Cherry Hills Village Art Commission

RECORD OF PROCEEDINGS CHV C CHERRY HILLS VILLAGE ART COMMISSIONS Minutes of the Cherry Hills Village Art Commission City of Cherry Hills Village, Colorado Monday, October 29, 2018 at the Joint Public Safety Facility 9:30 a.m. ROLL CALL Vice Chair Dave Schmidt, Commissioners Gay Warren, Alison Lynch, and Kathie Finger and Councilor Katy Brown were present on silent roll call. A’so present were Director of Finance Jessica Sager and City Clerk Laura Gillespie Chair Ann Polumbus was present by phone. Absent: Commissioner Elaine Asarch. CALL TO ORDER Vice Chair Schmidt called the meeting to order at 9:30 a.m. AUDIENCE PARTICIPATION None CONSENT AGENDA Vice Chair Schmidt moved, seconded by Commissioner Lynch to approve the Consent Agenda. The motion passed unanimously. ITEMS REMOVED FROM CONSENT AGENDA None UNFINISHED BUSINESS James Surls Video Vice Chair Schmidt reported that he and Commissioner Lynch had attended the October 18, 2018 Council meeting to present the video. Commissioner Lynch indicated that Council had suggested the Commission show the video to brownie troop and HOAs. They also suggested that the Commission could include feedback from Commission and community members in the video, similar to videos produced by the High Line Canal Conservancy. Vice Chair Schmidt noted that Council believed those additions would make the video more interactive and personal, although the High Line Canal Conservancy had a much larger budget than the CHVAC. He added that Council liked the piece and its placement. Cherry Hills Village Art Commission October 29, 2018 1—  RECORD OF PROCEEDINGS Commissioner Finger asked how the Commission could get in touch with brownie troops or scouts. Commissioner Lynch indicated that she had contact information for some groups through the Land Preserve Trail Walk, and that Commissioner Warren would share her contact information for the schools. Councilor Brown added that she could connect Commissioner Lynch with the cub scout leader at Cherry Hills Village Elementary School (CHVE). She noted that it was a co-ed group. Vice Chair Schmidt noted that the Commission could also contact art classes at CHVE. Commissioner Lynch indicated that CHVE had after school elective art classes that might be appropriate. Commissioner Finger asked if HOA meetings were posted at City Hall. City Clerk Gillespie replied that they were not. Councilor Brown noted that the HOAs sometimes reserved City meeting rooms so staff would know in that case when the meetings would be held. City Clerk Gillespie added that staff had a contact list for HOAs but it was updated only as the HOAs provided information to the City. Commissioner Finger suggested waiting until 2019 to contact the HOAs. Commissioner Lynch noted that the sculpture was a temporary installment. City Clerk Gillespie added that Chair Polumbus wanted to ask the Commission to assist Commissioner Lynch in showing the video to the Planning and Zoning Commission, Board of Adjustment and Appeals, and Quincy Farm Committee. CHVAC Goals and Community Outreach City Clerk Gillespie explained that staff had amended the Goals document based on discussion at the Commission’s last meeting. Commissioner Warren reported that St. Mary’s Academy would not be participating in the snow plow painting program this year, but CHVE and Kent Denver would, and St. Mary’s planned to resume participation next year. Commissioner Finger moved, seconded by Commissioner Warren to approve the CHVAC Short Term/Long Term Goals Planning Document. The motion passed unanimously. 2019 Sculpture-on-Loan and 2019 Annual Event Chair Polumbus stated that Mrs. Abrams had agreed to hold the Commission’s 2019 event at the Abram’s home and wanted the Commission members to visit the home. Commissioner Finger suggested that in addition to regular tickets at a price of $125 per person the Commission also sell tickets at a price of $300 per individual or $500 per couple for people to be part of the host committee. She explained that members of the host committee would have their names printed on the Cherry Hills Village Art Commission October 29, 2018 -2-  RECORD OF PROCEEDINGS invitations. She indicated that each Commission member would be responsible for finding a host committee member. She added that the Mayor and Mayor Pro Tem would be honorary hosts, and other elected officials would receive complimentary tickets. She indicated that she would pay for the food and for a tent if it was needed. She added that a valet would not be needed because attendees could park at the new City Hall. She asked staff if there was any issue with providing complimentary tickets to elected officials. City Clerk Gillespie replied that she would check with the City Attorney. Chair Polumbus stated that Commissioner Finger was very good at planning events and was willing to take the lead for the 2019 event. She suggested that the Commission try Commissioner Finger’s suggestions. Councilor Brown stated that she liked the idea of everyone on the Commission being responsible for finding a member of the host committee. Commissioner Finger noted that Chair Polumbus had some concerns with locating the 2019 sculpture-on-loan on the southeast corner of Quincy and University. Chair Polumbus explained that corner was the prime location for a piece of artwork and that the Commission might want to leave it vacant for another Surls piece after the current Surls loan was complete. Commissioner Finger replied that if the 2019 sculpture was more representative it might be nice to have it in a highly visible location like that corner. Relocation of Crew Series Pieces Commissioner Warren questioned artist Emmett Culligan not wanting children to climb on the Crew series pieces. Chair Polumbus agreed that she thought Mr. Culligan had stated previously that it was acceptable for children to climb on them. She noted that Mr. Culligan did not want the pieces located next to Rubric or on pedestals, and that he would be happy to take them back if the Commission could not find a good place for them. She added that Kendall Peterson’s suggestion was to wait until after the new City Hall was complete to reevaluate options. Commissioner Warren suggested placing them in a grassy spot near the new playground in John Meade Park once it was complete. Chair Polumbus added that she had not seen any damage on the pieces. Commissioner Lynch agreed the pieces were not damaged. NEW BUSINESS Be yin Withond in Three Pond Park Vice Chair Schmidt indicated that he had gone to look at the piece and thought it was doing what it was intended to do, which was to decompose. Commissioner Warren agreed. She suggested that the piece could be a teaching opportunity for children. She stated that the piece should be left as it was. Vice Chair Schmidt agreed and suggested that the Commission check on the piece after each winter to ensure that the metal rods were not revealed to the point of creating a safety hazard. Cherry Hills Village Art Commission October 29, 2018 -3-  RECORD OF PROCEEDINGS Chair Polumbus indicated she would report the Commission’s decision to Parks, Trails and Recreation Commission (PTRC) Chair Rob Eber. Board, Commission and Committee Policy and Duties and Responsibilities City Clerk Gillespie reported that City Council had recently updated the Board, Commission and Committee Policy. She noted that Council had directed staff to keep record of board, commission and committee member attendance which Council would use when evaluating reappointments. She added that to keep things fair for all members, regular board, commission and committee meetings could no longer be temporarily rescheduled, except if the regular meeting fell on a holiday. Councilor Brown explained that the City had experienced issues in the past on the Board of Adjustment and Appeals (BOAA) and the Planning and Zoning Commission (P&Z) where an application was being heard and the applicant flew in representatives from out of town, but the meeting could not be held because of a lack of quorum. She noted this had not been an issue with the CHVAC. She explained that attendance needed to be a factor when Council was considering reappointing members because a large part of members’ responsibility was to attend meetings, and if a lot of the regular meetings were reschedule that made tracking attendance difficult. Commissioner Warren asked if she and Chair Polumbus could still participate by phone when they were out of town in the winter. City Clerk Gillespie replied that the City did not currently have a policy for participation by phone so it was allowed and would count as attendance at the meeting. Councilor Brown added that participation by phone would not be allowed for most of the BOAA and many of the P&Z meetings because of their quasi-judicial nature. She noted that Council had discussed adopting a policy but had not yet done so. She added that Council had discussed the difference between a board, commission and committee and that perhaps a commission is a group with a legal role and that are established in the Charter or City Code. She suggested that City policies might be different for those boards and commissions with legal requirements versus groups like the CHVAC and Quincy Farm Committee versus ad hoc committees. City Clerk Gillespie added that Council also wanted new and reappointed members to agree to Duties and Responsibilities for their respective board, commission and committee, and each group was reviewing the draft Duties and Responsibilities before they were approved by Council. Commissioner Finger asked if the CHVAC member terms were staggered. City Clerk Gillespie replied that they were and that Council had recently been adjusting terms during appointments and reappointments to further stagger terms on boards, commissions and committees. Commissioner Finger asked about the section in the Duties and Responsibilities regarding quasi-judicial procedures. City Clerk Gillespie replied that was unlikely to apply to the CHVAC, but was included in all the board, commission and committee Duties and Responsibilities. Cherry Hills Village Art Commission October29,2018 -4-  RECORD OF PROCEEDINGS Councilor Brown added that the Duties and Responsibilities were intentionally general. The Commission had no suggested edits to the Duties and Responsibilities. 2019 ThereSguared LLC Contract City Clerk Gillespie noted that Ms. Peterson was charging her other clients $85 per hour and had requested that the Commission consider this rate increase for 2019. She added that staff was seeking direction on the contract limit amount, which for 2018 was $7,000, and on the draft scope of work for 2019. Vice Chair Schmidt indicated the $85 per hour rate was acceptable. Commissioner Finger agreed and asked if the contract would have to be approved by Council if the annual limit was increased. City Clerk Gillespie replied that a minor increase would not require the contract to go to Council. Commissioner Finger asked if the Commission could request an increase to their $20,000 budget from Council. Councilor Brown replied that she did not have a sense of how the Council would respond to that request but that there was no harm in asking. She suggested that the Commission explain that Ms. Peterson had been productive and successful, the Commission found it valuable to have a dedicated resource, and Ms. Peterson’s hourly rate was increasing so the Commission was requesting a corresponding increase to the budget. Vice Chair Schmidt suggested that the Commission ask for an additional $1 ,000 to cover Ms. Peterson’s rate increase. City Clerk Gillespie asked if a Commissioner could attend the November 20, 2018 Council meeting in case Council had questions regarding the requested increase during first reading of the budget. Commissioner Lynch stated that she could attend. The Commission had no edits to the draft 2019 scope of work. REPORTS Public Art Commission Chair Chair Polumbus asked if any canvasses from the Trail Walk had been selected for prizes. Commissioner Lynch asked if staff had received any canvasses. City Clerk Gillespie replied they had not. Commissioner Lynch indicated that an article would be included in the November issue of the Crier asking that canvasses be returned to City Hall by the end of November. Councilor Brown indicated that even if no canvasses were returned it had still been a fun and worthwhile activity to have at the Trail Walk. Cherry Hills Village Art Commission October29,2018 -5-  RECORD OF PROCEEDINGS Village Crier Commissioner Lynch indicated that the article about the canvasses and about the Wall Street Journal article would be in the November issue. She asked if the new Commission member would be appointed in time to include an article in the December issue. City Clerk Gillespie replied they would not. Finance Director Sager noted that the December issue usually included photos of the snow plows. Chair Polumbus agreed that would be a good article for the December issue. Next Meeting The next Art Commission meeting was scheduled for Monday, November 26, 2018. Members of the Public Art Commission None Council Representative None City Staff Financial Report Commissioner Finger asked if Council would be less likely to approve the Commission’s request for additional 2019 funds if there were remaining funds in the 2018 Commission budget. Councilor Brown replied that the Commission could explain that the remaining 2018 funds were due to the generosity of the Commission members. Quincy Farm City Clerk Gillespie reported that staff had received an inquiry from an artist about giving art classes at Quincy Farm and wanted to keep the CHVAC informed as the Quincy Farm Committee (QFC) moved forward with the Master Plan for the property and public input on programming. She explained that Parks and Recreation Coordinator Emily Black proposed a joint meeting between the CHVAC, QFC and PTRC to discuss overlapping responsibilities such as programming and she would be working on scheduling that meeting. ADJOURNMENT There being no further business the meeting was adjourned at 10:29 a.m. 441 Ann Polumbus, ommission Chair /ésica Sager, Direcr of Finance (4tU1à( \La6ra Gillespie, City Clerk Cherry Hills Village Art Commission October29, 2018 -6-