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Home My WebLink AboutArts & Culture - 2008-06-24 ARTS AND CULTURE ADVISORY COMMITTEE MINUTES Tuesday, June 24, 2008 CITY OF KITCHENER PRESENT: Jennifer Breithaupt, Co-Chair REGRETS: Len Carter Councillor Kelly Galloway, Co-Chair Don Chapman Alison Burkett Councillor John Gazzola Paul Eichhorn (from 4:20) JD McGuire Sherryl Petricevic (until 5:00) Lawrence McNaught Bill Poole STAFF: Cheryl York Jamie Vasey Carrie Kozlowski, Recording Secretary GUEST: Julie Robbescheuten (from 4:30) CALL TO ORDER 1.0 Approval of Agenda Approved as circulated. ? 2.0Approval of May 20, 2008 Minutes Approved as circulated. ? DISCUSSION ITEMS 3.0Arts and Culture Advisory Committee (ACAC) Summer Meetings ACTION: Staff to cancel Tuesday, July 15 and Tuesday, August 19, 2008 ACAC meetings. Instead of July meeting: four ACAC members will participate as jurors on the selection ? committee for the City of Kitchener’s 2008 Artist in Residence (AIR). Jury meeting scheduled for Tuesday, July 22, 4:30 – 6:30, Conestoga Room. Instead of August meeting: ACAC members on AIR jury, plus additional ACAC members will ? meet immediately prior to July 22 AIR meeting (4:00) to handle August business: support the selection of the Downtown King Street Public Art Competition’s jury decision. ACTION: Staff to request ACAC members to attend a 30-minute meeting on Tuesday, July 22 at 4:00 to deal with committee business. 4.0ACAC Membership On a motion made by Alison Burkett, seconded by Sherryl Petricevic (proxy votes accepted by email prior to meeting from Len Carter, Paul Eichhorn, Lawrence McNaught, and Jamie Vasey (not present for vote): “The Arts and Culture Advisory Committee recommends Julie Robbescheuten for committee membership for the term ending November 2008.” Discussion: ACAC currently has one vacancy. Julie Robbescheuten expressed interest in joining the committee until the end of the current term. Her CV and background information were circulated by email. She attended a brief meeting about ACAC with staff, and participated as a guest at the Public Art Policy and Program Review visioning session. She will be joining today’s meeting in progress. MOTION CARRIED 1 June 2008 - ACAC Minutes ARTS AND CULTURE ADVISORY COMMITTEE MINUTES Tuesday, June 24, 2008 CITY OF KITCHENER INFORMATION ITEMS 5.0Council Report Flush Ink Performing Arts Grant Application ($5,000): Council’s decision deferred. ? Subsequently, the City’s Special Events department decided to support event from its budget. Cultural Jobal Arrozales Foundation Grant Application ($18,800): Council did not support ? this request. Instead, an in-kind donation ($350 for use of room) was passed. Kitchener Waterloo Youth Theatre Grant Application ($4,000): Council passed a resolution ? to provide a one-time grant of $1,500 to assist with costs related to promotion of the group’s youth registration. As this group has a projected surplus, a loan may have been a preferable vehicle to provide assistance. Currently no mechanism in place to provide start-up funding for arts groups. Water bottles: banned by the City at general committee, council or other committee or ? public meeting held at City Hall. Ward Boundary Review: Council’s final decision deferred (until September) on proposed 10- ? ward boundary system to allow further public consultation. The public can provide input on the City’s web site. Your Kitchener Market: Community Services Committee supported plan to lease upper level ? to small, independent vendors. ACAC’s position paper was not included in the report. However, it was subsequently circulated to Council. Market is currently under the direction of Enterprise Division; will move to the Business Development Department. Kings Street Streetscape: Project is back in motion. Going to tender later in 2008. ? Centre Block: Andrin Limited approved as developer. Project to include: boutique hotel, ? park, parking, public art. ACAC discussed the development as an opportunity to display the Bullas Sculptures o indoors (as recommended by conservator). Sculptures are currently in storage. They th represent the only mid-20 century work in City’s public art collection. ACTION: Staff to include Bullas Sculptures/Andrin and other opportunities for public art on the centre block as an agenda item for September 16, 2008 meeting. ACTION: Staff to provide ACAC with background information and photos of the Bullas Sculptures prior to September meeting. ACTION: Staff to speak to Economic Development Department regarding centre block public art. 6.0Public Art Policy Review Visioning session (project steering committee and stakeholders) took place on June 17, 2008. ? 28 people participated in four hour session. ? Report to go to Council on September 29, 2008. ? 7.0Artist-in-Residence Call for entry has been issued; deadline for applications is July 16, 2008 ? Jury meeting: July 22 (4:30 – 6:30, Conestoga Room) ? ACAC members on jury: Jennifer Breithaupt, Len Carter, Paul Eichhorn, Jamey Vasey ? ACAC appoints these members to act in support of the jury’s selection, as per required ? approval process. Report to Council: August 11, 2008 ? Residency runs from August 18-September 26, 2008 ? 2 June 2008 - ACAC Minutes ARTS AND CULTURE ADVISORY COMMITTEE MINUTES Tuesday, June 24, 2008 CITY OF KITCHENER Successful candidate must include an element of community involvement in proposed ? program 8.0Advisory Committees Review Council deferred decision on draft report (2008 Review of Advisory Committees) until fall 2008. Report recommends actions to ensure that advisory committee mandates are clear, that there is member representation from across sectors, and that future direction is tied to broad healthy community priorities. Recommendations: Keep number and composition of existing committees ? Each committee to review its own Terms of Reference for ratification by June 2010 ? Committees to conduct term-by-term review of Terms of Reference thereafter ? Committees to create work plans (annual or term) ? Quarterly meetings of committee staff to identify collaboration opportunities ? Annual meeting of all committees to identify opportunities for collaboration ? Standing agenda item for cross-appointed members’ updates ? Monthly brief on internet outlining committee meeting highlights ? Compass Kitchener annual meeting to consider advisory committees’ strategic directions ? Job descriptions for roles at the committee table ? Chair and vice-chair to be community members ? Nominating committee to make appointments to committees ? Recruitment strategies based on best practices of other communities ? Revise application form in light of advisory committees’ Terms of Reference ? Use inclusive communities lens to guide recruitment ? Council to have final approval of a slate of candidates for each committee ? Nominating committee to convene to fill advisory committee vacancies as they occur ? Applicants appointed to one committee at a time ? Terms of 4 years, with a maximum of two terms (8 years). Retiring members must be ? inactive for two years In the first year of new practice, 1/3 of slate of nominees be appointed for 2 years only to ? affect succession planning Development of orientation materials ? Training for chairs and co-chairs regarding holding meetings ? Enhanced volunteer recognition ? ACAC noted its concerns: Nothing explicit about youth involvement ? Four year term too long ? Grants process not addressed ? Clerk’s support isn’t consistent between committees ? Report does not link with community engagement initiative ? Honoraria for committee members not addressed ? Some committees have budgets, others do not ? ACTION: Councillor Galloway to email author of report (Shelly Adams, Director, Community and Corporate Planning) regarding the concept of honoraria for advisory committee volunteers. 9.0ACAC Project Updates Luggage Project: unveiled on June 6, 2008. 250 people attended. Event was successful. ? 3 June 2008 - ACAC Minutes ARTS AND CULTURE ADVISORY COMMITTEE MINUTES Tuesday, June 24, 2008 CITY OF KITCHENER ACAC Final Report to Council: Len Carter to have draft report ready for September 16, 2008 ? ACAC meeting. To Community Services Committee on October 20, 2008. To Council on November 17, 2008. ACAC Cultural Summit: Public Open house to present ACAC final Report to public. Staff ? preparing document outlining progress on CPII goals; reporting to public on this initiative can be part of summit. ACAC to consider Cultural Summit at September meeting. ACTION: Staff to include Cultural Summit as an agenda item for September 16, 2008 meeting. 10.0Special Events Update Postponed to next meeting ? 11.0CulturePlan II Sub Group Updates Sub Group 6 (Networking/Data/Research/Media/Marketing/Cultural Relationship ? mapping): Group has focused on Waterloo Region Arts Portal. Future of this tool is still being discussed. As group continues to focus on the Arts Portal, Alison Burkett proposes that the group split ? into two groups, so that another group can focus on audience development initiatives instead. Special Events has begun work on a series of networking opportunities for artists. ? 12.0Members’ Updates Magnetic North to take place in Kitchener in 2010. Audience development is crucial in ? anticipation of this event. In September 2008, Paul Eichhorn’s documentary film about a farmer will be shown at Your ? Kitchener Market; this initiative links art with community and content with venue. Artwork would be an appropriate additional element. Adjacent to the roundabout at Bridge and Lancaster could be a suitable location for public ? art. How does one have sites considered for public art (may be in Region’s jurisdiction)? ACTION: Staff to investigate. ADJOURNMENT The chair adjourned the meeting at 5:56 p.m. NEXT MEETING September 16, 2008, 4:00 p.m., Schmalz Room 4 June 2008 - ACAC Minutes