HomeMy WebLinkAbout08-29-2017 - CAC - Approved Minutes SPECIAL MEETING1
Newport Beach City Arts Commission Special Meeting Minutes Thursday, August 29, 2017
Special Meeting – 4:00 PM Civic Center Community Room
100 Civic Center Drive
Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 4:06 P.M.
II. ROLL CALL
Commissioners Present: Judy Chang, Chair Arlene Greer, Vice Chair
Michelle Bendetti, Secretary
Miriam Baker, Commissioner Grace Divine, Commissioner
Barbara Glabman, Commissioner
Marie Little, Commissioner
Commissioners Absent: none
Staff Present: Tim Hetherton, Library Services Director
Francine Jacome, Administrative Support Technician III. NOTICE TO THE PUBLIC
IV. PUBLIC COMMENTS
Michael Magrutsche remarked that, as a consultant body for the City Council, the City Arts Commission should elevate the arts in order to expose the most people possible. The majority of Sculpture Garden funds should be used to benefit artists.
V. STUDY SESSION BUSINESS – CITY ARTS COMMISSION 2017 RETREAT
1. Welcome and Introduction 2. City Arts Commission Role as Specified in City Charter
3. Overview of City Arts Commission Programs 4. 2017/18 Budget 5. Newport Beach Arts Foundation
6. Staff Responsibilities 7. Discussion
Library Services Director Hetherton explained that Article VII, Section 712 of the City
Charter provides the role of the City Arts Commission. The City Arts Commission's roles are to act as an advisory body to the City Council regarding artistic matters; to recommend
adoption of rules and ordinances pertaining to art; to actively encourage programs for the cultural enrichment of the community; and to perform other duties related to art. One of the City Arts Commission's main roles is to select art for display in Central Library. The
Chair appoints a committee to review applications for exhibits and to recommend exhibits to the City Arts Commission, who makes a final selection. Concerts on the Green is a
very successful program that generates a lot of goodwill in the community. Selection of
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performers follows the same process as selection of Library art displays. The signature
event of the City Arts Commission is the Newport Beach Art Exhibition, which is a juried art show. The Chair appoints a subcommittee to plan the event, review art work, and select a juror. This is the most hands-on event for Commissioners. The Arts Foundation
assists with check-in, handles the sale of art, and receives 30 percent of sales. The Sculpture Exhibition is relatively new. Arts OC, the consultant, assists the City Arts Commission with selecting pieces, reviewing sites, and installing and de-installing pieces.
A subcommittee recommends pieces for selection to the City Arts Commission, who then recommends pieces to the City Council for approval.
In response to Commissioners' questions, Library Services Director Hetherton reported the consultant is paid a total of $155,000 to handle the de-installation of the current
sculptures, the installation of the selected sculptures, the contracts and honorariums for
the artists, and a management fee. A Request for Proposals for a consultant is issued, and a contract is awarded by the City Council.
Library Services Director Hetherton advised that Commissioners can propose special events to the City Arts Commission. Recent special events include a Rex Brandt
Centennial, installation of a plaque at Blue Sky, a Joan Irving Brandt Centennial, and the
Cows4Camp exhibition. Funds not allocated for the Newport Beach Art Exhibition or for Concerts on the Green are used to pay for special events. The City Arts Commission
budget is comprised of $35,000 for programming, $40,000 for professional and technical services, $40,000 for Cultural Arts Grants, and a miscellaneous amount for administrative services. Programming funds cover the Art Exhibition, Concerts on the Green, and special
events. Professional and technical services funds pay for art installations, event coordination, sound engineering, and contracts for services.
In reply to Commissioners' inquiries, Library Services Director Hetherton indicated approximately $18,000 is expended for Concerts on the Green and $10,000-$15,000 for
the Art Exhibition. In the prior year, the Cows4Camp Exhibit cost approximately $11,000,
which impacted funds for the Art Exhibition. De-installation of the Cows4Camp exhibit will cost approximately $3,000, and that amount is included in the current year's budget. The
curator will provide a quote for repairs to individual cows.
Library Services Director Hetherton explained the purpose of the Cultural Arts Grants. In
past years, the City Arts Commission has awarded itself a grant for programs. In general, the grant amount has been approximately $20,000. Vice Chair Greer noted the award was usually half the total amount of Cultural Arts Grants. Chair Chang added that not all
the grants were successful. Library Services Director Hetherton felt City Arts Commission programs were usually successful. Because the City Arts Commission and staff can manage program outcomes better than other arts groups, awarding itself grant funds is
not a bad idea.
In answer to Commissioners' queries, Library Services Director Hetherton explained that
the City Arts Commission could utilize all Cultural Arts Grants funding for its own programming, but the City Council has to approve it. Cultural Arts Grants have supported
family attendance at OCMA programs, arts programs for schools, the Baroque Music
Festival, the Newport Beach Film Festival, and dance programs. The criteria for success include the number of people reached by programs and the quality of outreach to the
public. Grant recipients submit a Completion Report that covers attendance, promotion,
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and outcome of the program's mission. Grant recipients partner with the City Arts
Commission to provide programs in that the grant amount is usually less than the amount requested. The City Arts Commission can suggest grant recipients hold events on the Civic Green, but events should be different from Recreation Department events.
Library Services Director Hetherton explained the nature of administrative costs. Visit Newport Beach funds are designated for cultural activities, beautification projects, and
such. These funds are not for the sole use of the City Arts Commission and require City Council approval for expenditure. In 2017/18, the City Council approved use of Visit
Newport Beach funds for the Sculpture Exhibition and the Pacific Symphony concert.
Balboa Performing Arts Theatre Foundation funds are designated for performing arts programs held on the Balboa Peninsula and require City Council approval for expenditure.
In the current fiscal year, the City Arts Commission budget totals $342,500.
In response to Commissioners' questions, Library Services Director Hetherton believed
Balboa Performing Arts Theatre Foundation funds could be used for a concert in Marina
Park. Chair Chang could appoint a committee to develop plans for programming on the Balboa Peninsula. Once the City Arts Commission approves the committee's plans, he
can take them to the City Manager and request they be included in the budget. If the City Manager concurs, the plans will be placed in the budget for Council approval. Library Services Director Hetherton did not believe Commissioners need to recuse themselves
from voting on specific program plans because they do not represent districts of the City, but he would confirm that with the City Clerk.
Library Services Director Hetherton advised that the Newport Beach Arts Foundation is dedicated to raising funds for City Arts Commission programs.
In reply to Commissioners' inquiries, Library Services Director Hetherton stated the Arts Foundation's most recent gift totaled $15,000 for the purchase of Sphere 112. The Arts
Foundation does not always provide an annual gift to the City Arts Commission. The
current Arts Foundation President is addressing the fundraising efforts of the Arts Foundation. Vice Chair Greer added that the Arts Foundation's primary fundraising event
is Art in the Park, where the Arts Foundation typically raises $5,000-$7,000. The Arts
Foundation has provided funds for specific events and at the request of the City Arts Commission.
Library Services Director Hetherton advised that staff responsibilities are to prepare the agenda and staff reports and to present issues, as stated in the Handbook for City Boards,
Commissions, and Committees. If staff can fulfill Commission requests, they will do so. Vice Chair Greer reported the Arts Foundation receives 20 percent of art sales at the
Newport Beach Art Exhibition. The Arts Foundation then makes those funds available to the City Arts Commission for programming.
In response to Commissioners' questions, Library Services Director Hetherton indicated he will provide a copy of the Sculpture Exhibition consultant contract, which should list the
various costs and expenses. The City Arts Commission has always paid copyright fees
for musical concerts. Pacific Symphony charges all cities a flat fee of $50,000 for the concert. The remaining $10,000 paid for the musical playground, insurance, and other
expenses of supporting the concert. The City Arts Commission can access Visit Newport
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Beach funds with Council approval. The City Arts Commission should submit a defined
program with estimated costs to the City Council for approval. Any agreement between a nonprofit and the City Arts Commission for a program should include a provision that the City Council will have to approve funding for the City Arts Commission. Library Services
Director Hetherton negotiates fees with bands for Concerts on the Green. Typically, the fee is $3,000-$3,250. Programs from highest cost to lowest cost are the Sculpture Exhibition, Pacific Symphony, Newport Beach Art Exhibition, and Concerts on the Green.
Concerts, including Pacific Symphony, received the highest attendance of all the programs. Because concerts are publicly funded, fees cannot be charged for perks. A
VIP section was allowed for the Pacific Symphony concert because the Council directed
the City Arts Commission to raise funds for that specific event. The Council's directive for the City Arts Commission not to be overly involved in Arts Foundation activities seems to
indicate VIP sections will not be allowed at concerts. The Arts Foundation can sponsor a
concert and charge a fee. Library Services Director Hetherton agreed to consult with the City Attorney's Office regarding admission fees for concerts. Commissioners concurred
with obtaining clarification of fundraising at concerts.
Vice Chair Greer shared City Arts Commission fundraising efforts for Centennial events.
Commissioners discussed the need for more funds to support better programming to increase fundraising and the need to energize the Arts Foundation's fundraising efforts
and increase its membership. The Arts Foundation can only fund City Arts Commission programming. The City Arts Commission can suggest programming ideas to the Arts Foundation through a wish list. The City Council also needs to better support the arts.
The Sculpture Exhibition should have a fundraising event, such as a gala or food tasting, for the opening of the next phase.
Assistant City Manager Carol Jacobs recommended the City Arts Commission spend this year's programming funds well and request additional funds in next year's budget. The
City Arts Commission does not have sufficient time to plan a large event for the October
opening of the Sculpture Exhibition.
In answer to Commissioners' queries, Library Services Director Hetherton suggested
Commissioners talk with Council Members regarding reinstating I-13 funds. He was not aware of the Council's reasons for reallocating those funds. Assistant City Manager
Jacobs advised that the funds would be used to replace a fire station. She clarified the Council's ability to review Council Policies and to reallocate funds. Library Services Director Hetherton was not aware of any funding allocated for Phase IV of the Sculpture
Exhibition. Vice Chair Greer expressed concerns regarding funding for the Sculpture Exhibition.
Chair Chang suggested the Arts Foundation use the City's email list to raise funds.
In response to Commissioners' inquiries, Library Services Director Hetherton reiterated
that the City Arts Commission cannot assist the Arts Foundation in raising funds nor can City assets be used to raise funds for a support group. He interpreted the Council's
direction for the Commission to raise funds as raising funds through its designated support
group, the Arts Foundation. Ideally, the Arts Foundation should generate its own mailing list. The City Attorney gave him direction for the City Arts Commission to be not so closely
involved in the reorganization of the Arts Foundation. Commissioners as residents of
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Newport Beach can discuss matters with Council Members. Staff registered
Commissioners for the Insider's Guide, the City's e-blast, the Cultural Arts web blast, and the Library e-blast so they can be informed of City issues. Commissioners can be members of the Arts Foundation, and as members they can suggest fundraising ideas to
the Arts Foundation. Commissioners discussed inviting the public to bring their children in Halloween costume
to the October 28 opening of the Sculpture Exhibition; setting goals and increasing public awareness of the City Arts Commission; utilizing Cultural Arts Grants for Commission
programming to increase awareness; and exploring grant funding.
VI. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Jim Mosher understood the Taste of Newport Beach event was originally a City Arts Commission fundraising event. The Commission has an obligation to provide arts
opportunities throughout the City. The City Attorney seems to have realized that allowing
the City Arts Commission to fundraise was a mistake. VIP concertgoers paying the cost of the concert and the public attending without charge should be an acceptable way to
fundraise. The City Council appears to be disinclined to fund Phase IV of the Sculpture Exhibition without substantial private funding. It's possible the City Council will not fulfill the contract for Phase III. Mr. Mosher related the origins of the Sculpture Exhibition.
Chair Chang noted parking becomes an issue when concerts are held in other locations. VII. ADJOURNMENT – 5:56 P.M. Chair Chang adjourned the meeting at 5:56 p.m.
Approved by: Judy Chang