HomeMy WebLinkAboutPublic Art Review Board 2024-10-16 Agenda Packet1
Attachment A
PUBLIC ART REVIEW BOARD
October 16TH, 2024 AT 6:00PM
In-Person:
SAN RAFAEL COMMUNITY CENTER LOUNGE
618 B STREET, SAN RAFAEL, CALIFORNIA
AGENDA
Participate Virtually:
Watch on Zoom Webinar: https://tinyurl.com/PARB-10-16-2024
Listen by phone: (669) 444-9171
ID: 814 5896 7407#
CALL TO ORDER
MINUTES
1.
a. Approve regular meeting minutes of July 17, 2023
Recommended Action – Approve as submitted
OPEN TIME FOR PUBLIC EXPRESSION
The public is welcome to address the Commission at this time on matters not on the agenda that are
within its jurisdiction. Comments may be no longer than three minutes and should be respectful to
the community.
SPECIAL PRESENTATIONS
2. Special Presentations: None
OTHER AGENDA ITEMS
If necessary to ensure completion of the following items, the Chairperson may establish time limits for
the presentations by individual speakers.
3. Other Agenda Items:
a. 2025 Falkirk Art Exhibit Proposals
Recommended Action: Review art exhibit proposals and allocate Falkirk Exhibit space to
selected artists for the 2025 Exhibit season.
b. Nomination and Appointment of Chair and Vice Chair for the Public Art Review Board
Recommended Action: Nominate and appoint a Chair and Vice Chair for the period
January 2025 – October 2025.
STAFF LIAISON REPORT
4. Staff Liaison Report
BOARD MEMBER REPORTS
5. Other brief reports on any meetings, conferences, and/or seminars attended by the Commission
members
ADJOURNMENT
Any records relating to an agenda item, received by a majority or more of the Commission less than 72 hours before the meeting,
shall be available for inspection online and in the San Rafael Community Center, 618 B St., San Rafael, CA 94901 placed with other
agenda-related materials on the table in front of the San Rafael Community Center prior to the meeting. Sign Language interpreters
may be requested by calling (415) 485-3066 (voice), emailing city.clerk@cityofsanrafael.org or using the California
Telecommunications Relay Service by dialing “711”, at least 72 hours in advance of the meeting. Copies of documents are avail able in
accessible formats upon request. To request Spanish language interpretation, please submit an online form at
https://www.cityofsanrafael.org/request-for-interpretation/.
Page 1 of 4
PUBLIC ART ADVISORY BOARD
July 17, 2023 – 6:00 p.m.
DRAFT MINUTES
__________________________________________________________________
Watch on Zoom:
https://tinyurl.com/PARB-07-17-2024
Telephone: (669) 444-9171
Meeting ID: 814 5896 7407
CALL TO ORDER
Chair Schauffler called the meeting to order at 6:04 p.m.
ROLL CALL
Present: Member Kovalsky
Member Merritt
Chair Schauffler
Member Zhao
Absent: Member Sandoval
Also Present: Craig Veramay, Assistant Library & Recreation Director
Becky Ordin, Senior Administrative Assistant
Daniel Avalos, Assistant Library & Recreation Director
Kristen Jacobson, Youth in Arts
Shril Buss, Youth in Arts
Kate Hagemann, Climate Adaptation and Resilience Planner
AGENDA AMENDMENTS
None.
MINUTES
1. a. Approve regular meeting minutes of November 15, 2023.
Member Kovalsky motioned to approve the minutes and Member Merritt seconded the
approval of the regular meeting minutes of November 15, 2023.
AYES: Members: Kovalsky, Merritt, Schauffler, Zhao
2
NOES: Members:
ABSENT: Members: Sandoval
ABSTAINED: Members:
Minutes approved as submitted.
1. b. Approve regular meeting minutes of April 17, 2024.
Member Kovalsky motioned to approve the minutes and Member Merritt seconded the
approval of the regular meeting minutes of April 17, 2024.
AYES: Members: Kovalsky, Merritt, Schauffler, Zhao
NOES: Members:
ABSENT: Members: Sandoval
ABSTAINED: Members:
Minutes approved as submitted.
OPEN TIME FOR PUBLIC EXPRESSION
Public Comment from the audience regarding items not listed on the agenda
None
SPECIAL PRESENTATIONS
2. Special Presentations: None
OTHER PRESENTATIONS
3. Other Agenda Items:
a. Approval of Universe of Imagination temporary mural exhibit at 1009 4th St.
Craig Veramay gave an overview of the Universe of Imagination temporary mural
exhibit proposal report. Kristen Jacobson with Youth in Arts presented the proposal.
Staff responded to questions from the Board.
Public Comment: None
3
Member Merritt moved to approve the Universe of Imagination temporary mural exhibit
proposal, and Member Zhao seconded the motion.
AYES: Members: Kovalsky, Schauffler, Zhao
NOES: Members: None
ABSENT: Members: Merritt, Sandoval
ABSTAINED: Members: None
Motion passes.
b. Approval of Our Resilient Community temporary exhibit at City Hall Lobby.
Craig Veramay introduced Shirl Buss and Kate Hagemann. He and gave an overview
of the Our Resilient Community temporary exhibit report. Ms. Buss and Ms. Hagemann
provided additional information.
Staff responded to questions from the Board.
Public Comment: None
Member Kovalsky moved to approve the Utility Box Painting Proposal with their
comments, and Member Merritt seconded the motion.
AYES: Members: Kovalsky, Schauffler, Zhao
NOES: Members: None
ABSENT: Members: Merritt, Sandoval
ABSTAINED: Members: None
Motion passes.
STAFF LIAISON REPORT
4. Mr. Veramay shared an update on the mural at the Albert J. Boro Community center
that was approved by the board and by City Council. There has been a hold in moving
forward until repair work can be completed on the wall. The expected start date will be
the second week of August.
For the next meeting in October the board will be reviewing the Annual Falkirk RFP call
for artist proposals. The board will also be nominating and appointing the Chair and
Vice Chair for the Public Art Review Board for a one-year term beginning in January
2025.
The Park & Recreation Department has been very this summer. We are currently busy
Planning for the Fall Activity guide which will be released later in the month. Movies in
4
the Park series will begin August 23rd at Pickleweed Park. Exhibits are going on at
Falkirk. The Pickleweed Library is currently in the design stage for a remodel. Also,
City Council approved the construction agreement for the Pickleweed Park
enhancement project and will begin in September.
Public Comment: None
BOARD MEMBER REPORTS
5. None.
ADJOURNMENT
Chair Schauffler adjourned the meeting at 7:03 p.m.
___________________________________________
BECKY ORDIN, Senior Administrative Assistant
APPROVED THIS_____DAY OF___________, 2024
___________________________________________
CATHERINE QUFFA, Library & Recreation Director
PUBLIC ART REVIEW BOARD
AGENDA REPORT
October 16, 2024
Item #3a
TITLE: 2025 ART EXHIBITOR PROPOSALS FOR FALKIRK CULTURAL
CENTER
RECOMMENDATION:
That the Board review art exhibit proposals and allocate Falkirk Exhibit space to selected
artists for the 2025 Exhibit season.
BACKGROUND:
The City of San Rafael operates the Falkirk Cultural Center (Falkirk), located at 1408
Mission Avenue at E Street. The Center is an 11.2-acre property, comprised of an elegant
three-story California Victorian historic home, park grounds, and gardens maintained by
the Marin Master Gardeners.
Falkirk serves as a site of historical heritage, listed on the National Historic Register, and
for many, Falkirk Cultural Center plays a unique role within the community of San Rafael.
Falkirk programs are coordinated by a City of San Rafael Program Coordinator through
the Library & Recreation Department. The City has an agreement with the Marin Master
Gardeners through the University of California Regents Marin County Cooperative
Extension to operate the Falkirk Greenhouse and maintain several garden plots on the
grounds. Falkirk serves as a desirable venue for weddings and other life events and
offers a variety of contract classes such as Plein Air painting, watercolors, and other art
focused programs and activities.
In addition to the previously mentioned programs, Falkirk houses a contemporary art
gallery and an educational center for cultural arts. Art Exhibits at Falkirk are popular and
an important part of the City of San Rafael’s Public Art Program. Falkirk has exhibited the
work of Bay Area collective groups such as the California Watercolor Association,
California Society of Printmakers, BayWood Artists, the Association of Clay and Glass
Artists, Guerrilla Girls, Terra Linda Ceramics and many more. The gallery is open to the
public during regular hours Tuesday-Friday from 1:00pm-4:30pm, Saturdays from
10:00am-1:00pm, and during the Downtown San Rafael Second Friday Art Walks. Exhibit
hours may be modified due to holidays and/or private event rentals. Most art exhibits
include an opening reception that coincides with one of Downtown’s Second Friday Art
Walks.
Falkirk Art Exhibitions typically attract an average of 200 visitors over the duration of each
exhibit. Staff are available during exhibit hours to answer questions, show the facility and
grounds, and make the rooms available during art exhibits. Falkirk typically hosts five or
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six art exhibits each year, depending on availability, size of show, rental schedules, and
seasonal schedules.
Past Artist and Exhibit Selection Process
Historically, Falkirk has welcomed exhibition proposals on an ongoing basis throughout
the year, and didn’t receive a high volume of proposals. Staff reviewed proposals and
made selections based on several eligibility criteria. Juried Show artists are decided by
the City staff and other local artists in the community. Approved exhibitions are overseen
by City Staff. City staff reserve the right to finalize all installation decisions including final
curatorial decisions, exhibit layout, displays, labeling, determining insurance coverage,
appropriate security, lighting, staffing during hours of operation, artwork sales, and
marketing plans
In 2024, the City received 27 proposals for a ‘Call for Artists’ to assign exhibit space. City
staff selected three exhibits based on program need, and three exhibits were allocated to
nine (9) different artists or collectives through the PARB process.
2024 Falkirk Exhibit Schedule:
• Jan 14-Feb 16
o Susan Press Winter Juried Exhibition
• March 8 - April 19
o Terra Linda Ceramics
• May 3 - June 14
o Marin Open Studios - Maeve Croghan, Licita Fernandez, Arlene Whiting
• July 12 – August 23 –
o Sue Sommer “Birds of Marin”
o Catherin Lee “Untitled”
o Noah Gottesman “Homeward”
• September 13 – October 25
o Cindy Ostroff & Susan Tureck “Double Vision”
o 7+1 Art Collective “What Now?”
o Sniff Art Collective “Untitled”
• November 8 – December 13
o Second Friday Salon “Beauty and Her Shadow”
o Marie Krajan “Dreams”
o Dana Christensen “Ephemera”
DISCUSSION
For 2025, staff have pre-selected two exhibit blocks based on program needs. Four
exhibit blocks are available for allocation through the PARB selection process. To fill the
available exhibit dates, City staff released a ‘Call For Artists’ in September 2024 which
was sent to hundreds of artists, community groups, and organizations, with a deadline of
September 30, 2024. The 2024 exhibit schedule of availability is shown below.
Page 3 of 5
Table 1 – Falkirk Cultural Center Art Exhibit Schedule 2024
Falkirk Cultural Center Art Exhibit Schedule 2024
Name of Exhibit Opening Reception Date Exhibit End Date
Winter Juried Show
Group Exhibit
Friday, January 14 February 16
Terra Linda Ceramics
Group Exhibit
Friday, March 8 April 19
TBD Friday, May 9 June 20
TBD Friday, July 11 August 22
TBD Friday, September 12 October 24
TBD Friday, November 7 December 16
Artists were asked to submit a brief application which included examples of the artwork, a
description of the exhibit proposal, and bios with any relevant information about the
artist(s) or the group they represent. Additionally, artists were asked some supplemental
questions about whether they reside or work in San Rafael or Marin County, whether they
are willing to comply with the Falkirk Cultural Center Art Exhibit Guidelines (Attachment
1), and whether they would be willing to share exhibit space.
The City received 18 high-quality proposals. Because there is limited space available,
staff assigned weighted point values to each of the criteria below to assess eligibility and
rank proposals:
1. Is the artist willing to comply with Falkirk Exhibit Guidelines? (Required)
2. Is the artist available during at least one of the available exhibit blocks? (Required)
3. Did the artist submit a complete and thorough proposal, including all requested
information? (40 pts)
4. Does the artist(s) reside in or create their work in the City of San Rafael? (15 pts)
5. Do staff feel the proposal is logistically feasible? (10 pts)
6. Does the artist(s) reside in Marin County? (10 pts)
7. Is the proposal a group exhibit showcasing multiple artists? (10 pts)
8. Is the artist willing to share the three available rooms during an exhibit block? If so,
how many rooms will the exhibit require? (Up to 10 pts)
9. Has the artist or group exhibited at Falkirk in the last three years? (5 pts if no)
Based on these criteria, staff determined that all the proposals met initial eligibility
requirements. Staff have assigned a score to each proposal but recommend the Public
Art Review Board consider all 18 proposals for possible exhibit space during one of the
four available blocks of time.
Criteria for Proposal Evaluation
The artists’ proposals (attachment 1) demonstrate varying availability, artistic mediums,
and room space requirements. To help Staff recommend the Board review the proposals
and make a recommendation to City staff to allocate 1 or more rooms to the exhibitors
that best utilize the Falkirk exhibit space, best meet community needs, and best align with
the Public Art Review Guidelines.
Page 4 of 5
All of the artists expressed a willingness to share exhibit room space, however, some
proposals indicated they may prefer more than 1 room. There are three rooms at Falkirk
that could be allocated individually, or artists could be allocated up to all three rooms at
the discretion of the Board. The rooms are all located on the second floor of the facility.
The East Room is approximately 71 square feet, the Tamalpais Room is approximately
123 square feet, and the West Room is approximately 60 square feet. The size of these
rooms is approximate as there is a fireplace in each room, multiple windows, and the
rooms are irregularly shaped. Falkirk has 20 pedestals of various sizes for exhibition use.
Table 2 – Artist Exhibit Proposal Rankings – Falkirk 2025
Total
RFP
Points
Artist
Name
# of
artists
Proposal
Name
Primary
Medium
Galleries
requested
OK w/ 1
gallery?
Dates of Availability
5/9-
6/20
7/11-
8/22
9/12-
8/24
11/7-
12/16
90
Conelly,
Marvin &
Jones
3
A Pastel
Vision -
The Bay
and
Beyond
Soft Pastel 1 Yes X X X X
90 GGMA 10 Women's
Voices
Multiple
Medias 1,2,3 Yes X X X X
90
Crash
Des
Rosiers
1 Untitled Painting &
Multi Media Undetermined Undetermined X
82.5 CWA TBD Untitled
Water media.
Some water
media mixed
with pastel or
collage as
long as water
media is
dominant.
1,2,3 Yes X X
75 Michelle
Derviss 1 Biophilia Ceramics 1 Yes X X X
75
Levine,
Bailins,
Snowber
3 Untitled Collage 2 Yes X X X
75
Judith
Selby
Lang
1 You Go
Girl Multimedia 1,2,3 Yes X
75 Gerald
Huth 1 Hearing
the Music
Multimedia.
Oils w/ art
papers, wood
1,2,3 Yes X X X
75
Jean-
Marc
Brugeilles
1 Untitled Paintings 1,2,3 Yes X X
75 Jennifer
Siegal 1 Untitled Soft Pastel &
Oil 1 Yes X X
75
Tosya
Shore,
Pamela
Moulton
2
A Perfect
Pairing -
San
Rafael
through
Lens and
Brush
Photography
& Paintings 1 Yes X X X
Page 5 of 5
70 Wed. 4:30
Group 8 Untitled Multiple
Medias 3 No X Could
work
65 Lois
Donaghey 1
The
Colors,
Textures
and Light
of the
Falkirk
Cultural
Center
Gardens
Oil Painting 1 Yes X X X X
65 Marianna
Kiraly 1 Untitled Paintings Undetermined X X X X
65 Chris
Mosley 1 Untitled Glass 1,2,3 Yes X
65 Jennifer
Roberts 1
Hex,
Germs &
Rage
Mixed Media
Paintings 1,2,3 Yes X X X
65 Becky
Jaffe 1 Untitled Photography 1,2,3 Yes X
65 Lauren
Allegra 1 Untitled Paintings Undetermined Undetermined X
FISCAL IMPACT:
Artists are allowed to sell artwork on display at Falkirk, and a ll sales of Artists' work on
display at the Falkirk Cultural Center are handled by the City. The City retains a list of the
artists’ works and sales prices, along with artist contact information to share with the
public and interested buyers. The City will collect and retain gross sales price per piece
on display and retain 30% of the gross sales price. The City will remit 70% of the gross
sale price per each piece to the Organizer. For exhibits that are conducted virtually only,
the City will retain 10% of the gross sales price and remit 90% to the organizer. The
Organizer will be responsible for paying the artist's individual commissions from
Organizer’s percentage of the gross sale price and is responsible for any sales tax
collecting and reporting, retaining a business license, if required, and adhering to all State
and Federal laws.
ALTERNATIVE ACTION
Any other action as determined by the Public Art Review Board
Submitted by:
Patty McCully
Falkirk Program Coordinator
Attachment 1: Falkirk Cultural Center Art Exhibit Guidelines
Attachment 2: Artist Proposals #1-#18
Falkirk Cultural Center Art Exhibition Guidelines
The Falkirk Cultural Center (Falkirk), a California Victorian, was built in 1888 in the Mission city of San
Rafael. An excellent example of the Queen Anne style, it captures the spirit of early California. It has a
complex, picturesque roofline of gables and chimneys, variously shaped bays and decorative details
that relate playfully to the different levels as was common of the style. A celebration of country living
with seventeen rooms, three floors, and a large porch with oversized turned posts, Falkirk’s open
floor plan was not common in Vi ctorians. The home and the history of its occupants reflect both the
emergence of San Rafael as a fashionable suburb of San Francisco and the growth of rail and shipping
industries in the west.
Falkirk now operates as an historic site and art gallery with tours available upon request. The house
and grounds are available for receptions, weddings, art exhibits, and meetings.
This document outlines the guidelines and requirements for groups and individual artists wishing to
utilize the gallery space at Falkirk.
1. Overview
There are three rooms at Falkirk that are used to display artwork, all of which are located on the
second floor of the facility. The East Room is approximately 71 square feet, the Tamalpais Room is
approximately 123 square feet, and the West Room is approximately 60 square feet. The size of these
rooms is approximate as there is a fireplace in each room , multiple windows, and the rooms are
irregularly shaped. Falkirk has 20 pedestals of various sizes for exhibition use.
Falkirk hosts approximately five to six art exhibits a year and each exhibit runs between five to eight
weeks long. The facility is open to the public Tuesday-Friday from 1:00pm-4:30pm, Saturda ys from
10:00am-1:00pm, and during the Downtown San Rafael Second Friday Art Walks . Hours may be
modified due to holidays and/or private events. Staff are available during these hours to answer
questions, show the facility and grounds, and make the rooms available during art exhibits. Modified
hours are posted at the front door and on Facebook.
Additionally, most art exhibits include an opening reception that coincides with one of Downtown’s
Second Friday Art Walks. More details can be found in Section 4.
2.Application Process
All exhibits hosted at Falkirk undergo an evaluation process before approval.
Organizations/Individuals seeking to partner on an exhibition with Falkirk must complete the steps
below to be considered:
1.Application
To initiate the proposal/partnership process, interested persons/organizations must complete
the Exhibition Proposal Form located on our website at www.cityofsanrafael.org/falkirk-art-
galleries/. Once received, the application will be reviewed by City staff.
2.City Approval /Contract
After the Formal Proposal has been submitted it will be evaluated. If the proposal is denied,
you will be notified via email. A follow-up meeting may be scheduled to review any questions
and/or concerns. If approved, the proposal will go into the contract phase and the agreement
will be finalized based upon the terms and conditions outlined
below. If terms cannot be agreed upon by both parties, the proposal will be denied.
3.Eligibility
Falkirk evaluates proposals based on the following criteria:
•Community Interest
The exhibition’s subject matter is determined to be of specific interest to the San Rafael
community.
•Quality of Work
The City strives to partner with organizations that offer the opportunity to exhibit artwork
of the highest possible caliber.
•Track Record of Achievement
Prospective organizations/individuals are asked to demonstrate a history of achievement
via promotional materials, letters from previous partners, etc. Prospective
organizations/individuals must demonstrate the ability to curate an exhibit of the size and scope
required to fill all three gallery rooms at Falkirk.
Approved exhibitions are overseen by City Staff. City staff reserves the right to finalize all installation
decisions including final curatorial decisions, exhibit layout, displays, labeling, determining insu rance
coverage, appropriate security, lighting, staffing during hours of operation, artwork sales, and
marketing plans.
4.Responsibilities
Responsibilities of the Organizer include:
1.Designing marketing postcard. Conducting m arketing and promotional activities for the
exhibit through their own channels. Any publicity efforts or marketing materials must be
reviewed by City staff prior to use.
2.All transportation, set up, installation, and take down of Artists' exhibit and display. All set up,
installation, and take down of Artists' exhibit and display must be performed during the City of
San Rafael regular business hours. The Organizer will also be responsible for providing title card
information for each displayed work and will install said cards next to displayed works.
3.Providing the City with a digital excel file with an alphabetized list of selected artists and
artworks. The list must include the following: artist’s or lender ’s first and last name, street
address, city, state, zip, phone number, email address, website information, social media
contact information, artwork title, medium, size, selling price, provenance, and insurance
values. Organizer must provide digital pictures (jpeg or png format required) of each selected
work to be exhibited that correlate with the excel list of information.
4.To ensure ADA access, all exhibits must be available virtually as well as in person. If the
Organizer does not have the ability to provide a virtual exhibit, the digital images provided must
be of a high enough quality that the City can use them to create a virtual exhibit on the City’s
website.
5.Organizing the opening reception, including creating invitations, promoting the event,
organizing any entertainment, and providing any food and drink. If alcohol will be sold, the
Organizer is also responsible for obtaining a permit from the State Alcoholi c Beverage Control
Department. The date of the opening reception (generally Friday evenings), along with the
specific entertainment, food, and beverage plans, must be approved by City staff.
6.For juried shows, Organizer will retain 100% of entry fees and will be responsible for providing
the call-for-entry prospectus and paying for the Exhibition Jur or.
7.Providing all awards, if applicable.
8.Artists should inform City Staff if the exhibiting group would like the galleries to be open or closed
during private events (wedding, memorials, etc.). There is also the option to have select galleries
open.
9.Any requests to extend Falkirk’s hours for special events must be completed in writing and
must receive approval from the City in advance. Organizers will be requi red to reimburse the
City for any associated costs.
Responsibilities of the City include:
1.Working with the Organizer to determine a mutually agreed upon five to eight-week
exhibition period.
2.Printing marketing postcards for City use and distribution, any additional postcards must be
printed at the Organizers expense. Promoting the exhibit through the City’s print and digital
marketing platforms, including the website, social media, and email.
3.Provide staff during Falkirk’s open hours, as well as during the Second Friday Art Walks, to
ensure that the galleries are open to the public.
4. Working with the Organizer to provide a complimentary Opening reception at the
commencement of each exhibit. The City will support with promotion and will provide staff
for the event. The City will also provide a water dispenser, cups, napkins, and flowers. The
City will retain all donations grossed during the reception. All other coordination and
planning of the event are the responsibility of the Organizer.
5. Working with the Organizer and the City’s marketing coordinator to ensure that the exhibit
is ADA accessible by providing a virtual gallery of digital imag es and description either on the
Organizer’s website or the City’s website.
5. Terms and Conditions
The organization/individual seeking to host an exhibit with the Falkirk Cultural Center will be
required to execute an agreement to and abide by the following terms and conditions:
1. Falkirk reserves the right to approve all installation decisions including final curatorial
decisions, exhibit layout, displays, labeling, fine art, insurance, security, lighting, staffing
during hours of operation, artwork sales, and marketing plans. City staff reserve the right
not to accept the loan of work(s) that arrive in non-display condition (missing hanging wire,
unstable, damaged, over size limits, or otherwise not ready for display).
2. All damage to City facilities, including, but not limited to, walls, carpeting, trim, lighting,
furniture, that may occur during art installation, exhibition, or removal, will be the
responsibility of the Organizer to cover the costs of repairs or replacement related to the
exhibit.
3. The Organizer will grant the C ity the right to use images from the Exhibition for publicity
purposes in Exhibition announcements, the City's internal publications (including but not
limited to its newsletter), the City's Website, and other media. The Organizer will indemnify
and hold the City harmless from any liability arising out of the City's use of such images for
publicity purposes.
4. The Organizer will agree and ensure that no glass, other sharp edges, or hazardous materials
will be exposed that may cause injury to City of San Rafael staff and the public.
5. The City will agree that no alteration, restoration, or repair to Artists’ work will be
undertaken without the Organizer’s permission.
6. The City will agree that the Organizer /Artists will retain ownership of Artists' work during the
duration of the exhibit and display.
7. The Organizer and the Artists whose work is on display understand and agree that their work
is provided for display at their own risk of loss, vandalism, theft, damage, and destruction.
Artists acknowledge and understand that the Falkirk Cultural Center is open to the public
and the City does not employ security personnel or staff to manage or supervise the galleries
where the art is on display. Artists further understand that the City's insurance carriers will
not cover loss, vandalism, theft, damage , or destruction to his or her work while on display
at the Falkirk Cultural Center , and acknowledge that he or she has been advised to purchase
insurance coverage to protect against the risk of loss, vandalism, theft, damage, and
destruction of his or her work while on display at the Falkirk Cultural Center .
8. The City requires that each artist sign an acknowledgment that he or she understands these
conditions and will hold the City of San Rafael and its officers, officials, employees and
volunteers harmless for any loss, vandalism, theft, damage, or destruction that occurs to the
artwork, regardless of cause.
9. All sales of Artists' work on display at the Falkirk Cultural Center shall be handled through
the City. The City will retain a list of the artists’ works and sales prices , along with artist
contact information to share with the public and interested buyers. The City will collect and
retain gross sales price per piece on display and retain 30% of the gross sales price. The City
will remit 70% of the gross sale price per each piece to the Organizer . For exhibits that are
conducted virtually only, the City will retain 10% of the gross sales price and remit 90% to
the organizer. The Organizer will be responsible for paying the artist's individual
commissions from Organizer’s percentage of the gross sale price and is responsible for any
sales tax collecting and reporting, retaining a business license, if required, and adhering to all
State and Federal laws.
10. If the Organizer does not remove materials at designated date and time, or within 24 hours
of request to remove work, the City reserves the right to remove the material. If the exhibit
materials remain unclaimed for more than thirty days after removal, the City may sell or
dispose of them without further obligation to the Organizer .
11. Indemnification. The Organizer will, to the fullest extent permitted by law, indemnify,
release, defend with counsel approved by the City, and hold harmless the City, its officers,
agents, employees and volunteers, from and against any claim, demand, suit, judgment,
loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees
and all other costs and fees of litigation, arising out of the Organizer’s performance of its
obligations or conduct of its operations. The Organizer ’s obligations will apply regardless of
whether or not a liability is caused or contributed to by the active or passive negligence of
the City Indemnitees. However, to the extent that liability is caused by the ac tive negligence
or willful misconduct of the City Indemnitees, the Organizer’s indemnification obligation
shall be reduced in proportion to the City Indemnitees’ share of liability for the active
negligence or willful misconduct. In addition, the acceptance or approval of the Organizer’s
work or work product by the C ity or any of its directors, officers or employees shall not
relieve or reduce the Organizer ’s indemnification obligations. In the event the City
Indemnitees are made a party to any action, la wsuit, or other adversarial proceeding arising
from the Organizer’s performance of or operations under, the Organizer wi ll provide a
defense to the City Indemnitees or at the City’s option reimburse the City Indemnitees their
costs of defense, including reasonable attorneys’ fees, incurred in defense of such claims.
12. Required insurance. The Organizer shall maintain, for the duration of the exhibit and
associated installation and removal , and pay the cost thereof, the following insurance
policies:
a. General Liability Insurance. The Organizer shall procure and maintain Comprehensive
General Liability Insurance in the minimum amount of one million dollars
($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death,
bodily injury, personal injury, or property damage.
b. Property insurance sufficient to cover the artworks in the exhibit.
13. Other insurance requirements. All insurance policies obtained pursuant to this Section shall
also meet the following requirements:
a. The insurance policies shall be specifically endorsed to include the City of San Rafael ,
its officers, agents, employees, and volunteers, as additional in sureds (for both
ongoing and completed operations) under the policies.
b. The additional insured coverage under the Organizer’s insurance policies shall be
“primary and non-contributory” with respect to any insurance or coverage
maintained by the City.
c. The insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
The C ity will not be responsible to determine the adequacy of the property insurance for the
artwork. If the insurance is not sufficient to cover a loss, the C ity will not be liable for any
shortfall in coverage.
Copies of all related insurance coverage shall be provided to the City, and complete copies of
any insurance policies obtained pursuant to this Agreement shall be provided to the City if
requested at any time.
PUBLIC ART REVIEW BOARD
AGENDA REPORT
October 16, 2024
Item #3b
TITLE: NOMINATION AND APPOINTMENTMENT OF CHAIR AND VICE CHAIR
FOR THE PUBLIC ART REVIEW BOARD
RECOMMENDATION:
That the Public Art Review Board nominate and appoint a Chair and Vice Chair for the
period January 2025 – October 2025.
BACKGROUND:
As part of the Public Art Review Board (Board) bylaws, the Board is responsible for
appointing one representative as Board Chair, and one representative as Vice-Chair to
the Board.
The Chair and Vice Chair shall serve a term of one (1) year, but not more than two (2)
consecutive terms. However, if there is a vacancy, the Board has the authority to extend
the current representative’s term at their discretion. The City of San Rafael has
established Board, Commission, and Committee (BCC) Guidelines, which guide the
nomination and appointment process. Those guidelines can be viewed here: BCC Rules
and Procedures.
DISCUSSION
Chair Schauffler and Vice-Chair Merritt have served in their respective roles since
January 2023. The Board must nominate and appoint a new chair and vice chair in
accordance with the City’s BCC Rules and Procedures, which are excerpted below:
Appointment of Chair and Vice-Chair
A. The Chair and Vice-Chair shall be appointed by a majority vote of the Board
membership at the last meeting of each calendar year, to serve for a one -year term.
The Chair and Vice-Chair shall rotate among the Commissioners based on tenure, as
defined by total years of service. The City Council believes that experience as a Board
Member will assist those who are selected to serve as Chair or Vice-Chair, and that it is
in everyone’s best interest that candidates have experience in cycles of governing to
acclimate themselves to the jobs, tasks, and roles of the Board. In the event the years
of service are identical, tenure will be determined in alphabetical order by last name. It
is the general rule that a Board Member shall not serve as Chair more than once in the
number of years there are members. However, in the event that:
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1. a position is vacated; 2. a Commissioner is not interested in serving as an officer; or
3. there is limited tenure among the other Commissioners, then a Commissioner may be
appointed as an officer more than once in the number of years there are members.
B. The Vice-Chair shall serve as Chair in the following year and shall be appointed
as such at the last meeting of each calendar year.
C. The Chair and Vice-Chair may not succeed themselves in the same position.
However, in the event the current Chair or Vice-Chair has served less than one year,
the BCC may choose to re-elect them for an additional term.
D. The Vice-Chair shall succeed the Chair if the Chair vacates the office and shall serve
the unexpired term of the Chair. The BCC shall elect a new Vice -Chair to serve the
unexpired term of that office. Selection shall be based on seniority.
E. In the absence of the Chair and Vice-Chair at any meeting of the BCC, the member
of the BCC with the longest tenure, as defined by total years of service, shall preside
over the meeting. In the event the years of service are identical, seniority will be
determined by alphabetical order.
F. This section shall not apply to BCCs where the Staff Liaison serves as the Chair, per
the bylaws.
Chair and Vice Chair Responsibilities
The Board Chair and Vice Chair have distinct responsibilities from those of other Board
Members and must be appointed. The duties of the Chair include:
1. Ensure that consideration of items on the agenda move along without delay.
2. Ensure that petitioners, proponents, and opponents are heard.
3. Ensure that decorum is maintained at the meeting.
4. In presiding over agendized matters where the public has provided testimony
and/or raised questions, the Chair should do the following:
a. Direct questions or comments requiring a response to staff for a response.
b. If necessary, help keep Commissioners’ questions relevant to the matter
being considered by the BCC.
c. If necessary, consider calling for a brief recess if orderly conduct of the
meeting is being disrupted.
5. Announce the decision of the BCC on all subjects.
6. Ensure that each member of the BCC is provided an opportunity to completely
express their views on items of business, the Chair should see that each
Commissioner has been recognized by the Chair and given the opportunity to
provide feedback.
7. Correspond to the City Council on behalf of the BCC, provided that opinions
expressed on behalf of the BCC or City government are consistent with the
consensus of the BCC.
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In the absence of the Chair, a Vice-Chair shall possess all powers of the Chair and be
subject to all prescribed duties for that position during the meeting.
In accordance with the BCC Rules and Guidelines, staff recommend the following
action:
1. Nominate and appoint Kristen Merrit, current vice-chair, to serve as Chair for a 1-
year term January 2025-October 2025.
2. Nominate and appoint Meili Zhao, Board Member, to serve as Vice-Chair, for a 1-
year term January 2025-October 2025.
Nomination of Board Members to serve as Chair and Vice-Chair for the coming year
can be made by any of the current Commissioners in attendance at the meeting when
nominations are made.
FISCAL IMPACT:
None
ALTERNATIVE ACTION
Any other action as determined by the Public Art Review Board
Submitted by:
Craig Veramay
Assistant Library and Recreation Director