HomeMy WebLinkAbout03-21-2022 Public Art Commission Agenda PacketSaratoga Public Art Commission Agenda – March 21, 2022
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SARATOGA
PUBLIC ART COMMISSION
March 21, 2022
6:30 P.M. REGULAR MEETING
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be held entirely by teleconference. All members of the Commission and
staff will only participate via the Zoom platform using the process described below. The
meeting is being conducted pursuant to recent amendments to the teleconference rules
required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of
emergency when local official have recommended social distancing. The purpose of the
amendments is to provide the safest environment for the public, elected off icials, and staff
while allowing for continued operation of the government and public participation during
the COVID-19 pandemic.
Members of the public can view and participate in the meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/85745122321; Webinar ID
857 4512 2321; OR
2. Calling 1.408.638.0968 or 1.669.900.6833 and entering the Webinar ID provided
above
The public will not be able to participate in the meeting in person.
Written Communications
Comments can be submitted in writing at www.saratoga.ca.us/publicart. Written
communications received by 5:00 p.m., eight (8) calendar days before the meeting will be
included in the Commission’s agenda packet. Anything received after that time and up to the
end of the public comment period for that item will be provided to the members of the
Commission and included in supplemental meeting materials.
Public Comment
Members of the public may comment on any item for up to three (3) minutes. The am ount
of time for public comment may be reduced by the Chair or by action of the Commission.
Saratoga Public Art Commission Agenda – March 21, 2022
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CALL TO ORDER
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Public Art 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.
AGENDA ITEMS:
1. Public Art Commission Minutes
Recommended Action:
Review and approve the minutes from the January 18, 2022 meeting.
2. Public Art Commission Work Plan
Recommended Action:
Review the recommended Public Art Commission Work Plan and prepare for the
Commission Work Plan Study Session on March 28, 2022. The Public Art Commission
is scheduled to present its work plan at 7:45 p.m., but members are advised to join
the meeting by 7:30 p.m. and may arrive earlier if desired.
3. Commission Check In
Recommended Action:
Discuss and address any concerns or questions about the Commission, including
roles, responsibilities, and rules.
4. Future Agenda items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular meeting is on May
16, 2022 at 6:30 p.m.
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, &
COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Crystal Bothelio, Assistant City Manager for the City of Saratoga, declare that the foregoing agenda for the
meeting of the Public Art Commission was posted and available for review on March 17, 2022 at the City of
Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us
Signed this 17th day of March 2022 at Saratoga, California.
Crystal Bothelio, Assistant City Manager
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the
Commission by City staff in connection with this agenda, copies of materials distributed to the Commission
concurrently with the posting of the agenda, and materials distributed to the Commission by staff after the
Saratoga Public Art Commission Agenda – March 21, 2022
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posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California.
In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance
to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as
soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to
provide as much accessibility as possible while also maintaining public safety.
[28 CFR 35.102-35.104 ADA title II]
Saratoga Public Art Commission Minutes – January 18, 2022
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MINUTES
SARATOGA PUBLIC ART COMMISSION
REGULAR MEETING
JANUARY 18, 2022
CALL TO ORDER
The meeting was called to order at 6:32 p.m.
ROLL CALL
Present: Chair Siana Smith, Vice Chair Sohini Kar, Commissioners James Cai,
Ramya Vasu, Gloria Wu
Absent: None
Also Present: Kayla Nakamoto, 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 November 15, 2021 meeting.
CAI/WU MOVED TO APPROVE THE MINUTES FROM THE NOVEMBER 15, 2021
MEETING. MOTION PASSED. AYES: CAI, SMITH, VASU, WU. NOES: NONE. ABSTAIN:
NONE. ABSENT: KAR.
2. Commission 2022 Work Plan
Recommended Action:
Review ideas for the 2022 Work Plan and develop a proposed Work Plan for City
Council consideration. A special meeting may be scheduled if the Commission would
like more time to finalize the proposed 2022 work plan.
The Commission reviewed the different work plan ideas and discussed which to
include in the proposed work plan for City Council consideration.
The Commission agreed to include the following items in the proposed work plan:
• Sculpture Program
• Public Art Fundraising in the proposed work plan with revised description to also
allow for donation of non-monetary contributions to public art, such as space or
partnership
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Saratoga Public Art Commission Minutes – January 18, 2022
Page 2 of 2
• Projection Art
• Montalvo Arts Center Collaboration
• Artwork Exhibition Opportunities
• Saratoga Loves Poetry, which would invite students at Saratoga schools to submit
original poems 2 to 4 times per year that would 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, and/or at special
events and activities
• Chalk Art
• Online Art Challenge to encourage the community to submit and share artwork at
regular intervals over a specified period of time
• Paint the City, with the addition of non-City owned utility boxes
• State Route 85 Underpass Artwork to explore opportunities to add artwork to the
underpass
• #SaratogaROCKS
3. Future Agenda items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular meeting is on March
21, 2022 at 6:30 p.m.
No additional items were added to the March agenda.
ADJOURNMENT
Chair Siana Smith adjourned meeting at 8:48 p.m.
Minutes respectfully submitted:
Crystal Bothelio, Assistant City Manager
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CITY OF SARATOGA
Memorandum
To: Public Art Commission
From: Crystal Bothelio, Assistant City Manager
Date: March 21, 2022
Subject: Commission Work Plan
To ensure that the Commission’s work efforts are in alignment with the desires of
the Council, each Commission prepares a work plan for City Council consideration
and authorization. The Commission Work Plan Study Session will take place on
Monday, March 28 at 6:00 p.m. The Public Art Commission is scheduled to present
its work plan at 7:45 p.m., but members are advised to join the meeting at 7:30 p.m.
and may join earlier if desired. The meeting will be held virtually. When it is time for
the Commission to present its work plan, members will be promoted from attendee
to panelist. Access information for the meeting will be sent to Commissioners prior
to the meeting.
Items on the work plan convey a general idea of what the Commission would like to
do. More detailed implementation plans for work plan ideas can be developed after
the work plan has been approved by the City Council. The work plan proposed to the
City Council should include the remainder of 2022 as well as January – June 2023.
At the November 2021 meeting, the Commission received information about the
work plan process, an overview of the work plan efforts that have been transitioned
from the Public Art Committee to the Commission, and efforts that will be includ ed
in the work plan at the direction of the City Council. In January, the Commission
finalized its proposed work plan.
Attachments:
- Proposed Work Plan
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Public Art Commission Proposed Fiscal Year 2022/23 Work Plan – Page 1
SARATOGA PUBLIC ART COMMISSION
PROPOSED FISCAL YEAR 2022/23 WORK PLAN
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.
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.
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 proje cted at night at in
the City during Asian American and Pacific Islander Heritage Month.
Montalvo Arts Center Collaboration
Explore opportunities to collaborate with Montalvo Arts Center, such as temporary
placement of Artist in Residency work on City property, and present a proposal to the City
Council for consideration.
Artwork Exhibit Opportunities
Identify 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.
Saratoga Loves Poetry
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Public Art Commission Proposed Fiscal Year 2022/23 Work Plan – Page 2
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.
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.
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.
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.
State Route 85 Underpass Artwork
Research opportunities for artwork, such as a mural, to be placed on the State Route 85
underpass or elements of the underpass. Present proposed plan to City Council for
consideration and implement with approval from the City Council.
#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.
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City of Saratoga
Public Art Commission
MEMBERSHIP
NAME TERM END
Gloria Wu 9/30/2022
James Cai 9/30/2023
Ramya Vasu 9/30/2024
Sohini Kar 9/30/2025
Siana Smith 9/30/2025
Staff:
Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@saratoga.ca.us
Kayla Nakamoto, City of Saratoga | 408.868.1208 | knakamoto@saratoga.ca.us
AGENDA PLANNER
The Commission holds regular meetings on the 3rd Monday of odd-numbered months at
6:30 p.m. Regular meetings may be rescheduled or canceled. Additionally, schedule special
meetings may be scheduled as needed.
MEETING AGENDA ITEMS
November 15, 2021 • Commissioner and Staff Introductions
• Overview of Commission Rules and Parliamentary
Procedures
• Overview of Public Art Commission Responsibilities
• City of Saratoga Public Art Efforts
• Public Art Commission Regular Meeting Schedule
• Commission 2022 Work Plan
• Selection of Chair and Vice Chair
• Future Agenda Items
January 18, 2022 • Minutes
• Finalize 2022 Work Plan
• Future Agenda Items
March 21, 2022 • Minutes
• 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
• Future Agenda Items
July 18, 2022 • Minutes
• Future Agenda Items
September 19, 2022 • Minutes
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Public Art Commission Agenda Planner – March 2022
Page 2
• Future Agenda Items
November 21, 2022 • Minutes
• Future Agenda Items
COMMISSION RESPONSIBILITIES & DUTIES (Resolution No. 21-047)
I. STRUCTURE
A. Membership. The Public Art Commission of the City of Saratoga shall consist of five
members appointed by the City Council. Members are required to meet qualifications
identified in City Code Section 2-12.020. The first five Commissioners appointed will
be exempted from City Code Section 2-12.020(a)(3).
B. Term of Office, Vacancies and Removal, Officers. The term of office, vacancies and
removals, and officers of members of the Commission shall be as set forth in the City
Code Section 2-12.020 except that the terms of four Commissioners initially
appointed to the Commission shall be partial terms of one, two, and three years to
ensure that the Commission terms are staggered in accordance with City Code 2 -
12.030(c).
II. ADMINISTRATION
A. Meetings. The Public Art Commission shall hold regular meetings every other month.
The date and time of these meetings shall be approved by vote of the Commission.
B. Rules of Procedure. The Commission shall in all respects comply with the
requirements for City Commissions as set forth in the City Code and City Council
policies.
C. Compensation. Members of the Commission shall serve without compensation.
When in accord with current City policy and when arranged in advance with the City
Manager, actual and necessary expenses incurred by Commission members acting in
their official capacity shall be reimbursed by the City.
D. Records. The staff liaison of the Commission shall keep a record of all proceedings,
deliberations, findings, determinations, and recommendations of the Commission.
These records shall be available to the public, and copies shall be filed with the City
Clerk.
E. Staff Support. Staff support required by the Commission shall be provided consistent
with City budget authorizations.
III. RESPONSIBILITIES & DUTIES
1. The Commission shall provide counsel and recommendations on public art policies,
budgets, plans, and procedures to the Saratoga City Council.
2. As directed by the City Council, evaluate and assess public art projects or programs
and perform such other activities as may be directed by the Saratoga City Council.
3. The Commission shall maintain communications with the City Council and City staff
on public art-related matters.
4. Provide support and/or advice on events or programs related to City public art.
5. Maintain awareness and knowledge of public art trends and principles.
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