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2021-10-26 SLAC PacketSouthlake Arts Council Meeting October 26, 2021 CITY OF SOUTH LAKE MEMORANDUM October 22, 2021 TO: Southlake Arts Council FROM: Milenka Lopez, Assistant to the Director SUBJECT: Agenda Item Comments for the Southlake Arts Council meeting on Tuesday, October 26, 2021, at 6:00pm The meeting will be held on Tuesday, October 26, 2021 at Champions Club Hall of Fame rooms. If you are not able to attend this meeting, please notify staff at 817.748.8963 or mlopez ci.southlake.tx.us Regular Agenda: enda Item No. 1. Call To Order 2. Agenda Item No. 2. Public Forum This is the public's opportunity to address the Arts Council about non -agenda items. During Public Forum, the Arts Council will not discuss or take action on any item brought up at this time. Southlake Arts Council respectfully asks anyone speaking during Public Forum to limit remarks to three minutes or less. 3. Agenda Item No. 3. Consent A. Approval of the minutes from the August 24, 2021, Southlake Arts Council meeting - Please make any corrections to the minutes part of the motion for consideration. B. Approval of the minutes from the September 28, 2021, Southlake Arts Council meeting- Please make any corrections to the minutes part of the motion for consideration. 4. Agenda Item No. 4. Consider A. Election of Southlake Arts Council Vice Chair— The purpose of this item is to elect from the Board a Vice Chair to serve a one-year term for the Arts Council. Your packet memo contains a description of the duties for the officer position. B. Election of Southlake Arts Council Secretary— The purpose of this item is to elect from the Board a Secretary to serve a one-year term for the Arts Council. Your packet memo contains a description of the duties for the officer position. Southlake Arts Council Meeting October 26, 2021 5. Agenda Item No. 5. Discussion A. Southlake Arts Council Orientation for New Members- This item allows for a welcome and orientation for new Arts Council Members. No packet document. B. Review Public Arts Master Plan- This item allows for a review the Public Arts Master Plan with new members. No packet document. C. October Art Events Updates- This item allows for an update on the Fall Reception and the installation of the Bob Jones Art. No packet document. D. Southlake Presents Update- This item allows for an update on the progress of the Southlake Presents program. No packet document. E. Aria Soundboard Update- This item allows for an update on the current sound system in place at Aria Amphitheater and potential upgrades. No packet document. F. FY 2022 Projects Update- This item allows for the discussion of any potential FY 2022 projects for Arts Council. No packet document. G. Annual Tree Lighting Event Partnership with Southlake Library- This item allows for the discussion of the Arts Council's booth at the Annual Tree Lighting Event. No packet document. H. Revisit Artist Lists for Exhibits- This item allows for the discussion of updating the Arts Council Artist List for Exhibits. No packet document. 6. Agenda Item No. 6. Adjournment For your Information- Attendance Report- A copy of the Southlake Arts Council attendance report is included in your packet. We appreciate your commitment and service to the City. Liaison Contact Information: Milenka Lopez Assistant to the Director STAFF CONTACT INFORMATION: Telephone- (817) 748-8963 Facsimile- (817) 748-8027 285 Shady Oaks Drive, Southlake, Texas 76092 Milenka Lopez, Assistant to the Director, mlopez@ci.southlake.tx.us Vicky Schiber, Community Relations Manager, vschiber@ci.southlake.tx.us CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL Tuesday, October 26, 2021 Location: The Marq Southlake Champions Club- Hall of Fame Classroom 285 Shady Oaks Blvd. Southlake, Texas 76092 Time: 6:00 p.m. Regular Agenda: 1. Call to Order 2. 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 fake action on any items presented. Southlake Arts Council respectfully asks anyone speaking during Public Forum to limit remarks to three minutes or less.) 3. Consent A. Approve the minutes from the August 24, 2021, Southlake Arts Council meeting B. Approve the minutes from the September 28, 2021, Southlake Arts Council meeting 4. Consider A. Election of Southlake Arts Council Vice Chair B. Election of Southlake Arts Council Secretary 5. Discussion A. Southlake Arts Council Orientation for New Members B. Review Public Arts Master Plan C. October Art Events Review- Fall Reception and Bob Jones Art Install D. Southlake Presents Update E. Aria Soundboard Update F. FY 2022 Projects Update G. Annual Tree Lighting Event Partnership with Southlake Library H. Revisit Artist Lists for Exhibits City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Arts Council Meeting Date — October 26, 2021 Page 2 of 2 6. Adjournment CERTIFICATE X,tjkII i F € 8i;tt,I hereby certify that^'^§o�f e�i is was posted on the official bulletin boards at Town Hall, 1400 Main Street, Soutl ',:Texas, i7t�.I 'day, October 22, 2021, by 6,00 p.m. pursuant to Chapter 551 of Texas Gover Cod AR Z ors cn�. An1helley, M� Ccre#ary 's� ......• m�� 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 1 Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL MEETING MINUTES: AUGUST 24, 2021 LOCATION: The Marq Southlake 285 Shady Oaks Blvd. Southlake, Texas 76092 TIME: 6:00 p.m. SOUTHLAKE ARTS COUNCIL PRESENT: Chair Tamara McMillan, Vice Chair Jesika Cook and Secretary Beatriz Terrazas and Southlake Arts Council members; Deanna Kienast and Terri Messing SOUTHLAKE ARTS COUNCIL ABSENT: Council members Heather Engelhardt, Mimi Tran, and Alternate #1 Nadia Hassan STAFF PRESENT: Community Relations Manager Vicky Schiber and Assistant to the Director Milenka Lopez REGULAR SESSION 1. CALL TO ORDER Southlake Arts Council Chair Tamara McMillan called the meeting to order at 5:59 p.m. 2. PUBLIC FORUM Chair Tamara McMillan opened the Public Forum at 5.59 p.m. There being no one present to address the Arts Council, the Public Forum was closed at 5:59 p.m. 3. CONSENT AGENDA 3A. APPROVAL OF THE MINUTES FROM THE MAY 25, 2021 SOUTHLAKE ARTS COUNCIL MEETING APPROVED A motion was made to approve the minutes of the May 25, 2021 Southlake Arts Council meeting with no corrections. Motion: Cook Second: Kienast Ayes: Cook, Kienast, McMillan, Messing, Terrazas City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Minutes of the August 24, 2021 Southlake Arts Council Meeting Page 2 of 5 Nays: None Abstain: None Vote: 5-0 4. CONSIDER 4A. RECOMMENDATION ON RENEWAL OF COMMUNITY SERVICES AGREEMENT WITH APEX ARTS LEAGUE FOR THE TERM OCTOBER 1, 2021—SEPTEMBER 30, 2024 Community Relations Manager Vicky Schiber presented the Community Services Agreements with APEX Arts League for Arts Council's recommendation. APPROVED A motion was made to recommend approval of the Community Services Agreements with APEX Arts League as presented. Motion: Cook Second: Terrazas Ayes: Cook, Kienast, McMillan, Messing, Terrazas Nays: None Abstain: None Vote: 5-0 4A. RECOMMENDATION ON RENEWAL OF COMMUNITY SERVICES AGREEMENT WITH ARTS COUNCIL NORTHEAST FOR THE TERM OCTOBER 1, 2021—SEPTEMBER 30, 2024 Community Relations Manager Vicky Schiber presented the Community Services Agreements with Arts Council Northeast for Arts Council's recommendation. APPROVED A motion was made to recommend approval of the Community Services Agreements with Arts Council Northeast as presented. Motion: Cook Second: Terrazas Ayes: Cook, Kienast, McMillan, Messing, Terrazas Nays: None Abstain: None Vote: 5-0 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-2 Minutes of the August 24, 2021 Southlake Arts Council Meeting Page 3 of 5 5. DISCUSSION 5A. BOB JONES ART INSTALLATION UPDATE Assistant to the Director Milenka Lopez presented an update for the Bob Jones Art installation to the Arts Council and was available to answer questions. Direction to Staff: Continue providing Arts Council updates on the install and dedication dates. 5B. BOB JONES ART PLAQUE UPDATE Community Relations Manager Vicky Schiber presented the Bob Jones Art plaque update to the Arts Council and was available to answer questions. Direction to Staff: Adjust wording format as needed. 5C. ARIA- SOUNDBOARD MEETING UPDATE Community Relations Manager Vicky Schiber presented item 5C for discussion and was available to answer questions. Direction to Staff: Review item 5C with Council Member Kathy Talley. 5D. HISTORICAL SOCIETY PRINT AGREEMENT UPDATE Community Relations Manager Vicky Schiber presented item 5D for discussion and was available to answer questions. Direction to Staff: Include item 5D as an action item for the next scheduled Arts Council Meeting. 5E. FALL EXHIBIT UPDATE Community Relations Manager Vicky Schiber presented item 5E for discussion and was available to answer questions. Direction to Staff: Update the art hanging date to September 30th, finalize the art pieces, and change reception date to October V from 5:00 p.m.- 6:30 p.m. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-3 Minutes of the August 24, 2021 Southlake Arts Council Meeting Page 4 of 5 5F. SOUTHLAKE'S GOT TALENT UPDATE Council Members Terri Messing and Deanna Kienast presented item 5F to the Arts Council and was available to answer questions. Direction to Staff: None. Note: Event name is titled- Southlake Presents 5G. FY2022 PROJECTS Arts Council Chair McMillan presented item 5G to the Arts Council and was available to answer questions. Direction to Staff: Update the Arts Council when a bus driver has been hired. 5H. PUBLIC ART (DOVE AND CARROLL) LANDSCAPE UPDATE Assistant to the Director Milenka Lopez presented item 5H to the Arts Council and was available to answer questions. Direction to Staff: None. 51. ANNUAL TREE LIGHTING EVENT Arts Council Chair McMillan presented item 51 to the Arts Council and was available to answer questions. Direction to Staff: Discuss craft ideas at next Arts Council meeting. Community Relations Manager Vicky Schiber presented item 5J for discussion and was available to answer questions. Direction to Staff: Follow up with the CSO regarding Arts Council Bylaws and members absences. Send Bylaws to current Arts Council members. 6. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 7:16 p.m. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-4 Minutes of the August 24, 2021 Southlake Arts Council Meeting Page 5 of 5 Motion: Cook Second: Terrazas Ayes: Cook, Kienast, McMillan, Messing, Terrazas Nays: None Abstain: None Vote: 5-0 Tamara McMillan, Chair Attest: Community Services Department City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3A-5 CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL MEETING MINUTES: SEPTEMBER 28, 2021 LOCATION: The Marq Southlake 285 Shady Oaks Blvd. Southlake, Texas 76092 TIME: 6:00 p.m. SOUTHLAKE ARTS COUNCIL PRESENT: Chair Tamara McMillan and Secretary Beatriz Terrazas and Southlake Arts Council members; Deanna Kienast and Alternate#1 Nadia Hassan SOUTHLAKE ARTS COUNCIL ABSENT: Vice Chair Jesika Cook; Council Members Heather Engelhardt, and Terri Messing STAFF PRESENT: Community Relations Manager Vicky Schiber and Assistant to the Director Milenka Lopez CITY COUNCIL MEMBER PRESENT: Council Member Kathy Talley REGULAR SESSION 1. CALL TO ORDER Southlake Arts Council Chair Tamara McMillan called the meeting to order at 6:04p.m. 2. PUBLIC FORUM Chair McMillan opened the Public Forum at 6:04p.m. There being no one present to address the Arts Council, the Public Forum was closed at 6:04p.m. 3. CONSENT AGENDA 3A. APPROVAL OF THE MINUTES FROM THE AUGUST 24, 2021 SOUTHLAKE ARTS COUNCIL MEETING Item 3A tabled due to lack of quorum present from the August 24, 2021 Southlake Arts Council Meeting. 3B. APPROVAL OF CANCELLING THE DECEMBER 28, 2021 SOUTHLAKE ARTS COUNCIL MEETING APPROVED City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3B-1 Minutes of the September 28, 2021 Southlake Arts Council Meeting Page 2 of 4 A motion was made to approve cancelling the December 28, 2021 Southlake Arts Council meeting. Motion: Second Ayes: Nays: Abstain Vote: 4. CONSIDER Terrazas Kienast, Hassan, Kienast, McMillan, Terrazas None None 4-0 4A. RECOMMENDATION ON PERMIT FOR THE SOUTHLAKE HISTORICAL SOCIETY ART EXHIBIT Community Relations Manager Vicky Schiber presented the permit for the Southlake Historical Society Art Exhibit for Arts Council's recommendation. APPROVED A motion was made to not recommend a renewal of the permit for the Southlake Historical Society Art Exhibit. Motion: Kienast Second: Terrazas Ayes: Hassan, Kienast, McMillan, Terrazas Nays: None Abstain: None Vote: 4-0 5. DISCUSSION 5A. BOB JONES ART INSTALLATION UPDATE Community Relations Manager Vicky Schiber presented an update for the Bob Jones Art installation to the Arts Council and was available to answer questions. Direction to Staff: None. 5B. BOB JONES ART PLAQUE UPDATE City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3B-2 Minutes of the September 28, 2021 Southlake Arts Council Meeting Page 3 of 4 Community Relations Manager Vicky Schiber presented the Bob Jones Art plaque update to the Arts Council and was available to answer questions. Direction to Staff: None. 5C. ARIA- SOUNDBOARD MEETING UPDATE Community Relations Manager Vicky Schiber presented an update for item 5C to the Arts Council and was available to answer questions. Direction to Staff: None. 5D. FALL EXHIBIT UPDATE AND ALCOHOL VARIANCE Arts Council Chair McMillan presented an update for the art hanging, the alcohol variance and the reception to the Arts Council and was available to answer questions. Direction to Staff: None. 5E. SOUTHLAKE PRESENTS UPDATE Council Member Deanna Kienast presented an update for item 5E for discussion and was available to answer questions. Direction to Staff: None. 5F. FY2022 PROJECTS Community Relations Manager Vicky Schiber presented item 5F to the Arts Council and was available to answer questions. Direction to Staff: Provide Arts Council with an update on the bus driver for the Tour of Art. Arts Council to review webpages in January. 5G. ANNUAL TREE LIGHTING EVENT PARTNERSHIP WITH SOUTHLAKE LIBRARY Arts Council Chair McMillan and Council Member Kienast presented item 5G to the Arts Council and was available to answer questions. Direction to Staff: Include item for discussion in October meeting. 5H. ARTS COUNCIL BYLAWS REVIEW City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3B-3 Minutes of the September 28, 2021 Southlake Arts Council Meeting Page 4 of 4 Assistant to the Director Milenka Lopez presented item 5H to the Arts Council and was available to answer questions. Direction to Staff: None. 51. PROCESS FOR DISCARDED CITY SIGNS Community Relations Manager Vicky Schiber presented item 51 to the Arts Council and was available to answer questions. Direction to Staff: None. 1a161,1111110kiILyi14►kI APPROVED A motion was made to adjourn the meeting at 6:53 p.m. Motion: Terrazas Second: Kienast Ayes: Hassan, Kienast, McMillan, Terrazas Nays: None Abstain: None Vote: 4-0 Tamara McMillan, Chair Attest: Community Services Department City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 3 B-4 CITY OF SOUTHLAKE MEMORANDUM October 26, 2021 TO: Southlake Arts Council FROM: Milenka Lopez, Assistant to the Director SUBJECT: Election of Southlake Arts Council Vice Chair Action Requested: Election of Southlake Arts Council Vice Chair. Background Information: The Southlake City Code and the Southlake Arts Council Oridinance address the process for selection of the Vice Chair for the Arts Council. Annually, following the City Council appointments of new Arts Council members, the Board shall select a Vice Chair to serve one year until the next annual election. On October 19, 2021, City Council appointed Beatriz Terrazas, Leslie Walker, Julie Doyle, Alison Viktorin, and Tamara McMillan to the Arts Council. Any sitting member of the Board may be considered for the officer positions. The current Board members are: ■ Beatriz Terrazas — Place 1 (current Secretary) ■ Leslie Walker — Place 2 ■ Julie Doyle — Place 3 ■ Terri Messing — Place 4 ■ Alison Viktorin — Place 5 ■ Deanna Kienast — Place 6 ■ Tamara McMillan — Place 7 (Chair) ■ Nadia Hassan — Alternate A brief summary of the Vice Chair's duties is listed below for your consideration. Vice Chair • Perform the duties of the Chair in the absence of the Chair or in the event of his/her inability or refusal to act, City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Arts Council Meeting Date — October 26, 2021 Page 2 of 2 and when so acting shall have all the powers of and be subject to all the restrictions upon the Chair • In general, shall perform all duties incident to the office as prescribed by the Chair and Council Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: Arts Council consideration of Arts Council Vice Chair October 26, 2021 Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: N/A Staff Recommendation: Arts Council election of Arts Council Vice Chair City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 CITY OF SOUTHLAKE MEMORANDUM October 26, 2021 TO: Southlake Arts Council FROM: Milenka Lopez, Assistant to the Director SUBJECT: Election of Southlake Arts Council Secretary Action Requested: Election of Southlake Arts Council Secretary. Background Information: The Southlake City Code and the Southlake Arts Council Ordinance address the process for selection of the Secretary for the Arts Council. Annually, following the City Council appointments of new Arts Council members, the Board shall select a Secretary to serve one year until the next annual election. On October 19, 2021, City Council appointed Beatriz Terrazas, Leslie Walker, Julie Doyle, Alison Viktorin, and Tamara McMillan to the Arts Council. Any sitting member of the Board may be considered for the officer positions. The current Board members are: ■ Beatriz Terrazas — Place 1(current Secretary) ■ Leslie Walker — Place 2 ■ Julie Doyle — Place 3 ■ Terri Messing — Place 4 ■ Alison Viktorin — Place 5 ■ Deanna Kienast — Place 6 ■ Tamara McMillan — Place 7 (current Chair) ■ Nadia Hassan — Alternate A brief summary of the Secretary's duties is listed below for your consideration. Secretary • Ensure Minutes are filed with the City Secretary (Handled by Department Secretary) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Arts Council Meeting Date — October 26, 2021 Page 2 of 2 • In general, shall perform all duties assigned by the Chair or the Council • In absence of Chair and Vice Chair, or their inability or refusal to act, shall perform duties of Chair • Secretary assists Department Secretary by turning ON audio recorder at meeting Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: Arts Council consideration of Arts Council Secretary October 26, 2021 Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: N/A Staff Recommendation: Arts Council election of Arts Council Secretary City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2021 Southlake Arts Council Attendance Report Place aDeanna Name Kienastaaaaaa®waa��� 1/27/21 2/23/21 3/8/21 3/23/21 4/27/21 5/25/21 6/22/21 7/27/21 8/24/21 9/28/21 10/26/21 11/23/21 12/28/21 Attendance Rate t t ..w .- aBeatriz TerrazasHeather Engelhardt a - - •• as©aaa®wa©������� Meeting Attendance Rate (includes substitutions) 63% 75% 63% 63% 63% 75% _ 63% 57% In attendance Total Hrs Per Month 0.75 0.75 0.25 1 1 1.5 1.25 1 7.5 X Not in attendance, no substitute 1 Substitute in attendance • Vacant position _ Meeting Canceled t Meeting Canceled due to no quorum Change in Representative