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HomeMy WebLinkAboutCity Arts Commission 06-08-2023 Agenda PacketCITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Public Library - Central 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, June 8, 2023 – 5:00 PM City Arts Commission Members: Arlene Greer, Chair Maureen Flanagan, Vice Chair Leonard Simon, Secretary Wayan Kaufman, Commissioner Marie Little, Commissioner Barbara George, Commissioner Vacancy Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant The City Arts Commission meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the City Arts Commission agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Commission and items not on the agenda but are within the subject matter jurisdiction of the City Arts Commission. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The public can submit questions and comments in writing for the City Arts Commission to consider. Please send them by email to the Library Services Department at ArtsCommission@newportbeachca.gov by Wednesday, June 7, 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. Page 1 I.CALL MEETING TO ORDER II.ROLL CALL III.PRESENTATION 1.Presentation of the FY 2022-23 Cultural Arts Grants The City Arts Commission will present the Fiscal (FY) 2022-23 Cultural Arts Grants awards: •Backhausdance ($3,000) •Balboa Island Improvement Association ($3,000) •Baroque Music Festival, Corona del Mar ($5,000) •The Laguna Playhouse ($5,000) 1 City Arts Commission Meeting May 11, 2023 Page 2 • Pacific Chorale ($4,500) • Pacific Symphony ($5,000) • South Coast Repertory ($4,500) 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. 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 May 11, 2023, City Arts Commission Meeting 2. Draft of 05/11/2023 Minutes B. Consent Calendar Items 3. Financial Report Review of financial information. 2 City Arts Commission Meeting May 11, 2023 Page 3 4. Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. VII. CURRENT BUSINESS A. Items for Review and Possible Action 5. Revisions to Council Policies I-9 through I-12 The City Council Policies Review Ad Hoc Subcommittee requests the City Arts Commission review and approve their revision recommendations of City Council Policies I-9 Art in Public Places and I-11 Acquisition of Art by the City of Newport Beach in accordance with a resolution adopted by City Council at their September 13, 2022 regular monthly meeting. 6. Review of Phase VIII Sculpture Exhibition Timeline Staff will present Arts Orange County’s 2022-23 Phase VIII Sculpture Exhibition timeline for the City Arts Commission to review and discuss in preparation for the Phase IX Sculpture Exhibition timeline. 7. Docent Program for the Native Plants and Sculpture Exhibition in Civic Center Park Vice Chair Maureen Flanagan will provide an oral report recapping a meeting she attended regarding a new docent program highlighting the native plants and Sculpture Exhibition in Civic Center Park. B. Monthly Reports 8. Newport Beach Art Exhibition Ad Hoc Subcommittee Commissioners Arlene Greer, Maureen Flanagan, and Leonard Simon 9. Utility Box Art Ad Hoc Subcommittee Commissioners Leonard Simon and Maureen Flanagan 10. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee Commissioners Maureen Flanagan and Arlene Greer VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) 3 City Arts Commission Meeting May 11, 2023 Page 4 IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the City Arts Commission. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. X. ADJOURNMENT 4 CITY OF NEWPORT BEACH CITY ARTS COMMISSION MINUTES Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Wednesday, May 11, 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 DRAFT I. CALL MEETING TO ORDER Chair Greer called the City Arts Commission meeting to order at 5:01 P.M. II. ROLL CALL Commissioners Present: Chair Greer Vice Chair Flanagan Secretary Simon Commissioner Kaufman (arrived at 5:05 p.m.) Commissioner George Commissioner Little 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 April 13, 2023, City Arts Commission Meeting 1. Draft of 4/13/23 Minutes Chair Arlene Greer called for edits of the draft minutes of the April 13 meeting. 5 City Arts Commission Meeting May 11, 2023 Page 2 Chair Greer noted on packet page 10, paragraph 5, sentence 7 that the following line should be removed, “The Arts Foundation will also join the City Arts Commissioners in handing out awards.” Jim Mosher, Newport Beach resident, noted that the header in the April 13 minutes had the date of the March meeting. Motion made by Vice Chair Maureen Flanagan, seconded by Secretary Leonard Simon, and carried (6-0-0-0) to approve the minutes of the City Arts Commission (CAC) Regular meeting on April 13, 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. Chair Greer directed the Commissioners to packet page 13 for the financial report. Library Services Director Melissa Hartson reported the Commission is on track with spending for the Fiscal Year. The Sculpture Garden Phase VIII payments to Arts Orange County have been disbursed and soon the Phase VII and VIII Artists Honorarium payments will also be reflected. Some of the posts have been made for the Newport Beach Art Exhibition, staff are working with the City’s Finance Department to ensure they meet the deadline for everything to be posted accordingly. The City Cultural Arts Grants have been processed and will be reflected in next month’s report. Chair Greer inquired about the check from the Newport Beach Arts Foundation. Library Services Director Hartson confirmed that is another post that will be reflected in the June Financial report. Secretary Simon questioned the Sculpture Garden budget being $135,000 and $145,000 is reflected as being spent. Library Services Director Hartson explained what’s reflected are the remaining available funds. The only expenses currently to date have been for the management of Phase VIII which total $119,000, plus $50,000 for the honorariums. The encumbrances that will be carried forward will be posted at the end of this Fiscal Year and will not be reflected in next year’s budget. Secretary Simon inquired about the $19,000 yet to be spent under the Programming Category. Library Services Director Hartson responded that those funds will be allocated towards the Art Exhibition. 6 City Arts Commission Meeting May 11, 2023 Page 3 Motion made by Secretary Simon, seconded by Chair Greer, and carried (6-0-0-0) to approve the financial report. 3. Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. Library Services Director Hartson reported that in April they wrapped up the Janet Steele exhibit. Colleen Johns’ work has been installed and will be on display for the next two months. Some routine maintenance has been done on the bench for Sunset Years, a couple pictures were added to the report showing the bench before and after maintenance. Upcoming events include the Fiscal Year (FY) 2022-23 Grants Award Ceremony in June and the return of the Newport Beach Art Exhibition. The Grand Opening of the Sculpture Garden Phase VIII will be folded into a day in celebration of the arts with the Art Exhibition. Installation is happening two weeks prior to the Exhibition. Call for entries will be wrapping up at the end of May. The Exhibition is scheduled on June 24, 2023. Commissioner Marie Little inquired about how many artists and pieces have been entered to date. Chair Greer stated she will include the total number in her report for the Art Exhibition Ad Hoc Subcommittee. Chair Greer called for public comments. Motion made by Commissioner George, seconded by Chair Greer, and carried (6-0-0-0) to approve the Cultural Arts Activities report. AYES: Greer, Flanagan, Simon, Little, Kaufman, George NOES: None. ABSTENTIONS: None. ABSENCES: None. Motion made by Commissioner Barbara George, seconded by Secretary Leonard Simon, 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. 7 City Arts Commission Meeting May 11, 2023 Page 4 VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Utility Box Art Pilot Program Discussion Staff recommends that the City Arts Commission discuss the feasibility of a Utility Box Art Pilot Program. Chair Greer stated the ad-hoc subcommittee information can be found on packet page 17. Library Services Director Hartson reported this item was discussed and suggested the Commission consider creating an Ad Hoc subcommittee to review other cities’ utility box art programs. This isn’t a new concept, and a number of cities participate in the program in a variety of ways. The subcommittee could review the different proposals to see which would work best for Newport Beach. Public Works installed utility box art at the new fire station, the cost for that was just over $4,000 for the two boxes. Things to consider in the proposal include the themes, content, guidelines, artist eligibility, possible honorariums, and application requirements. Additionally, they need to consider how to select artists and how long the art will be on display. It is recommended that that the vinyl wraps can withstand approximately five (5) years. Maintenance and funding will also need to be considered. There are a number of cities who use different program structures, the Arts Commission is in a position to piece together what will work best for their City prior to submitting a recommended proposal to City Council. Secretary Simon inquired if the art would ultimately be installed by Public Works and if there would be an interdepartmental charge for it. Library Services Director Hartson explained they would have to work with Public Works due to the fact that the utility boxes belong to them. Secretary Simon suggested reaching out to Public Works for an inquiry as to what that may cost if the program were to come to fruition. Additionally, it may be prudent to inquire from other city utility entities that already have the program in place for an estimate of their costs and expressed an interest in being part of the Ad Hoc Subcommittee. Chair Greer indicated the Subcommittee would likely help with a lot of the research on the other city programs as time is limited for staff. Commissioner George inquired about the $4,000 cost of the two boxes for the fire station, what it included and who funded it. Library Services Director Hartson explained the $4,000 was what it cost to get the art put on the boxes, she is not aware of the detailed breakdown, and the funding was incurred by Public Works. Secretary Simon suggested trying to get the detailed breakdown from Public Works of the $4,000 so not to reinvent the wheel. 8 City Arts Commission Meeting May 11, 2023 Page 5 Commissioner Little didn’t feel Public Works would have the staff to create the art, and envisioned a professional would need to be acquired to complete the work. Library Services Director Hartson replied that Commissioner Little was correct, Public Works staff did not install the art, they hired the installers. Chair Greer suggested this would likely work much like the call for entries for the Sculpture Garden and hoped the Utility Box Art Ad Hoc Subcommittee would do some research and come back with the information, and inquired if this would need City Council approval. Library Services Director Hartson answered that this program would require City Council approval. Secretary Simon inquired if it would be included in the upcoming budget. Library Services Director Hartson explained the upcoming budget has already been drafted, they would have to work within the Commission’s framework of funding. According to the City Manager’s approved budget, it will remain flat over the next year. Program enhancements were submitted, however they were not approved, so the Commission will be working within the same budget as the current Fiscal Year. They will have to get creative with funding. Chair Greer inquired which budget amount would be available for the Cultural Arts Grants. Library Services Director Hartson responded she believed it was $30,000. Chair Greer stated that from 2011 through 2019 they always had $40,000 and it was lowered to $30,000 and with the rate of inflation, it will be difficult to work within the Cultural Arts grants. Library Services Director Hartson stated there was a valiant effort in raising the budget. Chair Greer proposed appointing Secretary Simon to chair the Utility Box Art Ad Hoc Subcommittee and requested a volunteer to be a second member. Vice Chair Flanagan volunteered. Chair Greer announced that Vice Chair Flanagan and Secretary Simon would be the Utility Box Art Ad Hoc Subcommittee members and requested public comments. Jim Mosher, Newport Beach resident, commented he just came from a Finance Committee meeting for the City Budget, and it has not yet been approved by City Council, there may still be time to lobby for more funding. He believes a wrap is a much better idea than letting artists paint directly onto the boxes for a host of reasons. He attended a meeting of the Costa Mesa Sanitary District, and they are responsible for some of the wrapped utility boxes in Costa Mesa. Their city started the program first, the Sanitary district has a small group that works on their program, and suggested they would be a great resource for information, as well as their City Manager. 9 City Arts Commission Meeting May 11, 2023 Page 6 Chair Greer commented that Charlene Ashendorf is the City Arts Commission Chair for Costa Mesa and would be a great resource, and believed Library Services Director Hartson knows her well. B. Monthly Reports 5. Newport Beach Art Exhibition Ad Hoc Subcommittee Commissioners Arlene Greer, Maureen Flanagan, and Leonard Simon. Chair Greer reported the 2023 Art Exhibition is in process and has registered 56 artists with 97 artworks. The City Arts Commission is accepting applications through Friday, May 26 at 5:00 p.m. The Exhibition is scheduled to begin Saturday, June 24 with the artwork displayed in and just outside of the Community Room. Mayor Blom has agreed to assist the Art Commission with presenting the awards at the awards ceremony in the Council Chambers at 4:30 p.m. The artists will meet and greet the community and talk about their artworks in the Community Room. Childrens activities by Arts in Motion will be onsite and the Library’s Friends of the Library will be there that day to sell books. The City Arts Commission Pavilion on the Green is an opportunity to enjoy activities on the Green with friends and artists, music will be provided by John DePatie and his band. Food will be available for purchase and catered by the Bistro Express cafe. The artwork will be available for sale and a portion of the proceeds will be donated to the Newport Beach Arts Foundation to support programming for the City Arts Commission. They are looking forward to the community joining them and celebrating the event and perhaps enjoying the lobby gallery exhibit of Colleen Johns and her beautiful oil paintings. Everything extends from the City Park down to the library. Chair Greer thanked Vice Chair Flanagan and Secretary Simon for the work they’ve contributed thus far, in addition to Cultural Arts Assistant Escareal-Garcia and Library Services Director Hartson. She strongly urges the Commissioners who have not submitted their artist lists to provide an update that can be distributed by staff along with the list of artists that have already been approved, for cross-referencing by the Commission and as a way to note how their efforts have been fruitful. Library Services Director Harston replied staff could do that. Commissioner Barbara George commented that her list includes artists that are no longer in service, that may also be useful for an update. Commissioner Little stated she did the same but did not bring the list for the meeting. The Commission opened the item up for public comment. 6. Newport Beach Art Foundation Liaison Commissioners Maureen Flanagan and Arlene Greer. Chair Greer reported that there isn’t much to report and passed around some of the artwork for Art In The Park for review. It’s available through the Newport Beach Art Foundation, they did a great job. The consultant they hired is doing a great job. She is very impressed with the response to email blasts and many people attended the most recent meeting. Jeff Dunn is a local artist, and he was asked to submit work for the Art Exhibition. Both he and Amelia Wynn have joined membership to the Art Foundation. Mrs. 10 City Arts Commission Meeting May 11, 2023 Page 7 Kennedy, who has a master’s in arts and business, has joined the Board and has been nominated on the slate for Secretary. Commissioner George commented that Mrs. Kennedy has a gallery on Irvine and Seventeenth, near Kean’s Coffee. Secretary Simon inquired who is the Board President on the slate. Chair Greer replied that would be her. She was flattered that they asked, however after speaking with the City Attorney, she will have to let them know that would be a conflict of interest in accepting anything before her last day as Chair on the City Art Commission, which is June 30, 2023. Everyone is working very hard over there. They have big sponsors and are increasing their rates. Thus far they have 21 people who have signed up for Art in the Park. As early as it is, that’s a great start. Last year they had just over 100 artists. Their publicity marketing is very impressive. Vice Chair Flanagan stated the slate for the Board is Chair Greer for President, Jeff Herdman for Vice President, Mrs. Kennedy for Secretary and Social Media PR is Megan McNulty. The election was held last night. Chair Greer suggested handouts for the Art Exhibition at the Balboa Art Walk on May 21, 2023. Cultural Arts Assistant Escareal-Garcia replied she’s already had flyers made; she will give some to the Commissioners who will be attending the Balboa Art Walk. 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 June 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. • Utility Boxes Art Ad Hoc subcommittee report. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None IX. ADJOURNMENT – 5:35 p.m. The next meeting for the City Art Commission is scheduled for June 8, 2023. 11 As of May 31, 2023 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.00 01060603-841004 07/08 DJE Sound & Lighting, Inc.3,646.25 56,853.75 COTG Sound (Billy Nation) 07/08 Tracy Kiggen / ARTovator 629.00 56,224.75 COTG Children's activities (Billy Nation) 07/15 Adam Shapiro 3,250.00 52,974.75 COTG Billy Nation 07/29 Tracy Kiggen / ARTovator 629.00 52,345.75 COTG children's activities (Young Guns) 07/31 LA Times Media Group 200.10 52,145.65 COTG marketing ads 07/31 Gotprint.com 223.12 51,922.53 Concert at Marina Park banners 08/05 Office Depot 27.13 51,895.40 Student Art Exhibition supplies 08/05 Office Depot 115.92 51,779.48 Student Art Exhibition supplies 08/05 DJE Sound & Lighting, Inc.3,646.25 48,133.23 COTG Sound (Young Guns) 08/05 Eric David Sage 3,250.00 44,883.23 COTG Young Guns 08/31 Gotprint.com 497.92 44,385.31 Sculpture Exhibition Brochures 08/31 Stu News Newport 225.00 44,160.31 Sculpture Grand Opening Ads 08/31 Stu News Newport 100.00 44,060.31 COTG marketing ads 08/31 Stu News Laguna 100.00 43,960.31 COTG marketing ads 08/31 Stu News Laguna 300.00 43,660.31 COTG marketing ads 08/31 Stu News Newport 150.00 43,510.31 COTG marketing ads 08/31 LA Times Media Group 200.10 43,310.21 COTG marketing ads 08/31 Stu News Laguna 150.00 43,160.21 COTG marketing ads 08/31 Stu News Laguna 300.00 42,860.21 COTG marketing ads 08/31 Gotprint.com 81.41 42,778.80 Marina Park rack cards 08/31 Gotprint.com 81.41 42,697.39 Marina Park rack cards 09/02 Robert John Bielma 2,200.00 40,497.39 COTG Britain's Finest 09/02 DJE Sound & Lighting, Inc.3,646.25 36,851.14 COTG Sound (Britain's Finest) 09/02 Tracy Kiggen / ARTovator 631.00 36,220.14 COTG children's activities (Britain's Finest) 09/16 Amazon.com 186.77 36,033.37 Student Art Exhibition supplies 09/30 Gotprint.com 140.10 35,893.27 Banners for Concert at Marina Park 09/30 Stu News - Laguna 100.00 35,793.27 COTG marketing ads09/30 Stu News - Laguna 100.00 35,693.27 Marina Park Concert Ad 09/30 LA Times Media Group 200.10 35,493.17 COTG marketing ads 09/30 LA Times Media Group 200.10 35,293.07 Marina Park Concert Ad 10/03 Amazon.com 18.63 35,274.44 Student Art Exhibition supplies 10/28 Amazon.com 14.57 35,259.87 Student Art Exhibition supplies 11/30 WESTAF (Paypal)150.00 35,109.87 CallforEntry (CaFE) Renewal Fee 12/02 Amazon.com 74.91 35,034.96 Student Art Exhibition supplies 12/02 Amazon.com 14.64 35,020.32 Student Art Exhibition supplies 11/30 Amazon.com 16.17 35,004.15 Student Art Exhibition supplies 12/16 Amazon.com 29.20 34,974.95 Student Art Exhibition supplies 12/16 Amazon.com 21.41 34,953.54 Student Art Exhibition supplies 01/31 Ralphs 525.00 34,428.54 Student Art Exhibition gift cards 02/28 Fund Adjustment 14,000.00 20,428.54 Funds moved to Sculpture Garden 04/21 Alliant Insurance Service 1,254.00 19,174.54 Insurance for Cultural Arts events 05/26 Amazon.com 29.08 19,145.46 Art Exhibition prize ribbons TOTAL 19,145.46$ City Grants 30,000.00 01060603-821006 05/12 Pacific Chorale 4,500.00 25,500.00 FY 2022-23 Cultural Arts Grants 05/12 Baroque Music Festival, CdM 5,000.00 20,500.00 FY 2022-23 Cultural Arts Grants 05/12 South Coast Repertory 4,500.00 15,500.00 FY 2022-23 Cultural Arts Grants 05/12 Balboa Island Improvement Association 3,000.00 11,000.00 FY 2022-23 Cultural Arts Grants 05/12 Pacific Symphony 5,000.00 8,000.00 FY 2022-23 Cultural Arts Grants 05/12 Backhaus Dance 3,000.00 3,000.00 FY 2022-23 Cultural Arts Grants 05/12 Laguna Playhouse 5,000.00 0.00 FY 2022-23 Cultural Arts Grants TOTAL -$ FY 2022-23Cultural Arts Division 06/02/2023 1 of 2 12 As of May 31, 2023 ACCT NAME / # BUDGET DATE VENDOR EXPENSES BALANCE NOTES FY 2022-23Cultural Arts Division Professional Services 22,000.00 01060603-811008 07/29 Svartifoss Corp.340.00 21,660.00 Art Installation (Rob Williams) 08/19 TAVD Visual Assistant 204.75 21,455.25 Transcription Minutes (07/14) 08/26 Crown Building Services Inc 825.00 20,630.25 Ben Carlson & Sphere 112 cleaning 09/16 TAVD Visual Assistant 83.25 20,547.00 Transcription of Minutes (08/11) 09/23 Svartifoss Corp.325.00 20,222.00 Art Installation (Shant Beudjekian) 10/21 Restoration ARTechs 900.00 19,322.00 Cleaning of Bronze Sculptures 10/21 TAVD Visual Assistant 90.00 19,232.00 Transcription of Minutes (09/08) 10/28 Universal Building Maintenanc 600.00 18,632.00 COTG Maintenance (July-September) 11/07 TAVD Visual Assistant 117.00 18,515.00 Transcription of Minutes (10/10) 11/11 Crown Building Services Inc 825.00 17,690.00 Ben Carlson & Sphere 112 cleaning 11/18 Svartifoss Corp.250.00 17,440.00 Art Installation (Helen Polins-Jones) 12/23 TAVD Visual Assistant 216.00 17,224.00 Transcription of Minutes (11/10) 12/31 Image360 Southbay 105.82 17,118.18 Sculpture Exhibition Phase VII Plaques 01/20 Svartifoss Corp.350.00 16,768.18 Art Installation (Sandra Pipkin) 01/27 TAVD Visual Assistant 258.75 16,509.43 Transcription of Minutes (12/08) 02/24 TAVD Visual Assistant 258.75 16,250.68 Transcription of Minutes (01/12) 02/24 Crown Building Services Inc 825.00 15,425.68 Ben Carlson & Sphere 112 cleaning 02/28 Fund Adjustment 10,000.00 5,425.68 Funds moved to Sculpture Garden 03/10 Svartifoss Corp.225.00 5,200.68 Art Installation (Janice Steele) 03/17 TAVD Visual Assistant 425.25 4,775.43 Transcription of Minutes (02/09) 04/21 TAVD Visual Assistant 270.00 4,505.43 Transcription of Minutes (03/09) 04/28 Joseph Colagross 840.00 3,665.43 Sunset Years Bench Refurbishment 05/12 TAVD Visual Assistant 150.75 3,514.68 Transcription of Minutes (04/13) TOTAL 3,514.68$ Sculpture Garden 135,000.00 1800012-811059 11/21 Fund Adjustment (10,000.00)145,000.00 NBAF Gift Added 12/16 Arts Orange County 3,888.88 141,111.12 Phase VIII Management (1 of 9) 12/16 Arts Orange County 3,888.88 137,222.24 Phase VIII Management (2 of 9) 02/03 Arts Orange County 3,888.88 133,333.36 Phase VIII Management (3 of 9) 02/10 Arts Orange County 3,888.88 129,444.48 Phase VIII Management (4 of 9) 02/28 Fund Adjustment (14,000.00) 143,444.48 Transferred funds from Programming 02/28 Fund Adjustment (10,000.00) 153,444.48 Transferred funds from Professional Services 03/10 Arts Orange County 3,888.88 149,555.60 Phase VIII Management (5 of 9) 04/14 Arts Orange County 3,888.88 145,666.72 Phase VIII Management (6 of 9) 05/19 Arts Orange County 3,888.88 141,777.84 Phase VIII Management (7 of 9) TOTAL 141,777.84$ Special Events (NBAE)0.00 01060603-521450 02/13 WESTAF (CaFE) (176.42)176.42$ January entry fees deposit 03/15 WESTAF (CaFE) (425.66)602.08$ February entry fees deposit 04/07 Hope Zarro 50.00 552.08$ Artist Entry Refund 04/14 Rylee Jorgensen 35.00 517.08$ Artist Entry Refund 04/25 WESTAF (CaFE) (551.42)1,068.50$ March entry fees deposit 05/19 WESTAF (CaFE) (817.46)1,885.96$ April entry fees deposit TOTAL 1,885.96$ Advertising 1340.00 01060603-871002 10/31 Firebrand Media LLC 380.00 960.00 COTG marketing ads 10/31 Stu News Laguna 100.00 860.00 COTG marketing ads 11/30 Firebrand Media LLC 530.00 330.00 COTG marketing ads 02/28 Firebrand Media LLC 530.00 (200.00)NBAE Call for Entries marketing ads 02/28 Firebrand Media LLC 175.00 (375.00)NBAE Call for Entries marketing ads 03/31 Firebrand Media LLC 350.00 (725.00)NBAE Call for Entries marketing ads 04/30 LA Times Media Group 200.10 (925.10)NBAE Call for Entries marketing ads TOTAL (925.10)$ 06/02/2023 2 of 2 13 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson and Camille Escareal-Garcia TITLE: Cultural Arts Activities for May 2023 CENTRAL LIBRARY GALLERY EXHIBITS The Newport Beach City Arts Commission is pleased to present the artwork of Colleen Johns. According to the artist, her paintings are “a personal visual journey, a history of her relationship with the world around her, transcribed not with pen, but with brush.” Colleen invites you to come with her—to travel the turn of a leaf, the rough edge of a wooden plank, or the deep spiral of a beautiful rose. Her drawings and paintings are based on contemporary classical training, preferring to use oil on paper for its’ portability or using oil primed linen canvas. She paints only from life, finding the challenge of working that way intimate and rewarding. This personal, direct experience allows Colleen to enjoy the process, not merely the product. In her work, she uses the exacting principals of the science of light upon form, an insight the great masters for the Renaissance discovered, which has left us with tremendous tools to merge science and emotion. Colleen Johns’ exhibit is on display at the Central Library Gallery from May 1 through June 25, 2023. UPCOMING 2023 CENTRAL LIBRARY GALLERY EXHIBITS: • Tim Musso (Woodprints): June 26 - August 18 • Jane Shehane (Watercolors): August 21 - October 13 • Sherry Marger (Acrylic Landscapes): October 16 - December 8 14 IN RECOGNITION OF CITY ARTS COMMISSION CHAIR ARLENE GREER: City Arts Commission Chair Arlene Greer terms off the Commission at the end of June. We would like to thank Chair Greer for her many years of dedication and service to the City of Newport Beach and its Cultural Arts Division. She has been an active Commissioner serving multiple times in leadership as Chair and Vice Chair throughout her tenure. Chair Greer has been instrumental in the planning and presentation of numerous cultural enrichment offerings for residents and visitors of Newport Beach. Highlights include the popular Summer Concerts on the Green, extending arts programming through grant recommendations to community organizations, supporting art in public places, and curating artwork for the Newport Beach Art Exhibition and celebrating the arts and artists during this annual exhibition. Most notably, since its inception, Chair Greer has been influential with the Sculpture Exhibition in Civic Center Park—an integral feature in Civic Center Park for residents and visitors to enjoy year- round. During her time as a City Arts Commissioner, Chair Greer has remained a steadfast City representative and advocate for the arts. She developed collaborative relationships with City staff, community organizations, and support groups. Her commitment, engagement, insights, and passion to enhance arts within the City will be missed. Thank you, Chair Greer, for representing the City’s Cultural Arts so well. 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, July 13, 2023 SCULPTURE EXHIBITION IN CIVIC CENTER PARK (PHASE VIII) • Thursday, June 1 – Friday, June 16, 2023 - De-installation of Phase VI artwork / Installation of Phase VIII artwork • Saturday, June 24, 2023 – Phase VIII Grand Opening NEWPORT BEACH ART EXHIBITION • Friday, June 24, 2023, 3 p.m. – 6 p.m. – Artist’s Artwork Delivery • Saturday, June 24, 2023, 8:30 a.m. – 10 a.m. – Artist’s Artwork Delivery • Saturday, June 24, 2023, 12 p.m. – 6 p.m. – Art Exhibition Event 15 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson TITLE: Revisions to City Council Policies I-9 and I-11 RECOMMENDATION The City Council Policies Review Ad Hoc Subcommittee requests the City Arts Commission review and approve their revision recommendations of City Council Policies I-9 Art in Public Places and I-11 Acquisition of Art by the City of Newport Beach in accordance with a resolution adopted by City Council at their September 13, 2022 regular meeting. 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 extends the expiration date to June 30, 2024. The City Arts Commission Ad Hoc Subcommittee for City Council Policy Review recommends minor deletions and clarifications to both City Council Policies I-9 Art in Public Places and I-11 Acquisition of Art by the City of Newport Beach. Most notably, references to “art” and “work of art” in the policies are changed to “artwork.” “City collection” references are changed to the current usage of “art inventory” and the various iterations of “convey” are summed together as “via conveyance.” 16 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-11 Acquisition of Art by the City of Newport Beach ATTACHMENT E: Redlined City Council Policy I-11 Acquisition of Art by the City of Newport Beach ATTACHMENT F: Revised City Council Policy I-11 Acquisition of Art by the City of Newport Beach 17 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 - ORIGINAL 18 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 artworks 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 artworks 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 1 ATTACHMENT B - REDLINED 19 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 artworks 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 artworks 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 1 ATTACHMENT C - REVISED 20 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 D - ORIGINAL 21 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. 22 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 23 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, “Artwork”) 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 Artwork 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 Artwork to the City, informing them of this policy, including criteria for approving Artwork and the policies, criteria and approval process. 2.Advise the City Council of the artistic merit and value of Artwork offered to the City. 3.Advise the City Council regarding appropriate City property or City buildings for display of Artwork, 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 Artwork to the City: 1.The Artwork 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 Artwork 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 Artwork to the City shall complete all required forms, as provided by the Library Services Department – Cultural Arts Division. 4.The Artwork 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 Artwork can be managed in storage, transport and public display without difficulty. Artwork requiring periodic maintenance and/or restoration may only ATTACHMENT E - REDLINED 24 I-11 be considered with full disclosure of the restoration costs provided by a licensed art appraiser. 5. The Artwork should be consistent with and relevant to the civic interests and broad variety of tastes within the Newport Beach community. E. Artwork may only be recommended by the Arts Commission to the City Council for acceptance upon the majority vote of the Arts Commission. F. Artwork 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 Artwork on public display on either a permanent or temporary basis, and to store the Artwork when not on display. Acceptance of Artwork by the City Council does not guarantee that the Artwork will be displayed in perpetuity. The City Council may sell, donate or otherwise remove any Artwork in the City collection Art Inventory. Any proceeds received by the City from the transfer of Artwork shall be expended to acquire, restore or display Artwork. G. Artwork 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 Artwork Conveyed to the City. The value of Artwork should be presented by the person(s) Conveying Artwork to the City at the time of Conveyance. It is the responsibility of the person(s) Conveying Artwork to the City to furnish a valuation to the appropriate government tax agency certified appraisal. I. The person(s) Conveying Artwork to the City shall obtain all intellectual and photographic property rights to the Artwork and transfer such rights to the City. The City reserves the right to photograph Artwork for any and all purposes, including, but not limited to, publicity and informational literature. J. Any person(s) that Conveys Artwork to the City shall represent and warrant in writing that it owns the Artwork and that the Artwork 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 Artwork. 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 Artwork accepted into the City’s collection. 25 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 26 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, “Artwork”) 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 Artwork 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 Artwork to the City, informing them of this policy, including criteria for approving Artwork and the policies, criteria and approval process. 2.Advise the City Council of the artistic merit and value of Artwork offered to the City. 3.Advise the City Council regarding appropriate City property or City buildings for display of Artwork, 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 Artwork to the City: 1.The Artwork 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 Artwork 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 Artwork to the City shall complete all required forms, as provided by the Library Services Department – Cultural Arts Division. 4.The Artwork 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 Artwork can be managed in storage, transport and public display without difficulty. Artwork requiring periodic maintenance and/or restoration may only ATTACHMENT F - REVISED 27 I-11 be considered with full disclosure of the restoration costs provided by a licensed art appraiser. 5. The Artwork should be consistent with and relevant to the civic interests and broad variety of tastes within the Newport Beach community. E. Artwork may only be recommended by the Arts Commission to the City Council for acceptance upon the majority vote of the Arts Commission. F. Artwork 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 Artwork on public display on either a permanent or temporary basis, and to store the Artwork when not on display. Acceptance of Artwork by the City Council does not guarantee that the Artwork will be displayed in perpetuity. The City Council may sell, donate or otherwise remove any Artwork in the CityArt Inventory. Any proceeds received by the City from the transfer of Artwork shall be expended to acquire, restore or display Artwork. G. Artwork 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 Artwork Conveyed to the City. The value of Artwork should be presented by the person(s) Conveying Artwork to the City at the time of Conveyance. It is the responsibility of the person(s) Conveying Artwork to the City to furnish a certified appraisal. I. The person(s) Conveying Artwork to the City shall obtain all intellectual and photographic property rights to the Artwork and transfer such rights to the City. The City reserves the right to photograph Artwork for any and all purposes, including, but not limited to, publicity and informational literature. J. Any person(s) that Conveys Artwork to the City shall represent and warrant in writing that it owns the Artwork and that the Artwork 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 Artwork. 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 Artwork accepted into the City’s collection. 28 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 29 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson TITLE: Review of Phase VIII Sculpture Exhibition Timeline 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. For the past two years, Arts Orange County (Arts OC) has developed a timeline of the Exhibition’s sculpture de-installations and installations, which happens in June for each phase. Arts OC’s 2022-23 Phase VIII Sculpture Exhibition timeline for the City Arts Commission to review and discuss in preparation for the Phase IX Sculpture Exhibition timeline is as follows: CITY OF NEWPORT BEACH SCULPTURE EXHIBITION IN CIVIC CENTER PARK TIMELINE PHASE VIII – 2022-23 DATE TASK Sept. 2022 September 8 September 27 CITY ARTS COMMISSION REGULAR MEETING •Present overview of Phase VIII plan at City Arts Commission meeting CITY COUNCIL REGULAR MEETING •City Council considers Arts Orange County contract Oct. 2022 October 10 Contract executed (pending Council approval) 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 30 Nov. 2022 November. 30 CLOSE RFP (7 ½ week period) • Ongoing promotion of RFP throughout the open period Dec. 2022 December 1 December 7 December 8 5 PM December 10 OPEN Online Review & Ranking by City Arts Commission & Guest Jurors CLOSE Online Review & Ranking by City Arts Commission & Guest Jurors CITY ARTS COMMISSION REGULAR MEETING Approve qualified submissions for public survey. OPEN Public online survey of Finalists January 2023 January 10 January 12 January 14 CLOSE Public online survey of Finalists (4-week period) CITY ARTS COMMISSION REGULAR MEETING • Presentation of public survey rankings ArtsOC advises selected artists of their status • Selection is subject to City Council approval. Confirm continued availability of artist work, artist availability for the installation window of time, review questions and concerns with artists, ascertain need for concrete pads, collect W9 forms from artists. February 2023 February February CITY COUNCIL REGULAR MEETING – FIRST MEETING IN FEBRUARY • Present City Arts Commission recommendations/public survey results for approval. Inform artists of selection, provide City Attorney with all necessary information for Artists Loan Agreements. March 2023 March 11 City Attorney provides Artists Loan Agreements to ArtsOC to send to artists. April 2023 April 11 ArtsOC delivers all artists contracts to City with Phase VIII FIRST invoices and Phase VI FINAL invoices. 31 May 2023 May TBA Additional concrete pads poured and footings for new installations poured as needed. June 2023 June 1 June 1- 16 CITY: Provide ARTSOC with Phase VI FINAL payment checks and Phase VIII FIRST payment checks to give to artists during de-installation/installation. De-Installation of Phase VI artworks. Installation of Phase VIII 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) 32 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson TITLE: Docent Program for the Native Plants and Sculpture Exhibition in Civic Center Park DISCUSSION: Vice Chair Maureen Flanagan will provide an oral report recapping a meeting she attended regarding a partnership and new docent program highlighting the native plants and Sculpture Exhibition in Civic Center Park. 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) 33