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10-15-2009 (Public Arts Advisory) Minutes Public Arts Advisory Board CITY OF WYLIE • Minutes Regular Board Meeting October 15, 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 6:45 p.m. by Chairman Stewart Matthews. Members in attendance were Vice Chairman Polly Harrison, board members Ashley Burt and Kathy Spillyards and Erin Dougherty. Board members Thomas Gaudreau and Alvaro Salinas were absent. Staff present included Craig Kelly, Public Information Officer and 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 there were now 32 booths confirmed with an additional 4-5 that had committed. She reported the booths were varied vendors both fine artists and hand crafters. She reported that by the deadline of October 31st, it was expected that the event would have between 40 and 50 booths confirmed. There were also submissions from the Lion's Club for a concession stand with corny dogs, hamburgers, sweets and a variety of hot drinks and an application for a kettle corn concession stand. Volunteers Committee: Erin Dougherty reported that she was gathering numbers on how many volunteers would be required for the day and what functions they would provide. She reported that it would be a good idea to provide each volunteer with an Arts Festival T-shirt to thank them for their participation and to denote them as volunteers within the event. Sponsorship and Publicity Committee: Committee member Alvaro Salinas was absent but sent a report showing four committed sponsors. Craig Kelly reported that he had been working on the "Gold" sponsors but had not received any applications as of the meeting. Waft. Entertainment/Performing Arts: Polly Harrison, committee chair, reported that there were 25 time slots confirmed for entertainment for the event. She noted that they included performing artists, singers and dancers. They also included some of the WISD campuses. Craig Kelly and Carole Ehrlich reported that the Christmas Parade would take place at 5:30 p.m. or at dusk and would gather people downtown. Once the parade was ended, attendees would be directed back to the park for shopping and the official Christmas Tree Lighting. One of the choirs from the First Baptist Church would be on hand to sing during the lighting of the tree. Festive Food Vendors Food Vendor Chair Spillyards reported that there were five food demonstrations committed to the event. Those included: Chef Michael Weinstein, The Dread Head Chef; Donna & Heather Porterfield, RLP Farms, Venus, TX- Artisan Goat Cheese, and Chef Cammie Spillyards, Director of Culinary Development, Chili's (Brinker International) and the WISD Culinary Arts Department. • Discussion regarding the timeline for selection of artist(s) for the Founder's Park Art Project. .(C. Ehrlich, Board liaison) Executive Summary Staff liaison Ehrlich reported that a timeline for the selection of artists for Founder's Park CIP Art project was scheduled. The process started with a pare down of finalists on October 12, 2009. Ms. Ehrlich reviewed with the board the presentations by all artists and reported the semi-finalists that included Josh Garber, Ellwood Risk and Bosmat Niron. These artists will present additional presentations on October 28, 2009 to rank the three finalist in order of preference (selection panel) and October 29, 2009 (PAAB)recommendations. Final approval of the art design and contract will be considered at the City Council in either December 2009 or January 2010. The council members will be invited to all panel and board meetings to view semi-finalists presentations. • Discussion and update regarding the Fire Station #3 Art Project and 100% Anniversary Celebration of the Wylie Fire Department.(C. Ehrlich, Board liaison) Executive Summary Board liaison Ehrlich reported that Larry Enge and Charlotte Lindsey (Montage 48/61) had completed two of the six art panels for the Fire Station#3 art project. She reviewed the completed panels with the board. She explained that the 100th Anniversary would be celebrated on October 24, 2009 at 6:30 p.m.at the First Baptist Church Esent Center at 200 North Ballard Avenue. She presented invitations to all board members and reported that each completed panel would be on display at the event along with the final design of the wall. • Discussion and update regarding the Call for Artists for the Wylie Municipal Complex CIP Art Projects. .(C. Ehrlich, Board liaison) Executive Summary Board liaison Ehrlich reported that the Call for Artists has been posted on the Public Art Network which notifies 800-1,000 artists. She reviewed the final call with board members and provided a copy of the final call in the packet. She reported that it was anticipated there would be hundreds of submissions due to the requests received for the call and additional information. October 15,2009 Wylie Public Arts Advisory Board Minutes Page 2 of 3 BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the September 24, 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 Spillyards to approve the PAAB minutes from September 24, 2009 as presented. A vote was taken and the motion passed 5-0 with board members Gaudreau and Salinas absent. 2. Consider and act upon the final budget for the new Wylie Municipal Complex CIP Art Projects. Executive Summary Board liaison Ehrlich presented the final budget for the new Wylie Municipal Complex CIP Art Project. She reported that the numbers were close estimates and staff would try and work within the line items. She noted that the board has reviewed the budget for the Wylie Municipal Complex previously and staff has made only small changes. She explained that the budget is set for two art sites and has been included in the packet. Staff requests approval of the proposed budget. Board Discussion PAAB members reviewed the line items within the budget and discussed very limited consulting on these projects. Board liaison Ehrlich stated that she would contact art consultant Sharon Leeber to provide a cost for very limited consulting which she would bring back to the board for consideration and possible approval. Board Action A motion was made by board member Dougherty, seconded by board member Spillyards to approve the proposed budget for the Wylie Municipal Complex Art Projects subject to any changes required, with board approval. A vote was taken and the motion passed 5-0 ADJOURNMENT With no further business before the Wylie Public Arts Advisory Board, a motion was made by board member Dougherty, seconded by board member Spillyards to adjourn the meeting at 9:05 p.m. Next board meeting is scheduled for October 29, 2009. Stewart Matthews, Chair arole Eh ich, Secretary October 15,2009 Wylie Public Arts Advisory Board Minutes Page 3 of 3