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HomeMy WebLinkAbout11/03/2010 CABNovember 3, 2010 The Colony City Hall, 7:02 pm CITY OF THE COLONY DENTON COUNTY, TEXAS MINUTES OF THE CULTURAL ARTS BOARD OF THE CITY OF THE COLONY November 3, 2010 A REGULAR SESSION of the Cultural Arts Board of the City of The Colony was called to order by Chair Ripperger at 7:01 pm. Present: Joan Lux Place 5 Jeff Scoggin Place 1 Kathy Costa Place 6 Casey Kidwell Place 7 Donna Arnold Place 3 Liz Ripperger Place 2 Absent: Laron Cheek Place 4 Citizen Input None 2. Approval of minutes of September regular session. Chair Ripperger corrected the name of the citizen that spoke on behalf of Pirate Days, Gina Genung. Member Scoggin noted several misspellings of his name, Scoggins. Member Lux noted that the section under item number 6 marked NOTE is to be omitted. Co -Staff Liaison Stansell to make corrections. Motion to approve minutes upon completion of the noted corrections— Member Scoggin Second — Member Lux Motion passed unanimously Review of Lakeside Arts Center (LAC) current issues/status. Citizen David Wallis of 9813 N Colony Blvd. with the Lakeside Community Theater noted that the Haunted House being held at the Lakeside Arts Center has wrapped. The cleanup has begun for the building and the surrounding areas to the building. The outside has been completely cleaned and the fence has been November 3, 2010 The Colony City Hall, 7:02 pm removed. Cleanup will continue through the weekend to ensure that all items are removed and the building is returned to its original condition. 4. Discussion and consideration of a community mural project (KIDWELL). Member Kidwell wanted to get a formal vote from the Cultural Arts Board regarding the project and check to see if any members have any questions. Member Scoggin mentioned seeing the mural located between Marsh Road and Midway Road in Carrollton which was completed in 1976. This particular mural was done by students who also maintain the mural every 4 years. Member Lux mentioned that she has historical photos of The Colony from 1970 to present, if there are those that have previous pictures they are welcome to present to be able to add to the mural project. Member Costa asked if any artists have been commissioned as of yet for this project. Member Kidwell stated that the search for an artist has yet to be started. Chair Ripperger asked for an opposition to creating a committee to be in charge of the mural project from here on out. All members were in favor of creating a committee. Motion to move forward with the mural project and create a committee to handle all proceedings from here on out — Member Scoggin Second — Member Costa Motion passed unanimously 5. Cultural Arts Board/Community Development Corporation subcommittee updates on the Cultural Arts Master Plan and Kaleidoscape projects. Member Lux noted that several submissions were received from various organizations across the United States. The Cultural Arts Master Plan Committee will be interviewing four companies on Monday November 8th from 6:00 PM — 9:00 PM. Chair Ripperger asked what the companies will be specifically interviewing for. Member Scoggin noted that the companies will be interviewing for a chance to conduct a master plan process within out city. Member Lux noted that the subcommittee will continue to lead this process along with help from the city staff liaisons. Member Scoggin mentioned that he will be stepping down from the Cultural Arts Board and has asked that Member Lux continue on in his place as co-chair of the Cultural Arts Master Plan Committee. 2 November 3, 2010 The Colony City Hall, 7:02 pm Chair Ripperger requested that this particular agenda item in the future not be so specific so that other sub -committees can be discussed as well. Staff liaison David Swain mentioned that this change was actually requested by City Secretary Christie Wilson to keep the items more specific and on point. Staff liaison Swain noted that we can keep the agenda item either specific or general however it would need to be consistent from here on out. 6. Discussion and consideration of off -premises signage for arts organizations and making a recommendation to staff for Council consideration (COSTA) Member Costa stated that one of our arts organizations located here in The Colony unfortunately was unable to find appropriate space here in the city limits and had to make the decision to rent space in Carrollton. This organization though based in The Colony due to the decision to move the event outside of the city limits was unable to post event signage around town. Member Costa requested that the Cultural Arts Board recommend a change to the ordinance in order to allow the local arts organizations the opportunity to post signage for their events even though they are being held outside of the city. Mike Joyce, Development Services Director for the city of The Colony, stated that this particular ordinance has a long and draw out history. The ordinance was put into place by City Council to ensure that our city is not cluttered with signage from outside cities and organizations. Currently the Community Image Department, formerly the Code Enforcement Department, picks up numerous signs each day from outside organizations that are placing signs in our town illegally. The ordinance states that only those events that are being held within the city limits will be permitted to post signage throughout the town for advertising purposes. Mr. Joyce did mention that if an organization is requesting to place signs around the city for their local organization for an off -premise event they can appeal to the Sign Board of Appeals. Each occurrence of an off -premise event would have to appeal to the Sign Board each and every time that the request would be needed. Member Kidwell mentioned that the specific criteria involved with this particular appeal is rather difficult to meet and due to the timely matter of this particular event it would not be appealed in enough time to be able to advertise for this event. Mr. Joyce noted that the appeal process is rather specific and the criteria are rather difficult to meet. Citizen Christi Martin of 5604 Longhorn suggested that the organization list the address of the group as opposed to the actual location of the event to appear that the event was not being held off -premises. Mr. Joyce noted that the ordinance still states that the event must be held within city limits in order to allow for the signage to be placed around town. November 3, 2010 The Colony City Hall, 7:02 pm Member Costa noted that the arts organizations in The Colony are growing and it would be beneficial to offer these types of appeals to those organizations in order to continue the growth within our city. Mayor McCourry advised the Cultural Arts Board prior to voting they look at the full ramifications that this decision could effect. If this decision is passed and presented to Council it would not only open the door for arts organizations to post signage throughout the city for off -premise events it would also open the door to any and all companies, organizations, etc for the same privileges as well. Member Scoggin noted that with this new information it is important to remember "in The Colony" and not "of The Colony". It is important to look at the bigger picture and that this decision could open up a whole new can of worms. Citizen Christi Martin of 5604 Longhorn stated that when choosing the name of The Colony Playhouse it was important to maintain The Colony name within their organization to support and show pride in the community. Motion not to act upon the sign ordinance to allow off -premise signage for local arts organizations — Member Arnold Second — Member Lux All in favor — Member Arnold, Member Lux, Member Scoggin, and Chair Ripperger All opposed — Member Kidwell and Member Costa Motion passed 7. Discussion and consideration of usage requests for the Lakeside Arts Center for July 2011 — December 2011. Chair Ripperger stated that items number 5 and 6 will be lumped together for this portion of the meeting. Chair Ripperger wanted clarification from The Colony Playhouse to further understand their request for usage. Citizen Christi Martin of 5604 Longhorn stated that the request was merely to inform the Cultural Arts Board of the needs of The Colony Playhouse. This is in hopes to show that they do not necessarily need the Lakeside Arts Center; however it is appreciated if that space is available for use. The requests for use of the facility for the board meetings would be for the meeting room located within the Lakeside Arts Center. Chair Ripperger had examined the Lakeside Arts Center usage policy to further understand those organizations that are authorized to use the facility. Under Chair Ripperger's interpretation the section designated as I F under Attachment A the only City Council authorized users of the facility are the American Legion and The Lakeside Community Theatre; all other organizations are not authorized by City Council to utilize the facility. Under this interpretation the Cultural Arts November 3, 2010 The Colony City Hall, 7:02 pm Board is not authorized to approve usage to any other organization that is not listed under Attachment A of the usage policy. Chair Ripperger requested justification from Mayor McCourry regarding the interpretation to ensure that this is what was intended by the addition to the usage policy by City Council. Mayor McCourry was not on Council at that time, however does remember when this particular item was brought to City Council. Citizen Christi Martin of 5604 Longhorn stated that this particular addition was to ensure that these organizations were not required to go through the same application process in order to be granted usage of the facility. Any new organization would have to be approved and go through the Cultural Arts Board application process in order to be granted a user of the building. Chair Ripperger stated that the City Council minutes from the meeting in question does not appear to be how the City Council intended the policy attachment and addition to read. Citizen Bob Bourbon of 6408 Laudwaulc Trail on behalf of The American Legion stated that the decision was made and it should stand on what has already been decided. According to Mr. Bourbon the space designated as The American Legion area was given to The American Legion exclusively by City Council. He stated that no one should or can be permitted to utilize his space and it would be a detriment to their organization if they are required to juggle other groups in that small space. Member Costa noted that under section I A it states that the use of the LAC may be granted through a license agreement approved by CAB. This section states that the CAB is able to make decisions regarding the usage of the building with a license agreement and it does not require approval from the City Council. Chair Ripperger stated that section F trumps section A in that the only approved users that the CAB can authorize use for the LAC are noted in attachment A. Member Scoggin noted that based on Chair Ripperger's interpretation the CAB has been in violation of the usage policy since the organization adopted the usage policy agreement. Member Scoggin noted that it is hard to believe that City Council would grant such a monopoly with respect to these two organizations. Citizen Bob Lux of 5101 Strickland Drive mentioned that when receiving clarification on this particular item it is important to understand whether or not the two organizations were granted priority usage of the facility and when the facility is not in use the CAB will be allowed to schedule the use of the LAC. Member Kidwell noted that in order to fully understand and be able to grasp the intent present by City Council with this particular addition it would need to be presented back to City Council for further clarification. November 3, 2010 The Colony City Hall, 7:02 pm Mayor McCourry noted that it is possible to add this item to the City Council agenda for November 161H Staff Liaison David Swain requested to make a suggestion to the CAB regarding this item. Mr. Swain noted that it would be a surprise to find out that the initial intent of City Council was to monopolize the use of the LAC to these two organizations. Staff liaison Swain suggested that the group function as they have been doing so in the past decisions and continue with the usage policy as previously interpreted. Citizen Paul Niles of 4517 Lakeridge Drive on behalf of the Lakeside Community Theater stated that in order to maintain a successful theater organization it would not be possible for two theatre groups to function effectively within the Lakeside Arts Center. Member Arnold noted that it would not be possible for two theatre groups to function effectively in the small space that is provided in the LAC. Citizen Christi Martin of 5604 Longhorn stated that it is possible for more than one theatre group to function in this facility as it has been accomplished in the past. Citizen Bob Bourbon of Laudwaulc Trail asked if this clarification would open up the entire facility to usage to any arts organizations. Chair Ripperger noted that this clarification would open up all rooms within the facility for usage to all arts organizations. Member Scoggin noted that in the past the legion room has been held separately and exclusively for use by The American Legion. Chair Ripperger noted that in order to function effectively as a board further clarification would be needed from City Council in order to understand what is fully intended by the addition added to the LAC usage policy. All members in agreement those items 5 and 6 would need to go to City Council for further clarification Item to be tabled until further clarification from City Council. 8. Discussion and consideration of usage requests for the Lakeside Arts Center from The Colony Playhouse for January 2011 — June 2011 Item was grouped with item number 5 - Item to be tabled until further clarification from City Council. 9. Discussion and consideration of assigning suites numbers to the Lakeside Arts Center for the United States Postal Service (SWAIN) November 3, 2010 The Colony City Hall, 7:02 pm Staff liaison David Swain needed clarification on which room will be assigned a suite and how the rooms will be either numbered or lettered. The building is listed as 6301B on the current postal services. Member Arnold noted that mail has recently been received with the address 6303. Staff liaison Swain stated that if the address is 6301B we would need to have numbers in order to keep the correct locations clear and concise, however if the address is 6303 then numbers would be sufficient. Member Kidwell noted that the four boxes would be divided amongst the Lakeside Community Theatre, The American Legion, and there would be two to be determined. Staff liaison Swain suggested that the Activity Room be 1 / A, the Legion room be 2 / B, the Crafts room be 3 / C, and the Meeting room be 4 / D. Chair Ripperger asked if all were in favor of this particular breakdown of the rooms and the cluster box numbers / letters. Mayor McCourry noted that a vote would be needed in order to officially record the approval. Motion to approve lettering / numbering as suggested by staff liaison Swain, of the United States Postal Service cluster box — Member Scoggin Second — Member Lux Motion passed unanimously 7 Liz pp rger, Chair �'� 'q"�c