HomeMy WebLinkAbout06-08-2020 Public Art Committee Agenda PacketSaratoga Public Art Committee Agenda - Page 1 of 3
SARATOGA CITY COUNCIL
PUBLIC ART COMMITTEE
June 8, 2020
3:00 P.M. REGULAR MEETING
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be entirely by teleconference. All Council/Commission members, staff, and
public will only participate via the Zoom platform using the process described below. The
meeting is being conducted in compliance with the Governor’s Executive Order N ‐29‐20
suspending certain teleconference rules required by the Ralph M. Brown Act. The purpose
of this order was to provide the safest environment for the public, elected officials, and staff
while allowing for continued operation of the government and public participation during
the COVID‐19 pandemic.
Members of the public can observe and participate in the meeting by:
1. Using the Zoom website at https://us02web.zoom.us/j/84559636754 App (Webinar ID
845 5963 6754) and using the tool to raise their hand in the Zoom platform when
prompted to speak on an agenda item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID 845 5963 6754,
and pressing *9 when prompted to raise their hand to speak on an agenda item.
The public will not be able to participate in the meeting in person.
As always, members of the public can send written comments to the Committee prior to the
meeting by commenting online at www.saratoga.ca.us/publicart prior to the start of the
meeting. These emails will be provided to the members of the Council/Commission and will
become part of the official record of the meeting.
During the meeting, the process for members of the public to be recognized to offer public
comment will be explained.
In accordance with the Americans with Disabilities Act and the Governor’s Executive Order,
if you need assistance to participate in this meeting due to a disability, please contact the
City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the
meeting. The City will use its best efforts to provide reasonable accommodations to provide
as much accessibility as possible while also maintaining public safety.
Saratoga Public Art Committee Agenda - Page 2 of 3
ROLL CALL
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 May 12, 2020.
2. Public Art Budget
Recommended Action:
Receive status update on the Public Art Fiscal Year 2019/20 and Fiscal Year 2020/21
budget.
3. Paint the City: Utility Box Painting Project
Recommended Action:
Receive update on the 2020 Paint the City timeline and consider limitations on artist
submittals for future cycles of the program.
4. Updates on Existing Projects
Recommended Action:
Receive updates on the Nuts about Saratoga and Chalk-full of HeART programs.
5. Whimsical Crosswalk Signage
Recommended Action:
Receive information about opportunity for whimsical crosswalk signage and provide
direction.
6. Sculpture Program
Recommended Action:
Receive information about development of a City of Saratoga sculpture program.
7. Future Meetings
Recommended Action:
Discuss agenda topics and scheduling of future meetings.
ADJOURNMENT
Saratoga Public Art Committee Agenda - Page 3 of 3
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, &
COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Crystal Bothelio, Assistant City Manager 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
June 5, 2020 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and on the
City's website at www.saratoga.ca.us
Signed the 5th day of June 2020 at Saratoga, California.
Crystal Bothelio, Assistant 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, please contact the City Clerk at debbieb@saratoga.ca.us or by calling
408.868.1216 as soon as possible before the meeting. [28 CFR 5.102-35.104 ADA title II]
Saratoga Public Art Committee Minutes - Page 1 of 3
MINUTES
MAY 12, 2020
PUBLIC ART COMMITTEE
REGULAR MEETING
The Public Art Committee was called to order virtually using Zoom at 3:30 p.m.
ROLL CALL
PRESENT: Council Members Mary-Lynne Bernald, Yan Zhao
ABSENT: None
ALSO PRESENT: Crystal Bothelio, Assistant City Manager
Kayla Nakamoto, Community Engagement Coordinator
Lauren Pettipiece, Public Information Officer
John Cherbone, Public Works Director
All attendees participated in the meeting virtually using Zoom.
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 27, 2020.
ZHAO/BERNALD MOVED TO APPROVE THE PUBLIC ART COMMITTEE MINUTES
FROM FEBRUARY 27, 2020. MOTION PASSED. AYES: BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
2. Public Art Budget
Recommended Action:
Receive status update on the Public Art Fiscal Year 2019/20 and Fiscal Year 2020/21 budget.
Kayla Nakamoto, Community Engagement Coordinator, shared an update on the Fiscal Year
2019/20 and 2020/21 public art budget.
3. 2020 Paint the City: Utility Box Painting Project
Recommended Action:
Receive update and provide direction on 2020 Paint the City, including delays in the project
timeline.
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Saratoga Public Art Committee Minutes - Page 2 of 3
Kayla Nakamoto, Community Engagement Coordinator, provided an update on the 2020 cycle
of Paint the City, noting that painting had been delayed due to COVID-19. She also shared
potential timeline impacts that were communicated by Public Works staff as a result of a Fiscal
Year 2020/21 capital project to add backup power to several traffic signals.
Public Works Director John Cherbone added that he felt the timeline impacts from the capital
project could be mitigated. He agreed to work with staff to determine if there would be any
impacts.
The Public Art Committee requested further discussion if there are schedule impacts from the
project. The Committee also requested future discussion on creating limitations on application
submissions, such as restricting artists from submitting 1 design per location.
4. Updates on Existing Projects
Recommended Action:
Receive updates on the Rainy Day Sidewalk Poetry and Nuts about Saratoga programs.
Kayla Nakamoto, Community Engagement Coordinator, shared an update on the Rainy Day
Sidewalk Poetry and Nuts about Saratoga. Programs.
Vice Mayor Bernald noted that there has been interest from the public in purchasing their own
bronze acorns and the opportunity to use these purchases as a fundraiser for public art in
Saratoga.
Council Member Zhao suggested further discussion after the shelter at home order ends.
The Public Art Committee discussed the City’s expected outreach schedule on Nuts about
Saratoga.
5. Summer Art Event
Recommended Action:
Discuss plans for a summer art event and options for proceeding under the COVID-19 social
distancing and sheltering at home regulations.
Kayla Nakamoto, Community Engagement Coordinator, presented information on
cancellation of various summer art events and options for a virtual summer chalk event.
The Public Art Committee agreed to proceed with the summer virtual chalk event, under the
name Chalk-full of HeART and using the artwork themes provided by staff.
ZHAO/BERNALD MOVED TO ALLOCATE $510 TO CHALK-FULL OF HEART FOR BANNER
AND OUTREACH COSTS. MOTION PASSED. AYES: BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
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Saratoga Public Art Committee Minutes - Page 3 of 3
6. Sculpture Program
Recommended Action:
Receive information about development of a City of Saratoga sculpture program.
Crystal Bothelio, Assistant City Manager, shared options for a City of Saratoga sculpture
program.
The Public Art Committee agreed to discuss this item at the next meeting.
7. Whimsical Crosswalk Signage
Recommended Action:
Receive information about opportunity for whimsical crosswalk signage and provide direction.
Kayla Nakamoto, Community Engagement Coordinator, provided information communities
around the world encouraging residents to have fun by posting “Silly Walk” signage.
John Cherbone, Public Works Director, spoke on possible locations for signage.
The Public Art Committee requested that the item be added to the next meeting for further
discussion.
8. Future Meetings
Recommended Action:
Discuss agenda topics and scheduling of future meetings.
The Public Art Committee requested discussion on:
- Paint the City: 2020 Schedule Update and Artist Application Restrictions
- Updates on Existing Programs
- Whimsical Crosswalk Signage
- Sculpture Program
ADJOURNMENT
The meeting was adjourned at 430 p.m.
Minutes respectfully submitted:
Crystal Bothelio, Assistant City Manager
City of Saratoga
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CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Kayla Nakamoto, Community Engagement Coordinator
Date: June 8, 2020
Subject: Public Art Budget
This is a standing item on the Public Art Committee’s meeting agenda to provide regular
budget updates. For the 2019/20 Fiscal Year, public art funding includes:
• Capital Improvement Project: $25,000
• Operating Budget: $6,600
• PLACE Lease: $1,500
The estimated expenditures table below shows the amounts projected to be spent on
each project. The actual expenditures table shows the ongoing expenditures and
remaining balances in the CIP and operating funds.
Estimated Expenditures
Public Art Programs CIP Lease Operating
Paint the City 2020 $4,000.00
Saratoga ROCKS $600.00
Bicycle Racks $4,430.00
Bronze Acorn Sculpture Program $18,840.00
Rainy Day Poetry $1,360.00
Mural (Exhibit Sign) $80.00
PLACE Lease $1,500.00
Funding Amount $25,000.00 $1,500.00 $6,600.00
Balance $1,730.00 $0 $560.00
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Actual Expenditures
Public Art Programs CIP Lease Operating
Paint the City 2020 $3,230.00
Saratoga ROCKS $25.00
Bicycle Racks $4,640.00
Bronze Acorn Sculpture Program $15,000.00
Rainy Day Poetry $1,520.00
Mural (Exhibit Sign) $80.00
PLACE Lease $1,500.00
Saratoga Chalk Full of HeART $510.00
Funding Amount $25,000.00 $1,500.00 $6,600.00
Balance $5,360.00 $0 $1,235.00
Future Possible Public Art Program Costs
The Committee discussed some of the possible public art costs for Fiscal Year 2020/21 at
the February 4, 2020 meeting. The Committee received estimated costs for all the
potential projects and events discussed thus far and asked staff to provide an estimated
budget without Paint the City and an interactive mural.
Public Art Program CIP Lease Operating
#SaratogaROCKS $600.00
Rainy Day Poetry 2021 * $1,750.00
PLACE Lease $1,500.00
Chalk Art Event+ $1,500.00
Sculpture Program * $15,700.00
Shadow Art * $10,000.00
Total $25,700.00 $1,500.00 $3,850.00
FY 2019/20 Funding Amounts $25,000.00 $1,500.00 $6,600.00
* Estimated costs can be scaled by adjusting stipend, number of locations, scope, etc.
+ Expenses for the virtual Chalk-full of HeART event for June 2020 to August 2020 have
been accounted for in the Fiscal Year 2019/20 budget. However, the anticipated Fiscal
Year 2020/21 expenses include a Chalk Art Event in case the Committee would like to
hold an in-person event when shelter at home orders are lifted.
Expenses can be adjusted based on Public Art Committee priorities, scale of the Public Art
Committee’s efforts and activities in 2020/21, available public art funding, and as new
public art priorities arise.
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CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Kayla Nakamoto, Community Engagement Coordinator
Date: June 8, 2020
Subject: Paint the City: Utility Box Painting Project
Paint the City 2020 Update
The 2020 Paint the City program was delayed due to the COVID-19 shelter at home orders. At the May 12, 2020 Public Art Committee Meeting, staff shared that if the
proposed Traffic Signal Battery Backup project is budgeted in the Fiscal Year 2020/21 Capital Budget, painting may be impacted. However, staff subsequently learned that
painting can proceed. Although artists have been advised not to paint the top of boxes and artists at Location 2, Location 3 and Location 5 (where there are two boxes) have
been asked not to paint the small box at those locations as they may be replaced. Artists have been told that they may start painting and have been asked to conclude
painting by July 2020.
Paint the City Program Applicant Restrictions
At the May 12, 2020 meeting, the Committee requested that staff bring back program restriction recommendations for Paint the City artist applications. In previous years,
artists have been allowed to submit as many conceptual designs as they would like and to provide submittals for multiple locations. There are several ways that the Committee
can implement applicant limitations. These are listed below.
1) The Committee may restrict applicant submittals to 1 conceptual design per location: This would prevent artists from submitting more than 1 design per
location but would allow artists to submit the same design for multiple locations.
2) The Committee may restrict applicant submittals to 1 conceptual design per location and require each conceptual design submitted to be unique: This
would require artists to create a unique conceptual design for each location in his/her application.
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3) The Committee may limit applicants to 1 application and 1 location: This would limit each artist to submitting artwork for 1 location and would not allow
multiple conceptual designs.
4) The Committee may limit its top 3 selections to prevent an artist from being selected more than once: This would allow applicants to submit multiple
concepts per location as well as submit applications for multiple locations. The Committee would be responsible for ensuring that an artist is not selected more
than once when narrowing choices to 3 options per location for community voting.
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CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Kayla Nakamoto, Community Engagement Coordinator
Date: June 8, 2020
Subject: Updates on Existing Projects
Nuts About Saratoga!
The bronze plaques have been installed at both Blaney Plaza and City Hall. Additionally,
final versions of outreach materials will be shared with the Committee at the June 8, 2020
meeting. Now that shelter at home requirements have been relaxed to allow small
gatherings of 25 or fewer people, staff will also be requesting Committee direction on
whether to hold a small event to launch the program.
Bicycle Racks
The orange butterfly bicycle rack has been
installed at City Hall. The green book bicycle
rack has been installed at the Saratoga
Library. Public Works is working on purchase
and installation of a light green flower to be
installed at Blaney Plaza.
Saratoga Chalk-full of HeART
At the May 12, 2020 meeting, the Committee
agreed to hold virtual chalk event, Saratoga
Chalk-full of HeART. The community will be invited to share photos of their chalk art with
the City through social media. Each month will have a new theme to help inspire the
artwork (noted below). Final outreach materials are being finalized and outreach will
begin soon.
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Month Theme Description
June #SaratogaTogether Invite residents to create art that celebrates
the Saratoga community and share positive
messages as the community shelters at
home.
July Star-Spangled Banner Ask residents to share patriotic chalk art in
celebration of Independence Day.
August Summer Spectacular Encourage residents to share summer-
themed art before the end of summer.
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CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Kayla Nakamoto, Community Engagement Coordinator
Date: June 8, 2020
Subject: Whimsical Crosswalk Signage
At the May 12, 2020 meeting, the Committee
asked staff to bring back information about Whimsical Crosswalk Signage at a future
meeting. With many Americans continuing to shelter at home to avoid the spread of the novel
coronavirus, neighbors across the United States have taken it upon themselves to encourage
local community members to be silly by posting Ministry of Silly Walks whimsical signage outside
their home. Inspired by the actions of individuals in Norway, Ministry of Silly Walks signage has popped up in San Luis Obispo, Michigan, and Wisconsin. The sign attracts
visitors to take selfies with the sign and post it on social media.
The signage would cost about $300 per sign and would approximately measure 16” x 24”. The design will be shared at the June 8, 2020 meeting. A total of $1,200 is available in the
current fiscal year operating budget if the Public Art Committee wanted to purchase several signs to be installed at prominent locations such as Big Basin and 4th Street or on
Joe’s Trail. The signs would take 1-2 months to be purchased and installed. These signs would be installed while the shelter at home order is in place and advise the community
to post silly walk videos on social media to encourage all of Saratoga to build community even while sheltering at home through Saratoga Silly Walks. With the signage going up
temporarily while the City is under shelter at home orders, City Council approval is not required under the Public Art Policy.
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The City has received several emails on the whimsical crosswalk concept. These emails are attached for reference.
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From:Mary-Lynne Bernald
To:Crystal Bothelio; Kayla Nakamoto; Yan Zhao
Subject:Fwd: Monty Python style silly walk signs for Saratoga !
Date:Sunday, May 24, 2020 11:47:01 AM
Sent from my iPhone
Begin forwarded message:
From: Ruchi Joshi
Date: May 24, 2020 at 11:12:30 AM PDT
To: Mary-Lynne Bernald <mlbernald@saratoga.ca.us>
Subject: Monty Python style silly walk signs for Saratoga !
CAUTION: This email originated from outside your organization. Exercise
caution when opening attachments or clicking links, especially from unknown
senders.
Dear Vice Mayor Bernald,
Hope you and your family are keeping well while we all shelter in place.
Thank you for all your hard work along with other members of city
council as well as the city staff to keep our community safe.
I am sure you have noticed on social media Monty Python style silly
walk signs have been popping up all over the globe. I would like to
support the same idea for our city of Saratoga. It gives permission for
people to be positive and silly during these challenging times. Even
though summer is here, not many people will be traveling, so it could be
a fun activity for community (with very little expense to put it in place).
These signs will bring some fun to our lives, even in the midst of a
pandemic. It will raise the spirits of our community. I think it will bring
some positivity into this crazy situation we all are in right now and it
just, I think, gives permission for people to be positive and silly.
Hope you will consider it and bring a smile to our community.
Warm regards
Ruchi 14
Saratoga , CA
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place).
These signs will bring some fun to our lives, even in the midst of a pandemic. It will
raise the spirits of our community. I think it will bring some positive feelings into this
crazy situation we all are in right now and it just, I think, gives permission for people to
be temporarily relaxed, and calm, while knowing they must remain vigilant. Certainly
the kids need us to be as healthy and relaxed as possible.
Hope you will consider it and bring a smile to our community. I would be happy to put
a tutu on and clumsily twirl down the sidewalk, if that would bring a smile to one of my
anxious neighbors.
Thanks so much and don’t forget to take walks and even do a Zen walk in Hakone!!!
Stay healthy.
Regards
Ann Waltonsmith
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From:
To:Mary-Lynne Bernald
Cc:Kayla Nakamoto; Yan Zhao; Crystal Bothelio
Subject:Monty Python style silly walk signs
Date:Sunday, May 24, 2020 10:53:09 AM
CAUTION: This email originated from outside your organization. Exercise caution when
opening attachments or clicking links, especially from unknown senders.
Dear Vice Mayor Bernald,
Hope you and your family are keeping well while we all shelter in place. Thank you for all
your hard work along with other members of city council as well as the city staff to keep our
community safe.
I am sure you have noticed on social media Monty Python style silly walk signs have been
popping up all over the globe. I would like to support the same idea for our city of Saratoga. It
gives permission for people to be positive and silly during these challenging times. Even
though summer is here, not many people will be traveling, so it could be a fun activity for
community (with very little expense to put it in place).
These signs will bring some fun to our lives, even in the midst of a pandemic. It will raise the
spirits of our community. I think it will bring some positivity into this crazy situation we all
are in right now and it just, I think, gives permission for people to be positive and silly.
Hope you will consider it and bring a smile to our community.
Warm regards,
Pragati Grover
Saratoga, CA
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From:
To:Yan Zhao; Crystal Bothelio; Mary-Lynne Bernald; Kayla Nakamoto
Subject:Monty Python walk signs!
Date:Sunday, May 24, 2020 6:47:58 PM
CAUTION: This email originated from outside your organization. Exercise caution when
opening attachments or clicking links, especially from unknown senders.
Dear Vice Mayor Bernald,
Hope you and your family are keeping well while we all shelter in place.
I am sure you have noticed on social media Monty Python style silly walk signs have been popping up all over the
globe. I would like to support the same idea for our city of Saratoga. It gives permission for people to be positive
and silly during these challenging times. Even though summer is here, not many people will be traveling, so it could
be a fun activity for community (with very little expense to put it in place).
These signs will bring some fun to our lives, even in the midst of a pandemic. It will raise the spirits of our
community. I think it will bring some positivity into this crazy situation we all are in right now and it just, I think,
gives permission for people to be positive and silly.
Hope you will consider it and bring a smile to our community.
Warm regards,
Anu Minocha
Saratoga, CA
19
CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Crystal Bothelio, Assistant City Manager
Date: June 8, 2020
Subject: Sculpture Program
The Public Art Committee has been discussing options for developing a sculpture
program modeled on the Los Altos Public Outdoor Sculpture Loan program. At the February 4 meeting, the Committee asked staff to return with the outline of a possible
sculpture program.
Overview Like the Los Altos program, the Art Committee could allow artists to submit sculpture
proposals to be considered for placement. Selected artists would be responsible for transporting, placing, and removing artwork, as well as any damages that may occur while
the artwork is on display. In exchange, artists would be issued a stipend. Los Altos provides artists with a stipend of $5,000. The City would be responsible for the artwork site, such
as the base the sculpture is mounted on.
Display Period Like the Los Altos program, the Committee could request proposals and select artwork to
be displayed for a period of 2 years. The Public Art Committee has discretion to approve placement of public art on City property if it is displayed for a period of 3 years or less.
Location
At the February 4 meeting, staff suggested 3 possible locations for sculptures and the Committee agreed on either the City Hall Courtyard or Gateway. There is a concrete base
already located at the Gateway that could be used as the foundation for a sculpture. Adding a concrete foundation to serve as the base for a sculpture in the City Hall courtyard
is estimated to cost $10,000. Each location provides unique size opportunities, with the City Hall courtyard providing space for larger options.
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Artwork Selection & Focus Groups If artwork is displayed for 3 years or less, the Public Art Committee is authorized to make
selections. Artwork displayed for more than 3 years will require City Council approval.
At the February meeting, the Committee expressed an interest in holding conversations with the community, including different ethnic groups in the City, to help gain insights
into sculpture desires. Options to receive input include:
1) The Committee could hold focus group discussions before artists submit proposals to
identify community desires in advance of soliciting applications
2) The Committee could share submissions with a focus group(s) to get input on artwork
selection
These community discussions would be open to the public, as a result the Committee may
get participation from individuals who are not part of the focus group(s).
Costs Program costs can be scaled based on the desires of the Public Art Committee. Some
possible costs are noted below. A more accurate program cost can be provided as more program details are decided.
Item Cost Summary
Concrete Base $10,000 If the City Hall Courtyard is selected as a sculpture location, a concrete base will
need to be installed.
Artist Stipend $5,000/sculpture Artist stipend can be reduced if desired by the Committee.
Median Banners $700 Banners would be used to announce the
artist application period.
Timeline A rough estimate of the program timeline is noted below. Several variables will influence
the timeline of the project and some elements in the timeline may overlap. Additionally, the timeline provided does not include time needed to install a concrete base if the City
Hall Courtyard is selected as a sculpture location. Staff can provide a more accurate and detailed timeline when the program is further refined.
Since funding for the program would come from the Fiscal Year 2020/21 budget, this
timeline assumes that all program efforts would begin no earlier than July 2020. If efforts begin in July, sculpture installation could be completed by January 2021 to June 2021.
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Action Time Summary
Focus Group Engagement 1 -3 months A total of 3 months to identify focus group
members and hold meetings with focus groups is recommended. Depending on
when and how focus groups are engaged, this period may overlap with the artist
application period or selection period.
Artist Application Period 2 months Proving artists with 2 months to prepare their applications is recommended,
providing plenty of time for time for artists to create conceptual artwork if needed.
Selection 1 - 2 months The time needed to select artwork will
depend on when and how focus groups are engaged, as well as whether City Council
approval is required. The selection timeframe may overlap with the focus
group engagement.
Installation 3 - 8 months The timeframe to install artwork that has already been created should be short, but if
the sculpture still needs to be constructed the timeline may impacted. The proposed
timeline accounts or any technical issues that may be encountered in the installation
process.
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