THIRD MEETING OF THE

PUBLIC ART POLICY STEERING COMMITTEE

 

TOWN OF MARKHAM

Ontario Room

Markham Civic Centre

FEBRUARY 11, 2003

 

 

MINUTES

 

Attendance

 

Councillor A. Chiu

Councillor K. Usman

Linda Irvine, Manager, Parks and Open Space Development

Sharon Gaum-Kuchar, Director/Curator, Varley Art Gallery

Karen Boniface, Parks Planner

Judy Kee, Committee Clerk

 

Guests

 

Jadwiga Byszewski, Echo Research Institute

Boguslaw Byszewski, Echo Research Institute

 

Regrets

 

Councillor E. Shapero

Councillor J. Virgilio

Marjorie Rebane, Manager, Corporate Communications

 

The meeting convened at the hour of 4:10 p.m.

 

 

1.         MEMORANDUM OF UNDERSTANDING - INTERNATIONAL

STONE SCULPTURE SYMPOSIUM (ISSS) IN MARKHAM 2004

 

Committee had before them copies of the Town's draft Memorandum of Understanding relating to the International Stone Sculpture Symposium (ISSS) event to be held in Markham between June 6 and July 1, 2004, in addition to comments on the document from representatives of Echo Research Institute.

 

Ms. Jadwiga Byszewski, and Mr. Boguslaw Byszewski, were in attendance on behalf of Echo Research Institute

 

 

 

 

 

Members received copies of the "Call for Artists", the document inviting artists to participate in the ISSS, dated February 7, 2003.  A brief discussion followed with respect to its schedule and deadline dates, and it was noted that the representatives of Echo would be meeting with Mayor D. Cousens on Wednesday, February 19th to further discuss the event.

 

Sharon Gaum-Kuchar, Director/Curator of the Varley Art Gallery, advised that the Town's Finance & Administrative Committee is recommending to Council that the draft MOU be approved, in principle, subject to minor amendments and final review by the Town Solicitor.  She noted that the purpose of the meeting this date was to clarify and refine the Clauses of the MOU, and consider the comments presented by Echo.

 

Members reviewed the Clauses of the draft document, and the following comments were made:

 

(a)     - Echo should be responsible for all costs

         - Town would supply "location" as a "donation in kind"; it is not expected that

                  there would be other costs related to the use of the parkland, except for

                  an administrative permit fee, which the Town would cover

 

(b)     - MOU is not to be too specific; it is not a contract

         - Town to work with Echo to find a suitable location; possible locations: Toogood

                  Pond, Civic Centre, Millennium Park? (not to be specified in MOU)

         - Echo representatives advised that the Canada Council for the Arts Grant

                  Program requires confirmation of a site location by August 31, 2003

 

(c)     - discussion re possible core sampling; hydrological maps may be reviewed;

                  preliminary assessment from Toronto and Region Conservation Authority

 

(d)     - agreed, as long as it will include reference to Echo having the appropriate

                  financing in place prior to Town incurring any costs; Echo advises that

                  final status of grant should be known by January 1, 2004;

 

(e)     - minor amendments relating to equipment; it is expected that each stone

                  will weigh approximately 4000 pounds; as Parks Department does not

                  own equipment that will carry this weight, Committee discussed the

                  need to hire contractors; Echo will provide a list of appropriate contacts,

                  the cost of which will be covered by the organizers;

         - Town would have to assume responsibility for all of the pieces up to two months

                  or for a comfortable amount of time, agreed to by both parties;

 

 

 

 

(f)      - brief discussion and both parties agreed to leave this Clause in

 

(g)     - agreed to leave in; Echo working towards this timetable

 

(h)     - it is expected that it will take 1-2 days to off-load stone onto site; there will be

                  12 stones (10 + 2 extra pieces due to the possibility of internal flaws);

                  discussion regarding "working base" vs "permanent base";

         - Echo's responsibility to obtain sponsors for each piece; disposition of pieces

                  following exhibition if no sponsor found would be by auction and artists

                  would be paid a fee or commission, otherwise, artist is not compensated;

         - discussion relating to tax receipts

 

(i) & - Clerks Department will be contacted regarding Town's requirement with respect to

(j)               liability insurance (i.e. general comprehensive public liability naming the

                  Town of Markham as an additional insured);

 

(k)     - add following statement at end of Clause: "as part of its agreement for in-kind

                  services".

 

(l)      - delete "During the event" at beginning of Clause, and replace with "From arrival

                  of stones,"

 

(m)    - Echo requesting that Town determine their choice of piece/pieces according

                  to the maquettes, rather than the from the final works; discussion

                  of including a waiver Clause, i.e. "we reserve the right to…."

         - wording should indicate that Town is able to choose and have "right of first

                  refusal" of one, any or all pieces;

 

(n) & - agreed that Clauses (n) and (o) would be included in Clause (m).

(o)

 

 

Ms. Gaum-Kuchar advised that the amendments would be incorporated into the draft Memorandum of Understanding, at which time the document will be forwarded to the Town's solicitor for comments.

 

 

ADJOURNMENT

 

The meeting adjourned at 6:00 p.m.