Subcommittee Meeting

1 | Page DELAFIELD OUTDOOR ART MEETING AGENDA Outdoor Art Committee Members: Mary Daneil, Teresa Spencer, Mark Schaefer, Megan Braatz, Nancy Clausen, Melanie Thorne, Ray Drea, Susie Austin Tuesday March 19, 2026, 9:30AM | Delafield Historical Society | 426 Wells St., Delafield, WI 53018 1. Call to Order Time: 2. Pledge of Allegiance 3. Roll Call 4. Citizens Comments 5. Committee Purpose: Design a multi-level, immersive outdoor arts adventure that showcases the natural beauty and unique character of Delafield while encouraging year-round exploration. The project aims to drive increased overnight tourism, deepen visitor engagement, and inspire residents and guests alike to experience the community’s outdoor spaces in new and meaningful ways. 6. Election of Officers Discussion and possible action regarding the election of: A. Chair B. Vice Chair C. Secretary 7. Review of draft organizing documents Discussion and possible action on draft organizing documents: A. Bylaws B. Guiding Principles C. Art Installation Plan D. Selection Criteria 8. Review of current outdoor art initiatives in Delafield Discussion and possible action to review all items noted below: A. List of existing outdoor art initiatives 9. Old Business Discussion and possible action regarding: A. None 10. New Business Discussion and possible action regarding: A. Mural on Milwaukee Street B. Discussion of potential new outdoor art installations 11. Future Delafield Outdoor Arts Agenda Items Discussion and possible action to identify items for upcoming meeting 12. Next Delafield Outdoor Arts Meeting: TBD: A. Check for quorum before adjournment 13. Adjournment T i m e : All meetings of the Delafield Promotion & Tourism Commission meeting are public meetings. The meeting of the Commission is a working session for the Commission itself, and, outside the Citizens Comments section, discussion by those in attendance is limited to Commission members, staff and others that may be a party to the matter being discussed. Americans With Disabilities Act Notice: Upon reasonable notice (at least 72 hours in advance) the City will furnish appropriate auxiliary aids and services, when necessary, to afford individuals with disabilities an equal opportunity to participate in and to enjoy the benefits of a service, program or activity provided by the City. Notice of Possible Quorum: It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may attend the above-stated meeting to gather information: no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. Bylaws Delafield Outdoor Arts Commi Ʃee ArƟcle I. Name and Purpose SecƟon 1. Name The name of this body shall be the Delafield Outdoor Arts CommiƩee (“CommiƩee”). SecƟon 2. Purpose The purpose of the CommiƩee is to guide, develop, and oversee the Delafield Outdoor Art IniƟaƟve in a manner that reflects community values, supports the City’s goals, and advances high-quality, sustainable public art throughout Delafield. ArƟcle II. Guiding Principles The CommiƩee shall operate in accordance with the following guiding principles: SecƟon 1. Community Connec Ɵon and Inclusion Outdoor art in Dela field shall be created with the community, not just for it. The CommiƩee shall: x Engage residents, local organizaƟons, and businesses in idea generaƟon, design, and selecƟon. x Strive for broad community acceptance by inviƟng diverse voices and perspecƟves. SecƟon 2. Open-Minded Crea Ɵvity The CommiƩee shall encourage fresh, innovaƟve thinking while maintaining authenƟcity to Delafield’s sense of place. The CommiƩee shall: x Remain open to new and unconvenƟonal ideas that align with the City’s brand: “It’s in our nature.” x Welcome both local and regional arƟsts, combining professional experƟse with community imaginaƟon. x Celebrate art that sparks curiosity, conversaƟon, and connecƟon. SecƟon 3. Research, Learning, and Excellence The CommiƩee shall lay a strong foundaƟon by learning from best pracƟces and respected examples. The Commi Ʃee shall: x Thoroughly research materials, loca Ɵons, and maintenance requirements before implementaƟon. x Draw inspiraƟon from other successful ciƟes while tailoring ideas to Dela field’s unique character . SecƟon 4. Strategic Phasing and Sustainability The CommiƩee shall balance short-term accomplishments with a long-term vision. The CommiƩee shall: x PrioriƟze projects that can be implemented in the short term while contribuƟng to a mulƟ-year, cohesive art plan. x Design art installa Ɵons that are durable, maintainable, and environmentally responsible. x Plan for ongoing care, funding, and evoluƟon of the art program to ensure lasƟng impact. SecƟon 5. Alignment with City Goals and Brand Outdoor art shall strengthen and reflect what Delafield stands for. The CommiƩee shall: x Support tourism, economic vitality, and livability while complemenƟng local design standards and landscapes. x Highlight connecƟons to the Ice Age Trail, parks, lakes, and the community’s natural rhythm. SecƟon 6. Transparency and Ongoing Communica Ɵon The CommiƩee shall maintain trust and momentum through regular updates and clear collaboraƟon. The CommiƩee shall: x Keep key stakeholders — including the City of Dela field, Tourism Commission, and local partners — informed at each phase. x Share progress, goals, and outcomes publicly to build community pride. SecƟon 7. Measurable Impact The CommiƩee shall commit to conƟnuous improvement through data and feedback. The CommiƩee shall: x Define and track metrics such as visitor engagement, economic impacts, community parƟcipaƟon, and media reach. x Use findings to guide future decision-making and demonstrate value to residents, funders, and City leadership. ArƟcle III. MeeƟngs and AƩendance SecƟon 1. Open Mee Ɵngs Compliance All meeƟngs of the CommiƩee shall comply with Wisconsin Open MeeƟngs Law, including proper noƟce, accessibility, and public transparency requirements. SecƟon 2. Quorum A quorum shall consist of at least fiŌy percent (50%) of the appointed CommiƩee members. No official business shall be conducted without a quorum present. SecƟon 3. AƩendance Requirement Consistent with Wisconsin Open MeeƟngs Law standards and to ensure effecƟve governance, at least fiŌy percent (50%) of the CommiƩee’s appointed members must be present at any meeƟng for discussion, deliberaƟon, or acƟon to occur. SecƟon 4. Regular Par ƟcipaƟon Members are expected to aƩend meeƟngs regularly and acƟvely parƟcipate in CommiƩee work to maintain conƟnuity, accountability, and momentum. ArƟcle IV. Amendments These Bylaws may be amended by a majority vote of the CommiƩee, provided that a quorum is present and proper public noƟce has been given in accordance with Wisconsin Open MeeƟngs Law . Adopted this 19th day of March, 2026. DraŌ Art InstallaƟon Plan FormaƟon of Selec Ɵon CommiƩee x Establish a commiƩee with representaƟves from: o Delafield PromoƟon and Tourism (project lead). o City planning and property owners. o Chamber of Commerce. o Arts organizaƟons and local businesses. o Community members (e.g., arƟsts, historians). x Define roles (e.g., chairperson, project manager, community liaison). x Determine decision-making process (e.g., voƟng). Theme and Concept Development x Align theme with the Delafield’s branding: “It’s in Our Nature.” x Ensure the theme reflects local culture, history, and environment. x Confirm compaƟbility with proposed locaƟons. ArƟst SelecƟon x Commission an outside arƟst for original art. x Establish selecƟon criteria: o ArƟsƟc merit and alignment with the theme. o Durability and suitability for outdoor display. o Budget compliance. x Develop clear ar Ɵst guidelines for materials, size, and Ɵmeline. x Review proposals and select the arƟst based on vision and approach. Site SelecƟon and Approvals x Choose visible, accessible loca Ɵons that align with the theme (e.g., parks, historical sites). x Conduct site analysis for environmental and logisƟcal factors. x Obtain permits and coordinate with local uƟliƟes. Budget and Funding x Create a budget covering: o ArƟst fees and materials. o TransportaƟon, installaƟon, and maintenance. o Community engagement and promoƟonal ac ƟviƟes. x Secure funding from: o Grants, sponsorships, and public-private partnerships. o Tourism and business contribuƟons. x Allocate conƟngency funds for unexpected costs. Community Engagement x Host public meeƟngs to share updates and gather feedback. Maintenance and Longevity x Develop a maintenance plan for cleaning, inspec Ɵons, and repairs. x Apply protecƟve coaƟngs to prevent wear and damage. x Include care instrucƟons in agreements with the arƟst. DocumentaƟon and Educa Ɵon x Document the project for archival and promoƟonal purposes. x Install interpreƟve plaques or QR codes for public educaƟon. x Integrate sculptures into local maps and walking tours. PromoƟon and Unveiling x Organize a ribbon-cuƫng or unveiling ceremony. x Promote the sculptures through: o Press releases and media coverage. o Social media campaigns and partnerships with local businesses. o Other community events TBD x Highlight the sculptures in tourism materials. Post-InstallaƟon Review x Assess community response and engagement post-installaƟon. x Review lessons learned for future projects. x Plan annual evaluaƟons for sculpture condiƟon and impact. Delafield Outdoor Art Ranking Criteria Project Name Category Criterion Description (TBD) Weight (%) Score (1–5) Weighted Score Economic Impact Drives Overnight Stays - Attracts visitors who stay overnight and boost lodging revenues. 20 Drives Foot Traffic to Local Businesses - Draws traffic to restaurants and shops downtown. 10 Brand & Community Alignment Reflects Delafield’s Brand Identity (“It’s in our nature”) - Reinforces the city’s natural, authentic, and welcoming image. 15 Improves Quality of Life - Enhances residents’ enjoyment, pride, and livability. 10 Connects to Local History & Heritage - Celebrates or references meaningful local history or heritage. 5 Environmental & Recreational Integration Leverages Trails, Parks, and Lakes - Incorporates or highlights local natural features or recreation areas. 15 Strategic & Measurable Impact Supports Short- and Long-Term Planning - Fits both immediate and future public art goals. 10 Generates Measurable Outcomes - Allows tracking through metrics like engagement, visitors, or economic lift. 15 Total 100