Agenda of Arts, Culture and Events Committee

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 Deputy Mayor PA Hulse and Cr R Clow 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, 11 May 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 Mark Roach, Recorded Music NZ

Purpose

1. To receive the presentation from Mark Roach, Recorded Music NZ, Marketing and Special Projects.

Executive summary

2. Mark Roach, Recorded Music NZ will be in attendance to speak to the Arts, Culture and Events Committee on the topic of gaining support for an industry-led application for Auckland to be part of the UNESCO Create Cities Network (UCCN) within the creative field of Music.

Recommendation/s

That the Arts, Culture and Events Committee:

a) receive the presentation from Mark Roach, Recorded Music NZ, Marketing and Specialist Projects.

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

28 June 2016

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

File No.: CP2016/08814

Purpose

1. To seek approval of two amendments to the public art component of the work programme, and provide an update on progress on the 2015/2016 Arts and Culture Regional 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), including:

· arts and culture festivals, events and programmes

· sector investment (grants and funding agreements)

· public art

· collections and asset management.

3. Two further amendments are requested to the public art capital expenditure component of the 2015/2016 work programme due to forecast shifts in project work. These shifts require adjustments to budget allocations and phasing of projects. The adjustments do not change the FY 2015/2016 public art budget envelope of $2,220,610.

4. Progress made to date on the 2015/2016 Arts and Culture Regional Work Programme is detailed in Attachment A.

Recommendation/s

That the Arts, Culture and Events Committee:

a) approve the re-phasing of the remaining portion ($70,000) of the Manurewa Town Centre transport project from FY 2015/2016 to FY 2016/2017.

b) approve the re-phasing of a portion ($70,000) of the Central Rail Link precinct plan project from FY 2016/2017 to FY 2015/2016.

c) receive the quarter four progress update on the Arts and Culture Regional Work Programme 2015/2016.

Comments

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

6. 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 the Mika Haka Foundation

· thirty eight public art projects

· management of arts and culture collections and assets.

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

8. Forecasting of the public art project portfolio for the last month of FY 2015/16 identified two required adjustments to phasing and, consequently, budget allocations. The adjustments do not change the FY 2015/2016 public art budget envelope of $2,220,610.

9. The following table outlines the rationale for the recommended adjustments.

Project	Recommended Adjustment	Rationale
Manurewa Town Centre transport project	Re-phasing the remaining project budget ($70,000) from FY 2015/2016 to FY 2016/2017	The opportunity to do the required measurement work in the rail corridor has been moved from June to July, postponing the commencement of the public art component of the Manurewa Town Centre transport project to FY 2016/2017.
Central Rail Link precinct plan	Re-phasing of a portion ($70,000) of the Central Rail Link precinct plan project from FY2016/2017 to FY 2015/2016	Planning for the Central Rail Link precinct plan project is underway and the delivery of the four public art work streams providing input to the tender documents has been brought forward to June/July (from September) to meet the requirements of the project’s tender documentation.

Consideration

Local Board views and implications

10. 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 activity 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

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

12. 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

13. 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	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

Authoriser

Graham Bodman - General Manager Arts, Community and Events

Arts, Culture and Events Committee

28 June 2016

2016/2017 Arts and Culture Regional Work Programme

File No.: CP2016/05878

Purpose

1. To present the 2016/2017 arts and culture regional work programme for approval.

Executive Summary

2. This report seeks approval of the 2016/2017 arts and culture regional work programme (Attachment A).

3. The regional arts and culture budgets and work programme align to the Auckland Plan, the Long Term Plan 2015-25 (LTP), and endorsed strategies, policies and plans.

4. The arts and culture 2016/2017 regional work programme includes the following:

Activity	Budget	Funding source
Sector investment Which includes: · Q Theatre - $416,598 · Te Tuhi - $551,993 · Auckland Festival of Photography - $72,000 (for FY2016/17)	$1,872,591	Operating expenses (opex)
Arts and culture programmes	$1,000,000	Opex
Public art projects	$2,220,052	Capital expenditures (capex)
Collections and asset management functions	$292,104 $485,354	Capex for ongoing renewals Opex for maintenance and repairs
Total	$5,870,101

5. In response to feedback from the Arts, Culture and Events Committee, staff have modified the assessment matrix used for contestable regional arts and culture grants to give clarity and prominence to the priority scoring that relate to Māori.

6. Arts and culture projects are subject to variation due to their nature and complexity. It is recommend that the committee delegate authority to the committee chair (+/- 30 per cent) and to the Manager, Arts and Culture (+/- 10 per cent) to approve changes to individual items on the work programme, provided such changes do not significantly affect the intent of what has been agreed with the committee.

Recommendation/s

That the Arts, Culture and Events Committee:

a) approve the 2016/2017 arts and culture regional work programme (Attachment A to the agenda report).

b) approve the execution of funding agreements to the following regional arts organisations for a one year term:

i. Q Theatre, $416,598 (uninflated opex budget)

ii. Te Tuhi, $551,993 (uninflated opex budget).

c) approve the execution of a funding agreement of $144,000 for the period FY2016/2017 and FY2017/2018 to the Auckland Festival of Photography.

d) delegate authority to the Manager, Arts and Culture to approve changes to individual items on the work programme within +/- ten per cent of the budget for that item, provided such changes do not significantly affect the intent of what has been agreed with the committee.

e) delegate authority to the Arts Culture and Events committee chair to approve changes to individual items on the work programme within +/- 30 per cent of the budget for that item, provided such changes do not significantly affect the intent of what has been agreed with the committee.

f) approve the modified assessment matrix for regional arts and culture grants (Attachment B to the agenda report).

Comments

7. The regional arts and culture work programme presents the projects to be undertaken in 2016/2017 and aligns these with budget allocations, timelines and staff. The Arts, Culture and Events Committee has the delegation to approve the work programme.

8. The work programme includes the following areas of activity:

· sector investment - $1,872,591(opex)

· arts and culture programmes - $1,000,000 (opex)

· public art projects - $2,220,052 (capex)

· collections and asset management functions - $292,104 (capex for ongoing renewals) and $485,354 (opex for maintenance and repairs).

Sector Investment

9. The confirmed regional sector investment budget for 2016/2017 is $1,872,591 opex. The Arts and Culture Unit also administers Creative New Zealand’s Creative Communities Scheme ($1,014,851).

10. Council’s regional arts and culture sector investment programme is outlined below, and further detailed in Attachment A:

Area of investment	Description/comment	Amount
Contestable project grants	Contestable scheme that enables the delivery of arts and cultural experiences that would not otherwise be economically viable. Does not include organisational or overhead costs.	$412,000
Contestable strategic relationship grants	A contestable scheme that supports key organisations in the sector through ongoing operational costs.	$420,000
Asset-based term grants with regional organisations Q Theatre and Te Tuhi	The budgets for these grants are set via the LTP.	$968,591
Regional grant to Auckland Festival of Photography	A grant for three years commenced in FY 2015/2016. The grant is $72,000 per annum as per the LTP allocation.	$72,000
Sub-total	$1,872,591
Creative NZ’s Creative Communities scheme		$1,014,851
Total		$2,887,442

11. Following feedback from the Arts, Culture and Events Committee, the assessment matrix used for contestable regional arts and culture grants has been modified to give clarity and prominence to the priority scoring that relate to Māori. Staff recommend the committee review and approve the revised criteria listed in Attachment B.

12. Staff will monitor each grant scheme and review annually to ensure the proportional split is consistent with market demand.

Arts and Culture Programmes

13. The Arts, Community and Events (ACE) regional arts and culture programmes budget is $1,000,000 opex per annum. Programmes for 2016/2017 include signature events and festivals such as Matariki Festival, Urbanesia, Stand Up Stand Out and Waitangi Day Family Celebrations.

14. Matariki Festival is a significant event in the Arts and Culture regional work programme. In 2016 Auckland Council commenced a new approach to Matariki Festival, based on the development of a hosting partnership with mana whenua. Each year, a series of stories associated with the celebration of Matariki will be communicated through the worldview of a different mana whenua iwi. In 2016 Ngāti Paoa will lead the hosting of Matariki Festival.

15. Other programmes build on 2015/2016 pilots and target audiences that traditionally have lower levels of participation in, and access to, arts and culture.

16. Attachment C demonstrates each programme’s alignment with multiple strategic outcomes under the Auckland Plan, Arts and Culture Strategic Action Plan, Events Policy and Public Art Policy.

17. Arts, Community and Events (ACE) is one part of Auckland’s arts and culture sector delivering arts and culture-related programming. The ACE regional arts and culture programmes budget of $1,000,000 opex per annum comprises a small piece of the overall Auckland Council family investment profile, but plays a critical role in supporting and providing experiences to those Aucklanders currently not participating in or accessing arts and culture.

18. Other parties delivering arts and culture-related programming include; local boards, Creative New Zealand (CNZ), Auckland Tourism, Events and Economic Development (ATEED), Regional Facilities Auckland (RFA), Auckland Regional Amenities Funding Act-funded organisations, not-for-profit organisations and the private sector.

Public Art

19. The public art programme contributes to achieving multiple strategic outcomes and involves working across the council family to identify and leverage opportunities within other capital works projects, and town and city centre transformation and upgrade programmes (as demonstrated in Attachment D). The regional public art capex budget for 2016/2017 is $2,220,052.

20. In 2015 staff completed an inventory of Auckland Council’s Public Art Collection. The inventory has provided staff with data regarding the geographic spread of the collection, type of work, artist ethnicity and/or iwi and genre. Staff have also been able to see areas where works are well maintained and where they are not, areas well represented with public art and/or Māori art and those that are not, regions that have a dominance of certain artists, and so on. The inventory data has been used to prioritise projects for 2016/2017. Other prioritisation criteria include:

· delivery on Public Art Policy outcomes

· contribution to Māori outcomes

· the opportunity to leverage funding from other sources

· the scale of the opportunity

· achievability.

21. The 2016/2017 public art work programme also takes into account:

· staff resource required to deliver individual projects relative to budget allocation

· the underlying drivers for the creation of public art

· project lifespan, and

· the relationship to and fit within city centre and town centre plans.

22. The resulting work programme places emphasis on quality (over quantity) and focuses on projects that will that make an enduring impact through achieving the objectives of the Public Art Policy.

Collections and Asset Management

23. Council manages both indoor and outdoor art collections and assets that need to be maintained and repaired. The collections and asset management budget is as follows:

Purpose	Amount
Capex budget for an on-going programme of renewals	$292,104
Opex budget for maintenance and repairs	$485,354

24. The 2015-25 Long Term Plan does not include a budget for new acquisitions for the indoor collection.

Regional arts and culture work programme strategic alignment

25. The regional arts and culture work programme for 2016/17 aligns to the Auckland Plan and endorsed strategies, policies and plans, including but not limited to the:

· Auckland Plan

· Toi Whītiki – Arts and Culture Strategic Action Plan

· Events Policy

· Public Art Policy

· Community Grants Policy

· Community Facilities Network Plan.

26. The 2016/2017 Arts and Culture regional work programme targets audiences with traditionally lower levels of participation in, and access to, arts and culture.

27. This approach aligns directly to the Auckland Plan objective of ‘integrating arts and culture into the everyday lives of Aucklanders’ and the target of increasing the number of Aucklanders actively participating in the arts from 48 per cent in 2010 to 75 per cent by 2040.

Working in partnership

28. Auckland Council will work through partnership relationships to deliver the regional programme for arts and culture. The arts and culture unit works in partnership with:

· mana whenua (Matariki Festival, various public art projects)

· Toi o Manukau (Waitangi Day Family Celebrations)

· the secondary education sector (Stand Up Stand Out) and APRA (Songhubs)

· private developers and philanthropic trusts (public art).

29. This aligns to the Empowered Communities approach which seeks to develop more effective and enabling ways to deliver council services and supports more community led development.

30. The arts and culture unit also targets funding to support capability and capacity building through tactical partnering of peak arts organisations with community arts groups. These partnerships include organisations such as Tautai Contemporary Pacific Arts Trust, Pacific Underground, Street Dance New Zealand, Little Island Press, Pukepuke ‘o Tonga and Pacific Media Network (Pacific); Black Media Studio, Jawbone Pictures, Te Kanawa Productions (Māori); and All Day Breakfast (diversity).

Changes to the work programme during the year

31. The creative processes involved in producing arts and culture projects, programmes and events are iterative, particularly through feasibility, developed design and detailed design phases.

32. To accommodate this staff recommend that the committee delegate authority to the committee chair and to the Manager, Arts and Culture to approve changes to individual items on the work programme, provided such changes do not significantly affect the intent of what has been agreed with the committee.

Consideration

Local Board views and implications

33. Implementing the regional arts and culture work programme for 2016/2017 involves working with individual local boards throughout the year to identify synergies between the regional programme and local work programmes that align to local board plans and priorities.

34. ACE work programme workshops with local boards indicate that they are interested in contributing financially to local events or projects as part of regional events, festivals and programmes.

35. Local boards are also key stakeholders in public art projects and in some cases contribute local funds to projects.

Māori impact statement

36. The Arts and Culture unit is committed to working with iwi, Māori creative practitioners and other Māori groups. Some examples of this are:

· In 2016 Auckland Council commenced a new approach to the Matariki Festival, based on the development of a hosting partnership with mana whenua. In 2016 the hosting of Matariki Festival is led by Ngāti Paoa.

· The annual Waitangi Day Family Celebrations are delivered in partnership with Toi o Manukau.

· The 2015/2016 arts and culture regional work programme included funding for ‘empowered Māori communities arts and culture programmes’ in response to the Empowered Communities approach. Three programmes were piloted in 2015/2016 through partnerships with Black Media Studio, Jawbone Pictures and Te Kanawa Productions. The programmes, aimed at building capability and increasing the profile of Māori across a range of creative industries, will be further developed in 2016/2017 based on the learnings from the pilot.

· ACE has commissioned a research project to develop and populate a database of Māori creative practitioners who whakapapa to the 19 mana whenua groups in Auckland, with a view to extending it to include māta-awaka practitioners in future.

· ACE has commissioned the development of an engagement process co-led with Te Waka Angamua to define how it engages with mana whenua for all public art commissioned by Auckland Council. The process will clarify key issues, roles and responsibilities, interdependencies and milestones including defining the role of governance, operations and delivery.

· Following feedback from the Independent Māori Statutory Board (IMSB) at the May 2016 Arts, Culture and Events Committee meeting the assessment matrix used for contestable regional arts and culture grants has been modified to give further clarity and prominence to the priority scoring that relate to Māori. (See Attachment B.)

· During 2014/2015 feedback from iwi cluster group meetings resulted in the adoption of Te Aranga Design principles in public art briefing documents.

Implementation

37. Staff will update committee members on the work programme quarterly and ensure the timely delivery of these projects and their evaluation. The work programme will be implemented within the annual plan 2016/2017 budget.

Attachments

No.	Title	Page
a View	Attachment A - 2016/2017 Arts and Culture Regional Work Programme	39
b View	Attachment B - Arts and Culture Regional Projects Grants Assessment	45
c View	Attachment C - 2016/2017 Arts and Culture Regional Work Programme Drivers (part 1)	47
d View	Attachment D - 2016/2017 Arts and Culture Regional Work Programme Drivers (part 2)	49

Signatories

Authors

Catalina Vercelli - Arts and Culture Project Lead

Kaye Glamuzina - Manager Arts and Culture

Authoriser

Graham Bodman - General Manager Arts, Community and Events

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

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

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