HomeMy WebLinkAbout01-18-2022 Public Art Commission Agenda PacketSaratoga Public Art Commission Agenda – January 18, 2022
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SARATOGA
PUBLIC ART COMMISSION
January 18, 2022
6:30 P.M. REGULAR MEETING
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be held entirely by teleconference. All members of the Commission and
staff will only participate via the Zoom platform using the process described below. The
meeting is being conducted pursuant to recent amendments to the teleconference rules
required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of
emergency when local official have recommended social distancing. The purpose of the
amendments is to provide the safest environment for the public, elected off icials, and staff
while allowing for continued operation of the government and public participation during
the COVID-19 pandemic.
Members of the public can view and participate in the meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/89529206078; Webinar ID
895 2920 6078; OR
2. Calling 1.408.638.0968 or 1.669.900.6833 and entering the Webinar ID provided
above
The public will not be able to participate in the meeting in person. Members of the public can
send written comments to the Commission 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 Commission and will become part of the official record of the meeting.
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Public Art Commission for up to three (3) minutes
on matters not on the Agenda. The law generally prohibits the Commission from discussing
or taking action on such items. However, the Commission may schedule the item for
discussion at a future meeting.
AGENDA ITEMS:
1. Public Art Commission Minutes
Recommended Action:
Review and approve the minutes from the November 15, 2021 meeting.
Saratoga Public Art Commission Agenda – January 18, 2022
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2. Commission 2022 Work Plan
Recommended Action:
Review ideas for the 2022 Work Plan and develop a proposed Work Plan for City
Council consideration. A special meeting may be scheduled if the Commission would
like more time to finalize the proposed 2022 work plan.
3. Future Agenda items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular meeting is on March
21, 2022 at 6:30 p.m.
ADJOURNMENT
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 Commission was posted and available for review on January 14, 2022 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us
Signed this 14th day of January 2022 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
Commission by City staff in connection with this agenda, copies of materials distributed to the Commission
concurrently with the posting of the agenda, and materials distr ibuted to the Commission by staff after the
posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California.
In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance
to participate in this meeting, please contact the City Clerk at bavrit@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.
[28 CFR 35.102-35.104 ADA title II]
Saratoga Public Art Commission Minutes – November 15, 2021
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MINUTES
SARATOGA PUBLIC ART COMMISSION
REGULAR MEETING
NOVEMBER 15, 2021
CALL TO ORDER
The meeting was called to order at 6:30 p.m.
ROLL CALL
Present: Commissioners James Cai, Sohini Kar, Siana Smith, Ramya Vasu, Gloria
Wu
Absent: None
Also Present: Britt Avrit, Kayla Nakamoto, Crystal Bothelio
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA ITEMS:
1. Commissioner and Staff Introductions
Recommended Action:
Meet fellow Commissioners and staff that will be supporting the Public Art
Commission.
The Commission and staff introduced themselves.
2. Overview of Commission Rules and Parliamentary Procedure
Recommended Action:
Receive a presentation from Saratoga City Clerk Britt Avrit on various State and City
rules that apply to Saratoga Commissions and the Saratoga Rules of Parliamentary
Procedure.
City Clerk Britt Avrit provided a presentation on State and City rules that apply to
Commissioners and the Rules of Parliamentary Procedure.
3. Overview of Public Art Commission Responsibilities
Recommended Action:
Receive a presentation on the responsibilities of the Public Art Commission.
Assistant City Manager Crystal Bothelio provided a presentation on the
responsibilities of the Public Art Commission.
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Saratoga Public Art Commission Minutes – November 15, 2021
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4. City of Saratoga Public Art Efforts
Recommended Action:
Receive a presentation on the City’s public art efforts prior to formation of the
Commission.
Administrative Analyst Kayla Nakamoto provided a presentation on the City’s public
art efforts.
5. Public Art Commission Regular Meeting Schedule
Recommended Action:
The Public Art Commission is currently scheduled to hold regular meetings on the 3rd
Monday of odd-numbered months at 6:30 p.m. The Commission may adjust its
regular meeting schedule, so long as it does not conflict with the schedules o f other
Commissions or the City Council. If the Commission decides to maintain the current
schedule, the Commission should consider whether to reschedule or cancel the
January 17, 2022 meeting as it falls on a City holiday.
The Commission agreed to hold regular meetings on the 3rd Monday of odd-
numbered months at 6:30 p.m. and reschedule the January meeting for Tuesday,
January 18.
6. Commission 2022 Work Plan
Recommended Action:
Receive information about the City of Saratoga’s Commission Work Plan process and
preparation of the Public Art Commission 2022 Work Plan.
Staff provided information about the City’s Commission Work Plan process, including
the purpose of developing work plans, and provided an overview of work plan efforts
that are ongoing or that will be included in the work plan at the direction of the City
Council.
Commissioner Gloria Wu proposed a virtual arts festival in partnership with local
schools.
Commissioner Siana Smith requested additional information about work efforts that
were started by the Public Art Committee, such as the sculpture projects.
Commissioner Ramya Vasu proposed collaborating with schools on Rainy Day Poetry.
Staff noted that the work plan would be discussed again at the January 2022 meeting
and invited Commissioners to send work plan ideas 2 weeks prior to the next meeting
to be considered by the entire Commission during the January meeting.
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Saratoga Public Art Commission Minutes – November 15, 2021
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7. Selection of Chair and Vice Chair
Recommended Action:
Select one member of the Commission to serve as Chair and one member to serve as
Vice Chair.
WU/CAI MOVED TO NOMINATE COMMISSIONER GLORIA WU AS CHAIR.
SMITH/VASU MOVED TO NOMINATE COMMISSIONER SIANA SMITH AS CHAIR.
MOTION PASSED. AYES: CAI, KAR, SMITH, VASU. NOES: WU. ABSTAIN: NONE. ABSENT:
NONE.
CAI/VASU MOVED TO NOMINATE COMMISSIONER GLORIA WU AS VICE CHAIR.
KAR/VASU MOVED TO NOMINATE COMMISSIONER SOHINI KAR AS VICE CHAIR.
MOTION PASSED. AYES: KAR, SMITH, VASU. NOES: NONE. ABSTAIN: CAI, WU. ABSENT:
NONE.
8. Future Agenda items
Recommended Action:
Consider agenda items for upcoming meetings.
The Commission agreed to discuss the work plan at the next meeting.
ADJOURNMENT
The meeting was adjourned at 8:44 p.m.
Minutes respectfully submitted:
Crystal Bothelio, Assistant City Manager
City of Saratoga
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CITY OF SARATOGA
Memorandum
To: Public Art Commission
From: Crystal Bothelio, Assistant City Manager
Date: January 18, 2022
Subject: Commission Work Plan
To ensure that the Commission’s work efforts are in alignment with the desires of
the Council, each Commission prepares a work plan for City Council consideration
and authorization. This typically occurs once a year in February or March. Any public
art programs or installations that the Commission wishes to pursue should be
included in the work plan.
Items on the work plan should convey a general idea of what the Commission would
like to do, including resources needed and residents and/or outside organiza tions
that may be engaged. More detailed implementation plans for work plan ideas can
be developed after the work plan has been approved by the City Council. The work
plan proposed to the City Council should include the remainder of 2022 as well as
January – June 2023.
At the November 2021 meeting, the Commission received information about the
work plan process, an overview of the work plan efforts that have been transitioned
from the Public Art Committee to the Commission, and efforts that will be included
in the work plan at the direction of the City Council.
Additionally, Commissioners were invited to send work plan ideas to staff in advance
of the January meeting so that all suggestions could be considered by the
Commission at the January meeting. Staff collected the ideas that were shared and
has provided them in the attachment. Some of the ideas have been adapted to
include similar proposals from other Commissioners. In order to develop a work plan
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that is achievable, not all ideas provided can be included in the final work plan
recommended to the City Council. As the Commission identifies priority work plan
items, they should consider the amount of time and effort that the item may require
of Commissioners as well as any seasonal impacts that would make an effort les
successful. Staff will also help give guidance about City resource limitations.
If the Commission would like additional time to consider the proposed work plan, a
special meeting can be scheduled for later in January or in February.
Attachments:
- Draft Work Plan
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Public Art Commission Work Plan Ideas – January 2022 – Page 1
SARATOGA PUBLIC ART COMMISSION
DRAFT WORK PLAN IDEAS
Sculpture Program
Review work efforts of the Public Art Committee to identify opportunities for sculptures at
the City Hall Courtyard and Gateway locations then then comprehensively assess
opportunities for sculpture placement in Saratoga, including evaluation of locations, artist
selection process (such as whether to approach specific artists or accept proposals from
artist), and expectations for artwork (such as desired size or themes), then return to City
Council with a proposal for consideration. With Council’s approval, implement sculpture
program plans.
Public Art Fundraising
Explore options for raising funds for City public art efforts and present a fundraising proposal
to the City Council for consideration. With Council’s approval, implement fundraising plan.
Projection Art
Explore opportunities for projection art and return to City Council with a proposal for
consideration. For example, students could be invited to submit artwork (written, visual,
and/or performing) to be projected at night at a location in the City during Youth Art Month
or the community could share submissions that celebrate Asian American Art that are
projected at night at a location in the City during Asian American and Pacific Islander Heritage
Month.
Montalvo Arts Center Collaboration
Explore opportunities to collaborate with Montalvo Arts Center, such as temporary
placement of Artist in Residency work on City property, and present a proposal to the City
Council for consideration.
Artwork Exhibit Opportunities
Identify locations in the City where there is an opportunity to temporarily exhibit artwork at
or in public spaces. Present proposed exhibit locations to the City Council for consideration.
With Council’s approval, determine interest of the property owner or building occupant then
create a plan to exhibit artwork at locations with owner or occupant interest, including how
art will be selected or solicited and exhibit length. Present proposed plan to City Council for
consideration and implement with approval from the City Council.
Rainy Day Sidewalk Poetry
Continue the Rainy Day Sidewalk Poetry program in 2022 with a focus on Saratoga schools
by selecting up to 5 locations near schools (public or private) and inviting students at those
schools to submit a poem, an original poem that they have written or a poem by another
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Public Art Commission Work Plan Ideas – January 2022 – Page 2
writer. The Public Art Commission would evaluate poems and provide the City Council with
a recommended selection for each location for consideration. With approval from the City
Council, the poems would be stenciled and small unveiling events would be held with the
school at each location.
Chalk Art
Host chalk art activities at several existing community events, including Summer Movie
Nights hosted by the City, Saratoga Classic Car Show hosted by the Chamber, and the
Wildwood Music Fest hosted by the Chamber.
Youth Art Show
Reach out to the Youth Commission to gauge interest in hosting a collaborative art show
featuring youth artists of all types, from visual to performing arts.
Art Activity for People with Disabilities
Reach out to the Youth Commission to gauge interest in hosting an art activity event, either
in person or virtual, for people with disabilities.
Online Art Challenge
Invite the community to submit art online, from visual to performing art, that celebrates a
theme or topic of interest to the community, such as celebrating Asian Americans. Artwork
would be reviewed by the Public Art Commission and selected artwork would be featured on
the City’s social media, Saratoga Movie Nights, and KSAR. Submissions could be limited to
youth artists.
Public Art Outreach
Create guide to public art opportunities in Saratoga and increase outreach related to public
art efforts and programs, including #SaratogaROCKS.
Holiday Related Art Activities
Host art activities for various holidays. For example, egg painting. Activities could be done in
person or virtually.
Paint the City
Continue the Paint the City utility box painting program starting in fall/winter 2022. The City
of Saratoga started the Paint the City program in 2018 to turn plain utility boxes into works
of art. Residents age 10 and older are invited to submit conceptual artwork for utility box
locations. The Public Art Commission would then review conceptual artwork and select up
to 3 options per location. The top 3 selections are posted online for public voting where
residents can engage in the process by selecting their favorite conceptual design per
location. After the close of voting, the Commission would make a recommendation on
artwork to the City Council. Selected artists receive a stipend of $600.
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Public Art Commission Work Plan Ideas – January 2022 – Page 3
#SaratogaROCKS
Continue to encourage participation in the City of Saratoga’s #SaratogaROCKS program that
provides free rocking painting kits to community members.
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City of Saratoga
Public Art Commission
MEMBERSHIP
NAME TERM END
Gloria Wu 9/30/2022
James Cai 9/30/2023
Ramya Vasu 9/30/2024
Sohini Kar 9/30/2025
Siana Smith 9/30/2025
Staff:
Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@saratoga.ca.us
Kayla Nakamoto, City of Saratoga | 408.868.1208 | knakamoto@saratoga.ca.us
AGENDA PLANNER
The Commission holds regular meetings on the 3rd Monday of odd-numbered months at
6:30 p.m. Regular meetings may be rescheduled or canceled. Additionally, schedule special
meetings may be scheduled as needed.
MEETING AGENDA ITEMS
November 15, 2021 • Commissioner and Staff Introductions
• Overview of Commission Rules and Parliamentary
Procedures
• Overview of Public Art Commission Responsibilities
• City of Saratoga Public Art Efforts
• Public Art Commission Regular Meeting Schedule
• Commission 2022 Work Plan
• Selection of Chair and Vice Chair
• Future Agenda Items
January 18, 2022 • Minutes
• Finalize 2022 Work Plan
• Future Agenda Items
March 21, 2022 • Minutes
• Future Agenda Items
May 16, 2022 • Minutes
• Future Agenda Items
July 18, 2022 • Minutes
• Future Agenda Items
September 19, 2022 • Minutes
• Future Agenda Items
November 21, 2022 • Minutes
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Public Art Commission Agenda Planner – November 2021
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• Future Agenda Items
COMMISSION RESPONSIBILITIES & DUTIES (Resolution No. 21-047)
I. STRUCTURE
A. Membership. The Public Art Commission of the City of Saratoga shall consist of five
members appointed by the City Council. Members are required to meet qualifications
identified in City Code Section 2-12.020. The first five Commissioners appointed will
be exempted from City Code Section 2-12.020(a)(3).
B. Term of Office, Vacancies and Removal, Officers. The term of office, vacancies and
removals, and officers of members of the Commission shall be as set forth in the City
Code Section 2-12.020 except that the terms of four Commissioners initially
appointed to the Commission shall be partial terms of one, two, and three years to
ensure that the Commission terms are staggered in accordance with City Code 2 -
12.030(c).
II. ADMINISTRATION
A. Meetings. The Public Art Commission shall hold regular meetings every other month.
The date and time of these meetings shall be approved by vote of the Commission.
B. Rules of Procedure. The Commission shall in all respects comply with the
requirements for City Commissions as set forth in the City Code and City Council
policies.
C. Compensation. Members of the Commission shall serve without compensation.
When in accord with current City policy and when arranged in advance with the City
Manager, actual and necessary expenses incurred by Commission members acting in
their official capacity shall be reimbursed by the City.
D. Records. The staff liaison of the Commission shall keep a record of all proceedings,
deliberations, findings, determinations, and recommendations of the Commission.
These records shall be available to the public, and copies shall be filed with the City
Clerk.
E. Staff Support. Staff support required by the Commission shall be provided consistent
with City budget authorizations.
III. RESPONSIBILITIES & DUTIES
1. The Commission shall provide counsel and recommendations on public art policies,
budgets, plans, and procedures to the Saratoga City Council.
2. As directed by the City Council, evaluate and assess public art projects or programs
and perform such other activities as may be directed by the Saratoga City Council.
3. The Commission shall maintain communications with the City Council and City staff
on public art-related matters.
4. Provide support and/or advice on events or programs related to City public art.
5. Maintain awareness and knowledge of public art trends and principles.
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