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07-12-2016CITY ART BOARD MEETING July 12, 2016 The City Art Board met on Tuesday, July 12, 2016 at 10:00 a.m. Las Cruces Parks and Recreation Department Conference Room, 1501 E. Hadley Ave., Las Cruces, New Mexico 88004. CITY ART BOARD MEMBERS PRESENT: Mr. George Griffin, Chair; Ms. Kathleen Squires, Vice -Chair; Mr. John Northcutt, Secretary; Ms. Rebecca Courtney, Ms. Josephine Morillo, Mr. Ricardo Gonzales, and Ms. Susan Frary. ABSENT: None OTHERS PRESENT: Ms. Jennifer Robles, Las Cruces Museum of Art; Ms. Natalie Mosley, Las Cruces Museum of Art; Cathy Mathews, Las Cruces Public Works; Mr. Robert Caldwell, City Art Board Liaison; and Ms. Kathy Thiel, Parks & Recreation. 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 May 10, 216 Meeting Notes Ms. Frary moved to discuss the meeting notes. Seconded by Ms. Courtney. Ms. Frary moved to remove the last sentence under Section III. Seconded by Ms. Squires. Motion passed. Ms. Squires moved to approve the meeting minutes, as amended. Seconded by Ms. Morillo. Motion passed. III. Approval of June 14, 2016 Meeting Notes Ms. Squires moved to approve the meeting minutes. Seconded by Mr. Gonzales. Motion passed. IV. East Mesa Public Safety Campus Project Selection Committee Report As committee chair, Mr. Northcutt summarized the Selection Committee's work. Forty (40) applicants were reviewed for the East Mesa Public Safety Complex by each committee member in a blind voting process. Committee members voted independently based on each applicant's bio and previous work. There were nine applicants who were not residents or working within the specified regions; therefore, they were disqualified. Nineteen were eliminated on the first round of voting. Any applicant who fell below the average score of 5 was eliminated. Second round voting followed on the remaining applicants, applying the same criteria. The final round secured the three top scoring applicants, who became semi-finalists. Mr. Northcutt provided a packet with resume and thumbnails of previous work for each semi-finalists: Alan Glann, Arizona; Frank Morbillo, New Mexico; and Karen Yank, New Mexico. Mr. Northcutt stated he has drafted a letter of acceptance to be sent to the three semi- finalists and a letter of rejection for the remaining applicants. The letters will be reviewed by Mr. Griffin. Mr. Caldwell asked if the letter will come from the Board or the Committee. Mr. Griffin stated he thought it would be appropriate that the letter come from the Committee, but asked what letterhead would be used. Mr. Caldwell stated it would be the City's letterhead. Ms. Frary asked how long the semi-finalists had after notification to show their presentation. Mr. Northcutt stated they would need to present on October 31, 2016. Mr. Northcutt moved that the City Art Board approve the three selected semi-finalists as presented. Seconded by Ms. Courtney. Motion passed. Mr. Griffin stated that the City Art Board and the Selection Committee work regarding the East Mesa Public Safety Complex, to date, was a significant accomplishment. He also would like to thank the Selection Committee (John Northcutt; Rebecca Courtney; Jan Hampton; and Paul Brock). Mr. Griffin suggested writing a thank you note to each committee member was appropriate. Mr. Northcutt stated that he would also like to send a letter of appreciation to Ms. Montoya for her assistance and guidance on CaFE, as she has become an expert on the ins and outs of CaFE. Timetable Mr. Griffin stated that applicants will be notified no later than July 29, 2016 whether they have been selected or not; at which point there would be a press release. The next step in the East Mesa project is planning the artists' maquette presentation. Mr. Caldwell stated that after the drafting of contracts, legal will need to review before being sent. At that time the precise timeline can then be determined. Ms. Frary asked if there will be a press release for the announcement of the semi-finalist and a second for the public meeting when set. Mr. Caldwell stated that yes a public meeting notice will need to be announced. 01 Mr. Griffin stated that the Selection Committee will review the contract via email by the Committee Chair which will then be reported back to the Executive Committee and then will move forward after reviewing the contract. Publicity and CLC-TV Prospect Ms. Courtney stated that she had recently brought up the possibility of inviting personnel from the City's public information office to document the East Mesa Safety Complex art installation. In the spirit of cooperation our Bylaws and Strategic Plan specifically calls for communicating with other city offices to foster development in the arts and cooperation among the City, artists, and individuals concerned with art and the opportunity to opening a dialogue. Ms. Courtney believes that the City public art effort would benefit with attention from CLC-TV and the City's public information office. Engaging the City's public information officials and CLC-TV is an important step for the Art Board, generally, and the East Mesa Public Safety Complex specifically. Mr. Caldwell stated he believes that there is a policy in place regarding what CLC-TV can cover and its purpose. He believes the board should make a proposal to CLC- TV/PIO. Mr. Caldwell believes it is a fair thing to ask, but he asserted the board does need to be very specific about its request. Ms. Frary moved that in the spirit of cooperation as stated in the City Art Board Bylaws and the board's Strategic Plan, Resolution #16-043, that the City Art Board invite the Public Information Office personnel to a City Art Board meeting to discuss the feasibility of CLC-TV documenting the selection and installation of the commissioned art project at the East Mesa Public Safety Complex. Seconded by Ms. Squires. Motion passed. Mr. Griffin observed that more discussion on publicity as it relates to the East Mesa Public Safety Complex is necessary, but later after the contracts and acceptance letters go out. Ms. Frary stated she thinks that the board should first wait to hear from the City's publicity people and in the meantime have Ms. Courtney take some pictures every so often for our reference. Ms. Morillo asked if the semi-finalists will be announced. Mr. Griffin stated yes. Mr. Caldwell stated that as it relates to the EMPSC, it is important to send out a press release as soon as possible. Mr. Caldwell requested that Mr. Northcutt send the list of semi-finalists to be included in the press release. V. Staff Update Administrative Transition Mr. Caldwell stated that he will meet with Ms. Robles on the elements of transition and to establish when it will be. Mr. Caldwell projected the transition will be before January 1, of 2017. VI. Election of Officers Mr. Griffin stated that Ms. Squires, Mr. Northcutt, and himself would like to continue in their current offices. He recognized, however, there is always a possibility that someone else would want to be in an elected position. Mr. Griffin opened the floor for nominations. Ms. Frary nominated herself for secretary. No second was given. Ms. Frary stated Ms. Squires has served three years and believes that new people should be brought in. There are two members of the Dona Ana Arts Council on the board and she feels that is of concern. Ms. Squires stated that the two board members cited — Mr. Griffin and Ms. Squires are not on the Dona Ana Arts Council, they are on the emeritus committee. Mr. Griffin stated they are non -voting on the Dona Ana Council Emeritus Board. Mr. Griffin opened the floor for nominations for the Executive Committee. Mr. Gonzales motioned to retain Mr. Griffin as Chair, Ms. Squires as Vice -Chair, and Mr. Northcutt as Secretary. Seconded by Joie Morillo. Motioned passed. VII. Board Comments Mr. Gonzales. No comment Ms. Frary. No Comment Ms. Squires. No Comment Ms. Morillo. Pleased with the continuity of the board. Good to have experience in place and also excited about working with CLC-TV. Ms. Courtney. Wanted to thank everyone for the lively discussion about PIO/CLC-TV. Mr. Northcutt. Happy on the progress made with the selection process. Mr. Griffin. Important to document remember and document how we have dealt with the Camino Real sculptures and the East Mesa Public Safety Complex projects, and how it was communicated with other agencies in the City on making public art recognized and accepted. The discussion on Art on Loan will also highlight other pieces of how the art board is staffed and organized. He would like the Executive Committee to schedule a meeting with Mr. Daniel Avila, Interim City Manager, to have a discussion regarding the City Art Board. The overarching question is whether there is a possibility to make the board's operation better. VIII. Next Meeting 21 Next City Art Board meeting is ordinarily scheduled for Tuesday, August 9, 2016, 10 a.m., in the Parks and Recreation Department Conference Room. Mr. Northcutt proposed a motion to move the next meeting to Tuesday, September 13, 2016 at 10 am in the Parks and Recreation Department Conference Room. Seconded by Ms. Squires. Motioned passed. IX. Adjournment Ms. Squires moved to adjourn the meeting at 12:02 p.m Motion passed. Mar . Montoya, Recording Secretary Seconded by Mr. Northcutt. E