Agenda of Te Oro Committee of the Maungakiekie-Tamaki Local Board

I hereby give notice that an ordinary meeting of the Te Oro Committee of the Maungakiekie-Tāmaki Local Board will be held on:

Date:

Time:

Meeting Room:

Venue:

Thursday, 16 June 2016

11.00am

Te Oro
98 Line Road
Glen Innes

Te Oro Committee of the Maungakiekie-Tāmaki Local Board

OPEN AGENDA

MEMBERSHIP

Chairperson	Simon Randall
Deputy Chairperson	Ken Kerehoma	(alternate – Emily Karaka)
Members	Chris Makoare
	Tara Moala
	Georgie Thompson
	Obed Unasa

(Quorum 3 members)

Philippa Hillman

Democracy Advisor, Maungakiekie-Tāmaki Local Board

9 June 2016

Contact Telephone: (09) 570 3840 / 021706137

Email: philippa.hillman@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

1 Welcome and Karakia

The chairperson will open the meeting and welcome everyone present.

The deputy chairperson will bless the meeting with a karakia

2 Apologies

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

3 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.

4 Confirmation of Minutes

That the Te Oro Committee of the Maungakiekie-Tāmaki Local Board:

a) confirm the ordinary minutes of its meeting, held on Thursday, 3 March 2016, as a true and correct record.

5 Leave of Absence

At the close of the agenda no requests for leave of absence had been received.

6 Acknowledgements

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

7 Petitions

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

8 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.

9 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.

10 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.”

11 Notices of Motion

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

Te Oro Committee of the Maungakiekie-Tamaki Local Board

16 June 2016

Te Oro Third Quarter Update

File No.: CP2016/11143

Purpose

1. To provide the Te Oro Committee of the Maungakiekie-Tāmaki Local Board with an update on Te Oro’s operations during the third quarter of FY 2015/16.

Executive summary

2. This report gives an overview of the operations at Te Oro including finances, programming, and progress made on the main performance indicators. It also includes operational issues and highlights from the third quarter, January to March 2016.

3. An update is provided with options for the fees and charges recommendations, to be presented for adoption in quarter four, to maximise utilisation and revenue generation for FY 2016/17. The recommendations bring Te Oro in line with other Auckland Council Arts and Culture facilities fees and charges.

4. Facility visitor numbers are on track for the third quarter. There have been a lower number of programme participants than expected in this quarter, due to a reduced number of workshops and classes offered. ASB Polyfest also had an impact on attendance for the age group 15-19 years.

5. A quarter three highlight was that Auckland Arts Festival presented events for the first time in Glen Innes. The Bradley Lane Walking Tours attracted 120 new visitors to Te Oro and Glen Innes.

6. Safety and Security - there have been no major safety or security issues with only a few minor incidents of graffiti.

Recommendation/s

That the Te Oro Governance Committee of the Maungakiekie-Tāmaki Local Board:

a) receive the quarterly update report;

b) note the draft schedule of Fees and Charges for FY 2016/2017 which will be presented to the Maungakiekie-Tāmaki Local Board for approval at the end of the quarter.

Comments

Budget / Financial Update

7. The third quarter financial performance is:

Third Quarter FY16	Year	Q3	Q3	Current
Third Quarter FY16	Budget	Budget	Actuals	Variance
Revenue	$80,000	$65,000	$25,000*	-$40,000
Staff	$267,000	$223,000	$222,000	$1,000
General Operating Expenditure	$32,000	$24,000	$23,000	$1,000
Programme Delivery Expenditure	$135,000	$101,000	$55,500	$45,500
Net Surplus / (Deficit)				-$7,500

*Finance system showing $45,000 revenue; $20,000 of which is a Grant that will be directly paid out to a community supplier

8. Te Oro continues to manage the operational budget deficit by procuring less programming than in previous quarters and closely monitoring the general operations spending.

Fees and charges

9. A draft schedule of Fees and Charges for FY2016/2017 is included as Attachment A. This is based on information presented at the Maungakiekie-Tāmaki Local Board workshop: Review of Te Oro Fees and Charges, 22 March 2016. The schedule of fees and charges will be presented to the Maungakiekie-Tāmaki Local Board for approval at the end of quarter four.

10. At the local board workshop, peak and off-peak times were reviewed by the local board. Updated times are:

Monday to Friday 9am until 3pm	Off-peak
Monday to Friday after 3pm & all day Saturday and Sunday	Peak

Key Performance Indicators / Targets

11. A full report against KPI targets for FY 2015/16 will be submitted as part of Te Oro's annual report following the end of the financial year.

12. Targets and measures for the third quarter are:

Measure category	Measure	Target (FY 2015/16)	Q3	Comments
Facility visitor numbers		25,000	2566	Below target
Programme participant numbers		2,300	1412	Exceeded target
Programme participant numbers by age. (Based on registrations for programme duration 4 - 8 weeks)	0-14 years	345	136	Below target
	15-19 years	1,150	50	Below target
	20-24 years	690	20	Below target
	25 years+	115	32	On track

13. There have been lower visitor numbers; fewer programme participants than expected in the 15-19 age range and a reduction in the number of workshops and classes on offer in this quarter. There are three key contributing factors:

· operational budget constraints required that staff strictly managed the budget, by procuring less programming than in previous quarters and closely monitored the general operations spending.

· operations start date 13 January, 2016 with school holiday programme starting on 18 January, 2016.

· rehearsals for the Auckland Secondary Schools cultural festival, ASB Polyfest conflicted with the curated programming at Te Oro.

Operational Update

14. A highlight in March was the Auckland Arts Festival show ‘Not in our Neighbourhood' that sold out.

15. For Auckland Arts Festival event White Night, Te Oro partnered with The Good, The Bad Art Gallery and Gary Silipa to deliver the ‘Bradley Lane Walking Tours'. Te Oro youth technicians, mentored by the Te Oro staff, lit up the graffiti art of Bradley Lane and produced choir performances on two community stages. 120 participants took guided tours.

16. Theatre of Auckland – T.O.A –as part of a M.O.U partnership started a residency to rehearse for a development season of ‘Cellfish’ at Te Oro.

17. A separate update on programming will be presented to the Te Oro Committee on 16 June 2016.

Venue Hire update:

18. Venue hire for the third quarter included a new year-long hire contract with Selwyn Community College for their charged dance programme.

19. Hire enquiries for quarter three were slow due to the Christmas/ New Year’s period shut down. Te Oro reopened to the public on 18 January 2016.

20. Te Oro received 45 hire enquires for quarter three:

Contracted	Cancellations	Did not proceed with booking
21	6	18

21. The planned update of the Te Oro website, to include venue hire information, is set for completion in quarter four.

22. The new Enterprise Booking System is set for roll out at Te Oro in July 2016.

Security and Safety

23. No major security events occurred at Te Oro in quarter three.

24. Te Oro continued to employ a casual custodian and it remains a cost-efficient solution.

25. Occurrences have become less frequent since the casual custodian was employed. The casual custodian has been active in managing and deterring unsociable behaviour within the centre, as well as the area surrounding the building.

26. Only a few minor incidents of graffiti were reported around the building.

27. Behaviour in the square between Te Oro and the Glen Innes Library continues to be of concern, particularly issues relating to alcohol consumption. Te Oro continues to collaborate with library staff to address this.

28. Te Oro continues to regularly attend meetings and report any concerns and security issues to the Tāmaki Liaison Group on Policing and Security.

Consideration

Local board views and implications

29. Te Oro is a facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. Three members represent the local board on the Te Oro Governance Committee.

Maori impact statement

30. Ken Kerehoma of Ngāti Whātua Ōrākei and Emily Karaka of Ngāi Tai ki Tāmaki (alternate) have been appointed to represent mana whenua on the Te Oro Committee, for its first term.

31. 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 to reflect the cultural diversity of Glen Innes and Maungakiekie-Tāmaki.

32. A diverse range of creative cultural expression is celebrated at Te Oro, 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.

33. 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”.

Attachments

No.	Title	Page
a View	2016-17 Te Oro Fees and Charges	11

Signatories

Authors

Jenni Heka - Arts and Culture Facility Manager, Te Oro

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Victoria Villaraza - Relationship Manager

Te Oro Committee of the Maungakiekie-Tamaki Local Board

16 June 2016

Te Oro 2016/17 Work Programme & Partnerships

File No.: CP2016/11821

Purpose

1. To approve the work programme for 2016/2017, along with options for seven new candidates for community partnership delivery of arts and culture programmes at Te Oro.

Executive summary

2. This report outlines the Te Oro work programme and provides recommendations for programme partnerships for 2016/2017.

3. Te Oro is a facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. The Te Oro Committee was established to govern the centre within the parameters delegated to it by the Maungakiekie-Tāmaki Local Board.

4. The partnership model is of strategic importance to Te Oro. It helps to build the capacity and capability of the community. Partners are given space in the building at low cost in order to deliver programmes which align with the Te Oro charter.

5. The partnership model was in place for the first year of Te Oro’s operation to ensure that the facility was well utilised. The model will be carried forward into 2016/2017.

6. The Te Oro work programme for 2016/2017 is drawn from:

· partnerships and procured programmes

· the Te Oro Business Plan 2015-2018.

7. On 19 May 2016, staff presented a workshop to the local board on the arts and culture programmes delivered at Te Oro in 2015/2016. Staff provided an update on the programme partnerships from 2015/2016 and outlined proposals for seven new partner relationships.

8. Staff assessed potential partners on how closely their programmes align with the Te Oro Charter (see Attachment A).

9. Based on their assessments, staff proposed three of the current partnerships are renewed and that a further seven new partnerships are developed for 2016/2017.

Recommendation/s

That the Te Oro Committee of the Maungakiekie-Tāmaki Local Board:

a) adopt the proposed work programme as outlined in the Action Plan contained in the Te Oro Business Plan 2015-2018;

b) delegate to staff to renew partnership agreements at Te Oro with APRA, Crescendo Trust and Ruapotaka Marae;

c) delegate to staff to resolve partnership terms and conditions at Te Oro via a Memorandum of Understanding with the seven proposed new partners at Te Oro, being Matt Salapu and Norma Sio Salapu, The Roots Creatives, TJ Taotua, Trust Me Limited, Manukau Institute of Technology (MIT), Pacific Dance NZ and, Media Design School;

d) delegate to staff the authority to negotiate a solution that best meets the needs of the partner entities in a situation where competition might occur between programmes offered by tertiary education providers.

Comments

Te Oro and programme partnerships

10. Te Oro is a facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. The Te Oro Committee was established to govern the centre within the parameters delegated to it by the Maungakiekie-Tāmaki Local Board. Three members represent the local board on the Te Oro Governance Committee.

11. Programme partnerships are strategically important for Te Oro. Partners are given space in the building at low cost in order to deliver programmes which align with the Te Oro charter. Through the partnerships, Te Oro is helping to build capability in the community.

12. The programme partnership model is strategically important to the centre’s success because the activity it enables aligns with the Te Oro charter.

The partnership model

13. The intention with the partnership model is to develop capability and capacity in suitable community partners. This approach aligns with Empowered Community Approach and is also consistent with the Te Oro charter.

14. Staff develop Memorandums of Understanding (MOU) agreements with all of the programme partners. The base template used for the MOU is similar to those used by other Arts and Culture facilities, stating:

· what is expected

· who the parties are (including their status as a legal entity)

· the term of the agreement (generally a 12 month period).

15. The agreements are structured so that:

· for usage over and above what is agreed in the individual MOU, the Te Oro agreed fees and charges rates apply (including the community rate where criteria for this lower rate is met)

· they do not affect potential sources of revenue for the centre by making commitments only around booked hireage.

16. For future MOU negotiations, explicit agreement will include matching delivery against charter delivery areas.

Progress to date

17. On 31 March 2015, staff outlined prospective interested parties and the basis of the agreements to be developed with each.

18. To ensure maximum utilisation of the facility and a balanced programme in the first 12 months of operation, a range of procured activity was put in place by staff. Attached is a table of the procured programme delivered (Attachment B).

19. The existing seven MOU partnerships are due for renewal on May 2016 following the completion of their first 12 month term. Three partner programmes are no longer active. One is proposed to transition to a paid hire arrangement and three are proposed to continue with Te Oro committee approval. These renewal meetings can get underway in the current financial year.

20. At a workshop on 19 May 2016, staff provided updates on those partnerships. They also outlined proposals for seven new partner relationships for 2016/2017.

Assessment

21. At the 15 July 2014 business meeting, the Maungakiekie-Tāmaki Local Board resolved:

…that staff will work to identify potential delivery partners and will work with the chair, deputy chair and the arts portfolio holder in the evaluation of these potential partners (MT/2014/128).

22. Staff have assessed each potential partner on their charter rating. The charter rating rates potential partners against the 21 factors within the three whāinga, or aims, of the Te Oro Charter. Each partner has been scored out of 21 based on how many of the factors their programmes align with. Both the current partners and proposed partners for 2016/2017 have been assessed based on this criteria (see Attachment A).

23. Staff have proposed ten partners for 2016/2017 based on this assessment.

Te Oro work programme and partnerships 2016/2017

24. Learnings from Te Oro’s first year of operations have been reflected upon and staff are currently working on improvements for programme delivery in 2016/2017.

25. The focus is on shorter, intensive and outcome-driven programmes for 2016/2017. This means that staff will have greater flexibility to mix-up the duration of various arts and culture activities, allowing greater flexibility for both providers and users. New programmes will align closely with the Te Oro charter.

26. The Te Oro Business Plan 2015-2018 was adopted on 21 May 2015 (MT/2015/63). The plan, together with the partnerships and procured programmes, outlines the forward work programme for 2016/2017.

27. For programme partnerships in 2016/2017, staff propose the renewal of three partnerships and the development of seven new partnerships.

28. Staff propose the renewal of partnership agreements with the following:

· APRA

· Crescendo Trust

· Ruapotaka Marae.

29. Staff also propose the development of seven new MOU agreements for 2016/2017 with the following partners:

· Matt Salapu and Norma Sio Salapu

· The Roots Creatives

· TJ Taotua

· Trust Me Limited

· Manukau Institute of Technology (MIT)

· Pacific Dance NZ

· Media Design School.

30. Note that a MOU agreement already exists between Arts and Culture and MIT and therefore a separate agreement may not be required in this case.

Consideration

Local board views and implications

31. Te Oro is a facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. The Te Oro Committee was established to govern the centre within the parameters delegated to it by the Maungakiekie-Tāmaki Local Board. Three members represent the Local Board on the Te Oro Governance Committee.

32. The delegated powers of the Te Oro committee include “deciding the work programme for the centre, within the operational budget allocated by the board.” (MT/2015/63)

Māori impact statement

33. Ken Kerehoma of Ngāti Whātua Ōrākei and Emily Karaka of Ngāi Tai ki Tāmaki (alternate) have been appointed to represent mana whenua on the Te Oro Committee, for its first term.

34. 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 to reflect the cultural diversity of Glen Innes and Maungakiekie-Tāmaki.

35. A diverse range of creative cultural expression is celebrated at Te Oro, 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.

36. 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

37. For proposed partnerships, scoping activity can be completed this financial year with any signed agreements taking effect from 01 July 2016, following approval of the Te Oro Committee.