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Minutes 10-11-08 MINUTES OF THE BOYNTON BEACH ARTS COMMISSION MEETING SESSION 3 – ART IN PUBLIC PLACES VISIONING MASTER PLAN WORKSHOP HELD ON SATURDAY, OCTOBER 11, 2008, AT 10:00 A.M. AT THE INTRACOASTAL CLUBHOUSE, BOYNTON BEACH, FLORIDA PRESENT: Barbara Ready, Chair Debby Coles-Dobay, Public Art Administrator Cheryl Arflin, Vice Chair (left at 1:40 p.m.) Barbara Lentz Christine Moeller Nubia Richman Anderson Slocombe Halena Wolf (arrived at 10:51 a.m.) Dana Cook, Alternate Sherie Tengbergen, Alternate I. CALL TO ORDER The meeting was called to order at 10:02 a.m. II. ROLL CALL OF MEMBERS Self-introductions were made. III. AGENDA APPROVAL Motion Ms. Moeller moved to accept the agenda as written. Mr. Slocombe seconded the motion that passed unanimously. IV. IDENTIFY PROGRAM COMPONENTS A. Educational Programs Chair Ready advised, in addition to discussing educational programs currently offered, it would be necessary to suggest programs to be offered. Current programs offered included “Art Connection,” a lecture series held monthly on Monday evenings at the Library. The following dates and series had been scheduled: 1 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 ?October 13, 2008: Public Art at Boynton Beach Town Center ? November 17, 2008: The Highwaymen ? December 15, 2008: Ralph Papa ? January 26, 2009: Boynton Beach Community High School Student Exhibit and Presentation ?February 23, 2009: Boynton Beach Camera Club. Ms. Tengbergen would attempt to secure coverage for these events. Chair Ready urged the members to attend the programs in support of Ms. Coles-Dobay’s efforts. Ms. Coles-Dobay requested the Board suggest other programs that would connect artists and artwork to the public. Artists such as Mark Fuller, who completed the Town Center Public Art project, could provide a lecture leading the public through the process. Suggestions for additional Art Connection programs included: ?Kinetic Art. Kinetic artist, Ralfonso, could be invited back. He had previously provided a video on Kinetic Art that was entertaining, informative and educational. ?Elementary and middle-school students. A number of schools had been incorporating recyclable art projects, or Green Art, into their curricula. Students could display and discuss their projects at the Art Connection, and awards could be given for schools going Green. It was noted the Resource Center in West Palm Beach carried recyclable items such as Styrofoam peanuts, old albums and cardboard tubes. It was suggested schools be approached and a mailing sent out to art teachers, thereby connecting community service with the Art Connection. Ms. Lentz noted she possessed a mailing list for private schools. High school students participating in the program could receive credit for community service hours, upon the school’s approval. Ms. Tengbergen was acquainted with Tom Pierson, a music, drama and art instructor, and recommended he be contacted. She offered to provide one-hour lessons for students to craft “genius boxes” or other creative projects. ?It was suggested artist Frank Varga be approached to lecture at a program. He was an excellent speaker, and his artwork had been displayed at the Sims 2 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 Center. Once the Seahorse Fountain was installed, Mr. Varga could discuss the process. ?It was suggested artists contributing to the Congress Avenue Community Park for the disabled be invited to discuss the topic of special needs. ?An opportunity could be provided for students to showcase art-related projects to senior citizens. This would also provide mentoring opportunities by connecting the elderly to the students. ?The Morikami Museum would be installing an Alzheimer’s Walk to promote good health and stimulate the minds of individuals with the disease. It was suggested “Ruth,” who was in charge of the Alzheimer’s program, be invited to speak at an Art Connection program. ?It was suggested a community celebration, centered around the holidays, Green Art and Eco Art, be held in the mall. ?Ms. Coles-Dobay had been working with Stacey Robinson, Program Director for the Youth Violence Prevention Project (YVPP). A pilot art program for teens had been conducted during the Spring Break Celebration in April 2008. Youngsters had participated in a day class and created a banner expressing the theme, “Let’s Swim Together.” The theme allowed teens to express the diverse culture of Boynton Beach by depicting sea creatures and adding positive cultural embellishments. At the conclusion of the Spring Break session, Ms. Robinson held an open house which was coordinated with the Sims Center reception. The banner had been showcased, and a film clip shown evidencing class outcomes. Approximately 20 young people participated in the program. Ms. Coles-Dobay was attempting to secure sponsorship for a program of this nature to bring in an artist or muralist to instruct the classes in the all phases of the arts. ?Ms. Coles-Dobay recently met with a Youth Violence Prevention Project (YVPP) program provider. The Youth Violence Prevention Project (YVPP) obtained grant monies from the State to fund their programs, and each provider obtained program monies as well. The provider with whom Ms. Coles-Dobay connected felt she could include a program in her funding source. Opportunities included placing Highwayman-style murals or banners on construction fences as well as areas of the Library. Other possible opportunities through sponsorship dollars included mural instruction classes for youngsters in a controlled environment. ?Ms. Coles-Dobay met with CRA staff to discuss a mural program and funding of at least $5,000. Economic trends forced sponsors to reduce funding drastically. The Auburn Group had previously sponsored the CRA’s “Holiday Extravaganza.” 3 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 Events this year had been cut from four to two, and Auburn may not be able to sponsor either event. Funding was not available for the Heritage Fest. It was anticipated the economic situation would improve next year, as projects underway should be completed, and the CRA would receive Tax Increment Financing (TIF) monies. It was noted the Palm Beach Women’s Bar Association had also worked with youth violence crime prevention. ?A graffiti art competition was suggested. This could tap into young individuals’ creativity, and connect youths with the Boynton Beach Police Department by providing a means of fingerprinting and identifying individuals. If done in a controlled environment, graffiti art could be successful and an attraction for younger individuals. ?A program centered around cell phone photographs was suggested. A contest could be initiated on a particular subject. ?It was noted the Youth Violence Prevention Project (YVPP) lacked visual arts programs. Ms. Coles-Dobay advised the cost for a muralist or artist to conduct the banner art program was approximately $5,000. This would include materials and would provide two classes per week for four or five weeks. The artist’s time constituted one of the major costs. ?It was suggested Carlton Cartwright, a photographer from West Palm Beach, be invited to speak at an Art Connection program. Mr. Cartwright obtained grant monies for the purpose of instructing troubled teens in making movies and taking photographs. He could possibly provide a funding source as well. Mr. Slocombe would provide Mr. Cartwright’s contact information. Ms. Coles-Dobay had been working with Beth Slatery, the art teacher at Boynton Beach Community High School, to identify opportunities for the students to earn community service hours. These opportunities included serving as docents during Avenue of the Arts tours, offering tours of the Library exhibits, and showcasing the students’ artwork at Art Connection programs. Ms. Coles-Dobay and Ms. Slatery had worked on the program for six months, and their efforts resulted in the creation of a Public Art Community Service Award program. It was noted Ms. Slatery was in the process of preparing artwork for a two month on-loan display at the Sims Center. Ms. Coles- Dobay indicated it would be necessary for the school’s principal to endorse the programs and to approve leave time for the students to participate in the tours. Daytime after-school classes had been provided during the summer. The Sims and Hester Centers had offered after-school classes for children from 3:00 p.m. through 4 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 5:00 p.m. The Art Center, Library and Schoolhouse Children's Museum provided tours and field trips for students. One adult was required for each group of eight children. While additional adults were needed, the City did not have available staff. Therefore, high school students were being trained to participate in the tours. give tours to the groups from the Arts Center, Library, Children's Schoolhouse Museum and other groups outside the City. Trolley tours could be considered for the future. Trolley drivers could be trained to provide informational tours on the Ocean Avenue route for an Avenue of the Arts celebration. A suggestion had been made to invite a school choir to perform at various stops along the route. It was pointed out adult supervision would be necessary for a school choir, and permission slips would have to be obtained. In order to be fiscally prudent, Chair Ready suggested the Board explore opportunities to piggyback on existing events. Other programs suggested included: . A wall at the basketball court. . Art as therapy for people with, or who had overcome illnesses or disabilities. Chair Ready noted some of the programs could be offered at senior centers or Alzheimer's facilities, as directors were always seeking stimulating activities. . Although color blind, Mr. Cook painted and expressed an interest in working with children who were color blind. This could be tied into a program for the Schoolhouse Children's Museum or art therapy. B. Cultural Experiences Programs that had been, and were currently offered included Avenue of the Arts, the Art Connection and the Highwaymen Project. While funding had been cut for the Heritage Fest, the community could undertake this effort if it wished to do so. The event had been successful, and an evaluation would be made by the Board to determine whether it should be considered for the future. Chair Ready reiterated the importance of piggybacking on existing opportunities. The CRA would be hosting the upcoming Holiday Extravaganza, as well as the Fourth of July celebration. The Board suggested piggybacking on the City's Holiday Extravaganza celebration. A suggestion was to include different holidays for different faiths. Elements of Art could provide visual examples of the manner in which various cultures approached life situations. Chair Ready believed the celebration of different nationalities and ethnic groups might be more appropriate for an Art Connection program. It was 5 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 It was also suggested different groups put together a Christmas Tree, or “cultural art tree,” which reflected their culture and diversity by the use of artistic elements. Tours of the trees could be offered, and an art show auction could be held to sell the decorated trees. Banners could be displayed at the Holiday Extravaganza and Girl Scout Troops, schools and churches could represent their faiths and cultures. Federal Highway, which would be closed to traffic, could be decorated with chalk art. Discussion ensued as to Art in Public Places (AIPP) banners. It was suggested the banners reflect a holiday theme, and be placed at the Holiday Extravaganza concert site. A contest could be held and prizes awarded. It was noted Recreation and Parks was responsible for signing up individuals who wished to participate in the Holiday Extravaganza. It was suggested an addition be added to the sign-up form for those interested in participating in the banner contest. It was suggested a letter be sent to the Palm Beach County Girl Scouts to determine whether they wished to be involved in the event. Ms. Coles-Dobay indicated it would likely be too late to participate in this year’s event. If so, the board could suggest a theme for the next Holiday Extravaganza, including the banner art and Christmas cultural art tree exhibition. A call to artists could be initiated next year, or cultural groups could be solicited to participate in a cultural art tree exhibition. The trees could be placed on the grounds of the Schoolhouse Children’s Museum and exhibited in the vicinity of the large Christmas Tree displayed annually. Trees submitted by the artists or groups would be decorated for the season and would be installed on the grounds by the artist or group. An award or cash prize could be offered as an incentive. The Board would be responsible for marketing and advertising the event. It was noted installation of the trees outside could present safety issues and would have to be protected and guarded. It was felt a more suitable location for the cultural art tree would be inside the Mall or Library. Chair Ready suggested putting out a call to artists for the cultural holiday tree to be placed on a float in the holiday parade. The artist could take back the tree at the conclusion of the parade, thereby relieving the Board of any responsibility. Cultural groups could be encouraged to participate as well. While a more permanent display was preferred, there was insufficient space in the Library for a display of trees. It was suggested the Sims exhibit be included as a cultural experience. Funds had been provided for the Board to purchase artwork from the Sims On-Loan program. Several of the Board members would be serving on a selection panel next Thursday from 1:00 p.m. to 2:30 at the Sims Center. The panel would select the artwork on 6 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 from 1:00 p.m. to 2:30 at the Sims Center. The panel would select the artwork on exhibit for permanent placement, as well as the new exhibit to be displayed which featured photographs of the Boynton Beach Camera Club. Another cultural experience would include Public Art educational workshops sponsored by the Board and held on a Saturday at the Woman's Club. Ms. Coles-Dobay suggested the Board sponsor an Art Connection program presenting the merits of art and its benefit to the community. Discussion ensued as to "getting the word out" and the use of marketing tools. Ms. COles-Dobay advised current methods included email blasts, mailings to Homeowners' Associations, the City newsletter, the City's website and BBTV. Beginning Monday, 15- minute segments on Avenue of the Arts would be aired on BBTV. The Boynton Forum recently featured a cover story on artist Mark Fuller. Ms. Coles-Dobay regularly informed the Palm Beach County Cultural Council of City events. Avenue of the Arts brochures were placed at City Hall and other City facilities. Flyers could be sent out with utility bills, but this would have to be scheduled. Flyers could also be sent to community groups via the Neighborhood Associations, posted at Publix and distributed to businesses and schools. Cultural experiences also included the ceremony, annual lighting of the Christmas Tree and concert. The Board could focus on artistic elements for the tree. Chair Ready noted Sherry Johnson, of the Community Sh\:lring Caring Center, suggested the Arts Commission set up and man an information table on the day of the tree lighting and concert. A suggestion was to have an official Boynton Beach Christmas art ornament each year that would be produced and signed by local artists to be sold at fundraisers or in stores. A call to artists could be initiated and criteria established. The Board was in favor of this suggestion, and it was recommended the Board suggest themes for the Christmas ornament for next year. Marina Fest would no longer be funded. If the Board felt this was a worthwhile activity, it could be continued if funding was provided. It was suggested the Great American Love Affair (GALA) be revived and combined with the Marina Fest in a celebration of local artists. The Green Market would commence November 1, 2008. Ms. Coles-Dobay advised she had assisted Sherry Johnson in bringing artists on board at the Green Market. It was pointed out artists would be required to obtain a vendor's license in the event of the sale of their artwork. Ms. Johnson had endeavored to provide entertainment as an added attraction. It was suggested the Board participate in some manner, possibly in the form of an educational outreach. 7 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 A green initiative had been implemented in the City and a mini educational conference had been scheduled for November 1, 2008 at the Civic Center. The subject would be “WOW, Wise on Water” and would address water conservation. Ms. Coles-Dobay would have posters displayed on Eco Art and discuss the manner in which Public Art contributed to the Green movement. Other conferences would be held periodically and would provide a platform on which the Board could piggyback. The next conference was scheduled for January 2009. The Board could participate and initiate a call to artists for submission of recyclable artwork. The Board felt this could be done in conjunction with the Green Market in January. The Board could participate in discussions relating to Art on the Avenue and the manner in which the artists utilized recycled or reused materials. It was suggested subcommittees be established for organizational purposes, and volunteers enrolled to serve on the subcommittees. Board members could work with the subcommittees. Chair Ready noted the importance of the Boards’ presence at the various events scheduled. Ms. Coles-Dobay suggested the members attend the Green Market and “WOW, Wise on Water” conference on st November 1. Ms. Tengbergen offered to participate in the January event, and possibly November, providing a demonstration as the “Water Color Gourmet.” Ms. Wolf and Mr. Cook could possibly attend the November event, and would discuss the “Opus 14 Sea Turtle” sculpture and Art on the Avenue. Examples could be provided evidencing the manner in which artists created recycled or reused art. Chair Ready inquired whether the Board wished to reinstitute the Great American Love Affair (GALA). This had been addressed in the past. The event had had been costly and had not realized a profit. The Great American Love Affair (GALA) had faced stiff competition with other events, and the Board had previously given thought to making the event more spirited. In lieu of the Great American Love Affair (GALA), it was suggested an arts and crafts event, with a section for juried arts, be held in 2010. As the Board did not have the resources for a stand-alone event, rather than focusing on the Great American Love Affair (GALA), it was recommended the Board contribute to existing City/CRA events, such as the Holiday Extravaganza. Chair Ready favored the earlier suggestion to initiate a call to artists for a Christmas ornament, and this could be done in conjunction with the Holiday Extravaganza in 2009. It was determined 500 ornaments should be produced, and this criteria would be included in the call to artists. It was questioned whether a budget should be included in the criteria. The artist would have to create the ornament, produce and sign all 500 in order for it to be an original. It was suggested the Board purchase the rights to the ornament. The artist could be paid $5 per ornament, for a total of $2,500, or receive a percentage of the sales. Suggested retail prices for the ornament ranged from $10 to $50. The event was not intended to be a “moneymaker,” but rather a means of attracting visitors into Boynton Beach. 8 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 The members recessed for lunch at 12:08 p.m The meeting reconvened at 12:44 p.m. No determination had been made with regard to the Great American Love Affair (GALA), nor had a consensus been reached with regard to the Christmas ornament. This would be further discussed by the Board. Chair Ready included the Neighborhood Art District, located in the vicinity of Boynton Beach Boulevard and Industrial Avenue, as a cultural experience. The area contained several galleries and artists, including Rick Beau Lieu, Linda Sage, and photographer Steve Thompson. Artists continued to populate the District. Discussion ensued with regard to the Avenue of the Arts Celebration. Ralfonzo, a Kinetic Artist based out of West Palm Beach, attended a previous Arts Commission meeting and offered to hold a Kinetic Art exhibit or conference. The Board was to have contacted Ralfonzo after considering his offer. A suggestion was to have Kinetic Art displayed on Avenue of the Arts for a year, and to initiate a call to artists. It was noted there were currently several Kinetic Art pieces on the Avenue. Ms. Cole-Dobay suggested initiating a call to artists next year for Green Art and for Kinetic Art the following year in conjunction with a mini conference. Chair Ready pointed out the members of Ralfonso’s organization would want to display their work. If a call to artists were initiated, she feared Ralfonzo would feel his work was inadequate. Board members suggested Ralfonzo’s work be displayed the first year only. Consensus That the Board approach next year’s On-Loan program for Avenue of the Arts in conjunction with Ralfonzo (Kinetic Art Organization President) for Kinetic Art in 2009, if he was indeed interested. If not, a call to artists would be initiated. The Board was desirous of connecting Kinetic Art to a conference, as Ralfonzo had offered his assistance. Locations for the conference would be explored. Suggestions included the Marriott, the Library or the Woman’s Club. It was suggested a portion of the conference provide networking opportunities for the artists and include an informational workshop. It was recommended a subcommittee be formed for the Kinetic Art conference. The Board would focus on Eco Art in 2010. Funding for Artavox had been cut and as such, the Artavox Celebration would not be held. 9 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 Ms. Coles-Dobay had been approached by Lucy Keshavarz, who worked with the Demetrius Klein Dance Studio. Ms. Keshavarz was desirous of attending an Arts Commission meeting to provide a presentation on Urban Landscapes, a series of alternative site dances for urban environments. The purpose of the presentation would be to determine whether the Board had an interest in hosting and marketing the event. To date, the performances had been presented in four areas of the County and were chiefly presented in areas in need of revitalization. The series called attention to the urban landscape as it had transformed, through temporary installation art, visual, performance and film art. The performances were free to the public. Ms. Keshavarz’s team would be responsible for setting up and disassembling for the performances. The urban landscape location preferred was the parking lot across from City Hall behind the Old High School. The Old High School would serve as the backdrop for a screen upon which images would be projected. Ms. Keshavarz’s team would set up during daytime hours, and the performances would begin in the evenings shortly after sundown. Performances were given once a year. If the Board had an interest in sponsoring the event, Ms. Keshavarz would prefer the performances be held in January or February. The Board agreed to have Ms. Keshavarz attend the next Arts Commission meeting. Chair Ready noted there were many empty storefronts in and around Marina Village and Ocean Plaza. She suggested the Board give thought to initiating an on-loan artwork program to display art in the empty storefront windows. Delray Beach had offered such opportunities with great success. The displays would promote artists’ works and attract visitors to the area. There was consensus for the on-loan artwork program. Discussion ensued with regard to the possibility of displaying Kinetic Art in the Mall. It would be necessary to contact the Mall Manager to determine feasibility. Another suggestion was for the art to be displayed at Avenue of the Arts, rather than the Mall. It was suggested art be brought into the business environment. Currently, artists rotated the display of their works at various businesses, and the businesses received 10% of the sales price of artwork sold. This could be given further consideration and could possibly be done in conjunction with the Chamber of Commerce. If the Board were to undertake such a program, the artwork would have to be portable, and liability issues would have to be considered. Once placed, it was recommended the artwork remain at a business location for six months to a year until it had been sold. Additional information would be provided on this suggestion. Benches and trash bins had been discussed previously. This would remain on Chair Ready’s list for future consideration in 2010. Additional considerations for 2010 would include Eco Art on the Avenue, Eco Christmas Trees and a green holiday season. 10 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 C. Community Celebrations It was suggested a Christmas Tree display be held at the Mall. The trees could be placed on pedestals protected by barrier fences. Chair Ready suggested enhancing awareness of the Avenue of the Arts. She suggested piggybacking on the Green Market, which was held every Saturday from 8:00 a.m. to 2:00 p.m., November through May. She believed Sherry Johnson would likely allow the Board to set up a table to display the works of local artists and their contact information. The Board would also be educating the public and promoting its programs. Ms. Lentz agreed to provide ceramics instructions for the duration of the Green Market. Artist Ralph Papa would be approached to determine if he had an interest in participating. It would be necessary for the Board members to commit to manning the booth each Saturday from ~ 8:00 a.m. until tiOO 1:00 p.m. throughout the season. Members could alternate weekends. The Green Market provided a family-friendly atmosphere, and as such, Board members could be accompanied by family and friends while manning the booth. Art demonstrations could be held monthly throughout the season. Ms. Johnson would be contacted, and this item would be placed on an agenda for further discussion. Discussion ensued with regard to sponsorships for the Board's events. The question was raised as to whether it would be possible to approach the Woman's Club in order to hold fundraising events in the building. It was noted the cost to rent the building was $1,000. It was agreed his item would be added to the list for consideration. The Board had previously discussed Legacy Art, such as an exhibition of John Lennon's works. This had proven to be a popular event in a number of Cities in Florida, including Delray Beach. This would be added to the list as a possibility. Chair Ready advised that the Florida Trust for Historic Preservation, a statewide non- profit organization, had selected Palm Beach County for its three-day conference scheduled for May of 2009. She inquired whether the Board had an interest in hosting an event in conjunction with the conference, such as a Highwaymen Art exhibit in the Woman's Club. She pointed out this would be an opportunity to piggyback on an existing event. Additional suggestions included a exhibition featuring Janet DeVries' book on the history of Boynton Beach. It was noted the Flagler Museum catalogued local history, and it was suggested the Board partner with the Flagler Museum for the event. Ms. Coles-Dobay pointed out the event included a bus tour wherein the Preservationists would be stopping in Boynton for an hour. Four bus tours would be offered, and Boynton would be included in the southern tour to Delray and Boca. Each tour accommodated 55 people. During the stopover in Boynton, a reception could be 11 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 Preservationists. Ms. Coles-Dobay pointed out the Woman’s Club displayed Public Art, including a mural by Bernard Thomas, and a Maryann Carroll Highwaymen piece which had been on permanent display. Ms. Coles-Dobay opined that a tour of the historic Woman’s Club highlighting the art, and the presence of the Board members, might be all that was needed. Chair Ready had encouraged the City to participate. She requested the Board give thought to this suggestion. C.Art Acquisitions and Commissions Chair Ready noted the Board’s purchases of the “Rings of Promise” and “Seahorse” sculpture, and the City Commission’s approval of the Board’s recommendation to purchase the “Opus 14 Sea Turtle” sculpture. Additionally, the Board had accepted a donation of the “Senior Woman.” The locations for the items would be placed on an agenda for further discussion. Dumpsters had been beautified with painted artwork, a bust of Carolyn Sims and the Carolyn Sims memorial, “Eternal Vision” had been placed at the Sims Center. Public Artwork would be installed at Jaycee Park and the Congress Avenue Community Park. Ms. Coles-Dobay inquired whether the Board had any other suggestions for programs to be developed with regard to acquisitions. Chair Ready pointed out the Board had progressed well on the Visioning Plan and most of the quadrants had been completed. V. IDENTITY POLICY GUIDELINES A.Procedures for Project Planning It was noted procedures for project planning had been incorporated in the Guidelines and Recommendations. The Board agreed that procedures for project planning had been in place and satisfactorily identified. B.Assessment Procedures when Working with Third Parties The Board agreed assessment procedures had been in place and satisfactorily identified. C.Art Placement Criteria, Indentify Potential Locations and prioritize Ms. Coles-Dobay noted this item had been included in the Visioning Plan on which the Board had been working. The Board agreed this item had been successfully identified. D.Donations 12 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 E.Loans and Memorials Policies for donations, loans and memorials, had been included in the “Appendix to Recommendations” which had been prepared in conjunction with the Guidelines and Recommendations. Ms. Coles-Dobay worked with the City’s legal counsel with regard to Avenue of the Arts on-loan programs and contracts entered into with artists. Also included within the Guidelines and Recommendations was a policy for artwork decommissioning. The Arts Commission had recommended that once every four years an evaluation of the Art in Public Places program would be conducted to determine its value to the City and community. If it were determined that an artwork should be removed, the Arts Commission would make recommendations for its decommissioning and replacement. Ms. Coles-Dobay distributed a draft of the “Artwork, Gift, Donation and Loan Policy” for the Board’s review and approval. The document reviewed the process utilized to accept gifts, memorials and donations. F.Collection Management Ms. Coles-Dobay distributed a sheet that was used to catalogue information on artwork in the City’s permanent collection, such as “Eternal Vision.” The sheet recorded information relating to the acquisition process. G. Administration of Public Art Fund The policy explained the manner in which the funds entered the system and how they were distributed. The program was funded through the City’s Public Art ordinance that collected 1% on development and redevelopment projects. Disbursements of the Public Art fee included 70% to the construction of art and 30% for the administration of the Art in Public Places program. Each year, Ms. Coles-Dobay presented a budget for the Board’s approval, which was subsequently submitted to the City Commission for its approval. The budget for fiscal year 2008/2009 would be presented at an upcoming Arts Commission meeting. Chair Ready suggested language be updated to reflect that activities were attended by one member of the Arts Commission and/or the Public Art Administrator, as set forth in the Guidelines and Recommendations. For instance, it was noted the Arts Commission recommended at least one of its members attend pre-application meetings to review projects. However, this was the responsibility of Ms. Coles-Dobay. At the time the document was written, there was no Public Art Administrator, and a Board member was 13 Meeting Minutes Arts Commission Boynton Beach, Florida October 11, 2008 required to attend the meetings in order for the process to go forward. As long as the City had a Public Art Administrator, that person would attend the meetings. It would be appropriate to include the language, "...Arts Commission and/or the Public Art Administrator..." suggested by Chair Ready, in the event the City no longer wished to employ a Public Art Administrator. In this manner, the Board would have the ability to remain connected with the projects. Ms. Coles-Dobay offered to review the document and highlight the changes recommended for the Board's approval. Ms. Coles-Dobay pOinted out the Guidelines and Recommendations, along with the Appendix, provided options for executing the Board's programs. Ms. Coles-Dobay and the Board would review the contents to ensure all issues were covered, and to determine whether any section required more detail. A consensus was reached that the Board had satisfactorily identified the Policy Guidelines and that Ms. Coles-Dobay would assist the Board in updating the language. Adjournment There being no further business to discuss, the meeting properly adjourned at 2:00 p.m. ~.J~ DL StePha~e D. Kahn Recording Secretary 102808 14