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01-15-2009 (Public Arts Advisory) Agenda Packet Public Arts Advisory Board CITY:F WYLIE NOTICE OF MEETING Regular Meeting Agenda January 15, 2009— 6:30 pm Wylie Municipal Complex City Council Conference Room 2000 Highway 78 North Stewart Matthews Chair Polly Harrison Vice Chair Patsy Robertson Board Member Erin Dougherty Board Member Ashley Burt Board Member Kathy Spillyards Board Member Alvaro Salinas 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.wvlietexas.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. DISCUSSION ITEMS ❑ Update and discussion regarding the branding/logo for the 2009 Annual Wylie Arts Festival and Update and discussion regarding the proposed applications for fine arts, food, and arts and craft booths. (Members Erin Dougherty and Ashley Burt) Executive Summary At the December 18th PAAB meeting, PAAB member Erin Dougherty asked members present to give direction regarding the logo/branding for the Annual Wylie Arts Festival. The direction was to move forward with logo and branding for Wylie Arts Festival with "Light up the Arts" as a tag line to January 15,2009 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 2 of 3 incorporate the tree lighting. The committee will meet again and present further information at the January 2009 PAAB meeting. (E. Dougherty, PAAB member) The Fine Arts and Arts and Crafts sub-committee headed by Ashley Burt presented a rough draft of the proposed fine arts, crafts and food application. Some suggestions were discussed and Ms. Burt reported that the committee would meet again and present a final draft to PAAB members at the January 2009 meeting. Final approval may also be taken under business items tonight if the board wishes. (Ashley Burt, PAAB member) ❑ Discussion regarding attendance numbers for other events held in the City. (C. Kelly, Public Information Officer) Executive Summary Estimates for possible revenues and expenditures for the first annual Wylie Arts Festival were discussed at the December 18, 2008 PAAB meeting. Members discussed compiling attendance numbers from other events in Wylie, that were similar, to assist in arriving at possible attendance estimates. The board asked Public Information Officer Kelly to assist in compiling those estimates. BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the December 18„ 2008 Public Arts Advisory Board Meeting. (C. Ehrlich, PAAB staff liaison) Tabled from December 18, 2008 2. Consider and act upon the appointment of sub-committee members for the 2009 Wylie Public Arts Festival and designating a date for the annual event. (C. Ehrlich, PAAB staff liaison) Executive Summary During the November 20th PAAB meeting members volunteered to head individual committees needed for the first annual Wylie Arts Festival. Members were also asked to submit to staff possible sub-committee volunteers to assist with the many areas that will be needed for the event. At the December 18, 2008 PAAB meeting the following committees were approved: Event Logo/Branding Committee, Fine Arts and High End Craft Vendor Committees, and the Entertainment/Performing Arts Committee. The board asked that the following committees be tabled until a listing of volunteer members for each committee could be submitted. Those committees include: Festive Foods Vendors Committee, Volunteers Committee, Exposition Committee and the Sponsorship Committee. 3. Consider and act upon the Fine Art, Arts and Crafts, and Food Vendor application for the Wylie Arts Festival. (C. Ehrlich, PAAB staff liaison) Executive Summary During the PAAB Discussion Items tonight, PAAB members were presented the proposed application for the fine arts, arts and crafts and food vendors. Final approval of the proposed application may be made by this action item or tabled to another PAAB meeting. January 15,2009 Wylie Public Arts Advisory Board Special Called Meeting Agenda Page 3 of 3 ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on this 12th day of January 9, 2009 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.wylietexas.gov. Carole Ehrlich,City Secretary Date Notice Removed Public Arts Advisory Board CITY OF WYLIE Minutes Regular Board Meeting December 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 6:56 p.m. by PAAB member Kathy Spillyards, noting the presence of a quorum. PAAB members in attendance were: Alvaro Salinas, Erin Dougherty and Ashley Burt. Stewart Matthews, Polly Harrison and Patsy Robertson were absent. Staff present was Carole Ehrlich, Board Liaison/Secretary. PRESENTATION ❑ Introduction of newly appointed PAAB member Alvaro Salinas. Jr. PAAB liaison Ehrlich introduced the newest member of the Public Arts Advisory Board, Mr. Alvaro Salinas, Jr. who was appointed to serve the unexpired term of Warner Washington. BUSINESS ITEMS 1. Consider and act upon approval of the minutes from the November 20, 2008 Public Arts Advisory Board Meeting. (C. Ehrlich, PAAB staff liaison) Board Action A motion was made by board member Dougherty, seconded by board member Burt to approve the November 20, 2008 Public Arts Advisory Board minutes as presented. A vote was taken and passed 4-0 with board members Matthews, Harrison, and Robertson absent. 2. Consider and act upon the appointment of Patsy Robertson to serve on the Art Selection Panel for Fire Station #3, replacing Warner Washington who has tendered his resignation from the Public Arts Advisory Board. (C. Ehrlich, PAAB staff liaison) Staff Comments PAAB liaison Ehrlich addressed the board stating that pursuant to the Wylie Public Arts 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, a member of the Parks & Recreation department if available. The board has also suggested that a member of PAAB represent each selection panel. This balance helps to achieve the desired goal which brings the highest quality possible for the budget and process. Liaison Ehrlich reported that currently, PAAB member Warner Washington had volunteered and been approved to serve on the Fire Station #3 project art selection panel. Mr. Washington has tendered his resignation from the Public Arts Advisory Board. A new Fire Station #3 Selection Panel member will need to be approved to replace Mr. Washington on the panel. PAAB member Patsy Robertson has volunteered to serve in this capacity if recommended and approved by the board. Board Action A motion was made by board member Dougherty, seconded by board member Burt to appoint Patsy Robertson to serve on the Fire Station #3 Art Selection Panel to replace Warner Washington. A vote was taken and passed 4-0 with board members Matthews, Harrison, and Robertson absent. 3. Consider and act upon the appointment of sub-committee members for the 2009 Wylie Public Arts Festival and designating a date for the annual event. (C. Ehrlich, PAAB staff liaison) Staff Comments Board liaison Ehrlich addressed PAAB stating that during the November 20th PAAB meeting members volunteered to head individual committees needed for the first annual Wylie Public Arts Festival. Members were also asked to submit to staff possible sub-committee volunteers to assist with the many areas that will be needed for the event. She explained that a draft list of the members that have been contacted and recommended for the individual sub-committees is attached for the board's review and approval. Public Information Officer Kelly reported to PAAB members at the last meeting, the recommended date for the annual Wylie Arts Festival. The date recommended by staff and the Parks Department was the first Saturday in December with the tree lighting event to culminate the festival. Final action may be taken tonight to approve that date for the annual event. Board member Spillyards asked those present if they had additional names to submit for review and possible approval. Board liaison Ehrlich reported that several of the committees had not been fully submitted at this time. Board members discussed the individual sub-committees and asked that some of the committees be considered at the next regular meeting when the lists had been completed. Those committees included: Festive Foods Vendors, Volunteers Committee, Exposition Committee and the Sponsorship Committee. December 18, 2008 Wylie Public Arts Advisory Board Minutes Page 2 of 5 Board Action A motion was made by PAAB member Burt, seconded by PAAB member Dougherty to appoint the following sub-committees and to set the date for the Annual Wylie Arts Festival as the first Saturday in December starting December 5, 2009. A vote was taken and passed 4-0 with board members Matthews, Harrison, and Robertson absent. Event Logo/Branding Committee Erin Dougherty- Chair Patsy Robertson— PAAB Member Craig Kelly— Staff PIO Robert Diaz- Parks Kathy Spillyards—PAAB Member Fine Arts Vendors (Solicitations, Guidelines and Scheduling) Ashley Burt— Chair Craig Kelly— Staff PIO Lynn Grimes—Owner Wylie Art Gallery Eve Anderson —Artist High End Craft Vendors (Solicitations, Guidelines and Scheduling) Ashley Burt - Chair Craig Kelly— Staff PIO Lynn Grimes—Owner Wylie Art Gallery Eve Anderson —Artist Entertainment/Performing Arts (Solicitations and Scheduling) Polly Harrison - Chair Monica Vehige - Dir. of Marketing and Physicians Will Moses - Music Teacher, Tibbals Elem, WISD Nicole House -Arts Studio Owner, Studio For Kids, Wylie Toni Rogers - Drama Program Owner/Teacher, Drama Mike Lipe - Fine Arts Coordinator, WISD DISCUSSION ITEMS ❑ Planning update and discussion regarding the branding/logo for the 2009 Annual Public Arts Festival; applications for fine arts and arts and crafts booths; presentation of estimated expenses for the event. (C. Ehrlich, PAAB liaison) Staff Comments At the November 20th PAAB meeting, PAAB Chair Matthews requested that Public Information Officer Kelly compile a list of items and corresponding expenses that might be needed for the First Annual Public Arts Festival event and report back to the board at the December meeting. Mr. Kelly is present tonight to present those items. (C. Kelly, PIO) December 18, 2008 Wylie Public Arts Advisory Board Minutes Page 3 of 5 Board Discussion PAAB liaison Ehrlich reported that very rough figures were gathered by Public Information Officer Kelly. Some of the items that must be considered for cost were staging, power, signage, awards, sound, porta potties and possibly tents for various demonstrations. Potential revenues for the event would include sponsorships and vendor booth fees. She noted that these were estimates that would be subject to change based on festival activities and events. The Fine Arts and Arts and Crafts sub-committee headed by Ashley Burt has met and would like to report on the application process and review. (A. Burt, PAAB member) Board Discussion Fine Arts and Arts and Crafts sub-committee chair Ashley Burt presented a draft application for board review. Some suggestions were made by board members and members requested that chair Burt compile a list of booth fees charged by other community event organizers to present to the board at the next regular meeting. Ms. Burt stated that she would make some additional revisions to the application and would bring the revised application and fee lists to the January 2009 PAAB meeting for final approval. Board members also requested information on other City event attendance numbers to estimate what the attendance numbers might be for the first festival. The Branding/Logo sub-committee has met to discuss the branding and logo for the annual event. PAAB member Dougherty will present their findings and recommendations thus far. (E. Dougherty, PAAB member) Board Discussion Board member Dougherty reported that the Branding/Logo sub-committee had met and discussed the branding and logo for the annual event. She reported that the committee was recommending that the same logo be used from year to year for the event. One issue that drew some difference of opinion was the titling of the event. Some of the suggestions included: "Light up the Arts" and "Wylie Arts Festival" with additional branding bringing in the tree lighting. She reported that the committee leaned more toward using the City as part of the branding to designate location easily, such as Ballard Street Festival or Wylie Arts Festival. PAAB member Burt noted that if the location in the title included the street, if the event was moved at some point, there would need to be a name change, however if the board used the Wylie Arts Festival, that title would work no matter what time of year or location the event was held. PAAB member Salinas thought the title "Wylie Arts Festival" had a classic sound. Direction from members present was to pursue the"Wylie Arts Festival" as the branding title for the event and incorporate the "Light up the Arts" as a tag line. Final presentation with graphics will be submitted to the board once completed. o Discussion regarding art panel tours of the Fire Station #3 and Founder's Park projects. (C. Ehrlich, PAAB staff liaison) Staff liaison Ehrlich reported that the art selection panels for the Founder's Park Improvements and the Fire Station #3 art projects met on December 12th to tour the two sites. Mr. Bill Nelson, Wylie Parks Superintendent was on hand to view the Founder's Park site and give some background regarding the proposed improvements and site specifics. Mr. Nelson explained that the first choice by parks staff and the parks board was the area in and around the main concession and restrooms because of public circulation in that area. He pointed out the construction area for those present. He reported that the project would start in the spring of 2009 and be completed sometime the first part of 2010. Staff liaison Ehrlich reported that Fire Chief Randy Corbin was present to take the Fire Station #3 art selection panel for a tour of the facility. He reported that the facility is nearing completion and would have the grand opening sometime in late January or February, 2009. He explained that the 100th birthday of the Wylie Fire Department would be around the middle of 2009 and the unveiling of the art could be in conjunction with that event. A tour of the actual site where the art will be placed was viewed by the panel. Sharon Leeber, art December 18, 2008 Wylie Public Arts Advisory Board Minutes Page 4 of 5 consultant for both projects was also on hand to review the timeline and processes required for the call of artists, selection process, fabrication and final installation. ADJOURNMENT With no further business before the Public Arts Advisory Board, a motion was made by board member Dougherty, seconded by board member Burt to adjourn the meeting at 8:08 p.m. A vote was taken and the motion passed 4-0 with board members Matthews, Harrison, and Robertson absent. Stewart Matthews, Chair Carole Ehrlich, Secretary December 18, 2008 Wylie Public Arts Advisory Board Minutes Page 5 of 5 Public Arts Advisory Board CITY OF WYLIE AGENDA REPORT Meeting Date: January 15, 2009 Item Number: 2 Department: Board Liaison (City Secretary's Use Only) Prepared By: Account Code: Date Prepared: 1-15-08 Budgeted Amount: Exhibits: 1 Subject Consider, and act upon, the appointment of sub-committee members for the 2009 Wylie Public Arts Festival and designating a date for the annual event. Recommendation Motion to appoint , , , , as sub- committee members for the 2009 Wylie Public Arts Festival and designate as the date of the 2009 Wylie Public Arts Festival. Discussion During the December 2008 PAAB meeting members volunteered to head individual committees needed for the first annual Wylie Public Art Festival. Members were also asked to submit to the staff possible sub-committee volunteers to assist with the many areas that will needed for the event. Some submissions were not included and member requested that these be tabled to the January meeting. A list of the members that have been recommended for the individual sub-committees is attached for your review and approval. The board may approve one or all or the remaining committees: Festive Foods Committee, Volunteers Committee, Exposition Committee and the Sponsorship Committee. Approved By Initial Date Department Liaison CE 1-15-08 Page 1 Public Art Festival Committees Submitted and Approved by the Public Arts Advisory Board Event Logo/Branding Committee Fine Arts Vendors Erin Dougherty - Chair (Solicitations, Guidelines and Scheduling) Patsy Robertson—PAAB Member Ashley Burt—Chair Craig Kelly—Staff PIO Craig Kelly— Staff PIO Robert Diaz - Parks Lynn Grimes—Owner Wylie Art Gallery Kathy Spillyards—PAAB Member Eve Anderson - Artist High End Craft Vendors Festive Foods Vendors (Solicitations, Guidelines and Scheduling) (Solicitation and Scheduling) Ashley Burt- Chair Kathy Spillyards - Chair Craig Kelly— Staff PIO Lynn Grimes—Owner Wylie Art Gallery Eve Anderson - Artist Entertainment/Performing Arts Volunteers Committee (Solicitations and Scheduling) (Recruitment and Scheduling) Polly Harrison - Chair Erin Dougherty—Co-Chair Monica Vehige-Dir. of Marketing and Physicians Patsy Robertson—Co-Chair Will Moses- Music Teacher, Tibbals Elem, WISD Nicole House-Arts Studio Owner, Studio For Kids, Wylie Toni Rogers - Drama Program Owner/Teacher, Drama Mike Lipe- Fine Arts Coordinator, WISD Exposition Committee Sponsorship Committee (Food Demos) (Solicit Sponsorships) Kathy Spillyards - Chair Stewart Matthews - Chair Craig Kelly—Staff PIO Sandy Pecaut Publicity Committee Infrastructure Planning (Publicize the event-radio-paper-city media) Stewart Matthews - Chair City Staff Craig Kelly—Staff PIO