07-21-2011 (Public Arts Advisory) Agenda Packet Public Arts Advisory Board
CITY OF WYLIE NOTICE OF MEETING
Regular Meeting Agenda
Public Arts Advisory Board
July 21, 2011— 6:30 pm
Wylie Municipal Complex
City Council Chambers/Conference Room
300 Country Club Road, Bldg. 100
Wylie, Texas, 75098
Stewart Matthews - Chair
Thomas Gaudreau Vice Chair
Polly Harrison Board Member
James Lenox _ Board Member
Susan Spurgin Board Member
Kathy Spillyards Board Member
Deya Harris 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.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 972.516-6023 or TD
972.516.6026.
CALL TO ORDER
Announce the presence of a Quorum.
DISCUSSION ITEMS
• Discussion regarding options for remediation of the "Voice of Wylie" sculpture
defects. (C. Ehrlich, PAAB Liaison)
Executive Summary
Staff will report on two options to remove the dents in the "Voices of Wylie" sculpture. These options will
be reviewed by the board and direction given to staff for which option to move forward with. Final
approval once all remediation has been completed will be signed off by Construction Manager Colley and
then finally approved by PAAB on a future agenda item. Construction Manager Colley will be present to
answer any questions.
June 16, 2011 Wylie Public Arts Advisory Board Meeting Agenda Page 2
• Discussion regarding FY 2011-2012 Wylie Arts Festival. (C. Ehrlich, PAAB Liaison)
Executive Summary
Staff and the board will discuss the 2011 Wylie Art Festival project. Part of that discussion will involve
review of the 2010 vendor applications, committee chairs for 2011 and expansion of the event.
BUSINESS ITEMS
1. Consider and act upon the appointment of a Board Chair and Vice Chair for the
term of July 1, 2011 to June 30, 2012. (C. Ehrlich, PAAB staff liaison)
2. Consider and act upon approval of the minutes from the June 29, 2011 Public
Arts Advisory Board meeting. (C. Ehrlich, PAAB staff liaison)
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on this 15th day of July, 2011 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.wvlietexas.gov
Carole r is , ity Secretary - �`�� �F t� Date Notice Removed
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2011 Arts Festival
We are celebrating my son's birthday tonight, so I am unable to attend the meeting. I am excited
about this year's Arts Festival and have begun re-signing sponsors and securing some of the
festival elements. Below are thoughts compiled by Carole and Ito consider as we move forward
with 2011 Arts Festival planning...Craig Kelly
Considerations:
-Maintain current vendor booth fees for one more year as we build the event. Dependent upon
this year's success, consider raising fees next year.
-Maintain current vendor guidelines and standards with a continued focus on fine arts. We can
comfortably expand the event up to 110+booths.
-Add a $1,500 sponsorship category on the sponsorship brochure. (Methodist Richardson
sponsored at this level last year and we may have another interested business)
-Consider having each board member commit to securing at least one new sponsor.
-Grow the event...
• 15' X 5' community mural/canvas for kids 12 and under (water guns filled with paint,
brushes, hands)
• Additional marketing/advertising expenditures (expand area of influence)
• Reindeer from noon—5 pm (Approx. $800)
• More choirs! (20-30 members) (maybe large church choirs with the school choirs
throughout the day).
• Caricatures and balloon animals
• Roving Dickens Carolers
• Art demonstrations (Glass blowing, pottery,blacksmith, ice carving, large wood
sculpting/carving (chainsaw).
• Baking contest
• Increased Downtown Merchants Association involvement
• Continue to build the children's area through use of non-profits and sponsors
providing an art based activity.
-Change t-shirt vendor in order to print higher quality, more vibrant, full-color images.
-Continue to increase the role of CERT through inclusion in planning meetings. (Gilbert Tamez
on volunteer committee?)
Public Art Festival Committees 2011
Submitted and Approved by the Public Arts Advisory Board
•
Entertainment/Perfornzing A rts Fine Arts & High End Craft
(Solicitations crud Scheduling) & Festive Food Vendors
— Co-Chair (Solicitations, Guidelines and Scheduling)
— Co-Chair — Co-Chair
— Co-Chair
Lyrztz Grimes— Owner Wylie Art Gallery
Sponsorship Committee Carole Ehrlich —Board Liaison
(Solicit Sponsors Joe the Event)
, Co-Chair
, Co-Chair Infrastructure Planning
Craig Kelly City Staff
Publicity Committee Volunteers Committee
(Publicize the event-ra(ho-paper-cite media) (Recruitment and Scheduling)
Cram Kelly —Staff PIO — Co-Chair
Gilbert Tamez — Co-Chair
Art for T-Shirt
Lynn Grimes
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, ylte �.F v Registration Process: Festival Policies
' aysbete w,2011 1. Return registration form and rental fee on or before Refunds:No Refunds. The City of Wylie cannot
November 4,2011. Applications with apostmark after the~ guarantee any vendor a certain number of customers,
deadline will be placed on a waiting list and notified if space nor do we promise,any type of profit. No refunds due to
Cofer of Ballard Avenue&.�78 WO becomes available. inclement weather. *any festival,show,or event,
Vendor Guidelines: 2. Make checks or money orders payable to: City of Wylie. -the vendor�es t� siQn t participate on their own.
Fine Art Br m ' Crafts Vendors There will be a$25 charge for all returned checks 'SWUM the bpaatpc�nned or canceled for an Act of
• CrH r 4° , &~, 1p hy,graphics,l art, ,� , r�`e or for any reason whatsoever,
'� ,,graphi � a nits 8. All vendors must submit completed applications with check ' r'�'hereby'release*and foreverdischarges the City
• Hand'. " • or moneyorder,self addressed envelopewith 2 first class of.
Wylie,its officers,employees and,.agents from any
ark stamps,photos of their art/crafts and a list of items to be all liability and claims fordamages
postponemer whi result from Such
sets. sold(including pricing). Incomplete applications will be
postponement-or cancellation.
• Hendinade jeWelry,clothing or other han `i eitems disregarded. Photos will not be returned.Submission of this
.keersed acceptable. application does not guarantee acceptance. Security: Security will be provided during the-event;
• Authentic antiques. however,merchandise left overnight ra at the owners
4. Applications will be processed in the order they are received.
• Exhibitors are urged to demonstrate their craft. Vendors will be selected by a panel and will be notified in risk and responsibility. The City otW le,assumes r o
• 1 outlet(120 volts)will be provided. No electric heaters writing no later than November 20,2010. Payment will be responsibility for any property placed On'ttle premi ,
please. Vendors needing additional power must make returned if vendor is not selected. and is released from any liabilities for arrybegi,injury
arrangements prior to event. or damage to person or property that are sustained s
5. All spaces are outdoors;12'x 12'. The majority of spaces are by reason of the occupancy of the event site under
Festive&Unique Food&Be' rage Vendors on grass. All equipment and merchandise must fit Into,the , this contract. All watchmen or other protectiveservice '
• No alcohol sales allowed: ~. booth space and solicitation outside the spacers ��.``" desired vendor must be arranged for f, r special
• Vendors mustprovide their own Ice. Vendors requiring more than 12'x 12'space mutt forg P
t � agreement with the representative of the City of Wylie:
• Menu with prices rrsrd in booth. additional spaces.
' • Direct water hookup will be provided;vendors must furnish 6. All vendors must provide their own canopy or tent and must Liabilities: Vendor shall indemnify the City of Wylie,its 4
food grade hoses&conrtors. prove it has been treated with fireproof chemicals(most officers,employees and agents against,and hold the City e
• Vendors must contact the Coin County Health Department canopies have a fire tag sewn in). of Wylie,its officers,employees,and agents harmless
and obtain a health permit at least two weeks prior to the event. from any and ali claims,actions,causes of action,liability,
• Vendors using warming or cooking devices must have a 7. No hook-ups will be provided for motor homes or travel lawsuits,judgments,'damages,injuries,cost or expenses,
charged fire extinguisher,with current inspection sticker trailers at the festival site. including reasonable attorney's fees,or injury to person
(required 2A,10B,C fire extinguisher),visible in booth. The 8. Products offered must be hand made and appropriate for a or property or death of any person resbiting from or` ,
Fire Marshal will inspect ALL vendors. festive,family event. based upon,in whole or in part,any act Performed or`"
• Food vendors must provide power unless prior arrangements omission in the performance of thiscontractientnict by vendor;
are made. No additional power will be provided beyond that 9. Vendors may only sell the items or conduct the activities that its-agents,officers andemploye '- ihdehttiity is
requested in this application. have been specifically approved in writing. The number of intended to protect the City of Wylie, ages,officers. ,
• Vendors must stock enough product,or plan to obtain" vendors offering the same or similar items will be limited. end c employees from the onsequer�.of their.awn
City is not responsible for duplication of_items among vendors. ne ligence. The provisions of this.peragraph shall survive
a {iitional product,to remain open from 10 am-8 pm. The Cityreserves the right to re request removal of anyitems
q ttieiw.#ermination of its contract.
t ofit`ti of deemed to be illegal or in poor taste. Vendors may be asked
• nizations to leave the premises immediately at the City's discretion. Vendor hereby releases the City of iylim any arsons
•` nititi rpr itatus(is,must be an IRS 10.Vendors shah not sublet or assign this contract to any other for any loss or damage sustained by On of y '
eta or civic group). person,or any of the privileges conveyed herein. of any part of the water supply system,the , �e a
• � .iVete,ter non-profit group, drainage system,the gas system,electrical apparatus
• Aerie t4 kre soft#�**proved in advance;no services 11. Vendors must remain open from 10 am-8 pm. or wiring on the event site or arty otlw premises or
bandstand,and forany loss oetionsige resulting from fire,
may; ' td ce. 12.The City reserves the right to cancel any vendor and the tor
theft,
water, itade, s
• �:dta���ted donations are terms of this agreement at any time for any reason,without � w #rikes,civil commotion
PI iIBITED,,unless approved in advance. penalty to the City of Wylie. All decisions made by the City of or riot,or otherwise c s negligence of the
• Nor fits areereceraged to provide a children's activity.
Wylie will be final. City of Wylie;
Public Arts Advisory Board
CITY OF WYLIE
Minutes
Special
Called Meeting
June 29, 2011 - 5:30 p.m.
Wylie Municipal Complex
Council Chambers
2000 Highway 78 North
CALL TO ORDER
Announce the presence of a Quorum.
The meeting was called to order at 5:45 p.m. by Chairman Stewart Matthews. Board members in
attendance were Erin Dougherty, Thomas Gaudreau, Ashley Burt, Kathy Spillyards, and Deya Harris.
Board member Polly Harrison was absent.
Staff present included Shane Colley, Construction Manager, and Carole Ehrlich, board
liaison/secretary.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the June 16, 2011 Public
Arts Advisory Board meeting. (C. Ehrlich, PAAB staff liaison)
Board Action
A motion was made by board member Burt, seconded by board member Gaudreau to approve the
June 16, 2011 PAAB minutes with one correction; showing Ashley Burt as being present at the meeting
and remove her absence to page #1. A vote was taken and the motion passed 6-0 with board member
Harrison absent.
Tabled from June 16, 2011
Motion to remove from the table and consider:
Board Action
A motion was made by board member Gaudreau to remove Item #2 from the table, seconded by board
member Burt. A vote was taken and the motion passed 6-0 with board member Harrison absent.
2. Consider and act upon final approval of Voices of Wylie by Living Lenses and
approval of the final payment of$63,500. (C. Ehrlich, PAAB staff liaison)
Staff/Board Discussion
PAAB liaison Ehrlich explained the board tabled this item to acquire more information regarding some marks
appearing on the sculpture and how they could be remediated. The board also wanted to see if additional
instruments could be programmed to the same melody changing the sound of the sculpture.
June 29,2011 Wylie Public Arts Advisory Board Meeting Minutes P ,} �� 2
She explained to the board that the artists were wishing to work with the board regarding the dents and pin marks
on the sculpture. She read an e-mail from Mr. Wang regarding the difficulty to send the piece back to the fabricator
in cost and in the results of attempting to fill in the dents. Construction Manager Shane Colley addressed the board
stating that staff had reviewed the issues with Custom Stainless and the contractor noted that making the dents
larger to enable stainless to be added and spot welded was not a great option and would show marks worse than
the dent damage currently appeared. Colley noted that without completely disassembling the sculpture and
pounding the marks from the inside, there were not good options for changing the dents visually from the outside.
Mr. Colley reported the artists did want to work with the board and with the original fabricator to bring this issue to a
resolution. PAAB liaison Ehrlich asked the board if they were ready to contact Living Lenses by phone to discuss
the options open for corrections to the sculpture. Ehrlich contacted the number left by Living Lenses but got no
answer after several attempts.
Board member Harris asked if there was an instrument that could take the dents out from the outside somewhat
like a vehicle dent removal. Mr. Colley explained that this would not work on this sculpture as the dents were part
of the welding that was attached to the support structure from the inside; there is just no way to pull the dents out.
Construction Manager Colley explained that the conversation between Ehrlich, Living Lenses and he was to have
the fabricator construct two outer shells to be placed over the existing hemispheres that appeared to be the most
damaged on either outer side of the sculpture. These shells would then be shipped to the city for installation over
the damaged hemispheres and welded to the sculpture. This would appear smooth, hiding all damage to the inner
original hemispheres. Colley explained that once this was discussed with the original fabricator and all agreed, the
creation of the shells could begin.
Colley explained that the board needed to come up with a figure they were comfortable with to retain until the
board was satisfied with the resolution. Board Chair Matthews stated that the amount should be enough to
encourage the artists to correct the problems with the sculpture. Mr. Colley reported that the material and
fabrication within the artist's budget was about $45,000. He stated that the amount determined to be held should
include some of this fabrication cost.
Board member Burt stated that the entire edge of the piece was uneven where the hemispheres were welded
together. She felt the amount held should be much more than 10% and should cover some of the payments
designated for final approval of the piece and contingency funding. Board member Gaudreau agreed that the
amount should be substantially more than 10% so it was in the best interest of the artist to correct the damage of
the sculpture.
Ehrlich explained that when the sculpture had been completed prior to shipping, a picture was sent of the piece
with no apparent damage showing. It wasn't until the piece was polished and cleaned and under clear light that
the damage showed up.
Board Chair Matthews noted that within the contract it would be acceptable to withhold the final city inspection and
approval of the delivered piece ($20,000) and the final acceptance by the Construction Manager ($8,000) as the
piece could not be finally approved by either party at this point. PAAB liaison Ehrlich noted that the artist had a
balance of$63,500 of which the city had not been invoiced at this time. She explained the artists were waiting for
the city to determine how much was acceptable for release so they could create an invoice for the correct amount.
She explained, should the board decide on a specific amount to hold, she could contact the artist to make that
recommendation and ask for invoicing of the amount that could be released at this time.
Board member Spillyards stated that she was uncomfortable with the 10% but was very comfortable holding back
$28,000. She explained that it was imperative that the piece was brought to acceptable standards. She explained
that it was her opinion that the city was just beginning the art program and each piece of art needed to be
completed to the highest standards possible.
Board Action
A motion was made by board member Spillyards, seconded by board member Harris to recommend
release of $35,500 to Living Lenses and withhold a portion in the amount of $28,000 until such time as
final approval could be made for the Voices of Wylie sculpture; a secondary recommendation should
the artist be unsatisfied with the above recommendation would be to remit $41,000 to the artist
retaining $23,500 until such time as final approval could be made. A vote was taken and the motion
June 29,2011 Wylie Public Arts Advisory Board Meeting Minutes 1' .� 3
passed 6-0 with board member Harrison absent.
ADJOURNMENT
With no other business before the board, a motion was made by board member Spillyards, seconded
by board member Gaudreau to adjourn the meeting at 7:04 p.m. A vote was taken and the motion
passed 6-0 with board member Harrison absent.
Stewart Matthews, Chair
Carole Ehrlich, Secretary