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HomeMy WebLinkAboutCity Arts Commission 09-14-23 Approved Meeting MinutesCITY OF NEWPORT BEACH CITY ARTS COMMISSION MINUTES Newport Beach Public Library 1000 Avocado Avenue, Newport Beach, CA 92660 Thursday, September 14, 2023 – Regular Meeting City Arts Commission Members: Maureen Flanagan, Chair Leonard Simon, Vice Chair Barbara George, Secretary John Blom, Commissioner Melissa Kandel, Commissioner Wayan Kaufman, Commissioner Marie Little, Commissioner Staff Members: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant I. CALL MEETING TO ORDER Chair Maureen Flanagan called the City Arts Commission meeting to order at 5:01 P.M. II. ROLL CALL Commissioners Present: Chair Flanagan Commissioner Blom Commissioner Kandel Commissioner Kaufman Commissioner Little Commissioners Absent: Secretary George, Vice Chair Simon Staff Present: Melissa Hartson, Library Services Director Camille Escareal-Garcia, Cultural Arts Assistant III. PLEDGE OF ALLEGIANCE Chair Flanagan led the Pledge of Allegiance. IV. NOTICE TO THE PUBLIC - Waived V. PUBLIC COMMENTS None VI. CONSENT CALENDAR City Arts Commission Meeting September 14, 2023 Page 2 A. Approval of Minutes of the August 10, 2023, City Arts Commission Meeting 1. Draft of 8/10/23 Minutes Chair Flanagan asked for edits, changes or deletions of the minutes, there were none. Chair Flanagan opened the item for public comment and there were none. Motion made by Commissioner John Blom, seconded by Commissioner Melissa Kandel, and carried (5-0-0-2 with Vice Chair Simon and Secretary George absent) to approve the minutes of the City Arts Commission (CAC) Regular meeting on August 10, 2023. B. Consent Calendar Items 2. Financial Report Review of financial information. Library Services Director Melissa Hartson reported they are still in the first quarter of the Fiscal Year (FY) and most of the expenses have been to cover Concerts on The Green. Some sculpture maintenance is listed as well as some advertising costs for the concert series. Chair Flanagan asked about the costs incurred for the cancelled concert. Library Services Director Hartson explained that will be discussed in activities, the cancelled concert has been rescheduled. Everything was processed for the original date of August 20; all those expenses have been accounted for at this point. Nothing has changed for the cost of rescheduling. Commissioner Kandel inquired about the cost of concert advertising and asked if it was a monthly recurring cost. Cultural Arts Assistant Escareal-Garcia responded the $500 cost is for each time there is a concert. They push marketing campaigns out the week of the concerts, typically on Thursdays and Fridays. Commissioner Kandel asked if the $150 expenditures were for printed ads. Cultural Arts Assistant Escareal-Garcia explained those expenditures were for ads for Stu News Laguna and Newport. Commissioner Kandel requested to include the draft print ad in the Agenda Packets, if possible. She thought it might be nice to see how the concerts are talked about and see how the success of the concerts tie into what the ads were and get a bigger picture of how the concerts are being discussed. Commissioner Blom recalled at the last meeting it was mentioned that the City makes the budget, yet it seems like advertising needs to be increased. They will run out of money quickly with only $1340 appropriated for marketing and the concerts are not the only events advertised. City Arts Commission Meeting September 14, 2023 Page 3 Library Services Director Hartson replied that is correct and they have the intention of bringing that up during the budget process, which begins at the beginning of the calendar year. The process goes through the City Managers office, the Finance Committee and then City Council. Commissioner Blom surmised that they are currently operating under the budget that was determined last year. Library Services Director Hartson answered he was correct. Commissioner Kandel added that if they could see when the ads, creative, and costs, they may can make a better case for needing a bigger ad expense. Library Services Director Hartson commented that they also have the data from last year and can lay out the cost of each ad for each event. 3. Cultural Arts Activities Monthly review of cultural arts activities from the Library Administrative Office for upcoming Library and City arts events and services. Library Services Director Hartson reported that in September they will be celebrating two concerts, the next concert will be Boys of Summer on September 17, and they were able to reschedule Tijuana Dogs on Sunday September 24, 2023. They reached out to all of the people involved and this was the only date on which they could bring everyone together. They proposed every other Sunday available, keeping lighting in mind, and between sound engineers, the bands, and staff who run it, and the food truck vendors, September 24 was the only option that worked for everyone. It is a highly anticipated concert, so they felt it was important to reschedule it. They are hoping for good weather. There are some great pieces of work and paintings in the lobby gallery by Jane Shehane, she encouraged everyone to take a look. On Saturday September 23, 2023 the Newport Beach Arts Foundation is hosting Art in the Park. Commissioner Blom inquired if it is in the contracts that the bands get paid if a concert has to be cancelled due to inclement weather conditions. Library Services Director Hartson stated that is an excellent question, she didn’t read the details of the contract, so she wasn’t aware of that answer. She did know that Tijuana Dogs was a highly anticipated concert, so they did their best to reschedule. When it first became known that the August concert was cancelled there were multiple inquiries about whether they were still going to come. Library Services Director Hartson commented that it would be good information to have, and she would check the contracts. Chair Flanagan opened the item to public comments. Jim Mosher, Newport Beach resident, commented that he was at the Parks and Recreation meeting earlier in the month and he was surprised to find out that they also had concerts scheduled, and wondered if there was any coordination between the two efforts. City Arts Commission Meeting September 14, 2023 Page 4 Cultural Arts Assistant Escareal-Garcia responded that Recreatuib always has a concert in Marina Park right before their concert, but they work separately from the Arts Commission in planning for it. Motion made by Commissioner John Blom, seconded by Commissioner Marie Little, and carried (5-0-0-2 with Vice Chair Simon and Secretary George absent) to approve the Consent Calendar as submitted by the City staff. VII. CURRENT BUSINESS A. Items for Review and Possible Action 4. Ad Hoc Subcommittee and Liaison Appointments Chair Flanagan will assign ad hoc subcommittee and liaison appointments for Fiscal Year (FY) 2023-24 Chair Flanagan stated that she took all the Commissioner’s interests for subcommittees that were sent to her and made the following appointments: • Art in Public Spaces – Commissioners Little, Kandel, Blom • Cultural Arts Grants – Commissioners Kaufman, Simon, Blom • Newport Beach Student Art Exhibition – Commissioners Flanagan, Simon, Little • Student Art Exhibition – Commissioners George, Kaufman, Flanagan • Revisions to Policies I-9 through I-12 – Commissioners Flanagan, Simon, and Blom (ad hoc subcommittee already active) • Sculpture Garden Docent Tour – Commissioners Flanagan (Committee Chair), Simon (Committee Co-Chair), Kandel • Utility Box Art Pilot Program – Commissioners Simon (Committee Chair), Flanagan, Kandel • Summer Concerts on the Green – Commissioners Flanagan, Little, George Chair Flanagan appointed the following liaison assignments: • Newport Beach Arts Foundation – Commissioner George • Historical Resources Liaison – Commissioner Blom Commissioner Kandel inquired how it’s determined when and where the subcommittees meet. Chair Flanagan explained that when each subcommittee meets, they will choose who the chairperson is and they can meet in the same room where the Commission’s regular monthly meetings take place if it’s available, or they can choose to meet somewhere else. For example, she has met for subcommittee meetings in restaurants in the past. It’s up to the subcommittee to prepare the item and return to the Commission with their recommendations. Chair Flanagan opened the item for public comment. City Arts Commission Meeting September 14, 2023 Page 5 Jim Mosher, Newport Beach resident, commented and inquired about the Sculpture Garden Docent Tour and if it is about the tour of plant life and if the item will return to the Commission. Chair Flanagan responded yes; the committee is working with Sherman Gardens to potentially create a tour of the plant life in the gardens in addition to the sculptures. It will come back before the Commission. 5. Installation of Sculpture Exhibition Phase VIII Alternate Staff recommends the City Arts Commission review and approve installation of an alternate sculpture in Civic Center Park Library Services Director Hartson reported that they had one piece removed from Civic Center Park from Phase VIII, Pearl Infinity, which was installed in June. It needed to be removed due to damage to the sculpture. It was leaning over, and it was determined that the sculpture posed a safety hazard. They had two alternates remaining on the list for Phase VIII. One was The Seagull Has Landed, by David Holz and the other was Metal Tree by Pontus Willfors. There are costs involved for the installation of either sculpture, including the artist honorarium. Rick Stein, from Arts Orange County, has determined that The Seagull Has Landed is no longer available. That leaves Metal Tree as the only alternate left available. The contingency left for Phase VIII will cover both the installation costs and the honorarium. Staff asked for approval to replace Pearl Infinity with Metal Tree in the Sculpture Exhibition Garden. Commissioner Little asked if there were only two alternates chosen. Library Services Director Hartson explained there were originally four alternates chosen, they had to remove Be Kind from the list and Got Juice also became unavailable which left only two alternates. Commissioner Blom inquired about the contingency budget. Library Services Director Hartson explained that sometimes things come up during the de- installations, or they have to build a larger concrete pad, or special equipment is needed during installation. The contingency fund is used for those unexpected costs. Another cost that came out of this year’s contingency funds was to replace the concrete plinths that the artist plaques reside due to age and weathering. Commissioner Blom asked what happens to any money in the contingency fund that is not used. Library Services Director Hartson responded that unused contingency funds are returned to the General Fund. It is encumbered in a contract. There is currently a balance remaining, however, if they choose to install Metal Tree, there will not be anything left in the contingency fund. There is already a built in cost for deinstallation in the contract. The contingency funds are for unplanned expenses. Commissioner Blom asked if the artist of Pearl Infinity received the honorarium. City Arts Commission Meeting September 14, 2023 Page 6 Library Services Director Hartson replied that that artist did not receive all of the honorarium because they did not exhibit for the period designated in the contract. The honorarium is paid half during installation and the second half is paid at de-installation. Commissioner Blom commented that this is directly related to money that had been budgeted for Phase IX. He was unsure if it was inappropriate to have that discussion but felt that it was all related. Library Services Director Hartson explained that this was all encumbered in the contract and falls in line with Phase VIII. Commissioner Blom stated they may make points with City Council for a larger budget if they were able to say they didn’t use funds for installation. Library Services Director Hartson stated that she would caution against that due to it being a contingency built into the contract with Arts Orange County for Phase VIII. Commissioner Blom clarified that if they didn’t install the piece, they would keep those funds. Library Services Director Hartson explained that the $6,350 would go back into the General Funds accounts at the end of the contract. Arts Orange County would not keep those funds if they did not have a need for it. Commissioner Blom commented that if unused money returns to the General Fund, they could take credit for that. Chair Flanagan stated they had tried proposing that to City Council and it didn’t go very far. They aren’t really able to discuss Phase IX because it is not on the Agenda, however, she stated that she and Vice Chair Simon have done a really good job in reaching out to Council members to try to bring the budget deficit to light, and many of them had no idea that the budget was as bad as it is. They only see it as one line item. They are trying to receive four votes from the City Council to push through a budget increase. They are lacking $24,000 for Phase IX and cannot move forward until that is pushed through. They asked Arts OC to return with different alternatives, but she is still soliciting City Council a larger budget amount for the Arts Commission. Commissioner Kaufman commented that she noticed in the photo of The Seagull Has Landed that it had a concrete base and posts as a foundation and thought it would be helpful to know ahead of time which sculptures come with foundations and which don’t ahead of time since that is a significant expense. That piece in the photo creates a very different effect without the base and posts. Commissioner Little responded that the artists are supposed to disclose that information, but they don’t always. Library Services Director Hartson commented that this would be an instance of using the contingency fund if that piece had made it into the actual Phase VIII exhibition. Chair Flanagan opened the item to public comments. City Arts Commission Meeting September 14, 2023 Page 7 Jim Mosher, Newport Beach resident commented that he didn’t recall the original discussion regarding the alternate Metal Tree and in the picture, the artist has it depicted as a lighted piece and inquired if the plan was to install the piece with lighting. Library Services Director Hartson stated that it would not be with lighting because the sculpture will be going to the sight of Pearl Infinity and there is no electricity at that location. Arlene Greer, Newport Beach Arts Foundation Chair commented that there is still the $10,000 deficit left on the Art Commission’s $40,000 from cultural arts grants that expired in 2018 and was never replaced. Chair Flanagan assured her the Commission has talked about that with the majority of City Council. Motion made by Commissioner John Blom, seconded by Commissioner Melissa Kandel, and carried (5-0-0-2 with Vice Chair Simon and Secretary George absent) to approve the installation of Phase VIII alternate Metal Tree by Pontus Willfors in Civic Center Park with the stipulation that it is not to exceed $6,350.00. B. Monthly Reports 6. Newport Beach Arts Foundation Liaison Chair Flanagan Chair Flanagan reported that she missed the meeting and asked Newport Beach Arts Foundation (NBAF) Chair, Arlene Greer, provide the update. NBAF Chair, Arlene Greer, reported that everything is going very well. Saturday September 23, 2023 the NBAF is hosting Art in the Park. There are 130 artists that will be exhibiting, and they are having to turn people away. It’s going to be a great event with a food truck with great burgers. Their second food truck, Juice Bar, fell out so they will be looking for another. There will be music as well. The Boy Scouts and some of the Youth Council will be helping but they do still need volunteers that are adults and were hoping the Arts Commission could also help. There are three particular areas, the Green where the artists will be, the Community Room, and the Plaza. Banners will need to be hung and they are short one person there. That would be from 3-6 p.m. on Friday, September 22. On Saturday September 23, all the artists begin arriving at 7 a.m. They don’t help them or interfere with them setting up their booths, but their materials have to get from their cars to their booths. They will need adult help with that. All that the Foundation does is for the benefit of the City Arts Commission. They need their volunteer help and appreciate it because the success of the event depends on everyone involved. Chair Flanagan commented that they are passing around a sign up sheet and it would be great if people could sign up, and she encouraged everyone to be a member of the Newport Beach Arts Foundation since they do so much to help the Commission. VIII. CITY ARTS COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) City Arts Commission Meeting September 14, 2023 Page 8 There were no announcements. Chair Flanagan noted that the policy subcommittee had met, and they will have the revisions on the October Agenda. She would also like to talk about the Sculpture Garden Docent tour, and she would like a Sculpture Garden update as an Agenda item to find out where they are, and what she and Vice Chair Simon were able to come up with from City Council. IX. PUBLIC COMMENTS ON NON-AGENDA ITEMS Arlene Greer, NBAF Chair, commented that she neglected to mention what a great job NBAF members Carmen Smith and Pat Jorgensen did on the coordination of Art in the Park. Everything has been done, and this is the last year they will be doing it. They have been doing it for eight or more years. The NBAF will be honoring them at the next meeting for all their years of service with Art in the Park and how much that event has grown. They’ve done a fabulous job. Katrina Murphy, Newport Beach resident and music performer/events manager commented she is a professional singer who met Commissioner Kandel last week and suggested she visit the Arts Commission meeting as a way of networking with other artists in the area. She offered her performing services for consideration for any upcoming events and stated she has experience in creating black tie events for fund raising and she would love to help should the opportunity present itself. She has a lot of resources with the San Diego Opera Company and knows a lot of opera singers and jazz musicians if the Arts Commission is interested in that type of fund-raising event. It was noted that the Newport Beach Arts Foundation is the group she needs to talk to because the City Arts Commission is not allowed to do fundraising. She would also love to get involved with the NBAF and help coordinate classier events that could potentially raise big money. She passed out her business cards and resume. X. ADJOURNMENT – 5:41 p.m. The next meeting for the City Art Commission is scheduled for October 12, 2023. Approved by: Maureen Flanagan