HomeMy WebLinkAbout08-17-2017 Public Art Committee Agenda PacketSaratoga Public Art Committee Meeting Agenda - Page 1 of 2
SARATOGA CITY COUNCIL
PUBLIC ART COMMITTEE
AUGUST 17, 2017
12:00 P.M. REGULAR MEETING
City Hall, Administrative Conference Room | 13777 Fruitvale Avenue, Saratoga, CA
ROLL CALL
REPORT ON POSTING OF THE AGENDA
The agenda for this meeting was properly posted on August 14, 2017.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Public Art Committee for up to three (3) minutes on
matters not on the Agenda. The law generally prohibits the Public Art Committee from
discussing or taking action on such items. However, the Public Art Committee may schedule the
item for discussion at a future meeting.
AGENDA ITEMS:
1. Public Art Committee Minutes
Recommended Action:
Review and approve the Public Art Committee minutes from June 26, 2017.
Draft Minutes
2. Saratoga Utility Box Art Program
Recommended Action:
Review draft program materials and consider recommendation to the City Council regarding
the Utility Box Art Program.
Memo
3. Public Art Map
Recommended Action:
Discuss development of a map displaying locations of public art in the City of Saratoga.
4. Future Meetings
Recommended Action:
Discuss agenda topics and scheduling of future meetings.
ADJOURNMENT
Saratoga Public Art Committee Meeting Agenda - Page 2 of 2
Certificate of Posting of the Agenda, Distribution of Agenda Packet, & Compliance with
Americans with Disabilities Act
I, Crystal Bothelio, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of the
Public Art Committee was posted and available for review on August 14, 2017 at the City of Saratoga, 13777
Fruitvale Avenue, Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us.
Signed this 14th day of August 2017 at Saratoga, California.
Crystal Bothelio, Deputy City Manager
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Public
Art Committee by City staff in connection with this agenda are available at the office of the City Clerk at 13777
Fruitvale Avenue, Saratoga, CA 95070. Any materials distributed by staff after the posting of the agenda are made
available for public review at the office of the City Clerk at the time they are distributed to the Public Art
Committee.
In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, pleas e
contact the City Clerk at 408.868.1269. Notification 24 hours prior to the meeting will enable the City to make
reasonable arrangements to ensure accessibility to this meeting. [28 CFR 5.102 -35.104 ADA title II]
Saratoga Public Art Committee Meeting Agenda - Page 1 of 2
MINUTES
JUNE 26, 2017
PUBLIC ART COMMITTEE
REGULAR MEETING
The Public Art Committee regular meeting was called to order at 1:00 p.m. in the City Hall
Administrative Conference Room at 13777 Fruitvale Avenue in Saratoga.
ROLL CALL
PRESENT:Mayor Emily Lo, Vice Mayor Mary-Lynne Bernald
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Crystal Bothelio, City Clerk/Asst. to City Manager
Hugh Roberts
REPORT ON POSTING OF THE AGENDA
Crystal Bothelio, City Clerk/Asst. to the City Manager, reported that the agenda for this meeting
was properly posted on June 23, 2017.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA ITEMS:
1. Public Art Committee Minutes
Recommended Action:
Review and approve the Public Art Committee minutes from February 21, 2017, April 13,
2017, and June 1, 2017.
BERNALD/LO MOVED TO APPROVE THE PUBLIC ART COMMITTEE MINUTES
FROM FEBRUARY 21, 2017, APRIL 13, 2017, AND JUNE 1, 2017. MOTION PASSED.
AYES: LO, BERNALD. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2. Peck Bronzes
Recommended Action:
Receive update on the status of the Peck bronzes and consider request to allocate funds to
cover costs associated with plaques for the artwork.
Hugh Roberts provided a status update on the Peck bronzes and the request of the Peck
Bench Committee.
3. Public Art Committee Mission & Objectives
Recommended Action:
Discuss and provide direction to staff.
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Saratoga Public Art Committee Meeting Agenda - Page 2 of 2
The Public Art Committee considered the Committee’s mission and agreed upon the
following language:
Public Art Committee Mission Statement - The Public Art Committee is an advisory body
that provides the City Council with recommendations on programs that foster arts and culture
in Saratoga for the enrichment and appreciation of the City and its citizens.
4. Saratoga Utility Box Art Program
Recommended Action:
Discuss and provide direction to staff.
The Public Art Committee considered the draft program description and draft outreach
materials provided by staff. The Committee agreed to focus the program on all of the City-
owned utility boxes locations, not including the box location on Prospect Road. The
Committee added a 7th utility box on Allendale Avenue at Quito Road. The Committee
agreed to proceed with a total program budget of $5500, including the cost of preparing
boxes for paining and applying protective coating after painting and artist stipends ($500 for
the Saratoga Avenue/Fruitvale Avenue and Congress Springs Park locations due to the larger
utility box sizes and $400 for all other locations). The Committee accepted proposals for
artist criteria, artwork criteria, and paint requirements. The Committee amended the timeline
to begin the application period from September to December 2017, Selection from December
2017 to February 2018, Artist Coordination from February to March 2018, and Painting in
April or May 2018. The Committee also requested using artwork from the Public Art
Committee flyer for the utility box art program outreach materials.
ADJOURNMENT
Mayor Lo adjourned the meeting at 2:30 p.m. The next meeting was scheduled for August 17,
2017.
Minutes respectfully submitted:
Crystal Bothelio, Deputy City Manager
City of Saratoga
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CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Crystal Bothelio, City Clerk/Assistant to the City Manager
Date: August 17, 2017
Subject: Utility Box Art Program
Development of a Utility Box Art Program has been discussed at several Public Art Committee
meetings this calendar year. In June, the program was discussed. The Committee has
considered many of the program details and criteria and requested to review the p rogram at
the August meeting. If the Finance Committee is prepared to finalize a recommendation to the
City Council to authorize the Utility Box Art Program, the recommendation could be presented
at the September 6, 2017 City Council Meeting.
A summary of the program is below. Additionally, draft program materials are attached.
Saratoga Utility Box Art Program Summary
Program: Paint the City: Saratoga Utility Box Art Project
Box Locations: 7 Locations (at most locations there is one larger box and one smaller
box)
All boxes are City owned
Interactive Map with Photos: https://goo.gl/fQkN6d
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Program Budget: $4,750
Budget includes artist stipends and estimated cost of box preparation
and protective coating
Funding is available in the Public Art Committee budget
Artist Stipend: Box 1 Saratoga Ave/Cox Ave (2 boxes) $400
Box 2 Saratoga Ave/Bellgrove Circle (2 boxes) $400
Box 3 Allendale Ave/Quito Rd (2 boxes) $400
Box 4 Fruitvale Ave/Allendale Ave (1 box) $400
Box 5 Saratoga-Sunnyvale Rd/Reid Ln (2 boxes) $400
Box 6 Saratoga Ave/Fruitvale Ave (2 large boxes) $500
Box 7 Congress Springs Park (2 large boxes) $500
Artist Criteria: Artists be a Saratoga resident and at least 10 years of age. Groups of
artists are permitted (the application must indicate the residency and
age of each artist within the group). Artist(s) may only submit one
application per utility box location.
Artwork Criteria: Artwork should reflect the history, heritage, culture, geography, or
neighborhood or area where the box is located. Artwork must cover
the entire box, not including handles or box identification markers.
Entries must be the original design of the applicant(s) and suitable for
viewing by all ages.
Artwork must not contain: political statements or symbols; religious
references or symbols; profane or offensive content; graffiti-like style
artwork; copyrighted or trademarked material; or corporate or
organizational references, branding, or symbols.
Paint: Premium 100% acrylic latex paint with low-sheen, eggshell or satin
finish is recommended. Paint should be minimum 1.5 mil dry thickness
per coat. Suggested Paint Products:
Nova Color
Sherwin Williams: Accolade Exterior Acrylic Latex, Satin
Pratt and Lambert: Accolade Exterior Acrylic Latex, Eggshell
Benjamin Moore: Aura Exterior Acrylic Latex #634 Low Luster
Frazee #126 Mirror Glide Low Sheen Acrylic Latex
Kelly Moore #1245 Acry-Shield Acrylic Latex Low Sheen
A polyurethane top coat (marine grade) should be applied on top of
the completed artwork. Suggested Top Coat:
Vella 5% Fluoride Varnish
The City will coordinate the cleaning and priming of the utility boxes
prior to the first day of painting. Following completion of the artwork
murals, the City will seal the utility boxes with a UV-protective and 6
anti-graffiti clear-coat. This topcoat is applied directly on murals as
protectant. Suggested Protective Coating:
Frog Juice Water Based: Clear urethane copolymer coating which
contains absorbers and hinders amine light stabilizers for
maximum UV light protection
Application: September – December 2017
On the application, artists will need to indicate the desired utility box
location and a brief description of the artwork. Additionally, the artists
will be asked to provide full color conceptual artwork for the desired
box location.
Selection: December 2017 – February 2018
City staff will perform initial inspection of applications to determine if
minimum criteria has been met. Public Art Committee will select 3
applications per utility box location. Top 3 designs will be posted on
Peak Democracy and residents will have the opportunity to rank the
designs. The highest ranked design at each location will be presented
to the City Council for approval.
Artist Coordination: February – April 2018
Notify artists of outcome of selection process. Work with selected
artists to obtain artwork agreements, finalize painting schedules, and
issue stipend payment.
Utility Box Painting: May – June 2018
Schedule painting throughout the City to begin on the same day and
coordinate kickoff event. The start of painting is tentatively planned
for May 5, 2018, weather permitting. All artwork must be complete by
June 30, 2018.
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Paint the City
Saratoga Utility Box Art Project
Apply online at www.saratoga.ca.us/paintthecity by December 2, 2017.
Maximum 1 proposal per utility box location. Application must indicate desired
utility box location(s) and full-color conceptual artwork for each location. See
the following page for box locations and information.
Application
The community will be invited to rank top designs for each utility box location.
Selected artwork will be presented at the February 21, 2018 City Council meeting;
artists will receive a $400-$500 stipend. All painting will begin on May 5, 2018
(weather permitting) and must be completed June 30, 2018.
Selection
Artist(s) must reside in Saratoga and be at least 10 years old (groups of artists that
meet these requirements will be considered). Artwork may not contain: political
statements or symbols; religious references or symbols; profane or offensive
content; graffiti-like style artwork; copyrighted or trademarked material; or
corporate or organizational references, branding, or symbols.
Criteria
CITY O F S ARAT
O
GAC
ALIF O R N IA1956
For more information:www.saratoga.ca.us/paintthecity | 408.868.1269
Calling All Saratoga Artists!
Turn plain utility boxes into works of art.
Submit your application to leave your mark
on Saratoga by December 2, 2017.
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Paint the City
Saratoga Utility Box Art Project
Utility Box Locations
Deadline to Apply: December 2, 2017
Submittal/Questions: City of Saratoga, City Manager’s Office
13777 Fruitvale Avenue, Saratoga CA 95070 | 408.868.1269
www.saratoga.ca.us/paintthecity | cbothelio@saratoga.ca.us
Box 6 - Saratoga Ave & Fruitvale Ave
Stipend: $500, 2 boxes
Box 2 - Saratoga Ave & Bellgrove Circle
Stipend: $400, 2 boxes
Box 1 - Saratoga Ave & Cox Ave
Stipend: $400, 2 boxes
Box 7 - Congress Springs Park
Stipend: $500, 2 boxes
Box 5 - Saratoga-Sunnyvale Rd & Reid Ln
Stipend: $400, 2 boxes
Box 3 - Allendale Ave & Quito Rd
Stipend: $400, 2 boxes
Box 4 - Fruitvale Ave & Allendale Ave
Stipend: $400, 1 box
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For each box location, describe your artwork and how it reflects the history, heritage, culture, geography, or
neighborhood or area where the box is located. Attach additional sheets as needed.
Artist Agreement
Use of Artwork. On behalf of myself and any members of the group described above, I hereby grant to the City of
Saratoga and its authorized agents and employees the right to photograph and otherwise reproduce the Artwork
for publicity deemed appropriate by the City in connection with its review and selection of work to be included in
the Paint the City program. Unless the Artwork is selected to be used for a utility box, I hereby waive any and all
rights to compensation for this use of the Artwork. I authorize the City of Saratoga to my name and the names of
other creators of the Artwork in conjunction with the Artwork.
Release. On behalf of myself and any members of the group described above, I hereby release the City of Saratoga
from any claims or demands associated with the Artwork including, without limitation, the right of privacy or publicity
any rights arising from the Federal Copyright Act, including, but not limited to the Visual Artists Rights Act, 17 U.S.C
§§106A and 113(d)(“VARA”) and from the California Art Preservation Act, Cal. Civil Code §§ 987 and 989 (“CAPA”).
Applicants Under 18 Years of Age:
Artist Name
Address City State Zip
Email Website
Desired Utility Box Location(s): Box 1 Box 2 Box 3 Box 4 Box 5 Box 6 Box 7
I certify that I have created the attached artwork or that I am part of a group that created the artwork (whose
name and addresses are listed on the attached page) and am authorized to submit this application on the
group’s behalf.
Artwork for each location noted above is attached.I am at least 10 years of age.
Signature Date
Parent/Guardian Signature Print Name Date
Artist Application
Deadline to Apply: December 2, 2017
Submittal/Questions: City of Saratoga, City Manager’s Office
13777 Fruitvale Avenue, Saratoga CA 95070 | 408.868.1269
www.saratoga.ca.us/paintthecity | cbothelio@saratoga.ca.us
Paint the City
Saratoga Utility Box Art Project
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Please use this template for conceptual artwork. Designs
should cover all sides of the utility box. The template is not to
scale; actual utility box sizes vary and selected artwork will
need to be adjusted to fit actual box size, including handles
and identification labels. Space in the lower right corner of
the back panel should include the artist name(s). Attach 1
design per selected utility box location to your application.
Front Side 1 Back Side 2
Top
Artist Name:Utility Box Location:Paint the City
Saratoga Utility Box Art Project
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Artist Agreement
Submittal/Questions: City of Saratoga, City Manager’s Office
13777 Fruitvale Avenue, Saratoga CA 95070 | 408.868.1269
www.saratoga.ca.us/paintthecity | cbothelio@saratoga.ca.us
Paint the City
Saratoga Utility Box Art Project
1. Purpose of Grant. This is a grant for painting a utility box of the Grantee’s selection with the artwork
shown in Exhibit A of this agreement. Grantee represents that this is Grantee’s original artwork.
Grantee shall begin painting the utility box on May 5, 2018 (weather permitting) and complete the
painting by June 30, 2018.
2. Payment. The total grant funding provided pursuant to this agreement shall not
exceed ($ ). Payment of the total grant amount
will be made only after (1) this contract is fully executed and (2) a signed Federal Taxpayer ID Number
Form (substitute IRS Form W-9) has been submitted. If Grantee is unable to begin work on designated
paint start day or complete work by June 30, 2018, payment must be returned to the City.
3. Use of Artwork. Grantee hereby grants to the City of Saratoga and its authorized agents and
employees in perpetuity the right to use artwork described above (hereafter, the “Artwork”), the
rights to all copyrights in the Artwork, and the right to enhance and modify and photograph and
otherwise reproduce the Artwork. Grantee represents that the Artwork is Grantee’s original artwork.
Except as stated in this agreement, Grantee hereby waives any and all rights to compensation for the
Artwork. Grantee understands that as the Artwork will be applied to a utility box, it may be altered
from its original design or removed in the future for any reason, and Grantee further agrees that
the City of Saratoga shall have no duty, obligation, or liability to restore the Artwork if it is defaced
or painted over. Grantee authorizes the City of Saratoga to use Grantee’s name in conjunction with
the Artwork. The City of Saratoga is not responsible for any third party infringement of any copyright
to the Artwork held by Grantee and is not responsible for protecting the intellectual property rights
of Grantee. In the event that the City’s use of the Artwork creates trademark, service mark or trade
dress rights in connection with the Artwork, City shall have an exclusive and irrevocable right in such
trademark, service mark, or trade dress.
4. Release. Grantee hereby releases the City of Saratoga from any claims or demands associated with
the Artwork including, without limitation, the right of privacy or publicity and Grantee hereby waives
any rights arising from the Federal Copyright Act, including, but not limited to the Visual Artists Rights
Act, 17 U.S.C §§106A and 113(d)(“VARA”) and from the California Art Preservation Act, Cal. Civil Code
§§ 987 and 989 (“CAPA”).
5. Power to Execute Agreement. Each individual executing this agreement, on behalf of one of the
parties, represents that he or she is duly authorized to sign and deliver the agreement on behalf of
such party and that this agreement is binding on such party in accordance with its terms.
This agreement is made in Saratoga, California by and between the City of Saratoga (“City”), and
(“Grantee”), who agree that:
IN WITNESS WHEREOF, the parties hereto have executed this agreement.
, Grantee/Artist
Date:
James Lindsay, City Manager
Date:
For grantees/artists under 18 years of age:
, Parent, Guardian
Date:
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Artist Group Agreement
Submittal/Questions: City of Saratoga, City Manager’s Office
13777 Fruitvale Avenue, Saratoga CA 95070 | 408.868.1269
www.saratoga.ca.us/paintthecity | cbothelio@saratoga.ca.us
Paint the City
Saratoga Utility Box Art Project
1. Purpose of Grant. This is a grant for painting a utility box of the Grantee’s selection with the artwork shown in
Exhibit A of this agreement. Grantee shall begin painting the utility box on May 5, 2018 (weather permitting) and
complete the painting by June 30, 2018.
2. Grantee as Group Representative. Grantee is entering this agreement on behalf of him or herself (or his or her
child) and the individuals listed on Exhibit B of this agreement who together are the creators of the artwork
shown in Exhibit A. Grantee represents that each of the individuals listed (or a parent of any child listed) (i) has
authorized Grantee to enter this agreement on his or her behalf; (ii) understands and agrees that the rights
granted by Grantee, representations made by Grantee, and other agreements made herein by reference to
Grantee (except for section 3) apply as a right granted and representation or agreement made by each of them;
and (iii) affirms that the artwork shown in Exhibit A is the original artwork of Grantee and the individuals listed.
3. Payment. The total grant funding provided pursuant to this agreement shall not
exceed ($ ). Payment of the total grant amount will be made to Grantee
only after (1) this contract is fully executed and (2) a signed Federal Taxpayer ID Number Form (substitute IRS
Form W-9) has been submitted. If Grantee is unable to begin work on the designated paint start day or complete
work by June 30, 2018, payment must be returned to the City. City will make payment in a check made payable
solely to Grantee. Individuals listed in Exhibit B are not entitled to payment pursuant to this agreement and City
is not responsible in any way for allocating payment among the creators of the artwork.
4. Use of Artwork. Grantee hereby grants to the City of Saratoga and its authorized agents and employees in
perpetuity the right to use artwork described above (hereafter, the “Artwork”), the rights to all copyrights in the
Artwork, and the right to enhance and modify and photograph and otherwise reproduce the Artwork. Grantee
represents that the Artwork is Grantee’s original artwork. Except as stated in this agreement, Grantee hereby
waives any and all rights to compensation for the Artwork. Grantee understands that as the Artwork will be
applied to a utility box, it may be altered from its original design or removed in the future for any reason, and
Grantee further agrees that the City of Saratoga shall have no duty, obligation, or liability to restore the Artwork
if it is defaced or painted over. Grantee authorizes the City of Saratoga to use Grantee’s name in conjunction
with the Artwork. The City of Saratoga is not responsible for any third party infringement of any copyright to the
Artwork held by Grantee and is not responsible for protecting the intellectual property rights of Grantee. In the
event that the City’s use of the Artwork creates trademark, service mark or trade dress rights in connection with
the Artwork, City shall have an exclusive and irrevocable right in such trademark, service mark, or trade dress.
5. Release. Grantee hereby releases the City of Saratoga from any claims or demands associated with the Artwork
including, without limitation, the right of privacy or publicity and Grantee hereby waives any rights arising from
the Federal Copyright Act, including, but not limited to the Visual Artists Rights Act, 17 U.S.C §§106A and 113(d)
(“VARA”) and from the California Art Preservation Act, Cal. Civil Code §§ 987 and 989 (“CAPA”).
6. Power to Execute Agreement. Each individual executing this agreement, on behalf of one of the parties,
represents that he or she is duly authorized to sign and deliver the agreement on behalf of such party and that
this agreement is binding on such party in accordance with its terms.
This agreement is made in Saratoga, California by and between the City of Saratoga (“City”), and
(“Grantee”), who agree that:
IN WITNESS WHEREOF, the parties hereto have executed this agreement.
, Grantee/Artist
Date:
James Lindsay, City Manager
Date:
For grantees/artists under 18 years of age:
, Parent, Guardian
Date:
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