On the agenda: Saratoga meeting — facial recognition (Sep 18)

SARATOGA
PUBLIC ART COMMISSION
September 18, 2023
6:30 P.M. REGULAR MEETING
Saratoga City Hall, Linda Callon Conference Room · 13777 Fruitvale Avenue, Saratoga CA 95070
Public Participation Information
In accordance with Saratoga City Council’s Remote Public Participation Policy, the public may
participate in person or via the Zoom platform using the information below.
In Person:
• Saratoga City Hall, Linda Callon Conference Room · 13777 Fruitvale Avenue, Saratoga CA
95070
Zoom:
• Webinar URL: https://us02web.zoom.us/j/86239971131
• Webinar ID: 862 3997 1131
• Call In: 1.408.638.0968 or 1.669.900.6833 (enter the Webinar ID provided above when
prompted)
Written Communications
Comments can be submitted in writing at www.saratoga.ca.us/publicart. Written communications
received prior to the end of the comment period will be provided to the Commission and included
in the agenda packet and/or supplemental meeting materials.
Public Comment
Members of the public may comment on any item for up to three (3) minutes. The amount of time
for public comment may be reduced. Public Comment will begin with speakers attending in person
first followed by those attending via Zoom.
CALL TO ORDER
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Public Art Commission for up to three (3) minutes on
matters not on the Agenda. The law generally prohibits the Commission from discussing or taking
action on such items. However, the Commission may schedule the item for discussion at a future
meeting.

Saratoga Public Art Commission Agenda – September 18, 2023
Page 1 of 3

AGENDA ITEMS:
1. Public Art Commission Minutes
Recommended Action:
Review and approve the minutes from the July 17, 2023, meeting.
Minutes
2. Selection of Chair and Vice Chair
Recommended Action:
Select Chair and Vice Chair for 2023-2024.
Staff Memo
3. Paint the City
Recommended Action:
Discuss status of program implementation.
4. #SaratogaROCKS
Recommended Action:
Discuss opportunities to host #SaratogaROCKS activities at upcoming community events.
Discuss opportunities for Commissioners to deliver rock painting kits to local organizations.
5. Saratoga Loves Poetry
Recommended Action:
Discuss program and submissions.
6. Future Agenda items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular meeting is on November 20,
2023, at 6:30 p.m. at Saratoga City Hall in the Linda Callon Conference Room.
Agenda Planner
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, & COMPLIANCE
WITH AMERICANS WITH DISABILITIES ACT
I, Leslie Arroyo, Assistant City Manager for the City of Saratoga, declare that the foregoing agenda for the meeting
of the Public Art Commission was posted and available for review on September 14, 2023, at the City of Saratoga,
13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us
Signed this 14th day of September 2023 at Saratoga, California.
Leslie Arroyo, Assistant City Manager
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the
Commission by City staff in connection with this agenda, copies of materials distributed to the Commission
concurrently with the posting of the agenda, and materials distributed to the Commission by staff after the
posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California.
In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance
to participate in this meeting, please contact the City Clerk at [email protected] or calling 408.868.1216 as

Saratoga Public Art Commission Agenda – September 18, 2023
Page 2 of 3

soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to
provide as much accessibility as possible while also maintaining public safety. [28 CFR 35.102-35.104 ADA title II]

Saratoga Public Art Commission Agenda – September 18, 2023
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MINUTES
SARATOGA PUBLIC ART COMMISSION
REGULAR MEETING
JULY 18, 2023

In accordance with Saratoga City Council’s Remote Public Participation Policy, the public
was allowed to participate in the meeting in person or via the Zoom platform using access
information provided on the agenda.
CALL TO ORDER
Chair Ramya Vasu remotely called the meeting to order at 6:32 p.m.
Chair Vasu confirmed that she could hear staff and commissioners clearly via Zoom. Chair
Vasu confirmed the meeting was posted at her location within 72 hours of the meeting and
that it was accessible to the public. Chair Vasu confirmed there was no member of the public
at her location who wished to participate in the public comment portion of the meeting.
City consultant Crystal Bothelio confirmed that all commissioners could hear Chair Vasu and
commissioners in person also confirmed, based on voice and facial recognition, that the
person representing Chair Vasu was representing themselves.
All votes during this meeting were taken by roll call.
ROLL CALL
Present:
Absent:
Also Present:

Chair Ramya Vasu, Vice Chair Gloria Wu, Commissioner James Cai
Sohini Kar, Siana Smith
Crystal Bothelio, Leslie Arroyo

ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Emilie Zhang asked about when the Paint the City program start and ends.
Chair Vasu requested Crystal Bothelio provide a response. Bothelio stated that the City is
still working through the State approval process with Caltrans and indicated there isn’t a
timeframe. Chair Vasu indicated possibly in August or after that.
AGENDA ITEMS:
1. Public Art Commission Minutes
Recommended Action:
Review and approve the minutes from the May 22, 2023, meeting.
Saratoga Public Art Commission Minutes – July 17, 2023
Page 1 of 3

3

CAI/WU MOVED TO APPROVE THE MINUTES FROM THE MAY 22, 2023, MEETING.
MOTION PASSED. AYES: VASU, WU, CAI. NOES: NONE. ABSTAIN: NONE. ABSENT: KAR,
SMITH.
2. Public Art Commission March 20, 2023, Notes
Recommended Action:
Receive staff notes for the March 20, 2023, unofficial meeting that was canceled due
to lack of a quorum.
NO DISCUSSION AND NO ACTION TAKEN.
3. Saratoga Loves Poetry Recommendation
Recommended Action:
Receive and accept recommendation on the 2023 Saratoga Loves Poetry Program.
Chair Ramya Vasu proposed following the overall outline of the 2022 Saratoga Loves
Poetry Program for 2023 and allowing the subcommittee to work with staff on some
of the finer program details, such as methods for displaying winning poems and
announcing contest winners.
VASU/WU MOVED TO RECEIVE AND ACCEPT RECOMMENDATION ON THE 2023
SARATOGA LOVES POETRY PROGRAM. MOTION PASSED. AYES: VASU, WU, CAI.
NOES: NONE. ABSTAIN: NONE. ABSENT: KAR, SMITH.
4. #SaratogaROCKS
Recommended Action:
Discuss participation in the Saratoga Summer Movie Night on June 16 and
opportunities to host #SaratogaROCKS activities at upcoming community events.
Upcoming events include: Saratoga Summer Movie Nights (July 21 and August 18)
and State of the City (September 9). Discuss opportunities for Commissioners to
deliver rock painting kits to local organizations.
Commission Smith attended Summer Movie Night on June 16 but was not
present to provide an update to the group.
Commissioners Vasu, Wu, Cai cannot attend Summer Movie Night in July. Chair Vasu
may be able to attend August Summer Movie Night and is planning on attending the
September 9 State of the City event. Staff will follow up with an email to
Commissioners about the State of the City logistics. Commissioners also stated they
will not host a table at the car show.
5. Future Agenda items
Recommended Action:
Saratoga Public Art Commission Minutes – July 17, 2023
Page 2 of 3

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Consider agenda items for upcoming meetings. The next regular meeting is on
September 18, 2023, at 6:30 p.m. at Saratoga City Hall in the Linda Callon Conference
Room.
The Commission reviewed the agenda planner and Chair Vasu requested a future
agenda item on Saratoga Loves Poetry for September and November meetings.
Consultant Bothelio reminded Commissioners to spread the word about upcoming
commission vacancies and current recruitment.

ADJOURNMENT
VASU/CAI MOVED TO ADJOURN THE MEETING AT 6:53 P.M. MOTION PASSED. AYES: VASU,
WU, CAI. NOES: NONE. ABSTAIN: NONE. ABSENT: KAR, SMITH.
Minutes respectfully submitted:
Leslie Arroyo, Assistant City Manager
City of Saratoga

Saratoga Public Art Commission Minutes – July 17, 2023
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CITY OF SARATOGA
Memorandum
To: Public Art Commission
From: Leslie Arroyo, Assistant City Manager
Date: September 18, 2023
Subject: Selection of Chair and Vice Chair

Each Commission elects a Chair and Vice Chair to serve a twelve-month term. No
person may serve as Chair or Vice Chair of the same Commission more than once
during a single term on the Commission. Consequently, the following Commissioners
not eligible for reappointment as either Chair of Vice Chair. The new Chair and Vice
Chair will assume their duties following the September 18, 2023, regular meeting.
Ineligible to Serve as Chair:
• Ramya Vasu
•

Siana Smith

Ineligible to Serve as Vice Chair:
• Gloria Wu
The Chair acts as the presiding officer at all meetings. In the absence of the Chair, the
Vice Chair presides for that meeting. In the absence of both, the members select a
temporary presiding officer for that meeting until the Chair arrives.
The following is a list of the Chair’s responsibilities:
• Call meeting to order
•

Call for the vote, restate all motions submitted for vote, and announce
decision

•

Decide questions of order (pursuant to the City of Saratoga’s Rules of
Parliamentary Procedure)

6

•

Lead meeting and preserve order

•

Represent the Commission at meetings when authorized by a majority of the
Commission (or when requested by the City Council as long as the Chair notes
that the views expressed are personal)

•

Work with staff assigned to the Commission to create meeting agendas

•

Determine whether Commissioner absences are excused or unexcused

The Chair and staff should be in contact prior to each regularly scheduled meeting
to review and discuss the agenda. If a personality conflict arises between individual
Commissioners, it is the Chair’s responsibility to try to mediate and resolve the
problem. If the conflict cannot be resolved, the Chair should approach the Director
of the City Department staffing the Commission to discuss possible strategies to
address the issue.
In regards absences, if a Commissioner is absent without permission of the Chair (or
in the case of the Chair, permission from the Mayor) from three regular Commission
meetings within a 12-month period, the Commissioner’s position becomes vacant
and is filled as any other vacancy. A Commissioner removed from their position in
this manner may request that the vacancy be excused by filing a letter with the City
Clerk within 30 days of the effective date of the vacancy. It should be noted in the
minutes if a Commissioner’s absence is excused.

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City of Saratoga
Public Art Commission
MEMBERSHIP
NAME
James Cai
Ramya Vasu, Chair
Siana Smith
Gloria Wu, Vice Chair

TERM END
9/30/2023
9/30/2024
9/30/2025
9/30/2026

Staff:
Leslie Arroyo, Assistant City Manager | 408.868.1269 | [email protected]

AGENDA PLANNER

The Commission holds regular meetings on the 3rd Monday of odd-numbered months at
6:30 p.m. Regular meetings may be rescheduled or canceled. Additionally, schedule special
meetings may be scheduled as needed.
MEETING
January 23, 2023

March 20, 2023

March 27 2023

May 22, 2023

AGENDA ITEMS
• Minutes
• Montalvo Arts Center Collaboration: Discuss
mutual areas of interest for collaboration between
City and Montalvo. If possible, develop
recommendation for Council.
•
•
•
•
•
•
•

• Fiscal Year 2023/24 Work Plan
• Chalk Art OR #SaratogaROCKS
• Future Agenda Items
Commission Work Plan Study Session
6:00 p.m. – 9:00 p.m.
• 7:45 p.m. Public Art Commission
• Minutes
• Paint the City: Art Recommendations to Council
•

July 17, 2023

Fiscal Year 2023/24 Work Plan
Committee Assignments
Committee Updates
Chalk Art OR #SaratogaROCKS
Future Agenda Items
Minutes
Paint the City: Make Top 3 Selections at each
location for public voting.

Fiscal Year 2023/24 Work Plan

• Chalk Art OR #SaratogaROCKS
• Future Agenda Items
Minutes

8

September 18, 2023

November 20, 2023

January 15, 2024

March 18, 2024

May 20, 2024

Saratoga Love Poetry
#SaratogaROCKS
Future Agenda Items
• Minutes
• Selection of Chair and Vice Chair
• Paint the City: Locations and Overall Program
• #SaratogaROCKS
• Saratoga Loves Poetry
• Future Agenda Items
• Minutes
• Fiscal Year 2024/25 Work Plan
• #SaratogaROCKS
• Saratoga Loves Poetry
• Future Agenda Items
• Minutes
• Fiscal Year 2024/25 Work Plan
• Artwork Exhibit Opportunities
• Paint the City: Top 3 Selections
• #SaratogaROCKS
• Future Agenda Items
• Minutes
• Projection Art
• Paint the City: Artwork Recommendation
• #SaratogaROCKS
• Future Agenda Items
• Minutes
• #SaratogaROCKS
• Future Agenda Items

Public Art Commission Agenda Planner – September 2023
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FISCAL YEAR 2023/24 WORK PLAN
Approved March 27, 2023
1. Projection Art
Explore opportunities for projection art and return to City Council with a proposal for
consideration, including possible themes, locations, community participation, frequency,
and timing. For example, students could be invited to submit artwork (written, visual,
and/or performing) to be projected at night in the City.
Committee Members:
•

Sohini Kar

•

Gloria Wu

Implementation Timeline:
•

June – August 2023: Display of recent art submissions (Saratoga Loves Poetry, Online
Art Challenge, Paint the City, #SaratogaROCKS) at Saratoga Summer Movie Night
events.

•

January – March 2024: Subcommittee to develop a recommendation

•

March 18, 2024: Commission consideration of committee recommendation

•

April 2024: City Council consideration/approval of Commission recommendation, if
needed

2. Artwork Exhibit Opportunities
Identify non-traditional exhibit locations in the City where there is an opportunity to
temporarily display artwork at or in public spaces, including spaces
managed/maintained by community partners. For example, locations could include City
buildings and properties, Saratoga Library, schools, or West Valley College. Ask staff to
assess feasibility of displaying artwork at those locations. Present proposal for exhibit,
including art selection and locations. Artwork that is displayed could be developed
through other work plan items, such as projection art or the online art challenge, or
through collaboration with community partners. With Council’s approval, implement
proposed plan and seek Council authorization prior to placement of any artwork
proposed for City property.
Committee Members:
•

Siana Smith

•

Gloria Wu

Implementation Timeline:
•

July - December 2023: Subcommittee to develop recommended artwork exhibit
opportunities

•

January 15, 2024: Commission consideration of committee recommendation
Public Art Commission Agenda Planner – September 2023
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•

February
2024:
City
Council
recommendation, if needed

consideration/approval

of

Commission

3. Saratoga Loves Poetry
Invite students at schools located in Saratoga to submit original poetry for the chance
to win a prize, to be showcased in a variety of ways, such as through City online
communication channels, through a temporary display, requesting publication in local
newspapers, and/or at special events and activities, including as part of other work plan
efforts, such as projection art. Explore options to collaborate with Saratoga Library as
part of their annual contest or a new contest. In addition or as an alternative, consider
options to include residents of all ages in 1 contest per year.
Committee Members:
•

Ramya Vasu

Implementation Timeline:
•

May - July 2023: Subcommittee to develop a recommended program

•

July 17, 2023: Commission consideration of committee recommendation

•

August – September 2023: Outreach, registration, and submittal period for student
contest

•

October 2023: Selection of student contest winners

•

November – December 2023: Announcement of winners and showcase of poems

4. Paint the City
Continue the Paint the City utility box painting program starting in fall/winter 2022 and
consider the addition of non-City owned utility boxes. Once locations are identified and
authorized by the City Council, residents age 10 and older would be invited to submit
conceptual artwork for utility box locations. The Public Art Commission would then
review conceptual artwork and select up to 3 options per location. The top 3 selections
would be posted online for public voting where residents can engage in the process by
selecting their favorite conceptual design per location. After the close of voting, the
Commission would make a recommendation on artwork to the City Council. Selected
artists receive a stipend of $600.
Committee Members:
•

James Cai

•

Ramya Vasu

Implementation Timeline:
•

July – September 2023: Subcommittee to develop a recommended program

•

September 18, 2023: Commission consideration of committee recommendation

•

November 2023: Council consideration of Commission recommendation

•

December 2023 – January 2024: Application period
Public Art Commission Agenda Planner – September 2023
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•

January 2024: Subcommittee to develop recommended Top 3 selections for each
location

•

January 15, 2024: Commission consideration of committee recommendation

•

January – February 2024: Public voting

•

March 18, 2024: Results of public voting and Commission recommendation on final
artwork

•

April 2024: City Council consideration/approval of Commission recommendation

•

April – May 2024: Utility box painting completed

5. #SaratogaROCKS
Continue to encourage participation in the City of Saratoga’s #SaratogaROCKS program,
which provides free rock painting kits to community members, and explore ways to
enhance the program, increase participation, and make more appealing to community
members. Conduct strategic outreach, such as providing kits to local retirement
communities or hosting rock painting at local events. Document use of kits through
photos or video.
Implementation:
At every regular meeting, discuss opportunities for Commissioners to attend upcoming
community events and host #SaratogaROCKS or delivery rock painting kits to local
organizations.

Public Art Commission Agenda Planner – September 2023
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COMMISSION RESPONSIBILITIES & DUTIES
Resolution No. 21-047
I.

STRUCTURE
A. Membership. The Public Art Commission of the City of Saratoga shall consist of five
members appointed by the City Council. Members are required to meet qualifications
identified in City Code Section 2-12.020. The first five Commissioners appointed will
be exempted from City Code Section 2-12.020(a)(3).
B. Term of Office, Vacancies and Removal, Officers. The term of office, vacancies and
removals, and officers of members of the Commission shall be as set forth in the City
Code Section 2-12.020 except that the terms of four Commissioners initially
appointed to the Commission shall be partial terms of one, two, and three years to
ensure that the Commission terms are staggered in accordance with City Code 212.030(c).

II.

ADMINISTRATION
A. Meetings. The Public Art Commission shall hold regular meetings every other month.
The date and time of these meetings shall be approved by vote of the Commission.
B. Rules of Procedure. The Commission shall in all respects comply with the
requirements for City Commissions as set forth in the City Code and City Council
policies.
C. Compensation. Members of the Commission shall serve without compensation.
When in accord with current City policy and when arranged in advance with the City
Manager, actual and necessary expenses incurred by Commission members acting in
their official capacity shall be reimbursed by the City.
D. Records. The staff liaison of the Commission shall keep a record of all proceedings,
deliberations, findings, determinations, and recommendations of the Commission.
These records shall be available to the public, and copies shall be filed with the City
Clerk.
E. Staff Support. Staff support required by the Commission shall be provided consistent
with City budget authorizations.

III.

RESPONSIBILITIES & DUTIES
1. The Commission shall provide counsel and recommendations on public art policies,
budgets, plans, and procedures to the Saratoga City Council.
2. As directed by the City Council, evaluate and assess public art projects or programs
and perform such other activities as may be directed by the Saratoga City Council.
3. The Commission shall maintain communications with the City Council and City staff
on public art-related matters.
4. Provide support and/or advice on events or programs related to City public art.
5. Maintain awareness and knowledge of public art trends and principles.
Public Art Commission Agenda Planner – September 2023
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