I hereby give notice that an ordinary meeting of the Te Oro Committee of the Maungakiekie-Tamaki Local Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Friday, 5 April 2019

2.00pm

Te Oro,
98 Lines Road
Glen Innes
Panmure

 

Te Oro Committee of the Maungakiekie-Tamaki Local Board

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Chris Makoare

 

Deputy Chairperson

Ken Kerehoma

 

Members

Emily Karaka

 

 

Maria Meredith

 

 

Debbie Burrows

 

 

Tara Moala

 

 

Georgie Thompson

 

 

(Quorum 3 members)

 

 

 

Tracey Freeman

Democracy Advisor

 

1 April 2019

 

Contact Telephone: (09) 570 2840

Email: Tracey.Freeman@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 

 

 


Te Oro Committee of the Maungakiekie-Tamaki Local Board

05 April 2019

 

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Welcome                                                                                                                         5

2          Apologies                                                                                                                        5

3          Declaration of Interest                                                                                                   5

4          Confirmation of Minutes                                                                                               5

5          Leave of Absence                                                                                                          5

6          Acknowledgements                                                                                                       5

7          Petitions                                                                                                                          5

8          Deputations                                                                                                                    5

9          Public Forum                                                                                                                  5

10        Extraordinary Business                                                                                                6

11        Te Oro Activity Report Quarter Two 2018/2019                                                          7  

12        Consideration of Extraordinary Items 

 

 


1          Welcome

 

 

2          Apologies

 

At the close of the agenda no apologies had been received.

 

3          Declaration of Interest

 

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Confirmation of Minutes

 

That the Te Oro Committee of the Maungakiekie-Tamaki Local Board:

a)         confirm the ordinary minutes of its meeting held on Friday, 7 December 2018, as a true and correct record.

 

 

5          Leave of Absence

 

At the close of the agenda no requests for leave of absence had been received.

 

6          Acknowledgements

 

At the close of the agenda no requests for acknowledgements had been received.

 

7          Petitions

 

At the close of the agenda no requests to present petitions had been received.

 

8          Deputations

 

Standing Order 7.7 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Te Oro Committee of the Maungakiekie-Tamaki Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

 

At the close of the agenda no requests for deputations had been received.

 

9          Public Forum

 

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

 

At the close of the agenda no requests for public forum had been received.

 

10        Extraordinary Business

 

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

 

(a)        The local authority by resolution so decides; and

 

(b)        The presiding member explains at the meeting, at a time when it is open to the public,-

 

(i)         The reason why the item is not on the agenda; and

 

(ii)        The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

 

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

 

“Where an item is not on the agenda for a meeting,-

 

(a)        That item may be discussed at that meeting if-

 

(i)         That item is a minor matter relating to the general business of the local authority; and

 

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

 

(b)        no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”


Te Oro Committee of the Maungakiekie-Tamaki Local Board

05 April 2019

 

 

Te Oro Activity Report Quarter Two 2018/2019

File No.: CP2019/03627

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide an operational update for quarter two 2018/2019 for Te Oro.

Whakarāpopototanga matua

Executive summary

2.       Te Oro is an arts facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. It is now in its third year of operation.

3.       This report presents the Te Oro Governing Committee with the quarter two report containing full details on the operational activity delivered (Attachment A).

4.       The Te Oro Charter outlines the vision for the arts facility, and has three focus areas: youth, local community and creativity. Partnership is acknowledged in the Te Oro Business Plan as an important tool to help deliver on areas of activity.

5.       During quarter two, Te Oro delivered 46 programmes that responded to the three focus areas, 10 of which were delivered by key partners.

6.       The programmes are either commercially procured or delivered via Memorandum of Understanding (MoU) agreements with partner organisations. 

7.       The Business Plan review was due for completion in December 2018, however delays to the project have pushed the completion date to mid-2019.

 

Ngā tūtohunga

Recommendation/s

That the Te Oro Committee of the Maungakiekie-Tamaki Local Board:

a)      receive the Te Oro Activity Report Quarter Two 2018/2019.

 

 

Horopaki

Context

8.       Te Oro is an arts facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. It is now in its third year of operation.

9.       The Te Oro Governing Committee consists of three members of the local board and three members of the local community including one mana whenua representative.

10.     The Te Oro Charter outlines the vision for the arts facility and has three focus areas; youth, local community and creativity. Partnership is acknowledged in the Te Oro Business Plan as an important tool to help deliver on areas of activity.

11.     The review of the facility business plan was due for completion in December 2018, however delays to the project have pushed the completion date to 2019.

Tātaritanga me ngā tohutohu

Analysis and advice

12.     During quarter two, Te Oro delivered 46 programmes, several of which responded to multiple outcomes from the Te Oro Charter. Of these programmes:

·    Ten were delivered by MoU partners

·    Thirty five targeted youth (12-24 years age group)

·    Forty five delivered on creative outcomes

·    Twenty two were led by the local artists or community

·    Thirty two delivered on Māori outcomes.

13.     Procured programmes are developed to deliver on the action plan goals outlined in the Te Oro Business Plan 2015–2018. Forty-six procured programmes were delivered in quarter two and responded to the three focus areas of the charter: youth, local community and creativity.

14.     The partnership model is set out in the business plan and is of strategic importance to Te Oro. It supplements procured programmes and helps to build the capacity and capability of the community. Partners utilise space in the building at low or no cost to deliver programmes which align with the charter.

15.     MoU agreements are developed with programme partners following approval from the committee. The agreements are structured so that:

·          for usage over what is agreed in the MoU, the facility agreed fees and charges rates apply (including the community rate where criteria for this lower rate is met)

·          they do not affect potential sources of revenue for the centre by making commitments only around booked hireage.

16.     During MoU negotiations, staff seek explicit agreement from partners to align their programmes to the charter’s delivery focus areas.

2018/2019 MoU partnership update

17.     Three MoU partners went into recess during Q1 and are no longer active at Te Oro. Ureia and Ruapotaka Marae recessed as part of the normal flow for their activities, and the East Cook Island Community Cultural Group opted to migrate to a paid hire relationship.

18.     MoU Partner Eco Matters Bike Kitchen has reduced its service offer from weekly to fortnightly due to funding and space constraints. Their current funding expires in March 2019 and the continuation of this service beyond March is currently unknown.

19.     During Q2, Tim Bray Productions approached Te Oro to re-initiate their youth theatre workshops. Tim Bray Productions are a professional theatre company and were an original MoU partner when Te Oro opened in 2015. At the time, the partnership did not progress, however conditions have changed and they are able to progress with the partnership. Test workshops are planned for the school holiday programming in April 2019. Pending this pilot, the partnership will be tabled with the governing committee at the end of the financial year to approve a longer term partnership.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20.     This report is an operational update and therefore does not impact on other council groups.  Input to this report was provided from facility staff at Te Oro and the central programming team within the Arts, Community and Events department.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

21.     The local board funds Te Oro and three local board members represent the local board on the Te Oro Governance Committee.

22.     The charter and business plan were designed to align with the Maungakiekie-Tāmaki Local Board Plan and align to local board outcomes. These include:

·          creating strong and thriving communities that are enabled to participate, celebrate and contribute

·          ensuring young people are engaged, heard and active in their local communities.

Tauākī whakaaweawe Māori

Māori impact statement

23.     Ken Kerehoma of Ngāti Whātua Ōrākei and Emily Karaka of Ngāi Tai ki Tāmaki were appointed to represent mana whenua on the Te Oro Committee.

24.     The importance of mana whenua to the local area is reflected in the programming at Te Oro, which is designed to be inclusive and to reflect the cultural diversity of Glen Innes and Maungakiekie-Tāmaki.

25.     A diverse range of creative cultural expression is celebrated at Te Oro, including Māori contemporary and traditional arts and celebrations. Programming developed by and for Māori is an integral part of the programmes on offer at Te Oro. These programmes occur across four key areas: mana whenua led programmes, the partnership programme with Ruapotaka Marae, ongoing tutor-led programmes and one-off programmes.

26.     Programmes at Te Oro are delivered in alignment with the Auckland Plan, specifically the chapter on Māori Identity and Wellbeing Te tuakiri Māori me tōna orange.

Ngā ritenga ā-pūtea

Financial implications

27.     Te Oro’s mandate to provide low cost or free classes constrains the ability of the facility to generate programming revenue. The introduction of a koha-based payment and ticket sales from the Te Oro Presents pilot season has resulted in a growth in revenue income. 

28.     There has been an increase in staffing required at Te Oro, which is offset by revenue-generating activity. This increase in staffing is due to venue hire, delivery of shared risk partnerships, MoU programmes and more intensive events scheduled, as part of the strategy:

·          to increase participant numbers of 15-19 and 20-24 year olds

·          to increase entrance revenue

·          to increase audience numbers for Te Oro.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

29.     Key risks identified in the report are noted in the table below:

 

 

 

 

 

Risks

Mitigation

Te Oro not meeting the revenue target from programming for 2018/2019

·    Te Oro will review programmes regularly

·    develop a balanced programme of offerings across a range of cost points including shared risk model, koha entry and fixed price entry.

Not meeting the revenue target from venue hire for 2018/2019

·    Te Oro will develop and implement a marketing and communications plan that promotes venue booking

·    identify and address barriers to utilisation

·    explore the local board community grant programme as a potential source funding.

Over spend of staff budget

·    Te Oro will evaluate use of spaces and additional staffing requirements and manage the overspend in staffing budget by outlining how cost recovery from venue hire is accounted separately.

Intimidation of staff/public from aggressive and abusive clients

·    maintain the robust security programme developed by staff

·    implement, review and test security measures regularly

·    continue to follow proper safety protocols and procedures.

Health and safety issue for administration staff on reception

·    test health and safety solutions and measure results.

A programme offered by an MoU partner is cancelled due to a decline in the partner’s funding or financial position

·    monitor financial forecasts with MoU partners via quarterly meetings.

Substandard performance or delivery by partner organisations reflects on the reputation of the centre 

·    regularly communicate clear expectations about quality and reliability of service levels

·    maintain clear separation in the marketing style of the MoU partnership programmes from procured programmes.

Ngā koringa ā-muri

Next steps

30.     There is no implementation to be considered in association with this report.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Quarter two 2018/2019 report for Te Oro

13

      

 

 

Ngā kaihaina

Signatories

Author

Sarah Edwards – Arts and Culture Advisor, Arts, Community and Events

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Victoria Villaraza - Relationship Manager

 


Te Oro Committee of the Maungakiekie-Tamaki Local Board

05 April 2019

 

 

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