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Agenda Extraordinary (10 March 2020) - Agenda Council agenda Extraordinary (10 March 2020) - Agenda MEETING AGENDA EXTRAORDINARY COUNCIL Tuesday 10 March 2020 (at the conclusion of the Strategy and Operations Committee) COUNCIL CHAMBER LIARDET STREET NEW PLYMOUTH Chairperson: Mayor Neil Holdom Members: Cr Tony Bedford Cr Sam Bennett Cr Gordon Brown Cr David Bublitz Cr Anneka Carlson Cr Murray Chong Cr Amanda Clinton-Gohdes Cr Harry Duynhoven Cr Richard Handley Cr Stacey Hitchcock Cr Colin Johnston Cr Richard Jordan Cr Dinnie Moeahu Cr Marie Pearce 1 Council agenda Extraordinary (10 March 2020) - Agenda Purpose of Local Government The reports contained in this agenda address the requirements of the Local Government Act 2002 in relation to decision making. Unless otherwise stated, the recommended option outlined in each report meets the purpose of local government and: Promote the social, economic, environmental, and cultural well-being of communities in the present and for the future. Would not alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or transfer the ownership or control of a strategic asset to or from the Council. END 2 Council agenda Extraordinary (10 March 2020) - Health and Safety Health and Safety Message In the event of an emergency, please follow the instructions of Council staff. Please exit through the main entrance. Once you reach the footpath please turn right and walk towards Pukekura Park, congregating outside the Spark building. Please do not block the foothpath for other users. Staff will guide you to an alternative route if necessary. If there is an earthquake – drop, cover and hold where possible. Please be mindful of the glass overhead. Please remain where you are until further instruction is given. 3 Council agenda Extraordinary (10 March 2020) - Apologies APOLOGIES Cr Richard Jordan 4 Council agenda Extraordinary (10 March 2020) - Deputations ADDRESSING THE MEETING Requests for public forum and deputations need to be made at least one day prior to the meeting. The Chairperson has authority to approve or decline public comments and deputations in line with the standing order requirements. PUBLIC FORUM Public Forums enable members of the public to bring matters to the attention of the committee which are not contained on the meeting agenda. The matters must relate to the meeting’s terms of reference. Speakers can speak for up to 5 minutes, with no more than two speakers on behalf of one organisation. None advised DEPUTATIONS Deputations enable a person, group or organisation to speak to the meeting on matters contained on the agenda. An individual speaker can speak for up to 10 minutes. Where there are multiple speakers for one organisation, a total time limit of 15 minutes, for the entire deputation, applies. None advised 5 Council agenda Extraordinary (10 March 2020) - Table of Contents REPORTS Reports Direct to the Council 1. Agility Fund Application – Waitara Rugby League Club 2. Delegation to Borrow 3. Adoption of Fees and Charges Schedule 2020-2021 4. Annual Plan END 6 1 Council agenda Extraordinary (10 March 2020) - Agility Fund application FUNDING OF WAITARA RUGBY LEAGUE CLUBROOMS MATTER 1. The matter for consideration by the Council is whether to support Waitara Rugby League in remedial works on their clubrooms. RECOMMENDATION FOR CONSIDERATION That, having considered all matters raised in the report, the Council considers whether it wishes to support Waitara Rugby League in remedial works on their clubrooms by providing $50k from the Agility Fund. COMPLIANCE Significance This matter is assessed as being of some importance. This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. Council considers whether it wishes to support Waitara Options Rugby League in remedial works on their clubrooms by providing $50k from the Agility Fund. 2. Council does not support Waitara Rugby League in remedial works on their clubrooms. The persons affected by or interested in this matter are the Affected persons members of the Waitara Rugby League Club. This report recommends Option One for addressing the Recommendation matter. Long-Term Plan / There are no Annual Plan or Long Term Plan implications Annual Plan related to this matter. The initiative is to be part funded Implications through existing budgets, namely the Agility Fund. Significant Policy and Plan No Inconsistencies EXECUTIVE SUMMARY 2. The Council has been asked to consider whether it wishes to support Waitara Rugby League to get their clubrooms up to standard, and a suitable venue for members and visiting teams. Providing agility funding will allow work to begin immediately, and in time for the 2020 season. The next step will be to grant the funding, with the understanding that works will be completed by Waitara Rugby League by the start of the 2020 rugby league season. 7 1 Council agenda Extraordinary (10 March 2020) - Agility Fund application BACKGROUND 3. In 2018, Stage One of Waitara's Clifton Park sports complex was completed. Development of the complex was facilitated by North Taranaki Sports and Recreation Inc (NTSRINC). 4. Membership of NTSRINC includes Ruakura Netball, Tysons Netball, 99ers Basketball, Waitara High School, Waitara Gym Sports, Te Kotahitanga o Te Atiawa, and Waitara Rugby League. 5. Stage One of the project at Clifton Park included development of the gymnasium, the covered netball courts, and a community and administration block. 6. Funding for the build was obtained from a number of funders including $1m from TSBCT, $2m from TET, $750k from NZCT, and a further $2.5m from Lotteries and other funders. 7. Council contributed to the project through transfer of ownership of the bowling club pavilion, and provision of an operational grant of $38,500 per annum. 8. Stage Two of the project includes plans to develop and improve the Waitara Rugby League clubrooms. However, in the meantime the clubrooms need remedial works so they can be used until Stage Two is complete. 9. Use of the clubrooms is significant, with eight teams competing at Clifton Park from March to October. DISCUSSION Waitara Rugby League’s Clubroom Remedial Works Proposal 10. Waitara Rugby League presented a proposal to Council officers requesting funding to support remedial works and maintenance on their clubrooms. 11. The clubrooms have been in disrepair for some time and are in need of a chemical clean to remove pest waste, and to make the clubrooms habitable. Waitara Rugby League have provided photos of the clubrooms, which are attached. 12. Significant maintenance is also needed to get the kitchen up to a hygienic level of standard. 13. The showers in the clubrooms are in serious need of repair, and a refresh is required to bring it up to an appropriate standard. 8 1 Council agenda Extraordinary (10 March 2020) - Agility Fund application 14. Waitara Rugby League have requested funding for: Chemical cleaning of the clubrooms Repainting inside of the building New seating Refresh of the shower facilities Maintenance of electrical wiring and gas heating Maintenance of kitchen 15. One set of quotes was supplied by Waitara Rugby League at the time of this report being written. A second quote has been requested from another supplier to confirm the veracity of the first quote. With the existing quote, the total project cost is $56,556 + GST, with Waitara Rugby League fundraising for the remaining amount. If approved, funding will be released after the confirmation of a second quote by the Mayor and Chief Executive. 16. Waitara Rugby League have provided a budget, which is attached. Agility Fund Criteria 17. The Agility Fund is set aside for strategic actions that meet certain criteria. To qualify for Agility funding proposals must meet all of these criteria: The action must be urgent, that is it cannot reasonably wait until an Annual Plan or Long-Term Plan funding decision; The action must have no other funding source available to cover all of its costs (such as reserve funding or a community funding investment scheme); and The action must contribute to meeting Council’s adopted strategic objectives or any other adopted strategy or plan. 18. The Waitara Rugby League project meets all of the above criteria, as follows: The project is urgent as the work needs to be completed before the beginning of the season in March 2020. No further funding is available through Council for the programme, as the Community Investment Funding round has now closed. 9 1 Council agenda Extraordinary (10 March 2020) - Agility Fund application The proposal would enable children to engage in sport, which is proven to create positive outcomes in youth. This would help achieve Council’s People and Prosperity community outcomes. 19. The use of the Agility Fund, which is capped at a maximum of $200k, must be determined by resolution of Council. Currently the fund has not been accessed this financial year, so has $200k available. 20. Previous funding from the Agility Fund has included supporting New Plymouth Mountain Bikers in weatherproofing their pump track at Lake Mangamahoe, supporting Taranaki Futures driver licence programme, and supporting the New Plymouth BMX Club to host the 2018 BMX New Zealand National Championships. NEXT STEPS 21. Next steps will include officers creating a contract with KPIs in line with this report. Waitara Rugby League aim to complete the works before the start of the 2020 season in March. SIGNIFICANCE AND ENGAGEMENT 22. In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because there are no financial implications outside of budgeted levels. OPTIONS Option 1 Council supports Waitara Rugby League in remedial works on their clubrooms by providing funding of $50k from the Agility Fund. Financial and Resourcing Implications 23. The $50k for the work will come from the Agility Fund which is funded from rates.
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