Public Art Policy

Approval Date:September 28, 2026

Purpose

Toronto Public Library (TPL or “the Library”) branches are shared spaces developed to serve customers in welcoming, safe, inclusive and sustainable environments. As neighbourhood anchors, libraries offer a local setting where social connection, civic engagement, equity, inclusion and accessibility are critical to the branch role in the community. Embedding public art within these locations contributes to TPL’s goals towards placemaking and supports community pride, identity, and belonging.

In order to champion the existing artworks permanently displayed across the system, and to ensure the development and renewal of featured public art for future TPL customers, this policy provides a foundation and direction for the Library to provide sustainable stewardship for its Public Art Program, informed by best practices. This policy aims to fulfill these needs and establish direction as to how the Public Art Program is delivered, administered and funded.

The purpose of the Public Art Policy is to establish clear objectives for program functions, define responsibilities for oversight and decision-making, and provide justification for funding required to execute the program and provide care for the artwork in its inventory. These objectives will meet sector best practices, including:

  • Providing clear definition of the Public Art Program’s scope as well as fulsome identification of exclusions from the policy, providing practical service level direction and foundation for a consolidated program strategy
  • Formalizing the methods employed to deliver the program, including processes of selection, location, acquisition, presentation, maintenance, reporting and retention of public art assets
  • Stakeholder identification and detailed assignment of roles, responsibilities, accountability and authority
  • A commitment to transparency and engagement, public consultation, open competition and appointment of advisory groups, panels, committees, juries or similar to provide independent input and recommendations for the program
  • Prescribing sources of funding and reserve funding mechanisms for sustainable program administration, maintenance and/or acquisition

Scope

This policy applies to:

  • All TPL staff and external stakeholders involved in the Public Art Program and/or working at locations with public art assets onsite;
  • All permanent public art assets accessioned into TPL’s inventory of public art, including works of art sited internally or externally, integrated into building design, or housed in temporary storage; and
  • All activities involved in the selection, procurement, administration and management of the Public Art Program.

The following are out of scope of the policy:

  • Art that is part of the Library's general collection or Special Collections which is acquired and retained in accordance with TPL's Materials Selection Policy, including exhibitions of works from these collections;
  • Art exhibited by local community artists, whether coordinated locally, or arranged centrally through the Arts Programs and Services Committee, as part of the Art Exhibits Space program in branches;
  • Artwork created for or included in branch displays, programs, events, exhibits, performances, community projects, external room bookings or otherwise initiated outside of the Public Art Program;
  • Cultural, local history or institutional artefacts and scientific specimens;
  • Commemorations, monuments, plaques or memorials created independently from works of public art;
  • Reproductions, mass produced or stock prints & objects, memorabilia;
  • Building or organizational infrastructure, including interactive features, learning stations or similar;
  • Furnishings or general workspace office décor, including ornamental or decorative objects & elements in TPL locations;
  • Wayfinding, directional or informational elements and signage; and
  • Landscaping and gardening.

Underlying Principles

The Public Art Policy is driven by principles defined in the Library’s Values, Vision and Mission; and in TPL's Equity Statement, Intellectual Freedom Statement and Reconciliation Statement.

This policy will provide TPL’s Public Art Program with the necessary supports to:

  • Align with TPL's vision, mission, values and strategic priorities;
  • Observe and surpass sector best practices;
  • Identify tools, resources and sponsorship required for implementation and future stewardship;
  • Foster integration into TPL operations & program collaboration across internal and external stakeholders; and
  • Ensure clarity of scope and capacity, and designation of roles, responsibilities, accountabilities and decision-making authority.

Policy Statement

Toronto Public Library has collected and mounted artwork for public viewing and enjoyment in branch locations dating back to the foundation of the various historical public library boards pre-amalgamation. Corporate ownership from previous entities was transferred at that time, and since post-amalgamation, TPL has stewarded a sizable, geographically dispersed collection of art.

The program holds items essential to Canadian art history that are tremendous assets TPL must manage risk and care for. Further development of this program is necessary for TPL to meet the fiduciary and cultural commitments expected of institutional collectors.

  1. Selection & Acquisition   
    • 1.1 Toronto Public Library acquires, displays and maintains public art selected for its program in order to complement and enhance its physical spaces in a manner that is welcoming, inclusive and accessible.
    • 1.2 The selection and acquisition process for additions to TPL’s Public Art Program will observe and be in accordance with current legislation, TPL policies, and arts sector standards, guidelines and best practices
    • 1.3 Individuals involved in selection and acquisition processes shall declare a conflict of interest, pecuniary or otherwise, and remove themselves from involvement in decision making regarding public art additions to which they are involved either directly or indirectly, as per the definitions and requirements outlined in TPL’s Conflict of Interest Policy
    • 1.4 Where public art additions are connected to planned capital projects, TPL will seek to integrate selection, acquisition and installation into the capital project planning and design phases as early as possible
    • 1.5 A preliminary proposal will be developed for each public art project outlining:
      • Method(s) of acquisition;
      • Stakeholder representation and project team membership;
      • Intended location(s) involved and siting option(s) for artwork within the location(s);
      • Evaluation of the suitability, safety, visibility, accessibility, and context of identified siting options; and
      • The project budget.
    • 1.6 Toronto Public Library will acquire public art primarily through commissions, with exceptions considered where appropriate for offers of donation or via loan agreements with external institutions
      • Public Art commissions, following approval of the project’s proposal, which in addition to criteria outlined in 1.5., will identify:
        • The selection process to be employed;
        • The design and proposal criteria to be provided to artist(s) applying;
        • The selection criteria guiding selectors’ recommendations; and
        • Project requirements, including material and technical guidelines, of the location(s) and site(s) selected.
    • 1.7 Offers of donation for addition to TPL’s public art inventory will be considered through this policy on a case-by-case basis
      • TPL reserves the right not to consider, and to decline, donation offers, at its sole discretion;
      • Only offers unencumbered of any conditions will be considered;
      • To be eligible for consideration, donation offers must include an appraisal by a certified appraiser current to the time of donation; the donor will be responsible for obtaining and for payment for the appraisal;
      • An additional donation of funds may be required as a condition of acceptance, in support of operational needs such as transportation, installation, and future maintenance;
      • Where accepted for consideration, a review will be completed and proposal drafted for formal approval, with all applicable criteria noted above for commission proposals included.
    • 1.8 Opportunities to exhibit artwork on loans provided by external institutions as public art in TPL locations will be considered through this policy on a case-by-case basis.
      • TPL retains the right not to consider, and to decline, offers of loans, at its discretion;
      • Where accepted for consideration, a review will be completed and proposal drafted for formal approval, with all applicable criteria noted above for commission proposals included;
      • To be eligible for consideration, loan offers must include an appraisal by a certified appraiser current to the time of donation; the lending institution will be responsible for obtaining and for payment for the appraisal;
      • Only loans offered for permanent long-term exhibition will be considered;
      • Where approved, as a condition of acceptance, a formal loan agreement between TPL and the loaning institution will be completed and maintained.
    • 1.9 Methods of selection for commissioned acquisitions may include:
      • Competition via an open call for proposals; or a competition limited to selected invited applicants
        • Submissions received will be screened for compliance with procurement, competition, technical and feasibility requirements prior to being evaluated for competition
        • Post-screening, submissions may be further reviewed and shortlisted prior to final evaluation for competition
      • Direct commission
        • In appropriate circumstances, TPL may select an artist to commission for a site-specific work
    • 1.10 A selection panel may be convened for review and evaluation of submissions included in the final competition
      • The selection panel may include from 3-6 jurors, invited by the project team for participation
      • Membership of the panel will include representation from
        • The local arts sector
        • Relevant community or neighbourhood organization(s)
      • Where needed, a selection panel may also be convened for evaluation of donation or loan offers eligible for consideration
    • 1.11 Additions to the public art inventory will observe the following baseline requirements:
      • The artwork is an original, unique work, or a work from an original, limited and numbered series;
      • The artwork is created by a professional artist or group of professional artists;
      • The artwork is wholly owned by the Toronto Public Library Board, with the exception of artwork acquired through formally approved long-term loans;
      • The artwork is installed permanently for long-term exhibition at a site and in a location that is accessible for public viewing;
      • The artwork meets all operational and feasibility requirements, as defined by TPL; and
      • The artwork is aligned with Toronto Public Library’s Vision, Mission & Values and statements on TPL Equity, Intellectual Freedom and Reconciliation.
    • 1.12 For commissions completed via competition, a fulsome, comprehensive rubric for evaluation will be developed for the specific project and include project and locally specific selection criteria
      • In addition, artwork will satisfy the following system-level selection criteria
        • Artistic merit, professional experience and qualifications
        • Connection, relevance, meaningfulness to community
        • Inclusion, equity, and accessibility
        • Integration with site & location, and enhancement of public space
        • Operational and technical feasibility
        • Safety and suitability
        • Sustainability and durability
    • 1.13 All artwork recommended for addition to the Public Art Program, whether obtained via commission, donation or loan, must be submitted for final review, and are subject to final approval, by the City Librarian or designate
    • 1.14 Artwork will be accessioned into TPL’s Public Art Program following final approval by the City Librarian or designate
  2. Program Administration, Development & Management   
    • 2.1. Administration, development and management of the Public Art Program is planned and integrated into TPL’s annual system, division, departmental and project work plans
    • 2.2. TPL will develop annual plans and multi-year strategies for the Public Art Program, consult, monitor, document and communicate on program additions and developments across stakeholder groups
    • 2.3. TPL will maintain an inventory of artworks included in the Public Art Program, and ensure diligent documentation regarding program artworks, artists and projects are acquired, prepared or updated as needed;
    • 2.4. TPL will assess, plan and schedule appraisals annually, and ensure the valuation of assets in the Public Art Program are up to date and accurate
    • 2.5. TPL will assess, plan and schedule annually for maintenance, conservation and restoration needs of assets in the Public Art Program. This includes a commitment to providing adequate resources for maintenance, conservation, and restoration where possible.
    • 2.6. TPL will apprise the City of Toronto’s Insurance & Risk Management annually of changes to valuations of assets in TPL’s Public Art cProgram
    • 2.7 TPL will complete and update formal agreements as needed with artists, rightholders and collaborating institutions, ensuring appropriate permissions are secured and there is a shared understanding of plans for the artwork’s installation, exhibition, maintenance and retention
    • 2.8. Requests by external institutions to borrow assets from the Public Art Program will be considered on a case by case basis; where possible, TPL will seek to support requests for loans for retrospective exhibitions of the artwork’s creator, or similar inclusion in exhibitions mounted that feature the artwork’s relevance to art history or connection to historical or geographic movements or events
      • TPL reserves the right not to consider, and to decline, loan requests, at its sole discretion;
      • Only requests for short-term exhibition of borrowed works will be considered;
      • Prospective borrowers will be required to provide a detailed facility report for the site of exhibition, proof of adequate insurance, and any other additional information requested by TPL;
      • Where approved, formal loan agreements will be completed with borrowing institutions prior to the lending of assets;
      • As a condition of lending, borrowing institutions will be responsible for all transportation, storage, installation, exhibition and insurance costs for the loaned artwork from the point of receipt until its return to TPL;
      • External loan requests must be reviewed and are subject to final approval of the City Librarian or designate; and
      • Requests to lease or rent assets from TPL’s Public Art Program will not be considered.
    • 2.9. TPL will notify and consult with the artwork’s creator(s) or rightsholders towards agreement on any required alteration, re-location, maintenance or restoration of exhibited assets in the Public Art Program
    • 2.10. If appropriate or necessary, TPL will consider deaccessioning assets from the program. A formal report will be prepared for all assets under consideration for deaccessioning, outlining the circumstances, reasoning, and feasible alternatives.
      • All assets under consideration for deaccessioning, and their accompanying report, must be submitted for final review, and are subject to final approval, by the City Librarian or designate
      • Where appropriate, deaccessioned assets from the Public Art Program may be considered for transfer to other TPL collections
      • TPL will notify the artwork’s creator(s) or rightsholders regarding permanent removal of assets from exhibition, plans for deaccession, and disposal
      • Creator(s) or rightsholders will be offered the right of first refusal to accept the return of their artwork
      • Disposal of artwork will conform to the standards outlined in TPL’s Purchasing Policy, 11.2. Disposal of surplus goods
    • 2.11. Deaccession criteria
      • TPL’s primary criteria for recommending deaccession of an artwork are:
        • Risk to safety of the public and staff;
        • Changes to the condition or presentation of the artwork, that are irreversible and/or impractical to address;
        • Issues of ethics, legality, liability, ownership or copyright that cannot be resolved;
        • New or emerging operational and service delivery requirements;
        • Environmental changes, including redevelopment or renovation of the site or location; and
        • Lack of alignment with TPL’s current Public Art Policy, mandate and criteria.
  3. Roles & Responsibilities   
    • 3.1. Final decision-making authority for TPL’s Public Art Program rests with the City Librarian or designate
    • 3.2. Implementation of this policy, and administration & management of the Public Art Program is led by Special Collections, SDI, in collaboration with stakeholders from Branch Operations, Capital Projects, Facilities, and Finance, as well as external project stakeholders, including artists and rightsholders
    • 3.3. Artist(s) contributing to TPL’s Public Art Program will:
      • Complete formal agreement(s) with TPL prior to beginning work on additions to the program
      • This agreement will outline the artist(s)’ and TPL obligations for the project in regards, but not limited, to:
        • Scope of work
        • Materials
        • Timelines
        • Installation
        • Permissions for permanent exhibition and non-commercial use of images of the artwork
        • Maintenance
        • Compensation
      • Be recognized by TPL as retaining ownership of copyright, moral rights and other inherent legal rights for the artwork
      • Participate in project teams and meetings related to their creation’s addition to TPL’s Public Art Program
      • Contribute to a completed maintenance manual for their artwork(s) prior to receiving final payment for their project(s)
  4. Communications & Engagement   
    • 4.1. TPL will strive to provide transparency of its processes and develop public awareness of, and engagement with, the Public Art Program.
    • 4.2. Opportunities to contribute to the Public Art Program, provide input and details of current projects will be posted to TPL’s website.
    • 4.3 TPL welcomes suggestions, compliments or feedback about library services in accordance with the Customer Service Feedback Standards & Practices.
    • 4.4. TPL will develop and maintain online resources to improve public access to information about and locations for viewing artworks from the Public Art Program.

Specific Directives

This Policy provides guiding principles for how TPL will work to deliver and steward its Public Art Program, and commits the Library to guiding development of the program in both the short and longer term.

In particular, program improvement will be completed through achieving key milestones to be identified for short, medium and long term in development of the policy’s implementation plan, that will increase program accessibility and efficiency, support stakeholder collaboration, and modernize operations.

Accountability

The Director, Service Development & Innovation is responsible for ensuring the policy is implemented.

Related Legislation

Related Library Policies

Definition of Terms

Accession:
the formal process for the permanent addition of works of art to TPL’s Public Art Program, including: the creation of a permanent record; assignment of a unique identifier for inventory control; and fulsome documentation and recording of the artwork’s description, provenance, and exhibition & publication history
Artefacts:
materials or objects purposefully made or shaped, and valued as representative of a society or historical period’s culture, worldview or daily life
Commemorations:
objects or actions produced to honor, respect, recognize or remember individuals, events, achievements, shared histories or stories
Commission:
A public art project in which an artist is contracted through a competitive or direct procurement process to create an original artwork for a specific site, budget, and set of objectives.
Deaccession:
the formal process for the permanent removal of works of art from TPL’s Public Art Program
Maintenance and Conservation:
planned activities undertaken to preserve the condition, safety, and integrity of artworks over time, including regular cleaning, repairs, conservation treatments, and lifecycle interventions.
Memorabilia:
items acquired or collected, and treasured as a remembrance of a particular interest, person(s), place, event or activity; includes such items signed by notable individuals or distinct signatures obtained
Moral Rights:
Moral rights are protected under 14.1 & 14.2 of the Copyright Act, which states “the author of a work has…the right to the integrity of the work and…to be associated with the work as its author
Permanent:
artwork installed and exhibited at an approved site and location, accessioned into the corporate record and stewarded by the organization during its lifecycle, while remaining subject to review, relocation, removal and deaccession if required
Professional Artist:
An artist who has specialized training in the artistic field (not necessarily in academic institutions); is recognized as a professional by his or her peers (artists working in the same artistic tradition); is committed to devoting more time to artistic activity, if possible financially; has a history of public presentation or publication (as per Canada Council for the Arts)
Provenance:
the documented history of an artwork’s ownership, custodianship & location over time
Public Art:
Public art is work in any medium that has been produced by a professional artist, installed in a publicly-accessible space, that has been approved for accessioning into TPL’s program

Contact

Director, Service Development & Innovation

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