Public Art Committee

AGENDA Public Art Committee Special Meeting Monday, November 17, 2025 at 6:00 PM Happy Valley City Hall in the Rebstock Room 16000 SE Misty Drive, Happy Valley, OR 97086 Page 1. Call to Order 1.1 Roll Call 2. Communications 3. Information and Action Topic(s) 3.1 King Road Roundabout Debrief 3 - 12 King Road Roundabout Project Debrief.pdf 2024 RFQ Debrief.pdf 3.2 Tree Lighting Volunteer Planning 13 - 22 Tree-Lighting Crafts.pptx 4. Future Business 4.1 2026 Planning 23 5. Adjournment Motion to Adjourn Virtual Link: Meeting Zoom URL: https://happyvalleyor.zoom.us/j/85754786136 Meeting Zoom Dial-in: +1 253 215 8782 US (Tacoma) Webinar ID: 857 5478 6136 Virtual Attendees: If you would like to provide general comments or public testimony, please fill out this form at https://docs.happyvalleyor.gov/Forms/SpeakerRegistration no later than 12:00 PM on the meeting date. Page 1 of 23 The meeting location is accessible to people with disabilities. To request an accommodation, please contact Ivy Markesino, the Human Resources Director at (503) 886-8426 or hrinfo@happyvalleyor.gov at least 48 hours before the meeting. You may also call City Hall at (503) 783-3800 or email cityrecorderinfo@happyvalleyor.gov. Page 2 of 23  AGENDA STATEMENT Title King Road Roundabout Art Debrief Presenter(s) Kevin McGrane, Policy Analyst Explanation In October, the City of Happy Valley installed a new piece of specially-commissioned art in the roundabout in the intersection of SE King Road and SE 129th Ave. This was the second individual public art commission by the City of Happy Valley, and the City Staff will present a review of the process, what went right, what went wrong, and where it deviated from plan. This will be an opportunity for committee members to discuss what lessons to take away from this project for the next time the City of Happy Valley is involved in commissioning or otherwise acquiring public art pieces. Financial Impact None Page 3 of 23  Memorandum DATE: November 12, 2025 TO: Happy Valley Public Art Committee FROM: Kevin McGrane, Policy Analyst SUBJECT: King Road Roundabout Installation Debrief Project Overview The King Road Roundabout Project was the first time the City of Happy Valley commissioned roundabout art and it was the first time the City went through the process of bidding an art commission as part of a City-owned development. The other roundabout art pieces in Happy Valley were funded by developers, who maintained control and oversight of the selection and installation processes. In 2024, the City of Happy Valley made a nationwide request for qualifications and received 262 responses. Although the original plan was to pass all responses to the Public Art Committee to decide, the number of responses led city staff to identify 30 candidates for Public Art Committee consideration. These applications listed past work and resumes. The Art Committee selected 3 candidates from the top 30 to request specific plans from. In 2025, the Public Art Committee evaluated 4 submissions and selected Confluence by Douwe Blumberg. The proposal included a suggestion to substitute a raised cement pad to elevate and protect the piece. Discussions with the artist identified October 2025 as the target date for installation. Project Proposal A roundabout art commission was proposed to the City Council on October 19, 2021, to be commissioned by the City. There was preliminary examination into budgeting based on other art proposals in the Pacific Northwest, and a budget based on average project costs of regional projects. 1 Page 4 of 23 Budgeting The initial budgeting was informed by a survey of roundabout art projects in Oregon, California, Idaho and Washington. The total project was budgeted at $175,000, the total project cost was $176,954. Planned Step Budget Final Budget RFQ Process $ 5,500.00 $ 2,750.00 Finalist Stipends (Assume $1,500 x 5) $ 7,500.00 $ 4,500.00 Art Commission (Not to Exceed) $ 120,000.00 $120,000.00 Minor Plan Review (Planning Dept) $ 1,754.00 $ - Display Pad + Landscaping $ 29,000.00 $ 46,065.00 * Sculpture Installation Services $ 750.00 $ 3,639.00 Subtotal $ 164,504.00 $176,954.00 Contingency $ 10,496.00 $ - Total $ 175,000.00 $176,954.00 *Value based on July quote. The largest component cost was the fabrication and delivery of the art itself at $120,000. This was determined before the project was initiated and was a parameter for the design and selection. The budget excess is entirely due to the installation of the cement pedestal. This was not imagined in the initial designs, but it was a recommendation of the artist incorporated in the pitch, and an initial quote in March was equivalent to the cost of the initial vision’s landscaping estimate, around $20,000. By summer, when the timeline was refined and we went out for quotes for October work, the final price was $46,000. City staff elected to maintain the plan and maintain the timeline rather than alter the scope of work with a limited timeline for good construction weather. The project was under budget in all sections of the application and selection process, including the decision to only select three finalists, and generally lower fees for the project announcement and responses. The other area that went over budget was the installation work itself. Proposed budget only accounted for $750 installation services, which is around the mobilization fee for local crane services. Total installation day contracting for welding, crane services, and traffic control totaled $3,639. Announcement Happy Valley staff hosted the call for artists on the Call for Entry website (“CaFÉ”). Staff published the announcement through CaFÉ, Clackamas County Arts Alliance, staff 2 Page 5 of 23 emails to cultural and art groups, city media channels (e.g. Happy Valley News and social media), and art schools. These are similar channels to the ones the City uses for local art selections. Of 262 applicants, 213 (82%) heard of the Call through CaFÉ directly, and 224 (85%) said they prefer to hear about announcements through CaFÉ. Selection This area had the largest deviations from the planned process. As planned, qualifications would be evaluated by the Public Art Committee, 5 finalists would be selected and paid to create proposals for the installation. Proposals would first be reviewed by City planning and engineering staff to identify hazards or issues, then be held in a public open house to inform the Public Art Committee selection immediately afterward, which would provide a recommendation for Council’s ultimate decision. In reality, the number of qualifications received from the call resulted in staff recommending a short list of 30 applicants for consideration by the Public Art Committee. The Committee selected 3 finalists who were paid to produce proposals. The proposals were reviewed by staff to identify hazards or issues, and an abbreviated list was provided to a public meeting for the Art Committee to make a decision. The disconnect between planning and execution on this step was partly due to staff turnover and the timeliness of a selection, and was informed by generally low turnout in local open houses. Community Members did ask about taking more of a role in selection, and the open house plan could be a good opportunity to engage with residents and build local interest and trust with this kind of project. Installation Planning After selection of the artist, three online meetings were hosted with the artist, Happy Valley Public Works and Engineering staff, and one meeting was held with the welder. The first meeting outlined timelines and other considerations, including specifications for the raised cement pad and traffic control logistics. The second meeting identified a specific target date, manning, steps in the installation process, and considerations for contracting welding and crane services. The third meeting introduced the welder and talked through specific details in the installation plan. 3 Page 6 of 23 Welding and crane services were provided by Suri Iron, who the city has an existing art installation contract with. The project work space in the roundabout had strict space requirements to avoid shutting down traffic in front of the fire station, which limited the size and types of cranes that could access the space for several hours of maneuvering and welding pieces. The artist mocked up steps of the installation in his studio in Kentucky and relayed photographs and demonstrations. As the concrete pad was constructed, city staff relayed measurements and images. On the installation day, the actual process went very quickly, without safety issues or delays. Traffic was stopped briefly while moving materials into the roundabout, and while maneuvering the crane into position, but traffic flow was mostly maintained. The artist, welder and city staff all said they were very happy with the efficiency of the project. Challenges • Institutional Inexperience. This project was Happy Valley’s second new art commission, and it was largely a new process for staff and committees. • Committee Capacity. This project had a higher budget than the other Happy Valley art commission, the Veterans Memorial Eagle, and was proposed as a request for qualifications, rather than request for proposals. Consequently, this project had 4.5 times the number of applications to process, which could not reasonably be evaluated by all committee members. • Physical Constraints. Installation was physically limited because it took place in an active roadway and principal access point to emergency services and schools. • Coordination. This was part of larger roadwork projects along King Road, which affected sequencing with other ongoing projects. • Distance. The nation-wide call for artists resulted in selection of an artist based in Kentucky, which limited the ability to visit the site or consult local contractors, and which put additional pressure on a rigid timeline and precise steps in the project installation. 4 Page 7 of 23 Successes • Mission Accomplished. The piece was installed on time, as envisioned and approved by the art committee with no safety issues. • Efficiency. City staff, the artist, and the welder all commented on how smoothly the installation went. In meetings, the artist expressed concerns that there might be two days maneuvering pieces, and the artist cautioned that his staff took several hours on the trial positioning, but through rehearsals, briefing and diligent preparation, the process went quickly and safely. Shortfalls • Exceeded projected budget. This is primarily due to the cost of the cement pedestal. To mitigate in the future, Calls to Artists should establish a firm shared reality of what the surroundings will be, so new construction does not add cost variance. • Last Minute Paperwork. Permitting requirements were identified shortly before the project delivery date. This was remedied by staff and the artist quickly, but it added confusion and crunch time. There was a similar point of confusion over insurance documentation during the Veterans Memorial installation in 2024. To correct in any future art installations, the Public Art staff liaison should provide artists with a packet of required paperwork at the same time as the contract, including subcontractor requirements, and set milestones to monitor them as a project progresses. Lessons Learned • CaFÉ website recruitment was highly effective. • Service contracts should be identified and established early • Community outreach should be planned into the sequencing of art selection. Public noticing through the Happy Valley Newsletter requires the better part of a month for drafting, printing, and dissemination, so might need to incorporate social media, public posters, or community events. • Establishing the external conditions of the installation before requesting proposals might reduce cost overages. • All proposals were exactly at the allotted budget announced in the request for qualifications. Emphasizing cost as a decision factor in art selection may motivate lower bids. • Early planning and coordination made the installation process operate smoothly. 5 Page 8 of 23 KING ROAD ROUNDABOUT RFQ ENGAGEMENT & EQUITY DEBRIEF ENGAGEMENT IMPACT How did you hear about this Call to Artists? (Check all that apply) 250 213 200 150 100 50 42 13 17 3 4 1 1 0 CAFÉ City media Clackamas City Staff School Social Media Word of Other channels Arts Alliance Email Mouth How do you prefer to hear about Calls to Artists? (Check all that apply) 250 224 200 146 150 100 49 43 50 30 19 15 12 4 0 CAFÉ City Staff Community Print Media School Social Media Texting Word of Other Email Groups Mouth Page 9 of 23 APPLICANT POOL Geographic Distribution: USA Most Common Places Count % Applicant Pool California 40 15.27% Oregon 40 15.27% Washington 23 8.78% New York 21 8.02% Florida 18 6.87% Colorado 15 5.73% Applicant Type 15% 85% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% Team Individual Page 10 of 23 Demographic Response Rates (Opt-In Percentage) Demographic Participation 79% Gender 76% Race 75% Disability 73% LGBTQIA2+ 66% Race Occurrence 180 156 160 140 120 100 80 66 60 40 18 19 20 13 9 12 3 0 American Indian, Alaska Native Asian Black or African American Opt-Out Hispanic or Latino Native Hawaiian and Other Pacific Islander Race Not Listed White Race Distribution 25% 53% 22% White Alone Race Other than White Alone Opt-Out Page 11 of 23 Gender Occurrence 160 144 140 120 100 80 70 62 60 40 20 11 1 0 Female Gender Not Listed Male Non-Binary Opt-Out LGBTQIA2+ Community Disability Community 27% 34% 53% 8% 64% 13% No Yes Opt-Out No Yes Opt-Out Page 12 of 23  AGENDA STATEMENT Title Tree Lighting Volunteer Planning Presenter(s) Kevin McGrane, Policy Analyst Explanation Every year, the City of Happy Valley hosts a Tree-Lighting Event in front of City Hall. The Public Art Committee has an opportunity to lead crafts events in the Council Chambers during the event on December 7, 2025. This item is to stand in for a discussion of craft ideas and a check-in about other volunteer considerations by the Public Art Committee. Financial Impact None Page 13 of 23  Tree-Lighting Crafts Happy Valley Public Art Committee December 7, 2025 Page 14 of 23  Lessons Learned • Lessons Learned: • Art Should be Self-Contained. • Portable (small, durable, not sticky) • Pre-Make Examples. • Consider the time investment per participant. • Others? Page 15 of 23  Option 1: Ornaments Page 16 of 23  Option 1: Ornaments Been used in the past, on-theme for a tree-lighting ceremony. Coloring / blank slate Page 17 of 23 ornaments leave some room for creative freedom but may tend toward directionless – premade templates or steps may be required. Other considerations?  Option 2: Bookmarks Page 18 of 23  Option 2: Bookmarks Have been used in the past. Not thematic, but could have a thematic prompt. Page 19 of 23 Variable complexity / investment. May want a template or coloring portion for younger participants. Other considerations?  Option 3: Holiday Cards Page 20 of 23  Option 3: Holiday Cards Thematic and seasonal, highly flexible. Could provide a template or coloring portion. Can incorporate most mediums. Would be nice to get good cardstock and Page 21 of 23 appropriately sized envelopes. Other considerations?  Other Suggestions? Other Discussion? Page 22 of 23  AGENDA STATEMENT Title 2026 Planning Presenter(s) Kevin McGrane, Policy Analyst Explanation This item is a prompt for a discussion of interests in Happy Valley Public Art Planning for 2026. The Public Art Committee has been involved in planning and public outreach about designs and art opportunities focused on the Happy Valley Community Center project, but based on November’s bond vote, the committee has an opportunity to approach new projects and priorities. Staff have collected some of the interests that were discussed during Public Art Committee meetings this year, and will present those for consideration, as well as welcoming other suggestions and discussions for projects to investigate in the upcoming year. Page 23 of 23