phase VII amount of $169,000 so it would not be covered by the $135,000 from the General Fund. Secretary Simon noted that costs were increasing but the CAC had requested $20,000 a year for the past several years. Honorariums were also increasing. Therefore, he thought the request should be for $25,000 instead of $20,000. Chair Greer was unsure the NBAF could honor that request. They were just billed about $4,800 for the Phase VII Artist Luncheon. NBAF was hosting Art in the Park in October, which could raise $10,000 to $12,000. At this point, the $20,000 request was consistent with what the NBAF could provide. Vice Chair Flanagan said that the NBAF had a difficult time raising money. She agreed with Secretary Simon but did not think the group had the capacity to raise more money. Secretary Simon stated that if the CAC requested $25,000 the NBAF could say no. Commissioner McNulty asked if the NBAF gave money to anyone else. Chair Greer explained that they could only fund the CAC. Vice Chair Flanagan said that it was a very small budget. Commissioner McNulty asked if they only had $20,000. Chair Greer stated that they had $23,000 the last time she looked. Vice Chair Flanagan repeated the NBAF was small. Chair Greer noted that they had expenses related to Art in the Park as well which they had to meet. She further noted from the record that the prior year the CAC received $10,000 from the NBAF. Commissioner McNulty asked if the NBAF could hold its own events to raise funds. Chair Greer stated that they could but that the NBAF needed help. She urged Commissioners to provide them with names of artists to contact for Art in the Park. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 7 Commissioner Little asked if Cultural Arts Assistant Escareal-Garcia could send an eblast to the artists who previously participated in the Newport Beach Art Exhibition letting them know about Art in the Park. Library Services Director Hartson stated they would look into it. Commissioner Little thought that would help the NBAF with entries tremendously. Chair Greer said that the CAC always shared artist resources with the NBAF. She attended the Balboa Art Walk and provided the artists with the Art in the Park information. Commissioner George asked if the only way the CAC could receive funds was through the NBAF. Chair Greer said that any donations in support of the CAC had to be through the NBAF. Secretary Simon explained that the NBAF was the fundraising arm of the arts community which is governed by the CAC. Commissioner McNulty inquired if she could be a part of the NBAF just not a member of the board. Chair Greer explained that three members of the CAC were a part of the NBAF as liaisons but did not have voting positions on the board. The total size of the NBAF Board was around 13 members. Commissioner McNulty indicated she had a list of 20 potential members for the NBAF. Chair Greer stated that she would put her in communication with the membership person at the NBAF. Commissioner George asked what would happen if the NBAF received additional donations. Chair Greer explained that the CAC could request additional funds throughout the year. The CAC did not request funds until they were needed. Typically the NBAF was asked to support honorariums, the luncheon, and for contributions to the Newport Beach Art Exhibition. The CAC did not take the $3,450 for the Newport Beach Art Exhibition last year since the event was postponed. Any donated money should be directed through the NBAF. Secretary Simon asked where the CAC was on his proposal to increase the ask to $25,000. Vice Chair Flanagan was in favor of increasing the ask. Chair Greer thought that it was not a good idea to request more money than the NBAF had. She repeated that the NBAF needed to meet its expenses for Art in the Park. Based on that, she could not support an increased ask. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 8 Commissioner Little thought the ask would create a goal for the NBAF which was important. She was in favor of increasing the ask. Chair Greer stated that she believed they did not have the proposal from ArtsOC yet. Library Services Director Hartson stated that was correct. Chair Greer stated they could make an ask for $25,000 but were unlikely to receive it. Also, the CAC did not yet know if it would need the $25,000. Cultural Arts Assistant Escareal-Garcia asked if the CAC could request an additional $5,000 in the future. Chair Greer said that they could. However, it was important to request the first $20,000 so that they could make the recommendation to the City in time for the September City Council meetings. Vice Chair Flanagan asked when the check to ArtsOC would be cut. Chair Greer said that when the proposal went to City Council the check needed to be there. She reminded the CAC that former Library Services Director Hetherton was very clear about that point the prior year. Secretary Simon thought they were putting the cart before the horse since they did not have the ArtsOC proposal, but he guaranteed the CAC that it would be higher than it was the previous year. Based on that, he argued that they should request $25,000. Chair Greer noted that $20,000 was the most the CAC had ever asked NBAF for and she was not aware that they would receive an increase from ArtsOC this year. Secretary Simon stated that he had not heard anything from ArtsOC but noted that everything was increasing in price. Commissioner George said that she worked with lots of 501(c)(3)’s and they were all hurting as people were giving less. She urged the CAC to come to a compromise that would not leave the NBAF penniless. She liked Cultural Arts Assistant Escareal-Garcia’s suggestion of requesting additional funds at a later date. Chair Greer repeated that $20,000 was at the high end of a request and that they could always request additional funds. The NBAF met a $20,000 request less than a year ago since the CAC had two openings in one year. Additionally, the NBAF would not meet again until after the August CAC meeting. Motion made by Secretary Simon, seconded by Vice Chair Flanagan to request $25,000 from the NBAF. Substitute Motion made by Chair Greer to request $20,000 from the NBAF. Secretary Simon thought that the CAC needed to vote on the first Motion before entertaining a second Motion. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 9 Chair Greer asked Library Services Director Hartson to clarify the process. Jim Mosher, Newport Beach resident, explained that what Chair Greer did was propose a Substitute Motion. That takes precedence over the original Motion. If the Substitute Motion failed, then the CAC would return to the first Motion. Commissioner McNulty inquired how many members the NBAF had and if they charged for membership. Chair Greer thought there were 10 members. Commissioner Little said that there were 25 members or less. Chair Greer asked if her Substitute Motion had a second. Substitute Motion made by Chair Greer, seconded by Commissioner George, and failed (2-5-0-0) to request $20,000 from the NBAF. AYES: Greer, George NOES: Little, Simon, McNulty, Kaufman, Flanagan ABSTENTIONS: None ABSENT: None Motion made by Secretary Simon, seconded by Vice Chair Flanagan, and carried (5-2-0-0) to request $25,000 from the NBAF. AYES: Little, Simon, McNulty, Kaufman, Flanagan NOES: Greer, George ABSTENTIONS: None ABSENT: None Chair Greer apologized for taking the vote prior to the public comment and called for it. Leslie Miller, Newport Beach resident, indicated that for the past 15 years she had been on the Palm Desert Public Arts Commission. With respect to funding, she thought the only way to make progress was to go through the political system. Worldwide public art was a concern. There is no major city that did not have a substantial policy in favor of public art. In Palm Desert, people were assessed fees for permits that contributed to public art. She spoke of an attempt to bring public art to an area near her home and the increased property values. She found the ask of $20,000 to $25,000 to be shockingly low. Chair Greer invited Ms. Miller to continue her comments at the end of the meeting. 5. Selection of a New Date for the 56th Annual Newport Beach Art Exhibition The CAC will determine a new date for the 56th Annual Newport Beach Art Exhibition. Chair Greer directed the CAC to Page 19 of the report. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 10 Library Services Director Hartson stated that a variety of dates were discussed for the Newport Beach Art Exhibition. To ensure artist participation, staff recommended Saturday, June 24, 2023. Chair Greer said that every member of the CAC would be needed on the day of the event. Therefore, she requested everyone check that they were available on the date. Seeing that everyone was available, she called for the public comment, but there was none. Motion made by Chair Greer, seconded by Secretary Simon, and carried (7-0-0-0) to approve Saturday, June 24, 2023, for the 56th Annual Newport Beach Art Exhibition. AYES: Greer, Little, Flanagan, Simon, Kaufman, George, McNulty NOES: None ABSTENTIONS: None ABSENT: None 6. 2022 Student Art Exhibition Timeline Staff recommends that the CAC approve a proposed timeline for the 2022 Newport Beach Student Art Exhibition Chair Greer directed the CAC to Page 20 of the report and noted that herself, Commissioner George, and Secretary Simon were members of the committee. Library Services Director Hartson provided the following timeline for the 2022 Student Art Exhibition: • Call for Entries: Friday, September 2, 2022 – Friday, November 4, 2022 • Judging Period: Mid-November 2022 • Selection and Approval of Winners: Thursday, December 8, 2022 - CAC Regular Meeting • Display of Artwork: Monday, January 9, 2023 – Friday, February 10, 2023 • Student Art Award Presentation – January 2023 - CAC Regular Meeting Commissioner Little thought the schedule was lengthy from start to finish and asked why the Student Art Exhibition could not be finished by the end of 2022. Cultural Arts Assistant Escareal-Garcia explained there was another exhibition in the Library during that timeframe. The Aging As Art display, organized by the Council of Aging, would run from November to December in the space where the Student Art Exhibition is displayed. The timeline was also adjusted to provide students with additional time to submit art while they were physically in school. Additionally, they were anticipating a larger number of entries than the prior year. Commissioner Little assumed that entries could be submitted weekly to the ad hoc subcommittee for review. Cultural Arts Assistant Escareal-Garcia confirmed that the works would be submitted to the ad hoc subcommittee in batches. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 11 Chair Greer said that the ad hoc committee provided staff with instruction to start the process when school. Student artwork would be displayed in early 2023. Commissioner George thanked staff for their work and thought the timeline worked well considering the Exhibition was for children of all ages and stages. They did not want to encroach on holiday family time. Therefore, the timeline was sound. Secretary Simon also thought it was important to give children time over the holidays. He asked how many submissions they had for Phase VII of the Sculpture Exhibition. Chair Greer thought there was 65 submissions. Secretary Simon stated that, based on their experience with selecting sculptures for Phase VII, the process of selecting winners would be a monumental task based on the number of submissions received. He supported the work being sent to the ad hoc subcommittee in batches. Cultural Arts Assistant Escareal-Garcia reminded the CAC that last year she received a large number of submissions on the final date. For that reason, they capped the submissions in November. Chair Greer reminded the CAC that, following the Student Art Exhibition, they needed to judge the Phase VIII sculptures. Chair Greer called for the public comment. Leslie Miller, Newport Beach resident, believed the State gave Newport Beach $500,000. Chair Greer said that was for the Sculpture Garden, not the Student Art Exhibition. She confirmed that the funds had been used and called for a Motion. Motion made by Secretary Simon, seconded by Commissioner George, and carried (7-0- 0-0) to approve the proposed timeline for the 2022 Newport Beach Student Art Exhibition. AYES: Greer, Little, Flanagan, Simon, Kaufman, George, McNulty NOES: None ABSTENTIONS: None ABSENT: None 7. Date for the 2022 Surf Film Screening: Presenting Echo Beach Staff recommends that the CAC approve the date for the film screening of Jeff Parker’s 2009 film, Echo Beach. Item tabled. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 12 8. Exhibition of Art at the Central Library The Art in Public Spaces Library Gallery Ad Hoc Subcommittee recommends that the CAC approve exhibitions by the following artists: Tim Musso, Sandra Pipkin, Jane Shehane, and Janice Steele in the gallery space in the Central Library lobby. Chair Greer introduced the item and directed the CAC’s attention to handwritten Page 22. She advised that the committee was comprised of herself, Commissioner Little, and Commissioner McNulty. Library Services Director Hartson reported the ad hoc subcommittee recommended moving forward with four artists for the Central Library gallery. Chair Greer called for Commissioner discussion, but there was none. She then called the public comment, but there was none so she called for a Motion. Motion made by Secretary Simon, seconded by Commissioner Little, and carried (7-0-0-0) to approve exhibitions by the following artists: Tim Musso, Sandra Pipkin, Jane Shehane, and Janice Steele in the gallery space in the Central Library lobby. AYES: Greer, Little, Flanagan, Simon, Kaufman, George, McNulty NOES: None ABSTENTIONS: None ABSENT: None B. Monthly Reports 9. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee Commissioners Maureen Flanagan and Arlene Greer Vice Chair Flanagan reported the NBAF met on June 15 and discussed giving out the scholarships, which was now completed. The remainder of the meeting discussed Art in the Park. The NBAF was extremely disappointed they could not move forward with the donor plaques because that was the newest idea to raise money. Art in the Park is scheduled for October 22 and Commissioners are expected to attend. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) • Announcements: ° Concert at Marina Park was scheduled for October 2 from 4-5:30 p.m. ° Newport Beach Film Festival runs from October 13 to the 21 ° The CAC has an Instagram page and also promotes events on the Library’s Instagram. Newport Beach City Arts Commission Meeting Minutes July 14, 2022 Page 13 • Future Agenda: ° Utility Box Art program ° Additional Ask for NBAF funding – Special Meeting if necessary ° New contract with ArtsOC ° Surf Film Screening ° Cultural Arts Grants Debriefing ° Sculpture Exhibition Phase VII Debriefing ° Sunset of committees ° Timeline of Future Events – living document calendar ° Possibility of moving meeting times to 6:00 p.m. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. ADJOURNMENT – 6:29 P.M. Approved by: Arlene Greer