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COUNTY OF SAN MATEOInter-Departmental Correspondence |
County Manager's Office |
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DATE: |
January 2, 2002 |
BOARD MEETING DATE: |
January 15, 2002 |
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TO: |
Honorable Board of Supervisors |
FROM: |
John L. Maltbie, County Manager |
SUBJECT: |
Countywide Arts Services |
Recommendation |
1. |
Adopt a Resolution creating the San Mateo County Arts Commission; |
2. |
Adopt a Resolution authorizing the President of the Board to execute a two-year agreement with ARTshare of San Mateo County in the amount of $110,000 to provide arts-related services Countywide; and |
3. |
Appoint a member of the Board of Supervisors as a liaison to the Arts Commission; |
4. |
Approve an Appropriation Transfer Request (ATR) in the amount of $10,000 from Memberships and Contributions' Reserves to Services and Supplies to cover the cost of an Arts Strategic/Cultural Plan. |
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Background |
During the County's Budget Hearings in June 2001, your Board requested a review of how best to provide arts services to the residents, arts organizations and artists in the County. A Board subcommittee comprised of Supervisors Nevin and Hill was formed in early August. The subcommittee held several meetings including one with the Arts Council and one with ARTshare. After these initial meetings it was determined that a Request for Proposal (RFP) should be distributed to all arts organizations, including city arts commissions. |
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In October 2001, the RFP was sent to over 150 arts organizations. The large distribution served two purposes to: 1) solicit responses and 2) inform the arts community about the County's desire to improve the promotion of the arts in the County. |
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In addition to sending out the RFP, the subcommittee directed staff to review how other Bay Area and surrounding counties provide services to their residents. The County received survey responses from the following counties: Alameda, Marin, Contra Costa, San Francisco, Santa Clara and Santa Cruz. Most (four) of these counties have their own arts commissions, with two of them also providing funding to non-profit arts organization(s). Most of the counties provide the following programs/services: arts in education; communication; grants for artists and arts organizations; public arts; beautification projects; technical assistance; special events; meetings with other arts commissions/organizations; and exhibitions. Santa Cruz County appeared to be the most service oriented arts commission since it held an annual meeting with residents as well as regular meetings with arts organizations. Santa Cruz County also has a partnership with a non-profit arts organization that provides direct services to the residents of that county. |
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Discussion |
Based on a thorough review of the two viable responses received from the Arts Council and ARTshare, it is recommended that the County contract with ARTshare to provide direct arts services to the residents, artists and arts organizations in the County. In addition it is recommended that a County Arts Commission be created to serve in an advisory capacity to the Board of Supervisors, work closely with ARTshare to ensure contract compliance as well as meet with arts organizations to promote the arts. |
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A summary of the County's Arts Commission and ARTshare's organization and responsibilities are as follows: |
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Arts Commission |
The County's Arts Commission will be comprised of five members appointed by the Board of Supervisors. The Environmental Services Agency will staff the Commission. Each member will be: required to reside in the supervisorial district appointed to; appointed to a term of four years coinciding with the appointing Supervisor's term of office; and limited to three consecutive full terms of office |
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The County's Arts Commission will serve in an advisory capacity to the Board of Supervisors; promote the arts in San Mateo County; oversee the process for preparing and updating the County's Arts Strategic/Cultural Plan; meet with arts organizations to ensure collaboration and coordination relating to cultural and arts activities in the County; and work closely with the County's contract arts partner (ARTshare). This will include reviewing the arts partner's performance to ensure compliance with the terms of the agreement between the County and the arts partner and will report back to the Board of Supervisors. The Commission will also review the arts partner's annual application for state funds prior to the submission to the California Arts Council (CAC). |
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ARTshare |
ARTshare, a non-profit arts organization, was selected since its proposal for the future of the arts in San Mateo County is in alignment with the County's goals to increase the level of arts visibility, bring arts organizations together, conduct a countywide arts festival and enhance fund raising capabilities to support the arts throughout the County. ARTshare was organized in 1992. It became an official non-profit (501)(c )(3) agency in 1998. The major services that ARTshare currently provides include technical support to arts organizations, including "How to Form a Civic Cultural Commission" and advocacy. It currently has 25 Board members representing various arts organizations from throughout the County as well as individuals interested in the arts. A brief listing of some of ARTshare's representation is as follows: Coastal Arts League, Half Moon Bay; Sanchez Art Center, Pacifica; Individual, EPA; South San Francisco Cultural Arts Commission; Redwood City Cultural Arts Commission; Menlo Park Arts Commission; Performing Arts For Youth Society; and City Arts of San Mateo. As indicated in its proposal, "ARTshare is a collaboration by its very make-up of representatives from city arts commissions and major arts organizations. It offers leadership in promoting cooperation in planning, programming, and policy development, and encourages cultural participation by the diverse populations of the County, including those currently under-served." |
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ARTshare wishes to increase its scope of responsibility by becoming the County's designated local arts partner, making it eligible to apply annually for state funds through the CAC's State Local Partnership Program. ARTshare will work to meet the state's requirements prior to the state's May application due date. In order for ARTshare to continue to receive County funds in FY 2002-03, it will have to meet the CAC requirements. |
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If awarded a contract, ARTshare will provide direct services to the residents, arts organizations and artists in the County. It is committed to strengthening the arts community by promoting, supporting and encouraging all areas of the arts. ARTshare will provide the following services: |
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Work closely with the County's Arts Commission including providing assistance in the development and update of the County's Arts Strategic/Cultural Plan; |
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Collaborate with other arts organizations (i.e., hold an annual meeting with arts organizations); |
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Maintain an arts website (to include monthly arts calendar, ARTshare history and Board of Directors information and listing of major arts organizations in the County); |
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Prepare and disseminate a monthly arts calendar and newsletter via the Internet and distribute to newspapers, libraries, arts organization, cities, County and Convention & Visitors Bureau; |
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Maintain the Hall of Justice Gallery with works of arts from the diverse community; |
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Coordinate an annual countywide festival; |
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Serve as a liaison between artists, arts organizations in the community and the public; |
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Perform fund raising activities to support arts in education, grants for artists, outreach, visual and performing arts programs; |
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Serve in an advisory capacity, provide assistance in all areas of the arts, and administer programs and projects when requested by the Board of Supervisors and/or the County Arts Commission; |
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Continue to provide technical assistance and advocacy to arts organizations; |
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Promote the arts in San Mateo County; and |
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Make recommendations to the Arts Commission regarding the distribution of funds for the arts. |
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ARTshare's commitment to the arts, willingness to work in partnership with the County's Arts Commission and its ability to effectively communicate its mission and goals to the community will be of great benefit as it becomes the County's new arts partner. The subcommittee strongly believes that ARTshare will be able to provide excellent arts services to the residents of the County. |
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Fiscal Impact |
The two-year contract with ARTshare will not exceed $110,000. The first payment in the amount of $27,500 will be made this fiscal year; second and third payments totaling $55,000 will be made in FY 2002-03; and the fourth payment in the amount of $27,500 will be made in FY 2003-04. Funds are included in the Memberships and Contributions Budget. |
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An amount of $10,000 is requested to be transferred from the Memberships and Contributions' Reserves account to Services and Supplies to be used for a Countywide Arts Strategic/Cultural Plan. The planning and development process will involve reviewing existing arts materials (since both ARTshare and the Arts Council have begun some work on their own plans), holding work sessions with the County's Arts Commission and ARTshare, meeting with key stakeholders as well as the community and preparing the final report. The CAC requires all of its local partners to have a cultural plan in place so funding for this project is essential since ARTshare will be required to indicate that the County has a plan. The County's Arts Commission and ARTshare will be requested to contact CAC to ensure that the County' plan meets its requirements. |
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The Environmental Services Agency will provide existing staff to attend and support the County's Arts Commission meetings. Expenses for the Arts Commission are anticipated to be minimal. The Environmental Services Agency Director will monitor the costs and make a budgetary recommendation during the County's internal budget meetings for inclusion in the FY 2002-03 Recommended Budget and final approval by your Board. Ongoing costs are not anticipated to exceed $10,000. |
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County Counsel has reviewed resolutions and agreement as to form and content. |
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cc: Marcia Raines, Director, Environmental Services Agency |
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Exhibit A |
1. |
General Description of RFP |
The RFP required respondents to effectively promote, support and encourage all areas of the arts throughout the County. |
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2. |
List key evaluation criteria |
a. |
Completeness of proposal |
b. |
Ability to meet scope of work requirements |
c. |
Experience working effectively with the arts community/standing in the community |
d. |
Cost |
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3. |
Where advertised |
No advertisement since County had a comprehensive list of arts organizations |
4. |
In addition to any advertisement, list others to whom RFP was sent |
All known arts organizations in the community and city managers |
5. |
Total number sent to prospective proposers |
150 |
6. |
Number of proposals received |
3 |
7. |
Who evaluated the proposals |
Representatives from the County Manager's Office and Board of Supervisors |
8. |
In alphabetical order, names of proposers (or finalists, if applicable) and location |
1) |
ARTshare, Belmont |
2) |
Arts Council, Belmont |
3) |
West Bay Music Academy, Redwood City |