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01-12-2016CITY ART BOARD MEETING January 12, 2016 The City Art Board met on Tuesday, January 12, 2016 at 10:00 a.m. Las Cruces Parks and Recreation Conference Room, 1501 E. Hadley, Las Cruces, New Mexico 88004. CITY ART BOARD MEMBERS PRESENT: Ms. Catherine Brenner, Mr. John Northcutt, Ms. Josephine Morillo, Mr. George Griffin, Ms. Susan Frary, and Ms. Kathleen Squires ABSENT: Mr. Ricardo Gonzales (Approved Absence) OTHERS PRESENT: Mr. Robert Caldwell, City Art Board Liaison, and Ms. Marina Montoya, Recording Secretary Meeting was called to order at 10:00 a.m. by Chair Mr. George Griffin. He recognized a quorum. I. Approval of Agenda Mr. Northcutt moved to approve the agenda. Seconded by Ms. Squires. Motion passed. II. Approval of January November 10, 2015 Meeting Notes Ms. Squires moved to approve the meeting notes. Seconded by Mr. Northcutt. Motion passed. III. 2015 Review Mr. Griffin recognized Ms. Squires for her efforts towards having the Board's ByLaw, Policies and Procedures, and Strategic Plan adopted by Council. He also noted Ms. Brenner's efforts in leading the committee that got the El Camino Real statues out of storage and relocated. There was also recognition that the City's One Percent program for public art funding was established. IV. 2016 Review Mr. Griffin stated the budget process for the City is coming up and the Board will soon know how it affects the board. Mr. Griffin stated that he expects the Board to review its By -Laws and Policy & Procedures documents in the future. With board members' terms expiring. Mr. Griffin asked that everyone think about individuals who could serve on the board and invite individuals to apply for open positions through the City Clerk's Office. 1 Mr. Caldwell reminded the Board that reappointment is not a guarantee and the Mayor decides whom to appoint. Applicants need to be a city resident to be considered. V. Staff Report ❑ Board Member Application Procedure Mr. Caldwell provided to the Board an application and information obtained from the Office of the City Clerk, on the procedures for board application. The individual must submit their application which is then submitted to the Mayor, who then decides if he will make the appointment or not. If the Mayor does appoint, it goes to City Council for consent. ❑ Board Changes Mr. Caldwell stated that there will be changes to staff and possibly which administrative department the Board will report to. ❑ Master Plan Mr. Caldwell stated that staff and the Executive Committee met to discuss drafting a Master Plan. Staff and the Executive Committee have spoken with the NMSU Masters in Public Administration program to start the process. ❑ East Mesa Public Safety Prospectus Mr. Caldwell provided a map of the East Mesa Public Safety campus, provided by the City project manager. The map shows the relocation of the proposed art project which was recommended by the architect and the project manager. Mr. Caldwell stated that the project manager will obtain a formal written statement from Fire/Police on approval of the relocation. Mr. Northcutt added that a photograph and elevation map should be provided electronically for the prospectus. Mr. Caldwell stated he will request that from the project manager. CaFE, the vendor conducting the call for artist, has been paid and will start the process. The agreement was forwarded to Purchasing and Legal for departmental reviews. Both departments approved the agreement. The signed agreement has been forwarded tc CaFE for processing. CaFE requested that a draft of the prospectus be sent for review. A training session will be set up for Mr. Northcutt after payment is received. Board Member Comments Ms. Frary: Would like a form a Budget Committee for the potential $30,000 budgeted for this upcoming year and would like to put this on the next agenda for discussion. Ms. Brenner: Nothing to report. 2 Ms. Morillo: Asked if it has been decided on when inventorying of public art coming to the City of Las Cruces would start and how the inventory will be kept. She stated that she believes the process needs to be streamlined so everyone is on the same page. Mr. Caldwell wanted to clarify that the vote at a previous meeting was that the Art Board would make a recommendation to Council. Recommendations must be in the form of a resolution, when the Board makes the recommendation. The recommendation is to have staff locate and inventory all city owned art outside of the Community & Cultural Services Department. Ms. Squires: Nothing to report. Mr. Griffin: Nothing to report. Mr. Northcutt: Nothing to report. VI. Date of Next Meeting Next City Art Board meeting is scheduled for Tuesday, February 9, 2016. Vlll. Adjournment Ms. Squires moved to adjourn the meeting at 12:00 p.m. Seconded by Ms. Brenner. Motion passed. MaridWontoya, Recording Secretary