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HomeMy WebLinkAbout09-14-2023 City Arts Commission Meeting Agenda PacketCITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Public Library 1000 Avocado Avenue, Newport Beach 92660 Thursday, September 14, 2023 - 5:00 PM City Arts Commission Members: Maureen Flanagan, Chair Leonard Simon, Vice Chair Barbara George, Secretary John Blom, Commissioner Melissa Kandel, Commissioner Wayan Kaufman, Commissioner Marie Little, 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 13, 2023, 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. I.CALL MEETING TO ORDER II.ROLL CALL III.PLEDGE OF ALLEGIANCE IV.NOTICE TO THE PUBLIC The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion of the card is not required in order to address the City Arts Commission. If the optional sign-in card has been completed, it should be placed in the tray provided. The City Arts Commission of Newport Beach welcomes and encourages community participation. Public comments are generally limited to three (3) minutes per person to allow everyone to speak. Written comments are encouraged as well. The City Arts Commission has the discretion to extend or shorten the time limit on agenda or non-agenda items. As a courtesy, please turn cell phones off or set them in the silent mode. September 14, 2023 Page 2 City Arts Commission Meeting V.PUBLIC COMMENTS Public comments are invited on agenda items. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. VI.CONSENT CALENDAR All matters listed under CONSENT CALENDAR are considered to be routine and will all be enacted by one motion in the form listed below. City Arts Commissioners have received detailed staff reports on each of the items recommending an action. There will be no separate discussion of these items prior to the time the City Arts Commission votes on the motion unless members of the City Arts Commission request specific items to be discussed and/or removed from the Consent Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the lectern upon invitation by the Chair. A.Approval of Minutes of the August 10, 2023 City Arts Commission Meeting Draft of 08/10/2023 Minutes1. Draft of 08-10-2023 Meeting Minutes B.Consent Calendar Items Financial Report2. Review of financial information. September 2023 Financial Report Cultural Arts Activities3. Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. September 2023 Cultural Arts Activities VII.CURRENT BUSINESS A.Items for Review and Possible Action Ad Hoc Subcommittee and Liaison Appointments4. Chair Flanagan will assign ad hoc subcommittee and liaison appointments for Fiscal Year 2023-24. Ad Hoc Subcommittee and Liaison Appointments Staff Report September 14, 2023 Page 3 City Arts Commission Meeting Installation of Sculpture Exhibition Phase VIII Alternate in Civic Center Park5. On August 5, 2023, the sculpture Pearl Infinity was de-installed from Civic Center Park due to damage sustained during the exhibition. Staff recommends that the City Arts Commission consider the installation of one of the two remaining alternate Phase VIII sculptures, The Seagull Has Landed by David Holz or Metal Tree by Pontus Willfors. Installation of Sculpture Exhibition Phase VIII Alternates - Staff Report Installation of Sculpture Exhibition Phase VIII Alternates - ATTACHMENT A Installation of Sculpture Exhibition Phase VIII Alternates - ATTACHMENT B Installation of Sculpture Exhibition Phase VIII Alternates - ATTACHMENT C B.Monthly Reports Newport Beach Arts Foundation Liaison6. Commissioner Maureen Flanagan VIII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION, OR REPORT (NON-DISCUSSION ITEM). IX.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. X.ADJOURNMENT CITY OF NEWPORT BEACH CITY ARTS COMMISSION MINUTES Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Wednesday, August 10, 2023 – Regular Meeting City Arts Commission Members: Maureen Flanagan, Chair Leonard Simon, Vice Chair Barbara George, Secretary John Blom, Commissioner Melissa Kandel, Commissioner Wayan Kaufman, Commissioner Marie Little, Commissioner Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant DRAFT I.CALL MEETING TO ORDER Chair Maureen Flanagan called the City Arts Commission meeting to order at 5:00 P.M. II.ROLL CALL Commissioners Present: Chair Flanagan Vice Chair Simon Secretary George Commissioner Blom Commissioner Kandel Commissioner Kaufman Commissioner Little Commissioners Absent: None Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant III.NOTICE TO THE PUBLIC - Waived IV.PUBLIC COMMENTS None V.CONSENT CALENDAR A.Approval of Minutes of the July 7, 2023, City Arts Commission Meeting 1.Draft of 7/10/23 Minutes 4 City Arts Commission Meeting August 10, 2023 Page 2 Chair Flanagan asked for edits, changes or deletions of the minutes. Commissioner Marie Little noted on Handwritten Page 9, the sentence that reads “Commissioner Little suggested that informing the public of the multiple opportunities for input may also increase participation” should be changed to “Commissioner Little suggested that informing the public of the survey opportunity through multiple publicities may also increase participation.” Chair Flanagan opened the item for public comment and there were none. Motion made by Vice Chair Leonard Simon, seconded by Secretary Barbara George, and carried (7-0-0-0) to approve the minutes of the City Arts Commission (CAC) Regular meeting on July 7, 2023. B. Consent Calendar Items 2. Financial Report Review of financial information. Library Services Director Melissa Hartson referenced Handwritten pages 12-15 for the financial information. There was a balance under the Programming budget, and a deficit under the Advertising budget. The balance under Programming was due to several factors: rather than purchasing flowers for the Newport Beach Art Exhibition, they were donated; and staff accounted for the minimum of $1900 that had to be reached for refreshment sales, which explains the remaining balances on last year’s budget. On Handwritten Page 15, this year’s expenditures have started with the Concerts on the Green. Vice Chair Simon inquired about Special Events not being listed in the budget and the total amount that was transferred back into the General Fund. Library Services Director Hartson explained the Special Event amounts are revenues, which are not listed as a budgeted category. All balances from revenues earned that are not used are then transferred into the General Fund. Commissioner John Blom inquired if the budget amounts are approved by the Commission. Library Services Director Hartson explained that the budget request comes from Staff and the Arts Commission and then goes through the City Manager, the Finance Committee, and approved by City Council. Commissioner Blom asked about increasing the budget. Multiple people responded they have requested an increase in the budget through the years, which in turn has remained unsuccessful. Chair Flanagan opened the item to public comment. 5 City Arts Commission Meeting August 10, 2023 Page 3 Laura Curran, Corona del Mar Resident, commented that often advertising could be considered programming and her suggestion would be to report on a summary budget rather than a detailed budget, as it eliminates confusion and often increases the chances of receiving an increase in budget amounts. Motion made by Vice Chair Simon, seconded by Commissioner Little, and carried (7-0-0-0) to approve the Financial Report. 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 last month was the first Summer Concerts on the Green and it was very well received with a performance by the Sully Band. It was a great kick-off event. She invited everyone to stop and take a look at the Tim Musso exhibit, which will be available through August 18, and the next Concert on the Green will be Sunday August 20, 2023 with a performance by Tijuana Dogs on the Civic Center Green. Chair Flanagan opened the item to public comment and there were none. Motion made by Vice Chair Simon, seconded by Secretary George, and carried (7-0-0-0) to approve the Consent Calendar as submitted by the City staff. VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Ad Hoc Subcommittee and Liaison Appointments Staff will provide a list of ad hoc subcommittees for Fiscal Year (FY) 2023-24 Library Services Director Hartson reported that the City Arts Commission has several ad hoc subcommittees for individual programs throughout the year. This year’s subcommittees include the Art in Public Spaces Ad Hoc Subcommittee, Cultural Art Grants Ad Hoc Subcommittee, and the Newport Beach Art Exhibition Ad Hoc Subcommittee. The Revisions to City Council’s Policies I-9 through I-12 Ad Hoc Subcommittee was formed during the July meeting and include Chair Flanagan, Vice Chair Simon, and Commissioner Blom as subcommittee members. Additionally, there is an ad hoc subcommittee for the Sculpture Garden Docent Tour, and the Utility Box Art Program which includes Chair Flanagan and Vice Chair Simon. Director Hartson referenced that the list of ad hoc subcommittees continued on Handwritten Page 20. There is a Student Art Exhibition Program, and recommendations to add ad hoc subcommittees for the Summer Concerts on the Green and Marina Park Concert, and there will not be an ad hoc subcommittee for the Sculpture Exhibition so to provide the public with the greatest opportunity to provide their input. Liaison assignments include the Newport Beach Arts Foundation, and the Historical Resources liaison. Chair Flanagan requested each commissioner review the list and submit to her their top three requests within a week. After she has received all submittals, she will make the subcommittee and liaison appointments. 6 City Arts Commission Meeting August 10, 2023 Page 4 Commissioner Blom inquired about reporting of the Arts Foundation to the Chair since Chair Flanagan is that liaison. Chair Flanagan answered that she will be appointing a liaison, she will attend those meetings as the Chair of the Arts Commission. Commissioner Blom referenced the previous meeting’s discussion regarding the Sculpture Garden running over budget, with several suggestions made on how to mitigate that. He indicated it might be a good idea to create a subcommittee for the purpose of ironing out some of those suggestions. Chair Flanagan replied that his point was well taken and there would be a discussion under current business for the Sculpture Garden. Chair Flanagan opened the item for public comment and there was none. 5. Sculpture Exhibition in Civic Center Park Timeline and Funding – Phase IX Staff recommends the City Arts Commission review the proposed timeline for Sculpture Exhibition Phase IX and, provided sufficient funding for the project is confirmed, request City Council approve a contract with Arts Orange County (ArtsOC) for project management of Sculpture Exhibition Phase IX in Civic Center Park, with a total amount not to exceed $119,000. Library Services Director Hartson reported that the timeline has been revised and last month the funding had not yet been confirmed. The Newport Beach Arts Foundation has made a commitment of $10,000 in support. That commitment raises the initial budget to $145,000. The expected cost for the Exhibition is $169,000 which leaves the remainder of $24,000 that will need to be raised in order to fully fund the project. In consideration of the project not being fully funded, staff recommends that the timeline not be approved at this time. Vice Chair Simon suggested three alternatives could be (a) don’t do the Sculpture Garden this year if the $24,000 can’t be acquired (b) lessen the number of sculptures shown in the exhibition, with a savings of $5,000 stipend per sculpture removed (c) look into possibly rolling over the funds that weren’t spent in 2023 into the 2024 Sculpture Garden budget. He and Chair Flanagan will be soliciting City Council for an increase in the budget, and they have a zoom meeting scheduled with Assembly Member Dixon to see if she has any money potentially available to assist in funding the Sculpture Exhibition. Rick Stein from ArtsOC was present at the Arts Commission meeting. Chair Flanagan noted that in prior years funds have been transferred from other parts of the budget to cover the deficit, which is unsustainable for all the other programs. It’s important for the City Council to know that the Arts Commission hasn’t had an increase in their budget in ten years. Commissioner Blom commented that he thought he read that in years past the City had purchased art from the Exhibition. Library Services Director Hartson stated that in recent years art pieces acquired from the Sculpture Garden were donated. 7 City Arts Commission Meeting August 10, 2023 Page 5 Vice Chair Simon recollected there had been previous discussions about the Art Foundation purchasing art as well, however it never came to pass. Library Services Director Hartson recalled there were discussions to purchase items from Phase VI, however, the Art in Public Places subcommittee made the recommendation not to move forward with those purchases due to lack of funds. Chair Flanagan added that when an art piece is donated, there also needs to be an endowment to cover the cost of maintaining the art, as the Commission does not have those funds available in their budget. Commissioner George inquired about tapping into professional services for deficits in the budget as she anticipated a need to defer maintenance items for this year, however, noted that there is a balance remaining in last year’s Professional Services Budget. Commissioner George inquired what could they expect may be deferred should they need to do that again. Library Services Director Hartson stated they would have to rebid quotes for some of the deferred maintenance, as some of the items throughout the city have received very basic washing and have not been professionally cleaned or restored. Commissioner Little stated there are some that received maintenance quarterly and the bronze sculptures were only cleaned once. Library Services Director Hartson replied the bronze sculptures are the ones that will need to be requoted, particularly due to the ocean salt water and weathering. Sunset Years, the Marine 1/1 statue, and the Ronald Reagan statue all need to be professionally serviced. Commissioner Little mentioned last year they did a bench refurbishment for Sunset Years. Library Services Director and Chair Flanagan both answered that did not include maintenance on the sculpture itself. Chair Flanagan opened the item for public comments. Richard Stein, Arts Orange County, commented that lessening the number to seven would be entirely the Art Commission’s decision, the installment and deinstallation window is critical to stay within the ledger. If that were to impact the schedule or cause a delay in moving forward with the call for artists and selection process, it would impact the budget. He would need to take a closer look at the budget in order to fully understand any contract impacts. The cost is based on scale, not necessarily by sculpture. The potential for savings would be there. He also noted that if the Commission chose to keep the current Phase an additional year, they would need to consider the cost paid to the artists for holding their work for another year. Commissioner Little suggested that the Commission present to the City Council their need for more funding. Chair Flanagan explained that she and Vice Chair Simon have been working on that. 8 City Arts Commission Meeting August 10, 2023 Page 6 Vice Chair Simon added that he presumes that the Financial Committee and City Council aren’t aware of the actual amount of funding they receive out of the Library and Arts budget; he and Chair Flanagan plan to lobby each of the Council members and the Mayor, to let them know exactly where the Art Commission stands financially. Arlene Greer, Newport Beach Arts Foundation Chair, inquired from Mr. Stein if they have historically used all of the $10,000 allocated to the Sculpture Garden contingency. Mr. Stein responded that they have not, however, this year there was a need to fabricate new concrete for the title plates of the works as they were still using the ones from ten years ago. Several have deteriorated. He also pointed out that Phase VIII currently only has nine pieces. One of the works was removed on an emergency basis. It was falling over, they feared it would become a safety hazard. They enlisted welders to see if it could be repaired and they all agreed that it could not be saved. They are considering an LA based artist who has Metal Tree, as a replacement. It will take the contingency and the remaining balance for the artist to have the art removed, to cover the cost of the replacement piece and its installation. It will need to be approved by the City Attorney before they can move forward with that. Jeff Herdman, Newport Beach Arts Foundation Vice Chair, commented that he applauds Chair Flanagan and Vice Chair Simon for lobbying City Council, that Vice Chair Simon is correct; as a former Council member when he saw a budget amount, he did not know what the reciprocating expenses would be for that amount. Chair Flanagan tabled the item until the next meeting. B. Monthly Reports 6. Newport Beach Art Exhibition Ad Hoc Subcommittee Vice Chair Simon and Chair Flanagan Chair Flanagan sunset the prior Newport Beach Art Exhibition ad hoc subcommittee. There is nothing else to report at this time. A new ad hoc will be appointed at a later date. 7. Utility box Art Ad Hoc Subcommittee Vice Chair Simon and Chair Flanagan Chair Flanagan sunset the prior Newport Beach Art Exhibition ad hoc subcommittee. There is nothing else to report at this time. A new ad hoc will be appointed at a later date. 8. Newport Beach Arts Foundation Liaison Chair Flanagan Chair Flanagan reported that she and Vice Chair Simon were at the meeting, and it was very impressive regarding the amount of enthusiasm, the number of attendees, and the number of younger people that are getting involved. She has great hopes for the Foundation. Art in the Park will be September 23, 2023. She encouraged all Commissioners to be a member of the Newport Beach Arts Foundation. They do a lot to support the Arts Commission and programs, as a Commission they should do the same. The Commission also participates in the Arts Foundation events as volunteers. 9 City Arts Commission Meeting August 10, 2023 Page 7 Arlene Greer, Newport Beach Arts Foundation Chair, commented that if Chair Flanagan and Vice Chair Simon are successful in acquiring more funding, the Commission can, through the Director, call for a Special Meeting to approve the Sculpture Exhibition proposal. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) There were no announcements. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Laura Curran, Corona del Mar Resident, commented that she brought some samples in for great ideas on pollinators/plants for the Sculpture Garden. The time of year to start thinking about planting perennials is coming. The season for planting is late September to early October. Jeff Herdman, Newport Beach Arts Foundation Vice Chair, provided comment that he hates to see the Arts Commission in their current financial position where they have to consider a shortfall in the Sculpture Garden. It shouldn’t be necessary for them to have to ask for money. They have new leadership at the Arts Foundation, and several new Board members who understand it’s going to take all of them to make an effort to help satisfy the financial needs. They have planned aggressive fundraising, with aggressive plans to increase membership. His hope is that in doing so, with City Council doing their part in supporting arts and culture in the City, that the Arts Commission will never be in this position again. Arlene Greer, Newport Beach Arts Foundation Chair, commented that historically, during her tenure with the Arts Commission, City Council had always been very generous with the Arts Commission when there was a need for additional funding. They realize that the Sculpture Garden is a park that the entire city enjoys. They do have a desire to be invested in the community. X. ADJOURNMENT – 5:50 p.m. The next meeting for the City Art Commission is scheduled for September 14, 2023. 10 As of September 1, 2023 ACCT NAME / #BUDGET DATE VENDOR EXPENSES AVAILABLE NOTES Programming 60,500.00 01060603-841004 07/07 Alliant Insurance Services 1,834.00 58,666.00 Cultural Arts events insurance 07/14 Office Depot 21.77 58,644.23 Office supplies 07/14 Sully Entertainment Group 3,250.00 55,394.23 The Sully Band (COTG 07-23-2023) 07/21 DJE Sound & Lighting Inc.4,131.11 51,263.12 COTG sound (The Sully Band) 07/28 Lynn Nicholson 3,250.00 48,013.12 Tijuana Dogs (COTG 08-20-2023) 07/31 Gotprint.com 206.69 47,806.43 COTG concert banners 07/31 Gotprint.com 221.73 47,584.70 COTG Rack cards 07/31 Gotprint.com 592.40 46,992.30 Sculpture Exhibition brochures 08/04 Tracy Kiggen 646.00 46,346.30 COTG children's activities (The Sully Band) 08/04 Tracy Kiggen 646.00 45,700.30 COTG children's activities (Tijuana Dogs) 08/04 DJE Sound & Lighting Inc.4,131.11 41,569.19 COTG sound (Tijuana Dogs) 08/25 Tracy Kiggen 646.00 40,923.19 COTG children's activities (Boys of Summer) TOTAL $60,500.00 $19,576.81 $40,923.19 City Grants 30,000.00 01060603-821006 TOTAL $30,000.00 $0.00 $30,000.00 Professional Services 22,300.00 01060603-811008 08/18 TAVD Virtual Assistant 159.75 22,140.25 Transcription of Minutes (07/13)08/18 Crown Building Services 825.00 21,315.25 Sculpture Maintenance TOTAL 22,300.00$ 984.75$ 21,315.25$ Sculpture Garden 135,000.00 1800012-811059 TOTAL $135,000.00 $0.00 $135,000.00 Advertising 1340.00 01060603-871002 07/31 25 Publishing, LLC.150.00 1,190.00 COTG advertising (07-23-23 Sully Band)07/31 25 Publishing, LLC.150.00 1,040.00 COTG advertising (07-23-23 Sully Band) 07/31 LA Times Media Group 200.10 839.90 COTG advertising (07-23-23 Sully Band) TOTAL $1,340.00 $500.10 $839.90 REVENUES Special Events (NBAE)0.00 01060603-521450 TOTAL $ 0.00 FY 2023-24Cultural Arts Division 09/06/2023 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 2023 2023 SUMMER CONCERTS ON THE GREEN The Tijuana Dogs concert, scheduled for August 20, 2023 on the Civic Green, was postponed due to weather conditions anticipated with Hurricane Hilary. City staff worked with the band and concert vendors to reschedule the concert, which will be held on Sunday, September 24. Children’s activities, provided by ARTovator, which include face painting and balloon animals, will round out this family-fun event. The next concert will be on September 17, featuring Eagles tribute band, Boys of Summer. CENTRAL LIBRARY GALLERY EXHIBITS Jane Shehane’s formal art experience began at the Phoenix Art Museum as a young student. Both her mother and grandmother were artists; thus, art has always been a significant part of her life. After studying at the University of Arizona, she taught in public school and over many years to individuals and small groups. Thanks to continuing classes and workshops over the years, she was able to paint with watercolor masters Rex Brandt, George Post, Robert Landry, Zoltan Szabo, Alan Lugena. All were superb teachers and continual sources of inspiration. Her work centers around the colorful brightness of coastal California and the dramatic and changeable land and seascapes of the Pacific Northwest. Much material was gathered during frequent travels to Great Britain and Europe. Jane’s work is found in private collections in the west and beyond. Jane Shehane’s exhibit is on display at the Central Library Gallery from August 21 through October 13. 12 UPCOMING 2023 CENTRAL LIBRARY GALLERY EXHIBITS: • Sherry Marger (Acrylic Landscapes): October 16 - December 8 CULTURAL ARTS CALENDER OF EVENTS: City Arts Commission (CAC) meetings are held at 5 p.m. on the second Thursday of each month. • Next meeting – Thursday, October 12, 2023 2023 CONCERTS ON THE GREEN SUMMER SERIES All concerts held on the Civic Center Green. • Sunday, September 17, 6 p.m. – 7:30 p.m. – Boys of Summer • Sunday, September 24, 6 p.m. – 7:30 p.m. – Tijuana Dogs 2023 FALL CONCERT AT MARINA PARK • Sunday, October 15, 4 p.m. – 5:30 p.m. – Tiffany Dennis and Cruise Control ART IN THE PARK Newport Beach Arts Foundation will hold the 18th Art in the Park on the Civic Center Green. • Saturday, September 23, 2023 – 10 a.m. – 4 p.m. 13 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 2023-24 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. The role of the ad hoc subcommittee 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. Ad hoc subcommittees shall make a progress report to the Commission during the regular monthly meetings if the ad hoc subcommittee has new matters to report. 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 10, 2023, City Arts Commission meeting. Chair Flanagan will announce the ad hoc subcommittee assignments for Fiscal Year 2023-24. 14 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 Central Library Lobby Gallery exhibit space. • 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. • 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) • Determine timeline for call for entries and event date. • Review and revise entry guidelines. • Evaluate artist applications and approve entries into NBAE. • All Commissioners including those not on this ad hoc subcommittee are expected to contact previous NBAE artist participants and discover other means of building a pool of more accomplished fine artists. • Plan day of exhibition activities and schedule. • 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. REVISIONS TO CITY COUNCIL POLICIES I-9 THROUGH 1-12 • Review City Council policies I-9 through I-12 to delete or reduce language. • Bring revisions to CAC for approval. • Upon CAC approval, revisions will be brought to the City Council Ad Hoc Subcommittee for the Review of Municipal Code and City Council Policies. SCULPTURE GARDEN DOCENT TOUR • Work with Sherman Library Gardens to coordinate a docent tour program of the Sculpture Exhibition in Civic Center Park. STUDENT ART EXHIBITION (NBSAE) • Create a timeline of the call for entries, selection of winners, and the award ceremony for CAC approval. 15 • 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. UTILITY BOX ART PILOT PROGRAM • Determine a pilot program proposal for utility box art digital wraps for CAC’s consideration and approval and City Council approval. • Pilot program recommended proposal should include program timeline, artwork themes, content and guidelines, artist eligibility and honorarium application requirements, selection process, display duration, maintenance, and funding requirements. SPECIAL NOTES: The following Ad Hoc Subcommittees will be added for these programs: • SUMMER CONCERT SERIES ON THE CIVIC CENTER GREEN • FALL CONCERT AT MARINA PARK Forming an ad hoc subcommittee to review performer submissions will give the subcommittees ample time to review, listen to, and narrow down the number of submissions before presenting their recommendations to the CAC. There will be no Ad Hoc Subcommittee for the following program: • SCULPTURE EXHIBITION IN CIVIC CENTER PARK, PHASE IX There will be a discussion of sculptures for consideration and inclusion of the Phase IX Sculpture Exhibition Public Online Survey at a CAC monthly meeting. All Commissioners will participate in the selection, 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 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. 16 • 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). 17 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3801, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson TITLE: Installation of Sculpture Exhibition Phase VIII Alternate RECOMMENDATION Staff recommends that the City Arts Commission approve either the sculpture installation of Metal Tree by Pontus Willfors or The Seagull Has Landed by David Holz to replace the recently removed Pearl Infinity sculpture of Phase VIII in the Sculpture Exhibition. If the City Arts Commission approves the installation of The Seagull Has Landed, staff recommends the City Arts Commission discuss and approve the City Arts Commission’s budget source that will cover the shortfall required for installing this sculpture. FUNDING REQUIREMENT Contingency funds already encumbered for Phase VIII of the Sculpture Garden Exhibition includes sufficient funding for the installation of Metal Tree by Pontus Willfors. If the City Arts Commission approves installation for The Seagull Has Landed by David Holz, additional funding is required to install the work of art as determined by the Sculpture Exhibition project manager, Arts Orange County. DISCUSSION: Artist Plamen Iordanov’s sculpture, Pearl Infinity, was installed in June 2023 as part of the Phase VIII Sculpture Exhibition. Less than two months after installation, Pearl Infinity was removed from the exhibition because it was determined to be a safety hazard upon inspection by Arts Orange County. The sculpture was collapsing due to welds disintegrating. Arts Orange County had a welding contractor inspect the work of art who determined the welds could not be repaired. Two alternate sculptures selected via the public survey are available to replace Pearl Infinity. Artist David Holz’s, The Seagull Has Landed and Metal Tree by Pontus Willfors are the two remaining alternates. Both tied in the public survey ranking. However, The Seagull Has Landed tied for 2nd and Metal Tree tied for 17th among the jury ranking. Arts Orange County is recommending installing Metal Tree at the site where Pearl Infinity was removed. At 18’ tall, it would work well at this location. The cost to install this piece is $1,350 and the standard artist honorarium amount is up to $5,000 for a total of $6,350. The Phase VIII Sculpture Exhibition project management contract has the required $6,350 remaining in contingency funds. 18 Installation and artist honorarium costs for The Eagle Has Landed will exceed $6,350. Artist Holz has informed Arts Orange County that the piece does not come with the concrete base or mounting post shown in his submission images. The base and the post would be required and fabrication of these, installation, and artist honorarium would exceed the available contingency funds. Pending City Arts Commission approval, Cultural Arts staff will coordinate the installation of the approved alternate piece with Arts Orange County and work with the City Attorney’s office to appropriately issue an Artist Loan Agreement. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item). ATTACHMENT A: Photos of Plamen Iordanov’s sculpture, Pearl Infinity ATTACHMENT B: Photos of David Holz’s sculpture, The Seagull Has Landed ATTACHMENT C: Photos of Pontus Willfors’ sculpture, Metal Tree 19 ATTACHMENT A: Photos of Plamen Iordanov’s Pearl Infinity 20 ATTACHMENT B: Holz, David (Salt Lake City, UT) Seagull Has Landed, The Size: 7' tall and 7' x 7' wide Weight: Under 200’ Medium: Welded 6061 Aluminum plate, painted in a white finish Public Ranking: 13t (22 votes) Jury Ranking: 2t (6.25/7) 21 ATTACHMENT C: Willfors, Pontus (Inglewood, CA) Metal Tree Size: 195"L, 216"H, 190"W Weight: 500’ Medium: Aluminum Public Ranking: 13t (22 votes) Jury Ranking: 17t (5.0/7) 22