AGENDA #10

MEMORANDUM

TO:	Roger L. Stancil, Town Manager
FROM:	Ray L. Kisiah, Jr., Director of Parks & Recreation
SUBJECT:	Public Art Commission Transition Plan Progress Report
DATE:	November 3, 2007

PURPOSE

This report provides information on the progress to develop a transition plan with the Chairperson of the Public Art Commission to bring the activities of the Chapel Hill Public Art Commission under the auspices of the Town of Chapel Hill as directed by Town Council at their October 22, 2007 business meeting. 

BACKGROUND

In June, 2006, Town Council created a committee to evaluate various administrative options for sustaining and improving Chapel Hill’s commitment to enriching our civic environment through public art.  The committee to recommended that Town Council create a new infrastructure, clearly identified by purpose, budget and staff as a distinct but integral component of Town government, for promoting, developing and implementing public art.  Town Council accepted and approved this recommendation on October 22, 2007.  The following steps were identified within the recommendation:

Authorize the Town Manager to advertise and recruit a qualified individual for the position of Town of Chapel Hill Public Art Administrator. 

Work with the Chairperson of the Chapel Hill Public Arts Commission to develop a transition plan to facilitate the creation of this new office within Town government.

Report back to Town Council on November 19, 2007 on progress towards this goal.

The committee report to Town Council further recommended that a committee evaluate and propose any necessary or desirable modifications to the public art infrastructure six months from the creation of the Town’s new Public Art Advisory Commission, with a follow up meeting two years from that date. This committee would include Town Council members designated by Council, the Town Manager or his designee, the Public Arts Administrator and representatives of the Public Arts Advisory Commission.

DISCUSSION

Progress towards the establishment of a Town of Chapel Hill Public Arts Advisory Commission is moving forward. The Town Manager has advertised for the position of Public Arts Administrator with a position closing date of November 30, 2007. 

Communication between the Town Manager and the Chairperson of the Public Arts Commission has occurred regarding the transition plan with the following issues to be resolved:

• Amend the Personnel Ordinance to establish the position of Public Arts Administrator within Town government.
• Draft a new Article XII for Chapter 2 of the Town Code to establish the Town of Chapel Hill Public Art Advisory Commission
• Provide for the transition of the current Chapel Hill Public Art Commissioners who desire to be members of the new Chapel Hill Public Art Advisory Commission.
• Identify existing contractual commitments of the Chapel Hill Public Arts Commission and determine the best approach to their management.
• Provide an audit of the Chapel Hill Public Arts Commission funds and return all Town appropriated funds back to Town control.
• Establish a budget ordinance for the work of the Office of Public Art and the Public Arts Administrator.
• Determine a scope of work for the Chapel Hill Public Arts Advisory Commission, the Public Arts Administrator and delineate this from the continuing work of the independent Public Art Foundation.
• Establish a time line for the transition plan.

The current Commission would at the same time take appropriate steps to modify its Articles of Incorporation and By-laws to assume its new role.  The current Commission is proposing to rename itself the Chapel Hill Public Arts Foundation.

RECOMMENDATIONS

• Until such time as the new Public Arts Administrator position is filled, the on-going operations of the Chapel Hill Public Arts Commission would remain as is.
• The current Public Art Coordinator position would remain with the Chapel Hill Public Arts Commission (to be renamed Public Arts Foundation) until such time as the functions of the Public Art Commission can be transferred to the Town.
• The Public Arts Commission would be activated by Town Council with initial appointments of the Commission being the same as the current membership of the Public Arts Foundation and structured on the same staggered terms as the current Commission.
• The Town Attorney will draft amendments to the Town Code authorizing the new Public Arts Commission for the January 19, 2008 Town Council meeting.
• The Personnel Director will draft a new personnel ordinance establishing the position of Public Arts Administrator for the January 19, 2008 Town Council Meeting
• The Town Finance Director will draft a budget ordinance for the work of the Office of Public Art and the Public Arts Administrator for the January 19, 2008 Council meeting.
• It is anticipated that the Public Arts Administrator position can be filled by February 8, 2008, depending on attracting a pool of qualified candidates.  As such, it is anticipated that the Public Art Coordinator of the Public Art Foundation will continue to work with the new Public Art Administrator for a transition period of no more than 60 days from the hiring date.
• The transfer of functions from the Public Art Foundation to the Town of Chapel Hill Public Art Commission will occur on or before February 8.