001I do it myself okay so now we need to do an approval of the agenda tiny second yeah great any changes great why are we going to take up this report yeah we'll be talking about that under the report from workgroups it's not identified it as a separate Bowl just a blank agenda attachments yeah yeah yeah and if in the future Nvidia know when we have attachments that we'll be addressing in the meeting can we have them listed in the agenda where we will be addressing them yeah so all the attachments that we're gonna be talking about and the report from workgroups seeing as there is no public comments what I'm removing the things too under sorry vote to approve the agenda all in favor say aye all those opposed okay move forward route no
002public comments now we're gonna move to approve the minutes well why don't we just wait and look at them I guess at the next meeting and I haven't seen them minutes no no we focused on the retreat stuff that you prepared that's a lot yeah but you should be reviewing the minutes of your last four movie yeah well the retreat was a formal meeting but there was a meeting before the retreat that's right yeah and that we haven't reviewed yet so we haven't reviewed the minutes of November meeting and retreat so at the next meeting we should be looking at three different minutes today's November's and every clip it's a little plan for that all righty moving on to old business and I don't believe there is any whole business a new business report from
003staff need activists yet the stadium bridges the glass there's broken glass the replacement panels have been ordered and I'm looking at Vinita the north the last I knew which was last week they were in customs in New York they were I don't know if they've cleared customs they're here now so we're moving forward with those were able to to replacements right that's the etchings that are already etched her daughter here is do we know is there a window when you go doesn't stuff I don't know yet yeah but they're here which is good news after much waiting look forward to seeing them up mm-hmm any other items from staff okay so report from workgroups when we're gonna look at these attachments guys the first attachment is that report that we were charged with presenting to
004Council by February 1st which is why we met and did the retreat and came up with those goals so the two items that are supposed to be included in this report which I spell out in the first paragraph in the overview is our basically our CIP recommendations and our goals for the fiscal year it doesn't start till July so based off of our conversation and the notes that are at that meeting I basically say we've already put together a CIP and looked at it we don't have the exact date of that Benina said she was gonna get back to me on that information so that last sentence of the overview you see X's where there's supposed to be a date we'll be adding a before it goes to council do you know that day no
005I have a I do have a change in this in that same paragraph you're talking about Connie brown was also sure in addition since we have the new dated one that we're gonna be looking at momentarily CIP report the last sentence there's gonna say a complete list was reviewed by City Council on with the date and an updated memo with one edition is attached so the entire list of all of the projects that have already been approved with the additional project will be attached to this report when it goes to City Council because you know Bonita was recommending that we should give them a complete list so they see it all again see you in one spot on all in one place and then we could star the addition or Bonita was recommending we put
006them in order of when they were advised fiscal year so like there would just be one under this whole year 2019 and then the rest will be fiscal year 2018 when they were recommended yeah our concern was if if they go back to Council again does that give them an opportunity to rescind ones that were already approved that's a good question and I thought we were supposed to be doing yes they should see what was approved last year maybe not as a consolidated list so maybe it's two separate memos I really wanna keep this one as it is and then put an old memo on it that makes sense yeah attached to the jacket with the attached to the report of the report and we could also attach the old list maybe was like not
007in the top like approved on with the date and that's gonna be in the that make sense yeah and him do that Bonita has started to compile the list for us for us for tracking purposes so I think that's perfectly appropriate for everybody to have but it seems like the new stuff should be part of the new report and the old stuff a separate attachment those changes make sense appear since you're gonna make them and then the rest of it is the goals that we talked about and if there's any additional people who should be added to these work assignment groups who want to be involved we can add your names at this time or obviously you can jump in whatever want to are there any other changes or things that stand out to you
008guys I would I would actually like to be involved in the identification of Public Works I know that there's work being done we've talked about an intern being hired this summer and so under Section under two Deborah mold awareness the second one that we have a city website I'd like to work with you I have a question yes John how many work groups do we have how do we identify um we have five well we have the CIP workgroup which is not separated goal in here so that's one and then there's four well I wouldn't say the section one eight number four doesn't really have a work assignment group so probably four and how are we going to identify them in other words I'm on two work groups which what do they call what what
009can I say assignments and then there their promote awareness of public art that's what you're right they don't really have titles or not are there two work groups under promote awareness yes point is that would be useful to have a youth outreach if we're gonna have reports those work groups that have reports if I'm expected to have a report or whatever work group is I would like it listed so I know what's coming up so if we could identify it could just be whatever makes sense to you I don't care okay but so that I know that I'm assigned to this work group and it's called whatever it's called okay but Nina do you feel comfortable making up names or I can't hear Vinita I think the fourth one actually is in under number three
010which is support donations what's it the first one the first one that hasn't been this is a new group so it doesn't have a title so work group one is Mary thief wells deb mex ikot jonah Copley and allison buck is that correct yes and work group two is deb mex ikot khan brown merit evils and joan and then the third one is myself Allison and Colleen yes and the fourth one is myself no um are you talking about number three you take that as intersections well I guess there's five no you're breaking this into two oh okay okay so this was the CIT so are each of these points those supposed to relate to these groups that's what I'm confused about because we're talking about one two three four and we've got this one
011two three four here are they going to be listed differently or separately I'm know the work groups don't have numbers Kurt okay that goals have numbers on the okay and underneath some of the goals are to work group there would be the work groups which will be a named work group yes that's what we are doing up with names okay and then we will list those work groups somewhere else well the work groups are already here they just don't have titles so where it's um no signs right so we will give it more precise weekend names and range stuff so we're under number one where it says assign to marry these both Democrats we can say assigned to or fundraisers assigned to and then so each one will have a name and then I'll say
012Santa to you can let the workgroups make up their own names hey so if you feel strongly about the name of your group go ahead and email that name to Benita because she'll be adding them to the report but she'll be kind of she knows us well enough she was at the retreat she can glean names based off this fundraisers or youth committee whatever yeah I I don't care what the group is named or anything I just think it's kind of unclear that there are work groups and what they're going so that's all I'm just so it gets divided up so it's clear what's going on that's all okay so it will say through outreach and interaction with youth work group youth whatever assigned to will not make it clear it would be nice if
013our agenda underreport for workers listed each of these workgroups yep so we knew who was reporting yep that's why okay did you get that for me so in the future when we have our agenda we'll have each workgroup spelled out are we changing our current workgroups right now or are we maintaining the same work group based off of it there's we are well so in our retreat we came up with a couple new work groups which are identified in this packet so there are the same work groups from before which are also identified in here and then a couple new ones that are identified in here as well I think the only working group that won't isn't 100% clear and this report per se would be the CIP group because we talked about them kind
014of not as a working group up in the paragraph so we could add the words working through you up in that paragraph as well so if Anita and the overview or we talked about David Colleen and Connie we can call them a working group of commissioners yes so are the work groups taking the place of committees yes and so we no longer have committees we have work groups yes do the work groups I have to meet according to the open meetings I know what committees would yes so why are we having work groups instead of committees because everything we talk about in our working groups that need to be aired to the public and or need decisions we would talk about here in this formal setting so we don't need to have formal committee like
015public meetings when we're just talking and groups and working through yeah it's just we don't need that kind of if you if in your working group you find that you need to do that in a public forum or you want everyone to weigh a decision then you shouldn't be doing that in your working group you should be bringing that to one of our bimonthly meetings well the work group meetings be listed so the public can attend know if there's something that you want to attend any of these work groups you can invite them too but if it's something that you specifically want the public to hear then you should do it in this world well I think the public should hear everything we do and I don't I don't I think we run the risk
016of excluding the public by doing it that particular way I think that the Deaf see if the attorneys are the staff prefer to have work groups as opposed to committees I don't know why we wouldn't want the public at any of these meetings well when you do your work group presentations during this meeting you should be covering all of the topics and things that you discussed in your work groups so the public is really not missing anything and this was actually a recommendation by Chris Frost it's not coming from me it's coming from the city personally I'm kind I'm kind of challenged with it but I'm not gonna that's you know and this encourages you to make a thorough report when you're doing reports in this meeting about your working group about what you guys
017been talking about what you met about because this is the public forum where the public gets to hear about it so you know we're not hiding anything because everything that we're talking about in these working groups we're talking about again here and sharing with everybody that's why there's not really the need to make those additional meetings that are on the calendar and that the public comes to if they'll hear all that information here and one nice format makes it actually easier for the public to participate in our public art projects because they're all talked about here as opposed to having to go to five different working groups they can get all the information I think it was a good opportunity in informal setting just to kind of brainstorm ideas whereas once we do that a
018little bit more then we'll come here with a more and a flush down our presentable idea for a project that was my experience in the first oh yeah and I mean if there are things that you guys worked through in that working group where how you got to that final decision and you feel like those things are important to share in this meeting then obviously yeah you know sometimes your thought process is important to share so you know want to bring that information at this meeting as well but yeah like you said if it's a way to work out all those silly ideas without boring the public with them easier to itself we have one report that contains all of the work groups so if you have somebody on the work who wants to report
019out for that particular group we could just develop one single report for everybody and then have everything still listed on the agenda but has it have it in 1:1 format for everybody does that make sense you mean like one document attachment that would work if we have people who want to be responsible for reporting out for each group we should probably have summaries by a certain date and things like that usually the Friday before these meetings I meet with Vinita to go over the agenda so that would be a good time to have it by this meeting we didn't do that I just got back from Florida yesterday so I'm sorry about that we didn't have time to formalize a lot of the things we're talking about today so with the word groups just so
020I understand we can meet at anybody's home we can meet at at a moment's notice we can meet over the telephone make decisions that way we do not have to be crazy all right four or less people so it's not a we don't have quorum early therefore or less people so you don't have quorum in any of these groups that's part of the other thing about it you're not making any voting or anything that's why the formalities aren't as if it was a committee the quorum would be the members of the committee so there never was about a more than for this what she's referring to is there is not four of the full art commission on on a work group so you're getting together if it's at 4:00 you're not triggering a violation of
021the Open Meetings of the full body year but if it wasn't if we call it a committee it would be totally different is that my understanding yes we called it a committee instead of a work group we would have to meet in a public place we would have published agenda in the agenda we would have to do all of that but because we change the name of it even though we're doing the same thing we don't have to do that this was disgusting well I'm just clarifying in my head okay okay talk about a couple times that yeah I'll leave that issue this is a different topic but Jonah's name is spelled in a variety just trying to you know change your initials to see how many times it's a nice collection any other changes
022we need to review on the reporter issues concerns so do we need to move it or approval okay so do I have to do a first in a second and then okay so I have a motion to approve John all in favor discussion Oh discussion thank you I said what were approving kind of with the modifications that are noted like putting in the date putting in yes all the questions we've discussed here Vinita has been taking copious notes okay all in favor signify by saying aye it's approved great show up I be present if it is not and when is it going to be going to I don't know yet we'll let you know it will go as a communication to Council which is a written attachment meant to their packet I don't know if
023we're probably targeting the first meeting in February I'm looking at vanitas this the 22nd of this stuff so two week a week and a half okay it just received oh okay so it's just part of their packet all right so the other attachments we have here I will let the CRP Committee talk about these sure all right so the first one in your packet is recommendations on the art selection process you saw a draft version of this in at the November meeting and this is a slightly revised version this was something we developed a year ago and so these are modifications based on our experiences since then primarily with the artwork on Stadium the modification since November were primarily for a meeting with marie-claude fit the Art Center we had heard that she had some
024comments I just wanted to talk with her about the background on those so incorporated a couple of those in here as the changes are the underlined in red language compared to the previously approved version it mostly relates to trying to make sure that artwork is evaluated according to how it's actually going to be instead of how it might be presented and making sure that we get what we're paying for any questions or concerns for the CIP you make a recommendation to move to a qualification based selection process and RFQ versus an RFP yeah is that something that's decided on a project-by-project basis or are we moving to an RFQ format yep that was one that was in there a year ago yeah sure I don't know that anyone has done that yet I don't know
025we actually have probably haven't even gone through an art selection process since then so yeah it probably would be decided based on the project what seem to make sense for that was this document drafted before the stadium bridge selection no I don't believe so okay so quite a ways after okay thank you I wouldn't just give a thumbs up to that to the art thank you yeah as some of you this might be the first time you're actually seeing it formally in a meeting so definitely if you have comments or concerns unrelated to the red areas other areas you know those are welcomed as well it seems like some of the languages like suggesting thanks do we need to make it more finite in a final draft or I figured all we could do is
026really make recommendations this doesn't have the force of law with anybody but yeah okay and is there anything in particular to be different - yeah I think to leave it open to the committee's and different groups to be able to determine what's best for them but to follow the broad principles of this okay were there any places in particular that the vagueness stood out like I read it last night at like midnight so I and I didn't it was on my computer I didn't make notes I was just trying to look through but I think it's very concise but it is very bronze I just wanted to yeah just see yeah the other place that we would use these is when a when an artwork comes back to us for a recommendation to council our
027recommendation is primarily does it follow our guidelines which would be B's for how hard is selected and so you know if there was something that really went against these that would be it discussion about what every we should recommend it yes finally I think you did a wonderful job and they are guidelines and we're required by our bylaws to revisit these guidelines every year and suggest changes and improvements to them so each of these reflect challenges that we found in various projects and having sat through each of these projects I think that David is committed an exceptional job addressing it without trying to make a hard and fast rule but just recognizing challenges that the contractor might want to consider and so I think it's a good product and it's an ever-changing one we're required
028by our bylaws to revisit it every single year it is a ring I have a question about the use of the sacrament does this go to as part of the RFQ or when you're trying to get a contract someone to do the selection process or when do they see this or do they see this document I'm smiling because we haven't done it yet so you're asking we wouldn't start we would start this with the project staff that's charged with the project that has the alert and this would be their guideline for going forward and incorporating the art into the project and in the past unlikely in the future would be going out to look for a body to help the whole process and this would be the document provided to that consultant okay protecting the
029process as part of their contract or you're asking a specific word that we're not there yet I don't know whether it would be in the contract or would be a guideline that we just get that unless they get the contract okay yeah it would be in their scope of services a lot of this if not all of that would be reflected in their scope of services I think I was just going to say yeah this is probably not appropriate as a part of a contract but as some recommendations for how they function I would think it's very appropriate and it certainly should guide a staff person who's putting that together on a stadium project when we did review that to forward it to City Council there were aspects of the process that we were not
030thrilled with that the Art Center followed but they followed what was in their contract listen they came from city staff so that's where we need to change that if we'd expect to see a chest of it consultants that's right this provided understand great do we have to vote Island I think we do that this should be this is one of our reports to City Council just like you okay is this gonna go today meeting them all right um so anyone can move to and all in favor Oh discussion I feel like we've already had that if I forget that discussion all in favor the last document we have to review tonight is also from the CIP working group take it away sure first of all I should note that Connie wrote this one the CIP
031this year what another one of the things that we do every year probably the most important thing that we do every year at least the CIP committee is review the the capital improvements plan from the city to decide which projects are suitable for enhancement of public art so primarily having had some past recommendations that have already gone to council and been approved we're mostly looking at newark new projects in the CIP and this year the CIP was frankly pretty boring it was very practical focused there was a lot of road resurfacing and sidewalk repairs and utility repairs and things like that so there was not a lot according to our own guidelines for what what would be appropriate for enhancement and we should probably talk about the parking structure fencing which is in here this
032is fencing high up on the parking structures basically to prevent people from jumping off so it's probably likely to be unattractive and it would be great to have it enhanced with artwork on the other hand it's a pretty modest budget and we could we didn't feel like we could recommend a giant add on to that for our work so I don't know how much we can really get with $10,000 is is it even worth including I'm not entirely sure I would love to see in fencing enhanced but it may be too expensive well with the overall budget for the project have some additional dollars that may have been relegated for in addition to this ten thousand well there the budget for the fencing is eight hundred and sixty three thousand dollars okay and we've kind
033of used as a guideline about one percent of the project budget or our work because that's traditionally what has been done both here and almost everywhere and the big $10,000 though is a little more than that I might add that the the Wiener fishes on Kingsley and first that was $20,000 so now $20,000 really made an impact so I think it's possible $10,000 could actually do something with the fencing so I would you know depending on how oh it's approach so we have I think some examples in town of art work that really is dramatic at that kind of price point the parking structures are under DDA yes not directly the city and I believe historically the DDA has been very favorable to our enhancements I would say by leaving it in and having it
034there you may trigger a thought that has not occurred yet in whoever's managing the degage project about putting on that fencing or changing yeah voting member who has the same budget Oh at least temple just suggests but I'm just saying it would be laughs I can't speak for the DDA but it would probably look that favorable yeah I mean I don't think it hurts to include it I'm just not entirely sure but of what we can get if especially if we were limited to the ten thousand dollar budget but I'm doing a beautiful up there yeah the other thing there there's it's a ways off in terms of timing but the State Street Road improvements would be a big issue a lot of people talk for many years about State Street is a major entrance
035of in the city which is just kind of got off will agree with the broad expanses of pavement own dead trees bushes stuff like that so some sort of welcoming art feature would be wonderful as part of that redo of that whole area so I would say certainly think that one is worth pursuing and there was not not much else in terms of new projects that didn't even looked like it might remotely have potential there's a modest renovation at the downtown fire station but it was all areas that our staff and we could never even see it the other thing that's worth noting is that a couple of the items that were approved for enhancement in our previous report have been removed from the CIP there were things like train stations that work speculative all
036along and are now considered to be far enough in the future that they're outside of the term of the CIP questions so are these two projects potential projects are recommendations for 2019 or how does that work or yes yeah okay nice project the ones that we sent through last year are already approved for enhancement by City Council so this will be adding two more today I would be curious to it join this committee to identify sites that could see enhancement I don't know how that works or what well and you do the working group in our report huh we'll add you to the working group an hour with me yeah the working group yeah I think that's it's fun Division I am curious how many parking structures are being considered or would be considered was
037there as many I know they just added fencing on the William and main the fencing on those did not occur through the CIP they didn't hit the CIP threshold okay i'ma believe I believe the parking structure fencing here I don't know how many structures that - yeah I do not know that but I do know that the and Ashley parking structures are actively being looked at her as being designed for expansion okay I was wondering if um since some of the projects have been pulled out last year after we submitted our recommendation up for the CIP there was a lot of public money and things like that and now this is an addition but yet there is a substantial amount that's gone off in the list so I'm wondering if there's some way that that
038can be presented to in the report to Council so that they they see that there's also a subtraction of what about was last year just to avoid confusion by the public and seeing it as a continuously growing amount instead of balance to it yeah does that make sense so much they're saving basically well I think it also shows that please come and go right it's not a set thing it's based on what actually goes forward and then it has some more stops and there's a money spent the day that they approve it is potential so yeah all of this approval is is putting it into a potential future budget that would get approved again if a project actually moves forward yeah here is your microphone oh I can't we can't hear of anemic what did
039you say that he doesn't I was letting kind of know that she has a of current list of budgeted CIP projects once we developed that a little bit more and there's some additions to I'm who's responsible who has the project it will be a nice list to start working from to see what actually has been budgeted for yeah don't do we want to then hold off on this report to the first meeting in February so you can have that attached correctly well that attachment is only projects that have gone forward yeah but if you were concerned I heard a concern that adding these two on would made the impression they're being piled on it to everything else without the listing of the project chapter I have I my personal feeling is that we still need
040one consistent list with every single thing that's being considered that's been budgeted that way it's just a lot clearer for folks in my opinion that's why I was asking if the group and it gets back to the same question as before if we submit a composite list that has everything in it does it give a chance of pulling out things well they're not high I thought they're just getting it as an attachment to their thing they're not yeah there's a difference between tracking all of the things that we're doing versus these are what we approved for this fiscal year these are that fiscal year for the future those are two different things and just logically to me that if this is our what we're recommending for the upcoming fiscal year that's what it hadn't have
041in it accompanying it if we want to say if this is the list that were working from these projects are no longer out or whatever I think that's fine but two different things they don't yes Jeff the council has to vote on something so we're presenting something that they're literally going to vote on that I think the chair that so they need to agree with this actually as a vote council doesn't vote on this yes they do they did Lester they did to our last lists okay they did all right cuz the CIP only most of the plan information last year the council voted on a series of lists it was reported in the newspaper that we were recommending two million dollars it was inaccurate but that's what the council actually did vote on so
042I don't know whether or not w-4 as presented to us because the previous years have gone down as just a recommendation that they've accepted but not approved so you had no formal authorization included religions so that's why it had to go to Council for approval but I'm wondering whether they should be annotated when we do the capital budget if it's a mere one of their capital budget annotated enhanced not I'll pick it up put the budget okay whether they vote on that I think you sweetly clarification because this is totally different from everything we discussed yes yeah I just have some excuse me but I just had the thought when you were saying that CIP enjoy the council all DC's the first year of this but you can approve it and we'll figure out the
043correct way to take it forward okay so are there any other questions about this document as it stands and recommendations do I have a motion to approve John a second all in favor Oh discussion I get it favor great thanks guys these are great recommendations I'm excited to see them the other thing that you should know is I think this may be the first time we've ever actually done this schedule any other reports from our working groups I'm sure you guys have been working fire between our last have any reports just really small just that today was the first day of the master rain gardens class that I started and so there's actually one member on Planning Commission the teachers for in the class and I'm hoping that that will kind of inform the possibility
044of a project involving some youth to do something like that maybe a mural as well so it's got the first step and see if they can come to work well let's keep us up to date any other news things you want to share before we adjourn all right adjourn you