1 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018
File No: 01-15-227
Notice of an ordinary meeting of the
STRATEGY, POLICY & FINANCE COMMITTEE
to be held Thursday 8 February 2018 at 9.30am in the Council Chamber, Rotorua Lakes Council
Chairperson: Cr Raukawa-Tait
Members: Cr Hunt (Deputy Chair) Mayor Chadwick Cr Bentley Cr Donaldson Cr Gould Cr Kent Cr Maxwell Cr Sturt Cr Tapsell Cr Kumar E Berryman-Kamp G Mohi P Thomass S Trumper
Quorum: 8
A G E N D A
1. APOLOGIES
2. DECLARATIONS OF INTEREST
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a member thinks they may have a conflict of interest, they can seek advice from the Chief Executive or the Governance & Partnerships Manager (preferably before the meeting). It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
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3. URGENT ITEMS NOT ON THE AGENDA Section 46A of the Local Government Official Information and Meetings Act 1987 states: (7) An item that is not on the agenda for a meeting may be dealt with at the meeting if – (a) the local authority by resolution so decides, and (b) the presiding member explains at the meeting at a time when it is open to the public, - (i) the reason why the item is not on the agenda; and (ii) the reason why the discussion of the item cannot be delayed until a subsequent meeting. (7A) Where an item is not on the agenda for a meeting, - (a) that item may be discussed at the meeting if – (i) that item is a minor matter relating to the general business of the local authority; and (ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but (b) No resolution, decision, or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.
Page 4. CONFIRMATION OF MINUTES
4.1 Minutes of the Strategy, Policy & Finance Committee meeting held 6 &7 December 2017 ...... 7
5. STAFF REPORTS RECOMMENDATION 1: Community Funding Investment Policy and consideration for Long-term Plan ...... 16 RECOMMENDATION 2: Carbon reporting and certification ...... 54 RECOMMENDATION 3: Long-term Plan 2018-2028 - progress update ...... 60
6. RESOLUTION TO EXCLUDE THE PUBLIC
The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987, for the passing of this resolution are as follows:
General subject of each Reason for passing this resolution in Ground(s) under Section matter to be considered relation to each matter 48(1) for passing of this resolution CONFIDENTIAL MINUTES Please refer to the relevant clause/s in Good reason for of previous meeting held 6 – 7 the open meeting minutes. withholding exists under December 2017 Section 48(1)(a).
This resolution is made in reliance on Section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Sections 6 or 7 of the Act or Sections 6, 7 or 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as shown above (in brackets) with respect to each item
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7. CONFIDENTIAL ITEMS
7.1 Confirmation of Minutes
Confidential minutes of the Strategy, Policy & Finance Committee meeting held 6 and 7 December 2017 ...... 65
Rotorua Lakes Council is the operating name of Rotorua District Council 4 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018
STRATEGY, POLICY AND FINANCE COMMITTEE DELEGATIONS
Type of Committee Committee
Subordinate to Council
Subordinate Committees Legislative Basis Schedule 7, clause 30 (1) (a), Local Government Act 2002.
Purpose The purpose of the Strategy, Policy and Finance Committee is to have oversight and make recommendations to the Council on the adoption and development of all Council’s strategic, policy, planning and regulatory frameworks.
Reference 01-15-227 Membership Councillor Raukawa-Tait (Chair) Councillor Hunt (Deputy Chair)
The Mayor and all councillors 2 Te Tatau o Te Arawa members 1 Lakes Community Board member 1 Rural Community Board member
Full voting rights for all members Quorum 8
Meeting frequency Monthly
Delegations The Committee’s function is recommendatory only.1 It is authorised to take actions precedent to the exercise by the Council of its statutory responsibilities, duties and powers, by: Receiving, considering, hearing submissions and making recommendations on draft plans (except the District Plan), strategies and policies (such as the Long-term Plan, Annual Plan; funding and financial policies; reserves management plans and asset management plans); Considering and making recommendations on the development of the Council’s rating policy; financial strategy and budgets; Considering and making recommendations on the development of Council bylaws, including hearing submissions in relation to making, amending and revoking bylaws; Considering and making recommendations on Council’s strategic direction to ensure efficient and effective delivery of Council’s objectives and District Vision; Receiving and considering reports from working/strategy groups; Considering and making recommendations on the development of guidelines for decision making to assist Council in achieving its strategic outcomes;
1 Council is authorised to delegate anything precedent to the exercise of Council’s powers, duties and functions - Schedule 7, clause 32, Local Government Act 2002 5 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018
Considering and making recommendations on the establishment of levels of service across Council services to ensure alignment with strategic goals and priorities; Considering and making recommendations on the development of Treasury and funding functions; Considering and making recommendations on proposals for the establishment of Council controlled organisations (including the appointment and remuneration of Directors, formation of constitutions and shareholder agreements); Considering and making recommendations on proposals for the sale and purchase of land; Considering and making recommendations on issues relating to Council leases; Considering and making recommendations on draft Council submissions/responses in relation to: o Central government policies, plans and proposed legislative reform; o Proposals by other organisations/authorities (Local and Regional). Performing such other functions as the Council may direct from time to time.2
Relevant Statutes All the duties and responsibilities listed above must be carried out in accordance with the relevant legislation.
Limits to Delegations The Committee does not have the delegated authority to make decisions for and on behalf of the Council. All matters requiring a decision of Council must be referred, by way of recommendation, to the Council for final consideration and determination.
In the event that the Council resolves not to approve or adopt a Committee recommendation, the item shall be returned to the Committee via the Chief Executive for review and subsequent referral to the Council for further consideration and determination.
2 A committee is subject in all things to the control of the local authority, and must carry out all general and special directions of the Council given in relation to the committee - see Schedule 7, clause 30(3), Local Government Act 2002.
MINUTES OF PREVIOUS MEETING
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01-15-227 RDC-787263 ROTORUA LAKES COUNCIL
Minutes Strategy, Policy & Finance Committee meeting held 6 December 2017 at 1pm in the Council Chamber, Rotorua Lakes Council
MEMBERS PRESENT: Cr Raukawa-Tait (Chairperson) Mayor Chadwick, Cr Bentley, Cr Donaldson, Cr Gould, Cr Hunt (Deputy Chair), Cr Kent, Cr Kumar, Cr Maxwell, Cr Sturt, Cr Tapsell, Mr Berryman-Kamp and Mrs Mohi (Te Tatau o Te Arawa), Mr Thomass (Lakes Community Board) and Mrs Trumper (Rural Community Board).
APOLOGIES: Mayor Chadwick, Cr Tapsell, Mrs Mohi and Mr Berryman-Kamp
NO ATTENDANCE: Cr Sturt
STAFF PRESENT: O Hopkins, Manager Corporate Planning & Governance; R Dunn, Governance Lead; I Brell, Business Support Advisor; J Riini, Partnership Advisor; and P McKenzie, Strategy Development Manager.
The Chairperson welcomed everyone present and declared the meeting open.
1. APOLOGIES
Resolved:
That the apologies from Mayor Chadwick, Cr Tapsell, Mrs Mohi and Mr Berryman-Kamp be accepted. Cr Hunt/Cr Gould CARRIED
2. DECLARATIONS OF INTEREST
Mr Thomas declared an interest as he was presenting on behalf of the Rotorua Lakes Community Board but requested to be allowed to remain at the table as the submission was not centred on the content of the Draft Spatial Plan but more around how feedback was recorded.
The Chair accepted there was a conflict of interest. Mr Thomass agreed to leave the table.
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3. STAFF REPORTS
3.1 RECOMMENDATION 1: DRAFT SPATIAL PLAN FEEDBACK
Resolved:
That the report “Draft Spatial Plan Feedback” be received. Cr Gould/Cr Kent CARRIED SPF17/12/54
The Chair invited the submitters to present their feedback.
1. Brett Farquhar spoke to his submission on behalf of JPR Holdings Ltd (Attachment 1). 2. Jessamy Herbert spoke to her submission (Attachment 2). 3. Anna Hood spoke to her submission. 4. Stuart Milsom spoke to his submission. 5. Libby Fletcher spoke to her submission on behalf of Lake Tarawera Ratepayers Association Inc. 6. Phill Thomass spoke to his submission on behalf of Rotorua Lakes Community Board. 7. Russell Burton spoke to his submission (Attachment 3).
The meeting adjourned at 2:20pm
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ROTORUA LAKES COUNCIL
Minutes Strategy, Policy & Finance Committee meeting held 7 December 2017 at 9am (continued from 6 December 2017) in the Council Chamber, Rotorua Lakes Council
MEMBERS PRESENT: Cr Raukawa-Tait (Chairperson) Mayor Chadwick, Cr Bentley, Cr Donaldson, Cr Gould, Cr Hunt (Deputy Chair), Cr Kent, Cr Kumar, Cr Maxwell, Cr Sturt, Cr Tapsell, Mr Berryman-Kamp and Mrs Mohi (Te Tatau o Te Arawa), Mr Thomass (Lakes Community Board) and Mrs Trumper (Rural Community Board).
APOLOGIES: Cr Raukawa-Tait (lateness), Cr Kumar (lateness) and Cr Maxwell (early departure)
ABSENT ON COUNCIL Mayor Chadwick (lateness) BUSINESS:
NO ATTENDANCE: Nil
STAFF PRESENT: G Williams, Chief Executive; O Hopkins, Manager Corporate Planning & Governance; J-P Gaston, Group Manager Strategy (part); M Morrison, Kaitiaki Maori (part); H Weston, Acting Group Manager Operations (part); S Michael, General Manager Infrastructure; C Tiriana, Manager CE’s Office (part); I Tiriana, Manager Council Communications; R Dunn, Governance Lead; I Brell, Business Support Advisor (part); H King, Business Support Advisor (part); P McKenzie, Strategy Development Manager (District Revitalisation) (part); R Griffiths, Partnership Advisor (part); S Smyth, Graphic Designer (part); M Hancock, Senior Strategic Advisor (part); and S Brown, Manager Arts & Culture (part).
Cr Hunt, Deputy Chair, reconvened the meeting and welcomed everyone present.
1. APOLOGIES
Resolved:
That the apologies from Mayor Chadwick, Cr Raukawa-Tait & Cr Kumar (lateness), Cr Maxwell (early departure) be accepted. Cr Gould/Mrs Trumper CARRIED
2. DECLARATIONS OF INTEREST
None.
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3. STAFF REPORTS (cont.)
3.1 RECOMMENDATION 1: DRAFT SPATIAL PLAN FEEDBACK 01-63-100-04
The Chair invited the submitters to present their feedback.
1. Frances Louis spoke to her submission (Attachment 4). 2. Cole O’Keefe, NZ Transport Agency spoke to his submission (Attachment 5). 3. Gregg Brown Spoke to his submission. 4. Taira Wichman on behalf of Haumingi 3 Trust spoke to his submission. 5. Waitiahoaho Emery on behalf of Te Runanga O Ngati Pikia Trust spoke to her submission. 6. Christine Caughey on behalf of Martin Caughey spoke to her submission (Attachment 6). 7. Fred Stevens on behalf of Tarawera Lakes Protection Society spoke to his submission (Attachment 7). 8. Toni Withers spoke to her submission (Attachment 8).
ATTENDANCE: Cr Kumar joined the meeting at 10.40am
9. William Smith spoke to his submission. 10. Christine Caughey spoke to her submission. 11. Dr Kepa Morgan spoke to his submission. 12. Cr Lyall Thurston & Nassah Steed, Bay of Plenty Regional Council, spoke to his submission (Attachment 9). 13. Roslyn Morshead spoke to her submission on behalf of the Eastside Residents Association. 14. Garry Adlam spoke to his submission on behalf of Rotary Club of Rotorua North. 15. Mike Vincent & Tony Bradley spoke to their submission on behalf of Lake Okareka Community Association. 16. Ngawhainga Kiriona spoke to her submission.
The meeting adjourned for lunch at 12:35pm.
ATTENDANCE: Cr Raukawa-Tait and Mr Thomass joined the meeting at 1pm.
The meeting recommenced at 1:05pm and Cr Raukawa-Tait resumed as Chair.
4. URGENT ITEMS
1. An update on the Mudtopia event.
2. A request for an update on the Aquatic Centre. This item will be held in public excluded session.
Henry Weston & Stewart Brown spoke to a Powerpoint presentation titled “Rotorua Mudtopia Festival” (Attachment 10).
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5. CONFIRMATION OF MINUTES
5.1 MINUTES OF THE STRATEGY, POLICY & FINANCE COMMITTEE MEETING 9 NOVEMBER 2017
Resolved:
That the minutes of the Strategy, Policy & Finance Committee meeting held 9 November 2017 be confirmed as a true and correct record. Cr Gould/Cr Donaldson CARRIED
6. STAFF REPORTS (continued)
6.2 RECOMMENDATION 2: SCHEDULE OF MEETINGS – 1 JANUARY TO 31 DECEMBER 2018 01-15-227 Resolved
1. That the report “Schedule of meetings – 1 January to 31 December 2018” be received.
Cr Sturt/Cr Tapsell CARRIED
2. That the committee recommends that Council resolves to adopt the schedule of meetings for the period 1 January 2018 to 31 December 2018 based on a monthly cycle and that the following starting times are agreed to: a) that Operations and Monitoring Committee meetings shall commence at 9:30am b) that Strategy, Policy and Finance Committee meetings shall commence at 9:30am c) that Council meetings shall commence at 9.30am d) that extraordinary meetings may be scheduled as required.
Cr Donaldson/Cr Bentley CARRIED SPF17/12/55
6.3 RECOMMENDATION 3: LOCAL GOVERNMENT REMUNERATION REVIEW 01-15-215\04
Resolved
1. That the report “Local Government Remuneration Review” be received. Cr Bentley/Cr Hunt CARRIED
2. That the Committee recommends to Council to adopt the submission to The Remuneration Authority, “Rotorua Lakes Council – Local Government remuneration review 2017” (Attachment 1 of the report with amendments*). Cr Sturt/Cr Bentley CARRIED SPF17/12/56
* Our local decision making is enhanced by our unique way of partnering with our community boards and Te Arawa through our Te Tatau o Te Arawa Board. In partnership, we all strive to make Rotorua the best place on earth it possibly can be for our people and our visitors to our unique place.
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6.4 RECOMMENDATION 4: BUSINESS CASE FOR ROTORUA REORUA (BI-LINGUAL ROTORUA) 20-07-221\02 Resolved
1. That the report “Business case for Rotorua Reorua (Bi-lingual Rotorua)” be received.
Cr Gould/Cr Hunt CARRIED Te Taru White and Kerry-Ann Hancock overviewed the report.
Further resolved:
2. That the Strategy, Policy and Finance Committee endorses the Business case and proposed work plan for progressing Rotorua Reorua (Bi-lingual Rotorua) alongside key stakeholders and the wider community. Cr Gould/Cr Hunt CARRIED SPF17/12/57
6.5 RECOMMENDATION 5: ADOPT SIGNIFICANCE AND ENGAGEMENT POLICY 2017 01-15-050
Resolved
1. That the report “Adopt Significance and Engagement Policy 2017” be received.
Mrs Trumper/Cr Bentley CARRIED
2. That the Committee recommends to Council to adopt the Significance and Engagement Policy 2017 with the following amendment: Under “Factors that would indicate a high level of significance are:” A financial transaction that involves $10million or more budgeted expenditure or it involves $4M or more unbudgeted expenditure. Cr Kent/Cr Sturt CARRIED SPF17/12/58
6.6 RECOMMENDATION 6: CLASSIFICATION OF RESERVE PURSUANT TO RESERVES ACT 1977 – TAUI STREET 01-15-227
Resolved
1. That the report “Classification of Reserve Pursuant to Reserves Act 1977 – Taui Street’ be received. Cr Bentley/Cr Hunt CARRIED
2. That the Committee recommends to Council that part 32A Taui Street, Road Reserve subject to the Public Reserves, Domains and National Parks Act 1928, be classified as Local Purpose (Road) Reserve pursuant to the Reserves Act 1977. Cr Kent/Cr Bentley CARRIED SPF17/12/59 Cr Sturt requested that his abstention from voting be recorded.
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MEETING DURATION
Cr Raukawa-Tait asked for the following recommendation to be put:
“That the committee meeting continue past the 6 hour meeting duration”.
Cr Donaldson/Cr Tapsell CARRIED SPF17/12/60 ATTENDANCE: Mayor Chadwick joined the meeting at 2.45pm
6.7 RECOMMENDATION 7: STRATEGIC DIRECTION SUPPORTING YOUTH EMPLOYMENT 01-63-098-2 Resolved
1. That the report “Strategic Direction Supporting Youth Employment” be received.
Mayor Chadwick/Cr Gould CARRIED ATTENDANCE: Cr Kumar left the meeting at 2.50pm ATTENDANCE: Cr Sturt left the meeting at 3pm
Further resolved:
2. That the Committee recommends to Council to endorse the Strategic Direction for Supporting Youth Employment. Mrs Trumper/Cr Gould CARRIED SPF17/12/61 7. RESOLUTION TO EXCLUDE THE PUBLIC
Resolved:
That the committee move into public excluded session. Cr Hunt/Mr Thomass CARRIED
General subject of each Reason for passing this resolution in Ground(s) under Section matter to be considered relation to each matter 48(1) for passing of this resolution RECOMMENDATION 8 Maintain effective conduct of public Section 48(1)(a) Settlement of appeals to the affairs through protection of such Section 7(2)(f)(ii) Notified Provisional Local members, officers, employees and Alcohol Policy persons from improper pressure or harassment.
Maintain legal professional privilege. Section 48(1)(a) Section 7(2)(g) Enable any local authority holding the information to carry on, without Section 48(1)(a) prejudice or disadvantage, negotiations Section 7(2)(i) (including commercial and industrial negotiations).
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RECOMMENDATION 9: Protect information where the making Section 48(1)(a) Review of Services available of the information would be Section 7(2)(b)(ii) likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.
RECOMMENDATION 10: Enable any local authority holding the Section 48(1)(a) Commerical funding update information to carry on, without Section 7(2)(i) prejudice or disadvantage, negotiations (including commercial and industrial negotiations).
ITEM NOT ON THE AGENDA Enable any local authority holding the Section 48(1)(a) information to carry on, without Section 7(2)(i) Aquatic Centre update – prejudice or disadvantage, negotiations verbal update (including commercial and industrial negotiations)
OPEN SESSION
______
Meeting closed at 5.38pm ______
To be confirmed at the Strategy, Policy & Finance Committee meeting on 8 February 2018
…………………….……………………………
Chairperson
Note 1: Rotorua Lakes Council is the operating name of Rotorua District Council Note 2: Attachments to these minutes are available on request or on Council’s website www.rotorualc.nz
STAFF REPORTS
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ROTORUA LAKES COUNCIL
Mayor Chairperson and Members STRATEGY, POLICY AND FINANCE COMMITTEE
COMMUNITY FUNDING INVESTMENT POLICY AND CONSIDERATION FOR LONG-TERM PLAN
Report prepared by: Jill Campbell, Strategy Advisor Report reviewed by: Rosemary Viskovic, Strategy Development Manager- Sustainability and Social Development Report approved by: Jean-Paul Gaston, Acting Chief Executive
1. PURPOSE
This paper outlines a single Community Funding Investment Policy to support Council decision- making for allocation of grants and subsidies supporting community organisations’ contributions towards achieving the Rotorua 2030 vision and goals.
2. EXECUTIVE SUMMARY
A review of Council’s community funding has been undertaken in preparation for the Long-term Plan.
At present there are a number of separate Council policies for funding and subsidies. It is proposed that these community investments be amalgamated into a single Community Funding Investment Policy. It is further proposed that the Community Funding Investment Policy be a vehicle for making a difference in the Rotorua community through a focus on improving equity when considering priorities for allocation of grants. Rotorua’s 2030 goal aspires for “Resilient communities…He hapori pumanawa… inclusive, liveable and safe neighbourhoods give us a sense of place; and confidence to be involved and connected.” It is acknowledged that for some residents, the Rotorua District is not as great a place to live, work and play. In the context of wider Council and community priorities, greater benefits can be achieved through aligning community funding to these priorities and taking a more strategic and focussed approach targeting social investment for equity.
This paper provides an update on Council’s community funding practice and allocation and advises matters for further consideration to be addressed in the Long-term Plan (LTP).
3. RECOMMENDATION 1:
1. That the report Community Funding Investment Policy be received.
2. That the Committee recommends to Council to approve the Community Funding Investment Policy, replacing the Neighbourhood Matching Fund, Community Grants and Partnership Grants policies; and including a focus on equity.
3. That the Committee recommends to Council to change the Community Grant funding allocation to a range of $1000 to $5000.
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4. That the Committee recommends to Council to disestablish the Grants in Lieu of Rate Remissions Policy.
5. That the Committee recommends to Council to disestablish the Rotorua Lakes Council Sister Cities Fund and reallocate the funds through the Community Funding Investment Policy.
4. BACKGROUND
Grants, Funding & Partnerships
Council administers a range of funding and resources to support local community organisations and activities, including Community Grants, Neighbourhood Matching Fund, Partnership Agreements, Grants in Lieu of Rates Remissions for Charitable Organisations, Accommodation Subsidy Grants for Previous Community House tenants, Sister Cities Fund as well as lease subsidies (for sports and clubs on reserves etc.) For the purpose of this paper, lease subsidies are not included in the review. The current criteria for the funds are broad and covered by various stand-alone policies. Refer to Attachments 4, 5 and 6 for Community Grants, Neighbourhood Matching Fund, and Partnership Agreement Policies.
The table below sets out community funding allocations as determined by Council’s 2015-2025 Long- term Plan:
Funding Scheme Funding Pool Allocation Administered By: Administration per annum Fee Partnership Agreements $181,000 3 yearly Strategy / Council Community Grants $50,000 3 yearly Geyser $5,000 Community Foundation Neighbourhood $100,000 Annual Strategy / Council Matching Fund Grants in Lieu of Rates $0 Annual Finance/ Council Remissions Previous-Community $74,838.17 One-off Strategy / Council House Accommodation agreement for Subsidy 3 years Sister Cities Fund $1000 Annual Geyser $300 Community Foundation Total Value $406,838.17 Annual $5,300
Partnership Agreements
The purpose of partnership agreements is to support partnerships between RLC and not-for-profit organisations whose main objectives and functions are closely aligned with the achievement of Rotorua 2030 goals. The desired outcomes of partnership agreements are: To provide assistance to local community groups that enables them to identify and meet community needs that align with Rotorua 2030 goals To target Council assistance to activities/services which contribute to its strategic direction as reflected in Rotorua 2030 goals
6/3 18 Strategy, Policy & Finance committee meeting Doc No. RDC-796533 8 February 2018 To provide financial assistance that complements funding from other sources and improves groups’ chances of getting this support.
This funding supports core organisation functions and key outcomes for not for profit organisations with a longstanding relationship with Council and/or are well established in the community, whose service closely aligns with Council’s strategic direction. The three year Agreements provide financial certainty to organisations, without onerous accountability or the requirement to tag funds. In 2015, 19 organisations applied, requesting funds worth over $747,740 from a budget of $181,000. There were 9 successful applicants. Refer to Attachment 1, Partnership Grant recipients 2015-18.
Community Grants:
Since 2015 the Geyser Community Foundation has administered the Community Grants on behalf of Council. A minimum pool of $50,000 was required for them to undertake management, with a 10% administration fee of $5,000. The Committee which distributes the funds includes members of the Foundation’s Board of Trustees and two Rotorua Lakes Councillors.
The priority outcomes for this Fund include: Providing assistance to local community groups enabling them to identify and meet community needs. Providing financial assistance that leverages or complements funding from other sources Targeting Council assistance to activities/services which contribute to its strategic long term goals
The three year grants provide financial certainty to organisations without onerous accountability or the requirement to tag funds. This flexibility allows organisations the freedom to use funds where needed. The purposes of grants may include (but is not limited to): Administration and operational costs Training costs for personnel Initial project costs Public education events Non capital items
In 2015, 47 organisations applied for funds worth $191,386 from a budget of $50,000. 38 organisations were successful, with the average grant value being $1316. Annual reporting and receipts are followed-up by the Geyser Community Foundation. A list outlining the applications and funding allocated can be found in Attachment 2.
Neighbourhood Matching Fund:
The purpose of the Neighbourhood Matching Fund is to bring people together to build stronger communities and neighbourhoods by providing resources for self-help projects, which link to Rotorua 2030. This funding is project specific (a clear beginning and end), where the community identify a need for funding to achieve the following priorities (in no particular order): Bringing people together to collaborate on neighbourhood projects Empowering people to enhance and strengthen their own neighbourhood Contributing to families/whanau working, playing and talking together Renewing and revitalizing of places and spaces within neighbourhoods Improving equity / quality of life in a specific community or neighbourhood
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The current annual funding pool is $100,000. The nature of this fund requires a timely response to applications throughout the year, in particular the small grant pool for applications of less than $5000. The large grant is open to applications of up to $20,000 twice a year. Staff work closely with applicants to ensure criteria are met.
The number of applications has continued to grow each year as people understand how the ‘matching fund’ works, i.e. the value of voluntary contributions is matched by a grant that supports other aspects of a project. The neighbourhood matching fund is effective and flexible for supporting community projects which contribute towards achieving Council’s 2030 goals resilient communities and enhanced environment. Refer to Attachment 3: Record of Neighbourhood Matching Fund Grants.
Previous Community House Tenants Accommodation Grant
Council’s Community House previously provided an inner city location for local volunteer organisations providing community services. On average rent was subsidised by 70% with a very low turnover in tenure. This arrangement saw a very small proportion of community services benefiting from the subsidised office rental.
Through the 2015 LTP Council decided to demolish Community House as it was beyond repair. In recognition of the social service value the organisations provided to the community, Council facilitated the relocation of services to other premises and committed to providing accommodation grants to this cohort from 2015 to 2018/19 to ensure their rent remained unchanged for three years.
The value of the accommodation grant is $74,838.17 per annum.
Health tenants from Community House created a health cluster and co-located in the centrally located Tower building. At their request Council agreed to take on the role of lead tenant on behalf of the cluster as organisations were wary of legalities and responsibilities of the role. Organisations entered into a Sub-tenancy Agreement with Council. Rather than a grant payment, Council pays the Health Cluster’s lease directly to the landlord on their behalf. Council agreed to take on this role for a two year period on the understanding that an umbrella tenancy trust or lead tenant be established by the end of the two years. As the completion of the two year Sub-lease is near, Council will seek to assign the Lease to an entity which is to be formed by the tenants releasing Council as the landlord. Council will make grant payments to them directly until the agreed end of term of that grant.
Grants in Lieu of Rate Remissions Policy
Grants in Lieu of Rate Remissions are available to ratepayers who previously, but no longer, qualify for the “certain purposes” remission, due to changes in legislation. The Policy states that Council may provide grants in lieu of rates remission through its community assistance programme to organisations which are not entitled to rate remission because they are not the ratepayer under the Local Government [Rating] Act 2002).
Currently there is no funding, application process or oversight of the Grants in Lieu of Rate Remission Policy, which has not been implemented since 2013.
6/3 20 Strategy, Policy & Finance committee meeting Doc No. RDC-796533 8 February 2018 Rotorua Lakes Council Sister Cities Scholarship
This fund was established by Rotorua Lakes Council in 2011 with the intention of providing an annual scholarship to a group of people making contact with, for cultural or educational purposes, a Rotorua Lakes Council Sister City or a city with which Rotorua District has a formal Friendship Agreement. The grant amount is based on interest earned from Council’s $32,676 contribution into its Sister Cities Endowment Fund managed by the Geyser Community Foundation with a 3% administration fee. The Scholarship has a current value of $1000 pa. One scholarship was awarded in 2013 to Rotorua Intermediate for travel to China. No further applications have been received. Unsubscribed funds are returned to the endowment fund each year. The Geyser Community Foundation has indicated that the fund is not effective and has recommended putting the funds into the Community Grants to provide wider benefit to the community.
5. DISCUSSION AND OPTIONS
A review of Council’s funding, grants and subsidies policies has been undertaken to assess the current investment, value and outcomes Council’s funding provides to the community. Staff considered other local government grants and funding structures including Auckland, Hutt, New Plymouth and Nelson. Discussions were held with the local Department of Internal Affairs office and the Geyser Community Foundation. Philanthropy New Zealand and Bay Trust’s research were also included in analysis of current funding strategies and how Council grants may most effectively provide added value to the community.
With a focus on providing effective support to the community, Officers considered the need for community development grants to support newer organisations to develop their capacity. On investigation it became clear the local Department of Internal Affairs office and other philanthropic groups including the Rotorua Trust are already active in this area. Council’s most effective contribution is in provision of grants with certainty and flexibility which support sustainable community organisations. It is important that organisations not rely on Council as a core or majority funder; rather they leverage Council support with other funders to be more sustainable.
It is recommended that Council’s Community Grants, Neighbourhood Matching Fund and Partnership Agreement policies be amalgamated into a single Community Funding Investment Policy. The new policy purpose is to improve equity and overall transparency of funding practices and to ensure that Council’s investment is strongly aligned with Rotorua 2030 Goals. Refer to Attachment 8: Draft Community Funding Investment Policy.
The proposed policy is designed to: Consider grants from the perspective of community social investment to improve equitable outcomes Direct funds to those who need it most, so that for all our diverse residents, the Rotorua District may be “a place for everyone” Improve the clarity and simplicity of our funding processes for applicants Encourage innovation, improve relationships and foster longer term partnerships Provide our community partners with adaptable, flexible and long term funding where required and short term funding for community initiatives.
Between 2015 and 2018 Council will have provided $1,220,514.51 in community grants and funding, as well as $336,247.16 in Community Rates Relief and the value of subsidised leases on reserves.
6/3 21 Strategy, Policy & Finance committee meeting Doc No. RDC-796533 8 February 2018 It is likely that the change in focus towards improving equitable outcomes in our community will result in additional community groups applying for Council’s grants, and that some organisations currently funded may not meet the criteria as strongly as in the past. There has always been higher demand for grant funding than is available. It is therefore particularly important that Council’s grants are allocated in the most effective manner to positively address improved equitable outcomes in our community and in keeping with Rotorua 2030 goals.
Partnership Agreements The purpose of partnership agreements is to support partnerships between RLC and established not- for-profit organisations whose main objectives and functions are closely aligned with the achievement of Rotorua 2030 goals.
To date Agreements have worked well with feedback from some recipients that the certainty of three years has assisted in attracting other funders, and the flexibility of funding use helps their organisation’s sustainability. A process is required to widely advertise to seek new expressions of interest. The decisions with regard which organisations offer partnership agreements and the amount of each will be determined through Strategy, Policy and Finance Committee.
Community Grants Community grants are highly subscribed and provide a variety of support to not-for-profit community groups. Some of the smaller organisations put concerted effort into applying for funds, to receive grants valued under $500. To simplify, it is recommended that community grants range from $1000 to $5000.
It is intended that the budget which has provided for tenancy subsidies from Community House be combined into this fund in future, so the same total value remains available to the community, although the fund would be contestable and applicants would need to meet the grant criteria.
An updated agreement with Geyser Community Foundation is required detailing the administration, selection criteria/process as well as an increase in the administration fee from current 10% to 15%, which they have requested to meet the costs of administering. Although the grants are administered by Geyser Community Foundation, the total budget is determined through the Long-term Plan.
Neighbourhood Matching Fund No changes are recommended to the Neighbourhood Matching Fund, other than it being included as a schedule to the single Community Funding Investment Policy. It is recommended that the budget for this fund be modestly increased to ensure that all eligible community projects can continue to be supported as the number of applications continues to grow each year. A particular benefit of this fund is that grants are matched in value by voluntary and other community contributions, which makes it a highly effective mechanism for community investment.
Previous Community House Tenants The demolition of Community House prompted Council to review its social service tenancy subsidies to create a smarter, more transparent process around Council contributions to community organisations. Moving away from perpetual rent subsidies, Council is in a position to modify its funding criteria to fund those organisations whose activities align well with the Rotorua 2030 goals. The three year rent subsidy grant for Previous Community House tenants, $74,838.17 p.a. is due to expire in 2018/2019.
It is recommended that the amount of $74,838.17 be added to the Community Grants budget so that the total funding to the community is not reduced.
Previous tenants are then eligible to apply for Partnership Agreements and Community Grants through the same process as all community organisations.
6/3 22 Strategy, Policy & Finance committee meeting Doc No. RDC-796533 8 February 2018
Grants in Lieu of Rates Remissions Policy
The Grants in Lieu of Rates Remission Policy was carried over from the previous LTP. It is recommended that the policy be revoked as it has no allocated budget or recipients, and has not been implemented since 2013.
Rotorua Lakes Council Sister Cities Scholarship
This fund is unsubscribed and not providing the community value for money. Administered by the Geyser Community Foundation, the scholarship is worth $1000 annually. Set up to allocate the interest earned from the Council owned Sister Cities Endowment Fund, $32,000 has been invested. It is proposed that these funds be returned to Council and reallocated through Councils Community Funding Investment Policy.
6/3 23 Strategy, Policy & Finance committee meeting Doc No. RDC-796533 8 February 2018 Proposed values for Long-term Plan consideration:
Proposed Community Current Value per Proposed Value Current Grants Current reach plus 3% Funding Investment Example of potential grant reach annum per annum Grants Partnership 8 at average Partnership $181,000 $186,430 $225,000 11-12 grants at average $20,000 Agreements $22,600 Agreements 38 at average Community Grants $50,000 $51,500 Community Grants $90,041 60 grants at average $1500 $1316 E.g. 16/17 year: 1 at Neighbourhood Neighbourhood 2 grants at $20K, and 35 at $100,000 $17,850, $103,000 $110,000
Matching Fund Matching Fund average $2000 27 at average $1964 Previous- Community House Cease at end of Incorporate into Community and $74,838 $77,083 $0 Accommodation current agreements partnership grants Subsidy Add $32K principal into Community/ Sister Cities Fund $1,000 $0 partnership grants $0 ($32,000 Principal) distributed over 3 years Grants in Lieu of $0 $0 Cease $0 Rates Remissions Total grants $406,838 $418,013 $425,041 Administration $5,300 $0 $13,506 Total cost $412,138 $438,547
6/3 24 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018
Options
Option 1 - Status Quo Continue to provide Partnership Agreements, Community Grants, and Neighbourhood Matching Fund through stand-alone policies. No change to policy, criteria or distribution of funds. Organisations with a lease subsidy are eligible to apply for other grants Provide existing financial support as agreed to previous Community House tenants until 2018/19. No further support available to previous Community House tenants, although eligible to apply for other grants Continue to offer the Grant in Lieu of Rates Remissions Policy with no allocated funds or staff oversight Continue to offer the Rotorua Lakes Council Sister Cities Scholarship with little uptake.
Option 2 – Recommended
Approve the Community Funding Investment Policy, replacing the Partnership Agreements, Community Grants, and Neighbourhood Matching Fund; and including a focus on equity and resilience Change Community Grant funding allocation to range of $1000 to $5000 Incorporate the budget of $74,838.17 used to support the previous Community House tenants, into the Community Funding Investment budget Disestablish the Grants in Lieu of Rates Remissions Policy Disestablish the Rotorua Lakes Council Sister Cities Fund and reallocate the funds through the Community Funding Investment Policy.
6. ASSESSMENT OF SIGNIFICANCE
The decisions or matters of this report are not considered significant in accordance with the Council’s Policy on Significance
7. COMMUNITY INPUT/ENGAGEMENT AND PUBLICITY
Community organisations wishing to be considered for Partnership Grants should submit their application following a call for proposals to be undertaken from March.
The changes in criteria/purpose of Partnership Agreements and Community Grants will be notified to the community through advertising, communication through networks. Workshops are proposed across a range of community settings, inviting potential applicants to learn about the grant criteria and in particular to understand the concept of improving equity.
Community grants will continue to be administered on behalf of RLC by Geyser Community Foundation. Advertising for community grant applicants will be undertaken in accordance with the agreed policy by RLC and Geyser Community Foundation together; clearly identifying the grants are for RLC.
Neighbourhood Matching Fund will continue to be advertised by RLC
6/3 25 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018
8. CONSIDERATIONS
8.1 Financial/budget considerations
Partnership Agreements, Community Grants and Neighbourhood Matching Fund financial allocations will be decided as part of the LTP deliberations.
8.2 Policy and planning implications
Propose to amalgamate Partnership Agreements Policy, Community Grants Policy, and Neighbourhood Matching Fund Policy into one Community Funding Investment Policy. Propose to conclude the Grants in Lieu of Rates Remissions section of the Rates Remission Policy. Propose to conclude the Rotorua District Council Sister Cities Fund.
8.3 Risks
There is potential for community perception that council is reducing the availability, value or access to grants for community organisations. There is also potential that organisations which have received funding consistently over a number of years may be concerned about how changes may affect their success in future. These risks may be managed through community workshops held to ensure community groups understand funding criteria and Council Officers can mitigate any misinformation, including through demonstrating that the total current budget remains allocated to the Community Funding Investment Policy. The value of subsidised leases should continue to be considered in the total value of support provided to community organisations for transparency and fairness.
There is potential risk that previous Community House tenants request Council to continue on-going support of their organisations as they have received historical subsidised leases. Council has provided transitional funding support and is moving towards a fairer more transparent, contestable funding process for all community groups.
There has always been higher demand for grant funding than is available. It is therefore particularly important that Council’s grants are allocated in the most effective manner to positively address improved equitable outcomes in our community and in keeping with Rotorua 2030 goals.
8.4 Authority Council has the authority to approve the recommendations of this paper.
9. ATTACHMENTS 1. Partnership Grant recipients 2015-18 (page 26) 2. Community Grant Recipients 2015-2018 (pages 27-29) 3. Neighbourhood Matching Fund Recipients 2015-18 (pages 30 – 32) 4. Partnership Agreement Policy (pages 33 – 35) 5. Community Grants Policy (pages 36 – 38) 6. Neighbourhood Matching Fund Policy (pages 39 – 41) 7. Rotorua District Council Sister Cities Fund (pages 42 – 44) 8. Draft Community Funding Investment Policy (pages 45 - 53)
6/3 26 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 1 8 February 2018
Attachment 1: Partnership Grant recipients 2015 to 2018:
Organisation Amount requested Annual Grant Value 2015 to 2018 The Arts Village $132,000 $51,000 Citizens Advice Bureau Rotorua $35,000 $30,000 Older Persons Community Centre Trust $20,000 $10,000 (Parksyde) Rotorua Neighbourhood Support Trust $83,888 $40,000 Rotorua Sustainable Charter $10,000 $5,000 Age Concern $53,000 $10,000 Mokoia Community Association Inc. $135,000 $25,000 St Chads $33,852 $10,000 Rotorua Youth Centre $80,000 $0
Partnerships Applications not approved:
Organisation Amount requested Rotorua Trails Trust Not detailed Rotorua Community Hospice Trust $50,000 Rotorua SPCA $10,000 Opus Orchestra Trust $10,000 Te Amorangi Trust Museum Inc. Varying amounts- $25,000- $290,000 per annum Atua Awhi Community Charitable Trust $5000 MATES Men’s Network $5000 Community Rotorua $25,000 Rotorua Christmas Parade Trust $10,000 Keep Rotorua Beautiful* $25,000 * Other support to develop capability offered
Total Requested: $747,740 Total Allocated: $181,000
6/3 27 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 2 8 February 2018
Attachment 2 Community Grant Recipients 2015-2018
R Requested Approved Organisation, Rotorua Name of Project No per year Grants Alzheimers Society 1 Operating Costs $5,000 $1,625 Rotorua Inc. Aratika Cancer Trust 2 Aratika Cancer Trust $5,000 $1,250 Retreat Cub and Scout Education 3 Arawa Scout Group $5,000 $1,225 and Training Service Delivery in 4 Arthritis New Zealand $2,500 $875 Rotorua (towards salary) 5 Autism New Zealand Operating Costs $5,000 $1,500 Big Brothers Big Sisters Keeping In Touch (Car 6 $5,000 $1,375 of Rotorua and Phone) BoP Community cat BOP Community Cat 7 $5,000 $0 Project Partnership Project Brain Injury Association Administration and 8 $1,500 $1,075 Rotorua Operating Costs Central Rugby League Admin costs for 2015 / 9 $5,000 $0 Club Inc. 2016 Season City of Rotorua Highland 10 Operating Costs $5,000 $1,300 Pipe Band Empowered Learning Removing Barriers to 11 $5,000 $1,800 Trust Learning Growing Through Grief Growing Through Grief 12 $1,500 $975 Rotorua Rotorua Centre Operating 13 Hamurana Playcentre $4,663 $1,125 expenses Information Packs for 14 La Leche League Rotorua $1,500 $950 New Mothers Lakeview Golf & Country Upgrade golf course 15 $5,000 $0 Club paths Administration and 16 Lifelink - Samaritans $2,000 $1,125 Operating Costs Linton Park Community 17 Operating Costs $5,000 $2,113 Centre ME / CFS Charitable Sustainability of Support 18 $2,652 $1,125 Trust Group Maintenance 19 Mid Island Gymsports $5,000 $1,375 Management Ngongotaha Community Patrol Operating 20 $1,800 $1,125 Patrol of NZ expenses 2016-2018 Rotorua 21 Opus Orchestra $5,000 $0 Concert Season
6/3 28 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 2 8 February 2018 R Requested Approved Organisation, Rotorua Name of Project No per year Grants Parkinsonism Society of Administration and 22 $5,000 $1,625 NZ - Central Plateau Operating Costs Hall Security and Fresh 23 Rotorua Badminton Club $1,838 $0 Drinking Water Rotorua Careers Expo Rotorua Careers expo 24 $5,000 $1,525 Trust 2016 Rotorua Central Scout Operational and Training 25 $5,000 $1,138 Group Costs Rotorua Community 26 Fuel for a Hospice Vehicle $5,000 $1,675 Hospice Trust 27 Rotorua Community Kai Community Meal Service $5,000 $1,500 Rotorua Community 28 Ongoing expenses $5,000 $1,025 Menz Shed Trust Rotorua Croquet Club 29 Membership Drive $5,000 $0 Inc. Rotorua District 30 Assisted Housing $4,200 $2,000 Presbyterian Church Rotorua East Probus Postage for Monthly 31 $500 $0 Club Newsletters Rotorua Gospel Studio Rental and 32 Broadcasting Charitable $2,500 $1,375 Administration Trust Rotorua Municipal Band Promotion of Brass Band 33 $3,700 $1,050 Inc. Music Rotorua Parents Centre 34 Revitalisation Project $5,000 $1,375 Incorporated Rotorua Prisoners Aid & 35 Communication Support $3,500 $1,625 Rehabilitation Society 36 Rotorua SPCA Operating Costs $5,000 $1,200 Rotorua Symphonic Management & 37 $4,000 $1,400 Band Administration of Band Salvation Army Family Project Community Hand 38 $4,500 $1,500 Store Up Te Amorangi Trust Admin and Operating 39 $5,000 $1,100 Museum expenses Te Kotahitanga o Te 40 Seafood Festival $5,000 $0 Arawa Waka Fisheries Te Roopu a Iwi o Te Murua Kia Tika Co- 41 $5,000 $1,125 Arawa Charitable Trust ordinator & Programme Service Delivery to 42 Victim Support $5,000 $1,500 Victims Waiariki Institute of Restoring the Mauri to 43 $3,333 $0 Technology the Puarenga Valley Waiariki Women's Safe Place from Family 44 $5,000 $1,750 Refuge Violence
6/3 29 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 2 8 February 2018 R Requested Approved Organisation, Rotorua Name of Project No per year Grants Western Heights Project Coordinator's 45 $5,000 $1,125 Community Association Wages 46 Youth Project Trust Manaakitanga Rotorua $5,000 $1,250 Pamper Day for Rotorua 47 Zonta Club of Rotorua $200 $200 Care-givers TOTAL $191,386 $50,000
6/3 30 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 3 8 February 2018
Attachment 3 Neighbourhood Matching Fund Recipients 2015-18 (to 18 January 2018)
2015/16 grants $58,260 Organisation Grant for Amount Kaitao School Establish community garden $1,340 Jacob Willemsen Trust Establish community gardens $4,898 East Side Community Collective Streets/Maraes clean up $1,730 Western Heights Kai Ora Three Community Whanau days $2,280 for engagement Whakapongakau Whanau Day Whanau Day with three marae $2,892.95 Komiti Cook Island Christian Church Plant community garden $2,941 Te Roopu a Iwi o Te Arawa Community Garden $2,960 Charitable trust Ohinemutu Woman’s Welfare Community Garden $2,017 League Mamaku School New Courts $5,000 Mokoia Community Assn Clean up gardens $614.93 Apumoana Marae Marae DIY- playground, $20,000* planting, mobility access ramp, waste removal, heating components Scott Ave Maara Kai Water tap & Extend gardens $2,285.24 Otumutu Community Gardens Extend gardens & rabbit proof $1,316 garden Parksyde Older Persons Community Support visiting choir concert to $1,120 Trust encourage more older people to visit centre Te Mau Aroha Inc. Clean up Ruato Bay to Okataina $2,858.04 Meet and Reveg Neil Hunt Quarry Park native $1,445 revegetation Rotorua Community Youth Centre The Big Plant Out $739.79 Trust (project to August 2016) Kaingaroa Forest Village Inc. Kaingaroa Wananga & $1,822.50 Community Whanau Day
2016/17 grants $70,886 Organisation Grant for Amount Otaramarae Maara Kai Community Garden $4,302.61 Lions Club of Ngongotaha Tree planting – Ngongotaha Rail $1,235.11 Park Ko Te Tuara Totara o Fordlands Fordland clean-up and $3,432.50 beautification Progress Ngongotaha Reeme Street Reserve Wetland $200.00 Planting Day
6/3 31 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 3 8 February 2018 Kiwi Daddies Clean Earth Project $1,200.00 Kaingaroa Forest Village Inc. Kaingaroa Forest Community $2,090.00 Xmas Gala BoP Philippines Friendship Society Pinoy Fiesta, Night Market $2,248.75 Mokoia Community Assoc. Stage of Inspiration & Toddler $17,850.00* Bike Area Lake Tarawera Ratepayers Assoc. Landcare Website $969.01 Mamaku Residents Assoc. Spring clean on Dansey Rd $2,445.00 Living Proof (ex Kiwi Daddies) Clean Up & Golf Event - $3,481.19 Hamurana Aspen Place (27/11/16) Community Gardens $726.94 Western Heights Community Assoc. Safe Inside Out $758.50 (20/11/16) Cook Island Church Community Garden $600.00 Rotorua Japanese Playgroup Summer Festival $2,402.31 Ko te Tuara Totara o Fordlands Wrigley Rd Reserve Community $4,677.26 Garden Te Runanga o Ngati Rangiteaorere Maara kai $600.00 Mokoia Community Assoc. Scott Ave Maara kai $4,133.99 Plunket Chinese Mother Group Children’s Day $229.00 My Backyard Garden My Backyard Garden $4,790.00 Mamaku Messenger Newsletter $2,457.00 Victory Church Parks Week Event $575.00 Ecotect Metal Detecting Conservation $150.00 Toi Ohomai Student Pulse $1,820.00 Celebration/Relaunch BoP District Rugby League League Carnival & Muster $657.70 Linton Park Community Trust Sky Art $200.00 OneChance Youth Awards OneChance Youth Awards $5,000.00 Te Arawa Whanau Ora Collective/ Fruit Picking equipment and $1,654.00 Rotorua Fruit Harvesting promotion
2017/18 grants (to January) $ 64,386.45 Organisation Grant for Amount Bay Of Plenty Philippines Friendship Filipino Cultural Performance $3,498.00 Society Inc. Evening Matariki Rotorua Inc. Matariki Rotorua Lantern $500.00 Festival Rotorua Trails Trust Trail equipment and $2,271.39 maintenance Meet & Reveg Weeding and Planting Neil Hunt $1,578.54 Park Quarry Lions Club of Ngongotaha Tree Planting at the Rail Trust $400.00 Park Kaingaroa Forest Village Inc. Rangatahi Leadership Wananga $1,600.00
6/3 32 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 3 8 February 2018 Marist St Michael’s Rugby and Club/Community Clean-up $297.65 Sport Club Kai Rotorua Preparation of land and $4,762.19 planting Maori potato Apumoana Marae Committee Purchase of water tank and $4,660.99 greenhouse Toku Tuu Youth Development Prizes for 3x3 basketball $2,880.00 Programme tournaments Mamaku Residents Association Community Spring Clean-up on $3,720.00 Dansey Road Haumarino Community Youth Trust Clean up Waiteti River bank $20,000.00* Ngati Rangiwewehi Senior Clean up Awahou River $858.87 Kapahaka Committee Mamaku Messenger Compilation, printing and $4,845.60 distribution of local newsletter Hillcrest Community Establish a community garden $3,631.89 at Manuka Crescent Reserve Kaingaroa Forest Village Inc. Build a pergola/shelter and $5,000.00 picnic tables/clean-up Rotorua Japanese Playgroup Promotion of Japanese $3,881.33 traditions, culture and language * Large Neighbourhood matching Fund Grant
6/3 33 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 4 8 February 2018
Attachment 4 Partnership Agreements Policy
PARTNERSHIP AGREEMENTS POLICY
Date Adopted Previous Review Officer Responsible Senior Lead Advisor, Sustainability & 1 April 2015 1 March 2019 Social Development
Policy Purpose:
The purpose of this policy is to outline the purpose and function of partnership agreements between Rotorua Lakes Council (RLC) and not for profit organisations whose main objectives and functions are closely aligned with the achievement of Rotorua 2030 goals;
Resilient Community, inclusive, liveable and safe neighbourhoods give us a sense of place; and confidence to be involved and connected Homes that match needs, quality, affordable homes are safe and warm, and available to meet everyone’s needs Outstanding places to play, recreation opportunities are part of our lifestyle; connecting us, transporting us and surrounding us. Vibrant City Heart, our inviting and thriving inner city reflects our unique heritage and lakeside location Business innovation and prosperity, we boast a diverse and sustainable economy energised by our natural resources and innovative people Employment choices, we are a prosperous connected community; growing our education, training and employment opportunities Enhanced environment, we are known globally for our clean, natural environment, air quality and healthy lakes
The policy aims to balance transparency and accountability with pragmatism and simplicity of administration of grants for partnership agreements.
Policy:
Overall Policy Goal Outcomes
That Rotorua Lakes Council, in collaboration with other funders and local not for profit groups, seeks to strengthen the ability of local community groups to respond effectively to local needs in the Rotorua district.
The outcomes for this fund include (in no priority order):
6/3 34 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 4 8 February 2018 Providing assistance to local community groups that enable them to identify and meet community needs that align with Rotorua 2030 goals Targeting Council assistance to activities/ services which contribute to its strategic direction as reflected in Rotorua 2030 goals Providing financial assistance that complements funding from other sources and improves groups’ chances of getting this support
Scope:
The area served by this policy is that of the Rotorua district. The focus of the fund is to provide operational costs for not for profit organisations whose services closely align to the RLC strategic direction of Rotorua 2030.
Partnership agreement recipients will be organisations who have a longstanding relationship with the Rotorua Lakes Council and/or are well established in the community.
The value and makeup of support will be determined on a case by case basis and developed as a partnership agreement.
Management:
Partnership agreements will be allocated on a three year cycle aligned with the Rotorua Lakes Council Long Term Plan. Current recipients will be able to re-apply for another three year term at the end of the previous three year cycle; provided they have met their agreed requirements and continue to work to achieve Rotorua 2030 goals.
Applications for new agreements and associated support will be notified to the public through the Annual Plan/Long Term Plan process. All applicants will be considered by Councillors during the submission deliberations.
Partnership agreements may receive council support through such measures as funding grants, subsidised lease. Assessment of support measures will take into account a range of factors including but not limited to degree of alignment with Rotorua 2030 goals, other funding sources, and overall financial position.
As partnership agreements are allocated based on close alignment with Rotorua 2030 goals, the agreements will support core organisation functions and key outcomes. This will be reflected in accountability requirements being met by standard organisation documents of annual plan, annual report and audited annual accounts.
Only ‘not for profit’ organisations that contribute significantly towards the Rotorua 2030 goals of the Rotorua District will be eligible for a Partnership Agreement.
Policy Mechanism:
Agreements will be for three years; however the organisations will need to meet their agreed requirements annually, based on each organisation’s partnership agreement with RLC, for funding to continue into the previous year.
6/3 35 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 4 8 February 2018 Partnership Agreement:
Successful applicants will:
Jointly develop a partnership agreement with RLC that seeks to achieve the specific outcomes of the partnership, with the Rotorua 2030 outcomes being the first priority Work together with RLC in a transparent, honest and open partnership to achieve the outcomes as agreed in the partnership agreement Submit an annual report on the achievements agreed to in the partnership agreement along with Audited Annual Accounts
Submit an annual plan, and meet by May of that current year to discuss and confirm the organisation’s main objectives and functions continue to be closely aligned with the achievement of Rotorua 2030 goals for the previous year.
6/3 36 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 5 8 February 2018
Attachment 5 Community Grants Policy
COMMUNITY GRANTS POLICY
Date Adopted Previous Review Officer Responsible Senior Lead Advisor, Sustainability & 1 April 2015 31 March 2019 Social Development
Policy Purpose:
The purpose of this policy is to outline the purpose and administration of Rotorua Lakes Council Community Grants to support the contribution of community groups towards achievement of the Rotorua 2030 goals:
A resilient community ... He hāpori pumanawa. Inclusive, liveable and safe neighbourhoods give us a sense of place; and confidence to be involved and connected. Homes that match needs ... Kāinga noho kainga haumaru. Quality, affordable homes are safe and warm, and available to meet everyone's needs Outstanding places to play ... Papa whakatipu. Recreation opportunities are part of our lifestyle; connecting us, transporting us and surrounding us. Vibrant city heart ... Waahi pumanawa. Our inviting and thriving inner city reflects our unique heritage and lakeside location Business innovation and prosperity ... Whakawhanake pākihi. We boast a diverse and sustainable economy energised by our natural resources and innovative people Employment choices ... He huarahi hōu. We are a prosperous connected community; growing our education, training and employment opportunities. Enhanced environment ... Tiakana to taiao. We are known globally for our clean, natural environment, air quality and healthy lakes
The policy also outlines that agreement will be reached with the Geyser Community Foundation to administer the Community Grants fund. The amount of the funding pool is determined as part of the Long Term Plan. The policy is designed to be simple and minimise transaction costs for the applicant, whilst maintaining accountability for public funds.
6/3 37 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 5 8 February 2018 Policy:
OVERALL POLICY GOAL OUTCOMES:
That Rotorua Lakes Council, in collaboration with other funders and local not for profit groups3, seeks to strengthen the ability of local community groups to respond effectively to local needs in the Rotorua District.
That the Community Grants be administered in a transparent, accessible and efficient manner.
The priority outcomes for this fund include (in no priority order):
Providing assistance to local community groups that enables them to identify and meet community needs. Providing financial assistance that complements funding from other sources and improves groups’ chances of getting this support. Targeting Council assistance to activities/services which contribute to its strategic long term goals, whilst ensuring the selection criteria recognise the focus/ kaupapa of these groups.
Scope:
The area served by this policy is that of the Rotorua District4. The focus of the fund is in providing community assistance for the ‘not for profit’ sector in order to create a strong social base and meet local needs. The dollar value of each grant will be determined on a case by case basis, during each funding round; subject to the content of the application, the total funds available and the alignment with Rotorua 2030 goals. The maximum amount for each grant will be capped at $5000.00.
Purposes of grants may include (but not limited to): Administration and operational costs Training costs for personnel Initial project costs Public education events Non capital items
Eligibility:
3 United Nations structural-operational definition brings together those entities that meet the following five criteria: • organised to the extent that they can be separately identified • not for profit and do not distribute any surplus they may generate to those who own or control them • institutionally separate from government • self-governing and in control of their own destiny • non-compulsory in terms of both membership and members’ input. To be classified as a non-profit institution, an organisation has to meet all five criteria. The categories of not for profit include: culture and recreation; education and research; health; social services and emergency/relief; environmental/animal protection; development and housing; civic and advocacy groups; philanthropic and other intermediaries; international organizations, aid and relief; religious congregations and associations; unions, business and professional associations; not elsewhere classified.
4 Rotorua District – Encompasses the area administered by the territorial authority known as the Rotorua District Council.
6/3 38 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 5 8 February 2018
Only ‘not for profit’ organisations who support the ‘social and cultural wellbeing’ of the Rotorua Community will be eligible for these grants.
Applications from organisations for funds for which there is a clear available funding pathway (e.g. Environment Bay of Plenty has an Environmental Enhancement Fund targeted at environmental wellbeing) will not be eligible. Not for profit organisations that provide a service to Rotorua District Council Ratepayers Associations and political groups are not eligible for a community grant.
Management:
The Community Grants Fund will be distributed once every three years.
Agreement will be reached with the Geyser Community Foundation to administer the fund on behalf of Council for an agreed price.
Rotorua Lakes Council will advertise for fund applicants.
Written hard copy or electronic applications will be received by Geyser Community Foundation which will convene a meeting of their Distribution Advisory Committee, which will include two councillors to consider all applications.
Active consideration will be given by the committee to the applicant’s contribution to the Rotorua 2030 goals.
Policy Mechanism:
A budget will be established for the Community Grant funding round (1July – 30 June) in each Annual Plan/LTP.
Should the allocation of funds be less than the budget in any financial year, the funds will be carried forward to the following year.
Accountability/monitoring:
To ensure that funds are used appropriately, successful applications will: Submit a copy of their annual financial statement as per their Constitution. This could be the organisations audited annual accounts5, or ‘a limited assurance engagement6’ Complete a simple evaluation report based on the original application form, after twelve months of being allocated a grant and then annually; indicating the outcomes achieved to date and the contribution the grant is making to achieving these.
The accountability will be administered by Geyser Community.
5 Audited annual accounts. These require appointment of an auditor charged with reviewing annual accounts 6 Limited assurance engagement. This does not require appointment of an auditor to review the organisation’s annual accounts
6/3 39 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 6 8 February 2018
Attachment 6 Neighbourhood Matching Fund Policy
NEIGHBOURHOOD MATCHING FUND POLICY
Date Adopted Previous Review Officer Responsible Senior Lead Advisor, Sustainability & 1 April 2015 31 March 2019 Social Development
Policy Purpose:
The purpose of this fund is to bring people together to build stronger communities and neighbourhoods, by providing resources for self-help projects, which link to Rotorua District Council’s Rotorua 2030 goals.7
Policy:
Overall Policy Goal Outcomes
Rotorua Lakes Council in partnership with other funders, local not for profit groups, communities of interest and neighbourhood based groups, seeks to build and strengthen community driven activities, and to grow a sense of local identity and pride amongst people living in the Rotorua District.
The priorities for this fund include (in no particular order): . Bringing people together to collaborate on neighbourhood projects. . Empowering people to enhance and strengthen their own neighbourhood. . Contributing to families and whanau working, playing and talking together . Renewing and revitalizing of places and spaces within neighbourhoods . Improving the quality of life in a specific community or neighbourhood
7 We are committed to working closely with our community to ensure the destination we have identified is the right one - for without a clear and agreed destination our journey to the future cannot be successfully navigated. Our future is: 1. A resilient community ... He hāpori pumanawa. Inclusive, liveable and safe neighbourhoods give us a sense of place; and confidence to be involved and connected. 2. Homes that match needs ... Kāinga noho kainga haumaru. Quality, affordable homes are safe and warm, and available to meet everyone's needs 3. Outstanding places to play ... Papa whakatipu. Recreation opportunities are part of our lifestyle; connecting us, transporting us and surrounding us. 4. Vibrant city heart ... Waahi pūmanawa. Our inviting and thriving inner city reflects our unique heritage and lakeside location 5. Business innovation and prosperity ... Whakawhanake pākihi. We boast a diverse and sustainable economy energised by our natural resources and innovative people 6. Employment choices ... He huarahi hōu. We are a prosperous connected community; growing our education, training and employment opportunities. 7. Enhanced environment ... Tiakana to taiao. We are known globally for our clean, natural environment, air quality and healthy lakes
6/3 40 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 6 8 February 2018
Scope
The area served by this policy is that of the Rotorua District. All projects should be initiated, planned and implemented by people living in the Rotorua District.
Definitions
Neighbourhood: The immediate environment or surroundings; the people of a particular area
Communities of Interest: Community groups that do not have a geographic base, but have a common interest such as a racial or ethnic group, people with disabilities, etc.
Neighbourhood Based Groups: Groups of people who come together from a particular area to achieve a goal
Project: Has a clear beginning and end.
Management
The amount of the funding pool for Neighbourhood Matching Fund (NMF) is determined via the Annual Plan/ LTP.
There are two parts to the NMF each with an allocation of the total funding pool. The first is Small NMF grants. This funding will be available between February and November, with up to $5,000 available per application. The minimum grant is $50.00.
The Large NMF pool is divided equally into three funding rounds a year, with the minimum grant being $1,500. All applicants applying for funding from the Large NMF will be required to attend an interview with the NMF Assessment Committee. If the large pool is unable to be allocated at each round, it shall be re-allocated to the small pool for distribution.
Before submitting an application for either small or large projects, applicants must contact the Rotorua Lakes Council Strategy Project Manager, to discuss the project and the development of their application.
All applications will be considered by a Grants Assessment Committee. For small grants the committee consists of three Rotorua Lakes Council staff including a senior manager. For large grants: a Councillor, Te Arawa representative and three community association representatives. The committee members will be reviewed annually.
Groups that are not legal entities may appoint a fiscal sponsor.8 Should the allocation of funds be less than the budget in any financial year, the remaining funds will be absorbed into the full council result.
Accountability / Monitoring
8 Fiscal sponsor - If a group is not a legal entity then they may reach an agreement with an NFP group who is a legal entity, or another agreed entity, to take fiscal responsibility for their project.
6/3 41 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 6 8 February 2018
To ensure that funds are used appropriately, all successful applicants will:
Provide an accountability report on the outcomes/results of the project, including photos/video where possible. Submit a financial report on what the grant was used for.
Projects that run over three months will be required to provide a progress report.
6/3 42 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 7 8 February 2018 Attachment 7: Rotorua District Council Sister Cities Fund
6/3 43 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 7 8 February 2018
6/3 44 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 7 8 February 2018
6/3 45 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018
Attachment 8: Draft Community Funding Investment Policy
COMMUNITY FUNDING INVESTMENT POLICY 2018
VISION 2030 – THE ROTORUA WAY
This is our home, we are its people. We're the heart of Te Arawa and a centre for Māori culture and expression. We're innovative and we share what we learn. We're driving opportunity, enterprise and diversity. We're supporting a legacy of sustainability for our environment. Rotorua is a place for everyone...
Tatau tatau - We together.
Koinei tō tātau kāinga. Ko tātau ōna tāngata. Nā tātau tonu i ora ai te ahurea Māori me ōna āhuatanga katoa. He iwi auaha tātau e tuku nei i tā tātau e ako nei. E kokiri nei tātau i te angitu, i te hihiri me ngā rerekētanga maha. E kaha tautoko nei tā tau i whakapūmautanga o te taiao. Mō te katoa a Rotorua…Tatau tatau
PURPOSE
Rotorua Lakes Council (RLC) recognises the important contribution made by community organisations to the overall wellbeing of our district and residents. Council makes funds available for the purpose of supporting community organisations’ contribution towards achieving the Rotorua 2030 goals.
The policy’s purpose is to guide RLC in the allocation and management of community funding to communities, groups and organisations within the Rotorua district.
PRINCIPLES
The following principles will guide our behaviour and decision-making, and inform the design and implementation of the RLC Community Investment Programme:
A focus on outcomes Community involvement and leadership Fairness and equity of opportunity Transparency and accountability Working together- mutual respect Innovation and collaboration.
6/3 46 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018 DEFINITIONS
Community organisations - ‘not for profit’, charitable and voluntary organisations established with the primary purpose of providing a benefit to the wider community; do not seek to generate profit or financial surpluses for commercial interests
Grant - a financial contribution to a group, organisation or sector of the community
Rotorua district - within the territorial authority area boundaries
Statutory functions - a function conferred or imposed by a statutory instrument and delivered in part through government funding which is provided to the organisation for the purpose of delivering the service
Neighbourhood - The immediate environment or surroundings; the people of a particular area
Communities - May have a geographic base, or be based on a common interest e.g. racial or ethnic group, people with disabilities.
OBJECTIVES
Supporting community organisations’ activities and services which contribute towards the achievement of Rotorua 2030 goals Focussing on investment which improves equitable outcomes for our community Strengthening the ability of local community groups to respond effectively to local needs Building and strengthening the capacity of community groups and organisations to move to financial sustainability Building participation and a sense of belonging Increasing community access to opportunities and resources Complementing funding from other sources.
ELIGIBILITY- WHO CAN APPLY FOR GRANTS
The focus of the Community Funding Investment Policy is in providing assistance for community organisations contributing to the social, economic, environmental or cultural wellbeing of the district, building and strengthening the capacity of local groups to meet local needs.
The following general requirements must be met in order to be eligible for funding; more specific requirements for a particular fund may also apply.
Only community organisations will be eligible Only organisations active in the Rotorua district, and activities specific to the benefit of Rotorua district communities will be eligible Applications must outline the organisation’s contribution towards the Rotorua 2030 goals
6/3 47 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018 Any group benefiting from a Council lease subsidy, Rates Relief or any other form of support must identify this when applying for Council community funding In regards to the Neighbourhood Matching Fund, groups that are not legal entities may appoint a fiscal sponsor.
EXCLUSIONS
Applications from organisations applying for funds for which there is another specific funding pathway (e.g. Bay of Plenty Regional Council has an Environmental Enhancement Fund targeted at environmental wellbeing) Community organisations that provide a service to Rotorua District Ratepayers Associations and political groups Activities for which the main purpose is to promote the religious, ethical, commercial or political views of the organisation Retrospective funding Previous grant applicants who failed to fulfil the obligations and terms of a previous grant agreement will be considered on a case-by-case basis Statutory functions, activities and services (e.g. education, policing, health care) Commercial or private organisations whose purpose is profit generation.
GENERAL REQUIREMENTS
All funds must be spent on the purpose for which the application was made and within the timeframe stated in the funding agreement unless changes are agreed with RLC Those receiving funding will be required to meet agreed accountability requirements which detail their use of the money received and outcomes achieved All organisations in receipt of funding must acknowledge Council support in their promotional materials and other communications.
6/3 48 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018 TYPES OF COMMUNITY INVESTMENT: Council provides community investment as outlined in the table below.
Type Description Distribution Partnership Agreements are developed with established Allocated once every three Agreements community organisations which are years recognised as significantly contributing to Paid annually following Rotorua 2030 goals, with a focus on improving accountability achievement equitable outcomes in our community Provides for flexibility of use, 3 years’ certainty and practical accountability Agreements may include financial grants as well as other forms of support
Community Small grants of $1,000-$5,000 value Allocated once every three Grants Supports community organisations to identify years Administered by and meet community needs with a focus on Geyser Community improving equitable outcomes in our Foundation on behalf of community Council. Provides for flexibility of use, 3 years’ Paid annually following certainty and simple accountability accountability achievement
Neighbourhood Support for not for profit groups provides Small grants (under $5,000) Matching Fund assistance to build and strengthen community – open year round to driven activities applications Project or event focused Large grants – ($5,001- Grants match the value of voluntary $20,000) open twice a year contributions to applications
LEVEL OF COMMUNITY FUNDING:
The amount of the funding pool for Partnership Agreements and Community Grants is determined as part of the Long-term Plan once every three years. Organisations need to meet their agreed requirements annually, for funding to continue into the next year. Should the allocation of funds be less than the budget in any financial year, the funds will be carried forward to the following year. The dollar value of each grant or agreement will be determined on a case by case basis during each funding round, subject to the content of the applications, the total funds available and the alignment or contribution to Rotorua 2030 goals.
In the case of the Neighbourhood Matching Fund, funding is allocated annually through the Annual Plan.
6/3 49 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018 SCHEDULE ONE: NEIGHBOURHOOD MATCHING FUND
Purpose:
The purpose of the Neighbourhood Matching Fund (NMF) is to bring people together to build stronger communities and neighbourhoods by providing resources for self-help projects, which link to Rotorua 2030. This funding is project specific (a clear beginning and end), where the community identify a need for funding to achieve the following priorities (in no particular order):
Bringing people together to collaborate on neighbourhood projects
Empowering people to enhance and strengthen their own neighbourhood
Contributing to families/whanau working, playing and talking together
Renewing and revitalizing of places and spaces within neighbourhoods
Improving equity / quality of life in a specific community or neighbourhood.
Management:
There are two parts to the NMF funding pool - small and large grants
Guidelines for applicants will be made available to the public The NMF will be promoted and advertised through a range of methods
Small NMF grants are available between February and November, with grants between $50 and $5,000
Small NMF grant applications will be considered by three RLC staff including a senior manager
The Large NMF pool has two funding rounds a year, with grants between $5,001 and $20,000
Applicants for funding from the Large NMF will be required to attend an interview with a NMF Grants Assessment Committee comprising a Councillor, Te Arawa representative and three community association representatives
If the large pool is not allocated at each round, it shall be re-allocated to the small pool for distribution within the financial year
Before submitting an application for either small or large projects, applicants must contact the RLC Administrator to discuss the project and the development of their application
Should the allocation of funds be less than the budget in any financial year, the remaining funds will be absorbed into the full Council result.
6/3 50 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018 Accountability:
Applicants must submit a report including:
Outcomes/ results of the project, ideally including photos
Accountability for how the grant was used including all receipts.
6/3 51 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018 SCHEDULE TWO: PARTNERSHIP AGREEMENTS
Purpose:
The focus of the partnership agreements is to provide operational costs for community organisations whose services closely align to the RLC strategic direction of Rotorua 2030. Partnership agreement recipients will be organisations which have a longstanding relationship with the RLC and/or are well established in the community and demonstrating sound governance. Organisations will be making a contribution to improving equitable outcomes in the community. The value and makeup of support will be determined on a case by case basis and developed as a written partnership agreement.
Management:
Applications for partnership agreements and associated support will be notified to the public and submissions sought through the Long-term Plan once every three years. All applications will be considered by Councillors during the submission deliberations Partnership agreements may receive Council support including measures such as funding grants, subsidised lease. Assessment of support measures will take into account a range of factors including but not limited to degree of alignment with Rotorua 2030 goals; contribution to improving equity; other funding sources; and overall financial position As partnership agreements are allocated based on close alignment with Rotorua 2030 goals, the agreements will support core organisation functions and key outcomes. This will be reflected in accountability requirements being met by standard organisation documents of strategic plan, annual plan, annual report and the organisation’s annual financial statement as per their Constitution. E.g. audited annual accounts Successful applicants will jointly develop a written partnership agreement with RLC that seeks to achieve the specific outcomes of the partnership, with the Rotorua 2030 outcomes being the first priority Successful applicants will work together with RLC in a transparent, honest and open partnership to achieve the outcomes agreed in the partnership agreement. Accountability:
At the end of each year submit: An annual report which includes achievement of the outcomes agreed to in the partnership agreement along with the organisation’s annual financial statement as per their Constitution. E.g. audited annual accounts
An annual plan, and meet the RLC Relationship Manager by May of the current year to discuss and confirm the organisation’s main objectives and functions for the next year will continue to be closely aligned with the achievement of Rotorua 2030 goals.
6/3 52 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 8 February 2018 SCHEDULE THREE: COMMUNITY GRANTS
Purpose:
The purpose of Community Grants is to strengthen the ability of local community groups to respond effectively to local needs in the Rotorua district and contribute towards achieving the Rotorua 2030 goals. The focus of this fund is in providing assistance for small to medium sized community organisations.
The purpose of grants may include (but is not limited to): Administration and operational costs Training costs for personnel Initial project costs Public education events Non capital items.
Management:
Agreement will be reached with the Geyser Community Foundation to administer the fund on behalf of Council for an agreed price
RLC will advertise for fund applicants once every three years, or at other times if funding becomes available for redistribution
Written hard copy or electronic applications will be received by Geyser Community Foundation. The Foundation will convene a meeting of their Distribution Advisory Committee, which will include two Councillors, to consider all applications
Active consideration will be given by the Committee to the applicant’s contribution to the Rotorua 2030 goals, and to improving equity in the community
Annual grant payments will be released at the beginning of each year by the Geyser Community Foundation upon receipt of previous year’s annual accountability requirements.
Accountability:
At the end of each year, submit to the Geyser Community Foundation: A copy of the organisation’s annual financial statement as per their Constitution. E.g. audited annual accounts A simple evaluation report based on the original application form, indicating the outcomes achieved in the years and the contribution the grant is making to achieving these.
6/3 53 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 ATTACHMENT 8 – APPENDIX 1 8 February 2018
APPENDIX 1: 2030 GOALS:
Papa whakatipu - outstanding places to play
Recreation opportunities are part of the Rotorua lifestyle; connecting us, transporting us and surrounding us.
Waahi pūmanawa - vibrant city heart
The inviting and thriving inner city reflects Rotorua's unique heritage and lakeside location.
Whakawhanake pākihi - business innovation and prosperity
Rotorua boasts a diverse and sustainable economy energised by natural resources and innovative people.
Kāinga noho, kāinga haumaru - homes that match needs
Quality, affordable homes which are safe and warm, and available to meet everyone's needs.
He hāpori pūmanawa - a resilient community
Inclusive, liveable and safe neighbourhoods give residents a sense of place; and confidence to be involved and connected.
He huarahi hou - employment choices
Rotorua is a prosperous connected community; growing education, training and employment opportunities.
Tiakina to taiao - enhanced environment
Rotorua is known globally for its clean, natural environment, air quality and healthy lakes.
6/3 54 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 File No: 01-63-107-22 RDC-795678
ROTORUA LAKES COUNCIL
Mayor Chairperson and Members STRATEGY, POLICY AND FINANCE COMMITTEE
CARBON REPORTING AND CERTIFICATION
Report prepared by: Niki Carling, Strategy Advisor Report reviewed by: Rosemary Viskovic, Strategy Development Manager Report approved by: Jean-Paul Gaston, Acting Chief Executive
1. PURPOSE
Rotorua Lakes Council (RLC) has an opportunity to demonstrate leadership to the wider community through tracking, reporting and reduction of its operational emissions, and to affect district emissions from activities relating to transport, waste, wastewater and energy use. There is potential to create opportunities for energy and fuel savings and help the district to recognize and respond to new post-carbon economy opportunities.
Developing a climate change action plan with emission reduction targets will enable Council to comply with the Global Covenant of Mayors for Climate & Energy (GCoM), an international alliance of cities and local governments committed to an inclusive, just, low-emission and climate resilient future. GCoM signatories act to voluntarily meet their own targets for greenhouse gas (GHG) emissions reductions (or low emission development targets) for their whole community, identify climate risks and vulnerabilities, and implement mitigation and adaptation measures. In New Zealand, Auckland, Dunedin and Wellington are all members of the coalition.
A community inventory for the district has already been undertaken. The next step is to prepare an organisational inventory for RLC and to consider the delivery of GCoM compliance by 2021.
2. RECOMMENDATION 2
1. That the report “Carbon reporting and certification” be received.
2. That the Committee supports the recommendation to Council that an organisational inventory be undertaken and that Rotorua Lakes Council works to achieve Global Covenant of Mayors for Climate & Energy (GCoM) compliance by 2021.
6/3 55 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 3. BACKGROUND
Human activity has impacted significantly on the Earth's atmosphere. There is evidence of climate change effects, including raised temperatures and sea levels and increased frequency of extreme weather events. The occurrence of these changes is projected to become more pronounced in the future and poses a serious threat to long-term community viability. Mitigation through energy efficiency, emission reduction and other conservation initiatives can help slow this effect, as well as offering considerable potential cost savings. As an example, the recent replacement of gas-fired heating boilers with geothermal bore energy to heat the RLC Civic Centre has projected savings of 710,000kWh/yr in gas at a cost of $37k per annum conservatively, 6.8 year payback and reduction in carbon emissions of 137.7tonnes of CO2e.
Tracking, reporting and seeking reduction in organisational emissions is a vital part of RLC showing leadership as a progressive and transparent governing body with a genuine concern for climate change. With tourism as a major contributor to the local economy, the public relations value of certification of, commitment to and evidence of GHG reductions is also important.
RLC also has significant opportunities to directly affect emissions from community activities relating to transport, waste, wastewater and energy use. The Local Government Act 2002 requires local authorities to take a sustainable development approach when fulfilling their purpose. There is no explicit requirement for councils to measure or reduce the environmental effects of their activities, but some local authorities have chosen to measure their greenhouse gas emissions, consider their waste management practices, and act to mitigate the environmental effects of those activities where it makes business sense to do so.
In 2015 Rotorua became the first New Zealand signatory to the United Nations Global Compact – Cities Programme, which includes a commitment to “undertake initiatives to promote greater environmental responsibility”. Rotorua is also a signatory to the Local Government Leaders Climate Change Declaration which commits to develop and implement ambitious action plans that reduce GHG emissions and support resilience within councils and for local communities.
Demonstrating this commitment, the Rotorua Sustainable Living Strategy includes the objective: “Rotorua will be ready for the approaching post-carbon economy through greater energy efficiency and reduction in greenhouse gas emissions”, to be achieved by:
1. Undertaking a comprehensive energy use and emissions inventory for all Council operations 2. Developing a community-wide GHG emission inventory; setting targets and action plan to cut emissions 3. Participating in an international city network (eg. GCoM).
The Strategy specifically identifies energy conservation, change to cleaner fuel/ energy use, and reduction in waste production as ways for RLC to achieve the Rotorua 2030 goal of an ‘enhanced environment’.
Bay of Plenty Regional Council recently commissioned a regional carbon footprint, including the Rotorua District. RLC has taken the opportunity to have the data from this assessment re-run to produce a Rotorua District-specific table which can be used for GCoM reporting. The next step is to prepare an organisational inventory for RLC and to consider the delivery of GCoM reporting and compliance by 2021.
6/3 56 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 4. DISCUSSION AND OPTIONS
Options are being considered for calculating comprehensive energy use and emissions inventories for all of Council’s operations. These, plus the community inventory, will be the basic data requirements for signing up to the GCoM.
Maintaining the status quo is not considered an option. Failure to start voluntarily measuring, planning and making changes now will result in urgent and more costly requirements with greater negative impact on the environment and vulnerable communities in future. There is also the risk of reputational damage; not keeping pace with other Councils around NZ or the region whilst claiming environmental and tourism status values; and signing accords without any commitment to action.
Process for developing an organisational inventory and complying with the GCoM
Phase I (2018) • Set up internal ‘Carbon/Energy Committee’ • Collect data from Council departments • Complete organisational carbon footprint (inventory) • Analyse results & set targets • Report organisational & community inventories via internationally-recognised reporting platform.
Phase II (2018-2021) • Sign up to GCoM GCoM compliance Once signed up to the GCoM, compliance will need to be achieved within 3 years:
To maintain compliance with GCoM, a city has to report progress annually on mitigation and adaptation activities. Council will complete this reporting in-house and consideration will be given to joining an international certification scheme eg. CEMARS (Certified Emissions Measurement & Reduction Scheme) at a later date. A number of NZ councils use the CEMARS framework. Feedback is that the process is valuable in assessing where to direct efforts for GHG emission reductions. Further benefit can come from collaboration with other CEMARS certified bodies, with possible cost saving and learning opportunities. Membership of this scheme could be taken up at any stage once carbon reporting is underway and the framework could be used to complete an organisational
6/3 57 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 inventory and/or to aid on-going reporting on progress under the GCoM. Costs to retain certification are $23k-30k per annum for annual membership fee and auditing.
Options for delivery
The alternatives are for Council to complete the inventories in-house, with or without some level of support from external consultants, or to contract out the work. Either way, to be effective, the philosophy underlying this commitment needs to be at the centre of Council policy, planning and decision making. Executive and Leadership Teams will need to support the commitment, including directing their staff to input to meetings and data collection and planning processes.
Phase I Phase II (RLC inventory) (GCoM compliance) $ $ Option 1. Consultant delivery 15-20k max 130k Option 2. Internal delivery 25k max 146k
Option 1: Consultant delivery
Phase I delivery by external consultants has been quoted at $15 - 20k
Phase II delivery indicative pricing (AECOM) is:
Task Existing information provided Scope undertaken by AECOM Indicative fees over 3 by Council years Climate change risk & . Copy of existing strategies & plans . Formal climate change risk & vulnerability max. $15k vulnerability . Other relevant documents assessment to complete GCoM reporting assessment prepared for council requirements . Council staff for workshops . Workshop with relevant staff to rate & assess Rotorua’s risks & vulnerabilities Target setting . Relevant council documents; . Guidance/international best practice for max. $15k emission reduction/ mitigation target setting initiatives . Draft targets . Run internal/external workshops Climate change & . Copy of existing strategies & plans . Climate risk assessment max. $100k adaptation action . Other relevant documents . Adaptation pathways with high level Depends on # Council plan prepared for council costing staff involved/ . Council staff for workshops . Cost-benefit analysis for adaptation providing support & . Council’s risk framework . Community engagement on adaptation the level of detail . GIS based hazard information (eg. pathways anticipated for the flood overlays, fire overlays) . Combined risk & adaptation climate change & . Individual council reports adaptation action plan . Regional summary report Total max. $130k (depends on final scope)
Council staff involvement will be required as project interface and also contributors to data collection, target setting, etc.
Benefits of this option: • consultant knowledge and previous experience • some transfer of knowledge to Council staff • credibility/authority and neutrality of working outside the organisation • dedicated availability
6/3 58 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 Option 2: Internal delivery (in-house project manager)
Phase I cost of Council staff member delivering, using the time estimated by AECOM, will be ~$25k. (Staff cost $180p/hr. This does not account for time taken to get up to speed with this work, given staff do not have experience or specific knowledge of this area of work, nor the opportunity cost of staff being allocated this work). One of the possible frameworks for this work is the CEMARS methodology already mentioned.
Phase II cost of Council staff member delivering, using the time/framework estimated by AECOM, will be up to $146k, depending on the level of detail required in the plan.
Council could look at outsourcing any of the tasks above that would benefit from specialist knowledge and expertise.
Benefits of this option: • greater capability developed in-house • ready access to staff matrix
Recommended option
We recommend Option I for the development of an organizational carbon inventory and subsequent achievement of GCoM compliance. Annual reporting post-compliance would be completed in-house and consideration given to CEMARS certification at a later date.
5. ASSESSMENT OF SIGNIFICANCE
The decisions or matters of this report are not considered significant in accordance with the Council’s Significance and Engagement Policy. However, failure to start planning for reduction/mitigation initiatives now will result in urgent and more costly future requirements with greater negative impact on the environment and vulnerable communities.
6. COMMUNITY INPUT/ENGAGEMENT AND PUBLICITY
The concepts and issues underpinning this initiative were consulted with broad community stakeholders as part of the Sustainable Living Strategy. This was led by the Sustainable Living Steering Group comprising community members.
While further consultation with external groups is not required in preparing a Council organisational inventory, the tasks involved in achieving GCoM compliance for the district - climate change risk and vulnerability assessment, target setting and climate change and adaptation action planning - will involve future external engagement.
6/3 59 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018
7. FINANCIAL/BUDGET CONSIDERATIONS
7.1 Financial/budget considerations
Period Activity Cost Budgeted/Unbudgeted 2017-18 Organisational inventory $15k-20k budgeted 2018-21 Steps towards achievement max $130k over 3 financial unbudgeted of GCoM compliance years (yet to be scoped) 2021 GCoM compliance no cost of membership - Beyond 2021 Annual reporting to comply staff cost (yet to be ? with GCoM (in-house) scoped)
Possible CEMARS certification $23-30k per annum unbudgeted
7.2 Policy and planning implications
The Local Government Act 2002 states that, “in taking a sustainable development approach, a local authority shall take into account – (i) the social, economic, and cultural interests of people and communities; and (ii) the need to maintain and enhance the quality of the environment; and (iii) the reasonably foreseeable needs of future generations.'
Rotorua’s Long Term Plan identifies Council’s responsibility to manage assets and services in a way that “provides resilience and environmental brand protection for the district.” It also states that “We will increase our understanding of the impact of climate change on our infrastructure networks, to improve management of our assets and guide future infrastructure investment.”
The carbon reporting and certification work described herewith is identified in the Rotorua Sustainable Living Strategy. Future adaptation and mitigation activities will be strongly aligned to the Rotorua 2030 goals of achieving an ‘enhanced environment’ and ‘a resilient community’, and the realisation of other economic and lifestyle goals.
7.3 Risks
Failure to start voluntarily measuring, planning and making changes now will result in urgent and more costly requirements with greater negative impact on the environment and vulnerable communities in future. There is also the risk of reputational damage - not keeping pace with other Councils around NZ or the region whilst claiming environmental and tourism status values, and signing accords without any commitment to action.
7.4 Authority
The committee has the authority to make the resolutions included within this report.
6/3 60 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 File No: 01-65-006-02 RDC-797840
ROTORUA LAKES COUNCIL
Mayor Chairperson and Members STRATEGY POLICY AND FINANCE COMMITTEE
LONG-TERM PLAN 2018 – 2028 – PROGRESS UPDATE
Report prepared by: Oonagh Hopkins, Governance and Corporate Planning Manager Report approved by: Jean-Paul Gaston, Group Manager Strategy
1. PURPOSE
The purpose of the report is to seek endorsement for the communications and engagement approach to be used in developing the Long-term Plan 2018-28.
2. RECOMMENDATION 3:
1. That the report ‘Long-term Plan 2018 -2028 – progress update’ be received.
2. That the Committee recommends to Council to endorse the communications and engagement approach to be used in developing the Long-term Plan 2018-28.
3. BACKGROUND
A Long-term Plan is developed by council every three years and covers a period no less than 10 years. The period of this Long-term Plan will be 2018-2028.
In a series of forums held from September 2017 to January 2018, the Mayor, councillors, community boards and Te Tatau members have been discussing the district direction - Vision 2030 and how delivery of projects and services can be achieved that are directly aligned towards achieving the goals of the vision.
The result will be a consultation document that will generate discussion within the community and assist the Council to make decisions that will be included in the Long-term Plan.
The purpose of the long-term plan consultation document is to provide an effective basis for public participation in local decision-making that will relate to the final development of the long-term plan.
Once approved the consultation document will be released for public consultation using the special consultative procedure under the Local Government Act.
6/3 61 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 4. DISCUSSION AND OPTIONS
The proposed final Long-term Plan is not a one-off – it is the formulation of a journey that started in 2013 with the 2030 vision. The vision refresh, The Rotorua Way, set the direction for the next chapter of our district’s progress; the Long-term Plan when completed will be the action plan for delivery and how delivery will be funded.
The consultation document will propose priorities that link the strengths identified in The Rotorua Way to projects and programmes that will bring about further change and, we believe, take Rotorua into the future. The proposals are based around: Reviving our facilities Environmental sustainability Promoting, and positioning ourselves for growth Keeping the foot on progress.
The following is the timetable for consulting and final development of the Long Term Plan 2018- 2028.
Action Date Approve consultation document 28 February 2018 Open consultation – go live Let’s Talk/Korero Mai 5 March 2018 Community Engagement 5 March – 13 April 2018 Consultation and submissions close 13 April 2018 Deliberations 16-18 May 2018 Adoption of Long Term Plan 2018-2028 28 June 2018
In the lead up to adopting the consultation document, it is anticipated that messages will be circulated to raise awareness within the community about the development of a long-term plan and how to provide feedback.
5. ASSESSMENT OF SIGNIFICANCE
The Long-term Plan is significant. It sets the action to be delivered for the next ten years. Its significance therefore requires a consultation document that must be prepared and then consulted on using the special consultative procedure.
The final Long Term Plan must be adopted by 30 June.
6. COMMUNITY INPUT/ENGAGEMENT AND PUBLICITY
Following adoption of the consultation document feedback on the proposals via the special consultative procedure will be open from 5 March to 13 April.
During that time there will be a number of opportunities where members of the community will be able to provide feedback on any of the proposals put forward in the consultation document.
6/3 62 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018 Online Engagement – Let’s Talk | Korero Mai • Consultation document • Information on each section of the LTP • Feedback forms and tools • Questions and answers • Information about face-to-face engagement/workshops etc • Video clips
Pop-up stations Locations where people can have their say at places where they are likely to be already visiting as part of their everyday activity: Lakefront Playground Long Mile Road Kuirau Park Aquatic Centre Inside Library and childrens health hub Outside Sir Howard Morrison Performing Arts Centre (SHMPAC), Museum, Markets – Saturday and Sunday Community events/family fun days
Community Led engagement / Te Arawa hapū / iwi Working with groups and associations to get feedback about our kaupapa from their members/students/constituents.
Community conversations Travelling public information session mixed with a world café/table: • Rural locations: Mamakū, Reporoa, Rerewhakaaitu, Ngongotahā, Ngakuru/Waikite • Lakes locations : Tarawera, Ōkareka, Rotoiti, Rotomā & Hamurana Golf Club • Central locations: Library and Chamber
Special interest group forums Host/run forums that cater to audiences directly affected by the LTP proposals and are historically under-engaged including youth and multicultural communities.
7. CONSIDERATIONS
7.1 Financial/budget considerations
There is substantial cost involved in the development and then engagement of the consultation document and Long Term Plan, most of which is not quantifiable as it is staff time.
A draft budget for the investment into communications and engagement is outlined. This budget is accounted for within the existing operational budgets for communications and corporate planning/governance.
6/3 63 Strategy, Policy & Finance Committee meeting Doc No. RDC-796533 8 February 2018
Graphic design In-house Printing costs – consultation document and final $8,000 LTP Collateral – mail, back of bus, book marks, $15,000 posters, display and information boards, newspapers Public information sessions – venue hire, $10,000 targeted engagement packages, etc Pop up locations – set up costs, hire, etc $8,000 Koha, catering $4,000 Radio $5,000 Total $50,000
Active engagement and steering members of the community towards Let’s Talk will be a major component in raising people’s awareness of the consultation document and encouraging them to provide feedback.
8.2 Policy and planning implications The preparation of a long-term plan is a requirement of the Local Government Act. The consultation document and its content is largely prescribed within the act.
8.3 Risks
Risks to be considered in adopting and going out for public consultation with the Long Term Plan consultation document include: Council’s reputation – are the messages and direction of the council clear and in line with the strategic direction it has been communicating to date? Financial implications – the community will respond with requests for alternative projects and support or not for projects outlined in the plan that may have an impact of the ability for council to get within its financial framework. Trade-offs will need to be considered.
8.4 Authority Full Council must adopt the consultation document and must consult for no less than one month.