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05-24-2012 (Public Arts Advisory) Agenda Packet Public Arts Advisory Board CITY OFWYLIE NOTICE OF MEETING Special Called Meeting Agenda Public Arts Advisory Board May 24, 2012- 6:30 pm Wylie Municipal Complex City Council Chambers/Conference Room 300 Country Club Road, Bldg. 100 Wylie, Texas, 75098 Stewart Matthews Chair Kathy Spillyards Vice Chair DeeAnn Ross Board Member James Lenox Board Member Susan Spurgin Board Member Gaynell Reed 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.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 972.516-6023 or TD 972.516.6026. CALL TO ORDER Announce the presence of a Quorum. DISCUSSION ITEMS • Discussion regarding FY 2012 Wylie Arts Festival Subcommittee Meeting. (C. Ehrlich, PAAB Liaison) Executive Summary The 2012 Wylie Arts Festival Subcommittee (Susan Spurgin, Gaynell Reed, Craig Kelly and Carole Ehrlich) will give the board an update on plans for the 2012 Wylie Arts Festival. . May 24, 2012 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 2 • Discussion regarding new events to focus on public art. (C. Ehrlich, PAAB Liaison) Executive Summary The subcommittee for future events including the 2013 Spring Festival, art brochure and Monthly/Quarterly art demonstrations Stewart Matthews, chair of that committee will report on the recommendations made. • Discussion regarding the Downtown Mural (Olde City Park) Art Project and call for artists. (C. Ehrlich, PAAB Liaison) Presentation • Review of the Community Park artist rankings by the Community Park Art Selection Panel and their recommendations for the Community Park Finalist. (C. Ehrlich, PAAB Liaison) Executive Summary The Community Park Art Selection Panel met on May 21, 2012 and reviewed the presentations by semi-final artists for the Community Park CIP Art Project. They have made their recommendations and ranked the finalists for further review and consideration. Some of the public arts board was in attendance during the presentations. PAAB members are asked to consider the finalist recommendations and to take action to recommendation the final artist to the Wylie City Council. This proposal will be accompanied by a contract to commission the art. • BUSINESS ITEMS 1. Consider and act upon a recommendation for the final artist for the Community Park CIP Art Project to the Wylie City Council and to authorize staff to create a contract to commission the art. (C. Ehrlich, PAAB Liaison) Executive Summary The PAAB has had the opportunity to view the proposals during the final artists' presentations. PAAB members are asked to consider the finalist recommendation by the art selection panel and to take action for final recommendation to the Wylie City Council. The board can take action on the recommended artist or change the ranking to recommend another finalist to the city council The Wylie City Council will meet on June 12, 2012 to consider the PAAB recommendation and contract. The city council will make the final approval and once the contract is executed, the artist can begin fabrication. Budget for this project is $30,000. May 24,2012 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 2 2. Consider and act upon approval of the minutes from the April 19, 2012 Public Arts Advisory Board meeting. (C. Ehrlich, PAAB staff liaison) ADJOURNMENT CERTIFICATION 1 certify that this Notice of Meeting was posted on this 21" day of May, 2012 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 Ehrlich,City Secretary Date Notice Removed Wylie Public Arts Advisory Board Future Events Sub- CITY OF WYLIE Committee Minutes Wylie Public Arts Advisory Board Events Sub-Committee Meeting Monday, April 30, 2012- 10:00 a.m. Wylie Municipal Complex - Council Conference Room 300 Country Club Road, Bldg. 100 Wylie, TX 75098 CALL TO ORDER Announce the presence of a Quorum. Members of the Public Arts Advisory Board 2012 Art Festival Sub-Committee met April 2, 2012 in the Wylie Council Conference Room. Members present included Jim Lenox, Kathy Spillyards and Lynn Grimes. Also present were Carole Ehrlich Art Board Liaison and Craig Kelly, Public Information Officer. WORK SESSION • Future Public Arts Events (Sub-committee members) Members of the sub-committee above discussed having the 2013 Spring Arts Festival to be held at the new Wylie Municipal Complex grounds. Some of the items discussed included uniform booths and entertainment. A list of recommendations to take back to the full Public Arts Advisory Board included: The Scope of the Festival ➢ The mission of the festival is focused on a) Creating an new age identity for Wylie as a city and community; b) making money for the Public Arts to be rechanneled back into the community; c) bring commerce to the city's merchants. PAAB Future Events Sub-Committee Minutes April 30, 2012 Wylie City Council Page 1 ➢ The Spring Festival will be different from the December Festival in its focus on Family and the fine arts of all types. Crafts will be de-emphasized. ➢ The location is definitely at the Municipal center area to bring community gathering to the location, expose the new facility, make available the library and the surrounding grounds to all citizens. ➢ Uniformity in appearance will add to the refined look to include similar tents for the vendors. Council and City Management ➢ Solicit approvals from Council ➢ Determine budget ➢ Partnership with Parks & Rec ➢ Partnership with City Manager's office ➢ Partnership with Police and Fire Attractions to build for annual event Primary: Big name entertainment as headliner ➢ Auxiliary: Regional and local acts throughout the day to showcase local artists and also bring in attendees. ➢ All art demonstrations are welcome. Sub-stages will be set up. ➢ Encourage citizen participation by offering volunteer positions on committees and work details. Children's Activities ➢ Children's art activities must be included. ➢ Music Logistics ➢ Primary festival entertainment set up in the rear of municipal facility. o Map out area and determine impact to area and prep needs. ➢ Create special VIP seating area for extra ticket sales. Special Meet & Greet Privileges. ➢ Parking and the need for a shuttle system will have to be explored Date Discussion ➢ June was original focal point but after examining calendar compared to Wylie HS Graduation and other local events, the First week of May was put up for serious consideration. Must avoid second Saturday in May. Committees needed: ➢ Advertising — Media contact, calendars, website, etc. ➢ Scouting — Canvas similar events in the area for ideas, solicit vendors, The following is a summary of conversation focused on review of the new Brochure for the Wylie Public Arts Board: Craig Kelly revealed the mock up design of the new Wylie Public Arts Brochure entitled "The Art of Wylie." PAAB Future Events Sub-Committee Minutes April 30, 2012 Wylie City Council Page 2 - The horizontal layout was well received as it benefited the visual display as well as functionality for regular reference - The brochure featured photos of our current art sculptures, Written dissertation of the Art Boards mission, current activities and invitation for citizens to participate and be involved. - Calendar of events would be included as the brochure would be updated quarterly or semi-annually. The meeting was concluded at 3:50 p.m. The sub-committee will meet again May 18th at 9:00 a.nn. at the Wylie Art Gallery to further discuss the spring festival and to bring recommendations to the board for further discussion during a regular meeting of the PAAB. Jim Lenox, Sub-Committee Chair ATTEST: Carole Ehrlich, City Secretary PAAB Future Events Sub-Committee Minutes April 30, 2012 Wylie City Council Page 3 Wylie City Council CITY OF WYLIE AGENDA REPORT Meeting Date: May 24, 2012 Item Number: 1. Department: Public Art Board (City Secretary's Use Only) Prepared By: C. Ehrlich Account Code: Date Prepared: 5-23-2012 Budgeted Amount: $30,000. Exhibits: Subject Consider and act upon a recommendation for the final artist for the Community Park CIP Art Project to the Wylie City Council and authorizing staff to create a contract to commission the art. Recommendation A motion to recommend as the artist and art design for the Community Park CIP Art Project and to authorize staff to create a contract to commission the art in the amount of $30,000. Discussion The PAAB has had the opportunity to view the proposals during the final artists' presentations. PAAB members are asked to consider the finalist recommendation by the Community Park Art Selection Panel which ranked the artists as follows: #1 —Johnny Edwards #2 — David Hickman #3 — Jack 'Westerhold The board is asked to consider the final artist they wish to recommend to the Wylie City Council and authorize staff to create the contract to commission the art. Once the contract is created it will be reviewed by the City Attorney as to form. The Wylie City Council will meet on June 12, 2012 to consider the recommendation and contract by the Public Arts Advisory Board. Once the contract is executed, the artist will begin fabrication. Approved By Initial Date Department Director CE 5-23-2012 City Manager Page 1 of 1 Public Arts Advisory Board CITY OF WYLIE w 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 Page 2 5' x8' _ $50 10x10' $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' x8' 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 P a g c 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 was taken and the motion passed 6-0 with board member Reed absent. Kathy Spillyards, Vice Chair Carole Ehrlich, Secretary