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HomeMy WebLinkAbout15 - Sculpture in Civic Center Park & OC Museum MOU�a�WPOQ� == CITY OF eQ�j�@ (w� ®S City Council Staff Report Agenda Item No. 15 July 23, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Library Services Cynthia Cowell, Library Services Director 949- 717 -3810, ccowell @newportbeachcagoov PREPARED BY: Cynthia Cowell APPROVED:l� TITLE: Sculpture in the Civic Center Park, OC Museum of Art MOU ABSTRACT: The City Arts Commission wishes to mount a temporary exhibit of loaned sculpture in the Civic Center Park, the opening of which is desired to coincide with the first anniversary of the opening of the Civic Center. The exhibit would run from May, 2014 through April, 2017. To allow this exhibit to occur, the City and the Orange County Museum of Art have come to the mutual conclusion that a previous agreement for, among other things, sculpture management, can end. RECOMMENDATION: 1. Authorize the staff and members of the Arts Commission to move forward to implement a temporary sculpture exhibit with a maximum of ten sculptures in year one and an additional ten sculptures in year two. Sculptures exhibited in year one would be de- installed in 2016. Sculptures added in 2015 would be de- installed in 2017. Total project time would be from July 2013 through April 2017. 2. Authorize the City Manager to send a letter to the Orange County Museum of Art ending a June 2010 Memorandum of Understanding (MOU). 3. Adopt Budget Amendment appropriating up to $125,000 for the first year of the temporary sculpture exhibit. FUNDING REQUIREMENTS: Funds in the amount of $125,000 would be transferred from General Fund Balance to a new project budget. Funding in the same amount will be needed for year two. 1 Sculpture In The Civic Center Park, OC Museum of Art MOU July 23, 2013 Page 2 DISCUSSION: The Newport Beach Civic Center Park, designed by renowned landscape architectural firm Peter Walker and Partners (PWP), is rapidly developing into a destination for visitors to Newport Beach and a place where residents gather for civic events or to enjoy a leisurely walk or visit to the dog park. The entire Civic Center Park was designed to enhance quality of life through both active and passive experiences. PWP included an Art Master Plan within the Park, which identified numerous spots within the site where art, primarily sculpture, might be exhibited (See Exhibit A — Art Master Plan) The City Arts Commission has been actively involved in pursuing appropriate pieces for display and has recently been successful in placing "Uprooted II" by local artist Sarah Wilkinson just outside the City Council Chamber. The Arts Commission now wishes to proceed with a temporary sculpture exhibit of 18 pieces. The pieces would be solicited through a general call for artists. A consultant to manage the project would be engaged. Working with the Art in Public Places sub- committee of the Arts Commission, the consultant would manage the entire project, from the initial call for submissions, through vetting the submissions for compliance with Commission and City requirements, to the installation and de- installation of the pieces. Staff recommends that 10 pieces would be a more easily managed first effort commencing in August, 2013, given the extremely tight timeline proposed by the Arts Commission. Those pieces would remain on display from May, 2014 through April, 2016. Further, staff recommends that 10 additional pieces could be selected for inclusion in a second year project with installation completed in May of 2015, running through April, 2017. Thus, in May of 2015, there could be 20 pieces on display. If the concept is successful, rotating exhibits could be employed as a means of freshening the sculpture collection while working to acquire permanent pieces. Should the City Council approve the project on July 23, the project timeline calls for a consultant to be selected by the end of August. The consultant would then begin creating various forms including: master calendar; list of potential artists and art registries; and the call for artists entry. All entries would be received by November and vetted for inclusion in the project. The proposed pieces would be presented to the Arts Commission at the November meeting, with those selected being forwarded to City Council for approval in either November or December. In December, all entrants would be notified, whether selected or not, to move forward in the process. By January, the site selection of all pieces would be completed and Public Works staff would begin work on construction of the pads for sculpture installation. The consultant would develop and implement the media plan during February and March. In April, the sculptures would begin to arrive for placement, and the exhibit would open on Saturday, May 3, 2014. 2 Sculpture in the Civic Center Park, OC Museum of Art MOU July 23, 2013 Page 3 Staff believes that a budget of $125,000 should be sufficient to handle the installation of 10 sculptures during year one, to be installed by May, 2014. Additional funding will be necessary to fund year two, beginning in July, 2014. Installation of the second year project would be completed by May, 2015. Well before the Civic Center was complete (in June 2010), the City and the Orange County Museum of Art entered into a Memorandum of Understanding (MOU) that anticipated a joint role between the City and OCMA to manage art — primarily sculpture — in the Civic Center and in the park. Three years later, both parties think that the proposed sculpture exhibit is a good path, and one that does not require the management assistance of OCMA nor a financial or physical art commitment from them. Therefore, the MOU is not necessary. ENVIRONMENTAL REVIEW: Not a Proiect CEQA Lanauaae 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). Submitted by `7l2C�c. thia Cowell Director of Library Services Attachments: A. Art Master Plan prepared by PWP (Map of potential sites for the installation of public art at the Civic Center Park) B. Draft Letter regarding the City-OCMA MOU. 3 C D E. F. G. H. Sculpture in the Civic Center Park, OC Museum of Art MOU July 23, 2013 Page 4 Budget Amendment No. 14BA -006 Request for Approval of the Sculpture in the Park Invitational Exhibition Budget for 18 Sculptures The Inherent Magic of Newport Beach Sculpture in the Park Invitational Exhibition (Time Line) Sculpture in the Park Call for Entries 2014/2016 Newport Beach Invitational Exhibition Draft for Job description Public Art Coordinator /Site Manager ATTACHMENT A r M+ h u�cnrn� 6 �c �vo-..ounvern� - ART MASTER PLAN OE0 07 '',.'0 11 5 4E1 pp)?T CgGI Fp RN�P July 24, 2013 ATTACHMENT B CITY OF NEWPORT BEACH Orange County Museum of Art Attn: Deputy Director for Administration 850 San Clemente Newport Beach, California 92660 Office of the City Manager RE: Termination of Memorandum of Understanding between the City of Newport Beach and the Orange County Museum of Art for a Sculpture Park at the Newport Beach Civic Center Dear Mr. Peters: Please be advised that pursuant to Section V11 1(2) of the June 22, 2010 Memorandum of Understanding ( "MOU ") between the City of Newport Beach ( "City ") and the Orange County Museum of Art ( "OCMA "), the City is exercising its right to terminate the MOU thirty (30) calendar days from the date of this letter. As discussed by the Mayor and Museum Director Dennis Szakacs, this termination is necessary under the terms of the MOU to allow the City to pursue a temporary sculpture exhibition along the lines of the city of Palm Desert. The City appreciates the good work of the Orange County Museum of Art and we very much look forward to ways to mutually collaborate on the display of the Museum's fine collection in the Civic Center in the future. Thank you for your ongoing assistance to the City in identifying potential art for exhibition on City property. Sincerely, Dave Kiff City Manager cc: Hon. Mayor & City Council Cynthia Cowell, Library Services Director (A08- 001061 -Letter to OCMA Terminating MOU Newport Beach Civic Center • 100 Civic Center Drive • Post Office Box 1768 Newport Beach, California 92658 -8915 • www.newportbeachca.gov (949) 644 -3000 6 City of Newport Beach NO. BA- 14BA -006 ATTACHMENT C BUDGET AMENDMENT 2013 -14 AMOUNT: $125,000.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance Increase Expenditure Appropriations AND X Decrease in Budgetary Fund Balance Transfer Budget Appropriations No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues PX from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To appropriate funds from General Fund Reserves to Cultural & Arts for a temporary exhibit of loaned sculpture in the Civic Center Park. This cost includes consultant services to manage the entire project. The same amount will be reauired in FY14. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description 010 3605 General Fund - Fund Balance REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Description Description Division Number 4002 Cultural & Arts Account Number 8080 Services- Professional & Technical NOC Signed: Signed Signed: K Administrdtive Approval: City City Council Approval: City Clerk Amount Debit Credit $125,000.00 Automatic $125,000.00 -7 _ r7 - /3 Date )IMil ate Date 7 ATTACHMENT D Request for Approval of the Sculpture in the Park Invitational Exhibition Project Proposal: Sculpture in the Park Invitational Overview The Arts Commission's Art in Public Places Ad Hoc Committee's new Sculpture in the Park Project will be comprised of 18 pieces of original, high quality sculpture which will be installed throughout the length of the new Civic Center Park. The sculptures will be on loan to the city for a two year period starting with an exhibition dedication celebration of the May 2014 one year Anniversary of the new Civic Center. A contracted project Art Coordinator /Site Manager will start the process of Invitation Call for Entries to artists during September - November 2013 and will work with the Arts Commission Art in Public Places Ad Hoc Committee throughout. They will select 18 pieces, plus 3 alternatives for presentation to the Arts Commission. Upon approval by the Arts Commission, the selections will be brought before the City Council for review and approval. The Artists chosen will receive an honorarium of $2500 and will be responsible for getting their approved sculpture to the site. All art must be in compliance with the application guidelines, as well as, City Policy 1 -11 Requirements for Permanent or Temporary Art Acquisition. Fiscal Analysis: The fiscal impact of artwork honorariums, installation, staffing (Art Director /Site Manager), stipend for curator, in -house marketing /publicity, signage and maps, education and docent materials, opening Artist Reception and insurance will be financed in the 2013 -2014 fiscal years. The total is projected to be under $200,000. 0 ATTACHMENT E Budget for 18 sculptures Honorarium Installation for 6 Ig -12 med. De- installation Arts Coordinator /site manager Curator Opening event Insurance earthquake, windloading and structural engineer approval Media, advertising, docent -edu. materials, banners, signage etc. 45,000 25,000 18,000 45 -60000 3 -4000 4,500 156,500 ?? ?? ?? Palm Desert uses staff for Arts Coordinator /site manager, city works dept. for installation de- installation, uses in -house media, adv, docent -edu. materials, banners, signage etc. and Ins. They don't use a curator nor have an artist reception. 0 ATTACHMENT F The Inherent Magic of Newport Beach `Inherent Magic' The purpose of The Arts Commission project, Sculpture in the Park Invitational, is to celebrate our new Civic Center (and its mission of LEED Gold) by using art to inspire the observer to look at our inherent environment in a different way. We will be exhibiting loaned, high level sculpture for a period of two years in our new park, to celebrate the essential, innate magic of Newport Beach -- to observe its joy, wind, sound, summer, surf, fog, energy, history, maturity and culture, and aesthetic sophistication. These are permanent elements that can be expressed in art-- traditionally, abstractly or innovatively and that thrill, delight and amaze. We wish the observer to reflect on the depth of what is here and how special, unrepeatable and irreplaceable it is. Art has the great power to set us on our heels and show us our very own Inherent Magic and what Newport Beach is all about. 10 ATTACHMENT G Sculpture in the Park Invitational Exhibition (Time Line) July 2013: • The Arts Commission votes to propose to the City Council, for consideration and approval, an every- other -year Sculpture in the Park Invitational Exhibition including a contracted project Art Coordinator /Site Manager. • City Council votes to approve July 23 August: • An Art Coordinator /Site Manager is contracted for the project. Task list description for project Art Coordinator /Site Manager September: • Create an open and transparent communication with the Arts Commission and City • Co- ordinate full time line, plans and concepts with: Arts Commission City staff City manager /asst. manager Parks and Recreation City Council • Confirm budget, adjust time -line • Coordinate master calendar for all deadline dates and theme • Create artist's contract and consignment agreement form and send to city attorney for approval • Establish open communication between artists, colleges, universities, museums and private collectors • Create contact list of potential artists and artist registries • Design Call for Artists Entry form • Review with Arts Commissioners and staff • Post Call for Artist Entry on City Web Site and Artist Organization Web Sites October: • Develop and organize central selection process 11 • Coordinate with Arts Commission's, Arts in Public Spaces Ad Hoc Committee • Manage incoming submissions and inquires • Keep an open communication between artists, colleges, universities, museums and private collectors November: • Close application process, organize /sort final submissions for selection process • Coordinate with Art in Public Spaces Ad Hoc Committee to meet for selection • Confirm with Public Works Department of exhibition infrastructure feasibility • Notify City staff, Newport Beach and Co., Chamber of Commerce, and others who will be providing free coverage of the event in their publications. • Meet with Arts Commission's Art in Public Places Ad Hoc Committee panel members for final selections • Report to Arts Commissioner and City Council selection approvals December: • Send acceptance /rejection letters to artists who have applied • Start site placement selection • Examine each proposed entry for durability, environmental impact and safety concerns • Formulate final decision for best placement and the overall aesthetic look of the exhibition • Work with Arts Commission's Art in Public Places Ad Hoc Committee for final site placement selections • Oversee Public Works sculptor pads /foundations design • Reserve Community Room for Opening Day Artists Reception • Consult and update with City staff as they plan the One -Year Civic Center Anniversary Celebration January 2014: • Fine tune placement selection • Mail artists whose work was accepted the City's congratulations, necessary contracts, and necessary legal documents. • Obtain any additional artist information that might be needed • Maintain contact with the artists and owners • Respond to calls mail and email • Develop docent - training materials with The Arts Foundation • Report to Arts Commission for approval • Start Docent Training 12 • Report to Arts Commission February: Media plan • Design brochures and or catalog with artist information, images of the sculpture, dimensions and materials of each work. • Arrange for advertising through City staff • Create press releases with City staff • Arrange with City staff for banners • Order on site sculpture labels and event signage • Coordinate and oversee installation of sculpture pads /foundations with City • Proactively work with city for potential problems in advance March: • Plan invitations and catering for Artist's Reception Education • Organize artist environmental /lead sculpture workshops • Design sculpture guide • Create education kit available from our website for thousands of children who will visit on school excursions • Plan access program tactile and easy tours - coordinate with Arts Foundation • Notify schools in the area • Create a `Site Issues Form' with City Site Manager including technical and structural questions • Mail Site Issue Forms to each artist • Coordinate with the City the logistic of streets -and state road use during installing process • Review with Art in Public Places Ad Hoc Committee • Report to Arts Commissioner April: • Confirm with artists their day and time of their sculptor installation • Complete final sculpture installation • Continue to work with staff and Arts Commission on Civic Center Anniversary Celebration • Organize evening Artists Invitational Reception • Readily available at all times May. • Final walk through of the Sculpture Park project with City, Commissioner and staff. • Oversee evening Artists Reception 13 • Monitor new Docent Tours • Close books • Set up provisional time line for 2015/2016 • Review future event recommendations with Art in Public Places Ad Hoc Committee • Final report to Arts Commission and City Council 14 ATTACHMENT H SCULPTURE IN THE PARK CALL FOR ENTRIES 2014/2016 NEWPORT BEACH INVITATIONAL EXHIBITION (DEADLINE FOR ENTRIES - NOVEMBER 2013) ABOUT THE NEWPORT BEACH SCULPTURE EXHIBITION: The new Newport Beach Outdoor Sculpture Park designed by Peter Walker is located at the new 16 acre Civic Center in the heart of Newport Beach. The park has been designed to exhibit eighteen pieces of sculpture for a period of two years with installation planned for April 2014 and de- installation planned for April of 2016. All sculpture should be suitable for outdoor installation, safe for viewers and appropriate for extended exhibition and exposure to weather. DEADLINE; November 5, 2013 at 4:00 p.m. (postmark /email deadline) HONORARIUM: A $2500. honorarium will be provided for each selected artwork. Participant is responsible for delivery and pick -up of the artwork per scheduled date. ELIGIBILITY: • All professional artists, museums /non - profit arts organizations and private collectors are encouraged to apply. TO APPLY SUBMIT; • A current resume or CV including current contact information. • A completed form for Review and Consideration of Art found on city web site http://www.newportbeachca.gov/ ..... • Images of sculpture(s) on CD, jpegs (if submitting via email or CD), slides, or color photographs. You must show three sides of each artwork. Please include complete contact information on submittals. • Description of the piece(s) including materials, dimensions and any required maintenance. • Price of the sculpture (s) or selling price • Submit application materials to: City of Newport Beach Art in the Park 1000 Avocado Newport Beach, CA 92660 Attn. Arts Commission Or- email address of staff • If materials are submitted via regular mail, include a self addressed stamped envelope with the appropriate postage for return. Submittals will not be returned if postage is not included. • A maximum of two sculptures for consideration per artist. TENATIVE TIMELINE; November 5, 2013 at 4:00 p.m. (postmark/email deadline) December 2013: Selections made by City Arts Commission - 18 sculptures plus 3 alternatives. January 14, 2014: City Council review and approval of selections Page 1 C Boller 15 January 16, 2014: Selected artists notified April 2014: Installation of exhibition May 2014: Exhibition dedication April 2016: De- installation of exhibition GUIDELINES: • All sculpture should be suitable for outdoor installation, safe for viewers and appropriate for extended outdoor exhibition and exposure to weather in Southern California. • The sculpture must be original. • Sculpture must be installed on one of the existing pads. All sculptures MUST be designed with the required devices used to secure the artwork. • Sculpture should be suitable for viewing from all angles. • Works selected for the exhibition will be based on quality, design, scale, suitability for an outdoor environment, safety to the public and stable mounting. • The City reserves the right to exclude pieces that pose safety, security or other risks. • The City will have first rights of refusal for any sales. • Artists are responsible for insurance while the art is in transit. A condition report will be completed upon arrival and departure. SECURITY: • Artists should be aware that the park is a non -gated public park. THE CITY OF NEWPORT BEACH WILL PROVIDE THE FOLLOWING: • Installation and de- installation of the artworks • National, regional and local advertising • Pads and general maintenance • On site insurance DISCLAMIER • The City of Newport Beach reserves the right to reject all submittals and decline to award contracts for this project. INFORMATION: For information contact.......... (contact name, email address, and telephone number.) Page 2 C Boller 16 ATTACHMENT Draft for Job description Public Art Coordinator /Site Manager Employment Type Contracted part -time, 9 -10 months 25 -30 hours per week City of Newport Beach The City of Newport Beach is offering an exciting project opportunity as a Public Art Coordinator /Site Manager for the new sculpture exhibition. The Newport Beach Outdoor Sculpture Park designed by Peter Walker is located in the new 16 acre Civic Center in the heart of Newport Beach. The park has been designed to exhibit eighteen pieces of sculpture for a period of two years with installation planned for April 2014 and de- installation planned for April of 2016. THE POSITION DESCRIPTION Under general direction, the Public Art Program Coordinator /Site Manager assists in the coordination and implementation of the Public Art Sculpture Program for the City of Newport Beach, California. This classification reports to the staff and provides direct support in administering and managing all aspects of the public art sculpture program. . NEW POSITION The new position is designated as a part- time, contracted "Project' position with expected project duration of between 9 -10 months. IDEAL CANDIDATE In addition to meeting the minimum qualifications stated below, the ideal candidate for this position will be an experienced project/program coordinator who is knowledgeable about contemporary art, familiar with the theory, principles, practices and procedures of art programs, and passionate about improving the quality of life in their community by promoting diverse artistic and cultural innovation that inspires and thrills. It is essential for the candidate to know our city well and to be easily accessible and readily available during the project. The ideal candidate for this position will have also demonstrated a track record of success in the following areas: • Knowledge of art and related issues • Ability to develop, implement and manage art projects at various stages of development; • Capability to work well independently and with team members • Ability to establish exceptional organizational skills, multi -task, prioritize work and meet critical deadlines; and the • Ability to communicate clearly and effectively at all levels within and outside the City • Vision artist communicate MINIMUM QUALIFICATIONS 17 These are minimum professional requirements for the position of Public Art Program Coordinator: Education: Possession of a Bachelor's degree from an accredited college or university with major course work in any of the following: Arts, Fine Arts, Art History, and Arts Administration. :►9 Experience: The equivalent of three years professional experience in public arts programs, including experience working with the regional artists' community. (Additional experience may be substituted for the education on a year- for -year basis.) KNOWLEDGE AND SKILLS The most suitably qualified candidates will possess the following competencies: Knowledge of: • Contemporary art and in particular, knowledge and familiarity of the theory, principles, practices and procedures of public art programs. • Practices and techniques of administrative analysis and report preparation. • Budgetary and financial record keeping techniques and preparation. • Laws, codes and regulations governing public agency financial operations. • Computer applications related to the work, including Word, Excel, and Photoshop. • Basic personnel, procurement and contract administration practices. Ability to: • Develop and implement a public art program, involving the design and integration of artwork into the construction of a public site. • Prepare, monitor and administer program budgets and contracts. • Manage art projects at various stages of development. • Manage all phases of the design, fabrication and installation of the artwork. • Work well independently and with team members. • Possess exceptional organizational skills, multi -task, prioritize work and meet critical deadlines. • Communicate clearly and effectively orally and in writing to the Arts Commission and the City Council. • Exercise sound independent judgment within established policies and guidelines. • Be highly organized and manage time effectively. • Establish and maintain cooperative relationships with those contacted in the course of work. • Communicate effectively at all levels within and outside the city EM