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HomeMy WebLinkAbout2013 08-08Meridian ~ Commission To develop, advance and nurture all facets of the arts to enhance the quality of life for Meridian residents and its visitors REGULAR MEETING • AGENDA 2. 3. 4. 5. 7. 8. Thursday, August 8, 2013, 3:30 p.m. City Council Chambers -Meridian City Hall • 33 East Broadway Ave., Meridian, Idaho Roll call: _ Stephanie Barnes _ Mary Jensen Leslie Mauldin Adoption of the agenda Nancy Rountree Brian Schreiner Dwight Williams Brad Hoaglun, ex-officio Approval of minutes from July 10, 2013 regular meeting New business a. Community Choir (Kade Atwood, Meridian United Methodist Church) Old business a. Meridian Road Interchange Overpass Public Art (Brian McClure, Associate Planner) (I) Overview of finalists' submittals (Brian McClure, Associate Planner) (2) Comments on submittals from Bruce Harral, Connecting Idaho Partners (3) Public input, RFP criteria (4) MAC recommendation to City Council (August 13) b. Meridian Split Corridor Phase 2 Public Art Project (Emily Kane, Deputy City Attorney) c. Concerts on Broadway (Leslie, Mary) (I) Report: Kings of Swing, July 20, 20 13 (2) Final performance: August 10, 2013, 7:00 p.m.: Kevin Kirk & Onomatopoeia (3) Sponsor recognition d. Piano donation Reports, presentations, subcommittee reports, staff reports a. Report: Initial Point Gallery's August show: Sara Allen and Dan McAlister (Dwight) b. Percent for Art Ordinance Subcommittee -Schedule Meeting (Stephanie) Adjourn NEXT REGULAR MEETING: Thursday, September 12, 2013, 3:30 p.m. City Council Chambers, Meridian City Hall, 33 E. Broadway, Meridian, Idaho Meridian ~ Commission To develop, advance and nurture all facets of the arts to enhance the quality of life for Meridian residents and its visitors REGULAR MEETING • MINUTES Thursday, August 8, 2013, 3:30 p.m. City Council Chambers -Meridian City Hall • 33 East Broadway Ave., Meridian, Idaho I. Roll call: President Mary Jensen called the meeting to order at 3:45 p.m. and called roll. X Stephanie Barnes X Nancy Rountree X Mary Jensen X Brian Schreiner X Leslie Mauldin X Dwight Williams O Brad Hoaglun, ex-officio Also present were Deputy City Attorney Emily Kane, Associate Planner Brian McClure, and Chief of Staff Robert Simison. 2. Adoption of the agenda Dwight moved that the agenda be adopted as presented. Nancy seconded the motion. Vote in favor of the motion was unanimous. 3. Approval of minutes from July 1 I, 2013 regular meeting Leslie moved that the minutes of the July I I, 2013 regular meeting be adopted as presented. Brian. seconded the motion. Vote in favor of the motion was unanimous. 4. New business a. Community Choir Kade Atwood, Minister of Worship Arts at Meridian United Methodist Church, asked the Commission to support the efforts of the Meridian Community Chorale. The Commission offered its general support and Mary advised Mr. Atwood to request more specific support on a project-by-project basis. Nancy suggested that the Artist in Residence Program may offer some opportunities for educational outreach. Mr. Atwood asked about advertising opportunities. Mary suggested the Parks & Recreation Department publications and the MAC calendar. Nancy suggested that Mr. Atwood look into partnerships with performing artists for Concerts on Broadway. Leslie said that she would keep Mr. Atwood informed as plans for 2014 Concerts on Broadway series take shape. 5. Old business a. Meridian Road Interchange Overpass Public Art MERIDIAN ARTS COMMISSION MINUTES • AUGUST 8, 20 ~ 3 • PAGE ~ Chief of Staff Robert Simison provided an overview of the three finalists for the Meridian Road Interchange Overpass Public Art project. City staff and ITD has formulated a general concept design for the interchange, including landscaping, public art, pedestrian facilities, and other amenities, including public art opportunities. Public art is currently programmed for the railing and on the abutments. An RFP was issued, three proposals were submitted, and City Council also asked that a fourth in-house conceptual design be included for consideration. A selection panel including Commissioners Brian Schreiner and Stephanie Barnes reviewed the proposals and determined that they met the criteria set forth in the RFP. Emily Kane read the question sheet provided to the selection panel regarding this criteria. Robert said that public comment was collected at the ITD open house, town hall meeting, and online, and comments were provided by project manager Parametrix. Nancy asked Robert to clarify the Commission's charge; the Commission is asked to review the four proposed designs and recommend one to City Council for purchase. $2,500 has been budgeted for purchase of the design. Mary inquired about the prevalence of the birds of prey theme. Associate Planner Brian McClure said that this was an example of area attractions mentioned in the RFP. The Commission reviewed the proposals and deliberated. Nancy moved that the Commission recommend that City Council purchase the design for Alicia Dyson's proposal. Dwight seconded the motion. Vote in favor of the motion was unanimous. Robert will present the recommendation to City Council on August 13, 2013. Stephanie volunteered to be present. b. Meridian Split Corridor Phase 2 Public Art Project Emily Kane provided an overview of the process so far. The Call to Artists (RFQ/RFP) was issued on December 12, 2012. Responses to the RFQ were submitted by February I, 2013, and on February 19, the Selection Panel met to evaluate the responses. The Selection Panel was composed of Cheryl Caldwell (a member of the Solid Waste Advisory Commission), Luke Cavener (a board member of the Meridian Development Corporation), Tammy de Weerd (Meridian Mayor), Meg Glasgow (art professional and then a Meridian Arts Commissioner), James Fullinwider (president of the Meridian Chamber of Commerce), Brian McClure (Assistant City Planner), and Nancy Rountree (Meridian Arts Commissioner). The Selection Panel selected three finalists from the 17 artists who submitted their qualifications, and those three artists were invited to respond to the RFP portion of the Call to Artists. The three finalists selected were Joseph Castle and Marty Lyon, Delia DeLapp, and C J. Rench. These artists were provided a stipend and asked to prepare proposals pursuant to the criteria set forth in the Call to Artists. By May 13, the finalists submitted their proposals, and on May 17, the Selection Panel convened and conducted a preliminary evaluation of the finalists' proposals. The Selection Panel determined that all three met the threshold criteria and were eligible to move to the next step. From May 20 to June 28, the proposals were displayed for public input, both physically, at City Hall, and online. The proposals were also on display at the June 22 Concerts on Broadway event. Public input was collected in each of these venues, and on July 8, the Selection Panel met to make a final evaluation of the proposals, considering both the criteria in the RFP and the public comments received. The Selection Panel recommended that a portion of Ms. DeLapp's proposal, the portion depicting the family in the circle, be installed at the south parcel, and that as a separate project, the Panel recommended that the Commission commission C.J. Rench's "complimentary" piece, "Star of the West," at the north parcel. This recommendation was presented to the Arts Commission at its July MERIDIAN ARTS COMMISSION MINUTES • AUGUST 8, 20 ~ 3 • PAGE 2 meeting. The Arts Commission reviewed the Call to Artists, the public comments collected, and the Selection Panel's recommendation, discussed the matter, and ultimately voted to recommend that Mr. Rench's proposed piece, "Under the Sun and Dreaming," be installed at the south parcel, as he proposed. Commission President Mary Jensen presented this recommendation to City Council on July 6. At that meeting, City Council ultimately made no determination on the recommendation, but postponed the matter for one week, requesting that the City Attorney's Office review the process and make a recommendation regarding its soundness. At the July 23 City Council meeting, City Attorney Bill Nary advised City Council that though there was room for improvement in the future, the process used was legal and followed as advertised, and that the process had been used successfully on prior public art selections, both in Meridian and elsewhere. Bill further advised that City Council is the ultimate approving body of the final selection and that staff had identified some lessons learned so that the process could be improved in future public art project. City Council considered this information and discussed the options before it. Council determined that the discussion had concluded before Mary had provided all of the information supporting the Commission's recommendation. The prevailing message was that they would like to give proper credence to the expertise and time that the volunteers on the Arts Commission had brought to its consideration of the proposals, and would like to hear more about the rlndings of the Commission with regard to their recommendation. City Council remanded the matter to the Arts Commission for consideration, and the Commission is asked to return to City Council with a recommendation regarding next steps for this public art project. In the absence of a final decision, the process now is three weeks behind schedule. The timeline was already very tight as to the final steps of engaging the selected artist to get started on installing the selected proposal. The $20,000 allocation to the this public art project from the Community Recycling Fund was initially designed to be spent on September 30, the close of Fiscal Year 2013. The Solid Waste Advisory Commission has asked that MAC provide SWAC with a progress report, indicating that the funds do need to be spent on time. Though this would have been possible if this process were proceeding right on time, and though not impossible, it will be a huge challenge for these funds to be spent by September 30. MAC has requested, and has been granted, an extension on these funds for this project, and as the CRF has shrunk, demand for investing these funds within the community has only grown. Emily outlined five options for MAC's next steps: I. Recommend that City Council authorize the installation of the pieces "Rolling Through Meridian," as proposed by Mr. Castle and Mr. Lyon. 2. Recommend that City Council authorize the installation of the untitled pieces, as proposed by Delia DeLapp. 3. Recommend that City Council authorize the installation of the piece "Under the Sky and Dreaming" as proposed by C.J. Rench. 4. Recommend that City Council install no public art at either parcel at this time. 5. Allow the $20,000 of dedicated CRF funds to be reabsorbed into that fund for allocation to a different community project. MERIDIAN ARTS COMMISSION MINUTES • AUGUST S, 2O I3 • PAGE 3 Dwight asked whether the Commission is limited to considering the three finalists. Emily responded that recommending one of the three submitted proposals is an option available to the Commission, and that if that is the option the Commission pursues, that the Commission should provide Council with all of the reasons supporting this recommendation. Dwight asked whether this had already happened. Nancy said that at the City Council meeting, the Commission recommended Under the Sun and Dreaming, and is now asked to provide feedback on the three finalists' proposals. Dwight moved that the Commission recommend to City Council that Under the Sun and Dreaming be installed as proposed. Brian seconded the motion. Discussion followed. Nancy reiterated the criteria outlined in the Call to Artists. Emily said that City Council is looking to the Commission for its expert opinion on how the recommended piece reflects the criteria. Dwight said that Under the Sun and Dreaming has symbolism and Meridian history, is more aesthetically pleasing, and contains more of elements of the story of Meridian, and for these reasons, he would select this piece. Brian asked whether the Commission should consider engineering and installation considerations. Emily answered that following selection, the artist would enter into a contract with the City, with benchmarks, one of the first of which would be engineered drawings; the Commission is asked to apply the given criteria to what it sees in the proposals. Brian asked whether City Council is looking for a letter outlining the reasons for the recommendation. Emily answered that written findings would be helpful; City Council would like to hear the findings supporting the recommendation. Emily noted that the Community Recycling Fund is not going to disappear or expire like other grant funds might, but it is time to make the report to the Solid Waste Advisory Commission, as SWAC must make its recommendation to City Council by September 30. A decision to turn those funds back to SWAC would be appropriate and would present an opportunity to go back to a different point in this process. Leslie said that the loss of the CRF funds could be seen as the cost of a lesson in how to install a piece of public art that is pleasing to the community. Dwight retracted his motion. Brian retracted his second. Stephanie said that Under the Sun and Dreaming reflects the elements in the recommended Meridian Road Overpass proposal. Nancy said that MAC has not even asked SWAC about carrying forward the CRF funds. Dwight said that either way it doesn't seem like such a bad thing. Nancy asked what MAC would accomplish by slowing it down. Dwight said that if Council doesn't like what MAC did and we can do it better, this is an opportunity to do that. Stephanie asked if MAC was losing the money. Emily explained that the Community Recycling Fund is City money; it is a gift to the City from Republic representing residential recycling revenues. MAC may go to SWAC and request that this money be allocated to MAC for another fiscal year, explain the new timeline and reasons for being off schedule, and SWAC can either recommend that City Council issue an extension or not. Council would make the final decision. MAC has the opportunity to fight for the CRF money or choose not to. Nancy asked Emily to restate the five options, which she did. Nancy asked whether under choice number five the finalists would be asked to resubmit a proposal to MAC for MAC's review and recommendation to City Council. Emily said that if the CRF monies are returned to SWAC, the options would be open; elimination of the selection panel from the process would be one option. Brian asked whether MAC could require that the artists propose pieces for both parcels. Mary said that if the Call is reissued it would narrow the scope to one parcel. Robert added that if the CRF funds were no longer a consideration, the criteria MERIDIAN ARTS COMMISSION MINUTES • AUGUST 8, 2013 • PAGE 4 that materials include recycled materials would no longer be required. Mary noted that the artists must be on board for this plan to work, and that a special meeting would be required to refine the criteria and determine a path forward. Leslie moved that MAC divest itself of the $20,000 in dedicated Community Recycling Fund funds, reissue the RFP to the three finalists, invite them to submit new proposals for art on the south parcel only, with a new budget, and to hold a special meeting to discuss next steps. Dwight seconded the motion. Vote in favor of the motion was unanimous. c. Concerts on Broadway Leslie reported that Kings of Swing performed on July 20, 2013; it was 102 degrees outside but it was well attended. The venue was relatively cool and excellent for performers as well as audience members. Meridian Arts Foundation provided water. Kevin Kirk & Onomatopoeia will be the final performance, on August 10, 2013, at 7:00 p.m. Members of the Meridian Symphony will perform with the band. Volunteers are needed to set up and take down chairs. Mary said that Treasure Valley Children's Theater will be available to sell water. Nancy said that Laurie Jones of Investment Resources will not be available Saturday but should be thanked, as should Steve Eddy, for promoting all of the concerts on his gas stations' readerboards. d. Piano donation Leslie reported that a private party who owns a 1982 Sherman Clay piano has offered the piano to MAC. The piano could be sold and MAC could use the proceeds to purchase a keyboard that would be more appropriate for use in City Hall. Emily advised that once the City accepts property, the City has to follow its purchasing policy with regard to selling the property; in this case, the City would have to auction it. Leslie suggested that Wineglass Arts Development, a 501(c)(3) organization, has offered to accept the piano on MAC's behalf, trade the piano for a keyboard, and donate the keyboard to MAC. Leslie said that the market for this piano is volatile due to the recent sale of Sherman Clay to Steinway. Stephanie moved that MAC authorize Leslie to discuss with the donor the limitations of donating property to the City and suggest that the donor give the piano to Wineglass Arts Development. Dwight seconded the motion. Vote in favor of the motion was unanimous. 6. Reports, presentations, subcommittee reports, staff reports a. Initial Point Gallery report Dwight reported that he would like Emily to make some changes to the Call to Artists for the 2014 Initial Point Gallery series and release the Call by October I I or 18. Nancy moved that MAC authorize Dwight to make changes as needed to the Call. Leslie seconded the motion. Vote in favor of the motion was unanimous. b. Percent for Art Ordinance Subcommittee Stephanie said that Nancy brought her some research materials today. She would like to get the Mayor involved to learn more about expectations and timelines. Mary said that she would like to be involved, and Robert could help as well. 7. Adjourn MERIDIAN ARTS COMMISSION MINUTES • AUGUST 8, 20 ~ 3 • PAGE 5 Dwight moved to adjourn. Leslie seconded the motion. Vote in favor of the motion was unanimous. Mary adjourned the meeting at 5:45 p.m. MERIDIAN ARTS COMMISSfON MINUTES • AUGUST S, 2O ~ 3 • PAGE 6