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Minutes 08-26-08 MINUTES OF THE BOYNTON BEACH ARTS COMMISSION MEETING HELD ON TUESDAY, AUGUST 26,2008 AT 6:30 P.M. AT THE BOYNTON BEACH LIBRARY, BOYNTON BEACH, FLORIDA PRESENT: Barbara Ready, Chair Debby Coles-Do bay, Public Art Cheryl Arflin, Vice Chair Administrator Barbara Lentz Christine Moeller Nubia Richman (arrived 6:08 p.m.) Anderson Slocombe (arrived 6:14 p.m.) Halena Wolf Dana Cook, Alt Sherrie Tengbergen, Alt 1. Call to Order Chair Ready called the meeting to order at 6:01 p.m. II. Roll Call of Members Self introductions were made. A quorum was present. III. Agenda Approval Chair Ready noted Dana Cook would be leaving the meeting early. She explained Annette Gray was also present to make a brief presentation why she would like to be their facilitator. The members had no objection to hearing Ms. Gray's presentation first. Motion Ms. Lentz moved to approve the amended agenda. Ms. Moeller seconded the motion that unanimously passed. Debby Coles-Dobay, Public Art Administrator, explained there was brief discussion at the last meeting about a facilitator and the Visioning/Master Plan for public art. Ms. Gray was present and could speak with the members and then answer any questions. Ms. Gray explained she has sat on both sides of the table - as a Board member, and as a facilitator. She explained she would move forward the Arts Commission agenda and programs, and would facilitate creativity and thought. She explained sometimes it 1 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 helped to have an outside perspective to move elements along and be thought provoking with someone who was knowledgeable with the issues. She worked with the Boynton Beach CRA and for downtown West Palm Beach and had to deal with projects with a very limited budget. She has a love of art, but does not practice art and could point out issues and how they could beautify things. She would help the members move the creative process forward. Some debate would arise, but it would be handled efficiently and effectively so their visioning plan could become the best possible plan. Ms. Gray answered a few questions posed by the members. The goal was to stick with the plan the Arts Commission already had, just fine tune it to become a visioning plan. Ms. Gray was originally in marketing, but the second half of her career was in community redevelopment in Boynton Beach. Her skills in programming, facilitation, business development and economic development have come to the forefront of her career over the last eight years. Ms. Lentz believed the Commission needed a facilitator and explained there was a big difference between what the members were doing and using a facilitator. She explained she was in the Genesis model and complimented Ms. Gray on how she handled facilitating the model. Ms. Gray thanked the members for the opportunity to speak. IV. Approve Meeting Minutes A. Approval of July 22, meeting minutes There was agreement to strike the last paragraph of discussion on item VIII (A) Congress Community Park on page 5. There was a correction on page eight; the first full paragraph pertained to the Florida Trust for Historic Preservation, not the National Heritage Trust. Motion Mr. Slocombe moved to approve the amended minutes. Ms. Lentz seconded the motion that unanimously passed. B. Approval of June 14 workshop minutes Lisa Bright, CRA Executive Director, had reviewed the minutes of the workshop and emailed Ms. Coles-Dobay comments about them for clarification. It was noted the plans mentioned in the minutes were conceptual ideas and the concepts "could" happen as opposed to "would" happen. 2 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 On a different issue, some members felt it was inappropriate to have a presentation during a workshop and that it was not a good use of time. Motion Ms. Moeller moved to accept the minutes of the June 14th workshop. Ms. Wolf seconded the motion that unanimously passed. V. Announcements A. September 23,2008 - New meeting place and time Ms. Coles-Dobay explained there was no news about where they would hold the next meeting. The Chamber of Commerce was moving to Renaissance Commons and the prior meeting place was no longer available. There was discussion of the Arts Commission meeting at the Library. The meetings could continue until 8:30 p.m. and could begin at 6:30 p.m. as opposed to 6:00 p.m. The later time would assist some of the members who come directly from work. Ms. Coles-Dobay was exploring the Sims Center and noted they could meet in one of the other rooms in the Library when they were completed. B. Next workshop Meeting Date The next workshop date was set for October 11, 2008 from 10 a.m. until 2:00 p.m. Ms. Coles-Dobay would schedule a location and it was hoped that Intracoastal Park was available. VI. FAPAA Year in Review presentation A Florida Association of Public Art Administrators (FAPAA) slideshow was given. The presentation featured art from various artists that depicted work publically displayed throughout the State. Examples of some of the projects were: ~ murals ~ sculptures ~ laminated glass ~ multi-media pieces using light and metals and wood ~ terrazzo and acrylic reveals with embedded memorabilia including fossils ~ stone walls ~ suspended glass sculptures ~ monoliths ~ copper panels ~ other multi-media pieces The art pieces were displayed in a variety of public places such as: 3 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 ~ recreation centers ~ beach resorts ~ waterfront parks and civic buildings ~ theaters and museums ~ Miami and Tampa International Airports ~ cruise terminals ~ public passenger/bus shelters ~ college libraries ~ parking garages ~ laboratories The art budgets associated with the projects varied from $3,000 to $5 million and some were incorporated into the infrastructure of the building while others were standalone pieces. A copy of the slideshow is attached to the meeting materials for review. There was a brief discussion regarding the art on exhibit at Miami Airport that was paid for by funds collected under an Art in Public Places Ordinance that was similar to the one enacted in Boynton Beach. Mr. Cook left the meeting at 6:54 p.m. VI. Avenue of the Arts A. Status of Installation Ms. Coles-Dobay explained the new art installations for the Avenue of the Arts would occur on September 3,2008 and the balance on September 11th, 2008. There was one piece left to be removed. Overall, the Avenue of the Arts was receiving good publicity. Everyone benefitted and the committee made good choices with the art they selected. The Rings of Promise artwork, which the City recently purchased, was $14,000 and the Seahorse was $20,000. The Seahorse would be made into a fountain at the Library and the artist would put in the elements to make the sculpture into a fountain. Ms. Coles-Dobay also obtained quotes for the base and found one contractor that would do the work for an amount that was within their budget. Ms. Tengbergen observed the sculpture at Veterans Park was dirty and getting damaged from the trees, which were messy. Ms. Coles-Dobay explained if the City owns the piece, there is a maintenance contract with the artist and the artist was responsible for its maintenance. Similar to the Veterans sculpture, Ms. Coles-Dobay noted the "Wave" piece was located in Wellington for many years. The piece came to Boynton Beach where it was closer to the ocean and car traffic. As a result, there was oxidation and rust on the base. Accordingly, the artist cleaned and maintained the artwork three times so far. There was also brief discussion of the Serena mermaid 4 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 piece. Chair Ready announced the selected pieces for the Avenue of the Art were approved by the City Commission. VIII. Recreation & Park Projects A. Jaycee Park - (Documents emailed August 20) Ms. Coles-Dobay advised she had no updates on Jaycee Park, and the item would be brought back at a later time. Vice Chair Arflin distributed information obtained from the Finance Department and explained the documents reflected the Art in Public Places fund balance. It was thought when projects come before the members they needed to know what funds were available to make a reasonable decision. She also indicated she reviewed the Arts Commission's Guidelines and Ordinance. She explained from those two, she came up with the Arts Commission's responsibilities when it comes to approving and interacting with projects by third parties. She thought the members were floundering when it came to third party projects. She distributed an "Assessment of Public Art Projects Initiated by Third Parties." It was pointed out the distributed information was not on the agenda; however, Vice Chair Arflin contended it was important because the members would be asked to make decisions about Congress Community Park. She suggested the members look over the information, specifically the fundraising and unveiling plan, as well as the maintenance information. The members acknowledged they have to approve the maintenance plan and determine if it was appropriate. It was suggested using the document as a guideline. It was pointed out that some of the items on the Assessment of Public Art Projects document distributed by Vice Chair Arflin may be a duplication of process, because City Staff reviews the projects. The document; however, was intended to make the process more consistent. Further discussion whether the Arts Commission would be interjecting itself and dictating to a developer how they would go about the process ensued. The Committee was asked to approve projects they had nothing to do with. Ms. Coles- Dobay acknowledged the Arts Commission's purpose is to advise the City Commission on matters related to the arts. The City would review whether the item was a park project or a development project. While the items do not go through site plan review, the projects undergo a Planning review. Then a recommendation is made to the City Commission. The members also recognized there are two different plans such as the Visioning Plan and the Master Plan and there may be some repetition. The developer does not come to the Arts Commission and make a presentation, rather Ms. Coles-Dobay goes to them and receives a report. She then distributes a final project list to the members. This process was used with the new Fire Station and Emergency Operations Center. The 5 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 Arts Commission created the concept of public art for them and a museum was created in the lobby of the facility. The City Commission looks to the Arts Commission for their expertise in reviewing the projects and whether they feel what is proposed is appropriate in terms of cost and public art. The Arts Commission has subcommittees and selection panels to ensure the artists are public artists, and to review their qualifications and their work. She explained these issues have been addressed all along and if the members wanted a tool, they could explore that. The document could provide a baseline criterion which could avoid someone returning and complaining. There was agreement the members would review the document and put it on a future agenda. Another item the document suggested be reviewed, pertained to developing a file of known projects to use as a resource. Ms. Coles-Dobay explained that aspect had already been addressed. B. Congress Community Park Chair Ready announced the Congress Community Park was funded. When the project is completed there would be a grand opening. Ms. Tengbergen requested notifying her and she would try to get a film crew there. There were still some unresolved issues, however, associated with the park. One of those concerns pertained to a sculpture having cutouts. It was discussed there were some measures that could be taken to ensure the piece would not have safety issues. Ms. Coles-Dobay explained the safety concerns were already addressed. The City Engineer reviewed the project and the artist would be smoothing the edges; there would be no pieces sticking out, or rough walls. Further discussion ensued there are many items that are reviewed during a project review and if the project was approved, it is not the task of the Arts Commission to enforce the Codes. It was thought if the Arts Commission sees a problem, it should be addressed as part of due diligence. It was thought attaching their concerns to a project when it goes to the City Commission would be sufficient to put them on notice there may be liability issues. The cost for the walls created by Beth Ravitz for the park was discussed since a concern was raised about it at the last meeting. It was noted, at times, cost was relative and generally large projects have a better cost. Material costs change every day and vendors give prices that are only good for 10 days. After seeing the FAPAA presentation of public art, it was thought the price was reasonable. The timeline for the project was also supposed to be reviewed according to the guidelines distributed earlier; however, the Arts Commission did not want to be responsible for holding up the project. The members were asked to read the guidelines, and ensure the documents were appropriate or should be modified. 6 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 Chair Ready asked for a motion to approve the Congress Community Park as they know it. Motion Mr. Slocombe made a motion to move forward to approve. Ms. Lentz seconded the motion that passed 6-1 (Ms. Arflin dissenting.) IX. CRA Beautification (AKA) Dumpster Mural Report A. Status (emailed documents and website images, August 21) Ms. Coles-Dobay had previously emailed the members documents and images depicting what was accomplished. There were 10 dumpsters and the CRA made the determination they have the funds to paint more. The members were asked to be on the lookout for locations to place additional dumpsters. It was noted the project was considered a temporary art project with an anticipated life span of only so many years. The dumpster is painted and a protective coating is used to prolong the life of the artwork. Unfortunately, chipping was noted to be inevitable. X. Unfinished Business A. Master Visioning Plan Facilitator Vice Chair Arflin had several objections to using a plan facilitator and distributed the Master Planning Structure using Article XI Arts Commission, of Chapter 2 Administration, Part II Code of Ordinances for Boynton Beach indicating what has to be included in the master plan. She thought it was irresponsible to spend $900 for a facilitator, per session, for four sessions, when the Art in Public Places fund was in the negative. She expressed the members needed to become a cohesive unit to work through problems. She felt there was a problem with the procurement process. She also expressed concern about conflict of interests and cautioned about spending public funds without going through the bid process. Additional discussion took place about the facilitator being paid out of the Art in Public Places budget. Ms. Coles-Dobay explained the fund had a negative balance carried over from the last three years. She reported the City Commission was aware of that fact and agreed to forward them the funds. The budget next year had the line items to run the program, and the goal of the Arts Commission was to develop a Master Plan/ Visioning Plan. The Master Plan, meaning Guidelines and Recommendations were already adopted under the Ordinance. They need a Visioning Master Plan. The Mission Statement was already adopted. Chair Ready explained the last time this was discussed, it was tabled. 7 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 Motion Ms. Moeller moved to put on the table the consideration of having a facilitator. Ms. Wolf seconded the motion that unanimously passed. Vice Chair Arflin explained the motion should be to take it off the table. Motion Ms. Wolf made a motion that the Arts Commission not hire a facilitator. Chair Ready explained motions are to be framed in the positive. Ms. Wolf moved to work without a facilitator. Ms. Arflin seconded the motion. Ms. Wolf amended her motion to include the words, "at this time". Ms. Arflin agreed to the amendment and the motion passed 6-1 (Ms. Lentz dissenting.) XI. New Business A. Art Donation Ms. Coles-Dobay distributed information about an art donation. The donor was an artist and a student who had exhibited in various arts fairs and circuits. The piece is a ceramic piece that makes a statement about senior citizens, and more specifically, the neglected senior citizens. Ms. Coles-Dobay explained she approached the Director of the Senior Center who indicated he would be interested in accepting the piece at the Center, if it was appropriate. The artist indicated she would make a base for the artwork. The members discussed the piece evoked strong sentiments and felt it was not appropriate for the Senior Center. Other sentiments expressed were that art did not have to be pretty. The location of the piece did not need to be decided on at the meeting. Motion Ms. Arflin moved to accept the gift and immediately respond to the artist expressing gratitude for thinking of them and they would delay determining where the piece would go until they've had time to consider it further. Ms. Wolf seconded the motion that passed 6-1 (Ms. Moeller dissenting.) Ms. Coles-Dobay suggested referring to the guidelines and recommendations because it has methods of accepting donations. B. Norm Gitzen, Endangered Species artwork presentation 8 Meeting Minutes Arts Commission Boynton Beach, Florida August 26, 2008 Ms. Coles-Dobay distributed information regarding Mr. Gitzen's work for the next meeting. She explained he would like to attend the next meeting to showcase the art. Vice Chair Arflin objected to artists coming to the meeting to try to sell their work and thought the Arts Commission needed to promulgate a Board Governance document. There was consensus the members did not want to be bogged down with sales pitches, but agreed great information was distributed regarding the work. It was thought the artist should respond to a call to artists. Ms. Coles-Dobay explained using a call to artists was not the only way to contact the artists. They could invite artists directly, and that was how they did the first and second Avenue of the Arts. C. Historical Public Art Markers This item was not addressed. XII. Adjournment There being no further business to discuss the meeting properly adjourned at 8:21 p.m. (~ ll~ALtUZ C!M/vvJ . Catherine Cherry a Recording Secretary 090808 9