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Arts Plan UpdatetipW N OF t !ps SA.�pS DATE: TO: hl&"V MEETING DATE: 09/17/12 ITEM NO: S COUNCIL AGENDA REPORT SEPTEMBER 12, 2012 MAYOR AND TOWN COUNCIL GREG LARSON, TOWN MANAGER yd) SUBJECT: ACCEPT ARTS PLAN UPDATE AND ARTS AND CULTURAL COMMISSION RECOMMENDATION REGARDING PUBLIC ART INSTALLATION PROJECTS RECOMMENDATION: Accept Arts Plan update and Arts and Cultural Commission recommendation regarding public art installation projects BACKGROUND: The Town Council approved an Arts Plan in December 2010, which included four public art projects: • Forbes Mill Footbridge Revitalization Project • Banner Program • Public Art Displays • Art in the Council Chambers, Sister City Exchange The Plan was approved with the understanding that the Commission would return with more specific implementation actions for the first two projects. In October 2011, the Arts and Cultural Commission (ACC) returned to Council with detailed action plans for Forbes Mill Footbridge and the Banner Program and Council authorized the ACC to proceed with implementation of those two projects. The intent of this report is to provide an update on those efforts as well as to discuss two public art display opportunities evaluated by the ACC. DISCUSSION: Arts Plan January 2011 -June 2013: Accomplishments On December 3, 2010, the Town Council approved the Arts Plan for the period January 201 ltoJune 2013 (Attachment 1). The plan identifies four focus areas: Long Term Vision and Mission Statement, PREPARED BY: PAMELA JACOBS 7rq� o �(C)WD ASSISTANT TOWN MANAGER Reviewed by: Assistant Town Manager Town Attorney Finance CAUseis \pjacobs \Desklop\Ans Plan - Cat Walk report.doc PAGE MAYOR AND TOWN COUNCIL SUBJECT: ACCEPT ARTS PLAN UPDATE AND RECOMMENDA T ION REGARDING PUBLIC ART INSTALLATION PROJECT September 12, 2012 Public Art, Funding, and Communication. These focus areas were developed to meet the Town Strategic Goal of restructuring community arts and culture programs and services to meet community priorities and needs. The following is an update on the ACC's accomplishments towards meeting that goal through implementation of the Arts Plan. Long Term Vision & Mission Statement The ACC's long term vision is to create a vibrant, collaborative and creative Los Gatos where the arts are a defining feature of the community's identity and unique character. Its mission is for the ACC to be advocates for artistic expression that enriches the Los Gatos experience. These statements were immediately put into action upon approval of the Arts Plan in 2010. The ACC has worked to further define components of the Arts Plan per Council direction and are continuously identifying new ways to further their mission. Programming efforts to meet the other three Arts Plan focus areas have strengthened the ACC's Mission and are designed to meet the long term vision for arts in the community. Public Art — Increase the number of public art displays In September 2011, the Council authorized the ACC to implement plans for the Banner Program and the Forbes Mill Footbridge Revitalization Project. • Banner Program: A Call for Artists was issued for the Banner Program based on the authorized implementation plan. Due to a lack of interest from the artist community, the ACC elected to put this Program on hold. In its place, the ACC has selected one of the Public Art Display projects — The Cat Walk — to replace the Banner Program, as discussed later in this report. Forbes Mill Footbridge Revitalization Project: The authorized implementation plan for this project is nearing completion. The ACC has successfully worked with the Los Gatos Saratoga Recreation Department (LGS Recreation) to establish a summer youth art program in which 23 pieces of art were produced. All of the art was digitized and will be transferred to vinyl panels that will be installed on the bridge. The ACC has worked with the Parks and Public Works Department to identify the most cost effective and efficient way to replace damaged panels and repaint portions of the bridge. Staff has worked with families involved with the initial artwork and identified five pieces that the families have requested to remain. These pieces will be recreated on vinyl for re- installment with the first replacement effort. It is anticipated that this first series of panels will be installed by October/November. Public outreach to publicize the effort included displaying the bridge's original artwork at Jazz on the Plazz and Music in the Park events in late August. The work is currently displayed at Togos in King's Court and will remain there for the next three months. PAGE MAYOR AND TOWN COUNCIL SUBJECT: ACCEPT ARTS PLAN UPDATE AND RECOMMENDATION REGARDING PUBLIC September 12, 2012 The initial panel installation will cost approximately $187 per panel, totaling $5,610. Funding for this project comes in part from fees collected by the LGS Recreation ($1,080). The remaining $4,530 will be covered out of the $9,800 in funds allocated towards implementation of the Arts Plan. Future funds will need to be identified to continue with the project. The cost of repainting bridge railings and panels will be absorbed by the Parks and Public Works Department, which may delay other expenditures scheduled for this year. Funding — Develop funds for the arts Per the Arts Plan, $9,800 was shifted from a Downtown Gateway project to fund the first year of the Arts Plan. Long term funding strategies to fund the Arts Plan programs on an ongoing basis are yet to be formulated. Staff has begun doing research on available grants and funding programs and will work with a sub - committee to identify effective long -term funding strategies. Communication— Develop communication strategies for the arts The ACC has been investigating and prioritizing marketing tactics for approved projects and programs. The publicity efforts surrounding the Forbes Mill Footbridge Revitalization Project are examples of that strategy. In addition, the ACC has developed more specific communication strategies that will provide communication about arts and culture. These strategies will focus on three elements: 1. Celebrating existing art projects 2. Publicizing upcoming art projects 3. Inspiring new art The ACC will focus on three major categories of art: performing arts, visual arts, and cultural arts. The ACC has identified communication outlets and is working with staff to develop standards that will meet the policies and guidelines in the Town's Commissioner Handbook in terms of communicating with the media. Overall, the ACC offers to support the Town's communication efforts in the following ways: 1) serve as a clearinghouse for arts and cultural information; 2) actively seek out arts /culture projects to celebrate /publicize; and 3) offer support/recommendations for collaboration with organizations on publicity. Public Art Installation Projects Proposed Pageant Park Art Installation On June 18, 2012 the Town Council approved landscaping plans for the renovation of the historic Town Pageant Grounds. The proposed landscaping plans for Pageant Ground renovations call for two primary areas of landscape design. The lower level includes a circle of benches surrounds a flagstone terrace with a raised planter for shade trees and a possible location for public art. The upper level will feature natural turf with ADA access provided directly to additional tables and benches. The Pageant Ground renovation project could provide a budget of up to $20,000 for art, which could potentially be installed Spring 2013. PAGE MAYOR AND TOWN COUNCIL SUBJECT: ACCEPT ARTS PLAN UPDATE AND RECOMMENDATION REGARDING PUBLIC ART INSTALLATION PROJECT September 12, 2012 In July, staff discussed the opportunity for selecting public art for the Pageant Grounds with the ACC as per the Town's adopted Public Art Policy. Staff presented the landscaping plans and toured the site with a sub - committee of the ACC. As a result of that meeting and based on their comments, staff developed and presented a Call for Artists document for the ACC in August. ACC's Recommendation: At the August meeting, the ACC unanimously voted to not move forward with a public art installation at Pageant Grounds unless the location for the art could be modified. The ACC stated that the approved art installation area is too concealed and will not have any impact. Specifically, the ACC believe that art at that location would not be viewed as public art, but rather as "hidden" art, due to the location being inaccessible and unsuitable. Staff informed the ACC that in order to change the location on the approved landscape plan for an art installation, Parks and Public Works (PPW) staff would be required to revise the specifications for the contract bid and return to Town Council for approval. This would likely push the timeline for the renovation project into the spring. In addition a group of volunteers drawn from Los Gatos service clubs and other organizations is developing plans for a Veterans memorial in Los Gatos for Town consideration later in the fall. The potential sites being considered include the Pageant Grounds. The Council can direct any of the following: 1. Direct staff and the ACC to identify alternative locations for public art in Pageant Grounds for review and action by the Town Council. 2. Direct staff to proceed with the Pageant Grounds public art project in the previously approved location. 3. Suspend any work on the Pageant Grounds public art project pending other work efforts and future consideration of potential Veterans memorial opportunities. Proposed Cat Walk Art Installation The 2011 approved Arts Plan identified four potential public art projects. One of those projects involved the installation of public art displays. The goal of including public art display installations within the Art Plan was to install one to two pieces of public art every two years. As a part of that initiative, the ACC was authorized to develop a list of approved public art locations. The Public Art sub - committee identified three potential display projects and recommended moving forward with the Cat Walk proposal when the Banner project was suspended due to lack of response. The Cat Walk is an art installation proposed for Downtown Los Gatos, predominately oriented along Santa Cruz Avenue. The proposed project would celebrate the Town's namesake through a creative and integrated art display. Artists would be asked to create 4 -12 designs of unique and individualized cats. The cats would be crafted of lightweight and durable materials that would be both weather and vandal proof, with a lifespan of not less than 10 years. The size of the cats would be between 10 and 24 inches and would not exceed 10 pounds. PAGE MAYOR AND TOWN COUNCIL SUBJECT: ACCEPT ARTS PLAN UPDATE AND RECOMMENDATION REGARDING PUBLIC ART INSTALLATION PROJECT September 12, 2012 Staff recommended a one -year pilot program and the ACC sub - committee recommends that the cats remain in the trees for 10 years, with an assessment of the cats' condition, cost issues, and effectiveness of the display after one year. The cats would be placed in designated public trees lining N. Santa Cruz between Main Street and Bachman Avenue. As a part of the selection process, PPW would work with the artists selected by the sub - committee to identify the best installation practices and location for each cat. The artist would be responsible for designing brackets to affix the artwork to the tree, subject to PPW approval. The ACC proposes to utilize a portion of the remaining Arts Plan funds (approximately $5,300 after the Footbridge project) to commission the selected artists, and to cover installation and maintenance costs. The ACC envisions that in future years, placement ofthe cats will be expanded to shops that wish to participate and other public locations such as flower boxes and lamp poles. Guidelines and criteria to encourage and facilitate new Cat Walk artwork would be developed after implementation of the pilot year. Funding for the Cat Walk beyond the initial year is expected to come from grants, private citizens, and/or service clubs. Issues for Consideration Staff has discussed a number of issues associated with the Cat Walk project with the ACC. The ACC believes that the issues can be mitigated and has recommended mitigation actions. Staff has recommended mitigation measures, as well. Following are the issues raised by staff: • Impact to the health of Downtown street trees • Installation and maintenance responsibilities and costs • Logistics associated with general tree maintenance • Potential for vandalism • Disposition of cats following their removal • Public health and safety • Liability Recommended Mitigation Actions Mitigation actions recommended by the ACC or staff include the following: Selecting only one or two artists to save time and minimize the number of installation methods. Installing the cat sculptures in the nook of the trees rather than on branches. This will help to mitigate the concern over the weight of the cats, and potentially regarding tree maintenance. The downtown trees are not scheduled for trimming for another two to three years, and thus trimming to accommodate the cats cannot occur for this project, unless paid for out of project funds, if any remain, or from donations. If this project is approved, staff recommends scheduling this project in late spring to avoid potential conflicts with tree lighting installations and other priority PPW work, to avoid harsh weather conditions when the cats are first installed and to ensure public viewing time during Downtown's peak months. PAGE 6 MAYOR AND TOWN COUNCIL SUBJECT: ACCEPT ARTS PLAN UPDATE AND RECOMMFNDATION REGARDING PUBLIC ART INSTALLATION PROJECT September 12, 2012 • As with most of the Town's other public art, the cats would be considered a temporary donation from the artists and returned to the artists after removal. Artists may subsequently donate the art to other organizations. • Issues of liability will still need to be addressed, as the cats would be on a public thoroughfare that is narrow and subject to high volumes of both pedestrian and vehicular traffic. While a number of issues still need to be addressed regarding the Cat Walk project, if Council approves proceeding with the project, staff will work with the ACC to resolve them. CONCLUSION Staff requests that Council accept the update on the accomplishments related to the Arts Plan January 2011 -June 2013. Staff also seeks Council direction regarding the public art project for Pageant Grounds and the Cat Walk project. FISCAL IMPACT Funding in the amount of $9,800 is included in the FY 2012 -13 budget. Attachments: 1. Arts Plan: January 2011 —June 2013 Focus AREA Long Term Vision & Mission Statement Public Art Funding ARTS PLAN: JANUARY 2011 - JUNE 2013 DESCRIPTION TiMELINF Create long -term vision for the Arts in Los Gatos and define ACC role Long Term Vision Implement immediately A vibrant, collaborative and creative Los Gatos where the alts are a pending Town Council defining feature of our identity and unique character approval. Commission Mission Statement Advocates for artistic expression that enriches the Los Gatos experience; Increase the number of public art displays Forbes Mill Footbridge Revitalization Project Revitalize this piece of public art while keeping the original purpose Continuous summer of incorporating art from youth in our community based on the project beginning 2011 theme, Capturing Life in Los Gatos. Banner Program Enrich Downtown Los Gatos by incorporating public alt into the existing banner program, Public Art Displays Increase the number of public art displays by installing one to two pieces of public art every two years. Art in the Council Chambers, Sister City Exchange Coordinate with an identified sister city to have one installment of Alt in the Council Chambers be a collection of pieces from the city Develop funds for the Arts Short term funding strategy- Retarget the approximately $9,800 Public Art funds in 6999 - 68711, previously ear marked for a Gateway project, to fund the first year of the Arts Plan. Long term funding strategies- Develop sustainable options to find programs on an ongoing basis. Communication Develop communication strategies for the arts. Investigate and prioritize marketing tactics for approved projects and programs. COUNCI L APPROVED 12/611.0 N:\CSD\ARTtARTs COMMISSIOMARTS PLAN JANUARY 2011 -2013 Bi- annual program beginning 2011/2012 Bi- annual program beginning 2012/2013 Incorporated in the AICC schedule by 2012/2013 Reallocate immediately pending Town Council approval. Sub - Committee and staff will begin to work on long term funding strategies, Actions aground specific communication will be discussed and explored pending Town Council approval of this plan. ATTACHMENT 1 THIS PAGE INTENTIONALLY LEFT BLANK