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11-12-2009 (Public Arts Advisory) Minutes 7; Public Arts Advisory Board CITY OF WYLIE Minutes Regular Board Meeting November 12, 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 board chair Stewart Matthews. In attendance were board members Ashley Burt, Erin Dougherty, Kathy Spillyards and Thomas Gaudreau. Board members Polly Harrison and Alvaro Salinas were 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 there were now 54 booths confirmed with several more committed. She reported the booths were varied vendors both fine artists and hand crafters. The deadline of November 13th, it was expected that the event would have between 50 and 60 booths confirmed. There were also submissions for several concession stands with a large variety of festive/carnival foods. Volunteers Committee: Erin Dougherty presented a list of volunteer opportunities for the board. She reported that a notice had been sent to the CERTS, Police Academy Alumni, and the Rita and Truett Smith Public Library volunteers, chamber of commerce and honor society to garner assistance with the festival. Sponsorship and Publicity Committee: Board liaison Ehrlich reported several sponsors. She read a report from PIO Craig Kelly for the committed sponsors. He requested that each board member take flyers to place at businesses throughout the area cites. • Discussion and update regarding the Call for Artists for the Wylie Municipal Complex CIP Art Projects. .(C. Ehrlich, Board liaison) Staff Comments Board liaison Ehrlich reported that the close for the Call for Artists has past and currently approximately 8155 artists have submitted for the Municipal art spaces. She reported that the pare-down committee would meet on November 17th to review the 155 submissions and narrow the scope to around 20-25 per site. The Muncipal complex Selection Panel, consisting of 10 members would then in charged with narrowing the submissions to the 2-3 semi-finalists for each art site. The selection panel was scheduled to meet on either December 9 or 10th to review and make those choices. Ehrlich reported that there were many wonderful artists in the 155 submissions. BUSINESS ITEMS Tabled Item from November 5,2009 Motion to remove from the table and: Board Action A motion was made by board member Spillyards, seconded by board member Burt to remove Item #1 --- from the table and consider. A vote was taken and the motion passed 5-0 with board members Salinas, and Harrison absent. 1. Consider and act upon ranking of the three semi-finalists and recommending the first ranked artist to complete the final design for the Founder's Park CIP Art Project to be recommended to the Wylie City Council. (C. Ehrlich, PAAB staff liaison) Staff Comments Board liaison Ehrlich addressed the board stating that the Founder's Park Art Selection Panel and Public Arts Advisory Board have seen and reviewed all artists submitting for the Founder's Park Art Project and have pared down the submissions to the semi-finalists who included: Bosmat Niron, Ellwood Risk, and Josh Garber. These semi-finalists made their presentations to the selection panel on October 28th The panel ranked the artists in order of preference as a recommendation to the PAAB. The PAAB met on the 29th of October and reviewed the semi- finalists. The board tabled this item to allow more time for Bosmat Niron to submit a more multi-dimensional design of her bike proposal and answer additional questions regarding costs associated with hiring an engineer certified in the U.S. and Texas. The board subsequently met on November 5, 2009 to further review the pieces and hopefully obtain a full quorum to comment on the choices. Ehrlich reiterated that Bosmat Niron had sent additional design proposals with additional costs to change from one dimensional design to multi-dimensional. The costs varied from $6,700 to $13,000. Ehrlich reported that the artist had requested to borrow machinery and tools on site to fabricate her design and if equipment and tools were not available for use, there would be additional charges to rent the equipment. Panel members discussed the new submission noting that the artist budget was set at $38,000 and additional funding for the project was not available. Ehrlich reiterated that Ellwood Risk (one of the semi-finalist) had sent confirmation that the paint used on his peddle cars design could not be coated to protect the car paint over 5-8 years. She reported that this design would require additional maintenance every 5-8 years. November 12,2009 Wylie Public Arts Advisory Board Minutes Page 2 of 4 PAAB members discussed the design submitted by Josh Garber. Members discussed the abstract nature of the art design with relation to the park setting. Board members also noted their desire that the community understand the relationship of the art piece with regard to the area in which children and adults alike would be. Board liaison Ehrlich suggested that both item #1 and Item #2 be considered at the same time to allow member to make a choice whether to approve a finalist from the semi-finalists or choose no one from the semi-finalists and direct staff to prepare another call for artists. Consensus of the board was to consider both items at the same time. Board Action A motion was made by board member Burt, seconded by board member Dougherty to recommend none of the semi-finalists as the first ranked artist to complete the final design for the Founder's Park Public Art Project. A vote was taken and the motion passed 5-0 with board members Salinas and Harrison absent. 2. Consider and act upon whether the Public Arts Advisory Board will recommend any of the semi-finalists to complete the final design for the Founder's Park CIP Art Project or whether the Public Arts Advisory Board will reject all of the semi-finalists and direct staff to issue a new call to obtain a larger number of submissions and a more diversified variety of art. Executive Summary PAAB liaison Ehrlich addressed the board stating that the PAAB in their deliberation of the finalist to create the final art design for the Founder's Park CIP Art Project was concerned about the choices of the final artists. With two of the semi-finalists from the original call eliminated due to cost and maintenance of their proposals, the board may choose from the semi-finalists presented in Item #1 or may determine that a new call for artists would better serve this art site. The board may either choose a final artist from Item #1 or choose not to recommend any of the semi-finalists and direct staff to create a new call to be posted on the Public Art Network to hopefully provide a larger pool of artists in which to choose from. Board Action A motion was made by board member Dougherty, seconded by board member Gaudreau to reject all of the semi-finalists and direct staff to issue a new call for artists in late January 2010 to obtain a larger number of submissions and a more diversified variety of art. Further direction includes a reimbursement within the call, to the 2-3 semi-finalists of$500.00 each to complete a maquette design of the final proposal for the art. A vote was taken and the motion passed 5-0 with board members Salinas and Harrison absent. 3. Consider and act upon a quote for limited consulting from art consultant Sharon Leeber for the Wylie Municipal Complex Art Project. Staff Comments PAAB liaison Ehrlich addressed the Public Arts Advisory Board stating that staff was directed to contact art consultant Sharon Leeber to obtain a cost for limited consulting for the new Wylie Municipal Complex Art Projects. This project will include two art sites and limited consulting will include: review and consulting with regard to the 155 submittals received in the call for artists for both the pare-down panel and the selection panel, assist with the Community Input Meeting to allow the 2-3 semi-finalists for each project the opportunity to meet with the community and receive input prior to creating the final maquettes for presentation to the selection panel and public art board for selection of the final artist for each project and recommend those artist to the Wylie City Council for final approval, and to assist with the unveiling of the art works during the grand opening of the Municipal Complex. November 12,2009 Wylie Public Arts Advisory Board Minutes Page 3 of 4 Ehrlich reported that Ms. Leeber has indicated that she would only be interested in consulting from the pare- down meeting through the processes listed above. She would not be interested in beginning her services with the selection panel after the pare-down committee had narrowed the artists for each project to 20-25 artists. Her costs would be by the hour not to exceed $5,650.00. PAAB members discussed the need in a very large project like the Municipal Buildings to have someone with a very large source of experience and education to consult the pare-down panel and the selection panel. Members discussed the fee in terms of the overall project and with regard to the total costs. Ehrlich reported that the total cost was a little over 1% of the total budget for the projects. She explained that this was very limited in the scope of work the consultant would be responsible for and staff would handle. The art consulting was the only services she would be providing on a professional level. Board Action A motion was made by board member Spillyards, seconded by board member Gaudreau to appove a quote for limited consulting from art consultant Sharon Leeber (Architectural Arts) in an amount of $100 per hour, not to exceed $5,350. A vote was taken and the motion passed 5-0 with board members Salinas and Harrison absent. 4. Consider and act upon approval of the minutes from the November 5, 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 November 5, 2009 Public Arts Advisory Board minutes as presented. A vote was taken and the motion passed 5-0 with board members Harrison, and Salinas absent ADJOURNMENT With no further business before the Wylie Public Arts Advisory Board, a motion was made by board member Gaudreau, seconded by board member Spillyards to adjourn the meeting at 7:43 p.m. Next board meeting is scheduled for November 19, 2009. Stewart Matthews, Chair Ca e Ehrlich, ecretary November 12,2009 Wylie Public Arts Advisory Board Minutes Page 4 of 4