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WEST CHICAGO CULTURAL ARTS COMMISSION
                     AGENDA ITEM SUMMARY


ITEM:         4.a.2

TITLE:      2024 Art Banner Exhibit: Staff & Commission Roles

DATE:       March 7, 2024

ITEM SUMMARY:

To ensure that roles of City staff and Commission are clearly defined for the 2024 Art Banner Exhibit, the
following duties have been identified. Commissioners are requested to provide input and feedback on this
with the goal of finalizing a series of roles to present to the City Administrator for approval.
Roles of City Staff
City staff will assist with coordinating the production of banners, installing and removing banners,
promoting the Exhibit, and providing administrative support. As part of these efforts, and with the
approval of the City Administrator, staff members may fulfill the following duties:
    1.  Marketing and Communications Division staff will assist the Commission with the following:
              a.  Assistance with facilitating discussions with the City’s printing contractor and the
               designated volunteer Commissioner(s) to ensure a timely production period.
             b.  Provide limited graphic design assistance, as necessary, in the absence of the volunteer
              Commissioner(s) responsible for producing files.
              c.  Promotion of the Exhibit via the City’s digital communications platforms.
             d.  Administrative support with facilitating information from the Commission to other City
              Departmental staff and reviewing, approving, and processing of financial transactions
                associated with the Exhibit.
              e.  Perform an update of the Art Banner Exhibit webpage to include a new voting form for
                the 2024 People’s Choice Award nomination and inclusion of new banner images.
                 f.  Provide form results to Commission for confirmation of People’s Choice Award winner.
             g.  Production of (2) bulk email notifications that include:
                                i.  Notification to all submitting artists providing list of selected Exhibit artworks,
                       voting period dates, and tentative date of announcement of the Award winner.
                              ii.  Notification to Exhibit artists providing confirmation for date of announcement
                       of the Award winner and details of how to pick up banners.
    2.  GIS Division staff will assist the Commission with the following:
              a.  Development of a digital map showcasing the individual locations of each banner.
    3.  Streets Division staff will assist the Commission with the following:
              a.  Installation of banners the second week of May and removal of banners by the last week
                of August in accordance with the City’s Streetlight Banner Display Program. All banners
                 will be positioned within the Pedestrian-Oriented Zone along Main Street from
              Washington Street to Wilson Avenue, and Galena Street from Main Street to High Street.
Roles of Commission Members

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Commission members are tasked with designing the banners for the Exhibit, providing production-ready
files to the City’s contractor, confirming the People’s Choice Award winner, and planning and organizing
two volunteer Commissioner event(s). If desired, the Commission may opt to provide appropriate digital
images of artwork to the City’s contractor to facilitate the design of displays and creation of production-
ready files. As part of these efforts, and with the approval of the City Administrator, Commissioners will
fulfill the following duties:
    1.  Assignment of a volunteer Commission member(s) to manage the following:
              a.  Design template for banners and update template with submitted artworks and details.
             b.  Produce production-ready files of banners in coordination with the City’s contractor.
              c.  Serve as a designated point of contact(s) for the City’s printing contractor.
             d.  Proof artwork on behalf of the Commission.
    2.  Confirm the results of the People’s Choice Award voting period during a regular public meeting.
    3.   If desired by the Commission, design and produce certificates for 2024 Exhibit artists from the
        City to accompany banners. If signatures are required, City staff will assist with acquiring
        signatures and then will provide the certificates back to Commissioners for organizing.
    4.  Plan, organize, and attend two Commissioner volunteer events that are intended to:
              a.  Organize and identify banners after their removal, and accompany certificates with
               banners if deemed necessary. Event should occur at least 10 days prior to the People’s
              Choice Award announcement.
             b.  Organize a timeframe for Exhibit artists to pick up their artwork after their removal.
              Event should occur within 60 days of the conclusion of the Award announcement. If all
               banners are unable to be picked up, or an event is unable to be scheduled, City staff will
               provide a receptacle within City Hall for a designated time period in which submitting
                   artists can pick up their artwork during regular business hours.
MOTIONS PROPOSED:

    •   Designate volunteer Commissioner(s) to manage the duties outlined within the agenda item.
    •  Seek the City Administrator’s approval for the proposed roles for City Staff and Commissioners
        for the 2024 Art Banner Exhibit.