10-18-2007 (Public Arts Advisory) Agenda Packet Public Arts Advisory Board
CITY:F WYLIE NOTICE OF MEETING
Regular Meeting Agenda
October, 18 2007— 6:30 pm
Wylie Municipal Complex
Council Chambers/Council Conference Room
2000 Highway 78 North
Steward Matthews Chair
Polly Harrison Vice Chair
Patsy Robertson Board Member
Kathryn Welp Board Member
Ashley Burt Board Member
Kathy Spillyards Board Member
Warner Washington 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.wylietexas.gov within the
required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website:
www.wylietexas.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 972.442.8100 or TD
972.442.8170.
CALL TO ORDER
Announce the presence of a Quorum.
INVOCATION
DISCUSSION ITEMS
A. Discussion regarding other city's public art master plans research.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the September 20, 2007 Public
Arts Advisory Board Meeting.
October 18,2007 Wylie Public Arts Advisory Board Regular Meeting Agenda Page 2 of 2
2. Consider and act upon setting the meeting dates for November and December of 2007.
Tabled from September 25, 2007
3. (MOTION TO REMOVE FROM TABLE) Consider, and act upon authorizing the staff
liaison and purchasing agenda to prepare a Request for Qualifications to create a
Public Art Master Plan pursuant to Ordinance No. 2006-37, Section 14 (i); for board
consideration and/or approval.
Executive Summary
PAAB tabled this item on September 20, 2007 to allow further time to review master plan examples from other
cites and to contact cities with a population close to the City of Wylie to determine how they provided a master
plan for their Public Arts Programs.
ADJOURNMENT
CERTIFICATION
I cent f that this Notice of Meeting was posted '`ovail 15lhr�ay of October, 2007 at 5:00 p.m. as required by law in
6
accordance with Section 551.042 of the Texas Cab /74FC ercfr4 that the appropriate news media was contacted. As a
courtesy, this agenda is also posted on the Cite. to websifei, <wi4:wvlietexas.gov.
':Cn'
S t. r-7-___::. / .1.-7 ti 1 Ci I 6)
arole Ehr • , i y ecretary .., �,� ate Notice Removed
Public Arts Advisory Board
CITY:F WYLIE NOTICE OF MEETING
Regular Meeting Agenda
October, 18 2007— 6:30 pm
Wylie Municipal Complex
Council Chambers/Council Conference Room
2000 Highway 78 North
Steward Matthews Chair
Polly Harrison Vice Chair
Patsy Robertson Board Member
Kathryn Welp Board Member
Ashley Burt Board Member
Kathy Spillyards Board Member
Warner Washington 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.wylietexas.gov within the
required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website:
www.wylietexas.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 972.442.8100 or TD
972.442.8170.
CALL TO ORDER
Announce the presence of a Quorum.
INVOCATION
DISCUSSION ITEMS
A. Discussion regarding other city's public art master plans research.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the September 20, 2007 Public
Arts Advisory Board Meeting.
October 18,2007 Wylie Public Arts Advisory Board Regular Meeting Agenda Page 2 of 2
2. Consider and act upon setting the meeting dates for November and December of 2007.
Tabled from September 25, 2007
3. (MOTION TO REMOVE FROM TABLE) Consider, and act upon authorizing the staff
liaison and purchasing agenda to prepare a Request for Qualifications to create a
Public Art Master Plan pursuant to Ordinance No. 2006-37, Section 14 (i); for board
consideration and/or approval.
Executive Summary
PAAB tabled this item on September 20, 2007 to allow further time to review master plan examples from other
cites and to contact cities with a population close to the City of Wylie to determine how they provided a master
plan for their Public Arts Programs.
ADJOURNMENT
CERTIFICATION
I cent f that this Notice of Meeting was posted '`ovail 15lhr�ay of October, 2007 at 5:00 p.m. as required by law in
6
accordance with Section 551.042 of the Texas Cab /74FC ercfr4 that the appropriate news media was contacted. As a
courtesy, this agenda is also posted on the Cite. to websifei, <wi4:wvlietexas.gov.
':Cn'
S t. r-7-___::. / .1.-7 ti 1 Ci I 6)
arole Ehr • , i y ecretary .., �,� ate Notice Removed
Public Arts Advisory Board
CITY OF WYLIE
Minutes
Special Called Meeting
September, 20 2007- 6:00 pm
Wylie Municipal Complex
Council Conference Room
2000 Highway 78 North
CALL TO ORDER
Announce the presence of a Quorum.
The meeting was called to order at 6:10 p.m. by consensus of the board present. Those in attendance
were: Ashley Burt, Patsy Robertson, Kathy Welp, Stewart Matthews, Kathy Spillyards, Warner
Washington and Polly Harrison (arrived at 6:30 p.m.).
Staff present was Carole Ehrlich, Board Liaison.
INVOCATION
Board member Warner Washington gave the invocation.
DISCUSSION ITEMS
A. Enabling Public Arts Ordinance No. 2006-37. (C. Ehrlich,Staff Liaison)
Staff Liaison Carole Ehrlich explained Ordinance No. 2006-37 which enabled the Public Arts Advisory
Board and Public Art Program.
B. Discussion of funding through CIP Projects and Donation Acceptance Ordinance No.
2005-57. (C. Ehrlich, Staff Liaison)
Board liaison Ehrlich reviewed the approximate funding for the CIP Projects scheduled for construction
within the next two years. She reported that the figures were only estimates and do not include any
changes in construction or exceptions such as FF&E and underground infrastructure improvements or
real property acquisition which are excluded from the percent (1%) for art funding pursuant to
Ordinance No. 2006-37. She noted the funding for all public arts projects are at the sole discretion of
the City Council.
Board Liaison Ehrlich reviewed Article 14(b) Powers and Duties of Public Arts Board, explaining that
the ordinance stipulates the board may solicit, on behalf of the city, gifts, revenues, bequests or
endowments of money and/or property as donations and/or grants from persons, firms or corporations,
subject to the guidance, approval and acceptance of the City Council. She reported that Ordinance No.
2005-57 (Donation Acceptance) also provides guidance regarding donations. She reported that many
cities solicit corporations, franchisees, and even new developers to assist with the production of art
within the City and developed sub-divisions. She explained that this is a means to place pieces of art in
various areas within the City that do not have percent for art funding available.
C. PowerPoint presentation regarding a Public Art Master Plan-including various types of
art works. (C. Ehrlich,Staff Liaison)
Board Liaison Ehrlich presented a PowerPoint presentation regarding the requirement to compile a
Public Arts Master Plan. She presented various types of art in public places and explained the
differences. She stated that functional art would be placed for uses such as benches, water fountains,
and sewer covers; integrated art which becomes part of the construction design would include terrazzo
floors, mosaic art on buildings, and murals. She explained that these types of art sometimes require
timelines to enable the art to be planned in the construction stage of the project. She explained that
sculptures were another popular form of public art and could be selected and placed at any time,
without concern for timelines.
She explained the elements of a master plan being:
• Goals and community priorities
• Key locations and opportunities for public art
• Funding sources and projections
• Program structure and staffing requirements
• Implementation milestones
• Policies and procedures concerning such issues as community outreach, artist selection,
collection management and conservation
She explained that the reasons for implementing a master plan were: to establish the public art
program itself and to provide a comprehensive means of implementing the program's mandate.
BUSINESS ITEMS
1. Election of Officers.
Board Actions
A motion was made by Kathy Welp, seconded by Warner Washington to appoint Stewart Matthews as
Chair of the Public Arts Advisory Committee for 2007-2008. A vote was taken and passed 7-0.
A motion was made by Warner Washington, seconded by Kathy Spillyards to appoint Polly Harrison as
Vice Chair of the Public Arts Advisory Board for 2007-2008. A vote was taken and passed 7-0.
A motion was made by Kathy Spillyards, seconded by Polly Harrison to appoint Board Liaison Carole
Ehrlich as Secretary of the Public Arts Advisory Board. A vote was taken and passed 7-0.
2. Consider, and act upon, approval of Wylie Public Arts Advisory Board By-Laws.
Board Action
A motion was made by Polly Harrison, seconded by Warner Washington to approve the Wylie Public
Arts Advisory Board By-Laws with one typographical change, and to recommend the approved by-laws
to the Wylie City Council for approval. A vote was taken and passed 7-0.
3. Consider, and act upon,the appointment of a regular meeting date and time.
Board Action
September 20,2007 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 2 of 4
A motion was made by Kathy Welp, seconded by Ashley Burt to set the regular meeting date of the 3rd
Thursday of the month at 6:30 p.m. for the meetings of the Public Arts Advisory Board. A vote was
taken and passed 7-0. The next meeting was set for October 18, 2007.
4. Consider, and act upon authorizing the staff liaison and purchasing agent to prepare a
Request for Qualifications to create a Public Art Master Plan pursuant to Ordinance
No. 2006-37, Section 14 (i); for board consideration at the next regular scheduled
meeting.
Board liaison Ehrlich reviewed samples of master plans implemented in other area cities. She
explained that these master plans were quite comprehensive and laid the ground work for all functions
undertaken by the board. She explained that this plan, when implemented by a consulting firm, would
be multi-tiered and would include input from citizens, City Council, Planning and Parks Departments,
and other project stakeholders as well as administration and staff. Other key organizations may be
called in for input as well. The plan would include the process for the selection of art, including the
appointment of the art selection committees, by project; the review of qualifications/proposals for artist;
artist interviews; selection of art, and fabrication of artwork including installation and dedication of each
project. The plan would also include a Projects Plan which sets timing of the proposed projects for the
ability to integrate the work of the artist early in the design process; availability of funding sources for
each project and any additional fund raising needed; the location of each proposed project to meet the
needs of the citizens of Wylie, and the visual impact of the proposed projects, including visibility
perceived need for the art enhancement. Other key elements include: Public Art Contracts, gifts and
loans of artwork for displays, and collection management.
Board members discussed the urgency of creating the Wylie Public Art Master Plan. Stewart Matthews
stated that he would like to have additional time to digest the information in the master plan samplings
and asked board members to research other cities with similar population, that have master plans to
see how they function and if consultants were utilized to create the master plan. Kathy Spillyards
expressed her concern with omitting the inclusion of a consulting firm with regard to the comprehensive
nature of the art master plan. Board member Kathy Welp also requested additional time to review the
sample plans.
Board Action
A motion was made by Kathy Welp, seconded by Patsy Robertson to table consideration of Item #4
(Authorize RFQ for Master Plan) to the next regular meeting of October 18, 2007 to allow time for
further review by the board. A vote was taken and passed 7-0.
ADJOURNMENT
A motion was made by Kathy Spillyards, seconded by Kathy Welp to adjourn the meeting at 7:25 p.m.
A vote was taken and passed 7-0.
Steward Matthews, Chair
Carole Ehrlich, Secretary
September 20,2007 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 3 of 4
Public Arts Advisory Board
CITY OF WYLIE AGENDA REPORT
g
Meeting Date: October 18„ 2007 Item Number: 3
(City Secretary's Use Only)
Department: City Secretary
Prepared By: Carole Ehrlich Account Code:
Date Prepared: 9-14-07 Budgeted Amount:
Examples of Master Plans
and RFQ's and contracts
Exhibits: for same
Subject
Tabled from September 25, 2007
(MOTION TO REMOVE FROM TABLE)
Consider and act upon authorizing the staff liaison and purchasing agent to prepare a Request for
Qualifications to create a Public Art Master Plan pursuant to Ordinance No. 2006-37, Section 14 (i);
for board consideration at the next regular scheduled meeting.
Recommendation
Motion to authorize the staff liaison and purchasing agent to prepare a Request for Qualifications to
create a Public Art Master Plan pursuant to Ordinance No. 2006-37, Section 14 (i); for board
consideration at the next regular scheduled meeting.
Discussion
Pursuant to Ordinance No. 2006-37, Section 14 (i) Powers and Duties: The board shall advise and
make recommendations to the City Council pertaining to, among other things, policies, and
procedures as identified in the public arts master plan; artist selection juries and process; commission
and placement of artworks; and maintenance and removal of artworks. Attached are examples of
Municipal Master Plans currently in use and an example of a Request for Qualification and contract
regarding the selection of a consulting firm to create the master plan.
Approved By
Initial Date
Department Liaison CE 10-12-07
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