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Agenda-Anti-Black Racism and Anti-Racism Task Force-20210120Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Agenda Date:Wednesday, January 20, 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 November 25, 2020 1 That the Anti-Black Racism and Anti-Racism Task Force meeting minutes of November 25, 2020 be received for information. 1. 5.Delegations Note: Anyone wishing to provide comment on an agenda item is encouraged to visit www.aurora.ca/participation for guidelines on electronic delegation. 6.Matters for Consideration 6.1.Memorandum from Manager, Library Square; Re: Canadian Achievements Mural II 4 (Presentation to be provided by Phil Rose-Donahoe, Manager of Library Square) That the memorandum regarding Canadian Achievements Mural II be received; and 1. That the Anti-Black Racism and Anti-Racism Task Force comments regarding the Canadian Achievements Mural II be 2. received and referred to staff for consideration and further action as appropriate. 6.2.Memorandum from Accessibility Advisor; Re: Municipal Diversity and Inclusion Charter 23 That the memorandum regarding Municipal Diversity and Inclusion Charter be received; and 1. That the Anti-Black Racism and Anti-Racism Task Force comments regarding Municipal Diversity and Inclusion Charter be received and referred to staff for consideration and further action as appropriate. 2. 6.3.Round Table Discussion; Re: Black History Month That the Anti-Black Racism and Anti-Racism Task Force comments regarding Black History Month be received and referred to staff for consideration and action as appropriate. 1. 7.Informational Items 8.Adjournment 1 Town of Aurora Anti-Black Racism and Anti-Racism Task Force Meeting Minutes Date: Time: Location: Wednesday, November 25, 2020 7:00 p.m. Video Conference Committee Members: Noor El-Dassouki (Chair) Mark Lewis (Vice Chair) Mae Khamissa Phiona Durrant Tricia Wright Councillor Harold Kim Other Attendees: Michael de Rond, Town Clerk Techa Van Leeuwen, Director of Corporate Services _____________________________________________________________________ 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 Town Clerk called the meeting to order at 7 p.m. 2. Appointment of Chair and Vice Chair Moved by Mae Khamissa Seconded by Councillor Kim That Noor El-Dassouki be appointed Chair of the Anti-Black Racism and Anti- Racism Task Force Carried Page 1 of 25 2 Moved by Mae Khamissa Seconded by Keenan Hull That Mark Lewis be appointed Vice-Chair of the Anti-Black Racism and Anti- Racism Task Force Carried Noor El-Dassouki assumed Chair at 7:05 p.m. 3. Approval of the Agenda Moved by Mae Khamissa Seconded by Councillor Kim That the agenda, as circulated by Legislative Services, be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof None. 5. Receipt of the Minutes None. 6. Delegations 6.1 Michael de Rond, Town Clerk, Re: Orientation The Town Clerk provided an overview of the Task Force to educate and train members of the Task Force on roles and responsibilities, procedural matters, accountability and transparency. During the presentation, Mr. de Rond discussed the Town’s Procedure By- law respecting the proceedings of meetings, and changes made to the local accountability and transparency framework with the Town’s Code of Conduct for Local Boards. Moved by Mae Khamissa Seconded by Phiona Durrant Page 2 of 25 3 That the presentation from the Town Clerk be received for information. Carried 7. Matters for Consideration 7.1 Memorandum from Town Clerk, Re: Proposed Anti-Black Racism and Anti- Racism Task Force Terms of Reference The Task Force discussed the draft Terms of Reference and each provided thoughts about how they see the Task Force making a difference in the community. They noted the importance of creating more education and awareness of systematic racism in Aurora, but also agreed that it would be more important for real, actionable change to be achieved. The Task Force agreed to send ideas for real, actionable change to the Town Clerk to be discussed at the next meeting, likely in mid-late January. Moved by Mae Khamissa Seconded by Tricia Wright 1. That the memorandum regarding Proposed Anti-Black Racism and Anti-Racism Task Force Terms of Reference be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding Proposed Terms of Reference be received and referred to staff for consideration and action as appropriate. Carried 8. Informational Items None. 9. Adjournment Moved by Mark Lewis Seconded by Councillor Kim That the meeting be adjourned at 8:30 p.m. Carried Page 3 of 25 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Community Services Department _______________________________________________________________________________________ Re: Canadian Achievements Mural II To: Anti-Black Racism and Anti-Racism Task Force From: Phil Rose-Donahoe, Manager of Library Square Date: January 20, 2021 _______________________________________________________________________________________ Recommendations 1. That the memorandum regarding Canadian Achievements Mural II be received; and 2. That the Anti-Black and Anti-Racism Task Force comments regarding the Canadian Achievements Mural II be received and referred to staff for consideration and further action as appropriate. Background On October 27, 2020 Council approved a motion from Councillor Harold Kim that directs staff to investigate options for a second wall to celebrate the diversity in “Greater Canadian Achievements.” The motion refers to the Greater Canadian Achievements mural that was unveiled in 2001, highlighting thirty great moments in Canadian history. Councillor Kim’s motion speaks to the desire for a potential second wall to be more inclusive of Canadians of racialized backgrounds who contributed to the building of Canada. Staff have been asked to report back to Council in early 2021. Analysis Following the approval of Councillor Kim’s motion, staff from the Community Services Department were asked to look into the process for creating a second Canadian Achievements Mural. Staff have identified the following five (5) steps that municipalities typically undertake when creating public art projects such as a mural: 1. Council approval (complete) 2. Project planning Page 4 of 25 Canadian Achievements Mural II January 20, 2021 Page 2 of 3 3. Artist selection 4. Approvals (contract, insurance, permits) 5. Fabrication/installation 6. Project completion/unveiling 7. Maintenance and conservation The mural project is currently in the project planning stage, which will entail the development of Guidelines that include the following sections: 1. Project overview 2. Themes 3. Artist eligibility criteria (e.g., age, residency, experience) 4. Mural location 5. Application requirements (e.g., proposed concept, artist portfolio, references) 6. Selection process 7. Project budget 8. Project timetable 9. Terms and conditions (e.g., ownership of completed work, insurance requirements) Staff recommend that Task Force members work with the Manager of Library Square to create the Mural Guidelines over the next four (4) weeks. Once complete, a Call to Artists will be released seeking mural proposals from the community. The proposals will be adjudicated, and the successful artist(s) selected. Town staff and Task Force members will work with the selected artist(s) to ensure the mural is completed according to the agreed-upon schedule. Finally, the project team will plan for the mural unveiling and celebration. Staff are proposing the following timetable for project completion and are seeking input from Task Force members during the meeting scheduled for January 20, 2021: Page 5 of 25 Canadian Achievements Mural II January 20, 2021 Page 3 of 3 Attachments  PowerPoint Presentation – Canadian Achievements Mural II  Mural Program Guidelines 1. Develop Guidelines 4 WEEKS WEEK OF FEB 22 2. Release Call to Artists 3 WEEKS DEADLINE=MAR 18 3. Evaluate Proposals and Select Artist(s) 2 WEEKS APR 2 4. Obtain Approvals (e.g., road closure permit) 1 WEEK APR 9 5. Contract Development 2 WEEKS APR 23 6. Fabrication & Installation 6 WEEKS WEEK OF MAY 31 7. Mural Unveiling/ Celebration SUMMER 2021 Page 6 of 25 Downtown Street Wall Mural Program GUIDELINES 2020 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 7 of 25 Downtown Street Wall Mural Program Guidelines Page2 i. Mural Program Overview In May 2020, Aurora Town Council approved a motion to introduce a Street Wall Mural Program to allow local artists to beautify the downtown core in a unique way. The purpose of the murals is to create a sense of pride, reduce graffiti and tagging, and allow neighbourhoods to shape their community through beautification. The murals will be created on Town-owned retaining walls along Yonge Street in the downtown core between Aurora Heights Drive (to the north) and Kennedy Street (to the south). ii. Mural Program Themes The Town of Aurora (the Town) is seeking an experienced artist to create the first mural for this program. The artist must have the ability to create an engaging design that is inspired by one or both of the following themes: 1. Aurora's history, signature events, and physical environment; and/or 2. Frontline workers in the fight against COVID-19. iii. Artist Eligibility The Mural Program is open to individual artists 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; • Possess demonstrated experience in creating murals and/or street/graffiti art; • Are over 18 years old at the time of submitting the Mural Program Application Form; • Preferably reside in Aurora, although artists from any geographic location within York Region will be considered. iv. Mural Location The Town has identified the general vicinity for the first mural as the west-facing retaining wall located just north of the Yonge St. and Catherine Ave. intersection as shown below: Page 8 of 25 Downtown Street Wall Mural Program Guidelines Page3 General vicinity of Mural # 1 General vicinity of Mural # 1 Page 9 of 25 Downtown Street Wall Mural Program Guidelines Page4 The Town will determine the exact location of the mural in collaboration with the successful artist, but it is the artist’s responsibility to make a recommendation in their Application regarding location and size. Given the condition of the retaining walls, the Town recommends that the mural be painted on a medium density overlay plywood (MDO panel)1, or similar product, and installed by the Town upon completion by the artist. This method allows the Town to remove it, when/if necessary, during winter months to ensure it is not damaged by snow clearing equipment. Applicants are welcome to make other recommendations based on their own assessment of the walls and previous experience. 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 and location 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 photographs or links to photographs of past murals or similar past projects; • Material and Supplies: a list of all proposed materials and supplies required to execute the mural design2; • 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: three (3) professional references from individuals familiar with the artist’s work and working methods. The list should include addresses and contact information; and • Insurance Requirements: 1 An MDO panel is “a paintable surface made of plywood with a weather-resistant resin overlay bonded to the wood by heat and pressure”. 2 The mural must be created using materials approved by the Town. All supplies and materials will be ordered and purchased by the artist. Artists are welcome to provide their own brushes, sponges, paint mixing containers and any other approved materials needed to complete the mural. The selected artist will be required to apply an anti- graffiti top coat. Page 10 of 25 Downtown Street Wall Mural Program Guidelines Page5 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.3 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. vi. Additional Submission Requirements • Submissions must be original artwork and artists are encouraged to go beyond the simple visual representation of an object or event; • 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 provide the Town with a safety plan that outlines various measures that the artist will exercise to 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 retaining wall to which it will be applied; • Neon, fluorescent, or reflective type colors are prohibited; • Overly complicated designs that may confuse drivers or pedestrians are also prohibited; and • 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 retaining 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 3 The Town’s insurer offers an independent program where, if needed be, the artist may purchase insurance at a competitive rate. Click on link for a quotation: https://eventinsurance.marsh.com/ Page 11 of 25 Downtown Street Wall Mural Program Guidelines Page6 • 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) a representative from the community, an external art professional, the Mayor 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 three-thousand and seven-hundred dollars ($3,700) all inclusive, including but not limited to, the artist fee, materials and supplies, insurance, and any other expenses for the production of the Mural Program’s first 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. Up to a maximum of $2,000 depending on size and complexity of the mural 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. Up to a maximum of $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 $1,000 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 Page 12 of 25 Downtown Street Wall Mural Program Guidelines Page7 be responsible to monitor the mural for maintenance requirements and consult with the artist regarding any repairs that are required. ix. Program Timetable Milestone Date Release of Call for Artists Application July 30, 2020 Application Deadline August 27, 2020 Selection Process Completed by September 11, 2020 Artists Notified of Selection Process Results Week of September 14, 2020 Agreement Between the Town and Artist Finalized October 2, 2020 Mural Work Begins October 2020 Mural Work Completed TBD Mural Reveal and Celebration TBD 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; • The Town has full discretion of how long the artwork will be up on the wall and may remove the work at anytime; • 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; • Artists understand that their artwork will be used in part or whole for the Town’s Downtown Street Wall 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; Page 13 of 25 Downtown Street Wall Mural Program Guidelines Page8 • 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 14 of 25 Canadian Achievements Mural II Page 15 of 25 01 Process 02 03 Public Engagement Who? Where? When? Resources & Case Studies05 Proposed Work Plan Bramblewood Elementary School (BC) Page 16 of 25 Process 01 1. Council Approval (complete) 2. Project Planning (Guidelines development) 4. Approvals (contract, insurance, permits etc.) 3. Artist Selection (Call for Artists, Adjudication) 6. Project Completion/ Unveiling 7. Maintenance & Conservation 5. Fabrication/ Installation Precita Eyes Muralists, San Francisco Page 17 of 25 Process 02 Each stage in the process raises a series of unique questions. Some examples include: 1. How important is it to build an inclusive process from project planning all the way to project completion? What does this mean? 2. Artist Eligibility –should priority be given to proposals from artists of colour, from local artists? 3. Mural Content –does the Task Force wish to determine who/what is portrayed on the mural or should this be left to the artist to consider and make recommendations as part of their proposal? 4. Has a budget been established? Page 18 of 25 Transparency –Accountability –Collision Management –Open Mindedness Public Engagement 03 What level of Engagement is appropriate for this project? Should the Task Force undertake public engagement, or should this be the responsibility of the artist(s) commissioned to do the work? Page 19 of 25 04 Who? Where? When? Selection Committee composition? Mural location? Page 20 of 25 05 Proposed Work Plan 1. Develop Guidelines 4 WEEKS WEEK OF FEB 22 2. Release Call to Artists 3 WEEKS DEADLINE=MAR 18 3. Evaluate Proposals and Select Artist(s) 2 WEEKS APR 2 4. Obtain Approvals (e.g., road closure permit) 1 WEEK APR 9 5. Contract Development 2 WEEKS APR 23 6. Fabrication & Installation 6 WEEKS WEEK OF MAY 31 7. Mural Unveiling/ Celebration SUMMER 2021 Page 21 of 25 06 Resources & Case Studies Cultural Equity in the Public Art Field York University Call to Artists City of Toronto Public Art Strategy Using Public Art To Promote Equity, Inclusion And Racial Justice Teaching Tolerance Community Mural / Poster Campaign Rider University unveils diversity and inclusion murals Red Can Graffiti Jam Page 22 of 25 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Corporate Services _______________________________________________________________________________________ Re: Municipal Diversity and Inclusion Charter To: Anti-Black Racism and Anti-Racism Task Force From: Mateusz Zawada, Accessibility Advisor Date: January 20, 2021 _______________________________________________________________________________________ Recommendations 1. That the memorandum regarding Municipal Diversity and Inclusion Charter be received; and 2. That the Anti-Black Racism and Anti-Racism Task Force comments regarding Municipal Diversity and Inclusion Charter be received and referred to staff for consideration and further action as appropriate. Background York Region is home to 1.2 million people who speak over 120 different languages and come from 230 distinct ethnic origins. In 2016, about 49% of residents identified themselves as a visible minority and 46% were born outside of Canada. As York Region’s population grows, so will its diversity. The Inclusion Charter for York Region is a community initiative that brings together businesses, community organizations, municipalities, police services, hospitals, school boards, conservation authorities and agencies with a common commitment to create an inclusive environment with equality for all who work, live and play here. The Charter was endorsed and signed on October 2, 2018, reflecting the Town’s approach in support of existing provincial legislation that promotes human rights and accessibility. Together the organizations share the vision of York Region as a welcoming and inclusive community where diversity is celebrated and where everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Page 23 of 25 Municipal Diversity and Inclusion Charter January 20, 2021 Page 2 of 2 The United Nations Institute for Training and Research – International Training Centres for Authorities and Leaders - has participated in the Charter initiative since 2017. The United Nations Agenda 2030 for Sustainable Development defines goals to guide the decisions of UN member states in the years ahead, including creating inclusive communities. To promote the Agenda, United Nations Institute for Training and Research provides training tools to governments and other stakeholders through its global network of International Training Centres for Authorities and Leaders. International Training Centres for Authorities and Leaders, Atlanta division, recognizes the collaborative approach used to develop the Inclusion Charter as a leading practice model communities around the world could use to become more inclusive. International Training Centres for Authorities and Leaders Atlanta is the North American hub of United Nations Institute for Training and Research and the Charter bears its logo to recognize this support. To advance the vision of the Inclusion Charter in the community, the Municipal Diversity and Inclusion Group (M.D.I.G) is collectively developing a community education and awareness strategy. M.D.I.G has identified two priority areas to focus on: increasing the sense of community belonging among York Region residents and decreasing the incidence of hate crimes. Baselines for both priority areas have been established to measure the impact that the strategy will have over time. The actions taken and results achieved will be reported in future progress reports. M.D.I.G members are:  Developing and launching an internal campaign to educate staff and raise awareness about the Inclusion Charter and what it means to each organization  Undertaking community engagement to shed light on barriers to inclusion and determine community needs or “hotspots” for long-term external education and awareness In addition, two M.D.I.G working groups were created in 2020:  An Inclusive Language Guide working group to create a common Inclusive Language Guide for all MDIG organizations to use  A Diversity Calendar working group to share resources to help MDIG organizations develop a consistent annual diversity calendar Attachments Town of Aurora Inclusion Charter Page 24 of 25 INCLUSION CHARTER OUR COMMITMENT TO WELCOMING AND INCLUSIVE COMMUNITIES The Inclusion Charter for York Region is a community initiative that brings together businesses, community organizations, municipalities, police services, hospitals, school boards, conservation authorities and agencies with a common commitment to create an inclusive environment with equality for all who work, live and play here. Together our organizations share the vision of York Region as a welcoming and inclusive community where diversity is celebrated and where everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. The Charter refects an evolving approach in support of existing federal and provincial legislation that promotes human rights and accessibility. By endorsing this Charter we afrm our commitment to inclusion, whereby all people feel they belong and have access to the same opportunities. THE TOWN OF AURORA Together with other participating organizations, The Town of Aurora is committed to taking action to achieve the Charter’s vision in our organization and community we serve. The Charter supports The Town of Aurora’s vision to promote diverse neighbourhoods to create a vibrant community. The Town celebrates its growing and diverse population as a source of strength, vitality and economic opportunity and is committed to creating an inclusive organization that attracts and retains passionate employees, promotes innovation and provides an excellent customer experience. Endorsed by: Geofrey Dawe Doug Nadorozny Mayor of Aurora Chief Administrative Ofcer This 2nd day of October, 2018. Atlanta Page 25 of 25