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Item 10ACity of Southlake, Texas MEMORANDUM November 25, 2003 TO: Billy Campbell, City Manager FROM: John Eaglen, Assistant to the City Manager (481 -1433) SUBJECT: Accepting the donation of services to the Southlake Public Library to create a mural in the storytime area from Bruce and Elizabeth Bonham Action Requested: City Council consideration of the following: • Accepting the donation of services to the Southlake Public Library to create a mural in the storytime area from Bruce and Elizabeth Bonham; • Approving the design concept of a two -part transition that includes a forest and fantasy land setting (artist theme of "Animals are reading books about themselves while traveling to a reading adventure). Background Information: In June of 2003 Library staff received an inquiry from Southlake residents Bruce and Elizabeth Bonham regarding their interest in donating services to the Library to create a mural in the storytime area. At that time they submitted some initial design concepts, but they were not firm on a particular design or theme. Due to scheduling conflicts in July and August, this item was placed on the September 24, 2003 Library Board meeting agenda. At the September 24 meeting the Board discussed design concepts and directed staff to discuss with Ms. Bonham the following concepts for consideration: • Design concept with further detail that includes a three -part transition including a forest setting, a formal park setting, and a fantasy land setting (including a dragon in the layout); Other comments received by the Board members included a request to develop a design concept with further detail that would include what the artist would like to develop. Staff met with Ms. Bonham on October 1 st in the storytime area to review the Board's direction. Ms. Bonham agreed to develop alternative design Billy Campbell, City Manager November 25, 2003 Page 2 of 6 concepts, and suggested a two -part transition that she would develop to include a forest setting and a fantasy land setting. The staff set up a Joint Library Board / Public Art Advisory Committee (PAAC) meeting on November 12 to review Ms. Bonham's alternatives and consider recommendations to the City Council. Both boards agreed upon recommending a design concept that includes a two -part transition incorporating a forest and fantasy land setting. The theme of the mural is "Animals are reading books about themselves while traveling on the road to a reading adventure." Ms. Bonham has indicated that she would like to work on the mural during the month of December, and plans to have art students in the Carroll I. S.D. work with her and help in completing the project. Staff will have a rendering of the mural at the meeting for your review. If you are interested in reviewing more about Ms. Bonham's work prior to the meeting, you can get further information at http: / /www.texastrailsart ag llery.com Financial Considerations: Ms. Bonham has indicated that the cost of the materials is $1,000. At the Joint Library Board / PAAC meeting on November 12, 2003, Mr. Brian Stebbins offered to contribute $500 towards the cost of materials for this project. Financial Impact: Ms. Bonham plans to cover the mural with a veneer finish that will protect the work for an extended period of time. The only identified financial impact associated with acceptance of this donation is periodic maintenance to account for routine wear and tear. Citizen Input / Board Review: The Library Board considered a recommendation to the PAAC at their September 24, 2003 meeting and approved a motion to ask the artist to create a design concept incorporating three panels with transition between a forest, park, and fantasy land settings and bring this back for review at a special meeting (4 -2). Board members C.D. Peebles and Angelique York dissented, citing the desire to move this item forward in the process towards accepting the donation, then reviewing and approving a design concept. Billy Campbell, City Manager November 25, 2003 Page 3 of 6 The Library Board approved a recommendation to the PAAC to accept the donation of services to the Southlake Public Library, and recommended a design concept that includes a two -part transition of a forest and fantasy land settings, at the Joint Library / PAAC Meeting on November 12, 2003 (5 -0). The Public Art Advisory Committee approved a recommendation to the City Council to accept the donation of services to the Southlake Public Library, and recommended a two -part transition that includes a forest and fantasy land settings at the Joint Library / PAAC Meeting, on November 12, 2003 (4 -0). Legal Review: Not Applicable. Alternatives: Input towards the discussion as desired. Supporting Documents: Supporting documents include the following items: • Copy of biography of the artist, Elizabeth Bonham; • Copy of the Southlake Public Library's Donation Policy and Procedures. Staff Recommendation: Place as an item on the December 2, 2003 City Council meeting agenda for consideration of the following items: • Accepting the donation of services to the Southlake Public Library to create a mural in the storytime area from Bruce and Elizabeth Bonham; • Approving the design concept of a two -part transition that includes a forest and fantasy land setting (artist theme of "Animals are reading books about themselves while traveling to a reading adventure). Billy Campbell, City Manager November 25, 2003 Page 4 of 6 Liz Bonham Texas Trails Art Gallery Liz Bonham's beautiful paintings have been exhibited in fine art galleries across the United States. She holds a BFA degree in painting and has studied with many well known artists around the country; including Richard Schmid, John Asaro, David Leffel, and Frank Mason. Her paintings have graced many books, including her Gold Medallion winner, "The Crippled Lamb ", by Max Lucado. And her silver Medallion winner, "Timeless Moments ", by Alton Howard. Her book "The Crippled Lamb" has sold over one million copies and has been read on PAX Televison for their Christmas special, the last two years. The collector edition of this book includes a CD of songs and the story recorded by the voice of Jodi Benson, the voice of "The Little Mermaid ". Her books are sold around the world in several different languages. She has been classically trained, and her style reflects a contemporary view of this classical training in realism and impressionism. Her beautiful paintings have been in fine art galleries, private collections, and many books. Billy Campbell, City Manager November 25, 2003 Page 5 of 6 Southlake Public Library Board Policies and Procedures Manual Policy: Donation Policy and Procedures Source: Library Board Category: Administration Effective Date: January 2, 2001 Statement of Purpose The purpose of this policy and the accompanying list of procedures is to provide consistent guidance for the consideration of donations to the Southlake Public Library. Policy Statement No donation can be accepted unless it is given to the Library without restrictions. In accepting a gift of materials, the Library reserves the privilege of deciding whether item(s) donated should be added to the collection. Generally, the material will be judged by the same standards of selection as those applied to the purchase of new materials. The Southlake Public Library accepts gift books with the understanding that books, which are useful to the library collection, will be retained, and other books disposed of in whatever manner the librarian deems appropriate. The Library reserves the right to interfile gifts with other collections on the same subject, so that all collections are organized and classified according to the library standards for the best public service. The Library welcomes monetary contributions specifically for book purchases in memorial to or in honor of named individuals. For memorial books to the library, the Library may place within the book the name of the individual(s) and donor, if desired. In order that the Library can properly honor the generosity a special form to record the information is used and should be completed. Individuals, businesses or organizations considering making a donation to the Southlake Public Library and who wish for a written acknowledgement of this donation, shall fill out a form provided by the Library for this purpose. Although donation of art objects and other types of materials are usually welcomed and valued, they must meet the criteria of the Public Art Policy and final decision on their acceptance rests with the Library Administrator and the Library Board. Billy Campbell, City Manager November 25, 2003 Page 6 of 6 The Library welcomes cash contributions, gifts of real property, stocks and bonds. Although it is unlikely, there may be an occasion in which the restrictions set by the donor make it impossible for the Library to accept the contribution. All donations are subject to the approval of the Library Administrator, and also the approval of the Library Board for donations valued at over $1,000. All gifts are accepted with the understanding that they may someday be sold or disposed of if necessary or in the best interest of the library. The library cannot commit itself to perpetually house any donation. The library cannot appraise the value of a donation of materials or arts for income tax implications. Procedures L Individuals, businesses or organizations considering making a donation to the Southlake Public Library and who wish for a written acknowledgement of this donation, shall fill out a form provided by the Library for this purpose. IL The proposal should include a description of the donation, and if applicable, pictures and /or drawings of the donations, and list the value of the donation. III. The Library Administrator shall make the determination to approve all proposed donations valued at less than $1,000. IV. The Library Administrator will review and forward comments /recommendations on all donation proposals valued at over $1,000 to the Southlake Public Library Board for their review at the next regular Board meeting. V. The Library Board will consider the proposed donation and make a determination, which may include comments /recommendations. At the Board's discretion, donations may be forwarded to the City Council for final approval. VI. The Southlake Public Library reserves the right to accept or reject any item(s) submitted for approval. VII. The potential donor reserves the right to withdraw the proposed item at any time during the approval process, until final approval by the Library. VIIL All item(s) will be considered for acceptance on an item by item basis. IX. All accepted donations to the Southlake Public Library will become the property of the Southlake Public Library, and will be used at the discretion of the City.