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HomeMy WebLinkAbout05-12-22 CAC MEETING Minutes APPROVED Newport Beach City Arts Commission Meeting Minutes Thursday, May 12, 2022 Regular Meeting – 5:00 PM Newport Beach Central Library – Small Conference Room 1000 Avocado Ave. Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:21 P.M. II. ROLL CALL Commissioners Present: Arlene Greer, Chair Maureen Flanagan, Secretary Wayan Kaufman, Commissioner Meghan McNulty, Commissioner Commissioners Absent: Marie Little, Vice Chair, excused Leonard Simon, Commissioner Barbara George, Commissioner Staff Present: Rebecca Lightfoot, Library Adult Services Coordinator Camille Escareal-Garcia, Cultural Arts Assistant Staff Absent: Tim Hetherton, Library Services Director III. NOTICE TO THE PUBLIC IV. PUBLIC COMMENTS Homer Bludau, former Newport Beach City Manager, indicated he was representing the Newport Beach Marine 1/1 Foundation regarding the consideration of a Marine Corp band for the 2023 concert series. He provided the City Arts Commission (CAC) with a brochure and hoped they would consider the item on a future agenda. Secretary Flanagan asked where the band would be from. Mr. Bludau explained that there were several Marine bands, so it depended on the date. The band would most likely be out of San Diego. Secretary Flanagan asked how many band members there would be. Mr. Bludau thought they could accommodate 15 to 25 people in the concert space and the size of the band was open to discussion. Chair Greer explained that the concert season started in June and concluded in October. She suggested the 4th of July for the celebration. Mr. Bludau thought sometime around the 4th of July would be appropriate. He noted that the CAC had his contact information and requested he be invited if the item were placed Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 2 on a future agenda. The Marine 1/1 Foundation is planning three to five events where the public will be invited to celebrate their 20 year anniversary. Chair Greer stated that the CAC would request the item be added to a future agenda. Jim Mosher, Newport Beach resident, explained he had a comment on an agenda item but that he intended to leave to attend the Planning Commission meeting at 6:30 p.m. Chair Greer received clarification that Mr. Mosher could make his comments so that he would be free to leave. Mr. Mosher indicated that he had comments on Current Business V.A.5. Council Policy 1-11. First, he expressed concerns as to whether policy revisions covered 2-D artwork. Secondly, he inquired about what would happen to collected maintenance funds should the artwork be de-accessioned before the funds were expended. Finally, he noted that the surf film was to be shown in the Friends Room and mentioned that the City was building a Library Lecture Hall. The Library Lecture Hall could also be used for things such as the surf film, so he thought the CAC should be more involved with the Library Lecture Hall planning process. Chair Greer stated that she hoped in the future they would have a chance to participate in that way. She closed the public comments. V. CONSENT CALENDAR A. Approval of Minutes of the April 14, 2022 City Arts Commission Meeting 1. Draft of 4/12/22 Minutes Chair Greer called for revisions to the minutes but heard none. She had the following edit to the minutes: • Handwritten Page 14, Paragraph 7: “Chair Greer stated she recently had dinner with artist John Carlisle, whose work has been chosen the last two years to be exhibited as the highlight of marketing for the Laguna Beach Arts Festival.” Motion made Secretary Flanagan, seconded by Commissioner Kaufman, and carried (4-0-0-3) to approve the April 12, 2022 meeting minutes as amended. AYES: Greer, Flanagan, Kaufman, McNulty NOES: None ABSTENTIONS: None ABSENT: Little, Simon, George 2. Draft of 4/20/2022 Special Meeting Minutes Chair Greer called for revisions to the minutes but heard none. She called for a Motion. Motion made Commissioner McNulty, seconded by Secretary Flanagan, and carried (4-0-0-3) to approve the April 20, 2022 special meeting minutes as presented. Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 3 AYES: Greer, Flanagan, Kaufman, McNulty NOES: None ABSTENTIONS: None ABSENT: Little, Simon, George B. Consent Calendar Items 3. Financial Report – Review of financial information Cultural Arts Assistant Escareal-Garcia explained she would provide the report in Library Services Director Hetherton’s absence. She directed the CAC to Handwritten Page 21 and stated that things were largely the same as the previous month with some expenditures. Handwritten Page 22 includes the special events budget to the list of refunds for the postponed Art Exhibition. She stated that the list represented about half of the refunds being processed with the remainder showing up on the next financial report. Currently things show in the red, but with the expected refunds it should balance out. Chair Greer called for CAC questions, but there were none. She mentioned the bronze restoration on Handwritten Page 21 for $894 and inquired which piece was restored. Cultural Arts Assistant Escareal-Garcia said that she would check with Library Services Director Hetherton and report back to the CAC. Chair Greer said that she was curious as she knew prices had increased. She confirmed that they did not have to reconcile the financials until the end of the Fiscal Year (FY). She then said that when one looked at the restorations it was obvious that they needed to update Council Policy I-11 and provide for the restoration of sculptures. She has been in contact with Arts OC, and they are creating a policy and procedure for municipal government and public art. She suggested that they invite Mr. Stein to discuss the matter with the CAC further as he had been retained by Costa Mesa, Huntington Beach, Irvine, and Placentia related to their public art policies and procedures. 4. Cultural Arts Activities – Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services Cultural Arts Assistant Escareal-Garcia announced a new installation of butterfly photography by Ann Apeles Brunning. In addition to the photographs there is information about each butterfly species. The artist wanted the exhibit to encourage people to plant native species of plants to increase the butterfly population. The exhibit was beautiful and educational and has been complimented by both staff and patrons. The next installation will be black and white landscape photography and will be followed by Shant Beudjekian’s acrylics. The final installation planned for the year is a series of watercolor portraits. The next event planned is the Sculpture Garden Exhibition in Civic Center Park. Staff just learned that sculpture Got Juice by Stephen Landis was damaged in transportation and is unavailable for installation in Phase VII. The next highest voted sculpture, Alex G’s To the Moon, will be substituted. Got Juice will be repaired and hopefully placed in Phase VIII. The Cultural Arts Grants check presentation will be held at the next CAC meeting on June 9, 2022, in the Friends Room. The Sculpture Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 4 Exhibition Grand Opening for Phase VII is scheduled for June 25th. Save the dates have been sent to invited guests and a more formal invitation will follow. The public is encouraged to participate following the luncheon. The first concert of the season was scheduled for May 29th. Chair Greer asked Cultural Arts Assistant Escareal-Garcia to explain the plans for the Sculpture Exhibition so they could stay in compliance with the Brown Act. Cultural Arts Assistant Escareal-Garcia explained that the luncheon was funded by the Newport Beach Arts Foundation (NBAF). The lunch will be catered by Blueberry Hill. Following the luncheon the event becomes public and the dedication ceremony will proceed in Council Chambers. After the ceremony there will be children’s activities, music, and light refreshments available. Staff was hopeful for a lot of public participation especially as the last opening’s attendance was affected by COVID and delayed until several months after the installation of the sculptures. Chair Greer thanked Cultural Arts Assistant Escareal-Garcia and called for a Motion. Motion made by Commissioner McNulty, seconded by Secretary Flanagan, and carried (4-0-0-3) to approve the Consent Calendar. AYES: Greer, Flanagan, Kaufman, McNulty NOES: None ABSTENTIONS: None ABSENT: Little, Simon, George VI. CURRENT BUSINESS A. Items for Review and Possible Action 5. Revisions to Council Policy 1-11, Donation of Art to the City of Newport Beach Staff requests that the City Arts Commission approve revisions to Council Policy 1-11, Acquisition of Art by the City Of Newport Beach, with an addition to the policy intended to address the funding of ongoing maintenance of donated works discussed at the April 14 CAC monthly meeting. Chair Greer introduced the item and called for the staff report. Library Adult Services Coordinator Lightfoot explained she would give the report in Library Services Director Hetherton’s absence. She explained the CAC was asked to approve revisions to Council Policy 1-11, which was intended to address the funding of ongoing maintenance of donated art. Since 2014, the City has acquired several public art pieces, which were listed on Handwritten Page 25. She stressed that the list was only a partial list provided to demonstrate the cost of maintaining the pieces. Currently there are pieces that require complete restoration that exceeds the Cultural Arts Division’s Budget capacity. One of the ways to appropriately fund the costs is to secure long term funding for donated art through a maintenance endowment. Staff suggests the CAC revise the policy to require potential donors to include funds to maintain the donated piece for as long as it is part of the City Art Inventory. She noted the staff recommended Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 5 language in the report for the CAC’s consideration. Pending approval by the CAC the policy would go to City Council for final approval and inclusion in the Council Policy Manual. Chair Greer noted that Exhibit A was the original with Exhibit B containing the redlines. She commended Library Services Director Hetherton on his work and “generous contribution” to the research regarding policies for donation of art in nearby cities. Attachment C represented the final draft of Policy I-11. She noted that the policies needed to be changed and updated from time to time and that there would be opportunity to continue to improve them in the future. She called for CAC comment. Commissioner McNulty thought the policy made sense. Secretary Flanagan appreciated the language Library Services Director Hetherton used related to the amount of the maintenance fund and how it would be negotiated with the donor on a case-by-case basis. Chair Greer agreed that the language was better. She suggested referring donors to the NBAF to find local public/private partnerships to fund the maintenance endowment. Commissioner Kaufman stated that she shared Mr. Mosher’s question about what would happen to the endowment for arts that were decommissioned or removed from the City’s Art Inventory. She also questioned the use of “City” versus “Commission” in the redlined Item 6. Item C Number 3 also used “commission,” but it was not capitalized so she asked if that meant the CAC. Chair Greer assumed it was but asked staff to address the matter. If the CAC is intended then “commission” should be capitalized in the document. She advised the rest of the CAC that the Legal Department would review the policy as well. Commissioner Kaufman stated that “City” was defined as the City of Newport Beach. Chair Greer confirmed that the item was in C3. She asked what would happen if something were donated to the City Parks and Recreation Commission. She asked if that needed to be included in the language and suggested the other commissions be listed. Library Adult Services Coordinator Lightfoot stated that they would have to take the changes to Library Services Director Hetherton and then update it and present it again. Chair Greer suggested they approve the Policy and take it to the City’s Legal Department. She explained that the last time they updated the policy in 2014 or 2015 the Legal Department made redlines and sent the item back to the CAC. She asked if the CAC would need to review the policy again if the Legal Department made changes. Library Adult Services Coordinator Lightfoot imagined that it would, but indicated she need to check with Library Services Director Hetherton to make sure. She could not imagine the CAC being asked to approve a policy they had not reviewed. Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 6 Chair Greer agreed and stated that she would not want it to go from the Legal Department to City Council with changes not reviewed by the CAC. Library Adult Services Coordinator Lightfoot recommended that staff take the CAC’s suggestions to Library Services Director Hetherton and then they return to the CAC at the June meeting. Chair Greer stated that was acceptable and that she hoped the Policy could be approved in June because the CAC has things forthcoming that would be not in the City’s best interest under the current policy. Commissioner Kaufman stated that in reading Item C again she thought it made sense as written. Chair Greer suggested they leave the wording as “City Commission” because it could then refer to any commission. Commissioner Kaufman agreed and stated that it already addressed the CAC. Chair Greer thought the clarification should be that the other commissions might have works submitted to them. Commissioner Kaufman suggested it say, “other city commissions.” She thought it should be plural. Chair Greer agreed with the change and suggested including boards, committees, and departments so they were all plural. Secretary Flanagan brought up what would happen to the fund if the artwork were decommissioned. Chair Greer said that needed to be included as did the painting language and instructed staff to discuss both with Library Services Director Hetherton. She explained that the only endowment that currently existed is the Lenahan paintings and they had an initial $45,000 endowment. That particular endowment allows for other artworks to be repaired. All the Lenahan paintings were redone, restored, and reframed in 2015. She suggested an inventory of the closet to check on the conditions of the paintings and then a periodic checking to ensure that maintenance was not deferred too long. She confirmed that staff had Mr. Mosher’s comments and that the CAC believed they should be looked into. She called for further comment, and hearing none she called for the item to be tabled until the next CAC meeting. 6. Surf Film Festival: Presenting Echo Beach Staff recommends that the City Arts Commission review a proposal from director Jeff Parker to showcase his 2009 film, Echo Beach, which highlights the history of surf culture in Newport Beach. Chair Greer introduced the item and called for Cultural Arts Assistant Escareal-Garcia to read Vice Chair Little’s proposal. Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 7 Cultural Arts Assistant Escareal-Garcia explained that Vice Chair Little had been the main person communicating with Mr. Parker, so she provided the CAC with a proposal. Echo Beach is a surf film that highlights a unique part of Newport Beach history. Vice Chair Little’s report explained that the beach area between 52nd and 56th Streets was known as “Echo Beach”, where the surf movement took place. Mr. Parker captured the history in his documentary and approached Will O’Neill about a sequel, which is when Vice Chair Little got involved. Over the past few months they discussed the logistics and determined a surf event would be a good draw. The film is about 52 minutes long and Vice Chair Little has suggested hors d’oeuvres and nonalcoholic beverage prior to the showing. They may be able to raise funds with a surfboard raffle benefiting the NBAF. Vice Chair Little also proposed other ideas to make the festival more engaging. Mr. Parker planned to bring other prominent members of the surf business community for a question and answer session. Vice Chair Little also suggested getting a surf photographer to exhibit in the main Library to tie everything together. Chair Greer explained that she had met with Vice Chair Little and Mr. Parker and thought he did a good job on the proposal. She showed the CAC the film and the book and offered to pass them around. She called for a round of comments from the CAC and then the public. Commissioner McNulty loved the idea. Commissioner Kaufman thought the event was a great idea and thought they might fill the Friends Room. She wished there was a better space for the event. Chair Greer suggested they hold two showings at 2:00 p.m. and 4:00 p.m. Commissioner Kaufman thought it would be fun to do outside on the green over the summer like the Movies in the Park. Chair Greer stated that had also been discussed and it depended on what they thought the attendance would be. She suggested they put out a survey in order to get an idea of if it should be held in the Friends Room or on the Green. Commissioner Kaufman noted that she understood there were additional expenses to holding the event on the Green. Chair Greer thought it was a great proposal and had been a long time coming. She also noted that Vice Chair Little wanted to host a surf photography exhibition in the Library Gallery but indicated that might require moving another exhibit or simply displaying the surf photography elsewhere in the Library. She indicated that the CAC did not make that decision, it was made by the Library Services Director. Commissioner Kaufman asked if the Friends Room was larger than the Community Room. Chair Greer thought the Community Room was smaller. Library Adult Services Coordinator Lightfoot said that the capacity of the Friends Room was 200 and indicated she did not know the capacity of the Community Room. Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 8 Chair Greer asked if Mr. Mosher knew the capacity. Mr. Mosher indicated the Community Room was smaller than the Friends Room. Chair Greer called for the public comment. Mr. Mosher said that the program clearly had cultural and historical aspects that made it appropriate to be sponsored by the CAC. He also thought it would draw a different crowd than the normal CAC sponsored events, which was positive but would require a different advertising strategy. Chair Greer thanked him for that point. Newport Beach Arts Foundation (NBAF) President Carmen Smith commented that there was an artist named Carolyn Johnson who paints surfboards and suggested they see if she would donate one for the event. Chair Greer requested that NBAF President Smith send her an email including Ms. Johnson’s contact information. She requested that Library Adult Services Coordinator/Acting Library Services Manager Lightfoot read the recommendation. Library Adult Services Coordinator/Acting Library Services Manager Lightfoot read the recommendation aloud. Chair Greer asked what the funding requirement was. Library Adult Services Coordinator Lightfoot stated that Mr. Parker provided a $2,000 quote to show the film and participate in the panel discussion alongside Bob McKnight and Jeff Yokohama. If the CAC approved this event, the funds could be expended from the Programming Budget. Motion made by Chair Greer, seconded by Commissioner Kaufman, and carried (4-0-0-3) to approve the staff recommendation and funding requirement to present Echo Beach. AYES: Greer, Flanagan, Kaufman, McNulty NOES: None ABSTENTIONS: None ABSENT: Little, Simon, George B. Monthly Reports 7. Newport Beach Arts Foundation Liaison Commissioners Maureen Flanagan and Arlene Greer Secretary Flanagan suggested that NBAF President Carmen Smith provide the update on Art in the Park. NBAF President Smith said that they sent out an e-blast and were planning to send another. They have received four applications thus far. On May 31, Newport Harbor High Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 9 School would be presenting the first of the Lila Crespin scholarship checks. On June 1, they would present the scholarship at Corona del Mar High School for visual arts. The NBAF also has enough money to fund the scholarships next year. At the June 25 Sculpture Garden Exhibition Grand Opening, the NBAF was pleased to sponsor the luncheon and hoped they could have an opportunity to announce a new fundraising opportunity for NBAF donors’ names to be included on the Sculpture Exhibition plaques for Phase VIII. The proposed fundraising opportunity would be for donors to sponsor an amount of $5,000 to help offset the cost of the honorarium for each artist. When the CAC makes its public address in Council Chambers, the NBAF hoped they would be allowed to make a small presentation and have a table in front of the Civic Center Community Room to solicit new members. Cultural Arts Assistant Escareal-Garcia indicated staff would set aside a table for the NBAF. Any items they want displayed should be brought to staff prior to the date of the luncheon. She stated that the City ordered the plaques for each phase of the sculpture exhibition, but if the NBAF was ordering plaques as well, staff needed to know what they would be made of and other details. Ms. Smith said that she did not know but that she did not expect the plaques to be changed. When the sculptures are de-installed at the end of their two-year exhibition in Civic Center Park, the plaque could be given to the sponsor. She thought they would use the same aluminum as the City. Chair Greer said that the item needed to be added to the next CAC agenda before the event on June 25. She indicated that she was happy to meet with Ms. Smith prior to that meeting. Any changes would have to be included in the program. She further suggested speaking to Rick Stein at Arts OC since he was in charge of the plaques. Cultural Arts Assistant Escareal-Garcia said that Mr. Stein provided her with the information for the plaques. The current plaques are already full in terms of text, so they need to determine if the size needed to change to accommodate additional information on the donors. Chair Greer said that the next step was meeting with Ms. Smith and possibly Arts OC for the redesign for the plaques. There might be issues which need to be addressed by the Legal Department as well. The CAC would hear the item at the June meeting before the Exhibition. She also noted that Library Services Director Hetherton was retiring and that she hoped everything could be ready for the next agenda. She recalled Library Services Director Hetherton telling the CAC that the plaques would not be a large issue as the City did them often. The next step would be to go to the Library Services Director and then return to the CAC at the next meeting. Chair Greer directed Cultural Arts Assistant Escareal-Garcia to meet with Ms. Smith and Library Services Director Hetherton. VII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) Newport Beach City Arts Commission Meeting Minutes May 12, 2022 Page 10 • Announcements: Chair Greer announced the passing of sculptor Steven L. Rieman, whose work was exhibited in past exhibitions, including Phase VI from last year. The City of Newport Beach greatly appreciated his donation of Chairman of the Board and offered condolences to Mr. Rieman’s wife and family. • Future Agenda: ° Public Art Proposal with Arts OC and Rick Stein ° NBAF Plaques and Donors ° Policy 1-11 Revisions VIII. PUBLIC COMMENTS ON NON-AGENDA ITEMS None. ADJOURNMENT – 6:23 P.M. Approved by: Arlene Greer