09-18-2008 (Public Arts Advisory) Minutes 7/ Public Arts Advisory Board
CITY OF WYL1E
Minutes
Special Called Board Meeting
September 18, 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 6:05 p.m. by Chairman Stewart Matthews noting the presence of a
quorum. Those in attendance were: Vice Chairman Polly Harrison and board members Ashley Burt,
Warner Washington, and Patsy Robertson. Board members Erin Dougherty and Kathy Spillyards were
absent.
Staff present were Craig Kelly, Public Information Officer and Carole Ehrlich, Board Liaison/Secretary.
Special Guests were: Lynn Grimes, Owner of the Wylie Art Gallery and Jennifer Wakefield, Wylie Art
Gallery board member.
WORK SESSION
❑ Planning update for the first annual Wylie Public Art Festival. (Craig Kelly,
Public Information Officer))
Public Information Officer Craig Kelly addressed PAAB stating that at the request of the board, he has two
recommendations to make for the timeframe for the Wylie Public Art Festival. He explained that he had been in
contact with the city administration, Wylie Downtown Merchants Association and the parks and recreation staff
and received positive feedback from all regarding the event. He noted that a project of this scope would require
many hours of work by the board to insure a successful event.
He explained that presently the City and Chamber of Commerce conduct a Christmas Parade and the Christmas
Tree Lighting in one event. He suggested the festival be scheduled in conjunction with the date of the parade and
tree lighting, or the tree lighting could be a separate event to culminate the art festival. The board asked if the
Wylie Christmas Parade could have a date specific time each year. PIO Kelly reported that this would need to be
discussed with the Chamber of Commerce as that organization sets the date each year. He explained that the
dates are set to not interfere with other events such as the football playoffs if WISD is participating and therefore
float each year.
Mr. Kelly reported that there were many volunteers that would need to be recruited for the event and each PAAB
member could choose to chair one of the committees. He suggested several committees to plan and implement
the event. These included: event logo/title committee, fine arts committee, entertainment committee, publicity
committee, exposition committee, food vendor committee and the sponsorship committee.
The board asked PIO Kelly to discuss the dates with the Chamber of Commerce to gather more information
regarding the possibility of combining the parade and the art festival or separating the tree lighting as a separate
event to culminate the art festival starting in December 2009. The board asked that the information be brought
back to the board for official approval at the next regular meeting. It was also suggested that estimates on costs
for the event be presented by Mr. Kelly. PAAB Chair Matthews also asked that a discussion item be posted for
possible committee chairs and a theme for the event.
❑ Update regarding upcoming CIP Public Art Projects for Fire Station #3 and
Founders Park. (Public Arts Advisory Board Liaison, Carole Ehrlich)
PAAB liaison Ehrlich reported that before the board could move forward with the first two projects, the contract for
consulting would need to be revised to include the Founder's Park Project. Ms. Ehrlich reported that with the
addition of the second project the cost for Fire Station #3 had been decreased to$3,700.00. She reported that the
two combined projects now have a consulting cost of less than 10%. In checking with other area cities, 10%
seemed to be the standard for consulting for art projects. She reported that these costs were for services listed
and these would be the"not to exceed" costs, however if additional services were requested, they would be at the
hourly rates as listed in the quote.
Direction from the board was to move forward with a contract for both projects and bring back to the next regular
meeting for review and possible approval by the board. It was also suggested that the travel be part of the overall
"not to exceed"cost if agreed to by the consultant.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the August 28, 2008 Public
Arts Advisory Board Meeting.
Board Action
A motion was made by PAAB member Robertson, seconded by Vice Chair Harrison to approve the
August 28, 2008 PAAB minutes as presented. A vote was taken and passed unanimously with board
members Spillyards and Dougherty absent.
2. Consider and act upon the appointment of an Artist Selection Panel for the
Founder's Park Improvements Project.
Staff Comments
PAAB staff liaison Ehrlich addressed the board explaining that the first CIP project the Public Arts Advisory Board
will complete is Fire Station #3. This project has a 1%for art budget of$34,625. Pursuant to the Wylie Public Arts
Guidelines Plan, a selection panel has been 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.
She reported during subsequent discussions by the Public Arts Advisory Board, it was suggested that since the
Fire Station #3 Project had been extended to 2009, the inclusion of the Founder's Park Improvements Project
could be selected at the same time. The reasoning for the recommendation is, both projects would be completed
between the middle to later part of 2009 and combining the projects would be more cost effective for both
consulting and artist calls. She reported that she had not received any names of possible persons wishing to
serve on this committee from the board, to date.
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Board Discussion
PAAB Chair Matthews asked if there were any suggestions regarding persons the board would like to serve on
the Founder's Park Improvement Project Selection Panel. Board members suggested names but had no
indication whether those nominees would be willing to serve. Board Chair Matthews suggested that each
member contact the individuals they would like to serve on the selection panel and determine if they are willing to
serve and send the information to board liaison Ehrlich to compile a list. This list could be considered for possible
action at the next regular meeting.
Board Discussion
A motion was made by Vice Chair Harrison, seconded by board member Washington to table
consideration of the Founder's Park Project Selection Panel to the October 16, 2008 PAAB meeting. A
vote was taken and passed unanimously with board members Spillyards and Dougherty absent.
ADJOURNMENT
With no further business before the Public Arts Advisory Board, a motion was made by Warner
Washington, seconded by Polly Harrison to adjourn the meeting at 8:36 p.m. A vote was taken and
passed 6-0 with Vice Chair Harrison absent.
Stewart Matthews, Chair
Caro Ehrlich, ry
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