AGENDA
Ordinary meeting of the
Nelson City Council
Thursday 18 February 2016
Commencing at 9.00am
Council Chamber
Civic House
110 Trafalgar Street, Nelson
Membership: Her Worship the Mayor Rachel Reese (Chairperson), Councillors Luke Acland, Ian Barker, Ruth Copeland, Eric Davy, Kate Fulton, Matt Lawrey, Paul Matheson (Deputy Mayor), Brian McGurk, Gaile Noonan, Pete Rainey, Tim Skinner and Mike Ward
Nelson City Council
18 February 2016
Page No.
Opening Prayer
1. Apologies
1.1 Apologies have been received from Councillors Eric Davy and Mike Ward
2. Confirmation of Order of Business
3.1 Updates to the Interests Register
3.2 Identify any conflicts of interest in the agenda
Document number R5392
Recommendation
THAT the Mayor's Report (R5392) be received.
6. Arts Festival Transition Group Terms of Reference 5 - 12
Document number R5277
Recommendation
THAT the report Arts Festival Transition Group Terms of Reference (R5277) and its attachment (A1486043) be received;
AND THAT Council approve the draft Arts Festival Transition Group Terms of Reference (A1486043);
AND THAT the Arts Festival Transition Group is established;
AND THAT the Chair and Deputy Chair of the Community Services Committee identify a shortlist of members for the Arts Festival Transition Group to present to the Community Services Committee for approval;
AND THAT officers report back to the Community Services Committee on 14 April 2016 with the list of members for the Arts Festival Transition Group for approval.
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Council 18 February 2016 |
REPORT R5392
Mayor's Report
1. Purpose of Report
1.1 To update Council on a number of matters.
2. Recommendation
3. Discussion
Mayor’s Discretionary Fund
3.1 As a fundraising activity, the Nelson Tasman Hospice organised a ‘Tug of Peace’ community event in Nelson on 28 January 2016. The Hospice asked Her Worship the Mayor for assistance to cover the cost of the street closure for the event. The Mayor recognises the valuable contribution that the Hospice makes to the community and has agreed to donate $324 from the Mayor’s Discretionary Fund.
3.2 The Bishop Suter Trust is organising a charity dinner and auction for The Suter on 11 March 2016. Her Worship the Mayor has agreed to donate $200 from the Mayor’s Discretionary Fund towards the cost of hiring the Saxton Oval for the event.
Rachel Reese
Mayor of Nelson
Attachments
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Council 18 February 2016 |
REPORT R5277
Arts Festival Transition Group Terms of Reference
1. Purpose of Report
1.1 To approve the draft Arts Festival Transition Group Terms of Reference.
2. Delegations
2.1 This matter is for Council to decide as it spans more than one committee (Governance and Community Services).
3. Recommendation
4. Background
4.1 During its deliberations on the Long Term Plan, Council resolved:
THAT an independent governance structure be established for the Nelson Arts Festival with transfer of operations to occur in time for the new entity to be responsible for the 2017 Arts Festival;
AND THAT Council express its preference for the Arts Festival to remain an annual event;
AND THAT the Masked Parade and Readers and Writers Week be transferred with the Nelson Arts Festival to the independent governance structure;
AND THAT the allocation in the draft 10 year budget for the Nelson Arts Festival, Masked Parade and Readers and Writers week be confirmed at current levels;
4.2 A progress update was provided to Council on 17 December 2015 and it was resolved:
THAT officers bring terms of reference for a Arts Festival Transition Group to the Council meeting on 18 February 2016.
4.3 A draft Terms of Reference is outlined in attachment one.
5. Discussion
5.1 Whilst there is a strong desire to establish a new governance structure for the Arts Festival, establishing a Transition Group will allow time to build the strategic picture as well as consider the practical aspects of the transition.
5.2 The role of the Transition Group is to consider the associated risks, and opportunities, and to make recommendations to Council on these matters. This is defined further in the draft Terms of Reference in attachment one.
5.3 This process will also allow the Transition Group to gauge the level of community interest for participation at the strategic level for the Arts Festival, to ensure there would be a strong governance capacity.
5.4 Council has identified that the new structure will be in place to ‘shadow’ the 2016 Arts Festival. The initial focus for the Transition Group will be to identify what this will entail, identifying key actions. The Transition Group would then act as the interim governance structure and gain valuable knowledge and experience to consider for the Transition Plan.
5.5 Members of the Transition Group may or may not be recruited for any subsequent governance structure established for the Festival. This would require a separate and more rigorous appointment process.
5.6 Officers have discussed with other festival trusts and local authorities to understand how they operate their festivals under an independent governance structure. Most raised the importance of a robust structure with assigned portfolios and that the strength of the governance is reflected in the success of the events. Most other festival trust boards have started from small beginnings and built up over time. This is also the case for the Nelson Arts Festival, under the Nelson City Council structure. Therefore, to transition the festival to an external governance structure, careful consideration of the practicalities and requirements to ensure the continued success of the Festival will be required by the Transition Group.
5.7 The World Buskers Festival is one such example of a Festival that used to be operated internally by Christchurch City Council. The event outgrew the scope of operations for the Council and it was decided to establish an external Trust to operate the Festival. This transition took place over a three year period with a staged approach.
5.8 The Transition Group will be required to prepare a Transition Plan to guide the transition, with short, medium and long term actions, and to consider options for, and recommend a preferred structure.
6. Options
6.1 Council has previously decided it does not want to keep the status quo so this is not an option being considered.
6.2 Council could decide to establish an external governance structure without the transition group process and ask for an officer report with recommendations, however this would not be able to cover off the strategic issues and practicalities identified, and Council may not have enough information to make a decision.
6.3 The preferred option is to establish the Transition Group and approve the draft terms of reference in attachment one.
6.4 Officers would call for nominations for members of the Transition Group and it is recommended that the members of the Group be shortlisted by the Chair and Deputy Chair with final approval by the Community Services Committee.
7. Alignment with relevant Council policy
7.1 This recommendation is consistent with previous Council resolutions and with Council policy.
8. Assessment of Significance against the Council’s Significance and Engagement Policy
8.1 This is not a significant decision in terms of Council’s Significance and Engagement Policy.
9. Consultation
9.1 Council has consulted on changing the governance structure of the arts festival through the Long Term Plan. The recommendation would allow for further consultation with interested parties.
10. Inclusion of Māori in the decision making process
10.1 Maori have not been specifically consulted in making the report recommendations.
Shanine Hermsen
Manager Community Partnerships
Attachments
Attachment 1: A1486043 - Arts Festival Transition Group Terms of Reference
