HomeMy WebLinkAbout09-10-2020 - CAC - APPROVED MINUTESNewport Beach City Arts Commission Meeting Minutes Thursday, September 10, 2020 Regular Meeting – 4:00 PM Newport Beach City Hall (via Zoom) 100 Civic Center Drive Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 4:00 P.M. II. ROLL CALL Commissioners Present: Marie Little, Chair Arlene Greer, Vice Chair Maureen Flanagan, Secretary Miriam Baker, Commissioner Wayan Kaufman, Commissioner Ritch LeGrand, Commissioner Leonard Simon, Commissioner
Staff Present: Tim Hetherton, Library Services Director Francine Jacome, Administrative Support Specialist III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS
Jim Mosher was puzzled at the unusual start time of 4:00 p.m. for the City Arts Commission meeting. The City Arts Commission should have a planned and published time for all meetings. Mr. Mosher also suggested highlighting any changes to revised agendas so the public can immediately identify revisions. V. CONSENT CALENDAR A. Approval of Minutes of the August 13, 2020, City Arts Commission Meeting 1. Draft of 8/13/2020 Meeting Minutes
Vice Chair Greer requested two changes to the August 13, 2020 minutes. (1) On page two, paragraph three, change of her title from Chair Greer to Vice Chair Greer. (2) Her
comments made on page three, paragraph twelve, should be placed before Commissioner Kaufman’s comments on paragraph seven as it happened in the meeting.
Commissioner Kaufman indicated she was not the correct Commissioner posing the question on page three, paragraph one, and was unsure whom it was. Motion made by Vice Chair Greer, seconded by Commissioner Baker, and carried (7-0-0-0) to approve the August 13, 2020 City Arts Commission meeting minutes as amended. AYES: Greer, Little, Flanagan, Baker, Kaufman, LeGrand, Simon NOES: None ABSTENTIONS: None
Newport Beach City Arts Commission Special Meeting Minutes July 16, 2020
Page 2 ABSENT: None
B. Consent Calendar Items
2. Financial Report – Review of financial information Library Services Director Tim Hetherton reported expenditures in August included payments for cleaning of Sphere 112, $144 for transcription costs, and the final payment of the management contract with Arts Orange County (ArtsOC). September expenditures will include payments towards Phase VI of the Sculpture Exhibition. 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 announced the deinstallation of Metalfor took place on August 20, 2020. The piece is undergoing restoration and when it is returned it will be stored at the Corporate Yard until a new site is selected. ArtsOC poured a new concrete
pad and relocated the sculpture Dude Ascending. In response to Commissioner Simon’s questions, Library Services Director Hetherton indicated Metalfor will be wrapped in a protective tarp, placed on pallets, and set aside from other activity while it is stored at the Corporate Yard. He advised Chair Little will be appointing an ad hoc subcommittee to identify a new site for the piece. Motion made by Vice Chair Greer, seconded by Commissioner Simon, and carried (7-0-0-0) to approve Consent Calendar. AYES: Greer, Little, Flanagan, Baker, Kaufman, LeGrand, Simon NOES: None ABSTENTIONS: None ABSENT: None
VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Community Arts Survey - The City Arts Commission will review proposed
public art survey
Library Services Director Hetherton explained the Community Arts Survey has been through various changes with a final decision to implement an online survey, which will be cost-effective and allow for extensive circulation. He added processing the data from an online survey will be easy. In reply to Commissioner LeGrand’s inquiry, Chair Little advised the subcommittee included questions about an art museum on the Community Arts Survey because Newport Beach is a wealthy community with many people who love the arts, and the City currently does not have an art museum. The subcommittee would like to know the public’s thoughts on an art museum.
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Commissioner Simon explained the Community Arts Survey’s purpose is to gather information from the public on their general interests in art. If the residents have a great deal of interest shown in response to the questions, it creates future conversations about the potential of having an art museum in Newport Beach. Vice Chair Greer shared she came from a community that had an art museum and a performing arts center. Having these venues pleased the community and brought the community together. The City Arts Commissioners are charged with the responsibility of having the pulse of the community. Community requests for a performing arts center and an art museum are received constantly. Adding these venues could help bring more opportunities for City events that are currently taking place within a very small window of
summer months since they are held outdoors. Jim Mosher shared Commissioner LeGrand’s concern about questions four and five on
the Community Arts Survey. The City Council is currently exploring a lecture hall and believes they will wonder why this suggestion of an art museum was not brought up at an earlier time. He suggested the Commissioners attend the City Council meeting on
Monday, September 14, 2020, to provide input on building a performing art center or museum instead of a lecture hall. Jim Mosher suggested altering question 13 on the Community Arts Survey to have number one the most desired and number six the least desired. He also recommends combining questions 6, 7, 8, 9, and 14 using a table-like format that would also add former venues and museums to track community knowledge and attendance. Commissioner Simon concurred with Jim Mosher’s idea regarding question number 13. Also, he would like the word “most” inserted over the number one column and the word “least” inserted over the number six column on the table to help simplify the number
ranking. Chair Little concurred with Mr. Mosher and Commissioner Simon regarding question 13.
In reply to Secretary Flanagan’s question, Library Services Director Hetherton indicated the survey will be circulated with the Library and Cultural Arts mailing list, City Manger’s
Newsletter, and there will be a link on the City Arts Website. There will be a press release that will go to the Newport Beach Independent, The Daily Pilot, Stu News, and Spark OC’S mailing list. Chair Little commented it was cost-prohibitive to do mailers. The budget did allow for local advertising, which will reach many community members. In response to Commissioner Baker’s question, Library Services Director Hetherton shared there is an online option on the website where community members can opt-in to receive communications from the Library or Cultural Arts. Library patrons are also asked if they would like to opt-in to the mailing list when applying for a library card.
Library Services Director Hetherton agreed with Chair Little’s suggestion of creating a poster to display in the Library to bring awareness to the Community Arts Survey.
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Page 4 Motion made by Commissioner Simon, seconded by Vice Chair Greer, and carried (7-0-0-
0) to approve the Community Arts Survey with revisions. AYES: Greer, Little, Flanagan, Baker, Kaufman, LeGrand, Simon NOES: None ABSTENTIONS: None ABSENT: None 5. Fiscal Year 2020-21 Cultural Arts Grants Timeline - Staff requests that the City Arts Commission approve a timeline for the 2020-2021 Cultural
Arts Grants
Library Services Director Hetherton summarized discussions from the June 2020 City Arts Commission meeting where a recommendation to modify the Cultural Arts Grants timeline was approved. At this same meeting, it was also approved to allow grantees to stage
performances, after large gathering restrictions are lifted, using 2019-2020 funding. The proposed timeline is as follows:
01/04/21 Grants are publicized. 03/26/21 Applications are due. 04/08/21 City Arts Commission reviews applications and approves grantees. 04/27/21 Recommendations made to City Council. 06/10/21 Award letters and checks disseminated. TBD 2019/20 Cultural Arts Grant Completion Report due. TBD 2019/20 Grant funds must have been spent or encumbered. TBD 2020/21 Cultural Arts Grant Completion Report due. TBD 2020/21 Grant funds must have been spent or encumbered. Vice Chair Greer advised it is $30,000, not $40,000, budgeted for Cultural Arts Grants,
and requested it is amended. In answer to Commissioner Simon’s questions, Library Services Director Hetherton
indicated March 26, 2021, will be a strict deadline for all applications to be filed. The timeframe for the City Arts Commission to review applications is a short period of time.
Vice Chair Greer shared it is always a very short amount of time to review applications and would support adding another week to the timeframe. Library Services Director Hetherton asked if the Commissioners would prefer shortening the application due date by a week or moving the Commission’s review/approval of applications to the May 2021 meeting to allow additional time. Commissioner Kaufman was opposed to shortening the application due date, giving the local art organizations as much time as possible to submit applications. Vice Chair Greer agreed with Commissioner Kaufman.
Chair Little proposed moving the review/approval of applications to the May 2021 meeting.
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Page 5 In response to Library Services Director Hetherton’s question, Administrative Support
Specialist Francine Jacome stated it would be impossible to distribute checks in June 2021 if the review/approval is not done until May. The City of Newport Beach requires a grant agreement before the issuance of any checks, which can be a long process of paperwork. She proposed modifying the disbursement of checks to July 2021. Vice Chair Greer expressed her concerns with extending the timeline because teachers are leaving for summer vacation at that time and may not have sufficient time to plan for the following school year’s activities. Commissioner Kaufman stated it is very difficult to predict what the next school year will look like as far as reopening plans and COVID-19 restrictions. As of now, there will not
be any assemblies or large gatherings at school. Teachers often do not know what their grade level assignments will be for the following school year until shortly before school starts. It would be up to the arts organizations to have their programming developed and
presented to the schools. In reply to Commissioner Simon’s inquiry, Library Services Director Hetherton stated it is
approximately 12 weeks for the application process. In prior years, the application process began in July with the due date being the last Friday in September. Commissioner Simon proposed publicizing the grants earlier, in the middle of December, allowing for review/approval of applications to stay as planned in April 2021. Vice Chair Greer suggested Staff review all comments made by Commissioners today and reevaluate the Cultural Arts Grants timeline. She recommended tabling the vote until the next meeting in October 2020. Chair Little concurred with Vice Chair Greer’s proposal.
6. Sculpture Exhibition in Civic Center Park Photography Contest - Staff requests approval for a proposal for a photography contest intended to
create further interest in the Sculpture Exhibition in Civic Center Park. Library Services Director Hetherton shared in 2018 the City Arts Commission held a
photograph contest to generate public interest in the Sculpture Exhibition. With many COVID-19 restrictions, sponsoring another photography contest is a great way to create some interest in the Sculpture Exhibition. Commissioner Simon worried that amateur photographers may be surpassed by professional photographers in the contest. He suggested separating the contest into two divisions for professional photographers and for amateur photographs to create an equal opportunity for all participating. Vice Chair Greer shared she is satisfied with the contest as it stands.
Chair Little agreed with Vice Chair Greer and commented there were no issues with the contest in 2018.
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Page 6 Library Services Director Hetherton mentioned there were no professional photographer
winners in the 2018 contest. In response to Commissioner LeGrand’s question, Administrative Support Specialist Jacome stated there were 201 entries for the Sculpture Exhibition Photography Contest in 2018. Commissioner LeGrand recommended adding additional winners to the contest. With not much spending happening due to canceled events, he suggested increasing the prize money by $50 each to increase participation. Vice Chair Greer outlined many expenses are still occurring such as gift cards for the
Community Arts Survey, gifts cards for the Newport Beach Art Exhibition, expenses for city-wide sculpture restorations and rehabilitation, along with a $10,000 grant decrease.
In reply to Vice Chair Greer’s question, Library Services Director Hetherton indicated sculpture restorations will be deducted from the small maintenance budget and professional and technical services budget. Fiscal Year 2020-2021 will include many
maintenance and restoration projects; however, there are sufficient funds to increase the prize awards for the photography contest. Vice Chair Greer commented she would like to see an increase in prize money for Newport Beach Art Exhibition winners as well. She commended Staff on their efforts in presenting the photography contest. Motion made by Vice Chair Greer, seconded by Chair Little, and carried (7-0-0-0) to approve the Sculpture Exhibition Photography Contest with prize money revisions. AYES: Greer, Little, Flanagan, Baker, Kaufman, LeGrand, Simon
NOES: None ABSTENTIONS: None ABSENT: None
Library Services Director Hetherton confirmed first prize will be $150, second prize $100, and four (4) third prize winners at $25.
Commissioner LeGrand agreed with the increase of the awards. Motion made by Vice Chair Greer, seconded by Chair Little, and carried (7-0-0-0) to approve the Sculpture Exhibition Photography Contest with clarified prize money revisions and additional third prize winners. AYES: Greer, Little, Flanagan, Baker, Kaufman, LeGrand, Simon NOES: None ABSTENTIONS: None ABSENT: None
7. Ad Hoc Subcommittee and Liaison Appointments - Commission Little will re-affirm the appointment of the ad hoc subcommittees and liaisons for
fiscal Year 2020-2021.
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Chair Little asked all Commissioners to read the ad hoc subcommittee and liaisons appointments report for FY2020-2021 located in their agenda packets as there were small edits made. The Art in Public Spaces Ad Hoc Subcommittee will commence immediately with their first tasks being evaluating and recommending a relocation site for Metalfor; referring and evaluating donation of Chairman of the Board sculpture by Steve Rieman; review and evaluate the donation application for Grandma’s Spirit painting by Thekla Hathaway Hammond. Chair Little reported Newport Beach Arts Foundation President Juanita Holley has asked the City Arts Commission to submit in writing the funds being asked for FY 2020-2021. Newport Beach Arts Foundation Vice President Carol Lee is working on an advertising
marketing branding campaign for the Newport Beach Arts Foundation. The Board of Directors (BOD) has appointed Howard Herzog, who also serves on the Newport Beach Civil Service Board, as their seventh member. The BOD announced there will be a retreat
in October 2020, with an exact date to be determined. Consulting with BOD will focus on reorganizing the foundation for more effective fundraising and donor sponsorship outreach, which will hopefully lead to better financial support for the City Arts Commission.
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 Little requested agenda items for the three items from Arts in Public Spaces and FY 2020-2021 Cultural Arts Grants timeline recommendation. VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher commented on the Newport Beach Library Foundation’s new series Studio Chats happening online every Tuesday where local artists are interviewed. He questioned the coordination between the Library’s art programming and those of the Arts Commission.
IX. ADJOURNMENT – 5:08 P.M. Chair Little adjourned the meeting at 5:08 p.m.
Approved by: Marie Little