10-18-2007 (Public Arts Advisory) Minutes 7/ Public Arts Advisory Board
CITY OF WYLIE
Minutes
Regular Board Meeting
October, 18 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 6:40 p.m. by Chairman Matthews. Those in attendance were:
Ashley Burt, Patsy Robertson, Kathy Welp, and Warner Washington. Board members Polly Harrison
and Kathy Spillyards were absent.
Staff present was Carole Ehrlich, Board Liaison/Secretary.
PAAB Chair Stewart Matthews asked to move to the approval of minutes to allow additional time for the
board members to arrive stating that he felt the discussion regarding master plans in other cities was
important and needed as many members as possible to be present. Consensus of the board was to
move to approval of minutes.
DISCUSSION ITEMS
A. Discussion regarding other city's public art master plans research.
Board Chairman Matthews stated that the board had taken time to digest the information in a master
plan and research other cities with populations close to Wylie to find out how they approached a master
plan or whether they used alternative procedures for implementing their public arts programs. He asked
members present if they had had the opportunity to call other cities and obtain comments regarding
master plans. Board member Robertson reported that she had not had the opportunity to contact other
cities but did review the sampling of master plans that was included in the September packets. She
reported that she would like to see a master plan or some type of procedures put in place that allowed
for the home town feel of the public art plan. She also liked the idea of forming art selection panels
from citizens, art specialists, design specialists, project managers/design architects, and key staff for
each project. She stated that she liked that diversity. Board member Welp stated that she like the
smaller sampling from Hickory, North Carolina as well. She believed the larger, more complex master
plans were more than the City of Wylie needed at this time and were cost restrictive.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the September 20, 2007 Public
Arts Advisory Board Meeting.
Board Action
A motion was made by Kathy Welp, seconded by Patsy Robertson to approve the September 20, 2007
minutes as presented. A vote was taken and passed 5-0 with board members Spillyards and Harrison
absent.
2. Consider and act upon setting the meeting dates for November and December of 2007.
Board Action
A motion was made by board member Robertson, seconded by board member Welp to leave the
November meeting on the third Thursday, November 15, 2007 and change the December meeting to
Thursday, December 13, 2007 due to the holidays. A vote was taken and passed 5-0 with board
members Spillyards and Harrison absent.
Tabled from September 25, 2007
Board Action
A motion was made by board member Burt, seconded by board member Washington to remove Item
#3 from the table and consider. A vote was taken and passed 5-0 with board members Spillyards and
Harrison absent.
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.
Staff Comments
Board liaison Ehrlich reported that the 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 or policies and procedures for their Public Arts Programs which was
discussed under"Discussion Items" tonight. Staff liaison Ehrlich reported that she had checked the ordinance and
reviewed with the City Attorney regarding whether the City was required to compile a master plan at this time. She
was told that the board could either compile a master plan or compile policies and procedures for such items as
art selection panels, selection of artist for city projects, temporary art exhibits, temporary placement of art and
other items the board felt were important to the administrative processes of the board and City Council in the
procurement of art. She explained that if this process was used in lieu of a master plan, these procedures and
policies could be implemented into a master plan at some future date if that was the desire of the board.
Board Discussion
Board Chair Matthews stated that in his opinion, the board needed to determine what was important to the board
and City, in regard to the administration of art procurement over the next couple of years; and does it require a full
master plan. He asked the board to consider the cost differential between using a consultant to put administrative
procedures in place versus a master plan. Board member Burt stated that a master plan, at this stage, may lock
the board in to particular projects.
Staff liaison Ehrlich reported she had been in contact with two art consultants, one that works closely with the City
of Keller and the other that was recommended by the City's design architect. She reported that after speaking
October 18,2007 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 2 of 3
with them, they both agreed to quote a cost to assist the board in designing policies and procedures for art
procurement that fit the desires of the board and included those items that the board felt were important at this
point. Board Chair Matthews reported he had researched the City of Tulsa and found that in addition to art
purchased by the city, there were many plazas and art pieces donated and placed by banks and other
companies. He reported a bank plaza that was beautiful with sculptures and water features that was partnered
with a local bank. He commented that the city also reached out to colleges and schools to display art at no cost to
the city. He noted that the college or learning institution was then invested in that city. He suggested that a portion
of the administrative policies include donated art and temporary art. Board member Welp asked if the procedures
could incorporate temporary art such as a festivals or happenings within the City; opposed to just stationary art.
Can we incorporate the festivals with WEDC to bring people into the City which would benefit economic
development and work hand in hand with the program; perhaps in the historical downtown area? Staff Liaison
Ehrlich reported that the festivals were programs that the City of Keller sponsored each year which through the art
consultant were brought to the City from many artists and mediums of art. There was some cost to the city in the
set up and disassembling the art, and the art consultant but was nominal in cost when compared to the benefit of
those coming into town to view the art. Board member Welp commented that she believed a master plan would
be a long process and administrative policies and procedures would give the City "more bang for the buck". Board
members Robertson and Burt concurred that this might be a less expensive process and meet the needs of the
board and City.
Board Action
A motion was made by board member Welp, seconded by board member Burt to take no action
regarding authorization to staff to prepare a request for qualifications to create a Public Art Master Plan.
Direction to staff, in lieu of a master plan was to contact consultants to obtain quotes for the cost to
assist the board in creating a Wylie Public Arts Policies and Procedures for the Administration of Art
and to report back to the board once scheduled. A vote was taken and passed 5-0 with board members
Spillyards and Harrison absent.
ADJOURNMENT
Board Action
A motion was made by board member Washington, seconded by board member Welp to adjourn the
meeting at 8:39 p.m. A vote was taken and passed 5-0 with board members Spillyards and Harrison
absent. The next board meeting will be on November 15, 2007.
Steward Matthews, Chair
6',s;
Carole Ehrlich, Secr tary
October 18,2007 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 3 of 3