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HomeMy WebLinkAboutPublic Arts Coordinator Contract City of Jeffersonville Government Contract Coversheet Please note: All information MUST be completely filled out and submitted to Clerk's Office within 48 hrs of execution. Date Submitted to Clerk: 10/16/2024 Department: Public Arts Vendor Name: Sarah Young Sign Date: 10/16/2024 Ending Date: 10/20/2025 Amount of Original Contract: $1,716.67/month Is this an amendment or change order to original contract? Yes or No Amended Contract Amount: Purpose: Public Art Coordinator For Clerk's Office to fill out Date uploaded to Gateway: • JEFF ,� -sot. � ` Attachment A : PAC Agreement Public Arts ' si, Position:Public Art Coordinator Contractor Name: SARAH YOUNG Contract Start Date: October, 21, 2024 Position Overview The Public Art Coordinator(PAC) role is a support-centric role designated to the Public Art Administrator (PAA). The PAC is a critical role in the definition and execution of various tasks to bring the public arts program to life. The PAC will be an empowered, independent extension of the PAA to define and execute the work to be done to achieve key strategic objectives set by the PAA.The PAC will assist the public art program with various tasks including(but not limited to) event coordination, volunteer development, facility planning, administrative support, and various public relations. Position Expectations • The Public Art Coordinator will provide overall support to the public art program on an average of 80 hours a month. • The Public Art Coordinator will update the Public Art Administrator on a weekly basis on assigned projects and tasks.Additionally,the Public Art Coordinator will meet regularly(bi- monthly/ or as agreed to) with the Public Art Administrator. • The Public Art Coordinator agrees to maintain open and regular communication with the Public Arts Administrator regarding any relevant, time-sensitive public art programming. • The Public Art Coordinator is responsible for creating and executing the tasks, follow up items, and communications necessary for achieving key objectives defined and explained by the Public Art Administrator. • The Public Art Coordinator will meet deadlines assigned by the Public Art Administrator • The Public Art Coordinator cannot be a commissioner on the Jeffersonville Public Art Commission while they are the PAC. The PAC will not be required to attend monthly JPAC meeting but is welcome to come. *Sarah Young, the contracted PAC listed above, will be grandfathered into the Jeffersonville Public Art Commission (JPAC) and permitted to remain on the commission through the end of her term on December 31, 2026, as long as she remains under contract as the PAC. • The PAC agrees that the PAA can access the PAC's city email account at any time without notice.This is to ensure City policy compliance, monitor productivity, and protect City interests. The PAC also understands that all emails in the City's email system belong to the City. 1 A .`sY JEFF U�S' Attachment A : PAC Agreement Public Arts Position:Public Art Coordinator Position Timeline: Contract will be active from October 21, 2024 to October 20, 2025 (12 months). Position Compensation: Public Art Coordinator will be paid the designated amount of $20,600 over the course of the contract timeline.This amount will be paid in monthly installments of $1,716.67. The Public Art Coordinator will be responsible for submitting a monthly invoice to the Public Art Administrator for services- including the details of the services performed for the month, which must be approved by the City Council of Jeffersonville before payment can be administered. Contractor Agreement: The role and responsibilities of the Public Arts Coordinator shall be outlined, but need not be limited, by the following terms: 1 . EVENT COORDINATION SUPPORT: • PAA will create and define the key events for the Public Arts in the City of Jeffersonville. The PAA will assign specific events or event types to the PAC to create and execute a project plan for a successful event. - PAC can provide event planning/coordination for events designated by PAA - PAC can assign volunteer support for events designated by PAA - PAC can provide setup/breakdown support for designated events, as determined by PAA. - PAC will discuss planning and coordination process with PAA as a part of the regular weekly status and the regular update meetings. 2. VOLUNTEER DEVELOPMENT SUPPORT: • PAA will define the vision and success criteria for a successful Volunteer program for Public Arts. The PAC will create and execute the appropriate evergreen tasks to administer a successful Volunteer program. - PAC can update the current volunteer database monthly - PAC can send out volunteer requests for upcoming public art events. - PAC can provide a transparent log of volunteers and shifts designated to each event - PAC can make efforts to expand the current volunteer base through community outreach, volunteer marketing, and collaboration with local volunteering groups. 2 60-Y O\a • c•- dot) W JEFF �.��U Attachment A : PAC Agreement Public Arts , -0,.` Position:Public Art Coordinator 3. FACILITY PLANNING SUPPORT (NoCo Arts Center): • The PAA will define the expectations and contractual obligations of artists in residence in the NAC. Additionally, the PAA will define the key operational needs (inventory, supplies, etc.) of the NAC. The PAC will assist the PAA in ensuring the NAC operates smoothly as a shared artist in residence and artistic expression space. - PAC can assist PAA with facility supply stocking - PAC can assist PAA with planning/coordination of NAC maintenance/renovations - PAC can reach out to resident artists with relevant event information/facility updates - PAC can provide organizational support to the facility storage spaces 4. ADMINISTRATIVE SUPPORT: • PAC can support the PAA with designated administrative tasks, included but not limited to: administering or responding to phone calls organizing digital documents administering or responding to emails in a timely fashion proofreading/reviewing documents related to the Public Art Program 5. PUBLIC RELATIONS SUPPORT: • The PAA will define the digital (including Social) media strategy for Jeffersonville Public Arts. The PAA will assist in executing that digital strategy. - The PAC can create regular social media posts across multiple platforms actively advertising artistic events occurring within the City of Jeffersonville (either hosted by JPA or any other entity) as designated by the PAA. - The PAC can create regular social media posts celebrating all the artistic events that occur within the City of Jeffersonville. - PAC can actively participate in community events and represent the public art program - PAC can attend networking events to promote volunteer base and events - PAC can help maintain social media content. 3 CONTRACT FOR PROFESSIONAL SERVICES This AGREEMENT is effective as of the 21 day of October , 2024, by and between the CITY OF JEFFERSONVILLE, INDIANA, a Municipal Corporation, (the "CITY") by and through the Jeffersonville Board of Public Works and Safety and Sarah Young, , (the "CONTRACTOR"). WITNESSETH: WHEREAS,the CITY desires to retain the services of a public art coordinator duly qualified in the area of assisting public art development and planning to perform the services described in this AGREEMENT; and WHEREAS,the CONTRACTOR possesses the requisite skills to perform the requested services and has expressed a willingness to perform said services pursuant to the terms and conditions set forth in the AGREEMENT; and WHEREAS,the provision of said services by CONTRACTOR is in the best interests of the City, and WHEREAS,the Jeffersonville Public Arts Commission, as an entity established by the Jeffersonville Common Council has recommended the approval of this agreement with the Contractor, and NOW,THEREFORE, for and in the consideration of the mutual promises, covenants, and benefits set forth in this AGREEMENT, and other good and valuable consideration, the receipt of Which are hereby acknowledged by the parties, CITY and CONTRACTOR agree as follows: SECTION 1 SCOPE OF SERVICES The services to be performed by the contractor on behalf of the CITY are as follows, 1 .1 Contractor shall provide services as outlined in Attachment "A", entitled "Public Art Coordinator Agreement", all of which shall be performed by Contractor at the direction of the Jeffersonville Public Arts Committee and the Public Art Administrator. Contractor shall be supervised by the Jeffersonville PUblic Art Administrator. Additionally, Contractor shall make periodic written or oral reports to the City, if so requested. Attachment "A" is hereby incorporated into this document. 1.2 CONTRACTOR agrees to comply with all applicable Federal, State, and local laws, rules, regulations, and ordinances, and that all provisions required thereby to be included herein, are hereby incorporated by reference. 1.3 Contractor shall be required to execute an Indiana legal Employment Declaration and comply with the terms of thee-verify law. SECTION 2 TERM OF AGREEMENT This CONTRACT shall be for a term commencing on the effective date October 21, 2024 and expiring on October 20, 2025, (the "TERM"), Subject to earlier termination as herein provided. SECTION 3 COMPENSATION As full compensation for satisfactory performance of the services set forth in Section 1 above and Attachment "A" the City shall pay the Contractor the sum of $1,716.67 per month. Claims for 041MillSthitnade to the City of Jeffersonville Department of Finance and paid pursuant to Indiana statute Section 4 CHANGES Any changes to this agreement must be made in writing and agreed to by both parties. Section 5 TERMINATION Either party may terminate this AGREEMENT upon thirty (30) days written notice to the other party. Section 6 GENERAL PROVISIONS 6.1 APPROPRIATIONS:This AGREEMENT is subject to appropriations that may be made by the COMMON COUNCIL of CITY, REDEVELOPMENT COMMISSION AND/OR URBAN ENTERPRISE ASSOCIATION. 6.2 ASSIGNABILITY: CONTRACTOR may not assign or transfer this AGREEMENT or any rights or benefits under this AGREEMENT without the prior written approval of the CITY. 6.3 CONTRACTS:The CONTRACTOR shall not have authority to bind the CITY or otherwise contract with third persons on behalf of the CITY for any purpose and shall not cause encumbrances or liens to attach to CITY property. 6.4 ENTIRE AGREEMENT; BINDING EFFECT:This AGREEMENT constitutes the entire agreement between the parties. 6.5 GOVERNING LAW:This Agreement shall be governed by the laws of the State of Indiana. 6.6 INDEMNITY: CONTRACTOR agrees to indemnify, defend, and hold harmless the CITY, its agents, officers, and employees against all claims, demands, losses, liabilities, and suits arising out of any act or omission by the Contractor or her agents or employees resulting from work performed under this agreement but the City shall not provide such indemnification to the Contractor. 6.7 WARRANTY: CONTRACTOR warrants that it currently possesses all necessary licenses,and approvals to perform this AGREEMENT. 6.8 CONTRACTOR HAS READ AND UNDERSTANDS THIS AGREEMENT: CONTRACTOR represents that she has read this AGREEMENT, in its entirety and, by signing this AGREEMENT expressly states that she fully understands the consequences of entering into this AGREEMENT. 6.9 NOTICE: Notice shall be served upon either party by means of certified mail, postage prepaid, return receipt requested. Notice shall be served on CONTRACTOR at the following address: CONTRACTOR NAME Sarah Young Notice shall be served on CITY at the following address: CITY OF JEFFERSONVILLE ATTN: Office of the City Engineer 500 QUARTERMASTER CT. JEFFERSONVILLE, IN 47130 IN WITNESS WHEREOF,the parties hereunto set their hands and seals on the date written below. Date: 10/1 1 2024 Board of Ali orks: Contractor: Date: l©/AV..