HomeMy WebLinkAbout02.19.14 BAC Packet
Boulder Arts Commission February Meeting Packet -- Page 1
Boulder Arts Commission February Meeting Packet -- Page 2
Boulder Arts Commission February Meeting Packet -- Page 3
Boulder Arts Commission February Meeting Packet -- Page 4
Boulder Arts Commission February Meeting Packet -- Page 5
Boulder Arts Commission February Meeting Packet -- Page 6
Boulder Arts Commission February Meeting Packet -- Page 7
Boulder Arts Commission February Meeting Packet -- Page 8
TO: Boulder Arts Commissioners
FROM: Matt Chasansky, City of BoulderArt and Cultural Services
DATE: February 14, 2014
SUBJECT:
1.Notes on the Agenda:
a.Facilitator for NoBo Community
I am pleased to report that we have retained Ruth McHeyser to be the facilitator for the North
Boulder community regarding the potential creative district designation. Ruth retired several years
ago from a distinguished career in planning and urban design. Now a part-time consultant and active
- 2009, where she oversaw the
adoption of the Transit Village Area Plan (now being implemented as Boulder Junction), the
integration of sustainability and urban design functions into the department, and resolution of
conflicts between a developer and neighborhood group, culminating in the successful redevelopment
and re-use of a former elementary school site. She had previously managed complex, highly visible
planning projects, such as the award-winning North Boulder Plan. The NoBo Plan resulted in the
adoption of new mixed use zoning districts and a street network plan that helped shape changes in
the NoBo area, including the current mixed density/ mixed use areas, now with a walkable street
Architecture from the University of Colorado at Denver, is a fellow with the Regional Institute for
Health and Environmental Leadership.
group meetings during which she will gather information and opinions about the challenges facing
the community and the vision for success. We expect her community process for this phase to be
complete in mid-April, and a final report in to the City shortly after that. She will then build a process
for a second phase in which the community can gather with the goal of building tools for
collaboration and establishing the principals to move forward with city and state designation
processes.
b.Library Renovation Construction Update
The renovation project kicks off on February 20. Please see the attached invitation to the ceremony.
Background information on the Main Library renovation project may be found online on the
project webpage (http://news.boulderlibrary.org) and in the September 2012 January 2014
Library Commission meeting packets: http://boulderlibrary.org/about/agenda.html#archive.
Boulder Arts Commission February Meeting Packet -- Page 9
Overview of Key Project Dates:
Jan Feb 2014 Café vendor RFP process.
Feb 5, 2014 Library Commission meeting: General project update.
Feb 10, 2014 Boulder Library Foundation meeting: Review of renovation
project funding requests.
Feb 20, 2014 Construction kickoff ceremony, 11 a.m. in Canyon Gallery.
Mar 2014 Café vendor selection and contract finalized.
Mar 5, 2014 Library Commission meeting: Update on graphics, furniture,
and review of café vendor and public art selection.
General Construction Schedule (subject to future updates):
Feb 24 Apr 30, 2014 Phase 1A: Teen Space / Non-Fiction
Feb 26 Apr 30, 2014 Phase 1B: Bridge / Café
May 1 Jun 27, 2014 Phase 2: Second Floor Reference / Administration
Jun 30 Sep 9, 2014
Sep 10 Nov 17 Phase 4: First Floor Entry / Fiction / Media
C
Temporary walls will be in place in the Canyon Gallery through the course of the project. We intend
to display The Flood Project on whatever walls are available during that time.
c.Library Renovation Public Art Project Update
In order to accommodate an adjustment to the public art schedule, and to ensure that the artists
have enough time between their site visit and the delivery of proposals, staff has decided to
postpone the selection panel meeting from 2/28 to 3/28/2014. It is during this proposal
development phase of the project that the artists must formulate a cohesive concept, and develop all
of the documents, specs, material samples, renderings and models. In typical projects, this phase can
be two or three months. Staff feels that the benefits of ensuring fully developed proposals for the
selection panel to review is a strong justification for this delay. That said, the postponement of the
selection panel meeting does not impact the preliminary schedule, and should not affect the artists
ability to deliver a completed artwork by the end of the construction project.
Updated Public Art Project Selection Schedule:
Dec 9, 2013 Mar 28, 2014 Staff works with semifinalists to develop proposals.
Feb 3, 2014 Site Visit
Mar 28, 2014 Selection panel selects finalist.
Apr 2, 2014 Library Commission review of finalist.
Apr16, 2014 Boulder Arts Commission review of finalist.
Apr 2 - 18, 2014 Technical review
Apr 21, 2014 The recommended finalist, as well as the comments of
the library and arts commissions will be forwarded to the
city manager for approval.
Apr 28, 2014 Contract negotiation phase begins.
Boulder Arts Commission February Meeting Packet -- Page 10
2.Other Matters:
a.Library Sponsorship Policy
The Library Commission discussed the attached draft policy in their February meeting. This policy
pertains to programs that seek to be sponsored for use of BPL facilities, including the Canyon Theater.
The proposed policy will be of interest to the BAC for two reasons:
The policy impacts Art & Culture Program staff, and
The Canyon Theater is an asset to the cultural community, and many of these organizations
seek out sponsorship.
I will ask for any comments or suggestions in the February meeting.
b.Design Contractor for Arts & Cultural Services
Art & Culture Program staff will be seeking proposals from graphic design firms for services to create
an identity package for the office. The scope of services will include templates for communication
media (paper, website, and email formats) as well as a graphic, color, and font system which can be
used for the Community Cultural Plan communications tools. Part of this scope may also include
other areas of the office such as Arts Resource or public art projects.
c.New Work Plans for Office Staff
In order to address certain gaps and challenges in the breadth of programs in the Arts & Cultural
Services Office, we have been in discussion since December on possible efficiencies that might be
gained within the responsibilities of existing staff.
Mary Fowler will now be assisting me with the Community Cultural Plan. This is in addition
to her ongoing tasks with the Arts Resource website, and in supporting Greg with the grants
program.
Mary Wohl Haan will be reducing the frequency of her Dance Bridge communications in
-person for programming communications in the Concert,
Cinema, and Dance programs.
Boulder Arts Commission February Meeting Packet -- Page 11
3.Staff Program and Project Updates:
a.Cinema
Florence Becker Lennon ProgramMarch 3, 6:30 PMCanyon Theater
b.Concerts
Trio CordillerasFebruary 18, 12:00 PMCanyon Theater
Margaret McDonald and Geraldine WalterMarch 2, 2:00 PMCanyon Theater
Colorado Chamber PlayersMarch 8, 11:00 AMCanyon Theater
Midday Music MeditationMarch 12, 12:00 PMCanyon Theater
Annual Ridi VanZandt ConcertMarch 16, 2:00 PMCanyon Theater
c.Dance
Carmen &Geoffrey ScreeningFebruary 24, 6:30 PMCanyon Theater
d.Exhibitions
WĞƌƐƉĞĐƚŝǀĞƐŝŶƌŽŶnjĞ: Belgin Yucelenthrough FebruaryArt Resource Hall
: Nell MellorMarch through AprilArt Resource Hall
^ƚŝůůtĂƚĞƌƐZƵŶĞĞƉ: The bARTer Collectivethrough OctoberCanyon Gallery
More information can be found at the library programs website: http://boulderlibrary.org/events/.
e.Public Art
Library Renovation Projectselection phase
th
13 Street Plazapreselection phase
West Pearl Wayfindingpreselection phase
Junction Place Bridgedesign phase
Baseline Underpassdesign phase
Diagonal Highway Gateway Landscapeconstruction/installation phase
The Flood Projectconstruction/installation phase
Elks Parkon hold
Boulder Arts Commission February Meeting Packet -- Page 12
Boulder Arts Commission February Meeting Packet -- Page 13
CITY OF BOULDER LIBRARY & ARTS DEPARTMENT
POLICY FOR SPONSORSHIP OF PROGRAMS AND EVENTS DRAFT 1/27/2014
PURPOSE AND SCOPE
It is the purpose of this policy to establish guidelines and processes for the approval of sponsored
activities in City of Boulder Library & Arts Department (Boulder Public Library, or BPL) facilities.
BPL facilities include meeting rooms, certain common areas, the Canyon Theater, the Canyon Gallery,
and certain gathering areas outside BPL buildings. These facilities are used primarily for BPL
programming or for City of Boulder government (City) business. On occasion BPL facilities may be
scheduled or rented by community organizations, individuals, and businesses. When appropriate, BPL
may choose to sponsor the program of a community organization. The terms below govern the
conditions of that sponsorship, the criteria for which proposals for sponsorship are considered, and the
process for approval.
VENUE SPONSORSHIP AGREEMENTS
This policy governs all library facilities. Further to this policy, additional terms and conditions may be
This policy governs all library facilities. Further to this policy, additional terms and conditions may be This policy governs all library facilities. Further to this policy, additional
terms and conditions may be
applied to specific venues, and will be detailed in separate Venue Sponsorship Agreement documents.
applied to specific venues, and will be detailed in separate Venue Sponsorship Agreement documents. applied to specific venues, and will be detailed in separate Venue Sponsorship Agreement
documents.
[link]
Even after approval of a sponsorship proposal as outlined in this policy, no program is considered
Even after approval of a sponsorship proposal as outlined in this policy, no program is considered Even after approval of a sponsorship proposal as outlined in this policy, no program
is considered
officially sponsored until scheduling is confirmed, and the Venue Sponsorship Agreement is complete.
y sponsored until scheduling is confirmed, and the Venue Sponsorship Agreement is complete.y sponsored until scheduling is confirmed, and the Venue Sponsorship Agreement is complete.
GENERAL CONDITIONS AND RESTRICTIONS
GENERAL CONDITIONS AND RESTRICTIONSGENERAL CONDITIONS AND RESTRICTIONS
The following conditions and restrictions are requirements for consideration of any sponsorship
The following conditions and restrictions are requirements for The following conditions and restrictions are requirements for
proposal.
1.Availability — BPL facilities are available on a first-come, first-served basis when not needed for
facilities arefacilities areavailable on a firstavailable on a first
BPL BPL
City business. Programs that are approved for sponsorship do not get preferential booking to
business. Programs that are approved for sponsorship do not get preferential booking to business. Programs that are approved for sponsorship do not get preferential booking to
either City business or, in the case of the Canyon Gallery, paid rentals.
ity business ority business or, in the case of the Canyon Gallery, paid rentals., in the case of the Canyon Gallery, paid rentals.
2.Scheduling Hours —Each venue will have specific terms related to the times in which a
Each venue will have specific terms related to the times in which a Each venue will have specific terms related to the times in which a
sponsored program may be scheduled. These terms will be detailed in the specific Venue
Sponsorship Agreement.
3.Prohibited Activity — BPL facilities may not be used for the following purposes:
a.Political campaigns, including programs that are intend to influence the passage or
defeat of ballot issues and city ordinances, or to promote candidates for political office.
b.Religious proselytizing, including any program that seeks to promote a single religious
viewpoint over that of others.
c.Content that advocates violence or intolerance.
d.Content that violates, or advocates the violation of, City, State, or Federal Laws. This
includes illegal public exhibition of copywrited material such as unlicensed cinema
showings or music performances. The applicant is responsible for demonstrating that
they have a license to display/perform such material as a condition of sponsorship.
e.Commercial activity including promotions, marketing, or sales.
f.Charitable benefits or fundraisers.
Boulder Arts Commission February Meeting Packet -- Page 14
4.Access — The proposed program will:
a.Be free to all and charge no admission.
b.Be available to anyone who wishes to attend.
c.Be prepared to accommodate participants and/or audience members with special needs
to the degree that is possible.
5.Restrictions on Recurring Programs
a.Approval of sponsorship in the past does not guarantee that future requests will be
approved.
b.Recurring events approved for sponsorship are considered sponsored for one year only,
and must re-apply for each subsequent year.
c.Canyon Theater and Gallery — At the discretion of BPL administration, proposals for
sponsorship will only be considered for programs that are one-time or annual events.
Daily, weekly, monthly, or quarterly events will not be considered for sponsorship.
d.Meeting Rooms and All Other Facilities — Recurring commitments for meeting space
are made for no more than a one-year period.
6.Approval of Communications — Any communications about the sponsored program must be
thethe
communications about communications about sponsored program must be
approved by BPL staff prior to release of those materials. This includes all marketing materials,
approved by BPL staff prior to release of those materials. This includes all marketing materials, approved by BPL staff prior to release of those materials. This includes all marketing
materials,
press releases, web pages, calendar listings, advertisements, etc. In the case of any media
advertisementsadvertisements, etc. In the case of any media , etc. In the case of any media
activity such as television, radio, web- or print-media interviews, BPL staff must be updated
interviews, BPL staff must be updated interviews, BPL staff must be updated
mediamedia
when such interviews are scheduled to be conducted, and when the reports are expected to be
and when and when
to be conductedto be conductedhe reportshe reports
t
,
,
released.
7.Requirements of the Venue Sponsorship Agreement — In addition to the above, programs
enue Sponsorship Agreementenue Sponsorship AgreementIn addition to the above, programs In addition to the above, programs
— —
approved for sponsorship must be able to meet all terms and conditions detailed in the
approved for sponsorship must be able to meet all approved for sponsorship must be able to meet all terms and conditions detailed in the terms and conditions detailed in the
applicable Venue Sponsorship Agreement [link]. The responsible party for the program is
[link][link]The The responsible party for the programresponsible party for the program
applicable Venue Sponsorship Agreementapplicable Venue Sponsorship Agreement
..
accountable for enforcing those terms.
for enforcing those terms. for enforcing those terms.
8.Loss of Privilege — Failure to abide by these general conditions and restrictions, or the terms of
Failure to abide by these general conditions and restrictions, or the Failure to abide by these general conditions and restrictions, or the
the specific Venue Sponsorship Agreement, will result in the withdrawal of the Library’s
Venue Sponsorship AgreementVenue Sponsorship Agreement, will result in the withdrawal of the Library’s , will result in the withdrawal of the Library’s
sponsorship and, at the discretion of BPL administration, restriction on the ability to apply for
sponsorship and, at the discretion of BPL sponsorship and, at the discretion of BPL dministrationdministration
aa
sponsorship in the future.
sponsorship in the future.sponsorship in the future.
CRITERIA FOR REVIEW OF PROPOSALS
CRITERIA FOR REVIEW OF PROPOSALSCRITERIA FOR REVIEW OF PROPOSALS
Proposals will be considered based on the following criteria:
considered based on the following criteria:considered based on the following criteria:
1.Supports the BPL Mission — The mission of the Boulder Public Library is to enhance the personal
and professional growth of Boulder residents and contribute to the development and
sustainability of an engaged community through free access to ideas, information, cultural
experiences and educational opportunities.
2.Cultural Value — The proposed program is an impactful cultural resource for the City of Boulder.
3.Community Benefit — The proposed program willbe of demonstrable benefit to Boulder
residents and library patrons.
4.Fills a Need — The proposed program will compliment, or fill an unmet need not available in,
programs available elsewhere in Boulder. The proposed program will not be in competition with
other public or private organizations, or duplicate events that are occurring at other venues.
5.Benefits the Applicant Organization — The proposed program will be improved, or will be better
able to serve its audience, by use of BPL facilities.
Boulder Arts Commission February Meeting Packet -- Page 15
MEANING OF SPONSORSHIP
Sponsorship is defined as BPL endorsement of the program.
When a proposal is accepted as a sponsored program, BPL will provide the following:
1.Communications — BPL will post information about the sponsored program in the library’s
website calendar. At the discretion of BPL administration, the program will also be listed in BPL
printed material, on in-library digital displays, in BPL media communications, or other
messaging.
2.Staff Support — As appropriate, pre-arranged assistance will be available to support the
sponsored program with questions regarding audio/visual equipment, internet connections,
scheduling assistance, etc. Additional information about support may be detailed in the specific
Venue Sponsorship Agreement.
3.Rental Fees for the Canyon Theater — For the Canyon Theater only, the sponsored program’s
For the Canyon Theater only, For the Canyon Theater only,
basic rental fees will be donated. Terms and conditions to this donation, including potential fees
to this donation, including pto this donation, including p
that may still be applied outside of the subsidized rent, are detailed in the specific Venue
, are detailed in the specific Venue , are detailed in the specific Venue
that may still be applied outside of the subsidized rent
Sponsorship Agreement.
The sponsored program will provide the following as a condition of sponsorship:
The sponsored program will provide the following as a condition of sponsorship:The sponsored program will provide the following as a condition of sponsorship:
1.Recognition — Inclusion of the BPL logo or other credit information in all marketing material.
of the BPL logo or other credit information in all marketing materialof the BPL logo or other credit information in all marketing material
2.Post-event Reporting — The responsible party for the program will provide a report after the
The responsible party for the program will provide a report after the The responsible party for the program will provide a report after the
end of the program which details attendance data. Further information may be requested, such
attendance dataattendance dataFurther information may be requested, such Further information may be requested, such
..
program which details
as press clippings, marketing collateral, and a narrative about the success of the program in
and and
collateralcollaterala narrative aboua narrative abou
,
addressing the standards outlined in the Criteria for Review of Proposals, above .
addressing the standards outlined in the addressing the standards outlined in the f
CriteriaCriteria
or
Further terms of sponsorship particular to each venue will be detailed in specific Venue Sponsorship
particularparticularto each venue will be detailed in to each venue will be detailed in
Agreement.
APPROVAL PROCESS
1.Deadline for Submission of Application — Applications for sponsorship will considered no less
Deadline for Submission of Deadline for Submission of ApplicationApplication
than three (3) months before the start date of the program.
than three (3) months before the start date of the program.than three (3) months before the start date of the program.
2.Proposal Submission – all proposals for sponsorship must be submitted to BPL staff.
all all roposals forroposals for
pp
a.Canyon Theater and Gallery — Submit proposals to the Canyon Theater Manager [link to
contact info]
b.BPL Meeting Rooms and Other Facilities — Submit proposals to the Library
Programming Manager. [link to contact info]
3.Proposal Review – The Library Programming Manager and/or Canyon Theater Manager will
review all proposals for compliance with the General Conditions and Restrictions, as well as the
terms of specific Sponsorship Venue Agreements. Acceptable proposals will then be reviewed
by the BPL administration and the Library and Arts Department Director according to the Criteria
for Review of Proposals, above. These reviews may take up to 30 days to complete.
4.Final Approval — The Library and Arts Director has final approval of all proposals.
5.Notification – The applicant will be notified within five (5) business days of the final decision.
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