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HomeMy WebLinkAboutCAC 08-10-23 Approved Meeting MinutesCITY 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 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 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. 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. 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. 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. 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. 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. Approved by: Maureen Flanagan