116 – Art Exhibit Policy Page 1 of 4 11/6/2023
S t a f f P o l i c i e s M a n u a l
Title: Art Exhibit Policy
Policy #: 116
Sponsored by: City Manager
Approved by: City Council
Date: Issued: __/__/____ Amended: __/__/____
Purpose
It is the policy of the City of San Mateo (“City”) to outline the process, rules, and restrictions for selecting artwork that will be displayed at City of San Mateo facilities. This policy provides guidelines as to how art is selected and exhibited in the City’s art gallery spaces.
Scope
This policy shall apply to all city employees and staff unless a department policy addresses the same subject.
Definitions
1. City Art Gallery Spaces
a. The San Mateo main public library at 55 West Third Avenue:
i. The first floor adjacent to the community meeting room is for two- dimensional art;
ii. On the second floor there is a display case for three-dimensional art. b. City Hall at 330 W. 20 th Avenue
i. The hallway extending from the City Hall atrium to the Conference Room C is for two-dimensional art;
ii. The atrium there is a display case for three-dimensional art.
2. Display Rotation - Artwork may be displayed solely at the Main Library or may rotate to be displayed at both the Library and City Hall.
Policy
1. The purpose of the policy is to outline how artwork is to be displayed in City Art Gallery Spaces and to encourage artwork that supports the values of the City.
City Art Gallery Spaces are not a public forum but instead represent spaces solely for City speech. In selecting and displaying artwork in accordance with this policy, the City is engaging in its own expressive activity. City Art Gallery Spaces may be closed by the City Manager or designee at any time, for any reason, and without prior notice. Artists will be provided with a reasonable opportunity to retrieve their artwork. The City may use
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any City Art Gallery Space at any time, but will endeavor to reserve such spaces in advance, such as for holiday displays. The availability of exhibit space is at the sole discretion of the City. .
2. Although the Art Advisory Committee considers a wide range of artistic expression in selecting potential artists, City art display areas are not exclusively gallery or exhibition space. Again, City Art Gallery Spaces are not public forums. Exhibits may not include defaming or obscene materials as defined by the U.S. Supreme Court, or material which would lead to breach of peace, or which advocates the violation of local, state, or federal criminal laws.
3. City facilities are frequented by diverse staff and community members, including children, therefore the City will not display artwork or other materials containing explicit sexual imagery, nudity, graphic depictions of violence, or any artwork or materials that create a hostile work environment for employees. Exhibit space shall not be used for commercial advertising or to support or oppose political candidates, political parties, or ballot measures. The views in the works exhibited are those of the artists and are not necessarily those of the Art Advisory Committee, the Library, or the City.
Responsibility
1. The Art Advisory Committee (“Committee”) comprised of a minimum of two and no more than seven community representatives and library staff. The Committee is responsible for advising city staff on the selection of artwork that represents spaces for City speech in accordance with this policy and art that represents the diversity of our community and eclectic artistic styles and mediums.
2. City Manager or their designee, must give final approval of the art to be displayed in any City Art Gallery Space prior to its display.
3. City Librarian must also give final approval of the art to be displayed.
4. Exhibit Coordinator is responsible for convening the Committee, advertising to artists to submit work for consideration, scheduling the art displays and communicating with required city staff.
Committee Procedures
1. Once per year the Committee invites artists to present a cross section of their work for consideration.
2. The Art Gallery Exhibitor Agreement shall be signed by both the City Librarian and the City Manager or designee.
Artist Submittal Requirements
1. Artists who are interested in exhibiting artwork at a City Art Gallery Space may submit their contact information to be notified when the next review will be scheduled.
Applications will be processed with scheduling priority given to local artists and artists who have not previously presented an exhibit.
2. If the artist has a website or has had previous exhibits, that information shall also be provided to the Committee.
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3. Potential artists wishing to exhibit two-dimensional art must have a minimum of twelve (12) pieces available to hang for the duration of the two-month exhibit period. Art pieces may be available for sale, but that is not a requirement for exhibiting.
4. Prior the displaying art, artists shall sign an “Art Gallery Exhibitor Agreement” and an “Exhibitor’s Inventory” listing all works that are to be shown, together with the selling price (or “NFS” if not for sale). The listing must include the artist’s name, telephone number and instructions for contacting the artist to arrange for the purchase of any artwork. Artists are also requested to include a brief biography and artist’s statement for display.
5. Within two weeks of being notified that a submission was accepted for exhibition, the artist must contact the Exhibit Coordinator to arrange the following: (a) possible exhibit dates and (b) other deadlines, especially for promotional purposes. Three weeks prior to the exhibition date, the artist must submit a final list of works to be shown, along with images or representations of all the specific art to be displayed.
Exhibition Procedures
1. All two-dimensional art must be suitably framed, with hanging apparatus (screw eyes and wire). Work that is fragile in nature or whose framing or display arrangement is of questionable durability may be rejected. Framed artwork must be installed on the gallery’s hanging system, no nails or hooks or mounting tape may be used.
2. Interested artists may arrange for a reception to be held at the library, at their own expense, provided appropriate space is available. The Meeting Room Rental Fee will be waived for public receptions. If a private reception is desired the Meeting Room Rental Fee will apply.
3. Participating artists are encouraged to promote their exhibit through invitations and announcements. The Library will arrange for publicity to inform the general community about the exhibit. Permission to photograph and reproduce any work accepted in the exhibition for publicity purposes is considered granted unless otherwise stated in writing.
For each work, the artist is to provide a display card or title label indicating the name of the work, artist’s name and medium. Prices will not be displayed on individual works but will be available as part of the exhibit information available to the public at the Library’s service desks, or if at City Hall at the City Clerk’s Office. All other promotional materials must be approved by the Exhibit Coordinator, the City Librarian, and the City Manager or designee.
4. The artist is responsible for the installation and dismantling of the exhibit as scheduled with the Exhibit Coordinator. The artist assumes total responsibility for the transportation of all work to and from the Library or City Hall. If City staff must dismantle an exhibit because it is not removed as scheduled, the City is not responsible for any damages and the artist will be billed for staff time. The City does not provide staff to serve as attendants during an exhibit. The provision of an attendant (if desired) is the responsibility of the exhibitor.
Liability Statement
The artist completes and submits the Art Gallery Exhibitor Agreement that unconditionally releases the City of San Mateo, its elected and appointed officials and employees, and the Art 9 4
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Advisory Committee from any liability in connection with the exhibit. The City does not accept liability for damages, losses or theft to the materials exhibited. The exhibit space must be left in satisfactory condition. Exhibitors using the space assume liability for damages to City property resulting from said usage, as assessed by the City. The City will dispose of abandoned exhibit materials after reasonable effort has been made to contact the artist.
Sales
Works of art may be offered for sale, with prices established by the artist. The City will not serve as sales agent but will provide interested persons with a list of prices and contact information.
The artist is responsible for conducting the sale of any work directly with the purchaser. Works that are not available for purchase must be designated “NFS” (Not for Sale). Works sold must remain on exhibit throughout the designated period.
Policy History
Include history of previous amendment dates and any references to other numbers the policy was known under, in an enumerated list:
1. Library’s Art Exhibit Policy
Contact for this Policy
City Librarian
Approval
This policy was issued on ________ and approved by City Council at its 11/20/2023 meeting.
ALEX KHOJIKIAN
CITY MANAGER