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Home My WebLink About03.16.2023 Cultural Arts Commission Agenda Agenda CITY OF SOUTH SAN FRANCISCO REGULAR MEETING OF THE CULTURAL ARTS COMMISSION Thursday, March 16, 2023 6:30 P.M. Welcome to the Regular Meeting of the Cultural Arts Commission. The regular meetings are held on the third Thursday of each month at 6:30 p.m., in the Municipal Services Building, former PD Training room at 33 Arroyo Drive, South San Francisco, California. If this is your first time, the following is a general outline of our procedures. In accordance with California Government Code Section 54957.5, any writing or document that is a public record, relates to an open session agenda item, and is distributed less than 72 hours prior to a regular meeting will be made available for public inspection at the Parks and Recreation Department in the Municipal Services Building. If, however, the document or writing is not distributed until the regular meeting to which it relates, then the document or writing will be made available to the public at the location of the meeting, as listed on this agenda. Public Comment: For those wishing to address the Commission on any Agenda or non-Agendized item, please complete a Speaker Card and submit it to the Commission’s Clerk. Please be sure to indicate the Agenda item number you wish to address or the topic of your public comment. California law prevents the Commission from taking action on any item not on the Agenda (except in emergency circumstances). Your question or problem may be referred to staff for investigation and/or action where appropriate or the matter may be placed on a future Agenda for more comprehensive action or report. When your name is called, please state your name and address (optional) for the Minutes. COMMENTS ARE LIMITED TO THREE (3) MINUTES PER SPEAKER. Thank you for your cooperation. If you have special questions, please contact the Director of Parks and Recreation. The Director will be pleased to answer your questions when the Commission is not in session. RISHA BOND CHAIR MICHAEL DENATALE VICE-CHAIR LENITA BOLDENWECK COMMISSIONER SARAH BOWEN COMMISSIONER PETER FOLEY COMMISSIONER FRANCES LUSTER COMMISSIONER ZUBIN MAHARAJ COMMISSIONER MILENA MARDAHAY COMMISSIONER LYDIA POMPOSO COMMISSIONER RAUL RAMOS COMMISSIONER JOSE ZELAYA COMMISSIONER GREG MEDIAI DIRECTOR OF PARKS & RECREATION ANGELA DULDULAO DEPUTY DIRECTOR OF PARKS & RECREATION ERIN O’BRIEN BUSINESS MANAGER ERCIE SANTOS CULTURAL ARTS SPECIALIST KEREN SOLANO CLERK Agenda CITY OF SOUTH SAN FRANCISCO CULTURAL ARTS COMMISSION MEETING Thursday, March 16, 2023 6:30 p.m. A G E N D A I. Call to Order II. Roll Call III. Agenda Review IV. Approval of Minutes of February 16, 2023 V. Citizen Participation (Citizen comment on items not agendized/informational only) VI. Unfinished Business VII. New Business 1. Parks & Recreation Department Mid-Year Budget (Erin O’Brien, Business Manager) Status VIII. Subcommittees 1. Strategic Vision Status 2. Sculpture Status 3. Urban Art Status 4. Youth Art Programs • Art Show (Mar 10-11, 2023) • Jack Drago Youth Art Scholarship Follow-up / Status 5. Fundraiser • SF Opera (March 17, 18 & 19) Status 6. Performing Arts Status IX. Items from Commission X. Items from Staff 1. Changes to Budget Reports 2. Upcoming Events XI. Correspondence XII. Adjournment Next Meeting: April 20, 2023 Correspondence Due: April 7, 2023 MINUTES OF THE CULTURAL ARTS COMMISSION MEETING CITY OF SOUTH SAN FRANCISCO Thursday February 16, 2023 Teleconference Meeting I. CALL TO ORDER: 6:30 p.m. II. ROLL CALL: Present: Commissioners: Boldenweck (7:46 p.m.) *, Bond, Bowen, DeNatale, Foley, Maharaj, Pomposo Absent: Commissioners: Luster, Mardahay, Ramos, Zelaya Staff Present: Greg Mediati, Director of Parks and Recreation Angela Duldulao, Deputy Director of Parks and Recreation Erin O’Brien, Business Manager Ercie Santos, Cultural Arts Specialist Keren Solano, Administrative Assistant II III. AGENDA REVIEW: Chair Bond requested to have agenda item IX. Subcommittees move before item VII. Unfinished Business. Additionally, Chair Bond requested to move agenda item IX. 5 Fundraiser to be the first item in VII. Unfinished Business. IV. APPROVAL OF MINUTES of January 19, 2023: Minutes for January 19, 2023 stand as sent.  Motion to approve by Commissioner Boldenweck, followed by a second from Vice Chair DeNatale. V. CITIZEN PARTICIPATION:  Marie Patea, President of South San Francisco Friends of Parks and Recreation. VI. PRESENTATION AWARD FINALISTS: “ABUNDANCE” TWO-DIMENSIONAL ART SHOW  Specialist Santos gave a presentation of the award-winning artwork.  Second place winner, Mark Monsarrat, thanked the Commission for the opportunity to showcase his artwork at the art show.  First place winner, Nadine Levin, spoke about her photograph and thanked the Commission for their investment in arts in the City. VII. UNFINISHED BUSINESS: 1. Cultural Arts Funding Review  Deputy Director Duldulao gave a presentation to guide the Commission’s discussion on: Cultural Arts Commission Minutes of February 16, 2023 Page 2 i. Determining an appropriate rolling balance for the Cultural Arts Donations Account. ii. Continued discussion on a methodology to plan for and prioritize art projects.  Deputy Director Duldulao shared three suggested options for the Commission to determine an appropriate rolling balance for the Cultural Arts Donations account.  Commissioners discussed aspects they liked about the proposed options and other suggestions including: i. Support for establishing a portion of the fund as a “rainy day” reserve fund. ii. Spending the available balance only for local grant opportunities that favor South San Francisco residents. iii. Considerations for using the Donations account primarily for grants/scholarships since general fund can be used for art acquisition. iv. Increasing the scholarship award amount. v. Identifying specific goals if an Art Investment Reserve is established.  Commissioner Foley suggested the idea of establishing a nonprofit such as Friends of the Arts to qualify to receive grant money. He asked about how those groups are established.  Special guest, Marie Patea from the City Manager’s Office and the South San Francisco Friends of Parks and Recreation President informed the Commission that the group was primarily formed to apply for grants and to fundraise to support park and recreation programs.  Specialist Santos informed the Commission she was involved in the early years of the Friends of Parks and Recreation. The idea of starting a friends group was proposed by past Cultural Arts Commissions to get volunteers to supports the Commission’s work.  Vice Chair DeNatale proposed to set aside $20,000 as a reserve, which could cover approximately four years of fundraising efforts.  Chair Bond motioned to set aside $20,000 in a reserve fund and to ask the Fundraising subcommittee to develop a proposal on what to do with the surplus of money.  Followed by a second from Vice Char DeNatale.  Roll Call Vote Results | The Commission will set aside $20,000 of the Donations account in a reserve fund. (AYES: Boldenweck, Bowen, Foley, Maharaj, and Pomposo. NAYES: None ABSENT: Luster, Mardahay, Ramos, and Zelaya).  Deputy Director Duldulao reviewed changes she made to the Cultural Arts Fund Summary report, including the addition of a section for Capital Projects and $100,000 added to the New Aquatic Center Project.  In response to a question from Chair Bond about if the $100,000 budget for the New Aquatic Center has already been designated for specific art, Deputy Director Duldulao responded this is for the Commission to decide.  Chair Bond asked if projects that indicate no funding on the report may later realize some available funding for art.  Director Greg Mediati responded that it is not likely for the Centennial Trail project since the project is hoping to use some community development block grants pay for some project expenses.  Vice Chair DeNatale noted that the Caltrain Plaza sculpture budget started with $500,000 and inquired if the Commission could have access to the $36,000 balance since the sculpture is showing a budget of only $464,000. Cultural Arts Commission Minutes of February 16, 2023 Page 3  Director Mediati and Deputy Director Duldulao explained that the balance is being held as contingency for installation costs.  Deputy Director Duldulao reviewed current projects by subcommittee and shared a sample menu of art projects and budget estimates under review for the Sculpture subcommittee.  Chair Bond proposed that the Strategic Vision subcommittee be tasked with reviewing funding opportunities and coming up with a proposal for how to designate funds that will be reviewed by the whole Commission. Commissioners discussed this topic and no objections were received.  The Commission discussed having the Strategic Vision Subcommittee suggest a budget for the Sculpture subcommittee based on the information presented by Deputy Director, Angela Duldulao. VIII. NEW BUSINESS:  No update. IX. SUBCOMMITTEES: 1. Fundraiser  Vice Chair DeNatale informed the Commission the Friends of Park and Recreation will be partnering with the Commission for fundraising efforts at the opera event, “Bohéme Out of the Box.”  Vice Chair DeNatale informed the Commission this event requires the participation of all Commissioners, as it is a 3-day event with 11 different roles and shifts to fill on each day. He added that friends and family are welcome to volunteer but will need to fill out a waiver form prior to volunteering.  Marie Patea, the president of South San Francisco Friends of Park and Recreation, informed the Commission they are looking forward to partnering with the Commission for this event.  The subcommittee is working on ordering merchandise to sell at the opera event, noting the merchandise will have a temporary South City Cultural Arts logo. 2. Sculpture  Vice Chair DeNatale informed the Commission that the installation of Windswept at the Native Garden at the Library | Parks and Recreation Center (LPR) may not be installed in time for the building’s opening due to challenges with it being installed over a Bart tunnel; the subcommittee still supports installing Windswept at this location.  Also at LPR, the subcommittee is working with staff to identify areas to install footings for future art or sculpture projects. 3. Strategic Vision  Vice Chair DeNatale informed the Commission the final plan for the Public Art Master Plan is expected to be ready in July 2023. 4. Urban Arts  Chair Bond reported that an agenda items for the subcommittee’s next meeting will include the request for qualifications (RFQ) for mural artists related to the graffiti abatement project. Cultural Arts Commission Minutes of February 16, 2023 Page 4 5. Youth Arts Programs  Commissioner Bowen informed the Commission the Youth Art Show will take place on March 10-11. She also informed the Commission that Specialist Santos, sent the docent sign up list for this art show and encouraged Commissioners to sign up.  Commissioner Bowen informed the Commission the Jack Drago Scholarship is open to accept applications and the deadline to submit is April 17. This is the first year the Commission will be accepting online applications. 6. “Abundance:” 2-D Art Show  Specialist Santos informed the Commission the online art exhibit is available online and in-person at the Municipal Services Building atrium window through February 27, 2023.  Specialist Santos shared some statistics from the art show with the Commission. The exhibit featured 50 submissions by 30 artists. The entries were judged by professional judge, Colleen Sullivan. Seven entries were awarded ribbons, three cash awards were given, 80 visitors signed the guest book and two of the artist’s entries were sold. The art show also featured a performance by Commissioner Maharaj. 7. Performing Arts  Commissioner Maharaj reported that the subcommittee met with City staff to discuss the details of the Cultural Activities Grant Program. X. ITEMS FROM COMMISSION:  Vice Chair DeNatale invited Commissioners to attend the virtual artist showcase from the Yonsei Project to honor the Day of Remembrance. XI. ITEMS FROM STAFF:  Business Manager, Erin O’Brien, reminded the Commission of upcoming events which were included in the correspondence packet provided by Specialist Santos. She also reminded the Commission that in-person meetings will resume in March.  Specialist Santos announced Charlene Shane Looper, a former Cultural Arts Commissioner, passed away on Friday, February 3, 2023. She highlighted Shane’s accomplishments during her 13 years of service advocating for the arts in the City. XII. CORRESPONDENCE:  Specialist Santos informed the Commission the correspondence was sent to all Commissioners. XIII. ADJOURNMENT: Chair Bond adjourned the meeting at 8:21 p.m. Next Meeting: March 16, 2023 Respectfully submitted, Keren Solano Administrative Assistant II Staff Report DATE: March 16, 2023 TO: Cultural Arts Commission FROM: Erin O’Brien, Parks and Recreation Business Manager SUBJECT: Mid-Year Budget Appropriation Requests for Fiscal Year 2022-23 RECOMMENDATION It is recommended that the Cultural Arts Commission be apprised of the Department’s mid-year budget appropriation requests for the Fiscal Year 2022-23 Operating Budget. BACKGROUND/DISCUSSION At the beginning of each calendar year, which also marks the mid-point in the fiscal year, the City revisits the status of its operating budget, and reviews and amends the budget based on actual expenditures, revenues, and internal and external factors that may impact City operations. The Parks and Recreation Department identified several appropriation requests pertinent to the current Fiscal Year. At the time of preparation of the new Fiscal Year Budget the Department had been advised to submit requests related to the Community Civic Campus at mid-year. Requests submitted in this package related to the Community Civic Campus have been identified as time sensitive for the upkeep of the campus and successful opening of the Library | Parks and Recreation Center. Mid-Year Funding Requests for Fiscal Year 2022-23 Several mid-year budget items were presented to the City Council Budget Subcommittee on February 15, 2023, followed by the full City Council on February 22, 2023. A summary of the Parks and Recreation Department’s requests approved by the City Council are listed below. FY 2022-23 Approved General Fund Personnel Appropriation Requests Request FTE Amount Management Analyst II – L|PR Community Resource Analyst 1.0 $53,000.00 Recreation Leader III (hourly) • L|PR Community Resource Clerks (2.0) – shared • L|PR Building Attendees(0.5) – shared • Seniors Congregate Meal Program (0.4) 3.09 $64,000.00 Staff Report To: Parks and Recreation Commission Date: February 21, 2023 Subject: Mid-Year Budget Appropriation Requests for Fiscal Year 2022-23 Page: 2 • SF Opera event support staff (0.19) Recreation Instructor (hourly) – L|PR classes 3.0 $ 51,000.00 Recreation & Community Services Coordinator – budget correction 1.0 $70,000.00 Park Maintenance Worker – Civic Campus 1.0 $32,000.00 Park Maintenance Worker (hourly) – budget correction 1.30 $113,000.00 Senior Building Maintenance Custodian – Civic Campus 2.0 $61,000.00 Building Maintenance Custodian – Civic Campus 4.0 $111,000.00 Total $555,000.00 FY 2022-23 Approved General Fund Supplies & Services Appropriation Requests Request Amount Corporation Yard HVAC system repairs $25,000.00 Upgrade MERV 13 HVAC for various city buildings $80,000.00 Police Station Bird Mitigation $ 40,000.00 Repair MSB Fire Sprinkler Deficiencies $ 41,000.00 New Pool Pump $11,000.00 Support for the SF Opera pop-up series $30,000.00 Consulting services for the implementation of the Childcare Master Plan $150,000.00 Total $377,000.00 FY 2022-23 Approved Non-General Fund Appropriation Requests Request Funding Source Amount Park Maintenance Worker – hourly Common Greens $1,000.00 Oyster Point maintenance supplies Oyster Point CFD $20,000.00 Oyster Point water cost adjustments Oyster Point CFD $ 51,000.00 Orange Memorial Park Ballfield restroom refurbishing Infrastructure Reserve $ 41,000.00 Orange Memorial Park Tennis Court restroom refurbishing Infrastructure Reserve $50,000.00 Orange Memorial Park Basketball Court restroom refurbishing Infrastructure Reserve $50,000.00 Repaving tennis court Infrastructure Reserve $94,000.00 Total $307,000.00 Conclusion This report summarizes the approved mid-year amendments to the Parks and Recreation operating budget. These were approved by the City Council at the February 22, 2023 meeting. New Fiscal Year 2023-24 Operating Budget planning is already underway. CULTURAL ARTS COMMISSION - 2023 GOALS & COMMITTEES February 2023 2023 ART GALLERY/EXHIBITS Strategic Vision Youth Art Programs 1) Youth Art Scholarship 2) Youth Art Show (Show 2-March or April) March 10/11, 2023 Fundraising Sculpture Urban Art includes Utility Box Murals Performing Arts Show 1 (February) January 27-28 2D Art Show Show 3 (May or July) Cancelled for 2023 only Show 4 (October) Oct 13-14 Day of the Dead         CHAIR M. DeNatale S. Bowen * M. DeNatale * Temporary to April L. Boldenweck R. Bond Z. Maharaj R. Bond (only in 2023) R. Bond L. Boldenweck MEMBER R. Bond M. DeNatale S. Bowen M. DeNatale P. Foley L.Pomposo M. DeNatale R. Bond 2023 P. Foley F.Luster L.Pomposo P. Foley J.Zelaya J.Zelaya L.Pomposo L.Pomposo Z. Maharaj L. Boldenweck F.Luster F.Luster F.Luster F.Luster J.Zelaya R. Ramos F.Luster R. Ramos F.Luster Alternate F.Luster 2023 Art Gallery Show / Event Dates 1. January 27 & 28 2-dimensional Art (Extended Exhibit Feb 6 through 27) 2. March 10 & 11 Youth Art Show 3. May or July Cancelled for 2023 only 4. October 13 &14 Day of the Dead • Sunday, August 27 BBQ Fundraiser Additional 2023 Art Event in SSF • March 17, 18 & 19 SF Opera / La Boheme 280-27414 Cultural Arts Donations/Fundraising Account FY 2022 - 2023 Section A - INCOME Rolling Balance 7/1/22 July August Sept.Oct.Nov.Dec.Jan.Feb.FY Subtotal Rolling Total Cultural Arts Fund - Past FY starting balance (pre-2020-2021)79,384.15 - 79,384.15 Rolling Balance/Rolling Total detailed breakdown in rows for Section A.1 through A.6 represents information as of July 1, 2021 1. General Donations 600.00 20.00 1.00 21.00 621.00 2. Fundraising Funds 736.95 1,147.35 4,350.75 80.00 5,578.10 6,315.05 3. Scholarship Donations 200.00 - 200.00 4. Artist Sales - 140.00 170.00 310.00 310.00 5. Artist Entry Fees 560.00 85.00 40.00 65.00 50.00 30.00 270.00 830.00 6. Interest Allocation/Other 1,963.75 500.00 100.00 600.00 2,563.75 Income Subtotal 83,444.85 85.00 1,167.35 4,890.75 320.00 66.00 50.00 - 200.00 6,779.10 90,223.95 Section B - EXPENSES July August Sept.Oct.Nov.Dec.Jan.Feb.FY Subtotal Rolling Total Cultural Arts Fund - Rolling Balance/Rolling Total detailed breakdown in rows for Section B.1 through B.7 represents information as of July 1, 2021 1. Event Expenses - 542.75 19.73 562.48 562.48 2. Art Purchased - - - 3. Scholarships Awarded 6,000.00 - 6,000.00 4. Artist Sales - Payments 40.00 152.00 152.00 192.00 5. Awards for Winning Art Exhibits 850.00 225.00 200.00 325.00 750.00 1,600.00 6. Utility Box Mural Program - - - 7. Other Expenses 4,505.00 - 4,505.00 Expenses Subtotal 11,395.00 - 225.00 542.75 19.73 352.00 - - 325.00 1,464.48 12,859.48 BALANCE TOTAL 72,049.85 72,134.85 73,077.20 77,425.20 77,725.47 77,439.47 77,489.47 77,489.47 77,364.47 Section C - ENCUMBRANCES*July August Sept.Oct.Nov.Dec.Jan.Feb. 1. Base Program Reserve (new)- - - - - - - (20,000.00) 2. Youth Scholarship*- (3,000.00) (3,000.00) (3,000.00) (3,000.00) (3,000.00) (3,000.00) (3,000.00) (4,000.00) 3. Caltrain Sculpture Contingency (45,000.00) (45,000.00) (45,000.00) (45,000.00) (45,000.00) (45,000.00) (45,000.00) (45,000.00) (45,000.00) 4. Deposit Corrections - - (500.00) (600.00) (600.00) (600.00) (600.00) (600.00) Encumbrance Subtotal (45,000.00) (48,000.00) (48,000.00) (48,500.00) (48,600.00) (48,600.00) (48,600.00) (48,600.00) (69,600.00) Balance w/ Encumbrances 27,049.85 24,134.85 25,077.20 28,925.20 29,125.47 28,839.47 28,889.47 28,889.47 7,764.47 * Notes on Encumbrances: (new) 1. Base Program Reserve (CAC approved 2/16/23) - This amount is being set aside as a "rainy day" fund, to be used during years when fundraising is limited in order to maintain the Cultural Arts Commission's base program (i.e. scholarships, artist awards/honorariums, fundraising expenses, etc.) 2. Youth Scholarship - $3,000 has historically been the minimum encumbrance for the Jack Drago Cultural Arts Commission Youth Art Scholarship, which is replenished on July 1 of each fiscal year. The Commission may vote to change this amount year to year. 3. Caltrain Sculpture Contingency - This encumbrance represents a developer contribution that was specified for art at the Caltrain Plaza. It is being held as contingency to cover project costs related to the "Inspire" kinetic sculpture and two gear benches. 4. Deposit Corrections - Non-Cultural Arts deposits that need to be redirected to another account. - Increased to $4,000 approved by CAC at 1/19/23 meeting. CULTURAL ARTS FUND SUMMARY as of 2/28/2022 Table 1 Beginning Balance Year-To-Date Debits Year-To-Date Credits Ending Balance CULTURAL ARTS DONATIONS/FUNDRAISING 72,050 (1,464) 6,779 77,364 Base Program Reserve (new)20,000 20,000 Youth Scholarship 4,000 --4,000 Caltrain Sculpture Contingency 45,000 --45,000 Deposit Corrections 600 --600 Balance w/ Encumbrances 7,764 * Table 2 BeginningBalance Year-To-DateDebits Year-To-DateCredits EndingBalance DESIGNATED FOR PUBLIC ART 33,588 --33,588 * Table 3 Beginning Balance Year-To-Date Debits Year-To-Date Credits Ending Balance GENERAL FUND (FY 2022-2023)76,000 --76,000 Graffiti abatement murals (FY 21-22 rollover)56,000 --56,000 Public Art Allocation (unrestricted)10,000 --10,000 * Cultural Activities Grant Program 10,000 --10,000 Table 4 Beginning Balance Year-To-Date Debits Year-To-Date Credits Ending Balance GRANTS (FY 2022-2023)2,250 (2,250) -- San Mateo County Arts Grant 2,250 (2,250) -- Asterisk (*) indicates funds that are currently not restricted to a specified project. Unrestricted Funding Balance =51,352 Table 5 Beginning Balance Year-To-Date Debits Year-To-Date Credits Ending Balance CAPITAL PROJECTS 600,000 --600,000 a.New Aquatic Center 100,000 Design: Summer 2022-Summer 2023 / Construction: 2023-2025 b.Centennial Trail Park - Huntington/Spruce none Design: Spring 2023 / Construction: Summer 2023-Summer 2024 c.Linden Park TBD Design: Summer/Fall 2023-Summer 2024 / Construction: Fall 2024-Spring 2025 d.Orange Memorial Park Sports Field none Construction: complete in Summer 2023 e.Library / Parks & Rec Community Center none Construction: complete in Fall 2023 f.Oyster Point Park none Completed Winter 2022/23. Open Space Construction: Summer 2023 g.500,000 updated total w/ contingency Installation completed Fall 2024 Table P.1 Beginning Balance Year-To-Date Debits Year-To-Date Credits Ending Balance PENDING FUNDING 500,000 --500,000 Developer Contribution - IQHQ 500,000 --500,000 (unrestricted, 0.5 mile radius of 580 Dubueque Ave.) Caltrain Plaza - "Inspire" Kinetic Sculpture & two gear benches ($464,000 project + $36,000 contingency) Cultural Arts Commission 2022 Name Jan Feb Mar Apr May June July Aug Sep Oct Nov Dec Boldenweck P P P P P P C P P P P C Bond P P P P P A C P P P P C Bowen P P A P P P C P A A A C Campagna P P P P P A C R R R R C Cansino P P P P P P R R R R R C DeNatale P P P P P P C P P P P C Foley P P P P P P C P P P P C Hobson- Coard P P P P P P R R R R R C Luster P A C Maharaj P P A P P A C P P P P C Mardahay P A P P P P C P P P A C Pomposo P P C Ramos P P P P A A C A P A P C Zelaya P P C 2023 Name Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Boldenweck P P Bond P P Bowen P P DeNatale P P Foley P P Luster A A Maharaj P P Mardahay P A Pomposo P P Ramos P A Zelaya P A P – Present A – Absent C – Meeting Cancelled R – Resigned