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Minutes 03-28-06MEETING MINUTES OF THE CITY OF BOYNTON BEACH ARTS COMMISSION HELD ON MARCH 28, 2006 AT 6:30 P.M. IN THE LIBRARY PROGRAM/MEETING ROOM, BOYNTON BEACH, FLORIDA Present: Debbie Coles-Dobay Wilfred Hawkins, Assistant City Manager Barbara Lenz Mike Rumpf, Planning and Zoning Director Rick Beau Lieu Suzette Urs Craig Clark, Interim Library Director Angela Budano Nubia Richman Cheryl Arflin 1. Call to Order Chair Coles-Dobay called the meeting to order at 6:43 P.M. and announced the Library is the new meeting location. She introduced Wilfred Hawkins, Assistant City Manager who is assisting with the coordination of the Arts Commission and the City Commission. He is a great advocate of the arts. 2. Announcements Chair Coles-Dobay announced they are looking to fill vacancies on the Board. Ms. Urs reported she was aware of three individuals, however she discovered one was not interested in serving on the Board, the second individual did not meet the criteria, and the third individual met the criteria. The Arts Commission will forward an application to her. Chair Coles-Dobay reported the applications would need to get to the City Commission by the second Tuesday in April. It was noted Deborah Nesbit resigned. Chair Coles-Dobay also announced they are close to having an Art Administrator position on -board. Mr. Hawkins reported the position would report to his office and they are looking at conducting a national search for the position. He added are they putting internal processes into place and anticipated having them completed within the next couple of months. The Call to Artists for the Eternal Flame went out recently and has moved on to a national level. The Arts Commission has been coordinating with Recreation and Parks Department who will receive the applications. The deadline for the applications is April 19. They will then be evaluated, qualified and narrowed down. A panel, similar to the process used by the Carolyn Sims Memorial, will be used. It was clarified there is a budget of $35,000 attached to the Eternal Flame project which was approved by the City Commission. Chair Coles-Dobay reported the Arts Commission has a domain name. Alan Karjalainenin from Information Technology Systems will post the Call to Artist notices. This will be a link attached to the City's web site. Call to Artists go out to organizations such as Palm Beach County Cultural Council, Advocacy for the Arts, and the Palm Beach County Artists, who will, Meeting Minutes Arts Commission Boynton Beach, Florida March 28, 2006 send out notifications to their members. She clarified they have several lists to work from. The Visual Arts and the Florida Artist Registry lists will be forwarded to Chair Coles-Dobay and receive notices as well as them being published in the Neighborhood Post. Chair Coles-Dobay reported the last Call to Artists was very successful. They received many responses, including some from international artists. The purpose of the Call to Artists is to find a qualified artist who will work with the planners for Veterans Park to determine where the flame would be located and what is available at the site such as electric or water and then return to the Arts Commission with concepts and ideas. The Art panel will be composed of two members of the Veterans Advisory Commission; Commissioner Ensler is invited to sit on the panel, one Arts Commission member and someone from Recreation and Parks. Mr. Hawkins is now the Liaison for the Board; Arleen Dennison is no longer serving in that capacity. 3. Review of Development Projects in the Cithat are subject to Public Art - Presentation by Mike Rumof, Director of Planning and Zoning, Vivian Brooks CRA Planning Director As a part of the implementation of the arts program, Mike Rumpf explained the opportunities for coordinating with the development communities. In doing so he explained the development review process and distributed handouts, which are available for inspection at the office of the City Clerk. There is a flyer displayed on the Planning and Zoning counter and other locations, which is included in the pre -application materials they give to developers. Mr. Rumpf referred members to the submittal schedule, calendar of deadlines. Step 1 - Pre -application stage which is before they submit their formal application, Planning and Zoning requires the applicant to meet with them, in a preliminary fashion, to ensure questions are answered. They review the requirements and make sure the applications are appropriate and complete. Comments and suggestions for approval are given to the developer at this meeting. Step 2 - The Application package would include the Art form, which extracts the important facts the applicants need to know for the pending development as it relates to art. This form has to do with construction value and it prompta developers to decide whether they prefer to provide the fee to the Arts Commission, or provide the art on-site. The form would be submitted to Planning and Zoning as part of the application package. Mr. Rumpf explained there is no time frame to file. When the developer decides to file the application is when the submission and the other corresponding deadlines would take effect. Mr. Rumpf explained the Planning and Zoning Department processes applications for both the City and the CRA, each having different dates as shown on the calendar. The Arts Commission questioned if the form was not submitted with the application package whether the application would be deemed incomplete and kicked out. Mr. Rumpf responded anything of importance that is missing would be addressed via a staff comment or condition of approval. The application is reviewed by the Technical Application Review Team (TART) at a meeting composed of fire, police, utilities, and other appropriate City departments. He had two standard comments prepared that pertained to Art in Public Places. At this meeting the revised plans are reviewed and prior comments are either checked off or new comments generated. K Meeting Minutes Arts Commission Boynton Beach, Florida March 28. 2006 Step 3 - Approval Process The plans and comments are forwarded to the Planning and Development Board for review and approval. Once approved it would be forwarded to the City Commission for final approval. Mr. Rumpf clarified if the project does not require a rezoning; it goes to one City Commission meeting for approval. If it is a rezoning, it requires approval via Ordinance with two readings at the City Commission. A permit is not issued unless the comments are addressed. Mr. Hawkins clarified the process needs to be a fluid process and as painless a process as possible. He explained his assumption is most developers are not familiar with the arts process and the Administrator will need to educate developers on the process. The Administrator will be a part of the TART meeting, which is the most critical communication between the developer, and the City, to ensure all Ordinances and regulations are met. At those meetings, the developer will know what is required and have the ability to solicit and discuss ideas with the Administrator and the results will be made a part of the official record, needing to be met in order to receive the permit. Mr. Hawkins reiterated at the TART meeting, when it comes time for the Arts Commission comments, the developer needs to take those comments seriously. Having the Arts Commission available to meet with the developers would be contingent upon how much time the members wanted to make themselves available. Mr. Hawkins reiterated with the formalized process, the City needs to make sure developers do not view this as a hindrance or a major hurdle to overcome. He anticipated the process would result in one of three mindsets: give me some ideas and I will do it; I do not want to do this, here is the money and we will talk to you later, or a developer might take an active role in selecting the art, placing it on site and needed further direction. The Commission discussed whether the Administrator would assist in that capacity or not and further tried to determine if it needed to be available in the same manner as the Planning and Development, and the CRA is. It was decided the Arts Commission would like to be kept informed so they can contribute their comments, but the Administrators position would be communicating the information. It would not be necessary for the developer to come before the Arts Commission. It was noted the process takes no more than three months and the Arts Commission and Planning and Development Board meet on the same night each month. If the Commission wanted to review a project, it could be placed on the agenda for the fourth Tuesday, this way it would be reviewed after the submittal date and before the Planning and Development, and City Commission approval. The Arts Administrator would be the steward of the Arts Commission. Mr. Hawkins explained they would like to have the Arts Administrator position filled within 60 days. In the interim he and the Chairman would coordinate. Mr. Rumpf summarized the Ordinance presently reads "Art in Public Places Program requires review and approval of art projects by Arts Commission prior to approval of site plan by City Commission." They will insert language summarizing what will be done, such as approve the final art post of the project or make a determination where it will go. He also elaborated prior to Commission Approval is significantly different than prior to issuing a permit. The Arts Commission emphasized its intent was not to control people's artistic expression. 3 Meeting Minutes Arts Commission Florida March 28, 2006 Ms. Budano explained the request for this type of discussion was a developer wanted to place art in a setback area. Mr. Rumpf responded there are exceptions to the setbacks and there are other provisions in place. He expressed that art should be one of them. Additionally, site plans are modified after the fact all the time but it would be better to have issues identified earlier on. The Arts Commission is available to issue the Call to Artists, and would approve the artists the developers would be selecting, or the developer could come to the Arts Commission and they will assist the developer in making their selection. Mr. Hawkins indicated as the process is implemented, developers would become more in tune with what is being accomplished. Mr. Rumpf informed the Arts Commission that they would be on the distribution list for the TART meetings and would receive copies of the development orders which have the official conditions for approval. Mr. Rumpf reviewed the projects that were filed after the effective date of the Ordinance to ascertain the fees that would be collected. He announced he has assigned a staff member to collect the forms and explained at this stage of the process, Planning and Development would most likely be dealing with an agent, such as a planner or attorney. They would not be familiar with the arts process and they may not yet have a general contractor, construction developer or manager, who pull the permit. Mr. Rumpf announced the Ordinance has been incorporated into the Boynton Beach Building Code. Page 27 defines what the construction value would be as everything going into the project. The prices would also include soft costs such as site preparation, planning, fees for architecture and design services. This was a concern of the Arts Commission because due to impact fees being attached to the costs, there was a fear the construction value estimates would be low. Tim Large offered to be the contact person to explain what the costs are, however, Mr. Rumpf indicated he would like the questions to come to Planning and Zoning and be sent out as needed. The Commission discussed there were many loose opportunities for developers to include incorrect estimates of the projects, not taking into account the soft costs, which would trim the number way down. The actual figures would not be ascertained until the application is filed and the permit cannot be obtained until the 1% fee is paid. Mr. Rumpf clarified the official permit application has the official costs of the project. It was recommended that language be included alerting the developers that they will be held accountable for the costs. An example of said language could be "Official construction valuation to be submitted with permit application". It was noted the Administrator would most likely go out and inspect the site. Mr. Rumpf reviewed the projects and explained one project just received approval last week. The form for Ocean One was received today and Yachtsman Cove has their art form completed. Ms. Urs indicated Yachtsman Cove spoke to her about the program and is embracing it. Tuscan Villas has not received final approval. Healing Heart is exempt from the program as it does not meet the threshold. Chair Coles-Dobay announced she received an e-mail from Evan Brennan regarding Art in Commerce Bank, a mural project he is looking at doing at Winchester Park and Boynton Beach Boulevard. The mural would be inside the banks lobby, which would be viewable to the public from outside the bank. Another e-mail was received regarding Lawrence Road. Mr. Rumpf explained that is the first piece of property by 7-11, which is being proposed for 4 Meeting Minutes Arts Commission Boynton Beach, Florida March 28, 2006 town homes. Aspen would be further south from the other project and was proposed as single- family development. The Commission asked about receiving site plans for all projects. The Commission would receive reduced copies of the site plan which would show the elevations. In the interim Mr. Hawkins would speak with the developers to gather as much information. Mr. Rumpf noted Planning and Development maintains project tracking sheets and other types of inventories. A lot of what the Commission may need, they should have available or could make readily available. Mr. Hawkins indicated they have made great strides and will be meeting this week to finalize internal processes. 4. Planning - Presentation Chair Coles-Dobay noted they are seeing the mechanism in place regarding the coordination between the City and the CRA. She announced on April 20, 2006 there would be a City/CRA presentation at the Senior Center that will explain what is happening in both areas and what types of things influence development in those areas, negatively or positively. There have been some unique programs the City will continue to approve projects under. An example of one of those programs in the downtown area would be a TCEA (Traffic Concurrency Exception Area) that exempts the roadways from upgrading their infrastructure to accommodate increased traffic capacity. If development in those areas, such as Boynton Beach Boulevard and US 1, were held to the countywide traffic concurrency standards, many would be rendered undevelopable. Chair Coles-Dobay reviewed they had a workshop on March 12th and indicated they have come a long way from the workshop to the present. She asked for comments about the workshop. The following comments were received: • When a workshop is rescheduled, everyone should be included. • The Facilitator did not conduct creative problem solving. • There was a positive outcome to the workshop. • There is a target the Arts Commission can begin to initiate. • They now have a plan and a project. Boynton Beach will be a destination City for Art. The concept will have a sculpture walk and a key node, identified as encompassing City Hall to the Old High School, Children's Schoolhouse Museum, the Civic Center to US 1 and the marina area would be enhanced with art. The Commission would put out a Call to Artists to obtain art for certain amount of time, with the idea being at the end of that period, some would be purchased. The Arts Commission would use $10,000 and each accepted artist would receive $1,000. It is basically a consignment. It was requested that when this is instituted, the art be covered under the City's policy. Mr. Hawkins clarified there would be written agreements with the artists, and they can stipulate what the City's responsibility would be for having possession of the art. He thought it was a great idea. Art along Ocean Avenue could be a perfect area to have events and attractions. There would be walks, trolley rides, and other activities occurring. Synergy would be created Meeting Minutes Arts Commission March 281, 2006 Boynton Beach, Florida by having multiple art pieces. Mr. Hawkins thought the City could commit some resources to help make that happen. Ms. Arflin asked if the Commission would divide into subcommittees for different functions such as fundraising, theme, ideas about placement for the different pieces, public awareness opportunities. Chair Coles-Dobay thought the members should come to the next meeting with concrete ideas and put together a plan of action. The Commission discussed "Raiders of the Lost Art". The photographs were great. The concept was there would be artifacts from the event they could move forward into the future, which included a map and a site map showing the art locations. Marrying the two projects was discussed. The photographs could also be used for education. Having a subcommittee to further develop that concept will be formed. The map would serve as a baseline depicting a before and after of the City as it pertained to art projects. The need for promotional materials was discussed. The avenue where the art will be located will be named "Avenue of the Arts". Ms. Urs commented manyof locations where art could be situated were already decided upon. She encouraged the Commission to focus their energy on art rather than selling artifacts. It was discussed this would also be an attraction for developers to develop in the area. Chair Coles-Dobay acknowledged the Recreation and Parks Projects are not listed. Mr. Hawkins responded they could be added, as well as future planned public buildings. Ms. Jody Rivers, Parks Superintendent, had previously provided documentation and identified key projects such as Wilson Park, Intracoastal Park, Boundless Park, Jaycee Park. Mr. Clark indicated they were looking at doing something in the Children's Room, maybe something relating to Boynton Beach's history. He indicated he was working on grants Arleen Dennison had been working on from the Cultural Council and the Carolyn Sims Memorial. Chair Coles-Dobay discussed the CRA Jazz and Arts Event. An organization called Legacy Art Gallery brings events to your location sets up tents mans them sells the goods, and in return, needs foot traffic of 2-3K people so they can recoup expenses Ms Coles-Dobay will try to pet Legacy to make a presentation to the board. The GRA was-�eking te put en the4esti� geneFate feet tFaffie ef abeut 2,000 te 3,000 peeple te target theiF aFea. The paFtnership is the presenter eaFnes, sets it up and --anages4t,--pait-neFinj with . The CRA would like to have a weekend event next season. The next CRA Jazz and Art function is April 30, 2006. She encouraged the members to attend the Jazz Festival. Mr. Hawkins observed they need more exhibitors. Chair Coles-Dobay recommended making a list of issues and e -mailing it amongst the membership to be brought to the next meeting for discussion. The Commission can share assignments but cannot make decisions. Members were asked to verify their e-mail addresses since not all members received recent e-mails. 5. Adjournment There was no further business and the meeting adjourned at 8:35 P.M. Respectfully submitted, 9 Meeting Minutes Arts Commission Boynton Beach, Florida March 28. 2nnf, by having multiple art pieces. Mr. Hawkins thought the City could commit some resources to help make that happen. Ms. Arfiin asked if the Commission would divide into subcommittees for different functions such as fundraising, theme, ideas about placement for the different pieces, public awareness opportunities. Chair Coles-Dobay thought the members should come to the next meeting with concrete ideas and put together a plan of action. The Commission discussed "Raiders of the Lost Art". The photographs were great. The concept was there would be artifacts from the event they could move forward into the future, which included a map and a site map showing the art locations. Marrying the two projects was discussed. The photographs could also be used for education. Having a subcommittee to further develop that concept will be formed. The map would serve as a baseline depicting a before and after of the City as it pertained to art projects. The need for promotional materials was discussed. The avenue where the art will be located will be named "Avenue of the Arts". Ms. Urs commented manyof locations where art could be situated were already decided upon. She encouraged the Commission to focus their energy on art rather than selling artifacts. It was discussed this would also be an attraction for developers to develop in the area. Chair Coles-Dobay acknowledged the Recreation and Parks Projects are not listed. Mr. Hawkins responded they could be added, as well as future planned public buildings. Ms. Jody Rivers, Parks Superintendent, had previously provided documentation and identified key projects such as Wilson Park, Intracoastal Park, Boundless Park, Jaycee Park. Mr. Clark indicated they were looking at doing something in the Children's Room, maybe something relating to Boynton Beach's history. He indicated he was working on grants Arleen Dennison had been working on from the Cultural Council and the Carolyn Sims Memorial. Chair Coles-Dobay discussed the CRA Jazz and Arts Event. The CRA was looking to put on the festival to generate foot traffic of about 2,000 to 3,000 people to target their area. The partnership is the presenter comes, sets it up and manages it, partnering with advertisers. The CRA would like to have a weekend event next season. The next CRA Jazz and Art function is April 30, 2006. She encouraged the members to attend the Jazz Festival. Mr. Hawkins observed they need more exhibitors. Chair Coles-Dobay recommended making a list of issues and e -mailing it amongst the membership to be brought to the next meeting for discussion. The Commission can share assignments but cannot make decisions. Members were asked to verify their e-mail addresses since not all members received recent e-mails. 5. Adiournmgnt There was no further business and the meeting adjourned at 8:35 P.M. Respectfully submitted, Catherine Cherry-Gub rman 032806