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HomeMy WebLinkAbout03-09-2017 - City Arts Commission - Approved Minutes1 Newport Beach City Arts Commission Regular Meeting Minutes Thursday, March 9, 2017 Regular Meeting – 5:00 PM Newport Beach Central Library 1000 Avocado Avenue Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:04 PM II. ROLL CALL Commissioners Present: Lynn Selich, Chair Jennifer Van Bergh, Secretary Michelle Bendetti Judy Chang Arlene Greer Caroline Logan Commissioners Absent: Michael Kerr, Vice Chair Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Technician III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS None. V. CONSENT CALENDAR A. Approval of Minutes of the February 9, 2017 City Arts Commission Meeting 1. Draft of 02/09/2017 Minutes Library Services Director Hetherton corrected "Rod Rodheim" on page 6, paragraph 6, to "Ralph Rodheim." Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (6- 0-0-1), to approve the draft Minutes for the meeting of February 9, 2017 as amended. AYES: Selich, Van Bergh, Bendetti, Chang, Greer, Logan NOES: None ABSTENTIONS: None ABSENT: Kerr Newport Beach City Arts Commission Regular Meeting Minutes March 9, 2017 Page 2 2 B. Consent Calendar Items 2. Financial Report - Review of financial information. Library Services Director Hetherton advised that the financial report did not reflect the $2,400 refund of the Cultural Arts Grant. 3. Cultural Arts Activities - Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. This month's report includes the results from the Performing Arts Survey Library Services Director Hetherton reported he had been negotiating with acts for Summer Concerts and working on a presentation of Phases 3 and 4 of the Sculpture Garden for the City Council. In response to Chair Selich's inquiries, Library Services Director Hetherton explained that the contract for Phases 3 and 4 had to be approved and funds appropriated to the Cultural Arts Division. The contract would likely be presented to the Council in April. He would determine if additional responses to the Performing Arts survey warranted leaving it open. Commissioner Logan noted survey comments would be important for the City Arts Commission to remember and investigate. Chair Selich requested a report of survey results be presented to the City Arts Commission when the survey closed. The survey for McFadden Square events needed to be prepared. Motion made by Commissioner Chang, seconded by Commissioner Logan, and carried (6-0-0-1), to approve the Consent Calendar. AYES: Selich, Van Bergh, Bendetti, Chang, Greer, Logan NOES: None ABSTENTIONS: None ABSENT: Kerr VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Approve Donation of Mark Leysen's Shifting Currents to City Arts Inventory – The Art in Public Places Ad Hoc Subcommittee recommends that the City Arts Commission accept the donation of Mark Leysen's Shifting Currents into the City Art Inventory. Commissioner Greer reported the Art in Public Places Subcommittee recommended the City Arts Commission accept a donation of Mark Leysen's painting, Shifting Currents, into the City Inventory. She shared information about Mr. Leysen's artwork. Mr. Leysen agreed to all conditions listed in Council Policy I-11, and Shifting Currents conformed to all criteria listed in Policy I-9. Pending approval, the painting would be recommended to Newport Beach City Arts Commission Regular Meeting Minutes March 9, 2017 Page 3 3 the City Council for acceptance into the City Art Inventory. The subcommittee was thankful for Mr. Leysen's donation. Commissioner Logan considered the piece exceptional and was pleased by Mr. Leysen's offer to donate it. Jim Mosher asked about a plan to display the painting. It should not be placed in storage after the artist's generous donation. Commissioner Greer advised that the subcommittee had discussed adopting a plan to inventory public spaces in the City where art was needed. That inventory would likely occur after plans for the Sculpture Garden were complete. In the meantime, the painting was displayed in the front entry of the Library Administrative Office. Commissioner Logan remarked that the subcommittee was being extremely selective and discriminating in choosing artwork. The subcommittee was compiling a plan to ensure the entire City shared in the wealth of any purchased or donated artwork. Chair Selich believed a curator could assist the City Arts Commission with placing artwork. Commissioner Greer recalled a curator who helped inventory the existing City collection. Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (6- 0-0-1), to accept the donation of Mr. Leysen's piece, Shifting Currents, into the City Art Inventory. AYES: Selich, Van Bergh, Bendetti, Chang, Greer, Logan NOES: None ABSTENTIONS: None ABSENT: Kerr 5. Presentation by Newport Beach Arts Foundation – The Newport Beach Arts Foundation will present an overview of Foundation activities. Virginia Hayter, Newport Beach Arts Foundation, remarked that the Arts Foundation was happy to partner with the City Arts Commission to enhance the quality of life in Newport Beach and for neighbors. The Sculpture Garden, rotating exhibits in the Central Library, expansion of the juried art show, and the Pacific Symphony performance brought local and national attention to the arts in Newport Beach. The Arts Foundation wanted to continue to be a partner in the City Arts Commission's good work. In 2017, the Arts Foundation would present Sphere 112 to the citizens of Newport Beach. The Arts Foundation was committed to projects and work that would raise funds to support the City Arts Commission and to ensure the preservation and enhancement of the arts in Newport Beach. Recruitment for new members to the Arts Foundation had proven to be difficult. The Arts Foundation requested the City Arts Commission's help in finding people who wanted to help build community through the arts. Carmen Smith, Newport Beach Arts Foundation, commented that the Arts Foundation received a fair amount of publicity; however, it did not translate to membership. She shared photos of Arts Foundation events and projects. The City Arts Commission could help the Arts Foundation obtain more advertising and more members. Newport Beach City Arts Commission Regular Meeting Minutes March 9, 2017 Page 4 4 Chair Selich expressed appreciation for the Arts Foundation's support. The City Arts Commission's ability to assist the Arts Foundation was limited. In response to Chair Selich's question, Ms. Smith advised that the Arts Foundation did not have a list of recipients for email blasts. Only five members actively worked on Arts Foundation business and projects. In reply to Commissioner Chang's inquiry, Ms. Hayter recalled $8,000 being raised through email solicitation for the Pacific Symphony concert, and the Arts Foundation gave $1,000. Commissioners and Ms. Hayter discussed the ability of the City Arts Commission to solicit donations in general and for individual projects. The Arts Foundation did not have sufficient members to handle fundraising and events. Commissioner Greer suggested an immediate initiative to publicize the need for support of arts programming in Newport Beach and for members and to connect the Arts Foundation with arts programming. A spokesperson for the Arts Foundation could attend local events to educate the public about the Arts Foundation. In response to Commissioner Chang's question, Library Services Director Hetherton advised that the email list contained 16,000 contacts. Ms. Smith added that most of the $8,000 was received in response to the City Arts Commission advertising the Pacific Symphony concert. Commissioner Logan suggested inviting former applicants to the City Arts Commission to become Arts Foundation members. Library Services Director Hetherton agreed to discover whether such an invitation would be appropriate. Chair Selich clarified that the Arts Foundation had to take responsibility for fundraising without staff support. Commissioner Van Bergh concurred with sending quarterly email solicitations. Commissioners discussed whether to form an ad hoc subcommittee to market the Arts Foundation or fold it into the Marketing and Communications Ad Hoc Subcommittee. Chair Selich tabled the item until Vice Chair Kerr could be present as he had reached agreement with the Arts Foundation regarding responsibilities and priorities. In reply to Jim Mosher's question, Chair Selich indicated funds for an administrator/coordinator for the Arts Foundation were utilized elsewhere. Library Services Director Hetherton added that the Request for Proposals for the position was too broad. Money for contract labor should be placed in a separate fund to pay contractors based on specific jobs. Commissioner Greer remarked that the City Arts Commission could not work directly with the Arts Foundation, but it could direct people to the Arts Foundation. Newport Beach City Arts Commission Regular Meeting Minutes March 9, 2017 Page 5 5 Library Services Director Hetherton clarified that the Request for Proposals did not result in any persons interested in the position a that proposed level of compensation; therefore, funds for the position were used for other contract services. Staff submitted a budget to the City Manager that included $40,000 for all contract services. Commissioner Greer reiterated that fundraising efforts throughout the year had to be managed by the Arts Foundation. [Commissioner Bendetti left the meeting at 6:00 p.m.] Commissioners, Ms. Hayter, and Ms. Smith discussed Commissioners' ability to assist the Arts Foundation, Arts Foundation infrastructure and membership structure, and ways to recruit members to the Arts Foundation. Library Services Director Hetherton offered to use the Cultural Arts email list to solicit members for the Arts Foundation. B. Monthly Reports 6. Art in Public Places Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Caroline Logan, Commissioner Jennifer Van Bergh Commissioner Greer indicated Scott Amling's photography exhibit was on display in the lobby until March 24. Mr. Amling gave a lecture about his work on February 22. The Newport Beach Art Exhibition Committee met with staff and kicked off the event scheduled for June 17. Mayor Muldoon would present awards at 4:30 p.m.. Attendees could see the Sculpture Garden and Cows4Camp and Library exhibits. Award categories were watercolor paintings including pen, ink and charcoal; oil and acrylic paintings; 3-D art; photography; Jurors' Choice; and People's Choice. Commissioners discussed food at the Newport Beach Art Exhibition including food trucks, wine vendors, and caterers. 7. Performing Arts Ad Hoc Subcommittee – Commissioner Michelle Bendetti, Commissioner Arlene Greer, Commissioner Judy Chang Commissioner Greer advised that the subcommittee had approved the slate of performers for Summer Concerts. Library Services Director Hetherton added that dates were confirmed, and he would be sending contracts to performers. 8. Marketing & Communications Ad Hoc Subcommittee - Commissioner Michelle Bendetti, Commissioner Lynn Selich Chair Selich reported the subcommittee would be reviewing outreach for the Cows4Camp exhibit. Any outreach efforts on behalf of the Arts Foundation should be strategic. 9. Government Relations Ad Hoc Subcommittee - Commissioner Lynn Selich, Commissioner Michael Kerr, Commissioner Jennifer Van Bergh Newport Beach City Arts Commission Regular Meeting Minutes March 9, 2017 Page 6 6 Chair Selich advised that she and Vice Chair Kerr met with Council Member Herdman and Vice Chair Kerr met with four other Council Members to discuss the Council's vision for the City Arts Commission. Council Members concurred that the funding allocation for the City Arts Commission of $275,000 would not change. She reviewed Vice Chair Kerr's information regarding funds from the Balboa Theater trust fund; soliciting private support and creating public/private partnerships; working with the Arts Foundation to raise private support totaling $23,000; the reserve of $90,000 in the Visit Newport Beach account; maintaining a reserve of $50,000 and spending the balance of funds over a two-year period; and applying the reserve of $23,000 to the 2017 Pacific Symphony concert, unless directed elsewhere. Total funds available to the City Arts Commission was $384,000. Vice Chair Kerr had not provided for the $134,000 payment of the second installment for Phases 3 and 4 of the Sculpture Garden. This amount could potentially be funded through I-13 funds. In discussions with Council Members, Vice Chair Kerr had stressed that Commissioners understood their fiduciary obligations to the Council and the community. Vice Chair Kerr had questioned increasing community grants from $40,000 to $70,000. Commissioner Chang questioned the need to raise funds for the Pacific Symphony concert when $23,000 was available and how the City Arts Commission could anticipate raising the same amount of funds. Commissioner Van Bergh explained that any surplus funds could be utilized for other programming. Email blasts could again be used to solicit donations. Strategic fundraising was needed. Library Services Director Hetherton explained that funds raised for the Pacific Symphony concert was placed in a special City account. Funds for Summer Concerts would be available July 1. Chair Selich and Commissioner Greer reiterated that fundraising for the Pacific Symphony concert in 2016 was held at the last minute in an effort to obtain Council support for the concert. In response to Commissioner Chang's question, Chair Selich explained that the Arts Foundation would need to hire a fundraising consultant. Commissioner Chang reiterated that email blasts should solicit support for all arts programming, not just the Pacific Symphony. Library Services Director Hetherton recalled that the City Council approved funding for the Pacific Symphony concert with the agreement that the City Arts Commission would raise funds for the event in the future. Vice Chair Kerr's proposed budget was a good start to present to the City Council. Chair Selich requested Commissioners contact Vice Chair Kerr with specific questions and suggestions. A strategic plan was needed to raise funds for high-quality events. Commissioner Greer offered her time and institutional memory of the City Arts Commission where needed. The Arts Foundation needed organization and leadership. The City Arts Commission needed a plan for fundraising. Newport Beach City Arts Commission Regular Meeting Minutes March 9, 2017 Page 7 7 Chair Selich felt the building of a foundation required hundreds of hours. If the City Arts Commission had a dynamic product or experience and an engaging and compelling message, she could prepare a public relations proposal. Commissioner Van Bergh suggested spending $5,000 to hire a consultant to prepare materials and a message for a specific event. In response to Chair Selich's question, Virginia Hayter indicated she could take a proposal to expend $5,000 for a consultant to the Arts Foundation Board. Chair Selich requested input for the Council study session on March 28. 10. Finance Ad Hoc Subcommittee - Commissioner Michael Kerr, Commissioner Jennifer Van Bergh, Commissioner Lynn Selich [Combined with Item 9.] VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Commissioner Greer requested items approving exhibits for Chip Fesko and Joe Lewis. Library Services Director Hetherton noted future items of the Performing Arts survey, a sample survey for McFadden Square, and a financial report and the Arts Foundation. Commissioners debated whether an agenda item concerning the date of the Pacific Symphony concert was needed. Commissioner Logan requested a future item regarding increasing Arts Foundation membership. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. IX. ADJOURNMENT – 7:15 PM Chair Selich adjourned the meeting at 7:15 p.m. Approved by: Lynn Selich