2008-12-09 SLAC PacketCITY OF
SOUTHLAKE
MEMORANDUM
November 24, 2008
TO: Southlake Arts Council
FROM: Kerry McGeath, Deputy Director of Community Services
SUBJECT: Agenda Item Comments and Other Items of Interest for
Southlake Arts Council Meeting — Tuesday, December 9, 2008 at
6:00 p.m.
Please note the meeting will be held in Southlake Town Hall — Training Room 3B (3rd
Floor) at 6.00 p.m. Please notify staff if you will not be able to attend (817.748.8184 or
Icarpente ci.southlake. tx. us}. Thank you!
1. Agenda Item No. 2A, Administrative Comments: There are no comments this
agenda.
2. Agenda Item No. 3A. Consider: Approval of the minutes from the October 28 2008
Southlake Arts Council meeting — If you have corrections to the meeting minutes,
please let Administrative Secretary Nancy Roper know in advance or make it part of
the motion for consideration. Nancy can be reached via e-mail at
nro er ci.southlake.tx.us or by calling her at (817) 748-8249.
3. Aaenda Item No. 3B. Consider: Recommendation on 2009 Community Services
Agreement with APEX --- The purpose of this request is to seek a recommendation
to City Council on the community service agreement with APEX Arts League with a
funding request of $5,000. There were no substantive changes in the agreement
from last year. The. Chair of the Apex Arts League has reviewed the proposed
agreement and recommended no substantive changes.
4. Agenda Item No. 3C. Consider: Recommendation on 2009 Community Services
Agreement with ARTSNET -- The purpose of this request is to seek the Art Council's
recommendation on the community service agreement with ARTSNET with a
funding request of $23,5000. Funding will provide Masterworks programs and the
community calendar. Funding is provided in the Hotel Occupancy Tax fund. The
President of ARTSNET has reviewed the proposed agreement and no substantive
changes were recommended,
5. Agenda Item No. 3D. Consider: Recommendation to award contracts to artists Liz
Bonham and Archie St. Clair for commissioned art work for DPS Headquarters —
Contracts for the artists that were approved by the Arts Council and City Council will
be presented to the City Council at the December 16 meeting. Staff would like for
the Arts Council to make a recommendation to Council to award the contracts to
artists Liz Bonham, painter, and Archie St. Clair, sculptor, for art work for the DPS
Headquarters. Recall that at last month's Arts Council meeting, the Arts Council
voted unanimously to accept these two artists and to move forward with execution of
a contract. The costs presented by the artists will be utilized in the contract. The
contract is currently being reviewed by the city's attorneys, Deputy Director Kerry
McGeath will discuss this item further at the meeting.
6. Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to address the
Council about non -agenda items. During this proceeding it is important that the
council not deliberate (discuss among yourselves) or take action on any item
brought up at this time. The councils` options during this topic are 1) to listen; 2) ask
questions and respond to the presenter only; 3) request staff to look into the issue
and report back to the council; and/or 4) request that the chair put the item on a
future agenda for the council to discuss or consider.
7. Agenda Item No. 5A. Discussion: Possible Public Art Pro'ects — This Agenda item is
an opportunity for the Arts Council to review and discuss possible public art projects.
8. A enda Item No. 5B. Discussion: Master Plan Work Group Update -- This is a
standing item on the agenda to allow for the Master Plan work group to update the
Arts Council and discuss their progress on the development of the Public Arts
Master Plan.
9. Agenda Item No. 5C. Discussion: APEX Update — Terri Messing will be giving an
update of APEX's current situation and upcoming programs.
We appreciate your commitment and service to the City.
a ay
STAFF CONTACT INFORMATION:
Telephone -- (817) 748-8203
Facsimile — (817) 748-8027
400 North White Chapel Blvd., Southlake, Texas 76092-6242
Kerry McGeath, Deputy Director of Community Services, 817-748-8384, kmc Bath ci,southlake.tx.us
Chris Tribble, Interim Director of Community Services, 817-748-8021, ctribble cC�r,cf.southfake.tx.us
Nancy Roper, Administrative Secretary, 817-748-8249; nro er ci.southlake.tx.us
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; Ica r enter ci.southlake.tx.us
CITY OF
SOUTHLAKE
SOUTHLAKE ARTS COUNCIL
Tuesday, December 9, 2008
Location: Southlake Town Hall
1400 Main Street — Training Room 3B (3rd Floor)
Southlake, Texas
Time: 6:00 p.m.
Agenda:
1. Call to Order
2. Administrative Comments: There are no items for this agenda
3. Consider:
A. Approval of the minutes from the October 28, 2008 Southlake
Arts Council meeting
B. Recommendation on 2009 Community Services Agreement with
APEX
C. Recommendation on 2009 Community Services Agreement with
ARTSNET
D. Recommendation to award contracts to artists Liz Bonham and
Archie St. Clair for commissioned art work for DPS Headquarters
4. Public Forum
5. Discussion:
A. Possible Public Art Projects
B. Master Plan Work Group Update
C. APEX update
6. Adjournment
Southlake Arts Council
Meeting Date — December 9, 2008
Page 2 of 2
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards
at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, December 5, 2008
at 5:00 p.m. pursuant to Chapter 51 of the Texas Government Code.
Lori Payne, TRW (:f.
City Secretary Mr�
If you plan to attend this public meetlr�g anct''t ve a
48 hours in advance at 817.748.8016 rdnatrl'� a*9
requires special needs, please advise the Cily Secretary
s will be made to assist you.
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* *UNOFFICIAL MEETING MINUTES * *
UNAPPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL
SOUTHAKE ARTS COUNCIL MEETING
Southlake Town Hall — Executive Conference Room
1400 Main Street
Southlake, Texas 76092
October 28, 2008
MINUTES
Arts Council Members Present —Leslie Bartlett; Peggy Firestone; Joe Henderson, Chair;
Terri Messing; Carolyn Morris; Jeff Walter, Vice Chair,
Arts Council Members Absent — Karin Newel, Ex-officio; Char Wiersum.
Staff Members Present — Kerry McGeath, Deputy Director of Community Service; Peter
Kao, Construction Manager for Community Services; Robert Finn, Chief, Southlake
Police; Jim Blagg, Assistant City Manager, Director of Southlake DPS,
Others Present --Bob Mundlin, Chair, Crime Control and Prevention District Board.
REGULAR SESSION:
Agenda Item No. 1, Call to Order. — Chair Joe Henderson called the meeting to order at
6:05 p.m.
REPORTS:
Agenda Item No. 2A —Administrative Comments. —APEX Steering Committee Update.
There will be an update at a later date.
Agenda Item No. 2B -- Administrative Comments. -- Greater Southlake Women's
Society Holiday in the Square.
The Greater Southlake Women's Society (GSWS) will have various charitable
organizations decorate a Christmas tree, which will be displayed in the former Bombay
store. Each tree will be sold with the proceeds going to charity. Trish Biddle, a nationally
recognized artist who has painted for the Kentucky Derby and the Westminster Kennel
Club Championship Dog Show, has done a painting for the GSWS that will be auctioned
off to raise funds during Holidays in the Square. The painting will be displayed by the
Christmas tree in the Town Hall lobby. This painting is the first in a series of five, one for
each of the coming four years. It is a lovely depiction of Christmas in the Square in a
former era. The minimum bid is $10,000 with one bid already made.
Southlake Arts Council Meeting Minutes —October 28, 2008 Page 1 of 3
* *UNOFFICIAL MEETING MINUTES * *
UNAPPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL
1 CONSENT AGENDA:
2
3 Agenda item No. 3A — Consider. — Approval of minutes from the September 23, 2008
4 Southlake Arts Council meeting.
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6 The minutes were accepted after amending them to read that Joe Henderson, Chair,
7 was absent from the last meeting and Jeff Walter, Vice Chair called the meeting to
8 order.
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10 Agenda Item No. 3B — Consider. — Recommendation of Artists for DPS Public Art
11 Project.
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13 Mr. Mundlin discussed the funding for art. One percent of the DPS budget was targeted
14 for art. This amounts to approximately $285,000. There are three basic components.
15 There are 2 sculptures, one inside and one outside, and then some flat work like
16 paintings. Twenty artists responded to the Call to Artists. The list was narrowed down
17 using a matrix of attributes. The short list included seven artists, who were asked to
18 present more detailed information about their concepts. Two artists were selected from
19 the seven. The Crime Control Board approved those two artists. The next step is to
20 have the Southlake Arts Council approve the choices so a recommendation can be sent
21 to the City Council. Liz Bonham, painter, and Archie St. Clair, sculptor, were selected.
22 The Council reviewed a PowerPoint presentation of the artists' work. Discussion about
23 the final products ensued. A motion was made and seconded to present these two
24 artists to the City Council. The motion was unanimously approved.
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26 REGULAR AGENDA:
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28 Agenda Item No. 4 ^ Public Forum. — The Public Forum was opened at 6:30 pm. As
29 there was no one to speak, it was closed at 6:31 pm.
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31 DISCUSSION:
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33 Agenda Item No. 5A — Discussion. — Other Public Art Opportunities.
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35 Peter Kao, Park Construction Manager, introduced a designer from Carter -Burgess to
36 discuss concepts for the roundabouts. All the roundabouts would have a bronze pillar
37 with the American flag carved into it. The pillar would serve as the base for the
38 sculpture. It would be equally visible from all entrances to the roundabouts. The Council
39 asked questions, discussed options and gave opinions.
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41 Agenda Item No. 5B — Discussion. -- Bicentennial Park Roundabout Call to Artists
42 Update.
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44 There are some issues to be resolved about lighting before the Call to Artists is sent
45 out. This will be presented at the December 9th meeting.
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(A
Southlake Arts Council Meeting Minutes —October 28, 2008 Page 2 of 3
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Agenda Item No. 5C — Discussion. —Artist Selection Work Group Update.
There is no new information at this time.
Agenda Item No. 5D — Discussion. — Master Plan Work Group Update.
There is no new information at this time.
Agenda Item No. 5E — Discussion. — APEX Update and Planning.
Ms. Messing spoke about the upcoming Fort Worth Symphony Orchestra concert.
Agenda Item No. fi Adjournment.
The meeting was adjourned at 7:20 pm.
Joe Henderson, Chair
Attest:
Kerry McGeath, Deputy Director of Community Services
A CASSETTE TAPE RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY
SECRETARY.
Southlake Arts Council Meeting Minutes —October 28, 2008 Page 3 of 3
CITY OF
SOUTHLAKE
MEMORANDUM
November 24, 2008
TO: Southlake Arts Council
FROM: Kerry McGeath, Deputy Director of Community Services
SUBJECT: Approve 2009 Community Services Agreement with the Apex
Arts League
Action Requested: Recommendation to City Council on the 2009 Community
Services Agreement with the Apex Arts League.
Background
Information: The Apex Arts League is a non-profit agency seeking to
enhance community awareness, participation, and
appreciation of the arts in the north central region of the
Dallas/Fort Worth Metroplex. One of their main objectives is
to provide a venue for performing and visual arts in the
region. The Apex Arts League seeks to secure funding,
support, and partnerships for this and other endeavors
through local organizations, community groups, and private
businesses. In general, their scope of services will include:
- Create a regional focal point for the arts
- Enhance community awareness and appreciation for the
arts
- Provide a meeting facility for civic and community groups
- Create a home for area arts groups offering space and
support
- Provide a venue for all performing and visual arts in the
region through efforts to secure support, funding, and
partnerships with various organizations, community
groups, and private business
- Promote educational instruction in the arts for all ages
Financial
Considerations: As part of the proposed agreement, funding in the amount of
$5,000 is requested for Apex Arts League for 2009,
representing no change in financial support from the 2008
agreement. Funding is available in the approved FY 2008-09
general fund budget for this proposed expenditure.
�6—
Southlake Arts Council
Meeting Date — December 9, 2008
Page 2 of 5
Citizen Input/
Board Review: The City Council will review the agreement at their
December 16, 2008 meeting.
The Chairman of the Apex Arts League has reviewed the
proposed agreement and there were no substantive changes
recommended.
Legal Review: This agreement was modeled after the standard community
services agreement utilized by the City and has been
reviewed by the City Attorney.
Alternatives: Alternatives may include the following:
• Approval of proposed agreement as presented
• Approval of proposed agreement with input as desired
• Decision not to approve the proposed agreement
Supporting
Documents: Proposed 2009 Agreement for Community Services with
Apex Arts League.
Recommendation: Arts Council to make a recommendation to the City Council
on the 2009 Community Services Agreement with the Apex
Arts League.
Southlake Arts Council
Meeting Date — December 9, 2008
Page 3 of 5
2009 AGREEMENT FOR COMMUNITY SERVICES
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"), and Apex Arts League ("AAL"), a nonprofit organization
operating in the City of Southlake as an organization described in section
501(c)(3) of the Internal Revenue Code, acting by and through its duly authorized
Chairman.
WHEREAS, the purpose of AAL is to enhance community awareness,
participation and appreciation of the arts in the north central region of the Dallas 1
Fort Worth Metroplex; and,
WHEREAS, AAL seeks to provide quality cultural, civic and educational
programs in a regional home for the arts; and,
WHEREAS, City and AAL desire to enter into an Agreement whereby AAL
will promote and provide educational arts to the citizens of Southlake;
NOW, THEREFORE, City and AAL do hereby covenant and agree as
follows:
SECTION 1
SCOPE OF SERVICES
AAL shall work to provide the following services to the community:
1. Create a regional focal point for the arts.
2. Enhance community awareness and appreciation for the arts.
3. Provide a meeting facility for civic and community groups.
4. Create a home for area arts groups offering space and support.
5. Provide a venue for all performing and visual arts in the region through
efforts to secure support, funding, and partnerships with various
organizations, community groups, and private businesses.
_5b `-5
Southlake Arts Council
Meeting Date — December 9, 2008
Page 4 of 5
6. Promote educational instruction in the arts for all ages.
SECTION 2
AAL FUNCTIONS
1. AAL Board of Directors shall meet periodically, The time, date, place, and
agenda of these meetings shall be solely defined by AAL. The City liaison
shall be apprised of all board meetings, and the liaison may participate at
all scheduled meetings.
2. AAL shall operate in accordance with its own approved by-laws.
3. Administration of the educational art programs shall be coordinated by
AAL.
4. The City shall have the right to review the books and records kept incident
to the services provided by AAL to the City.
SECTION 3
CITY FUNCTIONS
1. A liaison will be provided by the City to assist AAL in coordinating AAL and
City operations. The City liaison shall be apprised of all board meetings of
AAL, and the liaison may participate at all scheduled meetings.
2. City shall provide staff assistance, advice, and technical expertise where
feasible to aid AAL in advertising programs and processing of applications
and fees for classes. The nature, extent, and duration of such assistance
shall be defined solely by the City.
3. City shall provide administrative support to AAL, where feasible for such
AAL projects as: research for future facility, grants research, fundraising
events or other mutually agreed upon events/programs. The nature,
extent, and duration of this support shall be solely defined by the City.
4. The City, in accordance with current policies and guidelines, shall provide
a meeting space for AAL Board of Directors meetings.
5. The City, in accordance with current policies and guidelines, shall provide
at no cost to AAL the use of City facilities for events directly related to AAL
including educational programs involving AAL partner organizations.
Requests for use of City Buildings shall follow current reservation
procedures.
SECTION 4
PAYMENT FOR SERVICES
City agrees to pay to AAL the sum of Five Thousand ($5,000) Dollars in payment
for the community services described in Section 1 to promote awareness,
participation and appreciation of the arts in the north central region of the Dallas 1
Fort Worth Metroplex and seek to provide a venue for the future enjoyment of
such arts for the period from the effective date of signing until December 31,
Southlake Arts Council
Meeting Date — December 9, 2008
Page 5of5
2009. In this Agreement, "effective date of signing" is the date the Agreement is
executed by both parties.
SECTION 5
TERM OF AGREEMENT
The term of this agreement shall be for a period beginning January 1,
2009 and ending December 31, 2009. This agreement may be renewed
for up to three successive one year periods beginning on January 1 and
ending on December 31 of each year upon written agreement of both
parties. Execution of the 2009 Agreement constitutes the second
successive, one-year renewal period upon written agreement of both
parties.
2. Either party may terminate this Agreement upon 30 days written notice to
the other party. Upon termination, or if AAL ceases to provide services
under this Agreement, AAL shall return any unexpended funds paid
pursuant to this Agreement.
SECTION 6
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.
Neither party shall have the authority to make binding representations or
agreements on behalf of the other.
SECTION 7
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.
IN WITNESS WHEREOF the City and AAL have executed this agreement as of
this day of , 200
Approved as to legal form:
Attorney at Law Mayor, City of Southlake
Chairman, Apex Arts League
_f)b - is
CITY OF
SOUTHLAKE
MEMORANDUM
November 24, 2008
TO: Southlake Arts Council
FROM: Kerry McGeath, Deputy Director of Community Services
SUBJECT: Approve 2009 Community Services Agreement with ARTSNET
Action Requested: Recommendation on the 2009 Community Services
Agreement with ARTSNET.
Background
Information: ARTSNET supports every aspect of artistic expression
from painting and sculpture, to music, theatre, dance, and
writing, For more than 30 years, ARTSNET has
accomplished its mission by providing grants, information,
and assistance to artists, arts organizations and the general
public. ARTSNET continues to look for innovative ways to
encourage, support and facilitate artistic cultural
opportunities within the communities of North Tarrant
County.
For the past 25 years, ARTSNET in conjunction with the
cities of North Tarrant County has been presenting visual
and performing arts concerts through its Masterworks series
which is free and open to the public. Local, national and
international artists, as well as new emerging artists, have
provided tremendous programs for patrons of varying tastes.
Southlake has participated in the Masterworks Music Series
for over ten years and they have been well attended as part
of our summer and winter concert series in Town Square.
Additionally, the City also supports the community calendar
which provides the residents of North Tarrant County a
complete listing of all of the art programs and events.
Financial
Considerations: As part of the proposed agreement, funding in the amount of
$23,500 is requested and available in the Hotel Occupancy
Tax to support these programs through ARTSNET. Funding
supports the annual Music Concert Series held at Town
Square for citizen enjoyment and the community calendar
listing of art programs and events.
�!)C- —
Southlake Arts Council
Meeting Date — December 9, 2008
Page 2of5
Citizen Input/
Board Review: The President of ARTSNET has reviewed the proposed
agreement and there were no substantive changes
recommended.
Legal Review: The proposed agreement was modeled after the standard
community services agreement utilized by the City and has
been reviewed by the City Attorney.
Alternatives: Alternatives may include the following:
• Approval of proposed agreement as presented
• Approval of proposed agreement with input as desired
• Decision not to approve the proposed agreement
Recommendation: Arts Council recommendation to City Council to approve the
2009 Community Services Agreement with ARTSNET
-3 G - ---
Southlake Arts Council
Meeting Date — December 9, 2008
Page 3 of 5
2009 AGREEMENT FOR COMMUNITY SERVICE
BETWEEN THE CITY OF SOUTHAKE
AND
ARTSNET
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 City Manager
(hereinafter referred to as "City"), and the Arts Council of Northeast Tarrant
County (ARTSNET), an organization described in section 501(c)3 of the Internal
Revenue Code, acting by and through its duly authorized Executive Director
(hereinafter referred to as "ARTSNET").
WHEREAS, the purpose of ARTSNET is to encourage, support and
facilitate the promotion of artistic cultural opportunities within the community; and
WHEREAS, the City of Southlake actively participates through
partnerships and program support of various art related activities to include
ARTSNET and the MasterWorks Music Series, Art in the Square, the APEX Arts
League and the Southlake Stampede program; and
WHEREAS, City and ARTSNET desire to enter into an Agreement
whereby ARTSNET will provide art related services to citizens of Southlake and
others as referred by City;
NOW, THEREFORE, KNOW ALL BY THESE PRESENTS: That City and
ARTSNET do hereby covenant and agree as follows:
SECTION 1
SCOPE OF SERVICES
ARTSNET shall provide the following services to the community:
C-- �5
Southlake Arts Council
Meeting Date — December 9, 2008
Page 4 of 5
1. Assistance provided by ARTSNET for arts related projects and
programs to other non-profit organizations, arts organizations,
schools, and municipalities.
2. Provide summer art programs for youth in the area.
3. Provide a monthly event calendar with information pertinent to the
citizens of Southlake.
4. Provide a quarterly newsletter available to people in the area.
5. Make available various "arts" classes such as guitar, voice, piano,
pottery, painting, etc.
6. 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.
7. Perform concert events, free to the public, between January 1,
2009 and December 31, 2009. Proposed events include:
Annual MasterWorks Summer Music Series in Town Square
ARTSNET Community Calendar of Events
8. Scheduling of concerts and make-up concerts, if necessary, will be
by agreement of the City Community Services Director and
ARTSNET.
SECTION 2
ARTSNET'S OPERATIONS
1. Hours of Operations shall be solely defined by ARTSNET.
2. The City shall have the right to review the books and records kept
incident to the community services provided by ARTSNET under
this Agreement.
3c -4
Southlake Arts Council
Meeting Date — December 9, 2008
Page 5 of 5
PAYMENT FOR SERVICES
City agrees to pay to ARTSNET the sum of TWENTY-THREE THOUSAND FIVE
HUNDRED ($23,500) Dollars in payment for services described in Section 1
hereinabove.
SECTION 4
TERM OF AGREEMENT
The term of this agreement shall be for a period of one (1) year beginning
January 1, 2009 and ending December 31, 2009.
IN WITNESS WHEREOF the City and ARTSNET have executed this
agreement as of this day of , 200_
Approved as to legal form:
Attorney at Law
Mayor
City of 5outhlake
Executive Director
ARTSNET