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Minutes 09-10-14 MINUTES F THE ARTS COMMISSION TI HELD AT FIRE STATION . 2,2615 WEST WOOLBRIGHT ROAD, BOYNTON BEACH, FLORIDA ON TUESDAY, SEPTEMBER 10, 2014, AT 6:30 P.M. PRESENT: Debby Bottorff, Chair Debby Coles - Dobay, Public Art Manager Robyn Lorenz achael Mondesir (arrived 6:49 p.m.) Alyin Tito Anderson Slocombe Will Hatcher, Alternate (arrived 6:49 p.m.) ABSENT: Paul Sirota ® Call to Order Grant Incentive brochures were viewed. Chair Bottorff called the meeting to order at 6:45 p.m. 2. Roll call of members Self- introductions were made. 3. Agenda approval Ms. Coles -Dobay advised she would give an update under Announcements on the Seacrest Streetscape Art Panel. Motion Mr. Slocombe moved to approve. Ms. Lorenz seconded the motion that unanimously passed. 4. Approval of Meeting Minutes June 24, 2014 Ms. Coles -Dobay noted on page five, the sixth paragraph under Volunteers Schedule, the first line should read " Presentations Exhibits in City Chambers would be coordinated by Nancy Byrne a 1--- sv Meeting Minutes Arts Commission Boynton Beach, Florid September 10, 2014 Page six, third line from the top should read: The tent cost almost $2,099 $10,000. July 22, 2014 On page five, under New Business, Item A. Art Walk discussion, the sentence should read " . . to have activities, ga4e6es studios and participate in the City and its programs." (Ms. Mondesir and Mr. Hatcher arrived.) Motion Ms. Lorenz moved to approve. Mr. Slocombe seconded the motion that unanimously passed. 5. Announcements /Reports A. Seacrest Streetscape Art Panel. Ms. Coles -Dobay explained the panel on the northeast corner of Seacrest and Martin Luther King Boulevard was hit by a car and damaged. She advised the panel has been repaired and reinstalled. 6. Project updates /approvals None. 7. International Kinetic Art Symposium and Exhibit Planning A. To Do list A copy of the updated To Do list was distributed Areas marked in yellow were completed. The Special Event Details document reflected what the City requires for special events. Ms. Coles -Dobay noted she added a list of items she coordinates with City staff to the last page. Ms. Coles -Dobay explained the City charges the Department for holding the event. There is a need for greater clean -up during the event, and the workers have to be paid. The barricades, Police presence and many other items, all had a cost. Other City buildings would be closed for the VIP night, so the Arts Commission would need to have a restroom trailer which cost $2,500 for one night. Instead, she was working with the Civic Center and Children's Schoolhouse Museum to have one employee at each location to accommodate attendees needing to use the restrooms. It would be cheaper to pay two employees for a few hours, than spend the $2,500. 2 Meeting Minutes Arts Commission Boynton Beach, Florida September 10, 2014 The event was spread out over the entire City Hall campus, with attendees circulating at different times of day. Ms. Coles -Dobay pointed out she submits a permit for each sculpture and each piece must meet wind load standards because the City insures the art. B. Coordinate artwork shipping The art on the Avenue will be removed on September 22 and the following Monday, 13 kinetic pieces would be installed. Ralphonso's piece would not be installed until November and a few more the week before the event. There is an installation crew the Arts Commission hires; however, several artists install their own work. Installations would begin at 8 a.m. Artist Rick Beau -Lieu and his crew volunteered to help. As a way to incentivize artists who exhibit internationally, the Arts Commission had agreed to cover some of the shipping expenses. Ms. Coles -Dobay explained she walked all the sites to review the orbital air space and ensure it could accommodate the art. She noted Item C of the handout, Coordinating Artist Arrival Dates and Time for Artwork Installation, pertained only to the installations of the art on the Avenue of the Arts, not the Symposium art. Ms. Lorenz inquired why Galaxy Elementary School was not considered for the reception and was informed it was too far away. The consensus was the VIP Reception should be held where the art was exhibited. Ms. Coles -Dobay had spoken with Ed Capitano, Principal of the Elementary School, about how to integrate projects at Galaxy. She sent a detailed email if they would like to exhibit artwork or have presentations, but had not received a response. The indoor art Symposium pieces had already been selected and the dates and times reserved for installation. The Civic Center was reserved for booths and exhibits such as the Solar Tree project, the Flipstone Hack Lab Robotics exhibit, and items that that were more technological, not kinetic fine art. The tent would be the most visible venue for people to display their art along with the Library Program Room. Ms. Coles -Dobay announced a gallery in Lake Worth was interested in exhibiting and Artist Michael Lesh will have kinetic art there. The tent will have a custom installation attached to the peak and along the length of the frame of the tent. The tent company will pull the permit and go through the process. The artwork and vendor removal process would occur Sunday, February 8th in the evening. Removal of the exhibits was reviewed and volunteers were needed. Mr. Beau -Lieu will help with this as would Bill Combes, Robert Capitano, Mr. Slocombe and others. 3 Meeting Minutes Arts Commission Boynton Beach, Florida September 10, 2014 The artists were aware of the commission paid if their art sold, and they could change their prices to accommodate the commission. It was noted a 70% commission for artists was generous compared to galleries. Art sales will be handled through Rick Beau -Lieu. He has equipment, will handle the forms, and handle pickup of the piece. For the posters and DVD's, the Arts Commission members would man the tables located in the Civic Center, Library and Exhibition Tent. Ms. Coles -Dobay advised they will have modern credit card equipment, and volunteers were still needed. Ms. Lorenz spoke about vendors and commented an Australian artist with a rolling ball website had connections with other rolling ball artists throughout the world. He was interested in the Symposium and recommended posting the Symposium information on his Facebook page to alert more artists to the event. Ms. Coles -Dobay had contacted him and sent an email to Ford about their solar car. There would be hybrids and electric cars at the Symposium. She hoped he would contact Ford headquarters to obtain the "Drive Itself' cars. Ms. Coles -Dobay sent a form to a solar hot water heater and solar panel vendor to complete. She had spoken with them and they seemed interested. Ms. Lorenz announced she distributed the Save the Date cards to 70% of Boynton Beach Boulevard and spoke to others to have cards in their stores. She also mentioned they needed sponsors. She left the cards at a hospital in West Palm Beach and Delray Beach and the Resource Depot in in West Palm Beach where teachers and artists go to purchase supplies. Ms. Coles -Dobay explained the artist making the Kinetic Connect community art project, contacted the Executive Director of the Resource Depot and they want to be involved. They have a network of people and would post the information on their website. Gator Welding, a fabricating group, was interested and Ms. Lorenz would forward the information to Ms. Coles- Dobay. Chair Bottorff will handle the vendor signage and program and needed the specifications. A summary of the special event details was developed. There will be some posters announcing what was in the Civic Center and a banner saying vendors. Sponsor booths will be in the Civic Center, Library and Exhibition Tent and there will be information about the Symposium, the DVDs and Posters. Other information on the Kinetic Art Organization and International Sculpture Center would also be available. Discussion turned to holding a raffle every few hours, but it was decided it would be difficult to manage and it would detract from the event. Sample food tastings and specials for the different businesses and restaurants in the area could be offered. The event should foster an interaction with businesses and restaurants. The Children's Schoolhouse Museum will hold the youth workshops. They already discussed having Saturday and Sunday events with two different age groups twice a 4 Meeting Minutes Arts Commission Boynton Beach, Florida September 10, 2014 day. Information about it will be in the program. The cost would be five dollars and the activities were for three to nine year -old children. Ms. Mondesir advised they were ready to reach out to artists and learn if they made accommodations for their trip. She was preparing the program, and as they get more organized, they will finalize the schedule as part of the event program which was already in place. Nancy Schiffer with Schiffer Publishing, drafted the introduction in the Kinetic Symposium booklet for 2013 and she was interested in making a presentation that speaks to kinetic art resurging. All the speakers were identified and logistics for their accommodations were made. Ms. Coles -Dobay contacted the Marriot and they gave special rates for the event. Chair Bottorff advised she would contact Winn Dixie and Publix for donations for the opening reception. Sponsors will be recognized in the program and heir names listed on -site on an easel. Chair Bottorff had an invitation list from 2013 which was already supplemented for the 2015 opening event program. This would be coordinated with the City Manager's office. Although the City Manager's office would help with badges, more volunteers were needed to hand them out and sign attendees in. At the last Symposium, they used speakers and an IPod for entertainment. Mr. Hatcher knew some bands that could provide background music. Soft jazz or steel drums were suggested or entertainment could be provided by an individual artist. Music that people could talk over was needed. The Art Palm Beach Artwalk had symphony strings and /or horns. Announcements would be made and discussion followed about Mr. Hatcher providing a comical introduction to the event. Ms. Coles -Dobay would contact Art PalmBeach regarding the entertainment they had. Invitations would be sent via email. Marketing was being handled by Chair Bottorff. A newsletter would be published discussing the art installations and they would issue a release to the press. The branding will be kept the same. Chair Bottorff will start work on the program and commented they have great photos which were used in the two -page ad in Sculpture Magazine. The pieces were pictured against a sky background. Ms. Coles -Dobay explained the International Sculpture Center was a sponsor and they were able to negotiate a reduced rate for the Symposium ad. The ad was divided into 12 blocks with the Symposium's image. Artists having a membership were able to feature their pieces in the ad for $300 each. The first billboard advertising the outdoor exhibit will be displayed Thanksgiving weekend for a week. The billboard will also advertise the Art PalmBeach and the Symposium events the week they are held. 5 Meeting Minutes Arts Commission Boynton Beach, Florida September 10, 2014 Ms. Coles-Dobay explained an Art PaImBeach promoter offered the Arts Commission a booth to promote the Symposium at the Convention Center on January 23 to the 26tH ' She needed volunteers for four days. Chair Bottorff was also speaking to the Chief Editor of the Palm Beach Illustrated Magazine and told her about the Symposium. She was hopeful they would have a really nice write up. Art Hive Magazine recently expanded and was a very artsy and diverse magazine. They wrote a story about the Symposium and used the photographs. They will also print a two-page ad of the Symposium. Chair Bottorff commented she had to obtain logos from sponsors. Ms. Lorenz inquired about having tee shirts for volunteers. Discussion followed about purchasing 100 tee shirts with the logo. Ms. Coles-Dobay commented she would rather put the money into getting the artists to the symposium and suggested Ms. Lorenz investigate this further. A sponsor may donate the shirts, but they must be of good quality. Ms. Tito explained sponsors were already identified and on board. She had some logos. The formal thank you would be conveyed via note. They would also receive a poster. Members were requested to continue to recruit sponsors. 8. Exhibits None 9. New Business None 10. Unfinished Business A. Recommend to allow monthly Artwalks in BBAD Ms. Coles-Dobay explained the Board should decide whether they want to recommend to the City Commission they allow the monthly art walks. Motion Ms. Lorenz proposed the City Commission allow the monthly Artwalk in the Boynton Beach Art District. Mr. Hatcher seconded the motion that unanimously passed. 11. Future Business None. 6 Meeting Minutes Arts Commission Boynton Beach, Florida September 10, 2014 12. Adjournment Mr. Hatcher moved to adjourn. Ms. Lorenz seconded the motion that unanimously passed. The meeting was adjourned at 8:10 p.m. OAAtullg J-' O'hmb" Catherine Cherry Minutes Specialist 091814 7