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Minutes 06-16-11 MINUTES OF THE BOYNTON BEACH ARTS COMMISSION MEETING HELD ON THURSDAY JUNE 16, 2011, AT 6:30 P.M., AT FIRE STATION NO. 2 2516 WEST WOOLBRIGHT ROAD, BOYNTON BEACH, FLORIDA PRESENT: Barbara Ready, Chair Debby Coles-Dobay, Public Art Donn Davenport Administrator Nubia Richman (arrived 6:35) alena Wolf H Robyn Lorenz, Alternate Christine Moeller, Alternate (arrived 6:40) ABSENT: Anderson Slocombe, Vice Chair Tiffany North, PhD I. Call to Order Chair Ready called the meeting to order at 6:34 p.m. II. Roll Call of Members Self-introductions were made. Robyn Lorenz was introduced as a new alternate member. III. Agenda Approval A request was made to move the budget review Item IX. A to after Item VII. Project Updates. Motion Mr. Davenport moved to approve the agenda as amended. Ms. Richman seconded the motion that unanimously passed. IV. APPROVE MEETING MINUTES A. February 22, 2011 Minutes Chair Ready advised on page 5, second paragraph from the bottom, second to last sentence, “She was applying for NEAR…., should read NEA. Meeting Minutes Arts Commission Meeting Boynton Beach, FL June 16, 2011 Motion Ms. Wolf moved to approve the minutes as amended. Mr. Davenport seconded the motion that unanimously passed. B. April 26, 2011 Minutes Motion Ms. Richman moved to approve the minutes. Ms. Wolf seconded the motion that unanimously passed. C. May 24, 2011 Minutes Ms. Richman advised on Page 5, first paragraph “Ms. Richman mentioned to the group that she worked in the past with a kinetic artist………………..use with the symposium,” was not said by her. It should be noted it was said by Ms. Wolf. Ms. Coles-Dobay advised on page 1, Item II, Mr. Beau Lieu was not a potential member. It should read that he was a volunteer. Motion Ms. Richman made a motion to approve the minutes as amended. Ms. Wolf seconded the motion that unanimously passed. V. ANNOUNCEMENTS/REPORTS A. Sid Walesh article in Coastal Star Ms. Coles-Dobay advised Sid Walesh, an artist whose work was displayed in City Hall, had an article written about him in the Coastal Star. Boynton Beach was mentioned several times in the article. B. Article on Seacrest Streetscape public art in Palm Beach Post June 16, 2011 Ms. Coles-Dobay mentioned the Article on the Seacrest Streetscape appeared online and in the Palm Beach Post. Ms. Coles-Dobay will write a letter thanking the artists for their contributions. 2 Meeting Minutes Arts Commission Meeting Boynton Beach, FL June 16, 2011 C. “Wild Florida” Photographic exhibit reception Thursday, September 15, 2011 from 6 – 7 p.m. The exhibit reception was scheduled for Thursday, September 15, 2011 and was currently on display at the Library. VI. INT’L KINETIC ART SYMPOSIUM AND EXHIBIT PLANNING A. Timetable for event components Ms. Coles-Dobay advised she had put together milestones for accomplishing the 2012 workshops. The remainder of the details were outlined in the timeline and there was a second sheet for reference that extended the budget to 2013. Chair Ready asked the members to review the timeline and advise if there were changes. B. Committees with updates At the last meeting, the committees discussed what was accomplished to date and organized the items into tasks. Mr. Davenport made the comment he felt efforts were being duplicated in some areas. He already received the numbers on the video production of the DVD. As he was responsible for the packaging and design of the book, the DVD was an intricate component of the book and felt efforts should be merged in that area. Mr. Davenport stated that he had already provided the costs for the areas he was assigned and felt that because the dates of the symposium were changed, the costs should be reevaluated closer to the date of the event. Mr. Davenport stated he would be interested in handling the funding solutions. Ms. Coles-Dobay advised that all members would be involved in the funding area as was discussed at previous meetings. She further advised sponsorship opportunities had been discussed at different levels. She suggested possibly setting up a meeting with Mr. Davenport to update him on the items he missed due to his absence from the last meeting. She reviewed some items brought up last month regarding the Galaxy groundbreaking and how their vision spoke greatly on what the symposium represented; She also advised of conversations she had with the architect and contact with FPL which was interested in working on the project. Mr. Davenport showed the group the book in its draft form and advised initially it was a 64 page book, including approximately 40 pages featuring artists profiles, the history of kinetic art past, present and future, an editorial theme spread throughout, ending with the CD in the back cover. He read the email he wrote to Ms. Coles-Dobay which outlined his budget suggestions for the book and the DVD. Cost quotes were based on reduced fees for professional talent. The additional cost, separate from the printing of 3 Meeting Minutes Arts Commission Meeting Boynton Beach, FL June 16, 2011 the book, would include a theme writer, editorial theme copy, the narrative on the DVD, a copy editor responsible for editing and collecting all the artist profiles, design and production. The design and production included follow through design and complete art production, stock photographs and editorial images which would include history of kinetic art forms and illustrations. The use of these talents would depend on the abilities of any volunteers that would be used. The total estimated budget was $6,250 which did not include production of the book or CD-ROM components. That would be pre- production costs only. He stated the cost formula he provided showed at what price and at what quantity the break even point or the profit margin was. Mr. Davenport further stated that after reviewing the paper mock up samples, and allowing for inclusion of the CD, he felt a package of 64 pages was not profound enough in presentation form for a $14.99-$17.99 price. He suggested the size of the book be increased by 12 pages. This would provide the additional depth of coverage the kinetic book deserved and would increase the total production costs marginally. He proceeded to give the breakdown of the number of pages per section. Mr. Davenport showed samples of different layouts and sizes to the Board members and there was a brief discussion about them. There was discussion on the number of books that would be printed. If 3,000 books were printed, some would go to artists, some would be for the promotion and others would be sold. Ms. Coles-Dobay commented that a certain level of artist should be attracted. There were artists who wanted to put their artwork in the exhibit and wanted promotional items to give to potential or special customers. The book would be very useful to them. In addition to their stipend, they would get the book and the DVD which would be a bonus for them to utilize for their own promotions. Still to be decided was how many each would receive. Mr. Davenport presented an example of the five section brochure. Ms. Coles-Dobay indicated the brochure would probably be the main information piece that let people know what was taking place, where the outdoor and indoor exhibits were located and what time exhibits would take place. There was discussion on how the books would be distributed and if the participants would purchase it or if it would be a part of their participant fee. Mr. Beau Lieu stated usually there would be a booth with a table set up that indicates to the public that books were for sale. Chair Ready suggested possibly raising the fee and include a book for vendors and artists. Mr. Davenport suggested having two fee prices, one for an advance purchase and one at the symposium itself. There was discussion on who would be in charge of exhibits and workshops and Ms. Coles-Dobay reviewed the workshop sheet with the group along with all the other components of the list. 4 Meeting Minutes Arts Commission Meeting Boynton Beach, FL June 16, 2011 Ms. Coles-Dobay wanted clarification on who the books would be sold to. The public and vendors should purchase the books, whereas the artists should get a book included in their fee. Some of the artists would be presenters also, so they would get extra books. Mr. Davenport stated the formula he provided dealt with the cost and quantity. Given those two figures and making the assumption that 2/3 of that quantity would be sold, once production is deducted, that would indicate the profit. Ms. Wolf inquired whether there was someone responsible for tracking the monies that were spent and suggested possibly forming a Finance Committee for that purpose. Chair Ready asked if anyone was interested in volunteering for the Committee, not necessarily to approve expenses, but to keep track of them. This would be discussed further at a later date. Ms. Coles-Dobay reviewed the list of artists and indicated there were some that called and showed interest in the symposium. She also advised ASCI (Arts and Science Collaborations Incorporated) was interested in helping to promote the symposium. Ms. Wolf advised there were many artists who make kinetic art that were in the form of primitive and naïve, and inquired whether there would be interest. Ms. Coles-Dobay advised that was a topic of discussion as to what the art forms were and what should be included in the symposium. The group should add or approve which ones should be highlighted for the event. Mr. Davenport advised, included in his budget for the book, was a need for an editor that would be responsible for collecting the artwork from the artists, gathering their bio information and possibly could be of assistance to others who needed help. Ms. Coles- Dobay advised this would be discussed, and advised it was similar to the Avenue of the Arts, in that bios are collected in order to participate in the exhibit. It was important for the committees to work together and participate as a group to communicate the different arts and different needs required. There was discussion about Kinetic King and some of the work he was involved in and possibly using him for the kick off display with a video behind him that showed all his other productions. There would be further discussion about this at future meetings. Ms. Coles-Dobay advised she would further define the committees for the next meeting. Ms. Wolf provided an update on the Education Committee. She advised she had been working with the Palm Beach County School District. Rein Triefeldt had put together an educational and curriculum based project, where students would create a solar tree and create individual solar leaves. It was presented to the Palm Beach County School 5 Meeting Minutes Arts Commission Meeting Boynton Beach, FL June 16, 2011 District and they wanted to include it in their funding for next year, along with the opportunity to get Rein Triefeldt to teach this project in the school. Mr. Triefeldt had also applied for an EPA Grant and included Boynton Beach Kinetic Art Symposium in the grant proposal. She further advised Karen Nobel of the Palm Beach County School District was seeking a grant for the fall session and over the summer would ensure this was included in the curriculum. Ms. Lorenz added she was aware that schools specifically taught wind power and other things and inquired whether the symposium should be limited to Palm Beach County Schools. Ms. Wolf advised it should be attempted with one district for now, but could be expanded with future symposiums. Ms. Coles-Dobay advised on the University side, Palm Beach State College would begin discussions in mid-July. There were suggestions of possibly getting FAU involved also. Ms. Richman provided an update and advised she had been investigating different kinetic art websites to determine a suitable project for the children. She thought mobiles would be great for the 6-9 year age group. She was in the beginning stages of ideas and would provide more information at future meetings. There was discussion regarding different types of mobiles and different types of materials that could be used. Ms. Wolf advised she received an email that indicated there was a place, Resource Depot, that offered reclaimed material to utilize. C. General Discussion The general discussion was integrated in the Committees Update section. VII. PROJECT UPDATES None VIII. NEW BUSINESS A. AIPP 2011/12 budget review Ms. Coles-Dobay reviewed the Arts in Public Places budget. This year’s budget reflected the 1% public art fee for development of projects, 70% for public art projects, 30% to operating costs like salaries and materials and administrative costs. One of the costs would be the Avenue of the Arts, which was budgeted at $12,400. This year, there were additions for the projects currently in process. Part of that included the estimated cost for the International Kinetic Art Exhibit. Ms. Coles-Dobay reviewed the budget sheets with the Board in detail. She indicated the budget had been reduced as the City’s reduced its entire budget and the Recreation Department could not staff the Art Center, Sims Center, Hester Center, Intracoastal Clubhouse and all these different community centers. She suggested going out and bringing people in to rent space, use 6 Meeting Minutes Arts Commission Meeting Boynton Beach, FL June 16, 2011 the programs, recommend an artist teach a class among other things for revenue, showcasing what the City has to offer. She advised there was a group who was interested in hosting a three-day workshop in February and another one in March. They would rent the facility rooms. There were other people/groups interested in utilizing the City facilities in the future. Ms. Coles-Dobay reminded everyone about all the exhibits in the different City facilities that are on a six-month or year-long rotation. Ms. Coles-Dobay advised that an initiative of the CRA was the Schoolhouse Children’s Museum Amphitheater and included the use ofpublic art and contributed funds to create public art and integrate it into the project. Phase I of the Congress Community Park included a public art component. The Ocean Avenue public art was tentatively approved by the CRA, and included $50,000 in their budget which would fund public art to help the downtown area. Public art would be included in the budget when the Marina was completed, as well as supplying public art for the Ruth Jones Cottage. IX. EXHIBITS A. Avenue of the Arts - Publish 2011/12 exhibit invite Ms. Coles-Dobay advised every year art was looked at and the public was asked to review the art and provide feedback on the public art displays. - Consider purchase of artwork from exhibit The Board members reviewed the artists from this year and picked their favorites and which ones they would purchase if there were money in the budget. B. Artists for Library textile tapestry exhibit Ms. Coles-Dobay advised this was added due to requests for textile artists. Mr. Davenport advised he had two and would forward the information to her. There were textile pieces available from Barbara Lenz, a Boynton Beach local artist. C. 12 Voices for Art future organization exhibit Ms. Coles-Dobay advised there was another group called 12 Voices who inquired if they could be included in some exhibits in the City. They are comprised of a diverse group of artists. 7 Meeting Minutes Arts Commission Meeting Boynton Beach, FL June 16, 2011 D. Selection panel participants Ms. Coles-Dobay advised she needed participants for a selection panel. Traditionally in the past, the selection was done on the Avenue of the Arts in the meeting. She inquired if the Board wanted to continue it that way or have a separate selection panel. This would be put on the agenda for the July meeting. The Coastal Life Exhibit selection panel times would be Tuesday, July 19th from 4:30 - 5:30 p.m. and Thursday, July 21 st from 1 :00 - 2:00 p.m. X. UNFINISHED BUSINESS None. XI. FUTURE BUSINESS None. XII. ADJOURNMENT There being no further business to discuss, the meeting was properly adjourned at 8:43 p.m. W-<z (};UUiA:2JJ- Ellie Caruso Recording Secretary 8