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Home My WebLink About08-08-2022 Public Art Commission - Saratoga Loves Poetry Subcommittee Agenda PacketSaratoga Public Art Commission Saratoga Loves Poetry Subcommittee Agenda August 8, 2022 – Page 1 of 2 SARATOGA PUBLIC ART COMMISSION SARATOGA LOVES POETRY SUBCOMMITTEE August 8, 2022 10:00 A.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 committee 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 officials, 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/85912704663 • Webinar ID: 859 1270 4663 • 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. Written communications received prior the end of the comment period will be provided to the members of the Commission and included in the agenda packet and/or supplemental meeting materials. Public Comment Members of the public may comment on any item for up to three (3) minutes. The amount of time for public comment may be reduced. Saratoga Public Art Commission Saratoga Loves Poetry Subcommittee Agenda August 8, 2022 – Page 2 of 2 CALL TO ORDER ROLL CALL ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS Any member of the public may address the committee on matters not on the agenda. The law generally prohibits the committee from discussing or taking action on such items. However, the committee may schedule the item for discussion at a future meeting. AGENDA ITEMS: 1. Saratoga Loves Poetry Minutes Recommended Action: Approve the draft minutes from the July 11, 2022 Saratoga Loves Poetry Subcommittee meeting. Draft Minutes 2. Saratoga Loves Poetry Recommended Action: Discuss and determine next steps for implementation of Saratoga Loves Poetry. 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 Online Art Challenge Subcommittee was posted and available for review on August 4, 2022 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on t he City's website at www.saratoga.ca.us Signed this 4th day of August 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 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 Saratoga Loves Poetry Subcommittee Minutes July 11, 2022 – Page 1 of 3 MINUTES SARATOGA PUBLIC ART COMMISSION SARATOGA LOVES POETRY SUBCOMMITTEE REGULAR MEETING JULY 11, 2022 CALL TO ORDER The meeting was called to order at 1:00 p.m. ROLL CALL Present: Commissioner Ramya Vasu Absent: None Also Present: Crystal Bothelio ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS: 1. Saratoga Loves Poetry Recommended Action: Consider options for Saratoga Loves Poetry and finalize an implementation recommendation to be considered by the Public Art Commission at the July 18, 2022 meeting. If needed, additional meetings may be scheduled to finalize the recommendation to the Commission. Commissioner Ramya Vasu considered options for Saratoga Loves Poetry and recommended and recommended the following to be considered by the Commission at the July 18, 2022 meeting: • 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 share d at rock painting or chalk art activities hosted by the Public Art Commission. Information will also be shared 3 Saratoga Public Art Commission Saratoga Loves Poetry Subcommittee Minutes July 11, 2022 – Page 2 of 3 through the City newsletter and social media accounts. Outreach information will include details about grade divisions, prizes, and winner show case (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. • 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). City will share winning poems and author photos with Saratoga News and request publication of an art icle 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. Poems and author photo, bio, and description of work would be posted on City website. 4 Saratoga Public Art Commission Saratoga Loves Poetry Subcommittee Minutes July 11, 2022 – Page 3 of 3 ADJOURNMENT The meeting was adjourned at 1:40 p.m. Minutes respectfully submitted: Crystal Bothelio, Assistant City Manager City of Saratoga 5