HomeMy WebLinkAboutArts and Entertainment Advisory Committee – Terms of Reference - GOV-BOA-065
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POLICY GOV-BOA-065
Arts and Entertainment Advisory Committee
– Terms of Reference
Category
GOV -
Governance
Sub-category
BOA - Board &
Committee
Approval Type
COUNCIL
Department/Division
Development
Services / Economic
Development / Arts
and Culture
Author and Position
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Date Approved
September 21, 2009
Last
Reviewed/Amended
April 13, 2026
Next Review Date
April 13, 2031
Related Policies or Procedures
• Appointments to Board and Committees (GOV-BOA-063)
• Code of Conduct for Members of Council, Local Boards & Advisory Committees (GOV-
COU-005)
• Municipal Code Chapter 25 (Procedure By-law)
1. Policy Purpose
The purpose of the Arts & Entertainment Advisory Committee (AEAC) is to advise and make
recommendations to Council and city staff on matters related to the arts, creative industries,
special events, and entertainment venues to further the City’s strategic directions. AEAC
serves as a resource and a conduit to the community and is one of numerous engagement
streams that support staff and Council.
2. Definitions
“Advisory committee” – a committee created by Council, to report to staff or a designated
standing committee on a specific subject. The committee does not provide input on or deliver
municipal services, direct staff or make decisions binding on the City.
“Ad-hoc committee” – a committee with a defined ending such as a jury/selection
committee or group formed for the purpose of artwork or artist selection. Membership may
be comprised solely of AEAC members or include invited experts in arts and creative
industries and/or interested citizens from the community.
“Art selection” – a deliberate process that involves making an informed decision of choosing
artworks or artists’ proposals within criteria provided by staff for the purpose of an exhibition
or other artistic engagement.
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“Creative industries” – sectors that generate economic value, cultural experience and
improved quality of life, through the application of creativity, innovation, and intellectual
property. These include media and entertainment such as film and music production; visual
arts; design such as graphic or fashion design; publishing and literature; technology and
digital innovation such as video games and app development; galleries and museums.
Creative industries are driven by economic innovation, entrepreneursh ip, and professional
artistic production.
“Majority” – means half of Committee voting members at any given time plus one voting
member.
“Selection committee (jury)” – a group tasked with choosing candidates for exhibitions or
art programs based on predetermined criteria. They evaluate and rank applicants, often
recommending the best candidate. Public art juries typically include one representative of
AEAC.
“Sub-committee” – a scope-limited committee created to collaborate on member-driven
work that is completed within a term, resulting in a recommendation to staff or Council or
another kind of report that informs the development of relevant strategic priorities, plans or
policies at the City.
“Strategic priorities, plans and/or policy-related matters” – defines the long-term goals,
foundational ideas and actions used by City staff to guide decision -making and achieve a
desired outcome, with policies further detailing the approach, guidelines and/or standard
operating procedures.
“Quorum” – shall consist of a Majority of the voting members appointed to the Committee.
Quorum shall be reduced when a member has formally resigned from the Committee or when
fewer than maximum number of members have been appointed to the Committee. If quorum
is not achieved at a meeting, the meeting may continue but no decisions may be made, and
no resolutions may be passed. Any items on the agenda requiring a decision or resolution
of the Committee will be referred to the next scheduled meeting. For any member
participating virtually, where possible cameras are encouraged to be on, to ensure quorum
is maintained.
3. Policy Scope
Policy applies to the following:
Application
☐ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part-
time, Casual, Probationary, Student, Management, Non-union)
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☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA)
• Click or tap here to enter text.
☒ Council
☐ Specified Positions: Click or tap here to enter text.
☒ Other: Local Boards and Advisory Committees
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4. Policy Content
4.1 Mandate
The Arts & Entertainment Advisory Committee (AEAC) fulfils an advisory role, providing
advice and recommendations to Council and city staff on matters relating to the arts, creative
industries, special events, and entertainment venues to further the City’s strategic priorities,
plans and/or policy-related matters.
4.2 Responsibilities
Some Committee responsibilities include:
• Attending and actively participating in the Arts & Entertainment Advisory Committee
meetings.
• Reviewing materials in advance of meetings.
• Providing input on relevant arts, creative industries, special events and entertainment
venue issues, policies, projects or programs.
• Identifying strategic priorities for arts, creative industries, special events, or
entertainment venue development.
• Serving as forum for delegations to present on topics reflecting diverse perspectives
on arts, creative industries, special events and venue development.
• Identifying opportunities to contribute to other City strategic priorities, plans or policies
through the arts and creative industries, special events, or entertainment venue lens.
• Serving as the selection committee (jury) of the Rotunda Gallery exhibition program.
• Appointing a jury member from the committee or community to serve on public art or
other ad-hoc juries as needed, and the City’s Artist-in-Residence selection committee.
• Providing liaison between the City and the community in those matters.
• Complying with the City of Kitchener Code of Conduct.
The work excludes supervising work of staff or directing city operations and delivery of
programs.
4.3 Committee Composition and Governance
AEAC is an advisory committee of Council that shall be comprised of a minimum of 7
members and a maximum of 10 members representing the diverse disciplines, perspectives
and areas of expertise within the arts and entertainment sectors. A possible compositi on of
members may include:
• One member of Council;
• One youth (18-30) involved in arts, creative industries, special events or
entertainment;
• Two arts organization, special event organization, and/or entertainment venue
employees;
• Four creative industry professionals or educators: where one out of the four is a visual
artist and one out of the four is a performing artist
• Two citizens-at-large with an active interest in the arts, special events, and/or
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entertainment sectors.
Individual members may represent more than one perspective or area of expertise. Diversity
in demographics, experiences, abilities and mindsets among advisory committee members
is strongly desired.
The committee elects a chairperson and a vice chairperson from its membership at the
beginning of each term. The chairperson and vice chairperson are responsible for setting the
direction and focus of each term with input from all the members and staff.
4.4 Appointments, 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.
Any member of the Committee who fails to attend three successive regular meetings, without
communicating with the coordinating municipality, or designate, may be removed from the
Committee. Committee member attendance may be taken into consideration when
considering members for reappointment.
All members will abide by the City of Kitchener Code of Conduct for Members of Council,
Local Boards & Advisory Committees (Policy GOV-COU-005) and other applicable City
policies and guidelines (for example: Policy GOV -COR-816). It is advisable that members
are familiar with any policies specifically related the Arts & Entertainment division (for
example: the City’s 1% for public art policy).
A quorum shall consist of a majority of the voting members appointed to the Committee.
Quorum shall be reduced when a member has formally resigned from the Committee or when
fewer than maximum number of members have been appointed to the Committee. If quorum
is not achieved at a meeting, the meeting may continue but no decisions may be made, and
no resolutions may be passed. Any items on the agenda requiring a decision or resolution of
the Committee will be referred to the next scheduled meeting. For any member participating
virtually, where possible cameras are encouraged to be on, to ensure quorum is maintained.
To support the sharing of information and collaboration between advisory committees,
members may be invited by the chair to represent AEAC on the Downtown Advisory
Committee, Economic Development Advisory Committee, and other committees as needed.
The administrator of AEAC will facilitate the introductions.
4.5 Ad-hoc and Sub-committees
Based on the determination of the chair, with input from AEAC members and staff,
specialized topics and issues may require the striking of additional committees. The scope of
work, desired outcome(s), and expertise needed should be clearly defined prior to the striking
of such committees.
A scope of work that serves a purpose with a specific ending such as a selection
committee/jury or for the purpose of art selection is appropriate for an ad -hoc committee. On-
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going or regular art and creative industries, special events, or entertainment venue activities
that require public input and inform strategic or policy related matters at the City are
appropriate for a sub-committee.
Due to their specialization, membership in such committees may be extended to community
representatives and experts outside AEAC’s regular members. At least one member must be
an AEAC representative. Sub- committees must be chaired by an AEAC member.
Ad-hoc and sub-committee members can be recruited by invitation, application or open call.
The number of members of any ad-hoc or sub-committee should be a minimum of 3 and a
maximum of 7.
The chair of an ad-hoc and sub-committee will submit a summary of their activities upon the
completion of their duties on an ad-hoc or sub-committee.
4.6 Meetings, Delegations and Reporting
AEAC will generally meet monthly, approximately 10 times per year, on the third Tuesday of
the month, with a summer recess in July and/or August. Staff shall prepare an annual
schedule that will be advertised on the City’s website. The date and location of the meeting
can be modified at the discretion of staff in consultation with the committee chair. All meetings
shall be open to the public save and except for reasons outlined under the Section 239 of the
Municipal Act, as amended.
Minutes of all committee meetings are recorded by the committee administrator or designate.
Minutes are distributed to committee members and to Council. They are accessible to the
public on the City’s internet site.
Members of the public may register with the committee administrator or designate as a guest
or delegation. Delegations shall be subject to the regulations within Chapter 25 (Procedure)
of the City of Kitchener Municipal Code and shall be permitted a maximum of 5-minutes to
address the committee.
Recommendations can be forwarded to the agendas of Council or the appropriate Standing
Committees for consideration. AEAC should ensure that its recommendations are aligned
with the City’s Strategic Plan and with the committee’s mandate. Should AEAC elect to
delegate or present in-person, Legislated Services will provide direction on agenda timing
and protocols.
The committee may provide updates on its activities to the community through public forums,
the City’s internet site, or printed documents, as necessary.
5. Results of Review
☐ No Edits Required
☐ Housekeeping Edits
☒ Substantial Edits
☐ Repeal/Replace
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6. Policy History
Administrative and Housekeeping Changes
Date Nature of Change
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.
Substantial Changes
Date Council/CLT Directive
2010-09-20 As per Council resolution
2026-04-13 As Per Council/CLT Directive - Report COR-2026-131