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HomeMy WebLinkAbout2021-10-14 - CAC - AGENDA PACKET CITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Public Library – Small Conference Room 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, October 14, 2021 – 5:00 PM City Arts Commission Members: Arlene Greer, Chair Marie Little, Vice Chair Maureen Flanagan, Secretary Wayan Kaufman, Commissioner Leonard Simon, Commissioner Barbara George, Commissioner Meghan McNulty, Commissioner Staff Members: Tim Hetherton, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant The City Arts Commission meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the City Arts Commission agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Commission and items not on the agenda but are within the subject matter jurisdiction of the City Arts Commission. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The City of Newport Beach’s goal is to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, we will attempt to accommodate you in every reasonable manner. Please contact Tim Hetherton, Library Services Director, at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 717-3801 or thetherton@newportbeachca.gov. NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the Library Services Department 24 hours prior to the scheduled meeting. Page 1 I. CALL MEETING TO ORDER II. ROLL CALL III. NOTICE TO THE PUBLIC The City provides a yellow sign-in card to assist in the preparation of the minutes. The completion of the card is not required in order to address the City Arts Commission. If the optional sign-in card has been completed, it should be placed in the tray provided. The City Arts Commission of Newport Beach welcomes and encourages community participation. Public comments are generally limited to three (3) minutes per person to allow everyone to speak. Written comments are encouraged as well. The City Arts Commission has the discretion to extend or shorten the time limit on agenda or non-agenda items. As a courtesy, please turn cell phones off or set them in the silent mode. 1 City Arts Commission Meeting October 14, 2021 Page 2 IV. PUBLIC COMMENTS Public comments are invited on agenda items. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. V. CONSENT CALENDAR All matters listed under CONSENT CALENDAR are considered to be routine and will all be enacted by one motion in the form listed below. City Arts Commissioners have received detailed staff reports on each of the items recommending an action. There will be no separate discussion of these items prior to the time the City Arts Commission votes on the motion unless members of the City Arts Commission request specific items to be discussed and/or removed from the Consent Calendar for separate action. Members of the public who wish to discuss a Consent Calendar item should come forward to the lectern upon invitation by the Chair. A. Approval of Minutes of the September 9, 2021, City Arts Commission Meeting 1. Draft of 09/09/2021 Minutes B. Consent Calendar Items 2. Financial Report Review of financial information. 3. Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. VI. CURRENT BUSINESS A. Items for Review and Possible Action 4. Student Art Exhibition—Prize Winners Staff recommends that the City Arts Commission approve the winning submissions for the 2021 Student Art Exhibition as selected by the ad hoc subcommittee. 5. Sculpture Exhibition Phase VII Timeline and Selection Process Review Staff will provide a review of the Phase VII project timeline and the new process for the selection of pieces, as approved by the City Arts Commission at their August 2021 regular meeting, and by City Council on September 28, 2021. 2 City Arts Commission Meeting October 14, 2021 Page 3 6.Selection of a New Date for the 56th Annual Newport Beach Art Exhibition The Newport Beach Art Exhibition Ad Hoc Subcommittee will recommend a new date for the 56th Annual Newport Beach Art Exhibition. 7.Cultural Arts Grants, Fiscal Year 2021-2022 Staff will present an overview of the 2021-2022 Cultural Arts Grants program and will recommend a timeline. The City Arts Commission will also be asked to approve the due date of the 2019-2020 Grant Completion Report. B.Monthly Reports 8.Newport Beach Arts Foundation Liaison Commissioner Maureen Flanagan 9.Performing Arts for Balboa Peninsula Ad Hoc Subcommittee Commissioners Arlene Greer and Marie Little VII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) VIII.PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the City Arts Commission. Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The City Arts Commission has the discretion to extend or shorten the speakers’ time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. IX.ADJOURNMENT 3 DRAFT Newport Beach City Arts Commission Meeting Minutes Thursday, September 9, 2021 Regular Meeting – 5:00 PM Newport Beach Public Library – Small Conference Room 1000 Avocado Avenue Newport Beach, CA 92660 I.CALL MEETING TO ORDER – 5:02 P.M. II.ROLL CALL Commissioners Present: Arlene Greer, Chair Marie Little, Vice Chair Leonard Simon, Commissioner Barbara George, Commissioner Meghan McNulty, Commissioner Commissioners Absent: Maureen Flanagan, Secretary Wayan Kaufman, Commissioner Staff Present: Melissa Hartson, Library Circulation & Technical Processing Coordinator Camille Escareal-Garcia, Cultural Arts Assistant Staff Absent: Tim Hetherton, Library Services Director III.NOTICE TO THE PUBLIC IV.PUBLIC COMMENT None. V.CONSENT CALENDAR A.Approval of Minutes of the August 12, 2021, City Arts Commission Meeting 1.Draft of 8/12/2021 Minutes Chair Greer called for revisions or amendments to the minutes. Vice Chair Little stated she had changes to handwritten Page 5 and Page 7. She attended the meeting but arrived late, resulting in her not being able to approve the Consent Calendar. She participated in the vote for Current Business. Chair Greer made a clarification on handwritten Page 8. The sentence “Chair Greer stated that Talking Heads is from the United States, but the artist dropped the honorarium” was incorrect. Talking Heads is from the Unites States; however, the honorarium in prior phases when the artist submitted was too high for the Arts Commission to honor. Eventually, when artist Oleg Lobykin applied during Phase VI, he dropped the honorarium 4 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 2 price, and the Arts Commission was able to include his artwork in consideration for the Phase VI installation. She also wished to correct handwritten Page 9 from “Chair Greer clarified that the City Arts Commission (CAC) cannot raise funds but that the Newport Beach Arts Foundation (NBAF) could” to indicate that the CAC can raise funds because City Council Policy A-05 (Prohibition on Tax Measure Advocacy) had been waived by the City Council; however, the CAC typically does not do so. Also, on handwritten Page 9 she wanted it noted that she suggested the Bungalow “because their food is of quality at City events and is family affordable.” Vice Chair Little stated that on handwritten Page 8 she wanted to correct the statement: “Vice Chair Little confirmed that the CAC would not consider foreign pieces for Phase VII because of unaffordable honorariums.” She did not believe she stated it in that way as the CAC had yet to make a final decision. She stated that she understood the minutes were not verbatim, but she did not believe that sentence was correct. Chair Greer took issue with another sentence on handwritten Page 8 which read “Chair Greer said that those sculptures are eliminated when everything is considered by Arts OC Director Stein… pars down the list based on our honorariums.” She believed that the CAC received the foreign sculptures because they were in the prior phases considered by the CAC. She asked if the minutes could be looked at more closely and returned to the CAC at the next meeting. Cultural Arts Assistant Escareal-Garcia stated she would discuss the minutes with Library Services Director Hetherton, keep track of the changes requested, and speak to the transcription service. Chair Greer suggested a conditional approval of the minutes subject to making the changes requested and review by Library Services Director Hetherton. Motion made by Chair Greer, seconded by Commissioner Simon, and carried (5-0-0-2) to conditionally approve the August 12, 2021, meeting minutes subject to the requested revisions and review of Library Services Director Hetherton. AYES: Greer, Little, Simon, George, McNulty NOES: None ABSTENTIONS: None ABSENT: Flanagan, Kaufman B.Consent Calendar Items 2.Financial Report – Review of financial information Library Circulation & Technical Processing Coordinator Melissa Hartson reported that the finances are on track. They are working with Finance to get the rest of the funding in for the Sculpture Garden. Chair Greer stated the Financial Report looked fine. She called for CAC questions. 5 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 3 Commissioner Simon requested clarification of the honorariums that will be paid to the artists of Phase VII of the Sculpture Garden. He read something from the NBAF which stated they were paying the honorariums. Library Circulation & Technical Processing Coordinator Hartson explained that was correct and that City Council would receive the donation from the NBAF to pay the honorariums for Phase VII on September 28, 2021. Chair Greer said the honorariums were $50,000 and the NBAF check was $20,000. Commissioner Simon stated that there was an additional $30,000 needed. Library Circulation & Technical Processing Coordinator Hartson said the NBAF was providing $20,000 toward the honorariums. Chair Greer said the $20,000 represented the amount requested by the CAC. The NBAF is providing the funds now instead of the end of the year. Phase VII could not proceed without the contribution. The remaining $30,000 is covered under the budget. The $20,000 request was part of the Phase VII Sculpture Garden staff report proposal which was approved by the CAC. She offered to assist Commissioner Simon in reviewing the breakdown if necessary. Commissioner Simon noted he would like to discuss the matter further with Chair Greer. Chair Greer called for further questions, but there were none. 3.Cultural Arts Activities – Monthly review of cultural arts activities from theLibrary Administrative Office for upcoming Library and City arts events and services Chair Greer called for the staff report. Library Circulation & Technical Processing Coordinator Hartson reported that the Student Art Exhibition would conclude on September 10, 2021. There are new photographs by Richard Ferncase on display. The quilts exhibit was well received, and staff is looking forward to the reviews on the new photo exhibit. The Sculpture Exhibition grand opening and luncheon is on September 18th, September 26th is a concert, and on September 28th the NBAF will present their donation check to City Council. Chair Greer asked all Commissioners to attend the presentation to City Council on the 28th. The CAC will sit with the representatives of the NBAF. She asked if the item was on the Consent Calendar. Library Circulation & Technical Processing Coordinator Hartson explained that according to the calendar of events that Library Services Director Hetherton prepared the presentation would be at 4:00 p.m. Chair Greer requested CAC members attend at 4:00 p.m. on September 28th if possible. 6 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 4 Commissioner Simon stated that the calendar had the Cultural Arts Grant checks presentation listed for June 9, 2022, and suggested that meeting be moved to Council Chambers to accommodate additional attendance. Chair Greer said that Commissioner Simon had already spoken with her and Library Services Director Hetherton about the matter. Library Services Director Hetherton indicated that would be fine and he would take care of it and make the appropriate changes. From time to time the CAC meets in Council Chamber. She expected that all curating meetings for Phase VII would be in the chambers. Cultural Arts Assistant Escareal-Garcia stated she would coordinate it and ensure those meetings were in Council Chambers. Chair Greer requested staff review the timeline provided by Arts Orange County (Arts OC) and note the change of venue. She acknowledged that Cultural Arts Assistant Escareal-Garcia was excellent at sending out reminders and noted that the CAC packet would indicate the venue as well. She instructed Cultural Arts Assistant Escareal-Garcia to see that the checks for the Student Art Exhibit were presented in a meeting in the Council Chambers and suggested opening one of the Phase VII meetings with the presentation. The prizes could be awarded earlier at the discretion of staff if necessary. Cultural Arts Assistant Camille Escareal-Garcia confirmed that at a future meeting on the Sculpture Garden Phase VII she would arrange for the CAC to present the prizes for the Student Art Exhibition. She also confirmed that the students would receive gift cards, not checks. Chair Greer said that it was important that the students were able to take pictures in Council Chambers before the flag. Cultural Arts Assistant Camille Escareal-Garcia indicated she would make the arrangements. Library Circulation & Technical Processing Coordinator Hartson stated that her report was completed. Chair Greer called for a Motion to approve the Consent Calendar as submitted by City staff with revisions and review of the minutes by Library Services Director Hetherton. Motion made by Commissioner Simon, seconded by Commissioner George, and carried (5-0-0-2) to approve the Consent Calendar as submitted by City staff with revisions and review of the minutes by Library Services Director Hetherton. AYES: Greer, Little, Simon, George, McNulty NOES: None ABSTENTIONS: None ABSENT: Flanagan, Kaufman 7 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 5 VI.CURRENT BUSINESS A.Items for Review and Possible Action 4. Catering Services at City Facilities – Request for Qualification/Requestfor Proposals Process – Staff will provide an overview of the City’s Requestsfor Proposals (RFP), and Requests for Qualifications (RFQ) process. Library Circulation & Technical Processing Coordinator Hartson reported the City’s Purchasing Department puts out the Requests for Proposals (RFP) and Requests for Qualifications (RFQ). The City works with Planet Bids, which is an online vendor registration portal. All City current open bids are listed as are all past RFPs, RFQs, and bids. The City encourages vendors to register as registered vendors receive automatic updates when the City posts open bids. Planet Bids also provides past history, so vendors can maintain and review their own contracts. The City engages in this process to maintain transparency and notify vendors automatically. Newport Beach also announces the RFPs and RFQs through other avenues and tries to contact other vendors that have approached the City with interest. Planet Bids is linked to the City website and can be accessed through there. She indicated she was available for questions. Vice Chair Little inquired about where the City advertised other than Planet Bids. Library Circulation & Technical Processing Coordinator Hartson explained that the City website contains information on RFP/RFQ and links through to an overview of the process and to Planet Bid. Commissioner Simon summarized that if a caterer was not active with the City and wished to become active all they need to do is go to Planet Bid and register and then will be automatically notified of RFP and RFQs. Library Circulation & Technical Processing Coordinator Hartson clarified they should go to the City’s website and follow the link to Planet Bid to get to the Newport Beach portal. Vice Chair Little asked if registered vendors were notified that there were opportunities for caterers or if they needed to check back on Planet Bid periodically. Library Circulation & Technical Processing Coordinator Hartson explained that vendors registered through Planet Bid would automatically be notified when something new posted. Commissioner George asked if there were a cap to how many vendors could register or if there was a time limit for registration. Library Circulation & Technical Processing Coordinator Hartson stated she did not know the answer but could not imagine there was a cap as it was listed on the City’s website and there are a multitude of RFPs and RFQs that are released by the City to various industries. 8 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 6 Commissioner Simon stated that in his personal experience with other city governments as long as a vendor registers and is qualified there is usually no cap as to the number of vendors that can register. Chair Greer thanked Library Circulation & Technical Processing Coordinator Hartson and noted the report was very helpful. She called for the public comment. Jim Mosher, Newport Beach resident, stated that Newport Beach is fond of “on call contracts.” So, an RFP could be for a general catering contract and one or more vendors could receive an “on call contract.” Then when someone in the city needed a contractor they pick them from the “on call contract” list. Planet Bids would advertise when an “on call contract” comes up, not necessarily each individual event. He was unsure if that was how catering worked but was certain that was how the City handled things like minor plumbing issues and electrical work. Chair Greer thanked Mr. Mosher for his comments. She called for further CAC comment, but there was none. Anything done on the Green by the CAC is in conjunction with a City staff member, typically Library Services Director Hetherton or Cultural Arts Assistant Escareal-Garcia. In the past the City was very cooperative when they could not find a vendor who met a certain price point. She stated that she would not mention who, but an early vendor on the Green donated a considerable amount to make the Newport Beach Art Exhibition possible when the budget was only $5,000 per year. When the CAC needed The Bungalow because they could provide the price point and family friendly prices, the City allowed it. The City has requested that the CAC stay to the vendor list as best as possible, but Library Services Director Hetherton has been helpful when that is not possible. She thanked Library Circulation & Technical Processing Coordinator Hartson, Library Services Director Hetherton, and Cultural Arts Assistant Escareal-Garcia for the report. 5.Ad Hoc Subcommittees for Fiscal Year 2021-22 – Chair Greer will appointad hoc subcommittees for Fiscal Year 2021-22. Chair Greer stated that she requested the item for the agenda and that she would not be assigning committees this evening as last year’s appointees are finishing events: the Newport Beach Art Exhibition, the Sculpture Exhibition opening event, and the Newport Beach Student Art Exhibition, and the performing arts on the Green. The events were planned in advance by last year’s subcommittees. She instructed Commissioners to review the committees and contact her with interest. She did not believe that the correspondence on subcommittees would violate the Brown Act as they are only informational. The subcommittee assignments will not be known to any member of the subcommittee until the October CAC meeting. If she does not hear from Commissioners she will contact them individually for their input. Every Commissioner will participate in curating the Sculpture Garden Exhibition, Phase VII. She proposed that the concerts be brought to the full CAC as well, perhaps handled in a manner like the Cultural Arts Grants. Typically, there are up to 125 artists applying to be included in Concerts on the Green so a subcommittee may be necessary to par down the list prior to coming to the full CAC in chamber. She called for Commissioner questions, but there were none. She then called for the public comment, but there were none. She announced no action on this informational item and noted the topic would be discussed at the October CAC meeting. 9 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 7 B.Monthly Reports 6.Performing Arts for Concerts on the Green Ad Hoc Subcommittee -Commissioners Arlene Greer, Marie Little, Leonard Simon Chair Greer reported the first concert of the year, The Sully Band, was extremely successful and well received. People requested that the band return and they volunteered to provide a concert next year at no cost. August 22nd was the Journey tribute concert by Don’t Stop Believin. The concert was a huge success and the NBAF handed out 3,000 paper fliers on membership. The NBAF supports CAC programming. The concert was attended by approximately 5,000 people and she thanked the CAC for attending and assisting with the event. The audience really connected with Don’t Stop Believin. SantanaWays, the Santana tribute band, is scheduled for September 26th at 6:00 p.m. on the Civic Green. She requested Vice Chair Little to discuss the Shelley Rusk show at Marina Park. Vice Chair Little stated there was nothing new to report since the August meeting. The concert is October 17th. Shelley Rusk will be on keyboard and vocals with an ensemble at Marina Park. She will preform Broadway hits from the past several decades. Commissioners are encouraged to attend. Chair Greer asked Vice Chair Little where people could go to familiarize themselves with Shelley Rusk. Vice Chair Little suggested Googling her name and watching videos. Chair Greer spelled Shelley Rusk for the record and encouraged Commissioners to invite friends and family. Marina Park is beautiful and food trucks and more will be available. NBAF may have a table set up. The concert starts at 4:00 p.m. as it is later in the year and must conclude by sunset. Vice Chair Little suggested showing up early because of limited parking. The parking lot will fill quickly, but street parking is available and rideshares are a good option. Chair Greer noted that no one complained about the parking at the last Marina Park concert but did suggest people come early. The shuttle will not be available for the concert. Vice Chair Little agreed and mentioned bicycling or rideshare services as an alternative to parking. Chair Greer called for Commissioner questions. Commissioner Simon asked if Marina Park accommodated as many people as the Green and noted he had not been there. Chair Greer stated she did not think so. She suggested coming early to park but noted there was space. 10 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 8 Vice Chair Little stated the park could accommodate the same number of people, but the parking could not. Chair Greer suggested that those with boats could listen from the shore. She was unsure if the building would be open for the concert and indicated that the Parks and Recreation Department would have the information. She expressed interest in the CAC sitting together for the concert. She called for public comment, but there was none. 7.Newport Beach Student Art Exhibition Ad Hoc Subcommittee – Commissioners Arlene Greer, Marie Little, Wayan Kaufman Chair Greer asked Vice Chair Little if she wanted to provide the report or if they should ask for Cultural Arts Assistant Escareal-Garcia to give it. Vice Chair Little suggested Cultural Arts Assistant Escareal-Garcia give the report. There were 90 entries and the call for entries is closed. The Ad Hoc Subcommittee will meet on September 10th. The Art Exhibition is worth seeing; the students are very talented, and the work is impressive. She encouraged all CAC members to go view the exhibition. Chair Greer thanked Vice Chair Little for spearheading the Student Art Exhibition and her work as Chair. She also thanked Cultural Arts Assistant Escareal-Garcia for her outstanding management of the exhibition and her communication with the schools. Cultural Arts Assistant Escareal-Garcia thanked Chair Greer and noted that the artwork retrieval began the next day so anyone wishing to see the exhibition should go that evening. She has physical copies of the certificates to give the children when they pick up their work. The certificates were reviewed by Chair Greer and Vice Chair Little. All participants are aware that the winners have yet to be chosen. Initially they had discussed presenting the winners at the Newport Beach Art Exhibition, but there are changes so she will coordinate the presentation for a CAC meeting. Chair Greer promised to make the award presentation special no matter when it happened. She thanked Cultural Arts Assistant Escareal-Garcia and suggested everyone view the exhibition. The results will be released by Monday at the latest. Commissioner Simon asked how long the exhibition ran. Cultural Arts Assistant Escareal-Garcia explained they started accepting entries on August 1st and closed August 21st. Thirty entries were dropped off right before close, which was the catalyst that drove the discussion at the last CAC meeting for extension of the display. Many families appreciated the extension which led to about a month of display for the exhibition. Commissioner Simon confirmed that the awards were not going to be designated until the exhibition closed. He suggested that the next time on the cut off date for submission or the extension thereof the art should be judged, and the ribbons awarded and posted. Children that win would draw their extended families and friends to the show and provide greater visibility to the Student Art Exhibition. The Laguna Art Festival posted the ribbons by the work. It was nice to see the results and stirred up conversation. 11 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 9 Chair Greer said that she did not know if they could change direction right now, but that she loved the idea of parents being able to get a photo with their child and the displayed artwork. She stated that they would consider Commissioner Simon’s suggestion for next year. Vice Chair Little explained it was the first year for the Student Art Exhibition and appreciated Commissioner Simon’s suggestions. With COVID they needed to plan and execute things differently from what they may have normally done. Next year everyone hopes COVID will be over, and they will be able to make the event even more grand. Under the circumstances they did a good job and Cultural Arts Assistant Escareal-Garcia has pulled everything together. She congratulated Cultural Arts Assistant Escareal-Garcia on her creativity and excellent work. Chair Greer added that they have funding available from the Samueli Foundation which was provided for the CAC to a focus on children’s programming. She suggested in 2022 the CAC could provide a celebration following the presentation of awards, possibly in the Friends Room or Bamboo Courtyard with light refreshments. The program could be publicized through the schools along with the Student Art Exhibition. She thanked Cultural Arts Assistant Escareal-Garcia, Vice Chair Little, and the CAC for supporting the Student Art Exhibition. 8.Newport Beach Art Exhibition Ad Hoc Subcommittee – Commissioners Arlene Greer, Marie Little, Maureen Flanagan Chair Greer reported she met with Vice Chair Little and Secretary Flanagan and updated the entries received so far in the call for artists. The call for artists is available on CaFÉ. Prior to Covid they received somewhere between 160 and 180 artist applications per year with 300 to 340 artworks. The planning has been extensive, and the event is a $17,000 to $20,000 programming expenditure for the CAC. The event has evolved into an art scene at the Civic Center and provides an opportunity for local artists to exhibit their works and meet and greet the community. The art on exhibition is available for purchase during the daylong event. Attendees can opt to tour the Sculpture Garden Exhibition, enjoy lunch and a no host bar at the Pavilion on the Green, and visit the Lobby Galley Exhibition at the Central Library the same day. The 56th annual Newport Beach Art Exhibition will be a grand affair. This year at the conclusion of the call for artists they only received 64 applications representing 113 artworks for consideration, which is an insufficient response to guarantee the success of the event and public’s attendance. COVID has been very challenging to the arts community in Southern California. Therefore, the Ad Hoc Subcommittee recommends postponing the event from October 9th and rescheduling it. The funding is available until the end of the Fiscal Year (FY) with the event details already planned. The postponement will allow for more publicity, further response to the call for artists, full attendance from the community, and a successful 56th annual Newport Beach Art Exhibition. The event will be rescheduled to no later than the 2021-22 FY, COVID procedure allowing, on a date to be determined at a future time. Library Services Director Hetherton and staff will provide a proposal at the October CAC meeting. She called for CAC questions. 12 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 10 Commissioner Simon stated postponing the event was wise. Nothing could be more harmful than to hold an exhibition without enough art on show. He explained that he knows an amateur photographer and encouraged him to submit over CaFÉ, but that the artist was concerned because he did not have a resale license. He asked if that was necessary. Cultural Arts Assistant Escareal-Garcia stated that as far as she was aware that was not included in the entry guidelines. They do ask that submitted pieces are made available for purchase to the public. Commissioner Simon suggested that staff check the requirements. Chair Greer requested Library Circulation & Technical Processing Coordinator Hartson check quickly for the CAC. She explained that in the past the NBAF handled the sales at the event and a portion of the sale was contributed to the NBAF. That is not happening this year. The entry fee was increased from $40 to $50 for two works of art per artist and the sale of the art is a negotiation between the artist and buyer. Commissioner Simon stated that was the reason for the resale license, which was probably listed on the site. A negotiation between the artist and purchaser is a sale in the eyes of the State. So, if the vendor does not have a resale license and does not wish to obtain one then an entire group of potential artists is excluded. Therefore, he suggested looking at some way to allow amateurs the ability to exhibit. Chair Greer said that because the ad hoc subcommittee decided to postpone the event the staff had plenty of time to review the issue with the City Finance Director and report back. This is the first year the sales will not be handled through the NBAF. Sales tax was collected by the NBAF in the past as part of the transaction. Commissioner Simon stated the NBAF probably had a reseller’s permit. The issue needs to be addressed so as to not preclude artists. Chair Greer suggested staff take the comments and present them to Library Services Director Hetherton so he could address them at the October CAC meeting. She thanked Commissioner Simon for his comments. Vice Chair Little stated she held a resale license as an interior designer. A resale license allows you to do business in the State. Every artist that sells their art is supposed to have a resale license and it is very inexpensive. So, the question for the City is really whether or not they have a business license because that is what is issued by the City. Commissioner Simon said that he has held various resale licenses and repeated that his point is that there are amateur artists who do not normally sell their work who may wish to exhibit but not sell. When the NBAF handled the transaction, it made it easier for amateur artists to participate. Vice Chair Little brought up an excellent point about the business license and that needed to be examined as well. 13 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 11 Chair Greer agreed that there was a lot to consider and that they needed staff to look into it, discuss it in the ad hoc subcommittee, and learn Library Services Director Hetherton’s opinion. The ad hoc subcommittee is not sunsetting pending the postponement and rescheduling. There will be a more complete report at the October CAC meeting. She thanked Commissioner Simon for his comments and called for further CAC comment, but there was none. She called for the public comment. Jim Mosher, Newport Beach resident, suggested allowing artists to mark their work Not for Sale (NFS) possibly at a lower entry fee as an easy solution to the problem. Vice Chair Little advised Commissioner Simon that most artists that enter the Newport Beach Art Exhibition are professionals. The ad hoc subcommittee has discussed with staff how to draw in more experienced artists so that they receive outstanding pieces for people to appreciate and purchase. Chair Greer noted that goals and objectives could be discussed in the ad hoc subcommittees. She announced a distinguished juror, John Spiak of California State University Fullerton Grand Central Arts Center. Mr. Spiak is a curator and former director of the University of Arizona Museum of Art and is now at the Grand Central Arts Center. He is the three-time recipient of a National Endowment for the Arts Grant Award and a three-time recipient of the Andy Warhol Foundation Grant Award. Mr. Spiak is very excited about jurying the Newport Beach Art Exhibition. His wife is Cassandra Coblentz, and she is the former curator and director of the Orange County Museum of Art and the juror for the 55th Newport Beach Art Exhibition. The subcommittee is delighted with Mr. Spiak and are excited to move forward with the event, possibly in June. The exhibition must occur before June 30th. 9.Newport Beach Arts Foundation Liaison Ad Hoc Subcommittee – Commissioner Maureen Flanagan Chair Greer stated that Secretary Flanagan was not present to give the report. Typically, the Chair, Vice Chair and another member of the Commission are appointed to the ad hoc subcommittee. The NBAF is the fundraising arm of the CAC and can contribute to programming. They are holding an event at the Bistango Restaurant on September 25th. The CAC, City Council, and other guests are invited. Commissioners are encouraged to respond to the invitation, attend the event, and support the NBAF. Stu News has mentioned the event daily. Commissioner Simon clarified that the event starts at 2:30 p.m. Chair Greer advised Commissioners to contact her if they had not received an invitation. The CAC is appreciative of then NBAF $20,000 check to complete the proposal to go to City Council for consideration, review, and hopefully approval on September 28th. It is a significant contribution for Phase VII. She encouraged the CAC to thank the NBAF and listed the Board Members as Juanita Holley, Leslie O’Rourke, Carmen Smith, Dan Weddell, Pat Jorgensen, Michelle Highberg, Diana Ghoukassian, and Sunny Kim. The CAC formally thanked the NBAF for their contribution to the success and feasibility of Phase VII. She called for Commissioner comments or questions, but there were none. She also called for the public comment, but there was none. 14 Newport Beach City Arts Commission Meeting Minutes September 9, 2021 Page 12 VII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERSWOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION ORREPORT (NON-DISCUSSION ITEM) •Announcements: None. •Future Agenda: ° Appointment of ad hoc subcommittees. ° Staff proposal at October meeting for new date of the 56th annual Newport Beach Art Exhibition. Commissioner Simon stated that the Utility Box discussion needed to be continued. Chair Greer explained that the Utility Box discussion was being held until staff had more information. Library Services Director Hetherton will bring the item back at the appropriate time. VIII.PUBLIC COMMENTS ON NON-AGENDA ITEMS None. ADJOURNMENT – 6:15 P.M. Motion made by Chair Greer, seconded by Commissioner Simon, and carried (5-0-0-2) to adjourn the meeting. AYES: Greer, Little, Simon, George, McNulty NOES: None ABSTENTIONS: None ABSENT: Flanagan, Kaufman Chair Greer adjourned the meeting at 6:15 p.m. 15 As of September 30, 2021 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.00 01060603-841004 07/16 Sully Entertainment Group LLC 3,250.00 57,250.00 The Sully Band (COTG) 07/31 Gotprint.com 161.22 57,088.78 COTG Banners 07/31 Gotprint.com 98.89 56,989.89 COTG rack cards 07/31 Gotprint.com 55.83 56,934.06 COTG banner (Balboa Bridge) 07/31 Gotprint.com 211.87 56,722.19 Sculpture Exhibition Ph. V/VI brochures 08/06 DJE Sound & Lighting Inc.3,405.00 53,317.19 The Sully Band (COTG Sound) 08/06 DJE Sound & Lighting Inc.3,405.00 49,912.19 DSB (COTG Sound) 08/06 JDC Integrated Inc.3,250.00 46,662.19 DSB (COTG) 08/06 Office Depot 74.28 46,587.91 Student Art Exhibition Supplies 08/27 Office Depot 98.75 46,489.16 Student Art Exhibition Supplies 08/31 Gotprint.com 90.91 46,398.25 Sculpture Exhibition PH VI Banner 09/10 Benito Meschoulam 3,250.00 43,148.25 Santanaways (COTG) 09/10 DJE Sound & Lighting Inc.3,405.00 39,743.25 Santanaways (COTG Sound) 09/24 Ocdamia Music Group 2,400.00 37,343.25 Shelley Rusk (Marina Park Concert) 09/24 DJE Sound & Lighting Inc.5,498.38 31,844.87 Shelley Rusk (Sound) TOTAL 31,844.87 Professional Services 22,390.00 01060603-811008 07/23 Alan Scott Art Inc.357.50 22,032.50 Art Installation (Quilts on the Wall) 08/20 TAVD Visual Assistant 175.50 21,857.00 Transcription of Minutes (6/10) 08/20 TAVD Visual Assistant 209.25 21,647.75 Transcription of Minutes (7/08) 09/17 Alan Scott Art Inc.302.50 21,345.25 Art Installation (Richard Ferncase) 09/17 TAVD Visual Assistant 191.25 21,154.00 Transcription of Minutes (08/12) 09/24 William McClelland Ent.894.00 20,260.00 Bronze Sculpture restoration 09/24 Crown Building Services 825.00 19,435.00 Ben Carlson & Sphere 112 cleaning TOTAL 19,435.00 City Grants 30,000.00 01060603-821006 30,000.00 TOTAL 30,000.00 Sculpture Garden 135,000.00 01060603-811059 135,000.00 TOTAL 135,000.00 Special Events (NBAE)0.00 01060603-521450 07/21 WESTAF (CaFE)(309.57)309.57 (2021 June Entry Fees Deposits) 08/19 WESTAF (CaFE)(227.34)536.91 (2021 August Entry Fees Deposits) 09/15 WESTAF (CaFE)(841.64)1,378.55 (2021 September Entry Fee Deposits) TOTAL 1,378.55 FY 2021-22Cultural Arts Division 10/8/2021 1 of 1 16 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Cultural Arts Activities for September 2021 SCULPTURE EXHIBITION IN CIVIC CENTER PARK – PHASE V AND VI GRAND OPENING & ARTIST LUNCHEON On Saturday, September 18, the Newport Beach Arts Commission held the grand opening of Phase V and Phase VI of the Sculpture Exhibition in Civic Center Park. The celebration included a luncheon for Phase V and VI artists—funded by a generous gift from the Newport Beach Arts Foundation—followed by a dedication ceremony attended by members of the City Council, several of the artists whose works are in the exhibition, and other dignitaries and community members. CONCERT ON THE GREEN – SANTANAWAYS (SANTANA TRIBUTE) On Sunday, September 26, an estimated 3,500 residents and guests attended the final 2021 Concert on the Green featuring Santana tribute act, Santanaways. SCULPTURE EXHIBITION IN CIVIC CENTER PARK – PHASE VII On Tuesday, September 28, City Council approved a contract with Arts Orange County for $119,000 for Phase VII of the Sculpture Exhibition in Civic Center Park. This amount includes project coordination and management fees, in addition to installation and de-installation fees. Earlier in the evening, at Study Session, Ms. Juanita Holley, President of the Newport Beach Arts Foundation, presented a check for $20,000 to the City to help fund honorariums for Phase VII. 17 CENTRAL LIBRARY EXHIBITS Currently, a selection of works by photographer Richard Ferncase are on exhibit in the Central Library gallery. This exhibit, titled “Paris. . .and Beyond,” takes us on an ethereal journey through ‘The City of Light.’ Originally a painter whose work was often influenced by the Surrealist and Pop movements, Mr. Ferncase garnered numerous exhibitions with his New Topographic-influenced infrared photographic work in the early 1980s, which introduced metaphysical and dreamlike elements to a genre known for its bleak and banal imagery. Through desaturated colors creating a duotone appearance, this collection gives a sense of the ethereal and otherworldly, yielding a view of Paris sites that exist only in memory and reverie. Mr. Ferncase served for over thirty years as professor of filmmaking, photography, and computer graphics at the Dodge College of Film and Television at Chapman University. He earned his Bachelor of Arts degree in Fine Art from the University of California, Irvine and his Master of Fine Arts in Motion Picture/Television Production at the University of California, Los Angeles. He is the author of several books on film as well as numerous short stories, and his photography has been exhibited nationwide and collected both locally and abroad. Mr. Ferncase currently lives and works in Corona del Mar, California. Future exhibits include: •Sunny Kim (Acrylics): November 5 - January 7, 2022 2022 •Roxanne Sexauer (Woodcuts & Linocuts): January 10 - March 4 •Lisa Fu (Watercolors): March 7 - May 6 •Ann Apeles Brunning ("Flying Flowers", photography): May 9 - July 1 •Rob Williams (Photography): July 5 - September 2 •Shant Beudjekian (Acrylic): September 6 - November 4 •Helen Polin-Jones (Watercolor Portraits): November 7 - January 6, 2023 18 CULTURAL ARTS CALENDER OF EVENTS October 17, 2021 (Sunday) Concert on the Balboa Peninsula – Shelley Rusk Marina Park, 4 p.m. November 29, 2021 Cultural Arts Grants—Application period opens Plein Air event Date to be determined (Spring 2022) June 9, 2022 (Thursday) Cultural Arts Grant check presentation City Arts Commission meetings are held at 5 p.m. on the second Thursday of each month. 19 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Camille Escareal-Garcia TITLE: Student Art Exhibition—Prize Winners RECOMMENDATION: Staff recommends that the City Arts Commission approve the winning submissions of the 2021 Student Art Exhibition as selected by the ad hoc subcommittee. FUNDING REQUIREMENT: $525.00 will be expensed from the Programming budget (01060603-841004) to purchase Amazon gift cards that will serve as contest prizes. DISCUSSION: In April 2021, the City Arts Commission approved a student art exhibition to be held in August 2021. The Commission felt that providing an art exhibition for young artists will meet one of the City Arts Commission’s goals to provide events centered around families with children and teens, a key demographic for program outreach according to the Community Arts Survey report given at the City Arts Commission meeting on March 11, 2021. The Student Art Exhibition was open to all students from grades pre-K through 12. Young artists were required to submit one original work of art, two-dimensional format only, to be displayed at the Central Library. A committee consisting of Chair Greer, Vice Chair Little, and Commissioner Kaufman selected the following submissions as winning entries: Pre-K - 3rd Grade 1st Prize - $100.00 – The Courage of Creativity, The Henri Matisse Award Shanaya Joshi, Bouquet of Roses 2nd Prize - $50.00 – A Creation from The Heart, The Marc Chagall Award Xiaoyan Yang, Pig 3rd Prize - $25.00 – Every Child is an Artist, The Picasso Award Lilliana Aali, One Hill, One Tree, One Sunset, One Girl, and One Book with a Thousand Stories to Tell Honorable Mention – The Claude Monet Honorable Mention Award (No monetary prize) Luke Gayton, Lion in the Savanna 20 4th Grade - 7th Grade 1st Prize - $100.00 – An Inner Picture of the Soul, The Edvard Munch Award Lilly Boman, Hawaiian Waters 2nd Prize - $50.00 – Shapes and Colors as Language, The Georgia O’Keefe Award Fiona Sun, Reading @ Home 3rd Prize - $25.00 – By All Means, Paint! The Vincent Van Gogh Award Misaki Kamiyama, Ichigo (Strawberry) Honorable Mention – The Gustav Klimt Honorable Mention Award (No monetary prize) Callie Arambarri, Wicked 8th Grade - 12th Grade 1st Prize - $100.00 – An Artist Who Inspires Others, The Salvador Dali Award Valerie Casella, Metallic Nonsense 2nd Prize - $50.00 – Art with a Life of Its Own, The Jackson Pollock Award Eleanor Buhanan, The Big Man Himself 3rd Prize - $25.00 – Happy as Long as I Can Paint, The Frida Kahlo Award Siyu Wu, Dream Honorable Mention – The Vasily Kandinsky Honorable Mention Award (No monetary prize) Amelia Lin, Slaves of Phones Winning artists will receive Amazon gift cards as their prize. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item)., if ATTACHMENT A: Student Art Exhibition 2021 Winners 21 2021 STUDENT ART EXHIBITION—PRIZE WINNERS Pre-K - 3rd Grade 1st Prize $100.00 – The Courage of Creativity, The Henri Matisse Award Shanaya Joshi, Bouquet of Roses 22 ATTACHMENT A 2nd Prize $50.00 – A Creation from The Heart, The Marc Chagall Award Xiaoyan Yang, Pig 23 3rd Prize $25.00 – Every Child is an Artist, The Picasso Award Lilliana Aali, One Hill, One Tree, One Sunset, One Girl, and One Book with a Thousand Stories to Tell 24 Honorable Mention The Claude Monet Honorable Mention Award (No monetary prize) Luke Gayton, Lion in the Savanna 25 4th Grade - 7th Grade 1st Prize $100.00 – An Inner Picture of the Soul, The Edvard Munch Award Lilly Boman, Hawaiian Waters 26 2nd Prize $50.00 – Shapes and Colors as Language, The Georgia O’Keefe Award Fiona Sun, Reading @ Home 27 3rd Prize $25.00 – By All Means, Paint! The Vincent Van Gogh Award Misaki Kamiyama, Ichigo (Strawberry) 28 Honorable Mention The Gustav Klimt Honorable Mention Award (No monetary prize) Callie Arambarri, Wicked 29 8th Grade - 12th Grade 1st Prize $100.00 – An Artist Who Inspires Others, The Salvador Dali Award Valerie Casella, Metallic Nonsense 30 2nd Prize $50.00 – Art with a Life of Its Own, The Jackson Pollock Award Eleanor Buhanan, The Big Man Himself 31 3rd Prize $25.00 – Happy as Long as I Can Paint, The Frida Kahlo Award Siyu Wu, Dream 32 Honorable Mention The Vasily Kandinsky Honorable Mention Award (No monetary prize) Amelia Lin, Slaves of Phones 33 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Sculpture Exhibition Phase VII Timeline and Selection Process Review DISCUSSION: Since the Sculpture Exhibition in Civic Center Park’s inception, the Arts Commission has increased public engagement by offering residents opportunities to become part of the selection process. On February 9, 2021, during City Council’s discussion of the recommended pieces for Phase VI of the Sculpture Exhibition in Civic Center Park, some members of Council expressed concern about discrepancies between the public vote for pieces and the pieces the Arts Commission recommended for inclusion in the exhibition, suggesting that the public should have a greater say in the selection of pieces, perhaps by weighting the vote in favor of the public’s selection. After discussions with the City Manager’s office, staff revamped the selection process and corresponding public survey by integrating the following elements into the process: a)As with previous phases, the Arts Commission will not utilize an ad hoc subcommittee for Phase VII. The entire Arts Commission will select the pieces for the Phase VII Sculpture Exhibition online survey, in public, during City Arts Commission regular meetings, as has been the Commission’s practice since Phase III. b)The City Arts Commission and a curatorial panel will approve pieces for inclusion in the online public survey based on the following criteria: artistic merit, durability, practicality, and site appropriateness. c)Through the online survey, the public can vote for their favorite sculptures and select the pieces for inclusion in Phase VII. The most popular pieces will be selected for the Exhibition, pending final approval by City Council. This means that the City Arts Commission will evaluate all submissions for Phase VII at their December 9, 2021 regular meeting. Only pieces that meet the following criteria will be included in the public survey: 1.Artistic Merit — the artist has strong professional qualifications, and the artwork is of high quality and demonstrates originality and artistic excellence. 2.Durability — the artwork is made of high-quality materials, requires minimal maintenance and can withstand the outdoor elements of coastal Orange County. 34 3. Practicality — the artwork is appropriate for audiences of all ages and does not exhibit unsafe conditions that may bear on public liability. 4. Site Appropriateness — the scale of the artwork is suitable for the environment and the artwork is suitable for viewing from all angles. The City Arts Commission approved this change to the process at their August 2021 regular meeting. Arts OC has revised the initial timeline that was originally presented at the August CAC meeting. Chair Greer asked staff to share the updated project timeline with the City Arts Commission: City of Newport Beach Sculpture Exhibition in Civic Center Park Timeline Phase VII – 2021-22 DATE TASK August 2021 August 12 CITY ARTS COMMISSION REGULAR MEETING • Present brief overview of Phase VII plan at City Arts Commission meeting. September 2021 September 23 September 30 CITY COUNCIL REGULAR MEETING • City Council approved Arts Orange County contract. • Contract executed. October 2021 October 8 ISSUE CALL FOR ARTISTS (RFP) • Disseminate RFP (PAN, CAC, LA Culture Net, PACSOCAL, Local Media, SparkOC, Personal Invitations). • Field questions from interested artists. • Monitor arriving submissions for completeness. • Upload submissions to Slide Room as they arrive to facilitate Arts Commission review of the pieces. 35 November 2021 November 30 CLOSE RFP (7-week period) • Ongoing promotion of RFP throughout the open period. December 2021 December 1 December 3 December 9 December 10 OPEN Online Review by City Arts Commission & Guest Jurors. CLOSE Online Review by City Arts Commission & Guest Jurors. CITY ARTS COMMISSION REGULAR MEETING • Select finalists for public survey. OPEN Public online survey of Finalists. January 2022 January 10 January 13 January 14 CLOSE Public online survey of Finalists (4-week period). CITY ARTS COMMISSION REGULAR MEETING • Presentation of public survey rankings. ArtsOC advises selected artists of their status • Selection is subject to City Council approval, confirm continued availability of their work, their availability for the installation window of time, review questions and concerns with artists, ascertain need for concrete pads, collect W9 forms from artists. February 2022 February 8 February 9 CITY COUNCIL REGULAR MEETING • Present pieces for approval. Inform artists of selection, provide City Attorney with all necessary information for Artists Loan Agreements. 36 March 2022 March 11 City Attorney provides artists agreements to ArtsOC to send to artists. April 2022 April 11 ArtsOC delivers all artists contracts to City with Phase VI FIRST invoices and Phase V FINAL invoices. May 2022 May TBA Additional concrete pads poured and footings for new installations poured as needed. June 2022 June 1 June 1- 10 June 11 CITY: Provide ARTSOC with Phase V FINAL payment checks and Phase VII FIRST payment checks to give to artists during de-installation/installation. De-Installation of Phase V artworks. INSTALLATION OF PHASE VII ARTWORKS. CITY: Exhibition Grand Opening and Dedication. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item). 37 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Selection of a New Date for the 56th Annual Newport Beach Art Exhibition RECOMMENDATION: Determine a date for the 56th Annual Newport Beach Art Exhibition. DISCUSSION: The 56th Annual Newport Beach Art Exhibition, originally slated for June 2021 but rescheduled for October 9, 2021, has been postponed due to concerns about public gatherings and the COVID-19 Delta variant transmission. Chair Greer suggests a date in May 2022 to avoid conflict with the Grand Opening/Dedication of the Sculpture Exhibition in Civic Center Park, Phase VII, scheduled for June 2022. Possible dates are Saturday, May 7 and Saturday, May 14. Staff will also reserve the Friday before the event for artist check-in. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item). 38 TO Newport Beach City Arts Commission FROM: Library Services Department Tim Hetherton, Library Services Director 949-717-3810, thetherton@newportbeachca.gov PREPARED BY: Tim Hetherton TITLE: Cultural Arts Grants, Fiscal Year 2021-2022 RECOMMENDATION: Staff recommends that the City Arts Commission: 1. Approve a timeline for the Fiscal Year 2021-2022 Cultural Arts Grants; and 2. Approve a due date of January 14, 2022, for 2019-2020 completion reports. BACKGROUND: City Council Policy 1-10, Financial Support for Culture and Arts (ATTACHMENT A), recognizes the importance of promoting culture and the arts within the City and establishes a Reserve Fund for Culture and Arts. For Fiscal Year 2021-2022, the sum of $30,000 has been budgeted 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. Council Policy 1-10 defines arts groups as those involved in visual, musical, theatre, dance, crafts, performing and literary activities. The City Arts Commission considers the following in order of preference for granting support: 1. Local arts groups located within the City of Newport Beach and offering programs to City residents; 2. Regional arts groups located in Orange County and offering programs to City residents; and 3. Arts groups located in California and performing or offering programs to City residents. Groups not offering programs or services to residents are not eligible for support from the City. In March 2020, in concurrence with the executive order issued by the Governor of the State of California, arts organizations that present public performances cancelled all programming to help curtail the further spread of COVID-19 in the community by restricting large gatherings. Many grantees stage programs in local schools, and other grantees had events scheduled for spring of 2020, coinciding with the stay-at- home order. These organizations were unable to present programs and were unable to submit the required completion report, which was due on September 25, 2020. In June 2020, the Arts Commission approved a staff recommendation that funds granted for live performances in fiscal year 2019-2020 should be retained by grantees and used for their original intent, as recommended by the City Arts Commission, and approved by the City Council, when restrictions on public gatherings are ultimately lifted. 39 At the November 2020 regular meeting, because of the difficulty staging programs in the COVID-19 pandemic, the City Arts Commission approved the staff recommendation that completion reports for 2019-2020 grantees should be due at a date to be determined. Since November 2020, most arts organizations have adapted in response to COVID-19 restrictions by either staging programs virtually or in a safe environment. Consequently, staff recommends a due date of January 14, 2022 for the 2019-2020 completion reports, the same due date for 2020-2021 reports. TIMELINE: The proposed timeline is as follows: 11/29/21 Grants are publicized. 01/14/22 2019/20 Cultural Arts Grant Completion Reports due, with grant funds spent or encumbered. 01/14/22 2020/21 Cultural Arts Grant Completion Reports due, with grant funds spent or encumbered. 01/10/22 2022/23 Cultural Arts Grant applications are due 01/31/22 Subcommittee’s recommendation is submitted to staff for inclusion in the agenda packet 02/10/22 Arts Commission approves grantees for recommendation to City Council 03/10/22 Recommendations made to City Council 05/09/22 Award letters and checks disseminated 01/16/23 2021/22 Cultural Arts Grant Completion Reports due, with grant funds spent or encumbered. This timeline should give the ad hoc subcommittee ample time to evaluate and rate the grant applications in preparation for City Arts Commission final approval. NOTICING: This agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Arts Commission considers the item). ATTACHMENT A: Council Policy I-10 40 1-10 FINANCIAL SUPPORT FOR CULTURE AND ARTS The City Council hereby recognizes the importance of promoting culture and the arts within the City of Newport Beach. A number of individuals and groups, such as the Arts Commission and Friends of the Newport Theatre Arts Center, have been organized with the express purpose of developing and promoting culture, theatre and the arts. The City would compliment these efforts by establishing a Reserve Fund for Culture and Arts that can be used for a) developing a master plan for the promotion of culture and arts; b) acquiring land and/or the construction of facilities to promote culture and arts and; c) instituting other cultural promotion projects. The sum of $55,000 shall be provided each year for specific cultural or artistic planning, promotion and/or construction projects as approved by the City Council. It is the poF~cy of the City of Newport Beach that expenditures from the reserve fund should be matched equally by the community in the form of contributions and donations. In regard to the City’s roll in financially sponsoring art and cultural events, the City Arts Commission shall review all programs and requests for support from arts groups. The Commission shall forward its recommendations for funding to the City Council for final approval. Any appropriation shall not exceed 50% of the Arts Commissions’ annual budget. For the purpose of this policy, arts groups shall be defined as those involved in visual, musical, theatre, dance, crafts, performing and literary activities. The following priorities shall be considered by the Commission. The order of preference for granting support shall be as follows: Local arts groups located within the City and offering programs to City residents; Regional arts groups located in Orange County and offering programs to City residents; and Arts groups located in California and performing or offering programs to City residents. 1 41 ATTACHMENT A 1-10 Groups not offering programs or services to local residents shall not be eligible for support from the City. Adopted - May 11, 1981 Amended - November 14,1983 Amended - January 23,1984 Amended - March 28, 1988 Amended - October 28,1991 Amended - January 24,1994 Amended - May 8, 2001 Reassigned - April 8, 2003 Formerly F-20 Formerly 1-12 2 42