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10/26/2017 Public Art and Design Board Meeting Minutes October 26, 2017 City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Meeting Minutes Thursday, October 26, 2017 1 :00 PM Special Meeting Council Chambers Public Art and Design Board Page 1 City of Clearwater Public Art and Design Board Meeting Minutes October 26, 2017 Roll Call Present 6 - Vice Chair Neale A. Stralow, Board Member Karen Cunningham, Board Member Eric Seiler, Board Member Judith B. Powers, Board Member Jennifer Barbaro, and Board Member Jerri Menaul Absent 1 - Chair Alex Plisko Also Present- Kris Koch — Parks Planning & Project Manager, Madai Gutierrez — Recreation Specialist, Nicole Sprague — ORLS Coordinator 1. Call To Order The Vice Chair called the meeting to order at 1:05 p.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. 2. Approval of Minutes 2.1 Approve minutes from September 14, 2017 meeting Member Powers moved to approve the minutes of the September 14, 2017 Public Art & Design Board meeting as submitted in written summation. The motion was duly seconded and carried unanimously. 3. Citizens to be Heard Regarding Items Not on the Agenda: None. 4. New Business Items 4.1 Approve a request to access the Public Art Fund in the amount of$115,000 to supplement the Clearwater Public Library System East Branch Library public art project with a new budget of$175,000. Project: Stand Alone Sculpture at the Clearwater Public Library System East Branch Library Concept: Open to Artist Materials: Open to Artist, no water or lighting elements Call to Artist: There was a call made to artist with the original budget back in March of this year. The selection panel consisted of: Neale S. - Architect Chris H. -Public Art Stan V. - Clearwater Campus Provost Jennifer O. -Clearwater Library Ed Tumber. - East Lib. Branch Manager Charm Callohan - SPC Interior Designer Josh Bornstein - Creative Contractors (Building construction firm) Page 2 City of Clearwater Public Art and Design Board Meeting Minutes October 26, 2017 Leo Arroyo - Architect James - Construction Company Paul Alford - SPC Kim Walsh - SPC Jerry Menaul The Two finalists were: Gus & Lina Ocamposilva <http://www.ocamposilva.com/> Douglas Kornfeld <http://www.awaka-inc.com/> We are seeking approval to access the PADB fund to increase the budget for this project to increase presence and visibility of the artwork in a heavily populated public area. Below is a breakdown of the funds if the increased budget is approved: $175,000 total - $17,500 to maintenance off the top $157,500 working budget - $4,000 for finalist honoraria - $1,000 for Call to Artist listing fees $152,000 project budget $22,800 (15% contingency fund) $129,200 total project budget for artist fees, design, materials, fabrication, installation, etc. In response to questions, Recreation Specialist Madai Gutierrez said former Cultural Affairs Specialist Christopher Hubbard told her Neale Stralow was on the selection panel. Staff was requesting approval of a budget increase for the East Branch Library art project since the artwork would be highly visible. Concern was expressed that this project's original budget was $60,000. It was stated the process for the selected art piece was followed but it was unclear why the board was asked to approve a new budget and new call to artists in the next agenda item. It was indicated that the sculpture's base and lighting were budgeted in the library facility's construction costs. In response to questions, Ms. Gutierrez said St. Petersburg College (SPC) Provost Stan Vittetoe told her the college was unable to make a financial contribution to the art project. The previously chosen finalists would automatically be in the final round if a new call to artists was approved. Parks Planning & Project Manager Kris Koch said this agenda item requested the board to consider enhancing the project based on its location. The Public Art Fund had sufficient funds to cover the increase Page 3 City of Clearwater Public Art and Design Board Meeting Minutes October 26, 2017 but he understood concerns about funding future projects. The board directed staff to submit to the board the Public Art and Design fund balance and information on the Board's previous approval of this project. It was stated the board had requested fund balance information at the September meeting. Ms. Gutierrez said she would email the requested information to board members. Mr. Koch estimated approval of this item would reduce the fund balance to less than $30,000. Discussion ensued with suggestions that the City seek sponsors and approach businesses for financial contributions to supplement the Public Art Fund based on this project's high traffic location, that the staff member who proposed the budget increase address the Board and present options for consideration to offset the increased budget, and a comment that the request to increase the budget at this point was unrealistic. Member Cunningham moved to deny the request to access the Public Art Fund in the amount of $115,000 to supplement the Clearwater Public Library System East Branch Library public art project with a new budget of $175,000. The motion was duly seconded and carried unanimously. 4.2 Review the status and timeline of artwork for the ongoing Clearwater Public Library System East Branch Library. 10/26/2017: Request Public Art & Design Board approval to access discretionary fund to increase project budget; 10/30/2017: Open new Call to Artists process with increased budget; 12/1/2017: Close Call to Artists; Week of 12/4/2017: Assemble Selection Panel to review artist submittals and choose finalists; Inform finalists, plus Gus & Lina Ocamposilva and Douglas Kornfeld (previous budget finalists) and request site-specific proposals; 1/5/2018: Assemble Selection Panel to review finalist proposals and select project artist; 1/8/2018: Assemble Public Art & Design Board to review project artist recommendation; 1/15/2018. Present project artist recommendation at City Council Work session and meeting; 1/22/2018: Begin contract with project artist. It was commented that the East Library project would progress as originally planned and the finalists'renderings would be presented to the board with staffs recommendation. Page 4 City of Clearwater Public Art and Design Board Meeting Minutes October 26, 2017 4.3 Review the Second Century Studios gallery space. The Grand Opening was on the 29th of September in conjunction with Super boats weekend. They have been very active in participating and being open for the community to enjoy during evening events in Downtown. On Friday they installed their second Art gallery called "All about Jazz" to go along with the Jazz Festival that was going on over the weekend. Upcoming galleries and events: Every Thursday from 11:30am till 3pm they have a "Lunch time Creations activity" 11/2/2017: 11:30-3pm Paint a Pumpkin Class 11/17/2017: New Gallery Exhibit Ms. Gutierrez said the grand opening was a huge success. Gallery art work was always changing and evolving and art pieces were for sale. In response to questions, she said the City leased the studio space. Bazaar Art owner Jennie Pearl coordinated artists who used the space. It was commented that the space was open and manned daily with hours extended during downtown events and Capitol Theatre shows. 5. Old Business Item 5.1 Review the status and timeline of artwork for the Garden Avenue Garage Mural. 10/30 Begin Contract 11/6 Reserve Prep Equipment 11/18 Prep Site 11/19 Pressure Wash Site 11/25 Seal Site 12/2 Application 12/7-12/11 Mural Application 12/16 Place Images 1/6/2018 Touch Ups 1/13 Quality Check 1/20 Complete Ms. Gutierrez said staff was writing the contract for the Garden Avenue Garage mural with Bazaar Art owner Jennie Pearl. She was unsure if the committee had met to select the artwork, but Mr. Hubbard had said the process for selecting the artist was followed. After only 2 artists responded to a call to artists earlier this year, a 2nd call to artists was made and the same 2 artists responded. The responding artists agreed to collaborate on the mural. It was commented that the board member on the selection committee had not been contacted and the required process had not been followed. Page 5 City of Clearwater Public Art and Design Board Meeting Minutes October 26, 2017 It was stated at the last meeting the board had requested staff to clarify the process, however that did not happen. Board members said they were troubled that a contract was being negotiated. At the September meeting, the board directed staff to research if a selection committee convened, if the board was involved in the selection process, and if not, a contract should not be negotiated. Discussion ensued regarding the board's authority to stop the contract from moving forward. Mr. Koch said staff thought the process was followed and the board did not have authority to stop the contract from moving forward. Concerns were expressed regarding the type of paint to be used, if the paint was sustainable, and that Clearwater Arts Alliance was a resource for artists that was not being utilized by City staff. It was stated the board relied heavily on the former Cultural Affairs Specialist for project status and budget updates at each meeting and directed staff to provide the same going forward for all projects. In response to questions, Ms. Gutierrez said the project budget was $20,000. She had been in contact with a local vendor who the City had a Purchase Order with that was familiar with types of paints that could be used in different environments. She had spoken to Community Redevelopment Agency staff regarding other murals that needed touch UPS. Member Menual moved to halt the Garden Avenue garage mural project, regroup for research on steps that were taken, steps that were needed, and the project's status and if research indicates that a call to artists happened and a selection committee had met, to move forward with the project. The motion was duly seconded and carried unanimously. . 6. Director's Report: None. 7. Board Members to be Heard Member Menual requested a status report at the January meeting on all open projects, all projects completed during the last quarter, and any projects upcoming in the next 3 months. Member Cunningham suggested that a Public Art & Design board member be involved with the Imagine Clearwater project as many aesthetic decisions will be made in the redesign of the park and significant planning and decisions had occurred already without board input. Page 6 City of Clearwater Public Art and Design Board 8. Adjourn Meeting Minutes October 26, 2017 Vice Chair Stralow said his firm, selected as a consultant for Imagine Clearwater, would lead the design team. He said the plan included several vertical public art components. Vice Chair Stralow said the board needed to present its annual update to the City Council and requested a status report from staff on all items the board had discussed and approved this year. Board Member Powers suggested the board review the Public Art and Design Ordinance and master plan. The meeting adjourned at 2:10 p.m. City of Clearwater Page 7 Chair Public Art & Design Advisory Board