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2021-08-12 Meridian Arts Commission Meeting MERIDIAN ARTS COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Thursday, August 12, 2021 at 3:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://us02web.zoom.us/j/87963150508 Or join by phone: 1-669-900-6833 Webinar ID: 879 6315 0508 ROLL-CALL ATTENDANCE __x__ Lizzie Taylor _____ Maria Tzompa __x__ Jessica Peters, Vice Chair __x__ Jenifer Cavaness-Williams __x__ Natalie Schofield __x__ Thomas Vannucci __x__ Bonnie Zahn Griffith, Chair __x__ Raeya Wardle __x__ Leslie Mauldin _____ Joe Borton, Ex-Officio ADOPTION OF AGENDA J. Peters made motion to adopt agenda, seconded by J. Cavaness-Williams. All ayes APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from July 8, 2021 Regular Meeting A. Belnap will amend monthly minutes due to a typo. T. Vannucci made motion to approve with revision, seconded by N. Schofield. All ayes APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Approve Monthly Financial Statement J. Peters requested explanation of payments made to Sector 17 since mural location still topic of discussion. A. Belnap explained payments were for the design so even if Meridian’s Boise Co-Op is not confirmed as the location, MAC still owns the mural design. J. Peters made motion to approve the monthly financial statement, seconded by T. Vannucci. All ayes REPORTS [ACTION ITEM] Update: Initial Point Gallery Subcommittee 3. Minutes from July 28, 2021 Initial Point Gallery Subcommittee Meeting N. Schofield gave a synopsis of the Subcommittee meeting minutes (see Agenda Item #4 and Agenda Item #5). 4. Initial Point Gallery Current and Future Exhibits N. Schofield reported on the recent gallery installation and that 16 people attended the opening reception. N. Schofield noted the gallery will be open two evenings in September besides during City Hall’s regular business hours. B. Griffith requested explanation of gallery space being used as back-up space for Concerts on Broadway performances. A. Belnap explained that this is still in discussion but will report back on this during the October MAC meeting. L. Mauldin spoke in favor of using the gallery as a back-up space and gave example of a past concert with out-of-state performers which would have been cancelled if gallery space had not been used. L. Mauldin noted a review of contract language may be needed and requested a copy of the current contract. E. Kane provided explanation of contract language in terms of payment due to artists when inclement weather arises but noted the contract does not address using the gallery space as a back-up at this time. 5. Update on the Selection of Artists for the Initial Point Gallery Schedule 2022 N. Schofield reported that the Subcommittee discussed upcoming gallery artists and worked on filling the 2022 exhibit calendar and creating list of new artists to contact. Update: Events & Outreach Subcommittee 6. Minutes from July 26, 2021 Events & Outreach Subcommittee Meeting L. Mauldin gave a synopsis of the Subcommittee meeting minutes (see Agenda Item #7 and Agenda Item #8). 7. Activities Planned for Art Week 2021 L. Mauldin reported groups are lined up to present small classes during Art Week and locations for Art week activities have been selected. 8. Scheduled Performers for Concerts on Broadway L. Mauldin reported that all bands are booked but working on getting the openers scheduled. Update: Public Art Subcommittee 9. Minutes from July 27, 2021 Public Art Subcommittee Meeting J. Peters gave a synopsis of the Subcommittee meeting minutes (see Agenda Item #10, Agenda Item #11, and Agenda Item #12) and noted majority of meeting spent discussing Ten Mile Trailhead Project. 10. Ten Mile Trailhead Next Steps J. Peters noted the Subcommittee clarified this project, talked through what went wrong, and how to make the process more efficient in the future. J. Peters explained the next Subcommittee meeting will be used to discuss the piece selected and identify any desired amendments/changes to be discussed with the artist. J. Peters will present final project design at a future MAC meeting. 11. Meridian Mural Series Next Steps A. Belnap reported the Meridian Cycles property mural artist is preparing to do installation in September. A. Belnap reported that she is still waiting to hear from the Boise Co-op Meridian property owners regarding the easement agreement. E. Kane confirmed she has been in touch with the property owners’ lawyers and will give them a date to respond on their final decision. A. Belnap will ask Finance about impact of not having a commitment prior to the end of the current Fiscal Year in terms of allotted money for this project. A. Belnap reported that the Meridian Library District’s new Unbound library branch has provided a soft agreement to be the next mural location so Subcommittee will draft agreement and plan to start design process this Fall. 12. Public Art Plan Next Steps J. Peters reported Subcommittee working through the Plan by identifying planning pieces. J. Peters noted Subcommittee will have a workshop in October to discuss ideas and structure for where Subcommittee sees public art in Meridian in the future, and opportunity to brainstorm. NEW BUSINESS [ACTION ITEMS] 13. Administrative Update: Roles and Responsibilities of the Meridian Arts Commission and the Arts & Culture Coordinator Presentation given by E. Kane, Deputy City Attorney (see attachment) B. Griffith opened the floor for questions. L. Taylor expressed concern over City staff becoming part of the IPG selection process and asked if this would be through expressed interest or simply delegated to participate on selection committee. E. Kane responded that the City staff person would be the Arts and Culture Coordinator serving as the voice of the City. J. Peters requested explanation of what benefit E. Kane expects or problem that would be solved by having a City staff member participate in deliberations. E. Kane gave example of 2021 IPG submission review and the question of A. Belnap’s role in this process which sparked larger discussion of who does what and what are next steps in MAC’s evolution. J. Peters inquired what happens if MAC members and City staff member disagree on something. E. Kane responded that this is still a collaboration and she is not suggesting the Arts and Culture Coordinator would be in charge but would instead have a vote and be included in the decision-making process and it would be majority rules. L. Mauldin requested to review the “Next Step Roles – IPG” slide and suggested a shared role between Operational functions and the Subject Matter Expert functions in the selection of artists. E. Kane amended the slide being reviewed – bullet point under Operational functions changed from “Select artists from pool of applications” to “Participate in selection of artists from pool of applications”. B. Griffith stated that she feels the City staff person should be there to support the Commissioners in their art selection roles. T. Vannucci gave example of Disneyland Nighttime Parade in order to maintain creative intent but meet operational goals. T. Vannucci stated that Commissioners are the subject matter experts with both subjective and objective knowledge and experience which helps the Operations fulfill the mission of the Executives. T. Vannucci expressed concern that A. Belnap will be put in a bad position between subject matter experts and Executives with E. Kane’s current proposal so requested clarity in order to avoid this. L. Mauldin agreed with T. Vannucci that it is not fair to A. Belnap. T. Vannucci stated he is not hearing a solution that addresses how MAC truly collaborates with the City without putting the Arts and Culture Coordinator in jeopardy. E. Kane responded and agreed with T. Vannucci that MAC is more complex than some of the other City Commissions. L. Taylor noted that ad hoc is not necessarily bad since MAC deals with subjective matters and suggested MAC need not be so compartmentalized to avoid being bound in objectivity. J. Peters commented on impact to various City staff in terms of MAC’s projects. Asked S. Siddoway and A. Belnap to comment on their vision of arts in Meridian and thoughts on how to support that and if MAC can continue to dream big in light of limited resources. S. Siddoway stated that he believes in MAC’s mission to nurture the arts in Meridian and it’s his goal to help MAC be effective and efficient in achieving that mission even with limited resources A. Belnap needs the ability to work within the resources but that this should not stop conversations of what might be because Parks and Recreation is a solution-oriented department. S. Siddoway stated that he does not see this discussion about roles and responsibilities as a means to take authority away from MAC, but need to clarify and define A. Belnap’s role in MAC. Agrees with edit E. Kane made to “Next Step Roles – IPG” slide. N. Schofield wants to clarify are there Administrative functions or Operational functions that the Commissioners could do more of to support the Arts and Culture Coordinator or are Commissioners solely tasked with Subject Matter Expert functions. E. Kane responded that she is not closely involved enough to provide that clarification so defers to the Arts and Culture Coordinator. A. Belnap responded that her focus is to increase MAC’s and her position’s efficiency in order to increase MAC’s effectiveness in terms of MAC’s mission. J. Peters suggested the next step be discussions within each subcommittee about where to find efficiencies and how to move forward operationally. L. Mauldin and B. Griffith both agreed with J. Parker’s suggested next steps. E. Kane stated that no formal vote necessary to approve next steps – just need Commission’s consensus. NEXT MEETING - October 14, 2021 ADJOURNMENT L. Mauldin made motion to adjourn meeting, seconded by J. Cavaness-Williams. All ayes To develop, advance, and nurture all facets of the arts to enhance the quality of life for Meridian residents and its visitors MERIDIAN ARTS COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Thursday, August 12, 2021 at 3:30 PM All materials presented at public meetings become property of the City of Meridian. Anyone desiring accommodation for disabilities should contact the City Clerk's Office at 208-888-4433 at least 48 hours prior to the public meeting. Agenda VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://us02web.zoom.us/j/87963150508 Or join by phone: 1-669-900-6833 Webinar ID: 879 6315 0508 ROLL-CALL ATTENDANCE _____ Lizzie Taylor _____ Maria Tzompa _____ Jessica Peters, Vice Chair _____ Jenifer Cavaness-Williams _____ Natalie Schofield _____ Thomas Vannucci _____ Bonnie Zahn Griffith, Chair _____ Raeya Wardle _____ Leslie Mauldin _____ Joe Borton, Ex-Officio ADOPTION OF AGENDA APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from July 8, 2021 Regular Meeting APPROVAL OF MONTHLY FINANCIAL STATEMENTS [ACTION ITEM] 2. Approve Monthly Financial Statement REPORTS [ACTION ITEM] Update: Initial Point Gallery Subcommittee 3. Minutes from July 28, 2021 Initial Point Gallery Subcommittee Meeting 4. Initial Point Gallery Current and Future Exhibits 5. Update on the Selection of Artists for the Initial Point Gallery Schedule 2022 Update: Events & Outreach Subcommittee 6. Minutes from July 26, 2021 Events & Outreach Subcommittee Meeting 1 7. Activities Planned for Art Week 2021 8. Scheduled Performers for Concerts on Broadway Update: Public Art Subcommittee 9. Minutes from July 27, 2021 Public Art Subcommittee Meeting 10. Ten Mile Trailhead Next Steps 11. Meridian Mural Series Next Steps 12. Public Art Plan Next Steps NEW BUSINESS [ACTION ITEMS] 13. Administrative Update: Roles and Responsibilities of the Meridian Arts Commission and the Arts & Culture Coordinator NEXT MEETING - October 14, 2021 ADJOURNMENT 2 MERIDIAN ARTS COMMISSION MEETING City Council Chambers, 33 East Broadway Avenue Meridian, Idaho Thursday, July 08, 2021 at 3:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://us02web.zoom.us/j/81027723187 Or join by phone: 1-669-900-6833 Webinar ID: 810 2772 3187 ROLL-CALL ATTENDANCE __x___ Lizzie Taylor _____ Maria Tzompa __x___ Jessica Peters, Vice Chair __x___ Jenifer Cavaness-Williams _____ Natalie Schofield __x___ Thomas Vannucci __x___ Bonnie Zahn Griffith, Chair __x___ Raeya Wardle __x___ Leslie Mauldin _____ Joe Borton, Ex-Officio ADOPTION OF AGENDA J. Peters made motion to adopt agenda, seconded by J. Peters All ayes APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from June 10, 2021 Regular Meeting L. Taylor made motion to approve the minutes, seconded by T. Vannucci All ayes REPORTS [ACTION ITEM] Update: Initial Point Gallery Subcommittee 2. Initial Point Gallery Current and Future Exhibits A. Belnap reported on the new exhibit installed in the Gallery on July 2. J. Cavaness- Williams told the Commission that the Opening Reception was very nice although only 13 people attended, this could be due to being on a holiday weekend. 3. Update on the Selection of Artists for the Initial Point Gallery Schedule 2022 3 Item 1. A. Belnap informed the Commission that the Subcommittee has directly invited artists to fill in the gaps of the calendar and is awaiting to hear their responses. Update: Events & Outreach Subcommittee 3. Drafted Activities for Art Week 2021 L. Mauldin introduced the idea of Park(ing) Day which was introduced to the Subcommittee by J. Peters. Although the Subcommittee could not do it this year, they are interested in bringing it back in the future. A. Belnap reviewed the current Art Week schedule, highlighting each of the elements that contribute to Art Week. B. Griffith mentioned that the plein air painters could also paint during Art Week. 5. Scheduled Performers for Concerts on Broadway L. Mauldin informed the Commission that High Street had to cancel their performance for Concerts on Broadway. Fortunately, L. Mauldin was able to find the Billy Blues Band to replace them. The Oinkari Dancers have confirmed their performance as well and will fit great in a 15-20 minute performance. Update: Public Art Subcommittee 6. Ten Mile Trailhead Next Steps J. Peters described the scoring and presentations of the three artists who submitted proposals for the project, mentioning that agenda item #9 will be to approve the highest scoring artist, Stephanie Inman. 7. Meridian Mural Series Next Steps J. Peters informed the Commission that the Meridian Cycles mural is moving forward, the Boise Coop property is working on the easement, and a third property is being searched out. 8. Public Art Plan Next Steps J. Peters also informed the Commission that the Subcommittee is meeting next month to discuss big picture planning and how to utilize or combine all the planning documents the Commission has gathered. NEW BUSINESS [ACTION ITEMS] 9. Approve Selected Artwork for Ten Mile Trailhead Installation J. Peters introduced Stephanie Inman’s concept for the public art installation, the highest scoring piece. She also mentioned that some details will be worked out such as coloring the design. J. Cavaness-Williams made motion to approve the artwork, seconded by T. Vannucci All ayes 4 Item 1. J. Peters commented that the decision was difficult one. T. Vannucci also mentioned that he hoped lights and mass could be added to the design. L. Taylor agreed. NEXT MEETING - August 12, 2021 10. Administrative Update: Arts & Culture Coordinator Role and Responsibilities B. Griffith informed the Commission that an update will be provided to the Commission regarding roles and responsibilities. ADJOURNMENT L. Mauldin made motion to adjourn meeting, seconded by L. Taylor All ayes 5 Item 1. Total YTD Budget Budget Actual Remaining REVENUES Donations/Sponsorships Concerts on Broadway 10,000.00$ 10,000.00$ -$ Initial Point Gallery -$ Traffic Box Wraps 1,080.00$ 1,080.00$ -$ TOTAL REVENUE 11,080.00$ 11,080.00$ -$ EXPENSES Arts Development* 2,000.00$ 2,000.00$ *May include expenses related to training/conferences and/or general arts development outreach efforts Concerts on Broadway 10,000.00$ 10,000.00$ Performing Arts 7,000.00$ 6,331.00$ 669.00$ Initial Point Gallery 700.00$ 41.50$ 658.50$ School Dist Art Show Awards 50.00$ 50.00$ Art Week 2,800.00$ 2,800.00$ Public/Private Mural Program -$ -$ Public Art Plan Consultant & Final Document -$ Other Expenses**950.00$ 127.99$ 822.01$ **May include expenses associated with the Dairy Days Art Show and/or Art Week SUBTOTAL 23,500.00$ 6,500.49$ 16,999.51$ PUBLIC ART PROJECTS Art in Public Places Mural series (Carryforward) 21,300.00$ 4,500.00$ 16,800.00$ MAPS - Traffic Box Wraps -$ -$ MAPS - Public Art/Signage in Parks (Carryforward)28,096.00$ 28,096.00$ MAPS - Public Art/Signage in Parks 50,000.00$ 50,000.00$ TOTAL PUBLIC ART PROJECTS 99,396.00$ 4,500.00$ 94,896.00$ TOTAL EXPENSES 122,896.00$ 11,000.49$ 111,895.51$ FY2021 Budget to Actual Comparison 8/3/2021 1 of 1 FY21 Summary6 Item 2. City Of MeridianPosted General Ledger TransactionsEffective DateTransaction DescriptionIDAmount3/1/2021 pay #1 Meridian classroom virtual performancesTREASURE VALLEY CHIL2,331.00 3/1/2021 POSTAGE USE, February 2021PITNEY RESERVE0.00 3/17/2021 Summer Theater in the Park sponsor pay #2TREASURE VALLEY CHIL1,000.00 3/24/2021 post-it notes - qty 1 pkOFFICE DEPOT12.99 3/31/2021 VISA-BOISE BISTRO MARKET- lunch for MAC Special Meeting Public Art Workshop on 3/27/21BANK OF AMERICA VISA115.00 4/22/2021 pay #1 initial designs for mural series BEN KONKOL500.00 4/22/2021 Recode: BEN KONKOL pay #1 initial designs for mural series AP21-0578 -55181 to 55185(500.00)4/22/2021 Recode: BEN KONKOL pay #1 initial designs for mural series AP21-0578 -55181 to 55185500.00 4/26/2021 pay #1 for Boise Coop MuralSECTOR SEVENTEEN2,000.00 5/31/2021 VISA-Amazon.com 2R1685OD2- labels for Initial Point Gallery - qty 2 boxesBANK OF AMERICA VISA41.50 6/1/2021 Summer Theater in the Park Sponsor, Show 2TREASURE VALLEY CHIL1,000.00 6/1/2021 Summer Theater in the Park Sponsor, Show 3TREASURE VALLEY CHIL1,000.00 6/16/2021 Summer Theater in the Park Sponsor, Show 4TREASURE VALLEY CHIL1,000.00 6/25/2021 pay #2 for Boise Coop Mural designSECTOR SEVENTEEN2,000.00 8/3/20211 of 1Expense detail7Item 2. INITIAL POINT GALLERY SUBCOMMITTEE MEETING Parks & Recreation Conference Room, 33 East Broadway Avenue Suite 206 Meridian, Idaho Wednesday, July 28, 2021 at 1:00 PM MINUTES ROLL-CALL ATTENDANCE _x____ Lizzie Taylor _x____ Natalie Schofield, Chair _x____ Bonnie Zahn Griffith APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from Regular Meeting on June 23, 2021 L. Taylor made motion to approve minutes, seconded by B. Zahn Griffith All ayes REPORTS 2. Update: Current and Incoming Gallery Exhibits The Subcommittee discussed the current exhibit with the rodeo theme and A. Belnap described how Ginger Lantz and Steph Teeter had to drop out of the exhibit, however Steph was able to take Ginger’s place with her inventory of 2D artwork and Mandy Henebry agreed to stay another month. J. Cavaness-Williams was the opening reception host with 13 attendees. L. Taylor noted that hopefully the attendance was low because it was July 4th weekend. Next month, Wendy Blickenstaff, Clare Nelson, and Lauri Borer will be showing in the Gallery. There is currently no host signed up for the August and November Opening Receptions, so A. Belnap will email the Commission and request commissioners to volunteer as host for those months. ACTION ITEMS 3. Review Calendar for 2022 and Revise or Select New Artists to Invite to the Gallery The Subcommittee reviewed the calendar for 2022 and filled in the gaps as listed below: June- Leslie J. Bosch as 3D artist 8 Item 3. July- Lynn Fraley as 3D artist August- Connie Wood and Kris Rehn for ¼ space as photographers David Day as backup photographer Melissa Reche as 3D artist October- Cyndy Lounsbury as 3D artist November- Betsie Richardson for ¼ space Kris Mannion as 3D artist December- Lorelle Rau, Pat Kilby, and Julie Clemons for 1/3 space each Flynn Day Pottery as 3D artist The 3D artists’ assigned months are flexible. A. Belnap will contact artists. DISCUSSION ITEMS 4. Follow Up on Media Marketing for the Initial Point Gallery A. Belnap introduced the media marketing plan she created with the City Communications Manager. B. Griffith requested that there be a weekly social media post for the Gallery, A. Belnap said she was able to commit to two posts a month. N. Schofield suggested that the posts tag the artists to improve interactions and marketing for the artists. The Subcommittee agreed to try the marketing plan for 6 months and re-evaluate then. 5. Discuss and Determine Change to September Opening Reception A. Belnap informed the Subcommittee that the Meridian Art Foundation’s Art Sip coordinator requested that the Initial Point Gallery be open for visitors on the evening of their event, September 9. A. Belnap asked if the Subcommittee would want to move the Opening Reception to September 9 or to have two evening events in September. B. Griffith recommended that the Subcommittee open the Gallery for both nights in September in order to maintain a consistent Opening Reception schedule and because one of the September artists in from out of town. The Subcommittee was enthusiastic about the partnership and agreed with B. Griffith’s suggestion. N. Schofield will host the September Opening Reception and L. Taylor will host during the Art Sip. 6. Discuss and Determine Application Window for Gallery Applications for 2023 A. Belnap asked if the Subcommittee would prefer to do a closed Call to Artist, where the artists have 6-8 weeks to apply once a year to the Gallery, or maintain an open Call where artists can apply at any time in the year. B. Griffith explained that the Subcommittee originally changed the Call to an open Call in an effort to gather more applications. The Subcommittee agreed to switch back to a closed Call to Artist each spring. NEXT MEETING - August 25, 2021 9 Item 3. ADJOURNMENT L. Taylor made motion to adjourn meeting, seconded by B. Zahn Griffith All ayes Meeting adjourned at 2:23pm 10 Item 3. W E N D Y B L I C K E N S T A F F C L A R E N E L S O N L A U R I B O R E R The Initial Point Gallery Presents August 6- September 3 Meridian City Hall, Third Floor Monday-Friday, 8am-5pm O p e n i n g R e c e p t i o n : A u g u s t 6 , 4 :3 0 -7 :0 0 p m 11 Item 4. EVENTS & OUTREACH SUBCOMMITTEE MEETING Parks & Recreation Conference Room, 33 East Broadway Avenue Ste 206 Meridian, Idaho Monday, July 26, 2021 at 5:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://teams.microsoft.com/l/meetup- join/19%3ameeting_NjI3YzBlNjUtMjRkYi00NWU3LTkwNjQtNjBhOTQyMzZkYTg1%40thre ad.v2/0?context=%7b%22Tid%22%3a%22b844df29-8272-41a9-9862- 5a8e63e5f93a%22%2c%22Oid%22%3a%2241e2fc1d-e723-4cd9-9cd3- c847775577fe%22%7d ROLL-CALL ATTENDANCE _x____ Leslie Mauldin, Chair _x____ Thomas Vannucci _____ Maria Tzompa _x____ Jenifer Cavaness-Williams _____ Michelle Glaze APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from Regular Meeting on June 28, 2021 L. Mauldin requested that the June minutes be amended to note that she recommended tabling the Strategic Plan review to a subsequent meeting, not the next meeting. T. Vannucci made motion to amend minutes, seconded by J. Cavaness-Williams All ayes DISCUSSION ITEMS 2. Review and Discuss Current Art Week Plans A. Belnap reviewed the Art Week agenda with the Subcommittee, noting adjustments to the agenda since last meeting. The Subcommittee was in support of these changes (i.e. Art Sip taking place in City Hall Plaza, plein air painters, and Initial Point Gallery Opening on September 9) . The Subcommittee then discussed the logistical details of Art Week. For the free art classes, the Subcommittee finalized this below list of instructors: 12 Item 6. • Angry Easel • The Flower Place • Happy Hour Homemaker • Treasrure Valley Childrens Theater • Sean Hancock • North African Dancing • Dance Arts Academy • Write & Publish a Book • James Fullenrider- poetry • Kate from Truffles knows calligrapher For class locations, the Subcommittee suggested using the artists’ studios for Thursday evening and utilizing City Hall on Wednesday evening because of the Art Sip. Other locations included using the platform outside of Joe Borton’s law firm and Generations Plaza. A. Belnap noted that last year, the Subcommittee paid instructors $50, however the Subcommittee decided that depending on the budget, they would like to increase the amount to $75 plus materials. The Subcommittee also expressed a desire to include Treasure Valley Children’s Theater in the Art Sip program, perhaps doing a 15minute shortened show. A. Belnap will discuss this possibility with CheRee, the coordinator of Art Sip. For the Chalk Art Competition, the Subcommittee discussed keeping the categories from 2019 (Professional, Adult, Highschool, and Youth) and adding a Digital category for accessibility reasons. Registration will be recommended, however walk ins will also be welcome. The location of the Chalk Art Competition is to be determined. If we can manage Generations Plaza, L. Mauldin said that the owner of Deja Brew, Cecyle Brock, could recommend performers. REPORTS 3. Follow Up on Performers for Concerts on Broadway September 25 L. Mauldin gave the Subcommittee the good news that she has found a mariachi band to perform as the last performer on September 25. She noted that it will be a tight call since the band will be performing at the fair immediately before the Concerts on Broadway Performance. L. Mauldin recommended that there be an opening student act on September 25, the fiddlers’ performance, followed by the Oinkari Dancers, an intermission, another student act, a brief show by the Treasure Valley Children’s Theater, and lastly, the mariachi band. She also suggested that El Tanampa be involved, perhaps with emceeing. A. Belnap and L. Mauldin will continue to work out these details. 13 Item 6. 4. Update: Christmas in Meridian Partnership Role Clarification TBD Next Month A. Belnap explained that the Arts Commission’s role in City events will be part of the conversation/presentation made to the Commission in August. NEXT MEETING - August 23, 2021 ADJOURNMENT J. Cavaness-Williams made motion to adjourn, seconded by T. Vannucci All ayes Meeting adjourned at 6:49pm 14 Item 6. Art Drop all week long Wednesday, September 8 Free Art Classes @various locations Thursday, September 9 Meridian Arts Foundation, Art Sip! @City Hall Plaza Food & wine Art exhibits Area artists Silent auction Free Art Classes @various locations Friday, September 10 Community Art Party @Kleiner Park Bandshell performance: Meridian Symphony Orchestra Floating water lanterns Arts & craft booths Collaborative Community Art Project Saturday, September 11 Saturday Farmers Market: Artist’s Special @City Hall Art vendors Food truck Musical performer Chalk Art Competition Live artist demonstrations? Pop up concerts? 15 Item 7. Concerts on Broadway: Performers Billy Blues Band @City Hall Plaza Food truck Adjustments since last meeting: MAF Art Sip! takes place in City Hall Plaza Include Initial Point Gallery Opening during MAF Art Sip! Plein air painters during the week Next Steps: • Finalize Art Classes o Contract instructors o Create registration • Confirm plein air painters- days/times/locations • Confirm MAC participation in Community Art Party o Hosting a booth? o Contacting artists? • Confirm art vendors o Determine how many openings o What is needed for registration • Finalize Chalk Art Competition o How to contact/register teams o Location • Create marketing plan o Meet with Communications Managers o Create marketing materials 16 Item 7. MEMO TO MERIDIAN ARTS COMMISSION Topic: Concerts on Broadway Performers Performers Currently Scheduled: August 28: Kings of Swing September 11: Billy Blues Band September 25: Malinda DaBry, fiddler Oinkari Dancers Mariachi Sol de Acapulco 17 Item 8. PUBLIC ART SUBCOMMITTEE MEETING Parks & Recreation Conference Room, 33 East Broadway Avenue Ste 206 Meridian, Idaho Tuesday, July 27, 2021 at 4:30 PM MINUTES VIRTUAL MEETING INSTRUCTIONS To join the meeting online: https://teams.microsoft.com/l/meetup- join/19%3ameeting_ZDRmOWUzNjMtZGMwNS00MjViLWI1MGUtZTkxNDRiMzdmNmUz% 40thread.v2/0?context=%7b%22Tid%22%3a%22b844df29-8272-41a9-9862- 5a8e63e5f93a%22%2c%22Oid%22%3a%2241e2fc1d-e723-4cd9-9cd3- c847775577fe%22%7d ROLL-CALL ATTENDANCE _x____ Lizzie Taylor _x____ Raeya Wardle arrived at 4:42pm _x____ Jessica Peters, Chair _x____ Thomas Vannucci _x____ Bobby Gaytan A. Belnap introduced Keith Watts and Sandra Ramirez from the Purchasing Department and welcomed Steve Siddoway and Emily Kane to the meeting. APPROVAL OF MINUTES [ACTION ITEM] 1. Minutes from Regular Meeting on June 15, 2021 L. Taylor made motion to approve minutes, seconded by T. Vannucci All ayes DISCUSSION ITEMS 2. Provide Feedback and Discuss Preferences for Public Art Selection Process A. Belnap explained that this discussion is to gather feedback from the Subcommittee on the most recent public art selection process in order to improve the process for the future. K. Watts described the typical process of issuing, scoring, and selection a vendor through the RFP process, noting that usually the team prefers to have an in person kick off meeting before releasing the RFP and an in person discussion following the scoring, but was not done this time. E. Kane elaborated that the RFP process is a common process in the City to select services and products of large and small scale. In the process, it is also common to include all stakeholders which is why representatives from the Parks Department were included in the selection panel. E. Kane stated that there was no defect in the 18 Item 9. process for selecting the Ten Mile Trailhead project, however there was a lack of education or communication with the Subcommittee on the process and its scope. K. Watts confirmed that in place of an in person meeting after the scoring, an email was sent out asking if the selection panel would like to discuss. L. Taylor expressed her frustration in working with the Bonfire program and its technicalities. She also expressed that she felt the scoring criteria and verbiage was too objective for evaluating the subjective nature of artwork. A. Belnap informed the Subcommittee that the scoring criteria verbiage was taken from the RFP, which was approved by the Subcommittee and Commission. E. Kane confirmed that the Arts Commission approved the RFP in March 2021. T. Vannucci stated that he felt the highest scoring artist was not the most suitable for this project. He expressed that when using a combination of objective and subjective criteria, the objective criteria will win. K. Watts assured the Subcommittee that the criteria for selection and its verbiage can be supplied by the Subcommittee and the Subcommittee’s expertise during the RFP process. J. Peters summarized that the scoring criteria will be worked on in moving forward with future projects. J. Peters stated her concerns regarding the lack of in person discussion following the evaluations and the notice of the final scores. She indicated that she expected the selection panel would have the opportunity to discuss the final scores as was the case in selection processes in the past and was surprised to see the approval on the Arts Commission agenda. Because of this, she would like to see if the final decision could be revisited. E. Kane informed the Subcommittee that we have passed the point of no return on the Ten Mile Trailhead project, but suggestions can be included in future processes. J. Peters stated that unlike past selection meetings, she felt that this selection process was a Parks project that the Arts Commission was invited to instead of an Arts Commission project in partnership with the Parks Department. T. Vannucci asked if adjustments be made to the current selection if it is a done deal. K. Watts confirmed that the Subcommittee can work with the vendor to make adjustments to the proposal. S. Siddoway expressed his gratitude in working with the Arts Commission and his hope that we can make this an awesome marriage instead of an us vs. them situation. He also stated that he has been involved in past selection processes and the two points that he felt that made this process different was the use of the Bonfire system and the lack of conversation after the evaluations. He suggested that the meeting after evaluations be made a rule for all future selection processes. The Subcommittee agreed. K. Watts reaffirmed that Bonfire was not the cause of any failings in the process, but rather the Subcommittee can be involved in adjusting the scoring criteria and formatting of Bonfire to work best for them. J. Peters mentioned that she had trouble with the dropdown menu of comments in the scoring because she felt some of the dropdown comments didn’t fit her reasoning and recommended adding an “Other” option to make personal notes instead of being required to chose one of the pre-selected options. L. Taylor stated that she felt the technology of Bonfire led to a bias towards more technologically inclined persons who were 19 Item 9. able to navigate the system. J. Peters suggested that the in person meeting before the release of the RFP that K. Watts had mentioned before would help for cases like L. Taylor’s. K. Watts also mentioned that they would be able to submit scores for L. Taylor and accommodate her. L. Taylor also cautioned the team to be careful when suggesting adjustments to artwork. She stated from personal experience that sometimes suggestions doesn’t go well and the suggestions should be made dispassionately and sensitively. S. Siddoway confirmed with K. Watts that minor adjustments can be made (ex: the color of the Ten Mile Trailhead project) but large changes cannot (ex: changing the flower to an elephant). K. Watts stated that the adjustments can be negotiated in the agreement process and if the artist in unwilling or unable to make the requested adjustments, the Subcommittee can then move to the second highest scoring artist. The Subcommittee agreed to meet together next month to discuss the changes to request for the Ten Mile Trailhead project and S. Siddoway asked that he be involved in that discussion as well. Following the next Public Art Subcommittee meeting, S. Siddoway, A. Belnap, K. Watts, and S. Ramirez will negotiate the agreement and adjustments with Stephanie Inman, the artist. E. Kane also mentioned that since these adjustments will be minor, it will not need to go to the Arts Commission for re-approval but should be included in the Subcommittee report. Lastly, A. Belnap informed the Subcommittee that the City staff will get together in the next couple of weeks, create a formal step by step procedure for selecting public art and present it to the Arts Commission in the coming months. The Subcommittee agreed. S. Siddoway, E. Kane, K. Watts, and S. Ramirez took their leave and the Subcommittee took a 5 minute break. 3. Discuss and Develop Public Art Planning Tools A. Belnap suggested that the Subcommittee start with goal #3 on the agenda memo in order to first establish a vision for the public art program. J. Peters stated that the Subcommittee has much of the information needed for this, it is just split between several reports and documents that need to be compiled and organized together. The Subcommittee discussed the benefits of establishing the vision and getting to the action items. B. Gaytan suggested that an education piece be included in the plan in order to reach the public. J. Peters will send out Fargo, North Dakota’s Public Art Plan as an example. The Subcommittee agreed to set up a Saturday workshop to do this compilation in October. A. Belnap will send out dates. REPORTS 4. Update: Ten Mile Trailhead Installation A. Belnap recapped what was previously agreed upon in Agenda Item #2: the Subcommittee will discuss adjustments to request from Stephanie Inman for the final design and structure, then S. Siddoway and A. Belnap will work with the 20 Item 9. Purchasing and Legal departments to negotiate and create an agreement with S. Inman. T. Vannucci requested that we obtain S. Inman’s maquette for our discussion next month. 5. Update: Meridian Mural Series Status A. Belnap informed the Subcommittee that the easement for the Meridian Cycles mural will be issued this week. Centercal, the corporate property owner of the Boise Co op, is still resisting pieces of the easement agreement and in the negotiation process with the Legal department. The Meridian Library District has given a soft commitment to becoming the third mural property and E. Kane is drafting an up front agreement in order to avoid getting into snags later on, like what happened with Centercal and SagePoint Financial. 6. Inclusivity Highlight: Art and Accessibility J. Peters explained to the Subcommittee that these memos are for the Subcommittee to review and to discuss if requested. J. Peters also said that she plans on including a memo for each meeting and if anyone would like to produce their own memo, they are welcome to do so. NEXT MEETING - August 17, 2021 ADJOURNMENT L. Taylor made motion to adjourn meeting, seconded by T. Vannucci All ayes Meeting adjourned at 6:49pm 21 Item 9.