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HomeMy WebLinkAboutJPAC August 14, 2023 4 / JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm ST CREATING IDEAS LOCATION: Mayor's Conference Room CALL TO ORDER • Chairperson Callahan welcomed everyone to the meeting and called the meeting to order at 5:42 p.m. • The meeting was held in person at Jeffersonville City Hall, 500 Quartermaster Court, Jeffersonville, Indiana 47130 and via Zoom. ATTENDEES • Public Art Administrator o Heather Rapp • Chairperson o Rosy Callahan • Commissioners o Kofi Darku (via Zoom) o John Edwards o Denise Freville o Teah Hampton-Williams o Abigail Richmer o Susan Harrison o Sarah Young (via Zoom) • Secretary o Joanna Peyron GUEST ATTENDEES • Andy Crouch, City Engineer ABSENT • Commissioners o Dustin White MINUTES TO BE APPROVED • Commissioner Young made a motion to approve the July 12 minutes; Commissioner Richmer seconded the motion. • The motion passed 6-0 via a roll call vote. OLD BUSINESS 2024 Programming Ideation: Maintenance (Commissioners Freville and Harrison) 1 q JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm START CREATING IDEAS LOCATION: Mayor's Conference Room • Goal is to develop a maintenance program using our existing app, determine the lifespan of the piece, create a maintenance plan for existing pieces and continue surveying. o JPAC could recruit "Art Guardians" to survey, maintain art assets and document their condition. o Develop a maintenance schedule - monthly/quarterly schedule developed by location/area and/or art type (utility boxes for example) o Include a survey of NOCO public art. o Create a first draft maintenance plan for future art pieces; place online and distribute to artists. • Signage: o We have another set of quotes for side of NOCO building. o Time for a change o Some stored in NAC. • Once found, need to determine who will install. • Andy Crouch noted he, staff or parks would install. • If the City Engineer wasn't involved in this Commission, how to we ensure staffing available? • Timeline o October through December • Complete the survey. • Generate PDF to update documentation. • Develop guideline for committee as part of a transition plan for new committee members/commissioners. • Administrator Rapp asked about plan to backfill and/or support the maintenance commissioners. • Commissioner Young asked if can delegate and or fund a position to survey and document the locations. • We need more than a one-time review and need to get done quickly. • City mapping from Jefferson County Community College: we have a subscription number and information to request to move. • Administrator Rapp is working with to get planter bikes mapped (not JPAC purview now but will be as we transition from bikes to art pieces) • Budget 2 t / JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm START CREATING IDEAS LOCATION: Mayor's Conference Room o Other cities designatel0% of overall budget or 2% of art cost for maintenance o Commissioners haven't checked into grants. o Commissioner Harrison feels budget shouldn't be managed by committee. o Administrator Rapp noted previous Administrator had a contractor in the budget but was not hired. o Indiana Arts Homecoming had an entire session about maintenance, budget around maintenance and decommissioning art pieces. • The artist would complete maintenance expectations as part. • Discussion around maintenance budget at conference noted 10% allocation. • Commissioner Richmer asked if that was 10% of Commission's budget or 10% of piece's cost — 10% of overall budget. o Commissioner Harrison noted our current budget allows for ad hoc needs like natural disasters. o Commissioner Edwards asked if we could add stored items to map/inventory to keep all in a single, digital repository. • Each committee would update based on their projects/use. • Use Google Sheets/Excel, manage editor rights and have a separate tab for each committee. • Arts Administrator Rapp mentioned City Pride completed inventory. It took time but was beneficial. 2023 Budget Update (Administrator Rapp) • Reviewed the 2023 budget. o Available budget as of 8/31: $171,562 o May reduce by -$10,000 due to upcoming spend. o Commission funding for programs comes from "Contractual Services" line item; remainder of budget is Operational Cost related. o Reviewed what was submitted to the city for 2024: $114,394 ($53,147 for Contractual Services) • As a follow-up from July's meeting, Commission reviewed rollover from past years. o 2022: Appropriated $103,910 ($43,948 for Contractual Services) 3 JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm ST,,,‘ CREATING IDEAS LOCATION: Mayor's Conference Room O 2023: Appropriated $231,024 (larger due to rollover) ($138,916 for Contractual Services) o Commission shouldn't budget programming based on roll-over but use as a one-time windfall for special projects, restock resources, etc. o City Engineer Crouch noted we should look to spend our full budget instead of looking for savings. The expectation is to return the amount to the public through our programs and initiatives. • Budget review frequency o Commissioner Edwards asked how often would we review overall budget as a full Commission? o Administrator Rapp suggested two-times per year. o Committees would track their project budgets individually. o City Engineer Crouch noted other Committees as for budget review every other month. o Commissioner Harrison thought a quarterly review of the Contractual Services budget makes sense. This would allow us to see if we're holding back too much and would allow to increase or pull back on spend and projects. o Administrator Rapp agreed and will decide if will share at the beginning or the end of the quarter. Subcommittee Updates • 2023 Art Mobile Gratitude Proposal (Commissioner Young) O 2023 was a successful pilot year with great feedback from all community partners and teachers through an experience survey. o We had a limited budget and did the best with what we had while staying within budget. o Commissioner Young would like to share gratitude with those who helped during this pilot. o Background • Art Educators: • Educators were paid $100 each for training and were given $137.50 to use for each of four workshops. • Educators spent approximately 20 hours planning for these sessions. • This program utilized four Art Educators • Community Partners: 4 t / JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm START CREATING IDEAS LOCATION: Mayor's Conference Room • Our partners knew they weren't getting paid in return for getting free workshops. • We had four partners who contributed. • Facilitators: • One lead Facilitator (compensated for her participation) and one secondary Facilitator. • The Facilitators trained the Art Educators o Proposal • Art Educators: $200 payment to each plus heartfelt thank you card signed by Commission ($800 total) • Community Partners: Thank you card in addition to gift basket filled with art supplies targeted to specific location valued at $50 per basket ($200 total) • Facilitators: • Lead Facilitator: $50 flower basket • Secondary Facilitator: supported Lead, advised, trained and volunteered repeatedly; Requesting gratitude stipend of $300. • Volunteers: Heartfelt thank you cards signed by Commission • Total request: $1,350 o Commissioner Harrison motioned to vote on 2023 Art Mobile Gratitude idea and budget; Commissioner Edwards seconded. • The motion passed 6 — 0 via a roll call vote. • 2024 Art Mobile Program (Commissioner Young) o Full details of program provided in a separate document. o Overview: • Commissioner Young in collaboration with Administrator Rapp, City Engineer Crouch and Art Mobile Trainers developed the plan. • Training dates are scheduled for October. • Both trainers from the pilot are returning • Will send out RFPs in September as we're looking to on- board six artists this year. • The program is moving away from private partnerships and into public sector. • Art sessions will be 1 .5 hours long with pre-session enrollment. • The sessions will be limited to 10-20 participants and will 5 �\ JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm ST, , CREATING IDEAS LOCATION: Mayor's Conference Room have an overage plan in place. • We plan to hold two session each month except during the First and Fourth quarters: Sixteen sessions total. • Sessions will be held in the evenings and on weekends to make more accessible and will be held in sheltered areas to manage against potential weather issues. • We'd like to partner with Public Events Commission for walk-up opportunities. • Individual sessions will be targeted to different age-ranges to avoid age/learning gaps. • Will use paid Art Education Leaders (one to lead and others as support — rotate through roles) • Budget: $20,000 and will seek grants to fund $5,000 of that total c Questions/Comments: • Commissioner Harrison asked to confirm the Art Educators' pay increase? • Commissioner Young noted a 40% increase for each person's time to $200 for lead/$100 for collaborator. • Commissioner Richmer asked how many sessions this year? • Commissioner Young noted the plan is for 16. • City Engineer Crouch commented around the potential for a secondary goal. If we can get preplanned lessons from the instructions, we can build a library/repository for future programming. • Administrator Rapp brought up concern around the move to public spaces which increases risk of weather, lower attendance, and minimum control of age groups. • Commissioner Richmer commented that by pivoting from pilot and use of private locations, we're removing some of the control we had. • Commissioner Young noted focused marketing plan to connect with community and schools. There will also be scenario training and contingency plans for weather issues. The move to public spaces makes art accessible throughout city and in areas who may not have access to art outside of school hours. • Ar Administrator Rapp noted a challenge with the pilot was 6 t / JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm STL ,, , CREATING IDEAS LOCATION: Mayor's Conference Room finding artists who were willing to teach and asked for support from the Commissioners. • Commissioner Harrison thinks it was pushed to Louisville Visual Arts (LVA) and/or The Speed Museum • Commissioner Young asked for clarification of the challenge. o Administrator Rapp thought it was finding people to take the time to teach, the time of day of the event, and the payment. o Commissioner Young noted the increase in payment change in time of day for the sessions should help. o In addition, more sessions and more opportunities plus the collaboration opportunities would make this more inviting to local artists. o Could look to colleges and universities in the area for teaching artists or advanced students. • Public Art (Administrator Rapp) o Storytrail • Materials are ready, just need to send to Allegra to produce • Commissioners Darku and Harrison will meet with Administrator Rapp separately o Planter Bikes • Bikes are being collected periodically for repair and paint • In process of creating a map which will be used as a reference for future locations o Hubcaps — no update o Highway Signs • City Engineer Crouch has submitted the necessary applications o Shirley's Arbor • Plaques have been ordered • In process of finding contractor to manufacture plaque stand • Ribbon cutting on hold until plaque(s) and plaque stand(s) are installed 7 0: JEFFERSONVILLE DATE: 08/14/ 2023 PUBLIC AR COMMISSION TIME: 5:30 pm START CREATING IDEAS LOCATION: Mayor's Conference Room • Maintenance (Administrator Rapp) o Jeffrey's Hunt • Have four of the five sculptures to replace • Have discussed work for outstanding sculpture with an artist, Amanda • If Amanda isn't able to work on the piece, can decommission and remove o Bubble Quotes — no update o Floodwall Mural • Redevelopment Commission has taken repaired the mural NEW BUSINESS • Upcoming Events o Schoolhouse Rock • Performed by Company Outcast • Friday, August 25, Saturday, August 26, Friday, September 1 and Saturday, September 2 at 7 p.m. • Sunday, August 27 and September 3 at 3 p.m. o Pooch Plunge • Saturday, September 9 at 10 a.m. — 2 p.m. o LVA CFAC • Every Monday from 4 — 6 p.m. • Semester runs September 11 through November 27 o Manufacturing Days • Job Fair for High School Seniors looking for work in Trade professions. • Monday, September 25 — Thursday, September 28; 7 a.m. — 3 p.m. • JPAC participated last year in collaboration with OneSI. • JPAC is providing the tent for the event. ADMINISTRATOR COMMENTS • Tasks to be Completed ❑ Set Subcommittee Meetings ❑ Share Google Calendar ❑ 2024 Budget Breakdown ❑ 2024 Program Calendar COMMISSION COMMENTS 8 t / JEFFERSONVILLE DATE: 08/14/ 2023 „ PUBLIC AR COMMISSION TIME: 5:30 pm , ST CREATING IDEAS LOCATION: Mayor's Conference Room • No comments from Commissioners Next Meeting Agenda Items • Training on how to create a request for proposal for art commissions, vendors, or participants. • Plan for the upcoming holidays. • Identify which 2024 programs will require volunteers and/or artists. • Status update on 2023-24 requests for proposals. ADJOURNMENT • Commissioner Richmer made a motion to adjourn, and Commissioner Edwards seconded. • The motion to adjourn passed 6-0 • JPAC Secretary: DATE: l << • JPAC Chairperson:A064aA-TE: % ii z 72 9