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2018-08-28 SLAC PacketCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M August 22, 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, August 28, 2018 This meeting will be held in Town Hall, 3rd Floor, Room 3D, at 6:00 p.m. If you are not able to attend this meeting, please notify staff at 817.748.8184 or lcarpenter@ci.southlake.tx.us. 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 this proceeding the Arts Council will not discuss or take action on any item brought up at this time. 3. Agenda Item 3A. Consent: Approve the minutes from the June 26, 2018 Southlake Arts Council meeting – Please make any corrections to the minutes part of the motion. 4. Agenda Item No. 4A and 4B. Consider: Recommendation on renewal of Community Services Agreement with APEX Arts League and Arts Council Northe ast for the term October 1, 2018 – September 30, 2021 – The purpose of these items is to make recommendations on the renewal of the Community Services Agreements with APEX Arts League and Arts Council Northeast for another three (3) year t erm to expire September 30, 2021. The agreements with APEX and Arts Council Northeast mirror their previous agreements with the exception of changing the reporting requirement to an annual report instead of a quarterly report, and including clarifications regarding the use of The Marq Southlake. The Arts Council Northeast Agreement also includes a change from requiring eight (8) events to a minimum of six (6) and a maximum of ten (10). The actual number of events will depend on scheduling and market pricing. The funding and all other service provisions are the same as previous agreements. Copies of the proposed agreements are included in your packet. 5. Agenda Item No. 4C. Consider: Approval of the permits for the FY2019 Art Gallery Exhibits and Receptions – The purpose of this item is to approve permit requests allowing art gallery receptions and exhibits to be held in Town Hall Lobby. Approval is needed for the FY2019 art gallery events: Southlake Arts Council Meeting Date – August 4, 2015 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Art in the Square (Feb 2019) Summer Historical Society Exhibit (July 2019) Annual Fall Art Exhibit (Sept 2019) A copy of each permit and the Public Art and Display policy is included in your packet. 6. Agenda Item No. 4D. Consider: Recommendation on CP18 -0004, Ordinance No. 1199, adopting the City of Southlake Public Arts Master Plan, an element of the Southlake 2035 Comprehensive Plan – Southlake Arts Council will review recommendations to the 2035 Public Arts Master Plan by topic areas: Public Art Collection, Projects, Programs and Partnerships, Staffing, Funding, and Ordinance and Policy, and make a recommendation to City Council. A copy of the proposed Public Arts Master Plan is included in your packet. 7. Agenda Item No. 4E. Consider: Approval of the Call to Artists for an art piece to b e installed in a roundabout at the intersection of Tower Blvd. and Zena Rucker Rd. -- Southlake Arts Council will review the proposed Call to Artists for an art piece to be installed in the City’s 7th roundabout at the intersection of Zena Rucker Rd. and Tower Blvd. A copy of the proposed Call to Artist is included in your packet. 8. Agenda Item No. 4F. Consider: Approval of art pieces to be displaced in Town Hall for the Fall Art Gallery Exhibit – This is the Arts Council’s opportunity to review art submittals and select pieces to be displayed in the Town Hall Lobby for the annual Fall Art Gallery Exhibit in September 2018. Artists’ submittals will be presented at the meeting. No packet documents. 9. Agenda Item No. 5A. Discussion: Staff Report – This item is for staff to provide an update about projects within the City. The APEX Arts League 3rd Quarter Report and the Fall 2018 Apex Presents schedule is also included in your packet. 10. For Your Information – Attendance Report – A copy of the Southlake Arts Council attendance log is included in your packet. We appreciate your commitment and service to the City. CHT STAFF CONTACT INFORMATION: Telephone – (817) 748-8019 1400 Main Street, Ste. 210, Southlake, Texas 76092 Cassie Tucker, Assistant to Director of Community Services, (817) 748-8036; ctucker@ci.southlake.tx.us Linda Carpenter-Elgin, Administrative Secretary, (817) 748-8184; lcarpenter@ci.southlake.tx.us City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork SOUTHLAKE ARTS COUNCIL MEETING, JUNE 26, 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, Secretary Jesika Cook; and Southlake Arts Council members Heather Engelhardt, Tamara McMillan SOUTHLAKE ARTS COUNCIL ABSENT: Mimi Tran, Terri Messing and Vice Chair Miriam Murray 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 6:03 p.m. 2. PUBLIC FORUM Chair Leslie Bartlett opened the Public Forum at 6:03 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 MAY 22,, 2018 SOUTHLAKE ARTS COUNCIL MEETING APPROVED A motion was made to approve the minutes of the May 22, 2018 Southlake Arts Council meeting. Motion: McMillan Second: Cook Ayes: Bartlett, Cook, Engelhardt, McMillan Nays: None Abstain: None Vote: 4-0 3A -1 Minutes of the June 26, 2018 Southlake Arts Council Meeting Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4. DISCUSSION 4A. SEPTEMBER 2018 ART GALLERY EVENT The Arts Council finalized plans for the September 23, 2018 (5:00-6:30pm) art gallery event. Art pieces will be hung in Town Hall lobby two weeks in advance of the reception on September 7, 2018 to draw attention to the exhibit and to help publicize the art gallery event. 4B. PUBLIC ARTS MASTER PLAN RECOMMENDATIONS Assistant to the Director of Community Services and liaison to Southlake Arts Council Cassie Tucker reviewed recommendations of the 2035 Public Arts Master Plan for Arts Council input. Included in the recommendations to edit are: McPherson Park Add language to prioritize the large iconic art piece and add multiple smaller pieces as cost allows Carillon Park Add language to add interactive art that draws people, and consider functional art such as pathways, benches or pieces that promote a healthy lifestyle The proposed Arts Master Plan will tentatively be presented for public input at a SPIN meeting and to the Planning & Zoning Commission in August, followed by presentation to City Council at the August 21st Work Session. The Arts Council’s formal recommendation will be made at the August 28th meeting. City Council will consider approval of the ordinance September 18 (1st Reading) and October 2 (2nd Reading and Public Hearing). Arts Council members brainstormed ideas for a logo for the 2035 Public Arts Master Plan document and favored a star or musical note icon. 5. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 6:34 p.m. Motion: Cook Second: Engelhardt Ayes: Bartlett, Cook, Engelhardt, McMillan Nays: None Abstain: None Vote: 4-0 3A -2 Minutes of the June 26, 2018 Southlake Arts Council Meeting Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Attest: Leslie Bartlett, Chair Community Services Department A digital audio recording of this meeting is available in the Office of the City Secretary. 3A -3 3A -4 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M August 21, 2018 TO: Southlake Arts Council FROM: Cassie Tucker, Assistant to the Director SUBJECT: Recommendation on renewal of Community Services Agreement with APEX Arts League for the term October 1, 2018 – September 30, 2021 ___________________________________________________________ Action Requested: Southlake Arts Council recommendation on the renewal of the Community Services Agreement with APEX Arts League for the term October 1, 2018 – September 30, 2021. . Background Information: The City works with non-profit community organizations such as APEX to provide important social, educational, economic and cultural programs and services to Southlake citizens and businesses. Having a Community Services Agreement in place allows for these services to be provided without the City having to fund additional personnel and capital investments, as well as the ongoing administrative and operational expenses that would be required to provide these services to the community. The renewal agreement with APEX is for a three year period, October 1, 2018 - September 30, 2021. APEX will schedule twelve (12) professional programs or events featuring local talent at minimal or no cost to the public between October 1st and September annually, during the term of the agreement. Other community services to be provided or promoted by APEX include at least three (3) educational programs in the arts for all ages and at least three (3) programs or events with a community arts component including, but not limited to, the display of public art. The proposed agreement mirrors their previous agreement with the exception of the following changes:  Require annual reporting instead of quarterly reports, mirroring the reporting structure for other Community Services Agreements. 4A - 1 Southlake Arts Council Meeting Date – August 28, 2018 Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork  Address use of the City facilities at The Marq Southlake. APEX will be able to utilize The Marq Southlake for up to four (4) events, in partnership with the City of Southlake. Additional request for reservations at The Marq Southlake shall follow current reservation procedures and fee schedule as outlined in the City’s Fee Schedule.  Incorporate the payment increase from $5,000 to $6,000. The base payment was increased by $1,000 in FY16 through the budget process. The increase allowed for programming enhancements when Legends Hall and Aria at The Marq Southlake opened. In consideration for the services rendered by APEX on behalf of Southlake citizens, the City agrees to an annual payment of $6,000 to APEX which will be dispersed by November 1st of each year. In addition, $3,000 will be budgeted annually in the Public Art Fund for cultural arts programming. Final payment amount is subject to City Council authorization. A copy of the Community Services Agreement, detailing the organization’s scope of services and the City’s obligations , and highlighting the proposed changes is attached. Financial Considerations: Funding for the Community Services Agreement is included in the proposed FY 2019 annual budget, and will also be included in subsequent budget proposals for FY 2020 and FY 2021 as required by the term of the agreement. Strategic Link: This item is linked to the City’s Strategy Map through the following strategic objectives: promote opportunities for partnerships and volunteer involvement and collaborate with select partners to implement service solutions. Citizen Input/ Board Review: APEX has reviewed the proposed agreement and been notified of the board and city council approval process. Southlake Arts Council recommendation August 28, 2018 4A - 2 Southlake Arts Council Meeting Date – August 28, 2018 Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork City Council consideration September 18, 2018 Legal Review: The Agreement was modeled after the standard Community Services Agreement utilized by the City and reviewed by the City Attorney. Alternatives: Alternatives may include the following:  Arts Council recommendation to approve the Community Services Agreement as presented  Arts Council recommendation to approve the Community Services Agreement with input as desired.  Arts Council recommendation not to renew the proposed Community Services Agreement Supporting Documents:  Proposed APEX Community Services Agreement  Current APEX Community Services Agreement (October 1, 2015 – September 30, 2018) Staff Recommendation: Southlake Arts Council recommendation to approve the renewal of the Community Services Agreement with APEX Arts League for the term October 1, 2018 – September 30, 2021. 4A - 3 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND APEX ARTS LEAGUE STATE OF TEXAS § § COUNTY OF TARRANT § THIS AGREEMENT is entered into by and between the City of Southlake, Texas, a home rule municipal corporation located in Tarrant County and Denton County, Texas, acting by and through its duly authorized Mayor (hereinafter referred to as “City”), APEX Arts League, a non-profit corporation of Texas, acting by and through its duly authorized Chairman (hereinafter referred to as “AAL”), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of AAL is to enhance appreciation and participation in music and dance, as well as literary, visual and theatrical arts in our region and to forward efforts of creating a regional arts center, a home for community arts, a stage for professional performances and an educational and civic center for all; and WHEREAS, City and AAL desire to enter into a Renewal Agreement whereby AAL will continue to provide for the creation of a regional focal point, enhance community awareness and appreciation, and promote education instruction for all ages for the arts, a meeting facility for civic and community groups, create a home for area arts groups, and provide a venue for all performing and visual arts in the region. NOW, THEREFORE, City and AAL, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. AAL shall provide the services as outlined in the attached Appendix, Section A. B. City shall provide services as outlined in the attached Appendix, Section A. 4A - 4 Community Services Agreement with Apex Arts League Page 2 of 8 SECTION 2 CITY AND AAL STAFF CONTACTS AAL and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A. SECTION 3 GOVERNANCE AAL shall be solely governed by its board of directors, who shall meet in accordance with the bylaws and articles of incorporation. The time, date, place and agenda of these board meetings shall be the responsibility of the AAL board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the AAL and their promotion of the arts rather than provide such service, City agrees to an annual payment to be paid to AAL in the amount of $6,000 to be dispersed annually on November 1 of each year. In addition, $3,000 will be budgeted annually in the Public Art Fund for cultural arts programming. Final payment and budget allocations are subject to City Council authorization. Payment by the City shall be applied by AAL as described in the attached Appendix, Section A. SECTION 5 REPORTING A. AAL shall generate and provide to Cassie Tucker, Assistant to the Director of Community Services of the City, annual reports regarding the performance measures outlined in the attached Appendix, Section B. B. The City shall have the right to review the books and records kept incident to the services provided by AAL to the City. SECTION 6 INSURANCE AND INDEMNIFICATION AAL AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR PROPERTY DAMAGE OR LOSS AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING, WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF ATTORNEYS, EXPERT WITNESSES AND OTHER CONSULTANTS), ARISING OUT OF OR IN CONNECTION WITH, DIRECTLY 4A - 5 Community Services Agreement with Apex Arts League Page 3 of 8 OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF APEX, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. APEX SHALL NOT BE REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND EMPLOYEES FOR ANY DAMAGES OR LIABILITY FOUND BY A COURT TO HAVE ARISEN FROM THE NEGLIGENT ACT OR OMISSION OF THE CITY, ITS OFFICERS, AGENTS OR EMPLOYEES, EXCEPT TO THE EXTENT OF ANY APPLICABLE INSURANCE COVERAGES. SECTION 7 INDEPENDENT CONTRACTOR In performing the services hereunder, AAL is acting as an independent contractor, and shall not be deemed an employee, agent or partner of the City. City shall have no power to direct or supervise its activities in carrying out its responsibilities under this Agreement. Neither party shall have the authority to make binding representations or agreements on behalf of the other. SECTION 8 TERM OF AGREEMENT AND REVIEW OF PERFORMANCE A. The term of this Agreement shall be for a period beginning October 1, 2018 and ending September 30, 2021. B. At the end of the term, the City will undertake an annual review of the performance based upon performance and quality measures outlined in the attached Appendix, Section B. C. Notwithstanding any provision herein to the contrary, either party may terminate this Agreement upon 30 days written notice to the other. Upon termination, or if AAL ceases to provide services under this Agreement, AAL shall return to the City any unexpended funds paid pursuant to this Agreement. SECTION 9 NO WAIVER OF GOVERNMENTAL IMMUNITY Notwithstanding any provision of this Agreement to the contrary, nothing contained in this Agreement shall be construed to limit or waive any governmental or sovereign immunity of the City, or any immunity applicable to its officers, agents, servants or employees. To the extent there may be a waiver of immunity under state law, the remedies available to enforce this Agreement are limited to mandamus, specific performance or injunctive relief. All other remedies, including suits for damages and recovery of attorney’s fees are specifically waived by both parties. 4A - 6 Community Services Agreement with Apex Arts League Page 4 of 8 SECTION 10 CITY OF SOUTHLAKE – STRATEGIC LINK The City has adopted a Strategic Management System to improve the organization’s ability to define and execute its strategy. Effective strategic management systems provide the mechanism to link the mission, strategy, department goals, citizen perceptions, and service delivery efforts in a continuous feedback loop. AAL, its mission and the services outlined in the attached Appendix, link to the City’s strategy through the following strategic objectives:  Promote opportunities for partnerships and volunteer involvement  Collaborate with select partners to implement service solutions SECTION 11 CITY OF SOUTHLAKE VALUES The City has adopted values that are the fundamental principles that guide how officials, staff, and employees of the City conduct themselves in pursuit of the mission and vision. All business conducted with the City shall adhere to the City's organizational values as described below:  Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times.  Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery.  Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first.  Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance.  Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Section 11 are goals to which City officials, staff and employees are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate City official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. 4A - 7 Community Services Agreement with Apex Arts League Page 5 of 8 SECTON 12 MISCELLANEOUS This Agreement sets forth all the agreements between the parties and no modification shall be effective unless reduced to writing and signed by the part to be changed therewith. This document may be executed in duplicate originals. IN WITNESS WHEREOF the City and AAL have executed this Agreement as of this _______day of ____________________, 201__. CITY OF SOUTHLAKE _________________________ Mayor, City of Southlake ATTEST: Carol Ann Borges, TRMC City Secretary APEX Arts League _________________________ Chairman, APEX Arts League Approved as to form and legality: City Attorney 4A - 8 Community Services Agreement with Apex Arts League Page 6 of 8 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND APEX ARTS LEAGUE APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, AAL shall provide the following services: 1. AAL staff contact person to serve as a liaison between AAL and the City: a. Name: Terri Messing b. Title: President c. Phone: 817.251.4300 d. Email Address: terrimessing@verizon.net 2. Enhance the arts in the community and will work toward establishing a home for the arts. 3. Schedule twelve (12) high quality professional programs or events featuring local talent at minimal or no cost to the public between October 1 and September 30 annually, during the term of the agreement; 4. Provide and promote at least three (3) educational programs in the arts for all ages. 5. Provide and promote at least three (3) programs or events with a community arts component including, but not limited to, the display of public art. B. In addition to payment described in Section 4 of this Agreement, City shall: 1. Provide a staff contact person to serve as a liaison between City and AAL. The City liaison shall be apprised by AAL of all AAL board meetings. AAL shall forward a copy of the agenda for each meeting prior to any scheduled meetings, and the City liaison may participate with the AAL board at all scheduled meetings. a. Name: Cassie Tucker b. Title: Assistant to the Director of Community Services c. Phone: 817.748.8036 d. Email Address: ctucker@ci.southlake.tx.us 4A - 9 Community Services Agreement with Apex Arts League Page 7 of 8 2. Provide a presence on www.CityofSouthlake.com which is limited to: a. One information page which includes organization name, mission, contact information and link to organization website; and 3. Consider posting information contained in press releases on www.MySouthlakeNews.com and/or www.CityofSouthlake.com. Any and all information in such press releases will be subject to review and possible revision prior to posting. 4. Publish in the quarterly editions of the Southlake Scene organization information to include organization name, mission, contact information and link to organization website. 5. Provide access to the City’s logo for use by AAL. Such use is subject to review and approval by the Community Relations Coordinator. 6. Provide at no cost to AAL in accordance with current policies and guidelines, the use of City facilities, excluding The Marq Southlake, for events and meetings directly related to AAL business. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. 7. Provide to AAL in accordance with current policies, guidelines and reservation fee schedule, for the use of City facilities at The Mar q Southlake. Requests for reservations at The Marq Southlake shall follow current reservation procedures and fee schedule as outlined in the City’s Fee Schedule. 8. AAL may partner with the City to utilize The Marq, waving the reservation fee, under the following guidelines:  Up to four (4) programs or events may be hosted at The Marq Southlake. An event or a program is considered as a 1-day event, not to exceed 8 hours  Programs or events may not be hosted on peak weekends, Friday evenings or as a full Saturday event  For preferred date, events should be booked six (6) months in advance  Events must be in partnership with the City of Southlake, and must be open to the public  APEX may sell tickets-retaining all ticket proceeds--to directly offset the cost of the event or program, but may not utilize the event or program as a fundraiser  A post-event/program report detailing expenses, revenue, and attendance must be submitted to the APEX liaison within 30 business days of the event 4A - 10 Community Services Agreement with Apex Arts League Page 8 of 8 SECTION B PERFORMANCE AND QUALITY MEASURES In evaluating AAL performance pursuant to Section 8 of this Agreement, the City will determine whether AAL has met the following performance measures: A. The AAL organization will track attendance at programs/events they provide throughout the year and provide that information to city staff at the end of each calendar year. B. AAL will provide an assessment of value that their program created in the community for the period of the contract at the end of each calendar year. C. AAL will track attendance and participation in the creative arts educational programming it provides the community and will provide that information to city staff at the end of the calendar quarter. D. AAL will track attendance and participation in the programs/events it provides the community with a community arts program and will provide that information to city staff at the end of each calendar year. 4A - 11 4 A - 1 2 4 A - 1 3 4 A - 1 4 4 A - 1 5 4 A - 1 6 4 A - 1 7 4 A - 1 8 4 A - 1 9 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M August 21, 2018 TO: Southlake Arts Council FROM: Cassie Tucker, Assistant to the Director SUBJECT: Recommendation on renewal of Community Services Agreement with Arts Council Northeast for the term October 1, 2018 – September 30, 2021 ___________________________________________________________ Action Requested: Southlake Arts Council recommendation on the renewal of the Community Services Agreement with Arts Council Northeast for the term October 1, 2018 – September 30, 2021. . Background Information: The City works with non-profit community organizations such as Arts Council Northeast to provide important social, educational, economic and cultural programs and services to Southlake citizens and businesses. Having a Community Services Agreement in place allows for these services to be provided without the City having to fund additional personnel and capital investments, as well as the ongoing administrative and operational expenses that would be required to provide these services to the community. The renewal agreement with Arts Council Northeast is for a three year period, October 1, 2018 – September 30, 2021. Arts Council Northeast will provide a minimum of six (6) and a maximum (10) concert events free to the public for the term of the agreement. Actual number of concerts will be dependent upon schedule requests and market pricing. Proposed events include, but are not limited to, the Annual Southlake MasterWorks Music Series in Town Square. Community Services staff will work with Arts Council Northeast to develop the proposed performances. The proposed agreement mirrors their previous agreement with the exception of the following changes:  Change number of concerts from eight (8) to “A minimum of six (6) and a maximum of ten (10) events.” This change gives staff the flexibility to 4B - 1 Southlake Arts Council Meeting Date – August 28, 2018 Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork coordinate with Arts Council North East in providing events that are high quality and fit the summer schedule. By including a range, fewer, higher quality concerts may be provided in lieu of more frequent concerts. The actual number of concerts will be dependent upon schedule and market pricing.  Require annual reporting instead of quarterly reports, mirroring the reporting structure for other Community Services Agreements.  Address use of the City facilities at The Marq Southlake. Arts Council Northeast will be able to continue to utilize Aria at The Marq Southlake for Master Works concerts. Additional request for reservations at The Marq Southlake shall follow current reservation procedures and fee schedule as outlined in the City’s Fee Schedule. In consideration for the services rendered by Arts Council Northeast on behalf of Southlake citizens, the City agrees to an annual payment of $22,000 to Arts Council Northeast which will be dispersed by November 1st of each year. Final payment amount is subject to City Council authorization. A copy of the Community Services Agreement, detailing the organization’s scope of services and the City’s obligations, and highlighting the proposed changes is attached. Financial Considerations: Funding for the Community Services Agreement is included in the proposed FY 2019 annual budget, and will also be included in subsequent budget proposals for FY 2020 and FY 2021 as required by the term of the agreement. Strategic Link: This item is linked to the City’s Strategy Map through the following strategic objectives: promote opportunities for partnerships and volunteer involvement and collaborate with select partners to implement service solutions. Citizen Input/ Board Review: Arts Council Northeast has reviewed the proposed agreement and been notified of the board and city council approval process. 4B - 2 Southlake Arts Council Meeting Date – August 28, 2018 Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Arts Council recommendation August 28, 2018 City Council consideration September 18, 2018 Legal Review: The Agreement was modeled after the standard Community Services Agreement utilized by the City and reviewed by the City Attorney. Alternatives: Alternatives may include the following:  Arts Council recommendation to approve the Community Services Agreement as presented  Arts Council recommendation to approve the Community Services Agreement with input as desired.  Arts Council recommendation not to renew the proposed Community Services Agreement Supporting Documents:  Proposed Arts Council Northeast Community Services Agreement  Current Arts Council Northeast Community Services Agreement (October 1, 2015 – September 30, 2018) Staff Recommendation: Southlake Arts Council recommendation to approve the renewal of the Community Services Agreement with Arts Council Northeast for the term October 1, 2018 – September 30, 2021. 4B - 3 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND ARTS COUNCIL NORTHEAST STATE OF TEXAS § § COUNTY OF TARRANT § THIS AGREEMENT is entered into by and between the City of Southlake, Texas, a home rule municipal corporation located in Tarrant County and Denton County, Texas, acting by and through its duly authorized Mayor (hereinafter referred to as “City”), and the Arts Council Northeast, a non-profit corporation of Texas, acting by and through its duly authorized Executive Director (hereinafter referred to as “ARTS COUNCIL NORTHEAST”), an organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code. WHEREAS, the mission of ARTS COUNCIL NORTHEAST is to encourage, support and facilitate artistic cultural opportunities within the communities of North Tarrant County; and WHEREAS, City and ARTS COUNCIL NORTHEAST desire to enter into a Renewal Agreement whereby ARTS COUNCIL NORTHEAST will continue to provide assistance for art related projects and programs, youth summer art programs, art classes, citizen access to the arts, community cultural events, and educational programs while also offering free concerts and concert scheduling; NOW, THEREFORE, City and ARTS COUNCIL NORTHEAST, in consideration of the mutual undertakings hereunder set forth, do hereby covenant and agree as follows: SECTION 1 SCOPE OF SERVICES A. ARTS COUNCIL NORTHEAST shall provide the services as outlined in the attached Appendix, Section A. B. City shall provide services as outlined in the attached Appendix, Section A. SECTION 2 CITY AND ARTS COUNCIL NORTHEAST STAFF CONTACTS ARTS COUNCIL NORTHEAST and the City shall both provide staff liaisons as outlined in the attached Appendix, Section A. 4B - 4 Community Services Agreement with Arts Council Northeast Page 2 of 8 SECTION 3 GOVERNANCE ARTS COUNCIL NORTHEAST shall be solely governed by its board of directors, who shall meet in accordance with the bylaws and articles of incorporation. The time, date, place and agenda of these board meetings shall be the responsibility of the ARTS COUNCIL NORTHEAST board of directors. SECTION 4 CONSIDERATION In recognition that the City elected to support the ARTS COUNCIL NORTHEAST and their art initiatives rather than provide such service, City agrees to an annual payment to be paid to ARTS COUNCIL NORTHEAST in the amount of $22,000 to be dispersed annually on November 1 of each year. Final payment amount is subject to City Council budget authorization. Payment by the City shall be applied by ARTS COUNCIL NORTHEAST as described in the attached Appendix, Section A. SECTION 5 REPORTING A. ARTS COUNCIL NORTHEAST shall generate and provide to Cassie Tucker, Assistant to the Director of Community Services of the City, annual reports regarding the performance measures outlined in the attached Appendix, Section B. B. The City shall have the right to review the books and records kept incident to the services provided by ARTS COUNCIL NORTHEAST to the City. SECTION 6 INSURANCE AND INDEMNIFICATION ARTS COUNCIL NORTHEAST AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR PROPERTY DAMAGE OR LOSS AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR ASSERTED, (INCLUDING, WITHOUT LIMITATION, REASONABLE FEES AND EXPENSES OF ATTORNEYS, EXPERT WITNESSES AND OTHER CONSULTANTS), ARISING OUT OF OR IN CONNECTION WITH, DIRECTLY OR INDIRECTLY, THE NEGLIGENT ACT OR OMISSION OF ARTS COUNCIL NORTHEAST, ITS OFFICERS, EMPLOYEES AND AGENTS, IN THE PERFORMANCE OF SERVICES UNDER THIS AGREEMENT. ARTS COUNCIL NORTHEAST SHALL NOT BE REQUIRED TO INDEMNIFY THE CITY, ITS OFFICERS, AGENTS, AND 4B - 5 Community Services Agreement with Arts Council Northeast Page 3 of 8 EMPLOYEES FOR ANY DAMAGES OR LIABILITY FOUND BY A COURT TO HAVE ARISEN FROM THE NEGLIGENT ACT OR OMISSION OF THE CITY, ITS OFFICERS, AGENTS OR EMPLOYEES, EXCEPT TO THE EXTENT OF ANY APPLICABLE INSURANCE COVERAGES. SECTION 7 INDEPENDENT CONTRACTOR In performing the services hereunder, ARTS COUNCIL NORTHEAST is acting as an independent contractor, and shall not be deemed an employee, agent or partner of the City. City shall have no power to direct or supervise its activities in carrying out its responsibilities under this Agreement. Neither party shall have the authority to make binding representations or agreements on behalf of the other. SECTION 8 TERM OF AGREEMENT AND REVIEW OF PERFORMANCE A. The term of this Agreement shall be for a period beginning October 1, 2018 and ending September 30, 2021. B. At the end of the term, the City will undertake an annual review of the performance based upon performance and quality measures outlined in the attached Appendix, Section B. C. Notwithstanding any provision herein to the contrary, either party may terminate this Agreement upon 30 days written notice to the other. Upon termination, or if ARTS COUNCIL NORTHEAST ceases to provide services under this Agreement, ARTS COUNCIL NORTHEAST shall return to the City any unexpended funds paid pursuant to this Agreement. SECTION 9 NO WAIVER OF GOVERNMENTAL IMMUNITY Notwithstanding any provision of this Agreement to the contrary, nothing contained in this Agreement shall be construed to limit or waive any governmental or sovereign immunity of the City, or any immunity applicable to its officers, agents, servants or employees. To the extent there may be a waiver of immunity under state law, the remedies available to enforce this Agreement are limited to mandamus, specific performance or injunctive relief. All other remedies, including suits for damages and recovery of attorney’s fees are specifically waived by both parties. SECTION 10 CITY OF SOUTHLAKE – STRATEGIC LINK The City has adopted a Strategic Management System to improve the organization’s ability to define and execute its strategy. Effective strategic 4B - 6 Community Services Agreement with Arts Council Northeast Page 4 of 8 management systems provide the mechanism to link the mission, strategy, department goals, citizen perceptions, and service delivery efforts in a continuous feedback loop. Arts Council Northeast, its mission and the services outlined in the attached Appendix, link to the City’s strategy through the following strategic objectives:  Promote opportunities for partnerships and volunteer involvement  Collaborate with select partners to implement service solutions SECTION 11 CITY OF SOUTHLAKE VALUES The City has adopted values that are the fundamental principles that guide how officials, staff, and employees of the City conduct themselves in pursuit of the mission and vision. All business conducted with the City shall adhere to the City's organizational values as described below:  Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times.  Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery.  Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first.  Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance.  Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Section 11 are goals to which City officials, staff and employees are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate City official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. SECTON 12 MISCELLANEOUS This Agreement sets forth all the agreements between the parties and no modification shall be effective unless reduced to writing and signed by the part to be changed therewith. 4B - 7 Community Services Agreement with Arts Council Northeast Page 5 of 8 This document may be executed in duplicate originals. IN WITNESS WHEREOF the City and ARTS COUNCIL NORTHEAST have executed this Agreement as of this _______ day of ____________________, 201__. CITY OF SOUTHLAKE _________________________ Mayor, City of Southlake ATTEST: Carol Ann Borges, TRMC City Secretary ARTS COUNCIL NORTHEAST _________________________ Chairman of the Board, Arts Council Northeast Approved as to form and legality: City Attorney 4B - 8 Community Services Agreement with Arts Council Northeast Page 6 of 8 AGREEMENT BETWEEN CITY OF SOUTHLAKE AND ARTS COUNCIL NORTHEAST APPENDIX SECTION A SCOPE OF SERVICES A. In return for payment described in Section 4 of this Agreement, ARTS COUNCIL NORTHEAST shall provide the following services: 1. ARTS COUNCIL NORTHEAST staff contact person to serve as a liaison between the ARTS COUNCIL NORTHEAST and the City: a. Name: Bobbie McFarland b. Title: V.P. Operations c. Phone: 817-283-3406 d. Email Address: bmcfarland@artsocouncilnortheast.org 2. Perform minimum of six (6) and a maximum of ten (10) concert events free to the public between October 1 and September 30 annually, for the term of the agreement. Actual number of concerts will be dependent upon schedule requests and market pricing. Proposed events include, but are not limited to, the annual Southlake MasterWorks Music Series in Town Square. Community Services staff will work with ARTS COUNCIL NORTHEAST to develop proposed performances and the Southlake Arts Council will review the proposed line up each year. 3. Scheduling of concerts and make up concerts, if necessary, will be by agreement of the City’s Community Services Director and ARTS COUNCIL NORTHEAST. 4. Provide citizens access and opportunity to participate in the arts, support community cultural events, and provide educational programs to both children and adults in the community at no charge B. In addition to payment described in Section 4 of this Agreement, City shall: 1. Provide a staff contact person to serve as a liaison between City and ARTS COUNCIL NORTHEAST. The City liaison shall be apprised by ARTS COUNCIL NORTHEAST of all ARTS COUNCIL NORTHEAST board meetings, ARTS COUNCIL NORTHEAST shall forward a copy of the agenda for each meeting prior to any scheduled meetings, and the City liaison may participate with the ARTS COUNCIL NORTHEAST board at all scheduled meetings. 4B - 9 Community Services Agreement with Arts Council Northeast Page 7 of 8 a. Name: Cassie Tucker b. Title: Assistant to the Director of Community Services c. Phone: 817.748.8036 d. Email Address: ctucker@ci.southlake.tx.us 2. Provide a presence on www.CityofSouthlake.com and/or www.experiencesouthlaketexas.com which is limited to: a. One information page which includes organization name, mission, contact information and link to organization website; and 3. Consider posting information contained in press releases on www.MySouthlakeNews.com and/or www.CityofSouthlake.com and/or www.experiencesouthlaketexas.com. Any and all information in such press releases will be subject to review and possible revision prior to posting. 4. Publish in the quarterly editions of the Experience Southlake magazine organization information to include organization name, mission, contact information and link to organization website. 5. Provide access to the City’s logo for use by ARTS COUNCIL NORTHEAST. Such use is subject to review and approval by the City’s Deputy Director of Communications. 6. Provide at no cost to ARTS COUNCIL NORTHEAST in accordance with current policies and guidelines, the use of City facilities , excluding The Marq Southlake, for events and meetings directly related to ARTS COUNCIL NORTHEAST business. ARTS COUNCIL NORTHEAST may utilize Aria at The Marq Southlake for the MasterWorks Concert Series. Requests for use of City facilities shall follow current reservation procedures as outlined in the Facility Use Policy. 7. Provide to ARTS COUNCIL NORTHEAST in accordance with current policies, guidelines and reservation fee schedule, for the use of City facilities at The Marq Southlake. Requests for reservations at The Marq Southlake shall follow current reservation procedures and fee schedule as outlined in the City’s Fee Schedule. SECTION B PERFORMANCE AND QUALITY MEASURES In evaluating ARTS COUNCIL NORTHEAST performance pursuant to Section 8 of this Agreement, the City will determine whether ARTS COUNCIL NORTHEAST has met the following performance measures: 4B - 10 Community Services Agreement with Arts Council Northeast Page 8 of 8 A. The ARTS COUNCIL NORTHEAST organization will track attendance at concerts they provide throughout the year and provide that information to city staff at the end of each calendar year. B. ARTS COUNCIL NORTHEAST will provide an assessment of value that their program created in the community for the period of the contract at the end of each calendar year. C. ARTS COUNCIL NORTHEAST will track attendance and participation in the arts programming it provides the community and will provide that information to city staff at the end of the calendar year. 4B - 11 4B - 12 4B - 13 4B - 14 4B - 15 4B - 16 4B - 17 4B - 18 4B - 19 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M August 23, 2018 To: Southlake Arts Council From: Cassie Tucker, Assistant to the Director Subject: Permits for FY2019 Art Gallery Exhibits and Receptions Action Requested: Southlake Arts Council approval of permits for the FY2019 Art Gallery exhibits and receptions Background Information: Each year the Southlake Arts Council partners with select partners and community groups to bring art to the community. The purpose of this item is to approve the permits allowing for all FY2019 exhibits and receptions, including:  Art in the Square (exhibit, February 17, 2019 – April 28, 2019; reception, February 17, 2019)  Summer Historical Society Exhibit (exhibit, July 12, 2019 – September 8, 2019; reception, July 28, 2019)  Fall Art Exhibit (exhibit, September 7, 2019 – November 3, 2019; reception, September 22, 2019) For each exhibit the artwork will not exceed 30% of the lobby wall space and will be hung on wall panels using the same gallery display system used for previous displays. The pieces will be placed based on size and aesthetic concerns related to color and composition. The art gallery receptions will be held in the Town Hall lobby on Sundays from 5:00 – 6:30pm. The receptions will require 100% of the lobby area and will include a program, refreshments and entertainment. The permits for the exhibits and receptions comply with provisions of the Public Art Display and Performance Policy. A copy of each permit is attached for your review. 4C - 1 Southlake Arts Council Meeting Date – August 28, 2018 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: The public art budget allocates up to $2,000 for each gallery reception (excluding the Southlake Historical Society event, which is funded by the Southlake Historical Society). The budget includes funding for refreshments, entertainment, and marketing. Funding is available in the FY2019 Public Art budget and upon City Council approval of the FY2019 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 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: Southlake Arts Council consideration August 28, 2018 Legal Review: The permit form was reviewed previously with the Public Art Display and Performance Policy by the City Attorney Alternatives: Approve the permits as presented Approve the permits with modifications Decision not to approve the permits Supporting Documents:  Permit Application: Art in the Square  Permit Application: Summer Southlake Historical Society Exhibit  Permit Application: Fall Art Exhibit  Public Art and Display Policy Recommendation: Southlake Arts Council approval of permits for the FY2019 Art Gallery receptions 4C - 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: Cassie Tucker, on behalf Southlake Arts Council Phone: 817.748.8036 Cell Phone: 262.565.7949 E-Mail Address: ctucker@ci.southlake.tx.us Address: 1400 Main Street #210 City: Southlake State: TX Zip: 76092 Alternative Contact: Terri Messing Phone Number: 817.307.2224 E-mail: terrimessing@verizon.net DISPLAY or PERFORMANCE INFORMATION Requested Date(s): 1) Reception – Sunday, February 17, 2019, 5:00 – 6:30 pm for a Gallery Reception 2) Exhibit – February 17, 2019 – April 28, 2019 (Art in the Square weekend) Type of Display or Performance: 1) Reception – The Strokes of Art in the Square gallery reception will be held to kick-off the annual Art in the Square festival. 2) Exhibit – The Strokes of Art in the Square exhibit will showcase artwork from the 2019 Art in the Square Featured Artists. Duration of Event(s) or Performance: 1) Reception – The art gallery reception duration is February 17, 2019, 5:00 – 6:30 pm only. 2) Exhibit – The art exhibit duration is for approximately two (2) months (February 17, 2019 through April 28, 2019). 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 Sunday, February 17, 2019 will require 100% of the lobby area in Town Hall. The reception will include a program and will feature brief speeches by event sponsors, recognition of the artists, entertainment and refreshments. The reception will be managed and arranged the same as previously approved events. 4C - 3 Public Art Display and/or Performance Facility and Property Use Permit Page 2 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 ______ 4C - 4 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: Southlake Historical Society, Connie Cooley Phone: 817-223-9606 E-Mail Address: cecooley@verizon.net Address: City: Southlake State: TX Zip: 76092 DISPLAY or PERFORMANCE INFORMATION Requested Date(s): 1) Reception – July 28, 2019 2) Exhibit – July 12, 2019 through September 7, 2019 Type of Display or Performance: 1) Reception – The gallery reception will be held, date to be determined. 2) Exhibit – Southlake Historical Society exhibit will consist of 8-12 assorted historical objects including photographs, paintings, and artifacts selected by the Southlake Historical Society. The theme of the exhibit celebrates the centennial of the 1919 Carroll school. Duration of Event(s) or Performance: 1) Reception – The art gallery reception duration is July 28, 2019, from 5:00-6:30pm. 2) Exhibit – The duration of the historical arts exhibit is approximately eight (8) weeks (July 12, 2019 through September 7, 2019). 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 and refreshments. The reception will be managed and arranged the same as previous approved events. 2) Exhibit – The historical arts exhibit will include photographs and artifacts. The exhibit will require less than 30% of the lobby wall space and 30% of the floor space and will be displayed using the same gallery display system used for previous displays. The exhibit will be managed and maintained by City of Southlake staff. The exhibit is sponsored by the Southlake Historical Society. Publicity for the exhibit and reception will be provided by the City of Southlake and the Southlake . Organization Represented: Southlake Historical Society 4C - 5 Public Art Display and/or Performance Facility and Property Use Permit Page 2 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 ______ 4C - 6 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: Cassie Tucker, on behalf Southlake Arts Council Phone: 817.748.8036 Cell Phone: 262.565.7949 E-Mail Address: ctucker@ci.southlake.tx.us Address: 1400 Main Street #210 City: Southlake State: TX Zip: 76092 Alternative Contact: Terri Messing Phone Number: 817.307.2224 E-mail: terrimessing@verizon.net DISPLAY or PERFORMANCE INFORMATION Requested Date(s): 1) Reception – Sunday, September 22, 2019, 5:00 - 6:30 pm 2) Exhibit – September 8, 2019 – November 3, 2019 Type of Display or Performance: 1) Reception – The art gallery reception will be held to kick-off the art exhibit. 2) Exhibit – The exhibit will consist of assorted art pieces selected by the Southlake Arts Council. Duration of Event(s) or Performance: 1) Reception – The art gallery reception duration is September 22, 2019, 5:00 – 6:30 pm. 2) Exhibit – The art exhibit duration is for approximately two (2) months (September 8, 2019 through November 3, 2019). 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. 2) Exhibit – The art exhibit will include art work from local artist(s) selected by Southlake Arts Council. The exhibit will require less than 30% of the lobby wall space and will be hung on wall panels using the same gallery display system used for previous displays. The exhibit will be managed and maintained by City of Southlake staff. The exhibit is sponsored by the Southlake 4C - 7 Public Art Display and/or Performance Facility and Property Use Permit Page 2 Arts Council and Apex Arts League. Publicity for the exhibit and the reception will be provided by the City of Southlake and Apex Arts League. Organization Represented: Southlake Arts Council and Apex Arts League. 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 ______ 4C - 8 04/19/2016 City Council Approved (7-0) Public Art Display and/or Performance Policy __________________________________________ Policy: Display and/or Performance of art in public facilities or other city properties Source: City Council Effective Date: _____________________________________________________________________ 1.0 Purpose: The purpose of this policy is to create a procedure to determine what art can be displayed within public facilities or other city property, and for how long, as well as to create an administrative framework for control of displayed artwork and related issues of liability, while epitomizing the City’s core values of integrity, innovation, accountability, commitment to excellence, and teamwork. 2.0 Goals: 2.1 To create a process and to put controls in place for temporary display of art in public facilities and parks. 2.2 To provide a policy and a process for temporary art displays in public facilities by: 2.2.1 Requiring little or nominal expense to the City to display works of local and nationally recognized professional artists; 2.2.2 Providing a more satisfactory esthetic experience for citizens visiting public facilities or parks; 2.2.3 Creating an incentive or destination for citizens to utilize public facilities in order to involve them more in local government; and, 2.2.4 Drawing citizens and others to shopping venues contiguous to public facilities and parks. 2.3 To provide a policy and a process for permanent art displays in public parks and city facilities. 3.0 Definitions: 3.1 Arts in public places – Any art displayed, performed, or demonstrated in City parks, rights of way, or the interior/exterior of any City facility. 4C - 9 Public Art Display and/or Performance Policy Page 2 of 12 04/19/2016 City Council Approved (7-0) 3.2 Artwork – Includes, but is not limited to, a sculpture, monument, mural, painting, fountain, or stained glass. 3.3 Artist – A practitioner in the visual and/or performing arts generally recognized by critics and peers as a professional of serious intent and recognized ability that produces fine works of arts. 3.4 City – Shall mean the City of Southlake, Texas. 3.5 Deaccession – The removal, relocation, selling, auctioning, or trading of artworks owned by the City. 3.6 Donations (and Gifts) – Arts donated to the City from a private individual or institution and/or other outside sources. 3.7 Loan – Works of art provided to the City to display for a predetermined period of time and to be returned to the owner after the loan period has expired. 3.8 Southlake Arts Council - A board appointed by the City Council that makes recommendations to the City Council regarding the public arts program. 3.9 Permanent arts in public places - Any visual work of art displayed in City parks, rights of way, or the interior/exterior of any City facility. 3.10 Donor - An individual, private company, community group, or other organization who places artwork in City parks, rights of ways, the interior or exterior of any City facility and/or private facilities and/or properties. 3.11 Public Arts Collection – Consists of all City of Southlake owned or controlled fine works of art. 3.12 Art Exhibit Agreement – Agreement that will exist between the City of Southlake and artists who display temporary exhibits in city facilities or on city property. 3.13 Temporary arts in City facilities or property – Any visual or performing work of art in city facilities or property. 3.14 Facility Arts Display Performance Use Permit - Form is required to be filled out and processed by staff for Arts Council review six weeks prior to display, with the exception of art displays or performances initiated by city departments or divisions, which will be coordinated with the Southlake Arts Council staff liaison for scheduling purposes. 4C - 10 Public Art Display and/or Performance Policy Page 3 of 12 04/19/2016 City Council Approved (7-0) 4.0 Placement of temporary art exhibits or performances at public facilities or other city property: 4.1 Planned Visual Art Exhibits, temporary – The Southlake Arts Council may present up to three Calls to Artists per annum and would select the artist(s) to present artwork in accordance with the Call to Artist SOP. The dates for presentation of the artwork and length of the exhibit will be determined by the Southlake Arts Council. Temporary exhibits would occur no more than five times per year with one of those times being reserved for CISD student art. Art exhibits will be managed and maintained by the City of Southlake staff liaison to the Southlake Arts Council. City department art displays, events or programs may be available for Arts Council review but not approval. All other applications will require Arts Council review and approval. No exhibit will be allowed to take up more than thirty percent (30%) of the floor space and/or thirty percent (30%) of the wall space in common areas of city facilities. A plan will be required detailing wall and floor space needed. Exceptions may be granted with City Council approval only. 4.2 Ad Hoc Visual Arts Exhibits, temporary – Unlike the planned exhibits, these would be initiated by the public or City of Southlake staff, and would occur when space is available as determined by staff. A Facility Arts Display/Performance Form will need to be submitted to the Arts Council liaison at least six weeks in advance of the showing. The Southlake Arts Council will review and approve or deny all applications in order to determine appropriateness of the application in a requested venue. The dates for presentation of the artwork and length of the exhibit will be determined by the Southlake Arts Council. Exhibits will be managed and maintained by the City of Southlake staff liaison with the Southlake Arts Council. City department art displays, events or programs may be available for Arts Council review but not approval. All other applications will require Arts Council review and approval. No exhibit will be allowed to take up more than thirty percent (30%) of the floor space and/or thirty percent (30%) of the wall space in common areas of city facilities. A plan will be required detailing wall and floor space needed. Exceptions may be granted with City Council approval only. 4.3 Performing Arts Programs, temporary – These programs are limited to single performances. A Facility Arts Display/Performance Form will need to be submitted to the Southlake Arts Council liaison at least six weeks in advance of the performance and will be subject to review and approval by the Southlake Arts Council. City sponsored performances in City facilities that are not generally used for programming will be the responsibility of the department or division sponsoring or providing the event. The sponsoring department or division is responsible for submitting proper forms to the Southlake Arts Council liaison. City department art displays, 4C - 11 Public Art Display and/or Performance Policy Page 4 of 12 04/19/2016 City Council Approved (7-0) events or programs may be available for Southlake Arts Council review but not approval; all other applications will require Southlake Arts Council review and approval. 4.4 Donated art to be placed in public facilities – Donated art will be reviewed by the Southlake Arts Council and a recommendation will be made to the City Council for placement of the art in a city facility or on city property. Credence and a clear preference will be given to location indicated by donor, but the City Council will make any and all final determinations on placement. 4.5 Art Exhibit Agreement – Art displayed on a temporary basis will require that the artist and the City of Southlake sign an agreement that determines the length of time for displays. Key components are: 4.5.1 Artwork and agency: The artist shall agree to lend his/her artwork for temporary display at no cost to the city; 4.5.2 Installation and curatorship: The artist shall deliver the artwork in a form that is ready for immediate display; 4.5.3 Artist’s assumption of liability and waiver removal of artwork: The artist shall acknowledge and agree that the City will not provide security for the exhibition, including without limitation, set up, operation and tear down of the exhibit, and the City should not, for any reason, be liable for lost, stolen, or damaged artwork and/or any related materials associated or used with the exhibit; and, 4.5.4 Conflicting events: The City will coordinate scheduling of exhibits. Should a conflict arise between the exhibit and a function of the City, the City’s event and/or function will take precedence. 4.6 Facility Arts Display Performance Use Permit: The permit is required to be filled out and processed by staff for the Southlake Arts Council review six weeks prior to display, with the exception of art displays or performances initiated by City departments or divisions, which will be coordinated with the Southlake Arts Council staff liaison for scheduling purposes. Extensions of time can be requested for both ad-hoc and planned art displays for a period to be determined by the city staff members who administer the arts program. Any extension of time will be based on, but not limited to, the following: upcoming displays, City Manager’s office requests, approval by City Council and other staff- determined administrative needs. 4.7 Sales of displayed art work: Art work that is displayed can be made available for sale by the artist, but the artist or their representative cannot actively solicit the sales of art other than passively indicating (discreetly) the artists’ contact information and pricing near the artwork. The city will not be involved in any such transactions and will not solicit sales of items on behalf of an artist or their agents. 4C - 12 Public Art Display and/or Performance Policy Page 5 of 12 04/19/2016 City Council Approved (7-0) 4.8 Art displayed and sold for fundraising: Art can be displayed and sold as part of a fundraising event, but the fundraising can only occur actively at specific events that need to be negotiated with the City. City facilities will not be a site for continuous/ongoing fundraising. Fundraising events can only occur for non-profit organizations. Applications specifically for Town Hall will be reviewed by the Arts Council, and they will make a recommendation to the City Council for final approval. 5.0 Placement of permanent art exhibits or pieces at public facilities or other city property: 5.1 Purchased Public Art – The placement and purchasing process of the Southlake Arts Council, which includes a Call to Artists, and subsequent selection process will be followed. The Southlake Arts Council will make recommendations on placement, artwork, and artists to the City Council who will make any and all final determinations on the said placement and the artwork/artists. 5.2 Donated Public Art - The Southlake Arts Council will make recommendations on placement to the City Council who will make any and all final determinations on the said placement of the donated art. 4C - 13 Public Art Display and/or Performance Policy Page 6 of 12 04/19/2016 City Council Approved (7-0) City of Southlake Permit for the Display and/or Performance of Art in a Public Facility or Property 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__________________________________________________________________ ____________________________________________________________________________________ CONTACT INFORMATION Person Responsible: ___________________________ Phone: _______________________________ Cell Phone: _________________________ E-Mail Address: ________________________________ Address: _____________________________ City ___________________________ State ________ Zip ________ Alternative Contact: Name: ______________________________________________________________________________ Phone Number: ________________________________ E-mail: ________________________________ DISPLAY or PERFORMANCE INFORMATION Requested Date: ______________________________________________________________________ Type of Display or performance: __________________________________________________________ Detailed Information including a plan of needed wall or floor space about the display or performance, including planned activities or any equipment/special needs:____________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ Organization Represented: ______________________________________________________________ Non-Profit: Yes _______ No _______ Is this display or performance to include a fundraiser? Yes ________ No ________ 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). If YES, please answer the following: Does your organization maintain a Southlake mailing address or PO Box? Yes _____ No ______ Do a majority of your members, including officers, reside in Southlake? Yes _____ No ______ Will your event cause any impact on City staff or City resources? Yes _____ No ______ 4C - 14 Public Art Display and/or Performance Policy Page 7 of 12 04/19/2016 City Council Approved (7-0) ART EXHIBIT AGREEMENT BY AND BETWEEN THE CITY OF SOUTHLAKE, TEXAS, AND (Artist)_________________________________________ This Art Exhibit Agreement (“Agreement”) is made and entered into this ___ day of __________________, by and between the City of Southlake, Texas (“City”), a Home- Rule Municipal Corporation and __________________________________ (“Artist”) on the terms and conditions set forth below. WHEREAS, the Exhibition is anticipated to be held from __________ through ___________ and any additional dates agreed to in writing; and, WHEREAS, the Exhibition will be located at a facility of the City of Southlake; and, WHEREAS, in exchange for the promotion of the arts, Artist desires to lend, at no cost to City, his/her Artwork (hereinafter defined) for display at the Exhibition as set forth below; and, WHEREAS, the City has investigated and determined that it would be beneficial and in the best interest of the City and its citizens to allow the Artist to place the artwork at City Hall to promote visual arts in the City on the terms and conditions set forth below. NOW, THEREFORE, for and in consideration of the premises and the mutual promises, covenants, and agreements hereinafter set forth, Artist and City agree as follows: 1. Artwork and Agency. Artist agrees to, at no cost to City, lend his/her Artwork, as more particularly described and/or depicted on Exhibit A, attached hereto and incorporated herein for all purposes, for display at the Exhibition (“Artwork”). All modifications or additions to Exhibit A shall be in writing, signed by both parties, and attached to this Agreement. Artist and City agree that City is not, under any circumstance, acting as Artist’s agent, dealer and/or exclusive seller. The parties acknowledge and agree that the Exhibition is the sole and exclusive event of the City in its promotion of public art. 2. Delivery/Loan Period. Artist hereby agrees to loan the Artwork to City from __________ through ___________. Artist shall, at his/her sole cost and expense, be responsible for delivery and removal of the Artwork from the Exhibition, said removal to occur no later than ___________(“Removal Date”). Artist acknowledges and agrees that space is limited in City Hall and that all artwork submitted for display during the Exhibition is subject to the review and approval of the Southlake Arts Council. 3. Installation and Curatorship. Artist shall deliver the Artwork in a form that is ready for immediate display. Two-dimensional (“2D”) Artwork shall be wired for hanging and three dimensional (“3D”) artwork must be ready for installation 4C - 15 Public Art Display and/or Performance Policy Page 8 of 12 04/19/2016 City Council Approved (7-0) immediately upon delivery to the Exhibition. Artist shall tape the following information on the back of 2D pieces and attach temporarily to 3D pieces: Artist’s name, title of piece, and medium. The Artwork must be approved, in its sole discretion, by the Southlake Arts Council. 4. Artist Assumption of Liability and Waiver/Removal of Artwork. Artist acknowledges and agrees that City will not provide any security for the Exhibition, including, without limitation, set up, operation and teardown of the Exhibition, and City shall not, for any reason, be liable for any lost, stolen and/or damaged Artwork and/or the related materials, equipment and/or any other items associated and/or used in conjunction with the Artwork and/or Exhibition. ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO LOST, STOLEN AND/OR DAMAGED ARTWORK AND/OR RELATED MATERIALS, EQUIPMENT AND/OR ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE ARTWORK AND/OR EXHIBITION. Should Artist fail to remove the Artwork by the Removal Date, City shall have the right to dispose of the Artwork and any other items related thereto in any manner deemed appropriate solely by City. Artist shall be responsible for any and all costs and expenses associated with City’s removal of the Artwork and/or the related materials, equipment and/or any other items associated and/or used in conjunction with the Exhibition as provided in this Paragraph. ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO, CITY’S REMOVAL OF THE ARTWORK AND/OR RELATED MATERIALS, EQUIPMENT AND/OR ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE EXHIBITION AS PROVIDED IN THIS PARAGRAPH. 5. Photographic Rights. Artist hereby grants permission to City to photograph and/or videotape and/or to authorize others to photograph and/or videotape the Artwork and Exhibition for any non-commercial use, including but not limited to, installation documentation, publicity of the Artwork and/or Exhibition, record keeping and additional non-commercial purposes such as, among others, educational, public relations and promotion of the arts. 6. Representations and Warranties Regarding Copyright. Artist hereby warrants and represents that the Artwork is an original creation of Artist and will not infringe the copyright, trademark or other intangible rights of any third party. 4C - 16 Public Art Display and/or Performance Policy Page 9 of 12 04/19/2016 City Council Approved (7-0) 7. Termination/Waiver of Damages. This Agreement may, at any time, be terminated for any reason or no reason at all. Should City terminate this Agreement, ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, SERVANTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO CITY’S TERMINATION OF THIS AGREEMENT, INCLUDING WITHOUT LIMITATION, ACTUAL AND/OR CONSEQUENTIAL DAMAGES. 8. Conflicting Events. City will coordinate the scheduling of the Exhibition so as not to conflict with any event and/or function of the City. Should a conflict arise between the Exhibition and an event and/or function of the City, the City’s event and/or function shall take precedence over the Exhibition. 9. No Security/Waiver of Damages/Liability. Artist acknowledges and agrees that City will not provide any security for the Exhibition, including, without limitation, set up, operation, viewing by the public and/or removal of the Artwork at the conclusion of the Exhibition, and City shall not be liable for any lost, stolen and/or damaged property, materials, equipment and/or the Artwork and any other items associated and/or used in conjunction with the Exhibition and/or Artwork. ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, IT MAY HAVE WITH REGARD TO LOST, STOLEN AND/OR DAMAGED PROPERTY, MATERIALS, EQUIPMENT AND/OR THE ARTWORK AND ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE EXHIBITION AND/OR ARTWORK. 10. Indemnification. ARTIST SHALL DEFEND, INDEMNIFY, SAVE HARMLESS, AND EXEMPT CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES, SERVANTS AND EMPLOYEES FROM AND AGAINST ALL LAWSUITS, ACTIONS, LEGAL PROCEEDINGS, CLAIMS, DEMANDS, DAMAGES, COSTS, EXPENSES, AND ATTORNEYS’ FEES INCIDENT TO THE PERFORMANCE OF THIS AGREEMENT AND/OR THE SET UP, OPERATION, VIEWING BY THE PUBLIC AND/OR REMOVAL OF THE ARTWORK AND ARISING OUT OF A WILLFUL AND/OR NEGLIGENT ACT AND/OR OMISSION OF THE CITY AND/OR ARTIST, THEIR RESPECTIVE OWNERS, OFFICERS, PARTNERS, AGENTS, SERVANTS, REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, VOLUNTEERS AND/OR EMPLOYEES. This Paragraph shall survive the termination of this Agreement. 11. Entirety of Agreement, Governing Jurisdiction and Mediation. This Agreement constitutes the entire Agreement between the parties. No modification will be enforceable except in writing and signed by both parties. This 4C - 17 Public Art Display and/or Performance Policy Page 10 of 12 04/19/2016 City Council Approved (7-0) Agreement is governed by the laws of the State of Texas. In the event that any dispute arising under this Agreement results in litigation or mediation, such action or proceeding will be brought exclusively with the state court of Tarrant County, Texas. 12. Reference to Artist. When referring to Artist herein, this Agreement shall refer to and be binding upon Artist, his/her agents, representatives, servants, employees, volunteers and assigns. 13. Reference to City. When referring to City herein, this Agreement shall refer to and be binding upon the City of Southlake, its Council Members, officers, agents, representatives, servants, employees and assigns. 14. Compliance with Laws. Artist shall comply with any and all local, state and federal ordinances, rules, laws and regulations, as they currently exist, may be amended or in the future arising. 15. Default. In the event Artist fails to comply with any of the provisions of this Agreement, City shall have the following remedies, in addition to City’s other rights and remedies: a. to immediately terminate this Agreement without any liability to City as previously provided herein; and/or b. to require the immediate cessation of the set up, operation and/or removal of the Artwork and/or Exhibition. 16. Miscellaneous Provisions. a. No Third Party Beneficiaries. Nothing in this Agreement shall be construed to create any right in any third party not a signatory to this Agreement, and the parties do not intend to create any third party beneficiaries by entering into this Agreement. b. Assignment. This Agreement is not assignable without the prior written consent of City. c. Notices. Any notice provided or permitted to be given under this Agreement must be in writing and may be served by depositing same in the United States Mail, addressed to the party to be notified, postage pre- paid and registered or certified with return receipt requested, or by delivering the same in person to such party via a hand-delivery service, Federal Express or any courier service that provides a return receipt showing the date of actual delivery of same to the addressee thereof. Notice given in accordance herewith shall be effective upon receipt at the address of the addressee. 4C - 18 Public Art Display and/or Performance Policy Page 11 of 12 04/19/2016 City Council Approved (7-0) For purposes of notice, the addresses of the parties shall be as follows: If to the Artist: Attn: ________________________ ________________________ ________________________ If to the City of Southlake: Attn: City of Southlake, Public Arts Liaison 1400 Main Street, Suite 210 Southlake, Texas 76092 d. Sovereign Immunity. The parties agree that City has not waived its sovereign immunity by entering into and performing its obligations under this Agreement. e. Entire Agreement. This Agreement contains the entire agreement of the parties with respect to the matters contained herein and may not be modified or terminated except upon the mutual written agreement of the parties hereto. f. Execution. This Agreement is executed by the parties hereto without coercion or duress and for substantial consideration, the sufficiency of which is forever confessed. g. Counterparts. This Agreement may be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes. A facsimile signature will also be deemed to constitute an original if properly executed. h. Authority to Execute. The individuals executing this Agreement on behalf of the respective parties below represent to each other and to others that all appropriate and necessary action has been taken to authorize the individual who is executing this Agreement to do so for and on behalf of the party for which his or her signature appears, that there are no other parties or entities required to execute this Agreement in order for the same to be an authorized and binding agreement on the party for whom the individual is signing this Agreement and that each individual affixing his or her signature hereto is authorized to do so, and such authorization is valid and effective on the date hereof. i. Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, legal representatives, successors and assigns, as allowed herein. 4C - 19 Public Art Display and/or Performance Policy Page 12 of 12 04/19/2016 City Council Approved (7-0) j. Savings/Severability. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision thereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. k. Miscellaneous Representations. Each signatory represents this Agreement has been read by the party for which this Agreement is executed and that such party has had an opportunity to confer with its counsel. l. Miscellaneous Drafting Provision. This Agreement shall be deemed drafted equally by all parties hereto. The language of all parts of this Agreement shall be construed as a whole according to its fair meaning, and any presumption or principle that the language herein is to be construed against any party shall not apply. Headings in this Agreement are for the convenience of the parties and are not intended to be used in construing this document. m. Waiver. Waiver by either party of any breach of this Agreement, or the failure of either party to enforce any of the provisions of this Agreement, at any time, shall not in any way affect, limit or waive such party’s right thereafter to enforce and compel strict compliance. IN WITNESS WHEREOF, the parties have executed this Agreement and caused this Agreement to be effective on the latest day as reflected by the signatures below. CITY: ______________________________ DATE: ________________ City of Southlake, Texas 1400 Main Street, Suite 210 Southlake, Texas 76092 817-748-8019 ARTIST: _______________________________ DATE: ________________ _______________________________ _______________________________ _______________________________ 4C - 20 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M August 16, 2018 TO: Southlake Arts Council FROM: Cassie Tucker, Assistant to the Director of Community Services SUBJECT: Recommendation on CP18-0004, Ordinance No. 1199, adopting the City of Southlake Public Arts Master Plan, an element of the Southlake 2035 Comprehensive Plan ______________________________________________________________________ Action Requested: Southlake Arts Council recommendation on CP18-0004, Ordinance No. 1199, adopting the City of Southlake Public Arts Master Plan, an element of the Southlake 2035 Comprehensive Plan Background Information: On September 19th, 2017, the Southlake City Council appointed the Southlake Public Arts Council to oversee the development of the 2035 Public Arts Master Plan. The Southlake Arts Council discussed the future and vision for the arts in Southlake at eight (8) Southlake Arts Council meetings between September 2017 and June 2018. This updated plan expands upon the original 2030 plan and seeks to identify priorities and to establish a collective vision for what public arts can accomplish in Southlake through the year 2035. It provides a list of prioritized recommendations, organized by topic area: Public Art Collection Recommendations in this section focus on maintaining the current collection, establishing maintenance standards and protocol for future art projects (specifically partner projects), and the procurement process. Projects Recommendations in this section establish a vision for future projects and identify ideal locations for public art placement, including recommendations for the proposed Carillon project. 4D - 1 Southlake Arts Council Meeting Date – August 28, 2018 Page 2 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Programs and Partnerships Recommendations in this section expand on current partnerships, identify new partner opportunities, and identify marketing opportunities. Staffing, Funding, and Ordinance and Policy Recommendations in these sections focus on evaluating staff and budget resources, and ensuring ordinances and policies are up-to- date. Financial Considerations: Recommendations will be implemented as resources are allocated annually by the City Council. Strategic Link: The City’s public art program is aligned to the strategic focus areas of “Quality Development” and “Performance Ma nagement and Service Delivery” and the corporate objective: “provide attractive and unique spaces for the enjoyment of personal interests” (C3). Citizen Input/ Board Review: City Council appointed the Southlake Arts Council to oversee the development of the 2035 Public Arts Master Plan (September 19 th, 2017) Eight (8) Southlake Arts Council meetings (September 2017 – June 2018) City Council review and feedback on recommendations during City Council work session (August 7th, 2018) Southlake Arts Council recommendation August 28, 2018 Legal Review: The City’s legal counsel has reviewed the recommendations related to ordinances and policies. Attachments: 2035 Public Arts Master Plan (PDF) – DRAFT 2035 Public Arts Master Plan (Web) – DRAFT Ordinance No. 1199 – DRAFT Presentation 4D - 2 Southlake Arts Council Meeting Date – August 28, 2018 Page 3 of 3 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Recommendation: Recommend approval of CP18-0004, Ordinance No. 1199, adopting the City of Southlake Public Arts Master Plan, an element of the Southlake 2035 Comprehensive Plan 4D - 3 -DRAFT (8.15.18)- 1 | Southlake Public Arts Master Plan CITY OF SOUTHLAKE P UBLIC ARTS MASTER P LAN An Element of the Southlake 2035 Comprehensive Plan Adopted by Southlake City Council Ordinance No. 1199 September, 18th 2018 Prepared by: Community Services Department Planning & Development Services Department In partnership with John Kinkade, National Sculptor’s Guild 4D - 4 -DRAFT (8.15.18)- 2 | Southlake Public Arts Master Plan (This page intentionally left blank) 4D - 5 -DRAFT (8.15.18)- 3 | Southlake Public Arts Master Plan 1 INTRODUCTION…….…………………………………………………………… 5 1.1 History of Public Art ...…………………………………………………… 5 1.2 What is Public Art? .….…………………………………………………… 6 1.3 Mission and Vision ….…………………………………………………… 7 1.4 Relationship to the Southlake Strategic Management System ……….... 8 1.5 Prioritization Schedule …………………………………………………. 10 1.6 Link to Vision, Goals and Objectives ……………………………………. 11 1.7 Master Plan Development Process and Public Involvement ……………... 14 2 BACKGROUND …….…………………………………………………………… 15 2.1 Demographics, Growth, and Economic Impact ………………………… 15 2.2 Visual Aspects of Southlake’s Civic Identity …………………………….. 17 2.3 Thematic Aspects of Southlake’s Civic Identity …………………………. 18 2.4 Existing Programs and Project Types ……………………………………. 19 2.5 Existing Comprehensive Plan Recommendations ………………………. 21 2.6 Focus areas of the Public Art Master Plan ……………………………….. 27 3 PUBLIC ART COLLECTION …….………………………………………………... 28 3.1 Current Collection ……………………………………………………….. 28 3.2 Collection Management ………………………………………………..… 36 3.3 Procurement Process ……………………………………………………... 36 3.4 Public Art Collection Recommendations …………….………………….. 37 4 PROJECTS ……………………………………………………………………...… 39 4.1 Vision for Future Projects ………………………………………………… 39 4.2 Locations for Future Projects ……………………………………………... 40 4.3 Project Recommendations …………………………………………….…. 43 TABLE OF CONTENTS 4D - 6 -DRAFT (8.15.18)- 4 | Southlake Public Arts Master Plan 5 PROGRAMS AND PARTNERSHIPS ……….………………………………………… 45 5.1 APEX ……………………………………………………………………... 45 5.2 Arts Council Northeast ………………………………………………..….. 46 5.3 Southlake Public Library ………………………………………………..… 47 5.4 Partnership Opportunities ………………………………………………... 47 5.5 Venues …………………………………………………………………… 48 5.6 Marketing ………………………………………………………………… 49 5.7 Program and Partnership Recommendations ……………………………… 50 6 STAFFING ……..…………..……………………………………………………… 53 6.1 Staffing Assessment ………………………………………………………. 53 6.2 Staffing Recommendations …………………………………………….… 54 7 FUNDING ………………………………………………………………………… 55 7.1 HOT Taxes ……………………………………………………………….. 55 7.2 Percent for Art: Capital Improvement Program Projects ………………….. 55 7.3 Matching Funds Policy …………………………………………………… 56 7.4 Funding Recommendations ………………………………………………. 56 8 ORDINANCE AND POLICY …………...…………………………………………… 58 8.1 Current Ordinances Policies ……………………………………………… 58 8.2 Ordinance and Policy Recommendations ………………………………… 59 9 PUBLIC ARTS MASTER PLAN RECOMMENDATIONS………………...……………… 60 4D - 7 -DRAFT (8.15.18)- 5 | Southlake Public Arts Master Plan In September 2017, the Southlake City Council appointed the Southlake Public Arts Council to oversee the development of the 2035 Public Arts Master Plan. This updated plan expands upon the original 2030 plan and seeks to identify priorities and to establish a collective vision for what public arts can accomplish in Southlake through the year 2035. The plan sets forth a vision for the ways which public arts can meet the goals established in the enabling ordinance, including potential projects. It enriches the vision of the public arts policy and establishes a strategy for selecting the art projects that will be commissioned. It details the priorities, location, and themes that should be considered as public arts projects and programs are developed. It also provides a list of prioritized recommendations to be implemented through the year 2035 and beyond. 1.1 History of Public Art In the United States, the first public art programs started as part of the New Deal, with the formation of the Treasury Department's Section of Painting and Sculpture in 1934. This program commissioned artists through competitions to create high-quality work for federal buildings. One percent of each federal building's cost was to be reserved for artistic decoration. The reason: to build morale, create jobs (you need someone to construct, install and maintain) and reduce crime. On a more regional level, one of the first nationally recognized movements in creative placemaking was the Better Block organization and their work in the Dallas Oak Cliff neighborhood in 2010. Some of the most innovative programs in the United States can be found in Texas, especially in the Dallas - Fort Worth Metroplex. The cities of Dallas and Fort Worth, the DART system, and the Dallas - Fort Worth Airport have had long standing commitments to public art, with diverse and high quality collections. Numerous suburban cities have adopted programs as well— notably Frisco, which has commissioned dozens of pieces to anchor public facilities. Neighboring cities, Keller and Grapevine also have robust public art programs. INTRODUCTION "It is impossible to have a society that is civil and educated without public art, it lifts up humanity and challenges the individual who encounters it to think differently about the world." -Darren Walker, Vice President of the Rockefeller Foundation 4D - 8 -DRAFT (8.15.18)- 6 | Southlake Public Arts Master Plan The current creative economy in North Texas is the largest in the state of Texas and among the largest nationwide; and, employment in the creative industry in DFW is growing faster than the national average (Economics Research Group of North Texas). Recognizing the value public arts add to a community and the economy, Southlake established its own Public Arts Program. In 2001, the City Council adopted an ordinance establishing the Public Art Advisory Committee. Ordinance 803-A was adopted in 2007, creating a funding mechanism for the development of public art in association with Capital Improvement Projects (CIP). The ordinance dedicates “up to 1%” of funding for a capital project to the purchase of art.” In addition to capital funding, the City Council annually considers the allocation of up to 15% of the revenue from the Hotel Occupancy Tax (HOT) to be allocated to public arts initiatives during the budget approval process. Additional details regarding HOT funding and its usage to further public arts initiatives can be found on p. 55. Outside of securing funding, the City also commissioned the development of the 2030 Public Art Master Plan, which was developed by the City of Southlake in partnership with art consultant, Todd Bressi and adopted in December, 2011. Concurrent with the adoption of the plan in 2011, the City of Southlake commissioned its first set of public art pieces, installing art into several city roundabouts. Since those first pieces were installed, the public art collection in Southlake has continued to expand. Details regarding the current collection are outlined on p. 28. In addition to purchasing sculptures, the creation of the Public Art Advisory Committee – now Southlake Arts Council – also initiated partnerships with local arts organizations. Community Services Agreements were entered into with APEX Arts League, Arts Council North East, and the Southlake Community Band. These organizations have partnered closely with the City and its governing bodies to bring life to the vision for art programming and art education. A comprehensive overview of art partnerships is provided on p.45. 1.2 What is Public Art? Public art is a reflection of how we see the world – the artist’s response to our time and place combined with our own sense of who we are. Public art may be thought provoking, controversial, forward-thinking, interactive, traditional, playful or whimsical. Monuments, memorials, and civic statues and sculptures are the most established forms of public art, but public art can also be transitory, in the form of performances, music, dance, theatre, and poetry. Because public art is often highly visible and can be easily and freely accessed, it can educate, inspire and challenge many people who might not otherwise experience art on a regular basis. Public art can express community values, “Taking Flight” By Seth Vandable 4D - 9 -DRAFT (8.15.18)- 7 | Southlake Public Arts Master Plan enhance the environment, transform a landscape, heighten awareness, or question assumptions. Placed or performed in public sites, this art is there for everyone, a form of collective community expression and appreciation The intent of public art is to create a sense of engagement within the community and contribute to its long term sustainability. Public art highlights a community’s commitment to culture and enhances quality of life. The Knight Foundation’s Soul of the Community initiative surveyed some 43,000 people in 43 cities and found that “social offerings, openness and welcome-ness,” and, importantly, the “aesthetics of a place – its art, parks, and green spaces,” ranked higher than education, safety, and the local economy as a “driver of attachment.” It encourages a community’s fullest use and enjoyment of its public spaces and provides distinctive gateways and landmarks, aesthetically enhanced gathering areas, and unique cultural experiences. 1.3 Mission and Vision The City of Southlake recognizes that public art is an essential component of a thriving community, a livable city, and a world-class destination. It is committed to developing and maintaining a high quality, sustainable public arts program that will benefit its current citizens and future generations. Mission The mission of the Southlake Public Arts program is to enrich the cultural life of the community through the arts. Vision The vision of the Southlake Public Arts program is to establish a thriving and vibrant arts community. The Southlake Public Arts Program has set the following goals: • Integrate art into the daily life of residents and visitors • Create engaging public spaces • Create a unique sense of place and distinction • Stimulate discussion and thoughtful reflection • Celebrate the history of Southlake through the arts • Cultivate patrons of the arts "67% of Americans believe ‘the arts unify our communities regardless of age, race, and ethnicity." -American for the Arts 4D - 10 -DRAFT (8.15.18)- 8 | Southlake Public Arts Master Plan The most important goal for the Public Arts Program, however, is to ensure that every art project and program achieves the highest level of artistic excellence and has significant public impact. 1.4 Relationship to the Southlake Strategic Management System Strategic planning is an ongoing process where resources, critical concerns, community priorities and citizen needs are combined to produce both a plan for the future and a measure for results. More specifically, Southlake’s Strategic Management System links the City’s day-to-day activities to a comprehensive long-term strategy for public policy and management decisions. 4D - 11 -DRAFT (8.15.18)- 9 | Southlake Public Arts Master Plan Results City Activities and Operations Comprehensive Plan Elements Southlake 2035 Vision, Goals and Objectives Strategic Management System Citizen Satisfaction Survey The Strategic Management System identifies Strategic Focus Areas and Objectives to guide effective and efficient resource allocation and provides benchmarks to assess performance. The Strategic Focus Areas and Objectives are driven by the City’s Citizen Survey and are outlined in City’s Strategy Map shown above. The Strategic Management System guided the development of the Southlake 2030 Vision, Goals and Objectives (VGO), which define a desired direction for growth in the City. All recommendations in the Southlake 2030 and subsequent Southlake 2035 plans are tied to at least one Strategic Focus Area from the Strategic Management System and at least one objective from the adopted Southlake 2030 Vision, Goals and Objectives. The recommendations from the comprehensive plan elements guide the development of the Capital Improvements Program (a five-year plan for the purchase, construction or replacement of the City’s physical assets) as well as departmental business plans. In turn, the Capital Improvements Program and departmental business plans dictate the City’s day-to-day activities and operations’ ensuring the City is working to achieve the community’s goals. Further, the Southlake 2035 Comprehensive Plan assists the City Council and Boards and Commissions in decision-making by establishing a blueprint for the City’s future. The City’s public art program is aligned to the strategic focus areas of “Quality Development” and “Performance Management and Service Delivery.” Many of the strategic corporate objectives support the implementation of the arts program; including, C3, “provide attractive and unique spaces for the enjoyment of personal interests.” City Council will use the 2035 Public Arts Master Plan to evaluate initiatives and requests related to public arts fund expenditures, new initiatives and policies related to public arts to assist in determining the community’s needs and goals. Using the plan as a guide helps to secure the community’s vision for public arts. 4D - 12 -DRAFT (8.15.18)- 10 | Southlake Public Arts Master Plan 1.5 Prioritization Schedule For each specific recommendation, a relative tier ranking has been established to articulate the expected implementation timeframe for that particular recommendation. Given that some recommendations require inclusion in the City’s budget, Capital Improvements Program (CIP), or a departmental work plan, the priority tier for all recommendations cannot be the same. The Southlake Arts Council confirmed the tier rankings for all the recommendations during prioritization activities which were held for the various sections of the Public Arts Master Plan. Tiers are divided into three different categories based on timeframe to implement: Annually, as part of the City’s budget process, city staff analyzes the adopted master plans and develops a comprehensive list of projects with preliminary cost estimates for inclusion in the proposed departmental budgets and the CIP. The priority tiers that were developed during this master plan will help guide future members of the City’s boards and City Council when making decisions related to the adoption of the City’s annual operating budget and the CIP. While these tiers provide the ideal order of implementation and desired priority for the recommendations, all recommendations are subject to available funding during the given budget year. Likewise, art projects that are companions to other capital projects (e.g. roads), or are brought forward through a development or donation process, may be pursued in conjunction with those projects, regardless of initial prioritization. Tier 1 "short- term" 1-3 years Tier 2 "mid-term" 4-7 years Tier 3 "long- term" 8 years and beyond 4D - 13 -DRAFT (8.15.18)- 11 | Southlake Public Arts Master Plan 1.6 Link to Vision, Goals and Objectives On June 20, 2017, the City Council adopted the Southlake 2035 Vision, Goals & Objectives (VGOs). All 2035 comprehensive plan recommendations are linked to a VGO. The 2035 Southlake Public Arts Master Plan references the following objectives: •Objective 1.1: Encourage the maintenance and enhancement of existing neighborhoods, features, and amenities in order to preserve property valuesand a unique sense of place •Objective 1.4: Emphasize creativity and ensure environmental stewardship in the design of all development and public infrastructure, maximizing the preservation of desirable natural features such as trees, topography, streams, wildlife corridors and habitat •Objective 1.5: Promote unique community character through a cohesive theme by emphasizing urban design detail and performance standards for structures, streets, street lighting, landscaping, entry features, wayfinding signs, open spaces, amenities, pedestrian/automobile orientation and transition to adjacent uses •Objective 1.8: Ensure high-quality design and a heightened sensitivitiy towards the integration of new development with the existing development and urban design pattern •Objective 1.1: Ensure that the city- and developer-provided infrastructure is functional, aesthetically well-designed, and integrated with the natural environment Goal 1: Quality Development Promote quality development that is consistent with the Urban Design Plan and existing development patterns, well- maintained, attractive, pedestrian-friendly, safe, contributes to an overall sense of place and meets the needs of a vibrant and diverse community. •Objective 2.2: Support appropriate public-private financial partnerships that will help retain and enhance the City's economic base Goal 2: Balance Maintain a balanced approach to growth and development in order to preserve the City's assets (schools, public safety, and competitive edge in the region) and fiscal health •Objective 4.12: incorporate educational and learning opportunities within parks and related facilities Goal 4: Parks, Recreation, and Open Space Support a comphrehensive integrated parks, recreation and open space system for all ages that creates value and preserves natural assets of the City 4D - 14 -DRAFT (8.15.18)- 12 | Southlake Public Arts Master Plan •Objective 6.1: Promote the City both nationally and regionally as a great place to live, work, visit, shop and recreate •Objective 6.2: Provide necessary, desirable and diverse goods and services for residents of the City •Objective 6.5: Enhance the quality of life for residents and the sustainability of City business through the promotion of tourism, convention and hotel industry in the City Goal 6: Economic Development Create a diversified, vibrant and sustainable economy through the attraction and support of business enterprises and tourism meeting the vision and standards desired by City leaders •Objective 8.1: Provide a level of community facilities that meet the needs of both the existing and projected population Goal 8: Community Facilities Plan and provide quality community facilities and services that effectively meet the service needs of Southlake's residents and businesses •Objective 9.3: Continue active partnerships with non-profit organizations, civic groups and local businesses to create opportunities that benefit the community Goal 9: Partnerships Fully utilize and coordiante with the City's many partners to address issues facing the area, provide services and facilities, promote volunteerism, support events and programs and encourage economic growth •Objective 10.6: Maintain and enhance existing infrastructure and levels of service through the provision of timely maintenance, repair and replacement as needed Goal 10: Infrastructure Through sound management and strategic investment, develop, maintain, improve and operate public infrastructure that promotes health, safety and an enhanced quality of life for all members of the community 4D - 15 -DRAFT (8.15.18)- 13 | Southlake Public Arts Master Plan •Objective 11.1: Promote a destination image for the City and continuously evolve it to adapt to changing economic conditions •Objective 11.2: Support programs enriching experiences for residents and visitors •Objective 11.5: Support events held in the City that promote the City's tourism goal and objectives •Objective 11.6: Support partnerhsips with other businesses and organizations that are mutually beneficial Goal 11: Tourism Enhance the quality of life for residents and the sustainability of City business through the use and promotion of the tourism, convention and hotel industry as a tool for the local economy in the City •Objective 12.1: Use technology to engage the community on topics of interest that informs and facilitates the exchange of information •Objective 12.3: Implement effective engagement strategies, such as Town Hall Forums, that will solicit input from the community Goal 12: Community Engagement Promote and prioritize initiatives that involve and empower home owners associations, residents and businesses to collaborate with the City of Southlake in achieving community objectives “Moonicipal” By Jane Flury 4D - 16 -DRAFT (8.15.18)- 14 | Southlake Public Arts Master Plan 1.7 Master Plan Development Process and Public Involvement The 20135 Public Arts Master Plan is the result of a public process that started in September of 2017 and ran through September of 2018. The City Council appointed the Southlake Arts Council to oversee the development. City staff partnered with consultant, John Kinkade, of the National Sculptor’s Guild to provide guidance and professional insight into the industry. The public provided feedback on the draft recommendations at the August 14th, 2018 SPIN meeting. In summary, the approval process for the Public Arts Master Plan was as follows: 1) Appointment of the Southlake Arts Council to develop the Public Arts Master Plan 2) Public Arts Master Plan Committee Meetings (8) 3) Southlake Arts Council Review Recommendations 4) City Council Work Session Review Recommendations 5) SPIN Town Hall Forum 6) Planning & Zoning Commission Formal Recommendation 7) City Council 1st Reading 8) City Council 2nd Reading (Final Plan Approval) 4D - 17 -DRAFT (8.15.18)- 15 | Southlake Public Arts Master Plan Southlake is located in North Central Texas, situated 23 miles northeast of Fort Worth and 25 miles northwest of Dallas. The City of Southlake today consists of approximately 22 square miles of land and just under 29,000 residents. Southlake has grown and become a premier community in the Dallas-Fort Worth metropolitan area. The City’s dedication to quality development, sound fiscal policies and effective strategic management has made it an exemplary community. In order to continue this level of quality of life, it is important to have a plan for public arts to meet the needs and demands of Southlake’s residents now and in the future. The following sections provide a framework for the plans, policies and programs which serve as the foundation for the development of the Public Arts Master Plan. 2.1 Demographics, Growth, and Economic Impact According to the US Census Bureau, the Dallas-Fort Worth-Arlington Metropolitan Statistical Area is the fourth most populous in the country and the most populous in the state. Southlake experienced rapid population growth between 1990 and 2000. There was a 205 percent increase in population during this time period, among the highest in Texas. The ultimate build out population, estimated at 34,188, which is anticipated to be reached by 2035. In 2014, the Metropolitan Statistical Area was also the second fastest growing area in the United States after the Houston region. From 2010 to 2014, the region added nearly 400,000 residents. It is estimated, that there are approximately 115,860 people living within a five mile radius of Southlake Town Square. Forecasts project that these growth trends will continue through 2040. The region’s employment BACKGROUND 4D - 18 -DRAFT (8.15.18)- 16 | Southlake Public Arts Master Plan forecasts show that employment opportunities will continue to grow, leading to long-term economic growth and vitality in North Central Texas. North Central Texas is a major economic, social, and political center of both Texas and the United States. In terms of economic growth and the creative economy, The Dallas-Fort Worth Region is growing faster than the national average. Nationally, employment growth in the creative industry grew 6.0% from 2010 - 2015. Regionally, growth was at 9.1%. Looking specifically at the performance and visual art sector, the overall percentage of growth was 18.2%. State-wide, the Dallas-Ft. Worth Region has experienced significantly more growth in the creative economy than the rest of Texas, with nearly 100,000 jobs in the creative industry. Dallas-Ft. Worth regional growth in the creative economy is 58.2% higher than the next leading metro-area, Houston. In terms of economic impacts, the $34 billion in total economic impact that the Dallas-Ft. Worth creative economy provides far exceeds the total impacts provided by creative economies in other metropolitan areas such as Houston and Austin plus entire states like Ohio (University of North Texas Economic Research Group). The Arts & Economic Prosperity V conducted a survey of the Economic Impact of Nonprofit Arts and Culture Organizations and their audiences in Dallas-Fort Worth – Arlington MSA in 2015, and found the cultural event and nonprofit arts attendee spends an average of $29.98 per person, excluding the cost of admission to the event. A further breakdown shows that a resident attendee will spend $25.60 and a non-resident attendee will spend $66.93. As a centrally located city in the Dallas-Ft. Worth Metropolitan area, Southlake has the ability to draw art patrons from across the metro-area. 4D - 19 -DRAFT (8.15.18)- 17 | Southlake Public Arts Master Plan 2.2 Visual Aspects of Southlake’s Civic Identity Public art can play a unique role in placemaking in the city. For public art projects to help build this sense of identity, they must be rooted in the place—related to Southlake’s natural environment, development patterns, cultural traditions, and civic life. A community’s character is largely determined by the perceptions and experiences of those living, working, shopping, or just passing through. This section examines these aspects of Southlake’s character and suggests how they can provide a framework for public arts and civic placemaking. Landscape and Open Space Southlake is a community recognized for its award-winning parks, manicured landscapes and preserved open spaces. Southlake’s facilities and beautiful scenery provide patrons with opportunities for growth and personal enjoyment. It’s the goal of the Southlake Parks Division to not only meet, but exceed expectations, and to be one of DFW’s most park- friendly cities. The Southlake parks offer visitors a combination of developed parks and open space, miles of trails, outstanding athletic fields, beautiful ponds, pavilions and facilities. There are several public art installations throughout the park system, and it is a recommendation of this plan to include public art in future park development/redevelopment. Infrastructure and Urban Design The built and natural environments determine our perceptions and experiences of a community. Urban design can provide direction and guidance for development to enhance community character by creating a greater sense of place. The design forms for the city’s gateways, crossroads and corridors are rooted in its landscape and heritage, while coexisting comfortably with new development, never looking “dated.” Consistent architectural and planting materials, colors, sign fonts, and related elements lend overall unity to the built environment. While unity is desirable, “sameness” is not. The city’s contemporary development has set a high standard of quality in its design, materials and workmanship which is now identified with Southlake; this attribute should be a defining characteristic of future public art placements. North Park Southlake Town Square 4D - 20 -DRAFT (8.15.18)- 18 | Southlake Public Arts Master Plan 2.3 Thematic Aspects of Southlake’s Civic Identity A final layer of Southlake’s civic identity relates to its history and culture. The master planning process identified three themes that can serve as unique lenses for exploring how Southlake’s history and culture have shaped the city’s landscape. This plan suggests, but does not require, that artists consider these themes as a starting point in their exploration of their proposals. Excellence The pursuit of excellence is evident and permeates the fabric of the community from sports and education to retail and development to recreation and community events. Southlake has consistently been ranked as one of the best places to live by D Magazine and Fort Worth Magazine. In 2015, the Dallas Morning News reported Southlake as one of the top Best Neighborhoods in DFW. The reason for these rankings are easily found within its 22 square mile borders: exemplary schools, acre after acre of green space, and high quality development. The City of Southlake is perfectly planned, balancing sophisticated living with neighborly community. Family Family-friendly is the foundation of the community. On any given day, the parks are filled with families playing on the playgrounds, children practicing sports, toddlers enjoying the Southlake Library Story hour, and families gathered under the Friday Night Lights at Southlake Carroll ISD’s Dragon Stadium. Adding to the sense of family, and placing an emphasis on unity, all Southlake Carroll Independent School District have the same colors—green, white, and black—and the same mascot, the Dragon. Public art installations and current programming illustrates the community’s emphasis on family. This plan recommends the consideration of adding additional art programming, as well as interactive public art that will encourage family participation with the arts. Historic The City of Southlake has a rich western and aviation history. Until 1956, what’s now Southlake was known as “the area west of Grapevine,” an unincorporated part of the county that was dotted with small farms, churches, schools and even some stills. Businesses included service stations, dairy and egg farms, grocery stores, a few nightclubs and “beer joints,” dude ranches, several small airports and even a track for dog racing. Southlake sits in a geographic region once thick with blackjack and post oak trees called the Eastern Cross Timbers. The Cross Timbers region, shaped like a dagger, stretches from Kansas into central Texas. Public Art has the opportunity to preserve the cultural history of the The Log House at Bicentennial Park 4D - 21 -DRAFT (8.15.18)- 19 | Southlake Public Arts Master Plan community. This plan makes the recommendation to consider adding art at the historical Log House in the wild flower field in Bicentennial Park. 2.4 Existing Programs and Project Types As a part of this planning effort, it is important to highlight a number of current programs and project types already in place. Discussions about existing programs and project types served as a catalyst for conversations on how to improve and expand upon current offerings, without proposing duplicate efforts. Programs A summary of current programming has been grouped into five overarching categories: performance, music, visual arts, culinary arts, and special events. The information below is not a complete list of all art programming, as programming continually evolves in response to consumer demand. However, the list provides a good representation of the types of programs offered, and it illustrates how the City of Southlake currently supports public arts and art programming. Performance • Storytelling Club (Youth, Southlake Public Library) • Country Western Dance (Adult, Recreation) • Ballroom Dance (Adult, Recreation) • Line Dancing (Seniors, Senior Activity Center) Music • Music and Movement Story Hour (Youth, Southlake Public Library) • Guitar Lessons (All ages, Recreation) • Masterworks (All ages, Arts Council North East) • Southlake Community Band Performances (All ages) Visual Arts • WizArt (Youth, Southlake Public Library) • You can Paint for Teens and Adults (Teens and Adults, Recreation) • Special Needs Art Adventure (Teens, Recreation) • Art Classes: Watercolors, Acrylic, Pastel (Seniors, Senior Activity Center) • Animation (Youth, Recreation) • Video Game Design (Teens, Recreation) • Camera Club (All ages, Bob Jones Nature Center Organization) • Painting Classes – (Adults, Bob Jones Nature Center Organization) • Adventures in Art Camp (Youth, Recreation) 4D - 22 -DRAFT (8.15.18)- 20 | Southlake Public Arts Master Plan • Gallery Events (All Ages, APEX/ Southlake Arts Council) • Arthouse of Southlake: Chalk Pastel (Youth, Southlake Public Library) Culinary Arts • Lil Chefs (Youth, Recreation) • Tastebuds Kitchen cooking class (Teens and Adults, Southlake Public Library) Special Events • Art in the Square (All ages, Southlake Women’s Club) • APEX Presents (All ages, APEX) • SSFI James Richardson Senior Art Show (Seniors, Southlake Senior Funding Inc. and APEX) Additional public arts programming is facilitated through partnerships with various nonprofit organizations with whom the City has a Community Service Agreement (CSA). These partnerships and programs are outlined in more detail on p.45. Capital Improvement Program Southlake’s public art policy requires that public art be an important consideration in the design of every new City capital project. CIP art presents an opportunity to not only create more art projects in more areas of Southlake, but also to rethink the role public art can play in the design of Southlake’s public buildings and infrastructure. Rather than a last-minute embellishment to a capital project, public art can serve as an integral part of the architecture, landscape, or urban design of a place, elevating design quality and promoting a coherent vision for the character of public places throughout the City. These projects can also help underscore the City’s commitment to design excellence, setting an example about public expectations for design quality in capital projects and private development. Planning Initiatives The 2030 Public Art Master Plan and, now the 2035 Public Arts Master Plan serve as a vision and outline for future public arts projects. Typically, these projects are funded through the use of HOT funds. Additional information regarding HOT funds can be found on p.55. As funding becomes available, and is approved by the City Council, initiatives outlined in the plan document are placed on the work plan and completed. Lessons We Have Learned by Jane DeDecker 4D - 23 -DRAFT (8.15.18)- 21 | Southlake Public Arts Master Plan Private Development Through the public arts matching funds policy, funding is available to encourage and aid private developers in purchasing and installing public art. Proposed Public Art Matching Funds projects will be considered on a project by project basis. The City will determine the percentage match up to 100%. Eligible projects include public art at private developments and public art to be installed on public property. Private developers wishing to install public art must receive final approval from the Southlake City Council. Donations Generous donations from organizations and individuals have added to Southlake’s Public Art collection. The donation process is outlined in the public art policy. All donations are reviewed by the Southlake Arts Council and must be formally accepted by the Southlake City Council. 2.5 Existing Comprehensive Plan Recommendations As part of the master planning effort, it is important to highlight a number of the current recommendations in place. Below is a table that lists existing adopted recommendations with a direct correlation to art. These recommendations were adopted as part of the Southlake 2030 plan, and will need to be revisited as those specific plan elements are updated. Plan Recommendation Tier Status Urban Design Plan Roundabout concepts, including landscaping, public art, and hardscape improvements 1 Complete Urban Design Plan Public art improvements at high-visibility/ opportunity sites 3 Complete Carroll 1709 Plan Provide a special urban design, art, or water feature at the southwest corner of the Southlake Blvd and Carroll Avenue intersection that emphasizes the prominence of that intersection and is consistent with the recommendations of the Major Corridors Urban Design Plan and the Arts Master Plan 1 Complete Southeast Sector Plan Install public art in roundabouts. 1 Complete The Southlake 2030 Public Art Master Plan identified 19 key issues and proposed recommendations. The 2030 Public Art Master Plan was developed as one of the City of Southlake’s first master plans, and the tier system had not yet been developed, as such, tiers for the recommendations are not listed. 4D - 24 -DRAFT (8.15.18)- 22 | Southlake Public Arts Master Plan Plan # Issue Identified: Recommendation Status PA01 Parks are important community gathering spots that could benefit from design enhancements such as public art. 1. Incorporate public art into Bicentennial Park phases 2 & 3 2. Incorporate public art into North Park 3. Incorporate public art into the Bob Jones Nature Center. Complete; North Park complete; Bicentennial Park BJNC included on SPDC CIP PA02 City facilities are important civic symbols and community gathering places that could benefit from design enhancements such as public art. 1. Incorporate public art into the planned DPS North Facility 2. Incorporate public art into the proposed multi-purpose facility 3. Incorporate public art into the proposed public works operation center DPS North complete; Marq art complete; Service Center will be added to a later work plan as it is built - TBD. PA03 A mix of temporary and permanent outdoor sculpture could enhance Town Square as a cultural and economic destination for tourists. 1. Organize a sculpture exhibition series for McPherson Park, including both temporary, loaned pieces and permanent artworks. Recommended in 2035 Master Plan to consider in McPherson Park when it is redeveloped. PA04 A mix of temporary and permanent outdoor sculpture could enhance Town Square as a cultural and economic destination for tourists. 1. Expand McPherson Park programming to Rustin Park and Summit Park. Recommended in 2035 Master Plan to consider art in McPherson Park when it is redeveloped. PA05 More emphasis should be placed on the entrance into Southlake along SH 114 as this area is the major gateway into the City. 1. Provide a special urban design, architectural or art feature at the edge of Town Square that faces SH114. Staff presented this option and the direction was to not move forward with this feature. Instead an entry monument was installed at SH114 and 1709. 4D - 25 -DRAFT (8.15.18)- 23 | Southlake Public Arts Master Plan Plan # Issue Identified: Recommendation Status PA06 The intersection of Southlake Blvd and FM 1938 is a very prominent and visible intersection 1. Provide a special urban design, art, or water feature at the Southlake Blvd and FM1938 intersection that emphasizes the prominence of that intersection and is consistent with the recommendations of the Major Corridors Urban Design Plan and the Arts Master Plan. Public art at this intersection is not recommended, due to the “busyness” of the intersection. PA07 The intersection of White Chapel Road and SH114 is a very prominent and visible intersection 1. Provide a special urban design, art, or water feature at the White Chapel Road and SH114 intersection that emphasizes the prominence of that intersection and is consistent with the recommendations of the Major Corridors Urban Design Plan and the Arts Master Plan. On hold pending future development. PA08 The southwest corner of Southlake Blvd and Carroll Ave is a very prominent and visible intersection. 1. Provide a special urban design, art, or water feature at the southwest corner of the Southlake Blvd and Carroll Avenue intersection that emphasizes the prominence of that intersection and is consistent with the recommendations of the Major Corridors Urban Design Plan and the Arts Master Plan. Fountain and amenities were constructed with the Park Village retail development. PA09 Roundabouts are prominent and visible locations. 1. Consider all planned roundabouts, developed publicly or privately, as potential opportunities for artworks. Complete/ Ongoing Public art included on all currently constructed and planned roundabouts. 4D - 26 -DRAFT (8.15.18)- 24 | Southlake Public Arts Master Plan Plan # Issue Identified: Recommendation Status PA10 Major destinations, as identified in the way finding plan, are prominent and visible locations. 1. Provide special architectural, urban design, public art or water feature at each of the 20 major destinations included in the way finding plan. Staff monitors new development and encourages the inclusion of public art/ and or design when appropriate. A matching funds program has been established to further encourage the inclusion of public art. Public art or design has been added at Park Village, Kimball Oaks, and Bank of America (entry feature). PA13 Development approval process does not provide for oversight of developer public art agreements. 1. Establish procedure for city review of developer artworks commissioned to fulfill development agreements. Currently there is not public art developer’s requirement. If a developer chooses to install public art, it is reviewed and recommended by the Southlake Arts Council for City Council approval. PA11 Large commercial and mixed-use development will include public spaces (parks and plazas) that should be designed as amenities for the community. 1. Require the incorporation of public art into the public spaces of the largest new commercial and mixed-use developments in the city, particularly along the SH114 corridor and future extensions of Town Square. 2. Encourage the incorporation of public art into the public spaces of other new commercial and mixed- use developments in the city, particularly along major corridors. This plan does not recommend the requirement of public art by developers; however it encourages public art along the SH114 corridor and in future extensions of Town Square. A matching funds program has been established to encourage public art. PA12 Zoning code in certain districts does not adequately support review of developer public art agreements. 1. Make technical amendments to Zoning code. The zoning code was amended as necessary. 4D - 27 -DRAFT (8.15.18)- 25 | Southlake Public Arts Master Plan Plan # Issue Identified: Recommendation Status PA15 Policies and procedures in public art policy /ordinance are not consistent with those recommended in this plan. 1. Establish process for developing annual work plans in conjunction with CIP planning. 2. Establish process for developing project plans. Policies and procedures were updated in 2016; however, this plan recommends the consolidating policies into a comprehensive Public Arts Policy PA16 Funding from CIP is kept in CIP budgets, not transferred to Public Art Fund when allocated by City Council. This risks public art funds being turned back into the overall capital project budget. 1. Transfer CIP allocations to Public Art Fund as soon as Council approves the allocation. Public Art currently being maintained as a separate line item in capital project budgets, no transfer is required. PA17 The public art initiative has no dedicated staffing. 1. Create a ¼ time position to manage the public art initiative • Hire contract project managers as necessary, due to volume or complexity of work. The 2035 plan recommends a staffing study to determine need and feasibility. PA14 Planning and zoning documents do not provide strong guidance for how developers should fulfill public art agreements. 1. Establish principles and guidelines that clarify city’s intentions for the types of artworks that will fulfill developer public art agreements Currently there is not public art developer’s requirement. If a developer chooses to install public art, it is reviewed and recommended by the Southlake Arts Council for City Council approval. PA18 The guidelines for using Hotel Occupancy Tax funds are stringent and may prevent HOT art funding for projects that genuinely increase tourism in Southlake. 1. HOT funding guidelines should include a more expansive consideration of how public art can impact tourism, to the extent allowable by law. Complete There is an established process for transferring funds to the Public Art Fund that is approved by the City Council 4D - 28 -DRAFT (8.15.18)- 26 | Southlake Public Arts Master Plan Plan # Issue Identified: Recommendation Status PA19 The demand for a performance facility in Southlake is not well understood. 1. Consult with organizations that present performances on space needs 2. Assess demand from arts organizations in Southlake or nearby who would be a resident company or otherwise book space 3. Assess space demand for arts education 4. Assess market for conference and meeting space Complete Feasibility Study completed. Recommended not to move forward with a City-owned and operated facility. However, the 2035 plan does recommend the consideration of a public/private partnership if a developer brought forward a proposal. 4D - 29 -DRAFT (8.15.18)- 27 | Southlake Public Arts Master Plan 2.6 Focus areas of the Public Arts Master Plan The recommendations for the future of Southlake public arts included in this document reflect the input and findings from the year-long planning process, as well as current best practices in the field of public art. They are designed to build upon the strengths of the program, and to adjust policies and processes accordingly. The recommendations also speak to the City’s current priorities for public arts. Some of them can be implemented relatively quickly, while others will be realized over time, as resources and opportunities become available. The City of Southlake has accomplished much of what was set forth in the original Public Art Master Plan and its success has stimulated an interest in commissioning destination quality, iconic artworks from nationally and internationally-recognized artists. The next sections of this plan will evaluate and propose recommendations regarding the current collection, future projects, programs and partnerships, staffing, funding, and policy and ordinances. 4D - 30 -DRAFT (8.15.18)- 28 | Southlake Public Arts Master Plan The City of Southlake has developed a remarkable collection of public art. The collection constitutes an important City asset and a public trust. The City’s leadership has demonstrated ongoing understanding of the value of its broad collection and has consistently invested in routine maintenance and conservation. 3.1 Current Collection The City of Southlake’s Public Art collection has unique, museum quality, installments located throughout the City. The collection features the work of well-known local and national artists, and various mediums. Reunion By: Gary Alsum Location: Southlake DPS North PUBLIC ART COLLECTION 4D - 31 -DRAFT (8.15.18)- 29 | Southlake Public Arts Master Plan Saluting a Hero By: Gary Alsum Location: Southlake DPS North Semper Paratus By: Sheldon James Location: Southlake DPS North Loyalty & Service Above all Else By: Archie St. Clair Location: Southlake DPS Headquarters 4D - 32 -DRAFT (8.15.18)- 30 | Southlake Public Arts Master Plan Southlake Memorial Bell Location: Southlake DPS Headquarters Sentinel By: Archie St. Clair Location: Southlake DPS Headquarters The Ties That Bind By: Jane DeDecker Location: Family Park 4D - 33 -DRAFT (8.15.18)- 31 | Southlake Public Arts Master Plan On the Count of Three By: Jane DeDecker Location: White Chapel & Continental Taking Flight By: Seth Vandable Location: Brumlow & Continental Morning By: Darrell Davis Location: Carroll & Dove 4D - 34 -DRAFT (8.15.18)- 32 | Southlake Public Arts Master Plan Lessons We Have Learned By: Jane DeDecker Location: White Chapel & Dove Moonicipal By: Jane Flurry Location: Southlake Town Hall Southlake Constellation By: Kathi Caricoff Location: The Marq Southlake, Aria Amphitheater 4D - 35 -DRAFT (8.15.18)- 33 | Southlake Public Arts Master Plan Flying Together By: Dream Big Sculptures Location: Dove/ Peytonville/ Sam School Road Longhorn Bas Relief By: Janice Hart Melito Location: North Park DaVinci Horse Location: Lake Carillon Park 4D - 36 -DRAFT (8.15.18)- 34 | Southlake Public Arts Master Plan Saint Demetrios Location: Villa Park South In addition to sculptures, the City also has several donated pieces that are a part of the collection. "A Siren is a Call to Prayer" By MaryLee Alford Location: One in each Department of Public Safety station Donated by MaryLee Alford October 2017 4D - 37 -DRAFT (8.15.18)- 35 | Southlake Public Arts Master Plan Untitled By Prince Duncan Williams Location: Southlake Public Library Donated by Patti Stebbins June 2014 Back the Blue By Deanna Kienast Location: DPS Headquarters Donated by Deanna Kienast October 2017 "First Responder" By Patrick Neuwirth, Iron Chinchilla Location: DPS Headquarters Donated by Former City Councilman Al Zito and Family 2016 4D - 38 -DRAFT (8.15.18)- 36 | Southlake Public Arts Master Plan 3.2 Collection Management Collection Management describes the comprehensive care of a collection, with the goal of preserving and protecting the aesthetic integrity and financial value. Collections Management identifies ways to improve or sustain a collection through physical maintenance, preservation, art conservation treatment, and insurance coverage. The City of Southlake partners with an art preservation company to perform annual maintenance on the pieces in Southlake’s collection. Pieces located in HOA maintained parks are maintained by the HOA. This plan recommends sustaining the commitment to conservation as an overall part of the public art fund budget. It also recommends regularly reviewing landscaping to make adjustments as needed. 3.3 Procurement Process The current art procurement process, as outline in the Public Art Policy, provides details on site selection, what qualifies as public art and on the steps necessary to commission a public piece. The current procurement process also includes evaluating and setting the project budget. The majority of Southlake’s current collection consists of museum quality cast bronze. Since the start of Southlake’s Public Art Program, the cost of bronze sculptures has increased by 450%. This has impacted the scale of pieces proposed. While it is recommended to continue to consider art of all mediums – including bronzes – to maintain the high quality of the Southlake Public Art Collection, it is also recommended the procurement process is enhanced in order to include the following goals: • Expand the pool of artists engaged in the program • Broaden the range of media that artists use to create public art The City of Southlake also adds to the Public Art collection through partnerships and donations. The donation process is outlined in the Public Art policy. When the Public Art Policy is updated, the following should be included: • Enhancements to the donation process • Identification of partnership opportunities • Establish maintenance standards and responsibilities for donations and partner projects 4D - 39 -DRAFT (8.15.18)- 37 | Southlake Public Arts Master Plan 3.4 Public Art Collection Recommendations Implementing the following recommendations will help ensure that the City’s collection remains an asset. PUBLIC ART COLLECTION No. Recommendation Implementation Metric Strategic Link VGO Link Department Priority Tier PA1 Maintain visibility of the public art collection 1. Review landscape and lighting surrounding public art installments on an annual basis and make adjustments as needed, optimizing visibility of the collection C3; F2 1.1; 11.1 CS 1 PA2 Diversify Southlake's Public Art collection while ensuring pieces are of the highest quality 1. Partner with arts agencies to expand the marketing of call to artist requests for proposals (RFPs); advertise with organizations such as the National Sculptor's Guild and National Sculpture Society 2. Update the procurement process in the Public Art Policy 3. Identify and enhance art donation and partnership opportunities C3; F2 1.5; 1.8; 11.1 CS 1 4D - 40 -DRAFT (8.15.18)- 38 | Southlake Public Arts Master Plan PUBLIC ART COLLECTION No. Recommendation Implementation Metric Strategic Link VGO Link Department Priority Tier PA3 Continue annual maintenance of the current Public Art collection 1. Continually monitor irrigation, and make adjustments as needed in order to reduce water corrosion 2. Implement and make a budget request for conservation treatment as outlined by art maintenance contractors 3. Evaluate need for touch up, and make a budget request to paint "Moonicipal" as needed or at least once every 5 years 4. In cases where public art is maintained by a Home Owners Association, or other entity, establish and implement a standard maintenance agreement. F2 1.1; 10.6 CS 1 PA4 Engage the public in the public art procurement process 1. Engage citizens through seeking feedback during the public art selection process and prior to Southlake Arts Council recommendation and City Council approval 2. Update the procurement process in the Public Art Policy to incorporate public engagement C6 12.1; 12.3 CS 1 4D - 41 -DRAFT (8.15.18)- 39 | Southlake Public Arts Master Plan Southlake Constellation, by Kathi Caricoff Over time as Southlake thoughtfully adds artworks that support and stand out because of the City’s strong urban design approaches, the public art will add to the identity and desirability of the City as a place to live, visit, and do business. Parks, public buildings, and roadways make up the civic fabric of the city. These places are experienced every day by residents and visitors alike and convey an important message about the city’s values, character, and pride. Southlake’s leaders and citizens envision that Southlake’s civic fabric will be designed with a high level of quality, and enhanced through the placement of public art. This plan offers a cohesive view of how new public artworks commissioned in conjunction with City capital projects and at other prominent sites in the city, and incorporated into private development can support this vision for the City. This section outlines recommended art commissions for Southlake. 4.1 Vision for Future Projects Throughout the master planning process, staff conducted several exercises with the Southlake Arts Council to identify the vision for future projects. When surveyed for what kind of art the Southlake Arts Council would like to place in Southlake, the responses included: • Iconic • Photo opportunities • Art that encourages “selfies” • Unique • Classy • Big • Modern • Art that creates a sense of place • Art children can climb on • Interactive • Playful • Experiential Projects 4D - 42 -DRAFT (8.15.18)- 40 | Southlake Public Arts Master Plan 4.2 Locations and Goals for Future Projects Certain spaces present especially strong opportunities for advancing the vision and goals for public art in Southlake. Art projects in civic squares and community parks can encourage community gathering and strengthen community identity. The below priorities were the result of a meeting conducted by City staff, with the Southlake Arts Council, as a part of the 2035 Master Planning process. Arts Council members were asked to provide their top priorities for general locations for public art. The board also discussed upcoming capital projects, and potential opportunities for public/private partnerships. In addition to specific locations, the Arts Council also identified goals for the art and prioritized the pieces that would be funded through the Public Art Fund as “Art Planning Initiatives.” The goals for public art listed below should be referenced and incorporated in the future 2035 Parks Recreation Open Space and City Facilities Master Plan. CAPITAL PROJECTS PARKS Project Goals Southlake Sports Complex as it is redeveloped • Interactive • Experiential, educational, and entertaining The Bob Jones Nature Center & Preserve as it is redeveloped • Experiential, educational, entertaining • Playful Bob Jones Park as it is redeveloped • Interactive – multigenerational • Consider unique elements such as lighting, water play, music/sound McPherson Park as it is redeveloped • Iconic • Create a destination for visitors • Photo opportunity • Install one larger iconic piece, and smaller pieces as funding allows 4D - 43 -DRAFT (8.15.18)- 41 | Southlake Public Arts Master Plan CITY-WIDE Project Goals Additional Capital Projects as they are funded • Theme appropriate to the location • Reference vision for future projects in section 4.1 Roundabouts as they are built throughout the City • Theme appropriate to the location • Cohesive and complimentary to the existing roundabout collection ART PLANNING INITIATIVES PARKS Project Goals for the Art Priority Rank Log House wildflower field at Bicentennial Park • Historic • Classic • Large and bold, visible from the road 1 Central Park • Interactive, photo opportunity 2 North Park • Art children can interact with or climb on 3 The Marq Southlake • Create a sense of place • Unique, modern • Consider indoor and outdoor placements 4 CITY-WIDE Interior Art • Install “Wow” interior entry pieces in high traffic city facilities • Utilize gallery space such as Town Hall (and future display space) to host rotational art displays o Consider hosting unique, short-term museum quality displays 5 4D - 44 -DRAFT (8.15.18)- 42 | Southlake Public Arts Master Plan DPS West • Consider art visible from Southlake Blvd 6 Gateways • Cohesive • Integrate into wayfinding signage or monument signs 7 PUBLIC / PRIVATE PARTNERSHIPS PARKS Project Goals for the Art Priority Rank Carillon Parc • Interactive art that encourages engagement • Consider artistic pathways or benches, “functional” art 1 CITY-WIDE Southlake Public Library – if developed/ relocated as proposed by the Carillon development • Interior Art in an atrium or entryway • Modern, but complimentary to the architecture and design of the building • Outdoor art in the children’s garden – interactive and climbable • Incorporate space for arts and culture programming and exhibits 2 114 Corridor • Gateways to the City • Visible from 114 • Incorporate art into developments 3 4D - 45 -DRAFT (8.15.18)- 43 | Southlake Public Arts Master Plan 4.3 Project Recommendations The project recommendations identify opportunities to add public art to Southlake’s collection and provide guidance on how to expand the Public Arts Program. PROJECTS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA5 Expand the indoor public art collection 1. Make a budget request to purchase permanent pieces to be placed indoors at high traffic City facilities 2. Consider interior art if a new Southlake Public Library is built C3; F2 8.1; 6.1; 11.1 CS 3 PA6 Activate Central Park through public art 1. Make a budget request to purchase and install an interactive art piece C3; F2 6.1; 11.1 CS 1 PA7 Incorporate art into park design and redevelopment 1. Install art or artistic features at parks as they are developed and redeveloped 2. Consider artistic elements with the installation of playgrounds 3. Consider functional art such as artistic pathways or benches 4. Reference the goals for public art in the 2035 Public Arts Master Plan when developing and redeveloping parks 5. Reference the goals outlined in the Public Arts Master Plan when developing the 2035 PROS/CF Plan C3; F2 1.5, 4.12; 11.1 CS 2 4D - 46 -DRAFT (8.15.18)- 44 | Southlake Public Arts Master Plan PROJECTS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA8 Commission impactful projects in high traffic, high visibility locations 1. Install art or artistic features with the redevelopment of McPherson Park 2. Utilize public art funding (non- CIP) to install art or artistic features at high traffic, high visibility locations such as: the field near the Log House at Bicentennial Park, on the grounds of The Marq Southlake, and at City entry points and gateways 3. Reference the goals for public art in the 2035 Public Arts Master Plan when commissioning pieces C3; F2 6.1; 6.5; 11.1 CS, PDS 2 PA9 Install interactive art to engage youth 1. Install art or artistic features at parks such as Bob Jones Park and North Park that will engage youth and encourage interaction with the arts C3; F2 8.1; 11.1 CS 3 PA10 Partner with developers to achieve public art goals 1. Encourage the incorporation of public art into the public spaces of new commercial and mixed-use developments in the city, particularly along major corridors 2.Provide a special urban design or public art feature at the White Chapel Road and SH114 intersection 3. Reference the goals for public art in the 2035 Public Arts Master Plan when commissioning pieces CS, Planning 1 4D - 47 -DRAFT (8.15.18)- 45 | Southlake Public Arts Master Plan The City’s public arts programs include both public education and public outreach as an integral part of the program’s activities to ensure an engaged and supportive community. Key goals include increasing youth and adult programming, and developing a targeted approach to communication and community engagement through expanded marketing. Through the recommendations, the 2035 plan seeks to expand performing arts opportunities in Southlake, including film, literature, dance, music, and theater. During the master planning process, the Southlake Arts Council brainstormed various ideas for program expansion. Some program expansion ideas include: • Sponsor a lecture series, highlighting artists who have pieces in Southlake’s collection • Develop a bus tour that highlight some of Southlake’s public artworks • Explore offering participatory community workshops with artists commissioned for projects • Develop a children’s coloring book featuring pieces from Southlake’s public art collection • Host “parent’s night out / date night” art events New programs may be developed with the assistance of the Southlake Arts Council in collaboration with city staff and, where applicable, community groups such as APEX, Arts Council North East, the Community Band, and the Southlake Public Library. 5.1 APEX The City of Southlake partners with APEX Arts League to host various art events in the community. APEX is dedicated to actively advancing arts, artists and arts education while promoting the concept and reality of a regional home for the arts in the Southlake area. Their mission is “to enhance appreciation, provide access, and promote participation in the arts in our community – the Apex of the D/FW Metroplex – through partnership with leading arts and civic organizations.” And, their vision is, “to provide quality cultural, civic, and educational programs, cultivating a vibrant home for the arts, and supporting development of a regional center for the arts.” The City of Southlake has an active Community Services Agreement with APEX to provide funding assistance in exchange for APEX to schedule twelve high quality professional programs or events featuring local talent at minimal or no cost to the public. This series is formally known as, “APEX Presents.” Among those programs, APEX must provide at least three educational programs for all ages and three events with a community art component. PROGRAMS AND PARTNERSHIPS 4D - 48 -DRAFT (8.15.18)- 46 | Southlake Public Arts Master Plan Historically APEX has provided a wide variety of events, partnering with organizations such as the Fort Worth Symphony Orchestra, the Dallas Symphony Orchestra, Avant Chamber Ballet and the Fort Worth Opera. A sample of events include programs such as: • Chamber Music Project: WindSync • DSO on the GO • Fort Worth Symphony Orchestra: Halloween with Harry Potter • Avant Chamber Ballet: Nutcracker Short and Suite • APEX Jazz Fest • Bus trip to the Fort Worth Opera: Don Pasquale • Taste of APEX: A Sampling of Theater, Music, and The Arts • Gallery receptions: annual fall exhibit and Strokes of Art in the Square Through the master planning process, a recommendation has been made to expand the agreement with APEX to include additional art programming in coordination with art dedications when new pieces are added to the City’s collection. 5.2 Arts Council North East With a vision of access to the arts for all, and mission to provide artistic, cultural, and educational opportunities to improve the quality of life in our communities, Arts Council North East partners with the City of Southlake (and surrounding communities) to present the annual Masterworks series. The MasterWorks Concert Series provides free concerts, that are open to the public, in eight cities (Bedford, Euless, Hurst, Keller, Roanoke, Southlake, Watauga and Westlake). The Masterworks series includes all genres of music and have showcased bands such as: “Me & My Monkey – The Beatles – Tribute Band,” Zack King Rock and Roll, Vocal Trash – Stomp, and Mr. Blue Shoes – Children’s Entertainment. The Masterworks concert series 4D - 49 -DRAFT (8.15.18)- 47 | Southlake Public Arts Master Plan also partners with the Southlake Community Band. The Southlake Community Band is another community service partner with the City of Southlake. They provide music for various city events and do several concerts throughout the year. 5.3 Southlake Public Library The City of Southlake Public Library currently offers a variety of art-based programs. Through the master planning process, the Southlake Public Library was identified as an ideal partnership to offer an expanded collection of art programs. The Southlake Public Library currently draws participation in its programs from both residents and non-residents, and is a great avenue to promote additional art programming. Opportunities for expansion include programs such as: • Independent Film screenings • “Hand Lettering” and “You-Can-Paint” visual art classes • Youth fine arts programming • Public art tours The partnership is a natural fit. The Southlake Public Library is continually seeking to expand its teen and adult programming. Historically, art-based programs are well attended and in high demand. The Southlake Public Library has the staffing capacity to add the programs and the programs will be considered for funding on an annual basis through the Public Arts Fund, and by City Council approval of the budget. 5.4 Partnership Opportunities Partnerships allow the City of Southlake to expand reach and scope of services and maximize efficiency of resources. The City of Southlake has formal, contractual, partnerships with several organizations, as outline in previous sections. Expanding this concept to incorporate additional arts organizations such as the Fort Worth Symphony Orchestra, the Dallas Symphony Orchestra, or a theater group would enhance art programming in the City of Southlake. Additionally, a matching funds program supporting programming and performances would also enhance the arts in Southlake and would allow for unique partnership opportunities as they become available. 4D - 50 -DRAFT (8.15.18)- 48 | Southlake Public Arts Master Plan Aria Amphitheater, The Marq Southlake 5.5 Venues Southlake Town Hall Southlake Town Hall is currently used as the primary venue for art gallery displays and receptions. The Lobby space is ideal for events hosting up to approximately 125 attendees. The walls along the lobby have an upper ledge designed for a wire suspension hanging system. The panel design leaves space to display 12 artworks (13 if including one installed behind the security desk). In addition to hanging art along the wall, display cases are available to showcase small items such as artifacts, pottery, or blown glass. Current programming utilizes the lobby for a fall gallery, an early spring Young Authors and Artist Showcase exhibit (a partner program with Southlake Sister Cities), spring Strokes of Art in the Square (a partner program with Art in the Square), and a summer historical exhibit (a partner program with the Southlake Historical Society). During the holiday season, the lobby is decorated for the holiday. Historically, the walls are either left open (so as not to interfere with the holiday décor) or holiday themed art has been displayed. Additionally, Town Hall has meeting space available on the 3rd floor that could be used for programs such as lectures or workshops. Southlake Town Square Southlake Town Square is the primary venue for festival events in Southlake. Home to City events such as Stars & Stripes, Home for the Holidays, and Celebrate Southlake, Southlake Town Square is also the venue for partner events such as Oktoberfest (Southlake Chamber of Commerce) and the nationally recognized juried art show, Art in the Square (Southlake Women’s Club). Town Square is also home to several Masterworks concerts each summer. Southlake Town Square has four public parks that offer unique arts programming opportunities. Rustin and Family Park are located directly in front of town hall and are where the majority of festivals and concerts occur. Frank Cornish Park is a plaza park, that is perfect for “pop-up” programming. McPherson Park has a pond and walking trail. The redesign and redevelopment of McPherson will further enhance arts opportunities in Town Square. The Marq Southlake, Legends Hall The Marq Southlake, Legends Hall, is a 23,000 square foot multipurpose community center, designed specifically for hosting events. Legends Hall amenities include an event hall, multipurpose meeting space, a club lounge, catering kitchen, senior center, studio, and an outdoor amphitheater. Arts events have been hosted in the event hall and at the Aria Amphitheater. The event hall has a stage and can accommodate up to 300 guests. The amphitheater is an 4D - 51 -DRAFT (8.15.18)- 49 | Southlake Public Arts Master Plan outdoor performance stage and can accommodate a crowd of up to 1500 guests. The outdoor amphitheater has hosted several art events including a showcase of the Fort Worth Symphony Orchestra and a film festival. Current stage dimensions at the Aria amphitheater do not accommodate for a full orchestra performance, and a modified offering must be presented. An analysis of the feasibility of expanding the stage and evaluating seating is recommended in this plan. Additional City Facilities and Amenities The City of Southlake has several unique park spaces that could also be utilized for arts program. Pop-up programming could be considered in parks such as Frank Cornish IV Park, Rustin Pavilion, Liberty Garden, Liberty Park at Sheltonwood, and the Log House at Bicentennial Park. Future Venues and Arts Opportunities The proposed Carillon development will offer multiple opportunities for expanded arts programming. The proposed park will be a prime location for outdoor entertainment. The proposed Library concept includes flexible space that could be utilized to host various exhibits. 5.6 Marketing By including information about Southlake’s public art collection in public art publications, print collateral, and social media platforms, the City’s artworks will gain visibility and notoriety, encouraging cultural tourism to Southlake and potentially increasing the value of the City’s art collection. The public art program will make use of the City’s web site and social media tools to enable wide access to information about its collection. In order to keep the local community informed and involved in the public art program, notification about public art events in Southlake will be posted via social media outlets such as Facebook and Twitter, as well as on the City’s website and through MySouthlakeNews. Social media may also provide an important outlet for community feedback, questions, and suggestions about the public art program. Communications and marketing ideas to consider as the program continues to expand and develop include: • Art Map • Coloring Book • Booth / Tent to be used at festivals such as Art in the Square • Brochure to be distributed at public venues and hotels The master planning process has identified that a more thorough review of marketing is necessary, and recommends the development of a more specific public art communication plan. 4D - 52 -DRAFT (8.15.18)- 50 | Southlake Public Arts Master Plan 5.7 Programs and Partnerships Recommendations The following recommendations provide guidance and structure for expanding partnerships and programs in order to achieve the vision and mission for Public Arts in Southlake. PROGRAMS AND PARTNERSHIPS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA11 Develop a communication plan promoting Southlake Public Art programs 1. Create a public art communication plan that identifies goals, key messages, delivery mechanisms, and audience; Develop digital marketing materials such as an interactive public art story map, and update materials as public art pieces are added to the collection, or at least once every year. Include information such as the following in the communications plan: • Develop key messages regarding each piece of art • Develop a Town Hall art display calendar, and promotional materials highlighting events 2. Develop print materials such as a public art driving tour brochure that can be promoted alongside economic development and tourism 3. Develop marketing materials that appeal to youth such as a children's coloring book featuring Southlake Public Art C3; C6 11.2; 6.1; 11.1 CS, OMC 1 4D - 53 -DRAFT (8.15.18)- 51 | Southlake Public Arts Master Plan PROGRAMS AND PARTNERSHIPS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA12 Expand public art programming through a partnership with the Southlake Public Library 1. Partner with the Southlake Public Library to offer at least three annual adult art programs such as an artist lecturer series or film series 2. Partner with the Library to expand children's art programming, offering at least three programs annually B2 11.2 CS, Library 1 PA13 Maintain and expand Community Services Agreement partnerships 1. Continue to fund partnerships with Community Services Organizations - such as APEX, Arts Council North East, and Southlake Community Band 2. Expand APEX partnership to include hosting "meet the artist" opportunities; consider hosting a “meet the artist” event when commissioning and installing new public art pieces B2 11.2; 9.3; 11.6 CS 1 PA14 Continue to seek out partnerships with other agencies that promote public art 1. Partner with other agencies to promote and host art programs in Southlake 2. Consider formal partnerships such as the Dallas Symphony Orchestra, the Fort Worth Symphony Orchestra and the Fort Worth Opera 3. Consider establishing a theater partnership with a local theater organization B2 11.2; 9.3; 11.6 CS 2 4D - 54 -DRAFT (8.15.18)- 52 | Southlake Public Arts Master Plan PROGRAMS AND PARTNERSHIPS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA15 Explore public / private partnership opportunities in association with new commercial development to provide permanent building space for performing arts and other arts related activities. 1. Consider utilizing the joint building space with new public facilities, such as the Southlake Public Library, in order to create programming synergy and cost efficiency. 2. Evaluate the feasibility of constructing a facility that can be leased or purchased for the use of performing and visual arts. 3. Building space intended for arts related activities should be designed to be flexible and accommodate various types of programming. 4. If developed, seek and incorporate feedback from key user groups and stakeholders. B2, F2 9.3; 2.2; 11.6 FIN, EDT, CS 1 PA16 Evaluate the need and feasibility of expanding the Aria Amphitheater stage 1. Evaluate the need and feasibility of expanding the stage and seating at Aria Amphitheater F2 10.6 CS 2 4D - 55 -DRAFT (8.15.18)- 53 | Southlake Public Arts Master Plan 6.1 Staffing Assessment Southlake Public Arts initiatives are currently managed by staff in the Community Services Department as a responsibility assigned to the Assistant to the Director. The program, and expansion as proposed in this master plan, utilizes considerable staff time. The 2030 Public Art Master Plan recommended a ¼ time position to assist with public art management; however that position was never funded nor filled. An analysis of current staffing and resources is recommended. Responsibilities of managing the art program include: • Administering the City’s Public Arts Program • Serving as primary staff liaison to the Southlake Arts Council and City Council in developing, implementing, and evaluating procedures, policies, and master plans for the Public Arts Program • Providing staff support to the Southlake Arts Council, coordinating meeting agendas and managing packet development • Coordinating the development and management of the annual Public Art Fund budget • Developing and monitoring contracts with artists, arts organizations, or other organizations related to the Public Arts Program • Managing the maintenance contract and art conservation efforts • Managing CIP art projects from RFP to installation • Serving as liaison between the City, arts, and/or business organizations relative to the Public Arts Program, including APEX Arts League and Arts Council North East, and the art consulting agreement with the National Sculptor’s Guild • Preparing, distributing, and updating promotional materials in coordination with the Office of Marketing and Communication for City‐sponsored public arts installations, events, and programs • Coordinating with Community Relations and the Office of Marketing and Communication to maintain an up‐to‐date Public Arts section of the City's website • Promoting and administering the Matching Funds Program • Coordinating, promoting, and hosting various Public Arts events, including 3-4 gallery exhibits annually • Attending and supporting partner events as required and appropriate • Responding to information requests from the public, media, artists and other Public Arts programs STAFFING 4D - 56 -DRAFT (8.15.18)- 54 | Southlake Public Arts Master Plan In addition to the Assistant to the Director, other personnel are also supporting Public Arts initiatives. Additional support is provided by: • The Parks Division assisting with gallery hanging and installation of artwork • Community Relations and the Office of Marketing and Communication preparing and distributing marketing materials • The Marq Southlake Legends Hall staff supporting various events throughout the year With the expansion of the Public Arts program and an increase of available funding through the growth of HOT taxes, a future solution could be funding a Public Arts Coordinator through the public art fund. A staffing study is recommended to determine the feasibility and need. 6.2 Staffing Recommendations The staffing recommendation will provide an evaluation of the current staffing demands of the Public Arts program and identify sustainable staffing solutions. STAFFING RESOURCES RECOMMENDATIONS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA17 Conduct a Public Arts staffing study 1. Conduct a staffing study as the program grows and expands 2. Implement recommendations of the staffing study as necessary B4 6.2 CS 1 4D - 57 -DRAFT (8.15.18)- 55 | Southlake Public Arts Master Plan 7.1 Hotel Occupancy Tax (HOT) Fund The Hotel Occupancy Tax is authorized under the Texas Tax Code, Chapter 351. The City of Southlake adopted Ordinance No. 769 in February 2000, levying a 7% tax on room receipts. The tax on rooms at the Hilton Hotel in Town Square and at the recently opened, Cambria, provide the HOT revenues. Under the tax code, up to 15% of HOT funds can be utilized for: The encouragement, promotion, improvement, and application of the arts, including instrumental and vocal music, dance, drama, folk art, creative writing, architecture, design and allied fields, painting, sculpture, photography, graphic and craft arts, motion pictures, radio, television, tape and sound recording, and other arts related to the presentation, performance, execution, and exhibition of these major art forms (§ 351.101(a)(1)). During the budget process, the City Council approves the Hotel Occupancy Tax Fund budget, and has historically transferred 15% of the revenues to the Public Arts Fund. The City Council passed expenditure guidelines for HOT taxes in 2017, which are incorporated into the City’s financial policies and annual budget book. This plan recommends continuing to fund the Public Arts budget through HOT tax revenues. 7.2 Percent for Art: Capital Improvement Program Projects Southlake’s Public Art Policy (Ordinance 803-A) requires that public art be an important consideration in the design of every new City capital project. Upcoming public projects can be tracked in Southlake’s Capital Improvement Program, which is incorporated into the City’s overall budget each year. The CIP percent for art program has been very successful and has contributed to adding several pieces to Southlake’s Public Art collection. The current Percent for Art process identifies that up to one percent of the CIP budget for each CIP project can be used for Public Art. However, it is the recommendation of this plan to evaluate the process for funding and what CIP projects are eligible and appropriate for public art. Additionally, it is recommended that a budget transfer is made once the art budget for a capital art project is determined and the funding is placed into the CIP Art Fund. Additional goals of updating the CIP process include: • Working with City Staff to Integrate Public Art more seamlessly into the City Capital Improvement Program • Instituting a standard project budget template for all projects FUNDING 4D - 58 -DRAFT (8.15.18)- 56 | Southlake Public Arts Master Plan Incorporating adjustments into the policy and percent for art process will ensure the integrity and intent of the program, and will further the City’s goals for Public Art. 7.3 Matching Funds Policy The Public Arts Matching Funds Policy enables the City to leverage its public arts funding to assist with the ongoing advancement of the Public Arts Program. The purpose of the policy is to provide a process for considering requests by petitioning individuals, organizations, or private developments for Public Arts Matching Funds projects. Eligible projects include public art at private developments and public art to be installed on public property. Proposed Public Arts Matching Funds projects are considered on a project by project basis, and the City determines the percentage match up to 100%. All requests must be reviewed by the Southlake Arts Council and approved by the City Council. Currently, the matching funds policy is applied to physical projects, such as sculptures or murals. It is the recommendation of this plan to expand the matching funds process to include a programming component. Since the opening of The Marq Southlake and the availability of the Aria Amphitheater as a venue, several organizations have requested to partner with the City on bringing programs such as the symphony or opera to Southlake. However, occasionally, these programs are proposed outside of the budget cycle, and ebb and flow annually based off of availability of the performance group and of The Marq. To assist with meeting funding needs to bring these programs to Southlake, it is recommended to add a programming option to the Matching Funds Policy. This would allow organizations to propose programs to bring to the community, and the cost burden would be shared between the organizations. Incorporating programming into the matching funds policy would increase the quality of art programming that can be brought to the City and would increase flexibility in funding opportunities as they become available throughout the year. 7.4 Funding Recommendations The funding recommendations propel the Arts Program and staff to review and adjust funding strategies in order to maintain a relevant, current, and funded program. 4D - 59 -DRAFT (8.15.18)- 57 | Southlake Public Arts Master Plan FUNDING RECOMMENDATIONS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA18 Research and update the current "Percent for art" ordinance and process 1. Evaluate the process and identify capital projects that will benefit from public art 2. Establish a process to transfer funding to the CIP Art Fund to be used for capital art projects F2 4.12; 1.11 CS 2 PA19 Expand and promote the Southlake Public Arts Matching Funds program 1. Expand the Southlake Public Arts Matching Funds program to include programming to allow for funding programs such as the Fort Worth Symphony Orchestra or the Fort Worth Opera performances 2. Encourage the incorporation of public art into the public spaces of new commercial and mixed use developments by promoting the public art matching funds program to developers, specifically for areas such as the SH114 Corridor and future extensions of Town Square 3. Establish a minimum starting balance for the Public Arts Matching program to be proposed for funding annually. C5, F2 2.2; 11.6 CS 1 PA20 Maintain ongoing, dedicated funding to achieve public art goals. 1. Continue investment in Public Arts. Funding amounts should be clearly articulated in the budget process to anticipate supported needs F2 6.2 CS, FIN 1 4D - 60 -DRAFT (8.15.18)- 58 | Southlake Public Arts Master Plan 8.1 Current Ordinances and Policies The Code of Ordinances for the City of Southlake includes the Charter, special and related laws and ordinances. Ordinances are pieces of legislation that are enacted by the City Council and that govern the legal workings of the City. Policies are also adopted by the City Council and establish a method of procedure of action. The ordinances and policies relevant to Public Arts are as follows: Ordinance 803 Effective September 7th, 2001, Ordinance 803 establishes the Public Art Advisory Committee. The ordinance has “Attachment A” which established the City’s first Public Art Policy. Ordinance 803-A Effective January 3rd, 2006, Ordinance 803-A expanded the Public Art Advisory Committee membership from 7 to 10 members. Ordinance 803-A (2) This ordinance abolishes the Public Art Advisory Committee, and transfers the responsibilities to the Southlake Arts Council. This ordinance moved the Public Art Policy from an attachment to the ordinance to a section within the ordinance. While the ordinance abolishes the PAAC, it does not formally supersede and replace 803 or 803-A(1). 803-A(2) was effective May 15th, 2007. Ordinance 908 Ordinance 908 is the enabling ordinance, establishing the Southlake Arts Council as an advisory board to the City Council on all matters relating to public art. It was effective on May 15th, 2007. Public Art Display and/or Performance Policy The purpose of this policy is to create a procedure to determine what art can be displayed within public facilities or other city property, and for how long, as well as to create an administrative framework for control of displayed artwork and related issues of liability, while epitomizing the City’s core values of integrity, innovation, accountability, commitment to excellence, and teamwork. The policy was last updated April 19th, 2016. Public Arts Matching Funds Policy The purpose of the policy is to provide a process for considering requests by petitioning individuals, organizations, or private developments for Public Art Matching Funds projects. The policy is comparable to the Southlake Parks Development Corporation Matching Funds Policy. The policy was approved April 19th, 2016. ORDINANCE AND POLICY 4D - 61 -DRAFT (8.15.18)- 59 | Southlake Public Arts Master Plan Recommendation Current City practice is to have policies independent of ordinances so they can be better managed and updated. It is the recommendation of this plan to develop a comprehensive Public Arts Program policy, and one enabling ordinance. This will be accomplished by developing an ordinance that will supersede 803, 803-A(1), 803-A(2), and 908 by creating Ordinance 908-A. Ordinance 908-A will mirror Ordinance 908, but will include a section referencing the Public Arts Program Policy, which will be included as an attachment to the ordinance. The new Public Arts Program Policy will be comprehensive and will combine the Public Arts Program Policy currently housed in Ordinance 803-A(2) and the Public Art Display and/or Performance Policy and the Public Arts Matching Funds Policy. Implementing these recommendations will create one enabling ordinance for the Southlake Arts Council, and one Public Arts Program Policy. All policy and ordinance changes will follow the City’s ordinance and policy procedures, and will be adopted through final approval by the City Council. 8.2 Ordinance and Policy Recommendations The below recommendations will ensure the ordinances and policies relative to the Public Arts Program are maintained and evolve to meet the needs of the program and the community. ORDINANCE AND POLICY RECOMMENDATIONS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA21 Periodically review any relevant ordinances about public art for updates 1. Consolidate ordinances and update the Public Arts Policy. 2. Review ordinances a minimum of once per five years. B4 6.2 CS 1 4D - 62 -DRAFT (8.15.18)- 60 | Southlake Public Arts Master Plan PUBLIC ARTS MASTER PLAN RECOMMENDATIONS PUBLIC ART COLLECTION No. Recommendation Implementation Metric Strategic Link VGO Link Department Priority Tier PA1 Maintain visibility of the public art collection 1. Review landscape and lighting surrounding public art installments on an annual basis and make adjustments as needed, optimizing visibility of the collection C3; F2 1.1; 11.1 CS 1 PA2 Diversify Southlake's Public Art collection while ensuring pieces are of the highest quality 1. Partner with arts agencies to expand the marketing of call to artist requests for proposals (RFPs); advertise with organizations such as the National Sculptor's Guild and National Sculpture Society 2. Update the procurement process in the Public Art Policy 3. Identify and enhance art donation and partnership opportunities C3; F2 1.5; 1.8; 11.1 CS 1 PA3 Continue annual maintenance of the current Public Art collection 1. Continually monitor irrigation, and make adjustments as needed in order to reduce water corrosion 2. Implement and make a budget request for conservation treatment as outlined by art maintenance contractors 3. Evaluate need for touch up, and make a budget request to paint "Moonicipal" as needed or at least once every 5 years 4. In cases where public art is maintained by a Home Owners Association, or other entity, establish and implement a standard F2 1.1; 10.6 CS 1 4D - 63 -DRAFT (8.15.18)- 61 | Southlake Public Arts Master Plan PROJECTS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA5 Expand the indoor public art collection 1. Make a budget request to purchase permanent pieces to be placed indoors at high traffic City facilities 2. Consider interior art if a new Southlake Public Library is built C3; F2 8.1; 6.1; 11.1 CS 3 PA6 Activate Central Park through public art 1. Make a budget request to purchase and install an interactive art piece C3; F2 6.1; 11.1 CS 1 PA7 Incorporate art into park design and redevelopment 1. Install art or artistic features at parks as they are developed and redeveloped 2. Consider artistic elements with the installation of playgrounds 3. Consider functional art such as artistic pathways or benches 4. Reference the goals for public art in the 2035 Public Arts Master Plan when developing and redeveloping parks 5. Reference the goals outlined in the Public Arts Master Plan when C3; F2 1.5, 4.12; 11.1 CS 2 maintenance agreement. PA4 Engage the public in the public art procurement process 1. Engage citizens through seeking feedback during the public art selection process and prior to Southlake Arts Council recommendation and City Council approval 2. Update the procurement process in the Public Art Policy to incorporate public engagement C6 12.1; 12.3 CS 1 4D - 64 -DRAFT (8.15.18)- 62 | Southlake Public Arts Master Plan PROJECTS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier developing the 2035 PROS/CF Plan PA8 Commission impactful projects in high traffic, high visibility locations 1. Install art or artistic features with the redevelopment of McPherson Park 2. Utilize public art funding (non- CIP) to install art or artistic features at high traffic, high visibility locations such as: the field near the Log House at Bicentennial Park, on the grounds of The Marq Southlake, and at City entry points and gateways 3. Reference the goals for public art in the 2035 Public Arts Master Plan when commissioning pieces C3; F2 6.1; 6.5; 11.1 CS, PDS 2 PA9 Install interactive art to engage youth 1. Install art or artistic features at parks such as Bob Jones Park and North Park that will engage youth and encourage interaction with the arts C3; F2 8.1; 11.1 CS 3 PA10 Partner with developers to achieve public art goals 1. Encourage the incorporation of public art into the public spaces of new commercial and mixed-use developments in the city, particularly along major corridors 2.Provide a special urban design or public art feature at the White Chapel Road and SH114 intersection 3. Reference the goals for public art in the 2035 Public Arts Master Plan B2, F2 9.3; 2.2; 11.6 CS, Planning 1 4D - 65 -DRAFT (8.15.18)- 63 | Southlake Public Arts Master Plan PROJECTS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier when commissioning pieces PROGRAMS AND PARTNERSHIPS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA11 Develop a communication plan promoting Southlake Public Art programs 1. Create a public art communication plan that identifies goals, key messages, delivery mechanisms, and audience; Develop digital marketing materials such as an interactive public art story map, and update materials as public art pieces are added to the collection, or at least once every year. Include information such as the following in the communications plan: • Develop key messages regarding each piece of art • Develop a Town Hall art display calendar, and promotional materials highlighting events 2. Develop print materials such as a public art driving tour brochure that can be promoted alongside economic development and tourism C3; C6 11.2; 6.1; 11.1 CS, OMC 1 4D - 66 -DRAFT (8.15.18)- 64 | Southlake Public Arts Master Plan 3. Develop marketing materials that appeal to youth such as a children's coloring book featuring Southlake Public Art PA12 Expand public art programming through a partnership with the Southlake Public Library 1. Partner with the Southlake Public Library to offer at least three annual adult art programs such as an artist lecturer series or film series 2. Partner with the Library to expand children's art programming, offering at least three programs annually B2 11.2 CS, Library 1 PA13 Maintain and expand Community Services Agreement partnerships 1. Continue to fund partnerships with Community Services Organizations - such as APEX, Arts Council North East, and Southlake Community Band 2. Expand APEX partnership to include hosting "meet the artist" opportunities; consider hosting a “meet the artist” event when commissioning and installing new public art pieces B2 11.2; 9.3; 11.6 CS 1 PA14 Continue to seek out partnerships with other agencies that promote public art 1. Partner with other agencies to promote and host art programs in Southlake 2. Consider formal partnerships such as the Dallas Symphony Orchestra, the Fort Worth Symphony Orchestra and the Fort Worth Opera 3. Consider establishing a theater partnership with a local theater organization B2 11.2; 9.3; 11.6 CS 2 4D - 67 -DRAFT (8.15.18)- 65 | Southlake Public Arts Master Plan PA15 Explore public / private partnership opportunities in association with new commercial development to provide permanent building space for performing arts and other arts related activities. 1. Consider utilizing the joint building space with new public facilities, such as the Southlake Public Library, in order to create programming synergy and cost efficiency. 2. Evaluate the feasibility of constructing a facility that can be leased or purchased for the use of performing and visual arts. 3. Building space intended for arts related activities should be designed to be flexible and accommodate various types of programming. 4. If developed, seek and incorporate feedback from key user groups and stakeholders. B2, F2 9.3; 2.2; 11.6 FIN, EDT, CS 1 PA16 Evaluate the need and feasibility of expanding the Aria Amphitheater stage 1. Evaluate the need and feasibility of expanding the stage and seating at Aria Amphitheater F2 10.6 CS 2 4D - 68 -DRAFT (8.15.18)- 66 | Southlake Public Arts Master Plan STAFFING RESOURCES RECOMMENDATIONS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA17 Conduct a Public Arts staffing study 1. Conduct a staffing study as the program grows and expands 2. Implement recommendations of the staffing study as necessary B4 6.2 CS 1 FUNDING RECOMMENDATIONS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA18 Research and update the current "Percent for art" ordinance and process 1. Evaluate the process and identify capital projects that will benefit from public art 2. Establish a process to transfer funding to the CIP Art Fund to be used for capital art projects F2 4.12; 1.11 CS 2 PA19 Expand and promote the Southlake Public Arts Matching Funds program 1. Expand the Southlake Public Arts Matching Funds program to include programming to allow for funding programs such as the Fort Worth Symphony Orchestra or the Fort Worth Opera performances 2. Encourage the incorporation of public art into the public spaces of new commercial and mixed use developments by promoting the public art matching funds program to developers, specifically for areas such as the SH114 Corridor and future extensions of Town Square 3. Establish a minimum starting balance for the Public Arts Matching program to be proposed for funding annually. C5, F2 2.2; 11.6 CS 1 4D - 69 -DRAFT (8.15.18)- 67 | Southlake Public Arts Master Plan ORDINANCE AND POLICY RECOMMENDATIONS No. Recommendation / Policy Implementation Metric Strategic Link VGO Link Department Priority Tier PA21 Periodically review any relevant ordinances about public art for updates 1. Consolidate ordinances and update the Public Arts Policy. 2. Review ordinances a minimum of once per five years. B4 6.2 CS 1 PA20 Maintain ongoing, dedicated funding to achieve public art goals. 1. Continue investment in Public Arts. Funding amounts should be clearly articulated in the budget process to anticipate supported needs F2 6.2 CS, FIN 1 4D - 70 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork M E M O R A N D U M August 23, 2018 To: Southlake Arts Council From: Cassie Tucker, Assistant to the Director of Community Services Subject: Approval of the Call to Artists for an art piece to be installed in a roundabout at the intersection of Tower Blvd. and Zena Rucker Rd. Action Requested: Southlake Arts Council review and approval of the Call to Artists for an art piece to be installed in a roundabout at the intersection of Tower Blvd. and Zena Rucker Rd. Background Information: The Public Art Master Plan recommends commissioning and installing public art pieces in the roundabouts throughout the City for beautification and to build a network of art markers that help with way finding and place making throughout the city. As recommended in the Public Art Master Plan, art has been installed in the five (5) roundabouts to date:  Continental and White Chapel – On the Count of Three by artist Jane Dedecker  White Chapel and Dove Road – Lessons We Have Learned by artist Jane Dedecker  Dove Road and North Carroll – Morning by Darrell Davis  Continental and Carroll Avenue – Taking Flight by Seth Vandable  Dove Road and Peytonville Avenue/Sam School Road – Flying Together by Dream Big Sculptures A sixth art piece is scheduled for installation at the White Chapel Boulevard and Highland Street roundabout upon completion of the roundabout construction in late 2019. The sculpture is “Prairie Winds” by artist Seth Vandable. The purpose of this agenda item is to seek Southlake Arts Council’s approval to release a Call to Artists to begin the process of selecting the public art piece for the new roundabout located at Zena Rucker Road and Tower Boulevard. 4E - 1 Southlake Arts Council Meeting Date – August 28, 2018 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Financial Considerations: Funding in the amount of $90,000 for the design and installation of artwork is provided in the roundabout project budget. Additionally a $1500 stipend will be provided to 2-3 finalist selected to provide a complete proposal for Arts Council recommendation and City Council consideration. Strategic Link: Approval of the Call to Artists is program is aligned to the City’s strategic focus areas of “Quality Development” and “Performance Management and Service Delivery” and the corporate objective: “provide attractive and unique spaces for the enjoyment of personal interests” (C3). Citizen Input/ Board Review: The Call to Artists complies with provisions of the Public Art Display and/or Performance Policy and the Southlake 2030 Public Art Master Plan. Southlake Arts Council will review proposed submittals and make a recommendation on final candidates to the City Council. Legal Review: Not Applicable Alternatives: Approve with recommended edits Deny approval and explore other options Supporting Documents: Call to Artists Recommendation: Southlake Arts Council review and approval of the Call to Artists for an art piece to be installed in a roundabout at the intersection of Tower Blvd. and Zena Rucker Rd. 4E - 2 City of Southlake Call to Artists: Roundabout Project Page 1 of 4 CALL TO ARTISTS CITY OF SOUTHLAKE, TEXAS PUBLIC ART PROJECT OPPORTUNITY PUBLIC ART FOR ONE ROUNDABOUT SOUTHLAKE, TX ------------------------------------------------------------------------------------------------------------------------------ The City of Southlake, Texas, through its Southlake Arts Council seeks to commission an artist for the creation of public art to be displayed in a roundabout at Tower Blvd. and Zena Rucker Rd. in Southlake, Texas. The roundabout is scheduled for completion late summer/ fall 2019. The application deadline is Friday, October 19th, 2018. Artists must submit their application on a DVD/CD via mail or hand-delivery to the City of Southlake City Secretary’s Office, 1400 Main Street, Suite 270, Southlake, TX 76092. Complete information on how to apply is listed below. PUBLIC ART PROJECT DESCRIPTION The City of Southlake Arts Council seeks artists to provide artwork for one new roundabout. Southlake has 5 existing roundabouts with commissioned art installed. Images of current art can be found on pg. 3-4. The artwork(s) should: Be of the highest quality; Create interest for the community; Enrich the quality of life and visual environment for all residents and visitors of the city; Be visually appealing from all sides; Reflect the mission and values of the City of Southlake; Compliment the current collection; and be appropriate to the identified location, durable, and low maintenance. The Southlake Arts Council is specifically interested in proposals that [insert Arts Council comments here]. Interested applicants should review the City of Southlake urban design elements that reside on the City of Southlake website for further information. Project Budget is approximately $90,000 for the artwork and base. ESTIMATED PROJECT TIMELINE October 19, 2018 Application Deadline October/November, 2018 Application Review/Selection of Finalists November, 2018 Notification to Finalists January, 2019 Presentation of Proposals by Finalists March, 2019 City Council review and final selection March, 2019 Execution of Contract with Artist Fall 2019 Installation 4E - 3 City of Southlake Call to Artists: Roundabout Project Page 2 of 4 The City of Southlake reserves the right to adjust this estimated timeline as necessary. APPLICATION PROCESS This is a Request for Qualifications (RFQ) only. Artists must submit the following on a DVD/CD via mail or hand-delivery to the City of Southlake City Secretary’s Office, 1400 Main Street, Suite 270, Southlake, TX 76092.  Letter of Interest - Applicants must submit a letter of interest indicating the project(s) for which they are applying and an artist statement.  Resume – Limited to three pages or less utilizing a font size of 10 or greater (must include name, address, phone, e-mail and website)  Images of Completed Artwork – Must be submitted in a Microsoft PowerPoint presentation with no more than twenty-five (25) images of completed works (one image per slide). The first slide should include the artist name and contact information. Each image must include a title.  Description of Completed Artwork for Review – Must be submitted in a Microsoft Word document to include the title, date, media, size (HxWxD), commission cost/purchase price, and a brief description of the artwork corresponding to the images submitted in the PowerPoint presentation. ARTIST SELECTION PROCESS The Southlake Arts Council and City Council will select one artist to commission the artwork. Criteria for selection includes: artistic merit as evidenced by the submitted materials; the applicant’s professional qualifications; proven ability to perform well on similar projects; and demonstrated ability to work with government agencies, boards, committees, architects, engineers, and other groups for the successful completion of similar art projects. Artists chosen as finalists will be provided with a $1500 stipend to complete their final concept. A maquette of the concept must be provided prior to City Council review. HELPFUL WEBSITE LINKS City of Southlake: http://www.cityofsouthlake.com Southlake Public Art Collection: https://www.experiencesouthlaketexas.com/410/Southlake-Public-Art Southlake Public Art Master Plan: https://www.cityofsouthlake.com/812/Public-Arts Southlake Urban Design Plan: http://www.cityofsouthlake.com/index.aspx?NID=876 FOR ADDITIONAL INFORMATION, PLEASE CONTACT: Cassie Tucker, Assistant to the Director of Community Services (817) 748-8036 or ctucker@ci.southlake.tx.us 4E - 4 City of Southlake Call to Artists: Roundabout Project Page 3 of 4 On the Count of Three By: Jane DeDecker Location: White Chapel & Continental Lessons We Have Learned By: Jane DeDecker Location:White Chapel & Dove Morning By: Darrell Davis Location: Carroll & Dove Taking Flight By: Seth Vandable Location: Brumlow & Continental Roundabout Art in Southlake, Texas CURRENT COLLECTION OF ROUNDABOUT ART: 4E - 5 City of Southlake Call to Artists: Roundabout Project Page 4 of 4 Location for proposed artwork: Zena Rucker Rd. and Tower Blvd. Flying Together By Dream Big Sculpture Location: Sam School & Peytonville 4E - 6 Q3 Report to the City of Southlake Apex Arts League Terri Messing, Chair July 2018 Report on Activities April- June 2018 Apex Presents Series April 5 Dallas Symphony in Southlake April 22 Fort Worth Opera recital at the Marq April 27-29 Art in the Square – Emerging artist program May 6 Bus trip to the Fort Worth Opera May 27 Apex Chamber Music Project- Memorial Day Dedication by the American String Quartet All events were well attended and presented the “Best of the Metroplex” to our community, 2018-2019 Apex Presents Series is ready for release. See attachment Note on Community Activities The Apex Facility Steering committee has met to develop an initial wish list for the library/performing arts space. Our marketing team has had frequent meetings to develop an improve plan for the upcoming season. Continued work with surrounding ISDs and communities on arts programing. 5A - 1 APEX Presents - Fall 2018 It’s an APEX thing! Sun, Sept 9 | 6 PM Southlake - White’s Chapel UMC Sun, Sept 23 | 5-6:30 PM Southlake - Town Hall Mon, Oct 1 | 7 PM Keller - Bowden Center Thur, Oct 11 | 6 PM Southlake - Town Hall Sun, Oct 21 | 6 PM Southlake - White’s Chapel UMC Sun, Nov 11 | 2 PM Southlake - The Marq Thur, Nov 15 | 7:30 PM Southlake - White’s Chapel UMC Thur, Dec 13 | 7 PM Southlake - White’s Chapel UMC Fri, Dec 21 | 6 PM Members Only - In Home Dallas Symphony Orchestra on the GO Bach is Back Art Gallery Reception Grapevine Art Project Chamber Music With Fort Worth Symphony Orchestra Musicians Cinema d’Arte Reception and Film The Curious Incident of the Dog in the Night-Time Fort Worth Symphony Orchestra Family Concert Fort Worth Opera Hansel and Gretel - a 1 Hour Opera Avant Chamber Ballet Nutcracker Short and Suite - a 1 Hour Ballet Fort Worth Symphony Orchestra Holiday Concert American Baroque Opera Company Festive Chamber Music Spring 2019 Onstage Bedford - Greek Isles Mystery Dinner Theater | Jan 24 Cinema d’Arte - Reception and Film | TBD Strokes of Art - Art Gallery Reception | Feb 17 Apex Jazz Fest - UNT One O’clock Lab Band | Mar 2 Chamber Music | TBA Art in the Square - Emerging Artist program | Apr 26-28 ApexArtsLeague.com 5A - 2