Community Development Committee Agenda Date: Wednesday, 18 December, 2019 Time: 10:30 am Location: Council Chamber Forum North, Rust Avenue Whangarei Elected Members: Cr Gavin Benney Her Worship the Mayor Sheryl Mai Cr Vince Cocurullo Cr Nicholas Connop Cr Ken Couper Cr Tricia Cutforth Cr Shelley Deeming Cr Jayne Golightly Cr Phil Halse Cr Greg Innes Cr Greg Martin Cr Anna Murphy Cr Carol Peters Cr Simon Reid For any queries regarding this meeting please contact the Whangarei District Council on (09) 430-4200. Pages 1. Declarations of Interest 2. Apologies 3. Decision Reports 3.1 Allocation of Community Halls Fund 2019-20 5 3.2 Community Loans - Kensington Club Inc 19 3.3 Allocation of Resident and Ratepayer Administration Fund 63 2019-20 4. Information Reports 4.1 Annual Funding Report 2018-19 69 4.2 Rent concessions annual report 2019 87 4.3 Operational Report - Community Group December 2019 189 5. Public Excluded Business 6. Closure of Meeting Recommendations contained in the agenda are not the decisions of the meeting. Please refer to minutes for resolutions. 1 Community Development Committee – Terms of Reference Membership Chairperson Councillor Gavin Benney Members Her Worship the Mayor Sheryl Mai Councillors Vince Cocurullo, Nicholas Connop, Ken Couper, Tricia Cutforth, Shelley Deeming, Jayne Golightly, Phil Halse, Greg Innes, Greg Martin, Anna Murphy, Carol Peters, Simon Reid Meetings Monthly Quorum 7 Purpose To oversee functions of Council that interact, support and provide services for the community, including to disburse funds as determined by the Whangarei District Council Grants, Concessions and Loans Policy. Key responsibilities • Policy and planning for the provision of community development, culture, arts and heritage and events. • District venues and community events • Libraries • Community services o Community sector liaison and support (Advisory Groups) o Community safety (City Safe, CCTV) • Pensioner housing • Property asset management o Pensioner housing o Forum North o Community halls • Civil Defence Emergency Management • Heritage, culture, arts and creative industries sector liaison • Community development led programme • Reporting on service delivery, including operational financial performance. 2 • Reporting on capital projects. • Operational reporting for the Community group within Council. • Procurement – general procurement relating to the areas of business of this committee, within delegations. • Shared services – investigate opportunities for shared services for recommendation to council. • Council Controlled Organisations (CCOs) – monitoring the financial and non- financial performance of CCOs whose functions would otherwise fall under the scope of this committee. Includes trading CCOs (CCTOs) and those CCOs exempted under the LGA. Responsibilities include: o advising on the content of annual Statement of Expectations to CCOs o agreement of the Statement of Intent o monitoring against the Statement of Intent o for exempted CCOs, monitoring and reporting as agreed between Council and the organisation CCOs accountable to this committee: o Whangarei Art Museum Trust (WAMT) – CCO o Northland Events Centre Trust (NECT) – exempted CCO • To carry out the funding process in accordance with the Whangarei District Council Grants, Concessions and Loans Policy in an objective, fair and transparent way. Delegations (i) All powers necessary to perform the committee’s responsibilities, including, but not limited to: a) approval of a submission to an external body. b) establishment of working parties or steering groups. c) adoption of strategies and policies relating to the key responsibilities of this committee (except for those that cannot be delegated by Council under Clause 32(1)(f) of Schedule 7 of the LGA). d) the approval of expenditure of less than $5 million plus GST. e) power to establish subcommittees and to delegate their powers to that subcommittee. 3 f) the power to adopt the Special Consultative Procedure provided for in Section 83 to 88 of the LGA in respect of matters under its jurisdiction (this allows for setting of fees and bylaw making processes up to but not including adoption). g) the power to delegate any of its powers to any joint committee established for any relevant purpose under clause 32, Schedule 7 of the Local Government Act 2002 (LGA). 4 5 3.1 Allocation of Community Halls Fund 2019-20 Meeting: Community Development Committee Date of meeting: 18 December 2019 Reporting officer: Cindy Velthuizen, Community Funding Officer 1 Purpose To determine the grant allocations from the 2019-20 Community Halls Fund. 2 Recommendation That the Community Development Committee: 1. Approves allocations from the 2019-20 Community Halls Fund to the hall committees as follows: i. Glenbervie Hall (subject to meeting requirements) $2,500 ii. Mata Hall $10,000 iii. Matapouri Hall $10,000 iv. Maungakaramea Hall $10,000 v. Maungatapere Community Centre $10,000 vi. McLeod Bay Hall $3,500 vii. Oakura Hall $10,000 viii. Opuawhanga Community Hall $10,000 ix. Otaika Hall $10,000 x. Parakao Hall $7,495 xi. Parua Bay and Districts Community Centre $7,000 xii. Purua Hall (subject to meeting requirements) $7,000 xiii. Riponui Settlers Hall $10,000 xiv. Ruatangata Hall $10,000 xv. Springfield Domain Hall $10,000 xvi. Waiotira Hall $8,000 xvii. Waipu Coronation Hall (subject to meeting requirements) $10,000 xviii. Whananaki Hall (subject to meeting requirements) $4,474 3 Background The Community Halls Fund assists community hall committees in the district with facility maintenance. Council provides triennial building assessment reports for each hall, and the aim of the Fund is to primarily support the maintenance needs identified on that report. The combined maintenance schedule is in Attachment 2. 6 The Fund is available for the 30 community-owned halls in the Whangarei district, as identified in Council’s Community Halls Strategy (2007). There are an additional 6 halls that Council owns and maintains through its Community Property portfolio. 4 Discussion All community-owned hall committees were directly invited to apply in September, with several reminders issued. Eighteen applications were received. 4.1 Financial/budget considerations The budget allocated for this year is $150,000. The total amount requested is $161,269. The total recommended allocation is $149,969, fully exhausting the Fund. 4.2 Policy amendment The maximum grant allowable under the Fund has been increased from $5,000 to $10,000. This reflects the increase in the total Fund budget (it was $60,000 in 2017-18) and better reflects current building maintenance costs. This change aligns with our Funding Principles of flexibility and effectiveness, enabling Council to provide more meaningful support to our communities. 4.3 Assessment of applications Applications received were assessed against eligibility criteria, the building assessment reports, the need identified by the applicants, and the overall situation of the hall (including level of usage and previous performance). Some applicants have not met the basic eligibility criteria of completing satisfactory grant reports and ensuring their details are kept up to date on the incorporated societies or charities registers. These applicants are highlighted in bold/blue in the attached assessment and are noted in the recommendation. In the spirit of walking alongside our communities, and being flexible and supportive, we have recommended allocation of grants on the proviso that these matters are rectified. Staff have already requested the outstanding information and will work with the relevant committees to remedy this. 4.4 Insurance costs and looking ahead Last year, Council was able to provide a small contribution to each hall to help with the cost of insurance. This was due to some budget remaining in the Fund. This year, the Fund is proposed to be fully exhausted for the purpose of necessary maintenance. The question of support for insurance arises every year and is something that can be explored when we review our community funding model and also the Community Halls Strategy in the first half of 2020. 5 Significance and engagement The decisions or matters of this agenda report do not trigger the significance criteria outlined in Council’s Significance and Engagement Policy, and the public will be informed via agenda report publication on the website. 7 6 Attachments Assessment of applications Maintenance schedule 8 9 2019-20 Community Halls Fund - assessment of applications Hall Up to date (filing Project - this request On Maintenance Schedule? Amount Comments / Recommendation Recommendation and reports)? requested Glenbervie Hall No - 2x previous Interior painting. No - painting is not on the $ 7,800 Subject to receiving satisfactory grant reports and clarification $ 2,500 grant reports Wishing to carry over last year's grant of schedule. Other identified jobs of work completed, approve in part. outstanding. Projects $5,000 to this purpose (was given for remain to be completed. Staff have some concerns about the outstanding grant reports not completed. exterior painting - not completed). and previously funded projects not being completed. Staff will Quote from 2017. meet with the committee to have them get back on track for the next funding round. Hukerenui District Memorial Hall Did not apply Kara Kokopu Community Hall Did not apply Kaurihohore Public Hall Society Did not apply Mangapai Hall Society Did not apply Marua Public Hall Association Did not apply Mata Hall Yes Electrical upgrade.