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Minutes 10-22-13 MINUTES OF THE ARTS COMMISSION TI HELD ON TUESDAY OCTOBER 22, 2013, AT 6:30 P.M., IN THE FIRE STATION NO. 2 TRAINING ROOM 2615 WEST WOOLBRIGHT ROAD, BOY BEACH, FLORIDA PRESENT: Deborah Bottorff, Chair Debby Coles- Dobay, Public Art Manager Ms. Moeller, Vice Chair Robyn Lorenz Mr. Sirota Aylin Tito SENT: Anderson Slocombe . Call to Order Chair Bottorff called the meeting to order at 6:33 p.m. II. Roll Call of Members Self- introductions were made. A quorum was present. III. Agenda Approval Ms. Coles -Dobay added to Future Business a discussion of researching public art programs and projects in other areas of the country. Motion Mr. Sirota moved to approve the agenda to add discussion of other art programs to Future Business. Ms. Lorenz seconded the motion that unanimously passed. IV. Approve Meeting Minutes There were no changes to the minutes. Motion Ms. Lorenz moved to approve the minutes as written. Mr. Sirota seconded the motion that unanimously passed. MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 V. Announcements /Reports A. September 27, Avenue of the Arts Reception Ms. Moeller attended the reception at the Little House and advised it was well attended and extremely busy to the end. Several people rode the iJoyride electric car as the patrons were encouraged to tour the art. A brief questionnaire was distributed about the various art pieces, with the idea being if the attendees visited the site of the pieces, they could answer the questions and enter to win a prize. Ms. Moeller noted not many attendees entered to win. Individuals toured, but did not submit their questionnaires. Only 15 people turned theirs in and of them, only two answered them correctly. Ms. Moeller conveyed attendees thought they should be able to just enter to win and several people commented the questionnaire was daunting. She suggested taking a second look at it to see if there is another way to get people out and about. Some could not find the answers to some of the questions and were frustrated. Ms. Coles -Dobay indicated most answers were on the brochure. She agreed to bring the handout to the next meeting so the members could look at it. Ms. Coles -Dobay explained the purpose was to view the Avenue of the Arts. Regardless, all were happy to attend the event. Ms. Lorenz thought the Little House should discount their drinks as they could have written off the cost as advertising, but it was pointed out they do have happy hour. She also liked the electric car ride, but did not know if it stopped at all the sites. Ms. Coles -Dobay explained there were program volunteers to provide a complete tour. Ms. Moeller explained she greeted the individuals, passed out information and heard many comments. All the comments were positive except for the drawing. B. October 11 -13, Golden Celebration Ms. Coles -Dobay attended the event, saw the exhibit from the Ecuadorian artists and explained it was an exceptional exhibit. Three studios hosted the exhibit which was interesting, progressive, meaningful and well curated. Performers played and the singer had a great voice. She thought they gave a professional performance. C. October 15, Arts & Humanities Proclamation Chair Bottorff attended the City Commission meeting and accepted the proclamation. She thanked the Arts Commission members for their hard work and Ms. Coles -Dobay for her efforts. Art makes the community a better place to live. Ms. Coles -Dobay said Chair Bottorff was well spoken. D. October 16, Stage Left At the last meeting, Robin Miller spoke about the Stage Left murals and invited the Arts Commission to their Open House. Ms. Coles -Dobay emailed the members the 2 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 invitation and posted it on Facebook. The Open House had a nice turnout. The murals were nicely done and improvements were being made to the theatre interior. Ms. Coles -Dobay invited them to the monthly Art Connections meeting. In this manner, they could participate and connect with other artists and performance arts to collaborate. E. October 21, 28 and November 12, Museum of Lifestyle and Fashion History Ms. Coles -Dobay explained Lori Durant holds culinary taste tours and Ms. Coles -Dobay offered combining the tours with the history of Boynton Beach buildings and historic places, including the Little House. A quick 20- minute "Taste" of the Avenue would include about five sculptures and a mini -tour of the Arts District. Ms. Coles -Dobay noted the western communities in Boynton Beach were not aware of what is downtown, and get excited when they see what is there. They come back for the full tour or visit restaurants or historic places, which helps to revitalize the eastern part of Boynton Beach. Ms. Durant is very committed to what she does and invited the members to take the tour. The tour was originally in Delray and two years ago moved to Boynton Beach. She has been very successful with them. She is also connected with the Arts program and attends the monthly Art Connections program. Tours are $30 to $40, but they do include restaurant tastings and are about two hours. It is a nice activity for someone who comes to town. Further information can be obtained from a Google search for the Museum of Lifestyle and Fashion History. F. October 24, Boynton Beach Arts District (Last until February 2014) Ms. Coles -Dobay announced this will be the last art walk until February. Artist Rolando Barerro, who spearheads the activity, has other shows of his own and the walk was too much at this particular time. She noted Tiki Tom will have an exhibit on November 9th and Ms. Coles -Dobay will send a list of November art activities to the members. It was noted a huge exhibit was planned for January. G. Pirates Fest & Mermaid Parade. Ms. Coles -Dobay explained the event was a repeat event from last year, but they added a Mermaid Splash on Saturday from 5 p.m. to 10 p.m. A huge tent for the Boynton Beach Art District artists was included so they could display their work. The Glass Mermaid was integrally involved in it and had many connections for the Mermaid part of the event. Plein Air artists will be on site during the Pirate Fest, probably during the day and they will be documenting the activities like Artist Ralph Papa did last year. VII Project Updates /Approvals A. None. 3 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 VIII. International Kinetic Art Symposium and Exhibit Planning A. To do list — Updated Wednesday, October 17 Each member was asked to give a summary of what they will do from now until the event. Outdoor and Indoor Exhibits. Ms. Coles -Dobay spoke to a tent company and would contact another to house outdoor exhibits. A 60' by 90' foot tent, which would fit in the north parking lot, would work well which hopefully, sponsors would subsidize. It was noted the concept of using a tent was new. Mr. Slocombe had commented the Arts Commission would focus on where the art would be placed, its selection and logistics, and had suggested last year, having a tent in the parking lot. The prices Ms. Coles - Dobay received varied. A tent with sides that was secure was between $5,000 and $20,000. The reason for the range in price was because it is not just the tent. It was whether walls were wanted, the setup and breakdown, if fans were wanted and the permitting which is $600. The event is in February and heating units, contingent on the weather, may be needed. If so, they charge by how many hours the heater would run. Air conditioning was another consideration and it is about $7,000. Even though the tent would be on pavement, if it rained, there could be drainage issues and a floor may be needed. One individual she contacted agreed to meet with her in November to look at the parking lot and other areas to determine how to cost effectively set up a tent as it was possible a tent could be situated at another location. Chair Bottorff inquired about security and Ms. Coles -Dobay responded the police would not be available 24 hours a day, seven days a week, and security would be needed. Chair Bottorff inquired how the Delray Art Festival, which uses tents, handles security. Ms. Coles -Dobay commented it is part of the festival planning, and extra police or security is used. With a City event, the cost of the police staff is charged to the event and last year, they had a police presence. Chair Bottorff asked if Mr. Slocombe was involved with the security aspect last year and Ms. Coles -Dobay responded he was not. She anticipated at the next meeting, she would have more information about the tent and cost for security. She also noted the City was helping to support the event and set funds aside. The purpose of the tent is to have a nice setting for the artwork. They could use the Civic Center, but the comment was it was not very complimentary to the art that would be featured. There is another tent company Ms. Coles -Dobay would approach and could perhaps negotiate with. She obtained her information from the Chamber and there are resources she could look into. She explained the indoor and outdoor - exhibit list is the same as last year, which included preparing the site, coordinating the art and creating the dates and times to install the pieces at the Library. As to the permit cost, Ms. Coles -Dobay commented they can work on that aspect, but engineering and structural drawings cost about $600 to spec how the artworks would be 4 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 secured to the pad. It is the Arts Commission's responsibility to document this so if a hurricane or anything else occurred and the piece fell off the pad, they had documentation it was properly secured. Ms. Moeller also pointed out another issue was directional signage and Ms. Coles -Dobay agreed. Schedule. Ms. Coles -Dobay used last year's installation and removal list, updated it and the members were okay with the hours listed. As to the indoor pieces, Artists Rick Beau Lieu, Rolando Barerro, and Library Director, Craig Clark will, help with the indoor exhibits. She noted these individuals had not yet committed to doing so for the upcoming event and some individuals she was speaking with may help with curating. It was important to have dependable people help with logistics, curating the event as well as having a good crew of volunteers. Artwork and vendor removal. Ms. Coles -Dobay suggested following the same procedure used last year as all went smoothly Install exhibit. Ms. Coles -Dobay explained the rest of the tasks pretty much worked well and the logistics were good. There were no glitches or follow up comments on them. She requested the members read through the list and if they have comments, they can bring them to the next meeting. Vendor committee. Ms. Lorenz explained she gathers names of kinetic artists for the Symposium whenever she attends art events. She also noted there are quite a few artists on ETSY that create kinetic items The person who runs the ETSY website made suggestions to her about how to contact these artists as she had a hard time finding kinetic artists on a more local level. She also sent a note to her friend who created a robot which throw balls and thought it was a great demonstration of kinetic art. Her friend's team of students went to a national competition and did well. She reminded her friend of the event and agreed to call him to get things moving. Ms. Coles -Dobay had a list of artists from last year and hoped now that the event was continuing, more artists would be interested in participating. The Arts Commission can still build from that program and artists who cannot attend can have someone represent them or use an exhibition representative. Chair Bottorff explained she belongs to the Delray Art League and suggested sending out information as a call to all kinetic artists in the League. Ms. Coles- Dobay, Ms. Lorenz and Artist Denny Reed will meet in December and put information together to issue a call for artists, vendor participation, robotics or organizations that may want to participate. Ms. Coles -Dobay reported she contacted Galaxy Elementary School and there is someone interested in participating. Sponsors. A list of last year's sponsors was provided. Ms. Coles -Dobay commented Boca Bearings will again participate and Ms. Tito was asked to approach the individual at Digital as they added a presence to the kinetic visual part of the symposium. They also needed students to create something visually stimulating. A sponsor 5 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 recommendation request form would help determine who would be good sponsors and the members were requested to think of three contacts each. Ms. Coles -Dobay will contact Wind Capital and noted a new 3 -D printer company that raised $84.5 million in its initial public offering can make anything, including artwork. She referenced Boca Bearings' 3 -D modeling machine that was supposed to be part of the 2013 Symposium. She commented if there are corporations in the area, it might be easier to contact them immediately. Last year, there was a company selling environmental and solar items for home use which was a good connection. Their headquarters are in Australia, but the office was local and new. Florida Power & Light participated last year and Ms. Coles -Dobay had contacted Ethel Williams. She is on the Chamber board, the Education Committee for the County and is involved with the Galaxy School Foundation. Ms. Moeller's husband worked for General Electric and they have an interest in kinetics as they have wind turbines. Ms. Moeller agreed to look at their website and investigate the matter further. It was acknowledged it is important to start early with different companies. Workshop Committee. At the last meeting, the members decided to approach the Schoolhouse Children's Museum to see if they would have any planned activities. Ms. Coles -Dobay met with them and they were excited about the event. They discussed concepts and being open for Saturday and Sunday. The Museum staff thought the event has great value and the Museum would be exposed to a whole new audience. Mr. Sirota agreed to be the Committee Chair. He will attend the next meeting with them and bring back information to the Arts Commission and then get the message out so people would volunteer. There are opportunities for kinetic artists to speak at the events and certificates could be issued to participants. Youth and teenagers can take a class. If certificates are issued, the participants can list they participated in the International Exhibit and Symposium on their resume. Mr. Sirota liked the mobiles and giant pinwheels used last year, but they are not limited to just those items. Other ideas can be used. The Arts Commission can help or a public artist can hold the workshop. Former Board member Bill Combs also offered to meet with them and help them out to demonstrate how they made the pinwheels and help out. Presentations. An Arts Commission member was needed to handle this task. Another Board member was recently appointed and it was suggested this matter be addressed at the next meeting. Opening Reception. Chair Bottorff had volunteered for this responsibility. She thought the reception last year was good, but it was too crowded and too hot. At the last meeting, they had. discussed holding the reception in the indoor exhibition tent. Chair Bottorff explained she will need help as she has never done this before. There was discussion the Secret Garden Caterer used last year was good and there was agreement Winn Dixie, Due South and again the Secret Garden would be contacted. Ms. Coles -Dobay commented she will set a meeting with Sherry Johnson. Comments received from the 2013 VIP reception were to hold the reception where the art is located for first preview and motivate sales. Ms. Tito suggested color coding name badges or 6 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 have a different ribbon coating, ink or type to delineate who the artists were. In this manner, the Arts Commission can make a concerted effort to seek them out. Marketing — Chair Bottorff volunteered to help with this program and the members considered whether they would issue another book or DVD. Ms. Coles -Dobay thought the brochure had a lot of information and perhaps just a map was needed for the most part. The art for the event was displayed all year -long and some for six months. There would be a schedule and one of the goals was to promote the downtown. It was also possible they may just use the brochure or DVD. Chair Bottorff suggested either having a book and DVD like last year, or improve the program to serve as a book people can sign. Improving the program would be much less money. Ms. Lorenz suggested selling a pop -up book for $20. If a poster is printed, photos of the indoor and outdoor art pieces can be used and look like a collage. It could say 2015 Boynton Beach, Florida Kinetic Art Exhibit and Symposium. It could have a border around it. Chair Bottorff commented this was done for the Palm Beach County Film Festival and the posters sold out. The unveiling of the poster was held on opening night. Additionally, a poster, even with mailing tubes, would be cheaper. The Delray Affair posters were framed. Ms. Tito noted the event program was very helpful as was the schedule. Chair Bottorff noted it was not absolutely necessary to have something to sell. Last year, the Arts Commission did not sell one third of the DVDs, but it was helpful to have them available because they will be used to solicit sponsors for the next event and they will be mailed all over the world. There was still time to make that decision. At the event, they had the DVD playing in both rooms in the Museum at the VIP Reception, but many did not know where they could buy it. Chair Bottorff agreed and suggested they concentrate on more signage. There had been mention of student volunteers to get extra hours and to solicit schools involved for that purpose. Creating a survey to establish effective marketing of the event was also recommended. Mr. Sirota suggested creating flyers to distribute to students to get the word out. Ms. Coles -Dobay explained she was having conversations with the International Sculpture Center to participate and the Coastal Star. Sponsor relations - David Bermant, Boca Bearings, and other kinetic art organizations will expand involvement as would the City of Boynton Beach. The Digital Arts Media College, and Art and Science Collaborative were involved last year. The CRA seems to be interested and will make contributions, but they are not guaranteed. Ms. Coles -Dobay explained the educational component on the timeline was the solar tree project. Ann Miller and Rein Triefeldt met with the Central Charter School principal in Boca Raton and received approval to move forward with it. There will be a curriculum for it in Spring 2014, which will mean they will have some participation in February 2015, whether it is maquettes the students create, or be part of the Symposium presentation as Mr. Triefeldt will have filmed everything and the students would make a presentation on their experience. Ms. Coles -Dobay also reached out to Oxford Academy. When she went to the film Commission, the individuals there had a lot of 7 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOB 2 2, 2 013 connections and knew the founder of the school. Ms. Coles -Dobay would love to have them involved in the Symposium via tours, presentations, and lessons taught throughout the year. The St. Andrews School is also big into science and physics and they may be interested in the event. Mr. Sirota was friends with the headmaster years ago and will send her an email about the event. C. Sponsor Letter. Ms. Coles -Dobay prepared a sponsor letter. She worked with the City's Communications Manager and broke down the sponsor levels so smaller companies that could only donate $1,000 or $2,000 could still participate. Ms. Coles - Dobay thought there would be timelines involved and she tried to simplify the letter. D. Sponsor benefits and involvement. They removed the educational portion of the letter because it is a separate component. It was important for people to understand a big part of the symposium as about learning. It is not just an art exhibit and it goes beyond typical art fairs. The Arts Commission can always send materials to the potential sponsors, save the date cards or a complete package if requested. Ms. Coles -Dobay noted Artist Ralfonso is usually back in the States in January, and she wanted to invite him to make a presentation at the Library with some history of kinetic art and his year in review educationally and kinetic art-wise. Mr. Sirota left the meeting at 8:09 p.m. They could bring in Ed Capitano, principal at Galaxy E3 Elementary School, and introduce videos Mr. Triefeldt produced of the Central Charter School students' work on the Solar Tree Kinetic Art Project to be presented at the 2015 Kinetic Art Symposium. They have the funds for the project and can try to engage the public and other potential sponsors, once they set the date. Mr. Sirota returned at 8:03 p.m. E. Sponsor potential request. The members had already reviewed this. Any typos should be brought to Ms. Coles- Dobay's attention. I. New Business A. Brad Jernigan Collection • Status on Fine Art American posting. • March, Exhibit/Sale at Activista ArtistA Studio The members wanted to know if there was any interest in the work posted on Fine Art America. There were 33 viewings of the listed items emanating from the Russian Federation, New York, Arkansas and Montana, but no bids were received. Ms. Coles - Dobay explained another opportunity they discussed was Mr. Barerro said he would put an exhibit together which is a lot of work. He would figure out how to display it to give it exposure and he offered to do that in March. The members discussed a time period for 8 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 the exhibit to remain on Fine Art America and to determine if it was successful. The matter would have to be discussed in February and a suggestion was made to let the web posting take its course. B January 24 Art Synergy, ArtPalmBeach Satellite Exhibition Ms. Coles -Dobay explained artists and other entities wanted to put together a think tank. The idea was there are different entities located throughout the county and how they can collaborate and host different activities that would not be held on the same night. They decided to call the group "Art Synergy ". The concept was to tap into the resources of ArtPalmBeach in January to visit Northwood, West Palm Beach and Boynton Beach. They contacted Leanne Lester and she was interested in having a satellite exhibit so she and Mr. Barerro are moving forward with the idea to bring busloads of people to an exhibit he would have at the Arts District including a tour of the Avenue of the Arts for an upscale walk on Friday, January 24 It is Boynton Beach Art Al Fresco, ArtPalmBeach. There would be a VIP special invitation and they were trying to get sponsors and help with catering. Mr. Barerro will spearhead the effort. And he sent an informational letter about it to with the CRA, Development Director, Nancy Byrne, Economic Development Manager, Scott Kline, and Ms. Coles -Dobay to see if they would like to support it. They do not have the funds to do so, but can help get the word out or obtain volunteers. Ms. Brooks agreed to bring the request to the CRA Board and he is filling out a special event application. The cost was estimated to be about $6,000 and he was requesting $1,800. The Arts Commission members thought the event was fine and he should move forward with it. I. New Business A. February 23, 2014, Museum of Lifestyle and Fashion History. Ms. Coles -Dobay advised the Museum will hold a Child and Parents Day event at the Woman's Club. The Director, Lori Durant, offered the Art in Public Places program a space at the event to promote the program on Sunday, February 23 from noon to 4:00 p.m. Also extended was an invitation to have some sort of an art activity geared toward Child and Parents Day. Ms. Coles -Dobay thought the Arts Commission could have a table about the Arts District and supply a demonstration by an artist. She approached Tiki Tom to demonstrate how he makes art from recycled items and it would be necessary for the table to be manned by a Board member a few hours that day. Ms. Tito offered to do so. The age of the children was unknown, but it was thought the children would be 12 or younger. A link was provided for additional information. Ms. Coles -Dobay asked the members to put some thought into the event and what type of activity may be appropriate. Chair Bottorff suggested origami projects might be interesting. 9 MEETING MINUTES ARTS COMMISSION BOYNTON BEACH, FL OCTOBER 22, 2013 X . Unfinished Business Ms. Coles -Dobay commented she and the Plein Air artists met on October 11th and the 18 and they are interested in putting together a Plein Air Art group. They met at Palm Beach Art Studios at Plein Air at Casa Costa and she commented the effort may come to fruition soon. In the coming months, Casa Costa wants to do a build out before the season, so they may have a gallery opening. She wanted the members to be aware of the movement as it would be great to have Palm Beach Plein Air headquartered in Boynton Beach. They are taking their show on the road, but Boynton Beach had staged them. They blossomed and are becoming very popular. There are 119 artists that come to their meet -up groups. XI. Future Business Chair Bottorff requested the members, as a future business item, review different types of public art as a way to add ideas for public art in the City. Ms. Coles -Dobay agreed the Arts Commission can look at other public art projects and see what appeals to them. They will consider where the projects are, the budget, materials, how it is sited, what the meaning is, what purpose it has, why it may be a good project and why something like it might be. good for the City. Ideas would be brought back to the November meeting because there will not be a December meeting. Ms. Coles -Dobay explained they were not looking for projects to install in the City. They just want to know why they are appealing and there was agreement to do so. II. Adjournment Motion Ms. Moeller moved to terminate the meeting. Ms. Lorenz seconded the motion that unanimously passed. The meeting was adjourned at 8:28 p.m. Catherine Cherry Minutes Specialist 910613 10