Title
Recommendation to Approve Art in Public Places Fund Expenditures for AGR26 27, Including Previously Expended and Contracted Costs for the Public Art Archive Web Based Solution
Recommended Action
I move that the Art in Public Places Board recommend that the County Council approve $12,708.33 in previously expended Art in Public Places Funds related to AGR21-13 and June 2026 services and authorize the full $39,180 plus applicable Gross Receipts Tax for Agreement AGR26-27 with Creative West.
Body
A special meeting is being convened to address an expenditure authorization oversight affecting both the prior Public Art Archive contract (AGR2113) and the newly executed contract (AGR26-27). During a recent review, staff confirmed that $12,500 in Art in Public Places Funds was expended under AGR2113 between June 1, 2021 and May 31, 2026 without Council approval, and an additional $208.33 was expended in June 2026 for services provided between contracts. These past expenditures now require Council approval.
The Public Art Archive is the County’s centralized digital platform used to catalogue, manage, and publicly share information on the County’s public art collection. It supports internal asset management, long-term stewardship, and public transparency by maintaining artwork records, images, and location data.
In addition, staff determined that AGR26-27 was executed before obtaining the required authorization from APPB and Council to use APP funds. Approval of the full AGR26-27 contract amount of $39,180 plus applicable Gross Receipts Tax should have occurred prior to execution. Creative West has submitted its $2,500 Year 1 invoice, which must be paid within the contract’s 30-day terms. Because this payment deadline falls before APPB’s next regular meeting, a special meeting is necessary to allow APPB to make a timely recommendation to Council to approve both the previously expended funds and the full AGR26-27 contract amount.
Attachments
A - AGR26-27 Creative West
B - AGR21-13 Creative West