Loading...
HomeMy WebLinkAbout8-11-22 CAC APPROVED Meeting Minutes Newport Beach City Arts Commission Meeting Minutes Thursday, August 11, 2022 Regular Meeting – 5:00 PM 1000 Avocado Avenue Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:10 P.M. II. ROLL CALL Commissioners Present: Maureen Flanagan, Vice Chair (Acting Chair) Wayan Kaufman, Commissioner Marie Little, Commissioner Meghan McNulty, Commissioner Commissioners Absent: Arlene Greer, Chair (excused) Leonard Simon, Secretary (excused) Barbara George, Commissioner (excused) Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant Staff Absent: III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS None. V. CONSENT CALENDAR A. Approval of Minutes of the July 14, 2022, City Arts Commission Meeting 1. Draft of 07/14/22 Minutes Acting Chair Flanagan called for revisions/edits to the minutes but heard none. She then called for the public comment, but there was none. Motion made by Commissioner Little, seconded by Commissioner Kaufman, and carried (4-0-0-3) to approve the July 14, 2022, meeting minutes as presented. AYES: Little, Flanagan, Kaufman, McNulty NOES: None ABSTENTIONS: None ABSENT: Greer, Simon, George Newport Beach City Arts Commission Meeting Minutes August 11, 2022 Page 2 B. Consent Calendar Items 2. Financial Report – Review of financial information Library Services Director Melissa Hartson reported that Handwritten Pages 17-20 contained the updated and completed year-end financials for Fiscal Year (FY) 2021-22. Secretary Simon’s comments and concerns raised at the July 14, 2022, City Arts Commission (CAC) meeting were addressed. The remaining balance was encumbered as there were honorariums remaining to be paid out on Phase VI and VII of the Sculpture Garden. Handwritten Page 21 presented the financial report for July of FY 2022-23. Acting Chair Flanagan saw no comments or questions from the Commission and called for the public comment. Jim Mosher, Newport Beach resident, referred to a fund reallocation related to the Sculpture Exhibition and inquired about it. Library Services Director Hartson explained the funds came out on September 8. She was unsure why the timing was as it was for the amendment going through but confirmed that it did post. Mr. Mosher asked another question about the Sculpture Garden and $9,000 in a gift account fund. He asked what the fund was and how much money was in it. Library Services Director Hartson said it was a separate account for donor-specified gifts. Library Services Director Hetherton moved monies from that account into the Sculpture Garden. Mr. Mosher stated that the CAC should know how much money was in that fund. Library Services Director Hartson indicated that she did not have the answer. Acting Chair Flanagan said that she would check on the amount and follow-up at the next CAC meeting. 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 they were halfway though the Summer Concert season. The Billy Nation tribute band had a good turnout, and the activities and food trucks were a success. She encouraged the CAC to view the black and white photography exhibition. The Student Art Exhibition, the Newport Beach Art Exhibition and their related dates were added to the calendar of events. Acting Chair Flanagan called for Commissioner questions, but there were none. She called the public comment. Newport Beach City Arts Commission Meeting Minutes August 11, 2022 Page 3 Phil Greer, Newport Beach resident, stated that the concerts were great and suggested a separate stand or seller for drinks to help ease the amount of people waiting in food lines. Motion made by Commissioner Little, seconded by Commissioner McNulty, and carried (4-0-0-3) to approve the Consent Calendar. AYES: Little, Flanagan, Kaufman, McNulty NOES: None ABSTENTIONS: None ABSENT: Greer, Simon, George VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Ad Hoc Subcommittees for Fiscal Year 2022-23 Staff will provide a list of ad hoc subcommittees for Fiscal Year 2022-23. Library Services Director Hartson reported that the Chair identified the following subcommittees for FY 2022-23: Art in Public Spaces, Cultural Arts Grants, Newport Beach Art Exhibition, Newport Beach Student Art Exhibition, and the Surf Film Exhibition. The Student Art Exhibition and Surf Film Exhibition ad hoc subcommittees were already assigned by Chair Greer. Commissioners interested in a specific ad hoc subcommittee should contact Chair Greer. The Sculpture Exhibition Phase VIII, the Summer Concert Series on the Civic Green, and the Fall Concert at Marina Park will be conducted in public by the full Commission rather than in ad hoc subcommittees. There will also be liaison assignments for the Newport Beach Arts Foundation (NBAF) and Historical Resources. Commissioner Kaufman asked which subcommittees had already been filled. Library Services Director Hartson stated that it was the Student Art Exhibition with Commissioners George, Simon, and Greer and the Surf Film Exhibition with Commissioners Flanagan, Little, and Greer. Acting Chair Flanagan called for Commissioner comments but heard none. She then called for public comment. Jim Mosher, Newport Beach resident, stated that he had previously forgotten to identify himself for the record and wanted to do so. He also wanted to clarify the rules for ad hoc subcommittees to ensure that the public’s business was being conducted properly. He specifically noted that they are advisory committees and could not take action for the Commission as a whole. Newport Beach City Arts Commission Meeting Minutes August 11, 2022 Page 4 5. Utility Box Program Staff presents a discussion on implementing a pilot utility box program in the City of Newport Beach. Library Services Director Hartson explained that the Utility Box Program was brought up by Secretary Simon. Several cities have ongoing programs, and the CAC is interested in bringing it to Newport Beach. Recently, two utility boxes were wrapped outside the Peninsula Fire Station. Based on that she reached out to Public Works who explained they worked with a specific artist and the wraps were $4,000 which included a $300 stipend. Based on that the CAC would need to consider a funding element for the program. Staff recommended that the CAC activate an ad hoc subcommittee to initiate a small pilot program along with Public Works. Based on that the Commission should ask Chair Greer to form the committee in order to plan for next year. Acting Chair Flanagan wished to confirm that it was a $300 stipend paid to the artist and $4,000 total to complete a wrapped box. Library Services Director Hartson said that was correct and added that Public Works was adamant that it would need to be a wrap rather than paint due to cost and maintenance. Just like any other city art, there would be maintenance costs. Commissioner Little stated that there was a special finish on the wraps that made it easy to remove graffiti. Library Services Director Hartson said that was correct and noted that was where some of the costs came into play. Acting Chair Flanagan suggested that Commissioners interested in being on the ad hoc subcommittee reach out to Chair Greer. Library Services Director Hartson explained that Chair Greer would have to form the ad hoc subcommittee and suggested a vote. Motion made by Commissioner Kaufman, seconded by Commissioner Little, and carried (4-0-0-3) to ask Chair Greer to form an ad hoc subcommittee for a utility box program. AYES: Little, Flanagan, Kaufman, McNulty NOES: None ABSTENTIONS: None ABSENT: Greer, Simon, George B. Monthly Reports 6. Cultural Arts Grants Ad Hoc Subcommittee Commissioners Wayan Kaufman, Leonard Simon, and Arlene Greer Commissioner Kaufman reported that the ad hoc subcommittee had a brief call to debrief the 2021-22 Cultural Arts Grants program. She shared that they strived to take a grantee centered approach to the program. They tightened the grant cycle and timing of the process to better respond to the programmatic and funding needs of the grant Newport Beach City Arts Commission Meeting Minutes August 11, 2022 Page 5 applicants. They conducted the debrief following the Awards Program and determined they wanted to be more mindful of the staff and volunteer time of the nonprofit organizations. Based on this, they may add a question to the end of the application asking if applicants would prefer that the check be mailed or picked up in person. The program has $30,000 for the FY, which is down from the $40,000 the program had two or three years prior. Acting Chair Flanagan called for Commissioner and public comments but there were none. 7. Student Art Exhibition Ad Hoc Subcommittee Commissioners Barbara George, Arlene Greer, and Leonard Simon Acting Chair Flanagan noted that none of the members of the ad hoc subcommittee were present. Cultural Arts Assistant Camille Escareal-Garcia offered to report for the ad hoc subcommittee. The Call for Entry would open September 2 and run through November 4. Commissioners have been provided with fliers to hand out. The application form is available on the City website. Local art studios have been contacted and invited to participate. Commissioner George is disseminating applications to local schools and has a contact on the School Board of a local school. The Marketing Specialist is also going to encourage applications during the Call for Entry. Anyone with questions can contact Cultural Arts Assistant Escareal-Garcia directly for more information. Commissioner Little wanted to confirm that the program was for students in the City of Newport Beach. Cultural Arts Assistant Escareal-Garcia explained the Exhibition was open to any student. Commissioner Little thought that it had to be a student in the Newport Mesa Unified School District or private schools in Newport Beach. Cultural Arts Assistant Escareal-Garcia stated that had been discussed in the 2021 Student Art Exhibition, but the actual guidelines did not specify that. She indicated that she would double check. Commissioner Little thought that if the Exhibition was open to anyone, they would get too many applications. Cultural Arts Assistant Escareal-Garcia noted that there was a maximum capacity of pieces they could host due to the space. The guidelines did not state that only Newport Beach students could participate. The guidelines were not changed from the previous year and there were out of city students that participated in the prior context. Acting Chair Flanagan asked for a percentage of out of city students that participated. Newport Beach City Arts Commission Meeting Minutes August 11, 2022 Page 6 Cultural Arts Assistant Camille Escareal-Garcia indicated that students had a place to list their school, but it was optional. She noted that they were not actively pursuing schools outside Newport Beach. Acting Chair Flanagan said that people would hear about it by word of mouth. Cultural Arts Assistant Camille Escareal-Garcia said that they did an eblast to people subscribed to the Library Mailing List. There may be some students outside of Newport Beach on that list, but it remained an excellent marketing tool for programming and events. Commissioner Little thought it would be helpful to the CAC to know which schools had the highest level of interest in the Exhibition. Therefore, she suggested making the question mandatory rather than optional. Cultural Arts Assistant Camille Escareal-Garcia believed that most people had listed the school the prior year. Commissioner Little said that the schools represented would be of particular interest since they were not limiting the Exhibition to the Newport Mesa Unified School District. Acting Chair Flanagan called for the public comment but heard none. 8. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee Commissioners Maureen Flanagan and Arlene Greer Acting Chair Flanagan reported the NBAF met in July and the ad hoc subcommittee attended. The NBAF was surprised by the CAC’s ask and are discussing a gift of $10,000—as they are not able to give $20,000 like they gave back in 2021. Considering that Art in the Park was upcoming, she thought it was a timing situation for the funds. Commissioner McNulty discussed helping them with fundraising and there was interest expressed. Art in the Park is scheduled for October 22, and they have about half the applications that they want. The NBAF will elect new officers at the next meeting but do not have many members. All members of the CAC should be a part of the NBAF since it is the fundraising forum. She called for CAC or public comments and questions but heard none. VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) • Announcements: None. • Future Agenda: ° Utility Box Program Proposal ° Ad Hoc Subcommittee Appointments ° Surf Film Screening of Echo Beach Newport Beach City Arts Commission Meeting Minutes August 11, 2022 Page 7 VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher, Newport Beach resident, referred to comments he made in writing and stated he wished to emphasize his points. First, he recalled that museum tours were once a marquee activity for the CAC. He did not know why the tours fell off but thought the people that enjoyed them could be potential members of the NBAF. Second, he questioned whether the CAC should be more involved in in the programming at the Newport Theatre Arts Center. ADJOURNMENT – 5:45 P.M. Approved by: Leonard Simon