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HomeMy WebLinkAbout09-12-2019 - CAC - Approved MinutesDRAFT Newport Beach City Arts Commission Meeting Minutes Thursday, September 12, 2019 Regular Meeting – 5:00 PM Newport Beach Central Library 1000 Avocado Avenue Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:00 P.M. II. ROLL CALL Commissioners Present: Arlene Greer, Chair Marie Little, Vice Chair Miriam Baker, Commissioner (departed at 5:58 p.m.) Maureen Flanagan, Commissioner Wayan Kaufman, Commissioner (departed at 5:50 p.m.) Ritch LeGrand, Commissioner Commissioners Absent: Michelle Bendetti, Secretary Staff Present: Tim Hetherton, Library Services Director Carol Jacobs, Assistant City Manager Francine Jacome, Administrative Support Technician III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Hoiyin Ip suggested the City Arts Commission sponsor an art exhibit to promote awareness of homelessness. Ms. Ip shared a paragraph from "Why Art Is the Antidote for Our Times" published in Time. V. CONSENT CALENDAR A. Approval of Minutes of the August 21, 2019 City Arts Commission Special Meeting 1. Draft of 08/21/2019 Minutes Motion made by Commissioner Flanagan, seconded by Vice Chair Little, and carried (6- 0-0-1) to approve the Minutes of the August 21, 2019 City Arts Commission special meeting as presented. AYES: Greer, Little, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: Bendetti Newport Beach City Arts Commission Regular Meeting Minutes September 12, 2019 Page 2 B. Consent Calendar Items 2. Financial Report – Review of financial information Library Services Director Hetherton reported funds will be expended for the Marina Park concert and the final Concert on the Green. A few days prior to the meeting, he authorized the transfer of approximately $6,000 from the Professional Services account to the Sculpture Garden account to pay for additional concrete pads requested by Arts Orange County (ArtsOC). In response to Commissioner Flanagan's inquiry, Library Services Director Hetherton explained that Arts OC increased its fee from $84,000 to $91,000 because Arts OC will be installing more concrete pads in Phase V than they did in Phase IV. 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 title of the exhibition with Sherman Library has been changed from "Newport Beach: Then and Now" to "Newport Beach: Glimpses of the Past." The exhibition is drawing a great deal of interest. Attendance at the Queen Nation Concert on the Green was the largest of all time with 7,100 people. Few submissions have been received for Cultural Arts Grants, but the number of submissions may increase toward the end of the month. Art in the Park is scheduled for September 28. The Flashback Heart Attack concert is September 15, and the Neil Diamond tribute concert at Marina Park is September 29. Carmen Smith, Newport Beach Arts Foundation, related that Art in the Park will begin at 10:00 a.m. Volunteers are welcome to help set up and relieve Arts Foundation members at the table. All artist tables have been sold. Chair Greer requested Commissioners distribute rack cards to local businesses. Motion made by Commissioner Baker, seconded by Chair Greer, and carried (6-0-0-1) to approve the Consent Calendar. AYES: Greer, Little, Baker, Flanagan, Kaufman, LeGrand NOES: None ABSTENTIONS: None ABSENT: Bendetti VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Sculpture Exhibition in Civic Center Park – Local Assistance Specified Grant – Staff recommends that the City Arts Commission: 1. Approve a proposal to use Local Assistance Specified Grant Funds to fund Phases V and VI of the Sculpture Exhibition in Civic Center Park and for infrastructural improvements to Civic Center Park. Newport Beach City Arts Commission Regular Meeting Minutes September 12, 2019 Page 3 2. Request City Council to adopt a Resolution authorizing the Library Services Director to apply for the California State Parks' Local Assistance Specified Grant in the amount of $500,000 for the Sculpture Exhibition in Civic Center Park. Library Services Director Hetherton proposed grant funds be utilized to reimburse the City for Phases V and VI of the Sculpture Exhibition in Civic Center Park. The Council has allocated $135,000 for each phase to cover the ArtsOC contract, installation/de-installation, and honoraria. Of the $500,000 grant amount, $150,000 is allocated to each phase. The additional $15,000 per phase can be used for youth programming, educational programming, docent tours, the tour app, and the opening celebration. Grant funds have to be expended by December 31, 2121. Phase VI should be complete in 2121. The remaining $200,000 can be used to repair the path through the park and to facilitate the installation of larger pieces. In response to questions from the City Arts Commission, Library Services Director Hetherton clarified that the City's fiscal year 2019/20 Budget contains a line item in the amount of $135,000 for the Sculpture Exhibition. Once those funds are expended for Phase V, the State will reimburse the City. The grant allows advance payment of funds, but the process to obtain advance payment is quite detailed and lengthy. He did not believe the City Arts Commission could retain the City's $135,000 in addition to the grant funds. Library Services Director Hetherton will request the Council allocate $135,000 in the fiscal year 2020/21 Budget for Phase VI and note grant funds are available to reimburse the amount. In awarding the grant, the State indicated the local assistance grant is for the Newport Beach Sculpture Garden. State staff has informed him that the grant is intended to fund capital improvement projects. The Council would have to approve extending the rotation time period to three years and increasing the artist honoraria. Staff can request the Council approve those changes for Phase VI. Grant funds cannot be used to purchase Burnt Matchstick because it is not part of the Sculpture Exhibition; although, the grant language does not address permanent pieces. Docent tours, the app, and youth activities during the opening celebration are educational programming. Assistant City Manager Carol Jacobs recommended the City Arts Commission expend grant funds quickly. If grant funds are spent well, the State could award additional grants in the future. Once grant funds are received to reimburse the City, $135,000 will be returned to the Visit Newport Beach account. Chair Greer supported use of grant funds to improve the park. She proposed the installation of Phase V occur in May as scheduled and installation of Phase VI occur in November or December 2020. At that time, sculpture from Phases IV, V, and VI would be on display in Civic Center Park. Phase VII could be installed in August or September 2021 rather than the originally scheduled 2022. With 30 pieces on display, a fundraiser could be held in Civic Center Park to demonstrate the potential of the Sculpture Exhibition to donors, the Council, and the community. Grant funds may be used for capital improvements in the park, which will benefit the City. Returning grant funds could generate negative publicity and impact future funding for the Sculpture Exhibition. Returning the City's $135,000 could be viewed negatively as well. Utilizing grant funds and the City's $135,000 would not negatively impact the City because the $135,000 has been allocated to the Sculpture Exhibition. A well-known dance company has approached Newport Beach City Arts Commission Regular Meeting Minutes September 12, 2019 Page 4 staff about collaborating with the City Arts Commission for an event in the Sculpture Exhibition. Library Services Director Hetherton expressed concerns about the timing of the phases, the concept of the grant reimbursing the City, and seeking Council approval. Vice Chair Little remarked that whoever decided to place 34 pads in Civic Center Park did not feel 34 sculptures were too many for the park. Library Services Director Hetherton believed the pads indicated potential sites for sculptures. A professional art consultant probably would not utilize all 34 sites. The Sculpture Exhibition model of ten sculptures per year with a one-year overlap period has been successful in terms of cost and implementation. Commissioner Baker felt the park would be much more exciting with more pieces. Chair Greer remarked that some of the large pieces in past phases affected neighbors. Peter Walker and Associates probably designed the exhibition with 34 pads to accommodate sculptures of the same scale as the current sculptures. The park felt empty with only nine sculptures in Phase III, but it looks fantastic with the current 22 sculptures. Vice Chair Little explained that sculptures of different scales can complement one another and present a balanced appearance if they are placed strategically. Commissioner Kaufman left the meeting at 5:50 p.m. Motion made by Commissioner Baker, seconded by Commissioner Flanagan, and carried (5-0-0-2) to (1) approve a proposal to retain City funding of $135,000 for Phase V of the Sculpture Exhibition in Civic Center Park and to use Local Assistance Specified Grant Funds to fund Phases VI and VII of the Sculpture Exhibition in Civic Center Park and infrastructural improvements to Civic Center Park and (2) request the City Council adopt a Resolution authorizing the Library Services Director to apply for the California State Parks' Local Assistance Specified Grant in the amount of $500,000 for the Sculpture Exhibition in Civic Center Park. AYES: Greer, Little, Baker, Flanagan, LeGrand NOES: None ABSTENTIONS: None ABSENT: Bendetti, Kaufman 5. Post-Event Surveys – Staff requests the City Arts Commission review the attached survey, make suggested revisions and approve the survey for dissemination. Chair Greer reported Council Member Brenner has requested the City Arts Commission survey the public regarding their preferences for arts in Newport Beach. She has requested staff explore holding a public forum in order to obtain the public's feedback. In response to Commissioners' queries, Library Services Director Hetherton advised that surveys will be included in Cultural Arts and Library e-blasts and the Cultural Arts website. In addition, he will investigate dissemination of print copies of the survey. Newport Beach City Arts Commission Regular Meeting Minutes September 12, 2019 Page 5 Motion made by Commissioner Flanagan, seconded by Commissioner Baker, and carried (5-0-0-2) to approve the survey for dissemination. AYES: Greer, Little, Baker, Flanagan, LeGrand NOES: None ABSTENTIONS: None ABSENT: Bendetti, Kaufman B. Monthly Reports 6. Art in Public Places Library Gallery Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Miriam Baker Commissioner Baker left the meeting at 5:58 p.m. Chair Greer reported the goals and objectives of the subcommittee are to raise the level of art on exhibit, to provide more variety of art, and to hold signature events. In addition, the subcommittee may invite artists of fine arts to give lectures regarding the environment, history, culture, sculpture, symphony, grand opera, light opera, ballet, contemporary dance, film, and homelessness. Because the City Arts Commission is responsible for maintaining the City's public art, the subcommittee may need to inventory the public art in order to plan for its maintenance. The City Arts Commission may want to review Council Policies I-9 and I-11 to determine whether acceptance of art donations should include an endowment to maintain the art. In reply to Vice Chair Little's inquiry, Library Services Director Hetherton explained that staff has not contacted the Ben Carlson Foundation about contributing to maintenance of the Ben Carlson statue because the Ben Carlson Foundation gifted the $125,000 statue to the City. Library Services Director Hetherton commented that the art maintenance budget is adequate for current needs. If the City acquires additional artwork, staff may have to seek contributions or other maintenance vendors. 7. Cultural Arts Grants/Youth Programming Ad Hoc Subcommittee – Commissioner Wayan Kaufman, Commissioner Arlene Greer Chair Greer advised that Commissioner Kaufman is contacting an arts group regarding Cultural Arts Grants for youth programming. She encouraged Commissioners to contact arts organizations about applying for Cultural Arts Grants. The deadline to submit applications is September 27 at 4:00 p.m. 8. Metalfor Relocation Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Miriam Baker, Commissioner Ritch LeGrand Chair Greer indicated the subcommittee will meet once Library Services Director Hetherton obtains definitive information regarding a contract for restoration of Metalfor. Commissioner Baker has suggested relocating the piece to the Civic Center campus. Newport Beach City Arts Commission Regular Meeting Minutes September 12, 2019 Page 6 In answer to Commissioner LeGrand's query, Library Services Director Hetherton advised that staff has not prepared a list of potential sites for Metalfor. 9. Newport Beach Art Exhibition Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Marie Little, Commissioner Maureen Flanagan None 10. Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee – Commissioner Maureen Flanagan, Commissioner Arlene Greer, Commissioner Marie Little Carmen Smith, Newport Beach Arts Foundation, related that the Arts Foundation is working on increasing its membership. 11. Performing Arts for Balboa Peninsula Ad Hoc Subcommittee – Commissioner Marie Little, Commissioner Michelle Bendetti, Commissioner Ritch LeGrand Vice Chair Little reported the Neil Diamond Tribute with Jason Lohrke concert is scheduled for September 29 at Marina Park. One food truck will be present. The concert has been publicized in various media. Rack cards have been distributed. A banner is on display at Marina Park. 12. Performing Arts for Concerts on the Green Ad Hoc Subcommittee – Commissioner Michelle Bendetti, Commissioner Arlene Greer, Commissioner Wayan Kaufman See Item V.B.3. 13. Publicity Liaison Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Marie Little, Commissioner Michelle Bendetti Chair Greer advised that the subcommittee will meet soon. 14. Sculpture Exhibition in Civic Center Park Phases IV and V Development Ad Hoc Subcommittee – Commissioner Arlene Greer, Commissioner Marie Little Chair Greer related that the subcommittee is exploring ideas and drafting programs for community and public engagement in Civic Center Park and the Sculpture Exhibition area. Possible programs include plein-air art, poetry readings, music presentations, and special art lectures. The subcommittee hopes to hold an event to engage youth and to raise educational awareness of the Sculpture Exhibition. The subcommittee will explore partnerships and collaborations for programs to raise awareness of art in nature with special lectures and tours of Civic Center Park and the natural wetlands environment. The subcommittee will prepare a proposal for acquisition of Burnt Matchstick and develop a signature event with the Newport Beach Arts Foundation in the Sculpture Exhibition. Newport Beach City Arts Commission Regular Meeting Minutes September 12, 2019 Page 7 VII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION ORREPORT (NON-DISCUSSION ITEM) Vice Chair Little requested an item for banner locations, and Chair Greer requestedagenda items for Council Member Brenner's request for a public forum for the arts,acquisition of Burnt Matchstick, Cultural Arts Grants submissions, and Metalfor. VIII.PUBLIC COMMENTS ON NON-AGENDA ITEMS None IX.ADJOURNMENT – 6:20 P.M. Chair Greer adjourned the meeting at 6:20 p.m. State Grant- notes from CAC, Chair Arlene Greer The process has begun with the negotiation of the contract with Arts QC. It is anticipated Phase V will be installed late May 2019. The funding for Sculpture Exhibition Phase V is in the CAC Budget 2019-2020, $1351000. This is separate funding in the CAC Budget this year and is unrelated to the State Grant. Pursuant to the Staff provided by Director Tim Hetherton, the schedule with regard to state the grant funding will be available early 2020, in the pre approved amount of $5001000. The funds must be expended by '12/31/202'1. The City Arts Commission proposes the following, A)$1501000 for Phase Six, to be installed in Nov/Dec 2020. B)$1501000 for Phase Seven to be installed in August / September 2021; C. By utilizing this program, with the installation or Phase Six, there will be 30 Sculptures In the Exhibition through 2022; D)$2001000 for Improvements to the pathway and visiting ' areas throughout the Sculpture Garden. As such the City of Newport Beach: a)saves $300,000 in Sculpture funding that can be used for other purposes. b)receives $200,000 in capital improvements to make necessary capital improvements in the City Civic Center Park. c)maintains access to visitor VNB funds which would have been utilized to support the Sculpture Garden Exhibition. d)expands and enhances the public facility with a growing state and national reputation for creativity and excellence. The downside of the original proposal is, a)returning $135,000 to Visit Newport Beach Fund creates a negative precedent of returning previously authorized and city approved funding for the Sculpture Exhibition Program and potential discontinued funding due to the historical reference. b)it may generate bad press c)it may impact future funding. Other agencies and entities ma y think tw ice before making grant and other funding available, thus eliminating other future of funding sources for the City and Arts Commission to support the program and alternative City funding for the Sculpture Exhibition Program Approved by: