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09/08/2015 - City Council SpecialSPECIAL CITY COUNCIL MEETING TUESDAY SEPTEMBER 8, 2015 5:30 P.M. EAGAN ROOM-EAGAN MUNICIPAL CENTER AGENDA I. ROLL CALL AND ADOPTION OF THE AGENDA II. VISITORS TO BE HEARD III. UPDATE FROM CNH ON FIRE CONSOLIDATION UPDATE FROM ORETEL ON CENTRAL MAINTENANCE PHASE 1 IV. ARTS AND CULTURE MASTER PLAN IMPLEMENTATION V. OTHER BUSINESS VI. ADJOURNMENT Agenda Information Memo September 8, 2015 Special City Council Workshop III. Project Updates: Project 1206, Central Maintenance Facility Renovations And Project 1211, Eagan Fire Station One Action To Be Considered: Staff is seeking to provide an update to the Council regarding design and schedule for Projects No. 1206, Central Maintenance Facility Renovations and No. 1211, Eagan Fire Station One. Facts: ➢ On June 9, 2015, at a Special Council workshop, the City Council directed that the CMF expansion and Fire Station One construction move forward to the design stage. ➢ On July 7, 2015, a contract was approved with Oertel Architects to develop plans and specifications for Phase 1 of a CMF expansion. ➢ On July 7, 2015, a contract was approved with CNH Architects to develop plans and specifications for the Fire Station One project. Items for Council Consideration: Architects from each project will review the following seeking input from the Council. Copies of each presentation will be provided to the Council in the Tuesday Additional. ➢ Central Maintenance Facility—Jeff Oertel o Review Site Plan - Clearly show Phase 1 and Phase 2. o Review Building Plan o Present Request for Variance -Salt Storage Building Roof o Review Proposed Project Schedule o Present Cost Estimate ➢ Fire Station One — Quinn Hutson o Review Site Plan o Review Building Plan and Elevations (2) o Review Proposed Project Schedule o Present Cost Estimate ➢ Proposed Project Milestones: o The September 15 City Council meeting will include an action to be considered, scheduling a public hearing for the October 20, 2015 meeting to obtain public comment on the intent to issue CIP bonds to finance the Fire Station and CMF phase #1 projects. o At the October 20 City Council meeting a public hearing will be conducted to obtain comment on the intent to issue the CIP Bonds o Following the October 20 City Council meeting, if a petition requesting a vote on the issuance of the CIP bonds is signed by voters equal to five percent of the votes cast in the last City election and is filed with the City Clerk within 30 days after the public hearing, the City will be required to conduct a referendum, or the City will not be able to issue the CIP bonds under these same provisions, for a period of 365 days. o Approval of the sale of the bonds, along with plans and specifications for each building project are currently scheduled to be place on the December 15 agenda for City Council consideration o Bid opening for each project will be scheduled for later in January 2016, or February, with contract awards shortly thereafter o Construction would begin in March -April, 2016 o The April 7, 2016 City Council is scheduled to include award of the sale of the bonds to finance the two projects Attachments: (3) 111.1— Central Maintenance Facility Project PowerPoint Slides 111.2 — Fire Station One Project Report 111.3 — Fire Station One Project PowerPoint Slides i ' z ' W � + �.."- �- � i W � � f. r+ e Q a, 3 a � I i.13 .. ... � i w S I w 0 0 0 LO Ca a N 0 0 0 0 7 1-1 0 N N 0 X07 Cq C14— LO LO (Y) r" r" 0- IT co u7 Pte° 0 0 0 0 0 Ca a N 0 0 0 0 o 0 Cq C14— LO 00 M � Iq u7 Pte° i cv C' Eagan City Council Fire Station #1 Design Presentation • Executive Summary • Site Plan The following report is an update on the design progress for the proposed new Eagan Fire Station #1 project. Since the last update to City Council, CNH Architects and our engineering consultants have been further clarifying the Fire Station #1 project through the design development phase. We met regularly with fire department leadership and other city staff who have provided valuable input into system preferences for the city and operational goals for the facility. With this input, we have put together an updated Design Development drawing and specification set incorporating this additional level of information and detail, that was then used to update the project's cost estimate. The site plan, floor plans, and exterior image renderings shown in the following pages represent an overview of the current Fire Station #1 design. There have been only relatively small changes to the basic layout of the site and the building. Site items that have changed include adjustments to the paving alignment to maximize apparatus turning radius options, development of berms to create screening and improve soil balance levels, definition of sidewalk locations and a seating area to safely allow for neighboring residents to observe firefighter activities. The floor plan changes mostly involve simplifying the stair connection between levels and enlarging a few mechanical and electrical spaces to fit the actual equipment selected for the facility. MEMMIMMM The project design is on schedule for construction document completion by the end of 2015 and bidding in January of 2016 if approved by Council. This will allow for a construction start as soon as weather permits in April, 2016, and a completion date target of February, 2017. The updated Design Development cost estimate was provided by CNH Architects' cost consultant for the hard costs and staff input for owner soft costs. At this stage in the project, the cost estimate incorporates a significant amount of individual unit pricing for specific quantities of building materials and equipment that has now been selected instead of the square foot system pricing that was provided at the earlier estimate. This allows for more accurate pricing and therefore the reduction in design contingency. The master project budget, shown in detail at the end of this report, provides for a new Total Estimated Project Cost of $5,917,896. This is a 3% increase in total hard and soft costs; however, the added costs are basically related to three changes in scope identified as recommended or needed to be included in the project; otherwise the updated building costs were consistent with the earlier estimate. The three changes in scope are the following: • Providing an emergency generator for the fire station • Extending fiber optic service to the site • Change in building code requiring commissioning of mechanical and electrical systems These items are discussed in more depth further in the report. CNH Architects will be on hand to review this update with the Mayor and City Council and I look forward to answering any questions you might have at that time. Respectfully Submitted, Quinn S. Hutson, AIA, LEED AP Principal CNH Architects hL-.... ... . yf IC . -\ A{ First Floor Plan - Overall IMM Apparatus Bays Support Spaces E -2,42,'--m Living Spaces IPE -10- Admin Spaces EM Storage/Mechanical First Floor Plan - North Bays Apparatus Bays RM Support Spaces I Living Spaces 114 Admin Spaces OW Storage/Mechanical First Floor Plan - South Bays Apparatus Bays �� Support Spaces O.,,` Living Spaces Admin Spaces IIIIIIIIIIIIIIIIE Storage/Mechanical Second Floor Plan - Overall I=i Apparatus Bays Support Spaces Living Spaces LE A Admin Spaces Storage/Mechanical Second Floor Plan - Dorms and Dayroom � Apparatus Bays I . . .... -,. Support Spaces EM Living Spaces I Admin Spaces EM Storage/Mechanical Northwest Perspective - Diffley and Blackhawk Intersection Southwest Perspective - Blackhawk and Site Entry Drive Southwest Perspective - Building Closeup The project design is progressing as anticipated and is on schedule to meet the projected timing shown below. Construction Documents - September - December, 2015 Bidding - January, 2016 Review Bid Results & Authorize Contract - February, 2016 Mobilization and Shop Drawings - March, 2016 Construction -April, 2016 to February, 2017 The following Design Development Cost Estimate shows the total project costs including hard costs, soft costs and contingency. The hard costs were developed by Professional Project Management (PPM) using quantity take -offs from the design development drawings and specifications. The soft costs were developed as a combination of past projects done by CNH Architects and city fire department, IT and facility management staff budgeting efforts. The table shows the values for each major project category comparing between the Schematic Design cost estimate done in May, 2015, and the Design Development cost estimate just completed. u R �,yR Y = Schematic Design Cost Estimate 5/15 Design Dev Cost Estimate 9/15 Facility Size at Time of Estimate (Net Interior sf) 14,867 15,351 Site work $623,797 $576,071 Building shell $893,220 $986,368 Interiors $786,088 $780,997 Conveying Systems (Elevator) $100,000 $84,000 Mechanical $787,389 $933,196 Electrical $267,900 $406,779 Subtotal - Direct Cost $3,458,394 $3,767,411 GC / CM General Conditions 12.0% $415,007 $452,089 Contractor Overhead & Profit 4.0% $154,936 $168,780 Construction Cost Escalation to 1/16 Bid 5.5% $598,939 $448,563 Sub -total - Hard Costs $4,627,276 $4,836,843 Cost per Net Area (sf) $311.24 $315.08 Owner equipment $80,000 $80,000 Furnishings & appliances $60,000 $60,000 Cabling & video $120,000 $120,000 Fiber-optic extension to site $0 $50,000 Sub -total - Owner FFE $260,000 $310,000 Architectural & Engineering Fee $298,109 $298,000 Attorney's Fee (estimate) $4,000 $4,000 Special Inspections and Testing allowance $22,000 $25,000 Metropolitan Council SAC Fee (13 units estimated) $32,305 $32,305 Sub -total - Soft Costs $356,414 $359,305 Total Estimated Project Cost without Contingency $5,243,690 $5,506,148 Contingency Hard Cost & FFE (SC estimate 10%, DD estimate 8%) $488,728 $411,747 Total Estimated Project Cost $5,732,417 $5,917,896 Alternate #1 - Exterior Snow Melt System $0 $25,072 Alternate #2 - Exterior Facility Landscape Art Feature $0 $10,000 The Estimated Total Project Cost has increased by $185,478 from the earlier cost estimate, a change of 3%. There were three notable changes in project scope that represents this change in costs. 1. Provision of an electrical emergency generator system (add $93,759) 2. Extending fiber-optic cable to this site along 'Diffley Road from the nearest existing fiber- optic line at Johnny Cake Ridge Road (add $50,000) 3. Building Code change as of June, 2015, requiring commissioning of mechanical and electrical systems (add $16,825) The emergency generator was recommended by the fire department as appropriate for station of this size to maintain smoother operations during a power outage event. Fiber-optic service is desired as a standard service to all city buildings and was determined to not be available at this location of the city. The cost shown above is a conservative installation cost to extend the cable along Diffley Road from Johnny Cake Ridge Road across the Interstate 35E bridge to the Blackhawk Road intersection. Finally, the newest Minnesota State Building Code was adopted June 2, 2015, which was after the previous estimate. This new code requires commissioning of the mechanical and electrical systems in new buildings of this type which was not included in the original budget. The commissioning will provide value to the Fire Station as well by optimizing mechanical and electrical systems for peak performance and efficiency. The project contingency was reduced in this estimate from 10% to 8% as more design information was available for use. This percentage will further reduce at completion of the construction document phase down to the 5% construction phase contingency that we would recommend carrying for any project of this type. Likewise, the cost escalation percentage was reduced from 7% to 5.5% forthis estimate as we are closer to the proposed bid date, resulting in less uncertainty in the construction industry pricing climate at time of bid. According to the cost consultant, the construction industry is still experiencing an annual inflation rate of approximately 7% when averaged across all construction. The cost escalation percentage will be eliminated once actual bids have been received. NMNW_� r--0 0 4-J m -I--j () OLn M W -moi CD N � s E 1 00 o W - O W E O 4-J C6 V) s Cu w rylo _0 Q) m U Q) O m E U m O O J Q) -�--� Cl)4—jX 4-J O O O UC1 Y r�\ L L� UO (/1 LU c— 4� U (n O 0 ' vi V) E 4� -0 O C6 N F- L cerin U c- u �0 o O U O :'--' c-6 c- ?: 0- .0 V v (1) w > m U U o a� N N O E N o Q � T W O O Q) m O /W O n ry- y- 0 0 •� >U � U W W W W rl rl > c ) () O 1 1 0 0 a --J 4—J V) LU 4� (n O 4� -0 O C6 N U 4-J cerin U c- u �0 o O U O c- ?: 0- O V v (1) w . > O 4 m o a� o > � o Q � T W W m O /W O n ry- (O v O 4-J m LL Q m e., ti4w C-3 E t 5' x. F t F m ME e., ti4w E F t F 3 h�ieS � ME 0 C� U . W O L. n • 0 0 QD O N LL O V 4-J bn cu LU I U m +-j N O U O Q) N U 4-j Q O o?S N U O p � cn a� O u I m 4--, Ln c .> O U m or • 0 0 QD O N LL O V 4-J bn cu LU 0 O m 00 d1 Ln 0o -c.n- C) Ln tom-- Ems!] m CD VT V eM m .. - 4C) LU Co Ln u - r . r a 00 Ml LLI CID r.� 6 LUth 0 U U)t r � U co UJ W, rD 4.0 U .' U.—t O m 00 d1 Ln 0o -c.n- n Cl U:-71 r u c Q) Q O m Q) V) V) O Q) C) m U U 0- 0 a� U -N 0- 00 O �, O O 4-- Ln V 'x Q) a --J (� U-) O cr (a) a� w E n U CT Q) L- Ln E Ln (/) m U +-J U (a) oW O 4-J L LL Agenda Information Memo September 8, 2015 Special City Council Workshop IV. Arts And Culture Master Plan Implementation Action To Be Considered: Staff is seeking further direction from Council regarding implementation of the recommendations from the Arts and Culture Master Plan. Facts: ➢ The City received funding from a private foundation to complete an Arts Visioning Master Plan. City Council, at the February 5, 2013 meeting, accepted the funding and directed the APrC to guide the work of the plan through a series of conversations with community stakeholders. This was included in the APrC 2013/2014 work plan. ➢ Consultants from Forecast Public Art were contracted on February 20, 2014 to facilitate community conversations and to make recommendations for a vision and related policies to integrate visual art into Eagan's community. ➢ The Steering Committee, comprised of APrC members, community members and staff met with Forecast Public Art on July 16, August 20 and October 20. Committee members included representatives from the APrC, the Eagan Art Festival Board, the Eagan Theater Company and the Caponi Art Park Board. ➢ The Arts Vision report and committee recommendations were reviewed by the Council on January 13, 2015. The committee recommended that: o Art in Eagan's public spaces, both interior and exterior, should principally contribute to a Sense of Place. In doing so, artwork should be selected which: o Draws attention and is memorable o Expresses a range of community points of view o Offers unique communal & individual experiences o Evokes emotional responses & conveys meaning o Engenders a unique identity o Enhances community connections o Weaves into Eagan's fabric o In addition, the committee recommended consideration shall be given to artwork that: o Acts as a landmark, meeting place, or part of the way finding system. o Enhances connections to nature and parks. o Promotes the integration of art with urban, landscaping, and architectural design. o Recognizes ethnic diversity. o Encourages innovation and artistic excellence in public art ➢ The Council approved a policy for selecting Artwork and Memorial Installations on City Owned Spaces on August 3, 2015. Items for Council Consideration: A number of recommendations from the Steering Committee were directed to staff to return to the Council for additional discussion and direction. The public policy issue and questions are as follows: ➢ Committee Recommendation: "The City shall encourage the inclusion, with intentional design, of public art and/or aesthetic elements in all City capital projects, including renovations and remodeling. " o Does the Council wish to have a requirement of artistic elements in all architect and design solicitations/agreements for City building projects? i.e. "The City of Eagan encourages/requires the use of color, architectural design and artwork which adds to the sense of place and community identity in public spaces of building projects. " o Does the Council wish to determine a minimum project value for this purpose? o Does the Council wish to further define the types of projects in which artistic elements are encouraged? i.e. "Indoor art is encouraged in projects with a public service or meeting areas." , "Outdoor landscaping and artistic elements or objects are encouraged in all high traffic areas." Or "Outdoor landscaping and artistic elements/objects are encouraged in locations identified in Arts Master Plan. ➢ Committee Recommendation: "The City shall develop a master plan of locations along public right-of-ways where the addition of artistic elements can improve way finding." o Process Recommendation o Staff led project with team from Parks & Recreation and Public Works create map of potential locations. o APrC reviews map and invites public comment through process used for public art selection. o APrC makes recommendation to City Council. o If approved, include in subsequent Comprehensive Guide Update. ➢ Committee Recommendation: "The City shall explore engaging an artist or group of artists to participate in decision-making with regard to capital investment projects and the aesthetic qualities of public places." o Does the Council wish for this to be a separate, designated person/group or would this type of service be included through consultant services for each capital project? ➢ Committee Recommendation: "The City shall determine the appropriate group to oversee selecting and recommending art in public places. This may be an expansion of current responsibilities, and/or establishing ad hoc committees, as needed." o Does the Council wish for the APrC to continue as they have for previous artwork selections? o Does the Council wish to clarify this to exclude design elements included in City capital projects? (Design and selection for capital projects provided through project architect/consultants?) ➢ Committee Recommendation: "Council shall encourage the inclusion of visual art elements in private projects that include spaces for public gathering, but not legislate to make it a requirement." o Does the Council wish for any additional work to be done on this issue? o Would inclusion of Public Art into all public and private gathering spaces be a candidate for inclusion in the Comprehensive Guide update? ➢ Develop and present funding mechanisms for City -owned and City -developed public art installations. o The committee's discussions and work focused on encouraging art in early stages of projects where it is included in design rather than being a stand-alone feature. The committee did not make a recommendation for specific locations to incorporate public art in this phase of the planning process. o Funding opportunities may vary depending on the type and scope of any given project. Therefore, the committee provided the Project for Public Places' compilation of funding mechanisms used by other cities for this purpose. o A report of funding methods used by similar cities is included as an attachment. o Possible funding sources for Council consideration: o Designate a budget percentage or other designation as part of all capital projects to be used for art within the project. o Allow for consideration of art purchase as part of future Parks CIP budgets. o Allow for consideration of art purchase/project supplies as part of future City operating budget. o Submit applications for grant funding. (On-going) o Encourage support of art installations through donations from local service and community organizations. (On-going) Attachments: (2) IV.1 Memo Suburban City Examples — Art in Public Place IV.2 City Art and Memorial Art Installation Policy Ab� City of Eagan demo To: Dave Osberg, City Administrator From: Juli Seydell Johnson, Director of Parks & Recreation Julie Andersen, Recreation Program Supervisor - Art House Date: September 8, 2015 Subject: Suburban City Examples - Art in Public Spaces City Council requested additional information regarding examples of how other suburban community include and fund public art projects. Listed below are examples from the Twin Cities metro. St. Louis Park • There are 20 pieces of public art available for view or in progress in St. Louis Park. This includes both art pieces on City -owned land and in public spaces of private developments. • Public Art Project selection and inclusion in capital projects is often facilitated by Forecast for the Arts through a contract with the City. The City staff representative for these projects is the Parks & Recreation Director and the Community Liaison Staff. • Public art enhancements are required in all capital projects which include funding from the City of St. Louis Park. Example is etched art glass in the windows of permanent park buildings. • Public art enhancements are encouraged in public spaces of private developments. Public art is encouraged and negotiated with those developments that are receiving financial assistance such as TIF. o The City assists the developer with the process of including art pieces. Including facilitating meetings between developer and neighborhood representatives. The City may also pay for consultant services to assist with process. o The developer pays for the artwork. • The City uses the Development Fund to pay for the public art process. They do not budget a specific amount, as it is only used on an as needed basis for public art projects that requires funding. The Council passed a policy giving the City Manager the authority to use CVB funds at his discretion for maintenance or repair of public art. They utilize the park maintenance budget for minor public art maintenance issues. Edina Forecast for Public Art is hired as a consultant for many projects. Additionally, a committee including St. Louis Park Friends of the Arts, neighborhood representatives and a working artist, assist in the process. There is not minimum development size requirement for public art inclusion. The location and type of development are factors in determining if public art should be included or encouraged. Edina has an Arts & Culture Commission which was established in May 2013. The goal of the commission is to help build a vibrant community through art and culture. Members are appointed by the City Council for 3 year terms. Public Art Edina is a subgroup of this Commission. o Goals include: • Build awareness and pride in community heritage. ■ Serve as a vehicle for public education in the visual arts. ■ Make recommendations for creative fund-raising mechanisms to public art displays. ■ Promote economic development through the arts. Funding - Public Art Edina requests $10,000 per year from the City budget. This is considered "start-up" money for the selection of 11-20 pieces each year for a rotating/temporary installation. Additional revenue is obtained through fundraising, in partnership with the Edina Foundation. Edina's art program is essentially an "Art on Loan" program: • Selected artists are given a $500 stipend to loan their work for City display for a period of one year. • The artist(s) install the work, maintain it, and carry their own insurance. • Placards with artists' information and prices are displayed with each piece. • In some cases, an individual has purchased an art piece and donated it to the City to make it a permanent display. Once donated, the City maintains the piece. Bloomington • Public art in Bloomington has emerged with the recent activities of the Our Town grant from the National Endowment for the Arts. o A $100,000 grant was received by Bloomington Theater and Art Center, (now called Artistry), in cooperation with the City of Bloomington, to fund 4-6 demonstrations projects as part of a creative placemaking plan. o The cash match from the City of Bloomington for this 3 year project was $90,000. (Note that the City originally pledged $75,000 and subsequently increased the funding to the $90K amount.) o Artistry also secured about $20,000 is in-kind and cash support from corporate sponsors for the project. o The City of Bloomington recently committed $225,000 to commission a James Brenner sculpture in the South Loop. See hqp://www.jamesbrenner.com/now-blog/2015/3/13/upcoming-prof ects- bloomington-roundabout. While the creative placemaking initiative is not exclusively public art, it has given Artistry/City of Bloomington the opportunity to develop art and design projects in the public sphere. o Artistry will soon be going to City Council for approval of a 3-5 year placemaking plan that would dedicate public funding toward 3 or 4 art/design projects, as well as community building activities aligned with those projects. o This dedicated funding would pay for part-time staff to administer the projects. This staff position would also be responsible for seeking out additional private funding (corporate and foundation) to add to the public funding. The hope is to create hybrid process of public/private funding for creative placemaking and public art. The Civic Plaza hosts an ongoing, rotating Art on Loan program. The artwork created by former exhibiting artists is on display throughout the civic plaza for a two year period. Mankato • The Twin Rivers Council for the Arts serves as the facilitator for CityArt Mankato, a walking sculpture tour located in downtown Mankato. • CityArt Mankato is an art on loan program to display public art annually. They currently have 31 sculptures on display for 2015. • Funding is a collaborative effort of the City of Mankato, the City Arts Commission and the City Center Partnership (businesses). Money is raised from corporate donations, sponsorships and grants. The city contributes approximately $8,000 to the $60,000+ budget. Expenses include artist stipends of $750 each, cash awards, marketing, installation, maintenance and repair. The funds also allow for the purchase of the People's Choice Award winner. This year $18,000 will go towards that purchase. The People's Choice winner becomes part of the permanent collection. • Businesses have the option to buy or lease additional sculptures from the tour • Selection is made by a committee of 14 people including artists, city staff, business people, and community members. • All sculptures are insured by the City of Mankato. • This program has encouraged local artists to create and be a part of their community. It has supported the local economy by encouraging traffic and by supporting working artists. Minneapolis • Minneapolis Art in Public Places has been funded by the City of Minneapolis for over 30 years. In the early years, there was a tradition of 1% of the net debt bond dedicated to public art. In 2005, the City's Plan for Art & Culture recommended an increase to 2%, closer to 1% of the overall capital budget. Unlike most major cities, Minneapolis does not have an ordinance or policy, just a tradition. St. Paul • St. Paul has an ordinance of to dedicate 1% of eligible capital budget to public art. In addition, they appropriate 1/z% of the Capital Improvement Budget to the restoration and maintenance of their public art collection. Also, the ordinance also calls for artists to offer their perspectives to the City's public art plans, as well as create artwork for capital projects. City of Eagan Policy for Public Art and Memorial Installations in City Owned Public Spaces Statement of Purpose The purpose of this policy is to encourage the display of public art in the City of Eagan and to provide a mechanism for the inclusion of public art and memorial structures throughout the city's public spaces. Public art plays a vital role in supporting a community cultural identity. Public art can also acknowledge and celebrate the City's history through commemorative art, memorials, and interpretive projects. Public Art "Sense of Place" Guiding Principles Art in Eagan's public spaces, both interior and exterior, should principally contribute to a Sense of Place. In doing so, artwork should be selected which: • Draws attention and is memorable • Expresses a range of community points of view • Offers unique communal & individual experiences • Evokes emotional responses & conveys meaning • Engenders a unique identity • Enhances community connections • Weaves into Eagan's fabric Consideration shall be given to artwork that: • Acts as a landmark, meeting place, or part of the way finding system. • Enhances connections to nature and parks. • Promotes the integration of art with urban, landscaping, and architectural design. • Recognizes ethnic diversity. • Encourages innovation and artistic excellence in public art Process for Selection Artwork and memorial structures may be acquired through donation, open competition, invitational competition or direct selection. The process for evaluating proposals is as follows: 1. Proposals for placement of artwork or memorial structures must be made in writing to the Director of Parks & Recreation. 2. Public comment period will be announced at an Advisory Parks & Recreation Commission (APrC) meeting. 3. Artwork proposed for placement in public right of ways will be reviewed by the Department of Public Works to assess public safety and access in these areas. The Director of Public Works, or a designee will prepare a recommendation for such artwork. 4. APrC evaluates proposal based upon criteria in this policy and makes recommendation to Eagan City Council. 5. Consideration by the City Council. Required Proposal Information The written proposal must include: 1. A photo or drawing of the artwork. 2. Estimated value of the artwork. 3. Description of materials used to create the artwork, including materials needed to display/secure in the selected location. 4. Dimensions of artwork, including base or mounting structure required for installation, if applicable. 5. Description, including materials, dimensions, wording and location, of interpretive signage for the structure, if applicable. 6. Statement of how the work addresses Eagan's public artwork guiding principles and contributes to a Sense of Place. Consideration should also be made as to how the artwork relates to the site and/or any historical context. 7. Statement of probable lifespan of artwork and annual maintenance needed to maintain artwork integrity. 8. Statement as to whether the work is unique or duplicates other work by the same artist. 9. Statement regarding the significance of the person or event to be memorialized in relationship to the community and to the proposed site. (Memorial proposals only) Criteria for Artwork Review The APrC will review proposed artwork and make a recommendation based upon the following criteria: 1. Artwork should primarily reflect Art in Eagan's public spaces guiding principles. (see page 1) 2. The proposed artwork should be compared with the artists' best work and the best works in the City collection. The acquisition should strengthen, rather than dilute the City's collection. 3. If the artwork is to be installed outdoors, the physical condition of the artwork should be considered in terms of durability in an outdoor setting. Any requirements for immediate or future conservation should be noted. 4. If the artwork is proposed for a public right of way, information must include assessment for public safety and access. The proposal for such artwork will be reviewed by the Public Works Director for final recommendation. 5. The artwork should be compatible in scale, material, form and content with its surroundings and form an overall relationship with the site. 6. The City's overall collection shall strive for diversity in style, scale, media, and artists. There shall be encouragement of exploratory types of work as well as established art forms. Proposals for temporary artwork will be considered. 7. In addition to the criteria for a piece of art, memorials will be judged on the significance of the person or event being memorialized in relation to local social, cultural or historical context and must represent broad community values. 8. Artwork with messages that are exclusively religious in nature will not be accepted. 9. Artwork with messages that are exclusively political in nature will only be considered if the political message is of a historical context Conflicts of Interest Any member of the APrC with a connection or interest in one of the artists or pieces of art must disclose this conflict of interest. Public Review and Comment Period Each proposal will be announced to the public at an APrC regular meeting and then made available for public review and comment at Eagan City Hall for a minimum of 30 days before proposal is evaluated by the APrC. Public Art and Memorial Ownership, Maintenance and Site Selection All artwork and memorial structures must comply with applicable statutes such as the Uniform Municipal Contracting Law, environmental laws, and disability/accessibility laws. In addition, all artwork and memorial structures must meet the following guidelines before being considered for placement in a City -owned space: 1. Absolute ownership and control of permanently installed artwork or memorial structure must pass to the City, including all drawings, proposals, sketches, and other conceptualizations of the artwork or memorial. All intellectual property rights, including patents, copyrights and moral rights, must be assigned to the City. The applicant artist or donor shall waive all intellectual property rights, including moral rights, to the artwork or memorial structure. 2. Donations will not be accepted where a condition of donations requires permanent exhibition. 3. In the judgment of the majority of the APrC and the City Council, the artwork or memorial structure must be appropriate for display to the general public. 4. Cost of on-going maintenance and repair anticipated throughout the lifespan of the artwork must fall within normal City budget allocations. 5. For temporary artwork, indicate the duration of the installation, as appropriate for the selected site. Temporary artwork should be installed for no longer than 24 months. Maintenance of temporary artwork is the responsibility of the artist or included in the commission/acquisition estimate. (Note: temporary artwork may be a horticultural art installation or something else temporal that is purchased and not loaned.) 6. Donations that require the City to pay installation, framing, restoration, or repair are not encouraged. 7. Artist or provider may request a specific site. However, each placement will be evaluated based upon suitability of the artwork for the site. The APrC will make a recommendation to the Council concerning an appropriate site for each piece of artwork. 8. If proposal accepted by the City is a concept or design, then the final product must match the approved concept or design. 9. The person to be memorialized shall have been deceased for a minimum of five years. (Memorials only.) Removal of Public Art and Memorials The City shall remove and dispose of artwork and memorials in its collection when it finds such action to be in the public interest based upon the following: 1. Asa means of improving the quality of the City's collection a. The artwork has no relevance to the collection or serves no exhibition function. b. The artwork has a duplicate in the collection. c. The artwork no longer meets the current standards for public art and memorials. 2. Due to concerns for public safety when artwork becomes a hazard or a public liability. 3. The artwork is in a seriously deteriorated condition. 4. Removal should not be based on current fashion or taste. Attention should be paid to maintaining a collection which forms a continuum of the City's visual art history. Prior to removal, written notice should be given to the artist to offer a reasonable opportunity to recover the work. Recommendations for removal shall be made to the APrC who will then make a recommendation based upon the public benefit of the action to the City Council for final approval. Each request for removal will be announced to the public at an APrC regular meeting and then made available for public review and comment at Eagan City Hall for a minimum of 30 days before action is taken by the APrC. Once approval for removal is granted, the structure shall be disposed of, or returned to the artist, in accordance with Minnesota Statues Chapter 471.