01-21-2010 (Public Arts Advisory) Minutes Public Arts Advisory Board
CITY OF WYLIE
Minutes
Regular Board Meeting
January 21, 2010 — 6:30 p.m.
Wylie Municipal Complex
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.wvlietexas.gov within the
required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website:
www.wvlietexas.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.
The meeting was called to order at 6:40 p.m. by board chairman Stewart Matthews. In attendance were
board members Erin Dougherty, Kathy Spillyards, Thomas Gaudreau, and Alvaro Salinas. Polly
Harrison arrived at 7:35 p.m. Board member Ashley Burt, was absent.
Staff present included Carole Ehrlich, board liaison/secretary, and Craig Kelly, Wylie Public Information
Officer.
DISCUSSION ITEMS
• Final costs and discussion regarding the December 9, 2009 Wylie Arts
Festival. (C. Ehrlich, PAAB Liaison/C. Kelly, PIO)
January 21,2010 Wylie Public Arts Advisory Board Meeting Agenda Page 2
Staff Comments
PIO Craig Kelly, who assisted the PAAB with the first annual Wylie Arts Festival, presented a _._.
rundown for the event revenues and expenditures. He reported that expenditures which included
marketing tools, power, sound, t-shirts, tents, and disposal services amounted to $10,903. He
explained that some costs had been donated such as the stage which was donated from WISD
and the hay used in the tent areas and for seating. He explained that this figure did not include the
$1,600 in overtime for parks, public works, and police as those expenditures came directly from
department budgets. He reported that revenues from the event which included booth registrations
both for food and art/crafts and sponsorships sold contributed $11,350. He noted that if overtime
was left off the total expenditures, the profit from the event was approximately $500.
Mr. Kelly presented a new design of the layout for the event showing the stage closer to the vendor
booths for next year. He noted that additional vendor booths could be added if needed later. He
asked for direction from the board with regard to a date for the 2010 event.
Board direction was to continue the first Saturday in December for the annual event (December 4,
2010).
Board member Dougherty presented a survey which will go out to all participating vendors from
2009 to obtain comments regarding last year's event. This survey will assist the board in providing
information to make the 2nd annual event even better.
• Update and discussion regarding the Call for Artists for the Wylie Municipal
Complex CIP Art Projects. (C. Ehrlich, PAAB Liaison)
Executive Summary —
PAAB liaison Ehrlich reported that the recent Community Input Meeting that included the artists to
obtain input regarding the art for the two sites at the new Municipal Complex went very well. She
stated that there were over 45 people in attendance and the artists received a great amount of
information and comments from the public. She noted that this will assist the artists in the creation
of their final design presentation scheduled for February 17, 2010 at 6:00 pm.
Ehrlich also reported that plans for the artist's presentations to the Municipal Complex Art
Selection Panel was underway and scheduled for February 17, 2010, with the PAAB meeting to
discuss the recommendations made by the panel on February 18, 2010. The Wylie City Council
and PAAB have been invited to attend the February 17th meeting to observe the selection process.
The meeting will be posted so the public may also attend.
• Discussion regarding the new Call for Artist for the Founder's Park CIP Art
Project. (C. Ehrlich, PAAB Liaison)
PAAB liaison Ehrlich recommended that the second call for artists for the Founder's Park CIP Art
Project process begin around the third week in February. She noted that staff would begin to
prepare for the call once the Municipal Complex Art Projects had been recommended to city
council for final approval. The board concurred with that recommendation.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the November 5, 2009 Public
Arts Advisory Board minutes. (C. Ehrlich, PAAB staff liaison)
January 21,2010 Wylie Public Arts Advisory Board Meeting Agenda Page 2
Board Action
A motion was made by board member Spillyards, seconded by board member Harrison to approve the
minutes from the November 19, 2009 PAAB meeting with the correction of the 19th to the agenda. A
vote was taken and the motion passed 6-0.
2. Consider and act upon approval of increasing the limited consulting by $1,000 to
cover additional expenses for services not covered in the limited consulting
quote.
Staff Comments
At the November 12, 2009 PAAB meeting approval was given for limited consulting to allow art consultant Sharon
Leeber to provide services to assist the board with the selection of artists for the Municipal Complex Art Projects.
The fee per hour for these estimated services was to be provided at $100 per hour. Ms. Leeber has been asked
to call references for the three semi-finalists (for each site)to insure their past work was provided in a professional
manner and the artists stayed within their specific budgets. This service was not outlined in the limited consulting
quote and therefore could increase the overall costs if the estimate provided comes in on the high side. The
overall budget for consulting, approved by the board is $10,000, well over the quote originally provided, and staff
is requesting the limited consulting be increased by$1,000 to insure all remaining services can be provided within
the$4,350-$5,650 quote.
Board Action
A motion was made by board member Harrison, seconded by board member Dougherty to approve the
increase in the limited consulting by $1,000 to cover any additional consulting services not covered in
the limited consulting quote and within the approved budget for the Wylie Municipal Complex Art
Projects. A vote was taken and the motion passed 6-0.
ADJOURNMENT
With no further business before the Public Arts Advisory Board a motion was made by board member
Salinas, seconded by board member Dougherty to adjourn the meeting at 7:52 pm. A vote was taken
and the motion passed 6-0.
Stewart Matthews, Chair
Carole Ehrlich,L ecretary