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Item 4GCITY OF SOUTHLAKE MEMORANDUM June 8, 2015 To: Shana Yelverton, City Manager From: Candice Edmondson, Deputy Director of Community Services 4G-1 Subject: Approve permit to allow an art gallery reception on February 21, 2016 and an art exhibit February 19 — April 22, 2016 in Town Hall lobby Action Requested: City Council approval of a permit to allow an art gallery reception on Sunday, February 21, 2016 and an art exhibit February 19 - April 22, 2016 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 art gallery reception in February and the corresponding art exhibit February - April. The Strokes of Art in the Square reception on February 21 st will be held in the Town Hall lobby. The reception will require 100% of the lobby area and will include a program introducing the featured artists, refreshments and entertainment. The art exhibit, February 19 — April 22, 2016, will showcase artwork from the 2016 Art in the Square Featured Artists. The artwork will not exceed 30% of the lobby wall space and 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 exhibit are not fundraising events, but are opportunities to showcase artistic skills and talent. The artist or his/her representative cannot actively solicit the sale of art other than passively indicate the artist's contact information on the artwork. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Shana Yelverton, City Manager Meeting Date — June 16, 2015 Page 2 of 2 4G -2 The permit meets the provisions of the Public Art Display and Performance Policy. A copy of the permit is attached for your review. The Southlake Arts Council and City Council have approved eighteen (18) similar art receptions and exhibits since 2011. Financial Considerations: The City may contribute up to $2,000 for shipping of the art pieces and the cost of entertainment for the reception. Funding will be provided in the FY 2016 Public Art Budget if approved by City Council. The Public Art Budget is funded by the Hotel Occupancy Tax Fund. Strategic Link: This permit is linked to the City Council Focus Area of Partnerships and Volunteerism. The permit also addresses the corporate objectives of providing opportunities for partnerships and volunteer involvement and enhancing the sense of community by providing excellent customer service and citizen engagement opportunities. Citizen Input/ Board Review: The permit for the exhibit and reception complies with provisions of the Public Art Display and Performance Policy. Southlake Arts Council recommended approval (7-0) May 26, 2015 City Council consideration June 16, 2015 Legal Review: The permit form was reviewed previously with the Public Art Display and Performance Policy by the City Attorney Alternatives: Approve the permit as presented Approve the permit with modifications Decision not to approve the permit Supporting Documents: Public Art Display Permit Recommendation: City Council approve a permit to allow an art gallery reception on Sunday, February 21, 2016 and an art exhibit February 19 — April 22, 2016 in Town Hall lobby. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Southlake Arts Council Public Art Display and/or Performance Facility and Property Use Permit 4G - 3 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 Cassie Tucker, on behalf Southlake Arts Council 817.748.8036 262.565.7949 E-Mail Address: ctuckera-ci.south lake.tx.us 1400 Main Street #210 City: South lake State: TX Zip: 76092 Terri Messing 817.307.2224 E-mail: terrimessing(caverizon.net DISPLAY or PERFORMANCE INFORMATION 1) Reception — Sunday, February 21, 2016, 5:00 — 6:30 pm for a Gallery Reception 2) Exhibit — February 19, 2016 — April 22, 2016 (Art in the Square weekend) Type of Display or Performance: 1) Reception — The Strokes of Art in the Square gallery reception will be held to kick-off the annual Art in the Square festival. 2) Exhibit — The Strokes of Art in the Square exhibit will showcase artwork from the 2016 Art in the Square Featured Artists. Duration of Event(s) or Performance: 1) Reception — The art gallery reception duration is February 21, 2016, 5:00 — 6:30 pm only. 2) Exhibit — The art exhibit duration is for approximately two (2) months (February 19, 2016 through April 22, 2016). 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 21, 2016 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 managed and arranged the same as previously approved events. Public Art Display and/or Performance Facility and Property Use Permit Page 2 4G - 4 2) Exhibit — The exhibit will feature art pieces from the 2016 Art in the Square Featured Artists. The exhibit will require less than 30% of the lobby wall space and 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. The exhibit is sponsored by the Southlake Arts Council, APEX Arts League and Art in the Square. Publicity for the exhibit and the reception will be provided by the City of Southlake, 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