Minutes of the Shoalhaven Arts Board

 

 

Meeting Date:     Thursday, 23 May 2019

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

Time:                   1.00pm

 

 

The following members were present:

 

Clr John Wells – Chairperson

Alison Chiam

Karen Akehurst

Barbara Dawson

Dr Peter Lavelle

 

Also present:

 

Clr Patricia White

Jane Lewis – Acting Director, Finance Corporate & Community Services

Bronwyn Coulston – Manager, Arts & Culture

Karen Patterson – Manager, Shoalhaven Entertainment Centre

Sarah Taylor – Manager, Library Services

 

 

 

 

Apologies / Leave of Absence

 

Apologies were received from Robert Crow and Jenny Thompson.

 

 

 

Confirmation of the Minutes

RESOLVED (Peter Lavelle / Barbara Dawson)

 

That the Minutes of the Shoalhaven Arts Board held on Thursday 14 February 2019 be confirmed.

CARRIED

 

 

 

Declarations of Interest

 

Barbara Dawson – AB19.11 Shoalhaven Arts Board Professional Development Grants - Recipients and Submissions - One off Grant program 2019 – pecuniary interest declaration – Has submitted a grant application under this program – Will leave the room and will not take part in discussion or vote.

 


 

Reports

 

AB19.8       Shoalhaven Arts Board - Membership - Term Expires June 2019 - Call for Expression of Interest

HPERM Ref: D19/116155

Peter Lavelle, Karen Akehurst and Alison Chiam confirmed their interest in continuing membership of the Board for a further two year term.

Barbara Dawson confirmed her intention to not reapply. The Chair and members thanked Barbara for her contributions to the Board.

Barbara’s departure creates one vacancy, which together with the position currently occupied by temporary member Jenny Thompson leaves two vacancies to be filled.

 

Recommendation

That Council:

1.   Approve the appointment of a second two (2) year term for the following expiring Community Members who have advised that they wish to continue on the Board in accordance with the Arts Board Terms of Reference:

a.   (INSERT NAMES )             

2.   Call for Expressions of Interest for Community Members on the Shoalhaven Arts Board for the remaining (INSERT NUMBER) positions now vacant on the Board.

 

RECOMMENDATION (Clr Wells / Karen Akehurst)

That Council:

1.      Approve the appointment of a second two (2) year term ending June 2021 for the following expiring Community Members who have advised that they wish to continue on the Board in accordance with the Arts Board Terms of Reference:

a.    Peter Lavelle

b.    Alison Chiam

c.     Karen Akehurst

2.      Note advice from Barbara Dawson that she does not wish to reapply and thank her for her service to the Shoalhaven Arts Board.

3.      Call for Expressions of Interest for Community Members on the Shoalhaven Arts Board for the remaining two (2) positions now vacant on the Board.

CARRIED

 

 

AB19.9       Recommendation from Aboriginal Advisory Committee - Membership - Representation

HPERM Ref: D19/8169

Jane Lewis explained the Terms of Reference stipulate one position on the Arts Board is designated as a local Aboriginal Local Member. Paul McLeod has accepted his nomination. The Aboriginal Advisory Committee is requesting there be two alternates, one of whom may have voting rights when Paul is not present.

It is unusual to have two alternate members, but it reflects the interest in the Aboriginal Advisory Committee and the community for representation on the Arts Board. It was confirmed that alternate members will receive the same distributed materials and induction training as full members.

The next induction session will be held in September or October once the new membership is established. Inductions are compulsory when there is a new Code of Conduct to implement, as there will be from next month – this is a legal requirement.

 

Recommendation

That:

1.    Mr Paul McLeod be appointed to the Aboriginal Local Member of the Shoalhaven Arts Board as recommended by the Aboriginal Advisory Committee.

2.    The Shoalhaven Arts Board consider the request from the Aboriginal Advisory Committee to appoint an additional two (2) Aboriginal Local Members (as alternates) to the Board’s Terms of Reference.

 

RECOMMENDATION (Alison Chiam / Barbara Dawson)

That Council:

1.    Appoint Paul McLeod to the Aboriginal Local Community Member position of the Shoalhaven Arts Board as recommended by the Aboriginal Advisory Committee for a period of 2 years ending June 2021.

2.    Amend the Terms of Reference of the Shoalhaven Arts Board to appoint an additional two (2) Aboriginal Local Community Members (as alternates) in accordance with the request from the Aboriginal Advisory Committee.

CARRIED

 

 

AB19.10     Shoalhaven Arts Board Art Acquisition Subcommittee Report

HPERM Ref: D19/133730

Bronwyn Coulston explained that Luke Sciberras has offered this significant work as a donation through the Cultural Gifts Program. The cost of one valuation is covered in the Arts and Culture Operational Budget. The Artist is required to provide a second valuation. The Acquisition Sub-Committee is strongly recommending the offer be accepted.

Jane Lewis confirmed that the Arts Reserve funds are ringfenced, and the balance can be rolled over year to year.

It was confirmed that the three triptychs by Guy Warren discussed at the last meeting have been acquired. The crowdfunding campaign to assist purchase is open until the end of the financial year.

 

Recommendation (Item to be determined under delegated authority)

That Shoalhaven Arts Board;

1.    Acquire the work Trunks and Treeferns, Jamberoo by Luke Sciberras through the Cultural Gifts Program as an addition to the Shoalhaven City Council Art Collection.

 

RESOLVED (Alison Chiam / Barbara Dawson)

That Shoalhaven Arts Board acquire the work Trunks and Treeferns, Jamberoo by Luke Sciberras through the Cultural Gifts Program as an addition to the Shoalhaven City Council Art Collection.

CARRIED

 

 

AB19.12     Shoalhaven Art Board Grants Program - 2019/20 - Formation of working party

HPERM Ref: D19/134063

Bronwyn Coulston explained that, since 2015/16 a major change has occurred to how the Arts Board Grants Program works; there has been a move towards funding three major programs in line with the Public Art “Sense of Place” strategy. The recent grant program had received a limited number of applications, and only two of the three grants were awarded. The recommendation is that the Arts Board review whether the direction of the program is still suitable, and encourages all art forms to engage. It presents an opportunity to form a working group to consider the focus of the Grants Program and how to allocate funding.

Clr Wells noted that in the last couple years the program has attracted a limited number of applications, whereas making available a more nominal amount of funding over a short period for professional grants had brought ten applications. What can be drawn from this? He proposed that a percentage of the annual allocation could be dedicated to professional development. The remainder can be allocated to Sense of Place specific grants. It was agreed to resolve at this meeting to include Professional Development as an identified part of the Arts Board Grants Program.

 

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Arts Board:

1.    Agree to the creation of a working party to consider the focus, structure and timing of the 2019/20 Shoalhaven Art Board Grants and report back to the SAB at the August meeting;

2.    Nominate members to be on the working group as follows:

(insert members name / s)

 

RESOLVED (Karen Akehurst / Alison Chiam)

That:

1.    The Shoalhaven Arts Board create a working party to consider the focus, structure and timing of the Shoalhaven Art Board Grants;

2     The Shoalhaven Arts Board endorse the allocation of grant funding to both Sense of Place arts projects and Professional Development;

3.    The Shoalhaven Arts Board allocate funding previously applied to the Arts Awards for the 2019/20 Financial Year to the Shoalhaven Arts Board Grants;

4.    The members of the working group be as follows:

·         Karen Akehurst

·         Alison Chiam

·         Peter Lavelle

·         Karen Patterson - Convenor

CARRIED

 

 

AB19.11     Shoalhaven Arts Board Professional Development Grants - Recipients and Submissions - One off Grant program 2019

HPERM Ref: D19/133826

Barbara Dawson – pecuniary interest declaration – Has submitted a grant application under this program – Left the room and did not take part in discussion or vote.

Bronwyn Coulston advised that at the time of writing this report the applications had not yet closed or been assessed, so she gave a verbal report from the Arts Grants Sub-Committee:

10 applications were received. The sub-committee met to consider these applications and the recommendations to be made to the Board. Of the ten, two were deemed ineligible as they did not meet the guidelines and were not considered professional development activities. Of the remaining applications the sub-committee have recommended that four grants be awarded, totalling $9,250.

Recommended for Funding:

·         Shoalhaven Youth Orchestra - $3,000. To assist in bringing the Australian Haydn Ensemble to the Shoalhaven for the annual SYO music camp. Several public performances as a result of the camp are planned.   

·         Jill Talbot - $1,000. To attend the National Art School Winter Course program, which will improve her own emerging practice and support and develop her work as a local educator. 

·         Alison Stewart - $2250. To facilitate two Visual Art HSC study days, by bringing the Director of Art and Design at International Grammar School, Sydney, to the Shoalhaven to lead the study days.

·         Sophie Fletcher - $3000. To take part in a contemporary dance performance in Canberra, as one of only two students outside the ACT to be accepted, and the youngest (14 years).

The remaining four (4) applicants should be encouraged to apply under the 2019/2020 Arts Board Grants Program, which should include professional development:

·         Lissa-Jane de Sailles: To support travel to Poland as the Australian representative at the 4th International Wicker Festival.

·         Elyssa Sykes-Smith: To contribute to fees incurred while undertaking a Masters of Fine Arts at the Architectural Association School of Architecture in London, from September 2019.

·         Barbara Dawson: To attend the Larapinta Creative Camp in the MacDonnell Ranges, enabling skill development in her art practice.

·         Millhouse Art Society: To bring a significant artist to Milton to run a workshop for members, interested members of the public and school students.

Staff will write to these four applicants accordingly.

Peter Lavelle noted that these grants are good branding for Council and could generate positive stories in the media. Bronwyn confirmed she will approach recipients to participate in a media call.

 

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Arts Board, as recommended by the Working Group, award the following Shoalhaven Arts Board Arts Practitioners Professional Development Grants:

1.    (Insert successful applicant’s names to be determined at the meeting)

2.    (Insert successful applicant’s names to be determined at the meeting)

3.    (Insert successful applicant’s names to be determined at the meeting)……

 

RESOLVED (Karen Akehurst / Peter Lavelle)

That the Shoalhaven Arts Board, as recommended by the Working Group:

1. Award the following Shoalhaven Arts Board Arts Practitioners Professional Development Grants:

a.    Shoalhaven Youth Orchestra - $3000

b.    Jill Talbot - $1000

c.     Alison Stewart - $2250

d.    Sophie Fletcher - $3000

4.      Encourage the following four applicants to apply for 2019/2020 Professional Development funding rounds: Lissa de Sailles; Elyssa Sykes-Smith; Barbara Dawson; and Millhouse Arts Society

CARRIED

 

AB19.12     Shoalhaven Art Board Grants Program - 2019/20 - Formation of working party

HPERM Ref: D19/134063

 

Item dealt with earlier in the meeting.

 

 

AB19.13     Shoalhaven Arts Foundation Working Group - Progress Report

HPERM Ref: D19/134370

Bronwyn Coulston reported that the Working Group was formed in February, and has met regularly to look at the formation of a constitution, principles of foundation, purpose, and how to operate a Foundation. In late 2018 staff learned that Sunshine Coast Council were looking to form a similar foundation. A copy of their constitution has been reviewed by the Working Group; it is hoped to set up a meeting with the Sunshine Coast councillor responsible to discuss the model.

The proposed next steps encompass working on the draft constitution, and refining the Foundation’s purpose and objectives. Funding is needed to cover legal fees to ratify the constitution, have the Foundation listed on the appropriate government registers, for example as a not for profit entity, and for staffing and establishment costs. The Foundation is anticipated to cost $125,000 per year for three years, after which should be self-sufficient.

The draft Foundation model is to be presented at a Councillor Briefing and a report requesting funding will go to Council for resolution later this year.

 

Recommendation (Item to be determined under delegated authority)

That the Shoalhaven Arts Board continue to champion the need for a Shoalhaven Arts Foundation, through the Shoalhaven Arts Board Foundation Working Group. 

 

RESOLVED (Clr Wells / Alison Chiam)

That the Shoalhaven Arts Board continue to champion the need for a Shoalhaven Arts Foundation, through the Shoalhaven Arts Board Foundation Working Group. 

CARRIED

 

      

 

GENERAL BUSINESS

 

NOW Contemporary Art Prize

Bronwyn Coulston confirmed that 80 to 100 entries are anticipated. The event is proceeding, although it may prove challenging to attract the full amount of sponsorship needed. Alison Chiam suggested the number of potential sponsorship categories might be discouraging sponsors. Peter Lavelle asked about the tax deductibility of sponsorship. Bronwyn clarified that direct donations are tax deductible, but not sponsorship packages as the sponsor is deemed to be receiving services in return (e.g. marketing). It is possible to have both sponsorship and a donation from the same company, but separate transactions and receipting are required.

The event has been publicised on Facebook and other social media on several occasions.

 

There being no further business, the meeting concluded, the time being 2.16pm.

 

 

Clr John Wells

CHAIRPERSON