Cherry Hills Village Art Commission

RECORD OF PROCEEDINGS C HV C CHERRY HILLS VILLAGE ART COMMISSIONS Minutes of the Cherry Hills Village Art Commission City of Cherry Hills Village, Colorado Monday, August 27, 2018 at the Joint Public Safety Facility 9:30 a.m. ROLL CALL Chair Ann Polumbus, Gay Warren, Elaine Asarch, Alison Lynch, David Schmidt, and Kathie Finger were present on silent roll call. Also present were Director of Finance Jessica Sager and City Clerk Laura Gillespie Absent: None Councilor Katy Brown arrived at 10:10 a.m. CommissionerAsarch left at 10:31 a.m. CALL TO ORDER Chair Polumbus called the meeting to order at 9:30 a.m. AUDIENCE PARTICIPATION None CONSENT AGENDA Commissioner Asarch moved, seconded by Commissioner Warren to approve the Consent Agenda. The motion passed unanimously. ITEMS REMOVED FROM CONSENT AGENDA None UNFINISHED BUSINESS Chair Polumbus thanked Commissioner Finger again for hosting the annual event. Cherry Hills Village Art Commission August 27, 2018 1— James Suns Sculpture-on-Loan and Art Education Chair Polumbus indicated that the Commission needed to promote the video created by Kendall Peterson. She suggested promoting the video to the schools and the other City board and commissions. Ms. Peterson asked if the City had social media. City Clerk Gillespie replied that the City had a Facebook page and a Nextdoor account. Chair Polumbus noted that all the organizations in the City were doing similar projects. Commissioner Lynch volunteered to help market the video on social media. She also noted that the Parks Department staff wanted direction from the Commission for mounting the plaque. Ms. Peterson replied that she would contact the Parks Department staff. She asked if the Commission wanted the plaque to face the path or the street. Chair Polumbus replied that facing the path would be best. Commissioner Finger indicated that she would see about distributing the Surls video to some of the garden clubs. Permanent Sculpture for New City Hall Chair Polumbus indicated that she and Ms. Peterson would attend the September 4, 2018 City Council study session regarding the permanent sculpture for the new City Hall. Ms. Peterson reviewed the PowerPoint presentation she planned to present at the Council meeting. The presentation included the reasons for public art; the Commission’s recommendation that the Council budget 1% of the construction cost for public art, or $40,000; and the creation of an Art Selection Panel consisting of Council members, CHVAC members, and residents. Chair Polumbus suggested fewer Council members, perhaps just the Commission’s liaison Councilor Brown, and more residents. Ms. Peterson suggested local artists. Commissioner Warren asked if the residents would have a vote on the Panel. Ms. Peterson replied that they would. Commissioners Asarch, Warren and Finger suggested three residents was a good number to have on the Panel. Ms. Peterson explained that they would look for residents who were perhaps skeptical but open minded and who would attend the meetings. She indicated that having a variety of voices on the Panel would create an emissary program for public art in the community. Commissioner Asarch suggested that members be skeptical but thoughiful. Cherry Hills Village Art Commission August 27. 2018 -2-  RECORD OF PROCEEDINGS Ms. Peterson agreed. She added that once the budget was allocated it would have to be spent on art. She indicated that a third recommendation from the Commission to Council was to keep Charlo in its current location. Chair Polumbus asked about the timeline for the Panel. Ms. Peterson replied that if the Panel could be created after the budget was approved by Council. City Clerk Gillespie noted that although the first draft of the budget went to Council in September, the final approval of the budget would not be until December. Councilor Warren noted that at the previous City Council study session, Mayor Pro Tem Earl Hoellen discussed a budget of $100,000 for the new sculpture. Ms. Peterson added that Mayor Pro Tern Hoellen had used that amount as a trigger for public input. She indicated that 1% of the construction budget was standard. Commissioner Finger suggested that it would be better not to rush the process but rather get a feel for the building. Ms. Peterson agreed and noted that having a separate dedication for the new sculpture would be nice instead of trying to work within the construction timeline. She indicated that the Panel would determine the selection criteria, timing, location, and selection process. She added that she would present examples to Council of both abstract and figurative works available for $40,000. City Clerk Gillespie noted that the Commission had asked that the article about temporary art be included in the Council packet. She asked if the Commission wanted to consider the site at the new City Hall for sculpture-on-loan. Commissioner Lynch asked if the Panel would have to be involved with choosing each piece on loan. Ms. Peterson replied that they would, and it would also require an ongoing budget, yearly selection process, and might be exhausting for the Commission. Commissioner Lynch noted that it made more sense to place a permanent piece at that site. Commissioner Finger suggested that the Commission save the article to give to Council at another time. Chair Polumbus agreed and noted that the Commission would be doing another sculpture-on-loan in 2019. Ms. Peterson indicated that the Commission needed to brand itself as the art people. Chair Polumbus questioned how the Commission could do that. Commissioner Warren noted that the Commission had a strong presence at the first Barn Party. Cherry Hills Village Art Commission August27,2018 -3- Commissioner Lynch agreed that the art auction was a big part of that event. Donation Policy Chair Polumbus asked about the approval process. Ms. Peterson noted that the approval process would make the donation process more complicated. Chair Polumbus asked that information about the piece such as damage be added to the policy. Ms. Peterson indicated she would bring back the policy to be finalized at the next meeting. CHVAC Goals and Community Outreach Ms. Peterson presented a document summarizing the Commission’s brainstorming session at the last meeting. She noted that the Commissions short term goals over the next couple years included another sculpture-on-loan piece in 2019; a permanent sculpture for the new City Hall; and events such as open studios and speakers. She noted that the Commission had discussed establishing an advisory panel and asked what their purpose would be. Chair Polumbus replied that it would be similar to the Art Selection Panel, that the advisory panel would advise the Commission but not vote, and would help the Commission establish themselves in the community. Commissioner Asarch added that it would engage more people in the community. Commissioner Warren added that it would bring new ideas to the Commission. Ms. Peterson suggested a “Friends of Art” group instead of an advisory panel. The members would be invited to attend meetings, participate and give feedback. Commissioner Warren agreed and noted that Friends groups were expected to make donations. Ms. Peterson noted that the Friends group would donate their time and funds, help promote programs, and advise on programs. Chair Polumbus asked if other organizations in the City had Friends groups. Councilor Brown replied that the Quincy Farm Committee did not, and the Cherry Hills Land Preserve had their board. Ms. Peterson added that the Friends group could help the Commission to promote and reach out to different community groups. Chair Polumbus noted that resident artist Susan Cooper was having a small group over for coffee at her studio. Ms. Peterson suggested asking people at the gathering about their thoughts on a Friends group. She indicated that was something that could be developed over Cherry Hills Village Art Commission August 27, 2018 -4-  RECORD OF PROCEEDINGS the next year. She noted that the Friends group members could come out of the events such as art tours and speakers. Chair Polumbus suggested an annual membership of $75. Ms. Peterson agreed that the membership could be for exclusive invitations and some free tickets to events. She suggested that the Commission build the program in 2019 and roll it out in 2020. She also noted that the Commission could include more articles in the Village Crier, and suggested the Commission establish their own social media. City Clerk Gillespie warned that staff time available to work on these things was limited. Ms. Peterson replied that if she had permission to post on the Commission’s behalf she could do so. She added that there were many other groups that she could connect to. She stated that the Commission’s long term goals included a sculpture garden, and noted that the Alan Hutto Memorial Commons might be a good location. Councilor Brown noted that the design for John Meade Park and Alan Hutto Memorial Commons was done, but that the Commission could suggest places for art. Chair Polumbus added that the term “sculpture garden” was too strong and unlikely to be supported. Ms. Peterson replied that the term “incorporate art” could be used instead and noted that electricity for the art could be included in the design. Councilor Brown indicated that a conduit was already included in the design but that lighting might be an issue for the neighbors. Ms. Peterson noted that another of the Commission’s long term goals was a cultural center for exhibitions, artists in residence, classes and other types of art such as poetry readings and dance performances. City Clerk Gillespie noted the City’s limited staff time. Commissioner Warren added that musical performances could take place at the cultural center. Ms. Peterson agreed that the Commission’s scope could be broadened to include all types of art. Commissioner Asarch added that the culinary arts could be included. Ms. Peterson agreed and added landscape design, craft brewing, a makers fair, poet in residence, and hobbyists. She suggested that the Commission think about the short and long term goals until the next meeting. Commissioner Finger indicated that Ms. Peterson captured everything that the Commission discussed at the last meeting. Ms. Peterson noted that the Commission could reevaluate their goals every year. Cherry Hills Village Art Commission August272Ol8 -5-  0 0 Chair Polumbus asked if Ms. Peterson’s contract had to be approved by Council. City Clerk Gillespie replied that it did not unless the amount being spent was increased past the threshold in the City’s policy. Councilor Brown indicated that increasing community outreach and input was very positive. She noted one of the criticisms of Council was not enough public input. She added that more voices represented in the community before issues went to Council would help the process. Ms. Peterson suggested that the Friends could be invited to meetings on a quarterly basis at which the Commission would report to them and get their suggestions. Chair Polumbus indicated that the Commission could formalize these short term and long term goals at the next meeting. Commissioner Warren asked if the Commission should be doing anything towards the short term goals over the next month. Ms. Peterson noted that receiving direction from Council regarding the budget for the new permanent sculpture should happen before moving forward with the Art Selection Panel. Chair Polumbus noted that Vice Chair Schmidt was the Commission’s liaison to the Quincy Farm Committee (QFC), and although they hadn’t had a quorum to meet recently their next meeting was scheduled for September. Vice Chair Schmidt noted that at the last meeting he had attend the QFC had been discussing repairs to the house foundations. Chair Polumbus stated that there were a lot of rumors about what was happening at the property. She noted that the Open House on Saturday went well. Ms. Peterson suggested that the Commission form a 501 c(3) in order to manage a cultural center. Chair Polumbus noted that there were already many 501c(3)s in the City that were not working together. She added that Quincy Farm was a City property. Vice Chair Schmidt indicated that there were a lot of restrictions on use of the property. Councilor Brown noted that she served on the Quincy Farm Visioning Committee and that they had discussed many of these things and she believed that was the long term vision for the property. She warned against isolating the other uses of Quincy Farm as the Commission discussed the uses that were art related. She noted that the Conservation Easement and the current leases placed many restrictions on the use of Quincy Farm. She indicated that current efforts were on making the property safe for the public, including water and sewer work, and although the City was committed to opening it up to the public it was a slow process. She noted that the City did not have a recreation department like many other municipalities and that had been a long outstanding question if the City wanted to take that one or wanted to outsource to a foundation. Cherry Hills Village Art Commission August 27, 2018 -6-  RECORD OF PROCEEDINGS Ms. Peterson indicated that she understood that neither the Commission nor City staff currently had the bandwidth for this large goal, but it was a worthwhile goal to pull all the parts together and have art and agriculture together at Quincy Farm. Councilor Brown stated that the Conservation Easement allowed only limited public use of the property, but within those confines this could be a long term goal. She noted that conversations had not been started because the property was not close to being ready yet. Chair Polumbus asked Vice Chair Schmidt to continue being the Commission’s liaison on the QFC and let them know that this was the Commission’s long term goal. ThereSguared LLC Contract Chair Polumbus noted that Ms. Peterson had completed or was working on all the items in the scope of services from her 2018 contract. NEW BUSINESS None REPORTS Public Art Commission Chair Village Crier Chair Polumbus suggested photos from Ms. Cooper’s gathering and from the Trail Walk. Next Meeting The next Art Commission meeting is scheduled for Monday, September 24, 2018. Members of the Public Art Commission Commissioner Lynch reported that the Commission would have a table at the Cherry Hills Land Preserve Trail Walk event and suggested that they give canvasses to kids to paint, feature in the Crier and possibly display in the new City Hall. She asked for a budget for purchasing supplies. The Commission agreed that the CHVAC budget had enough room to spend money on supplies for the event. Council Representative None Cherry Hills Village Art Commission August 27, 2018 -7-  0 City Staff Financial Report Commissioner Finger indicated that she would not bill the City for the valet at the annual event. ADJOURNMENT There being no further business the meeting was adjourned at 10:51 a.m. nn Polumbus, Commission Chairperson irer of Finance Laura Gillepie, city Clerk Cherry Hills Village Art Commission August 27, 2018 -8-