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Item 4K4K -1 CITY OF SOUTHLAKE MEMORANDUM October 31, 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 December 16, 2012 and the Sister Cities International Young Artist art exhibit December 16, 2012 through January 25, 2013 in Southlake Town Hall lobby Action Requested: City Council approval of a permit to allow a reception Sunday, December 16, 2012 and an art exhibit, December 16, 2012 — January 25, 2013, to be held in Town Hall lobby Background Information: Southlake Sister Cities has submitted a permit request to host a gallery reception and to display art work from the 2012 Sister Cities International Young Artist Showcase in the Town Hall lobby during December - January 2013. Southlake Sister Cities is a local non - profit organization that is an affiliate of Sister Cities International, Inc. and is dedicated to fostering global understanding, friendship and communication through education and exchanges. Currently, the City of Southlake has Sister City agreements with Tome, Japan (1991) and El Fuerte, Mexico (1997) and a Friendship City agreement with Suzhou Wuzhong District, China (2010). Approval of the permit requires a recommendation from the Southlake Arts Council and final approval by the City Council. The permit involves approval for two activities — the kickoff reception in December and the art exhibit held December - January. If approved, the art gallery reception December 16 will be held in the Town Hall lobby. The reception will require 100% of the lobby area. A program will be developed to spotlight the sponsors and artists' work. Refreshments and entertainment will be provided. A floor space plan for the reception is attached to the permit. The exhibition, December 16, 2012 — January 25, 2013, will feature 13 selected art pieces from participants world -wide in the 2012 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4K -2 Shana Yelverton, City Manager Meeting Date — November 6, 2012 Page 2 of 3 Sister Cities International Young Artists and Authors Showcase. This will be the second such event the City of Southlake, Southlake Sister Cities and Southlake Public Library have hosted in Town Hall. Of special interest this year, one of the U.S. finalists is Yasaman Sahba of Southlake, Texas. The exhibit will be displayed on the walls, and will not exceed 30% of the lobby wall space. The photos will be hung on wall panels using the same gallery 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, Southlake Sister Cities and Southlake Public Library, will coordinate and manage both activities. The reception and exhibition are not fundraising events, but provide cultural opportunities for Southlake citizens and visitors to enjoy the talent, skill and perspective of youth from around the world. The Permit meets the provisions of the Public Arts Display Policy. Approval of the permit for the exhibit and reception will have low financial impact on the City budget. The City will participate up to $500 in expenses, which is approved in the FY 2013 Public Art Budget. A copy of the Permit is attached for your review. To date, 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 September 9, 2012 September 9 — October 31, 2012 February 17, 2013 February 17 — April 28, 2013 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 "Fall Through the Lens" Reception "Fall Through the Lens" Photo Exhibit "Winter Arts in Town Hall" Reception "Winter Arts in Town Hall" Art Exhibit City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4K -3 Shana Yelverton, City Manager Meeting Date — November 6, 2012 Page 3 of 3 Financial Considerations: Approval of the Permit for the exhibit and reception in Town Hall lobby requires no additional funding other than the City's participation described above in an amount not to exceed $500, which is funded in the FY 2013 Public Art Budget. Sister Cities International or the artists are not paid for display or associated costs related to shipment 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. Citizen Input/ Board Review: The Permit for the exhibit and reception complies with provisions of the Public Art Display Policy. Southlake Arts Council recommended approval (4 -0) at their October 29, 2012 meeting City Council consideration November 6, 2012 Legal Review: The Permit form was reviewed previously with the Display Policy by the City Attorney Alternatives: Alternatives may include the following: • Approve Permit as presented • Approve Permit with input as desired • Decision not to approve the Permit Supporting Documents: Photography Exhibit Permit • Reception Floor Plan • 2012 Winning Entries • Tour Schedule • Guidelines for Hosting Tour Recommendation: City Council approve a permit to allow a reception on Sunday, December 16, 2012 and a Southlake Sister Cities International art exhibit December 16, 2012 — January 25, 2013 in Town Hall lobby. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4K -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 — 2nd Fl. Main lobby CONTACT INFORMATION Applicant: Kiko Ekstrom, Southlake Sister Cities Phone: 817 - 713 -9667 Cell Phone: 817 - 713 -9667 E -Mail: kikukoe(o)earthlink.net Address: 3400 Fox Fire Lane City: Southlake State: TX Zip: 76092 Alternative Contact: Candice Edmondson, SL Arts Council Phone: 817 - 748 -8311 Cell Phone: N/A E -mail: cedmondsona- ci.southlake.tu.us Address: 1400 Main St, Ste. 210 City: Southlake State: TX Zip: 76092 DISPLAY or PERFORMANCE INFORMATION Requested Date: 1) Reception: December 16, 2012, 3 -5pm 2) Exhibit: December 16, 2012 — January 25, 2013 Type of Display or Performance: 1) Art Gallery Reception 2) Thirteen (13) framed art exhibit of Sister Cities International Young Artist Showcase Duration of the Event or Performance: 1) Reception: Duration proposed for 3 -5pm, Sunday, December 16, 2012 2) Photography Exhibit : Duration 6 weeks, December 16, 2012 — January 25, 2013 (set up 12/16/12; tear down 01/25/13) 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, December 16, 2012, 3 -5 p.m. will require 100% of the lobby area of Town Hall. A program will spotlight the sponsors and artists' work, and Page 1 City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4K -5 Permit for Photography Exhibit and Reception in Town Hall Lobby Page 2 of 2 refreshments and entertainment will be provided. A floor space plan for the reception is attached to the permit. 2) Photography Exhibit - The exhibit will include thirteen (13) award - winning and finalist art work from the annual Sister Cities International Young Artists and Authors Showcase. The exhibit will be displayed on the walls, and will not to exceed 30% of the lobby wall space. The artwork will be hung on wall panels using the same gallery display suspension system used for previously 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 staff. The exhibition and reception are sponsored by the Southlake Sister Cities and Southlake Arts Council. Organization(s) Represented: Southlake Sister Cities and 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 c �r M.r 0 Sl? r 0 > 0 cu Q U) L p r_ Yl u n o 0 2 u W, • • ,F • • F C � s c (ll ( s \ N c C O Q ' 4 U V i O Z (ll ( L CL ( \ L s 0 E • 3 •f .2 a i a� c + U � s s E O + O ( L ( (li ` s H i s? O � S f6 � C � s c (ll ( s \ N c C O Q ' 4 U V i O Z (ll ( L CL ( \ L s 0 E • 3 •f .2 a i a� c + U � s s 4K -7 2012 YAAS WINNING ENTRIES N6l.'Vwn +►nr► ;••f'# or 9 'l�ilShclY I�r� rrrr!r r�1�i 1� 5 _ '`, . -'4' ." 'mac' Grand Prize Winner, U.S. Cotton Club Crescendo Joshua Williams �Z Hampton, VA Grand Prize Winner, International Looking to the Future through our Past Natalia Galkina Kalingrad, Russia — Sister Cities of Norfolk, VA 4K -9 Finalist, U.S. Untitled Mariah Soldevilla Volusia County, FL � IM IvsT ONE PERk Finalist, U.S. Just One Person Christine Wilda Columbia Heights, MN { an 4K -10 Finalist, U.S. Interconnection Yasaman Sahba Southlake, TX 4K -11 4K -12 P i Finalist, U.S. What Could Have Been Morgan Demski Naperville, IL Finalist, U.S. New Moon for Change Cole Jacobson Red Wing, MN 4K -13 4K -14 Finalist, International We can only change the world if first, we change ourselves Zac Wood Noth Down, NI, UK — Sister City of Virginia Beach, VA 4K -15 Finalist, International Little Warmth Kaho Tazaki Narashino City, Japan — Sister City of Tuscaloosa, AL Finalist, International Music Brings us Together Lin Zixin 4K -16 Guangxi, China — Sister City of Tulsa, OK 4K -17 Honorable Mention Change Us, Change the World Coco Wu Lakeland, FL Honorable Mention Ocean of Infinite Knowledge Kamilla Radeczki Debrecen, Hungary — Sister City of New Brunswick, NJ 4K -18 4K -19 Staff Honorable Mention Broken and Reconnected Rebecca White Tempe, AZ 4K - 20 Young Artists and Authors Showcase on tour! Sister Cities International is proud to announce that this year's award - winning and finalist artwork, essays, and poems from the 2012 Young Artists and Authors Showcase will be on display across the United States! Check out the tour schedule listed below. More information on the exact location of the display can be found on the individual sister city websites. Date of Art Arrival Tour Location Sept 4 -Oct 21, 2012 Naperville, IL Oct 26 -Nov 21, 2012 Milwaukee, WI Nov 26 -Dec 11, 2012 Tempe, AZ Dec 15, 2012 -Jan 17, 2013 Southlake, TX Jan 21 -Feb 20, 2013 Norfolk, VA Feb 22 -March 11, 2013 Hampton, VA March 15 -May 1, 2013 Tuscaloosa, AL June 15, 2013 Sister Cities International office, Washington DC 4K -21 Guidelines for Hosting the Young Artists Showcase Tour Are you interested in seeing the Top 10 Finalists of this year's Young Artists Showcase? Would you like the Showcase to come to your city? Every year after the Finalists are displayed at the Sister Cities International Annual Conference, they are sent on an international Tour to different Sister City communities. Here is an overview of the costs and commitments required of a Tour Host. Overview of the Tour: The Tour begins at the Sister Cities International Annual Conference in July. Each month from September until the following June it is shipped to a different Sister City community to give members a chance to see the finalists works up close. This year there will be 10 finalist pieces. To ensure their protection and improve the aesthetics of the Showcase, all 10 pieces of art will be framed for the tour. Each framed piece weighs on average about 6 pounds. To learn more about the Showcase history, the 2012 judging, and to see the finalists from past Showcases, visit the Sister Cities International website at http: / /www. sister- cities.org /programs /vap.cfm Time Commitment: Each Sister City host community will have the Showcase for at most, one month. The time commitment depends on the event or display that the community chooses. Some cities plan receptions around the Showcase while others display them at local art galleries or public places. Costs Commitment: The main cost associated with the Tour is the shipping of art at the end of the month to the next Sister City host. This may require the purchasing of another box or two if they need to be replaced. As mentioned above, the average cost of one framed piece is about 6 pounds. You can go online to the Postal Price Calculator at http: / /postcalc.usps.gov/ to see what an approximate price would be to ship to other cities. The other costs are dependent on the local event that is planned for the Showcase and that will vary by city. Participating in the Tour: If you have any questions or are interested in being a Tour host for this year's Young Artists Showcase, please send the following to: - City name and Sister City Committee - A local contact who will be in charge of the Tour - A shipping address where you want the pieces sent - Your first and second preference for month to have the Tour to Jennelle Root, Special Programs Manager, at irootasister- cities.org or call 202 - 347 -8635. All Tour hosts will be given a Tour Schedule in August that outlines the different Sister City stops and the shipping addresses for each location. Host cities are fully responsible for the art while it is in their possession and sending all 10 finalists to the next stop on the Tour as close to the beginning of the next month as possible. The Tour schedule will also be publicized at the Annual Conference. To reserve a month for the Tour, please send in the above information as soon as possible. Hosts do not need to have submitted art to the Showcase but do need to be members of Sister Cities International. Thank you for your interest in being a Young Artists Showcase Tour host!