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Minutes 07-06-05 MINUTES OF THE REGULAR MEETING OF THE ARTS COMMISSION HELD AT THE SCHOOLHOUSE CHILDREN'S MUSEUM, 129 EAST OCEAN AVENUE, BOYNTON BEACH, FLORIDA, ON WEDNESDAY, JULY 6, 2005 AT 6:30 P.M. Present: Debby Coles-Dobay, Chair Richard Beaulieu, Vice Chair Angela Budano Kimberlee McGow Suzette Urs Deborah Nesbit, Alternate Arleen Dennison, Board Liaison Absent: Cheryl Arflin Anita Remer Li nda Sage I. Call to Order The meeting was called to order at 6:38 p.m. The roll was taken and a quorum was present. On page 1 of the June 6, 2005 minutes, Mr. Majors advised Ms. Dennison that Carolyn Sims had worked for the City for 41 years, not 31 years. Review of Subcommittees . Grant Writing - Cheryl Arflin Cultural Council's Artist-in-Residence Fund: Category A Program Carolyn Sims Memorial Ms. Arflin was not present. Chair Coles-Dobay commented that Ms. Arflin had been very instrumental in putting together the criteria for the grant application. The subcommittee met with Wally Majors to talk about the process and criteria for the Carolyn Sims Memorial Project. Out of that meeting came the Call to Artists document for the project, which explains the nature of the project and the pertinent dates and contact information. The start date is June 1, 2006 and the completion date is June 1, 2007. The artist application deadline is Friday, July 15, 2005 by 12:00 noon. Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6, 2005 If the type of art selected lends itself to it and the artist completes the work in 2005, the Board agreed that it would be a good idea to put the artwork on display to celebrate the success and create positive press for the Arts Commission. Chair Coles-Dobay suggested the Board prepare a timetable of announcements concerning this project and others that would follow it. Ms. Dennison commented that she had received calls about the Sara Sims Memorial from Kentucky, Connecticut, New York, Washington, Sarasota, and the United Kingdom. Apparently, someone in Kansas picked it up and circulated it in their particular network of artists. . Artists Database - Kim McGow The Board desires to have a list of artists: 1) by category of art such as sculptors, painters, muralists, and mosaicists; 2) by regions such as local, state, national, and international; and 3) by type of group such as art organizations and associations. Contact information was needed for each of the areas designated. This topic was discussed at length. It was felt that the Board already had a lot of information and lists of artists in its Guidelines and Recommendations, but that information had to be entered into a database. Further discussion transpired about which database to put the information into: ACT, Razor's Edge, or the City's new system. Ms. Dennison commented that Razor's Edge was capable of profiling and exporting to Excel, which was universal for writing letters, pulling labels, printing envelopes, and so forth. It was similar to ACT except it was a little more specific to fundraising and interfaces with the City's system. Chair Coles-Dobay suggested the Board members should send an e-mail with their ideas about which database and the categories to Arleen Dennison. Chair Coles-Dobay wanted to be able to call up all the artists with e-mails in Category "A", for example and have mailing labels generated for all those who did not have e-mail capability. The Board continues to work on building up this database. Vice Chair Beaulieu has requested a disk from the Boca Raton Chamber of Commerce with its artist database information. The Board will also pursue obtaining a disk from the Council of the Arts. Ms. Dennison suggested contacting organizations around the country asking if they would be willing to receive Calls to Artists from the Arts Commission and disseminate them to their list of artists. When the Arts Commission's Web site is in place, artists will be able to register online. The comment was made that the database should include artists from many 2 Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6, 2005 disciplines and different levels of work - not just the ones qualified to do $300- 400K projects. There was some discussion about how to input data into the database and whether it had to be done at the Museum office or could be done by remote, password protected to a certain database. Ms. Dennison said that it could possibly be done by inputting in EXCEL and importing it into the batch processor. The Board asked Ms. Dennison to pursue this and find out if this were possible. If it were possible, it would allow everybody to provide input more conveniently. . Sister Cities Traveling Exhibit & Linda Stabile Collection - Rick Beaulieu Ms. Linda Stabile offered to lend her Haitian and Journeyman art collections to the Arts Commission for public display. The Sister Cities organization has artwork done by children here and abroad and would like to set up a traveling display for it. Vice Chair Beaulieu reported that he had spoken to Jim Williams and Jeanne Heavilin regarding getting the artwork into condition for hanging in various banks, libraries, and other places. He has a list of the contact people in those places to call once the artwork is repaired. He is trying to set up a meeting with Ms. Ginny Foot at a local frame shop to see whether she can shrink wrap the artwork, repair the pieces that stuck together, and put some kind of universal hanger on the back of each piece for ease in installation. The issue of insurance came up regarding the Sister Cities and Linda Stabile collections. The questions of who would pick up the artwork, transport it, hang it, take it down, and so forth were discussed. The general feeling was that the Arts Commission was responsible for making arrangements for this type of thing, but not to do the work itself. The Arts Commission would also handle such things as advising the artist about the best way to make it easy to display their pieces. Chair COles-Dobay thought that the recipient of the exhibit, such as a bank, would cover the artwork under its own insurance policy. Ms. Urs commented that it was very difficult to get fine art insured. As far as transportation and hanging the artwork, there were firms that did this, but they were very expensive. It was thought that in the case of the Sister Cities, the insurance would be up to them. Ms. Dennison explained that the Arts Commission would have to go through the City's Risk Management Division to make sure all the forms were in place. If Ms. Dennison took out a traveling exhibit for the Museum, she would have to sign a contract saying that she was insured, had security, had motion detectors, and was responsible for any damage incurred from the moment the artwork gets to her front door until it goes to the next location. Legal and Risk Management 3 Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6, 2005 would have to be involved if the Board were going to take the artwork from Linda Stabile to the Woman's Club, for example. Ms. Dennison will ask Risk Management to look into this issue so when the ordinance is finished, the Board could pursue this. Vice Chair Beaulieu commented that at that point, the Board could create a list of collectors interested in sharing their artwork. Commissioner Bob Ensler and his wife came to the meeting at 7:22 p.m. to express interest in the Sister Cities program, the American Legion Eternal Flame Memorial, and the Boundless Park. . American Legion Eternal Flame Memorial Commissioner Ensler explained that Tom Kaiser, Director of Public Affairs for the American Legion, envisioned a granite or marble memorial out in the circle in front of the American Legion building engraved with the names of all the individuals from Boynton Beach who lost their lives in World War I, World War II, the Korean War, the Persian Gulf War, the Vietnam War, and in future conflicts. Commissioner Ensler thought there should be walkways around the memorial for ease in viewing. City Manager Bressner supports the project, and Commissioner Ensler has asked him to consider adding money to the budget for this item. The veterans were also raising money, but had no idea how much it would cost. They were looking for a design so they could determine how much the memorial would cost. Ms. Urs suggested that a visit to a monument company could help them get a rough idea of the cost of the monument, and they specialized in engraving names on granite. Vice Chair Beaulieu knew artists who did this also. The Vietnam Wall was basically a granite wall with sandblasted names on it. Chair Coles-Dobay thought that the Board could send out a Call to Artists like the one they did for the Carolyn Sims Memorial and possibly get back some proposals, sketches, ideas, and even budget estimates. A discussion ensued about the various ways to simulate a flickering flame. The American Legion did not wish to use propane gas for this but could use electricity . Chair Coles-Dobay had discussed this project with Mr. Kaiser and a picture of the area in which the monument would be placed and a list of requirements was included in the agenda packets for this meeting. Ms. Dennison thought this was a good example of why the Board should produce a list that could be given to organizations or individuals approaching the Board 4 Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6, 2005 with projects. This list would contain the informational requirements the Board has for projects in terms of criteria, budget, and so forth. The Board might need to develop a questionnaire that the requester can give back to the Board. This reminded her of the Chair's frequent mention of the need for a brochure that outlines what the Arts Commission has to offer. She likened the Call to Artists to Requests for Proposal or Requests for Quotations. Vice Chair Beaulieu commented that the requester would also need to let the Board know about the physical details of the site in which the artwork was to be placed. Commissioner Ensler commented that the existing vegetation could be moved. One missing piece of information was the approximate number of names involved, as this would affect the size of the monument. The American Legion site includes a gatepost that was one of the original gates to the City of Boynton Beach. The Board expressed a desire to see that gate preserved in some way if at all possible. Ms. Dennison commented that the City of Wellington had just completed its monument to veterans. It is on Forest Hill Boulevard in a semicircle with flagpoles and is very attractive. The City of Wellington and the City of Boynton Beach are in approximately the same position in regard to public art. Commissioner Ensler commented that the American Legion wanted something fairly simple. A very large, sophisticated memorial might not even be appropriate. The cost was a factor as well. Ms. Budano remarked that there was a similar monument in San Diego that was surrounded by steps leading up to it. The name of the soldier and a laser interpretation of his image are on the face of the steps. It was very beautiful. Chair Coles-Dobay advised that she had told Mr. Kaiser that the Board would put together a process statement including the next step. This would lead to a criteria sheet for a Call to Artists that could be initiated right away. . Boundless Playground The Board had discussed this extensively in the past. Ms. Budano reported the biggest issue was funding. Commissioner Ensler has asked the City Manager about this, and the City is putting $500K in the budget this Fiscal Year and $1.5M the following year for park development. That would not be enough to do what he wanted to see done although there was always the possibility of State funds and private fundraising. 5 Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6,2005 Chair Coles-Dobay's understanding was that the Recreation & Parks Division would select the landscape architects for this project in August or September and from there, rough conceptual drawings would be made up. Then, they would hold workshops with the public, City staff, and Boards, including the Arts Commission. In the meanwhile, the Board could be working on a "wish list" for this project and discuss how art could playa role in it. This would take place over a six to nine month period. After that point, the Board could list the criteria and do a Call to Artists. Chair Coles-Dobay had begun a list of features for the project to include water features, pathways, walkways, playground equipment, ethnic themed areas, tactical features, signage, benches, shade fixtures, and buildings. She asked the Board members to think about it, consider the Sun-Sentinel article on it in the agenda packet, and funnel their ideas about the project through Ms. Dennison. Commissioner Ensler stated that the project could be done over a period of several years. If there were not enough money initially to do the basic building, a cerebral palsy camp could be constructed. There could also be a facility for children who are blind or deaf and one for different ethnic groups such as Asian, South American, and so forth. He thought it would be good to work with Sister Cities to find out what they do for handicapped children in China and to provide the same thing in this park. Commissioner Ensler believes that most of the projects he was involved with were long-term ones. The American Legion memorial could be a "quick victory" project for the Arts Commission. The Board thanked Commissioner Ensler and his wife for their interest and commitment. . Fundraising Events - Suzette Ars, Angela Budano Ms. Ars suggested having an event to find the art that exists in Boynton Beach right now. The Board could use its existing guidelines pertaining to what would constitute art. There would be a contest where people would be sent out with disposable digital cameras to photograph the "hidden art" in Boynton Beach. The contest would not relate to the quality of the pictures taken, but to finding Iittle- known areas of art. The Senior Center and the schools could be involved also. The school children would interest their parents also. The same theme could be used from year-to-year and could be "LOCATE & CELEBRATE." Another idea was "RAIDERS OF THE LOST ART." Another was "ARTMOBB," (Art Resource Team 6 Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6, 2005 Making Opportunities for Boynton Beach). Ms. Urs liked this since making opportunities for art in Boynton Beach was exactly what the Board had been commissioned to do. The payoff for participating would be media coverage, fame, and attention. Getting everybody involved with the art and excited was a major reason for the Board's existence. The Board would have to watch the progress of the responses and modify the program accordingly. The cameras could possibly be donated or sold to the Board at cost by an organization like CVS. It was thought that 100 disposable digital cameras would be sufficient, limited to one per family, free to the first 100 sign-ups. The rest of the people would have to pay (either themselves or to the Arts Commission). If the Arts Commission charged $5 - 10 entry fee, it could be a real fundraiser. Persons wanting to use their own digital cameras could submit their photographs on a CD. The developing could be donated at cost also, preferably on disk. An organization could be a sponsor of the event. Some guidelines would have to be set such as: 1) The art must be in good taste; 2) The art must be accessible to the public; 3) No trespassing in pursuit of photographs; and 4) possibly a limit on the number of photographs submitted. Once the pieces or places are found and brought to light, they would go on the Arts Commission's map in their brochure. Other fundraising could take place through the sale of books and calendars. Ms. Urs thought that the name for the event could tie in to the need to have a program name. She preferred ARTMOBB or ARTMOB. Motion Vice Chair Beaulieu moved to approve the concept of the art event project called "Raiders of the Lost Art" Ms. Budano seconded the motion that carried unanimously. The subcommittee will meet before the next Arts Commission meeting and bring the Board a more specific budget and details. The subcommittee will also let the Board know who needs to do what to make this happen. Ms. Dennison will provide Ms. Urs with a City fundraising letter for use in speaking to potential camera, postage, and film processing donors. Ms. Dennison pointed out the Event Subcomittee Brainstorm Meeting matrix in the agenda packet. The subcommittee could use this to include all the pertinent details. 7 Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6, 2005 . Planning o Arts Commission Web Site - Arleen Dennison Ms. Dennison is still eliciting the City's help in designing a Web Site for the Arts Commission. The City is asking the Arts Commission to delineate what it wants on the Web Site. The Board members should contribute their ideas through Ms. Dennison. Ms. Budano felt that it was important to put a timeline on this. Motion Ms. Budano moved to put the Web Site name and content on next month's agenda for a vote. Ms. Urs seconded the motion. o Logo Ms. Dennison expressed the belief that the first Call to Artists should be for a program logo. o Mission Statement The Board agreed that a mission statement had to be prepared. The fact that the Arts Commission has been appointed by the City Commission should be included in it. o Program Name ARTMOB Boynton Has HeART Send ideas to Ms. Dennison. Business Items Ms. Dennison advised that a letter had been sent to the Mayor and the City Manager from the President of the Chamber of Commerce notifying him that the Chamber had voted unanimously at its May meeting to support the Art in Public Places program. 8 Meeting Minutes Arts Commission Regular Meeting Boynton Beach, Florida July 6, 2005 Ms. Dennison offered copies of the CRA's 2005 Public Perception (Image) booklet to the Board members. The Arts Commission had gotten some good press and the articles were in the agenda packets. The Board gave unanimous accolades to Ms. Dennison for the Certificate of Appreciation she received from the City for her work on behalf of the Arts Commission. Since there was no further business, the meeting was duly adjourned at 8:31 p.m. Respectfully submitted, ~t41{#LJ Susan Collins Recording Secretary (070805) 9