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HomeMy WebLinkAbout10-13-22 CAC Approved Meeting Minutes Newport Beach City Arts Commission Meeting Minutes Thursday, October 13, 2022 Regular Meeting – 5:00 PM 1000 Avocado Avenue Newport Beach, CA 92660 I. CALL MEETING TO ORDER – 5:00 p.m. II. ROLL CALL Commissioners Present: Arlene Greer, Chair Maureen Flanagan, Vice Chair Leonard Simon, Secretary Wayan Kaufman, Commissioner Marie Little, Commissioner Barbara George, Commissioner Meghan McNulty, Commissioner Commissioners Absent: Staff Present: Melissa Hartson, Library Services Director Francine Jacome, Administrative Support Specialist Staff Absent: Camille Escareal-Garcia, Cultural Arts Assistant 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. The City Arts Commission (CAC) held a short ceremony for the Newport Beach Arts Foundation (NBAF) with a photo opportunity in honor of the $10,000 pledge for Phase VIII of the Sculpture Exhibition. Chair Greer thanked the NBAF for its contribution on behalf of the CAC. She wished them the best in their fundraising efforts and thanked them for noting that the CAC was welcome to make further funding requests in the future. Chair Greer further noted the City thanks them and mentioned specific people who were unable to attend the presentation. IV. NOTICE TO THE PUBLIC V. PUBLIC COMMENTS None. Newport Beach City Arts Commission Meeting Minutes October 13, 2022 Page 2 VI. CONSENT CALENDAR A. Approval of Minutes of the September 8, 2022, City Arts Commission Meeting 2. Draft of 09/08/2022 Minutes Chair Greer called for comments/revisions to the minutes. Secretary Simon had a clarification question on Handwritten Page 5 regarding children’s activities for the 2022 Summer Concerts on the Green, as there had been an increase in the vendor fees. Library Services Director Melissa Hartson stated that the minutes were correct, it was only a difference of $2.00. Chair Greer noted that she had not attended the meeting but wanted to add clarification. She explained that at the Student Art Exhibition they gave out 1st, 2nd, and 3rd prize for the different grade categories: grades Pre-K through 3rd, 4th through 7th, and 8th through 12th, along with Honorable Mentions for a total of 12 awards. Motion made by Secretary Simon, seconded by Commissioner George, and carried (7-0- 0-0) to approve the September 8, 2022 meeting minutes as presented. AYES: Greer, Flanagan, Simon, Kaufman, Little, George, McNulty NOES: None ABSTENTIONS: None ABSENT: None B. Consent Calendar Items 3. Financial Report – Review of financial information Library Services Director Hartson reported that through September they had expended funds on the Concerts, some art installations, and professional services/cleaning. Items discussed in September such as the $14,000 movement from the Programming Budget and the $10,000 movement from Professional Services as well as the $10,000 NBAF donation would be reflected in the coming months. Chair Greer called for CAC questions, but there were none. 4. Cultural Arts Activities – Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services Library Services Director Hartson stated that Britain’s Finest was a wonderful show to end the season on as the concert was well-attended and people were dancing. The band was very interactive and fun. There is also a new watercolor exhibit in the Central Library Lobby Gallery through November which she urged Commissioners to view. Newport Beach City Arts Commission Meeting Minutes October 13, 2022 Page 3 Chair Greer called for CAC questions, but there were none. Hearing no public comments on the Consent Calendar she called for a Motion. Motion made by Vice Chair Flanagan, seconded by Secretary Simon, and carried (7-0-0- 0) to approve the Consent Calendar. AYES: Greer, Flanagan, Simon, Kaufman, Little, George, McNulty NOES: None ABSTENTIONS: None ABSENT: None 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. Chair Greer announced her assignment of the following Ad Hoc Subcommittees: Art in Public Spaces – Commissioners Greer, Little, McNulty Cultural Arts Grants – Commissioners Kaufman (Committee Chair), Simon Art Exhibition – Commissioners Greer, Flanagan, another Commissioner to be assigned Student Art Exhibition – Commissioners George (Committee Chair), Simon Surf Film Exhibition – Commissioners Little (Committee Chair), Flanagan, Greer (Ex Officio, may step aside for another interested Commissioner) Chair Greer assigned the following Liaisons: Newport Beach Arts Foundation (NBAF) Liaison – Commissioner McNulty (Chair Greer and Vice Chair Flanagan will attend NBAF meetings as well) Historical Resources - Potentially Vice Chair Flanagan as requested by Council. If Vice Chair Flanagan has a conflict, then another Commissioner would be necessary. Interested Commissioners should contact Chair Greer. Ad Hoc Subcommittees that will be formed and assigned in the future: Sculpture Exhibition Photo Contest – To be assigned after January 1, 2023 Shakespeare in the Park – Interested Commissioners to speak to Chair Greer or Library Services Director Hartson Newport Beach City Arts Commission Meeting Minutes October 13, 2022 Page 4 Utility Boxes – Staff is investigating this idea and its budgetary needs. When that information is available the subcommittee would be formed. Commissioner Simon (Committee Chair) Chair Greer confirmed that she had covered all subcommittees and Commissioner concern. She called for the public comment, but there was none. The committees were assigned with two members so leadership could attend as needed without violating the Brown Act. 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. Library Services Director Hartson announced that there was $30,000 budgeted for Cultural Arts Grants to be awarded to community organizations that provided arts to the community. Staff created a proposed timeline for the Grants program which was listed on Handwritten Page 18. Grant Applications would be due at the beginning at the year with subcommittee recommendation and recommendations to Council to follow. Council could then approve the recommendations and checks would be disseminated in June 2023. The timeline was very similar to the past year. She requested approval of the timeline and of the FY 2021-22 Grant Completion Report. Chair Greer called for Commissioner comments. Vice Chair Flanagan noted for the minutes that there had not been an increase in the Grants since 2006. The CAC wanted to talk about increasing the budget moving forward. Chair Greer explained that the City General Planning Committee was about to establish a committee to study the vision for the City in the new General Plan Amendment. In the years she had served on the CAC pursuant to 1-10 the Commission had $40,000 granted for the Cultural Arts Grants. Approximately 2 years ago the CAC awarded the grant money, but two grants were turned down. Accordingly, the following year the CAC received $30,000 instead of $40,000 in grants and that was not questioned. The amount of money may seem small, but the money is awarded to the community for children’s programs in schools and was very important. She asked Library Services Director Hartson to look into the matter and find out what happened to the additional $10,000. She then asked Jim Mosher if her retelling of the event was correct. Jim Mosher, Newport Beach resident, stated that he could not corroborate the details, but he thought Chair Greer was correct. Chair Greer asked Commissioner Kaufman to weigh in since she Chaired the Committee. Commissioner Kaufman wished to emphasize how helpful the additional $10,000 in the budget would be and confirmed that they did not establish either a minimum or maximum grant amount. Newport Beach City Arts Commission Meeting Minutes October 13, 2022 Page 5 Library Services Director Hartson did not know the answer but would get the information to Commissioner Kaufman. Commissioner Kaufman thought it would be helpful to provide at least one additional grant. With the timeline she noted that she had not heard the timeline to be challenging for grantees, so it was fine. Secretary Simon agreed with Chair Greer that it would be nice to be able to provide a transformational grant to an applicant. With respect to Attachment A on Handwritten Page 19, he asked if it contained the current I-10. There were several Amendments listed on the next page. Chair Greer said that there had been numerous changes and updates made two years prior. Secretary Simon clarified that his first question was if it was the current I-10. Library Services Director Hartson confirmed that it was not and thanked him for finding the error. Secretary Simon pointed out the third paragraph noted that the sum was $55,000 and he asked how it got to $30,000. Library Services Director Hartson explained that the most recent one amended in 2017 also stated $55,000 but did not specify that amount for Cultural Arts Grants. Secretary Simon noted that was not listed on the I-10 on the second page. Library Services Director Hartson stated that was because it was not the correct I-10. Chair Greer confirmed that the correct one was from 2017. Secretary Simon asked how $55,000 became $30,000. Library Services Director Hartson repeated that the $55,000 was financial support for cultural arts. Secretary Simon said that there was a significant amount of money available for programming that he did not think was actually provided. As they planned the FY they needed to ascertain the real amount. Chair Greer explained that they were typically provided the $30,000 from the Cultural Arts Budget which was under the scope of the Library. She asked if Commissioners Kaufman and Little also remembered the CAC receiving $40,000 for the Cultural Arts Grants and they indicated that they did. She requested staff look into the matter and for Library Services Director Hartson to report back at the next meeting. Secretary Simon read from the first paragraph of the I-10. Newport Beach City Arts Commission Meeting Minutes October 13, 2022 Page 6 Library Services Director Hartson repeated that the attachment was incorrect and apologized for the mistake. She would forward Commissioners the correct attachment. Administrative Support Specialist Francine Jacome explained that following a quick review of the current I-10 she saw only one change and read it aloud. Secretary Simon asked if the City supported the Theatre Arts Center. Chair Greer thought it did but reminded the CAC it was not an agenda item. Secretary Simon stated that if the City did support it then it was coming out of a fund that was not controlled by the Library or the CAC. Chair Greer repeated that the item was not on the agenda. She thanked the NBAF for coming and noted that they were leaving the meeting. She read the staff recommendation, offered a Motion, and called for the public comment. Jim Mosher, Newport Beach resident, confirmed what Administrative Support Specialist Jacome said and that aside from the discussed change the other changes were corrected typos and other small items. The City promised to provide for the maintenance of the building but not the programming, which was self-funded. How the $30,000 to $40,000 related to the $55,000 was a mystery to which he did not have an answer. Motion made by Chair Greer, seconded by Secretary Simon, and carried (7-0-0-0) to 1) approve the timeline for the FY 2022-23 Cultural Arts Grants, and 2) approve the due date of January 16, 2023, for the FY 2021-22 Grant Completion Reports. AYES: Greer, Flanagan, Simon, Kaufman, Little, George, McNulty NOES: None ABSTENTIONS: None ABSENT: None B. Monthly Reports 7. Newport Beach Arts Foundation Liaison Commissioners Maureen Flanagan and Arlene Greer Chair Greer reported that she attended the September NBAF meeting and provided an update on Art in the Park. The NBAF sold 124 booths and hosted an orientation evening on October 3rd for the participants. She passed around materials for the CAC to look at and advised that many of the artists participating were new and several became members of the NBAF. The NBAF needs volunteers and she along with Commissioners Flanagan and McNulty already signed up to work the day of the event. The CAC was encouraged to acknowledge that the NBAF was fundraising for it and to volunteer. She asked Vice Chair Flanagan to update the CAC on the officers of the NBAF. Vice Chair Flanagan indicated that she did not have that information. Newport Beach City Arts Commission Meeting Minutes October 13, 2022 Page 7 Chair Greer announced that there would be no NBAF meeting in October. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) • Announcements: Chair Greer announced there would be a CAC meeting on its Goals/Objectives following the work on Phase VIII of the Sculpture Exhibition, possibly in February 2023. • Future Agenda: ° Utility Box Program Proposal/Progress Report ° Surf Film Exhibition IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Jim Mosher, Newport Beach resident, stated that he was reading a report by the former Library Services Director, Tim Hetherton, and it appeared that the $30,000 in Cultural Arts Grants was established in the Budget process. How the $30,000 related to the $55,000 was not explained. Chair Greer stated that something happened between the 2017 I-10 and the current situation. She asked Library Services Director Hartson to research it. Vice Chair Flanagan said that they also needed clarification on the change from $40,000 to $30,000. Chair Greer said that the $40,000 disappeared after the Cultural Arts Grant Subcommittee decided to give a $5,000 grant to the Newport Beach Film Festival for a youth seminar. She explained that she kept her minutes and could look at them if staff could not. She thanked staff for the investigation. X. ADJOURNMENT – 5:47 p.m. Approved by: Arlene Greer