2014-01-28 SLAC PacketCity of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
January 22, 2014
TO: Southlake Arts Council
FROM: Candice Edmondson, Deputy Director of Community Services
SUBJECT: Agenda Item Comments for the Southlake Arts Council Meeting
– Tuesday, January 28, 2014 at 6:00 p.m.
The regular meeting will begin at 6:00 p.m., in Town Hall – 3rd Floor, Room 3A.
If you are not able to attend this meeting, please notify staff at 817.748.8184 or
lcarpenter@ci.southlake.tx.us.
1. Agenda Item No. 2A. Consent: Approval of the minutes from the December 10, 2013
regular Southlake Arts Council meeting – Please make any corrections to the
minutes part of the motion.
2. Agenda Item No. 3A. Consider: Recommendation on permit for CISD Art Exhibit in
Town Hall April 25-27, 2014 – The purpose of this item is to review and make a
recommendation to City Council on a request from the Southlake Public Library to
display CISD student artwork in Town Hall the weekend of Art in the Square, April
25-27, 2014. CISD exhibits were previously approved for Town Hall during Art in the
Square events in 2011, 2012 and 2013.
The CISD Art Exhibit permit meets the provisions of the Public Art Display and/or
Performance Policy. Approval of the permit will have no financial impact on City
budgets. This request is scheduled to be considered by City Council at the February
4, 2014 meeting.
The packet memo and permit provide details about scope and management o f the
proposed exhibit. Staff will provide a presentation at the meeting.
3. Agenda Item No. 4A. Discussion: 2nd Annual “Strokes of Art in the Square”
Reception – On June 4, 2013, City Council approved a permit to allow an art gallery
reception February 23, 2014 and an art exhibit February 23 - April 27, 2014 (Art in
the Square weekend) in Town Hall lobby. The purpose of this item is to allow the
Arts Council to discuss and plan the reception. There are no packet documents for
this item.
4. Agenda Item No. 4B. Discussion: DPS North Artwork Update – Staff will provide an
update on the recent installation of artwork at the DPS North Training Facility. There
are no packet documents for this item.
Southlake Arts Council
Meeting Date – January 28, 2014
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5. Agenda Item No. 4C. Discussion: Community Recreation Center Update – Staff will
provide an update on the progress of the Community Recreation Center project.
There are no packet documents for this item.
6. Agenda Item No. 4D. Discussion: Future Public Art Opportunities – This item will
allow the Arts Council to discuss and brainstorm upcoming opportunities for public
art. There are no packet documents for this item.
7. Agenda Item No. 5. PUBLIC FORUM: This is the public's opportunity to address the
Arts Council about non-agenda items. During this proceeding the Arts Council will
not discuss or take action on any item brought up at this time.
8. For Your Information – Attendance Report – A copy of the Southlake Arts Council
attendance log is included in your packet.
We appreciate your commitment and service to the City.
CE
STAFF CONTACT INFORMATION:
Telephone – (817) 748-8019
Facsimile – (817) 748-8027
1400 Main Street, Ste. 210, Southlake, Texas 76092
Candice Edmondson, Deputy Director of Community Services, (817) 748-8311;
cedmondson@ci.southlake.tx.us
Linda Carpenter-Elgin, Administrative Secretary, (817) 748-8184; lcarpenter@ci.southlake.tx.us
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE ARTS COUNCIL
Tuesday, January 28, 2014
Location: Southlake Town Hall
1400 Main Street – 3A (third floor)
Southlake, Texas
Time: 6:00 p.m.
Agenda:
1. Call to Order
2. Consent
A. Approval of the minutes from the December 10, 2013 regular Southlake
Arts Council meeting
3. Consider
A. Recommendation on permit for CISD Art Exhibit in Town Hall April 25-27,
2014
4. Discussion
A. 2nd Annual “Strokes of Art in the Square” Reception
B. DPS North Artwork Update
C. Community Recreation Center Update
D. Future Public Art Opportunities
5. Public Forum
(This is the Public’s opportunity to address Southlake Arts Council about non-agenda
items. During Public Forum, Southlake Arts Council will not discuss, consider or take
action on any items presented. Southlake Arts Council respectfully asks anyone
speaking during Public Forum to limit remarks to three minutes or less.)
6. Adjournment
A quorum of the City Council may be present at this meeting.
Southlake Arts Council
Meeting Date – January 28, 2014
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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, January 24, 2014 by 6:00 p.m. pursuant to Chapter 551 of the Texas
Government Code.
Alicia Richardson, 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
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
SOUTHLAKE ARTS COUNCIL MEETING: DECEMBER 10, 2013
LOCATION: 1400 Main Street, Southlake, Texas
Southlake Town Hall – 4A
SOUTHLAKE ARTS COUNCIL PRESENT: Chair Leslie Bartlett, Vice Chair Miriam
Murray, Secretary Jesika Cook (arrived 6:10pm) and Southlake Arts Council members
Lamberto Alvarez (arrived 6:10pm), Christina Esparza, Tamara McMillan and Terri
Messing
SOUTHLAKE ARTS COUNCIL ABSENT: Merlene Ingraham
STAFF PRESENT: Deputy Director of Community Services Candice Edmondson
OTHERS PRESENT: None
1. CALL TO ORDER
Chair Bartlett called the meeting of the Southlake Arts Council to order at 6:06
p.m.
2. CONSENT AGENDA
Consent Agenda items are considered to be routine by the Southlake Arts
Council and are enacted with one motion. Chair Bartlett read the consent agenda
item for the record.
2A. APPROVAL OF THE MINUTES FROM THE OCTOBER 22, 2013 REGULAR
SOUTHLAKE ARTS COUNCIL MEETING.
There were no corrections to the minutes.
APPROVED
A motion was made to approve the minutes from the October 22, 2013 Southlake
Arts Council meeting as read.
Motion: Messing
Second: Murray
Ayes: Bartlett, Esparza, McMillan, Messing and Murray
Nays: None
Vote: 5-0
Motion Carried.
Southlake Arts Council members Jesika Cook and Lamberto Alvarez arrived at meeting.
2A - 1
Minutes of the December 10, 2013 Southlake Arts Council Meeting
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3. CONSIDER
3A. ELECTION OF OFFICERS
Deputy Director Edmondson presented the process to elect a chair, vice chair
and secretary for the Southlake Arts Council.
APPROVED
A motion was made to keep the current slate of officers (Chair Leslie Bartlett,
Vice Chair Miriam Murray, and Secretary Jesika Cook).
Motion: Messing
Second: McMillan
Ayes: Alvarez, Bartlett, Cook, Esparza, McMillan, Messing and Murray
Nays: None
Vote: 7-0
Motion Carried.
4. DISCUSSION
4A. FEBRUARY 23, 2014 ART EXHIBIT RECEPTION
Terri Messing presented an update on preparations for the February 23, 2014
reception and exhibit. The Arts Council discussed various aspects of the event
including selection of artists, entertainment, refreshments, decoration, programs,
setup, cleanup, signage and members accepted responsibility for various tasks
and arrangements. Members agreed on the name, “Strokes of Art in the Square”
for the event.
Terri Messing left the meeting at this time.
4B. DPS NORTH TRAINING FACILITY ARTWORK
Deputy Director Edmondson updated the Arts Council about the final stages of
the mural and sculptures to be installed at the DPS North Training Facility. The
grand opening of the facility and unveiling of the art will be held January 14,
2014.
4C. COMMUNITY RECREATION CENTER UPDATE
Deputy Director Edmondson provided an update on progress of the Community
Recreation Center and opportunities for art at the facility.
2A - 2
Minutes of the December 10, 2013 Southlake Arts Council Meeting
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4D. FUTURE PUBLIC ART OPPORTUNITIES
This is a standing item on the agenda. Southlake Historical Society would like to
develop a project with the Southlake Arts Council next year and will present their
ideas at a future meeting.
5. PUBLIC FORUM
No one was present to speak at Public Forum.
6. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 6:47 p.m.
Motion: Cook
Second: Alvarez
Ayes: Alvarez, Bartlett, Cook, Esparza, McMillan and Murray
Nays: None
Vote: 6-0
Motion Carried.
Attest:
Leslie Bartlett, Chair Candice Edmondson, Deputy Director
Community Services Department
A tape recording of this meeting may be requested in the Office of the City Secretary.
2A - 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
January 22, 2014
To: Southlake Arts Council
From: Candice Edmondson, Deputy Director of Community Services
Subject: Recommendation on permit for CISD Art Exhibit in Town Hall April 25–27,
2014
Action
Requested: Southlake Arts Council review and recommendation on a permit to
display CISD artwork in Town Hall April 25 - 27, 2014 in conjunction
with the annual Art in the Square festival.
Background
Information: City Council previously approved permits for CISD artwork for Art in
the Square events held in 2011, 2012 and 2013.
The current display permit 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, in the courtroom lobby area and in the lobby
area outside the library. 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 (C-D) in combination wall
and floor displays.
Just as last year’s exhibit, the CISD exhibit will coincide with the
concluding dates of the ―Strokes of Art in the Square‖ exhibit
approved by City Council for February 23 - April 27, 2014. The
simultaneous exhibits in Town Hall lobby do not create a space
conflict since the CISD art pieces are mounted on floor panel units
in the lobby 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. City Librarian Kerry
McGeath will coordinate set up and tear down of the artwork. The
exhibit will be open 12pm-8pm on Friday, 10am-8pm on Saturday
and 10am—6pm Sunday. The exhibition is not a fundraising event,
3A - 1
Southlake Arts Council
Meeting Date – January 28, 2014
Page 2 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
but is held concurrently with Art in the Square and will offer
Southlake another cultural opportunity for that weekend.
The proposed permit complies with the Public Art Display and/or
Performance Policy adopted by City Council. A copy of the permit is
included in the packet.
Previously approved public art displays/events in Town Hall lobby
include:
2011
April 15 – 17, 2011 CISD Student Art Exhibit
April 19 – May 17, 2011 Art in the City and Reception
November 2 – November 30, 2011 Renderings of Roundabout Sculptures
November 7 – December 16, 2011 Festival of Trees
November 19, 2011 Board Reception/Tree Lighting Event
December 11, 2011 Breakfast with Santa
December 17 – December 31, 2011 Sister Cities Young Artist Showcase
2012
February 17 – April 16, 2012 Winter Arts in Town Hall Exhibit
February 19, 2012 Winter Arts in Town Hall Reception
April 26-29, 2012 CISD Student Art Exhibit
Sept 9, 2012 ―Fall Through the Lens‖ Reception
Sept 9 – October 31, 2012 ―Fall Through the Lens‖ Exhibit
December 16, 2012 Sister Cites Young Artist Reception
December 16 – January 25, 2013 Sister Cities Young Artist Showcase
2013
February 17, 2013 ―Strokes of Art in the Square‖ Reception
February 17 – April 28, 2013 ―Strokes of Art in the Square‖ Exhibit
April 26 – 28, 2013 CISD Student Art Exhibit
Sept 8, 2013 ―Touches of Hope‖ Reception
Sept 8 – October 31, 2013 ―Touches of Hope‖ Exhibit
2014
February 23, 2014 ―Strokes of Art In the Square‖ Reception
February 23 – April 27, 2014 ―Strokes of Art in the Square‖ Exhibit
April 25-27, 2014 (if approved) CISD Student Art Exhibit
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.
3A - 2
Southlake Arts Council
Meeting Date – January 28, 2014
Page 3 of 3
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The City’s contractor for janitorial services at Town Hall, Regent
Services, has offered to provide free cleaning of the restrooms
twice a day for the weekend exhibit, which is an added benefit to
the City.
Strategic Link: This permit is linked to the City Council Focus Areas of Quality
Development and Partnerships and Volunteerism. The permit also
addresses the corporate objectives of providing attractive and
unique spaces for enjoyment of personal interests and providing
opportunities for partnerships and volunteer involvement.
Citizen Input/
Board Review: Southlake Arts Council review January 28, 2014
City Council consideration February 4, 2014
Legal Review: The permit form was reviewed previously by the City Attorney with
the Public Art Display and/or Performance Policy
Alternatives: Not Applicable
Supporting
Documents: Permit for CISD art exhibit April 25-27, 2014 in Town Hall
Recommendation: Southlake Arts Council review and recommendation of a permit for
CISD art exhibit April 25-27, 2014 in the Town Hall main lobby,
courtroom lobby, library lobby and 3rd floor training rooms in
conjunction with the annual Art in the Square festival.
3A - 3
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 C and D, and 1st floor lobby area outside the Library
___________________________________________________________________________________
CONTACT INFORMATION
Person Responsible: Kerry McGeath, on behalf Southlake Library and CISD Art Dept
Phone: 817 748 8384
Cell Phone: 817 919 8486 E-Mail Address: kmcgeath@ci.southlake.tx.us
Address: 1400 Main Street # 130 City: Southlake State: TX Zip: 76092
Alternative Contact:
Phone Number: E-mail:
DISPLAY or PERFORMANCE INFORMATION
Requested Date: April 25 – April 27, 2014, concurrently with Art in the Square weekend.
The CISD request is also the same weekend as the exhibit approved by City Council June 4, 2013 for the
“Strokes of Art in the Square” exhibit (Feb 23 - April 27, 2014) in the Town Hall lobby. Both exhibits were
displayed simultaneously last year and did not create a space conflict.
Type of Display or performance: CISD student artwork exhibition
Duration of the event or performance: 3 days, April 25 – April 27, 2014 (set up 4/25; tear down 4/27)
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 several 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 1st floor library lobby
areas. Artwork will also be displayed in the 3rd floor training rooms (C-D) 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. The exhibit will be open 12pm-
8pm on Friday, 10am-8pm on Saturday and 10am-6pm Sunday. The exhibition is sponsored by the
Southlake Public Library, CISD and Art in the Square. The Art in the Square organization will include
advertisement of the CISD exhibit in their marketing venues. Additionally, the City’s contractor for
janitorial services at Town Hall, Regent Services, Inc. will provide free cleaning of the restrooms twice a
day for the weekend.
3A - 4
Organization Represented: Southlake Arts Council, CISD Art Department, Southlake Public Library and
Art in the Square organization. Regent Services to donate free janitorial services for the weekend event.
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 ______
3A - 5
1 Leslie Bartlett a a a *a a a a a a 0 a 100%11.25 2013 87%
2 Merlene Ingraham a a a *a a a a a a 0 r 90%10.5
3 Jesika Cook a a a *a a a a a a 0 a 100%11.25
4 Terri Messing a a a *a a a a a a 0 a 100%11.25
5 Lamberto Alvarez a 0 a 100%1.75
6 Miriam Murray a a a *a a a a a r 0 a 100%9.25
7 Tamara McMillan 0 a 100%0.75
8 - Alt 1 Christina Esparza n n n n n n n n n 0 a 100%0.75
7 Leslie Ann Walker a a a *a a a a 100%8.5
5 Tammy Hashemian r r r *r r r r 0%0 Total 87%
86%86%86%*86%86%86%86%100%83%0 88%a In attendance
Total Hrs Per Month 1 1 1 0 1.25 1 2 1.25 1 1 0 0.75 11.25 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
On 10/15/13 CC reappointed Leslie Bartlett and Jesika Cook and appointed Lamberto Alvarez to replace
Tammy Hashemian. On 11/5/13 CC appointed Tamara McMillan to replace vacancy left by Leslie Ann
Walker, and appointed Christina Esparza to fill Vacant Alternate position.
Average Monthly
Attendance Rate
Meeting Attendance Rate
(includes substitutions)
8/27/13 9/17/13 10/22/13 11/26/13 12/10/13
Individual
Attendance
Rate
Southlake Arts Council Attendance Report
Place Name 1/22/13 2/26/13 3/26/13 4/23/13 5/28/13 6/11/13 7/23/13 Hrs To
Date