Terms of Reference Cedar Hill Arts Centre...TERMS OF REFERENCE THE ARTS CENTRE AT CEDAR HILL • 2011 _____ A. INTRODUCTION: The Saanich Parks and Recreation Master Plan, 2001 Cedar

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Arts Centre at Cedar Hill - Public Art Competition G:\PLANNING\Art\Public Art Juries\CEDAR HILL ARTS CENTRE\Call\Terms of Reference Cedar Hill Arts Centre.doc

DISTRICT OF SAANICH PUBLIC ART PROPOSAL CALL TERMS OF REFERENCE THE ARTS CENTRE AT CEDAR HILL • 2011

________________________________________________________________ A. INTRODUCTION: The Saanich Parks and Recreation Master Plan, 2001, recommended that a centre for the arts be developed at Cedar Hill Recreation Centre. The proposed design for the Arts Centre at Cedar Hill was approved and a tender for construction accepted in September 2010. The Arts Centre will fulfill space needed in the community for cultural and artistic activities through a combination of renovated space and additional space to total approximately 1,000 m2. Construction of the centre is scheduled for completion in the spring of 2011. The creative activities that will take place in this new centre will serve local residents, celebrate community identity, increase participation in cultural events, and facilitate exchange and understanding among socially, economically and culturally diverse groups. This new facility will serve as a community arts and cultural hub for Saanich and the Capital Region. As the District of Saanich believes that public art is important for creating a sense of place, a work of public art will form an integral component of the Arts Centre. Towards this end, the Corporation of the District of Saanich is holding a competition for the purchase of a permanent work (or works) of public art. The District of Saanich has called together a jury to oversee the public art review process. The Public Art Jury has determined that the broad theme for this competition is

“Reflection of the Arts and the creative activities happening in the Arts Centre at Cedar Hill.”

The total budget available for the art work is $29,500.00 dollars, inclusive of all expenses the artist may have and applicable taxes. B. PUBLIC ART POLICY: The District of Saanich Official Community Plan provides policies regarding public art including: “continue to promote the use of … public space for public art”; and “support the integration of public art in the design of public and private developments.” The District of Saanich has a 1% for Public Art policy to encourage the creation of new works of art for the enhancement of public spaces. The purpose of the District of Saanich’s Public Art policy is: • To increase the liveability and attractiveness of the Municipality by making art an on-going part of the public environment; • To increase public awareness and appreciation of the visual arts; • To stimulate the creation of new works and the growth of the visual arts and art related businesses within the Municipality; and • To provide a mechanism for citizens to be involved in the design of their public environment.

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C. BRIEF HISTORY OF THE LAND: When the early pioneers and farmers arrived in the area they would have seen gently rolling hills dominated by meadows and woodland typical of the Greater Victoria region. This area is distinguished by such species as Garry oak, arbutus, Douglas-fir, snowberry, camas, and fawn lily. A tributary to Bowker Creek flows (mostly underground today) through the Cedar Hill Golf Course and Park. The first land owner of the property that is today the Cedar Hill Recreation Centre and Golf Course was John Work and his family who operated Hillside Farm starting circa 1850s – 60s. The McRae family purchase 200 acres in 1886 and constructed the home (©1901) that still stands on the property (see Appendix A regarding the McRae home). Harry W. Eve started the Cedar Hill Golf Course on the property circa 1917. Saanich municipality purchased the land for a municipal golf course and park in 1967 and the Recreation Centre was officially opened in May 1973. Renovations and additions have been made over the years. D. CEDAR HILL RECREATION CENTRE • PROGRAMS The Cedar Hill Recreation Centre is one of four Saanich operated Recreation Centres and is located at the corner of Cedar Hill Road and Finlayson Street (see Schedule One attached). Saanich recreation centres provide accessible, affordable, and inclusive recreation programming, ranging from sports and fitness opportunities to the exploration and enjoyment of arts and culture. The amenities and programs for residents and visitors enhance community liveability and personal health. The services offered at Cedar Hill Recreation Centre include:

• Art Gallery

• Pottery Studio

• Dance Studio

• Four Indoor Tennis Courts

• Four Indoor Squash Courts

• Weight Room

• New Horizon's Seniors Club

• Multi-Purpose Auditorium • Meeting Rooms

E . ARTS CENTRE • CONTEXT The Arts Centre will form a new wing at the Cedar Hill Recreation Centre extending north of the existing building. The site backs onto an open grass slope. Adjacent to the site is a baseball diamond, the Cedar Hill Golf Course, a municipal heritage home, and a cluster of residential properties.

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The proposed renovation and addition of an Art wing will provide space for more programs (See Schedule Three – floor plan). Space proposed includes:

• two visual arts studios, • an improved pottery and ceramics studio,

• exhibition space, • dance studio, and • preschool and youth program space.

The proposal includes interior glass window walls between the studios and the hall that are designed to be able to be opened up and folded away to create a larger open space. Each art studio will have 6 glazed panels 3m high x 1.3m wide. The pottery studio will have 4 panels 3m high x 0.9m wide. The proposed drawings call for the placement of a coloured glazing panel with large text at the entrance to each program space. The purpose of the glazing is for greater light penetration and to allow some views to the activities. It may be possible to provide artwork that will provide some obscurity. The flooring proposed is concrete and rubber. It is intended that coloured symbols will be place in the flooring at each studio entrance to help way-finding. The concrete may be stained with colour before the concrete dries. The Architect for the addition is Hughes Condon Marler Architects. Construction of the addition is proposed to begin fall 2010. F . LOCATION FOR THE INSTALL ATION: The locations identified in Schedule Two- Site Plan attached are only suggestions as to possible sites for a public art installation. An artist may wish to propose an installation at one or all four sites, or may wish to choose a different location within or surrounding the proposed Arts Centre wing. Artists will be expected to explain why they chose a particular site or sites in their submission. There are no limitations on the type of art medium or form an installation may take Site A: Front Entry to the Recreation Centre A space just outside the main entrance of the building is defined by a solid blank wall with a stucco surface to the west and a glazed wall to the north with a café inside. The space is also bordered by a walkway to the south and to the east by concrete planters separating café seating area and the driveway. (See Schedule Four A). The ground material is concrete. Site B: Open space in the hallway of the new wing The hallway widens within the centre of the proposed arts wing to provide a space that is expected to be used by patrons as a waiting area. The preliminary design drawings show this area to be approximately 3.4m x 6.8m. It is proposed that in the future there will be a ramp built that will partially surround the area. The ceiling is proposed to be white drywall 3.5m in height and a slope upwards incorporating some reused wood from the original structure. This area is intended to be incorporated into a large events space when the movable window walls of the studios are opened up. Some wall space (4m wide) will exist in this area and the flooring will be a bright blue carpet. (See Schedule Four B – Perspective)

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Site C: Grassy slope below the McRae heritage home One of the architectural features of the new arts wing will be an extensive use of glazing. In particular the glazing of the north elevation will offer views to the grassy slope and the McRae family heritage home (See Schedule Four C). The slope from the back of the new building up to the first single oak tree is about 6%. This slope may also be viewed from Cedar Hill Road. G. COMPETITION THEME: The broad theme for this competition has been determined to be: “Reflection of the ‘Arts’ and the creative activities happening in the Arts Centre at Cedar Hill.” H. ELIGIBILITY: Artists must reside on Vancouver Island, the British Columbia Gulf Islands or within Greater Vancouver. I . BUDGET: The total budget available for the art work is $29,500 dollars, inclusive of all expenses and taxes. The budget for the art work must include (but not be limited to) the cost of the following:

• artist design fee, • materials, • production, • delivery, • installation, • other fees & permits, • insurance, • disbursements and • contingency.

J . COMPETITION - REVIEW PROCESS: This will be a two-stage, juried competition conducted under the policy and guidelines of the Comprehensive Arts Policy of the District of Saanich. Artists should be aware that details of the proposed additions may change through the construction phase. The first phase of the Public Art Competition is considered a conceptual stage. Submissions should include a presentation for a proposed art installation at a conceptual level. Details of space and surface dimensions will need to be worked out through Stage Two and finalized with the winning artist. Stage One: (See Schedule Five – Stage One Application Form).

Artists are required to submit the following: • resume; • signed application form; • proposed concept with written description and conceptual drawing(s) or

image(s); • rationale regarding the connection between the art work and the site location; • indication of materials and construction to be used and other pertinent details;

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and • documentation of previous work to the specifications provided on the application

form attached. The jury will assess submissions on

• durability, maintenance needs and public safety (if applicable); • consistency with the competition parameters and theme; • quality and practicability of the submission; • quality of previous work; • artistic merit; and • appropriateness of the work to the chosen site.

The artist’s relevant experience and the ability of the applicant to complete such a project will also be considered. Those recommended by the jury will go forward as semi-finalists to Stage Two. A maximum of three (3) submissions will be chosen to proceed to Stage Two. Stage Two: At Stage Two the artists are expected to provide a more detailed proposal for the Jury’s consideration. Each of the three (3) finalists will receive an honorarium of $250 to help defray the costs of the required submission. Finalists will be asked to submit the following:

• a detailed proposal with drawings to scale, • a timeline, • proposed materials, • engineering requirements (if any), and • a detailed budget.

The finalists will also be asked to meet with the jury to present and discuss their proposals. The Jury will assess the submissions based on:

• consistency of the submission with the theme and parameters of this Terms of Reference,

• artistic excellence, • appropriateness to the chosen site, • durability, maintenance & public safety (if applicable), and • previous experience including the ability of the artist to complete the project.

The District of Saanich Arts Centre Public Art Jury reserves the right to not name a winner for this competition, if the submissions are deemed to not satisfactorily address the standards noted above. K. JURY: Following direction from Saanich Council’s Public Art Policy, the Arts Centre Public Art Jury is composed of three (3) artists, one (1) representative from the community, and a staff representative from Saanich Parks & Recreation. The Public Arts Coordinator will be the liason between the artists and the Jury.

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L. COMMUNICATION: All verbal and written communication regarding the public art competition is to be directed to the Public Art Coordinator. Artists may not contact jury members to discuss any matters related to public art, their proposal, or the review process, until after a winner has been chosen. The only exception to this rule would be if the artist is a chosen finalist and is invited to a formal jury meeting to discuss their application. If an artist is determined to have contacted a juror as outlined above, the artist will be removed from the competition. M. “BLIND” SELECTION PROCESS: In order to let the art proposals speak for themselves, artist’s names will not be provided to the jury when they are viewing submissions during Stage One of the competition. Applications will be given a reference number, and a key will be prepared and maintained by the Public Art Coordinator. The Public Art Coordinator is a non-voting member of the jury.

The jury will not become aware of the specific artists until Stage Two of the competition. As part of Stage Two, chosen artists will be able to explain their proposal to the Jury at one of its formal meetings. N. COMPETITION SCHEDULE & DEADLINES:

1 Artist/Public Open House Date: October 27, 2010 Time: Drop in between 4:00 – 7:30 Location: Cedar Hill Recreation Centre

2 Deadline for First Stage submissions:

4:30 p.m. Monday, November 22, 2010

3 Notification to artists of stage one results:

End of November 2010

4 Deadline for Stage Two submissions:

To be announced

5 Interview Process: To be announced

6 Final Jury meeting (if necessary)

To be announced

7 Notification of artists and announcement of Winner

To be announced

8 Artwork completion deadline: Approximate completion time frame aiming for May 2011.

O. APPLICATION FORMS & SUBMISSION REQUIREMENTS: A Stage One application form is attached to this document (See Schedule Five). This form outlines the requirements for a Stage One submission. Submissions will be returned to artists by mail if a self-addressed, stamped envelope (with sufficient postage) is included with the submission, or it may be picked up after the competition is complete. The Corporation of the District of Saanich is not responsible for damage that may result from the mailing of submissions.

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P. OBLIGATIONS OF THE CHOSEN ARTIST: The winning artist for the project (if the artist accepts the work) will be required to sign a contract with the District of Saanich acknowledging responsibilities as follows: • Supply everything necessary to execute the artwork; • Obtain and maintain personal insurance coverage and Comprehensive Public Liability and

Property Damage Insurance during the period of the contract; • Register with the Workers Compensation Board; • Sign a contract with the Corporation of the District of Saanich that outlines the schedule,

payments and other pertinent conditions; • Installation of the artwork; • Retains copyright of the work, but the submission of the proposal grants the Corporation of

the District of Saanich the right to photograph the winning submission for information and archival purposes; and

• Submit detailed instructions for maintenance (if required) of the work. Q. SUBMISSION DEADLINE - STAGE ONE: The submission deadline for Stage One of the Arts Centre at Cedar Hill Public Art Competition is Monday, November 22, 2010 @ 4:30. Submission packages are to be addressed as follows: Arts Centre at Cedar Hill Public Art Competition Attention: Jane Evans, Public Art Co-ordinator District of Saanich Planning Department 770 Vernon Avenue Victoria BC, V8X 2W7 Submissions will not be accepted after the above-noted date and time. R. INFORMATION OPEN HOUSE: An information Open House will be held for artists considering submission to this public art competition. The open house is optional and is intended to give artists the opportunity to ask question regarding the project and the process. The information open house will be held on Wednesday, October 27, 2010 at Cedar Hill Recreation Centre, 3220 Cedar Hill Road. Artists may drop by anytime between 4:00 & 7:30 p.m. S. QUESTIONS: If you have any questions regarding the competition please direct any enquires to: Jane Evans, Public Art Coordinator Planning Department District of Saanich, 770 Vernon Avenue, Victoria BC, V8X 2W7 Phone: (250) 475-5494, ext 3401 Email: [email protected]

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ATTACHMENTS: Schedule One • Site Location Map Schedule Two • Site Plan Schedule Three • Floor Plan Schedule Four • Possible public art locations Schedule Five • Application Form

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Area of expansion for the new Arts Centre

Cedar Hill Recreation Centre 3220 Cedar Hill Road

Heritage Building

Schedule One: Location Map

Location of proposed Arts Centre at Cedar Hill

Cedar Hill Recreation Centre (3220 Cedar Hill Road)

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Schedule Two: Site plan for proposed Arts Centre

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Schedule Three: Floor plan for proposed Arts Centre

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Schedule Four A: Photo of Front Entry

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Schedule Four B: Perspective of Hallway Location B

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Schedule Four C: Photo of back slope

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Schedule Five: Stage One Application Form

THE DISTRICT OF SAANICH PUBLIC ART PROPOSAL CALL

Arts Centre Public Art Competition -

Stage One Application Form _____________________________________________________________________________

A. CONTACT INFORMATION:

Artist’s Name

Address

City

Postal Code

Telephone

Fax

E-mail

B. REQUIRED SUBMISSION MATERIAL FROM ARTIST FOR STAGE ONE:

Please ensure that the following information is enclosed with this entry form.

� Signed Entry Form

� One (1) copy of a typed statement on the artist’s philosophy and general concept for the project. The statement may not exceed one (8.5" x 11.5") page. � Drawing(s) or image(s) or a model of the artist’s concept. Images shall be provided in

a printed form and in a digital format. � One (1) copy of the artist’s resume outlining experience and training, focussing on experience relevant to this project. � Up to a maximum of twelve (12) digital images (or slides) of previous relevant work.

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Arts Centre - Public Art Competition 16

� Digital images of previous work - the order and labels of the images must correspond

with the completed Image sheet. Note: Slides may be accepted instead of digital images if necessary. Each slide must carry the artist’s initials, be marked as to top and front of the image and be numbered to correspond with the completed image list. If the work is permanently installed, the location is to be identified. Entrants should note that all slides should be suitability packaged in a protective transparent plastic sleeve.

� A completed digital image list (see attached form).

� Self-addressed, stamped envelope for the return of documented work. Please ensure sufficient postage. Submissions not accompanied by a self-addressed stamped envelope will not be returned by mail, and will be kept in the Saanich Planning Department for a period of four (2) months from the stage one deadline. If you wish to pick up your submission in person you may do so during the two month period. After the four month “hold period”, submissions will be recycled/disposed of accordingly. C. AGREEMENT WITH TERMS & CONDITIONS OF PROPOSAL CALL:

To The Corporation of the District of Saanich: I hereby make submission for the competition in accordance with the terms & condition outlined in the proposal call. Artist’s Signature: Date:

D. ARTIST CATALOGUE: (OPTIONAL) In certain circumstances the District of Saanich will undertake a direct proposal call or a commission for public art. To facilitate this process Saanich is developing a catalogue of artists and samples of their work. If you would like to be added to this catalogue please let the Public Art Coordinator know, and they will forward you an information package. Jane Evans, Public Art Co-ordinator District of Saanich, 770 Vernon Avenue, Saanich, BC, V8X 2W7 Phone: 475-5494 (ext 3401) Email: [email protected]

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Ar ts Cen t re 2011• Pu b l i c A r t Com pe t i t i on

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IMAGE SHEET Please ensure that each slide is marked with the artist’s initials, and is marked as to top and front of the image, and numbered to correspond with the completed image sheet. Please identify the location if the work is permanently installed. For digital images, please ensure that that the order of the images corresponds with the completed image sheet. IMAGE 1

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Documents

Terms of Reference Cedar Hill Arts Centre...TERMS OF REFERENCE THE ARTS CENTRE AT CEDAR HILL • 2011 _____ A. INTRODUCTION: The Saanich Parks and Recreation Master Plan, 2001 Cedar