10-16-2008 (Public Arts Advisory) Minutes Public Arts Advisory Board
CITY OF WYLIE
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Minutes
Regular Board Meeting
October 16, 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 6:40 p.m. by Vice Chairman noting the presence of a quorum.
Those in attendance were: Board members present were: Ashley Burt, Warner Washington, Patsy
Robertson, Erin Dougherty and Kathy Spillyards. Board Chair Stewart Matthews was absent.
Staff present was Carole Ehrlich, Board Liaison/Secretary.
Special Guests was: Jennifer Wakefield, Wylie Art Gallery board member.
DISCUSSION ITEMS
❑ Planning update and discussion regarding sub-committees for the first
annual Wylie Public Art Festival. (C. Ehrlich, PAAB liaison)
Staff Comments
PAAB liaison Ehrlich explained that PAAB members heard a presentation by Public Information Officer Kelly
at the last regular meeting of the Public Art Advisory Board. In that meeting a couple of scenarios were
presented regarding dates for the First Annual Wylie Art Festival. The board had requested Mr. Kelly to
contact the Chamber of Commerce to determine if the organization could set a specific date for the Christmas
Parade and if the organization was interested in combining the art festival and parade each year. 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.
She reported that Mr. Kelly has contacted the Wylie Chamber of Commerce and the organization has
requested the discussion be postponed until after this year's Christmas Parade and Tree Lighting event. Due
to the postponement, Mr. Kelly has requested that presentation of the specific date, theme for the event and
costs associated with the event be presented at the January 15, 2009 meeting. This information can be more
accurately provided once the determination has been made whether to combine the activities or have a
separate event.
The board discussed the list of committees that would be needed and asked members to chair at least one of
the committees. Members reviewed the committees and accepted individual committees they were interested
in heading up. Discussion was held to determine how best to solicit volunteers for these committees.
Direction from the board was to advertise the need for volunteers through the eWylie Newsletter, newspaper
and other means of public communication. It was also suggested that the Boards and Commissions panel for
2009 be made aware of the need for volunteers so during the applicant interview process that information
could be disseminated to the applicants.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the September 18, 2008
Public Arts Advisory Board Meeting. (C. Ehrlich, PAAB staff liaison)
Board Action
A motion was made by board member Robertson, seconded by board member Dougherty to
approve the September 18, 2008 Public Arts Advisory Board Minutes as presented. A vote was
taken and the motion passed 6-0 with PAAB Chair Matthews absent.
2. Consider and act upon approval of an Art Consultant Contract between the City of
Wylie and Architectural Arts for the Fire Station #3 and Founder's Park Capital
Improvement Projects. (C. Ehrlich, PAAB staff liaison)
Staff Comments
Board liaison Ehrlich reported that during discussions regarding the Fire Station #3 project, the board
suggested that since the Fire Station #3 project had been extended to 2009, the art consulting and selection
for the Founder's Park Improvements Project be completed during the same time. This direction was made to
allow both projects to be more cost effective for both consulting and the procurement process. The attached
contract for art consulting includes an hourly rate for Architectural Arts President Sharon Leeber and a cost
for administrative and additional consulting from her staff. The contract also includes the amount of meetings
(6) that will be included in the pricing, as well as the services provided from the beginning of the process of
selection of the artists, fabrication of the art and the final installation. There is also a "not to exceed" cost of
$3,700 for the Fire Station #3 project and $5,400 for the Founder's Park Improvements Project. The services
listed will not exceed these costs unless the board requests additional services however if the consultant must
travel to examine the art while in the fabrication process, there would be a modest fee for travel.
Board liaison Ehrlich reported that in researching other cities consulting costs, it was found that the standard
for consulting was 10% of the cost of the art project. She noted that the "not to exceed" fees were within that
percentage.
Board Action
A motion was made by board member Spillyards, seconded by board member Washington to
approve an Art Consultant contract between the City of Wyllie and Architectural Arts Company for
the Fire Station #3 and Founder's park Capital Improvement Projects. A vote was taken and the
motion passed 6-0 with PAAB Chair Matthews absent.
October 16, 2008 Wylie Public Arts Advisory Board Minutes Page 2 of 4
Tabled from 9-18-08
(Motion to Remove from Table)
Board Action
A motion was made by board member Dougherty, seconded by board member Spillyards to remove
the consideration of the Founder's Park Improvements project (Item #3) from the table and
consider. A vote was taken and the motion passed 6-0 with PAAB Chair Matthews absent.
3. Consider and act upon the appointment of an Artist Selection Panel for the
Founder's Park Improvements Project. (C. Ehrlich, PAAB staff liaison)
Executive Summary
Board liaison Ehrlich explained to members 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 reiterated that during subsequent discussions by the Public Arts Advisory Board, it was suggested that
since the Fire Station #3 Project has been extended to 2009, the inclusion of the Founder's Park
Improvements Project be selected at the same time. Per the PAAB Guidelines Plan, a selection panel must
be appointed for the Founder's Park Improvement Project.
Board liaison Ehrlich reported that per the guidelines, people that should be considered for the panel were: a
project architect, an artist, a board member, a staff member or user of the space, a project advisory board
member when applicable, a citizen from the community, and a PAAB member. This balance helps to achieve
the desired goal which brings the highest quality possible for the budget and process.
She reported that the item had been tabled from the September 18, 2008 meeting to allow time for members
to contact individuals they would like to nominate to serve on this selection panel. Formal action on the
selection panel may also be approved during this agenda item.
Board members nominated citizens they had contacted that would fit the panel requirements and would be
willing to serve on such a sub-committee. Those names included: Bill Nelson, Wylie Parks Superintendent;
Anne Hiney, Wylie Parks and Recreation Advisory Board Chair; Charles Flesch, citizen of Wylie and Chamber
of Commerce board member; Pam Wells, Business Community member; Ashley Burt, PAAB member, and
Mike Rutan, neighborhood member and structural engineer. Non-Voting Advisory members included:
Francois De Koch, representing Halff and Associations, project architect; Public Services Director, Mike
Sferra; and City Engineer, Chris Hoisted. Board member Spillyards reported that she had an artist she was
trying to contact but was unable to get in touch with. She reported that once she contacted the person she
would report back to the board. Vice Chair Harrison asked if the board wished to re-table the item until all
nominations could be presented.
Board Action
A motion was made by board member board member Dougherty, seconded by board member
Washington to table consideration of the Founder's Park Improvements Project Selection Panel to
the November 20, 2008 regular meeting of the Public Arts Advisory Board. A vote was taken and
the motion passed 6-0 with PAAB Chair Matthews absent.
October 16, 2008 Wylie Public Arts Advisory Board Minutes Page 3 of 4
ADJOURNMENT
With no further business before the Public Arts Advisory Board, a motion was made by board member
Washington, seconded by board member Robertson to adjourn the meeting at 8:05 p.m. A vote was
taken and the motion passed 6-0 with PAAB Chair Matthews absent.
Stewart Matthews, Chair
Caro'e Ehrlich, S cretary
October 16, 2008 Wylie Public Arts Advisory Board Minutes Page 4 of 4