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Item 4CItem 4C CITY OF SOUTHLAKE MEMORANDUM January 28, 2014 To: Shana K. Yelverton, City Manager From: Kerry McGeath, City Librarian Subject: Approve permit for CISD Art Exhibit April 25-27, 2014 in Town Hall Action Requested: City Council approval of a permit to display CISD artworks in Town Hall April 25-27, 2014 in conjunction with the annual Art in the Square festival. Background Information: City Council previously approved permits for CISD artwork for Art in the Square events held in 2011, 2012 and 2013. The current display permit was submitted by the Southlake Public Library 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. Artwork will also be displayed in 3rd floor training rooms (C-D) in combination wall and floor displays. Just as last year's exhibit, the CISD exhibit will coincide with the concluding dates of the "Strokes of Art in the Square" exhibit approved by City Council for February 23 - April 27, 2014. The simultaneous exhibits in Town Hall lobby do not create a space conflict since the CISD art pieces are mounted on floor panel units in the lobby and the other exhibit will be hung on the lobby walls. 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 Kerry McGeath will coordinate set up and tear down of the artwork. The exhibit will be open 12pm-8pm on Friday, 10am-8pm on Saturday and 10am-6pm Sunday. The exhibition is not a fundraising event, City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4C Shana K. Yelverton, City Manager Meeting Date — February 4, 2014 Page 2 of 3 but is held concurrently with Art in the Square and will offer Southlake another cultural opportunity for that weekend. The proposed permit complies with the Public Art Display and/or Performance Policy adopted by City Council. A copy of the permit is included in the packet. Previously approved public art displays/events in Town Hall lobby include: 2011 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 K4 K February 17 — April 16, 2012 February 19, 2012 April 26-29, 2012 Sept 9, 2012 Sept 9 — October 31, 2012 December 16, 2012 December 16 — January 25, 2013 K4 161 February 17, 2013 February 17 — April 28, 2013 April 26 — 28, 2013 Sept 8, 2013 Sept 8 — October 31, 2013 2014 February 23, 2014 February 23 — April 27, 2014 April 25-27, 2014 (if approved) Financial CISD Student Art Exhibit Art in the City and Reception Renderings of Roundabout Sculptures Festival 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 "Touches of Hope" Reception "Touches of Hope" Exhibit "Strokes of Art In the Square" Reception "Strokes of Art in the Square" Exhibit CISD Student Art Exhibit 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 of art pieces. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Item 4C Shana K. Yelverton, City Manager Meeting Date — February 4, 2014 Page 3 of 3 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 exhibit, which is an added benefit to the City. 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 (7-0) on January 28, 2014 City Council consideration February 4, 2014 Legal Review: The permit form was reviewed previously by the City Attorney with the Public Art Display and/or Performance Policy Alternatives: Alternatives include: ■ Approve permit as presented ■ Approve permit with input as desired ■ Deny approval of permit Supporting Documents: Permit for CISD art exhibit April 25-27, 2014 in Town Hall Recommendation: City Council approval of the permit for CISD art exhibit April 25-27, 2014 in the Town Hall main lobby, courtroom lobby, library lobby and 3rd floor training rooms in conjunction with the annual Art in the Square festival. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Public Art Display and/or Performance Item 4C 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 lobb�, 2nd floor courtroom lobby, 3rd floor training rooms C and D, and 16 floor lobby area outside the Library CONTACT INFORMATION Person Responsible: Kerry McGeath, on behalf Southlake Public 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 25 — April 27, 2014, concurrently with Art in the Square weekend. This request is also the same weekend as the exhibit approved by City Council June 4, 2013 for the "Strokes of Art in the Square" exhibit (Feb 23 - April 27, 2014) in the Town Hall lobby. Both exhibits were displayed simultaneously last year and did not create a space conflict. Type of Display or performance: CISD student artwork exhibition Duration of the event or performance: 3 days, April 25 — April 27, 2014 (set up 4/25; tear down 4/27) 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 artworks, 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 artwork 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. Artwork will also be displayed in the 3rd floor training rooms (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. The exhibit will be open 12pm- 8pm on Friday, 10am-8pm on Saturday and 10am-6pm Sunday. 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 Organization Represented: Southlake Public Library, CISD Art Department 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