The meeting will be
chaired by a delegate of the Chief Executive, for items 1 and 2. From item 3
onwards, the deputy chair or chair for this meeting will preside.
1 Welcome and Karakia
2 Election of Deputy Chairperson
In accordance with
Schedule 7, clause 21(5)(b) of the Local Government Act 2002, the Chief Executive’s
delegate will call for nominations for the election of a Chairperson for the
meeting being held on the 3 December 2015 or for Deputy Chairperson of the Te
Oro Committee of the Maungakiekie-Tāmaki Local Board (Committee).
At its meeting held on the 3 September the Committee appointed Simon
Randall as Chairperson. The committee can elect a deputy chairperson at this
meeting, but may prefer to defer this appointment to its meeting on 3 March
2016 and instead elect one of the members present to preside over the 3
December meeting only.
Whether the committee chooses to elect its deputy chair or its chair
for this meeting, either appointment must be made in accordance with the Local
Government Act, noting that no member has a casting vote.
Should the committee choose to elect a deputy chairperson, Schedule
7, Part 1, Clause 25 of the Local Government Act 2002 stipulates that:
25 - Voting systems for certain appointments
(1) This clause applies to -
(a) the election or appointment of the chairperson and deputy
chairperson of a regional council; and
(b) the election or appointment of the deputy mayor; and
(c) the election or appointment of the chairperson and deputy
chairperson of a committee; and
(d) the election or appointment of a representative of a local
authority.
(2) If this clause applies, a local authority or a committee (if the
local authority has so directed) must determine by resolution that a person be
elected or appointed by using one of the following systems of voting:
(a) the voting system in subclause (3) (system A):
(b) the voting system in subclause (4) (system B).
(3) System A -
(a) requires that a person is elected or appointed if he or she receives
the votes of a majority of the members of the local authority or committee
present and voting; and
(b) has the following characteristics:
(i) there is a first round of voting for all candidates; and
(ii) if no candidate is successful in that round there is a second
round of voting from which the candidate with the fewest votes in the first round
is excluded; and
(iii) if no candidate is successful in the second round there is a third,
and if necessary subsequent, round of voting from which, each time, the
candidate with the fewest votes in the previous round is excluded; and
(iv) in any round of voting, if 2 or more candidates tie for the lowest
number of votes, the person excluded from the next round is resolved by lot.
(4) System B -
(a) requires that a person is elected or appointed if he or she receives
more votes than any other candidate; and
(b) has the following characteristics:
(i) there is only 1 round of voting; and
(ii) if 2 or more candidates tie for the most votes, the tie is resolved
by lot.
Schedule 7, Part 1, Clause 26 of the Local Government Act 2002 makes
provision for the election of a chairperson to preside over a single meeting
but does not stipulate any particular voting system.
Recommendation/s
That the Te Oro Committee
of the Maungakiekie-Tāmaki Local Board:
a)
confirms that it will vote to elect a deputy chairperson
utilising the Local Government Act 2002, Schedule 7, Clause 25, Subclause 3)
system a or b
or
b)
confirms that it will vote to elect a
chairperson for the meeting
3 Apologies
Apologies received for Chairperson SD Randall.
4 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.
5 Confirmation of Minutes
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That the Te Oro Committee of the Maungakiekie-Tāmaki Local
Board:
a)
confirm the ordinary minutes of its meeting,
held on Friday, 4 September 2015, as a true and
correct record.
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6 Leave of Absence
At the close of
the agenda no requests for leave of absence had been received.
7 Acknowledgements
At the close of the agenda no requests for acknowledgements had been
received.
8 Petitions
At the close of the agenda no requests to present petitions had been
received.
9 Deputations
Standing
Order 3.20 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-Tāmaki
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.
10 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.
11 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.”
12 Notices of Motion
At the close of the agenda no requests for notices of motion had
been received.
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Te Oro
Committee of the Maungakiekie-Tāmaki Local Board
03 December
2015
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Te Oro First
Quarter Update
File No.: CP2015/25662
Purpose
1. To
provide the first quarter update on the operations at Te Oro to the Te Oro
Committee.
Executive
Summary
2. This
report provides an overview of the operations at Te Oro including finances,
operational issues and successes.
3. Financial
issues in the first quarter include:
· increased security
costs
· identified need to
review fees and charges, as room hire has been less than expected
· the need to adjust
costing models to accommodate a new understanding that classes will generally
need to be free of charge to enable the local community to participate.
4. This
quarter has presented a number of learnings with regard to Te Oro’s
operations. Issues include reviewing opening hours’ alignment with the
library’s hours, and considering whether extra social work resource may be
required as the extent of social issues is larger than originally anticipated.
Staff are being supported and operational arrangements reviewed to ensure the
centre is as safe as possible for all who use it.
5. Te
Oro has also won a number of awards in the last quarter, ranging from
architecture accolades to recognition for the centre’s website.
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Recommendation/s
That the Te Oro Committee of
the Maungakiekie-Tāmaki Local Board:
a) receive the
quarterly update report.
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Comments
6. This report
provides a summary of Te Oro’s operations for the first quarter of FY2015/2016.
Te Oro’s business plan sets out reporting obligations on an action item basis.
This was trialled in September
2015 at which time the committee expressed a preference for overview reporting.
This report takes this in to consideration.
Consideration
7. This report
details significant activity for the quarter in the areas of: budget/financial,
operations and recognition.
Budget /
Financial:
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First Quarter
FY16
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Actual
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Budget
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Under / Over
|
|
Revenue
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$5,426
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$21,742
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$16,316 less
revenue
|
|
Operating
expenses
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$1,02,597
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$1,13,359
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$10,762
underspent
|
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Net
|
|
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$5,554 under
budget
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Fees and
Charges
8. Room hire
utilisation has been less than expected and some work has been done to review
the fees and charges relating to corporate hire, community rates and day hire
rates. This work will be completed in January 2016 and be presented to the
committee early 2016. Demand for the discounted rate hire has been higher than
anticipated.
Security
9. Some increased
costs relate to extra security cover during peak periods. This will be reviewed
as part of the 6 monthly operational review in January 2016.
Programming
10. The cost of
programming has been impacted by the inability to offset with class fees. After
the initial “teaser” programme that was designed for the first 3 months of
operations (May – June), it was identified that there was very little capacity
for charging even $5 for attending a class. Similarly classes that were asking
for a gold coin “koha” were not meeting target. A revised programme is being
designed for the first term of 2016 that takes this in to account.
Operations
Visitor
numbers
11. Te Oro has
delivered a full programme of programmed classes and events over this period.
The programme regularly delivers 20-24 classes per week that reach a wide
audience.
The number of visitors over the first quarter can be summarised as follows:
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Visitor Type
(First quarter 15/16)
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Number
|
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Attending a
programme
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4004
|
|
Attending a
performance
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2325
|
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Other visits
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3215
|
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Total
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9544
|
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Visitor number
target for 15/16
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25000
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12. Recent highlights
have included:
· Urbanesia
Contemporary Festival events – Sat 21st November Niu Theatre Works - first
fully sold out event in Taurere – 120+ in attendance.
· Song
anatomy sessions in association with APRA including 3 Houses Down and Ria Hall
Hours of operation
13. There have been
some issues arising due to the hours of operation at Te Oro not aligning with
the Glen Innes Library. The period from 5:30pm – 7:00pm has seen a significant
number of visitors that are not booked in to a programmed event. This will be
monitored over the next few months and an update presented to the committee
early 2016.
Security
14. There have been
a couple of incidents of damage/graffiti to the exterior of the building and
some minor incidents inside. Tagging has not been a significant issue but there
has been some identified on furniture (easily removed), a Kowhatu stone was
spray-painted on one occasion and marker pens used on the carved exterior
panels.
15. There
was one incident of the rear glass doors being prised open but no significant
damage and the doors have been modified to prevent this happening in the
future.
16. Static
security guards have been on-site for peak periods but this has been
discontinued due to the cost and the ineffectiveness of contracted guards.
Social Work
17. The
extent of social issues was not fully anticipated and this has had an impact on
some operations. This has been especially evident on Saturdays when there are
limited programmes on offer and a skeleton level of staffing to operate the centre.
18. Discussions
are being held with Council staff regarding how to utilise resources from other
departments / agencies. Te Oro staff will also receive training to upskill them
in this area.
Partnerships
19. The
following partnerships are in place:
· APRA – Australasian
Performance Rights Association. Monthly Seminars with leading contemporary
artists
· Serato – DJ classes
– Monthly / School Holiday programme
· Crescendo Trust -
Media Production. Mentoring / recording sessions / live jam sessions
· Ruapotaka Marae –
Kapa Haka
· Street Dance NZ –
Dance
Massive Theatre Youth theatre development courses
20. These
partnerships will be fully reviewed at the end of the second Quarter and
assessed by reviewing utilisation, outcomes met and ability to meet requirements.
21. Specialist
assistance is required to drive the marketing and communications at Te Oro.
Once the full staffing model is in operation then upskilling or project based
support will be considered.
Recognition
22. At
the recent Best Awards, Te Oro was recognised with the following awards:
· Gold pin for the
Ngā Aho Award
(Alt Group with Ngāti
Pāoa, Ngāti Whatua, Ngāi Tai Ki Tāmaki – Te
Oro tukutuku panel)
· Gold pin for Small
Scale Website (Sons & Co and Alt Group)
· Silver for Large
Brand Identity (Alt Group)
· Bronze for Design
Craft (Alt Group - Te Oro typeface)
· Te Oro’s website
was awarded the Purple Pin for the whole Interactive Category (a supreme award
that recognises work that raises the bar of New Zealand design)
23. Te
Oro has also been recognised for architectural quality including feature
articles in Architecture Now and Metro Magazine.
Local
Board views and implications
24. Te
Oro is funded by the Maungakiekie-Tāmaki Local Board. Three local board
members represent the local board on the Te Oro Governance Committee.
Māori
impact statement
25. Ken Kerehoma of
Ngāti Whātua Ōrākei has been appointed to the mana whenua
seat on the Te Oro Committee for its first term, noting the preference
expressed by mana whenua that this appointment remain in place until the end of
the next triennium (four years in total)
26. Emily Karaka of
Ngāi Tai ki Tāmaki has been appointed as the alternate for the mana
whenua seat on the Te Oro Committee for its first term, noting the preference
expressed by mana whenua that this appointment remain in place until the end of
the next triennium (four years in total).
27. The importance
of Mana Whenua to the local area is acknowledged through their involvement in
the centre. This is reflected in the programming of Te Oro with programmes
designed to be inclusive and reflect the cultural diversity of Glen Innes and
Maungakiekie-Tāmaki.
28. A diverse range
of creative cultural expression is celebrated, including Māori and Pacific
contemporary and traditional arts and celebrations. Te Oro has incorporated
this principle by hosting a range of activities that meet this objective.
29. Te Oro operates
using Manaakitanga - Young people feel welcome and take an active role in
hosting visitors to the centre. The local community feels welcome and
takes an active role in hosting visitors to the centre. All aspects of cultural
creativity are welcome.
Implementation
30. There is nothing to implement
based on this report.
Attachments
There are no attachments for this
report.
Signatories
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Authors
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Stephen Johnson - Manager Arts and
Culture Facilities and Assets
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Authorisers
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Graham Bodman - General Manager Arts, Community and
Events
Victoria Villaraza - Relationship Manager
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