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01-17-2013 (Public Arts Advisory) Minutes Public Arts Advisory Board CITY OF WYLIE Minutes Regular Meeting January 17, 2013 — 6:30 p.m. Wylie Municipal Complex Council Chambers/Conference Room 300 Country Club Road, Bldg. 100 CALL TO ORDER Announce the presence of a Quorum. Vice Chairman Anne Hiney called the meeting to order at 6:40 p.m. Board members in attendance were Susan Spurgin, Lynn Grimes, and Gaynell Reed. DeeAnn Ross and Lisa Green were absent. Staff present included Carole Ehrlich, board liaison/secretary. DISCUSSION ITEMS • Discussion regarding the Overview of the FY 2012 Wylie Arts Festival. (C. Ehrlich, PAAB Liaison) Board Discussion PAAB members discussed the 2012 Wylie Arts Festival with all members in agreement it was a success. PAAB liaison Ehrlich reported there were total revenues from the event of $20,041.12 which was deposited into the Art Fund for future art projects. The individual committees reported on their activities during the event and recommended researching and possible changes to the following: • Using the City's Facebook page to provide residents and vendors with Monthly Featured Craft Vendors and Artists, artwork currently installed throughout the city and the art brochure once completed. • Move the deadline to receive vendor applications to late August each year and accepting no late applications. • Insuring that all craft vendors have only handmade articles and no other items; only items presented with the application and accepted would be allowed. • Requesting the church to have at least one member present at the festival all day to address issues such as light, restroom cleanup and other facility issues. • Obtain costs to rent the FBC Gym in the event the 2013 vendor requests approved outnumber the main event space. • Research the possibility of providing a tent on the lawn area next to the church for children's activities and dance groups with dance groups providing the staging or utilizing the WISD stage. January 17,2013 Wylie Public Arts Advisory Special Board Meeting Minutes 1 2 • Insure electricity is connected by 9:00 am for all food vendors. --. • Increase cost of food vendors to$200 for all food vendors including Not for Profits • Allow a 10% discount on craft booths for Not for Profits; keeping the maximum to 8 • Insure that food vendors have cookware protected with fencing The board discussed sending out new applications to all vendors by mid-February by e-mail. The board also took volunteers to head individual committees for the 2013 event. They are as follows: Entertainment Committee, Susan Spurgin, DeeAnn Ross Vendor Committee, Anne Hiney, Lynn Grimes, Carole Ehrlich and Kathy Spillyards Sponsorship Committee, Chair, Lynn Grimes, Jim Lenox, Craig Kelly and Anne Hiney T-Shirt Design, Anne Hiney Volunteers, Jim Lenox and Gaynell Reed Advertising Committee, and Logistics Committee, Craig Kelly • Discussion regarding an Annual "Art Sponsorship". (C. Ehrlich, PAAB Liaison) Board Discussion Chair Jim Lenox addressed the board regarding an annual sponsorship program. He explained that the new brochure, the Monthly Art Programs and the art festival could all be part of the advertising package. In addition he suggested any new projects during the year could be added to the annual sponsorship at no additional cost to the sponsor. Board member Grimes explained that in addition to the new annual sponsorships for businesses, several residents interested in the arts were in the process of creating a 501 3c not for profit to be called the Wylie Art Association. Individual members could pay annual dues, at a lesser cost and contribute to the arts in Wylie. The funds would be granted to the city on a "need basis"to provide additional art and funding for art programs. The board appointed the Sponsorship committee to meet in the near future and research the programs and report back to the board in February. • Discussion regarding future events including the spring Arts Festival to be held at the Municipal Complex, the Monthly Art Programs held at the Library, Searching for a Star participation and July Jubilee vendor participation. (C. Ehrlich, PAAB Liaison) Board Discussion PAAB members discussed the possibility of collaborating with Searching for a Star (June Event) or July Jubilee (July Event) to provide a craft vendor show in Olde City Park the day of the event. The board discussed speaking with the Wylie Downtown Merchants to see if a participation in the event with the art board providing all services for the craft show and retaining funding for that portion of the Jubilee. The revenue could be used to promote and fund future art projects. The PAAB will meet with the WDMA in the near future to discuss this opportunity. In addition the board discussed creating an established committee to seek information on the spring event at the ._..w, Municipal Complex. This event would include symphony/classical music from a regional orchestra and fine artists. The board concluded that 2013 would be too early to research and put an event together so opted to have the committee look at 2014 and report back to the full board in the near future. Anne Hiney volunteered to head that committee. In other business regarding the Monthly Art Programs held in between the Library and Recreation Center the first January 17,2013 Wylie Public Arts Advisory Special Board Meeting Minutes !' c 3 Saturday of the month, the board discussed having the programs start in April of each year and run through October. — Board member Grimes explained that painting and performing arts were difficult to do in the winter when weather was unpredictable and could cause damage to the paint and materials providing by the performers. Grimes reported she would have the full itinerary ready to present to the board at the next meeting and each month would have at least one performing artist or children's activity and one fine artist demonstrating their art work. PAAB liaison Ehrlich reported the brochures promoting the current art in Wylie and listing the events would be finalized once the Community Park art project was completed and the final list of monthly programs were available. The board suggested using this opportunity to list annual sponsors on the brochure as another advertising benefit. This could be posted on facebook and also on the webpage for viewing by residents and passed out in hard copy at the library. • Update regarding the Community Park CIP Art Project. (C. Ehrlich, PAAB Liaison. Staff Comments PAAB liaison Ehrlich reported that artist Johnny Edwards continues to work on the two sculptures at Community Park. Weather had been a factor with regard to completion. Edwards anticipates having the sculptures completed in two weeks, weather permitting. The dedication will be planned for March 2013 when the new baseball season is kicked off. REGULAR AGENDA 1. Consider and act upon approval of the Public Arts Advisory Board minutes from December 6, 2012. (C. Ehrlich, PAAB Liaison) Board Action A motion was made by board member Grimes, seconded by board member Reed to approve the December 6, 2012 PAAB minutes as presented. A vote was taken and the motion passed 5-0 with board members Ross and Green absent. ADJOURNMENT With no other business before the board, a motion was made by board member Grimes, seconded by board member Reed to adjourn the meeting at 9:20 p.m. A vote was taken and the motion passed 5-0 with board members Ross and Green absent. /41 Jim Lenox, Ch 'r Caro Ehrlich, S cre ary