Williamsburg Public Art Council

City of Williamsburg Agenda Williamsburg Public Art Council Meeting Monday, May 23, 2022 @ 3:30 PM Stryker Center (Room 127), 412 N Boundary St, Williamsburg, VA 23185 Page I. CALL TO ORDER II. ELECTRONIC PARTICIPATION REQUEST a. Adoption of Electronic Meeting Participation Policy 2-5 WPAC - AIS - Electronic Participation Policy Remote Participation Ordinance 19-16 b. Consideration and Approval of Remote Participation Requests from WPAC 6 Member Chris Caracci WPAC - AIS - Remote Participation Request III. APPROVAL OF MINUTES a. April 25, 2022 - WPAC Minutes 7 - 10 WPAC - April 2022 Minutes - Draft IV. CHAIR'S REPORT a. Public Art Plan b. Community Appreciation Day V. STAFF UPDATES a. Budget b. Silver Hand Meadery VI. MURAL PROGRAM AT MIDTOWN ROW a. RFQ Submission Review b. Artist Curation - Branded Arts VII. NEXT MEETING The next meeting is Monday, June 27, 2022, at 3:30 p.m. in Room 127 at the Stryker Center. VIII. ADJOURNMENT Page 1 of 10 Meeting Date: 5/23/22 Staff Contact: Joanna Skrabala, Tourism Development Specialist Agenda Item Wording: Consideration of Electronic Meeting Participation Policy Background Information: At times, a WPAC member may need to be absent from an advertised meeting due to illness or emergency. The Code of Virginia provides for remote participation in public meetings of City Council and other public bodies through Section 2.2-3708.2. The code requires that for the provision to be used a locality must first adopt a policy establishing the procedures and process for a member to participate remotely. Ordinance #19-16 as adopted by City Council provides for any body (board, commission, or committee) of the City Council to use the remote participation provision up to 2 times per member per calendar year. It also provides that this process will only be allowed in rooms equipped with the technology to adequately provide for the absent member to participate. Each occasion a member requests to participate remotely, the body must approve the request of the absent member by majority vote. Previous Action: None Staff Recommendation: Authorization of the WPAC to participate remotely consistent with City Council Ordinance #19-16. Sample Motion: I move that the Williamsburg Public Art Council authorize remote participation pursuant to City Council Ordinance #19-16. Page 2 of 10  ORDINANCE #19-16 AN ORDINANCE REGARDING ELECTRONIC PARTICIPATION IN COUNCIL MEETINGS WHEREAS, the Code of Virginia (1950), as amended, Sec. 2.2-3708.2 regarding participation of a member of a public body in meetings of the public body in emergencies and other defined· situations; and WHEREAS, Sec. 2.2-3708.2(c)1 requires that in order for a member of a public body to participate in a meeting of such public body when unable to be physically present due to and emergency or personal matter or due to certain disabilities, such public body must have adopted a written policy allowing for and governing participation of its members by electronic communication means, including an approval process for such participation; and WHEREAS, city council deems it in the best interest of the citizens of the City of Williamsburg to adopt such policy, thereby enabling participation of members of city council and also other boards, commissions, and committees, under the circumstances prescribed in the Code of Virginia . NOW, THEREFORE, it is hereby ORDAINED, that new Section 2-34 is hereby added to Article II, Chapter 2 of the Williamsburg Code as follows: Sec. 2-34. Electronic Participation in meetings. A. As provided in Virginia Code Section 2.2-3708.2, a member of city council or a member of a board, commission, or committee of the city council, may participate off-site by electronic means in any regular of special meeting of city council, or such board, commission or committee of city council, in the following instances and subject to the following requirements and limitations: 1. The member must notify the mayor, or vice-mayor in case the mayor is unavailable, or in the case of a board, commission or committee, the committee chair, or the vice chair in the event the chair is unavailable, on or before the day of a meeting, subject to (8)(5) below, that such member is unable to attend the meeting due to an emergency or personal matter and identify with specificity the nature of the emergency or personal matter; or 2. If a member of notifies the mayor, or vice mayor in the case that the mayor is unavailable, or in the case of a board, commission or committee, the committee chair, or vice chair in the event 'that the chair is unavailable, on or before the day of a meeting, subject to (8)(5) below, that such member is unable to attend a meeting due to a temporary or permanent disability or other medical condition that prevents the member's physical attendance and the council, board, 1 Page 2 of 4 Page 3 of 10  commission or committee meeting, records this fact and the remote location from which the member participated in its minutes. 3. The council, board, commission, or committee, must (i) approve such member's participation by a majority vote of the members physically present at the primary meeting location and record in its minutes the specific nature of the emergency or personal matter , and the remote location from which the absent member participated. 4. If council disapproves the member's participation from a remote location.because such participation would violate the policy adopted pursuant to subsection B below, such disapproval shall be recorded in the minutes with specificity. 5. Such participation by the member shall be limited to two meetings each calendar year. B. Electronic participation by a member of council, or a board, commission or committee as authorized under subsection A shall be only under the following conditions which shall be applied strictly and uniformly, without exception, to all members and without regard to the identity of the member requesting remote participation or the matters that will be considered or voted on at the meeting; 1. The board, commission or committee has adopted the electronic meeting policy contained in this section; 2. In case of absence due to an emergency or personal matter, the requesting council member must have given a sufficiently detailed description of the emergency or personal matter giving rise to the electronic participation request to enable the members present at the primary meeting location to reasonably determine whether or not to honor such request; 3. In case of absence due to temporary or permanent disability or other medical condition, the member who requests electronic participation must describe the condition giving rise to the request sufficiently to enable a reasonable person to understand the legitimacy of the request; 4. A quorum of council, or board, commission or committee, must be physically assembled at the primary meeting location; and 5. The board, commission or committee meets in a room which is physically equipped to host electronic participation. No request for a member to participate remotely shall be approved if such request will require a change in the location of the meeting after notice of the meeting has been posted; and 2 Page 3 of 4 Page 4 of 10  6. The voice of the remote participant to be of sufficient volume and clarity to be heard by all persons at the primary meeting location. The remote location from which the member is participating need not be open to the public. This ordinance shall take effect immediately upon its adoption. EXCEPT , as here amended, the Williamsburg Code shall remain unchanged. Adopted: August 5, 2019 Attest: Debi Burcham, Clerk of Council 3 Page 4 of 4 Page 5 of 10 Meeting Date: 5/23/22 Staff Contact: Joanna Skrabala, Tourism Development Specialist Agenda Item Wording: Consideration and Approval of a Remote Participation Request from WPAC Member Chris Caracci Background Information: Pursuant to the code of Virginia Section 2.2-3708 and City Ordinance #19-15 Williamsburg Public Art Council Member Chris Caracci has requested to participate in the May 23, 2022, WPAC meeting remotely. The WPAC must approve this request by majority vote prior to Mr. Caracci joining the meeting. Previous Action: None Staff Recommendation: Staff recommends that the WPAC approve the remote participation request from WPAC Member Chris Caracci. Sample Motion: I move that the Williamsburg Public Art Council approve the remote participation request from Chris Caracci for the May 23, 2022 WPAC meeting. Page 6 of 10 The Williamsburg Public Art Council met at 3:30 pm, Monday, April 25, 2022, in room 128 at the Stryker Center, 412 N Boundary Street, Williamsburg, Virginia. WPAC members present: Robert Currie (Chairperson), Patricia Rublein (Vice-Chairperson), Sarah Balascio (Secretary), Barbara Ramsey, Scott Spence, Harold Philipsen, Chris Caracci (virtual), Pat Dent, Conor Sokolowsky (virtual) Staff members present: Joanna Skrabala (Tourism Development Specialist) Others present: Teresa Clark (William & Mary student) I. Call to Order Mr. Currie called the meeting to order at 3:35 pm. II. Approval of Minutes a. March 28th, 2022, WPAC Minutes Mr. Currie made a motion to approve the March minutes and Ms. Ramsey seconded. All approved. III. Chair’s Report a. Consideration and Approval of Remote Participation Requests from WPAC Members Chris Caracci and Conor Sokolowsky All approved. (Note: The meeting was recorded for the purpose of notetaking; however, the first five minutes of the recording are very broken. As a result, the minutes do not indicate who made the motions to approve the remote participation under the Chair’s Report.) b. Community Appreciation Day Mr. Currie reported on costs for supplies for the Community Appreciation Day event. He said it would be about $300 per canvas and projected a total cost of $1,500 with all art supplies included. Ms. Skrabala suggested finalizing those costs and voting to approve them at the May meeting. Ms. Ramsey asked if the WPAC had the money in the budget to spend this amount and Ms. Skrabala said it could also be taken out of the tourism budget, if need be. IV. Staff Updates Page 7 of 10  a. W&M Mural Ms. Skrabala showed an image of the final IIC mural and indicated that the design had changed quite a bit from when the WPAC was reviewing it. She said she spoke with Erica Garroutte of the IIC who said the final piece was designed by the students and Steve Prince. Ms. Skrabala said the mural itself was very impressive; however, depending on the time of day, the shadows could disrupt the AR component. Ms. Ramsey said the WPAC could learn a lot from this process should the City want to do something similar in the future with an AR component. b. Mural RFQ Ms. Skrabala reported that the RFQ was live. She said there were no submission at the time of the meeting, but the deadline was still a few weeks away on May 16. Ms. Skrabala reported that information was sent out via a press release from the City; the Economic Development Department newsletter; the distribution list from the public input survey; and through Asa Jackson’s recommendations to the Norfolk, Virginia Beach, and Richmond arts organizations. Ms. Skrabala said it was picked up by the VA Gazette, WY Daily and WTKR. Ms. Skrabala also said she had received six inquiries so far from artists. Mr. Spence asked if these questions and answers would be publicly posted, and Ms. Skrabala said she would ask the City’s purchasing agent about this. Ms. Balascio asked if Steve Rose and Steve Prince would still submit their previous designs. Ms. Skrabala said Mr. Rose confirmed that he would resize his artist’s design to resubmit, but presumably Mr. Prince would not resubmit, based on his initial budget. Ms. Skrabala Said Hannah Warner with Midtown Row was going to ask him. Ms. Balascio said she would also reach out to Mr. Prince. V. Mural Program at Midtown Row a. Public Input Ms. Skrabala said she wanted to revisit the public input piece of the mural program. She said that based on the last meeting, the group did not want to use public voting and asked what the group felt comfortable doing. Mr. Philipsen said the problem with voting was concern over residents vs. non-residents input, plus the worry of stacking the vote. Mr. Dent continued and said another problem with public input was that there would always be someone who feels like their input was not included or considered. Ms. Ramsey said she was comfortable with input, but not voting. She suggested including the mural program and its finalists as a component of what the WPAC does at the Community Appreciation Day event. Ms. Rublein agreed. Ms. Ramsey continued by saying the WPAC could have a table at the event to answer questions and engage with the public. Ms. Rublein suggested making it clear that the canvas art activity at the event was not a part of the mural program. Page 8 of 10  Ms. Skrabala confirmed that the Community Appreciation Day event would still include images of the final mural designs and Ms. Ramsey said it would. She said it would also show that the WPAC has made some progress in its efforts. b. Artist Curation Mr. Currie reported that he had a conversation with Warren Brand, owner of Branded Arts. He said Branded Arts had done over 600 projects in 66 cities worldwide and was also involved in public art in Virginia Beach and Richmond. Mr. Currie said he wanted to get an idea of how the process worked with Branded Arts and said they have no baseline for costs. He said the WPAC would determine a budget and Branded Arts would scale their work to fit the WPAC’s needs. Mr. Currie said the group would need to identify the goals of the project and Branded Arts would create an outline sheet for the group. Ms. Ramsey asked if there was a fee for the services. Mr. Currie said the pay structure was typically half up front and then the rest at the completion of the project. He said this structure was also negotiable. Mr. Spence asked if the Branded Arts fees would come out of the total budget and Mr. Currie said they would. Mr. Currie said the process was completely turnkey and included all aspects. He also said the process included several rounds of revisions and material for a media campaign (i.e. drone footage). Mr. Currie said the WPAC needed to decide on what it would be willing to spend. Ms. Balascio asked if there was a minimum that the WPAC had to spend and Mr. Currie said he did not think so, but he would call to confirm. Mr. Currie said he would try to get examples of a high, medium, low budgets from Branded Arts for reference. Ms. Skrabala suggested possibly having someone from Branded Arts meet with the group virtually to discuss. Ms. Skrabala also said she would get confirmation on the WPAC budget moving into FY23. Mr. Currie reiterated that the group needed to decide on desired content and a budget for moving forward with Branded Arts. He offered putting together a draft outline. VI. Future Projects a. Artist Engagement & Pop-Up Galleries Mr. Currie reported that he and Ms. Skrabala met with Hannah Warner from Midtown Row to look at potential spaces for pop-up galleries. He presented one location and suggested that artists could design artwork for window clings. He said they could use light from inside the space to light up the clings at night. Ms. Ramsey confirmed that the art would be on the windows vs. inside of the space. Mr. Currie also said that wanted to continue looking into the idea of having a permanent space for public art. Mr. Currie showed another space next to Matchsticks BBQ in Midtown Row for this concept. Mr. Currie said the next steps for the window clings pop-up gallery would be an open Page 9 of 10  call or invite for artists to submit designs. He said the WPAC would need to work on a budget for the cost of clings. Ms. Skrabala reiterated that there were more timely items that the WPAC was working on, but it was also a good idea to continue discussions on future projects. VII. Next Meeting The next meeting is scheduled for May 23, 2022, at 3:30 pm in Room 127 at the Stryker Center. VIII. Adjournment Ms. Ramsey made a motion to adjourn, and Ms. Rublein seconded. All approved. The meeting adjourned at 5:01 pm. _______________________________________________ Sarah Balascio, Secretary Page 10 of 10