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, 11 May 2016

9.30am

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

5 May 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

An apology from Mayor LCM Brown has 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, 23 March 2016, 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.

5.1 Julia Durkin - Auckland Festival of Photography

Purpose

1. To present to the Arts, Culture and Events Committee on the Auckland Festival of Photography.

Executive Summary

2. Julia Durkin, Public Participation Director of Auckland Festival of Photography will present an update on the Auckland Festival of Photography to the Arts, Culture and Events Committee.

Recommendation/s

That the Arts, Culture and Events Committee:

a) receive and thank Julia Durkin, Public Participation Director of Auckland Festival of Photography for her presentation to the Arts, Culture and Events Committee.

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.

6.1 Michael Wood, Puketapapa Local Board Member

Purpose

1. To speak to the Arts, Culture and Events Committee on the various options for restoring the historic Whare at Monte Cecilia Park, as a facility for community arts education.

Executive Summary

2. To advise the Arts, Culture and Events Committee on the current status of the historic Whare at Monte Cecilia Park along with advising the committee on various restoration options.

Recommendation/s

That the Arts, Culture and Events Committee:

a) receive and thank Michael Wood, Puketepapa Local Board for his presentation to the Arts, Culture and Events Committee on the Whare at Monte Cecilia Park.

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

11 May 2016

Regional Arts and Culture Grant Allocation: Round Two 2015/2016

File No.: CP2016/07805

Purpose

1. To approve grants to regional arts organisations and artists through Round Two of the 2015/2016 Regional Arts and Culture Grants Scheme.

Executive Summary

2. The Regional Arts and Culture Grants Scheme has been developed in accordance with Auckland Council’s Community Grants Policy. The Community Grants Policy was adopted at the Regional Strategy and Policy Committee meeting on 4 December 2014 (REG/2014/134).

3. Staff assessed the Round Two Regional Arts and Culture Grants Scheme applications and have made recommendations based on their assessment criteria (Attachment B).

4. The confirmed regional sector investment budget for arts and culture for 2015/2016 is $1.76 million. The investment programme for arts and culture comprises of:

· the contestable Community Grants Scheme, which includes project grants and strategic relationship grants

· asset-based term grants with regional organisations Q Theatre and Te Tuhi.

5. The Regional Community Grants Scheme is designed to enable organisations, communities and artists to deliver arts and culture projects and activities across the Auckland region. Grants delivered through this programme will support the implementation of Toi Whītiki, Auckland’s Arts and Culture Strategic Action Plan.

6. The 2015/2016 Arts and Culture Community Grants Scheme allocates $407,000 to strategic relationship grants and $400,000 to project grants to be granted via two contestable rounds each year. Round one closed in August 2015 and round two in March 2016. This report presents the proposed allocations for round two with rankings and recommendations.

7. Staff received a total of 98 applications in round two, requesting funding of $1,715,839. Of those applications:

· 55 applications were for audience development project grants,

· 28 were for business and capacity development project grants

· 15 were for strategic relationship grants

· 8 applications did not meet the funding criteria.

Recommendation/s

That the Arts, Culture and Events Committee:

a) approve the following allocation of funding to arts organisations for the amounts and terms outlined:

Organisation	Funding Allocation ($)	Term
Audience development and programming project grants
Toi Ora Live Art Trust	15,000	Project
Ruia Taitea Creative	15,000	Project
New Zealand Dance Advancement Trust (operating as The New Zealand Dance Company)	15,000	Project
Touch Compass Dance Trust	10,000	Project
Action Education Inc	10,000	Project
NZ Contemporary Art Trust	15,000	Project
Taki Rua Productions Society Incorporated	6,000	Project
TAPAC The Auckland Performing Arts Centre at Western Springs Inc	10,000	Project
Storylines Children’s Literature Charitable Trust of New Zealand	5,000	Project
The New Zealand Ukulele Trust	5,000	Project
Ngā Aho Whaakari – Māori in Screen Production	2,300	Project
Short+Sweet New Zealand Ltd	5,000	Project
The Pantograph Punch	5,000	Project
Total	118,300
Business and capacity project grants
Charlotte Museum Trust	6,000	Project
Youth Performance Trust	8,500	Project
Indian Ink Theatre Company	4,000	Project
Ngā Aho Whaakari – Māori in Screen Production	6,000	Project
Short+Sweet New Zealand Ltd	8,000	Project
Artists Alliance	6,500	Project
Total	39,000
Strategic relationship grants
Massive Theatre Company Trust	5,000	1 Year
NZ Dance Festival Trust – Tempo Dance Festival 2016	25,000	1 Year
Objectspace	15,000	1 Year
Charlotte Museum Trust	3,000	1 Year
The Black Grace Trust	19,000	1 Year
Silo Theatre Trust	25,000	1 Year
CAN Network	10,000	1 Year
Artspace Aotearoa Trust t/a Artspace NZ	20,000	1 Year
Michael King Writers’ Centre	25,000	1 Year
Touch Compass Dance Trust	15,000	1 Year
Basement Theatre Trust	15,000	1 Year
Total	177,000

Comments

8. The regional arts and culture work programme includes a regional sector investment budget for 2015/2016 of $1.76 million. This includes asset-based term grants as well as the regional Community Grants Scheme comprising contestable project and contestable strategic relationship grants.

· Asset-based term grants (not part of this funding round): The asset-based term grants budgets are allocated to the regional organisations Q Theatre ($413,292) and Te Tuhi ($547,611) through funding agreements. These were approved on 22 July 2015 by the Arts, Culture and Events Committee and are not part of this funding round (ART/2015/37).

· Audience development and programming project grants: These grants are to support the delivery of a wide range of high quality arts and cultural experiences that would not otherwise be economically viable. These projects should be capable of attracting audiences from across the Auckland region.

· Business and capacity development project grants: These grants are intended to increase the professionalism and build the sustainability of regional arts and culture organisations through the development of strategic, business and marketing plans; feasibility studies; organisational development and digital / web development activities.

· Strategic relationship grants: These grants are single or multi-year funding relationships with a small number of strategic organisations operating at the regional level. These organisations are, or are capable of becoming the ‘cornerstones’ of a thriving arts and culture sector in Auckland.

9. The Regional Arts and Culture Community Grants Scheme for 2015/16 allocates $407,000 to strategic relationship grants and $400,000 to project grants to be granted via two contestable rounds each year; round one closing in August 2015 and round two in March 2016.

10. Table one shows requests for each type of grant in 2015/2016. The number of applications increased by 50 per cent from 65 in round one to 98 in round two.

Table One: Demand on Grant Types

Grant Type	Number of Applications Round 1	Amount requested Round 1	Funding Allocated Round 1	Number of Applications Round 2	Amount requested Round 2		Funding Available Round 2
Audience development and programming project grants	35	$556,605.29	$195,750.00	55	$818,208.20	$104,250.00
Business and capacity development project grants	9	$126,161.00	$46,951.00	28	$456,549.89	$53,049.00
Strategic relationship grants	21	$662,500.00	$230,000.00	15	$441,100.00	$177,000.00
Total	65	$1,345,266.29	$472,701.00	98	$1,715,858.09	$334,299.00

11. Eight applications received in round two did not meet the funding criteria. These applicants were either not able to prove regional status, applied for activities outside the definition of Arts and Culture or have activities taking place before the grant decisions are made. Staff will clarify guidelines to applicants to help reduce the number of ineligible applications in future rounds.

12. Staff have provided support to applicants. A number of potential applicants have had in-person or phone consultations to guide their applications. Each application has been assessed by a minimum of three expert assessors. The assessors were a mixture of staff and sector professionals. Following initial assessments against the assessment matrix (Attachment B), a moderation meeting with all six assessors prioritised the applications.

13. The rankings and recommendations for funding presented in this report are the outcome of the assessment process. Details of the applications and their rankings are provided in Attachment A: Arts and Culture Regional Grants Summary Round Two 2015/2016.

14. The demands on each of the funding schemes will be monitored and reviewed annually. Any recommendations to change the amounts allocated to each of the grant types will be reported to the Arts, Culture and Events Committee as part of the development of future Arts and Culture Work Programmes.

Consideration

Local Board views and implications

15. Local boards have expressed the view that there are organisations that do not qualify for local board funding who are in need of a regional funding option. Local boards have also expressed the view that there are exceptional circumstances at a local level where organisations should be able to apply to a regional fund. These circumstances occur when the activity or project is so specialised or unique to the region that it is considered to be regional and therefore should be eligible for the Regional Arts and Culture Grants Programme.

Māori impact statement

16. This funding supports both Māori and non- Māori organisations and artists helping to deliver arts and culture outcomes for Māori. Three of the six assessors were people with Māori artform knowledge.

17. All applications were assessed for delivery of Māori outcomes.

18. In this round, project grants recommended for organisations identifying as Māori include

· three of thirteen audience development and programming grants

· one of six business and capacity development grants.

19. All eleven proposals recommended for strategic relationship grants deliver Māori outcomes through work with Māori practitioners.

20. The delivery of Māori outcomes will be included in the funding agreements for all approved strategic partnership grants.

Implementation

21. Once funding allocation decisions have been confirmed, funding agreements will be prepared in line with current Auckland Council standard practice.

Attachments

No.	Title	Page
a View	Regional Arts and Culture Grants Round 2	19
b View	Regional Grants Arts and Culture Assessments	23

Signatories

Author	Barbara Procter - Sector Investment Leader
Authoriser	Graham Bodman - General Manager Arts, Community and Events

Author	Katherine Wilson - Democracy Advisor
Authoriser	Graham Bodman - General Manager Arts, Community and Events

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