09-03-2009 (Public Arts Advisory) Minutes Public Arts Advisory Board
CITY OF WYLIE
Minutes
Special Called Board Meeting
September 3, 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 Chairman Stewart Matthews Those in attendance
were Vice Chairman Polly Harrison, Ashley Burt, Erin Dougherty, Thomas Gaudreau, Kathy Spillyards,
Alvaro Salinas.
Staff present included Carole Ehrlich, Board Liaison/Secretary.
DISCUSSION ITEMS
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• 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 there were several booths
confirmed and some very interested. She asked about the possibility of decreasing the fee to allow more vendors
in this economic time. She reported that the committee would discuss that option in detail.
Volunteers Committee: Erin Dougherty, committee chair, reported that she had not yet contacted individuals to
provide volunteer tasks. She reported that she would meet with Public Information Officer Kelly to obtain
assistance 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: Committee Chair Alvaro Salinas, reported that previously the
committee had submitted and gained approval for the sponsorship packet. He reported that since that time two
additional options were placed on the table to be discussed with direction from the board. He suggested that the
second vendor option could be revised from $750 to $500 and then implement an additional sponsorship group
who would receive name only (18 font) on the advertising material and then a fourth group that would be a $100
donation "Friends of the Festival". This group would receive a thank you only but would support the event with
their donations. He explained that the first option would be to keep the same two sponsorship options originally
approved and reduce the second level from $750 to 450 or 500.
Board direction was to revise the sponsorship groups to include the $3,000 gold sponsorship, $500 Silver
Sponsorship (booth, less number of T-shirts, smaller logo and name), a $250 Bronze Sponsorship with a 12 pt
name only for advertising and a $100 "Friends of the Arts" sponsorship with a thank you advertisement only.
Committee Chair Salinas reported that the committee would revise the sponsorship pamphlet and begin soliciting
advertisers. He noted that the new sponsorship packets would go out to the board members for assistance in
obtaining sponsors.
"'""" Entertainment/Performing Arts: Polly Harrison, committee chair, reported that there were several previously
committed entertainment groups from WISD. She noted that she would continue to solicit groups from the local
school system but she was now going to ask surrounding area schools to participate as well. Ms. Harrison stated
that she would be meeting with PIO Kelly to work out a prospective schedule.
Harrison reported that she had been in contact with Macklin Henderson, art director for WISD and she had agreed
to assist with an art contest that could have art displayed in the downtown merchants windows prior to judging the
day of the event. More information will be forthcoming with regard to this activity.
Festive Food Vendors
Food Chair Spillyards reported that there were four food demonstrations committed to the event. She explained
that more than likely there would be a total of five demos throughout the day. She noted that it was still early and
she had not received any applications for food vendors to sell products. She noted she would keep the board
apprised of new submissions.
• 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.
She reported that in light of the volunteers that have come forward to assist with the project and some experience
within the board, she asked for direction regarding the amount of consulting that would be necessary for the
upcoming project. Direction from PAAB members was to research the possibility of using art consulting on very
"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.
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)
Board Action
A motion was made by board member Gaudreau, seconded by board member Salinas to approve the
August 27, 2009 minutes as presented. A vote was taken and the motion passed 7-0.
September 3,2009 Wylie Public Arts Advisory Board Minutes Page 2 of 3
Tabled Item from 8-27-09 (motion to remove from table and consider)
Board Action
A motion was made by board member Spillyards, seconded by board member Salinas to remove
Item #2 from the table and consider. Consensus of the board was to remove from the table and
consider an Art Selection panel for the new Municipal Complex CIP Art Projects.
2. Consider and act upon the Art Selection Panel for the new Wylie Municipal
Complex CIP Art Project.
Executive Summary
Board liaison Ehrlich reported that the board had tabled the artist selection panel to allow further time to contact
artists and citizens willing 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. She reported that staff had made recommendations for the panel and several
board members had nominated persons willing to serve.
Ehrlich reported that a subcommittee was also suggested to pare down the artist's submissions. She noted that
three PAAB members and two outside art coordinators with many years experience had volunteered to serve
on this sub-committee.
Board member Spillyards asked if the item could be tabled to the September 24, 2009 board meeting to give
time for her to contact additional artists and citizens to serve on the panel.
Board Action
A motion was made by board member Spillyards, seconded by board member Salinas to table Item
#2 to the September 24, 2009 PAAB meeting to allow time to gather additional names for submission.
A vote was taken and the motion passed 7-0.
ADJOURNMENT
Board Action
A motion was made by board Vice Chair Harrison, seconded by board member Gaudreau to adjourn
the meeting at 8:20 p.m. A vote was taken and the motion passed 7-0.
Stewart Matthews, Chair
roe Ehrlich €cretary
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