Karin Eaton

Executive & Artistic Director, Mural Routes &

Susan Nagy Executive Director, Lakeshore Arts

What is Project Management?

Ø Budgeting Ø Planning Ø Organizing Ø Scheduling Ø Facilitating Everything that needs to be done to get a project completed, as agreed by all parties ON TIME and WITHIN BUDGET

Project Management - Key Words

Ø Project goals Ø Project knowledge Ø Facilitation Ø Time management Ø Communication Ø Decision making Ø Troubleshooting Ø Patience Ø Others…..

The mural “A Sense of Place” by Frank Perna 1997 was painted outside the Kennedy Subway Station in Toronto as a result of a community safety audit.

The purpose was to create a space that would increase the comfort level of pedestrians and commuters. The mural is still in excellent condition in 2016.

Before starting your project, ask these important questions: Ø  What do you want to accomplish by creating this mural? Ø  How will the mural be paid for? Ø  Are you accountable to a private client, a committee, the public? Ø  OR.. Can you make decisions on your own? Ø  Is this part of a larger project? Ø  Do you have the experience and the commitment of resources: time and energy? Ø  What is the expected lifespan of the mural? Ø  Who takes final responsibility for the mural?

Guidelines & Criteria

Administration & Project Management

Frequently the Artist is the Project Manager

The roles of Administrator and Project Manager may vary, but it is important to appoint one person to be the liaison with the artist and the client, community or owner of the wall.

A

Administration & Project Management

Administrator’s Roles •  Budget & Financial Management •  Create timeline & work plan •  Human Resources •  Site Selection •  Artists’ selection •  Contracts and Permits •  Insurance •  Health & Safety Concerns •  Reporting & communication •  Events and Celebration •  Promotion & media relations •  Maintenance schedule

Project manager’s Roles •  Liaison with artists/clients/ partners

•  Scheduling - time management

•  On-site supervision

•  On-site health & safety

•  Community outreach & relations

•  Reporting & communication

•  Event Management

•  Troubleshooting

Responsibility for these tasks varies with each project and partnership. Be sure to identify expectations.

ü  Monitor timeline and work plan ü  Secure community partners, if applicable ü  Set budget ü  Secure funding ü  Find a wall ü  Get permission ü  Choose a theme ü  Select an artist ü  Create a contract ü  Supervise production

Tasks

Timeline & Workplan Timeline Ø  Establish start and end dates Ø  Start with the end date and work backwards to create a timeline

of tasks Ø  To share – use Google calendar (or similar) Ø  Review with your team – is it doable? Ø  Adjust Ø  This becomes the basis of your Workplan Workplan – Critical path Ø  The Workplan is your working document to monitor progress. Ø  It’s more than a calendar – a chart of activities, expected

outcomes and project status. Ø  Usually a requirement of funding applications

ü  Be realistic and honest ü  Take into account possible delays – e.g. rain and holidays ü  Be prepared to be adaptable

Initiating the Project

1) Identifying key players: Ø  Who is the project lead? Who owns the idea?

- Artist - Property owner - Local community group - Funder - Other……

2) Identify goals Ø  What is the purpose? Ø  Who is the target audience? Ø  What outcomes do you expect?

3) Build a team 4) Define Roles & Responsibilities

Project Partners

Partnerships can be for: -  Community engagement -  Promotion -  Funding -  In-kind services -  Grant requirements -  Other……

Be sure to: ü Have clear roles & responsibilities ü Create Memorandum of Understanding (MOU) ü Fulfill your obligations

Budget Important considerations for the budget

•  Expected lifespan of the mural •  Size, location and condition of the wall(s). •  Selection process for the artist. •  Materials •  Design – level of detail and/or research required •  Maintenance requirements •  Level of community engagement

Artists’ fees Considerations to take into account: •  Artist’s experience •  Expectations and roles of the artist •  Size of the mural •  Complexity of the design •  Complexity of the Site •  Individual criteria •  Available funding •  Industry standard

Budget Developing the budget requires attention to detail. Expense Items – partial list •  Administration expenses •  Project Management costs •  Design fee / maquette •  Competition costs •  Artists’ fees •  Health & Safety measures •  Insurance •  Permit fees •  Wall preparation •  Paint, brushes and other materials •  Scaffolding, ladders or other lifting equipment •  Signage / identification •  Documentation •  Promotion including mural launch and website update •  Maintenance •  Celebration and hospitalilty •  Travel •  Other…..

Budget Mural Budget Example Budget and Actuals SAMPLE

Size: Approximately 900 suare feet

Expenses Amount ActualsLead Artist fees 4,500 4,500.00Artist Apprentice fees 3,360 401.86Art consultant 500 500.00Art supplies - paint, brushes 750 1,043.17Scaffolding 600 519.80Administration & coordination 1,200 1,200.00Celebration events 100 0.00Promotion / outreach 250 0.00Total: 11,260 8,164.83RevenueMural Program grant request 5,000 5,000.00Summer Employment funding 3,360 401.86Wall Owner contributions 1,000 1,000.00Community contributions 100 0.00Fundraising 1,800 1,200.00Total: 11,260 7,601.86

Balance - Surplus / Deficit 0 -562.97

Funding options for community murals Ø Grants Ø Donations & sponsorships Ø  Fundraising events Ø Earned revenue through the sale of merchandise; art work,

prints, posters, cards, calendars etc. Ø  Lottery funding (Nevada, bingo, raffles) Ø Donations of goods and services Ø Crowdfunding – Kickstarter etc. Ø Other………

Community Involvement Each mural has a level of community involvement – whether it is as a spectator or mural maker.

•  Community Connections

•  Community Consultation

•  Community Celebration

•  Community Cheerleaders

•  COMMUNITY VOLUNTEERS

Continuum of Community Engagement

0 1 2 3 4 5 6 7 8 9

10

Private commission

Public realm Community interest

Community - full participation

Each mural has a level of community involvement – from spectators to mural makers.

Selecting the Artist Ways to select an artist •  Competition (open, invitational or limited to a category of artist) •  Call for Expression of Interest (EO1) •  Request for Proposals (RFP) or Quotations (RFQ) •  Commission Competition Brief or Call for Artists should include: •  Size and location of the wall •  Theme or other considerations for subject matter •  Fee or request for budget •  Expectations and roles of the artist •  Roles of the Client •  Information about the Client organization •  Application process

Contracts A checklist of items to be covered: ü  Liability – who is responsible for insurance and onsite supervision? ü  Resource person – who has authority to make decisions? ü  Working conditions – timeline, provision for bad weather etc. ü  Division of responsibility – roles and expectations of each party ü  Copyright – are there any waivers? ü  Fees and payment schedule. Artists’ Contracts – Agreements for Visual and Media Artists By Paul Sanderson & Ronald N. Hier Published by CARFAC Ontario http://www.carfac.ca/

Written contracts help clarify the roles and responsibilities between the artist and the client and set the terms of engagement.

Copyright

Copyright laws are extremely complicated. Simplified – but only as a guideline: •  If you create an original artistic work, you own the copyright •  This is essentially an economic right to reproduce you artistic image •  The Copyright Act protects forms of artistic expression, such as a mural, but not

ideas •  You can waive copyright •  Moral Rights exist side by side with Copyright and deal with Integrity and Paternity •  Most sponsoring organizations ask artists to give the right to reproduce images for

PROMOTIONAL purposes •  Some organizations ask artists to waive all copyright so that they do not benefit from

sales of reproductions

Canadian Copyright Act http://laws-lois.justice.gc.ca/eng/acts/C-42/index.html

KNOW YOUR RIGHTS AS AN ARTIST

Insurance Personal Accident Insurance - coverage in case of a work injury Usually the responsibility of the artist. Third Party Liability Insurance – coverage in case of injury to a third party Usually the responsibility of the group or business managing the project. If the artist is on payroll, insurance will be required through Workers Safety and Insurance Board (WSIB) or other similar coverage.

Personal Accident Insurance •  coverage in case of a work injury •  the responsibility of the artist. Third Party Liability Insurance •  coverage in case of injury to a third party •  usually the responsibility of the organization or

business managing the project •  often a requirement of city contracts Workers Safety and Insurance Board (WSIB) •  or other similar coverage. •  required to cover contract workers or employees

Health & Safety SOME BASIC POINTS: •  Good planning is needed to minimize on-site hazards •  Keep the site clean – tidy up all loose items •  Be aware of toxic paints and solvents – always read the labels •  Scaffolding requires knowledge to construct and use properly •  Above 3 metres (10 feet) fall arrest equipment is needed. •  Ladders should be used with caution •  Lift equipment such as scissor lifts or swing stages, require special training •  Use protection from extreme temperatures •  You are at greater risk when you are tired •  WHMIS – Workplace Hazardous Materials Information System is Canada’s

national hazard communication standard http://www.hc-sc.gc.ca/ewh-semt/occup-travail/whmis-simdut/index_e.html/

RISK MANAGEMENT IS OF PRIME IMPORTANCE ON A MURAL SITE Learn to recognize potential problems and put steps in place to avoid those problems or to minimize their impact.

Creating the Mural Planning & Research

Design Wall preparation

Painting Celebration

The End After the long process of planning, designing, managing and painting a mural the process ends when: 1.  The artist is satisfied and declares the mural complete 2.  The client inspects and accepts the mural as completed 3.  Final payment is made to the artist 4.  A mural launch or unveiling is held to celebrate the work (optional) 5.  There may still be obligations for maintenance, depending on the contract

Useful Resources - CARFAC - Copyright and contract information / Professional standards - Canadian Conservation Institute: Conservation Guidelines for Outdoor Murals -  Health Canada: Workplace Hazardous Materials Information System (WHMIS)

www.hc-sc.a/ewh-semt/occup-travail/whmis-simdut/index_e.html -  City of Ottawa’ Mural Program -  Centre de conservation du Quebec -  Chicago Public Art Group: Community Public Art Guide -  Global Artist Colors Inc. Painting Exterior Murals -  Philadelphia Mural Arts Program -  Linkedin – MURALS group -  Global Mural Arts & Cultural Tourism Association -  Mural Routes: www.muralroutes.com