2010-01-26 SLAC PacketCITY
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MEMORANDUM
January 13, 2010
TO: Southlake Arts Council
FROM: Jim Blagg, Assistant City Manager
SUBJECT: Agenda Item Comments for the regular Southlake Arts Council
Meeting — Tuesday, January 26, 2010 at 6:00 p.m.
Please note the meeting will be held in Town Hall — Training Room 3A (3'd Floor). A light
dinner will be served about 5:45 p.m. If possible, could you please notify staff if you will not
be able to attend the meeting of 817.748.8984 or lcar ente ci.soufhlake.tx.us. Thank
your
Agenda Item No. 2A. Administrative Comments: 2030 Plan Overview — Planning
Director Ken Baker will present a brief overview of the 2030 Plan process and
explain how the Arts Master Plan will fit into the process.
2. Agenda Item No. 2B. Administrative Comments: Arts Master Plan — Staff will discuss
where we are on the Arts Master Plan and what our expectations are for such a
plan.
3. Agenda Item No. 2C. Administrative Comments: Multi -purpose Facility Update —
Jim Blagg will give the Arts Council an update on a multipurpose facility.
4. Agenda._ Item No. 2D. Administrative Comments: Fort Worth Symphony Concert
Update — Staff will discuss the upcoming FWSO concert at Carroll Senior High
School, and where we stand regarding preparation for the concert.
5. Aaenda Item No. 3A. Consent: Approval of the minutes from the December 8, 2009
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 may be reached via e-mail at
nroperA_ci.southlake.tx.us or by calling her at (817) 748-8249.
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. Consider: Recommendation to City Council on 2010
Community Services Agreement with ARTSNET — At the December 8, 2009 Arts
Southlake Arts Council
Meeting Date —January 26, 2010
Page 2 of 2
Council meeting, the proposed Agreement was originally reviewed. The Arts Council
agreed with staff's recommendation to eliminate funding of $2,500 from the annual
City contribution for the monthly events calendar since ARTSNET no longer
produces the calendars or newsletters. The 2010 Agreement has been modified with
the funding of $22,000 to provide Masterworks programs for the community. Funding
is provided in the Hotel Occupancy Tax fund. ARTSNET has reviewed the proposed
agreement and no substantive changes were recommended. The ARTSNET
agreement contains the values clause incorporated into all future contracts by the
City as noted in the previous agenda item. Arts Council will reconsider this item to
make its formal recommendation to City Council. A copy of the Agreement is in the
packet.
8. Agenda Item No. 513. Consider: Recommendation on Apex Summer Concert
Program — Terri Messing will be doing a presentation on this item about a Summer
Concert program sponsored by APEX. We would like the Arts Council to make a
recommendation supporting the presented program.
9. Aaenda Item No. 5C. Consider: Recommendation on Call -to -Artists for Roundabout
Art -- Staff is asking for the Arts Council to recommend that they be instructed to
place a call for artists for Roundabout Art.
10. Agenda Item No. 6A. Discussion: Attendance Policy — Jeff Walter will lead a
discussion concerning attendance and participation at the Arts Council meetings,
and a review of possible future actions.
We appreciate your commitment and service to the City.
KM
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
400 North White Chapel Blvd., Southlake, Texas 76092-6242
Jim Blagg, Assistant City Manager, 817-748-8601, lagcj a@ci.southlake.tx.us
Kerry McGeath, Deputy Director of Community Services, 817-748-8384, kmcgeathCa7ci.south lake.tx.us
Nancy Roper, Administrative Secretary, 817-748-8249; nroper@ci.southlake.tx.us
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; Icarpenter@ci.southlake.tx.us
CITY OF
OUTHL.AI
SOUTHLAKE ARTS COUNCIL
Tuesday, January 26, 2010
' Location: Southlake Town Hall
1400 Main Street — 3d Floor —Training Room 3A
Southlake, Texas
T_ tae.:
6:00 P.M.
Agenda:
1.
Call to Order
2.
Administrative Comments
A. 2030 Plan Overview
B. Arts Master Plan
C. Multi -purpose Facility Update
D. Fort Worth Symphony Concert Update
3.
Consent:
A. Approval of the minute's from the December 8, 2009 Southlake Arts
Council meeting
4.
Public Forum
v.
Consider.
A. Recommendation to City Council on 2010 Community Services
Agreement with ARTSNET
B. Recommendation on Apex Summer Concert Program
C. Recommendation on Call -to -Artists for Roundabout Art
6.
Discussion:
A. Attendance Policy
7.
Adjournment
City of Southlake Values:
N Integrity 4 Innovation 1 Accountability 1 Commitment to Excellence 1 Teamwork
5outhlake Arts Council
Meeting Date — January 26, 2010
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 January 22, 2010 at 6.00 p.m. pursuant to
Chapter 51 of the Texas Government Code.
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If you plan to attend this public meeting and have a disability t'kt�� requires special needs, please advise
the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to
assist
City of Southlake Values:
Integrity ♦ .innovation * accountability ♦ Commitment to Excellence ♦ Teamwork
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* *UNOFFICIAL MEETING MINUTES * *
UNAPPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL
SOUTHLAKE ARTS COUNCIL MEETING
Southlake Town Hall — 3A
1400 Main Street
Southlake, Texas 76092
December 8, 2009
MINUTES
Arts Council Members Present — Leslie Bartlett, Vice Chair; Merlene Ingraham; Carol
Knox; Terri Messing; Jeff Walter, Chair
Arts Council Members Absent — Jonathan Calvert; Karen Chidiac; Peggy Firestone;
Deborah Frazier; Fariba Parmer
Staff Members Present — Kerry McGeath, Deputy Director of Community Services;
Chris Tribble, Director of Community Services
Others Present — None
REGULAR SESSION:
Agenda Item No. 1. Call to Order:
Chair Walter called the meeting to order at 6:05 p.m.
A enda Item No. 2A. Administrative Comments: Review of Administrative Changes b
Director Chris Tribble
Assistant City Manager and Director of Public Services Jim Blagg couldn't attend.
There is a feasibility study being done for a multipurpose center. The City Manager's
Office needs to be more involved because of the study and the growing fund of money
for the Arts. Mr. Blagg will replace Mr. Tribble beginning in January as chief staff liaison
with the Arts Council. Mr. McGeath will continue to meet with the Arts Council and assist
Mr. Blagg.
CONSENT AGENDA:
Agenda Item No. 3A. Consent: Approval of minutes from the October 27 2009
Southlake Arts Council meetinq
A request to remove Jonathan Calvert's name from the absent list was made. A motion
was made, seconded and unanimously approved to accept the minutes as corrected for
the October 27, 2009 meeting.
Southlake Arts Council Meeting Minutes — December 8, 2009 Page 1 of 3
.3A--i
* *UNOFFICIAL MEETING MINUTES * *
UNAPPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL
REGULAR AGENDA:
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3 Agenda Item No. 4. Public Forum:
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5 The Public Forum was opened at 6:10 pm. As there was no one to speak, it was closed
6 at 6:11 pm.
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8 Agenda -Item No. 5A. Consider: Recommendation to City Council on 2010 Communit
9 Services Agreement with APEX Arts League
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11 A motion was made, seconded and approved to approve the agreement.
12
13 Agenda Item No. 5B. Consider: Recommendation to City Council on 2010 Community
14 Services Agreement with ARTSNET
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16 There was discussion about the amount to be paid to ARTSNET. The Arts Council
17 would like more information about the performances before approving the
18 recommendation. The City is not legally able to administer grant dollars. $2,500 of the
19 payment would fall under the heading of grant. There needs to be more discussion with
20 ARTSNET before an agreement can be reached.
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22 A motion was made, seconded and approved to table the agreement until the January
23 2010 meeting.
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25 DISCUSSION AGENDA:
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27 Agenda Item No. 6A. Discussion: Discuss scope and goalslob'ectives for Arts Master
28 Plan work subgroup
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30 There was no report for this meeting.
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32 -A enda Item No. 6B. Discussion: Discuss scope .-and goals/ob'ectives for art and artist
33 selection work subgroup
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35 Ms. Messing discussed a draft of a Call to Artist form that was given to Ms. Yelverton.
36 Ms. Yelverton asked Mr. Blagg to put the draft into the standard City format and discuss
37 it with Mr. Tribble and Mr. McGeath. The Call to Artist process needs to be transformed
38 into a Standard Operating Procedure (SOP). The draft SOP will be presented to the Arts
39 Council to ensure that the Arts Council is proceeding in the direction that the City
40 Council desires.
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42 Agenda Item No. 6C. Discussion: APEX update
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44 Ms. Messing reported that APEX is constructing the 2010-11 Calendar of Events.
45 APEX will make a presentation for the 2010-11 budget year to become a contractual
46 partner with the City for more extensive collaboration on future events. She outlined the
Southlake Arts Council Meeting Minutes — December 8, 2009 Page 2 of 3
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* *UNOFFICIAL MEETING MINUTES * *
UNAPPROVED BY MEMBERS OF THE SOUTH!_AKE ARTS COUNCIL
events scheduled for December and January. APEX asks for a donation at the door for
their events.
Agenda Item No. 7. Adjournment
The next meeting is Tuesday, January 26, 2010. This meeting was adjourned at 7:35
p.m.
Jeff Walter, Chair
Attest:
Kerry McGeath, Deputy Director of Community Services
A RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY,
Southlake Arts Council Meeting Minutes — December 8, 2009 Page 3 of 3
3 Q _3
CITY OF
SQV 1 HLAK-E
MEMORANDUM
January13, 2010
TO: Southlake Arts Council
FROM: Jim Blagg, Assistant City Manager
SUBJECT: Approve 2010 Community Services Agreement with ARTSNET
Action Requested: Recommendation on the 2010 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.
The Arts Council reviewed the proposed 2010 Agreement at
their December 8, 2009 meeting and recommended that the
City contribution be reduced by $2,500 since ARTSNET no
longer produces the monthly community calendar or
quarterly newsletter.
Financial
Considerations: As part of the proposed agreement, funding in the amount of
$22,000 is requested and available in the Hotel Occupancy
Tax to support these programs through ARTSNET. Funding
5A - 1
Southlake Arts Council
Meeting Date — January 26, 2010
Page 2 of 5
supports the annual Music Concert Series held at Town
Square for citizen enjoyment.
Citizen Input)
Board Review: Cathy Hernandez, President of ARTSNET, reviewed the
proposed agreement and recommended no substantive
changes.
On December 8, 2009, the Arts Council originally reviewed
the 2010 Agreement for ARTSNET and recommended that
funding be reduced by $2,500 to $22,000.
Legal Review: A standard clause that will be incorporated into all future City
contracts has been added to the end of this Agreement,
declaring the adopted core values that guide the City's
conduct to achieve its mission and vision.
The proposed agreement was modeled after the standard
community services agreement utilized by the City and will
be 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: Supporting documents include:
• Proposed Agreement for Community Services
with ARTSNET
■ Proposed 2010 Summer MasterWorks Series
lineup
Recommendation: Arts Council recommendation to City Council to approve the
2010 Community Services Agreement with ARTSNET with
funding support of $22,000.
5A-2
Southlake Arts Council
Meeting Date —January 26, 2010
Page 3 of 5
2010 AGREEMENT FOR COMMUNITY SERVICE
BETWEEN THE CITY OF SOUTHAKE
AND
ARTSNET
STATE OF TEXAS §
0
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:
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.
5A-3
Southlake Arts Council
Meeting Date —January 26, 2010
Page 4 of 5
3.
4.
5.
6.
7.
Make available various "arts" classes such as guitar, voice, piano,
pottery, painting, etc.
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.
Perform concert events, free to the public, between January 1,
2010 and December 31, 2010. Proposed events include:
- Annual Masterworks Summer Music Series in Town Square
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
2. The City shall Thave the right to review the Books and records kept
incident to the community services provided by ARTSNET under
this Agreement.
SECTION 3
PAYMENT FOR SERVICES
Citv agrees to Pav to ARTSNET the sum of
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, 2010 and ending December 31, 2010.
SECTION 5
CITY OF SOUTHLAKE VALUES
The City of Southlake has adopted values that are the fundamental principles
that guide how members of the City conduct themselves in pursuit of the mission
5A-4
Southlake Arts Council
Meeting Date —January 26, 2010
Page 5 of 5
and vision. All business conducted with the City shall adhere to the City's
organizational values as described below:
Integrity: Being worthy of the public's trust in all things.
We deal honestly and respectfully with each other and the public at all
times.
Innovation: Valuing progressive thinking, creativity, flexibility and
adaptability in service delivery.
• Accountability: Taking personal responsibility for our actions or
inaction while putting the interests of the taxpayer first.
Commitment to Excellence: Behaving responsively in our delivery of
service to the public. Our work is characterized by its quality and by the
diligence with which it is carried out. We proactively seek to solve
problems in advance.
• Teamwork: Recognizing the importance of working together to meet
our citizen's needs, communicating clearly, sharing resources and
information freely.
This Agreement sets forth all the agreements between the parties and no
modification shall be effective unless reduced to writing and signed by the party
to be changed therewith.
This document may be executed in duplicate originals.
IN WITNESS WHEREOF the City and ARTSNET have executed this Agreement
as of this day of )2010.
Approved as to form and legality:
Attorney at Law
SA-5
Mayor, City of Southlake
Executive Director
ARTSNET
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CITY OF
SOUTHL,A E
MEMORANDUM
January 13, 2010
TO: Southlake Arts Council
FROM: Jim Blagg, Assistant City Manager
SUBJECT: Recommendation on APEX Summer Concert Program
Action
Requested: Arts Council recommendation of support of an APEX
Summer Concert Series as presented by Terri Messing
Background
Information: Terri Messing will make a presentation to the Arts Council
detailing the APEX Summer Concert Series. This item is to
request support for the presented program.
Financial
Considerations: None at this time
Citizen Input)
Board Review: Arts Council recommendation
Legal Review: NIA
Alternatives: Alternatives may include the following:
• Approval of proposed recommendation as presented
• Approval of proposed agreement with input as desired
• Decision not to approve the proposed agreement
Supporting
Documents: NIA
Recommendation: Recommendation of support of an APEX Summer Concert
Series as presented by Terri Messing
5B-1
CITY OF
SOUTHL,AK,E
MEMORANDUM
January 13, 2010
TO: Southlake Arts Council
FROM: Jim Blagg, Assistant City Manager
SUBJECT: Recommendation that a call to artists be released for
Roundabout Art
Action
Requested: Arts Council recommendation that a call to artists be
released for Roundabout Art on or before March 15t
Background Staff is currently completing the Call to Artists Standard
Information: Operating Procedure (SOP) which will be used in any
upcoming Call to Artists. The Call to Artists SOP will be
brought to the Arts Council for recommendation for use at
the February Arts Council meeting. Staff will begin to further
develop contact lists of artists prior to approval of the final
Call to Artists SOP.
Financial
Considerations: NIA
Citizen Input/
Board Review: Arts Council recommendation for staff to release call to
artists
Legal Review: NIA
Alternatives: Alternatives may include the following:
• Approval of proposed recommendation as presented
• Approval of proposed agreement with input as desired
• Decision not to approve the proposed agreement
Supporting
Documents: N/A
Recommendation: Arts Council recommendation for staff to release a Call to
Artists on or before March 1st
5C-1