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2023-01-24 SLAC PacketSouthlake Arts Council Meeting January 24, 2023 CITY OF SOUTHLAKE MEMORANDUM January 19, 2023 TO: Southlake Arts Council and Southlake Youth Action Commission FROM: Milenka Lopez, Assistant to the Director SUBJECT: Agenda Item Comments for the joint Southlake Arts Council and Southlake Youth Action Commission meeting on Tuesday, January 24, 2023, at 6:00pm The meeting will be held on Tuesday, January 24, 2023, at Legends Hall- Traditions Ballroom. If you are not able to attend this meeting, please notify staff at 817.748.8963 or m1oPezC@ci.south1ake.tx.us Regular Agenda: 1. 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 November 29, 2022, Southlake Arts Council meeting- Please make any corrections to the minutes part of the motion for consideration. (SLAC Action) B. Approval of the minutes from the December 12, 2022, Southlake Youth Action Commission meeting- Please make any corrections to the minutes part of the motion for consideration. (SYAC Action) 4. Agenda Item No. 4. Discussion A. Town Murals Discussion- This item allows for a discussion on potential art murals within the City. No packet document. B. Liberty Garden Art Installation- This item allows for a discussion on the status of the Liberty Garden statue. No packet document. C. Aria Sound System Update- This item allows for a discussion on the Aria Sound System. No packet document. Southlake Arts Council Meeting January 24, 2023 D. FY 23 Events- This item allows for a discussion on the planned events for 2023. Including upcoming art receptions and community events. No packet document. E. Public Arts Tour- This item allows for a discussion on offering a public arts tour. No packet document. 5. Agenda Item No. 5. Joint Session with Southlake Youth Action Commission A. Southlake Presents Marketing Plan Presentation- This item allows for members of the Southlake Youth Action Commission to present their marketing plan for the Southlake Presents Art Show and Competition. No packet document. 6. Agenda Item No. 6. Adiournment 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 JOINT SOUTHLAKE ARTS COUNCIL AND SOUTHLAKE YOUTH ACTION COMMISSION MEETING Tuesday, January 24, 2023 Location: The Marq Southlake Legends Hall- Traditions Ballroom 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 November 29, 2022, Southlake Arts Council meeting (SLAC only) B. Approve the minutes from the December 12, 2022, Southlake Youth Action Commission Meeting (SYAC only) 4. Discussion A. Town Square Murals Discussion B. Liberty Garden Art Installation C. Aria Sound System Updates D. FY 23 Events E. Public Arts Tour 5. Joint Session with Southlake Youth Action Commission A. Southlake Presents Marketing Plan Presentation 6. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Arts Council Meeting Date — January 24, 2023 Page 2 of 2 A quorum of the City Council, or any other City board or commissioner may or may not be present at this meeting. CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, SouthlakN\T 'sg"l ,(r,,Friday, January 20, 2023, by 6:00 p.m. pursuant to Chapter 551 of the Texas Governm�libF Amy el y, TR p City Secretary v-: If you plan to attend this public Mddtipp F� 44V�a`disability that requires special needs, please advise the City Secretary 48 hours in advance at 817.748.8016 reasonable accommodations will be made to assist City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE SOUTHLAKE ARTS COUNCIL MEETING MINUTES: NOVEMBER 29, 2022 LOCATION: The Marq Southlake Champions Club- Hall of Fame Rooms 2&3 285 Shady Oaks Blvd. Southlake, Texas 76092 TIME: 6:00 p.m. SOUTHLAKE ARTS COUNCIL PRESENT: Chair Tamara McMillan, Vice Chair Leslie Walker, Secretary Beatriz Terrazas and Southlake Arts Council members; Julie Doyle, Terri Messing, Alison Viktorin, and Tim Sabo (Alt# 1) SOUTHLAKE ARTS COUNCIL ABSENT: Southlake Arts Council member Susan Steinbrecher STAFF PRESENT: Assistant to the Director Milenka Lopez and Community Relations Manager Vicky Schiber 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. [oa&]:0I LT, 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 Consent Agenda items are considered routine by the Arts Council and are enacted with one motion. 3A. APPROVAL OF THE MINUTES FROM THE OCTOBER 25, 2022, SOUTHLAKE ARTS COUNCIL MEETING Chair McMillan presented the Consent Agenda, including approval of the minutes of the October 25, 2022, Southlake Arts Council meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3A-1 Minutes of the November 29, 2022 Southlake Arts Council Meeting Page 2 of 3 Chair McMillan asked if there were any revisions to the minutes. No revisions were discussed. 3B. APPROVE THE CANCELLATION OF THE DECEMBER 27, 2022, SOUTH LAKE ARTS COUNCIL MEETING APPROVED A motion was made to approve the consent agenda including the minutes of the October 25, 2022, Southlake Arts Council meeting as read. Motion: Terrazas Second: Walker Ayes: Doyle, McMillan, Messing, Sabo, Terrazas, Viktorin, Walker Nays: None Abstain: None Vote: 7-0 Motion passed. 4. DISCUSSION 4A. LIBERTY GARDEN ART UPDATE Assistant to the Director, Milenka Lopez presented updates to the Arts Council on the Liberty Garden Art and was available to answer questions. Direction to staff: Get direction from City Council for dedication event ideas. 4B. ARIA SOUNDBOARD UPDATE Community Relations Manager, Vicky Schiber presented an update for item 413 to the Arts Council and was available to answer questions. Direction to Staff: none City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3A-2 Minutes of the November 29, 2022 Southlake Arts Council Meeting Page 3 of 3 4C. FY 23 EVENTS DISCUSSION Chair McMillan presented item 4C to the Arts Council for updates and discussion and was available to answer questions. Direction to Staff: Create bookmarks and coloring pages for Celebrate Southlake 4D. PUBLIC ARTS TOUR Chair McMillan presented item 4D to the Arts Council for updates and discussion and was available to answer questions. Direction to Staff: Create inventory of Public Art pieces for January meeting 4E. JOINT MEETING WITH SYAC IN JANUARY Assistant to the Director, Milenka Lopez presented an update for item 4E to the Arts Council and was available to answer questions. Direction to Staff: SYAC to present a social media marketing campaign for Southlake Presents at joint SLAC and SYAC meeting in January 5. ADJOURNMENT Chair McMillan adjourned the meeting at 6:53 p.m. Attest: Tamara McMillan, Chair Community Services Department City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3A-3 CITY OF SOUTHLAKE SOUTHLAKE YOUTH ACTION COMMISSION MEETING MINUTES: MONDAY, DECEMBER 12, 2022 LOCATION: THE MARQ SOUTHLAKE Champions Club- Hall of Fame Rooms 285 Shady Oaks Drive Southlake, Texas 76092 TIME: 4:15 p.m. BOARD MEMBERS PRESENT: Vice Chair Srishthi Das, Secretary Allison Bedwell, Ryan Brown, Sanvi Kishinchandani, and Anthony Thomas BOARD MEMBERS ABSENT: Chair Eesha Suri and Sarah Ali ALTERNATES PRESENT: Maya Perera, Anya Reddy, Sophia Wilwayco, and William Zhang ALTERNATES ABSENT: Diya Sunil, Annika Rao, Maya Kalra, Kanha Jain, Arya Kalra, and Sara Jamal CITY STAFF PRESENT: Assistant to the Director of Community Services, Milenka Lopez and Community Relations Manager, Vicky Schiber AGENDA: Call to Order — Meeting was called to order at 4:18 PM by Vice Chair Srishthi Das. 2. Consent A. Approve the minutes from the November 14, 2022- Motion to approve the minutes with no corrections was made by Allison Bedwell and seconded by Sanvi Kishinchandani. Motion carried (7-0). 3. Consider A. Recommendation to reschedule the January 9, 2023, SYAC regular meeti to January 24. 2023. SYAC and Southlake Arts Council ioint meetina- Vice Chair Srishthi Das presented item 3A for consideration. A motion was made by Ryan Brown to approve rescheduling the January 9, 2023, SYAC regular meeting to January 24, 2023 for a SYAC and SLAC joint meeting and seconded by Anthony Thomas. Motion carried (7-0). 4. Discussion A. Adopt -A -Street Recap and Pick New Date - City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 36-1 Southlake Youth Action Commission Meeting Date —December 12, 2022 Page 2 of 2 Vice Chair Srishthi Das presented Item 4A for discussion and was available to answer questions. The next clean-up date is scheduled for Monday, February 6 at 4:15 PM at Champions Club. B. 2023 YAC Summit - Assistant to the Director, Milenka Lopez presented an overview of the 2023 youth convention and was available to answer questions. C. Marketing and Communication for Local Government with Vicky Schiber- Preoaration for Joint Meetina with Southlake Arts Council in Januarv- Community Relations Manager, Vicky Schiber introduced the Southlake Presents project, SYAC's contribution to the project and was available to answer questions. SYAC members worked on their plans and committed to submitting a typed version of their plans before the January 24 meeting. 5. Adlournment — Vice Chair Srishthi Das adjourned the meeting at 5:38 p.m. SYAC Representative Staff Liaison City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 3B-2 2022 Southlake Arts Council Attendance Report Place a Name =-- - 1/25/22 aaa©aaeaa■aaa�� 2/22/22 3/22/22 4/26/22 5/24/22 6/28/22 7/26/22 8/23/22 9/27/22 10/25/22 11/29/22 12/27/22 Attendance Rate W — o Average Monthly Attendance Rate a - - aaaaaaeaa■aaa r r ��■ a aaaaaaea©■aaa���■i a as■aea■■a■aa����■i o - - • - - 00000©ao© o©a�o�■i a - - - aaaaaaeaa■aaa r r ��■i Meeting Attendance Rate (includes substitutions) 75 % 88% 75 % 75 % 75 % 75 % 88 % 63% 100 % 88 % In attendance Total Hrs Per Month 1.5 1.25 1 1 1 1 _ 1 0.5 1 1 _ 10.25 X Not in attendance, no substitute *on October 4, 2022 City Council appointed new members 1' Substitute in attendance • Vacant position _ Meeting Canceled Meeting Canceled due to no quorum Change in Representative 2021-2022 SYAC Attendance Report Ryan Brown Eesha Suri Srishthi Das Sanvi Kishinchandani Anthony Thomas Allison Bedwell Sarah Ali Maya Perera Diya Sunil Safiy Islam William Zhang Annika Rao Maya Kalra Kanha Jain Anya Reddy Arya Kalra Sara Jamal Sophia Wilwayco Attendance Rate Total Hours 100% 67% 100% 100% 100% 67% 33% 67% 33% 0% 67% 67% 33% 67% 100% 67% 0% 100% Present Present Present Present Present Present Present Present Present Present Absent Present Present Absent Present Absent Present Absent Absent resigned Present Absent Present Present Present Absent Present Present Present Present Present Present Absent Absent Present Present 113% 65% 0.75 1 Present Absent Present Present Present Present Absent Present Absent resigned Present Absent Absent Absent Present Absent Absent Present 53% 1.25 3 1.75 3 3 3 2.25 0.75 2 0.75 0.00 2 1.75 0.75 1.75 3 1.75 0.00 3 3