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HomeMy WebLinkAboutStaff Report 4659 City of Palo Alto (ID # 4659) City Council Staff Report Report Type: Consent Calendar Meeting Date: 4/21/2014 City of Palo Alto Page 1 Summary Title: Cubberley Artist Program Title: Policy and Services Committee Recommendation of Approval of the Updated Guidelines, Procedures and Selection Processes for the City of Palo Alto Cubberley Artists Studio Program (CASP, formerly the Cubberley Visual Artists Studio Program) in Preparation for the Spring Release of a new Application and Selection Process From: City Manager Lead Department: Community Services Recommendation: Staff recommends that Council approve the updated guidelines, procedures and selection processes for the City of Palo Alto Cubberley Artists Studio Program (CASP, formerly the Cubberley Visual Artists Studio Program) in preparation for the spring release of a new application and selection process. These materials were approved unanimously by Policy and Services at its March 25, 2014 meeting, with one change to a provision for incumbent artists, identified later in this report (Attachment A). These updated guidelines are the result of a larger, 9-month, strategic planning effort that include best practices research on artists’ studio and residence programs, sustained community feedback, and extensive staff discussion. Staff is confident that the re-envisioned Cubberley Artists Studio Program will be instrumental in sustaining and strengthening the arts landscape in Palo Alto and the surrounding community. Background: The Cubberley Artists Studio Program (CASP) supports the vitality of the arts in Palo Alto by providing subsidized studio space for artists, building creative community and fostering public engagement with the arts and artists. The Cubberley Visual Artists Studio Program was initiated in 1989 in response to survey results collected from the then Division Director of Arts and Culture, indicating that a lack of studio space for artists was presenting challenges for local artists and arts organizations. While many cities support artist through a variety of programs, City of Palo Alto Page 2 including grants, CASP is one of the few civically sponsored artist studio programs in the United States. In embarking on this project, staff conducted extensive research and determined a strong need for artist studio spaces in the community. Staff also balanced the significant value of the program for participating artists with community feedback about the perception of the program’s lack of diversity, and inaccessibility for new (non-incumbent) artists. Staff also engaged the community in extensive feedback, through a variety of tools including meetings and surveys as part of this initiative. The initiative has resulted in a new mission, vision, and set of program goals for the CASP program that is response to the needs and interests of both the community and participating artists: Updated Mission: The Cubberley Artists Studio Program (CASP) supports the vitality of the arts in Palo Alto by providing City-sponsored, affordable studio space for artists, building the creative community and fostering public engagement with the arts and artists. Updated Vision and Program Goals:  Create a community for artists that fosters diverse and numerous opportunities for growth and collaboration in the creation of new work.  Ensure that a wide range of experience is represented in terms of artistic disciplines, artistic development, as well as cultural and aesthetic approaches.  Create a dynamic and accessible cultural destination for the community, with economic value for the resident artists.  Foster active engagement and visibility with the community.  Continue to increase the reputation of the program as prestigious and competitive.  Ensure that the program is accessible, open, inclusive and equitable, and responsive to the community need for studio space. As a result of this initiative, key changes to the program include: term limits for artists (artist may serve up to two four-year terms, but must wait two terms before reapplying); volunteer service (artists must serve four hours a month or the equivalent with a primary focus on building a more dynamic and active CASP), diversity (an expansion of interest in new artistic disciplines that include a visual component, openness to artists of all ages and all career stages and cultural approaches), lab studios (using larger studios as shared, collaborative spaces for multiple artists), a Cultural Café (that will offer refreshments, dynamic programming, exhibition and sales opportunity for participating artists, and programming space), and a revised Application and Guideline Process. Elements of the program that have been preserved include City of Palo Alto Page 3 the donation of one work of art per residency for each participating artist, participation in Open Studios, and contract compliance requirements. The new CASP Guidelines and Application were discussed in The Policy and Services Committee in two meetings on February 18, 2014 (Attachment B - Minutes) and March 25, 2014 (Attachment C - CMR and Attachments). At the first meeting, Policy and Services requested clarification on a few points, including the value of the annual subsidy (approximately $10,300 per artist; $235,900 annually for the program), whether artists pay insurance and taxes (yes). In addition, The Policy and Services Committee requested details on the marketing and outreach plan to attract new artists to the program and how the planned Cultural Café will engage the community. Details on the percentage of incumbents rejected and selected from past rounds were also requested, as was expansion on the selection process and the role of the jury. Policy and Services Committee members expressed an interest in maintaining continuity in the phasing out of incumbent artists, as well as the engagement of more emerging artist in the community. Based on feedback from the Committee, the Guidelines and Application were updated. At the March 25, 2014 Policy and Services Committee, staff presented the updated Guidelines and Application for discussion. Committee members engaged with staff in further discussion about the value of the program, the selection and jury process, and the role, operation, and programming of the Cultural Café. During the meeting, one key change was requested to the selection process for incumbent artists. Incumbent artists with ten or more years in residence would be eligible for a two-year term (previously artists with 24-15 years in residency would be eligible for a one-year term, with incumbent artists with 10-15 years in residence eligible for a two-year term). Also at the March 25 meeting, staff provided additional details on the marketing effort to promote the program, an initiative that includes outreach to more than 250 organizations and more than 50,000 individuals. Adjusted Timeline: Staff looks forward to launching the CASP program with the following timeline: Spring—Studio inspections, minor facilities repairs May 1-July 1—Open Application Period July—intake and initial staff review for eligibility August—Selection Panel meets September 5—Notification September 5-October 31—Move out, contract execution, insurance requirements October 1-November 1—Contracts begin City of Palo Alto Page 4 Resource Impact There is no significant resource impact to the changes in the guidelines for the Cubberley Artists Studio Program, as we are looking to reassign responsibilities from within CSD to ensure adequate staff support for CASP. Policy Implications The proposed CASP program furthers policy goal C-23: Explore ways to expand the space available in the community for art exhibits, classes, and other cultural activities. Attachments:  Attachment A - Minutes from P&S Committee February 18, 2014 (DOCX)  Attachment B - Excerpt from 03-25-14 Policy and Services Minutes (DOC)  Attachment C - March 25, 2014 Staff Report and Attachments Policy and Services Committee MINUTES 1 Special Meeting February 18, 2014 Chairperson Price called the meeting to order at 7:24 P.M. in the Council Chambers, 250 Hamilton Avenue, Palo Alto, California. Present: Klein, Price (Chair), Schmid Absent: Scharff ORAL COMMUNICATIONS None AGENDA ITEMS 1. Auditor's Office Quarterly Report as of December 31, 2013. Houman Boussina, Acting City Auditor, indicated the Quarterly Report was a standard report which provided an update regarding Audit Reports, other monitoring and administrative assignments, and Fraud, Waste and Abuse Hotline administration. Council Member Schmid noticed the Report contained only one audit on the schedule; the Solid Waste Program Audit. No other major audit items were identified for the third and fourth quarters. Mr. Boussina reported the information indicated only the audits in process or completed during the period of the Report. The Annual Work Plan contained a more comprehensive list of audits planned for the upcoming year. Council Member Schmid asked if other audits were in process at the current time. Mr. Boussina noted the Audit Office completed the Inventory Management Audit; was scheduled to present the Performance Report on March 10, 2014; and was completing field work and preparing a report for the Solid Waste Program Audit. 2 February 18, 2014 Council Member Schmid inquired whether the City Auditor was working on any Special Advisory Memorandums (SAM). Mr. Boussina stated none were currently in process. Staff was contemplating one SAM, and one was listed in the Work Plan. Council Member Schmid liked SAMs and hoped they could be effective. He noted the Inventory Management Audit and Contract Oversight Audit were filled with impacts and asked if the Audits were reported to the Finance Committee. Mr. Boussina answered yes. Council Member Schmid felt the Auditor should also report out to the Policy and Services Committee. Mr. Boussina understood from the prior City Auditor that audits concerning Utilities would be heard by the Finance Committee and most other audits by the Policy & Services Committee. Council Member Schmid indicated the Solid Waste Program Audit may or may not be a Utility audit. Mr. Boussina explained the Audit concerned the Refuse Fund and Enterprise Fund. Council Member Schmid agreed it was an Enterprise Fund, but not necessarily a Utility Fund. Presenting the Audit to the Policy & Services Committee would be valuable as it concerned zero waste goals of the City. Complaint Number 9 regarding the Hotline was noted as entered and closed during the quarter. Yet, the complaint was referred. He requested clarification. Mr. Boussina felt the complaint was important but not necessarily appropriate for the Hotline Committee to address. People Strategies and Operations was the appropriate department to address the complaint. The Hotline Committee considered the issues and agreed that would be the appropriate course of action. Council Member Schmid requested Staff express the action differently in future reports; perhaps note a complaint was being reviewed by the appropriate department. Chair Price noted the City was impacted by reporting from the State Board of Equalization with respect to Sales and Use Tax allocation reviews. Staff could not provide information to the public or address potential 3 February 18, 2014 misallocations until it received reporting from the State Board of Equalization. Mr. Boussina concurred. Chair Price inquired whether it was an ongoing issue. Mr. Boussina replied yes. MOTION: Council Member Klein moved, seconded by Council Member Schmid to recommend the City Council approve the Auditor’s Office Quarterly Reports as of December 31, 2013. MOTION PASSED: 3-0 Scharff absent 2. Approval of Updated Guidelines, Procedures, and Selection Processes for the City of Palo Alto’s Cubberley Artists Studio Program (CASP, Formerly the Cubberley Visual Artists Studio Program), in Preparation for the Spring Release of a New Application and Selection Process. Rhyena Halpern, Assistant Director for Community Services, reported the Cubberley Artists Studio Program (CASP) served artists well and demonstrated the City's commitment to artists. CASP was essential to retaining artists in the community. Policies were last reviewed by the Policy and Services Committee in 1995. CASP began in 1989 in response to a need for affordable space for artists. Approximately 60 artists had participated since 1990. Currently 22 artists were in residence, 11 of whom were Palo Alto residents. The program provided 23 studio spaces. Artists paid approximately one-third of the market rate for studio space. The City received approximately $100,000 in revenue annually for CASP. The City's subsidy was valued at approximately $165,000 annually. Primarily two types of programs were identified nationally. The first type of program was a studio rental program; allowed unlimited lease renewals, sometimes had low income requirements, and often had a low rate of turnover. The second type of program was a residency program; was usually short-term with a range up to three years. CASP was a hybrid program. Many programs provided some type of rental subsidy. Many required an onsite service component of two to eight hours per month. CASP required general service but that service was not quantified in terms of time or location of service. Many programs provided shared workspace and shared tools. CASP did not provide shared space or tools. Most programs provided galleries and program spaces. CASP did provide a dedicated exhibition space or program space. CASP artists had limited opportunities to generate revenue. Many programs had regular open hours for the community. CASP held open studios twice per year and episodic programs. Many residency or juried programs had term limits. CASP had terms but not term limits. Staff 4 February 18, 2014 surveyed 120 local artists. One third of respondents were searching for studio space. Half of respondents were residents of Palo Alto; others were residents of Menlo Park, Mountain View, Los Altos, San Jose, and other cities. Five artists currently in residence at Cubberley had been there for 15- 24 years, six artists for 10-14 years, ten artists for 4-9 years, and one for less than 2 years. Since 2003, nine artists left CASP through attrition. Current artists valued long residences and created a strong community. Currently artists applied every five years and were required to donate a piece of art to the City. CASP could serve more artists through term limits and could better reflect the public sector's values. A wider range of artistic disciplines and shared work space would be beneficial to the community. Updating CASP policies and procedures could improve name recognition, public value, economic impacts for artists, accountability and reporting, and Staff involvement. Staff held five outreach meetings and communicated informally with artists regarding proposed changes to CASP. Staff proposed to institute term limits of two 4-year terms. Artists could apply again after two additional terms. If studio space became available during a term, termed-out artists could reapply and be placed on a waiting list. Staff proposed focusing outreach on increasing the diversity of artistic disciplines, the number of artists at different points in their career, and the number of cultural approaches. Staff oversight of and involvement with CASP artists would increase. Staff proposed implementing the practice of shared studios; quantifying community service to four hours a month; increasing economic activity for artists; and converting one vacant space into a café, gallery, shop, and/or program space. Staff proposed an updated Mission Statement, Values, and goals for CASP. Council Member Schmid asked who performed the survey and how the list of participants was chosen. Ms. Halpern indicated a consultant performed the national research and local survey. Council Member Schmid requested details of the survey. Alissa Erickson, Contractor, reported that SurveyMonkey was utilized for the online survey which was open for three weeks in October 2013. Survey participants were identified through the Art Center's Art Alert system, Art Center teaching faculty, artists, and local galleries. Ms. Halpern wished to perform a larger survey at some time in the future. Council Member Schmid inquired whether respondents had some contact or activity with CASP. 5 February 18, 2014 Ms. Erickson explained that respondents had contact with the City of Palo Alto and the Art Center. The survey asked if respondents were familiar with CASP, to which a significant portion of respondents indicated they were not. Council Member Schmid inquired whether Staff was aware of any information in the National Citizen Survey regarding art and the Art Center. Ms. Halpern was not aware of any art information in the National Citizen Survey. Council Member Klein noted the difference in rates charged to Palo Alto artists and nonresident artists appeared to be 10 percent. He asked how that amount was determined. Karen Kienzle, Senior Program Manager, did not know how the original differential was determined. In the Budget Process two years ago, Staff proposed an increase for rates charged to artists. Artists and City Staff negotiated the current differential in rates. Ms. Halpern reported in 1995 the rate was 41 cents per square foot for Palo Alto residents and 45 cents per square foot for nonresident artists. Council Member Klein calculated the differential for those rates to be 10 percent. Greg Betts, Director of Community Services, explained that Staff proposed an increase in artists' rates during the Fiscal Year 2013 Budget cycle. The Finance Committee lowered the amount, and the differential for artist rates was the same as that used for City camp programs and recreational activities. Council Member Klein understood the subsidy did not include amounts paid by the City for utilities, and inquired about the amount the City paid for utilities per square foot. Ms. Halpern could provide that information at a later time. Council Member Klein noted artists in residence did not pay utilities, taxes, and maintenance for their studio spaces. If those amounts were included, the City's subsidy would be greater. He suggested that information be included in Staff's report to the City Council. Ms. Halpern agreed to do so. Council Member Klein inquired about the process for selecting the piece of art donated by each artist in residence. 6 February 18, 2014 Ms. Kienzle explained that the Public Art Commission (Commission) worked with artists to identify three works and then to select one of the three pieces, considering how the individual piece would mesh with the public art collection and long-term care. Council Member Klein suggested Staff include that information in their report as well. Ms. Halpern stated artists were generous in their donations. Staff was interested in receiving pieces that typified artists' work. Council Member Klein referred to Staff's desire to increase attendance at open studio programs, and asked how Staff proposed to do that. Ms. Halpern reported Staff needed to be involved with artists in order to collect good data to create a marketing plan. Council Member Klein noted that points would be deducted for incumbent artists based upon their number of years in residence. He asked how that would work with proposed term limits. Ms. Halpern reiterated that the existing CASP did not have term limits, and Staff recommended term limits be instituted. For the upcoming selection cycle only, Staff recommended a review process that awarded points to applicants. Reducing the number of points for incumbent artists would provide a better chance for other artists to participate in CASP. Council Member Klein stated term limits would not begin for another eight years. Ms. Halpern agreed. Council Member Klein asked why term limits were delayed for eight years. Ms. Halpern wished to accommodate current artists in residence and their need for studio space while also making CASP more accountable, accessible, and equitable. Council Member Klein expressed concern about the application of points. If a deduction was only a few points, it would be meaningless. If a deduction was 50 points, then Staff should institute term limits in the upcoming selection cycle. There would always be a bias in favor of current artists in residence. Ms. Halpern inquired whether Council Member Klein was concerned about not creating bias. 7 February 18, 2014 Council Member Klein was not sure the deduction of points would be effective. Ms. Halpern explained that the selection process would have two tiers. A maximum of 20 points could be awarded in the first tier, which focused on important criteria. If an applicant scored 15 points in the first tier, then he would proceed to the second tier. A maximum of 30 points could be awarded in the second tier. Points would be awarded for overall strength of the application, the clarity and quality of the application, an artist's commitment to community service, and City residency. A maximum of six points would be deducted for incumbent artists based on the length of their incumbency. Council Member Klein asked if the score for an artist with 24 years as an incumbent artist would be reduced six points. Ms. Halpern responded yes. Depending on the pool of applicants, an applicant receiving a score of 20 to 30 points would be recommended for CASP. She requested Council Member Klein's opinion of the selection process. Council Member Klein was concerned that younger artists would not apply because they did not believe they could be selected. He inquired whether Staff spoke with younger artists not affiliated with CASP regarding the selection process. Ms. Halpern reported Staff learned of approximately six younger artists who were interested in CASP. Ms. Kienzle explained that one of the ongoing challenges was CASP's lack of visibility in the Bay Area. Staff hoped to rectify the situation by partnering with participating artists. Hopefully publicity regarding the new selection process would generate strong interest. Informally Staff had heard from non-participating artists that they were interested in CASP. Ms. Halpern remarked that many artists traveled to San Francisco and San Jose for studio space. Those artists would be interested in CASP. Staff had no way of knowing the number of applications they would receive. Council Member Klein inquired about the meaning of "demonstrated need." Ms. Halpern indicated the artist would define need or identify his reasons for needing studio space. The applicant would articulate his need for space and how it would impact his work. Council Member Klein suggested all artists would have the same reasons for needing studio space. 8 February 18, 2014 Ms. Halpern did not know what the reasons would be. Council Member Klein suggested Staff clarify that applicants did not need to submit financial statements or income tax returns to demonstrate need. Ms. Halpern agreed to do so. Council Member Klein offered a hypothetical scenario of an incumbent artist who was chosen for a second term of four years. The artist would have to apply again in four years. He felt the artist would most likely be chosen again unless the artist stopped working. He asked if it was likely that current incumbent artists would remain in CASP for another eight years. Ms. Halpern had no idea of the number of artists who would apply, and there was no way to know that number. Council Member Klein understood that the number of applicants was unknown. Ms. Halpern hoped some artists would reapply. Chair Price inquired whether Staff deliberately drafted criteria that were comparable to criteria of other programs. Ms. Kienzle reported the proposed selection criteria were parallel with and analogous to criteria of other juried programs. Chair Price asked if Staff identified best practices in other programs that could be utilized to obtain the goals of having a diverse artist population and an intensive marketing campaign. Ms. Halpern spent a great deal of time in the prior 15 years reviewing studios in terms of economic development and growth of the creative sector. In terms of best practices, Palo Alto and CASP was a unique situation. CASP could create an energetic, dynamic space that involved many working artists and maximized opportunities. Studio spaces at Cubberley could become an exciting cultural destination. When that happened, economic impacts happened. Chair Price asked if Staff anticipated positioning CASP for other funding and support. Few artist programs were affiliated with local governments. Staff seemed to be suggesting they could market CASP and intensify the creative community using a revitalized approach. She inquired whether current and interested artists were interested in and expressed a need for shared space. Ms. Halpern indicated all comments she received were positive about more shared space. Many artists in residence were interested as well. 9 February 18, 2014 Ms. Kienzle agreed that generally comments were positive regarding shared space. Chair Price agreed with comments about economic vitality and cultural presence. She inquired about Staff's plan to obtain a mixture of individuals to serve on the panel. Ms. Halpern felt it was important to have high-level jurists, whether artists, arts administrators, or art professors. Staff would identify the highest level of people who did not have conflicts of interest locally. Ulla de Llarios noted the average stay for an artist at Cubberley was eight years. The present system achieved the goals of evaluating Cubberley artists against applicants from the community on an ongoing basis and provided available studios for qualified applicants. The proposed rule change was redundant, because the average rental period was eight years or less. Term limits would not guarantee a stronger program, but would likely dilute it. Linda Gass commended many of the proposed changes, but failed to understand how term limits would support the Mission, Vision, and goals of CASP. The only purpose of term limits was to create turnover. Broad advertising to attract a large pool of applicants and robust selection criteria were the best methods to address turnover and the goals of the program. Marguerite Fletcher stated there was not a gravitational likelihood that current artists would automatically receive an advantage in a juried process. CASP had artists from an astonishing number of cultures and an amazing diversity of stages of career. Margot Knight, Djerassi Resident Artists Program Executive Director, believed CASP was a program where artists were partners with the City to create a more vibrant community. Artists were not the key beneficiaries, but secondary beneficiaries to a larger public policy to support a vibrant community. Proposed changes would quantify community access and raise the public profile. A good program would support a variety of artists, career stages, ethnic groups, and art forms. An eight-year mandate was not unreasonable. Perhaps a solution was a fallow period. She suggested an eight-year limit for artists with a four-year period before artists could reapply. Council Member Klein inquired about Djerassi's process for selection, number of artists in residence, and term of residence. Ms. Knight received 900 applications from around the world for 2014 residencies. Djerassi utilized seven separate juried panels for seven 10 February 18, 2014 separate disciplines. Artists were invited for a period of 30 days. After a residency, artists could not reapply for three years. Alumni artists were invited for short residencies in the winter; however, Djerassi did not provide the same level of service and staffing for winter residencies as for core 30- day residencies. Ms. Halpern indicated Staff wished to be equitable, accessible, and open rather than punitive. If term limits were imposed, the worst case scenario would be insufficient applications such that artists on a wait list would receive studio space. Staff felt strongly that CASP should serve artists in need and spread the wealth of CASP to as many artists as possible. Council Member Schmid noted the City was negotiating with Palo Alto Unified School District (PAUSD) regarding the future of Cubberley, and could need to qualify its commitment to CASP in the future. He inquired whether the proposed public space would be contiguous to studio spaces. Ms. Halpern replied yes. Council Member Schmid believed integrating the artistic community with the broader community was important. Currently artist studios at Cubberley were isolated from the broader community. Opening a gallery, selling art, and increasing community awareness would be critical to CASP moving ahead. Ms. Kienzle provided a map of the artists' studios at Cubberley. Council Member Schmid stated there was strong power in incumbency. An existing artist in residence had an advantage in competition. Perhaps incumbent artists were the best artists. He questioned whether long-term residency was the best use of a resource. He noted students were excluded from participation and asked why one studio was not set aside for young people. That could be a way to create or help create a new generation of artists. The survey had a clear bias toward older age groups. Ms. Halpern explained that students were not included, because they had more access to arts and studio space. The lack of support for studio space was one of the main barriers to artists continuing to work. The Art Center served younger people. The Teen Services Program provided many opportunities in creative fields. Staff felt other programs served the younger population. Council Member Schmid questioned the ability to create an artistic community if young people were excluded. He requested Staff present a table that explained turnover by indicating the number of new artists that 11 February 18, 2014 were admitted to CASP in 2003, 2005, 2007, and 2009. Each year the number of incumbents was a small portion of the total applicants. Ms. Halpern reported data for 1995 through 2003 was almost nonexistent. Staff's best information indicated CASP served 60 artists over the life of the program. Council Member Schmid wanted to know the percentage of incumbents who were selected. Ms. Halpern could provide that information. Council Member Schmid suggested that incumbents could be better artists such that new applicants could not compete with incumbents. He wished to ensure that Staff reached out to the wider community and made room for outsiders. Council Member Klein felt the number of applicants was not overwhelming. Given the number of artists in Palo Alto, CASP should receive many more applications. He questioned the need for CASP if only 20 applications were received every few years. Pamela Antil, Assistant City Manager, clarified that Staff did not think the number of applications would be low. The low turnover rate and lack of a term limit discouraged artists from reapplying. Council Member Klein believed better publicity would result in a greater number of applications. If it did not, then Staff should reexamine the need for CASP. Staff should expand their thinking and propose different concepts for term limits. He wanted to include artists in their 20s and 30s. Some spaces should be reserved for the most promising artists. A system should be more welcoming of artists who were not well established. On the other hand, he did not want a wholesale turnover of artists. MOTION: Council Member Klein moved, seconded by Council Member Schmid to continue the item until Staff returns with an updated staff report and guidelines including an outreach plan ensuring a diverse range of artists will apply and a phase-out process for incumbents. Ms. Halpern indicated Staff discussed reserving one studio for emerging artists, another for creative entrepreneurs, and another for installation and public artists. The problem was Staff did not know the likely composition of the applicant pool. Within the selection criteria, Staff was considering artistic excellence or the potential for artistic excellence. Other criteria were the artist's stated need and the artist's contributions to the program and the 12 February 18, 2014 community. An artist's fit into the overall program provided a variety of diversity and artistic disciplines to assure plurality of representation. Council Member Klein recommended Staff further revise CASP policies and procedures. There was an advantage for incumbency, particularly for present excellence versus a promise of excellence. He inquired about the method for a jury to utilize those two criteria which seemed to compete with one another. Perhaps two juries would be necessary. Ms. Halpern explained that was the purpose of having two tiers in the selection process. Council Member Klein did not support delaying implementation of term limits for eight years. A staggered system of one or three years with incumbents divided into two classes could be more appropriate. He did not favor removing artists over a short period of time. Staff should propose efforts to reach less established artists and to obtain a greater number of applicants. Chair Price was not comfortable with term limits. The jury process and attrition would remove incumbent artists over time. She concurred with a staggered approach. In a well juried system, the quality of the panel would provide valuable creativity for artists and the broader community. Many points in the Staff Report were good. Recreating a partnership between the City and artists could provide a meaningful outcome. INCORPORATED INTO THE MOTION BY THE CONSENT OF THE MAKER AND SECONDER to return to the Policy & Services Committee on April 8, 2014. Council Member Schmid did not wish to mandate a certain level of turnover. Staff should include in their report efforts to obtain a more diverse group of artists and a statement regarding the proposed public space. Those points would be important in gaining community support. MOTION AS AMENDED PASSED: 3-0 Scharff absent FUTURE MEETINGS AND AGENDAS: Chair Price announced the next meeting was scheduled for March 25, 2014, at 7:00 P.M. ADJOURNMENT: The meeting adjourned at 9:17 P.M. Policy and Services Committee MINUTES 1 Special Meeting March 25, 2014 (Excerpt from the March 25th Meeting on the Cubberley Artists Studio Program) Chairperson Price called the meeting to order at 6:06 P.M. in the Council Chambers, 250 Hamilton Avenue, Palo Alto, California. Present: Klein, Price (Chair), Schmid Absent: Scharff ORAL COMMUNICATIONS None AGENDA ITEMS 3. Recommendation that the Policy & Services Committee Approve the Updated Guidelines, Procedures, and Selection Processes for the City of Palo Alto’s Cubberley Artists Studio Program. Rhyena Halpern, Assistant Director of Community Services, reported Staff compiled a list of 235 contacts for marketing and outreach purposes. The criteria and process for selecting artists in residence were retooled slightly. In phase 2 of the selection process, Staff would utilize artists' scores from phase 1 to make final placements, ensuring that missions, visions, and goals of the Program were met. Specific attention would be given to diversity of art disciplines and to artists' ages, cultural approaches, and points in their career. Staff devised a simple plan to ensure a transition period for incumbent artists. Incumbent artists with up to five years of residence would be eligible for a full four-year term; 5-10 years, a three-year term; 10-15 years, a two-year term; and more than 15 years, a one-year term. Artists could submit applications to the Program between May 1 and July 1, 2014. During July 2014 Staff would review applications for eligibility. In August the art panel would make its decisions. Staff would announce selections by September 5, 2014, such that artists could move-in between October 1 and November 1. 2 March 25, 2014 Council Member Schmid noted the subsidy amount was revised to $10,300 and inquired about the calculations used to reach that amount. Ms. Halpern utilized a $2 factor and calculated the amount by square footage. Council Member Schmid asked if the artists' rents were $5,000 per year. Ms. Halpern indicated the City received approximately $100,000 in rent annually from 23 single artist studios. Council Member Schmid inquired whether artists were paying approximately one-third of the market rate. Ms. Halpern remarked that the rate depended on square footage. Studio square footage ranged from 360 feet to more than 1,000 square feet. Artists paid $500 and higher in rent. Most artist studio programs used a subsidized rate. Council Member Schmid inquired about plans for the Cultural Café. Ms. Halpern reported the concept was to create a dynamic space to exhibit Cubberley artists' work and to engage the community. There would be space to sell artisanal products and to hold poetry readings, workshops, classes, and hands-on activities. The Cultural Café would be open limited hours initially. Council Member Schmid asked about the amount of space for the Café. Ms. Halpern replied 1,000-1,100 square feet. Council Member Schmid inquired about the number of people that would fit comfortably into the space. Ms. Halpern noted the space was originally classrooms which would accommodate 30-35 children. Council Member Schmid was interested in having the Program interconnect with the community. The Café could become a magnet for visitors and residents. He inquired whether Staff had considered a computer app for artists to post pictures of their work. Ms. Halpern agreed an online component was needed. The Cubberley artists created a wonderful website that showcased their work and contained links to individual artist websites. Staff had submitted grant proposals totaling $250,000; the proposals contained funding for the Café and a manager. 3 March 25, 2014 Council Member Schmid asked about hours the Café would be open initially. Ms. Halpern indicated the Cultural Café would be open initially during monthly art calls and then move to once a week and during special events. Council Member Schmid asked if the Café would be a special space. Ms. Halpern stated it would have special hours until it could sustain itself. Council Member Schmid felt the jury panel should be qualified to make judgments on artists who would flourish in the environment. He inquired whether no Staff and no members of the Public Art Commission would be members of the panel. Ms. Halpern reported the panel would include accomplished executive directors of nonprofit arts organizations, professors and arts educators, directors of respected commercial art galleries, and established artists. An Arts Commissioner who fit one of those categories and did not have a conflict of interest would be acceptable. Council Member Schmid felt it was critical for the panel to be credible and independent. He asked about the importance of the selection criteria of residency in Palo Alto. Ms. Halpern indicated it had minor importance. If an artist lived in Palo Alto and applied, he/she should receive some consideration for that. Approximately half of artists were residents of Palo Alto. Council Member Schmid asked if a selection criteria of sales in the community would be appropriate. Ms. Halpern explained the point of the Program was to support artists at different stages in their careers. For some artists, selling their work was not an important part of their artistic life. Economic outcomes were not always good criteria. Council Member Schmid was searching for ways to measure the Program's impact on the community. He noted an artist could apply for an additional term after an initial four-year term and asked if artists were limited to eight years. Ms. Halpern reported artists could be selected for two consecutive four-year terms and then reapply after an eight-year wait. If an incumbent artist was selected for a portion of a term, he/she would have to wait eight years before reapplying. 4 March 25, 2014 Council Member Schmid remarked that an incumbent of five years could reapply for a three-year term, resulting in a maximum of 11 years. Ms. Halpern explained that artists would apply for one four-year term, and then apply again for another four-year term, totaling eight years. Council Member Schmid reiterated that the new cap would be eight years. Ms. Halpern noted that incumbents could apply again and be placed for one to four years. Council Member Schmid inquired whether artists were agreeable to term limits. Ms. Halpern reported artist feedback indicated term limits were not necessary. Council Member Schmid noted at least half the current artists in residence had been there more than eight years. Ms. Halpern clarified most had been there more than 12 years. Council Member Schmid believed they would be affected dramatically. Council Member Klein asked where term limits were stated in the Staff Report. Ms. Halpern was unsure whether term limits were restated in the Staff Report; however, they were contained in the Guidelines. Council Member Klein felt the phase-out of incumbent artists was logical and elegant. Ms. Halpern stated page 7 of the Guidelines outlined term limits. Chair Price added term limits were not stated within the body of the Staff Report. Council Member Klein remarked the phase-out process could result in Staff having to conduct jury panels every year for a few years. Ms. Halpern reported Staff would utilize a list of alternates to fill vacancies that occurred through term limits or attrition. Council Member Klein asked how often Staff would convene a panel of judges. Ms. Halpern answered every four years. 5 March 25, 2014 Council Member Klein was pleased with Staff's efforts and changes. Chair Price inquired about the number of current artists who had been in the Program more than ten years. Ms. Halpern indicated 11 had been in the Program more than ten years; however, in the last month, six artists provided notices that they would vacate their studios by April. Chair Price expressed concern about the phase-out process. Artists with the most experience and wisdom would have a narrow window to leave the Program. She inquired whether the categories of 10-15 years and 15 or more years could be replaced with one category of 10 or more years and a two-year term. Ms. Halpern would accept that change if the Policy and Services Committee (Committee) directed it. Chair Price felt artists in those categories brought a depth and breadth of experience that would be useful during a period of transition. That modification would allow the Program to meet many of its goals. Council Member Klein requested information regarding the six people who tendered resignations. Ms. Halpern reported one decided to move permanently to Vermont, and the remaining five were accepted into a new artist studio in Redwood City. Mary Holzer hoped to apply and be selected as an artist in residence. She felt term limits were good. Lessa Bouchard stated market rate rents were mentioned a great deal; however, the City was restricted to leasing the space to serve the community. She suggested a program whereby incumbent artists would introduce new artists to the Program and help them with applications. Ann McMillen felt emphasis should be placed on artists' professional skills, not their volunteer skills. She felt the program for sharing studio space needed clarification. Artists should be evaluated based on their accomplishments rather than their sales. Marguerite Fletcher believed longevity was a major component of the power and prestige of the Program. She knew of several artists who would not participate in the jurying process, which would leave more than half the studios available. The phase-out process was laborious and unnecessary. 6 March 25, 2014 Sharon Chinen Ingle spent 24 years as an artist in residence. Affordable studio spaces were great programs for artists and the community. Term limits focused on time served rather than on the quality of work. Council Member Schmid posed a hypothetical scenario of incumbents scoring much higher than new artists in the jury process. He inquired whether the Program would still be obligated to select new artists in that scenario. Ms. Halpern suggested those types of questions could be presented to the jury, who was frequently helpful in providing solutions. Council Member Schmid noted the City was negotiating the future of Cubberley and asked if the City had legal obligations to provide space to artists once they were selected for the Program. James Keene, City Manager, believed it was unlikely the situation with Cubberley would change in the next four-year period. The City had an ongoing obligation to ensure everyone was informed of the situation. Council Member Klein remarked the public comment regarding market rates was true; however, the City was not legally required to lease the space for community service. The City could receive higher rents as there was a great demand for space. Ms. Halpern recalled the Program began at Jordan Middle School. At that time, the policy was to charge artists for utilities and maintenance only. In Fiscal Year 2013, the cost for maintenance alone was $1.97 per square foot. Council Member Klein commented that most everyone mentioned the effect of term limits on current artists in residence. Incoming artists would also be subject to term limits. It was important for everyone to understand the process and the terms of the Program. MOTION: Chair Price moved, seconded by Council Member Schmid that the Policy & Services Committee recommend the City Council approve the updated guidelines procedures and selection processes for the City of Palo Alto’s Cubberley Artists Studio Program (formerly the Cubberley Visual Artists Studio Program), offered at the Cubberley Community Center, with one modification: under the incumbent artists with 10 or more years in residence would be eligible for two years of the new four-year term and the category of 15 to 24 years would be deleted. Chair Price indicated the Motion considered the experience and contributions of artists and an approach to involve upcoming artists. The Cubberley Artists Studio Program was vital to the community. 7 March 25, 2014 Council Member Schmid asked if the Committee was approving the Program or recommending it to the Council. Chair Price responded recommending it to the Council. Council Member Schmid supported Staff's proposal. Staff would be sensitive to jury feedback and report to Council any needed modifications. He assumed Staff would remain active in identifying new and different ways to reach out to the community. Council Member Klein asked if the item would be presented to the Council on the Consent Calendar. The vote was unanimous; however, one Committee Member was absent. Mr. Keene interpreted the vote as unanimous, but would confirm the proper process. Council Member Klein asked if Committee Members wanted the item presented to the Council on the Consent Calendar. Chair Price agreed. Council Member Schmid agreed and suggested Chair Price informally confer with Council Member Scharff to obtain his opinion. Chair Price agreed to do so. The item would be presented to the Council on the Consent Calendar as soon as feasible. MOTION PASSED: 3-0 Scharff absent