Agenda of CCNZ/Arts and Culture Fund Committee

Duncan McCann (Chairperson)

Rachel Bowen (Deputy Chairperson)

Mafa Tuisaua (Pacifica)

Meriam Findlay (Multicultural Council)

Sarah White (Youth Council)

Gunhild Litwin (Community Arts)

TANGATA WHENUA

Wiremu Te Awe Awe Warren Warbrick

COMMUNITY MEMBERS

Bernadette Peters Susan McConachy

PALMERSTON NORTH CITY COUNCIL

Extraordinary CCNZ/Arts and Culture Fund Committee MEETING

1 May 2018

MEETING NOTICE

Pursuant to Clause 21 of Schedule 7 of the Local Government Act 2002, I hereby requisition an extraordinary meeting of the CCNZ/Arts and Culture Fund Committee Meeting to be held at 1.00pm on Tuesday, 1 May 2018 in the Missoula Room, first floor, Civic Administration Building, 32 The Square, Palmerston North, to consider the business stated below.

CHAIRPERSON

Order of Business

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. Declarations in Interest (if any)

Members are reminded of their duty to give a general notice of any interest in items to be considered on this agenda and the need to declare these interests.

4. 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.)

5. Confirmation of Minutes Page 7

“That the minutes of the extraordinary CCNZ/Arts and Culture Fund Committee meeting of 22 March 2018 Part I Public be confirmed as a true and correct record.”

6. CCNZ 2017/18 Round 2 - Allocation of Returned Funds Page 17

Memorandum, dated 17 April 2018 from the Community Funding Coordinator, Rebecca Hofmann.

7. 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.

Chief Executive (Heather Shotter), 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), General Manager, Marketing and Communications (Sacha Haskell), and Communications Advisor (name) 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

Minutes of the Extraordinary CCNZ/Arts and Culture Fund Committee Meeting Part I Public, held in the Missoula Room, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 22 March 2018, commencing at 6.30pm

Members

Present:

Councillor Duncan McCann (in the Chair) Councillor Rachel Bowen, Ms Meriam Findlay, Ms Gunhild Litwin, Ms Susan McConachy, Ms Bernadette Peters, Ms Sara White and Mr Wiremu Te Awe Awe.

Apologies:

Mr Mafa Tuisaua.

Mr Warren Warbrick entered the meeting at 6.53pm during consideration of clause 3. He was not present for clauses 1 and 2.

1-18

Apologies

Moved Duncan McCann, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

2-18

Confirmation of Minutes

Moved Rachel Bowen, seconded Duncan McCann.

The COMMITTEE RESOLVED

1. That the minutes of the extraordinary CCNZ/Arts and Culture Fund Committee meeting of 18 May 2017 and 21 September 2017 Part I Public be confirmed as true and correct records.

Mr Warren Warbrick entered the meeting at 6.53pm

3-18

Recommendation to Exclude Public

Moved Duncan McCann, seconded Rachel Bowen.

The COMMITTEE RESOLVED

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

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
5.	CCNZ 2017/18 Round 2 Application	7(2)(f)(ii)	(a)(i)

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

Chief Executive (Heather Shotter), 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 Communications and Marketing Manager (or their representative (name)) 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.

Community Funding Co-ordinator (Rebecca Hoffman) and Arts Co-ordinator (Gillian Tasker) 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.

4-18

CCNZ 2017/18 Round 2 Application

Memorandum, dated 7 March 2018 from the Community Funding Coordinator, Rebecca Hofmann.

Moved Duncan McCann, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the meeting return into Part I

2. That the funding be allocated for funding round two of the 2017/18 financial years according to the attached schedule.

The public part of the meeting finished at 8.45pm

Confirmed 1 May 2018

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: CCNZ/Arts and Culture Fund Committee

MEETING DATE: 1 May 2018

TITLE: CCNZ 2017/18 Round 2 - Allocation of Returned Funds

DATE: 17 April 2018

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

RECOMMENDATION(S) TO CCNZ/Arts and Culture Fund Committee

1. That the Committee determine and approve the allocation of funds available under the Creative Communities Scheme for 2017/18.

1. ISSUE

1.1 In 2017/18 there were two rounds of the Creative Communities Scheme (CCS), which resulted in the CCNZ/Arts and Culture Fund Committee allocating a total of $97,283.40 to 46 applicants.

1.2 Since the Round 2 allocation meeting on 22 March 2018, the Community Funding Coordinator has been advised that two grant recipients are no longer able to complete their projects as originally planned. This has resulted in Council not paying out a $3,500 grant, and another recipient returning a further $1,000 grant.

1.3 The Committee is now asked to review the funding allocations made at the meeting on 22 March 2018, with a view to reallocating the $4,500 that is now available for this financial year.

2. BACKGROUND

2.1 The Creative Communities Scheme is a partnership between Creative New Zealand and local authorities. Local authorities act as community arts advisors. The purpose of the CCS is to encourage local communities to create and present opportunities to participate in arts activities.

2.2 Creative New Zealand has been notified that these grants have been returned, and is happy for the funding to be reallocated as proposed.

3. NEXT STEPS

3.1 The Committee is asked to consider the applications received in Round 2 of the CCS (summaries in the Appendix), and reallocate the available funds in accordance with the Creative Communities Scheme Application Guide and the local context.

3.2 The Community Funding Coordinator will advise the applicants of the funding decisions.

3.3 The Community Funding Coordinator will advise the media of details of the funding decisions following the Committee’s deliberations.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual 172	Yes
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

CCNZ 2017-18 Round 2 - Summary Sheets ⇩

Rebecca Hofmann

Community Funding Coordinator