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HomeMy WebLinkAbout10-12-2023 City Arts Commission Meeting Agenda PacketCITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Public Library 1000 Avocado Avenue, Newport Beach 92660 Thursday, October 12, 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 Wed, October 11, 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. October 12, 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 September 14, 2023 City Arts Commission Meeting Draft of the 9/14/2023 Minutes1. DRAFT MINUTES B.Consent Calendar Items Financial Report2. Review of financial information. 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. CULTURAL ARTS ACTIVITIES VII.CURRENT BUSINESS A.Items for Review and Possible Action Sculpture Exhibition in Civic Center Park, Phase IX4. The City Arts Commission will review and discuss a proposed timeline and funding for Phase IX of the Sculpture Exhibition in Civic Center Park. STAFF REPORT October 12, 2023 Page 3 City Arts Commission Meeting Cultural Arts Grants Timeline, Fiscal Year 2023-245. Staff recommends the City Arts Commission approve a timeline for the Fiscal Year 2023-24 Cultural Arts Grants. STAFF REPORT ATTACHMENT A Central Library Gallery Exhibits6. The Art in Public Spaces Ad Hoc Subcommittee recommends the City Arts Commission approve the following artists to exhibit at the Newport Beach Central Library Gallery: Oriana Poindexter, Lucy Galvin, and Laura Green. STAFF REPORT ATTACHMENTS A-C Student Art Exhibition Timeline7. The Student Art Exhibition Ad Hoc Subcommittee recommends the City Arts Commission approve a timeline for the 2024 Student Art Exhibition. STAFF REPORT Revisions to City Council Policies I-9 through I-128. The City Arts Commission will review the final draft of the Revisions to City Council Policies I-9 through I-12 Ad Hoc Subcommittee’s proposed changes and forward to City Council for review and approval. STAFF REPORT ATTACHMENTS A-I B.Monthly Reports Newport Beach Arts Foundation Liaison9. Chair 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 Arts Commission. Speakers must limit comments to three (3) minutes. Before speaking, we invite you to state your name for the record. The 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. X.ADJOURNMENT CITY OF NEWPORT BEACH CITY ARTS COMMISSION MINUTES Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, September 14, 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 5:01 P.M. II. ROLL CALL Commissioners Present: Chair Flanagan Commissioner Blom Commissioner Kandel Commissioner Kaufman Commissioner Little Commissioners Absent: Secretary George (excused), Vice Chair Simon (excused) Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant III. PLEDGE OF ALLEGIANCE Chair Flanagan led the Pledge of Allegiance. IV. NOTICE TO THE PUBLIC - Waived V. PUBLIC COMMENTS None VI. CONSENT CALENDAR 4 City Arts Commission Meeting September 14, 2023 Page 2 A.Approval of Minutes of the August 10, 2023, City Arts Commission Meeting 1.Draft of 8/10/23 Minutes Chair Flanagan asked for edits, changes or deletions of the minutes, there were none. Chair Flanagan opened the item for public comment and there were none. Motion made by Commissioner John Blom, seconded by Commissioner Melissa Kandel, and carried (5-0-0-2 with Vice Chair Simon and Secretary George absent) to approve the minutes of the City Arts Commission (CAC) Regular meeting on August 10, 2023. B.Consent Calendar Items 2.Financial ReportReview of financial information. Library Services Director Melissa Hartson reported they are still in the first quarter of the Fiscal Year (FY) and most of the expenses have been to cover Concerts on The Green. Some sculpture maintenance is listed as well as some advertising costs for the concert series. Chair Flanagan asked about the costs incurred for the cancelled concert. Library Services Director Hartson explained that the cancelled concert has been rescheduled. Everything was processed for the original date of August 20; all those expenses have been accounted for at this point. Nothing has changed for the cost of rescheduling. Commissioner Kandel inquired about the cost of concert advertising and asked if it was a monthly recurring cost. Cultural Arts Assistant Escareal-Garcia responded the $500 cost is for each time there is a concert. They push marketing campaigns out the week of the concerts, typically on Thursdays and Fridays. Commissioner Kandel asked if the $150 expenditures were for printed ads. Cultural Arts Assistant Escareal-Garcia explained those expenditures were for ads for Stu News Laguna and Newport. Commissioner Kandel requested to include the draft print ad in the Agenda Packets, if possible. She thought it might be nice to see how the concerts are talked about and see how the success of the concerts tie into what the ads were and get a bigger picture of how the concerts are being discussed. Commissioner Blom recalled at the last meeting it was mentioned that the City makes the budget, yet it seems like advertising needs to be increased. They will run out of money quickly with only $1340 appropriated for marketing and the concerts are not the only events advertised. 5 City Arts Commission Meeting September 14, 2023 Page 3 Library Services Director Hartson replied that is correct and they have the intention of bringing that up during the budget process, which begins at the beginning of the calendar year. The process goes through the City Manager’s office, the Finance Committee and then City Council. Commissioner Blom surmised that they are currently operating under the budget that was determined last year. Library Services Director Hartson answered he was correct. Commissioner Kandel added that if they could see the ads schedule and costs, they may can make a better case for needing a bigger ad expense. Library Services Director Hartson commented that they also have the data from last year and can lay out the cost of each ad for each event. 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 in September they will be celebrating two concerts, the next concert will be Boys of Summer on September 17, and they were able to reschedule Tijuana Dogs on Sunday September 24, 2023. They reached out to all of the people involved and this was the only date on which they could bring everyone together. They proposed every other Sunday available, keeping lighting in mind, and between the sound engineer, the band, the activities, the food truck vendors, and the availability of the green, September 24 was the only option that worked for everyone. It is a highly anticipated concert, so they felt it was important to reschedule it. They are hoping for good weather. There are currently some great pieces of work and paintings in the lobby gallery by Jane Shehane. On Saturday September 23, 2023 the Newport Beach Arts Foundation is hosting Art in the Park. Commissioner Blom inquired if it is in the contracts that the bands get paid if a concert has to be cancelled due to inclement weather conditions. Library Services Director Hartson stated that is an excellent question, she didn’t read the details of the contract, so she wasn’t aware of that answer. She did know that Tijuana Dogs was a highly anticipated concert, so they did their best to reschedule. When it first became known that the August concert was cancelled there were multiple inquiries about whether they were still going to come. Library Services Director Hartson commented that it would be good information to have, and she would check the contracts. Chair Flanagan opened the item to public comments. Jim Mosher, Newport Beach resident, commented that he was at the Parks and Recreation meeting earlier in the month and he was surprised to find out that they also had concerts scheduled, and wondered if there was any coordination between the two efforts. 6 City Arts Commission Meeting September 14, 2023 Page 4 Cultural Arts Assistant Escareal-Garcia responded that Recreatuib always has a concert in Marina Park right before their concert, but they work separately from the Arts Commission in planning for it. Motion made by Commissioner John Blom, seconded by Commissioner Marie Little, and carried (5-0-0-2 with Vice Chair Simon and Secretary George absent) to approve the Consent Calendar as submitted by the City staff. VII. CURRENT BUSINESS A. Items for Review and Possible Action 4. Ad Hoc Subcommittee and Liaison Appointments Chair Flanagan will assign ad hoc subcommittee and liaison appointments for Fiscal Year (FY) 2023-24 Chair Flanagan stated that she took all the Commissioner’s interests for subcommittees that were sent to her and made the following appointments: • Art in Public Spaces – Commissioners Little, Kandel, Blom • Cultural Arts Grants – Commissioners Kaufman, Simon, Blom • Newport Beach Art Exhibition – Commissioners Flanagan, Simon, Little • Student Art Exhibition – Commissioners George, Kaufman, Flanagan • Revisions to Policies I-9 through I-12 – Commissioners Flanagan, Simon, and Blom (ad hoc subcommittee already active) • Sculpture Garden Docent Tour – Commissioners Flanagan (Committee Chair), Simon (Committee Co-Chair), Kandel • Utility Box Art Pilot Program – Commissioners Simon (Committee Chair), Flanagan, Kandel • Summer Concerts on the Green – Commissioners Flanagan, Little, George Chair Flanagan appointed the following liaison assignments: • Newport Beach Arts Foundation – Commissioner George • Historical Resources Liaison – Commissioner Blom Commissioner Kandel inquired how it’s determined when and where the subcommittees meet. Chair Flanagan explained that when each subcommittee meets, they will choose who the chairperson is and they can meet in the same room where the Commission’s regular monthly meetings take place if it’s available, or they can choose to meet somewhere else. For example, she has met for subcommittee meetings in restaurants in the past. It’s up to the subcommittee to prepare the item and return to the Commission with their recommendations. Chair Flanagan opened the item for public comment. 7 City Arts Commission Meeting September 14, 2023 Page 5 Jim Mosher, Newport Beach resident, commented and inquired about the Sculpture Garden Docent Tour and if it is about the tour of plant life and if the item will return to the Commission. Chair Flanagan responded yes; the committee is working with Sherman Gardens to potentially create a tour of the plant life in the gardens in addition to the sculptures. It will come back before the Commission. 5. Installation of Sculpture Exhibition Phase VIII Alternate Staff recommends the City Arts Commission review and approve installation of an alternate sculpture in Civic Center Park Library Services Director Hartson reported that they had one piece removed from Civic Center Park from Phase VIII, Pearl Infinity, which was installed in June. It needed to be removed due to damage to the sculpture. It was leaning over, and it was determined that the sculpture posed a safety hazard. They had two alternates remaining on the list for Phase VIII. One was The Seagull Has Landed, by David Holz and the other was Metal Tree by Pontus Willfors. There are costs involved for the installation of either sculpture, including the artist honorarium. Rick Stein, from Arts Orange County, has determined that The Seagull Has Landed is no longer available. That leaves Metal Tree as the only alternate left available. The contingency left for Phase VIII will cover both the installation costs and the honorarium. Staff asked for approval to replace Pearl Infinity with Metal Tree in the Sculpture Exhibition Garden. Commissioner Little asked if there were only two alternates chosen. Library Services Director Hartson explained there were originally four alternates chosen, they had to remove Be Kind from the list and Got Juice also became unavailable which left only two alternates. Commissioner Blom inquired about the contingency budget. Library Services Director Hartson explained that sometimes things come up during the de-installations, or they have to build a larger concrete pad, or special equipment is needed during installation. The contingency fund is used for those unexpected costs. Another cost that came out of this year’s contingency funds was to replace the concrete plinths that the artist plaques reside due to age and weathering. Commissioner Blom asked what happens to any money in the contingency fund that is not used. Library Services Director Hartson responded that unused contingency funds are returned to the General Fund. It is encumbered in a contract. There is currently a balance remaining, however, if they choose to install Metal Tree, there will not be anything left in the contingency fund. There is already a built-in cost for deinstallation in the contract. The contingency funds are for unplanned expenses. Commissioner Blom asked if the artist of Pearl Infinity received the honorarium. 8 City Arts Commission Meeting September 14, 2023 Page 6 Library Services Director Hartson replied that that artist did not receive all of the honorarium because they did not exhibit for the period designated in the contract. The honorarium is paid half during installation and the second half is paid at de-installation. Commissioner Blom commented that this is directly related to money that had been budgeted for Phase IX. He was unsure if it was inappropriate to have that discussion but felt that it was all related. Library Services Director Hartson explained that this was all encumbered in the contract and falls in line with Phase VIII. Commissioner Blom stated they may make points with City Council for a larger budget if they were able to say they didn’t use funds for installation. Library Services Director Hartson stated that she would caution against that due to it being a contingency built into the contract with Arts Orange County for Phase VIII. Commissioner Blom clarified that if they didn’t install the piece, they would keep those funds. Library Services Director Hartson explained that the $6,350 would go back into the General Funds accounts at the end of the contract. Arts Orange County would not keep those funds if they did not have a need for it. Commissioner Blom commented that if unused money returns to the General Fund, they could take credit for that. Chair Flanagan stated they had tried proposing that to City Council and it didn’t go very far. They aren’t really able to discuss Phase IX because it is not on the Agenda, however, she stated that she and Vice Chair Simon have been reaching out to Council members to try to bring the budget deficit to light. They are lacking $24,000 for Phase IX and cannot move forward until funding is acquired. They asked Arts OC to return with different alternatives, but she is still in talks with City Council. Commissioner Kaufman commented that she noticed in the photo of The Seagull Has Landed that it had a concrete base and posts as a foundation and thought it would be helpful to know ahead of time which sculptures come with foundations and which don’t ahead of time since that is a significant expense. That piece in the photo creates a very different effect without the base and posts. Commissioner Little responded that the artists are supposed to disclose that information, but they don’t always. Library Services Director Hartson commented that this would be an instance of using the contingency fund if that piece had made it into the actual Phase VIII exhibition. Chair Flanagan opened the item to public comments. 9 City Arts Commission Meeting September 14, 2023 Page 7 Jim Mosher, Newport Beach resident commented that he didn’t recall the original discussion regarding the alternate Metal Tree and in the picture, the artist has it depicted as a lighted piece and inquired if the plan was to install the piece with lighting. Library Services Director Hartson stated that it would not be with lighting because the sculpture will be going to the sight of Pearl Infinity and there is no electricity at that location. Arlene Greer, Newport Beach Arts Foundation Chair commented that there is still the $10,000 deficit left on the Art Commission’s $40,000 from cultural arts grants that expired in 2018 and was never replaced. Chair Flanagan assured her the Commission has talked about that with all the people with City Council. Motion made by Commissioner John Blom, seconded by Commissioner Melissa Kandel, and carried (5-0-0-2 with Vice Chair Simon and Secretary George absent) to approve the installation of Phase VIII alternate Metal Tree by Pontus Willfors in Civic Center Park with the stipulation that it is not to exceed $6,350.00. B. Monthly Reports 6. Newport Beach Arts Foundation Liaison Chair Flanagan Chair Flanagan reported that she missed the meeting and asked Newport Beach Arts Foundation (NBAF) Chair, Arlene Greer, provide the update. NBAF Chair, Arlene Greer, reported that everything is going very well. Saturday September 23, 2023 the NBAF is hosting Art in the Park. There are 130 artists that will be exhibiting, and they are having to turn people away. It’s going to be a great event with a food truck. Their second food truck, Juice Bar, fell out so they will be looking for another. There will be music as well. The Boy Scouts and some of the Youth Council will be helping but they do still need volunteers that are adults and were hoping the Arts Commission could also help. There are three particular areas, the Green where the artists will be, the Community Room, and the Plaza. Banners will need to be hung and they are short one person there. That would be from 3-6 p.m. on Friday, September 22. On Saturday September 23, all the artists begin arriving at 7 a.m. They don’t help them or interfere with them setting up their booths, but their materials have to get from their cars to their booths. They will need adult help with that. All that the Foundation does is for the benefit of the City Arts Commission. They need their volunteer help and appreciate it because the success of the event depends on everyone involved. Chair Flanagan commented that they are passing around a sign-up sheet and it would be great if people could sign up, and she encouraged everyone to be a member of the Newport Beach Arts Foundation since they do so much to help the Commission. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) 10 City Arts Commission Meeting September 14, 2023 Page 8 There were no announcements. Chair Flanagan noted that the policy subcommittee had met, and they will have the revisions on the October Agenda. She would also like to talk about the Sculpture Garden Docent tour, and she would like a Sculpture Garden update as an Agenda item to find out where they are, and what she and Vice Chair Simon were able to come up with from City Council. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Arlene Greer, NBAF Chair, commented that she neglected to mention what a great job NBAF members Carmen Smith and Pat Jorgensen did on the coordination of Art in the Park. Everything has been done, and this is the last year they will be doing it. They have been doing it for eight or more years. The NBAF will be honoring them at the next meeting for all their years of service with Art in the Park and how much that event has grown. They’ve done a fabulous job. Katrina Murphy, Newport Beach resident and music performer/events manager commented she is a professional singer who met Commissioner Kandel last week and suggested she visit the Arts Commission meeting as a way of networking with other artists in the area. She offered her performing services for consideration for any upcoming events and stated she has experience in creating black tie events for fund raising and she would love to help should the opportunity present itself. She has a lot of resources with the San Diego Opera Company and knows a lot of opera singers and jazz musicians if the Arts Commission is interested in that type of fund-raising event. It was noted that the Newport Beach Arts Foundation is the group she needs to talk to because the City Arts Commission is not allowed to do fundraising. She would also love to get involved with the NBAF and help coordinate classier events that could potentially raise big money. X. ADJOURNMENT – 5:41 p.m. The next meeting for the City Art Commission is scheduled for October 12, 2023. 11 As of October 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 09-24-2023) 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 DJE Sound & Lighting Inc.4,131.11 42,861.19 COTG sound (Tijuana Dogs) 08/04 Tracy Kiggen 646.00 42,215.19 COTG children's activities (The Sully Band) 09/01 Lynn Nicholson 3,250.00 38,965.19 Boys of Summer (COTG 09-24-2023) 09/01 Tracy Kiggen 646.00 38,319.19 COTG children's activities (Boys of Summer) 09/01 Tracy Kiggen 646.00 37,673.19 COTG children's activities (Tijuana Dogs) 09/08 DJE Sound & Lighting Inc.4,131.11 33,542.08 COTG sound (Boys of Summer) 09/08 Office Depot 87.91 33,454.17 Sculpture Exhibition supplies TOTAL $60,500.00 $27,045.83 $33,454.17 City Grants 30,000.00 01060603-821006 TOTAL $30,000.00 $0.00 $30,000.00 Professional Services 22,300.00 01060603-811008 08/18 TAVD Virtual Assistant 159.75 22,140.25 Transcription of Minutes (07/13)08/18 Crown Building Services 825.00 21,315.25 Sculpture Maintenance 09/01 Svartifoss Corp.425.00 20,890.25 Art Installation (Jane Shehane exhibit) 09/15 TAVD Virtual Assistant 114.75 20,775.50 Transcription of Minutes (08/10)TOTAL 22,300.00$ 1,524.50$ 20,775.50$ Sculpture Garden 135,000.001800012-811059 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 $839.90 REVENUES Special Events (NBAE)0.00 01060603-521450 TOTAL -$ FY 2023-24Cultural Arts Division 10/09/2023 1 of 1 12 CITY OF NEWPORT BEACH CITY ARTS COMMISSION STAFF REPORT October 12, 2023 Agenda Item No. 3 2023 SUMMER CONCERTS ON THE GREEN Two concerts were hosted on the Civic Green in September wrapping up the 2023 series. Tribute band Boys of Summer played Eagles’ hit after greatest hit mid-month and August’s rescheduled concert featured local favorite Tijuana Dogs. Crowds filled the Civic Green for both performances and attendees enjoyed the lively music, dancing, community, food, and children’s activities. 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. TO: CITY ARTS COMMISSION FROM: Library Services Department Melissa Hartson, Library Services Director (949)717-3801, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson, Library Services Director TITLE: Cultural Arts Activities for September 2023 13 Cultural Arts Activities for September 2023 October 12, 2023 Page 2 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, November 9, 2023 2023 FALL CONCERT AT MARINA PARK • Sunday, October 15, 4 p.m. – 5:30 p.m. – Tiffany Dennis and Cruise Control 14 CITY OF NEWPORT BEACH CITY ARTS COMMISSION STAFF REPORT October 12, 2023 Agenda Item No. 4 RECOMMENDATION: The City Arts Commission will review and discuss a proposed timeline and funding for Phase IX of the Sculpture Exhibition in Civic Center Park. Staff recommends the City Arts Commission review and approve one of two proposals submitted by Arts Orange County (ArtsOC) for the project management of Sculpture Exhibition Phase IX, AND a) If the 10-sculpture proposal is approved, approve a request to ask the City Council for an additional $24,000 to support this proposal, OR b) If the 8-sculpture proposal is approved, request City Council approve a contract with ArtsOC for project management of Sculpture Exhibition Phase IX in Civic Center Park, with a total amount not to exceed $105,000. 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 TO: CITY ARTS COMMISSION FROM: Library Services Department Melissa Hartson, Library Services Director (949) 717-3801, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson, Library Services Director TITLE: Sculpture Exhibition in Civic Center Park, Phase IX 15 Sculpture Exhibition In Civic Center Park, Phase IX October 12, 2023 Page 2 (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. ARTS ORANGE COUNTY: The City Arts Commission selected Arts Orange County (ArtsOC) to provide public art coordination and site management services for all previous 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. ArtsOC was established in 1995 as the nonprofit, countywide arts council of Orange County, California. The organization 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 IX sculptures for the Sculpture Exhibition in Civic Center Park: •The City Arts Commission will not utilize an ad hoc subcommittee for Phase IX. The entire Arts Commission will select the pieces for the Phase IX 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 IX. The most popular pieces will be selected for the Exhibition, pending final approval by City Council. FUNDING: For Fiscal Year 2023-24, City Council has allocated $135,000 for Phase IX and the Newport Beach Arts Foundation has committed $10,000 to support the artist honorariums. ArtsOC has provided two budget proposals for Phase IX. The first proposal remains unchanged from Phase 16 Sculpture Exhibition In Civic Center Park, Phase IX October 12, 2023 Page 3 VIII for a total project cost of $169,000. This proposal includes the project management for 10 installed sculptures and the associated $50,000 for artist honorariums. There is a $24,000 budget shortfall under this proposal. If the City Arts Commission approves this proposal, staff would prepare a request, on behalf of the City Arts Commission, to ask City Council for the additional $24,000 needed to support Phase IX with 10 sculptures. SCHEDULE OF BILLING RATES – 10 Sculptures PHASE ITEM DETAIL COST 9 Installation of Phase 9 Sculptures (June 2024) 10 Sculptures $25,000.00 9 Site Preparation Concrete pads, footings $15,000.00 9 Equipment Rental Cranes, forklifts $6,500.00 9 Project Management & Curation Management Fee $35,000.00 9 Contingency $8,000.00 Phase Sub-Total $89,500.00 9 De-installation of Phase 9 Sculptures (2026) 10 Sculptures $20,000.00 9 Project Management & Curation Management Fee $9,500.00 Phase Sub-Total $29,500.00 ARTS OC PROJECT TOTAL $119,000.00 ARTIST HONORARIUMS $50,000.00 PROJECT TOTAL $169,000.00 The second budget proposal is for the project management of 8 installed sculptures and associated artist honorariums for a project total of $145,000. There is sufficient funding in this fiscal year’s budget allocation to support this proposal. SCHEDULE OF BILLING RATES – 8 Sculptures PHASE ITEM DETAIL COST 9 Installation of Phase 9 Sculptures (June 2024) 8 Sculptures $26,000.00 9 Site Preparation (no new pads, no crane use) Concrete pads, footings included 9 Equipment Rental Cranes, forklifts $5,000.00 9 Project Management & Curation Management Fee $35,000.00 9 Contingency $9,500.00 Phase Sub-Total $75,500.00 9 De-installation of Phase 9 Sculptures (2026) 8 Sculptures $20,000.00 9 Project Management & Curation Management Fee $9,500.00 Phase Sub-Total $29,500.00 ARTS OC TOTAL $105,000.00 ARTIST HONORARIUMS $40,000.00 PROJECT TOTAL $145,000.00 17 Sculpture Exhibition In Civic Center Park, Phase IX October 12, 2023 Page 4 TIMELINE: ArtsOC executed the following timeline for Phase IX: City of Newport Beach Sculpture Exhibition in Civic Center Park Timeline Phase IX – 2023-24 DATE TASK October 2023 October 12 CITY ARTS COMMISSION REGULAR MEETING or November 9 Recommends Phase IX contractor to City Council November 2023 Nov 14 or 28 CITY COUNCIL REGULAR MEETING Approves Arts Orange County contract December 2023 December 1 Contract executed December 1 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 December 14 City Arts Commission Meeting – Status report January 2024 January 11 City Arts Commission Meeting – Status report January 24 CLOSE RFP (7-week period) Ongoing promotion of RFP throughout the open period January 26 OPEN Online Review & Ranking by City Arts Commission & Guest Jurors (10-day period) February 2024 February 5 CLOSE Online Review & Ranking by City Arts Commission & Guest Jurors February 8 CITY ARTS COMMISSION REGULAR MEETING Present City Arts Commission & Gues Juror Rankings APPROVE QUALIFIED SUBMISSIONS FOR PUBLIC SURVEY February 11 OPEN Public online survey of Finalists (4-week period) 18 Sculpture Exhibition In Civic Center Park, Phase IX October 12, 2023 Page 5 March 2024 March 11 CLOSE Public online survey of Finalists March 14 CITY ARTS COMMISSION REGULAR MEETING Presentation of Public survey rankings, Approval of recommended selections & alternates for presentation to City Council March 15 ArtsOC advises selected artists of their status Selection is subject to City Council approval, confirm continued availability of their work, their availability for the installation window of time, review questions and concerns with artists, ascertain site preparation needs, collect W9 forms from artists April 2024 April 9 CITY COUNCIL REGULAR MEETING – Present City Arts Commission recommendations for Approval April 10 Inform artists of selection Provide City Attorney will all necessary information for Artists Loan Agreements April 30 City Attorney provides artists agreements to ArtsOC to send to artists May 2024 May 15 ArtsOC delivers all artists contracts to City with Phase IX FIRST invoices and Phase VII FINAL invoices June 2024 June 1 CITY: Provide ARTSOC with Phase VII FINAL payment checks and Phase IX FIRST payment checks to give to artists during de-installation/installation June 10-27 De-Installation of Phase VII artworks INSTALLATION OF PHASE IX ARTWORKS 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). 19 CITY OF NEWPORT BEACH CITY ARTS COMMISSION STAFF REPORT October 12, 2023 Agenda Item No. 5 RECOMMENDATION: Staff recommends the City Arts Commission approve a timeline for the Fiscal Year 2023-24 Cultural Arts Grants. BACKGROUND: City Council Policy I-10, Financial Support for Culture and Arts, recognizes the importance of promoting arts programming within the City and establishes a Reserve Fund for Culture and Arts. For Fiscal Year 2023-24, the sum of $30,000 has been budgeted for specific cultural or artistic planning or projects as approved by the City Council. The City Arts Commission has the responsibility to review all programs and requests for support from arts groups and make recommendations for funding to the City Council for final approval. City Council Policy I-10 defines arts groups as those involved in visual, musical, theatre, dance, crafts, performing and literary activities. The City Arts Commission considers the following in order of preference for granting support: 1. Local arts groups located within the City and offering programs to City residents; 2. Regional arts groups located in Orange County and offering programs to City residents; and 3. Arts groups located in California and performing or offering programs to City residents. Groups not offering programs or services to residents are not eligible for support from the City. TO: CITY ARTS COMMISSION FROM: Library Services Department Melissa Hartson, Library Services Director (949) 717-3801, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson, Library Services Director TITLE: Cultural Arts Grants Timeline, Fiscal Year 2023-24 20 Cultural Arts Grants Timeline, Fiscal Year 2023-24 October 12, 2023 Page 2 TIMELINE: The proposed timeline is as follows: 10/30/2023 Grants are publicized 01/12/2024 FY 2023-24 Cultural Arts Grants applications are due 01/16/2024 FY 2022-23 Cultural Arts Grant Completion Reports due, with grant funds spent or encumbered 02/02/2024 Subcommittee’s recommendation is submitted to staff for inclusion in the agenda packet 02/08/2024 Arts Commission approves grantees for recommendation to City Council 02/27/2024 Recommendations made to City Council 06/07/2024 Grant awards disseminated 01/17/2025 FY 2023-24 Cultural Arts Grant Completion Reports due, with grant funds spent or encumbered. This timeline should give the ad hoc subcommittee ample time to evaluate and rate the grant applications in preparation for City Arts Commission final approval. 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: City Council Policy I-10, Financial Support for Culture and Arts 21 I-10 FINANCIAL SUPPORT FOR CULTURE AND ARTS The City Council hereby recognizes the importance of promoting culture and the arts within the City of Newport Beach. A number of individuals and groups have been organized with the express purpose of developing and promoting culture, theatre and the arts. The City would complement these efforts by establishing a Reserve Fund for Culture and Arts that can be used for a) developing a master plan for the promotion of culture and arts; b) acquiring land and/or the construction of facilities to promote culture and arts and; c) instituting other cultural promotion projects. The sum of $55,000 shall be provided each year for specific cultural or artistic planning, promotion and/or construction projects as approved by the City Council. It is the policy of the City of Newport Beach that expenditures from the reserve fund should be matched equally by the community in the form of contributions and donations. In regard to the City's role in financially sponsoring art and cultural events, the City Arts Commission shall review all programs and requests for support from arts groups. The Commission shall forward its recommendations for funding to the City Council for final approval. Any appropriation shall not exceed 50% of the Arts Commissions' annual budget. For the purpose of this policy, arts groups shall be defined as those involved in visual, musical, theatre, dance, crafts, performing and literary activities. The following priorities shall be considered by the Commission. The order of preference for granting support shall be as follows: A.Local arts groups located within the City and offering programs to City residents; B.Regional arts groups located in Orange County and offering programs to City residents; and C.Arts groups located in California and performing or offering programs to City residents. Groups not offering programs or services to local residents shall not be eligible for support from the City. ATTACHMENT A 22 I-10 History Adopted F-20 – 5-11-1981 (“Reserve Fund for Culture and Arts) Amended F-22 - 6-22-1981 Adopted I-20 – 1-24-1983 (“Co-Sponsorship for Cultural Arts”) Amended F-20 – 11-14-1983 Amended F-20 – 1-23-1984 Amended F-20 – 3-28-1988 Amended F-20 – 10-28-1991 Created I-12 – 1-24-1994 (incorporating I-20 & F-20, renaming “Financial Support for Culture and Arts”) Amended I-12 – 5-8-2001 Amended I-12 - 4-8-2003 (changed to I-10) Amended I-10 – 8-8-2017 23 CITY OF NEWPORT BEACH CITY ARTS COMMISSION STAFF REPORT October 12, 2023 Agenda Item No. 6 RECCOMMENDATION: The Art in Public Spaces Ad Hoc Subcommittee recommends the City Arts Commission approve the following artists to exhibit at the Newport Beach Central Library Gallery: Oriana Poindexter, Lucy Galvin, and Laura Green. DISCUSSION: The City of Newport Beach maintains two exhibit spaces at the Central Library. The Lobby Gallery in the Central Library has approximately 38 feet of linear wall space designed for two-dimensional pieces of art. Additionally, artists may apply to exhibit three-dimensional works in the two display cabinets added to the lobby of Central Library in 2010. The display cases are approximately 24” high x 24” deep x 24” wide. Artists who want their work considered for display submit a completed Application for Review and Consideration of Art. The Library Services Director manages the gallery space. The City Arts Commission’s Art in Public Spaces Ad Hoc Subcommittee meets periodically to review artist's submissions; and staff notifies artists of acceptance. Staff arranges the staging of the art. At their October meeting, the Art in Public Spaces Library Gallery Ad Hoc Subcommittee recommended that the work of artists Oriana Poindexter, Lucy Galvin, and Laura Green be exhibited subject to City Arts Commission approval. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the Board of Library Trustees considers the item). ATTACHMENT A: Examples of Oriana Poindexter’s work ATTACHMENT B: Examples of Lucy Galvin’s work ATTACHMENT C: Examples of Laura Green’s work TO: CITY ARTS COMMISSION FROM: Library Services Department Melissa Hartson, Library Services Director (949)717-3801, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson, Library Services Director TITLE: Central Library Gallery Exhibits 24 ATTACHMENT A 25 26 27 28 29 ATTACHMENT B 30 31 32 33 1. A Short Rest, acrylic 20x24” 2023 2. The Rocky Shore, acrylic 16x20” 2023 ATTACHMENT C 34 3. An Autumn Walk, acrylic 36x48” 2023 4. Picking Flowers, acrylic 20x24” 2023 35 5. The Windy Walk, acrylic 24x20” 2023 6. Girl in a Tree, acrylic 18x24” 2023 36 7. Sitting, acrylic 20x24” 2023 8. Allen’s Hummingbird, acrylic 11x14” 2023 37 9. Binoculars, acrylic 16x20” 2023 10. Killdeer, acrylic 11x14” 2023 38 11. The Rocky Trail, acrylic 18x24” 2023 12. Up to the Top, acrylic 18x24” 2023 39 13. Going on a Grand Adventure, acrylic 36x48” 2023 40 CITY OF NEWPORT BEACH CITY ARTS COMMISSION STAFF REPORT October 12, 2023 Agenda Item No. 7 RECOMMENDATION: The Student Art Exhibition Ad Hoc Subcommittee recommends the City Arts Commission approve a timeline for the 2024 Student Art Exhibition. DISCUSSION: The first Student Art Exhibition, held in 2021, provided an opportunity for young artists, students in pre- K through 12th grades, to submit an original, two-dimensional work of art. Approximately 90 entries were submitted for the inaugural Student Art Exhibition. Last year’s exhibition saw twice the number of received entries and the artworks were on exhibit for two months at the Central Library. The City Arts Commission awarded prizes to nine artist winners and identified three honorable mentions. Staff believes that providing an art exhibition for young artists meets one of the City Arts Commission’s goals to provide events centered around families with children and teens. Staff recommends that the City Arts Commission approve the following timeline for the 2024 Student Art Exhibition based on meeting a goal of the Commission and the community interest and participation in last year’s event. •Call for Entries: January 2024 – February 2024 •Judging Period: March 2024 •Selection and Approval of Winners: April 2024 City Arts Commission Regular Meeting •Display of Artwork: April 2024 •Student Art Award Presentation – May 2024 City Arts Commission Regular Meeting 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). TO: CITY ARTS COMMISSION FROM: Library Services Department Melissa Hartson, Library Services Director (949)717-3801, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson, Library Services Director TITLE: Student Art Exhibition Timeline 41 CITY OF NEWPORT BEACH CITY ARTS COMMISSION STAFF REPORT October 12, 2023 Agenda Item No. 8 RECOMMENDATION: The City Arts Commission will review the final draft of the Revisions to City Council Policies I-9 through I-12 Ad Hoc Subcommittee’s proposed changes and forward to City Council for review and approval. DISCUSSION: At its September 13, 2022 meeting, the City Council adopted Resolution No. 2022-58, A Resolution of the City Council of the City of Newport Beach, California, Creating an Ad Hoc Committee to Review the Municipal Code and City Council Policies and Make Recommendations to the City Council Regarding Possible Modifications Thereto and the Advisability of Using Sunset Provision. The committee will consist of three Council members appointed by the Mayor and confirmed by the entire City Council. The purpose of the Committee will be to review the Newport Beach Municipal Code (NBMC) and Council Policies and submit its recommendations back to the City Council by June 30, 2023. The Board of Library Trustees, City Arts Commission, Harbor Commission, Parks, Beaches, and Recreation Commission, and the Planning Commission are also directed to each form a committee to similarly review the NBMC and City Council Policies within that body's expertise and submit back to City Council by June 30, 2023. All of the committees will make recommendations concerning: 1. Deleting or reducing language, and 2. The advisability of applying sunset provisions for new and existing Municipal Code provisions. Resolution No. 2022-58 provided an expiration date for the Committee of June 30, 2023. At its April 11, 2023 meeting, the City Council adopted Resolution 2023-18, which extended the expiration date. The Revisions to City Council Policies Ad Hoc Subcommittee recommends reinstating portions of the April 8, 2003 Amended and Reassigned City Council Policy I-9 Art in Public Places. The added sections define the City Arts Commission’s responsibilities and procedures as it relates to public art within the City. If the subcommittee’s proposed changes to City Council Policy I-9 are approved, staff recommends submitting these changes to City Council as a separate agenda item as direction for this subcommittee was to “make recommendations concerning deleting or reducing language.” TO: CITY ARTS COMMISSION FROM: Library Services Department Melissa Hartson, Library Services Director (949) 717-3801, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson, Library Services Director TITLE: Revisions to City Council Policies I-9 Through I-12 42 Revisions to City Council Policies I-9 Through I-12 October 12, 2023 Page 2 2 of 2 The subcommittee recommends minor changes City Council Policy I-11 Acquisition of Art by the City of Newport Beach. Most notably, the various iterations of “convey” are summed together as “via conveyance” and “City collection” references are changed to the current usage of “City Art Inventory.” The subcommittee is not recommending changes to City Council Policies I-10 Financial Support for Culture and Arts and I-12 Sister City Association Policy. 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: City Council Policy I-9 Art in Public Places ATTACHMENT B: Redlined City Council Policy I-9 Art in Public Places ATTACHMENT C: Revised City Council Policy I-9 Art in Public Places ATTACHMENT D: City Council Policy I-9 Art in Public Places (Amended & Reassigned – April 8, 2003) ATTACHMENT E: City Council Policy I-10 Financial Support for Culture and Arts ATTACHMENT F: City Council Policy I-11 Acquisition of Art by the City of Newport Beach ATTACHMENT G: Redlined City Council Policy I-11 Acquisition of Art by the City of Newport Beach ATTACHMENT H: Revised City Council Policy I-11 Acquisition of Art by the City of Newport Beach ATTACHMENT I: City Council Policy I-12 Sister City Association Policy 43 I-9 1 ART IN PUBLIC PLACES A.The City of Newport Beach recognizes the importance and desirability of enhancing and beautifying the public places within the City, by acquiring and displaying publicly accessible works of art for the cultural benefit of the City, its citizens and its visitors. B.The City seeks to involve professional artists in City planning and design projects; to integrate artworks in City capital improvement projects; and to commission and/or purchase new artworks for public places. C.Public art can include but is not limited to permanent and temporary sculpture, murals, as well as artist-designed fountains, mosaics and tile work, banners, park benches and other street furniture, water features, bus shelters, streetlights and lanterns, kiosks, retaining walls, and/or hardscape treatments. D.Reserved. E.Reserved. F.Reserved. G.The Arts Commission shall review any future modifications, relocation, repairs, and/or replacement of parts or works for Art located in public places. History Adopted T-1 - 9-8-1986 Amended T-1 – 1-24-1994 (changed to I-18) Amended I -18 – 5-26-1998 Amended I-18 - 4-8-2003 (changed to I-9) Amended I-9 – 8-8-2017 ATTACHMENT A 44 I-9 ART IN PUBLIC PLACES A.The City of Newport Beach recognizes the importance and desirability of enhancing and beautifying the public places within the City, by acquiring and displaying publicly accessible works of art for the cultural benefit of the City, its citizens and its visitors. B.The City seeks to involve professional artists in City planning and design projects; to integrate artworks in City capital improvement projects; and to commission and/or purchase new artworks for public places. C.Public art can include but is not limited to permanent and temporary sculpture, murals, as well as artist-designed fountains, mosaics and tile work, banners, park benches and other street furniture, water features, bus shelters, streetlights and lanterns, kiosks, retaining walls, and/or hardscape treatments. D.ReservedThe responsibility of the Arts Commission is to:. 1. Identify and assess potential Art in Public Places projects and sites; 2.Confer with other Boards and Commissions that may be impacted by the recommended list of art projects; 3.Make appropriate recommendations to City Council; 4.Participate in the selection of artists for Art in Public Places projects; 5. Plan and oversee the artistic design process; 6.Work with appropriate City Departments to ensure correct installation at the site and long termlong-term maintenance and conservation of the art work. D. E.ReservedThe Arts Commission shall consider the following criteria in making recommendation for an Art in Public Places project:. 1.The aesthetic concept, quality, scale, and form of the work of art, and its appropriateness for the site; ATTACHMENT B 45 2.A site that is easily visible and/or accessible to the general public; 3.The experience, skill and ability of the artist to produce the work of art; 4.The proper medium for the work of art, considering durability against vandalism, theft and weather, and the safety of the viewer; 5.The cost of the city to acquire, install and maintain the work of art; 6.Temporary art may be acquired and placed through the same procedures as permanent works. E. F.ReservedFrom time to time, the Arts Commission may submit to the City Manager’s Office a list of projects with estimated costs. Said list is to be considered in the preparation of the next fiscal year budget. Funding for this program shall be determined by the City Council, and may be derived from the Arts Commission events, the Newport Beach Arts Foundation, private individual, corporate and foundation donations; government grants, other City funds, and/or voluntary participation by private developers. G.In addition, to maintain the artistic integrity of designated Art in Public Places sites/works, The the Arts Commission shall review any future modifications, relocation, repairs, and/or replacement of parts or works for Art located in public placesat these sites. The Arts Commission shall consult with the original artist if possible or a recognized expert in the field, and shall then make the appropriate recommendation for modification to the City Council. History Adopted T-1 - 9-8-1986 Amended T-1 – 1-24-1994 (changed to I-18) Amended I -18 – 5-26-1998 Amended I-18 - 4-8-2003 (changed to I-9) Amended I-9 – 8-8-2017 46 I-9 ART IN PUBLIC PLACES A.The City of Newport Beach recognizes the importance and desirability of enhancing and beautifying the public places within the City, by acquiring and displaying publicly accessible works of art for the cultural benefit of the City, its citizens and its visitors. B.The City seeks to involve professional artists in City planning and design projects; to integrate artworks in City capital improvement projects; and to commission and/or purchase new artworks for public places. C.Public art can include but is not limited to permanent and temporary sculpture, murals, as well as artist-designed fountains, mosaics and tile work, banners, park benches and other street furniture, water features, bus shelters, streetlights and lanterns, kiosks, retaining walls, and/or hardscape treatments. D.The responsibility of the Arts Commission is to: 1.Identify and assess potential Art in Public Places projects and sites; 2.Confer with other Boards and Commissions that may be impacted by the recommended list of art projects; 3.Make appropriate recommendations to City Council; 4.Participate in the selection of artists for Art in Public Places projects; 5.Plan and oversee the artistic design process; 6.Work with appropriate City Departments to ensure correct installation at the site and long-term maintenance and conservation of the art work. E.The Arts Commission shall consider the following criteria in making recommendation for an Art in Public Places project: 1.The aesthetic concept, quality, scale, and form of the work of art, and its appropriateness for the site; ATTACHMENT C 47 2. A site that is easily visible and/or accessible to the general public; 3. The experience, skill and ability of the artist to produce the work of art; 4. The proper medium for the work of art, considering durability against vandalism, theft and weather, and the safety of the viewer; 5. The cost of the city to acquire, install and maintain the work of art; 6. Temporary art may be acquired and placed through the same procedures as permanent works. F. From time to time, the Arts Commission may submit to the City Manager’s Office a list of projects with estimated costs. Said list is to be considered in the preparation of the next fiscal year budget. Funding for this program shall be determined by the City Council, and may be derived from the Arts Commission events, the Newport Beach Arts Foundation, private individual, corporate and foundation donations; government grants, other City funds, and/or voluntary participation by private developers. G. In addition, to maintain the artistic integrity of designated Art in Public Places sites/works, the Arts Commission shall review any future modifications, relocation, repairs, and/or replacement of parts or works at these sites. The Arts Commission shall consult with the original artist if possible or a recognized expert in the field and shall then make the appropriate recommendation for modification to the City Council. History Adopted T-1 - 9-8-1986 Amended T-1 – 1-24-1994 (changed to I-18) Amended I -18 – 5-26-1998 Amended I-18 - 4-8-2003 (changed to I-9) Amended I-9 – 8-8-2017 48 1-9ART IN PUBLIC PLACES A.The City of Newport Beach recognizes the importance and desirability ofenhancing and beautifying the public places within the City, by acquiring anddisplaying publicly accessible works of art for the cultural benefit of the City, itscitizens and its visitors.B.The City seeks to involve professional artists in City planning and designprojects; to integrate artworks in City capital improvement projects; and tocommission and/ or purchase new artworks for public places.C.Public art can include but is not limited to permanent and temporary sculpture,murals, as well as artist-designed fountains, mosaics and tile work, banners, parkbenches and other street furniture, water features, bus shelters, streetlights andlanterns, kiosks, retaining walls, and/ or hardscape treabnents.D.The responsibility of the Arts Commission is to:1.Identify and assess potential Art in Public Places projects and sites;2.Confer with other Boards and Commissions that may be impacted by therecommended list of art projects;3.Make appropriate recommendations to City Council;4.Participate in the selection of artists for Art in Public Places projects;5.Plan and oversee the artistic design process;6 Work with appropriate City Departments to ensure correct installation atthe site and long term maintenance and conservation of the art work.E.The Arts Commission shall consider the following criteria in makingrecommendation for an Art in Public Places project:1.The aesthetic concept, quality, scale, and form of the work of art, and itsappropriateness for the site;2.A site that is easily visible and/ or accessible to the general public;City of Newport Beach 1 ATTACHMENT D 49 I-9 3.The experience, skill and ability of the artist to produce the work of art; The proper medium for the work of art, considering durability against vandalism, theft and weather, and the safety of the viewer; 5.The cost for the City to acquire, Lnstall and maintain the work of art; No art objects will be considered that are mass-produced from a standard design, are reproductions of original art work, and/or are decorative or functional elements that are designed by an architect as opposed to the project artist. Temporary art may be acquired and placed through the same procedures as permanent works. From time to time, the Arts Commission may submit to the City Manager’s Office a list of projects with estimated costs. Said list is to be considered in the preparation of the next fiscal year budget. Funding for this program shall be determined by the City Council, and may be derived from the City Art in Public Places Reserve Fund, Arts Commission events, the Newport Beach Arts Foundation, private individual, corporate and foundation donations; government grants, other City funds, and/or voluntary participation by private developers. In addition, to maintain the artistic integrity of designated Art in Public Places sites/works, the Arts Commission shall review any future modifications, relocation, repairs, and/or replacement of parts or works at these sites. The Arts Commission shall consult with the original artist if possible or a recognized expert in the field, and shall then make the appropriate recommendation for modification to the City Council. Adopted - September 8,1986 Reaffirmed - January 24,1994 Amended - May 26, 1998 Amended & Reassigned - April 8, 2003 Formerly 1-18 2 50 I-10 FINANCIAL SUPPORT FOR CULTURE AND ARTS The City Council hereby recognizes the importance of promoting culture and the arts within the City of Newport Beach. A number of individuals and groups have been organized with the express purpose of developing and promoting culture, theatre and the arts. The City would complement these efforts by establishing a Reserve Fund for Culture and Arts that can be used for a) developing a master plan for the promotion of culture and arts; b) acquiring land and/or the construction of facilities to promote culture and arts and; c) instituting other cultural promotion projects. The sum of $55,000 shall be provided each year for specific cultural or artistic planning, promotion and/or construction projects as approved by the City Council. It is the policy of the City of Newport Beach that expenditures from the reserve fund should be matched equally by the community in the form of contributions and donations. In regard to the City's role in financially sponsoring art and cultural events, the City Arts Commission shall review all programs and requests for support from arts groups. The Commission shall forward its recommendations for funding to the City Council for final approval. Any appropriation shall not exceed 50% of the Arts Commissions' annual budget. For the purpose of this policy, arts groups shall be defined as those involved in visual, musical, theatre, dance, crafts, performing and literary activities. The following priorities shall be considered by the Commission. The order of preference for granting support shall be as follows: A.Local arts groups located within the City and offering programs to City residents; B.Regional arts groups located in Orange County and offering programs to City residents; and C.Arts groups located in California and performing or offering programs to City residents. Groups not offering programs or services to local residents shall not be eligible for support from the City. ATTACHMENT E 51 I-10 History Adopted F-20 – 5-11-1981 (“Reserve Fund for Culture and Arts) Amended F-22 - 6-22-1981 Adopted I-20 – 1-24-1983 (“Co-Sponsorship for Cultural Arts”) Amended F-20 – 11-14-1983 Amended F-20 – 1-23-1984 Amended F-20 – 3-28-1988 Amended F-20 – 10-28-1991 Created I-12 – 1-24-1994 (incorporating I-20 & F-20, renaming “Financial Support for Culture and Arts”) Amended I-12 – 5-8-2001 Amended I-12 - 4-8-2003 (changed to I-10) Amended I-10 – 8-8-2017 52 I-11 ACQUISITION OF ART BY THE CITY OF NEWPORT BEACH A.The City of Newport Beach (“City”) believes that paintings, sculptures, drawings and other art (collectively, “Art”) placed on City property and in City buildings increases the aesthetic appeal and beauty of such property and buildings, and of the City in general. B.All proposals to donate, exhibit, loan, sell or commission Art to the City (collectively, “Convey(s),” “Conveyed,” “Conveying” or “Conveyance”) shall be reviewed by the Arts Commission for recommendation to the City Council. C.The Arts Commission shall be responsible to: 1. Confer with persons who have offered to Convey Art to the City, informing them of this policy, including criteria for approving Art and the policies, criteria and approval process. 2. Advise the City Council of the artistic merit and value of Art offered to the City. 3. Advise the City Council regarding appropriate City property or City buildings for display of Art, in conjunction with the City commission, committee, board and/or department which has responsibility for planning or maintaining the proposed location. D.The Arts Commission shall consider the following criteria in making a recommendation for accepting an offer to Convey Art to the City: 1. The Art should be an original creation or a limited edition by the original artist, and be of the highest quality and level of artistic excellence. 2. The Art should add to the balanced inventory of the City’s collection, representing a variety of style, design and media. 3. The person(s) seeking to Convey Art to the City shall complete all required forms, as provided by the Library Services Department. 4. The Art should be of satisfactory physical condition, be sufficiently durable as to not be easily damaged or destroyed, should not require restoration or extensive long term conservation, and should be of a physical size and weight that the Art can be managed in storage, transport and public display without difficulty. Art requiring restoration may only ATTACHMENT F 53 I-11 be considered with full disclosure of the restoration costs provided by a licensed art appraiser. 5. The Art should be consistent with and relevant to the civic interests and broad variety of tastes within the Newport Beach community. E.Art may only be recommended by the Arts Commission to the City Council for acceptance upon the majority vote of the Arts Commission. F.Art accepted into the City collection by the City Council is accepted with the understanding that the City Council reserves the right to place the Art on public display on either a permanent or temporary basis, and to store the Art when not on display. Acceptance of Art by the City Council does not guarantee that the Art will be displayed in perpetuity. The City Council may sell, donate or otherwise remove any Art in the City collection. Any proceeds received by the City from the transfer of Art shall be expended to acquire, restore or display Art. G.Art considered for inclusion in the City’s collection must conform to City Council Policy I-9 (Art in Public Places). H.The City does not provide valuations or appraisals of Art Conveyed to the City. The value of Art should be presented by the person(s) Conveying Art to the City at the time of Conveyance. It is the responsibility of the person(s) Conveying Art to the City to furnish a valuation to the appropriate government tax agency. I.The person(s) Conveying Art to the City shall obtain all intellectual and photographic property rights to the Art and transfer such rights to the City. The City reserves the right to photograph Art for any and all purposes, including, but not limited to, publicity and informational literature. J.Any person(s) that Conveys Art to the City shall represent and warrant in writing that it owns the Art and that the Art shall be Conveyed to the City free and clear of all liens, restrictions, security interests or agreements by which the City would be bound, but subject to all laws generally applicable to the transfer of title of any work of Art. K.Subject to compliance with California Civil Code Section 987, the City shall assume no liability in the event of loss or damage to any Art accepted into the City’s collection. 54 I-11 Adopted- February 24, 1986 Reaffirmed-January 24, 1994 Amended & Reassigned-April 8, 2003 Amended – May 12, 2015 Formerly F-23 Formerly I-13 55 I-11 ACQUISITION OF ART BY THE CITY OF NEWPORT BEACH A.The City of Newport Beach (“City”) believes that paintings, sculptures, drawings and other art (collectively, “Art”) placed on City property and in City buildings increases the aesthetic appeal and beauty of such property and buildings, and of the City in general. B.All proposals to donate, exhibit, loan, sell or commission Art to the City (collectively, “Convey(s),” “Conveyed,” “Conveying” or “Conveyance”)via conveyance shall be reviewed by the Arts Commission for recommendation to the City Council. C.The Arts Commission shall be responsible to: 1.Confer with persons who have offered to Convey Art to the City, informing them of this policy, including criteria for approving Art and the policies, criteria and approval process. 2.Advise the City Council of the artistic merit and value of Art offered to the City. 3.Advise the City Council regarding appropriate City property or City buildings for display of Art, in conjunction with the City commission, committee, board and/or department which has responsibility for planning and/or maintaining the proposed location. D.The Arts Commission shall consider the following criteria in making a recommendation for accepting an offer to Convey Art to the City: 1.The Art should be an original creation or a limited edition by the original artist and be of the highest quality and level of artistic excellence. 2.The Art should add to the balanced inventory of the City’s collection, representing a variety of style, design and media. 3.The person(s) seeking to Convey Art to the City shall complete all required forms, as provided by the Library Services Department – Cultural Arts Division. 4.The Art should be of satisfactory physical condition, be sufficiently durable as to not be easily damaged or destroyed, should not require restoration or extensive long-term conservation, and should be of a physical size and weight that the Art can be managed in storage, transport and public display without difficulty. Art requiring periodic maintenance and/or restoration may only ATTACHMENT G 56 I-11 be considered with full disclosure of the restoration costs provided by a licensed art appraiser. 5. The Art should be consistent with and relevant to the civic interests and broad variety of tastes within the Newport Beach community. E.Art may only be recommended by the Arts Commission to the City Council for acceptance upon the majority vote of the Arts Commission. F.Art accepted into the City collection Art Inventory by the City Council is accepted with the understanding that the City Council reserves the right to place the Art on public display on either a permanent or temporary basis, and to store the Art when not on display. Acceptance of Art by the City Council does not guarantee that the Art will be displayed in perpetuity. The City Council may sell, donate or otherwise remove any Art in the City collection Art Inventory. Any proceeds received by the City from the transfer of Art shall be expended to acquire, restore or display Art. G.Art considered for inclusion in the City’s collection must conform to City Council Policy I-9 (Art in Public Places). H.The City does not provide valuations or professional appraisals of Art Conveyed to the City. The value of Art should be presented by the person(s) Conveying Art to the City at the time of Conveyance. It is the responsibility of the person(s) Conveying Art to the City to furnish a valuation to the appropriate government tax agency certified appraisal. I.The person(s) Conveying Art to the City shall obtain all intellectual and photographic property rights to the Art and transfer such rights to the City. The City reserves the right to photograph Art for any and all purposes, including, but not limited to, publicity and informational literature. J.Any person(s) that Conveys Art to the City shall represent and warrant in writing that it owns the Art and that the Art shall be Conveyed to the City free and clear of all liens, restrictions, security interests or agreements by which the City would be bound, but subject to all laws generally applicable to the transfer of title of any work of Art. K.Subject to compliance with California Civil Code Section 987, the City shall assume no liability in the event of loss or damage to any Art accepted into the City’s collection. 57 I-11 Adopted- February 24, 1986 Reaffirmed-January 24, 1994 Amended & Reassigned-April 8, 2003 Amended – May 12, 2015 Formerly F-23 Formerly I-13 58 I-11 ACQUISITION OF ART BY THE CITY OF NEWPORT BEACH A.The City of Newport Beach (“City”) believes that paintings, sculptures, drawings and other art (collectively, “Art”) placed on City property and in City buildings increases the aesthetic appeal and beauty of the City in general. B.All proposals to donate, exhibit, loan, sell or commission Art to the City via conveyance shall be reviewed by the Arts Commission for recommendation to the City Council. C.The Arts Commission shall be responsible to: 1.Confer with persons who have offered to Convey Art to the City, informing them of this policy, including criteria for approving Art and the policies, criteria and approval process. 2.Advise the City Council of the artistic merit and value of Art offered to the City. 3.Advise the City Council regarding appropriate City property or City buildings for display of Art, in conjunction with the City commission, committee, board and/or department which has responsibility for planning and/or maintaining the proposed location. D.The Arts Commission shall consider the following criteria in making a recommendation for accepting an offer to Convey Art to the City: 1.The Art should be an original creation or a limited edition by the original artist and be of the highest quality and level of artistic excellence. 2.The Art should add to the balanced inventory of the City’s collection, representing a variety of style, design and media. 3.The person(s) seeking to Convey Art to the City shall complete all required forms, as provided by the Library Services Department – Cultural Arts Division. 4.The Art should be of satisfactory physical condition, be sufficiently durable as to not be easily damaged or destroyed, should not require restoration or extensive long-term conservation, and should be of a physical size and weight that the Art can be managed in storage, transport and public display without difficulty. Art requiring periodic maintenance and/or restoration may only ATTACHMENT H 59 I-11 be considered with full disclosure of the restoration costs provided by a licensed art appraiser. 5.The Art should be consistent with and relevant to the civic interests and broad variety of tastes within the Newport Beach community. E.Art may only be recommended by the Arts Commission to the City Council for acceptance upon the majority vote of the Arts Commission. F.Art accepted into the City Art Inventory by the City Council is accepted with the understanding that the City Council reserves the right to place the Art on public display on either a permanent or temporary basis, and to store the Art when not on display. Acceptance of Art by the City Council does not guarantee that the Art will be displayed in perpetuity. The City Council may sell, donate or otherwise remove any Art in the City Art Inventory. Any proceeds received by the City from the transfer of Art shall be expended to acquire, restore or display Art. G.Art considered for inclusion in the City’s collection must conform to City Council Policy I-9 (Art in Public Places). H.The City does not provide professional appraisals of Art Conveyed to the City. The value of Art should be presented by the person(s) Conveying Art to the City at the time of Conveyance. It is the responsibility of the person(s) Conveying Art to the City to furnish a certified appraisal. I.The person(s) Conveying Art to the City shall obtain all intellectual and photographic property rights to the Art and transfer such rights to the City. The City reserves the right to photograph Art for any and all purposes, including, but not limited to, publicity and informational literature. J.Any person(s) that Conveys Art to the City shall represent and warrant in writing that it owns the Art and that the Art shall be Conveyed to the City free and clear of all liens, restrictions, security interests or agreements by which the City would be bound, but subject to all laws generally applicable to the transfer of title of any Art. K.Subject to compliance with California Civil Code Section 987, the City shall assume no liability in the event of loss or damage to any Art accepted into the City’s collection. 60 I-11 Adopted- February 24, 1986 Reaffirmed-January 24, 1994 Amended & Reassigned-April 8, 2003 Amended – May 12, 2015 Formerly F-23 Formerly I-13 61 I-12 11 SISTER CITY ASSOCIATION POLICY Furthering understanding between cities throughout the world is an important objective. Recognizing this, the City Council hereby establishes the following policy to identify the relationship of a nonprofit Sister City Association and the City of Newport Beach. The purpose for cities involved is to learn more about each other and develop exchanges of people, ideas and cultures on a long-term basis. In the context of a philosophy which encourages people to participate and help themselves in the pursuit of special interest areas, the City Council is committed to a cooperative effort with the Sister City Association. The City Council welcomes volunteer support and this policy will serve to identify and clarify the relationships, roles and control between the City of Newport Beach and the Newport Beach Sister City Association. Financial The City encourages the Newport Beach Sister City Association to continue their efforts to make the functions of the Association self-supporting. The City is responsible for funding only to the extent of the annual City Council approved budget. Staff Assistance The City will provide support to the Association in the form of a liaison staff member as designated by the City Manager. Clerical support will be provided to the Association at a level determined by the staff liaison. Responsibilities The Association will be recognized by the City as the official group to further common goals as they relate to sister city programs and activities. Goals Statement The purpose of the Newport Beach Sister City Association is to create international understanding and cooperation with cities in other countries that have been carefully selected for mutual benefit. The development of Youth Exchange, Cultural Exchange, Technical Knowledge Exchange and Economic Exchange will be pursued to accomplish the goals of the Association. The overall attainment of these goals will create international friendship to benefit our world. Objectives ATTACHMENT I 62 I-12 22 A. Create a local program with wide community involvement, i.e., Service Clubs, Chambers of Commerce, nonprofit interest groups. B. Develop school programs, i.e., local school chapters at Community Colleges, UCI, High Schools, Intermediate Schools, Elementary Schools. C. Develop a fund-raising program sufficient to support the programs and events adopted by the Association. D. Establish criteria to be used for determining which cities a relationship can be developed. E. Business to Business Exchange. Develop a program whereby a business and travel program can be made available to encourage common business interests to be satisfied. F. Develop a network of local host groups. G. Develop a restaurant program to showcase our food and entertainment industry. H. Develop a hotel program to make visitors aware of our travel and vacation opportunities. I. Develop a public awareness program at high visibility locations. Exhibits and purpose of Association to be emphasized. Promotional brochure should be developed. J. Coordinate our goals and objectives with surrounding communities for information and coordination purposes. K. Clearly identify an Association budget for operational purposes. L. Develop a gift and recognition program for Sister City visitors. 63 I-12 33 History Adopted I-23 – 11-28-1988 Amended I-23 – 1-24-1994 (changed to I-10) Amended I-10 – 4-8-2003 (changed to I-12) 64