HomeMy WebLinkAboutNovember 2003 - Acquisition/Donation Process for Public Art ACQUISITION/DONATION PROCESS
COMPREHENSIVE PUBLIC ART PLAN 11/03
PUBLIC ART COMMISSION/CITY OF ITHACA
REVIEW PROCESS
The City of Ithaca staff and Public Art Commission determine whether the Commission will act as
the reviewing panel or a separate panel will be convened.
City of Ithaca staff with the commission prepares the agendas, minutes, artist slides and materials
needed for the review panel meeting. When necessary, panelist site visits will be arranged in
advance of the review.
Panelists receive supporting material in advance, along with site usage information. Community
input is also forwarded if this input gathering has been done in advance of the artist selection.
At the time of the review process, staff records minutes and collects conflict of interest forms.
The review panel is responsible for:
1. recommendation of a specific artist or artwork based on established review criteria;
2. discussion of artwork's siting;
3. selecting an alternate artist or artwork, if needed; and
4. declining artists or artwork if no selection meets criteria.
A more detailed description of review process steps is follows in this packet.
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ACQUISITION PROGRAM
PURPOSE
The Acquisition Program presents exciting opportunities to highlight key areas of the city with
outstanding outdoor art commissions or acquisitions. A major feature of an acquisition program
is that it has the potential to involve the community in providing input into the design process.
Also, a site usage study, including an analysis of established patterns of use, would be integral
to planning. Focus on community input and site enhancement would help fulfill the program
purpose to reveal and create a sense of place. With attention to the site and its place in the
community, art will serve the role of making public spaces interesting and successful.
PROCESS
Selection Criteria: In addition to the overall program criteria, the acquisition program would
consider these additional, specific points in art selection. The overall and specific criteria are
listed in priority order or order of importance.
Overall -
1. Artistic merit and quality of work
2. Safety and durability of work
3. Unrestricted public viewing of work
4. Administration of work (shipping, installation, maintenance)
5. Balanced inventory in the permanent collection
Specific-
6. Artist's demonstrated ability to respond to the project site and context
7. How work fits into the natural or built environment of the site
8. Compatibility with established patterns of use of the site
9. Established objectives of the acquisition program
10. Use of community input in design
Selection Steps
The steps are based on established practices used by public art programs across the country and
are described later in this plan. The steps focus attention on three important phases of an
acquisition: selecting the site, the artist and the design. An initial list of sites for public art is
contained later in this plan. An advisory panel would be used to assist in the artist and design
selection phase. Opportunities for public comment would be provided. An appeals process would
provide for final feedback before an acquisition is installed. After installation of an artwork, public
information would be provided and community dialogue encouraged.
Funding
Potentially, the Acquisitions Program would focus on large to small commissions of artwork.
A variety of funding methods could be used. However, government public art programs have
often used"percent for art"funding to conduct these commissions where a percentage of capital
improvement costs is used to incorporate public art into the city landscape. This funding method
enables cities to conduct the appropriate community input gathering and site study procedures
that contribute to public art success.
If percent funding is not used, the City of Ithaca could seek grants, though this option usually
allows less flexibility and creative control because the use of grants is often tied to specific grant-
giver goals. Depending on the acquisition/commission project, the city could seek a grant source
with a matching goal. For example, transportation funding has been used to support art
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Acquisition program continued
incorporated into bus stops and train stations. Urban development funds have supported artwork
in revitalization efforts.
Also, individual donations have supported art purchases and cultural programming. As was the
case with the Centennial Commission, donations supported many cultural and other activities,
including the purchase of a city art collection. However, these donations were accepted through
the Centennial Commission, a separate 501c3 organization set up for the singular purpose of
celebrating Ithaca's Centennial. This kind of significant giving would probably work best tied to a
specific purpose (like the Centennial)or a specific site (like the current waterfront trail project).
Another option for funding art is to include a budget line in the general operating budget. This
approach is one proposed by the City of Huntington, NY. Some cities also use a per capita
mechanism to fund a budget line for public art. However, establishing such a budget line and
maintaining it during tight budget times is difficult.
A local option for funding worth exploring is the room tax mechanism. This option might provide
an ongoing revenue stream that could be pooled with other revenue sources to build sufficient
funds for an acquisition or commission.
Any of these funding methods could be directed to a pool for public art. Gathering resources into
a fund for public art enables Ithaca to address prioritized sites and have time to plan and gather
community input.
Overall, a percent for art funding mechanism, a general operating budget line, or a pooled fund for
public art allows for more planning and community collaboration. More information on funding
methods is contained later in the appendix of this report.
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ACQUISITION SELECTION STEPS
Selection Steps: The selection process for acquisitions/commissions would include the
following selection steps. Refer to the criteria listed earlier in this document
Site Selection Steps
1. Priority sites are selected through a Public Art Commission (PAC) process and approved by
Common Council.
2. Once a site is identified, city staff, the PAC, Planning Department, Department of Public
Works, and site liaisons conduct initial site usage study to determine project parameters
(budget, timeline, site considerations, potential locations).
3. Public is notified of public art project site. Comments encouraged.
Artist Selection Steps
Selection of the appropriate artist is one of the single most important steps in the acquisition
process. Generally, artists selected would have a record of working with public art projects and
experience with the scale and elements required by a particular site and commission.
The Artist Selection and Commission Design steps listed here will vary depending on the
method of artist selection used. The more lengthy process is described here, including first
artist selection, then community input and design phase with the chosen artist, then design
approval. This longer process includes all the ideal outreach steps in an acquisition selection
process. A shorter process such as a direct invitation to an artist, could be used depending on the
circumstances of the acquisition.
1. The PAC defines the most appropriate method of artist selection (open competition, limited
invitational process, direct invitation or blind competition).
2. The PAC defines project parameters to be used in artist selection and city staff
drafts call for artists (budget size, site area, project objectives, etc.).
3. City staff and the PAC set up Acquisition Advisory Panel. The panel would include some
PAC members, visual arts experts, architects, and other professionals. Representatives
from the site/community user group and outside of Tompkins County may be included. The
PAC could choose to constitute itself as the panel. Or, the Advisory Panel could be merged
into the PAC with the technical experts of the Advisory Panel and the PAC working together
to review artists and proposals. A different panel could be convened for different projects.
4. City staff and the PAC receive and review artist submissions to determine if submissions
fulfill requirements of acquisition.
5. The PAC and city staff prepares Advisory Panel by giving them written instructions outlining
duties, selection review criteria, review process steps and project parameters.
6. City staff sets ups panel review time and administers process. The Advisory panel
conducts review and selects two or three semi-finalists from the group of eligible artists.
7. Semi-finalists are invited to present examples of their work at a public meeting.
Slides/photos are displayed and written comments from public invited during a week's
period. (Artists are offered travel and per diem if artists do presentations to the public.)
8. The PAC considers community input, panel input and makes artist recommendation to
Common Council. Common Council votes on artist acceptance. (Denial by Common
Council requires beginning artist selection process again.)
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Acquisition Selection Steps continued
Commission Design Steps
1. If artist is approved, the PAC and city staff works with artist on design phase (community
input gathering, site refinement, timeline, final budget, and contract).
2. Artist signs contract and VARA waiver.
3. Should the work scope warrant it, an outside agency is engaged to carry forward the
next phases of the commission design process, mainly the community input gathering
phase.
4. City staff or contracted outside agency conducts plan for gathering community input
and summarizes site usage information. (Community processing like a charrette is
referenced in the appendix.)
5. Artist works with community and receives input as well as site usage information.
6. Advisory Panel is reconvened for review of artist designs. (Panel receives written
instructions in advance, detailing criteria and community input.) Panel makes
recommendation.
7. Recommended design is checked with city engineers and other city department advisors.
8. The PAC presents approved design to community for review and comment. After one
week, comment period is closed. Appeals process is opened.
9. Finalized design is presented to Common Council and submitted for approval.
10. Fabrication and construction phase begins, monitored by city staff or contracted agency,
with updates to PAC.
Installation Steps
1. Commissioned work is installed. Plaques and insurance arranged by city staff or
contracted agency.
2. Community celebration is hosted through the PAC.
3. Follow up public information programs held. Work is added to city web site, art map, and
art directory.
4. Post process evaluations conducted by the PAC and city staff.
5. Yearly maintenance inspection and record kept by city staff and followed up by DPW or
designee.
6. Every five years—maintenance check by professional restorer/curator.
Various Methods of Artist Selection
It is recommended that artists invited to submit proposals are offered an honorarium for the
creation of their proposal. An honorarium would not be used in a request for proposals situation.
• Open Request for Qualifications-Artists submit proposals in response to a public
advertisement. Detailed information describing the project and how to apply are
distributed. Artists usually submit a package that includes a resume and slides of their
work. The selection committee then reviews proposals and recommends an artist or
artists for acquisitions or requests more detailed information from selected artists,
perhaps even an interview.
• Limited Invitational Process/Curated Pool of Artists -The PAC recommends a limited
number of artists based on an interview or review of work. This short list or curated pool
of artists are invited to apply. The artists then develop a site-specific proposal for a
particular project. The artists are given an honorarium and all the necessary information,
as in the open request, as well as the opportunity to present a model and proposal to the
committee. This process is used when the project schedule does not allow for an open
call or when a specific set of skills is required.
• Direct Invitation - In this process, one artist is invited by the PAC to submit a proposal or
participate in community design process. This situation is used when a majority of
commission members feel the artist is particularly well qualified for a project.
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Acquisition Selection Steps continued
• Blind Request for Proposals (RFP) -A detailed package of information including site
plans and design guidelines is issued' Artists design proposals based on the RFP
guidelines. Each proposal is given an identification number used during the review
process. One advantage to blind competition is that the process allows an even playing
field. This process is most often used when there is a high profile project and large
budget to support the process.
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COMPREHENSIVE PUBLIC ART PLAN
REVIEW PANEL CHECKLIST -ACQUISITION 11/03
Project:
Artist/Artwork Title:
Date Reviewed:
Review Panel Members:
Conflicts of Interest:
Selection Criteria: The overall and specific criteria are listed in priority order or order of
importance.
Overall- Meets Criteria Does Not Meet Comments
Criteria
1. Artistic merit and quality of work
2. Safety and durability of work
3. Unrestricted public viewing of work
4. Administration of work (shipping, installation, maintenance)
5. Balanced inventory in the permanent collection
Specific-
6. Artist's demonstrated ability to respond to the project site and context
7. How work fits into the natural or built environment of the site
8. Compatibility with established patterns of use of the site
9. Established objectives of the acquisition program
10.Use of community input in design
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DONATIONS PROGRAM
Purpose
The Donations Program would enhance our community identity by celebrating the donors and
artists who contribute to the visual vitality of our public environment through donating works of art.
Process
Donations of artwork will be considered based on the selection criteria below. While the Public Art
Commission welcomes and values donors' interest in public art, it may be that not all donations
can be accepted.
Selection Criteria: In addition to the overall program criteria, the donations program would
consider these additional points in art selection. The overall and specific criteria are listed in
priority order or order of importance.
Overall -
1. Artistic merit and quality of work
2. Safety and durability of work
3. Unrestricted public viewing of work
4. Administration of work (shipping, installation, maintenance)
5. Balanced inventory in the permanent collection
Specific-
6. Physical condition of work
7. History and provenance of work
8. Suitable location for work
9. Compatibility with the city's donations program objectives and education plan
10. Contribution to existing public art collection.
Selection Steps:
The selection steps are based on practices used by public art programs across the country and
are described later in the plan. The steps focus a review of the artwork for donation, suitable sites
for the artwork, required maintenance and sharing information with the public about the donation.
Funding:
Funding is dependent on donors, partnerships, individual solicitations and grant writing. A
maintenance fund or endowment could be created from percent for art funds or some other
funding mechanism.
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DONATION STEPS
The selection steps for donations would include the following selection steps. Selection criteria to
be used is listed earlier in this document.
Selection Steps:
The process described below and the use of the above criteria are guidelines that will help ensure
that the art accepted by the city is of the highest quality, enhances public spaces and is well
served by the city's ability to maintain the work.
1. Donor submits letter regarding art donation to the Director of the city's Department of Planning
and Development or the PAC city staff liaison.
2. Information regarding the artwork is gathered (description, photo/slides, artist information,
siting requirements, etc.) and submitted to the PAC.
3. Information regarding the review process and criteria is shared with donor by city staff liaison.
4. Donation is reviewed by city engineer and other departments for safety and durability.
5. City staff liaison schedules review of donation by the PAC or Advisory Panel (PAC
Chairperson, PAC member, artists familiar with work in affected medium, community member
from site, visual arts experts, etc).
6. Donation is reviewed and recommendation is made to the PAC and Common Council.
7. Common Council accepts or declines donation, donor notified in writing by city staff liaison.
8. There is public notification of donation and appeals process starts/ends(appeals described in
appendix e).
9. Upon acceptance by Common Council, the PAC notifies donor of accession and donor
contract is signed.
10. Donation is installed. Plaques and insurance arranged.
11. Press releases, announcements made.
12. Education programming and follow up planned by city staff liaison. Work is added to web
site, art map and directory.
13. Yearly maintenance inspection and record done by city staff liaison and DPW.
14. Every five years—possible maintenance check by professional restorer/curator.
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COMPREHENSIVE PUBLIC ART PLAN
REVIEW PANEL CHECKLIST - DONATIONS . 11/03
Project:
Artist/Artwork Title:
Date Reviewed:
Review Panel Members:
Conflict of Interest:
Selection Criteria: The overall and specific criteria are listed in priority order or order of
importance.
Overall - Meets Criteria Does Not Meet Comments
Criteria
1. Artistic merit and quality of work
2. Safety and durability of work
3. Unrestricted public viewing of work
4. Administration of work (shipping, installation, maintenance)
5. Balanced inventory in the permanent collection
Specific-
6. Physical condition of work
7. History and provenance of work
8. Suitable location for work
9. Compatibility with the city's donations program objectives and education plan
10. Contribution to existing public art collection.
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ON-LOAN PROGRAM
Purpose
This on-loan program enables the city to engage in creative partnerships that foster public
dialogue about art and artists.
Process
Selection Criteria: In addition to the overall program criteria, the on-loan program would
consider these additional points in setting up partnerships. Overall and specific selection criteria
are listed in priority order or order of importance.
Overall -
1. Artistic merit and quality of work
2. Safety and durability of work
3. Unrestricted public viewing of work
4. Administration of work (shipping, installation, maintenance)
5. Balanced inventory in the permanent collection
Specific-
6. Public information and programming opportunities
Selection Steps: The selection process for the on-loan program would include the following
stept.
1. Current year program objectives are identified by the PAC.
2. Appropriate partners for objectives are identified by the PAC.
3. City staff, PAC and partner group create timeline, budget and assign tasks.
4. Program implementation begins.
5. Post program evaluation conducted with partner group.
Funding:
Various grants, in-kind donations, and donations would fund programming. See appendix for
resource suggestions.
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COMPREHENSIVE PUBLIC ART PLAN
REVIEW PANEL CHECKLIST -ON LOAN 11/03
Project:
Artist/Artwork Title:
Date Reviewed:
Review Panel Members:
Conflict of Interest:
Selection Criteria: Overall and specific selection criteria are listed in priority order or order of
importance.
Overall - Meets Criteria Does Not Meet Comments
Criteria
1. Artistic merit and quality of work
2. Safety and durability of work
3. Unrestricted public viewing of work
4. Administration of work(shipping, installation, maintenance)
5. Balanced inventory in the permanent collection
Specific-
6. Public information and programming opportunities
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• DISCUSSION OF SELECTION CRITERIA
The selection of the artist and artwork in the acquisition, donation and loan programs is based on
established review criteria as described in the acquisition, donation and loan sections of this plan.
Further(though not all inclusive) discussion of the intent of the selection criteria is listed below.
Acquisition Process
1. Artistic merit and quality of work: This criteria is the most important review criteria. This
criteria refers to inherent quality of the artwork in terms of timelessness of its vision, design,
aesthetics, and excellence. Acquisitions will strive to include artworks of the highest quality.
Artists will be selected on the basis of their qualifications as demonstrated by their past work. The
merit of an artwork would be substantiated by past history of exhibitions or sales, awards or other
recognition, or an outstanding first work. Selection of the artist will be made without regard to
race, gender, religion or sexual orientation.
2. Safety and durability of work: This refers to the artwork and its ability to withstand Ithaca
weather conditions, as well as structural and surface integrity. Consideration should be given to
its permanence and protection against theft and vandalism. Artwork should be examined for
unsafe conditions or factors that may bear on public safety and liability.
3. Unrestricted public viewing of work: This refers to public access and suitability. Will the public
have free access to the artwork? Outdoor art would be the most accessible. Consideration also
should be given to the fact that public art is a genre that is created in the public context and will
embrace other factors such as public participation, social and political attitudes, a nd functional
considerations.
4. Administration of work: This refers to considerations in the shipping, fabrication, installation
and maintenance of an artwork. The city will consider whether an artwork will be able to be
maintained over the life cycle of the work.
5. Balanced inventory of the permanent collection: The city will consider the existing works in its
art collection and strive for a diversity of style, scale and media, recognizing that some styles and
media will be more appropriate for public, outdoor art.
6. Artist's demonstrated ability to respond to the project site and context: This refers to an
artist's history and record of working with the scale required for the project, the materials, and the
fabrication and installation process needed for the commission.
7. How work fits into the natural or built environment of the site: The immediate social and
physical environments where the artwork is placed should be considered. Scale, form, material
and content should be appropriate for the site.
8. Compatibility with established patterns of use of the site: The artwork should not interfere with
existing usage of the site unless that site is undergoing a total renovation.
9. Established objectives of the acquisition program: The Public Art Commission will set yearly
and multi-year objectives for its programs. These objectives will be considered in selecting
artworks.
10. Use of community input in design: Community input will be sought during the design process
by the Public Art Commission or artist. This input will be considered in the design creation.
Donation Program
Refer to criteria 1 —5 above and these criteria listed below.
6. Physical condition of work: This is self-explanatory.
7. History and provenance of the work: Does the donor own the work?
8. Suitable location for work: Does the city have an appropriate location for donated artwork?
9. Compatibility with the city's donations program objectives and education plan: Does the
artwork further the city's donation program goals?
10. Contribution to the existing public art collection: How does the artwork fit into the overall
collection of public art?
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Review criteria continued
Loan Program
Refer to criteria 1-5 above and the criteria listed below.
6. Public information and programming opportunities: The loan program would provide
opportunities for the public to learn about the artwork and/or engage in dialogue with the artists.
Public information opportunities would be considered in designing loan programs.
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APPEALS PROCESS
The Public Art Commission recommends an appeals step as part of the public art acquisition
process. The intention is to ensure that public art process and criteria are followed. Therefore,
appeals would be based on process issues only.
Information about the appeal and selection procedures will be shared with the public at the start of
each acquisition process in order to promote understanding of the public art program and to
ensure an open process. In addition, should it be necessary, Public Art Commission and
Common Council decisions may be appealed in writing based on the following criteria.
• Appeals should be based on process issues only, including:
1) the decision was based on something other than the established review criteria;
2) the required information or other pertinent supporting material was not used
during the review process;
3) conflict of interest procedures were not followed.
Appeals should be submitted in writing after the appellant has first consulted with the Public Art
Commission to review the considerations that went into the acquisition or donation process.
Appeals should be submitted to the Mayor in writing within two weeks of written notification or
public announcement of the selection, acquisition or donation.
• Upon receipt of the appeal letter, the Mayor and the PAC Chair will meet within two
weeks
with the appellant to hear their grounds for reconsideration. The Mayor has the authority to
determine whether or not there are grounds for reconsideration based on the appeal criteria
listed above. If there are grounds, the PAC or advisory panel will review the process and
decision. After the reconsideration, a letter will be sent to the appellant.
• Notice of appeals will be shared with the Common Council.
• All appeals will be reported in the annual report.
Because this is a city program, only city residents could submit appeals.
Appeal Timeline
Appeals may be submitted in writing within two weeks of notification to Common Council of:
_Artist selection; and
_Design selection.
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PUBLIC ART COMMISSION
CONFLICT OF INTEREST FORM 11/03
•
PANELIST/REVIEWER NAME:
REVIEW PURPOSE
ACQUISITION FOR
DONATION FOR
I have no conflicts of interest in this review process.
I have a conflict of interest with the review item listed below
due to the following grounds for conflict
direct, personal familial relationship to/with artist, art work or site;
commission member/reviewer stands to benefit financially from art, art work or
site placement;
commission member's/reviewers family member(spouse, domestic partner and
dependent child) stand to gain or benefit from a particular project;
_commission members/reviewer feels there would be appearance of personal or
financial benefit to them by participation in the deliberations
PANELIST/REVIEWER SIGNATURE: DATE:
Excerpt from City of Ithaca's Comprehensive Public Art Plan p. 16:
Grounds for conflict include: direct, personal familial relationship to/with artist, art work or site;
commission member stands to benefit financially from art, art work or site placement; commission
member's family member(spouse, domestic partner and dependent child) stand to gain or benefit
from a particular project; or commission members feel there would be appearance of personal or
financial benefit to them by participation in the deliberations. Conflict of interest guidelines would
apply to all panels and committees involved in deliberations for sites, artist selection and artwork
selection
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