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2021-11-23 SLAC PacketSouthlake Arts Council Meeting November 23, 2021 CITY OF SOUTHLAKE MEMORANDUM November 19, 2021 TO: Southlake Arts Council FROM: Milenka Lopez, Assistant to the Director SUBJECT: Agenda Item Comments for the Southlake Arts Council meeting on Tuesday, November 23, 2021, at 6:00pm The meeting will be held on Tuesday, November 23, 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(cDci. southlake. tx. us Regular Agenda: E 3 Agenda Item No. 1. Call To Order 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. Agenda Item No. 3. Consent A. ADDroval of the minutes from the Auaust 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. C. Approval of the minutes from the October 26, 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. Approve the Public Art Display Facility and Property Use Permit for the 2022 CISD Art Exhibit — The purpose of this item is to allow the Arts Council to discuss whether to approve the Public Art Display Facility Use Permit for the 2022 Carroll Southlake Arts Council Meeting November 23, 2021 Independent School District Art Exhibit. A copy of the permit and the Public Art Display Policy are included in your packet. 5. Agenda Item No. 5. Discussion A. Patriotic Art at the Liberty Gardens- Director Tribble will attend the meeting to present potential patriotic art at the Liberty Gardens in Bicentennial Park. No packet document. B. Southlake Presents Update- This item allows for an update on the progress of the Southlake Presents program. No packet document. C. 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. D. FY 2022 Protects Update- This item allows for the discussion of any potential FY 2022 projects for Arts Council. No packet document. E. Revisit Artist Lists for Exhibits- This item allows for the discussion of updating the Arts Council Artist List for Exhibits. No packet document. F. Arts Council Social Media Discussion- This item allows for the discussion of how we can leverage social media to communicate the Arts Council's role and mission to our community. 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, November 23, 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 take 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 C. Approve the minutes from the October 26, 2021, Southlake Arts Council meeting 4. Consider A. Approve the Public Art Display Facility and Property Use Permit for the 2022 CISD Art Exhibit 5. Discussion A. Patriotic Art at the Liberty Gardens B. Southlake Presents Update C. Aria Soundboard Update D. FY 2022 Projects Update E. Revisit Artist Lists for Exhibits F. Arts Council Social Media Discussion 6. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence 4 Teamwork Southlake Arts Council Meeting Date — November 23, 2021 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, ,T.e as, on Friday, November 19, 2021, by 6.00 p.m. pursuant to Chapter 551 of the Texas Gove; �t I �&j" '•. a Am elley, PAC City Secretary e C) If you plan to attend this"blic•mee an�,A� ve a disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 reg5gppp ,,jjqt modations will be made to assist City of Southlake Values: Integrity ♦ Innovalion ♦ 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 Item 3A-1 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 Item 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 Item 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 Item 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 Item 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 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 CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL MEETING MINUTES: OCTOBER 26, 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; Julie Doyle, Deanna Kienast, Alison Viktorin, and Leslie Walker SOUTHLAKE ARTS COUNCIL ABSENT: Council Members Terri Messing and Alternate#1 Nadia Hassan 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 6:00p.m. 2. PUBLIC FORUM Chair McMillan opened the Public Forum at 6:10p.m. There being no one present to address the Arts Council, the Public Forum was closed at 6:10p.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 THE MINUTES FROM THE SEPTEMBER 28, 2021 SOUTHLAKE ARTS COUNCIL MEETING APPROVED City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3C-1 Minutes of the October 26, 2021 Southlake Arts Council Meeting Page 2 of 4 Item 3B tabled due to lack of quorum present from the September 28, 2021 Southlake Arts Council Meeting 4. CONSIDER 4A. ELECTION OF SOUTHLAKE ARTS COUNCIL VICE CHAIR Chair McMillan presented item 4A to the Arts Council for consideration. The Arts Council briefly discussed the election of Vice Chair. APPROVED A motion was made to elect Deanna Kienast as Vice Chair of Southlake Arts Council. Motion: Terrazas Second: Walker Ayes: Doyle, Kienast, McMillan, Terrazas, Viktorin, Walker Nays: None Abstain: None Vote: 6-0 4B. ELECTION OF SOUTHLAKE ARTS COUNCIL SECRETARY Chair McMillan presented item 4B to the Arts Council for consideration. The Arts Council briefly discussed the election of Secretary. /_1»:161V/ 411 A motion was made to elect Beatriz Terrazas as Secretary of Southlake Arts Council. Motion: Kienast Second: Walker Ayes: Doyle, Kienast, McMillan, Nays: None Abstain: None Vote: 6-0 Terrazas, Viktorin, Walker City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3C-2 Minutes of the October 26, 2021 Southlake Arts Council Meeting Page 3 of 4 5. DISCUSSION 5A. SOUTHLAKE ARTS COUNCIL ORIENTATION FOR NEW MEMBERS Assistant to the Director Milenka Lopez presented the new Arts Council members; Julie Doyle, Leslie Walker, and Alison Viktorin to the current members and provided an overview of the Arts Council. Assistant Lopez was available to answer questions. Direction to Staff: None. 5B. REVIEW PUBLIC ARTS MASTERPLAN Community Relations Manager Vicky Schiber presented item 513 for review and was available to answer questions. Direction to Staff: None. 5C. OCTOBER ART EVENTS UPDATES Chair McMillan presented the updates for the October Art events to the Arts Council and was available to answer questions. Direction to Staff: None. 5D. SOUTHLAKE PRESENTS UPDATE Council Member Kienast presented the Southlake Presents update to the Arts Council and was available to answer questions. Direction to Staff: None. 5E. ARIA SOUNDBOARD UPDATE Community Relations Manager Vicky Schiber presented an update for item 5E to the Arts Council and was available to answer questions. Direction to Staff: None. 5F. FY2022 PROJECTS UPDATE Community Relations Manager Vicky Schiber presented item 5F to the Arts Council and was available to answer questions. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3C-3 Minutes of the October 26, 2021 Southlake Arts Council Meeting Page 4 of 4 Direction to Staff: Provide Arts Council with the architectural rendering of the new Public Works building. Add social media discussion item to next Arts Council meeting. 5G. ANNUAL TREE LIGHTING EVENT PARTNERSHIP WITH SOUTHLAKE LIBRARY Chair McMillan presented item 5G for discussion and was available to answer questions. Direction to Staff: Create a snowman coloring page for the event. 5H. REVISIT ARTIST LISTS FOR EXHIBITS Chair McMillan presented item 5H to the Arts Council and was available to answer questions. Direction to Staff: None. 6. ADJOURNMENT APPROVED A motion was made to adjourn the meeting at 7:11 p.m. Motion: Doyle Second: Walker Ayes: Doyle, Kienast, McMillan, Nays: None Abstain: None Vote: 6-0 Tamara McMillan, Chair Terrazas, Viktorin, Walker Attest: Community Services Department City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3C-4 CITY OF SOUTHLAKE MEMORANDUM November 19, 2021 To: Southlake Arts Council From: Milenka Lopez, Assistant to the Director Subject: Approval of Permit for CISD Art Exhibit Action Requested: Southlake Arts Council approval of Public Art Display and/or Performance Facility and Property Use Permit for the CISD Art Exhibit. Background Information: Every year, CISD student art is placed in the Town Hall lobby concurrent with the Strokes of Art in the Square exhibit. The 2022 CISD Art Exhibit would take place from April 22-April 24, 2022, this year. The CISD exhibit will include over 200 artworks, selected by art teachers from students in grades K-12 participating in Carroll School District art classes. The exhibit will consist of both floor and wall displays, not to exceed 30% of the floor space area. 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. Proposed exhibit schedule will be determined closer to the event date. As the CISD Art exhibit has been showcased at the same time as the Strokes of Art in the Square exhibit without any conflicts, staff recommends approving the CISD Art Exhibit permit. Financial Considerations: Not Applicable Strategic Link: This permit is linked to the City Council Focus Area of Partnerships and Volunteerism. The permit also addresses the corporate objectives of promote opportunities for partnerships and volunteer City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4A-1 Southlake Arts Council Meeting Date — November 23, 2021 Page 2 of 2 involvement and provide attractive and unique spaces for enjoyment of personal interests. Citizen Input/ Board Review: Southlake Arts Council consideration November 23, 2021 Legal Review: Not Applicable Alternatives: Supporting Documents: • Approve permit as presented • Approve permit with modification • Do not approve permit • A copy of the Public Art Display Facility Use Permit • Public Art Display and Performance Policy Recommendation: Southlake Arts Council approval of the CISD Public Display and/or Performance Facility and Property Use Permit. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4A-2 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 A-D, as available depending on voting schedules. CONTACT INFORMATION Person Responsible: Cynthia Pfledderer, on behalf of Southlake Public Library and CISD Art Department Phone: 817.748.8246 Cell Phone: 817.685.8100 E-Mail Address: cpfledderer(ab_ci.southlake.tx.us Address: 1400 Main Street # 260 City: Southlake State: TX Zip: 76092 Alternative Contact: Phone Number: E-mail: DISPLAY or PERFORMANCE INFORMATION Requested Date: April 22-24, 2022, concurrently with Art in the Square weekend This request will be concurrent with the exhibit, Strokes of Art in the Square, in the Town Hall lobby. Both exhibits were displayed simultaneously in previous years and have not created a space conflict. Type of Display or performance: CISD student artwork exhibit Duration of the event or performance: 3 days, April 22 — April 24, 2022 (set up 4/22; tear down 4/24) 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 over 200 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 in the 3rd floor training rooms, as available, 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. Proposed exhibit schedule (hours of operation) will be determined closer to the event date. The exhibit is sponsored by the Southlake Public Library and CISD Art Department. Organization Represented: Southlake Public Library and CISD Art Department Non -Profit: Yes X No Is this display or performance to include a funft&ftjr4Av-0 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 Item 4A-4 CITY OF SOUTHLAKE Public Art Display and/or Performance Policy Policy: Display and/or Performance of art in public facilities or other city properties Source: City Council Effective Date: 1.0 Purpose: The purpose of this policy is to create a procedure to determine what art can be displayed within public facilities or other city property, and for how long, as well as to create an administrative framework for control of displayed artwork and related issues of liability, while epitomizing the City's core values of integrity, innovation, accountability, commitment to excellence, and teamwork. 2.0 Goals: 2.1 To create a process and to put controls in place for temporary display of art in public facilities and parks. 2.2 To provide a policy and a process for temporary art displays in public facilities by: 2.2.1 Requiring little or nominal expense to the City to display works of local and nationally recognized professional artists; 2.2.2 Providing a more satisfactory esthetic experience for citizens visiting public facilities or parks; 2.2.3 Creating an incentive or destination for citizens to utilize public facilities in order to involve them more in local government; and, 2.2.4 Drawing citizens and others to shopping venues contiguous to public facilities and parks. 2.3 To provide a policy and a process for permanent art displays in public parks and city facilities. 3.0 Definitions: 3.1 Arts in public places — Any art displayed, performed, or demonstrated in City parks, rights of way, or the interior/exterior of any City facility. Item 4A-5 3.2 Artwork — Includes, but is not limited to, a sculpture, monument, mural, painting, fountain, or stained glass. 3.3 Artist — A practitioner in the visual and/or performing arts generally recognized by critics and peers as a professional of serious intent and recognized ability that produces fine works of arts. 3.4 City — Shall mean the City of Southlake, Texas. 3.5 Deaccession — The removal, relocation, selling, auctioning, or trading of artworks owned by the City. 3.6 Donations (and Gifts) — Arts donated to the City from a private individual or institution and/or other outside sources. 3.7 Loan — Works of art provided to the City to display for a predetermined period of time and to be returned to the owner after the loan period has expired. 3.8 Southlake Arts Council - A board appointed by the City Council that makes recommendations to the City Council regarding the public arts program. 3.9 Permanent arts in public places - Any visual work of art displayed in City parks, rights of way, or the interior/exterior of any City facility. 3.10 Donor - An individual, private company, community group, or other organization who places artwork in City parks, rights of ways, the interior or exterior of any City facility and/or private facilities and/or properties. 3.11 Public Arts Collection — Consists of all City of Southlake owned or controlled fine works of art. 3.12 Art Exhibit Agreement — Agreement that will exist between the City of Southlake and artists who display temporary exhibits in city facilities or on city property. 3.13 Temporary arts in City facilities or property — Any visual or performing work of art in city facilities or property. 3.14 Facility Arts Display Performance Use Permit - Form is required to be filled out and processed by staff for Arts Council review six weeks prior to display, with the exception of art displays or performances initiated by city departments or divisions, which will be coordinated with the Southlake Arts Council staff liaison for scheduling purposes. Item 4A-6 4.0 Placement of temporary art exhibits or performances at public facilities or other city property: 4.1 Planned Visual Art Exhibits, temporary — The Southlake Arts Council may present up to three Calls to Artists per annum and would select the artist(s) to present artwork in accordance with the Call to Artist SOP. The dates for presentation of the artwork and length of the exhibit will be determined by the Southlake Arts Council. Temporary exhibits would occur no more than five times per year with one of those times being reserved for CISD student art. Art exhibits will be managed and maintained by the City of Southlake staff liaison to the Southlake Arts Council. City department art displays, events or programs may be available for Arts Council review but not approval. All other applications will require Arts Council review and approval. No exhibit will be allowed to take up more than thirty percent (30%) of the floor space and/or thirty percent (30%) of the wall space in common areas of city facilities. A plan will be required detailing wall and floor space needed. Exceptions may be granted with City Council approval only. 4.2 Ad Hoc Visual Arts Exhibits, temporary — Unlike the planned exhibits, these would be initiated by the public or City of Southlake staff, and would occur when space is available as determined by staff. A Facility Arts Display/Performance Form will need to be submitted to the Arts Council liaison at least six weeks in advance of the showing. The Southlake Arts Council will review and approve or deny all applications in order to determine appropriateness of the application in a requested venue. The dates for presentation of the artwork and length of the exhibit will be determined by the Southlake Arts Council. Exhibits will be managed and maintained by the City of Southlake staff liaison with the Southlake Arts Council. City department art displays, events or programs may be available for Arts Council review but not approval. All other applications will require Arts Council review and approval. No exhibit will be allowed to take up more than thirty percent (30%) of the floor space and/or thirty percent (30%) of the wall space in common areas of city facilities. A plan will be required detailing wall and floor space needed. Exceptions may be granted with City Council approval only. 4.3 Performing Arts Programs, temporary — These programs are limited to single performances. A Facility Arts Display/Performance Form will need to be submitted to the Southlake Arts Council liaison at least six weeks in advance of the performance and will be subject to review and approval by the Southlake Arts Council. City sponsored performances in City facilities that are not generally used for programming will be the responsibility of the department or division sponsoring or providing the event. The sponsoring department or division is responsible for submitting proper forms to the Southlake Arts Council liaison. City department art displays, Item 4A-7 events or programs may be available for Southlake Arts Council review but not approval; all other applications will require Southlake Arts Council review and approval. 4.4 Donated art to be placed in public facilities — Donated art will be reviewed by the Southlake Arts Council and a recommendation will be made to the City Council for placement of the art in a city facility or on city property. Credence and a clear preference will be given to location indicated by donor, but the City Council will make any and all final determinations on placement. 4.5 Art Exhibit Agreement — Art displayed on a temporary basis will require that the artist and the City of Southlake sign an agreement that determines the length of time for displays. Key components are: 4.5.1 Artwork and agency: The artist shall agree to lend his/her artwork for temporary display at no cost to the city; 4.5.2 Installation and curatorship: The artist shall deliver the artwork in a form that is ready for immediate display; 4.5.3 Artist's assumption of liability and waiver removal of artwork: The artist shall acknowledge and agree that the City will not provide security for the exhibition, including without limitation, set up, operation and tear down of the exhibit, and the City should not, for any reason, be liable for lost, stolen, or damaged artwork and/or any related materials associated or used with the exhibit; and, 4.5.4 Conflicting events: The City will coordinate scheduling of exhibits. Should a conflict arise between the exhibit and a function of the City, the City's event and/or function will take precedence. 4.6 Facility Arts Display Performance Use Permit: The permit is required to be filled out and processed by staff for the Southlake Arts Council review six weeks prior to display, with the exception of art displays or performances initiated by City departments or divisions, which will be coordinated with the Southlake Arts Council staff liaison for scheduling purposes. Extensions of time can be requested for both ad -hoc and planned art displays for a period to be determined by the city staff members who administer the arts program. Any extension of time will be based on, but not limited to, the following: upcoming displays, City Manager's office requests, approval by City Council and other staff - determined administrative needs. 4.7 Sales of displayed art work: Art work that is displayed can be made available for sale by the artist, but the artist or their representative cannot actively solicit the sales of art other than passively indicating (discreetly) the artists' contact information and pricing near the artwork. The city will not be involved in any such transactions and will not solicit sales of items on behalf of an artist or their agents. Item 4A-8 4.8 Art displayed and sold for fundraising: Art can be displayed and sold as part of a fundraising event, but the fundraising can only occur actively at specific events that need to be negotiated with the City. City facilities will not be a site for continuous/ongoing fundraising. Fundraising events can only occur for non-profit organizations. Applications specifically for Town Hall will be reviewed by the Arts Council, and they will make a recommendation to the City Council for final approval. 5.0 Placement of permanent art exhibits or pieces at public facilities or other city property: 5.1 Purchased Public Art — The placement and purchasing process of the Southlake Arts Council, which includes a Call to Artists, and subsequent selection process will be followed. The Southlake Arts Council will make recommendations on placement, artwork, and artists to the City Council who will make any and all final determinations on the said placement and the artwork/artists. 5.2 Donated Public Art - The Southlake Arts Council will make recommendations on placement to the City Council who will make any and all final determinations on the said placement of the donated art. Item 4A-9 City of Southlake Permit for the Display and/or Performance of Art in a Public Facility or Property 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 Person Responsible: Cell Phone: Address: Zip Alternative Contact: Name: Phone Number: CONTACT INFORMATION Phone: _ E-Mail Address: City E-mail: DISPLAY or PERFORMANCE INFORMATION State Requested Date: Type of Display or performance: Detailed Information including a plan of needed wall or floor space about the display or performance, including planned activities or any equipment/special needs: Organization Represented: _ Non -Profit: Yes No Is this display or performance to include a fundraiser? Yes No 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). If YES, please answer the following: Does your organization maintain a Southlake mailing address or PO Box? Yes No Do a majority of your members, including officers, reside in Southlake? Yes No Will your event cause any impact on City staff or City resources? Yes No Item 4A-10 ART EXHIBIT AGREEMENT BY AND BETWEEN THE CITY OF SOUTHLAKE, TEXAS, AND (Arti This Art Exhibit Agreement ("Agreement") is made and entered into this day of , by and between the City of Southlake, Texas ("City"), a Home - Rule Municipal Corporation and ("Artist") on the terms and conditions set forth below. WHEREAS, the Exhibition is anticipated to be held from through and any additional dates agreed to in writing; and, WHEREAS, the Exhibition will be located at a facility of the City of Southlake; and, WHEREAS, in exchange for the promotion of the arts, Artist desires to lend, at no cost to City, his/her Artwork (hereinafter defined) for display at the Exhibition as set forth below; and, WHEREAS, the City has investigated and determined that it would be beneficial and in the best interest of the City and its citizens to allow the Artist to place the artwork at City Hall to promote visual arts in the City on the terms and conditions set forth below. NOW, THEREFORE, for and in consideration of the premises and the mutual promises, covenants, and agreements hereinafter set forth, Artist and City agree as follows: 1. Artwork and Agency. Artist agrees to, at no cost to City, lend his/her Artwork, as more particularly described and/or depicted on Exhibit A, attached hereto and incorporated herein for all purposes, for display at the Exhibition ("Artwork"). All modifications or additions to Exhibit A shall be in writing, signed by both parties, and attached to this Agreement. Artist and City agree that City is not, under any circumstance, acting as Artist's agent, dealer and/or exclusive seller. The parties acknowledge and agree that the Exhibition is the sole and exclusive event of the City in its promotion of public art. 2. Delivery/Loan Period. Artist hereby agrees to loan the Artwork to City from through . Artist shall, at his/her sole cost and expense, be responsible for delivery and removal of the Artwork from the Exhibition, said removal to occur no later than ("Removal Date"). Artist acknowledges and agrees that space is limited in City Hall and that all artwork submitted for display during the Exhibition is subject to the review and approval of the Southlake Arts Council. 3. Installation and Curatorship. Artist shall deliver the Artwork in a form that is ready for immediate display. Two-dimensional ("2D") Artwork shall be wired for hanging and three dimensional ("3D") artwork must be ready for installation Item 4A-11 immediately upon delivery to the Exhibition. Artist shall tape the following information on the back of 2D pieces and attach temporarily to 3D pieces: Artist's name, title of piece, and medium. The Artwork must be approved, in its sole discretion, by the Southlake Arts Council. 4. Artist Assumption of Liability and Waiver/Removal of Artwork. Artist acknowledges and agrees that City will not provide any security for the Exhibition, including, without limitation, set up, operation and teardown of the Exhibition, and City shall not, for any reason, be liable for any lost, stolen and/or damaged Artwork and/or the related materials, equipment and/or any other items associated and/or used in conjunction with the Artwork and/or Exhibition. ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO LOST, STOLEN AND/OR DAMAGED ARTWORK AND/OR RELATED MATERIALS, EQUIPMENT AND/OR ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE ARTWORK AND/OR EXHIBITION. Should Artist fail to remove the Artwork by the Removal Date, City shall have the right to dispose of the Artwork and any other items related thereto in any manner deemed appropriate solely by City. Artist shall be responsible for any and all costs and expenses associated with City's removal of the Artwork and/or the related materials, equipment and/or any other items associated and/or used in conjunction with the Exhibition as provided in this Paragraph. ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO, CITY'S REMOVAL OF THE ARTWORK AND/OR RELATED MATERIALS, EQUIPMENT AND/OR ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE EXHIBITION AS PROVIDED IN THIS PARAGRAPH. 5. Photographic Rights. Artist hereby grants permission to City to photograph and/or videotape and/or to authorize others to photograph and/or videotape the Artwork and Exhibition for any non-commercial use, including but not limited to, installation documentation, publicity of the Artwork and/or Exhibition, record keeping and additional non-commercial purposes such as, among others, educational, public relations and promotion of the arts. 6. Representations and Warranties Regarding Copyright. Artist hereby warrants and represents that the Artwork is an original creation of Artist and will not infringe the copyright, trademark or other intangible rights of any third party. Item 4A-12 7. Termination/Waiver of Damages. This Agreement may, at any time, be terminated for any reason or no reason at all. Should City terminate this Agreement, ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, SERVANTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, HE/SHE MAY HAVE WITH REGARD TO CITY'S TERMINATION OF THIS AGREEMENT, INCLUDING WITHOUT LIMITATION, ACTUAL AND/OR CONSEQUENTIAL DAMAGES. 8. Conflicting Events. City will coordinate the scheduling of the Exhibition so as not to conflict with any event and/or function of the City. Should a conflict arise between the Exhibition and an event and/or function of the City, the City's event and/or function shall take precedence over the Exhibition. 9. No Security/Waiver of Damages/Liability. Artist acknowledges and agrees that City will not provide any security for the Exhibition, including, without limitation, set up, operation, viewing by the public and/or removal of the Artwork at the conclusion of the Exhibition, and City shall not be liable for any lost, stolen and/or damaged property, materials, equipment and/or the Artwork and any other items associated and/or used in conjunction with the Exhibition and/or Artwork. ARTIST HEREBY RELEASES CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES AND EMPLOYEES, FROM, AND WAIVES ANY AND ALL RIGHTS TO ANY AND ALL CLAIMS FOR DAMAGES, OR OTHERWISE, IT MAY HAVE WITH REGARD TO LOST, STOLEN AND/OR DAMAGED PROPERTY, MATERIALS, EQUIPMENT AND/OR THE ARTWORK AND ANY OTHER ITEMS ASSOCIATED AND/OR USED IN CONJUNCTION WITH THE EXHIBITION AND/OR ARTWORK. 10. Indemnification. ARTIST SHALL DEFEND, INDEMNIFY, SAVE HARMLESS, AND EXEMPT CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, REPRESENTATIVES, SERVANTS AND EMPLOYEES FROM AND AGAINST ALL LAWSUITS, ACTIONS, LEGAL PROCEEDINGS, CLAIMS, DEMANDS, DAMAGES, COSTS, EXPENSES, AND ATTORNEYS' FEES INCIDENT TO THE PERFORMANCE OF THIS AGREEMENT AND/OR THE SET UP, OPERATION, VIEWING BY THE PUBLIC AND/OR REMOVAL OF THE ARTWORK AND ARISING OUT OF A WILLFUL AND/OR NEGLIGENT ACT AND/OR OMISSION OF THE CITY AND/OR ARTIST, THEIR RESPECTIVE OWNERS, OFFICERS, PARTNERS, AGENTS, SERVANTS, REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, VOLUNTEERS AND/OR EMPLOYEES. This Paragraph shall survive the termination of this Agreement. 11. Entirety of Agreement, Governing Jurisdiction and Mediation. This Agreement constitutes the entire Agreement between the parties. No modification will be enforceable except in writing and signed by both parties. This Item 4A-13 Agreement is governed by the laws of the State of Texas. In the event that any dispute arising under this Agreement results in litigation or mediation, such action or proceeding will be brought exclusively with the state court of Tarrant County, Texas. 12. Reference to Artist. When referring to Artist herein, this Agreement shall refer to and be binding upon Artist, his/her agents, representatives, servants, employees, volunteers and assigns. 13. Reference to City. When referring to City herein, this Agreement shall refer to and be binding upon the City of Southlake, its Council Members, officers, agents, representatives, servants, employees and assigns. 14. Compliance with Laws. Artist shall comply with any and all local, state and federal ordinances, rules, laws and regulations, as they currently exist, may be amended or in the future arising. 15. Default. In the event Artist fails to comply with any of the provisions of this Agreement, City shall have the following remedies, in addition to City's other rights and remedies: a. to immediately terminate this Agreement without any liability to City as previously provided herein; and/or b. to require the immediate cessation of the set up, operation and/or removal of the Artwork and/or Exhibition. 16. Miscellaneous Provisions. a. No Third Party Beneficiaries. Nothing in this Agreement shall be construed to create any right in any third party not a signatory to this Agreement, and the parties do not intend to create any third party beneficiaries by entering into this Agreement. b. Assignment. This Agreement is not assignable without the prior written consent of City. C. Notices. Any notice provided or permitted to be given under this Agreement must be in writing and may be served by depositing same in the United States Mail, addressed to the party to be notified, postage pre- paid and registered or certified with return receipt requested, or by delivering the same in person to such party via a hand -delivery service, Federal Express or any courier service that provides a return receipt showing the date of actual delivery of same to the addressee thereof. Notice given in accordance herewith shall be effective upon receipt at the address of the addressee. Item 4A-14 For purposes of notice, the addresses of the parties shall be as follows: If to the Artist: Attn : If to the City of Southlake: Attn: City of Southlake, Public Arts Liaison 1400 Main Street, Suite 210 Southlake, Texas 76092 d. Sovereign Immunity. The parties agree that City has not waived its sovereign immunity by entering into and performing its obligations under this Agreement. e. Entire Agreement. This Agreement contains the entire agreement of the parties with respect to the matters contained herein and may not be modified or terminated except upon the mutual written agreement of the parties hereto. f. Execution. This Agreement is executed by the parties hereto without coercion or duress and for substantial consideration, the sufficiency of which is forever confessed. g. Counterparts. This Agreement may be executed in a number of identical counterparts, each of which shall be deemed an original for all purposes. A facsimile signature will also be deemed to constitute an original if properly executed. h. Authority to Execute. The individuals executing this Agreement on behalf of the respective parties below represent to each other and to others that all appropriate and necessary action has been taken to authorize the individual who is executing this Agreement to do so for and on behalf of the party for which his or her signature appears, that there are no other parties or entities required to execute this Agreement in order for the same to be an authorized and binding agreement on the party for whom the individual is signing this Agreement and that each individual affixing his or her signature hereto is authorized to do so, and such authorization is valid and effective on the date hereof. Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, legal representatives, successors and assigns, as allowed herein. Item 4A-15 Savings/Severability. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision thereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. k. Miscellaneous Representations. Each signatory represents this Agreement has been read by the party for which this Agreement is executed and that such party has had an opportunity to confer with its counsel. Miscellaneous Drafting Provision. This Agreement shall be deemed drafted equally by all parties hereto. The language of all parts of this Agreement shall be construed as a whole according to its fair meaning, and any presumption or principle that the language herein is to be construed against any party shall not apply. Headings in this Agreement are for the convenience of the parties and are not intended to be used in construing this document. M. Waiver. Waiver by either party of any breach of this Agreement, or the failure of either party to enforce any of the provisions of this Agreement, at any time, shall not in any way affect, limit or waive such party's right thereafter to enforce and compel strict compliance. IN WITNESS WHEREOF, the parties have executed this Agreement and caused this Agreement to be effective on the latest day as reflected by the signatures below. CITY: DATE: City of Southlake, Texas 1400 Main Street, Suite 210 Southlake, Texas 76092 817-748-8019 ARTIST: DATE: Item 4A-16 2021 Southlake Arts Council Attendance Report 1 Beatriz Terrazas V 11 11 X 11 11 0 t t I Rat. 89 % Date F7.5 Average Monthly Attendance Rate 2021 66% 2 Leslie Walker X v X X X X 1i X 100% 1 3 Julie Doyle 10 X 1 100% 1 4 Terri Messing 1 _ v X X 78% 6.5 5 Alison Viktorin X X X X X 100% 1 6 Deanna Kienast 100% 8.5 7 Tamara McMillan 10 v 100% 8.5 Alt 1 Nadia Hassan X X X X X X X X 11 % 1 Meeting Attendance Rate (includes substitutions) 63% 75% 63% 1 63% 63% 75% ■ 63% 1 57% 75% v In attendance Total Hrs Per Month 0.75 0.75 0.25 1 1 1 1.5 1.25 1 1 1 8.5 X Not in attendance, nombstitute *2021-10-16 City Council meeting- new appointments Substitute in attendance • vacant position Meeting Canceled Meeting Canceled due to no quc Chance in Reoresentative