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Home My WebLink AboutMinutes_ARTAB_07.15.2009Minutes of the Meeting of the Arts and Culture Board City of Georgetown, Texas Wednesday, July 15, 2009 Members Present: Charles Aguillon, Jane Paden, Penny Plueckhahn, Melanie Dunham, Mandy Solin, and Georgene Richaud Members Absent: Steve Proesel Staff Present: Eric P. Lashley, Library Director Others Present: Chris Dyer — Chair, Main Street Advisory Board and Director of the Williamson Museum; Cari Miller — Director of the Convention and Visitor's Bureau; Lynette Wallace and Ashley Duffy. A. Call to order — Chair Charles Aguillon called the meeting to order at 3:03 p.m. B. Announcements from the Chair and Board Members — None C. Citizens wishing to address the Board - None D. Consideration and approval of the minutes of the last meeting — Georgene moved and Mandy seconded the motion to accept the minutes of the June 17, 2009 as distributed and the motion passed unanimously. E. Consideration of and possible action on 1. Presentation by Chris Dyer, Williamson Museum director, regarding visual arts component of 2009 Up the Chisholm Trail event - Eric Lashley. — Chris introduced himself to the Board as the Chair of the Main Street Advisory Board and Director of the Williamson Museum. He announced that the Up the Chisholm Trail event will have a western art component in San Gabriel Park. He asked members of the Board to spread the word to their contacts that artists can have a booth for $60.00. Penny suggested an. organization of Texas artists that specialized in western art. Chris also stated he hopes the Main Street Advisory Board and Arts and Culture Board could work together on future projects. Chris announced Dr. Gary Gibbs, Executive Director of the Texas Commission on the Arts, will be speaking at the Williamson Museum s Salon at Wildfire on Wednesday, August 12 at 6:30 PM. Eric mentioned that the Texas Commission on the Arts has started a Cultural District Designation (CDD) pilot program Eric has requested additional information concerning this designation. 2. Presentation by Lynette Wallace regarding Fine Arts Festival on the Square, October 17 & 18 — Charles Aguillon. Charles announced the Festival of the Arts had decided not to have the Art in the Park event this year. Charles wanted to be sure the event continued and contacted Lynette Wallace to see if the event could continue if it was moved to the Square. After speaking with Cari Miller, Councilmember Patty Eason, and Paul Brandenburg, the City has decided to consider the Art on the Square event to be a City -sponsored event. Charles introduced Lynette and her assistant, Ashley Duffy Lynette explained that over half of the artists that participated in last year's event had reapplied for this year's event. After it was announced on July 1, 2009 that the event was moving to the Square, Lynette has received confirmation from 85 artists. Artists have until the first week of August to apply. This year's event will not be gated and will be free to the public. The City will be responsible for food and drink vendors. Lynette will be donating $2,500.00 to the Arts and Culture Board. Lynette also infoiuned the Board that each member of Congress has been given $10,000 from the NEA to distribute any way they see fit. Enc saidhe would. contact Congressman John Carter to determine if those funds have been distributed. Chris Dyer announced that the Williamson Museum and Georgetown ArtWorks will be hosting a reception for the artists on October 16 at the museum. 3. Meeting with Paul Brandenburg — Charles Aguillon. Charles announced he met with Paul Brandenburg regarding the Art on the Square event, but did not have a formal meeting to discuss the future of the Board. He spoke briefly about the Arts and Culture Board's goals, but hopes to have a more formal meeting with Paul in the future. 4. Sculpture pad options — Eric Lashley, Georgene Richaud. Georgene announced she had met with Cobra Stone and had gotten pricing for sandstone and limestone pads. She distributed photos of sample slabs. She reported that if you ordered over 10 tons, dehvery would be free. After much discussion, it was determined. that Georgene and Penny will. tour Marble Falls to see other options and Eric will contact Dar Richardsonto get input from members of the Society of Sculptors. He also will contact Randy Morrow or Kimberly Garrett to determine their ideas on locations of the pads. Charles will continue to pursue getting local stone merchants to donate some of the pads. Penny, Charles, and Georgene will tour San Gabriel Park to identify possible pad locations. 5. Additional lighting for library's art display areas — Melanie Dunham. After examining the library's art display areas, Melanie determined that the most cost effective and simplest solution would be to replace the canned lighting fixtures with directional canned lighting. She distributed a sheet with examples and cost estimates ranging from $28.99 to $38.54 per light fixture. 6. Purchase of piece of sculpture from TSOS show — Judy Fabry. In Judy's absence, Eric reminded the Board they had budgeted up to $3,000.00 to purchase a piece from the Texas Society of Sculptors show. After much discussion, the Board decided to have each member of the Board look at the show and the Board would decide at the August meeting on purchasing a piece. 7. Art Works banner project — Charles Aguillon. Charles did not have news to announce. Eric did announce that he would be the City's representative on the judging panel for the banners. 8. Plaque for Mules sculpture — Judy Fabry. In Judy s absence Eric notified the Board the contract with Bob Coffee specified a plaque would be placed on the sculpture. After a brief discussion, Enc announced staff would draft an inscription and would e-mail a draft to the Board for their approval as well as state the type of material used in the making of the plaque. 9. Items for August agenda — Judy Fabry. a. Sculpture pads - location b. Sculpture purchase c. Meeting with Paul Brandenburg The meeting was adjourned at 4:15 p.m. Respec Gee7,Tene Richaud Charles Aguillon Secretary Chair • 6.3 Credit to City. The Artist shall use his best efforts to give a credit reading substantially, "an original Work owned and commissioned by the City of Georgetown" in any public showing of reproductions of the Work which are under the Artist's control. ARTICLE 7 ARTIST'S RIGHTS 7.1 Identification. The City shall, at its expense and in consultation with Artist, prepare and install at the Site, a plaque identifying the Artist, the title of the Work, and the year of completion. 7.2 Maintenance. The City recognizes that maintenance of the Work on a regular basis is essential to the integrity of the Work. The City shall reasonably assure that the -Work is properly maintained and protected, taking into account the maintenance instructions provided by Artist in accordance with Section 1.6, and shall. reasonably protect and maintain the Work against the ravages of time, vandalism, and the elements. 7.3 Repairs and Restoration. a. The City shall have the right to determine, when and if repairs and restorations to the Work will be made. During the Artist's lifetime and to the extent practicable, the City shall give the Artist the right to approve all major repairs and restorations; provided, however, the Artist shall not unreasonably withhold approval for any repair or restoration of the Work. Should Artist unreasonably withhold approval of any intended major repair or restoration, the City shall have the right to make such repair or restoration. To the extent practicable, the Artist, during the Artist's lifetime, shall be given the opportunity to make or personally supervise major repairs and restorations and shall be paid a reasonable fee for any such services, provided that the City and the Artist shall agree in writing, prior to commencement of any significant repairs and restorations, upon the Artist's fee for such services. Should the Artist fail to agree to make or supervise the repairs and restorations, the City shall have the right to solicit bids and award contracts for the services to other qualified professionals. b. All repairs and restorations shall be made in accordance with recognized principles of conservation. C. When emergency repairs are necessary in order to prevent the loss of or further damage to the Work, such repairs shall be undertaken or arranged by City without advance notice to Artist, and such repairs shall not be deemed to constitute artistic alteration. 0 7.4 Alteration of the Work or of the Site. AGREEMENT FOR COMMISSION OF PUBLIC ART WORK BETWEEN THE CITY OF GEORGETOWN AND BOB COFFEE PAGE 7 Ac. Arts & Culture Board 11. OTHER REQUIREMENTS The Grant applicant must: 1. Include the City of Georgetown Arts & Culture Board at the appropriate sponsorship level in all applicants' publications (including programs, flyers, brochures, handbills, press releases, advertisements, annual reports and other mailing pieces. 2. Must provide a minimum of one written report per quarter to the Arts & Culture Board which summarizes the progress of the organization towards event presentation and alerts the Board as to any possibility of the event not occurring. After the event, the organization must submit to the Board a report outlining the results of the event paying particular attention to items included in the application. If awarded a grant for an event requiring an Event Permit from «;e City u; Georgetown, the Organization must provide to the Board proof of compliance with the insurance provisions of the permit when the permit is granted. If the permit is denied by the City, the Organ 7ation is obligated to return the amount of the grant to the Board. • 4. Representatives of applicant organizations agree to make a minimum of one presentation to the City Council outlining their organization's activities and the benefit they derived from the grant provided by the City. GRANT GUIDELINES ARTS & CULTURE BOARD G EORGIf ETOWN \1ti • Arts & Culture Board OTHER REQUIRED DOCUMENTATION: The following additional information is required to accept the sponsorship grant application: A. A detailed budget for request year as outlined on page 5. B. IRS Letter of Determination certifying federal tax-exempt status under section 501(c)(3) or other section of the Internal Revenue Code; C. Statement of Good Standing from the Office of the Secretary of State, State of Texas, must be provided annually; D. Articles of Incorporation, if applicable; E. Constitution and/or By -Laws, F. Balance Sheet and Statement of Income and Expenses and Form 990 as filed with the U.S. Internal Revenue Services for the two most recently ended fiscal years; • G. If your organization's budget exceeds $50,000 (exclusive of in -kind) attach a copy of the last independent audit of financial records. If no audit was completed, please explain; H. At its own expense, a Contractor receiving cash funds in the amount of $75,000.00 or more annually agrees to maintain during the term of the grant agreement an Employee Dishonesty Bond (EDB) in an amount equal to the total dollar amount awarded to Contractor by the City as defined in the grant agreement. A copy of proof of EDB shall be attached to the funding agreement when executed. Bonds shall be placed with insurers with an A.M. Best rating of no less than A:VI or a Standard & Poors rating of A or better. I. Schedule of Board of Directors meetings, or event planning meetings, for the period of October 1, 2008 through September 30, 2009. Meetings must occur at least once per quarter; J. Resumes of principal staff and other relevant job descriptions. K. An organization receiving a grant for an event requiring a permit from the City of Georgetown will supply to the Board a copy of the permit or the permit application and a copy of any required insurance certificates. The City of • Georgetown requires each grantee to have liability insurance to protect the public for acts by the grantee. This mandated coverage does not cover the grantee nor APPLICATION FOR EVENT SPONSORSHIP GRANT 7 G 4ro I I Lh1 • Arts & Culture Board any of its members. We encourage the grantee to acquire insurance to cover itself and its members as it deems fit. Please see your insurance agent for the local government endorsement. i-aiiure Lco secure a required city peniliii, Or ro comply with any other relevant State or local regulation will result in forfeiture of the Grant. OPTIONAL SUPPORTING DOCUMENTATION This includes additional material that you might wish to append which further explains the activities of your organization such as: • Long Range Plan - 3-5 years • One labeled video of event or other activity for which City of Georgetown grant funds will be utilized. • Programs, publicity, articles, review, etc., • VALIDATION OF APPLICATION • The signatory declares that he/she is an authorized official of the applicant, is authorized to make this application, and certifies that the information in this application is true and correct to the best of his/her knowledge. Signatory further declares that applicant, if previously funded by the City of Georgetown, has successfully fulfilled all prior sponsorship contract obligations. Signature of Authorized Official Typed Name itle within Organization Date Business Telephone Home Telephone E.-mail address APPLICATION FOR EVENT SPONSORSHIP GRANT 8 . 1 June 2009 Jack Johnson Construction Georgetown, Texas 512-869-8139 Mr. Jack Johnson, Quote Request for: Sculpture Bases Please provide pricing for the following scope of work: 1. Provide and install eight concrete sculpture bases 2. They will be placed at various locations in San Gabriel Park 3. 3000 psi concrete, with brick ledge for addition of cut stone perimeter bands as shown in the detail 4. Stone dimensions can vary Please provide quotes to: City of Georgetown 113 East 8th Street Georgetown, Texas 78627 Michael P. Seery Project Manager 0 r-1 L-J • The Architect/Engineer assumes responsibility for appropriate �C�J � �, � ► use of this standard. 0 CITY OF GEORGETOWN CONSTRUCTION STANDARDS AND DETAILS GE0RGQ WN TFYAC • • 1p Y r tip,- r/J --Ill = rt� _.r11� irr�1.1 ��ir�11I�)►1 .III �-��l J=- � 1 � _ �i 1= tti � The Architect/Engineer assumes A�'A _ -- responsibility for appropriate use of this standard. GE0KGETOWN CITY OF GEORGETOWN CONSTRUCTION STANDARDS AND DETAILS Printed by the unregistered copy of Form Pilot Office : Rr wWccolorlilot.coTh 1 Pages Form Pilot Office converts any document trom your appliQations JACK JOHNSON CONSTRUCTION, INC. PROPOSAL AND Jack Johnson ACCEPTANCE 4004 E. Sequoia Trail • GEORGETOWN, TEXAS 78628 (512) 869-8139 Cell 844-6664 PROPOSAL SUBMITTED TO PHONE DATE City of Georgetown 512-818-4324 06/09/09 STREET JOB NAME CITY, STATE AND ZIP CODE JOB LOCATION San Gabriel Park ARCHITECT DATE OF PLANS Contact Name & Phone Number PHONE 7!&B Michael : 930-3547 We hereby submit specifications and estimates for: Slabs in Park 1) Concrete pads 12" thick. 2) Use 5 bar concrete. 3) Use #4 Rebar, , 18" O/C 4) Install moisture barrier between slab and dirt. 5) Install 1 row of stone around perimeter, according to plans. * City to take provide permits. * Price is for 8 slabs 6'X6' in size, in different locations in park area. We Propose hereby to furnish material and labor — complete in accordance with above specifications, for the sum of: Nine thousand six hundred and fifty-nine dollars and no/cents $9,659.00 dollars ($ Payment to be made as follows: $4 500 down, draws to be negotiated before start of job. All material is guaranteed to be as specified. All work to be completed in a workman- Authorized like manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only uppon written orders, and Signature will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado Note: This proposal may be and other necessary insurance. Our workers are fully covered by Workmen's Com- withdrawn by us if not accepted within days. pensation Insurance. Acceptance of Proposal -The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized do the work as specified. Payment will be made as outlined above. Signature Date of Acceptance Signature PI PRINTED IN U.S.A. Printed by the unregistered copy of Form Pilot Office : NwNW. color[Ilot. c(3#n 1 Pages Form Pilot Office converts any document from your app I -JACK JOHNSON CONSTRUCTION, INC. PROPOSAL AND Jack Johnson ACCEPTANCE 4004 E. Sequoia Trail GEORGETOWN, TEXAS 78628 (512) 869-8139 Cell 844-6664 PROPOSAL SUBMITTED TO PHONE DATE City of Georgetown 512-818-4324 06/09/09 STREET JOB NAME CITY, STATE AND ZIP CODE JOB LOCATION San Gabriel Park ARCHITECT DATE OF PLANS JOB PHONE Michael : 930-3547 We hereby submit specifications and estimates for: Slabs in Park 1) Concrete pads 12" thick. 2) Use 5 bar concrete. 3) Use #4 Rebar, , 18" O/C 4) Install moisture barrier between slab and dirt. 5) Install 1 row of stone around perimeter, according to plans. * City to take provide permits. * Price is for 8 slabs 6'X6' in size, in different locations in park area. • We Propose hereby to furnish material and labor — complete in accordance with above specifications, for the sum of: Nine thousand six hundred and fifty-nine dollars and no/cents $9,659.00 dollars ($ 1 Payment to be made as follows: $4,500 down, draws to be negotiated before start of job. All material is guaranteed to be as specified. All work to be completed in a workman- Authorized like manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only up�on written orders, and Signature will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado Note: This proposal may be and other necessary insurance. Our workers are fully covered by Workmen's Com- withdrawn by us if not accepted within days. pensation Insurance. Acceptance of Proposal -The above prices, specifications nd conditions are satisfactory and are hereby accepted. You are authorized do the work as specified. Payment will be made as outlined above. Signature Date of Acceptance Signature PA PRINTED IN U.S.A. Printed by the unregistered copy of Form Pilot Office : .r-olorli lot. coffi 1 Pages •Form Hilot Uttice converts any document trom your app Ic PROPOSAL AND >C;. Jack Johnson ACCEPTANCE 4004 E. Sequoia Trail GEORGETOWN, TEXAS 78628 (512) 869-8139 Cell 844.6664 PROPOSAL SUBMITTED TO PHONE DATE City of Georgetown 512-818-4324 06/09/09 STREET JOB NAME CITY, STATE AND ZIP CODE JOB LOCATION San Gabriel Park ARCHITECT DATE OF PLANS JOB PHONE : 930-3547 -Michael We hereby submit specifications and estimates for: Slabb in Park 1) Concrete pads 12" thick. 2) Use 5 bar concrete. 3) Use #4 Rebar, , 18" O/C Instdll moisture barrier between slab and dirt. 5) Install 1 row of stone around perimeter, according to plans. * City to take provide permits. * Price is for 8 slabs 6'X6' in size, in different locations in park area. Is We Propose hereby to furnish material and labor — complete in accordance with above specifications, for the sum of: Nine thousand six hundred and fifty-nine dollars and no/cents $9,659.00 dollars Payment to be made as follows: $4 500 down draws to be negotiated before start of 'ob. All material is guaranteed to be as specified. All work to be completed in a workman- Authorized like manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and Signature will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado Note: This proposal may be and other necessary insurance. Our workers are fully covered by Workmen's Com- withdrawn by us if not accepted within days. pensation Insurance. Acceptance of Proposal - The above prices, specifications rnd conditions are satisfactory and are hereby accepted. You are authorized o do the work as specified. Payment will be made as outlined above. Signature Date of Acceptance Signature PACC-693-3 PRINTED IN U.S.A. • CLIENT:RRTS � CULTURE BOARD DESCRIPTION: ARTS & CULTURE BOARD BANNER DRTE:JUNE 17, 2009