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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 • Page 1 of 2