Agenda of Community Development Committee Meeting

Community Development Committee Meeting Agenda 28 March 2019

MINUTES OF Central HAwkes Bay District Council
Community Development Committee Meeting
HELD AT THE Council Chamber, 28-32 Ruataniwha Street, Waipawa
ON Thursday, 14 February 2019 AT at the conclusion of the Risk and Audit Meeting

PRESENT: Cr Kelly Annand

Mayor Alex Walker

Cr Ian Sharp (Deputy Mayor)

Cr Tim Aitken

Cr Shelley Burne-Field

Cr Gerard Minehan

IN ATTENDANCE: Joshua Lloyd (Group Manager, Community Infrastructure and Development)

Monique Davidson (CEO)

Bronda Smith (Group Manager, Corporate Support and Services)

Doug Tate (Group Manager, Customer and Community Partnerships)

Nicola Bousfield (People and Capability Manager)

Leigh Collecutt (Governance and Support Officer)

1 Apologies

2 Declarations of Conflicts of Interest

Cr Kelly Annand declared a non pecuniary interest in relation to item 6.1, due to being on a sub committee of one of the entities mentioned in the report, as part of her employment at Connecting for Youth Employment Trust.

3 Standing Orders

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr Gerard Minehan

THAT the following standing orders are suspended for the duration of the meeting:

· 20.2 Time limits on speakers

· 20.5 Members may speak only once

· 20.6 Limits on number of speakers

AND THAT 21.4 Option C under section 21 General procedures for speaking and moving motions be used for the meeting.

Carried

4 Confirmation of Minutes

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Mayor Alex Walker

That the minutes of the Community Development Committee Meeting held on 18 October 2018 as circulated, be confirmed as true and correct.

Carried

5 Local Government Act Compliance – Planning, Decision Making and Accountability

Council is required to make decisions in accordance with the requirements of Part 6 Subpart 1 of the Local Government Act 2002.

RECOMMENDATION

THAT Council has read the reports associated with items 6.1 and 6.2 and considers in its discretion under Section 79(1)(a) that sufficient consultation has taken place in addition to the Councillors knowledge of the items to meet the requirements of Section 82(3) in such a manner that it is appropriate for decisions to be made during the course of this meeting.

Amendment

Moved: Cr Ian Sharp

Seconded: Cr Tim Aitken

That Item 5 – Local Government Act Compliance – Planning, Decision Making and Accountability is removed from all Community Development Committee Meeting Agendas going forward.

6 Report Section

6.1 Community Development Committee - Update

PURPOSE

The purpose of this report is to update the Committee of Community Development on activities for monitoring and review purposes.

Committee Resolution

Moved: Cr Ian Sharp

Seconded: Cr Gerard Minehan

That, having considered all matters raised in the report, the report be noted.

Carried

· The following items were included as part of the Community Development Update:

Update from the Chair

Community Wellbeing Strategy

Community Funding

Emergency Management

Community Housing

Economic Development

Social Housing Strategy

Libraries

· Mayor Walker indicated that she was pleased to see the Safer CHB priority of dealing with alcohol related harm, given Central Hawke’s Bay’s statistics are higher than New Zealanders as a whole.

· Cr Sharp offered his congratulations on the 60 days of summer tourism advertising campaign on Facebook.

· Cr Annand asked about progress of the Social Housing Strategy. It was confirmed that the draft is being finalised and would be workshopped with Council and then come to committee for adoption on 28^th March.

· Mayor Walker asked about the Economic Development Strategy and when the committee would get the opportiunity to be involved in scoping. Mr Tate confirmed that this was currently in discussion.

· Cr Sharp asked what the community response had been to the AA Service becoming available at the Waipukurau library. It was confirmed that the reaction was very positive and the service is already being well used by the community.

· Cr Tennent offered his congratulations to the Chair on the progress of the committee’s work programme.

· Mayor Walker made mention of the community planning day in Takapau and invited Councillors to attend

· Cr Annand encouraged Councillors to make sure that the Community reference Group Meeting on 4^th March was a priority to attend.

6.2 Community Pride and Vibrancy Fund Application

PURPOSE

The matter for consideration by the Committee is to assess the Community Pride and Vibrancy Fund application submitted by the Wanstead Polo Club Incorporated.

Committee Resolution

Moved: Mayor Alex Walker

Seconded: Cr Tim Aitken

That having considered all matters raised in the report the application be declined and;

That the committee writes a letter of support for the Wanstead polo club incorporated to assist them to seek funding from other sources for their project.

Motion

Moved: Cr Kelly Annand

Seconded: Mayor Alex Walker

That the resolution is amended as follows:

That having considered all matters raised in the report the application be declined and;

That the committee writes a letter of support for the Wanstead polo club incorporated to assist them to seek funding from other sources for their project and encourage them to work with council staff to reapply for an eligible future event.

Carried

· Discussion took place around the proposed recommendation and the application not meeting the criteria of the Community Pride and Vibrancy Policy.

· Mayor Walker asked whether Council could privde some other form of support, such

as providing recycle bins at events.

· Cr Aitken commented on the quality of the application and indicated that he would like to see that Council contribute in some way.

· The recommendation was amended by Cr Annand to include reference to encouraging the polo club to work with Council staff to reapply for the fund for a future event which meets the eligibility criteria for this fund.

7 Date of Next Meeting

Committee Resolution

Moved: Cr Gerard Minehan

Seconded: Cr Ian Sharp

THAT the next meeting of the Community Development Committee be held on 28 March 2019.

Carried

8 Time of Closure

The Meeting closed at 11.30am

The minutes of this meeting were confirmed at the Community Development Committee Meeting held on 28 March 2019.

...................................................

CHAIRPERSON

Community Development Committee Meeting Agenda 28 March 2019

5 Report Section

5.1 Community Development Committee Update

File Number: COU1-1411

Author: Doug Tate, Group Manager Customer and Community Partnerships

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Safer CHB Minutes 19 February 2019 ⇩

PURPOSE

The purpose of this report is to update the Committee of Community Development on activities for monitoring and review purposes.

Recommendation

That, having considered all matters raised in the report, the report be noted.

significance and engagement

This report is provided for information purposes only and has been assessed as being of some importance.

DISCUSSION

This report provides an update on a range of Community Development activities relating to community development including:

Update from the Chair

Today marks an exciting day for me as Chair of the CD Committee with the adoption of the Housing Strategic Framework 2019 - 29.

I have seen first-hand the work that goes on behind the scenes after a council uses standing orders to pass a motion through a long term plan. A big thank you to the team that have pulled this strategy together and captured the vision, ideas and thoughts of our committee and community stakeholders.

The strategies vision is “supporting our community to THRIVE through access to a home”. A breakdown of the Maori translation of this “He āhuru mōwai, e taurikura ai te hāpori” describes best what we are trying to achieve - āhuru mōwai - safe haven, home, taurikura - to prosper/thrive and hāpori - community. Now the hard work begins to see some results for our community.

Another highlight this quarter has been the start of community planning with the first one being held in Takapau. It was well attended and it was so good sitting and hearing the very important priorities and vision that communities have. It always blows me away seeing the commitment to going above and beyond these people have.

Another added highlight was the opening of Waipawa and Districts Centennial Memorial Pool. I spent many summer holidays in that pool as a child and it was a real blessing to see all the children swimming in there on the day it opened. Well done to Pip Burne and Bruce Stephenson in their leadership on this project.

Finally, I have to mention a moment at the 14 March workshop where we get to see a practical example of how far this organisation has come. Our two young people who have started at Waipawa and Waipukurau library. A partnership with MSD called Mana in Mahi has seen council access external funding allow us to take on two young people to be mentored and given real career opportunities.

The following hash tag represents this huge change.

#Thriveyouthstrategyinactionexternalfundingcommunitylensmeetingarealneedmentoringopportunity

Community Development Chair Activities

The following is an update on the Community Development Chair’s activities since 4 March and the last Community Development Committee meeting:

4 Feb Lunch with Noa from MTFJ

4 Feb PGF meeting

5 Feb Oranga Tamariki community consultation meeting

12 Feb Housing 2030 workshop at LGNZ in Wellington

12 Feb Positive Ageing Workshop

13 Feb Meeting with Chris Ash and Emma Foster

20 Feb Housing strategy meeting

22 Feb LMC Hub meeting

24 Feb Takapau Community Planning Day

26 Feb Agenda Planning

27 Feb Community Reference Group Agenda planning

4 Mar Community Reference Group

4 Mar Housing New Zealand Meeting

8 Mar Waipawa Pool Opening

11 Mar PFG & ED Strategy meeting

11 Mar TToH community meeting at Te Waireka

11 Mar CHB Promotions AGM

12 Mar Earthquake Prone Buildings forum

Upcoming meetings/dates:

22 March COGS committee meeting

27 March PGF Economic Assessment Project

29 March LMC Hub meeting

4 April Zone meeting in Dannevirke

8 April COGS Committee meeting

19 April Little Easy bike ride

25 April Anzac Day

1 May Safer CHB Meeting

4 June Community Reference Group Meeting

Community Wellbeing Strategy

Update on the specific action plans of the Community Wellbeing Strategy:

Safer CHB Action Plan

This report provides the minutes of Safer CHB meeting held 19 January 2019 but also formally updates Councillors on Safer CHB activities.

The main agenda item of the Safer CHB Governance Group meeting was a presentation from members of the Hawke’s Bay Police Gang Liaison and Field Intelligence team. This provided those present with an overview of these roles and an insight into gang presence in Hawkes Bay and how agencies and communities can assist.

Youth Action Plan

No meeting has been held in this reporting period.

Positive Ageing Action Plan

On 12 February 2019 a workshop was held with members of the Positive Ageing Group. The focus of the workshop was to develop a work plan for the next 12 months. This is currently being collated and will be adopted by the group at their next meeting.

Disability Reference Group Action Plan

On 20 February 2019 a workshop was held with members of the Disability Reference Group. The focus of the workshop was to develop a work plan for the next 12 months. This is currently being collated and will be adopted by the group at their next meeting

Community Funding

Creative Communities Scheme

Central Hawke’s Bay District Council administers the Creative Communities Scheme on behalf of Creative New Zealand. This year there is funding of $14904 available and the fund closed for application on Friday 15^th February 2019.

Eight funding applications have been received, totalling $22962 and the Assessment Committee meets on Wednesday 27^th March 2019.

Community Pride & Vibrancy Fund

An application from the Wanstead Polo Club Incorporated for funding of $4000 was received and was tabled at the Community Development Committee Meeting held 14^th February. The funding application was declined and the applicant advised in writing.

Emergency Management

Corrective Action Plan

Work continues on the organisational corrective action plan. A full update will be provided in the Organisational Report in April.

Exercise Aumangea

Our first Tier One exercise was held with staff, to build on learning and actions required in our corrective action plan.

Over 30 staff were involved in the exercise, who with the support of Hawkes Bay Regional Civil Defence Emergency Management got the opportunity to experience roles and the establishment of a Emergency Operations Centre. A number of actions have been identified that will be worked on ahead of the next exercise, a tier 2 event planned for later this year.

Emergency Services and Operations Meeting

The latest Emergency Services and Operations meeting was held on 7 March with good attendance.

Key items discussed included an update to the group on the Organisations CDEM corrective action plan and that the summer rain had reduced many risks that would normally be experienced. Roading and working together in emergencies will be addressed at the next meeting.

Community Housing

We continue to work with a Community Housing Provider (CHP), the Ministry of Housing and Urban Development (MHUD) and housing owners to seek a local solution in the shorter term for those most vulnerable with housing need. Progress has been considerably slower than anticipated, however we are making progress.

Housing Strategy

Councillors workshopped on 14 March the Draft Housing Strategic Framework. This strategy is included in this Council agenda for adoption.

Economic Development

CHB Promotions

At its recent Annual General Meeting on 11 March, CHB Promotion Members voted to liquidate the association.

In June 2018, a 12-month agreement was negotiated with CHB Promotions to allow Council to explore opportunities on how visitor information services could best be provided to continue to boost visitor numbers to Central Hawke’s Bay. This work includes exploring opportunities identified by the community during Project Thrive and getting other projects underway.

During the renegotiation, Hawke’s Bay Tourism were also engaged directly by Council instead of through CHB Promotions, to operate at a more strategic level. This change is already paying-off, evident with strong recent visitor spend growth and successful new promotions such as the Central Hawke’s Bay 60 days of summer campaign.

At the CHB Promotions December Annual General Meeting a quorum could not be achieved and none of the Board sought re-election nor were any new nominations received. Following this CHB Promotions sought guidance from Council on its intentions for the visitor information centre long term. Council gave notice that based on CHB Promotions current situation and not wanting to pre-empt the work on the future of visitor information services that a new contract would not be provided beyond 30 June. Council has worked proactively with CHB Promotions since this time, to ensure that visitor information services and staff are not compromised as a result of CHB Promotions changes.

At this time, it is proposed that the current staff will transfer to Council along with the overall lease of the railway station - if the motion to ‘wind-up’ CHB Promotions is upheld at a second special general meeting to be held within 30 days of the 11 April Annual General Meeting.

Provincial Growth Fund

Council currently has five applications into the Provincial Growth Fund, with Officers working closely with the Provincial Development Unit to progress these applications.

A verbal update was presented to Council at its workshop of 14 March.

A full update will be provided in the organisation report in April.

Libraries

There will be a full update to Council in the organisational update presented on 10 April, however recent updates include the following:

The Libraries have taken a big step in the area of offering after work hours activities, these include learning to sew, book clubs, 3D printing workshops, space for meetings, foreign language classes, and music lessons.

John McConville is the library representative who has been attending and participating in the Community Wellbeing meetings. John is investigating opportunities for the libraries to support / facilitate these groups in the delivery of their programmes.

We have two new staff members from MSD programmes and we are very excited to be working with two young people and assisting them to develop skills which will hopefully lead to full and permanent employment.

The Waipukurau Library has taken on the role of the Central Hawke’s Bay AA Agency and it seems the library is a very convenient location for our community as our two-trained AA certified/librarians have been very busy.

Financial and Resourcing Implications

There are no financial or resourcing implications from this report.

Implications ASSESSMENT

This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:

· Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;

· Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;

· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;

· Any decisions made are consistent with the Council's plans and policies; and

· No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.

Recommendation

That, having considered all matters raised in the report, the report be noted.

Community Development Committee Meeting Agenda 28 March 2019

5.2 Adoption of Housing Strategic Framework

File Number: COU1-1411

Author: Doug Tate, Group Manager Customer and Community Partnerships

Authoriser: Monique Davidson, Chief Executive

Attachments: 1. Housing Strategic Framework - on a page ⇩

2. Housing Strategic Framework - Draft for Adoption ⇩

PURPOSE

The matter for consideration by the Council is the adoption of the Housing Strategic Framework 2019-29.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That the Housing Strategic Framework is adopted.


compliance
Significance	This matter is assessed as being of some importance
Options	This report identifies and assesses the following reasonably practicable options for addressing the matter: 1. Adopt the framework 2. Reject the framework/recommend changes
Affected persons	The persons who are affected by or interested in this matter are the wider Central Hawke’s Bay Community and those working to address housing issues for Central Hawke’s Bay..
Recommendation	This report recommends option one for addressing the matter.
Long-Term Plan / Annual Plan Implications	Yes. There are bodies of work the framework proposes that will require consultation either as part of an Annual Plan or Long Term Plan process.
Significant Policy and Plan Inconsistencies	No

BACKGROUND

As part of deliberations during the 2018 Long Term Plan, a resolution was passed to explore social housing opportunities for Central Hawke’s Bay.

In July 2018 the project plan for the strategy was workshopped with Council. The Project Plan was adopted as a carried motion, moved by Councillor Tennent and Seconded by Council Aitken at its meeting of 9 August 2018.

Work has been ongoing since this time, including considerable engagement with local Non-Governmental Organisations (NGO’s) and Central Government developing the bodies of work and aspirations of the strategy.

In accordance with the Project Charter, the Project has specifically focussed on the areas of emergency, transitional and social housing – the areas of greatest need for Central Hawke’s Bay. There are opportunities to explore how Council is best placed to support the provision of housing in relation to the general rental market and home ownership longer-term, however these are specifically outside of the scope of the current strategic framework.

The Strategy proposes a vision of “together we will support our community to Thrive through access to a home” – He āhuru mōwai, e taurikura ai te hāpori. The vision is supported by four goals and corresponding result areas and initiatives to see the vision become a reality for Central Hawke’s Bay.

Working in collaboration is a key premise of the strategy. Council cannot solve this issue in isolation.

Council’s ability to take a leadership role to address housing is however one of the most significant opportunities Council has to address the social and economic wellbeing challenges and opportunities our community faces. This is recognising there is a clear absence of local leadership from Central Government addressing housing in Central Hawke’s Bay.

The strategy focusses on Council as a community leader in the absence of other leadership, advocating and giving strong leadership to the housing activity, rather than as the provider of housing. It is impractical for Council to be in a position other than as a strong community advocate and leader at this time, outside of its retirement housing portfolio.

Many of the initiatives proposed, Council is already undertaking or are involved in as part of its day-to-day business operations whether through Community Development or supporting Economic Development outcomes.

Additional bodies of work will result from this strategy. In particular, co-ordination and liaison with Central Government Agencies to provide leadership on behalf of the Central Hawke’s Bay Community will require long-term ongoing support. Seeking external funding from Central Government Agencies to support this is an initiative the strategy identifies.

The strategy also proposes a S17a review of Councils Retirement Housing Activity. This piece of work requires careful consideration and funding from the activities operational reserves will be required late this calendar year to fund this body of work if adopted by Council for implementation. Work in the background preparation of this strategy, has prepared us well for the completion of the s17a review.

The strategy complements the Community Wellbeing Strategy well, with housing being at the centre of the many issues the underlying action plans seek to address. The strategy has a review planned in five years’ time, to ensure Council and the strategy keeps pace with the rapidly changing social and economic environment.

SIGNIFICANCE AND ENGAGEMENT

In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as of some importance.

OPTIONS

Option 1 Adopt the Housing Strategic Framework

a) Financial and Resourcing Implications

There are items where new expenditure will be required as part of this strategy for items such as the s17a review of Retirement Housing. The vast majority of activities Council is already undertaking as business as usual and do not require any new expenditure.

It is not essential for there to be additional funding to support the delivery of this strategy; however an initiative to seek external funding support for this implementation of the strategy is included. This external funding would help to accelerate the implementation of the strategy that will address many of the issues external agencies such as Central Government are seeking to address for housing.

b) Risk Analysis

There are no obvious risks associated with this option.

c) Alignment to Project Thrive and Community Outcomes

Adoption of the strategy has strong linkages to Project Thrive, including links with our DNA of ‘working together’ and ‘thinking smarter’. It also supports the outcomes of ‘strong community’, ‘prosperous district’, ‘smart growth’ and ‘connected citizens’.

d) Statutory Responsibilities

There are no statutory requirements to consider with this option.

e) Consistency with Policies and Plans

The Strategy supports many of the initiatives and actions that are identified in the Community Well-being Strategy Action Plans.

f) Participation by Māori

The strategy includes a specific initiative to work with iwi and hapu to understand how we can support them in their aspirations to house their people.

g) Community Views and Preferences

Housing is one of the biggest issues our community facing as a barrier to their social and economic wellbeing. Anything leadership that Council takes to address housing issues will be warmly welcomed by the community.

h) Advantages and Disadvantages

The advantage of this option that is that provides a strategic context of Councils role in Housing. There are no obvious disadvantages with this option.

Option 2 Reject the Housing Strategic Framework/Recommend Changes

a) Financial and Resourcing Implications

If rejected outright the officer time and expense spent on the preparing the strategy is lost.

b) Risk Analysis

The most obvious risk if the strategy is rejected outright, is that Officers have engaged with the community on the strategy. There could be a loss of confidence in Councils leadership in social activities.

c) Alignment to Project Thrive and Community Outcomes

Rejecting the strategy does not support housing currently affecting the most vulnerable and wider community.

d) Statutory Responsibilities

There are no statutory requirements to consider with this option.

e) Consistency with Policies and Plans

Rejecting the policy does not support the outcomes of the Community Well-being Strategy.

f) Participation by Māori

Rejecting the strategy provides no clear opportunity for Council to engage with iwi and hapu on housing.

g) Community Views and Preferences

NGO’s in the housing activity are aware this work is underway and are supportive. It is likely negative responses would result if the strategy was rejected outright.

h) Advantages and Disadvantages

The most major disadvantage with this option is that there is no strategic context for housing. The advantage is that is provides a strategic context to frame Councils role in housing.

Recommended Option

This report recommends option one – adopt the Housing Strategic Framework for addressing the matter.

NEXT STEPS

If approved, an implementation plan will be developed to including socialisation of the strategy with the Community Leadership Reference Group.

RECOMMENDATION for consideration

That having considered all matters raised in the report:

a) That the Housing Strategic Framework is adopted.

Community Development Committee Meeting Agenda 28 March 2019

5.3 Resolution to apply for funding - Waipawa and Districts Pool

File Number: COU1-1411

Author: Doug Tate, Group Manager Customer and Community Partnerships

Authoriser: Monique Davidson, Chief Executive

Attachments: Nil

PURPOSE

To seek a resolution to apply for funding from the Eastern and Central Community Trust for the Waipawa and Districts Centennial Memorial Pool project.

Recommendation

That, the Council apply to the Eastern and Central Community Trust for $140,000 (excluding GST) for the construction of the Waipawa and Districts Centennial Memorial Pool.

significance and engagement

This report is provided for information purposes only and has been assessed as being of some importance.

DISCUSSION

Funding is still underway for the construction of the Waipawa and Districts Centennial Memorial Pool project. An application to the Eastern and Central Community Trust has now progressed to an extent that a resolution of Council is required for funding.

This report seeks approval to apply to the Eastern and Central Community Trust for funding of $140,000 for the construction of the Waipawa and Districts Centennial Memorial Pool.

Financial and Resourcing Implications

Eastern and Central Community Trust had been identified as a key funder for Stage 2 of the project. Following an outright decline from Centralines for funding towards the project, an application to the Eastern and Central Community Trust has been made to fund the shortfall.

This funding is now a key cornerstone application for the project. Subject to receiving this grant, the shortfall in funding is some $95,000 at the time of writing with continuing fundraising underway.

Implications ASSESSMENT

This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:

· Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;

· Any decisions made are consistent with the Council's plans and policies; and

Next Steps

Subject to the Community Development Committee passing this resolution and it being adopted by Council on 11 April, we will be able pass the resolution onto the Trust to form part of our application.

Recommendation

That, the Council apply to the Eastern and Central Community Trust for $140,000 (excluding GST) for the construction of the Waipawa and Districts Centennial Memorial Pool.