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02-12-18 WPACAC Min MINUTES OF THE TOWN OF WESTLAKE,TEXAS PUBLIC ART COMPETITION ADVISORY COMMITTEE FEBRUARY 12, 2018 PRESENT: Chairman Russell Tether, Chis Worley,Judy Deaton, Rebecca Lawton, Katie Blair, Robin McCaffrey, Paloma Anoveros(via conference phone) ABSENT: Barry Whistler,Sue Canterbury,Terry Oldham OTHERS PRESENT:Tom Brymer Town Manager,Troy Meyer Director of Facilities,Janet McCaffrey SUMMARY OF MEETING MINUTES: Note: Kelly Edwards,Town Secretary swore-in Committee members Russell Tether and Robin McCaffrey. Russell Tether: Called for a motion to approve the minutes from January 8. A motion to approve was made by Rebecca Lawton and second by Robin McCaffrey. Minutes were approved by unanimous vote. Troy Meyer: Director Meyer made a detailed presentation on the status,timing, and design of the Westlake Fire Station, currently under construction at Davis Blvd. and Dove Rd. Note: A general discussion of the Fire Station followed Director Meyer's presentation. The Committee had question which addressed: 1. Public use of the Fire Station/ Public Art site. 2. Public Access to the Fire Station/Public Art site 3. Public safety related to the Fire Station/Public Art site Director Meyer responded by stressing that public use of, and access to,the Public portion of the site could not in hinder Fire Station functions,which were generally north of the art location. Other than protecting the functions of the Fire Station operations,the Town has no specific standards for public use of, or access to,the art portion of the site. However,the public safety issue is an important issue for the Town but would appropriately be worked out throughout the construction by the Town and the architect and engineer of the Fire Station and later also involve the artist's team. Katie Blair:Asked is there was a possibility of modifying the art site, example the retaining wall. She asked if, for example,there could be an opening in the wall for access to art? Director Meyer:There is a possibility today but as construction progresses, in a week or so, it will not be possible to modify the retaining wall. Tom Brymer,Town Manager:We need to give more thought to electrical connection and data connection and, of course, public access. WPACAC Minutes 2/12/2018 Page 1 of 4 Director Meyer:There are several trail heads that converge at/near the Fire Station site. There is parking near the trail head too. Tom Brymer,Town Manager: In terms of drainage Swale, could there be a pedestrian bridge across the swale...of course there is no money the city budget for a pedestrian bridge. Robin McCaffrey:The artist's team could integrate a pedestrian bridge as part of their design. Katie Blair:There are a lot of Towns that are intentionally keeping the public away from drainage areas. Russell Tether: We need to keep that in mind also issues of ADA(Americans with Disabilities Act). Tom Brymer Town Manager, Director Meyer,and Robin McCaffrey: Elaborated that the Fire Station/ Public Art Site Drainage Swale is a gradually sloping depression, not steep. It looks different at the site. Katie Blair: Suggested a Committee field trip to the site. Russell Tether: In the RFC,we need to say what would be allowed at the site. Director Meyer: If I am walking along the trail, from the sidewalk to the art piece,there is not a barrier there at this time. Russell Tether,Judy Deaton:The public would be invited to the art site. It would effectively be a park. Tom Brymer,Town Manager: I see it as a Public Art gathering area. Robin McCaffrey: One of the purposes of the artwork is to resolve the dichotomy between in-place functions and desired use (access, detention,t rail, landmark).With the artwork, we hope to make these things legible...to rationalize the area where inevitable public use and required drainage intersect. Tom Brymer,Town Manager:The draft RFQ may not be as explicit as you want it to be regarding public access. Chris Worley:This is an incredibly challenging charge to the potential artist...to visualize the site with the swale,topo, detention,etc. Rebecca Lawton:The artist should make a model to show how the art will interact with the detention area. Tom Brymer,Town Manager: People will see the art site from both the trail and the roadway. Davis is a State Roadway and people come to use the trail head from 10 miles of trail. The system is well used and well connected. Director Meyer: We can have a site visit whenever the Committee wants. Note:A general discussion ensued in which the Committee discussed the site,the size of site, dimensions, and what is adjacent to it.There are aerial photos, plans-to-scale, and streetscape plans for FM 1938 and these would be available to the Committee. Further conversation focused on concerns regarding the nature of a water feature at the Art site and the liabilities of the site and the possible strength of water and water flow.The discussion moved to the issue of water,touching on the area of water impoundment and the art work's relationship to it. The importance of the visibility of this site WPACAC Minutes 2/12/2018 Page 2 of 4 was stressed. It was generally determined that interaction of the artwork and water is the most crucial challenge for the artist and involvement of the Town would be necessary. Robin McCaffrey and Rebecca Lawton:Stressed that the Artist's team will use all the water,water engineering, detention information in creating their art proposal and the Committee can bring that into their consideration. Director Meyer:There are a lot of utilities that have to be accessed in and out of the site and have to be taken into consideration. Robin McCaffrey:Asked if Graham Engineering or Jarrod would be available to the Committee to help evaluate the proposals with regard to these functional issues. Director Meyer:Stated that they would help. Chris Worley: Looking at the diagram of the Fire Station Plan,there might be other parts of the site that would make an interesting location for art. Tom Brymer,Town Manager:There is a Public Art Plan for Westlake with sites shown for potential Public Art locations. Director Meyer:A gather spot would create an assumption that parking would be available. Robin McCaffrey:There is a Regional Trail (Davis) and a Town Trail (Dove)...where these intersect were -- envisioned as a trail head...thereby indicating movement from the Regional Trail System to the Town Trail System. Failure to seize the opportunity for a trailhead here could preclude realization of having these features. Note:A general discussion ensues regarding parking near the Art Site.This included: 1. How much parking will be needed 2. The need for access to this parking 3. Safe street crossing It was generally determined that these were larger issues beyond the scope of the artwork. Russell Tether:We told the Town Council that the Committee is looking for$100,000 in private donations to cover: 1. Artists honoraria 2. Expenses 3. Etc. Katie Blair:Asked if it was discussed that an amount of money from the Fire Station project would be available for the Art project. Tom Brymer,Town Manager: Stated that the City had no budget or specific monies for the art program, at this time. Robin McCaffrey: Clarified the "construction budget" issue by stating that the Town had expressed their willingness to "repurpose" Fire Station construction budget money that would be spent for landscape WPACAC Minutes 2/12/2018 Page 3 of 4 enhancement of the Art Site (around $100,000) and thereby allow that money to be used for the art program as the art installation would replace landscape enhancements currently in the architectural design and construction budget. Tom Brymer,Town Manager:Affirmed that earlier discussion. Russell Tether:The Committee should be compiling lists of artists that they want to receive the RFQ and everyone should send names to Russell. Judy Deaton:Are we considering only art specifically designed for this site or possibly art previously done by a deceased artist and housed in storage.The Alexander Calderr previously in storage in Seattle was cited as an example. Paloma Anoveros:Asked who is the Committee approaching as artists. There are some outstanding, emerging artists...it would be exciting to have these voices in this location. We might be surprised at the quality of art that is out there. Russell Tether:We are going to use CAFE to advertise the RFQ. Katie Blair: Stressed that the Committee should make sure the RFQ's are shared on FaceBook, etc. as a way to get the word out. Tom Brymer,Town Manager:Stated that he has added some "Public Side/Town Side' items to the RFQ. Note:This concluded the meeting Motions: 1. Motion to Adjourn: Motion made by Judy Deaton, second by Robin McCaffrey. Motion passed unanimously. APPROVED BY THE PUBLIC ART COMPETITION ADVISORY COMMITTEE ON MARCH 19, 2018. ATTEST: Chairman, Russell Tether *90' ello c—Jl ei" kc rPi i . Secretary WPACAC Minutes 2/12/2018 Page 4 of 4