HomeMy WebLinkAbout06-30-2020 Public Art Committee Agenda PacketSaratoga Public Art Committee Agenda - Page 1 of 3
SARATOGA CITY COUNCIL
PUBLIC ART COMMITTEE
June 30, 2020
4:00 P.M. REGULAR MEETING
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be entirely by teleconference. All Council/Commission members, staff, and
public will only participate via the Zoom platform using the process described below. The
meeting is being conducted in compliance with the Governor’s Executive Order N ‐29‐20
suspending certain teleconference rules required by the Ralph M. Brown Act. The purpose
of this order was to provide the safest environment for the public, elected officials, and staff
while allowing for continued operation of the government and public participation during
the COVID‐19 pandemic.
Members of the public can observe and participate in the meeting by:
1. Using the Zoom website at https://us02web.zoom.us/j/88959273222 App (Webinar ID
889 5927 3222) and using the tool to raise their hand in the Zoom platform when
prompted to speak on an agenda item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, entering the Webinar ID 889 5927 3222,
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. During the meeting, the
process for members of the public to be recognized to offer public comment will be
explained.
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.
In accordance with the Americans with Disabilities Act and the Governor’s Executive Order,
if you need assistance to participate in this meeting due to a disability, please contact the
City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the
meeting. The City will use its best efforts to provide reasonable accommodations to provide
as much accessibility as possible while also maintaining public safety.
Saratoga Public Art Committee Agenda - Page 2 of 3
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Public Art Committee for up to three (3) minutes
on matters not on the Agenda. The law generally prohibits the Public Art Committee from
discussing or taking action on such items. However, the Public Art Committee may schedule
the item for discussion at a future meeting.
AGENDA ITEMS:
1. Gateway Sculpture
Recommended Action:
Discuss opportunities for a sculpture at Saratoga Gateway with representatives of
Montalvo Arts Center.
2. Public Art Committee Minutes
Recommended Action:
Review and approve the Public Art Committee minutes from June 8, 2020.
3. Public Art Budget
Recommended Action:
Receive status update on the Public Art Fiscal Year 2019/20 and Fiscal Year 2020/21
budget.
4. Updates on Existing Projects
Recommended Action:
Receive updates on existing programs, including Pain the City, Chalk-full of HeART,
and Silly Walk Signage.
5. Future Meetings
Recommended Action:
Discuss agenda topics and scheduling of future meetings.
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 Committee was posted and available for review on
June 25, 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 25th day of June 2020 at Saratoga, California.
Crystal Bothelio, Assistant City Manager
Saratoga Public Art Committee Agenda - Page 3 of 3
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 d istributed to the Public Art
Committee.
In compliance with the Americans with Disabilities Act, if you need assistance to participate
in this meeting, please contact the City Clerk at debbieb@saratoga.ca.us or by calling
408.868.1216 as soon as possible before the meeting. [28 CFR 5.102-35.104 ADA title II]
CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Crystal Bothelio, Assistant City Manager
Date: June 8, 2020
Subject: Gateway Sculpture
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
June 30 meeting, the Committee agreed to prioritize placement of a sculpture at the
Saratoga Gateway and to invite Montalvo Arts Center to help provide insights that
might help guide selection of a sculpture based on the location size and environment.
Location
The Saratoga Gateway is located at the corner of Saratoga -Sunnyvale Road and
Prospect Road. Original plans for the space called for a raised pedestal, roughly 1.5
feet tall. The City could install a pedestal for roughly $5,000 or mount a sculpture to
the ground at this location.
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.
Artwork Submittals and Selection
Like the Los Altos program, the 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. The Committee could define criteria for artwork as part of the
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application process to help ensure submittals are appropriate for the sculpture
location.
The Committee has had several discussions on strategies to engage the community
in the processes, including focus group discussions to identify community desires
related to a sculpture before soliciting applications and seeking input on submitted
artwork.
Costs
Program costs can be scaled based on the desires of the Public Art Committee. Some
possible costs are noted below. The total estimated cost is $10,700. A more accurate
program cost will be provided as more program details are decided.
Item Cost Summary
Pedestal $5,000 If desired, a small pedestal can be
installed to raise a sculpture above the
ground.
Artist Stipend $5,000 Artist stipend can be reduced if desired
by the Committee.
Median Banners $700 If there is an open call for artwork
submittals, banners would be used to
announce the artist application period.
Timeline
Several variables will influence the timeline of the project and some elements in the
timeline may overlap. If efforts begin in July when funding for the program becomes
available, staff expects that sculpture installation could be completed between
January 2021 and June 2021. However, this estimate does not account for time
needed to produce a sculpture, install a pedestal, or to address issues that may arise
during the installation process. Staff can provide a more accurate and detailed
timeline when the program is further refined.
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Action Time Summary
Focus Group
Engagement
1 -3 months A total of 3 months to identify focus
group members and hold meetings with
focus groups is recommended.
Depending on when and how focus
groups are engaged, this period may
overlap with the artist application period
or selection period.
Artist Application Period 2 months Providing 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, if a pedestal is planned for
the Gateway, or there are technical
issues then more time may be needed.
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Saratoga Gateway Photos & Plans
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Saratoga Public Art Committee Minutes - Page 1 of 3
MINUTES
JUNE 8, 2020
PUBLIC ART COMMITTEE
REGULAR MEETING
The Public Art Committee was called to order virtually using Zoom at 3:05 p.m.
ROLL CALL
PRESENT: Council Members Mary-Lynne Bernald, Yan Zhao
ABSENT: None
ALSO PRESENT: Crystal Bothelio, Assistant City Manager
Kayla Nakamoto, Community Engagement Coordinator
Lauren Pettipiece, Public Information Officer
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 May 12, 2020.
ZHAO/BERNALD MOVED TO APPROVE THE PUBLIC ART COMMITTEE MINUTES FROM
MAY 12, 2020. MOTION PASSED. AYES: BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE.
2. Public Art Budget
Recommended Action:
Receive status update on the Public Art Fiscal Year 2019/20 and Fiscal Year 2020/21
budget.
Kayla Nakamoto, Community Engagement Coordinator, provided a status update on the
Fiscal Year 2019/20 and 2020/21 Public Art budgets.
3. Paint the City: Utility Box Painting Project
Recommended Action:
Receive update on the 2020 Paint the City timeline and consider limitations on artist
submittals for future cycles of the program.
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Saratoga Public Art Committee Minutes - Page 2 of 3
Kayla Nakamoto, Community Engagement Coordinator, provided an updated status on
the 2020 Paint the City timeline and sought Committee input on options for restricting
the number of utility box locations that can be painted by a single artist in the future.
The Committee agreed to that in the future that selected artists would not be allowed to
submit applications the following year and the Committee would not select an artist for
more than one location during future cycles.
4. Updates on Existing Projects
Recommended Action:
Receive updates on the Nuts about Saratoga and Chalk-full of HeART programs.
Kayla Nakamoto, Community Engagement Coordinator, provided an update on the Nuts
about Saratoga and Chalk-full of HeART programs.
The Committee agreed to hold a small kick off for the Nuts about Saratoga on July 2 at
3:30 p.m. at Blaney Plaza.
5. Whimsical Crosswalk Signage
Recommended Action:
Receive information about opportunity for whimsical crosswalk signage and provide
direction.
Kayla Nakamoto, Community Engagement Coordinator, shared information on how
some communities have installed Silly Walk signage to encourage the public to have fun
while social distancing. Signage is estimated at $300 per sign and would take 1 to 2
months to purchase and install.
The Committee agreed to purchase two signs: 1 to be installed on 4th Street at the
southwest corner of Big Basin Way and along Joe’s Trail near Congress Springs Park. After
signage has been up for a 6-month period, the Committee will consider whether to leave
the signage up for a 1-year period and/or if signage needs to be relocated.
6. Sculpture Program
Recommended Action:
Receive information about development of a City of Saratoga sculpture program.
Crystal Bothelio, Assistant City Manager, provided the Committee an overview of options
of a sculpture program modeled on the Los Altos sculpture program.
The Committee expressed interest in meeting with Montalvo Arts Center to un derstand
what the Committee should consider when selecting a sculpture for the Gateway location
given the size and environment of the space.
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Saratoga Public Art Committee Minutes - Page 3 of 3
7. Future Meetings
Recommended Action:
Discuss agenda topics and scheduling of future meetings.
The Committee agreed to meet on June 30, 2020 at 4:00 p.m. to discuss a sculpture at
the Gateway location and receive updates on the Silly Walk Signage, Chalk-full of HeART,
and Paint the City.
ADJOURNMENT
ZHAO/BERNALD MOVED TO ADJOURN AT 4:20 P.M. MOTION PASSED. AYES: BERNALD,
ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Crystal Bothelio, Assistant City Manager
City of Saratoga
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CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Kayla Nakamoto, Community Engagement Coordinator
Date: June 30, 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 table below shows the estimated amounts that were projected to be spent on
each project and the actual expenditures. The bottom of the table shows the and
remaining balances in the CIP, Lease and operating funds.
Fiscal Year 2019/20 Budget
Program
CIP
(est.)
CIP
(act.)
Lease
(est.)
Lease
(act.)
Operating
(est.)
Operating
(act.)
Paint the City 2020 $4,000 $3,230
Saratoga ROCKS $600 $25
Rainy Day Poetry $1,360 $1,520
Mural (Exhibit Sign) $80 $80
Silly Walk Signage $600 $300
Chalk-full of HeART $510 $510
Bicycle Racks $4,430 $4,640
Nuts About Saratoga $18,840 $15,000
PLACE Lease $1,500 $1,500
Total Allocation $25,000 $25,000 $1,500 $1,500 $6,600 $6,600
Current Balance $5,360 $0 $935
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Fiscal Year 2020/21 Budget
For the 2020/21 Fiscal Year, public art funding includes:
• Capital Improvement Project: $25,000
• Operating Budget: $6,600
• PLACE Lease: $1,500
The Committee discussed some of the possible public art costs for Fiscal Year
2020/21. The budget below reflects the programs and activities that the Committee
agreed to consider for Fiscal Year 2020/21 so far. Expenses can be adjusted based
on Public Art Committee priorities. Additionally, many of the costs can be scaled.
Public Art Programs
CIP
(est.)
CIP
(act.)
Lease
(est.)
Lease
(act.)
Operating
(est.)
Operating
(act.)
Saratoga ROCKS $600
Rainy Day Poetry * $1,750
Chalk-full of HeART $1,500
Sculpture Program * $15,700
Shadow Art * $10,000
PLACE Lease $1,500 $1,500
Total Allocation $25,700 $1,500 $3,850
Current Balance $25,000 $1,500 $6,600
* Estimated costs can be scaled by adjusting stipend, number of locations, scope, etc.
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CITY OF SARATOGA
Memorandum
To: Public Art Committee
From: Kayla Nakamoto, Community Engagement Coordinator
Date: June 30, 2020
Subject: Updates on Existing Projects
Paint the City 2020
The selected artists for the Paint the City 2020 cycle
will continue to paint and all 5 locations should be
complete by July 31, 2020. Location 2 has already
been completed by selected artist, Amy Pan.
Nuts About Saratoga
The kickoff for Nuts About Saratoga will take place
on July 2 at 3:30 p.m. Printed copies of the helpful
hints to help community members find the 6
bronze acorns hidden throughout Saratoga will be
available at the event so attendees can begin their
search.
Saratoga Chalk-full of HeART
Where the sidewalk ends, chalk art begins! Saratoga residents have been invited to
participate in Saratoga Chalk-full of HeART this summer. Information has been
shared via social media and 3 banners were put up to encourage residents to
participate and to share photos of their chalk art with the City through social media.
This month’s theme is #SaratogaTogether. July’s theme will be Star-Spangled Banner
and August’s theme will be Summer Spectacular.
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Silly Walk Signs
At the June 8, 2020 meeting, the Committee agreed to purchase two signs to be
installed at 4th Street and Big Basin (southwest corner) and along Joe’s Trail near
Congress Springs Park. Signage was less expensive than originally estimated, so a
total of 5 signs have been ordered and will be installed in roughly 1 to 2 months. The
community will be encouraged to have fun and share their best silly walk with the
City via social media.
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