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Veterans Memorial Recommendations from the Arts and Culture CommissionMEETING DATE: 01/20/15 ITEM NO: 1 1C� t�s ciiu COUNCIL AGENDA REPORT DATE: JANUARY 5, 2015 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER SUBJECT: RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING A VETERANS MEMORIAL AT THE LOS GATOS CIVIC CENTER RECOMMENDATION: Accept the recommendation from the Arts and Culture Commission regarding the placement of a Veterans Memorial at the Town of Los Gatos Civic Center that includes the removal of the fountain on the deck with the installation of trellises /arbors that are architecturally consistent with the rest of the Civic Center and do not impede pedestrian and group use of the deck. a. Should the Veterans Foundation and the Council decide to proceed with this location for the Veterans Memorial, then the Memorial needs to be integrated into the trellises /arbors without statuary. b. Components of the Memorial and/or fundraising bricks could also be integrated into the existing deck surface area related to the trellises, along with whatever lighting may be appropriate. c. The proposed lawn pathway and plaques on the building walls are not recommended. BACKGROUND: The Veterans Memorial and Support Foundation of Los Gatos (VFLG) is a nonprofit 501 (c)(3) foundation dedicated to honoring and supporting both U.S. military veterans, the men and women of the Army, Navy, Air Force, Marines, and Coast Guard, and their families. In November 2012, the Town Council considered requests from the VFLG to provide a Veterans Memorial at the Civic Center and to allocate $20,000 of Pageant Grounds public art funding to PREPARED BY: CHRISTINA GILMORE Assistant to the Town Manager M- Reviewed by: ",- rAssistant Town ManagerNAWown Attorney PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 BACKGROUND (cont'd): incorporate public art as part of the Veterans Memorial. After hearing presentations from staff, the VFLG, and public testimony, the Council deliberated on the matter and provided the following direction: Authorizing the Foundation to develop and submit for Council review and approval two to four proposals for the location and design of a Veterans Memorial at the Los Gatos Civic Center, incorporating Pageant Grounds and /or the Civic Center deck, and /or the front lawn and flag poles. (Approved Council Minutes, November 5, 2012). In March 2013, a Civic Center stakeholder brainstorming session was held with current and anticipated users of the Civic Center, including Music in the Park, Friends of the Library, Police Foundation, Fiesta des Arts, Museums of Los Gatos, and the VFLG. The participants recognized that the upper deck of the Civic Center was uninviting and could be better utilized in a variety of ways as a gathering space, performance area and/or as a Veterans Memorial. In March, 2014, the Town Council adopted two Strategic Goals for 2014 -16 which state: • Partner with the Veterans Committee to develop a Veterans Memorial in Los Gatos • Develop a plan to enhance the aesthetic and use of the Civic Center as a community resource On November 4, 2014, a public hearing was held in which a detailed presentation and request for approval of the VFLG's proposed Veterans Memorial to be for a located on the upper deck of the Civic Center. The VFLG's preferred design consists of trellises around the perimeter of the existing fountain area with use of the fountain area itself for a proposed art piece including a military figure with an eagle and a symbolic 20 foot flame behind. The VFLG's preferred design also incorporated new walkways from the flag poles through the front lawn, new lighting and signage, and four bas- relief wall mountings around the upper deck on the exterior walls of Police Headquarters, the Administrative Offices, and the future New Museum of Los Gatos. As part of the Council deliberation, a number of other possible Veterans Memorial locations were identified for Council consideration, including the Pageant Grounds, a bridge from the deck to the Pageant Grounds, the platform on the upper deck between the Administrative Offices and the Police Headquarters, the front corner of the upper deck overlooking the rose garden and lawn, the lower area between the Police Headquarters and the New Museums of Los Gatos, and the ivy/Redwood Grove (formerly referred to as the Civic Center Lawn) adjacent to Pageant Way. After hearing presentations from staff, the VFLG, and public testimony, the Council deliberated on the matter and provided the following direction: PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 BACKGROUND (cont'd): The Veterans Memorial is to be located in the Civic Center on the upper deck or at one of the other possible locations, excluding Pageant Grounds and the bridge to Pageant Grounds. The proposed Memorial will be reviewed according to the Public Art Selection Policy by the Arts and Culture Commission, with the Commission reporting back to Council at the January 20, 2015 Council meeting. The public is allowed to weigh in on the proposal during this process. The Commission is to report back on shade, water feature, seating, access to the street, lights, incorporating men and women who served, tiles on the buildings, the entry walkway, and other elements. (Approved Council Minutes, November 4, 2014). DISCUSSION: Public Art Subcommittee Committee of the Whole Per Council direction to review and evaluate the proposed Memorial, and to provide recommendations to the Council by January 20, 2015, the Commission chose to meet as a "Committee of the Whole" in order to streamline the evaluation process and to meet the deadline set forth by the Council. The Commission held six special meetings on the Veterans Memorial Project. The special meetings were held in November and December of 2014 with one meeting in January 2015, and focused on the following: • Establishing a meeting schedule and the work plan; • Identifying the public process for consideration of this matter; • Reviewing the Town's adopted Public Art Policies and Procedures; • Receiving additional background information on the proposed Memorial from Town staff and the Veterans Memorial and Support Foundation of Los Gatos; • Hearing public comment about the proposed Veterans Memorial from interested stakeholders and members of the public; and • Evaluating the proposed Memorial design and formulating recommendations to be provided for Council review and consideration. PAGE MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 DISCUSSION (cont'd): Public Art Subcommittee Special Meetings On November 12, 2014, at its first special meeting on this topic, the Arts and Culture Commission received a briefing on, and asked questions regarding both the required public process for consideration of this matter and the Town's adopted Public Art Policies and Procedures. In addition, the Commission reviewed a proposed meeting schedule and work plan and toured possible Veterans Memorial locations at the Civic Center, as specified by Council. Also on November 12, the Commission chose to appoint the Public Art Subcommittee as a "Committee of the Whole" consisting of all Commissioners, and appointed Brian Bernasconi as chair of the Public Art Subcommittee Committee of the Whole. On November 20, 2014, at its second special meeting, the Commission received an overview from staff of the prior Council consideration and direction, and heard a presentation by the VFLG on the proposed Memorial. Several Commission members also began to provide critical assessments of the proposed Memorial. On December 4, 2014, at its third special meeting, the Commission, at its request, received an overview from staff on Veterans Memorials in the following jurisdictions: Campbell, Cupertino, Mountain View, Sunnyvale, Saratoga, and Santa Clara. The Commission also continued their evaluation and assessment of several items related to the proposed Memorial that included the proposed arbors and trellises on the upper deck, an evaluation of the preferred and alternate Memorial locations within the Civic Center, and an evaluation of the proposed statuary. On December 11, 2014, at its fourth special meeting, the Commission continued their discussion and evaluation of the proposed Memorial from December 4, beginning the formulation of a series of recommendations for the proposed Memorial. The discussion focused on the following: • The architectural appropriateness of the proposed arbors and trellises on the upper deck, narrowing down the preferred locations for the Memorial to the raised portion of the upper deck between the Administrative and Police buildings, or the ivy/Redwood Grove adjacent to the Civic Center lawn, and in front of the New Museums of Los Gatos building; • The proposed statuary was not acceptable as presented, although there was a divergence as to why (e.g., size /scale, materials, realism vs symbolic, artistry, "war" symbolism, and the multiplicity of elements including a figure, eagle and eternal flame representations); • Dependent on location, any statuary placed within the memorial should incorporate diversity in regards to gender and/or ethnicity; PAGE 5 MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 DISCUSSION (cont'dl: Alterations to the Civic Center lawn via the proposed walkway from Main Street to the Civic Center upper deck were discouraged; • The proposed number of has relief plaques on the exterior walls of the Administrative, Police and Museum buildings were not acceptable as presented; and • The number of elements, symbols and types of materials as proposed were too many. Additionally, the VFLG presented an overview of flexibility, identifying proposed memorial elements and/or locations that the VFLG would be willing to modify or eliminate from a final conceptual design. The areas of flexibility presented by the VFLG are summarized below: No Flexibility Location of Statue The fountain area within the center of the upper deck is the only location with presence for the proposed Memorial that the VFLG would consider. Human Figure The VFLG requires at least one, and up to five, human figures included in the statuary. These may be arranged near an abstract central monolith. One or more of the figures would portray a woman. Medium Flexibili Height of Statue The VFLG is willing to alter the height of the human figure statues from 6 feet to 9 feet. Materials The use of materials other than bronze for the man fi hugures could be considered. Eagle, Flame, Rifle e and Helmet These elements could be reconsidered as part of a new statue design. Central Monolith This element may be added in lieu of an Eagle, Flame, and/or Rifle and Helmet. The proposed walkway provides direct, paved, Walkway and inviting access to the Civic Center from Main Street however the VFLG is open to its desi PAGE 6 MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 DISCUSSION (cont'd): Medium Flexibility Bricks The VFLG is open to the discussion on the implementation of memorial bricks into the desi Lighting As this is an architectural consideration, the VFLG is o en to discussion for this element. Plaque Walls The VFLG is willing to reduce the number of la ue walls from four as proposed, to three. High Flexibili ty Arbors The VFLG requires the arbors to be arrayed in a pleasing manner around the fountain. There is flexibility as to the appearance, material, and finish. There is limited flexibility as to the total area taken up by the arbors. The VFLG is open to working with the ACC and the Artist to refine the Arbor design. On December 18, 2014, at its fifth special meeting, the Commission utilized an elements and location voting sheet to vote on their first and second choice locations and the associated Memorial elements (Attachments 1 through 3). The voting sheet was developed by a member of the Arts and Culture Commission and a member of the VFLG in consultation with Town staff. Commission members voted for the Memorial elements that they thought should be included at each of the five Council approved locations. First choice votes were allotted two (2) points, and second choice votes were allotted one (1) point. Based on the combined first and second choice votes, the majority of the Commission voted to have an arbor /trellis located on the upper deck within the fountain area. The ivy/Redwood Grove and the lower landing between the Police Administration and the Museums Building received the most secondary location votes. The rose garden and the platform on the upper deck were eliminated as location choices. In addition to the choosing of the first and second location choices, the following elements were voted to be excluded from the Commission recommendations regarding the upper deck: the low mist fountain, the statue (either one or multiple human figures), the eagle, the eternal flame, the rifle and PAGE MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 DISCUSSION (cont'd helmet, the proposed pathway from Main Street to the upper deck and bas - relief plaques on the Administration, Police and the Museum buildings. As an alternative, or secondary location choice, the Commission voted that statuary, representational or non - representational monument features could be located in either the ivy /Redwood Grove or the lower area between the Police and Museum buildings subject to subsequent design review, and should take into consideration the landscape, immediate surroundings, and architectural style of existing buildings. On January 8, 2015, the Commission held its sixth and final special meeting, and reviewed the recommendations developed at the December 18, 2014 meeting, finalized the recommendation language, and voted on the final recommendations. The recommendations contained within this report were approved by the Arts and Culture Commission by a vote of seven members voting in favor of the recommendations and one member voting against the recommendations. Commissioner George Havelka agreed to stay on the Commission through the conclusion of the Subcommittee's work on the Memorial, after which time his resignation would be in effect. The 9- member Commission continues to have two permanent vacancies. Public Outreach The Public Art Subcommittee special meetings were held in the Town Council Chambers, broadcast on KCAT, and streamed live via the Town's website. Meetings were publicly noticed per the Town's noticing requirements, and meeting agendas, reports, and supplemental documents were emailed to a special interest list that included representatives from the following stakeholder groups: the Veterans Memorial and Support Foundation of Los Gatos, the Friends of the Library, Los Gatos - Saratoga Recreation Department, and the Museums of Los Gatos, as well as interested residents. A dedicated Veterans Memorial webpage was also created on the Town's website with links to all of the meeting information and materials, in addition to meeting announcements posted to the What's New Section of the website. Verbatim meeting minutes were also provided to members of the Commission and the public for the five Subcommittee meetings that were held in the Council Chambers (Attachments 4 through 8). During the Subcommittee public hearing process, the Commission heard from nine individuals expressing either their support or opposition to the project as proposed. The Commission was also in receipt of three pieces of written communication from members of the public. PAGE 8 MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 DISCUSSION (cont'd): Civic Center Master Plan The Mayor has requested an update on the Los Gatos Civic Center Master Plan as part of Council consideration for both the proposed Veteran's Memorial (scheduled for January 20, 2015) and the Museums Conditional Use Permit (scheduled for February 3, 2015). In 2001 the Town initiated a master planning process for public facilities at the Los Gatos Civic Center. Following numerous studies, analysis, public outreach and Council Committee and Study Session direction, the Los Gatos Civic Center Master Plan was adopted in June 2007 with specific direction to proceed with a new library. The Civic Center Master Plan, staff reports, and associated studies and designs, totaling nearly 300 pages, can be found at: httn: / /www.LosGatosCA.gov /1436 /Civic- Center - Master -Plan. Shortly after adoption of the Master Plan, the Council initiated action on the first two priorities identified in the Master Plan. The future Police Operations Building was acquired and remodeled, opening in October 2009. The new library was opened in February 2012. The relocation of Police Operations out of the Civic Center also allowed accommodation for the parking associated with the new Library and other Civic Center changes. In addition to the Police and Library priorities outlined above, the former Neighborhood Center was leased to Los Gatos — Saratoga Recreation and Education Department (LGSRED) as the Adult Services Center effective 2010, the Pageant Grounds park was renovated as a multi -phase project opening in 2013, and the old Library space was leased to the Museums of Los Gatos and the Friends of the Library with re- opening of both scheduled for Spring 2015. In addition, HVAC and roofing systems have been or will be renovated throughout the Civic Center by 2016. The Civic Center Master Plan provides no references regarding a Veteran's Memorial at the Civic Center. Similarly, the Museums of Los Gatos was identified as a Town partner, but relocation to the Civic Center was not contemplated at the time of the approval of the Master Plan in 2007. The upper deck of the Civic Center was identified as an existing condition as part of the Master Plan, with no improvements or re -use proposed at that rime. References to art pertain primarily to indoor exhibits within the Civic Center and /or Library buildings. In addition, a public opinion poll commissioned as part of the Master Plan process resulted in nearly 73% of the respondents stating "Art and Events" at the Civic Center are "very important" or "somewhat important ". Further, the Town Service Assessment Key Issues and Findings (page 17, dated October 2, 2002) states: PAGE MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 DISCUSSION (cont'd): "Many feel that the civic center and library should provide the experience of a community working together through social interaction — celebrations, learning and activity, art and culture, and contemplation and relaxation. Both indoor and outdoor spaces contribute to meeting the need for gathering spaces. The flexibility and adaptability of these spaces are an important consideration." With Council actions since adoption of the Civic Center Master Plan in 2007, the Master Plan is now largely complete or moot, save for further expansion of community meeting space, renovations to administrative spaces, creation of a consolidated customer service center, and/or potential further improvements to the spaces leased to the LGSRED. Updating or rescinding the Master Plan will be listed as a potential future project for the Town Council's Strategic Goals discussion currently scheduled for February 17, 2015. CONCLUSION: Council consideration and approval of the recommendation presented by the Arts and Culture Commission will provide the Veterans Memorial and Support Foundation of Los Gatos with direction and next steps on how to proceed with the Veterans Memorial at the Civic Center Plaza. ALTERNATIVES: Should the Veterans Foundation and/or the Council decide not to proceed with the above recommendation, the Commission recommends consideration of two alternative locations off the deck: a. In the ivy/Redwood Grove just off the front lawn adjacent to Pageant Street and the parking lot/Museum, or b. Between the Police Headquarters and the Museums. c. Either of these areas could include statuary, representational or non - representational monument features subject to subsequent design review, and should take into consideration the landscape, immediate surroundings and architectural style of existing buildings. ENVIRONMENTAL ASSESSMENT: The Council is expected to provide direction for the Memorial, which is not a project defined under CEQA. Once direction is provided, environmental review of Memorial will be prepared prior to the final approval. PAGE 10 MAYOR AND TOWN COUNCIL SUBJECT: VETERANS MEMORIAL RECOMMENDATIONS FROM THE ARTS AND CULTURE COMMISSION REGARDING THE PLACEMENT OF A VETERANS MEMORIAL AT THE TOWN OF LOS GATOS CIVIC CENTER JANUARY 5, 2015 FISCAL IMPACT: There is minimal fiscal impact anticipated with the approval of the recommendation as described above. The Veterans Memorial and Support Foundation of Los Gatos is proposing to initiate fundraising activities for the Memorial once the project and a conceptual design have been approved by the Town Council. Total costs for the proposed project have not been finalized. However, if the VFLG does not pursue a Veterans Memorial or the Memorial is not on the upper deck, then any improvements to the deck (e.g., removal of the fountain, addition of trellises /arbors) would likely be a Town obligation to be funded as a future CIP project. Based on the legal requirement behind all land use and development fees, the Town has not waived such fees for other Town projects or efforts, including the new Library, reuse of the Old Library, and the Creekside Sports Park. Instead, the Town has included the required funds to cover those fees in Town projects, or has negotiated split payment of those fees for leasehold interests (e.g., the Museums of Los Gatos). The VFLG has incurred additional expense associated with the artist's work since the November 4, 2014 Town Council meeting. Any funding for grant support of the VFLG and/or fees for the Veterans Memorial would need to be approved by the Town Council, preferably during the Annual Mid -Year Budget Review. To date, the assumption has been that all costs for the construction and maintenance of any Veterans Memorial would be covered by private contributions rather than taxpayer funds through the Town. Attachments: 1. Elements Recommendations —First Choice Tally 2. Elements Recommendations — Second Choice Tally 3. Elements Recommendations— Combined Tally 4. Verbatim minutes from November 20, 2014 5. Verbatim minutes from December 4, 2014 6. Verbatim minutes from December 11, 2014 7. Verbatim minutes from December 18, 2014 8. Verbatim minutes from January 8, 2015 9. Photograph of Civic Center Site Recommendations 10. Photograph of Redwood Grove in front of old library 11. Photograph of open space between Police headquarters and old library 12. Veterans Memorial & Support Foundation of Los Gatos brochure 13. Public communication received through 11:00 a.m. Thursday, January 15, 2015