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Item 8ACity of Southlake, Texas MEMORANDUM May 8, 2007 TO: Shana Yelverton, City Manager FROM: Steve Polasek, Director of Community Services SUBJECT: Resolution No. 07-021, support a proposal to ARTSNET for potential relocation within the City of Southlake Action Requested: Council consideration of Resolution No. 07-021 supporting a proposal to ARTSNET for their potential relocation to the City of Southlake. Background Information: ARTSNET is a non-profit organization whose mission is to encourage, support and facilitate artistic cultural opportunities within the communities of North Tarrant County. For over 30 years ARTSNET has worked to become an integral partner with the cities, schools, and businesses, including state and national organizations. ARTSNET has been recognized by the Texas Commission on the Arts as the official arts council of North Tarrant County since 1997. The City of Southlake currently partners with ARTSNET to provide our MasterWorks Summer Music Series in Town Square, winter arts programming through the Library, and support of the Community Arts Calendar. ARTSNET is presently located at the Bedford Boys Ranch but is seeking proposals from communities to relocate in order to better serve and provide for its member communities. Staff has prepared a proposal for Council consideration based on available information and anticipated participation from the CISD for joint use of facilities at the Carroll Intermediate School. Proposals are requested by ARTSNET on May 4, 2007. In general, the proposal provides: - use of approximately 7,000 square feet at CIS for a minimum period of twenty-four months - City responsibility for utilities and custodial costs estimated at approximately $30,000 annually - One time commitment from the City of up to $30,000 for non -permanent modifications to the proposed space - Use of Town Square pavilion, Bob Jones amphitheater, and other City park areas at no cost for art performances and programs - City open to exploring cooperative purchasing opportunities - Grant assistance by City as resources allow The resolution supports a non -binding proposal to the ARTSNET site selection committee for purposes of encouraging a site review, detailed discussions, and potential selection of Southlake as the future home of ARTSNET with the understanding that the proposal is contingent upon formal action and final adoption of necessary agreements and funding mechanisms by participating parties. As growth and support of arts within Southlake increase, and with the potential construction of a performing arts center, the addition of ARTSNET to our community may serve to further enhance our position as a regional focal point for the arts. Financial Considerations: Annual funding of approximately $30,000 is anticipated for utility and maintenance costs based on calculations derived from the joint use fee schedule. A one time, upfront commitment of up to $30,000 is also proposed to assist with modifications to the proposed space. Initial costs for HVAC repairs for the wing proposed to be occupied by ARTSNET is estimated at up to $15,000. Total year one cost would be approximately $75,000. Total year two cost would be approximately $30,000. Financial Impact: Funding for this item is not currently available and would require formal consideration and approval by City Council as part of the upcoming budget process. Citizen Input/ Board Review: Staff visited with the CISD Board of Trustees regarding this item and their mutual support is anticipated following Council consideration. Legal Review: The City Attorney has reviewed the proposed Resolution No. 07-021. Alternatives: Council review and consideration. Supporting Documents: Supporting Documents include: ■ Proposal including Resolution No. 07-021. Staff Recommendation: Council consideration of Resolution No. 07-021 supporting a proposal to ARTSNET for their potential relocation to the City of Southlake. May 16, 2007 Mr. Mike Collins Site Selection Committee Chair P.O. Box 210816 Bedford, Texas 76095-7816 Re: Proposal to ARTSNET for potential relocation to the City of Southlake Dear Mr. Collins: On behalf of our community, I am pleased to submit the attached proposal for the potential relocation of ARTSNET to the City of Southlake. We are a growing community that strongly supports all aspects of the arts as evidenced by our on -going participation in ARTSNET programming, the recent formation of the APEX Arts League and their efforts to bring a performing arts center to Southlake, the City's Southlake Arts Council and public art initiative, and our continuing support of the annual Art in the Square. We look forward to the opportunity to visit with you and members of the ARTSNET Board as it relates to our proposal and would be happy to address any questions or provide additional information if needed. Again, thank you for all that ARTSNET does to bring quality arts programming to the communities of North Tarrant County. Sincerely, Andy Wambsganss Mayor RESOLUTION NO. 07-021 A RESOLUTION OF THE CITY OF SOUTHLAKE, TEXAS AUTHORIZING THE SUBMISSION OF A NON -BINDING PROPOSAL TO ARTSNET FOR THE PURPOSE OF PARTNERING WITH ARTSNET TO BETTER SERVE THE GREATER NORTH TARRANT COUNTY AREA BY SUPPORTING THEIR RELOCATION TO THE CITY OF SOUTHLAKE. WHEREAS, the City of Southlake supports the arts in our community and Tarrant County; and WHEREAS, the City of Southlake actively participates through partnerships and program support of various art related activities to include ARTSNET and the MasterWorks Music Series, Art in the Square, the APEX Arts League, and the Southlake Stampede program; and WHEREAS, the City of Southlake has determined there are mutual benefits for ARTSNET, the community, and greater North Tarrant County resulting from the relocation of ARTSNET to the City of Southlake; and WHEREAS, the City Council deems it appropriate authorize this resolution in support of a non -binding proposal to the ARTSNET site selection committee for purposes of encouraging a site review, detailed discussions, and potential selection of Southlake as the future home of ARTSNET with the understanding that the proposal is contingent upon formal action and final adoption of necessary agreements and funding mechanisms by participating parties. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS: SECTION 1 City staff is hereby authorized to submit a proposal to ARTSNET for their potential relocation to the City of Southlake. SECTION 2 The City Council finds that such a proposal is in the best interests of the community and further supports efforts to improve the provision of arts in North Tarrant County and the City of Southlake. PASSED, APPROVED, and EFFECTIVE this 15th day of May, 2007. Mayor, City of Southlake ATTEST: City Secretary ARTSNET Proposal City of Southlake, Texas 1. Relocation to the City of Southlake would allow ARTSNET to better serve each of the member communities through improved operating space, assistance and cooperation from both the City of Southlake and the Carroll Independent School District, and the direct support of a progressive and forward thinking community that appreciates all forms art. Southlake offers a unique blend of excellent location and a wonderful quality of life due in part to its community programs and excellent schools. Southlake is strategically located within 20 miles of downtown Dallas and downtown Fort Worth. Direct vehicular access within Northeast Tarrant County is available via SH 114, FM 1709, Davis Boulevard, and SH 26, to name a few. If airport access is needed, Dallas -Fort Worth International Airport is only minutes away. Additionally, the City continues to show its support for arts related programming and currently has in place an arts board to help guide Council decisions regarding public art. The City and 9-1, Art in the �qugre community volunteers initiated the Southlake Stampede Public Art program in 2006, and annually hosts Art in the Square as presented by the Southlake Women's Club. Now in its eighth year, Art in the Square is a three day annual community juried fine art event produced by the Southlake Women's Club and the City of Southlake. The event draws over 60,000 visitors annually and some of the finest artist from across the country. Also, the newly formed APEX Arts League is working diligently with the City, local developers, and arts patrons on a future multi -purpose arts facility. This exciting new facility is anticipated to serve the needs of Northeast Tarrant County and the surrounding area by providing a showcase facility capable of hosting performing and visual arts, and providing meeting space, classrooms, art galleries, and offices. With the advent of a regional facility, Southlake will be well positioned to serve as the area hub for a variety of different art forms. 2. Visibility of ARTSNET would be enhanced through the exposure our region (Northeast Tarrant County) and City receives on a regular basis as a result of our progressive and unique qualities. ARTSNET provides an important service to the area and Southlake with its reputation for strong community support is poised to embrace ARTSNET and provide the support needed to further strengthen its visibility. Our "team" approach and cooperative spirit is evident among our local government, public schools, corporate businesses, and community organizations. The addition of ARTSNET to Southlake would provide an excellent opportunity to embrace this existing structure and forge new and rewarding partnerships. 3. The City of Southlake, in cooperation with the Carroll Independent School District (CISD) is committed to a minimum twenty-four month use of space at the Carroll Intermediate School (CIS) located at 1101 North Carroll Avenue, one block north of SH 114. The CIS facility is not presently being utilized for regular classes and has tremendous potential as an office location, meeting space, storage, and class rooms. Utilities (water, electric, HVAC) and custodial service estimated at approximately $30,000 annually, would be provided by the City with potential assistance from the CISD. is also willing to commit a one time payment of up to $30,000 for non -permanent modifications to the lease space. The City 4. The overall condition of the CIS facility is good. The building previously served as an intermediate school within the Carroll ISD (CISD) and recently received a review by the District's architects who declared it one of the most structurally sound of all of their facilities. The rooms proposed for use by ARTSNET (located in dark blue below) are part of a wing that was constructed in the mid- 1960's and have been well maintained and refurbished over the years. Maintenance and custodial support would fall under the jurisdiction of the CISD with funding support from the City of Southlake in accordance with our Joint Use Agreement. The rooms average approximately 800 square feet in size and restroom facilities are conveniently located in the hallway area. Approximately 4,500 square feet is available in classroom/office space with 7,000 square feet under roof. 5. iJ'TlIR S FF C Carroll Intermediate Floor Plan Other facilities that may be available for use by ARTSNET include the existing main pavilion in Town Square complete with park area and lawn seating, the outdoor amphitheater with lawn seating at Bob Jones Park, and certain school facilities and auditoriums with scheduling through and approvals by the Carroll Independent School District. Also planned as future additions within the City at Bicentennial Park are an outdoor band shell and a stadium with seating up to 2,000. While these are planned improvements, it should be noted that the time frame for their construction and completion is yet to be determined and will be considered as part of the upcoming budget process (please see conceptual renderings below). 6. ARTSNET use of City facilities will be at no cost so long as the activities are consistent with the mission to encourage, support and facilitate artistic cultural opportunities within the communities of Northeast Tarrant County. Sub -lease of school and City facilities is not permitted; however, hosting and incorporating other arts groups within and under the ARTSNET umbrella without rental, utility and other space related charges is acceptable. 7. The City is presently working with the APEX Arts League, a local developer, and other community partners on the potential to bring a multi -purpose performing arts center to Southlake. As previously mentioned, the proposed facility is anticipated to serve the needs of Northeast Tarrant County by providing a showcase facility capable of hosting performing and visual arts, and providing meeting space, classrooms, art galleries, and offices. Some initial discussions regarding the potential for this facility to serve as the future home of ARTSNET have occurred; however, the project, while well supported and organized is still in its infancy and more specific planning details are forthcoming. By locating within Southlake, ARTSNET would better position themselves for inclusion in this process. 8. In regards to utilizing City purchasing cooperatives the City is open to this opportunity and would explore with ARTSNET various processes and/or procedures which may allow this to occur. Due to current staffing levels and lack of ability to incur additional responsibilities the opportunity for ARTSNET to utilize the City's purchasing agent is not presently feasible. 9. The City's partnership with ARTSNET has been in place since the mid-1990's. Throughout the years and into the present we have jointly sponsored the MasterWorks Summer Music Series at our Town Square pavilion consisting of approximately ten performances annually. Additionally, the City is also a sponsor of the ARTSNET Community Calendar of Events. The Southlake Public Library also works closely with ARTSNET to provide programming for our patrons throughout the winter months. Over the last three year's we have partnered with the Friends of the Southlake Library to bring an additional four to five performances annually to the community. 10. Grant assistance would be evaluated on a case by case basis with the City willing to assist as available resources allow. Southlake city staff consists of many experienced and talented individuals with familiarity in preparing and managing a variety of grants to include, but not limited to, State, Federal, foundation, and non- profit. Joint participation and submission for grants with the City, Carroll Independent School District, and community arts \� organizations such as APEX are also possibilities that could be explored further. Other opportunities for assistance in securing grants include letters of recommendation and support from elected and appointed officials and partnerships with other local arts organizations. 11. The City of Southlake and our community partners strive to create an environment that addresses the growing cultural desires of our community and region. Southlake is a "can do" city that has shown over the years what good vision, planning, and community initiative can accomplish. The relocation of ARTSNET to Southlake would bring dividends to the arts community as a whole through our on -going support to promote and enhance the quality of life for our region.