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04-17-2008 (Public Arts Advisory) Minutes _41 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. ewart Matthews, Chair Carole Ehrlich, S cretary April 17, 2008 Wylie Public Arts Advisory Board Minutes Page 3 of 3