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Minutes 09-23-08 MINUTES OF THE BOYNTON BEACH ARTS COMMISSION MEETING HELD ON TUESDAY, SEPTEMBER 23,2008 AT 6:30 P.M. AT THE BOYNTON BEACH FIRE STATION #2, 2615 WEST WOOLBRIGHT ROAD BOYNTON BEACH, FLORIDA PRESENT: Barbara Ready, Chair Cheryl Arflin, Vice Chair Barbara Lentz Christine Moeller Nubia Richman Anderson Slocombe Halena Wolfe Dana Cook, Alternate Sherie T engbergen, Alternate Debby Coles-Dobay, Public Art Administrator I. CALL TO ORDER The meeting was called to order at 6:31 p.m. II. ROLL CALL OF MEMBERS Self-introductions were made. A quorum was present. III. AGENDA APPROVAL There were no changes to the agenda. Motion Mr. Slocombe moved to approve the agenda. Ms. Lentz seconded the motion that unanimously passed. IV. APPROVE MEETING MINUTES A. Approval of August 26, 2008 meeting minutes There were no changes to the minutes. Motion Ms. Moeller moved to accept the minutes. Mr. Slocombe seconded the motion that unanimously passed. 1 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 V. ANNOUNCEMENTS A. Art Connection Program Ms. Coles -Dobay announced there were Art Connection programs being presented during the months of October, November and December. The program was well attended, having about 25 individuals present as well as some members of the Arts Commission. Chair Ready asked the members to get the word out about the program. There was an article in the newspaper about it, and notification of the program was sent via email to individuals who had signed up to learn about events. Mr. Slocombe left the meeting at 6:43 p.m. Event notices were distributed through the Artists of Palm Beach and via flyers posted in the Library and City Hall. They were trying to coordinate some of the Art Programs with Boynton Beach Community High School. Students earn community service points if they attend community events which are needed to graduate high school. Ms. Tengbergen offered to put the event on the Community Calendar at the Education Network. Mr. Slocombe returned to the meeting at 6:44 p.m. On a different matter, Mr. Cook explained he was very proud of working with the Arts Commission members. What was occurring in Boynton Beach was outstanding and Boynton Beach was out in front as it pertained to art. This was made possible by having good leadership. He came across a gavel, and noted since the Arts Commission did not have one, he presented the gavel to the Arts Commission and Chair Ready. B. Art and Humanities Month Proclamation Ms. Coles -Dobay explained at the next City Commission meeting. Mayor Taylor would read and present the proclamation and Chair Ready would accept it on behalf of the Arts Commission. Chair Ready expressed it would be nice if all the members would be present. Additionally, the City Commi Ms. Coles -Dobay would announce the Art Connection program. VI. AVENUE OF THE ARTS A. Status of installation The members thought the new pieces installed were beautiful, and each member had a piece they particularly liked. The Education Network filmed the installation. 2 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 B. The Education Network Ms. Tengbergen explained they have a studio on Congress Avenue next to Congress Middle School and one of her tasks was to cover art. They recently filmed the art installation and two artists were on hand to discuss their work. They used an old brochure and inserted pictures of the new pieces. A show aired on Channel 19 from September 9th through September 12th regarding the Avenue of the. Ms. Tengbergen explained the Education Network likes to cover stories that relate to arts and education. Ms. Coles-Dobay explained she was working with Beth Slatery to have the high school youth take a tour of the Avenue of the Arts, the Library and participate in some of the art programs, like the Arts Connection. In January, they would have students displaying their work. VII. QUARTERLY BUDGET REPORT Ms. Coles-Dobay provided an update from the last quarter and it shows the end of the fiscal year. It reflected the expenditures, operations total and breakdown and acquisitions for public art. The total 2007/2008 budget was $212,500. The expenses were approximately $130,000 and she advised they were spending less than what was budgeted. The 2008/2009 showed a total budget of approximately $154,000. The Rings of Promise and the fountain project would be taken from this budget; however, the cost of the base was not in the budget and would be put in the next year's costs. A negative balance was carried forward and it was anticipated they would catch up. The next page showed projects being constructed within the City. The forecast was $239,000. Many of the projects had already received Site Plan Time Extensions. They may not be awarded another extension and if they did not move forward with the project, they would probably sell to another developer. The cumulative balance from the beginning of the program was a negative $124,050. The program was new and when the Ordinance was enacted, site plans and extensions could be granted for 18 months, but the extensions deferred the receipt of the funds. The City Commission understands that, but it was anticipated those funds would be received as the development climate improved. Another way to obtain fees was from redevelopment projects such as Sunshine Square and the Kohl's department store moved into the former Target store location. There was income received from those projects. The Arts Commission was investigating grants and philanthropy dollars. Ms. Coles- Dobay explained there were also other ways to obtain funds. One example was the Library wanted to have an exhibit. The contractor had a display system in the Library budget but now there are no funds for the system. She solicited West Construction 3 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 Company, who paid for it and installed it. Ms. Coles-Dobay explained they should start soliciting sponsors. Former Arts Commission member Rick Beau-Lieu, who does art appraisals, was helping a bank evaluate several hundred pieces of art for a bank. The appraisal was done and the bank sold the pieces that were worth a lot of money. Some pieces were not sold and it was suggested they be donated to charity for fund raising purposes. The Arts Commission received 10 pieces and the Friends of the Library got 10 pieces. On a different matter, Artvox, may not be funded by the County this year. VIII. DEVELOPMENT PROJECTS A. Wolff and Company Boynton Vistas project - info emailed Sept. 19,2008 There were no questions on this item. Motion Ms. Wolfe moved to approve the item. Ms. Lentz seconded the motion that unanimously passed. The G. Raymond Barry artwork was discussed. It had been placed and it looked like it was perched precariously. It did not appear there was much room for it. It was noted the Arts Commission would have to ensure it would not obscure traffic sight lines and the outgoing traffic visibility would not be compromised. (Ms. Arflin left the meeting at 7:12 p.m.) B. North General Medical Center - info emailed Sept. 19, 2008 Ms. Coles-Dobay reviewed the project (Ms. Arflin returned to the meeting at 7:13 p.m.) Ms. Arflin inquired if the members were being asked to approve the project. The members were and Ms. Arflin indicated she felt uncomfortable. Ms. Coles-Dobay explained the Guidelines and Recommendations show how to approve the project. They have a basic approval methodology to work within. A checklist would be discussed later in the meeting. The members would be reviewing and approving the artist, the concept, and whether it was in a publically accessible space. The members would also review the budget, the project materials, how it is constructed, where it is, and if it is appropriate for public display. The meeting materials encompassed the information. She asked the members if the piece would fit in the Heart of Boynton area or the Federal Highway Corridor. The materials were outlined and the piece was 4 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 conceptual at this stage. If the Arts Commission approves it, it will come back to the Arts Commission before it goes to the City Commission. When it is forwarded to the City Commission, it will have had to meet other requirements and City Codes. The builder will have to pull a permit. The City would ensure the electrical, plumbing and wind load standards are met. They will inspect the piece after it is installed. Ms. Coles- Dobay then inspects it and brings it back to the Arts Commission to ensure the piece reflected the concept originally held. They also will make sure the finished product was appropriate for the budget. Since the City already reviewed the project and it goes through the City processes, the Arts Commission should not have to start from scratch. Ms. Coles-Dobay confirmed that the concept proposal is brought to the Arts Commission, then passes through the City processes and then final approval is given. Project time lines were discussed. Ms. Coles-Dobay explained the Administrative Policy Manual outlines the process. In order for builders to receive their Certificate of Occupancy, the art must be installed prior to its completion. If the do not install the art, they can only receive a "Temporary Certificate of Occupancy" good for 30 days. They also forfeit their dollars paid when they applied for their building permit. It was acknowledged there were natural incentives built into the process and it was in the province of Planning and Development to review the project, but since it was also articulated in the guidelines as part of their requirements, they need the information. Ms. Coles-Dobay pointed out the Administrative Policy Manual contains the process. If they are changed, then they should go through the appropriate approval and change processes. It was also noted the building time line is dependent on the builder's schedule. A best guesstimate can fluctuate. The conceptual package should include the timeline. The guidelines and recommendations were created prior to having a Public Art Administrator on board and the documents indicate the Arts Commission, not the Arts Administrator, and it pertained to the basis of the Master Plan. It was suggested this be addressed at the workshop. Chair Ready thought the members may want to add language as the basis for the Master Plan, and add the words "Arts Commission/Arts Administrator" so all bases would be covered in the document. If they did that, the members could familiarize themselves with what was in the document and review the Administrative Policy Manual to determine what should be removed. The Administrative Policy Manual is an internal document which is reviewed by all departments and it outlines the process so each department knows its responsibilities. Vice Chair Arflin explained that Statute directly references the Guidelines; however, Ms. Coles-Do bay believed it was in reference to the Master Plan. 5 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 Motion Mr. Slocombe moved to approve. Ms. Moeller seconded the motion that passed 8-1 (Ms. Arflin dissenting due to the time line.) IX. PUBLIC ART OPPORTUNITIES A. Historical Public Art Markers - info em ailed Sept. 19, 2008 Mr. Slocombe left the meeting at 7:37 p.m. Ms. Coles-Dobay explained this concept was discussed with the Community Redevelopment Agency as a way to attract people to the waterfront. There was much history there and a book recently written about the marina and waterway. Mr. Slocombe returned to the meeting at 7:38 p.m. Ms. Coles-Dobay distributed background information and explained the CRA was able to fund the markers. It was not known how many markers would be needed, but they wanted to include art elements. She suggested developing some conceptual ideas and estimate what the cost per marker would be and then have some exposure to the public to garner interest and support for it. It was thought there may be neighborhoods or organizations interested in the concept and they would do fundraising. The markers could be inlaid, such as with mosaic tiles or have tiles or benches with a statement on it. It could be a rock, a wall a pole or anything an artist could come up with. The markers would be significant of the history of the area. When the Call to Artists is put out, a specific item, such as a mosaic bench, could be specified and then they could see what the artists submit. If they had benches, they could perhaps have a square plaque attached to the back of the bench paid for by different individuals or organizations. This was similar to a project in West Palm Beach where they had inscribed pavers, purchased by different individuals and organizations. In this instance the markers would have to be the same item, but each marker could be diversified to fit the character of the location. There was agreement the members liked the concept of having benches for the area. The members discussed the budget for the actual cost per item to hire the artist to do the conceptual work, and how the benches would be fabricated. The artist would need a budget in order to prepare the design. The budget range was $3,000 to $10,000. 6 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 8. Melissa Markowitz "Are you coming to visit" art donation - info emailed Sept. 19, 2008 Ms. Coles-Dobay indicated three locations for the artwork were identified which were the veterans location at the Intracoastal Pavilion, the Senior Center and City Hall. There was agreement the members did not feel the Senior Center was not appropriate for the artwork, and believed the City Hall location was the best location, especially since they would not need to pour a slab for it. Motion Ms. Wolfe moved to place it near City Hall. Mr. Slocombe seconded the motion which unanimously passed. The Arts Commission will write a thank you letter to the artist. The insurance value of the piece was unknown. C. Placement of on-loan sailfish sculpture by Norm Gitzen Ms. Coles-Dobay explained the artist was interested in lending the maquette (model) to the City as he was trying to gain awareness to a cause. The piece was part of his vanishing species collection. The piece was 51 inches high, and the intent was to have individuals donate to the Palm Beach County Reef Rescue, or if someone purchased the piece he would donate 10% to the Logger Marine Life Center in Juno Beach. Chair Ready asked for consensus to put the piece in City Hall for one year to be consistent with the on-loan program, but he would be allowed to borrow it back from time to time if he needed it for a show or if it was sold. The members agreed. X. PUBLIC ART APPROVAL PROCESS A. Review of Public Art APM (Administrative Policy Manual) emailed to board Sept. 12, 2008 Ms. Coles-Dobay thought now that the members were more familiar with the process, the members might want to come up with items for the checklist tool and distributed information on the process. There was a form used that is completed by the developer when they go to site plan review. The form goes to Ms. Coles-Dobay. It is at that point, they learn about the project and it shows a drawing, construction materials, costs maintenance recommendations and where it would be placed on the site. There is a review team meeting and if there are any questions or concerns, they are addressed at that point. 7 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 B. Discussion to create checklist tool Ms. Coles-Dobay inquired if the members wanted a checklist to cover what was in the Ordinance. It was noted Ms. Arflin's list was from the Guidelines and Recommendations, which were written before the Administrator was on board. The members reviewed the checklist. Ms. Coles-Dobay explained the developer fills out a form, which she brings to the Arts Commission. Ms. Arflin explained that until the Statute changes, it does not matter. The Arts Commission has to continue to have the same legal responsibilities that the Statute requires, and they have to adhere to the checklist. The members noted the Board is advisory and there is no liability since they only make the recommendations. The members would be doing the checklist if the Administrator were not on board. Ms. Arflin questioned what the need for the Arts Commission was if the Administrator does the work. Further discussion about the checklist ensued and unless the Statute is rewritten, the Arts Commission needed to use a checklist. Ms. Arflin explained in her meeting with Attorney Cherof, he affirmed the Arts Commission continues to have a fiduciary duty to the City in its recommendations to the City Commission. Ms. Coles-Dobay explained that was incorrect. Ms. Arflin explained she sent him a copy of the minutes and he did not send back a correction. Ms. Coles-Dobay also disputed that statement. Ms. Arflin explained along with fiduciary responsibilities is the concept of due diligence and independent judgment. She asserted they have to do what is required of them to complete the task given to them, according to the Statute. Discussion again followed the Arts Commission has been doing that through Ms. Coles- Dobay and the members have to trust the process and it was a duplication of efforts. The members reviewed the information on the checklist was contained in information Ms. Coles-Dobay distributes to the members regarding projects. The intent of the checklist was not to insult the liaison; it was just to cover the Arts Commission. It was thought there would be one checklist completed per project which would be given to the liaison and kept with the application. Ms. Lentz left the meeting at 8:10 p.m. There were questions on the checklist; more specifically, the fund raising and unveiling plan that was known would not apply to all projects. Ms. Coles-Dobay explained it had to do with marketing the project and if they n~eded to fundraise for projects mandated by the Ordinance. It was thought adding another column to the checklist for "Not applicable." It was suggested the liaison submit her checklist with the project to the Arts Commission and they confirm the members have viewed it. Ms. Coles-Dobay explained some of the 8 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 items on the checklist were not applicable. There was discussion on maintenance plans. Motion Ms. Arflin moved to attach a checklist to every project for the Arts Commission's approval. There was discussion regarding who would fill out the checklist, and adding a "not applicable column." Motion Ms. Arflin restated her motion that they attach a checklist to every project that they are asked to approve and that the checklist needs to be consistent with the requirements in the Guidelines and Recommendations and their Statute. Ms. Arflin explained it was fine with her if the Arts Commission used her checklist or added a "Not Applicable" column. Ms. Wolfe seconded the motion. The motion passed 4-2, (Ms. Richman and Ms. Lentz dissenting.) Mr. Slocombe would not vote and claimed to abstain. XI. MASTER VISIONING PLANNING A. Subject and format for October 11, 2008 workshop Chair Ready explained this would take place at the Intracoastal Park Clubhouse from 10 a.m. to 2 p.m. Chair Ready explained they were continuing to work on the Master Plan. So far they worked on the Imagineering portion regarding what the Arts Commission would like to see happen in different areas of the City, and they would continue that process. If the members wanted to review the Guidelines and Recommendations verbiage, the workshop would be a good place to do it, since it was the backbone of the Master Plan. The deadline for the plan was October, but they were shooting for January. Ms. Arflin explained information she di~tributed at the last meeting details what is I supposed to be included in the Master Plan. She spoke about grants, donations and fundraising. Ms. Coles-Dobay explained that information is contained on page 56 of the Guidelines and Recommendations. At the workshop, the members could break into small groups and each take a section. They discussed that they did not need to address that issue immediately. There were ongoing projects, and Ms. Coles-Dobay explained the members should not limit themselves. It was thought the Historical Art Markers could be the Art Commission's first attempt at fundraising. The members discussed the Arts Commission's responsibility to develop a structure and build an organization. The Arts Commission should recruit someone or an organization outside 9 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 the Arts Commission to do it. If a structure is put in place to accomplish those goals, it was suggested looking at it with that perspective. Ms. Tengbergen explained funding is very tight right now. She routinely looks for arts grants all year and there was nothing available. She also searches grants at the Grants Library in West Palm Beach and they did not have anything. She would be willing to look for grant opportunities, but advised she did not see anything at the immediate moment. Chair Ready also noted once the City's non-profit was established, they could apply through the non-profit. Ms. Arflin explained the Master Plan requires them to integrate those concepts and details how to set up a program for different areas they want art to serve. It had to be a system. Ms. Tengbergen explained VSA in West Palm Beach has that kind of networking and events where artists donate paintings that are auctioned and that money goes to the fund-raiser. She inquired if the Arts Commission could interface with those groups. Ms. Richman and Ms. Lentz left the meeting at 8:50 p.m. Ms. Arflin reviewed different items to be reviewed at the workshop. It was suggested moving forward with items discussed atthe last workshop and one or two items of the Guidelines and Recommendations. Chair Ready thought the members should read the document and just address the matter. The Guidelines and Recommendations do not indicate how to implement educational programs, and those items needed to be included in the Master Plan. Ms. Coles-Dobay had suggested if the Guidelines and Recommendations were changed, they would have to have them approved by the City Commission. The Guidelines and Recommendations were tied to the Master Plan. Motion Ms. Arflin moved to do the first two items on the list for inclusion in the Master Plan and they tackle numbers one and two and try to accomplish them. Ms. Wolfe seconded the motion that unanimously passed. XII. UNFINISHED BUSINESS This item was not addressed. XIII. FUTURE BUSINESS A. Fire Station #5 E.O.C. B. Dr. Mote's C. Jaycee Park 10 Meeting Minutes Arts Commission Boynton Beach, Florida September 23, 2008 XIV. ADJOURNMENT There being no further business to discuss, the meeting duly adjourned at 8:57 p.m. ~u<<- (Jj;Ltil- Catherine Cherry -.. G Recording Secretary 092608 11