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HomeMy WebLinkAbout08-10-2017 - CAC - Approved Minutes1 Newport Beach City Arts Commission Special Meeting Minutes Thursday, August 10, 2017 Regular Meeting – 5:00 PM Study Session – 6:00 PM City Council Chambers 100 Civic Center Drive Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:02 P.M. II. ROLL CALL Commissioners Present: Judy Chang, Chair Arlene Greer, Vice Chair Michelle Bendetti, Secretary Miriam Baker Grace Divine Barbara Glabman Marie Little Commissioners Absent: NONE Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Technician III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Jim Mosher inquired about the Cows4Camp auction. Chair Chang advised that the silent auction was held during the Arts Exhibition. V. CONSENT CALENDAR A. Approval of Minutes of the July 13, 2017 City Arts Commission Meeting 1. Draft of 07/13/2017 Minutes Vice Chair Greer advised that she did not second the motion by Chair Selich under Item III, Election of Officers, and she voted no on the motion. In addition, Commissioner Divine seconded the nomination of Commissioner Greer for Vice Chair. Motion made by Vice Chair Greer, seconded by Chair Chang, and carried (7-0-0-0) to approve the draft Minutes for the meeting of July 13, 2017 as amended. AYES: Chang, Greer, Bendetti, Baker, Divine, Glabman, Little NOES: None ABSTENTIONS: None ABSENT: None Newport Beach City Arts Commission Regular Meeting Minutes August 10, 2017 Page 2 2 B. Consent Calendar Items 2. Financial Report - Review of financial information. Library Services Director Hetherton noted the financial report indicated a deficit of $1,500. The regular quarterly cleaning of the Ben Carlson statue was moved from July to June in order to accommodate an event planned for the Newport Pier. Finances are on track. Funds were expended to de-install the Cows4Camp exhibit. Funds may need to be expended for minor repairs to the cows. 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 reported large crowds attended the Flashback Heart Attack and Pacific Symphony concerts. The John Wayne exhibit in the Central Library is generating a lot of interest. The Memories in the Making exhibit will open September 3 to coincide with Alzheimer's month. In response to Vice Chair Greer's question, staff indicated a lecture associated with the John Wayne exhibit is scheduled for August 20. In response to Chair Chang's inquiry, Library Services Director Hetherton stated Tijuana Dogs had a higher attendance than the Pacific Symphony. Motion made by Vice Chair Greer, seconded by Commissioner Baker, and carried (7-0-0- 0) to approve the Consent Calendar. AYES: Chang, Greer, Bendetti, Baker, Divine, Glabman, Little NOES: None ABSTENTIONS: None ABSENT: None VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Cultural Arts Grants 2017/18 – Staff will provide an overview of the Cultural Arts Grants for arts organizations who are based or provide programming in Newport Beach. The sum of $40,000 (Cultural and Arts, City Grants Account #4002-8254) is provided annually for specific cultural or artistic planning or projects as approved by the City Council. The City Arts Commission has the responsibility to review all programs and requests for support from arts groups and make recommendations for funding to the City Council for final approval. Library Services Director Hetherton reported the City provides $40,000 to the City Arts Commission for Cultural Arts Grants. The City Arts Commission will award grants to arts people who hold programs within the City of Newport Beach. Applications are placed on the website and sent to recipients from the prior year, and press releases will be issued to Newport Beach City Arts Commission Regular Meeting Minutes August 10, 2017 Page 3 3 encourage people to apply. In October, the City Arts Commission will review applications and award grants. The prior year recipients submit a completion report showing marketing efforts, expenditures, and attendance. In 2016, the City Arts Commission concentrated on encouraging entities to hold programming within the City. He recommended Commissioners consider marketing and outreach when reviewing applications from prior recipients. In past years, the City Arts Commission has granted funds to itself for its own programming. The City Arts Commission can do this again. Applications are due at the end of September. In October, the City Arts Commission will determine the grant amounts and the recipients, which the City Council must approve. Checks are usually disbursed in November. In response to Chair Chang's inquiry, Library Services Director Hetherton indicated recipients provide photos and promotional materials with the completion report. Vice Chair Greer requested Library Services Director Hetherton encourage recipients to include attendance numbers in their completion reports and to note in promotional materials that funding was provided by a City Cultural Arts Grant. B. Monthly Reports 5. Sculpture Exhibition Ad Hoc Subcommittee -- Commissioner Miriam Baker, Commissioner Grace Divine, Commissioner Arlene Greer Vice Chair Greer requested a report be waived as the Sculpture Exhibition will be the topic of the Study Session. VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Vice Chair Greer requested a future agenda item regarding selection of artwork for the Sculpture Exhibition. In response to Vice Chair Greer's question, Library Services Director Hetherton indicated subcommittees were sunsetted during the July meeting. Also at the July meeting, subcommittees were appointed for the Sculpture Exhibition and placement of the Ronald Reagan statue. Motion made by Vice Chair Greer, seconded by Commissioner Divine, and carried (7-0-0-0) to sunset the Reagan Sculpture Ad Hoc Subcommittee. AYES: Chang, Greer, Bendetti, Baker, Divine, Glabman, Little NOES: None ABSTENTIONS: None ABSENT: None In reply to Vice Chair Greer's inquiry, Library Services Director Hetherton indicated that the Chair can appoint a subcommittee to review applications for Cultural Arts Grants or the City Arts Commission can review all applications. Vice Chair Greer noted the City Arts Newport Beach City Arts Commission Regular Meeting Minutes August 10, 2017 Page 4 4 Commission made the final decision of which applications to recommend to the City Council. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Heather Gokhman shared the purpose of her business, Muse Me. Muse Me tours are meant to alter one's perception of the art space being observed. Tours are funded through sponsorships and advertisers. From the Muse Me app, individuals can choose a self-guided tour based on location or topic. In response to questions, Commissioners learned that Muse Me is a for-profit business. It is eligible for Cultural Arts Grants if programming occurs in Newport Beach. At Chair Chang's request, Library Services Director Hetherton reported that the City Council recently reviewed Council Policies, including Policy I-13. The Council eliminated Policy I-13 and returned the funds to the General Fund. In response to Chair Chang's inquiries, Assistant City Manager Jacobs advised that the I- 13 fund contained approximately $870,000. Council has not decided what to do with monies already in the I-13 fund. The Council may use the monies for something other than arts. The Council has the right to create a policy and to eliminate a policy. Chair Chang understood earmarking a percentage of funds for the arts is a common practice. She and Vice Chair Greer learned about the Council discussion the day before the meeting. No one alerted Commissioners to the agenda item. In reply to Chair Chang's questions, Library Services Director Hetherton explained that Commissioners could have learned of the agenda item through the posted agenda. He typically emails Boards or Commissions if they have an item on the Council agenda; this item was placed on the agenda by in order to review their own policies. In response to Vice Chair Greer's inquiry, Library Services Director Hetherton agreed to forward the City's Insider Guide to Commissioners. Commissioner Bendetti advised that she had read the Insider's Guide but did not recall it mentioning the possibility of losing I-13 funding. Vice Chair Greer clarified that one had to click on and read the Summary of Changes to learn about the discussion. Chair Chang requested Library Services Director Hetherton notify Commissioners of Council discussions pertaining to the arts. Janis Dinwiddie reported that the Newport Beach Arts Foundation is working on Art in the Park, which is scheduled for October 14. A few spots remain open for artists. Volunteer support will be needed during the event. Vice Chair Greer stated funds raised from Art in the Park directly benefit City Arts Commission programming. Commissioners would be happy to spread the word about Art in the Park. Newport Beach City Arts Commission Regular Meeting Minutes August 10, 2017 Page 5 5 Jim Mosher remarked that Policy I-13 was adopted in 2013 without input from the City Arts Commission. Policy I-9 was also extensively revised without consultation with the City Arts Commission. Mr. Mosher suggested that the City Arts Commission should seek clarity from the City Council in regard to their attitude toward the arts. Vice Chair Greer requested an agenda item regarding Policy I-9 at the next meeting. In reply to Chair Chang's queries, Library Services Director Hetherton advised that the fundraising waiver is still in effect. A previous City Arts Commission sought the waiver as a means to channel donors towards the Arts Foundation rather than to fundraise directly. The City Arts Commission used the waiver to fundraise for the Pacific Symphony concert. Chair Chang should speak to former City Arts Commissioners to determine why more fundraising had not occurred. The City Attorney's Office had expressed concern about the City Arts Commission and the Arts Foundation becoming too closely aligned such that the Arts Foundation could be viewed as a City organization. The email blast was successful in raising funds; however, the perception of the City Arts Commission's role with the Arts Foundation has changed. In response to Chair Chang's question, Assistant City Manager Jacobs explained that the prior City Arts Commission requested a waiver to raise funds. She had no information about the email blast. At some point, Commissioners and the Arts Foundation discussed restructuring the Arts Foundation, which triggered the City Attorney's concern about the City Arts Commission and the Arts Foundation being too closely aligned. If individual Commissioners wish to fundraise, they can do that under the waiver. The City Arts Commission cannot use the Library's email blast to fundraise. Commissioners can raise funds through their personal connections; they cannot use City resources to raise funds. In reply to Commissioner Bendetti's questions, Library Services Director Hetherton reported that an admission fee could not be charged for events. Assistant City Manager Jacobs added that a percentage of food truck sales during an event could be directed to the Arts Foundation. Library Services Director Hetherton could speak with the Finance Department and City Manager to determine whether Art Exhibition registration fees could be directed to the City Arts Commission. Assistant City Manager Jacobs suggested she provide a staff report listing the types of fundraising activities the City Arts Commission can conduct. Vice Chair Greer shared the benefits of having a Council liaison in the past. RECESS – 5:50 P.M. IX. RECONVENE AT 6:00 P.M. FOR STUDY SESSION – 6:09 P.M. X. ROLL CALL – 6:00 P.M. XI. STUDY SESSION 6. Sculpture in Civic Center Park Exhibition – Mr. Rick Stein and Professor Joe Lewis will present the submissions for Phase III of the Sculpture in Civic Center Newport Beach City Arts Commission Regular Meeting Minutes August 10, 2017 Page 6 6 Park Exhibition and provide a forum for public comment in regards to the submitted work. Richard Stein, Arts Orange County, reported that up to nine sculptures will be on temporary display for two years, beginning in October 2017. The objective is to have a diversity of style, scale, and types of sculptures and artists on display. The total budget for artist honorariums is $45,000. Art works are intended to be suitable for all ages and accessible to all. Judges are Vice Chair Greer, Commissioners Baker and Divine, Pat Gomez, and Bob Nicoll. The judging panel will hold a public meeting on August 23 to learn rankings for all the works, discuss the works, and establish a list of finalists and alternates. The list of recommended works will be presented to the City Arts Commission on September 14 for a recommendation to the City Council. The recommendation will be presented to the City Council for approval on September 26. The exhibition opening and reception has been proposed for October 28. Forty-six works were submitted, and 375 members of the public voted online. Event tickets were offered as incentives for the public to vote. Mr. Stein reviewed criteria for selection of pieces; components of the submission package; and each piece of art. In response to Commissioner Baker's questions, Mr. Stein explained that the maximum amount an artist can request is $6,000. The artist's budget includes costs such as transportation, insurance, and the honorarium. Chair Chang departed the meeting at 6:39 p.m. Vice Chair Greer had concerns about the durability of some of the pieces. In response to a Commissioner's inquiry, Mr. Stein explained that the public was encouraged to vote through emails to Arts OC and the City's lists, Facebook posts, Twitter feeds, and media resources. XII. PUBLIC COMMENTS Jim Mosher commented that residents above the Civic Center might object to the illuminated matchstick piece. He too was confused by the artist budget and honorarium. The artists' residences seemed to be missing from the presentation. Voting would have been easier if people could have liked or disliked each piece. The Sculpture Exhibition should contain popular works. Mr. Stein explained that each artist proposed an amount that he would accept to loan the work. That amount includes a loan fee, transportation costs of the work, insurance of the work, and personal transportation costs. The amount will be considered during judging in order to remain within the budget for the project. The amount is not uniform because it reflects the size of the work and the travel distance. In some cases, the entire fee could be required for costs, and the artist would receive no honorarium. Artists may feel exhibiting in Newport Beach is good exposure for the work or exhibiting could lead to purchase of the piece. The public vote provides useful information for the judging panel and the City Arts Commission in making a recommendation. The $45,000 budget covers all artist fees. The Commission can recommend the $45,000 be split evenly among the nine artists such that each artist would receive $5,000. When submitting their artwork, artists could request a maximum of $6,000. If one artist receives $6,000, then another Newport Beach City Arts Commission Regular Meeting Minutes August 10, 2017 Page 7 7 artist would receive $4,000 or less. Judges can consider the artist's budget during the selection process. In response to Commissioner Baker's inquiries, Mr. Stein stated the honorarium is included in the artist's budget. The artist determined the amount of the honorarium. The $6,000 covers both expenses and honorarium. In reply to Vice Chair Greer's question, Mr. Stein confirmed that the call for artists was open to artists nationwide. The artists' residences will be provided in the next presentation. In response to a Commissioner's query, Mr. Stein explained that the program was always intended to be temporary. Nicholas Thurkettle stated he appreciated the opportunity to process the entries, to communicate with the artists, and to feel the artists' enthusiasm and excitement. XIII. ADJOURNMENT – 7:30 P.M. Vice Chair Greer adjourned the meeting at 7:30 p.m. Approved by: Judy Chang