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03-17-2011 (Public Arts Advisory) Minutes Public Arts Advisory Board CITY OF WYLIE Minutes Regular Meeting March 17, 2011 — 6:30 p.m. Wylie Municipal Complex Council Chambers 300 Country Club Road, Bldg. 100 Wylie, Texas 75098 CALL TO ORDER Announce the presence of a Quorum. The meeting was called to order at 6:30 p.m. by Chairman Stewart Matthews. Board members in attendance were Erin Dougherty, Thomas Gaudreau, Ashley Burt, Kathy Spillyards, and Deya Harris. Board Polly Harrison was absent. Staff present included Shane Colley, Construction Manager, and Carole Ehrlich, board liaison/secretary. DISCUSSION ITEMS • Update to the Municipal Complex Art Projects for Site #1, Site #2, and Site #3; Update Founder's Park Art Project. Staff Comments Staff liaison Ehrlich addressed the board stating that the Site #1 monoliths by Steve Gillman were completed. Site #2 Living Lenses sculpture had been delivered and the audio would be installed by the artists in the next couple of weeks. Site #3 Herk van Tongeren sculpture was completely cleaned and Michael van Enter would begin the patina work in the next few days. • Discussion regarding CIP Art Project for Community Park. Staff Comments Staff liaison Ehrlich reported that the budget for Community Park Improvements, based on 1% for public art, was $14,950. She explained that perhaps a number for the commission of art would be around $11,000 to leave some funding for maintenance and a plaque. She noted this amount was low for any type of sculpture design. She explained that funds remaining were for the most part dedicated to bond projects and ongoing maintenance for the current art pieces. Ehrlich presented drawings for Community Park Improvements showing recommendations by the Parks Board of several possible art sites within those drawings. She reported that the theme they wished to convey in the art was baseball. Ehrlich asked for direction from the board regarding how they wanted to proceed with the process of calling artists for the project. She explained that if the board chose to go out for a call for artists, a stipend would be required to be paid to the finalists presenting proposals and would lower the funds available for the art. She noted that the board had the option of choosing one or several artists to March 1'7,2011 Wylie Public Arts Advisory Board Meeting Minutes P a :z e 1 2 review from the call completed for the Municipal Complex and the board/staff could contact artists individually or chose one artist to commission. The board asked if college art departments might want to take this project as a graduate project for a class or particular graduate student. Ehrlich explained that the professor and institution would need to be completely involved as well for complete oversight and liability reasons. The board agreed to send a list of possible universities and art institutions that could be contacted to see if the feasibility for this type of commission was possible. • Discussion regarding the Wylie Municipal Complex Art Dedications. Staff Comments Staff liaison Ehrlich addressed the board stating that after the last council work session some discussion was held regarding the later part of April for the art dedications for the Municipal Complex. She explained that the council was looking at June 18, 2011 for the grand opening and if the art dedications were presented in the April timeline, this might give enough time in between the two events. She asked for direction from the board regarding a date that would work well for all board members. Board members choose April 30, 2011 at 3:00 p.m. as the date and time for the event. The board asked staff to look into the feasibility of some activities that could take place during the event. These included: a formal area for the ceremony with at least one dignitary, the mayor, council, and boards and commissions. The board also suggested hot dogs and drinks for attendees, a tour of the art work with the artists present to answer questions, a small memorabilia for each attendee, and a map of art sites including the library to view the donated art in the Bluebonnet Room. The board directed staff to begin the planning. Board member Ashley Burt left at 8:20 p.m. BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the February 17, 2011 Public Arts Advisory Board meeting. (C. Ehrlich, PAAB staff liaison) Board Action A motion was made by board member Gaudreau, seconded by board member Dougherty to approve the minutes from the February 17, 2011 Public Arts Advisory Board as presented. A vote was taken and the motion passed 5-0 with board members Burt and Harrison absent. 2. Consider and act upon approval of the wording and design of the art dedication plaques for Voices of Wylie (Living Lenses), Something Real (Steve Gillman), Teatro XIX (Herk van Tongeren), and CATCH (Madeline Wiener). Staff/Board Discussion Staff liaison Ehrlich presented examples of the materials and wording as it would be placed on each of the five plaques for final approval by the Public Arts Advisory Board. She explained that Teatro XIX had an additional descriptive plaque that explained the art sculpture and the artist and why the donated sculpture had so much — significance to the Wylie Municipal Complex. Ehrlich explained that each plaque was original in the design, font, and material to better mirror the specific art piece. March 17,2011 Wylie Public Arts Advisory Board Meeting Minutes P c 13 Ehrlich gave estimates regarding the plaque prices and noted that once finalized the prices plus shipping could be presented. She cautioned the need to order the plaques quickly in order to install them prior to the dedication in April. Board members reviewed the plaques individually and had some direction to staff regarding wording changes and fonts. Board chair Matthews asked the board if they were available to meet in the very near future to receive revised samples and approve the final plaques. Some of the changes requested by the board included: Voices of Wylie - Insure that the artists are satisfied with the presentation of their names. Confirm that the zinc product used for the plaque is pure zinc and not zinc plated for sustainability. Give an additional format option by placing the dedication date at the bottom of the plaque. Teatro XIX Description Plaque-Give options for additional colors and picture definition. Teatro XIX Dedication Plaque - Add artist after the name and lower the dates to another line; remove "and dedicated" from the plaque. Something Real - remove the word "un-edited" and change the word fuller to greater. Work with the fonts to present other options. CATCH -show an option with the quotes removed from the title and check stone for durability and etching issues. Ehrlich stated that she would bring those items back for further discussion and possible action. Board Action A motion was made by board member Spillyards, seconded by board member Gaudreau to table Item #2 consideration of final art plaque approval to a special called meeting March 23, 2011. A vote was taken and the motion passed 5-0 with board members Burt and Harrison absent. • Board Inspection of "Something Real" by Steve Gillman located in front of the Wylie Municipal Complex. Members of the Public Arts Advisory Board toured Site #1, Something Real. Construction Manager Colley and Ehrlich were also in attendance. 3. Consider and act upon the final approval and final payment to Steve Gillman for "Something Real." Staff Comments Construction Manager Shane Colley addressed the board stating that he had given his final approval of the Municipal Complex, Site#1 art project, "Something Real" by Steve Gillman. He explained that lighting had been set with the exception of one light which needed some additional wiring. Colley noted that funding for the lighting was deducted from the artist's final payment and will be paid to the light contractor out of the remaining balance for the artist once the lights were completed. Ehrlich explained the final payment per the contract with Mr. Gillman was originally $30,000. She noted that a deduction in the amount of $8,064 for lights and installation was reflected in the invoice received from Mr. ,. Gillman. The invoice total was $21,936. Board Action A motion was made by board member Spillyards, seconded by board member Harris to approve the final art work and final payment to Steve Gillman in the amount of $21,936. A vote was taken and the motion passed 5-0 with board members Burt and Harrison absent.