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HomeMy WebLinkAbout10-13-2022 CAC Meeting - Agenda PacketCITY OF NEWPORT BEACH CITY ARTS COMMISSION AGENDA Newport Beach Central Library 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, October 13, 2022 – 5:00 PM City Arts Commission Members: Arlene Greer, Chair Maureen Flanagan, Vice Chair Leonard Simon, Secretary Wayan Kaufman, Commissioner Marie Little, Commissioner Barbara George, Commissioner Meghan McNulty, Commissioner Staff Members: Melissa Hartson, 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 public can submit questions and comments in writing for the City Arts Commission to consider. Please send them by email to the Library Services Department at ArtsCommission@newportbeachca.gov by Wednesday, October 12, 2022, at 4:00 p.m. to give the City Arts Commissioners time to consider your comments. All emails will be made part of the record. 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 Melissa Hartson, 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 mhartson@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.PRESENTATION 1.The City Arts Commission will hold a short ceremony for the Newport Beach Arts Foundation in honor of their recent pledge of $10,000 for Phase VIII of the Sculpture Exhibition in Civic Center Park. 1 City Arts Commission Meeting October 13, 2022 Page 2 IV.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. V.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. VI.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 8, 2022, City Arts Commission Meeting 2.Draft of 09/08/2022 Minutes B.Consent Calendar Items 3. Financial Report Review of financial information. 4.Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. 2 City Arts Commission Meeting October 13, 2022 Page 3 VII.CURRENT BUSINESS A.Items for Review and Possible Action 5.Ad Hoc Subcommittees for Fiscal Year 2022-23 Chair Greer will appoint ad hoc subcommittee assignments for Fiscal Year 2022-23. 6.Cultural Arts Grants, Fiscal Year 2022-23 Staff will present an overview of the FY 2022-23 Cultural Arts Grants program and will recommend a timeline. The City Arts Commission will also be asked to approve the due date of the FY 2021-22 Grant Completion Reports. B.Monthly Reports 7.Newport Beach Arts Foundation Liaison Commissioners Maureen Flanagan and Arlene Greer VIII.CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) IX.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. X.ADJOURNMENT 3 DRAFT Newport Beach City Arts Commission Meeting Minutes Thursday, September 8, 2022 Regular Meeting – 5:00 PM 1000 Avocado Avenue Newport Beach, CA 92660 I.CALL MEETING TO ORDER – 5:01 p.m. II.ROLL CALL Commissioners Present: Leonard Simon, Secretary (Acting Chair) Barbara George, Commissioner (Arrived at 5:20 p.m.) Wayan Kaufman, Commissioner Marie Little, Commissioner Meghan McNulty, Commissioner Commissioners Absent: Arlene Greer, Chair (excused) Maureen Flanagan, Vice Chair (excused) Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant Staff Absent: III.NOTICE TO THE PUBLIC IV.PUBLIC COMMENTS None. V.CONSENT CALENDAR A.Approval of Minutes of the August 11, 2022, City Arts Commission Meeting 1.Draft of 08/11/22 Minutes Acting Chair Simon called for revisions/edits to the minutes but heard none. He then called for the public comment, but there was none. Motion made by Commissioner Little, seconded by Commissioner McNulty, and carried (4-0-0-3) to approve the August 11, 2022, meeting minutes as presented. AYES: Simon, Kaufman, Little, McNulty NOES: None ABSTENTIONS: None ABSENT: Greer, Flanagan, George 44 Newport Beach City Arts Commission Meeting Minutes September 8, 2022 Page 2 B.Consent Calendar Items 2.Financial Report – Review of financial information Library Services Director Melissa Hartson reported that through August the Concerts on the Green were the most significant expenditures for the fiscal year (FY). The photography installation and routine maintenance/cleaning were also included, and the finances were on track. 3.Cultural Arts Activities – Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events andservices Library Services Director Hartson stated that the Young Guns concert was well attended, and the children’s activities were well received. The photography exhibition was coming to an end and the upcoming Britain’s Finest concert was expected to also be well attended. Children’s activities were planned for both the September and October concerts as well as food trucks. Commissioner Kaufman asked why the August 26 expense for children’s activities for the concerts was $2.00 more. Library Services Director Hartson explained that was due to the event being in the new FY. Cultural Arts Assistant Escareal-Garcia explained that vendors who don’t have a Newport Beach business license had to apply for a temporary one. The fee was raised by $2 for the new FY. She also explained that they also made a change from two face painters and one balloon artist to two balloon artists and one face painter due to interest. Acting Chair Simon asked if the concert attendance had been increasing. Library Services Director Hartson said attendance had been consistently about 3,000 people at the past concerts. The Young Guns concert may have had slightly less attendance, but the event was still successful with good attendance. Acting Chair Simon noted that there were more children at recent concerts. Commissioner Little agreed that the Young Guns show was not as much of a draw as other concerts, but there were still lots of people in attendance. Library Services Director Hartson noted that the school year started the next morning, and the weather was a little chilly. Commissioner Kaufman heard from a neighbor that they left the concert as it was extremely loud. She was not sure where that person had sat. Acting Chair Simon called for the public comment but heard none. 55 Newport Beach City Arts Commission Meeting Minutes September 8, 2022 Page 3 Motion made by Commissioner Little, seconded by Commissioner Kaufman, and carried (4-0-0-3) to approve the Consent Calendar. AYES: Simon, Kaufman, Little, McNulty NOES: None ABSTENTIONS: None ABSENT: Greer, Flanagan, George VI.CURRENT BUSINESS A.Items for Review and Possible Action 4.Ad Hoc Subcommittees for Fiscal Year 2022-23Chair Greer will appoint ad hoc subcommittee assignments for Fiscal Year2022-23. Acting Chair Simon announced that as Chair Greer was absent the item was moved to the October 13, 2022, CAC meeting. 5.Sculpture Exhibition in Civic Center Park, Phase VIIIStaff recommends that the City Arts Commission request that City Council approve a contract with Arts Orange County for project management of PhaseVIII of the Sculpture Exhibition in Civic Center Park for a total amount not toexceed $119,000. Library Services Director Hartson reported that staff needed a Motion to move forward with the Arts Orange County (Arts OC) contract for Phase VIII of the Sculpture Exhibition. Phase VIII would contain 10 pieces and be installed after Phase VI was removed. Arts OC has managed the Sculpture Exhibition well since Phase I. The contract remained at $119,000 and did not increase from Phase VII. Some funding would be moved in order to pay for the phase, including a $10,000 donation from the Newport Beach Arts Foundation (NBAF). The CAC had requested $25,000, but the NBAF was only able to commit to $10,000. Therefore, the $24,000 shortfall would be pulled from the programming and professional services budgets. The CAC would send an additional ask to the NBAF later in the year. The CAC would provide input on the selections put out to the public and then the community would vote in an online survey for Phase VIII. She provided the CAC with a timeline for Phase VIII beginning with a City Council meeting on September 27. The Call for Artists would be issued by Arts OC and then the CAC would choose sculptures for the online survey in a public meeting. Final recommendations for Phase VIII would be heard by City Council in February 2023 with installation scheduled for June 2023. Acting Chair Simon confirmed that to fund Phase VIII they would take $14,000 from the programming budget and $10,000 from professional services. He asked what that would do to programming as it would leave only $24,800 in the budget for the FY. Secondly, there would only be $10,600 remaining in professional services. He asked if that would be sufficient for the remaining FY. Library Services Director Hartson admitted that the budget would be tight after the funds were moved. The remaining programming funds would be used for the Student Art Exhibition, the remaining concerts, and the Newport Beach Art Exhibition. The CAC would 66 Newport Beach City Arts Commission Meeting Minutes September 8, 2022 Page 4 need to carefully consider expenditures going forward. The professional services funds were used in past Phases by Library Services Director Hetherton and should be able to absorb the $10,000 move. Acting Chair Simon requested that Library Services Director Hartson provide a breakdown of the numbers at the next CAC meeting. Commissioner Little asked about the annual maintenance expenditures related to sculptures around the City. Library Services Director Hartson indicated that she did not have the numbers. Commissioner Little noted that some pieces required more maintenance than others. Former Commissioner Miriam Baker contacted her about Sunset Years and its poor condition. She suggested a discussion at a future meeting about maintenance with some of the foundations. Acting Chair Simon announced that Commissioner George arrived and was now present for the meeting. Commissioner Kaufman asked if they would be unable to host a Concert on the Green in June due to the money being moved from the programming budget. Library Services Director Hartson said that was correct and that it was possible they would need to cut the season by one performance. Commissioner Kaufman appreciated the fact that the Cultural Arts Grant Budget was not used to cover the shortfall. Acting Chair Simon called for the public comment. Jim Mosher, Newport Beach resident, wished to confirm that the shortfall in the Sculpture Exhibition budget was due to the honorariums for sculpture artists, which amounts to about $20,000. He asked if there was any flexibility for the honorariums to be lower than $5,000 for each sculpture. Library Services Director Hartson explained that in the past the honorariums were larger and had been scaled back to $5,000. Acting Chair Simon clarified that they were not to exceed $5,000. Commissioner Little asked if all artists automatically received $5,000. Library Services Director Hartson stated it was not automatic. Acting Chair Simon recalled that the artists asked for different amounts and if someone only asked for $3,500 then that would be what they would receive. Hearing nothing further he called for a Motion. 77 Newport Beach City Arts Commission Meeting Minutes September 8, 2022 Page 5 Motion made by Commissioner Little, seconded by Commissioner McNulty, and carried (5-0-0-2) to approve the contract with Arts Orange County for project management of Phase VIII of the Sculpture Exhibition in Civic Center Park for a total amount not to exceed $119,000. AYES: Simon, Little, Kaufman, McNulty, George NOES: None ABSTENTIONS: None ABSENT: Greer, Flanagan Commissioner Little asked if it would be useful for the CAC to lay out the projected expenses to the NBAF in order to provide clarity about its monetary request. Library Services Director Hartson said that was a possibility and as the budget developed it would be shared with the CAC first. Acting Chair Simon thought the information was public knowledge and should be shared with the NBAF. The CAC had a reason to request $25,000 and had received $20,000 in the past, but this gift was only $10,000. B.Monthly Reports 6.Student Art Exhibition Ad Hoc SubcommitteeCommissioners Barbara George, Leonard Simon, and Arlene Greer Commissioner George reported that she personally visited about 5 schools to provide materials related to the Student Art Exhibition. She was also in contact with art teachers and clubs to see if they would help promote the event. She indicated that she planned to visit all the schools in the Newport Beach area and hoped to see interest and potentially early entries. Commissioner Little pointed out that the materials said that there would be nine winners per category, but that number was supposed to be three per category. Cultural Arts Assistant Escareal-Garcia confirmed that was correct and that she would update the material. There were three prizes in each grade division and she will list them on the website and in the guidelines. The Call for Entries has opened, and people have inquired about it at the Library. She would check every Friday for entries and would send them to the ad hoc subcommittee. She hoped to exceed the 2021 numbers. Commissioner George thanked Cultural Arts Assistant Escareal-Garcia. Acting Chair Simon asked how the schools received Commissioner George. Commissioner George said that she was well received by the offices at the schools and requested that they make announcements about the materials. She also determined the potential point of contact with an art teacher to further encourage student participation. For schools without art programs, the Student Art Exhibition was an excellent way to get children involved in art. She planned to continue visiting schools and dropping off materials. 88 Newport Beach City Arts Commission Meeting Minutes September 8, 2022 Page 6 Commissioner Little suggested that the school offices could provide Commissioner George with contact information for the art teachers. Commissioner George said that she was requesting that information. Many of the elementary schools did not have art programs so she thought she would have better success with the upper grades. Acting Chair Simon asked Cultural Arts Assistant Escareal-Garcia how she contacted the schools. Cultural Arts Assistant Escareal-Garcia explained that she worked with the Marketing Specialist to use various outlets for reaching out to students, such as a program called Peach Jar, the Library’s mailing list, and contacting local art studios. She also reached out to the previous participants and let them know the Exhibition was open. Acting Chair Simon suggested creating a newsletter to reinforce the program and stress that students did not want to miss out. He noted that the school district was a joint one and asked if they reached out to Costa Mesa. Commissioner George understood the exhibition to be for Newport Beach and asked if that was incorrect. Cultural Arts Assistant Escareal-Garcia stated that they were focusing on promoting the Exhibition locally, but there was nothing in the guidelines that stated that it was exclusive to Newport Beach students. Commissioner Little noted that there were children who lived in Newport Beach but did not attend school there. She suggested that Commissioner George request the schools put information in the teacher’s lounge because that information is always looked at. Acting Chair Simon suggested that they contact the Parent/Teacher Organizations as well. He then called for the public comment, but there was none. 7.Newport Beach Arts Foundation Liaison Commissioners Maureen Flanagan and Arlene Greer Library Services Director Hartson explained that Vice Chair Flanagan attended the August meeting and reported the NBAF voted to fund $10,000 towards the Sculpture Exhibition Phase VIII. Commissioner Little asked if the NBAF had elected new officers. Library Services Director Hartson did not believe that had happened yet. Acting Chair Simon thought that was planned for the next meeting. Library Services Director Hartson stated that the NBAF also closed the applications for artists for Art in the Park and were working on promoting the event for the public. 99 Newport Beach City Arts Commission Meeting Minutes September 8, 2022 Page 7 Acting Chair Simon asked if Art in the Park had reached capacity. Library Services Director Hartson believed that it had. The NBAF said it was full. 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: ° Utility Box Program Proposal ° Ad Hoc Subcommittee Appointments VIII.PUBLIC COMMENTS ON NON-AGENDA ITEMS None ADJOURNMENT – 5:39 p.m. 1010 As of September 30, 2022 ACCT NAME / #BUDGET DATE VENDOR EXPENSES BALANCE NOTES Programming 60,500.00 01060603-841004 07/08 DJE Sound & Lighting, Inc.3,646.25 07/08 Tracy Kiggen / ARTovator 629.00 07/15 Adam Shapiro 3,250.00 07/29 Tracy Kiggen / ARTovator 629.00 07/31 LA Times Media Group 200.10 07/31 Gotprint.com 223.12 08/05 Office Depot 27.13 08/05 Office Depot 115.92 08/05 DJE Sound & Lighting, Inc.3,646.25 08/05 Eric David Sage 3,250.00 08/05 DJE Sound & Lighting, Inc.3,646.25 09/02 Robert John Bielma 2,200.00 09/02 Tracy Kiggen / ARTovator 631.00 09/16 Amazon.com 186.77 TOTAL Professional Services 22,000.00 01060603-811008 07/29 Svartifoss Corp.340.00 08/19 TAVD Visual Assistant 204.75 08/26 Crown Building Services Inc.825.00 09/16 TAVD Visual Assistant 83.25 09/23 Svartifoss Corp.325.00 56,853.75 COTG Sound (Billy Nation) 56,224.75 COTG Children's activities (Billy Nation) 52,974.75 COTG Billy Nation 52,345.75 COTG children's activities (Young Guns) 52,145.65 COTG marketing ads 51,922.53 Concert at Marina Park banners 51,895.40 Student Art Exhibition supplies 51,779.48 Student Art Exhibition supplies 48,133.23 COTG Sound (Young Guns) 44,883.23 COTG Young Guns 41,236.98 COTG Sound (Britain's Finest) 39,036.98 COTG Britain's Finest 38,405.98 COTG children's activities (Britain's Finest) 38,219.21 Student Art Exhibition supplies 38,219.21 21,660.00 Art Installation (Rob Williams) 21,455.25 Transcription Minutes (07/14) 20,630.25 Ben Carlson & Sphere 112 cleaning 20,547.00 Transcription Minutes (08/11) 20,222.00 Art Installation (Shant Beudjekian) TOTAL 20,222.00 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 TOTAL 0.00 Advertising 1340.00 01060603-871002 1,340.00 TOTAL 1,340.00 FY 2022-23Cultural Arts Division 10/04/2022 1 of 1 1111 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson and Camille Escareal-Garcia TITLE: Cultural Arts Activities for September 2022 CONCERTS ON THE GREEN: Britain’s Finest performed on September 18 on the Civic Green. This Beatles cover band was well- received, with over 3,000 attendees gathering on the Civic Green—the largest attendance of our 2022 series. Children’s activities, provided by ARTovator, which included face painting and balloon animals, rounded out this family-fun event. CENTRAL LIBRARY GALLERY EXHIBITS: The Central Library Gallery is currently exhibiting acrylic and watercolor paintings by Shant Beudjekian. Influenced by a myriad of styles such as Impressionism, Fauvism, Cubism, Futurism, and Avant-garde, Shant Beudjekian’s paintings reveal the play of light, color value and composition in perfect harmony. Mr. Beudjekian’s work stems from a desire to express a new genre and vision to the world while also paying homage to earlier styles of art. Born in the city of Beirut, Lebanon, he discovered a passion for art around the age of 14. Mr. Beudjekian moved to California in 1995 and received a 4-year bachelor’s degree in Fine Arts with a minor in Ceramics at Otis College of Art and Design in Los Angeles. He also attended a one-year internship at Rhode Island School of Design in Landscape Architecture, before returning to California to become a full- time artist in the local art communities of Southern California. 12 Mr. Beudjekian has received acceptances from curators and gallery directors in the East Coast. Now living in the West Coast, his work has been exhibited numerous times at the San Diego Art Institute of the Living Artists, Del Mar Art Center, San Diego Hospice and Palliative Care, and Forest and Ocean Gallery in Laguna Beach. His work has been well received at various juried competitions, such as the Bonita Museum, North Park Art Festival, and La Holla Art Association. One can find Mr. Beudjekian also working as a full-time artist at Sea World. UPCOMING CENTRAL LIBRARY GALLERY EXHIBITS: •Helen Polins-Jones (Watercolor Portraits): November 7 - January 6, 2023 2023 •Sandra Pipken (Flower photography): January 9 - March 3 •Janice Steele (Oil paintings): March 6 - April 28 •Jane Shehane (Watercolors): May 1 - June 23 •Tim Musso (Woodprints): June 26 - August 18 CULTURAL ARTS CALENDER OF EVENTS: City Arts Commission (CAC) meetings are held at 5 p.m. on the second Thursday of each month. •Next meeting – Thursday, November 10 STUDENT ART EXHIBITION •Friday, September 2 – Friday, November 4 – Call for entries •Thursday, December 8– Winners selected at CAC Regular Meeting •Monday, January 9 – Friday, February 10, 2023 – Artwork display at Central Library SCULPTURE EXHIBITION IN CIVIC CENTER PARK (PHASE VIII) •Monday, October 10 – Wednesday, November 30 – Phase VIII Call for Entries •Thursday, December 8 – Arts Commission approves slate of eligible works for public online survey •Saturday, December 10 – Tuesday, January 10, 2023 – Public Online Survey open for voting •Thursday, June 1 – Friday, June 16, 2023 - De-installation of Phase VI artwork / Installation of Phase VIII artwork NEWPORT BEACH ARTS FOUNDATION – ART IN THE PARK •Saturday, October 22, 10 a.m. – 5 p.m. NEWPORT BEACH ART EXHIBITION •Saturday, June 24, 2023 13 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson and Camille Escareal-Garcia TITLE: Ad Hoc Subcommittees for Fiscal Year 2022-23 DISCUSSION: An ad hoc subcommittee is a temporary advisory committee that is: 1.composed solely of less than a quorum of the City Arts Commission, 2.serves a limited or single purpose, 3.is not perpetual, 4.will be dissolved once its specific task is completed. Unless all these requirements are satisfied, it is a standing committee and subject to the Brown Act. This means staff would post the committee’s agenda for the meeting, which would be held in public. The Chair of the City Arts Commission appoints ad hoc subcommittees. Their role is to address a specific task and bring a recommendation to the entire City Arts Commission for approval in a public meeting. Ad hoc subcommittees are not required to meet in public, are not subject to the Brown Act, and their meeting schedule is not fixed by a legislative body. Per ARTICLE VII of the City Arts Commission by-laws, under the heading "Committees", one or more members are appointed for a specific purpose as the business of the Commission may require. No committee shall have other than advisory power unless, by suitable action of the Commission, it is granted specific power to act. All members of the Commission are required to serve on an ad hoc subcommittee. Commissioners are also required to attend meetings, participate, and fulfill the role and responsibility of an ad hoc subcommittee member. All committees shall make a progress report to the Commission during the regular monthly meetings. The Committee is discharged upon completion of the purpose for which it was appointed. The Chairperson will issue a final report upon the discharge of the Committee in a public meeting. Commissioners were presented with a list of ad hoc subcommittees at the August CAC regular meeting. Chair Greer will announce the ad hoc subcommittee assignments for Fiscal Year 2022-23. 1414 LIST OF AD HOC SUBCOMMITTEE APPOINTMENTS: ART IN PUBLIC SPACES – Evaluate the following, and present recommendations to City Arts Commission (CAC) for vote and ultimate approval by City Council (CC) if required: •Artists’ Submissions for the Central Library Visual Art Gallery. •All other ‘Application for Review and Consideration of Art’ submissions. o Examples: A donation or loan of art to the City. •Select location recommendations for any new permanent art, or re-location of existing permanent art. •Non-performance guest appearance events relative to performing, visual and cultural arts. o Example: A lecture or film with reception following. •Consult with Library staff for any publicity/outside services needed for an event. CULTURAL ARTS GRANTS •Review merits of applications received for the CAC’s Annual Arts Grants Program. •Select recommended recipients to be presented to CAC for a vote and ultimate approval by the CC. •Consult with the Library staff to notify successful applicants, prepare awards, set date for Awards Presentation, arrange a photographer, and press presence. NEWPORT BEACH ART EXHIBITION (NBAE) •Evaluate artist applications for entry and present participant recommendations to CAC for approval. •Commissioners will be expected to contact previous NBAE artist participants and discover other means of building a pool of more accomplished fine artists. •Consult with Publicity Liaison for publicity recommendations (including post-event press). •Plan reception. •Determine prize categories and awards. •Invite City dignitaries. •Select a minimum of two suitable candidates available for consideration as the Juror for this event. Once the chosen Juror has accepted, provide their bio to Library Services Director for the next CAC Meeting Agenda Packet. STUDENT ART EXHIBITION (NBSAE) •Create a timeline of the call for entries, selection of winners, and the award ceremony for CAC approval. •Determine prize categories and awards. •After submissions have been received, evaluate artist applications and present recommendation of winners for CAC approval. The Student Art Exhibition will select 9 winners per category, with three honorable mentions. •Consult with Library staff for any publicity/outside services needed for the call for entries and selection of winners. SURF FILM EXHIBITION •Determine date for film screening. •Establish program event timeline. •Consult with Library staff for any publicity/outside services needed for event. 1515 SPECIAL NOTES: There will be no Ad Hoc Subcommittee for the following programs: • SCULPTURE EXHIBITION IN CIVIC CENTER PARK, PHASE VIII • SUMMER CONCERT SERIES ON THE CIVIC CENTER GREEN • FALL CONCERT AT MARINA PARK Instead of an ad hoc subcommittee, there will be a discussion of concert performers for both the Summer Concerts and Marina Park Concert in a public forum at CAC Monthly Meetings. There will also be a discussion of sculptures for consideration of Phase VIII of the Sculpture Exhibition Public Online Survey at CAC Monthly Meetings. All Commissioners will participate, with public input encouraged. LIAISON ASSIGNMENTS: NEWPORT BEACH ARTS FOUNDATION (NBAF) LIAISON – Assigned commissioner shall act as the Liaison between CAC and NBAF, with oversight from the CAC Chair. The duties are as follows: • Attend all NBAF Monthly Meetings and Events. • Prepare and provide a CAC Update at NBAF Meetings (email copy to their Secretary afterwards). • Prepare and provide a NBAF Update at CAC Monthly Meetings. Note: Chair and Vice Chair attend all NBAF meetings with the Liaison HISTORICAL RESOURCES LIAISON– Assigned commissioner shall act as the Liaison between the CAC and various individuals within the community; both public and private citizens as directed, relating to historical aspects of the City of Newport Beach. The duties are an as-required basis and determined by Melissa Hartson, Library Services Director (with oversight from CAC Chair) as follows: • Attend meetings within the community relative to aspects of the city’s history, such as proposed public historical exhibits, events, speakers, memorials, and dedications that the CAC has been asked to participate in or act on. • Prepare and provide a report at CAC Monthly Meetings, when necessary, with any proposed activity/action for discussion or vote before presentation to the CC for approval as required. 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). 1616 TO Newport Beach City Arts Commission FROM: Library Services Department Melissa Hartson, Library Services Director 949-717-3810, mhartson@newportbeachca.gov PREPARED BY: Melissa Hartson TITLE: Cultural Arts Grants, Fiscal Year 2022-23 RECOMMENDATION: Staff recommends that the City Arts Commission: 1.Approve a timeline for the FY 2022-23 Cultural Arts Grants; and 2.Approve a due date of January 16, 2023, for FY 2021-22 completion reports. BACKGROUND: City Council Policy I-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 FY 2022-23, 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 I-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. 17 TIMELINE: The proposed timeline is as follows: 10/31/2022 Grants are publicized 1/16/2023 FY 2021-22 Cultural Arts Grant Completion Reports due, with grant funds spent or encumbered 1/6/2023 FY 2022-23 Cultural Arts Grants applications are due 1/31/2023 Subcommittee’s recommendation is submitted to staff for inclusion in the agenda packet 2/9/2023 Arts Commission approves grantees for recommendation to City Council 2/28/2023 Recommendations made to City Council 6/8/2023 Award letters and checks disseminated 1/15/2024 FY 2022-23 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 18 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 ATTACHMENT A 19 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 20 20