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Item 4C4C -1 CITY OF SOUTHLAKE MEMORANDUM July 10, 2012 To: Shana Yelverton, City Manager From: Jim C. Blagg, Assistant City Manager /Director of Public Safety Subject: Approve permit to allow an art gallery reception on September 9, 2012 and a photography exhibit September 9 — October 31, 2012 in Southlake Town Hall lobby Action Requested: City Council approval of a permit to allow a kick -off reception on Sunday, September 9, 2012 and a photography exhibit September 9 — October 31, 2012 in Town Hall lobby. Background Information: The permit requires a recommendation from the Southlake Arts Council and approval by the City Council. The permit involves approval for two activities — the kick -off reception in September and the photo exhibit in September- October If approved, the kick -off art gallery reception September 9 will be held in the Town Hall lobby. The reception will require 100% of the lobby area of Town Hall. A program will be developed by the sponsors to include introduction of the artists, refreshments and entertainment. A floor space plan for the reception is attached to the permit. The exhibition, September 9 — October 31, 2012, will feature about 20 assorted photos by local and regional artists, selected by the Southlake Arts Council. The exhibit will be displayed on the walls, and will not to exceed 30% of the lobby wall space. The photos will be hung on wall panels using the same gallery display suspension system used for previous wall displays in the lobby. There will be no floor displays. The pieces will be placed based on size of the piece and aesthetic concerns related to color and composition. Sponsors of the reception and exhibit include Southlake Arts Council, APEX Arts League and the Southlake Public Library. Members of the Southlake Arts Council, APEX representatives and Southlake Library staff will coordinate and manage both activities. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date — August 21, 2012 Page 2 of 3 4C -2 The reception and exhibition are not fundraising events, but are opportunities for local and regional artists to showcase their photography skills and talent. The artist or their representative cannot actively solicit the sale of art other than passively indicate the artist's contact information on the artwork. The Permit meets the provisions of the Display of Public Arts Policy. Approval of the permit for the exhibit and reception will have low financial impact on City budgets. The City will participate up to $500 in expenses for the reception, including refreshments, which is funded in the FY 2012 Arts Council Budget. APEX will be responsible for the cost of entertainment. A copy of the Permit is attached for your review. Approved public art displays /events for the Town Hall lobby include: April 15 -17, 2011 April 19 — May 17, 2011 November 2 — November 30, 2011 November 7 — December 16, 2011 November 19, 2011 December 11, 2011 December 17 — December 31, 2011 February 17 — April 16, 2012 February 19, 2012 April 26 -29, 2012 CISD Student Art Exhibit Art In the City and Reception Renderings of Roundabouts Sculptures Festivals of Trees Board Reception/Tree Lighting Event Breakfast with Santa Sister Cities Young Artist Showcase Winter Art in Town Hall Exhibit Winter Art in Town Hall Reception CISD Student Art Exhibit Financial Considerations: Approval of the Permit for the Photography Exhibit and reception in Town Hall lobby requires no additional funding other than the City's participation described above in the amount not to exceed $500, which is funded in the FY 2012 Arts Council Budget. Artists are not paid for display or associated costs related to delivery and pick up of the photography pieces. Strategic Link: This Permit is linked to the City Council Focus Areas of Quality Development and Partnerships and Volunteerism. The Permit also addresses the corporate objectives of providing attractive and unique spaces for enjoyment of personal interests and providing opportunities for partnerships and volunteer involvement. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date —August 21, 2012 Page 3 of 3 4C -3 Citizen Input/ Board Review: The Permit for the exhibit and reception complies with provisions of the Display of Public Arts Policy. Southlake Arts Council recommended approval (5 -0) at their June 26, 2012 meeting. City Council to consider Permit August 21, 2012 Legal Review: The Permit form was reviewed previously with the Display Policy by the City Attorney Alternatives: Alternatives may include the following: • City Council approve Permit as presented • City Council approve Permit with input as desired • City Council decision not to approve the Permit Supporting Documents: Photography Exhibit Permit • Reception Floor Plan Recommendation: City Council approval of a permit to allow a kick -off reception on Sunday, September 9, 2012 and a photography exhibit September 9 — October 31, 2012 in Town Hall lobby. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4C -4 Southlake Arts Council 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: Southlake Town Hall, 1400 Main Street, Southlake — 2 nd Fl. Main lobby CONTACT INFORMATION Applicant: Kerry McGeath, on behalf of Southlake Arts Council Phone: 817 748 8384 Cell Phone: 817 919 8486 E -Mail Address: kmcgeath @ci.southlake.tx.us Address: 1400 Main Street # 130 City: Southlake State: TX Zip: 76092 Alternative Contact: Name: Phone Number: E -mail: DISPLAY or PERFORMANCE INFORMATION Requested Date: 1) Reception: September 9, 2012, 3 -5pm 2) Exhibit: September 9 — October 31, 2012 Type of Display or Performance: 1) Art Gallery Reception 2) Photography exhibit Duration of the Event or Performance: 1) Reception: Duration proposed for 3 -5pm, Sunday, September 9, 2012 2) Photography Exhibit : Duration 8 weeks, September 9 — October 31, 2012 (set up 09/09; tear down 10/31) Detailed Information including a wall or floor plan, display or performance details, including planned activities and /or equipment /special needs required: 1) Reception -- The reception, held on Sunday, September 9, 2012, 3 -5 p.m. will require 100% of the lobby area of Town Hall. A program will be developed by the sponsors to include introduction Permit for Photography Exhibit and Reception in Town Hall Lobby Page 2 of 2 4C -5 of the artists, refreshments and entertainment. A floor space plan for the reception is attached to the permit. 2) Photography Exhibit - The exhibit will include about 20 photos. The exhibit will be displayed on the walls, and will not to exceed 30% of the lobby wall space. The photos will be hung on wall panels using the same gallery display suspension system used for the Sister Cities International exhibit and other approved wall displays. There will be no floor displays. The pieces will be placed based on size of the piece and aesthetic concerns related to color and composition. The exhibit will be managed and maintained by City of Southlake Library staff. The exhibition and reception are sponsored by the Southlake Arts Council, APEX Arts League and Southlake Public Library. Organization(s) Represented: Southlake Arts Council, APEX Arts League, City of Southlake Public Library Non - Profit: Yes X No Is this display or performance to include a fund raiser? Yes 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 Page 2 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork m w 0 >1 (v q � W r �1 W 0 > 0 W 13 e cu C Q U) .., p r_ Yl �L "�..✓ no • • 0 •, tin c 4.1 a� E 0 CL 3 0 m 0 a� L 0 U 3 E ti v W, ,F i ■ • • • s H L O 3 0 c s \ c 1 o +� CL a� a CL \ o \\ \ > � t o L . � 3 o 4� CL a) + U a) L s