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HomeMy WebLinkAbout05-12-2020 Public Art Committee Agenda PacketSaratoga Public Art Committee Agenda - Page 1 of 3 SARATOGA CITY COUNCIL PUBLIC ART COMMITTEE May 12, 2020 3:30 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/87472038143 App (Webinar ID 874 7203 8143) 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 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. ROLL CALL Saratoga Public Art Committee Agenda - Page 2 of 3 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 February 27, 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. 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. 4. Updates on Existing Projects Recommended Action: Receive updates on the Rainy Day Sidewalk Poetry and Nuts about Saratoga programs. 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. 6. Sculpture Program Recommended Action: Receive information about development of a City of Saratoga sculpture program. 7. Whimsical Crosswalk Signage Recommended Action: Receive information about opportunity for whimsical crosswalk signage and provide direction. 8. 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 May 8, 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 8th day of May 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 408.868.1294. Notification 24 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. [28 CFR 5.102-35.104 ADA title II] Saratoga Public Art Committee Agenda - Page 1 of 3 MINUTES FEBRUARY 27, 2020 PUBLIC ART COMMITTEE REGULAR MEETING The Public Art Committee was called to order 3:57 p.m. at Saratoga City Hall, Linda Callon Conference Room at 13777 Fruitvale Avenue. ROLL CALL PRESENT: Council Members Mary-Lynne Bernald, Yan Zhao ABSENT: None ALSO PRESENT: Crystal Bothelio, Assistant City Manager Lauren Pettipiece, Public Information Officer 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 4, 2020. ZHAO/BERNALD MOVED TO APPROVE THE PUBLIC ART COMMITTEE MINUTES FROM FEBRUARY 4, 2020. MOTION PASSED. AYES: BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2. 2020 Paint the City: Utility Box Painting Project Recommended Action: Receive results of Paint the City voting and recommend artwork for each utility box location. Voting closes February 26. Results will be presented to the Committee at the meeting. The Public Art Committee discussed the results of the Paint the City voting and limitations on individual artist submissions. John Kimball spoke on the agenda item. ZHAO/BERNALD MOVED TO RECOMMEND CITY COUNCIL ACCEPTANCE OF THE TOP VOTE RECIPIENTS AT EACH PAINT THE CITY LOCATION. MOTION PASSED. AYES: BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. Saratoga Public Art Committee Agenda - Page 2 of 3 3. Public Art Survey Recommended Action: Discuss the public art survey with Public Information Officer Lauren Pettipiece. Public Information Officer Lauren Pettipiece shared the results of the public art survey, including the Paint the City voting. 4. Public Art Budget Recommended Action: Receive status update on the Fiscal Year 2019/20 Public Art budget, as well as any recommended changes to the Public Art budget for Fiscal Year 2020/21. The Public Art Committee discussed the current fiscal year budget as well as the budget for Fiscal Year 2020/21. 5. Future Public Art Project Recommended Action: Consider options for a future public art project, such as a sculpture program, an interactive wall mural, or shadow art; and, provide direction to staff. John Kimball spoke on the agenda item. The Committee discussed a sculpture program like the Los Altos Program. The Committee agreed not to place a sculpture at Blaney Plaza, but expressed an interest in providing at least one sculpture location in the City. The Committee agreed to continue discussing development of a sculpture program at the next meeting, including plans for a community discussion on sculpture preferences and opportunities to engage different ethnic groups in the City in the conversation. 6. Updates on Existing Projects Recommended Action: Receive updates on the Rainy Day Sidewalk Poetry and Nuts about Saratoga programs. The Public Art Committee received updates about the Rainy Day Sidewalk Poetry and Nuts about Saratoga programs. 7. Future Meetings Recommended Action: Discuss agenda topics and scheduling of future meetings. The Committee agreed to meet on March 24 at 2:30 p.m. and requested that the agenda include the following items: - Sculpture Program - Nuts about Saratoga Update - Rainy Day Sidewalk Poetry Program Update Saratoga Public Art Committee Agenda - Page 3 of 3 - Summer event update ADJOURNMENT The meeting was adjourned at 4:49 p.m. Minutes respectfully submitted CITY OF SARATOGA Memorandum To: Public Art Committee From: Kayla Nakamoto, Community Engagement Coordinator Date: May 12, 2020 Subject: Public Art Budget This item has been placed on the Committee’s meeting agenda to provide regular budget updates as a standing item on the Public Art Committee meeting agendas. 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 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 Funding Amount $25,000.00 $1,500.00 $6,600.00 Balance $5,360.00 $0 $1,745.00 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 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. CITY OF SARATOGA Memorandum To: Public Art Committee From: Kayla Nakamoto, Community Engagement Coordinator Date: May 12, 2020 Subject: 2020 Paint the City: Utility Box Painting Project The 2020 Paint the City program was delayed due to the COVID-19 shelter at home orders. Additionally, Public Works staff shared that if the proposed Traffic Signal Battery Backup project is budgeted in the Fiscal Year 2020/21 Capital Budget, work is expected to begin in July and run through October. This project will install emergency traffic signal backup batteries and generators at City traffic signals to enable signals to stay powered during outages, including Public Safety Power Shutoffs. The project would include replacement of existing utility boxes. As a result, staff is recommending that the start of painting be delayed until after the work effort is complete. This would mean artists could start painting in October or November, with painting completed by November or December. However, exact timing will be dependent on the project schedule. CITY OF SARATOGA Memorandum To: Public Art Committee From: Kayla Nakamoto, Community Engagement Coordinator Date: May 12, 2020 Subject: Summer Public Art Event At the February 4, 2020 meeting, the Committee discussed summer public art activities, narrowing event options to a chalk art event, collaborating with the Youth Commission on ArtExtravaganza, and hosting rock painting at an existing event such as Movie Night. With the COVID-19 pandemic, the Youth Commission ArtExtravaganza event and the June Movie Night have been canceled. However, the Committee could still proceed with a virtual chalk event. The City of Cupertino recently encouraged community members to share photos of chalk art on social media. The photos captured positive words of encouragement, gratitude and drawings on driveways, sidewalk, and other chalk- friendly surfaces. Saratoga Virtual Chalk Event If the Committee is interested in having a virtual chalk art event for Saratoga, the event would begin in June and run through the end of August with the event open to all ages. Participants would be invited to share their photos of chalk art with the City on social media. Each month, the City would provide a theme for artwork to provide Saratoga chalk artists with inspiration. Below are some program name proposals and monthly themes for the Public Art Committee to consider. Name Options • Chalk your Block • Saratoga is Chalk-full of HeART • Chalk and Roll Monthly Theme Options 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. Estimated Costs Estimated costs for the program will include graphic design and social media advertising, amounting to approximately $150. Additionally, the City could share information about the program through the median banner program. Banners are roughly $120 each. CITY OF SARATOGA Memorandum To: Public Art Committee From: Crystal Bothelio, Assistant City Manager Date: May 12, 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. 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. The Committee could hold these discussions before artists submit proposals. Alternatively, the Committee could share submissions with a focus group or series of focus groups 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. 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. 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. CITY OF SARATOGA Memorandum To: Public Art Committee From: Kayla Nakamoto, Community Engagement Coordinator Date: May 12, 2020 Subject: Whimsical Crosswalk Signage With many Americans sheltering 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. Some cities have also taken up the effort to encourage the community to silly walk and a silently remind residents to have a little fun. Both Downtown Tempe or Sulphur Springs, Texas installed Silly Walk signs. Charlottetown’s arts advisory board is another example of the Monty Python signs being implemented in public spaces. The new sign attracts visitors to take selfies with the sign and post it on social media. The sign in Charlottetown was estimated to cost $80 plus the cost of installation. A total of $1,700 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 in the City 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. If the Committee wants to proceed with the idea, staff will work with Public Works to purchase and install signage and with the Public Information Officer to conduct outreach on the program once signage is ready to be installed.