2019-11-19 SLAC PacketSouthlake Arts Council Meeting
November 19, 2019
MEMORANDUM
November 14, 2019
TO: Southlake Arts Council
FROM: Cassie Tucker, Strategic Operations Manager
SUBJECT: Agenda Item Comments for the Southlake Arts Council meeting on
Tuesday, November 19, 2019 at 6:00pm
The meeting will be held on Tuesday, November 19, 2019 at Southlake Town Hall room
4A. If you are not able to attend this meeting, please notify staff at 817.748.8184 or
mhaddadi@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. Southlake Arts Council respectfully asks anyone speaking during Public
Forum to limit remarks to three minutes or less.
3. Agenda Item No. 3. Consider
A. Approval of the minutes from the September 24, 2019 Southlake Arts
Council meeting - Please make any corrections to the minutes part of the motion
for consideration.
B. Election of Southlake Arts Council Officers – With the recent appointments
to the Arts Council to fill expired terms, the Arts Council may now elect a
Chair, Vice Chair and Secretary to serve a one-year term. Any sitting
member may be considered for the officer positions. Below is a
current roster of the Arts Council for your consideration.
Beatriz Terrazas Place 1
Mimi Tran Place 2
Jesika Cook Place 3 Current Secretary
Terri Messing Place 4
Heather Engelhardt Place 5
Miriam Murray Place 6 Current Vice Chairman
Tamara McMillan Place 7
Vacant Alternate #1
Southlake Arts Council Meeting
November 19, 2019
C. Approve permit for CISD annual art show in Town Hall lobby— The display
permit for the 2019 CISD artwork exhibit was submitted by the Southlake
Public Library for an exhibit in Town Hall to feature over 200 art pieces
selected by CISD art teachers from grades K-12 art classes. The CISD art
exhibit will coincide with the final weekend of the Strokes of Art in the
Square exhibit. The CISD exhibit will be managed and maintained by City
of Southlake Library staff and CISD art teachers who will monitor the
displays during the Art in the Square event.
4. Agenda Item No. 4. Discussion
A. Public Art Update- This item allows for an update on City of Southlake public arts
events and activities.
No packet document.
5. Agenda Item No. 5. Adjournment
For your Information- Attendance Report- A copy of the Southlake Arts Council attendance
report is included in your packet.
We appreciate your commitment and service to the City.
Liaison Contact Information:
Cassie Tucker
Strategic Operations Manager
STAFF CONTACT INFORMATION:
Telephone- (817) 748-8019
Facsimile- (817) 748-8027
285 Shady Oaks Drive, Southlake, Texas 76092
Cassie Tucker, Strategic Operations Manager, ctucker@ci.southlake.tx.us
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE ARTS COUNCIL MEETING, September 24th 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, and Southlake Arts
Council members; Jesika Cook, Tamara McMillan, Terri Messing, and Beatriz Terrazas
(Alternate #1)
SOUTHLAKE ARTS COUNCIL ABSENT: Vice Chair Miriam Murray, Mimi Tran, and
Heather Engelhardt
STAFF PRESENT: Strategic Operations Manager and Arts Council liaison Cassie
Tucker
REGULAR SESSION
1. CALL TO ORDER
Southlake Arts Council Chairman Leslie Bartlett called the meeting to order at
5:59 p.m.
2. PUBLIC FORUM
Chair Leslie Bartlett opened the Public Forum at 5:59 p.m. Southlake Resident,
Kristina Guzman, addressed the Arts Council. She is a board member of the
CISD Theatre Arts Committee and inquired about funding opportunities for
performances and marketing opportunities for the districts performing arts
events. There being no one else to address the council present, the Public
Forum was closed at 6:05pm.
3. CONSIDER AGENDA
3A. APPROVAL OF THE MINUTES FROM THE AUGUST 27, 2019 SOUTHLAKE
ARTS COUNCIL MEETING
APPROVED
A motion was made to approve the minutes of the August 27, 2019 Southlake
Arts Council meeting.
Motion: McMillan
3A-1
Minutes of the September 24, 2019
Southlake Arts Council Meeting
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Second: Terrazas
Ayes: Bartlett, Messing, Cook
Nays: None
Abstain: None
Vote: 5-0
4. DISCUSSION
4A. APEX REPORT
Terri Messing presented the APEX report and opened discussion.
• Discussed the kick-off event and the upcoming Ft. Worth Symphony event
• Shared that the league has been experiencing significant growth and
expansion
4B. PUBLIC ART UPDATE
Strategic Operations Manager and Arts Council liaison Cassie Tucker presented
a staff report and answered questions. Discussion topics included:
• The Masterplan update to include; the published public art coloring book
and successful library film events. Art maintenance will be addressed this
year with the upcoming renewal of the art maintainer agreements. The art
maintainer agreements will include proposed suggestions for maintenance
updates. FY2020 will include a survey of Public Art installments to review
maintenance and landscaping. The council acknowledged a few public art
locations could use some landscape maintenance; such as, Deer, Carillon
and Dove, White Chapel, and the Fisherman. Cassie made a note for the
Parks department.
• Funding has been included in the 2019 CIP to complete an art piece
honoring the Jones family. In commissioning the piece, there will be a
collaborative effort between the family, Mayor, Arts Council, and the
Historical Society. Cassie informed Council that there will be more
information and details to come.
• There will be more discussion in upcoming Southlake Arts Council
meetings regarding future round-a-bout public art for FY2022 and the
possibility of expanding matching funds to include programs, per the 2035
Public Art Master Plan recommendations.
3A-2
Minutes of the September 24, 2019
Southlake Arts Council Meeting
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
• Cassie thanked Leslie Bartlett for her service to the City and the Arts
Program. This meeting being Leslie’s final meeting, retiring from Arts
Council
5. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 6:37 p.m.
Motion: McMillan
Second: Cook
Ayes: Bartlett, Messing, Terrazas
Nays: None
Abstain: None
Vote: 5-0
Attest:
Miriam Murray, Vice Chair Community Services Department
A digital audio recording of this meeting is available in the Office of the City Secretary.
3A-3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 13, 2019
TO: Southlake Arts Council
FROM: Cassie Tucker, Strategic Operations Manager
SUBJECT: Election of Southlake Arts Council Officers
Action Requested: Election of Southlake Arts Council Chair, Vice Chair and
Secretary.
Background
Information: On October 1, 2019 City Council considered Resolution No.
19-038, making appointments to various City boards,
commissions and committees.
City Council appointments to Southlake Arts Council were
Beatriz Terrazas, Place 1, Jesika Cook, Place 3, Heather
Engelhardt, Place 5, and Tamara McMillan, Place 7. The
Arts Council may now wish to consider election of its officers
for 2019 at the Tuesday meeting. Any sitting member is
eligible for election.
Supporting
Documents: Supporting documents include the following items:
Copy of Southlake City Code Section 2-257
Current Southlake Arts Council Roster
Staff
Recommendation: Southlake Arts Council election of officers
3B-1
Southlake Arts Council
Meeting Date – November 19, 2019
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3B-2
Southlake Arts Council
Meeting Date – November 19, 2019
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Current Southlake Arts Council
Member Place Term Expiration
Beatriz Terrazas Place 1 10/31/2021
Mimi Tran Place 2 10/31/2020
Jesika Cook Place 3 / Secretary 10/31/2021
Terri Messing Place 4 10/31/2020
Heather Engelhardt Place 5 10/31/2021
Miriam Murray Place 6 / Vice Chair 10/31/2020
Tamara McMillan Place 7 10/31/2021
Vacant Alternate #1
3B-3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
November 13, 2019
To: Southlake Arts Council
From: Cassie Tucker, Strategic Operations Manager
Subject: Approve permit for Carroll Independent School District (CISD) art exhibit
April 24 – 26, 2020 in Southlake Town Hall
Action
Requested: Southlake Arts Council recommendation to approve a permit to
display CISD artworks in Southlake Town Hall April 24-26, 2020
Background
Information: CISD artwork exhibits have been approved for display in Town Hall
for the annual Art in the Square festival since 2011.
The display permit for the 2020 CISD artwork exhibit was submitted
by the Southlake Public Library for an exhibit in Town Hall to
feature over 200 art pieces selected by CISD art teachers from
grades K-12 art classes. The exhibit will consist of both floor and
wall displays. Freestanding, portable floor panels will be used to
display the art pieces in the main Town Hall lobby and in the 2nd
floor courtroom lobby area. The display area in the Town Hall main
lobby area will not exceed 30% of the floor space. Artwork will also
be displayed in 3rd floor training rooms A & B in combination wall
and floor displays.
Just as in previous years, the CISD art exhibit will coincide with the
concluding dates of the Strokes of Art in the Square exhibit. The
simultaneous exhibits in Town Hall lobby do not create a space
conflict since the CISD art pieces are mounted on floor panel units
and the other exhibit will be hung on the lobby walls.
The CISD exhibit will be managed and maintained by City of
Southlake Library staff and CISD art teachers who will monitor the
displays during the Art in the Square event. Coordination of set up
and tear down of the artwork will be handled by City staff. The
exhibition is not a fundraising event, but is held concurrently with
Art in the Square.
3C-1
Southlake Arts Council
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The permit meets the provisions of the Public Art Display and
Performance Policy. A copy of the permit is attached for your
review.
Financial
Considerations: Approval of the CISD Art Exhibit Permit in Town Hall requires no
additional funding. CISD is not paid for display or associated costs
related to delivery and pick up of art pieces.
Strategic Link: This permit is linked to the City Council Focus Area of Partnerships
and Volunteerism. The permit also addresses the corporate
objectives of providing opportunities for partnerships and volunteer
involvement and enhancing the sense of community by providing
excellent customer service and citizen engagement opportunities.
Citizen Input/
Board Review: The permit for the exhibit and reception complies with provisions of
the Public Art Display and Performance Policy.
Legal Review: The permit form was reviewed previously with the Public Art
Display and Performance Policy by the City Attorney
Alternatives: Approve the permit as presented
Approve the permit with modifications
Decision not to approve the permit
Supporting
Documents: Public Art Display Permit
Recommendation: Southlake Arts Council recommendation to approve a permit to
display CISD artworks in Southlake Town Hall April 24-26, 2020
3C-2
Public Art Display and/or Performance
Facility and Property Use Permit
Please Note: All requests are taken on a first-come, first-served basis. Art Exhibit agreement is also
required to be signed before any display or performance may occur. Extensions may be granted by staff.
City Facility requested: Town Hall – 2nd floor main lobby, 2nd floor courtroom lobby, 3rd floor
training rooms A & B
___________________________________________________________________________________
CONTACT INFORMATION
Person Responsible: Cynthia Pfledderer, on behalf of Southlake Public Library and CISD Art
Department
Phone: 817.748.8246
Cell Phone: 817.685.8100 E-Mail Address: cpfledderer@ci.southlake.tx.us
Address: 1400 Main Street # 260 City: Southlake State: TX Zip: 76092
Alternative Contact:
Phone Number: E-mail:
DISPLAY or PERFORMANCE INFORMATION
Requested Date: April 24-26, 2020, concurrently with Art in the Square weekend
This request will be concurrent with the exhibit, Strokes of Art in the Square, in the Town Hall lobby. Both
exhibits were displayed simultaneously in previous years and have not created a space conflict.
Type of Display or performance: CISD student artwork exhibit
Duration of the event or performance: 3 days, April 24 – April 26, 2020 (set up 4/24; tear down 4/26)
Detailed Information including a plan of needed wall or floor space about the display or
performance, including planned activities or any equipment/special needs: The CISD exhibit will
include over 200 hundred artworks, selected by art teachers from students grades K-12 participating in
Carroll School District art classes. The exhibit will consist of both floor and wall displays. CISD artwork will
be displayed on freestanding floor panels in the Town Hall lobby, not to exceed 30% of the floor space
area. Additional floor displays will be placed in the 2nd floor courtroom lobby and in the 3rd floor training
rooms A&B in combination wall and floor displays. The exhibit will be managed and maintained by City of
Southlake Library staff with CISD art teachers who will monitor the displays during the Art in the Square
event. Proposed exhibit schedule (hours of operation) will be determined closer to the event date. The
exhibit is sponsored by the Southlake Public Library and CISD Art Department.
Organization Represented: Southlake Public Library and CISD Art Department 3C-3
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 ______
3C-4
1 Leslie Bartlett 0%0 2019 73%
2 Mimi Tran 0%0
3 Jesika Cook 80%4
4 Terri Messing 80%4
5 Heather Engelhardt 60%3
6 Miriam Murray 80%4
7 Tamara McMillan 100%5
Alt 1 Beatriz Terrazas 80%4
88%88%63%63%63%In attendance
Total Hrs Per Month 0 1 1 1 1 1 Not in attendance, no substitute
Substitute in attendance
Vacant position
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 8/27/19 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