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HomeMy WebLinkAbout08-13-2016 - City Arts Commission - Approved MinutesNewport Beach City Arts Commission Special Meeting Minutes Saturday, August 13, 2016 Regular Meeting – 9:00 AM Friends Meeting Room, Central Library 1000 Avocado Avenue Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 9:07 AM II. ROLL CALL Commissioners Present: Lynn Selich, Chair Michael Kerr, Vice Chair Jennifer Van Bergh, Secretary Judy Chang Arlene Greer Caroline Logan Commissioners Absent: Michelle Bendetti Staff Present: Tim Hetherton, Library Services Director Elaine McMillion, Administrative Support Assistant III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Carmen Smith, Newport Beach Arts Foundation President, announced Art in the Park was scheduled for October 15, 2016. Sponsors for Art in the Park were needed. Sponsors donating a minimum of $250 would receive their names or logos on a banner. Jim Mosher inquired whether public comment would be allowed during discussion of other items on the agenda. Chair Selich clarified that public comment would be allowed at the current time. The Retreat would be an open discussion. Mr. Mosher stated the public could not anticipate the discussion or potential decisions because of the broad nature of agenda items. Detailed notes should be taken of the retreat and presented for ratification at a future meeting of the City Arts Commission. The Newport Beach City Charter mandated duties for the City Arts Commission regardless of whether the City Council participated in those activities. 1 Newport Beach City Arts Commission Special Meeting Minutes August 13, 2016 Page 2 V. CURRENT BUSINESS A. Items for Review and Possible Action 1. Acceptance of the Sculpture Sunset Years into the City Art Inventory and Site Placement Recommendation – The Fine Arts Ad Hoc Subcommittee requests that the City Arts Commission recommend that the City Council accept the work into the City Arts inventory and approve its placement at the end of Turquoise Avenue on Balboa Island. Commissioner Greer read the staff report and hoped the City Arts Commission would accept the proposed Resolution from the Fine Arts Ad Hoc Subcommittee. Jim Mosher questioned the return of this item when the City Arts Commission, at the July 2016 meeting, voted to recommend the City Council accept the sculpture. Commissioner Greer explained that the sculpture was accepted subject to placement. The dispute regarding the site had been resolved and a new site proposed. Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (6-0-0-1) to recommend the City Council accept the sculpture into the City Art inventory and approve placement at the end of Turquoise Avenue on Balboa Island. AYES: Selich, Kerr, Greer, Logan, Van Bergh, Chang NOES: None ABSTENTIONS: None ABSENT: Bendetti Chair Selich attended a Centennial concert on Balboa Island the previous evening. Many people seemed happy with the proposed site, which would be more visible. VI. STUDY SESSION - 9:19 AM 2. City Arts Commission Strategic Planning Session - Loren Lillestrand of Lillestrand Leadership Consulting will facilitate a strategic planning session. The Commission will discuss mission and vision statements, as well as values. Other topics for the retreat include a programming plan, budget, committees, funding sources, the role of the Newport Beach Arts Foundation, and collaborations with the private sector, schools, local arts organizations, and City departments Chair Selich introduced Loren Lillestrand as facilitator for the retreat. His expertise can assist the City Arts Commission move to the next level of planning. She welcomed the newest Commissioner, Jennifer Van Bergh. At the next meeting, Commissioners would have recommendations from the retreat. Loren Lillestrand, of Lillestrand Leadership Consulting, stated that the Commissioners should think through the mission, vision and values of the organization and the strategic actions to accomplish them. The goal of the retreat was to obtain input. A Mission Statement, which did not change often, was intended to be the overarching reason for an entity's existence. Critical words were City Council, community, growth, vitality, arts and culture. 2 Newport Beach City Arts Commission Special Meeting Minutes August 13, 2016 Page 3 A Mission Statement should include clear language regarding public/private collaboration, fundraising and community education. Commissioner Greer offered "to promote and support a wide range of accessible cultural programs in the City, activities and facilities to address the needs and interests of residents of and visitors to the City of Newport Beach" as a possible Mission Statement. Other proposed language was "the City Arts Commission acts in an advisory capacity to the City Council in all matters pertaining to artistic, aesthetic and cultural aspects of the City. The City Arts Commission recommends to City Council the adoption of such ordinances, rules and regulations it deems necessary for the preservation and administration of fine arts, performing arts, historical, aesthetic and cultural aspects of the community." The current Mission Statement did not mention aesthetics or historical aspects of the City. In order to obtain the City Council's support for arts, the City Arts Commission should present the City Council with a compelling story, plans and funding sources. One question for discussion was the extent to which the City Arts Commission should play an active role in commenting on the aesthetics of new development, historical elements of the City, and the arts life in the City. The goal of the retreat was to develop a succinct presentation and plans which could garner the City Council's support for the arts. Development in the City and aesthetics associated with development were not defined in the City Arts Commission's bylaws. The City Council deleted from the Master Plan for Arts and Culture language regarding aesthetic considerations in City processes which review and approve public and private development of the built environment. Mr. Lillestrand explained the purpose of a Vision Statement and requested comments. City arts are not sustainable without funding. The City Arts Commission should build a case for support of the arts, develop a story that everyone wanted to support and convince people they wanted artistic excellence. The demographics of the City made the need for art more important. The City Arts Commission has to develop a value for arts to which the City Council would agree. The economic impact of arts programming and projects was important. The City Arts Commission could develop a list of programs, art, and activities that would add value to the community. A value statement could include economic value. The City Arts Commission should attempt to set goals around programming and deliverables and include the potential economic impacts. Participants suggested language of "contribute to the economic vitality of the City" and "significant artistic experiences distinct from those offered in other cities and contributing to the economic vitality of the City." The City Arts Commission should capture the dreams of Newport Beach residents and promote arts, culture and historical experiences that bring the community together. The current Vision Statement did not look to the future and was not definite. A Vision Statement should contain goals and include historic preservation. Language could include terms such as “pace setting” and “premier”. One participant suggested "a pace-setting arts community for personal and economic impact." The existing Mission Statement, Vision Statement and values needed only modest revisions. Recent City Council funding of art projects suggested Council Members are willing to support arts in the community. The City Arts Commission needs to provide reasons for the City Council 3 Newport Beach City Arts Commission Special Meeting Minutes August 13, 2016 Page 4 to continue investing in arts and demonstrate how it could provide aesthetically beautiful and economically vital projects. Morning Break – 10:30-10:40 AM Vice Chair Kerr advised that the City Arts Commission should provide the City Council with a comprehensive and forward-looking document accompanied by a presentation. The plan would build on the Master Plan for Arts and Culture and include existing and new activities, funding sources, staffing, and the role of the Arts Foundation. He wanted to discuss activities and programs on which to focus and ways to implement them. Commissioners suggested collaborating with the Newport Beach Film Festival to show films relevant to the community and arts awareness; more programming focused on cultural diversity; robust and intentional relationships with existing artistic elements in the community, Discovery Cube's Ocean Quest, the Parks and Recreation Division and Visit Newport Beach; adding important pieces of art by major artists to public art; a program of public art focal points; developing an icon for the City and placing representations of the icon at key points around the City; developing a master plan for placement of public art; hiring a public art consultant; and better communication of art events. Public speakers commented regarding fundraising, art programming in other cities and community involvement. Commissioners felt the following items should be prioritized: the Sculpture Garden; the Concert in the Park series; outdoor theater arts; public art; and a juried art exhibition/temporary art. With respect to the Sculpture Garden, Commissioners suggested using QR codes to provide information for individual sculptures; retaining a public art consultant; dividing the City into districts to gather public input; increasing community engagement; and researching and applying for grant funding. Public speakers recommended the City Arts Commission demonstrate the value and benefits of improvements, balance public wishes with artistic freedom and consider the physical abilities of visitors. A public arts consultant could handle many challenges associated with public art. Commissioners suggested marketing the sculpture garden to groups and selling naming rights. A concerts series was important because it brought a variety of people into the City. Concerts should serve a district in a manner that was appropriate to the district. Food services and restroom facilities were important for concerts. Bands should be more well known and targeted to specific audiences. Concerts could become annual traditions. Commissioners discussed the selection of groups for concerts. A programming consultant could assist the Commission. As a government entity, the Commission had to support programming that engaged the largest number of people. High attendance at programs could gain sponsorships and City Council interest. The number and scale of programs was limited by City Staff resources. Commissioners discussed charging fees for events. VII. RECESS AT APPROXIMATELY 12:00 PM – 12:00 PM VIII. RECONVENE TO RESUME STUDY SESSION – 1:05 PM 4 Newport Beach City Arts Commission Special Meeting Minutes August 13, 2016 Page 5 IX. ROLL CALL X. NOTICE TO THE PUBLIC XI. STUDY SESSION RESUMES Commissioner Logan departed the meeting at 1:10 PM. The City needs an outdoor venue. A cultural arts center or performing arts venue is needed; however, most received subsidies from a city or private sources. There is no large indoor venue within the City for performing arts. The City Arts Commission could collaborate with volunteer organizations and corporations. Large events could draw visitors to smaller, nearby events. Collaboration could include the City Arts Commission financially supporting programs hosted by other arts organizations. In this way, the City Arts Commission could have greater impact with reduced administrative costs. Commissioners discussed the existing Cultural Arts Grant Program. Initiatives should relate to the Mission and Vision Statements and would be limited by resources. A programming consultant, community engagement, economic vitality, targeted outreach could apply to performing arts. Events supported by a Cultural Arts Grant should promote the arts. Vice Chair Kerr thanked supporters of the symphony event. He reiterated the need to present a comprehensive plan to the City Council. One of the main questions was a source of private funding. He suggested beginning with goals and aspirations and then including the economic, aesthetic and civic pride components. A plan should also include a budget, staffing and funding sources. The City Arts Commission discussed staffing resources through employees or contractors, available funds, the desire to implement a structure similar to the Library Foundation, and forming a finance committee. Funding sources were one-time funds, developer fees, public arts funds, the City, Visit Newport Beach and private support. The City Arts Commission needed to develop a multiyear plan for programs and funding. The amount of private funds to be raised had not been determined. Library Services Director Tim Hetherton reviewed criteria for utilizing developer fees. Commissioners discussed the role a fundraising expert could have. Commissioners discussed current fundraising efforts, uses of those funds and the City Council's direction to the City Arts Commission regarding public-private partnerships. Chair Selich suggested subcommittees for finance, the concert series, and the Sculpture Garden. Each project would determine its budget, and the finance subcommittee would oversee the budgets. Vice Chair Kerr thought the City Arts Commission should target fundraising to specific elements of programming with funds deposited in one account rather than separate accounts. 5 Newport Beach City Arts Commission Special Meeting Minutes August 13, 2016 Page 6 Discussion continued with respect to whether the City Council should solely fund public art and whether the City Arts Commission should raise funds and develop public-private partnerships. The Arts Foundation was created to be the fundraising arm of the City Arts Commission; however, the Arts Foundation did not function in that manner. Carmen Smith, Newport Beach Arts Foundation President, described the Arts Foundation and its work. A larger membership would allow the Arts Foundation to provide more assistance to the City Arts Commission. Perhaps the City Arts Commission should hire a fundraising expert as a next step. The Commission learned about ways other arts organizations raised funds. The City Attorney clarified the "2%" paid by developers in other cities to fund arts organizations. Commissioners discussed the subcommittees needed. Commissioners Greer and Van Bergh volunteered to serve on the Sculpture Garden subcommittee. The Cultural Arts grants subcommittee would be a part of the collaboration and education subcommittee. The Cultural Arts Grant Program would have a greater impact by providing $10,000 grants to four organizations rather than many smaller grants. Other subcommittees could be Finance and Administration with Vice Chair Kerr and public relations with Chair Selich. Fundraising could be handled by the entire City Arts Commission. The Sculpture Garden subcommittee would fall under the programming subcommittee. Director Hetherton and the City Arts Commission discussed hiring a development manager as a non-City employee to assist the Arts Foundation and the City Council's reaction to that in an earlier proposal. The City Arts Commission should direct, staff and collaborate with the Art Foundation. XII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. XIII. ADJOURNMENT – 2:51 PM Approved by: Lynn Selich 6