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ACC 08-21-23 (Special)Approved MINUTES ARTS AND CULTURE COMMISSION Monday, August 21, 2023 6:00 p.m. ARTS AND CULTURE COMMISSION SPECIAL MEETING CALL TO ORDER At 6:00 p.m., Chair Maa called the special meeting to order at City Hall, 10300 Torre Avenue, Conference Room C. ROLL CALL Commissioners Present: Carol Maa, David Wang, Kiran Rohra Commissioners Absent: Rani Agrawal, Dana Ford Staff Present: Gian Martire, Jessica Javier Presenters: None APPROVAL OF MINUTES 1. Subject: Meeting Minutes for the May 22, 2023 Arts and Culture Commission Meeting Recommended Action: Review and approve the minutes for the May 22, 2023 Arts and Culture Commission meeting. Commissioner Rohra motioned to approve the May 22, 2023 Arts and Culture Commission meeting minutes as submitted. Vice Chair Wang seconded. Motion carried with 3 yes and 2 absent. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS None NEW BUSINESS 2. Subject: 2023 Artist Award Program and Theme for Young Artist Awards Recommended Action: Receive a presentation on the 2023 Artist Award program and finalize theme for the Young Artist Awards. Gian Martire, Senior Planner, introduced Jessica Javier, Administrative Assistant, Parks and Recreation to present on the item. Administrative Assistant Javier provided an overview including background information, artist award categories, art types, application requirements, a timeline, and next steps. Commissioners asked clarifying questions. Commissioner Rohra requested clarification on how artwork is submitted. Administrative Assistant Javier clarified by showing the online tester application. She stated that the first portfolio upload is mandatory and the other nine are optional. Commissioner Rohra asked a follow-up concerning how audio-visual submissions would be handled. Administrative Assistant Javier clarified that IT recommended a link be provided by the applicant. Vice Chair Wang requested clarification on whether past winners are allowed to apply again. Administrative Assistant Javier clarified that they could. Vice Chair Wang requested clarification if past winners could be leveraged to help promote this in the community. Administrative Assistant Javier stated that past applicants’ emails were available and would inquire with the communications division if it was possible to include those email addresses in the e-notifications that will be sent. Chair Maa requested clarification as to where performance artwork had been considered for display. Administrative Assistant Javier clarified that artwork is displayed at the library but would have to inquire as to how possible non-visual arts would be displayed. Chair Maa suggested an event to showcase winners that were non-visual arts if the situation arose. Chair Maa requested clarification if local businesses with available space might be utilized. Administrative Assistant Javier clarified that showcasing would probably be kept within city facilities. She stated that Vice Chair Wang had inquired via email about the possibility of an Art Showcase Exhibition reception sometime before the awards were presented and that staff was looking into it. Chair Maa inquired if Quinlan might be a possible location for the art display. Administrative Assistant Javier clarified that it had been considered, but the library historically has more foot traffic and is considered a better location. Chair Maa clarified that Quinlan might be a location for the possible Art Showcase Exhibition reception. Chair Maa expressed concerns that artwork be about the chosen theme and created specifically for the competition. She observed that in the previous year the theme was vague and felt some of the artwork was not created specifically with the competition in mind. Chair Maa observed that since the name had been changed to Arts and Culture Commission, she felt that it was their responsibility to broaden the contestants and the City of Cupertino’s idea of what Art and Culture is. All commissioners agreed. Commissioner Rohra observed the need to incorporate the culture aspect into all future considerations. Chair Maa requested clarification as to why up to ten pieces are allowed in the portfolio. Administrative Assistant Javier clarified that the ten was only for the Distinguished and Emerging Artist Award. She stated that this allows an artist to showcase their work and present a broad range of styles, techniques, and media. The Young Artist Award only allows one submission. Chair Maa suggested the wording be changed to say “can include up to” instead of “must include up to” on the application to avoid confusion. Chair Maa inquired if the number ten was up for discussion. Administrative Assistant Javier clarified that it was historically ten and recommended it remain so for another year due to all the new commissioners. She stated that the subject could be revisited next year should the commissioners request it. Vice Chair Wang requested clarification as to who the commissioners should be contacting regarding public outreach. Administrative Assistant Javier clarified that staff would send e- notifications to all subscribers of the commission and Parks and Recreation. She stated that the commissioners should focus on personal connections and art studios. She emphasized that applicants must be a resident or attend a school that is physically located in Cupertino. The commissioners made suggestions as to possible advertising opportunities. Chair Maa opened the discussion for the 2023 Young Artist Award theme. Vice Chair Wang stated that a theme involving Cupertino history would be worth exploring. He suggested another theme might involve the artist’s identity. Vice Chair Wang expressed interest in knowing who an artist is and what they value coming through in their art. Chair Maa suggested a theme concerning the architectural heritage of Cupertino. She stated that the theme might involve mid-century modernism and the Eichlers. Senior Planner Martire stated that there are historical landmarks called out in the City General Plan. Chair Maa suggested that a theme of architectural legacy and culture might inspire research on the subject. Commissioner Rohra reemphasized the need for the theme to involve the power and strength of diversity, unity, and uniqueness of Cupertino culture. Vice Chair Wang expressed concern that restricting the theme to architecture may cause a limited scope of submissions. Commissioner Rohra stated that the use of the word heritage could have a broader meaning than just history. Chair Maa suggested that it needed to be narrowed and more focused to allow more meaningful, emotional resonance. Chair Maa requested clarification if the final language of the theme needed to be settled at this meeting. Administrative Assistant Javier clarified that it did. She further emphasized that the theme was for the Young Artists and the age range was from six years old to high school students. Chair Maa stated that she thought the high school students should be challenged. Commissioner Rohra suggested that the commissioners think about Vice Chair Wang’s suggestion of personal identity and how that might be phrased. Vice Chair suggested that the theme might involve heroes and role models to emphasize the artist’s identity and values. Chair Maa suggested Artist’s Identity: A Journey of Self Discovery. Administrative Assistant Javier read back the suggestions for discussion: - Architectural Heritage of Cupertino - Cupertino Heritage and Your Idea of Home - Journey of and Artist’s Identity - Artist’s Identity: A Journey of Self Discovery Vice Chair Wang suggested adding Your Hero or Role Model. Commissioner Rohra suggested adding The Strength of Diversity. Senior Planner Martire requested clarification if just the subject theme was presented to the applicants or if any description with examples accompanied it. Administrative Assistant Javier clarified that the theme was just presented. Interpretation was left up to the artist. She stated that a descriptor could be added if the commission felt strongly about it. Commissioner Rohra stated that Cupertino Heritage and Your Idea of Home seemed fine. Chair Maa suggested Our Architectural Heritage and Your Idea of Home. Commissioner Rohra expressed her concern that the word architecture was limiting the scope of submittals. Chair Maa agreed and stated that was the intention. She suggested that it was a subject that had not been addressed before. Vice Chair Wang expressed concern that the youngest artists would not be able to appreciate different architectural styles. Chair Maa stated the challenge was to get the applicants to think more about the City of Cupertino. Chair Maa stated she liked the identity theme but wondered how it tied directly into Cupertino. Vice Chair Wang stated that it was more about the artist and how they see themselves. He suggested that Artist’s Identity: A Journey of Self Discovery was fine. Commissioner Rohra suggested a simplification of words to make it easier for younger artists to interpret. Chair Maa stated that she thought that they would interpret it fine, but a descriptor could be added if needed. Commissioner Rohra suggested how you see yourself as a descriptor. Administrative Assistant Javier suggested that the commissioners vote on which theme they were most interested in to narrow the choices. Commissioner Rohra voted for Cupertino Heritage and Your Idea of Home and The Strength of Diversity. Chair Maa and Vice Chair Wang voted for Artist’s Identity: A Journey of Self Discovery. Vice Chair Wang suggested some word smithing to make the theme less confusing. Senior Planner Martire suggested that the Artist’s Identity theme reference what influenced their identity. Commissioner Rohra and Vice Chair Wang suggested simplification to Artist’s Identity: What Influences You. Chair Maa expressed concern that a simplified theme would generate a report and not an interpretation. Administrative Assistant Javier suggested that the commissioners vote on which version of the theme they preferred. Chair Maa voted for Artist’s Identity: A Journey of Self Discovery. Vice Chair Wang and Commissioner Rohra voted for Artist’s Identity: What Influences You. Commissioner Rohra motioned for the theme ”Artist’s Identity: What Influences You” for the 2023 Young Artist Award program. Vice Chair Wang seconded. Motion carried with 3 yes and 2 absent. Chair Maa closed the item. STAFF AND COMMISSION REPORTS Chair Maa reported on the July mayor’s commissioners meeting. She clarified that the meetings are an opportunity for the commissions to report to the mayor as well as the mayor to update the commissions about the mayor’s office. Commissioner Rohra reported on the June mayor’s meeting. She spoke of the positive response to her presentation on the proposed public art for the All-Inclusive Playground project at Jollyman Park. She stated that the mayor requested clarification on the cost. Commissioner Rohra clarified that staff was aware of the budget, has worked on similar projects, and was keeping the boundary condition in mind while bringing the proposals to the commission. Senior Planner Martire provided a Staff Update on the following: - The next regular commission meeting will be held on Monday, September 25 o The Westport Project (formerly The Oaks Project) is anticipated to be agendized. Two art pieces are slated for submission and are coming as a single application. - City Council is looking to have a study session on the art in-lieu fee policy. He was unsure if this was going to come to the Arts and Culture Commission prior to a study session in October. He is working with Public Works to interview other cities about their policies and standards for art. o Vice Chair Wang expressed his concern that City Council would make the decision about policies and standards without input from the Arts and Culture Commission. Senior Planner Martire explained that because the item is not a work program item, the normal procedures were not in place. Vice Chair Wang requested clarification on the potential workflow being 1.) City Council study session to help define the scope, 2.) Arts and Culture for review and recommendation, and 3.) back to City Council for final approval. Senior Planner Martire confirmed. o Chair Maa requested clarification if City Council had provided any guidance on possible outreach and questions. Senior Planner Martire clarified there was no such guidance. He stated that they were looking at cities with similar demographics, geographically and size. o Chair Maa requested clarification on the proposed study session date. Senior Planner Martire confirmed the proposed date is October 10. o Vice Chair Wang stated that the study session was scheduled for October 10th. o Commissioner Rohra asked if this might be an agenda item for the September 25 commission meeting to get an idea of what will be presented at the study session. Senior Planner Martire stated he could probably present it as part of the Staff and Commission Reports. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Starting in September, the Mayor’s meetings will resume in-person at Quinlan. Commissioners to attend the upcoming Mayor’s meetings as follows: September 13 – Chair Maa October 11 – Vice Chair Wang November 8 – Commissioner Rohra FUTURE AGENDA SETTING Commissioner Rohra requested an update on the art in-lieu study session. Chair Maa seconded. Vice Chair Wang requested an update on the public art for the All-Inclusive Playground project at Jollyman Park. Commissioner Rohra seconded. Vice Chair Wang requested Art in Unexpected Places – specifically program overview, how it can be promoted, and what money is available. Chair Maa seconded. ADJOURNMENT Chair Maa adjourned the meeting at 7:45 p.m. to the September 25, 2023, meeting at 6:30 p.m. Respectfully Submitted by, Jon de Ridder, Administrative Assistant Community Development Department Minutes approved at the September 25, 2023 regular meeting