2018-03-06 SLAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
March 1, 2018
TO: Southlake Arts Council
FROM: Cassie Tucker, Assistant to the Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Arts Council meeting
– Tuesday, March 6, 2018
The meeting will be held on Tuesday, March 6, at Southlake Town Hall in Room 3A
(3rd Floor). If you are not able to attend this meeting, please notify staff at 817.748.8184
or lcarpenter@ci.southlake.tx.us.
REGULAR AGENDA:
1. Agenda Item No. 1. Call To Order
2. Agenda Item No. 2 Public Forum
This is the public's opportunity to address the Arts Council about non-agenda items.
During Public Forum, the Arts Council will not discuss or take action on any item
brought up at this time.
3. Agenda Item No. 3 Consider
A. Approval of the minutes from the January 23, 2018 Southlake Arts Council
meeting – Please make any corrections to the minutes part of the motion for
consideration.
B. Approve permit for Carroll Independent School District (CISD) art exhibit April
27-29, 2018 in Southlake Town Hall -- The purpose of this item is to receive
Arts Council’s approval of a permit to hold the annual CISD art exhibit in
Town Hall April 27–29, 2018 in conjunction with Art in the Square. The event
is sponsored by CISD in partnership with the City of Southlake Public Library.
Your packet memo contains details of the request and a copy of the permit for
your review.
4. Agenda Item No. 4 Discussion
A. APEX Events Update – This item will allow the Arts Council to review past
APEX events, including Strokes of Art in the Square and to continue planning
upcoming APEX events. No packet documents.
B. Southlake 2035 Public Arts Master Plan – This is a standing item on the
agenda for the Arts Council to continue their review and recommendations for
the 2035 Public Arts Master Plan. This meeting will include a review of
Southlake Arts Council
Meeting Date – March 6, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
proposed recommendations. Art Consultant John Kinkade will be in
attendance. No packet documents.
5. For Your Information – Attendance Report – A copy of the Southlake Arts Council
attendance report is included in your packet.
We appreciate your commitment and service to the City.
CT
STAFF CONTACT INFORMATION:
Telephone – (817) 748-8019 Facsimile – (817) 748-8027
1400 Main Street, Ste. 210, Southlake, Texas 76092
Chris Tribble, Director of Community Services (817) 748-8021; ctribble@ci.southlake.tx.us
Cassie Tucker, Assistant to the Director; ctucker@ci.southlake.tx.us
Linda Carpenter-Elgin, Secretary, (817) 748-8184; lcarpenter@ci.southlake.tx.us
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE ARTS COUNCIL
Tuesday, March 6, 2018
Location: Southlake Town Hall
3rd Floor Room TH3A
1400 Main Street
Southlake, Texas
Time: 6:00 p.m.
Regular Agenda:
1. Call to Order
2. Public Forum
(This is the Public’s opportunity to address Southlake Arts Council about non-agenda items.
During Public Forum, Southlake Arts Council will not discuss, consider or take action on any
items presented. Southlake Arts Council respectfully asks anyone speaking during Public
Forum to limit remarks to three minutes or less.)
3. Consider
A. Approval of the minutes from the January 23, 2018 Southlake Arts Council meeting
B. Approve permit for Carroll Independent School District (CISD) art exhibit April 27-29,
2018 in Southlake Town Hall
4. Discussion
A. APEX Events Update
B. Southlake 2035 Public Arts Master Plan
5. Adjournment
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street,
Southlake, Texas, on Friday, March 2, 2018 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government
Code.
Carol Ann Borges, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in
advance at 817.748.8016 reasonable accommodations will be made to assist
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE ARTS COUNCIL MEETING, JANUARY 23, 2018
LOCATION: Southlake Town Hall
3rd Floor Room 3D
1400 Main Street
Southlake, Texas
TIME: 6:00 p.m.
SOUTHLAKE ARTS COUNCIL PRESENT: Chair Leslie Bartlett, Vice Chair Miriam
Murray, Secretary Jesika Cook; and Southlake Arts Council members Heather
Engelhardt, Tamara McMillan, Mimi Tran (arrived late) and Simon Rurka (Alt #1)
SOUTHLAKE ARTS COUNCIL ABSENT: Terri Messing
STAFF PRESENT: Assistant to the Director and board liaison Cassie Tucker
REGULAR SESSION
1. CALL TO ORDER
Southlake Arts Council Chairman Leslie Bartlett called the meeting to order at
6:01 p.m.
2. PUBLIC FORUM
Chair Leslie Bartlett opened the Public Forum at 6:01 p.m. There being no one
wishing to address the Arts Council, Chair Bartlett closed the Public Forum.
3. CONSIDER AGENDA
3A. APPROVAL OF THE MINUTES FROM THE DECEMBER 12, 2017
SOUTHLAKE ARTS COUNCIL MEETING
Minor corrections to the December 12, 2017 minutes were presented.
APPROVED
A motion was made to approve the minutes of the December 12, 2017 Southlake
Arts Council meeting with corrections.
Motion: Cook
Second: Murray
Ayes: Bartlett, Cook, Engelhardt, McMillan, Murray, Tran
Nays: None
Abstain: Rurka
3A - 1
Minutes of the January 23, 2018 Southlake Arts Council Meeting
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Vote: 6-0-1
3B. RECOMMEND FINALIST FOR CALL TO ARTISTS FOR WHITE CHAPEL AND
HIGHLAND STREET ROUNDABOUT
Assistant to the Director and board liaison Cassie Tucker presented Item 3B and
answered questions from the Arts Council.
Arts Council reviewed submittals from the Call to Artist and selected three artists
to provide art concepts for review and recommendation.
APPROVED
A motion was made for artists Seth Vandable, Janice Hart Melito and Michael
McLaughlin to provide final concepts for the art piece for the White Chapel and
Highland Street roundabout.
Motion: Murray
Second: Rurka
Ayes: Bartlett, Cook, Engelhardt, McMillan, Murray, Tran, Rurka
Nays: None
Abstain: None
Vote: 7-0
4. DISCUSSION
4A. APEX EVENTS UPDATE – TASTE OF APEX AND STROKES OF ART IN THE
SQUARE
In Arts Council and APEX representative Terri Messing’s absence, Assistant to
the Director and board liaison Cassie Tucker presented the update about Taste
of Apex and Strokes of Art in the Square reception and answered questions.
4B. SOUTHLAKE 2035 PUBLIC ART MASTER PLAN
Assistant to the Director and board liaison Cassie Tucker presented Item 4B and
answered questions from the Arts Council.
The Arts Council continued their review and recommendations of the Arts Master
Plan and concentrated on future art programs and partnerships.
Members brainstormed ways to expand cultural programs and community
organization partnerships, and offered suggestions including, enhanced theatre
offerings, dinner theatre, Shakespeare in the Park type event, art films, outdoor
musical attraction, dance, meet the artist event, art tour, culinary event such as a
restaurant chef showdown, painting contest, student/emerging artists art gallery
3A - 2
Minutes of the January 23, 2018 Southlake Arts Council Meeting
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
exhibit, pottery event, swing band, art gallery exhibit, barn dance, farm-to-table
event, Art in the Square history, WWI draft/registration collage, kite festival,
Japanese drummers, Dragon dance, repeat SSFI art show,
foreign/documentary/short films, community wide variety show, and high school
seniors art portfolio shows.
Arts Council may continue their discussion of the 2035 Master Plan and discuss
short and long term vision ideas at their next meeting.
5. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 7:51 p.m.
Motion: Tran
Second: Cook
Ayes: Bartlett, Cook, Engelhardt, McMillan, Murray, Tran, Rurka
Nays: None
Abstain: Rurka
Vote: 7-0
Attest:
Leslie Bartlett, Chair Community Services Department
A digital audio recording of this meeting is available in the Office of the City Secretary.
NOTE: Six (6) of the regular seven (7) members of the Southlake Arts Council were present for
this meeting. Alternate #1, Simon Rurka, participated in the absence of regular Arts Council
member Terri Messing. An Alternate may sit as a regular member in the event of an absence of
one or more regular members per Ordinance No. 908, Section 2.
3A - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
March 3, 2018
To: Southlake Arts Council
From: Cassie Tucker, Assistant to the Director
Subject: Approve permit for Carroll Independent School District (CISD) art exhibit
April 27 – 29, 2018 in Southlake Town Hall
Action
Requested: Southlake Arts Council recommendation to approve a permit to
display CISD artworks in Southlake Town Hall April 27-29, 2018
Background
Information: CISD artwork exhibits have been approved for display in Town Hall
for the annual Art in the Square festival since 2011.
The display permit for the 2018 CISD artwork exhibit was submitted
by the Southlake Public Library for an exhibit in Town Hall to
feature over 200 art pieces selected by CISD art teachers from
grades K-12 art classes. The exhibit will consist of both floor and
wall displays. Freestanding, portable floor panels will be used to
display the art pieces in the main Town Hall lobby and in the
courtroom lobby area. The display area in the Town Hall main lobby
area will not exceed 30% of the floor space. Artwork will also be
displayed in 3rd floor training rooms A & B in combination wall and
floor displays.
Just as in previous years, the CISD art exhibit will coincide with the
concluding dates of the Strokes of Art in the Square exhibit. The
simultaneous exhibits in Town Hall lobby do not create a space
conflict since the CISD art pieces are mounted on floor panel units
and the other exhibit will be hung on the lobby walls.
The CISD exhibit will be managed and maintained by City of
Southlake Library staff and CISD art teachers who will monitor the
displays during the Art in the Square event. Coordination of set up
and tear down of the artwork will be handled by City staff. The
exhibition is not a fundraising event, but is held concurrently with
Art in the Square.
3B - 1
Southlake Arts Council
Meeting Date – March 6, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The permit meets the provisions of the Public Art Display and
Performance Policy. A copy of the permit is attached for your
review.
Financial
Considerations: Approval of the CISD Art Exhibit Permit in Town Hall requires no
additional funding. CISD is not paid for display or associated costs
related to delivery and pick up of art pieces.
Strategic Link: This permit is linked to the City Council Focus Area of Partnerships
and Volunteerism. The permit also addresses the corporate
objectives of providing 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 and reception complies with provisions of
the Public Art Display and Performance Policy.
Legal Review: The permit form was reviewed previously with the Public Art
Display and Performance Policy by the City Attorney
Alternatives: Approve the permit as presented
Approve the permit with modifications
Decision not to approve the permit
Supporting
Documents: Public Art Display Permit
Recommendation: Southlake Arts Council recommendation to approve a permit to
display CISD artworks in Southlake Town Hall April 27-29, 2018
3B - 2
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: Town Hall – 2nd floor main lobby, 2nd floor courtroom lobby, 3rd floor
training rooms A & B
___________________________________________________________________________________
CONTACT INFORMATION
Person Responsible: Cynthia Pfledderer, on behalf of Southlake Public Library and CISD Art
Department
Phone: 817.748.8246
Cell Phone: 817.685.8100 E-Mail Address: cpfledderer@ci.southlake.tx.us
Address: 1400 Main Street # 420 City: Southlake State: TX Zip: 76092
Alternative Contact:
Phone Number: E-mail:
DISPLAY or PERFORMANCE INFORMATION
Requested Date: April 27-29, 2018, concurrently with Art in the Square weekend
This request will be concurrent with the exhibit, Strokes of Art in the Square, Feb 18 - April 29, 2018, in
the Town Hall lobby. Both exhibits were displayed simultaneously in previous years and have not created
a space conflict.
Type of Display or performance: CISD student artwork exhibit
Duration of the event or performance: 3 days, April 27 – April 29, 2018 (set up 4/27; tear down 4/29)
Detailed Information including a plan of needed wall or floor space about the display or
performance, including planned activities or any equipment/special needs: The CISD exhibit will
include over 200 hundred artworks, selected by art teachers from students grades K-12 participating in
Carroll School District art classes. The exhibit will consist of both floor and wall displays. CISD artwork will
be displayed on freestanding floor panels in the Town Hall lobby, not to exceed 30% of the floor space
area. Additional floor displays will be placed in the 2nd floor courtroom lobby and in the 3rd floor training
rooms A&B in combination wall and floor displays. The exhibit will be managed and maintained by City of
Southlake Library staff with CISD art teachers who will monitor the displays during the Art in the Square
event. Proposed exhibit schedule (hours of operation) will be determined closer to the event date. The
exhibit is sponsored by the Southlake Public Library and CISD Art Department.
3B - 3
Organization Represented: Southlake Public Library and CISD Art Department
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 ______
3B - 4
1 Leslie Bartlett a 0 100%2 2018 74%
2 Mini Tran a 0 100%2
3 Jesika Cook a 0 100%2
4 Terri Messing r 0 0%0
5 Heather Engelhardt a 0 100%2
6 Miriam Murray a 0 100%2
7 Tamara McMillan a 0 100%2
Alt 1 Simon Rurka a 0
88%0%a In attendance
Total Hrs Per Month 2 0 2 r Not in attendance, no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*Meeting Canceled due to no quorum
Change in Representative
Southlake Arts Council Attendance Report
Place Name 1/23/18 2/27/18 3/27/18 4/24/18 5/22/18 6/26/18 7/24/183/6/18 8/28/18 9/25/18 10/23/18 Individual
Attendance Rate
Hrs To
Date Average Monthly
Attendance Rate
Meeting Attendance Rate
(includes substitutions)
11/27/18 12/25/18
Packet Insert - Arts Council Attendance Report