Arts Advisory Committee Agenda - Meeting 08-2015

City of Kingston
Arts Advisory Committee Meeting Number 08-2015
Addendum
Thursday, November 12, 2015
9:00 a.m., Loyalist Room, City Hall
Business
a) 2015 Citizen Appointment Recruitment Campaign
The following is an information report from the Nominations Advisory Committee to
update the Arts Advisory Committee on the fall 2015 committee and board recruitment
strategies.
Schedule Pages 1 - 9
Recommendation:
This report is for information purposes only.
Correspondence
a) Correspondence received from Mr. J. Bolognone, City Clerk, dated November 2, 2015
regarding the 2016 Premier's Awards for Excellence in the Arts.
Schedule Pages 10 - 11
City of Kingston
Information Report to Nominations Advisory Committee
Report Number NAC-15-001
To:
Chair and Members of the Nominations Advisory Committee
From:
Cynthia Beach, Commissioner, Corporate & Strategic Initiatives
Resource Staff:
John Bolognone, City Clerk
Date of Meeting:
November 10, 2015
Subject:
2015 Citizen Appointment Recruitment Campaign
Executive Summary:
Fostering open government has been selected as one of six strategic priorities for the 20142018 Kingston City Council. Council’s six strategic priorities will guide the progress of the City of
Kingston for the next four years. Open governance involves providing information, education,
transparency and improvements in community outreach to make City Council activity and
decision making more accessible and inclusive to all.
The City Clerk’s Department identified the citizen recruitment to committees, boards, and
commissions as an area that could be enhanced to have a more customer centric approach.
The City Clerk’s Department worked with the Strategic Communications Department to rethink
the approach to promoting citizen recruitment. Part of this work was to also repackage the
annual information sharing event into a volunteer fair. The new approach was aimed to appeal
to populations that would not routinely apply, which include youth, and new immigrants.
In addition to the new outreach activities and messaging, the City of Kingston also piloted a
Voluntary Diversity Identification Form. The form will be used for statistical purposes to assess
whether the City has been successful in recruiting youth, ethnic and other populations.
Recommendation:
This report is for information purposes only.
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Authorizing Signatures:
ORIGINAL SIGNED BY COMMISSIONER
Cynthia Beach, Commissioner,
Corporate & Strategic Initiatives
ORIGINAL SIGNED BY CHIEF ADMINISTRATIVE OFFICER
Gerard Hunt, Chief Administrative Officer
Consultation with the following Members of the Corporate Management Team:
Lanie Hurdle, Community Services
Not required
Denis Leger, Transportation, Facilities & Emergency Services
Not required
Jim Keech, President and CEO, Utilities Kingston
Not required
Desiree Kennedy, Chief Financial Officer & City Treasurer
Not required
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Options/Discussion:
Background
One of Kingston City Council’s strategic goals is to foster open government, the City Clerk’s
Department has been looking at current governance functions and looking at ways to rework
them to enhance current practices. Open government as a concept that generally involves
providing information, education, transparency and improvements in community outreach to
make City Council activity and decision making more accessible and inclusive to all.
During the development of the open government Kingston workplan, the City Clerk’s
Department identified citizen recruitment as a process that should be refined. In addition, staff
reworked materials to simplify notices, instruction, and to create an identifiable look that could
be associated with the call for citizen recruitment.
Citizen recruitment in the City of Kingston is an annual occurrence that usually happens in the
Fall. A slate of applicants is presented to the Nominations Advisory Committee in November,
and ratified by Council before November 30th. The 2015 annual recruitment drive was
successful, and yielded a greater amount of applicants. (From 63 in 2011 to 325 in 2015.) The
2011 and 2015 recruitment drives are a good comparison, as they are both second round
appointments in a four year term of Council. Generally there are not too many one year
appointments, and interest is usually low.
The application process from 2011 to 2015 has changed wherein applicants are available to
submit one application and choose up to three committee choices. In addition, the Kingston
Economic Development Corporation (KEDCO) board vacancies and KEDCO Review Committee
garnered some media attention, and contributed to the increase in applications. The comparison
data from 2011 and 2015 has been included as Exhibit A to the report.
Rebranding Citizen Recruitment
Staff consulted with the Strategic Communications Department on the communications and
engagement elements of the recruitment process, with the aim to transition away from relying on
print notices, towards strategies that could reach a broader base of Kingston residents. In the
past the process relied on lengthy public notices in the paper as the main driver to advertise
opportunities on boards and commissions. Staff was cognisant of a recent resolution, and bylaw
amendment to change the criteria to serve on committees of Council, which expanded to include
permanent residents (Report AP-15-017). In addition, several advisory committees have had
discussions on the importance of increasing diversity in their composition and spoke in support
of staff implementing a diversity form to measure how successful recruitment efforts have been
in recruiting diverse populations.
The proposed new approach to promotions focused on creating a campaign that would appeal
to a broader amount of Kingston residents, and featured visually appealing public notices with
scaled back written information. A new direction with refreshed visuals has been implemented,
featuring Roy Lichtenstein inspired images, a sampling of the images have been attached to the
report as Exhibit B. It is anticipated that these images, will be used in subsequent recruitment
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campaigns to build the brand for the call for citizen volunteers. A short video has been
introduced which has been posted to Youtube which garnered 574 views, and was linked to the
City website and to the various social medias channels. The rebranding and the campaign have
been received favourably by the public.
Evolution in Notice
Over the past four years the City of Kingston has gradually increased its use of social media to
promote opportunities to serve on boards and commissions. In consultation with staff, the 2015
recruitment saw a reduction the amount of notices placed in the newspaper, and their content.
Notices were streamlined to provide general information, and directed residents to the
recruitment webpage for more information.
In addition notice was provided through the Whig Standard website, through a home page
takeover, sponsored on October 19, 2015 the day of the Federal Election. A home page
takeover translates into an advertisement being featured on the entire background of the
website. It is a visual way to direct online news readers to the website. An example of the Whig
Standard home page takeover has been attached as Exhibit C.
Social media was an effective tool to promote citizen appointments and was also inexpensive.
The Clerk’s Department used the images on the City of Kingston Facebook account which has
approximately 5,500 followers and through a series of Facebook advertisements, which reached
45,392 Facebook users, and generated 779 clicks through to the citizen appointment webpage.
The City of Kingston Twitter account was also used which has over 21,000 followers, and
generated 183 clicks through to the citizen appointment webpage.
Public Event – Volunteer Fair
Traditionally, during the citizen appointment process the City of Kingston would host an
Information Sharing Event. It provided the public with an opportunity to meet with committee
representatives and city staff to ask questions about the committee and its mandate. The event
was formal and incorporated a set program featuring speeches from individuals representing the
committees and boards with vacancies.
For the 2015 recruitment the event changed from an information sharing event, to a volunteer
fair. The City Clerk’s Department worked with the committees and board with vacancies and
included internal departments, such as Recreation and Leisure, and Rideaucrest to present to
participants a panoplie of volunteer opportunities with the City of Kingston. Instead of one large
event at City Hall, staff held two smaller events one at INVISTA Centre and another at
Rideaucrest. Attendance at the volunteer fairs was low, staff will evaluate the event and may
look into working with other city partners to attend and focus on hosting and promoting one
event instead of two.
New to this recruitment, staff attended at a number of public events, such as the Princess Street
Promenade, St. Lawrence College, Queen’s University and KEYS job centre to encourage
individuals to apply to serve on committees of Council. The outreach builds upon public
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education and engagement which occurred during the 2014 Municipal Election and will increase
in future recruitment drives.
Voluntary Diversity Identification Form
The 2015 citizen recruitment campaign piloted a Voluntary Diversity Identification Form, to
gather statistical data on the City of Kingston’s success rate with respect to attracting diverse
groups in its recruitment activities. The City of Kingston is committed to ensuring that the
composition of its Boards and Committees reflect, as much as possible, its population’s diversity
in terms of gender, visible minority representation, age, and disability. The information gathered
is confidential and can only be used for statistical purposes only. For this recruitment
participation for the voluntary diversity form was low, with only 2 respondents. More education
on the form and its utility is required. The Clerk’s Department will work with Strategic
Communications Department to determine effective ways to educate and promote the Voluntary
Diversity Identification Form for future recruitment drives.
Notice Provisions:
None.
Accessibility Considerations:
Not Applicable.
Financial Considerations:
Not Applicable.
Contacts:
John Bolognone, City Clerk, 613-546-4291 extension 1247
Kevin Arjoon, Deputy City Clerk, 613-546-4291 extension 1262
Other City of Kingston Staff Consulted:
Colleen Gareau, Director, Strategic Communications
Exhibits Attached:
Exhibit A – Comparative Statistical Data – Submitted Applications
Exhibit B – Sample of Rebranded Graphic Images
Exhibit C - Example of a Whig Standard Home Page Takeover – October 19, 2015
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Data from 2011 Fall Recruitment:
Committee/Board
Vacancies
Applications
Received
Appeals Committee
3
11
CRCA Lemoine Point Advisory Committee
6
16
KFHC
3
9
Town Homes Kingston Board
2
7
MAAC
6
6
Pump House Steam Museum Advisory Committee
4
6
Taxi Commission
5
8
TOTALS
29
63
Data from 2015 Fall Recruitment:
Committee/Board
Vacancies
Applications
Received
Appeals Committee
3
28
KEAF
3
34
Belle Park Working Group
6
14
Housing & Homelessness Advisory Committee
1
51
MAAC
6
22
Municipal Heritage Committee
1
28
Taxi Commission
5
10
Town Homes Kingston Board
1 Public, 1
Tenant
29
KEDCO Review Committee
4
61
KEDCO Board of Directors
2
48
TOTALS
33
325
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Exhibit C - NAC-15-001
Example of a Whig Standard Home Page Takeover – October 19, 2015
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Blumenberg,Catalina
Subject:
FW: Nominations are open – 2016 Premier's Awards for Excellence in the Arts |
Ouverture des candidatures – Prix de la première ministre pour l’excellence artistique
2016
From: MTCS Correspondence (MTCS) [mailto:[email protected]]
Sent: Monday, November 02, 2015 3:52 PM
To: Bolognone,John
Subject: Nominations are open – 2016 Premier's Awards for Excellence in the Arts | Ouverture des candidatures – Prix
de la première ministre pour l’excellence artistique 2016
Dear CAO, Clerk or Treasurer:
I am writing to announce that nominations are open for the 2016 Premier’s Awards for Excellence in the Arts
and to encourage you to share this information in your municipality.
The Premier’s Awards recognize artists and arts organizations for their outstanding achievements and
contributions that breathe life into our communities, help drive innovation and strengthen local economies.
Finalists are selected by an Ontario Arts Council (OAC) jury from nominations submitted by Ontarians. These
awards are a way for us as audiences, fans and followers of their great work to applaud these innovators,
creators, producers and performers, whose talent and passion enrich our lives and help our communities
become stronger and more vibrant.
Each year, two awards are presented: an artist award of $35,000 and an arts organization award of $50,000.
Individuals and arts organizations engaged in any professional arts practice in Ontario whose artistic work or
service spans a minimum of 10 years are eligible.
The 2015 laureates were announced at an awards ceremony at the Royal Ontario Museum on October 20 in
Toronto.
Program details and nomination forms are available on OAC’s website. The OAC manages the nomination and
adjudication process on behalf of the Ontario government. The nomination deadline is December 1, 2015.
Thank you for helping Ontario celebrate artists and arts organizations who share their talents with us and
improve our communities.
Sincerely,
Drew Fagan
Deputy Minister
Ministry of Tourism, Culture and Sport
Confidentiality Warning: This email contains information intended only for the use of the individual named
above. If you have received this email in error, please destroy all copies of this message and advise us through
the Ministry of Tourism, Culture and Sport’s website at www.ontario.ca/mtcs
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Madame, Monsieur :
Je vous annonce l'ouverture des candidatures à l'édition 2016 des Prix de la première ministre pour
l’excellence artistique et vous encourage à diffuser cette information au sein de votre municipalité.
Les Prix de la première ministre pour l’excellence artistique récompensent les artistes et les organismes
artistiques qui, par leurs contributions et leurs réalisations exceptionnelles, insufflent de la vie dans nos
collectivités, stimulent l’innovation et renforcent l'économie locale.
Les finalistes sont sélectionnés par un jury du Conseil des arts de l’Ontario (CAO) parmi les candidatures
présentées par les Ontariens. Ces prix sont une façon pour nous, spectateurs et amateurs de leur excellent
travail, de rendre hommage à ces innovateurs, créateurs, producteurs et interprètes, dont le talent et la
passion enrichissent nos vies et permettent de renforcer nos collectivités et de les rendre plus dynamiques.
Chaque année, deux prix sont décernés : le prix Artiste d'une valeur de 35 000 $ et le prix Organisme
artistique d'une valeur de 50 000 $. Sont admissibles les personnes et les organismes artistiques œuvrant à
titre professionnel dans le domaine des arts en Ontario dont le travail, le service ou la production artistique
s’étale sur un minimum de 10 ans.
Les noms des lauréats 2015 ont été annoncés à l'occasion d'une cérémonie de remise de prix qui s’est tenue
au Musée royal de l’Ontario le 20 octobre dernier à Toronto.
Les détails du programme et les formulaires de candidature sont disponibles sur le site Internet du CAO. Le
CAO gère le processus de nomination et de décision au nom du gouvernement de l’Ontario. La période de
mise en candidature prend fin le 1er décembre 2015.
Nous vous remercions d’aider l’Ontario à récompenser les artistes et les organismes artistiques qui partagent
leur talent avec nous et stimulent nos collectivités.
Je vous prie d’agréer l’expression de mes sentiments distingués.
Drew Fagan
Sous-ministre
Ministère du Tourisme, de la Culture et du Sport
Avertissement relatif à la confidentialité : L’information que renferme le présent courriel n’est destinée qu’à la
personne nommée plus haut. Si vous avez reçu le courriel par erreur, veuillez détruire toutes les copies et
nous en informer au moyen du site Web du ministère du Tourisme, de la Culture et du Sport, à l’adresse
www.ontario.ca/mtcs
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