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HomeMy WebLinkAboutMin - Public Art Committee - 2006 - 08/15 - RegularAUGUST 15, 2006 - 6:30 P.M PUBLIC ART COMMITTEE or 301 CENTURY PARKWAY ALLEN,TEXAS MEMBERS PRESENT: Jane Bennett Dave Baldwin Christa Krais Ann Carroll Denise Gilbert Lesley Wiarda Donna Niewold MEMBERS ABSENT: None STAFF PRESENT: Lori Smeby, Assistant Director of Parks and Recreation Matt McComb, Park Planner Sue Witkowski, Senior Administrative Assistant 1. Call to Order and Announce a Quorum is Present Matt McComb began the meeting at 6.35pm. It was determined that Agenda Item 4 be moved up in the order of discussion this evening. 2. Approve Minutes from July 18, 2006 Regular Meeting MOTION: Lesley Wiarda moved to accept the Minutes from July 18, 2006 as presented. Denise Gilbert seconded, and the Motion carried 7 for 0 against. 3. Bylaws Following a brief discussion by the committee members regarding the bylaws prepared by staff and presented to the Committee for review, the following Motion was made. A copy of those Bylaws we attached to these Minutes. MOTION: Lesley Wiarda moved to accept the bylaws as presented. Denise Gilbert seconded, and the Motion carried 7 for 0 against. Public Art Committee August 15, 2006 Minutes 4. Selection of officers A. Chair Jane Bennett moved to nominate Lesley Wiarda for the office of Chair. Dave Baldwin seconded. There were no other nominations and the Motion carried, by acclimation. B. Vice Chair Lesley Wiarda moved to nominate Dave Baldwin for the office of Vice Chair. Jane Bennett seconded. There were no other nominations and the Motion carried, by acclimation. C. Secretary Dave Baldwin moved to nominate Jane Bennett for the office of Secretary Lesley Wiarda seconded. There were no other nominations and the Motion carried, by acclimation. 5. FY 2006 Meeting Calendar ISeptember 19, 2006 is scheduled for the next regular meeting of this committee. 6. Other items for Information or discussion A brief discussion was held regarding a Call for Artists on the roundabout. It was pointed out that artists might be reluctant to respond if funding not immediately available for the project. On the other side, if a call for artists is done well in advance of the proposed start date, it could help better define the cost of the project. The proposed upcoming Bond election date has still not been set, but staff feels strongly that it will likely in the spring of 2007 This committee will be kept apprised of the date of the election and possible involvement in the marketing. In discussing the Donor Wall proposed at the new Public Library it was suggested that it might be good to start small, and do a call for artists. Jane Bennett reported she felt the Friends of the Library would want to join the Committee on the project. She said their might be minimal funding available through the Friends of the Library, but the proposal would need to be brought forth at one of their regular meetings. Staff suggested it might be a good idea to invite Barbara Buehler to the next meeting of this committee to verify involvement and history of the wall which originated in the Old Public Library, 301 Century Parkway Staff will contact Barbara and discuss her meeting with the Committee and possibly Jo Long, President of the Library Board might want to join as well. E, The Donor Wall was housed in the Old Library, and now would be good to move to the New Library possibly to the outdoor courtyard area. It was determined that staff would make room Public Art Committee August 15, 2006 Minutes reservations for the Library Board Room for the next meeting of this Committee to view possibly locations for the Donor Wall, as well as consult with Barbara Buehler, Librarian. It was recommended that the City of Allen consider patterning a Call for Artists after one that the City of Frisco used, Ann Carroll indicated it was very well received in the art world. Staff reported that currently there is approximately $32,000 available for funding on the Donor Wall. Denise Gilbert reported that the Allen Arts Alliance website should be up by end of month. Lori Smeby suggested that in the future a field trip to look at nearby public art displays might be a good idea. That suggested was well received. Lori reminded the Committee that according to the Master Plan, the public art cannot be a pre- fabricated piece, and must have an artist involved. Adjourn There being no further business, the meeting was adjourned at 7.15pm. These minutes read and approved this 19th day of September, 2006. Leslo Wiarda, Chair Jane mietf Secreta I Public Art Committee August 15, 2006 Minutes CITY OF ALLEN PUBLIC ART COMMITTEE BYLAWS 1. Authority 1.1 Establishment The Public Art Committee was established by Ordinance No. 1579-2-98, adopted by the City of Allen City Council, May 9, 2006. 1.2 Name The Allen Public Art Committee will operate under the title "Public Art Committee", and hereinafter in this document will be referred to as "Committee" 1.3 Duties and Responsibilities a. The Committee was established for the purpose of assisting the City Council in promoting the arts for the City of Allen. b. The Committee has adopted a Public Art Master Plan to accomplish the responsibilities identified by the City Council in the following areas: articulate the values and vision of the community by enhancing the aesthetics of our City's civic infrastructure, commissioning site-specific artwork, and creating hands-on encounters with art. Public art projects will be accomplished through public-private partnerships and by encouraging public art in private development. c. The Committee will adopt an annual work plan and proposed budget based on the goals and objectives identified in the Public Art Master Plan. 2. Structure 2.1 Membership The Committee consists of seven (7) members appointed by the City Council. The City Manager, or designee, serves in a non-voting, ex -officio capacity 2.2 Qualifications of Members Members of the Committee shall be residents of the City of Allen and qualified voters. 2.3 Term of Office Committee members can serve unlimited terms but must re -interview if the committee member would like to remain on the committee. New members will be installed at the first regular meeting after appointment. 2.4 Vacancies Any vacancy occurring during the unexpired term of a Committee member will be filled by a City Council appointment for the remainder of the term. The Committee will advise the City Council of any vacancies and make recommendations regarding qualified candidates to fill vacancies. Public Art Committee August 15, 2006 Minutes 2.5 Officers The Committee shall annually elect from its members a Chair, Vice -Chair and Secretary Election of officers will be held at the first regular meeting following annual appointments by the City Council. Chair - The Chair shall preside over Committee meetings and shall be entitled to vote on each issue. In the event a question over procedure arises, Roberts' Rules of Order shall prevail The Chair shall represent the Committee at City Council meetings and other public meetings and events. Vice Chair - The Vice Chair shall assist the Chair in directing the affairs of the Committee. In the absence of the Chair, the Vice -Chair shall assume all of the duties of the Chair Secretary - The Secretary shall keep the minutes of all meetings, and in the Secretary's absence the Chair will appoint another member to act as Secretary. City staff may take and transcribe minutes for the Committee. However, the Secretary shall sign the minutes officially before presenting them to the Committee for approval. The Secretary shall read once a year, at the first regular meeting following the appointment of officers, the Allen Public Art Committee Bylaws. 2.6 Committee Member Participation in Community Activities From time to time, Committee members may choose to participate in community activities, other committees, events and task forces. When a Committee member participates in these types of activities, the Committee member is acting as an interested party rather than acting on behalf of the Committee. Acting or participating on behalf of the Committee is limited to those instances when the Committee has formally designated the Committee member as its representative for the matter. 3. Meetings 3.1 Notice of Meetings Notice of meetings and the agenda for all Committee meetings shall be posted pursuant to the requirements of the Texas Open Meetings Act. 3.2 Regular Meetings The Committee will hold one (1) meeting per month, unless there is no business to discuss. All meetings shall be open to the public. The Committee will annually establish the date, time and place of regular meetings. 3.3 Special Meetings Special meetings of the Committee may be held when called by the Chair, or by any four (4) Committee members. Notice of the special meeting shall be posted as required by the Texas Open Meetings Act, at least 72 hours in advance of the meeting. A special meeting may be held at any location in the city as long as it is conducted in accordance with State law. 3.4 Attendance Absence from three (3) regular Committee meetings per year without notice and consent of the Committee shall be deemed to constitute the resignation of that member. The Chair shall notify the City Council of such resignation and request the appointment of a replacement. Public Art Committee August 15, 2006 Minutes 3.5 Quorum Four (4) members of the Committee shall constitute a quorum for the conduct of business. 3.6 Voting Voting shall be done orally and only by members present at the meeting. Approval of every motion shall require the affirmative vote of a majority of members of the Committee present. 3.7 Chair to Facilitate Committee Meetings In the role of facilitator, the Chair will assist the Committee in focusing agenda discussions and deliberations. 3.8 Roberts' Rules of Order All meetings shall be conducted according to Roberts' Rules of Order, current edition. 3.9 Ad Hoc Committees Ad hoc subcommittees may be formed on an as needed basis with a clearly defined purpose and term. The Chair shall appoint the members of the ad hoc subcommittee subject to the approval of the Committee. Any subcommittee so created shall cease to exist upon accomplishment of its special purpose or when abolished by a majority vote of the Committee. 4. Bylaws Administration 4.1 Amendments These Bylaws may be amended by a simple majority vote of the Committee, provided that notice of the proposed changes is presented in wnting at the previous Committee meeting, or mailed at least ten (10) days prior to the meeting at which they are to be considered. 4.2 Conflicts In the case of any conflict between these bylaws, the City Charter, or the enabling ordinance, the charter or ordinance shall take precedence. 11