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HomeMy WebLinkAbout01-23-2023 Public Art Commission Agenda PacketSaratoga Public Art Commission Agenda January 23, 2023 – Page 1 of 3 SARATOGA PUBLIC ART COMMISSION January 23, 2023 6:30 P.M. REGULAR MEETING Saratoga City Hall, Linda Callon Conference Room · 13777 Fruitvale Avenue, Saratoga CA 95070 Participation Information The meeting will be held in-person and teleconference pursuant to amendments to the teleconference rules required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of emergency when a local official has recommended social distancing. Members of the Commission and the public may participate in person at the location listed above on the agenda or via the Zoom platform using the information below. • Webinar URL: https://us02web.zoom.us/j/89692010270 • Webinar ID: 896 9201 0270 • Call In: 1.408.638.0968 or 1.669.900.6833 (enter the Webinar ID provided above when prompted) Written Communications Comments can be submitted in writing at www.saratoga.ca.us/publicart. Written communications received prior the end of the comment period will be provided to the members of the committee and included in the agenda packet and/or sup plemental meeting materials. Public Comment Members of the public may comment on any item for up to three (3) minutes. The amount of time for public comment may be reduced by the Chair or by action of the Commission. Public Comment will begin with speakers attending in-person first followed by those attending via Zoom. CALL TO ORDER ROLL CALL ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the Commission 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. Saratoga Public Art Commission Agenda January 23, 2023 – Page 2 of 3 AGENDA ITEMS: 1. Public Art Commission Minutes Recommended Action: Review and approve the minutes from the November 21, 2022 meeting. Draft Minutes 2. Montalvo Arts Center Collaboration Recommended Action: Discuss opportunities to collaborate with Montalvo Arts Center and, if desired, make a motion to schedule specific collaboration ideas for further discussion at a future Commission meeting. 3. Fiscal Year 2023/24 Work Plan Recommended Action: Finalize the proposed 2023/24 Work Plan and make a motion to recommend City Council approval of the proposed work plan. If additional time is nee ded to finalize the work plan, the March regular meeting can be rescheduled and/or a special meeting can be scheduled. Memo Presentation Slides 4. Committee Assignments Recommended Action: Review subcommittee assignments and, if desired, make a motion to appoint or reassign Commissioners to subcommittees based on the proposed Fiscal Year 2023/24 Work Plan. No more than 2 Commissioners may be assigned to a subcommittee. Memo 5. Committee Updates (Informational Only) Recommended Action: The Commission formed several subcommittees that meet outside of the Commission’s regular meetings to develop recommendations and work towards implementing the Commissions ambitious work plan. This agenda item provides a time for those committees and/or staff to provide an update on recent efforts. This item is informational only. 6. Chalk Art and #SaratogaROCKS Recommended Action: Discuss opportunities to host chalk art or #SaratogaROCKS activities at upcoming community events. Upcoming events include: St. Paddy’s Day (March), Blossom Festival (March or April), Arbor Day (April). Discuss opportunities for Commissioners to deliver rock painting kits to local organizations. Saratoga Public Art Commission Agenda January 23, 2023 – Page 3 of 3 7. Future Agenda items Recommended Action: Consider agenda items for upcoming meetings. The next regular meeting is on March 20, 2023 6:30 p.m. Agenda Planner ADJOURNMENT CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AG ENDA PACKET, & COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT I, Crystal Bothelio, declare that the foregoing agenda was posted and available for review on January 19, 2023 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us Signed this 19th day of January 2023 at Saratoga, California. Crystal Bothelio In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the committee by City staff in connection with this agenda, copies of materials distributed to the committee concurrently with the posting of the agenda, and materials distributed to the committee 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 t he 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 t o 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 21, 2022 – Page 1 of 3 MINUTES SARATOGA PUBLIC ART COMMISSION REGULAR MEETING NOVEMBER 21, 2022 CALL TO ORDER Chair Ramya Vasu called the meeting to order at 6:32 p.m. ROLL CALL Present: Chair Ramya Vasu, Vice Chair Gloria Wu, Commissioner James Cai, Sohini Kar, Siana Smith Absent: None Also Present: James Lindsay, Crystal Bothelio ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS: 1. Public Art Commission Minutes Recommended Action: Review and approve the minutes from the September 19, 2022 meeting. CAI/SMITH MOVED TO APPROVE THE MINUTES FROM THE SEPTEMBER 19, 2022 MEETING. MOTION PASSED. AYES: CAI, KAR, SMITH, VASU, WU. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2. Committee Updates (Informational Only) Recommended Action: The Commission formed several subcommittees that meet outside of the Commission’s regular meetings to develop recommendations and work towards implementing the Commissions ambitious work plan. This agenda item provide s a time for those committees to provide an update on their efforts to the Commission. This item is informational only. Chair Ramya Vasu shared that the City received a great response to the contest with more than 60 submittals. The 3 judges selected 1st, 2nd, and 3rd place winners in each of the age categories. The winners will be announced at the Tree Lighting Ceremony. Poems will also be on display outside of the Book-Go-Round. 3 Saratoga Public Art Commission Minutes November 21, 2022 – Page 2 of 3 Vice Chair Gloria Wu shared that the Online Art Challenge is ongoing, she shared a few pieces of her own artwork as part of the challenge. Commissioner Sohini Kar added that the committee selected 5 judges. Chair Ramya Vasu noted that she received feedback from students and recommended that in the future the Online Art Challenge be expanded to include students who attend school in Saratoga in addition to residents. Chair Ramya Vasu requested an update on Paint the City. Assistant City Manager Crystal Bothelio shared that the timeline for the project has shifted as a result of the State approval process for painting Caltrans utility boxes, pushing the overall timeline out so that painting occurs in the summer most likely. 3. Fiscal Year 2023/24 Work Plan Recommended Action: Review the 2022/23 Work Plan and progress to date. Brainstorm revisions or new ideas for the 2023/24 Work Plan for staff to gather additional information, including feasibility, resource needs, and possible implementation timeline, for the Commission to finalize the proposed 2023/24 Work Plan at the January 16, 2023 meeting. Chair Ramya Vasu proposed that future poetry contests could include Saratoga Library or be combined with the spring contest that the Library conducts. In addition or as an alternative, a second contest could be held for residents in addition to students. Chair Ramya Vasu requested a list of projects and efforts that have been completed for the next discussion on the work plan and requested that an estimated timeline for work plan items be included as part of the presentation to City Council. Commissioner Siana Smith discussed budget needs for work plan items, including the State Route 85 and sculpture work plan items, and implementation options for the work plan options should they require significant funds. Chair Ramya Vasu requested that the State Route 85 subcommittee meet before the end of the calendar year. Commissioner Siana Smith raised the possibility that the artwork exhibit opportunities and Montalvo collaboration work plan items could be synced or combined. Vice Chair Gloria Wu suggested discussion of combining the efforts at the January meeting. 4 Saratoga Public Art Commission Minutes November 21, 2022 – Page 3 of 3 Chair Ramya Vasu discussed opportunities for increasing participation in #SaratogaROCKS, such as increased resident outreach, and use of environmentally friendly paint. Assistant City Manager Crystal Bothelio confirmed that she would contact the City’s Public Information Officer on outreach opportunities and ask staff to buy environmentally friendly paint when supplies are purchased in the future. Commissioner Siana Smith discussed options for delivering rock painting kits to retirement communities and doing specific outreach to those communities. Chair Ramya Vasu suggested coordinating rock painting activities in advance of City events so that rocks can be displayed during events. For example, a rock painting activity could be held at the Senior Center in advance of Arbor Day and painted rocks could be on display during the event. Commissioner Siana Smith proposed using photos of painted rocks as part of the projection art display or holding a rock painting competition. 4. 2023 Meeting Schedule Recommended Action: Review the 2023 meeting schedule and make adjustments as needed. The Commission confirmed the 2023 meeting schedule. Emilie Zhang, public speaker, proposed that the Commission consider planning and coordinating public art efforts that promote volunteerism. Chair Ramya Vasu proposed that subcommittees keep this in mind when discussing work plan implementation. 5. Future Agenda items Recommended Action: Consider agenda items for upcoming meetings. The next regular meeting is on January 16, 2023 6:30 p.m. No additional items were scheduled for the January meeting. ADJOURNMENT Chair Ramya Vasu adjourned the meeting at 7:48 p.m. Minutes respectfully submitted: Crystal Bothelio, City of Saratoga 5 CITY OF SARATOGA Memorandum To: Public Art Commission From: Crystal Bothelio Date: January 23, 2023 Subject: Fiscal Year 2023/24 Work Plan To ensure that the Commission’s work efforts are in alignment with the desires of the Council, each Commission prepares an annual work plan for City Council consideration and authorization. The work plan describes all work efforts of the Commission during the City’s fiscal year, which spans from July 1 to June 30. Typically, the Council reviews and approves work plans in March. The Commission’s work plan includes 11 work efforts that have been scheduled for completion based on timetable approved by the Commission on May 16, 2022. Since then, the Commission has been very busy. The status of work plan efforts is noted below: • Complete: Saratoga Loves Poetry, State Route 85 and Union Pacific Overpass Artwork • In Progress: Online Art Challenge, Paint the City, Montalvo Arts Center Collaboration, Artwork Exhibit Opportunities • Ongoing: Chalk Art, #SaratogaROCKS • Upcoming: Sculpture Program, Public Art Fundraising, Projection Art During the November 21, 2022 meeting, the Commission reviewed its current work plan and progress towards achieving work efforts. The Commission also started brainstorming changes and additions to the work plan. Attached to this memo is a draft Fiscal Year 2023/24 Work Plan based on recent discussions of the work plan. Also attached is the Fiscal Year 2022/23 Work Plan. During the January 23, 2023 meeting, the Commission will finalize the proposed Fiscal Year 2023/24 work plan. During the meeting, the Commission may further refine the proposed work plan. If 6 needed, the Commission may schedule a special meeting to finalize the work plan. Alternatively, the Commission may reschedule the March meeting to occur earlier in the month. As requested at the November 2022 meeting, below is a list of differences between the draft Fiscal Year 2023/24 Work Plan and the Fiscal Year 2022/23 Work Plan: • State Route 85 & Union Pacific Overpass Artwork: The State Route 85 & Union Pacific Overpass Artwork subcommittee concluded this item is not feasible and recommended removing this item from the draft work plan. • Sculpture Program/Living Sculpture: The State Route 85 & Union Pacific Overpass Artwork subcommittee recommended modifying the Sculpture Program work plan item to focus on a living sculpture. • Public Art Fundraising: Based on discussion at the November 2022 Commission meeting, the timeline for Public Art Fundraising has been revised to occur after the Commission has refined its work efforts and knows what may require fundraising efforts. • Montalvo Arts Center Collaboration: The timeline for the Montalvo Arts Center Collaboration was refined to include potential next steps. • Saratoga Loves Poetry: Based on discussion at the November 2022 Commission meeting, the Saratoga Loves Poetry description has been revised to include the opportunity to collaborate with Saratoga Library and/or host a contest for residents of all ages. • Online Art Challenge: Recommended changes proposed by Online Art Challenge judges to open the contest to all students who attend school in Saratoga and create additional age categories for participants who are 18 years of age or younger have been noted in the work plan item description. • Timelines: Work plan timelines have revised to include future efforts in 2023/24. The draft Fiscal Year 2023/24 Work Plan includes a timeline for each item. Additionally, a schedule for the remainder of the current fiscal year and following fiscal year is shown below. The schedule has been prepared based on available staff resources to assist with work plan implementation, sequencing of related work plan items that, and seasonal impacts, such as when schools are in session or most likely to participate in an activity. 7 Remainder of Fiscal Year 2022/23 Schedule January 2023 • Montalvo Arts Collaboration discussion at PAC meeting • Artwork Exhibit Opportunities Committee Meeting February 2023 • Council consideration of Paint the City recommendations • Artwork Exhibit Opportunities Committee Meeting, if needed • Online Art Challenge exhibition • Paint the City application period March 2023 • Work Plan Study Session • PAC Montalvo Arts Center Collaboration recommendation • PAC consideration of Artwork Exhibit Opportunities • Projection Art Committee Meeting • Paint the City application period • Paint the City Committee meeting April 2023 • Council consideration of Montalvo Arts Collaboration recommendation • Council consideration of Artwork Exhibit Opportunities recommendation • Saratoga Loves Poetry Committee meeting • Projection Art Committee Meeting, if needed • Paint the City voting May 2023 • PAC consideration of Projection Art recommendation • PAC consideration of Saratoga Loves Poetry recommendation • PAC consideration of Paint the City voting and final artwork • Online Art Challenge Committee Meeting • Living Sculpture Committee Meeting • Artwork Exhibit Opportunities implementation June 2023 • Council consideration of Projection Art recommendation • Council consideration of Paint the City artwork • Online Art Challenge Committee Meeting, if needed • Living Sculpture Committee Meeting, if needed • Paint the City painting • Artwork Exhibit Opportunities implementation 8 Draft Fiscal Year 2023/24 Schedule July 2023 • PAC consideration of Living Sculpture proposal • PAC consideration of Online Art Challenge proposal • Paint the City painting • Projection Art implementation • Artwork Exhibit Opportunities implementation August 2023 • Paint the City Committee meeting • Saratoga Loves Poetry outreach • Projection Art implementation • Artwork Exhibit Opportunities implementation September 2023 • Council consideration of Living Sculpture proposal • PAC consideration of Paint the City recommendation • Saratoga Loves Poetry outreach and submittal period • Online Art Challenge registration period • Projection Art implementation • Artwork Exhibit Opportunities implementation October 2023 • Council consideration of Public Art Fundraising proposal • Saratoga Loves Poetry judging • Online Art Challenge submittal period & Judging • Artwork Exhibit Opportunities implementation November 2023 • Council consideration of Paint the City recommendation • PAC Regular Meeting • Saratoga Loves Poetry winner announcement & poetry showcase • Online Art Challenge submittal period & judging • Artwork Exhibit Opportunities implementation December 2023 • Saratoga Loves Poetry winner showcase • Online Art Challenge submittal period & judging • Paint the City application period • Artwork Exhibit Opportunities implementation January 2024 • Paint the City application period • Paint the City Committee meeting • Paint the City voting • Artwork Exhibit Opportunities implementation February 2024 • Online Art Challenge exhibit • Paint the City voting • Projection Art Committee meeting • Artwork Exhibit Opportunities implementation March 2024 • Work Plan Study Session • PAC consideration of Paint the City voting and final artwork • PAC consideration of Projection Art recommendation • Public Art Fundraising Committee meeting • Artwork Exhibit Opportunities implementation April 2024 • Council consideration of Paint the City artwork • Council consideration of Projection Art recommendation • Paint the City painting • Public Art Fundraising Committee meeting • Artwork Exhibit Opportunities implementation May 2024 • Paint the City painting • PAC consideration of Public Art Fundraising proposal • Artwork Exhibit Opportunities implementation June 2024 • Council consideration of Public Art Fundraising proposal • Projection Art implementation • Artwork Exhibit Opportunities implementation 9 ATTACHMENT 1: FISCAL YEAR 2023/24 WORK PLAN Draft January 23, 2023 1. Living Sculpture Explore options for creating a living sculpture consisting of plants and other materials, such as metal, glass, or mirror, to be installed in a City median, park, or other appropriate location and present a proposal to City Council for consideration. With Council’s approval, implement sculpture plans. Committee Members: • Siana Smith Timeline: • March 2023: Council consideration of work plan item • May – June 2023: Subcommittee to develop a recommendation • July 2023: Commission consideration of committee recommendation • September 2023: City Council consideration of recommendation 2. Public Art Fundraising Explore options for raising funds for and non-monetary contributions, such as space or partnerships, to support City public art efforts and present a fundraising proposal to the City Council for consideration. With Council’s approval, implement fundraising plan. Committee Members: • James Cai • Sohini Kar Timeline: • March – April 2024: Subcommittee to develop a recommended fundraising plan • May 20, 2024: Commission consideration of committee recommendation • June 2024: City Council consideration of Commission recommendation Status: Committee work to begin spring 2023. 10 3. Projection Art Explore opportunities for projection art and return to City Council with a proposal for consideration, including possible themes, locations, community participation, frequency, and timing. For example, students could be invited to submit artwork (written, visual, and/or performing) to be projected at night in the City. Committee Members: • Sohini Kar • Gloria Wu Timeline: • March – April 2023: Subcommittee to develop a recommended program • May 15, 2023: Commission consideration of committee recommendation • June 2023: City Council consideration of Commission recommendation • July – September 2023: Tentative implementation, if Commission recommendation approved • February 2024: Subcommittee to develop a recommended program • March 18, 2024: Commission consideration of committee recommendation • April 2024: City Council consideration of Commission recommendation • June – August 2024: Tentative implementation, if Commission recommendation approved 4. 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. Timeline: • January 23, 2023: Staff to invite Montalvo Arts Center representative to attend meeting to discuss opportunities for collaboration • March 20, 2023: Commission to develop recommendation for collaboration • April 2023: City Council consideration of Commission recommendation 11 5. Artwork Exhibit Opportunities Identify non-traditional exhibit locations in the City where there is an opportunity to temporarily display artwork at or in public spaces, including spaces managed/maintained by community partners. For example, locations could include City buildings and properties, Saratoga Library, schools, or West Valley College. Ask staff to assess feasibility of displaying artwork at those locations. Present proposal for exhibit, including art selection and locations. Artwork that is displayed could be developed through other work plan items, such as projection art or the online art challenge, or through collaboration with community partners. With Council’s approval, implement proposed plan and seek Council authorization prior to placement of any artwork proposed for City property. Committee Members: • Siana Smith • Gloria Wu Timeline: • January – February 2023: Subcommittee to develop recommended artwork exhibit opportunities • March 20, 2023: Commission consideration of committee recommendation • April 2023: City Council consideration/approval of Commission recommendation • May 2023 – June 2024: Artwork Exhibit Opportunities implementation, if Commission recommendation approved Status: First committee meeting on January 23, 2023. 12 6. Saratoga Loves Poetry Invite students at schools located in Saratoga to submit original poetry for the chance to win a prize, to be showcased in a variety of ways, such as through City online communication channels, through a temporary display, requesting publication in local newspapers, and/or at special events and activities, including as part of other work plan efforts, such as projection art. Explore options to collaborate with Saratoga Library as part of their annual contest or a new contest. In addition or as an alternative, consider options to include residents of all ages in 1 contest per year. Committee Members: • Ramya Vasu Timeline: • April 2023: Subcommittee to develop a recommended program • May 15, 2023: Commission consideration of committee recommendation • August – September 2023: Outreach, registration, and submittal period for student contest • October 2023: Selection of student contest winners • November – December 2023: Announcement of winners and showcase of poems Status Complete for 2022. In September 2022, K-12 students who live or attend school in Saratoga were invited to submit an original poem for a chance to have their poem showcased and to receive a prize. The City received 63 submissions and a panel of 3 judges, selected by the Saratoga Loves Poetry subcommittee, selected 1 st, 2nd, and 3rd prize winners in the following age groups: Kindergarten - Grade 2, Grades 3 – 5, Grades 6 – 8, and Grades 9 – 12. Winners were announced at Tree Lighting on November 25. 7. Chalk Art Explore options to 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. Chalk art activities would be documented through photos and/or video. Implementation: • At every regular meeting, discuss opportunities to host Chalk Art or #SaratogaROCKS activity at upcoming events within the next 2 to 3 months in the community Status: Ongoing. At each meeting, the Commission considers opportunities to host a Chalk Art or #SaratogaROCKS activity at upcoming events. The Commission has hosted art activities at a number of events in the City, including Arbor Day, Movie Nights, and Community Harvest. 13 8. Online Art Challenge Challenge the community to submit and share artwork at regular intervals over a designated amount of time (such as once a week for one month). Participants would be invited to select one medium for all submissions over the course of the challenge (suc h as dance or photography). Selected artwork could be featured by the City in different ways, such as being shared online. Consider opening contest to all students who attend school in Saratoga and create additional age categories for participants who are age 18 years or younger. Committee Members: • Sohini Kar • Gloria Wu Timeline: • February 2023: Exhibition of 2022 Online Art Challenge submissions • May – June 2023: Subcommittee to develop a recommended program • July 17, 2023: Commission consideration of committee recommendation • September – December 2023: Outreach, registration, submission of artwork, and judging • February 2024: Exhibition of artwork Status: In progress. Saratoga residents were invited to register for the 3-month Online Art Challenge in September 2022. Registered participants were invited to submit artwork within the categories of fine arts, photography, and video inspired by monthly themes in October (Changing Colors), November (Gratitude), and December (Joy). Artists were permitted to submit as many pieces as they would like each month. A total of 56 artists registered for the challenge. A panel of 5 judges selected by the Online Art Challenge subcommittee picked 1 monthly winner within 2 age groups (18 years and younger, over 18 years), 1 monthly honorable mention for each age group and within each of the 3 art categories (photography, video, and fine arts), and 1 grand prize winner for each age group. Artwork will be exhibited through an online event in early 2023. 9. Paint the City Continue the Paint the City utility box painting program starting in fall/winter 2022 and consider the addition of non-City owned utility boxes. Once locations are identified and authorized by the City Council, residents age 10 and older would be 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 would be 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. 14 Committee Members: • James Cai • Ramya Vasu Implementation: • July – August 2022: Subcommittee to develop a recommended program • September 19, 2022: Commission consideration of committee recommendation • February 2023: City Council consideration of Commission recommendation • February – March 2023: Application period • March 2023: Subcommittee to develop recommended Top 3 selections for each location • March 20, 2023: Commission consideration of committee recommendation • April 2023: Public voting • May 15, 2023: Results of public voting and Commission recommendation on final artwork • June 2023: City Council consideration/approval of Commission recommendation • June – July 2023: Utility box painting completed • August 2023: Subcommittee to develop a recommended program • September 18, 2023: Commission consideration of committee recommendation • November 2023: Council consideration of Commission recommendation • December 2023 – January 2024: Application period • January 2024: Subcommittee to develop recommended Top 3 selections for each location • January 15, 2024: Commission consideration of committee recommendation • January – February 2024: Public voting • March 18, 2023: Results of public voting and Commission recommendation on final artwork • April 2024: City Council consideration/approval of Commission recommendation • April – May 2024: Utility box painting completed Status: In progress. At the September 2022 meeting, the Commission recommended that The City Council approve the following three locations for the next Paint the City cycle: 1) Saratoga Avenue at State Route 85 North; 2) Saratoga Avenue at State Route 85 South; and, 3) Saratoga Avenue at Dagmar. The Commission also recommended Saratoga Avenue at Vineyard as a backup option. The City is currently working with the State for approvals to paint the State boxes north and south of State Route 85. The recommended locations will be scheduled for City Council consideration once requirements for State approval are determined and completed. 15 10. #SaratogaROCKS Continue to encourage participation in the City of Saratoga’s #SaratogaROCKS program, which provides free rock painting kits to community members, and explore ways to enhance the program, increase participation, and make more appealing to community members. Conduct strategic outreach, such as providing kits to local retirement communities or hosting rock painting at local events. Document use of kits through photos or video. Implementation: At every regular meeting, discuss opportunities for Commissioners to attend upcoming community events and host #SaratogaROCKS or Chalk Art activity. Status: Ongoing. At each meeting, the Commission considers opportunities to host a Chalk Art or #SaratogaROCKS activity at upcoming events. The Commission has hosted art activities at a number of events in the City, including Arbor Day, Movie Nights, and Community Harvest. 16 ATTACHMENT 2: FISCAL YEAR 2022/23 WORK PLAN Approved March 28, 2022 1. Sculpture Program Review work efforts of the Public Art Committee to identify opportunities for sculptures at the City Hall Courtyard and Gateway locations 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. Committee Members: • Siana Smith Implementation: • January 2023 – February 2023: Subcommittee meeting(s) to review past efforts and develop a recommendation to the Commission • March 20, 2023: Commission consideration of recommendation • April 2023: City Council consideration/approval of recommendation Status: Committee work to begin early 2023. 2. Public Art Fundraising Explore options for raising funds for and non-monetary contributions, such as space or partnerships, to support City public art efforts and present a fundraising proposal to the City Council for consideration. With Council’s approval, implement fundraising plan. Committee Members: • James Cai • Sohini Kar Implementation: • March – April 2023: Subcommittee to develop a recommended fundraising plan • May 15, 2023: Commission consideration of committee recommendation • June 2023: City Council consideration/approval of Commission recommendation Status: Committee work to begin spring 2023. 17 3. Projection Art Explore opportunities for projection art and return to City Council with a proposal for consideration, including possible themes, locations, community participation, frequency, and timing. For example, students could be invited to submit artwork (written, visual, and/or performing) to be projected at night in the City during Youth Art Month or the community could share submissions that celebrate Asian American Art that are projected at night at in the City during Asian American and Pacific Islander Heritage Month. Committee Members: • Sohini Kar • Gloria Wu Implementation: • March – April 2023: Subcommittee to develop a recommended program • May 15, 2023: Commission consideration of committee recommendation • June 2023: City Council consideration/approval of Commission recommendation Status: Committee work to begin spring 2023. 4. 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. Implementation: • November 21, 2022: Staff to invite Montalvo Arts Center representative to attend meeting to discuss opportunities for collaboration Status: Montalvo invited to attend November 2022 meeting, likely to be rescheduled for January 2023. 18 5. Artwork Exhibit Opportunities Identify non-traditional exhibit locations in the City where there is an opportunity to temporarily display artwork at or in public spaces, including spaces managed/maintained by community partners. For example, locations could include City buildings and properties, Saratoga Library, schools, or West Valley College. Ask staff to assess feasibility of displaying artwork at those locations. Present proposal for exhibit, including art selection and locations. Artwork that is displayed could be developed through other work plan items, such as projection art or the online art challenge, or through collaboration with community partners. With Council’s approval, implement proposed plan and seek Council authorization prior to placement of any artwork proposed for City property. Committee Members: • Siana Smith • Gloria Wu Implementation: • January – February 2023: Subcommittee to develop recommended artwork exhibit opportunities • March 20, 2023: Commission consideration of committee recommendation • April 2023: City Council consideration/approval of Commission recommendation Status: Committee work to begin in early 2023. 6. Saratoga Loves Poetry Invite students at schools located in Saratoga to submit original poetry 2 to 4 times per year to be reviewed and selected by the Public Art Commission to be showcased in a variety of ways, such as through City online communication channels, through a temporary display, requesting publication in local newspapers, and/or at special events and activities, including as part of other work plan efforts, such as projection art. Committee Members: • Ramya Vasu Implementation: • May – June 2022: Subcommittee to develop a recommended program • July 18, 2022: Commission consideration of committee recommendation • August – October 2022: Coordination with schools and implementation of program • October 2022: Subcommittee to develop recommended list of poems to showcase • November 21, 2022: Commission consideration of committee recommendation • November – December 2022: Showcase of poems Status Complete. In September 2022, K-12 students who live or attend school in Saratoga were invited to submit an original poem for a chance to have their poem showcased and to 19 receive a prize. The City received 63 submissions and a panel of 3 judges, selected by the Saratoga Loves Poetry subcommittee, selected 1 st, 2nd, and 3rd prize winners in the following age groups: Kindergarten - Grade 2, Grades 3 – 5, Grades 6 – 8, and Grades 9 – 12. Winners will be announced at Tree Lighting on November 25. 7. Chalk Art Explore options to 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. Chalk art activities would be documented through photos and/or video. Implementation: • At every regular meeting, discuss opportunities to host Chalk Art or #Sarato gaROCKS activity at upcoming events within the next 2 to 3 months in the community Status: Ongoing. At each meeting, the Commission considers opportunities to host a Chalk Art or #SaratogaROCKS activity at upcoming events. The Commission has hosted art activities at a number of events in the City, including Arbor Day, Movie Nights, and Community Harvest. 8. Online Art Challenge Challenge the community to submit and share artwork at regular intervals over a designated amount of time (such as once a week for one month). Participants would be invited to select one medium for all submissions over the course of the challenge (such as dance or photography). Selected artwork could be featured by the City in different ways, such as being shared online. Committee Members: • Sohini Kar • Gloria Wu Implementation: • May – June 2022: Subcommittee to develop a recommended program • July 18, 2022: Commission consideration of committee recommendation • August – September 2022: Implementation of program Status: In progress. Saratoga residents were invited to register for the 3-month Online Art Challenge in September 2022. Registered participants may submit artwork within the categories of fine arts, photography, and video inspired by monthly themes in October (Changing Colors), November (Gratitude), and December (Joy). Artists may submit as many pieces as they would like each month. A total of 56 artists registered for the challenge. A panel of 5 judges selected by the Online Art Challenge subcommittee will be selecting 1 monthly winner within 2 age groups (18 years and younger, over 18 years), 1 monthly honorable mention for each age group and within each of the 3 art categories 20 (photography, video, and fine arts), and 1 grand prize winner for each age group. Artwork will be exhibited through an online event in early 2023. 9. Paint the City Continue the Paint the City utility box painting program starting in fall/winter 2022 and consider the addition of non-City owned utility boxes. Once locations are identified and authorized by the City Council, residents age 10 and older would be 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 selection s would be 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. Committee Members: • James Cai • Ramya Vasu Implementation: • July – August 2022: Subcommittee to develop a recommended program • September 19, 2022: Commission consideration of committee recommendation • November 2022: City Council consideration/approval of Commission recommendation • December 2022 – January 2023: Application period • January 2023: Subcommittee to develop recommended Top 3 selections for each location • January 16, 2023: Commission consideration of committee recommendation • January – February 2023: Public voting • March 20, 2023: Results of public voting and Commission recommendation on final artwork • April 2023: City Council consideration/approval of Commission recommendation Status: In progress. At the September 2022 meeting, the Commission recommended that The City Council approve the following three locations for the next Paint the City cycle: 1) Saratoga Avenue at State Route 85 North; 2) Saratoga Avenue at State Route 85 South; and, 3) Saratoga Avenue at Dagmar. The Commission also recommended Saratoga Avenue at Vineyard as a backup option. The City is currently working with the State for approvals to paint the State boxes north and south of State Route 85. Once State approvals are obtained, the locations will be scheduled for City Council consideration. 21 10. State Route 85 & Union Pacific Overpass Artwork Research opportunities for artwork, such as a mural, to be placed on the State Route 85 and Union Pacific overpass pillars or other concrete elements (shown below in yellow). Present proposed plan to City Council for consideration and implement with approval from the City Council. Committee Members: • Siana Smith • Ramya Vasu Implementation: • November – December 2022: Subcommittee to develop a recommended opportunities for artwork • January 16, 2023: Commission consideration of committee recommendation • February 2023: City Council consideration/approval of Commission recommendation Status: The Committee met several times in December 2022 and proposed that this work plan item be removed due to lack of feasibility. The Committee also proposed 11. #SaratogaROCKS Continue to encourage participation in the City of Saratoga’s #SaratogaROCKS program, which provides free rock painting kits to community members, and explore ways to enhance the program, increase participation, and make more appealing to community members. Conduct strategic outreach, such as providing kits to local retirement communities or hosting rock painting at local events. Document use of kits through photos or video. Implementation: At every regular meeting, discuss opportunities for Commissioners to attend upcoming community events and host #SaratogaROCKS or Chalk Art activity. Status: Ongoing. At each meeting, the Commission considers opportunities to host a Chalk Art or #SaratogaROCKS activity at upcoming events. The Commission has hosted art activities at a number of events in the City, including Arbor Day, Movie Nights, and Community Harvest. 22 Fiscal Year 2023/24 Work Plan 23 2022/23 Work Efforts 24 2023/24 Updates •State Route 85 &Union Pacific Overpass Artwork:The State Route 85 &Union Pacific Overpass Artworksubcommitteeconcludedthisitemisnotfeasibleandrecommendedremovingthisitemfromthedraftworkplan. •Sculpture Program/Living Sculpture:The State Route 85 &Union Pacific Overpass Artwork subcommitteerecommendedmodifyingtheSculptureProgramworkplanitemtofocusonalivingsculpture. •Public Art Fundraising:Based on discussion at the November 2022 Commission meeting,the timeline forPublicArtFundraisinghasbeenrevisedtooccuraftertheCommissionhasrefineditsworkeffortsandknowswhatmayrequirefundraisingefforts. •Montalvo Arts Center Collaboration:The timeline for the Montalvo Arts Center Collaboration was refined toincludepotentialnextsteps. •Saratoga Loves Poetry:Based on discussion at the November 2022 Commission meeting,the Saratoga LovesPoetrydescriptionhasbeenrevisedtoincludetheopportunitytocollaboratewithSaratogaLibraryand/orhostacontestforresidentsofallages. •Online Art Challenge:Recommended changes proposed by Online Art Challenge judges to open the contesttoallstudentswhoattendschoolinSaratogaandcreateadditionalagecategoriesforparticipantswhoare18yearsofageoryoungerhavebeennotedintheworkplanitemdescription. •Timelines:Work plan timelines have revised to include future efforts in 2023/24. 25 Proposed FY 2023/24 Work Plan Living Sculpture (Formerly Sculpture Program) •March 2023 –September 2023 Public Art Fundraising •March 2024 –June 2024 Projection Art •March 2023 –September 2023 •February 2024 –August 2024 Montalvo Arts Center Collaboration •January 2023 –April 2023 Artwork Exhibit Opportunities •January 2023 –June 2024 Saratoga Loves Poetry •April 2023 –December 2023 Chalk Art •Ongoing Online Art Challenge •February 2023 •May 2023 –February 2024 Paint the City •July 2022 –July 2023 •August 2023 –May 2024 #SaratogaROCKS •Ongoing 26 March 2022 •Approval of Work Plan April 2022 •#SaratogaROCKS at Arbor Day May 2022 •Approval of Implementation Schedule & Committee Assignments June 2022 •#SaratogaROCKS at Movie Night & Community Harvest •Online Art Challenge Committee Meeting July 2022 •Saratoga Loves Poetry Committee Meeting •Commission Consideration of Online Art Challenge and Saratoga Loves Poetry Recommendations August 2022 •Saratoga Loves Poetry Committee Meeting •Online Art Challenge Committee Meeting •#SaratogaROCKS at Movie Night •Saratoga Loves Poetry Launch September 2022 •Paint the City Subcommittee Meeting •Commission Consideration of Paint the City Recommendations •Online Art Challenge Registration •Call for Art Judges October 2022 •Saratoga Loves Poetry Committee Meeting •Online Art Challenge Committee Meeting •Saratoga Loves Poetry Judging •Online Art Challenge November 2022 •Recognition of Saratoga Loves Poetry Winner •Online Art Challenge December 2022 •State Route 85 Subcommittee Meetings •Online Art Challenge January 2023 •Montalvo Arts Collaboration discussion at PAC meeting •Artwork Exhibit Opportunities Committee Meeting February 2023 •Council consideration of Paint the City recommendations •Artwork Exhibit Opportunities Committee Meeting, if needed •Online Art Challenge exhibition •Paint the City application period March 2023 •Work Plan Study Session •PAC Montalvo Arts Center Collaboration recommendation •PAC consideration of Artwork Exhibit Opportunities •Projection Art Committee Meeting •Paint the City application period •Paint the City Committee meeting April 2023 •Council consideration of Montalvo Arts Collaboration recommendation •Council consideration of Artwork Exhibit Opportunities recommendation •Saratoga Loves Poetry Committee meeting •Projection Art Committee Meeting, if needed •Paint the City voting May 2023 •PAC consideration of Projection Art recommendation •PAC consideration of Saratoga Loves Poetry recommendation •PAC consideration of Paint the City voting and final artwork •Online Art Challenge Committee Meeting •Living Sculpture Committee Meeting •Artwork Exhibit Opportunities implementation June 2023 •Council consideration of Projection Art recommendation •Council consideration of Paint the City artwork •Online Art Challenge Committee Meeting, if needed •Living Sculpture Committee Meeting, if needed •Paint the City painting •Artwork Exhibit Opportunities implementation 2022/23 Schedule 27 July 2023 •PAC consideration of Living Sculpture proposal •PAC consideration of Online Art Challenge proposal •Paint the City painting •Projection Art implementation •Artwork Exhibit Opportunities implementation August 2023 •Paint the City Committee meeting •Saratoga Loves Poetry outreach •Projection Art implementation •Artwork Exhibit Opportunities implementation September 2023 •Council consideration of Living Sculpture proposal •PAC consideration of Paint the City recommendation •Saratoga Loves Poetry outreach and submittal period •Online Art Challenge registration period •Projection Art implementation •Artwork Exhibit Opportunities implementation October 2023 •Council consideration of Public Art Fundraising proposal •Saratoga Loves Poetry judging •Online Art Challenge submittal period & Judging •Artwork Exhibit Opportunities implementation November 2023 •Council consideration of Paint the City recommendation •PAC Regular Meeting •Saratoga Loves Poetry winner announcement & poetry showcase •Online Art Challenge submittal period & judging •Artwork Exhibit Opportunities implementation December 2023 •Saratoga Loves Poetry winner showcase •Online Art Challenge submittal period & judging •Paint the City application period •Artwork Exhibit Opportunities implementation January 2024 •Paint the City application period •Paint the City Committee meeting •Paint the City voting •Artwork Exhibit Opportunities implementation February 2024 •Online Art Challenge exhibit •Paint the City voting •Projection Art Committee meeting •Artwork Exhibit Opportunities implementation March 2024 •Work Plan Study Session •PAC consideration of Paint the City voting and final artwork •PAC consideration of Projection Art recommendation •Public Art Fundraising Committee meeting •Artwork Exhibit Opportunities implementation April 2024 •Council consideration of Paint the City artwork •Council consideration of Projection Art recommendation •Paint the City painting •Public Art Fundraising Committee meeting •Artwork Exhibit Opportunities implementation May 2024 •Paint the City painting •PAC consideration of Public Art Fundraising proposal •Artwork Exhibit Opportunities implementation June 2024 •Council consideration of Public Art Fundraising proposal •Projection Art implementation •Artwork Exhibit Opportunities implementation 2023/24 Schedule 28 CITY OF SARATOGA Memorandum To: Public Art Commission From: Crystal Bothelio Date: January 23, 2023 Subject: Subcommittee Assignments At the May 16, 2022 Public Art Commission meeting, the Commission formed several subcommittees that would meet outside of the Commission’s regular meetings to develop a recommended plan or program to be presented to the Commission and if necessary, to Council, prior to implementation. In anticipation that the Commission will finalize its proposed Fiscal Year 2023/24 Work Plan, this item has been included on the January 23, 2023 agenda to provide the Commission with the chance to adjust committee assignments and create or suspend committees based on expected 2023/24 work efforts. ABOUT COMMITTEES For an even distribution of work, each Commissioners should plan to volunteer for 2 to 3 committees. To the extent possible, committee meetings will be scheduled during regular City business hours. However, if committee members are unable to meet during business hours, then staff can make arrangements for meetings to be held on weekday evenings. Generally, each committee will be responsible for further developing and refining their work plan item to the point that the committee develops a recommendation for execution or reaches the conclusion that the item cannot be completed. Subcommittees are limited to no more than 2 Commissioners and are subject to the Brown Act. Due to Brown Act limitations, Commissioners assigned to a subcommittee on a specific work plan may only discuss that work plan item at an agendized meeting with their fellow members. Staff will support committees be initiating scheduling of meetings, preparing and posting agendas as required by the Brown Act, and 29 preparing committee meeting minutes. Additionally, staff will provide information and guidance to committees to help them develop their recommendations. Staff will also assist in the committee process by sharing research on the work plan item, available resources, options for implementation, and limitations with the committee. Members of each committee will also offer their own insights, experience, and knowledge. Committee members may also ask for additional information if it is needed for the committee to reach a recommendation. Committees should expect to hold at least 1 meeting outside of the Commission’s regular meeting schedule but may be required to hold more than 1 meeting. Some of the more complicated work efforts, such as those requiring approvals or participation by other agencies, will likely need more meetings. While staff will work with the committees to maintain the proposed schedule to the extent possible, the timeline may shift depending on the complexity of the work plan item, availability of committee members to meet, and shifting staff availability to assist with committee efforts. Consequently, some efforts may not be completed on schedule or before the end of the work plan period. Once a committee can reach a recommendation, the committee’s recommendation will be scheduled for Commission consideration. When the Commission considers recommendations from a committee, the Commission may accept, adjust and amend, or reject the recommendation. The Commission may also request that the committee come back with a revised recommendation if the Commission feels further work is needed. Some items will require City Council consideration after the Commission comes to agreement on the execution of a work plan. The proposed work plan items that require City Council approval include: • Living Sculpture • Public Art Fundraising • Projection Art • Artwork Exhibit Opportunities • Paint the City The City Council is the ultimate decision maker on these items and approved the work plan on the condition that these items would be considered by the Council prior to implementation. When the City Council considers recommendations from the 30 Commission, the Council may accept them, reject them, amend them, or send them back to the Commission for further refinement. After receiving necessary approvals from either the Commission or City Council, implementation of work plan items may begin. Depending on the nature of the work plan item, Commissioners may be able or expected to assist with implementation. For example, Commissioners would be expected to fully host chalk art or rock painting activities at community events. Other work plan items will not require Commissioner support for implementation. COMMITTEE ASSIGNMENTS Proposed work plan items are listed below. Also shown is a summary of the proposed timeline for each work plan item and previously approved committee membership. 1. Living Sculpture (Formerly Sculpture Program) • Proposed Timeline: March 2023 – September 2023 • Committee Members: Siana Smith 2. Public Art Fundraising • Proposed Timeline: March 2024 – June 2024 • Committee Members: James Cai, Sohini Kar 3. Projection Art • Proposed Timeline: March 2023 – September 2023, February 2024 – August 2024 • Committee Members: Sohini Kar, Gloria Wu 4. Montalvo Arts Center Collaboration • Proposed Timeline: January 2023 – April 2023 • Committee Members: No Committee 31 5. Artwork Exhibit Opportunities • Proposed Timeline: January 2023 – June 2024 • Committee Members: Siana Smith, Gloria Wu 6. Saratoga Loves Poetry • Proposed Timeline: April 2023 – December 2023 • Committee Members: Ramya Vasu 7. Chalk Art • Proposed Timeline: Ongoing • Committee Members: No Committee 8. Online Art Challenge • Proposed Timeline: February 2023, May 2023 – February 2024 • Committee Members: Sohini Kar, Gloria Wu 9. Paint the City • Proposed Timeline: July 2022 – July 2023, August 2023 – May 2024 • Committee Members: James Cai, Ramya Vasu 10. #SaratogaROCKS • Proposed Timeline: Ongoing • Committee Members: No Committee 32 City of Saratoga Public Art Commission MEMBERSHIP NAME TERM END James Cai 9/30/2023 Ramya Vasu, Chair 9/30/2024 Sohini Kar 9/30/2025 Siana Smith 9/30/2025 Gloria Wu, Vice Chair 9/30/2026 Staff: Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@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 • Commission Work Plan Study Session Preparation • Commission Check In • Future Agenda Items March 28, 2022 6:00 p.m. – 9:00 p.m. Commission Work Plan Study Session • 7:45 p.m. Public Art Commission Work Plan May 16, 2022 • Minutes • Work Plan Implementation • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items July 18, 2022 • Minutes 33 Public Art Commission Agenda Planner – January 2023 Page 2 • Subcommittee Assignments • Online Art Challenge: Finalize Program Details • Saratoga Loves Poetry: Finalize Program Details • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items September 19, 2022 • Minutes • Paint the City: Program Recommendation & Locations • Selection of Chair and Vice Chair • Committee Updates • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items November 21, 2022 • Minutes • Committee Updates • FY 23/24 Work Plan • 2023 Meeting Schedule • Future Agenda Items January 23, 2023 • Minutes • Montalvo Arts Center Collaboration: Discuss mutual areas of interest for collaboration between City and Montalvo. If possible, develop recommendation for Council. • FY 23/24 Work Plan • Committee Assignments • Committee Updates • Chalk Art OR #SaratogaROCKS at Community Events & Delivery to Community Organizations • Future Agenda Items March 2023 Commission Work Plan Study Session March 20, 2023 • Minutes • Artwork Exhibit Opportunities: Discuss artwork exhibit opportunities and finalize recommendation for Council. • Sculpture Program: Consider past efforts and options for the future. If possible, develop recommendation for Council. • Paint the City: Make Top 3 Selections at each location for public voting. • Committee Updates 34 Public Art Commission Agenda Planner – January 2023 Page 3 • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items May 15, 2023 • Minutes • Projection Art: Develop recommendation on program details for Council. • Public Art Fundraising: Discuss fundraising and finalize recommended fundraising plan for Council. • Paint the City: Recommendations to Council. • Committee Updates • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items FISCAL YEAR 2022/23 WORK PLAN Approved March 28, 2022 1. Sculpture Program Review work efforts of the Public Art Committee to identify opportunities for sculptures at the City Hall Courtyard and Gateway locations 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. Committee Members: • Siana Smith Implementation: • January 2023 – February 2023: Subcommittee meeting(s) to review past efforts and develop a recommendation to the Commission • March 20, 2023: Commission consideration of recommendation • April 2023: City Council consideration/approval of recommendation 35 Public Art Commission Agenda Planner – January 2023 Page 4 2. Public Art Fundraising Explore options for raising funds for and non-monetary contributions, such as space or partnerships, to support City public art efforts and present a fundraising proposal to the City Council for consideration. With Council’s approval, implement fundraising plan. Committee Members: • James Cai • Sohini Kar Implementation: • March – April 2023: Subcommittee to develop a recommended fundraising plan • May 15, 2023: Commission consideration of committee recommendation • June 2023: City Council consideration/approval of Commission recommendation 3. Projection Art Explore opportunities for projection art and return to City Council with a proposal for consideration, including possible themes, locations, community participation, frequency, and timing. For example, students could be invited to submit artwork (written, visual, and/or performing) to be projected at night in the City during Youth Art Month or the community could share submissions that celebrate Asian American Art that are projected at night at in the City during Asian American and Pacific Islander Heritage Month. Committee Members: • Sohini Kar • Gloria Wu Implementation: • March – April 2023: Subcommittee to develop a recommended program • May 15, 2023: Commission consideration of committee recommendation • June 2023: City Council consideration/approval of Commission recommendation 36 Public Art Commission Agenda Planner – January 2023 Page 5 4. 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. Implementation: • November 21, 2022: Staff to invite Montalvo Arts Center representative to attend meeting to discuss opportunities for collaboration 5. Artwork Exhibit Opportunities Identify non-traditional exhibit locations in the City where there is an opportunity to temporarily display artwork at or in public spaces, including spaces managed/maintained by community partners. For example, locations could include City buildings and properties, Saratoga Library, schools, or West Valley College. Ask staff to assess feasibility of displaying artwork at those locations. Present proposal for exhibit, including art selection and locations. Artwork that is displayed could be developed through other work plan items, such as projection art or the online art challenge, or through collaboration with community partners. With Council’s approval, implement proposed plan and seek Council authorization prior to placement of any artwork proposed for City property. Committee Members: • Siana Smith • Gloria Wu Implementation: • January – February 2023: Subcommittee to develop recommended artwork exhibit opportunities • March 20, 2023: Commission consideration of committee recommendation • April 2023: City Council consideration/approval of Commission recommendation 37 Public Art Commission Agenda Planner – January 2023 Page 6 6. Saratoga Loves Poetry Invite students at schools located in Saratoga to submit original poetry 2 to 4 times per year to be reviewed and selected by the Public Art Commission to be showcased in a variety of ways, such as through City online communication channels, through a temporary display, requesting publication in local newspapers, and/or at special events and activities, including as part of other work plan efforts, such as projection art. Committee Members: • Ramya Vasu Implementation: • May – June 2022: Subcommittee to develop a recommended program • July 18, 2022: Commission consideration of committee recommendation • August – October 2022: Coordination with schools and implementation of program • October 2022: Subcommittee to develop recommended list of poems to showcase • November 21, 2022: Commission consideration of committee recommendation • November – December 2022: Showcase of poems 7. Chalk Art Explore options to 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. Chalk art activities would be documented through photos and/or video. Implementation: • At every regular meeting, discuss opportunities to host Chalk Art or #SaratogaROCKS activity at upcoming events within the next 2 to 3 months in the community 38 Public Art Commission Agenda Planner – January 2023 Page 7 8. Online Art Challenge Challenge the community to submit and share artwork at regular intervals over a designated amount of time (such as once a week for one month). Participants would be invited to select one medium for all submissions over the course of the challenge (such as dance or photography). Selected artwork could be featured by the City in different ways, such as being shared online. Committee Members: • Sohini Kar • Gloria Wu Implementation: • May – June 2022: Subcommittee to develop a recommended program • July 18, 2022: Commission consideration of committee recommendation • August – September 2022: Implementation of program 9. Paint the City Continue the Paint the City utility box painting program starting in fall/winter 2022 and consider the addition of non-City owned utility boxes. Once locations are identified and authorized by the City Council, residents age 10 and older would be 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 would be 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. Committee Members: • James Cai • Ramya Vasu Implementation: • July – August 2022: Subcommittee to develop a recommended program • September 19, 2022: Commission consideration of committee recommendation • November 2022: City Council consideration/approval of Commission recommendation • December 2022 – January 2023: Application period • January 2023: Subcommittee to develop recommended Top 3 selections for each location • January 16, 2023: Commission consideration of committee recommendation 39 Public Art Commission Agenda Planner – January 2023 Page 8 • January – February: Public voting • March 20, 2023: Results of public voting and Commission recommendation on final artwork • April 2023: City Council consideration/approval of Commission recommendation 10. State Route 85 & Union Pacific Overpass Artwork Research opportunities for artwork, such as a mural, to be placed on the State Route 85 and Union Pacific overpass pillars or other concrete elements (shown below in yellow). Present proposed plan to City Council for consideration and implement with approval from the City Council. Committee Members: • Siana Smith • Ramya Vasu Implementation: • November – December 2022: Subcommittee to develop a recommended opportunities for artwork • January 16, 2023: Commission consideration of committee recommendation • February 2023: City Council consideration/approval of Commission recommendation 11. #SaratogaROCKS Continue to encourage participation in the City of Saratoga’s #SaratogaROCKS program, which provides free rock painting kits to community members, and explore ways to enhance the program, increase participation, and make more appealing to community members. Conduct strategic outreach, such as providing kits to local retirement communities or hosting rock painting at local events. Document use of kits through photos or video. Implementation: • At every regular meeting, discuss opportunities for Commissioners to attend upcoming community events and host #SaratogaROCKS or Chalk Art activity. 40 Public Art Commission Agenda Planner – January 2023 Page 9 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 C ode 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. 41