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

1 Welcome

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-Tamaki Local Board:

a) confirm the ordinary minutes of its meeting, held on Friday, 23 June 2017 and 3 July 2017 (reconvened date), 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-Tamaki 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

There were no notices of motion.

Te Oro Committee of the Maungakiekie-Tamaki Local Board

22 September 2017

Election of Deputy Chairperson

File No.: CP2017/19627

Purpose

1. To elect the Deputy Chairperson of the Te Oro Committee of the Maungakiekie-Tāmaki Local Board (committee).

Executive summary

2. At its meeting held on the 23 May the committee appointed Chris Makoare as Chairperson. The committee deferred the appointment of Deputy Chairperson.

3. The appointment of a Deputy Chairperson must be made in accordance with the Local Government Act, noting that no member has a casting vote.

Schedule 7, Part 1, Clause 25 of the Local Government Act 2002 states that:

25 Voting systems for certain appointments

(1) This clause applies to -

(a) the election or appointment of the chairperson and deputy chairperson of a regional council; and

(b) the election or appointment of the deputy mayor; and

(d) the election or appointment of a representative of a local authority.

(2) If this clause applies, a local authority or a committee (if the local authority has so directed) must determine by resolution that a person be elected or appointed by using one of the following systems of voting:

(a) the voting system in subclause (3) (system A):

(b) the voting system in subclause (4) (system B).

(3) System A -

(a) requires that a person is elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee present and voting; and

(b) has the following characteristics:

(i) there is a first round of voting for all candidates; and

(ii) if no candidate is successful in that round there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(iii) if no candidate is successful in the second round there is a third, and if necessary subsequent, round of voting from which, each time, the candidate with the fewest votes in the previous round is excluded; and

(iv) in any round of voting, if 2 or more candidates tie for the lowest number of votes, the person excluded from the next round is resolved by lot.

(4) System B -

(a) requires that a person is elected or appointed if he or she receives more votes than any other candidate; and

(b) has the following characteristics:

(i) there is only 1 round of voting; and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

Recommendation/s

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

a) agrees to elect a deputy chairperson for the 2016-2019 term, utilising either System A or System B of Schedule 7, Part 1, Clause 25 of the Local Government Act 2002.

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

a) elect (member) as deputy chairperson of the Te Oro Committee of the Maungakiekie-Tamaki Local Board for the 2016-2019 term.

Attachments

There are no attachments for this report.

Signatories

Authors	Philippa Hillman - Democracy Advisor, Maungakiekie-Tamaki Local Board
Authorisers	Victoria Villaraza - Relationship Manager

Te Oro Committee of the Maungakiekie-Tamaki Local Board

22 September 2017

Te Oro Activity Report Quarter Four 2016/2017

File No.: CP2017/14879

Purpose

1. To provide an operational update for quarter four and a final year position for Te Oro.

Executive summary

2. The Te Oro charter outlines the vision for the arts facility, and has three focus areas: youth, creativity and local community. The fourth area, partnerships, is acknowledged in the Te Oro Business Plan.

3. Te Oro provided a programme of activity in each of the four areas during quarter four. The highlights from quarter four included:

· youth: the youth run and organised event Glow Social for EastWeek

· creativity: the delivery of a nine week pilot programme performance and technical training to help students obtain NCEA credits

· local community: the commission of a short theatre season of Shot Bro – Confessions of a Depressed Bullet

4. During quarter four, Te Oro delivered 226 programmes.

5. Projected targets for visitor numbers exceed the goals set for quarter four and for 2016/2017.

6. There have been no significant safety or security issues; however there was one incident of vandalism during quarter four.

Recommendation/s

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

a) receive the quarter four report and final year position for Te Oro.

Comments

Background

7. Te Oro is an arts facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. The Te Oro Governing Committee consists of three members of the local board and three members of the local community including one mana whenua representative.

8. Te Oro has four focus areas of activity: youth, creativity, local community and partnerships. Youth, creativity and local community are outlined in the Te Oro charter, and partnership is acknowledged as a focus area in the Te Oro Business Plan.

Youth activities

9. For the second consecutive year Te Oro formed a working group to coordinate the EastWeek calendar of events that took place from 27 May – 3 June 2017. EastWeek was created in response to the national festival, Youth Week, to engage local youth to co-design and run events for and by youth:

· No Six (formerly known as Tamaki Media Club) – Memorandum of Understand (MoU) partner

· Crescendo Trust of Aotearoa – MoU partner

· Panmure Community Library

· Glen Innes Community Libraries

· Rakau Tautoko

· Interfaith Youth

· Teens Of All Sorts Together (T.O.A.S.T) Youth Group

· Faith Family Baptist Church Youth

10. In May, the working group was approached by Community Empowerment advisors to apply for funding for events which aligned with local board objectives to engage with youth to feedback on the three year local board plan.

11. No Six successfully secured a grant to survey local youth on the local board plan. 44 written surveys and 27 video interviews were collected resulting in a number of short videos produced for the local board.

12. The survey highlighted themes for youth that related directly to key business for Te Oro:

· more activities for youth: talent quests, dance groups, pop up events

· local board engagement: building awareness of who is on the board, attending local board workshops, local board funding for existing youth projects

· youth collaboration: youth panel and school based projects.

13. Based on the outcomes of this survey, staff identified an opportunity to form a youth arts leadership panel that would meet regularly with the facility manager and programme leader.

14. Crescendo Trust of Aotearoa delivered EastWeek jam sessions at Panmure Community Library and Glen Innes Community Library. This off site activation resulted in an increase in student participation numbers at Crescendo Trust of Aotearoa programmes being held at Te Oro.

15. A highlight of EastWeek was the youth run and organised event, Glow Social on 3 June. The popular light based dance event attracted 80 people. Te Oro’s junior technician Bruno Osuji took a youth leadership role for five weeks leading up to the event.

Creative activities

16. During quarter four, Te Oro delivered 226 programmes. Of these programmes:

· 86 were delivered by MoU partners

· 100 targeted youth (12-24 age group)

· 51 delivered Māori outcomes.

17. Of the 226 programmes delivered, 11 had duel outcomes that were targeted to youth and Maori.

18. In April, the Media Design School presented a suite of short animated films and a live drawing demonstration workshop. The films were created by Media Design School students including one from Glen Innes who attended the screening for a Q&A session.

19. In May, Te Oro celebrated its second year of operations with an open day and recital event. The event included the public launch and blessing of the Ngāti Paoa Trust sound cone, a sound installation at the facility.

20. Māoriland Film Festival held a two-day workshop on 27 and 28 May. No Six participated and created the short film He Tangata that was shot on location in Glen Innes and showcased local talent. The resulting short film has been nominated for the ImagineNATIVE Film and Media Arts Festival in Toronto.

21. Te Oro worked with the Tamaki College Head of Music to deliver a nine week pilot programme in performance and technical training to help students obtain NCEA credits.

Local community activities

22. Two films were screened as part of Samoan Language Week, Three Wise Cousins and The Orator.

23. A short theatre season of Shot Bro: Confessions of a Depressed Bullet was commissioned by Te Oro to connect with local colleges and community members on the topic of depression that silently affects the lives of many people. Te Oro ensured that this project aligned with MoU partner Pockets Full of Hope, who brought in audiences that in many cases had never been to live theatre or Te Oro. The event sold out two nights and a matinee performance.

24. The book launch for Talanoa: Four Pacific Plays was held on 8 June, published by Little Island Press. Writers included Leki Jackson-Bourke, Lolo Fonua, Louise Tu`u, Vela Manusaute` and Amanaki Prescott-Faletau. This is the second time that regional Pasifika programmes have staged delivery in Glen Innes, the initial Talanoa story telling project occurred at Te Oro in 2016.

Regional programmes

25. Three regional events were delivered at Te Oro as part of the Matariki Festival. The Matariki on the Move series featured:

· Waiata – a cabaret-style music showcase by the Modern Māori Quartet

· Ngahau – haka theatre performance showcases

· Korero – an educational series on the Matariki constellation and its significance to the Māori community.

26. Te Oro’s programme lead contributed to the curation of the outdoor performance stage as part of the community driven event, Te Ara Rama Matariki Light Trail.

Key performance indicators / targets

27. Targets and measures for facility visitor numbers exceeded targets:

Measures

Targets

(FY16/17)

Actuals

(FY16/17)

Comments

Facility visitor numbers

30,000

58,940

Exceeded

Programme participant numbers

2,700

3,331

Exceeded

28. A number of events were hosted in quarter four that attracted large numbers including the Te Oro 2nd Birthday celebrations, Hawaiian dance workshops with visiting Punahou High School students and the Matariki on the Move series.

29. Te Oro participant numbers doubled from quarter three to quarter four due to the increase of programmes on offer.

30. Annual facility visitor percentages by ethnicity is below:

Annual FY17 Ethnicity breakdown

31. Annual targets and measures for programme participant are below:

Measures		Participant Targets	FY15/16 Actuals	FY16/17 Actuals	Comments
Programme participant numbers by age	0-14 yrs	15%	64%	58%	Exceeded
	15-19 yrs	50%	20%	27%	Below Target
	20-24 yrs	30%	9%	9%	Below Target
	25 yrs+	5%	7%	7%	Achieved
				7%

32. The participant numbers for ages 15-19 years and 20 -24 years are below the targets set for 2016/2017. A key contributing factor for low engagement was reluctance from youth to fill out forms and complete surveys.

33. Staff consulted with youth at the facility and removed compulsory registration for Spoken Word and Crescendo Trust of Aotearoa jam sessions resulting in increased numbers of youth attending the classes.

34. The removal of official registration for these sessions does not place the facility in any risk as they are all above the age of 14 years and do not require parental consent.

35. Te Oro is working with the trust to create incentives to encourage youth to willingly register.

General

Security and Safety

36. There are no major security incidents to report.

37. There has been one incident of graffiti vandalism:

· a stolen car reversed out of the carpark at high speed, resulting in a carved pou being ripped from the foundation and damaged beyond repair. The pou is scheduled to be carved and replaced by the end September 2017.

Consideration

Local board views and implications

38. Te Oro is funded by the local board and three members are represented on the committee.

39. The Te Oro charter and business plan were designed to align with the Maungakiekie-Tāmaki Local Board Plan and meet their outcomes. These include creating strong and thriving communities that are enabled to participate, celebrate and contribute, and ensuring young people are engaged, heard and active in their local communities.

Māori impact statement

40. Ken Kerehoma of Ngāti Whātua Ōrākei and Emily Karaka of Ngāi Tai ki Tāmaki (alternate) were appointed to represent mana whenua on the committee.

41. 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 which is designed to be inclusive and to reflect the cultural diversity of Glen Innes and Maungakiekie-Tāmaki.

42. 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.

43. Te Oro operates using the following value: 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 ⇩	Te Oro Reporting Info FY16/17 Q4	15
b ⇩	Te Oro Procured Programme FY17	19

Signatories

Authors

Richard McWha - Manager Sector Engagement and Production

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Victoria Villaraza - Relationship Manager

Te Oro Committee of the Maungakiekie-Tamaki Local Board

22 September 2017

Te Oro 2017/18 updated action plan and renewal of partnerships

File No.: CP2017/17688

Purpose

1. To approve the Te Oro updated action plan for 2017/2018, along with renewal of six existing partnerships.

Executive summary

2. Te Oro is a local arts facility owned and operated by Auckland Council and funded by the Maungakiekie-Tāmaki Local Board. The Te Oro Governing Committee are responsible for setting the direction of the centre and putting in place appropriate targets and measures for the programmes offered.

3. This report outlines the updated action plan and provides recommendations for programme partnerships for 2017/2018.

4. The updated action plan for 2017/2018 is drawn from:

· partnerships and procured programmes

· the approved action plan outlined in the Te Oro Business Plan 2015-2018.

5. At workshops on 23 May and 3 July 2017, staff provided an update on existing partnerships. They also outlined candidates for up to nine new partnerships for 2017/2018 and these were approved at the committee meeting on 3 July 2017 (TE/2017/13).

6. Staff assessed the six existing partners on how closely their programmes align with the Te Oro Charter (attachment A). Based on this assessment, staff recommend the committee approve the renewal of the six partnerships.

Recommendation/s

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

a) adopt the Te Oro 2017/18 updated Action Plan as shown in Appendix B

b) approve six existing partnerships to continue their partnership programmes in 2017/2018:

i) Crescendo Trust of Aotearoa: weekly Studio School, Music Workshop (formerly Jam Sessions), and Studio Sessions

ii) Ruapotaka Marae: youth holiday programme, with kapa haka

iii) Media Design School: Animation Shorts screening and workshop

iv) Pacific Dance NZ: July and Summer holiday programme, Choreographic Residency, Choreographic Lab (adult and youth)

v) East Cook Island Community Group: weekly dance classes

vi) Matt Salapu + Norma Sio Salapu: Music EP soundscape extension.

Comments

Background

7. Te Oro is a local arts facility owned and operated by Auckland Council and funded by the local board. The Te Oro Governing Committee was established to govern the centre within the parameters delegated to it by the local board. The committee is responsible for setting the direction of the centre and putting in place appropriate targets and measures for the programmes offered. The committee consists of three members of the local board, two members of the local community and one mana whenua seat.

Te Oro Updated Action Plan 2017/2018

8. The action plan for Te Oro is guided by the goals and action outlined in the Te Oro Business Plan 2015-2018 adopted on 21 May 2015 (MT/2015/63). An updated action plan for the 2017/2018 financial year has been developed for approval (Attachment B).

9. At workshops on 23 May and 3 July 2017 committee members provided feedback to assist the development of both procured and partner programming for the 2017/2018 year:

· getting creative with technology

· using creativity, social enterprise to solve tactical challenges

· making fun, uniting strangers, creating connection using creativity

· being a development arena and providing vocational development for live and recorded music and performing arts

· having strength in Māori programmes

· channelling local youth leadership, including school engagement

· a support and feeder role for street art and animation

· light based work, including film, projection and animation

· creating a safe space for women and girls to flourish

· Pasifika oriented programmes.

The partnership model

10. The partnership model is set out in the business plan, and is of strategic importance to Te Oro. It supplements procured programmes and helps to build the capacity and capability of the community. Partners are given space in the building at low or no cost in order to deliver programmes which align with the Te Oro Charter. This also aligns with the Empowered Communities Approach.

11. To implement the partnerships Memorandum of Understanding (MoU) agreements are developed with all programme partners following committee approval.

12. The agreements are structured so that:

· for usage over and above what is agreed in the individual MoU, the facility 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

13. During MoU negotiations staff seek explicit agreement from partners to align their programmes to the charter delivery areas.

Partnerships

14. Staff assessed the six partnerships that were operating in FY 16/17 against two factors: the opportunity cost of hiring the same space used by partners if hired out to paying users, and the charter rating which scores potential partners against the 21 factors across the three whāinga, or aims, of the charter:

· young people are inspired and equipped to realise their potential

· the centre is at the heart of the local community

· the centre is a thriving hub of creative cultural experiences.

15. This report recommends the approval of the six existing partnerships. These partners have an existing relationship with Te Oro so if approved, staff will implement the direction by renewing and not renegotiating existing memorandums of understanding. The partnerships proposed to be renewed are:

· Crescendo Trust of Aotearoa: weekly Studio School, Music Workshop (formerly Jam Sessions), and Studio Sessions

· Ruapotaka Marae: youth holiday programme, with kapa haka

· Media Design School: Animation Shorts screening and workshop

· Pacific Dance NZ: July and Summer holiday programme, Choreographic Residency, Choreographic Lab (adult and youth)

· East Cook Island Community Group: weekly dance classes

· Matt Salapu + Norma Sio Salapu: Music EP soundscape extension.

Consideration

Local board views and implications

16. The committee was established to govern the centre within the parameters delegated to it by the local board. Three members represent the local board on the committee.

17. The delegated powers of the committee include: deciding the work programme for the centre, within the operational budget allocated by the board (MT/2015/63).

Māori impact statement

18. Te Oro operates using the following value: 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.

19. 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.

20. 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 designed to be inclusive and to reflect the cultural diversity of Glen Innes and the broader local board area.

21. Ken Kerehoma of Ngāti Whātua Ōrākei and Emily Karaka of Ngāi Tai ki Tāmaki represent the mana whenua seat on the committee.

Implementation

22. For proposed partnerships, scoping activity can be completed this financial year with any signed agreements taking effect from 1 July 2017 following approval from the committee.

Attachments

No.	Title	Page
a ⇩	Te Oro 2016_2017 Renewal Partnerships	25
b ⇩	Te Oro Action Plan 2018	27

Signatories

Authors

Richard McWha - Manager Sector Engagement and Production

Authorisers

Graham Bodman - General Manager Arts, Community and Events

Victoria Villaraza - Relationship Manager

Chairperson	Chris Makoare
Deputy Chairperson	-
Members	Josephine Bartley
	Debbie Burrows
	Ken Kerehoma / Emily Karaka
	Tara Moala
	Georgie Thompson