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ACC 12-06-2023 (Special)Approved MINUTES ARTS AND CULTURE COMMISSION Wednesday, December 6, 2023 6:30 p.m. ARTS AND CULTURE COMMISSION SPECIAL MEETING CALL TO ORDER At 6:38 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, Rani Agrawal, Kiran Rohra Commissioners Absent: Dana Ford Staff Present: Gian Martire, Evelyn Moran, Jessica Javier, Susan Michael Presenters: Melissa Erikson (virtual) APPROVAL OF MINUTES 1. Subject: Meeting Minutes for the September 25, 2023 Arts and Culture Commission Meeting Recommended Action: Review and approve the minutes for the September 25, 2023 Arts and Culture Commission meeting. Vice Chair Wang motioned to approve the September 25, 2023 Arts and Culture Commission meeting minutes as submitted. Commissioner Agrawal seconded. Motion carried with 3 yes (Maa, Wang, Agrawal) and 2 absent (Ford, Rohra). POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Written communications were emailed to the commission and are included for the record. OLD 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 Rohra commended the team for addressing the commission’s previous concerns. She requested clarification on the number of petal arms and possible reflections and shadows cast on neighbors. Consultant Erikson stated there were four arms. She clarified that there were no homes close to the area and that the material for the petals was translucent and positioned flatly in the sculpture. Reflections would not be an issue. Project Manager Moran stated that the nearest home is four hundred feet away and has a landscape buffer. Vice Chair Wang echoed Commissioner Rohra’s praise of the teams hard work. He asked for clarification on the sound element that was alluded to in the presentation. Consultant Erikson stated that due to the amount of activity in this location of the park, sound elements were ruled out. She clarified that sound elements would be part of other designated play areas. Commissioner Agrawal asked for clarification of the tactile element of the piece. Project Manager Moran stated that the mechanism of the piece could be operated using a closed fist. Consultant Erickson stated the reason for this was to make it more usable. Commissioner Agrawal asked for clarification if a single wheel or multiple wheels would be used to operate the different arms. Consultant Erickson clarified that different wheels would be used for each arm. Chair Maa asked for clarification as to how the color choices were made. Consultant Erickson stated that color samples were provided by the fabricator which were then taken out into the sun to determine the best combinations for color and shadows. Chair Maa asked if any one color was more durable than the others. Consultant Erickson stated all the colors were equally durable. Chair Maa asked if the colors were chosen to include people with visual disabilities. Consultant Erickson clarified that considerations had been made and included in the decision for the strongest results. Chair Maa asked if the colors were final. Project Manager Susan Michael clarified that it would be best to determine final color choice later, on the project site. Chair Maa asked if more tactile elements could be introduced at the interaction interface. Consultant Erickson stated those considerations had been made but ruled out for safety and maintenance concerns. Commissioner Rohra asked for clarification if the manipulation wheels would be accessible and useable for younger children. Consultant Erickson stated they would. Commissioner Rohra asked if the possible additive element mentioned in the presentation would be located elsewhere in the park. Consultant Erikson stated that since the element was meant as a visual stimulation, it would most likely be in a planter near benches. She clarified that the element was included as a possible additive because there were no opportunities to alter the structure of the primary sculpture. Commissioner Agrawal asked how this particular piece was arrived at as opposed to something more interactive and child friendly. Project Managers Moran and Michael stated that several items were presented to the Commission previously and this was the one that was determined to be the best fit. Vice Chair Wang stated he was ready to approve the main project, but not in favor of the additive element for fiscal responsibility reasons. Commissioner Rohra stated that she believed the feedback and asks of the Commission were satisfied to the best of the project teams’ ability. She said she was unsure about the additive element and didn’t feel strongly about it either way. Chair Maa asked Vice Chair Wang to clarify his fiscal responsibility reason. Vice Chair Wang stated that he did not feel that the additive element enhanced the project significantly for the price. He expressed that if the Commission saves money now, there will be opportunities to spend on other projects. Chair Maa thanked the team for their efforts. She stated that she was disappointed that all involved had not created something significant for Cupertino. She stated that she felt in five years they would look back and realize they had not done enough. Commissioner Rohra commended the staff and Commission for their efforts. She stated that this being the first time this process had been done, she felt that there were successful elements which they could learn from for future projects. Commissioner Rohra motioned to approve the Kaleidoscope design as presented, with the budget as estimated and without the additive element. Vice Chair Wang seconded the motion. Motion carried with 4 yes and 1 absent. NEW BUSINESS 3. Subject: 2023 Distinguished, Emerging, and Young Artist Award Programs Recommended Action: Evaluate participant submissions for the 2023 Distinguished, Emerging, and Young Artist Award Programs and select winners for each category. Jessica Javier, Administrative Assistant, Parks and Recreation, gave a brief overview of the evaluation process and asked if any of the commissioners had a conflict of interest regarding the entries. None of the commissioners stated a conflict of interest. Administrative Assistant Javier asked if the commissioners had any questions. Chair Maa requested clarification if there were repeat applicants for the same award. Administrative Assistant Javier clarified that applicants could apply year after year in the same categories as long as the requirements are still met. She stated that one applicant had resubmitted an art piece from a previous year as part of a portfolio. Chair Maa asked for clarification on the late entry and if it should be considered. Administrative Assistant Javier clarified that the entry was allowed due to technical difficulties when no staff was available. She stated that submittal process adjustments would be made to prevent this for upcoming years. Administrative Assistant Javier reminded the commissioners of the maximum and minimum point scoring per the evaluation form and collected the commissioners total scores for each artist across all categories – Young Artist Group A, Young Artist Group B, Emerging Artist, and Distinguished Artist. Chair Maa opened and closed the item for public comment seeing no members of the public present. Administrative Assistant Javier suggested opening the discussion for the top five Young Artists Group A entries. Chair Maa opened the discussion. She stated that the criteria to discuss would be media, contest theme creativity, imagination, individuality, and was the theme addressed. Administrative Assistant Javier stated that the scores for the top five could be adjusted to reflect the top three choices after reassessment and discussion. Vice Chair Wang shared his screen with the top five entries for Group A displayed. The commissioners discussed technique, media, imagination and subject for the five pieces. They were impressed by them all but were able to narrow the entries to the top three. The commissioners were polled for the order of their choices. Final tally for the Young Artist Group A votes determined: 1st Place - Amelia Wang 2nd Place - Chloe Park 3rd Place - Swara Ananth Administrative Assistant Javier displayed the scored order of the Young Artists Group B entrants. The commissioners agreed to take the top five entrants for final consideration. Chair Maa reiterated the criteria for discussion. Vice Chair Wang shared his screen with the top five entries for Group B displayed. All the commissioners praised the entries for their creativity and technique. They discussed the pieces and were polled for their choices. Final tally for the Young Artist Group B votes determined: 1st Place – Yishan Lin 2nd Place – Rosa Lee 3rd Place – Jonny Tang Administrative Assistant Javier displayed the rankings for the Emerging Artist entries. She suggested all the commissioners refer to the submitted portfolios on their laptops to help make the decision on final ranking choices. She clarified that only a platinum winner needed to be chosen, but gold and silver rankings were optional. She stated that only the platinum winner received a cash prize. She clarified the other ranked winners would receive plaques. Administrative Assistant Javier suggested that consideration of the top three be used due to the amount of material to be reviewed in the portfolios. Vice Chair Wang stated he preferred to consider the top five to remain consistent. Commissioner Rohra asked if all the commissioners had read the Gill Doyle entry. She observed that it was very difficult to compare the different medias and be fair when deciding. She suggested that unique entries be separated and called out specially. Commissioner Agrawal suggested that the commissioners leave the judging as is but make changes for future competitions. Administrative Assistant Javier stated that types of entries change yearly, and that sometimes other mediums may be absent. Vice Chair Wang stated that he felt as representatives of the Arts and Culture Commission they needed to promote and acknowledge all types of art, not just visual. The top four entries were discussed. A silver award was chosen. The choice for platinum and gold awards deadlocked. Chair Ma asked to reread the artists personal statements. Commissioner Rohra asked to look at the ranked scores one more time. After further discussion, the final tally for the Emerging Artist votes determined: 1st Place – Chloe Yoon 2nd Place – Tiffany Gu 3rd Place – Gill Doyle Administrative Assistant Javier displayed the rankings for the Distinguished Artist entries. She inquired if the commissioners wanted to consider the top five or three ranked. Commissioner Rohra reiterated her previous comments as to whether an entry that was a not visually media based should receive special consideration. The commissioners deliberated and narrowed the selection to four entries. Chair Maa noted that design and composition were criteria factors for this category to be considered. The commissioners stated that all the entries were amazing. Chair Maa stated that she wanted to highlight lesser-known artists. Administrative Assistant Javier polled the commissioners to remove one name from the four entries being considered. Commissioner Agrawal suggested future entries names be anonymous so as not to influence the decision-making process if the artist is known. Administrative Assistant Javier stated that this could be part of a later discussion. The final tally for the Distinguished Artist votes determined: 1st Place – Astrid Chevallier 2nd Place – Janki Chokshi 3rd Place – Mukund Marathe Chair Maa moved to accept the winners as discussed and agreed to in the meeting for the 2023 Artist Award Program. Commissioner Rohra seconded. Motion carried with 4 yes and 1 absent. Chair Maa closed the item. STAFF AND COMMISSION REPORTS Vice Chair Wang reported on attending the most recent Mayor’s Meeting. He stated that he felt the new meeting format is much more structured and productive. He informed the commissioners that if they had not completed the cyber security training it was requested that they do. Finally, he stated that there was discussion to reinstate Zoom commission meeting accessibility to the public. Administrative Assistant Javier informed the Commission on the plans for the Artist Award Program exhibition and presentation ceremony to occur at the Arts and Culture Commission meeting January 22, 2024. She stated that the exhibition and award presentations would occur in Community Hall before the formal meeting. Senior Planner Martire provided a Staff Update on the following: - The January 22nd meeting would possibly include a number of items including o The City Work Program o Westport Art Program. He stated that two of the three developers have art for their developments. o The Art in Lieu policy. He stated that this item is scheduled for the February 6th City Council meeting. He noted that he is trying to get this pushed because of the tight turn around. o Administrative Assistant Javier reiterated that the Artist Award Program exhibition would happen before the formal meeting and would not impact regular meeting business. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS The Mayor’s meetings is bi-monthly and alternate between in-person and remote. The meetings must be attended by either the Chair or Vice Chair. Commissioners to attend the upcoming Mayor’s meetings as follows: January 16 – Chair Maa (in person) FUTURE AGENDA SETTING Vice Chair Wang requested a discussion on procedure and process for future Artist Award Program cycles ADJOURNMENT Chair Maa adjourned the meeting at 10:22 p.m. to the January 22, 2024, meeting at 6:30 p.m. Respectfully Submitted by, Jon de Ridder, Administrative Assistant Community Development Department Minutes approved at the January 22, 2024 regular meeting