HomeMy WebLinkAbout0173.095TO:
AT1'ENTION:
FROM:
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City of Palo Alto
City Manager's Report
HONORABLE CITY COUNCIL
POLICY A.l'ffi SERVICES COMMITTEE
CITY MANAGER DEPARTMENT: FINANCE
AGENDA DATE: JUNE 13, 1995 CMR:173:9S
SUBJECT: REVISIONS TO POLICY AND PROCEDURES FOR
SELECTION AND TURNOVER OF CUBBERLEY ARTISTS
U0Ul.ST
This repor1 requests CIl\1ll(;i1 appwva! of the expanded criteria \0 be used foe selection of
artists and the newly-estabrlShed lenancy Ierms.
RECOMMENDATIONS
Staff reccmmends \hal Cooncil approve !he fuIlcwing revisioos \0 the poIi<:y and procedure;
cOo=ning Cubbe.-Jey Artists: I) the selection criteria be broadened ID in<:lude creative
C1<£()iIence or the potential lOr creative excellence, demoostra1ed amstic skills, pas!
demoostIated service and the wiltingness \0 give ...... ice \0 the Palo AII<l arts <:<KDInUni\}' and
Palo Abo residents, and 2) alter len years, an amsrs rental rat" should be adjusted upward
\0 the Illen-published nonprofit rate, and afl« fifteen years, the rental rale wi!! be aaJUS1ed
10 the \hen.published "market" rental rate lOr Cubberley.
POUCY IMPLICATIONS
The rq>ort tecommends implementation of. revised por~ reganfmg IenIlnt selection criteria
and. newly4lSlab!ished policy b Iena!ICY Ierms fuc: the Cubberley artisI studios.
Faa-I ol4
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EXECUTiVE SUMMARY
BeckiVO"'N
On June 2, 1994 Council reaffirmed !he sublease and rental rate structure at the Cubbcrley
Community Center and the eleven eKlende<l day ""'"' sites (CMR.:28S:94). As a resull of
discussiOns at the Co<mciI m«ting about the selection process and turnover of I!rtists at
Cubb<rley, Real Estate stJiff ammged I m«ting with Ibe Cut>berIey artists 10 discuss these
and other lease issues. The artists then met colJectively over several mooths I<> review the
cum:n\ guidellnes and to identify issues and rook. =cmmcndatioos to stJiff foe: changes to
exlsting procedutes. City staff me! ogain with the Cubberley artists and have agreed upon
several revisions 10 !he guidellnes foe artist selection, as won as procedures foe: designation
of sIndlo spaces, artist representation and turnover.
There are currently 22 artists occupying the 15 available artist stuOlO spaces at CobberIey.
This year's rental rate foe Palo Alto residents is $» .4i/square CootrlDOllth, and $0 .45!sqU!lIe
Cootr!OOllth foe noo-midents. This rate has been carried forward from Ihe initial Council
established rmtaI rate foe: artists of S<J.33 (CMR,259:8), which has been increased annually
by the local Cooswner Price Index (CPt). In 1991, al Council's direction,. 10 per<:enl 0011-
resident differential was inCOlJ'<""ted inlO the rental rale structure (CMR.:490:91).
SeI!:ctjon ofArtis'ilj
The policy iOr se1ecting artists at Cubberley was established by \he Cky Cooncil in April
1988 (CMR:259:8). The poIi<.')' has remained unchanged since that time; however, the
procedures f'« m.iew have been revised slightly over the years. There have been three
Request foe: I'topouls (RFP) iOr artist studio space 111 Cubberley since 1990. In 1990, SO
RFP lIyers were mailed, 32 proposals received and 23 artists selected. 1111992, 100 flyers
were mailed, 24 proposals received and B artistsselec!ed, and in 1994. 114 flyers were
mat1ed, 22 prcposal. received and 6 artists were selected as meeting the criIeria foe: =er.ing
artist studio space. The low response 10 the artist RFP'. has n:pcrt«lly been due, in-part, to
the criteria required foe: submitting. proposal and tho fact 1lI.1 most of the spaces must t-e
shared.
The cum:nt process JlW'ides !hal proposals reo.ived in response 10 the lU'P be evaluated by
a panel of,isuliI arts professionals, selected by the Director of Arts and Culture. I'roposets
are required 10 c""'PI"'" the RFP questioonai.-e, including submitting examples of work and
his1oric:al data on past demoostraled service 10 the Palo Alto arts CO!l'JDwlity. The reviewing
panel \lSeS a weighted .yst..-m 10 ., .. a1ua1e eacb proposers submittcl. The panel evaluates the
submitted materials 00 I "blind basis". i ., the ~. names are 00\ revealed unUl the
final selections have been made. The grea!esI weigh! in the past ~'aluations has been given
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so aestbet:ico, Ihal so demoosIrated service 10 Palo Alto "'ith emphasis on IlIe arts, and finally
to Palo Alto residence.
Staff ~ based on suggestions trom IlIe current artists, th.tllle ",Ie<:tioo criteria
be broedeoed sllgblly to include: 1) creative ."<:ellene. <>< the potential for <<eati,"e
excellence, 2) demar>sIra!ed artistic skills, 3) past clemoostnted servi<:e and the willin~s
SO give wvi<:e 10 the Palo Alto arts commw1ity, and 4) Palo Alto ... siden<:e, (. copy of the
RFP fly .. is III!acbed as Exhibit A).
'ksian,tjgn of&u9Vl Spw and Artist Rcvesntntjoo
There are fiftoon artist studio rooms at Cubberley. ofwbich seven ore shared. v,'hen single
spaces becDmc va<aDt, current IIrtists who are >baring space will be given IlIe opportunity to
move, based 011 seniority. No new single space studios will be created.
III aft efforl SO f.ociIitate meetings and information between stoff and the 2Z artists al
CubberIey, _h year a rotating COIIl!Ilittee ofChree current artists have agreed to volunteec
10 serve as npresentatives lOr the at1ists alld act as liaison mem~ for ~"" Cubberley a.-tist
community.
Wait 11$1
Staff maintains • mailing lis! of people who c:aJI in expressing interest in artist studio space.
This list is <:UrrenIly at 74 and cootinu<:s SO grow as the Cubberley studios be<ome moce
visible and the repu!SIloo. of its artisU more lncwn. Two-thirdi! oCthe 74 have been 00 the
list since 1m. A soparale ~ list is maintaine<l of artists who have been approved through
the judging and evaluation process and are waiting lOr space II CubberIey. This approved
" wait list is curnutly III two, and staff intc:nds to maintain this lis! ala mlnimUiIl aCtwo people
at all tllru:s, so thai as space bec:omes vacan!, it can be fillcl immediately. A new RFP will
be initialed I'm.. the next "1*'" becomes avaiia!;le. In addition \() notifying the artists OIl the
"interested" Illlllling list, staff also places an ad in IlIe Palo Alto Weekly .
.Icoancy Tmns
I" 1992, staff developed on ottachment 10 each artlst's lease thaI identifies the guidelines lOr
artist studio use II Cu!>bedey. Based on the guidelines, the Dire<tor of Arts and Cult>xe is
RqUired \0 annually iDteniew each artist and make recommendations on which leases shooId
be extended ibr an additional twelve-mooth term. Tbe guiderlDcs have now been amended
10 provide that each artist submit information on his "" her past year's aocomp1ishmer,t.s,
c""tributions 0< servi<:e 10 the Palo Alto arts and/or Cubberlej commuillties., intention roc
continuation of"P'I"C ocrupanq ar><! need for subsidized renl, Co wpy of the amended
CMJI: 173:95
guidellnes is ItIi>Ched IS Exhibit 8). This proces. ensures that each artist justify hi. or her
cootinuing enjoyment of the benefit of subsldized sp.ce at the Cubberley site.
HistcricalIy. there hIS been natural turoov", of the artists at Cubberley (seven since 1990).
Since the ~ RFP process, evezy artist who hIS been selecled 10 receive a stOO", space by
the judging paM! hIS been offered • space. However. there h",'. been several artists who
have decliMd the spa= offered \0 them. The artists who h"v. Iell. CubberIey 0< woo have
decrmed space offered 10 !hem have done so fur li'1.OllCia/, personal or professiooal reasons.
In response \0 QluncIl's coocerns !hat there be sufficient turoovcr due \0 the rental rate
subsidy. staffrecommcnds, and • majority of!hc artis!s agree, tbat afu:r !en yean, an artist's
rental "'Ie shOuld be adjusted upW1l1'd \0 the !hen-published nonprolil rate. Aft.,. fifteen
years, !he mrtaI ",te will be adju.<ted 10 the then-published "l!llIrl<eI" rental ate !Or
Cubberley _ The nooprofit rental role &verages SO.20 more per square ~ per month, and the
"market" rental rate typically runs SO.8O more per square lOot per month.
FISCAL IMPACT
No immediate firumcial impact is anticipated.
ENyIRQNMENTAI. ASSFMMEN"[
The Tease of an existing oo1i1y is categorically exemp( under Class I -(Existing Facility)
requirements of the CalilOmia Environmental Quality Act (CEQA).
AUACHMENTS
Exhibit A) Request for Proposal Flyer
Exh.ibit B) Artists Guidelines for Cu1>berley Stt.~ Space (Amended)
PREPARED BY: Martha Miner. Financial Analyst
DEPARTMENT HEAD APPROVAL:
CITY MANAGER APPROVAL:
cc: Cubber1ey Artists
CMR: 113:9:1
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EXHIBIT A (1 OF 2)
REQUEST FOR PROPOSALS
CITY OF PAW ALTO LEASE OPPORTUNITY
WHAT IS BEING UASED
Th<:re is vacant share4 clas&oom space 8Vl1l1able at the former Cubber'.ey High School sHe
... hlcI! the City is leasing from the Palo A/!o Unified School District. The City 'I"iIl sublease
!be space 10 arIist& as sI>ldio space. The space will be aVlIllable on • twelve-mooth basis and
may be reneWed I'<r additiooal twe,lve-mooth terms, pending compliance with the Ierms aoo
cooditioos of the Sublease agreement and GuideliM. IDr Artist Studio Use.
PURPOSE AND INTEIIIT
The iiltmt is 10 encourage oed provide affurdaI>le studio space foc serious line artists in
various media 10 wod in an envitoome!>l conducive 10 their growth as artists and 10 csIabIish
• cen!a" I'<r visual artists 10 support one another, Ie collaborate, and 10 exchange ideas. The
pmpose of the subsidized rental rate is 10 provide afiOrdable local ,studio space for loCal
a.-tists thai do DO! currently have aflbrdable studio space within the Palo A/!o community.
Artists who maintain or intend 10 mAinWn a secood studio, inchxfmg studios at hoole,
regardless of !he JXlIllO!'C', will be cIlsqua1ified as tenants at the Cubberley sHe.
M.yoB DBMS OF DIE. OFFER:
Following is a briefootfine of the major terms of1he <>ff<ring:
Ima;. 1'hesubJeasetermwill be btwe!ve (12) months, and maybe renewed badditiooal
12 month terms, pending complill!lCe with the cerms an<! conditions of the Sublease
agreement.
&Dt The monthly rent is DO! • proposal item. Monthly rent is cummtly established 3!t
$.4 Ifsq.fUmooth I'<r Palo Alto residents and $.4S1sq.ftJmontb foe non-Palo A/!o residents.
Coodjtjgp of Premiw' StJbtcnanI. sha!! accept the premis<:s • AS IS' an<! the City shall have
no obligation 10 mate any .1tera6ons, additions or <epai.-s.
Maintenance' City shalJ b<: responsible IDr eXlerio< maintenance and repair of the structure
and main support systems, including roof rq>a1r, olectrkal system repair, .X'.erior painting
and structural repairs required 10 keep !he Premises in • condition suitable 10 ."tisfy the
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J>III1'OSC of lb. Sublease. All interior maintenance shall be at l!,e Subtenant's sole cost and
responsibility.
!JtI1jti",.. Cily shall JII'O"ide and pay Iix gas, ek<:tricity, water, sewer and refuse collection
servkes OIl Pt=iseo. Subtenant sIuID provide and pay Iix any and aD !elephooe service.
I"m And A'Sfflsmenpr Subtenant shan be responsible fix an taxes and assessments,
including posse,.so.y interest !ax.
losul'l!!lCe; SabW..an! shall maintain liability insurance .:overag., as required by !be City'.
Risk Manager.
EYAU!AUON OF PROPOSAL ... ·
Proposals will be miewed by a panel comprised of local vi.ua1 arts profossiooaJ.s who will
use a weighted system 10 e'\-aIua!e all of!he propossJs =rived. The greatest weight will be
given 10 creative excellence, or !he polentiallix creative excellence, and to c!emoostrated
artistic skilla; !be next weight will be given 10 pas! demoostrated service and the willingness
to give service 10 the Palo.ljto arts community; .. .,d the Ia.<! weight will be based OIl Palo
Alto resideocy. In eacI! case, regardless ofproposers weighted score, final consideration will
be based 011 media and usage con'patibilily will! the curren! artist with whom tbe successful
proposer win <hare space. To C!lS'lre fairness and impartiality, !he evaluation process wi1l
be cooducled 011 a "blind" basls, so that the evaluators willI)()( know the identities of the
proposing artists.
The sele<:ted proposers will be placed in priority orde! of selection on I waiting list. The lop
three Jll<lP<lOC'B will be coolacle<l and given an opportunity 10 inspect the spaces and meet
with the clim:n! artist. with whom !bey would be sharing space. Ii; Iix any reason, !he
proposer elects I)()( 10 take the space, ihe next person 00 the list of sele<:led ~ will
have an opp<J<IUnity 10 view and lease Ibe space. The remaining se!ectcd proposers will be
placed on I waiting lis!, which .. ill be "",intained until additiooa.! vacancies occur.
All proposals will be time stamp<d upon receipt by 1M City of Palo Aho, and ties will be
decided based upon firs! received.
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EXHIBIT a (l OF Z)
CITY'S GUIDELINES FOR ARTIST S11JDJO SPACE
ATCUBBElU.EY
llInuary I. 1995
L ARTIST'S RESPONsmIUTIES
A) The Cubbcdey studio spa<:C shall be used 00 a regular basis and shall be the
sole SlU<fIO space used by the ortist.
S) CuN>erIey studio space shall DOl be utilized solely for s!o<age pwposes.
C) Artist must parti<ipate wfiaboratively in publli: outreact programs and is
cncooraged 10 participate in outreach programs on an individual!>iS;,.
D. SAB8A TICAVPROFESSIONAL LEA VEI1ME
111111 cases of III arusr. (.'UbIen2nt'.) leave, in .~, of one mooIh. the City shan be
notified in writing and in advance of !be expec'.ed leaR Renlal payments sbPJI be
paid as n:quiRd in !be S:lbIease Agreement, and !be roIIcwing time limits and results
will apply ii, all cases. These !ilt11ts ore lICCumulat1ve on an annual basis:
\) A1t ..m.: may be away from the studio for up 10 two IDOIl1lls without
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2) Three-16! slx-mootllleavewi1l~ 1he artist (Subterumt)lo locate a suitable
anisllo occupy !be studio '1"= in !he absence of Subtenant.
3) In the case of. seven-10 twelve-moot!! leave, on • ooe-tiIlle basi. only. the
City wiIlliIId a suitable artist 10 repla« Subtenant
DL ANNUAL EV ALVA noN
Prior 16! awtn!ina & ..... ,uNease each year. City staffwHl coaduct an evaIua60n of
acillrtist's """,">WIding and compliance with !he Iem1S ofthls Sublease and these
GniW...... By Juoe I. each artist <han be responsible for submitting. written
.... _ oddressinl eacIJ of!he following questions:
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1) The artist'. experience and needs, with respect 10 the studlo space l>e/she is
currently oe<:upying.
2) Review oflbe pas! year, in<:luding, but DOl limited 10, proCessionlll and artistic
din:<:tions and achievements. contributions or service 10 Palo Aho, with
emphasis 011 the am, ond/or cootribu6ons or service to the Cub&erley
Community Center.
3) 0ener8J plBIlS for future year, in<:luding. bu1 no( limited 10, proCessional and
artistic c!irec!ioos. community ouIre&cli and conlribulioo or service 10 the Palo
Aho II1s oommunity a.'1d the Cubbcrley Community Ccnte<. and intention for
wotinwmoo r:.f space occupancy and need fa: subslaw:d rent
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