HomeMy WebLinkAbout05-14-18 WPACAC Agenda PacketWestlake Public Art Competition Advisory Committee Meeting
AGENDA
MAY 14, 2018
1500 Solana Boulevard Building 7, Suite 7100 1st Floor, Council
Chamber Westlake, TX 76262
11:00AM
1.Call to order
•Roll call
•Board Member Paloma Añoveros will be attending the meeting via conference call from 215
Fremont Street, San Francisco, CA 94105.
•Board Member Judy Deaton will be attending the meeting via conference call from 102
Cypress Street, Abilene, TX 79601.
2.Approval of minutes from April 16th meeting.
3.Robin give review of “progress report” on presentation to the City Council April 30th.
4.Review of website meeting with John Sasser. Perhaps show changes.
5.Review and finalize RFQ.
6.Adjournment.
CERTIFICATION
I certify that the above notice was posted at the Town Hall of the Town of Westlake, 1500 Solana Blvd.,
Building 7, Suite 7100, Westlake, TX 76262, May 10, 2018, by 5:00 p.m. under the Open Meetings Act,
Chapter 551 of the Texas Government Code.
_____________________________________
Tanya Morris, Assistant to the Town Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the Town Secretary 48 hours in advance at 817-490-5710 and reasonable accommodations will be made
to assist you.
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MINUTES OF THE
TOWN OF WESTLAKE, TEXAS
PUBLIC ART COMPETITION ADVISORY COMMITTEE
ARIL 16, 2018
PRESENT: Chairman Russell Tether, Katie Blair, Judy Deaton, Paloma Añoveros (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 Añoveros 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
inquired the budget amount currently on the table. Russell Tether replied “$750,000 to $1 million).
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Paloma Añoveros: 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 Añoveros 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 Añoveros 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.
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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
_________________________________
Janet McCaffrey, Secretary
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 1 of 10
Town of Westlake, Texas
Public Art Request for Statement of Qualifications (RFQ)
from interested artists:
The Dove/ Davis Public Art Project
Invitation
The Town of Westlake, through its Texas Public Arts Competition Advisory Committee, is accepting qualifications from artists for a Public Art installation at the corner of Davis Boulevard (FM 1938) and Dove Road in Westlake, Texas. This is the first in a series of such pieces planned for the Town and will, therefore, set an artistic standard for future works. The selected artist will be asked to create a design and proposal for fabrication and installation of a major Public Art work to be located on the site described below. The site is part of a larger tract shared with Westlake’s newest fire station, now under construction. Therefore, the selected artist will be required to coordinate their work with the project contractor and landscape architect in order to properly sequence implementation and appropriately integrate with the overall landscape design. Artists who have experience in the execution of projects with similar scope and requirements are urged to respond to this invitation.
Budget The Budget for this project is $750,000 - $1,000,000. This budget amount is inclusive of all costs associated with the project including the artist selection process, design costs, artist’s fee, fabrication, site prep, and installation. The budget includes all costs for travel/ site visits, community meetings, meetings between the artists and the Fire Station project design/construction team. The budget also includes all taxes and insurance. Up to four finalists will be selected to conduct a site visit, develop a proposal, and return for interviews. Finalists will be paid a $12,000.00 honorarium, inclusive of travel costs, as approved by the Town.
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 2 of 10
Introduction – The Town of Westlake
• Understanding past, present, emerging, and inherent conditions that shape and
influence the future of Westlake.
• The Town of Westlake comprises emerging commercial and residential areas
juxtaposed with pastoral and open spaces
Westlake is a growing, vibrant community with a unique identity located in the dynamic Dallas Fort Worth (DFW) Metroplex on the high growth State Highway 114 corridor minutes away from the north entrance to DFW airport. The demographic of Westlake’s residents is one that is very high end as is the housing market. Westlake residents are very well educated and quite successful in their respective fields of employment. Westlake’s development standards are of the highest quality. Westlake is home to several top tier companies. With the recent announcement by the Charles Schwab Company and commencement of the construction of a major corporate office campus in Westlake, the Town now has a financial industry cluster located in its boundaries that also includes Fidelity Investments and Deloitte LLP. The environment in Westlake, culturally, governmentally, and business-wise, is a very sophisticated one. Further, it involves owning the only municipal charter schools in the State of Texas, Westlake Academy, a K-12 school featuring the International Baccalaureate curriculum.
Westlake’s agricultural beginnings, its proximity to neighboring growth centers, and its location relative to the outward expansion of both Dallas and Fort Worth have contributed to the present character, setting, and identity of the Town as well as its commitments to development entitlements. These historic dynamics will continue to nurture further development/ expansion/growth of the region and context surrounding Westlake. As surrounding change intensifies, internal change can become more pervasive and dramatic. Therefore, understanding the forces of change, the potential effects of change, and the time frame of change is critical to creating a plan that can manage/respond to change.
Additional background information regarding the Town of Westlake is contained in
the appendices to this RFP.
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 3 of 10
Vision & Mission Statements
Town of Westlake Vision & Mission Statement
Vision Westlake is an oasis of natural beauty that maintains our open spaces in balance with distinctive development, trails, and quality of life amenities amidst an ever expanding urban landscape.
Mission On behalf of the citizens, the mission of the Town of Westlake is to be a unique community blending preservation of our natural environment and viewscapes, while serving our residents and businesses with superior municipal and academic services that are accessible, efficient, cost-effective, and transparent.
Westlake Public Arts Competition Advisory Committee
Vision & Mission Statement
Vision “Expand the natural, cultural and aesthetic environment of the Town of Westlake with works of art that engage the senses, challenge the mind, enhance the beauty, and embrace the soul of the citizens of Westlake.”
Mission “The Westlake Public Art Advisory Competition Committee is founded to establish a partnership between the Town of Westlake and distinguished representatives of the Regional Arts Community that will jointly pursue a Competition based Public Arts Program in Westlake Texas which cultivates excellence in public art, nourishes and develops new and emerging talent, provides a venue for the recognition and promotion of such unique talent, and seeks masterpiece in public art works overall “
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 4 of 10
Goals, Themes and Scope of the Dove/Davis Project
Goals of the Project Westlake is seeking a Public Art installation that: A. Builds upon the visual, locational, and public importance of this site, B. Manifests the site’s exceptional natural characteristics (reflecting its association with the Town’s Open Space Core, and C. Allows public interaction that the artist deems appropriate for this project. Overarching themes in the artwork should encompass the mission of the City of Westlake as well as the mission of the public arts initiative. The site is located at the corner of two major thoroughfares in the city with three affluent residential developments and corporate campuses within the area. The artwork should be visible from multiple vantage points most critically from the street level as a pedestrian and from a distance in automobiles. It should integrate with the varying nature of the site and take into consideration the on-site fire station, bio swale, tree-line and pedestrian trail. As indicated in the site description, the artwork will be respond to a graded terrain and will take into consideration the function of the varying levels of water within the bio swale. (See the attached site plan). Additionally, the artwork must take the following design aspirations into consideration:
• Relevance – artwork must be appropriate for the chosen location and for the mission of the BSE and USG campus as a whole
• Sustainability – sustainable materials in order to remain in line with USG’s sustainability mission.
• Originality - artwork must be original and unique to the Westlake project
• Durability and Permanence – resistance to theft and weathering as well as structural sustainability and ease of maintenance.
• The artwork will consider both available natural and artificial light sources and be viewable from multiple vantage points and elevations. Electricity and/or water can be provided for the artwork in consultation with the architect and electrical engineer.
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 5 of 10
Scope of work The scope of this project includes contracting with an Artist and/or Artist Team to design, fabricate, and oversee installation of a permanent artwork at the location described below. A successful design should take particular advantage of both the site public exposure as well as its attachment to the future open space core of the Town fabric and creatively interpret the natural associations that the site possesses. Responders to this RFQ are expected to make themselves familiar with the site per the information in this section of the RFQ and the RFQ as a whole, as well as any other supplemental informational sources about the site which they determine to obtain (example: on-line map resources). This site is located in a place of high visibility and community significance at the northwest corner of Davis Boulevard (FM 1938) and Dove Road on a roadway designed to carry 50,000 vehicles per day by 2030. Plus, joggers, bikers, and walkers frequent this location using the trail system adjacent to this location. There is an existing detention Swale at this location which will be expanded due to the Fire Station development. The enlarged swale is intended
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 6 of 10
to temporarily store storm water run-off from the developed larger site. The maximum depth of detained water is ___ feet and depending on rainfall will often be less. The final configuration of this detention area will be part of the consideration given to this project by the artist (see diagram below for detention zone delineation). Therefore, consideration of, and inclusion of, the detention function is an important aspect of the artist’s proposal. The artist will be required to coordinate with the City Engineer on matters related to the detention facility.
Site Description The initial Public Art Project will be located at a central traffic intersection in the Town of Westlake, Texas (the northwest corner of Davis Street, also FM 1938, and Dove Road) and will, therefore have major public exposure. This intersection is a hub of local and regional movement, serving 50,000 cars a day by 2027. The site area available for the art installation is 1 acre and is part of: 1. A 1000 acre+ open space core for the Town as identified in the Westlake Comprehensive Plan adopted in 2015 (see diagram 1). This Open Space core is envisioned as the “seam” of public life where the relatively small residential population of the Town share activity with a large daytime population (working and shopping in the more than 20 million square feet of commercial zoning now in place).
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 7 of 10
2. A community fabric which hosts: A. Major Financial Service Companies (such as Charles Schwab, Fidelity Investments, and Sabre), B. Major land owners (such as Hillwood and Blackstone), and C. A residential build out potential of 7500 people. 3. A public improvement project that includes a new Fire station, occupying the northerly portion of the larger 5-acre site (See diagram below)
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 8 of 10
4. A natural drainage way through which storm water run-off flowing from points north and west of this site will flow to natural waterways located south and east (see diagram below) 5. A point of convergence in the alignment of pedestrian trails of the Town.
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 9 of 10
Proposal Requirements
Qualification Process Artists must submit a resume along with 4-6 images of comparable projects for consideration. Artists should provide a summarization of their projects, including their achievement of the stated goals, and their interaction with the project engineers and staff. A shortlist of up to 8 artists will be selected from Café based on interest, suitability and/or experience. Shortlist artists will have an opportunity to discuss possibilities and goals with the selection committee during a skype interview. Artists will have approximately one (1) month to prepare a concept for consideration. After review of the proposals, three finalists will be invited for an interview. Finalists will be required to present a PowerPoint presentation, samples of materials, time line, budget and a narrative describing the inspiration for the design, the fabrication process and installation. Finalists will also submit maintenance requirements for their design. The selection committee will present these finalist submissions to the Town along with their recommendation. A minimum of one (1) copy of the qualification proposal must be submitted as a hard copy, with required paperwork. An electronic copy (email or CD/flash drive) of the proposal must also be submitted. The proposal must be submitted to the address below, no later than __________________. Town Manager Town of Westlake 1500 Solana Blvd. Bld. 7, Suite 7200 Westlake, Texas 76262
Questions Questions must be submitted electronically to the WPACAC Committee chairman at the following email address __________________. All questions and responses will be posted on the Project link under FAQ’S of the public website. Phone call and written questions will not be responded to. Please review the website FAQ’s before submitting. Questions must be received no later than ________________. Any questions received after this time and date will not receive a response.
RFQ Draft 1 4 2018 w/TEB edits
Town of Westlake, 1500 Solana Blvd, Suite 7200, Westlake Texas 76262 www.westlake-tx,org Page 10 of 10
Tentative Schedule
February , 2018 RFP Open on Call for Entry (Café)
April , 2018 Online Café Closed at midnight, CST.
June , 2018 Shortlisted Artists notified
July , 2018 Skype Interview to discuss ideas/goals
September , 2018 Proposals Due
October , 2018 Finalist Interviews at Westlake Town Hall
November , 2018 Artist Contract Awarded
June , 2019 Art Installation (to be decided in consultation with the architect)
Legal Agreement This call is open to all artists or artist collaborations. The Town of Westlake, Texas reserves the right in its sole discretion to reject any or all applications, proposals, applicants, or projects, and to modify or terminate the application process or the selection process for any reason and with or without prior notice, unless otherwise required by applicable law. Applicant agrees that any and all materials submitted pursuant to this call for entry become the property of The Town of Westlake and shall not be returned to Applicant. Notwithstanding the foregoing, Applicant shall retain all copyright in the work which may be held by Applicant, subject to any laws that govern the Town of Westlake as a Texas municipality. To download the complete RFP and a sample contract, please go to the project page: ______________________________________________________________________