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HomeMy WebLinkAbout09-08-2022 CAC Meeting Agenda Packet CITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, September 8, 2022 – 5:00 PM City Arts Commission Members: Arlene Greer, Chair Maureen Flanagan, Vice Chair Leonard Simon, Secretary Barbara George, Commissioner Wayan Kaufman, Commissioner Marie Little, Commissioner Meghan McNulty, Commissioner Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant The City Arts Commission 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 seventy-two (72) 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 City Arts Commission. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The public can submit questions and comments in writing for the City Arts Commission to consider. Please send them by email to the Library Services Department at ArtsCommission@newportbeachca.gov by Wednesday, September 7, 2022, at 4:00 p.m. to give the City Arts Commissioners time to consider your comments. All emails will be made part of the record. 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 Melissa Hartson, Library Services Director, at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 717-3801 or mhartson@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. Page 1 I. CALL MEETING TO ORDER II. ROLL CALL III. 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 1 City Arts Commission Meeting August 11, 2022 Page 2 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. IV. 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. V. 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 August 11, 2022, City Arts Commission Meeting 1. Draft of 08/11/2022 Minutes B. Consent Calendar Items 2. Financial Report Review of financial information. 3. Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Ad Hoc Subcommittees for Fiscal Year 2022-23 Chair Greer will appoint ad hoc subcommittee assignments for Fiscal Year 2022-23. 2 City Arts Commission Meeting August 11, 2022 Page 3 5.Sculpture Exhibition in Civic Center Park, Phase VIII Staff recommends that the City Arts Commission request that City Council approve a contract with Arts Orange County for project management of Phase VIII of the Sculpture Exhibition in Civic Center Park for a total amount not to exceed $119,000. B.Monthly Reports 6.Student Art Exhibition Ad Hoc Subcommittee Commissioners Barbara George, Leonard Simon, and Arlene Greer 7.Newport Beach Arts Foundation Liaison Commissioners Maureen Flanagan and Arlene Greer VII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) VIII.PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on 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. IX.ADJOURNMENT 3 DRAFT 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 4 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. 5 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. 6 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 7 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. 8 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 9 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. 10 As of August 31, 2022 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.00 01060603-841004 07/08 DJE Sound & Lighting, Inc.3,646.25 56,853.75 COTG Sound (Billy Nation) 07/08 Tracy Kiggen / ARTovator 629.00 56,224.75 COTG Children's activities (Billy Nation) 07/15 Adam Shapiro 3,250.00 52,974.75 COTG Billy Nation 07/29 Tracy Kiggen / ARTovator 629.00 52,345.75 COTG children's activities (Young Guns) 08/05 Office Depot 27.13 52,318.62 Student Art Exhibition supplies 08/05 Office Depot 115.92 52,202.70 Student Art Exhibition supplies 08/05 DJE Sound & Lighting, Inc.3,646.25 48,556.45 COTG Sound (Young Guns) 08/05 Eric David Sage 3,250.00 45,306.45 COTG Young Guns 08/26 DJE Sound & Lighting, Inc.3,646.25 41,660.20 COTG Sound (Britain's Finest) 08/26 Robert John Bielma 2,200.00 39,460.20 COTG Britain's Finest 08/26 Tracy Kiggen / ARTovator 631.00 38,829.20 COTG children's activities (Britain's Finest) TOTAL 38,829.20 Professional Services 22,000.00 01060603-811008 07/29 Svartifoss Corp.340.00 21,660.00 Art Installation (Rob Williams) 08/19 TAVD Visual Assistant 204.75 21,455.25 Transcription Minutes (07/14) 08/26 Crown Building Services Inc.825.00 20,630.25 Ben Carlson & Sphere 112 cleaning TOTAL 20,630.25 City Grants 30,000.00 01060603-821006 30,000.00 TOTAL 30,000.00 Sculpture Garden 135,000.00 01060603-811059 135,000.00 TOTAL 135,000.00 Special Events (NBAE)0.00 01060603-521450 TOTAL 0.00 Advertising 1340.00 01060603-871002 1,340.00 TOTAL 1,340.00 FY 2022-23Cultural Arts Division 09/01/2022 1 of 1 11 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson and Camille Escareal-Garcia TITLE: Cultural Arts Activities for August 2022 CONCERTS ON THE GREEN: Young Guns performed on August 21 on the Civic Green. This country cover band was well-received, with nearly 3,000 attendees gathering on the Civic Green. Children’s activities, provided by ARTovator, which included face painting and balloon animals, rounded out this family-fun event. The next concert will be on September 18, featuring Beatles tribute band, Britain’s Finest. CULTURAL ARTS CALENDER OF EVENTS: City Arts Commission (CAC) meetings are held at 5 p.m. on the second Thursday of each month. UPCOMING CONCERTS ON THE GREEN DATES: •Sunday, September 18 – Britain’s Finest (Beatles cover band) All Concerts on the Green start at 6 p.m. on the Civic Green CONCERT AT MARINA PARK: •Sunday, October 2 – Stone Soul (Classic Soul and Motown Tribute) The Concert at Marina Park will start at 4 p.m. STUDENT ART EXHIBITION •Friday, September 2 – Friday, November 4 – Call for entries •Thursday, December 8– Winners selected at CAC Regular Meeting •Monday, January 9 – Friday, February 10, 2023 – Artwork display at Central Library NEWPORT BEACH ARTS FOUNDATION – ART IN THE PARK •Saturday, October 22, 10 a.m. – 5 p.m. NEWPORT BEACH ART EXHIBITION •Saturday, June 24, 2023 12 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson and Camille Escareal-Garcia TITLE: Ad Hoc Subcommittees for Fiscal Year 2022-23 DISCUSSION: An ad hoc subcommittee is a temporary advisory committee that is: 1.composed solely of less than a quorum of the City Arts Commission, 2.serves a limited or single purpose, 3.is not perpetual, 4.will be dissolved once its specific task is completed. Unless all these requirements are satisfied, it is a standing committee and subject to the Brown Act. This means staff would post the committee’s agenda for the meeting, which would be held in public. The Chair of the City Arts Commission appoints ad hoc subcommittees. Their role is to address a specific task and bring a recommendation to the entire City Arts Commission for approval in a public meeting. 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. Per ARTICLE VII of the City Arts Commission by-laws, under the heading "Committees", one or more members are appointed for a specific purpose as the business of the Commission may require. No committee shall have other than advisory power unless, by suitable action of the Commission, it is granted specific power to act. All members of the Commission are required to serve on an ad hoc subcommittee. Commissioners are also required to attend meetings, participate, and fulfill the role and responsibility of an ad hoc subcommittee member. All committees shall make a progress report to the Commission during the regular monthly meetings. The Committee is discharged upon completion of the purpose for which it was appointed. The Chairperson will issue a final report upon the discharge of the Committee in a public meeting. Commissioners were presented with a list of ad hoc subcommittees at the August CAC regular meeting. Chair Greer will announce the ad hoc subcommittee assignments for Fiscal Year 2022-23. 13 LIST OF AD HOC SUBCOMMITTEE APPOINTMENTS: ART IN PUBLIC SPACES – Evaluate the following, and present recommendations to City Arts Commission (CAC) for vote and ultimate approval by City Council (CC) if required: • Artists’ Submissions for the Central Library Visual Art Gallery. • All other ‘Application for Review and Consideration of Art’ submissions. o Examples: A donation or loan of art to the City. • Select location recommendations for any new permanent art, or re-location of existing permanent art. • Non-performance guest appearance events relative to performing, visual and cultural arts. o Example: A lecture or film with reception following. • Consult with Library staff for any publicity/outside services needed for an event. CULTURAL ARTS GRANTS • Review merits of applications received for the CAC’s Annual Arts Grants Program. • Select recommended recipients to be presented to CAC for a vote and ultimate approval by the CC. • Consult with the Library staff to notify successful applicants, prepare awards, set date for Awards Presentation, arrange a photographer, and press presence. NEWPORT BEACH ART EXHIBITION (NBAE) • Evaluate artist applications for entry and present participant recommendations to CAC for approval. • Commissioners will be expected to contact previous NBAE artist participants and discover other means of building a pool of more accomplished fine artists. • Consult with Publicity Liaison for publicity recommendations (including post-event press). • Plan reception. • Determine prize categories and awards. • Invite City dignitaries. • Select a minimum of two suitable candidates available for consideration as the Juror for this event. Once the chosen Juror has accepted, provide their bio to Library Services Director for the next CAC Meeting Agenda Packet. STUDENT ART EXHIBITION (NBSAE) • Create a timeline of the call for entries, selection of winners, and the award ceremony for CAC approval. • Determine prize categories and awards. • After submissions have been received, evaluate artist applications and present recommendation of winners for CAC approval. The Student Art Exhibition will select 9 winners per category, with three honorable mentions. • Consult with Library staff for any publicity/outside services needed for the call for entries and selection of winners. SURF FILM EXHIBITION • Determine date for film screening. • Establish program event timeline. • Consult with Library staff for any publicity/outside services needed for event. 14 SPECIAL NOTES: There will be no Ad Hoc Subcommittee for the following programs: • SCULPTURE EXHIBITION IN CIVIC CENTER PARK, PHASE VIII • SUMMER CONCERT SERIES ON THE CIVIC CENTER GREEN • FALL CONCERT AT MARINA PARK Instead of an ad hoc subcommittee, there will be a discussion of concert performers for both the Summer Concerts and Marina Park Concert in a public forum at CAC Monthly Meetings. There will also be a discussion of sculptures for consideration of Phase VIII of the Sculpture Exhibition Public Online Survey at CAC Monthly Meetings. All Commissioners will participate, with public input encouraged. LIAISON ASSIGNMENTS: NEWPORT BEACH ARTS FOUNDATION (NBAF) LIAISON – Assigned commissioner shall act as the Liaison between CAC and NBAF, with oversight from the CAC Chair. The duties are as follows: • Attend all NBAF Monthly Meetings and Events. • Prepare and provide a CAC Update at NBAF Meetings (email copy to their Secretary afterwards). • Prepare and provide a NBAF Update at CAC Monthly Meetings. Note: Chair and Vice Chair attend all NBAF meetings with the Liaison HISTORICAL RESOURCES LIAISON– Assigned commissioner shall act as the Liaison between the CAC and various individuals within the community; both public and private citizens as directed, relating to historical aspects of the City of Newport Beach. The duties are an as-required basis and determined by Melissa Hartson, Library Services Director (with oversight from CAC Chair) as follows: • Attend meetings within the community relative to aspects of the city’s history, such as proposed public historical exhibits, events, speakers, memorials, and dedications that the CAC has been asked to participate in or act on. • Prepare and provide a report at CAC Monthly Meetings, when necessary, with any proposed activity/action for discussion or vote before presentation to the CC for approval as required. 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). 15 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson and Camille Escareal-Garcia TITLE: Sculpture Exhibition in Civic Center Park – Phase VIII RECOMMENDATION: Staff recommends that the City Arts Commission request that City Council approve a contract with Arts Orange County (ArtsOC) for project management of Phase VIII of the Sculpture Exhibition in Civic Center Park, with a total amount not to exceed $119,000. FUNDING REQUIREMENTS: Sufficient funding sources have been identified for Phase VIII. Funds will be expended from the Sculpture Exhibition in Civic Center Park Phase VIII account (Account No. 01060603-811059), the Programming budget (01060603-841004), and the Professional Services budget (Account No. 01060603-811008). While the project management fee is $119,000, the total cost of the project, with honorariums, is $169,000. DISCUSSION: The Sculpture Exhibition in Civic Center Park is an integral feature of the Newport Beach Civic Center project. The City Arts Commission has determined that a rotating exhibition remains a practical approach to bring sculptures 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. Civic Center Park was designed by renowned landscape architectural firm Peter Walker and Partners (PWP). PWP developed a master plan for public art in the park and identified various spots in the park where art, particularly sculpture, could be exhibited. Admission is free and the exhibition continues to be enjoyed by residents and visitors. The exhibition offers the temporary display of public art and 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 that 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. 16 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. FUNDING: Arts Orange County (ArtsOC) has provided a budget for Phase VIII that totals $119,000. The budget remains unchanged from Phase VII. For Fiscal Year 2022-23, City Council has allocated $135,000 for Phase VIII. As in previous phases, the City Arts Commission will utilize private funds to augment the total cost of the project. The Newport Beach Arts Foundation (NBAF) has committed $10,000 towards the project. These donated funds would pay for previously established project costs, such as honorariums for United States-based artists. Staff will also move funds from other budget lines to help fund the project. Potential sources include the Programming budget and the Professional Services to account for the $24,000 shortfall. FUNDING SOURCE AMOUNT Phase VIII Budget #01060603-811059 $135,000 NBAF donation (private funds) $10,000 Programming Budget #01060603-841004 $14,000 Professional Services Budget #01060603-811008 $10,000 TOTAL: $169,000 17 ARTS ORANGE COUNTY: The City Arts Commission selected Arts Orange County to provide public art coordination and site management services for all phases of the Sculpture Exhibition in Civic Center Park after issuing Requests for Proposals in 2013 and 2016. Given their background experience, expertise, and availability, staff is requesting a Professional Services Agreement to ArtsOC 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. It has served as the officially designated arts agency and state-local partner of the County of Orange since inception. The ArtsOC 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 has increased public engagement in the selection process of the sculptures through an online survey open to residents in Newport Beach. The following elements will be integrated into selecting Phase VIII sculptures for the Sculpture Exhibition in Civic Center Park: • The City Arts Commission will not utilize an ad hoc subcommittee for Phase VIII. The entire Arts Commission will select the pieces for the Phase VIII Sculpture Exhibition online survey, in public, during the City Arts Commission’s regular monthly meetings. • The City Arts Commission and a curatorial panel will approve pieces for inclusion in the online public survey based on the following criteria: artistic merit, durability, practicality, and site appropriateness. • Through the online survey, the public can vote for their favorite sculptures and select the pieces for inclusion in Phase VIII. The most popular pieces will be selected for the Exhibition, pending final approval by City Council. • The City Arts Commission and City staff will publicize opportunities for public participation to the maximum extent feasible. 18 PROJECT TIMELINE: ArtsOC has proposed the following timeline for Phase VIII: CITY OF NEWPORT BEACH SCULPTURE EXHIBITION IN CIVIC CENTER PARK TIMELINE PHASE VIII – 2022-23 DATE TASK Sept. 2022 September 8 September 27 CITY ARTS COMMISSION REGULAR MEETING •Present overview of Phase VIII plan at City Arts Commission meeting CITY COUNCIL REGULAR MEETING •City Council considers Arts Orange County contract Oct. 2022 October 10 Contract executed (pending Council approval) ISSUE CALL FOR ARTISTS (RFP) •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 Nov. 2022 November 30 CLOSE RFP (7 ½ week period) •Ongoing promotion of RFP throughout the open period Dec. 2022 December 1 December 7 December 8 December 10 OPEN Online Review & Ranking by City Arts Commission & Guest Jurors CLOSE Online Review & Ranking by City Arts Commission & Guest Jurors CITY ARTS COMMISSION REGULAR MEETING Approve qualified submissions for public survey. OPEN Public online survey of Finalists 19 January 2023 January 10 January 12 January 14 CLOSE Public online survey of Finalists (4-week period) CITY ARTS COMMISSION REGULAR MEETING • Presentation of public survey rankings ArtsOC advises selected artists of their status • Selection is subject to City Council approval. Confirm continued availability of artist work, artist availability for the installation window of time, review questions and concerns with artists, ascertain need for concrete pads, collect W9 forms from artists. February 2023 February February CITY COUNCIL REGULAR MEETING – FIRST MEETING IN FEBRUARY • Present City Arts Commission recommendations/public survey results for approval. Inform artists of selection, provide City Attorney with all necessary information for Artists Loan Agreements. March 2023 March 11 City Attorney provides Artists Loan Agreements to ArtsOC to send to artists. April 2023 April 11 ArtsOC delivers all artists contracts to City with Phase VIII FIRST invoices and Phase VI FINAL invoices. May 2023 May TBA Additional concrete pads poured and footings for new installations poured as needed. June 2023 June 1 June 1- 16 CITY: Provide ARTSOC with Phase VI FINAL payment checks and Phase VIII FIRST payment checks to give to artists during de-installation/installation. De-Installation of Phase VI artworks. Installation of Phase VIII Artworks. 2023 TBA City: Exhibition Opening Luncheon 20 ArtsOC will issue a “Call for Entries”, inviting artists, private collectors, galleries, and museums/nonprofit organizations to submit artworks for consideration of the temporary exhibition in Civic Center Park. To select the pieces for the public survey, the project manager will form a panel of jurors. This panel, comprised of working art professionals, will work with the entire City Arts Commission in the selection and recommendation of pieces in a public meeting. The panel will individually review all the submissions. Each panelist will then review 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. Pieces approved by the City Arts Commission and curatorial panel will be included in the online public survey. The public, through the online survey, will choose ten artworks and three alternates. The City Arts Commission and the curatorial panel will select the locations within the park to site the pieces. A subsequent site visit - involving the consulting team and City staff members - will assist in further refining the proposed locations. Locations of the sculptures are based upon existing site sensitivities such as protection of the habitat, the public view plane, clear access to all walkways, and the aesthetics of the park. The proposed placements will ensure that the existing view plane from Civic Center Drive southward is uncompromised. The City Arts Commission will publicly review the artworks as selected by the public at their January 2023 meeting. Upon CAC approval, the selected works will be brought to City Council for final consideration. City Council will review the recommended pieces at their February 2023 meeting. 21 If City Council approves the artworks and the proposed location for each piece, the project manager will then notify each artist that the artwork has been selected. The sculptures 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, the City will provide an honorarium for each artist not exceeding $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 VIII. As this is a temporary exhibit, the ten pieces comprising Phase VIII will be scheduled for deinstallation in June or July 2025. 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) 22