10-17-2013 (Public Arts Advisory) Minutes •
_Ili Public Arts Advisory Board
CITY OF WYLIE
Minutes
Regular Meeting
October 17, 2013 — 6:30 p.m.
Wylie Municipal Complex
Council Chambers/Conference Room
300 Country Club Road, Bldg. 100
CALL TO ORDER
The Public Arts Advisory Board meeting was called to order at 6:30 pm by Chairman Anne Hiney.
Board members present included: board members Britt Volker, Gaynell Reed, Susan Spurgin and Lisa
Green. Vice Chair Lynn Grimes and Dee Ann Ross were absent.
Staff present included Carole Ehrlich, board liaison and staff member Lisa Pruett. Also attending was
Kathy Spillyards, former member of the board.
DISCUSSION ITEMS
• Discussion regarding a proposed 2014 Spring Art & Jazz Festival. (C. Ehrlich, PAAB
Liaison)
Board/Staff Discussion
PAAB members were updated regarding further plans for the 2014 Spring JazzArt Fest. Board liaison Ehrlich
reported her conversation with Texas Alcohol Beverage Commission with regard to wine sales at the event. She
reported that if the council approves the sale of wine, the city would be required to contact wineries in the area to
solicit booth for the new event. Ehrlich noted that before moving forward staff would wait to allow time for the board
to propose plans for the event including wine sales to the Wylie City Council at the October 22nd council meeting to
receive direction regarding wine sales from the council. Board Chair Hiney agreed to present the proposed event in
a work session at the council meeting. Members were asked to be in attendance for that discussion.
Board Chair Hiney reported the entertainment committee consisting of board member Volker and she had three
professional bands they were prepared to place under contract for the event. The board suggested waiting until after
the October 22nd presentation to council.
The Vendor Committee consisting of Lynn Grimes and Gaynell Reed reported a list of possible art organizations that
they would contact to see if there was interest in sponsoring 5 — 10 artists each for the event and would report back
to the board. They will report back to staff if organizations are interested so flyers could be sent via e-mail. Staff
noted they will send vendor applications to individual artists from lists held in the office.
Children's Activities Committee member Susan Spurgin reported the committee had met and was recommending
four venues for entertainment: an interactive music venue a potter, a chance to make a takeaway art project and
individual entertainers (crowd pleasers) for children waiting in line. She explained that the cost for hiring these
activities if they were conducted all day would be between $2,500 and $3,000. The committee recommended only
artistic activities and recommended no bounce houses due to the nature of the event. The committee will contact
October 17,2013 Wylie Public Arts Advisory Regular Meeting Minutes P a L' e 2
some of the vendors to get actual costs per hour. The board also suggested splitting times to hold the different
children's
activities thus lowering the cost by staggering individual times for each activity. The committee will meet again on
October 30th to finalize costs and recommendation to be presented to the board. In addition Chair Hiney volunteered
to meet with board member Sprugin to create sponsorship opportunities for possible businesses to sponsor some of
the children's events.
Board members also discussed event logistics with regard to the children's area moving further down toward the
library and placing the Rad Hatter where the children's area was planned to be located.
The board set a special called meeting for November 6, 2013 at 2:00 p.m. to review the progress and hear direction
from the council meeting.
• Discussion regarding updates to the Monthly Art Programs held at the Library.
(C. Ehrlich, PAAB Liaison)
Program chair Grimes was absent for the meeting and no report was available.
• Discussion regarding updates to the December 7, 2013 Wylie Arts Festival. (C.
Ehrlich, PAAB Liaison)
Executive Summary
PAAB liaison Ehrlich reported that staff had received 108 applications for the Wylie Art Festival. The WAF Selection
Panel was scheduled to meet November 6th to make final approvals and determine if an outside venue would be
opened at a discounted rate for approved vendors as an overflow area.
Entertainment Chair Spurgin reported a stage had been donated for in-kind sponsorship and would be used outside
for larger vocal groups and dance groups in lieu of the inside stage to allow more room for booths. The inside stage
would be used solely for small vocal and instrument groups or individual vocalists. She noted that she was preparing
and itinerary for the entertainment and booking individuals and groups.
Discussion regarding an art project for the remodeled Public Safety Building. (C. Ehrlich,
PAAB Liaison)
Executive Summary
PAAB liaison Ehrlich addressed the board stating that artists would be submitting their sketched proposals within the
next few weeks. Proposals will be submitted to staff and the board once they are all received.
REGULAR AGENDA
1. Consider and act upon approval of the Public Arts Advisory Board minutes from
October 10, 2013 Special Called PAAB meeting. (C. Ehrlich, PAAB Liaison)
Board Action
A motion was made by board member Volker, seconded by board member Green to approve the PAAB
minutes from the October 10, 2013 Public Art Board meeting. A vote was taken and the motion passed 5-
0 with board members Grimes and Ross absent.
October 17,2013 Wylie Public Arts Advisory Regular Meeting Minutes Page 13
ADJOURNMENT
A motion was made by board member Volker, seconded by Vice Chair Grimes to adjourn the PAAB
meeting at 8:40 p.m. A vote was taken and the motion passed 5-0 with board member Green and
Spurgin absent.
`Anne Hiney, Chair
Carole Ehrlich, cretary