HomeMy WebLinkAbout06-08-2017 - CAC - Approved Minutes1
Newport Beach City Arts Commission Regular Meeting Minutes Thursday, June 8, 2017
Regular Meeting – 5:00 PM Newport Beach Central Library
1000 Avocado Avenue
Newport Beach, CA 92660 Teleconference Location: Ritz Carlton Tokyo
Tokyo Midtown, 9-7-1 Asakasa Minato Tokyo, Japan I. CALL MEETING TO ORDER – 5:02 P.M.
II. ROLL CALL
Commissioners Present: Lynn Selich, Chair Michelle Bendetti
Judy Chang (via teleconference)
Arlene Greer Caroline Logan
Commissioners Absent: Michael Kerr, Vice Chair Jennifer Van Bergh, Secretary
Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Technician
III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS K.C. Cramer questioned whether the City receives funds from Visit Newport Beach and
the Newport Beach Film Festival per the City Charter. She also asked if the Newport Beach Arts Foundation could provide management services to the City Arts Commission
for a fee.
Chair Selich advised that Visit Newport Beach does not fall within the City Arts
Commission's purview. The City Arts Commission and Arts Foundation are separate
entities. Library Services Director Hetherton added that the Arts Foundation raises funds to support arts programming in the City.
V. CONSENT CALENDAR
A. Approval of Minutes of the May 11, 2017 City Arts Commission Meeting
1. Draft of 05/11/2017 Minutes
Commissioner Greer requested the second sentence of paragraph 4 on page 2 be stricken from the record and the third sentence be corrected to "Commissioner Greer offered to
approach the Foundation and inquire if they would be interested in supporting the $450 cost for photographer..." With respect to paragraph 5 of page 2, she understood Library
Services Director Hetherton stated cheese, crackers, pretzels, and fruit platters would be
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provided; however, wine, beer, and other alcoholic beverages are available for purchase
at a no-host bar. The first sentence of paragraph 4 on page 4 should be corrected to "Commissioner Greer provided an update for the Newport Beach Art Exhibit committee." Paragraph 7 of page 4 should state "Commissioner Greer requested members of the CAC
provide information about CAC programming at local meetings in the City of Newport Beach as opportunities are available to do so."
Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (5-0-0-2) to approve the draft Minutes for the meeting of May 11, 2017 as amended.
AYES: Greer, Logan, Bendetti, Selich, Chang NOES: None
ABSTENTIONS: None
ABSENT: Kerr, Van Bergh
B. Consent Calendar Items
2. Financial Report - Review of financial information.
Library Services Director Hetherton reported adequate funds are available for programming through the end of the fiscal year.
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 Hetherton advised that the Wing Lam lecture was well attended.
The lecture tied in nicely with the John Wayne event. Mr. Lam's lecture was made possible by a City Arts Commission grant to the Balboa Island Museum and Historical Society.
Backhausdance's performance on the Green pleased attendees.
Chair Selich reported the Orange County Board of Supervisors recognized John Wayne
Day throughout the County and mentioned the Library exhibit and park dedication.
In response to Commissioner Chang's question, Library Services Director Hetherton
stated Library staff estimated 120 people attended the Backhausdance performance. Commissioner Chang remarked that the attendance for the performance was low compared to attendance at Concerts on the Green, especially in relation to the amount of
the Cultural Arts Grant. Library Services Director Hetherton advised that the City Arts Commission could review attendance when it receives the Completion Report in September.
Motion made by Commissioner Logan, seconded by Commissioner Greer, and carried (5-0-0-2) to approve the Consent Calendar.
AYES: Logan, Selich, Bendetti, Greer, Chang
NOES: None
ABSTENTIONS: None ABSENT: Kerr, Van Bergh
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Chair Selich announced Items 9 and 10 will be heard next and the order of Items 6 and 7
will be reversed. VI. CURRENT BUSINESS
A. Items for Review and Possible Action
4. City Arts Commission Funding – Assistant City Manager Carol Jacobs provides an overview of City Arts Commission structure, authority, and
finances.
Assistant City Manager Carol Jacobs reported that the City Manager determined staffing
for the City Arts Commission. The Arts Foundation is a separate entity tasked with
supporting the City Arts Commission. Section 712 of the City Charter identifies the duties and roles of the City Arts Commission. Council Policies clarify the City Arts Commission's
responsibilities with respect to art in public places, financial support for cultural arts,
acquisition of art, and the Public Arts and Cultural Facilities Fund. The City Arts Commission is guaranteed minimum funding of $55,000 per year.
Chair Selich and Assistant City Manager Jacobs discussed the source of monies for the Public Arts and Cultural Facilities Fund, use of the monies for the Library, and expenditure
of the monies. Jim Mosher reported that the Minutes for the April 11 City Council meeting indicate the
Sculpture Garden contract with Arts Orange County calls for a recommendation of a location for the Reagan statue. However, the executed contract with Arts Orange County
does not mention a recommendation for the Reagan statue. The contract provides for
only nine sculptures in Phase III of the Sculpture Garden. The City Arts Commission can recommend to the City Council that the Reagan statue remain in its current location.
Assistant City Manager Jacobs suggested the City Arts Commission provide the City Council with a recommendation regarding a location for the Reagan statue. She and
Library Services Director Hetherton will ensure an appropriate contractor moves the
statue. Expenses will not be taken from City Arts Commission funding. With respect to funding, Assistant City Manager Jacobs reported the City Council can change or waive
Council Policies at any time. The City Arts Commission's budget is based on a minimum of $55,000 from the General Fund. Public benefit fees are deposited into the Public Arts and Cultural Facilities Fund. Visit Newport Beach funds are deposited into the Arts and
Culture Reserve Fund. The Balboa Theater funds were also deposited into the Arts and Culture Reserve, and the City Arts Commission has not requested expenditure of the funds. Staff projects that the City Arts Commission will have a total of $1.2 million in the
Public Arts and Cultural Facilities Fund and the Arts and Culture Reserve Fund as of June 30, 2017. In Assistant City Manager Jacobs' opinion, the Public Arts and Cultural Facilities
Fund can be used for capital projects and the Arts and Culture Reserve Fund for
programming.
In response to Commissioner Greer's inquiry, Assistant City Manager Jacobs stated Policy
I-13 funds do not have time limits for expenditure.
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In reply to Virginia Hayter's question, Assistant City Manager Jacobs indicated funds for
the Sculpture Garden will be taken from the Public Arts and Cultural Facilities Fund in the future with City Arts Commission recommendation and City Council authorization.
Ms. Hayter requested a weekly listing of free or low-cost programming be provided to the Oasis Senior Center. 5. Proposed Cultural Arts Budget for Fiscal Year 2017/18 – The Finance Ad Hoc Subcommittee recommends that the City Arts Commission approve
the proposed budget for fiscal year 2017/18.
Chair Selich recused herself from this item.
Library Services Director Hetherton advised that a funding plan and three recommendations were presented to the City Council at a study session in April. First, the
Council should approve Phase III of the Sculpture Exhibition, which can be used as a focal
point for private fundraising. Second, the Council should provide funding for the Pacific Symphony concert on the Civic Green in order to build community advocacy. Third, the
Council should fund a two-year contract for a fundraiser to work with a revamped Arts Foundation Board. The City Manager revised the proposed budget to include an additional $60,000 to fund a Pacific Symphony concert and an additional $100,000 for a
contract fundraiser. The City Arts Commission and the Arts Foundation can utilize these two events to promote targeted or designated gifts. He recommended the City Arts Commission approve the revised budget.
Ms. Cramer remarked that events held on the Civic Green sometimes result in damage to
the Green. The City Arts Commission should keep that in mind when planning events.
Commissioner Chang did not see the logic in the City hiring a fundraiser. The amount of
expenses and donations for the Pacific Symphony concert did not make sense, especially
when compared to the Art Exhibition where expenses are recouped through entrance fees. Commissioner Chang preferred spending the $100,000 for programming or hiring an arts
administrator who would develop programming that would attract sponsors.
Ms. Hayter explained that a new event typically does not raise sufficient funds the first or
second year to cover expenses. If fundraising does not cover expenses in the third year, then the event should be discontinued. Some events are valuable for the amount of attention and publicity they receive. The Council now requires City funding to be matched
by private funding. Commissioner Greer indicated an arts administrator position had been rejected. The
Council asked the City Arts Commission to raise money through the Foundation for programming.
Commissioner Bendetti agreed with concerns about hiring a fundraiser. If hiring a fundraiser is the only option, then the City Arts Commission should explore it. $60,000 is
a large amount for one event.
In reply to Commissioner Logan's inquiry, Library Services Director Hetherton advised that
the budget will be presented to the Council for approval on June 13. If the City Arts
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Commission changes the budget, then staff can convey the changes verbally to the City
Manager and City Council. Commissioner Logan felt the City Arts Commission had no time to explore alternatives.
Commissioners had spent a great deal of time and effort to develop the budget, to present it to the Council, and to arrange the Pacific Symphony concert. Commissioners could approve the budget as proposed and over the next few months evaluate other
opportunities.
Library Services Director Hetherton noted the fundraiser position is a two-year
commitment.
In response to Commissioner Chang's question, Library Services Director Hetherton
clarified that the budget for programming is not large enough to warrant an administrator.
Commissioner Chang remarked that she had voiced her concerns several times. The
amount budgeted for the fundraiser was originally proposed as $75,000. One event, Pacific Symphony, is allocated 60 percent of the entire budget.
Commissioner Greer stated the City Arts Commission will not fulfill the Council's mandate to raise private funds if it does not approve the budget. In addition, the City Arts
Commission will lose the opportunity to continue the existing programming. Commissioner Logan indicated the budget would allow Commissioners to increase the
amount of fundraising and plan for more programming in the future.
Motion made by Commissioner Logan, seconded by Commissioner Bendetti, and carried
(3-0-1-2) to approve the 2017/18 budget as presented by staff.
Ms. Cramer concurred with Commissioner Chang's concerns.
Commissioners discussed Chair Selich's potential conflict of interest.
AYES: Logan, Bendetti, Greer NOES: None
ABSTENTIONS: Chang ABSENT: Kerr, Van Bergh 6. Newport Beach Arts Foundation Reorganization – The Finance Ad Hoc
Subcommittee requests that the City Arts Commission approve a proposal to assist the Newport Beach Arts Foundation with reorganization.
Library Services Director Hetherton reported on the plan for the City Arts Commission to
assist the Arts Foundation. The Arts Foundation would be split into two groups. The
existing Board would become an arts in action committee. The new Board of Trustees would formulate plans for programming and jumpstart fundraising. If approved, the plan
would be presented to the Arts Foundation on June 20.
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Carmen Smith, Newport Beach Arts Foundation, advised that the Arts Foundation does
need assistance. The plan had not been presented to the Arts Foundation, but she felt members would support it.
Ms. Hayter indicated Arts Foundation members are willing to work for the arts. Arts Foundation officers sent letters to members advising them of possible changes to membership. The Arts Foundation is working on an update of its Bylaws to facilitate
changes.
Chair Selich reported she and Vice Chair Kerr had met with several potential candidates
for the Board of Trustees. Commissioners and members of the Arts Foundation are welcome to offer candidates' names.
Ms. Cramer noted the Arts Foundation is separate from the City Arts Commission; yet, the City Arts Commission is planning and shaping the Arts Foundation Board of Trustees.
Chair Selich explained that the City Council tasked the Arts Foundation with raising significant funds. Because the City Arts Commission is not allowed to fundraise, it is
assisting the Arts Foundation by putting together a Board of Trustees who will raise funds. Ms. Hayter added that the existing Arts Foundation members do not have the contacts or
personal wealth to fundraise at the level the City Council wants. Commissioner Greer hoped the full City Arts Commission is made aware of future
meetings with Trustees.
Motion made by Commissioner Logan, seconded by Commissioner Bendetti, and carried
(5-0-0-2) to approve the proposal to assist the Newport Beach Arts Foundation with reorganization.
AYES: Logan, Selich, Bendetti, Greer, Chang NOES: None
ABSTENTIONS: None
ABSENT: Kerr, Van Bergh
7. Pacific Symphony Concert on the Civic Green – Staff recommends that
the City Arts Commission approve a concert by the Pacific Symphony on the Civic Green to be held on Sunday, July 16, 2017.
Chair Selich recused herself from this item.
Library Services Director Hetherton reported staff worked with the City Arts Commission to stage the 2016 Pacific Symphony concert and initiated a fundraising campaign through
an online donation form. A total of $18,300 was raised, including City National Bank's
$10,000 sponsorship of a two-year event. Because of an error with the Cultural Arts Grant to the Pacific Symphony, the amount of funds raised is $18,300 rather than $23,800. The
concert did not exceed the budget, was well attended, and generated favorable reactions.
He recommended the City Arts Commission move forward with the concert.
Ms. Cramer noted the community supported the concert.
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Commissioner Bendetti agreed that the concert was successful, but she has some concerns around the cost.
Commissioner Chang voiced her support for Pacific Symphony but felt taxpayer dollars should not be used for the donor party.
Commissioner Greer clarified that Commissioners are being asked to approve the concert. Commissioners approved funding for the concert in the prior item.
Motion made by Commissioner Logan, seconded by Commissioner Bendetti, and carried (3-0-1-2) to approve the Pacific Symphony concert to be held on the Civic Green.
Commissioner Greer concurred with many of the concerns raised in the discussion. She wanted an opportunity for more people to attend the concert.
AYES: Logan, Bendetti, Greer NOES: None
ABSTENTIONS: Chang ABSENT: Kerr, Van Bergh
Chair Selich reported her conflict of interest stemmed from a potential contract to provide services to Pacific Symphony. 8. Disbursement of Cultural Arts Grant Funds and Return on Investment – Staff provides an overview of the Cultural Arts Grant process.
Library Services Director Hetherton shared an overview of the Cultural Arts Grant process. At the end of the grant period, grantees must submit Completion Reports in order to be
eligible for future grants. When evaluating grant proposals, Commissioners can review
the Completion Reports to determine return on investment.
In response to Commissioner Chang's questions, Library Services Director Hetherton
advised that Pacific Symphony used the Cultural Arts Grant to fund its school program for Newport Beach elementary schools.
Commissioner Greer suggested the Completion Report include documentation of attendance at programs. Commissioner Chang requested grantees include photos or
videos of programs. Mr. Mosher inquired about the percentage of the OCMA Free Friday program funded by
the Cultural Arts Grant. Library Services Director Hetherton will provide the information at a later time.
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9. McFadden Square Timeline Update – Staff recommends that the City
Arts Commission approve the proposed updates to the McFadden Square
timeline.
Library Services Director Hetherton reported the survey received few responses, and most responses were not pertinent. He recommended the City Arts Commission approve the events proposed by the Historical Society and Former Mayor Webb.
Chair Selich agreed that events should be relevant.
Motion made by Commissioner Greer, seconded by Commissioner Logan, and carried (5-0-0-2) to approve the proposal for the McFadden Square Timeline as presented by staff.
AYES: Greer, Logan, Bendetti, Selich, Chang NOES: None
ABSTENTIONS: None
ABSENT: Kerr, Van Bergh
B. Monthly Reports 10. Art in Public Places Ad Hoc Subcommittee – Commissioner Arlene
Greer, Commissioner Caroline Logan, Commissioner Jennifer Van Bergh
Commissioner Greer introduced Rick Stein of Arts Orange County.
Mr. Stein provided copies of the timeline for the project. The call for artists was issued on May 22. Eleven artist applications have been received. Mr. Stein believed more than
150,000 artists have been notified of the call for artists. At the request of the Council, public voting for sculptures has been included in the selection process. He and Mr. Lewis
discussed ways to approach public voting with the subcommittee. There will be a website
containing every submission for public viewing and voting. The public can comment at all public meetings. He will return to the City Arts Commission in August for a study session
and presentation.
In reply to Chair Selich's inquiry, Mr. Stein reported he recommended a separate
installation and ceremony for the Ronald Reagan statue. Chair Selich stated Mayor Dixon had indicated to her that funds for the Reagan statue installation will not be taken from City Arts Commission funds. Chair Selich expressed concern about installation of the
Reagan statue setting a precedent for installation of future exhibits in the Sculpture Garden. Ms. Hayter suggested the Reagan statue be installed at John Wayne Airport, as Mr. Reagan and Mr. Wayne were friends during their lifetimes. Mr. Stein recommended
the statue not be placed along Avocado Avenue because of limited space and the cactus garden.
Joe Lewis reported the call for artists, which was issued through various outlets, could reach potentially 200,000 artists around the world. Anyone can submit applications. Mr.
Lewis shared information about two art professionals Pat Gomez, Director at Irvine Fine
Arts Center, Bob Nicoll, Creative Director at Blizzard Entertainment, who will judge submissions.
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Ms. Hayter suggested a panel discussion as a promotional event. The discussion could
be recorded and shown on NBTV. She also suggested a coloring book of exhibits be developed as a promotional material.
Mr. Stein offered to incorporate a give-away into public voting to encourage participation. The Request for Proposals (RFP) addressed the need for artists to use materials appropriate to outdoor weather conditions.
Commissioners discussed the length of Phase III and Phase IV installations.
Chair Greer reported on the need for volunteers to assist with check-in at the Art Exhibition on Friday afternoon. The juror is Professor David Kiddie of Chapman University. She
requested Chair Selich conduct interviews with artists. The Mayor will present artist
awards. She requested the Arts Foundation provide financial assistance for the photographer and music.
Library Services Director Hetherton related information about the Cows4Camp walking tour and silent auction.
11. Performing Arts Ad Hoc Subcommittee – Commissioner Michelle
Bendetti, Commissioner Arlene Greer, Commissioner Judy Chang
Commissioner Bendetti had no information to report. 12. Marketing & Communications Ad Hoc Subcommittee - Commissioner
Michelle Bendetti, Commissioner Lynn Selich
Chair Selich reported the subcommittee will develop a comprehensive marketing plan once the City Arts Commission's budget is approved by the City Council.
Commissioner Chang left the meeting at 8:00 p.m.
13. Government Relations Ad Hoc Subcommittee - Commissioner Lynn
Selich, Commissioner Michael Kerr, Commissioner Jennifer Van Bergh
None. 14. Finance Ad Hoc Subcommittee - Commissioner Michael Kerr,
Commissioner Jennifer Van Bergh, Commissioner Lynn Selich
None.
VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS
WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR
REPORT (NON-DISCUSSION ITEM)
Chair Selich indicated agenda items for July include the Ronald Reagan statue and
funding, protocol for donation of statues; and Newport Beach Arts Foundation reorganization.
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VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
As her term ends, Commissioner Logan shared her gratitude for the privilege of working with the City Arts Commission.
Library Services Director Hetherton presented Commissioner Logan with a parting gift. IX. ADJOURNMENT – 8:17 P.M.
Chair Selich adjourned the meeting at 8:17 p.m.
Approved by: Lynn Selich