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HomeMy WebLinkAboutCS 13-22 Report to Council Report Number: CS 13-22 Date: June 27, 2022 From: Sarah Douglas-Murray Director, Community Services Subject: Esplanade Park – Artist Selection -Commission of Public Art -File: A-1440-001 Recommendation: 1.That Council endorse that the commission of public art for Esplanade Park be awarded to Studio F Minus in the amount of $80,000 (HST included); 2.That Council authorize the Director, Finance & Treasurer to finance the net project cost of $72,042 as provided for in the 2022 Current Budget as follows: a)the sum of $30,000 to be funded by the Community Revitalization Fund (CCRF); b)the sum of $42,042 to be funded by a transfer from the Public Art Reserve; 3.That the Mayor and the City Clerk be authorized to execute the Letter of Understanding, between Studio F Minus and the City of Pickering, set out in Attachment 4, subject to minor revisions acceptable to the Director, Community Services and the Director, Corporate Services & City Solicitor; and, 4.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: With the approval of Report CS 34-21 (Resolution #714/21) at the Council meeting of October 25, 2021, Council endorsed grant applications to the Federal Economic Development Agency for Southern Ontario (FEDASO) and Canada Community Revitalization Fund (CCRF) for the Improvement of Pickering’s Esplanade Park. Grant funding was confirmed by the Federal Agency on February 7, 2022 and the Esplanade Park Improvement Project (the project) was included in the 2022 Current Budget. The project will create a mindfulness, meditation and music space by installing outdoor musical instruments, additional seating, lighting and electrical upgrades with a large scale piece of public art as the focal point. The budget for the commission of the public art component of this project is $80,000 inclusive of HST. Public Art Policy (CUL 130), as set out in Attachment 1, outlines the criteria, processes and guidelines by which public art is procured by staff at the City of Pickering. The Purchasing CS 13-22 June 27, 2022 Subject: Esplanade Park – Artist Selection Page 2 Policy (PUR 010) outlines the criteria, processes and guidelines for the procurement of goods and services for the City of Pickering. Section 09.10 of the Purchasing Policy states that “Public Art Project purchases or Public Art projects with costs that exceed $25,000 are subject to Council approval”. Therefore, the purpose of this Report is to seek Council endorsement to proceed with the commission of public art for the Esplanade Park at a cost of $72,042 (net of HST rebate). Financial Implications: The Public Art portion of the Esplanade Park Improvement Project is reflected in the approved 2022 Cultural Services (10200) Current Budget in the amount of $85,000. The net project cost of $72,042 is to be funded from the public art reserve in the amount of $42,042 and through the Canada Community Revitalization Fund (CCRF) in the amount of $30,000. The remaining elements of the Esplanade Park Improvement Project Phase 2 is funded from the Federal Economic Development Agency for Southern Ontario (FEDASO), Canada Community Revitalization Fund (CCRF) in the amount $255,375. Discussion: Esplanade Park was the focus of a Provincial Main Street grant from 2018- 2020. Through that funding, the City installed seating, landscape features and public art in Esplanade Park. At that time, only Phase 1 of the Project was implemented in Esplanade Park. In Phase 2, the City will create a mindfulness, meditation and music space by installing outdoor musical instruments, additional seating, lighting and electrical upgrades with a large scale piece of public art as the focal point. On October 25, 2021, through Report CS 34-21 (Resolution #714/21), Council endorsed the application of the Improvement of Pickering’s Esplanade Park for the Federal Economic Development Agency for Southern Ontario (FEDASO), Canada Community Revitalization Fund (CCRF) for a total project cost of $340,500. Grant funding was approved on February 7, 2022 by the Federal Agency and the projects were included in the approved 2022 Current Budget. The grant requires that all grant funds are spent prior to December 31, 2022. As per Section 08.01 of the CUL 130 Public Art Policy (the Policy), an Expression of Interest was selected as the Method of Acquisition. A two stage process was selected in which Stage 1 would pre-qualify a short list of three artists. The three selected artists would then be invited to participate in Phase 2 in which they submitted a detailed project proposal that was scored by the Public Art Jury to select the project. A Call to Artists was issued on March 7, 2022 (Attachment 2). The Call to Artists was advertised through the City of Pickering website as well as Akimbo, PineRidge Arts Council (PRAC) newsletter, Community Services Distribution List, Creative Cities, DurhamRegion.com, Preston Gallery (Uxbridge), Robert McLaughlin Gallery (Oshawa) and through Social Media Ads (Facebook and Instagram). As per Section 07.02 of the Policy, a Public Art Jury must be established for each acquisition of $25,000 and over in value. The Public Art Jury is to be organized on a case by case and CS 13-22 June 27, 2022 Subject: Esplanade Park – Artist Selection Page 3 project by project basis. The Public Art Jury evaluates the artist proposals in accordance with the Artist Evaluation Criteria in Section 07.03 and Acquisition Criteria in Section 06.04 of the Policy. A Public Art Jury was convened to judge the submissions based on criteria established in the Public Art Policy. Forty-three artists responded to the Call to Artists with a conceptual design proposal. The Public Art Jury met on April 14, 2022 to confirm the results of the scoring and select the top three artists to move to Phase 2 as per the information set forth in the Call to Artists. The Cultural Advisory Committee endorsed the top three artists as selected by the Public Art Jury at their meeting on April 19, 2022. The Phase 2 proposals were received on May 27, 2022. Each artist presented their concept to the Public Art Jury on June 1, 2022. The jury reviewed the judging criteria, scored each proposal and ranked the top three finalists following the artist’s presentations. Based on the ranking, Studio F Minus was recommended as the artists to be awarded the commission of public art in Esplanade Park for Phase 2 of the project. The Public Art Jury recommendation was endorsed by the Public Art Committee on June 13, 2022 and by the Cultural Advisory Committee on June 14, 2022. The conceptual design proposal is set out in Attachment 3. The Artists made the following statement: “REFLECTIONS is a highly engaging yet intimate work of public art that feels incomplete. Among an intriguing array of mirrored panels that force you to take a look yourself from different perspectives, sits a solitary void to the open sky. The sculpture marks the lives of those we lost to Covid-19 and examines themes of loss, grief, self-reflection, and how they each require time”. Staff request that Council endorse the commission of public art for Esplanade Park be awarded to Studio F Minus in the amount of $80,000 (HST included). The Letter of Understanding (set out in Attachment 4) was drafted by Cultural Services staff and reviewed by Legal Services and Finance. The Letter of Understanding defines the relationship and responsibilities between the City and the Artist. Staff are requesting Council to authorize the Mayor and City Clerk to execute the Letter of Understanding with Studio F Minus. The installation of additional seating, outdoor instruments, lighting and electrical upgrades will take place in September/October 2022. Subject to Council’s endorsement of Report CS 13-22, the artists will begin fabrication of the artwork which will be installed in November 2022. Attachments: 1.Public Art Policy 2.Esplanade Park – Call to Artists 3.Artist Conceptual Detailed Proposal 4.Agreement – Letter of Understanding CS 13-22 Subject: Esplanade Park – Artist Selection June 27, 2022 Page 4 Prepared By: Original Signed By Approved/Endorsed By: Original Signed By Laura Gibbs Manager, Cultural Services Sarah Douglas-Murray Director, Community Services SDM:lg Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer ~C~of­ p](KERJNG Policy · Attachment #1 to Report CS 13-22 Procedure Title: Public Art Policy Policy Number CUL 130 Reference Date Originated (m/d/y) Date Revised (m/d/y) Pages Report #CS 36 -19 November 25, 2019 21 Resolution# 167/19 Approval: Chief Ad Point of Contact Policy Objective The City of Pickering is a vibrant community, rich in diversity, heritage, environment and the arts. · As the City continues to grow and intensify, public art will play an integral role in creating an inviting and livable City . This Policy establishes the framework for a sustainable Public Art Program that will deliver public art throughout the City that will : • create attractiveness; • promote community identity; • reflect diversity and community landscape ; • celebrate heritage; • create a sense of place and attract interest; • provide amusement, reflection and intrigue to a community, and , • be selected through an objective and professional public art selection process that has a commitment to artistic merit. The Public Art Policy and supporting Public Art Program will enhance the public realm, demonstrate the City's support for the arts and culture sector, and provide economic benefits . . Index 01 Definitions 02 Guiding Documents & Policy Context 03 Policy Statement 04 Purpose and Objectives 05 Administration 06 City Representation 07 Selection Process 08 Acquisition 09 Selection Considerations 10 Site Selection 11 Collections Management 12 Maintenance & Conservation 13 Insurance 14 Storage 15 Agreements & Installation 16 Deaccession & Disposal 17 Copyright and Intellectual Property 18 Artist Remuneration 19 Community Engagement & Awareness 20 Pickering Public Art Interactive Map 21 Public Art Development by the Private Sector 22 Funding 01 Definitions 01.01 Accession -the act of recording and processing artwork to the City's Public Art Collection. 01.02 Acquisition -obtaining ownership of public art through purchase, commission, donation, gift or bequest. 01.03 Archiving -the act of long-term storage and preservation of public art in a location owned by the City of Pickering. Archiving of public art may include storage and preservation of the original art piece, or a photographic/digital record of the original art piece. 01.04 Artist -the designer/creator of an artistic work and can include, but is not limited to, a professional artist, graphic designer, collaborative team, architect, or landscape designer. 01.05 Borrowed -refers to an artistic work that is borrowed by the City, through a loan agreement, for a defined period of time from a lender who owns and retains ownership of the artistic work. Policy Title: Public Art Policy Page 2 of 21 Policy Number: CUL 130 01.06 Call to Artists -a request for proposal that outlines the scope of the Public Art that the City wishes to acquire. The Call to Artists will outline aspects such as project theme, timeline, compensation, and location. 01.07 Commissioning -the act of requesting and paying an artist to design and create a specific piece of art. 01.08 Community Art-artistic work created collaboratively between an artist and an identified community. Community members actively participate in the creation of the artistic work. The artistic process is of equal importance to the artistic product. 01.09 Community-Based Public Art-created as a result of a collaborative process between community members; which may or may not include the use of a professional, practicing artist, engaged in a collective method of art making. 01.10 Conservation -the maintenance and preservation of works of art and their protection from future damage and deterioration. 01.11 Copyright-the exclusive legal right to produce or reproduce, publish, print, sell, or distribute the matter and form of something or any substantial part thereof, such as literary, musical, or artistic works (e.g., drawings, paintings, photographs and sculptures). 01.12 Creative Place-Making -a practice where people are inspired collectively and collaboratively to reimagine, reinvent, and shape public spaces to maximize the shared value, as the heart of the community. 01.13 Deaccession -the act of permanently removing, relocating to another jurisdiction, or disposal of artwork from the City's Public Art Collection. 01.14 Intellectual Property -the legal right to ideas, inventions and creations in the industrial, scientific, literary and artistic fields. 01.15 Moral Rights -the artist has the right to the integrity of the work and the right, where reasonable in the circumstances, to be associated with the work as its author by name or under a pseudonym and the right to remain anonymous. Moral rights are non-transferable and endure even after copyright has been assigned. 01.16 Municipally Owned Public Space -includes but is not limited to parks, road allowances, tunnels, boulevards, streets, courtyards, squares and bridges, as well as building exteriors, foyers, concourses, and significant interior public areas of municipal buildings. 01.17 Permanent Public Art-an original artwork which is situated at a particular site for longer than one year. 01.18 Public Art -art developed and designed by a professional artist that is displayed on municipally-owned public space. Public art may include, but is not limited to: • sculptures; • murals; • memorials or monuments; Policy Title: Public Art Policy Page 3 of 21 Policy Number: CUL 130 • fountains or water features that contribute aesthetically to their surroundings (not splash pads); • hard and soft landscaping components; which are not a mere extension of the landscape/architecture; • architectural components, specialized lighting; and • Community art projects related to neighbourhood beautification. 01.19 Public Art Committee -is responsible for working with Community Services staff to provide advice and expertise; build public awareness and support for public art; and, identify eligible Public Art Jury members, when required. 01.20 Public Art Jury -is a group of residents, professionals and staff selected who evaluate artist proposals in accordance with the Artist Evaluation Criteria and Acquisition Criteria. The Public Art Jury is responsible to narrow down selections for acquisition. 01.21 Professional Artist-a person who is critically recognized as an artist, they possess skill, training and/or experience in an artistic discipline, is active in and committed to their art practice, and has a history of public presentation. 01.22 Public Space -space available for use by the public that includes, but it is not limited to, parks, boulevards, trail systems, open spaces, waterways, roads, bridges, gateways, streetscapes, civic squares, interior and exterior public areas associated with buildings, or structures owned, operated, occupied or used by or for the City. 01.23 Restoration -the repair or renovation of artworks that have sustained injury or decay to something approaching their original undamaged appearance. 01.24 Signage -any medium used to convey information by way of words, pictures, graphics, emblems or symbols, or any device used for the purpose of providing direction or information, identification, advertisement business promotion or the promotion of a product activity, service, or idea. 01.25 Transitory Public Art -an original artwork that are temporary, which could include a variety of mediums and can incorporate experimental public art projects. 02 Guiding Documents & Policy Context 02.01 The City of Pickering Cultural Strategic Plan (2014) sets a vision for arts, culture and heritage in the City; and, identifies strategic directions for policy and programs. One of the Plan's strategic directions is to cultivate opportunities for the creation, education and enjoyment of the arts, including: • developing and implementing a Public Art Policy, program, and funding formula; • using art to enhance public spaces, particularly within the City Centre; • assigning a one percent contribution to public art from the capital budgets of applicable new or renovated facility and park projects; and, • establishing a Public Art Reserve Fund. Policy Title: Public Art Policy Page 4.of 21 Policy Number: CUL 130 02.02 The City of Pickering Official Plan acknowledges that the quality of the built environment can be enhanced by promoting the integration of art in public places. Specifically, the Official Plan: • promotes art in publicly-accessible and visible locations such as parks, prominent street corners, plazas and on buildings; • encourages public art in a broad range of media, themes and formats in order to engage the observer, foster civic identity and promote social interaction; and, • considers integrating public art in the early stages of the design and planning of developments. 02.03 The City Centre Urban Design Guidelines encourage permanent and transitory/temporary artworks to promote a sense of identity for the City Centre. 02.04 The Seaton Sustainable Place-Making Guidelines recognize that public art should be highly visible and serve as accents to the community by encouraging public art to be located at community core gateways. 03 Policy Statement 03.01 The City of Pickering is committed to and supportive of the benefits of public art and recognizes that art in public spaces is a valuable asset that enhances the social/cultural, built heritage and natural environments. Through public art, we beautify our environment; engage the community in Creative Place-Making; and, celebrate our values, stories, culture, heritage, and diversity while defining our unique identity. Public Art enhances quality of life for citizens and visitors; and, strengthens community pride, tourism and economic growth. The commission and acquisition of Public Art is exempt from the City's Purchasing Policy and must therefore be conducted in accordance with the processes outlined in this Policy. 04 Purpose and Objectives 04.01 The purpose of the Public Art Policy is to: i. Establish, for the City, a standardized and transparent process for the selection, acquisition, maintenance and deaccession of Public Art; and, ii. Provide, for the City, a sustainable funding model for the management of Public Art. 04.02 The framework for a Public Art Program established in this Policy is intended to provide a standardized and transparent structure for these processes to include: • long-term planning; • establishing a funding framework; • creating an administrative structure; • identifying opportunities for public art; • initiating completions and a selection process; • implementing and/or assisting with public art projects; and, • ongoing maintenance, management, deaccession and disposal of the public art collection. Policy Title: Public Art Policy Page 5 of 21 Policy Number: CUL 130 04.03 The Public Art Policy applies to temporary and permanent installations, including community art. The City may authorize public art that it does not own, to be placed on municipally owned public space through an agreement between the City and the owner of public art. The City will not purchase or display art that: • violates any City policy; • conveys a negative message that might be deemed prejudicial; • promotes alcohol and other addictive substances; • presents demeaning or derogatory portrayals of individuals or groups or contains anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence; or, • is in direct competition with City of Pickering services, programs or initiatives. 05 Administration 05.01 The Public Art Policy and Program will be administered by City of Pickering Community Services staff in collaboration with City Development staff, the Public Art Committee, the Public Art Jury, and the Council of the City of Pickering. 05.02 Any member involved in the administration of the Public Art Policy and Program shall declare a conflict of interest, pecuniary or otherwise, and remove themselves in all cases from a juried selection process or any decision regarding the acquisition of public art in which they are involved either directly or indirectly. 06 City Representation 06.01 Council The Council of the City of Pickering is responsible to: • approve and uphold the Public Art Policy and any amendments; • approve annual Public Art funding and expenditures in the Capital and Current Budget; and, • act as an advocate for art in Public Spaces, and Private Developments in the City. 06.02 Chief Administrative Officer Chief Administrative Officer (CAO) to: • approve and uphold the Public Art policy, along with any amendments; • approve any changes to the Public Art policy, as needed; • act as an advocate for Public Art in Public Spaces, and private developments; and, • support Public Art budget through the budget process. Policy Title: Public Art Policy Page 6 of 21 Policy Number: CUL 130 06.03 Director, Community Services Director Community Services to: • uphold the Public Art Policy, along with any amendments; • recommend any changes to the Public Art Policy, as needed; and, • recommend the Public Art budget annually via the Community Services Department Capital and/or Current Budget. 06.04 Community Services Staff The Community Services Department has the primary responsibility for administering the Public Art Policy and Program, and will work in cooperation with all other City departments to ensure its appropriate implementation. The City Development and Engineering Services Departments have a supporting role in implementing the Public Art Policy and Program. Community Services Department staff are responsible to: • oversee and implement the management, development, monitoring and evaluation of the Public Art Policy and Program; • manage the Public Art collection including acquisitions, maintenance, conservation, research, interpretation and deaccessions; • develop standards and procedures to ensure consistent implementation of the Public Art Policy and Program, • identify, approve appointments and establish the Public Art Committee; • work with the Public Art Committee to identify Public Art priorities, locations and initiatives (i.e. Public Art Work Plan); • facilitate regular Public Art Committee meetings, circulating information, providing guidance and arrange for the recording of minutes; • facilitate Public Art Jury meetings, circulating information, providing guidance and arrange for the recording of minutes, as may be required; • develop "call to artists" and coordinate the selection process; • establish artist selection processes,-manage artist contracts, and compensation; • liaise with selected artists to oversee installation and develop agreements; • develop promotional and marketing initiatives to community Public Art activities; • establish, maintain and promote the Public Art public inventory; • identify, prepare, and incorporate amendments to the Public Art Policy and Program that do not have a financial impact, with approval from the CAO; • advise Council, staff and residents on the Public Art Policy and related initiatives; • develop the Public Art budget through the City's annual budget process; and, investigate Federal, Provincial, or other sources of funding to promote and support the development of Public Art in the City. Policy Title: Public Art Policy Page 7 of 21 Policy Number: CUL 130 06.05 City Development Department City Development staff to: • work with Community Services Department staff to identify appropriate locations for public art; • ensure public art is considered in the planning of new communities, development of ·community design guidelines, and design of corporate and community facilities; and, • encourage and secure public art through the review and approval of development applications. 06.06 Engineering Services Department Engineering Services staff to: • work with Community Services and City Development staff to ensure the safe and proper installation of public art on City owned property; • incorporate public art into parks, landscaping, and streetscapes; and, • ensure site lines are maintained in locating and positioning of public art on City owned and private property. 06.07 An inter-department Public Art planning team will be established to work in conjunction with the Public Art Committee for selection of artistic works and ongoing long-term Public Art planning, including site selection, restorations, conservation and maintenance. This planning team will include staff representatives from: • Community Services; • City Development; and, • Engineering Services. 06.08 The Interdepartmental Public Art Planning team may also be comprised of the following, as appropriate: • City of Pickering Library staff; • City of Pickering Heritage Planner; and, • Representatives (e.g. department heads) from other City of Pickering departments that may be impacted by the location of a public art project. 07 Selection Process 07.01 Public Art Committee The Public Art Committee will be a standing sub-committee of the City's Cultural Advisory Committee. The Public Art Committee shall be comprised of seven members from the community selected by the Cultural Advisory Committee. Three members will be from the Cultural Advisory Committee itself. The other four members will not be members of the Cultural Advisory Committee, but will have professional experience related to at least one Policy Title: Public Art Policy Page 8 of 21 Policy Number: CUL 130 of the following disciplines; urban planning or development, landscape architecture, architecture, visual, literary or performing arts, art history, art administration or education, curation, visual arts consulting, civil engineering, art review/writing, or heritage research and planning. All members of the Public Art Committee shall be residents of Pickering and will demonstrate a significant knowledge of arts and culture. The Public Art Committee will: i. Advise on the implementation of the Public Art Policy through the Cultural Advisory Committee. ii. Review proposed project scope and terms of reference for each new Public Art project. iii. Evaluate and select artwork, under $25,000 in value, in accordance with the Artist Evaluation Criteria in Section 7.3 and Acquisition Criteria in Section 6.0 of this Policy. iv. Ensure application of established procedures and guidelines for each selection process. v. Advise and promote communication and outreach of this Policy to the community. vi. Advise on the development and implementation of selection, acquisition, maintenance, and deaccession of artistic works to which this Policy applies. vii. Advise and recommend to the City, through the Cultural Advisory Committee, on proposed gifts, donations and bequests to the City in accordance with established guidelines. viii. Review the results of the Public Art Jury, and put forward a recommendation to acquire for endorsement of the Cultural Advisory Committee to acquire the proposal with the best marks, or put forward for community consultation. The Committee will be subject to City policies to ensure fair and equitable treatment of all participants in the process and to ensure their recommendations are without bias. Specifically, the City will not purchase or display art that: • violates any City policy; • conveys a negative message that might be deemed prejudicial; • promotes alcohol and other addictive substances; • presents demeaning or derogatory portrayals of individuals or groups or contains anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence; and, • is in direct competition with City of Pickering services, programs or initiatives. All decisions made by the Public Art Committee shall be endorsed by the Cultural Advisory Committee. 07.02 Public Art Jury A Public Art Jury must be established for each acquisition of $25,000 and over in value, and may also be established for works of a lesser amount at the discretion of the Public Art Committee. The Public Art Jury will be organized on a case by case, and project by project basis. Policy Title: Public Art Policy Page 9 of 21 Policy Number: CUL 130 The Public Art Jury will evaluate artist proposals in accordance with the Artist Evaluation Criteria in Section 07.03 and Acquisition Criteria in Section 06.04 of this Policy. The Public Art Jury is responsible to narrow down selections for acquisition and present the three top­ ranked proposals to the Public Art Committee, for final recommendation to the Cultural Advisory Committee. Dependant on the impact the public art will have on the community, the three top-ranked proposals may be presented for community consultation. While the ultimate objective of the Public Art Jury is to reach an unanimous decision, members may be divided in their evaluations and as such, a Public Art Jury will consist of uneven numbers to enable a majority vote. The composition, duration and terms of reference for any Public Art Jury will be dependent on the nature of the Public Art project. Appointees to a Public Art Jury may consist of: • Three City staff which may include representatives (e.g. department heads, Heritage Planner, Library) from other City of Pickering departments, as appropriate, that may be impacted by the location, or subject matter of a Public Art project. • Three resident members from the Public Art Committee. • Two professional artists that are not residents of the City of Pickering. • One professional architect that is not a resident of the City of Pickering. In certain circumstances, members of a Public Art Jury with external expertise (e.g. professional architect or professional artist) may be compensated for their time on the Public Art Jury. 07.03 Artist Evaluation Criteria When evaluating specific artwork proposals, the Public Art Jury will consider the vision, mandate and objectives of the Public Art Program and the specific aims in the project brief. The Public Art Jury (as per section 07.02) will also consider the artist's: • artistic excellence of previous work; • ability to achieve the highest quality of contemporary artistic excellence and innovation; • professional qualifications and relevant working experience as related to the public art project brief; • ability to manage a project and experience working with a design team, project team and/or community group, as appropriate; • potential to comprehend, access and interpret relevant technical requirements; and, • interest in and understanding of the public art opportunity and the context. 07.04 Exhibitions The City of Pickering will host exhibitions of art in community facilities by: • professional artists whose work is relevant to the community; • Pickering artists, or artists whose work is Pickering based; • artists that are members of a Pickering-based arts organization; and, Policy Title: Public Art Policy Page 10 of 21 Policy Number: CUL 130 • City staff or their immediate family members. The City of Pickering will create and facilitate opportunities for local businesses to display public art and/or undertake temporary art exhibitions. The content of art exhibitions is at the discretion of Community Services staff and must be suitable for viewing by all ages. 07.05 Artist in Residence The City of Pickering will provide opportunities for an Artist in Residence program, provided that: • funding exists through a grant or approved budget; • the residency is of mutual benefit to the City and the Artist(s); • a portion of the works created will remain in the City Collection; and, • artists are properly compensated for their work, space and accommodation. An Artist in Residence will work in partnership with the City and interested external organizations, and agencies. 08 Acquisition The City may acquire works of art through purchase, commissioning, donation, or creation of community arts projects. All works to be purchased, commissioned or donated will be subject to the terms and conditions of the Public Art Policy and incorporated into the Public Art Inventory. 08.01 Purchase or Commission of Art The process for purchasing and commissioning art will be fair and transparent and will be in accordance with the City's Purchasing Policy. Depending on the nature of the artwork, it may be secured through: • The issuance of an Open Call. This type of competition is the preferred method which sees a "Call to Artists" developed and issued. A "Call to Artists" can be geared towards local, provincial, national and/or international artists, and/or art collectives and includes specific guidelines, criteria and eligibility based upon each Public Art Initiative identified by Cultural Services staff. A RFQ may be used to pre-qualify artists for general or specific public art projects. When an open call public art competition results in two equally weighted proposals, consideration will be given to the local/Canadian submission. • Request for Proposal (RFP) competition occurs when a select group of artists and/or collectives are invited to submit a proposal for consideration towards a specific Public Art initiative. The applicants must adhere to the guidelines and criteria established by the City of Pickering. Policy Title: Public Art Policy Page 11 of 21 Policy Number: CUL 130 • Direct Invitation/Commission or Purchase (Single/Sole-Source) occurs when a single artist is identified to complete a Public Art project, or when and existing piece of Public Art is purchased. In the instance of the purchase of an existing piece of art, an appraiser or outside expert maybe called in to determine authenticity. For large commissions in public spaces, the Public Art Committee may choose to provide the three top-ranked Public Art Jury selections for Community comment prior to finalizing the selection process. 08.02 Donations On occasion, the City may be offered donated works of art in the form of a bequest or a gift. When public art is acquired through donation, in accordance with the criteria established in the Income Tax Act (Canada), the City of Pickering may issue a tax receipt to the donor. The donor is responsible for meeting Government of Canada criteria to receive an income tax credit for the artwork. Independent appraisal costs will be the responsibility of the donor. Donated art must follow the City's Financial Control Policy FIN-030 and be subject to an evaluation process based on the City's donation criteria outlined below: • information about the artwork including photographs of the artwork (if existing) or illustrations (if proposed); • maintenance and conservation plan, including the condition of the work and any repairs needed; • site installation requirements of the artwork; • projected budget for installation and ongoing maintenance of the artwork; • legal proof of the donor's authority to donate the work; and, • where appropriate an appraiser or outside expert maybe called in to determine authenticity or value. All donations of existing artworks will be subject to a review process by Community Services staff in collaboration with the Public Art Committee. All donations should be unencumbered, free and clear of conditions and restriction imposed by the donors. Donations will be evaluated against the selection criteria in 07.01 and 07.03. The City is not required to accept donations of Public Art that are offered. Donated art will also include a funding donation for the transfer, installation, maintenance, conservation, restoration of the work being donated, the amount of which will be negotiated as part of the acceptance agreement. Additionally, City staff are responsible for conducting a feasibility analysis, which outlines aspects such as the benefits of the acquisition, and short and long term costs. The individuals or organizations proposing to donate artwork will be notified of the City's decision to accept or decline the donation. If accepted, the individual and/or organization shall acknowledge that donated art cannot be returned. Accepted donations of public art will be documented, a release form signed by both the City and the donor, and the artwork insured at time of acquisition. Any documents pertaining to ownership of the donation must be transferred to the City and filed by City staff accordingly. Once accepted, the Policy Title: Public Art Policy Page 12 of 21 Policy Number: CUL 130 donation may be stored, exhibited, loaned, deaccessioned or disposed of at the discretion of the City. Donation of funding from the public or private sector for the City's Public Art program will be added to the Public Art Reserve Fund. 08.03 Transitory/Temporary Public Art The City may secure on a temporary basis, through loan or lease, works of public art for display in public spaces. All artworks to be displayed in public spaces will be evaluated in accordance with the Artist Evaluation Criteria in Section 07.03 and Acquisition Criteria in Section 08 of this Policy. Temporary installations of artwork will be documented, and included in the City's inventory of public art exhibitions; listing the dates of display, and a project/artist statement. 08.04 Community Art Projects The Cultural Services Section will receive applications for community art projects; which may include requests for funding of up to $10,000 for any individual project. The Cultural Services Section will determine whether a community art project should proceed and/or be funded. The goal of these community art projects is to create artwork that is accessible to a large public, not simply because it has been placed in a public space or because of its content, but through the engagement of community members in defining and shaping their environment. Community Art projects must include use of amateur and/or professional practicing artists, and gain the support of the Public Art Committee, and Cultural Advisory Committee. Community murals and tree carvings are examples of community art projects. 08.05 Public Art Exclusions Examples of Public Art excluded under the scope of this policy are: i. directional elements such as super graphics, signage or colour coding, except where these elements are an integral part of the original work of art or public art project; ii. art objects which are mass-produced of standard design such as playground equipment or statuary objects; iii. landscape architecture and landscape gardening, except where these elements are in integral part of the original work of art, or are the result of collaboration among design professional including at least one artist; and, iv. easily moveable artworks such as paintings, drawings, models and .books. 09 Selection Considerations Artwork being considered for acquisition regardless of the acquisition method should take into account the following: Policy Title: Public Art Policy Page 13 of 21 Policy Number: CUL 130 Community Relevance and Impact • Suitability for display in a public space • Reflects the City's heritage, and/or history, culture and diversity, and/or natural elements and landscapes • Builds appreciation for public art Overall Quality and Authenticity • Originality of design • Intrigues viewers and stimulates imagination • Artist reputation, demonstrated and related experience • Condition of the artwork Location • Site suitability • Response to or complements the-location's uses and users Economic Value • Short and long term costs • Tourism potential Installation Maintenance &Conservation • City's ability to accommodate installation requirements • City's ability to safely display, maintain and conserve the work . • Long-term maintenance cost • Longevity of the artwork • Environmental impact Submission • Compliance with guidelines outline in the Public Art Policy and accompanying "Call to Artist" • Quality of the approach/work plan and methodology • Ability to meet budgetary estimates and timelines. 10 Site Selection The selection of sites for public art shall be made by City staff with staff considering comments and or suggestions from the Public Art Committee and the Cultural Advisory Committee, using the following criteria: • potential visibility of public art; • distribution of projects across the City; • implementation potential; • public benefit; • geographic justification; • quality, scale and character of the public art are suitable for the location and audience; • environmental conditions, site servicing and safety; and, Policy Title: Public Art Policy Page 14 of 21 Policy Number: CUL 130 • does not interfere with existing or proposed artwork, buildings or structures in vicinity. Public art may be installed in the following areas, as required and as pieces become available: • public areas in municipally owned facilities, community centres and libraries (interior and exterior spaces); and, • Parks and Public Spaces. · For the installation of public art, the City, in consultation with the Public Art Committee, may also identify key priority areas such as the waterfront, City Centre and transit corridors; and/or key themes such as culture, heritage, agriculture and environment. 10.01 On Lands Owned by the City of Pickering Installation of public art is encouraged in public spaces and parks owned by the City of Pickering; and in public areas of City of Pickering owned office buildings, community centres, and libraries. Proposals for public art installations by the private sector or other public agencies on infrastructure (e.g. roads, bridges, buildings, etc.) or land owned by the City of Pickering that were not commissioned through the Public Art Program must adhere to the City of Pickering Public Art Policy and all other relevant City policies, by-laws, standards, and procedures. Proponents of public art proposals are required to pre-consult with Community Services staff, City Development staff and Public Art Committee; and, to present to the Council of the City of Pickering. Proponents will also be subject to entering into a license agreement with the City of Pickering regarding matters such as maintenance and the continued use of public property. 10.02 On Lands Owned by Other Levels of Government and Public Agencies 10.02.1 Consultation with the City of Pickering Public agencies that propose public art as part of a redevelopment or new development, are required to pre-consult with Community Services staff, City Development staff, and the Public Art Committee; and to present to the Council of the City of Pickering. 10.02.2 On Lands Owned by the Region of Durham Installations of public art initiated or approved by the City of Pickering on infrastructure (e.g. roads, bridges, buildings, etc.) owned by the Region of Durham will be subject to entering into an agreement with the Region of Durham. Policy Title: Public Art Policy Page 15 of 21 Policy Number: CUL 130 10.03 On Private Lands The City actively encourages the private sector to include public art in development projects to elevate and improve the public realm. Proponents of public art proposals are required to pre-consult with Community Services staff, City Development staff, and the Public Art Committee; and, to present to the Council of the City of Pickering. Direction on options for private sector contributions to public art are provided in Section 21 of this Policy. 11 Collections Management 11.01 The City has the authority to determine the length of time a work of public art will be displayed in Public Spaces. The City shall consult, where possible, on the restoration or removal of public art, but shall retain the right to restore, relocate, or archive a work of public art without the artist's and/or donor's consent. 11.02 Accessioning/Registry/Inventory: • The City shall document all works in the Public Art Collection and maintain a registry/inventory of the Public Art Collection; which shall be made available to the public. • Temporary public art shall not be registered into the Public Art Collection and shall not be part of the maintenance and conservation program. · • Temporary works will be added into the Inventory of Public Art Exhibitions. Temporary exhibitions will be photographed and documented (artist/project statement). 12 Maintenance & Conservation 12.01 It is the responsibility of the City to maintain all permanent works of art within the Public Art Collection in accordance with the approved maintenance plan and/or conservation plan required for each piece. 12.02 All public art submissions must include a detailed manual from the artist outlining the maintenance and/or conservation plan. The plans will include, but are not be limited to: a maintenance dossier; shop drawings; manufacturers' lists; key contacts, including the artist; maintenance and/or conservation specifications; and, budgets. 12.03 City staff will monitor the existing inventory for maintenance requirements. The City may choose to retain a qualified professional to undertake the inspection, if deemed necessary. 13 Insurance 13.01 All artistic works owned by the City through purchase, commission and/or donation are the property of the City of Pickering and are insured under the City's Insurance Policy. Policy Title: Public Art Policy Page 16 of 21 Policy Number: CUL 130 13.02 For all Borrowed Public Art, the Artist will submit proof, satisfactory to the City, of insurance coverage for the artistic work, and a waiver freeing the City from liability in case of accidental loss, theft, damage or vandalism. In addition, the Artist will submit a complete list of displayed artistic work(s); which will include the title(s), dimensions, medium/media and appraised value(s). 14 Storage 14.01 When storage of Public Art, whethe·r short-term or long-term, is required, the City will ensure that such storage meets appropriate museum standards. Whenever possible, existing City and community resources will be used for the storage and management of the City's Owned Public Art. 15 Agreements & Installation 15.01 The Artist will enter into a written agreement with the City of Pickering following the approval of the acquisition of the public art. This agreement will address the Artist's obligations, which include, but are not limited to: • Materials • Time lines • Installation • Maintenance and/or conservation plans • Warranty • Copyright, Intellectual Property and Moral Rights • Payments to sub-contractors 15.02 The Artist is generally responsible for the installation of all artworks that the City has acquired. All contractual requirements with the Artist(s) will be overseen by the City and identified, in advance, through the agreement of purchase, commission or donation. The condition of all acquired art works will be reported upon receipt, and any problems found will be referred to the artist for resolution . .15.03 The City has the authority to determine the length of time a work of public art will be displayed in Public Spaces. The City shall consult, where possible, on the restoration or removal of public art, but shall retain the right to restore, relocate, or archive a work of . public art without the a.rtist's and/or donor's consent. 16 Deaccession & Disposal 16.01 The City may deaccession and/or dispose of Public Art when necessary. All reasonable efforts will first be made to resolve problems or re-site the Public Art, in consultation with the Artist and/or donor, where appropriate. Public art may be deaccessioned and/or disposed of under any of the following situations: • endangerment of public safety; • excessive repair or maintenance; • irreparable damage; Policy Title: Public Art Policy Page 17 of 21 Policy Number: CUL 130 • inaccessibility; • site redevelopment; • art is no longer relevant ; • works that endanger public safety; • possibility of upgrading through exchange; • no appropriate location for exhibition of work; • copies, forgery or reproductions lacking authe·nticity or archival value; • the public art is no longer relevant to the City's Public Art Collection, or • the public art is discovered to have been stolen, or was offered to the City for acquisition using fraudulent means. 16.02 The City of Pickering will be responsible for preparing a report providing the justification for recommending deaccessioning of the artwork for the Public Art Committee, to be endorsed by the Cultural Advisory Committee and received as correspondence by Council, as appropriate. 16.03 In the event of accidental loss, theft or vandalism, the City retains the right to determine whether replacement or deaccessioning of the artwork is appropriate. 16.04 No artistic work will be deaccessioned and disposed of without consultation with the Public Art Committee. Recommendations to the Public Art Committee regarding the need for a method of deaccession will be made by Cultural Services Staff. The deaccessioned art may be moved, sold, returned to the artist or destroyed, with any monies received through the sale of the artwork being placed in the Public Art Reserve Fund. 17 Copyright and Intellectual Property 17 .01 Artwork acquired for the Public Art Collection shall become the property of the City of Pickering except those artworks subject to the parameters for Temporary Public Art as outlined in Section 08.03. 17.02 The City will respect the artist's right of authorship and the integrity of the public art. 17.03 Copyright of the artwork shall remain with the Artist unless the City has acquired the copyright in full from the Artist or has an agreement in writing for limited usage. 17.04 Except in very rare circumstances, the Artist(s) shall own all Intellectual Property in the work developed. Following best practice in North American Public Art Programs, they will not be asked to waive their Artist Moral Rights or assign their copyrights. Artist(s) will be asked to provide a royalty-free non-commercial license to the City of Pickering for images of their work in perpetuity. 17.05 In cases where the artist is not contracted directly to the City, but is a sub-contractor (e.g .. for integrated artworks or artist on a design team) or for developer-provision of public art, the City shall stipulate that the contract must include terms related to intellectual property rights, ownership, and maintenance obligations, as appropriate. Policy Title: Public Art Policy Page 18 of 21 Policy Number: CUL 130 18 Artist Remuneration 18.01 Artists shall be fairly compensated for their time and work. Compensation shall be determined on a case by case basis. 18.02 Artist Contract Terms -In creating standard agreements with artists, it is important to note artist moral rights and to take into consideration practices in the arts sector, which differ from other professional service providers or suppliers. When the City of Pickering contracts an artist for a commission, the artist agreement will include, but not be limited to the following: • scope of work (may be design services only; or design, fabricate and/or install); • City's and artist's obligations, appropriately apportioning risk and responsibility; • timelines; • ownership, maintenance, and conservation obligations; • intellectual Property, Copyright, and Artist Moral Rights; • artist recognition; • warranty and insurance (as appropriate); and, • payment schedule. 19 Community Engagement & Awareness 19.01 The City will be responsible for ensuring there is an opportunity for community input and involvement in public art and expanding the level of knowledge of the City's Public Art Collection in the community. 19.02 City staff will be responsible for ensuring the community is aware of any public art installations or deaccessioning in public spaces. When appropriate, the community will be asked to comment on the selection of a commissioned work or official unveilings will be undertaken in order to allow residents to take part in celebrating new additions fo the Public Art Collection. 20 Pickering Public Art Interactive Map 20.01 The City of Pickering shall develop and maintain an interactive online public map that identifies the location of public art pieces and provides a photograph and information, such as a description of the public art piece, installation date and artist name. If available, the City will also include information from the artist including web links, artist biography, artist statement and video footage of the artist discussing their work. 20.02 This information will also be held within the Public Art Inventory; which will be maintained by the Community Services Department. Policy Title: Public Art Policy Page 19 of 21 Policy Number: CUL 130 21 Public Art Development by the Private Sector 21.01 The City actively encourages private sector applicants to include public art in development projects through the Site Plan application process. The provision of public art will be secured through a Site Plan Control Agreement that will be registered against the title of the lands. 21.02 Options for private sector contributions to public art are: • On-site Contribution: This is where the applicant incorporates the public art within the development limits. In addition to the requirements outlined in Section 10.03 of this Policy, the design, commissioning and installation of the public art piece will be at the sole cost of the owner, and subject to approval by the City. Ongoing maintenance, repair or replacement of the public art piece will be at the sole cost of the owner. • Off-site Contribution: This is where the applicant provides public art on municipal property. In addition to the requirements outlined in Section 10.01 of this Policy, the design, commissioning and installation of the public art piece will be at the sole cost of the private sector proponent, and subject to approval by the City. The ongoing · maintenance, repair or replacement of the public art piece will be at the sole cost and responsibility of the City. • Partnership with business/agency. 22 Funding 22.01 Funding to support this policy will be provided through the establishment of a Public Art Reserve Fund, as recommended in The City of Pickering Cultural Strategic Plan (2014). 22.02 Starting in 2021, it is recommended that Council provide financial support in the amount of $100,000 to implement the Public Art Policy. In 2022, it is recommended that the financial support increase by $25,000 for a total of $125,000. The financial contribution should be increased by $25,000 every year until the funding model is reviewed. 22.03 The Public Art Reserve Fund will be used to cover the costs of the management, additional insurance costs, administration and promotion of public art in the City and the purchase, maintenance, conservation, restoration, archiving, and deaccession of the Public Art Collection. 22.04 Up to a minimum of 75% of all funds collected must be used for the design, fabrication installation and documentation of Public Art or Community Art projects chosen through an objective jurying selection process. 22.05 Funds ranging up to 25% will be apportioned to the governance and administration of the selection process, collection, inventory, staffing, legal requirements, deaccession of artistic works, and overall policy review. Policy Title: Public Art Policy Page 20 of 21 Policy Number: CUL 130 22.06 Any operating funding required for the ongoing operation of specific pieces of public art must be funded from the Public Arts Reserve Fund and approved by Council on a case by case basis. Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for detailed processes regarding this Policy. Policy Title: Public Art Policy Page 21 of 21 Policy Number: CUL 130 Attachment #2 to Report CS 13-22 Call to Artists: Pickering Public Art Esplanade Park Phase 2 Deadline: Friday April 1, 2022 by 4 p.m. “Spirit of Pickering” – Esplanade Park Sculptures (Phase 1, 2020) Concept design – Esplanade Park Phase 2 (2022) Page | 1 Artist Opportunity The City of Pickering invites artists to respond to the Call to Artists to create a permanent outdoor public artwork for Esplanade Park. As per the City of Pickering Public Art Policy (CUL 130) an artist is defined as the designer/creator of an artistic work and can include, but is not limited to, a professional artist, graphic designer, collaborative team, architect, or landscape designer. A public art jury comprised of city staff, practicing arts professionals, and community members will be established for this two-stage competition. Public Art Opportunity The City of Pickering’s Cultural Strategic Plan (2014) outlines the City’s commitment to collaborate with the community to celebrate our cultural diversity, heritage and the arts; to sustain our natural environment; to foster a creative economy; and to strengthen our vibrant neighbourhoods. The artwork will be located in Esplanade Park, right in Pickering’s City Centre. The enhancement of Esplanade Park (Phase 2) provides a public site for an art work at One the Esplanade on the North East corner of Esplanade North and Valley Farm Road. This public art piece is intended to reflect the impact of COVID-19 on our community and our resilience. This public art piece will be featured as part of a new Meditation, Mindfulness and Music Park. Enhancements to the park include new garden features, playable outdoor musical instruments, lighting and seating. Community Background Esplanade Park is part of a City Centre development project which will include the development of a vibrant downtown core with a Performing Arts Centre, Youth & Senior’s Centre, and new Central Library. Final designs for the City Centre project are currently underway. Esplanade Park will serve as the primary public green space that is located in the heart of City Centre with increased passive use, use as an events space and use for commemorations and celebrations. In 2018, the City of Pickering received provincial support to complete Phase 1 enhancements to Esplanade Park through the Main Street Fund. Phase 1 included the installation of several pieces of permanent public art including four sculptures by artists Geordie Lishman, ‘spirit of Pickering’, and two sculptures by artist Ron Baird, Page | 2 ‘Pollinators’. Phase 1 upgrades were installed in 2020, and included upgraded landscaping and seating in Esplanade Park. Phase 2 of this project was not funded at that time, but includes further enhancements to the park. With the funding support of the Government of Canada, the City of Pickering will initiate Phase 2 of this project in 2022. In response to the pandemic, Phase 2 of the Esplanade Park project will include a Meditation, Mindfulness and Music Park to provide a public space for people to practice self-care and reflection. The park will include sensory plantings, accessible seating, upgraded lighting, and playable music instruments. The permanent public art work will serve as the focal point for this space. Pickering’s community was impacted significantly by COVID-19. In particular, the families of victims of the pandemic, those living in long term care, our first responders and front line workers. These members of our community will be recognized and remembered through the elements of this Phase 2 Esplanade Park project. Budget: $80,000 CAD (maximum). This is the total amount available for all related expenses of this public art project including, but not limited to: artist fees, all applicable taxes, detailed renderings, materials, technical consultations and approvals or other expertise as required, fabrication, installation, insurance, equipment, travel to meetings and to the site, and an artist statement for completed work. The selected artist will enter into a written agreement with the City of Pickering following the approval of the acquisition of the public art. This agreement will address the artist's obligations, which include, but are not limited to: • Materials • Time lines • Installation • Maintenance and/or conservation plans • Warranty • Copyright, Intellectual Property and Moral Rights • Payments to sub-contractors Stage 1: Open Call The public art jury will review all submissions and identify a short-list based on artistic excellence and demonstrated or perceived ability to create and execute an innovative, engaging public artwork that is complementary to the overall design scheme and community context. Page | 3 EXPRESSION OF INTEREST SUBMISSIONS Artists are invited to respond to this EOI by submitting a single pdf document: This pdf document must be labeled with the name of the artist and project (Last Name First Name_ EsplanadePark) and include: •CV (one for each team member, if applicable) •Brief artist statement outlining interest in project, showing relevant experience, ability, and general artistic approach. Please include your experience and intended approach to the community engaged process. Do not include proposals at this stage. •Maximum ten (10) images of work, with caption including title, materials, dimensions, location, and commissioning body (if applicable). Audio / Video files may be provided via URL. •Names and contact information for two references (preferably from recent projects). Email submissions to: communityservices@pickering.ca Submissions must be received by 4PM ET, April 1, 2022. Late submissions will not be accepted. Stage 2: Conceptual Design The short-listed artists will be notified in April, 2022 and invited to submit a conceptual design proposal in a PowerPoint presentation. A detailed Terms of Reference project document will be provided to help short-listed artists prepare their proposals. Short- listed artists will be paid a fee of $1,500.00 (+HST) for their submission of a complete conceptual design proposal. Short-listed artists must attend an interview and present their proposals (online presentations may be required) to the public art jury the week of May 30, 2022. When evaluating specific artwork proposals, the Public Art Jury will consider the vision, mandate and objectives of the Public Art Program and the objectives listed in the Public Art Opportunity outlined on Page 1 of this Call to Artists. The Public Art Jury (as per section 07.02 of the City of Pickering Public Art Policy) will also consider the artist's: •Artistic excellence of previous work; •Ability to achieve the highest quality of contemporary artistic excellence and innovation; •Professional qualifications and relevant working experience as related to the public art project brief; Page | 4 • Ability to manage a project and experience working with a design team, project team and/or community group, as appropriate; • Potential to comprehend, access and interpret relevant technical requirements; and, • Interest in and understanding of the public art opportunity and the context. The Public Art Jury in selecting the successful proposal will also take into account the following: Community Relevance and Impact • Suitability for display in a public space • Reflects the City's heritage, and/ or history, culture and diversity, and/or natural elements and landscapes • Builds appreciation for public art Overall Quality and Authenticity • Originality of design • Intrigues viewers and stimulates imagination • Artist reputation, demonstrated and related experience • Condition of the artwork Location • Site suitability • Response to or complements the location's uses and users Economic Value • Short and long term costs • Tourism potential Installation Maintenance & Conservation • City's ability to accommodate installation requirements • City's ability to safely display, maintain and conserve the work • Long-term maintenance cost • Longevity of the artwork • Environmental impact Submission • Compliance with guidelines outlined in the Public Art Policy and accompanying "Call to Artist" • Quality of the approach/work plan and methodology • Ability to meet budgetary estimates and timelines Page | 5 Project Considerations The artwork must adhere to the following design parameters: •Be an exterior sculptural installation, suitable for exhibition in a public space; •Be appropriate for the site in scale, execution, materials and creativity; •Be fabricated using high quality, long-lasting materials; and •Not pose a risk to public safety. The selected artist will be required to submit drawings certified by a structural engineer licensed to operate in Ontario, at their own expense. Overall Project Timeline: March 7, 2022: Stage 1: Open Call issued April 1, 2022 4 pm: Stage 1: Open Call submissions due to the City April 4 -15, 2022: Application reviews and public art jury meeting April 19, 2022: Deadline to notify short-listed artists. Artists will be provided with detailed Terms of Reference project document for the public artwork at this stage. May 27, 2022 4 pm: Stage 2: Conceptual Design proposal deadline Week of May 30, 2022: Artist interviews and selection June 30, 2022: Deadline to notify selected Artist Week of July 4, 2022: Technical Review with project staff. This meeting will provide the selected Artist with further technical specifications and feedback on the submitted conceptual art work from lead project staff from the City. Week of July 4, 2022: Project Contract signed and executed for project deliverables. November 2022: Anticipated installation date Decisions of the public art jury are final. Contact Information: Laura Gibbs Manager, Cultural Services 905.420.4660 x3709 lgibbs@pickering.ca Page | 6 Attachment #3 to Report CS 13-22 ESPLANADE PARK PICKERING Public Art Proposal REFLECTIONS STUDIO F MINUS May 27, 2022 www.studiofminus.com brad@studiofminus.com (416) 799-3932 ARTIST STATEMENT A monument marks an event. A great public sculpture that pays tribute is able to evoke the emotional experience of an event so that those who were present can heal and those who come later can begin to understand. REFLECTIONS is a highly engaging yet intimate work of public art that feels incomplete. Among an intriguing array mirrored panels that force you to take a look yourself from diferent perspectives, sits a solitary void to the open sky. The sculpture marks the lives of those we lost to Covid-19 and examines themes of loss, grief, self-refection, and how they each require time. DESCRIPTION Seen from the back with its rough-hewn, light-coloured concrete, REFLECTIONS is evocative of a traditional monumental obelisk if not for one glaring diference. Te sculpture appears to be bending forward, like a twelve-foot-tall stone giant, leaning down to engage in compassionate conversation with its visitors. EXISTING MONUMENTS AT ESPLANADE PARK SCALE MODEL OF REFLECTIONS - SEEN FROM REAR DESCRIPTION CONTINUED On its front the sculpture is tiled with dozens of stainless-steel mirrors which evoke row upon row of oval-shaped portraits, or round lockets. Standing in front of the sculpture you come face to face with a crowd of your own refections looking back at you, each one showing you from a slightly diferent perspective and background. Te most jarring refection is the one that is missing, and in its place, is a void framing the sky. When we lose a loved one we feel incomplete and we wish for their return to feel whole again. DIAGRAM OF SCULPTURE OPTICS DESCRIPTION CONTINUED Time is an important part of both grieving and self-refection. Sitting on the South edge of the circle - defned by the site’s benches – with its pinnacle leaning in towards the centre the sculpture is also reminiscent of a sun dial. As the sun crosses the sky behind the sculpture, its long linear shadow crawls from West to East. As the shadow sweeps across the ground the lit keyhole of the void follows. This bright spot is a reminder that although our lost are gone they are not forgotten and will continue to be a part of us in a transformed state – one of memory and infuence – that swings in and out of our daily lives. IMAGE OF ANCIENT SUNDIAL SUNDIAL EFFECT - THE SHADOW CAST BY THE SCULPTURE CHANGES DURING THE COURSE OF THE DAY SITE PLAN ELEVATIONS AP P R O X . 1 2 F T SIDE ELEVATION FRONT ELEVATION ‘FLOW’ OF SCULPTURE WITH LANDSCAPING POTENTIAL BENCH LAYOUT OPTIONS -WE LOOK FORWARD TO WORKING WITH THE CITY TEAM TO DETERMINE THE BEST LAYOUT FOR THE PRECAST CONCRETE BENCHES IN THE ARTWORK LOCATION. SITE INTEGRATION Te scale and the arched form of REFLECTIONS integrates perfectly with the fowing, curvilinear design of the precast elements and overall layout of the Meditation, Mindfulness, and Music Park. Te rough stone plays of the existing material palette of the park and ofers a beautiful material contrast with the polished stainless-steel mirrors. Te mirrors also bring colour into the artwork without the need for paint or the maintenance requirements associated with it. Te colours are not static, they shif constantly as the mirrors refect changes in the sky, the visitors, and the park’s trees and other natural elements as they change throughout the seasons. INTERACTIVITY REFLECTIONS compliments the use of the Meditation, Mindfulness, and Music Park ofering a unique opportunity for various types of interaction. Not only does the sculpture function as a focal point for quiet refection and contemplation for those who seek it, its captivating, multi-faceted, mirrored surface inspires playful interaction that is fully inclusive to Pickering’s diverse range of residents and tourists. Ofering endless kaleidoscopic variations, REFLECTIONS is extremely photogenic and will undoubtedly become a destination as visitors will be intrigued to play in the refections, alone, in pairs, and larger groups. MIRROR FINISH STAINLESS STEEL TO PORTRAIT WATERJET CUT PROPORTIONS EXISTING BENCHES WITH ONE REMOVED FOR DIAGRAM CLARITY POURED CONCRETE WITH PEBBLE STONE FINISH FOOTING BELOW GRADE FABRICATION REFLECTIONS will be fabricated using materials and methods that we have been refning and successfully employing in our public art practice for over a decade. Te sculpture will be constructed reinforced poured concrete with a pebbled texture and mirror polished, highly corrosion resistant stainless-steel panels. INSTALLATION Te installation of REFLECTION will be straightforward. We will coordinate the excavation for, and pouring of, the reinforced concrete foundation with the team early on such that there is ample time for concrete to cure before erecting the above grade portion of the sculpture. Afer the formwork is removed and the fnished concrete has had time to cure the waterjet cut stainless steel panels will be permanently adhered. DETAIL SECTION OF FOOTING REINFORCED CONCRETE WITH PEBBLED SURFACE REBAR WATERJET CUT MIRROR FINISH STAINLESS STEEL CURB TO PROTECT BASE OF STAINLESS STEEL FINISHED PAVING REINFORCED CONCRETE FOOTING ENGINEERING Given the large scale of REFLECTIONS, we will enlist the services of Blackwell Engineering, whose structural review and input on our work over the years has resulted in a portfolio of structurally sound, trouble-free outdoor public sculptures. In anticipation that some individuals will physically interact with any piece of sculpture in the public space we work with Blackwell to ensure that in the case that that happens, our artworks can withstand such forces without damage. As the sculpture and its mirrored surfaces face predominantly North in order to have the intended shadow efect, there is no concern the sun refections resulting in glare or hot spots. MAINTENANCE Having successfully utilized stainless-steel and poured concrete in other permanent outdoor artworks in Ontario, we can confdently say that any maintenance of this artwork will be minimal, benefting from an annual hose down if required. Stainless steel is extremely durable, it is highly resistant to corrosion, rust, even dirt build-up, and most grafti mediums can be removed with soap or mild solvents. Te concrete’s pebbled texture is less enticing for grafti markers than smooth concrete, and will also be coated in a resistant clear coat. Letter of Understanding Public Artwork Agreement This agreement made the Day/Month/Year BETWEEN: Studio F Minus LTD. (hereinafter called “the Artist”) AND THE CORPORATION OF THE CITY OF PICKERING (hereinafter called “the City) 1.Introduction This Letter of Understanding pertains to the artwork creation and installation of the artwork for the Esplanade Park Phase 2 Meditation, Mindfulness and Music Park for the City of Pickering. This document defines the relationship and responsibilities between the City and the Artist. The final artwork is to be unveiled November 2022. This Letter of Understanding conforms to the City of Pickering Public Art Policy (CUL 010) and the City of Pickering Standard Quotation Terms & Conditions. 2.Background The Esplanade Park Phase 2 public art project is operated and administered by the City. The City issued a call to artists for Expressions of Interest dated March 7, 2022, with respect to the Esplanade Park Phase 2 project. Applications were due April 1, 2022. This was a two-stage competition. Stage One: Applicants were reviewed based on the merit of the artist’s past work, professional qualifications and experience. Stage Two: Short-listed artists developed their artwork conceptual design based on detailed artwork specifications. The public art concepts were selected by a specially convened independent Public Art Jury, made up of visual arts professionals, community representatives, and City staff. Following a review of submissions by the Public Art Jury in response to the call for Expressions of Interest the City invited a short list of Artists/Artist teams to submit a Conceptual Design based on the conditions outlined in the Terms of Reference for the Esplanade Park Phase 2 dated April 19, 2022, (the “Terms of Reference”), a copy of which is attached as Schedule “A” to this Agreement. The Artist submitted a proposal dated M, D, Y, (“the Proposal”), a copy of which is attached as Schedule “B” to this Agreement. The Artist has been selected by the City to create, manufacture and install or deliver to the site, as required for the different components, the Artwork titled REFLECTIONS in accordance with the Conceptual Design, the Terms of Reference and the terms and conditions of this Agreement. This public art piece will be featured as part of a new Meditation, Mindfulness and Music Park and is intended to reflect the impact of COVID-19 on our community and our resilience through a sculptural installation. Attachment #4 to Report CS 13-22 Letter of Understanding Public Artwork Agreement 3.Definitions Artwork -The “Artwork” means the final piece of artwork developed from the design, model, and specifications provided by the Artist and approved by the City, which Artwork is more particularly specified in Schedule “B” attached hereto. The Work -The “Work” means designing, producing and fabricating the Artwork as well as delivering and installing it at the Place of Installation. Place of Installation -The “Place of Installation” is the north east corner of Esplanade Park, located at Esplanade North and Valley Farm Road, more specifically located as shown on the attached drawing Schedule “C” attached hereto. 4.Artist Fee: Compensation and Payment Schedule a)The all-inclusive price to be paid by the City for the Artwork, completed and installed shall be $80,000 CAD, inclusive of all applicable federal and provincial taxes including HST. b)Each stage of the payment shall be accompanied by a detailed summary of work completed by the Artist that including updated drawings and images that states that the Work has progressed and is proceeding according to schedule D and will be installed by the Delivery Date (as defined below). c)HST shall be enumerated as a separate item on each staged and scheduled payment pursuant to this Article. Payment shall be structured in a payment schedule to the Artist as follows: i)$27,000 at the end of Phase 2 which includes execution of the agreement by all parties, preliminary drawings of all components and connections, preliminary fabrication schedule and pricing and submission of an invoice from the Artist; ii)$27,000 at the end of Phase 4 which includes final detail design, shop drawings for production, pricing, engineer review, and shipping and installation plan subject to the approval of the City and upon submission of an invoice; and iii)$26,000 at the end of Phase 6, within one month after satisfactory installation of the finished Artwork, in its final location, delivery of conservation and maintenance plan, photographic documentation, Artist Statement and Biography subject to approval by the City and upon submission of an invoice from the Artist. The City agrees: a)to pay the Artist all funds due and as provided for herein. 5.Payments of Sub-Contractors The Artist agrees: a)to ensure that payments will be made to all suppliers and subcontractors that may be engaged by the Artist in regard to the design, fabrication, storage, delivery and installation of the Artwork. At the City’s request, the Artist shall provide evidence of such payment. Letter of Understanding Public Artwork Agreement 6.Performance The Artist agrees: a)to provide all work and materials necessary to create the Artwork and to fulfill all its obligations as set out in this Agreement; b)that the materials, methods and processes used to produce the Artwork shall be of first class quality and expressive of the approved design as detailed in Schedule “B” attached hereto; and c)to use first class skills, diligence and workmanship as are normally found in the artistic profession, and ensure that all materials incorporated into the Artwork are of the utmost quality and design in accordance with Schedule “B”. 7.Timelines and Completion of Deliverables The Artist agrees: a)to complete the installation of the Artwork to the satisfaction of the City no later than November 25, 2022 (“the Delivery Date”) or such later date as may be agreed upon by the Artist and the City in writing. The installation will include a maintenance/conservation plan submitted by the Artist; b)during the design and production of the Artwork, to keep the City advised of the status of the production of the Artwork. If required by the City, the Artist shall allow representatives of the City to view the Artwork during its various stages of production or provide progress photographs; c)to submit a progress report and invoice, with supporting receipts and invoices from sub- contractors, in the form specified by the City, prior to each payment date set out in Schedule “D”. d)to provide a conservation and maintenance plan; and e)to provide to the City photographs of the Artwork during and after installation in accordance with Schedule “D”. The City agrees: a)to ensure that should the Artist require direction in any regard to the design, fabrication or installation of the Artwork, the City shall provide such direction in a prompt and timely fashion. 8.Detailed Design The Artist agrees: a)To evaluate all material and data relevant to the Artwork as provided by the City and shall facilitate production of the final design, working with the Cultural Services Unit and [other City departments and design team members, as needed] and, in order to finalize the detailed design and the exact location of the Artwork within the Installation Site, to the satisfaction of the City. Letter of Understanding Public Artwork Agreement 9.Specifications The Artist agrees: a)to provide detailed drawings and specifications to the satisfaction of the City and shall advise the City, in writing, through the Coordinator, Public Art, of all factors relating to the Artwork’s theme, budget, critical path, location, size, materials, structural, mechanical and technological requirements, installation methods, and future maintenance requirements, to be determined by the Artist in consultation with the Coordinator, Public Art; and b)Substantive changes to the Artwork may be undertaken by the Artist only upon receipt of prior written authorization by the Manager, Cultural Services provided however, that the City’s objection to any feature of the Artwork which is reasonably attributable to the exercise of the Artist’s aesthetic judgement during the progress of the development of the Artwork shall not be considered a substantive change and shall not be a basis for withholding acceptance or payment for the Artwork. 10.Permits and Engineers Stamp The Artist agrees: a)to obtain at the Artist's sole cost and expense, all permits necessary for the delivery and installation of the Artwork and prepare all materials, documents, reports, plans and drawings, required in order to obtain any Structural Engineers' stamps required in connection with the manufacture and installation of the Artwork at the Installation Site. 11.Delivery, Installation and Protective Measures The Artist agrees: a)to be solely responsible for all costs and supervision of the actual fabrication, production and installation of the Artwork including the cost of any site preparations or safety precautions that are required for the installation of the Artwork in its final location unless otherwise specified by the City. If protection during installation is required, then the Artist is to provide it; b)to deliver the Artwork to the specific site as set out in Place of Installation, free from all defects and in compliance with the specifications as outlined in Schedule “B” attached hereto; c)The Artist shall coordinate the installation of the Artwork with the Coordinator, Public Art and permit such inspections of the installation as the City may require. If any costs result from the Artist failing to coordinate the Artist's work with that of [City divisions and contractors], all such costs shall be borne by the Artist; d)upon installation of the Artwork, to clean the Artwork to ensure that all dirt, imperfections and extraneous materials are removed from the Artwork; and e)that installation shall have been deemed to be complete when acceptance by the City or by its designated agent. The City agrees: a)to provide, at its expense, a permanent marker in keeping with the quality and type of the Artwork which will identify the name of the Artist, the name of the Artwork and the year of the Artwork. Letter of Understanding Public Artwork Agreement 12.Damage to Artwork and Artist’s Property The Artist agrees: a)that in the event of physical loss or damage to the Artwork prior to completion of installation and acceptance of the Artwork by the City, the Artist shall immediately take all necessary steps to rectify the loss or damage by repair, restoration, replacement or other appropriate means as soon as is reasonably possible at no additional expense to the City. Where necessary, the Artist may collect insurance proceeds before rectifying the loss or damage and shall rectify the loss or damage as soon as is reasonably possible after receipt of said funds; and b)to be responsible for any loss or damage whatsoever to any of the Artist's materials, goods, equipment or supplies and will maintain all-risk coverage as required by this Agreement and as any prudent owner of such materials, goods, supplies and equipment would maintain. The Artist shall have no claim against the City or the City’s insurers for any damage or loss to the Artist's property and shall require his insurers to waive any right of subrogation against the City. The City agrees: a)that following acceptance of the Artwork, the City will use its best efforts to maintain and repair any damage done to the Artwork by vandalism or other means substantially in accordance with the conservation and maintenance plan to be provided by the Artist. The City will make reasonable efforts to inform the Artist of such damage and to offer the Artist the opportunity to consult with the City on the proposed repairs. 13.Warranty, Repair and Maintenance The Artist agrees: a)that upon receipt of the Artwork, should the City find any deficiencies in the Artwork, it will advise the Artist in writing and the Artist must rectify such deficiency within ten (10) days of receipt of such notice. Should it not be possible to complete rectifying the deficiencies within ten (10) days, the Artist shall provide a Schedule to the City that is acceptable to the City indicating when completion will occur; b)in the event that the Artwork shall require repairs subsequent to the date of completion arising from normal weathering and “wear and tear”; then in such event the City shall advise the Artist in writing as to the nature of such repair and offer the Artist first right of refusal to carry out such repair within times and consideration as mutually agreed upon by the City and the Artist. Should the Artist fail to advise the City within thirty (30) days of receipt by the Artist of the written offer, or should the Artist and the City fail to agree on times and consideration, then in any such event the City, or a third party hired by the City, shall be at liberty to carry out any and all repairs. In determining the time and consideration for such repairs, both parties agree to act reasonably; and c)notwithstanding the foregoing and with the exclusion of the maintenance criteria set out in the conservation and maintenance plan submitted by the Artist, during the first three (3) years after installation and acceptance by the City, the Artist agrees to repair any defects or deficiencies Letter of Understanding Public Artwork Agreement (normal weathering and “wear and tear” excepted) in the Artwork without any charge to the City. The City agrees: a)to keep the Artwork in a clean condition, free of debris or banners or signage which defaces the Artwork, all to the level which the City considers to be appropriate and in accordance with the conservation and maintenance plan to be approved by the City and that will be provided by the Artist. 14.Removal and Relocation of Artwork The City agrees: a)to endeavor to exhibit the Artwork in the original location and in its original and complete format subject to the City’s right to decommission or remove the Artwork or a particular piece thereof for reasons which may include, but are not limited to, the structural integrity of the Artwork, expiry of the expected lifespan of the Artwork, extensive or irreparable damage or vandalism or by reason of the necessity to accommodate the effective operation of the Esplanade Park; and b)to consult, where possible, on the restoration or removal of public art, but shall retain the right to restore, relocate, or archive a work of public art without the artist's and/or donor's consent. 15.Insurance The Artist agrees: a)that upon request by the City, the Artist shall take out and keep in force a policy of liability insurance in the amount of $2,000,000 inclusive each occurrence (or such larger amount as may be required), and not less than two million ($2,000,000.00) automotive liability insurance coverage. Certificate(s) of insurance shall be provided upon request by the City. i.The policy shall include The Corporation of the City of Pickering, as additional named insured without subrogation in respect of all operations performed by or on behalf of the Company, a certificate of insurance shall be completed by the Company’s agent, broker or insurer. ii.The policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30)days prior written notice to the City. iii.If the City is not provided with a renewal of the policy at least thirty (30) days prior to its expiration date, then the City may arrange a public liability policy insuring the City in the amount of $2,000,000.00 and an automotive liability policy insuring the City in the amount of two million ($2,000,000) at the expense of the Company, which may be recovered from amounts owed to the Company or from any form of security still in the City's possession. Letter of Understanding Public Artwork Agreement 16.Indemnification The Artist agrees: a)to indemnify and hold harmless the City, its Mayor and Councillors, employees and agents for any and all losses, claims, demands, suits, actions, judgments, or costs which may arise from any physical deficiencies or deformities or structural failures of the Work which render the Artwork inconsistent with the approved design. The Artist agrees that this indemnity shall survive the period of time required to fulfill this contract and extend to the useful life of the Artwork and shall be binding upon the Artists’ personal representatives, administrators, executors and assigns; b)to indemnify the City, its Mayor and Councillors, employees and agents from and against all liens, all builders liens, claims, actions, costs and damages which may arise during installation of the Work on the Place of Installation. No finding of negligence, whether joint or several, as against the City in favour of any third party shall operate to relieve or shall be deemed to relieve the Artist in any manner from any liability to the City, whether such liability arises under this Agreement or otherwise; and c)to warrant that the Artwork is original to the Artist and does not violate any copyright of any other person. The Artist shall indemnify and hold harmless the City, its Mayor and Councillors, employees and agents for any and all losses, claims, demands, suits, actions, judgements or costs that may arise from the allegation that the Artwork is not original to the Artist. 17.Occupational Health and Safety Act The Artist agrees: a)to conform to and enforce strict compliance with the requirements of the Occupational Health and Safety Act, R.S.O., 1990 c.0.1 and all regulations thereunder, as amended from time to time (collectively the "OHSA").; b)that nothing in this Agreement shall be construed as making the City the "employer" (as defined in the OHSA) of any workers employed or engaged by the Artist either instead of or jointly with the Artist; and c)that it will ensure that all subcontractors engaged by it are qualified to perform the services and that the employees of the Artist and of all subcontractors are trained in the health and safety hazards expected to be encountered in the Services. 18.Workplace Safety & Insurance The Artist agrees: a)that all of the Company’s personnel must be covered by the Workplace Safety & Insurance Board at the Company’s expense. The Company shall provide the City with a Clearance Certificate from the Workplace Safety & Insurance Board prior to the commencement of work, certifying that all assessments and liabilities payable to the Board have been paid, and that the bidder is in good standing with the Board; b)to provide the City with a Clearance Certificate prior to final payment certifying all payments by the Company to the Board in conjunction with the subject Contract have been made and that Letter of Understanding Public Artwork Agreement the City will not be liable to the Board for future payments in connection with the Company’s completion of the project; and c)that a Company deemed to be an Independent Operator by the Workplace Safety & Insurance Board will provide a copy of such letter to the City containing the Independent Operator identification number issued by the Board. An Independent Operator must be covered by WSIB optional insurance and provide proof of this coverage upon request. 19.Delays The Artist and the City agree that: a)neither party shall be responsible for any failure to comply with or for any delay in performance of the terms of this Agreement including but not limited to delays in delivery, where such failure or delay is directly or indirectly caused by or results from events of force majeure beyond the control of the party sought to be charged. These events shall include, but not be limited to fire, earthquake, accident, civil disturbances, war, rationing, allocation of embargoes, strikes or labour problems or delays in transportation, inability to secure necessary materials, parts or components, delay or failure of performance of any supplier or subcontractor, acts of Nature or acts of Government. 20.Early Termination The Artist and the City agree that: a)notwithstanding any other provision of this Agreement, the City may, at any time and without cause, prior to completion of the Artwork, terminate this Agreement by providing sixty (60) days' notice in writing to the Artist. In the event of such termination, the City shall not incur any liability to the Artist other than work completed to the date of termination in accordance with the payment schedule and reimburse the Artist for the demonstrable, reasonable actual costs to the Artist incurred in connection with the Artwork, to the date of termination, as well as any demonstrable, reasonable outstanding liability owed by the Artist to the Artist's contractors, subcontractors, or employees incurred in connection with such termination; b)failure of the Artist to perform its obligations under the Agreement shall entitle the City to terminate the Agreement upon ten (10) calendar days’ written notice to the Artist if a breach which is remediable is not rectified by the Artist to the City's satisfaction and within the timeframe set out in the City's notice of breach. In the event of such termination, the City shall not incur any liability to the Artist other than work completed to the date of termination in accordance with the payment schedule and reimburse the Artist for the demonstrable, reasonable actual costs to the Artist incurred in connection with the Artwork, to the date of termination, as well as any demonstrable, reasonable outstanding liability owed by the Artist to the Artist's contractors, subcontractors, or employees incurred in connection with such termination; c)all rights and remedies of the City for any breach of the Artist's obligations under the Agreement shall be cumulative and not exclusive or mutually exclusive alternatives and may be exercised singularly, jointly or in combination and shall not be deemed to be in exclusion of any other rights or remedies available to the City under the Agreement or otherwise at law; Letter of Understanding Public Artwork Agreement d)no delay or omission by the City in exercising any right or remedy shall operate as a waiver of them or of any other right or remedy, and no single or partial exercise of a right or remedy shall preclude any other or further exercise of them or the exercise of any other right or remedy; and e)upon termination, all work and material of the Artist pertaining to the Artwork shall be delivered to or retained by the City at no further cost or liability to the City. 21.Ownership The Artist and the City agree: a)ownership of the Artwork, the model/maquette and all documentation supplied to the City in connection with the Artwork, will vest in the City upon final payment for same. 22.Copyright The Artist and the City agree that: a)copyright in the Artwork shall remain with the Artist. The Artist agrees: a)to hereby grant the sole, perpetual and royalty free license to exhibit the Artwork in public and to use photographs, drawings, film, video, and other mechanical reproductions of the Artwork throughout the world to the City for publicity purposes only. b)to authorize the City to use the Artist’s name in connection with the Artwork and in the promotion and advertising of the City. c)not to replicate the Artwork for any other client or purchaser. d)to use best efforts to give credit to the City as the owner of the Artwork. The City agrees: a)to use its best efforts to have the Artist’s name associated with the Artwork in photographs, drawings or other reproductions of the Artwork except where the Artwork is not the primary subject of the said reproduction. 23.Death or Incapacity of Artist The Artist and the City agree that: a)in the event of a death or incapacity of the Artist before the complete installation of the Artwork, the City shall be vested with title to the unfinished Artwork upon paying the Artist, their personal representatives, administrators, executors or executrix a sum in the direct proportion of the percent of the Artwork completed to that date as determined by the City and shall be permitted to complete the Artwork in a manner generally consistent with the original design of the Artist. Letter of Understanding Public Artwork Agreement 24.Mediation The Artist and the City agree: a)that all disputes pertaining to the interpretation or implementation of this Agreement shall be resolved first by good faith negotiation between the parties. In the event that a dispute cannot be resolved by negotiation between the parties, the parties agree to use the services of a mediator to attempt to resolve their differences and failing agreement on the procedure to be followed, it shall be conducted in accordance with the “Rules of Procedure for the Conduct of Mediation” of the ADR Institute of Ontario. In the event that the mediation does not result in a settlement of the dispute, any unresolved issues may be taken to any other appropriate dispute resolution process agreed to by the parties, including arbitration or an appropriate court process. Should arbitration be chosen, it will be conducted in accordance with the “Rules of Procedures for the Conduct of Arbitration” of the ADR Institute of Ontario pursuant to the Arbitrations Act; and b)any claim or action brought pursuant to this Agreement shall only be brought in the courts of the Province of Ontario. This Agreement forms the entire agreement between parties and no other representations either oral or written shall form part of this Agreement. The rights and remedies of the City under this Agreement are cumulative and in addition to any rights and remedies provided by law or equity. To the City at: The City of Pickering One the Esplanade Pickering, Ontario The City’s Representative for the purpose of this Agreement will be Laura Gibbs lgibbs@pickering.ca To the Artist at: 511 Clinton Street, Toronto, ON, M6G 2Z5 brad@studiofminus.com https://www.studiofminus.com Or to such other address or person as the parties may designate to each other in writing. Letter of Understanding Public Artwork Agreement It is deemed that notice is received five (5) days after the mailing of any notice or upon delivery, if personally delivered. IN WITNESS WHEREOF the parties hereto have had this Letter of Understanding executed. ____________ _______________ Full name, artist Date _____________ _______________ Dave Ryan, Mayor Date City of Pickering _____________ _____ _______________ Susan Cassel, City Clerk Date City of Pickering Letter of Understanding Public Artwork Agreement GENERAL Schedule A: Terms of Reference Schedule B: The Artwork (Artist’s Concept proposal document attached) Schedule C: Place of Installation (Esplanade Park) Schedule D: Detailed Fabrication Schedule Letter of Understanding Public Artwork Agreement SCHEDULE D Detailed Fabrication Schedule WORK PLAN The completion dates for each phase of the project as set out below shall be finalized upon final determination of the construction commencement date and prior to commencement of the Phase 2 services. Phase 1 – July 4, 2022 • Agreement signed by all parties • Proof of insurance and WSIB provided to the satisfaction of the City Phase 2 -To be completed by August 19, 2022, to the satisfaction of the City This phase will include the following Client approvals: • Preliminary Drawings of all components and connections • Preliminary fabrication schedule and Pricing Phase 3 -To be completed by August 31, 2022 to the satisfaction of the City •Final design and pricing •Preliminary engineer review This phase will include the following Client approvals: •Design drawings, including all components and connections. Phase 4 -To be completed by September 15, 2022 to the satisfaction of the City •Completion of detail design. This phase will include: • Final sign-off of shop drawings for production • Shipping & installation plan completed, in cooperation with the artist and other relevant contractors, and to the satisfaction of the City. Letter of Understanding Public Artwork Agreement Phase 5 - To be completed by October 28, 2022 to the satisfaction of the City. •Complete off-site fabrication of Artwork and all its components, to the satisfaction of the City. All permits and approvals acquired. Phase 6 – To be completed by November 25, 2022 to the satisfaction of the City. •Complete on-site installation of the Artwork and all its components, to the satisfaction of the City. •Delivery of maintenance manual, including Photographic documentation, Artist statement, Biography •Final acceptance of Artwork to the satisfaction of the City.