HomeMy WebLinkAboutCSD-09-050 - Arts & Culture Advisory Committee - Terms of Reference & Work PlanREPORT
REPORT TO:
Community Services Committee
DATE OF MEETING:
September 14, 2009
SUBMITTED BY:
Pauline Houston, General Manager, Community Services
PREPARED BY:
Cheryl York, Coordinator, Arts and Culture (ext. 3381)
WARD(S) INVOLVED:
N/A
DATE OF REPORT: September 2, 2009
REPORT NO.:
CSD-09-050
SUBJECT:
ARTS AND CULTURE ADVISORY COMMITTEE TERMS OF
REFERENCE AND WORK PLAN
RECOMMENDATION:
That policy I-65, “Arts and Culture Advisory Committee – Terms of Reference” be
replaced with the revised Terms of Reference as attached to report CSD-09-050; and,
That the Terms of Reference for the Public Art Working Group sub-committee, as
attached to report CSD-09-050, be approved; and further,
That the 2009/2010 Work Plan for the Arts and Culture Advisory Committee, as attached
to report CSD-09-050, be approved.
BACKGROUND:
On June 23, 2008, Council received and approved report CAO-08-021, “2008 Review of
Advisory Committees”. Report CAO-08-021 contains the following recommendations:
“That each Advisory Committee complete a review of their Terms of Reference for clarity and
relevance of mandate and submit recommendations to Council for ratification prior to the end of
2010; and,
That all Advisory Committees review their Terms of Reference for clarity and relevance of
mandate and submit to Council for ratification any changes every term of Council; and
That all Advisory Committees, with the support and input of committee staff, develop 1 or 2 year
work plans that are submitted to Council for feedback prior to implementation…”
The Arts and Culture Advisory Committee (ACAC) Terms of Reference were formerly approved
as policy I-65. The Public Art Working Group’s (PAWG’s) Terms of Reference were formerly
documented in an unnumbered policy dated June 11, 2004, “Public Art Working Group 2004 –
Terms of Reference.”
REPORT:
This report presents ACAC’s response to the recommendations made in the 2008 review of
advisory committees in the form of three documents:
Appendix A: ACAC Terms of Reference
1.
Appendix B: PAWG Terms of Reference
2.
Appendix C: 2009/2010 ACAC Work Plan
3.
Current members of ACAC are Jennifer Breithaupt, Chair, Lawrence McNaught, Vice Chair,
Councillor Kelly Galloway, Alison Burkett, Juan Bohorquez, Len Carter, Peter Hammond, Betsy
Petker, Julie Robbeschueten, Kathleen Sheehy, Tracy Smith and Jamie Vasey.
Members developed the work plan over many months. The draft terms of reference were
approved by members on July 21, 2009.
The Public Art Working Group approved its terms of reference on August 31, 2009, after
participating in a joint-committee discussion with ACAC on July 21. Current PAWG members
are Gordon Hatt, Chair, Alison Burkett (ACAC cross appointee), Brian Dietrich, Patty Lynes, and
Paul Roorda.
While PAWG’s specialist work focuses on the Community Services Department’s visual arts
programmes, ACAC’s mandate looks at a broad arts palette with the City’s strategic directions
as its lens.
The two committees’ ongoing communication is facilitated by staff and by one ACAC member’s
appointment to additional service on PAWG. ACAC receives monthly updates from this PAWG
member or from staff.
All recommendations from the Public Art Working Group are forwarded to ACAC for its support.
FINANCIAL IMPLICATIONS:
N/A
CONCLUSION:
ACAC exists to fulfill an advisory role, providing advice and recommendations to Council and
staff on arts and culture matters. PAWG, a permanent sub-committee of ACAC, works with staff
to support and advise on the City’s public art policy and program, artist-in-residence program,
and Rotunda Gallery program. The work of both committees furthers the City’s strategic
directions (quality of life, downtown vitality, leadership, diversity, community development, and
environment). These committee’s Terms of Reference documents and ACAC’s Work Plan are
an expression of these goals.
ACKNOWLEDGED BY:
Pauline Houston, General Manager, Community Services
CSD-09-050 ‘APPENDIX A’
ACAC Terms of Reference
Arts and Culture Advisory Committee
Reference: Policy Number I-65
Date: May 27, 2002
Amended: September 20, 2004
Revisions approved by ACAC’s membership: July 21, 2009
POLICY CONTENT
Mandate and Scope
1.
The Arts and Culture Advisory Committee (ACAC) fulfills an advisory role, providing advice
and recommendations to Council and staff 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 on arts and culture policy issues and program implementation
Identification of priorities for community arts and culture development
Advocacy for information sharing on arts and culture issues throughout the
community
Acting as a resource to artists and arts organizations for networking, professional
development and information sharing
Research on best practices for arts and culture development
Innovations for arts and culture development
Facilitation of community dialogue on arts and culture matters
Committee Composition/Governance
2.
ACAC is a generalist advisory committee whose membership includes:
One member of Council
Eleven community members with professional creative, professional administrative,
volunteer, or other relevant experience in the arts and culture sector, one of whom is
a youth appointee (aged 18 – 30)
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 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, and to enable project collaborations,
ACAC will appoint a member to each of the following committees: Downtown Advisory
Committee; Public Art Working Group. Appointees will provide ACAC with regular reports
on the other committees’ activities and convey ACAC’s news to these committees.
Meetings and Reporting
4.
Meetings are held monthly or at the call of the chairperson. 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.
Responsibilities of the Committee
5.
The Arts and Culture Advisory Committee is responsible for:
Supporting the implementation of the City’s arts and culture plans and programs.
1.
Monitoring progress on current Culture Plan implementation
Responding to Council requests for advice on arts and culture issues
2.
Advising Council on arts and culture development priorities
3.
Providing input for arts and culture matters as they are presented in corporate
4.
documents such as plans, strategies, and policies.
Acting as an informed resource for the community, the arts community, arts
5.
agencies, groups and individuals as requested
Maintaining awareness as a committee of arts and culture opportunities and
6.
challenges in the community
Advocating the importance of arts and culture development as an essential element
7.
of the community's economic development strategies.
Approves the recommendations of the Public Art Working Group and ensures they
8.
enhance the arts and culture of the city.
All Council Committees are responsible for:
Conducting a review of its Terms of Reference each term to ensure the committee’s
mandate is current and clear
Preparation and submission of one- or two-year work plans to Council for feedback
prior to implementation of those plans
Delivering updates on achievements to Council every year or second year
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)
6.
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.
CSD-09-050 ‘APPENDIX B’
PAWG Terms of Reference
Public Art Working Group (PAWG)
Reference: Policy Number – Not applicable
Date of relevant report: June 11, 2004
Revisions approved by PAWG’s membership: August 31, 2009
POLICY CONTENT
Mandate and Scope
1.
The Public Art Working Group (PAWG) 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, digital public art projections on the Berlin Tower, artist-in-
residence program, Rotunda Gallery program to further the City’s strategic directions (quality
of life, downtown vitality, leadership, diversity, development, environment).
PAWG’s recommendations are brought to the Arts and Culture Advisory Committee for its
support before proceeding to Community Services Committee and Council.
Policy reference: I-816 (Financial) Public Art Policy
Committee Composition
2.
PAWG is a specialist working group. Its members include, but are not limited to, visual
artists, curators, gallery administrators, art educators, architects, landscape architects,
conservators, and urban planners/designers.
Appointments, Attendance, Quorum
3.
Members are recruited for their knowledge of and interest in the visual arts, particularly in
the field of public art.
Up to ten members may serve at any one time. The Arts and Culture Advisory Committee
appoints one of its members to PAWG.
A quorum of this committee is a simple majority.
Members may serve for a term of two years, consistent with the term of the Arts and Culture
Advisory Committee. 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 recruited.
A chairperson will be elected annually from the membership. The vice-chair position may be
filled on a rotating basis by any volunteering member, or as requested by the chairperson.
Meetings and Reporting
4.
Meetings are held monthly or at the call of the chairperson. Meetings are open to the public.
Members of the public may register with staff as a guest, or as a delegation.
The current artist-in-residence is expected to participate in PAWG meetings.
Specific projects require the formation of juries. Membership on juries may be extended to
community representatives and experts outside PAWG’s membership. At least one PAWG
member will serve on such juries.
Minutes are recorded by staff or a committee member and distributed to members.
PAWG’s recommendations are brought to the Arts and Culture Advisory Committee for its
support before proceeding to Community Services Committee and Council.
Responsibilities of the Public Art Working Group
5.
The Public Art Working Group, working with the Arts and Culture Co-ordinator is responsible
for:
(a) Recommending the selection of artists for the Public Art Program, the Rotunda
Gallery Program, and the Artist-in-Residence Program
(b) Advice and consultation regarding the public art policy (I-816 Financial)
(c) Advice and consultation regarding public art program development, guidelines, plans
and policies
(e) Advice and consultation regarding the development of public art partnerships with
other organizations
(f) Advocacy for the importance of municipal public art.
Downtown
Quality of LifeLeadership & EngagementDiversityDevelopmentEnvironment
Dynamic