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10-15-18 WPACAC Min MINUTES OF THE TOWN OF WESTLAKE,TEXAS PUBLIC ART COMPETITION ADVISORY COMMITTEE October 15,2018 PRESENT: Russell Tether(Chairperson), Robin McCaffrey; Conferenced In via Phone: Cris Worley(Dallas, Texas), Katie Blair(Austin,TX.), and Sue Canterbury(1717 N. Harwood Street, Dallas,TX 75201) ABSENT:Judy Deaton, Barry Whistler, Paloma Anoveros, Rebecca Lawton OTHERS PRESENT:Tom Brymer,Town Manager,Janet Needham McCaffrey SUMMARY OF MEETING MINUTES: Approval of Minutes: Minutes from the September 17 meeting were presented for approval. Robin McCaffrey made a motion to approve, Sue Canterbury seconded the motion, motion passed unanimously. Russell Tether:There are a few details to look at on the Request for Qualifications so that the Town Council can look at the RFQ at the Town Council meeting, October 29. Tom Brymer:Can we start with the dates on page 9 and 10 of the RFQ. Robin McCaffrey: We are still planning to send the RFQ out on November 15, 2018 and January 10, 2019 is still the date for artists to submit their qualifications. At this point: Russell Tether asked the Committee if they still want to send out the RFQ on November 15 and to return submittals by January 10, 2019. In response to question:Sue Canterbury and Cris Worley responded "Yes". Sue Canterbury:On page 9 there is a line about written questions will not be responded to.Since e-mail questions are written questions, let's make it clear. Let's add a phrase about"postal delivered" questions. Russell Tether: Let's go back to whether January 10 allows enough time to respond to the RFQ. Cris Worley: I think it is enough time. Sue Canterbury: Maybe a little more time would be good. General Discussion:This precipitated a general discussion of timing. Without a vote, the Committee had consensus that November 15 (posting of the RFQ), December 31 (closing the period open for questions), and January 15 (for submittal of qualifications) are good dates to work with. This precipitated further 1 discussion regarding the coordination of RFQ dates and dates for meeting of the Westlake Public Art -- Competition Advisory Committee. Through this discussion, it was generally agreed that: 1. That the January WPACAC meeting scheduled for January 14 would conflict with receipt of qualifications on the 15t". Therefore, it was decided to stay with the earlier date of January 10 for receipt of qualifications. 2. That it makes sense to have a potential 2 meetings in January...January 14(to take a first look at submittals) and then on January 21 (to further discuss the submittals). Sue Canterbury: Let's have the artists provide press reviews of projects submitted with their qualifications. Tom Brymer:Who is going to check out these artists when we receive their submittals? Russell Tether:The Committee can divide up the responses and check references and other information. General Discussion:There was a general discussion (primarily between Russell Tether and Robin McCaffrey) regarding other dates after notification of the Semi-finalists. It was generally decided that: 1. To have dates in the RFQ(tentative) only up to the date of notification of Semi-finalists. 2. Other dates after that (such as selection of a finalist) will be provided in materials sent to the Semi-finalists(the request for proposal) _ Tom Brymer:When the phrase RFQ is used the first time, on page 1 of the document,the whole phrase "Request for Qualification" should be used. On page 7, a sentence describing the intersection of Dove and Davis should refer to "major streetscape enhancements" at the crossing roadways"have been completed". Sue Canterbury:On page 5, there is a diagram of the Dove/Davis site. I think the diagram is confusing. Can we add some photographs to this RFQ? Russell Tether: We will have some additional photographs and/or graphics to help describe the site for the art competition. On page 10 we have a phrase, "to download the complete RFQ and final contract, please go the project page". The Committee agreed that this sentence should be deleted. Russell Tether: Do I have a motion to approve the RFQ text with the changes we have made? Robin McCaffrey: I make the motion to approve the RFQ text as we have amended it. Sue Canterbury: I second the motion The Committee unanimously approved the motion. Robin McCaffrey:The Public Art text of the Westlake Website has been changed to reflect the changes the Committee wanted made at the last meeting. Russell Tether:Asked that the Committee members contact Russell or Robin withy any additional inputs, corrections, or comments they may have. 2 The Committee decided that Robin and Russell should meet to go over the final draft of the Website text to make sure that all Committee inputs are included and post in concert with posting the RFQ. NOTE: It was planned that the Committee would have one more chance to view the text in the November meeting but the November meeting was cancelled. Therefore, Committee revisions from the September meeting review were made by Robin and Russell (as per Committee direction) and the text was posted in coordination with the November posting of the RFQ. A motion was made to adjourn the meeting by Sue Canterbury. Chris Worley seconded the motion. The motion passed unanimously. APPROVED BY THE PUBLIC ART COMPETITION ADVISORY COMMITTEE ON FEBRUARY 4, 2019. ATTEST: Russell Tether, Chairman Janet McCaffrey, Secretary 3