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09-03-2009 (Public Arts Advisory) Agenda Packet Public Arts Advisory Board CI_ittt TY OFWYLIE NOTICE OF MEETING Special Called Meeting Agenda Public Arts Advisory Board September 3, 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.wylietexas.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. September 3,2009 Wylie Public Arts Advisory Board Meeting Agenda Page 2 of 2 • Discussion regarding the Municipal Complex 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 August 27, 2009 Public Arts Advisory Board minutes. (C. Ehrlich, PAAB staff liaison) Tabled Item from 8-27-09 (motion to remove from table and consider) 2. Consider and act upon the Art Selection Panel for the new Wylie Municipal Complex CIP Art Project. Executive Summary The PAAB tabled the artist selection panel to allow further time to contact artists and citizens will to serve on this committee. The 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. Nominations will be accepted from board members and action can be taken on those nominations to place some/all on the selection panel. Attached is the panel list as it has been discussed previously. ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on this 28th 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 Public Arts Advisory Board CITY OF WYLIE Minutes Regular Board Meeting August 27, 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 6:37 p.m. by Vice Chairman Polly Harrison. Those in attendance were Ashley Burt, Erin Dougherty, Thomas Gaudreau, Kathy Spillyards (left at 8:00 p.m.), and Alvaro Salinas. Chairman Stewart Matthews was absent. Staff present included Carole Ehrlich, Board Liaison/Secretary. DISCUSSION ITEMS • Wylie Arts Festival Committee Reports. (Committee Chairs) Committee Summaries 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: Ashley Burt, committee chair, reported that somewhere around sixty- five vendors had been contacted regarding the upcoming event. In addition the city had received around 300 names from another city to be used to contact for the festival. 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. Mrs. Burt reported that the deadline had been extended to October 31st for applications with final confirmation to the vendors by November 13th Volunteers Committee: Erin Dougherty, committee chair, reported that she had not yet contacted individuals to provide volunteer tasks. She asked that Public Information Officer Kelly assist in coming up with a list of tasks that will need volunteers and a list of event tasks the Wylie Parks Department will be undertaking. Sponsorship and Publicity Committee: Alvaro Salinas, committee member, reported that the committee had met and finalized policies and procedures for the sponsorship packets to be presented to PAAB tonight. He presented two sponsorship offers and stated that unless there were any objections, the committee would start to solicit sponsors for the event. Recommendations from the board were to monitor carefully food sponsorships (purchasing a packet that included a booth) from selling food items that could conflict with food vendors. There was some direction from the board to provide additional sponsorships at lower costs so more sponsors could participate. Board members discussed procuring an artist to provide an art design for the Wylie Arts Festival t-shirts. Artist Vendor Committee member Lynn Grimes reported that she had requested a design from several artists she had been in contact with that would provide the design free of charge and could be used on the front of the sponsorship t-shirts. Further information will be forthcoming from the Sponsorship Committee. EntertainmentlPerforminq Arts: Polly Harrison, committee chair, reported that the previously committed entertainment groups were still on the agenda. She reported that with school back in session she planned to contact the schools to start setting confirmed times for the event. • Update and discussion regarding a donation of art to the City of Wylie. (C. Ehrlich, Staff Liaison) Staff/Board Summary Staff liaison Ehrlich gave a brief update regarding the Herk van Tongeren art sculpture. She noted that City Manager Mindy Manson, PAAB member Kathy Spillyards, and she had met art consultant Sharon Leeber at Designer's Delivery to view the sculpture in storage. She reported that the sculpture would need a good cleaning and possibly small parts of the sculpture might need a re-finish of the patina. This was due to the area in which the sculpture had been stored for the past couple of years. She noted that she had two individuals who were going to view the piece and give price quotes on the repairs. She reported that the sculpture was in very good condition with no dents or marks other than cleaning and patina replacement. • Update and discussion regarding call for artists for CIP Founders' Park Improvement Project. (C. Ehrlich, Staff Liaison) Staff/Board Summary Staff liaison Ehrlich reported that the call for artist deadline was August 27th. Art consultant Sharon Leeber would be sending the submissions received to the panel in the very near future. The panel would then meet in open session to discuss the submissions and come up with a short list that could then be narrowed down to 2-3 finalists. The finalists would provide a presentation to both the selection panel and PAAB who would rank the artists for review and final approval by the Wylie City Council. Ms. Ehrlich reported that submissions have been received from the United States as well as overseas responses. • Discussion regarding the Artist Selection Panel for the Municipal Complex and recommendations of the art site(s). (C. Ehrlich, Staff Liaison) Staff/Board Summary PAAB liaison Ehrlich reported that she had 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. She reported that the total budget for the three buildings was around $402,000 of which the costs for the art donation must be accounted for as well as the building of the base, installation, cleaning, and patina replacement if needed. She noted that staff had recommended that a good place for the sculpture might be on the front(parking lot) side of the library near the teen reading room. She reported that the main art, as recommended by the architects, was recommended to be placed in front of the Recreation Center in the middle parking green space. She reported that the secondary piece of art was recommended at the back of the Library near the Recreation Center where it could be seen through the breezeway entrance. PAAB members were in agreement to give direction to staff to place the sites in these three locations and provide these sites for the call for artists. Direction from PAAB members was to research the possibility of using art consulting on a "limited" bases with staff providing the Request for Qualifications/Call for Artists and receipt of submissions. Board liaison Ehrlich reported that staff could provide all filing and presentations of submissions through MacBook utilizing iPhotos. She reported that other art coordinators in the Metroplex were using this software. She noted that artists would submit all required items on CD for easy downloading to MacBook. Further research will be completed for costs and functionality of this setup. August 27,2009 Wylie Public Arts Advisory Board Minutes Page 2 of 3 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) Board Action A motion was made by board member Burt, seconded by board member Gaudreau to approve the July 16, 2009 PAAB minutes as presented. A vote was taken and the motion passed 5-0 with board members Spillyards (left at 8:00 p.m.) and board chair Matthews absent. 2. Consider and act upon the Art Selection Panel for the new Wylie Municipal Complex CIP Art Project. Staff Summary Staff liaison Ehrlich reported that she had presented in the agenda packet a list of persons from staff and other areas that were willing to serve on the Municipal Complex CIP art project. She noted that Margaret Robinette had volunteered to serve on both the sub-committee that would narrow the many expected responses to the call for artists to a short list. Margaret Robinette was a long time art coordinator for the City of Dallas and the founder of the Dallas Cultural Arts District. She has recently retired after 20 years of service to these entities. Ehrlich suggested that three PAAB members serve on that sub-committee as well. She explained that the 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. She reported that some of those sections had been reported in the list given to board members but some still needed to be nominated. PAAB members discussed the options for filling the spots on the panel and sub-committee and submitted names for some of the categories. Members decided to contact additional nominees to see if they would be willing to serve and report back at the next meeting. Board Action A motion was made by board member Burt, seconded by board member Salinas to table Item #2, consideration of art sub-committee members and art selection panel members for the new Municipal Complex to September 3, 2009. A vote was taken and the motion passed 5-0 with board member Spillyards and Matthews 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 August 27,2009 Wylie Public Arts Advisory Board Minutes Page 3 of 3 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 Mary Davis Wylie Public Art Advisory Board Member Steward Matthews 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 Erin Dougherty, PAAB Member Thomas Gaudreau, PAAB Member Alvaro Salinas, PAAB Member