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04-16-18 WPACAC Min MINUTES OF THE TOWN OF WESTLAKE,TEXAS PUBLIC ART COMPETITION ADVISORY COMMITTEE APRIL 16, 2018 PRESENT: Chairman Russell Tether, Katie Blair,Judy Deaton, Paloma An"overos (via phone), Robin McCaffrey ABSENT: Chris Worley, Rebecca Lawton, Sue Canterbury, Barry Whistler OTHERS PRESENT:Tom Brymer,Town Manager,Janet Needham McCaffrey SUMMARY OF MEETING MINUTES: Approval of Minutes: Minutes from the March 19 meeting were presented for approval. Katie Blair made a motion to approve, Robin McCaffrey seconded the motion, motion passed unanimously. Robin McCaffrey brought the Committee present up-to-date on monetary commitments for the Public Art Competition (honoraria).This far, Hillwood has committed $20,000 and Wilbow has committed $10,000. Tom Brymer:Stated that the Town will set up an account to receive the money so the donations should be sent to his attention, thereby assuring that the funds committed will stay separate from other general funds. Russell Tether:Stated that he wanted to review the Committee's visit to the "Art Site" last month. He stated that he has photographs of the site and that when he saw the site, he thought that$250,000 may be a more appropriate amount of money. General Discussion:This started a general discussion of the appropriate budget for an artwork at this site. Katie Blair and Paloma Anoveros generally felt that a more significant work and a more comprehensive work could be accomplished with a more generous budget allowance. Tom Brymer added that considerations of pedestrian interface would also incur additional cost. Robin McCaffrey brought out that the vision and scope of the project should be in a scalable relationship. Tom Brymer I inquired the budget amount currently on the table. Russell Tether replied "$750,000 to$1 million). 1 Paloma Anoveros: Stated that she likes "the idea of scale...if we tell people the budget is $1 million, we will get various complexities of projects...but they will all max out the million dollar budget" Tom Brymer:Suggested that Paloma Anoveros and Katie Blair should "take the existing RFQ and add language to address the concept of a flexible budget that could be tailored to different levels of complexity of a final project". Robin McCaffrey and Russell Tether: Brought out a draft copy of a flow diagram outlining the steps in, and actions related to, releasing the RFQ and ultimately selecting the final artist. Robin McCaffrey presented the 5 steps portrayed in the diagram, explaining the actions and considerations related to each step. The Committee reviewed and discussed each step and requested the following revisions to the draft diagram: 1. Show"set-up of web site" and "finalization of budget" as initial steps to occur before release of the RFP. 2. Show that Westlake will retain "Right to use designs submitted" by artists. 3. Clarify that there are 2 honoraria: Up to 5 for the Semi-finalist ($5,000 each) and an honorarium for the finalist(minimum $5,000). 4. Show that the Town will finalize Town language of the "contract with the artist" prior to finalist selection. 5. Show that Council will consider recommendation for finalist and authorize Town to enter into a contract with the approved finalist. 6. Show that upon selection, but before public event,the Town and Artist will enter into a contract. Tom Brymer:Stated that he would like to have these changes made in time to give the Town Council an update on Committee progress to date. Such presentation would happen at the April 30 meeting. Tom Brymer:Stressed that the Town should have the honoraria funded before the RFP is released.This precipitated a general discussion as follows: General Discussion:A general discussion followed regarding legal matters related to copy rights of artists and rights of the Town to use materials and the requirements of the Open Records Act as they may affect deliberations on, and consideration of,the submittals. The discussion covered a possible disclaimer that could be placed in the RFQ which would give protection to the artist, but Open Records Act considerations may still prevail. Tom Brymer stated that the Town may have to consult the Town attorney on the matter. Preserving the right of the Town to use any materials was stressed. General Discussion:A second general discussion followed which addressed the issue of timing. Of particular concern was the amount of time needed for the RFQ and RFP response. Katie Blair proposed a 2-week period as longer may cause artists to lose interest. Katie Blair also stated that the final time frame should work with the Committee meeting schedule unless special meetings would be required. Paloma Anoveros suggested 4 to 6 weeks for the RFQ, otherwise potential submitters might"give up". There was a general consensus that a longer time period of 4 week minimum would be necessary. Tom Brymer:Stressed that the Web Site should be up and running before the RFQ went out. I. 2 General Discussion:This started a general discussion of the web site in which the following were identified: 1. Attachment to the Town's web site 2. Tabs which correspond to types of information needed 3. Inclusion of the mission statement Tom Brymer: Stated that he will set up a meeting with Robin McCaffrey, Russell Tether, and John Sasser (the Town's Information Officer)to discuss design of, organization of, and text for this website. Motions made during the meeting: A motion was made to adjourn the meeting by Robin McCaffrey.Judy Deaton seconded the motion, The motion passed unanimously. APPROVED BY THE PUBLIC ART COMPETITION ADVISORY COMMITTEE ON MAY 14, 2018. ATTEST: Chairman, Russell Tether 1 net McCaffrey, Secretary 3