Issue link: https://townofcary.uberflip.com/i/320439
Chapter 6 ! Getting There 44 Project Initiation, Process and Procedures The initiation process and procedures are integral to the successful execution of a public art project. This is the structure and basis for the project, and thus is a critical part of the Public Art Program. A formal public art policy should be adopted by Town Council, formalizing this process and outlini ng the planning and development process for public art projects in Cary, including the responsibilities and obligations of all participating Town officials. Capital Projects Planning Process Annual Funding Process Cary's Public Art Coordinator works clos ely with other Town departments during the fall of eac h year to review public art opportunities in capital projects in the coming year and beyond. The recommendations are reviewed by the Cultural Arts Manager ; the Director of Parks, Recreation and Cultur al Resources ; and the Public Art Advisory Boa r d. The public art projects are then submitted to the Town Manager and Town Council for approval as part of the annual Capital Budget process. Budgeting and Recordkeeping Budgeting and recordkeeping for publi c art in capital projects can be complex, but it is essential for maintaining records for actual public art costs for planning and auditing purposes. Public art budgets should include the cost for all phases of a public art project (i.e. conceptual design , schematic design, design development, construction and installation). An additional 5 to 8% of the project budget should be designated as contingency for the project. The budget for the public art project should itemize all fees, components, consultant s, insurance, travel expenses, fabrication and installation costs, and any other aspect of the project. The budget is in the artist's control, with the explicit understanding that the stated budget amount is final. Contractually, the Town can request "A dditional Work" from the contracted artist with an agreed amount. Briefing Sessions Early in the process, the Public Art Coordinator shall arrange at least one discussion session with all key project participants including, but not limited to, the Town p roject manager, the director of the site facility and his/her designee, the private sector developer or project designee, and the design project architect. The following topics, as well as others deemed necessary, shall be discussed: • Architectural design objectives for the building and site • Relationship of the public art project to the Capital Improvement Project (CIP) design objectives • Identification of the local community or definition of community in the context of the site • Any functional requirements or special site limitations associated with the C apital Improvement Budget (CIB) and CIP or private development project • The Public Art Program goals for the project • Description of the selection process, and composition of the Artist Review Panel • Budget for public art project, and line items in the CIP or development project that may be incorporated into the public art project (for example, paving, railings, landscape materials,) • Code requirements