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HomeMy WebLinkAbout02-11-2003 City council Agenda Packet. . AGENDA SPECIAL MEETING/JOINT SESSION SARATOGA CITY COUNCIL YOUTH COMMISSION LIBRARY COMMISSION ARTS COMMISSION FEBRUARY 11, 2003 SPECIAL MEETING/JOINT SESSION 7:00 P.M. -ADULT CARE CENTER -19655 ALLENDALE AVENUE CALL MEETING TO ORDER - 7:00 P.M. PLEDGE OF ALLEGIANCE ROLL CALL REPORT OF CITY CLERK ON POSTING OF AGENDA (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on February 7, 2003) COMMUNICATIONS FROM COMMISSIONS & PUBLIC Oral Communications on Non-Agendized Items Any member of the public will be allowed to address the City Council for up to three (3) minutes on matters not on this agenda. The law generally prohibits the council from discussing or taking action on such items. However, the Council may instruct staff accordingly regarding Oral Communications under Council Direction to Staff. Communications from Boards and Commissions None Written Communications None Oral Communications -Council Direction to Staff Instruction to Staff regarding actions on current Oral Communications. 7:00 P.M. -JOINT MEETING WITH YOUTH COMMISSION 1. a. Introduction b. Music Festival c. Concerts d. Dances COPY CHIVE e. Street Dance AR f. Warner Hutton House g. Fundraising h. Annual Appeal i. Girls Overnight j. Restaurant Nights k. Skate Park 1. Website m. New/Future Activities 7:45 P.M. -JOINT MEETING WITH LIBRARY COMMISSION 2. a. Introduction b. Library Move Plans c. Volunteer Campaign d. Docent Lead Tours 8:30 P.M. -JOINT MEETING WITH ARTS COMMISSION 3. a. Introduction b. Public Art Policy c. Art in the Park d. Gateway e. Library f. Mustard Walk g. Press Kit, Publicity h. Preschool Mural i. The Future CITY COUNCIL ITEMS OTHER CITY MANAGER'S REPORT ADJOURNMENT In compliance with the Americans with. Disabilities Act (ADA), if you need special assistance to participate in this meeting, please contact the City Clerk at (408) 868-1269. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title 77) 2 f l 1 2/19 3/5 3/19 4/2 4/16 5/7 5/21 6/4 6/18 7/2 7/16 8/6 8/20 AMENDED CITY OF SARATOGA CITY COUNCIL MEETING CALENDAR 2003 Regular Meeting Regular Meeting Regular Meeting Regular Meeting Regular Meeting Regular Meeting Regulaz Meeting Regular Meeting Regulaz Meeting Regular Meeting Regular Meeting Regular Meeting -City Manager Evaluation Summer Recess 9/3 Regular Meeting 9/17 Regulaz Meeting 9/23 Adiourned Meeting -Public Safety Commission, Saratoga Union School District, Cupertino Union School District, Campbell Union School District 10/1 Regular Meeting 10/15 Regular Meeting 11/5 Regular Meeting 11/19 Regulaz Meeting 12/3 Regular Meeting 12/9 Adjourned Meeting -Council Reorganization 12/17 Regular Meeting 3 ,~ SARATOGA CITY COUNCIL MEETING DATE: February 11, 2003 AGENDA ITEM: PREPARED BY: (/U~"~ EPT HEAD: ORIGINATING DEPT: ecreation CITY MANAGER: 0~ ~~-~ SUBJECT: Public Art Policy RECOMMENDED ACTION(S):. Accept report and direct staff accordingly. REPORT SUMMARY: The Arts Commission was asked by City Council to create a Public Art Policy. The purpose of this policy is to provide a process through which the City of Saratoga can accept artwork on loan or as a gift and provide guidance for purchasing or commissioning new artwork. Culled from- policies of approximately 22 cities, Arts Commissioners created a policy that fits the needs of Saratoga. Arts Policies often refer to Personal. Services Contracts and Standard Contracts that address copyright, reproduction and resale issues. The Arts Commission is looking for examples of these contracts. There is also an Exhibit Agreement that addresses additional insurance, liability, exhibit period, eta FISCAL IMPACTS: None.. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): The Public Art Policy will not be created. ALTERNATIVE ACTION(S): None in addition to the above. FOLLOW UP ACTION(S): The Arts Commission will make suggested revisions and resubmit to City Council. . - }. °~ i ' J: ADVERTISING, NOTICING .AND PUBLIC CONTACT:, . Nothing additional. ATTACHMENTS: Draft of Public Art Policy. '~ Public Art Policy Est Procedures I. PURPOSE The purpose of this policy is to provide a process through which the City of Saratoga can accept artwork on loan or as a gift as part of a Public Arts Program. The policy also provides guidance to the City and the Arts Commission for purchasing existing artwork and for commissioning artists to create new azt work for the City. The policies outlined below shall be subject to periodic review. From time to time, as necessary, the Arts Commission may adopt and incorporate into this policy, by the approval of the City Council, such additional guidelines as it deems essential. II. SCOPE This policy applies to the installation of all artwork loaned to the City for more than three months, gifted, purchased, or commissioned by the City of Saratoga for public display. The Arts Commission facilitates exhibitions for three months or less. For more details on the Exhibition Policy see page 11. A. Goals &t Objectives of the Public Art Program 1. Develop a program which contributes to and enhances community identity and pride; 2. Provide the highest quality artwork available, promoting excellence and . demonstrating diversity and variety of media; 3. Increase public exhibition opportunities for artists who live or work in Saratoga; 4. Encourage public participation and interaction with public spaces, kindling awareness of how surroundings impact experience; S. Enrich the public environment for both residents and visitors through incorporation of the arts. B. Criteria of Artwork Highest quality of aesthetic experience is the primary criterion for selection of public art in Saratoga. The objective of the Public Art Policy is to enhance, enliven and enrich the Ciry while reflecting the values of the community. In the context of these objectives, the following guidelines apply: I. Media: All visual art forms and materials will be considered. 2. Quality: Work to be placed in the City's permanent collection must be deemed to be of lasting aesthetic value and artistic merit that will enhance the City's collection. 3. Appropriateness: The artwork shall be appropriate civic or public art, suitable for public display to a wide, diverse audience. It should enhance its setting and help create a sense of place. 4. Style: The artwork should be suitable in scale, materials, form and content for its surroundings or capable of being sited in a variety of public . areas. The work shall meet specific guidelines if and when established by the Arts Commission. Public Art Policy -DRAFT 1 2/4/03 Saratoga Arts Commission S. Range: Artwork may be functional ornon-functional; conceptual or '~ tangible; portable or site-specific; folk art, craft or fine arts; temporarily or permanently installed, borrowed or purchased. 6. Diversity: The Public Art Program shall strive for diversity, reflecting the social, ethnic and cultural fabric of the city. 7. Condition 8t Permanence: The artwork shall be of materials and method of construction suitable to the setting. Artwork for outdoor exhibition shall be resistant to theft, vandalism, weathering and constructed to avoid extensive maintenance and repair. At the time of acquisition, the artwork shall be in good condition or worthy of restoration. 8. Public Liability: Each work shall be examined for unsafe conditions or factors that couldbear upon public liability and the safety of the communiry. The City shall be capable of maintaining and conserving the artwork. If not immediately sited, the City shall be capable of storing and insuring the artwork. 9. Financial Capacity: The City shall have adequate funds to appropriately display, maintain, and safeguard the artwork 10. Technical Feasibility: (For purchases &t commissions) Each artwork proposal shall be examined for convincing evidence of the artist's ability to successfully complete the artwork as proposed. C. Criteria for Artwork Placement 1. Visibility 2. Lighting 3. Public safety 4. Traffic patterns: interior, exterior, foot, and auto S. Function of the existing facility or site 6. Relationship of the proposed artwork topre-existing works of art on the site. 7. Future development plans for the area. 8. Landscape desigm 9. Environmental assessment 10. Public accessibility 11. Appropriateness of the physical characteristics of the site 12. Relationship to the social and cultural identity of immediate local community D. Selection Methods Artistic integrity is primary. Artwork may be selected by purchase, commission, donation, loan or by contract with the artist as part of a design team. An artwork may also be selected for purchase on its own merit, independent of the artist. Types of selection are as follows: 1. Direct Selection -Artist(s) chosen directly by an Arts Commission/Art Selection Panel limited competition. A small number of artists are invited to submit proposals. 2. Open Competition -All artists are welcome to apply, subject to limitations established by the Arts Commission/Art Selection Panel. Public Art Policy -DRAFT 2 2/4/03 Saratoga Arts Commission • ' ~ ~ 3. Invitation -Artists will be chosen on the basis of their qualifications as demonstrated by past work, past experience with public art, and successful completion of previous projects similar in scope and demand. Selected artwork will be original work completed by the submitting artist. Based on reputation and experience, an artist is invited by the Arts Commission/Art Selection Panel and asked or paid to develop a proposal. 4. Donation - Triggered by a citizen offer to contribute artwork to the Public Art Program, the Arts Commission/Art Selection Panel will review the work in terms of whether it satisfies stated "Criteria of Artwork" elements, and whether a suitable and appropriate site exists to exhibit the artwork. 5. Loan - Based on the Arts Cornrnission/ArtSeiection Panel's knowledge that an existing artwork satisfies stated "Criteria of Artwork" elements,. and is uniquely suited for a specific exhibit or purpose, the work maybe borrowed from the artist or owner for that exhibit or purpose for a limited time period. 6. Art Student -Specifically excluded are works completed by students under the supervision of art instructors, or completed to satisfy course requirements. E. Art Selection Panel The City of Saratoga Arts Commission will be responsible for coordination, selection, and purchase or acceptance of artwork for the Public Art Program, using the procedures established and described in this document. In each situation, these procedures will result in a recommendation to the City Council regarding selection and purchase of artwork. An Art Selection Panel will be formed on an as needed basis. If no Art Selection Panel is formed the Arts Commission will perform the responsibilities of the Panel. The Arts Commission will appoint members to the Arts Selection Panel. Each Panel will consist of five voting members and will be comprised of the following: 1. A minimum of two arts professionals (specifically excluding dealers, agents or representatives of artists applying to the Panel;) 2. Two members of the Arts Commission or staff, one serving as chair of the Panel and the other as a voting member. Chair will vote only to break a tie; 3. One member of the community-at-large; 4. A representative of the department or area most closely aligned with the project under consideration. F. Duties and Responsibility of the Selection Panel 1. Review, evaluate and discuss credential, proposals and/or materials submitted by the artists. 2. Via majority vote, recommend the award of the commission or decide to further investigate 2 or 3 finalists. Public Art Policy -DRAFT Saratoga Arts Commission 2/4/03 3. If further investigation of finalists is decided, draft a list of information and/or additional materials required. Conclude investigation as rapidly as possible, convene for further discussion and, via majority vote, recommend to the City Council award of the commission. 4. Inform the Arts Commission in writing of the Selection Panel's decision to recommend, citing reasons for selection. 5. If the Selection Panel cannot reach an agreement, the matter will be referred to the Arts Commission. 6. The Selection Panel retains the right to make no selection if, in its opinion, there is insufficient merit among the submissions. If this occurs, the Arts Commission will determine whether to recommend that the project be abandoned, begin a new selection process or take some other course of action. 7. The Art Selection Panel will function in accordance with the Brown Act.. G. Artist/Donor Responsibilities I. If selected for commissioned artwork the artist/donor must: a. be willing to sign and abide by the terms stated within the Personal Services Contract with the City of Saratoga, (***we are working on creating a Personal Services Contract) b. execute, complete and deliver the work at an agreed upon date and time, c. maintain an effective working relationship with the project team and staff, d. advise the Arts Commission immediately of any significant changes to the scope, materials or design of the work after contract is signed (all changes must be reviewed and approved prior to completion, and e. be responsible for all design and execution of the work, including site preparation and installation, unless otherwise stipulated in the contract. 2. If an existing work is selected for a portable art collection, the artist/donor will: a. deliver the selected piece promptly, b. warrant that it is substantially and wholly the same work whose image was reviewed by the Selection Panel, and c. provide transfer of title to the City of Saratoga, and third-party substantiation of stated value. 3. Artist/Donor's works will be the original product of the Artist's creative efforts and will not infringe on any third pazty's copyrights or other intellectual property rights. H. City of Saratoga Responsibilities I. Exert reasonable efforts to ensure that any commissioned and/or purchased artwork is available for public viewing and, when available for public viewing, is displayed in an appropriate and respectful manner. 2, Exert reasonable efforts to protect the artwork from theft, vandalism and other damages. 3. Maintain insurance policies providing coverage for theft, vandalism or other damages to the artwork. Public Art Policy -DRAFT 4 2/4/03 Saratoga Arts Commission ~J L_J ' 4. Provide official acknowledgement of receipt of artwork to artist/donor. I. City of Saratoga Arts Commission Responsibilities . 1. Manage and administer all implementation aspects of the Public Art Program as follows, (coordinating with others as appropriate and necessary) a. participate in development of possible. Public Art sites; b. draft and distribute artists prospectuses, stating project goals and site plan; c. convenes Art Selection Panel and coordinate its work; d. prepare and monitor all tracking documents, including artist records, art inventories, and contracts; e. coordinate all physical and logistical components of art installation;. f. coordinate preparation of any necessary signage, including identification labels and/or plaques; g. coordinate publicity and media attention for artwork; h. conduct an annual inventory of all city artwork in April 2. Serve as information conduit and linlz between artist, project and building managers (City staff) and others, as necessary, to ensure atrouble-free project flow. 3. Serve as resource, guide and counsel to the City Council and other City Staff regarding planning and other issues related to the Public Art Program. J. Ownership/Copyright/Reproduction/Resiting/Resale I. Work purchases, commissioned or accepted as a donation shall be the property of the City of Saratoga 2. The city intends that the work shall remain accessible to public viewing for as long as the City owns the work. The City retains the right to transfer work from one City-owned site to another, as it deems necessazy, or to place in storage in another facility, or to make a temporary loan to another agency or organization. 3. After purchase or commission is awarded, the aztist/City relationship will be defined by a standard contract addressing copyright, reproduction and resale issues. (***we aze working on creating this contract) K. Non-Destruction/Alteration/Maintenance 1. The City generally will not purposefully destroy, damage, alter, modify or otherwise change a piece of public art. If any alteration occurs after the receipt of the work by the City, whether intentional or accidental, the Artist has the right to request that the work shall no longer be represented to be the work of the Artist. 2. The City shall be responsible for the proper cleaning; maintenance and protection of the work after its installation, considering any written instructions provided by the Artist at the time of delivery of the work. 3. If the operation and maintenance expenses associated with proposed works of art are considered above average, approval of the department head responsible for the work's site is required. Public Art Policy -DRAFT 5 2/4/03 Saratoga Arts Commission L. RemovaURelocation of Artwork 1. The Arts. Commission Chairperson shall authorize the review process for artwork to be removed or relocated. 2. The Arts Commission, with the aid of the Art Selection Panel, reviews the status of a city-owned artwork. Considerations include but are not limited to: a. The condition or security of the artwork cannot be reasonably guaranteed. b. The artwork requires excessive maintenance or has faults of design of workmanship making repair impractical or unfeasible. c. The artwork has been damaged and repair is impractical or unfeasible. d. The artwork endangers public safety e. Significant changes in the use, character, or design of the site have occurred, affecting the integrity of the artwork. f. Significant adverse public opinion over aone-year period. g. The quality or authenticity of the artwork is called in to question. h. The Arts Commission wishes to replace the artwork with a more appropriate work by the same artist. i. Receipt of varitten request from the donor to deaccession the artwork. j. -Once installed, the artwork does not conform to the terms previously agreed upon. 3. The Arts Commission shall review the status of the artwork by: a. Reviewing the artist's contract and other pertinent agreements. b. Discussing with the artist the circumstances prompting the review. c. Seeking opinions of more than one independent professional qualified to recommend on the concern prompting the review (conservators, engineers, architects, landscape architects, critics, art historians, safety experts, etc.). d. Reviewing written correspondence, press and other evidence of public debate. 4. Upon completing the review, the Arts Commission will suggest ways to resolve the situation surrounding the artwork in question. 5. If the Arts Commission fails to provide adequate resolutions, the issue shall be sent to the Art Selection Panel. The panel shall: a. determine whether the Arts Commission was correct in its determination that reasonable efforts to resolve the concerns have failed to be effective, and b. recommend specific measures to resolve the concerns shoat of relocation or removal. The Arts Commission shall be given time to carry out the recommended measures. If such measures are unsuccessful and the Arts Commission still has no acceptable resolution, the Panel shall proceed with these steps in order: I. Relocation of Public Display - If the artwork is designed for a specific site, relocation must be to a new site consistent with the artist's intention. If possible, the artist's assistance and consent shall be obtained to make this determination. 2. Deaccessioning of the artwork (see Public Art Deaccessioning Section for further details on this procedure). Public Art Policy -DRAFT 6 2/4/03 Saratoga Arts Commission ' IIt. PUBLIC ART DEACCESSIONING . Deaccessioning as defined here is the process by which the Saratoga Arts Commission, acting in accordance with City policies and procedures, approves and effectuates the disposal of a artwork from the City of Saratoga's art collection. This action shall be evaluated by the Arts Commission in order to determine which works, if any, will be deaccessioned. It is recognized that deaccessioning of art works is a very delicate matter and must be handled with the greatest diplomacy. Any apprehension on the part of donors and/or artists that their gifts/works might be disposed of to pay operating expenses or to satisfy the trading desires of the Arts Commission could easily discourage and alienate potential donors and/or artists. Moreover, if not properly conducted deaccessioning can cause irreparable harm to the City's collection and, in certain cases, lead to legal action against the City. The Arts Commission as a representative of the City of Saratoga, has a fiduciary obligation to maintain the collection for the benefit of the City of Saratoga citizens. A. Criteria for Selecting Works for Deaccessioning The Saratoga Arts Commission alone may choose to deaccession works only if they meet a least one of the following criteria. (Do we include the Art Selection Panel here?) 1. If the City cannot properly care for or store the work. 2. If the condition or security of the artwork cannot be reasonably guaranteed. 3. If the artwork requires excessive maintenance or has faults of design or workmanship making repair impractical or unfeasible. 4. If the artwork endangers public safety. 5. If the work has little or no aesthetic and/or histonicaUcultural value. 6. If a collection represents, in large quantity, a single artist of minor stature. In such case, the Saratoga Arts Commission may find it both sufficient and desirable to keep only a representative collection. 7. If the work is a duplicate (e.g., prints, sculptures, multiples) of lesser quality than works already in the collection. 8. If the work is a copy or pastiche without significant historical, documentary or aesthetic value. 9. If the work is a forgery or fake. The Saratoga Arts Commission is responsible for ensuring that any forgery or fake it disposes of be identified as such when it leaves the City's collection. 10. A work whose condition requires restoration in excess of its aesthetic value or a work in such a deteriorated state that restoration would prove either unfeasible or misleading. 11. No artwork may be deaccessioned from the City's collection before three years have elapsed. B. Application of Monies Raised from Deaccession All monies raised from deaccession shall be deposited into the City's General Fund, earmarked for future acquisitions. Public Art Policy -DRAFT 7 2/4/03 Saratoga Arts Commission C. Deaccessioning Through Trade In some cases, the Arts Commission may wish to trade a deaccessioned work for another by the same artist. D. Acknowledgements In acquiring an object through trade or through monies raised from the sale of deaccessioned objects, the Arts Commission acknowledges, in the credit of the acquired object, the donor(s) of the original object or objects. E. Deaccessioning Procedures Every five years, or as needed, the Arts Comtission shall review the City's art collection and compile a list of those objects it recommends for deaccessioning. 1. The Saratoga Arts Commission shall prepare a written report for each object it recommends to be deaccessioned. The report shall include: a. Title, artist medium, dimensions, and present location of the work b. Provenance c. Slide(s) and/or photograph(s) of the work d. Report on the condition of the work by an expert in the field e. Estimated fair market value f. Copy of the title of the work g. Justification for disposal, conforming to the Deaccessioning Policy adopted by the Saratoga Arts Commission h. In the case of certain objects of high monetary value, independent consultants may be invited to provide opinions. i. Recommendations for the method of disposal of the work 2. A copy of this report shall be distributed to each member of the Saratoga Arts Commission for review at least one month prior to the. meeting at which deaccessioning of the work will be considered. 3. Each member of the Arts Commission shall physically inspect the work before voting to deaccession. 4. After appropriate discussion the Arts Commission will approve or disapprove the deaccessioning by a majority vote. 5. Following the action of the Arts Commission, staff shall make every .reasonable effort to locate the donor orhis/her heirs, advising them in writing of the Arts Commission's intention to deaccession the work, giving reasons and appropriate assurances that: a. In the case of sale, the monies realized will be used to purchase other works for the collection. b. Every effort shall be made to honor the wishes of the donors/heirs concerning the sale. Written concurrence of donors/heirs will be solicited, but is not required. 6. Staff shall forward a report to the City Council for review and approval. Disposal of an object vaith a value of less than $500 will be handled administratively. For any object with a value of $S00 or more, City Council approval must be obtained. 7. The City Attorney shall also review the recommendation to determine that no legal restrictions prevent deaccessioning the object. The City Attorney's approval must be obtained. Public Art Policy - DRAF7 8 2/4/03 Saratoga Arts Commission ' 8. After removing the work from the insurance log, staff retrieves the work's ' accession folder from the acquisition files and annotates it "Deaccessioned" in red This folder will include all documentation regarding the work, including written approval of donor/heirs and City Attorney. All deaccession folders shall be kept in a deaccession file located at the Department of Recreation. F. Procedures for Disposal The Arts Commission may take any of the following courses of action. The Commission shall not be limited to these, and may suggest other methods as may be demanded by a particular set of circumstances. I. Sell the Work a. The artist/donor shall be given the right of first refusal to reacquire the work at fair market value, original price or gratis, depending on the recommendation of the Arts Commission. The cost of removal of the work shall be borne by the buyer. b. Sell the work through a dealer c. Sell the work through competitive bidding (public auction/EBAY) d. Public Sale 2. Trades or Exchanges maybe negotiated under special circumstances with a dealer or artist. 3. Other a. There may be instances in which marginally significant work has deteriorated to such an extent that it is irrepazable and is unsuitable for exhibition and has therefore lost its function within the City's collection. Once a work of this nature has been fully deaccessioned, the decision may be made by the Arts Commission, with the approval of the City Council, to destroy it. b. No works maybe sold, traded, or transferred to a member of the Sazatoga Arts Commission, its supporting staff, or its agents. Once deaccessioned from the City's collection, a work may not be installed on City property. c. The Saratoga Arts Commission shall determine which agency or agencies will negotiate the sale or trade of the deaccessioned object(s). Solicitation of terms, offers, and estimated prices should involve more than one dealer, rather than by negotiation with one single establishment. d. Staff will negotiate the terms with the agency or agencies for sale or exchange of deaccessioned objects, and keep a copy of the executed agreement in the deaccession folder. e. Staff shall remove acquisition numbers and labels from the deaccessioned work and arrange and coordinate its physical departure from the City's collection. f. Staff shall transmit a final report informing City Council of the removal of the object from the City's collection. g. In keeping with the California Resale Royalties Act, if a deaccessioned artwork is sold, five percent (S%) of the sale price of any work valued over $1,000 will be given to the artist who created the work, provided that the attist can be located by reasonable means. If the artist cannot be found, the Resale Royalty shall revert to the City's General Fund. h. All proceeds from the sale of deaccessioned works of the art will be used to purchase other works for the collection. Public Art Policy -DRAFT 9 2/4/03 Saratoga Arts Comtission IV. EXHIBITION POLICY ' The City of Saratoga encourages exhibits of interest, information, and enlightenment for all the people of the community. Exhibits presenting controversial issues (i.e., political, religious, and social) must present opposing views. In no case will exhibits be excluded because of the race or nationality or the social, political, or religious views of the exhibitor. A. Artist Selection Artwork may be selected for exhibits in the City of Saratoga by one of the following methods: 1. Duect Selection -Artist(s) chosen duectly by an Arts Commission/Art Selection Panel limited competition. A small number of artists are invited to submit proposals. 2. Open Competition -All artists are welcome to apply, subject to limitations established by the Arts Commission/Art Selection Panel. 3. Invitation -Based on reputation and experience, an artist is invited by the Arts CommissionlArt Selection Panel and asked or paid to develop a proposal. 4. Loan -Based on the Arts Commission/Art Selection Panel's knowledge that an existing artwork satisfies stated "Criteria of Artwork" elements, and is uniquely suited for a specific exhibit or purpose, the work may be borrowed from the artist or owner for that exhibit or purpose for a limited time period. B. Schedule Exhibits are normally scheduled for athree-month period of time but maybe extended. The Arts Commission reserves the right to reschedule exhibits. If there are numerous requests for exhibit space, new exhibitors will take precedence. C. Insurance All exhibitors must complete a Ciry of Sazatoga Exhibit Agreement before the exhibit is brought to the site. This agreement and its provisions are on the next page and available from the Recreation Department or the City Office. D. Publicity The exhibitor maybe asked to submit a written article to the Arts Commission five to six weeks prior to the exhibit date or to complete a publicity check sheet E. Sales The Arts Commission does not participate in commercial sales, The exhibitor may provide a price list and contact information that will be provided to all interested persons. F. Exhibit Preparation The Arts Commission assumes no responsibility for providing materials or special assistance to the exhibitor in setting up the exhibits. a. Wall, pillazs or other structures may not be defaced in any way. b. Works of art may be mounted only in authorized azeas. c. Exhibitors must provide their own printed or typed identifying labels. d. No prices should be affixed to items. e. If there is a question regarding materials or exhibit layout, the final approval rests with the Arts Commission. Public Art Policy -DRAFT 10 2/4/03 Saratoga Arts Commission o City of Saratoga Exhibit Agreement (to be completed before material is brought to the Arts Commission or Exhibit Site) Exhibitors Name Location of Display Dates of Display From Phone to Description of Items (oil paintings, watercolors, pottery, sculpture, photographs, etc.) Item Title or Description Value Sale Price Not for Sale 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Is Extra Insurance Coverage Required? (See 1-2 below) Yes o (***if they say yes here what does the city provide?) 0 0 0 0 0 0 0 0 0 0 No 0 All Items displayed are subject to the following conditions: 1. if items are available for sale, the Ciry assumes no responsibility for loss or damage. 2. if items are not for sale, the Ciry assumes responsibility for loss or damage only to the extent that no insurance coverage is available to the exhibitor and then only to the declared value with a maximum of $2,500 for an individual items and/or $9,999 for a total exhibit. 3. The Arts Commission must approve any items whose value exceeds $1,000 before it is accepted for display. 4. All items must be removed within 48 hours of the termination of the display. 5. No items may be removed during the exhibit period 6. Exhibitor s name and phone number will be available to the public. (***need to have someone look this over and have the correct figures listed) Accepted Date By _ Exhibitor Public Art Policy -DRAFT 11 2/4/03 Saratoga Arts Commission