Loading...
HomeMy WebLinkAbout06-20-07 CDC MinutesCOMMUNITY DEVELOPMENT COMMITTEE OF DUBLIN CITY COUNCIL Wednesday, June 20, 2007 - 6:30 p.m. Minutes of Meeting Ms. Salay, Chair, called the meeting to order on Wednesday, June 20, at 6:35 p.m. in Council Chambers. Committee Members present were Ms. Salay, Mrs. Boring and Mr. Reiner. Council Member Keenan, liaison to the DAC, was also present. Staff members present were: Ms. Grigsby and Ms. Ott. Representing the Dublin Arts Council were David Guion, Executive Director, and Jack Pigman and Trish Jarvis of the DAC Board. Ms. Salay stated that the purpose of this meeting is the continued discussion of a proposed agreement with the Dublin Arts Council (DAC). At the April 23 meeting, the Committee reviewed three of the proposed items, and two items remain to be discussed this evening: (1) cost of City services for DAC events and (2) partnership with the Dublin Community Recreation Center. Ms. Salay requested Mr. Guion to share his thoughts. Cost of City Services Mr. Guion stated that the events that currently involve the use of City services are the Art & Music Festival, the Art in Public Places Program and the Sundays at Scioto concert series. This could also include additional events and programs as they arise. Ms. Salay inquired the best method to incorporate into the agreement the specific events/programs Council intends to provide City services. Should additional events and programs be determined on a case by case basis or on an annual basis? Ms. Grigsby responded that when the Finance Committee made the recommendation to Council concerning the Sundays at Scioto, discussion also occurred regarding the Art & Music Festival. Sundays at Scioto is a longstanding event that the community wishes to continue. There was some concern about the City subsidizing the Art & Music Festival by waiving the fees. That could encourage the event to move forward when a cost analysis might indicate that the Festival should not be continued. In addition, if the City were to make a broad statement to waive fees for these events, would the City become involved in more events than it originally anticipated? At this point, she would suggest including a provision in the contract that the cost of City services for the Sundays at Scioto concert series will be waived. Any other events must be reviewed through the normal process to request a fee waiver. If it becomes apparent in the future that the Art and Music Festival should become a regular event, the contract can be modified. Ms. Salay inquired about the cost of City services for the Art in Public Places Program for installation of the artwork. Would the contract provide for those costs to be waived Community Development Committee Minutes June 20, 2007 Page 2 of 11 on an ongoing basis with the proviso that the maintenance cost of the art pieces be considered before the art is acquired? Ms. Ott responded that the on -loan public art program is new. The cost of City services has been estimated for the on -loan project, but it would be best to wait to see what the actual experience is this first year. If the locations work out well, the anticipation is that the sites will be re -used for future public art. With permanent art pieces, the installation could be included in the total cost of the contract. Mrs. Boring responded that she is not certain the installation should be part of the total cost of the public art. In the past, after the art piece was provided to the City, the City assumed the cost of site installation and all future costs. Mr. Keenan agreed that has been the past experience, which has proven satisfactory. Ms. Ott responded that the on -loan program is different. It would be best to wait until the first year has passed to determine how best to proceed in the future with that type of program. Ms. Salay agreed. Although the present project is loaned art, future projects will likely be different. Is there a line item in the City operating budget for this purpose. If not, would it be helpful to have a separate line item? Ms. Grigsby responded that there is not. Major public art improvements are included in the Parks Maintenance/Repair/Renovation line item for the capital budget, and general maintenance is budgeted in the annual operating budget. For example, the wall of the Watchhouse project needed to be re -built this year; it was scheduled in the CIP budget. Mr. Keenan noted that there is a key difference between installing the artwork on City property versus private enterprise. The City would want to have control over any installations that occur during the loan program on City property. When the loaned sculptures are removed, how will the remaining foundation appear? Ms. Ott responded that they have not discussed this, but it should be possible to landscape around the cement pod. However, the locations vary between an active or passive space in Coffman Park. Ideally, the sites should be reusable. Mr. Guion stated that the artist he spoke with indicated that the foundation is a 6 -inch round or square pad, which can be moved anywhere or put in storage if not wanted. Ms. Grigsby stated that it is staff's intent to include in the agreement the understanding that the City will provide ongoing maintenance of the permanent public art installations. As part of the review/selection process, it would be advisable to allow Parks staff the opportunity to review the proposed artwork and identify anything that could become a maintenance problem. A good example of this need is the "Out of Bounds" project. The Community Development Committee Minutes June 20, 2007 Page 3 of 11 artist did not object to replacing the materials a few years after the initial installation when the art began to fall into disrepair. Mrs. Boring inquired if Mr. Guion has a continuing dialogue with Mr. Hahn regarding any maintenance that might be needed for the public art. Mr. Guion confirmed that he does. Ms. Salay summarized that in regard to the cost of City services, the City will: (1) waive the cost of City services for the Sundays at Scioto concert series; (2) maintain permanent public art pieces; and (3) all other situations will be reviewed on a case-by- case basis. Mr. Guion noted that for the Art & Music Festival, DAC applies for a bed tax grant to cover the cost of City services. Ms. Ott inquired the number of Scioto Park concerts per year. Mr. Guion responded that there are 6-8 concerts a year; this year there will be 8 concerts. Mrs. Boring inquired if the amount of City services had been reduced. Ms. Ott responded that the City provides set-up and tear -down assistance and traffic control. Mr. Guion responded that the traffic control or police presence at the entrance on Riverside Drive has been eliminated. Today, City employees assist in the parking process only. Mrs. Boring inquired if there have been any comments about the elimination of that service. Mr. Guion responded that although he was surprised when the service was eliminated, he has heard no comments about it. Partnership with the Dublin Community Recreation Center. Ms. Salay noted that Mr. Guion had suggested drafting a partnership agreement for reciprocal use of DAC and Rec Center classrooms. Mr. Guion responded that he has been working with the City Manager, Mr. Earman, Ms. Burkholder and Ms. Rinella on a potential agreement for reciprocal use of space. A handout on class offerings has been provided. As can be seen on page 2 of the handout, currently, there are more Rec Center classes in the DAC building than DAC classes. The City subsidizes 50% of the cost of Rec Center classes, and DAC cannot compete with that arrangement. Missy Donovan, DAC Education Coordinator, has been working with the Rec Center on opportunities for trading resources and cross promotion, but it would be helpful to have a formal agreement. Mrs. Boring inquired if the DAC classes are free. Community Development Committee Minutes June 20, 2007 Page 4 of 11 Mr. Guion responded that they are. Ms. Salay inquired if the Rec Center classes are beginning level classes, while the DAC classes are more advanced and provided by professional artists. Mr. Guion responded that is true. Ms. Salay inquired staff's view regarding providing for this arrangement in a formal manner. Ms. Ott responded that she would not recommend more than a good faith statement in the agreement that the two agencies would work cooperatively to provide programming and reciprocal use of space. Mrs. Boring stated that before Mr. Guion became the DAC director, competition existed between the Rec Center and DAC. She assumes that no longer exists. Ms. Ott stated that she believes the competition was actually a lack of coordination. For example, the City and DAC would, unknown to one another, both schedule pottery classes. Coordination between the two entities has improved over the past two years. Revision of Existing Lease to Remove/Relocate the Funding Level Info to a New Agreement. Ms. Salay inquired background on this proposal. Ms. Ott stated that there has been a question regarding whether (1) the lease document and (2) the bed tax funding commitment of a projected 25% in return for carrying out the "art in public places" program should be in the same document. If the lease agreement were separate and if the City should determine in the future that a better use of the building than the lease agreement existed, that would be more easily addressed. Mr. Keenan noted that the two agreements were linked initially because DAC was not able to afford the facility without the guaranteed funding. However, the City is trying to recover some of its costs, unlike the Chamber lease. The agreement was made in 2000, and it has served its purpose until now. The monthly rate has now increased from $60,000 to $72,000. The funding was based upon a projected funding level. Surprisingly, the existing funding is running very close to the actual. Ms. Grigsby responded that is correct. At the time, it was anticipated that the actual revenue would exceed the projections, and the difference between the two would go toward the debt service. That may not work out as envisioned. Mr. Keenan inquired her projection for 2007 bed tax revenue. Ms. Grigsby responded that the fund is doing well this year. She would estimate approximately $2.2M. Debt on the bonds is $170,000-$175,000/year. Community Development Committee Minutes June 20, 2007 Page 5 of 11 Mr. Keenan stated that of the projected $2.2M, DAC will receive $500,000. Ms. Grigsby stated that this year the gap will exist, and the difference will go to reduce the debt. Mr. Keenan stated that the arrangement was attractive in 2000, but today, it could be said that DAC is short $100,000. Mrs. Boring stated that Council could have continued with the previous process, which was that, annually, it was essential for DAC have its budget approved and to submit an application for bed tax funds. This agreement was developed to provide DAC with the needed funds and flexibility to manage its programs as they wished with very little oversight. Considering the size of this community, the great effort it required to achieve the agreement and the view of some staff members, she believes this agreement remains a good arrangement. Mr. Guion agreed. Mr. Keenan agreed. The DAC Board would never have approved this lease without the guaranteed funding. Ms. Grigsby noted that when the 1997 ordinance allocating the 25% bed tax to DAC for a period of 3 years was passed, the City did not own this building or have this debt. That arrangement would be reviewed in 2007. The lease/funding agreement benefited both the City and DAC. Mr. Keenan agreed. The City wanted to preserve the Gelpi mansion and it also wanted the 6 acres on the river. Ms. Grigsby stated that the access to the river was very important. Mr. Keenan stated that the arrangement addressed several issues at the time; it was fair and did provide flexibility to DAC. Mr. Pigman inquired how the lease would be amended. Mr. Keenan responded that the lease would be separated from the operating agreement. Mr. Pigman inquired if the funding schedule would be adjusted. Ms. Salay responded that it would not. The Committee's recommendation is to separate the two agreements with no change in the funding. Ms. Ott noted that one issue is that the ordinance approving the lease indicated that DAC would continue the existing "Art in Public Places" program in its current form, but those expectations were not documented. There is a need to clarify that now and for the benefit of future councils. Arts Education in Communities and Schools Ms. Salay stated that the information provided regarding DAC's grant process was very helpful. DAC designates 5% of their budget for community grants. Community Development Committee Minutes June 20, 2007 Page 6 of 11 Mr. Guion noted that their grant application process is complex and rigorous. Each organization applying for a grant must be a 501 C3. Mrs. Boring inquired at what point the grant money is paid. What if the money is not used for the purpose for which it was granted? Mr. Guion responded that, first, the organization must have submitted a final report for the preceding year to confirm they met expectations that year. In some cases, the DAC Board will contact the organization to verify that they are complying with the expectations of the grant. Typically, the money is disbursed in two payments. Mrs. Boring stated that in the recent case with the Emerald City Players, it would have been helpful if DAC had been providing information on all its grants on a regular basis. She was unaware of the issues involved. Mr. Guion responded that the issue remained internal. His perception was that DAC was entrusted with the money and DAC, in turn, would work with the organization to ensure appropriate use of the funds. Mrs. Boring indicated that she appreciates that. She noted that when Council authorizes grant money for an event, they require the applicant to acknowledge the City participation in their programs or some other way. She would encourage DAC to do the same. Mr. Guion responded that the requirement is part of the agreement with the applicant. Mr. Keenan noted that the Finance Committee denied the Emerald City Players' grant application on the basis that they had already received a grant from DAC. That money is also bed tax money. Mr. Guion responded that in addition to providing the Players financial assistance through a grant, they also shared accounting and marketing advice and storage space. Mr. Reiner stated that several years ago, there was criticism regarding inappropriate grants to the schools. Mr. Guion responded that they have addressed that issue. Today, DAC requires that the applicant be a 501 C3 organization. Ms. Ott inquired if there would be a need for a general statement that DAC will serve as the lead organization for providing the education on the public art pieces? Ms. Salay stated that it would be appropriate for DAC to provide the education. Ms. Ott noted that the education component should cover more than the 8 Art in Public Places pieces. The City has obtained other pieces outside the framework of that program, such as the "Cartwheel" piece donated by RC Olmstead and the recent offer Community Development Committee Minutes June 20, 2007 Page 7 of 11 of Krema to donate an art piece. Including all the public art pieces produces a collection of 30-40 pieces. Mr. Keenan stated that discussion has occurred on different ideas for that educational component, such as a booklet for use by the schools that includes all relevant information about each art piece. There has also been discussion about an interactive information kiosk on site with each art piece. Mrs. Boring inquired if a brochure already exists. Mr. Guion responded that they do have a brochure and a cassette tape to assist in a tour of the public art sites. Mrs. Boring stated that it would be helpful if the brochures were available at various businesses and the local hotels. If DAC will be providing the education materials, they should have assistance with the printing and distribution. Mr. Keenan responded that this project would be appropriate for the Dublin Convention & Visitors Bureau. Mr. Guion responded that the brochures are in the local hotels and at the Dublin Convention & Visitors Bureau. Mrs. Boring responded that she would prefer to have a closer partnership effort for distribution/dissemination purposes. Mr. Keenan suggested that the public art education be tied in with the riverboxes. Clues about public art pieces could be provided at the riverboxes to aid visitors in their search for public art. Ms. Ott noted that in addition to the riverboxes that DAC will install, others already exist in community parks. Mr. Guion noted that the reason for the riverbox project is that the community survey revealed that access to the river ranks high in importance to this community. Through this project, riverboxes will be provided at 6 access points to the river. Community awareness of the riverboxes will be provided via the City, Historic Dublin and Dublin Riverbox websites. Ms. Ott noted that the Dublin Convention & Visitors Bureau could be involved in the project, unless DAC believes it isn't necessary. If not, she would be supportive of City financial assistance with the cost of printing the brochure. Ms. Ott inquired if Council's direction is that DAC should serve as the lead with the public art education component, with support provided by the City. Committee consensus was that DAC serve as the lead in community education regarding the City's public art. Mr. Keenan suggested that staff develop draft legislation incorporating the changes suggested tonight. Community Development Committee Minutes June 20, 2007 Page 8 of 11 Ms. Ott responded that Legal staff would work on a draft agreement for the August meeting. Expectations for "Art in Public Places" Program Mrs. Boring noted that Mr. Guion has indicated that one of the purposes of this agreement is to identify the expectations of the Art in Public Places Program, and he has proposed language for defining public art for City/DAC purposes. Is the expectation that the $75,000 could be used for any of the categories stated in that definition? Mr. Guion responded affirmatively. Mrs. Boring stated that one category listed in the proposed definition is performance art. Is the intent that it would be possible for $75,000 to be spent to bring in a play from New York, and no physical, permanent acquisition would occur? Are committee members satisfied with that, or would the Committee prefer to be more specific on what the bed tax funds could be used to purchase? Ms. Salay responded that Council has been very clear the money should be used to acquire a physical piece of art. Mr. Keenan responded that was also his expectation. The goal was to, over time, produce many physical art pieces throughout the community. While the Taiko drum performance may be an art performance, it is not an art piece. Mr. Guion responded that is a limited view of art. Art can be ephemeral or permanent. If the City already has 30-40 permanent pieces, does it want more sculptures? He would like the contract language to reflect the diversity of public art worldwide. He does not want to limit the present program or the future of public art within Dublin. Mr. Keenan stated that a performance may unquestionably be art, but it is temporary art and gone in a day or two. The intent of the City's program is to provide art in public places for the community. Mr. Guion responded that he disagrees. Any art that occurs in a public place is public a rt. Mr. Keenan stated that he believes Council has voiced a specific intent for this program. Ms. Salay stated that while she agrees with Mr. Guion's definition of public art, Council's expectation is that this program will produce permanent pieces for the community. Mrs. Boring stated that she appreciates the effort of Mr. Guion to incorporate as many different options as possible into this program. However, Council's expectation has been limited to physical, permanent pieces, and it would take an educational process to alter that goal. While she would not object to the option being incorporated, she would not want to see a performance every year. The program should provide something "concrete" for the average citizen to touch and feel. Community Development Committee Minutes June 20, 2007 Page 9 of 11 Mr. Reiner stated he also agrees with Mr. Guion's definition of art — it can include many aspects. But the taxpayers view the City's program as an investment for their money, and they expect to be able to view the art. His recommendation would be that for this program, that type of art should be emphasized. While the Taiko drummers were a great experience, other performances may not be. He, as well as the other Council members present tonight, are aware that the expectation of the public is for something physical. He noted that physical art pieces do result in a need for ongoing maintenance, while a visual experience does not. Mr. Keenan asked what would prevent a future DAC Board from defining the Sundays at Scioto concerts as "art in public places," therefore that cost of $37,000 is part of the $75,000 allocation for public art? Mr. Pigman stated that the anticipation of this dialogue is to produce an expectation document for the funding source — the City of Dublin. The question is what are the City's expectations and can DAC meet them. The document should be written to clarify the primary expectations of the City. Mr. Guion has not stated that he cannot accept a document with those limitations. He understands the City's need to be responsible to the taxpayers. However, as a taxpayer, his reaction would be that the bed tax is not his money; it's the money of those who have stayed in Dublin hotels. Perhaps that provides more flexibility from the aspect of considering use of tax dollars. Mr. Keenan responded that Council received many objections from the public when it previously considered designating one percent of tax revenue for public art. Mr. Pigman stated that he believes that was a great idea for the public art program. Ms. Salay stated that she received many emails objecting to the proposal. One citizen was upset with her comments that spending $200,000 on art was not too much. She had the opportunity to educate the citizen on the intent of the process, however, and on the fact that the money would not come from the City's minimal portion of property taxes. It would be taken from the capital budget. The idea will take a significant education process that, over time, she is hopeful will gain public acceptance. For the purpose of this agreement, however, perhaps Mr. Guion's definition could be used in the document with the statement that, in general, the program will produce permanent pieces of art, but other options could be considered. Ms. Ott stated that staff will work on the language with Mr. Guion. Perhaps the language could define a process by which DAC could submit a request for consideration of a proposal that would not be a permanent piece. Mr. Keenan noted that he is not entirely opposed to other options, but the objective of this discussion is to formalize/articulate the expectations for future councils and boards, and this definition does not do that. Community Development Committee Minutes June 20, 2007 Page 10 of 11 Mr. Guion stated that he understands that, but he would not want to limit future art organizations and future Councils by stating that public art must be a bronze statute on a hill in Coffman Park -- that is very short-sighted. Mr. Keenan responded that Council has never done that. Council has considered a host of different options. Mr. Guion stated that he has attended Council meetings and has read records of Council proceedings, and he is aware of the direction Council is headed. He is trying to expand the options. Mrs. Boring stated that actually Council has encouraged different ideas to be submitted — hence, the "Field of Corn." She believes it is appropriate for DAC to expand the thoughts on public art beyond a fountain in the middle of a square. Mr. Keenan stated that there are many options for permanent or temporary physical works of art visible to the general public. The intent of Council, however, is to clarify the language for the public art program and leave room for consideration of options. Mrs. Boring stated that she would like to encourage DAC to approach the community with new ideas. Mr. Pigman responded that he would like to see that language included in the statement of expectations. Ms. Salay stated that the committee members should be able to explain their recommendation to broaden the definition of public art to the Council members who were not able to be present this evening. When the agreement is ready to be presented to Council, it should be publicized in such a manner as to further educate the public on Council's expectations. Mr. Keenan suggested that a future option might be to fund the percentage for the arts program through bed tax grants. If the City were to have experienced a shortfall, the program would have been funded otherwise anyway — through the CIP. It would eliminate some of the public criticism if some of the money was bed tax money and not General Funds. Ms. Salay responded that art is important to the Dublin community, and she believes it is possible to gain the support of its citizens for a percentage for the arts program. The unfortunate article in the paper upset the taxpayers. Ms. Ott noted that staff is working on an article for the August -September issue of Dublin Life regarding public art within the community. This is one way to improve public awareness. Community Development Committee Minutes June 20, 2007 Page 11 of 11 Mr. Guion responded that is helpful to know for coordination purposes. DAC was also interviewed by Dublin Life this week for an article on riverboxes. Ms. Ott responded that Dublin Life sought both City and DAC input for the same article. Ms. Salay inquired if staff has the direction they need to begin work on a draft agreement. Ms. Ott confirmed that they do. Ms. Ott stated that the City would be responsible for drafting an agreement. Mr. Guion requested that the points he submitted be considered in developing that draft. It is important to eliminate future need for legal counsel to resolve questions. Mrs. Boring requested that the draft agreement include the requirement for an annual program report, not a budget report. A program report communicates DAC's policies and expectations. Mr. Guion responded that he has provided this information to Council on previous occasions. He understands that with the volume of material Council receives for packet, it is possible to misplace it. Mrs. Boring suggested that the information be directed into one annual program report to which Council can refer. Ms. Ott noted that the City's public art intern, Stella Law, who is a master's candidate in the Fine Arts Administration Program at OSU, will be writing her thesis on public art. That should provide good information for the City. Mr. Pigman thanked the Committee for the healthy dialogue — it has been needed. Ms. Jarvis stated that there has been confusion about the interpretation of direction in the past. This should eliminate much of that. Ms. Salay responded that when that occurs, DAC should share any concerns with the City's representative to the DAC Board or with Council. She is hopeful this dialogue will result in a more positive relationship between all the parties. The meeting was adjourned at 7:50 p.m. Submitted by: Deputy Clerk of Council