City of Lafayette Staff Report

City of Lafayette Staff Report For: By: Meeting Date: Subject: City Council Juliet Hansen February 22, 2016 Public Art for the Jennifer Russell Building, Lafayette Community Center BACKGROUND While the new Jennifer Russell Building (JRB) at the Lafayette Community Center was still under construction, the Public Art Committee (PAC) was approached by members of the Parks, Trails and Recreation Commission (PTR) regarding the possibility of a public art installation In the new building. After a series of meetings, in December of 2015 both the PAC and the PTR recommended establishment of a permanent art piece in the vestibule and have identified a funding source and a process for selection of artists. LOCATION OF PUBLIC ART There is a lovely ceiling space above the vestibule (where the restrooms are located) which is ideal for a suspended three dimensional art piece. The PAC discussed the type of art work that would be appropriate as well as the medium. It was determined that a metal and glass piece would be most appropriate as the materials are durable and require little to no maintenance. The reflective nature would also be appealing viewed from the street as well as from inside the building. SELECTION OF ARTISTS The PAC discussed issuing a Request for Qualifications (RFQ) to an unlimited number of artists versus a select group of artists and decided to go with a select group. The PAC identified five artists whose work is exceptional and appropriate for the space. The PAC recommends distributing the RFQ to this select group of five. The finalists would then present their proposals to both the PAC and the PTR. The selected artist would then present his/her concept to the City Council for final approval. FUND 31, RECREATION PROGRAMS The PAC has determined that $25,000 is an appropriate amount of money to pay for a permanent art installation in the JRB. $20,000 would be awarded to the selected artist for design and materials. An additional $5000 would provide $250 for four runner-up artists as an honorarium for submitting proposals. The remaining amount would be used for installation, insurance or other costs associated with the art piece. Staff has suggested using funds from Fund 31, Recreation Programs, which has accumulated a substantial fund balance over time. These funds are generated from recreation program user fees; therefore, it would be logical to use these funds to invest In public art for the Community Center. The 1

PTR Commission supports the use of this funding source. According to Finance Director, Jennifer Wal<eman, Fund 31 currently has a fund balance of $360,000. RECOMMENDATION Approve a public art installation for the new Jennifer Russell Building (JRB) at the Lafayette Community Center; Approve release of $25,000 from Fund 31; Authorize staff to execute Request for Qualifications and distribute to a select group of artists. Attachments: A. Proposed Location of Public Art for JRB, Lafayette Community Center B. PAC IVlinutes, December 2, 2015 C. PTR Minutes, December 9, 2015 D. Letter to City Council from PAC Chair, 11-16-16 E. Fund 31, 2015-16 Final Budget 2

City of Lafayette Public Art Committee City of Lafayette 3675 Mt. Diablo Blvd., Rm. 265 Lafayette, CA 94549 MINUTES Date: December 2, 2015 Time: 4:00 p.m. 1) Call to Order - Tlie meeting was called to order at 4:00 p.m. by Chair Taneyhill. Present: Chair Tom Taneyhill, Vice Chair Dannenfelser, Committee Members Marcia Barrow Taylor, Clay Jensen, Dennis Mudgett, Sandy Wolfe. Absent: Eriing Horn, Janice Peacock. Also Present: Juliet Hansen, Staff Liaison; Brian Enright, Lafayette Resident. 2) Adoption of Agenda - The Agenda was adopted as written M/S/C/U (Wolfe/Mudgett). 3) Public Comment - Brian Enright, Lafayette Resident, spoke to the group about his experience as a sculptor and teacher. He works In the medium of metal and wood and strives to incorporate found objects, Brian Is available for public art projects until the summer when he returns to McCarthy, Alaska. The committee agreed by consensus to add him to the PAC's Master List of Artists. 4) Adoption of Minutes - The minutes of 11-4-15 were adopted as presented M/S/C/U (Jensen/Barrow Taylor). 5) Old Business A. Potential Public Art for New Jennifer Russell Building, Lafayette Community Center Staff Liaison Juliet Hansen indicated she was contacted by Jennifer Russell regarding potential funding for the project. The PAC could ask the City Council to release funds from Enterprise Fund 31, which contains the surplus revenues generated from fees and classes at the Community Center. Jennifer indicated there is a large fund balance presently and she would support the request. After some discussion, the committee decided that $25,000 would be an appropriate amount to request. There was a M/S/C/U ask City Council for $25,000 from Fund 31 which would include artists fees, installation and honorariums for those invited to make proposals. 6) New Business ^ A. Security Issues for 3~D Case In LLLC Art Gallery Juliet mentioned that the art piece that was thought to be stolen was actually broken and removed from the case by library staff. Committee member Peacock removed the clear top and planned to take It to Tap Plastics to see if it might be made more secure. Janice will update the committee at the next meeting. B. Exhibit Application from Artist Joanne Taeuffer There was a M/S/C/U to approve the application for Joanne Taeuffer to display art work in the Homework Room. Sandy viewed some of her other work on her website and encouraged the artist to exhibit more of her art in the Art Gallery. 7) Announcements by Committee Members and Staff Vice Chair Dannenfelser mentioned the lecture series on architecture and art. Clay and Sandy volunteered to join this group. Dennis Mudgett said he would like to revisit the metal fence on Mt. Diablo Blvd. in front of Trader Joe's at a future meeting. 8) Written Communications - none. 9) Next Meeting Date - January 6, 2016 at 4:00 p.m. 10) Adjournment-The meeting was adjourned at 5:28 p.m. Respectfully Submitted, Juliet Hansen, PAC Staff Liaison

2 3 4 5 6 7 8 9 10 11 12 13 The Subcommittee has been meeting every other weel< with Assistant Planning Director Greg Wolff to discuss issues related to the Trails IVIaster Plan, and they are making progress. 7. COMMUNITY CENTER A. Community Center Maintenance and Operations: Status report from the PTR Director on general maintenance and operations activities: High winds are bringing down many leaves which are filling gutters, sidewalks and parking lots and staff has been working to remove them. Fall classes are starting to wind down. A large event was heid this past weekend which went well and a couple of large events have gone well in the new building. The Community Center has been very active and staff is looking forward to a bit of a break, with winter programs beginning in January. 15 16 17 18 B. Public Art in the Jennifer Russell Building: The Commission will consider a request by the Public Art Committee to use $25,000 from the Recreation Enterprise Fund Balance to purchase and install an art piece in the foyer of the new building. 19 Juliet Hansen, Staff Liaison to the Public Art Committee, stated that the Committee is excited about a 20 public art project In the new building. She explained that several months ago the committee met with the 21 PTR Commission and a subcommittee was established with two PTR Commissioners and two Public Art 22 Committee members to look at the space. Subsequently, the Public Art Committee has met and held 23 another site visit to look at the space. They talked about options of what might work such as an art piece 24 on the wall, a suspended art piece, or something else. 25 26 Over a series of meetings the Public Art Committee tasked themselves to think about what art would work 27 in the building and whether they wanted to pursue rotating art from community members or a permanent 28 art exhibit. The Public Art Committee considered both. Ms. Hansen noted that City Manager Falk attended 29 several meetings and encouraged the Public Art Committee to think about a permanent art piece because 30 a rotating art piece requires significant staff time and liability. Additionally, Mr. Falk indicated there is a 31 commiunity art gallery in the Library which they have at times experienced difficulty in finding artists. 32 33 The committee was then tasked with coming up with ideas for a permanent art piece and members all 34 agreed that the space is light, airy, and they would like to see a permanent, 3-D suspended art piece. They 35 discussed durability, fabric and whether it collects dust, and the subcommittee came to a consensus to 36 consider artists that work in metal and glass, establish a budget, develop and present an RFQ to artists, 37 and select four to five pieces to review. Five Bay Area artists were identified and next steps would be to 38 identify funding sources, determine the budget, and develop an RFQ. 39 40 Ms. Hansen said Ms. Russell had indicated to her that there is money in Fund 31 which comes from 41 recreation program user fees. Ms. Russell briefly discussed the fund, believes there is a logical nexus, and 42 stated that while recreation runs a break-even program an operating surplus has accumulated in Fund 31. 43 It's understood that, although these funds are allocated to the General Fund, these funds have been 44 collected by recreation programs and can be used at the Community Center. 45 46 Ms. Hansen said next steps include: City Council request of funds, a description of the project, preparation 47 of the RFQ, forwarding the RFQ to selected artists and review of proposals. 48 Thomas Taneyhill, Public Art Committee Chair, stated the committee discussed the amount of $20,000 49 and also an additional amount of $5,000 which would provide $250 for 4 runner-up artists as an 50 Honorarium. The remaining amount would be used for the installation, insurance and other costs leading 51 to the installation of the approved art piece. Parks, Trails and Recreation Commission Draft Minutes Page 3 of 14 December 9, 2015

1 2 Chair Horn voiced his support of art in the space; how/ever, he said his original idea was for somewhat of a 3 low-l<ey type of art from people in the community, and he asl<ed for input from the Commission. 4 5 Commissioner Read said he was part of the initial subcommittee and had the same thoughts. Although 6 after listening to the idea it is more of an undertaking to rotate art in and out, and the current proposal is 7 now more appealing to him. 8 9 Commissioner Bellenger supported the proposal, use of funds and budget amount, and he likened the 10 project to the professional quality of art at the Library. He stated the community has benefitted from high 11 quality pieces of art throughout town and he said hopefully there will be more in the future. 12 13 Commissioner Poole concurred. 14 15 Commissioner Singer concurred and asked if the PTR Commission will have a voice in approving the public 16 art and its location. IVIs. Hansen said this is up for discussion, as the committee does not have a defined 17 process. Mr. Taneyhill suggested holding a joint meeting and to invite the 5 finalists to make a 18 presentation. 19 20 Commissioner Dougherty questioned the structural limitations to hang art in the space. Ms. Hansen said 21 they will investigate this. 22 23 Commissioner Dougherty asked an example of a comparable piece of art for $25,000. City Manager Falk 24 said two-dimensional work can cost several thousand dollars depending on the reputation of the artist. 25 Three-dimensional work is typically more expensive because it requires more construction, materials and 26 engineering. He noted that the Stack of Books art piece in the Library Plaza cost $250,000, The glass works 27 imbedded in the Children's Activity Deck was a $75,000 commission. Therefore, he believes $25,000 is 28 about the right scale for a piece that would go in the vestibule. If choosing less than $25,000, it might 29 compromise the quality of art. 30 31 Mr. Taneyhill said it seemed $20,000 was a reasonable offer for somewhat of an emerging artist. 32 33 Commissioner Singer asked and confirmed with Ms. Russell that the current balance of Fund 31 is about 34 $300,000 which has been built over time. City Manager Falk clarified these funds belong to the General 35 Fund but the City Council has established the Community Center as a business proposition that expects to 36 break even. He explained that these surplus funds sit in the business account. While it could be construed 37 that this is an appropriate use of those funds, the spirit of the City Council is that the funds would always 38 be used for recreation purposes. 39 40 Commissioner Dougherty asked if funds were limited to the building or to the Community Center. Ms. 41 Russell said the fund was intended for situations where the recreation department was having a bad year 42 which has been the department's experience. She stated the department operated at a loss for a couple of 43 years, had to carry debt and eventually pay off the loss. Therefore, it is part of an enterprise budget and 44 the intention is to run it like a business. 45 46 Commissioner Singer moved that the PTR Commission supports a request to the City Council to allocate 47 $25,000 from the Recreation Enterprise Fund 31 for public art in the Jennifer Russell Building; that the PTR 48 Commission and the Public Art Committee review the finalists of artists' proposals; Commissioner Poole 49 seconded the motion, which carried by voice vote (7-1-1); Ayes: Commissioners Bellenger, Hill, Poole, 50 Read, Singer, Stevens and Horn; Noes: Dougherty; Absent: Fateman. 51 Parks, Trails and Recreation Commission Draft Minutes Page 4 of 14 December 9, 2015

^RBGmm & FILES UFAYETTE ei;ry COUHCil. November 16, 2015 Lafayette City Council City of Lafayette 3675 Mt. Diablo Blvd., #210 Lafayette, CA 94549 Dear Mayor Anderson and Lafayette City Council Members: The City of Lafayette Public Art Committee Is considering a permanent public art piece for the new Jennifer Russell building at the Lafayette Community Center on St. Mary's Rd. There is a lovely ceiling space above the vestibule (where the restrooms are located) which Is ideal for a suspended three dimensional art piece. The committee Is planning to solicit proposals from a select group of artists in the near future. The PAC hopes to bring a recommendation to the City Council early in 2016. In the meantime, we wanted to let you know of our plans. Please feel free to contact me or Staff Liaison, Juliet Hansen, with any questions. Sincerely, Tom Taneyhill Chair, Lafayette Public Art Committee U

CITY OF LAFAYETTE DEPARTMENT Recreation Programs FUND 31 PROGRAM 700 PROGRAH/IS The Recreation Department provides a variety of recreation activities that enhance the quality of iife for all Lafayette citizens. Pending availability of : space, the Department also administers rentals ai the Lafayette Community Center and the BucKeye Fields building. The Lafayette Community r Center is the primary facility used by these activities, but schools and other public and private facilities also are used. A Community Center Foundation assists tiie department with fundraising activities which go toward building and landscaping improvements. The City Council expects the programs to be self-supporting w4iich has prompted the development of the goals below. The Parks and Recreation Director has full profit and loss responsibility for this budget program, WORKPLAN Limit Community Center activities to those that are revenue neutral or othen/vlse subsidized from the general fijnd. Provide high quality recreation programs to the residents of Lafayette. STAFFING REQUIREMENTS Position Title Full-Ume Equivalent 702 Parks, Trails and Recreation Director 15% Recreation Supen/isor - A 75% Recreation Supervisor - B 85% Recreation Coordinator 85% Administrative Assistant - P&R - A 40% Admintelrative Assistant - P&R - B 40% Community Center Caretaker 50% Total Full nme Equivalent 3.90 1/2 year 705 Temporary recreatiwi teachers and leaders $220,000 It ACCOUNT DESCRIPTIONS 743 Postage for mailing brochures $10,700 745 Printing P&R brochures $29,500 748 Class materials for Tiny Tots, KIndergym, Rollerhockey, Summer Fun, etc. $23,500 (reimbursed via class fees) 761 Equipment maintenance (Constant Contact, Copier) $1,500 821 Telephone & Internet $5,800 841 Rental of school district facilities ($13,000), copier & postage lease, computer sup $18,026 843 Active.net software training $15,000 861 Credit card lees ($20,500), temp office help ($4000) $41,500 E-Track Software ($6000), Summer Entertainers ($11000) 866 Payments to recreation teachers and specialized program related personnel $480,000 DESCRIPTION OF REVENUES Budget 14/15 Actual 14/15 Proposed 15/16 Investment Earnings & Building Rental $87,000 $93,001 $87,225 Non-Summer Program Fees 407,000 525,450 530,000 Summer Program Fees 450,000 445,445 450,000 Tiny Tots 180,000 224,036 195,600 Other - 12,559 - $1,124,000 $1,300,491 $1,262,825 PROJECTED ENTERPRISE SURPLUS/(DEF1CIT) $81,503 $109,733 $46,883 Transfer to Community Center Sinking Fund ($5,000) Transfer to General Fund for Field Use ($5,000) Transfer to Com. Ctr. Main, Fund for Utilities ($20,000) Contiibution from Prior Year's Recreation Fund Balance $395,264 Projected Ending Fund Balance, $412,147