2009-08-25
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL 9/22/09
1 SOUTHLAKE ARTS COUNCIL MEETING
2 Southlake Town Hall - Executive Conference Room
3 1400 Main Street
4 Southlake, Texas 76092
5
6 August 25, 2009
7 MINUTES
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9 Arts Council Members Present - Leslie Bartlett, Vice Chair; Jonathan Calvert; Karen
10 Chidiac; Deborah Frazier; Merlene Ingraham, Carol Knox; Terri Messing; Jeff Walter,
11 Chair.
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13 Arts Council Members Absent - Peggy Firestone; Karin Newell; Fariba Parmer.
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15 Staff Members Present - Kerry McGeath, Deputy Director of Community Service.
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17 Others Present - None
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19 REGULAR SESSION:
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21 Agenda Item No. 1 - Call to Order.
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23 Chair Jeff Walter called the meeting to order at 6:02 p.m.
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25 REPORTS:
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27 Agenda Item No. 2 - Administrative Comments.
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29 Mr. McGeath has been developing a use policy for Town Hall and wants to expand it to
30 include other buildings like the new DPS building. Some ideas will be presented to City
31 Council at the Tuesday, September 1, 2009 meeting before an official policy is drafted.
32 Mr. McGeath wanted input from the Southlake Arts Council, particularly as it relates to
33 the display of art or presentation of other arts in Town Hall. Ideas brought from the City
34 of Frisco include using the Town Hall as a gallery with displays scheduled ahead of
35 time. The art would be displayed five months a year so that there is some flexibility in
36 scheduling other displays or having the building empty for those that prefer not to have
37 the building constantly in use. There was some lengthy discussion about the approval
38 cycle. The consensus was that there needs to be accountability without tying the
39 Council's hands. The idea of a subcommittee appointed for emergency review purposes
40 was accepted. The subcommittee could endorse the proposed presentation and then
41 notify the Council when there are short notice opportunities. Mr. McGeath is meeting
42 with CMO staff to review the Town Hall use policy so the Council can integrate their
43 needs with the policy.
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Southlake Arts Council Meeting Minutes - August 25, 2009 Page 1 of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL 9/22/09
1 CONSENT AGENDA:
2
3 Agenda Item No. 3A - Consent. - Approval of minutes from the May 26, 2009
4 Southlake Arts Council meeting.
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6 The header needs to be corrected. Ms. Bartlett was not present at that meeting. A
7 motion was made and seconded to approve the corrected minutes. The motion was
8 unanimously approved.
9
10 Agenda Item No. 313 - Consent. - Approval of minutes from the July 28, 2009 Southlake
11 Arts Council meeting.
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13 The header needs to be corrected. The Agenda item 6Ad has a word missing from the
14 last sentence. A motion was made and seconded to approve the corrected minutes.
15 The motion was unanimously approved.
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17 REGULAR AGENDA:
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19 Agenda Item No. 4 - Public Forum.
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21 The Public Forum was opened at 6:25 pm. As there was no one to speak, it was closed
22 at 6:26 pm.
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24 Agenda Item No. 5A - Consider - Election of Southlake Arts Council Officers for 2009-
25 10.
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27 There was discussion about the duties of the Secretary. It was decided not to elect a
28 Secretary. Mr. Walter was nominated and unanimously approved as the Chair. Ms.
29 Bartlett was nominated and unanimously approved as Vice Chair.
30
31 Agenda Item No. 5B - Consider - Call to Artists for Roundabout.
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33 Mr. McGeath presented information on funding for the four roundabouts. The funding
34 includes base and ground lighting plus the purchase of the actual art. Approximately
35 $20,000 needs to be reserved for the base and ground lighting and any other basic
36 needs. A maximum amount of $120,000 per roundabout is available leaving up to
37 $100,000 for the actual art. The Council thought that less money per roundabout would
38 be needed. The Council agreed that the artists would be allowed to create a concept
39 within some predefined parameters. The funds have to be expended before September
40 2010. Mr. McGeath explained the process and timeline for the Call to Artists. There was
41 some lengthy discussion of how the funds could be used and the amount to be
42 advertised. A motion was made and seconded to form an artists subcommittee including
43 Council members Ms. Messing, Ms. Chidiac, Ms. Knox and Mr. McGeath and to send a
44 Call to Artists for the Roundabout art. The motion was unanimously approved.
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Southlake Arts Council Meeting Minutes - August 25, 2009 Page 2 of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL 9/22/09
1
2 DISCUSSION:
3
4 Agenda Item No. 6A- Discussion. - Public Arts Projects.
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6 This item was tabled until the next meeting.
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8 Agenda Item No. 6B - Discussion. - Master Plan Work Group Review and Interaction
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10 Mr. Walter made a presentation giving some of the history of the Master Plan Work
11 Group. Mr. Walter noted that the Master Plan progress was spotty and needed more
12 time than was available during the meetings. He prepared a CD for each member to
13 take home. There were three options to be considered in the plan.
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15 The first option would be to hire a consultant to facilitate faster action on devising a
16 Master Plan.
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18 A second and more prudent option might be to choose a couple of goals to accomplish
19 for the year and wait to formulate a more comprehensive plan until more information is
20 available. It is unclear at this point how much Master Planning for art should be done for
21 all of the City and to what degree the Plan is tied into other City offices and their
22 strategic plans. It might be more prudent and less frustrating to accomplish just a few
23 things.
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25 The third and most difficult option is to plan for the arts in the context of doing the arts
26 while making that relationship a planning process. The Council would actively
27 accomplish some goals and the goals would be imbedded in the planning process. Mr.
28 Walter put a three-year cycle on this objective, but iteration plans would be formulated
29 each year by the Council and go to City staff, and then City Council. The Plan would be
30 constantly evolving. Mr. Walter discussed this option in more detail.
31
32 A motion was made to start an iteration of option three. There was some discussion. It
33 was unanimously approved. A Master Plan subcommittee was formed comprising Mr.
34 Walter, Ms. Bartlett and Ms. Frazier.
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36 Agenda Item No. 6C - Discussion. - APEX update
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38 Ms. Messing gave an update. By next month APEX Presents will be available, which is
39 a year long list of events. APEX is trying to increase the number of events with the talk
40 between the City and Gateway. The City is interested in acquiring the Gateway property
41 but not willing to expend a lot of resources for studies until there is a firm commitment
42 from Gateway to be willing to sell. APEX is acting as a helpmate by doing some
43 preliminary research on needs assessment, expenses and income potential.
44
45 Agenda Item No. 7, Adjournment.
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Southlake Arts Council Meeting Minutes - August 25, 2009 Page 3 of 4
* *OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE ARTS COUNCIL 9/22/09
1 The meeting was adjourned at 7:45 pm.
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6..
7 Jeff Walter Chai
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9 Attes.
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14 Ke McGeath, Deputy Director of Community Services
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16 A RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY.
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Southlake Arts Council Meeting Minutes - August 25, 2009 Page 4 of 4