The URL can be used to link to this page

Home My WebLink AboutCS 21-22 Report to Executive Committee Report Number: CS 21-22 Date: September 6, 2022 From: Sarah Douglas-Murray Director, Community Services Subject: Cultural Advisory Committee - Updated Terms of Reference -File: A-1440-001 Recommendation: 1.That Council endorse the updated Terms of Reference for the Cultural Advisory Committee, as set out in Attachment 1; and, 2.That the appropriate officials of the City of Pickering be authorized to take the necessary actions as indicated in this report. Executive Summary: The Cultural Advisory Committee (CAC) identifies and coordinates opportunities for stakeholder and community engagement and provides community input on matters relating to the provision of cultural services, including the Pickering Museum Village. The CAC also assists City staff with the development, consultation, and implementation of the City of Pickering Cultural Strategic Plan (2014). The 2019 Terms of Reference for the Cultural Advisory Committee have been updated to reflect a composition that will allow for greater participation of residents and larger base of voting members. Financial Implications: None. Discussion: The 2019 Terms of Reference for the Cultural Advisory Committee included a composition of 12 committee members, with 4 Council-appointed members of the public who were able to make motions on committee matters and 8 representatives from community organizations who are referred to as “stakeholder members” that were not eligible to make motions. The composition of the advisory committee with only 4 Council-appointed members caused challenges in meeting quorum on matters requiring review and endorsement of the committee. This was further exacerbated when members of the committee resigned, leaving only 3 active committee members. Additionally, Stakeholder members are not able to vote or make motions, which also caused challenges with quorum and understanding of roles and responsibilities on the committee. The updated Terms of Reference for the Cultural Advisory Committee, set out in Attachment 1, recommends that member composition include a maximum of 10 Council appointed residents. CS 21-22 September 6, 2022 Subject: Cultural Advisory Committee Page 2 The composition of the committee no longer includes “stakeholder members” who represent Pickering Cultural Organizations. The updated Terms of Reference for the Cultural Advisory Committee still allows for community stakeholders and representatives of cultural organizations to attend Cultural Advisory Committee meetings. Generally the duration of Advisory Committee appointments are the same as the term of Council. The Board and Advisory Committee (ADM 040) allows for advisory committee appointments to be staggered to ensure experience and consistency following the advisory committee’s goals and Mandate (07.04). The Cultural Advisory Committee has been recommended for a two year term. This will allow the Committee to undertake a mandate to develop the next iteration of the City of Pickering Cultural Strategic Plan in the first term of the committee. The second two year term will focus on implementation of the updated Cultural Strategic Plan. Attachment: 1.Terms of Reference for the Cultural Advisory Committee Prepared By: Approved/Endorsed By: Original Signed By Original Signed By Laura Gibbs Sarah Douglas-Murray Manager, Cultural Services Director, Community Services Recommended for the consideration of Pickering City Council Original Signed By Marisa Carpino, M.A. Chief Administrative Officer Terms of Reference – Cultural Advisory Committee Attachment #1 to Report CS 21-22 August 17, 2022 Terms of Reference – Cultural Advisory Committee 1.0 Mandate The Cultural Advisory Committee (CAC) will identify and coordinate opportunities for stakeholder and community engagement and provide community input on matters relating to the provision of cultural services, including the Pickering Museum Village. The CAC will assist City staff with the development, consultation, and implementation of the Cultural Strategic Plan. 2.0 Goals, Objectives and Responsibilities The City of Pickering Cultural Strategic Plan, approved by Council on June 16, 2014 as per resolution #247/14, sets a vision for the place of arts, culture and heritage in the City and identifies strategic directions for policy, investment, partnerships and programs for the next 10 years. The CAC will work towards building on the success of the 2014 plan, with a focus on assisting City staff/consultants on an updated Cultural Strategic Plan that aligns with current cultural and museum trends. Pickering’s Cultural Strategic Plan sets out six strategic directions: 1.Broaden and deepen City leadership and investment; 2.Build a strong and collaborative cultural sector; 3.Strengthen culture-led economic development; 4.Conserve and promote history and heritage; 5.Celebrate and support diversity and inclusion; and 6.Culture opportunities for the creation, education and enjoyment of the arts. Committee responsibilities include: a)Assist and advise staff on the implementation of the Cultural Strategic Plan; b)Assist and advise staff on the development and review of policy relating to cultural development; c)Assist and advise staff on matters concerning the strategic planning, development and evaluation for cultural development in the municipality; d)Advocate for culture and promote community-wide cultural initiatives; e)Provide consultation, research and report findings and make recommendations as necessary on matters of culture within the City of Pickering; f)Encourage and promote effective communication between community cultural groups, individuals and the City; g)Advise and develop working relationships with owners of businesses, Business Improvement Areas (BIA) and Chamber of Commerce; h)Review and recommend actions based on the Pickering Museum Village’s operating plan; i)Review and recommend actions based on the Public Art Policy; Terms of Reference – Cultural Advisory Committee August 17, 2022 Page | 2 j)Advocate and promote the value and benefit of cultural activities for all; and k)Report annually to Council. The CAC will not be responsible for the following: 1.Program delivery; 2.Budget approval; 3.Day-to-day operations of City-owned facilities; and 4.Administrative matters including direction given to staff. 3.0 Composition The Committee shall have a membership of not more than 10 Citizen Appointments selected from the public. Members from the public must reside in Pickering and represent a broad range of interests and experience in the cultural sector. Examples of committee member experience may include: creator of an artistic work, designer, professional artist or cultural business owner, graphic designer, architect, landscape designer, performing arts professionals, musicians, festival or event planners, professionals and contributors to the heritage field, professionals from historical and heritage fields of study. City Staff from the Community Services Department will also make up the Committee. The term of this committee is two years. 4.0 Member Qualifications Qualifications include the skills, knowledge, and experience needed to contribute effectively to the Committee’s objectives. Membership will be sought on the basis of broad interest, understanding and commitment to cultural development in the municipality, in addition to specific expertise and interest related to Culture. 5.0 Meeting Schedule The Cultural Advisory Committee meets on the third Tuesday of the month. Established meeting dates and times shall not be changed unless circumstances warrant special consideration. Meetings will not be held in the months of July, August or December unless determined by the Committee that a meeting is necessary to meet the mandate or work plan of the Committee.