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HomeMy WebLinkAbout07-18-2022 Public Art Commission Agenda PacketSaratoga Public Art Commission Agenda – July 18, 2022 Page 1 of 3 SARATOGA PUBLIC ART COMMISSION July 18, 2022 6:30 P.M. REGULAR MEETING Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19 This meeting will be held entirely by teleconference. All members of the Commission and staff will only participate via the Zoom platform using the process described below. The meeting is being conducted pursuant to recent amendments to the teleconference rules required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of emergency when local official have recommended social distancing. The purpose of the amendments is to provide the safest environment for the public, elected off icials, and staff while allowing for continued operation of the government and public participation during the COVID-19 pandemic. Members of the public can view and participate in the meeting using the following access information: • Webinar URL: https://us02web.zoom.us/j/85247032675 • Webinar ID: 852 4703 2675 • Call In: 1.408.638.0968 or 1.669.900.6833 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. All written communications are public records. Written communications will be provided to the members of the Commission and included in the agenda packet and/or in supplemental meeting materials. Public Comment Members of the public may comment on any item for up to thr ee (3) minutes. The amount of time for public comment may be reduced by the Chair or by action of the Commission. Saratoga Public Art Commission Agenda – July 18, 2022 Page 2 of 3 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 May 16, 2022 meeting. Draft Minutes 2. Subcommittee Assignments Recommended Action: Review subcommittee assignment and, if desired, make a motion to appoint or reassign Commissioners to subcommittees. No more than 2 Commissioners may be assigned to a subcommittee. Memo 3. Saratoga Loves Poetry Recommended Action: Receive recommendation from subcommittee recommendation on implementation of Saratoga Loves Poetry and make a motion to proceed approach as recommended or as amended by the Commission. Memo 4. Online Art Challenge Recommended Action: Receive recommendation from subcommittee recommendation on implementation of Online Art Challenge and make a motion to proceed approach as recommended or as amended by the Commission. Memo 5. Community Events: Chalk Art and #SaratogaROCKS Recommended Action: Discuss opportunities to host chalk art or #SaratogaROCKS activities at upcoming community events. Upcoming events include: Saratoga Car Show (July 24), Summer Movie Night (August 19), Saratoga Music Fest (August 27), Saratoga Music Fest (September 17). Saratoga Public Art Commission Agenda – July 18, 2022 Page 3 of 3 6. Future Agenda items Recommended Action: Consider agenda items for upcoming meetings. The next regular meeting is on September 19, 2022 6:30 p.m. Agenda Planner 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 July 14, 2022 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us Signed this 14th day of July 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 Commis sion concurrently with the posting of the agenda, and materials distributed to the Commission by staff after the posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California. In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II] Saratoga Public Art Commission Minutes – May 16, 2022 Page 1 of 2 MINUTES SARATOGA PUBLIC ART COMMISSION REGULAR MEETING MAY 16, 2022 CALL TO ORDER The meeting was called to order at 6:35 p.m. ROLL CALL Present: Chair Siana Smith, Vice Chair Sohini Kar , Commissioner James Cai, Ramya Vasu Absent: Commissioner Gloria Wu 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 March 21, 2022 meeting. VASU/CAI MOVED TO APPROVE THE MINUTES FROM THE MARCH 21, 2022 MEETING. MOTION PASSED. AYES: CAI, KAR, SMITH, VASU. NOES: NONE. ABSTAIN: NONE. ABSENT: WU. 2. Work Plan Implementation Recommended Action: Receive presentation on proposed work plan implementation plan. Move to approve a work plan implementation plan. Move to appoint 1 to 2 Commissioners to subcommittees and direct subcommittees to work with staff to coordinate committee meetings to develop recommendations based on the implementation schedule agreed upon by the Commission. Staff presented the proposed work plan implementation plan. VASU/CAI MOVED TO APPROVE THE PROPOSAL FOR IMPLEMENTATION OF THE WORK PLAN AND THE FOLLOWING SUBCOMMITTEE ASSIGNMENTS: • ARTWORK EXHIBIT OPPORTUNITIES: SIANA SMITH • ONLINE ART CHALLENGE: SOHINI KAR • PAINT THE CITY: JAMES CAI • PROJECTION ART: SOHINI KAR, SIANA SMITH • PUBLIC ART FUNDRAISING: JAMES CAI, SOHINI KAR 3 Saratoga Public Art Commission Minutes – May 16, 2022 Page 2 of 2 • SARATOGA LOVES POETRY: RAMYA VASU • SCULPTURE PROGRAM: NONE • STATE ROUTE 85 & UNION PACIFIC OVERPASS ARTWORK: SIANA SMITH MOTION PASSED. AYES: CAI, KAR, SMITH, VASU. NOES: NONE. ABSTAIN: NONE. ABSENT: WU. 3. Community Events: Chalk Art and #SaratogaROCKS Recommended Action: Discuss opportunities to host chalk art or #SaratogaROCKS activities at upcoming community events. Staff shared information about upcoming events that could include a chalk art or #SaratogaROCKS activities. The Commission agreed to tentatively plan art activities for the June Movie Night, Community Harvest, July 4 event, and Car Show. Staff agreed to contact event organizers and provide the Commission with additional event details. 4. Future Agenda items Recommended Action: Consider agenda items for upcoming meetings. The next regular meeting is on July 18, 2022 at 6:30 p.m. The Commission asked staff to include an item on the July agenda to allow the Commission to approve subcommittee assignments for Commissioner Gloria Wu. ADJOURNMENT Chair Siana Smith adjourned the meeting at 7:49 p.m. Minutes respectfully submitted: Crystal Bothelio, Assistant City Manager City of Saratoga 4 CITY OF SARATOGA Memorandum To: Public Art Commission From: Crystal Bothelio, Assistant City Manager Date: July 18, 2022 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 May, the Commission agreed to include subcommittee assignments on the July meeting agenda to provide Commissioner Gloria Wu with the opportunity to join open subcommittees or adjust assignments. 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 preparing committee meeting minutes. Additionally, staff will provide information and guidance to committees to help them develop their recommendations. 5 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 and may not be completed before the end of the 2022/23 fiscal year. Once a committee can reach a recommendation, the commi ttee’s recommendation will be scheduled for Commission consideration. 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 or availabili ty of committee members to meet outside of Commission meetings. When the Commission considers recommendations from a committee, the Commission may accept the recommendation, adjust and amend the recommendation, reject the recommendation, or may 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 work plan items that require City Council approval include: • Paint the City • State Route 85 & Union Pacific Overpass Artwork • Artwork Exhibit Opportunities • Sculpture Program • Projection Art • Public Art Fundraising 6 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 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 Work plan items that require a subcommittee are listed below, including committee membership and implementation schedules approved by the Commission in May. 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: • None Implementation Schedule: • 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 7 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 Schedule: • 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 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 • Siana Smith Implementation Schedule: • 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 8 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 Implementation Schedule: • 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 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 Schedule: • 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 9 • 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 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 Implementation Schedule: • May – June 2022: Subcommittee to develop a recommended program • July 18, 2022: Commission consideration of committee recommendation • August – September 2022: Implementation of program 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 Implementation Schedule: • July – August 2022: Subcommittee to develop a recommended program 10 • 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: Public voting • March 20, 2023: Results of public voting and Commission recommendation on final artwork • April 2023: City Council consideration/approval of Commission recommendation 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 Implementation Schedule: • 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 CITY OF SARATOGA Memorandum To: Public Art Commission From: Crystal Bothelio, Assistant City Manager Date: July 18, 2022 Subject: Saratoga Loves Poetry At the May 16, 2022 Public Art Commission meeting, the Commission approved a process for implementing its ambitious Fiscal Year 2022/23 Work Plan. One of the key elements of the implementation process included formation of 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. One of these committees was formed to develop a recommended approach to the Saratoga Loves Poetry program in the Commission’s work plan. The Committee met on July 11 and developed a recommendation for implementation of the work plan item. The Commission may make a motion to proceed with the implementation as recommended or as amended by the Commission. The City Council approved description of the work effort, implementation schedule approved by the Commission, and committee recommendation for how to proceed are below. Saratoga Loves Poetry Work Plan Item Description 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. 12 Schedule • 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 poems recommended by committee to be showcased • November – December 2022: Showcase of poems Implementation Recommendation • Eligibility: Students in grades Kindergarten through 12 who live in Saratoga or attend school in Saratoga. • Outreach: Outreach will begin in early August 2022. Efforts will include sharing contest information with school districts that have schools located within Saratoga as well as principals of schools within Saratoga and request contest information be shared with parents and students. Outreach to districts and schools will include offer to share information about the contest as assemblies or engage in discussion about potential collaboration. Additionally, a median banner will be displayed and a flyer will be created that can be shared at rock painting or chalk art activities hosted by the Public Art Commission. Information will also be shared through the City newsletter and social media accounts. Outreach information will include details about grade divisions, prizes, and winner showcase (described below). City could also work with the Saratoga Library to host a workshop with a poet to give prospective participants information about how to write a poem. • Submissions: Submissions will be accepted through the City website, in person, or by mail starting in August 2022 until September 30. Only 1 submission per person allowed. 13 • Criteria: Poems must be original poems written by the submitting student. Poems must be 21 lines or less. Poems should be suitable for a diverse audience and should help create a sense of place and community. Poems may not contain political statements or references; religious references; profane or offensive language; copyrighted or trademarked material; or corporate or organizational references or branding. • Contest: Submissions will be grouped into grade divisions: o Kindergarten – 2 o 3 – 5 o 6 – 8 o 9 – 12 Winners will be featured as part of the poetry showcase. Additionally, prizes could be given to 1st, 2nd, and 3rd place for each grade division or for 1st and 2nd place for each grade division. A budget for prizes could be limited to $50 per category, totaling $200 for all prizes. • Judging: The Saratoga Loves Poetry subcommittee will conduct initial judging by reviewing submissions and recommending 1 winner in each grade division in October. The Commission will consider the committee’s recommendation and finalize winners at the November meeting. • Poetry Showcase: Winners will be asked to provide photo of themselves, a short biography, and written statement describing the inspiration for their poem. Poems of selected winners will be showcased on City social media and newsletters along with author photos (if submitted). Poems and author photo, bio, and description of work would be posted on City website. City will share winning poems and author photos with Saratoga News and request publication of an article featuring the poems. City could request that poems and author photo, bio, and description of work could be displayed at Saratoga History Museum or see if the Chamber could assist with a display. If the Commission’s November meeting is rescheduled for earlier in the month, winners could be announced at the annual Tree Lighting. • Total Budget: $550 (including median banners and prizes) 14 CITY OF SARATOGA Memorandum To: Public Art Commission From: Crystal Bothelio, Assistant City Manager Date: July 18, 2022 Subject: Online Art Challenge At the May 16, 2022 Public Art Commission meeting, the Commission approved a process for implementing its ambitious Fiscal Year 2022/23 Work Plan. One of the key elements of the implementation process included formation of subcommittees that would meet outside of the Commission’s regular meetings to schedule to develop a recommended plan or program to be presented to the Commission and if necessary, to Council, prior to implementation. One of these committees was formed to develop a recommended approach to the Online Art Challenge in the Commission’s work plan. The Committee met on June 27 and developed a recommendation for implementation of the work plan item. The Commission may make a motion to proceed with the implementation as recommended or as amended by the Commission. The City Council approved description of the work effort, implementation schedule approved by the Commission, and committee recommendation for how to proceed are below. Online Art Challenge Work Plan Item Description 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. 15 Schedule • May – June 2022: Subcommittee to develop a recommended program • July 18, 2022: Commission consideration of committee recommendation • August – September 2022: Implementation of program Implementation Recommendation • Timeframe: The challenge would be conducted during the fall season from October through December with a new theme each month to inspire monthly submissions of artwork. Outreach and registration would begin in September. • Eligible Participants: Saratoga residents or any age may register to participate. Registered participants will be asked to select 1 medium for length of challenge. • Allowable Mediums: painting, drawing, photography, mixed media, video. • Monthly Theme & Submission: Monthly themes will be announced on the first day of the month and submissions through an online form will be accepted through the last day of the month. Themes could be selected by the subcommittee or with input from the Commission. One option for themes is to start with a focus on Saratoga (example: Falling for Saratoga) and get broader with each subsequent month. • Prizes: Each month, an artist will be selected to win a prize. The online art challenge subcommittee may review submissions and recommend a winner to the Commission for consideration at the regular meeting in November, special meeting in December, and regular meeting in January. Alternatively, the Commission may authorize the subcommittee to select a winner for each month. In addition to monthly prizes, a grand prize winner will be selected at the end of the challenge. The online art challenge subcommittee may review submissions and recommend a winner to the Commission for consideration at the regular meeting in January. Alternatively, the subcommittee could select a grand prize winner. Ideas for prizes include: $50 gift certificate for Saratoga restaurant, tickets to Holiday Wine Stroll, tickets to Hakone, or art supply kit. 16 • Age Categories for prizes: When considering prizes, all submissions could be considered regardless of artist age. Alternatively, contest participants could be divided into age categories: 18 years and younger, over 18 years. • Artwork Exhibit: An exhibit to display all submissions would be held in February. Monthly and grand prize artists would also be invited to talk about their artwork. • Total Budget: $250 17 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, Vice Chair 9/30/2025 Siana Smith, Chair 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 • Work Plan Implementation • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items 18 Public Art Commission Agenda Planner – July 2022 Page 2 July 18, 2022 • Minutes • 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 • Selection of Chair and Vice Chair • Paint the City: Program Recommendation & Locations • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items November 21, 2022 • Minutes • FY 23/24 Work Plan • Saratoga Loves Poetry: Select poetry to be featured • Montalvo Arts Center Collaboration: Discuss mutual areas of interest for collaboration between City and Montalvo. If possible, develop recommendation for Council. • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items January 16, 2023 • Minutes • FY 23/24 Work Plan • State Route 85 & Union Pacific Overpass Artwork: Discuss opportunities and possible outcomes. If possible, develop recommendation for Council. • Paint the City: Make Top 3 Selections at each location for public voting. • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items March 20, 2023 • Minutes • Artwork Exhibit Opportunities: Discuss artwork exhibit opportunities and finalize recommendation for Council. 19 Public Art Commission Agenda Planner – July 2022 Page 3 • Sculpture Program: Consider past efforts and options for the future. If possible, develop recommendation for Council. • Paint the City: Recommendations to Council • 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. • 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: • None 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 20 Public Art Commission Agenda Planner – July 2022 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 • Siana Smith 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 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 21 Public Art Commission Agenda Planner – July 2022 Page 5 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 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 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 22 Public Art Commission Agenda Planner – July 2022 Page 6 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 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 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 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 23 Public Art Commission Agenda Planner – July 2022 Page 7 • January 2023: Subcommittee to develop recommended Top 3 selections for each location • January 16, 2023: Commission consideration of committee recommendation • 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 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. 24 Public Art Commission Agenda Planner – July 2022 Page 8 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 wit h 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. 25