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HomeMy WebLinkAbout8.2 Art Space Grant Update _____________________________________________________________________________________ ITEM NO.: 8.2 Page 1 of 2 STAFF REPORT HERITAGE AND CULTURAL ARTS COMMISSION DATE: August 10, 2017 TO: Honorable Chair and Commission Members FROM: Tegan McLane, Cultural Arts & Heritage Manager SUBJECT: Arts Space Grant Update Prepared by Tegan McLane, Cultural Arts & Heritage Manager EXECUTIVE SUMMARY: The Commission will receive a report on the Arts Space Grant Pilot Projects and City Council’s direction regarding Arts Space Grants. RECOMMENDATION: Receive the Report. FINANCIAL IMPACT: None. DESCRIPTION: At the July 18, 2017 meeting, the City Council unanimously approved Staff’s recommendation to modify the Arts Space Grants program by accepting simplified applications on a rolling deadline, via a set criterion and approved at the Staff level. Staff would prepare an annual review of the program and present it to the Heritage and Cultural Arts Commission and the City Council. Below is a summary of modifications to Arts Space Grant Program approved by the City Council: FY 2016-17 Program FY 2017-18 Program Eligibility Requirements • 501c3 status or fiscal sponsor • Standard insurance requirements • Business licenses; • $500 security deposit • Mandatory info meeting • Provide discount or priority registration to Dublin • Fiscal sponsor no longer required • Security deposit may be waived at Director’s discretion • No mandatory meeting • To protect the City, insurance requirements Page 2 of 2 FY 2016-17 Program FY 2017-18 Program residents • Volunteers working with children must pass background check and background checks cannot be waived. Application Process • Annual application period • Applicants must propose quantitative measure of success • Mandatory attendance at HCAC review • Mandatory attendance at City Council • Rolling deadline for applications • Staff will work with applicants to identify mutually acceptable measures of success, and will provide report form at time of acceptance • Staff review only; in the event of conflicting requests, first-come, first- served rule applies Grant Priorities • Foster the arts in Dublin • Make wider variety of arts available to Dublin residents • Foster the arts in Dublin • Make a wider variety of arts available to Dublin residents • Dublin-based organizations, artists; free or discounted programs for Dublin residents Review • Report required and is presented to City Council • Report required • Consolidated annual report presented to City Council Attached is the July 18, 2017 City Council Staff Report on this item for reference. NOTICING REQUIREMENTS/PUBLIC OUTREACH: N/A ATTACHMENTS: 1. City Council Staff Report of 7-18-17 with Attachments Page 1 of 5 STAFF REPORT CITY COUNCIL DATE: July 18, 2017 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Report on the Arts Space Grant Pilot Program Prepared by: Tegan McLane, Cultural Arts & Heritage Manager EXECUTIVE SUMMARY: The City Council will receive a report on the Arts Space Grant Pilot Program and consider Staff's recommendations for modifications. STAFF RECOMMENDATION: Modify the Arts Space Grants program by accepting simplified applications on a rolling deadline, via a set criterion and approved at the Staff level. Staff would prepare an annual review of the program and present it to the Heritage and Cultural Arts Commission and the City Council. FINANCIAL IMPACT: The City budgeted $2,600 in FY 2016-17 for the Arts Space Grant Pilot Program for direct costs. The actual expenditure was $840 to cover direct costs for Facility Attendants. This budget and spending was exclusive of Staff time to implement the Program, which was estimated at approximately 30 hours. DESCRIPTION: At the July 19, 2016 meeting, the City Council approved and funded an Arts Space Grant Pilot Program, under which arts nonprofits could apply for and be awarded fee- waived use of certain City facilities and Dublin High School Center for the Performing Arts. On November 1, 2017, the City Council approved the Heritage and Cultural Arts Commission (HCAC) recommendations for space grants to four organizations. Three of these implemented their programs at Dublin facilities this year and completed their final reports as required. Reports from the organizations are below: East Bay Marathi Mandal East Bay Marathi Mandal (EBMM) was awarded a concert date at Dublin High School Page 2 of 5 Center for the Performing Arts to present Soul And Spice: An Indian Jazz Journey, featuring well-known jazz saxophonist George Brooks, along with Grammy-nominated Indian violinist Kala Ramnath, Egyptian pianist Osam Ezzeldin, German bassist and composer Kai Eckhardt and leading South Indian frame drum player Selva Ganesh Vinayakram. The performance drew 295 audience members, of which 44 were Dublin residents. Based on audience testimonials, was very well-received. EBMM was very appreciative of and complimentary about the space. However, they noted that it was a challenge to provide concert details so far in advance, particularly when dealing with overseas artists. EBMM also requested the City consider monetary grants to arts organizations. (Attachment 1) Amador Valley Quilters Amador Valley Quilters’ Quiltinators group was awarded one day a month for six months at the Dublin Library, January through June, for a free beginning quilting workshop where experienced quilters coach those new to quilting, and the group creates quilts to be donated to local organizations that provide comfort to people in crisis. They created 68 quilts. Nineteen quilters participated , four of which were Dublin residents. Based on participant testimonials, the Quiltinators were also happy with the facility and expressed interest in continuing to meet at the library. Their suggestions for improving the program were: “Make it less complicated” and “shorten the time it takes to find out if you have a grant or not.” (Attachment 2) Futures Explored Futures Explored was awarded one day a week for 10 weeks at the Sunday School Heritage Barn to offer a film-making class for young people. Futures Explored is vocational program for adults with special needs. Participants in their vocational program were employed as teaching assistants. There were five students enrolled in the class, though none were Dublin residents. Feedback from students/parents was very positive, and City staff was impressed with the high quality of the student films presented at the screening. Futures Explored was pleased with the space, though they indicated the “time frames were too tight” and they could have used more publicity. Attachment 3) Dublin Historical Preservation Association Dublin Historical Preservation Association (DHPA) was awarded a space grant to display aerial photographs in the City Hall lobby. However, DHPA withdrew from the grant process citing it as too time-consuming, cumbersome and expensive. Under current rules, organizations are required to put down a security deposit and have insurance comparable to that required of a facility renter. Staff Observations The Arts Space Grant Pilot Project’s goals were to foster arts in Dublin and make a wider variety of arts programs available to Dublin residents. The projects that were completed were very different from other arts activities previously offered in Dublin, and the artistic quality was very high. However, the number of Dublin residents served was very low. The low Dublin turnout is likely due to the fact that the Pilot Program provided only space and placed the burden of publicity on the nonprofit organizations. As this program encouraged nonprofits that were new to Dublin and these groups had limited staff and Page 3 of 5 financial resources for publicizing their programs, it appears all three did better at bringing in audience members from other cities who were already somewhat familiar with their programs than they did at attracting new Dublin audiences. While Staff believes encouraging more arts organizations to offer programming in Dublin is important, the space grant mechanism (as currently designed), proved burdensome for both the organizations and City Staff , particularly as it relates to the administration of the grant requirements. In order to increase participation from arts organizations, and consequently increase arts opportunities for the Dublin community, Staff suggests modifying and simplifying the process by easing grant procedures and eligibility requirements (See Table below). Staff proposes to use a shorter application and existing agreement formats, such as a Facility Rental Agreement, Performer Agreement, or Instructor Agreement, depending on the type of application. These are all routine ways in which the City allows for events and activities to occur on City property. Table – Proposed Modifications to Arts Space Grant Program Current Proposed Changes Eligibility Requirements 501c3 status or fiscal sponsor Standard insurance requirements Business licenses; 500 security deposit Mandatory info meeting Provide discount or priority registration to Dublin residents Volunteers working with children must pass background check Fiscal sponsor no longer required Security deposit may be waived at Director’s discretion No mandatory meeting To protect the City, insurance requirements and background checks cannot be waived. Application Process Annual application period Applicants must propose quantitative measure of success Mandatory attendance at HCAC review Mandatory attendance at City Council Rolling deadline for applications Staff will work with applicants to identify mutually acceptable measures of success, and will provide report form at time of acceptance Staff review only; in the event of conflicting requests, first-come, first-served rule applies Page 4 of 5 Current Proposed Changes Grant Priorities Foster the arts in Dublin Make wider variety of arts available to Dublin residents Foster the arts in Dublin Make a wider variety of arts available to Dublin residents Dublin-based organizations, artists; free or discounted programs for Dublin residents Review Report required and is presented to City Council Report required Consolidated annual report presented to City Council Staff suggests accepting applications on a rolling deadline. This would allow the City to be more responsive to organization’s needs and take advantage of interesting opportunities for residents. Organizations that submit and are approved early could benefit from complimentary publicity in the City's promotional materials. Staff believes the process of granting space could be made more efficient if these requests were screened and approved by Staff with the revised criteria in the above table. Staff proposes that an annual report be submitted to the HCAC and City Council. Special Concerns with Dublin High School Center for the Performing Arts Because of scheduling procedures at the high school, City Staff must reserve dates in June prior to the upcoming school year. Dates available to the City are very limited, and are mostly restricted to week nights. As a result, only one organization applied t o use the space, and it was an organization that is ordinarily a renter at the facility. Further, because of the length of time necessary to publicize the available dates, wait for applications, and follow the HCAC recommendation and Council approval process, the City was delayed in programming its own dates. As result, many of City’s dates went unused during the 2016-17 school year. To maximize high quality programming for the general public at Dublin High School Center for the Performing Arts, Staff recommends that the City directly program all of the dates available to it, and begin publicizing performances by late summer. This would allow the City to develop a presenting series that suits the community’s interests and is designed to build a sufficient audience-base to sustain itself at a cost-neutral level. If the City wishes to make the Dublin High School Center for the Performing Arts available for local arts organizations to perform there, it can actively encourage local organizations to propose shows that the City could present. As a presenter, the City handles publicity and box office services and collects ticket fees. It pays the artist a negotiated guaranteed minimum and a percentage of ticket sales above a certain point. The goal of any City-sponsored performance would be to make the event revenue neutral or better for the City. Page 5 of 5 Continuing to provide nonprofit organizations and artists with free or reduced cost access to City facilities is a benefit to the Dublin community, as it increases the arts opportunities available to the public and fosters the development of a robust arts community appropriate to a City of Dublin’s size. If simplifying the procedure encourages more organizations to apply and be awarded space, direct costs for Facility Attendants may increase slightly. However, streamlining the grant component will reduce the indirect cost of the Recreation Supervisor’s time . NOTICING REQUIREMENTS/PUBLIC OUTREACH: Recipients of the Arts Space Grants were provided a copy of this report. ATTACHMENTS: 1. Arts Space Grantee Report - East Bay Marathi Mandal 2. Arts Space Grantee Report - Quiltinators 3. Arts Space Grantee Report - Futures Explored 4. Art Space Grants Pilot Program Application o o o o o o o o o o o o o o o o o o o o City of Dublin Arts Space Grant Pilot Program Application Information About This Grant The City of Dublin is piloting an Arts Space Grant program this year to provide in-kind support in the form of free facility use to arts organizations. The goal is to foster the arts in Dublin and make a wider variety of arts programs available to Dublin residents. The program is designed to support both active participatory) programs like workshops or rehearsals, which encourage residents to actively engage as performers or visual artists, and passive (viewed) programs like performances and exhibits, which expose residents the creative work of others. Under the Arts Space Grant pilot program, non-profit arts organizations may apply to the City of Dublin for space grants to use selected City of Dublin facilities and Dublin High School Center for the Performing Arts and Education at no charge for up to 40 hours per organization. The City will also provide some in- kind marketing support by promoting award recipients’ programs through normal City channels on a space available basis. Arts space is awarded through a formal, competitive grant program, with Heritage and Culture Arts Commission reviewing applications and making recommendations to City Council, for approval of the awards. Organizations receiving space grants are required to submit a brief formal report at the completion of their space use, documenting participation – ticket sales, photos, etc. – and addressing how well the program met the Objective/Outcome/Measures identified in their application. At the conclusion of this pilot program, the Heritage and Cultural Arts Commission will evaluate whether an Arts Space Grant Program meets the needs of arts organizations and the arts goals of the City and will make a recommendation to City Council regarding future Arts Space Grants. As part of the evaluation, Staff will survey arts organizations for input about the Arts Space Grant Pilot Program process. All organizations – regardless of whether they apply for or are awarded space grants – are strongly encouraged to participate in the survey. Arts organization input will help determine whether the Arts Space Grant program is valuable to organizations in our community and if any changes to the process should be considered. Apply online beginning August 22 using the link on the City web site at http://dublin.ca.gov/HCA or https://zoomgrants.com/gprop.asp?donorid=2090&limited=1166 Eligibility To be considered: Applicant must be a 501c3 nonprofit organization serving City of Dublin residents, or a smaller arts club operating under the fiscal sponsorship of a 501c3. Applicant must provide proof of nonprofit status or letter acknowledging fiscal sponsorship and copy of fiscal sponsor’s nonprofit status. Although applicants must serve Dublin residents, the applicant need not be based in Dublin. Applicant must have the resources to obtain special event or general liability insurance, just as would be required of any other renter of City-owned or District-owned property. Applicant must have the resources to provide a refundable security deposit of up to $500. Deposit is fully refundable if the facility is vacated on time and left in good condition. Applicants who cancel their reservation, overstay or leave behind damage or mess are subject to having all or a portion of the security deposit withheld. Applicant must obtain City of Dublin business license. The City of Dublin does not charge 501c3 organizations for a business license. However 501c3 organizations are responsible for a $1 fee charged by the State of California at the time of application for a business license. Applicant must attend mandatory informational meeting and the Heritage and Cultural Arts meeting at which the grants are considered. For this grant cycle, the Mandatory Information Meeting is Friday, Sept. 9 at 4 p.m. at Dublin City Hall Regional Meeting Room, 100 Civic Plaza. Applications will be considered at the Heritage and Cultural Arts Meeting, Thursday, October 13, 7 p.m. at Dublin City Hal Council Chambers, 100 Civic Plaza, Dublin. Groups requesting space for active (participatory) programs, i.e. rehearsals or workshops, must guarantee at least 51% of the participant slots for Dublin residents or provide Dublin residents some sort of discount or priority registration. Groups requesting space for passive (viewed) programs, i.e. performances or exhibits, need not guarantee a percentage of Dublin residents among the audience. However, groups should note if there are Dublin residents among the cast or displaying artworks. Priority will be given to performances or exhibitions that include the creative work of Dublin residents. Groups whose events involve minors under age 18 must verify that all employees and volunteers supervising minors have been cleared with a DOJ background check (fingerprinting); passed a TB test in the past two years; and are fully aware of their Mandatory Reporting obligations under the law. Available Spaces For this pilot project, non-profit arts organizations applicants may request free use of up to 40 hours, or two weeks in the case of art exhibits, at any of the following spaces: Dublin High School Center for the Performing Arts and Education Fully equipped theatrical venue. Suitable for all theater, dance, music productions, as well as film or lectures. Seats 506. Includes technical staff only. Up to ten 8-hour days will be granted total. Choose from these dates, 2:30-10:30 p.m. only (Events must end by 10 p.m.; load-in cannot begin before 2:30 p.m.; load-out must end by 10:30 p.m.): December 2016: 1, 2, 3, 4, 22 January 2017: 12 February 2017: 9, 10,11, 12 March 2017: 23, 24, 25, 26 April 2017: 6 May 2017: 4 Heritage Sunday School Barn Black Box Theater. Suitable for very small theater, dance, acoustic music productions, lectures, non- messy workshops. Seats 100 for performance, 50 for workshops. No technical staff included. Select dates available throughout the year. A total of up to 80 hours will be granted under the program (40 max per organization). Heritage Old St. Raymond Church Suitable for small acoustic music productions, lectures, film, non-messy workshops, participatory music programs. Seats 84. No technical staff included. Most dates available. A total of up to 80 hours will be granted under the program (40 max per organization). Heritage Little Classroom Suitable for small art exhibit installations to hang no more than two weeks. No technical staff included. Available dates are March, April. A total of up to four weeks will be granted under the program (two weeks max per organization). Shannon Center Ambrose Hall Banquet hall with portable stage. Suitable for theater, music productions, art exhibits, film, lectures, non-messy workshops, participatory dance events. Seats up to 300 for performance 150 for workshop. No technical staff included. Select dates available throughout the year. A total of up to 80 hours will be granted under the program (40 max per organization). Dublin Senior Center Banquet hall with small raised stage. Suitable for music productions, art exhibits, film, lectures, non- messy workshops, participatory dance events. Seats up to 248 for performances, 150 for workshop. No technical staff included. Select dates available throughout the year. A total of up to 80 hours will be granted under the program (40 max per organization). Dublin Senior Center Art Classrooms Suitable for messy and non-messy workshops. Seats up to 30. No technical staff included. Select dates available throughout the year. A total of up to 80 hours will be granted under the program (40 max per organization). Dublin Library Community Room Suitable for art exhibit events, lectures, film, non-messy workshops, participatory music events. Seats up to 120 for assembly. 50 workshops. No technical staff included. Select dates available throughout the year. A total of up to 80 hours will be granted under the program (40 max per organization). Dublin City Hall Lobby Suitable for small art exhibit installations (light weight, two dimensional non-framed pieces only). Most dates available. A total of up to eight weeks will be granted under the program (two weeks max per organization). Application Process Send an organization representative to mandatory pre-application meeting Monday, August 28, 4 p.m. at Dublin City Hall Regional Meeting Room, 100 Civic Plaza, Dublin. Apply online using Zoomgrants by Thursday, September 15 at midnight Expect an email from City staff by September 29 confirming that your application is complete and that the requested dates are available. If none of the requested dates are available, Staff will provide possible alternate dates. Attend Heritage and Cultural Arts Commission’s meeting on Thursday, October 13, 7 p.m. at Dublin City Hall Council Chambers. Be prepared to make a three-minute presentation and answer any questions the Commission might have. Heritage and Cultural Arts Commission will rank proposals and make recommendations to the City Council for grant awards. Attend the City Council meeting on Tuesday, November 1, 7 p.m. at Dublin City Hall Council Chambers. Be prepared to answer questions if asked. Grant Awards Grant recipients will be notified by email on November 2 Grant recipients will have until November 16, 5 p.m., to provide the following documentation: o City of Dublin business license o General liability insurance or special event insurance ($1 million) o Completed rental application Grant recipients will have two weeks from the last date of their space grant award to complete a brief project report. Grant recipients who fail to submit a report in a timely fashion will be noted to the Heritage and Cultural Arts Commission and the City Council, and it may negatively impact any future space grant applications from that organization. Questions? Contact Heritage and Cultural Arts Supervisor Laura Johnston, laura.johnston@dublin.ca.gov or (925) 556-4504. Arts Space Grants Pilot Program Application Worksheet Paper applications are not accepted. This worksheet is only provided for your convenience to assist you in gathering information prior to entering it online. You will need: About Your Organization Organization Name: Principal Officer Name/Title: Contact Person Name/Title: Street Address/City/State/ZIP: Phone/Alternate Phone: Email: Website: Is your organization: A 501c3 on-profit organization A smaller arts organization or club operating under a fiscal sponsor Employer Identification Number (EIN): About Your Fiscal Sponsor, If Applicable: Organization Name: Principal Officer Name/Title: Contact Person Name/Title: Street Address/City/State/ZIP: Phone/Alternate Phone: Email: Website: Employer Identification Number (EIN): About Your Event: Event Name: Event Genre: Fine Art Folk Art Film/Digital Arts Dance Theater Music Literary Arts Cultural Art Multidisciplinary/Other Description of event (3000 characters max): Requested Location: Dublin High School Center for Performing Arts & Education Heritage Sunday School Barn Heritage Old St. Raymond Church Heritage Little Classroom Shannon Center Ambrose Hall Dublin Senior Center Ballroom Dublin Senior Center Art Classroom Dublin Library Community Room Dublin City Hall Lobby Requested Date (limit 40 hours, or two weeks for exhibits): First Choice Date(s): Second Choice Date(s) Third Choice Date(s) Event Type: Active (participatory) – workshop, rehearsal, class, jam, group art project, open studio, etc. Passive (viewed) – exhibit, performance, screening, lecture If your event is active (participatory), such as a workshop or rehearsal: How many people can participate? How many spots are you willing to guarantee for Dublin residents? What are you charging to participate? What discount, if any, are you offering to Dublin residents? If your event is passive (viewed), such as a performance or exhibit: What audience size do you expect? What are you charging to attend? What discount, if any, are you offering Dublin residents? How many performers or artists do you expect to participate? List any performers or artists who are Dublin residents. About Your Goals/Measures of Success Which of these City of Dublin Cultural Arts goals does your program meet? (Check all that apply) Create more art in public places Advance historical and cultural aspects of the Dublin Heritage Center Develop programs and partnerships that support a broad spectrum of cultural arts Provide consistent and ongoing arts education for Dublin’s youth Promote and market Dublin’s heritage and cultural arts Describe how your event will meet the City of Dublin Cultural Arts goals and your organizational goals or mission (3000 max). Choose how you will quantitatively measure the success of your program. (Check all that apply and estimate the quantity you expect to achieve. You will be asked to document these after your event.) Number of artists displaying work Number of performers Number of students enrolled in program Number of public creating art Number of audience members Number of exhibit guests Number of artworks displayed Number of artworks created Total participant hours (number of participants x length of time they participated in the space) Percentage of participants satisfied or very satisfied, based on a survey Percentage of participants increasing knowledge or skill, based on pre- and post-test. Percentage of participants Amount of donations received Amount of ticket sales Amount of media coverage received What other evidence will you be able to provide afterward to show how successful your event was? Critical reviews Audience reviews/testimonials Participant reviews/testimonials Photos of the event Videos of the event Performance or exhibit program About Your Event’s Budget Projected Revenue Participant Fees Ticket Sales Concession Sales Cash donations In-kind donations Other grant funding Other – please indicate Projected Expenses Administrative Office Supplies Marketing Other – please indicate Personnel Administrative Staff Artistic Staff Production Staff Guest Artists Other – please indicate Production Facility Rent Production Supplies Equipment Royalties Meals Artist travel/Lodging Other – please indicate _____________________________________________________________________________________ ITEM NO.: 8.3 Page 1 of 2 STAFF REPORT HERITAGE AND CULTURAL ARTS COMMISSION DATE: August 10, 2017 TO: Honorable Chair and Commission Members FROM: Tegan McLane, Cultural Arts & Heritage Manager SUBJECT: Public Art Master Plan Update Procedure Prepared by Tegan McLane, Cultural Arts & Heritage Manager EXECUTIVE SUMMARY: The Commission will receive a report on the methodology and timetable for the Public Art Master Plan Update. RECOMMENDATION: Receive the Report. FINANCIAL IMPACT: The Public Art Master Plan Update is included in the Parks & Community Services Department’s work plan, so Staff time and administrative expenses are included within the Department’s annual budget. There are no additional expenses associated with this Master Plan Update. DESCRIPTION: The City of Dublin’s Public Art Master Plan was adopted in 2006. In December 2016, the City Council requested an update to the Public Art Master Plan. At the February 21, 2017 and May 2, 2017 meetings, the City Council discussed items they would like researched and possibly incorporated in an update. The Heritage and Cultural Arts Commission also discussed this at its March 9, 2017 meeting. While much of the original Public Art Master Plan is still viable, the following areas will be evaluated during the update: • Opportunities for public art, including distribution throughout the City; • Responsibilities of City Council, Heritage and Cultural Arts Commission, Staff and other City departments; • Procedures regarding pre-qualified artist lists; • Deaccessioning procedures; • Gift or loan procedures; • Developer’s options for fulfilling the requirement and obtaining occupancy; Page 2 of 2 • Community participation and outreach activities; and • Public Art Fund procedures and allowable expenses. • Planned use of Public Art Fund monies for temporary installations, downtown streetscape art, functional art, and non-traditional uses such as performing arts or landscape. • Methods for funding public art maintenance. • Methods for ensuring that privately owned art is maintained when properties change hands. • Specific opportunities for community participation. • Community outreach efforts regarding public art. Throughout the process, Staff will also conduct community outreach through a variety of mediums. A draft of the Public Art Master Plan Update is expected to be presented to the Heritage and Cultural Arts Commission in late fall, for recommendation to the City Council. Staff anticipates a Public Art Master Plan Update will be adopted in early 2018. NOTICING REQUIREMENTS/PUBLIC OUTREACH: N/A ATTACHMENTS: None. _____________________________________________________________________________________ ITEM NO.: 8.4 Page 1 of 2 STAFF REPORT HERITAGE AND CULTURAL ARTS COMMISSION DATE: August 10, 2017 TO: Honorable Chair and Commission Members FROM: Tegan McLane, Cultural Arts & Heritage Manager SUBJECT: Dog Park Public Art Deaccession Prepared by Tegan McLane, Cultural Arts & Heritage Manager EXECUTIVE SUMMARY: The Commission will be asked to make a recommendation to the City Council on the deaccessioning of artwork at the Dougherty Hills Dog Park. RECOMMENDATION: Staff recommends that the Commission Recommend Deaccession to the City Council of the Michele Alacantra’s Animal Series sculptures at the Dougherty Hills Dog Park. FINANCIAL IMPACT: Cost to deaccession the piece is dependent upon the price at which the artist or someone else chooses to purchase the art, and if the buyer pays the cost of de-installation and transport. The worst case scenario is if there are no buyers, the City would need to pay to de-install and dispose of the structures. DESCRIPTION: In spring 2015, the City of Dublin engaged a public art conservator to evaluate the public art collection, in preparation for making repairs and deferred maintenance to the entire collection. The sculptures at the dog park, Michele Alacantra’s Animal Series, were identified as being in poor condition. As prescribed by the artist contract, Staff approached the artist in July 2015 and gave her first right of refusal to make the repairs. Ms. Alacantra declined to make the repairs herself, so Staff included the repairs to the dog park art as one of the jobs in its Request for Proposals (RFP) to art conservators. SF Art Conservation, the City’s selected firm to provide repairs and maintenance on the entire collection, said that because the work needed was so extensive the repairs could not be done on site. There would also be additional costs to de-install the artwork, transport the artwork to their shop and then re-install the artwork. SF Art Conservation also recommended landscape improvements would need to be made if the City plans to keep the piece in its current location. Page 2 of 2 Staff believes that the total cost for repairs, de-installation and reinstallation and landscape improvements would total in excess of the value of the piece and is recommending the deaccessioning of the piece. This would be the City of Dublin’s first deaccessioned public art. The Public Art Master Plan requires that the Commission make a recommendation to the City Council regarding the deaccession of public art in the collection, and specifies conditions under which deaccessioning can be considered. A piece must meet at least one of the conditions. This piece meets four of the conditions. They are: • The condition or security of the artwork cannot be reasonably guaranteed; • The artwork requires excessive maintenance or has faults of design or workmanship and repair or remedy is impractical or unfeasible; • The artwork has been damaged and repair is impractical or unfeasible; • The artwork’s physical or structural condition poses a threat to public safety. If City Council chooses to deaccession the piece, the Public Art Master Plan dictates that the artist shall have first right of refusal to purchase the piece at its fair market value. NOTICING REQUIREMENTS/PUBLIC OUTREACH: N/A ATTACHMENTS: None. _____________________________________________________________________________________ ITEM NO: 8.5 Page 1 of 2 STAFF REPORT HERITAGE AND CULTURAL ARTS COMMISSION DATE: August 10, 2017 TO: Honorable Chair and Commission Members FROM: Tegan McLane, Cultural Arts & Heritage Manager SUBJECT: Public Art Request for Qualifications Review Committee Prepared by Tegan McLane, Cultural Arts & Heritage Manager EXECUTIVE SUMMARY: The Commission will select an alternate to serve on the Public Art Request for Qualifications Review Committee, in the event that Cm. Bennett or Cm. Peesapati cannot attend the meeting of August 30, 2017 from 5:00 -9:00 PM. RECOMMENDATION: Appoint an alternate to serve on the Public Art Request for Qualifications Review Committee. FINANCIAL IMPACT: None. DESCRIPTION: At its February meeting, the Heritage and Cultural Arts Commission appointed Commissioners Bennett and Peesapati to serve on the ad hoc Large Scale Art Artist Qualifications Review Committee. Since the Committee assignment was made, Staff has issued two artist Requests for Qualifications (RFQs) for Monumental (large scale) art and Artistic Park Features (medium scale). For efficiency, City Staff has determined the two RFQs will be reviewed by the same Committee. In addition to the two Heritage and Cultural Arts Commissioners, the Review Committee should include at least one Staff member from Community Development or Public Works Departments, at least one additional Dublin resident, and at least one public art professional. While efforts have been made to schedule the meeting when both Commissioners Bennett and Peesapati are able to attend, it appears likely that one of them may be unable to attend the meeting, which is scheduled for Wednesday, August 30, 5:00 – 9:00 PM at the Dublin Civic Center Regional Meeting Room. Page 2 of 2 Staff requests that the Commission appoint an alternate, should one of the originally appointed Commissioners be unable to attend. Dinner will be provided for the Committee. NOTICING REQUIREMENTS/PUBLIC OUTREACH: N/A ATTACHMENTS: None.