City of Port Moody Agenda Arts and Culture Committee Brovold Room Monday, October 1, 2018 Commencing at 7:00pm

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1 1. Call to Order City of Port Moody Agenda Arts and Culture Committee Brovold Room Monday, October 1, 2018 Commencing at 7:00pm 2. Adoption of Minutes Minutes 2.1 Recommendation: Pages 3-6 THAT the minutes of the Arts and Culture Committee meeting held Thursday, September 6, 2018 be adopted. 3. Unfinished Business 4. New Business Finalize Work Plan Pages 7-18 Artist Caretaker in Residence Program Review Pages Review Artist Grant Program Proposals (formerly called Arts Assistance Grant) 4.1 Attachment: Arts and Culture Committee Annual Report File: Report: Community Services Department Cultural Services Division, dated June 14, 2018 File: Recommendation: THAT, pursuant to section 90 of the Community Charter, this portion of the Regular Meeting of the Arts and Culture Committee be closed to the public as the subject matter being considered relates to the following: 90(1)(b) personal information about an identifiable individual who is being considered for a municipal award or honour, or who has offered to provide a gift to the municipality on condition of anonymity. Arts and Culture Committee 1 October 1, 2018 # File: /2018

2 5. Information 6. Adjournment Arts and Culture Committee 2 October 1, 2018 # File: /2018

3 ACC - Agenda Item 2.1 City of Port Moody Minutes Arts and Culture Committee Minutes of the regular meeting of the Arts and Culture Committee held on September 6, 2018 in the Brovold Room Present Absent In Attendance Councillor Zoë Royer, Chair Chris Dunnett Katherine Edmunds Sara Graham Kate Ladyshewsky Carolina Licon Brenda Millar Sandra Niven Rosario Passos Kathryn Sandler Jill Schuler Councillor Barbara Junker, Vice-Chair (Regrets) Hilary Letwin (Regrets) Devin Jain Manager of Cultural Services Joji Kumagai Manager of Economic Development Jennifer Lester Committee Coordinator Will Ying-udomrat Committee Coordinator Kate Zanon General Manager of Community Services 1. Call to Order Call to Order 1.1 Councillor Royer called the meeting to order at 7:04pm. Welcome and Introductions 1.2 Members introduced themselves to one another and shared their visions for arts and culture in the City. 2. Adoption of Minutes Minutes 2.1 ACC18/023 Moved, seconded, and CARRIED THAT the minutes of the Arts and Culture Committee meeting held Monday, July 9, 2018 be adopted. 3. Unfinished Business Arts and Culture Committee 1 September 6, 2018 # File: /2018

4 ACC - Agenda Item New Business Committee Orientation 4.1 Presentation: Legislative Services Division and Staff Liaison Attachments: a) Council Strategic Plan b) Terms of Reference Arts and Culture Committee c) Committee Orientation Manual Links: Financial Plan Arts and Culture Master Plan File: Staff provided an introduction to committees, which addressed the following questions: What is a civic committee? What do committees do? What types of committees are there? What are some examples of Port Moody committees? And What is expected of the committee members, committee Chair/Vice-Chair, staff liaisons, and the Committee Coordinator? Staff provided an overview of various committee activities, including formulating work plans, voting, reporting to Council, receiving updates on Council decisions, and holding closed meetings. Staff provided an overview of the Arts and Culture Master Plan, providing information on the creation of the plan, resident survey highlights, vision statement, strategic objectives, and implementation plans Work Plan Discussion 4.2 Attachments: a) Arts and Culture Committee Annual Report b) 2017 Arts and Culture Committee Work Plan c) 2018 Arts and Culture Committee Work Plan Proposed Additions File: Staff and the Chair provided information on the In Progress and Outstanding Matters Items sections, as outlined in the Arts and Culture Committee Annual Report. Staff provided status updates on the artistic bike rack project and showed the finished bike racks to committee members. Arts and Culture Committee 2 September 6, 2018 # File: /2018

5 ACC - Agenda Item 2.1 The Committee discussed potential items to be included in the Work Plan. It was noted that the following recurring items fall under the jurisdiction of the Committee and should be included in the work plan: Review Artist Grant applications; Select street banner design theme; Review and select the community designs for the street banner display; and Review Arts Award nominations. It was suggested that the Work Plan includes some short-term goal items as outlined on the Arts and Culture Master Plan. The Committee agreed to include the following items in the draft Work Plan: Explore decorative street pole lighting/civic building lighting; Complete the review of sign bylaw with respect to murals; Consider ways of supporting Action #2.1.3 from the Arts and Culture Master Plan ( Enhance communication approaches to sharing information on arts and culture events and initiatives in Port Moody ); o The Committee agreed to include more details on this item in the Work Plan; Explore the possibility of creating an ephemeral community art piece; Place making at the Queens Street Plaza; Look for opportunities to implement the Arts and Culture Master Plan; Consider ways of supporting Action #2.1.1 from the Arts and Culture Master Plan ( Consider expanding the membership of the Arts and Culture Committee ) Consider ways of supporting Action #2.1.4 from the Arts and Culture Master Plan ( Undertake a cultural mapping process ); Consider ways of supporting Action #3.2.2 from the Arts and Culture Master Plan ( Create an inventory of all existing City-run arts and culture events and initiatives ) Supporting a new event based on ArtConnect s past ArtWalk event; Consider creating a culinary event/competition in Port Moody; Meet with the Arts Centre Society Board of Directors to explore opportunities to install a sign in front of the Arts Centre building; Look for space along Clarke Street or St. Johns Street to allow the public to interact with artists and galleries; Organize culture talks workshops, possibly with a focus on mentoring and coaching artist groups; Encourage and support artists to display their artwork; and Consider developing a City policy for temporary art installations in the City. Arts and Culture Committee 3 September 6, 2018 # File: /2018

6 ACC - Agenda Item 2.1 Sara Graham left the meeting at this point and did not return. ACC18/024 Moved, seconded, and CARRIED THAT the meeting be extended for up to an additional 30 minutes. Artist Caretaker in Residence Review Artist Grant Program Proposals (formerly called Arts Assistance Grant) 4.3 It was agreed that this item would be considered at the next meeting due to time constraint. 4.4 ACC18/025 Moved, seconded, and CARRIED THAT, pursuant to section 90 of the Community Charter, this portion of the Regular Meeting of the Arts and Culture Committee be closed to the public as the subject matter being considered relates to the following: 90(1)(b) personal information about an identifiable individual who is being considered for a municipal award or honour, or who has offered to provide a gift to the municipality on condition of anonymity. 5. Information Meeting Schedule 5.1 Attachment: Arts and Culture Committee Meeting Schedule File: This item was provided for information only. 6. Adjournment Councillor Royer adjourned the meeting at 9:42pm. Councillor Zoë Royer Chair Will Ying-udomrat, Committee Coordinator Arts and Culture Committee 4 September 6, 2018 # File: /2018

7 ACC - Agenda Item 4.1 Council Agenda Information Regular Council September 25, 2018 Date: August 2, 2018 File No Submitted by: Subject: Arts and Culture Committee Arts and Culture Committee Annual Report Purpose / Introduction To provide a report on the activities of the Arts and Culture Committee from January 2017 to July Recommended Resolutions THAT the report dated August 2, 2018 from Arts and Culture Committee regarding Arts and Culture Committee Annual Report be received for information; AND THAT the Arts and Culture Committee be asked to review this report and bring forward its Annual Work Plan in fall Committee Mandate The purpose of the Arts and Culture Committee is to: Inform and advise Council on arts and culture matters within the Council Committee System Policy; Encourage and support communication, cooperation, and coordination among arts and culture organizations; Encourage and support communication, cooperation, and coordination with other City committees and Port Moody organizations; Develop a Cultural Master Plan for the City of Arts; Stimulate and encourage community involvement and appreciation of arts and culture in the City of Port Moody; and Advocate for a strong and viable arts and culture identity for the City of Port Moody. Meetings and Attendance The Arts and Culture Committee met monthly between January 2017 and July 2018, with the exception of August 2017 due to summer break and December 2017 and May 2018 due to a lack of quorum.

8 ACC - Agenda Item 4.1 Councillor Barbara Junker was appointed as Chair and Councillor Zoë Royer as Vice-Chair in Councillor Zoë Royer was appointed as Chair and Councillor Barbara Junker as Vice- Chair in Between January 2017 and July 2018, the following members served on the Committee: Jacquie Boyer (January 2017 to December 2017); Marion Eals; Katherine Edmunds; Sara Graham; Hilary Letwin; Brenda Millar; Sandra Niven; Talea Pecora; Rosario Passos (February 2018 to present); Ingrid Seibold (January 2017 to November 2017); Devin Jain, Manager of Cultural Services, served as the staff liaison to the Arts and Culture Committee. Ron Higo, General Manager of Community Services, served as the alternate staff liaison to the Committee until his retirement in January 2018, when Kate Zanon assumed his position as General Manager of Community Services and alternate staff liaison to the Committee. Will Ying-udomrat served as Committee Coordinator. Key Activities and Work Plan The Arts and Culture Committee Work Plan was approved by Council on January 24, 2017, and Council approved additions made to the Work Plan on March 27, The following are the key activities that were undertaken in by the Arts and Culture Committee (a list of motions made in 2017 and 2018, along with the status of the motions, is included in Attachment 1): Cultural Expressions The Committee viewed: Photos and description of the artistic monument in Paris, entitled Cheminée Moretti ( A street art show video ( Images of tree sculptures in Orangeville, Ontario; Videos of Christmas street lights in London, UK, and a light show projected on the Sydney Opera House; A street performance video; A video of a flash mob at the Ohio State University; Handmade quilts made by Brenda Millar; A video entitled #BackyardExperiment: A Pop-Up Park and Social Study in Garema Place, Canberra;

9 ACC - Agenda Item 4.1 Pictures of a parkade that the City of Kamloops transformed into a piece of art ( Arts and Culture Master Plan Focus Group The Committee participated in a focus group in March 2017 led by consulting firm, MDB Insight, and provided input that was incorporated into the draft Arts and Culture Master Plan. The Committee reviewed and suggested changes to the draft version of the document at its July, September, October, and November 2017 meetings, before Council adopted the final version of the draft Arts and Culture Master Plan on November 21, Develop an Event for Queens Street Plaza A subcommittee was created in 2016 to discuss possible events to be held at the Queens Street Plaza, and proposed the organization of a summer dance event. At the February 2017 Committee meeting, members were encouraged to create a subcommittee to further discuss the organization of an event at the Queens Street Plaza. By April 2017, only one member had volunteered to form a subcommittee. It was decided to not pursue this item any further. Discuss and Propose a Project for a Significant Piece of Public Art The Committee looked into the costs of the City of Coquitlam s lighting poles for information. The Committee explored options for a significant piece of public art, including a partnership with the Vancouver Biennale, which would allow the City to host artworks for the duration of the Biennale. The partnership would be for two years and gives the City the option to purchase artworks after the Biennale. The cost for the partnership with the Vancouver Biennale was expected to be between $100,000 and $200,000. The Committee made a recommendation to Council to request staff to enter into negotiations with the Vancouver Biennale. Council received the Committee s recommendation for information. Discuss the Future of the Youth Arts Festival At its June 2017 meeting, the Committee recommended that staff be directed to consult the Youth Focus Committee about potentially taking over the responsibility for organizing the Youth Arts Festival. The Youth Focus Committee subsequently declined to take over the organization of the Youth Arts Festival, due to its already full work plan. Artistic Bike Racks The Committee viewed pictures of the chosen design for the artistic bike racks and recommended a colour to be painted on the bike rack. Explore Decorative Street Pole Lighting Subsequent to viewing videos of Christmas street lights in London, UK at the June 2017 Committee meeting, the Committee discussed the feasibility of putting on decorative street

10 ACC - Agenda Item 4.1 lights on Clarke Street or St. Johns Street. Committee discussion then shifted toward the feasibility of projecting lights onto civic buildings. At its November 2017 meeting, the Committee received information on possible projections on the Galleria windows at City Hall and on the Port Moody Arts Centre building. Select Street Banner Design Theme The Committee discussed possible themes for the 2018 and 2019 Street Banner Design and agreed on Port Moody s Shoreline as the 2018 theme and I Heart Port Moody as the 2019 theme. Review and Select the Community Designs for the Street Banner Display The Committee reviewed and selected street banner designs from the community to be painted at the annual banner painting event in January. This selection process was done by . Consider Expansion Opportunities for the Street Banner Program Staff presented an overview of the City s street banners highlighting existing display locations and the costs for expanding into other areas of Port Moody. Complete the Review of the Sign Bylaw with Respect to Murals Discussion took place at the May 1, 2017 meeting and staff were asked to research how other cities managed these types of murals. Research has been done and was presented to the Committee. At its July 2018 meeting, the Committee recommended that Council consider a new outdoor mural permit process. Review Arts Assistance Grant Proposals At its May 2017 meeting, the Committee reviewed Arts Assistance Grant proposals in a closed meeting. At its October 2017 meeting, the Committee reviewed the criteria for the Arts Assistance Program and suggested a number of changes to the criteria, including: Requiring applicants to list all of their funding sources; Requiring applicants to acknowledge in their projects that the project received funding or assistance from the City; and Requiring applicants to spend the grant within a defined time period, possibly within two years. At its June 2018 meeting, the Committee reviewed Artist Grant proposals in a closed meeting.

11 ACC - Agenda Item 4.1 Jury Selection for Waste Collection Vehicles At the March 2018 Committee meeting, Marion Eals, Sara Graham, and Brenda Millar volunteered to be part of the selection jury for waste collection vehicles public art project, with Brenda Millar acting as Chair. At its June 2018 meeting, the selection jury reported back to the Committee with the two designs selected through a public art call process for the Waste Collection Vehicles Public Art project. Staff presented the designs selected through a direct commission process and submitted by Moody Middle School. The Committee expressed appreciation for the designs selected and recommended that Council endorse the selected designs. Gallery Walk At its April 2018 meeting, the Committee held a discussion with the Gallery Manager at the Port Moody Arts Centre on possible ways in which the Committee can be of assistance for a possible art walk event in 2018 or Explore Opportunities to Work with Port Moody Arts Centre Society At its July 2018 meeting, the Committee held a discussion with the Port Moody Arts Centre Board of Directors on possible opportunities for collaboration. Some of the ideas discussed included installing signage in front of the Port Moody Arts Centre building and sharing City resources with the Port Moody Arts Centre. Public Art and Heritage Map The Committee reviewed the Port Moody Heritage and Public Art Guide and funding in order to make updates and recommended that $800 in the Arts and Culture Committee budget be allocated to match the Heritage Commission s contribution in updating and printing the guide. Christians for the Common Good Inclusive Crosswalks At the November 21, 2017 Special Council (Committee of the Whole) meeting, Council received a delegation from Christians for the Common Good, which proposed that the City install a number of crosswalks with various designs to recognize people of different groups. Council referred the delegation to the Arts and Culture Committee. At its February 2018 meeting, the Committee made a recommendation (as listed in Attachment 1) regarding inclusive crosswalks, and Council subsequently received the recommendation for information. Develop Place Making Proposal for Queens Street Plaza At the March 2018 Committee meeting, subsequent to viewing a video entitled #BackyardExperiment: A Pop-Up Park and Social Study in Garema Place, Canberra, the committee forwarded the video to Council for consideration. Council referred the video back to the Committee to provide more information on the project.

12 ACC - Agenda Item 4.1 At its June 2018 meeting, the Committee discussed possible ways to revitalize the Queens Street Plaza, including possibly issuing a call for design to universities and colleges with an Urban Design program. The Committee will discuss the project in further detail at a future meeting. Arts Award The Committee reviewed nominations for the 2017 Arts Award at the November 6, 2017 meeting and made a recommendation to Council. The Committee reviewed nominations for the 2018 Arts Award at the June 11, 2018 meeting and made a recommendation to Council. Review Artist Caretaker in Residence Program At its June 2018 meeting, the Committee heard from Ryan Mellors, Port Moody s Artist Caretaker in Residence during the period, about his experience of being part of the program. Committee members provided feedback on the program to staff. In Progress The following lists items that the Arts and Culture Committee are in the process of reviewing. The Committee recommended that these items continue to be considered in : Explore Decorative Street Pole Lighting/Civic Building Lighting Complete the Review of Sign Bylaw with Respect to Murals Consider Ways of Supporting Action #2.1.3 from the Arts and Culture Master Plan ( Enhance communication approaches to sharing information on arts and culture events and initiatives in Port Moody Explore the Possibility of Creating an Ephemeral Community Art Piece Place making at the Queens Street Plaza Consider Creating an Art in the Garden event based on the Arts Centre Society s Art in the Garden Event Look for Opportunities to implement the Arts and Culture Master Plan Outstanding Matters Additions to the Arts and Culture Committee Work Plan were approved in March Consequently, there are a number of outstanding items. The Committee recommended that these items be considered in : Consider Ways of Supporting Action #2.1.1 from the Arts and Culture Master Plan ( Consider expanding the membership of the Arts and Culture Committee ) Consider Ways of Supporting Action #2.1.4 from the Arts and Culture Master Plan ( Undertake a cultural mapping process ) Consider Ways of Supporting Action #3.2.2 from the Arts and Culture Master Plan ( Create an inventory of all existing City-run arts and culture events and initiatives ) Consider Creating a New Event Based on ArtConnect s past ArtWalk Event

13 ACC - Agenda Item 4.1 Consider Creating a Culinary Event/Competition in Port Moody Attachment Arts and Culture Committee Resolutions.

14 ACC - Agenda Item 4.1 Prepared by: Reviewed by: Tracey Takahashi Deputy Corporate Officer Will Ying-udomrat Committee Coordinator Angie Parnell General Manager of Corporate Services Reviewed for Form and Content / Approved for Submission to Council: City Manager s Comments Tim Savoie, MCIP, RPP City Manager

15 ACC - Agenda Item 4.1 Attachment Arts and Culture Committee Resolutions The following table contains a summary of all motions made at the Arts and Culture Committee meetings, with the exception of motions regarding the adoption of minutes, motions to extend the meeting beyond two hours, motions to go into a closed meeting, and motions to grant leave of absences. Month Resolution Status January 2017 June 2017 June 2017 July 2017 September 2017 November 2017 January 2018 ACC17/002 Moved, seconded, and CARRIED THAT the 2017 Arts and Culture Committee Work Plan be forwarded to Council. ACC17/010 Moved, seconded, and CARRIED THAT staff be directed to enter into negotiations with the Vancouver Biennale. ACC17/011 Moved, seconded, and CARRIED THAT staff be directed to consult the Youth Focus Committee about potentially taking over responsibility for organizing the Youth Arts Festival. ACC17/013 Moved, seconded, and CARRIED THAT News and Announcements be added to future agenda items as a standing item. ACC17/017 Moved, seconded, and CARRIED THAT Action #2.1.7 ( Consider establishing an arm s length Cultural Leadership Group in addition to the Arts and Culture Committee ) be removed from the draft Arts and Culture Master Plan. ACC17/022 Moved, seconded, and CARRIED THAT the Arts and Culture Master Plan be endorsed as amended. ACC18/004 Moved, seconded, and CARRIED THAT the 2018 Arts and Culture Committee Work Plan be forwarded to Council as discussed at the January 8, 2018 Arts and Culture Committee meeting. Work Plan approved by Council. Council received the recommendation for information. The Youth Focus Committee declined the invitation to organize the Youth Arts Festival. This has been added to the agenda as a recurring item. This has been incorporated into the Arts and Culture Master Plan. Council has approved the Arts and Culture Master Plan. Council has approved the proposed additions to the Work Plan.

16 ACC - Agenda Item 4.1 February 2018 February 2018 March 2018 April 2018 April 2018 June 2018 ACC18/007 Moved, seconded, and CARRIED THAT installation of the crosswalks as proposed by the Christians for the Common Good delegation be postponed until after the City has installed the proposed rainbow crosswalks and has received community feedback on the rainbow crosswalks. AND THAT staff be directed to include installation of a veterans crosswalk at Veterans Way as a future possible project. ACC18/008 Moved, seconded, and CARRIED THAT the next meeting of the Arts and Culture Committee on March 5, 2018 be held at the Port Moody Station Museum. ACC18/010 Move, seconded, and CARRIED THAT the video entitled #BackyardExperiment: A Pop-Up Park and Social Study in Garema Place, Canberra be presented to Council as a concept for consideration as a potential project at Queens Street Plaza. ACC18/012 Moved, seconded, and CARRIED THAT $800 in the Arts and Culture Committee budget be allocated to support the Heritage Commission in updating, printing, and distributing the Port Moody Heritage and Public Art Guide. ACC18/013 Moved, seconded, and CARRIED THAT staff be directed to perform research on placemaking for Queens Street Plaza and report back to the Arts and Culture Committee with details on: Seating and tables; A box to collect public feedback; Playboxes; Moveable planters; Food trucks; Lighting; Impacts to nearby residents; Shelters; and Sound barriers. ACC18/016 Moved, seconded, and CARRIED THAT the four waste collection vehicle designs presented at the Arts and Culture Committee on June 11, 2018 be endorsed and forwarded to Council. Council received the recommendation for information. The March 2018 Committee meeting was held at the Port Moody Station Museum. Council referred the item back to the Committee to provide more information. Completed. Staff has reported back to the Committee. The Committee is discussing the placemaking project for Queens Street Plaza. A report has been presented to Council on June 26, 2018.

17 ACC - Agenda Item 4.1 June 2018 July 2018 July 2018 ACC18/018 Moved, seconded, and CARRIED THAT a budget of $25,000-$30,000 be allocated for improvements to the Queens Street Plaza. ACC18/020 Moved, seconded, and CARRIED THAT Council consider a new outdoor mural permit process, which includes a streamline application and the creation of a grant available to offset a percentage of costs. ACC18/022 Moved, seconded, and CARRIED THAT the annual report be forwarded to Council as amended at the July 9, 2018 Arts and Culture Committee meeting. In progress. A report will be submitted to Council in September Completed.

18 ACC - Agenda Item 4.1 This Page Intentionally Left Blank

19 Council Agenda Information M Regular Council June 26, City of Port Moody Report/Recommendation to Council Date: June 14,2018 File No Submitted by: Community Services Department - Cultural Services Division Subject: Artist Caretaker in Residence Pilot Program Review Purpose / Introduction To provide an update on the Artist Caretaker in Residence pilot program and to seek direction on the future of the program. Recommended Resolutions THAT staff proceed with a call for an artist caretaker in residence as recommended in the report dated June 14, 2018 from the Community Services Department - Cultural Services Division regarding Artist Caretaker in Residence Pilot Program Review; AND THAT the Cultural Services Operating Budget for the Public Art Coordinator be increased by 68 hours or $3,126 annually to support the Artist Caretaker in Residence Program; AND THAT the increase to the Cultural Services Operating Budget for the Public Art Coordinator be referred to the Finance Committee to identify a funding source; AND THAT an operating project with a budget of $5,000 funded from the Artwork Reserve be established to support the Artist Caretaker in Residence Program. Background An Artist Caretaker in Residence Pilot Program (Attachments 1 and 2) was approved by Council in This program combines the role of an artist in residence with that of a live-in parks caretaker. Council approved the implementation of a pilot program at Rocky Point Park on October 13, 2015 with the following resolution: RC15/334 THAT staff implement the Artist Caretaker in Residence Program as recommended in the report dated October 1, 2015 from Community Services Department regarding Artist Caretaker in Residence Program; AND THAT staff report back in Fall 2017 on the potential for continuance of the Artist Caretaker in Residence Program. EDMS#

20 ACC - Agenda Report/Recommendation to Council Artist Caretaker in Residence Pilot Program Review June 14, 2018 The artist selected through a jury and interview process was Ryan Mellors, a contemporary juggler. Mr. Mellors began his residency on June 2, Although the pilot program ended on October 31, 2017, Mr. Mellors' agreement was extended so that the caretaker residence remained occupied while the program is being reviewed. Discussion The pilot Artist Caretaker in Residence Program officially ended on October 31, The following list is a summary of community engagement achieved during the residency: artist presence at Rocky Point Park (weekdays and weekends) during the summer months in 2016 and 2017 (hour count not available); approximately two dozen park goers were taught some basic juggling techniques; Sunday potluck open to circus performers, with a presence in the Park; international guests from juggling convention were invited to join Mr. Mellors in the Park for a few days; "Rocky Point Circus" Facebook page was created; and the artist caretaker participated in the following events: o Mayor's Summertime Celebration; o CP Holiday Train; o SkyTrain Opening; and o Car-Free Day. The official completion of the residency took place during Culture Days, with the following two events: Virtual Reality Experience: This event was an opportunity for people to try a virtual reality system. Sample experiences were set up on mobile phones using cardboard viewers. A simple virtual reality experience of Rocky Point Park was created (for Android devices only). A demonstration using a high-end system was also planned. Unfortunately, technical issues with the hardware for the high-end system prevented demonstration that day; and Finale Performance at Inlet Theatre: A free performance was held at the Inlet Theatre on Saturday, September 30. This finale had Mr. Mellors and a guest perform several routines. As the artist's residency was extended, Mr. Mellors was also able to participate at the following additional events: 2017 CP Holiday Train; 2018 Volunteer Appreciation BBQ; and 2018 Community Fair. EDMS#

21 ACC - Agenda Report/Recommendation to Council Artist Caretaker in Residence Pilot Program Review June 14, 2018 As this was a pilot program, there were successes and some lessons learned. Successes of the pilot program include: «a unique art form was brought to Port Moody residents and visitors; the artist caretaker performed at a number of select City events; and an artist was provided with a residence, who otherwise could not afford to live in the area in which he grew up, which allowed him to continue to develop his art form. Key lessons learned include: less mainstream art forms require more creative ways of engaging the community; more one-on-one time with the artist throughout the residency is required to fully realize the potential of the artist and the program; exact expectations should be better defined at the beginning of the residency and specific engagement activities should be incorporated into the agreement; a template should be provided to better capture engagement activities; and combining the role of an artist in residence with a caretaker may have had an impact on the level of caretaker services received as an artist may not necessarily keep the same hours as an individual who works nine to five. Staff recommend continuing the program with a second term, with a residency beginning in the fall of 2018 and lasting approximately two years, ending on October 31, Approximate rental value for caretaker suite: $960/month Value of caretaker responsibilities (50%): $480/month Value for artist in residence portion (50%): $480/month Artist time valued at: Average artist hours per month: $48.00/hour 10 hours/month The artist will spend an average of 10 hours per month providing community engagement activities, which could include participating at an event, leading a workshop, etc. This equates to an hourly rate of approximately $48.00, which is consistent with the rate for the newly created staff artist position. Staff recommend the following changes in delivering the program in order to improve and better support the Artist Caretaker in Residence Program: increase the Public Art Coordinator's hours by four hours per three weeks, which equates to 68 hours per year or approximately $3,126 (2018 dollars). This is to allow for frequent interaction with the artist; after the artist is selected, specific engagement opportunities are to be identified and specified in the agreement; and EDMS#

22 ACC - Agenda Report/Recommendation to Council Artist Caretaker in Residence Pilot Program Review June 14, 2018 create an operating project with a budget of $5,000 to support the recruitment of the artist and some community engagement opportunities (i.e., jury fees, Communications staff support for marketing, project supplies, etc.). As with the original call, staff would assemble a small paid selection jury (by invitation) of local artists to review and interview candidates. Staff feel that the Artist Caretaker in Residence is a worthwhile program and has a relatively low cost, even factoring the increased funding requested to support the program. Much was learned from the pilot term and improvements will be made, should the program be approved for a second term. For example: more time with the artist is required at the beginning of the term to better understand how and where community engagement will take place; small improvements such as creating a sign, identifying the artist and the program, that can be used by the artist when set-up at Rocky Point Park or other locations; making better use of social media to promote the artist's activities and public appearances; and creating a form for recording the artist's activities in the program for better tracking and reporting. Staff will report back following the conclusion of a second term. Other Options 1. Council may choose to provide further direction to staff. 2. Council may choose to cancel the program. Financial Implications An annual increase of 68 hours is requested for the Public Art Coordinator to manage the Artist Caretaker in Residence Program, approximately $3,126 per year. $5,000 from the Artwork Reserve is also requested to support the program. Communications / Civic Engagement No communications or civic engagement initiatives are required at this time. If a second residency is approved, Communications support would be required once an artist has been selected. EDMS#

23 ACC - Agenda Report/Recommendation to Council Artist Caretaker in Residence Pilot Program Review June 14, 2018 Council Strategic Plan Objectives The Artist Caretaker in Residence Program supports the following goals under Council's Strategic Plan - Nurturing Community: The city is a vibrant community where people love to live, work, and play; Nurture the development of arts and culture in the community through an abundance of opportunities for cultural expression; and Encourage and support the establishment of gathering places and amenities which bring people together to support common interests. Attachments: 1. Artist Caretaker in Residence Program Proposal, Report dated July 17, Artist Caretaker in Residence Program, Report dated October 1, Artist Caretaker in Residence Program Revised. EDMS#

24 ACC - Agenda Report/Recommendation to Council Artist Caretaker in Residence Pilot Program Review June 14, 2018 Prepared by: Reviewed by: Devin Jain Manager of Cultural Services Kate Zanon General Manger of Community Services Reviewed for Form and Content / Approved for Submission to Council: City Manager's Comments x 7 Corporate Review ' (3il.iJL$- Tim Savoie, MCIP, RPR City Manager Initials Communications and Engagement Finance and Technology (Financial Services, Information Services) EDMS#

25 ACC - Agenda Attachment 1 Considered at the July 28, 2015 Regular Council Meeting Council Agenda Information S Regular Council July 28, 2015 Attachment 9.4 City of Port Moody Report/Recommendation to Council Date: July 17, 2015 File No Submitted by: Community Services - Cultural Services Subject: Artist Caretaker in Residence Program Proposal Purpose / Introduction To propose to Council a new program combining an Artist in Residence program and Parks Caretaker to be located at Rocky Point Park. Recommended Resolution THAT staff bring forward a detailed Artist Caretaker Program Proposal and Draft Service Agreement to Regular Council as recommended in the report dated July 17, 2015 from Community Services - Cultural Services regarding the Artist Caretaker in Residence Program Proposal. Background Rocky Point Park has a resident parks caretaker suite located in the Park Services Building on the second floor. In exchange for caretaker duties relating to the supervision of the Park, the caretaker is provided a reduced rental rate for the suite. The resident caretaker position at Rocky Point Park is currently vacant; this has provided an opportunity to review how this service is being delivered. As a result of this review, staff are proposing a new pilot program that would combine the responsibilities of a Parks Caretaker with an Artist in Residence program (see Attachment 1). Artist in Residence programs are quite common throughout the world. The foundation of most programs is that an organization provides studio space to an artist and, in exchange, the artist creates a body of work that would be exhibited or performed. Community engagement is also a key component, and the type will vary from program to program and from art form to art form. In some cases, artists will open their studio to the public one or two days per week and/or the artist may go out into the community to provide demonstrations or give lectures and talks. The Port Moody Arts Centre has been successfully operating an Artist in Residence program with clay artists for several years now. Should this pilot program be approved, this would be the first Artist in Residence program run by the City. Document:

26 ACC - Agenda Attachment 1 Considered at the July 28, 2015 Regular Council Meeting RC - Agenda Attachment 9.4 Report/Recommendation to Council Artist Caretaker in Residence Program Proposal July 17, 2015 Discussion With a desire to further the City of Port Moody as City of the Arts, staff have developed a program proposal that combines the roles and responsibilities of a Parks Caretaker with an Artist in Residence program to be located in the caretaker's suite at Rocky Point Park. The main goal of the program is to bring art into the lives of Port Moody citizens in everyday settings through exhibitions, demonstrations, and interactions with the artist. The Artist Caretaker in Residence Program would be based on principles of cultural development and community enrichment. The program would provide a stable work environment where an artist could pursue his/her current practice and experiment with new works free from the financial constraints of maintaining a live/work studio space. In exchange, the artist would establish a presence in the community, including engaging the public with his or her practice. This might include a presence at community events and festivals, leading workshops, and providing demos in the park and at other locations. Opportunities to partner with community organizations such as the Port Moody Arts Centre and Port Moody Station Museum should also be explored as the program develops. The exact manner in which the artist would engage the community would be greatly influenced by the type of artist selected and their particular art form. As part of the application process, artists would propose how they would engage the community during their residency. As well as fulfilling their role as an Artist in Residence, the successful proponent would also fulfill the role and responsibilities of the Parks Caretaker. In exchange for these two roles the artist would receive the caretaker suite at Rocky Point Park, including hydro and heat, at no cost. Additional utilities such as phone and internet would be the financial responsibility of the artist. Similar programs were researched across the country and it was found that program parameters can vary significantly. For our proposed program it is suggested that the artist would provide approximately 140 hours of community engaged art practices and projects each year - a little more than 11 hours per month. The pilot program term will be approximately two years, depending on the commencement date. The total number of hours provided by the artist would be calculated on a monthly basis once the program period has been established. The number of monthly hours is calculated in the following manner: Market rental value of the suite $886 Value of caretaker responsibilities $434 Balance $452 Artist's time valued at $40/hr Balance divided by hourly rate 11.3 hours/month The hourly rate of $40/hr is calculated based on fees for artists as outlined by Canadian Artists' Representation (CARFAC). 2

27 ACC - Agenda Attachment 1 Considered at the July 28, 2015 Regular Council Meeting RC - Agenda Attachment 9.4 Report/Recommendation to Council Artist Caretaker in Residence Program Proposal July 17, 2015 The proposed term is based on a two year cycle ending on October 31. The two-year term is proposed so that longer term stability is provided to both the artist and the City. The end date has been selected such that the wrap-up for the artist's term can coincide with Culture Days at the end of September, following which they would have one month to clean up and vacate the premises. If the program is successful, the next term would begin approximately December 1, providing one month for any required maintenance and cleaning. The proposed term serves several purposes. It allows an artist/caretaker to begin their term during a quieter time in the park and begin their work over the winter months. As the summer months approach, the artist can begin appearing in the park and at events. The culmination of the body of work can be shared with the public during Culture Days, taking place during the last weekend in September. Staff presented the draft program outline to the Arts and Culture Committee at their July 6, 2015 meeting. The Committee supports the program and passed the following motion: THAT the Draft Artist Caretaker in Residence Pilot Program be endorsed and forwarded to Council for consideration at an upcoming closed meeting. There will be some costs related to operating this program. For example, there will be some advertising costs and additional staff time required for administration early on. Other potential costs could depend on the type of artist selected for the residence. For example, a sculptural artist or artist working on ephemeral projects may have material, engineering, and installation costs that a poet would not have. The community engagement component of the program may also have some related expenses. Staff suggest that associated budgets be considered as part of the application and interview process, and that any costs directly related to the program artwork be covered as a program cost, with the Artwork Reserve being the recommended funding source. Staff further recommend that Council waive fees that may arise as a result of operating the program. This would include fees such as business licence(s) and permit fees, banner permit fees, and so on. This would not extend to other ventures the artist may choose to engage in that are not directly related to the execution of this program. It should be noted that, should the program be approved, the City will not realize $5,427 in annual rental revenue from the parks caretaker's suite. At this time, staff is seeking guidance from Council on this proposed program. A final draft program and service agreement could be brought to Council at a future date for consideration. Other Options Council may choose to receive this report for future consideration. 3

28 ACC - Agenda Attachment 1 Considered at the July 28, 2015 Regular Council Meeting RC - Agenda Attachment 9.4 Report/Recommendation to Council Artist Caretaker in Residence Program Proposal July 17, 2015 Financial Implications Some minor administrative, operating, and advertising costs will be associated with operating this program. Should Council support this pilot program, staff will be recommending that approximately $1,000 from the Artworks Reserve be allocated to fund these costs. Other potential costs include those to execute certain projects within the program depending on the type of artist selected and their proposed community engagement projects. These costs will be considered during the artist selection process and any funding required will be outlined in a report to Council with the Artworks Reserve identified as the recommended funding source. The remaining funding implication as outlined in this report is the loss of $5,427 in rental revenue. Communications / Civic Engagement One of the goals of this program is to increase civic engagement through artist talks, public appearances, and opportunities to see the works created by the artist. Both the artist and the City would maintain separate, yet coordinated, communications strategies. Council Strategic Plan Objectives The proposed program supports the following goals under Council's Strategic Plan - Nurturing Community: The city is a vibrant community where people love to live, work, and play; Nurture the development of arts and culture in the community through an abundance of opportunities for cultural expression; and Encourage and support the establishment of gathering places and amenities which bring people together to support common interests. Attachments: 1. Draft Artist Caretaker in Residence Program.

29 ACC - Agenda Attachment 1 Considered at the July 28, 2015 Regular Council Meeting RC - Agenda Attachment 9.4 Report/Recommendation to Council Artist Caretaker in Residence Program Proposal July 17, 2015 Prepared by: Reviewed by: De,@ifn}3fiT Manager of Cultural Services Department Head (initials): Ron Higo Reviewed for Form and Content / Approved for Submission to Council: City Manager's Comment/Concurrence City Manager Corporate Review Initials Community Services (Cultural Services, Facilities, Recreation) Development Services (Planning, Building, Bylaws & Licencing, Sustainability) Engineering and Parks Services (Engineering, Parks, Operations) Financial Services 5

30 ACC - Agenda Attachment 1 Considered at the July 28, 2015 Regular Council Meeting RC - Agenda Attachment 9.4 Attachment 1 Draft Artist Caretaker in Residence Program Pilot Term Program Description The proposed Artist Caretaker Program combines the artist in residence concept with our existing resident parks caretaker function. The proposed program would bring an artist to Rocky Point Park (2800 Murray Street), while maintaining the services of a resident parks caretaker. Rocky Point Park has a one bedroom caretaker's residence located on the top floor of the Park Services Building. In exchange for living and studio space, the artist would provide the services of a resident parks caretaker, as well as 260 hours of community engaged art practices and projects over a two-year term. The community engaged work could be centred out of the studio, with a focus on Rocky Point Park, and could include offsite locations such as the Port Moody Civic Centre and Recreation Complex. Goals of the Program The Artist Caretaker Program is intended to integrate an artist into the daily activities at Rocky Point Park through a combination of demonstrations, displays, and workshops, culminating in an activity supporting Culture Days, taking place in late September. During this pilot term, opportunities for partnerships and program profile will be explored with various organizations and events throughout the term. By providing a live/work space in exchange for the Artist's daily activities in Rocky Point Park, the City hopes to provide some financial freedom to the artist so that he/she can focus on his/her creative practice, as well as be available for community engagement projects throughout the year. In conjunction with the artist in residence component of the program, the quality of the Parks Caretaker services must remain at the same professional level as previously established. Residency Term For the pilot program, the residency term begins during the fall of 2015 and ends on October 31, Eligibility The call is open to artists working in the following disciplines: writers, composers, musicians, poets, 2D, 3D (excluding ceramic). Artists must be legally permitted to work in Canada. Document Number:

31 ACC - Agenda Attachment 1 Considered at the July 28, 2015 Regular Council Meeting RC - Agenda Attachment 9.4 Residency Specifics City of Port Moody's Responsibilities: Provide caretaker suite (the living/studio space) from fall 2015 to October 31, 2017 at no cost to the artist. The cost of hydro and heating is included; Provide major physical maintenance of the site - i.e., appliances, broken windows, etc; Provide support as a liaison to community events/festivals and organizations in order to develop workshops, demonstrations, and public engagement opportunities; Provide support to assist with annual planning and conduct periodic reviews and evaluations; e Promote the artist, his/her work, and studio residency; Provide the opportunity and space to participate in Culture Days in 2016 and 2017; and Share joint copyright of project documentation with the artist. Artist's Responsibilities: Fulfill the roles and responsibilities of the Parks Caretaker while making use of the space as a live/work studio to create a body of work (artist must be capable of performing the caretaker duties required by Community Services/FacilitiesJ; Establish a presence at Rocky Point Park and in the community; Develop creative initiatives involving community participants; Participate in key community cultural events, as identified by City staff; Maintain regular reporting to Community Services - Cultural Services; Maintain a project blog for documentation and marketing purposes which can include journaling, blogging, still photography, video, etc; Participate in City activities during Culture Days in 2016 and 2017; Share joint copyright of project documentation with the City of Port Moody; and Maintain at his/her own expense, accounts for any additional utilities desired, such as phone, cable, internet, etc. Document Number: