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HomeMy WebLinkAboutCAC 4-13-23 Approved Meeting MinutesCITY OF NEWPORT BEACH CITY ARTS COMMISSION MINUTES Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, April 13, 2023 – Regular Meeting City Arts Commission Members: Arlene Greer, Chair Maureen Flanagan, Vice Chair Leonard Simon, Secretary Wayan Kaufman, Commissioner Marie Little, Commissioner Barbara George, Commissioner Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant I. CALL MEETING TO ORDER Chair Greer called the City Arts Commission meeting to order at 5:00 P.M. II. ROLL CALL Commissioners Present: Chair Greer Vice Chair Flanagan Commissioner Kaufman Commissioner George Commissioner Little Secretary Simon (left meeting at 5:53 p.m.) Commissioners Absent: Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant III. NOTICE TO THE PUBLIC – Waived IV. PUBLIC COMMENTS None V. CONSENT CALENDAR A. Approval of Minutes of the March 09, 2023, City Arts Commission Meeting 1. Draft of 3/09/2023 Minutes Chair Arlene Greer called for edits of the draft minutes of the March 9 meeting and there were none. City Arts Commission Meeting April 13, 2023 Page 2 Library Services Director Melissa Hartson noted there was a correction on the Agenda, the minutes included in the meeting packet was for March 9, 2023, not February 8 as listed on the Agenda. Motion made by Commissioner Barbara George, seconded by Commissioner Marie Little, and carried (6-0-0-0) to approve the minutes of the City Arts Commission (CAC) Regular meeting on March 09, 2023. AYES: Greer, Flanagan, Simon, Little, Kaufman, George NOES: None. ABSTENTIONS: None. ABSENCES: None. B. Consent Calendar Items 2. Financial Report Review of financial information. Library Services Director Hartson directed the Commissioners to Handwritten Page 12 and explained that not much movement happened over the last month, and they are expecting the expenditures for the Art Exhibition and the Sculpture Garden to begin during the upcoming month. Maintenance work was completed for the Sunset Years Bench, which will also be seen in the next report. Motion made by Commissioner Leonard Simon, seconded by Commissioner George, and carried (6-0-0-0) to approve the financial report. Corona del Mar resident Lauren Curran provided public comment and asked if information was available for the most effective Return on Investment (ROI) advertising that has been used. Library Services Director Hartson answered they do not have ROI data from advertising, it is a means in which they rely for reaching the community outside of internal flyers and banners. Due to the continued increase in advertising costs, careful consideration is given for the best way to market specific campaigns. 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 introduced Rebecca Lightfoot as the newly promoted Library Services Manager. The position has been vacant for several years. Photo-realistic oil paintings are now on exhibit in the lobby gallery. The paintings are familiar places within the City. Colleen Johns’ work will be added on May 1, 2023 and there will be an artist reception on Saturday, May 6 from 3-5 p.m. Rick Stein from Arts Orange County (Arts OC) informed staff that Got Juice is no longer available for exhibition, so Arts OC reached out to the first alternative, One Another by Maxwell Carraher. It was very disappointing due to the effort put into acquiring Got Juice, from start to finish. Chair Greer commented she would like the Commission to consider revising the artist contract to prevent this from happening again in the future, both due to the efforts involved City Arts Commission Meeting April 13, 2023 Page 3 with acquiring Got Juice and how far along in the approval process it had moved. The Commission understands things can come up and is willing to make adjustments, however, there needs to be changes made to mitigate this type of situation from happening, particularly when work has been approved and the public online survey completed twice. Disappointments such as these are disheartening, not only for the community but for the staff and the Commission as well. The first time Got Juice was delayed it was damaged in transport, the second time it was sold. Library Services Director Hartson stated the contract had not yet been signed when the sculpture was pulled. Vice Chair Maureen Flanagan commented it is hard on the City, and the Commission when this happens but it is difficult to make those type of constraints due to it being so difficult for an artist to earn a living. Commissioner Wayan Kaufman agreed with Vice Chair Flanagan and added that is why there is a number of alternates. Chair Greer commented that it’s unfortunate for the public because they were the ones who selected the piece and not the alternates, and requested the Commission give this some thought for future consideration. Commissioner Little commented that Got Juice was actually selected by the community the first time but not the second time. It was brought back the second time as a result of the Art Commission’s request. Most artists struggle and while she agrees the Commission has a lot of choices to make, she doesn’t believe it’s that much of a problem to utilize alternates. Commissioner George stated she understands the struggling artist argument however, she would never submit a piece and then rescind it, and it isn’t fair to the community who were really looking forward to seeing Got Juice. However, it should be in the contract that once an artist has agreed the piece will be on exhibit, the piece will stay on exhibit for the length of time that was agreed upon. Commissioner Little stated this hasn’t happened often considering all the pieces that have been on exhibit for all the years over time. Chair Greer commented that Library Services Director Hartson did state that the contract had not yet been signed, but everyone seemed in agreement that the contracts should be reviewed to potentially mitigate this from happening in the future. Another issue is work that is being withdrawn early. Chair Greer requested this be a topic of discussion on the next agenda, due to this particular piece being withdrawn, which will also notify the community and will give them the opportunity to attend the meeting and submit public comment. Commissioner Simon commented that this item should not be brought forward on a future agenda because the fact remains the artist did not yet sign the contract and legally, they cannot dictate what an artist does with their work, particularly if an item is sold, an artist makes their living selling their work. City Arts Commission Meeting April 13, 2023 Page 4 Chair Greer stated her request stands, if for no other reason than to give the opportunity to express their opinion. She stated it’s not the Commission’s responsibility to determine the credibility of vendors, however it is their responsibility to uphold the integrity of the program, allow the community to express an opinion, and try to mitigate it from happening again, therefore, the topic deserves a discussion and possible review. Library Services Director Melissa Hartson continued her report stating that the upcoming calendar of events can be found on packet page 15. The biggest item on the calendar is the call for artists which is open through May 26 for the Newport Beach Art Exhibition. Chair Greer called for public comments. Motion made by Commissioner Simon, seconded by Vice Chair Flanagan, and carried (6-0-0-0) to approve Consent Calendar as submitted by the City staff. AYES: Greer, Flanagan, Simon, Little, Kaufman, George NOES: None. ABSTENTIONS: None. ABSENCES: None. VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Review and Consideration for the Acquisition of Art The Art in Public Spaces Ad Hoc Subcommittee recommends that the City Arts Commission review and approve their recommendation to not accept an offer of purchase for Marisabel Bazan’s The Migration of My Dreams and Michael McLaughlin’s Woodpeckers, and not accept an offer of donation for Adrian Susnea Litman’s Celestial Carousel. Chair Greer stated the ad-hoc committee information can be found on packet page 16. Library Services Director Hartson reported the Art in Public Spaces ad-hoc subcommittee met to review an offer for purchase for two sculptures and an offer for donation for a sculpture from Phase VI. Art maintenance is costly, and the financial burden is more than what is available to upkeep art for longer than a two-year period in the current environment. The concept of the Sculpture Exhibition in Civic Center Park is rotational in nature, which is a much more cost-effective way to have exhibits for the public and is what enables the City to include it in their budget. When displays are made permanent, history has shown with other sculptures, artists have had to come back in and maintain the piece. In addition, the current fiscal year does not have the money available to purchase the two pieces. Motion made by Commissioner Simon, seconded by Vice Chair Flanagan, and carried (6-0-0-0) to approve the ad-hoc committee and staff recommendations. AYES: Greer, Flanagan, Simon, Little, Kaufman, George NOES: None. ABSTENTIONS: None. ABSENCES: None. City Arts Commission Meeting April 13, 2023 Page 5 B. Monthly Reports 5. Newport Beach Art Exhibition Ad Hoc Subcommittee Commissioners Arlene Greer, Maureen Flanagan, and Leonard Simon. Chair Greer reported the ad-hoc committee met with staff regarding the planning, scheduling, and status of the Newport Beach Art Exhibition. They are in the process of contracting with vendors for the food, music, children’s activities, the party rentals for the food pavilion on the Green and the exhibition room and plaza. The pavilion on the Green contract is being worked on by staff. Chair Greer reviewed the schedule of events and confirmed that Council Chambers had been reserved for the awards ceremony. Phase VIII of the Sculpture Garden will be ready for viewing by the community. Chair Greer inquired of the status of publicity for the event. Cultural Arts Assistant Camille Escareal-Garcia responded that staff are working on the final push for the call for entries and the marketing specialist is working on the campaign for the event to include a schedule of activities. Chair Greer asked for details on the publicity efforts that will take place for the call for entries and the event. Cultural Arts Assistant Escareal-Garcia stated ads had gone out to three news publications for the call for entries. There will be a similar ad for the public attendance portion, but it is a separate ad design. A request has been submitted for banners throughout the City, pending the date requirements from the staff who organize the banners. In addition to the calls the commissioners have been making to artists, staff had begun reaching out to artists from the Balboa Island Art Walk and Laguna Plein Air Association. Approximately 150 emails have been sent thus far with an expectation that a total of 200 emails will be sent. They hope to fill the community room with participants. A digital flyer was sent to artists when the Commissioners started making the phone calls. An e-blast was sent to past registrants with a summary of Cultural Art Events, and flyers have been distributed throughout the Library and City Hall. Commissioner Simon inquired how many artists have responded and if there were statistics available as to how many artists wait until the last minute to sign up; if that information is not at hand, it might be worth it to do the research. Chair Greer stated the information might be available in the 2022 September or October City Arts Commission meeting minutes, however, the last time they did the Art exhibition was in 2019. Cultural Arts Assistant Escareal-Garcia replied she could go back and look that information up. Commissioner Little stated that every year there does tend to be a push in the last week. Chair Simon commented that would be a good reason to not give up and keep sending the e-blast out. Chair Greer asked Commissioner Little what her experience was with last minute registrants. City Arts Commission Meeting April 13, 2023 Page 6 Commissioner Little replied she didn’t know specific years, but she’s had several people in her phone calls say they may wait until later to sign up or that they were waiting until the last 10 days. The Newport Beach Art Foundation board members have said they also generally wait until the last minute to submit applications. Chair Greer asked that the Commissioners not wait until the last minute to make their phone calls. Currently she counted 34 artists and 45 artworks that have signed up and requested confirmation on those numbers. Cultural Arts Assistant Escareal-Garcia responded that she does not have the exact number on hand, however those counts were close to what she recalled. Commissioner Kaufman inquired how many they had by June in 2019. Cultural Arts Assistant Escareal-Garcia replied that she was not sure if she could get that type of specific data due to the applications not having a specific date in which they get submitted, she would need to research what data would be available and could provide an update in the May meeting. She also mentioned this is the first year they are not doing a two-year age limit for artwork. In past exhibitions, many artists were still making their pieces until the last minute. This change will provide a great opportunity to capture the type of data the Commissioners are seeking. Chair Greer stated that in all the years she’s been involved in the exhibition the lowest number they had was 130 artists with 220 pieces; and even though the numbers right now seem low, this year the Garden will also have Phase VIII complete. If it ends up being a small event, it can be used for learning purposes for future events. Library Services Director Hartson also noted that the applications do have the question of how the artists heard about the event so they will be able to capture that as a gage for the effectiveness of the marketing campaigns. Vice Chair Flanagan suggested sending a reminder e-blast out 30 days prior to the event. Commissioner Simon noted that 30 days may be too far in advance and suggested two to three weeks prior to the event. The other Commissioners agreed. Chair Greer mentioned that they are also competing with other surrounding cities summer exhibitions and provided a breakdown of the number of artist applications that have been received to date, and corrected her prior numbers, 34 artists have submitted applications for 61 pieces of art. Chair Greer also questioned if artists are hesitating to apply if they believe they have to have a resale license number to sell their work, even though all sales would be going through the Arts Foundation. Chair Little stated that should not be a deterrent as most artists who earn a living selling art should already have a resell license. Chair Greer commented that if an artist doesn’t sell a minimum amount of art, most do not have a resale license due to the cost and the time and effort in processing the license requirements. Chair Greer suggested staff research what’s involved with the resale numbers being required and check with the requirements of State Law. City Arts Commission Meeting April 13, 2023 Page 7 Commissioner Little suggested that isn’t within the Commissions purview. Chair Greer clarified she was looking specifically for if that was preventing artists from submitting applications. Commissioner Little stated the majority of no’s from her calls were more due to the prior year’s events being cancelled. Chair Greer continued her report and ask the Commissioners to continue calling their lists and ask the artists to follow up with Cultural Arts Assistant Escareal-Garcia if they haven’t received an application yet. The Newport Beach Arts Foundation voted unanimously to donate $2,500 to support this years Newport Beach Art Exhibition. This will be very helpful in keeping within the budget. Chair Greer asked how many Commissioners will be able to attend the ceremony. All the Commissioners stated they would be there; some were not sure about their spouses. Chair Greer stated the Art Foundation board members will be present to help with the event on Friday June 23. She will begin a list to make sure all shifts are covered. The times to submit art will be from 3:00 p.m. to 6:00 p.m. on Friday afternoon. The orientation will be at 2:30 p.m. for those who haven’t volunteered before. Saturday morning art can be submitted from 8:30 to 10:00 a.m. The Newport Beach Art Foundation Treasurer Dan Weddell has offered to manage the sales of the art that day, and the artists have all agreed to give 20% of their sales to the Newport Beach Art Foundation to support the City Art Commission (CAC) programming. Vice Chair Flanagan commented that several of the Art Foundation board members will be staying on, but they are looking for a new secretary. The slate was introduced at the last meeting, and they will be voting on it at May’s meeting. Chair Greer passed around the slate information for the new board members and positions that will be up for vote. The Commission opened the item up for public comment. Corona del Mar resident Lauren Curran requested a recap of the number of pieces that have currently been submitted for display. Chair Greer answered 34 artists have submitted applications for 61 pieces of art. 6. Newport Beach Arts Foundation Liaison Commissioners Maureen Flanagan and Arlene Greer. Chair Greer reported that the Newport Beach Arts Foundation meeting was attended by herself and Vice Chair Flanagan. Former Commissioner McNulty introduced businesswoman Vanessa Moore and artist Kristen Nassif, both with extensive community art experience, and both have joined the Newport Beach Arts Foundation. Meghan McNulty also reported that Councilman Joe Stapleton signed up as a new member. Newport Beach Arts Foundation Treasurer Dan Weddell reported that donations thus far have been approximately $26,000 with $400 in donations from last month. The Foundation Board unanimously approved the City Arts Commission funding and inquired if that money would stay if it was unused. City Arts Commission Meeting April 13, 2023 Page 8 Library Services Director Hartson replied she would have to look into that. Chair Greer stated, if possible, they would like the unused portion of the money to go toward the honorariums. Commissioner Simon commented that they might be able to wait until they see if they need it before accepting the check. Library Services Director Hartson commented that the timing is very tight since the exhibition is six days before the end of the Fiscal Year. She will look into the deadline for accepting those funds, and most of the invoices will be in-hand prior to the Newport Beach Art Exhibition. Chair Greer asked if it would be possible to cover that in a Committee meeting. Library Services Director responded she could do that. Chair Greer continued with her report stating that consultant Andrew Brosche has been retained by the Arts Foundation to manage Art in the Park and is working with President Carmen Smith and the Vice President Pat Jorgenson. The Art in the Park event is scheduled for Saturday September 23 from 10-4 p.m. in City Civic Center Park. They depend on the CAC to help with the event. Foundation President Carmen Smith and Vice Chair Pat Jorgensen have signed up to help with a docent tour of the Sculpture Garden and thanked Cultural Arts Assistant Escareal-Garcia for making that happen. The Echo Beach Film Screening has been postponed until after the election of the Newport Beach Arts Foundation Board at the beginning of the Fiscal Year, and after the slate of new leadership has been voted and seated. The Commissioners have all received an invitation to the Colleen Johns Reception. There were no public comments. VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) The following current business items were recommended for the May CAC agenda: • Discussion of process for call for entries of the Sculpture Exhibition, the contract process, and how to ensure that artwork is not pulled out or sold upon confirmation of installation into Civic Center Park. • Discussion of the procedures required to include the Utility Boxes in next year’s budget. Chair Greer informed Commissioner Simon that Utility Boxes were discussed at the prior meeting and currently there are no funds available to continue with that during the current Fiscal Year. The maintenance for the Sunset Years Bench, CAC professional services and much of the Art Exhibition expenses have not yet been deducted from this year’s budget. It may be something to keep in mind for next year. Chair Greer suggested Commissioner Simon contact the Costa Mesa Art Commission Chair, Charlene Ashendorf, as Costa Mesa has had a lot of success with their Utility boxes. City Arts Commission Meeting April 13, 2023 Page 9 Chair Simon stated Public Works has done this prior, he’s just interested in what needs to happen from a procedural standpoint on introducing a utility box art program as an item for next year’s budget. Commissioner Little commented to Chair Greer’s point, Costa Mesa has done many utility boxes and Charlene Ashendorf’s input would be very valuable. Commissioner Simon exited the meeting. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Laura Curran, Corona del Mar resident, welcomed the Commissioners to attend the Corona Del Mar Residents Association meetings on the third Thursdays every month at Oasis, 7:30 a.m. They have regular newsletters and an active Facebook page; they would be able to help promote CAC events. She has a passion for showcasing the local plant life within the Civic Center Garden, it’s such a treasure for the community and requested the Commission consider quick wins to help the public be informed about the Garden as the foundation for the park and help the community explore the Garden. Another thing to consider is how to partner with different resources to provide more interpretive resources for the public when they attend opening events or other arts events. She suggested possibly working with Parks and Recreation to train more docents. Chair Greer stated she found out about the Corona Del Mar Residents Association the night before, the annual meeting is scheduled for May. She requested staff inform the Arts Foundation of the event and requested they all be seated at the same table. Laura Curran stated she believed it had been rescheduled for June, she would find out and let Chair Greer know the exact date and time. Director of Library Services Hartson stated it’s on the calendar for June 7. IX. ADJOURNMENT – 6:06 p.m. The next meeting for the City Art Commission is scheduled for May 11, 2023. Approved by: Arlene Greer