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Item 4ECity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M April 12, 2016 To: Shana K. Yelverton, City Manager From: Cassie Tucker, Assistant to the Director of Community Services Subject: Approve the display of “Aviation in North Texas” art exhibit proposed by the Southlake Historical Society Action Requested: City Council approval of a proposal and permit from the Southlake Historical Society to host an “Aviation in North Texas” art exhibit, July 6 – August 22, 2016 in the Town Hall lobby. Background Information: The exhibit proposal features 18 panels and 2 display cases. Southlake Arts Council members and staff will be onsite on the day of installation to ensure the exhibit is appropriately displayed in the space. The number of panels may be reduced on the day of installation as appropriate. The panels present a North-Texas aviation timeline that begins in 1911 and highlights aircraft manufacturing, military, commercial and general aviation throughout the area. Aviation memorabilia would be displayed in the display cases. The artwork will not exceed 30% of the lobby floor space and will be displayed in between the pillars throughout the lobby. The exhibit would not obstruct the entrances into the lobby, Council Chambers or Municipal Court, nor will it impede the traffic flow, or the sight line between the security desk and the Council Chambers. A suggested layout of the exhibit is included in the attached proposal. The proposal meets the provisions of the Public Art Display and Performance Policy. A copy of the permit is included in your packet. The exhibit will be managed and maintained by the staff liaison to the Southlake Arts Council. The proposal requires a recommendation from the Southlake Arts Council and approval by the City Council. The Southlake Arts Council recommended approval (5-0-1) of the permit for the exhibit at their meeting on March 22, 2016. Southlake 4E - 1 Shana Yelverton, City Manager Meeting Date – April 19, 2016 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Arts Council member Tamara McMillan abstained from the vote since she is a member of the Southlake Historical Society. Financial Considerations: Approval of the exhibit will have no financial impact to the FY 2016 Public Art Budget. Strategic Link: This permit is linked to the City Council Focus Area of Partnerships and Volunteerism. The permit also addresses the corporate objectives of promoting opportunities for partnerships and volunteer involvement and enhancing the sense of community by providing excellent customer service and citizen engagement opportunities. Citizen Input/ Board Review: The permit for the exhibit complies with provisions of the Public Art Display and/or Performance Policy. Southlake Arts Council recommended approval (5-0-1) March 22, 2016 City Council consideration April 19, 2016 Legal Review: The permit form was reviewed previously with the Public Art Display and Performance Policy by the City Attorney Alternatives: Approve the proposal and permit as presented Approve the proposal and permit with modifications Decision not to approve the proposal or permit Supporting Documents: A copy of the proposal and the permit are included in your packet. Recommendation: City Council approval of a proposal and permit from the Southlake Historical Society to host an “Aviation in North Texas” art exhibit, July 6 – August 22, 2016 in the Town Hall lobby. 4E - 2 Southlake Arts Council Public Art Display and/or Performance Facility and Property Use Permit Please Note: All requests are taken on a first-come, first-served basis. Art Exhibit agreement is also required to be signed before any display or performance may occur. Extensions may be granted by staff. City Facility requested: Southlake Town Hall, 1400 Main Street, Southlake – 2nd floor main lobby ___________________________________________________________________________________ CONTACT INFORMATION Applicant: Connie Cooley, on behalf of the Southlake Historical Society Phone: 817-223-9606 Cell Phone: E-Mail Address: cecooley@verizon.net Address: PO Box #92825 City: Southlake State: TX Zip: 76092 Alternative Contact: Emily Galpin Phone Number: 817-939-1110 E-mail: galpineh@verizon.net DISPLAY or PERFORMANCE INFORMATION Requested Date(s): 1) Reception – TBD in coordination with Staff and the Southlake Historical Society. The reception will be either a kick-off event at the beginning of the exhibit, or as a wrap up event at the end of the exhibit to commemorate National Aviation Day on August 19th. 2) Exhibit – July 6 – August 22, 2016 Type of Display or Performance: 1) Reception – The reception will feature speakers and refreshments. 2) Exhibit – 18 panels illustrating a North Texas Aviation Timeline beginning in 1911 and 2 display cases. Duration of Event(s) or Performance: 1) Reception – 3-4 hours on the day of the program. 2) Exhibit – The art exhibit duration is for approximately 6 weeks. Detailed Information including a wall or floor space plan, display or performance details, including planned activities and/or any equipment/special needs required: 1) Reception -- The art gallery reception will require 100% of the lobby area in Town Hall. The reception will include a program, refreshments and entertainment. The reception will be managed and arranged the same as previously approved events. 4E - 3 Public Art Display and/or Performance Facility and Property Use Permit Page 2 2) Exhibit – See attached proposal. Organization Represented: Southlake Historical Society. Non-Profit: Yes X No ___ Is this display or performance to include a fund raiser? Yes ____ No X Note: Must provide at least 6 weeks notice and cannot be a continuous fundraising effort throughout the duration of the exhibit, but must occur in a specific event(s) Please answer the following: Does your organization maintain a Southlake Mailing address or PO Box? Yes X No ______ Do a majority of your members, including officers, reside in Southlake? Yes X No ______ Will your event cause any impact on City Staff or City resources? Yes X No ______ 4E - 4 Southlake HIstorical Society  March 9, 2016 Aviation in North Texas An exhibit for Southlake Town Hall  Page Southlake HIstorical Society  March 9, 2016 The Tarrant County Archives, under the auspices of the Tarrant County Commissioners Court, has in its possession a professionally- created, museum-quality exhibition that documents the history of aviation in North Texas; and it is available on loan. Southlake Historical Society board members and Southlake Arts Council member Terri Messing have visited the archives and have met with Tarrant County archivist Dr. Dawn Youngblood to discuss mounting the exhibit in Southlake Town Hall this summer 2016. The exhibit includes 18 full color panels. Each panel measures 3’ wide x 7’ tall x 27” in depth; the concave panels (created to simulate the inside of a plane’s fuselage) are light-weight and easily moved into place. The panels present a North Texas-aviation timeline that begins in 1911 and highlights aircraft manufacturing, military, commercial and general aviation throughout the area. Also available are approximately 50 aviation photographs, postcards and personal memorabilia currently showcased in lighted display cases at the archives. The society sees this exhibit, already rich in visuals and well- researched, as an opportunity for the city to bring to its residents and visitors a lesson on the impact of aviation on North Texas. A Starting Point The society wants to add to the exhibit Southlake’s aviation history: the stories of area pilots who moved here to be close to the DFW International Airport and helped grow the city; the remembrances of aviators who carved out a handful of small, private grass airstrips Page Southlake HIstorical Society  March 9, 2016 beginning in the 1960s; and discussions of the continuing impact the Dallas-Fort Worth International Airport and Alliance Airport have on the economic life of Southlake. Society board members have begun reaching out to residents associated with aviation for their oral histories and personal aviation mementos to be included on display in the exhibit. In addition, the society would like to present speakers and panel discussions about aviation during the exhibit. Dr. Youngblood has offered to introduce the exhibit and participate in any panel discussions. Other speakers could include past city leaders, representatives from the Dallas- Fort Worth International Airport, authors who have researched and written about the importance of aviation to our area and local residents, such as long-time resident and aviator Zena Rucker. The society would like to partner with the Southlake Library during the summer 2016 summer reading program to incorporate the exhibit and aviation-related activities for students. The society has spoken with Southlake librarian Cynthia Pﬂedderer and youth librarian Stacy Wells about such a partnership. Location of panels inside Southlake Town Hall The society recommends that panels be positioned back-to-back and placed between selected pillars inside Town Hall; this positioning will not in any way obstruct the entrances into the lobby, impede the trafﬁc ﬂow through the lobby or intrude on the entrances to council chambers or the municipal court. When two panels are placed back-to-back, they measure 4.5’ deep. Minus the 18” depth of the pillars, each set of back-to-back panels will extend approximately 1.5 feet in front of and behind the pillars. Page Southlake HIstorical Society  March 9, 2016 In this image, the circled numbers highlighted in yellow are the suggested locations and numeric ﬂow of the exhibit panels. Circle #1 — 2 panels back to back Circle #2 — 2 panels back to back Circle #3 — 4 panels back to back Circle #4 — 2 panels back to back Circle #5 — 4 panels back to back Circle #6 — 2 panels back to back Circle #7 — 2 panels back to back Circle #8 — 2 display cases Page Southlake HIstorical Society  March 9, 2016 The Panels Below are photographs of each panel in their timeline order. Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Location of display Items inside Town Hall The memorabilia items should be exhibited in four lighted and keyed display cases. The Southlake Library has such cases and is amenable to using them in the exhibit. The society recommends that two cases be placed in the lobby (highlighted circle #8 in lobby image shown above) and the two remaining cases stay in the library. Visitors would be encouraged to continue viewing the exhibit by moving downstairs to the library. There are several maps, aerial photographs and posters ready for hanging that could displayed on the walls of the library as well. Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 Page Southlake HIstorical Society  March 9, 2016 The society thinks the city has a unique opportunity. The society has presented programs in the past about the importance of aviation to Southlake, but nothing like this exhibit. Already rich with information about North Texas, this exhibit would be a starting point. We are willing to do the work to gather Southlake residents’ aviation oral histories and memorabilia which will give another dimension to the exhibit. As for what the exhibit would cost, the Tarrant County Archives has been very positive about loaning the exhibit to the city at no cost for a time period to be determined by the city. In addition, since the archives is under the auspices of the Tarrant County Commissioner’s Court, Dr. Youngblood has been very open about the possibility of the county helping with cost of transporting the panels and individual display items to and from Southlake. As a side note, the society is lucky to have the continuing support of a member of that court, Commissioner Gary Fickes, who as you may know, is the original founder of the Southlake HIstorical Society and is a lifetime member. We feel certain that Commissioner Fickes will be open to any needs the city and the society may have in making sure this exhibit is up to the expectations of city staff, city council and Southlake residents. We look forward to discussing the possibilities of this exhibit in more detail at your convenience. Thank you. Southlake Historical Society board members Connie Cooley, president Tamara McMillan, vice president programs Emily Galpin, vice president membership Bruce McGaha, vice president communications Rebecca Utley, secretary Lou Ann Heath, treasurer Anita Robeson, historian Page