Loading...
11-09-2016CITY ART BOARD MEETING November 9, 2016 The City Art Board met on Tuesday, November 9, 2016 at 10:00 a.m. City of Las Cruces Museum of Art, 491 N. Main St., Las Cruces, New Mexico 88001. CITY ART BOARD MEMBERS PRESENT: Mr. George Griffin, Chair; Ms. Kathleen Squires, Vice -Chair; Mr. John Northcutt, Secretary; Ms. Josephine Morillo; Ms. Rebecca Courtney, and Ms. Susan Frary. ABSENT: Mr. Ricardo Gonzales (Excused). OTHERS PRESENT: Mr. Garland Courts, City Art Board Liaison; Leticia Soto, Recording Secretary, Mr. Robert Caldwell,Parks & Recreation; Ms. Marina Montoya, Parks & Recreation; and Jason Smith, Las Cruces Fire Department Meeting was called to order at 10:01 a.m. by Chair Mr. George Griffin. He recognized a quorum. I. Approval of Agenda Mr. Caldwell requested that information on the East Mesa concrete pad and conduit be added to the agenda under staff update. Mr. Northcutt moved to approve the agenda, as amended. Seconded by Ms. Squires. Motion passed. II. Approval of October 11, 2016 Meeting Notes Ms. Squires moved to approve the meeting notes. Failed. Discussion on making changes to meeting notes followed. Mr. Griffin commented that to edit the notes you must send the requests to the Chair, not edit the meeting notes directly. Mr. Northcutt made a statement that verbatim notes/minutes of the Art Board are not necessary, rather the purpose of minutes is to provide a summation of what was said and to show what the Boar's intent. Mr. Northcutt moved to accept the minutes as presented. Seconded by Ms. Squires. A statement was made by Mr. Caldwell regarding the duties of the staff in taking notes. Mr. Caldwell clarified that this Board has set and approved procedures on how corrections and deletions would be handled. Staff will follow the City Clerk procedures in taking minutes/notes. Staff will record, written or verbally, who makes motions during the 1 meeting. Discussions are not necessarily to be placed in the notes for Boards, presentations should be summarized, handouts would be attached to minutes/notes. Changing the process requires a vote by the Board to amend its policy and procedures. Further discussion on the minutes to add clarification. Ms. Courtney proposed adding a clarifying statement on page 3 [of the October 11 meeting notes] following the art on loan vote, to read as follows: The Board's intent was to remove Art on Loan as a stand-alone program in the ordnance because the Board wants to consider other types of short-term art activities that fit more appropriately in an overall city art plan presented to Council in the future. Ms. Frary requested to clarify the language on pg. 2, [of the October meeting notes at] the section, "Discussion of the proposal". Mr. Caldwell stated that if a Board member has a change to the meeting notes the request goes to the Chair, the Chair will determine to make the changes, and include the changes on the draft and present it at the next meeting. Mr. Griffin offered to strike everything after the first two sentences of the affected section. The action was rejected in further discussion. Mr. Griffin then called for a vote on the meeting notes, as revised by Ms. Courtney. Meeting notes, as amended by Ms. Courtney, were accepted. III. East Mesa Public Safety Campus Project Mr. Northcutt stated that the three finalists selected by the Selection Committee were notified via CaFE. Mr. Northcutt received phone calls from the three artists asking for clarification on some of the information, especially views of the site, which were taken care of. One artist came to Las Cruces to visit the site and met with Mr. Mendes. The meeting was satisfactory. The Board set a schedule for the presentations on November 15th. The artists received the event schedule and a list of items they are to provide, and what the city is providing. Mr. Northcutt stated everything is in place for the event. Rules of Engagement: Selection Committee developed criteria for judging the artist work, based on the criteria in the CaFE call for artists. The results will be submitted to the Art Board for approval and then submitted to City Council in resolution form. Mr. Griffin stated Art Board members are welcome at the presentations. Presentations will be made to the Selection Committee and only they can ask questions of the artists. 2 Mr. Northcutt stated members of the public attending the presentations will be given a 3X5 card to record questions. Public questions or suggestions will be collected and given to the Selection Committee for consideration. There was some discussion about the process, after the presentations were completed. Mr. Courts asked if city staff will be available to address safety issues. Mr. Northcutt stated that this will be addressed in the contract. Mr. Caldwell confirmed that after Council makes its decision, the finalist's proposal goes to Purchasing. The Purchasing Department will make sure ADA, public safety issues, etc. will be part of the contract. Mr. Northcutt stated the artist will provide certificate of insurance. Mr. Caldwell provided information on the concrete pad and conduit. An email from Mr. Mendes is attached. Mr. Northcutt raised the matter of funds for the concrete pad, should the finally selected art project, require it, and lighting. Mr. Northcutt insisted that installation needs are clearly understood once the final selection is complete. Mr. Caldwell stated this is to be discussed during the contract phase. Because there was a lack of clarity on the post -selection funding needs and sources, raised by Mr. Northcutt, Mr. Griffin stated the Board should pursue this question separately from the final selection process. Mr. Caldwell agreed that post -selection funding needs and sources needs to be clarified. This concern should focus on the Las Cruces 1 % for public art funding, its relation to building construction funding, and art work installation funding. Mr. Griffin stated this discussion should be held separate from this point on. IV. Las Cruces Sun -News Article Mr. Griffin stated there was an Albuquerque Journal article on public art was reprinted in the Las Cruces Sun -News in which there were some errors. Ms. Frary move to put the article on next month's meeting agenda. Second by Ms. Squires. Motion carried. [An electronic version of the article was circulated by Mr. Griffin via email, dated November 9, 2016, to the Board.] V. City Art Board Terms Mr. Griffin noted that some membership terms would expire in March, 2017. Per the Bylaws Board member request reappointed by contacting the City Clerk's Office, following the process in place, and pending the mayor appointment for a new term. Marina Montoya will be sending the list to Mr. Griffin identifying the expiring Board member terms. Ms. Frary questioned how the absences of board members are being addressed due to some board members being absent frequently. Mr. Caldwell stated the policy regarding board member absences is in the general statement on Boards and Committees in the City ordinance. VI. Staff Update Mr. Caldwell stated that at the last meeting he and Mr. Courts would select a date for the transition and get approval from their superiors. The transition occurred, as of November 1. A meeting should be scheduled between Mr. Courts, Ms. Soto, Ms. Montoya and the budget representatives to transfer the budgeted City funds supporting the Art Board. Mr. Griffin asked about the East Mesa project art selection process transition. Mr. Caldwell stated it was part of the transition and Ms. Montoya will be available to assist through the end of the artist selection. After the selection has been made the decision will be left up to the Director and Mr. Courts as too what involvement Ms. Montoya will have. VII. Board Comments Ms. Morillo stated she was happy to hear the clarification on the process of how taking the minutes/notes are prepared and presented. Whether the minutes/notes need not be verbatim is clear. Ms. Squires thanked Ms. Montoya and Mr. Caldwell for all their work on behalf of the board. Mr. Northcutt thanked Ms. Montoya for helping with the CaFE system. They learned a lot working together. Mr. Northcutt thanked Mr. Caldwell for everything that he learned about the ins and outs of working with the City. Thankful for the hard work, Mr. Griffin thanked Ms. Montoya and Mr. Caldwell for their support and believes the Art Board has grown due to the interaction. Mr. Griffin stated he attended the City Council meeting on Monday, November 7 and briefly met the new City Manager. Mr. Griffin was taken aback by Mayor's comment to City Council about a potential promise of sculpture to Las Cruces created by the famous Mexican sculptor, Sebastian, via the Mexican counsel general. The counsel general proposed the sculpture as a gift to the City. Mr. Griffin made two observations. First, the Mayor didn't factor in the City Art Board role, and second, Councilor Greg Smith was very clear that the City Art Board should be involved, on behalf of the Council, with accepting the potential gift of sculpture and recommending where the sculpture might be placed, whether in the city plaza or in some other location. 0 Regarding the prospective gift, after the Council meeting Mr. Griffin specifically asked the Mayor and Councilor Smith two questions: whether the gift is a done deal and, how far along is the proposed gift? The answer to the first question was "no."The answer to the matter of timing on the gift was, "we don't know." Mr. Griffin expressed a need to act, requesting clarification on what the implication of this possible gift will be and what the City Art Board's role should be. Mr. Caldwell suggested the chair make a formal statement through liaison to the City Manager's office, referencing the situation, as discussed in Council, and that, as the Council's public art advisor, the Board should be included in the process. Mr. Caldwell urged that the chair, on behalf of the Board, move forward with this statement as soon as possible. Mr. Griffin will draft a formal letter to the mayor through the City Manager's office. VIII. Next Meeting The Art Board's next meeting is December 13, 2016, at 10 a.m. Mr. Courts will seek a meeting space in City Hall for the future. The exact meeting space is to be determined. IX. Adjournment Ms. Squires moved to adjourn, seconded by Ms. Courtney. Board approved. The meeting adjourned at 11:33 a.m. eticia Soto, Recording Secretary ,fG org G iffi , B?i r hair 5