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HomeMy WebLinkAboutSeptember 18, 2026 Arts in Aventura Board Meeting AgendaThe City of Aven'tura 1. Call to Order/Roll Call Arts in Aventura Board Meeting Agenda September 18, 2026 10:00 a.m. Aventura Government Center 5th Floor Executive Conference Room 19200 W. Country Club Drive, Aventura, FL 33180 2. Approval of Minutes — August 14, 2026 3. Discussion of Projects 4. Public Input 5. Selection of Next Meeting 6. Adjournment This meeting is open to the public. In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and who need special accommodations to participate in this meeting because of that disability should contact the Office of the City Clerk, 305-466-8901 or cityclerk@cityofaventura.com, not later than two days prior to such proceeding. One or more members of the City of Aventura Commission and/or Advisory Boards may participate in the meeting. Agenda items are available online at cityofaventura.com for viewing and printing. Copies of agenda items can also be requested through the Office of the City Clerk at 305-466-8901 or cityclerk@cityofaventura.com. ARTS IN AVENTURA BOARD MEETING MINUTES AUGUST 14, 2026 10:00 A.M. Aventura Government Center 19200 West Country Club Drive Aventura, FL 33180 1. Call to Order/Roll Call: The meeting was called to order at 10:06 a.m. by Dr. Jacobs. The following members were present: Suzanne Abozina Tam Gryn Michael Jacobs Harrison Soffer Luli Sulichin Others Present: Bryan Pegues, City Manager Ellisa L. Horvath, MMC, City Clerk Principal Dr. Andrea Beck, Aventura City of Excellence School' Principal Dr. Geoff McKee, Don Soffer Aventura High School2 The meeting proceeded as a quorum was established. 2. Approval of Minutes — June 26, 2026: A motion to approve the minutes of the June 26, 2026 meeting was offered by Dr. Jacobs, seconded by Ms. Sulichin, and unanimously approved. 3. Discussion of Projects: Student Art - America 250 Project: Ms. Gryn reviewed the America at 250; The Future We Imagine Student Public Art Initiative School Year 2026-2027 document including the following: Initiative Overview, Eligibility & Schools, Theme: America at 250, Where Your Artwork Will Appear, Submission Guidelines, About the Bus Shelters, About the IKE Smart City Kiosks, Awards & Recognition, Selection Criteria, Proposed Timeline, and Community Partnerships. Principal Dr. Beck and Principal Dr. McKee provided input on the process they would follow in their respective schools in working with the art teachers and disseminating the information, as well as determining what should be done for the winners. Ms. Sulichin 1 Left following the discussion of student art project. 2 Left following the discussion of student art project. City of Aventura Arts in Aventura Board Meeting Minutes August 14, 2026 reported on discussions with the art teacher at Waterways and following up with her. It was the consensus of the Board that past work and photos could be submitted, another shorter document would be provided for students, and the goal would be to work towards a deadline in November. A motion to approve the document was offered by Ms. Sulichin, seconded by Ms. Abozina, and unanimously approved. Art Installation - Loan Art Exhibition Project: Ms. Abozina reviewed Katie Stout's Gargantua's Thumb Proposed Loan Exhibition City of Aventura 2026-2027 including the following: About the Work, About the Artist, The Sculpture, Loan Proposal, and Why Aventura. She further discussed the loan from the Miami Design District, for 6-12 months, with a contract to be provided by them for review, the 6 sculptures to be provided, reaching out to installers, looking into sponsorships for installers with associated credit for same, and determining locations. Consensus was provided for Ms. Abozina to request a longer time period of two years for the loan. The Board discussed the following: budget, installers, and possible request for proposals (RFP) for the installation process. Mr. Pegues noted that the locations and pieces needed to be identified to determine if an RFP would be required for the installation or if a current contractor could be used. He additionally reported on a consistent sponsor. It was noted that the locations should be City -owned right-of-ways, such as along Country Club Drive. Consensus was provided to look into having a fundraising event one to two times per year. The Board discussed ideas such as: music, artist display, comedy show, live portrait artist, exclusive dinner, and artistic table scapes. Consensus was provided to look into having a fundraising event in mid- December/January for an exclusive dinner with high -end donors and providing live portraits. Causeway Underpass Art Project: Mr. Pegues reported on the items that would be needed from the Florida Department of Transportation for the application process including the material to be used (paint or tile). He additionally reported on plans for a pedestrian path on the causeway in the near future that could affect art on the causeway. Consensus was provided for art to be provided on top of the overpass on each side or on the concrete berm. Mr. Pegues will explore both options. Page 2 of 3 The Board discussed selecting a local artist or college students. A motion for the project for the New World School of the Arts students, to be supported by an experienced artist mentor, was offered by Ms. Gryn, seconded by Ms. Sulichin, and unanimously approved. Mr. Pegues will invite a representative from the Florida Department of Transportation to attend the next meeting. Artist Residency Project: Ms. Abozina reported on working with Turnberry and the City for a 3 -month residency, with the space and programming to be determined. Ms. Gryn will start drafting an open call document with a proposal and specs for Miami - Dade County artists. The following additional items were discussed: Concert in the Park: The Board discussed the concept for a classical music concert in a City park in January/February at 6 p.m./7 p.m. Mr. Pegues discussed the parks that would be conducive including Veterans Park, Peace Park, and the Park behind the Recreation Center (not Founder's Park due to the artificial turf restrictions). Ideas to explore included food trucks, Shakespeare in the Park, New World Symphony, and Fever candlelight concerts. The Board additionally discussed other outdoor installation areas. 4. Public Input: The following members of the public provided comments: Jonathan Greenwald (Core Asset Group, LLC). 5. Selection of Next Meeting: Consensus was provided to schedule the next meeting for September 18, 2026 at 10:00 a.m. 6. Adjournment: There being no further business to come before the Board, a motion to adjourn was offered by Ms. Sulichin, seconded by Ms. Abozina, and unanimously passed; thereby adjourning the meeting at 11:07 a.m. Ellisa L. Horvath, MMC, City Clerk Approved by the Board on September 18, 2026 ALTBLD [41WKS]aATA40ItO:L1 Katie Stout Public Art Installation REVISED INSTALLATION + STEWARDSHIP PROPOSAL PROJECT PREPARED FOR Six sculptures + one carousel Turnberry / City of Aventura ATTENTION Suzanne Abozina PROPOSAL ALT-260902-AVT-KS-R3 Executive Assistant to Jackie Soffer September 3, 2026 Director - Art & Design • SCOPE A - SIX SCULPTURES + SHARED LOGISTICS / EQUIPMENT $36,000 SCOPE B - CAROUSEL CONDITION ASSESSMENT $4,000 SCOPE C - CAROUSEL INSTALLATION ALLOWANCE $4,000 • • • 111 This revision presents the carousel condition assessment and carousel installation as separate priced scopes. Scope A covers the six freestanding sculptures together with the shared project logistics, equipment, labor, supervision, and closeout. Scope B covers the pre -installation carousel assessment. Scope C covers the carousel -specific assembly and installation allowance. If all three scopes are authorized, the combined program total remains $44,000. ALTBLD I City of Aventura I Katie Stout Public Art Installation I Revised September 3, 2026 ALTBLD PROJECT BASIS Installation strategy The City program consists of seven Katie Stout works on a two-year public loan: six painted -fiberglass sculptures reported at approximately 200 to 300 lbs. each, plus one painted -fiberglass carousel reported at approximately 1,500 to 2,000 lbs. and requiring on -site assembly. The works are distributed among Founders Park, landscaped medians along Country Club Drive, and the Don Soffer Exercise Trail area. ALTBLD will coordinate the installation route, equipment, handling sequence, access, and crew deployment around the final approved sites. The base price assumes normal business -hour installation. Any overnight, after-hours, holiday, or restricted -access shift will be repriced at the applicable premium labor and equipment rates before that work occurs. Field crew & labor basis • Four (4) installers budgeted at $800 per installer per standard 8 to 10 hour business -hour shift. • One dedicated ALTBLD project manager and one site supervisor during the installation period. • Scope A carries three standard business -hour shifts for the four -person installer crew as part of the shared installation program. Scope C is a separate carousel -specific assembly and installation allowance and does not duplicate the general crew day rates carried in Scope A. • Additional installer day rate: $800 per installer per 8 to 10 hour standard shift. • Overnight / after-hours work is excluded from the base price and will incur premium overnight labor rates, plus any equipment, access, police -detail, traffic -control, or venue premiums. Equipment & site logistics • ALTBLD will coordinate required forklift/material-handling equipment and specialty lift access for installation. • Equipment is budgeted at approximately $900 per unit per day. Scope A carries approximately three working days each for the forklift/material-handling unit and the lift as shared program resources. Scope C uses those shared resources for the carousel -specific installation. Additional rental days are separate. • Final equipment selection will be confirmed after the site walk based on lift radius, terrain, access width, ground conditions, sculpture pick points, and carousel assembly sequence. • Rental delivery/pickup, fuel, damage waiver, permits, traffic control, or specialty attachments beyond the stated allowance will be reconciled if required. ALTBLD I City of Aventura I Katie Stout Public Art Installation I Revised September 3, 2026 ALTBLD CAROUSEL Condition assessment before relocation Scope B is a dedicated technical assessment performed before ALTBLD treats the carousel as installation -ready. Because the work is substantially heavier than the six freestanding sculptures and is assembled on site, the assessment is separately priced from Scope C and will document the current mechanical and structural condition before the carousel installation is released. • Visual inspection of the base, central structure, canopy/support components, animal mounting interfaces, hardware, and accessible mechanical components. • Review of existing assembly drawings and available fabrication records. • Verification of disassembly/reassembly sequence, lifting strategy, approximate pick points, and access requirements. • Review of drive/rotation components to determine whether the carousel appears suitable for reinstallation in its present condition. • Identification of visibly worn, damaged, corroded, loose, missing, or questionable components that should be repaired or replaced before public installation. • Written readiness assessment with photographs and a list of recommended initial updates, if any. IMPORTANT Scope B - Carousel Condition Assessment is separately priced at $4,000. Scope C - Carousel Installation Allowance is separately priced at $4,000 and will not proceed until the assessment is complete and any required corrective work has been reviewed and authorized. Scope C covers carousel -specific assembly, placement, anchoring, and basic commissioning and uses the shared crew, supervision, equipment, and mobilization resources carried in Scope A. Repairs, replacement components, fabrication, electrical work, modification of the drive system, engineering, code review, or other corrective work are not included. Installation scope • Site logistics and sequencing across all seven approved locations. • Artwork handling, rigging, placement, leveling, anchoring, and standard installation consumables. • Forklift/material-handling equipment and lift allowances as shown in the pricing. • On -site assembly and placement of the carousel after the readiness assessment is complete and any required corrective work has been authorized. • Project management, site supervision, installation documentation, punch -list review, and closeout photography. ALTBLD I City of Aventura I Katie Stout Public Art Installation I Revised September 3, 2026 ALTILD 1101T/ 11TA140�1 Revised installation budget The three components below are separately identified and separately authorized, subject to their stated dependencies. Scope A carries the core six -sculpture installation and shared program resources. Scope B is the carousel assessment. Scope C is the carousel -specific installation allowance and requires both Scope A and successful completion of Scope B. The combined full -program value remains $44,000. Three standard business -hour shifts for four installers; project manager and site SCOPE A supervisor; approximately three days each of forklift and lift rental; route and Six Sculptures + Shared $36,000 site logistics; rigging, anchoring, local mobilization, surface protection, Program Logistics documentation, and closeout. Visual and non-destructive condition review; review of available SCOPE B drawings and assembly records; lifting and reassembly Carousel Condition $4,000 Assessment readiness review; photographic report; and recommendations for required initial updates before installation. Carousel -specific on -site assembly, placement, anchoring, and basic SCOPE C Carousel Installation commissioning allowance using the shared crew, project management, $4,000 supervision, forklift, lift, rigging, mobilization, and closeout resources carried in Allowance Scope A. Equipment allowance basis: approximately $900 per day for each major rental unit. Scope A carries approximately three working days each of forklift and lift rental as shared program resources. Scope C uses those shared resources for the carousel -specific installation. Delivery, pickup, fuel, damage waiver, specialty attachments, permits, traffic control, or additional rental days beyond the stated allowance are additional with prior approval. ALTBLD I City of Aventura I Katie Stout Public Art Installation I Revised September 3, 2026 ALTBLD Not included in Scopes A, B, or C • Carousel repairs or upgrades identified during the assessment. • New engineered foundations, major concrete work, excavation, utility relocation, landscape reconstruction, or stamped engineering. • Police detail, lane closures, municipal permit fees, specialty traffic -control plans, or public -works requirements not currently identified. • Artwork conservation, fiberglass repair, repainting, finish restoration, or replacement of damaged artwork components. • Overnight, after-hours, weekend, or holiday premium labor and corresponding rental/access premiums. C•]0[CL•]10[M11NA4T/d1A1�9:11 Monthly wellness + quarterly maintenance plan Because the works will remain outdoors in public settings for approximately two years, ALTBLD recommends a recurring stewardship program rather than waiting for visible damage or mechanical issues to become significant. This program is priced separately from Scopes A, B, and C. Wellness inspection Monthly - 12 visits/year $850/visit Preventive upkeep / maintenance Quarterly - 4 visits/year $1,650/visit Annual stewardship program 12 wellness + 4 quarterly service visits $16,800/year Two-year planning value If renewed for full loan term $33,600 Monthly wellness inspection • Visual condition review of all seven works, including finish, obvious cracking/chipping, hardware, movement, vandalism, debris, standing water, and site -related concerns. • Carousel visual/mechanical wellness check including accessible fasteners, visible wear, unusual movement/noise, and general operating condition if the work remains operational. • Photo log and concise exception report identifying items requiring attention. Quarterly preventive upkeep • Includes the monthly wellness inspection plus accessible hardware tightening, minor non -conservation cleaning, lubrication of approved service points where applicable, and minor standard maintenance consumables. • Any fiberglass repair, repainting, conservation treatment, replacement hardware, mechanical repair, lift/forklift rental, or work requiring more than routine maintenance is quoted separately before proceeding. Maintenance pricing assumes one coordinated business -hour visit covering all seven locations. Emergency, storm, vandalism, overnight, equipment, replacement -part, and conservation work is additional. ALTBLD I City of Aventura I Katie Stout Public Art Installation I Revised September 3, 2026 ALTBLD [ar•] TAI TA14: 4r11a94:7d,Pi Assumptions, schedule & authorization • Base installation is planned during normal business hours. • Scope B is due in full upon authorization. For Scope A and Scope C: 75% of the authorized installation amount is due upon award, 20% is due before installation mobilization, and 5% is due upon substantial completion. Scope C may be authorized only with Scope A and after completion of Scope B. • Proposal valid for 15 calendar days. • Scope A scheduling is subject to site verification, City access, artwork release, equipment availability, and weather. Scope C scheduling is additionally subject to completion of Scope B, written confirmation that the carousel is installation -ready, and coordination with the shared Scope A installation resources. • Any repairs or corrective work identified during Scope B require separate written authorization and are not included in the $4,000 assessment fee or the separate $4,000 carousel installation allowance. • Changes in site, quantity, sequence, access, mounting method, working hours, or City requirements may require a written change order. • All project -specific labor reservations, rentals, travel, procurement, and third -party commitments become non -cancellable once released. • Risk of damage caused by vandalism, public interaction, weather, vehicle impact, landscaping operations, or third -party handling after acceptance is excluded from ALTBLD's installation scope. PROTECTIVE CONDITIONS Risk allocation & liability The following provisions are material to ALTBLD's pricing and acceptance of this work. For this section, Client means the contracting party and the City or property representative directing the work, as applicable. 1. Existing and concealed conditions. ALTBLD will document reasonably visible artwork condition before handling but is not responsible for pre-existing damage, latent or concealed defects, prior repairs, fiberglass delamination, internal corrosion, material fatigue, structural weakness, finish instability, or damage that results from those conditions during ordinary professional handling. 2. Carousel assessment limitation. Scope B is visual and non-destructive unless otherwise authorized in writing. It is not a structural engineering certification, code approval, amusement -device inspection, warranty of fitness, or certification that the carousel is safe or suitable for public operation. Required repairs, testing, engineering, permits, inspections, electrical work, or third -party certification are additional services and are not included in Scope B or Scope C. 3. Client and site responsibilities. Client is responsible for accurate weights, dimensions, lift points, assembly information, approved locations, utility locates, permits, safe access, traffic and pedestrian control, and suitable engineered foundations or substrates. ALTBLD may suspend work when conditions are unsafe or materially differ from the information provided. Resulting standby, redesign, remobilization, or corrective work will be treated as additional services. 4. Artwork insurance and direct damage. The artwork owner or Client shall maintain fine -art, inland marine, or equivalent installation coverage at full replacement value throughout handling, staging, installation, and the public display period. ALTBLD commercial insurance is not a substitute for artwork coverage. ALTBLD is responsible only for direct physical damage proximately caused by its negligence, subject to the limitations stated below. 5. Post -installation and public exposure. Risk of loss transfers to Client upon substantial completion, acceptance, or release of the installed work to Client or City control, whichever occurs first. ALTBLD is not responsible for subsequent damage caused by weather, UV exposure, water or irrigation, corrosion, vandalism, misuse, public interaction, vehicle or equipment impact, landscaping, inadequate maintenance, relocation, unauthorized adjustment, or handling or modification by others. 6. Wellness and maintenance limitations. Monthly wellness reviews and quarterly upkeep are visual and preventive services only. They do not guarantee detection of concealed conditions or prevent future failure, weathering, vandalism, mechanical wear, or other damage. Repairs, replacement parts, conservation treatment, specialty access equipment, emergency response, and work beyond routine upkeep require separate authorization. ALTBLD I City of Aventura I Katie Stout Public Art Installation I Revised September 3, 2026 ALTILD 7. Limitation of damages. To the fullest extent permitted by law, ALTBLD shall not be liable for indirect, incidental, special, punitive, exemplary, or consequential damages, including loss of use, loss of value, lost revenue, event interruption, reputational harm, or third -party claims. ALTBLD's total aggregate liability arising from this project shall not exceed the amount actually paid to ALTBLD for the affected scope, except to the extent a limitation is prohibited by law. 8. Indemnification. Client shall defend, indemnify, and hold harmless ALTBLD and its personnel from third -party claims arising from site conditions, public access or use, placement directed by the City, operation or maintenance after turnover, inaccurate information provided by Client, or modifications, relocation, or handling by others, except to the extent finally determined to have been caused by ALTBLD's gross negligence or willful misconduct. By signing below and initialing the selected scope(s), Client acknowledges that only the selected scope(s) are authorized and that the assumptions, exclusions, and risk allocations above are incorporated into the approved proposal and relied upon in establishing each scope price. Scope selection Scope A - Six Sculptures + Shared Program Logistics / Equipment $36,000 Scope B - Carousel Condition Assessment $4,000 Scope C - Carousel Installation Allowance, requires Scopes A and B $4,000 Optional Annual Stewardship Program $16,800/year Authorization Authorized Name: Title: Signature: Date: Contracting Entity: Purchase Order / Reference: Taylor Kienholz I Principal I ALTBLD taylor@altbld.com I altbld.com ALTBLD I City of Aventura I Katie Stout Public Art Installation I Revised September 3, 2026