Item 4HCITY OF
SOUTHLAKE
MEMORANDUM
June 8, 2015
To: Shana Yelverton, City Manager
From: Candice Edmondson, Deputy Director of Community Services
Subject: Approve permit for CISD Art Exhibit April 22-24, 2016 in Town Hall
4H-1
Action
Requested: City Council approval of a permit for CISD art exhibit April 22-24,
2016 in Town Hall in conjunction with the Art in the Square festival
Background
Information: City Council has previously approved permits for CISD art exhibits
in Town Hall for the annual Art in the Square festival.
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 in combination wall and floor
displays.
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. Since Town Hall will be
open to the public, staff will work with the City's janitorial contract
service to ensure restrooms are maintained throughout the
weekend. Coordination of set up and tear down of the artwork will
be handled by CISD. Proposed exhibit schedule (hours of
operation) will be determined closer to the event date. The
exhibition is not a fundraising event, but is held concurrently with
Art in the Square.
The permit meets the provisions of the Public Art Display and
Performance Policy. A copy of the permit is attached for your
review.
City of Southlake Values.
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Shana Yelverton, City Manager
Meeting Date — June 16, 2015
Page 2 of 2
4H -2
The Southlake Arts Council and City Council have approved
eighteen (18) similar art receptions and exhibits since 2011.
Financial
Considerations: Approval of the CISD Art Exhibit permit in Town Hall requires no
additional funding.
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 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 permit to allow the CISD art exhibit April 22 —
24, 2016 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
Facility and Property Use Permit 4H - 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: Town Hall — 2nd floor main lobby, 2nd floor courtroom lobby, 3rd floor
training rooms and 16t floor lobby area outside the Library
CONTACT INFORMATION
Applicant: Cassie Tucker, on behalf Southlake Arts Council
Phone: 817.748.8036
Cell Phone: 262.565.7949 E-Mail Address: ctucker ci.southlake.tx.us
Address: 1400 Main Street #210 City: South lake State: TX Zip: 76092
Alternative Contact: Cynthia Pfledderer
Phone Number: 817.748.8246 E-mail: cpfledderer(a.ci.southlake.tx.us
DISPLAY or PERFORMANCE INFORMATION
Requested Date: April 22 — 24, 2016, concurrently with Art in the Square weekend
Type of Display or performance: CISD student art exhibit
Duration of the event or performance: 3 days, April 22 — April 24, 2016 (set up 4/22; tear down 4/24)
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 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. Proposed exhibit schedule (hours of
operation) will be determined closer to the event date. The exhibit is sponsored by the Southlake Public
Library and CISD Art Department.
Organization Represented: Southlake Public Library and CISD Art Department 4H - 4
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