08-27-2009 (Public Arts Advisory) Agenda Packet Public Arts Advisory Board
CITY:F WYLIE NOTICE OF MEETING
Regular Meeting Agenda
Public Arts Advisory Board
August 27, 2009- 6:30 pm
Wylie Municipal Complex
City Council Conference Room
2000 Highway 78 North
Stewart Matthews Chair
Polly Harrison Vice Chair
Thomas Gaudreau Board Member
Erin Dougherty Board Member
Ashley Burt Board Member
Kathy Spillyards Board Member
Alvaro Salinas Board Member
Carole Ehrlich Board Liaison
Carole Ehrlich Secretary
In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Wylie Municipal
Complex, distributed to the appropriate news media, and posted on the City website: www.wvlietexas.gov within the
required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website:
www.wylietexas.gov.
The Chairman and Board request that all cell phones and pagers be turned off or set to vibrate. Members of the audience
are requested to step outside the Council Chambers to respond to a page or to conduct a phone conversation.
The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled
attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.442.8100 or TD
972.442.8170.
CALL TO ORDER
Announce the presence of a Quorum.
DISCUSSION ITEMS
• Update Wylie Arts Festival Committee Reports. (Committee Chairs)
Executive Summary
Committee chairs for the Wylie Arts Festival will give a brief update on the work completed for those
functions.
August 27,2009 Wylie Public Arts Advisory Board Meeting Agenda Page 2 of 2
• Update and discussion regarding a donation of art to the City of Wylie.
(C. Ehrlich, Staff Liaison)
Executive Summary
PAAB staff liaison Ehrlich will give a short update on the donation of art by sculptor, Herk van
Tongeren. Staff traveled to Designer's Delivery to view the sculpture.
• Update and discussion regarding call for artists for CIP Founders' Park
Improvement Project. (C. Ehrlich, Staff Liaison)
PAAB staff liaison Ehrlich will give a short update on the current Founders' Park Improvement art
project, the call for artists deadline is the 27th of August. This call for artists has been sent
internationally
• Discussion regarding the Artist Selection Panel for the Municipal
Complex and recommendations of the art site(s). (C. Ehrlich, Staff
Liaison)
PAAB liaison Ehrlich met with staff members from the three buildings to receive input regarding the
placement of art in and around the buildings including the Herk van Tongeren sculpture. Members of
the PAAB will discuss the art selection process and possible persons to serve on that selection panel.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the July 17, 2009 Public
Arts Advisory Board minutes. (C. Ehrlich, PAAB staff liaison)
2. Consider and act upon the Art Selection Panel for the new Wylie Municipal
Complex CIP Art Project.
Executive Summary
Staff may take action tonight regarding the art selection panel for the new Municipal Complex or table to a
special called meeting. Artist selection panel should consist of staff from the three buildings, artists or
persons with public art knowledge and experience, citizens from the community, a representative from the
Public Arts Advisory Board and possibly a landscape architect or building architect.
ADJOURNMENT
CERTIFICATION
I cert, that this Notice of Meeting was posted on this 24th day of August, 2009 at 5:00 p.m. as required by law in
accordance with Section 551.042 of the Texas Government Code and that the appropriate news media was contacted. As a
courtesy, this agenda is also posted on the City of Wylie website: www.wylietexas.gov.
Carole Ehrlich,City Secretary Date Notice Removed
Discussion Item #1
Update from Wylie Arts Festival Committee
Chairs
Sponsorships-Fundraiser Committee — Stewart Matthews
Fine Arts and Crafts Vendors — Ashley Burt
Food Vendors- Food Demonstrations — Kathy Spillyards
Volunteers — Erin Dougherty
Entertainment — Polly Harrison
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• "Presenting Sponsor" billing on all materials �q,
• Prime festival display space (size and location negotiable)
• 6' X 4' "Presented By" stage banner
• Connection Magazine Ad (30,000 homes): 2.5" logo with contact information
• Utility Bill Insert (12,600 homes): 2.5" logo with phone # or website
• WISD Flyer (8,000 students): 2.5" logo with contact information
• Wylie Living Newsletter (12,600 homes): 1" logo
• T-shirt: 3.5" logo on back with phone # or website; 10 free shirts
• City Website (25,000 hits per month): 3" logo with contact information
• Promo Poster: 2.5" logo
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• 10' X 10' festival booth space
• On Site Banner: 10" logo with phone # or website listing
• Utility Bill Insert (12,600 homes): 1" logo with phone # or website
• WISD Flyer (8,000 students): I" logo with phone # or website
• Wylie Living Newsletter (12,600 homes): text listing
• T-shirt: 2" logo on back with phone # or website listing; 3 free shirts
• City Website (25,000 hits per month): 1.5" logo with phone # or website
• Promo Poster: 1" logo
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„For More Information or Inkind Opportunities Con at .
7 ' Fig Kelly: 972-442-8122 • craig.kelly@wylietexas.gov
CITY OF WYLIE -. �� •� i., •
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2000 Highway 78 North
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Discussion Item #2
Update Regarding the Herk van Tongeren
Sculpture Donation
Discussion Item #3
Update and Discussion Regarding the Call
for Artists for CIP Founders' Park
Improvement Project
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Discussion Item #4
Discussion Regarding the Artist Selection
Panel for the Municipal Complex and
Recommendations for the Art Site
Wylie Municipal Complex
CIP Art Project
Discussion Items
Will art be one very large piece or split into 2-3 pieces that will be installed in the breezeways and in
front of all three building or individual preference of each fund/representative.
Will master plan suggestions by the architects be used in the placement of the art?
What recommendation if any will staff make for the theme to be used for art?
This theme should be very general and broad leaving artists open to interpretation. Will one theme
resonate throughout all art pieces or be different with every selection.
What will the cost and design for the base/accessories be,for the Herk van Tongeren sculpture
Where is the ideal spot for this sculpture?
Funding for the Municipal Complex- 1%
City Hall Facilities $132,116
Library Facility $119,276
Recreation Center $151,417
Total $402,809
Less Herk Piece
Consulting $4,000
Transportation $ 6,300
Storage $4,000
Installation/Base $ 3,500
$17,800
Consulting
Continue limited consulting with Sharon Leeber narrowing the scope of work. Last two projects ran
approx. 10%of the budgeted funding.
RFQ for consulting services with specific scope?
Using consultant and sending calls for RFQ to additional artists through the public art posting sites using
artist registries/RFQ format from Dallas, Fort Worth, and Frisco.
Art Selection Process
Call for Artists A call for artists will be completed using one or more of the options above.The call will
give the general budget (leaving funding out for both consulting and maintenance, contingencies) and a
general theme.
The budget is large enough to call national and or internationally. Once the deadline has passed, each
artist will be reviewed from photos of previous work, resumes and possibly drawings of what the artist
envisions for the site(s).These submissions could be very large which may take several meetings to
narrow the scope of artists to a shorter list.
The shorter list would then be presented to the art selection panel who would narrow to 2-3 artists
which would then be recommended (ranked)to the PAAB. Each artist would present their work and art
processes.The PAAB would then present 2 of the artists (for each site) as recommendations to the Wylie
City Council who would make the final selection.
This (these) artist(s)would collaborate with key staff and PAAB to determine the final art design(s).
Depending on the choice of art spaces,the call could be completed for all spaces at the same time, but
different artists selected for each art site.
Art Selection Panel/Short List Panel
Margaret Robinette,founder of the Dallas Cultural Arts District(Program) and art coordinator for the
City of Dallas and the DCAD for the past twenty years, now retired, has offered to serve on our selection
panel as well as assisting in the selection sub-committee for compiling the short list to be viewed by the
art selection panel. Christine Eubanks,Art Coordinator for the City of Plano has offered to serve on the
artist selection sub-committee.The art consultant would also be included in these meetings.This gives a
broader opinion of all art that is submitted and makes the process less subjective by all. Select members
of the PAAB could also serve on this committee.
Staff Recommendations and Suggestions
Art Space(s)
Place the largest art site in front of the Recreation Center in the grass area between the parking
sections. Place in the center area closer toward the buildings.
Select a second piece to go behind the breezeway between the Library and Recreations Center that can
be seen through the breezeway opening from the front.
Possibly add a third piece later if contingency, maintenance allotments remain and will fund.
Budgeting for the Art Pieces
Total Budget $402,809.
Less Herk Piece $20,000
Less Maintenance (15%) $50,000
Less Limited Consulting(8%) $26,000
Less contingency(5%) $15,000
Total Balance for Art $291,809
Main Art Space 70% $204,266
Secondary Art Space 30% $ 87,543
Artist Direction for Call for Art
Main Art Space
• Art should fit the scale of the three buildings
• Art should complement the natural architecture of the buildings and open spaces of the area
• Existing sculpture on the site should be considered
• Art should be creative but understandable to the viewer
Secondary Art Space
• Art should complement to open space behind the art and buildings adjacent to the art
• This space(meadow area behind)will be used for gatherings of citizens and public events
• Art should complement the existing art and be easily identified and understood.
Recommendations and Suggestions
Art Space(s)
Place the largest art site in front of the Recreation Center in the grass area between the parking
sections. Place in the center area closer toward the buildings.
Select a second piece to go behind the breezeway between the Library and Recreations Center that can
be seen through the breezeway opening from the front.
Possibly add a third piece later if contingency, maintenance allotments remain and will fund.
Budgeting for the Art Pieces
Total Budget $402,809.
Less Herk Piece $20,000
Less Maintenance (15%) $50,000
Less Limited Consulting(5%) $19,000
Finalist (3) Honorarium (Conceptual Design Presentation) $ 7,000
Less contingency(5%) $15,000
Total Balance for Art $291,809
Main Art Space 70% $204,266
Secondary Art Space 30% $ 87,543
Artist Direction for Call for Art
Main Art Space
• Art should fit the scale of the three buildings
• Art should complement the natural architecture of the buildings and open spaces of the area
• Existing sculpture on the site should be considered
• Art should be creative but conceptually accessible to the viewer
• Lighting should be a significant element of the art/space
• The art work must be imaginative,durable and require low maintenance
Secondary Art Space
• Art should complement the open space behind the art and buildings adjacent to the art
• This space(meadow area behind)will be used for gatherings of citizens and public events
• Art should complement the existing art and be easily identified and understood.
• The art work must be imaginative,durable and require low maintenance
City of Wylie Mission Statement and Pledge
OUR MISSION
To be responsible stewards of the public trust,
to strive for excellence in public service and
to enhance the quality of life for all.
OUR PLEDGE
Accept and fulfill responsibilities with integrity, professionalism and accountability •
Acknowledge and value the contributions of all • Build on the foundation of our
predecessors • Provide consistent, cost-effective and quality service to our community
• Continuously reach for the highest level of service • Communicate effectively with
our citizens and employees • Care about the needs of others • Treat everyone with
courtesy, respect and understanding • Promote responsible and diversified economic
growth.
Public Arts Advisory Board
CITY OF WYLIE
Minutes
Regular Board Meeting
July 16, 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 Vice Chairman Polly Harrison. Those in attendance
were Ashley Burt, Erin Dougherty, and Thomas Gaudreau. Chairman Stewart Matthews arrived at 6:45
p.m. Kathy Spillyards and Alvaro Salinas were absent.
Staff present included Randy Corbin, Fire Chief, and Carole Ehrlich, Board Liaison/Secretary.
Board liaison Ehrlich introduced new PAAB member Thomas Gaudreau.
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. Lynn Grimes, committee member, noted that she had been in
contact with several vendors that indicated a desire to obtain a booth for the upcoming event. Applications will be
accepted through October of 2009 and will be accepted based on items sold, date applied, and other criteria.
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. Chair
Dougherty asked staff to look into the ability to obtain volunteers from the community service required for
municipal court. Ms. Ehrlich stated she would look into that possibility. Thomas Gaudreau offered to co-chair the
volunteer committee.
Sponsorship and Publicity Committee chair, Stewart Matthews, reported that the committee had met and
finalized policies and procedures for the sponsorship packets to be presented to PAAB tonight. He presented a
number of sponsorship offers and stated that unless there were any objections, the committee would start to
solicit sponsors for the event. He had some questions regarding food sponsors and possible areas for those
sponsors to sell food items. The direction from the board was to table that portion of the process until the next
meeting when all members were present to discuss the item.
Entertainment!Performinq Arts chair, Polly Harrison, reported that the previously committed entertainment
groups were still on the agenda. She explained that due to her committee working so closely with the schools, she
would have more information in August/September regarding additional entertainment for the event when school
was back in session.
Update and discussion regarding a donation of art to the City of Wylie.
(C. Ehrlich, Staff Liaison)
Executive Summary
Staff liaison Ehrlich gave a brief update regarding some research of several companies to perform the
transportation of the Herk van Tongeren sculpture. She explained that in light of the value of the art, it
was prudent to hire a contractor that was knowledgeable and experienced in moving art work.
Ehrlich reported that staff had located a company that was extremely experienced in art transportation
and installation. She noted that Item #3 in the agenda tonight would address consideration of this
company.
• Update and discussion regarding call for artists for CIP Founders' Park
Improvement Project. (C. Ehrlich, Staff Liaison)
Staff liaison Ehrlich presented a timeline for the call for artists and other procedures for the selection
and fabrication of art for the Founder's Park Improvements CIP art project. She reported that
previously the art selection panel, art consultant, parks staff, and she had toured the site. She reported
that a call for artists had been sent by art consultant Sharon Leeber who explained that she was
allowing additional time to call national artists in the event any were interested in the project.
The art selection panel will meet sometime around September 15th to review submissions and select 2-
3 finalists. A date will be set to present these artists to PAAB and the Wylie City Council. The artist will
be finalized and contracts signed in October of 2009. Fabrication should start sometime after that and
completion is projected for the summer of 2010. Efforts will be made to design and arrange the base
construction while contractors on the project are on site. The unveiling of the art should coincide with
the grand opening of the park.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the June 18, 2009 Regular
Meeting of 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 Dougherty to approve the
Public Arts Advisory Board minutes for June 18, 2009. A vote was taken and the motion passed 5-0
with board members Spillyards and Salinas absent.
Presentation and Progress Report by Montage 48/61 Regarding the Fire
Station #3 Public Art Project.
July 16,2009 Wylie Public Arts Advisory Board Minutes Page 2 of 4
Larry Enge and Charlotte Lindsey presented the final design of the Fire Station #3 public arts project.
Information provided included: confirmation of tile order and colors to be used certified engineering
drawings, color choice for wall stain, example of metal edging, and final budget for the fabrication. The
artists laid out a timeline for completion and installation which proposed a 6 month completion.
Fire Chief Corbin asked if the artists could provide some pictures of the fabrication as it progresses to
display at the 100th year anniversary of the Volunteer/Full Time Fire Department. He reported that the
celebration for this milestone would be celebrated in October of 2009 prior to the completion of the art
work. The artists agreed to submit fabrication progress pictures that could be displayed at the event.
2. Consider and act upon approval of payment for milestone #2 in the amount of
$6,500 for the Fire Station #2 Public Art Project. (Montage 48/61)
Staff Comments
Board liaison Ehrlich reported that Montage 48/61 had completed and presented the final schematic drawings,
stamped engineered drawings, budget breakdown, fabrication, and installation timeline (including all items in
Exhibit A and B ) that were required for approval by city staff and the PAAB. In addition, Montage has submitted
the calculations and order submittals of the tiles to complete the project. She noted that the city engineer had
reviewed the engineering drawings and had no issues with the proposal. She reported that the artists are
requesting payment of$6,500.00 pursuant to the executed contract on file.
Board Action
A motion was made by Vice Chair Harrison, seconded by board member Burt to approve payment in
the amount of $6,500 for the second payment to Montage 48/61 for the Fire Station #3 CIP project. A
vote was taken and the motion passed 5-0 with board members Spillyards and Salinas absent.
3. Consider and act upon a contract between Designer's Delivery for
transportation, storage, and installation of the Herk van Tongeren, Teatro XIX
sculpture. (C. Ehrlich, PAAB staff liaison)
Executive Summary
Board liaison Ehrlich addressed the board stating that staff has researched several companies to
perform the transportation of the Herk van Tongeren sculpture from Atlanta, Georgia and delivery to a
storage facility. The company most experienced with the transportation of art, and who was highly
recommended by art consultant Sharon Leeber, is Designer's Delivery. Designer's Delivery has
quoted an amount of $6,300.00 for transportation of the art piece. She explained that part of the
transportation cost involves the height (13 ft. approx.) and width (10 ft. approx.) of the sculpture in
regards to permitting. Storage costs would be monthly at $240 per month until the Wylie Civic Center
is completed. Designer's Delivery has also quoted a price of $760 to complete the installation on the
base constructed on the site. This cost would not include the construction of the base, only the
delivery of the sculpture to the final art site.
She reiterated that in light of the value of the art, it was prudent to hire a contractor that was
knowledgeable and experienced in moving art work.
July 16,2009 Wylie Public Arts Advisory Board Minutes Page 3 of 4
Ehrlich reported that monies are allocated in the CIP art funds to pay the costs quoted. Staff is asking
for authorization for the city manager to enter into an agreement for the transportation, storage, and
final installation of the sculpture.
Board Action
A motion was made by Vice Chair Harrison, seconded by board member Burt to authorize staff to enter
into an agreement between Designer's Delivery and the City of Wylie for transportation, storage, and
final installation of the Herk van Tongeren, Teatro XIX sculpture. A vote was taken and the motion
passed 5-0 with board members Spillyards and Salinas absent.
ADJOURNMENT
Board Action
A motion was made by board Vice Chair Harrison, seconded by board member Gaudreau to adjourn
the meeting at 8:12 p.m. A vote was taken and the motion passed 5-0 with board members Spillyards
and Salinas absent.
Steward Matthews, Chair
Carole Ehrlich, Secretary
July 16,2009 Wylie Public Arts Advisory Board Minutes Page 4 of 4
Wylie Municipal Complex
Art Selection Panel
Staff Representation
Mike Sferra, Director of Public Services
Rachel Orozco, Library Director
Renae' 011ie, Planning Director
Mindy Manson, City Manager (ex-officio)
Architect
Maribeth Flowers APLD (Certified Landscape Designer)
Craig Melde, Architexas (advisory only)
Artists and Art Coordinators
Margaret Robinette, Founder and Director of the Dallas Cultural Arts Program and
Art Director for the City of Dallas (retired)
Wylie Citizens
Wylie Public Art Advisory Board Member
Art Selection Sub-Committee Members
(to narrow call to a short list for review by the selection panel)
Margaret Robinette, Founder and Director of the Dallas Cultural Arts Program and
Art Director for the City of Dallas (retired)
Christine Eubanks, Art Coordinator for the City of Plano