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2010-02-23 SLAC PacketCity of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork SOUTHLAKE ARTS COUNCIL Tuesday, February 23, 2010 Location 1400 Main Street – 3rd Floor – Training Room 3A : Southlake Town Hall Southlake, Texas Time : 6:00 p.m. Agenda : 1. Call to Order 2. Administrative Comments A. Call to Artists Update B. Arts Master Plan C. Multi-purpose Facility Update D. Apex Program Update 3. Consent: A. Approval of the minutes from the January 26, 2010 Southlake Arts Council meeting 4. Public Forum 5. Consider: A. Recommendation on Apex Summer Concert Program proposal 6. Discussion: A. Educational program opportunities & working with local organizations that support the arts. 7. Adjournment CERTIFICATE Southlake Arts Council Meeting Date – Feb 23, 2010 Page 2 of 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Feb 19, 2010 at 5:00 p.m. pursuant to Chapter 51 of the Texas Government Code. Lori Payne, TRMC City Secretary If you plan to attend this public meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist M E M O R A N D U M February 19, 2010 TO: Southlake Arts Council FROM: Jim Blagg, Assistant City Manager SUBJECT: Agenda Item Comments for the regular Southlake Arts Council Meeting – Tuesday, February 23, 2010 at 6:00 p.m. Please note the meeting will be held in Town Hall – Training Room 3A (3rd 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 at 817.748.8384 or kmcgeath@ci.southlake.tx.us Thank you! 1. Agenda Item No. 2A. Administrative Comments: Call to Artists Update – The Call to Artists is included in this packet. Deputy Director McGeath will discuss the process and to whom the Call to Artists was sent 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 – Assistant City Manager Jim Blagg will give the Arts Council an update on a multipurpose facility. 4. Agenda Item No. 2D. Apex Program Update – Terri Messing will give the Arts Council an update on this item 5. Agenda Item No. 3A. Consent: Approval of the minutes from the January 27, 2010 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 nroper@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 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 Southlake Arts Council Meeting Date – Feb 23, 2010 Page 2 of 2 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. 5B. Consider: Recommendation on Apex Summer Concert Program proposal – Terri Messing will be presenting a proposal on this item about a Summer Concert program sponsored by APEX. We would like the Arts Council to make a recommendation supporting the program proposal.. 9. Agenda Item No. 6A. Discussion: Educational Programming Opportunities and Working with Local Arts Organizations – Chair person Jeff Walter will lead a discussion with regard to opportunities for the Arts Council to be involved in educational programming o and working with local organizations that support or will enhance the Arts 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, jblagg@ci.southlake.tx.us Kerry McGeath, Deputy Director of Community Services, 817-748-8384, kmcgeath@ci.southlake.tx.us Nancy Roper, Administrative Secretary, 817-748-8249; nroper@ci.southlake.tx.us Linda Carpenter-Elgin, Administrative Secretary, 817-748-8184; lcarpenter@ci.southlake.tx.us UNOFFICIAL MEETING MINUTES UNAPPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL Southlake Arts Council Meeting Minutes – January 26, 2010 Page 1 of 3 SOUTHLAKE ARTS COUNCIL MEETING 1 Southlake Town Hall – 3A 2 1400 Main Street 3 Southlake, Texas 76092 4 5 January 26, 2010 6 M I N U T E S 7 8 Arts Council Members Present 11 – Leslie Bartlett, Vice Chair; Jonathan Calvert; Deborah 9 Frazier; Merlene Ingraham; Carol Knox; Terri Messing; Jeff Walter, Chair 10 Arts Council Members Absent 13 – Karen Chidiac; Peggy Firestone; Fariba Parmer 12 Staff Members Present 17 – Kerry McGeath, Deputy Director of Community Services; Jim 14 Blagg, Assistant City Manager; Ken Baker, Director of Planning and Development 15 Services. 16 Others Present 19 – None 18 21 REGULAR SESSION: 20 23 Agenda Item No. 1. Call to Order: 22 Chair Walter called the meeting to order at 6:05 p.m. 24 25 27 REPORTS: 26 29 Agenda Item No. 2A. Administrative Comments: 2030 Plan Overview 28 Planning Director Ken Baker gave a brief overview of the 2030 Plan process and 30 explained how the Arts Master Plan will fit into the process. 31 32 34 Agenda Item No. 2B. Administrative Comments: Arts Master Plan 33 Staff discussed the Arts Master Plan and expectations for it. 35 36 38 Agenda Item No. 2C. Administrative Comments: Multi-purpose Facility Update 37 Mr. Blagg updated the Arts council on a multipurpose facility. 39 40 42 Agenda Item No. 2D. Administrative Comments: Fort Worth Symphony Concert Update 41 Staff will discuss preparations for the upcoming concert. 43 44 45 46 UNOFFICIAL MEETING MINUTES UNAPPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL Southlake Arts Council Meeting Minutes – January 26, 2010 Page 2 of 3 2 CONSENT AGENDA: 1 5 Agenda Item No. 3A. Consent: Approval of minutes from the December 8, 2009 3 Southlake Arts Council meeting. 4 A motion was made, seconded and unanimously approved to accept the minutes for the 6 December 8, 2009 meeting. 7 8 10 REGULAR AGENDA: 9 12 Agenda Item No. 4. Public Forum: 11 The Public Forum was opened at 6:10 pm. As there was no one to speak, it was closed 13 at 6:11 pm. 14 15 18 Agenda Item No. 5A. Consider: Recommendation to City Council on 2010 Community 16 Services Agreement with APEX Arts League 17 A motion was made, seconded and approved to approve the agreement. 19 20 23 Agenda Item No. 5B. Consider: Recommendation to City Council on 2010 Community 21 Services Agreement with ARTSNET 22 There was discussion about the amount to be paid to ARTSNET. The Arts Council 24 would like more information about the performances before approving the 25 recommendation. The City is not legally able to administer grant dollars. $2,500 of the 26 payment would fall under the heading of grant. There needs to be more discussion with 27 ARTSNET before an agreement can be reached. 28 29 A motion was made, seconded and approved to table the agreement until the January 30 2010 meeting. 31 32 34 DISCUSSION AGENDA: 33 37 Agenda Item No. 6A. Discussion: Discuss scope and goals/objectives for Arts Master 35 Plan work subgroup 36 There was no report for this meeting. 38 39 42 Agenda Item No. 6B. Discussion: Discuss scope and goals/objectives for art and artist 40 selection work subgroup 41 Ms. Messing discussed a draft of a Call to Artist form that was given to Ms. Yelverton. 43 Ms. Yelverton asked Mr. Blagg to put the draft into the standard City format and discuss 44 it with Mr. Tribble and Mr. McGeath. The Call to Artist process needs to be transformed 45 into a Standard Operating Procedure (SOP). The draft SOP will be presented to the Arts 46 UNOFFICIAL MEETING MINUTES UNAPPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL Southlake Arts Council Meeting Minutes – January 26, 2010 Page 3 of 3 Council to ensure that the Arts Council is proceeding in the direction that the City 1 Council desires. 2 3 5 Agenda Item No. 6C. Discussion: APEX update 4 Ms. Messing reported that APEX is constructing the 2010-11 Calendar of Events. 6 APEX will make a presentation for the 2010-11 budget year to become a contractual 7 partner with the City for more extensive collaboration on future events. She outlined the 8 events scheduled for December and January. APEX asks for a donation at the door for 9 their events. 10 11 13 Agenda Item No. 7. Adjournment 12 The next meeting is Tuesday, January 26, 2010. This meeting was adjourned at 7:35 14 p.m. 15 16 17 18 19 Jeff Walter, Chair 20 21 Attest: 22 23 24 25 26 Kerry McGeath, Deputy Director of Community Services 27 28 A RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY. 29 30 CALL TO ARTISTS CITY OF SOUTHLAKE, TEXAS PUBLIC ART PROJECT OPPORTUNITY Roundabout Art for 4 Roundabouts The City of Southlake, Texas, through its Southlake Arts Council seeks to commission an artist for the creation of public art to be displayed in each of four Roundabouts in Southlake. Three of the four Roundabouts are completed with the fourth soon to begin construction. The application deadline is Friday, April 9, 2010. (Materials must be received in the City Secretary’s Office, 1400 Main Street, Suite 270, Southlake, Texas 76092, by 5:00 p.m.) PROJECT DESCRIPTION The City of Southlake Arts Council seeks artists to provide artwork for four new Roundabouts that have either been constructed or are in the midst of construction in Southlake Texas. The artwork(s) should: Be of the highest quality; Create interest for the community; Enrich the quality of life and visual environment for all residents and visitors of the city; Reflect the mission and values of the City of Southlake; and be appropriate to the identified location, durable and low maintenance. Review the City of Southlake urban design elements that reside on the City of Southlake web site for further information. The Arts Council is interesting in looking at overall concepts by a particular artist that would encompass all four Roundabouts, or concepts for individual Roundabouts. Project Budget is approximately $90,000 per roundabout ESTIMATED TIMELINE April 9 2010 Application Deadline Mid May 2010 Application Review/Selection of Finalists Early June 2010 Notification to Finalists Late July 2010 Presentation of Proposals by Finalists and Interviews with Artist Selection Workgroup Mid August 2010 Notification of Selected Artist(s) Mid Sept 2010 Execution of Contract with Artist(s) The City of Southlake reserves the right to adjust this estimated timeline as necessary. ARTIST ELIGIBILITY The project is open to all artists age 18 and over, regardless of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status or physical or mental disability. HOW TO APPLY This is a Request for Qualifications (RFQ) only. Artists may apply for one or more projects with one submission. Artists must submit the following digitally on a DVD/CD via mail or hand-delivery to the City of Southlake City Secretary’s Office, 1400 Main Street, Suite 270, Southlake, TX 76092.  Letter of Interest - Applicants must submit a letter of interest indicating the project(s) for which they are applying and an artist statement.  Resume – Limited to three pages or less utilizing a font size of 10 or greater (must include name, address, phone, e-mail and website)  Images of Completed Artwork – Must be submitted in a Microsoft PowerPoint presentation with no more than twenty-five (25) images of completed works (one image per slide). The first slide should include the artist name and contact information. Each image must include a title.  Description of Completed Artwork for Review – Must be submitted in a Microsoft Word document to include the title, date, media, size (HxWxD), commission cost/purchase price, and a brief description of the artwork corresponding to the images submitted in the PowerPoint presentation. ARTIST SELECTION PROCESS An Artist Selection Workgroup will be appointed to review, evaluate and select Finalists. Criteria for selection includes: artistic merit as evidenced by the submitted materials; the applicant’s professional qualifications; proven ability to perform well on similar projects; and demonstrated ability to work with government agencies, boards, committees, architects, engineers, and other groups for the successful completion of similar art projects. Artists chosen as finalists will be asked to visit the specific space for the Roundabout art before completing final concept. FOR ADDITIONAL INFORMATION, PLEASE CONTACT: Mr. Kerry McGeath, Deputy Director of Community Services/City Librarian (817) 748-8384 or kmcgeath@ci.southlake.tx.us