CITY OF ALHAMBRA CITY ARTS AND CULTURAL EVENTS COMMITTEE AGENDA

CITY OF ALHAMBRA CITY ARTS AND CULTURAL EVENTS COMMITTEE AGENDA Regular Meeting Wednesday, March 18, 2015, 7:00 pm Alhambra City Hall, 111 South First Street Conference Room A, Second Floor I. ROLL CALL Debbie Johnson, President Greg Palm, Vice President Randy Fukuda Kristen Lau Carla Pemberton II. FLAG SALUTE III. APPROVAL OF MINUTES OF FEBRURARY 18, 2015. IV. ROSE PARADE FLOAT The City of Alhambra has officially received an invitation to participate in the 2016 Tournament of Roses Parade. There is $75,000 available in the Art in Public Places Fund for this project. For many years the City of Alhambra has contracted with the Chamber of Commerce to coordinate the design, construction, decoration and operation of the float on behalf of the City. Design ideas and renderings for the float will be presented for review and comment. Recommended Action: That the committee recommend to the City Council that they approve entering into a contractual agreement with the Alhambra Chamber of Commerce, in the amount of $75,000, for coordination of the design, construction, decoration and operation of the City of Alhambra s float for the 2016 Tournament of Roses Parade, utilizing the Art in Public Places Fund, and that the committee review and comment on the initial design ideas and renderings for the 2016 float. V. GRANT PROGRAM AND PROJECTS FOR 2015 The CACE Committee identified two projects for possible implementation: an art competition with installations at various locations that are accessible to the public throughout the city; provision of a fee based visuals art programs for children and/or adults. The Committee will present any additional project ideas for discussion. Recommended Action: That the Committee discuss the identified potential projects and determine if there is any project that fits the CACE goals, on which the Committee would like to move forward. VI. LOBBY ART EXHIBITS The lobby of City Hall is available to local artists to display their work. Exhibits are changed monthly. This program is coordinated by the staff in the City Clerk s office. This project could be shifted to the CACE Committee. Any fees collected as a result of the sale of artwork would be deposited in the Art in Public Places Funds and would be unrestricted. Recommended Action: That the committee discuss the option of assuming the responsibility of coordinating art installations in the lobby of City Hall. G:\MANAGER\Slifman Hayashi Paulson Jarvis\CACE - City Arts and Cultural Events Committee\2015 Meeting\3.18.15\Agenda.docx

VII. PUBLIC COMMUNICATION Discussion from the public of any item not specified on the Agenda. Comments must pertain to the business of the Alhambra City Arts and Cultural Events Committee. Public comments pertaining to the Committee s business are welcome. Kindly limit all oral communications to five (5) minutes. Please complete the blue speaker card prior to the meetings and submit it to the Committee secretary. VIII. COMMITTEE COMMUNICATION Discussion from the Committee Members of any item(s) not specified on the agenda. Items discussed must pertain to the business of the Alhambra City Arts and Cultural Events Committee. IX. ADJOURNMENT Copies of staff reports or other written documentation relating to each type of business described herein above are on file in the office of Management Services, Alhambra City Hall, 111 South First Street, Alhambra, and are available for public inspection during regular office hours: 8:00 AM to 5:00 PM Monday through Friday. Should any person have a question concerning any of the above agenda items prior to the meeting described herein, please contact the Committee Secretary, either in person or in the Management Services Department located at City Hall or call (626) 570-5011 during regular business hours. G:\MANAGER\Slifman Hayashi Paulson Jarvis\CACE - City Arts and Cultural Events Committee\2015 Meeting\3.18.15\Agenda.docx

ITEM NO. CITY OF ALHAMBRA March 18, 2015 TO: SUBMITTED BY: SUBJECT: City Arts and Cultural Events Committee Cynthia Jarvis, Director of Environmental Resources 2016 TOURNAMENT OF ROSES FLOAT PURPOSE: To request that the City Arts and Cultural Events Committee (CACE) recommend to the City Council entering into a contractual agreement with the Alhambra Chamber of Commerce for coordination of the design, construction, decoration and operation of the 2016 Tournament of Roses float and the appropriation of $75,000 of the Art in Public Places fund for this purpose and to provide information regarding the design concept for said float. FACTS: 1. The Tournament of Roses has formally invited the City to participate in the 2016 New Year s Day Parade. This internationally televised event provides recognition and an opportunity to promote of a positive image of the City of Alhambra. 2016 will mark the City of Alhambra s 88 th year of participation in the Tournament of Roses Parade. The theme for the 2016 parade is Find Your Adventure. 2. For many years the City of Alhambra has contracted with the Chamber of Commerce to coordinate the design, construction, decoration and operation of the float. All funds appropriated as a part of the agreement are used for the production of the float. 3. After review of the available fund balance in the Art in Public Places fund it has been determined that there is $75,000 available for this project. 4. Initial ideas and renderings will be presented for review and comment at this meeting. RECOMMENDATION: That the CACE recommend to the City Council, entering into a contract with the Alhambra Chamber of Commerce for the coordination of design, construction, decoration and operation of the 2016 Tournament of Roses Parade entry and the appropriation of $75,000 from the Art in Public Places fund (account number 101.12.1210.97001) for this purpose and that the CACE committee review and comment on the initial ideas and renderings for the float.

ITEM NO. CITY OF ALHAMBRA March 18, 2015 TO: SUBMITTED BY: SUBJECT: City Arts and Cultural Events Committee Cynthia Jarvis, Director of Environmental Resources LOBBY ARTWORK COORDINATION PURPOSE: To discuss the possibility of the City Arts and Cultural Events (CACE) Committee taking over the task of coordinating the art displays in the lobby of City Hall. FACTS: 1. For many years the lobby of City Hall has been made available for local artists to display their work. It has become a very sought after exhibition site. Exhibits are changed monthly. 2. Coordination of this project is done by the staff in the City Clerk s office. An application form and rules & regulations have been established. Staff investigates new art sources, evaluates artist applications, and makes the final approval of the artwork for acceptance onto the schedule. The artists are responsible for installation and removal of all artwork and a reception. If a piece of art is purchased by the public, a percentage of the purchase price is kept by the City. Currently the lobby schedule is fully booked until mid-2016. 3. The CACE Committee has been offered the opportunity to take on the coordination responsibilities that require investigation of new art sources, evaluation of artist applications and final approval of the artwork to be installed. In return, fees for any art sales would be deposited into the Art in Public Places fund and would be unrestricted for CACE purposes. RECOMMENDATION: That the CACE discuss their interest in taking on the responsibility of coordinating the art installations in the lobby of City Hall.

Unofficial until adopted by the March 18, 2015 Arts and Cultural Events Commission Action Item III Approve MINUTES ALHAMBRA CITY ARTS AND CULTURAL EVENTS COMMITTEE Regular Meeting Wednesday, February 18, 2015, 7:00 pm Alhambra City Hall, 111 South First Street Conference Room A, Second Floor The meeting of the City Arts and Cultural Events Committee was called to order at 7:04 p.m. February 18, 2014 at Alhambra City Hall, 111 S. First Street, Conference Room A, Alhambra, CA. I. ROLL CALL Committee Members Present: Johnson, Fukuda, Lau, Palm Committee Members Absent: Pemberton Also attending: Environmental Resources Director Jarvis. III. APPROVAL OF MINUTES OF January 21, 2015 Member Lau asked that the work Caricature in item VI. Be changed to Character. On the motion of Fukuda with a second by Johnson the minutes were unanimously approved as corrected. IV. PURPOSE OF CACE Ordinance No. 02M1-4417, which created the Art in Public Places Program was reviewed. The ordinance states that use of the funds are to be used solely for 1. Acquisitions, installation, improvement, maintenance and insurance of art work; 2. Sponsorship or support of performing arts; 3. Acquisition and improvement of real property for the purpose of displaying artwork; 4. Maintenance of and utility charges related to property purchased pursuant to 1 and 3 above. The ordinance does not include language that provides for grants and workshops. After discussion of the ordinance, it was determined that those programs could not be offered under the grant, but that the committee could explore other opportunities to offer the programs. Member Palm pointed out that an amendment to the ordinance specified that funds can be appropriated to the Rose Parade Float. The Committee agreed that it would be good to look for creative ways to offer workshops and to explore new programs that could utilize the Art in Public Places funds. V. FUND BALANCE OF CACE ACCOUNT Staff reviewed the current fund balance of the Art in Public Places fund and indicated the amount of money anticipated to be returned to projects that have indicated they intend to provide art within their project which would make them eligible for a refund. Those funds must remain restricted until they are either refunded or they are no longer eligible to be refunded. This leaves a balance of $97,310 in unrestricted funds. The Committee 1

will still have the budgeted $10,000 program funds to be utilized during the current fiscal year and there is still funding available for the 2016 Rose Parade Float. VI. ROSE PARADE FLOAT Staff announced that the theme of the 2016 Rose Parade is Find Your Adventure and expected the City would receive the formal invitation to participate very soon. The Sponsor Fee would most likely have to be pair prior to the next CACE Committee meeting. Last year the fee was $5,000, but staff did not know if the Tournament of Roses Committee would raise the fee this year. Based on the fund balance of the Art in Public Places fund, staff stated that the Art in Public Places fund could afford to provide $80,000 for the Rose Parade and suggested that the CACE Committee recommend to City Council that they appropriate that amount for the 2016 Rose Parade Float with the Sponsor Fee being a part of that appropriation. There was concern from the committee in general about the appropriation being considerably less than the 2015 appropriation ($125,000). It was suggested that if the float required additional funds beyond the $80,000, a fundraising campaign might be necessary, because the CACE did not have additional funds available for the float at this time. Committee member Palm stated that he was concerned that an $80,000 appropriation for the Rose Parade depleted the CACE funds and that no funds would be available for projects the following year. He questioned whether the CACE should be funding the Rose Parade float at all. He suggested that half that amount might be more appropriate and that a fundraising campaign could be run this year to fund the balance needed for the float. Committee Member Fukuda stated that he did not want the float builder to feel constrained by the budget and didn t feel comfortable determining a budget without first seeing the artwork. Committee Member Lau stated that she was in favor of the CACE supporting the float, but was also concerned about the shortage of funds in the Arts in Public Places fund. Staff interjected that although there were no other known development projects that would provide funds for the Art in Public Places fund at this time, this did not mean that more projects would not develop in the next year and suggested that it would be wise to look at today s needs and wait to see what happens financially during the year. Staff further stated that $40,000 would not be enough money to build a float and the shortfall and need to fundraise at this time would hurt the float process. Committee Member Palm and President Johnson both stated that although they would like to approve the entry fee, they preferred to wait to see the design concept before approving the balance of funding. On the motion of Committee Member Palm with a Second by Committee Member Fukuda, the Committee voted to approve a recommendation that the City Council appropriate funds for Alhambra s 2016 Rose Parade Float Sponsor Fee, in an amount not to exceed $10,000, to be taken from the Art in Public Places fund. Aye: Johnson, Fukuda, Lau, Palm Nay: none Abstain: none Absent: Pemberton VII. GRANT PROGRAM AND PROJECTS FOR 2015 With the budget constraints and clarification of allowable projects a discussion was held regarding finding new ways for the CACE to conduct programs. One suggestion was to offer fee based CACE sponsored workshops. By charging $75 per person, it was determined that a class of twenty-two participants would provide the funds needed to 2

pay for a qualified instructor. It was pointed out that other Art Commissions in other cities sponsor workshops in this way. The committee could open the workshop to all ages and based on the interest could determine if the workshop would be offered to children, young adults or adults. Conducting an art in public places contest could provide another opportunity for the CACE Committee to provide a program. The contest would be themed. The CACE would assist the artist in securing a location (public or private) for the art installation. All artwork would be pre-approved. This could be a juried competition. Funding could be secured from outside sources. For example, if the theme was recycling, funding could be sought in partnership with Alhambra s trash hauler. The CACE has $10,000 budgeted for programs and these funds could be used toward production of the competition. Committee Member Palm suggested exploring the possibility of development projects being offered a rebate of some of the Art in Public Places funds they deposited if they allowed an art contest installation on their property. The committee members decided to think further about these types of ideas and to bring other ideas back to the next meeting for further discussion. VIII. PUBLIC COMMUNICATION Stephen J. Glazer, representing MVP Channel, a sports network currently focusing on sports videos at Alhambra High School, requested that the Committee view his 71 already produced videos and asked that the CACE consider providing financial assistance to offset production costs. He stated that he has also approached local businesses and has had some interest from a variety of businesses in the downtown. He feels that his videos are a benefit to the students, schools, parents and the City because they showcase the City as a desirable location to live, raise children and start a business. IX. COMMITTEE COMMUNICATION There were no comments from the Committee members. X. ADJOURNMENT On the motion of Committee Member Fukuda with a second by Member Palm the meeting adjourned at 8:45 p.m. Aye: Johnson, Fukuda, Lau, Palm Nay: None Abstain: None Absent: Pemberton Copies of staff reports or other written documentation relating to each type of business described herein above are on file in the office of Management Services, Alhambra City Hall, 111 South First Street, Alhambra, and are available for public inspection during regular office hours: 8:00 AM to 5:00 PM Monday through Friday. Should any person have a question concerning any of the above agenda items prior to the meeting described herein, please contact Ms. Cynthia Jarvis, Committee Secretary, either in person or at the Management Services Department located at City Hall or call (626) 570-5011 during regular business hours. 3