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HomeMy WebLinkAboutNovember 6, 2017 Minutes Minutes: Art in Public Places Board Meeting Monday, November 6, 2017, 8:30 a.m. Town Council Chambers AIPP Board members present: Susan Bristol, Patricia Donovan, Julie Hansen, Nancy Lassetter, Margaret Rogers, Kara Woods AIPP Board members absent: Bill Pierce Others present: Molly Eppard, AIPP Coordinator 1. Approval of minutes from October 2 meeting. 2. No citizen input. 3. Matt Mire, Town of Vail Attorney – AIPP Board training Matt Mire trains the board on their responsibility and role as an appointed board member serving the Town of Vail. The training is a part of the insurance coverage. It is important to know your scope of employment and job description. You are not allowed to benefit personally from your appointed role. You are a local public body with certain applicable rules. The law required mostly is the sunshine law. Notice, decisions, and minutes need to be made public. There is an element of fairness which must be adhered. Conflict of interest needs to be evident. Mostly any personal or financial interests are considered a conflict of interest for decisions upon which you are voting. All decisions need to be made publically. If three or more board members gather to make decisions or discuss AIPP business it needs to be noticed and minutes need to be recorded. Email conversations need to be limited as well. Any responses need to be directed towards Molly versus a group conversation. Board members are allowed to gather socially, but if there are more than three members AIPP business must not be discussed. If you find yourself taking any action, making decisions, or debating merits on a decision on behalf of AIPP independently, then you should look to the authority to take that action. All actions are to be taken as a board with applied criteria. You are only authorized to make decisions as a board. Any potential conflicts must be disclosed and you cannot influence any members of the board. It is safe to assume any decision is a quasi-legislative decision. Matt gives Molly a copy of the Handbook for Appointed Municipal Boards and Commissions should any board member want a closer review. The points highlighted in the presentation include: stay within scope of employment, make sure there is a rule or law authorizing action, voting in public forum, conflicts of interest, protecting the town’s confidences, and being a steward of the town. Meeting privately in an executive session for legal advice or instructing negotiations is allowed with the board. The process would be motioned with a 2/3 majority to enter into an executive session to meet in private. It is still recorded. Executive sessions do not need to be noticed prior. In executive sessions it is an attorney client privileged, so needs to be kept in confidence entirely as a board. The board thanks Matt for his time and expertise today. *Newly hired Town Manager Greg Clifton introduces himself to the board. He thanks them for their service to the town. While not only delegating important decisions and carrying the weight of those decisions, it is also a great sense of active community involvement in participating on the boards. He welcomes the board to stop by his office at any time to say hello. Town of Vail Page 2 4. Vail Winterfest Ice Theater Molly review’s the Winterfest budget and the donations towards the programming. Approximately $12,000 is in the account with $3,000 to be donated by Doe Browning and $15,000 to be donated by Kent and Vicki Logan. Molly reviews Paul Wertin’s presentation and his proposal for increased ice for entry features, as well as DMX lighting (changes colors/fades) for various areas of the theater. Molly is asking the board for direction on how they would like to proceed with the increased costs. The board does not want the DMX lighting under screen. They would like to see it at the entry points because it may be too busy if it is constantly changing colors near the screen. They think it would be better to have static colors closer to the screen. Molly reminds the board we will want to have a contingency in case we need to rebuild the screen. Kara comments it is a signature event and we should invest in continuing to make it great. Trish wants to make sure we have a photographic reference from year to year. Julie remarks that she wants to see it change from year to year and keep it fresh. Susan comments the entry sculptures with the movement of light will be a nice new addition to the theater. With the increased ice for the entry points and DMX lighting at entry points the board motions to increase the budget by $4,500. 5. Winter programming update Molly reviews last year’s expenses for the Paper Lantern Project. She remarks it is a great program on a very limited budget. Molly projects she will be close to the amount as last year. We already have people signing up for the workshops. The workshops are as follows: Wednesday, December 20, 2017 Cocktails & Canvas: Lantern Making with the Alpine Arts Center @ 4:00 – 6:00 p.m. at the Vail Recreation District Community Programming Second Floor of Lionshead Welcome Center, $10 fee Friday, December 22, 2017 Paper Lantern Making Workshop with Helen Hiebert @ 1:30 - 4:30 p.m. - Vail Public Library, free. Holiday Lantern Walk in Vail Village to the Gore Creek Promenade @ 4:30 – 5:15 p.m. - Slifer Square, Vail Village by the Covered Bridge, free. Walk begins at 5:00 p.m. Ends at Grand Opening of the Ice Theater. Complimentary LED lights for your lantern & other treats distributed before walk. Tricia Swenson will be able to emcee. We are still waiting to hear back from BMHS Drumline. Molly reiterates we will need the board to volunteer on Friday, December 22. We will need help at the library from 1:30 – 4:30 p.m., as well as the lantern walk starting at 4:00 p.m. Molly will ask for firm commitments for volunteering at the December meeting. Molly will meet with the Holidays event producer prior to discuss serving the hot chocolate at the end of the walk. 6. Golf Course Clubhouse report The wall has been prepped for the Uplift painting which should be installed on November 15th. We are waiting to hear back from the interior designer on the proposal for the digital program for the light in the space. Julie comments it is too small and not worth the time/money for her to do it. She questions if it has been returned. It has not yet been returned. Julie reviews looking at the light at public works. She remarks it is too small and felt it was very commercial. In looking at the space again, we need something more to fill the space and look at alternative ideas. Molly comments since we missed the window of opportunity this fall for installation, we can look at a spring installation for the tower. We would need to work during the close of the Nordic center and before Golf opens. We are still waiting to hear back form the interior designer on the various décor elements – rug, benches, plants, credenza. Molly comments the credenzas on Cabinet Tronix were close to the cost of what the designer presented. Molly asked the designer to see if her vendors have something more streamlined, as all agreed what they presented was too bulky and felt like it belonged in a dining room. The credenza from Cabinet Tronix would also have to be custom and there would not be the quality control especially regarding finish. It would be in the range of $6,000. Julie comments we are investing too much in Town of Vail Page 3 this credenza given the costs of televisions and it is like we are building a house around a sofa. She would like to revisit this with VRD when the painting is installed. Does it make sense to have such a large TV? We would likely save money if we got a smaller TV and credenza to accommodate it. Julie comments that unfortunately there was a solid beam behind the drywall so the outlet is at 36 inches. Susan asks about the budget for the benches and rugs. At this point it should be coming from the designer’s budget, but she is waiting for the updated budget from Greg Hall. 7. Coordinator updates  Ben Roth installation moved behind library  Advertising – Molly is working with the Vail Daily on their magazines and newspaper publications.  Rod Kagan donation – The sculptures have been installed and Molly will have a press release forthcoming  Time Trial Wheel relocation – The work has been installed at the East Vail location. Molly has received many compliments and has responded to one letter of disapproval. Molly reminds the board it was a commissioned work for the inaugural stage of the 2011 USA Pro-Cycling challenge at a cost around $4,000. It was stipulated with the Village Center property owner when we installed it in the village near the start of the time trial, we would relocate it after the races. Margaret comments it is very common to have art related to bicycling near bike paths and trails.  Ford Park Portals– stones are installed with metal elements. The gates have the opening in the middle for golf carts and pedestrians to enter without the gates having to open. We will address the color of the brown on the creek path entry.  Seibert Memorial – The Council did not allocate the requested amount by Bill Rey and Roger Tilkemeir in the 2018 budget. It may be revisited in the supplemental process.  No funding was allocated for the art bench project from CSE. Alpine Arts Center classes were granted funding to continue with the discounted classes. The classes will take place on Hot Summer Nights. As far as staffing, this makes more sense for the amphitheater.  The board approves a lunch for the TOV streets crew as an end of season thank you.  Molly comments that Vail public artist Wopo Holup has recently passed away. 8. Art-spiration – The Maven, Denver Molly reviews images of art on a recent visit to Denver. The images include Todd Van Fleet’s photograph exhibition at the Denver Airport, the art at the new Maven hotel highlighting Colorado artists, the Monumental Calder exhibit at the Botanic Gardens, and Jolt’s street art exhibition at the Foothills Art Center. Molly welcomes the board to share images in the future which may be inspiration for AIPP. Kara comments on her daughter’s recent visit to Meow Wolf in Santa Fe. She thoroughly enjoyed the visit. Julie comments on the Weiwei installation in Denver. Meeting adjourned.