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    5.    
INTERNAL OPERATIONS COMMITTEE
Meeting Date: 09/12/2022  
Subject:    Establishment of an Ad Hoc Arts Council Steering Committee
Submitted For: Monica Nino, County Administrator
Department: County Administrator  
Referral No.: IOC 22/12  
Referral Name: Arts Council Steering Committee Formation
Presenter: Lara DeLaney, Sr. Deputy CAO Contact: Monica Carlisle (925) 655-2040
Information
Referral History:
The Arts and Culture Commission of Contra Costa County (also known as AC5) was established in 1994 to advise the Board of Supervisors in matters and issues relevant to arts and culture; to advance the arts in a way that promoted communication, education, appreciation, and collaboration throughout Contra Costa County; to preserve, celebrate, and share the arts and culture of the many diverse ethnic groups who live in Contra Costa County; to create partnerships with business and government; and to increase communications and understanding between all citizens through art. Most importantly, the mission of the Commission was to promote arts and culture as a vital element in the quality of life for all citizens of Contra Costa County.

While AC5’s work was instrumental in the development and support of numerous vital arts and culture programs and initiatives over the years, the organizational structure was ultimately deemed not as constructive to the mission as a public-private partnership Arts Council could be.

On March 29, 2022, the Board of Supervisors dissolved the Arts and Culture Commission and directed County Administration staff to procure or establish a nonprofit public-private partnership Arts Council for the county, to serve as the county’s State-Local Partner (SLP) with the California Arts Council (CAC).

On May 3, 2022, County Administration staff issued Request for Qualifications (RFQ) #2205-564 seeking a qualified organization or individual to provide project management and public engagement facilitation services for the purpose of developing a Request for Proposals (RFP) to procure a nonprofit organization to be the designated public-private partner Arts Council for the county. Two responses to RFQ #2205-564 were received by the deadline of Friday, May 27, 2022. A Review Panel consisting of CAO staff and Arts Council representatives from northern California conducted interviews with the respondents. After extensive deliberation and careful consideration by the Review Panel, the Panel recommended the County not award the contract to either of the respondents. Instead, the Review Panel recommended the County revise and release a subsequent RFQ.

On July 29, 2022, County Administration staff issued RFQ #2207-578 seeking a qualified organization to provide project management and community engagement facilitation services for the purposes of conducting a robust and inclusive arts and cultural planning process, leading to the creation of a new Arts & Cultural Master Plan for the county, and working with County Administration staff to develop a Request for Proposals (RFP) for the selection or establishment of a public-private partner Arts Council for the county. A copy of RFQ #2207-578 is included as an attachment. By the deadline of August 22, 2022, two responses to RFQ #2207-578 were received. The Review Panel conducted interviews with the two respondents on August 29, 2022 and recommended that Arts Orange County be awarded the $75,000 contract.

On August 2, 2022, the Board of Supervisors referred to the Internal Operations Committee the establishment of an Ad Hoc Arts Council Steering Committee.
Referral Update:
Staff recommends that the role of the Ad Hoc Arts Council Steering Committee be to guide the arts and cultural planning efforts through an inclusive community engagement process; provide input and collaboration with County staff and the consultant on the Arts Council procurement or establishment process; ensure diversity, equity, and inclusion throughout the process and outcomes; and listen to the community.

Staff also recommends that the Ad Hoc Steering Committee consist of up to 7 members who represent the geographic and demographic diversity of the county and include representatives from the following sectors:
  • Former Contra Costa Arts & Culture Commissioners and/or Managing Directors
  • Representatives of County departments with interest in arts and culture
  • Members of local arts and culture commissions/committees/foundations
  • Artists and representatives of local arts and culture organizations
  • Municipalities and Chambers of Commerce leaders
  • School District Representatives and leaders of education
  • Black, Indigenous and People of Color

A draft recruitment flyer for members of the Ad Hoc Arts Council Steering Committee is included in the attachments.

Staff recommends recruiting members for the Ad Hoc Steering Committee by distributing the digital flyer (in both English and Spanish) to local artists and arts and cultural organizations, through the communication networks and social media platforms maintained by the County Office of Communication and Media, via Board of Supervisors’ newsletters, and other relevant outreach mailing lists and social media platforms maintained by County staff.

Staff recommends either of the following recruitment schedules to appoint members to the Ad Hoc Arts Council Steering Committee:

2-Week Application Period:
September 16: Issue press release and conduct outreach
September 30: Application Deadline
October 10: Internal Operations Committee Meeting Interviews
October 18: BOS consideration of IOC nominations and establishment of Ad Hoc Steering Committee

3-Week Application Period:
September 13: Issue press release and conduct outreach
October 4: Application Deadline
October 10: Internal Operations Committee Meeting Interviews
October 18: BOS consideration of IOC nominations and establishment of Ad Hoc Steering Committee

After its formation, the Ad Hoc Arts Council Steering Committee will meet monthly with the consultant and County staff to receive reports on the public engagement and arts/cultural planning progress and provide input and guidance. Meetings held by the Ad Hoc Arts Council Steering Committee will be facilitated by the consultant with support from County staff and are subject to public meeting rules governed by the Brown Act and Better Governance Ordinance. The Ad Hoc Arts Council Steering Committee will be dissolved once an organization is established as the Arts Council for the county.
Recommendation(s)/Next Step(s):
RECOMMEND to the Board of Supervisors the establishment of an Ad Hoc Arts Council Steering Committee; RECOMMEND to the Board of Supervisors the membership composition of the Ad Hoc Arts Council Steering Committee; and PROVIDE directions to staff regarding the recruitment process for appointing members to the Ad Hoc Arts Council Steering Committee.
Fiscal Impact (if any):
No fiscal impact.
Attachments
Attachment 1 - RFQ 2207-578 Cultural Planning and Arts Council Project Manager
Attachment 2 - Steering Committee Recruitment Flyer_Draft_Updated
Measure-X-Recommendation-Exhibit 7 Arts Council
Public Comment_Jenny Balisle_9-9-22

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