===== PDF PAGE 5 ===== [Extraction: embedded PDF text] WEST CHICAGO CULTURAL ARTS COMMISSION AGENDA ITEM SUMMARY ITEM: 4.b TITLE: Public Art Master Plan: Public Art Project Guidelines DATE: October 3, 2024 ITEM SUMMARY: As part of the Cultural Arts Commission's efforts to create a Public Arts Master Plan, Commissioners have worked through several drafts outlining guidelines for public art projects that will serve as the foundation for soliciting and contracting artists for public art projects within the City. The Cultural Arts Commission will have the opportunity to discuss any final changes before the draft document is submitted for review and consideration by the Public Affairs Committee at their next meeting to showcase the Commission’s process with the overall Master Plan document. MOTION PROPOSED: • To present the Public Art Project Guidelines to the Public Affairs Committee for feedback and recommendation for approval by the City Council. ===== PDF PAGE 6 ===== [Extraction: OCR (rendered-page OCR)] City of West Chicago Public Art Guidelines Draft: October 1, 2024 ===== PDF PAGE 7 ===== [Extraction: embedded PDF text] 1. Overview 3. Funding The City of West Chicago Public Art Guidelines provide general 3.1 Program Budget guidance for the submission and approval of new public art The Program’s funding is subject to review during the City’s annual installations within the City’s corporate limits that are proposed for fiscal year budget process and must be approved by the City Council. locations on property owned by the City, financed wholly or partially with City funds, or installed as part of one of the City’s Public Arts 3.2 Availability of Funding Programs. These guidelines are not intended to provide guidance for public art placed on private property and public art funded entirely Funding for the Program depends on the availability of funds, the with private funds. number of applicants, and the applicant’s prior history of receiving funding, with the intent to prioritize applicants who have not yet been awarded any funds from the Program.For the purpose of these guidelines, public art is defined as art that is clearly visible to the public. For example, including but not limited 3.3 Matching Fundsto: paintings, murals, sculptures, film, dance, writing, photography, theatre, etc. Applicants are required to provide a minimum investment of a 1:1 match (cash, volunteer time, in-kind contributions, or other grant Public art projects are administered by the City Administrator’s money) for any award of City funds. Eligible expenses include artist Office with creative guidance for the selection of artwork coming fees, assistant fees, supplies, rental equipment, liability insurance, from the City’s Cultural Arts Commission. All public art administered space rental, transportation, technical software or equipment, through the City are to be part of the City’s public art collection installation costs, etc. curated by the City’s Cultural Arts Commission. Ineligible expenses include operating costs for organizations, 2. Criteria purchase of equipment, and administrative costs unrelated to the public art project. 2.1 Acceptable Applicants 4. Application, Review, & Approvala) Individual artists or groups of artists. b) Curators selecting artist(s) for a project. 4.1 Applicationc) Students enrolled in an art program. d) Neighborhood associations, community groups, citizen-based A completed Public Art Project Application, including the following groups/organizations, corporations, partnerships, non-profit items, must be submitted to the City Administrator’s Office at least corporations, non-profit organizations, and public bodies. five months before the proposed public art completion date. The application will be accessible as an online form on the City’s website. 2.2 Considerations Applications may be subject to various considerations, including, but Letter of Intent not limited to: The Letter of Intent should provide a general description of the a) Overall proposed aesthetics and design. proposed artwork, how the project correlates with the community, b) Originality of the proposed concept. and why it should be considered for the Program. c) Appropriateness of scale relative to the proposed location(s). d) Correlation with public art program themes (e.g., Annual Art Program Application Banner Exhibit theme). e) Context as it relates to the site, community, or neighborhood. The Program Application will request the following information: f) Support from property owners and the community. g) Feasibility and ability to complete the proposed public art, a) Proposed location of the public art project and materials to be including projecting a realistic budget, securing funding, and used. A material list should be included for more complex agreement between property owner and artist. projects. h) Compatibility with City Code, including regulations for signs, b) A general sketch or mockup of the proposed project. A technical graffiti, and nuisances. drawing may be requested for more complex projects. c) Proposed budget as outlined in Section 3.3. 2.3 Ineligible Projects d) Previous work samples. a) Public art on private property funded entirely with private funds. e) Biography and/or resume for the artist(s) involved in the design. b) Public art on single-family residences. f) Letter(s) of support from the community or community c) Public art on property that is not clearly visible or accessible to partners. the public. g) Written approval from the property owner for the project, including approval of all installation specifications. ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] Applicant Budget b) One photo of the proposed location showing the overall building. As part of the application, applicants must submit a budget that c) One rendering of the proposed concept transposed on the photo indicates donated time and materials in addition to cash of the proposed location. expenditures. Cultural Arts Commission Review For budgeting purposes, the artist(s) may either charge a flat fee or charge by the hour or square foot (sf) for labor, supplies, materials, Following the staff review, the application and design proposal items and other costs. Other budget considerations may include: will be provided to the Cultural Arts Commission for review prior to a meeting appearance by the artist(s). The applicant will be required a) Design time: Compensation for time devoted to designing and to attend a Commission meeting to present and discuss their making adjustments to proposed project as part of the review proposed project and solicit feedback from the Commission. process identified in Section 4.2. b) Intricacy of design: Costs associated with more complex public Commissioners will be able to ask questions in addition to evaluating art projects that may require an unusually high amount of detail. if the proposed project meets the guidelines of the Program, c) Materials: Any physical materials used to create the public art translates well with the community and the City’s Public Arts Master project, including the proposed usage of more durable materials. Plan, and is community-appropriate for all ages. d) Software or Technical Equipment: Specialized software subscription costs or specialized technical equipment (e.g. At the conclusion of the presentation, the Commission may provide projectors, 3D printer, etc.), lighting, speakers, costumes, etc. a final advisory recommendation to the Public Affairs Commission e) Equipment: Equipment such as scaffoldings, lifts, movable stairs, on how the project should proceed. The Commission may also ladders, etc. that is not donated or paid for by a third party, may request revisions before issuing a positive recommendation to the be part of the cash expenses. Public Affairs Committee. All proposed budget expenses must be reviewed and approved by Public Affairs Committee Review the City. The Public Affairs Committee will be provided with the application, Acknowledgement of Matching Funds, Proprietary Rights, Certificate design proposal items, and any proposed recommendations from of Insurance, and City Code Compliance Agreement the Cultural Arts Commission on how the applicant and proposed project should proceed. The Committee will have the superseding Applicants must sign an acknowledgment form stating they will authority to proceed with recommending the project for City meet the matching funds requirement, comply with all applicable Council approval, requesting changes to the project, or denying the municipal codes, waive proprietary rights to the completed work, project to proceed. and acknowledge that they may be required by the City and/or property owner to provide a Certificate of Insurance upon issuance City Council Approval of a contract. Based on the submitted documentation and recommendations from 4.2 Review Process City staff, the Cultural Arts Commission, and the Public Affairs Committee, the City Council will review the proposed project and Cultural Arts Commission Consultation may approve it to proceed accordingly. Anyone may voluntarily address the Cultural Arts Commission to 4.3 Project Agreement discuss preliminary ideas and to request assistance with a project If the project is approved, a contract outlining the terms of the prior to submitting a Public Arts Project application. project and the payment schedule may be provided to the applicant. The template contract agreement for the Program is available in Staff Review Appendix 7.2. Staff in the City Administrator’s Office, primarily the Marketing and If the City receives the signed agreement from the applicant, andCommunications Manager, will be responsible for initially reviewing relevant property owner(s), processing of payment(s) may begin.the application to ensure it meets the City’s general requirements. The awarded amount of funding is typically divided into twoThe Marketing and Communications Manager will also serve as the payments, including an initial deposit refundable to the City uponprimary contact for the applicant throughout the project. breach of the agreement, with the final payment made following the completion of the public art project and receipt of the final reportIf the application and proposed project meet the requirements, the identified in Section 5.2.applicant will be requested to submit the following design proposal items: The project must begin within one year of being awarded funding. If the project’s proposed timeline has been changed, then thea) One color rendering of the proposed concept. ===== PDF PAGE 9 ===== [Extraction: embedded PDF text] applicant will be required to provide City staff with an updated property owner is responsible for maintaining, repairing, or timeline. otherwise ensuring the public art remains in a condition acceptable to the City and complies with the Code of Ordinances. If the project is unable to begin within one year of award, approval may be rescinded, and another application may be submitted for Maintenance for projects will be determined on a case-by-case approval. basis. To ensure art requiring maintenance is repaired in an appropriate manner, artists are to discuss a general maintenance 5. Project Management plan upon being accepted for a project. 5.1 Monitoring If the property owner fails to fulfill these obligations, the City may enter the property after providing ten days’ written notice to City staff will be solely tasked with monitoring the project from maintain, repair, or remove the public art piece as necessary. commencement to completion and maintaining consistent communication with the artist(s) and property owner. Any The property owner will be liable for all costs incurred by the City for deviations from the project timeline or project agreement will be repairs, maintenance, or removal due to the failure to upkeep the addressed by City staff and necessary updates will be provided to public art piece in good condition. the City Council. This agreement would remain effective as long as the piece is5.2 Final Report installed. Applicants are required to notify the City of the completion of their project(s) by submitting a final report within 45 days of completion. 7. Intellectual Property The report must summarize the completed project and detail the use of City funds, including documentation of estimated hours spent To ensure the protection of artists' intellectual property, it is on the project. Copies of invoices, receipts, and checks are required essential to approach each project on a case-by-case basis. Given documentation for the final report. If a refundable deposit was the unique scope and requirements of each initiative, contract provided at the beginning of the Project, it may be refunded to the agreements should clearly outline the rights of the artist while applicant upon a satisfactorily completed report. safeguarding the interests of all stakeholders. 6. Public Art Maintenance With all projects being conducted on a case-by-case basis, unless agreed upon in writing by both the City and the property owner, the