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HomeMy WebLinkAboutStaff Report 223-05City of Palo Alto City Manager's Report TO: HONORABLE CITY COUNCIL ATTN: FINANCE COMMITTEE FROM: CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE: APRIL 19, 2005 CMR: 223:05 SUBJECT: FINANCE COMMITTEE RECOMMENDATION TO ADOPT AN "ART IN CITY PROJECTS POLICY" THAT INCLUDES A "1 PERCENT FOR ART" (JANUARY 19, 2005) RECOMMENDATION The Finance Committee recommends the adoption of an "Art in City Project Policy," which includes a "1 Percent For Art" and allows Council to take into consideration any requirements that would make it difficult for the city to fund the art project. . COMMITTEE REVIEW AND RECOMMENDATIONS At its January 19, 2005 meeting, the Finance Committee voted unanimously (3-0, Morton absent) to recommend that the City Council adopt an "Art in City Projects" policy that includes a "1 Percent For Art," and direct staff to implement the Policy and Procedure. In addition, staff is to add another bullet, which allows Council to take into consideration any requirements that would make it difficult for the City to fund the art project. , ATTACHMENTS Attachment A: Attachment B: CMR: 112:05 Amended Policy and Procedure Prepared by: ---~"'7"'--I-='::":~-=------':~----;4~==:=::"------ inda Craighead _-.--~Co-manager, 'vision of Arts and Culture Department Approval: --+='''-----»."",....<:-=----7f---=------,.£------ City Manager APProVaJ:~ C/<Id.l) . Emily Harrison Assistant City Manager CMR:223:05 Page 1 of 1 " .' TO: ATTN: FROM: DATE: SUBJECT: Attachment A City of PaloAIto City Manager's Report HONORABLE CITY COUNCIL FINANCE COMMITTEE CITY MANAGER DEPARTMENT: COMMUNITY SERVICES JANUARY 19, 2005 CMR: 112:05 PUBLIC ART COMMISSION RECOMMENDATION TO ADOPT AN ART IN CITY PROJECTS POLICY RECOMMENDATION Staff and the Public Art Commission recommend that Council adopt an "art in City projects" policy, that includes a "one percent for art program," and direct staff to implement the. attached Policy and Procedure. BACKGROUND At its November 8, 1999 meeting, Council approved the policy statement, "All significant City capital construction/renovation projects should include an art element," and directed staff to develop a plan to provide art in all City capital projects, to be integrated as part of the project proposal. The policy was not to be a "percent for art" proposal, but an effort to incorporate art . into appropriate City projects via CounCil policy. DISCUSSION. As developers come forward with projects, it has become commonplace for the Architectural Review Board or the Planning and Transportation Commission to impose a requiremen.t that developers include art to mitigate the impacts projects may have on the aesthetic environment. Although the City of Palo Alto has had a Visual Arts in Public Places Fund since 1975, which is funded annually through the Capital Improvement Program (CIP), current CIP projects do not always address the impact that City projects may have on the surrounding environment. The purpose of this proposed policy is to correct the imbalance between what is required of some developers and what is imposed on City projects. The proposed policy (Attachment A) intends that artists be included in projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction, at the initial stages of design, thereby ensuring that art elements become an integral part of the overall design. 'As a policy the City will budget one percent of its construction costs, excluding design and contingency, t6 include public art in City capital . improvement projects. The proposed policy will not apply to CIP'projects that have minor or no CMR:112:05 Page 1 of2 visual impact. Appropriate City staff will make such determination in cooperation with the Division of Arts and Cultu;re. Past CIP projects .that have included an art component are two downtown parking structures, at 445 Bryant and 544 High. Projects that receive government grants (state and federal) are excluded. Implementation will require coordination between the Public Art Commission, the Division of Arts and Culture, the Infrastructure Management Committee and appropriate departments. Staff feels that including a "one percent for· art" will clarify project budgeting and fOrlnalize the current practice of adding an art component to a City project. RESOURCE IMPACT Over a six-year period from 2001 -2007 the total citywide cost of implementing this policy would have been approximately $41,932, a $6,989 annual average. This new policy would have an impact on the Infrastructure Management Plan budget and the Infrastructure Reserve. The costs related to approving this policy would change along with relevant project construction costs such as those associated with a library reconstruction or a new public safety building. Necessary maintenance costs will be funded from the Olie percent and added to the annual operating budget as one-time items. . POLICY IMPLICATIONS This recommendation is consistent with and in response to Council direction. ATTACHMENTS . Attachment A: Attachment B: Policy and Procedures, Art in City Capital Improvement Projects Art in Capital Projects 10 year, 2001-2001 QualifyingAmounts ~U~BY: ____ .Y\~~~·~_/_··_-_·~~ __ ~~_·_·-_·_~.·_· ___ _ ~ INDA CRAIGHE' ,r !i;irector, Palo Alto Art Center and staff liaison to the Public Art Commission CITY MANAGER APPROVAL: ----~--~~~~~~==~~----------------- CMR:112:05 Page 2 of2 Attachment A POLICY AND PROCEDURES x-xxlCSD Effective: November 2004 ART IN CITY CAPITAL IMPROVEMENT PROJECTS POLICY STATEMENT As a policy the City will budget one percent (1 %) of its construction costs to include public art for City capital improvement projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction. The Public Art Commission, through its staff liaison, will work with the appropriate City departments (which may include but are not limited to Planning, Public Works, Utilities, and Community Services) to identify and select the appropriate projects and artists. PROJECTS INCLUDED AS POTENTIAL SITES City capital improvement projects that have a visual impact on the surrounding environment by significantly changing Qr altering a site with the addition of a substantial new construction or reconstruction are potential sites for an art component. Examples of projects may include but are not limited to: • New buildings such as libraries, public safety buildings, community centers, parking garages and lots, transit stations, or performing art center. • Parks and plazas • Gateways entering and existing at the City boundaries • Bridges, walls and tunnels PROJECTS EXCLUDED FROM CONSIDERATION AS POTENTIAL SITES City capital improvement projects with minor or no visual impact are excluded from consideration. Examples of excluded projects may include but are not limited to: • Any improvements, upgrades, and/or repair to existing systems such as irrigation, mechanical or electrical, and projects where the significant portion ofthe work is underground, such as the Electric Under grounding Projects and Water Gas or Wastewater Rehabilitation and Augmentations projects. • Any installation of a new system such as irrigation, mechanical or electrical and projects where the significant portion of the work is underground, such as the electric under grounding projects and water, gas or wastewater rehabilitation and augmentations projects. • Projects with no design or construction, such as studies associated with capital projects. • . Customer connection projects associated with the utility meters and equipment for electric, water, and gas services to customers for which customers are charged for Page 1 of 1 POLICY AND PROCEDURES x-xX/CSD Effective: November 2004 the services. It is not the intention of the procedure to cause an increase in connection fees to customers. • Projects designed and constructed to protect and guard the security of Utility facilities. • Projects associated with software, hardware and other IT related products. • ADA compliance • Seismic retrofitting • Open space maintenance projects such as trail and erosion repair • Parking lot repair or reconstruction • Annual street maintenance and sidewalk replacement projects • Any project of a temporary nature such as construction fencing and signage, vehicle or equipment replacement. • Projects for which funding is provided through government, non-profit, or private grants are excluded unless identified for the specific and restricted purpose of the creation of artwork PROCEDURE FOR IDENTIFYING AND SELECTING PROJECTS 1. The staff liaison to the Public Art Commission working with the Infrastructure Management Committee and appropriate City departments will first identify projects that have a visual impact on the surrounding environment, significantly changing or altering a site with the addition of substantial new construction. 2. Identified projects that merit further consideration will be presented to the Public Art Commission. Consideration will include, but not be limited to: • Significant visual impact on the surrounding environment • Safety and security of the project and the public 3. Projects selected to include public art and submitted during the regular budget process will include one percent (1 %) ofthe project construction budget for art. The project manager will determine the one percent budget derived from the construction estimates, excluding the contingency and design budget. The one percent (1 %) will be augmented or decreased during the design phase with the determination of final cost estimates for construction. 4. Every effort should be made to identify and select projects in a timely manner. PROCEDURE FOR IDENTIFYING AND SELECTING ART WORKS 1. Once the capital improvement project has been approved by the Council, the designer/architect selected, and design work has begun, the Request for Proposal (RFP) for the artwork will be developed. The staff liaison to the Public Art Commission and the project manager will develop the RFP in consultation with the ·selected designer/architect. The art budget will be derived fro~ the 1% of the Page 2 of 1 POLICY AND PROCEDURES x-xxlCSD Effective: November 2004 construction budget of the project, excluding the contingency and design budget. The one percent (1 %) will be subject to change during the design phase with the determination of final cost estimates for construction. The RFP will include, but not be limited to: • Artist's timeline beginning with the project design phase. • Any restrictions and requirements of the project as defined by staff~d/or project manager. • Artist's responsibilities to the project in regards to time and involvement with the project manager and project team. . 2. Selection of the artist will include input from the appropriate City department representative as well as the Public Art Commission. Artists will be elected through an open competitive process. 3. Artists' submittals will be reviewed by a panel composed of representatives of the Public Art Commission, staff liaison to the Public Art Commission, appropriate City department representative, and project manager. Considerations in selecting the proposed work of art will include: • Safety and security • Maintenance and repair to the work of art • Appropriateness to the purpose of the site 4. The Public Art Commission will recommend the selected artist and artist's proposal to the City. 5. The selected artist will work with the appropriate department and project manager as detailed in the RFP and contract agreement. 6. Every effort should be made to conduct the artist selection and contract process in a timely manner. OWNERSHIP AND MAINTENANCE The City of Palo Alto through owns and maintains all art in City projects and has sole fiscal responsibility for the artworks and the maintenance of the works. This includes all artworks in utility projects, separate from the structures. Page 3 of 1 : , , Art in Capital Projects, 10 year 2001-2011 Qualifying Amounts Proj. # Description Park Facilities Improvement (Robles, Seale, Bol, & Werry PG-00010 Parks) PG-98003 Mitchell Park Phase I PE-04010 Children's librarY Improvements PG-02018 Heritage Park PE-98020 Public Safety Building PE-96008 Downtown Urban Design Total 2001-2011 Cost Attachment B Amount for One% Construction Construction for Art Year 1,300,000 13,000 2001-02 871,000 8,710 2004-05 1,100,000 11,000 2004-05 257,242 2,572 2005-06 665,000 6,650 2006-07 4,193,242 41,932 , . Attachment B . POLICY AND PROCEDURES x-xx/CSD Effective: November 2004 ART IN CITY CAPITAL IMPROVEMENT PROJECTS POLICY STATEMENT As a policy the City will budget one percent (1 %) of its construction costs to include public art for City capital improvement projects that have a visual impact on the surrounding environment by altering a site through new construction or reconstruction. The Public Art Commission, through its staff liaison, will work with the appropriate City departments (which may include but are not limited to Planning, Public Works, Utilities, and Community Services) to identify and select the appropriate projects and artists. PROJECTS INCLUDED AS POTENTIAL SITES City capital improvement projects that have a visual impact on the sUD,'ounding environment by significantly changing or altering a site with the addition of a substantial new construction or reconstruction are potential sites for an art component. . Examples of projects may include but are not limited to: • New buildings such as libraries, public safety buildings, community centers, parking garages and lots, transit stations, or performing art center. • Parks and plazas • Gateways entering and existing at the City boundaries • Bridges, walls and tunnels PROJECTS EXCLUDED FROM CONSIDERATION AS POTENTIAL SITES City capital improvement projects with minor or no visual impact are excluded from consideration. Examples of excluded projects may include but are not limited to: • Any improvements, upgrades, and/or :repair to existing systems such as irrigation, mechanical or electrical, and projects where the significant portion of the work is underground, such as the Electric Under grounding Projects and Water Gas or Wastewater Rehabilitation and Augmentations projects. • Any installation of a new system such as irrigation, mechanical or electrical and projects where the significant portion of the work is underground, such as the electric under grounding projects and w~ter, gas or wastewater rehabilitation and augmentations projects. • Projects with no design or construction, such as studies associated with capital projects. • Customer connection projects associated with the utility meters and equipment for electric, water, and gas services to customers for which customers are charged for Page 1 of3 POLICY AND PROCEDURES x-xx/CSD Effective: November 2004 the services. It is not the intention of the procedure to cause an increase in connection fees to customers. • Projects designed and constructed to protect and guard the security of Utility facilities. • Projects associated with software, hardware and other IT related products. • ADA compliance • Seismic retrofitting • Open space maintenance projects such as trail and erosion repair • Parking lot repair or reconstruction • Annual street maintenance and sidewalk replacement projects • Any project 'of a temporary nature such as construction fencing and signage, vehicle or equipment replacement. • Projects for which funding is provided through government, non-profit, or private grants are excluded unless identified for the specific and restricted purpose of the creation of artwork PROCEDURE FOR IDENTIFYING AND SELECTING PROJECTS 1. The staff liaison to the Public Art Commission working with the Infrastructure Management Committee and appropriate City departments will first identify projects that have a visual impact on the surrounding environment, significantly changing or altering a site with the addition of substantial new construction. 2. Identified projects that merit further consideration will be presented to the Public Art Commission. Consideration will include, but not be limited to: • Significant visual impact on the surrounding environment, • Safety and security of the project and the public 3. Projects selected to include public art and submitted during the regular budget process will include one percent (1 %) of the project construction budget for art. The project manager will determine the one percent budget derived from the construction estimates, excluding the contingency and design budget. The one percent (1 %) will be augmented or decreased during the design phase with the determination of final cost estimates for construction. 4. The Finance Committee will review and approve any public art element in any Infrastructure Management project over $20 million, and all projects that may impact the General Fund. 5. Every effort should be made to identify and select projects in a timely manner. Page 2 of3 POLICY AND PROCEDURES x-xx/CSD Effective: November 2004 PROCEDURE FOR IDENTIFYING AND SELECTING ART WORKS 1. Once the Capital Improvement Project (ClP) has been approved by the City Council, the designer/architect is selected by the City's Project Team and purchasing staff. When the' design work for the project has begun, the staffliaison to the Public Art Commission and the Project Manager will develop the RFP in consultation with the selected designe~/architect. The art budget will be derived from the 1 % of the construction budget of the project, excluding the contingency and design budget. The one percent (1 %) will be subject to change during the design'phase with the determination of final cost estimates for construction. The RFP will include, but not be limited to: • Artist's timeline beginning with the project design phase. • Any restrictions and requirements of the project as defined by staff and/or project manager. • Artist's responsibilities to the project in regards to time and involvement , with the project manager and project team. 2. Selection of the artist will include input from the appropriate City department representative as well as the Public Art Commission. Selection of the artist will occur according to the procedures outlined in the City's Purchasing Manual. 3. Artists' submittals will be reviewed by a selection panel composed of representatives of the' Public Art Commission, staff liaison to the Public Art Commission, appropriate City department representative, project manager, and architect/designer. Considerations in selecting the proposed work of art will include: • Safety and security • Maintenance and repair to the work of art • 'Appropriateness to the purpose of the site 4. The Public Art Commission will recommend the selected artist and artist's proposal to the City. 5. The selected artist will work with the appropriate department and project manager as detailed in the RFP and contract agreement. 6. Every effort should be rp.ade to conduct the artist selection and contract process in a timely manner. OWNERSHIP AND MAINTENANCE The City of Palo Alto' through owns and maintains all art in City projects and has sole fiscal responsibility for the artworks and the maintenance of the works. This includes all artworks in utility projects, separate from the structures. Page 3 of3