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HomeMy WebLinkAbout05-11-2017 - CAC - Approved Minutes1 Newport Beach City Arts Commission Regular Meeting Minutes Thursday, May 11, 2017 Regular Meeting – 5:00 PM City Council Chambers 100 Civic Center Drive Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:01 P.M. II. ROLL CALL Commissioners Present: Lynn Selich, Chair Michael Kerr, Vice Chair Michelle Bendetti Judy Chang Arlene Greer Caroline Logan Commissioners Absent: Jennifer Van Bergh, Secretary 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 April 13, 2017 City Arts Commission Meeting 1. Draft of 04/13/2017 Minutes Commissioner Greer clarified her comments on page 5, paragraph 12. She was suggesting the donor form could be utilized during the summer to raise money for all the arts programming if adopted by the Newport Beach Arts Foundation. The timeline was relative to the donor form, June through September. Commissioner Logan requested "Commissioner Logan was pleased with Vice Chair Kerr's proposals and the logic of those proposals" on page 5 be amended to "Commissioner Logan thanked Vice Chair Kerr." She recalled Library Services Director Hetherton advising the Commission that the Ronald Reagan statue was intended to be permanently installed at the Civic Center. Commissioner Greer reported the Art in Public Places subcommittee is composed of herself, Commissioner Logan, and Commissioner Van Bergh. However, the Newport Beach Art Exhibition group is composed of Commissioner Greer, Commissioner Logan, and Commissioner Chang. Newport Beach City Arts Commission Regular Meeting Minutes May 11, 2017 Page 2 2 Commissioner Chang arrived at 5:07 P.M. Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (6-0-0-1) to approve the draft Minutes for the meeting of April 13, 2017 as amended. AYES: Selich, Kerr, Bendetti, Chang, Greer, Logan NOES: None ABSTENTIONS: None ABSENT: Chang, Van Bergh Commissioner Logan noted some comments in the Minutes were attributed to the incorrect Commissioner. B. Consent Calendar Items 2. Financial Report - Review of financial information. Library Services Director Hetherton reported sufficient funds are available for the juried art show. Fewer funds are being spent on the program because of other funding priorities during the fiscal year, but the event should still be nice. In response to Chair Selich's question, Library Services Director Hetherton preferred the Cows4Camp people handle the silent auction. The exhibit will remain until June 30th. In reply to Commissioner Chang's question, Library Services Director Hetherton indicated funds are not available for a photographer at the Art Exhibition. Perhaps the City Arts Commission could approach the Arts Foundation about funding a photographer or music. Commissioner Greer added that photographs taken during the Art Exhibition will be used in future marketing efforts. Commissioner Greer offered to approach the Arts Foundation about funding a photographer for the Art Exhibition. In response to Commissioner Chang's questions, Library Services Director Hetherton stated $2,200 is budgeted for catering during the Art Exhibition. That amount will provide pretzels, cheese, and crackers. Attendees will have to pay for wine, beer and beverages at the event. The Arts Foundation raised $23,000 for the 2016 Pacific Symphony concert. Those funds may be applied to this year's concert. Visit Newport Beach's $10,000 donation was used to pay for insurance, police officers, security guards, the after party, and catering for last year's Pacific Symphony concert. The after party probably cost less than $5,000. Funding for the Pacific Symphony concert was higher than funding for Concerts on the Green because more people attended and there were more expenses and higher expenses. Chair Selich added that the reception was held for donors who gave a certain amount of money. Commissioner Chang was not comfortable with using City funds to pay for a private event. Library Services Director Hetherton reported typically taxpayer funds are not used to host a private event. Chair Selich suggested agendizing a discussion of the funding structure of the Pacific Symphony concert at the next meeting. Newport Beach City Arts Commission Regular Meeting Minutes May 11, 2017 Page 3 3 Library Services Director Hetherton noted some donations for Pacific Symphony were received after the event. Commissioner Greer suggested the Performing Arts Subcommittee hold a discussion. 3. Cultural Arts Activities - Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (6-0-0-1) to approve the Consent Calendar. AYES: Selich, Kerr, Bendetti, Chang, Greer, Logan NOES: None ABSTENTIONS: None ABSENT: Van Bergh VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Timeline for 2017 Sculpture Exhibition in Civic Center Park – Staff presents the timeline for Phase III developed by Arts Orange County for review. Library Services Director Hetherton advised that on May 19 the Art in Public Places Subcommittee is meeting with Arts Orange County to talk about the timeline for Phase III of the Sculpture Garden. The outline of tasks contains some benchmarks. He will send Commissioners an email containing important meeting dates. The public will be able to view submissions online and provide comments. Arts Orange County has committed to providing updates at City Arts Commission meetings. Commissioner Greer was excited about the kick-off meeting for the artist call, which will be a new event. Vice Chair Kerr reiterated his suggestion at a previous meeting for the City Arts Commission to discuss a two-year rotation schedule for sculptures. Chair Selich remarked that information for the artist call needs to include language about artists using materials that can withstand being in the weather. In response to Vice Chair Kerr's questions, Library Services Director Hetherton advised that Phase III will be installed in October 2017 and de-installed in August 2019. Phase IV will be installed in August 2018 and de-installed in August 2020. Under a two-year rotation, Phases III and IV would extend for three years. There will be no sculptures between approximately August and October 2017 when the current ten pieces are de- installed. Newport Beach City Arts Commission Regular Meeting Minutes May 11, 2017 Page 4 4 Vice Chair Kerr questioned whether expanding Phases III and IV to three years would be a logical move in order to reduce expenses. Library Services Director Hetherton advised that artists would have to agree to the loan period. Chair Selich suggested referring the question to the Art in Public Places Subcommittee for discussion. 5. Placement of Ronald Reagan Statue – Staff recommends that the Art in Public Places Ad Hoc Subcommittee, in collaboration with sculptor Miriam Baker, determine an appropriate site in Civic Center Park to place the Ronald Regan Sculpture. Chair Selich requested this item be tabled. Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (6- 0-0-1) to table discussion of placement of the Ronald Reagan statue. AYES: Selich, Kerr, Bendetti, Chang, Greer, Logan NOES: None ABSTENTIONS: None ABSENT: Van Bergh B. Monthly Reports 6. Art in Public Places Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Caroline Logan, Commissioner Jennifer Van Bergh Commissioner Greer provided an update for the Newport Beach Art Exhibition Committee. Approximately 50 submissions have been received. The deadline for submissions is currently May 26, but it will probably be extended. All Commissioners are requested to help with check-in of artists. The Newport Beach Arts Foundation will help with volunteer work. 7. Performing Arts Ad Hoc Subcommittee – Commissioner Michelle Bendetti, Commissioner Arlene Greer, Commissioner Judy Chang Commissioner Bendetti had attended a Flashback Heart Attack performance the prior weekend. They will provide nice, diverse entertainment. Flashback Heart Attack's performance is scheduled for July 9 and Pacific Symphony for July 16. 8. Marketing & Communications Ad Hoc Subcommittee - Commissioner Michelle Bendetti, Commissioner Lynn Selich Chair Selich indicated the subcommittee will be working on the Cows4Camp exhibit and the Pacific Symphony concert. Commissioner Greer requested Commissioners provide information about City Arts Commission programming at local venues in the City of Newport Beach if opportunities are available to do so. Newport Beach City Arts Commission Regular Meeting Minutes May 11, 2017 Page 5 5 In reply to Commissioner Chang's inquiry, Assistant City Manager Jacobs advised that approximately 200 people follow Cultural Arts on Instagram, 600 people on Facebook, and 90 on Twitter. Chair Selich reported the 2017-2018 fiscal year budget includes funding for an administration/fundraising position. The budget will be presented to the Council on May 23 for approval. In response to Commissioner Chang's question, Library Services Director Hetherton indicated Visit Newport Beach funds will pay for the staffing position. This position will work with the Arts Foundation regarding fundraising. Commissioner Chang supported initiating an arts manager position, but she was not sure the position should support fundraising. Assistant City Manager Jacobs suggested staff provide the Commission with a scope of services for the position for discussion prior to releasing the Request for Proposals. Commissioners reported they could not access or were not aware of their City email accounts. 9. Government Relations Ad Hoc Subcommittee - Commissioner Lynn Selich, Commissioner Michael Kerr, Commissioner Jennifer Van Bergh This item was combined with Item 10. 10. Finance Ad Hoc Subcommittee - Commissioner Michael Kerr, Commissioner Jennifer Van Bergh, Commissioner Lynn Selich Vice Chair Kerr reported an email was sent to Commissioners proposing the creation of a board of trustees to supplement the Arts Foundation and requesting the names of people who might want to join the board of trustees. Several Council Members have informally contacted him to endorse and support the concept. The trustees would be responsible for writing checks and overseeing the staff person's fundraising efforts. Trustees would create their own structure, determine minimum financial obligations, and determine levels of recognition and rewards for donations. A number of people have expressed interest in discussing this. The trustees could host a signature event to recruit members and to promote internal cohesion. The Arts Foundation and the trustees could meet annually with the City Arts Commission to brainstorm arts programming. The Arts Foundation could create a broad-based membership concept with the board of trustees organizing and governing membership. If trustees are successful in raising a significant amount of money, he proposed a Memorandum of Understanding with the City Council regarding the disposition of funds raised by the trustees. Next steps include additional discussion of the concept, obtaining approval, and then soliciting members for the board of trustees. The inaugural board could be composed of four to eight people. He suggested holding a reception for prospective trustees or those wanting more information at the Pacific Symphony concert. Newport Beach City Arts Commission Regular Meeting Minutes May 11, 2017 Page 6 6 Commissioner Chang expressed concern about using taxpayer funds to hire an Arts Foundation fundraiser. Hiring an arts manager to handle programming could encourage people to donate. Vice Chair Kerr explained that funding for the position would be budgeted in the first year. After the first year, the position should raise sufficient funds to pay for itself and programming. The position could be 20 percent administrative and 80 percent fundraising. The City Council has asked the City Arts Commission to increase the level of private support for the arts. Commissioner Chang noted substantial funds were raised through email blasts. Those could continue four times a year. Vice Chair Kerr clarified that funds raised through email blasts were relatively small. Four email blasts a year would likely result in diminishing donations. The Arts Foundation needs a person dedicated to fundraising. In reply to Commissioner Chang's questions, Library Services Director Hetherton explained that the $23,000 was placed in the donation account and will be used to supplement the cost of this year's Pacific Symphony concert. The proposed program budget totals $95,000, of which $35,000 is planned for regular programming and $60,000 for the Pacific Symphony concert. That $60,000 could be comprised of Visit Newport Beach funds and donations. Vice Chair Kerr clarified that the budget is composed of revenues and expenses without allocations for specific events. Library Services Director Hetherton reported the $23,000 was donated for the Pacific Symphony concert and could not be used for other programming. Commissioner Chang recalled that the email asked for donations to support the arts, not specifically Pacific Symphony. She wanted to understand how the City Arts Commission could budget so much money for one event while reducing funds for another event. Chair Selich reminded Commissioners that the City Arts Commission discussed and approved programming and a budget for the year. Commissioner Greer suggested each subcommittee submit a list of programs and costs for the City Arts Commission's use in preparing a budget. A wider variety of programming will attract more donations. Commissioner Chang felt funding should be spread among each of the arts, not one major event. Library Services Director Hetherton indicated $60,000 will be dedicated to the Pacific Symphony concert. That $60,000 is mostly comprised of $23,000 in donations from last summer and the remainder from Visit Newport Beach funds. Commissioner Logan reported the Sister City program could be added to the 2014 stone in the McFadden Square Timeline. In 2014, the City celebrated the 30th anniversary of its association with Sister City Okazaki. She would look into anniversary celebrations for Sister Cities Antibes and Ensenada. Newport Beach City Arts Commission Regular Meeting Minutes May 11, 2017 Page 7 7 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 Chang requested agenda items regarding funds for the Arts Foundation staff position, more clarification of the City Arts Commission's budget, and the return on investment of Cultural Arts Grants. Commissioner Greer requested a City Arts Commission Retreat. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher remarked that documents relevant to the agenda should be made available to the public. He suggested a four-year tenure with a rotation of two years for the Sculpture Garden. The City Arts Commission should remind the City Council of the City Arts Commission's duty to make recommendations to the City Council regarding arts and culture within the City. The proper question is not where the Ronald Reagan statue should be placed but whether it should be moved. IX. ADJOURNMENT – 6:26 P.M. Chair Selich adjourned the meeting at 6:26 p.m. Approved by: Lynn Selich