Title
Draft Meeting Minutes - June 18, 2018
Body
DRAFT MEETING MINUTES
SPECIAL MEETING OF THE
CITY OF ALAMEDA PUBLIC ART COMMISSION
Monday, June, 18 2018, 6:00PM
CALL TO ORDER
Chairperson Daniel Hoy called the meeting to order at 6:07 PM.
1. ROLL CALL
Present: Chairperson Daniel Hoy, Commissioner Mark Farrell, Commissioner Adam Gillitt, Chairperson Sherman Lewis, and Commissioner Liz Rush.
Lois Butler (PAC secretary) and Amanda Gehrke are present as staff to the Commission.
2. MINUTES
Motion made by Commissioner Adam Gillitt and seconded by Commissioner Liz Rush to approve the minutes. The motion carried 5-0.
3. ORAL COMMUNICATIONS
None.
4. REGULAR AGENDA ITEMS
4-A 2018-5676: Evaluation of Physical Art Proposals. The Public Art Commission will hold a public hearing to review, evaluate, and recommend awardees to City Council in response to the City’s Request for Proposals to provide public art funds for physical art in Alameda. The proposed physical public art installations are Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to the CEQA Guidelines Section 15303, New Construction or Conversion of Small Structures
Amanda Gehrke, Economic Development Division staff gave an overview of the item.
Ms. Gehrke then gave an overview of the agenda, starting with a review of the proposal. She indicated that the RFP from 2017 to release funding in the amount of $260,000, to be split into 5 levels of reward, to the Cultural Arts and Arts Programing was approved. She acknowledged the top finalist’s art proposals and detailed the 4 step evaluation process. She then defined the artist’s intention behind their proposed installations. The commissioners were then allowed to review each artist’s model before the public was allowed to do so.
Commissioners asked clarifying questions.
Liz Rush:
She clarified the location of an installation and access to the location.
After clarifying questions from the commissioners, the artists in the $150,000 and $50,000 categories described their art. Each artist had 5 minutes for their presentation. They were asked to describe their inspiration behind the art and to detail the materials to be used. The commission also asked questions to confirm safety precautions for certain works and fees needed to secure BCDC permitting fees. Ms. Gehrke and Ms. Butler explained the fees will have to be revisited, once staff has additional information. The Commission asked if any speakers from the $25,000 level wanted to present their art, there were none. Although, Ms. Gehrke clarified that they were not required to do so, per the RFP.
The commissioners stated they are happy with the fact they were able to view the proposed installation’s location and how this helps assists with decision making. The importance of public exposure was also discussed. Ms. Gehrke explained that the outcome of models that aren’t selected will have to be reviewed at a later time, as some ideas have been formulated.
Chairperson Hoy made a motion to accept the selection panel’s recommendations rather than score the pieces as a commission. Commissioner Rush seconded. The motion passed 4-1, Farrell opposed.
A commissioner recommended relocating “The Rockspinner” installation from Bay Farm to Jean Sweeny. A motion was made and seconded for relocating that installation Rockspinner to Jean Sweeny Park. The motion carried 5-0.
The Commission’s recommendations will be forwarded to City Council for appropriation of grant funding.
4-B 2018-5678: 2018 Cultural Art and Arts Programming Request For Proposals. The Public Art Commission will hold a public hearing to consider survey results and staff recommendations related to the release of a Request for Proposals (RFP) for cultural arts and arts programming in the City
of Alameda. Release of the RFPs is not a project under the California Environmental Quality Act
Amanda Gehrke, Economic Development Division staff gave an overview of the item.
Ms. Gehrke explained that the RFP from earlier this year for Cultural Art and Arts Programming resulted in $20,000 in funds being unused. In April a survey was given out to help determine how those funds should be exhausted. The survey asked if funding should be released in $15k and $5k, also how communications should work with the proposers and commission. The survey results showed 58% wanted to see smaller amounts of grants distributed and two thirds of survey responders wanted written communications between the panel and the with the proposers. Grants should be limited to eight grants due to administrative limitations. Commissioners were asked to comment on draft RFP and gain approval on how to move forward.
Commissioners gave their thoughts on what the minimum increment of each grant would be and asked what would happen if all eight proposers asked for $5,000. Ms. Gehrke explained that grants would be reviewed once applications are received. A discussion about the commissioner’s inclusion on how to appropriate the excess funds took place as well as confirming how the public will continue to add their input.
A discussion to research other City’s best practices to present to City Council as a Commission recommendation to have funds spread in a speedier fashion took place. It was reiterated that funds must be issued in a public environment.
Public Speakers: (paraphrased comments)
Mary Jo Knight:
She presented the question of whether or it would viable for the Oakland Symphony to participate in presenting in Alameda. Commission asked to revisit that concern after discussion of RFP on how to disburse excess funds.
Pat Colburn:
She expressed writing a grant is a lot of work, in regard to research. The Commission discussed revisiting that process and making it much more streamlined for public submission.
Public Comments closed.
A motion to move the draft forward by Commissioner Rush and was seconded by Chairperson Hoy. The motion carried 5-0.
5. STAFF COMMUNICATIONS
Ms. Gehrke will research micro grant process. The commission wanted to confirm where the funds are being held. That information is to follow. Ms. Gehrke spoke about the upcoming Mini Maker Faire. Tracking reports were also introduced to the commission and the detailed report will be presented at the next meeting. She revisited the fact that some people have been getting locked out of City Hall for these particular meetings and she will continue to work with PW on keeping the doors open.
6. WRITTEN COMMUNICATIONS
There was no written communications.
7. COMMISSIONER COMMUNICATIONS
The Commission asked if our logos should be on approved grants’ marketing materials. They presented the idea of having their own logo, Ms. Butler informed them that they must have that approved by City Council. It was confirmed that the commission needs to provide their top scoring artists in order to be presented to City Council. The scoring levels will be revisited for the next round of grants in upcoming meetings. A request to reopen the ordinance and work with developers on locations of installations was asked to be added to the next agenda.
8. ADJOURNMENT
Chairperson Hoy adjourned the meeting.