Agenda of Arts, Culture and Heritage Committee

PALMERSTON NORTH CITY COUNCIL

Arts, Culture and Heritage Committee MEETING

14 August 2017

Order of Business

NOTE: The Arts, Culture and Heritage Committee meeting coincides with the extraordinary meeting of the Sport and Recreation Committee meeting. The format for the meeting will be as follows:

- Arts, Culture and Heritage Committee will open and adjourn immediately to following the extraordinary Sport and Recreation Committee

- Extraordinary Sport and Recreation Committee will open, conducts its business and then close.

1. Apologies

2. Notification of Additional Items

Pursuant to Sections 46A(7) and 46A(7A) of the Local Government Official Information and Meetings Act 1987, to receive the Chairperson’s explanation that specified item(s), which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded, will be discussed.

Any additions in accordance with Section 46A(7) must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Any additions in accordance with Section 46A(7A) may be received or referred to a subsequent meeting for further discussion. No resolution, decision or recommendation can be made in respect of a minor item.

3. Public Comment

To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other Committee matters.

(NOTE: If the Committee wishes to consider or discuss any issue raised that is not specified on the Agenda, other than to receive the comment made or refer it to the Chief Executive, then a resolution will need to be made in accordance with clause 2 above.)

4. Deputation - Te Manawa Page 7

5. Deputation - Palmerston North History Project Page 9

6. Deputation - National Young Performer Awards Page 11

7. Confirmation of Minutes Page 13

“That the minutes of the Arts, Culture and Heritage Committee meeting of 13 February 2017 Part I Public and the extraordinary Arts, Culture and Heritage Committee meeting of 3 April 2017 Part I Public be confirmed as a true and correct record.”

8. Asset Management of Palmerston North Public Art and Register of Council Owned Artwork Page 25

Memorandum, dated 21 July 2017 from the Arts Coordinator, Gillian Tasker.

9. Military History Exhibiton Facility Feasibility Study - extension of scope Page 35

Memorandum, dated 28 July 2017 from the Manager - Community Engagement, Ian Littleworth.

10. Funding for the Arts Page 39

Memorandum, dated 28 July 2017 from the Community Funding Coordinator, Rebecca Hofmann.

11. Presentation of Finalised Statements of Intent 2017-2020 for Council-Controlled Organisations (Cultural) Page 51

Report, dated 28 July 2017 from the Community Funding Coordinator, Rebecca Hofmann and the Management Accountant, Matt Duxfield.

12. Committee Work Schedule Page 153

13. Exclusion of Public

To be moved:

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as stated in the above table.

Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated.

Acting Chief Executive (David Wright), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Libraries and Community Services (Debbie Duncan), Human Resources Manager (Wayne Wilson) and Acting Strategic Communications Manager (Jane McSweeney) because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council’s Management Team) and also from their specific role within the Council.

Legal Counsel (John Annabell), because of his knowledge and ability to provide the meeting with legal and procedural advice.

Governance and Support Team Leader (Kyle Whitfield) and Committee Administrators (Penny Odell, Carly Chang and Rachel Corser), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

[Add Council Officers], because of their knowledge and ability to assist the meeting in speaking to their report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their respective report.

[Add Third Parties], because of their knowledge and ability to assist the meeting in speaking to their report/s [or other matters as specified] and answering questions, noting that such person/s will be present at the meeting only for the items that relate to their respective report/s [or matters as specified].

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Arts, Culture and Heritage Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 13 February 2017, commencing at 9.00am

Members

Present:

Councillor Rachel Bowen (in the Chair), The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Apologies:

The Mayor (Grant Smith) and Councillor Duncan McCann for early departure (Council Business).

When the meeting resumed The Mayor (Grant Smith) was not present. He was not present for clauses 2 to 8 inclusive.

When the meeting resumed Councillor Duncan McCann was not present. He was not present for clauses 2 to 8 inclusive.

Councillor Leonie Hapeta left the meeting at 11.51am during consideration of clause 6. She entered the meeting again at 12.01pm during consideration of clause 8. She was not present for clauses 6 and 7 inclusive.

1-17

Apologies

Moved Rachel Bowen, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 1.1 above was carried 16 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting adjourned at 9.03am

The meeting resumed at 10.58am

Note: when the meeting resumed The Mayor (Grant Smith) and Councillor Duncan McCann were not present.

2-17

Deputation - Manawatu Writers Festival 2017

Ms Rachel Dore and Mr Thom Conroy made a deputation regarding the Manawatu Writers’ Festival planned for September 2017.

Ms Dore outlined that the event was quite different to previous events and catered to a wide range of people in the community. She advised that the main reason for making a deputation was to ask Council for its support for the event. Funding would be applied for but other support would be needed such as venue hire.

Ms Dore noted that the main event would be held in Feilding but that there was a solid programme for Palmerston North also. The two events would not conflict so that people could attend both if they wished.

Mr Conroy highlighted the broad nature of the event noting that there were many people involved including Massey University, various schools and freelance writers. He hoped that Council would support the event and believed that further events would grow from this, making the region more vibrant.

Moved Aleisha Rutherford, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the Arts, Culture and Heritage Committee receive the deputation for information.

Clause 2.1 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

3-17

Deputation - All Saints Church Heritage Building Upgrade

Rev John Hornblow, Rev Nigel Dixon and Mr Vince Neall made a deputation regarding the All Saints Church Heritage Building upgrade.

Rev Hornblow presented photographs to the Committee and outlined that the Church had been an integral part of the city for many years. He noted that the Church was first built in 1875, with the current building built in 1914. He added that there were few strong heritage buildings within the city and the building was loved by many. Many events and family celebrations had been held in the Church.

Mr Neall outlined the major issues facing the Church which included earthquake strengthening, a more friendly and covered street frontage, a more flexible interior, reduction of risk to the exterior, weather tightness and electrical improvements.

Rev Hornblow stated that $5 million was needed and that the community would need to raise $2.5 million before they could apply for government funding.

Moved Gabrielle Bundy-Cooke, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Arts, Culture and Heritage Committee receive the deputation for information.

Clause 3.1 above was carried 14 votes to 0, the voting being as follows:

For:

4-17

Confirmation of Minutes

Moved Rachel Bowen, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the minutes of the Arts, Culture and Heritage Committee meeting of 12 December 2016 Part I Public be confirmed as a true and correct record.

Clause 4.1 above was carried 14 votes to 0, the voting being as follows:

For:

5-17

CCO's joint marketing opportunities

Memorandum, dated 26 January 2017 from the General Manager - Libraries and Community Services, Debbie Duncan.

Moved Rachel Bowen, seconded Adrian Broad.

The COMMITTEE RESOLVED

1. That the update be received.

Clause 5.1 above was carried 14 votes to 0, the voting being as follows:

For:

6-17

2017 Festival of Culture Update

Memorandum, dated 27 January 2017 from the Manager - Community Engagement, Ian Littleworth.

Councillor Leonie Hapeta left the meeting at 11.51am

Moved Rachel Bowen, seconded Adrian Broad.

The COMMITTEE RESOLVED

1. That the memorandum entitled `2017 Festival of Cultures update’ dated 27 January 2017 be received.

Clause 6.1 above was carried 13 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson Jim Jefferies,, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

7-17

Conference Opportunity - DX 2017 Driving Digital Transformation Conference 2017

Memorandum, dated 8 February 2017 from the Committee Administrator, Rachel Corser.

Moved Susan Baty, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of two elected members to attend, with expenses paid, to the DX Driving Digital Transformation Conference 2017 being held in Auckland on Wednesday 22 March 2017 and Thursday 23 March 2017.

2. That registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Committee Administrator, Rachel Corser, by 12 noon Friday 17 February 2017.

Clause 7-17 above was carried 13 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Jim Jefferies, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

8-17

Committee Work Schedule

Committee Work Schedule dated February 2017.

Councillor Leonie Hapeta returned to the meeting at 12.02pm

Moved Rachel Bowen, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Arts, Culture and Heritage Committee receive its Work Schedule dated February 2017.

Clause 8.1 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Leonie Hapeta.

The meeting finished at 12.02pm

Confirmed 14 August 2017

Chairperson

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Extraordinary Arts, Culture and Heritage Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 03 April 2017, commencing at 9.01am

Members

Present:

Apologies:

Councillor Tangi Utikere for early departure on council business.

Councillor Tangi Utikere left the meeting at 10.44am during consideration of clause 12. He entered the meeting again at 12.11pm during further consideration of clause 12.

9-17

Apologies

Moved Rachel Bowen, seconded Grant Smith.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

The meeting adjourned at 9.02am

The meeting resumed at 9.05am

10-17	Deputation - Passport to Play Palmy A deputation was made by Ms Kate Parlane and Ms Heather Knox regarding the Passport to Play Palmy scheme. Kate and Heather outlined the history of the scheme and included information on other initiatives such as Palmy Rocks and Palmy Dirty 30. They explained that the scheme was a passport style booklet for children to collect stamps in while outdoors in specific parks. After launching the booklet the group were inundated with photos from the community and within a few days had to get further books printed. The scheme kept many people busy over the summer holidays and encouraged children to get outside more often. In conclusion the deputation recommended that Council: · Acknowledge there was a gap in the market for this type of initiative · Actively prioritise, promote and collaborate on community engagement initiatives · Identify the next steps required to build on the success of the scheme The Committee requested a report back of options to extend the scheme and recommended that the deputation be referred to the final Annual Budget deliberations.
	Moved Rachel Bowen, seconded Gabrielle Bundy-Cooke. The COMMITTEE RECOMMENDS 1. That the Arts, Culture and Heritage Committee receive the deputation for information.
	Moved Lorna Johnson, seconded Vaughan Dennison. 2. That the Chief Executive be instructed to report back to a Committee with options to extend the Passport to Play Palmy scheme.
	Moved Vaughan Dennison, seconded Leonie Hapeta. 3. That the Deputation be referred to the final Annual Budget deliberations.

11-17

Presentation - Centrepoint Theatre

Mr Dan Pengelly and Mr Tyson Schmidt made a presentation regarding the current position of Centrepoint Theatre.

They had managed to secure another three years of Creative New Zealand funding and also thanked Council for their support. Two current issues facing the theatre were revenue and linking with other organisations. The theatre were eager to work with other organisations and groups to make the city more vibrant.

Mr Pengelly outlined the changes that were happening and noted that they were in discussion with UCOL regarding a new training course in theatre and arts. The overall goal for the theatre was to have something on every weekend.

Moved Rachel Bowen, seconded Grant Smith.

The COMMITTEE RESOLVED

1. That the Arts, Culture and Heritage Committee receive the presentation for information.

12-17

Deputation - Hole in the Ground Project

Ms Virginia Warbrick, Mr Warren Warbrick and Dr Leonel Alvarado made a deputation regarding the Hole in the Ground Project. Toi Warbrick was the name used for the creative practice of Warren and Virginia Warbrick. The Hole in the Ground project was created from the idea of connecting Palmerston North with the town directly opposite on the other side of the world.

Ms Warbrick outlined that the Spanish town San Martin de Valdeiglesias was the furthest from Palmerston North and that they planned to travel there in August 2017. They wanted to introduce Palmerston North to the Spanish community and explore an antipodal relationship, noting that they would like to take a gift or letter from the Mayor with them.

Dr Alvarado stated he was excited about the project and was proud to offer the support of Massey University and the Spanish Embassy.

The Committee wanted to have it noted that the request for a Mayoral letter/gift had been referred to the Mayor’s Office.

Moved Rachel Bowen, seconded Grant Smith.

The COMMITTEE RESOLVED

1. That the Arts, Culture and Heritage Committee receive the deputation for information.

2. That the Committee noted the request for additional support has been referred to the Mayor’s Office.

13-17

Confirmation of Minutes

Moved Rachel Bowen, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RESOLVED

1. That the minutes of the Arts, Culture and Heritage Committee meeting of 13 February 2017 Part I Public be confirmed as a true and correct record.

14-17	Cultural CCOs Six Month Reports to December 2016 and Draft Statements of Intent 2017–2020 Report, dated 20 March 2017 from the Community Funding Coordinator, Rebecca Hofmann and the Management Accountant, Matt Duxfield. Councillor Adrian Broad declared a conflict and left the table for clause 14.6 and 14.7. The Committee requested further information on the steps needed to be taken for Trust Boards to reduce their audit costs. The Committee instructed the Regent Theatre Trust to review their Statement of Intent focusing on their ambition and vision. Councillor Tangi Utikere left the meeting at 10.44am Councillor Tangi Utikere returned to the meeting at 12.11pm
	Moved Rachel Bowen, seconded Grant Smith. The COMMITTEE RECOMMENDS 1. That the six month report to December 2016 submitted by Caccia Birch Trust Board be received. 2. That the Chief Executive be instructed to report back regarding what steps Trust Boards need to take to reduce Audit costs. 3. That the draft Statement of Intent 2017–2020 submitted by Caccia Birch Trust Board be received.
	Moved Rachel Bowen, seconded Jim Jefferies. 4. That the six month report to December 2016 submitted by Globe Theatre Trust Board be received. 5. That the draft Statement of Intent 2017–2020 submitted by Globe Theatre Trust Board be received.
	Moved Rachel Bowen, seconded Jim Jefferies. 6. That the six month report to December 2016 submitted by The Regent Theatre Trust be received.
	Moved Rachel Bowen, seconded Gabrielle Bundy-Cooke. 7. That the Regent Theatre Trust be instructed to return a Statement of Intent that reflects their ambition and vision.
	Moved Rachel Bowen, seconded Jim Jefferies. 8. That the six month report to December 2016 submitted by Te Manawa Museums Trust be received. 9. That the draft Statement of Intent 2017-2020 submitted by Te Manawa Museums Trust be received.

15-17

Committee Work Schedule

Committee Work Schedule, dated April 2017.

Moved Rachel Bowen, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the Arts, Culture and Heritage Committee receive its Work Schedule dated April 2017.

The meeting finished at 12.47pm

Confirmed 14 August 2017

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Arts, Culture and Heritage Committee

MEETING DATE: 14 August 2017

TITLE: Asset Management of Palmerston North Public Art and Register of Council Owned Artwork

DATE: 21 July 2017

AUTHOR/S: Gillian Tasker, Arts Coordinator, Libraries and Community Services

RECOMMENDATION(S) TO Arts, Culture and Heritage Committee

1. That Council receive the report.

2. That the Chief Executive is instructed to maintain a register of ‘significant’ public artworks.

1. summary

Research has found 412 works of city art, memorials and murals that form the register of public art, excluding artworks within Te Manawa’s collections. These may be divided into three groups, those entrusted to the care of Palmerston North Libraries and Community Services Unit, those artworks in CAB building, and artworks in other council buildings and public spaces around the city. Of these, 42 may be considered significant and as such, require professional management and oversight. This includes creating a collection development policy, a conservation plan and curation programme for their care. Council Officers will facilitate the development of the policy, conservation plans and programme with the Library Heritage team, Te Manawa and City Networks staff. The artworks in City Libraries and Ian Matheson Archives would continue to be managed the Libraries and Community Services Unit.

2. ISSUE

In December 2016 the Arts, Culture and Heritage Committee recommended:

That the Chief Executive be instructed to provide a report to the Arts, Culture and Heritage Committee on the Asset Management of Public Art (Excluding Te Manawa collections) so that due regard can be given to maintenance and conservation and a register is created.

3. BACKGROUND

For the purposes of this report, and to follow Council instruction, an overview of the entire collection is provided followed by findings and recommendations concentrating on the 42 most significant works in the collection.

Significance in this arts context has been defined as “the aesthetic, historic, research and social values that an object or collection has for past, present and future generations”. It refers not just to the physical fabric or appearance of an artwork but incorporates all the elements that contribute to an artwork’s meaning, including its context, history and its social and spiritual values. The significance of an artwork is not fixed – it may increase or diminish over time.

The term artwork has been defined as physical items that may be moved or removed; and includes fine art, sculptures, craft work, photographs, murals and memorials. Photographs were included if they were commissioned or purchased as a work of art rather than as a record of an event, person or place.

As many memorials incorporate works of art, or are constructed from materials such as marble and limestone requiring specialist care and maintenance, they were included. Similarly mosaic works created by local artists and murals painted on Council buildings are also included as art assets on the register.

4. THE REGISTER OF PUBLIC ART

The research found 412 works of art, memorials and murals that form the register of public art.

They may be divided by location into artworks in the City Libraries and Ian Matheson City Archives, artworks in the CAB building, and artworks, memorials and murals in other Council buildings and public spaces around the city. See Table 1 for the breakdown of works by location.

Table 1 Location of works in the Palmerston North public art register

Type of artworks	Location	Number of works
Paintings, prints, photographs, sculptures, clocks, carved, woven and stitched works	City libraries and Ian Matheson City Archives	209
Paintings, prints, photographs, sculptures, carved and woven works	CAB building	33
Gifts received including paintings, prints, ornaments and woven works	CAB Building, Headquarters office	106
Sculptures, memorials, mosaics, murals and carved works	Palmerston North Convention & Function Centre, Globe Theatre, Square Edge, Community House, city parks, streets and underpasses. Includes two sculptures on loan.	64
Total number of works		412

The artworks entrusted to the care of the Libraries and Community Services include those:

· gifted by local businesses, organisations and members of the community to the Community collection of the Ian Matheson City Archives;

· transferred from other Council units and predecessor organisations, such as the Town Boards, to the City Council’s archives in the Ian Matheson City Archives;

· gifted by artists, or purchased or commissioned by the Palmerston North City Libraries, to be an integral part of library buildings or spaces.

The artworks in CAB building include works:

· gifted by artists, businesses, organisations, members of the community and visiting delegations to the City Council;

· purchased or commissioned by Council;

The artworks in other Council buildings and public spaces around the city include works:

· gifted by artists, businesses, organisations, members of the community to the City Council;

· created to commemorate people, events, or as part of community projects (such as the PRiME (Pacific Rim Millennium Experience) Sculpture millennium project organised by the Palmerston North Community Arts Council);

· purchased or commissioned by Council;

· commissioned by Council in association with community partners such as the Rangitāne Maori Committee and the Palmerston North Public Sculpture Trust.

· artworks on loan from the Council, such as the Bronze Horse loaned to Te Manawa, or on loan to the Council, such as the Ghost of the Huia sculpture.

The 106 artworks recorded as gifts received by Headquarters Office staff were given to the Mayor and Councillors from visiting delegations and other donors. These mostly low value items were not closely examined.

4.1 ACCESSIBILITY OF THE ARTWORKS

One of the main purposes of public art is to enrich the lives of citizens as they encounter the works as part of their everyday life. Of the 412 works in the register seventy percent are on display either within the Palmerston North City Libraries, in other Council owned or managed buildings, or in public spaces (see Figure 1).

With the exception of ten murals and three memorials around the city, and two works located at Ashhurst, the artworks on public display are all located within one city block of The Square.

The remaining works not on display are within the City Archives collection. They may be accessed on request and are part of the changing displays of art in the libraries and council buildings.

Figure 1: Accessibility of the artworks

4.2 ARTIST’S REPRESENTED

The majority of works on display in the libraries, council buildings and public spaces are by Palmerston North artists and New Zealand artists (see Figure 2). Some works in the register remain without clear identification of the artist. Further research could be conducted into the identifying these artists, though as they are minor works this is not a priority for resources.

Figure 2: Works on display by artist origin

5. MANAGEMENT OF THE ARTWORK

Currently management and care of the public art is undertaken by staff across several Council units:

· Staff of the Libraries and Community Services manage the art in the libraries and the Ian Matheson City Archives including acquisition, documentation, exhibition, cleaning and conservation of the artwork;

· Artworks gifted by visiting delegations are recorded by Headquarters unit staff. Headquarters and City Networks staff determine the placement and display of these works along with artwork purchased for the City Administration Building;

· Planning staff from City Future and City Networks initiate and support the creation of mural art around the city; City Networks and City Enterprises staff from the parks, property, and roading teams provide oversight and maintenance of art in public spaces around the district.

5.1 DOCUMENTATION

Due to inconsistent recording of the movement or disposal of artwork the locations of some works are uncertain. For example only one of six large woven wool and animal skin panels created for the Civic Centre in 1979 by David Waterman and Terry Archer remains in the Council Chamber, the location of the remaining five panels is unknown.

Except for artworks commissioned under contract, recording of essential information about the artworks such as title, artist, date and provenance (ownership history) has not been carried out consistently across the Council. This makes identification and valuation difficult.

Most of the artworks have not been revalued for some time. Independent valuers have revalued the artworks in the city libraries and in the Ian Matheson City Archives, providing an insurance value in accordance with The Treasury’s Valuation Guidance for Cultural and Heritage Assets (2002).

While it is planned to revalue the remaining Council-owned artworks, it is also critical for the public art register to be updated as works are acquired, relocated, loaned or disposed of.

5.2 eXHIBITION

Libraries and Community Services staff develop regularly changing displays of artwork in the Libraries and can assist in loaning works from the Council Archives for display in other Council owned buildings.

Selection and placement of artworks within the Square and other public spaces has developed through the collaboration and partnerships with Iwi, artists, community groups and trusts such as the Palmerston North Public Sculpture Trust (PNPST), and is guided by the Arts and Urban Design strategies in the case of the most recent works.

Knowing the story behind the art helps people to appreciate the works and the value they bring in making the city a more vibrant place to live. While all of the PNPST sculptures are labelled with bronze plaques stating artist, title and date, information labels for other artworks on display in public spaces and Council buildings vary greatly in style and content.

Informative stories on the artwork are scattered across a range of sources including:

· Council website page dedicated to public art, featuring photographs of eight of the nine PNPST sculptures. Links to the story of the artworks on the PNPST website have been removed. A second page featuring heritage buildings includes the four works recognised as historic places by Heritage New Zealand.

· PNPST website provides descriptions of eight of the nine sculptures completed by the Trust.

· Manawatū Heritage features images and stories of four of the PNPST sculptures and eight other public memorials and murals.

· Placemaking Palmerston North Facebook page features recent mural projects undertaken as place making initiatives.

· Palmerston North City Centre Arts Trail Guide by Bronwyn Zimmerman in association with Palmerston North City Council, Destination Manawatū and Creative New Zealand, available online and in print from the I-Site. Thirty-two public and privately owned artworks are presented as a walking tour around the CBD area.

· Heritage New Zealand’s online register of historic places includes the King Edward VII Coronation Memorial Fountain, Te Peeti Awe Awe statue and Cenotaph War Memorial.

· Ashhurst’s War Memorial and mural are mentioned on the community’s Ashhurst Dot Org website.

By comparison Whanganui City Council has documented 35 public artworks and memorials on Ehive (https://ehive.com/collections/4446/wanganui-district-council-public-art-and-memorials). This is a limited version of the Vernon collection management system used by Te Manawa.

Wellington City Council has documented 340 traditional and contemporary works of art and 112 sculptures and memorials with photographs and brief details on the Council’s website. Each mural project painted on Council owned property is also documented on the Council’s website (http://wellington.govt.nz/services/community-and-culture/arts).

New Plymouth City Council does not include public art on their website nor downloadable information guides. Memorials are managed separately from the public art. In 2009 the Council commissioned the independent Art In Public Places Trust with facilitating major public art works for the whole of the New Plymouth District. The Trust features the seven artworks they have helped to establish on their website (http://www.artinpublicnp.org.nz).

5.3 MAINTENANCE AND CONSERVATION

There are significant risks associated with the current levels of maintenance and conservation of the forty-two significant artworks identified in the register.

Works within Council owned buildings may be cleaned periodically by the staff or cleaners contracted to maintain the buildings; records of this work are not kept and costs are included within general maintenance budgets. The Ashhurst War Memorial has been maintained by members of the community from the Ashhurst Action Group.

Maintenance of the PNPST sculptures is specified in transfer agreements between the Trust and City Council. Only five of the sculptures have detailed maintenance schedules including approximately $1150 per year in water-blasting or basic cleaning and wax coating and required structural inspections by engineers. Staff from City Networks, City Enterprises, or contracted cleaners carry out this work. Costs for this work are included within general maintenance budgets. As specified in the transfer agreements between Council and the PNPST, failure to maintain the sculptures could result in the artist’s disassociating themselves with the works.

Maintenance of the other memorials in The Square is also the responsibility of City Networks and contracted staff. Cleaning is only carried out when required and costs are part of the general maintenance budget. The Te Awe Awe statue, PRiME rock sculptures and Coronation Fountain have all been coated with anti-graffiti sealant.

The five remaining pouwhenua from the original group of nine that made up Te Marae o Hine in The Square have been gradually deteriorating in condition and their future is under discussion between City Networks staff and Rangitāne o Manawatū. This includes removal of the five pouwhenua for possible restoration or replacement, and the development of the full story of Rangitāne with nine pouwhenua being returned to Te Marae o Hine.

A Service Level Agreement between City Networks Roading and City Enterprises Operations for care and maintenance of street furniture covers the artworks located on the road reserve, such as the Giants Amongst Us sculpture on Cuba Street. This provides for routine maintenance only, with repair of damage or vandalism undertaken on an as needed basis.

Much of the cleaning and repair of the artwork is carried out after notification of damage from members of the public, rather than as regularly scheduled work. Lack of a plan covering the conservation and maintenance requirements for the artworks leaves them at risk of damage or deterioration. This is especially the case where well-meaning staff or community members may attempt to clean or repair works without adequate knowledge of how to do this safely.

6. NEXT STEPS

A register of significant public works will be maintained

The forty-two significant artworks in Council buildings and public spaces around the city require management and oversight that would be part of an ongoing collection development and curation programme. This will be prepared through the Libraries and Community Services Unit in collaboration with other Council Units.

The public art collection development policy describes the current collection and includes:

· criteria for approving new public art activities

· criteria for accepting donated/gifted works

· criteria for relocating existing works

· criteria for deaccessioning existing works

· maintenance and asset management

· monitoring and evaluation

The curation programme defines how the collection is to be managed to achieve a consistent and sustainable approach to the documentation and exhibition of the works. Conservation plans outline the maintenance and care required for each work.

7. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Palmerston North Public Art Register: Significant works (attached separately)

Gillian Tasker

Arts Coordinator

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Arts, Culture and Heritage Committee

MEETING DATE: 14 August 2017

TITLE: Military History Exhibiton Facility Feasibility Study - extension of scope

DATE: 28 July 2017

AUTHOR/S: Ian Littleworth, Manager - Community Engagement, Libraries and Community Services

RECOMMENDATION(S) TO Council

1. That the memorandum Military History Exhibition Facility Feasibility Study – extension of scope be received

2. That the scope of the feasibility study be extended to also include wider museum/heritage issues and opportunities as well as a military history exhibition facility.

3. That the feasibility study be renamed Military History/Heritage issues and options to reflect the broader scope of the programme

1. ISSUE

During the annual plan process Council resolved that a new programme of $20,000 be added to undertake a feasibility study into a military history exhibition facility.

There are also a number of wider museum/heritage related issues and opportunities that could be incorporated into the scope of this study which would then provide Council with a more holistic view of the current museum services landscape.

2. BACKGROUND

The original annual plan submission for a feasibility study came from a presentation by the Palmerston North Defence Heritage Advisory Group.

The PNDHAG identified a number of issues and opportunities that exist which could be included in the scope of a study into an exhibition facility. Currently housed separately are the Engineers Museum at Linton, Kippenberger collection at Massey University, military medical collection at the hospital, material at Ohakea, Linton, RSA and other collections. This would see the city utilising existing opportunities and leveraging off our status as the Defence Capital of New Zealand.

Since the confirmation of the feasibility study a number of broader museum/heritage considerations have been identified which have relevance to this particular programme.

It is recommended that the scope of this programme is broadened from a feasibility study to an issues and options paper which would include those additional considerations. Council would then have a more holistic picture of the museum/military history/heritage landscape to consider.

Summary of considerations to include:

Te Manawa 2025 and the Rugby Museum

Any feasibility study will need to take into consideration the Te Manawa 2025 proposal as per the deputation to the Arts Culture and Heritage Committee.

This should also incorporate any future considerations or impacts for the Rugby Museum

It should be noted that whilst this programme should be very mindful of the Te Manawa 2025 proposal this is an independent piece of work from that proposal.

Gallipoli : The Scale Of Our War Exhibition (Te Papa)

Mayor Grant Smith and Andy Lowe, CEO Te Manawa, have been involved in very preliminary discussions re the possibility of Palmerston North having a role to play in the future of this exhibition once it is decommissioned in 2019.

Wai 262 Treaty Claim

Known as the flora and fauna claim this claim seeks rights around indigenous flora and fauna and other taonga. Taonga includes traditional knowledge and intellectual property rights over cultural ideas, design, language and much more.

Tokomaru Steam Museum

The museum is currently up for sale and there has been some discussion re the potential of this moving to another location in or near the city?

Other related considerations may become apparent during the detailed work of this programme and would be included in the issues and options paper as appropriate

3. NEXT STEPS

The next stage is the development of terms of reference for the programme. The scope for those terms will be dependent on the outcome of this memorandum.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Nil

Ian Littleworth

Manager - Community Engagement

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Arts, Culture and Heritage Committee

MEETING DATE: 14 August 2017

TITLE: Funding for the Arts

DATE: 28 July 2017

AUTHOR/S: Rebecca Hofmann, Community Funding Coordinator, Libraries and Community Services

RECOMMENDATION(S) TO Arts, Culture and Heritage Committee

1. That the memorandum Funding for the Arts be received as information.

2. That the Appendix information is referred to the planned review of the Community Funding Policy.

1. ISSUE

A thriving arts scene contributes to the Council’s goal for a city where people want to live because of its safe and easy lifestyle and its many social, cultural, and recreational opportunities.

The Arts Strategy sets out Council’s aim to ensure there are more people participating in arts and cultural activities, more pride in our cultural diversity, and more co-ordination and leadership in the sector.

The local arts sector faces many challenges. A survey of people from a variety of arts-related backgrounds, undertaken by Council in November 2016, identified what Council support the sector would like (see appendix). The responses focus on assistance in the form of providing venues, providing opportunities for collaboration, upskilling the sector, and providing funding and grants.

The survey identified a lack of funding, resources and affordable venues and spaces as issues facing the sector.

The purpose of the attached research is to examine Council’s current contestable arts funding and identify what it is telling us about the sector. “Contestable” funding is funding that has regular, open rounds and supports a range of community arts projects. It does not cover the funding ring-fenced for supporting council-contracted events or the operation and maintenance of council-controlled organisations. It likewise does not cover arts activities which would not be eligible for one of Council’s contestable funding programmes, such as capital projects.

2. KEY FINDINGS

The current arts funding environment is explored in the attached Appendix. The key findings of this research are summarised below.

2.1 External Funding For The Arts Sector

Outside of Council, the arts sector is primarily funded by central government, gaming societies, philanthropic trusts and foundations, individuals, and business.

A major component for central government funding of the arts comes via Creative New Zealand. As a result of declining revenue from the New Zealand Lottery Grants Board, Creative NZ has signalled there will be an impact on the level of contestable funding available for artists in future years.

Gaming society statistics show only about 4 percent of gaming machine proceeds went to supporting the arts in 2014 and 2015. However, statistics from Arts Foundation New Zealand suggest that private arts philanthropy may be increasing nationally.

2.2 Council Funding for the Arts Sector

Council’s contestable support for the arts sector is primarily contained in fee for service contracting and targeted grants, especially the Creative Communities Scheme. A comparison with other cities across the countries show that Palmerston North’s rates spend on arts (which includes cultural facilities) is average.

2.3 Creative Communities Scheme

Trends identified in recent Creative Communities Scheme (CCS) funding rounds are explored in the Appendix. To summarise:

· The 2016/17 year saw higher demand in dollar value and application numbers than the previous few years.

· Many applications made to the CCS do not have arts outcomes at the centre.

· Applications to the CCS are lacking in diversity.

· The CCS promotes a competitive funding environment.

· Funding rounds and eligibility criteria limit Council’s ability to react quickly to spontaneous arts opportunities.

· Large-scale arts events require more support than what is currently available to CCS applicants.

· External funding is required in order for the community to enjoy the arts, but much of the funding available is project-based. This creates challenges and risks for arts organisations.

3. CONCLUSION

The arts scene in Palmerston North is perceived as interesting and thriving. However an examination of Council’s primary mechanism for contestable funding identifies a number of issues facing the arts sector.

There are opportunities to examine how the contestable funding model for Council should look in future to ensure the support given to the arts sector is achieving the desired aims.

4. NEXT STEPS

Councillors can influence how funding for the arts sector is managed as part of the 10 Year Plan process, specifically:

· In the review of the Community Funding Policy. This document can be used to set the process by which funding is allocated, such as a generic application process.

· In setting the budgets allocated to arts funding.

· In reviewing Council’s Community Funding Outcomes. These Outcomes guide the fee for service proposal and assessment process.

· The implementation of a policy to direct the allocation of Creative Communities Scheme funding locally.

5. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Appendix - Funding for the Arts ⇩

Rebecca Hofmann

Community Funding Coordinator

PALMERSTON NORTH CITY COUNCIL

Report

TO: Arts, Culture and Heritage Committee

MEETING DATE: 14 August 2017

TITLE: Presentation of Finalised Statements of Intent 2017-2020 for Council-Controlled Organisations (Cultural)

DATE: 28 July 2017

AUTHOR/S: Rebecca Hofmann, Community Funding Coordinator, Libraries and Community Services

Matt Duxfield, Management Accountant, City Corporate

RECOMMENDATION(S) TO Arts, Culture and Heritage Committee

1. That the Statement of Intent 2017-2020 submitted by Caccia Birch Trust Board is approved and either:

a. It is noted that the 2017/18 operating grant to Caccia Birch is $96,649, not $101,080 as indicated in Statement of Intent; or

b. Council authorises an increase of $4,431 in Council budget for 2017/18.

2. That the Statement of Intent 2017-2020 submitted by Regent Theatre Trust be approved.

3. That the Statement of Intent 2017-2020 submitted by Globe Theatre Trust Board be approved.

4. That the Statement of Intent 2017-2020 submitted by Te Manawa Museums Trust be approved.

5. That either:

a. Council authorise commencement of the process of exempting Caccia Birch as a reporting CCO under s 7 of the Local Government Act 2002 and Councillors confirm that the ongoing reporting requirements are to be similar to current requirements, and

i. Council requires an ongoing audit by an auditor agreeable to Audit NZ; or

ii. Council does not require an audit of Caccia Birch; or

b. Caccia Birch is not exempted under s 7 of the LGA.

Summary of options analysis for

Problem or Opportunity	Council is required to monitor the performance of Council Controlled Organisations (CCOs) and agree to their Statements of Intent (SOIs) or require modification.
OPTION 1:	That the Statement of Intent 2017-2020 submitted by Regent Theatre Trust, Globe Theatre Trust Board and Te Manawa Museums Trust be approved.
OPTION 2:	Decline the request for an increase of $4,431 in the Caccia Birch operating grant for 2017/18.
Community Views	Caccia Birch would like an increase in funding to balance its income and expenditure and meet the high cost of financial compliance and rising staff costs.
Benefits	Council’s budget for 2017/18 would not need to be increased to accommodate a currently unbudgeted grant.
Risks	Caccia Birch may carry a deficit in its budget for the year and risk a further deterioration of its cash reserves. Even if Caccia Birch is exempted under s 7 LGA, it is not yet certain whether the Board would be required to be audited as a CCO for the 2017/18 year.
OPTION 3:	Approve the Statement of Intent 2017-2020 submitted by Caccia Birch and accept an increase of $4,431 in the Caccia Birch operating grant for 2017/18.
Benefits	Caccia Birch’s cash reserves would not reduce in 2017/18, helping ensure a better financial position going forward.
Risks	The change would require an increase in the grant to Caccia Birch which was not budgeted for by Council in 2017/18.
OPTION 4:	Council commences the process of exempting Caccia Birch as a reporting CCO under section 7 of the Local Government Act 2002.
Community Views	Caccia Birch has indicated that the exemption would be a good move if it reduced audit costs. The Board indicated they would be comfortable with alternative reporting requirements similar to their current requirements.
Benefits	A potential saving in audit costs to Caccia Birch and Council, depending on what level of audit is required.
Risks	Reduced confidence in the financial statements due to lower audit requirements.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 Social and cultural sustainability

The CCOs contribute to the Council’s goal for a city with many social, arts, cultural and recreational opportunities.

In addition each Board represents a collection of highly skilled and committed individuals with strong roots in the local community. The CCOs engender support and commitment from volunteer organisations, friend’s societies, amateur performers, academics, and historians as they come together to participate and give their time and energy to engage in strengthening the historical, cultural and performing arts fabric of the City.

1.2 Environmental sustainability

CCOs contribute to the outcome of “Palmerston North is attractive, clean and green” through well maintained and appealing facilities including heritage buildings.

1.3 Economic sustainability

The diversity and vibrancy of the city, which CCOs contribute to, provides an attraction for business owners to base their operations here rather than other centres.

1.4 Alignment with Council’s Strategic Direction

CCOs consider and align themselves with the Council’s strategic direction when setting their own strategies, specifically through the Statement of Intent process.

They are primarily aligned with the Arts and Heritage Strategies, which focus on enhancing the look and feel of the city, increasing participation and involvement and celebrating diversity of culture and creativity. They also contribute to the Social Strategy and the Events & Festival Strategy by fostering an inclusive city.

2. Background and previous council decisions

2.1 A Council Controlled Organisation (CCO) is an organisation where one or more Councils own or control fifty percent of voting rights, or has the right to appoint at least fifty percent of the directors or trustees. In Palmerston North CCOs are set up to independently manage Council-owned facilities for a mixture of commercial and community purposes. Each CCO is governed by its own Board of Trustees. The management and operation of the facilities is determined by each Board, and carried out in accordance with the terms of their respective Trust Deeds.

2.2 The relationship between Council’s and CCOs is conducted in accordance with the requirements of the Local Government Act 2002. CCOs develop their Statements of Intent, which include performance outcomes and targeted service levels, and submit these to the Council for approval. Once approved CCOs report six monthly and annually against their Statements of Intent and present their Annual Reports to the Council. The presentation of the Annual Reports is an opportunity for CCOs to report their performance to the Council.

2.3 In Palmerston North, there are four cultural CCOs which are required to report under these terms. They are: Caccia Birch Trust Board, Regent Theatre Trust, Globe Theatre Trust Board and Te Manawa Museums Trust.

2.4 The process for developing the Statement of Intent is:

- The CCO presents a draft Statement of Intent to the Council by 1 March.

- The Council considers the draft Statement of Intent and provides comments back to the CCO by 1 May.

- The CCO submits the final Statement of Intent by 30 June.

- The final Statement of Intent is presented to Council.

2.5 This report enables the Council to approve the final Statements of Intent from the CCOs. The draft Statements of Intent were presented to the Arts, Culture and Heritage Committee on 3 April 2017 (see attached minutes of previous meeting).

2.6 Each of the final Statements of Intent have been given initial consideration by the respective management staff and/or board representatives of each CCO. The final Statements of Intent are subject to Board sign-off prior to submission to the Council by 30 June.

PREVIOUS COUNCIL DECISIONS

2.7 Draft Statements of Intent for 2017-2020 were reported to the Council in April 2017.

- The draft SOIs of Caccia Birch Trust Board, Globe Theatre Trust Board and Te Manawa Museums Trust were received with no changes requested.

- The Regent Theatre Trust was instructed to return a Statement of Intent that reflects their ambition and vision.

- The Chief Executive was instructed to report back regarding what steps Trust Boards need to take to reduce audit costs.

3. THE REGENT THEATRE TRUST

3.1 The Regent Theatre Trust was asked to return a Statement of Intent that is more ambitious and reflects its vision of being New Zealand’s leading and most vibrant provincial theatre.

3.2 The Trust has submitted a final Statement of Intent with a number of changes from the draft. A copy of this has been included with this report. The Trust’s goals are streamlined and the KPIs have been updated. The final Statement of Intent includes a new strategic priority regarding strong marketing, partnerships and collaborations.

4. CACCIA BIRCH TRUST BOARD

4.1 The draft Statement of Intent submitted by Caccia Birch in February 2017 included a request for additional funding from Council. Following a discussion about a potential reduction in audit fees for CCOs, no changes to this budget were recommended by the Committee on 3 April 2017. Information regarding the steps Trust Boards need to take to reduce audit costs is provided in paragraph 5 of this report.

4.2 The final Statement of Intent submitted by Caccia Birch therefore indicates that the operating grant from Council will be $101,080, which is $4,431 more than the operating grant approved in the Council’s 2017/18 Annual Budget.

4.3 Officers seek clarification from Council as to how to resolve the difference in Caccia Birch’s approved operating grant from Council for 2017/18 and the amount identified in the final Statement of Intent.

5. REDUCING AUDIT COSTS FOR CCOs

5.1 Section 70 of the Local Government Act 2002 states that the Auditor-General is the auditor of CCOs. The requirement to be audited by Audit New Zealand carries a significant proportion of the costs of a small trust such as Caccia Birch.

5.2 Advice from Audit NZ is that audit fees may be reduced if Caccia Birch Trust Board is exempted under s 7 of the LGA.

5.3 Council may exempt a small CCO after having taken account of the nature and scope of the activities provided by the CCO; and the costs and benefits to the Council, the CCO and the community if an exemption is granted.

5.4 The costs associated with not auditing a CCO are potential fraud; material misstatement in the reports provided; and reduced oversight. The benefits are a potential saving in audit costs of up to $9,500 (Caccia Birch’s total audit budget for 2017/18), depending on what level of audit is required.

5.5 As an alternative, an audit review gives more limited assurance than a full audit to the Trustees and Council. Should Audit NZ agree to an alternative auditor, the actual cost of an audit or review by that auditor will depend on time spent on the audit, or review, and the quality of information provided.

5.6 Council must get Audit NZ to give approval for non-audit of Caccia Birch as part of the Palmerston North City Council group. While Audit NZ would class the value of a small exempted CCO as immaterial to Council as a whole, there is the possibility that the audit of Council would include additional review or audit costs associated with the Trust if Audit NZ is not satisfied with the information presented.

5.7 If an exemption is made then the reporting requirements under the Local Government Act 2002 would not apply to Caccia Birch. This means the Trust would not have to submit a statement of intent, six monthly report or audited annual report to Council. Alternative reporting requirements can be determined by Council as a grant condition, and these could reflect similar reporting requirements to other CCOs.

5.8 For the period of exemption, which must be reviewed every three years, the Trust is a “subsidiary” of Council. Usually the audit of any subsidiary of Council would also be completed by the auditor of Council, which is Audit NZ. However, if the Trustees wish to engage a different auditor for their audit or review, this would need to be approved by the Office of the Auditor General. The Trust would also need to amend the Trust Deed to remove any requirement to be audited.

5.9 The exemption has been discussed with Caccia Birch, and they indicated that the exemption would be a good move. It has the potential to reduce their audit fees, and the time spent working with auditors is a significant amount of the manager’s time. Caccia Birch also indicated that they would be comfortable with alternative reporting requirements similar to their current requirements.

5.10 Until the process of exemption is begun it is not yet clear when the exemption would take place from: from the moment that exemption is given under section 7 having received audit permissions, or from the start of 2018/19.

6. Conclusion

6.1 The cultural CCOs provide the community with affordable access to high quality facilities for engaging with and participating in a wide range of activities pivotal to the social, cultural, economic and educational life of the City. By approving the Statements of Intent the Council is meeting its obligation to monitor the performance and future direction of its four cultural CCOs.

6.2 To avoid the requirement for a CCO to be audited by Audit NZ, and the associated costs, a CCO would need to be exempted under s 7 of the Local Government Act 2002.

7. Next actions

7.1 The CCOs will provide their annual reports to Council by 30 September 2017 and these will be brought to the Committee in due course.

8. Outline of community engagement process

8.1 Ongoing and regular contact is conducted with all the CCOs. There is a monthly meeting of the CCOs and the Community Funding Coordinator or the Arts Coordinator. When it is requested or necessary the Coordinator or any other officer will meet with the CCOs.

8.2 A meeting took place between Council officers and Caccia Birch Trust Board to gather their views on exemption under s 7 of the Local Government Act 2002.

Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

1.	Minutes of Arts, Culture and heritage Committee - 3 April 2017 ⇩
2.	Te Manawa - Final Statement of Intent ⇩
3.	The Globe - Final Statement of Intent ⇩
4.	The Regent - Final Statement of Intent ⇩
5.	Caccia Birch - Final Statement of Intent ⇩

Rebecca Hofmann

Community Funding Coordinator

Matt Duxfield

Management Accountant

Rachel Bowen (Chairperson)
Jim Jefferies (Deputy Chairperson)
Grant Smith (The Mayor)
Susan Baty	Lorna Johnson
Brent Barrett	Duncan McCann
Adrian Broad	Karen Naylor
Gabrielle Bundy-Cooke	Bruno Petrenas
Vaughan Dennison	Aleisha Rutherford
Lew Findlay QSM	Tangi Utikere
Leonie Hapeta