HomeMy WebLinkAbout10-12-2022 Public Art Commission - Saratoga Loves Poetry Subcommittee Agenda PacketSaratoga Public Art Commission Saratoga Loves Poetry Subcommittee Agenda
October 12, 2022 – Page 1 of 2
SARATOGA
PUBLIC ART COMMISSION
SARATOGA LOVES POETRY SUBCOMMITTEE
October 12, 2022
4:30 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 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/81599391018
• Webinar ID: 815 9939 1018
• 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
October 12, 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 August 8, 2022 Saratoga Loves Poetry
Subcommittee meeting.
Draft Minutes
2. Saratoga Loves Poetry
Recommended Action:
Select contest judges and set tentative date or timing for judges meeting to review
submissions. Confirm details for announcement and display of winning poems. Select
prizes that will be given to winners.
Memo
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 October 6, 2022 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website
at www.saratoga.ca.us
Signed this 6th day of October 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
August 8, 2022 – Page 1 of 2
MINUTES
SARATOGA PUBLIC ART COMMISSION
SARATOGA LOVES POETRY SUBCOMMITTEE
REGULAR MEETING
AUGUST 8, 2022
CALL TO ORDER
10:05 a.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 Minutes
Recommended Action:
Approve the draft minutes from the July 11, 2022 Saratoga Loves Poetry
Subcommittee meeting.
VASU MOVED TO APPROVE THE MINUTES FROM THE JULY 11, 2022 SARATOGA
LOVES POETRY SUBCOMMITTEE MEETING. MOTION PASSED. AYES: VASU. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
2. Saratoga Loves Poetry
Recommended Action:
Discuss and determine next steps for implementation of Saratoga Loves Poetry.
Commissioner Ramya Vasu suggested that outreach begin the week of August 8 to
coincide with the end of the summer break for teachers. She also emphasized the
importance of one-on-one communication, encouraging direct communications to
schools and students. She offered to be available to share information about the
contest during assemblies or classes, suggested sharing information with the Youth
Commission and inviting them to share program information with their peers, and
suggested that the program flyer could be shared with fusion and tutoring enters.
Commissioner Vasu requested that the poems be displayed outside the Book-Go-
Round, similar to the Story Walk that the Friends display.
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Saratoga Public Art Commission Saratoga Loves Poetry Subcommittee Minutes
August 8, 2022 – Page 2 of 2
Commissioner Vasu discussed options for outside judges, including placing an open
call for judges to see if anyone is interested in serving as a judge for the program. She
proposed that as part of the program outreach, the City also conduct outreach calling
for judges. Targeted outreach to West Valley College to solicit judging applicants could
be done in September. The judging application should be simple – contact
information and statement about the applicant’s interest in judging. Ideally, a total of
3 judges will be selected. Judges may not be considered for contest prizes.
Commissioner Vasu confirmed that the subcommittee will select judges to pick
contest winners. Once winners are decided, the City will inform the finalists to get a
photo, biography, and description of work. Finalists will also be invited to the Tree
Lighting Ceremony to see or hear the announcement of the winners. The judges will
select 1st, 2nd, and 3rd prize winners for each of the age category. All winners will
receive a prize, like an insulated water bottle or something similar and small that is
personalized and easy to carry at school, along with a gift back of a few other small
things. During the November 21 meeting, the Commission will be informed of the
winners of the contest selected by the panel of judges.
Commissioner Vasu confirmed the flyer, application, and banner for the program
were ready to be shared with the public.
ADJOURNMENT
The meeting was adjourned at 10:52 a.m.
Minutes respectfully submitted:
Crystal Bothelio, Assistant City Manager
City of Saratoga
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CITY OF SARATOGA
Memorandum
To: Public Art Commission Saratoga Loves Poetry Subcommittee
From: Crystal Bothelio, Assistant City Manager
Date: October 12, 2022
Subject: Saratoga Loves Poetry Judge Selection, Exhibition, and Prizes
At the May 16, 2022 Public Art Commission meeting, the Commission approved a
process for implementing its Fiscal Year 2022/23 Work Plan. A key element of the
implementation process included formation of subcommittees that would meet
outside of the Commission’s regular meetings to schedule to develop
recommendations and work on implementation (as needed) of the committee’s
assigned work plan item.
One of these committees is the Saratoga Loves Poetry Subcommittee. The committee
met on July 11, 2022 to develop a recommended approach for the program, which
was approved by the Commission on July 18. The committee met again on August 8
to refine the program details prior to the public announcement of the contest that
same month. This included reviewing outreach efforts, developing a preliminary plan
for displaying winning poems outside of the Book-Go-Round starting November 25,
setting a goal for 3 judges, and confirming that 1st, 2nd, and 3rd prize winners in each
age category will receive prizes, ideally a customized insulated bottle or something
similar that students can carry easily at school. Additionally, plans for announcing
winners were discussed. These plans included asking finalists to submit a photo of
themselves, biography, and description of their work and inviting them to the Tree
Lighting to hear the announcement of winners.
The goals of the October subcommittee meeting are to:
1) Select judges and set tentative date for judges meeting
2) Confirm details for announcement of winners and display of poems
3) Select prizes that will be given to contest winners
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Outreach seeking judging applicants started in mid- September. Applications were
due Sunday, October 9. Information about the applicants will be shared during the
meeting on October 13.
Based on the current plan for announcement of winners and exhibiting winning
poems, staff recommends that a judges meeting to select contest winners be
scheduled for the week of October 31 or November 7 to provide sufficient time to
reach out to finalists to receive their photo, biography, and description of their work
and create displays to be placed outside of the Book-Go-Round for the Tree Lighting
and Open House on November 25. Selected winners will also be shared with the
Public Art Commission during the meeting on November 21.
The Friends of the Saratoga Libraries have indicated that they are open to displaying
winning poems outside of the Book-Go-Round but suggested the addition of
temporary lighting to ensure displays are visible since the sun sets so early during
that time of year. Staff will look at options for lighting and create the displays and
once winners are selected.
For prizes, staff was able to identify 20-ounce and 32-ounce water bottle options that
can be customized and can be accommodated within the program budget. Bottles
are available in a variety of colors. Staff will share options during the October
meeting.
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