HomeMy WebLinkAbout6-6-24 PAAC Agenda PacketPublic Art Advisory Committee
Thursday, June 6, 2024
3:30 PM
Emma Harvat Hall
City Hall, 410 E. Washington
AGENDA
1. Call to order
2. Public discussion of any items not on the agenda
3. Consider minutes of the April 4, 2024 PAAC Meeting
4. South District Bus Stop Bench Project Update & Contract Discussion
5. Sculptor’s Showcase Selections for 2024-2026
6. Discuss FY2025 Budget Priorities
7. Staff updates
a. Arts Stakeholder Meeting – New Date TBD
b. July Meeting Date (falls on July 4th holiday)
8. Old or New Business
9. Adjournment
If you will need disability-related accommodations in order to participate in this program/event, please
contact Rachel Kilburg Varley, Public Art Coordinator at 319-356-5014 or rkilburg@iowa-city.org. Early
requests are strongly encouraged to allow sufficient time to meet your access needs.
Draft, p.1
Public Art Advisory Committee Mtg, 4/4/2024
Minutes
Public Art Advisory Committee
April 4, 2024
Emma Harvat Hall
Public Art Advisory Committee
Members Present: Ben Clark, Steve Miller, Andrea Truitt, Jeremy Endsley, Rachel
Kinker, Leslie Finer, Nate Sullivan
Members Absent: Anita Jung, Juli Seydell Johnson
Staff present: Rachel Kilburg Varley
Public Present: None
Call to Order
Miller called the meeting to order at 3:36 p.m.
Public Discussion of Any Item Not on the Agenda
None.
Introduction of new members: Leslie Finer and Rachel Kinker
Committee members introduced themselves and welcomed new members, Kinker and
Finer.
Officer elections: Chairperson and Vice-Chairperson
Per the PAAC by-laws, officers must be elected annually in February or the first
possible meeting thereafter. Sullivan nominated Miller for the role of Chairperson, Clark
seconded. Miller nominated Truitt for the role of Vice-Chairperson, Endsley seconded.
Miller made motion to approve these nominations, motion passed (7-0).
Consider minutes of the February 1, 2024 PAAC meeting.
Truitt moved and Endsley seconded that the minutes from the February 1, 2024,
meeting be approved. Motion passed (7-0).
Determine Awards for the 2024 Public Art Matching Grant Program
Committee members individually scored 2024 Public Art Matching Grant applications
using a scoring rubric prior to the April PAAC meeting. Kilburg projected the compiled
scores and anonymous comments for Committee review and discussion. Kilburg shared
that $15,500 was available to award and approximately $46,505 in funding was
requested. She noted that a few applicants (Open Air Media Festival, Public Space
One, Family Folk Machine) were previous recipients of Public Art Matching Grant funds,
though that does not disqualify them from being funded again. Kilburg also mentioned
that after several Committee members had commented that two applicants’ proposed
project budgets were incomplete, she reached out to those applicants to seek
Draft, p.2
Public Art Advisory Committee Mtg, 4/4/2024
clarification. Kilburg provided budget clarification received back on one of those grant
proposals.
Finer asked whether other Committee members felt the Open Air Media Festival
submission was different enough from the past to warrant funding. Miller mentioned it is
an annual event and that they are continuing to grow and invite new artists each year,
but suggested the Committee consider allocating less than the amount requested. Finer
asked whether there was a minimum funding requirement the Committee had to follow
and Kilburg said the Committee has the discretion to make an award at any amount
they desire.
Sullivan noted that Open Air Media Festival, Quicker than a Ray of Light, Summer
Groove Dance, This Too Shall Pass, Refocus Film Festival, Illuminating Excellence, and
the Writing Garden proposals received the highest scores and suggested the
Committee decide whether and how much to fund each of these top proposals. Miller
suggested maxing out grant awards at $3,000 in order to fund all of these proposals.
Committee members deliberated briefly. Several Committee members mentioned they
liked the Englert’s grant application and were disappointed it fell just outside of the top
scores.
Kilburg pointed out that, if funded, Open Air Media Festival will have been a top scoring
application and funded for five years in a row. She suggested that, in the future, the
Committee could consider funding that annual event as a sponsorship, rather than
continuing to put it through the grant program, which would make more funding
available for other projects. The Committee decided to discuss that possibility in the
future before the next grant cycle.
Sullivan made a motion to approve the following Public Art Matching Grant allocations,
Finer seconded:
• Open Air Media Festival - $3,000
• Quicker Than Ray of Light Then Gone - $1,725
• Summer Groove Dance – $555
• This Too Shall Pass – $3,000
• Refocus Film Festival – $3,000
• Illuminating Excellence - $3,000
• Writing Garden - $1,500
Motion passed (7-0).
Discuss Sculptor’s Showcase Program for 2024-2026
Kilburg Varley reviewed that the Sculptor’s Showcase has been being offered annually,
in which the Committee issues a Call for Artists to submit sculptures for consideration
Draft, p.3
Public Art Advisory Committee Mtg, 4/4/2024
and selection for placement on one of 8 pads throughout the community. For the next
round, staff recommended the following changes:
• Transitioning from a one-year to two-year display period, which would lessen
burden on both artists and City staff and open up additional budget flexibility in
the “off” years;
• Increasing the artist honorarium due to a longer display period; and
• Streamlining the application form and imposing a maximum limit of 3 artwork
submissions per artist.
Committee members agreed with the proposed two-year cycle and discussed the
amount of the honorarium and directed Kilburg to research stipends paid to artists in
similar programs in other communities and establish a competitive rate based on that.
Sullivan made a motion to accept the memorandum and increase the honorarium rate to
no more than $2,500 for two years, Finer seconded. Motion passed (7-0).
Discuss Lucas Farms Neighborhood & Meskwaki/Sauk History Project
Kilburg shared that, after the Call for Qualifications for this project was unsuccessful,
she contacted faculty at the Meskwaki Settlement School to discuss a possible
partnership on a public art installation that involved students through art and trades
curriculum. The students would have the opportunity to develop a design based on
neighborhood input, fabricate the installation through their coursework, and install the
project under the leadership of the faculty. Kilburg shared a proposal letter the faculty
drafted which included a couple of concept ideas to demonstrate how they would
approach the project. She clarified that the Committee was not selecting one of these
concepts but should indicate whether they wish to move forward with this process. A
concept would still be developed by the school faculty and students in partnership with
the neighborhood, with final concept approval by the Committee.
Discuss South District Bus Stop Bench Project
Kilburg reminded the Committee that, after several delays due to budget issues, the
Committee increased the project budget in September 2023 and has been waiting for
an updated timeline and budget from the artist and artist mentor in order to amend the
initial agreements. They artists submitted an updated budget just prior to the April 4,
2024 PAAC meeting, which was below the established $24,000 maximum budget (just
under $20,000). Miller asked about the responsiveness and timeliness of the
artist/mentor on previous milestones. Kilburg shared that she had established monthly
check-in meetings with the artist/mentor and there had been some difficulty with seeing
progress be made over the last few months. Committee members discussed setting
specific and firm project milestone deadlines to ensure the project stays on track.
Kilburg suggested signing a first amendment to their agreements which would deliver
the 4:1 scale metal model by May 15th. If that deliverable was met, then the Committee
could consider signing a second amendment with the artist/mentor to complete the
project in full, with those firm and specific milestone deadlines included. Truitt
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Public Art Advisory Committee Mtg, 4/4/2024
suggested the Committee invites the artist/mentor to provide more frequent progress
updates at PAAC meetings, and not just with staff. She also asked whether making
smaller, more incremental payments to the artist/mentor is possible to ensure the
deliverables are being met. Miller asked Kilburg to work with the City Attorney’s Office to
determine the right contract language that accomplishes the Committee’s interest in firm
deadlines and fiscal responsibility. Kinker made a motion to authorize an agreement
amendment with both the artist and mentor for the completion of the 4:1 scale metal
model, Sullivan seconded. Motion passed (7-0).
Outreach & Engagement Subcommittee Updates
Miller mentioned a draft agenda for the Arts Stakeholder Meeting was included in the
agenda packet and asked for any comments or feedback. The Committee members
discussed possible dates and Truitt and Finer encouraged staff to consider a guest
speaker who would be a fresh voice for attendees. Miller also suggested lengthening
the period for discussion and that the agenda timeline overall felt a little rushed. Kilburg
agreed to incorporate these suggestions and continue planning the event.
Staff Updates
Kilburg shared that the Downtown Iowa City Cultural & Entertainment District launched
a new marketing campaign, “X Marks the Arts,” and encouraged Committee members
to subscribe to the newsletter.
Kilburg Varley also shared that she is unable to attend the May PAAC meeting and will
have another staff member lead the meeting in her absence.
Miller and Truitt shared their experiences and thoughts on the Regional Arts Summit
which they attended in March.
Adjournment
Clark moved to adjourn at 4:39 pm. Sullivan seconded. Motion passed (7-0).
Draft, p.5
Public Art Advisory Committee Mtg, 4/4/2024
Public Art Advisory Committee
Attendance Record
2023-2024
Name Term
Expires 2/2/23 4/6/22 5/4/22 6/8/23 7/6/23 8/3/23 9/7/23 11/2/23 12/7/23 1/4/24 2/1/24
Ron Knoche X X* X X X X X* X X X* X
Juli Seydell-
Johnson
X X X X X X X O/E X* X X
Steve Miller 12/31/23 X O/E X X X X X X X X X
Eddie
Boyken
12/31/24 O/E X O/E O/E O/E O/E O -- -- -- --
Andrea
Truitt
12/31/25 X X X X X X X X X O/E X
Anita Jung 6/30/23 X X X X O/E O/E X X X X X
Jenny
Gringer
12/31/23 X O/E O/E X X X O/E O/E X -- --
Jeremy
Endsley
12/31/25 O/E O/E X X O/E X O X X X X
Nate
Sullivan
6/30/26 --- --- --- --- X X X X X O/E O/E
Key:
X = Present
X* = Delegate attended
O = Absent
O/E = Absent/Excused
--- = Not a member
South District Bus Stop Bench – Revised Budget
Subtotal Parts/Labor Paid Out Remaining
Phase 1: Concept Design
$1,300 Mentor Labor $1,300 --
$2,000 Artist Labor $2,000 --
$3,300 Phase 1 Subtotal $3,300 $0
Phase 2: Fabrica�on of 4:1-Scale Metal Model
$1,191.58
Materials (qty x price):
• 2in .120 EW Steel tubes lnr ft (113 x $4.64)
• 14G Steel - 4ft x 10ft sheets (2 x 283.63)
• Bolts & hardware (1 x $100)
$1,191.58 --
$700 Artist Labor -- $700
$1,891.58 Phase 2 Subtotal $1,191.58 $700
Phase 3: Fabrica�on & Installa�on of Final Project
$2,805 Artist Labor $2,805
$700 Mentor Labor $700
$7,684.29
Materials (qty x price):
• 2in .120 EW Steel tubes lnr ft (450 x $4.64)
• 14G Steel - 4ft x 10ft sheets (10 x $283.63)
• Finishes - primer, paint, etc ( 4 x $150)
• Floor Mounted Jib Crane (1 x $2,606.06)
$8,130.36
$1,150.00 Equipment rental (telehandler - 1 week) $1,150.00
$2,500.00 Cement Footing/Foundation $2,500.00
$5,000.00 Structural Engineer (30 hours x $100/hr) $5,000.00
+ 700 Credit: unspent funds for materials from Phase 2 +$700.00
$19,585.36 Phase 3 Subtotal $0 $19,585.36
$24,776.94* Project Total $4,491.58 $20,285.36**
*Budget not to exceed: $24,000
**At least $776.94 needs to be reduced from amount remaining to be paid out.
Amendment #2
to
Agreement for The South District Bus Stop Bench Art Project
by and between the City and Ethan Wyatt
Whereas, on March 8, 2023, the City of Iowa City, hereinafter referred to as the CITY and Ethan Wyatt,
hereinafter referred to as ARTIST, entered in the Agreement for the South District Bus Stop Bench Project
by and between the City and Ethan Wyatt, hereinafter referred to as the Agreement; and
Whereas, the Agreement requires ARTIST to complete certain phases of the public art project,
hereinafter PROJECT, by certain dates; and
Whereas, on April 16, 2024, the City and ARTIST amended the Agreement to provide additional time for
the ARTIST to complete the fabrication of a 4:1 scale metal model and the City agreed to increase the
overall project budget to no more than $24,000; and
Whereas, the City has paid ARTIST $3,191.58 for labor and cost of materials for metal model; and
Whereas, although ARTIST has not completed all remaining phases as required under the Agreement,
the City and ARTIST desire to allow ARTIST additional time to complete the full scope of the PROJECT.
NOW THEREFORE, it is agreed by and between the City and ARTIST to further amend the amended
Agreement as set forth herein.
Article 1, entitled Scope of Services, is amended by deleting Paragraph 1.1b in its entirety and the following
new Paragraph 1.1b is substituted in lieu thereof:
b. ARTIST shall work with the Project Mentor and CITY’S REPRESENTATIVE to produce and install
the PROJECT by September 30, 2024, according to the following schedule:
Deadline Payment Milestone
June 30, 2024 ARTIST will identify the materials to be purchased along with the cost of
the materials by this date. The City will promptly make a payment to
ARTIST for the cost of the materials upon City review and approval of the
materials to be purchased. After purchasing the materials, ARTIST must
provide receipts from the materials to the City, and any unspent funds will
be subtracted from future payments or reimbursement requests owed.
Aug. 30, 2024 Artist Payment #1 ($1,403)* Fabricate sculpture & installation
of concrete pad and footings
Sept. 30, 2024 Artist Payment #2 ($1,403)* Install jib crane & sculpture
ARTIST shall also submit invoices for any equipment rental, concrete pad
and footings, and structural engineer services by this date. The City will
promptly make a payment to the vendor upon City review and approval.*
The City shall not make any payments in excess of the maximum project
budget or for any ineligible expenses. It is the responsibility of the
ARTIST to obtain pre-approval from the City for such expenses to avoid
incurring ineligible expenses.
*less any unspent funds from the payment for materials
• ARTIST agrees and acknowledges the PROJECT is incomplete.
• If ARTIST fails to meet any of the milestones by the deadline, the City may terminate this Agreement
as provided for herein, and if terminated, the City shall not be obligated to pay ARTIST any
remaining scheduled payments, and ARTIST shall immediately reimburse the City for the funds the
City paid to ARTIST to purchase the materials.
• City payments shall not exceed $24,000, less all expenses already paid out to this Agreement
($3,191.58) and under the separate Mentor Agreement dated January 4, 2023 ($1,300).
All other provisions of the Agreement and Amendment #1 to the Agreement, not inconsistent with this
amendment, remain in full force and effect.
ARTIST
_________________________________________________________
Ethan Wyatt Date
Artist
CITY
_________________________________________________________
Geoff Fruin Date
City Manager
Approved:
______________
City Attorney’s Office
PUBLIC ART SPECIFICATIONS AND MAINTENANCE REPORT
ARTIST:
TITLE OF WORK:
PROJECT ADDRESS
PART I - FABRICATION AND INSTALLATION INFORMATION
MATERIALS
1. Material(s) used (be specific; include also source or manufacturer, life expectancy of material
according to manufacturer; attach manufacturer's technical data sheets, if available):
2. Material finish (e.g., natural, paint color and type, glaze, patina, sealer, fire retardant, etc.; be
specific; include also brand or manufacturer):
3. Materials used in the presentation of the artwork (e.g., composition of base or backing,
framing, type of hanging fixtures, etc.):
FABRICATION
1. Fabricator
Name:
Address:
Phone Number:
2. Fabrication technique or method (attach diagrams or drawings, if necessary):
INSTALLATION
1. Installation executed by:
Name:
Address:
Phone Number:
2. Installation method (attach plans showing footing and/or key installation details):
EXTERNAL FACTORS
1. Describe physical positioning of the artwork (e.g., measured distances from relative objects
or points in the environment):
2. Describe existing environmental factors which may affect the condition of the artwork and
any precautionary measures (e.g., direct sunlight, extremes of annual rain, temperature, air
moisture or dryness, acidity of rainfall, flooding, wind, erosion, vibrations, air pollutants,
vehicular and/or pedestrian traffic; animal interaction--bird droppings, potential for nesting,
burrowing; human interaction with artwork--touching, sitting, climbing, vandalism):
DESIRED APPEARANCE
1. Describe the desired appearance in specific terms including the physical qualities such as
matte rather than glossy luster; color of patina etc., for which the agency should strive in order
to maintain the artist's intent. Describe what may be acceptable alterations in form surface,
texture and coloration as related to natural aging of materials. Include drawings or photographs
which show the condition of the artwork upon installation:
2. If the work is site-specific, describe in detail the particular relationship of the work to its site,
including any significant physical aspects of the site, which, if altered, would significantly alter
the artist's intended meaning and/or appearance for the work (attach drawings as appropriate):
PACKING AND SHIPPING INSTRUCTIONS
1. Please explain how the art should be packed and shipped should the artwork ever need to
be transported (be specific, attach diagrams if necessary):
PART II - CONSERVATION INSTRUCTIONS
The Artist should provide detailed instructions regarding the methods and frequency of maintenance for
the artwork as follows (attach additional information as appropriate):
1. Routine maintenance (e.g., removal of dust, dirt; maintenance of protective surfaces;
tightening, adjusting, oiling; trimming of plant materials, etc.):
2. Cyclic maintenance (less frequent and more extensive preventive measures, e.g.,
disassembly and inspection; reapplication of protective sealers; repainting; cleaning of textiles,
etc.):
3. Who should be considered competent to perform cyclic maintenance? Describe any special
training, materials, tools, or procedures required.
4. Who should be considered competent to perform significant repairs?
5. Describe any special training, materials, tools, or procedures required for refitting, replacing,
or reconstructing portions of the artwork damaged by vandalism, accidents, disasters, or
weathering.
AMENDMENT #2 TO AGREEMENT
Whereas, on January 4, 2023, the City of Iowa City, a municipal corporation, hereinafter referred
to as the City, and Ray Michels of Iowa City, Iowa, hereinafter referred to as the Consultant,
entered into the Agreement (hereinafter referred to as the Agreement) for the mentorship of an
emerging artist; and
Whereas, on April 17, 2024, the City and Consultant amended the Agreement to provide
additional time for the Consultant to complete mentorship services through on the fabrication of a
4:1 scale metal model; and
Whereas, although the full scope of mentorship services have not been completed, the City and
Consultant desire to further amend the Agreement to allow Consultant additional time to complete
the mentorship services for the completed and installed project.
NOW THEREFORE, it is agreed by and between the City and Consultant to further amend the
Agreement as set forth herein.
Part II of the amended Agreement, entitled Time of Completion, is amended by adding the
following:
• Consultant agrees and acknowledges the bench has not been installed.
• Consultant shall provide mentorship guidance to the Emerging Artist through the
completion of the project by September 30, 2024.
• Consultant acknowledges he may be invited to attend the Public Art Advisory Committee
meeting no more than monthly to provide an update and answer questions.
• If Consultant fails to provide the mentorship services to the Emerging Artist through
September 30, 2024, the City may terminate this Agreement as provided for herein, and if
terminated, the City shall not be obligated to pay Consultant $700 for installation of the
bench.
All other provisions of the Agreement, not inconsistent with this amendment, remain in full force
and effect.
For the City For the Consultant
By: By:
Geoff Fruin, City Manager Ray Michels
Date: , 2024 Date: , 2024
Approved by:
City Attorney's Office
Date
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Locations
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4/22/24, 1:44 PM PAAC Budget Survey
https://docs.google.com/forms/d/1s0gpjjJeNSbqPPonRjVjqnZV9FEB0WkHT-oLBSCn_VM/viewanalytics 1/3
Please select your top budgetary priorities for FY25, based on existing
PAAC programs, activities, and goals. (Select no more than 3).
5 responses
Considering budget limitations, please identify any projects or programs
you would like to offer annually versus every other year.
PAAC Budget Survey
5 responses
Publish analytics
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0 1 2 3
Sculptor's Showcase
Grant Programs
Large Neighborhood Art I…
Large Public (City-owned…
Maintenance of Existing…
Public Art Inventory & Ma…
Outreach & engagement…
Artist support programs
2 (40%)2 (40%)2 (40%)
3 (60%)3 (60%)3 (60%)
1 (20%)1 (20%)1 (20%)
2 (40%)2 (40%)2 (40%)
3 (60%)3 (60%)3 (60%)
1 (20%)1 (20%)1 (20%)
0 (0%)0 (0%)0 (0%)
0 (0%)0 (0%)0 (0%)
Copy
Sculptor's
Showcase
Grants Neighborhood
Public Art
installations
Public Property Art
installations
Maintenance of
existing
installations
0
2
4
6
AnnuallyAnnuallyAnnually Every Other YearEvery Other YearEvery Other Year
4/22/24, 1:44 PM PAAC Budget Survey
https://docs.google.com/forms/d/1s0gpjjJeNSbqPPonRjVjqnZV9FEB0WkHT-oLBSCn_VM/viewanalytics 2/3
Considering limited staff capacity, please select the top 3 ways you
would like staff time to be prioritized in FY25:
5 responses
Please share any other thoughts, questions, or concerns you have regarding the Public
Ar t budget & priorities:
2 responses
Getting an intern would be helpful due to the time commitment required for an updated Public
Ar t Strategic Plan.
Based on what staff priorities end up being and what staff capacity is, I'm wondering then if
PAAC members can help with certain other activities a bit more. As in: "Here are the staff
priorities we've laid out, here's where staff needs help/members can help.
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0 1 2 3 4 5
Planning: Public Art
Strategic Plan & Art Main…
Implementation of Large
Public Art Projects
Outreach & Engagement
with artists & arts Comm…
Maintain & improve existing
programs (Sculptor's Sho…
Administer grant programs,
including the Matching G…
4 (80%)4 (80%)4 (80%)
2 (40%)2 (40%)2 (40%)
2 (40%)2 (40%)2 (40%)
2 (40%)2 (40%)2 (40%)
5 (100%)5 (100%)5 (100%)
Forms
4/22/24, 1:44 PM PAAC Budget Survey
https://docs.google.com/forms/d/1s0gpjjJeNSbqPPonRjVjqnZV9FEB0WkHT-oLBSCn_VM/viewanalytics 3/3
FY2025 Public Art Budget
Tentative FY24 Carry-Over Request
Expense Line Amount Notes
Sculptor’s Showcase (2024-2026) $18,000 Selections made June 2024. Paid out in August.
South District Bench Project $18,810 $24k total budget. $5,191.58 paid out to-date.
Lucas Farms Neighborhood Project $17,137 Plan to resume in Fall semester
Dave Dennis – Maintenance Contract $6,526 “Birds in Flight” remaining completion
Total $53,947
FY25 Budget - $55,500 (additional $5k over prior year)
Expense Line Amount Notes
Maintenance $15,000 Inventory Condition Assessment & public art
maintenance projects
Public Art Matching Grant Program $15,000
Opportunity Fund $23,500 Other grant programs or priorities
Misc. $2,000 Longfellow tunnel, updated strategic plan, misc.
plaques or supplies
Total $55,500