CITY OF SAN MATEO CIVIC ARTS COMMITTEE

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1 CITY OF SAN MATEO CIVIC ARTS COMMITTEE SPECIAL MEETING AGENDA Monday, February 8, 2016 San Mateo City Hall Conference Room C 330 West 20th Avenue San Mateo, CA :30 5:00 p.m. ROLL CALL APPROVAL OF MINUTES Meeting Minutes of November 9, 2015 PUBLIC COMMENT PERIOD The Public may present testimony on matters not listed on the agenda. NEW BUSINESS 1. Art Proposal at San Mateo Business Park Recommendation: Approve plans for public art installation at San Mateo Business Park, located on Clearview Way. 2. Project Updates Informational: Receive updates on status of current developer & public projects. Delaware Apartments St. Matthews Episcopal Gateway Park 3. Review of Art in Public Places Program Tools Recommendation: Review and provide feedback on new tools for the Art in Public Places Program. View the new Art in Public Places online Gallery. Program process documents. COMMUNICATIONS AND ANNOUNCEMENTS ADJOURNMENT In compliance with the Americans with Disabilities Act, those with disabilities requiring special accommodations to participate in this meeting may contact the City Clerk s Office at (650) or polds@cityofsanmateo.org. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

2 CITY OF SAN MATEO CIVIC ARTS COMMITTEE (CAC) MINUTES OF THE REGULAR MEETING NOVEMBER 9, 2015 The meeting convened at 3:40 p.m. in Conference Room C at San Mateo City Hall and was called to order by Chair Matthews. Roll Call Those present were Committee Members Robert Gooyer, Linda Asbury, Dianne Whitaker, Charlie Drechsler, and Chair Jack Matthews. Lorna Watt was absent. Staff present was Heather Stewart, Senior Management Analyst. Approval of Minutes Meeting Minutes of September 14, 2015 Whitaker/Gooyer; passed 3 0, as corrected Public Comment Period There was no public comment. Old Business 1. Project Updates Staff provided informational updates on status of the following projects and Art fee obligations to date: Delaware Apartments installing soon, prior to end of year St. Matthews Episcopal delayed for project management & fabrication / install bids Gateway Park engineering backlogged, approx. 6 8 weeks behind original schedule Art obligations over $1.7 million to date, plus $1 million in Bay Meadows Communications/Announcements The committee welcomed new Planning Commissioner representative Charlie Drechsler, and thanked outgoing CAC Chair and strong art supporter Councilmember Jack Matthews for all his time, support and dedication to bringing more public art to the City of San Mateo. Next regular meeting is scheduled for January 11, 2016 at 3:30pm. Meeting was adjourned at 4:42 p.m. by Chair Matthews. 1

3 ITEM 1 February 8, 2016 City of San Mateo Civic Arts Committee San Mateo City Hall 330 West 20 th Ave San Mateo, CA Clearview Way Sculpture Proposal Project Description: How do you create the illusion of movement within a static element? This piece, entitled Falling Slabs, attempts to explore that question. Two-inch thick sheets of corten steel delaminate and peel away from the vertical in a physical photograph, capturing the energy and movement of a moment in time. The strength of the steel anchored to an engineered concrete foundation below grade allows the 8,000-pound slabs to defy gravity, floating above the ground at surprising angles. Corten steel was selected for its unique finish properties, evocative of iron ore and the earth from which it originates. As it patinas, each face will develop its own rich, natural shade of rusty orange that is simultaneously predictable and happily unpredictable. Project Budget: $170,000 Project Timeline: To be installed June 2016 Artist s Biography: Lundberg Design is a seventeen-person architectural firm that was founded by Olle Lundberg in 1987, and does work for clients throughout the United States. While the core of the practice is architectural, the firm remains committed to providing high-end, modern design at many levels and is often involved in product, landscape, graphic, and sculpture design. The signature style of the firm tends to be characterized by sculptural form, simply and elegantly executed, with a strong belief in the importance of the carefully thought-out detail. Lundberg Design has its own dedicated 4,000 square foot metal fabrication facility for custom design work and experimentation. All of the design work is centered on the qualities of materials how they can be plied, bent and cut to produce a visual and tactile result. We love the physical qualities of the objects and spaces we create. The shop lets us work on pieces a bit more like sculptors, using the process of building and tinkering to inform the design rather than turning over the act of building to someone else.

4 Mr. Lundberg graduated with a Masters in Architecture from the University of Virginia in 1979, and also holds degrees in English Literature and Sculpture from Washington and Lee University. He moved to the Bay Area in 1980, and currently lives in San Francisco with his wife Mary Breuer and their dogs Carney and Curry (who also accompany him to work every day). On weekdays they live in a loft apartment attached to the Lundberg Design metal shop, while on weekends they can usually be found at their cabin on the Sonoma Coast.

February 8, 2016 3005 Clearview Way Sculpture Budget Cost Proposal for fabrication and installation of the Falling Slabs sculpture: (6) Corten steel slabs 240 x 48 x 2 $65,000 Concrete foundation -

5 February 8, Clearview Way Sculpture Budget Cost Proposal for fabrication and installation of the Falling Slabs sculpture: (6) Corten steel slabs 240 x 48 x 2 $65,000 Concrete foundation - $25,000 Fabrication of weld plate, site welding (certified) - $25,000 Waterproofing - $ 3,000 Crane Operation - $10,000 Total Fabrication/InstallationCost: $128,000 Design Fee (20%): $ 25,000 Total Sculpture Cost: $153,000* *not included: grading, drainage, landscape (grass), soil, lighting Third party costs for site work, lighting, etc: $17,000 Total project cost $170,000

6 FEBRUARY 8, 2016 CITY OF SAN MATEO CIVIC ARTS COMMITTEE MEETING 3005 CLEARVIEW WAY SCULPTURE PROPOSAL

7 SITE CONTEXT - SAN MATEO EXECUTIVE PARK PROPOSED LOCATION CLEARVIEW WAY FEBRUARY 8, 2016 CITY OF SAN MATEO CIVIC ARTS COMMITTEE MEETING 3005 CLEARVIEW WAY SCULPTURE PROPOSAL

8 ENLARGED SITE PLAN CLEARVIEW WAY, BUILDING G PROPOSED LOCATION BUILDING G 23' - 8" 5' - 0" CLEARVIEW WAY FEBRUARY 8, 2016 CITY OF SAN MATEO CIVIC ARTS COMMITTEE MEETING 3005 CLEARVIEW WAY SCULPTURE PROPOSAL

9 FALLING SLABS - ELEVATIONS SIX (6) 2 THICK CORTEN STEEL SHEETS 20 TALL X 5 WIDE CONCRETE FOUNDATION BELOW GRADE FEBRUARY 8, 2016 CITY OF SAN MATEO CIVIC ARTS COMMITTEE MEETING 3005 CLEARVIEW WAY SCULPTURE PROPOSAL

10 FALLING SLABS - PERSPECTIVE FEBRUARY 8, 2016 CITY OF SAN MATEO CIVIC ARTS COMMITTEE MEETING 3005 CLEARVIEW WAY SCULPTURE PROPOSAL

11 City of San Mateo Art in Public Places Program Administrative Process In 2005, in order to "promote the general welfare through balancing the community's physical growth and revitalization and its cultural and artistic resources", the San Mateo City Council passed an ordinance establishing the Art in Public Places Program. San Mateo's ordinance calls for a.5% building permit fee to be used directly by the developers to commission and install their own art in publicly accessible places within projects that are valued at or greater than $3 million, or to provide the City the required in lieu fee that then is reserved for City acquisition, installation and maintenance of public art. The Civic Arts Committee (CAC) was established in 2008 as an advisory board to the City Council to implement the Art in Public Places (AiPP) program. The CAC shall carry out the duties established by Chapter of the Municipal Code (Art in Public Places), and follow the established Guidelines for the Art in Public Places. This administrative process guideline outlines, for both the developers and related City staff, the basic steps and responsibilities defined in and in support of the implementation of the ordinance. 1. Initial Applicability Assessment A) Projects Subject to Fee 1) All commercial development projects and multi family projects with a building permit valuation of $3 million dollars or more; (a) Except when the work authorized by the project approval involves less than a substantial reconstruction of an existing building. Substantial reconstruction for the purposes of this section means work the estimated building permit valuation of which exceeds 50% of the replacement value of the existing building based upon construction costs at the time of project approval. B) Planning for Art Inclusion 1) Projects should assess their likelihood of obligation based on the project size. 2) The inclusion of public art should be considered early in the planning process to assure the appropriate space and development requirements will be available. (a) This requisite is also emphasized with a Building Condition of Approval as part of the Planning Application process. C) Project Compliance Choice 1) Notice of Applicability (a) This tool will be utilized by program staff to notify the project developer of their financial obligation to public art, and requests the developer to identify the method the project plans on meeting its obligation: (i) Installing developer solicited and Civic Arts Committee approved artwork in a manner satisfactory to the community development director or his/her delegated staff, (ii) Payment of in lieu art fees to the City of San Mateo, or (iii) Post a financial security in an amount equal to the acquisition and installation costs of an approved artwork, in a form approved by the City Attorney. (b) Projects may choose to spend less than the financial obligation directly on the art. However, the balance of the program obligation after the installation of the art must be paid to the Art in Public Places Fund. 2) AiPP program staff will inform the Building Division regarding this project s requisite for ordinance compliance. 2. Project Approval Process A) Civic Arts Committee Approval 1) Project manager will communicate with AiPP program staff to request approval for their proposed project be placed on the CAC agenda. (a) It is expected that the project will plan ahead in sufficient time to present their project at a regularly scheduled CAC meeting. (b) Exceptions to that schedule are on a case by case basis and must be requested with sufficient time to arrange an alternative date. Q:\CDD\Civic Arts Committee\Program Document Templates\Art In Public Places Admin Process.doc Page 1 of 2 Last Rev. 2/8/16

12 2) Proposal and presentation materials for the CAC meeting must be provided to AiPP program staff no later than 5 days prior to the scheduled meeting. (a) Proposals must include the following information: (i) Preliminary sketches, photographs, or other documentation of sufficient descriptive clarity to indicate the nature of the proposed artwork; (ii) An appraisal or other evidence of the value of the proposed artwork, including acquisition and installation costs; (iii) A basic project timeline; (iv) A brief bio of the artist; (v) A brief artist statement describing the selected or commissioned piece; (vi) Preliminary plans containing such detailed information as may be required by the community development department to adequately evaluate the location of the artwork in relation to the proposed development, and its compatibility with the proposed development, including compatibility with the character of adjacent conforming developed parcels and existing neighborhood if necessary to evaluate the proposal; and (vii) A narrative statement to be submitted to the community development department to demonstrate that the artwork will be displayed in an area open and freely available to the general public, or otherwise provide public accessibility in an equivalent manner based on the characteristics of the artwork or its placement on the site. (b) Materials must be provided by the applicant in PDF format for electronic distribution. (c) Applicants should request of staff any access to technology as part of their presentation at time of proposal materials submittal. 3) The CAC will utilize the criteria defined in the Guidelines for the Art in Public Places to assess the art proposal and inform their approval decision. 4) The decision of the CAC is subject to a 15 day review period by the City Council, and then becomes final. (a) During this review period, any person may appeal the decision to the City Council, who shall conduct a hearing. The decision of the City Council shall be final. 3. Project Completion A) In accordance with Municipal Code Section , full compliance of the defined requirements must be met prior to the issuance of the project s Certificate of Occupancy. B) Staff Compliance Review 1) The identified development project manager will regularly communicate the status of the project with AiPP program staff, providing information and status changes in relation to any significant delays or project changes. 2) Upon notification from the project manager that the installation is complete and ready for review, AiPP program staff will: (a) Make a site visit to confirm that the installation was completed as proposed. (b) Review the City s property records to assure related building permits were issued and signed off as Final. (c) Request and review financial documentation of project expenditures, including copies verifying proof of payment. (a) The expenditures must be equal to or greater than the program obligation. (b) If the expenditures do not meet the obligation threshold, City staff will notify the project of the remaining balance to be paid to the City to fulfill the obligation. (i) The expenditures are not complete until the City receives payment. (d) Confirm receipt of the original recorded copy of the Notice of Public Art Maintenance Requirement that was fully executed and recorded with the San Mateo County Recorder. C) Notice of Completion 1) Upon meeting all completion requisites, AiPP program staff will issue a Notice of Completion to the project. (a) Copies of this Notice will also be provided to the Building Division and Planning Division for project records. 2) The Building Division will also include AiPP program staff as one of the required City signatures confirming completion, which will then allow them to issue the Certificate of Occupancy. Q:\CDD\Civic Arts Committee\Program Document Templates\Art In Public Places Admin Process.doc Page 2 of 2 Last Rev. 2/8/16

13 DEPARTMENT OF COMMUNITY DEVELOPMENT 330 West 20 th Avenue San Mateo, CA Date Project Manager Name Title Company Address RE: (PROJECT SITE ADDRESS / NAME) NOTICE OF APPLICABILITY Ordinance Number Art In Public Places Dear Project Manager, Building permit data for (DATE) indicate the issuance of building permits for the noted project. These permits include but aren t limited to, the foundation and/or garage and superstructure. The aggregate permit valuation is (VALUATION TOTAL). This valuation exceeds $3 million, making this project subject to City of San Mateo Ordinance Number 23.60, Art In Public Places and this letter shall serve as the Notice of Applicability. Based on the valuation total and in accordance with Section Program Allocations In Lieu Fee Payments, the program allocation for this project shall be (.5% OF TOTAL VALUATION). The project will be reviewed for full compliance of the ordinance prior to the issuance of the final Certificate of Occupancy per Section Certificates of Occupancy. It is understood that the specific plan for how the project will meet the art obligation may not yet be determined. This attached form is simply asking for confirmation of the receipt of this Notice of Applicability and some additional information about the intended method to fulfill the art obligation. Additionally, please be reminded that the proposed project may be subject to Planning review and require Building permits, and you will need to assess and implement those processes as required. Please complete and return the attached form to my attention. Should there be any additional questions about the implementation of this program, please feel free to contact me directly at hstewart@cityofsanmateo.org or (650) Sincerely, Heather Stewart Senior Management Analyst cc: City of San Mateo Planning Division

14 NOTICE OF APPLICABILITY CITY OF SAN MATEO ART IN PUBLIC PLACES ORDINANCE NOTICE OF APPLICABILITY & PROJECT ACKNOWLEDGEMENT PROJECT: (PROJECT SITE ADDRESS / NAME) VALUATION TOTAL: (VALUATION TOTAL) PROGRAM ALLOCATION: (.5% OF TOTAL VALUATION) This acknowledgement does not bind the project to a specific method of compliance, it is declaring intent only. The method may be changed in consultation with City staff. Select the box that describes the manner in which this project intends to comply with the City of San Mateo Art In Public Places Ordinance 23.60: 1. Installing developer solicited and Civic Arts Committee approved artwork in a manner satisfactory to the community development director or his/her delegated staff. 2. In-lieu art fees. 3. Post a financial security in an amount equal to the acquisition and installation costs of an approved artwork, in a form approved by the City Attorney. Please indicate an estimate for initiation of the art selection and installation process. This will assist in determining scheduling needs for the Civic Arts Committee review and approval process. ESTIMATED START MO/YEAR: Please provide the contact information for the liaison to the City who will be managing the Art In Public Places compliance: NAME: TITLE: ADDRESS: PHONE: The signature and return of this form confirms the project s receipt of this Notice of Applicability and acknowledges the obligated program allocation and intended method of compliance. For any questions regarding this program, please contact Heather Stewart, Senior Management Analyst at hstewart@cityofsanmateo.org or (650) SIGNATURE DATE PRINTED NAME TITLE Q:\CDD\Civic Arts Committee\Program Document Templates\TEMPLATE Notice of Applicability.docx

15 This Document is Recorded For the Benefit of the City of San Mateo And is Exempt from Fee Per Government Code Sections 6103 and When Recorded, Mail to: City of San Mateo Community Development Department 330 W 20th Avenue San Mateo CA Attention: Heather Stewart, Senior Management Analyst NOTICE OF PUBLIC ART MAINTENANCE REQUIREMENT This is a Notice of Public Art Maintenance Requirement recorded by (Owner Name), the owner of real property located at (Address) (APN# ), as more particularly described in Exhibit A hereto ("Property"), and situated in the City of San Mateo, County of San Mateo, State of California. This Notice of Public Art Maintenance Requirement is intended to satisfy the requirements of Municipal Code Section and Municipal Code Section that covenants, conditions and restrictions be recorded against the Property to require the property owner, and its successors in interest and assigns, to maintain, protect and secure the public art located at (Address), San Mateo, CA (as shown on Exhibit B) in accordance with the requirements of Municipal Code Section , et seq. Executed on, 20, at in the County of, State of. (Owner Name) By: Name: Title: 1

16 2

17 "EXHIBIT A" Real property in the City of San Mateo, County of San Mateo, State of California, described as follows: (( LEGAL DESCRIPTION )) APN: - - 3

18 "EXHIBIT B" PUBLIC ARTWORK TO BE LOCATED AT (( ADDRESS )), SAN MATEO CALIFORNIA. 4

19 DEPARTMENT OF COMMUNITY DEVELOPMENT 330 West 20 th Avenue San Mateo, CA Date Project Manager Name Title Company Address RE: PROJECT SITE/NAME, Ordinance Number Art In Public Places Dear Project Manager, The City has reviewed the financial documentation, made a site visit to review the installation, received the recorded Public Arts Maintenance Agreement and requires no other documentation. Pursuant to the City of San Mateo Ordinance Number 23.60, Art In Public Places, this letter shall serve as notice of completion of said art project and hereby releases the project for issuance of the final Certificate of Occupancy per CERTIFICATES OF OCCUPANCY. Sincerely, Heather Stewart Senior Management Analyst cc: City of San Mateo Building Division City of San Mateo Planning Division

Agenda Item No. October 14, Honorable Mayor and City Council Attention: David J. Van Kirk, City Manager

Agenda Item No. October 14, Honorable Mayor and City Council Attention: David J. Van Kirk, City Manager Agenda Item No. October 14, 2008 TO: FROM: SUBJECT: Honorable Mayor and City Council Attention: David J. Van Kirk, City Manager Scott D. Sexton, Community Development Director RESOLUTION OF THE CITY COUNCIL