The URL can be used to link to this page

Home My WebLink About2019-01-15 ACAC Minutes ARTS AND CULTURE ADVISORY COMMITTEE (ACAC) MINUTES JANUARY 15, 2019CITY OF KITCHENER PRESENT:Shawn Johnston Aaron Francis Lydia Workman Meredith Blunt Linda Zensner (until 5 p.m.) Paige Downey Samantha Juhn Matthew Morales Dave Schnider REGRETS:Shirley Madill Lori Thompson Angela Grasse STAFF:Emily Robson, Coordinator, Arts & Creative Industries Karoline Varin, Programming Assistant,arts/creative industries CALL TO ORDER:Emily Robson 1.0Acceptance of agenda:agenda accepted 2.0Declaration of conflict of interest: none INFORMATIONITEMS 3.0Welcome and committee training: Jaclyn Rodrigues, Committee Administrator, Legislated Services, Corporate Services The role of an advisorycommittee is to: o Provide advice and recommendations to council and staff o Develop and implement a work plan It is governed by a terms of referencewhich layout: o Committee’s Purpose and Scope o Composition and Reporting o Quorum Requirements o Responsibilities of the Advisory Committee Members Advisory Committees cannot change any aspect of their terms of reference without approval from Council: this requiresa report by the staff liaison; members should familiarize themselves with the terms of reference There are 8 Citizen Advisory Committees There are 3standing committees All advisory committee recommendations go to one of thestanding committeesfor consideration, then to Council Roles and Responsibilities of members: o Citizen members are volunteers o They have been appointed based on subject matter knowledge and expertise o They are voting members o They are asked to participate fully in debate and discussion o They should disclose any direct or indirect pecuniary interests o They may not speak to media on behalf of the advisory committee or city, but underline that they are speaking as a private citizen January 2019-ACAC Minutes 1 ARTS AND CULTURE ADVISORY COMMITTEE (ACAC) MINUTES JANUARY 15, 2019CITY OF KITCHENER Roles and Responsibilities of Council Representative(s): o Anelected member of council sits on the committee o They have been appointed o They are a voting member o They cannot be Chair or Vice-Chair o They are asked to participate fully in debate and discussion o They should disclose any direct or indirect pecuniary interests o They are the link between advisory committee and council o They can speak on behalf of advisory committee at council Roles and Responsibilities of Staff Liason(s): o They are City of Kitchener employees o They are subject matter experts o They presentstaff reports and recommendations o They answer questions o They are a resource to the committee o They are non-voting participants Roles and Responsibilities of Committee Administrator: o They are a City of Kitchener employee o They are meeting procedure experts o They prepareagendas o They providein-meeting procedural advise o They recorddisclosures of pecuniary interest o They are a non-voting participant o They prepareminutes Meeting Procedures: o An agenda is set about 2 weeks ahead by the Committee Administrator in consultation with the Staff Liaison and possibly the Committee Chair o It is available before the meeting for reviewand circulated electronically or by paper o Items cannot be discussed at meetings unless the item is listed on the agenda: to have an item placed on an agenda, speak with your advisory committee chair. o Chair facilitatesdiscussion in which all members can respectfully take part regardless if they agree or disagree with the majority o The committee can make a motion -a formal proposal by a member on the advisory committee sent to Council for their consideration to take a certain action o Every member has one voteon motionsand is required to voteby show of hands o Motions fail on tie votes o Chair and all members have to votebut Chair will announce the results of all votes o Refusal to vote is a negative vote o Minutes are taken at meetings but are not a transcript of meeting proceedings (Minutes will not be word for word, but will highlight the essence of the discussion, and the decisions of the advisory committee) o Minutes will be electronically distributed to members at latest prior to the following meetingand will beavailable on the City’s website January 2019-ACAC Minutes 2 ARTS AND CULTURE ADVISORY COMMITTEE (ACAC) MINUTES JANUARY 15, 2019CITY OF KITCHENER o If a member has a direct or indirect conflict of interest, it is the individual’s legislated responsibility to disclose it before considering the item on the agenda o It is written and filed with the city clerk and then recorded in the City Conflict of Interest Registry o City staff are not permitted to give legal advice o Members are expected to follow city policies pertaining to the Code of Conduct o If you are found to have broken the rules in the Code of Conduct, your appointment may be revoked and you will be removed as a member of the committee ACTION ITEM: staff to forward Code of Conduct to members ACTION ITEM: staff to send invitation for training session to appointed chair and co-chair 4.0Round table introductions: all All members present made a brief introduction about what they do and why they are interested in serving on the committee Past membersshared their experiences; some of the comments included: o Being part of ACAC allows one to have a “behind-the-scenes” look atthe arts in the City of Kitchener o Opportunity to weigh in onissues, champion ideas and support real, tangible results o Build relationships with Cambridge and Waterloo o Direct insight into what it going on in the arts community; this insight and advice can be take and is valuable to Council o Contribute to policies, actions, ideas 5.0Overview of Arts/Creative Industries: Emily Robson, Coordinator & Karoline Varin, Program Assistant Karoline gave a brief overview of the four programs: Rotunda Gallery exhibition program, Berlin Tower Artspace exhibition program, Artist in Residence and Youth Video Competition Emily spoke about the initiatives:44 Gaukel, Public Art Program, Economic Development Strategy, Arts & Culture Action Plan, Film, Music and Interactive Media Office, and funding for arts organizations. There are other three committees that an ACAC member is cross appointed to share information and advocate: Public Art Working Group (PAWG), Downtown Action and Advisory Committee (DAAC) and Economic Development Advisory Committee (EDAC) ACTION: staff to send out information to all members when each committee meets for members to determine who would like to volunteer to sit on the other threecommittees DISCUSSIONITEMS 6.0Arts/Culture Advisory Committee priorities 2019:all Invite 2018 and 2019 artist in residence for presentations about their residencies Highlight public art projects in the city through a slide show January 2019-ACAC Minutes 3 ARTS AND CULTURE ADVISORY COMMITTEE (ACAC) MINUTES JANUARY 15, 2019CITY OF KITCHENER Provide information on what youth engagement in the arts looks like within the region and the city: opportunities, networking, organizations, who leads, how are initiatives developed Revisit the idea to organize a meeting of committee members from all three cities: Kitchener, Cambridge and Waterloo Goal is for ACAC to develop a work plan ACTION: Members are invited to email any ideas/thoughts/requests to Karoline INFORMATION ITEMS 7.0Council Report: Councilor Dave Schnider Council is reviewing thebudget Citizens including ACAC members, are encouraged togive their input by visiting www.engagekitchener.ca Another topic of discussion that will be important this year, is the renovation of the Carl Zehr Square (in front of city hall) 8.0Member’s updates:all Aaron: rd Downtown Kitchener BIA is hosting a David Bowie tribute on February 23; one of the locations is the Kitchener Market Paige: An exhibition featuring images of the urban environment and street art opens in February th everyone is invited to the opening reception on Feb. 10and the Street Art Bombing on st March 1–there will be live music and interactive art activity ADJOURNMENT: Emily adjourned the meeting at 5:20p.m. NEXT MEETING: Monday, February 19,2019, 4:00 p.m., Conestoga Room, city hall January 2019-ACAC Minutes 4