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60-07 RESOLUTIONRESOLUTION NO. 60-07 A RESOLUTION CREATING THE FAYETTEVILLE ARTS COUNCIL AND ESTABLISHING THE BYLAWS, RULES AND PROCEDURES TO GOVERN SUCH COUNCIL. WHEREAS, the City of Fayetteville recognizes that a vibrant arts community enhances the quality of life for residents; and, WHEREAS, the City of Fayetteville owns significant lands appropriate for the installation of public art; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I. That the City Council of the City of Fayetteville, Arkansas hereby establishes the Fayetteville Arts Council to help define the community's identity and sense of place, promote social interaction, bring the arts into everyday life, and memorialize the past while expressing shared values for the future. Section 2. That the Fayetteville Arts Council shall be governed by the Bylaws, Rules and wimp,/. Procedures, attached hereto as Exhibit "A," and made a part hereof. .................. .•?,15) • t\IN2( 0*•;SA i:•,.., .' C.) t ...P -.: -..... • • cc' f. .1:0 • • .:3:1 ff. : FAYETrEVILLE: APPROVE '1'; tt.., co • k. z • S. .7. •-• By By: . 4iiiiii ........ DAN COODY, Mayor 4 SONDFtA E. SMITH, City Clerk/Treasurer PASSED and APPROVED this 3'd day of April, 2007. ATTEST: EXHIBIT "A" FAYETTEVILLE ARTS COUNCIL Sections: 1. Purpose 11. Created III. Members; Terms IV. Officers V. Meetings; Quorum; Voting VI. Rules and Regulations VII. Powers and Duties VIII. Compensation VIIII. Policies I. Purpose. The purpose of the Fayetteville Arts Council shall be to promote and to encourage the appreciation and enhancement of the arts and culture resources of Fayetteville. The continued vitality of the arts in the City of Fayetteville is a vital part of the future of the City as well as of its citizens. The arts are an important part of the cultural and economic life of the entire community of Fayetteville and enrich the participants in the arts as well as those who observe them. Several organizations which exist in Fayetteville are active in the arts and provide leadership to the community on arts related matters. The creation of the Fayetteville Arts Council will assist those organizations and individuals. II. Created. The Fayetteville Arts Council is created and shall have the powers and duties provided in this resolution. III. Members; Terms. The Fayetteville Arts Council shall strive to be diverse and shall consist of nine (9) members comprised of visual and performing artists, arts professionals and other citizens of diverse backgrounds and strong links to the Fayetteville arts and cultural community. A minimum of four (4) commissioners must be working artists as defined by a broad interpretation as any arts practitioner working in the arts (listed here fro clarity as: architecture, dance, drama, film, video and animation, literature, music and opera, visual arts and new media), be they creative or interpretative, who either makes or endeavors to make a living from their work. A professional artist can also be defined through peer recognition. Al! members of the Fayetteville Arts Council shall reside inside the City limits. The appointees shall have three-year terms. All positions will be chosen through the standard appointment process by the City Council Nominating Committee. All Fayetteville Arts Council Members shall be approved by the City Council as follows: two for one year, two for two years and three for three years, thereafter all terms will be for three years. IV. Officers. At its first meeting. the Fayetteville Arts Council shall elect a chair and a vice -chair who shall hold office for one year. except that the first chair and vice -chair shall serve until the end of the calendar year. At the first meeting of each calendar year, the chair or vice -chair from the previous year shall preside over elections for chair and vice -chair. Neither the chair nor vice -chair shall serve as an officer for more than two consecutive terms. V. Meetings; Quorum; Voting. The Fayetteville Arts Council shall hold regularly scheduled meetings as set by the Fayetteville Arts Council. A majority of the members constitutes a quorum for meetings. Provided a quorum is present, any item must be approved by a simple majority of the voting members present at a meeting to pass. VI. Rules and Regulations. The Fayetteville Arts Council shall establish such rules and regulations for its government and procedures consistent with the laws of the state and the ordinances of the city. VII. Powers and Duties. The Fayetteville Arts Council shall be specifically responsible for, but not limited to, the following: A. The Fayetteville Arts Council shall review all offers of donation and provide a recommendation to the City Council. B. The Fayetteville Arts Council shall ensure the arts continue to be of value as an integral part of Fayetteville. C. The Fayetteville Arts Council shall promote the arts in Fayetteville to enrich the lives of its citizens through education and demonstration. D. The Fayetteville Arts Council may assist the City Council, the Fayetteville Parks and Recreation Advisory Board, Historic District Commission and the Planning Commission in using public art to enhance existing development in public parks and other public lands and in public structures. E. The Fayetteville Arts Council may advise the Planning Commission, the Fayetteville Parks and Recreation Advisory Board, other City commissions and committees and City departments regarding artistic components of all municipal government projects under consideration by the City. The Council may also serve as a resource for artistic components of land use developments. F. The Fayetteville Arts Council shall develop and recommend to the City Council policies and programs that would enhance and encourage the planning, placement and maintenance of public displays of art in locations open to the public within the community. G. The Fayetteville Arts Council shall encourage connections with other local, regional and national organizations working for the benefit of art and preservation of artistic values, and other similar activities. H. The Fayetteville Arts Council shall recognize and encourage groups and organizations that enrich life by bringing cultural and artistic values and artifacts to the City. I. The Fayetteville Arts Council shall pursue gifts and grants for support of arts programs and activities and the procurement of public art. VII. Compensation. Voting members of the Fayetteville Arts Council shall receive no compensation for services rendered. VIII. Policies. A. The Fayetteville Arts Council shall operate in the general public interest serving the community as a whole. It shall serve no special interests. B. The Fayetteville Arts Council shall not endorse any commercial product or enterprise. Connie Edmonston Submittdd B, City of Fayetteville Staff Review Form City Council Agenda Items or Contracts 3 -Apr -07 City Council Meeting Date Parks & Recreation Division Action Required: 4/3/07 60-07 le Ark aute-1 I Operations Department Approval of a Resolution creating the Fayetteville Arts Council and establishing the Bylaws, Rules and Procedures to govern such Council. n/a Cost of this request Account Number Project Number Budgeted Item Category/Project Budget Funds Used to Date Remaining Balance Budget Adjustment Attached Gulley Park Improvements Program Category / Project Name Gulley Park Improvements Program / Project Category Name Parks Development Sales Tax Fund Name Departme t Director CDS!City Attorney Date '7,1(9(07 L„. 3- vet- 07 Finance and Internal Service Director Date Mayor `31 -t -Z -072 - ate Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Comments: City Council Meeting of April 3, 2007 Agenda Item Number CITY COUNCIL AGENDA MEMO To: Mayor Dan Coody and City Council Thru: Gary Dumas, Operations Director From: Connie Edmonston, Parks and Recreation Director Date: March 15, 2007 Subject: Resolution creating the Fayetteville Arts Council RECOMMENDATION Approval of a Resolution creating the Fayetteville Arts Council and establishing the Bylaws, Rules and Procedures to govern such Council. BACKGROUND The Ordinance Review Committee is recommending establishment of an Arts Council to promote and encourage the appreciation and enhancement of the arts and culture resources of Fayetteville. The Committee held several public meetings and voted to forward this proposal to City Council for approval. DISCUSSION The Arts Council is composed of nine members comprised of visual/performing artists, arts professionals and citizens as appointed for three year terms by the City Council. A Policy for Donated Public Art, Monument and Memorial was also approved by the Ordinance Review Committee. The approval process for donated art, monuments or memorials is as follows: Step 1: Requesting donor submits a proposal letter to Parks and Recreation Staff Step 2: Parks and Recreation schedules a consultation meeting with the donor to review the Policy and Request Form Step 3: Donor completes Request Form and submits it to the Arts Council **Parks and Recreation Staffmay submit the proposal to the Parks and Recreation Advisory Board (PRAB) if the project has a significant impact on City Parks or recreational programs. PRAB's recommendation is forwarded to the Arts Council. Proposals will be forwarded to other City Divisions as necessary for their recommendation to the Arts Council. Step 4: Arts Council reviews to approve, modify, or reject the proposal. Step 5: Arts Council submits the proposal as an Agenda Item to the City Council for final approval. **Rejected proposals will not be presented to the City Council unless the City Council requests to review the proposal. City Council Meeting of April 3, 2007 Agenda Item Number BUDGET IMPACT The City may consider maintenance of approved donated art work, monuments and memorials if they meet City standards for construction and materials. However, complex or large memorials that require significant and costly maintenance would require insurance, a bond or an endowment fund, and a maintenance schedule by the memorial donor to ensure the project's condition is satisfactory to the City, as well as the donor. The posted insurance or bond should cover costs of installation and/or removal. If an adequate level of maintenance is not continued, the City reserves the right to remove or modify the project or a portion of the project. A Retention Policy, as well as a Deaccessioning Policy is established within the general policy regulations. Attachments: Resolution creating the Fayetteville Arts Council Donated Public Art, monument and Memorial Policy Request Form A.C.A. § 5-68-302 et seq. RESOLUTION NO. A RESOLUTION CREATING THE FAYETTEVILLE ARTS COUNCIL AND ESTABLISHING THE BYLAWS, RULES AND PROCEDURES TO GOVERN SUCH COUNCIL. WHEREAS, the City of Fayetteville recognizes that a vibrant arts community enhances the quality of life for residents; and, WHEREAS, the City of Fayetteville owns significant lands appropriate forthe i 0 4 installation of public art; 1 ---, :i NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: • ; \ , I , . 11, Section I. That the City Council of the City of/Fayetteville, Arkansas hereby establishes the Fayetteville Arts Council to help:define.' the community's id\entity ancisense of place, pr:olnote social interaction, bring thearts ' nto everyday life, and memorialize the past while expressing shared values for the future. ii • . \ 4 That the ,SeCtion 2. ThFayetteville Arts Council'r-all be goverrild by the Bylaws, Rules and -tItrailt-r— 11'11N j ' 7 /1- I , , ..../ _ ....-- Procedure: attached hereto as Exhibit"A; and made a part hereof. t, •4 A d N ,Eit,:-., d PIASSED and AEPROVED thiS\3tdayrdf April, 2007. fr APPROM.: ifATTEST: By: By: DAXCOODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer EXHIBIT "A" FAYETTEVILLE ARTS COUNCIL Sections: 1. Purpose 11. Created 111. Members, Terms IV. Officers V. Meetings; Quorum, Voting VI. Rules and Regulations VII. Powers and Duties VIII. Compensation VIIII. Policies „ I. Purpose. The purpose of the Fayetteville Artsolincil shall ye‘ -to promote ancl to .; encourage the appreciation and enhancement Ofi the\Ppart arts and culture resources 61.:' Fayetteville. The continueFlivitalifYrOlthr arts in the City"of Fayetteville is a vitaof the future of the Cty as kkelljas of, its.citizens,IIThesartsore an important part of the cultural andipari-Sititc lifeRf the 'entire corriniu" nity •of \Fayetteville and enrich the —Kr, •1 ,--- partieipanTin the arts as well las those who observe thent,„Several organizations which 1 )t • + / / , exist iil-Fayetteville aretactivetin the ails and provide leadership to the community on arts related 'matters. The; creation of the Fayette-ville Arts Council will assist those "4 organizations and indiindualS ‘‘j.> 1 II. Created. The Fayetteville -Arts Council is created and shall have the powers and duties provided in resolution. III. Members; Terms. The Fayetteville Arts Council shall strive to be diverse and shall consist of nine (9) members comprised of visual and performing artists, arts professionals and other citizens of diverse backgrounds and strong links to the Fayetteville arts and cultural community. A minimum of four (4) commissioners must be working artists as defined by a broad interpretation as any arts practitioner working in the arts (listed here fro clarity as: architecture, dance, drama, film, video and animation, literature, music and opera, visual arts and new media), be they creative or interpretative, who either makes or endeavors to make a living from their work. A professional artist can also be defined through peer recognition. All members of the Fayetteville Arts Council shall reside inside the City limits. The appointees shall have three-year terms. All positions will be chosen through the standard appointment process by the City Council Nominating Committee. All Fayetteville Arts Council Members shall be approved by the City Council as follows: two for one year, two for two years and three for three years, thereafter all terms will be for three years. IV. Officers. At its first meeting, the Fayetteville Arts Council shall elect a chair and a vice -chair who shall hold office for one year, except that the first chair and vice -chair shall serve until the end of the calendar year. At the first meeting of each calendar year, the chair or vice -chair from the previous year shall preside over elections for chair and vice -chair. Neither the chair nor vice -chair shall serve as an officer for more than two consecutive terms. V. Meetings; Quorum; Voting. The Fayetteville Arts Council shall hold regularly scheduled meetings as set by the Fayetteville Arts Council. A majority of the members constitutes a quorum for meetings. Provided a quorum is present, any item must be approved by a simple majority of the voting members present at a meeting to pass. VI. Rules and Regulations. The Fayetteville Arts Council shall establish such rules 4p`c1.-"--.° regulations for its government and procedures consistent with the laws of the statifita 1 the ordinances of the city. ',,: 1.; '1. 4 VII. Powers and Duties. The Fayetteville Arts Council shall be sppcificallyd responsible for, but not limited to, the following: ''." 1 , A. The Fayetteville Arts Council shall.review all offer:4)f donation;and provide a tlif , b. i t I • I ' i ii.$41 li i / 1 \ 14111 i \I i • :' { : I 1 t; V I 1 recommendation to the City,,Coiu?cYllt.,1!" i III*: B. The Fayettgyille-Arts Council shalliensure the4artSecontinue to be'oftehlue as an integral parsirlatitfille.1111 Ainlil1 t Jii1 v • C. The 'StArtsetteville ACotiticil sh4flptomote1the arts in Fayetteville to enrich the lives of its citizens through education and cl8ifiOnstirtron. HII: 14:Id D. The Fayetteville ,, s Council -may assist the City Council, the Fayetteville Parks and RecreatisMAdvisolboarci, Historic District Commission and the Planning Commission in using public art to enhance existing development in public parks and other public lands i!' %.;Idfr and in public structures. E The Fayetteville Arts Council may advise the Planning Commission, the Fayetteville Parks and Recreation Advisory Board, other City commissions and committees and City departments regarding artistic components of all municipal government projects under consideration by the City. The Council may also serve as a resource for artistic components of land use developments. F. The Fayetteville Arts Council shall develop and recommend to the City Council policies and programs that would enhance and encourage the planning, placement and maintenance of public displays of art in locations open to the public within the community. G. The Fayetteville Arts Council shall encourage connections with other local, regional and national organizations working for the benefit of art and preservation of artistic values, and other similar activities. H. The Fayetteville Arts Council shall recognize and encourage groups and organizations that enrich life by bringing cultural and artistic values and artifacts to the City. I. The Fayetteville Arts Council shall pursue gifts and grants for support of arts programs and activities and the procurement of public art. VH. Compensation. Voting members of the Fayetteville Arts Council shall receive no compensation for services rendered. VIII. Policies. A. The Fayetteville Arts Council shall operate in the general public mterdst-serving the ) B. The Fayetteville Arts Council shall not endorse anY\commercial product or enterprise. d community as a whole. It shall serve no special interests. CITY OF FAYETTEVILLE DONATED PUBLIC ART, MONUMENT AND MEMORIAL POLICY 1. Purpose The City of Fayetteville is committed to the aesthetic development of the community. The City strives to promote community involvement and provide opportunities for the community to participate in the public display of art on City property, parks and rights of way, as the City determines appropriate, on a case by case basis In order to accomplish these objectives and provide guidelines and procedures for governing the acquisition, display, maintenance, potential deaccessioning and lending of Public Art for public display, the City has developed this policy. II. Donation Criteria The following items will be considered by City Staff, Fayetteville Arts Council and Fayetteville City Council when reviewing each donation request. 1. Identification of Art Work: Individuals or groups may be recognized for their donation of public art, monument or memorial project on public property. All art design and text of the project must be approved by the Fayetteville Arts Council and Fayetteville City Council. Memorial proposals honoring individuals or a personal event should be represented in a form that has a broad community interest and marks an event that has affected the conununity. The memorial must have timeless qualities that are considered to be significant of the individual, community or event being memorialized. Memorial proposals should represent the values of the community and be mindful offuture generations. The artist must complete the attached form and submit it to the City of Fayetteville Parks and Recreation Division at 1455 Happy Hollow Road. Description of the project, as well as a biography of the artist, is to be included. The memorial should be designed by a qualified professional in the field appropriate to the size, scale and complexity of the proposal. The Fayetteville Arts Council and the Fayetteville City Council will reject display works of art that are obscene (as defined by A.C.A. § 5-68- 302 et seq.) or violate other local, state or federal laws. 2. Site: All proposed public art, monuments or memorials must relate to and support their proposed site and/or community. While appropriate memorials may enrich a citizen's experience on public property, public open space is also a very precious commodity. Public art, monuments and memorials should be carefully reviewed to balance these two public benefits to protect the greater good. Any party proposing to install public art, monuments or memorials must propose three (3) feasible sites for their project along with an explanation of the significance and relationship to each site. A location may reach a saturation point and it may be appropriate to consider limitations or a moratorium of future art works or memorials at this particular location or area. Please consider the following when choosing a project site: a. The location will not interfere with existing and proposed circulation, use patterns or master plans. b. The quality, scale and character of the project is at a level commensurate with the particular location or setting. c. The project contributes to the proposed site location from a functional or design standpoint. 3. All Inclusive Costs* All costs of the project including, but not limited to cost of design, fabrication, plaques, transportation, installation, site preparation work, foundation, lighting, electrical, and permits must be financed by the requesting party. All inclusive costs should be stated clearly on the proposal form. Any party hired or employed by the requesting party must provide proof of insurance that may include and is not limited to: general liability, professional liability insurance, performance insurance bonds, workman's compensation coverage and others as required by the City. 4. Maintenance: The City may consider maintenance of approved donated art work, monuments and memorials if they meet City standards for construction and materials. However, complex or large memorials that require significant and costly maintenance may require insurance, a bond or an endowment fund, and a maintenance schedule by the donor to ensure the project's condition is satisfactory to the City, as well as the donor. The posted insurance or bond should cover costs of installation and/or removal If an adequate level of maintenance is not continued, the City reserves the right to remove or modify the project or a portion of the project. If the City commits to maintaining a particular art work, monument or memorial, and is unable to maintain the project at a level satisfactory to the donor, the donor shall have the opportunity to supplement maintenance as approved by the City in a written agreement. 2 III. APPROVAL PROCESS In order for donated art work, monument, or memorial to be accepted by the City of Fayetteville, each request must be reviewed in the following process. 1. Initial Feasibility Consultation: Applicants desiring to place art work, monument, or a memorial project on public property must submit a letter to the City of Fayetteville's Parks and Recreation Staff that outlines in sufficient detail the main purpose and concept of their proposal. Staff will schedule a feasibility consultation with the applicant and advise of this procedure. Parks and Recreation Staff reserves the right to submit proposals that are substantial or significant in size or scope to the Fayetteville Arts Council for their approval of the project's concept before embarking on further costly planning and study. 2. Written Proposal: After the consultation meeting with Parks and Recreation Staff, the applicant must complete the attached form. Applicant may be required to review the plans with the Planning Office and/or Engineering Division in order to comply with City regulations. (e.g. right-of-way, property set -back requirements, grading permit, etc.) A maintenance plan developed and approved by a conservator must also be submitted prior to final approval 3. Proposal Review, Approval, Modification or Rejection: The Fayetteville Arts Council will meet to review the proposal and schedule the applicant for a presentation of the project in order to make a recommendation to the City Council regarding the quality, validity and significance of the requested art work, monument or memorial to be placed on public lands. The Fayetteville Arts Council will consider appropriateness of the site location, size, shape and design, as well as general aesthetics in its review. The Fayetteville Arts Council will review the project to determine: a. If the project is adequately documented. b. The appropriateness and availability of the requested site for placement of the item. c. Whether the City has sufficient resources to: authenticate, document, research, display, retrofit or add buildings, improvements, lighting or landscaping, interpret, store, protect, conserve, insure and maintain the item(s). d. Public safety of the project. e. The legal issues, including but not limited to, ability of the current legal owner of the items to deliver unrestricted clear legal title together with all applicable copyrights, patents or other title rights in or to the item(s) without any limitations or conditions on the City's ownership and the time and costs required to acquire the item(s). Parks and Recreation Staff reserves the right to submit the project for review to the Parks and Recreation Advisory Board if the project is viewed as having a sigiuficant impact on a City Park or a recreational program. The reconunendation for this project by the Parks and Recreation Advisory Board will be submitted to the Fayetteville Arts Council. 3 The Fayetteville Arts Council will recommend approval, approval with modification, or rejection of the project. Fayetteville Arts Council's recommendation to reject the proposal is final unless the City Council requests a review. If approved, the Fayetteville Arts Council will request the applicant to complete the following steps prior to submittal to the City Council if deemed necessary. a. Prepare any additional submission requests as required by City Staffor the Fayetteville Arts Council. b. Provide evidence of financing or fund raising activities. c. Submit proof of insurance requirements for review by City Staff. d. Notify and present the project to the appropriate neighboring community groups or business associations that may be affected by the location of the project. e. Provide the Fayetteville Arts Council with comments and feedback from these organizations. f. Provide additional site plans, detailed design, schematic drawings and information as deemed necessary. g. Finalize engineering, structural or other similar review of the project with appropriate City Staff 4. Legal Department Review and Documentation: If the Fayetteville Arts Council should recommend accepting an offer of donation, the Fayetteville Arts Council will forward the project to the City Attorney for review and/or preparation of title transfer documents acceptable to the City. 5. City Council Approval: The Fayetteville Arts Council will prepare and submit the City Council Agenda Item. If approved, City Council will execute a formal resolution including any conditions to be placed on the donated projected and approve a contractual agreement with the artist and/or applicant and the City. The decision of the City Council is final. No offer to donate an item to the City will be deemed accepted without adoption and recording of a formal resolution by the City Council, duly executed and expressly accepting title to the donated item(s). The City Council has no obligation to accept, display, or maintain any item(s) donated to the City. The City Council has the right to determine, in it's sole and absolute discretion, what item(s) offered to it for public display will be accepted, displayed or maintained by the City. Once an item(s) is accepted by the City Council, the City shall be the sole owner of the donated item(s) and will have the right, in its sole and absolute discretion, except as limited by written title documents, to deaccession any donated item(s) without notice to or obtaining the consent of the donor. Deaccessioning: In order to maintain growing collections of Public Art it may be necessary, from time to time, to deaccession donated item(s). 4 IV. RETENTION POLICY: Donated item(s) will be retained in the City's Public Art Collection so long as they: a. Continue to be relevant and useful to the purposes and activities of the City. b. An appropriate site for public display is available. c. A public safety problem is not created by the project. d. No adverse environmental effects are created. e. Project remains authentic and original. f. The project withstands exposure to the natural elements. g. Project can be properly and cost-effectively stored, maintained, preserved, and/or used. V. DEACCESSIONING POLICY: Deaccessioning of donated item(s) may be considered when the conditions identified in the Retention Policy no longer prevail, or in the interest of imprOving the quality of the Public Art Collection. Examples of situations where deaccessioning would be considered include: a The item(s) has deteriorated beyond a reasonable means of conservation or in deteriorating, has lost its usefulness. b. The authenticity, attribution, or genuineness of the item(s) is determined to be false or fraudulent. c. The item(s) is redundant or is a duplicate that has no value as part of a series. d. The item(s) is located in an area where jurisdiction will be transferred to another entity or is made inaccessible to the public. Consensus: Donated items which have been accepted into the City's Public Art Collection will be deaccessioned only at the direction of the City Council, which shall consider the recommendations and comments of the Fayetteville Arts Council, City Staff and any public comment received. Deaccessioning Donated Items: The City will comply with all applicable laws pertaining to deaccessioning of art items, including contacting the donor and artist (if known). If the Title Transfer Documents provide for deaccessioning, such documents will determine the method and manner of the deaccessioning. Otherwise, the City will select from one of the deaccessioning methods outlined below. Generally, preference will be given to public sale, unless the City's analysis determines that another method would yield advantages or better serve the interests of the public or the City. In appropriate instances, appraisals of the item(s) to be deaccessioned will be sought from outside sources. Deaccessioned item(s) may be disposed of by means of private sale; exchange for another work; gifting the item(s) to a tax-exempt public institution; donating the item for recycling or destruction. In each case, the applicable laws will be followed before an 5 item(s) is deaccessioned. Destruction of the item(s) may be considered where the physical condition of the work is severely deteriorated or will be irreparably damaged by the deaccessioning process. Records of Public Art and Other Property: The City will be responsible for maintaining a data base in the City Clerk's Office of all Public Art Collection items acquired by the City under this policy. The database and/or files will include the following information: a. Copies of all correspondence and submittals from the donor(s); b. Copies of all correspondence and submittals to the donor(s) from the City; c. Copies of all executed title documents; d. Copies of all other documentation associated with a particular item(s), including but not limited to: drawings, photos, written descriptions, estimates of costs associated with acquiring, maintaining, providing security and legal expenses, etc.; any agreements between the City and donor(s) regarding the item(s); all estimates of value and appraisals, any public comment on the item(s); environmental impact reports or studies, if applicable; all written descriptions of the background/historical information associated with the item, including, information about the creation of the item(s) and the artist (if applicable) who created it; any warrant of originality; and any other information acquired by the City pertaining to the item(s); e. Copies of the Title Transfer Documents and any other written agreements; f. Records of maintenance; and g. Records of any deaccessioning. 6 Ta'tARKANSAS ye FAYETTEVILLE ARTS COUNCIL DONATED PUBLIC ART / MONUMENT / MEMORIAL REQUEST FORM Name: Address: City: State: Zip: Phone — Home Email: Work/Cell 1. Types of Donation Monument Sculpture Memorial Fountain Other (Please specify below.) 2. Artist Description of Donated Art/Monument: A written description of the background/historical information associated with any donated art item, including but not limited to, information about the creation of the item(s) and materials used. Additional information may be attached. (Models and/or pictures are to be attached or submitted with the proposal.) 7 If a plaque is requested in this project, please complete the following: Plaque Exact Wording: Size of Plaque: Plaque Material: 3. Biography of artist(s): (To be attached.) 4. Location for Donation: (Please prioritize.) Priority 1 Site: Specific Location: (Please attach a map.) Site Geographic Justification: Priority 2 Site: Specific Location: (Please attach a map.) Site Geographic Justification: Priority 3 Site: Specific Location: (Please attach a map.) Site Geographic Justification: 8 5. Project Budget Site Preparation Required: Cost: Narrative: Foundation: Narrative: Cost: Donated Art/Monument/Memorial: Cost: Electricity Required: Cost: Be specific: Lighting Required: Cost: Be specific: Maintenance/Endowment: Note: A maintenance plan must be attached. If an Endowment Fund is setup, please give proper justification for the funding required. Other: Be specific: Total Project Cost: $ Cost: Cost: 6. Cost Exclusion: Please list any cost or part of the project that will not be provided by the artist / donor. 7. Additional Employment Required by Artist: Please list additional party(s) hired or employed by artist to assist with work: 9