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2021-09-21 Public Art Subcommittee PUBLIC ART SUBCOMMITTEE MEETING Parks & Recreation Conference Room, 33 East Broadway Avenue Ste 206 Meridian, Idaho Tuesday, September 21, 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 _x____ Jessica Peters, Chair _x____ Thomas Vannucci _x____ Bobby Gaytan APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from Regular Meeting on August 17, 2021 L. Taylor made motion to approve minutes, seconded by T. Vannucci All ayes DISCUSSION ITEMS [Action Items] 2. Discuss Meridian Cycles Mural Unveiling A. Belnap informed the commission that Ben Konkol is finishing the mural at Meridian Cycles in the next week or two. She has already discussed potential dates for the unveiling during the last week of October with the McKennas and Ben Konkol. The McKennas also know someone who can bring a prosecco cart. Now we are waiting to hear back from the Mayor to see if he is interested in participating. J. Peters mentioned a plaque for the wall. A. Belnap will look into it. 3. Discuss New Location for the Sector Seventeen Mural Since the Boise Co-op has dropped out of the mural series, the Subcommittee can look for new properties for the Sector Seventeen design. L. Taylor suggested the Fred Meyer on Fairview and the west side of D & B Supplies on Fairview. B. Gaytan suggested the orange/brown business complex seek going south on Meridian Road and the new Winco on Chinden and Linder. T. Vannucci suggested Mountain View equipment company at 700 Overland. The Subcommittee also discussed looking at Meridian Middle School, any FFAs, or other school buildings. 3. Review Ten Mile Trailhead Installation Site Location Options The Subcommittee reviewed photos of the Ten Mile Trailhead to identify an appropriate location for the installation. A. Belnap also brought in a map with Steve Siddoway’s opinion for consideration- see attached document. After some deliberation, the Subcommittee identified the center of the seating area on the south side of the Ten Mile Trailhead as most suited for the installation. A. Belnap will work with the Parks Superintendent and other relevant parties to confirm this location. 4. Follow-up Discussion from August 2021 Meridian Arts Commission Meeting: Roles & Responsibilities A. Belnap reviewed the powerpoint and major points of E. Kane’s presentation to the Arts Commission from August 2021. She also introduced a document of responsibilities related to the projects the Public Art Subcommittee is involved in. The Subcommittee and A. Belnap reviewed the document and the distribution of responsibilities together. The Subcommittee members added their thoughts and adjustments were made. See attached document for edited version. A. Belnap will combine this list with other Subcommittee responsibilities and the Commission will review it again at the next Commission meeting in October. REPORTS 5. Inclusivity Highlight: Hispanic Heritage Month B. Gaytan briefly reviewed the articles that he submitted for the inclusivity highlight of the month. NEXT MEETING - October 19, 2021 ADJOURNMENT L. Taylor made motion for adjournment, seconded by B. Gaytan All ayes Meeting adjourned at 6:34pm Generalized list of PAC responsibilities: • Public Art Development o Hold regular meetings  Schedule meetings  Prepare agenda  Prepare minutes o Public Art planning (independently & in conjunction with other city groups)  Long- range budget planning (MAPS funding) • Advocating for budget increases • Determine budget size for future public art projects • Submitting budget amendments when needed  Long-range location planning • Meeting with other City/community entities to determine possible locations  Ensure fulfillment of Strategic Plan goals o Grant applications  Finding grant opportunities  Application management  Grant management o Develop relationships with the community & City groups  For funding, locations  Public input on projects o Manage master agreements with partners  Traffic box vinyl vendor  Parks Identity Roster o Liaise/coordinate/contact • Public Art Installations o Determine budget for project in accordance to public art plan o Determine format of selection- RFQ/RFP o Location selection  Identifying locations in accordance to public art plan  Finalizing specific installation location  Coordinating with private property owners, as needed o Artist selection  Creating RFQ/RFP • Developing content, criteria • Drafting content, criteria • Finalizing RQP/RFP content, criteria  Determine distribution strategy  Select artist from submissions  Negotiating/contracting artist  Liaise between Subcommittee & other City departments o Design/refinement process o Project management  Overseeing fabrication & installation  Maintenance for public art o Unveiling  Program creation- speakers, comments, recognitions  Media/marketing • Traffic Box Art o Repository creation  Creating RFQ/RFP • Developing content, criteria • Drafting content, criteria • Finalizing RQP/RFP content, criteria  Determine distribution strategy  Select artist from submissions o Annual artwork selection process o Location selection  Location identification o Submitting to vendor Subcommittee approval required: • RFQ/RFPs o budget size for MAPS projects o location of MAPS projects o selection criteria • Artist Selection • Final design To develop, advance, and nurture all facets of the arts to enhance the quality of life for Meridian residents and its visitors PUBLIC ART SUBCOMMITTEE MEETING Parks & Recreation Conference Room, 33 East Broadway Avenue Ste 206 Meridian, Idaho Tuesday, September 21, 2021 at 4:30 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://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 _____ Lizzie Taylor _____ Raeya Wardle _____ Jessica Peters, Chair _____ Thomas Vannucci _____ Bobby Gaytan APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from Regular Meeting on August 17, 2021 DISCUSSION ITEMS [Action Items] 2. Discuss Meridian Cycles Mural Unveiling 3. Discuss New Location for the Sector Seventeen Mural 4. Review Ten Mile Trailhead Installation Site Location Options 5. Follow-up Discussion from August 2021 Meridian Arts Commission Meeting: Roles & Responsibilities REPORTS 6. Inclusivity Highlight: Hispanic Heritage Month 1 NEXT MEETING - October 19, 2021 ADJOURNMENT 2 PUBLIC ART SUBCOMMITTEE MEETING Parks & Recreation Conference Room, 33 East Broadway Avenue Ste 206 Meridian, Idaho Tuesday, August 17, 2021 at 5:00 PM MINUTES VIRTUAL MEETING INSTRUCTIONS 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 _x____ Jessica Peters, Chair _x____ Thomas Vannucci _x____ Bobby Gaytan APPROVAL OF MINUTES [ACTION ITEM] 1. Approve Minutes from July 27, 2021 Subcommittee Meeting L. Taylor made motion to approve minutes, seconded by T. Vannucci All ayes DISCUSSION ITEMS 2. Discuss Adjustments to Request for the Ten Mile Trailhead Installation Subcommittee reviewed Stephanie Inman’s design for the Ten Mile Trailhead installation and discussed possible adjustments to request from Stephanie. Adjustments included: • Addition of color in order to provide contrast, depth, and texture to the structure • More mass through design, whether that is multiple flower stalks or more flowers on one stalk • Bench lowered from 30” high to standard chair height at 17-18” high • Lighting included, whether canned lights at the bottom or internally lit LED lights along the leaves or stems in the top 3 Item 1. • Address and eliminate engineering/stability concerns A. Belnap will work with S. Inman through the Finance department to negotiate these adjustments. In the next meeting, A. Belnap will bring site photos for the Subcommittee to discuss the location for the installation. 3. Review Public Art Selection Process Outline A. Belnap reviewed Public Art Selection Process document that details the step by step process for selection processes. J. Peters noted that typically the full Arts Commission does not approve location, that is a responsibility of the Subcommittee. The Subcommittee agreed to the document with those notes. REPORTS 3. Meridian Mural Series Next Steps A. Belnap informed the Subcommittee that CenterCal is still hesitant on signing the easement and the deadline for them to sign is the end of the month. J. Peters asked if there is a backup plan if it doesn’t work out- A. Belnap will check to see if the funds can be carried over into FY22 so that a new location can be found. 5. Inclusivity Highlight: Art & Influence in Jamaica NEXT MEETING - September 21, 2021 ADJOURNMENT L. Taylor made motion to adjourn, seconded by T. Vannucci All ayes 4 Item 1. 5 Item 4. ROLES & RESPONSIBILITIESArts Commission Committees Arts & Culture CoordinatorEmily Kane Deputy City Attorney August 12, 20216Item 5. ROAD MAP•Past to present: Meridian Arts Commission•Past to present: Staff support for MAC•Framework of roles and functions•Present roles: Other City Commissions•Present roles: Meridian Arts Commission, committees •Possible next step roles for Meridian Arts Commission 7Item 5. MISSION!To develop, advance, and nurtureall facets of the arts to enhance the quality of lifefor Meridian residents and visitors 8Item 5. PAST TO PRESENT:MERIDIAN ARTS COMMISSION9Item 5. Meridian Arts Commission established!•Initial Point Gallery opens•First Concerts on Broadway•2009-13 Strategic Plan adopted•First public art installed•First children’s theater show•First partnership with MSO•Art in Public Spaces•First traffic box art installed•First Art Walk•First partnership with TVCT•2014-2018 Strategic Plan adopted•First mural installed•Standing committees formed (Strategic Plan, Events & Outreach, Public Art)•Online meetings!•Art Acquisition Policy adopted•IPG Committee replaces Strategic Plan Committee•Via Partnerships completed public art survey Inaugural members appointed to MAC (6)Youth Commissioner appointed to MAC•MAPS ordinance passed•9 commissioners seated•2019 – 2023 Strategic Plan adopted•First Mayor’s Awards in the ArtsMAC is 15!•Concerts on Broadway•Initial Point Gallery•Public art installations•Mural series•Traffic box art program•Treasure Valley Children’s Theater•Meridian Symphony Orchestra•Art Week2021202120202020201920192018201820152015201420142010201020092009200720072006200610Item 5. PAST TO PRESENT: STAFF ASSIGNED TO SUPPORT MAC11Item 5. 2020202020182018201520152013 2013 20062006Position: Deputy City AttorneyStaff: Emily KaneDepartment: LegalDedicated: 0 hours/weekPosition: Arts & Culture SpecialistStaff: Hillary BodnarDepartment: FinanceDedicated: 15 hours/weekPosition: Arts & Culture CoordinatorStaff: Audrey BelnapDepartment: Parks & RecreationDedicated: 30 – 40 hours/weekPosition: Administrative Assistant IStaff: VariousDepartment: Human Resources/ITDedicated: 5 hours/week, clerical onlyPosition: Commissions and Committees SpecialistStaff: Hillary BodnarDepartment: Clerk’s OfficeDedicated: 20 hours/week12Item 5. FRAMEWORK OF ROLES AND FUNCTIONS13Item 5. “ROLE:Executive Operational Administrative Subject Matter ExpertRESPONSIBILITY:Establish the City’s vision for [subject matter]programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveFRAMEWORK14Item 5. EXECUTIVEEstablishes destination14SUBJECT MATTER EXPERTKnows route best: scenery, road construction, trafficKnows the best vehicle to get to the destinationKnows best stops to make it an unforgettable journeyHas the best road trip sandwich recipeOPERATIONSDetermines which route to take to destinationDetermines which vehicle to driveDecides where to stop along the wayDecides what kind of food to put in the coolerADMINISTRATIVEDownloads GPS app, prints maps and itineraryReserves vehicle, fills gas tank, changes oilMakes restaurant, picnic shelter, tour reservationsMakes sandwiches, packs beverages15Item 5. PRESENT ROLES ofCITY COMMISSIONS16Item 5. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for planning and zoning in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Planning & Zoning CommissionPLANNING & ZONING COMMISSION17Item 5. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for waste management and recycling programs in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Solid Waste Advisory CommissionSOLID WASTE ADVISORY COMMISSION18Item 5. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for parks and recreational programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Parks & Recreation CommissionPARKS & RECREATION COMMISSION19Item 5. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for transportation planning and safety in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsShare expertiseand make recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff Transportation CommissionTRANSPORTATION COMMISSION20Item 5. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for arts programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsSupport staff’s action through sharing expertise, making recommendations to executiveRESPONSIBLE PARTY:City Council CommissionCity StaffCity Staff Meridian Arts CommissionARTS COMMISSION (PRESENT)21Item 5. MERIDIAN CITY CODE, title 2, chapter 12-1-1(B)(1): All commissions shall be deemed advisory and shall report and make recommendations to the Mayor and City Council. All actions of the Commission shall be subject to approval by the Mayor and City Council.2-1-1(C)(10): All commissions shall have a Council member liaison as an ex officio member of the commission without voting rights, the City Attorney or designee, and a designated staff member for support assigned to each commission.2-1-1(D)(3): The budget and any expenditures shall be administered, consistent with the city's policies, by the designated city department or staff liaison(s) and as when required be forwarded to the City Council for approval.22Item 5. MERIDIAN CITY CODE section 2-2-2The Arts Commission shall be authorized to:1. Assess the needs of the Meridian community with regard to the arts and make such information available to the City Council and all interested agencies and persons;2. Stimulate awareness and appreciation of the importance of publicly accessible art and its benefits to the community;3. Encourage the growth and preservation of the city's art resources, foster the development of a receptive climate for the arts, and promote self-sustaining arts programs within the city;4. Review and advise the City Council on the aesthetic aspects of works of art or public monuments under consideration to be accepted or commissioned by the City of Meridian;5. Promote the development of, and provide general information and encouragement to, the city's cultural organizations, artists, institutions and community organizations sponsoring arts activities;OOSMESMESMESME23Item 5. MERIDIAN CITY CODE section 2-2-2The Arts Commission shall be authorized to:6. Seek and encourage financial support, including, but not limited to, grants, loans and guarantees to artists, arts institutions and community organizations sponsoring arts activities and publicly accessible arts in the city, subject to City Council approval;7. Recommend to City Council, within the limits of the commission's funding, the employment of or the contracting with other parties for the services of technical experts or other persons as it deems necessary to carry on the functions of the commission;8. Prepare and submit budgetary recommendations to City Council for expenditures necessary for the continuation and development of public programs furthering the arts;9. Cooperate with federal, state, and local governments, schools, and private arts organizations, in the pursuance of the objectives of this chapter; and10. Recommend ordinances and otherwise provide information for the purposes of advancement of publicly accessible arts in the city.OOOOSMESME24Item 5. 2020202020182018201520152013 2013 20062006Position: Deputy City AttorneyStaff: Emily KaneDepartment: LegalDedicated: 0 hours/weekPosition: Arts & Culture SpecialistStaff: Hillary BodnarDepartment: FinanceDedicated: 15 hours/weekPosition: Arts & Culture CoordinatorStaff: Audrey BelnapDepartment: Parks & RecreationDedicated: 30 – 40 hours/weekPosition: Administrative Assistant IStaff: VariousDepartment: Human Resources/ITDedicated: 5 hours/week, clerical onlyPosition: Commissions and Committees SpecialistStaff: Hillary BodnarDepartment: Clerk’s OfficeDedicated: 20 hours/week25Item 5. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for arts programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsSupport staff’s action through sharing expertise, making recommendations to executiveRESPONSIBLE PARTY:City Council CommissionCity StaffCity Staff Meridian Arts CommissionARTS COMMISSION (PRESENT)26Item 5. ROLES – INITIAL POINT GALLERYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute Call to Artists•Receive and compile IPG applications•Present IPG applications to committee/MAC•Prepare Council resolution accepting IPG artists•Add MAC recommendation, reso to Council agenda•Coordinate annual schedule w/selected artists•Work with Legal to prepare IPG agreements•Type, format, mail acceptance letters + agreements•Type, format, mail no thank you letters•Invite artists selected to fill in gaps in schedule•Collect signed agreements from artists•Add agreements to Council agenda•Provide executed agreements to artists•Email artists regarding IPG installation logistics•Email artists regarding opening night reception•Email artists regarding IPG removal logistics•Coordinate volunteers for IPG install/removals•Collect and install artist bios and price sheets•Prepare and install art labels for IPG•Schedule IPG opening receptions•Type and post social media contentOperational functions•Determine method of selection (per policy)•Compose content, criteria for Call to Artists•Set timeline of selection process•Direct manner, scope of distribution of CTA•Compose acceptance letters + agreements•Compose no thank you letters•Select artists from pool of applications•Identify invited artists to fill in schedule gaps•Establish logistics of IPG installation•Establish logistics of opening night reception•Establish logistics of IPG removal•Compose social media content•Help artist set up for opening night reception•Attend opening night reception as City repSubject Matter Expert functions•Recommend slate of selected exhibits to Council•Recommend use of gallery space•Recommend policy for gallery use/operation•Provide input regarding operational decisions•Set date, time, place of meeting•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions •Oversee use of gallery space for other events or uses•Set policy for gallery use/operation•Approve slate of proposed exhibits•Approve artist acceptance agreements27Item 5. ROLES – CONCERTS ON BROADWAYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute RFPs for vendors•Type, format, and distribute sponsorship solicitations•Obtain bids from vendors•Reserve City Hall Plaza on concert dates•Apply for special event, alcohol permits•Book vendors and musicians•Work with Legal to prepare agreements with vendors•Work with Legal to prepare agreements with musicians•Work with Legal to prepare agreements with sponsors•Work with Legal to prepare agreements with advertisers•Work with Legal to prepare agreements with food vendors•Obtain logos, prepare marketing materials•Add agreements to Council agenda•Provide executed agreements to other parties•Type and distribute call sheets and schedules•Communicate load-in, load-out plan before event•Communicate load-in, load-out plan day-of event•Receive, submit W-9s, invoices to Finance•Coordinate automatic deposits with Finance•Coordinate volunteers for event set-up, tear down•Type and post social media contentOperational functions•Select musicians, opening acts•Identify needed vendors (sound, light, stage)•Identify desired amenities (e.g. food vendors)•Compose content, criteria for vendor RFPs•Determine amounts, benefits of sponsorships•Solicit and engage sponsors•Establish marketing strategy, media•Compose social media content•Set up, operate, oversee sound, lighting, stage•Establish load-in, load-out plan•Supervise load-in, soundchecks, load-out•Compose call sheets and schedules•Provide hospitality for musicians•Set up signs as required by permits•Make announcements, MC event•Host post-production reviewSubject Matter Expert functions•Provide input regarding operational decisions•Recommend slate of musicians to Council•Recommend use of City’s indoor/outdoor spaces•Set date, time, place of meetings•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions•Oversee use of indoor/outdoor spaces at City Hall•Set policy for City Hall Plaza•Make decisions re: cancellation or venue change•Approve agreements28Item 5. COMMITTEESMAC Bylaws, Article III, section 2:•The Commission Chair, with the Commission’s approval, shall establish such subcommittees as necessary or helpful to assist or advise the Commission in the performance of its functions and/or furtherance of its mission. •Each subcommittee shall consist of at least two (2) commissioners. •Each subcommittee shall elect a chair to preside at subcommittee meetings and present the findings and/or recommendations of the subcommittee to the Commission. •The Commission Chair, subcommittee chair, and/or Mayor may appoint citizens or public officials to serve as members of subcommittees.29Item 5. ROLES – PUBLIC ART COMMITTEE (e.g. Mural Series)Administrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice & post agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type and format RFQ•Distribute RFQ per strategy•Type and format Call to businesses•Distribute Call per strategy•Receive and compile Call, RFP applications•Present applications to committeeOperational functions•Compose content, criteria for artists RFQ•Determine RFQ distribution strategy•Compose content, criteria for Call to property owners•Determine Call distribution strategySubject Matter Expert functions•Provide input and advice on operational functions•Review mural location applications•Recommend mural locations to MAC•Review artist applications•Recommend artists to MAC•Review mural proposals•Collaborate/liaise with property owner, artist,•Recommend mural to MAC•Set date, time, place of meeting•Determine content of agenda•Determine content of meeting packet•Approve minutes•Other functions as assigned by MAC chair30Item 5. POSSIBLE NEXT STEPSFOR MAC31Item 5. “ROLE:Executive Operational Administrative Subject Matter Expert RESPONSIBILITY:Establish the City’s vision for arts programming in MeridianFulfill City’s vision through actionComplete clerical functions required to implement operational actionsSupport staff’s action through sharing expertise, making recommendations to executiveRESPONSIBLE PARTY:City Council City Staff City Staff CommissionNEXT STEP ROLES – ARTS COMMISSION32Item 5. NEXT STEP ROLES – INITIAL POINT GALLERYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute Call to Artists•Receive and compile IPG applications•Present IPG applications to committee/MAC•Prepare Council resolution accepting IPG artists•Add MAC recommendation, resolution to Council agenda•Coordinate annual schedule w/selected artists•Work with Legal to prepare IPG agreements•Type, format, mail acceptance letters + agreements•Type, format, mail no thank you letters•Invite artists selected to fill in gaps in schedule•Collect signed agreements from artists•Add agreements to Council agenda•Provide executed agreements to artists•Email artists regarding IPG installation logistics•Email artists regarding opening night reception•Email artists regarding IPG removal logistics•Coordinate volunteers for IPG install/removals•Collect and install artist bios and price sheets•Prepare and install art labels for IPG•Schedule IPG opening receptions•Type and post social media contentOperational functions•Determine method of selection (per policy)•Compose content, criteria for Call to Artists•Set timeline of selection process•Direct manner, scope of distribution of CTA•Compose acceptance letters + agreements•Compose no thank you letters•Participate in selection of artists •Identify invited artists to fill in schedule gaps•Establish logistics of IPG installation•Establish logistics of opening night reception•Establish logistics of IPG removal•Compose social media content•Help artist set up for opening night reception•Attend opening night reception as City repSubject Matter Expert functions•Recommend slate of selected exhibits to Council•Recommend use of gallery space•Recommend policy for gallery use/operation•Provide input regarding operational decisions•Set date, time, place of meeting•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions •Oversee use of gallery space for other events or uses•Set policy for gallery use/operation•Approve slate of proposed exhibits•Approve artist acceptance agreements33Item 5. NEXT STEP ROLES – CONCERTS ON BROADWAYAdministrative functions•Type/format meeting agendas (per chair)•Ask City Clerk to notice and post meeting, agenda•Reserve meeting room•Set up meeting room•Record meetings•Compile meeting packet•Prepare minutes•Send out meeting reminder, packet•Post and archive approved minutes•Type, format, and distribute RFPs for vendors•Type, format, and distribute sponsorship solicitations•Obtain bids from vendors•Reserve City Hall Plaza on concert dates•Apply for special event, alcohol permits•Book vendors and musicians•Work with Legal to prepare agreements with vendors•Work with Legal to prepare agreements with musicians•Work with Legal to prepare agreements with sponsors•Work with Legal to prepare agreements with advertisers•Work with Legal to prepare agreements with food vendors•Obtain logos, prepare marketing materials•Add agreements to Council agenda•Provide executed agreements to other parties•Type and distribute call sheets and schedules•Communicate load-in, load-out plan before event•Communicate load-in, load-out plan day-of event•Receive, submit W-9s, invoices to Finance•Coordinate automatic deposits with Finance•Coordinate volunteers for event set-up, tear down•Type and post social media contentOperational functions•Participate in selection of musicians, opening acts•Identify needed vendors (sound, light, stage)•Identify desired amenities (e.g. food vendors)•Compose content, criteria for vendor RFPs•Determine amounts, benefits of sponsorships•Solicit and engage sponsors•Establish marketing strategy, media•Compose social media content•Set up, operate, oversee sound, lighting, stage•Establish load-in, load-out plan•Supervise load-in, soundchecks, load-out•Compose call sheets and schedules•Provide hospitality for musicians•Set up signs as required by permits•Make announcements, MC event•Host post-production reviewSubject Matter Expert functions•Provide input regarding operational decisions•Recommend slate of musicians to Council•Recommend use of City’s indoor/outdoor spaces•Set date, time, place of meetings•Determine content of agenda•Determine content of meeting packet•Approve minutesExecutive functions•Oversee use of indoor/outdoor spaces at City Hall•Set policy for City Hall Plaza•Make decisions re: cancellation or venue change•Approve agreements34Item 5. POSSIBLE NEXT STEPSOperational = City Staff•Staff primarily responsible for operational functions•Staff consults and collaborates with MAC on operational functions and decisions•MAC provides expertise, guidanceOperational = Shared•Enumerate all operational tasks•Determine primarily responsible partyLearn More•More information?•Ponder and revisit•Strategic Performance Analyst•Roles & Responsibilities CommitteeOther•Other ideas?•Another direction?35Item 5. QUESTIONS?Emily Kaneekane@meridiancity.org208-898-550636Item 5. Free templates for all your presentation needsReady to use, professional and customizable100% free for personal or commercial useBlow your audience away with attractive visualsFor PowerPoint and Google Slides37Item 5. MEMO TO PUBLIC ART SUBCOMMITTEE Topic: Inclusivity Highlight- Hispanic Heritage Month The purpose of these videos and articles is to: • Become familiar with contemporary Hispanic artists • Learn how muralism & graffiti is connected with Hispanic history and culture https://www.discoverpuertorico.com/article/street-art-tour-santurce Discover the San Juan Neighborhood that has emerged as the capital of art in the Caribbean – 5 minute video https://www.youtube.com/watch?v=9TTYyHbgnQ0 With Muralism, Mexico’s rich tradition of public art extends well beyond its borders – 5 minute video https://www.youtube.com/watch?v=T1xUII9mBII Pandemic Can’t stop Graffiti Artist Pancho Pescador – Latinos are Essential -5 minute video https://sparcinla.org/programs/the-great-wall-mural-los-angeles/ The Great Wall of Los Angeles - Article https://www.nbcnews.com/news/latino/latino-muralist-man-one-s-list-8-graffiti-artists-follow- n616391 Top eight Hispanic graffiti street art muralists to follow 38 Item 6.