Agenda of Arts and Culture Subcommittee

ARTS AND CULTURE SUBCOMMITTEE
Membership:	10 (4 elected members, 1 iwi representative and 5 community representatives) To be chaired by a Councillor.
Quorum:	3
Meeting Cycle:	Meets on a quarterly basis, as required or at the requisition of the Chair
Reports to:	Community Services Committee

HUTT CITY COUNCIL

Arts and Culture Subcommittee

Report of a meeting held in the Council Chambers,

2nd Floor, 30 Laings Road, Lower Hutt on

Tuesday 4 July 2017 commencing at 6.00pm

PRESENT: Cr M Lulich (Chair) Mayor WR Wallace

Deputy Mayor D Bassett Ms C Fagan

Ms P Hindmarsh Ms A Mansell

Mr J Mueller-Welschof Ms D Mulligan

Mr N Woods

APOLOGIES: Cr Lewis

IN ATTENDANCE: Mr M Reid, General Manager, Community Services

Ms W Moore, Divisional Manager, Strategy and Planning (part meeting)

Mr P Maaka, Urban Design Manager (part meeting)

Ms C Johnston, Director, Museums

Ms M Laban, Community Projects and Relationship Manager (part meeting)

Ms P Sanderson, Community Arts and Culture Advisor

Ms A Waijers, Contractor, Policy (part meeting)

Mrs A Doornebosch, Committee Advisor

PUBLIC BUSINESS

The Chair welcomed external members to the Subcommittee. He acknowledged the recent passing of Mr Guy Ngan who was a well know local artist.

1. APOLOGIES

Resolved: (Cr Lulich/ Mayor Wallace) Minute No. ART 17301

“That the apology received from Cr Lewis be accepted and leave of absence be granted.”

2. PUBLIC COMMENT

Comments are recorded under the item to which they relate.

Minutes (17/906)

Resolved: (Cr Lulich/Deputy Mayor Bassett) Minute No. ART 17302

“That the minutes of the Arts and Culture Subcommittee meeting held on 11 April 2017 be confirmed as a true and correct record.”

4. CONFLICT OF INTEREST DECLARATIONS

Ms Mulligan declared a conflict of interest in relation to item 5 a) Public Art Condition Audit and took no part in discussion or voting on this matter.

PRECEDENCE OF BUSINESS

Resolved: (Cr Lulich/Mayor Wallace) Minute No. ART 17303

“In accordance with Standing Order 10.4, the Chair accorded precedence of business to item 6, Recommendation to Standing Committee – Jackson Street Streetscape Design.”

This item is recorded in the order in which it is listed on the order paper.

Recommendations to standing committees and Council

Public Art Condition Audit (17/915)

Ms Mulligan declared a conflict of interest and took no part in discussions or voting on the matter.

The Contractor, Policy elaborated on the report.

In response to questions from members, the Contractor, Policy noted there would be some additional restoration costs not included in estimates in the officer’s report. She considered all the artworks included in the report were worthy of restoration. She noted Public Art Advisors had supported the recommendations and were impressed by the level of public art in the city. She considered there would be further detrimental effects on the Russell Clark sculpture if restoration was delayed.

In response to questions from members, the General Manager Community Services highlighted Council had approved the Annual Plan for 2017/18. He said if the Subcommittee endorsed the recommendations, new funding would need to be identified for restoration costs, as well as funding the proposed new position. He suggested these matters be submitted to 2018 Annual Plan deliberations and officers address the issues identified with existing public art as an operational matter. He advised officers could report back to members within six weeks. He considered the city was fortunate to have excellent leaders in the arts employed within Council’s Museums Division. He acknowledged the distinction between various art media and said he would discuss the leadership role in relation to public art with the Director of Museums.

In response to a question from a member, the Director Museums advised museums had participated in the past in public art initiatives but there was a distinction between the Dowse collection and public art. She noted there was no officer with public art expertise within the Museums Division.

Mayor Wallace suggested an additional Subcommittee meeting be held to consider the report from officers. He requested particular reference be made within the report to how the Russell Clark sculpture might be moved to a new site and restored.

The Chair asked officers to prepare a press release regarding Council’s intent to instruct officers to immediately consider work to be undertaken on public art within Hutt City.

Resolved: (Mayor Wallace/Deputy Mayor Bassett) Minute No. ART 17304

“That the Subcommittee:

(i) notes the results of the Public Art audit;

(ii) asks officers to report back to an additional Arts and Culture Subcommittee within six weeks, regarding immediate work that can be carried out on existing public art works within existing budgets;

(iii) asks that the above report highlights any further costs for remedial work for public art for this financial year; and

(iv) agrees to defer the consideration of a part time public art position.”

Public Art Policy and Guidelines (17/969)

Speaking under public comment, Mr Ian Pike representing the E Tu Awakairangi Public Art Trust noted their support of a Public Art Advisory Group (PAAG). He considered officers had conducted a comprehensive consultative process. He noted the PAAG proposed membership included a number of experienced artists and iwi representatives. He considered the Public Art Policy represented partnerships well.

The Contractor Policy highlighted the benefits of public art within the community. She considered a Public Art Advisory Group would require officer support within its membership.

Mayor Wallace requested the consideration of the Public Arts Advisory Group and the Public Art Policy be deferred until after the report on Public Art had been considered by the Subcommittee.

Resolved: (Mayor Wallace/Deputy Mayor Bassett) Minute No. ART 17305

“That the Subcommittee:

(i) notes the report; and

(ii) asks that consideration of the Public Arts Advisory Group and Terms of Reference for this Group, and the draft Public Art Policy and Guidelines be deferred until the report on public art is considered by the Arts and Culture Subcommittee.”

6.	recommendation to standing committee
	Jackson Street Streetscape Design (17/905) Report No. ART2017/3/155 by the Urban Design Manager
	Speaking under public comment, Ms Hellen Swales representing the Jackson Street Programme (JSP) noted JSP supported the Petone 2040 spatial plan but did not support the Petone Clock Walk project. She considered the proposal to install six clocks was too many and did not agree with the proposed locations. She noted the clocks would have branding included on them which would not fit within the Petone heritage theme. She questioned who would maintain the clocks once they were installed and considered further consultation should be undertaken. The Urban Design Manager elaborated on the report. In response to questions from members, the Urban Design Manager said heritage, community events, and art would all be considered within the Jackson Street Streetscape design. He believed the design work would be completed by the end of October 2017. He noted the Petone Clock Walk was a separate project but would be consulted as part of the Jackson Street Streetscape design.
	Resolved: (Cr Lulich/Deputy Mayor Bassett) Minute No. ART 17306 “That the Subcommittee: (i) notes details of the proposed process for ‘The Jackson Street Streetscape Design’; (ii) notes given the modest $50,000 budget, that this piece of work will be to clarify a good high level approach to develop Jackson Street into the coming decades; (iii) notes that work will be sufficient to give timely direction to the selection of new street furniture and the installation of street art; and (iv) notes that project deliverables will not include detailed design, working drawings, accurate costings, or contract documentation.”

7. Information Items

Community Arts Implementation Plan 2017-20 (17/929)

Memorandum dated 18 June 2017 by the Community Arts and Culture Adviser

The Community Arts and Culture Advisor elaborated on the memorandum.

In response to questions from members, the Community Arts and Culture Advisor highlighted the Community Arts Implementation Plan (‘the Plan’) included funded initiatives for next year’s Annual Plan and proposed initiatives for future years. She noted the Common Ground Art Festival was biennial so funding was reduced in the second year. She welcomed input from members to the Plan, and noted any submissions for future Annual Plans would be submitted to members for endorsement prior to the commencement of the Annual Plan process.

Resolved: (Cr Lulich/Deputy Mayor Bassett) Minute No. ART 17307

“That the Subcommittee:

(i) receives the Community Arts Implementation Plan;

(ii) notes that the Implementation Plan identifies a budget shortfall in 2018/19 and 2019/20 that will be considered during 2018 Annual Plan deliberations; and

(iii) requests officers prepare an Action Plan and report back to the Arts and Culture Subcommittee before the Annual Plan 2018/19 deliberations.”

Commentary Report on Community Arts and Culture Policy Implementation Plan 2017-2020 (17/931)

Memorandum dated 19 June 2017 by the Community Arts and Culture Adviser

The Community Arts and Culture Advisor elaborated on the memorandum.

Resolved: (Cr Lulich/Mayor Wallace) Minute No. ART 17308

“That the Subcommittee receives the Commentary report.”

Community Arts and Culture Advisor Update (17/949)

Memorandum dated 19 June 2017 by the Community Arts and Culture Adviser

The Community Arts and Culture Advisor elaborated on the memorandum.

In response to questions from members, the Community Arts and Culture Advisor said Creative New Zealand calculated its funding based on population levels in particular areas. Mayor Wallace agreed he or the Chair would write to Creative New Zealand asking for an increase in funding within the Creative Communities Fund.

The General Manager Community Services highlighted Creative New Zealand had selected artwork at the Walter Nash Centre, to be showcased as part of the upcoming Local Government New Zealand Conference. The Chair noted he would ask officers to prepare a press release highlighting this achievement.

Resolved: (Cr Lulich/Deputy Mayor Bassett) Minute No. ART 17309

“That the Subcommittee notes and receives the memorandum.”

8. QUESTIONS

There were no questions.

9. EXCLUSION OF THE PUBLIC

10. MINUTES (17/909)

Resolved: (Cr Lulich/Mayor Wallace) Minute No. ART 17310

“That the Subcommittee agrees that the public excluded item 10, public excluded minutes of the Arts and Culture Subcommittee meeting dated 11 April 2017 be released to the public on the grounds that withholding the information no longer exists.”

Resolved: (Cr Lulich/Mayor Wallace) Minute No. ART 17311

“That the public excluded minutes of the Arts and Culture Subcommittee held on 11 April 2017 be confirmed as a true and correct record.”

There being no further business the Chair declared the meeting closed at 7:51 pm.

Cr M Lulich

CHAIR

CONFIRMED as a true and correct record

Dated this 12th day of September 2017

MEMORANDUM 15 12 September 2017

Our Reference 17/1238

TO: Chair and Members

Arts and Culture Subcommittee

FROM: Pippa Sanderson

DATE: 14 August 2017

SUBJECT: Community Arts Advisor update

Recommendation

That the Subcommittee:

(i) notes and receives the Memorandum; and

(ii) notes and approves the amendments to the Community Arts and Culture Implementation Plan 2017/2020.

Purpose of Memorandum

1. To update the Subcommittee about community arts activities since the last officer’s update on 4 July this year and submit amendments to the Community Arts Implementation Plan for the Subcommittee to note.

Officer’s update

Community Funding

2. The Community Arts and Culture Fund (supports local arts organisations with operational and project costs) closed on 14 August 2017. Funds were allocated at a meeting on 28 August 2017. A list of successful applicants is attached as Appendix 1 to the report.

3. The Creative Communities Funding Scheme Round 1 for 2017/18 opened on Monday 14 August, and closes on 25 September. There is $35,000 to distribute. The Creative Communities (CCS) panel will meet on Wednesday 8 November 2017 to allocate funds.

Hutt Winter Festival 2017

4. The Hutt Winter Festival budget was $89,270 including:

i $66,670 HCC Community Arts ($15,000 from 2015/16 budget);

ii $2,000 HCC Roading;

iii $2,500 HCC City Promotions;

iv $2500 Pub Charity;

v $5,000 Wellington Community Trust;

vi $10,600 Creative Communities funding; and

vii Sponsorship in kind.

5. Survey results showed that the aims of the festival were ably met by the programme and personnel involved. The festival aimed to:

i Connect people through art and culture;

ii Involve the local community in development and delivery of events;

iii Support and provide a new platform for, the presentation of local and community focused arts activities that are accessible to people of all cultures, ages and abilities;

iv Make better use of existing community arts spaces;

v Improve the visibility of arts and culture in the Hutt;

vi Build audiences for art in Hutt City; and

vii Extend summer community events into winter.

6. The festival included 35 cultural and community groups, 502 participants and reached over 1500 attendees.

7. There were 16 projects and 6 workshops on the programme, across 12 different sites throughout Lower Hutt.

8. Partners included: Barbarian Productions, Dustys and Lulu, Hutt City Libraries, The Dowse, About Space, Walter Nash Centre, the Common Unity Project, Filmforchange, Beyond the Page, Community Performing Arts Trust and Creative Voice. Council officers worked collaboratively across several departments. Both Computer Clubhouses were involved.

9. Funders included Wellington Community Trust, Creative Communities, Pub Charity and Pelorus Trust.

10. Survey results showed enthusiasm from the community for the events, and appreciation of the opportunities to engage in local arts activities.

11. Attendee feedback was positive with 94% of attendees either likely or very likely to attend winter arts events in their community if they happen again.

Mural projects

12. A mural project for the Queen’s Arcade was completed in partnership with the Council’s Graffiti Manager and CBD Manager. Youth from Stokes Valley worked with two local experienced mural artists to paint a mural in the Queen’s Arcade. This was accompanied by officers upgrading the lighting system in the arcade. A mural launch was held in the arcade and The Chill next door. Many family and community members attended and spoke in support of the youth, artists and the mural, including the principal of Taita College, business owners and Council staff.

13. The project to refresh the Koi mural in the Knights Road service lane was postponed as the current mural needs to be sanded back to create a robust surface to work on. Once this work has been done the artist will begin the mural.

14. The Stokes Valley Hub mural project for the exterior south wall of the Hub is being carried out in partnership with Risk Church, a Stokes Valley based organisation that runs youth programmes and has good connections with local youth. The lead artist is Chev Hassett, who worked on the Queen’s Arcade mural with several Stokes Valley youth. Council’s Kaimahi Taiohi / Youth Development Facilitator is working with Risk Church and the artist throughout the project. Taita Clubhouse film crew is recording the project.

Upcoming activities

15. Council’s Arts Mentoring Programme will be delivered in partnership with the Lower Hutt Chamber of Commerce. The events and workshops will be promoted late 2017 and take place in early 2018, with mentoring relationships commencing in March 2018.

16. Closed tenders to curate and deliver Hutt Winter Festival 2018 and Common Ground 2019 will be issued in September 2017.

Amendments to the Community Arts and Culture Implementation Plan

17. The Community Arts and Culture Implementation Plan was submitted to the Arts and Culture Subcommittee at the 4 July 2017 meeting.

18. The Implementation Plan outlines the Community arts and culture programme for the next three years, and identifies budget allocated to each programme.

19. Several amendments are needed, as listed below:

i. The following passages have been added to Page 66: Background, Key findings, Proposed increased or new areas of funding resulting from consultation, Notes. Passages ‘Scope of the Community Arts Implementation Plan’ and ‘Responsibility to deliver the plan’ remain the same. This replaces the Commentary Report in the document that was submitted to the Subcommittee at the 4 July 2017 meeting;

ii. Pages 6, 8 and 9 /pages 68, 70 and 72: the ‘Community Arts and Culture Advisory Group’ has been amended to ‘Arts and Culture Subcommittee’;

iii. Pages 8/71 Art Programmes for Taita, Stokes Valley and Naenae Hubs have been amended to $30,000 (not $40,000); and

iv. Figures in the budget summary pages 9 /73 have been amended as follows:

i. Total year 2 amended to $242,000; and

ii. Subtotal year 3 amended to $175,000, and the total amended to $255,000.

20. The updated Implementation Plan is attached as Appendix 2 to the report.

Appendices

No.	Title	Page
1 ⇩	Successful Community Arts and Culture Fund 2017 applications	20
2 ⇩	Community Arts and Culture Implementation Plan 2017-2020 FINAL	21

Author: Pippa Sanderson

Community Arts and Culture Adviser

Reviewed By: Courtney Johnston

Director, Museums

Approved By: Matt Reid

General Manager Community Services

Attachment 1

Successful Community Arts and Culture Fund 2017 applications

COMMUNITY ARTS AND CULTURE FUND ALLOCATIONS 2017

SUCCESSFUL GRANT APPLICATIONS

Applicant	Successful Project	Brief Description	Amount Granted
Arohanui Strings	Operational costs	Contribution to the director’s wages	$10,000
Chamber Music Hutt Valley	Operating costs	Concert programme 2018	$3,000
Faultline Chorus Incorporated	Operating costs	Towards honorarium for the Musical Director	$1,500
Hutt Art Society Incorporated	Operational costs	Contribution towards running costs.	$4,000
Hutt City Brass Inc	Operational costs	Contribution towards running costs	$2,500
Hutt Valley Orchestra Inc	Operational costs	Contribution towards running costs	$3,154
MIX - Connecting Creating Living	Operational costs	Contribution towards operational costs to run the art programme	$4,000
Nextstage Theatre Charitable Trust	Desperate HuttWives	Funding to pay two performers for Nextstage production Desperate HuttWives	$4,000
Toku Reo Charitable Trust Board	Operational costs	Towards running Reo 2 Go - Reo Māori Social club, a series of total immersion social events.	$4,000
Waterloo Empowerment Through the Arts Programme Trust	Operational costs	Towards the cost of running accessible art programmes for children.	$1,500
Wellington Senior Citizens Health and Happiness Association	Operational costs	Running Waist Drum Dance and easy Dance Classes for seniors	$2,000
Wellington Tamil Society Inc	Venue Hire	Wellington Tamil Society Pongal Vizha venue costs.	$346.00

MEMORANDUM 31 12 September 2017

Our Reference 17/1296

TO: Chair and Members

Arts and Culture Subcommittee

FROM: Courtney Johnston

DATE: 24 August 2017

SUBJECT: Public Art update

Recommendation

That the report be noted.

Purpose of Memorandum

1. To inform members of the Arts and Culture Subcommittee of completed and future actions for conservation work on Hutt City Council public art works following the Arts and Culture Subcommittee meeting of 4 July 2017.

Background

2. A condition assessment of pieces of public art belonging to Hutt City Council was presented at the Arts and Culture Subcommittee meeting of 4 July 2017. Five works were identified as being priorities for repair or conservation. Officers were asked to address these five works.

Update

3. Unless otherwise noted, restoration work is being accommodated within existing budgets.

Debra Bustin, Cement fondue works, Hikoikoi Park

4. The sculptures that have been damaged beyond repair are being removed. The artist, Debra Bustin, has been contracted to repair the remaining two works.

5. Parks and Gardens are leading this work, which is scheduled for early September.

Ronnie van Hout, Fallen Robot

6. A chemical clean and polish of this work has been completed.

Anne Marie van Splunter, Play Modules

7. This piece of interactive urban sculpture has suffered widespread surface damage and minor chipping due to heavy public use.

8. Assessments have been sought from specialist contractors to re-surface the work and find a suitable anti-graffiti treatment. An estimate of $8,050.00 has been received.

9. A request will be made in the next Annual Plan for funding for this piece of maintenance.

John Reynolds, Tītoki Room

10. Downer replaced the failing trees in this sculpture with juvenile trees and improved drainage around the planting in early September.

11. Officers are working a new design for either mulching or installing permeable matting around the base of the sculpture to protect the trunks and roots.

12. It is hoped that within 5 years the juvenile trees will catch up with the mature trees and the work will assume its intended form.

13. We should know within 18 months of replanting whether this action has been successful or not. If it is unsuccessful, the work will be deaccessioned and removed.

14. The artist has been informed of this decision and is comfortable with it.

Russell Clark, Free Standing Forms

15. This work was identified in the public art audit as being in poor condition, with further deterioration unavoidable if action was not taken.

16. Immediately following the 4 July Subcommittee meeting the sculpture was enclosed in scaffolding and a protective wrap, while officers assessed options.

17. Two conservators were approached for independent assessments of the sculpture. Both concluded that the work will need to be removed to enable repair work to be undertaken. An assessment of whether the work will be able to be returned to outdoor display can only be made once restoration begins.

18. An application has been made to the Environment and Heritage Fund (Lotteries New Zealand) for funding towards the removal, storage and repair of the work. Applications closed 9 August 2017. The highest estimate for removal and repair work (with contingency costs included) is $120,152.20: we are able to apply for two thirds of this cost ($80,101.50) with written assurance that Council will provide the remaining third ($32,400).

19. We are currently waiting for weather conditions to improve and the surrounding grounds to firm up so a crane can be brought in to extract the sculptural elements, without causing damage to the Anzac Lawn.

20. Outcomes of the Lotteries funding application will be known in December 2017 and a decision made on whether to go ahead with the restoration at that date.

21. If the funding bid is unsuccessful a decision will need to be made as to whether the sculptural elements are stored until budget is confirmed for restoration through a future annual plan process, or if the sculpture is deaccessioned.

Louise Purvis, Buick St Fountain

22. This sculpture was not identified in the report to the Subcommittee as an urgent priority. However, as the stone sculpture does not have the correct protective sealant, it is highly vulnerable if it were to be graffitied.

23. An estimate of $10,000 has been obtained for cleaning, stripping and recoating the sculpture. A request will be made in the next Annual Plan for funding for this piece of maintenance.

Additional activities

24. Low-cost preventative maintenance has been carried out on Guy Ngan’s Elevated Worms and a bronze sculpture in Eastbourne to maintain their condition.

25. Officers have formed a working group to coordinate maintenance planning for public artworks around the city.

Next steps

26. Our priority remains addressing existing works.

27. In the next cycle of Council meetings a draft Public Arts Policy will be presented to the Policy and Regulatory Committee for consideration.

28. An ongoing Council budget allocation for Public Art (maintenance and acquisition) will be considered as part of the next round of Annual Plan deliberations. As a minimum officers will be recommending an annual budget for maintenance.

Appendices

There are no appendices for this report.

Author: Courtney Johnston

Director, Museums

Approved By: Matt Reid

General Manager Community Services

Mayor W R Wallace	Deputy Mayor D Bassett
Cr T Lewis (Deputy Chair)

Community Representatives:
Christine Fagan	Iwi Representative
Pam Hindmarsh	Stage and Event Manager
Anita Mansell	Hutt Multicultural Council
Johannes Mueller-Welschof	Hutt Art Society
Desiree Mulligan	Heritage and local history expert
Noel Woods	Atiawa FM, Event organiser, musician

Determine and monitor:

Consider and make recommendations to Council on:

General:

Delegated Authority: