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Agenda-Anti-Black Racism and Anti-Racism Task Force-20210324Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Agenda Date:Wednesday, March 24, 2021 Time:7:00 p.m. Location:Video Conference Pages 1.Procedural Notes This meeting will be held electronically as per Section 19. i) of the Town's Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation. 2.Approval of the Agenda 3.Declarations of Pecuniary Interest and General Nature Thereof 4.Receipt of the Minutes 4.1.Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of February 17, 2021 1 That the Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of February 17, 2021, be received for information. 5.Delegations 6.Matters for Consideration 6.1.Memorandum from Manager, Library Square; Re: Canadian Achievements Diversity and Inclusion Mural Guidelines 5 (Presentation to be provided by Phil Rose-Donahoe, Manager, Library Square) That the memorandum regarding the Canadian Achievements Diversity and Inclusion Mural Guidelines be received; and 1. That the comments of the Anti-Black Racism and Anti-Racism Task Force Task Force regarding the Canadian Achievements Diversity and Inclusion Mural Guidelines, including the Program Themes, Location, Public Consultation process, and Timetable, be incorporated into a report to Council for approval. 2. 6.2.Memorandum from Manager, Procurement; Re: Procurement Awareness for BIPOC 17 That the memorandum regarding Procurement Awareness for BIPOC be received; and 1. That the Anti-Black Racism and Anti-Racism Task Force Advisory Committee comments regarding Procurement Awareness for BIPOC be received and referred to staff for consideration and further action as appropriate. 2. 7.Informational Items 8.Adjournment 1 Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Minutes Date: Time: Location: Wednesday, February 17, 2021 7:00 p.m. Video Conference Committee Members: Noor El-Dassouki (Chair) Mark Lewis (Vice Chair) Keenan Hull Mae Khamissa Phiona Durrant Tricia Wright Councillor Harold Kim Other Attendees: Mayor Tom Mrakas Councillor Wendy Gaertner Councillor Michael Thompson Doug Nadorozny, Chief Administrative Officer Techa Van Leeuwen, Director of Corporate Services Phillip Rose-Donahoe, Manager, Library Square Michael de Rond, Town Clerk _____________________________________________________________________ 1. Procedural Notes This meeting was held electronically as per Section 19. i) of the Town's Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation. The Chair called the meeting to order at 7:01 p.m. Item 6.2 as considered prior to Item 6.1. Page 1 of 18 2 2. Approval of the Agenda Moved by Mark Lewis Seconded by Mae Khamissa That the agenda, as circulated by Legislative Services, be approved including an additional section for New Business. Carried 3. Declarations of Pecuniary Interest and General Nature Thereof There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50. 4. Receipt of the Minutes 4.1 Anti-Black Racism and Anti-Racism Task Force Meeting Minutes of January 20, 2021 Moved by Councillor Kim Seconded by Mae Khamissa That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of January 20, 2021, be received for information. Carried 5. Delegations None. 6. Matters for Consideration 6.1 Memorandum from Manager, Library Square; Re: Anti-Black Racism and Anti-Racism Task Force Mural Guidelines Phil Rose-Donahoe, Manager, Library Square, provided an overview of the proposed mural guidelines. The Task Force provided feedback regarding the guidelines including various additions and deletions. There was discussion around the language and terminology being used in the guidelines to make sure it is inclusive for all. There was further discussion Page 2 of 18 3 about the appropriate level of public engagement and type of feedback the task force would like to receive. The Manager of Library Square will be reporting back to Council regarding locations for the mural, in accordance with Councillor Kim’s motion. Moved by Phiona Durrant Seconded by Tricia Wright 1. That the memorandum regarding the Anti-Black Racism and Anti- Racism Task Force Mural Guidelines be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding the Mural Guidelines be received and referred to staff for consideration and further action as appropriate. Carried 6.2 Round Table Discussion; Re: Town Diversity and Inclusion Team Tricia Wright spoke to this item, noting that she asked for it to be included on the agenda because of its importance as not only a Human Resource initiative but a business strategy. She further noted that a robust Diversity and Inclusion Strategy at the Town is crucial in breaking down any institutional barriers currently in place preventing people of colour from achieving equality. The Director of Corporate Services provided an update to the task force noting that her Department is in the process of retaining a consultant to complete the Diversity and Inclusion Strategy. She expects a strategy to be in place by June and for Town staff to be working with the task force though out the process. There was further discussion regarding the scope of work for the consultant and the length of time the consultant will be retained by the Town. Moved by Tricia Wright Seconded by Mae Khamissa Page 3 of 18 4 1. That the Anti-Black Racism and Anti-Racism Task Force comments regarding Town Diversity and Inclusion Team be received and referred to staff for consideration and action as appropriate. Carried 7. Informational Items None. 8. New Business Mark Lewis informed the task force that he had been approached by the Newmarket African Canadian Caribbean Association (NACCA) regarding a private citizen’s concern about the lack of diversity within Central York Fire Services. Phiona Durrant spoke to concerns regarding the focus on the mural project thus far in task force meetings. She noted this is one initiative, but there are many important issues and simple matters that the task force should be considering and discussing opportunities to improve. She concluded by noting that she felt underprepared in terms of joining a Town appointed task force and sought clarification on her role as a member. Councillor Kim provided his thoughts regarding the role of task force members as well as the details regarding the recent proclamation of Black History Month in Aurora. Other task force members provided their thoughts about their roles within the task force as well. 9. Adjournment Moved by Mae Khamissa Seconded by Tricia Wright That the meeting be adjourned at 8:43 p.m. Carried Page 4 of 18 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Community Services Department Re: Canadian Achievements Diversity and Inclusion Mural Guidelines To: Anti-Black Racism and Anti-Racism Task Force From: Phil Rose, Manager of Library Square Date: March 24, 2021 Recommendation 1. That the memorandum regarding the Canadian Achievements Diversity and Inclusion Mural Guidelines be received; and 2. That the comments of the Anti-Black Racism and Anti-Racism Task Force Task Force regarding the Canadian Achievements Diversity and Inclusion Mural Guidelines, including the Program Themes, Location, Public Consultation process, and Timetable be incorporated into a report to Council for approval. Background In October 2020, Aurora Town Council approved a motion to investigate options for a wall mural that represents Canadians from diverse backgrounds who contributed to the building of Canada and Aurora. In January 2021, the Anti-Black Racism and Anti-Racism Task Force formed a Subcommittee to oversee the Mural Project. The Mural is one strategy the Task Force will use to raise awareness of diversity and inclusion and promote anti-racism in our community. The Mural Subcommittee met three times since January 2021 to develop the Guidelines, which are being presented for the Task Force’s approval. Analysis (optional) The Mural Guidelines have been created to guide the Call to Artists process and comprise the following sections: Page 5 of 18 Canadian Achievements Diversity and Inclusion Mural Guidelines March 24, 2020 Page 2 of 4 i. Project Overview ii. Mural Themes iii. Artist Eligibility iv. Mural Location v. Application Requirements vi. Additional Submission Requirements vii. Selection Process viii. Project Budget ix. Project Timetable x. Terms and Conditions The following sections are of particular note: Themes: The Artist or Artist-Led Team is invited to develop a proposal for a mural that will be a focal point and symbol of community pride that addresses the following themes:  Celebrates the accomplishments of Canadians of various ethnicities and cultures who have contributed to the building of Canada and Aurora;  Highlights historically significant achievements made by diverse individuals from Canada’s past and present; and  Encourages education and learning around equity, diversity, inclusion, racism and systemic inequities. Location: The Town has identified the north-facing wall of 15242 Yonge Street as the location for the mural as shown below: Page 6 of 18 Canadian Achievements Diversity and Inclusion Mural Guidelines March 24, 2020 Page 3 of 4 Given the mural wall’s close proximity to Wellington St., Town staff will work with the selected artist(s) to ensure their safety and that of the public throughout the completion of the mural. It is likely that scaffolding will be erected, and the sidewalk closed. The Town will assist in securing any permits that are required to occupy part of the right of way. Public Consultation: Following the anticipated Council approval of the Guidelines on April 6, 2020, Town staff are proposing to use the Engage Aurora online platform to poll the community regarding the subject matter for the mural. They will be asked to propose key events and individuals of various ethnicities and cultures who have contributed to the building of Canada and Aurora. The results of the poll will be reviewed by the Subcommittee and incorporated into the Call to Artists in order to provide further guidance to artists as they prepare their mural designs. Timetable: Milestone Date Anticipated Council Approval of Mural Guidelines April 6, 2021 Public Consultation/Polling April 13 to 30, 2021 Page 7 of 18 Canadian Achievements Diversity and Inclusion Mural Guidelines March 24, 2020 Page 4 of 4 Release of Online Call to Artists Application May 12, 2021 Virtual Information Session (not mandatory) During the Information Session, Artists will have the opportunity to meet with members of the Anti-Black Racism and Anti-Racism Task Force and Town Staff to discuss the Mural project and ask questions regarding the Mural Guidelines. May 27, 2021, 7 pm Call to Artists Submission Deadline June 11, 2021 Selection Process Completed by June 25, 2021 Artists Notified of Selection Process Results Week of June 28, 2021 Agreement Between the Town and Artist Finalized Completed by July 13, 2021 Mural Work Begins July 2021 Mural Work Completed By October 22, 2021 Mural Completion Celebration November 2021 Attachments Canadian Achievements Diversity and Inclusion Mural Guidelines Page 8 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES 2021 To request a copy of the Guidelines in another format, please contact us at: Phil Rose-Donahoe, Manager of Library Square Email: prose-donahoe@aurora.ca Telephone: 905-716-2366 Mail: Town of Aurora, 229 Industrial Pkwy N, Aurora, ON L4G 4C4 Page 9 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES Page2 i. Project Overview In October 2020, Aurora Town Council approved a motion to investigate options for a wall mural that represents Canadians from diverse backgrounds who contributed to the building of Canada and Aurora. In January 2021, the Anti-Black Racism and Anti-Racism Task Force formed a Subcommittee to oversee the Mural Project. The Mural is one strategy the Task Force will use to raise awareness of diversity and inclusion and promote anti-racism in our community. ii. Mural Themes The Artist or Artist-Led Team is invited to develop a proposal for a mural that will be a focal point and symbol of community pride that addresses the following themes: • Celebrates the accomplishments of Canadians of various ethnicities and cultures who have contributed to the building of Canada and Aurora; • Highlights historically significant achievements made by diverse individuals from Canada’s past and present; and • Encourages education and learning around equity, diversity, inclusion, racism and systemic inequities. iii. Artist Eligibility The Mural Program is open to individual Artists or Artist-Led Teams that meet the following criteria: • Submit a complete Application Form that includes the information detailed in Section v. (Call for Artists Application Requirements) of these Guidelines; • Artists with the skills and experience needed to develop a community art project and who identify as BIPOC (Black, Indigenous or Person of Colour) will be given priority, although this is not a requirement. iv. Mural Location The Town has identified the north-facing wall of 15242 Yonge Street, Aurora as the location for the mural as shown below: Page 10 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES Page3 The Town will determine the exact size and location of the mural in collaboration with the successful Artist(s), but it is the Artist’s responsibility to make a recommendation in their Application regarding size and location. Mural Location: 15242 Yonge St. N Page 11 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES Page4 v. Call for Artists Application Requirements Artists interested in participating in the Mural Program must submit an Application Form that includes the following: • Proposed Concept: a high-resolution rendering in colour, including proposed dimensions that effectively communicates the artistic concept and how it relates to the Mural Program Themes. Artists may submit up to three different designs in total; • Letter of Interest: no more than 200 words in length that explains the Artist’s interest in the project; • Artist’s Statement: no more than 200 words in length that describes the Artist’s work; • Artist’s Portfolio: between 3-5 images or links to images of past murals or similar past projects; • Material and Supplies: a list of all proposed materials and supplies required to execute the mural design; • Budget: must include Artist fee, materials and supplies, insurance and any other expenses; • Workplan: o Identifies the process and estimated timeline required for the successful completion of the mural, including proposed start and end dates. o Indicates the assistance the Artist believes they will require from the Town to carry out the mural installation; • References: provide up to three (3) professional or character references from individuals familiar with the Artist’s work and working methods. The list should include addresses and contact information; and • Insurance Requirements: o The Artist will be required to provide the Town with proof of insurance with a minimum of $5 million General Liability coverage naming the Town as an additional insured.1 o The Artist will be required to sign a Workplace Safety and Insurance Board (“WSIB”) waiver provided by the Town prior to performing any work. 1 The Town’s insurer offers an independent program where, if need be, the Artist may purchase insurance at a competitive rate. The Artist is eligible to be reimbursed for this expense. Click on link for a quotation: https://eventinsurance.marsh.com/ Page 12 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES Page5 vi. Additional Submission Requirements • Submissions must be original artwork; • Representational, stylized, and abstract designs will be considered; • It is recommended that Artists consider the physical appearance of the surrounding area in their designs; • Artists are encouraged to visit/research the mural site to ensure their mural concept is appropriate for the location; • Artists are required to work with Town staff to develop a safety plan that will ensure the safety of themselves and pedestrians during the performance of their work; • Designs may be completed in any media as long as the design can clearly be translated to a mural using agreed upon supplies; • Designs must be scaled to fit the proportions of the wall to which it will be applied; • Neon, fluorescent, or reflective type colors are prohibited; • Submitting Artists must not share their designs until after final decisions have been made and designs have been announced by the Town. Designs may be disqualified as a result of the following: • The design is improperly scaled to fit the wall; • The Application Form is incomplete or does not meet submission requirements; • The resolution of the submitted design is too low and details cannot be clearly viewed when enlarged; • Applicants share their designs before the Town announces the selected Artist; • The design includes imagery taken directly from another artist’s work or from any copyrighted work; • The design cannot clearly be executed within an appropriate time frame; • The design is inappropriate for display in an outdoor public place; and • The design contains direct advertisement of a product or company name associated with any artist or third party, any libelous or slanderous expression, or any obscene or pornographic content. vii. Selection Process A Mural Program Selection Committee comprised of (at minimum) four representatives from the Anti-Black Racism and Anti-Racism Task Force, an external art professional, Page 13 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES Page6 and one Town staff member, will evaluate all submissions based on the following criteria: • Overall artistic merit of the proposed design and how it relates to the Mural Program Themes (0-25 points); • Artist’s experience and demonstrated quality and applicability of past work (0-25 points); • Responsiveness of the design to the physical site location (0-25 points); and • Feasibility of the overall installation, workplan and budget (0-25 points). viii. Project Budget Artists are eligible for up to a maximum of $10,000 all inclusive, including but not limited to, the artist fee, materials and supplies, insurance, and any other expenses for the production of the Mural as detailed in the following table: Item Description Amount Artist Design and Production Fee This is the amount to be paid to the Artist for designing and producing the mural. $8,300 Material, Supplies and Equipment This is the amount to be paid to the Artist for all proposed materials, supplies and equipment required to execute the mural design. $1,500 Insurance This is the amount to be paid to the Artist to obtain insurance with a minimum of $5 million General Liability coverage naming the Town as an additional insured. Up to a maximum of $200 The Town will also allocate funds for the maintenance of the mural in accordance with an approved maintenance plan. Development of the maintenance plan is the shared responsibility of the Town and Artist, however once the mural is installed, Town staff will be responsible to monitor the mural for maintenance requirements and consult with the Artist regarding any repairs that are required. Page 14 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES Page7 ix. Project Timetable Milestone Date Release of Online Call to Artists Application May 12, 2021 Virtual Information Session (not mandatory) During the Information Session, Artists will have the opportunity to meet with members of the Anti-Black Racism and Anti-Racism Task Force and Town Staff to discuss the Mural project and ask questions regarding the Mural Guidelines. May 27, 2021, 7 pm Call to Artists Submission Deadline June 11, 2021 Selection Process Completed by June 25, 2021 Artists Notified of Selection Process Results Week of June 28, 2021 Agreement Between the Town and Artist Finalized Completed by July 13, 2021 Mural Work Begins July 2021 Mural Work Completed By October 22, 2021 Mural Completion Celebration November 2021 The dates in the Program Timetable are subject to change, at the sole discretion of the Town. Should the Town revise any of the proposed dates in the Program Timetable, the Artist will be notified in advance. x. Terms and Conditions • All artwork created through this process will remain under the ownership of the Town; • Each design must be the original artwork of the Artist named in the Application; • Copyrighted or commercial images cannot be depicted. Artists may take inspiration from imagery that is copyrighted as a part of their designs, and may be required to clearly site the source in the description; • By submitting their artwork, Artists consent to the use of said artwork by the Town; Page 15 of 18 Great Canadian Achievements Mural: Celebrating Diversity and Inclusion GUIDELINES Page8 • Artists understand that their artwork will be used in part or whole for the Anti- Black Racism and Anti-Racism Task Force Mural Program, which will be located in plain sight and viewable by the general public; • They further understand that if their artwork is selected, they will be required to enter into a contractual agreement with the Town that outlines all of the expectations for products, services, responsibilities, payments, ownership of the physical project, ownership of the copyright, liability insurance, indemnification, maintenance, life span, and more; • The Town reserves the right not to award the commission to any Artist and to cancel or re-issue the Call for Artists Application at any time; • Should the Artist be infected with COVID-19 prior to or during the project timeframe, the Artist is required to inform the Town immediately, which at that point Town staff will determine the appropriate steps of action under their discretion; and • The Artist will need to follow the necessary York Region’s Public Health guidelines with respect to COVID-19 while performing the work. Page 16 of 18 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Finance Department Re: Procurement Awareness for BIPOC To: Anti-Black Racism and Anti-Racism Task Force From: Anna Ruberto, Procurement Manager Date: March 24, 2021 Recommendation 1. That the memorandum regarding Procurement Awareness for BIPOC be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force Advisory Committee comments regarding this report be received and referred to staff for consideration and further action as appropriate. Background At the February 17th Anti-Black Racism and Anti-Racism Task Force meeting, a member brought forth a suggestion that Town procurement policies should contain some language that would promote more diverse supplier opportunities for black, indigenous, and people of colour (BIPOC). Analysis The Town’s procurement process is intended to be a fair and open process for vendors to bid on goods and services. In April 2021 the Town will start the Procurement Modernization Project. This project involves the review of the Town’s Procurement By- law and processes and update them based on best practices and align them with the relevant trade treaties. The goal is to complete this project by the end of the year which will result in a revised Procurement By-law and processes. The change to the by-law and processes while promoting fairness do not actively seek out diversity. To do this the Town will need to promote where to go to bid and how to become a vendor for the Town more broadly to various groups. Page 17 of 18 Procurement Awareness for BIPOC March 24, 2021 Page 2 of 2 This could include expanding a promotion and outreach program to various organizations to ensure that members of the BIPOC community are aware of how to bid on Town’s procurement projects. This will assist us to create greater awareness and obtain more diverse and competitive bidding from an expanded and more diverse supplier base. A social media campaign will focus on promoting BIPOC opportunities and clarify the bids and tenders process via: a) Modification of Town’s Procurement Services website information. To add general information about working with the Town and the types of goods and services procured, and an FAQ section answering questions such as: What types of opportunities are there to bid on? How does the overall process work? Where can I get more help? b) Information sessions to be offered as partnerships with trade groups, such as the Aurora Chamber of Commerce and BIPOC business organizations. The sessions would provide additional information and create greater awareness about the bids and tender process. Attachments None Page 18 of 18