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HomeMy WebLinkAboutGOV-BOA-065 - Arts & Culture Advisory Committee - Terms of Reference POLICY Policy No:GOV-BOA-065 Approval Date:September 21, 2009 Policy Title:ARTS & CULTURE ADVISORY COMMITTEE – Reviewed Date:July 2016 TERMS OF REFERENCE Next Review Date:July 2021 Policy Type:COUNCIL Reviewed Date: Category:Governance Last Amended:September 20, 2010 Sub-Category:Board & Committee Replaces: Author:Author Unknown Dept/Div:Development Services \\ Repealed: Economic Development \\Arts Replacedby: & Culture Related Policies, Procedures and/or Guidelines: To be included at next review. 1.POLICY PURPOSE: 1.1Mandate and Scope The Arts and Culture Advisory Committee (ACAC) fulfils an advisory role, providing advice and recommendations to Council on arts and culture matters to further the City’s strategic directions (quality of life, downtown vitality, leadership, diversity, community development, environment). The work includes: Advising Council on arts and culture policy issues; Identification of priorities for community arts and culture development; Advocacy for information sharing on arts and culture issues throughout the community; Facilitation of community dialogue on arts and culture matters; and, Support for arts and culture development issues in other city documents, such as Plan for a Healthy Kitchener, the Official Plan, and various masterplans. 2.DEFINITIONS: To be included at next review. 1of 4 Policy No:GOV-BOA-065 Policy Title:ARTS & CULTURE ADVISORY COMMITTEE -TERMS OF REFERENCE 3.SCOPE: POLICY APPLIES TO THE FOLLOWING: All Employees All Full-Time EmployeesAllUnion ManagementC.U.P.E. 68 Civic Non UnionC.U.P.E. 68 Mechanics TemporaryC.U.P.E. 791 StudentI.B.E.W. 636 Part-Time EmployeesK.P.F.F.A. Specified Positions only:Other: CouncilLocal Boards & Advisory Committees To be included at next review. 4.POLICY CONTENT: 4.1Committee Composition and Governance ACAC is an advisory committee of Council whose twelve members include: One member of Council; One youth member (age 18-30); Two arts organization representatives; One arts educator; Two practicing artists (any discipline); and, Five citizens atlarge who have an interest in the art. The committee annually elects a chairperson and a vice chairperson from its membership. 4.2Appointments, Attendance, Quorum Members are selected by a Nominating Committee and appointed by Council for a term of two years. The term ends on November 30, but may be extended at the direction of Council. Members may re-apply for additional terms. The maximum number of consecutive terms in service allowed is three (six years). Members missing two consecutive meetings without explanation or valid reasons will be contacted for a confirmation of commitment. Without a valid reason for the absences and firm commitment, the member will be asked to resign. A replacement will then be appointed according to Council procedural policy. A quorum ofthis committee is six members. 2of 4 Policy No:GOV-BOA-065 Policy Title:ARTS & CULTURE ADVISORY COMMITTEE -TERMS OF REFERENCE To support the sharing of information and efficiencies, members may be invited to represent ACAC on Downtown Advisory Committee, Economic Development Advisory Committee, Public Art Working Group and other committees as required. 4.3Meetings and Reporting Meetings are held at the call of the chairperson and/or on such regular basis as the chair might require to complete the annual work plan. Meetings are open to the public. Members of the public may register with the committee secretary as a guest, or as a delegation. Specific projects may require the striking of ad hoc committees, or sub-committees, from time to time. Membership on such a committee may be extended to community representatives and experts outside the committee’s membership. Minutes are recorded by the committee secretary. Minutes are distributed to committee members and to Council. They are accessible to the public on the City’s internet site. Recommendations are forwarded tothe agendas of Community Services Committee and Council for consideration. Once every two years, the committee prepares a report for Council to communicate the activities of the two-year term. The Committee may provide updates on arts and culture development achievements to the community through public forums, the city’s internet site, or printed documents, as necessary. All Council Committees are responsible for: Preparation and submission of one-or two-year work plans to Council for feedback prior to implementation of those plans; and, Ensuring that its recommendations are aligned with the City’s Strategic Directions as contained in Plan for a Healthy Kitchener (i.e., quality of life, leadership and engagement, diversity, downtown vitality, development and environment). 4.4Public Art Working Group The Public Art Working Group is a permanent sub-committee of the Arts and Culture Advisory Committee. Working with staff, PAWG supports and advises on the City’s public art policy and program, artist-in-residence program, and Rotunda Gallery program. The details of PAWG’s mandate are contained in a separate terms of reference document. 3of 4 Policy No:GOV-BOA-065 Policy Title:ARTS & CULTURE ADVISORY COMMITTEE -TERMS OF REFERENCE 5.HISTORY OF POLICY CHANGES Administrative Updates 2016-06 -Policy template re-formatted to new numbering system and given number GOV-BOA-065. 2018-04-03-Department name change due to corporate re-organization. Formal Amendments 2010-09-20-As per Council resolution 4of 4