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Home My WebLink About08-10-2023 CAC Meeting - Agenda PacketCITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Public Library - Central 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, August 10, 2023 – 5:00 PM City Arts Commission Members: Maureen Flanagan, Chair Leonard Simon, Vice Chair Barbara George, Secretary John Blom, Commissioner Melissa Kandel, Commissioner Wayan Kaufman, Commissioner Marie Little, Commissioner Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant The City Arts Commission meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the City Arts Commission agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Commission and items not on the agenda but are within the subject matter jurisdiction of the City Arts Commission. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The public can submit questions and comments in writing for the City Arts Commission to consider. Please send them by email to the Library Services Department at ArtsCommission@newportbeachca.gov by Wednesday, August 9, 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.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. 1 City Arts Commission Meeting May 11, 2023 Page 2 IV.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. V.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 July 13, 2023 City Arts Commission Meeting 1.Draft of 07/13/2023 Minutes 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. C.CURRENT BUSINESS A.Items for Review and Possible Action 4.Ad Hoc Subcommittee and Liaison Appointments Staff will provide a list of ad hoc subcommittees for Fiscal Year 2023-24. 5.Sculpture Exhibition in Civic Center Park – Phase IX Staff recommends the City Arts Commission review the proposed timeline for Sculpture Exhibition Phase IX and, provided sufficient funding for the project is confirmed, request City Council approve a contract with Arts Orange County (ArtsOC) for project management of Sculpture Exhibition Phase IX in Civic Center Park, with a total amount not to exceed $119,000. 2 City Arts Commission Meeting May 11, 2023 Page 3 B.Monthly Reports 6.Newport Beach Art Exhibition Ad Hoc Subcommittee Commissioners Maureen Flanagan and Leonard Simon 7.Utility Box Art Ad Hoc Subcommittee Commissioners Leonard Simon and Maureen Flanagan 8.Newport Beach Arts Foundation Liaison Commissioner Maureen Flanagan VII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) VIII.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. IX.ADJOURNMENT 3 CITY OF NEWPORT BEACH CITY ARTS COMMISSION MINUTES Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Wednesday, July 13, 2023 – Regular Meeting City Arts Commission Members: Maureen Flanagan, Vice Chair Leonard Simon, Secretary Wayan Kaufman, Commissioner Marie Little, Commissioner Barbara George, Commissioner John Blom, Commissioner Melissa Kandel, Commissioner Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant DRAFT I.CALL MEETING TO ORDER Secretary Simon called the City Arts Commission meeting to order at 5:02 P.M. II.ROLL CALL Commissioners Present: Commissioner George Commissioner Little Secretary Simon Commissioner Kaufman Commissioner Blom Commissioner Kandel Commissioners Absent: Vice Chair Flanagan (excused) Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant III.ELECTION OF OFFICERS 1.The City Arts Commission shall nominate and elect Commissioners to serveas Chair, Vice Chair, and Secretary for Fiscal Year 2023-24. Secretary Simon introduced the item and Library Services Director Hartson explained the ballot process. Commissioner George nominated Commissioner Flanagan for the role of Chair, seconded by Commissioner Simon. With no other nominees, Commissioner Flanagan was voted in as the Chair (6-0-0-1 Commissioner Flanagan absent). 4 City Arts Commission Meeting July 13, 2023 Page 2 Commissioner Little nominated Commissioner Simon for the role of Vice Chair, seconded by Commissioner George. With no other nominees, Commissioner Simon was voted in as the Vice Chair (6-0-0-1 Chair Flanagan absent). Vice Chair Simon nominated Commissioner George for the role of Secretary. With no other nominees, Commissioner George was voted in as the Secretary (6-0-0-1 Chair Flanagan absent). Vice Chair Simon welcomed the two new Commissioners John Blom and Melissa Kandel. IV. NOTICE TO THE PUBLIC - Waived V. PUBLIC COMMENTS None VI. CONSENT CALENDAR A. Approval of Minutes of the June 8, 2023, City Arts Commission Meeting 1. Draft of 06/08/23 Minutes Vice Chair Simon asked for edits, changes or deletions of the minutes, there were none. Vice Chair Simon opened the item for public comment and there were none. Motion made by Secretary Simon, seconded by Commissioner George, and carried (6-0-0-1 with Chair Flanagan absent) to approve the minutes of the City Arts Commission (CAC) Regular meeting on June 8, 2023. B. Consent Calendar Items 2. Financial Report Review of financial information. Library Services Director Melissa Hartson directed the Commissioners to handwritten pages 14, 15, and 16 of the agenda packet and reported that the information reflected encompasses most of the Fiscal Year (FY) 2022-23 data, there are still invoices that will continue to be paid through July that were received prior to the end of the FY. The August City Arts Commission (CAC) meeting will include the final year-end comparisons. The CAC were within budget for the year and spent the funds that were allocated in their budget. Commissioner Blom inquired what “Fund Adjustment” meant on page 15 under the Sculpture Garden Budget (budget number 1800012-811059). Library Director Hartson explained that the fund adjustment under the Sculpture Garden Budget were additional funds added to help cover the cost for Phase VIII. The cost of the program was $169,000. They moved $34,000 to the Sculpture Garden allocation. The first fund adjustment included a $10,000 gift from the Newport Beach Arts Foundation for the Sculpture Garden artist honorariums. The second fund adjustment for $14,000 was 5 City Arts Commission Meeting July 13, 2023 Page 3 transferred from the Programming Budget (budget number 01060603-841004), which is reflected in the programming budget detail. The third adjustment was a $10,000 transfer from their Professional Services Budget (budget number 01060603-811008). Vice Chair Simon opened the item to public comment and there were none. 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 there was a new art exhibit in the gallery in June, as well as the Arts Celebration Day, which brought together the Newport Beach Art Exhibition and the grand opening of Phase VIII of the Sculpture Garden. This year was the return of the Art Exhibition after a 3-year break. It was a fabulous event and Library Services Director Hartson thanked the Commissioners, the Newport Beach Arts Foundation and everyone who helped with the event. Upcoming events include the Summer Concert series, the first scheduled for Sunday July 23 at 6:00 p.m. on the Civic Center Green featuring The Sully Band. Vice Chair Simon opened the item to public comment and there were none. Motion made by Vice Chair Simon, seconded by Secretary George, and carried (6-0-0-1 with Chair Flanagan absent) to approve Consent Calendar as submitted by the City staff. VII. CURRENT BUSINESS A. Items for Review and Possible Action 4. 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. Library Services Director Hartson reported there have been directions given from the City Council Ad Hoc Subcommittee for review of City Council policies. The CAC has been requested to review the policies that fall under their purview—which are Policies I-9 through I-12. The subcommittee in place reviewed and made minimal recommendations, most notably changing “works of art” in the policy to “art works” in Policy I-9. That was the only change recommended. In I-11, the same recommendation and all forms of the word “convey” was reduced down to “via conveyance”. In reference to “the City Collection,” the ad hoc subcommittee recommended that be changed to “City Art Inventory.” The City Council ad hoc subcommittee requested changes be sent to them by August. Vice Chair Simon recommended the Commission move on the recommendation for Policy I-9 and expressed an interest in tabling I-11 to the August 10 CAC meeting due to the number of changes made, as well as the fact that the original CAC ad hoc subcommittee is no longer intact. 6 City Arts Commission Meeting July 13, 2023 Page 4 Commissioner Blom inquired about the changes that were recommended by the previous ad hoc committee and stated he objected to the changes because City Council requested the policies be reviewed for condensing the policy, not adding more words; and stated that art works is an internet trend, and it should be reduced to “art.” Commissioner Little stated she agreed, if the wording is not going to be “works of art,” it should be “art.” Artwork can be from a five-year-old. Fine art is generally referred to as works of art. Commissioner Melissa Kandel agreed and commented that artwork and work of art have different meanings and artwork is not reflective of the intention of the policy. Motion by Commissioner Blom, seconded by Commissioner Kandel to change “works of art” to “Art.” Commissioner George requested the opportunity to read the policy using “art” to make sure it is cohesive and commented that if the motion passed, it would also change I-11 and that portion was intended to be tabled until the August meeting. Vice Chair Simon suggested both portions be tabled until the August meeting. Commissioner George was in favor of that idea, as that would also give Chair Flanagan the opportunity to give input. Commissioner Blom and Commissioner Kandel withdrew the motion and second. Library Services Director Hartson suggested a new ad hoc committee be appointed as the previous ad hoc committee is no longer in place. Vice Chair Simon appointed himself, Chair Flanagan, and Commissioner Blom to the Policy Revision Ad Hoc Subcommittee. Vice Chair Simon opened the item up to public comment. Jim Mosher, Newport Beach resident, provided public comment and introduced himself to the new Commissioners and explained he was not able to comment on this item at the prior meeting in the time allotted, so he submitted his comments in written form. Mr. Mosher added that there should be enough time for the item to return to the August meeting as City Council does not yet have the item on their agenda. Further commenting that City Council is governed by the City Charter, which is a document approved by the City voters. Mr. Mosher read the first two items which pertain to the CAC’s purview and power to make suggestions to the City Council pertaining to all matters concerning art. In 2017, Policy I-9 was significantly changed by the City Council without input from the CAC. Those changes and the original policy can be found on the City’s website. Mr. Mosher suggested the CAC ad hoc subcommittee, with the support of the CAC, return to City Council suggesting the policy be returned to its original state, which would increase the wording of the policy, not decrease it; however, it would also put it back to the way it should have stayed in 2017. 7 City Arts Commission Meeting July 13, 2023 Page 5 Walt Howald, Newport Beach resident, provided public comment and suggested the history of Newport Beach be provided as a presentation to schools and in libraries and stated that history is part of the CAC’s domain, as written in the Charter. Ron Yeo, Newport Beach resident, provided comments regarding local history and his involvement with City government in the 1970’s and suggested the CAC consider addressing the fractures in the City’s museums by providing leadership. He understands the CAC works on limited time and budget constraints, as a resident he would appreciate the Commission carving out some time and money towards history. He appreciated the hard work put into the Celebration of the Arts event, it was a great event and the residents seemed to really enjoy it. Motion by Secretary Simon, seconded by Commissioner Kandel and carried (6-0-0-1 with Chair Flanagan Absent) to table the I-9 and I-11 policy and returning it, with the ad hoc committee’s suggestions, at the August meeting. 5.Sculpture Exhibition in Civic Center Park Timeline and Funding – Phase IXStaff will present Arts Orange County’s 2023-24 Phase IX Sculpture Exhibitiontimeline and the funding required for Phase IX for the City Arts Commission to review and discuss. Library Services Director Hartson explained the item and the rotational element of the Sculpture Exhibition in the Civic Center Park and directed the Commission to handwritten Page 33 of the packet. The timeline for Phase IX begins immediately. The Sculpture Exhibition is a great way to expose the community to art without the City having to maintain the works of art. The project itself costs $169,000. The bulk of the cost is allocated to Arts Orange County (ArtsOC), who thus far, have managed each phase. Their cost to manage the call for entries and the installation and deinstallation for each phase is $119,000. It has not changed from last year. In addition to the Sculpture Garden there are the artist honorariums. A small honorarium is offered to 10 artists for up to $5,000 each, which totals $50,000 dollars. This makes up the rest of the total cost of $169,000 for the project. The City has provided $135,000 in the budget, which means there will be a $34,000 shortfall that will need to be made up. Last year they received $10,000 dollars from the Newport Beach Arts Foundation. Money was also allocated from programming ($14,000) and professional services ($10,000). The timeline is also up for discussion. In order to meet the June 2024 deadline, ArtsOC has provided a proposed timeline for Phase IX, which is handwritten Page 36 of the Agenda Packet. It has been adapted from the previous timeline to account for the public voting. The Arts Commission and jurors narrow down the submissions received by ArtsOC, which then is offered out to a public vote. The past couple of years the public vote was in December and January, ArtsOC has changed it this year to a November date. Due to the nature of how the process works, funding will need to be in place before the project is submitted for City Council review. The Council deadline of August is not feasible with having the funding in place. Staff requested the CAC discuss and decide if they should request ArtsOC return to the past schedule and consider the amount of funding that will be requested from the Arts Foundation for their support in the project. Library Services Director Hartson expressed her concern with pulling money from other categories given all the other programming projects in place. The budget cannot sustain the reallocation every year. Vice Chair Simon summarized the new timeline deadlines versus the schedule last year in which the project was submitted to City Council in September. He would like to not have 8 City Arts Commission Meeting July 13, 2023 Page 6 to allocate funds from programming and professional services again, which would require a September date for City Council review. Vice Chair Simon inquired from Richard Stein, President and CEO of ArtsOC, how that might affect their process. Mr. Stein explained that they have managed this program from its inception. The reason for the proposed acceleration of the schedule was at the request of the Commission, who felt there was insufficient time for the public polling process, as they believed during the holidays the public’s mindset was more distracted and would lessen the amount of participation. ArtsOC made the accommodation and Phase VIII moved smoothly. While the public input for the online survey could have been increased, the public was given additional chances for input at the City Council initial review, the meeting when the final selections were made, and again when the final selections were presented to City Council. ArtsOC can accommodate the same schedule from last year and noted that last year was the first year that the deinstallation of the prior Phase and the installation of Phase VIII took place simultaneously and it seemed to work out well. Commissioner Little commented about a prior Commission discussion regarding the number of voters who participated last year, and her thought had been that the time of year wasn’t necessarily the problem; rather, the public were given too many sculptures to review. Email participation in surveys has shown that the more information that is provided, the less likely people will participate. Her suggested solution is to leave it in December and decrease the number of options available for votes. If the survey were to be quick and easy, that would increase the number of participants. She received feedback from several participants who questioned the number of choices in the survey. Mr. Stein commented that the participation in previous years were greater until City Council decided to make the survey available to Newport Beach residents only. Commissioner Little suggested that informing the public of the multiple opportunities for input may also increase participation. Vice Chair Simon explained that last year there were 65 submissions the Commissioners reviewed before selecting the first 20 submissions. The public was then provided with an additional 15 sculptures for a total of 35 to select from. He suggested providing the public with only 20 sculptures that the CAC chooses for the survey. Commissioner Kandel inquired about how the survey is promoted and publicized. Cultural Arts Assistant Escareal-Garcia explained there was a press release, a web banner posted on the City’s website, and an e-blast sent out to the Library and City’s mailing lists. Vice Chair Simon commented that if they return to the previous years’ timeline and only include the Commission’s top 20 choices, they may have a better response. He also suggested increasing the honorarium to help cover increased freight costs for the artists. If they changed to a three-year cycle rather than a two-year cycle for the Phases, that may also help save money. Mr. Stein answered that a three-year cycle is definitely a possibility, however, the durability of the sculptures would need to be considered during the selection process. 9 City Arts Commission Meeting July 13, 2023 Page 7 Vice Chair Simon expressed that he wanted to table this discussion for the August 10 meeting. Mr. Stein suggested another possibility in having the phases rotate every three years: rather than do 10 honorariums at one shot, they could be split throughout the three-year period. Vice Chair Simon commented that there are many moving parts that would also require City Council involvement. Commissioner Blom suggested creating an ad hoc subcommittee. The Commission agreed there is a need to settle on a funding request from the Newport Beach Arts Foundation. Jim Mosher, Newport Beach resident, provided public comment that it would be good to receive more votes in the polling period and the new timeline might help for that. He believed that 30 options to vote on is better than decreasing the amount lower. He suggested a different voting system in which people are given options to “love it,” “feel neutral,” or “hate it” rather than choose top three. That way, people could vote on as many as they want, and it would be a more meaningful exchange than the current voting system. People might find that easier to participate in and less stressful. For a longer-range system, the subcommittee could look at policies which currently have no reference to the sculpture garden other than “art in public places.” It would resolve having to reevaluate the process every year. Commissioner Kandel commented she would be interested in looking at other ways to promote the survey more robustly, either as part of the ad hoc subcommittee or on her own. Vice Chair Simon stated that ad hoc subcommittees are created by the Chair, he would make sure Chair Flanagan was aware of Commissioner Kandel’s interest in looking at past marketing campaigns and possible future options. Motion by Vice Chair Simon, seconded by Commissioner Little and carried (6-0-0-1 Chair Flanagan absent) to move the timeline back to follow the 2022 Phase VIII timeline and make the presentation to City Council in September. Vice Chair Simon requested staff reach out to the Arts Foundation to see what they would be able to contribute. Commissioner Kaufman commented she is uncomfortable taking money from the programming and professional services again due to programs and sculpture maintenance that should have been completed and were not. 10 City Arts Commission Meeting July 13, 2023 Page 8 B. Monthly Reports 6. Utility box Art Ad Hoc Subcommittee Vice Chair Simon and Chair Flanagan Vice Chair Simon reported there is nothing new, however he requested the item stay on the Monthly Reports section of the Agenda. There will be a more detailed report at the next meeting. Commissioner Blom requested information on this project. Vice Chair Simon explained there are already two utility boxes that have been digitally wrapped with art, this project is an attempt to have more wrapped. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) There were no announcements. The following current business items were recommended for future agenda items: • Revised Sculpture Exhibition Phase IX Timeline and Proposal from Arts Orange County. • Funding request for Sculpture Exhibition Phase IX from the Newport Beach Arts Foundation. • Commissioner Blom requested that a subcommittee be formed for the feasibility of expanding the Sculpture Garden in other public parks. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Walt Howald, Newport Beach resident, commented on the possibility of the Commission picking up a project incorporating local history. Vice Chair Simon responded the Commission was in receipt of his email and they would review his request. X. ADJOURNMENT – 6:12 p.m. Vice Chair Simon adjourned the meeting and directed everyone’s attention to the Concerts on the Green flyers that were made available for everyone. The next meeting for the City Art Commission is scheduled for August 10, 2023. 11 As of July 31, 2023 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.0001060603-841004 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 ads 09/30 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 03/31 Balloon Box 765.47 19,663.07 Balloon arch for Sculpture Exhibition opening 04/21 Alliant Insurance Service 1,254.00 18,409.07 Insurance for Cultural Arts events 05/26 Amazon.com 29.08 18,379.99 Art Exhibition supplies 05/31 Gotprint.com 221.73 18,158.26 Newport Beach Art Exhibition rack cards 06/02 John de Patie 1,072.28 17,085.98 Art Exhibition live music 06/02 Art in Motion 543.00 16,542.98 Art Exhibition children's activities 06/02 Art Installation Remedies 1,500.00 15,042.98 Art Exhibition installer 06/09 Ed Olen Photography 483.94 14,559.04 Art Exhibition photos 06/09 Mario's Pizza 576.00 13,983.04 Art Exhibition catering 06/23 Amazon.com 84.02 13,899.02 Art Exhibition supplies 06/23 Amazon.com 58.60 13,840.42 Art Exhibition supplies 06/30 Joseph S. Lewis 250.00 13,590.42 Art Exhibition Juror Honorarium 06/30 NBAE 1st Place Winner 300.00 13,290.42 Category: Photography 06/30 NBAE 1st Place Winner 300.00 12,990.42 Category: Painting 06/30 NBAE 1st Place Winner 300.00 12,690.42 Category: Drawing FY 2022-23Cultural Arts Division 08/04/2023 1 of 3 12 As of July 31, 2023 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES FY 2022-23Cultural Arts Division 06/30 NBAE 1st Place Winner 300.00 12,390.42 Category: 3D Art 06/30 NBAE 2nd Place Winner 200.00 12,190.42 Category: Photography 06/30 NBAE 2nd Place Winner 200.00 11,990.42 Category: Painting 06/30 NBAE 2nd Place Winner 200.00 11,790.42 Category: Drawing 06/30 NBAE 2nd Place Winner 200.00 11,590.42 Category: 3D Art 06/30 NBAE 3rd Place Winner 100.00 11,490.42 Category: Photography 06/30 NBAE 3rd Place Winner 100.00 11,390.42 Category: Painting 06/30 NBAE 3rd Place Winner 100.00 11,290.42 Category: Drawing 06/30 NBAE 3rd Place Winner 100.00 11,190.42 Category: 3D Art 06/30 NBAE Special Award 200.00 10,990.42 Category: Juror's Choice 06/30 NBAE Special Award 100.00 10,890.42 Category: People's Choice 06/30 Gotprint.com 393.16 10,497.26 Sculpture Exhibition Brochures 06/30 Gotprint.com 238.82 10,258.44 NBAE Banners 06/30 Signature Party Rentals 2,137.70 8,120.74 Friday Delivery 06/30 Signature Party Rentals 4,861.59 3,259.15 Saturday Delivery (1 of 2) 06/30 Signature Party Rentals 484.00 2,775.15 Saturday Delivery (2 of 2) TOTAL 2,775.15$ 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 $ 0.00 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 CoTG Maintenance (July-September) 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 Colagrossi 840.00 3,665.43 Sunset Years Bench Refurbishment 05/12 TAVD Visual Assistant 150.75 3,514.68 Transcription of Minutes (04/13) 05/26 PSMG Inc.200.00 3,314.68 Security services 08/04/2023 2 of 3 13 As of July 31, 2023 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES FY 2022-23Cultural Arts Division 06/09 Crown Building Services Inc.825.00 2,489.68 Ben Carlson & Sphere 112 cleaning 06/23 TAVD Visual Assistant 92.25 2,397.43 Transcription of Minutes (05/11) 06/30 Image360 Southbay 308.81 2,088.62 Sculpture Exhibition Phase VIII Plaques 06/30 Image360 Southbay 308.82 1,779.80 Sculpture Exhibition Phase VIII Plaques 06/30 TAVD Visual Assistant 191.25 1,588.55 Transcription of Minutes (06/08) 06/30 Svartifoss Corp.350.00 1,238.55 Art Installation (Colleen Johns) TOTAL 1,238.55$ 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) 06/16 Arts Orange County 24,900.00 116,877.84 Phase VIII honorariums (1 of 2) 06/16 Arts Orange County 24,900.00 91,977.84 Phase VIII honorariums (2 of 2) (encumbered) 06/16 Arts Orange County 3,888.88 88,088.96 Phase VIII Management (8 of 9) 06/16 Arts Orange County 3,888.88 84,200.08 Phase VIII Management (9 of 9) 06/30 Arts Orange County 47,650.00 36,550.08 Phase VIII Installation 06/30 Arts Orange County 36,350.08 200.00 Phase VIII De-installation (encumbered)TOTAL 200.00$ 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 NBAE Artist 50.00 552.08$ Artist Entry Refund 04/14 NBAE Artist 35.00 517.08$ Artist Entry Refund04/25 WESTAF (CaFE) (551.42)1,068.50$ March entry fees deposit 05/19 WESTAF (CaFE) (817.46)1,885.96$ April entry fees deposit 06/14 WESTAF (CaFE) (4,880.56)6,766.52$ May entry fees deposit TOTAL 6,766.52$ 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 05/31 Stu News Newport 300.00 (1,225.10)NBAE Event marketing ads 05/31 Stu News Laguna 225.00 (1,450.10)NBAE Event marketing ads 06/30 LA Times Media Group 200.10 (1,650.20)NBAE Event marketing ads06/30 2S Publishing LLC 175.00 (1,825.20)NBAE Event marketing ads 06/30 2S Publishing LLC 225.00 (2,050.20)NBAE Event marketing ads 06/30 Firebrand Media LLC 190.00 (2,240.20)NBAE Event marketing ads TOTAL (2,240.20)$ 08/04/2023 3 of 3 14 As of August 1, 2023 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.00 01060603-841004 07/07 Alliant Insurance Services 1,834.00 58,666.00 Cultural Arts events insurance 07/14 Office Depot 21.77 58,644.23 Office supplies07/14 Sully Entertainment Group 3,250.00 55,394.23 The Sully Band (COTG 07-23-2023) 07/21 DJE Sound & Lighting Inc.4,131.11 51,263.12 COTG sound (The Sully Band) 07/28 Lynn Nicholson 3,250.00 48,013.12 Tijuana Dogs (COTG 08-20-2023) 07/28 Tracy Kiggen 646.00 47,367.12 COTG children's activities (The Sully Band) 07/28 Tracy Kiggen 646.00 46,721.12 COTG children's activities (Tijuana Dogs) 07/28 DJE Sound & Lighting Inc.4,131.11 42,590.01 COTG sound (Tijuana Dogs) TOTAL 42,590.01$ City Grants 30,000.0001060603-821006 TOTAL 30,000.00$ Professional Services 22,300.00 01060603-811008 TOTAL 22,300.00$ Sculpture Garden 135,000.00 1800012-811059 TOTAL 135,000.00$ Special Events (NBAE)0.00 01060603-521450 TOTAL $ 0.00 Advertising 1340.00 01060603-871002 TOTAL 1,340.00$ FY 2023-24Cultural Arts Division 08/03/2023 1 of 1 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 and Camille Escareal-Garcia TITLE: Cultural Arts Activities for August 2023 2023 SUMMER CONCERTS ON THE GREEN The Sully Band performed on July 23 on the Civic Green. This R&B and soul cover band was well- received, with nearly 2,000 attendees gathering on the Civic Green. Children’s activities, provided by ARTovator, which included face painting and balloon animals, rounded out this family-fun event. The next concert will be on August 20, featuring local rock, dance, and party band Tijuana Dogs. CENTRAL LIBRARY GALLERY EXHIBITS An Arctic tern can fly as many as 50,000 miles in its annual migration. As it chases summer across the hemispheres, it sees more sunlight than any other living thing. In this luminous celebration of such astonishing aerial feats, author and visual artist Timothy Musso charts the migratory path of an Arctic tern family. His intricately designed woodcut illustrations propel the viewer along as a partner on this most incredible journey. This exhibit features all of the original black and white artwork from Musso’s forthcoming book, Chasing the Sun. The 19 hand-cut and hand- printed woodcut prints were inspired by field sketches Musso made while visiting the Arctic National Wildlife Refuge. It was here that he first encountered and became intrigued by the Arctic tern. Musso’s artwork is exhibited in museums and galleries internationally. The picture book, Chasing the Sun, is available for pre-sale on Amazon and Barnes and Noble and will be available in bookstores beginning August 8, 2023. 16 Tim Musso’s exhibit is on display at the Central Library Gallery from June 26 through August 18, 2023. UPCOMING 2023 CENTRAL LIBRARY GALLERY EXHIBITS: •Jane Shehane (Watercolors): August 21 - October 13 •Sherry Marger (Acrylic Landscapes): October 16 - December 8 CULTURAL ARTS CALENDER OF EVENTS: City Arts Commission (CAC) meetings are held at 5 p.m. on the second Thursday of each month. •Next meeting – Thursday, September 14, 2023 2023 CONCERTS ON THE GREEN SUMMER SERIES All concerts held on the Civic Center Green. •Sunday, August 20, 6 p.m. – 7:30 p.m. – Tijuana Dogs •Sunday, September 17, 6 p.m. – 7:30 p.m. – Boys of Summer 2023 FALL CONCERT AT MARINA PARK •Sunday, October 15, 4 p.m. – 5:30 p.m. – Tiffany Dennis and Cruise Control 17 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: Ad Hoc Subcommittees for Fiscal Year 2023-24 DISCUSSION: An ad hoc subcommittee is a temporary advisory committee that is: 1.composed solely of less than a quorum of the City Arts Commission, 2.serves a limited or single purpose, 3.is not perpetual, 4.will be dissolved once its specific task is completed. Unless all these requirements are satisfied, it is a standing committee and subject to the Brown Act. This means staff would post the committee’s agenda for the meeting, which would be held in public. The Chair of the City Arts Commission appoints ad hoc subcommittees. The role of the ad hoc subcommittee is to address a specific task and bring a recommendation to the entire City Arts Commission for approval in a public meeting. Ad hoc subcommittees are not required to meet in public, are not subject to the Brown Act, and their meeting schedule is not fixed by a legislative body. Per ARTICLE VII of the City Arts Commission by-laws, under the heading "Committees", one or more members are appointed for a specific purpose as the business of the Commission may require. No committee shall have other than advisory power unless, by suitable action of the Commission, it is granted specific power to act. All members of the Commission are required to serve on an ad hoc subcommittee. Commissioners are also required to attend meetings, participate, and fulfill the role and responsibility of an ad hoc subcommittee member. All committees shall make a progress report to the Commission during the regular monthly meetings. The Committee is discharged upon completion of the purpose for which it was appointed. The Chairperson will issue a final report upon the discharge of the Committee in a public meeting. Staff suggests that the Commission review potential committee assignments and that each Commissioner express their preferences. Chair Flanagan will appoint committees at the September 14 City Arts Commission meeting. 18 LIST OF AD HOC SUBCOMMITTEE APPOINTMENTS: ART IN PUBLIC SPACES – Evaluate the following, and present recommendations to City Arts Commission (CAC) for vote and ultimate approval by City Council (CC) if required: • Artists’ Submissions for Central Library Lobby Gallery exhibit space. • All other ‘Application for Review and Consideration of Art’ submissions. o Examples: A donation or loan of art to the City. • Select location recommendations for any new permanent art, or re-location of existing permanent art. • Non-performance guest appearance events relative to performing, visual and cultural arts. o Example: A lecture or film. • Consult with Library staff for any publicity/outside services needed for an event. CULTURAL ARTS GRANTS • Review merits of applications received for the CAC’s Annual Arts Grants Program. • Select recommended recipients to be presented to CAC for a vote and ultimate approval by the CC. • Consult with the Library staff to notify successful applicants, prepare awards, set date for Awards Presentation and arrange a photographer. NEWPORT BEACH ART EXHIBITION (NBAE) • Determine timeline for call for entries and event date. • Review and revise entry guidelines. • Evaluate artist applications and approve entries into NBAE. • All Commissioners including those not on this ad hoc subcommittee are expected to contact previous NBAE artist participants and discover other means of building a pool of more accomplished fine artists. • Plan day of exhibition activities and schedule. • Determine prize categories and awards. • Invite City dignitaries. • Select a minimum of two suitable candidates available for consideration as the Juror for this event. Once the chosen Juror has accepted, provide their bio to Library Services Director for the next CAC Meeting Agenda Packet. REVISIONS TO CITY COUNCIL POLICIES I-9 THROUGH 1-12 • Review City Council policies I-9 through I-12 to delete or reduce language. • Bring revisions to CAC for approval. • Upon CAC approval, revisions will be brought to the City Council Ad Hoc Subcommittee for the Review of Municipal Code and City Council Policies. SCULPTURE GARDEN DOCENT TOUR • Work with Sherman Library Gardens to coordinate a docent tour program of the Sculpture Exhibition in Civic Center Park. 19 STUDENT ART EXHIBITION (NBSAE) • Create a timeline of the call for entries, selection of winners, and the award ceremony for CAC approval. • Determine prize categories and awards. • After submissions have been received, evaluate artist applications and present recommendation of winners for CAC approval. The Student Art Exhibition will select 9 winners per category, with three honorable mentions. • Consult with Library staff for any publicity/outside services needed for the call for entries and selection of winners. UTILITY BOX ART PILOT PROGRAM • Determine a pilot program proposal for utility box art digital wraps for CAC’s consideration and approval and City Council approval. • Pilot program recommended proposal should include program timeline, artwork themes, content and guidelines, artist eligibility and honorarium application requirements, selection process, display duration, maintenance, and funding requirements. SPECIAL NOTES: The following Ad Hoc Subcommittees will be added for these programs: • SUMMER CONCERT SERIES ON THE CIVIC CENTER GREEN • FALL CONCERT AT MARINA PARK Forming an ad hoc subcommittee to review performer submissions will give the subcommittees ample time to review, listen to, and narrow down the number of submissions before presenting their recommendations to the CAC. There will be no Ad Hoc Subcommittee for the following program: • SCULPTURE EXHIBITION IN CIVIC CENTER PARK, PHASE IX There will be a discussion of sculptures for consideration and inclusion of the Phase IX Sculpture Exhibition Public Online Survey at a CAC monthly meeting. All Commissioners will participate in the selection, with public input encouraged. LIAISON ASSIGNMENTS: NEWPORT BEACH ARTS FOUNDATION (NBAF) LIAISON – Assigned commissioner shall act as the Liaison between CAC and NBAF, with oversight from the CAC Chair. The duties are as follows: • Attend all NBAF Monthly Meetings and Events. • Prepare and provide a CAC Update at NBAF Meetings (email copy to their Secretary afterwards). • Prepare and provide a NBAF Update at CAC Monthly Meetings. Note: Chair and Vice Chair attend all NBAF meetings with the Liaison 20 HISTORICAL RESOURCES LIAISON– Assigned commissioner shall act as the Liaison between the CAC and various individuals within the community; both public and private citizens as directed, relating to historical aspects of the City of Newport Beach. The duties are an as-required basis and determined by Library Services Director (with oversight from CAC Chair) as follows: • Attend meetings within the community relative to aspects of the city’s history, such as proposed public historical exhibits, events, speakers, memorials, and dedications that the CAC has been asked to participate in or act on. • Prepare and provide a report at CAC Monthly Meetings, when necessary, with any proposed activity/action for discussion or vote before presentation to the CC for approval as required. 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). 21 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: Sculpture Exhibition in Civic Center Park – Phase IX RECOMMENDATION: Staff recommends the City Arts Commission review the proposed timeline for Sculpture Exhibition Phase IX and, provided sufficient funding for the project is confirmed, request City Council approve a contract with Arts Orange County (ArtsOC) for project management of Sculpture Exhibition Phase IX in Civic Center Park, with a total amount not to exceed $119,000. DISCUSSION: The Sculpture Exhibition in Civic Center Park is an integral feature of the Newport Beach Civic Center project. The City Arts Commission has determined that a rotating exhibition remains a practical approach to bring sculptures to the City in a cost-efficient manner. The acquisition program that the City Arts Commission developed in 2013 for the exhibition created a model in which pieces are loaned for a two-year period. Sculptors of works chosen for the exhibition are provided with a small honorarium, not to exceed $5,000, to loan their work to the City. The City is responsible for installing the art, while sculptors are responsible for the maintenance and repair of their work. Pieces are rotated into the exhibition annually and displayed for two years. Phases overlap for a one-year period so that 20 pieces are typically on display. Civic Center Park was designed by renowned landscape architectural firm Peter Walker and Partners (PWP). PWP developed a master plan for public art in the park and identified various spots in the park where art, particularly sculpture, could be exhibited. Admission is free and the exhibition continues to be enjoyed by residents and visitors. The exhibition offers the temporary display of public art and allows the City to avoid the obligation and expense of owning public art. The City Arts Commission selects a well-balanced representation of public art that appeals to a diverse audience, while including artistic merit, durability, practicality, and site responsiveness as criteria in the selection. The rotational nature of the exhibit ensures that residents and guests are exposed to a variety of work. 22 ARTS ORANGE COUNTY: The City Arts Commission selected Arts Orange County (ArtsOC) to provide public art coordination and site management services for all previous phases of the Sculpture Exhibition in Civic Center Park after issuing Requests for Proposals in 2013 and 2016. Given their background experience, expertise, and availability, staff is requesting a Professional Services Agreement to ArtsOC for this work. Arts Orange County was established in 1995 as the nonprofit, countywide arts council of Orange County, California. Arts Orange County has been recognized by the California Arts Council as a model agency based on the quality of its work. It has served as the officially designated arts agency and state-local partner of the County of Orange since inception. The ArtsOC project team successfully managed all previous phases of the exhibition and has strong working relationships with the City Arts Commission and City staff. COMMUNITY INPUT: Since the exhibition’s inception, the City Arts Commission has increased public engagement in the selection process of the sculptures through an online survey open to residents in Newport Beach. The following elements will be integrated into selecting Phase IX sculptures for the Sculpture Exhibition in Civic Center Park: • The City Arts Commission will not utilize an ad hoc subcommittee for Phase IX. The entire Arts Commission will select the pieces for the Phase IX Sculpture Exhibition online survey, in public, during the City Arts Commission’s regular monthly meetings. • The City Arts Commission and a curatorial panel will approve pieces for inclusion in the online public survey based on the following criteria: artistic merit, durability, practicality, and site appropriateness. • Through the online survey, the public can vote for their favorite sculptures and select the pieces for inclusion in Phase IX. The most popular pieces will be selected for the Exhibition, pending final approval by City Council. TIMELINE ArtsOC executed the following timeline for Phase IX: City of Newport Beach Sculpture Exhibition in Civic Center Park Timeline Phase IX – 2023-24 DATE TASK August 2023 August 10 CITY ARTS COMMISSION REGULAR MEETING Recommends Phase IX contractor to City Council Sept. 2023 September 26 CITY COUNCIL REGULAR MEETING Approves Arts Orange County contract. 23 October 2023 October 9 October 9 Contract executed. 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. November 2023 November 9 November 29 ArtsOC appears and makes report at City Arts Commission meeting. CLOSE RFP (7 1/2 week period) Ongoing promotion of RFP throughout the open period. December 2023 December 1 December 11 December 14 5 PM December 15 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 2024 January 10 January 11 5 PM January 12 CLOSE Public online survey of Finalists (3 1/2 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 their work, their availability for the installation window of time, review questions and concerns with artists, ascertain need for concrete pads, collect W9 forms from artists. 24 February 2024 February 13 February 14 CITY COUNCIL REGULAR MEETING – Present City Arts Commission recommendations for Approval. Inform artists of selection, provide City Attorney will all necessary information for Artists Loan Agreements. March 2024 March 11 City Attorney provides artists agreements to ArtsOC to send to artists. April 2024 April 11 ArtsOC delivers all artists contracts to City with Phase IX FIRST invoices and Phase VII FINAL invoices. May 2024 May TBA Additional concrete pads poured and footings for new installations poured as needed. June 2024 June 1 June 1- 16 June 22 or 29 CITY: Provide ArtsOC with Phase VII FINAL payment checks and Phase IX FIRST payment checks to give to artists during de-installation/installation. De-Installation of Phase VII artworks INSTALLATION OF PHASE IX ARTWORKS CITY: First public viewing of Phase IX during Annual City Art Exhibition. FUNDING: Arts Orange County (ArtsOC) has provided a budget for Phase IX that totals $119,000. The budget remains unchanged from Phase VIII. SCHEDULE OF BILLING RATES PHASE ITEM DETAIL COST 9 Installation of Phase IX Sculptures (June 2024) 10 Sculptures $25,000.00 9 Site Preparation Concrete pads, footings $15,000.00 9 Equipment Rental Cranes, forklifts $6,500.00 9 Project Management & Curation Management Fee $35,000.00 9 Contingency $8,000.00 Phase Sub-Total $89,500.00 9 De-installation of Phase IX Sculptures (2026) 10 Sculptures $20,000.00 9 Project Management & Curation Management Fee $9,500.00 Phase Sub-Total $29,500.00 25 ARTS ORANGE COUNTY PROJECT TOTAL $119,000.00 In addition to the $119,000 project management costs, 10 artist honorariums of $5,000 each will add $50,000 to the budget resulting in the total cost of $169,000 for Phase IX. For Fiscal Year 2023-24, City Council has allocated $135,000 for Phase IX. There is a $34,000 shortfall. As in previous phases, the City Arts Commission will need to utilize private funds to augment the total cost of the project. At the July 2023 regular City Arts Commission meeting, the Commission requested staff to ask the Newport Beach Arts Foundation for financial support for Phase IX. The Newport Beach Arts Foundation Board has received the request and intends to bring the item forward at their August 9 meeting. In Fiscal Year 2022-23, the Newport Beach Arts Foundation (NBAF) committed $10,000 to support the artist honorariums for Phase VIII. Staff also reallocated funds from other budget lines to help fund the project. FY 2022-23 FUNDING SOURCES AMOUNT Phase VIII Budget #01060603-811059 $135,000 NBAF donation (private funds) $10,000 Programming Budget #01060603-841004 $14,000 Professional Services Budget #01060603-811008 $10,000 TOTAL: $169,000 Further discussion about the project funding sources may be required contingent upon the financial support received from the Newport Beach Arts Foundation. 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) 26