HomeMy WebLinkAbout16 - Amending City Council Policy 1-10 Including Re-Titling and Cultural Arts Sculpture Exhibition ProposalQ SEW Pp�T
CITY OF
z NEWPORT BEACH
c�<,FORN'P City Council Staff Report
November 12, 2024
Agenda Item No. 16
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Melissa Hartson, Library Services Director - 949-717-3801,
mhartson@newportbeachca.gov
PREPARED BY: Melissa Hartson, Library Services Director
TITLE: Resolution No. 2024-84: Amending City Council Policy 1-10 Including
Re -Titling and Cultural Arts Sculpture Exhibition Proposal
ABSTRACT:
The City Arts Commission (Commission) is recommending amendments to City Council
Policy 1-10 to better align the policy with current practices. Additionally, at the request of
the Council, the Commission evaluated the Sculpture Exhibition in Civic Center Park
program and recommends adjusting the exhibit's schedule from a two-year to a
three-year cycle.
RECOMMENDATIONS:
a) Determine these actions are exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because this action will not result in a physical change to the environment, directly or
indirectly;
b) Adopt Resolution No. 2024-84, A Resolution of the City Council of the City of Newport
Beach, California, Amending City Council Policy I40 (Financial Support for Culture
and Arts) Including Re -Titling as City Council Policy 140 (Culture and Arts Grants);
and
c) Approve the City Arts Commission's recommendation for a three-year Sculpture
Exhibition in Civic Center Park and determine the artist honorarium allocation per
sculpture.
DISCUSSION:
City Council Policy 1-10, Financial Support for Culture and Arts (Policy) directs the City
Arts Commission (Commission) to review all programs and requests for financial support
from arts groups and make recommendations for funding to the City Council for final
approval. At the Commission's October 10, 2024, regular meeting, the Commission
approved recommendations for amending the Policy. The following amendments were
made to align the policy with current administration practices, to eliminate outdated
methods of execution, and delete or reduce language where applicable:
16-1
Resolution No. 2024-84: Amending City Council Policy 1-10
Including Re -Titling and Cultural Arts Sculpture Exhibition Proposal
November 12, 2024
Page 2
• Re -title the Policy to Culture and Arts Grants.
• Add language from City Council Policy A-12, Discretionary Grants, regarding how
the City budget allows the City Council to direct revenue towards projects and
programs.
• Remove indications of utilizing the "Reserve Fund for Culture and Arts" for grants
and add "General Fund" as this is the source of funding for culture and arts grants.
• Eliminate "Any appropriation shall not exceed 50% of the Arts Commissions'
annual budget", as $55,000 awarded in total grant funding does not exceed 50%
of the Cultural Arts Division annual budget, so this language is unnecessary.
Additionally, at its September 12, 2024 regular meeting, the City Arts Commission
reviewed and approved a Sculpture Exhibition proposal that introduces a three-year
rotating exhibition in Civic Center Park.
Sculpture Exhibition Background
The Sculpture Exhibition in Civic Center Park is an ongoing rotational public art display
that is an integral feature of the Newport Beach Civic Center. Civic Center Park was
designed by the renowned landscape architectural firm Peter Walker and Partners
(PWP). PWP developed a master plan for art in the park, and identified various spots in
the park where art, particularly sculpture, may be exhibited. The City Arts Commission
determined that a rotating exhibition was the optimal approach to bringing sculpture to
Newport Beach in a cost-efficient manner. In August 2013, the City Council authorized
the Commission to implement an inaugural rotational sculpture exhibit in Civic Center
Park. Since 2014, the City has exhibited nine sculpture phases in the park with Phases
VIII and IX currently on display.
Arts Orange County (ArtsOC) has provided public art coordination and site management
services for all nine phases of the Sculpture Exhibition. Annually, ArtsOC's proposed
budget for managing each phase, consisting of 10 sculptures per phase, is $119,000. In
addition, a $5,000 artist honorarium per sculpture totaling $50,000, and sculpture
plaques, brochures, and advertising of $4,000, brings the current total per phase cost to
$173,000. Funding has consisted of both public and private contributions. For phases VII,
VIII, and IX, the City has allocated $135,000 from the General Fund for each phase and
additional funding from the Cultural Arts Division budget supplements the project costs.
Lastly, the Newport Beach Arts Foundation has contributed funding to support a portion
of the artist honorariums, giving $20,000 for Phase VII and $10,000 for Phases VIII
and IX.
At the City Council Planning Session held in February of this year, the Council asked the
Commission to determine and present options for the Sculpture Exhibition program. The
Commission formed a Sculpture Exhibition Ad Hoc Subcommittee to meet, discuss and
propose alternative recommendations for future phases of the Sculpture Exhibition. The
Ad Hoc Subcommittee presented its proposal to the Commission at its September 12,
2024 regular meeting, and the Commission unanimously approved recommending the
proposal to the City Council.
16-2
Resolution No. 2024-84: Amending City Council Policy 1-10
Including Re -Titling and Cultural Arts Sculpture Exhibition Proposal
November 12, 2024
Page 3
Sculpture Exhibition Proposal
The Commission's view is that it is critical that the Sculpture Exhibition in Civic Center
Park (Sculpture Exhibition) be managed in a fiscally responsible manner within the
Sculpture Exhibition General Fund budget allocation. As a result, the Commission
recommends each phase of the Sculpture Exhibition move from 10 sculptures on exhibit
for two years to 10 sculptures on exhibit for three years.
Analysis
The continuous installation and de -installation of sculptures on an annual cadence has
brought with it significant yearly costs associated with managing each exhibition phase,
such as the following:
• Locating and curating potential new sculptures
• Executing an online public poll to select new sculptures
• Renting heavy equipment to install and de -install new sculptures
• Providing labor for installation and de -installation
After reviewing the data, the Commission found that the bulk of the annual cost of the
exhibition is not due to having 20 sculptures on display, but rather, it is due to having to
change 10 sculptures every year.
As a result, the Commission determined the costs can be significantly reduced, while still
exhibiting 20 sculptures, by simply changing the cadence of replacing sculptures on an
annual basis.
Recommendation
The Commission recommends the following:
• Going forward, the City selects all sculptures with the intent to display them for
three years.
• The City moves to a three-year cycle wherein-
* No sculptures are replaced in FY 2024-25
0 10 sculptures are replaced in FY 2025-26
0 10 sculptures are replaced in FY 2026-27
Specifically, the City will work with ArtsOC and the artists of the existing sculptures in
Phases VIII and IX to extend their current contracts by one year so that the City may
immediately move to the recommended three-year cycle. Currently, Phases VIII and IX
are scheduled to be de -installed in June 2025 and June 2026, respectively. The proposal
would extend Phase VIII contracts to 2026 and Phase IX to 2027. In addition, the
Commission recommends Phase X installation take place in 2026 and Phase XI in 2027.
These two phases would be on exhibit for three years, leading to no sculpture
de -installations and installations in FY 2027-28.
16-3
Resolution No. 2024-84: Amending City Council Policy 1-10
Including Re -Titling and Cultural Arts Sculpture Exhibition Proposal
November 12, 2024
Page 4
Expected Impact
The following table shows the current cost breakdowns per phase, which results in
$519,000 over a three-year period for three Sculpture Exhibition phases.
EXISTING 2-YEAR SCHEDULE OF BILLING RATES
Project Management - Installation
$35,000
Project Management - De -installation
$9,500
Installation Services
$46,500
De -installation Services
$20,000
Project Contingency
$8,000
ArtsOC Total
$119,000
Artist Honorariums
$50,000
Sculpture Plaques & Brochures
$4,000
PROJECT TOTAL $173,000
In anticipation of the Commission and Council considering a change to the length of the
exhibition period, staff requested a proposal from ArtsOC based on a three-year exhibition
Deriod. The cost estimates for the first vear are Drovided below.
PHASES VIII & IX CONTRACT EXTENSIONS
Phase VIII Artist Honorariums
$25,000
Phase IX Artist Honorariums
$25,000
Project Management Extension
$15,000
EXTENSION TOTAL $65,000
The Cultural Arts Division FY 2024-24 budget includes $135,000 for the Sculpture
Exhibition. Should the Council approve changing to a three-year exhibit period, the City
would save $70,000 in year 1.
ArtsOC also provided costs for planning and implementing future phases based on a
three-year exhibition period.
PROPOSED 3-YEAR SCHEDULE OF BILLING RATES
$7,500 ARTIST HONORARIUMS*
Project Management - Installation
$37,500
Project Management - Holdover Year
$7,500
Project Management - Deinstallation
$10,260
Installation Services
$50,220
Deinstallation Services
$21,600
Project Contingency
$8,000
ArtsOC Total
$135,080
Artist Honorariums
$75,000
Sculpture Plaques & Brochures
$4,000
PROJECT TOTAL $214,080
*Would begin in Fiscal Year 2025-26
16-4
Resolution No. 2024-84: Amending City Council Policy 1-10
Including Re -Titling and Cultural Arts Sculpture Exhibition Proposal
November 12, 2024
Page 5
Starting with Phase X, the recommended three-year proposal would cost $428,160 for
two phases, resulting in a $90,840 savings for the City over three years.
The Commission is also recommending City Council to consider further cost -saving
options by lowering the artist honorarium per year. Current cost of the artist honorarium
is $2,500 per year. This amount results in a $7,500 honorarium per artist under the
three-year proposal, totaling $75,000 for artist honorariums per phase.
Should City Council consider a lower artist honorarium amount, here are two additional
cost savings options for each Sculpture Exhibition phase:
Option #1: $6,000 artist honorarium per sculpture totaling $60,000, saving an additional
$15,000.
PROPOSED 3-YEAR SCHEDULE OF BILLING RATES
$6,000 ARTIST HONORARIUMS
Project Management - Installation
$37,500
Project Management - Holdover Year
$7,500
Project Management - Deinstallation
$10,260
Installation Services
$50,220
Deinstallation Services
$21,600
Project Contingency
$8,000
ArtsOC Total
$135,080
Artist Honorariums
$60,000
Sculpture Plaques & Brochures
$4,000
PROJECT TOTAL $199,080
Option #2: $4,500 artist honorarium per sculpture totaling $45,000, saving an additional
$30,000.
PROPOSED 3-YEAR SCHEDULE OF BILLING RATES
$4,500 ARTIST HONORARIUMS
Project Management - Installation
$37,500
Project Management - Holdover Year
$7,500
Project Management - Deinstallation
$10,260
Installation Services
$50,220
Deinstallation Services
$21,600
Project Contingency
$8,000
ArtsOC Total
$135,080
Artist Honorariums
$45,000
Sculpture Plaques & Brochures
$4,000
PROJECT TOTAL $184,080
16-5
Resolution No. 2024-84: Amending City Council Policy 1-10
Including Re -Titling and Cultural Arts Sculpture Exhibition Proposal
November 12, 2024
Page 6
Beginning in FY 2025-26, the Commission's recommended plan would result in new
sculptures installed every two out of three years going forward. The public would be able
to enjoy each new Sculpture Exhibition phase for a longer period of time, and the City
would no longer incur the steeper cost of a two-year rotation cycle.
FISCAL IMPACT:
The adopted budget includes sufficient funding for extending Sculpture Exhibition Phase
VIII and Phase IX contracts. It will be expensed to the Sculpture Exhibition account in the
Cultural Arts Division of the Library Services Department, 01060603-811059, saving
$70,000 this fiscal year. This savings would contribute to the cost of next fiscal year's
installation.
Beginning in FY 2025-26, the General Fund allocation required for each Sculpture
Exhibition phase would be $214,080 for the $7,500 artist honorarium option, $199,080 for
the $6,000 artist honorarium option, or $184,080 for the $4,500 artist honorarium option.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Redline of Amended City Council Policy 1-10
Attachment B — Resolution No. 2024-84
16-6
ATTACHMENT A
I-10
FINANCIAL SUPPORT FOR -CULTURE AND ARTS GRANTS
The City Council hereby recognizes the importance of promoting culture and the arts within the City
Newport Beach. Pursuant to City Council Policy A-12, the City budget specifically allows the City Council
to direct revenue towards worthy projects and programs which the City Council deems beneficial to the
Quality of life for Newport Beach's residents. A number of individuals and groups have been organized
with the express purpose of developing and promoting culture, theatre and the arts.
011, i I i 10 4, 1 11 IN �WMIWM W11
W.. W W
M-
'UMNLIFITIIIN
In regard to the City's role in financially sponsoring art and cultural events, fl ej to $55,000 shall be
expended from the General Fund for culture and arts grants each fiscal year. 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 -p-prop,.,.., shall not exeeed
5no% of the AAs Commissions' annu4-�^„age�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:
A. Local arts groups located within the City and offering programs to City residents;
B. Regional arts groups located in Orange County and offering programs to City residents; and
C. Arts groups located in California and performing or offering programs to City residents.
Groups not offering programs or services to local residents shall not be eligible for support from the City.
History
Adopted F-20 —
5-11-1981 ("Reserve Fund for Culture and Arts")
Amended F-22
— 6-22-1981
Adopted I-20 —
1-24-1983 ("Co -Sponsorship for Cultural Events and Arts Groups")
Amended F-20
— 11-14-1983
Amended F-20
— 1-23-1984
Amended F-20
— 3-28-1988
Amended F-20
— 10-28-1991
16-7
I-10
Created I-12 — 1-24-1994 (incorporating I-20 and F-20, and renaming "Financial Support for Culture
and Arts")
Amended I-12 — 5-8-2001
Amended I-12 - 4-8-2003 (changed to I-10)
Amended I-10 — 8-8-2017
Amended I-10 — 11-12-2024
16-8
ATTACHMENT B
RESOLUTION NO. 2024- 84
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF NEWPORT BEACH, CALIFORNIA, AMENDING CITY
COUNCIL POLICY 1-10 (FINANCIAL SUPPORT FOR
CULTURE AND ARTS) INCLUDING RE -TITLING AS
CITY COUNCIL POLICY 1-10 (CULTURE AND ARTS
GRANTS)
WHEREAS, the City of Newport Beach ("City") is governed, in part, by its Charter,
Municipal Code, and adopted City Council Policies;
WHEREAS, City Council Policy 1-10 (Financial Support for Culture and Arts)
("Policy") provides guidelines for the City's role in financially sponsoring art and cultural
events within the City of Newport Beach; and
WHEREAS, the City Arts Commission reviewed the Policy and recommends
revisions to align with current practices of administering the Policy, eliminate outdated
methods of execution, and reduce unnecessary language where applicable.
NOW, THEREFORE, the City Council of the City of Newport Beach resolves as
follows:
Section 1: The City Council does hereby re -title City Council Policy 1-10 (Culture
and Arts Grants) and further amends it as set forth in Exhibit "A," which is incorporated
herein by this reference.
Section 2: All prior versions of City Council Policy 1-10 are hereby repealed.
Section 3: The recitals provided in this resolution are true and correct and are
incorporated into the operative part of this resolution.
Section 4: If any section, subsection, sentence, clause or phrase of this
resolution is, for any reason, held to be invalid or unconstitutional, such decision shall not
affect the validity or constitutionality of the remaining portions of this resolution. The City
Council hereby declares that it would have passed this resolution, and each section,
subsection, sentence, clause or phrase hereof, irrespective of the fact that any one or
more sections, subsections, sentences, clauses or phrases be declared invalid or
unconstitutional.
16-9
Resolution No. 2024-
Page 2 of 2
Section 5: The City Council finds the adoption of this resolution is not subject to
the California Environmental Quality Act ("CEQK) pursuant to Sections 15060(c)(2) (the
activity will not result in a direct or reasonably foreseeable indirect physical change in the
environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378)
of the CEQA Guidelines, California Code of Regulations, Title 14, Division 6, Chapter 3,
because it has no potential for resulting in physical change to the environment, directly or
indirectly.
Section 6: This resolution shall take effect immediately upon its adoption by the
City Council, and the City Clerk shall certify the vote adopting the resolution.
ADOPTED this 12th day of November, 2024.
Will O'Neill
Mayor
/:'%i0*319
Leilani I. Brown
City Clerk
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
0,--, C. `
Aaron C. Harp
City Attorney
Attachment(s): Exhibit A — City Council Policy 1-10 (Culture and Arts Grants)
16-10
I-10
CULTURE AND ARTS GRANTS
The City Council hereby recognizes the importance of promoting culture and the arts within Newport
Beach. Pursuant to City Council Policy A-12, the City budget specifically allows the City Council to direct
revenue towards worthy projects and programs which the City Council deems beneficial to the quality of
life for Newport Beach's residents. A number of individuals and groups have been organized with the
express purpose of developing and promoting culture, theatre and the arts.
In regard to the City's role in financially sponsoring art and cultural events, up to $55,000 shall be expended
from the General Fund for culture and arts grants each fiscal year. 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. 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:
A. Local arts groups located within the City and offering programs to City residents;
B. Regional arts groups located in Orange County and offering programs to City residents; and
C. Arts groups located in California and performing or offering programs to City residents.
Groups not offering programs or services to local residents shall not be eligible for support from the City.
History
Adopted F-20 —
5-11-1981 ("Reserve Fund for Culture and Arts")
Amended F-22
— 6-22-1981
Adopted I-20—1-24-1983
("Co -Sponsorship for Cultural Events and Arts Groups")
Amended F-20
—11-14-1983
Amended F-20
—1-23-1984
Amended F-20 — 3-28-1988
Amended F-20—10-28-1991
Created I-12—1-24-1994 (incorporating I-20 and F-20, and renaming "Financial Support for Culture
and Arts")
Amended I-12 — 5-8-2001
Amended I-12 - 4-8-2003 (changed to I-10)
Amended I-10 — 8-8-2017
Amended I-10— 11 - 12-2024
16-11