Community Development Committee Agenda Date: Thursday, 16 July, 2020 Time: 11:00 am Location: Council Chamber Forum North, Rust Avenue Whangarei Cr Gavin Benney (Chairperson) Elected Members: Her Worship the Mayor Sheryl Mai Cr Vince Cocurullo Cr Nicholas Connop Cr Ken Couper Cr Tricia Cutforth Cr Shelley Deeming Cr Jayne Golightly Cr Phil Halse Cr Greg Innes Cr Greg Martin Cr Anna Murphy Cr Carol Peters Cr Simon Reid For any queries regarding this meeting please contact the Whangarei District Council on (09) 430-4200. Pages 1. Declarations of Interest 2. Apologies 3. Confirmation of Minutes of Previous Community Development Committee Meeting 3.1 Minutes Community Development Committee 18 June 2020 5 4. Decision Reports 4.1 Whangarei Art Museum Statement of Intent 2020/2021 13 4.2 2020-21 Annual Operating Fund (Tranche 2) 35 5. Information Reports 5.1 Whangarei District Libraries Strategy 2020 - 2025 43 5.2 Northland CDEM Group COVID-19 Response and Transition 61 to Recovery 5.3 Operational Report - Community Group 67 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 Item 3.1 Community Development Committee Meeting Minutes Date: Thursday, 18 June, 2020 Time: 11:00 a.m. Location: Council Chamber Forum North, Rust Avenue Whangarei In Attendance Cr Gavin Benney (Chairperson) Her Worship the Mayor Sheryl Mai Cr Vince Cocurullo Cr Nicholas Connop Cr Ken Couper Cr Tricia Cutforth Cr Shelley Deeming Cr Jayne Golightly Cr Phil Halse Cr Greg Innes Cr Greg Martin Cr Anna Murphy Cr Carol Peters Cr Simon Reid Scribe N Pestana (Team Leader Democracy) ___________________________________________________________________ 1. Declarations of Interest Item 4.2 - Council Expectations of the Northland Events Centre and appointments of interim Trustees Item 4.3 - Review of Community Funding. 2. Apologies There were no apologies. 3. Confirmation of Minutes of Previous Community Development Committee Meeting 3.1 Minutes Community Development Committee meeting held 19 March 2020 Moved By Cr Phil Halse Seconded By Cr Carol Peters 6 2 That the minutes of the Community Development Committee meeting held on Thursday 19 March 2020, having been circulated, be taken as read and now confirmed and adopted as a true and correct record of the proceedings of that meeting. Carried 4. Decision Reports 4.1 Semenoff Stadium New Roof Design Moved By Her Worship the Mayor Seconded By Cr Greg Innes That the Community Development Committee approves the bringing forward of $100,000 from LTP NECT Building Renewals Year 7-10 (2024-2028) to Year 3 (2020/2021) for the design of a new sustainable roof for Semenoff Stadium. Carried 4.2 Council Expectations of the Northland Events Centre and appointment of interim Trustees Moved By Cr Shelley Deeming Seconded By Cr Carol Peters That the Community Development Committee 1. Confirms that expectations of the Northland Events Centre are that it: i. Operates as a multipurpose, community facility for the benefit of Northland ii. Delivers large events which raise the profile and contribute to the vibrancy of the District/Region iii. Is managed on a commercial basis according to industry best practice iv. Is financially successful based on contribution to the economic impact on local businesses, rather than by profit generated. v. Delivers the outcomes of the Whangarei District Council Events Strategy – building local confidence, local capability and local connection vi. Acts as a hub to support sporting codes in a post-COVID-19 environment 7 3 vii. Attracts external funding to support facility development and event delivery 2. Appoints Councillor Benney and the General Manager Community, Sandra Boardman as Trustees for the Northland Events Centre Trust for the period 1 July 2020 to 30 June 2021 Carried Cr Halse declared a conflict of interest as a trustee of Northland Events Centre Trust and took no part in discussions or voting on Item 4.2. 4.3 Review of Community Funding Moved By Cr Shelley Deeming Seconded By Cr Greg Martin That the Community Development Committee approves the following elements: Funding principles 1. The Funding Principles of effective, equitable, consistent, transparent, flexible and inclusive; and Funding priorities 2. The Funding Priorities and their weightings of Arts, Culture and Heritage (30%), Recreation and Sport (20%), Environment (15%), Community Wellbeing (35%); and Rent concessions 3. That a moratorium is placed on new rent concessions for 3 years; and 4. That the maximum allowable grant allocation within the Community Fund is increased to $20,000; and Annual Operating Fund 5. That the Annual Operating Fund is replaced with the District Amenities Fund in 2021-22, with refined criteria and a tiered approach for reporting and inclusion; and WAM as CCO 6. That Council considers managing and supporting the Whangarei Art Museum outside of the Annual Operating Fund as part of the 2021 LTP considerations; and 8 4 Resident and Ratepayer Fund 7. That the Resident and Ratepayer Administration Fund is replaced with the Community Association Fund with an agreed definition and a refined list of eligible groups; and 8. That the new Community Association Fund allocates grants on a high trust, minimal reporting requirement and under staff delegation; and 9. That the new Community Association Fund offers grants of $1,500 per qualifying group, with no less than $500 of this allocation being for the purposes of supporting community initiatives identified by that community; and Youth Fund 10. That a new Youth Fund is trialled for the 2021-22 year for applicants aged 13-20, with a grant limit of $2,000 and total budget of $10,000; and Community Halls Fund 11. That the Community Halls Fund is retained. 11a. That a Community Facilities Fund is established in 2021-22, with eligibility for any multi-use community facility whose primary purpose is as a venue for hire and operating in a manner like a community hall; and 12. That both the Community Halls Fund and the new Community Facilities Fund criteria include the consideration of operational costs such as insurance. Performing Arts Fund 13. That the Performing Arts Fund is disestablished, and the annual budget of $25,000 is allocated