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FAC 06-24-03£1~ OF CUPEI INO FINE ARTS COMMISSION Regular Meeting, June 24, 2003 Conference Room A, City Hall 10300 Torte Avenue, Cupertino, CA 7:30 p.m. (408) 777-3223 AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF MINUTES 1. Minutes of the regular meeting of May 27, 2003. PRESENTATIONS ORAL COMMUNICATIONS WRITTEN COMMUNICATIONS COMMISSIONER AND LIAISON REPORTS Monthly meeting with Mayor Chang (3rd Tuesday at 5 p.m.) · Written report from Shirley Lin-Kinoshita from May meeting · Report from Janet Mohr on the June meeting · July and August meetings have been cancelled. NEW BUSINESS Report from the ad hoc committee members for the Distinguished Artist of the Year award (Kundargi, Orr, Young) · Select recipient · Select award date and location · Consider feasibility of arranging for a performance/exhibition Request for a Fine Arts Commissioner to serve as one of the judges for a teen photography contest at the Cupertino Library, "Teens View the Many Faces &Cupertino." Judging will take place in September in two categories, age 13-16, and 17-19. Contact Gayathri Kanth 446-1677 ext 3312 UNFINISHED BUSINESS Status report on the Art and Wine Festival information booth. The event is July 19-20. Finalize the General Guidelines for Selecting Public Art · Report from ad hoc committee (Mohr, Lin-Kinoshita, and Canter) · Review sample materials (Canter) June 24, 2003 Cupertino Fine Arts Commission Page 2 STAFF REPORTS 7. Status report on "Perspectives" sculpture by Roger Berry · Bid opening for park July 9, award of bid July 21 8. Update on city budget 9. Committee Roster (information item) NEWS ARTICLES 10. Media coverage ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), the City of Cupertino will make reasonable efforts to accommodate persons with qualified disabilities. If you require special assistance, please contact the city clerk's office at 408-777-3223 at least 48 hours in advance of the meeting. CITY OF CUPEI INO DRAFT MINUTES FINE ARTS COMMISSION Regular Meeting May 27, 2003 CALL TO ORDER At 7:4 p.m., Vice-Chairperson Hema Kundargi called the meeting to order in Conference Room A, 10300 Torre Avenue, Cupertino, and led the pledge of allegiance. ROLL CALL Present: Commissioners Janet Mohr, Nancy Canter, Carl Orr, and Rita Young. Commissioners absent: Chairperson Shirley Lin-Kinoshita and Commissioner David Klm. Staff present: City Clerk Kimberly Smith APPROVAL OF MINUTES I. Minutes of the regular meeting o£March 25 and April 22, 2003. Kundargi and Orr moved and seconded to adopt the minutes as presented. Motion carried unanimously, with Lin-Kinoshita and Klm absent. PRESENTATIONS - None ORAL COMMUNICATIONS - None WRITTEN COMMUNICATIONS 2. Evaluation from Judy Gregory, grant recipient, regarding her instrumental version of Peter and the Wolfe (report will be available at the meeting); update on Monta Vista High School gym mural. The commissioners received the valuation, and an update on the gym mural, which has been delayed because of construction at the high school. They concurred not to require the high school group to return the grant fimds at this time. COMMISSIONER AND LIAISON REPORTS 2. Monthly meeting with Mayor Chang (3Td Tuesday at 5 p.m.) Shirley-Lin Kinoshita's report on the May meeting had been distributed by email. Janet Mohr volunteered to attend the June 17 meeting NEW BUSINESS 3. Select ad hoc committee members for the Distinguished Artist of the Year award. Commissioners Kundargi, Orr, and Young volunteered, and will report back with recommendations at the next meeting. May 27, 2003 Cupertino Fine Arts Commission Page 2 UNFINISHED BUSINESS 4. Status report on art for library construction fence (Kundargi, Lin-Kinoshita) Kundargi reported that Vice-Mayor James is the lead on this project, and it will be handled in the same method as the construction fence at the City Center, with supplies being provided to the elementary schools. STAFF REPORTS 5. Committee Roster (information item) The Commissioners received the report. NEWS ARTICLES 6. Media coverage There was no specific discussion of the news articles attached to the agenda. ADJOURNMENT At 8:31 p.m. the meeting was adjoumed. Kimberly Smith, City Clerk CITT OF CUPEI(TINO ROLL CALL APPROVED MINUTES CUPERTINO CITY COUNCIL Regular Adjoumed Meeting Monday, May 27, 2003 At 3:05 p.m., Mayor Chang called the meeting to order in Conference Room C, 10300 Torre Avenue, Cupertino. City Council members present: Mayor Michael Chang, Vice-Mayor Sandra James, and Council members Dolly Sandoval and Richard Lowenthal. Council members absent: Patrick Kwok. James/Lowenthal moved and seconded to excuse the absence of Council member Patrick Kwok. Vote: Ayes: Chang, James, Lowenthal, Sandoval. Noes: None. Absent: Kwok. Staff present: City Manager David Knapp, Administrative Services Director Carol Atwood, City Attorney Charles Kilian, Public Works Director Ralph Quails, Community Development Director Steve Piasecki, Parks and Recreation Director Therese Smith, Public Information Officer Rick Kitson, and Deputy City Clerk Grace Johnson. CONSENT CALENDAR Unless there are separate discussions and/or actions requested by council, staff or a member of the public, it is requested that items under the Consent Calendar be acted on simultaneously. 1. Authorize additional construction contingency for the contract for 2002 Annual Overlay, Project No. 2002-04, in the amount of $85,000.00, to cover the installation of handicap ramps. Resolution No. 03-097. Lowenthal/Sandoval moved and seconded to adopt Resolution No. 03-097. Vote: Ayes: Chang, James, Lowenthal, Sandoval. Noes: None. Absent: Kwok. ITEMS REMOVED FROM TItE CONSENT CALENDAR (above) - None STUDY SESSION 2. Study session on the 2003-2004 budget. Kathy Stakey, representing the Cupertino Library Commission, spoke about the proposal to reduced hours at the library. She suggested funding the hours, especially on Sunday, May 27, 2003 Cupertino City Council Page from the Fourth of July fireworks celebration fund which is currently has $70,000. She distributed a handout titled," Proposed Cupertino Extra Hours Cost." City Manager David Knapp highlighted the budget status and the prognosis for next year. His comments included: · Reducing funds for extended library hours, City Channel, website, capital improvements, sidewalk maintenance, park and street maintenance, travel and meeting costs, and the recreation program · A hiring freeze on vacant positions · The City needs to make up $200,000 by the end of the year · The City is trying to minimize reductions as much as possible · The budget message next year will be similar to this year Administrative Services Director Carol Atwood distributed a PowerPoint presentation and a handout titled, "City of Cupertino Budget Cuts to Date." Using the PowerPoint presentation, she highlighted the study session discussion goals as follows: · Budget projections 2002-03 · Reserve policy of $15 million · Budget projections 2003-04 · Assumptions for 2003-04 · Re-assess revenue/expense/CIP strategy Atwood further highlighted the following topics via PowerPoint: · Revenues "at risk" · State take-away strategy > $2 million · Revenue strategies · Department operating budgets · General Fund expenditures · Proposed programs May 27, 2003 Cupertino City Council Page Council discussed reductions and additions to the current budget. They concurred on the following: Reductions Current Budget Proposed Cut Remaining Budget Teen Comm. 19,647 5,000 14,647 Misc. Telecom. Comm. 72,919 12,000 60,919 Grants Fine Arts Comm. 29,000 16,500 12,500 Grants CM Contingency 30,000 15,000 15,000 Misc. QCC fixed assets 118,000 80,000 38,000 Furniture 4th of July 02-03 33,629 30,629 3,000 Fireworks 4th of July 03-04 56,600 50,600 6,000 Fireworks Festival support 37,500 0 37,500 Chamber of Commerce 15,000 0 15,000 Memberships 28,000 0 28,000 (LCC/ABAG/SCCCA) Total Reductions 209,729 Additions Leadership Cupt. 10,000 (TLT) Sunday library hrs. (4) 0 DeAnza PEG Ch. 45,000 2® School Res. Off. 82,000 (one full year) Bike/Ped safety prog. 0 Current Budget Proposed Cut Remaining Budget 8,000 18,000 84,000 84,000 0 45,000 82,000 164,000 5,000 5,000 Net Budget Savings 30,729 Public Works Director Ralph Qualls briefly discussed the CIP project scope. ORAL COMMUNICATIONS - None ADJOURNMENT At 6:18 p.m. the meeting was adjourned to Monday, June 2, at 5:30 p.m., for a meeting with Supervisor Liz Kniss. The meeting will be held in Conference Room C, 10300 Torre Avenue, Cupertino. Grace Johnson, Deputy City Clerk For more information: Staff reports, backup materials, and items distributed at the meeting are available for review at the City Clerk's Office, 777-3223. Televised Council meetings may be viewed live on Cable Channel 26, and may also be viewed live or on demand at www.cupertino.org. Videotapes of the televised meetings are available at the Cupertino Library, or may be purchased from the Cupertino City Channel, 777-2364. Cupertino Public Art Program General Guidelines for Selecting Public Art Prepared by the City of Cupertino Fine Arts Commission Adopted May 28, 2002 b4 Cupertino Public Art Program General Guidelines for Selecting Public Art Background The City desires to acquire art for its permanent collection of sited works, permanent portable collection, and temporary collections. The Commission desires to create a visual identity for the City by placing artworks in various locations. The Commission has in the last year begun to lay the groundwork for selecting public artworks by drawing up policies and setting clear guidelines and objectives. The Commission will be proposing a One Percent for Art program as part of the General Plan update to fund and ensure the City's long-term goal of placing artworks in the City. The Commission is currently researching potential sites on public lands to place completed artworks or to commission artworks in the near future. Guidelines The following guidelines are meant to assist in the selection of sited works: Sited works will be appropriate to the location, i.e. be proportionate in size and be integrated into the environs or architecture. To ensure excellence in the work's physical embodiment of the principles of design, the involvement of a peer professional in aesthetic decision-making is desirable. Sited works may reflect the history and culture of the area. Various visual media and materials both traditional and non-traditional will be considered. Durable materials with minimum maintenance requirements and maximum resistance to vandalism will be required. An artist will have proven ability and experience in designing, managing and producing hands-on large-scale integrated artwork. Selection of artists will not be restricted by age, gender or ethnic background. Public liability and environmental concerns will be addressed. The de-accessioning or removal of an artwork will follow legal procedures and protect both artist and City from liability. Where public funds are used, the community surrounding the future art may be invited to participate in helping to select the art and helping to generate community acceptance. A timeline will be designed to provide adequate time to coordinate and educate parties involved and to structure the overall plan for a project. It is desirable to involve the selected artist and/or a public art consultant on a project design team at the conceptual phase of architectural planning. This will help to fully integrate art works into building projects, to help to provide developers with a positive experience and to help to prevent expensive retrofitting later. If an artist has not yet been selected, the consultant will offer art options and selection procedures. The function of the consultant will be to foster communication among people with differing backgrounds (e.g. artist, developer, planner, public works, architect, landscape architect, engineers, attorney, community), to manage the fabrication/installation processes and to promote integration of art with the environs. They will also keep the project on track, on time and on budget.