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12.16.20 BAC MinutesCITY OF BOULDER BOULDER, COLORADO BOARDS AND COMMISSIONS MEETING MINUTES Name of Board/ Commission: Boulder Arts Commission Date of Meeting: December 16, 2020 Contact information preparing summary: Celia Seaton Commission members present: Mark Villarreal, Kathleen McCormick, Devin Hughes, Bruce Borowsky, Georgia Schmid Commission members absent: none Library staff present: Lauren Click, Coordinator, Grants Mandy Vink, Coordinator, Public Art David Farnan, Director Celia Seaton, Administrative Specialist City staff present: Karl Guiler, Senior Planner, Planning & Development Services Members of the public present: Deborah Malden Type of Meeting: Regular|Remote Agenda Item 1: Call to order and approval of agenda [0:00:45 Audio min.] The meeting was called to order. McCormick provided an introductory orientation around the virtual procedure, as this meeting was held through Zoom videoconference. She asked the group for any other addendums to the agenda. Being none, Villarreal moved to approve the amended agenda. Hughes seconded, and the motion passed unanimously. Agenda Item 2: Review of Minutes [0:02:45 Audio min.] Item 2A, Approval/Review of November 2020 Meeting Minutes McCormick asked the commission for changes or addendums regarding these minutes. McCormick had minor changes to the minutes, relayed to Seaton beforehand. Hughes moved to approve the minutes as amended, Villarreal seconded, and the motion was unanimously approved. Agenda Item 3: Public Participation [0:03:55 Audio min.] Malden spoke on behalf of Create Boulder and the recent grant funding. So far, $50,000 has been distributed. Organizations have received the monies and the community has expressed significant support. Malden reports that the second round of the Bonfils-Stanton COVID-19 Arts and Culture Relief Fund will launch on January 6th. The grant review process will take place at the end of February. This second round of funding would likely then be distributed by mid- March. McCormick expressed appreciation. She wondered whether the same application will be used for the next cycle. Malden hopes organizations won’t feel a heavy burden as the requested information is very similar to the prior application. As Malden serves as a panelist judging the awards, she will share as she learns more. McCormick thanked her for her work. Responding to Villarreal’s inquiry, Malden hypothesized that future funding will “fill in the gaps” between venue-based organizations and those that are content providers. Agenda Item 4: Update on the Community Benefit Project [0:10:50 Audio min.] Guiler provided a brief update regarding the Community Benefits Plan. He reports that the ordinance language is currently being drafted with the City Attorney’s Office, with plans to come before City Council by May 2021 with a more “fleshed- out” proposal. Once more definitive language is prepared, he hopes to present to the Arts Commission for further feedback. He proposed the idea of a subcommittee of commissioners to review the proposals as they come in to provide recommendation for moving forward. He asked the commission if they were in approval of this subcommittee option. Vink reminded the commission that as they grow in membership (adding two additional members to total 7 in 2021) this subcommittee of three will not violate the Sunshine Law guidelines. McCormick would prefer to have no additional time commitment and wondered whether this review could be incorporated into a regularly scheduled meeting. Villarreal spoke in favor of a 3-member committee but also wondered about workable solutions with the systems that are already in place. Schmid agreed that this could be merged into the monthly packets and judged along the same standards as other funding decisions. Guiler explained that a “regulatory” decision isn’t being sought – more a step of review in the process so that the Planning Board can incorporate the expertise of the arts commission (feedback as per the Design Advisory Board’s role). Villarreal doesn’t want to slow down the process with an ad-hoc group, as commission has monthly public meetings wherein the arts organizations have ample opportunity to voice needs. He feels that a three-person subcommittee should make the decision with autonomy. Hughes agrees that arts commissioners should have the ability to “weigh in,” but maintained no strong feelings about how the process should run. Guiler will return in May for an update and further discussion; commission thanked him for his time. Agenda Item 5: Matters from Commissioners [0.35.35 Audio min.] A. Permitting of Public Art – Vink presented background on Boulder’s history of permitting in the realm of public art. She welcomed input on specific areas on which commission would like “resolve” or “traction.” Public art as outlined in the Cultural Plan promotes investment in public spaces through meaningful culture and art-making. However, no definition currently exists for public art within Boulder’s permitting structure. Frequent past frustration, conflicting perspectives from intake staff, and confusion for the applicants result. Due to city requirement that permits be tied to a licensed professional, supplemental fees often arise. Arts staff feel that clearer expectations and reduced delays will ease the process, along with reduced fees. Vink has reached out to survey colleagues in peer cities regarding public art process (land use definitions, permit review, etc.) Many other cities do not charge internal arts projects for permitting. Staff indicates renewed interest in internal collaboration between the Planning and the Arts departments. Farnan provided staff perspective that delays are the worst aspect, over and above the cost. Objectives should be likely more about a predictable process that runs as quickly as possible with predictable fees so that financial planning can happen. Vink clarified that a public art definition within the land use will be the first step. McCormick: this is the 2nd year in a row that Arts Commission’s annual letter to City Council is requesting an expedited permitting process for the public art program. She hopes for “critical mass” support in the community. Villarreal agreed on the need for “common language,” aligned across city departments, outlining Boulder’s public art. Frustration at what might be perceived as arbitrary rules could thus be avoided. Commission gave a nod of approval that request for this expedited and predicable process with clear cost parameters be placed on the council agenda. McCormick agreed that there was no need to label it as a permitting process. Villarreal suggested a "public art desk" be embedded within the permitting office. Guiler: though “a great idea, ultimately,” to have a public art expert in-house for permitting, such a goal unfortunately clashes with the current reality of a severe staff shortage. B. Annual Letter to City Council – commission discussed the draft version as provided in the packet. All commissioners provided a nod of approval that the amended letter be relayed to City Council. Staff noted that each Board and Commission should also designate one of their members to (virtually) present the letters at a Pre-Retreat Study Session on January 12th at 6 p.m. Presenters will be given no more than 3 minutes to discuss the 3 questions; time can be allocated at their discretion. McCormick volunteered for this role with Villarreal as back-up. Agenda Item 6: Matters from Staff [1.17.13 Audio min.] A. Update on CARES Act funding – Click reported that there are still proposals out to reimburse the COVID-19 Work Projects and the nonprofit relief funding. In other news, commission collaborated with Community Vitality to award funding from the CARES Act ($102,000 funding dedicated to arts venue relief) to the nine applicants with checks out by December 30, 2020. Announcement of the awards will take place early next year as part of the larger CARES Act declaration. McCormick: “Wonderful news.” APPROVED BY: ATTESTED: _________________________________________ ________________________________________ Board Chair Board Secretary _________________________________________ ________________________________________ Date Date B.Outdoor Venue for Performing Arts – see packet. After discussion with colleagues, staff recommends supporting artists and organizations through an outdoor venue space with the Civic Area as a proposed location. Staff determined The Dairy as most appropriate partner based on extensive partnership with local entities as well as existing contractual obligations between the city and The Dairy. As long as the performers are determined through an equitable lens, commission agreed that The Dairy would be a good partner. Borowsky wondered about the possibility of using the “Civic Pad” area. Farnan explained that this necessitates permission of St. Julian Hotel and Spa. Despite failure of past negotiations, staff will pursue this possibility. Commission expressed excitement at this idea to activate public spaces with arts and culture. Villarreal made a motion to endorse the staff recommendation to partner with The Dairy and Parks and Recreation to coordinate outdoor performances in public spaces of the Civic Area and other facilities, with details to be later determined. Borowsky seconded. All were in approval; the motion passed unanimously. C.Manager’s Memo – see packet. Agenda Item 7: Adjournment [1.54.00 Audio min.] There being no further business to come before the commission at this time, the meeting was adjourned. Date, time, and location of next meeting: The next Boulder Arts Commission meeting will be at 6 p.m. on Wednesday, January 20, 2021, on Zoom. 2.4.2021