Shoalhaven Arts Board

 

 

Meeting Date:     Thursday, 15 June, 2017

Location:            Jervis Bay Rooms, City Administrative Centre, Bridge Road, Nowra

Time:                   1.00pm

 

 

Please note: Council’s Code of Meeting Practice permits the electronic recording and broadcast of the proceedings of meetings of the Council which are open to the public. Your attendance at this meeting is taken as consent to the possibility that your image and/or voice may be recorded and broadcast to the public.

 

 

Agenda

 

1.    Apologies

2.    Confirmation of Minutes

·      Shoalhaven Arts Board - 2 March 2017....................................................................... 1

3.    Declarations of Interest

4.    Reports

AB17.9........ Shoalhaven Arts Board - Vacancies.............................................................. 6

AB17.10...... Policy Changes - Public Art Policy POL12/351............................................. 8

AB17.11...... Policy Changes and Reaffirmation - Shoalhaven City Art Collection - Acquisition and Management................................................................................................. 15

AB17.12...... Shoalhaven Arts Board - Resignation - Warwick Keen............................... 25

AB17.13...... Draft Arts Board Strategic Plan 2017 - 2020................................................ 26

AB17.14...... Policy Review - Shoalhaven Arts Board Terms of Reference..................... 28

AB17.15...... Council Policy Revision - Internet, Operation and Children's...................... 35

AB17.16...... Arts Board Awards........................................................................................ 47                         

5.    General Business


 

 Shoalhaven Arts Board – Thursday 15 June 2017

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Membership

Clr John Wells – Chairperson

Clr Findley - Mayor

Clr Kaye Gartner

Clr John Levett

Mr Robert Swieca

Ms Merilynn Weiss

Mr Warwick Keen

Mr Ian Grant

Ms Alison Chiam

 

Quorum – Majority of the members.

 

Purpose

·           To develop strategy and policy both for the Shoalhaven City Council as well as in alignment with the Region.

·           To develop and implement policy, planning and promotion for the broad arts within existing resources and using co-opted panel of peers for professional advice. They include:

§  Visual Arts

§  Heritage and Museum Sector

§  Literature

§  Performing Arts

§  Audience development

 

Delegated Authority

·           Make recommendation on the arts to Council

·           Appoint suitable representatives to fill casual vacancies on a set term basis

·           Inform and recommend policy for arts related funding programs, and where required by Council, vote on related matters

·           To establish a peer panel of professionals, experts and practitioners across art forms, heritage and cultural platforms to be co-opted as needed for input and advice to the Shoalhaven Arts Board

·           To establish a Shoalhaven Arts Foundation:

§  To support the development and enrichment of broad arts across the Shoalhaven including visual, heritage, literature & performing arts

§  To ensure that the Foundation in its governance, membership and charter are independent/ and at arms-length from Council yet which needs to work in concert with the Shoalhaven Arts Board and the Council and the community needs

§  To fundraise and develop a sustainable principal investment to generate ongoing grant funds

 

Relevant staff will work collaboratively with the Shoalhaven Arts Board to:

 

·           Develop and implement activities to achieve objectives in line with the Shoalhaven Arts Board recommendations, the Council’s policies and corporate plan

 


 

 

 

 

Minutes of the Shoalhaven Arts Board

 

 

Meeting Date:     Thursday, 2 March 2017

Location:            Seven Mile Room, City Administrative Centre, Bridge Road, Nowra

Time:                   1:10 pm

 

 

The following members were present:

 

Clr John Wells – Chairperson

Clr Levett

Mr Ian Grant

Ms Merilynn Weiss

Ms Alison Chiam

 

Others Present:

Jane Lewis – Section Manager, Recreation Community & Culture

Bronwyn Coulston – Unit Manager, Arts & Culture

Fiona McFadyen – Public Programs Officer

Sara McMahon – Governance Business Unit Manager

Karen Patterson – Shoalhaven Entertainment Centre Manager

 

 

 

Apologies / Leave of Absence

 

An apology was received from Clr Gartner & Robert Swieca

 

Confirmation of the Minutes

RESOLVED (Merilynn Weiss / Clr Levett)

 

That the Minutes of the Shoalhaven Arts Board held on Wednesday 16 November 2016 be confirmed.

 

CARRIED

 

 

Declarations of Interest

 

Nil

 

 

 

 

 

 

 

 

Reports

 

AB17.1       Shoalhaven Arts Board - Resignation - Troy Lenihan

HPERM Ref: D16/405354

Recommendation (Item to be determined under delegated authority)

That:

1.    The Shoalhaven Arts Board accept the resignation of Mr Troy Lenihan

2.    Write to Mr Troy Lenihan to thank him for his contribution to the Shoalhaven Arts Board

3.    Encourage Mr Shane Brown to apply for the Aboriginal Local Member (Community Member) position on the Shoalhaven Arts Board through the upcoming EOI process.

CARRIED

 

RESOLVED (Merilynn Weiss / Alison Chiam)

That the Shoalhaven Arts Board:

1.    Accept the resignation of Mr Troy Lenihan

2.    Write to Mr Troy Lenihan, on behalf of Clr Wells, Chairperson, to thank Mr Lenihan for his contribution to the Shoalhaven Arts Board

3.    Encourage Mr Shane Brown to apply for the Aboriginal Local Member (Community Member) position on the Shoalhaven Arts Board through the upcoming EOI process.

CARRIED

 

 

AB17.2       Shoalhaven Arts Board - Membership - Term Expires June 2017 - Call for Expression of Interest

HPERM Ref: D17/8413

Recommendation

That Council

1.    Call for Expression of Interest for Community Members on the Shoalhaven Arts Board including one (1) position designated as an Aboriginal Local Member

2.    Approve the option for a second two (2) year term for Community Members (add / delete names as required - Ian Grant and Warwick Keen) in accordance with the Arts Board Terms of Reference

3.    Thank retiring Shoalhaven Arts Board Community Members Robert Swieca and Merilynn Weiss for their commitment and services on the Arts Board and their contributions to Arts in the Shoalhaven.

 

Recommendation (Ian Grant / Merilynn Weiss)

That Council

1.    Call for Expression of Interest for Community Members on the Shoalhaven Arts Board including one (1) position designated as an Aboriginal Local Member

2.    Approve the option for a second two (2) year term for Community Members, Ian Grant and Warwick Keen, in accordance with the Arts Board Terms of Reference

3.    Thank retiring Shoalhaven Arts Board Community Members Robert Swieca and Merilynn Weiss for their commitment and services on the Arts Board and their contributions to Arts in the Shoalhaven.

4.    Expressions of Interest received for Community Membership positions to be provided at the next meeting of the Shoalhaven Arts Board (1 June 2017) for the Board’s consideration.

 

AB17.3       Arts Awards 2017

HPERM Ref: D17/34245

The Committee discussed the information provided in the report and the agreed that the 2017 Arts Awards should be held after June 2017, possibly in September.

The Committee also discussed the importance of increasing engagement with the arts community and the possibility of linking with another Shoalhaven event such as Riverfest. 

The Committee agreed that Council be requested to revote the 2016/2017 balance of funds to the 2017 Arts Awards therefore a recommendation to Council is required.  It was noted that additional funding may be required.

 

Recommendation (Item to be determined under delegated authority)

Recommendation to be determined and added at the Arts Board Meeting following discussion.

 

Recommendation (Clr Wells / Merilynn Weiss)

1.      The Arts Awards 2017 be held after June 2017

2.      Council, be requested to revote the 2016/2017 balance of funds allocated in Job Number 21596/10722 to the 2017 Arts Awards to enable the 2017 awards to be held after June 2017.

3.      Clr Wells to meet with the chairperson of Riverfest and the Tourism Advisory Group to discuss event options for the Arts Awards and report back to the Group.

4.      Establish a 2017 Arts Awards Subcommittee with the following membership:

a.      Clr Wells

b.      Ms Merilynn Weiss

c.      Karen Patterson

d.      Fiona McFadyen

5.      The Arts Awards Subcommittee to provide a report on the progress of the 2017 Arts Awards at the next Arts Board meeting.

 

 

AB17.4       Renew the Arts Board Representatives on the Business and Employment Development Committee

HPERM Ref: D17/39935

Clr Wells advised the members that he is a member of the Business and Employment Development Committee (BEDC) and he explained the role of the BEDC.

 

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Arts Board nominate (insert name) as the representative and (insert name) as an alternate on the Business and Employment Development Committee.

 

RESOLVED (By consent)

That the Shoalhaven Arts Board nominate Alison Chiam as the representative and Clr Wells as an alternate on the Business and Employment Development Committee.

CARRIED

 

General Business

 

AB17.5       Arts Centre - Update

HPERM Ref: D17/55569

Bronwyn Coulston, Unit Manager Arts & Culture, advised the Committee that Fiona McFadyen will be Acting Unit Manager Arts & Culture for the remainder of 2017 while Bronwyn is on leave.

Work is being undertaken on the rebranding for the new name of the City Arts Centre, Shoalhaven Regional Gallery, Nowra.   There are also opportunities for sub-branding.

Bronwyn updated members on:

  • Grants and award nominations.  The Arts Centre, in collaboration with Waste Services has been nominated in the Local Government Professionals Award for the art work on rubbish trucks.
  • Community Heritage Grants and Festival Australia
  • Arts Residency Program and upcoming workshops.  Launching the Sea of Waste Public Program
  • The Museum & Galleries Advisor will be starting soon
  • Museum & Galleries National Standards Program
  • Arts Board grants 

 

 

AB17.6       Library Services - Update

HPERM Ref: D17/55582

Jane Lewis, Section Manager, Recreation Community & Culture provided an update for Library Services.

  • Grant applications are currently being taken
  • Club grants – There is a submission for a permanent display location for the Nowra Flood Boat at the Nowra Aquatic Park.
  • Heritage Near Me program Nowra Flood Boat and possible application for restoration of the war memorial in Berry
  • Outcome of the NSW Public Library Grant is pending
  • Building Brighter Babies programs and Community partnership grants were successful
  • Council Hosted the NSW Public Library conference in Ulladulla in late 2016, and the event was very successful
  • The Library’s “Librarian Rhapsody” were winners of the NSW Public Libraries Marketing Awards
  • The Milton Ulladulla Ex Servos Club were awarded the contract to manage events and activities for the Ulladulla Civic Centre
  • Seniors Week is coming up.  There will be a day of oral histories to collect stories
  • The trial of the pop-up café the “Book Book Café” in the front foyer of the Library has proven successful.  If all continues to go well this will go out to expression of interest.

 

 

 

AB17.7       Shoalhaven Entertainment Centre - Update

HPERM Ref: D17/55586

Karen Patterson, Shoalhaven Entertainment Centre Manager provided an update on the 2017 SEC Live Program and advised:

  • Memberships have increased since March 2016.
  • The Morning Matinees Program is doing well.
  • The Shoalhaven Business Awards will be held in August at the SEC
  • The 2018 VC Diggers Day Dinner is expected to be a very big event
  • Tickets sales are increasing for “Unearthed”

 

 

Clr Wells thanked Bronwyn and wished her well for her leave.

 

AB17.8       Code of Conduct & Code of Meeting Practice

HPERM Ref: D17/57038

Sara McMahon, Governance Unit Business Manager provided the presentation on Council’s Code of Conduct and Meeting Procedure after the conclusion of the meeting.

 

 

 

 

 

There being no further business, the meeting concluded, the time being 1.53pm .

 

 

Clr John Wells

CHAIRPERSON

 

 

 

 


 

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AB17.9       Shoalhaven Arts Board - Vacancies

 

HPERM Ref:       D17/134570

 

Group:                Finance Corporate & Community Services Group 

Section:              Recreation Community & Culture

 

    

 

Purpose / Summary

For the Shoalhaven Arts Board to appoint four (4) community members to the Board to fill the vacancies that have arisen due to changes in Board membership. 

 

Recommendation

1.    That Karen Morrow Akehurst be appointed to the Shoalhaven Arts Board as a community member for a term to expire on 30 June 2019.

2.    That Barbara Dawson be appointed to the Shoalhaven Arts Board as a community member for a term to expire on 30 June 2019.

3.    That Peter Lavelle be appointed to the Shoalhaven Arts Board as a community member for a term to expire on 30 June 2019.

4.    That Alison Chiam be appointed to the Shoalhaven Arts Board as a community member for a term to expire on 30 June 2019.

5.    Thank Merilynn Weiss and Robert Swieca for their contribution and service to the Shoalhaven Arts Board.

 

 

Options

1.    Adopt the recommendations

Implications: This will allow the Shoalhaven Arts Board to continue with its work

 

2.    Amend the recommendation

Implications: Currently unknown

 

3.    Reject the recommendation and provide an alternative

Implications: Currently unknown

 

Background

Vacancies have arisen in the Shoalhaven Arts Board due to expiration of board membership and resignations of some current board members.  Robert Swieca and Merilynn Weiss will  both step down from their roles on the Board and Warwick Keen and Troy Lenihan have tendered their resignations.  Robert and Merilynn have both been instrumental is supporting the transition of the Board following the review in 2015.

An Expression of Interest was conducted in order to fill these community representative vacancies during April and applications closed on 28th April 2017.  Four (4) nominations were received and in accordance with the Shoalhaven Arts Board Terms of Reference applications were reviewed and interviews were conducted with a panel consisting of the Shoalhaven Arts Board Chairperson, a Council staff member, and one (1) suitably qualified independent representative.

Following this process it is recommended that Karen Morrow Akehurst, Barbara Dawson, Peter Lavelle and Alison Chiam be appointed to the Shoalhaven Arts Board.  The term of appointment is for an initial two (2) years with the option for a further two (2) years.  The two-year term of the appointment will commence upon adoption by Council and be due for review prior to 30th June 2019. 

At this point in time there remains a Local Aboriginal Member position vacant which the Shoalhaven Arts Board may wish to consider as a casual vacancy and seek applications by appropriate needs to fill the vacancy.

 

Community Engagement

The opportunity to nominate for membership of the Shoalhaven Arts Board was advertised widely across the Shoalhaven. 

 

Financial Implications

There are no financial implications related to the appointment of members to the Shoalhaven Arts Board.  Funding to support arts and cultural activities is provided by Council and administered through the Arts and Cultural Unit, Recreation Community and Culture Section in the Finance Corporate and Community Services Group of Council.

 

 


 

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AB17.10     Policy Changes - Public Art Policy POL12/351

 

HPERM Ref:       D17/72726

 

Group:                Finance Corporate & Community Services Group  

Section:              Recreation Community & Culture

 

Attachments:     1. Public Art

  

    

 

Purpose / Summary

To review changes to, and reaffirm the Public Art Policy

 

Recommendation (Item to be determined under delegated authority)

That Council place the revised Public Art Policy on Public Exhibition for a 28 days and if no significant adverse comment is received the Policy be deemed adopted.

 

 

Options

1.    Adopt the Recommendation

Implications: This will reaffirm the Policy with the recommended changes and ensure that the community, private artists and groups within Council have clear guidelines for the development and implementation of Public Art throughout the Shoalhaven.

 

2.    Amend the Recommendation

Implications: Unknown at this stage.

 

3.    Rescind the Policy

Implications: Not recommended as this will result in the loss of guidelines and structure around the development of public art and will potentially prevent future public art proposals from being made.

 

Background

The Public Art Policy was originally intended to be accompanied by an internal document Public Art Procedures that provided significant detail into the process and format of developing public art.  This document was never adopted internally as changes in staff and responsibilities hindered the development project. 

In reviewing the policy, and comparing it to Public Art Policies from other local government organisations around Australia and internationally, the amended process by which Council shall accept, adopt and deliver public art projects is current practise.  This policy consolidates information from other entities, Council existing Policy and the internal Procedure.

As a result of the review of policies from several other local governments, significant changes are suggested to the Shoalhaven City Council’s Public Art Policy to make the policy more transparent, to provide greater information to the community on the process of proposing and developing Public Art and ensuring greater clarity across Council on the intention of the policy. 

 

Community Engagement

The recommended changes to the policy ensure greater clarity for the Community on the process to propose and deliver Public Art Projects and should encourage more community based ownership of Public Art.

Given the extent of the changes it is proposed that the Policy should be placed on public exhibition for 28 days and if no significant adverse comment are received the Policy be deemed adopted.

 

Policy Implications

The recommended changes provide greater clarity to the policy and remove the need for an internal document.

 

Financial Implications

There are no financial implications from the review of the Policy.

 

 


 

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AB17.11     Policy Changes and Reaffirmation - Shoalhaven City Art Collection - Acquisition and Management

 

HPERM Ref:       D17/72839

 

Group:                Finance Corporate & Community Services Group  

Section:              Recreation Community & Culture

 

Attachments:     1. Art Collection - Acquisition & Management

 

    

 

Purpose / Summary

To review changes proposed to the Shoalhaven City Art Collection – Acquisition and Management Policy and reaffirm the policy.

 

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Arts Board reaffirm the Shoalhaven City Art Collection – Acquisition and Management policy with the proposed changes as outlined in the attachment. 

1.    Name change from Shoalhaven City Arts Centre to Shoalhaven Regional Gallery

2.    Minor changes to Section 3 Provisions, sub-section 3.2 Gifts and Donations

3.    Minor changes to Section 4 Procedures:

a)              Sub-section 4.2 Accession

b)              Sub-section 4.3 Deaccessioning

 

 

Options

1.    Adopt the recommendations

Implications: This will allow for inclusion of minor changes to make policy relevant and up to date.

 

2.    Amend recommendations

Implications: Any significant change to the policy should consider consultation and input from the wider community and/or alternatively may have a resourcing implication.

 

3.    Rescind Policy

Implications: Not recommended as this will result in a loss of provisions and controls for the relevant policy.

 

Background

The Shoalhaven City Art Collection – Acquisition and Management Policy guides the Shoalhaven Arts Board and Shoalhaven City Council in the collection, rationalisation and management of the Shoalhaven City Art Collection.  The City Art Collection is a growing asset to Council and provides opportunities to engage the Shoalhaven Community and others with the art of the Shoalhaven. 

The proposed changes to the Policy provide greater clarity around the guidelines for collection and rationalising the collection, provides greater flexibility in accepting works as befits the growing collection and awareness of the collection and updates collection management aspects to meet national standards and new software. 

 

These proposed changes are further detailed in the Attachment.

 

Community Engagement

The review of the above policy is considered a minor policy change that does not warrant community engagement. Community engagement is recommended only if the policy is significantly considered for amendment by the elected Council.

 

Policy Implications

Reaffirmation of the above policy to make it relevant and up to date.

 

Financial Implications

No financial implications arising from the proposed changes in the Policy.

 

 


 

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AB17.12     Shoalhaven Arts Board - Resignation - Warwick Keen

 

HPERM Ref:       D17/130230

 

Group:                Finance Corporate & Community Services Group  

Section:              Human Resources, Governance & Customer Service

 

    

 

Purpose / Summary

To advise the Board that Council has received a notice of resignation from Warwick Keen as a community member on the Shoalhaven Arts Board.

 

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Arts Board accept the resignation from Warwick Keen.

 

 

Options

1.    As recommended

Implications: nil

 

2.    An alternative recommendation, in addition to the acceptance of the resignation of Mr Keen.

Implications: This will be dependent upon the recommendation which is made.

 

Background

Council received on Monday 20 March a notice of resignation from Warwick Keen on the Shoalhaven Arts Board.  Warwick Keen has been a member of the Shoalhaven Arts Board since June 2015.

From the March 2017 Meeting it was resolved that expressions of interest be called for the positions expiring in June 2017, one of which was for Warwick Keen.

Action has already been taken to process the expressions of interest, and the Committee will be updated on this process at this meeting.  

 

Financial Implications

Nil - Costs associated with the expression of interest process are funded in the Arts and Culture Unit budget.

 

 


 

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AB17.13     Draft Arts Board Strategic Plan 2017 - 2020

 

HPERM Ref:       D17/132458

 

Group:                Finance Corporate & Community Services Group  

Section:              Recreation Community & Culture

 

Attachments:     1. Draft SAB - Arts & Cultural Strategic Plan - smART IDeals (under separate cover)

  

    

 

Purpose / Summary

To review and recommend for adoption by Council the Draft Shoalhaven Arts Board - Arts & Cultural Strategic Plan “smART IDeals 2017 – 2021.

 

Recommendation

That Council adopt the draft Shoalhaven Arts Board – Arts and Cultural Strategic Plan ‘smART IDeals’ 2017 - 2021

 

 

Options

1.    As Recommended

Implications: Adoption of the draft Shoalhaven Arts Board – Arts and Cultural Strategic Plan ‘smART IDeals’ 2017 - 2021 provides a clear framework and strategic direction for the Arts Board and will assist in supporting grant funding applications.

 

2.    Provide an alternate recommendation

Implications: Unknown at present – however this may delay the adoption of the draft Shoalhaven Arts Board – Arts and Cultural Strategic Plan ‘smART IDeals’ 2017 - 2021 and the implementation of the Plan.

 

3.    Decline to adopt the draft Shoalhaven Arts Board – Arts and Cultural Strategic Plan ‘smART IDeals’ 2017 – 2021.

Implications: this will result in no clear framework and strategic direction for the Arts Board and may hinder the securing of grant funding applications.

 

Background

The Shoalhaven Arts Board Strategic Plan was due for review, the previous Plan ‘smARTspaces’ has served the Board well over this period of time.  Following the review of the Shoalhaven Arts Board and the adoption of new Terms of Reference - which broadened the scope to focus on literary, performing arts, heritage and museums (where funded) in addition to visual arts, it has been necessary prepare a new Shoalhaven Arts Board Arts & Cultural Strategic Plan to include these sectors in the Plan.

The draft Arts & Cultural Plan 2017 - 2021 ‘smART IDeals’ was prepared through two (2) facilitated workshops involving the members of the Shoalhaven Arts Board and built on the initial foundation work undertaken by community members of the Board and Council staff.

 

The Plan clearly articulates the Vision, Mission and Values of the Shoalhaven Arts Board and sets out goals, Strategies and Success Indicators.  A copy of the Plan will be distributed at the meeting.

 

The implementation and delivery of aspects of the Plan, including the annual review, evaluation and reporting will require ongoing input and support of the Arts Board members.  A review of the current sub-committees, portfolios and membership therein will be undertaken at the September Board meeting once new community members have been appointed to the Board.

 

The adoption and implementation of the draft Shoalhaven Arts Board Arts & Cultural Strategic Plan ‘smART IDeals’ will be beneficial when applying for grants and may assist in the securing of funding as will enable a clear demonstration of ow the project aligns with Council’s strategic direction for arts and culture.

Community Engagement

The Shoalhaven Arts Board members have been actively involved in the development of the draft Shoalhaven Arts Board Arts & Cultural Strategic Plan ‘smART IDeals’.

Policy Implications

There are no policy implications arising from the adoption of the draft Shoalhaven Arts Board Arts & Cultural Strategic Plan ‘smART IDeals’.

 

Financial Implications

There are no current budget implications arising from the adoption of the draft Shoalhaven Arts Board Arts & Cultural Strategic Plan ‘smART IDeals’.

Further reports will be submitted should the need arise which are outside the Shoalhaven Arts Board delegation.

 

 

 

 


 

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AB17.14     Policy Review - Shoalhaven Arts Board Terms of Reference

 

HPERM Ref:       D17/132516

 

Group:                Finance Corporate & Community Services Group  

Section:              Recreation Community & Culture

 

Attachments:     1. Shoalhaven Arts Board - Terms of Reference

  

    

 

Purpose / Summary

To review and reaffirm the Shoalhaven Arts Board Terms of Reference.

 

Recommendation

That Council adopt the revised Shoalhaven Arts Board Terms of Reference

 

 

Options

1.    Adopt the recommendation (as printed).

Implications: This will allow the inclusion of changes to make the Arts Board Terms of Reference appropriate and current.

2.    Amend the recommendation.

Implications: Unknown at this stage.

 

3.    Rescind the Shoalhaven Arts Board Terms of Reference.

Implications: Not recommended as this will result in a loss of provisions and governance framework for the Shoalhaven Arts Board.

 

Background

At the request of the previous Council a complete review of all Council’s Committees and Boards which included the Shoalhaven Arts Board was conducted.  This was undertaken in 2014 with a working group being established which included then members of the Shoalhaven Arts Board, relevant Council staff and an external independent representative from the arts and cultural industry sector. 

Michael Rolfe, the CEO of Museums and Galleries NSW, guided the working group and discussed the issues around the role of an arts board, governance structures, and the requirement for their focus to be on policy issues at a strategic level which enables staff to manage operational matters.

The outcome of this process was reported to the Arts Board in February 2015 and as a consequence the Board recommended, and Council adopted a new governance structure under which the Shoalhaven Arts Board operates – the Shoalhaven Arts Board Terms of Reference.

These Terms of Reference have been successful in informing the Board and staff on the governance and functions of the Shoalhaven Arts Board since that time.

 

A copy of the recommended changes to the Shoalhaven Arts Board Terms of Reference are detailed in Attachment 1 and summarised below:

·    Reviewed with other Council policies related to Boards, Committees and Advisory Groups to ensure consistency and alignment,

·    Inclusion of portfolio roles in Statement (s1) and Purpose (s2)  and advocacy roles role in Purpose (s2),

·    Clarified Relationship to Council (s3.1),

·    Update Delegated Authorities (s3.2),

·    Clarified Membership (s3.3) with regard to community members,

·    Clarified Election / Appointment process related to Industry Representatives (s3.4),

·    Clarified Term of Appointment (s3.6) and term for casual appointment,

·    Consolidated a series of sub sections into Board Meeting Practice and Procedures (s3.8),

·    Added new sub section with details pertaining to Confidentiality and Privacy (s3.10),

·    Added details to Communication (s3.11),

·    Clarified Staff Attendance (s3.13) and no voting privileges,

·    Added two new sections - Implementation (s4) and Review (s5),

·    Minor formatting changes.

 

Community Engagement

The review of the Shoalhaven Arts Board Terms of Reference is considered a minor policy change that does not warrant community engagement.  Community engagement is recommended only if the policy is significantly considered for amendment by the elected Council.

 

Policy Implications

Reaffirmation of the Shoalhaven Arts Board Terms of Reference to make them relevant and up to date

 

Financial Implications

No additional financial implications result from reaffirming the Shoalhaven Arts Board Terms of Reference.


 

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AB17.15     Council Policy Revision - Internet, Operation and Children's

 

HPERM Ref:       D17/133598

 

Group:                Finance Corporate & Community Services Group  

Section:              Recreation Community & Culture

 

Attachments:     1. Report Attachment - Draft Operations Policy - Shoalhaven Arts Board 1 June 2017 (under separate cover)

2. Report Attachment - Draft Children's Policy - Shoalhaven Arts Board 1 June 2017

3. Report Attachment- Draft Shoalhaven Libraries Internet Usage Policy- Shoalhaven Arts Board 1st June 2017

  

    

 

 

Purpose / Summary

To review and reaffirm the following current policies:

·    Shoalhaven Libraries – Operations   

·    Shoalhaven Libraries – Internet                    

·    Shoalhaven Libraries – Children’s     

 

Recommendation (Item to be determined under delegated authority)

That Council adopt the revision of the following policies as detailed in this report:

·    Shoalhaven Libraries – Operations

·    Shoalhaven Libraries – Internet

·    Shoalhaven Libraries – Children’s

 

Options

1.    Adopt the recommendation

Implications: This will allow the inclusion of changes to make the relevant policies appropriate and current.

 

2.    Amend the recommendation

Implications: Unknown at this stage

 

3.    Rescind the Policies

Implications: Not recommended as this will result in a loss of provisions and controls for the relevant policy

 

Background

The following policies have been developed over a number of years and have been reviewed in line with current implementation, legislation and community feedback.

Shoalhaven Libraries – Operations

This policy was initially endorsed in July 2002 and has been successful in informing customers and staff on the operations of Shoalhaven Libraries.

A copy of the recommended changes to the policy are detailed in Attachment 1 and summarised below:

·    Update of legislation references

·    Inclusion of a ‘Library Service Charter’ and ‘Visitors & Library Users Code of Conduct’ to provide clarification to customers and staff regarding expected levels of service and behaviour.

·    Expansion of the ‘Shoalhaven Libraries – Responsibility Statement’ to provide more detailed information for customers and staff.  This includes updating certain parts of the policy regarding additional membership categories (i.e. digital), loan periods and limits, overdue and lost items and fees, charges and fines.

 

Shoalhaven Libraries – Internet

This policy was initially endorsed in July 2002 and has been successful in informing customers and staff on the operations of Shoalhaven Libraries.

A copy of the recommended changes to the policy are detailed in Attachment 2 and summarised below:

·    Update to reflect current trends in internet usage including increase in online and social media transactions

·    Outline of guidelines related to new hardware at the library i.e. Multi-Function Devices (MFD)

·    Inclusion of information regarding customers’ personal responsibility in regards to internet usage

 

Shoalhaven Libraries – Children’s

This policy was initially endorsed in July 2002 and has been successful in informing customers and staff on the operations of Shoalhaven Libraries.

A copy of the recommended changes to the policy are detailed in Attachment 3 and summarised below:

·    Inclusion of Mandatory Reporting section as legislatively required

·    Minor formatting changes

 

Community Engagement

The review of the above policies in considered a minor policy change that does not warrant community engagement.  Community engagement is recommended only if the policy is significantly considered for amendment by the elected Council.

 

Policy Implications

Reaffirmation of the above policies to make them relevant and up to date

 

Financial Implications

No additional financial implications result from reaffirming the above policies.

 

 


 

 Shoalhaven Arts Board – Thursday 15 June 2017

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 Shoalhaven Arts Board – Thursday 15 June 2017

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 Shoalhaven Arts Board – Thursday 15 June 2017

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AB17.16     Arts Board Awards

 

HPERM Ref:       D17/150635

 

Group:                Finance Corporate & Community Services Group 

Section:              Recreation Community & Culture

 

    

 

Purpose / Summary

A progress report on the proposed structure of Shoalhaven Arts Award categories and the potential for a collaboration between The Shoalhaven Arts Board (SAB) and the Riverfest, in relation to the biennial 2017 Arts Awards.

 

Recommendation (Item to be determined under delegated authority)

1.       That the Shoalhaven Arts Board Awards sub-committee continues to work with the Riverfest committee members to scope, plan and finalise the inclusion of the Shoalhaven Arts Awards at an event on October 20, 2017.

 

2.       Shoalhaven Arts Board Awards sub-committee finalise the budget for the Shoalhaven Arts Awards. This is contingent on the Council revoting the 2016-17 balance of funds allocated in Job Number 21596/10722 of $9,143 to enable the awards to be held beyond June 2017.

3.       A new structure for the Awards be implemented which comprises four categories, with each award winner to receive a cash prize of $500, and a certificate.

 

 

Options

1.    Adopt this report

Implications: Both the Shoalhaven Arts Board and the Riverfest will potentially leverage an improved profile within the arts community and the wider community.

 

2.    Arts Board to deliver awards separate to the launch of the Riverfest Programme

Implications: A missed opportunity to combine resources and promotional activities.

 

Background

The Shoalhaven Arts Awards have been held biennially for more than 10 years.  The Arts Awards present an opportunity to recognise, encourage and support the creative arts, community arts, cultural organisations and volunteers in the arts, culture and heritage sector.  The awards acknowledge the substantial contribution made by individuals and organisations in the sector towards creating a vibrant, socially connected, and learning community in the Shoalhaven Region.

The SAB at their meeting of 2 March 2017 considered a report on the Shoalhaven Arts Awards for 2017 and made a recommendation to Council.  Council adopted MIN17.244 and resolved that:

 

“1.   The Arts Awards 2017 be held after June 2017

2.    Council, be requested to revote the 2016/2017 balance of funds allocated in Job Number 21596/10722 to the 2017 Arts Awards to enable the 2017 awards to be held after June 2017.

3.    Clr Wells to meet with the chairperson of Riverfest and the Tourism Advisory Group to discuss event options for the Arts Awards and report back to the Group.

4.    Establish a 2017 Arts Awards Subcommittee with the following membership:

a.    Clr Wells

b.    Ms Merilynn Weiss

c.    Karen Patterson

d.    Fiona McFadyen

5.    The Arts Awards Subcommittee to provide a report on the progress of the 2017 Arts Awards at the next Arts Board meeting.”

To implement the resolution a sub-committee was formed comprising of Merilyn Weiss, Cllr John Wells, Fiona McFadyen and Karen Patterson.

The Sub-committee met with Riverfest Committee members to discuss the:

·    Current Award Categories and their relevance,

·    Format / style of the Arts Awards event and opportunities to showcase the Arts through partnering with another Shoalhaven arts organisation.

 

Award Categories

The sub-committee considered it necessary to review and update the Arts Award categories to rejuvenate the awards; attract more nominations; better reward community artists, and better reflect contemporary arts practice in the Shoalhaven.

The sub-committee propose four (4) new Arts Award categories to update the previous award structure.  These would be open to both individuals and organisations.  A set of criteria will be established and nominees will be required to demonstrate how they meet these.

The proposed new award categories would have a prize of $500 per category awarded to each along with a certificate.  The following categories are suggested:

a)    Outstanding Contribution to Arts & Culture Award

b)    Young Achiever Award – Arts & Culture

c)    Emerging Artist or Performer or Writer Award

d)    Riverfest Outstanding Arts and Culture Environmental Award

 

 

 

Timetable

Subject to adoption the following timeline is proposed:

·    June – Create nomination forms and confirm nomination/application process and timetable.  Application package to be updated.

·    July - call for nominations with supporting media campaign.

·    August – Subcommittee to review and judge nominations and make a recommendation to the SAB meeting on 7 September 2017 for approval on Arts Awards recipients. Invitations to be sent to Councillors, Mayor, Council guest list, the Arts Board, Nominees and three guests; plus the Riverfest Committee.

·    October 20 – Arts Board Awards to be held in conjunction with the announcement of the Riverfest Program at the Shoalhaven Entertainment Centre.

 

Event format

The subcommittee is exploring opportunities to partner with the Shoalhaven Riverfest which is considered a pre-eminent community arts festival in the Shoalhaven. Combining forces was proposed as a positive benefit for both organisations.

To date three meetings have been held and discussion on how this could be achieved are ongoing. Karen Patterson, SEC Manager met with the Riverfest Committee to outline the proposal.  The sub-committee seeks the support of the SAB to continue planning and delivery of the event.

The sub-committee plans to engage with a variety of regional performing and visual artists to showcase their art forms at the Awards event. The sub-committee also intends to promote the Riverfest Programme, and embark on a media campaign to promote the region’s artists and performers.   The Riverfest are also sponsoring the Riverfest Outstanding Arts and Culture Environmental Award

 

The Arts Board is to fund the award prizes, venue costs, food & beverage, and entertainment/artistic showcases.

 

Community Engagement

The Shoalhaven Arts Award will seek nominations from the community through:

·    Media releases,

·    Use of Social Media – Council / SEC / Arts Centre / Library websites and Facebook pages,

·    Letters to community arts organisations and festival committees in the Shoalhaven who are listed in the Community Directory

·    Via electronic newsletters  - Library / Arts Centre / SEC / and Council,

·    Through the local museum and gallery’s network,

·    Public Notice and Advertising

Information packs including the nomination form and criteria will be available from early July on Council’s website and hard copy at Council’s Libraries, Regional Gallery and the Entertainment Centre.  Nominations to close in August.

 

Financial Implications

The cost of the awards will be met within existing 2016/17 budget: Job Number 21596/10722 budget $9,143.

An estimate of costs are:

·    $2,200 – arts prizes and framed certificates,

·    $600 media & marketing campaign,

·    $6,340 – entertainment, venue hire & catering,

MIN17.244 part (2) adopted by Council in March 2017 sought to revote the funds of $9,143 in the 2016/17 budget to enable the event to be staged later in 2017.