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Arts Council - Minutes     
Wednesday, October 12, 2016

Call to Order
The meeting was called to order by Chair, An Tootill at 6:30 pm.
 
Roll Call
Members Present:  An Tootill, Joy Langley, Amy Barnes, Rene Stratton & Erin Vivion
Members Absent: Matt Lome, Suzanne Zahniser, Karen Kaser and Joy Liechty
 
City Council:
Council Member Jeff Sanderson
 
Staff:
Amber Britton, Kai Fulginiti, Diane Mortenson, Eileen Hemmis Trifts
 
Appearances:
 
Tim Marsden, Sound Transit Art Collections Specialist
Purpose: Present options for moving or storing two pieces of “Gateway” art metal sculptures during light rail construction.  He presented two options for consideration: (1) De-installing the art and storing it for the duration of construction then putting it back as before or (2) De-installing the artwork from its present location and relocating the pieces nearby.  He stated that in both instances new footings will be needed for the sculptures. His recommendation is to relocate them within the park. This would keep the art on view to the public and the move would be completed in one fell swoop so it doesn’t need to be revisited in four years when construction is complete.  The Arts Council asked if Sound Transit might consider a third option; to temporarily relocate the artwork during construction and then move it back or close to the same place once the project is finalized.  Mr. Marsden responded that there might be room to negotiate.
 
Councilman Sanderson pointed out that the Light Rail Design Advisory meeting scheduled for October 24 might provide more information.  Diane asked Mr. Marsden what the timeline for providing an answer might be.  He said he would find out and email Diane, but he did not think it was terribly pressing.  It was noted that Rene Stratton will replace Joy Langley at the October 24 Light Rail Advisory meeting.
 
Ali Spietz, City of Mercer Island City Clerk
Review of Open Public Meetings Act (OPMA)
The Open Public Meetings Act (OPMA) declares that all meetings of the governing body of a public agency shall be open and public. The City of Mercer Island requires that all of its Boards and Commissions follow the Open Public Meetings Act.
 
Ali distributed information on requirements of the OPMA and good practice tips. Some important points to remember are: (1)Arts Council meetings are open to the public. (2)The Arts Council must have a quorum in order to conduct business.  (3)Anyone can attend anonymously. (4)There are no secret ballots; if you need to vote on anything it must be by voice or a show of hands.  Ali recommended a roll call vote for elections if there is more than one nominee. 
Ali stated that all City Council members are required to watch a series of videos on the OPMA.  She said she would be happy to make those available to the Arts Council.  She reminded Arts Council Members that the full OPMA is available in their manual.
 
Ali stated that if a majority (quorum) of members have a discussion in which they are conducting business via email or telephone, they are considered to be having a meeting that is subject to the act.  This can be true even if there is less than a majority having a discussion, it can then become what is known as a ‘rolling meeting’.  This happens when the members on that phone call or email then phone or email other council members and continue the discussion.  The Chair or Committee Chairs can push information out and advise other council members to be ready to discuss at the next meeting.  If someone has a question, they should not hit “reply all”, but direct their question to the originator of the email.  The originator then has the ability to respond to questions individually or to compile them all and send them back out to the group.  That way it isn’t a two-way conversation.  Some standard language that could be included in information emails is to please do not reply all, but respond to the originator with any questions. These same guidelines apply to social media accounts as well.  
 
 
Approval of Minutes:
Joy Langley made a motion to accept the minutes as presented.  The motion was seconded and passed unanimously.
 
Chair Report:
An Tootill, Chair
 
Reporter Article: An reported that the Mercer Island Reporter recently ran a piece on the Arts Council.
 
Mosaic:  An reported that there was a good turnout for the ribbon cutting at the Mosaic recently installed in Luther Burbank Park. Sandy Glass and Jose Orantes were there to answer questions. An said that Sandy Glass advised her that there is a possible problem with the mosaic. There is a lip along the top that needs attention. Amber advised that it is a maintenance problem and staff is aware of it. She also spoke to the addition of a one-time sealing process that was not included in the original agreement. She said a look at the budget would be necessary to see where funds might be available to do it.
 
When the project was approved there was the mention of additional phases to the Mosaic. An said that she discussed this with Sandy and suggested that she should come up with a proposal.
 
COMMITTEE REPORTS
 
Special Projects
Rene Stratton
Artist Directory:
Rene reported that we continue to receive responses.  The plan is to go “live” at the end of November though we will continue to add new responses on a quarterly basis.
 
Street Banners:
Rene reported that she sent out a preliminary RFQ with specs for the banners including installation. We are required to get three quotes, but this will give us an idea of what can be expected budget-wise.
 
After a discussion of possible themes for the banners, a majority vote determined that five icons representing the Island will be the theme; a distinctive building, bridge to the world, water, natural beauty and a sculpture.  It was further suggested that the banners should be colorful, simple graphics and limited to 2-3 colors.  Rene said that she hopes to have a preliminary budget at the next meeting.
 
Rene requested that members review the Nanaimo Street Banner Comp sample that she distributed and email her with comments pertinent to the Call for Artists for this project.
 
Public Art & Outdoor Gallery:  
Erin Vivion, Chair
Rock Painting Party: 
Erin reported that she and Joy held a Rock Painting Party as a part of MI Rocks during the Mosaic Ribbon cutting at Luther Burbank Park.  Rocks are ready for Arts Council members to pick up and hide!
 
Relocation of Milk Bottles Sculpture:
Erin reported that the Milk Bottle sidewalk inlays previously located on the corner in front of Paggliacci’s Pizza aren’t there anymore.  Amber reported that they were stored by the city during construction of Paggliacci’s. They failed to have them reinstalled when the new sidewalks were installed and are now proposing that they be relocated to a site on 30th Avenue SE behind Island Books.  The Arts Council would like to recommend that they continue to be stored and that they go into the sidewalks around MICA during that construction.  Councilman Sanderson suggested that the Mercer Island Historical Society should also push back on the city’s proposed location.
 
Councilman Sanderson reminded the arts council to be sure DSG is aware of artwork before they handle new projects. It was agreed that we need a master document showing the location of all artwork on the island.  Erin will email the streetscape that she has been working on.   
 
Outdoor Garden Sculpture Update:
Erin presented a request to exhibit in the outdoor gallery from artist, Ingrid Lahti.  The piece is titled “Rippling Water” and priced at $38,000.  An pointed out there is a nice big space available between “Thanks” and “Bird Mountain”. 
 
An motioned to accept Ingrid Lahti’s Rippling Water sculpture for the outdoor gallery.  The motion was seconded and passed unanimously.
 
Mostly Music in the Park
Joy Liechty, Chair
No Report
 
Community Relations
Joy Langley, Chair
No report
 
Staff Report: 
Eileen Hemmis Trifts
Indoor Gallery 2017 Exhibits:
Eileen advised the Arts Council that there are only two exhibits on the books for 2017, and the first one, Seattle Co-Arts isn’t until May.  Though we have been advertising for applications on the website, through Facebook, other arts organizations (4Culture, etc.) and print media, there have not been many applications received for next year.  Unfortunately, it looks there may be some blank gallery walls for part of the year unless the Arts Council can find a way to increase interest.
 
Color Pencil Society Exhibit Request:
Eileen reported that the Color Pencil Society has requested a gallery exhibit in the September 11 – October 27, 2017 show slot. 
 
An Tootill motioned the Color Pencil Society be accepted as an exhibitor in 2017.  The motion was seconded and passed.
 
Rene thought it would be nice to have some sort of display in the gallery using the banner entries.  It will depend on the timing and whether or not there is an exhibit booked in the gallery.
 
General Business
There was a discussion about Section 6 of the bylaws which states:
6.  RESIGNATIONS
Arts Council members shall forfeit his/her position by failing to attend three (3) consecutive regular meetings of the Arts Council without being excused by the Arts Council Chair…
Though this has not been strictly enforced in the past, Arts Council Chair, An Tootill wanted to know if it effects the numbers for a quorum, should a member who is unable to participate step down?  It was determined that it would be helpful to know if giving the absentee member the option of taking a leave of absence might lower the number required to make a quorum.  Amber said that she will check with the City Clerk.
 
Adjournment
The meeting adjourned at 8:45 pm
 

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