HomeMy WebLinkAboutCSD-10-053 - Arts & Culture Advisory Committee Terms of ReferenceREPORT
REPORT TO:
Community Services Committee
DATE OF MEETING:
September 13, 2010
SUBMITTED BY:
Mark Hildebrand, Director, Community Programs and
Services
PREPARED BY:
Ingrid Pregel, Manager , Cultural Development (ext. 3383)
Cheryl York, Arts/Culture Co-ordinator (ext. 3381)
WARD(S) INVOLVED:
All
DATE OF REPORT:
August 16, 2010
REPORT NO.: CSD-10-053
SUBJECT:
ARTS AND CULTURE ADVISORY COMMITTEE TERMS OF
REFERENCE
RECOMMENDATION:
That amendments to Policy I-65 Boards and Committees, Arts and Culture Advisory
Committee Terms of Reference, be approved as outlined in report CSD-10-053
.
BACKGROUND:
Policy I-65 (Boards and Committees, Arts and Culture Advisory Committee Terms of Reference)
was approved in May 2002, and amended September 2004 and September 2009.
The Arts and Culture Advisory Committee plays an advisory role to Council, providing advice
and recommendations on arts and culture matters to further the City’s strategic objectives.
REPORT:
Refinements to the terms of reference are required prior to the appointment of members for a
new two-year term beginning December 2010. Staff consulted with the current chairperson and
vice chairperson, as well as the past co-chair, to arrive at recommended revisions.
The purpose of the revisions is to:
Provide the committee with the skills and experience necessary to undertake
upcoming work,
Ensure that Council receives the best information and advice on arts and culture
matters, and
Streamline and clarify responsibilities to provide members with a more meaningful
and satisfying volunteer experience.
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Under “Mandate and Scope”, the following text is recommended:
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 master plans.
Under “Committee Composition”, the following categories are recommended:
One member of Council,
One youth member,
Two arts organization representatives,
One arts educator,
Two practicing artists (any discipline),
Five citizens at large who have an interest in the arts.
Under “Meetings and Reporting”, the following text is recommended:
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.
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
Revisions have been designed to provide Council with expert advice and assist the evolution of
arts and culture as important elements of Kitchener’s economic growth and ongoing community
engagement.
The full text of the Terms of Reference is attached as Appendix A.
FINANCIAL IMPLICATIONS:
N/A
COMMUNICATIONS:
Comments and guidance were received from Councillor Kelly Galloway, ACAC Chairperson
Jennifer Breithaupt and Vice chairperson Lawrence McNaught during the preparation of the
report.
ACKNOWLEDGED BY:
Pauline Houston, General Manager Community Services
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Appendix A
ACAC Terms of Reference
Arts and Culture Advisory Committee
Reference: Policy Number I-65
Date: May 27, 2002
Amended: September 2004
Amended: September 2009
POLICY CONTENT
Mandate and Scope
1.
The Arts and Culture Advisory Committee (ACAC) fulfills 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
Support for arts and culture development issues in other city documents, such
as Plan for a Healthy Kitchener, the Official Plan, and various masterplans.
Committee Composition/Governance
2.
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)
Five citizens at large who have an interest in the arts
The committee annually elects a chairperson and a vice chairperson from its
membership.
Appointments, Attendance, Quorum
3.
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
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Appendix A
absences and firm commitment, the member will be asked to resign. A replacement
will then be appointed according to Council procedural policy.
A quorum of this committee is six members.
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.
Meetings and Reporting
4.
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 to the 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
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)
Public Art Working Group (PAWG)
5.
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.
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