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04-19-2012 (Public Arts Advisory) Minutes Public Arts Advisory Board CITY OF WYLIE Minutes Regular Meeting April 19, 2012 — 6:30 p.m. Wylie Municipal Complex Council Chambers 300 Country Club Road, Bldg. 100 CALL TO ORDER Announce the presence of a Quorum. The meeting was called to order at 6:40 p.m. by Chair, Stewart Matthews. Board members in attendance were Kathy Spillyards, Deya Harris, Susan Spurgin and Jim Lenox, and Dee Ann Ross. Gaynell Reed was absent. Staff present included Carole Ehrlich, board liaison/secretary and Lynn Grimes (Wylie Art Gallery, and volunteer). DISCUSSION ITEMS • Discussion regarding FY 2012 Wylie Arts Festival Subcommittee Meeting. (C. Ehrlich, PAAB Liaison) Executive Summary Sub-Committee chair Susan Spurgin addressed the board stating that the board discussed the sizes of the spaces for the next Art Festival in December, using the FBC Event Center. Last year the spaces were 8'x 8', give or take a foot. Some spaces were only about 3 to 4 feet deep because of location, such as the hallway. We had approximately 100/106 booths last year. (2011). She reported that discussion was made about how much space to give for family and guests to watch the entertainment on stage. It was proposed that we allow three spaces back (10X10) sufficient space for parent to watch their children on stage. It was also strongly suggested that PAAB have signage and ropes to give clear designation as to where to stand to watch the performances Mr. and Mrs. Santa Claus would not be on stage. The extra room on the north side of the building PAAB could not use last year because of unavailability. This room measures approx. 50' x 50' with the stage measuring 12' x 21'. That room could accommodate 15 to 18 more spaces, depending on size and allowing for fire escapes. The committee discussed renting a large tent that would be set up on the east side of the building continuing through the east doors to allow for continuity and flow from the main building. PIO Craig Kelly thought the price for the tent would be approx. $1000. The tent would be used only if we need the space of for overflow of vendors Discussion around pricing was made and recommended that the board raise the prices as follows: April 19,2012 Wylie Public Arts Advisory Board Meeting Minutes 1' age 2 5' x 8' $50 10 x 10' $100 8' x 8' $ 75 Food Vendors $100 The board suggested the committee look at charges by square foot. This would change the option of getting two 5 x 8' booths for the same price as a 10 x 10' booth. The board also suggested raising the food vendor fees to $150. After measuring the community room Spurgin reported they were able to get 27 spaces. Some are 8' x 8' and some are 5' x 8'. We thought it might be good to have some music on the stage like Rob Hunter or small bands in that area in addition to the entertainment going on the main stage. Final booth numbers using only the events center are: 7' X 10' 1 5' x 8' 25 8' x 8' 40 10' x 10'....27 The isles were also increased from 5' isles to 8' isles. These figures will allow 92 spaces of varying sizes, not counting having a tent set up and food vendors outside. • Discussion regarding new events to focus on public art. (C. Ehrlich, PAAB Liaison) Board Discussion Future events committee chair Stewart Matthews addressed the board. He reported the subcommittee (Jim Lenox, Kathy Spillyards, Lynn Grimes) had discussed future events for the municipal complex and the inclusion of a brochure promoting the arts in Wylie and including a missions statement, current art, activities, board member names and requests for volunteers. The board also discussed Monthly/Quarterly art demonstrations that could be held each first Saturday of the month between the Recreation Center and the Library in the courtyard. It would be held at 10:00 a.m. and would include at least one visual artist and one performing artist that would commit to at least one hour of activities. Matthews asked for a volunteer to be the moderator for the first year with monthly demos every month except for December and June when the art festivals were in progress. Jim Lenox volunteered to be the moderator for the first year and agreed to bring a schedule back to the board at the May meeting to discuss artists that would be scheduled for the first quarter. It was recommended that the artists be highlighted in the brochure and also highlighted in the newsletter for the city. A liability form would be provided to insure the art was in keeping with the PAAB policies and guidelines and no sales would take place during the demonstrations but business cards could be handed out to prospective buyers. Matthew noted that another meeting of the committee would take place on April 30th at 2:00 p.m. to further discuss the future Fine Arts Festival scheduled for June of 2013. • Discussion regarding the Community Park CIP Art Project and selection panel finalists. (C. Ehrlich, PAAB Liaison) Staff/Board Discussion Board liaison Ehrlich addressed the board stating that The Community Park Selection Panel met Wednesday the 11th of April to review all submissions for the call for artists for Community Park. Three — finalists were chosen including Johnny Edwards, Jack Westerhold, and Madeline Wiener. An alternate, David Hickman was chosen in the event any of the finalists could not meet the budget or timeline for the project. April 19,2012 Wylie Public Arts Advisory Board Meeting Minutes Page 3 Ehrlich reported when contacting the finalists Madeline Wiener indicated she would not be able to complete another project until March of 2013. Ehrlich explained this was due to her workload. Staff had requested the art be installed around September or October of 2012 to allow time for the dedication of the art in 2012. She asked the board for direction regarding the alternate or whether the board was comfortable with waiting a year for the completed project should Wiener be chosen. Direction from the board was to move forward with contacting David Hickman to see if he could meet the timeline and the budget for the project. Ehrlich indicated she would be in contact with him. • Discussion regarding the Downtown Mural (Olde City Park) Art Project and call for artists. (C. Ehrlich, PAAB Liaison) Staff/Board Discussion PAAB liaison Ehrlich reported that 10 artists had submitted for the Call for Artists for the Downtown Mural at Olde City Park. Ehrlich presented the previous art of artists submitting and asked the board for direction regarding whether they thought the call had enough artists responding to move forward with the selection panel or go out for an extended call to obtain additional artist submittals. Direction from the board was to move forward with the current ten artists and call a meeting of the Downtown Mural Selection Panel to select 2-3 finalists. BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the March 15th Public Arts Advisory Board meeting. (C. Ehrlich, PAAB staff liaison) Board Action A motion was made by board member Spillyards, seconded by board member Lenox to approve the March 15, 2012 Public Arts Advisory Board minutes as presented. A vote was taken and the motion passed 6-0 with board member Reed absent. ADJOURNMENT With no other business before the board, a motion was made by board member Lenox, seconded by board member Spurgin to adjourn the meeting at 7:55 p.m. A vote w taken and the motion passed 6-0 with board member Reed absent. G(l Kath S I r , Vice air Z(014' • Carole Ehrlich, Se ary