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HomeMy WebLinkAboutMin - Public Art Committee - 2006 - 09/19 - RegularMEMBERS PRESENT: Jane Bennett, Secretary Krista Krais Ann Carroll Denise Gilbert Lesley Wiarda, Chair Dave Baldwin, Vice -Chair MEMBERS ABSENT: Donna Niewold GUESTS PRESENT: SEPTEMBER 19, 2006 - 6:30 P.M PUBLIC ART COMMITTEE ALLEN PUBLIC LIBRARY MEETING ROOM ALLEN,TEXAS MEMBERS PRESENT: Jane Bennett, Secretary Krista Krais Ann Carroll Denise Gilbert Lesley Wiarda, Chair Dave Baldwin, Vice -Chair MEMBERS ABSENT: Donna Niewold STAFF PRESENT: Lori Smeby, Assistant Director of Parks and Recreation Sue Witkowski, Senior Administrative Assistant Call to Order and Announce a Quorum is Present Chair, Lesley Wiarda, called the meeting to order at 6:43 pm. 2. Approve Minutes from August 15, 2006 Regular Meeting MOTION: Denise Gilbert moved to accept the Minutes from August 15, 2006 as presented. Ann Carroll seconded and the Motion carried 6 for 0 against. 3. Amend and adopt revised Bylaws per City Secretary's request 3 8 City Council Rules of Order and Procedure replaced Roberts' Rules of Order Committee members were provided a copy of Resolution 2450-10-05(R) provided by the City Secretary's Office. Following a brief discussion regarding the need to change item GUESTS PRESENT: Barbara Buehler, Director Allen Public Library STAFF PRESENT: Lori Smeby, Assistant Director of Parks and Recreation Sue Witkowski, Senior Administrative Assistant Call to Order and Announce a Quorum is Present Chair, Lesley Wiarda, called the meeting to order at 6:43 pm. 2. Approve Minutes from August 15, 2006 Regular Meeting MOTION: Denise Gilbert moved to accept the Minutes from August 15, 2006 as presented. Ann Carroll seconded and the Motion carried 6 for 0 against. 3. Amend and adopt revised Bylaws per City Secretary's request 3 8 City Council Rules of Order and Procedure replaced Roberts' Rules of Order Committee members were provided a copy of Resolution 2450-10-05(R) provided by the City Secretary's Office. Following a brief discussion regarding the need to change item Public Art Committee September 19, 2006 Minutes 3.8 in the Bylaws from "Roberts' Rules of Order", to "Council Rules of Order and Procedure" the following Motion was made. A copy of the newly approved bylaws are attached to these Minutes. MOTION: Jane Bennett moved to accept the amendment to the bylaws from August 15, 2006 adopting "City Council Rules of Order' rather than the previously called out "Roberts' Rules of Order" as presented. Christa Krais seconded and the Motion carried 6 for 0 against. 4. Donor Wall proposed at the new Public Library Barbara Buehler, Director of the Allen Public Library spoke regarding the donor wall previously on display in the old Library building. Barbara explained that there were four different levels of donations that were recognized on that wall by way of brass plaques. Those levels were as follows: Founders Level - donations of $20,000 or more Benefactors Level - donations of $10,000-$19,999 Patrons Level - donations of $5,000-$9,999 Friends Level - donations of $4,999-$1,000 Those plaques were removed from the old Library Building and are currently stored in the basement of City Hall. Barbara indicated that some talk was generated about the future of those plaques, and that maybe an art project could be incorporated with the names. She indicated possible locations for an art project had been discussed, and included the northeast end as well as the courtyard area. A sculpture garden or literary garden (with the Allen Garden Club possibly joining efforts) had been suggested as well. Barbara indicated that the list of names provided to this Committee would need to have approximately 10 names added of those who have donated since the last engraving was done. Barbara indicated that at one time the Friends of the Library had discussed a wall in the courtyard when funding would become available. Approximately $30,000 remains in the project fund that might be applied to an art project. The Friends of the Library might have $2,000-3,000 in additional funds. Ann Carroll felt that would be ample funds to support a call for artists on this project. The Committee took a break and toured the outside opportunities for sculpture and recognition at the Public Library, and determined that a permanent but flexible means of acknowledging donors to the Library could be achieved. Often artists will work with the contracting party in exact design of the art. Public An Committee September 19, 2006 Minutes Lori Smeby, Assistant Director of Parks and Recreation reported she would check with the Master Plan, and encouraged the Committee members to review the "selection of artists" section of that plan. Several ideas were brought forward by the Committee members including long benches, seating area, different mediums, whimsical; retain openness of area, etc. David Baldwin reviewed the normal process the City of Allen goes through in their selection of architects on their projects which includes a 1) request for qualifications, 2) when responses received/review education, prior projects, etc. 3) "short-list" - Committee selects maybe five candidates for that short list, 4) interview process to meet the artist, 5) select first, second and third choices, 6) negotiate a contract. Lori Smeby indicated that the City of Frisco is in the process of developing public art, and the representative from Via Partnership is working with them. Lori reminded the Committee members who where not involved with the City of Allen Art Master Plan that the firm used was Via Partnership. Emily Bloomfeld (with VIA Partnership) will be in the area on October 11, and has agreed to make herself available to meet with this Committee. Lori pointed out she will be out of town, and Matt might not be available but the committee could meet and ask questions of Emily as review the Public Art Master Plan, in particular, the artist selection process. Barbara indicated she could be available. Ann Carroll indicated a "Call for Artists" needs to be a serious effort. 5. Article in Landscape Architecture Magazine 8/2006 "Art in the Landscape" — Lori Smeby visited with the Committee regarding the article featuring Brad Goldberg and the work he has done. The article features two projects in Allen, Montgomery Fauns and the Allen Civic Plaza. 6. FY 2006 Meeting Calendar October 17, 2006 is scheduled for the next regular meeting of this committee, but after a brief discussion, it was decided that the Committee would meet on October 11 in order to accommodate the Via Partnership representative's schedule. 7. Other items for information or discussion INo other items were brought forward. Public Art Committee September 19, 2006 Minutes 8. Adjourn There being no further business, the meeting was adjourned at 7.45 pm. These minutes read and approved this 17 LYV day of , 2007 Lesley Wiarda, Chair I ��'�J.. - IS � � Public Art Committee September 19, 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 Public Art Committee September 19, 2006 Minutes 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. 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 ofcially before presenting them to the Committee for approval The Secretary shall read once a year, at the first regular meetingfollowing 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) Public Art Committee September 19, 2006 Minutes 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. 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 City Council Rules of Order and Procedure All meetings shall be conducted according to City Council 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 writing 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. A