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05-15-2008 (Public Arts Advisory) Agenda Packet Public Arts Advisory Board CITY:F WYLIE NOTICE OF MEETING Regular Meeting Agenda MAY 15, 2008 - 6:30 pm Wylie Municipal Complex Council Chambers/Council Conference Room 2000 Highway 78 North Stewart 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. WORK SESSION ❑ Discussion regarding promoting the Wylie Public Arts Program through media publicity. (Wylie Public Information Officer, Craig Kelley) ❑ Discussion regarding the newly approved City of Wylie Public Arts Guidelines Plan and procedures for artist selection panels and consulting services. (Public Arts Advisory Board Liaison, Carole Ehrlich) May 15,2008 Wylie Public Arts Advisory Board Regular Meeting Agenda Page 2 of 3 BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the April 17, 2008 Public Arts Advisory Board Meeting. 2. Consider and act upon the appointment of an Artist Selection Panel for the Wylie Fire Station #3 Project. 3. Consider and act upon an agreement for consulting services between the City of Wylie and art consultant Sharon Leeber (Architectural Arts) for the Wylie Fire Station #3 project. ADJOURNMENT CERTIFICATION I certib)that this Notice of Meeting was posted on this 11th day of May, 2008 at 5:00 p.m. as required by law in accordance with Section 551.042 of the Texas Government Code and that the appropriate news media was contacted. As a courtesy, this agenda is also posted on the City of Wylie website: www.wvlietexas.gov. Carole Ehrlich,City Secretary Date Notice Removed Public Arts Advisory Board CITY OF WYLIE Minutes Regular Board Meeting April 17, 2008 — 6:30 p.m. 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 6:35 p.m. by Chairman Stewart Matthews noting the presence of a quorum. Those in attendance were: Vice Chairman Polly Harrison, Patsy Robertson, Warner Washington, and Kathy Welp. Board members Kathy Spillyards, Ashley Burt were absent. Staff present was Carole Ehrlich, Board Liaison/Secretary. BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the March 27, 2008 Public Arts Advisory Board Meeting. A motion was made by Board member Welp, seconded by Board member Robertson to approve the minutes for March 27, 2008 as presented. A vote was taken and passed 5-0 with board members Spillyards and Burt absent. WORK SESSION ❑ Discussion regarding the final draft of the City of Wylie Public Art Guidelines Plan. (Architectural Arts consultant, Sharon Leeber) Staff liaison Ehrlich stated that the proposed PAAB Guidelines Plan presented tonight was with review by both the City Attorney and the City Manager. She reviewed with the board minor changes by the City Attorney of document pages 1-35. She explained that sample contract attachments and discussions regarding possible future issues were left out of the proposed guidelines by City Attorney Courtney Kuykendall. Ms. Kuykendall advised that the contracts in question were based on law from other states and not Texas law and that their inclusion in the guidelines would create confusion for future boards and the City Council. She explained that it would be best to leave one contract, which was produced by the City Attorney's office, in place. City Attorney Kuykendall advised that the contract was currently used in other cities. If additional attachments or contracts were needed in the future, additional contracts or addendums could be created by the City's Attorney's office, on a case by case basis. Art consultant Sharon Leeber explained to the board that the 103 pages of discussion and sample contracts were created by her for reference. She stated that the discussion items included with the contracts could be used for reference only in the event an issue came up in the future procurement of art that was not specifically addressed in the guidelines plan contract recommended by the City Attorney's office. She asked that the board place these documents in a reference file for future review. She suggested that Attachment #5 (Maintenance Procedures) found within the documents be made part of the table of contents of the guidelines as a procedure, with the City Attorney's approval. She explained that the maintenance procedures were very important that the artist complete in fulfillment of a contract. Board Chair Matthews explained that he did not feel the board had a concern with the additional discussion items and sample contracts but felt since the contract presented in the guidelines was built on Texas law and had been used in Texas by other cities; this contract should be a part of the guidelines per the advice of the City Attorney. He stated that he did not have a problem placing the 103 pages in a resource/reference file to be reviewed and utilized only with the City Attorney's approval. BUSINESS ITEMS 2. Consider and act upon board approval of the City of Wylie Public Art Guidelines and recommendation to City Council for final approval. (C. Ehrlich, Staff Liaison) Board Discussion Board Chairman Matthews asked if any of the board members had questions or concerns regarding the proposed PAAB Guidelines Plan. Board member Kathy Welp stated that she liked the reference on page 15, Next Steps but wondered if it would tie the board down to certain areas for art such as the downtown area. Board member Welp stated that she had no problem as long as it did not require the board to take these steps next but rather was suggested areas for the next steps. Vice Chair Harrison stated that she felt the board would stay very busy with the monumental CIP projects for the first several years and the next steps may go out into the future, once these projects have been completed. Chairman Matthews stated that he did not have a problem with the next steps as long as they were future suggested steps. Art Consultant Leeber reported that these future steps were for the 3 to 5 year plan and were suggested steps. Board Chair Matthews asked board members if anyone had concerns with leaving the suggested next steps in the guidelines. Board member Welp reiterated that she liked the next steps as long as they were suggested steps and did not require the board to take these steps on any timeline. Board Chair Matthews stated that he did not believe it tied the board to completing the suggested steps because the section stated "this is the time to sit down and review the 3 and 5 year goals that were made by the PAAB and to take a closer look at what can be done to focus on it beyond the neighborhood. Ms. Leeber reported that the board had asked for"next steps" to be included, which may happen in the future. Board Action A motion was made by Board member Robertson, seconded by Vice Chair Harrison to approve the proposed City of Wylie Pubic Art Guidelines with the inclusion of Attachment #5 (Maintenance Procedures) within the contents, if approved by the City Attorney, and to recommend same to the City Council for final approval. A vote was taken and passed 5-0 with Board members Spillyards and Burt absent. April 17, 2008 Wylie Public Arts Advisory Board Minutes Page 2 of 3 ADJOURNMENT A motion was made by Board member Welp, seconded by Vice Chair Harrison to adjourn the meeting at 7:30 p.m. A vote was taken and passed 5-0 with Board members Spillyards and Burt absent. Stewart Matthews, Chair Carole Ehrlich, Secretary April 17, 2008 Wylie Public Arts Advisory Board Minutes Page 3 of 3 Public Arts Advisory Board CITY ©F WYLIE AGENDA REPORT Meeting Date: May 15, 2008 Item Number: 2 (City Secretary's Use Only) Department: Board Liaison Prepared By: Carole Ehrlich Account Code: Date Prepared: 5-12-08 Budgeted Amount: Exhibits: Proposed list Subject Consider and act upon the appointment of an Artist Selection Panel for the Wylie Fire Station #3 Project. (C. Ehrlich, Staff Liaison) Recommendation Motion to appoint the following members to the Artist Selection Panel for the Wylie Fire Station #3 Project: and as an advisory member. Discussion During the November 2007 PAAB meeting approval was made to contract with Architectural Arts, Inc. to provide a guideline plan to be used by the Public Arts Advisory Board in the procurement of public art. Over several months with the assistance of art consultant Sharon Leeber, the Wylie Public Arts Guidelines Plan have been completed and finally approved by City Council. The first CIP project, the Public Arts Advisory Board will complete is Fire Station #3. This project has a 1% for art budget of approximately $33,000. Pursuant to the Wylie Public Arts Guidelines Plan, a selection panel will be appointed to serve for this project and recommend artists to be considered to the Public Arts Advisory Board and final approval by the Wylie City Council. Pursuant to the guidelines, the Artist Selection Panel will be made of a mix of people who are somewhat knowledgeable in the areas of public art and aesthetics. A few of these people, with the guidance of a consultant, or public arts consultant, will be able to advise about the quality of the work of Artists under consideration. The panel should also have a citizen from the community, a user of the space, building, facility in, or on which the art will be placed, possibly the architect, or if it is to be an exterior project on a site, perhaps the landscape architect, and a member of the Parks & Recreation department if available. This balance helps to achieve the desired goal which brings the highest quality possible for the budget and process. Page 1 Page 2 of 2 Staff has contacted several possible panelists who would be willing to serve if appointed. Staff has asked each PAAB member to submit names of person they have contacted that have a desire to serve on the panel for discussion and possible appointment. Approved By Initial Date CE 5-15-08 Department Liaison Artist Selection Panel List Persons wishing to serve on the Fire Station #3 Artist Selection Panel Citizens Raymond Cooper— long time resident of Wylie, founder of the Christian Care Center and art activist. Artist Macklyn Stripling —Art Director for Wylie High School. Neighborhood Residents Fire Department provided flyers asking residents to contact the City Secretary if they wished to serve. Project Representative (Fire Department) Fire Chief Randy Corbin Public Arts Advisory Board Member Advisory Members (non voting) Mike Sferra — Public Services Director Chris Hoisted — City Engineer Doug Edney—Wiginton Hooker Jeffry, P.C. Page 1 of 2 Carole Ehrlich From: Polly Harrison [pollyharrison@grandecom.net] Sent: Wednesday, May 14, 2008 9:57 AM To: Carole Ehrlich Subject: Re: Quorum Hey Carole I will definitely be there tomorrow night. Also, I would like to recommend Nicole House for the art selection panel. She is the new owner of Studio For Kids in Wylie (dance studio) and is very interested in using her Marketing and Art in Business background for the city. She worked for a PR firm focusing on political consulting and also worked as project manager for an interior design firm. Her work history weaved art and business together and she's very interested in the business of helping secure art for the fire station. Her # is 972-429-3888 See you Thursday Polly Original Message From: Carole Ehrlich To: Ashley Burt; Kathy Spillyards ; Kathy WeIp ; Patsy Robertson_ ; Polly Harrison ; Steward Matthews ; Warner Washington Cc: sharon@architecturalartsco.com Sent: Wednesday, May 14, 2008 9:33 AM Subject: Quorum Members, Ashley Burt and Patsy Robertson have indicated they will be unable to attend our meeting this Thursday. Can you let me know if anyone else will not be able to attend as we need at least four for our quorum? Also we are appointing the very first art selection panel. If you have anyone that you have contacted to serve on this panel please let me know so I can prepare a list for the meeting. The City Council met last night and approved the new Wylie Public Arts Guidelines Plan unanimously!! Thanks to Sharon Leeber, Stewart Matthews and Warner Washington for attending the meeting in support of this milestone!! See you on Thursday. Carole Ehrlich, TRMC, CMC City Secretary, City of Wylie 2000 Hwy. 78 North Wylie, Texas 75098 05/14/2008 Page 2 of 2 (972) 442-8103 Fax: (972) 442-8106 carole.ehrlich@wylietexas.gov No virus found in this incoming message. Checked by AVG. Version: 7.5.524 /Virus Database: 269.23.16/1432 - Release Date: 5/14/2008 7:49 AM 05/14/2008 Public Arts Advisory Board CITY OF WYLIE AGENDA REPORT Meeting Date: May 15, 2008 Item Number: 3 (City Secretary's Use Only) Department: Board Liaison Prepared By: Carole Ehrlich Account Code: Date Prepared: 5-12-08 Budgeted Amount: Exhibits: Subject Consider and act upon an agreement for consulting services between the City of Wylie and art consultant Sharon Leeber (Architectural Arts) for the Wylie Fire Station #3 project. (C. Ehrlich, Staff Liaison) Recommendation N/A Discussion The first public arts project the PAAB members will facilitate and recommend to the Wylie City Council is art for the Fire Station #3 Project. The board had discussed hiring an art consultant to assist the board with the process of calling for artists, RFQ, budget items to consider and installation and maintenance within the selection and installation process. Municipalities are required by law to send requests for qualifications to more than one artist. This will be satisfied during the call for artists, with RFQ by the art consultant. Sharon Leeber, art consultant and president of Architectural Arts has agreed to assist with this first project. She has submitted an agreement to describes her services and costs associated with this project. Approved By Initial Date Department Liaison CE 5-15-08 Page 1 A I 'A TURALARTS May 14, 2008 Attn: Carole Ehrlich Sharon Corgan Leeber, of Architectural Arts Company agrees to consult&supervise with the City of Wylie Public Arts Committee to choose an artist to commission a work for the first CIP project. This work will comprise the initial search through installation. The work will be charged at $150.00 per hour not to exceed $5000. Sharon Corgan Leeber Date: Note: to Committee, To maximize the budget, I have suggested doing a limited artists selection. By asking for portfolios from a dozen artists (artists a/ready known to us.. AAC's art registry with input by the committee ifdesireaj we can limit the time—therefore money- spent on this phase. The sub- committee would review the best of the artists and we would ask for a proposal from those we considered finalists. The more professional the artist the less work(time) it takes me and the more money can go into the art, OR toward the next project. Note to Carole, I will be back in the office by 2:15 if you need to talk about this, or expand it. Thanks, Sharon A Fine .1 r i .S' (' 1) 12 s td 1 i a 12 c. }% 6410DYKLSWAY DA1.1_AS 11:XAS 75230 • 1}:1.: 972.392.2121 FAX: 972.392,3737 2102 MARINE S I RI.It"F SAN FA MONICA. CA 90405 T1 1 : 310.396.1837 FAX 310.396.1837 L:M1AIl : SharonAArchitecturalArtsCo.com