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Minutes 02-24-15 MINUTES OF THE ARTS COMMISSION MEETING HELD AT FIRE STATION NO. 2,2615 WEST WOOLBRIGHT ROAD, BOYNTON BEACH, FL ON TUESDAY, FEBRUARY 24,2015, AT 6:30 P.M. PRESENT: Debby Bottorff, Chair Cynthia Edwards Debby Coles-Dobay, Public Art Manager Robyn Lorenz Rachel Mondesir, (Arrived 6:34 p.m.) Alyin Tito ABSENT: Paul Sirota Anderson Slocombe 1. CALL TO ORDER Chair Bottorff called the meeting to order at 6:33 p.m. 11. ROLL CALL OF MEMBERS Self-introductions were made. A quorum was present. Ill. AGENDA APPROVAL Ms. Coles-Dobay noted the December minutes were not on the agenda. Motion Ms. Tito moved to approve the agenda. Ms. Lorenz seconded the motion that unanimously passed. I. APPROVE MEETING MINUTES A. January 27, 2015 minutes Ms. Coles-Dobay made the following change to page two, Announcements, second paragraph, first sentence as follows: "The presentation on Friday about Pathways to Kinetic Art, by Ralf Gschwend, "Ralfonso", Development Director, Nancy Byrne, and Ms. Coles -Doba had about 20 attendees." Meeting Minutes Arts Commission Boynton Beach, Florida February 24, 2015 A second clarification to the same paragraph, fourth sentence was made as follows: Attendees from the Museum of Lifestyle and History, which participated in art tours last year, a#ende4 returned and was were also very interested in the presentation. Motion Ms. Lorenz moved to approve as amended. Ms. Tito seconded the motion that unanimously passed. V. ANNOUNCEMENTS/REPORTS A. January 26th Boynton Beach Arts District Art Walk 6-9prn Chair Bottorff read the announcement. The members were familiar with the Art Walk. Ms. Lorenz commented she was charged a $10 fee. Ms. Coles-Dobay commented it was likely a special event because the walks were free. B. Monday, March 2 City Commission meeting Ms. Coles-Dobay advised the City Commission will meet on March 2nd, and they will provide a recap of the Kinetic Art Symposium. The recap information was included in the City Commissioners' meeting backup, and it discussed the successes of the Symposium. Ms. Coles-Dobay would highlight the following aspects of the Symposium: • It reached the attendance goal of 5,000 attendees; • It received great coverage and was at the top of the news and press for the weekend; • Attendees walked away knowing it was a special exhibition and show; and • It had a positive impact on surrounding businesses. A three-minute video would be viewed. Once the video was finished, it would be posted on the kinetic art website. Ms. Coles-Dobay invited the members to attend on March 2 nd , and advised the presentation would be made early in the meeting. The next item that would be heard under Legal items on the agenda was the Ordinance Exemption discussed at the last meeting. The intent was to exempt certain maintenance projects, acts of God, and other circumstances from the AIPP fee. The Board will update its Strategic Plan, and the City Commission may provide feedback on items they want the Arts Commission to evaluate. I. PROJECT UPDATES/ APPROVALS None. Meeting Minutes its Commission Boynton Beach, Florida February 24, 2015 VII. IN TL' KINETIC ART SYMPOSIUM AND EXHIBIT RECAP A. Approval of costs Ms. Coles-Dobay explained official approval by the Board for the following expenses was necessary: Motion Ms. Lorenz moved to approve the $500 cost for the People's Choice Outdoor Award. Ms. Mondesir seconded the motion that unanimously passed. Motion Ms. Tito moved to approve $250 for the People's Choice Indoor Award. Ms. Edwards seconded the motion that unanimously passed. Motion Ms. Lorenz moved to approve $250 for the Agnus presenter stipend and expenses. Ms. Tito seconded the motion that unanimously passed. Motion Ms. Lorenz moved to approve the Alexandre Dang $500 stipend and expenses. Ms. Tito seconded the motion that unanimously passed. B. Kinetic Event Recap Ms. Coles-Dobay assembled a list of items to discuss regarding the different components of the Symposium. She hoped the members read the recap report. The second Symposium was larger and more successful than the first and she and City staff recognized there were items that could be used to grow the event. The Symposium was a large undertaking. Although they had a great volunteer group, Ms. Coles-Dobay thought it needed to be broken into two parts so she and the Arts Commission members could focus on the art and educational aspects of the Symposium. She suggested the City hire a professional events person to handle setup, breakdown and the logistics of the event. Some staff does that, but there was no key person to manage it. Ms. Coles-Dobay was handling the details. The CA had a dedicated special events person and the City did not. The City and CRA tried to have a collaborative arrangement; however, the CRA Special Events person left. There may be an opportunity to have a shared individual for these tasks. Ms. Coles-Dobay understood it was also a budgeting issue. 3 Meeting Minutes Arts Commission Boynton Beach, Florida February , 2015 A good event would draw people to the area and help with its development. It was also agreed the event should accommodate attendees who want to eat and drink. Ms. Coles -Dobay commented the event drew a lot of people and restaurants on Ocean Avenue and Boynton Beach Boulevard were overwhelmed. She did not view the event as one appropriate for food trucks. As a result, one option was to have a 20' by 40' tent. She spoke with the Chamber of Commerce and the Community Caring Center. All the local restaurants would have to do was bring the food to the event, and they would sell it, serve it, and promote local businesses, but the local restaurants said they were too busy. The thought was to provide tastings in the tent in an upscale manner while still promoting local businesses and restaurants. Other CA events and Art Palm Beach had a cafe area and this could occur at this event; however, the Arts Commission would not manage this component of the next event. The Arts Commission had previously discussed having kinetic entertainment and performers, but the budget did not allow for it. Ms. Coles -Dobay explained it was important having entertainment. The amphitheater stage could be rented and /or be used for jazz music or some other activity that would lend itself to the event's ambience. The revenues and expenses were reviewed and Ms. Coles -Dobay would bring back a more detailed budget. At the last Symposium, one piece sold for $10,000. Twenty -three pieces sold at this Symposium, most of them from Elayna Toby's Kapok Tree Strands project. A Lin Emery table -top piece sold as did a few of Bernard Zubrowski's pieces. The members thought the outdoor art exhibit was good and had a lot of diversity. One goal was to have more kinetic art placed around the City. Sixteen pieces aligned Ocean Avenue. "Ralfonso's" piece was further down on Ocean Avenue, which lent itself to individuals having to walk the Avenue, seeing other pieces along the way. Using electric taxis or having a tour was suggested as the docents do not give private tours. Tours and /or solar taxis would work well. It would assist older attendees and those with young children and would include rest areas for them. Chair Bottorff spoke about the indoor art. Kinetic art can encompass items that appear to move and the Op (Optical) Art fit that category. This was part of the educational component of the Symposium and Ms. Lorenz suggested including the definition of kinetic art. As to the quality, there were many positive comments. The only complaints were there should be more pieces, and whether the artists ever came around so attendees could speak with them. Ms. Coles -Dobay agreed the artists were more accessible at the 2013 Symposium and it was a logistics issue. Staff had pushed the seminar as the place to meet the artists and get their posters signed. It was noted several individuals did not know there were exhibits in the Library. Ms. Coles - Dobay commented most individuals did not read the information. There were signs to direct attendees and art pieces to connect the display sites. She pointed out the 5,000 attendance estimate was valid. Most individuals who went to the tent went to the other sites, and only a few hundred did not go to the Library. 4 Meeting Minutes Arts Commission Boynton Beach, Florida February 24, 2015 Two feather banners were used. A suggestion was made to place a feather banner by 1 -95; however, that requires FDOT permission. There was agreement there was adequate parking and a bigger tent may be needed for the next Symposium. Overall, the event was well received. There was one presentation that had a lot of dialogue. Ms. Mondesir thought the diversity of the topics, ranging from historical to futuristic, was very interesting. Some attendees stayed to ask questions, especially about the Solar Tree project. Ms. Mondesir took photos which she agreed to forward via email. Ms. Coles -Dobay had wanted to have the event filmed, but it was cost prohibitive. The earlier presentation sessions had to be moved back, but they could adjust as needed. She suggested directing attendees towards City Hall and announcing when the presentations would begin would be helpful. The kinetic and technological displays at the Civic Center were discussed. More exhibits could be accommodated there, and it would have been better if all of the vendors showed up. Hack Lab had the 3 -D printer display and the Talking Fence was very popular. It was also great that the schools attended. The Dancing Solar Butterfly workshop was overbooked. Alexander Dang had youth and students from Galaxy Elementary School make little solar butterflies. Chair Bottorff found the butterflies delightful and heard positive feedback. The youth were excited to make something that was part of the event. There was a lot of marketing for the event and a great deal of news coverage. Additionally, many attendees learned of the event through Sculpture Magazine. It was hoped Art Palm Beach would allow the Arts Commission to market the Symposium at their next event. The Arts Commission also wanted to conduct an economic development survey. In 2013, they had created their own survey, but a more comprehensive survey would help to obtain funds from the Convention and Visitors Bureau and the Tourism Development Council. She explained a survey company would cost $7,000, but it was essential to ascertain if the event achieved the desired outcome. As stated earlier regarding the CRA, she hoped this expense could be a collaborative effort and be used for other City events. The one area she would like to see expanded was the social media component of the event. Count clickers were used to document attendance. Ms. Coles -Dobay explained there were still individuals coming to see the art on the Avenue. Ms. Mondesir heard one couple came from Colorado. Ms. Lorenz commented many attendees wanted to purchase a tee -shirt. A suggestion was made to have tablecloths at the Civic Center. It would have improved the appearance and having a schedule of events would have also been beneficial. Opening night went well. Chair Bottorff thought the vendors were very accommodating and the food service was good. Sales of the artwork was ongoing. People were calling wanting information how to contact an artist. Chair Bottorff suggested the docents and volunteers have Rick Beau - Lieu's telephone number so buyers could purchase art through him. Further discussion followed the layout was cozy. Attendees loved voting for their favorite pieces, but many were disappointed with the deadline for voting. Ms. Tito suggested the pieces be numbered the same as they were on the voting sheet, as it would have been easier to identify. 5 Meeting Minutes its Commission Boynton Beach, Florida February 24, 2015 More volunteers were needed, as were Arts Commission member vacancies. Ms. Coles- Dobay encouraged the members to recruit both. The Arts Commission did not make any money on the sales of the promotional materials. There are companies that manage the programs, posters and show books, and make a profit. Ms. Coles-Dobay would like to find such a company to handle this and suggested the Arts Commission explore this option. Now that they have an accurate attendance, they were in a better position to obtain one. They also have a market analysis. It was noted the volunteer tee shirts made it very easy to identify who was volunteering. It would also be helpful for the artists to wear different colored tee shirts to identify them as artists. A comment was made the Save the Date cards and brochures did not have a telephone number to call for further information. Many individuals did not have internet and there was agreement this would be discussed further. VIII. EXHIBITS A. Conrad Pickel "Dream Project" Ms. Coles-Dobay explained they celebrated the Conrad Pickel Dream Project and his impact on history and vision for the arts in Boynton Beach on May 23, 2014. Last year, the Historic Preservation Department, the Historical Society, and the Art in Public Places held a tour, presentation and exhibit in the Library. Conrad Pickel's son, Paul Pickel, has a stained glass studio in Stuart. Last year, the Art in Public Places program exhibited his work at the Library for six months. This year, it will be exhibited for four months. On May 23 they will have the Artist's Reception. The idea behind the exhibit was he was a visionary and dreamer. Ms. Coles-Dobay would like to have artists, designers or architects submit their dream project. Conrad Pickel had many projects that never came to fruition. The only criteria was the work had to be able to be hung on the 2nd floor of the Library. It will be part of the day celebration and those submitting work will be displayed with Conrad Pickel's work. IX. NEW BUSINESS A. Approve the Donation of three Plein Air paintings of kinetic art by Tom Ryan. Motion Ms. Lorenz moved to approve. Ms. Mondesir seconded the motion that unanimously passed. It was noted the pieces could be displayed at the next Symposium. X. UNFINISHED BUSINESS None. I. FUTURE BUSINESS A. Update 2010 AIPP Strategic Plan 6 Meeting Minutes its Commission Boynton Beach, Florida February 24, 2015 Ms. Coles-Dobay explained the Arts Commission created the 2010 Strategic Plan and made a report to the City Commission of what they accomplished. She advised it was time to update the Plan and she would have a list of items to discuss and what they would focus on. Part of that effort would involve field trips. She went to Bat Village, which was similar to the Boynton Beach Arts District. Art was the nexus to attract different types of businesses, such as marketing or production companies. She suggested a Saturday trip would be a good day to hold the field trip and they could offset the monthly Tuesday meeting with the tour. Chair Bottorff thought it would be helpful to see how other locations handle their arts district. Ms. Coles-Dobay would create a six-month time line of items to review for the 2017 Symposium. It may be helpful to have the artists attend. The Arts Commission must consider how the artwork was integrated. It was more economical for developers to do this because it helped the project's identity, the character and experience to the site. Ms. Coles-Dobay explained if there was anything the members want to discuss, they should let her know. X11. Adjournment Motion Ms. Lorenz moved to adjourn. Ms. Mondesir seconded the motion that unanimously passed. The meeting was adjourned at 8:10 p.m. A / I C&AV-P Catherine Cherry Minutes Specialist 030615