2022-10-25 SLAC PacketSouthlake Arts Council Meeting
October 25, 2022
CITY OF
SOUTH LAKE
MEMORANDUM
October 20, 2022
TO: Southlake Arts Council
FROM: Milenka Lopez, Assistant to the Director
SUBJECT: Agenda Item Comments for the Southlake Arts Council meeting on
Tuesday, October 25, 2022, at 6:00pm
The meeting will be held on Tuesday, October 25, 2022 at Legends Hall- Legacy Meeting
Rooms. If you are not able to attend this meeting, please notify staff at 817.748.8963 or
mlo,oez(@ci.south1ake.tx.us
Regular Agenda:
Agenda 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 September 27, 2022, 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 Officers— The purpose of this item is to elect
from the Board a Vice Chair and Secretary to serve a one-year term for the Arts
Council. Your packet memo contains a description of the duties for the officer
positions.
B. Approve the Public Art DIsDIav Facilitv and Property Use Permit for the 2023
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 2023 Carroll
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
Southlake Arts Council Meeting
October 25, 2022
A. Welcome New Arts Council Members- This item allows for an introduction of new
arts council members. No packet document.
B. Carillon Park Public Spaces Steering Committee Update- This item allows for
Arts Council Chair and member of the Carillon Park Public Spaces Steering
Committee member, Tamara McMillan to provide an update about the Steering
Committee to Arts Council. No packet document.
C. TRAPS Award Update- The purpose of this item is for staff to update the Arts
Council on receiving the TRAPS North Region Arts and Humanities Award. No
packet document.
D. Liberty Gardens Statue Update- This item allows for an update on the Liberty
Gardens Statue. No packet document.
E. Aria Soundboard Update- This item allows for an update on the Aria
Amphitheater upgrades. No packet document.
F. FY 23 Events Discussion- This item allows for a discussion on FY 23 events. 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 25, 2022
Location: The Marq Southlake
Legends Hall- Legacy Meeting Rooms
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 September 27, 2022, Southlake Arts Council meeting
4. Consider
A. Election of Southlake Arts Council Officers
B. Approve the Public Art Display Facility and Property Use Permit for the 2023 CISD Art
Exhibit
5. Discussion
A. Welcome New Arts Council Members
B. Carillon Park Public Spaces Steering Committee Update
C. TRAPS Award Update
D. Liberty Garden Statue Update
E. Aria Sound System Update
F. FY 23 Events Discussion
6. Adjournment
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Southlake Arts Council
Meeting Date — October 25, 2022
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 ff64day, October 21, 2022, by 6:00 p.m. pursuant to Chapter 551 of
the Texas Governmer&••••
`0• '
a � • i
Veronica Lomas, MNk
Deputy City Secretly
If you plan to attend this pubf meA4gg and havp•9 c 4� i ity that'requires,special needs, please advise the City Secretary 48 hours in advance
at 817.748.8016 reasonable db�omrWttation5 will bq, rude to assist
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City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
SOUTHLAKE ARTS COUNCIL MEETING MINUTES: SEPTEMBER 27, 2022
LOCATION: The Marq Southlake
Champions Club- Hall of Fame Rooms
285 Shady Oaks Blvd.
Southlake, Texas 76092
TIME: 6:00 p.m.
SOUTHLAKE ARTS COUNCIL PRESENT: Chair Tamara McMillan, Secretary Beatriz
Terrazas and Southlake Arts Council members; Julie Doyle, Alison Viktorin and Leslie
Walker
SOUTHLAKE ARTS COUNCIL ABSENT: Southlake Arts Council Vice -Chair Deanna
Kienast and members; Terri Messing and Alternate #1 Nadia Hassan
STAFF PRESENT: Assistant to the Director Milenka Lopez and Community Relations
Manager Vicky Schiber
REGULAR SESSION
1. CALL TO ORDER
Southlake Arts Council Chair Tamara McMillan called the meeting to order at
6:03p.m.
2. PUBLIC FORUM
Chair McMillan opened the Public Forum at 6:03p.m. There being no one present
to address the Arts Council, the Public Forum was closed at 6:03p.m.
3. CONSENT AGENDA
Consent Agenda items are considered routine by the Arts Council and
are enacted with one motion.
3A. APPROVAL OF THE MINUTES FROM THE AUGUST 23, 2022, SOUTHLAKE
ARTS COUNCIL MEETING
Chair McMillan presented the Consent Agenda, including approval of the
minutes of the August 23, 2022, Southlake Arts Council meeting. Chair
McMillan asked if there were any revisions to the minutes. No revisions
were discussed.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3A-1
Minutes of the September 27, 2022
Southlake Arts Council Meeting
Page 2 of 3
APPROVED
A motion was made to accept the minutes of the August 23, 2022 Southlake Arts
Council meeting as read.
Motion:
Walker
Second:
Viktorin
Ayes:
McMillan, Doyle, Viktorin, Terrazas, Walker
Nays:
None
Abstain:
None
Vote:
5-0
Motion passed.
4. DISCUSSION
4A. FALL EXHIBIT DISCUSSION
Assistant to the Director, Milenka Lopez presented updates to the Fall Exhibit
and was available to answer questions.
Direction to staff: none
Assistant to the Director, Milenka Lopez presented updates about the Liberty
Garden Statue and was available to answer questions.
Direction to Staff: none
Ell�11:1/_1&Y6111111101II&Y&I94Jil111111:2117_111�
Assistant to the Director, Milenka Lopez presented updates about the Aria Sound
System Update and was available to answer questions.
Direction to Staff: none
4D. FY 23 EVENTS DISCUSSION
Assistant to the Director, Milenka Lopez presented an update about the Arts
Council t-shirt orders for the FY23 events and presented t-shirt options.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3A-2
Minutes of the September 27, 2022
Southlake Arts Council Meeting
Page 3 of 3
Direction to Staff: Arts Council selected the Port & Company light blue t-shirt if
available.
4E. SYAC COLLABORATION DISCUSSION
Assistant to the Director, Milenka Lopez presented item 4E to the Arts Council for
discussion and was available to answer questions.
Direction to Staff: Collaborate with SYAC on Southlake Presents as an option.
4F. WEBSITE UPDATE
Assistant to the Director, Milenka Lopez and Community Relations Manager, Vicky
Schiber presented updates about the Arts Website and was available to answer
questions.
Direction to Staff: none
5. ADJOURNMENT
/_1»:161V 4 17
A motion was made to adjourn the meeting at 6:42 p.m.
Motion:
McMillan
Second:
Terrazas
Ayes:
Doyle, Viktorin, McMillan, Terrazas, Walker
Nays:
None
Abstain:
None
Vote:
5-0
Motion passed.
Attest:
Tamara McMillan, Chair Community Services Department
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 3A-3
CITY OF
SOUTHLAKE
MEMORANDUM
October 21, 2022
TO: Southlake Arts Council
FROM: Milenka Lopez, Assistant to the Director
SUBJECT: Election of Southlake Arts Council Vice Chair and Secretary
Action Requested: Election of Southlake Arts Council Vice Chair and Secretary.
Background
Information: The Southlake City Code and the Southlake Arts Council
Ordinance address the process for selection of the Vice
Chair and Secretary for the Arts Council. Annually, following
the City Council appointments of new Arts Council members,
the Board shall select a Vice Chair and Secretary to serve
one year until the next annual election.
On October 04, 2022, City Council appointed Beatriz
Terrazas, Leslie Walker, Susan Steinbrecher to the Arts
Council. They also appointed Tim Sabo as the Arts Council
Alternate. 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
■ Susan Steinbrecher — Place 6
■ Tamara McMillan — Place 7 (Chair)
A brief summary of the Vice Chair and Secretary duties is
listed below for your consideration.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4A-1
Arts Council
Meeting Date — October 25, 2022
Page 2 of 2
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,
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
Secretary
• Ensure Minutes are filed with the City Secretary (Handled
by Department Secretary)
• 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 Vice Chair and
Secretary October 25, 2022
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: N/A
Staff
Recommendation: Arts Council election of Arts Council Vice Chair and
Secretary.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4A-2
CITY OF
SOUTHLAKE
MEMORANDUM
October 20, 2022
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 2023
CISD Art Exhibit would take place from April 28-April 30, 2023.
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 to collaborate with select partners to implement service
solutions.
City of Southlake Values:
Integrity 1 Innovation 1 Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4B-1
Southlake Arts Council
Meeting Date — October 25, 2022
Page 2 of 2
Citizen Input/
Board Review: Southlake Arts Council consideration October 25, 2022
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 Public Art Display and/or
Performance Facility and Property Use Permit for the CISD Art
Exhibit.
City of Southlake Values:
Integrity 1 Innovation 1 Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4B-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 — 2n1 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: cpfledde re r(cD_ci. south la ke.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 28-30, 2023, 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 28 — April 30, 2023 (set up 4/28; tear down 4/30)
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 funftLaftjr4Bf-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 4B-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.
04/19/2016 City Council Approved (7-0)
Item 4B-5
Public Art Display and/or Performance Policy
Page 2 of 12
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.
04/19/2016 City Council Approved (7-0)
Item 4B-6
Public Art Display and/or Performance Policy
Page 3 of 12
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,
04/19/2016 City Council Approved (7-0)
Item 4B-7
Public Art Display and/or Performance Policy
Page 4 of 12
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.
04/19/2016 City Council Approved (7-0)
Item 4B-8
Public Art Display and/or Performance Policy
Page 5 of 12
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.
04/19/2016 City Council Approved (7-0)
Item 4B-9
Public Art Display and/or Performance Policy
Page 6 of 12
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
04/19/2016 City Council Approved (7-0)
Item 4B-10
Public Art Display and/or Performance Policy
Page 7 of 12
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
04/19/2016 City Council Approved (7-0)
Item 4B-11
Public Art Display and/or Performance Policy
Page 8 of 12
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.
04/19/2016 City Council Approved (7-0)
Item 4B-12
Public Art Display and/or Performance Policy
Page 9 of 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
04/19/2016 City Council Approved (7-0)
Item 4B-13
Public Art Display and/or Performance Policy
Page 10 of 12
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.
04/19/2016 City Council Approved (7-0)
Item 4B-14
Public Art Display and/or Performance Policy
Page 11 of 12
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.
04/19/2016 City Council Approved (7-0)
Item 4B-15
Public Art Display and/or Performance Policy
Page 12 of 12
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:
04/19/2016 City Council Approved (7-0)
Item 4B-16
2022
Southlake Arts Council Attendance Report
1
Beatriz Terrazas
-
X
-
• .
Rate
88%
Da e
7.25
Average Monthly
Attendance Rate
2022 77%
2
Leslie Walker
100%
8.25
3
Julie Doyle
X
V,
X
YO
VO
VO
75%
5.75
4
Terri Messing
VO
V
VO
VO
VO
VO
VO
x
88%
7.75
5
Alison Viktorin
X
88%
7.25
6
Deanna Kienast
X
VO
X
75%
6.75
7
Tamara McMillan
100%
8.25
Alt 1
Nadia Hassan
X
X
X
X
X
X
X
X
0%
0
Meeting Attendance Rate
(includes substitutions)
75%
88%
75%
75%
75%
75%
88%
63%
VO
In attendance
Total Hrs Per Month
1.5
1.25
1
1
1
1
1
0.5
8.25
X
Not in attendance, no substitute
Y
Substitute in attendance
•
Vacant position
Meeting Canceled
Meeting Canceled due to no quorum
Change in Representative