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City Council Staff Report Agenda Item No. 15
July 23, 2013
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Library Services
Cynthia Cowell, Library Services Director
949- 717 -3810, ccowell @newportbeachcagoov
PREPARED BY: Cynthia Cowell
APPROVED:l�
TITLE: Sculpture in the Civic Center Park, OC Museum of Art MOU
ABSTRACT:
The City Arts Commission wishes to mount a temporary exhibit of loaned sculpture in
the Civic Center Park, the opening of which is desired to coincide with the first
anniversary of the opening of the Civic Center. The exhibit would run from May, 2014
through April, 2017. To allow this exhibit to occur, the City and the Orange County
Museum of Art have come to the mutual conclusion that a previous agreement for,
among other things, sculpture management, can end.
RECOMMENDATION:
1. Authorize the staff and members of the Arts Commission to move forward to
implement a temporary sculpture exhibit with a maximum of ten sculptures in year
one and an additional ten sculptures in year two. Sculptures exhibited in year one
would be de- installed in 2016. Sculptures added in 2015 would be de- installed in
2017. Total project time would be from July 2013 through April 2017.
2. Authorize the City Manager to send a letter to the Orange County Museum of Art
ending a June 2010 Memorandum of Understanding (MOU).
3. Adopt Budget Amendment appropriating up to $125,000 for the first year of the
temporary sculpture exhibit.
FUNDING REQUIREMENTS:
Funds in the amount of $125,000 would be transferred from General Fund Balance to a
new project budget. Funding in the same amount will be needed for year two.
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Sculpture In The Civic Center Park, OC Museum of Art MOU
July 23, 2013
Page 2
DISCUSSION:
The Newport Beach Civic Center Park, designed by renowned landscape architectural
firm Peter Walker and Partners (PWP), is rapidly developing into a destination for
visitors to Newport Beach and a place where residents gather for civic events or to
enjoy a leisurely walk or visit to the dog park. The entire Civic Center Park was
designed to enhance quality of life through both active and passive experiences. PWP
included an Art Master Plan within the Park, which identified numerous spots within the
site where art, primarily sculpture, might be exhibited (See Exhibit A — Art Master Plan)
The City Arts Commission has been actively involved in pursuing appropriate pieces for
display and has recently been successful in placing "Uprooted II" by local artist Sarah
Wilkinson just outside the City Council Chamber.
The Arts Commission now wishes to proceed with a temporary sculpture exhibit of 18
pieces. The pieces would be solicited through a general call for artists. A consultant to
manage the project would be engaged. Working with the Art in Public Places sub-
committee of the Arts Commission, the consultant would manage the entire project,
from the initial call for submissions, through vetting the submissions for compliance with
Commission and City requirements, to the installation and de- installation of the pieces.
Staff recommends that 10 pieces would be a more easily managed first effort
commencing in August, 2013, given the extremely tight timeline proposed by the Arts
Commission. Those pieces would remain on display from May, 2014 through April,
2016. Further, staff recommends that 10 additional pieces could be selected for
inclusion in a second year project with installation completed in May of 2015, running
through April, 2017. Thus, in May of 2015, there could be 20 pieces on display. If the
concept is successful, rotating exhibits could be employed as a means of freshening the
sculpture collection while working to acquire permanent pieces.
Should the City Council approve the project on July 23, the project timeline calls for a
consultant to be selected by the end of August. The consultant would then begin
creating various forms including: master calendar; list of potential artists and art
registries; and the call for artists entry. All entries would be received by November and
vetted for inclusion in the project. The proposed pieces would be presented to the Arts
Commission at the November meeting, with those selected being forwarded to City
Council for approval in either November or December. In December, all entrants would
be notified, whether selected or not, to move forward in the process. By January, the
site selection of all pieces would be completed and Public Works staff would begin work
on construction of the pads for sculpture installation. The consultant would develop and
implement the media plan during February and March. In April, the sculptures would
begin to arrive for placement, and the exhibit would open on Saturday, May 3, 2014.
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Sculpture in the Civic Center Park, OC Museum of Art MOU
July 23, 2013
Page 3
Staff believes that a budget of $125,000 should be sufficient to handle the installation of
10 sculptures during year one, to be installed by May, 2014. Additional funding will be
necessary to fund year two, beginning in July, 2014. Installation of the second year
project would be completed by May, 2015.
Well before the Civic Center was complete (in June 2010), the City and the Orange
County Museum of Art entered into a Memorandum of Understanding (MOU) that
anticipated a joint role between the City and OCMA to manage art — primarily sculpture
— in the Civic Center and in the park. Three years later, both parties think that the
proposed sculpture exhibit is a good path, and one that does not require the
management assistance of OCMA nor a financial or physical art commitment from
them. Therefore, the MOU is not necessary.
ENVIRONMENTAL REVIEW:
Not a Proiect CEQA Lanauaae
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will
not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it
has no potential for resulting in physical change to the environment, directly or
indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by
`7l2C�c.
thia Cowell
Director of Library Services
Attachments: A. Art Master Plan prepared by PWP (Map of potential sites for the
installation of public art at the Civic Center Park)
B. Draft Letter regarding the City-OCMA MOU.
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D
E.
F.
G.
H.
Sculpture in the Civic Center Park,
OC Museum of Art MOU
July 23, 2013
Page 4
Budget Amendment No. 14BA -006
Request for Approval of the Sculpture in the Park
Invitational Exhibition
Budget for 18 Sculptures
The Inherent Magic of Newport Beach
Sculpture in the Park Invitational Exhibition (Time Line)
Sculpture in the Park Call for Entries 2014/2016 Newport Beach
Invitational Exhibition
Draft for Job description Public Art Coordinator /Site Manager
ATTACHMENT A
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ART MASTER PLAN
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July 24, 2013
ATTACHMENT B
CITY OF NEWPORT BEACH
Orange County Museum of Art
Attn: Deputy Director for Administration
850 San Clemente
Newport Beach, California 92660
Office of the City Manager
RE: Termination of Memorandum of Understanding between the City of
Newport Beach and the Orange County Museum of Art for a Sculpture Park
at the Newport Beach Civic Center
Dear Mr. Peters:
Please be advised that pursuant to Section V11 1(2) of the June 22, 2010 Memorandum of
Understanding ( "MOU ") between the City of Newport Beach ( "City ") and the Orange
County Museum of Art ( "OCMA "), the City is exercising its right to terminate the MOU
thirty (30) calendar days from the date of this letter.
As discussed by the Mayor and Museum Director Dennis Szakacs, this termination is
necessary under the terms of the MOU to allow the City to pursue a temporary sculpture
exhibition along the lines of the city of Palm Desert.
The City appreciates the good work of the Orange County Museum of Art and we very
much look forward to ways to mutually collaborate on the display of the Museum's fine
collection in the Civic Center in the future. Thank you for your ongoing assistance to the
City in identifying potential art for exhibition on City property.
Sincerely,
Dave Kiff
City Manager
cc: Hon. Mayor & City Council
Cynthia Cowell, Library Services Director
(A08- 001061 -Letter to OCMA Terminating MOU
Newport Beach Civic Center • 100 Civic Center Drive • Post Office Box 1768
Newport Beach, California 92658 -8915 • www.newportbeachca.gov (949) 644 -3000 6
City of Newport Beach NO. BA- 14BA -006
ATTACHMENT C
BUDGET AMENDMENT
2013 -14 AMOUNT: $125,000.00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To appropriate funds from General Fund Reserves to Cultural & Arts for a temporary exhibit of loaned sculpture
in the Civic Center Park. This cost includes consultant services to manage the entire project.
The same amount will be reauired in FY14.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
010 3605 General Fund - Fund Balance
REVENUE ESTIMATES (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Description
Description
Division Number 4002 Cultural & Arts
Account Number 8080 Services- Professional & Technical NOC
Signed:
Signed
Signed:
K
Administrdtive Approval: City
City Council Approval: City Clerk
Amount
Debit Credit
$125,000.00
Automatic
$125,000.00
-7 _ r7 - /3
Date
)IMil
ate
Date
7
ATTACHMENT D
Request for Approval of the Sculpture in the Park
Invitational Exhibition
Project Proposal: Sculpture in the Park Invitational Overview
The Arts Commission's Art in Public Places Ad Hoc Committee's new
Sculpture in the Park Project will be comprised of 18 pieces of
original, high quality sculpture which will be installed throughout the
length of the new Civic Center Park. The sculptures will be on loan to
the city for a two year period starting with an exhibition dedication
celebration of the May 2014 one year Anniversary of the new Civic
Center.
A contracted project Art Coordinator /Site Manager will start the
process of Invitation Call for Entries to artists during September -
November 2013 and will work with the Arts Commission Art in Public
Places Ad Hoc Committee throughout. They will select 18 pieces,
plus 3 alternatives for presentation to the Arts Commission. Upon
approval by the Arts Commission, the selections will be brought
before the City Council for review and approval.
The Artists chosen will receive an honorarium of $2500 and will be
responsible for getting their approved sculpture to the site. All art
must be in compliance with the application guidelines, as well as, City
Policy 1 -11 Requirements for Permanent or Temporary Art
Acquisition.
Fiscal Analysis:
The fiscal impact of artwork honorariums, installation, staffing (Art
Director /Site Manager), stipend for curator, in -house
marketing /publicity, signage and maps, education and docent
materials, opening Artist Reception and insurance will be financed in
the 2013 -2014 fiscal years. The total is projected to be under
$200,000.
0
ATTACHMENT E
Budget for 18 sculptures
Honorarium
Installation for 6 Ig -12 med.
De- installation
Arts Coordinator /site manager
Curator
Opening event
Insurance
earthquake, windloading and structural engineer approval
Media, advertising, docent -edu. materials, banners,
signage etc.
45,000
25,000
18,000
45 -60000
3 -4000
4,500
156,500
??
??
??
Palm Desert uses staff for Arts Coordinator /site manager, city works
dept. for installation de- installation, uses in -house media, adv,
docent -edu. materials, banners, signage etc. and Ins.
They don't use a curator nor have an artist reception.
0
ATTACHMENT F
The Inherent Magic of Newport Beach
`Inherent Magic'
The purpose of The Arts Commission project, Sculpture in the Park Invitational,
is to celebrate our new Civic Center (and its mission of LEED Gold) by using art
to inspire the observer to look at our inherent environment in a different way. We
will be exhibiting loaned, high level sculpture for a period of two years in our new
park, to celebrate the essential, innate magic of Newport Beach -- to observe its
joy, wind, sound, summer, surf, fog, energy, history, maturity and culture, and
aesthetic sophistication. These are permanent elements that can be expressed
in art-- traditionally, abstractly or innovatively and that thrill, delight and amaze.
We wish the observer to reflect on the depth of what is here and how special,
unrepeatable and irreplaceable it is. Art has the great power to set us on our
heels and show us our very own Inherent Magic and what Newport Beach is all
about.
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ATTACHMENT G
Sculpture in the Park Invitational Exhibition
(Time Line)
July 2013:
• The Arts Commission votes to propose to the City Council, for consideration and approval, an
every- other -year Sculpture in the Park Invitational Exhibition including a contracted project Art
Coordinator /Site Manager.
• City Council votes to approve July 23
August:
• An Art Coordinator /Site Manager is contracted for the project.
Task list description for project Art Coordinator /Site Manager
September:
• Create an open and transparent communication with the Arts Commission and City
• Co- ordinate full time line, plans and concepts with:
Arts Commission
City staff
City manager /asst. manager
Parks and Recreation
City Council
• Confirm budget, adjust time -line
• Coordinate master calendar for all deadline dates and theme
• Create artist's contract and consignment agreement form and send to city attorney for approval
• Establish open communication between artists, colleges, universities, museums and private
collectors
• Create contact list of potential artists and artist registries
• Design Call for Artists Entry form
• Review with Arts Commissioners and staff
• Post Call for Artist Entry on City Web Site and Artist Organization Web Sites
October:
• Develop and organize central selection process
11
• Coordinate with Arts Commission's, Arts in Public Spaces Ad Hoc Committee
• Manage incoming submissions and inquires
• Keep an open communication between artists, colleges, universities, museums and private
collectors
November:
• Close application process, organize /sort final submissions for selection process
• Coordinate with Art in Public Spaces Ad Hoc Committee to meet for selection
• Confirm with Public Works Department of exhibition infrastructure feasibility
• Notify City staff, Newport Beach and Co., Chamber of Commerce, and others who will be
providing free coverage of the event in their publications.
• Meet with Arts Commission's Art in Public Places Ad Hoc Committee panel members for final
selections
• Report to Arts Commissioner and City Council selection approvals
December:
• Send acceptance /rejection letters to artists who have applied
• Start site placement selection
• Examine each proposed entry for durability, environmental impact and safety concerns
• Formulate final decision for best placement and the overall aesthetic look of the exhibition
• Work with Arts Commission's Art in Public Places Ad Hoc Committee for final site placement
selections
• Oversee Public Works sculptor pads /foundations design
• Reserve Community Room for Opening Day Artists Reception
• Consult and update with City staff as they plan the One -Year Civic Center Anniversary
Celebration
January 2014:
• Fine tune placement selection
• Mail artists whose work was accepted the City's congratulations, necessary contracts, and
necessary legal documents.
• Obtain any additional artist information that might be needed
• Maintain contact with the artists and owners
• Respond to calls mail and email
• Develop docent - training materials with The Arts Foundation
• Report to Arts Commission for approval
• Start Docent Training
12
• Report to Arts Commission
February:
Media plan
• Design brochures and or catalog with artist information, images of the sculpture, dimensions
and materials of each work.
• Arrange for advertising through City staff
• Create press releases with City staff
• Arrange with City staff for banners
• Order on site sculpture labels and event signage
• Coordinate and oversee installation of sculpture pads /foundations with City
• Proactively work with city for potential problems in advance
March:
• Plan invitations and catering for Artist's Reception
Education
• Organize artist environmental /lead sculpture workshops
• Design sculpture guide
• Create education kit available from our website for thousands of children who will visit on
school excursions
• Plan access program tactile and easy tours - coordinate with Arts Foundation
• Notify schools in the area
• Create a `Site Issues Form' with City Site Manager including technical and structural questions
• Mail Site Issue Forms to each artist
• Coordinate with the City the logistic of streets -and state road use during installing process
• Review with Art in Public Places Ad Hoc Committee
• Report to Arts Commissioner
April:
• Confirm with artists their day and time of their sculptor installation
• Complete final sculpture installation
• Continue to work with staff and Arts Commission on Civic Center Anniversary Celebration
• Organize evening Artists Invitational Reception
• Readily available at all times
May.
• Final walk through of the Sculpture Park project with City, Commissioner and staff.
• Oversee evening Artists Reception
13
• Monitor new Docent Tours
• Close books
• Set up provisional time line for 2015/2016
• Review future event recommendations with Art in Public Places Ad Hoc Committee
• Final report to Arts Commission and City Council
14
ATTACHMENT H
SCULPTURE IN THE PARK
CALL FOR ENTRIES
2014/2016 NEWPORT BEACH INVITATIONAL EXHIBITION
(DEADLINE FOR ENTRIES - NOVEMBER 2013)
ABOUT THE NEWPORT BEACH SCULPTURE EXHIBITION:
The new Newport Beach Outdoor Sculpture Park designed by Peter Walker is located at the new 16 acre
Civic Center in the heart of Newport Beach. The park has been designed to exhibit eighteen pieces of
sculpture for a period of two years with installation planned for April 2014 and de- installation planned for
April of 2016. All sculpture should be suitable for outdoor installation, safe for viewers and appropriate for
extended exhibition and exposure to weather.
DEADLINE;
November 5, 2013 at 4:00 p.m. (postmark /email deadline)
HONORARIUM:
A $2500. honorarium will be provided for each selected artwork. Participant is responsible for delivery
and pick -up of the artwork per scheduled date.
ELIGIBILITY:
• All professional artists, museums /non - profit arts organizations and private collectors are
encouraged to apply.
TO APPLY SUBMIT;
• A current resume or CV including current contact information.
• A completed form for Review and Consideration of Art found on city web site
http://www.newportbeachca.gov/ .....
• Images of sculpture(s) on CD, jpegs (if submitting via email or CD), slides, or color photographs.
You must show three sides of each artwork. Please include complete contact information on
submittals.
• Description of the piece(s) including materials, dimensions and any required maintenance.
• Price of the sculpture (s) or selling price
• Submit application materials to:
City of Newport Beach
Art in the Park
1000 Avocado
Newport Beach, CA 92660
Attn. Arts Commission
Or- email address of staff
• If materials are submitted via regular mail, include a self addressed stamped envelope with the
appropriate postage for return. Submittals will not be returned if postage is not included.
• A maximum of two sculptures for consideration per artist.
TENATIVE TIMELINE;
November 5, 2013 at 4:00 p.m. (postmark/email deadline)
December 2013: Selections made by City Arts Commission - 18 sculptures plus 3 alternatives.
January 14, 2014: City Council review and approval of selections
Page 1 C Boller
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January 16, 2014: Selected artists notified
April 2014: Installation of exhibition
May 2014: Exhibition dedication
April 2016: De- installation of exhibition
GUIDELINES:
• All sculpture should be suitable for outdoor installation, safe for viewers and appropriate for
extended outdoor exhibition and exposure to weather in Southern California.
• The sculpture must be original.
• Sculpture must be installed on one of the existing pads. All sculptures MUST be designed with
the required devices used to secure the artwork.
• Sculpture should be suitable for viewing from all angles.
• Works selected for the exhibition will be based on quality, design, scale, suitability for an outdoor
environment, safety to the public and stable mounting.
• The City reserves the right to exclude pieces that pose safety, security or other risks.
• The City will have first rights of refusal for any sales.
• Artists are responsible for insurance while the art is in transit. A condition report will be
completed upon arrival and departure.
SECURITY:
• Artists should be aware that the park is a non -gated public park.
THE CITY OF NEWPORT BEACH WILL PROVIDE THE FOLLOWING:
• Installation and de- installation of the artworks
• National, regional and local advertising
• Pads and general maintenance
• On site insurance
DISCLAMIER
• The City of Newport Beach reserves the right to reject all submittals and decline to award
contracts for this project.
INFORMATION:
For information contact.......... (contact name, email address, and telephone number.)
Page 2 C Boller
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ATTACHMENT
Draft for Job description
Public Art Coordinator /Site Manager
Employment Type Contracted part -time, 9 -10 months 25 -30 hours per week
City of Newport Beach
The City of Newport Beach is offering an exciting project opportunity as a Public Art
Coordinator /Site Manager for the new sculpture exhibition. The Newport Beach Outdoor
Sculpture Park designed by Peter Walker is located in the new 16 acre Civic Center in
the heart of Newport Beach. The park has been designed to exhibit eighteen pieces of
sculpture for a period of two years with installation planned for April 2014 and de-
installation planned for April of 2016.
THE POSITION DESCRIPTION
Under general direction, the Public Art Program Coordinator /Site Manager assists in the
coordination and implementation of the Public Art Sculpture Program for the City of
Newport Beach, California. This classification reports to the staff and provides direct
support in administering and managing all aspects of the public art sculpture program. .
NEW POSITION
The new position is designated as a part- time, contracted "Project' position with
expected project duration of between 9 -10 months.
IDEAL CANDIDATE
In addition to meeting the minimum qualifications stated below, the ideal candidate for
this position will be an experienced project/program coordinator who is knowledgeable
about contemporary art, familiar with the theory, principles, practices and procedures of
art programs, and passionate about improving the quality of life in their community by
promoting diverse artistic and cultural innovation that inspires and thrills. It is essential
for the candidate to know our city well and to be easily accessible and readily available
during the project.
The ideal candidate for this position will have also demonstrated a track record of
success in the following areas:
• Knowledge of art and related issues
• Ability to develop, implement and manage art projects at various stages of
development;
• Capability to work well independently and with team members
• Ability to establish exceptional organizational skills, multi -task, prioritize work and
meet critical deadlines; and the
• Ability to communicate clearly and effectively at all levels within and outside the
City
• Vision artist communicate
MINIMUM QUALIFICATIONS
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These are minimum professional requirements for the position of Public Art Program
Coordinator:
Education: Possession of a Bachelor's degree from an accredited college or university
with major course work in any of the following: Arts, Fine Arts, Art History, and Arts
Administration.
:►9
Experience: The equivalent of three years professional experience in public arts
programs, including experience working with the regional artists' community. (Additional
experience may be substituted for the education on a year- for -year basis.)
KNOWLEDGE AND SKILLS
The most suitably qualified candidates will possess the following competencies:
Knowledge of:
• Contemporary art and in particular, knowledge and familiarity of the theory,
principles, practices and procedures of public art programs.
• Practices and techniques of administrative analysis and report preparation.
• Budgetary and financial record keeping techniques and preparation.
• Laws, codes and regulations governing public agency financial operations.
• Computer applications related to the work, including Word, Excel, and
Photoshop.
• Basic personnel, procurement and contract administration practices.
Ability to:
• Develop and implement a public art program, involving the design and integration
of artwork into the construction of a public site.
• Prepare, monitor and administer program budgets and contracts.
• Manage art projects at various stages of development.
• Manage all phases of the design, fabrication and installation of the artwork.
• Work well independently and with team members.
• Possess exceptional organizational skills, multi -task, prioritize work and meet
critical deadlines.
• Communicate clearly and effectively orally and in writing to the Arts Commission
and the City Council.
• Exercise sound independent judgment within established policies and guidelines.
• Be highly organized and manage time effectively.
• Establish and maintain cooperative relationships with those contacted in the
course of work.
• Communicate effectively at all levels within and outside the city
EM