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HomeMy WebLinkAboutApproved CAC 03-13-2025 Meeting MinutesCITY OF NEWPORT BEACH CITY ARTS COMMISSION MINUTES Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, March 13, 2025 – Regular Meeting City Arts Commission Members: Melissa Kandel, Chair John Blom, Vice Chair Heather Ignatin, Secretary Maureen Flanagan, Commissioner Barbara George, Commissioner Wayan Kaufman, Commissioner Vanessa Moore, Commissioner Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant I. CALL MEETING TO ORDER Chair Melissa Kandel called the City Arts Commission Regular Meeting to order at 5:00 P.M. II. ROLL CALL Commissioners Present: Chair Melissa Kandel Vice Chair John Blom Commissioner Maureen Flanagan Commissioner Barbara George Commissioner Vanessa Moore Commissioners Absent: Secretary Heather Ignatin (excused) Commissioner Wayan Kaufman (excused) Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant III. PLEDGE OF ALLEGIANCE Chair Kandel led the Pledge of Allegiance. IV. NOTICE TO THE PUBLIC - Waived V. PUBLIC COMMENTS None VI. CONSENT CALENDAR City Arts Commission Meeting March 13, 2025 Page 2 A. Approval of Minutes of February 13, 202, City Arts Commission Meeting 1. Draft of 02/13/2025 Minutes Chair Kandel requested edits, changes, or deletions of the minutes. There were none. B. Consent Calendar Items 2. Financial Report Review of financial information. 3. Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. In response to Commissioner Flanagan’s inquiries on Item No. VI.B.2, Library Services Director Melissa Hartson clarified staff is using most of its remaining Fiscal Year (FY) 2024-25 funds for the Newport Beach Art Exhibition. She estimated the expenses at about $22,000 and added the Subcommittee is considering adding pieces to the exhibition. She added staff is also working with its restoration vendor to pursue performing a more comprehensive restorative cleaning to statues citywide. Commissioner Flanagan encouraged the leadership team to look deeper into spending all available funds, noting they have seen cuts in the past when not using their full budget. In response to Chair Kandel’s inquiry, Director Hartson clarified funds for the stage are included in the FY 2025-26 budget because those programs happen after July 1. She added the FY 2025-26 budget is going to the City Council after an April review by the Finance Committee. In response to Director Hartson’s inquiry, Newport Beach resident Jim Mosher reported the Finance Committee will be seeing a budget overview on April 10 with the full budget to be heard on May 8. He added it will go to the City Council for the first time on May 27 with an anticipated adoption date at the first June meeting. Director Hartson reported staff does not anticipate a reduction in next year’s budget. Chair Kandel opened each item for Public Comment and there were none. Motion made by Vice Chair Blom, seconded by Commissioner Moore, to accept the Consent Calendar and carried 5-0-0-2 (with Secretary Ignatin and Commissioner Kaufman absent) VII. CURRENT BUSINESS A. Items for Review and Possible Action 4. 2025 Student Art Exhibition Timeline The Student Art Exhibition Ad Hoc Subcommittee recommends the City Arts Commission approve a timeline for the 2025 Student Art Exhibition City Arts Commission Meeting March 13, 2025 Page 3 Director Hartson reported the Commission has held three Student Art Exhibitions in the past with the highest participation level occurring when the Exhibition occurred in the fall. She stated the Ad Hoc Subcommittee reviewed a potential timeline and agreed to a call for entries from October 1 through November 30 with a review window in December before presenting its choice for winners at the January 8, 2026, City Arts Commission meeting. She added all of the artwork will be displayed in early 2026 with an awards presentation at the February 12, 2026, Commission meeting. Library Services Director Hartson reported the funding needed for the program is about $1,000. In response to Chair Kandel’s inquiry, Director Hartson clarified the artwork will be displayed before the winners are approved and stated ribbons will be added to the pieces after they are confirmed by the Commission on January 8, 2026. Chair Kandel opened the item for Public Comment and there were none. Motion made by Commissioner Moore, seconded by Commissioner Flanagan, to accept the revisions to the entry guidelines and carried 5-0-0-2 (with Secretary Ignatin and Commissioner Kaufman absent) 5. Concerts on the Civic Center Green Stage and Backdrop Staff recommends the City Arts Commission review and approve the Music and Live Entertainment Ad Hoc Subcommittee’s recommendation to rent a stage and truss arch backdrop for the July and September Concerts on the Civic Center Green performances. Director Hartson reported the Subcommittee met to review potential stage and backdrop options for the 2025 Summer Concerts on the Civic Center Green. She reported there is a truss arch option with a stage and a genie lift option with a stage. She presented artist renderings of the two options and added the Subcommittee recommends the truss arch option for the July and September concerts. She reported the cost would be a total of $3,026 dollars for the two concerts with the funds being available within the programming budget. She added the genie lift option is slightly more expensive at $3,076 but does provide more flexibility in its maximum height. In response to Chair Kandel’s inquiry, Library Services Director Hartson stated the backdrop’s design is yet to be determined but will include the logos for the City Arts Commission and the City of Newport Beach. She added staff’s intention is to create a generic banner which could be used again in future years. In response to Vice Chair Blom’s inquiries, Library Services Director Hartson confirmed the banner would be a one-time cost. She confirmed the banner would cover the entire backdrop area, currently slated to be 30 feet wide and 10 feet high. She confirmed that the estimated costs for either the truss arch or genie lift include delivery, setup, and removal work. She reported staff did not consider the cost to purchase the equipment, only to rent it, noting staff does not have sufficient storage space or either transportation or assembly abilities. She added staff is working with the contracted sound engineer for the concerts on the stage and backdrop and is receiving a highly discounted rate for the rental because the vendor will already be on site for the concerts handling sound. City Arts Commission Meeting March 13, 2025 Page 4 In response to Vice Chair Blom’s inquiry, Director Hartson clarified the Pacific Symphony has its own portable stage and the City will not be renting one for its performance. Chair Kandel commended the idea of a backdrop and stage, reporting previous summer concert goers have regularly complained to her about an inability to see the band because their performance area is too low. She added the banner will also add public visibility for the Commission and City to receive their due recognition for presenting the event. In response to Vice Chair Blom’s inquiry, Cultural Arts Assistant Camille Escareal-Garcia reported the current steps the band performs on are about 36 inches off the ground with the stage to add an additional 18 inches. In response to Vice Chair Blom’s inquiry, Chair Kandel could not confirm if the additional 18 inches are sufficient and added the Subcommittee could ask the vendor if they have a higher option. Director Hartson added staff would not recommend revisiting the height due to an urgent need to secure a contract with the concerts not far off. In response to Commissioner George’s inquiry, Director Hartson confirmed it is the same company that handles the fall Concert at Marina Park. Chair Kandel lauded the proposed setup having seen it in other venues. She noted the existing stage at Marina Park is significantly higher. She stated this proposal may not prove to be a perfect solution on stage height but acknowledged they are under a time constraint and this proposal will help. She added they can assess it and adjust for next year. She added the grass slopes downwards in the middle, leading to the public’s sightline concerns in this area. In response to Commissioner George’s inquiry, Director Hartson confirmed there have been discussions with the vendor about potential high winds and being cautious about certain banner materials, encouraging a mesh which wind can pass through. She added the vendor had originally proposed a larger sized backdrop, but a decision was made to reduce the size due to potential winds at the venue. Director Hartson added the genie lift would have a quicker release mechanism than the truss arch in case of emergency, but the vendor would be able to cut the banner from the truss arch in a short time if need be. Chair Kandel opened public comment. Mr. Mosher inquired about how complicated the setup was and if it would obstruct access to the Newport Beach Public Library, potentially for multiple days. Director Hartson confirmed it would be a same-day setup and breakdown. She added the Library is closed when the stage would be broken down after the concert. Chair Kandel closed public comment. Motion made by Vice Chair Blom, seconded by Commissioner Kaufman, to approve the Subcommittee’s recommendation and carried 4-0-1-2 (with Secretary Ignatin and Commissioner Kaufman absent and Commissioner Flanagan abstaining) B. Monthly Reports City Arts Commission Meeting March 13, 2025 Page 5 6. Art in Public Places Ad Hoc Subcommittee Vice Chair Blom, Commissioner Flanagan, Commissioner Moore Commissioner Moore stated there is nothing to report. 7. Music and Live Entertainment Ad Hoc Subcommittee Chair Kandel, Secretary Ignatin, Commissioner Flanagan Chair Kandel reported the Subcommittee met to discuss the backdrop options they just approved in Item No. VII.A.5. 8. Cultural Arts Grants Ad Hoc Subcommittee Vice Chair Blom, Commissioner Kaufman, Commissioner Moore Commissioner Moore stated there is nothing to report. 9. Newport Beach Art Exhibition Ad Hoc Subcommittee Vice Chair Blom, Commissioner George, Commissioner Moore Commissioner Moore reported there has been a recent call for artists and follow-ups are ongoing. In response to Chair Kandel’s inquiries, Cultural Arts Assistant Escareal-Garcia confirmed the call list will be forwarded to the entire Commission. She added there is also a script with basic information about the Exhibition. She offered her assistance if any Commissioners receive questions where they were unsure of the answer and requested any updated contact information from artists. She encouraged Commissioners to prioritize artists who participated in the last two Exhibitions. She requested the calls be made in April. Commissioner Moore agreed mid-April would be a good target for Commissioners to complete their phone calls. Mr. Mosher clarified he is addressing Item No. VII.B.8 at the moment and questioned whether the Cultural Arts Grants Ad Hoc Committee has completed its purpose and should be sunset. Vice Chair Blom agreed with Mr. Mosher. 10. Public Relations and Marketing Ad Hoc Subcommittee Chair Kandel, Vice Chair Blom, Secretary Ignatin Chair Kandel stated there is nothing current to report. 11. Sculpture Exhibition Ad Hoc Subcommittee Chair Kandel, Vice Chair Blom, Secretary Ignatin Chair Kandel stated there is nothing current to report. 12. Student Art Exhibition Ad Hoc Subcommittee Commissioner Kaufman Commissioner Kaufman was absent so there was no report. City Arts Commission Meeting March 13, 2025 Page 6 13. Newport Beach Arts Foundation Liaison Commissioner Moore Chair Kandel reported attending yesterday’s meeting and added registration is now open for Art in the Park. She stated they have had 10 applicants so far and are focusing on social media and sponsors. She added there will be a live band and there are also discussions about a beer and wine pavilion along with catered food. 14. Historical Resources Liaison Vice Chair Blom Vice Chair Blom reported the Historical Society meetings he attends focuses on Corona Del Mar (CdM) and not the whole City. They will have a table at the annual CdM Town Hall sponsored by the CdM Chamber of Commerce and the Residents’ Association. In response to Vice Chair Blom’s inquiry, the consensus was the Commission has similarly had a table in the past. Director Hartson agreed to get more information about this year’s meeting. Chair Kandel endorsed attending. Mr. Mosher reported Mayor Joe Stapleton has been having a regular historical presentation at City Council meetings with the video being available on the City’s website. He noted the Commission’s purview includes history and thought they would like to know if they did not already. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION, OR REPORT (NON-DISCUSSION ITEM) Commissioner Moore expressed concerns they will lose any unspent funds from FY 2024-25. Library Services Director Hartson offered to present a report of how staff plans to use the remaining funds. Commissioner Moore proposed holding a silent disco in the Sculpture Exhibition at sunset in the summer to increase Sculpture Exhibition attendance. In response to Commissioner Flanagan’s inquiry, Commissioner Moore stated they could start this before the end of FY 2024-25 and use their remaining funds. Chair Kandel referenced Commissioner Moore’s proposal at the last meeting for an Art Week in 2026 and stated they should form an Ad Hoc Subcommittee to conceptually discuss an Art Week further. In response to Chair Kandel’s inquiry, Library Services Director Hartson confirmed the Art Exhibition budget could be used for a silent disco in June because the Exhibition is in FY 2024-25. Director Hartson said staff, however, would need to take a look at a silent disco City Arts Commission Meeting March 13, 2025 Page 7 since the Newport Beach Art Exhibition takes a lot of staff time once the call opens. They are organizing the entire event. In response to Chair Kandel’s inquiry, Commissioner Moore stated her vision would be a silent disco separate from the Art Exhibition. Chair Kandel noted a silent disco could fall under the purview of the Music and Live Entertainment Ad Hoc Subcommittee and they can discuss the idea there to formalize a plan for June. Chair Kandel reported she and Commissioner Moore attended the Baroque Music Festival musical and encouraged others to attend their events. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS None X. ADJOURNMENT – 5:33 P.M. Chair Kandel adjourned the meeting. Approved by: Melissa Kandel