07-16-2009 (Public Arts Advisory) Minutes 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/Performing 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.
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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.
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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.
StewarTMatthews, Chair
Car le Ehrlich, ecr Ty
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