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HomeMy WebLinkAboutMinutes_ARTAB_08.15.2007Board members present: Charles Aguillon, Richard Bartko, Nancy Blansett, Addie Busfield, Jane Paden, Penny Plueckhahn, Georgene Richaud, Ruth Roberts Board members absent: Paul Gaffney (excused) Staff present: Judy Fabry, Administrative Assistant, Library Regular Session Call to Order at 2:10 PM, by Chair Ruth Roberts A. Announcements from the Chair and Board members m Ruth Roberts said she had been working on prices of sculptures so that at the workshop in September she would be able to tell Council members approximate prices for large works of art. • Charles Aguillon passed out calendars of arts events for GISD for the coming school year. B. Citizens wishing; to address the Board None were present. C. Consideration and approval of minutes of last meeting Penny Plueckhahn said she had not intended to make a definitive statement about whether or not the Festival of the Arts would seek City funding for the 2008 event. She asked that the second sentence in paragraph 5 of Item E2. be stricken from the record. Georgene Richaud made a motion to approve the minutes with that correction. Rich Bartko seconded the motion. Passed unanimously. D. Consideration of and possible action on 1. Prioritization of locations for commissioned /purchased public art - Tudy Fabry Each Board member listed the City -owned locations he or she thought would be appropriate for public art. Then, according to the number of times a location had been selected, they were prioritized as follows: • Downtown Square • San Gabriel Park ® Georgetown Public Library ® Georgetown Municipal Center ® City Gateways After more discussion, the Board determined that the corner in front of Council Chambers would be the first location at which they want to place a sculpture. Charles made a motion to accept this list of prioritized locations and Penny seconded the motion. It passed unanimously. (The complete list of proposed locations included six at San Gabriel Park (the entrance to the Hike and Bike Trail; the triangle of land at the east entrance, near the football stadium; the Parks administration building; the Community Center and Sunken Garden; the Hike and Bike Trail below the Rivery development; Blue Hole. Three locations were suggested at the library (on the grass strip at the south entrance; above the sign on 91h Street; on the coffee shop plaza). 2. Presentation to Council on September 10 — Ruth Roberts Ruth presented a brief oral outline of what she proposes to say at the workshop with Council. ® She will start off by thanking Council for the time they have given the Board to get organized and to set up processes for the work they are expected to do. ® She also will thank them for the appropriation of $15,000 from the library bond for the murals in the children's room, a project that allowed the Board to test its processes for requesting and evaluating proposals from artists and to learn how complicated working with artists may be. ® She will describe the difficulty of the decisions involved in creating the Board's first budget (grant - making vs. public art or grant - making and public art), and the final decision to follow the Council's original mandate. ® She will talk about the Board's intention this budget year to select art that will bring Georgetown's residents as well as tourists to "the soul of Georgetown," our downtown Square. She will present the proposed budget and ask for Council's approval at their meeting on September 11. Board members made other suggestions for the presentation, including: ® Talk about the broad expertise in the arts that the Board members represent 0 Tell Council how the Board has been approached for money many times, from the very first meeting two years ago ® Present the list of locations for public art and tell why the Square was the Board's top priority ® Mention the work the Board has already done, without money (the Certificates of Excellence, establishing the guidelines for acquisition of art, establishing a donations policy, becoming involved in improving the CVB website calendar of events, helping to get an art hanging system in the library, considering grant - making and deciding they're not ready for that yet) Charles offered to work on the PowerPoint presentation for the workshop. 3. Process for purchasing public art —Judy Fabry Judy described the RFP process. There were questions about the maximum amount of money that may be spent without an RFP. Judy said she would talk with the purchasing manager about that. 4. Cost estimates for proposed sculpture purchases - Ruth Roberts Ruth passed out pricing information she had received from the two art foundries for the costs of artwork, molds, and casting on various pieces. She expects to have more and updated information soon. Penny talked about and showed photos of the bronze eagle that she had seen in Ruidoso and suggested the Board consider acquiring. She had learned the name of the owner and some information about the provenance of the piece. She believes it may be purchased for less than $25,000. Addie suggested that it would be important to identify the artist. Penny and Jane have tried unsuccessfully to do this through Internet searches. Georgene said it might be better if the artist were not known —that the price might be lower because the artist is anonymous. Penny will do more research and may try to approach the owner. 5. Calendar of work to be accomplished -Judy Fabry The Board discussed briefly the question of whether a month is long enough for an artist to prepare a proposal in response to an RFP. The consensus was that six weeks was probably more realistic if the RFP is for an original work that doesn't already exist. An RFP with a shorter submission period might be appropriate for a piece like the eagle. F. Agenda items for next meeting - Tudy Fabry The Parks master plan consultant will be on the September agenda. Jane Paden moved to adjourn at 3:55. Respectfully submitted, Charles Aguillon, Secretary f /4 X; Ruth Roberts, Chair 0 PROPOSED BUDGET FOR FY 07-08 PUBLIC ART APPROPRIATION Art -hanging systems for two or more City of Georgetown facilities $ 6,000 Expenses related to acquiring and installing public art in the City of Georgetown 70,000 Administrative expenses related to the Arts and Culture Board 500 Contingency fund • 790 TOTAL $77,290 40 Calendar of work to be accomplished August 15 Board meeting — prioritize City locations for outdoor public art September 10 workshop with Council — present budget options September 11 City Council meeting — ask Council to approve a budget September 19 Board meeting — determine whether first work of public art will be commissioned or purchased; draft RFP October 17 Board meeting — approve RFP for work of public art; select members of public art panel for evaluation of proposals October 19 — publish RFP, with deadline of November 16 for proposals (is less than orie month a realistic period of time for an artist to develop a proposal? If not, how long do they need?) November 16 — deadline for submitting proposals November 21 Board meeting — consideration of proposals by full Board, charge to public art panel December 19 Board meeting — report of public art panel, vote on recommendation December 20 — announce decision January 8 — seek Council approval to spend the money for public art contract January 16 Board meeting — discuss option of funding grants in FY 08-09 February 20 Board meeting — if needed, finalize grant application and selection criteria March 19 Board meeting — (Board is reduced to 7 members at this meeting) draft budget for FY 08-09 to submit to Council 0 • Calendar of work to be done August 15 Board meeting — prioritize City locations for outdoor public art September 10 workshop with Council — present budget options September 11 City Council meeting — ask Council to approve a budget September 19 Board meeting — determine whether first work of public art will be commissioned or purchased; draft RFP October 17 Board meeting — approve RFP for work of public art; select members of public art panel for evaluation of proposals October 19 — publish RFP, with deadline of November 16 for proposals his less than one month a realistic period of time for an artist to develop a proposal? If not, how long?) November 16 — deadline for submitting proposals November 21 Board meeting — consideration of proposals by full Board, charge to public art panel • December 19 Board meeting — report of public art panel, vote on recommendation December 20 — announce decision January 8 — seek Council approval to spend the money for public art contract January 16 Board meeting — finalize grant application and selection criteria January 17 — issue advertisement for grant applications with February 15 deadline February 20 Board meeting — full Board will consider grant applications, decide whether to form selection committee March 19 Board meeting — award grants, draft budget for FY 08-09 to submit to Council 0 • Memo To: Members of the Arts and Culture Board From: Judy Fabry, Staff Liaison Date: July 27, 2007 Re: Agenda items This agenda packet contains very interesting material that is new to you. Ruth received a letter from City Manager Paul Brandenburg since the last meeting which clarified what took place at the Council meeting on May 15, 2007. After reading Paul's letter, Eric and I looked at the minutes of that Council meeting and also the minutes of the July 25, 2006 meeting, when the Council voted the 1/4% of the general fund for public art. The minutes provide information about exactly how Council voted in each meeting. Reading these three documents should shed light on the issues we discussed at the last meeting. • Ruth has prepared a draft budget simply to give you a black and white jumping off point for discussing how the Board's funding will be used next year. She will ask for a motion to accept the proposal so that we may begin discussion. Do not feel that you are being pressured to accept this budget. We just need a place to start and a way to keep the discussion focused. Ruth, Eric, and I hope that at the end of this meeting you will be able to pass a budget. The issues are contentious and it is likely that the decision will not be unanimous. You'll be participating in democracy at work! Agreeing to a budget is only the beginning, but it's the best we can hope to accomplish at this meeting. I've included item #E3 only to allow discussion about locations for public art if the topic comes up during the discussion of #E2. After setting the budget you will have to decide on the specks of your budget proposal. If public art is involved, you'll have to choose a location and what the medium will be. If grants are involved, you'll have to decide how and when you're going to solicit applications. The Board's regular meeting on August 15 will be the last opportunity to incorporate these decisions into the plan you present to Council. •