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06-18-2009 (Public Arts Advisory) Minutes Public Arts Advisory Board CITY OF WYLIE Minutes Regular Board Meeting June 18, 2009 —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 6:35 p.m. by Chairman Stewart Matthews. Those in attendance were Kathy Spillyards, Alvaro Salinas, and Ashley Burt. Erin Dougherty, Patsy Robertson, and Polly Harrison were absent. '""�'"` Staff present was Carole Ehrlich, Board Liaison/Secretary. DISCUSSION ITEMS • Wylie Arts Festival Committee Reports. (Committee Chairs) Executive Summary Committee chairs for the Wylie Arts Festival gave a brief update on the work completed for those functions.. Fine Art ad High End Crafts Committee chair Ashley Burt reported that somewhere around sixty five vendors had been contacted regarding the upcoming event. She reported that many had indicated a desire to purchase booth space. Ms. Burt also presented the final vendor application form that had been completed. Board members were given applications for distribution for the event. Festive Foods Vendors and Exposition Committee chair Kathy Spillyards reported that her committee was close to final selection for food demonstrations. She reported that festive food had been a bit more of a challenge but the committee was working to obtain several food vendors. Volunteers Committee board liaison Ehrlich reported that several applicants from the Wylie Boards and Commission interviews had indicated a desire to serve as volunteers for the upcoming arts festival. She reported that the names would be given to Erin Dougherty to contact when the event draws nearer. Sponsorship and Publicity Committee chair Stewart Matthews reported that the two committees would meet in - the next week to finalize policies and procedures for the sponsorship packets to be presented to PAAB at their next regular meeting. He presented a t-shirt sample that could have sponsorships printed on the back or front. Entertainment/Performing Arts chair, Polly Harrison was unable to attend the meeting but sent a report regarding items completed for the event entertainment. She reported that groups that have committed for the event include: The Hartman Cool Cats, Tibbal Honor Choir, and Collin County Drama Kids. Wylie High School Advanced Theatre students will be performing and working the event. Mike Lipe, Director of Fine Arts for WISD has encouraged all bands not in competition that day, to volunteer for the event. She reported that once the new school year begins there will be more commitments for entertainment. • Update and discussion regarding a donation of art to the City of Wylie. (C. Ehrlich, Staff Liaison) Executive Summary PAAB staff liaison Ehrlich gave a short update on the donation of art by sculptor, Herk van Tongeren. She reported that the agreement and stipend for cost to the art consultant had been approved and transportation and storage was being finalized so the sculpture could be brought to Wylie and stored until the new civic center was completed. She reported that there would be some cost within the CIP Art funding for the three buildings to construct the base and install the sculpture. She noted that the installation portion would be part of the responsibilities of the selection panel for the three buildings and would be recommended by the selection panel to the pubic arts board. • Update and discussion regarding call for artists for CIP Founders' Park Improvement Project. (C. Ehrlich, Staff Liaison) PAAB staff liaison Ehrlich reported that a construction bid should be approved by the Wylie City Council for the Founder's Park Improvements sometime in early fall 2009. Construction should begin shortly after the construction bid is approved. She reported that completion of the improvements would be late 2010. She noted that calls for artists have been sent and some submittals have come back with more expected. She reported that art consultant Sharon Leeber recommended waiting for more submittals due to the longer timeline of the project. Selection of the artist should be within the construction period to allow the board to work closely with the contractors to take advantage of any possible cost reductions. BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the April 27, 2009 Special Called Joint Meeting between the Fire Station #3 Selection Panel and the Public Arts Advisory Board Meeting. (C. Ehrlich, PAAB staff liaison) Board Action A motion was made by board member Burt, seconded by board member Salinas to approve the PAAB minutes from the April 27, 2009 Special Called Joint Meeting as presented. A vote was taken and the motion passed 4-0 with board members Robertson, Harrison, and Dougherty absent. June 18,2009 Wylie Public Arts Advisory Board Minutes Page 2 of 3 ADJOURNMENT Board Action A motion was made by board chair Salinas, seconded by board member Spillyards to adjourn the meeting at 6:58 p.m. A vote was taken and the motion passed 4-0 with board members Robertson, Harrison, and Dougherty absent. Steward Matthews, Chair • Ca le Ehrlic , ecretary June 18,2009 Wylie Public Arts Advisory Board Minutes Page 3 of 3