2019-06-25 SLAC packetCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
June 20, 2019
TO: Southlake Arts Council
FROM: Cassie Tucker, Strategic Operations Manager
Cordie Hatch, Assistant to the Director
SUBJECT: Agenda Item Comments for the Southlake Arts Council meeting
– Tuesday, June 25, 2019
The meeting will be held on Tuesday, June 25, at Southlake Town Hall room 4A. If
you are not able to attend this meeting, please notify staff at 817.748.8184 or
lcarpenter@ci.southlake.tx.us.
Regular Agenda:
1. Agenda Item No. 1. Call To Order
2. Agenda Item No. 2. Public Forum
This is the public's opportunity to address the Arts Council about non-agenda items.
During Public Forum, the Arts Council will not discuss or take action on any item
brought up at this time.
3. Agenda Item No. 3. Consent
A. Approval of the minutes from the May 28, 2019 Southlake Arts Council
meeting – Please make any corrections to the minutes part of the motion for
consideration.
4. Agenda Item No. 4. Consider
A. Recommendation on proposed FY 2020 Public Art Fund Budget – As part of
the City’s annual budget process, the proposed FY 2020 Public Art Fund
Budget has been developed and is being presented for Southlake Arts
Council consideration. Staff will provide a brief presentation at the meeting.
No packet documents.
B. Permits for FY2020 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 FY2020 art gallery
events:
Southlake Arts Council
Meeting Date – June 25, 2019
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Sister Cities International Young Artists Showcase (Jan 2020)
Art in the Square (Feb - April 2020)
Summer Historical Society Exhibit (July - August 2020)
Annual Fall Art Exhibit (Sept - October 2020)
A copy of each permit and the Public Art and Display policy is included in your
packet.
C. Consider cancellation of the July Southlake Arts Council meeting - The
purpose of this item is to allow the Arts Council an opportunity to discuss and
consider canceling and/or rescheduling the July 23rd regular meeting. Arts
Council has cancelled previous July meetings, following the lead of City
Council and other Boards and Commissions. No packet documents.
5. Agenda Item No. 5. Discussion
A. APEX Report – This item allows for an update on APEX events and activities.
No packet document.
B. Public Art Update – Staff will provide an update about projects within the City.
This is an opportunity for Arts Council to discuss the upcoming art exhibit s.
No packet document.
6. For Your Information – Attendance Report – A copy of the Southlake Arts Council
attendance report is included in your packet.
A copy of the Arts Council Coloring Book is included with your packet as requested
at your May meeting. Please enjoy!
We appreciate your commitment and service to the City.
CT
STAFF CONTACT INFORMATION:
Telephone – (817) 748-8019
Facsimile – (817) 748-8027
1400 Main Street, Ste. 210, Southlake, Texas 76092
Cassie Tucker, Strategic Operations Manager, ctucker@ci.southlake.tx.us
Cordie Hatch, Assistant to the Director, chatch@ci.southlake.tx.us
Linda Carpenter-Elgin, Secretary, (817) 748-8184; lcarpenter@ci.southlake.tx.us
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE ARTS COUNCIL MEETING, MAY 28, 2019
LOCATION: Southlake Town Hall
4th Floor Room 4A
1400 Main Street
Southlake, Texas
TIME: 6:00 p.m.
SOUTHLAKE ARTS COUNCIL PRESENT: Chair Leslie Bartlett, Vice Chair Miriam
Murray, Secretary Jesika Cook; and Southlake Arts Council members Heather
Engelhardt, Tamara McMillan, Terri Messing, Beatriz Terrazas (Alternate #1)
SOUTHLAKE ARTS COUNCIL ABSENT: Mimi Tran
STAFF PRESENT: Strategic Operations Manager and Arts Council liaison Cassie
Tucker and Assistant to the Director and Arts Council liaison Cordie Hatch
REGULAR SESSION
1. CALL TO ORDER
Southlake Arts Council Chairman Leslie Bartlett called the meeting to order at
6:01 p.m.
2. PUBLIC FORUM
Chair Leslie Bartlett opened the Public Forum at 6:01 p.m. There being no one
wishing to address the Arts Council, the Public Forum was closed.
3. CONSIDER AGENDA
3A. APPROVAL OF THE MINUTES FROM THE FEBRUARY 5, 2019 SOUTHLAKE
ARTS COUNCIL MEETING
APPROVED
A motion was made to approve the minutes of the February 5, 2019 Southlake
Arts Council meeting.
Motion: Cook
Second: McMillan
Ayes: Bartlett, Cook, Engelhardt, McMillan, Messing, Murray, Terrazas
Nays: None
Abstain: None
Vote: 7-0
3A - 1
Minutes of the May 28, 2019 Southlake Arts Council Meeting
Page 2 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4. DISCUSSION
4A. STAFF REPORT
Strategic Operations Manager and Arts Council liaison Cassie Tucker presented
a staff report and answered questions. Discussion topics included:
Assistant to the Director Cordie Hatch was introduced to Arts Council
Progress on three roundabout sculpture projects:
o Boris Kramer “Be the Bridge” - Estimated installation late fall 2019
in White’s Chapel & Highland Street roundabout
o Michael Warrick “Mockingbird Tree” – Estimated installation late
spring 2020 in Tower Road & Zena Rucker Boulevard roundabout
o Seth Vandable “Prairie Winds” – Estimated installation fall 2019 in
Bicentennial Park near the log cabin
Art Consultant John Kinkade recent visit to Southlake for a Library Art
Sculpture Tour and for a site visit and consultation regarding the location
proposed for the placement of the “Prairie Winds” sculpture in Bicentennial
Park near the log cabin area
o Arts Council members were encouraged to visit the proposed
location and provide feedback and their location preference to staff
o Members may contact Cassie Tucker (817.748.8036,
ctucker@ci.southlake.tx.us) or Cordie Hatch (817.748.8963,
chatch@ci.southlake.tx.us) to provide feedback or to schedule a
site visit with a staff member
City Council will receive an update on public art projects during the City
Manager’s Report at the meeting on June 4, 2019
Town Hall Lobby Art Exhibit Display Calendar to be launched to ensure
display conflicts are anticipated and managed appropriately.
Fall Art Exhibit – Arts Council to approve permit for event at the June
meeting
o Proposed reception date is Sunday, September 22, 2019, 5:00-6:30
pm in Town Hall Lobby (art work could be hung August 30 or
September 6)
o Proposed feature artist Keller photographer Farah Janjua,
Connecting Worlds, pending preview of sample photography by city
officials
o Proposed partnership for exhibit with Mayors Alliance of Unity &
Culture
3A - 2
Minutes of the May 28, 2019 Southlake Arts Council Meeting
Page 3 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
o Other possible feature artists suggestions were local artists,
Granbury artists, Elm Street Gallery artists
Art exhibits:
o Holiday season – Committee favored not having an exhibit during
the holiday
o Sister Cities International Young Artists – Exhibit runs first week of
January until mid-Feb
o Arts In the Square – Exhibit runs mid-February until AITS event last
weekend in April
o Southlake Historical Society Permanent Collection of Southlake
early history exhibit -- Placement in lobby contingent upon space
and time, in between temporary exhibits
o Southlake Historical Society is planning a Bob Jones Family
History exhibit during summer -- Exhibit will run week after July 4th
until fall
The Southlake Arts Council Coloring book will be distributed to Arts
Council members in the next meeting packet
4B. APEX REPORT
APEX representative Terri Messing provided the APEX update. APEX events
include: four (4) film events with Southlake Library; two (2) art receptions; Art In
the Square; an increase of the Texas Chamber music programs to four (4)
events; three (3) Fort Worth Symphony performances; events at The Marq with
the Fort Worth Opera; “At Our House Concert” at the mayor of Westlake’s home;
and dinner theatre performances.
Staff announced Community Relations Manager Jenni Lanier has resigned from
the City of Southlake to take a position with Texas Health Systems and Sarah
Binion has been hired as the new Special Events Coordinator.
The monthly regular Southlake Arts Council meeting will continue to be held at
Town Hall.
A pop-up D-Day collection exhibit will be on display in Southlake Library
beginning May 29, 2019.
5. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 7:01 p.m.
Motion: McMillan
3A - 3
Minutes of the May 28, 2019 Southlake Arts Council Meeting
Page 4 of 4
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Second: Murray
Ayes: Bartlett, Cook, Engelhardt, McMillan, Messing, Murray, Terrazas
Nays: None
Abstain: None
Vote: 7-0
Attest:
Leslie Bartlett, Chair Community Services Department
A digital audio recording of this meeting is available in the Office of the City Secretary.
3A - 4
3A - 5
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
June 20, 2019
To: Southlake Arts Council
From: Cassie Tucker, Strategic Operations Manager
Cordie Hatch, Assistant to the Director
Subject: Permits for FY2020 Art Gallery Exhibits and Receptions
Action
Requested: Southlake Arts Council consideration of permits for FY2020 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 consider the permits allowing for all FY2020
exhibits and receptions, including:
Sister Cities International Young Artists & Authors
Showcase
o Exhibit: 01/03 – 02/07
Art in the Square
o Exhibit: 02/7 – 04/24
o Reception: 02/16, 5:00-6:30PM
Summer Southlake Historical Society Exhibit
o Exhibit: 07/10 – 9/04
o Reception, 07/26, 5:00-6:30PM
Fall Art Exhibit
o Exhibit: 9/04 – 10/30
o Reception: 9/20, 5:00-6:30PM
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.
4B - 1
Southlake Arts Council
Meeting Date – June 25, 2019
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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 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.
Financial
Considerations: The public art budget allocates up to $2,000 for each gallery
reception (excluding the Southlake Historical Society event & the
Sister Cities exhibit which are funded by the independent
organizations). The budget includes funding for refreshments,
entertainment, and marketing. Funding will be available in the
FY2020 Public Art budget pending City Council approval.
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 June 25, 2019
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: Sister Cities International Young Artists
Showcase
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 FY2020 art
gallery exhibits and receptions
4B - 2
Page 1
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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 Fl. Main lobby
___________________________________________________________________________________
CONTACT INFORMATION
Applicant: Katy Hintze, Southlake Sister Cities Phone: 817-251-8548
Cell Phone: 817-251-8548 E-Mail: katyhintze@yahoo.com
Address: P.O. Box 92774 City: Southlake State: TX Zip: 76092
Alternative Contact: Cassie Tucker, Southlake Arts Council Phone: 817-748-8036
Cell Phone: N/A E-Mail: ctucker@ci.southlake.tx.us
Address: 285 Shady Oaks City: Southlake State: TX Zip: 76092
DISPLAY or PERFORMANCE INFORMATION
Requested Date:
1) Exhibit: 01/03 – 02/07
Type of Display or Performance:
1) Exhibition of ten (10) framed art pieces and four (4) easel displays from the Sister Cities
International Young Artists & Authors Showcase
Duration of the Event or Performance:
1) Art Exhibit : Duration 6 weeks
Detailed Information including a wall or floor plan, display or performance details, including
planned activities and/or equipment/special needs required:
1) Art Exhibit - The exhibit will include ten (10) award-winning art pieces and four (4) easels with
poem displays from the annual Sister Cities International Young Artists and Authors Showcase.
The exhibit will be displayed on the walls, and will not exceed 30% of the lobby wall space. The
artwork will be hung on wall panels using the same gallery display suspension system used for
previously approved wall displays. The easels will be placed on the lobby floor, utilizing the space
4B - 3
Permit for Photography Exhibit and Reception in Town Hall Lobby
Page 2 of 2
Page 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
in the four corners of the area. The pieces will be placed based on the size of the piece and
aesthetic concerns related to color and composition. The exhibit will be managed and maintained
by City of Southlake staff.
The exhibition is sponsored by Southlake Sister Cities, the Southlake Arts Council, and the Southlake
Public Library.
Organization(s) Represented: Southlake Sister Cities, Southlake Arts Council, and Southlake Public
Library
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 ______
4B - 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: 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: 285 Shady Oaks 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) Exhibit: 02/7 – 04/24
2) Reception: 02/16, 5:00-6:30PM
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 2020 Art in the
Square Featured Artists.
Duration of Event(s) or Performance:
1) Reception – 5:00 – 6:30 pm only.
2) Exhibit – The art exhibit duration is for approximately two (2) months
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 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.
2) Exhibit – The exhibit will feature art pieces from the 2020 Art in the Square Featured Artists. The
exhibit will require less than 30% of the lobby wall space and will be hung on wall panels using
4B - 5
Public Art Display and/or Performance Facility and Property Use Permit
Page 2
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 Arts Council,
APEX Arts League and Art in the Square. Publicity for the exhibit and the reception will be
provided by the City of Southlake, APEX Arts League and Art in the Square.
Organization Represented: Southlake Arts Council, APEX Arts League and Art in the Square
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 ______
4B - 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: 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) Exhibit: 07/10 – 9/04
2) Reception, 07/26, 5:00-6:30PM
Type of Display or Performance:
1) Reception – The reception will include refreshments and entertainment.
2) Exhibit – Southlake Historical Society exhibit will consist of assorted historical photographs selected by
the Southlake Historical Society. The theme of the exhibit celebrates the Bob Jones family history.
Duration of Event(s) or Performance:
1) Reception – The art gallery reception duration is from 5:00-6:30pm.
2) Exhibit – The duration of the historical arts exhibit is approximately eight (8) weeks
Detailed Information including a wall or floor space plan, display or performance details, including
planned activities and/or any equipment/special needs required:
1) Reception – The art gallery reception will require 100% of the lobby area in Town Hall. The reception
will include a program 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
Non-Profit: Yes X No ___
4B - 7
Public Art Display and/or Performance Facility and Property Use Permit
Page 2
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 ______
4B - 8
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: 285 Shady Oaks Drive 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 20, 2020, 5:00 - 6:30 pm
2) Exhibit – 9/04-10/30
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 20, 2020, 5:00 – 6:30 pm.
2) Exhibit – The art exhibit duration is for approximately two (2) months
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
4B - 9
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 ______
4B - 10
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.
4B - 11
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.
4B - 12
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,
4B - 13
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.
4B - 14
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.
4B - 15
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 ______
4B - 16
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
4B - 17
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.
4B - 18
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
4B - 19
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.
4B - 20
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.
4B - 21
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: ________________
_______________________________
_______________________________
_______________________________
4B - 22
1 Leslie Bartlett 0 a 0 0 0 a 100%2 2019 88%
2 Mini Tran 0 r 0 0 0 r 0%0
3 Jesika Cook 0 a 0 0 0 a 100%2
4 Terri Messing 0 a 0 0 0 a 100%2
5 Heather Engelhardt 0 a 0 0 0 a 100%2
6 Miriam Murray 0 a 0 0 0 a 100%2
7 Tamara McMillan 0 a 0 0 0 a 100%2
Alt 1 Beatriz Terrazas 0 a 0 0 0 a 100%2
0%88%0 0 0 88%a In attendance
Total Hrs Per Month 0 1 0 0 0 1 r Not in attendance, no substitute
m Substitute in attendance
n Vacant position
0 Meeting Canceled
*Meeting Canceled due to no quorum
Change in Representative
Alternate #1 Simon Rurka resigned effective May 22, 2018
Individual
Attendance
Rate
Hrs To
Date Average Monthly
Attendance Rate
Meeting Attendance Rate
(includes substitutions)
7/23/19 8/27/10 9/24/19 10/22/19 11/26/19 12/24/19
Southlake Arts Council Attendance Report
Place Name 1/22/19 2/5/19 2/26/19 3/26/19 4/23/19 5/28/19 6/25/19
PACKET INSERT - ARTS COUNCIL ATTENDANCE REPORT