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2014-10-28 SLAC PacketCITY OF SOUTHLAKE MEMORANDUM October 23, 2014 TO: Southlake Arts Council FROM: Candice Edmondson, Deputy Director of Community Services SUBJECT: Agenda Item Comments for the regular Southlake Arts Council meeting — Tuesday, October 28, 2014 This meeting will be held in Town Hall, 4t" Floor, Room 4A, at 6:00 p.m. If you are not able to attend this meeting, please notify staff at 817.748.8184 or Icarpenter(a�ci.southlake. tx. us. Before getting to the agenda items for our meeting next Tuesday, staff would like to welcome back Terri Messing, Merlene Ingraham and Miriam Murray to the Southlake Arts Council. City Council made the re -appointments at their meeting October 21, 2014. We are very happy to have them back for another term and look forward to working with the entire Arts Council. We appreciate the time and dedication you have committed to the City. Re -appointed members have been notified by the Office of City Secretary about completing the "Oath of Office" and the "Statement of Officer" forms before attending the meeting so they may vote on the action items on the agenda. Please contact the Office of City Secretary at bgarlock(cD_ci.southlake.tx.us or 817.748.8183 to complete the forms or answer any questions about the required forms or training. 1. Agenda Item No. 2A. Consent: Approval of the minutes from the September 23, 2014 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 to allow a holiday themed art exhibit November 21, 2014 — January 5, 2015 in the Town Hall lobby — The purpose of this item is to seek Southlake Arts Council's recommendation to City Council on a permit to display holiday themed art pieces in Town Hall November 21, 2014 — January 5, 2015. The proposed art exhibit will consist of five (5) paintings from local artist Trish Biddle. The paintings portray images of Southlake Town Square during the holiday season. Approval of the permit requires a recommendation from the Arts Council and final approval by City Council. City Council will consider the permit request at the November 18 meeting. Your packet memo includes a copy of the permit for your consideration. A presentation will be provided at the meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Arts Council Meeting Date — October 28, 2014 Page 2 of 2 3. Agenda Item No. 4A. Discussion: Strokes of Art in the Square Reception and Exhibit February 22, 2015 — This item will allow the Arts Council time to discuss and plan the upcoming event. There are no packet documents for this item. 4. Agenda Item No. 4B. Discussion: Public Art Website Enhancements — This item was discussed at the September meeting. Staff will present proposed enhancements to the public art website. Staff is also seeking recommendations on a URL that could be used for the website. 5. Agenda Item No. 4C. 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. 6. 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. 7. For Your Information — Attendance Report — A copy of the Southlake Arts Council attendance log is included in your packet. 8. Reminder — Next meeting to be held December 9, 2014 — The Arts Council agreed to combine the regular November and December meetings. The next meeting is scheduled for Tuesday, December 9, 2014. 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 Chris Tribble, Director of Community Services (817) 748-8021; ctribble cDci.southlake.tx.us Candice Edmondson, Deputy Director of Community Services, (817) 748-8311; cedmondson(c-oci.southlake.tx.us Linda Carpenter -Elgin, Administrative Secretary, (817) 748-8184; icarpenteroki.south lake. tx.us City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 19CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL Tuesday, October 28, 2014 Location: Southlake Town Hall 1400 Main Street — 4A (4lh Floor) Southlake, Texas 76092 Time: 6:00 p.m. Aaenda: 1. Call to Order 2. Consent A. Approval of the minutes from the September 23, 2014 regular Southlake Arts Council meeting 3. Consider A. Recommendation on permit to allow a holiday themed art exhibit November 10, 2014 — January 5, 2015 in the Town Hall lobby 4. Discussion A. Strokes of Art in the Square Reception and Exhibit February 22, 2015 B. Public Art Website Enhancements C. 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. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Arts Council Meeting Date — October 28, 2014 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, October 24, 2014 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government; Code. Lori Payne, TF City Secretary If you plan to attend this public meeting arflohave a clisabilly: Fiat requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 reasonable accoMing'S 7 nAll be made to assist City of Southlake Values: Integrity 1 Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL MEETING, SEPTEMBER 23, 2014 LOCATION: 1400 Main Street, Southlake, Texas Southlake Town Hall — 3A TIME: 6:00 p.m. SOUTHLAKE ARTS COUNCIL PRESENT: Chair Leslie Bartlett, Vice Chair Miriam Murray, Secretary Jesika Cook and Southlake Arts Council members Merlene Ingraham, Tamara McMillan, Terri Messing, and Christina Esparza (Alternate #1) SOUTHLAKE ARTS COUNCIL ABSENT: Lamberto Alvarez STAFF PRESENT: Deputy Director of Community Services Candice Edmondson STAFF ABSENT: None OTHERS PRESENT: None 1. CALL TO ORDER Chairman Bartlett called the meeting of the Southlake Arts Council to order at 6:02 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 AUGUST 26, 2014 SOUTHLAKE ARTS COUNCIL MEETING There were no corrections to the minutes APPROVED A motion was made to approve the minutes as read. Motion: McMillan Second: Murray Ayes: Bartlett, Esparza, Ingraham, McMillan, Messing and Murray Nays: None Abstain: None Vote: 6-0 Motion Carried. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A -1 Minutes of the September 23, 2014 Southlake Arts Council Meeting Page 2 of 3 3. CONSIDER 3A. CANCEL OR RESCHEDULE NOVEMBER 25 AND DECEMBER 23 MEETINGS Deputy Director Edmondson presented this item. Thanksgiving and Christmas fall the same week as the regular Southlake Arts Council meetings this year. The Arts Council discussed combining the November and December meetings and scheduling the meeting for December 9, 2014. Arts Council Secretary Jesika Cook arrived to the meeting at 6:15 p.m. /,19:21:1917/ 4 11 A motion was made to cancel the November 25 and December 23 meetings and hold a combined meeting on December 9, 2014. Motion: McMillan Second: Murray Ayes: Bartlett, Cook, Esparza, Ingraham, McMillan, Messing and Murray Nays: None Abstain: None Vote: 7-0 Motion Carried. 4. DISCUSSION 4A. A CELEBRATION OF ARTS AND SPORTS RECEPTION AND EXHIBIT SEPTEMBER 7, 2014 The Southlake Arts Council discussed ways to improve the art show reception held September 7, 2014 and to increase attendance at future events. Ideas included: more event advertising; introduction of performers; guestbook to collect contact information; add art events to Sponsorship Program; and consider hosting reception another night. 4B. STROKES OF ART IN THE SQUARE RECEPTION AND EXHIBIT FEBRUARY 22, 2015 Southlake Arts Council member Messing led the Arts Council in a discussion about the February 22, 2015 reception and exhibit. 4C. PUBLIC WEBSITE ENHANCEMENTS Deputy Director Edmondson led the Arts Council in a discussion about enhancements to the City's public art website and a possible URL City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A -2 Minutes of the September 23, 2014 Southlake Arts Council Meeting Page 3 of 3 (ArtsinSouth lake. com) to include past events, photo gallery, art and culture calendar and public art map. 4D. FUTURE PUBLIC ART OPPORTUNITIES Deputy Director Edmondson led the Arts Council in a discussion about future public art opportunities. Members were interested in the status of the next City roundabout intersection. They also are interested in considering a jury show. Staff will consult with the City Attorney regarding regulations. 5. PUBLIC FORUM No one was present to address the Arts Council during Public Forum. 6. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 6:50p.m. Motion: McMillan Second: Cook Ayes: Bartlett, Cook, Esparza, Ingraham, McMillan, Messing and Murray Nays: None Abstain: None Vote: 7-0 Motion Carried. Leslie Bartlett, Chair Attest: Candice Edmondson, Deputy Director Community Services Department A tape recording of this meeting may be requested in the Office of the City Secretary. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A -3 CITY OF SOUTH LA1,E MEMORANDUM October 23, 2014 To: Southlake Arts Council From: Candice Edmondson, Deputy Director of Community Services Subject: Permit to allow a holiday themed art gallery exhibit November 21, 2014 — January 5, 2015 in Town Hall lobby Action Requested: Southlake Arts Council recommendation to City Council on a permit to allow a holiday themed art exhibit November 21, 2014 — January 5, 2015 in the Town Hall lobby Background Information: Permits for art exhibits require a recommendation from the Southlake Arts Council and approval by the City Council. The proposed art exhibit will consist of five (5) paintings from local artist Trish Biddle. The paintings portray images of Southlake Town Square during the holiday season. The artwork will not exceed 30% of the lobby wall space and will be hung on wall panels using the same gallery display system used for previous displays. The pieces will be placed based on size and aesthetic concerns related to color and composition. The permit meets the provisions of the Public Art Display and Performance Policy. A copy of the permit is attached for your review. Previously approved public art displays for the 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 December 17 — December 31, 2011 Sister Cities Young Artist Showcase 2012 February 17 — April 16, 2012 Winter Arts in Town Hall Reception and Exhibit April 26-29, 2012 CISD Student Art Exhibit City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A - 1 Southlake Arts Council Meeting Date — October 28, 2014 Page 2 of 3 September 9 — October 31, 2012 December 16 — January 25, 2013 2013 February 17 — April 28, 2013 April 26 — 28, 2013 September 8 — October 31, 2013 2014 February 23 — April 27, 2014 April 25-27, 2014 Sept 7—Oct 17, 2014 November 21, 2014 — January 5, 2015 (pending approval) 2015 February 22 — April 26, 2015 Fall Through the Lens Exhibit and Reception Sister Cities Young Artist Reception and Showcase Strokes of Art in the Square Reception and Exhibit CISD Student Art Exhibit Touches of Hope Reception and Exhibit Strokes of Art in the Square Reception and Exhibit CISD Student Art Exhibit A Celebration of Arts and Sports Reception and Exhibit Holiday Themed Art Exhibit Strokes of Art in the Square Reception and Exhibit Financial Considerations: Approval of the Permit requires no additional funding. 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. Southlake Arts Council recommendation October 28, 2014 City Council consideration November 18, 2014 Legal Review: The permit form was reviewed previously with the Public Art Display and Performance Policy by the City Attorney City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-2 Southlake Arts Council Meeting Date — October 28, 2014 Page 3 of 3 Alternatives: Approve the permit as presented Approve the permit with modifications Decision not to approve the permit Supporting Documents: Public Art Display Permit Examples of Paintings Recommendation: Southlake Arts Council recommendation to City Council to approve a permit to allow a holiday themed art exhibit November 21, 2014 — January 5, 2015 in Town Hall lobby. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-3 Southlake Arts Council 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: Southlake Town Hall, 1400 Main Street, Southlake — 2nd floor main lobby CONTACT INFORMATION Applicant: Candice Edmondson, on behalf Southlake Arts Council Phone: 817.748.8311 Cell Phone: 817.239.8919 E-Mail Address: cedmondson(a)ci.southlake.tx.us Address: 1400 Main Street #210 City: Southlake State: TX Zip: 76092 Alternative Contact: N/A Phone Number: N/A DISPLAY or PERFORMANCE INFORMATION Requested Date(s): Exhibit — November 21, 2014 — January 10, 2015 Type of Display or Performance: Exhibit — The art exhibit will consist of five (5) paintings from local artist Trish Biddle. The paintings portray images of Southlake Town Square during the holiday season. Duration of Event(s) or Performance: Exhibit — The art exhibit duration is for approximately two (2) months (November 21, 2014 through January 10, 2015). Detailed Information including a wall or floor space plan, display or performance details, including planned activities and/or any equipment/special needs required: Exhibit — The Holiday themed art exhibit will include five paintings by Trish Biddle approved by the Southlake Arts Council. The exhibit will require less than 30% of the lobby wall space and will be hung on wall panels using the same gallery display system used for previous displays. The exhibit will be managed and maintained by City of Southlake staff. Organization Represented: Southlake Arts Council Non -Profit: Yes 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 No X 3A-4 •• rr + r R� mt h Al�jwr i _ Or -ALm5w - % 3LML S I 3A-5 3A-6 3A-7 Southlake Arts Council Attendance Report Place Name 1/28/14 2/25/14 3/25/14 4/23/14 5/27/14 6/10114 7129114 8/26114 9123114 10/28/14 11/25/14 12/23/14 Individual Attendance Rate Hra To Date Terri Messing Lamberto Alvarez 0 Miriam � os0000000�� t t ' o ... Meeting Attendance Rate (includes substitutions) tt' ■ tt' tt' � tt' tt' ��■.■-■ 4/23/14 A joint meeting of the Arts Council and Library met at 6pm, followed by the regular Arts Council meeting at 6:30pm. Packet Insert - Southlake Arts Council Attendance Report Average Monthly Attendance Rate 2014 94% Total 0% In attendance x Not in attendance, no substitute w Substitute in attendance • Vacant position Meeting Canceled 1 Meeting Canceled due to no quorum Change in Representative