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Minutes 11-27-12 MINUTES OF THE ARTS COMMISSION MEETING HELD ON TUESDAY NOVEMBER 27, 2012 @ 6:30 P.M., TRAINING ROOM AT FIRE STATION NO. 2, 2615 WEST WOOLBRIGHT ROAD, BOYNTON BEACH, FLORIDA PRESENT: Barbara Ready, Chair Debby Coles - Dobay, Public Art Anderson Slocombe, Vice Chair Administrator Deborah Bottorff William Combes Christine Moeller Robyn Lorenz Halena Wolf Aylin Tito, Alternate I. Cali to Order Chair Ready called the meeting to order at 6:30 p m. II. Roll Call of Members Self- introductions were made. III. Agenda Approval Debbie Coles - Dobay, Public Art Administrator advised she had one addition. She added under Announcements, D., Metcalf Dedication. Motion Vice Chair Slocombe moved to approve the agenda as amended. Ms. Lorenz seconded the motion that unanimously passed. IV. Approve Meeting Minutes — October 23, 2012 Ms. Coles -Dobay had two changes to the minutes. On page 4, Item D, first paragraph for other flies, should be for butterflies. Also on page 4, in the motion, she added kinetic to butterfly exhibit. Motion Vice Chair Slocombe moved to approve the minute as amended Ms Lorenz seconded the motion that unanimously passed. Meeting Minutes Arts Commission Boynton Beach, FL November 27, 2012 V. Announcements /Reports A. December 13 — Arts Commission Meeting Date Reminder Ms. Coles -Dobay reminded everyone that the next meeting was changed to Thursday, December 13 due to the Christmas holiday B. December 3 — Plein -Air Exhibit Ms. Coles -Dobay indicated the date the exhibit would be installed was December 3 C. December 6 — Plein -Air Presentation and Artist Reception Ms. Coles -Dobay informed the Board that the presentation and reception would take place at the Library on December 6 from 6:00 p.m. to 8:00 p.m. The event would begin in the program room with an explanation of Plein -Air art. The artwork would be up for auction. On each plaque in the exhibit, there would be a "Buy It Now" price before the auction started. There would be a book with a page for each artist and people could bid throughout the six month time frame of the artwork display. At the end of the exhibit, there would be an award for the highest bids. Ten percent would go to Art in Public Places and ten percent to The Friends of the Library. She added she hoped all the Board members would attend D. December 1 — Metcalf Dedication Ms. Coles -Dobay advised there would be a memorial for Michael Metcalf, the Boynton Beach soldier killed in Afghanistan. His mother wanted to do a dedication in his honor and wanted to have a bench and a tree planted. One of the sites he most frequented was at Oceanfront Park. There was a certain area where this could be done. Through contacts, Lucy Keshavarz, the eco walk project coordinator, had big stones that were in sitting areas. She connected with Glenda Hall and Kevin Hallahan, who did the planting, and helped put it together creating a place called "Gathering ". This was a place people could sit and remember him. The dedication ceremony would take place on December 1 at noon. On the same day, the Holiday Extravaganza was taking place with a parade, tree lighting, and a concert along Ocean Avenue. Ms. Coles -Dobay mentioned that also on December 1 at 12:30 p.m., Lori Durante who conducts the culinary and art tours in the area had a tour scheduled. She wanted to conduct an Avenue tour. Ms. Coles -Dobay pointed out that she would have to be at the dedication ceremony, and asked if anyone would volunteer to do the Avenue tour for the group of 20 -25. This would entail explaining the artwork and the artist to the group. It would begin at The Little House and conclude at The Children's Schoolhouse Museum. 2 Meeting Minutes Arts Commission Boynton Beach, FL November 27, 2012 VI. Project Updates /Approvals A. Literacy Center Public Art Concept and Public Artist Approval The members discussed the budget for the public art concept. Frank Varga, an artist, attended this portion of the meeting and displayed and explained the concept of the art he was creating as a sculpture. The sculpture would be displayed in the courtyard outside the Literacy Center on 3651 Quantum Boulevard. He showed a miniature model of the sculpture he was creating The finished size would be 5.5 feet high, with a 3 ft. x 3 ft. base. The material used would be Coquina stone. This would be medusa white cement, mixed with marble dust and marble chips. The sculpture would be a boy and a girl sitting upon a stack of large books. Motion Vice Chair Slocombe moved to reaffirm Frank Varga as a public artist. The motion was seconded by Mr. Combes and unanimously passed. Motion Ms. Bottorff moved to approve the public art concept for the previously agreed upon amount. The motion was seconded by Mr. Combes and unanimously passed. VII. International Kinetic Art Symposium and Exhibit Planning A. Symposium "To Do" List - Exhibit Committee Ms. Coles -Dobay advised that three more art works would be installed tomorrow. One would be Ralphonso's artwork in the Civic Center; the other two would be Lynn Emory's pieces, one on the side of Seacrest by City Hall and the other on the corner of First and Ocean Avenue. That would total 15 installations so far. On December 15 the last one would be installed by the Civic Center. That would conclude the exterior pieces. Ms. Coles -Dobay pointed out that January 12, 2013 — February 2, 2013, The Cultural Council of Palm Beach County would do a sneak preview of the kinetic symposium exhibit at their facility in Lake Worth They would also hold a reception on January 12 where many dignitaries would be invited. The goal was to get people excited about the upcoming symposium. 3 Meeting Minutes Arts Commission Boynton Beach, FL November 27, 2012 - Vendor Committee Ms. Lorenz stated she was taking a hiatus from her assigned responsibility due to her schedule She provided an update on what she had started and advised she turned her list in to Ms. Coles - Dobay. Ms. Coles -Dobay advised Barbara Lentz was the person that would assist in coordinating the vendors, making sure they were in the right place at the right time. There would be tables set up at the Civic Center and the program room at the Library that would have symposium information, programs, sales for the International Sculpture Center for books and literature, and information for the Kinetic Art Organization These tables would be manned with volunteers. The other tables and booths would be manned by the sponsors or organizations that were listed. - Youth Workshop Committee Ms. Coles -Dobay inquired if everyone had the opportunity to see the ad in Funfare Magazine. A special thanks was given to Deborah Bottorff for her assistance. She advised an email was sent to Ms. Wolf and Ms. Tito with information and the district lists. Ms. Tito advised she distributed approximately 200 postcards at the National Association of Arts Educator conference There was brief discussion on the process of registration and distribution of material and Mr. Combes advised the loose ends would be taken care of by the next meeting - Presentation Committee Ms. Moeller advised she was waiting for direction. Ms. Coles -Dobay reiterated to the Board that if anyone needed to know anything, all information was listed on the website. The website was continually being updated. The latest update explains she would email the Presentation Committee asking them to email their presentations to her by January 10 so that each presentation could be coordinated in sequence for the timing of the presentations. She passed around the sample brochure with general information about the symposium, schedule, and placements. The branding "Breeze into Boynton Beach" would be used for the activities, such as "Breeze into Shops ", "Breeze into Dining ", and so on - VIP Reception Committee Chair Ready advised Winn Dixie was on board to contribute to the reception. Ms. Coles -Dobay was explaining a new prototype design of Winn Dixie that had gourmet sections of cheese, fruit, wine and other items. They will be involved with the reception and hand out samples to guests. In addition, Due South, a local microbrewery, would do some samplings of beer. There was some discussion on the projection plans of the light show on the side wall of the Old High School by the Children's Schoolhouse Museum. Chair Ready was still working on this project to see if it was viable. 4 Meeting Minutes Arts Commission Boynton Beach, FL November 27, 2012 - Marketing Ms. Bottorff advised she was working on the creation for the VIP reception invitation and also advised she reviewed the first five pages of the book that was being produced and felt it was coming along nicely. Ms. Coles-Dobay mentioned signage and advised the marketing would be done with poster-type items for the VIP reception and the Cultural Council. There would be other signage on the streets, but it would not be banners because there was too much of an expense associated with them. Chair Ready inquired what a potential donor would have to donate to get their name in the show book. Ms. Coles-Dobay advised it was a minimum $5,000. She commented everything was going well and progressing according to plan. - Sponsor Relations Ms. Coles-Dobay commended Ms. Tito for the assistance in recreating the sponsor list. Ms. Tito reviewed the list and commented on who was giving cash and who was donating in-kind sponsorships. Ralphonso would assist in getting the word out and help with getting connected to key individuals such as the International Sculpture Center. Ms. Coles-Dobay advised that Ralphonso and Tom Brewitz were not taking honorariums since they were a big part of the symposium. As a result, their honorarium values would be added to the sponsorship dollars. The Visitor’s Bureau was promoting the symposium website on their website. Rein Triefeldt also would not be taking an honorarium and would give a presentation as well as an opening introduction at the youth workshops. - Budget Ms. Coles-Dobay reviewed the handout and explained the items that were paid out, and anticipated and actual costs that would be encountered. The book printing was not included in the costs but she felt it would come out ahead of projected costs. Once it was printed, a determination would be made as to how many books would be printed. The preliminary number would be 3,000 copies. They should be available for the Cultural Council, the gift shop, the VIP reception, artists and officials. Only a set amount would be given without cost. The projected cost would be approximately $20 per book. Mr. Combes suggested contacting the CSX Railway as a potential sponsor since the train goes through town at the Avenue of the Arts all the time. VIII. Exhibits None. IX. New Business None. 5 Meeting Minutes Arts Commission Boynton Beach, FL November 27, 2012 X. Old Business None XI. Future Business None. Adjournment Chair Ready mentioned the City allowed usage of the Madson Center to a stage company called Stage Left Their event would occur on the same night as the next meeting on December 13 They will use the Center to teach and perform. Their reception would be held from 6:30 p m. to 8:00 p.m. There being no further business to discuss, the meeting was properly adjourned at 8:05 p.m. 8i&,+a2a Ellie Caruso Recording Secretary 6