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Arts, Culture and Recreation Committee
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MINUTES OF A MEETING OF THE ARTS, CULTURE AND RECREATION COMMITTEE

HELD ON WEDNESDAY, 12 MARCH 2008 AT 9:33AM

PRESENT: Councillors Greg Moyle, E.D. [Chairperson]
    Toni Millar, JP [Deputy Chairperson]
    Ken Baguley  
    Dr Cathy Casey  
    Bill Christian, JP  
ALSO PRESENT: Councillors Leila Boyle [from 10:01am, item 8]
    Graeme Easte [from 10:12am, item 8]
    Richard Northey, ONZM [from 9:37am, item 6]
    Denise Roche [from 9:58am, item 8]

  1. Top APOLOGIES

    That the apology from Councillor Fryer for non-attendance be accepted.

    CARRIED

  2. Top CONFIRMATION OF MINUTES

    That the minutes of the Arts, Culture and Recreation Committee meeting held on Wednesday, 13 February 2008 be confirmed as a true and correct record.

    CARRIED

  3. Top EXTRAORDINARY BUSINESS

    There was no extraordinary business.

  4. Top PUBLIC FORUM

    There were no requests to speak in public forum.

  5. Top REPORTS REQUESTED/PENDING

    That the Reports Requested/Pending report of the Democracy Advisor, dated 5 March 2008, be amended as follows:

    Row Target Date Report Title Reason for Changing Target Date
    1 From Mar 08 now TBA St Heliers Bay Boat Ramp Awaiting further negotiation.
    2 From Mar 08 now April 08 Commercial Centre Footpath Cleaning Report to now come to April 2008 meeting as further investigation is required.
    3 From Apr 08 now May 08 Rugby World Cup 2011 package Officers have advised due to meeting timelines the target date has been updated to May 08.

    CARRIED

  6. Top PROPOSED IMPROVEMENT TO THE AREAS SURROUNDING AUCKLAND WAR MEMORIAL MUSEUM AND CENOTAPH

    1. That the Arts, Culture and Recreation Committee endorses for implementation the master plan for the areas surrounding the Auckland War Memorial Museum and cenotaph.

    2. That the report on proposed improvement to the areas surrounding the Auckland War Memorial Museum and cenotaph and the Committee's resolution be forwarded to the Hobson Community Board for its information.

    CARRIED

  7. Top INFORMATION PAPER ON PROPOSED COASTS AND BEACHES PLAN AND HAURAKI GULF ISLANDS PLAN

    1. That the Arts, Culture and Recreation Committee endorses the proposal to develop the Coast and Beaches Plan and the Hauraki Gulf Islands Plan for Auckland City.

    2. That the report on the proposed Coasts and Beaches Plan and the Hauraki Gulf Islands Plan and the Committee's resolution be forwarded to the Great Barrier Community Board and the Waiheke Community Board for their information.

    CARRIED

  8. Top CITY EVENTS ANNUAL EVENTS CALENDAR REVIEW

    A report outlining the annual events facilitated by the Event and Film Operations team was tabled at the meeting.

    [ATTACHMENT 8A]

    1. That the Arts, Culture and Recreation Committee endorses the 2008/2009 annual events calendar, noting that the proposed calendar will be delivered within the proposed 2008/2009 baseline events budget.

    2. That the Arts, Culture and Recreation Committee endorses officers to negotiate and agree a three-year sponsorship contracts for:

      1. ASB Classic and Heineken Open,

      2. Auckland Cup Week,

      3. Air New Zealand Fashion Week,

      4. adidas Auckland Marathon,

      5. Auckland Seafood Festival, and

      6. Vodafone New Zealand Music Awards.

    3. That the Arts, Culture and Recreation Committee approves the use of the event assessment tool to guide sponsorship investment decisions based on the following assessment criteria:

      1. showcase unique Auckland,

      2. increase visitation and direct economic impact,

      3. raise destination profile,

      4. build corporate reputation,

      5. strengthen and connect communities,

      6. calendar fit of event (season, location, market),

      7. develop Auckland's industry capabilities,

      8. build relationships, and

      9. promote sustainable practises.

    4. That the Arts, Culture and Recreation Committee approves the amended event approval process involving the following:

      1. annual approval of the full events calendar in March/April by this Committee, and

      2. delegate to the Chairperson and Deputy Chairperson along with Councillor Armstrong the reallocation of event funding up to $150,000 within the annual baseline budget.

    5. That the Arts, Culture and Recreation Committee notes council's resources be focused on the delivery of city-wide events, including:

      1. the Pasifika Festival,

      2. the Lantern Festival,

      3. Diwali Festival of Lights,

      4. Waitangi Day,

      5. Music in the Parks Series,

      6. Auckland International Cultural Festival, and

      7. the Heritage Festival.

    6. That the Arts, Culture and Recreation Committee notes that further work be undertaken to determine the value of contracting out the delivery of small scale local community events, including:

      1. the Local Christmas series,

      2. the Parnell Festival of Roses,

      3. Winter Splash,

      4. the Onehunga Community Festival, and

      5. That Thing in the Park Youth Event.

    Councillor Casey moved the following amendment:

    1. That the Arts, Culture and Recreation Committee approves the amended event approval process involving the following:

      1. (i) annual approval of the full events calendar in March/April by this Committee, and

      2. (ii) delegate to the Chairperson and Deputy Chairperson along with Councillors Armstrong and Casey, and

      3. (iii) that the delegation reallocation of event funding up to $100,000 within the annual baseline budget.

    2. That the following three events be included in the sponsorship portfolio 2008/2009 within the calendar of sponsored events:

      1. Auckland Anniversary Day Regatta,

      2. Auckland Buskers Festival, and

      3. St Patrick's Day Parade.

    Amendment D was voted on separately, with items D (i) and (ii) taken together. The amendment was declared LOST on a show of hands.

    Amendment G was then voted on and declared LOST on a show of hands.

    Councillor Casey requested her vote in favour of the amendments be recorded.

    Councillor Baguley moved the following amendment by way of addition:

    1. That the organisers of major self-supporting events be invited to apply to list events on the Auckland City events calendar and website without materially impacting on the events budget.

    The Chairperson agreed to incorporate this amendment into the substantive motion.

    The Chairperson put the substantive motion:

    1. That the Arts, Culture and Recreation Committee endorses the 2008/2009 annual events calendar, noting that the proposed calendar will be delivered within the proposed 2008/2009 baseline events budget.

    2. That the Arts, Culture and Recreation Committee endorses officers to negotiate and agree a three-year sponsorship contracts for:

      1. ASB Classic and Heineken Open,

      2. Auckland Cup Week,

      3. Air New Zealand Fashion Week,

      4. adidas Auckland Marathon,

      5. Auckland Seafood Festival, and

      6. Vodafone New Zealand Music Awards.

    3. That the Arts, Culture and Recreation Committee approves the use of the event assessment tool to guide sponsorship investment decisions based on the following assessment criteria:

      1. showcase unique Auckland,

      2. increase visitation and direct economic impact,

      3. raise destination profile,

      4. build corporate reputation,

      5. strengthen and connect communities,

      6. calendar fit of event (season, location, market),

      7. develop Auckland's industry capabilities,

      8. build relationships, and

      9. promote sustainable practises.

    4. That the Arts, Culture and Recreation Committee approves the amended event approval process involving the following:

      1. annual approval of the full events calendar in March/April by this Committee, and

      2. delegate to the Chairperson and Deputy Chairperson along with Councillor Armstrong the reallocation of event funding up to $150,000 within the annual baseline budget.

    5. That the Arts, Culture and Recreation Committee notes council's resources be focused on the delivery of city-wide events, including:

      1. the Pasifika Festival,

      2. the Lantern Festival,

      3. Diwali Festival of Lights,

      4. Waitangi Day,

      5. Music in the Parks Series,

      6. Auckland International Cultural Festival, and

      7. the Heritage Festival.

    6. That the Arts, Culture and Recreation Committee notes that further work be undertaken to determine the value of contracting out the delivery of small scale local community events, including:

      1. the Local Christmas series,

      2. the Parnell Festival of Roses,

      3. Winter Splash,

      4. the Onehunga Community Festival, and

      5. That Thing in the Park Youth Event.

    7. That the organisers of major self-supporting events be invited to apply to list events on the Auckland City events calendar and website without materially impacting on the events budget.

    CARRIED

  9. Top EXCLUSION OF THE PUBLIC : LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

    That the public be excluded from the following part(s) of the proceedings of this meeting.

    The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

    Item no. General subject of each matter to be considered Reason for passing this resolution in relation to each matter Particular interest(s) protected (where applicable) Ground(s) under section 48(1) for the passing of this resolution
    C1 City Events Annual Events Calendar Review - Event Investment Public conduct of matter would be likely to result in disclosure of information for which good reason to withhold exists under section 7. Section 7(2)(b)(ii)

    The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

    In particular, the report includes sponsorship investment figures that need to be negotiated with event organisers based on performance indicators and in return for significant benefits back to the community and council. Revealing figures to these event organisers would seriously compromise officers' ability to negotiate good returns.

    		 S48(1)(a)

    The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

    CARRIED

    There being no further business the Chairman declared the meeting closed at 10:45am.