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03-19-18 WPACAC Min MINUTES OF THE TOWN OF WESTLAKE,TEXAS PUBLIC ART COMPETITION ADVISORY COMMITTEE MARCH 19, 2018 PRESENT: Chairman Russell Tether, Chis Worley, Barry Whistler, Rebecca Lawton, Robin McCaffrey ABSENT:Sue Canterbury,Judy Deaton, Katie Blair, Paloma Anoveras OTHERS PRESENT:Tom Brymer Town Manager,Troy Meyer Director of Facilities,Janet McCaffrey SUMMARY OF MEETING MINUTES: February 12 Meeting Minutes: Minutes from the February 12 meeting were presented for approval. Rebecca Lawton made a motion to approve, Barry Whistler seconded the motion, motion passed unanimously. October 27 Meeting Minutes: it was brought to the Committee's attention that minutes of the October 12, 20178 meeting are not yet approved. Minutes from the October 27, 2017 meeting were presented for approval. Rebecca Lawton made a motion to approved, Barry Whistler seconded the motion, and the minutes were unanimously approved. Russell Tether:Asked Robin McCaffrey to update the committee on his conversations with Hillwood regarding contributions to the Public Art Program. Robin McCaffrey:Stated that Hillwood expressed interest in supporting the operations of the program and maintaining support for specific art works in the future. Further, Mr. McCaffrey reported that Hillwood would make an initial $20,000 contribution toward the honorariums mentioned in the pending RFP. Mr. McCaffrey further reported that Wilbow has committed to a contribution of$10,000 and that such contribution commitment could, according to Wilbow, be used for the honorarium. Tom Brymer and Robin McCaffrey: Discussed the idea of contributing to Public Art, the Public Art Fund, or the Public Art Program and that such distinctions were important to understand. WPACAC Minutes March 19, 2018 Page 1 of 3 Russell Tether:When we publish the RFQ, people will see what the program is,see the quality of artists we are attracting.The general public and the development community in Westlake will see where the Art Program is going and be more assured of the quality of the Art program. Chris Worley:Thought that the Honorarium could be less than the currently proposed $10,000.Worley felt that less than$10,000 is enough for the initial phase of the Competition, but, more than$10,000 may be appropriate for the final phase,where a model is to be made. Rebecca Lawton:Stated...when we determine how many finalists we will have,they will want to come to Westlake. "Will the Honorarium, include travel expenses?" Tom Brymer:Stated that he felt the Honorarium should include everything. Barry Whistler:Stated that he felt the money should be "all-in". Chris Worley:Stated that she thinks$5,00 is enough to get to a design"all-in". Robin McCaffrey:Stated that having a requirement to build a model up front seemed"too much". Tom Brymer:Stated that the Committee should offer$5,000, "all-in",as an Honorarium to take someone through design.This amount should be offered to 3 or 4 candidates.To carry through to final design,the Committee should only pick 1. Chris Worley:Stated that the process should be open to the public to apply,then pick 3 or 4 candidates for Honorarium and require drawings, models,or other"from there". If the Committee receives sufficient submittals,then select 1 from this group. Rebecca Lawton:Stated that she wants to advocate for 3 finalists. Russell Tether:Stated that he felt the Committee should pick 3,4, or 5...or however many will "work"...then he asked..."are we going to present to the public to look or vote?' Mr.Tether further stated that the RFQ should go to a large number...then pick how many should submit from the responses received. Mr.Tether Proceeded to draw a process diagram meant to display all the stpes and the scope of each step. Russell Tether,Tom Brymer,and Robin McCaffrey: Led a general discussion regarding the process diagram and its component steps/parts.The outcome of this discussion was that Russell Tether and Robin McCaffrey would prepare a draft process diagram for review and comment at the next meeting. Tom Brymer:Asked, "how will the Committee gather Public Input and what will the Committee do with input?' Mr. Brymer further stated that the Committee should be aware that the Art Competition will end up being a contract between the Artist and the Town. (the Committee acknowledged awareness of the contract issue). Mr. Brymer also stated that the Town Council expressed concern over potential public Art in Westlake to which the public would respond to with..."how did this get here?" Robin McCaffrey:Stated that the Committee is the "Curatorial Partner in the Town/Art Community Partnership"and he was not sure that public voting on art was a good idea in this context. The opinion of the Committee should be considered by Council. Mr. McCaffrey further stated that this"partnership WPACAC Minutes March 19, 2018 Page 2 of 3 approach" is the fundamental difference between the Westlake Program and other programs"out there". Russell Tether: Reminded the Committee that they had stated that the "people"would be involved. The Committee in General: Had a discussion regarding the issue of public involvement and decided: 1. That voting for a winning art piece was not best for the Town of the goals of the program,and 2. That the public should be present at Town Council consideration of the Committee recommendations and be involved via the normal public Council procedures, and 3. That some sort of public event should be part of the Competition overall process, wherein the public can see the design proposals submitted and the recommended selection as well as the final selection. Also,the artist should be at such a meeting to present the work,to the public in attendance. Tom Brymer:Stated that all this needs to be reflected in the chart being prepared for the Committee review and that Mr. Brymer wants to show the final chart to the Town Council. Robin McCaffrey:Asked, "where should I direct Hillwood to send their contribution?" Tom Brymer:Stated that a special account at the Town will need to be set up Fire Station Site Visit:The committee left the meeting chamber to visit the Fire Station Art Competition site.The Committee was glad to: 1. Understand that the grade changes were not as dramatic as they seemed in the drawing, and 2. Understand the high visibility of the art location site, and 3. Understand the relationship of the Art Site to the Fire Station structure 4. Understand the relationship to surrounding land uses. The Committee members left the meeting from the Fire Station site. As there was not a quorum to make a motion to adjourn, no such motion was made. APPROVED BY THE PUBLIC ART COMPETITION ADVISORY COMMITTEE ON APRIL 16, 2018. '^y ATTEST: Chairman, Russell Tether *McCaffrey, ecretary WPACAC Minutes March 19, 2018 Page 3 of 3