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11-20-2008 (Public Arts Advisory) Minutes Public Arts Advisory Board CITY OF WYLIE Minutes Regular Board Meeting November 20, 2008 —6:30 p.m. Wylie Municipal Complex Council Conference Room 2000 Highway 78 North CALL TO ORDER Announce the presence of a Quorum. The meeting was called to order at 6:11 p.m. by PAAB Chairman Stewart Matthews, noting the presence of a quorum. PAAB members in attendance were: Warner Washington, Patsy Robertson, Erin Dougherty and Kathy Spillyards. Ashley Burt was absent. Staff present was Carole Ehrlich, Board Liaison/Secretary and Public Information Officer, Craig Kelly. DISCUSSION ITEMS ❑ Planning update and discussion regarding sub-committees for the first annual Wylie Public Art Festival. (C. Ehrlich, PAAB liaison) Staff/Board Discussion PAAB members discussed the individual sub-committees for the first annual Wylie Public Art Festival and asked each member that had volunteered to head each sub-committee to report possible committee members to board liaison Ehrlich prior to the next PAAB meeting so final approval of the individual board members could be approved. Public Information Officer Craig Kelly reported that he had been in contact with the Wylie Parks Department, City administration, the Wylie Downtown Merchants Association and the Wylie Chamber of Commerce. He stated that his recommendation after speaking to all parties was to specify the first Saturday in December as the date for the Wylie Annual Art Festival. He explained that the event could be culminated with the lighting of the Christmas tree that evening and Santa could attend to visit with children. He explained that this specific date would allow the sub-committees to move forward with activity planning for the event. Mr. Kelly explained there could be times set at a later date with dusk being designated as the tree lighting and close to the event. Mr. Kelly spoke of items that would need to be funded such as a generator to run registers and lights for the individual vendors. PAAB Chair Matthews asked Mr. Kelly if he could create a list of items and corresponding expenses that might be needed for the event and report back to the board at the December meeting. Sponsorships for the event were also discussed. Mr. Kelly stated that he could have those items prepared for the December PAAB meeting. PAAB liaison Ehrlich reported that board member Burt had a family emergency and was unable to attend the meeting. She noted that Ms. Burt would report on the progress of the fine art and craft vendors sub- committees at the next regular meeting. Discussion regarding a timeline for the Fire Station #3 and Founder's Park selection process. PAAB liaison Ehrlich reported that art consultant Sharon Leeber had contacted the office to report some general timelines for the art selection process for both projects. The process will begin with a tour of the specific sites and will present to the selection panels an overview of the art selection, fabrication, and installation process. The next step for the panels will be the call for artists which in the case of the Fire Station would be limited due to the budget for this project. Both calls will be accomplished at the same time per the consulting agreement. Each panel will then meet to review the submissions for their specific project and determine finalists. This process will include interviews with artists and review of their proposals. The next process will be recommending final artists to the Public Arts Advisory Board and the Wylie City Council. This will include the itemized budget and contract with the final choice of art for each project approved by the Wylie City Council. She explained that the timetable will project the actual time needed to do the project and would include: schedule for artist's finished design, working drawings, any construction documents necessary for review by engineers or architect if applicable, and facility unveiling festivities. The artist will be asked to attend the press and unveiling related public events. She explained that in the case of the Fire Station #3 art, it could coincide with the 100th anniversary of the Fire Department. She reported that in speaking to the Park staff, final completion of the Founder's Park Improvements project could be the spring of 2010. BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the October 16, 2008 Public Arts Advisory Board Meeting. (C. Ehrlich, PAAB staff liaison) Board Action A motion was made by board member Spillyards, seconded by Vice Chair Harrison to approve the PAAB minutes from the October 16, 2008 meeting as presented. A vote was taken and the motion passed 6-0 with board member Burt absent. Tabled from 10-16-08 (Motion to Remove from Table) Board Action A motion was made by vice chair Harrison, seconded by board member Robertson to remove consideration of the artist selection panel for Founder's Park Improvements Project from the table. A vote was taken and the motion passed 6-0 with board member Burt absent. 3. Consider and act upon the appointment of an Artist Selection Panel for the Founder's Park Improvements Project. (C. Ehrlich, PAAB staff liaison) Staff Comments November 20, 2008 Wylie Public Arts Advisory Board Minutes Page 2 of 3 PAAB liaison Ehrlich reported that the panel selections for the Founder's Park Improvements' art project had been tabled from the September 18, 2008 and October 16, 2008 meetings to allow time for members to contact individuals they would like to nominate to serve on this selection panel. Ms. Ehrlich noted that board member Robertson had requested that Pam Wells, Owner of Wylie Flower and Gift Shop, be added to the list of nominees pursuant to earlier discussions. Board liaison Ehrlich reported that a list was included in the agenda packet of all nominations. She noted that discussion and formal action of the selection panel may be approved during this agenda item. Board Action A motion was made by board member Robertson, seconded by board member Spillyards to appoint the following members to the Founder's Park Art Selection Panel: Bill Nelson —Wylie Parks Superintendent Anne Hiney—Wylie Parks & Recreation Board Chair Charles Flesch —Wylie Citizen Susanne McCord — Local Artist Terry LeGrand — Neighborhood Representative Ashley Burt— PAAB Member Mike Rutan —Structural Engineer Neighborhood Representative Pam Wells — Business Owner (Wylie Flower and Gift Shop) Non-Voting Members Mike Sferra — Public Services Director Chris Hoisted —City Engineer 1161 10.1" Francois DeKoch — Project Architect (Halff&Associates) A vote was taken and the motion passed 6-0 with board member Burt absent. ADJOURNMENT With no further business before the Public Arts Advisory Board, a motion was made by board member Washington, seconded by board member Robertson to adjourn the meeting at 7:50 p.m. A vote was taken and the motion passed 6-0 with board member Burt absent. Stewart Matthews, air Carole Ehrlich, Secretary November 20, 2008 Wylie Public Arts Advisory Board Minutes Page 3 of 3