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Minutes 05-26-09 MINUTES OF THE BOYNTON BEACH ARTS COMMISSION MEETING HELD ON TUESDAY, MAY 26, 2009 AT 6:30 P.M., AT FIRE STATION #2, 2615 WOOLBRIGHT ROAD, BOYNTON BEACH, FLORIDA PRESENT: Barbara Ready, Chair Debby Coles-Dobay, Public Art Barbara Lentz Administrator Christine Moeller (arrived at 6:42 p.m.) Nubia Richman (arrived at 6:38 p.m.) Sherie Tengbergen Halena Wolf (arrived at 6:42 p.m.) Dana Cook, Alt. Donn Davenport, Alt. ABSENT: Anderson Slocombe I. CALL TO ORDER The meeting was called to order at 6:30 p.m. II. ROLL CALL OF MEMBERS Self-introductions were made. John McGovern was introduced as a visitor. III. AGENDA APPROVAL Motion Ms. Lentz moved to approve the agenda. Mr. Cook seconded the motion that unanimously passed. IV. ANNUAL BOARD CHAIR & VICE CHAIR ELECTION Ms. Lentz nominated Barbara Ready as Chair. Mr. Cook supported the nomination. The nomination was passed. Ms. Lentz nominated Mr. Slocombe. She inquired if she could do so if he was not present. Ms. Coles-Dobay had spoken with him and he indicated he would be interested in serving as Vice Chair. Mr. Davenport supported the nomination. The nomination was passed. A recommendation was made that if the members cannot attend the meeting, they should advise the Liaison. 1 Meeting Minutes Arts Commission Boynton Beach, FL May 26, 2009 V. ANNUAL BOARD CHAIR & VICE CHAIR FUTURE ELECTION DATE Due to Board appointments occurring in December, there was agreement to hold the election of Chair and Vice Chair in January. Motion Ms. Tenbergen moved to hold the elections in January. Ms. Lentz seconded the motion that unanimously passed. VI. BOARD CHAIR STATEMENT Chair Ready read the following statement into the record: “As you may be aware, on May 5th, the City Commission accepted the resignation of Cheryl Arflin from our Board. We thank Cheryl for her service and wish her well. We are grateful to Mayor Taylor and the Commission for making the time to read our minutes and for taking an interest in the well-being of our Board. As we conduct the Art in Public Places Program business, I remind you that this is an advisory board only. We are not a quasi-judicial Board. Our duty is to make recommendations to the City Commission on matters concerning the visual arts. This Board is not legally or financially responsible for the final decisions that are made by the City Commission. Items brought forward on the agenda for our consideration, are the efforts of the Art in Public Places Program and will be facilitated by the Public Art Administrator who is the City’s liaison to our Board. Recommendations emerging from the Arts Commission deliberations, will be conveyed to the City Commission through the Public Art Administrator. The PA Administrator is aware of the legal limits of the AIPP Program and will facilitate the AIPP business within the legal limits of the program. If there is a question regarding these procedures, they should be addressed to the PA Administrator. It is the PA Administrator’s responsibility to bring matters and questions to the proper City staff for clarification. No Arts Commission Board member shall represent the AIPP Program while on this Board as legal counsel on any item or document, nor are they to assume that they have the authority to suggest that they can make any legal recommendations. As the Sunshine Law precludes us from speaking to each other on AIPP matters, you may contact the PA Administrator to address any questions. If you are unable to access the documents that are emailed to you prior to the meetings, it is your responsibility to contact the PA Administrator to obtain information. As we are the Arts Commission and we make decisions concerning the visual and public arts, you should have knowledge about the Public Art industry. The PA Administrator has provided a wealth of references for you to gain this knowledge. If you need additional knowledge, please contact the PA Administrator. Upon occasion, the Board will request or be presented with an educational session and/or speakers on PA topics. All due respect will be shown. 2 Meeting Minutes Arts Commission Boynton Beach, FL May 26, 2009 We have recognized that our Guidelines and Recommendations document needs updating, and have directed the PA Administrator to take the proper steps to facilitate and initiate this process. In light of the fact that as Board members we are all volunteers and are all deserving of common courtesy and mutual respect, some basic procedural ground rules will be established that will improve Board productivity and allow us to accomplish the tasks set before us each month. 1. As we hear items on the agenda, the Chair will present the information to the Board and the PA Administrator will add any additional information. 2. Once the presentation is completed, each Board member will have up to 3 minutes to speak on the item, and only on the item before us then. 3. Each Board member wishing to speak will raise their hand to be recognized by the Chair, and will not speak until recognized. 4. We will not tolerate anyone talking out of turn or talking over any else. 5. We will not tolerate any sidebar conversations. 6. Keep on topic. If you go off topic, the Chair will stop you. 7. Once everyone has had their 3 minute speaking opportunity, the Chair will ask for a motion and a second. 8. If necessary, a brief 5 minute general further conversation will be allowed, and then the motion will be voted upon. 9. All regular Board members must vote. If you choose to not vote, your vote will be recorded as a YES vote per Robert’s Rules of Order. 10. If you are late, you will not be caught up to speed. If you are absent, it is your responsibility to review the minutes for updated information. 11. It is expected that every Board member read the information provided to you by the PA Administrator prior to our meetings, and come prepared for discussion. If you do not agree with these rules of procedure, your resignation will be accepted. Respectfully submitted, Barbara Ready, Chair AIPP Arts Commission” VII. BOARD CONDUCT, FUNCTION AND GOALS This item was addressed in Item VI. There were no questions or comments regarding the statement. VIII. APPROVE MEETING MINUTES - Approval of March 24, 2009 minutes Chair Ready made the following changes: Page 1, Call to Order, “Ms. Coles-Dobay advised some of the members Mr. Slocombe and Ms. Richman called Ms. Coles-Dobay . . .” Page 2, ninth line, regarding the “Invitations and posters would be sent electronically; however, the event was open to the public. The event was by invitation only.” Last paragraph, second line should read: “The Community Redevelopment Agency would pay for two police officers to be on site and an electrician. They City staff will also provide clean-up services before and after the event, during business hours.” 3 Meeting Minutes Arts Commission Boynton Beach, Fl May 26, 2009 Page 4 second line "It was noted the subject wall was aG 30 feet by aG .12....feet." Third paragraph, "It was noted there was a mural painted on the Pantry, OOt-the cost '.\'3S not known $8,000. Page 7, second to last paragraph should read "Ms. Coles-Dobay explained the Artists of Palm Beach County operates are scheduled to contribute to the Arts Connection Program on June 15th." They had a panel discussion of issuing the Call to Artists for the Library within the Artists of Palm Beach County group, similar to the exhibit by the Boynton Camera Club. There are approximately 4,QOO 100 artists in the group." Motion Ms. Richman moved to approve the minutes as amended. Ms. Lentz seconded the motion that unanimously passed. IX. ANNOUNCEMENTS A. June meeting date change from June 23 to June 30 There was consensus to meet on June 30, 2009. Mr. Davenport advised he was out of town until July 2, 2009. X. PUBLIC ART PROJECTS A. Im3ge (sic) Imaoine Charter School (emailed 5/21) Ms. Coles-Dobay reviewed the particulars of the project and logo as contained in the meeting handouts. The piece consisted of sunflowers five to six feet measured from the ground to the tallest flower. The art would be made of cast bronze and stainless steel, and located in front of the Imagine Charter School on High Ridge Road. The budget for the piece was $21,000. The members reviewed the proposed work and comments received were: . The artwork was visually too small and was not in proportion to the school. . The piece was unimpressive and there should be alternatives provided. . The piece did not relate to the logo, and conceptually, it did not relate to Imagine. . A water feature would be nice, but it was acknowledged there were water restrictions. The flowers were 18-inches wide and there were five flowers making the total piece quite wide. The height of the work was also discussed. Other members liked the concept as it was and collectively, the project was acceptable. There was brief discussion about the logo; however, the handout depicted the concept. The project was structurally sound and would meet the City's wind load standards. Motion Ms. Moeller moved to accept their (the artist's) concept of the structure as presented. Ms. Lentz seconded the motion that passed 5 to 2 (Ms. Wolf and Mr. Davenport dissenting.) 4 Meeting Minutes Arts Commission Boynton Beach, FL May 26, 2009 B. Artavox The event went well. Ms. Coles-Dobay and the Committee were commended for doing a fine job. Two hundred and fifty people responded to the invitation and a little more were in attendance. The Committee thought the event was their best Artavox event ever. Compliments were also received on the activities held for youth and adults. The only glitch involved having a slide presentation during the day. The projector did not have the correct bulb. At dusk, however, the presentation was viewed and the only comment was the timing of the slides was too fast. The Committee planned to air the presentation on the Palm Beach County Cultural Committee website and the Artists of Palm Beach County would put it on their website as well. Ms. Coles- Dobay would try to put on the City website. It was suggested the presentation be aired on BBTV. C. Arts Connection On June 15, 2009, the Artists of Palm Beach County will hold a reception and exhibit at the Library. Artists would provide tours of their work on the second floor and artists who write, would hold recitals and poetry readings. Attendance varied in the past and it was mentioned the Art Connection program meets at the same time as the Boynton Beach Historical Society. Nothing was scheduled for July or August and the members were asked if they wanted to break during those months. In the meanwhile, the members could think of ideas for the program. Discussion followed if the Committee wanted to hold events over the summer, it could be an opportunity to highlight local artists or student work as they were working with Beth Slatery from Boynton Beach Community High School to have students participate in the events. There may be other resources they could use, but it was noted there was a lot of work involved. The Library does not close during the summer and It was thought it was important to be consistent. Some members wanted to have a workshop or hands-on activity at the Library while others wanted to wait and hold an event in October - publicizing the October event in September. The members were asked to come back with suggestions for artists or subjects. Ms. Coles-Dobay explained she was discussing a demonstration with the Artists of Palm Beach County who were interested in holding one. She indicated she would follow up on the suggestion and the item would be placed on a future agenda. 1. Library selection and art exhibit Three pieces of art were selected by the Selection Panel for permanent placement in the Library. On June 15, a letter to the Hunters Run Community Relations Board would be sent. Their donation was $2,500 $1,500 and the pieces totaled more than the donation. One of the Board members present at the Selection Panel meeting thought more monies could be added to the donation. They would make the final decision whether they would have the third piece. It was noted the three pieces were exhibited at the Library. At the same time, they had the Selection Panel for the new exhibit from the Artists of Palm Beach County. The switch will be made on June 2, 3, and 4th and then on June 15th, they would hold the reception and the Artists of Palm Beach County would be present to offer tours, interact and entertain. 5 Meeting Minutes Arts Commission Boynton Beach, FL May 26, 2009 At the Artavox event, Ms. Lentz reported some of the artists were upset. The Arts Commission selected six paintings from one artist and they indicated they would not submit artwork to the City in the future. She suggested the Arts Commission limit how many pieces would be chosen from one artist. Ms. Coles-Dobay explained she spoke with the President of the Artists of Palm Beach County about the matter. A separate Selection Panel selected the pieces. The panel was comprised of an Arts Commission member, the Library Director, two Library Board members, a Hunters Run Community Relations Board member, who is an artist, and a member of the Artists of Palm Beach County organization. Members agreed it would be better to limit how many pieces an artist could submit, and after discussion, there was consensus to limit the artist to submitting three pieces. 2. Sims Center Exhibit The Boynton Beach High School Student Exhibit was available for viewing at the Sims Center. Members were invited to view the work. XI. ARTISTS SELECTION METHODS A. Guidelines and Recommendations Pages 30 & 41-45 (emailed 5/22) Ms. Coles-Dobay explained the Guidelines and Recommendations were carefully and comprehensively written and adopted. They are part of an Ordinance. The information was taken from nationally proven programs and customized to fit the needs of Boynton Beach. They were the foundation for their Master Plan and it clearly spelled out the process they take and the methods and operation of the program. The program has operated legally. She conferred with the City Attorney many times when challenges or issues arose, and the program was correct, proper, legally sound and functional. Since the Arts Commission was addressing the visioning part of their Master Plan, they were updating some of the terminology, not the intent, and were layering the program. At the last meeting, the Board wanted the Liaison to verify the section about art and art selection. She met with the Legal Department who verified the intent and methods to procure art and artists were varied, and not limited to commissioned pieces. Furthermore, it did not have to be a Call to Artists, or a commissioned project. Other programs that have master plans procure art in the same way. She checked with the Florida Association of Public Art Administrators to compare programs, and Boynton Beach was correct. This methodology was researched in the past, recently reviewed, scrutinized and found to be operating properly. Ms. Coles-Dobay reviewed the document and highlighted changes. A copy of the updated section was included with the meeting materials. There was discussion about the wording “Public Art Administrator and Arts Commission”. It was explained the Arts Commission was included as the decision maker and the Public Art Administrator was included as the facilitator. With the economy and budget constraints, some Public Arts Administrators were being let go. If that should occur, the document would not need to be changed because it gave the Arts Commission the ability to move forward. Additional changes such as adding community outreach instead of listing all the City programs, neighborhood associations, organizations, neighborhood art galleries, local schools and art and other organizations were made. Once the Arts Commission is through with the master and 6 Meeting Minutes Arts Commission Boynton Beach, FL May 26, 2009 visioning processes, the document would go before the City Commission for approval. Then the members would have a clean copy. Additional discussion about the language regarding the Call to Artists and an initial Call to Artists followed. At the time the document was written, the members anticipated hiring an outside firm to produce the Call to Artists documentation but is was not necessary, as it could be handled in-house. Typically there are two phases to the Call to Artists. There was a Request For Qualification and a Request For Proposal. The responses are shortlisted in-house and the Call to Artists is issued electronically. If there are artists who want to be notified, they could contact the Liaison, go to the website at the Library, or hardcopies could be mailed. Additionally, there was a bulletin board at the Library with the information. It was also suggested the Library kiosks have the information, as well as putting in on BBTV. Motion Ms. Lentz moved to accept the arts procurements updates. Ms. Wolf seconded the motion that unanimously passed. XII. QUARTERLY BUDGET REVIEW (handed out at 4/24 meeting) The budget was reviewed. The country was in a recession and building activity has slowed. The handout reflected projects in the system. Developers complete an art application form and the Liaison stays in touch with them as many of them apply for site plan time extensions. Last year, 70% of their funding came from renovation projects. This year Ms. Coles-Dobay was cutting that figure back to 50%. Arts Commission funds are generated from the 1% Art in Public Places Ordinance. The budget, which uses 30% of the 1% fee would be kept to a minimum. This year’s budget is $152K and she anticipated spending $130K. There was $22K available to spend on public art acquisition and the Avenue of the Arts pieces will need to be selected. A Year in Review Handout of public arts projects in Boynton Beach was distributed. Nine projects were completed and $56K worth of development projects was facilitated. The City Art in Public Places Program was $54K. They integrated many of their programs with other entities at different City facilities. The Community Redevelopment Agency gave $10K to fund the dumpster program. The Avenue of the Arts was discussed, and it was pointed out the artists whose pieces were displayed had the understanding that at the end of the season, one piece from the entire Avenue of the Arts collection would be purchased. Ms. Coles-Dobay explained the Avenue of the Arts was a win-win program. The artist would receive publicity and as their work was for sale, if someone purchased it, 10% of the proceeds would come back to the program. It was also known some artists considerably reduced the price of their pieces last year. Mr. Davenport left the meeting at 8:05 p.m. XIII. VISION PLAN PROGRAMS AND EVENTS A. Avenue of the Arts 2009 Programs and events (email info 3/18 and handed out at 4/24 meeting) 7 Meeting Minutes Arts Commission Boynton Beach, FL May 26, 2009 It was questioned whether the Arts Commission should purchase one of the on-loan pieces. Discussion followed that with the current economic climate, now may not be the time to make any purchases. A list of the artwork and their prices was distributed. Ms. Coles-Dobay sought direction. Mr. Cook left the meeting at 8:12 p.rn. The Sailfish piece was discussed. Mr. Cook and Mr. Davenport returned to the meeting at 8:13 p.rn. The artist was negotiating and another artist came in under him and got the spot. As a result, the artist did not submit his piece to the Arts Commission for consideration. The Board Liaison clarified at one point, the Community Redevelopment Agency was interested in acquiring art for the Promenade Roundabout. The artist was interested in putting in a proposal but the Community Redevelopment Agency did not have funds. It was a misunderstanding of the proper entity to deal with. It was suggested if the members were entertaining purchasing the sailfish, consideration should be given to the other artist as well. On a different topic, Artist Melissa Markowitz was meeting with engineers this week to install the art piece she had previously donated. Each member reviewed the art and announced their selections. There was consensus to buy two pieces of art if they could negotiate the prices down. The selected pieces were "The Family" and the mermaid "Serena." Mr. Cook suggested waiting on making a purchase until the new selections for the Avenue of the Arts were made; however, the pieces could be moved and the Arts Commission moved forward to acquire the pieces. Motion Ms. Tenbergen moved that Ms. Coles-Dobay negotiate a price on the mermaid (Serena) and The Family. Ms. Wolf seconded the motion that passed 6-1 (Mr. Cook dissenting.) Ms. Coles-Dobay requested the members scout locations for the art. The members liked the present location of the mermaid and the "Family." She requested the members come back to the next meeting with locations although it was noted some members liked the pieces where they were. B. Programs and events (email info 3/18 and handed out at 4/24 meeting) Ms. Coles-Dobay distributed information on proposed events and programs for the members to review and prioritize. The members needed to decide what they wanted for Avenue of the Arts this year and whether it should be eco art or kinetic art. The theme was supposed to be eco art, but there was not a lot of information 3'/ailable on it. at that time there were not a lot of artists known that participate in eco or environmental art. After each member discussed their preferences, there appeared to be consensus to use eco-art. 8 Meeting Minutes Arts Commission Boynton Beach, FL May 26, 2009 Ms. Coles-Dobay would put together a Call to Artists and mold a criteria and then get contacts. Some of the pieces are mixed media and the members would bring back information on resources, contact information and addresses. Ms. Tengbergen reported she attended the Florida State Alliance for the Arts Education. A presentation made was artists throughout were all starving artists and counselors in schools were not promoting the arts. She suggested one of the goals of the Arts Commission be to promote art. In the U.S., 1.25 million people are hired in the arts industry and the video and animation industry was huge. Right-brained individuals would be sought in the 21 st century. She thought it was important to get the word out, and suggested the next Art Connection push art careers. Junior and senior students could be invited to see what was available. She advised Mr. Pink, who studied the issue, would be speaking at the Kravis Center on May 28, 2009 at 7:30, about the matter. Mr. Davenport agreed art should be on the agenda. He thought the arts was always lacking in the educational setting. Ms. Tengbergen explained the Ringling School of Art and Design has information about what the jobs were and how much they make. It was a good resource. She suggested the members email the school to obtain further information. There was agreement to proceed as Ms Coles-Dobay suggested. XII. UNFINISHED BUSINESS None. XIII. FUTURE BUSINESS None. XIV. Adjournment There being no further business to discuss, the meeting properly adjourned at 8:46 p.m. C (uIV/U,'}~(jJLQjULL~ Catherine Cherry 71 Recording Secretary v 060309 9