Agenda of Shoalhaven Arts Board

Shoalhaven Arts Board

Meeting Date: Thursday, 07 December, 2017

Location: Jervis Bay Rooms 1 & 3, City Administrative Centre, Bridge Road, Nowra

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 - 7 September 2017............................................................... 1

3. Declarations of Interest

4. Reports

AB17.23...... Draft Shoalhaven Libraries Strategic Plan 2017 - 2021................................ 6

AB17.24...... Arts Board Awards Cancellation and Future Use of Dedicated Fund........... 8

AB17.25...... Shoalhaven Regional Gallery Additional Resources Allocation.................. 10

AB17.26...... Arts Board Workshop - Resourcing Community Groups............................. 18

AB17.27...... Cultural Destination - Partnering with Shoalhaven Tourism........................ 19

AB17.28...... Creation of Action Plan................................................................................. 20

AB17.29...... Vacant Arts Board Position - Aboriginal Local Member............................... 21

AB17.30...... Nowra CBD Revitalisation Committee Invitation.......................................... 22

AB17.31...... Arts Festivals - Future Directions................................................................. 23

AB17.32...... Shoalhaven Writers Festival......................................................................... 24

AB17.33...... Arts Board Awards........................................................................................ 32

5. General Business

Shoalhaven Arts Board – Thursday 07 December 2017

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Membership

Clr John Wells – Chairperson

Clr Kaye Gartner

Clr John Levett

Mr Ian Grant

Ms Alison Chiam

Ms Karen Morrow Akehurst

Ms Barbara Dawson

Dr. Peter Lavelle

Quorum – Majority of the members.

Purpose

a) To contribute to and develop strategy and policy both for the Shoalhaven City Council as well as in alignment with the Region.

b) To develop and implement policy, planning and vision for the broad arts within existing resources and use a co-opted panel of peers for professional advice. They include:

· Visual Arts

· Heritage and Museum Sector

· Literature

· Performing Arts

c) Advocate and maintain specific arts related portfolios.

d) Advocate and promote Board recommendations.

Delegated Authority

· Act within adopted budgets aligning with Council’s strategic plans and document, and make recommendations 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

· 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

· Establish a Shoalhaven Arts Foundation:

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

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

o 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, 7 September 2017

Location: Jervis Bay Rooms 1 & 3, City Administrative Centre, Bridge Road, Nowra

Time: 1:00pm

The following members were present:

Clr John Wells - Chairperson

Clr Kaye Gartner

Clr John Levett

Ms Karen Akehurst

Mr Peter Lavelle

Ms Alison Chiam

Ms Barbara Dawson

Others present:

Bridget Macleod – Gallery Officer

Robin Sharpe – Outreach and Digital Services Manager

Karen Patterson – SEC Manager

Joe (Dos Enos)

Lachlan (Somethings Wild)

Apologies / Leave of Absence

An apology was received from Ian Grant.

Confirmation of the Minutes

RESOLVED (Clr Gartner / Clr Wells)

That the Minutes of the Shoalhaven Arts Board held on Thursday 15 June 2017 be confirmed.

CARRIED

Reports

AB17.18 Draft Arts Board Strategic Plan 2017 - 2021

HPERM Ref: D17/261551

Clr Wells addressed the meeting and made reference to the Vision, Mission and Values in the Strategic Plan.

Note: Error on Page 7 (Last paragraph under Review, Evaluation and Reporting) – should read:

The Chair and members of the Shoalhaven Arts Board will undertake an annual review and prepare a report to Council on the Goals, Strategies and Success Indicators. This will be presented at the end of each financial year.

Recommendation (Clr Gartner / Peter Lavelle)

That Council adopt the draft Shoalhaven Arts Board – Arts & Cultural Strategic Plan “smART Ideals 2017 – 2021”.

Recommendation (Clr Gartner / Peter Lavelle)

That Council adopt the draft Shoalhaven Arts Board – Arts & Cultural Strategic Plan “smART Ideals 2017 – 2021”.

CARRIED

AB17.19 Council Policy Revision - South Coast Cooperative Libraries Collection Development Policy

HPERM Ref: D17/261794

Robin, addressed the meeting and provided a background on what the South Coast Cooperative Libraries is.

A collection of adult, young and junior items, including but not limited to: books multimedia, CDs and DVDs, audio books digital library, newspapers and magazines, and databases .

Other services include: Outreach services, programs and events, grant opportunities, pathfinders program, community groups using library, programs for babies up to seniors, indigenous literacy day, history week, opportunities to connect with people in the community, creation of events for free or at very low cost. The libraries hold at least one author talk a month from local and well known authors . Provides support to local authors. Aims to be inclusive.

Hosted the Australian poetry slam last weekend. Would encourage more events involving local poets.

Clr Wells addressed the meeting and advised that he had received a letter last week from Jennifer Dickerson requesting that the Arts Board increases the value of the Writers Award from $1000 to $1,500. He has referred this request onto the appropriate Group Director for consideration and if the matter can not be approved internally then a report will be submitted to the next meeting, however he will keep members informed via email.

A request has also been received from the Shoalhaven Historical Society regarding the conservation costs for works from Samuel Elyard for contribution of $2000 to be contributed, this will come as a separate report to the Board.

Recommendation

That Council adopt the revision of the South Coast Cooperative Libraries Collection Development Policy.

Recommendation (Clr Gartner / Clr Levett)

That Council adopt the revision of the South Coast Cooperative Libraries Collection Development Policy.

CARRIED

AB17.20 Arts Board Awards Cancellation & Future Use of Dedicated Fund

HPERM Ref: D17/264394

Recommendation (Item to be determined under delegated authority)

That:

1. The 2017 Arts Board Awards, scheduled for 20 October 2017, is cancelled due to insufficient entries.

2. The Arts Board continues to provide $500 prize money for the 2017 Outstanding River Festival Environmental Artist, to be announced by the Arts Board in conjunction with the festival.

3. The Arts Board develops a working party to investigate the potential for repurposing the Arts Award fund to develop community capacity for programming festivals and community events with an arts focus, dependent upon staff workload and operational priorities.

4. The Arts Board working party meets with Council’s Tourism and Events Section to ascertain professional development/support opportunities currently provided by Council to festival and event organisers.

5. The Arts Board writes to the River Festival Committee and those who made nominations to alert them to its decision on this year’s Awards and the future of the Arts Awards.

RESOLVED (Clr Gartner / Karen Akehurst)

That:

1. The 2017 Arts Board Awards, scheduled for 20 October 2017, is cancelled due to insufficient entries.

2. The Arts Board continues to provide $500 prize money for the 2017 Outstanding River Festival Environmental Artist, to be announced by the Arts Board in conjunction with the festival.

3. The Arts Board develops a working party (comprising of members: Karen Akehurst, Alison Chiam, Clr Gartner and Barbara Dawson) to investigate the potential for repurposing the Arts Award fund to develop community capacity for programming festivals and community events with an arts focus, dependent upon staff workload and operational priorities.

5. The Arts Board writes to the River Festival Committee and those who made nominations to alert them to its decision on this year’s Awards and the future of the Arts Awards.

CARRIED

AB17.21 Shoalhaven Arts Board Grants 2017/18

HPERM Ref: D17/269494

Verbal Update delivered by Bridget Macleod Gallery Officer.

Arts Board working group met on September 4 at SRG.

Post meeting at midday SRG staff were alerted to another application which had been handed at council enquiry desk 4.45pm Friday not taken to records until late Monday morning. All working group members were notified and supplied this application via email. After careful consideration working group members agreed to the original recommendations as follows:

1. Developing the Arts - Sense of Place $5,000

$5000 Anna Thompson – ‘Artist in Conversation” A short film: Artist Ann Glynn

Digital Story telling touring with show.

2. Developing the Arts - Sense of Place $5,000

$5000 Syd Green – Bird Women/Tree Men – Produce & record musical collaboration

Jazz and Classical

3. Public Art – Sense of Place $10,000

$10,000 Vanessa Barbay – Bherwerre Wetland Mural Project – Stage 3

Completion of 12 painted panels installed Larmer Ave Sanctuary Point – documenting birds and orchids of the wetlands.

It was also noted that a sub committee be established to review the guidelines for the arts grants programs, this will be reviewed in 6 months time.

Recommendation

That the following Shoalhaven Arts Board Grants be awarded:

1. Developing the Arts - Sense of Place $5,000

$5000 Anna Thompson – ‘Artist in Conversation” A short film: Artist Ann Glynn

Digital Story telling touring with show.

2. Developing the Arts - Sense of Place $5,000

$5000 Syd Green – Bird Women/Tree Men – Produce & record musical collaboration

Jazz and Classical

3. Public Art – Sense of Place $10,000

$10,000 Vanessa Barbay – Bherwerre Wetland Mural Project – Stage 3

Completion of 12 painted panels installed Larmer Ave Sanctuary Point – documenting birds and orchids of the wetlands.

Alison/Peter

Recommendation (Alison Chiam / Peter Lavelle)

That the following Shoalhaven Arts Board Grants be awarded:

1. Developing the Arts - Sense of Place $5,000

$5000 Anna Thompson – ‘Artist in Conversation” A short film: Artist Ann Glynn

Digital Story telling touring with show.

2. Developing the Arts - Sense of Place $5,000

$5000 Syd Green – Bird Women/Tree Men – Produce & record musical collaboration

Jazz and Classical

3. Public Art – Sense of Place $10,000

$10,000 Vanessa Barbay – Bherwerre Wetland Mural Project – Stage 3

Completion of 12 painted panels installed Larmer Ave Sanctuary Point – documenting birds and orchids of the wetlands.

CARRIED

GENERAL BUSINESS

AB17.22 Additional Item - Presentation of Far Meadow Blues (Video)

Clr Wells invited Joe from Dos Enos (a local band) and Lachlan from Somethings Wild (Videograher) to present their Video presenting Far Meadow Blues and congratulated Joe and Lachlan for their work.

This Video was premiered at the Tea Club and has been viewed on YouTube almost 10,000 times.

Joe and Lachlan thanked the Shoalhaven Arts Board for their support.

It was noted by Alison Chiam that Bridget Macleod – Gallery Officer had interviewed Rick Amor and had written an article in Issue 39 of the Artist Profile Magazine.

There being no further business, the meeting concluded, the time being 1.59pm.

Clr John Wells

CHAIRPERSON

Shoalhaven Arts Board – Thursday 07 December 2017

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AB17.23 Draft Shoalhaven Libraries Strategic Plan 2017 - 2021

HPERM Ref: D17/324683

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Attachments: 1. Shoalhaven Libraries Strategic Plan 2017 - 2021 (under separate cover) ⇨

Purpose / Summary

To present the Draft Shoalhaven Libraries Strategic Plan 2017 – 2021 to the Shoalhaven Arts Board and seek their endorsement to place the document on public exhibition.

Recommendation

That:

1. Council place the Draft Shoalhaven Libraries Strategic Plan 2017 – 2021 on public exhibition for a period of 28 days

2. If no significant adverse comments are received at the close of the public exhibition period, the Draft Shoalhaven Libraries Strategic Plan 2017 – 2021 be deemed adopted.

Options

1. As recommended

Implications: Placement on exhibition allows community feedback and adoption of the draft Shoalhaven Libraries Strategic Plan 2017 – 2021 provides a clear framework and strategic direction for Shoalhaven Libraries.

2. Provide an alternate recommendation

Implications: Unknown at present

3. Decline to adopt the draft Shoalhaven Libraries Strategic Plan 2017 – 2021.

Implications: This will result in no feedback and if not adopted no clear framework and strategic direction for Shoalhaven Libraries.

Background

The Shoalhaven Libraries Strategic Plan was due for review, with the previous plan ‘Shoalhaven Libraries Infrastructure Model Report’ having served well over the preceeding years.

The draft Shoalhaven Libraries Strategic Plan 2017 – 2021 was prepared over a 12 month period using professional public library research, direction and benchmarking; information regarding the changing role and profile of libraries and librarians; community expectations of libraries; technological advances; branch usage statistics; customer survey data and industry trends.

This new strategic plan aims to provide clear direction for staff and the community on the library’s fututre priorities and the strategies and actions to achieve the desired goals. An alignment with Council’s integrated planning and reporting framework and relevant strategies, as well as the overarching Cultural Plan, has been achieved. Shoalhaven Libraries 2021 works towards key themes and priorities that have been identified by the community, which are to:

· Build inclusive, safe and connected communities

· Activate communities through arts, culture and events

· Deliver reliable services that meet daily community needs

Community Engagement

In 2015 a Library Customer User Survey was conducted which saw over 800 respondents provide information about the current level of service and future wishes. The information gathered during this consultation has been used in the preparation of the strategic plan.

Further community consultation will be underaken inviting submissions on the draft Shoalhaven Libaries Strategic Plan 2017 – 2021 including:

· Placing the document on public exhibition for a period of 28 days,

· Public Notice in local newspapers,

· Copies of the draft document available for review in all the libraries and at Council Administrative Centres,

· Media release,

· Council’s website - Current Projects and Get Involved pages,

· Library website site and other Council social media platforms,

· Council and Library e-newsletters .

If no signifcant adverse comments are received at the close of the public exhibition period, the draft Shoalhaven Libaries Strategic Plan 2017 – 2021 will be deemed adopted.

Policy Implications

There are no policy implications arising from the adoption of the draft Shoalhaven Libraries Strategic Plan 2017 – 2021.

Financial Implications

There are no current budget implications arising from the adoption of the draft Shoalhaven Libraries Strategic Plan 2017 – 2021.

Shoalhaven Arts Board – Thursday 07 December 2017

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AB17.24 Arts Board Awards Cancellation and Future Use of Dedicated Fund

HPERM Ref: D17/387447

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Purpose / Summary

The 2017 Arts Board Awards, scheduled for October 20, 2017, were cancelled due to insufficient entries. The Arts Board selected a working party to investigate the potential for repurposing the fund to develop community capacity for programming festivals and community events with an arts focus.

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Arts Board

1. Approves the reallocation of the 2017/18 annual awards in funding of $4,500 to the delivery of:-

I. two workshops focusing on social media marketing, and data collection to assist with event evaluation and eligibility for grant applications, and

II. the development of an Event Marketing Tool Kit

Options

1. Adopt the recommendations to repurpose the Arts Award Funds to deliver an Event Marketing Toolkit; and deliver two workshops on the subject of data collection and Digital Marketing on a Shoestring Budget.

Implications: The proposed repurposing of the funds will assist the Arts Board to raise the profile of the Board, and provide practical resources and training for community festival committees which program the arts.

2. Amend the recommendation.

Implications: Currently unknown

Background

The Arts Board Awards, scheduled for October 20, 2017, were cancelled due to insufficient entries.

At its September 9, 2017 meeting the Arts Board resolved to continue to provide the $500 already pledged for the Outstanding River Festival Environmental Artist.

The Arts Board developed a working party, comprising members Karen Akehurst, Alison Chiam, Clr Gartner, and Barbara Dawson. The working party has discussed making an annual award for Outstanding Lifetime Acheivement in the Arts to the value of $1,000, plus a $500 grant for the winner to commission a work from an emerging artist. The working party suggested each annual winner should be celebrated by way of a plaque to be installed in Council’s administration building. Further clarification is required on the costs involved in advertising the award, presentation of the award, whether the proposed plaque can be accommodated, and the potential cost.

The skills training for event organisers and committees was proposed by the Arts Board. Council’s Tourism and Events team also identified skills gaps in community festival/events teams were commonly event evaluation, digital marketing and succession planning in terms of transferrable skills and tools.

The delivery cost for Digital Marketing Effectively on a Shoestring Budget would be $2,320 to cover offering a workshop in two locations, including catering for networking/information for 40 people, and venue hire. The networking is intended to help festival and events organisers learn from each other and potentially share resources and contacts.

The workshop would address subjects including:

i. What is Digital Marketing and how can it work for my event?

ii. Owning Your Online Presence

iii. Reaching Your Target Market – Who Are They and How to Find Them

iv. Writing Awesome Content that Engages with our Market

v. The Differences between Facebook and Instagram

vi. Social Media Analytics and Data Collection (event evaluation, essential for grant applications)

b. Event Marketing Toolkit

i. The Event Marketing Toolkit would allow event organisers to access information year-round in the lead up to their event and would cover topics discussed in the workshop and provide additional information, templates, links to further information and contact details. This recource would assist in succession planning when committee memberships change, or new events are proposed. Cost $1,500

Financial Implications

A dedicated budget of $4,500 per annum is dedicated to the Arts Board Awards which have traditionally been held biennially. Currently the total budget amount for Arts Award that is held is $13,843.03.

Shoalhaven Arts Board – Thursday 07 December 2017

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AB17.25 Shoalhaven Regional Gallery Additional Resources Allocation

HPERM Ref: D17/391923

Group: Finance Corporate & Community Services Group

Section: Recreation Community & Culture

Attachments: 1. Museum Standards Report ⇩

Purpose / Summary

Shoalhaven Regional Gallery in the last 18 months, has achieved great success in community engagement and raising the profile of SRG and the Shoalhaven. The Gallery has provided significant growth in relation to its engagement with the community, visitors and playing an important role in the revitalising the CBD. If SRG is not successful in additional resources allocation, this success is in danger of plateauing due to inadequate staff resources.

Recommendation

That the Shoalhaven Arts Board

1. Endorses Shoalhaven Regional Gallery request for additional resources to be allocated to allow for all part-time staff to become permanent staff, allowing continual growth for the Shoalhaven community and CBD.

2. Champions the integral role Shoalhaven Regional Gallery can take in the revitalisation of Nowra CBD

Options

1. Adopt the reccomendations to endorse Shoalhaven Regional Gallery request for the allocation of additional resources, to allow continual growth in community engagement and champion the integral role Shoalhaven Regional Gallery can take in the revitalisation of Nowra CBD

Implications: Without additional resources the Shoalhaven Regional Gallery’s successful community engagement will plateau and loose momentum. Possibility of key staff looking for other employment.

2. Adopt a modified reccomendation.

Implications: This would depend on the actual resolution of the committee

Background

Additional resources hav ebeen requested in previous budget processes for Council. Any additional resouces would allow staff to generate public engagement and increase SRG self funding opportunities.

Financial Implications

It has been estimated additional resources required for employing part time staff to the capacity of full-time staff is approxiamately $60,000. The request is currently being considered. The allocation of the additional resources is considered on a needs/risk basis.