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Minutes 01-06-21 Minutes of the Art Advisory Board Special Meeting Held on Wednesday, January 6, 2021, at 5:30 p.m. Via Zoom Online Meeting Present: Courtland McQuire, Chair Kathryn Matos, Assistant City Manager Marcia Levine, Vice Chair Glenn Weiss, Public Arts Manager Jehana Zell Nicole Blanks, Public Art Assistant Clovis Moodie Robyn Lorenz Saddam Silverio Ace Tilton Ratcliff, Alt Martin Klauber, Alt I. Call to Order Chair McQuire called the meeting to order at 5:32 p.m. and thanked all for attending. II. Roll Call Self-introductions were made A quorum was present. Chair McQuire recognized Board Alternate, Martin Klauber, to sit as a regular member for the meeting. III. Amended Agenda Approval Motion Chair McQuire noted the amended agenda did not include the Helping Hands piece by Rubem Robierb. He advised it would be addressed at the next regular meeting. Vice Chair Levine seconded the motion. The motion passed 4-2 (Ms. Moodie and Mr. Silverio dissenting). IV. Hello for Glenn Weiss and Thoughts on Kinetic Art Exhibit Glenn Weiss Kathryn Matos, Assistant City Manager, explained Mr. Weiss comes to the City from Jacksonville, He operates a non-profit public art program in the City of Jacksonville contract out to handle their public art. He has over 30 years of experience in public art in Coral Springs, Broward County, Seattle and Times Square in New York City. He has his Masters in Architecture from Columbia University and has taught such classes at FAU. He and his wife Maria live in Delray Beach. Meeting Minutes Special Art Advisory Board Meeting Boynton Beach, Florida January 6, 2020 Mr. Weiss was happy to be with the City and commented both the staff and officials were welcoming and collaborative. He felt it was a great place to work. He is looking forward to working with the members and has already reached out to some and will get to all the members before the next meeting. In the future, he may give a slide presentation of what he does and what people around the country are doing with public art. He attended the International Kinetic Art and Symposium exhibit twice before so he is familiar with it. He thought that Ms. Coles-Dobay did an amazing job creating and bringing forward the exhibition and that she was an excellent Public Art Manager. He hoped to continue building the Kinetic Event in Florida and the nation and making it a success. III. Announcements/Reports Kinetic Art Weekend: Schedule, Events, etc. Kinetic Art Public Relations Kinetic Art Volunteers Valerie Zucker and Nicole Lewis, Zucker and Lewis were present. Ms. Zucker explained they are excited to work with Mr. Weiss as he has already made great additions to the event and he is up to par with what is occurring. She explained they are embracing the Art Advisory Board and the volunteers and want to hear their ideas and comments. There will offer a youth program and she advised they will need help assembling 200 kits to make large pinwheels that will be distributed to the youth. They will also need help distributing the materials to schools, art students and youth wanting to participate. Help is needed with the setup on the indoor exhibition, handing out the guides, being docents, the event break-down and assistance with the golf carts that will be used at the event. As materials are developed they will contact the members to distribute materials to their friends, family and colleagues. Ms. Zucker explained they developed teams. The first team was the Welcome Information and Merchandise team. They are not sure how to handle the merchandise portion of the event, but Ms. Zucker emphasized a sense of arrival is key. When attendees enter the Cultural Art Center, they will give directions about the indoor and outdoor exhibits, times for art demonstrations and checkpoints, where the restrooms, food and beverages are located, etc. and it is an opportunity to talk to the guests. An ASL Interpreter will be present. The Docent Art Team is part of the Street Team. Volunteers on this team will educate visitors on the events, be savvy about the artists and hand out brochures. They will have to demonstrate the Augmented Reality (AR) app which creates three-dimensional art. She noted with the app, the art can pop up on different platforms and banners. The Security and First Aid Team is essential and will be handled by qualified individuals, but the members should keep their eyes and ears open to take action and be aware of where supervisors, security and first aid individuals are, in case they are needed. 2 Meeting Minutes Special Art Advisory Board Meeting Boynton Beach, Florida January 6, 2020 The Indoor Artist Team are the go-to people. The artists will not bring their staff and may need someone to assist them. These volunteers can talk up the artists and educate attendees about the individual artists displaying on the inside. They should be able to assist a buyer or collector and will also need to keep their cell phones on their person, in case they need to go outside and the artist needs them, they can call them. The Outdoor Team was basically the same as the Inside team, but a major difference was they will be on their feet outside and it may be hot. Green Team volunteers will need to ensure the venue has a clean feel and is comfortable. Public Works will help clean and beautify the area, but if something is overflowing, they should contact someone right away. A general overview regarding the volunteer team was viewed. Chair McQuire commented they will circulate a volunteer sign-up sheet to the members to sign up for a time slot and then distribute it in the community and the list of volunteers they had at the last event. Ms. Zucker would love 30 volunteers, but will take what she could get. The busiest day will be Saturday and there are a lot of last-minute details. They will not need as many volunteers on Sunday. Mr. Weiss advised he created a form allowing the members to go online and sign up to volunteer. He will also add assembling the youth pinwheel materials to the sign-up form. Ms. Moodie noted they had a docent team that was trained in the past and asked if they had access to that team. Ms. Matos explained they have the list and they will send those volunteers the link to sign up. They will also provide training before the event. Chair McQuire noted there were a couple of time slots prior to the event to show up on the Avenue of the Arts. Docents were given a tee-shirt, were educated about the art and a crash course on how things would operate. Mr. Weiss asked if anyone was a volunteer and if there was anything that needed to be improved on. Chair McQuire noted there were lunches and water provided to the volunteers and recalled there were two volunteer shifts held each day. Ms. Zell recalled she passed out water to volunteers on a golf cart. Ms. Moodie thought directions about how to get to the venue were an issue at the last event and it should be clear before this event. Better information was needed as people were driving around as to where they were. Mr. Klauber thought a committee could distribute a map or they could post information for Google directions about where to park before the event would be helpful. Ms. Matos agreed to add it to the website ahead of time and put it on social media as well as a map. Ms. Moodie noted with the website, the map was confusing because it was a map for the last event and not for the upcoming event. The names of the AAB members on the site also needed to be updated. Mr. Klauber asked if they reviewed the website and wanted to put it on the agenda. He thought viewing the website would benefit all the members. Mr. Weiss commented they will switch the website to the Boynton Beach Kinetic website rather than the International Kinetic Event and all the videos will be moved 3 Meeting Minutes Special Art Advisory Board Meeting Boynton Beach, Florida January 6, 2020 over, so people can have videos of all. They will send a link about where on the City's website the page will be. Ms. Zucker reviewed the kick-off VIP Reception on Friday the 5th at the Kinetic Art Plaza will be from 5 p.m. to 7 p.m. Attendees will be participating artists, City officials, VIPs, and the media and light bites and beverages will be served. The introductions and quick speeches and the area will be the same area they are using for the Symposium/Artist Panel discussion. Images of where the reception would be held was viewed. The kick off reception was an outdoor event. A question was posed regarding a backup location if there was inclement weather. If there is bad weather, the back-up location would most likely be inside the Cultural Center. The Cultural Center auditorium will be used to display art. Art will not be hanging on the walls or ceiling. It will be set up similarly to a gallery style. The event will be socially distanced and masks mandatory. Ms. Moodie asked if they have a way to monitor how many people are in the building. Mr. Weiss responded they are meeting with the Cultural Center Director about that, but right now they do not have the number. Ms. Moodie asked if they could monitor how many people are participating in the entire event. Chair McQuire suggested giving a docent a hand counter and if they get to a number near capacity, they could address it. It was noted they used a counter a few years ago. Mr. Klauber asked if there was a pathway between the art displays. Ms. Zucker explained the example shown was not a representation of the floor plan. Mr. Weiss responded there will be pathways. Discussion turned to the Youth program. Ms. Zucker advised there is an opportunity for youth to pick up the material kits to make pinwheels, although the participants can make other things. There will be 200 kits youth can sign up for and pick up and there will be first, second and third place awards. The Library will have a sign-up sheet to distribute the kits to art schools, students. The pinwheels are large. Ms. Moodie asked about the ages of the youth and learned it would be grade school up to 17 years old. Ms. Matos explained they are putting up a board and will drill holes in it to line the top of the bookshelves, so when youth drop the pinwheels off, they will be placed in the hole to display their work and labeled with the name of the student. She hoped the Library would get foot traffic as it would be a great way for kids to exhibit their artwork for the public and their families to see. Ms. Zucker explained having speakers or a panel discussion was still taking shape, but there is an opportunity for Sam Champion from WABC and Good Morning America to emcee the event. Lloyd Goradesky will speak from 12:30 to 1 p.m. and Rubem Robierb from 2:30 to 3 p.m. The timeline may change and they are still working out the details. It would be held on a Saturday at the kinetic art plaza outdoors. A back up plan for inclement weather was being discussed. 4 Meeting Minutes Special Art Advisory Board Meeting Boynton Beach, Florida January 6, 2020 Vice Chair Levine queried how many more speakers were needed. Ms. Zucker thought they may have one or two other artists, but they want to confirm if the discussion would be a panel or if it was being limited to just two speakers. She agreed to apprise the Board of the decision. Vice Chair Levine thought Joel Amit or Ron Agam may be interested. Ms. Zucker commented Mr. Agam was not here, but they are working with the gallery owner. Vice Chair Levine thought Rami Rotkopf or his wife would be good panelists as they are conversive about art and two of their artists would be represented. She thought if they sold some of their art, it would be good for the gallery and the City. Ms. Zucker explained event goers will be hungry and thirsty and they have come up with a blend of different food trucks featuring different ethnicities including vegan food trucks. Ms. Zell asked if they considered using Boynton Beach restaurants that have trucks and she suggested That's Amore, Troy's BBQ and Pigsty. Ms. Zucker agreed to review the restaurants that meet the bandwidth of the event. Mr. Klauber agreed the event should use City restaurants first. Chair McQuire requested the members email their suggestions for Boynton based food trucks to himself or Mr. Weiss. The beverage zone will have different beverages and there will be an icey truck. They are working on the alcohol version, but the area will be separate from the food. Ms. Moodie asked if the food and beverage vendors will collect their money or work on a ticket basis and learned the truck vendors will collect the funds and they are currently investigating trucks with beer licenses. Different live music options were reviewed. Ms. Zucker thought the Valerie Tyson Band would be appropriate as they have a diverse selection of music and the CRA uses them. There are two other bands, but this band would play both Saturday and Sunday mostly during the day at the amphitheater. It will offer something for everyone. Chair McQuire thought it was another great dynamic to the show and it would show off the amphitheater. Ms. Zucker discussed the volunteer attire and merchandise sales and handouts. She looked at different tee shirts in the teal color with the logo they have used in the past printed on the front and back and was contemplating having two different colors: one for the docents and another color for the others. They have not confirmed sales of the tee shirts, but they are considering hand sanitizers and masks as giveaways. The company they are dealing with was not a local company, but it was a Palm Beach County business. Mr. Weiss did not think they would print extra tee shirts and sell them, unless the Board felt strongly about it. Mr. Weiss thought they would just print the shirts for the volunteers and distribute masks with the logo on it for safety and advertising. He repeated unless there was a real sense to sell things, they would not. Chair McQuire agreed noting they had a lot of items left over. They could give masks away with cool colors. Ms. Zucker announced the Palm Beach Post is their media sponsor for the event. They are doing paid advertising in Art and Culture Magazine, Art Hive, social media on Facebook and Instagram, iHeart Radio, Palm Beach Illustrated, the Ricki Report, Sun Sentinel and Art Nexus. Discussion turned to Twitter as it is a great vehicle, but there are a lot of visuals and they could not do a lot of visuals on Twitter. They are finalizing the 5 Meeting Minutes Special Art Advisory Board Meeting Boynton Beach, Florida January 6, 2020 final push out on the overall event. Some ads will be leveraged and they will get coverage in Palm Beach County essentially, and some elsewhere. Vice Chair Levine asked about press coverage. Ms. Zucker explained the event would receive coverage in Art and Culture Magazine in March. Vice Chair Levine noted the event is the first week in March and asked if there was pre-event coverage. Ms. Zucker explained most magazines want to wait until the month of the event. Information is posted online and they mail their subscribers the March issue in mid to late February. Now they have a lot to share in terms of the art and the artists. Ms. Zucker reviewed the print, broadcast and digital advertising is more real time and opportunities may just pop up. There could be opportunities to cover art installations on TV or have coverage during and post event. They also have a lot of digital coverage too as some activities are digitally covered well in advance. There were 23 pre/post event coverage opportunities noted. Graphics for website banners, e-blasts & social media were discussed and images of the VIP invitation was viewed. The graphic designer is working on it and all would come together with the same look. Email blasts would be issued through the City. The brochures will be printed and distributed before, and during the event at all City facilities. Ms. Zell would love a reminder about where they can sign up for the tasks they would like to volunteer for. Chair McQuire explained Ms. Zucker and Mr. Weiss would provide them to the members. Mr. Weiss explained the online sign up will be available tomorrow. Ms. Moodie asked when will the brochures would be ready and learned they are in the layout stage and they will know more by next meeting. Vice Chair Levine welcomed Mr. Weiss and thanked Ms. Zucker for the update, commenting their work was starting to look like a real event. Vice Chair Levine noted they had originally spoken to people about selling items such as mobiles, and asked if they were still selling their items. Mr. Weiss explained artists selling work is different than printing tee shirts for sale. They will work out something for them to sell including large scale works. Vice Chair Levine noted Julie Brumlik and others were not in the event. She asked if Ms. Brumlik signed on as a vendor or if she would be selling her pop-up greeting cards. Ms. Zucker would have to check and check with the City. Vice Chair Levine explained if they reached out to Ms. Brumlik, she will respond. Vice Chair Levine asked when they get the form, if they could reach out to their network of volunteers and learned they would clarify that at the next meeting. Mr. Weiss commented they will also need the dates for the training sessions. VI. Next Steps Glenn Weiss Chair McQuire noted the next step is the next Board meeting, and they will develop an agenda. 6 Meeting Minutes Special Art Advisory Board Meeting Boynton Beach, Florida January 6, 2020 VII. Adjournment Motion Ms. Lorenz moved to adjourn. Mr. Klauber seconded the motion. Chair McQuire thanked all for their participation. The meeting was adjourned at 6:47 p.m. t1ix.Q. Catherine Cherry C Minutes Specialist 7