Williamsburg Public Art Council

City of Williamsburg Agenda Williamsburg Public Art Council Meeting Monday, June 26, 2023 @ 3:30 PM Stryker Center (Room 127), 412 N Boundary St, Williamsburg, VA 23185 Page I. CALL TO ORDER II. ELECTRONIC PARTICIPATION REQUEST a. Consideration and Approval of Remote Participation Request from WPAC 2 Member Barbara Ramsey WPAC - AIS - Remote Participation Request III. APPROVAL OF MINUTES a. May 22, 2023 - WPAC Minutes 3-4 WPAC - May 22 2023 Minutes - draft IV. CHAIR'S REPORT a. Branded Arts Update b. Community Appreciation Day V. STAFF REPORT a. Fl(our)ish Mural b. WPAC Resolution Amendment 5 - 11 Resolution #23-04 - Public Art Program - Draft c. WAAC Representative d. TDF Phase 2 Application VI. ELECTION OF OFFICERS a. FY24 Election of Officers 12 WPAC - AIS - Officers VII. NEW BUSINESS a. Public Art Project Opportunity with Midtown Row - Hannah Warner, Marketing & Events Manager, Midtown Row b. City of Williamsburg Vote Stickers c. Future Projects VIII. NEXT MEETING The next meeting is Monday, July 31, 2023, at 3:30 pm in Room 127 at the Stryker Center. IX. ADJOURNMENT Page 1 of 12 Meeting Date: 6/26/23 Staff Contact: Joanna Skrabala, Tourism Development Specialist Agenda Item Wording: Consideration and Approval of a Remote Participation Request from WPAC Member Barbara Ramsey Background Information: Pursuant to the code of Virginia Section 2.2-3708 and City Ordinance #19-15 Williamsburg Public Art Council Member Barbara Ramsey has requested to participate in the June 26, 2023 WPAC meeting remotely. The WPAC must approve this request by majority vote prior to Ms. Ramsey joining the meeting. Previous Action: None Staff Recommendation: Staff recommends that the WPAC approve the remote participation request from WPAC Member Barbara Ramsey. Sample Motion: I move that the Williamsburg Public Art Council approve the remote participation request from Barbara Ramsey for the June 26, 2023 WPAC meeting. Page 2 of 12 The Williamsburg Public Art Council met at 3:30 pm, Monday, May 22, 2023, in room 127 at the Stryker Center, 412 N Boundary Street, Williamsburg, Virginia. WPAC members present: Robert Currie (Chair), Patricia Rublein (Vice-Chair), Scott Spence (Secretary), Barbara Ramsey, Rachel Trichler, Harold Philipsen WPAC members absent: Pat Dent, Conor Sokolowsky, Sally Wolfe Staff members present: Joanna Skrabala (Tourism Development Specialist), Sarah Seward (Economic Development Administrative Coordinator) I. Call to Order Mr. Currie called the meeting to order at 3:33 pm. II. Approval of Minutes a. April 24, 2023 – WPAC Minutes Ms. Ramsey moved to approve the April minutes and Ms. Trichler seconded. Approved by Mr. Currie, Ms. Rublein, Mr. Spence, Ms. Ramsey, Ms. Trichler, and Mr. Philipsen. III. Chair’s Report a. 2023 Community Appreciation Day Proposal Ms. Skrabala met with Ms. Trichler and Ms. Rublein to discuss ideas for Community Appreciation Day. Ms. Skrabala also engaged in discussions with Nicole Triphone and Michelle DeWitt. Ms. Skrabala reported that Silas is available to paint the mural but needs to be provided space. The cost for the mural will be between $1,500 - $2,000. Mr. Currie inquired about the 6x18 size of the mural, and the material on which it will be painted. Ms. Skrabala said that she will discuss the materials with Silas. Mr. Philipsen inquired about the design of the butterflies, and Ms. Skrabala said that she is talking with Micah Lewis to create a design. The WPAC suggested to price out for 1,000 butterflies. Ms. Skrabala said that she will look into doing a variety of different sizes for the butterflies. Page 3 of 12  Ms. Ramsey said that she can contact William and Mary to inquire about student volunteers. Ms. Trichler asked if the WPAC will be sharing information on public art at Community Appreciation Day. Ms. Skrabala suggested having a tablet with a map of where public art is located. Mr. Philipsen moves that the Williamsburg Public Art Council approve the Community Appreciation Day proposal and a budget not to exceed $1,000 pursuant to City Council Ordinance #21-01 and Resolution #21-03. Seconded by Ms. Ramsey. Approved by Mr. Currie, Ms. Rublein, Mr. Spence, Ms. Ramsey, Ms. Trichler, and Mr. Philipsen. IV. Staff Update a. FY24 WPAC Roster Ms. Skrabala reported that Patricia Rublein’s Williamsburg Area Arts Commission term would be expiring at the end of the fiscal year and a new WAAC will be appointed. V. Mural Program at Midtown Row a. Wall # 1 Update Ms. Skrabala reported that Britt Flood began work on Wall #1. Hannah Warner from Midtown Row has inquired about a potential date for a mural reveal. b. Marquee Wall – Branded Arts Ms. Skrabala provided an update on the finalists for the Marquee Wall, voted on by the WPAC. The artists selected were: 1) Diogo Machado (Add Fuel), 2) Muro, 3) Favio Martinez, 4) Peeta, and 5) Jeremiah Kille. Ms. Skrabala reported that in its artist selection notes, Midtown Row noted that they would like to see “Williamsburg” be in the text for the mural, if possible. Ms. Skrabala said that she will follow up with Branded Arts and give them the list of the top five selected artists with Add Fuel as the top choice. VI. Next Meeting The next regular meeting is scheduled for Monday, June 26, 2023, at 3:30 pm in Room 127 at the Stryker Center. VII. Adjournment Mr. Currie moved to adjourn the meeting at 4:27. Seconded by Ms. Ramsey. Approved by Mr. Currie, Ms. Rublein, Mr. Spence, Ms. Ramsey, Ms. Trichler, and Mr. Philipsen. _______________________________________________ Scott Spence, Secretary Page 4 of 12  RESOLUTION #23-04 CITY OF WILLIAMSBURG RESOLUTION #23-04 A RESOLUTION TO AMEND THE PUBLIC ART PROGRAM IN THE CITY OF WILLIAMSBURG WHEREAS, City Council desires to allow the Williamsburg Public Art Council to spend up to Ten Percent (10%) Public Art Fund per project, up to 50% of the fund per fiscal year without the additional approval of the City Council. NOW, THEREFORE, City Council RESOLVES that the City of Williamsburg Public Art Program is hereby amended as follows: I. PURPOSE The purposes of the Public Art Program include: 1. To celebrate the City’s Past, Present and Future with public art. 2. To enhance the City’s identity and economic vitality by encouraging people to spend more time in the City engaged with public art. 3. To highlight and enhance the beauty and unique character of the City. II. WILLIAMSBURG PUBLIC ART COUNCIL Section 1. Williamsburg Public Art Council A. Purpose of the Public Art Council The Williamsburg Public Art Council (WPAC) will advise the City Council on the acquisition, donation, commission and/or funding of public art and advises the City Council on the acceptance of gifts and loans of public art and the deaccession of public art from the City’s collection. Except as herein otherwise provided, the authority to acquire, accept, commission or fund public art rests solely with the City Council. In addition, WPAC will develop policies regarding determination of artist qualifications, specific site attribution criteria, maintenance of public art, and develop a plan for the further implementation of a robust public art program. B. Appointment. The members of WPAC shall be appointed by the City Council and serve two (2) year terms. WPAC members are eligible for re-appointment to serve three (3) consecutive terms (for a total of six years). The first appointments will be staggered with one at-large member appointed for one year and the other at-large member appointed for two years. WPAC members must be residents of the City or Res#21-03 | Revised Res.#23-04 Edited by 5/31/2023 11:34 AM Page 5 of 12  represent a business or an arts nonprofit located in the City of Williamsburg. C. Committee Composition. WPAC shall consist of nine (9) members and be composed of the following representatives: two members being of City Council, one member representing the EDA, one member representing the Architectural Review Board, one member representing the Planning Commission, one member representing the Tourism Development Grant Review Committee, one member representing the City- appointed membership of the Williamsburg Area Arts Commission (WAAC), and two (2) members being selected at-large. Section 2. FOIA and Meetings As an entity created by the City Council and whose members are appointed by the City Council, WPAC is a public body and is subject to the provisions of the Virginia Freedom of Information Act. WPAC meetings shall be open to the public and notice provided as required by Virginia Law. The City Council further desires for the public to be invested in its public art, and therefore, citizen involvement in the process should be encouraged. III. ADDITIONAL DUTIES OF THE WILLIAMSBURG PUBLIC ART COUNCIL Section 1. Inventory and Maintenance of Public Art The WPAC will maintain an inventory, a maintenance plan, and deaccession plan of all the City’s Public Art. Section 2. Public Input The WPAC will seek community input on the City’s Public Art Program generally and potential locations and types of public art specifically. Section 3. Annual Report WPAC shall submit an annual report to the City Council. The annual report will include an updated inventory of the City’s public art, accomplishments since the last report, and a review of this policy. IV. FUNDING PUBLIC ART The Public Art Program shall be funded at an annual rate of 1% of the City’s CIP program for that year, subject to appropriation by City Council. The Program shall be funded in its first year (FY21) using Tourism Resiliency funds. WPAC is authorized to spend up to 10% of the fund per project to fund either solicited public art or public art grants in the fiscal year without the approval of City Council. Spending in excess of this amount requires the approval of City Council. Section 1. Funding Sources. The following are identified funding sources for art and underlying sites: Res#21-03 | Revised Res.#23-04 Edited by 5/31/2023 11:34 AM Page 6 of 12  A. City funds equal to 1% of the City’s CIP will be allocated for City-Funded Public Art. These funds will reside in the City’s Public Art Fund. As is the case with all CIP projects, unspent funds will be carried over to the next fiscal year. B. The City will accept donated art, or monetary or land donations for the purchase, installation and maintenance of public art. C. The 501(c)(3) Williamsburg Community Foundation provides a tax advantaged fund for the beautification of the City. These funds may be requested by the City for the installation of public art as provided in the City’s existing agreement with the Williamsburg Community Foundation. D. Public/private partnerships with developers, property owners, or business owners willing to host and contribute to the City’s public art collection. E. Proffers as part of new commercial developments. Section 2. Funding Decisions/Grant Awards Notwithstanding anything herein, the decision to fund any public arts project rests with the WPAC or the City Council, depending on the cost of the project. City Council may increase, decrease, or eliminate funds for public art in any given budget year based on the needs of the City. The WPAC or the City Council may decline to fund any or all grant projects at any time before or during the approval process. The WPAC or the City Council may decline to participate in a public/private partnership or accept or decline donated public art as the WPAC or the City Council deems the same to be in the public’s interest or in the present or future interest of the City. V. ART PROGRAMS At implementation, the City Council intends to fund two programs for the development, purchase, installation and maintenance of public art. Section 1. City Solicited Public Art. A. The Williamsburg Public Art Council may solicit public art. Such solicitations shall include the location of such proposed art and suggested installation type (e.g. statuary, structural), size and projected cost, and shall conform with the general guidelines provided herein. B. Solicited Public Art must be located on City-owned property and facilities, City parks and recreational facilities, library facilities, or at public school sites. C. The Williamsburg Public Art Council shall develop and implement a plan for the installation and placement of public art on parcels conforming to subsection B Res#21-03 | Revised Res.#23-04 Edited by 5/31/2023 11:34 AM Page 7 of 12  above. Section 2. Grant Funded/City Sponsored Public Art A. In addition to solicited art, the Williamsburg Public Art Council shall implement a grant program by which public art installations may be proposed to be located on privately-owned property pursuant to a public/private partnership with the City with a financial contribution by the City. The purpose of this program is to expand the potential locations of public art installations from public property to publicly accessible but privately-owned property. Grants may wholly or partially fund proposed public art pursuant to this program. B. Each year the Williamsburg Public Art Council shall open a grant process for the receipt of public art proposals to be installed on private property pursuant to a public/private partnership. The grant application should include, but is not limited to, the details of the type of art proposed, the location of the proposed public art, a rendering of the proposed art, a basic site plan of the site with all art and accessory structures, furniture and landscaping shown, the artist proposed and his or her qualifications, resume, and references for the proposed artist, the written approval of the property owner which specifically approves the installation of public art and confirms the owner is willing to partner with the City for the purpose of such installation. The grant application shall detail the expected costs of the art, its installation and maintenance, and the funding amount requested from the City. If any of the above is not provided, the applicant shall explain why. (e.g. applicant would like the City to select the artist.) C. The proposed public art installations shall conform to the general guidelines provided hereinbelow. D. If City Council approval is required, after recommendation as detailed below, the City Council shall receive the above recommendations and shall determine whether or not to fund one or more of the proposed projects. E. For purposes of this program, murals may only be considered for installation in the B-3 (a.k.a. Midtown) zoning district. F. Grants may be flexibly structured. However, in all instances, an agreement is required between the City and the property owner prior to the payment of the grant and installation of art on private property, said agreement to detail future responsibilities regarding insurance, maintenance, costs, and the eventual removal of the public art. Section 3. Other Programs or Projects. Notwithstanding this public arts program, the City Council may create or authorize other public art programs, temporary installations, competitions, or acquire public art as it deems advisable. WPAC is charged with developing and implementing Public Art Res#21-03 | Revised Res.#23-04 Edited by 5/31/2023 11:34 AM Page 8 of 12 Program policies, programs, and plans. VI. APPROVAL PROCESS The approval process for the acquisition and installation of public art shall be a three- or four-step process, depending on whether City Council approval is required. The first step is review by staff and the WPAC Chairperson. The second step is a courtesy review by the Architectural Review Board. The third step is review and consideration of approval by the WPAC. If the project requires City Council approval as outlined in Section IV, the final step is consideration and approval by City Council. While the Code of Virginia does not require a public hearing as part of this process, the WPAC is encouraged to provide an opportunity for the public to comment on proposed projects on their respective agendas. 1. Staff review Upon receipt of proposals, either through a solicited RFP or grant proposal, City staff shall review the proposed installation and site details, and make comments and recommendations regarding the proposal for purposes of funding, public safety, site logistics, impacts on vehicular and pedestrian traffic or use of city facilities, on-going maintenance and future expected costs associated with the installation, including any particular impacts of materials chosen for the installation and their longevity, along with any other issues which may arise with respect to the functionality, durability and cost of the proposed installation. Staff shall forward their comments and recommendations to WPAC for consideration as part of the proposal packet. 2. Courtesy Review by the Architectural Review Board Staff will submit all public art proposals to the Architectural Review Board (ARB) for a courtesy review. The ARB will provide guidance to the WPAC on the location, materials and siting of the proposed project. The ARB will pay special attention to any changes that will affect either the exterior architectural character of involved buildings or environmental features in an ARB District. 3. WPAC Review WPAC shall review the proposals, along with the staff recommendation. WPAC shall make a recommendation regarding moving forward with an artist if the project was solicited, or, in the alternative, make funding recommendations with respect to a grant proposal. WPAC shall give significant weight to the staff comments and recommendation. WPAC’s review shall include the characteristics of the proposed installation, the quality of the work, its potential to fulfill one or more of the purposes of the public arts program, the adherence to the proposal with the program’s general guidelines, the feasibility of the installation plan, responsiveness to the RFP if solicited, the qualifications and capability of the artist to deliver the final product within the designated time frame, including artist references and prior work. If the WPAC proposes to spend more than 50% of the City Public Art Fund within a fiscal year, City Council approval is required. Res#21-03 | Revised Res.#23-04 Edited by 5/31/2023 11:34 AM Page 9 of 12 4. City Council Approval. Upon receipt of the staff and WPAC recommendations, the City Council may choose to fund one or more projects, or may choose not to fund such projects. VII. DONATION AND LOANS OF PUBLIC ART Gifts and loans of Public Art can be a useful way of building the City’s Public Art Collection and serving the social and historic needs of the community The City must act with the broad public interest in mind when considering such donations and loans, particularly in regard to both the fiscal impact of such donations, the general public’s use and enjoyment of public space, and the general aesthetics of the City. In order to facilitate a fair assessment of proposed donations of public art, WPAC will consider donations and loans as they are offered. Donations and loans are subject to the Approval Process outlined in Section VI above. VIII. GENERAL GUIDELINES AND CRITERIA OF ART SUBMISSIONS 1. In keeping with the purpose of the City’s public arts program, submitted, donated or solicited art should celebrate the beauty, history, character and aspirations of the City of Williamsburg, and be appropriate and appealing to a wide, diverse audience, including children. While art may challenge preconceived ideas, or traditional notions of beauty and aesthetics, the City will not sponsor art that incites illegal activities or promotes prurient interests (e.g. illegal drug use, threats of violence, obscenity). 2. While art by its nature conveys and evokes concepts and ideas to the public, the purpose of this public art program is promoting public art to enrich the entire community and is not intended as an avenue to permit additional commercial signage. The City’s zoning ordinance provides for a certain allowance of commercial signage per property, and public art installations are not to be used for the purpose of adding to that allowance or altering the requirements thereof. Public art may reflect concepts that represent the area, including commercial uses, where it resides. 3. Public art must be accessible to the public. Public/private partnership grants will not be approved when the art is placed in a manner in which it is not available to the general public, and so care must be taken to place or locate art where the public can both easily see the art either from the site property or the City right-of-way, and, when appropriate, to allow interaction with it. Art may be inaccessible during nighttime hours when necessary. 4. Public art may not be designed or sited in such a way that it creates a hazard to the safety and well-being of the public, blocks ingress or egress pathways, or windows or doors. Public art may not be, nor create, a public or private nuisance as defined by the Williamsburg City Code and the Code of Virginia as amended from time to time (e.g. an artistic display of inoperable vehicles.) Res#21-03 | Revised Res.#23-04 Edited by 5/31/2023 11:34 AM Page 10 of 12 5. When appropriate, consideration should always be given to landscaping and surrounding areas and approaches as part of the artistic design. 6. While materials may vary, permanent artistic installations should be thoughtful, considered, and of the highest quality. Cheap installations are an unacceptable standard for a permanent installation of public art. Materials which may be damaged by normal weather conditions are not acceptable. 7. The City reserves the right to use images of City sponsored art on its website, social media, and in its marketing materials and other City communications. Applicants and artists applying for grant funding must agree to such use. 8. In order for the focus of a work to remain on the art itself, attribution and sponsorship information located with the artistic work must be of small scale, located appropriately, be unobtrusive to the art, and incorporated into the site in accordance with the City’s zoning and ARB guidelines (e.g. on paving stones surrounding statuary.) Once an artwork is fully installed, temporary signage types of any kind (banners or freestanding temporary signs) may not be used. When attribution and sponsorship are shown, the City must be shown as a sponsor. City Council authorizes the use of the City seal for this limited purpose. IX. FUTURE AMENDMENTS. This program envisions WPAC will recommend additions and/or alterations to this program as part of their duties. The City Council reserves the right to amend or alter this program. All substantive changes to the program require the approval of the City Council. Res#21-03 | Revised Res.#23-04 Edited by 5/31/2023 11:34 AM Page 11 of 12 Meeting Date: 6/26/23 Staff Contact: Joanna Skrabala, Tourism Development Specialist Agenda Item Wording: Election of Officers Background Information: A Chairperson, Vice-Chairperson, and Secretary need to be elected in accordance with Ordinance #21-01 and Resolution #21-03 adopted by Williamsburg City Council on February 11, 2021. Job descriptions of each officer are outlined in the by-laws. Officers shall be elected for twelve-month terms, expiring on June 30. Previous Action: None Staff Recommendation: Election of those WPAC members who are nominated and accept and understand the duties as laid out in the proposed by-laws. Sample Motion: I move that the Williamsburg Public Art Council elect <name> as Chairperson, <name> as Vice- Chairperson, and <name> as Secretary pursuant to City Council Ordinance #21-01 and Resolution #21-03. Page 12 of 12