TOWN OF GILBERT ARTS ADVISORY BOARD, REGULAR MEETING

GILBERT MUNICIPAL CENTER, 50 E. CIVIC CENTER DRIVE, GILBERT ARIZONA

JULY 14, 2003

BOARD PRESENT: Chairman Jose Benavides, Vice - Chairman Elizabeth Cress - Sweet, Board Member Betsy Harfst, Board Member Susan Fleming, Board Member Dwight Walth, Board Member Alan Luse, Board Member Dominic Sibbio, Board Member David Shelton

BOARD ABSENT: Board Member Paula Beavin

STAFF PRESENT: Cultural Arts Coordinator Kimberly Grace, Town Manager, George Pettit

ALSO PRESENT: Council Member, Les Presmyk, Recorder, Karina Mesa

CALL TO ORDER:

Chairman Jose Benavides called the meeting to order at 6:35 P.M.

ROLL CALL

Chairman Jose Benavides called roll and a quorum was determined to be present.

Minutes - Approve Meeting Minutes of June 2, 2003
Chairman Jose Benavides verified that everyone had a chance to review the minutes from the last meeting.

Motion was made by Vice - Chairman Elizabeth Cress - Sweet, seconded by Board Member Betsy Harfst to approve the Meeting Minutes of June 2, 2003.

Motion carried 6 - 0.

COMMUNICATION FROM CITIZENS

Chairman Jose Benavides asked the citizens present to please introduce themselves.

Citizens present: Bryan Powell - Tribune, Kelly Mixer - Gilbert Independent, Pam and Will Jackson, Ray Patton and Mario Flores

DISCUSSION/ACTION ITEMS
Municipal Office Building II: Consider approval of a concept proposal for works of art presented by artist Shan Shan Sheng.

Chairman Jose Benavides welcomed artist Shan Shan Sheng and stated that she would be presenting her concept proposal for the Municipal Office Building.
Cultural Arts Coordinator, Ms. Kimberly Grace stated that Ms. Sheng had provided the Board with a copy of her proposal. She noted that artist, Ms. Sheng, would present a Power Point of her idea. She pointed out that Ms. Sheng brought models of her artwork as well.

Ms. Sheng stated that she had visited Arizona 5 - 6 times. She briefly explained the concept of her artwork designed for the Municipal Office Building. She stated that at the Municipal building people apply for building permits and the traditional expectation is when all is completed there would be a ribbon cutting ceremony upon the opening of a business. She stated that her idea was called: Opening Ribbon.

Ms. Sheng described her artwork. She noted that it was translucent and would be under lights. She stated that the sculpture would be approximately 8″ wide and 60″ tall. She stated that the building was nice and modern and she wanted to introduce a cool color because it is hot in Arizona. She noted colors like blue and purple were selected for the sculpture to promote a relaxed feeling. She then showed a computer - generated model of the ribbon sculpture consisting of 2 separate pieces the opening ribbon, and the opening ribbon knot. She noted that when people enter the building they would see the knot.

Board Member Dominic Sibbio stated that the colors might be different between the pieces.

Ms. Sheng noted that the colors and location would likely vary.

Ms. Sheng stated that she could show the board a model of the sculpture after the PowerPoint presentation.

Vice Chairman Elizabeth Cress - Sweet asked how far the sculpture would be off of the wall.

Ms. Sheng pointed out that the sculpture would hang approximately 2 feet 3 inches off of the wall. She then presented the models of the artwork and described the form that the ribbon sculpture would take as well as where it would be placed on the wall. She noted that portion of the ribbon that would not rest on the wall would cover a pole that rests in the way. She also showed the board the material used to create the sculpture and expressed that is was light and translucent. She added that a piece of material of like kind would be placed behind the sculpture to enhance the color.

Board Member Dominic Sibbio inquired how the sculpture would be hung.

Ms. Sheng noted that the sculpture would be hung using metal studs every 6″. She noted this means as being the most effective.

Board Member Dwight Walth asked what the height of the ribbon sculpture was from the floor.

Ms. Sheng stated that the sculpture stood 6′ tall. She added that the sculpture was to be placed 2′ above the ground and rest approximately 1′ from the top of the wall.

Chairman Jose Benavides clarified that the sculpture would be from knee level to just above the head.

Ms. Sheng stated that the sculpture could be adjusted from the window to the ground measured 103″. She pointed out that all of the angles of the sculpture were curved and if anyone accidentally bumped into it they would not be injured.

Board Member Dominic Sibbio asked where the knot sculpture would be located.

Ms. Sheng stated that the knot would be placed on another wall facing the entrance.

Ms. Grace clarified that the knot sculpture would be placed on the wall facing the north entrance for greater visibility.

Board Member Dominic Sibbio asked if there would be additional lighting.

Ms. Sheng stated that existing lighting was not ideal and she suggested that modern lighting similar to tract lighting with low voltage should be used for the project.

Board Member Dominic Sibbio asked if the color of the wall would remain the same.

Ms. Sheng said yes it would remain the same, off white.

Board Member Dominic Sibbio asked how Ms. Sheng came up with the concept.

Ms. Sheng explained that at the initial meeting she was able to visit the building where her artwork would be placed. She noted that building was modern and felt that because it was a development office where people apply for permits that the natural process for these people is that they would have an opening when their building was complete. She felt that a ribbon ceremony was a traditional way across the board for people to initiate the opening of a building and from that idea came her concept of the ribbon.

Board Member Dominic Sibbio felt that it was a nice idea and suggested that a plaque with the story of the concept be placed by the sculpture.

Ms. Sheng summarized why she chose the ribbon concept as previously discussed. She noted that the lighting would cast a reflection.

Board Member Dwight Walth inquired if the spaces were molded in to hold the sculpture in place.

Ms Sheng explained that the sculpture weighed about 20 pounds and that it would be held up with aluminum stainless steel hardware that would go through a hole.

Vice Chairman Elizabeth Cress - Sweet stated that she felt the sculpture was inspiring and very optimistic.

Board Member Dwight Walth asked if there were any long - term maintenance issues involved.

Ms. Sheng stated no, the sculpture required only dusting. She suggested using a feather duster or Windex to clean the artwork.

Board Member Susan Fleming asked if the sculpture could be scratched.

Ms. Sheng replied that someone would really have to purposely push hard on the piece for it to be scratched with an object such as a knife or key.

Chairman Jose Benavides asked if it were possible to repair, should something happen.

Ms. Sheng stated yes. She noted that the material could be sanded or polished.

Board Member Dominic Sibbio asked how long it would take to complete the project and have it installed.

Ms. Sheng said 3 to 4 months.

Board Member Dwight Walth inquired about the maintenance of the artwork as to who would need to be notified.

Ms. Grace stated staff maintenance would be instructed on routine care.

Board Member Dominic Walth asked if additional funding was needed for lighting.

Ms. Sheng stated that she and Ms. Grace had discussed the issue of lighting and noted that the lighting would not be more than $2000.00.

Board Member Dominic Sibbio asked if she felt that lighting was needed.

Ms. Sheng said that they could put the sculpture up without lighting and see what they thought.

Board Member Dominic Sibbio specifically asked what her opinion was about the lighting.

Ms. Sheng said yes she felt lighting would be good. She stated that they might want to light the sculpture to highlight the piece. She noted that high - end lighting would not cost more than $2000.00.

Board Member Susan Fleming asked if Ms. Sheng decided where the piece would go.

Ms. Sheng stated that at the initial meeting she was told that the piece could not cover the windows so it was decided the piece would be on the wall.

Ms. Grace stated that the selection panel specified a piece that would not cover the windows because it would darken the room and detract from the architectural lines of the building.

Board Member Dominic Sibbio asked who would install the lighting.

Ms. Grace stated that lighting would be installed by an electrician. She noted that the $40,000 budget for artwork allocated $6000.00 for contingency and maintenance.

Ms. Sheng stated that the lighting would make the sculpture 10 times better. She noted that maybe during the day the lights would not be needed.

Vice Chair Elizabeth Cress - Sweet commented on Board Member Susan Fleming’s suggestion of moving the sculpture up over the window.

Ms. Sheng stated that the window was very small and if the sculpture were moved up it would not cover the whole panel.

Board Member Susan Fleming suggested that it would be nice to break up the whole line.

Ms. Sheng stated that if the sculpture were to be moved it could only be moved up a little. She noted that she was not quite sure if it would affect the piece or not.

Board Member Elizabeth Cress - Sweet stated that originally the committee was concerned that there were so few windows that if they told artists they could cover windows it would be really dark.

Ms. Sheng concurred. She added that the sculptures were translucent so there would not be an issue.

Board Member Susan Fleming stated that she felt that moving the sculpture would make it flow with the architecture.

Ms. Sheng suggested that moving the whole thing to balance it moving it toward the building.

Chairman Jose Benavides stated that moving the sculpture would balance it.

Chairman Jose Benavides asked if the placement of the sculpture had to be decided on now.

Ms. Sheng stated that they needed to speak to the original building architect to see if there was something that would be able to anchor her artwork.

Ms. Grace asked that with the sun shining, could the reflection of the colors bother those working at the service desk.

Chairman Jose Benavides inquired if the sunshine would intensify the light.

Ms. Sheng stated that the sculpture was translucent and that it would act to reduce not intensify the light. She noted that the material was not a magnifying glass.

Board Member Dwight Walth asked what direction the wall was facing.

Ms. Grace stated that the wall was to the west, the door was to the north, and the counter was to the east.

Board Member Dwight Walth stated that he was willing to leave placement issues to the artist. He added that mounted lighting would allow for flexibility rather than moving the sculpture toward the window.

Board Member Dominic Sibbio asked why the sculpture continued across the wall.

Ms. Sheng explained that at the initial meeting with the committee that they had discussed the placement of the artwork.

Board Member Dominic Sibbio asked how far from the end of the piece to the wall.

Ms. Sheng stated 5′.

Board Member Susan Fleming asked what was at the top of the wall.

Ms. Sheng stated that it was a glass decorative piece of Southwestern style. She noted that the glass actually went outside of the building. She noted that it was modern and fit well with the sculpture.

Ms. Sheng pointed out that the color on the model was better than the computer generated piece. She noted that the sculpture was 20′.

Board Member Dominic Sibbio wanted to see the flow of the piece.

Ms. Sheng stated that if there was no window they could have moved the piece to the center of the wall.

Chairman Jose Benavides suggested that the sculpture remain where it was proposed to be if there were no safety issues.

Ms. Sheng stated that if the metal studs were in the necessary places that the sculpture would hang properly. She reiterated the committee told her initially that she was not to cover the window.

Ms. Grace stated that although the placement of the sculpture was open for discussion that ultimately it would be determined by the artist and the wall structure. She noted that Mr. Ray Patton had all of the building plans and would be able to guide them on the issue of selecting the proper location on the wall to place the sculpture.

There was a brief discussion about the initial meeting that Ms. Sheng had with the selection panel as to their stipulation of the artist’s work not covering the windows.

Ms. Grace noted that the panel agreed to keep windows clear.

Ms. Sheng expressed her concern about covering the window after she was originally told not to cover the windows.

Board Member Dominic Sibbio suggested that the board make a recommendation to the Council with any additional comments they had and let the Council make the final decision.

Board Member Dwight Walth noted that the board was being asked to approve the concept.

Chairman Jose Benavides asked if the board had any suggestions.

Council Member Les Presmyk was concerned about the colorfastness material. He wanted to know if the sun shining through the window would affect the color of the sculpture.

Ms. Sheng stated that the colors supposedly do not fade. She noted that the manufacturer of the materials to be used was relatively new and would not have a history to determine whether this would be an issue.

Ms. Grace asked with the sun shining 365 days a year if the material would endure the heat.

Ms. Sheng stated that the material would not be damaged. She stated that it would not break or crack. She said that she could not guarantee color wouldn’t fade. She pointed out that with the present placement of the sculpture it would receive an equal amount of sunshine so that if the sculpture did fade it would all look the same. She noted that if part of the sculpture was covering the window the difference in coloring might be apparent. She added that the board had two options of placement so it was up to them. She did suggest putting up UV proofing on the window.

Vice Chairman Jose Benavides noted that the topic of placement was a discussion point.

Ms. Sheng stated that the sculpture would remain the same the only thing that would change would be the placement.

Chairman Jose Benavides asked if there were any additional questions. He noted that the project had an excellent concept.

Motion was made by Board Member Dwight Walth, seconded by Vice Chair Elizabeth Cress - Sweet, to accept the concept of Ms. Sheng’s artwork.

Motion Carried 7 - 0.

Ms. Sheng stated that she was happy to work on the project.

Chairman Jose Benavides stated that the next item on the agenda was the Community Project: Clothes Line Art Show.

Ms. Pam Jackson made a presentation to the board. She represented the HOA at Legacy at Gilbert Commons. She stated that they would like to have a community art show for children. She noted that they would like to include fundraising activities.

Vice Chair Elizabeth Cress - Sweet asked where the neighborhood she was representing was located.

Ms. Jackson stated that they were located at Williams Field and Gilbert. She noted that they were seeking support and planned to work with a shopping center nearby. She also stated that they wished to have a garage sale the same day of the event. She stated that the HOA was looking for someone to cosponsor their 1st Annual Clothes Line Art Show.

Vice Chair Elizabeth Cress - Sweet wanted to know when the event would take place.

Ms. Jackson stated that the planned event was scheduled for the morning September 27, 2003

Board Member Dominic Sibbio inquired about the size of the community.

Ms. Jackson stated that the Legacy at Gilbert Commons consisted of 130 homes.

Vice Chair Elizabeth Cress - Sweet asked where the artists would set up.

Ms. Jackson noted that there was space at Gilbert and Boston as well as two community parks.

Board Member Dominic Sibbio felt that the plan for the event was not well defined.

Chairman Jose Benavides noted that at this time, the board could not sponsor the event. He stated that there were three or four for the board that would volunteer to act as judges.

Vice Chairman Elizabeth Cress - Sweet questioned what the focus of the artwork would include.

Ms. Jackson stated that they wished to invite everyone and there was not a specific focus such as oil.

Board Member Dominic Sibbio asked what funds raised would support.

Ms. Jackson stated that the money raised would go toward the purchase of sunscreens for the children playgrounds. She noted that the sunscreens were $10,000.00 a piece.

Board Member Dwight Walth asked if they were nonprofit.

Board Member Susan Fleming felt that the project was great.

Board Member Elizabeth Cress - Sweet suggested placing a call out to artists. She asked if there was a cost to participate.

Ms. Pam Jackson stated that they planned to charge $25.00 a space for the year. She noted that as their event develops it might change.

Chairman Elizabeth Cress - Sweet suggested that the HOA plan on an area for people to rest.

Board Member Dwight Walth stated he would like to see a clearer plan. He stated that Ms. Grace would be a good resource to develop their concept. He concurred with Board Member Dominic Sibbio about the plan be more defined.

Vice Chair Elizabeth Cress - Sweet stated that she would want to see the Advisory Board receive recognition if they participated as judges.

Board Member Dwight Walth stated that he would consider the event. He noted that he would like more information.

Board Member Susan Fleming told Ms. Jackson that it would be hot in September.

Vice Chair Elizabeth Cress - Sweet wished Ms. Jackson luck with the project.

Chairman Jose Benavides suggested that Ms. Jackson further discuss her project with Ms. Grace.

Board Member Dwight Walth suggested that Ms. Jackson seek support from local business owners.

Board Member Susan Fleming asked what the judging would result in from the winners.

Ms. Jackson stated that prizes would be awarded.

Board Member Susan Fleming asked if the artwork would be juried.

Ms. Jackson said that the artwork would not be juried in order to allow children to participate.

Council Member Les Presmyk suggested that Ms. Grace offer Ms. Jackson help in providing her with pertinent information about selling vendor spaces and parking.

Chairman Jose Benavides asked if there were any further questions. He then stated that the board would move on to the final item on the agenda. He introduces Mr. Mario Flores he would serve as the facilitator at the upcoming retreat.

Mr. Flores came forward and asked if everyone reviewed the plan for the upcoming retreat scheduled to be held for four hours on August 16, 2003. He discussed with the board that he wanted them to comment on the plan in order to ensure that at the retreat they could focus on the topics and accomplish action plans to include goals, objectives, and strategies.

Chairman Jose Benavides felt that the previous retreat plan was like a wish list because it did not include steps to accomplish their goals.

Mr. Flores stated that the time spent at the retreat would be used to create action plans and stressed the importance of the board offering their input on what they felt was important as well as a strategy plan.

Board Member Dwight Walth felt that goals had not been set forth for the development of a grant program. He also noted that there were no guidelines in place pertaining to the role of the board, the role of staff, or funding.

Mr. Flores concurred. He reviewed the plan for last year’s retreat and felt that the board had focused on cultural events. He wanted to know if the board still felt the same and if not they needed to present their ideas to create an outline before the retreat.

Board Member Dominic Sibbio stated that he felt the past plans provided a foundation from which the board could move forward. He noted that there were items that did not get accomplished and they needed to put in place what had not been put into action. He suggested the goals for the upcoming annual work plan include the following:

Develop a master plan/Annual Calendar/Municipal Fund they related to community events
Develop an Advocacy Strategy for the Board to the Community
Create a partnership between businesses, chambers, city boards and departments as indicated in the by - laws
Begin to formulate future strategies (e.g. City Landmark - Water Tower Project, Arts District, or Center for
The Arts)

Vice - Chairman Elizabeth Cress - Sweet stated that she felt that no one know who the Arts Advisory Board was which was the basic problem.

Mr. Flores stated that they could create a strategy plan. He felt that a consensus was needed from the board to create the plan to ensure that the retreat would be focused.

The board discussed the necessary items that would create the strategy plan for the upcoming retreat. It was determined that the 2003 Strategy Plan include discussion points on Policy and Procedures, Advocacy Strategies, and Policy and Guidelines for the Educational Committee.

Mr. Flores stated that he would continue to work with Ms. Grace to ensure that points necessary would be covered at the retreat. He did receive a consensus from the board as to the points needed to be on the agenda for the retreat.

Vice - Chair Elizabeth asked if time frames would be created.

Mr. Flores stated that time frames would be addressed. He noted that the board would leave the retreat with a master plan to include goals, objectives and strategies. He stated that it would be up to the board and subcommittees to ensure that projects are on track.

Mr. Flores informed the board that they would be receiving an email with the agenda for the upcoming retreat.

While determining what the strategies would be for the retreat agenda Board Member Dominic Sibbio commented on the importance of funding.

Council Member Les Presmyk stated that there would not be any money coming out of the Town budget. He did point out that the city had already appropriated $60,000.00.

Chairman Jose Benavides stated that the funding issue to be placed on the agenda to discuss at a later time.

SUBCOMMITTEE REPORTS

Public Art Subcommittee

Board Member Alan Luse stated that there had not been a meeting since the last meeting. He said that they were looking forward to the project.

Advocacy Subcommittee Board
No report

Development Subcommittee Board
No report

COMMUNICATIONS

Communication from Staff

Cultural Arts Coordinator Ms. Grace stated that the Art Advisory Board report included a budget for the artwork to be in the lobby of the Municipal Office Building II that included $34,000 for the artwork, $3,000 for contingencies and $3,000 for ongoing maintenance.

Ms. Grace informed the Board about Lobby for Art. She noted that the opening show for the new art exhibit program was installed on June 27th and would run through August 4th. She noted that the exhibits run for approximately five weeks at a time. She pointed out that the group display by four Gilbert artists were all members of the Gilbert Fine Arts Association which includes: Chuck Lambson, watercolor; Tammy Cowden, photography; John Larry McLaws, pencil; and Shirley Williams, oil. She added that notices had been placed in the paper about Lobby for Art.

Board Member Dwight Walth asked if they had developed a policy.

Ms. Grace stated that there is an application packet with a loan agreement form which can be downloaded from the Gilbert website. She stated that all applications are being reviewed by staff with no deadline for submittals but as the program grows she would like to ask a board member to assist with application and slide reviews.

Board Member Dominic Sibbio asked if Chuck Lambson was pleased to hear about the program.

Ms. Grace noted that Mr. Lambson was one of the current exhibitors.

Board Member Dominic Sibbio stated that he felt this should be looked at as an accomplishment.

Ms. Grace continued with her report. She noted her appreciation that Mr. Mario Flores, a Gilbert staff member, agreed to be the facilitator for the retreat. She stated that the board would meet for the annual retreat on Saturday, August 16th at Freestone Recreation Center at 9:00 A.M.

Ms. Grace informed the Board that the Hale Theatre would have a ribbon - cutting ceremony on Thursday, July 31st at 12:00 P.M.

Ms. Grace also noted that on July 15 at 9:00 A.M. the Glendale Adult Center was holding a building opening which included a dedication of the public artwork by Ms. Sheng.

Communications from Board Chair

There was no report given.

Next Board meeting

Ms. Grace asked if the Board wanted to still have a regular meeting on August 4th since they would be attending the Retreat on August 16, 2003.

It was determined that the Board would meet August 4, 2003.

ADJOURN REGULAR MEETING

Chairman Jose Benavides adjourned the meeting at 8:35 P.M.

ATTEST:

Recorder Karina Mesa