Community Development Committee Agenda

Date: Thursday, 20 February, 2020 Time: 10:30 am Location: Council Chamber Forum North, Rust Avenue Whangarei Elected Members: Her Worship the Mayor Sheryl Mai (Chairperson) Cr Gavin Benney Cr Vince Cocurullo Cr Nicholas Connop Cr Ken Couper Cr Tricia Cutforth Cr Shelley Deeming Cr Jayne Golightly Cr Phil Halse Cr Greg Innes Cr Greg Martin Cr Anna Murphy Cr Carol Peters Cr Simon Reid

For any queries regarding this meeting please contact the Whangarei District Council on (09) 430-4200.

Pages

1. Declarations of Interest

2. Apologies

3. Confirmation of Minutes of Previous Community Development Committee Meeting

3.1 Minutes Community Development Committee 18 December 5 2019

4. Decision Reports

4.1 2019-20 Community Fund - consideration of grant by 9 exception - Wild Kiwi 2020

5. Information Reports

5.1 Operational Report - Community Group February 2020 25

6. Public Excluded Business

7. Closure of Meeting

Recommendations contained in the agenda are not the decisions of the meeting.

Please refer to minutes for resolutions. 1

Community Development Committee – Terms of Reference

Membership

Chairperson Councillor Gavin Benney

Members Her Worship the Mayor Sheryl Mai Councillors Vince Cocurullo, Nicholas Connop, Ken Couper, Tricia Cutforth, Shelley Deeming, Jayne Golightly, Phil Halse, Greg Innes, Greg Martin, Anna Murphy, Carol Peters, Simon Reid

Meetings Monthly

Quorum 7

Purpose

To oversee functions of Council that interact, support and provide services for the community, including to disburse funds as determined by the Whangarei District Council Grants, Concessions and Loans Policy.

Key responsibilities

• Policy and planning for the provision of community development, culture, arts and heritage and events.

• District venues and community events

• Libraries

• Community services o Community sector liaison and support (Advisory Groups) o Community safety (City Safe, CCTV)

• Pensioner housing

• Property asset management o Pensioner housing o Forum North o Community halls

• Civil Defence Emergency Management

• Heritage, culture, arts and creative industries sector liaison

• Community development led programme

• Reporting on service delivery, including operational financial performance. 2

• Reporting on capital projects.

• Operational reporting for the Community group within Council.

• Procurement – general procurement relating to the areas of business of this committee, within delegations.

• Shared services – investigate opportunities for shared services for recommendation to council.

• Council Controlled Organisations (CCOs) – monitoring the financial and non- financial performance of CCOs whose functions would otherwise fall under the scope of this committee. Includes trading CCOs (CCTOs) and those CCOs exempted under the LGA. Responsibilities include:

o advising on the content of annual Statement of Expectations to CCOs o agreement of the Statement of Intent o monitoring against the Statement of Intent o for exempted CCOs, monitoring and reporting as agreed between Council and the organisation

CCOs accountable to this committee:

o Whangarei Art Museum Trust (WAMT) – CCO o Northland Events Centre Trust (NECT) – exempted CCO

• To carry out the funding process in accordance with the Whangarei District Council Grants, Concessions and Loans Policy in an objective, fair and transparent way.

Delegations

(i) All powers necessary to perform the committee’s responsibilities, including, but not limited to:

a) approval of a submission to an external body.

b) establishment of working parties or steering groups.

c) adoption of strategies and policies relating to the key responsibilities of this committee (except for those that cannot be delegated by Council under Clause 32(1)(f) of Schedule 7 of the LGA).

d) the approval of expenditure of less than $5 million plus GST.

e) power to establish subcommittees and to delegate their powers to that subcommittee. 3

f) the power to adopt the Special Consultative Procedure provided for in Section 83 to 88 of the LGA in respect of matters under its jurisdiction (this allows for setting of fees and bylaw making processes up to but not including adoption). g) the power to delegate any of its powers to any joint committee established for any relevant purpose under clause 32, Schedule 7 of the Local Government Act 2002 (LGA). 4

5 1

Community Development Committee Meeting Minutes

Date: Wednesday, 18 December, 2019 Time: 10:30 a.m. Location: Council Chamber Forum North, Rust Avenue Whangarei

In Attendance Cr Gavin Benney Her Worship the Mayor Sheryl Mai Cr Vince Cocurullo Cr Nicholas Connop Cr Ken Couper Cr Tricia Cutforth Cr Shelley Deeming Cr Phil Halse Cr Greg Innes Cr Greg Martin Cr Anna Murphy Cr Carol Peters Cr Simon Reid

Not in Attendance Cr Jayne Golightly

Scribe C Brindle (Senior Democracy Adviser) ______

1. Declarations of Interest Item 3.3 Allocation of Resident and Ratepayer Administration Fund 2019-20 Item 4.1 Annual Funding Report 2018-19 Item 4.2 Rent concessions annual report 2019 2. Apology Cr Jayne Golightly Moved By Cr Vince Cocurullo Seconded By Cr Anna Murphy That the apology be sustained. Carried

6 2

3. Decision Reports 3.1 Allocation of Community Halls Fund 2019-20 Moved By Cr Phil Halse Seconded By Cr Shelley Deeming That the Community Development Committee:

1. Approves allocations from the 2019-20 Community Halls Fund to the hall committees as follows:

i. Glenbervie Hall (subject to meeting requirements) $2,500 ii. Mata Hall $10,000 iii. Hall $10,000 iv. Hall $10,000 v. Maungatapere Community Centre $10,000 vi. McLeod Bay Hall $3,500 vii. Oakura Hall $10,000 viii. Opuawhanga Community Hall $10,000 ix. Otaika Hall $10,000 x. Parakao Hall $7,495 xi. and Districts Community Centre $7,000 xii. Purua Hall (subject to meeting requirements) $7,000 xiii. Riponui Settlers Hall $10,000 xiv. Ruatangata Hall $10,000 xv. Springfield Domain Hall $10,000 xvi. Waiotira Hall $8,000 xvii. Waipu Coronation Hall (subject to meeting requirements)$10,000 xviii. Whananaki Hall (subject to meeting requirements) $4,474. Carried

3.2 Community Loans - Kensington Club Inc Moved By Her Worship the Mayor Seconded By Cr Greg Innes That the Community Development Committee approves a community loan of $135,000 to Kensington Club Inc for their artificial green project, with $100,000 being interest-free and $35,000 being interest-bearing. On the motion being put Cr Martin called for a division:

Recorded For Against Abstain Cr Gavin Benney X Her Worship the Mayor X Cr Vince Cocurullo X Cr Nicholas Connop X Cr Ken Couper X

7 3

Cr Tricia Cutforth X Cr Shelley Deeming X Cr Phil Halse X Cr Greg Innes X Cr Greg Martin X Cr Anna Murphy X Cr Carol Peters X Cr Simon Reid X Results 12 0 1 Carried (12 to 0)

3.3 Allocation of the Resident and Ratepayer Administration Fund 2019-20 Moved By Cr Anna Murphy Seconded By Cr Shelley Deeming That the Community Development Committee approves grant allocations of $700 each from the 2019-20 Resident and Ratepayers Administration Fund to:  Brooks Area Community Group  Friendship House Inc  Kamo Community Inc  The Langs Cove Residents Association  Maungakaramea Recreation Society  Onerahi Community Association  Parua Bay Residents and Ratepayers Association  Area Residents and Ratepayers Association  Portland Residents and Ratepayers Association  Ruakaka Parish Residents and Ratepayers Association  Ruatangata Public Hall Society  Teal Bay Residents and Ratepayers Association  Tikipunga Community Trust  Coast Resident and Ratepayers Association  Urquharts Bay Residents Association  Waipu Riding Residents and Ratepayers Association  Whananaki Beach Residents and Ratepayers Association  Whangarei Heads Citizens Association  Coastal Community and Sports Association  Whangaruru North Residents and Ratepayers Association  Whangaruru South Residents and Ratepayers Association. Carried

8 4

Declaration of interest: Cr Connop declared an interest as Chair of the Onerahi Community Association. Cr Connop withdrew from the table and took no part in discussions or voting on Item 3.3. 4. Information Reports 4.1 Annual Funding Report for 2018-19 Moved By Cr Greg Innes Seconded By Her Worship the Mayor That the Community Development Committee notes the Annual Funding Report for 2018-19. Carried

4.2 Rent concessions annual report 2019 Moved By Cr Vince Cocurullo Seconded By Cr Anna Murphy That the Community Development Committee notes the rent concessions report for 2019. Carried Declaration of interest: Her Worship the Mayor declared an interest for Item 4.2. 4.3 Operational Report - Community Group Moved By Cr Anna Murphy Seconded By Cr Greg Innes That the Community Development Committee notes the operational report for November 2019. Carried

5. Public Excluded Business

There was no business conducted in public excluded.

6. Closure of Meeting The meeting concluded at 11.39am.

Confirmed this 19th day of March 2020

Cr Gavin Benney (Chairperson)

9

4.1 2019-20 Community Fund – consideration of grant by exception – Wild Kiwi 2020

Meeting: Community Development Committee Date of meeting: 20 February 2020 Reporting officer: Cindy Velthuizen, Community Funding Officer, with Carina de Graaf, Manager Venues and Events

1 Purpose

This report is to request consideration of a grant application to the Community Fund outside of the normal funding round by exception.

2 Recommendation/s

That the Community Development Committee

1. Approves a grant allocation of $7,000 from the 2019-20 Community Fund to Total Sport and Conservation Trust for Wild Kiwi 2020.

3 Background

Total Sport Ltd, endorsed by Bream Head Conservation Trust, are seeking support for their annual event Wild Kiwi 2020. This event has previously received financial support from Council’s Venues and Events team.

In May 2019 Council adopted the ‘Experience Local Whangarei Events Strategy 2019-2024’. This included significant changes to the way Venues and Events provided funding for community events. These changes included establishing clear criteria and a process for accessing event support, aligned to Council’s existing grants, concessions and loans policy.

Whilst the Event Strategy Implementation Plan was established, previously funded events were advised that future funding from this source was not guaranteed, and applicants were encouraged to seek alternative funding.

Total Sport Ltd received this advice though continued to request updates on event funding from Venues and Events. In December 2019, Venues and Events advised Total Sport Ltd that, as a commercial proposition, the event was not likely to be funded. They were encouraged once again to apply to Council’s Community Fund.

Unfortunately, the next round of the Community Fund is considered in April, after the event takes place. Our policy states that we cannot allocate grants retrospectively. It would also not 10

help the applicant in terms of planning and finding alternative solutions should the application not be successful.

In misunderstanding the Venues and Events funding situation, Total Sport have already listed Whangarei District Council as a sponsor for part of their 2020 event.

Given the extenuating circumstances, and given our funding principles of flexibility, consistency, and transparency, staff are presenting Total Sport’s funding application outside of the normal funding round for early consideration.

4 Discussion

4.1 Financial/budget considerations

The 2019-20 Community Fund has a budget of $85,000 available for Round 2. This application is seeking $7,640 + GST.

4.2 Policy and planning implications

The Grants, Concessions and Loans Policy, along with the criteria for the Fund, state that activities that have already occurred are not eligible for funding (retrospective).

The Policy does not provide any statement that excludes applications from being considered outside of designated funding rounds.

4.3 Assessment of application

Wild Kiwi is a multisport event involving sea kayaking, mountain-biking, and running, as well as smaller run/walk challenges. This is its 5th year at Whangarei Heads. It attracts approximately 700 entrants plus their supporters, of which approximately half are from Whangarei, 42% from Northland or , and 6% from further afield.

As with other similar events, the community impact is focused on health and fitness for individuals, alongside social outcomes and some economic benefit to the district. Wild Kiwi is also running a scholarship programme that takes a small group of Whangarei individuals through fitness training supported by a local gym.

The event aligns with our funding focus area of Sport and Recreation, supports several of our Community Outcomes, and provides benefits to the Whangarei community whether competing or through some economic benefit to the district.

Total Sport has good connections with local entities including Bream Head Conservation Trust (umbrella group), Northpower (principal sponsor), schools and local providers.

Their event budget shows income of $62,232 and expenditure of $69,872. This includes a charity donation of $1,000 expected to be for Bream Head Conservation Trust. No quotes or supporting evidence was provided.

The application with responses to questions is in Attachment 1.

Given the reach, and the levels of funding provided to similar events, it is recommended to allocate $7,000 to this event. It is further recommended that no GST is added to this figure as no quotes were provided and therefore GST status of each expenditure item cannot be determined. 11

This will leave $78,000 in the Community Fund budget for Round 2.

5 Significance and engagement The decisions or matters of this Agenda do not trigger the significance criteria outlined in Council’s Significance and Engagement Policy, and the public will be informed via agenda publication on the website.

6 Attachments

Grant application – Total Sport Wild Kiwi 2020

12

13

Community Funding Application Form If you need help to complete this application form or would like to discuss your application, please contact the Community Funding Officer well before the closing date of the round you are applying to. Call 09 430 4200 or email [email protected] to make an appointment. Funding information and closing dates are at www.wdc.govt.nz/funding.

Summary information

Organisation name Total Sport Amount requested $7 640 Project name The Wild Kiwi Which Fund you are ☐ Community Fund applying to? Choose only ☐ Performing Arts Fund one (tick or highlight). Check the Funding Guide ☐ Community Halls Maintenance Fund for criteria and closing ☐ Resident and Ratepayer Fund dates. ☐ Partnership Fund (additional documentation required – refer to Guide) ☐ Community Loan (additional documentation required – refer to Guide) ☐ Other, please specify:

Section 1: Your Details Tell us about your organization/group Group’s postal address P O Box 301 446, Albany, Auckland

If we have questions about this application, who should we talk to? Please provide 2 contacts and ensure you have the authority of the group you are applying on behalf of. * Note: We will use this email to ask questions and advise you of the outcome of this application.

Primary contact’s name Nicola Carter

Position in group Partnerships Manager, Total Sport Email * Personal details removed Daytime phone number(s) for privacy reasons Second contact’s name Bill Mallet

Position in group Manager, Bream Head Conservation Trust

Email

Daytime phone number(s)

GRLOAN-706567245-376 December 2018 1 14

Section 2: Eligibility Is your group a not-for-profit legal entity?  Yes – please provide: • Your incorporated society or charitable trust registration number: ______(please make sure your register is up to date to be eligible).  No* – you will need to: • EITHER gain legal status (see http://www.societies.govt.nz/cms/customer-support/faqs), • OR apply under the umbrella of a group that does meet this requirement (refer below). Note: Community Loan applicants must be a not-for-profit legal entity and cannot use an umbrella group. *Umbrella Group Guarantee Applicants that are not a registered charitable trust or incorporated society must apply under an umbrella group that is. A suitable umbrella group knows the applicant well and is willing to vouch for them and their project, and are prepared to accept legal liability and responsibility. Grants are paid to the umbrella group for disbursement to the applicant in accordance with the grant agreement. If the grant conditions are not met, Council may request the grant monies to be returned and/or may place restrictions on granting funds to the applicant and the umbrella organisation in future. The following section is to be completed by an authorised officer of the umbrella group. Umbrella group name Bream Head Conservation Trust Society or trust number: CC24424 Contact person Bill Mallett Email Daytime phone number(s) I confirm that our organisation is willing to guarantee and receive any monies granted to:

Applicant organisation: Total Sport

Project name: The Wild Kiwi

Signature

Date 9.1.20

Please provide a bank deposit slip or other evidence of umbrella group’s bank account details. ATTACHED

GRLOAN-706567245-376 December 2018 2 15

Section 3: The Project Tell us what you want to do – Who, What, When, Where, Why, How Describe your project in terms of the following: Name of project The Wild Kiwi Amount requested $7,640 When and where will this Saturday 4th April, Whangarei Heads take place? Who will likely benefit from There are many groups of people that benefit from the running of this your project? event. 1. The 900+ entrants This event provides people with a reason to get moving and fit. It gives them a positive and motivating day out in one of most scenic locations. 2. Scholarship recipients This year Total Sport has started a scholarship programme where 10 lucky recipients have been chosen to complete an 8 week supported training programme with Activ-8 in the lead up to the event. This is for people that wouldn’t normally have the support system around them or the discretionary income to achieve the health and fitness that they want in their lives. 3. The local community. We involve the local community in every aspect of the event that we can. From the school group that marshals and sells food, through to the suppliers of the event infrastructure and local event corporate partners. How many people will 1000+ directly benefit?

Ethnicities of likely beneficiaries of this project – tick as appropriate and include a percentage estimate for each that you think will benefit from this project:  NZ European – estimate %: 70  Maori – estimate %: 10  Pacific Peoples – estimate %: 8  Other European - estimate %:  Asian - estimate %: 4  Middle Eastern/Latin American/African – estimate %:  Other ethnicity – estimate %: 8 Area of work To help us understand where support is being requested, please select which of the following relate

GRLOAN-706567245-376 December 2018 3 16

most closely to your project.

 Arts and Culture – Projects and activities that facilitate education and enjoyment of the arts and of culture for the people of our District.

 Heritage and Environment – Projects and activities that preserve and promote the heritage of our District and that protect and enhance the environment in which we live.

 Recreation and Sport – Projects and activities that enable participation and engagement in recreation and sport for people in our district of all abilities, ages and life stages.

 Community Connectedness and Wellbeing – Projects and activities that strengthen community cohesion and connectedness in ways that cultivate healthy, happy and positive relationships across our District.

Tell us about your request in the following questions. Be succinct and clear. The Idea – Briefly explain what it is that you want to do:

This will be the fifth annual Wild Kiwi Multisport event, an event that sees adventurous kiwis from all over participating in a number of amazing off-road events. The Northpower Wild Kiwi takes participants into and onto some of the most incredible terrain and landscapes in one of the most amazing and scenic places – the Whangarei Heads.

Event options include: Wild Kiwi Multi-sport (individual or teams) – 10km sea kayak, 25km MTB, 14km run (final 3km completed with all team members if participating in a team) Mild Kiwi Multi-sport (individual or teams) – 5km sea kayak, 18km MTB, 10km run (final 3km completed with all team members if participating in a team) As well as a 21km run/walk, 15km run/walk, 8km run/walk and Kids dash

GRLOAN-706567245-376 December 2018 4 17

The Need – What need is there for your project, programme or service?

Health and wellness as individuals in society and also in the corporate space has never been more important. The link between being physically active and fit and the benefits around that have never been stronger. We provide an event that people love to take part in, it gives them motivation to get active and brings them a strong sense of accomplishment and achievement. The Wild Kiwi also provides corporate in the local district an event to engage their staff and take part in group training sessions and healthy eating programmes. It boosts moral, staff productivity and positivity in the workplace. There is no better example of this than the 150 staff that took part in The Wild Kiwi as part of the Northpower team in 2019.

“The events are more than just a great way for the team to get fitter (mentally and physically!), they have also given us a new way to connect. The conversations about the last training session or the comparison of sore muscles is priceless. ” — Andrea O'Brien - Northpower

The Impact – What difference will your project make?

Individuals For the individuals that choose to take part in the event, it makes in big difference in their health and wellness motivation levels, their sense of community and general health.

Workplaces Workplaces that choose to enter a team report a greater sense of community within the company as well as a lift in moral, productivity and positively around the office. Please find attached an interview with Andrea O’Brien from Northpower recorded at The Wild Kiwi 2019 by local radio station for more evidence of this.

Bream Head Since its inception The Wild Kiwi event has worked alongside and given back financially to The Bream Head Trust and the important work that they do for this iconic Reserve.

Scholarship programme The difference that the scholarship programme will make to the recipients and their families is huge. We have run this scholarship programmes in both Auckland and Taupo and had life changing results in both regions.

Local businesses Wherever it is possible, we spend money for the event in the local region. April being a shoulder season for events, means this is often very valuable income from some of our providers.

GRLOAN-706567245-376 December 2018 5 18

Your Readiness – What controls and checks do you have in place to manage the funding?

The funds will be received by our umbrella group, the Bream Head Trust. It will be transferred to Total Sport and used to pay the local infrastructure, volunteer and service providers in the region. Total Sport is 19 years old and has very sound financial management and systems in place, including a designated accountant who will oversee the payment of these groups and report of these back to Whangarei District council.

Your Readiness – Tell us about your team’s structure and how you will manage the funding to achieve the outcome.

Total Sport is 19 years old and has a great team structure. We have an Event Manager, Course Manager, Marketing Manager, Partnerships Manager and Accountant who look after different areas of the event.

The Wild Kiwi event has been run for four years in a row, each time very successfully by the Total Sport team.

Collaboration – Who will you work with to deliver your project, programme or service?

While the delivery of the event is the sole responsibility of Total Sport, we do collaborate with a number of local groups to benefit us, them and the entrants.

Schools We work with the local school and provide them with an opportunity for fundraising.

Bream Head Trust As mentioned previously, we have a strong relationship with The Bream Head Trust and the important work that they do.

Local companies We work with local companies to use their services as much as possible and also an opportunity to enter teams of people in the The Wild Kiwi.

GRLOAN-706567245-376 December 2018 6 19

Northpower This local company has seen the positive impact that an event of this nature can have on the community. Total Sport and Northpower have a mutual goal of “getting Northland moving!”

Your Approach – How do you demonstrate value for money and the impact of your work?

Please find attached letters of support for Total Sport and The Wild Kiwi event. We find these third party endorsements the best evidence for the positive impact our work provides to the thousands of people that it has touched over its history.

In regards to value for money, we ask this in our post event report survey and this is always provided positive responses for us which shows in our strong returning number of participants year after year.

Your Approach – How does your project, programme or service meet best practice and is it evidence based? Total Sport has a very strong reputation nationally. We are renowned as one of the best in the event management business. We pride ourselves in our anecdotal and survey feedback. We have an impeccable Health and Safety track record as well as a very strong returning rate of participants.

GRLOAN-706567245-376 December 2018 7 20

Section 4: Project Budget Provide a full list of your project income, fundraising and expenses. If your budget is detailed, provide a summary below and attach your budget separately. Are you registered for GST?  No – include GST where applicable

 Yes – exclude GST from your budget GST number 92 460 746

(A) Project income/contributions Amount Other grants and donations $ 22,000 Own contribution / fundraising $ Above and below Other income (e.g. ticket sales) $ Entry income $ 40,232 $ $ (A) Total income expected $ 62,232 In-kind support – please list e.g. volunteer numbers, estimated hours of work, plus any donated materials, equipment etc. Volunteer Numbers: Estimated Hours Work: Total Sport tents and owned infrastructure Volunteer’s Aid station supplies by event partners

(B ) Total project costs Include all your project costs. e.g. materials, venue hire, promotion, equipment hire, personnel costs. For items over $500, please attach quotes. Marketing – Radio $1500 Marketing – Other $1000 Course Fees and Permits $4300 Course Marshalls (school) $1300 First aid and Safety $4482 Traffic Management $2760

GRLOAN-706567245-376 December 2018 8 21

Toilets $1427 Water Safety $1370 Trophies and Medals $3025 Accommodation and Travel $2275 Direct Event Staff $13900 Support Staff x 4 $8000 Utilities, office and storage $6000 Other (Advertising, billboards and online) $2800 Scholarship Programme $3500 Commission on entry fees $1488 Transport $1679 Waste Management $1727 Race numbers $750 Charity Donation $1000 Other misc (equip rental, MC, aid station supplies) $1300 (B) Total expenses expected $ 69,872 (C) Income less expenses -$7640

GRLOAN-706567245-376 December 2018 9 22

Declaration On submitting this application for funding, you have deemed acceptance of these terms and conditions. I declare that I have the consent of the group/organisation to make this application and provide these details. I declare that the information supplied here is correct. If the application is successful, I/we agree to: • provide a tax invoice to Whangarei District Council for the amount of the grant within two months of being advised. I understand that grant payments will only be made to a bank account in the name of the applicant group or the umbrella group as appropriate. • acknowledge Whangarei District Council in all publicity • spend the grant on the purpose for which the application was made within 12 months of funding being approved • return any unspent money to Whangarei District Council if the event is completed under budget • meet any additional terms and conditions that may be set by Whangarei District Council • acknowledge that we will be liable to return any monies granted should any breach of the above conditions occur • submit a Funding Report within two months of the completion of the project to Whangarei District Council (or as otherwise requested) • keep all invoices and receipts accounting for the full amount of the grant or loan, and provide these if requested.

I/we consent to the Whangarei District Council recording the personal contact details provided in this application, and using this to send me community funding related information. I understand I can opt out anytime. I/we understand that my name and/or the name of my group/organisation and brief details about the project/event may be released to the media or appear in publicity material. I/we understand that we have the right to have access to this information held by Council. This consent is given under the Privacy Act 1993.

Submitting your application Send your application and any supporting material to [email protected]. You can also drop it in to us at Forum North or Walton Plaza, or post it to us at: Attention: Community Funding Whangarei District Council Private Bag 9023 Whangarei 0148 We will acknowledge receipt of your application by email. If you don’t hear from us within 7 days, please call 430-4200 to check we have received it. Most funding decisions are advised 6 weeks after the funding round closes.

GRLOAN-706567245-376 December 2018 10 23

From: To: Subject: Date:

EXTERNAL: This email originated from outside Whangarei District Council. Do not click links or open attachments unless you recognise the sender and know the content is safe. Hi Cindy,

Thanks for the below info. I have answered your questions below. I am awaiting final information through from Bream Head Trust tomrorow and will submitt final and completed for then.

Many thanks,

Nicola.

From: Cindy Velthuizen Sent: Tuesday, 24 December 2019 11:28 AM To: Nicola Carter Subject: RE: Wild Kiwi funding application

Hi Nicola Thanks for sending in your application. Some feedback and questions for you to consider below – feel free to email responses to me to include with your application.

I suggest you have someone else from the Bream Head Trust sign the umbrella endorsement, as it wouldn’t be appropriate for Deputy Mayor Greg Innes to do so. Yes, thank you – have done this.

Amount you are requesting – you’re asking for $10k, but your budget shows a shortfall of $7640. It should be no more than the shortfall that you are seeking. Ok, thank you. Expenditure items – could you please provide me with some further information on what the following are for? Accommodation and Travel vs Transport Accommodation and Travel is the housing of and traveling for our staff, this includes the actual event weekend as well as any reccy’s we need to do in the lead up. Transport is paying the bus company that we use on the event day, we have to use buses at this venue to keep the roads safe and not too congested. People part in a different area than where they start.

Commission on entry fees (who does this go to?) Like most events, we use a third party system for our entry system. We are currently with a company called Register Now. https://www.registernow.com.au/secure/Register.aspx?E=36261

Charity Donation I would have to double check this with our Event Manager (who is on leave till next Monday) but I believe this is a contribution to Bream Head Trust for use of their tracks etc.

Course Fees and Permits DOC fees. I would need to double check with the event manager again re. any other fees we are charged in this line item, or if it is all DOC.

The wages costs for Direct Event Staff ($13,900) and Support Staff x4 ($8,000). Event Staff are those directly involved with the operations around the events (eg. Event Manager and Course Manager) We also have staff that work across the Total Sport business on ALL of the events we organise, eg Partnerships Manager, General 24

Manager and Marketing Manager etc. Each of the event budgets carry a contribution towards these support staff positions, or as an events company we would be no longer!

Scholarship Programme – how do you source these students and are they Whangarei-based? We ran an application process that went our through our local partners in Whangarei (Activ-8, BDO, Northpower and PakNSave) as well as social media campaign around it. The 10 (very worthy!) recipients have been chosen and are all Whangarei based and will be working directly with Activ-8 free of change from January – April. You can see more about it here https://thewildkiwi.co.nz/event-info/ (click on scholarship programme on menu on the right)

I understand Northpower has increased its sponsorship this year. Is this reflected in the income section? Yes Where do the 900 participants come from? (e.g. how many from Whangarei?) 45 – 50% Whangarei 15% other Northland towns 28 – 35% Auckland The remainder from various North Island towns.

And “devil’s advocate” question – why should we support this event rather than the events that our local Sport Northland run? I guess that is entirely up to you guys and the councils policies and priorities. We work in many different regions around the country and have support from councils in those regions for all different reasons. Some love the positive economic impact we bring to the region, others love the very positive and healthy lifestyle messaging we bring to the region. I guess ultimately, you will support events you think achieve results that are in align with councils desired outcomes and want to see continue in the region.

Please let me know if any of the above haven’t provided you with the information you require and I will be happy to discuss further with you. Thank you.

Let’s touch base again mid-January.

Ngā mihi Cindy Velthuizen

Community Funding Officer – Community Development Whangarei District Council

EXTERNAL: This email originated from outside Whangarei District Council. Do not click links or open attachments unless you recognise the sender and know the content is safe. Hi Cindy,

Thanks again for your time on the phone and information around the grant funding available. As discussed, I have completed almost all of the application form. I have spoken with the Bream Head Conservation Trust who are taking it to a board meeting as soon as possible, but I do remember you saying it was best for me to get you this even if not quite complete. I will be back in touch with you once I have heard back from them and with a completed application form.

I have also attached two support pieces, which are referred to in the application. 25

5.1 Operational Report – Community Group

Meeting: Community Development Committee Date of meeting: 20 February 2020 Reporting officer: Sandra Boardman – General Manager Community

1 Purpose

To provide an overview of work occurring in the current financial year, across functions that the Community Development Committee has oversight responsibility for.

2 Recommendation/s

That the Community Development Committee notes the operational report for December 2019 and January 2020

3 Background

This report provides a brief overview of some of the operational highlights for the months of December 2019 and January 2020 and provides further comment on future activities planned for the remaining financial year.

4 Discussion

The decisions or matters of this Agenda do not trigger the significance criteria outlined in Council’s Significance and Engagement Policy, and the public will be informed via Agenda publication on the website.

5 Significance and engagement Operational Report for the months of December 2019 and January 2020

6 Attachment Community Group - Attachment Operations Report for December 2019 and January 2020 Community Development Committee

26

27

December Operational Report – Community Group (December 2019 – January 2020 Activities)

Civil Defence Emergency Management (CDEM)

Northland Drought 2020 A Northland Group Coordination Centre was set up at Northland Regional Council offices on Monday 3 February. On 7 February:

 Level 4 restrictions were in place for ‐ o Kaikohe and Kaitaia in the Far North District. o Dargaville and Baylys Beach in the Kaipara District.  Level 3 restrictions were in place in the remainder of the Far North District.  From 31 January to 5 February the only rainfall recorded in the region was 0.5mm at the Waima & Waimamaku.  An emergency water supply was established in Kaikohe by the Northland CDEM Group  An emergency firefighting water supply was established by FENZ in Kaikohe  An Incident Control Team was established in Kaikohe.  Planning underway is to provide support to other areas in the region that may require emergency water supplies. Weather Outlook The latest MetService weather models indicate minimal rain for the 5‐7 days from 5 February 2020. Although the models currently show a low‐pressure system bearing down from the Coral Sea off to the west of New Zealand around 14 February 2020. A verbal update will be provided to elected members at the meeting.

Page 1 of 14 28

Customer Services Service Centres

Building consent applications slowed down a little towards the end of the year, enabling us to have more time for the increase in queries following the blue bin rollout. We gave out 795 blue bins in November and 794 in December!

Contact Centre The Contact Centre was staffed between Christmas and New Year rather than our historical closure and switch to after hours for daytime calls. We trialled this last year and it worked well. As well as calls, the two Contact Centre Reps on duty were able to keep up to date with emails, CRMs and project work It was unfortunate that on 30th December there was a phone server malfunction, when callers were not able to receive service between 10am and 2pm. Our IT Helpdesk worked hard to get the fault resolved with our Australian provider, as quickly as they could. We received no complaints from the public regarding this outage. Claphams National Clock Museum Visitor numbers to the museum were 4303 in December, up 4% from 4121 the previous December. While admissions into the museum at 864 were on a par with the 869 admissions in December 2018, admission revenue at $5473 was up 11%. This is attributable to the higher number of full- price admissions as a consequence of withdrawing our “2 for 1” promotion ($10 for 2 people) for the summer.

Page 2 of 14 29

Retail at $2897continued to perform strongly, up 34% from the previous December. The total net revenue for the museum at $8370 was up 18% compared with December 2018. Auckland remained our largest market accounting for 34% of our visitors this month, up from 21% in November, while visitors from south of Auckland registered at 20%. Overall 61% of our visitors were domestic up from 46% the previous month. provided the highest percentage of international visitors at 13% of total visitor numbers followed by Europe, other than Germany, at 8%. The majority of visitors this month were couples, with 180 senior, or adult student admissions ($8 pp) and 329 full adult admissions ($10 pp) sold. The start of the school holidays saw a marked increase in the number of people entering the museum in family groups – 303 people compared with 43 in November. This month we said goodbye to our part-time clockmaker, Wolfgang Summer, who has maintained our collection for many years but has now returned to Europe. During his last weeks with us Wolfgang was tasked with giving his expert opinion on the exhibits that we had earmarked for potential deaccessioning. His comments are being uploaded to our online database, e-Hive, as part of documenting the decision-making process.

i-SITE Visitor Information Centre & Te Manawa the Hub

Visitor numbers to the i-SITE were 7,396 compared to 8,524 last December, down by 13.2%. Net booking revenue was down by 21.6%, from $2,275 to $1,785. Net retail revenue was $6,024 compared to $7,838, in December 2018, a 23.1% decrease.

The Hub visitor numbers were down by 12.2%,11,858 compared to 13,512 last December. Bookings were down 13.3%, $3,104 compared to $3,579. Net retail revenue was on par, $3,237 compared to $3,287 last December.

i-SITE Door Count Hub Door Count 20,000 20,000

15,000 15,000

10,000 10,000 5,000 5,000

0

JUL

SEP

FEB

JAN

JUN

DEC

APR OCT

0 AUG

NOV

MAY

MAR

JUL

SEP

FEB

JAN

JUN

DEC

APR

OCT

AUG

NOV MAY 2017MAR 2018 2019 2017 2018 2019

Note: Visitor numbers to the Hub include bus passengers using toilet & waiting room facility, and WAM customers

Page 3 of 14 30

i-SITE Bookings Hub Bookings $10,000 $10,000 $8,000 $8,000 $6,000 $6,000 $4,000 $4,000 $2,000 $2,000

$0

JUL

SEP FEB

JAN $0

JUN

APR DEC

OCT

AUG

NOV

MAY

MAR

JUL

SEP

FEB

JAN

JUN

DEC

APR

OCT

AUG

NOV MAY 2017 2018 2019 2017MAR 2018 2019

Customer Feedback

Customer Radar stats are still at 100% (rating of 5/5 for every customer who has provided feedback)

How did you hear about us? (December 19) 20 18 16 14 12 10 8 6 4 2 0

I-SITE Hub

Health & Safety Due to recent events on White Island in the Bay of Plenty, a Risk Assessment Form has been created to assess the risk associated with ‘famils’ that i-SITE and Hub staff attend. A ‘famil’ (short for familiarisation) is a hosted visit that enables i-SITE and Hub staff to experience a tourism product and gain first-hand knowledge, to ensure authentic recommendation to visitors/tourists. Famils can be categorised as low, med or high risk. An example of low risk would be a museum visit, whereas a higher risk activity could involve water or small aircraft.

Staffing The i-SITE and Hub employ a core team of permanent staff with seasonal fixed-termers and casuals to meet increased demand. Reana Te Hei (in photo below) has recently been confirmed in her role as Team Leader i-SITE and Hub.

Page 4 of 14 31

Department of Conservation Kiosk Trial Due to Whangarei DoC office following the DoC national trend away from face-to face customer service, we arranged to trial a partnership between i-SITE and DoC. This partnership is in place at several i-SITES around the country and in our case is very low key, being

 Screen with wi-fi and DoC website for self service bookings  Brochure and poster display  Large TV Screen for the display of DoC marketing campaigns and messages such as weather and outdoor visitor advice.

This trial was proposed to gauge customer demand and identify customer needs. The trial runs until 30 April 2020 when the arrangement will be reviewed. All costs associated with setting up and managing the trial were covered by DoC and a small percentage of any bookings made through the kiosk goes to the Whangarei i-SITE.

Reana at the DoC Kiosk at Tarewa i-SITE

Page 5 of 14 32

Library Events School Holiday Programmes

Our Children’s Librarian and Teens Librarian put a great amount of effort into creating programmes which include fun and intersting activities and challenges. Primary and intermediate school aged children who participate in these types of programmes are much less susceptible to what is referred to as the “summer slide”. This occurs over the long summer break when pupils are not attending regular classes and reading levels are not maintained. It can take up to a term to catch up on pre- holiday reading levels which is why participating in summer reading programmes is so important. Beach Bus The beach bus has become an annual event over the Christmas/New Year period and always attracts attention from both locals and holiday makers. We visit popular beach locations plus the Town Basin, organise activities and distribute free books which have been discarded from the library collections

Page 6 of 14 33

Bird Rescue Library staff and customers watched anxiously while the Fire Service and the Native Bird Recovery Centre slowly and carefully rescued a kereru from a very high window ledge in Central Library. After many attempts and a minimum loss of feathers the rescue was complete and the bird released to make its way back home.

Facts and Figures

Visitors to Libraries by Month 50,000 45,000 40,000 35,000 30,000 25,000 20,000 15,000 10,000 5,000 0 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20

Central Kamo Mobile Onerahi Tikipunga Total Doorcount

The visitor count for January to all libraries was 39,063 compared to 37,200 in January 2019 and 39,456 in January 2018. It is encouraging to see consistency in the number of visitors to the library.

Libraries Issues 80,000 70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Central Kamo Onerahi Tikipunga Mobile eBooks Total Issues

The number of items borrowed also remains on track with 69,896 in January compared to 69,895 in January 2019 and 69,711 in January 2018.

Page 7 of 14 34

Heritage Collection This photo of Dame Whina Cooper is consistently one of the most frequently viewed images in the Recollect database with 208 impressions recorded in January.

Page 8 of 14 35

Community Development Community Funding

Funding Rounds Funding rounds currently open are the Creative Communities Scheme (closing 20 February) and the Community Fund (closing 2 March). Application forms and funding guides are available at www.wdc.govt.nz/funding should you wish to advise members of the community. Civic Honours

Open for nominations:

Advisory Groups

Advisory Group Event A small end-of-year celebration was held for all Advisory Groups (AG). The occasion enabled the group members to talk to each other and for HWM Mayor, liaison Councillors and Council staff to say thank you for their considerable efforts this year in reshaping and enhancing AG contribution. Disability Advisory Group (DAG) No meeting was held in December. Youth Advisory Group The Youth Advisory Group used their December 2019 meeting as an opportunity to reflect on the group’s achievements and identify areas that could be further strengthened. We said farewell to four outgoing members, Flynn Symonds (YAG co-chair), Kuukua Eshun, Grace Moscrip and Ihipera

Page 9 of 14 36

Keefe. The Youth Advisory Group also made a submission to central government that strongly supported the establishment of a Mental Health and Wellbeing Commission. Recruitment for new YAG members is underway with 11 applications received to date. The first Youth Advisory Group meeting will be held on the 12th of February 2020, new members will be welcomed to YAG in March 2020. Positive Ageing Advisory Group PAAG presented to Council’s District Plan Hearing on 5 December 2019 advocating for affordable and diverse, accessible housing options in Whangarei that allow people the flexibility to age in their community. PAAG will be regrouping for their first meeting of 2020 on Friday 21 February.

Community Led Projects (CLP)

Maungatapere Three members of the lead group had a stall at the Christmas Day Markets on 8 December 2019 in Maungatapere. This was the last of the consultation to be held by this group before they put together their Community Plan. The Community Led Projects group will gather again in February 2020. Kamo A contractor has been sourced to do the work on constructing the paving for the mini-pocket park in the Kamo Library Laneway. As part of creating a quiet space in the laneway, a new mural has been painted on the Library wall.

Tikipunga The December CLP meeting resolved to invite two staff members to the next meeting to learn more about roading, walking and cycling plans and parks and recreation plans for Tikipunga. Raumaunga At the November hui, the group decided to run a Picnic in the Park event on the 22nd of February at Raumanga Valley Reserve. The kaupapa for the event is to raise awareness of the Community Led Projects initiative within the community and promote community pride through sharing Raumanga’s

Page 10 of 14 37 story of place as told by long-term locals and the local hapū. The next monthly community hui is scheduled for Thursday the 30th of January 2020, from 6pm – 7.30pm where work will continue towards the event. A team from the Raumanga group entered into the Raumanga Touch’d tournament. Waipū The date for Waipu’s next community meeting is yet to be confirmed but is expected to occur in late February 2020.

Community Projects

Love Our City Event Community Development is working with Council’s Venues and Events Team and Sport Northland and their Green Prescription Instructors for a Love Our City, Play Local Event on Friday 31 January 2020. Kai Ora Fund The Kai Ora Fund is now open for applications until Monday 23 March 2020. All partners of the fund including Mahitahi Hauora, Te Puni Kōkiri, Northland Inc, Northland District Health Board, Far North District Council and Kaipara District Council are working to grow the fund, promote it and support potential receivers to put in applications. Diversity Festival Council is supporting the development of a new community-led event focused on Diversity and Inclusion. There is a committee and working group made up of various community members who meet regularly. The event planning alone is seeing cultural, religious and identity groups mixing and working together. Multi Ethnic Collective A newly formed partnership between Whangārei Police, Whangārei District Council (WDC) and Multicultural Whangārei will see the establishment of an new advisory group within the district; the Multi Ethnic Collective for 2020. This is not a WDC appointed group, but one in which Community Development will be a key partner, enabling us to better support our increasingly diverse and multi- cultural community. Children’s Day 2020 Whangārei’s annual Children’s Day event will be held at The Pulse in Raumanga on Sunday the 1st of March 2020 from 10am – 2pm. The event is completely free to all attending. This year’s theme is “Help me be healthy”.

Community Safety

The reduction in reported activities for the CitySafe Community Officers for December is partly attributed to the addition of two community officers daily covering the Forum North precinct area, that incorporates the Library and Cafler Park, over the Christmas - New Year period. This trial commenced on the 12th December 2019 and already, the presence of the City Safe ambassadors have made a significant difference to public safety.

Page 11 of 14 38

The Night Community Officers reported a quiet Christmas – New Year period with 112 incidences of antisocial behaviour reported.

The Summer Safe Carpark Programme continues to be the flagship for greeting visitors to 8 of our high-risk carpark destinations at Whale Bay, Whangarei Otuihau Falls, A H Reed, Parihaka, Abbey Caves, Ocean Beach, Ruakaka and Waipu Cove on weekends and Statutory Holidays (when able) from the 14th December 2019 and will continue until Easter Monday. The success of this programme is due to the commitment of the various community groups volunteering their time to make Whangarei a friendly and safe place to visit.

Pensioner Housing

2019 Vacant Unit Trend 10

8

6

4

2

0 July August September October November December

Vacant Available Units Vacant Units Under Refurbishment Awaiting Refurbishment Tenancies under offer Units coming vacant

Waiting list There are currently 20 people on the waiting list for one bedroom Units, 8 for 2 bedroom units. During December 3 applications were declined, this was due to lack of information supplied by the applicant.

Page 12 of 14 39

Venues and Events Major Events 2021 With just over 18 months to go, and New Zealand Rugby marked another exciting milestone on the road to Rugby World Cup 2021 (RWC 2021) with the announcement of the tournament dates and the unveiling of the tournament brand in front of a special gathering on Monday 3 February 2020 at Auckland’s . NZR Chief Executive Mark Robinson welcomed officials and stated that “Together with the support from Central Government, Ministry of Business, Innovation and Employment, Auckland Tourism, Events and Economic Development, and Whangarei District Council we are committed to working alongside World Rugby to deliver an exciting event that continues to grow the game and deliver benefits for rugby in New Zealand and globally.

Pool matches (triple headers) will occur in Whangarei on 18, 23, 28 September followed by a Quarter final (double header) on 3 October 2021.

Sir Bill Beaumont, World Rugby Chairman (L) Dame Julie Christie, RWC2021 Organising Committee Chair and Mark Robinson, New Zealand Rugby CEO with Black Ferns rugby players (L) Ruahei Demant, Aleisha-Pearl Nelson, Arihiana Marino-Tgauhinu, Kendra Cocksedge, Les Elder, Charmaine McMenamin during the 2021 Rugby World Cup Launch Event at Eden Park. Forum North Forum North experienced another busy month in December 2019 with 15 different events and approximately 3000 attendees. Events included hosting Mayor’s Senior Citizen’s Christmas concert in Te Kotahitanga Exhibition Hall, two community dance shows, a magic show and Whangarei Youth Music’s End of year concert in the theatre. Kamo High School held their annual prize giving and the Whangarei Filipino Society held their annual Christmas concert. Forum North been closed for the month of January to accommodate significant capital expenditure works in the Theatre, Te Kotahitanga Exhibition Hall and Kitchen in addition, significant upgrades to the facilities have occurred and will be revealed in early February 2020. Semenoff Stadium A busy start to December at Semenoff Stadium saw the return of a a number of regular events. ANZ’s Client Luncheon along with the Kiwibank Local Hero Awards were held in Level 2, along with a handful of meetings and workshops and annual Christmas functions for Dovonan Group and St John.

Page 13 of 14 40

January in contrast was a quiet start to the year with a wedding held early January, along with the annual Carter Holt Harvey ‘Switch Back On’ safety meeting for all staff and another two day NZ Blood Service Blood Drive. Preparation is well underway for the arrival of another World Rugby operational visit to the stadium in early February 2020 followed by the Six60 Concert for over 10,000 patrons. Community Events In December 2019, the first Love our City Summer Events Series with the first event in the CBD, the Santa’s Grotto. The event was a great hit with families taking advantage of the opportunity to meet and take a photo with the man in red himself and enjoy entertainment from Circus Kumarani and Emily Hermon. The second Love our City event, Play Local was held on Friday 31 January. Once again the Cameron Street Laneway was occupied with members of the community, this time giving a new skill a go such as Line Dancing, Modern Dance and Thai Chi. The events have been supported by Creative Northland and Sport Northland, there are a further two events planned for February and March.

Page 14 of 14 41