Loading...
HomeMy WebLinkAbout10-8-2020 HCAC Regular MeetingOctober 8, 2020 Dublin Heritage & Cultural Arts Commission Agenda Page 1 of 3 REGULAR MEETING Thursday, October 8, 2020, 7:00 PM Zoom Communications DUBLIN HERITAGE & CULTURAL ARTS COMMISSION A G E N D A • Agendas and Staff Reports are posted on the City’s Internet Website (www.dublin.ca.gov) • A complete packet of information containing Staff Reports and exhibits relate to each item is available of public review at least 72 hours prior to a Heritage & Cultural Arts Commission Meeting or, in the event that it is delivered to Heritage & Cultural Arts Commission members less than 72 hours prior to a Heritage & Cultural Arts Commission Meeting, as soon as it is so delivered. Meeting Procedure During Coronavirus (COVID-19) Outbreak: In keeping with the guidelines provided by the State of California and Alameda County Department of Public Health regarding gatherings during the coronavirus (COVID-19) outbreak, and recommendations to follow social distancing procedures, the City of Dublin will adopt the following practices during upcoming commission meetings: • The Dublin Heritage and Cultural Arts Commission will hold the meetings remotely via Zoom Video Communications. • The meeting will begin at 7:00 p.m. • Online speaker slips will be available at www.dublin.ca.gov, and the public will be able to call in using a computer/or smart phone via a link which will be provided following submission of a speaker slip. A telephonic option will also be available. • Once connected, the public speaker will be placed in an on-line waiting room. While in the waiting room, the public speaker will hear the meeting while they are connected and waiting to speak. • When the agenda item upon which the individual would like to comment is addressed, the speaker will be announced in the meeting when it is his/her time to speak to the commission. The speaker will then be moved to the meeting for comment. 1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE 2. ORAL COMMUNICATIONS 2.1. Public Comment At this time, the public is permitted to address the Heritage & Cultural Arts Commission on non-agendized items. Please step to the podium and clearly state your name for the record. COMMENTS SHOULD NOT EXCEED THREE (3) MINUTES. In accordance with State Law, no action or discussion may take place on any item not appearing on the posted agenda. The Heritage & Cultural Arts Commission may respond to statements made or questions asked or may request Staff to report back at a future meeting concerning the matter. Any member of the public may contact the Recording Secretary’s Office related to the proper procedure to place an item on a future Heritage & Cultural Arts Commission agenda. The exceptions under which the Heritage & Cultural Arts Commission MAY discuss and/or take action on items not appearing on the agenda are contained in Government Code Section 54954.2(b)(1)(2)(3). October 8, 2020 Dublin Heritage & Cultural Arts Commission Agenda Page 2 of 3 3. CONSENT CALENDAR Consent Calendar items are typically non-controversial in nature and are considered for approval by the Heritage & Cultural Arts Commission with one single action. Members of the audience, Staff or the Heritage & Cultural Arts Commission who would like an item removed from the Consent Calendar for purposes of public input may request the Chair to remove the item. 3.1. Heritage and Cultural Arts Commission Meeting Minutes of September 10, 2020 The Heritage and Cultural Arts Commission will consider approval of the minutes of the September 10, 2020 meeting. STAFF RECOMMENDATION: Approve the minutes of the September 10, 2020 meeting. 3.2. September 2020 Heritage and Cultural Arts Division Monthly Report The Heritage and Cultural Arts Commission will receive a report on Cultural Arts and Heritage Division activities conducted in September 2020. STAFF RECOMMENDATION: Receive the report. 4. WRITTEN COMMUNICATION - NONE 5. PUBLIC HEARING - NONE 6. UNFINISHED BUSINESS - NONE 7. NEW BUSINESS 7.1. City of Dublin Poet Laureate and City Historian The Heritage and Cultural Arts Commission will consider recommending to the City Council updated policies governing the selection of Poet Laureate and City Historian. STAFF RECOMMENDATION: Recommend to the City Council updated policies governing the Poet Laureate and City Historian. 7.2. Cultural Arts Center - Gallery Operations The Heritage and Cultural Arts Commission will receive a report discussing potential gallery operations for the future Cultural Arts Center. STAFF RECOMMENDATION: Receive the report and provide feedback. 8. OTHER BUSINESS Brief information only reports from the commission and/or Staff, including committee reports and reports by the commission related to meetings attended at City expense (AB1234). 9. ADJOURNMENT This AGENDA is posted in accordance with Government Code Section 54954.2(a) If requested, pursuant to Government Code Section 54953.2, this agenda shall be made a vailable in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Section 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability-related modification or accommodation, please contact the City Clerk’s Office (925) 833- 6650 at least 72 hours in advance of the meeting. Mission October 8, 2020 Dublin Heritage & Cultural Arts Commission Agenda Page 3 of 3 The City of Dublin promotes and supports a high quality of life, ensures a safe and secure environment, and fosters new opportunities. Vision Dublin is a vibrant city committed to its citizens, natural resources and cultural heritage. As Dublin grows, it will balance history with progress, to sustain an enlightened, economically balanced and diverse community. Dublin is unified in its belief that an engaged and informed community encourages innovation in all aspects of City life, including programs to strengthen our economic vitality, and preserve our natural surroundings through environmental stewardship and sustainability. Dublin is dedicated to promoting an active and healthy lifestyle through the creation of first-class recreational opportunities, facilities and programs. Page 1 of 1 STAFF REPORT HERITAGE & CULTURAL ARTS COMMISSION DATE: October 8, 2020 TO: Honorable Chair and Commissioners FROM: La Shawn Butler, Parks & Community Services Director SUBJECT: Heritage and Cultural Arts Commission Meeting Minutes of September 10, 2020 Prepared by: Jennifer Li Marzi, Senior Office Assistant EXECUTIVE SUMMARY: The Heritage and Cultural Arts Commission will consider approval of the minutes of the September 10, 2020 meeting. STAFF RECOMMENDATION: Approve the minutes of the September 10, 2020 meeting. FINANCIAL IMPACT: None. DESCRIPTION: The Heritage and Cultural Arts Commission will consider approval of the minutes of the September 10, 2020 meeting. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Minutes from the September 10, 2020 Heritage and Cultural Arts Commission Meeting 3.1 Packet Pg. 4 HERITAGE & CULTURAL ARTS COMMISSION MINUTES Thursday, September 10, 2020 Heritage & Cultural Arts Commission September 10, 2020 Regular Meeting P a g e | 1 A Regular Meeting of the Dublin Heritage & Cultural Arts Commission was held on Thursday, September 10, 2020, remotely via Zoom Video Communications. The meeting was called to order at 7:04 PM., by Vice Chair Sawsan Wolski. 1. Call to Order and Pledge of Allegiance Attendee Name Title Status Georgean Vonheeder-Leopold Commission Chair Arrived at 7:25pm Sawsan Wolski Commission Vice Chair Present Robert Bennett Commission Member Present Gina Gabriell Commission Member Present Timea Iharosi Commission Member Present Steve Minniear Commission Member Present Kathy Blackburn Commission Member Present Shweta Agrawal Alternate Commissioner Present Staff Shaun Chilkotowsky requested Item 7.1 be moved forward in agenda. By vote, the Commission agreed to move New Business Item 7.1 ahead of Un-Finished Business. RESULT: APPROVED [UNANIMOUS] MOVED BY: Kathy Blackburn, Commissioner SECOND: Steve Minniear, Commissioner AYES: Bennett, Gabriell, Wolski, Iharosi, Agrawal ABSENT: Vonheeder-Leopold 2. Oral Communications 2.1. Public Comment None. 3. Consent Calendar 3.1. August 2020 Heritage and Cultural Arts Division Monthly Report 3.2. Heritage and Cultural Arts Commission Meeting Minutes of June 11, 2020 The Commission voted to approve the Consent Calendar. 3.1.a Packet Pg. 5 Attachment: 1. Minutes from the September 10, 2020 Heritage and Cultural Arts Commission Meeting (9-10-20 HCA Meeting Minutes) Heritage & Cultural Arts Commission September 10, 2020 Regular Meeting P a g e | 2 RESULT: APPROVED [UNANIMOUS] MOVED BY: Steve Minniear, Commissioner SECOND: Timea Iharosi, Commissioner AYES: Blackburn, Bennett, Gabriell, Wolski ABSENT: Vonheeder-Leopold 4. Written Communication None. 5. Public Hearing None. 7. New Business 7.1. Dublin Heritage Park Cemetery Improvements - Concept Design This item was moved forward in the agenda. Shaun Chilkotowsky, Heritage and Cultural Arts Manager introduced Rosemary Alex from the Public Works Department to give a brief introduction and background on the item. Rosemary then introduced Karen Krolewski and Cathy Garrett from PGA Design to present the specifics of the item as outli ned in the Staff Report and then invited Commissioners’ questions. CM Vonheeder-Leopold joined the meeting during the presentation. Once the presentation was completed Cm. Vonheeder-Leopold opened the floor for clarifying questions. The Commissioners asked about the design, signage, use of the sp ace, parking, and other items. The Commissioners voted on seven different items as outlined in the presented conceptual designs. These items will be used to develop the final recommended conceptual design and include overall design, benches, boulders, memorial tree plaques, pavers, and pergola shape and material. The Commission voted to approve the design and forward a recommendation to the City Council. 3.1.a Packet Pg. 6 Attachment: 1. Minutes from the September 10, 2020 Heritage and Cultural Arts Commission Meeting (9-10-20 HCA Meeting Minutes) Heritage & Cultural Arts Commission September 10, 2020 Regular Meeting P a g e | 3 Overall Design: Option B RESULT: APPROVED [UNANIMOUS] MOVED BY: Kathy Blackburn, Commissioner SECOND: Gina Gabriell, Commissioner AYES: Vonheeder-Leopold, Bennett, Iharosi, Minniear, Wolski Benches: Option A RESULT: APPROVED [5 TO 2] MOVED BY: Georgean Vonheeder-Leopold, Commissioner SECOND: Kathy Blackburn, Commissioner AYES: Bennett, Iharosi, Minniear, NAYS: Gabriell, Wolski Boulders: Option A RESULT: APPROVED [6 TO 1] MOVED BY: Georgean Vonheeder-Leopold, Commissioner SECOND: Robert Bennett, Commissioner AYES: Iharosi, Minniear, Blackburn, Wolski NAYS: Gabriell Memorial Tree Plaques: Option A (Black Basalt Stone Oval) RESULT: APPROVED [5 TO 2] MOVED BY: Steve Minniear, Commissioner SECOND: Gina Gabriell, Commissioner AYES: Iharosi, Wolski, Vonheeder-Leopold NAYS: Bennett, Blackburn 3.1.a Packet Pg. 7 Attachment: 1. Minutes from the September 10, 2020 Heritage and Cultural Arts Commission Meeting (9-10-20 HCA Meeting Minutes) Heritage & Cultural Arts Commission September 10, 2020 Regular Meeting P a g e | 4 Pavers: Option A RESULT: APPROVED [UNANIMOUS] MOVED BY: Kathy Blackburn, Commissioner SECOND: Timea Iharosi, Commissioner AYES: Minniear, Wolski, Bennett, Gabriell, Vonheeder-Leopold Pergola Shape: Option B (Square) RESULT: APPROVED [UNANIMOUS] MOVED BY: Sawsan Wolski, Commissioner SECOND: Gina Gabriell, Commissioner AYES: Iharosi, Minniear, Blackburn, Bennett, Vonheeder-Leopold Pergola Material: Option B (Wood) RESULT: APPROVED [5 TO 2] MOVED BY: Steve Minniear, Commissioner SECOND: Timea Iharosi, Commissioner AYES: Wolski, Gabriell, Vonheeder-Leopold NAYS: Blackburn, Bennett 6. Unfinished Business 6.1. Update on Adirondack Chair Temporary Art Display Program Tyler Phillips, Recreation Coordinator presented the specifics of the item as outlined in the Staff Report. 7. New Business 7.2. Public Art Maintenance Policy Tyler Phillips, Recreation Coordinator presented the specifics of the item as outlined in the Staff Report. Commissioners were invited to ask questions and Staff provided input. By unanimous vote, the Commission recommended the Public Art Maintenance Policy. 3.1.a Packet Pg. 8 Attachment: 1. Minutes from the September 10, 2020 Heritage and Cultural Arts Commission Meeting (9-10-20 HCA Meeting Minutes) Heritage & Cultural Arts Commission September 10, 2020 Regular Meeting P a g e | 5 RESULT: APPROVED [UNANIMOUS] MOVED BY: Steve Minniear, Commissioner SECOND: Sawsan Wolski, Commissioner AYES: Blackburn, Vonheeder-Leopold, Bennett, Gabriell, Iharosi 8. Other Business Cm. Wolski provided an update on the Dublin Art Collective and their new website, which is online and ready for people to donate. Cm. Minniear spoke on his recommendations about content on the City website. Shaun Chilkotowsky, Heritage and Cultural Arts Manager gave an update on art projects in process. 9. Adjournment There being no further business, the meeting was adjourned by Cm. Vonheeder- Leopold at 9:17 PM. 3.1.a Packet Pg. 9 Attachment: 1. Minutes from the September 10, 2020 Heritage and Cultural Arts Commission Meeting (9-10-20 HCA Meeting Minutes) Page 1 of 4 STAFF REPORT HERITAGE & CULTURAL ARTS COMMISSION DATE: October 8, 2020 TO: Honorable Chair and Commissioners FROM: La Shawn Butler, Parks & Community Services Director SUBJECT: September 2020 Heritage and Cultural Arts Division Monthly Report Prepared by: Rich Jochner, Recreation Supervisor EXECUTIVE SUMMARY: The Heritage and Cultural Arts Commission will receive a report on Cultural Arts and Heritage Division activities conducted in September 2020. STAFF RECOMMENDATION: Receive the report. FINANCIAL IMPACT: None. DESCRIPTION: In accordance with guidance from County and State officials to prevent the spread of COVID-19, the City closed most facilities and cancelled many programs and activities from March 17 through September 30, 2020. Activities and programs scheduled after September 30 are tentative as the City adapts to this fluid situation. HERITAGE PARK ACTIVITIES Museum Re-Opening Indoor Museums have remained closed since the COVID-19 pandemic and subsequent Shelter-in-Place Order in effect on March 17, 2020. Per the “Blueprint for a Safer Economy” issued by the State of California, indoor museums can re -open when the County risk level reaches Tier Two, or the Red Tier. As of September 22, 2020, Alameda County has moved into the Red Tier, and pending further approval from the Alameda County Health Officer, museums are tentatively scheduled to be allowed to re- open in October. Staff is working on a re-opening plan that includes enhanced facility cleanings and additional signage. Museums are limited to 25% of capacity while in the current tier. 3.2 Packet Pg. 10 Page 2 of 4 Heritage Park and Museums Exhibits The exhibit “Making Music, Making Memories” is tentatively scheduled to be on display when the museum reopens. This exhibit explores how music surrounds our lives and has always been part of the community. Dublin Camp Parks Military Exhibits The exhibit “75th Anniversary of Victory in Europe (V-E) Day” will be on display until March 2021 once the museum opens. It looks at the end of World War II through the objects, photographs, and writings of those who participated in the war and spent time at Fleet City (Camp Parks, Camp Shoemaker, Shoemaker Naval Hospital). Classes and Camps The Sunday School Barn continues to host the L.I.V.E. ’N’ Rec program for students who need a space to participate in virtual learning. Session 2 of this three -week program began on September 8, 2020 and had five participants at this location. VIRTUAL RECREATION CENTER On April 7, 2020, the department launched a Virtual Recreation Center. Heritage Park and Museums contributed four short videos: • Introduction of the park and description of it’s amenities. • Tour of the Murray School House Museum and “The Journey” exhibit. • Tour of the Kolb House and a brief description of the family history and architecture of the house. • Tour of St. Raymond’s Church with a brief introduction of the Dublin Cemetery. These videos are a great way for the public to enjoy the site during the pandemic and allow for those out of the area to tour these facilities. These four videos have been viewed over 760 times combined through the end of September. PUBLIC ART Selected Utility box artists painted ten utility boxes around Dublin from July through September 2020. These artists and their proposals were selected by the Heritage and Cultural Arts Commission and approved by the City Council. All ten utility boxes have been completed. Below are a few photos of the completed utility boxes. 3.2 Packet Pg. 11 Page 3 of 4 The temporary public art display “A Chair to Remember” was on display at the Civic Center front courtyard from September 12 - 30, 2020. An online auction was conducted and ended on September 30, 2020 with all 20 chairs auctioned off. More than $4,500 was generated from the auction and will be deposited back into the Public Art Fund for future art projects. The Public Art Passport Challenge ran from July 1 – September 20, 2020. The challenge was to visit all pieces of City-owned Public Art, with the goal of bringing awareness to the collection. Participants who visited at least 25 different pieces of the City’s Public Art collection received a Public Art tote bag to memorialize their “Art Passport”. Tracking and verification of participation was done via the “GooseChase” application. Participation was encouraged in accordance with social distancing requirements . 123 participant/participant families signed up, with 21 completing the challenge. The Public Art piece, “Dogs of Dublin”, which consists of colorful dog silhouettes lining the fence perimeter of Dougherty Hills Dog Park, has been completed . Staff created a virtual presentation to highlight the silhouettes and formally unveil them. The video can be viewed on the City’s YouTube channel. Clover/Sunrise Park will feature the Public Art piece “Arachnicat” by artist Colin Selig. The sculpture has been installed and will be officially unveiled when the park opens, which is tentatively scheduled for the end of October. 3.2 Packet Pg. 12 Page 4 of 4 SPECIAL EVENTS The Dublin Farmers’ Market held at Emerald Glen Park continued in September at its regular time of 4:00-8:00 pm with the final market held on Thursday, September 24, 2020. There was a slight decrease in market counts the first two weeks in September primarily due to poor air quality and high temperatures. The concerts that traditionally accompany the Farmers’ Market were cancelled for the year due to COVID-19. On Thursday, September 16, 2020 a small groundbreaking ceremony was held to celebrate the start of construction on Butterfly Knoll Park located in the Tassajara Hills housing development. Attendance was limited to the City Council, some City Staff, and representatives from Toll Brothers, the developer constructing the park. The park will feature two play structures, a butterfly garden, walking paths, stepped amphitheater , and a mural by local artist, Joey Rose. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: None. 3.2 Packet Pg. 13 Page 1 of 4 STAFF REPORT HERITAGE & CULTURAL ARTS COMMISSION DATE: October 8, 2020 TO: Honorable Chair and Commissioners FROM: La Shawn Butler, Parks & Community Services Director SUBJECT: City of Dublin Poet Laureate and City Historian Prepared by: Shaun Chilkotowsky, Heritage & Cultural Arts Manager EXECUTIVE SUMMARY: The Heritage and Cultural Arts Commission will consider recommending to the City Council updated policies governing the selection of Poet Laureate and City Historian. STAFF RECOMMENDATION: Recommend to the City Council updated policies governing the Poet Laureate and City Historian. FINANCIAL IMPACT: None. DESCRIPTION: On November 20, 2007, the City Council approved the creation of the honorary, volunteer positions of Poet Laureate and City Historian. The first Poet Laureate (Ronnie Holland) was appointed in 2008, and the second (Jonnie McCoy Howell) in 2010. In 2012, there were no applicants and the program was suspended by the City Council, with plans to develop a progra m to engage the public in advancement of literary arts. Thereafter, several poetry contests and literary events were offered by the City, but they did not generate much participation. No Poet Laureate program currently exists. The first City Historian (Georgean Vonheeder-Leopold) was appointed in 2008. In 2012, Georgean was re-appointed with the term ending June 30, 2014. Following this term there was no formal process conducted. Recently, the City has received requests from the community to re-initiate these programs. Staff has made slight changes to the guiding policies for the Poet Laureate and City Historian, described in this Staff Report. Upon recommendation by the Heritage and Cultural Arts Commission and approval by the City Council, Staff will begin 7.1 Packet Pg. 14 Page 2 of 4 the process for new appointments to be made in January 2021. Poet Laureate Overview The Poet Laureate serves as a public advocate for the appreciation and advancement of the literary arts in the City of Dublin. Duties • Create and read poetry for civic events, public ceremonies, and dedications, as coordinated through City Staff. • Serve as a resource to Staff, the City Council, and the Commission; may act as a liaison between the City and local schools, literary organizations, and bookstores. • Assist with the development of classes and workshops devoted to poetry; potentially coordinate and participate in staged poetry readings. • On an annual basis, have at least one original poem displayed in a City facility. Qualifications • Be a Dublin resident; at least 18 years old. • Be the author of published poetry or be willing to publish poetry during the term if selected. • Be ready to serve a two-year term with no compensation. • Affiliation with literary organizations is preferred but not necessary for appointment to the position. Service Term The selected Poet Laureate will serve a term of two years, beginning with City Council appointment at a public meeting in January 2021. A term may be renewed upon submittal of a new application, unless or until a new Poet Laureate applies and is appointed. A Poet Laureate shall be limited to four two-year terms. Application Process Between October and December of the year prior to the formal appointment by the City Council, applicants will submit the following to the Heritage and Cultural Arts Commission: • An application. • A letter of interest, including what the applicant would like to accomplish if selected as Dublin’s Poet Laureate. • Two original poems. • A resume including a list of published poetry or other evide nce of a body of original work (published or unpublished). • Attend a scheduled Commission meeting to read one original poem to commission. Selection Process If more than two applications are received, a Selection Committee coordinated by the Heritage and Cultural Arts Manager will review all applications and submit the top two 7.1 Packet Pg. 15 Page 3 of 4 choices to the Heritage Commission for final recommendation. The Selection Committee will comprise: • Heritage and Cultural Arts Commissioner • Las Positas English Department Representative • Dublin High School English Department Representative • Local creative writing professional or instructor • City Staff person appointed by the City Manager’s Office (e.g., Heritage and Cultural Arts Manager or Parks and Community Services Director) The Commission will present their recommendation to the City Council at a meeting in December and the Poet Laureate will formally begin the two-year term in January of each year. City Historian Overview The City Historian will assist researchers, students, librarians, and members of the public and press in accessing resources for historical information. Duties • Maintain, add to, and facilitate access to City historical records. • Respond to inquiries regarding the City’s past. • Serve as a resource to Staff, the City Council, and the Heritage and Cultural Arts Commission; may act as a liaison between the Commission and local schools, genealogical groups, and members of the media and the public. Qualifications • A demonstrated interest in the history of the City of Dublin, including participation in City Commissions, Committees, and other activities. • A demonstrated ability to maintain records. • Skilled in public speaking. Service Term The selected City Historian will serve a term of four years, beginning with City Co uncil appointment at a public meeting in January 2021. A term may be renewed, upon submittal of a new application, unless or until a new City Historian applies and is appointed. Application Process Between October and December of the year prior to the fo rmal appointment by the City Council, applicants will submit the following to the Heritage and Cultural Arts Commission: • An application. • A letter of interest, including what the applicant would like to accomplish if selected as Dublin’s City Historian. • A resume of positions held and/or activities related to the position of City 7.1 Packet Pg. 16 Page 4 of 4 Historian. Selection Process Review of applicant applications and selection of the City Historian will be recommended by the Heritage and Cultural Arts Commission, who will put forward a maximum of two applicants to the Mayor. The Mayor will recommend final appointment for approval by the City Council in January, which will formally begin the four-year term of the City Historian. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: Upon City Council approval of these procedures, Staff will advertise the honorary positions via the City website and other local media outlets. ATTACHMENTS: None. 7.1 Packet Pg. 17 Page 1 of 3 STAFF REPORT HERITAGE & CULTURAL ARTS COMMISSION DATE: October 8, 2020 TO: Honorable Chair and Commissioners FROM: La Shawn Butler, Parks & Community Services Director SUBJECT: Cultural Arts Center - Gallery Operations Prepared by: Rich Jochner, Recreation Supervisor EXECUTIVE SUMMARY: The Heritage and Cultural Arts Commission will receive a report discussing potential gallery operations for the future Cultural Arts Center. STAFF RECOMMENDATION: Receive the report and provide feedback. FINANCIAL IMPACT: The Cultural Arts Center Project (CIP No. GI0120) is budgeted in the approved 2020- 2025 Capital Improvement Program. There is no financial impact associated with this report. DESCRIPTION: Background In October 2019, the City Council approved an agreement with Group 4 Architecture Research and Planning, Inc. (Group 4), to develop the Police Services wing , which encompasses around 13,500 square feet, into a Cultural Arts Center that includes an art gallery, black box theatre, and a variety of other program spaces. On May 19, 2020, the City Council approved the schematic design of the proposed Cultural Arts Center (Attachment 1). Gallery Room and Additional Gallery Space Group 4’s design incorporated many of the elements identified in a Needs Assessment and previously conducted studies, including a 599-square-foot dedicated Gallery Room, along with the potential for other areas, such as the lobby and hallway, to be used to display artwork. Gallery Operations To understand best practices and strategies in operating a gallery, Staff reached out to 7.2 Packet Pg. 18 Page 2 of 3 curators at the Bedford Gallery (Walnut Creek), Bothwell Arts Center (Livermore), Center for the Performing Arts (Mountain View), Grand Theatre Center for the Arts (Tracy), Harrington Gallery (Pleasanton), and the Village Theatre and Arts Gallery (Danville). Each curator that was interviewed provided detailed information on how their gallery operates, what makes it successful, and insights into how to establish a sustainable gallery. Based on the information received, Staff has formulated a core approach to operating the Gallery Room and additional gallery space. The following is a description of the key findings from Staff’s research. Submissions - Most galleries accept artist submissions through their websites. This process works well and gives the hosts organization time to recruit artists and plan exhibits. Agencies surveyed indicated that the submission lead times vary, but generally fall into following two timeframes: Gallery Room - Exhibits are planned 12-18 months ahead of display and remain on display a minimum of six weeks. Additional Gallery Space (Lobby and Hallway) - Exhibits are planned 6-12 months ahead of display and remain on display a minimum of one month. Gallery Website - In addition to promoting gallery space and upcoming events, the website should be the portal for collecting gallery submissions from artists and should include details on load-in, load-out, artwork specifications and limitations, artist insurance requirements, and other necessary details. Exhibits/Shows - Attempts should be made to host a minimum of six gallery shows per year in the Gallery Room and eight exhibits a year in the additional gallery space. This allows for ample exhibition time, but also allows for transition time in between shows. Consideration should be given to create at least one themed show incorporating “like” artists (example: “The Montmartre Gala” could be a collection of artists inspired by Paris) or by medium (example: oil paints). Certain shows could be devoted to a certain artist, group of artists, international artists, local artists, or an art collective. A yearly juried show is also a possibility. A juried art show is one at which exhibiting artists present their work to an individual, or panel of “jurors” or judges. These judges should be knowledgeable members of the art community - such as museum curators and gallery owners. These shows would provide emerging, mid-career, and established talent with exposure to the Tri-Valley art community. Additional gallery space in the lobby and hallway can be circulated among a variety of sources including local artists, academic institution art classes, Cultural Arts Center art classes, Senior Center art classes, and City social media art contests. Selection - Many galleries establish a sub-committee to assist with reviewing submissions, recommending potential artists to consider, and suggesting potential themes to be utilized. This system promotes transparency and non-discrimination and circumvents pressure from artist groups. A sub-committee comprising commission 7.2 Packet Pg. 19 Page 3 of 3 members, individuals with a professional background in art, and a staff liaison, could be considered. It is also common for agencies that use selection committees to req uire that a majority of the committee must be residents. Volunteer Program - Universally agreed upon by the curators interviewed was that a strong volunteer program is essential to a successful gallery. A targeted recruitment of enthusiastic art-savvy volunteers will help promote the Gallery, answer patron questions, and safeguard the art during hours of operation. Since most galleries seldom charge admission, it is crucial to enlist volunteers rather than paid staff to help with the Gallery Room. Hours of Operation - Since the Cultural Arts Center will be open for daily activities such as art, music, dance classes, and the black box theatre, it is conceivable that the Gallery Room may be open for hours that coincide with existing facility hours. Additional open hours will depend on staffing budgets and the depth of the volunteer program to be obtainable. Sale of Art - Art for sale is a component in most of the galleries surveyed, but sales are inconsistent and highly unpredictable. None of the galle ries indicated they have any budgetary expectations placed on them to generate any specific sales volume, nor do they turn away artists who prefer their work not be for sale. A commission of 20 -30% seems to be standard when applied. Next Steps At this juncture of planning to operate a Gallery, Staff deems the highest priorities to: 1) Create the administrative framework regarding Gallery submissions and regulations. 2) Establish relationships with local artists, art collectives and art departments at local academic universities and schools. 3) Explore the possibility of establishing a qualified sub -committee process to review and recommend art for display. 4) Develop strategies to recruit knowledgeable volunteers and create a volunteer program for the arts. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Schematic Design - First Floor - Cultural Arts Center 7.2 Packet Pg. 20 DUBLIN CULTURAL ARTS CENTER09.30.20 55Hallway/GalleryGalleryPre-Function LoungeBlack BoxOfficeGallery StorageRRDressing Room & StorageArts StorageStorageControl RoomKitchenArts + CraftsArts YardCeramics YardArts RoomArts StorageElev.Dance Studio StorageDance StudioMusic StudioMusic StorageMen’s RRWomen’s RRRRFire RoomTel Server StorageTelecom & Elec RoomTraffic Operation CenterHaGArArArArArArArArArArtsttssss RRRRoRRRRRomArts StorageeeeeeeeeeElev.Dancccce eeeStudio StorageDance StudioMusic StudioMusic StoragegegegegegegegMeMeMeMMeMen’n’n’n’s ssssssssRRRRRRRRRWoWoWWoWoWoWoWoWWWWoWooWomememememememeen’n’n’s ss RRRRRRRRRRRRRRRRRRRRTel Server StorageTelecoooooooom & Elec RoomTraffifififififififififiic cccccccccOperationionionionion CenterrrrrFIRST FLOOR PLANHallway/GalleryGalleryPre-Function LoungeBlack BoxOfficeGallery StorageRRDressing Room & StorageArts StorageStorageControl RoomKitchenArts + CraftsArts YardCeramics YardArts RoomArts StorageElev.Dance Studio StorageDance StudioMusic StudioMusic StorageMen’s RRWomen’s RRRRFire RoomTel Server StorageTelecom & Elec RoomTraffic Operation Center7.2.aPacket Pg. 21Attachment: 1. Schematic Design - First Floor - Cultural Arts Center (Cultural Arts Center - Gallery