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Home My WebLink AboutStaff Report 9443 City of Palo Alto (ID # 9443) City Council Staff Report Report Type: Consent Calendar Meeting Date: 8/13/2018 City of Palo Alto Page 1 Summary Title: Approval to Submit an Art Works Grant Application to the National Endowment for the Arts Title: Approval to Submit a National Endowment for the Arts Art Works Grant Request for $40,000 to Support Code:ART2 in Downtown Palo Alto in October 2019 From: City Manager Lead Department: Community Services Recommended Motion Staff recommends that Council authorize: 1) Staff to submit an application for an “Art Works” grant through the National Endowment for the Arts to support Code:ART2; and 2) The City Manager or his designee from the Community Services Department to accept the grant. Executive Summary The “Art Works” grant from the National Endowment for the Arts (Attachment A) will support temporary public art projects within downtown as part of Code:ART2, scheduled to take place in October 2019. Background With the support of a previous National Endowment for the Arts Art Works grant and additional funding from local corporate sponsors, the inaugural Code:ART festival in June 2017 drew over 10,000 participants downtown and featured eight temporary sound and light installations, participatory-based performance, storytelling, and dynamic sculpture. Based upon extensive community feedback collected during the successful three-day 2017 event, the 2019 festival will feature a larger evening presence. Discussion Taking place in the autumn months when nights grow longer and the downtown corridor draws more families, students, and visitors, Code:ART2 will attract a wider audience and feature more light-based interactive works. The Code:ART2 festival will City of Palo Alto Page 2 engage audiences of all ages by temporarily reframing downtown’s underutilized spaces as a laboratory for interactive urban interventions and creative placemaking, sparking dialogue about how to shape the future of the downtown corridor. With a population that more than doubles each day with Stanford and tech commuters, the festival taps into the brain trust of Palo Alto, employing some of the same technologies developed in Silicon Valley to activate public spaces. Resource Impact and Timeline The National Endowment for the Arts’ Art Works Grant funds for visual arts range between $10,000 and $100,000, with the average being $25,000. Staff plans to request $40,000. The awards will be announced April 2019 and the earliest start date for programming is June 2019. The City’s grant match requirement is 100% of the awarded grant amount. Staff plans to fulfill the matching requirement with in kind donations and existing funds in public art derived from the municipal percent for art ordinance. The grant match requirements will be fulfilled within the department’s existing budget. There is no additional cost to the City. Policy Implications Staff will fully comply with the rules and policies for grant submission as outlined in City Policy 1-12: Grant and Funding request Applications. The grant request for Code:ART2 is consistent with the following Comprehensive Plan objectives: Policy T-1.21 Maintain pedestrian- and bicycle-only use of alleyways Downtown and in the California Avenue area where appropriate to provide connectivity between businesses and parking and transit stops, and consider public art in the alleyways as a way to encourage walking. Policy L-4.8 Ensure that University Avenue/Downtown is pedestrian-friendly and supports bicycle use. Use public art, trees, bicycle racks and other amenities to create an environment that is inviting to pedestrians and bicyclists. Policy L-8.5 Recognize public art and cultural facilities as a community benefit. Encourage the development of new and the enhancement of existing public and private art and cultural facilities throughout Palo Alto. Ensure that such projects are compatible with the character and identity of the surrounding neighborhood. Policy L-8.6 Seek potential new sites for art and cultural facilities, public spaces, open space and community gardens. Environmental Review Temporary art installations covered under this grant are categorically exempt under California Environmental Quality Act regulations sections 15301 (existing facilities) and City of Palo Alto Page 3 15304 (minor alterations to land). Attachments:  ATTACHMENT A: ART WORKS Description  ATTACHMENT B: Signed Grant application authorization ART WORKS Guidelines: Grant Program Description “The Arts . . . belong to all the people of the United States” * Art Works is the National Endowment for the Arts’ principal grants program. Through project-based funding, we support public engagement with, and access to, various forms of excellent art across the nation, the creation of art that meets the highest standards of excellence, learning in the arts at all stages of life, and the integration of the arts into the fabric of community life. Projects may be large or small, existing or new, and may take place in any part of the nation’s 50 states, the District of Columbia, and U.S. territories. We encourage applications for artistically excellent projects that: • Celebrate America’s creativity and cultural heritage. • Invite a dialogue that fosters a mutual respect for the diverse beliefs and values of all persons and groups. • Enrich our humanity by broadening our understanding of ourselves as individuals and as a society. *1965 Enabling Legislation for the National Foundation on the Arts and the Humanities Act of 1965 Grants generally will range from $10,000 to $100,000. No grants will be made below $10,000. Grants of $100,000 or more will be made only in rare instances, and only for projects that we determine demonstrate exceptional national or regional significance and impact. In the past few years, well over half of the agency's grants have been for amounts less than $25,000. POLICY AND PROCEDURES 1-12/MGR Revised: October 2004 CITY OF PALO ALTO GRANT APPLICATION AUTHORIZATION CHECKLIST The City of Palo Alto strongly encourages staff to identify and apply for grants to assist in the funding of City projects and programs. The acceptance of grant funding, depending on the source, may place a wide range of legal, financial and administrative requirements on the City. In some cases, the mere act of applying for a grant will place the City in a situation that can create negative impacts if the City is unable to accept the grant. These circumstances can limit the City’s ability to apply for similar grant funds from the source agency in the future. Use of non-local funds on CIP projects, such as grant funds, requires adherence to prevailing wage requirements. Coordination with purchasing will be necessary to ensure compliance. In order to minimize any negative impacts to the City, the following checklist must be completed prior to applying for grant funds. Project/Program Name: ____________________ Date: _________________ Grant Source: ____________________________________________________ Department Contact: _______________________ Requested Grant Amount: $____________ 1. Is there a matching fund requirement? Yes ___ No ___ (If yes, ASD review) If so, what is the amount? $________ Percentage split (e.g. 60/40) ___/___ Are the matching funds available? If so, describe funding source: 2. Does the project/program create a new service? Yes ___ No ___ (If yes, ASD/City Manager review) 3. Are there special contractual obligations/requirements (e.g. prevailing wage, disadvantaged business enterprise, etc.)? Yes ___ No ___ (If yes, Attorney review) Describe:______________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Page 3 of 4 Code:ART October 2019 National Endowment for the Arts Elise DeMarzo 40,000 X 30,000 50 50 _____________ _Public Art CIP funds and corporate sponsors ___________________________________________ X X You must compensate all professional performers and related professional personnel on arts endowment supported projects no less than the prevailing minimum compensation. 40,000 DocuSign Envelope ID: 45E56665-90E2-4E4C-A58F-4F03DBDAC19A POLICY AND PROCEDURES 1-12/MGR Revised: October 2004 4. Are there long-term/ongoing maintenance costs? Yes ___ No ___ If yes, has a funding source been identified? Yes ___ No ___ Describe maintenance responsibilities: __________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ 5. Will the receipt of grant funds or the program/project itself impact other departments? Yes ___ No ___ If yes, list the department(s) and describe the impacts: ______________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ (Department Heads from departments listed above must review grant application prior to submittal) 6. Will the receipt of grant funds require Council resolution/approval? Yes ___ No ___ 7. Briefly describe the reporting and auditing requirements as stated in grant application: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ Prepared by: ___________________ Reviewed by: __________________ Department Head Approval: _________________ ASD Director Approval: _________________ cc: City Auditor Page 4 of 4 X X Public Works and Facilities will need to be consulted in the implementation of these temporary installations. X A progress report is due once the cumulative payment requests 2/3 of the award amount. Progress reports are submitted within the payment request form. Within 90 days of the end of the performance period, a final report is due to the NEA. The final report package includes: a final descriptive report, a federal financial report, and a work product (if required). Elise DeMarzo Rhyena Halpern Monique leCongeZiesenhenn Date: ______4/23/2018 Date: __________ eDate: __________ Date: __________ Lalo Perez DocuSign Envelope ID: 45E56665-90E2-4E4C-A58F-4F03DBDAC19A 5/31/2018 5/31/2018 6/14/2018 Certificate Of Completion Envelope Id: 45E5666590E24E4CA58F4F03DBDAC19A Status: Completed Subject: Please DocuSign: Grant Application Approval for Code:ART2 Source Envelope: Document Pages: 2 Signatures: 4 Envelope Originator: Certificate Pages: 2 Initials: 0 Elise DeMarzo AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 Elise.DeMarzo@CityofPaloAlto.org IP Address: 12.220.157.20 Record Tracking Status: Original 5/29/2018 2:10:04 PM Holder: Elise DeMarzo Elise.DeMarzo@CityofPaloAlto.org Location: DocuSign Signer Events Signature Timestamp Rhyena Halpern Rhyena.Halpern@cityofpaloalto.org CSD Security Level: Email, Account Authentication (None)Using IP Address: 108.209.218.37 Signed using mobile Sent: 5/29/2018 2:16:50 PM Viewed: 5/31/2018 8:29:21 AM Signed: 5/31/2018 8:30:01 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Monique le Conge Ziesenhenne Monique.leConge@CityofPaloAlto.org Director Libraries City of Palo Alto Security Level: Email, Account Authentication (None) Using IP Address: 72.132.178.243 Sent: 5/31/2018 8:30:02 AM Viewed: 5/31/2018 8:44:17 AM Signed: 5/31/2018 8:45:00 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Lalo Perez lalo.perez@cityofpaloalto.org Chief Financial Officer City of Palo Alto Security Level: Email, Account Authentication (None) Using IP Address: 12.220.157.20 Sent: 5/31/2018 8:45:01 AM Viewed: 5/31/2018 10:22:27 AM Signed: 6/14/2018 8:31:31 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Elise DeMarzo elise.demarzo@cityofpaloalto.org Manager Community Services Sr. Program City of Palo Alto Security Level: Email, Account Authentication (None) Using IP Address: 12.220.157.20 Sent: 6/14/2018 8:31:32 AM Viewed: 6/19/2018 12:40:50 PM Signed: 6/19/2018 12:41:01 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 6/14/2018 8:31:32 AM Certified Delivered Security Checked 6/19/2018 12:40:50 PM Signing Complete Security Checked 6/19/2018 12:41:01 PM Completed Security Checked 6/19/2018 12:41:01 PM Payment Events Status Timestamps