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HomeMy WebLinkAbout11-21-2022 Public Art CommissionAgenda PacketSaratoga Public Art Commission Agenda November 21, 2022 – Page 1 of 3 SARATOGA PUBLIC ART COMMISSION November 21, 2022 6:30 P.M. REGULAR MEETING Saratoga City Hall, Linda Callon Conference Room · 13777 Fruitvale Avenue, Saratoga CA 95070 Participation Information The meeting will be held in-person and teleconference pursuant to amendments to the teleconference rules required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of emergency when a local official has recommended social distancing. Members of the Commission and the public may participate in person at the location listed above on the agenda or via the Zoom platform using the information below. • Webinar URL: https://us02web.zoom.us/j/83649275679 • Webinar ID: 836 4927 5679 • Call In: 1.408.638.0968 or 1.669.900.6833 (enter the Webinar ID provided above when prompted) 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 committee 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 by the Chair or by action of the Commission. Public Comment will begin with speakers attending in-person first followed by those attending via Zoom. 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. Saratoga Public Art Commission Agenda November 21, 2022 – Page 2 of 3 AGENDA ITEMS: 1. Public Art Commission Minutes Recommended Action: Review and approve the minutes from the September 19, 2022 meeting. Draft Minutes 2. Committee Updates (Informational Only) Recommended Action: The Commission formed several subcommittees that meet outside of the Commission’s regular meetings to develop recommendations and work towards implementing the Commissions ambitious work plan. This agenda item provides a time for those committees to provide an update on their efforts to the Commission. This item is informational only. 3. Fiscal Year 2023/24 Work Plan Recommended Action: Review the 2022/23 Work Plan and progress to date. Brainstorm revisions or new ideas for the 2023/24 Work Plan for staff to gather additional information, including feasibility, resource needs, and possible implementation timeline, for the Commission to finalize the proposed 2023/24 Work Plan at the January 16, 2023 meeting. Memo 4. 2023 Meeting Schedule Recommended Action: Review the 2023 meeting schedule and make adjustments as needed. Memo 5. Future Agenda items Recommended Action: Consider agenda items for upcoming meetings. The next regular meeting is on January 16, 2023 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 was posted and available for review on November 18, 2022 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us Signed this 18th day of November 2022 at Saratoga, California. Crystal Bothelio, Assistant City Manager Saratoga Public Art Commission Agenda November 21, 2022 – Page 3 of 3 In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the committee by City staff in connection with this agenda, copies of materials distributed to the committee concurrently with the posting of the agenda, and materials distributed to the committee 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 – September 19, 2022 Page 1 of 3 MINUTES SARATOGA PUBLIC ART COMMISSION REGULAR MEETING SEPTEMBER 19, 2022 CALL TO ORDER Chair Siana Smith called the meeting to order at 6:32 p.m. ROLL CALL Present: Chair Siana Smith, Vice Chair Sohini Kar, Commissioner 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 July 18, 2022 meeting. VASU/WU MOVED TO APPROVE THE MINUTES FROM THE JUY 18, 2022 MEETING. MOTION PASSED. AYES: CAI, KAR, SMITH, VASU, WU. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2. Paint the City Recommended Action: Receive a report summarizing the Paint the City Program and consider the recommendation from the Paint the City subcommittee to recommend that the City Council approve the following three locations for the next Paint the City cycle: 1) Saratoga Avenue at State Route 85 North; 2) Saratoga Avenue at State Route 85 North; and, 3) Saratoga Avenue at Dagmar. The committee also recommended Saratoga Avenue at Vineyard as a backup option. The Commission may make a motion to recommend City Council approval of the committee’s suggested Paint the City locations or move to recommend alternative locations. Commissioners James Cai and Ramya Vasu presented the Paint the City subcommittee recommended locations. 3 Saratoga Public Art Commission Minutes – September 19, 2022 Page 2 of 3 CAI/WU MOVED TO RECOMMEND THAT THE CITY COUNCIL APPROVE THE FOLLOWING THREE LOCATIONS FOR THE NEXT PAINT THE CITY CYCLE: 1) SARATOGA AVENUE AT STATE ROUTE 85 NORTH; 2) SARATOGA AVENUE AT STATE ROUTE 85 SOUTH; AND, 3) SARATOGA AVENUE AT DAGMAR. THE COMMISSION ALSO RECOMMENDED SARATOGA AVENUE AT VINEYARD AS A BACKUP OPTION. MOTION PASSED. AYES: CAI, KAR, SMITH, VASU, WU. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 3. Selection of Chair and Vice Chair Recommended Action: Move to nominate one member of the Commission to serve as Chair and one member to serve as Vice Chair. Commissioners may only serve as Chair or Vice Chair once during a single term on the Commission. The new Chair and Vice Chair will assume their roles after the September 19, 2022 meeting. VASU/CAI MOVED TO NOMINATE RAMYA VASU AS CHAIR. MOTION PASSED. AYES: CAI, KAR, SMITH, VASU, WU. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. WU/CAI MOVED TO NOMINATE GLORIA WU AS VICE CHAIR. MOTION PASSED. AYES: CAI, KAR, SMITH, VASU, WU. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 4. Committee Updates (Informational Only) Recommended Action: The Commission formed several subcommittees that meet outside of the Commission’s regular meetings to develop recommendations and work towards implementing the Commissions ambitious work plan. Since the last Commission meeting, the Saratoga Loves Poetry and Online Art Challenge committees met to discuss implementation of Commission work efforts but do not have recommendations to present for Commission consideration. This agenda item provides a time for those committees to provide an update on their efforts to the Commission. This item is informational only. Commissioner Ramya Vasu provided an update from the Saratoga Loves Poetry Committee. The Commission requested that outreach materials, including judging interest form, be resent. 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: Witchy Walk-a Bout (October 29), Tree Lighting (November 25). 4 Saratoga Public Art Commission Minutes – September 19, 2022 Page 3 of 3 Commissioner Ramya Vasu suggested that the City work with student volunteers to host chalk art or rock painting activities. 6. Future Agenda items Recommended Action: Consider agenda items for upcoming meetings. The next regular meeting is on November 21, 2022 6:30 p.m. Staff reviewed items scheduled for the November 21 meeting. ADJOURNMENT Chair Siana Smith adjourned the meeting at 7:24 p.m. Minutes respectfully submitted: Crystal Bothelio, Assistant City Manager City of Saratoga 5 CITY OF SARATOGA Memorandum To: Public Art Commission From: Crystal Bothelio, Assistant City Manager Date: November 21, 2022 Subject: Fiscal Year 2023/24 Work Plan To ensure that the Commission’s work efforts are in alignment with the desires of the Council, each Commission prepares an annual work plan for City Council consideration and authorization. The work plan describes all work efforts of the Commission during the City’s fiscal year, which spans from July 1 to June 30. Typically, the Council reviews and approves work plans in March. During the November 21, 2022 meeting, the Commission will review its current work plan and progress towards achieving work efforts. These efforts have been scheduled based on an implementation schedule approved by the Commission on May 16, 2022. Additionally, the Commission developed subcommittees 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. Attached to this memo is the Commission’s Fiscal Year 2022/23 work plan, including implementation schedule and subcommittee assignments. In addition to reviewing the current work plan, the Commission will also have the opportunity to brainstorm changes or additions to the work plan. Staff will return at the January 2023 meeting with additional information about these changes or additions, including resources that may be needed, feasibility, and a proposed schedule for implementation so that the Commission can finalize its proposed work plan for the upcoming fiscal year in advance of City Council consideration – tentatively expected in March 2023. 6 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: • Siana Smith 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 Status: Committee work to begin early 2023. 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 Status: Committee work to begin spring 2023. 7 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 • Gloria Wu 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 Status: Committee work to begin spring 2023. 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 prop osal 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 Status: Montalvo invited to attend November 2022 meeting, likely to be rescheduled for January 2023. 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 8 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 • Gloria Wu 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 Status: Committee work to begin in early 2023. 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 Status Complete. In September 2022, K-12 students who live or attend school in Saratoga were invited to submit an original poem for a chance to have their poem showcased and to receive a prize. The City received 63 submissions and a panel of 3 judges , selected by the Saratoga Loves Poetry subcommittee, selected 1st, 2nd, and 3rd prize winners in the 9 following age groups: Kindergarten - Grade 2, Grades 3 – 5, Grades 6 – 8, and Grades 9 – 12. Winners will be announced at Tree Lighting on November 25. 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 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 Status: Ongoing. At each meeting, the Commission considers opportunities to host a Chalk Art or #SaratogaROCKS activity at upcoming events. The Commission has hosted art activities at a number of events in the City, including Arbor Day, Movie Nights, and Community Harvest. 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 • Gloria Wu Implementation: • May – June 2022: Subcommittee to develop a recommended program • July 18, 2022: Commission consideration of committee recommendation • August – September 2022: Implementation of program Status: In progress. Saratoga residents were invited to register for the 3-month Online Art Challenge in September 2022. Registered participants may submit artwork within the categories of fine arts, photography, and video inspired by monthly themes in October (Changing Colors), November (Gratitude), and December (Joy). Artists may submit as many pieces as they would like each month. A total of 56 artists registered for the challenge. A panel of 5 judges selected by the Online Art Challenge subcommittee will be 10 selecting 1 monthly winner within 2 age groups (18 years and younger, over 18 years), 1 monthly honorable mention for each age group and within each of the 3 art categories (photography, video, and fine arts), and 1 grand prize winner for each age group. Artwork will be exhibited through an online event in early 2023. 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 • Ramya Vasu 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 • January 2023: Subcommittee to develop recommended Top 3 selections for each location • January 16, 2023: Commission consideration of committee recommendation • January – February 2023: Public voting • March 20, 2023: Results of public voting and Commission recommendation on final artwork • April 2023: City Council consideration/approval of Commission recommendation Status: In progress. At the September 2022 meeting, the Commission recommended that The City Council approve the following three locations for the next Paint the City cycle: 1) Saratoga Avenue at State Route 85 North; 2) Saratoga Avenue at State Route 85 South; and, 3) Saratoga Avenue at Dagmar. The Commission also recommended Saratoga Avenue at Vineyard as a backup option. The City is currently working with the State for 11 approvals to paint the State boxes north and south of State Route 85. Once State approvals are obtained, the locations will be scheduled for City Council consideration. 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 • Ramya Vasu 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 Status: Committee work expected to begin in late 2022. 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. Status: Ongoing. At each meeting, the Commission considers opportunities to host a Chalk Art or #SaratogaROCKS activity at upcoming events. The Commission has hosted art 12 activities at a number of events in the City, including Arbor Day, Movie Nights, and Community Harvest. 13 CITY OF SARATOGA Memorandum To: Public Art Commission From: Crystal Bothelio, Assistant City Manager Date: November 21, 2022 Subject: Fiscal Year 2023/24 Work Plan 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. 2023 Meeting Dates • January 16, 2023 • March 20, 2023 • May 15, 2023 • July 17, 2023 • September 18, 2023 • November 20, 2023 14 City of Saratoga Public Art Commission MEMBERSHIP NAME TERM END James Cai 9/30/2023 Ramya Vasu, Chair 9/30/2024 Sohini Kar 9/30/2025 Siana Smith 9/30/2025 Gloria Wu, Vice Chair 9/30/2026 Staff: Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@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 July 18, 2022 • Minutes 15 Public Art Commission Agenda Planner – November 2022 Page 2 • 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 • Paint the City: Program Recommendation & Locations • Selection of Chair and Vice Chair • Committee Updates • Chalk Art OR #SaratogaROCKS at Community Events • Future Agenda Items November 21, 2022 • Minutes • Committee Updates • FY 23/24 Work Plan • 2023 Meeting Schedule • 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. • Committee Updates • 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. • Sculpture Program: Consider past efforts and options for the future. If possible, develop recommendation for Council. • Paint the City: Recommendations to Council • Committee Updates • Chalk Art OR #SaratogaROCKS at Community Events 16 Public Art Commission Agenda Planner – November 2022 Page 3 • 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. • Committee Updates • 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: • Siana Smith 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 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: 17 Public Art Commission Agenda Planner – November 2022 Page 4 • 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 • Gloria Wu 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 18 Public Art Commission Agenda Planner – November 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 • Gloria Wu 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 19 Public Art Commission Agenda Planner – November 2022 Page 6 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. 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 • Gloria Wu 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 • Ramya Vasu Implementation: • July – August 2022: Subcommittee to develop a recommended program • September 19, 2022: Commission consideration of committee recommendation 20 Public Art Commission Agenda Planner – November 2022 Page 7 • 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 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 • Ramya Vasu 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. 21 Public Art Commission Agenda Planner – November 2022 Page 8 Implementation: • At every regular meeting, discuss opportunities for Commissioners to attend upcoming community events and host #SaratogaROCKS or Chalk Art activity. 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 C ode 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. 22 Public Art Commission Agenda Planner – November 2022 Page 9 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. 23