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ACC 09-25-2023Approved MINUTES ARTS AND CULTURE COMMISSION Monday, September 25, 2023 6:30 p.m. ARTS AND CULTURE COMMISSION MEETING CALL TO ORDER At 6:30 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, Rani Agrawal, Dana Ford Commissioners Absent: None Staff Present: Gian Martire, Evelyn Moran Presenters: Melissa Erikson (virtual) APPROVAL OF MINUTES 1. Subject: Meeting Minutes for the August 21, 2023 Arts and Culture Commission Meeting Recommended Action: Review and approve the minutes for the August 21, 2023 Arts and Culture Commission meeting. Commissioner Rohra motioned to approve the August 21, 2023 Arts and Culture Commission meeting minutes as submitted. Vice Chair Wang seconded. Motion carried with 3 yes and 2 abstentions. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Written communications were emailed to the commission and are included for the record. OLD BUSINESS None NEW BUSINESS 2. Subject: Consider a public art installation for Jollyman Park Recommended Action: Receive a presentation on the proposed public art for the All-Inclusive Playground Project at Jollyman Park and approve the public art. Gian Martire, Senior Planner, introduced Evelyn Moran, Public Works Project Manager, to present on the item. Project Manager Moran gave an outline of the subject and introduced Melissa Erikson, MIG Consultant, to continue the presentation. Consultant Erikson provided an overview including project history, alterations due to previous suggestions, budget and art in a play area considerations. Commissioners asked clarifying questions. Commissioner Agrawal requested clarification as to how the sculpture worked and the fabrication materials. Consultant Erikson clarified that the sculpture would be human powered and the material for the leaves would be 3Form, a resin-based product. Commissioner Ford requested clarification as to how the artwork would be kept clean. Consultant Erikson clarified that it would be hosed off. Commissioner Rohra requested clarification on if the sculpture had a sound element. Consultant Erickson clarified that there was no sound element due to budgetary considerations. Commissioner Rohra requested clarification on the dimensions of the sculpture. Consultant Erickson clarified that 12 to 15 feet is the goal but will be finalized when the budget and move from models to fabrication are determined. Commissioner Rohra requested clarification if there were options for the pillar material. Consultant Erikson clarified that the pillar would remain metal, but the final color would probably change. Chair Maa requested clarification of a tactile element to the sculpture. Consultant Erickson clarified that the sculpture movement could be manipulated by the public. The level of manipulation would be determined by budget. Chair Maa requested clarification as to the point of viewer interest for the sculpture. Consultant Erickson clarified it would vary. The goal was to draw viewers to the play area and orient them once there. Chair Maa asked for clarification of the lifespan of the resin. Consultant Erikson clarified at least 20 years. Chair Maa requested clarification on budget considerations. Consultant Erickson clarified that the number of moveable components, size and maintenance, balanced with viewer interest were all factors. Chair Maa requested clarification if sound was considered. Consultant Erickson clarified it was briefly. However, simplification and focus on visual components were ultimately considered. Chair Maa requested clarification on the color area diameter when projected on the ground at noon in optimal conditions of the petals. Consultant Erickson clarified, depending on conditions, the hope was 15 feet. Chair Maa opened the public comments. Lisa Warren expressed concern that there were too many unanswered questions about the specifics of the project for a final decision to be made. Rhoda Fry expressed concern that the proposed item should be considered part of the overall project budget and not used as part of the art in-lieu. Chair Maa closed the public comments. Commissioner Rohra requested clarification of the next steps. Project Manager Moran clarified the next steps following the item approval. She stated that she would have to check the May commission minutes for any future City Council involvement. Vice Chair Wang requested clarification as to if the $200,000 budget was fixed or if there was a possibility of overrun. Consultant Erickson clarified that the City set the budget, but that there was always a possibility for overrun. Project Manager Moran stated that a percentage of the budget would be used for contingency and that any left-over would be returned and set aside for future projects. Commissioner Rohra requested clarification if other options for the project were considered. Project Manager Moran clarified that three options were considered at the May meeting. The decision was made to concentrate on the Kaleidoscope. Commissioner Rohra suggested that something more natural be considered. Commissioner Ford requested clarification if metal was going to be used as the material for the turning of the mechanism. He expressed concern that it would be too hot to touch for children. Consultant Erickson clarified that the material would be metal, but most likely coated with a rubberized silicate to address the issue. Commissioner Ford expressed concern over too many unanswered questions to give approval. Chair Maa requested clarification on a timeline for the project and if there was flexibility on the decision to approve or deny. Project Manager Moran outlined the projected timeline. Commissioner Rohra stated that it was a little late to reconsider the submission if the timeline was going to be met. She suggested that this was an opportunity to define what the Commission wants to see in future art in-lieu projects. Vice Chair Wang stated that he felt that although the proposal might not meet what the Commission considers an art installation, an opportunity to create something new and interactive for the community was present. Chair Maa requested for clarification to the impact on the timeline if the project was not approved at the meeting. Project Manager Moran clarified that she would have to consult with MIG and the department director to see if it was possible to continue with this component of the project. Chair Maa requested clarification on the original approved art in-lieu budget. Project Manager Moran clarified that City Council approved a budget of $336,000. She stated that the $200,000 was agreed upon leaving the balance as a good faith measure for future projects. Chair Maa requested clarification that if more elements like sound, kinetic and tactile elements were considered, how much more budget would be needed. Consultant Erickson clarified that she would have to consult the fabricators to get an estimated cost. Chair Maa acknowledged the desire of commissioners and the public to make this approachable fine art. She requested clarification if there was the possibility of a conditional approval. Senior Planner Martire clarified that a condition might be added to the draft resolution. Chair Maa expressed disappointment that the budget was restraining the potential of the project. Commissioner Agrawal requested clarification if the balance of the original $336,000 budget, $136,000, would be returned for future art in-lieu projects. Project Manager Moran clarified that it would. Commissioner Rohra requested clarification if there was a possibility of options for the Kaleidoscope within or slightly above the budget constraints, without sacrificing the timeline. Consultant Erickson clarified that it might be possible but expressed concern over redesign impacting set budget and timeline constraints. Vice Chair Wang stated he preferred saving some of the budget for future projects. Chair Maa expressed concern that due to the budget restrictions, the project did not feel significant. She further stated that there was no guarantee that another opportunity would present itself for use of the funds. Project Manager Moran stated that current CIPs or a standalone could be reviewed by the Commission to see if there was opportunity there. Commissioner Ford requested clarification as to the scope of the entire project and the Kaleidoscope in it. Project Manager Moran clarified the All-Inclusive Jollyman Park Playground Project. She stated the Kaleidoscope component was to be a statement piece that would draw in residents and others to the area. The commissioners discussed wanting to make an impact with the project. They expressed concern about not using more of the available budget now and regretting it in the future. Commissioner Rohra reemphasized concern as to what could be done with in the constraints of the given timeline. Project Manager Moran stated that review with the involved parties and decisions on the next steps would be needed. Commissioner Rohra commended the team involved for their focus with budget constrictions but inquired if the focus could be loosened. Chair Maa requested clarification on the percentage allotted for overages. Project Manager Moran clarified that 10 percent over and above the $200,000 was allotted for contingencies. Chair Maa requested clarification as to the Commission’s options for the agenda item. Senior Planner Martire clarified that the Commission had three options. The Commission could approve as is, deny or table the discussion with some guiding principles to come back at a later date. Chair Maa requested guidance for what information was needed to make a motion that guided the consultants on next steps. Program Manger Moran clarified that the components that commissioners wanted to see in the piece would be the most helpful. She stated that she would have to check with management and the consultants on feasibility. Commissioner Rohra requested additional sensory components, sustainable design and materials. Chair Maa requested additional sensory stimulation components. Vice Chair Wang requested an itemized breakdown of the piece as originally envisioned with an estimated cost of each additional element spelled out. He also requested additional conceptual renderings of the project. Chair Maa requested clarification if that was enough guidance to meet the November meeting. Consultant Erickson clarified that they could work within the time allowed. Chair Maa motioned to postpone until the November 27 session with guidance to the staff to bring the feedback and requests shared by the Commission. Commissioner Rohra seconded. Motion carried with 5 yes and 0 no. STAFF AND COMMISSION REPORTS Chair Maa reported on the September Mayor’s Commissioners Meeting. She spoke of the new format and expectations for the commissions input going forward. She stated that the meetings will now be bi-monthly, 90 minutes in length and alternately attended by the Chair and Vice Chair. Senior Planner Martire provided a Staff Update on the following: - The City Manager has decided to postpone the art in-lieu presentation to the City Council in order to holistically pair it with the already existing City art policy from 2005. He stated the plan is to possibly consult other departments and come up with a combined draft policy by the end of 2023. It would be presented to the Commission in early 2024 for review prior to a City Council adoption. o Commissioner Rohra requested clarification if a study session had been scheduled to discuss the draft policy. Senior Planner Martire clarified that originally there was one scheduled for October 10, but with the new direction it had been canceled. o Chair Maa requested clarification that the Commission would review the policy before it went to the City Council. Senior Planner Martire clarified that it was the intent. - The Artist Award Program submission totals so far stand at 2 Distinguished Artist, 9 Emerging Artist, 9 Young Artist (Group B: 11-14 years) and 43 Young Artist (Group A: 6-10 years). He noted that Sunday October 1 was the deadline for submissions. o Commissioner Ford requested clarification if commissioners could submit. Senior Planner Martire clarified that he did not know but would inquire with Jessica Javier in Parks and Recreation. o Chair Maa requested clarification if any collective group had submitted. Planner Martire clarified that only individuals had submitted. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Starting in November, the Mayor’s meetings will be bi-monthly and alternate between in- person and remote. The first will be remote. The meetings must be attended by either the Chair or Vice Chair. Commissioners to attend the upcoming Mayor’s meetings as follows: November 8 – Chair Maa FUTURE AGENDA SETTING Commissioner Rohra requested a discussion of the cultural aspect of the Arts and Culture Commission. Vice Chair Wang seconded. ADJOURNMENT Chair Maa adjourned the meeting at 8:27 p.m. to the November 27, 2023, meeting at 6:30 p.m. Respectfully Submitted by, Jon de Ridder, Administrative Assistant Community Development Department Minutes approved at the December 6, 2023 special meeting