Item 4CItem 4C - 1
CITY OF
SOUTH LAKE
MEMORANDUM
January 29, 2012
To: Shana Yelverton, City Manager
From: Kerry McGeath, City Librarian
Subject: Approve permit for CISD Art Exhibit in Town Hall April 26-28, 2013
Action
Requested: City Council consideration and approval of a permit to display CISD
art work in Town Hall April 26-28, 2013 in conjunction with the
annual Art In the Square festival.
Background
Information: City Council previously approved permits for CISD art work for the
Art In the Square weekends held in 2011 and 2012.
The current display permit was submitted by the Southlake Public
Library, CISD art department and the Art In the Square organization
for an exhibit in Town Hall to feature over 200 art pieces selected
by CISD art teachers from grades K-12 art classes. The exhibit will
consist of both floor and wall displays. Freestanding, portable floor
panels will be used to display the art pieces in the main Town Hall
lobby, in the courtroom lobby area and in the lobby area outside the
library. The display area in the Town Hall main lobby area will not
exceed 30% of the floor space. Art work will also be displayed in 3rd
floor training rooms (B-C-D) in combination wall and floor displays.
It should be noted the dates of the CISD exhibit coincide with the
concluding dates of the "Strokes of Art in the Square" exhibit;
however, simultaneous exhibits in the Town Hall lobby during Art In
the Square weekend do not create a space conflict since the
"Strokes" art pieces will be hung on the lobby walls and the CISD
art pieces will be mounted on floor panel units in the lobby.
The CISD exhibit will be managed and maintained by City of
Southlake Library staff and CISD art teachers who will monitor the
displays during the Art In the Square event. City Librarian McGeath
will coordinate set up and tear down of the art work. Town Hall
doors will be closed Friday at 8.00 p.m. and 5.00 p.m. Saturday.
The exhibition is not a fundraising event, but is held concurrently
with Art In the Square and the Strokes of Art in Town Square
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4C - 2
Shana Yelverton, City Manager
Meeting Date — March 5, 2013
Page 2 of 3
exhibition and will offer Southlake another cultural opportunity for
that weekend.
The permit is required to comply with the visual and performing arts
policy adopted by City Council and requires approval by the City
Council. Exhibits initiated by City department or division, such as
this request, require review by the Southlake Arts Council. The
proposed CISD exhibit will be presented to the Southlake Arts
Council for their review at their February 26, 2013 meeting. Library
staff and the Southlake Arts Council liaison will coordinate
arrangements for the exhibit. A copy of the Permit is included in the
packet memo.
Previously approved public art displays/events in 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
Sept 9, 2012
Sept 9 — Oct 31, 2012
December 16, 2012
December 16 — January 25, 2013
February 17, 2013
*February 17 — April 28, 2013
**April 26-28, 2013 (if approved)
CISD Student Art Exhibit
Art In the City Jazz Reception and Display
Renderings of Roundabouts Sculptures
Festivals of Trees
Board Reception/Tree Lighting Event
Breakfast with Santa
Sister Cities Young Artist Showcase
Winter Arts in Town Hall Exhibit
Winter Arts in Town Hall Reception
CISD Student Art Exhibit
"Fall Through the Lens" Reception
"Fall Through the Lens" Exhibit
Sister Cites Young Artist Reception
Sister Cities Young Artist Showcase
Strokes of Art in the Square Reception
Strokes of Art in the Square Exhibit
CISD Student Art Exhibit
*Art pieces for the Winter Arts Exhibit to be hung on Town Hall lobby walls.
**Art pieces for CISD Art Exhibit to be displayed on free standing floor panels in
Town Hall lobby.
Financial
Considerations: Approval of the CISD Art Exhibit Permit in Town Hall requires no
additional funding. CISD is not paid for display or associated costs
related to delivery and pick up or art pieces.
The City's contractor for janitorial services at Town Hall, Regent
Services, has offered to provide free cleaning of the restrooms
twice a day for the weekend, which is an added benefit to the City.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Item 4C - 3
Shana Yelverton, City Manager
Meeting Date — March 5, 2013
Page 3 of 3
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: Southlake Arts Council recommended approval (6-0) at their
February 26, 2013 meeting
City Council consideration March 5, 2013
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: Permit for CISD art exhibit April 26-28, 2013 in Town Hall
Recommendation: City Council approve permit for CISD art exhibit April 26-28, 2013 in
the Town Hall main lobby, courtroom lobby, library lobby and 3rd
floor training rooms in conjunction with the Art In the Square event.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Southlake Arts Council Item 4C - 4
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: Town Hall — 2nd floor main lobby, 2nd floor courtroom lobby, 3rd floor
training rooms B, C and D, and 1 st floor lobby area outside the Library
CONTACT INFORMATION
Personal Responsible: Kerry McGeath, on behalf Southlake Library and CISD Art Dept
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:
Phone Number: E-mail:
DISPLAY or PERFORMANCE INFORMATION
Requested Date: April 26 — April 28, 2013, concurrently with Art In The Square event.
This request is also the same weekend as the "Strokes of Art in the Square" lobby exhibit. Two
simultaneous exhibits in Town Hall lobby is feasible and will not create a space conflict since art pieces
for the "Strokes" exhibit will be hung on the lobby walls and the art pieces for the CISD exhibit will be
displayed on floor units in the lobby.
Type of Display or performance: CISD student artwork exhibition
Duration of the event or performance: 3 days, April 26 — April 28, 2013 (set up 4/26; tear down 4/28)
Detailed Information including a plan of needed wall or floor space about the display or
performance, including planned activities or any equipment/special needs: The CISD exhibit will
include several hundred art works, selected by art teachers from students grades K-12 participating in
Carroll School District art classes. The exhibit will consist of both floor and wall displays. CISD art work
will be displayed on freestanding floor panels in the Town Hall lobby, not to exceed 30% of the floor
space area. Additional floor displays will be placed in the 2nd floor courtroom lobby and 1st floor library
lobby areas. Art work will also be displayed in the 3rd floor training rooms (B-C-D) in combination wall and
floor displays. The exhibit will be managed and maintained by City of Southlake Library staff with CISD art
teachers who will monitor the displays during the Art In the Square event. Town Hall will be closed at 5:00
p.m. on Friday and at 8:00 p.m. on Saturday. The exhibition is sponsored by the Southlake Public Library,
CISD and Art In the Square. The Art In The Square organization will include advertisement of the CISD
exhibit in their marketing venues. Additionally, the City's contractor for janitorial services at Town Hall,
Regent Services, Inc. will provide free cleaning of the restrooms twice a day for the weekend.
Item 4C - 5
Although the CISD art exhibit is proposed for the same weekend as the approved "Strokes of Art in the
Square," there will not be a conflict of space by the two exhibits since CISD art pieces will be displayed in
Town Hall lobby on free-standing floor panels, whereas the "Strokes" in Town Hall art pieces will be hung
on the Town Hall lobby walls.
Organization Represented: Southlake Arts Council, CISD art department, and City of Southlake Public
Library and Art In The Square organization. Regent Services to donate free janitorial services for the
weekend event.
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