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Item 4J4J - 1 CITY OF SOUTHLAKE MEMORANDUM May 29, 2013 To: Shana Yelverton, City Manager From: Candice Edmondson, Deputy Director of Community Services Subject: Approve permit to allow an art gallery reception on February 23, 2014 and an art exhibit February 23 — April 27, 2014 in Town Hall lobby Action Requested: City Council approval of a permit to allow a reception on Sunday, February 23, 2014 and an art exhibit, February 23 - April 27, 2014 (Art in the Square weekend) in the 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 kickoff reception in February for the annual Art in the Square festival and the corresponding art exhibit February -April. If approved, the kickoff reception on February 23rd will follow the same format and layout used for previous receptions. The reception will require 100% of the lobby area of Town Hall. The program will include brief speeches by event sponsors, recognition of the artists, entertainment and refreshments. The floor space plan for the reception is attached to the permit. The art exhibit, February 23 — April 27, 2014, will feature art pieces by local and regional artists. The exhibit will require less than 30% of the lobby wall space, and art pieces will be hung on wall panels using the same gallery display system used for previous displays. The pieces will be placed based on size and aesthetic concerns related to color and composition. Sponsors of the reception and exhibit include Southlake Arts Council, APEX Arts League and Art in the Square. The reception and exhibition are not fundraising events, but are opportunities for local and regional artists to showcase their artistic skills and talent. The artist or his/her representative cannot actively City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4,11 - 2 Shana Yelverton, City Manager Meeting Date — June 4, 2013 Page 2 of 3 solicit the sale of art other than passively indicate the artist's contact information on the artwork. The permit meets the provisions of the Public Art Display Policy. A copy of the permit is attached for your review. Previously 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 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 Sept 8 — October 31, 2013 February 23 — April 27, 2014 CISD Student Art Exhibit Art In the City Jazz Reception & Display 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" Exhibit Sister Cities 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 Gallery Reception & Exhibit -if approved Gallery Reception & Exhibit -if approved Financial Considerations: The City may contribute up to $1,200 for shipping of the art pieces and the cost of entertainment for the reception. Funding will be provided in the FY 2014 Public Art Budget if approved by City Council. Artists are not paid for display or associated costs related to delivery and pick up of the art 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. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4J - 3 Shana Yelverton, City Manager Meeting Date — June 4, 2013 Page 3 of 3 Southlake Arts Council recommended approval (6-0) May 28, 2013 City Council consideration June 4, 2013 Legal Review: The permit form was reviewed previously with the Public Art Display Policy by the City Attorney Alternatives: Not Applicable Supporting Documents: Public Art Display Permit • Reception Floor Plan Recommendation: City Council approval of a permit to allow an art gallery reception on Sunday, February 23, 2014 and an art exhibit February 23 — April 27, 2014 in Town Hall lobby. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Arts Council 4J - 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: Southlake Town Hall, 1400 Main Street, Southlake — 2nd floor main lobby Applicant: Phone: Cell Phone: Address: Alternative Contact: Phone Number: Requested Date(s): CONTACT INFORMATION Candice Edmondson, on behalf Southlake Arts Council 817.748.8311 817.239.8919 E-Mail Address: cedmondsona-ci.southlake.tx.us 1400 Main Street #210 City: South lake State: TX Zip: 76092 Terri Messing 817.307.2224 E-mail: terrimessinga-verizon.net DISPLAY or PERFORMANCE INFORMATION 1) Reception — Sunday, February 23, 2014, 3:00 to 4:30 pm for a Gallery Reception 2) Exhibit — February 23, 2014 — April 27, 2014 (Art in the Square weekend) Type of Display or Performance: 1) Reception — The art gallery reception will be held to kickoff the annual Art in the Square festival and will follow the same format and layout used for previous receptions. Music, refreshments and a program are planned. 2) Exhibit — The exhibit will feature art pieces by local and regional artists. The exhibit will require less than 30% of the lobby wall space and pieces will be hung on the walls using the same gallery hanging system used with other displays. Duration of Event(s) or Performance: 1) Reception — The art gallery reception duration is February 23, 2014, 3:00 — 4:30 pm only. 2) Exhibit — Exhibit duration is for approximately two (2) months (February 23, 2014 through April 27, 2014 (Art in the Square weekend). Detailed Information including a wall or floor space plan, display or performance details, including planned activities and/or any equipment/special needs required: 1) Reception -- The art gallery reception Sunday, February 23, 2014 will require 100% of the lobby area in Town Hall. The reception will include a program and will feature brief speeches by event sponsors, recognition of the artists, entertainment and refreshments. The reception will be 4J - 5 Public Art Display and/or Performance Facility and Property Use Permit Page 2 managed and arranged the same as previously approved receptions. Floor space plan for the reception is attached to the permit. 2) Exhibit — The exhibit will feature art pieces by local and regional artists. The exhibit will require less than 30% of the lobby wall space. Art pieces will be hung on wall panels using the same gallery display system used for previous displays. The exhibit will be managed and maintained by City of Southlake staff with APEX Arts League members who will monitor the displays during the event. The exhibition is sponsored by Southlake Arts Council, APEX Arts League and Art in the Square. Organization Represented: Southlake Arts Council, APEX Arts League and Art in the Square 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 O 4-1 L-- Oa 13L U (D CU 0 fr3 . L VI L Q) 0 A o L A