Agenda of Arts, Culture and Events Committee

I hereby give notice that an ordinary meeting of the Arts, Culture and Events Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Wednesday, 4 December 2013

9.30am

Reception Lounge
Auckland Town Hall
301-305 Queen Street
Auckland

Arts, Culture and Events Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Cr Alf Filipaina
Deputy Chairperson	Cr John Watson
Members	Cr Dr Cathy Casey
	Cr Ross Clow
	Member Precious Clark
	Cr Linda Cooper, JP
	Cr Hon Chris Fletcher, QSO
	Member Liane Ngamane
	Cr Wayne Walker
	Cr John Watson
	Cr George Wood, CNZM

Ex-officio	Mayor Len Brown, JP
	Deputy Mayor Penny Hulse

Independent Maori Statutory Board (alternate)	Member David Taipari

(Quorum 5 members)

Suad Allie

Democracy Advisor

29 November 2013

Contact Telephone: (09) 367 3078

Email: suad.allie@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

TERMS OF REFERENCE

Areas of Activity

· Arts projects and programmes including public art

· Events that recognise Auckland’s many cultures

· Building capacity in the arts sector

· Facilitating partnerships and collaborative funding models across the arts, cultural and events sectors

Responsibilities

Within the specified area of activity the Committee is responsible for:

· In accordance with the work programme agreed with the parent committee, developing strategy and policy, including any agreed community consultation, to recommend to the Regional Strategy and Policy Committee

· Acting as a community interface for consultation on policies and as a forum for raising community concerns, while ensuring community engagement is complementary to that undertaken by local boards

· Making decisions within delegated powers

Powers

All powers necessary to perform the Committee’s responsibilities

Except:

(a) powers that the Governing Body cannot delegate or has retained to itself (see Governing Body responsibilities)

(b) where the Committee’s responsibility is limited to making a recommendation only

(d) the approval of expenditure that is not contained within approved budgets

(e) the approval of expenditure of more than $2 million

(f) the approval of final policy

(g) deciding significant matters for which there is high public interest and which are controversial

(h) the commissioning of reports on new policy where that policy programme of work has not been approved by the Regional Strategy and Policy Committee

Arts, Culture and Events Committee

04 December 2013

ITEM TABLE OF CONTENTS PAGE

1 Apologies 5

2 Declaration of Interest 5

3 Confirmation of Minutes 5

4 Petitions 5

5 Public Input 5

6 Local Board Input 5

7 Extraordinary Business 5

8 Notices of Motion 6

9 Regional Event Fund Final Distribution 2013/2014 7

10 Funding the Queen Street Golden Mile 2014 11

11 Arts and Culture and Events - Programme Update 15

12 Arts and Culture Activities and Events Calendars – December 2013 to February 2014 17

13 Arts and Culture Strategic Action Plan progress update: December 2014 29

14 Consideration of Extraordinary Items

PUBLIC EXCLUDED

15 Procedural Motion to Exclude the Public 45

C1 2013/2014 Interim Regional Community Funding Allocation for Arts Organisations 45

1 Apologies

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

2 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.

3 Confirmation of Minutes

There are no minutes to confirm.

4 Petitions

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

5 Public Input

Standing Order 3.21 provides for Public Input. Applications to speak must be made to the Committee Secretary, in writing, no later than two (2) working days prior to the meeting and must include the subject matter. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders. A maximum of thirty (30) minutes is allocated to the period for public input with five (5) minutes speaking time for each speaker.

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

6 Local Board Input

Standing Order 3.22 provides for Local Board Input. The Chairperson (or nominee of that Chairperson) is entitled to speak for up to five (5) minutes during this time. The Chairperson of the Local Board (or nominee of that Chairperson) shall wherever practical, give two (2) days notice of their wish to speak. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.

This right is in addition to the right under Standing Order 3.9.14 to speak to matters on the agenda.

At the close of the agenda no requests for local board input had been received.

7 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.”

8 Notices of Motion

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

Arts, Culture and Events Committee

04 December 2013

Regional Event Fund Final Distribution 2013/2014

File No.: CP2013/26107

Purpose

1. This report seeks endorsement from the Arts, Culture and Events Committee on a proposed distribution process for the $100,000 balance remaining of regional event funding for the 2013/2014 year.

Executive Summary

2. A regional event fund budget of $400,000 was established in the 2013/2014 annual plan. This represented an increase of $200,000 over the 2012/2013 budget $200,000.

At the Culture, Arts and Events Forum meeting on 11 September 2013, it was resolved:

That the Culture Arts and Events Forum:

a) distribute $300,000 of the $400,000 budget as contestable funding to applications received in the 2013/2014 Regional Event Fund round, which closed on 4 August 2013

b) reserve $100,000 of the $400,000 budget to be held back and allocated throughout the year to support regional event funding proposals aligned with the Events Policy and approved by the Culture, Arts and Events Forum

c) distribute any remaining unallocated funds in June 2014 with priority given to any upcoming regional events that require funding prior to the first 2014/2015 funding round. [CAE/2013/49]

3. To distribute the remaining $100,000 it is recommended that expressions of interest (EOI) be sought from events which align with the policy priority areas of Maori, youth and winter events.

4. It is proposed that a contestable application process including an EOI stage commence in December 2013 to help ensure that only EOIs most closely aligned with the priority areas are required to submit full applications. Final decision making by the Arts, Culture and Events Committee would occur in April 2014.

Recommendations

That the Arts, Culture and Events Committee:

a) approve the allocation of $100,000 of regional event funding to a contestable process targeting the priority areas of Maori, youth, and winter events.

b) endorse an application and assessment process similar to that carried out for earlier funding distribution, with the addition of an EOI phase to ensure only proposed events closely aligned with the priority areas be required to submit full applications.

Discussion

5. A regional event fund budget of $400,000 was established in the 2013/2014 annual plan. This represented an increase of $200,000 over the 2012/2013 budgeted $200,000 and what had originally been set in the long term plan for 2013/2014.

6. Prior to decision making on applications for funding at the Culture, Arts and Events Forum meeting on 11 September 2013 no determination had been made on the manner in which the additional amount would be distributed and it was resolved:

That the Culture Arts and Events Forum:

a) distribute $300,000 of the $400,000 budget as contestable funding to applications received in the 2013/2014 Regional Event Fund round, which closed on 4 August 2013

c) distribute any remaining unallocated funds in June 2014 with priority given to any upcoming regional events that require funding prior to the first 2014/2015 funding round. [CAE/2013/49]

7. Since the meeting, consideration has been given to how the $100,000 remaining funding balance be distributed. It is proposed that funding should be aligned with the priority areas outlined in the Events Policy; Maori, youth and winter events.

8. It is proposed that an expression of interest (EOI) process commence in December and be open until the end of January 2014. Assessment of EOI applications will then be made and for those most closely aligned with the priorities, a full application would be sought. The assessment of EOIs will be completed by a panel of Event Unit staff.

9. Full applications will be sought from the selected EOI applicants and follow a similar assessment process to funding applications in the July round. The full applications will be required within the first two weeks of February with assessments and funding proposals made before the end of February. This will enable a report to be presented for decision making to the Arts, Culture and Events Committee in April 2014. This means only events commencing from May 2014 will be able to apply for funding.

10. The addition of the EOI process step allows for a reduced information requirement at the early stages of the assessment process. This may increase the number of applicants, but it will ensure that only applications which have a close alignment with the priority areas are required to submit more detailed information.

11. Support will be sought from Te Waka Angamua and Community Development, Arts and Culture (CDAC) units to ensure that availability of this targeted funding is communicated widely to groups which may have potential interest.

Consideration

Local Board Views

12. The proposed approach to the distribution of the regional event funding budget is aligned to the Events Policy priorities related to regional events and is distinct from local event priorities. If adopted, information relating to the proposal will be provided to local boards to help ensure wide publicity of this funding opportunity.

Maori Impact Statement

13. The regional events element of the Events Policy recognises a responsibility to engage and build relationships with Maori stakeholders in designing, planning and delivering regional events of mutual interest. Through regional event funding, there is the opportunity to advance this objective through the provision of grant funds. The Events Action Plan also places a particular focus on support for Maori events in the context of a diverse, balanced region-wide programme. The proposal outlined in this report directly supports this outcome.

Implementation Issues

14. The timetable for the full funding process extends over five months with limited opportunity to compress assessment and decision making phases. The early application stages coincide with the Christmas break period which may impact on the number of applications received. Extending the application period would not be desirable as this will result in decision making occurring closer to the end of the current funding year and overlap with funding processes commencing for the 2014/2015 year.

Attachments

There are no attachments for this report.

Signatories

Authors	David McIntosh - Senior Business Advisor
Authorisers	Louise Mason - Manager Community Development, Arts and Culture

Arts, Culture and Events Committee

04 December 2013

Funding the Queen Street Golden Mile 2014

File No.: CP2013/26108

Purpose

1. This report considers opportunities for funding the Queen Street Golden Mile event in 2014 and proposes a mechanism for considering future funding requests.

Executive Summary

2. The Queen Street Golden Mile is one of the Mayor’s ‘100 Projects’ which, while not obtaining budget investment proposal support of $100,000 per annum in the 2011/2012 annual plan, did carry a recommendation from the Strategy and Finance committee for budget reprioritisation opportunities to be identified which may enable funding.

3. Funding was made available for the event in the 2012/2013 through the reallocation of unspent budgets within CDAC.

4. The event is being held again in 2013/2014 and it is proposed that a budget reallocation occur again for this year drawing on expected unspent budget within the Events Unit.

5. It is also proposed that any funding for the Queen Street Golden Mile in future years be provided through application to the contestable regional event fund.

Recommendations

That the Arts, Culture and Events Committee:

a) approve the allocation of $100,000 grant funding to the Queen Street Golden Mile event in April 2014 being offset against equivalent savings from the Botanic Gardens Festival budget.

b) endorse that future funding for the Queen Street Golden Mile be considered through the contestable regional event fund process.

Discussion

6. The Queen Street Golden Mile is a concept developed by Councillor Sir John Walker and was included in Mayor Len Brown’s ‘100 Projects’ following the formation of Auckland Council in 2010.

7. The event, a ‘Find Your Field of Dreams Foundation’ initiative, is a series of races which aims to ‘ensure as many people, young and old, get the chance to run in the footsteps of champions down Queen Street’. Races are planned for youngsters, all-comers, corporates, age group miles for men and women, a celebrity mile, and the elite women’s and men’s mile.

8. An investment proposal was prepared for the 2011/2012 annual plan seeking funding of $100,000 per annum for the three years 2011/2012 to 2013/2014.

9. The investment proposal was not adopted for inclusion in the annual plan but the Strategy and Finance Committee on 25 May 2011 resolved:

iii) …that the following initiatives are supported by the committee, that officers should seek to meet the cost of these from existing budgets by reprioritising (where necessary), and that officers should report back on their ability to do this to the relevant committee or local board during the year:

1) Auckland International Carnival

2) Queen Street Golden Mile [SF/2011/9]

10. The Queen Street Golden Mile was not held during the 2011/2012 year as originally anticipated therefore planning did commence for the 2012/2013 year and a funding agreement was signed in December 2012 for $100,000, noting that “Funding is for one year (with subsequent negotiation for a further two years anticipated)”. This funding was sourced from existing budgets within CDAC.

11. The event was held in April 2013 with mixed success financially and in terms of participant and spectator numbers.

12. For the 2013/2014 year the Queen Street Golden Mile is planned to be linked to, organised, and delivered within the World Triathlon event in April 2014 by event organisers. The Triathlon is supported by an ATEED Major Event Fund grant of $125,000. There have not been any significant cost savings identified by the association between the two events.

13. There is an opportunity to make the $100,000 funding available for 2013/2014, by utilising budget that will not be fully spent in the current year. A budget amount of $262,000 associated with a proposed Botanic Gardens Festival will be underspent due to an appropriate format for the festival not being identified yet. (Note that the previous Culture, Arts and Events Forum had allocated $45,000 towards Sculpture in the Gardens given it was not feasible to hold the Botanic Gardens event this year.) Approval of the committee would be required to make this funding available to the Queen Street Golden Mile.

14. Alternatively, funding could be drawn from the $100,000 regional event funding currently still unspent for the year. A separate report has been prepared for this committee suggesting that this budget be allocated to a contestable funding process targeting Event Policy priority areas.

15. The annual grant support of $100,000 sought for the Queen Street Golden Mile is high, relative to other regional funded events, particularly taking into account outcomes delivered. For the contestable Regional Event fund in 2013/2014, $300,000 has been allocated to 22 applications with only three applications exceeding $20,000 (Polyfest $50,000, Auckland Festival of Photography $50,000 and the Auckland Writers and Readers Festival $30,000).

16. For future years it is considered that any funding for the Queen Street Golden Mile be allocated through the contestable regional event fund process to ensure that event funding relative to outcomes delivered is evaluated against Event Policy priorities and criteria and alternative funding opportunities.

Consideration

Local Board Views

17. Local Boards were consulted on, and contributed to the development of the Events Policy. Funding of regional events is guided by the priorities, principles, and criteria outlined within the policy. Local Board views have not been sought on this proposal.

Maori Impact Statement

18. Auckland Council funds, delivers and facilitates a wide range of events and activities, a number of which reflect Maori identity and culture and encourage Maori participation. While other events and activities may not specifically target Maori groups, Maori are likely to attend and will benefit along with other groups in the community.

Attachments

There are no attachments for this report.

Signatories

Authors	David McIntosh - Senior Business Advisor
Authorisers	Louise Mason - Manager Community Development, Arts and Culture

Arts, Culture and Events Committee

04 December 2013

Arts and Culture and Events - Programme Update

File No.: CP2013/26206

Purpose

1. To update the Arts Culture and Events Committee on the arts and culture 2013/14 work programme and the events 2013/14 work programme, including achievements to date and planned activity for the remainder of the financial year.

Recommendation/s

That the Arts, Culture and Events Committee:

a) receive the presentation.

Attachments

There are no attachments for this report.

Signatories

Authors	Holly Nicholson - PA/Business Coordinator
Authorisers	Louise Mason - Manager Community Development, Arts and Culture

Arts, Culture and Events Committee

04 December 2013

Arts and Culture Activities and Events Calendars – December 2013 to February 2014

File No.: CP2013/26696

Purpose

1. To inform the Arts, Culture and Events Committee of upcoming events being funded, delivered or facilitated by Auckland council (Attachment A) and upcoming arts and culture activities within council-operated facilities and delivered by council staff (Attachment B).

Executive Summary

2. The Arts and Culture and the Events calendars are prepared for planning purposes and distributed monthly to a range of stakeholders. Distribution includes: council departments, council-controlled organisations, the NZ Police and others. Local boards receive a report specific to their area.

3. The calendars (Attachments A and B) are presented for the Arts, Culture and Events Committee members’ information.

Recommendation

That the Arts, Culture and Events Committee:

a) receive the report.

Consideration

Local Board Views

4. The Arts and Culture and the Events calendars have been prepared to help with the delivery of local board plans and regional priorities.

Maori Impact Statement

5. Auckland Council funds, delivers and facilitates a wide range of events and activities, a number of which reflect Maori identity and culture and encourage Maori participation. While other events and activities may not specifically target Maori groups, Maori are likely to attend and will benefit along with other groups in the community.

General

6. There are no legal or legislative issues arising from this report.

7. This report does not invoke the Auckland Council Significance Policy.

Implementation Issues

8. There are no implementation issues arising from this report.

Attachments

No.	Title	Page
a	Arts and Culture Activities Calendar	19
b	Events Calendar – December 2013 to February 2014	23

Signatories

Authors	David McIntosh - Senior Business Advisor
Authorisers	Louise Mason - Manager Community Development, Arts and Culture

Arts, Culture and Events Committee

04 December 2013

Arts and Culture Strategic Action Plan progress update: December 2014

File No.: CP2013/27583

Purpose

1. To report progress on the development of an Arts and Culture Strategic Action Plan (ACSAP) for Auckland and receive comment and advice from the Committee

Executive Summary

2. Since the last progress report to the Forum in August (attached), Maree Mills was appointed as project lead in September. Further addition to membership of the project team and the steering group has occurred to reflect the co-development approach of the plan.

Project Team: Catherine George from ASB Community Trust has joined Barbara Procter from CDAC to contribute to the focus on investing in the arts and culture sector.

Steering Group: Ngahiraka Mason from the Auckland Art Gallery, Lou Ann Ballantyne from Independent Māori Statutory Board.

The timeframe for adoption of the Arts and Culture Strategic Action Plan to June 2014, with a draft for Committee approval in February 2014 as stated at the last meeting remains and is on track.

3. Stakeholder Engagement

The ACSAP project team are now 80% through a the targeted stakeholder engagement phase (appearing as Attachment A in the previous report)

Mana Whenua engagements are scheduled for 3^rd and 4^th December, and Mataawaka for the New Year.

Common themes we are hearing from stakeholders are:

· Desire for Creative Hub. This could include shared office space for different arts organisations to encourage cross pollination, rehearsal and ‘maker’ spaces. Investigate Angel landlords to enable access to empty spaces.

· Arts & Culture Portal: A one stop digital shop for information, everything from a listing of events to where / who to see for resource consent to enable performance in a public place. It could also incorporate ‘FundView’ and act as a brokering match-making service between Arts & Culture and Corporate sector

· Cross sector collaboration: encourage bridging of Players in the Sector. Struggling film and TV could partner up with others, e.g. provide multi narratives for gaming industry, make the ‘Musical’ into film, engage with dance film genre for international festival release. Music partner with digital providers, gamers etc.

· Sustainability: The ‘Arts’ are alive and well and growing however sustainability is key. We don’t need more facilities but we do need to make better use of the ones we have, and we need to work together.

· Digital Tools: A location based APP that connects people to Auckland stories at significant sites, particularly from Mana whenua.

· Understanding Audience: acknowledge an aging demographic and a growing diversified audience, and that Children and Young people are the audience of today and tomorrow. More analysis of non-participation in the sector is required

· Transparency of Auckland Council structure, and support mechanisms regarding Arts and Culture, in particular develop a sector investment plan.

· Pride: We need to celebrate our Arts & Culture, Foster and promote champions and encourage all Media to showcase Art & Culture to the level of sport. Get ATEED to re-appoint Creative Sector as a priority. Embrace Arts & Culture as a measure of the ‘health’ of our city.

· Education: Mentoring, Promote alumni mentoring, think tanks in the tertiary organisations, outreach programs and transition workshops for Creative practitioners to prepare for ‘real world’ environment.

· Collection and Storage: are major issues particularly with documentary heritage. Many organisations are looking to Te Papa Manukau to assist with this.

Further Engagement during December:

Mana Whenua (3 and 4 Dec), Mataawaka, ethnic community, alternative/emerging music, business associations, Rainbow community, CDAC, internal Auckland Council, Advisory Panels, philanthropic organizations and individuals.

To Note:

Specific actions to help support and retain te reo, Pasefika and other non-English languages will be included in ACSAP, and this work is being undertaken by Alice Fauvel, Strategy Analyst with Community and Cultural Strategy Unit.

4. Artist Survey

The web-based Artist Survey conducted in August attracted 659 participants. Limitations with this report will be overcome with a triangulated approach to the evidence base, (stakeholder engagement, literature review, industry snapshot for Auckland-November 2013, etc). The findings in the survey support what we are hearing from the stakeholders.

The survey will be published as an Auckland Council technical report following the peer review process which is in progress, currently managed by RIMU.

Recommendation/s

That the Arts, Culture and Events Committee:

a) receive and comment on the report.

Consideration

Local Board Views

5. There were workshops in early 2013 with 20 Local Boards, to obtain their view on issues and priorities for the strategic action plan. Local Boards will be resent this feedback along with the draft for consultation.

Māori Impact Statement

6. Hui with Mana Whenua are being held on the 3^rd and 4^th of December. The project team is taking advice on how best to engage Mataawaka before wider public consultation.

Attachments

No.	Title	Page
a	Arts and Culture Strategic Action Plan progross update - 14 Aug 2013 CAE	33

Signatories

Authors	Maree Mills – Principal Strategy Analyst
Authorisers	Raewyn Stone - Manager, Community and Cultural Strategy

Arts, Culture and Events Committee

04 December 2013

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

That the Arts, Culture and Events Committee:

a) exclude the public from the following part(s) of the proceedings of this meeting.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

C1 2013/2014 Interim Regional Community Funding Allocation for Arts Organisations

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

In particular, this report is confidential on the basis that it discusses individual organisation's financial information and permission has not been sought for disclosure to the public..

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.