TO:
FROM:
CITY OF
NEWPORT BEACH
City Council Staff Report
October 24, 2023
Agenda Item No. 16
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
Grace K. Leung, City Manager - 949-644-3001,
[email protected]
PREPARED BY: Melissa Hartson, Library Services Director, [email protected], 949-717-3801
TITLE: City Arts Commission Sculpture Exhibition Phase IX Funding ABSTRACT:
At its October 12, 2023 meeting, the City Arts Commission (CAC) discussed Phase IX of the Sculpture Exhibition in Civic Center Park and reviewed the amount of funding available for the project. The City of Newport Beach (City) Fiscal Year 2023-24 budget includes $135,000 for the next phase of the sculpture exhibition and the Newport Beach Arts Foundation has committed $10,000 in funding to support the project.
The CAC also reviewed two proposals submitted by Arts Orange County (Arts OC) for project management of Phase IX of the sculpture exhibition. One proposal from Arts OC called for the installation of 10 sculptures at a total cost of $169,000, $24,000 over the amount of funding available for the exhibition. The second proposal called for the installation of eight sculptures at a total project cost of $145,000, equaling the amount of funding available for the exhibition this fiscal year. The CAC approved the proposal for 10 sculptures. Therefore, staff is seeking City Council direction on how to address the Arts Commission's desire for $24,000 in additional funding for the exhibition this fiscal year.
RECOMMENDATIONS:
a) Determine this action is 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; and
b) Provide direction to staff regarding the City Arts Commission's request for $24,000 in additional funding in Fiscal Year 2023-24: authorize staff to execute a budget amendment, maintain the current budgeted funding level and install eight sculptures, or reallocate funding within the total budget for arts.
DISCUSSION:
City Arts Commission representatives recently met with City staff members to discuss the commissioners concern over the amount of funding allocated in the Fiscal Year 2023-24 Budget for arts programming, particularly for the next phase of the sculpture exhibition.
The Commissioners also expressed their desire to see the arts funding increased in future fiscal years.
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City Arts Commission Sculpture Exhibition Phase IX Funding October 24, 2023
The City's budget for Fiscal Year 2023-24 includes $135,000 for all costs associated with Phase IX of the exhibition. The Newport Beach Arts Foundation has also committed to providing $10,000 in funding for the exhibition. The initial proposal from Arts Orange County (Arts OC) was for the installation of 10 sculptures at an all -in project cost of $169,000, or $24,000 over budget. The all -in project cost consists of a $119,000 management fee to Arts OC and 10, $5,000 artist honorariums totaling $50,000.
City staff asked Arts OC for a second proposal, one that would meet the $145,000 in funding available for the project. Arts OC's second proposal called for the installation of eight sculptures at a total cost of $145,000. The all -in project cost consists of a $105,000 management fee to Arts OC and eight, $5,000 artist honorariums totaling $40,000.
Staff presented both proposals to the CAC at its October 12, 2023 meeting (see Attachment). The CAC approved the 10-sculpture proposal and a request to ask the City Council for an additional $24,000 needed to financially support the proposal.
FISCAL IMPACT:
The City Arts Commission has recommended a proposal that provides for 10 sculptures, which would require an appropriation of $24,000 and a budget amendment, or reallocation of funds within the arts program. The Fiscal Year 2023-24 budget for Cultural Arts is $254,388.
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).
ATTACHMENT:
Attachment A — City Arts Commission Staff Report: Sculpture Exhibition in Civic Center Park, Phase IX
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ATTACHMENT A
PoRe CITY OF NEWPORT BEACH
CITY ARTS COMMISSION STAFF REPORT
C'9</FORN`P
October 12, 2023
Agenda Item No. 4
TO: CITY ARTS COMMISSION
FROM: Library Services Department
Melissa Hartson, Library Services Director
(949) 717-3801, [email protected]
PREPARED BY: Melissa Hartson, Library Services Director TITLE: Sculpture Exhibition in Civic Center Park, Phase IX RECOMMENDATION:
The City Arts Commission will review and discuss a proposed timeline and funding for Phase IX of the Sculpture Exhibition in Civic Center Park.
Staff recommends the City Arts Commission review and approve one of two proposals submitted by Arts Orange County (ArtsOC) for the project management of Sculpture Exhibition Phase IX, AND
a) If the 10-sculpture proposal is approved, approve a request to ask the City Council for an additional $24,000 to support this proposal,
OR
b) If the 8-sculpture proposal is approved, request City Council approve a contract with ArtsOC for project management of Sculpture Exhibition Phase IX in Civic Center Park, with a total amount not to exceed $105,000.
DISCUSSION:
The Sculpture Exhibition in Civic Center Park is an integral feature of the Newport Beach Civic Center project. The City Arts Commission has determined that a rotating exhibition remains a practical approach to bring sculptures to the City in a cost-efficient manner.
The acquisition program that the City Arts Commission developed in 2013forthe exhibition created a model in which pieces are loaned for a two-year period. Sculptors of works chosen for the exhibition are provided with a small honorarium, not to exceed $5,000, to loan their work to the City. The City is responsible for installing the art, while sculptors are responsible for the maintenance and repair of their work. Pieces are rotated into the exhibition annually and displayed for two years. Phases overlap for a one-year period so that 20 pieces are typically on display.
Civic Center Park was designed by renowned landscape architectural firm Peter Walker and Partners 16-3
Sculpture Exhibition In Civic Center Park, Phase IX
October 12, 2023
(PWP). PWP developed a master plan for public art in the park and identified various spots in the park where art, particularly sculpture, could be exhibited.
Admission is free and the exhibition continues to be enjoyed by residents and visitors. The exhibition offers the temporary display of public art and allows the City to avoid the obligation and expense of owning public art. The City Arts Commission selects a well-balanced representation of public art that appeals to a diverse audience, while including artistic merit, durability, practicality, and site responsiveness as criteria in the selection. The rotational nature of the exhibit ensures that residents and guests are exposed to a variety of work.
ARTS ORANGE COUNTY:
The City Arts Commission selected Arts Orange County (ArtsOC) to provide public art coordination and site management services for all previous phases of the Sculpture Exhibition in Civic Center Park after issuing Requests for Proposals in 2013 and 2016. Given their background experience, expertise, and availability, staff is requesting a Professional Services Agreement to ArtsOC for this work.
ArtsOC was established in 1995 as the nonprofit, countywide arts council of Orange County, California.
The organization has been recognized by the California Arts Council as a model agency based on the quality of its work. It has served as the officially designated arts agency and state -local partner of the County of Orange since inception.
The ArtsOC project team successfully managed all previous phases of the exhibition and has strong working relationships with the City Arts Commission and City staff.
COMMUNITY INPUT:
Since the exhibition's inception, the City Arts Commission has increased public engagement in the selection process of the sculptures through an online survey open to residents in Newport Beach. The following elements will be integrated into selecting Phase IX sculptures for the Sculpture Exhibition in Civic Center Park:
• The City Arts Commission will not utilize an ad hoc subcommittee for Phase IX. The entire Arts Commission will select the pieces for the Phase IX Sculpture Exhibition online survey, in public, during the City Arts Commission's regular monthly meetings.
• The City Arts Commission and a curatorial panel will approve pieces for inclusion in the online public survey based on the following criteria: artistic merit, durability, practicality, and site appropriateness. • Through the online survey, the public can vote for their favorite sculptures and select the pieces for inclusion in Phase IX. The most popular pieces will be selected for the Exhibition, pending final approval by City Council.
FUNDING:
For Fiscal Year 2023-24, City Council has allocated $135,000 for Phase IX and the Newport Beach Arts Foundation has committed $10,000 to support the artist honorariums.
ArtsOC has provided two budget proposals for Phase IX. The first proposal remains unchanged from Phase 16-4
Sculpture Exhibition In Civic Center Park, Phase IX
October 12, 2023
VIII for a total project cost of $169,000. This proposal includes the project management for 10 installed sculptures and the associated $50,000 for artist honorariums. There is a $24,000 budget shortfall under this proposal. If the City Arts Commission approves this proposal, staff would prepare a request, on behalf of the City Arts Commission, to ask City Council for the additional $24,000 needed to support Phase IX with 10 sculptures.
SCHEDULE OF BILLING RATES — 10 Sculptures
PHASE —ITEM &
•
9 Installation of Phase 9 Sculptures (June 2024)
10 Sculptures
$25,000.00
9 Site Preparation
Concrete pads, footings
$15,000.00
9 Equipment Rental
Cranes, forklifts
$6,500.00
9 Project Management & Curation
Management Fee
$35,000.00
9 Contingency
$8,000.00
9 De -installation of Phase 9 Sculptures (2026)
Phase Sub -Total
10 Sculptures
$89,500.00
$20,000.00
9 Project Management & Curation
Management Fee
$9,500.00
Phase Sub -Total
$29,500.00
ARTS OC PROJECT TOTAL
ARTIST HONORARIUMS
PROJECT TOTAL
$119,000.00
$50,000.00
$169,000.00
The second budget proposal is for the project management of 8 installed sculptures and associated artist honorariums for a project total of $145,000. There is sufficient funding in this fiscal year's budget allocation to support this proposal.
SCHEDULE OF BILLING RATES — 8 Sculptures
9 Installation of Phase 9 Sculptures (June 2024)
8 Sculptures
$26,000.00
9 Site Preparation (no new pads, no crane use)
Concrete pads, footings
included
9 Equipment Rental
Cranes, forklifts
$5,000.00
9 Project Management & Curation
Management Fee
$35,000.00
9 Contingency
$9,500.00
7De-9installation
of Phase 9 Sculptures (2026)
Phase Sub -Total
8 Sculptures
$751500.00
$20,000.00
ject Management & Curation
Management Fee
$9,500.00
Phase Sub -Total
ARTS OC TOTAL
ARTIST HONORARIUMS
PROJECT TOTAL
$29,500.00
$105,000.00
$40,000.00
$145,000.00
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Sculpture Exhibition In Civic Center Park, Phase IX
October 12, 2023
TIMELINE:
ArtsOC executed the following timeline for Phase IX:
City of Newport Beach Sculpture Exhibition in Civic Center Park Timeline Phase IX — 2023-24
DATE
TASK
October 2023
CITY ARTS COMMISSION REGULAR MEETING
October 12
or November 9
Recommends Phase IX contractor to City Council
November 2023
CITY COUNCIL REGULAR MEETING
Nov 14 or 28
Approves Arts Orange County contract
December 2023
Contract executed
December 1
December 1
ISSUE CALL FOR ARTISTS (RFP)
Disseminate RFP (PAN, CAC, LA Culture Net, PACSOCAL, Local Media, SparkOC, Personal Invitations)
Field questions from interested artists
Monitor arriving submissions for completeness
Upload submissions to the public voting page as they arrive December 14
City Arts Commission Meeting — Status report
January 2024
January 11
City Arts Commission Meeting — Status report
January 24
CLOSE RFP (7-week period)
Ongoing promotion of RFP throughout the open period
January 26
OPEN Online Review & Ranking by City Arts Commission & Guest Jurors (10-day period)
February 2024
CLOSE Online Review & Ranking by City Arts Commission & Guest Jurors February 5
February 8
CITY ARTS COMMISSION REGULAR MEETING
Present City Arts Commission & Gues Juror Rankings
APPROVE QUALIFIED SUBMISSIONS FOR PUBLIC SURVEY
February 11
OPEN Public online survey of Finalists (4-week period)
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Sculpture Exhibition In Civic Center Park, Phase IX
October 12, 2023
March 2024
March 11
CLOSE Public online survey of Finalists
March 14
CITY ARTS COMMISSION REGULAR MEETING
Presentation of Public survey rankings, Approval of recommended selections & alternates for presentation to City Council
March 15
ArtsOC advises selected artists of their status
Selection is subject to City Council approval, confirm continued availability of their work, their availability for the installation window of time, review questions and concerns with artists, ascertain site preparation needs, collect W9 forms from artists April 2024
April 9
CITY COUNCIL REGULAR MEETING — Present City Arts Commission recommendations for Approval
April 10
Inform artists of selection
Provide City Attorney will all necessary information for Artists Loan Agreements April 30
City Attorney provides artists agreements to ArtsOC to send to artists May 2024
May 15
ArtsOC delivers all artists contracts to City with Phase IX FIRST invoices and Phase VII FINAL invoices
June 2024
June 1
CITY: Provide ARTSOC with Phase VII FINAL payment checks and Phase IX FIRST payment checks to give to artists during de-installation/installation June 10-27
De -Installation of Phase VII artworks
INSTALLATION OF PHASE IX ARTWORKS
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).
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