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, 23 March 2016

1.30pm

Level 26, Room 1
135 Albert Street
Auckland

Arts, Culture and Events Committee

OPEN AGENDA

MEMBERSHIP

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

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

Ex-officio (without voting rights)	All other Councillors

(Quorum 5 members)

Quorum must include at least 2 named voting members

Katherine Wilson

Democracy Advisor

17 March 2016

Contact Telephone: (09) 890 8133

Email: katherine.wilson@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

TERMS OF REFERENCE

Responsibilities and key projects

The Committee is responsible for regional arts, culture and events by:

· Developing (and monitoring) strategy, policy and action plans, including any agreed community consultation, to recommend to the Regional Strategy and Policy Committee, as set out in the Schedule of Key Projects for Reporting Committees, attached to these Terms of Reference *

· 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, including:

§ Grants for regional events, arts and cultural organisations or projects

Powers

All powers necessary to perform the Committee’s responsibilities

Except:

(a) powers that the Governing Body cannot delegate or has retained to itself (section 2)

(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

(i) the power to establish sub-committees

*Schedule of key projects for the Arts, Culture and Events Committee

Arts and Culture Strategic Action Plan

Events programme

Exclusion of the public – who needs to leave the meeting

Members of the public

All members of the public must leave the meeting when the public are excluded unless a resolution is passed permitting a person to remain because their knowledge will assist the meeting.

Those who are not members of the public

General principles

· Access to confidential information is managed on a “need to know” basis where access to the information is required in order for a person to perform their role.

· Those who are not members of the meeting (see list below) must leave unless it is necessary for them to remain and hear the debate in order to perform their role.

· Those who need to be present for one confidential item can remain only for that item and must leave the room for any other confidential items.

· In any case of doubt, the ruling of the chairperson is final.

Members of the meeting

· The members of the meeting remain (all Governing Body members if the meeting is a Governing Body meeting; all members of the committee if the meeting is a committee meeting).

· However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.

· All councillors have the right to attend any meeting of a committee and councillors who are not members of a committee may remain, subject to any limitations in standing orders.

Independent Māori Statutory Board

· Members of the Independent Māori Statutory Board who are appointed members of the committee remain.

· Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

Staff

· All staff supporting the meeting (administrative, senior management) remain.

· Other staff who need to because of their role may remain.

Local Board members

· Local Board members who need to hear the matter being discussed in order to perform their role may remain. This will usually be if the matter affects, or is relevant to, a particular Local Board area.

Council Controlled Organisations

· Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.

1 Apologies

Apologies from Mayor LCM Brown, Cr R Clow and Deputy Mayor PA Hulse have 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

That the Arts, Culture and Events Committee:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 25 November 2015, as a true and correct record.

4 Petitions

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

5 Public Input

Standing Order 7.7 provides for Public Input. Applications to speak must be made to the Democracy Advisor, in writing, no later than one (1) clear working day 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 6.2 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 one (1) day’s 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 6.1 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

23 March 2016

2015/2016 Arts and Culture Regional Work Programme – Progress Update and Amendments

File No.: CP2016/02512

Purpose

1. Provide a progress update on the 2015/2016 Arts and Culture Regional Work Programme and to seek approval of three amendments to the public art component of the work programme.

Executive Summary

2. In July 2015, the Arts, Culture and Events Committee approved the 2015/2016 Arts and Culture Regional Work Programme (ART/2015/37), which comprises:

· arts and culture festivals, events and programmes

· sector investment (grants and funding agreements)

· public art

· collections and asset management.

3. Progress made to date on theFinancial Year (FY) 2015/2016 Arts and Culture Regional Work Programme is detailed in Attachment A.

4. Three public art items require adjustment due to forecast shifts in project work.

5. Specifically, a reduction of $25,000 in the gifts budget and a re-phase of $25,000 of the Albany Pool project from FY 2015/2016 to FY 2016/2017 to ensure alignment with the parent project, releases $50,000 of FY 2015/2016 budget for reallocation to the Public Art Infrastructure budget.

6. These three public art items were previously adjusted in November 2015, when the Arts Culture and Events Committee approved budget adjustments to the public art capital expenditure component of the 2015/2016 Arts and Culture Regional Work Programme (ART/2015/55).

Recommendation/s

That the Arts, Culture and Events Committee:

a) approve the following amendments to the public art capital expenditure work programme:

i) reduce the Gift Offers budget available for various public art gifts from $50,000 to $25,000 as no gift offers that require support have been accepted in the first six months of 2015/2016

ii) reduce the 2015/2016 Albany Pool project budget from $175,000 to $150,000

b) increase the Public Art Infrastructure project budget from $100,000 to $150,000 using the funds released by recommendations a) i) and a) ii) to meet the high demand and usage of existing assets

c) note that previous adjustments to the Gift Offers, Public Art Infrastructure and Albany Pool project budgets were approved at the Arts, Culture and Events Committee Meeting in November 2015 (ART/2015/55).

Comments

7. In July 2015, the Arts, Culture and Events Committee approved the 2015/2016 Arts and Culture Regional Work Programme (ART/2015/37).

8. The arts and culture regional work programme aligns directly to the Auckland Plan objective of ‘integrating arts and culture into the everyday lives of Aucklanders’, and includes the following areas of activity:

· arts and culture festivals, events and programmes including signature events and festivals such as Matariki Festival, Waitangi Day Family Celebrations and Urbanesia

· sector investment via contestable grant schemes and funding agreements with regional facilities and organisations such as Te Tuhi and Mika Haka Foundation

· 38 public art projects

· management of arts and culture collections and assets.

9. Progress made to date on the FY 2015/16 Arts and Culture Regional Work Programme is detailed in Attachment A.

10. In November 2015, the Arts, Culture and Events Committee approved 13 amendments to the public art capital expenditure component of the 2015/2016 Arts and Culture Regional Work Programme (ART/2015/55).

11. In quarter three, forecasting of the public art project portfolio identified that three items require further adjustments to align project delivery to parent projects and make more efficient use of resources.

12. The following table outlines the rationale for the recommended adjustments:

Project	Recommended Adjustment	Rationale
Gift Offers	Reduction of the Gift Offers budget from $50,000 to $25,000	No gifts were accepted in the first six months of 2015/2016.
Public Art Infrastructure	Increase of the Public Art Infrastructure budget from $100,000 to $150,000	Opportunity to increase investment in portable re-usable arts assets that promote community participation in accordance with Toi Whītiki Arts and Culture Strategic Action Plan priorities.
Albany Pool	Re-phasing of a portion ($25,000 value) of the Albany Pool project from FY 2015/16 to FY 2016/17	Albany Pool construction was re-phased to span two financial years and there has been a further delay to the delivery timeframe for this project. A further $25,000 is now required in FY 2016/2017 rather than in FY 2015/2016.

13. The three public art items were previously adjusted in November 2015, when the Arts, Culture and Events Committee approved budget changes to the public art capital expenditure component of the 2015/2016 Arts and Culture Regional Work Programme; specifically:

· a reduction of the Gift Offers budget from $200,000 to $50,000

· an increase of the Public Art Infrastructure budget from $50,000 to $100,000

The re-phasing of a portion ($75,000 value) of the Albany Pool project from FY 2015/2016 to FY 2016/2017.

Consideration

Local Board views and implications

14. The regional arts and culture work programme for 2015/2016 was planned with input from local boards to ensure alignment with local board priorities. Where appropriate, local boards have contributed financially to local events as part of regional festivals. Local boards are also key stakeholders in public art projects and, in some cases, contribute funding to projects located in their areas.

Māori impact statement

15. Signature festivals and events produced by the Arts and Culture unit such as Matariki Festival and Waitangi Day Family Celebrations deliver outcomes for Māori and acknowledge statutory obligations by both enabling Te Tiriti o Waitangi and valuing Te Ao Māori. Mana whenua engagement is programmed into all festival and event planning and is currently underway for Matariki Festival 2016.

16. The Public Art Policy calls for works of art for our shared public places to give expression to Māori stories and enfold mātauranga Māori. Of the current 38 projects, 19 give expression to Māori stories or enfold mātauranga Māori.

Implementation

17. The Arts and Culture Regional Work Programme is being implemented within the annual plan 2015/2016 budget; and implementation progress is provided in Attachment A.

Attachments

No.	Title	Page
a View	Attachment A - 2015/2016 Arts and Culture Regional Work Programme Progress Update	13

Signatories

Authors

Catalina Vercelli - Arts and Culture Project Lead

Kaye Glamuzina - Manager Arts and Culture

Yvette Asthana - Administrator

Authoriser

Graham Bodman - General Manager Arts, Community and Events

Arts, Culture and Events Committee

23 March 2016

Regional Event Fund Allocations 2015/2016 – Strategic Priorities Round

File No.: CP2016/04609

Purpose

1. To present a summary of applications to the second grant funding round for the 2015/2016 Regional Event Fund. Recommended funding allocations are provided for consideration by the Arts, Culture and Events Committee.

Executive Summary

2. The Arts, Culture and Events Committee, at the 23 September 2015 meeting approved the allocation of remaining 2015/2016 regional event funding to a second funding round targeted at the strategic priorities of Māori, youth and winter events, and other gaps in the event calendar. The total amount available for distribution is $191,000.

3. Twenty-six applications totalling $741,133 were received for the strategic priorities round. Twenty applications are recommended for funding.

Recommendation/s

That the Arts, Culture and Events Committee:

a) approve the following funding allocations from the 2015/2016 Regional Event Fund:

Event	Funding Allocation
Shager Cultural Event	1,500
Oceania Cross Country Championships	5,000
Māori ChoreoLab/Te Kanikani Whakamatau	4,000
Tuwheratanga o Kia Piritahi	10,000
Undefeated Tour	11,945
Kotahitangi-Unity	6,000
Iwi of Origin	4,000
Tempo Dance Festival 2016	15,100
Federation Cup and Marie Fry Secondary School Hockey Tournament	7,500
Matariki Rhythmz	10,000
The New Zealand Ukulele Festival	10,000
The Whale Rider	3,950
HAKA HARD	31,005
Indigenous Ink Festival	15,000
Tiaho Whetu - Matariki Event	3,000
MANAIA	10,000
Children & Youth Day - Unity In diversity	2,000
Te Ahurea Tino Rangatiratanga 2016	25,000
Te Whare Tapere o Matariki	8,000
Marae 2 Marae	8,000
Total	$191,000

Comments

4. A Regional Event Fund budget of $600,000 was established in the 2015-2025 Long Term Plan for 2015/2016, to fund externally organised regional events through a contestable grants scheme.

5. The Arts Culture and Events Committee at a meeting held on 23 September 2015 allocated $391,500 to event grant applications in the first 2015/2016 funding round (resolution ART/2015/44). The committee also approved a discretionary grant for the Auckland Secondary Schools Kapa Haka (Te Auhurea Tino Rangatiratanga) regionals festival under staff delegations (resolution ART/2015/45). The grant subsequently paid to the festival was $17,500.

6. The committee approved the allocation of the remaining 2015/2016 regional event funding through a second funding round targeted at the strategic priorities of Māori, youth, and winter events, and other gaps in the events calendar (resolution ART/2015/44). The total budget available for the second round is $191,000.

7. In promoting the second round the description of the funding priorities was amended for clarity. Changes were:

· ‘winter’ to ‘low season’ defined as the months May to September

· ‘other gaps’ to ‘diverse communities’ defined as events providing an opportunity to showcase cultures and communities to a wider Auckland audience.

8. Applications for the second round opened on 14 December 2015 and closed on 15 February 2016. Events eligible for funding are those occurring between 1 May 2016 and 30 April 2017.

9. Twenty-six applications were received for the second round totalling $741,133. This compares with 45 applications for the first round totalling $1,317,149. Summaries of key information from each application, drawn directly from information provided by applicants, are included in Attachment C.

10. Staff from the events team assessed each application against regional event funding prioritisation criteria outlined in the Events Policy. Scores were given to reflect the degree of alignment of the event with each of the criteria areas. The areas and weightings applied to give a composite score are:

· supports strategic priorities (17%)

· delivers desired impacts (17%)

· expands the variety or range of events on offer (17%)

· level of positive community benefits generated (17%)

· amount of community support, involvement, and/or active partnerships (17%)

· how effectively run in the past or how well planned (8%)

· other considerations (8%) (as outlined in the Events Policy).

11. An extract from the Events Policy outlining further detail on the criteria is provided in Attachment B. The aggregate overall scores are shown in Attachment A where the applications are sorted from high to low in terms of score. This was used as an initial guide to establish where funding might be prioritised.

12. A review panel of events team staff considered the aggregated assessment scores for each event and also a number of additional factors to provide funding recommendations. These included:

· Whether the applicant had received significant other funding from council for the same event

· Event budgets

· Plans

· Previous event outcomes

· Organiser experience

· Accessibility

· Whether the event connected with key Auckland occasions such as Matariki

· Regional balance of events

· A balanced representation of sporting, arts and cultural themes.

13. The recommended funding allocations are based on the scores from assessment against the Events Policy criteria, consideration of the additional factors and comments from the review panel.

14. Twenty applications are recommended for funding with six proposed to be declined.

15. Some applications align with priorities for event funding as well as other council grant funds such as arts and culture and sport and recreation. Overlaps have been considered and discussed where appropriate to ensure a co-ordinated approach is taken to the overall provision of council funding to these events. This means that in some situations grants will be provided from one funding area, and in others the funding may be shared between two areas.

16. An example to illustrate this approach is the case of an arts festival where participating organisations may be receiving arts funding and delivering ticketed performances. Complementary events funding may also be applied for free public performances which have benefits of both public entertainment and promotion of the wider festival.

17. The reasons for not recommending applications for funding were varied but were mainly in the following broad areas:

· events more closely aligned with priorities for other council grant funds and which did not have distinctive aspects supporting complementary event funding.

· events that did not reflect a good balance between the number of active participants and/or audience numbers, and the total amount of council funding requested.

· events having participant development, training, and networking as a primary focus.

· events that did not align sufficiently with the scope definition, priorities, or desired outcomes for regional events.

18. Five applications proposed for funding are from organisations who received grants in the first 2015/2016 funding round. The new applications fall within the funding period for round two and are for events in the year following those previously funded. Any grants confirmed for these events will only be paid following successful delivery of the prior event and completion of grant accountability reporting.

19. The review panel have proposed the following grant allocations for the second round as a balanced response to the Events Policy strategic priorities as outlined in the funding criteria:

Event	Funding Allocation
Shager Cultural Event	1,500
Oceania Cross Country Championships	5,000
Māori ChoreoLab/Te Kanikani Whakamatau	4,000
Tuwheratanga o Kia Piritahi	10,000
Undefeated Tour	11,945
Kotahitangi-Unity	6,000
Iwi of Origin	4,000
Tempo Dance Festival 2016	15,100
Federation Cup and Marie Fry Secondary School Hockey Tournament	7,500
Matariki Rhythmz	10,000
The New Zealand Ukulele Festival	10,000
The Whale Rider	3,950
HAKA HARD	31,005
Indigenous Ink Festival	15,000
Tiaho Whetu - Matariki Event	3,000
MANAIA	10,000
Children & Youth Day - Unity In diversity	2,000
Te Ahurea Tino Rangatiratanga 2016	25,000
Te Whare Tapere o Matariki	8,000
Marae 2 Marae	8,000
Total	$191,000

Consideration

Local Board views and implications

20. Local Boards were consulted on, and contributed to, the development of the Events Policy. The administrative process associated with the assessment and allocation of the regional event fund applies principles and criteria outlined within the policy.

21. Regional event funding occurs in parallel with, and is complementary to, local event funding rounds operated by local boards.

Māori impact statement

22. The regional events element of the policy recognises a responsibility to engage and build relationships with Māori stakeholders in designing, planning and delivering regional events of mutual interest.

23. The Regional Events Fund provides an opportunity to grant funds to achieve Māori outcomes. The events action plan also places a particular focus on support for Māori events in the context of a diverse, balanced region-wide programme. This priority is indicated in fund information and guides to encourage applications for Māori events.

24. Māori events have been highlighted as one of the strategic priorities for the second funding round. Thirteen of the twenty events proposed for funding have a Māori focus and recommended allocations total $149,900 (78%) of the available funding for the round.

Implementation

25. Following funding approval, staff will initiate the development of funding agreements for recipients and the distribution of funding will commence once agreements have been signed by the applicants.

Attachments

No.	Title	Page
a View	Regional Event Fund Grant Summary Schedule	29
b View	Event Policy – Regional Event Fund Prioritisation Criteria	31
c View	Regional Event Funding Application Summaries	35

Signatories

Author	David McIntosh - Senior Business Advisor
Authoriser	Graham Bodman - General Manager Arts, Community and Events

Arts, Culture and Events Committee

23 March 2016

Arts, Culture and Events Calendar – March to May 2016

File No.: CP2016/04602

Purpose

1. Inform the Arts, Culture and Events Committee of upcoming activities enabled, delivered or facilitated by Auckland Council.

Executive Summary

2. The Arts, Culture and Events Calendar is prepared from information compiled for operational and planning purposes.

3. The calendar (Attachment A) is presented for the Arts, Culture and Events Committee members’ information and covers the next three months, March to June 2016.

4. The format of the report has been amended from that previously provided by separating events into two sections;

i) where there is an Auckland Council group role in delivering, supporting, or provision of regional funding, and

ii) other permitted events.

Recommendation/s

That the Arts, Culture and Events Committee:

a) receive the report.

Consideration

Local Board views and implications

5. Calendar information is regularly provided to local boards covering activities occurring in their area.

Māori impact statement

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

7. Arts, Culture and Event activities identified as having a Māori dimension or of particular interest to Māori are indicated in the attachment.

Attachments

No.	Title	Page
a View	Arts, Culture and Events Calendar – March to May 2016	107

Signatories

Author	David McIntosh - Senior Business Advisor
Authoriser	Graham Bodman - General Manager Arts, Community and Events