Min - Public Art Committee - 2010 - 12/16 - Special CalledP
PUBLIC ART COMMITTEE
SPECIAL CALLED MEETING
December 16, 2010 - 6:30 P.M.
Present
Committee Members:
Emile Carriere, Chair
Amt Carroll, Vice -Chau
Brad Greene, Secretary
Jane Bennett
Denise Gilbert
Karis Jones
Luke Hollingsworth
City Staff:
Lori Smeby, Assistant Director, Parks and Recreation
Matt McComb, Landscape Architect, Parks and Recreation
Lydia Nance, Senior Administrative Assistant, Parks and Recreation
Members Absent:
Call to Order and Announce a Quorum is Present
With a quorum of the committee members present, the regular meeting of the Public Art
Committee was called to order by Chair Camere at 6:31 pm on Thursday, December 16, 2010 in
the Parks and Recreation Conference Room at 305 Century Parkway, Allen, Texas.
1. Approve minutes from the November 16, 2010 Regular Meeting.
MOTION: Upon a motion made by committee member Bennett and seconded by committee
member Carroll, the committee voted £roe (5) for and none (0) opposed to accept
minutes from the September 21, 2010 regular meeting with additions as discussed.
2. Discuss and Approve budget for Exchange Parkway project.
Lori Smeby updated the committee members on the current available funds for projects, which is
approximately $209,000. The amount of $300,000 is slated to be sold for 2011 and will be
available in June. The committee would have to budget from the corrin available fund balance.
Matt McComb then elaborated on design fees for the project, which are to be included in the
budget along with the costs of collaborating with the consultant, travel and installation costs.
Travel costs would be negotiated. Lon reminded the members that preliminary travel costs are
handled by administration. Matt informed the members that the usual cost for consultants is 7-
1 8% of the total project budget. Member Bennett asked if this would go to all finalists. Matt
stated that this would go to the selected artist only. Lori stated that the 14 artists selected to be a
part of the call would be sent the call and then would submit then qualifications according to the
PUBLIC ART COMMITTE
REGULAR MEETING
December 16, 2010
call requirements. The committee members will then serve as the selection panel for this project
in the interest of expediency. The artist or artists selected will then work with the Landscape
architect on the project Master Plan. It is at that point that the consultation fee would come into
play, as well as travel from that point forward. Members discussed the possibility of phasing the
project to allow time for more funds to become available. It was determined that phases would
not be in the best interest of the project and that the committee would budget the entire project
from available funds, allowing the artists to come up with ideas within that budget. Members
then discussed the consultation fee and the travel allowance to determine what percentage of the
budget should be allocated for those considerations. Members expressed the concern that if the
artist were to know the amount set aside for travel they would see that as funds available for them
to keep. Lori informed the members that travel expenses are reimbursable rather than given up
front, so the artist would not receive that portion unless expenses actually occur and are within
the guidelines given. Members then further discussed allocations for travel and design fees.
MOTION: Upon a motion made by committee member Gilbert and seconded by committee
member Carroll, the committee voted four (7) for and none (0) opposed to set the
budget for the Exchange Parkway Median Public Art Project at $200,000. Ten
percent of the project budget would be set aside for design and consultation fees
and travel expenses.
Discussion Items
3. Continue Discussion on Exchange Parkway project
Lori presented the members with the draft of the call to artists for the project and requested input
for any changes. The members discussed the selection and interview process and the wording of
the call. Lori will update the call and send it to the 14 artists selected for invitation
4. Items of Interest
a. Items for Future Agendas
1. Review Artist submissions for the Exchange Parkway Project
2. Update on ongoing projects
3. Next meeting January 18, 2011
5. Adjourn
There being no further business, the meeting was adjourned at 7:50 p.m.
These minutes read and approved this 18'" day of January 2011.
sc�Z6
Emile Carriere, Chair ad Greene, Secretary