Agenda of Community Development Committee

PALMERSTON NORTH CITY COUNCIL

Community Development Committee MEETING

12 June 2017

Order of Business

(NOTE: The commencement time for this meeting coincides with the commencement time for the Economic Development Committee and the Extraordinary Council meetings. The format for the meeting will be that the Economic Development and Community Development Committee meetings will open, take apologies and adjourn immediately to allow the Extraordinary Council meeting to consider its business. At the conclusion of the Council meeting the Economic Development Committee meeting and then the Community Development meeting will resume to consider their business.)

1. Apologies

2. Notification of Additional Items

Pursuant to Sections 46A(7) and 46A(7A) of the Local Government Official Information and Meetings Act 1987, to receive the Chairperson’s explanation that specified item(s), which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded, will be discussed.

Any additions in accordance with Section 46A(7) must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Any additions in accordance with Section 46A(7A) may be received or referred to a subsequent meeting for further discussion. No resolution, decision or recommendation can be made in respect of a minor item.

3. Public Comment

To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other Committee matters.

(NOTE: If the Committee wishes to consider or discuss any issue raised that is not specified on the Agenda, other than to receive the comment made or refer it to the Chief Executive, then a resolution will need to be made in accordance with clause 2 above.)

4. Deputation - MUSA Page 7

5. Confirmation of Minutes Page 9

“That the minutes of the Community Development Committee meeting of 13 March 2017 Part I Public be confirmed as a true and correct record.”

6. Notice of Motion - Disability Reference Group Page 17

7. Begging in the CBD - Place Activations Update Page 19

Memorandum, dated 19 May 2017 from the Manager - Community Engagement, Ian Littleworth.

8. Implications of the proposed review of the Social Housing Strategy Page 23

Memorandum, dated 19 May 2017 from the Strategy & Policy Manager, Julie Macdonald.

9. Community Centres Review Page 53

Memorandum, dated 25 May 2017 from the General Manager - Libraries and Community Services, Debbie Duncan.

10. Committee Work Schedule Page 59

11. Exclusion of Public

To be moved:

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as stated in the above table.

Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated.

Acting Chief Executive (David Wright), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Libraries and Community Services (Debbie Duncan), Human Resources Manager (Wayne Wilson) and Strategic Communications Manager (Mark Torley) because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council’s Management Team) and also from their specific role within the Council.

Legal Counsel (John Annabell), because of his knowledge and ability to provide the meeting with legal and procedural advice.

Governance and Support Team Leader (Kyle Whitfield) and Committee Administrators (Penny Odell, Carly Chang and Rachel Corser), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

[Add Council Officers], because of their knowledge and ability to assist the meeting in speaking to their report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their respective report.

[Add Third Parties], because of their knowledge and ability to assist the meeting in speaking to their report/s [or other matters as specified] and answering questions, noting that such person/s will be present at the meeting only for the items that relate to their respective report/s [or matters as specified].

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Community Development Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 13 March 2017, commencing at 9.00am

Members

Present:

Councillor Aleisha Rutherford (in the Chair), The Mayor (Grant Smith) and Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Apologies:

The Mayor (Grant Smith) (early departure) and Councillors Susan Baty and Duncan McCann (early departure).

The Mayor (Grant Smith) left the during the adjournment. He entered the meeting again at 11.31am during consideration of clause 3. He was not present for clause 2.

Councillor Duncan McCann during the adjournment. He entered the meeting again at 11.38am during consideration of clause 3. He was not present for clause 2.

1-17

Apologies

Moved Aleisha Rutherford, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

The meeting adjourned at 9.01am

The meeting resumed at 10.20am

When the meeting resumed The Mayor (Grant Smith) and Councillor Duncan McCann were not present.

2-17

Deputation - Environment Network Manawatu

Representing Environment Network Manawatu (ENM) Ms Heike Schiele, Ms Sally Pearce and Mr Alastair Cole made a deputation outlining the role of the organisation.

The organisation was formed in 2000 by environment groups with the aim of improving communication, co-ordination and co-operation. ENM has 50 member groups and three part time staff. The organisation is governed by eight dedicated Board members. There had been a 40% increase in membership in the last 12 months which showed the number of people wanting to work in the environment area.

One of the emerging opportunities for ENM is the prospect of a Manawatu River Ecology Park, connecting communities along the Manawatu River from the Source to the Sea.

Moved Aleisha Rutherford, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Community Development Committee receive the deputation for information.

3-17

Deputation - Palmerston North Methodist Goodwill Ltd

Representing Palmerston North Methodist Goodwill Ltd, Mr Lyal Brenton made a deputation highlighting the issue of rubbish being dumped at Charity Shops.

Methodist Goodwill have five collection bins in the city that are cleared on a daily basis but not all that goes in the bins can be donated. On average seven skip bins per month are filled up at a cost of $700 per month.

A lot of bigger items such as lounge suites, televisions and beds. that were not suitable for use, had to be taken to the refuse transfer station, paying public rates adding up to in excess of $10,000 per year. Council was providing assistance with CCTV cameras, however no-one reviewed the footage.

As the premises were classed as a second-hand shop they were responsible for the removal of rubbish outside their shop and bins, however if items were dumped at a shop next door the Council dealt with the rubbish.

Elected members agreed that fly tipping was a concern for the city and requested a report from officers regarding options to deal with the issue for charity shops and also the city as a whole.

The meeting adjourned at 11.13am

The meeting resumed at 11.31am

The Mayor (Grant Smith) entered the meeting at 11.31am

Duncan McCann entered the meeting at 11.38am

Moved Aleisha Rutherford, seconded Leonie Hapeta.

The COMMITTEE RECOMMENDS

1. That the Community Development Committee receive the deputation for information.

2. That the Chief Executive be instructed to report back to the April 2017 Finance and Performance Committee meeting on the issue of illegal dumping at or around charity collection points and options to address this, including the costs of an amnesty of some form.

4-17

Deputation - Palmerston North Community Services Council

Representing Palmerston North Community Services Council, Ms Michelle Thompson and Mr Fraser Greig made a presenting the Community Manawatu report that was completed by Teri Ross.

The desire for Community Manawatu was unanimous from those that had taken part in the research project and the need to highlight and “get right” the relationship with mana whenua and multicultural communities was imperative.

Whilst some communities may feel overlooked, given that the report was limited in scope, the steering group will investigate Department Internal Affairs community research funding for a phase two independent exploration focusing on the collective communities prioritisation of the collated ideas to date and the feasibility of a new organisation to tackle.

The project has acquired great momentum, with widespread support across the sector, Councils and Government departments. As subsequent activities will have implications on the Long Term Plan proposals bearing in mind a Regional Community Development Agency is coming.

Moved Leonie Hapeta, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Community Development Committee receive the deputation for information.

5-17

Deputation - Future Leaders

Representing Future Leaders, Messrs Thomas Maharaj (Business Development Manager, Jonathan Brandon (Supporter), Stanley Fraser (supporter) and Miss Taryn Hudepohl (participant) made a deputation presenting the Future Leaders programme.

The programme highlighted the need for young people to be empowered to have a say in their community. It also taught the participants how to manage failure, teamwork and how to deal with change.

Approximately 900 young people attended the Festival for the Future conference in Auckland which all had found to be an amazing experience that enabled them to hear from inspiring speakers and connect with other young people. The 2017 event was scheduled to be held 4-6 August and was open to anyone to attend.

It was highlighted that the Festival for the Future event created many opportunities, consideration of how to support the Future Leaders once they returned needed to be investigated.

Moved Aleisha Rutherford, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the Community Development Committee receive the deputation for information.

6-17

Deputation - Volunteer Resource Centre

Representing Volunteer Resource Centre, Ms Norelle Ward made a deputation outlining the role of the organisation.

The organisation works similarly to a recruitment agency, but for volunteers and not for profit organisations. In the past 18 months the service had seen a significant increase, with the biggest group of volunteers being in the 20-29 age range.

Volunteer Resource Centre offers support to its volunteers including assisting migrant volunteers with any language issues. The organisation attends many events, Sort It Expo, Festival of Cultures, Esplanade to promote itself and has articles in the free newspapers.

Nominations were now open for the 4^th Annual Recognition Event with closing date being 7 April 2017.

Moved Aleisha Rutherford, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the Community Development Committee receive the deputation for information.

7-17

Confirmation of Minutes

Moved Aleisha Rutherford, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the minutes of the Community Development Committee meeting of 12 December 2016 Part I Public be confirmed as a true and correct record.

8-17

Class 4 Gambling Venues Policy and Racing Board Venue Policy Reviews - Deliberations on Submissions

Memorandum, dated 16 February 2017 from the Policy Analyst, Peter Ridge.

In discussion elected members suggested that more consideration be given to those venues that may be affected by events out of their control, such as fire and earthquake. It was noted that if a sinking lid policy was to be applied further consultation would be required.

Moved Leonie Hapeta, seconded Rachel Bowen.

The COMMITTEE RECOMMENDS

1. That the Council adopts the Palmerston North Class 4 Gambling Venue Policy 2017, as shown in Appendix 1 to this report, to come into effect on 28 March 2017, replacing the Palmerston North Class 4 Gambling Venue Policy 2012 on the same date.

2. That the Council adopts the Palmerston North Racing Board Venue Policy 2017, as shown in Appendix 2 to this report, to come into effect on 28 March 2017, replacing the Palmerston North Racing Board Venue Policy 2012 on the same date.

3. That the Chairperson and Deputy Chairperson of the Community Development Committee be given delegated authority to approve minor amendments to the Palmerston North Class 4 Gambling Venue Policy 2017 and Racing Board Venue Policy 2017 prior to publication.

Moved Cr Jim Jefferies, seconded Cr Leonie Hapeta.

4. That a clause be inserted to allow relocation of a venue where the reason for the relocation is beyond the control of the venue (for example fire or earthquake.

9-17	Begging in the CBD Report, dated 3 March 2017 from the Manager - Community Engagement, Ian Littleworth. In discussion Elected Members noted that whilst the MASH Trust trial had been successful in helping those that required or wanted assistance, however there remained a group on individuals that continued to beg and believed that the development of a Begging Bylaw would provide more power to deal with the issue.
	Moved Aleisha Rutherford, seconded Lorna Johnson. The COMMITTEE RECOMMENDS 1. That the report Begging in the CBD be received. 2. That Council does not extend the MASH Trust contract to provide targeted services supporting the social needs of beggars in the CBD.
	Moved Leonie Hapeta, seconded Adrian Broad. 3. That Council carry out option 5 outlined in the report dated 3 March 2017, entitled “Begging in the CBD”, Development of a Begging Bylaw.
	Moved Aleisha Rutherford, seconded Lorna Johnson. 4. That the Council decision at its September 2016 meeting, adopting recommendation 44.3 of the September 2016 Community Development meeting (That Officers present plans for a 3 month educational campaign to Council at the next available opportunity), be revoked.
	Moved Rachel Bowen, seconded Lorna Johnson. 5. That the Chief Executive be instructed to trial option 4, Place Activation options, as outlined in the report dated 3 March 2017, entitled “Begging in the CBD”, within existing budgets and report back by June 2017. NOTE: Councillor Tangi Utikere abstained from voting on clauses 71.2 to 71.5 inclusive.
	At the September 2016 Community Development Meeting the Committee recommended that an educational campaign be trialled to see what impact it would have on reducing beggars. Since that time further information had been received related to previous campaigns, such as the Give Wisely, and the limited impact it had on reducing the number of beggars. The Committee has therefore agreed that an educational campaign would have little effect on the begging issue and therefore is recommending that Recommendation 44.3 of the Community Development’s September 2016 meeting be revoked. This procedure is permitted under standing order 3.9.18.

10-17

Conference Opportunity - NZPI Conference April 2017.

Memorandum, dated 6 March 2017 from the Committee Administrator, Rachel Corser.

Moved Tangi Utikere, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to three elected members to attend, with expenses paid, to the NZPI Conference 2017 being held in Wellington on Tuesday 4 April to Friday 7 April 2017.

2. That registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Committee Administrator, Rachel Corser, by 12 noon Friday 17 March 2017.

11-17

Committee Work Schedule - March 2017

Work Schedule dated March 2017.

Moved Aleisha Rutherford, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the Community Development Committee receive its Work Schedule dated March 2017.

The meeting finished at 3.49pm

Confirmed 12 June 2017

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 12 June 2017

TITLE: Implications of the proposed review of the Social Housing Strategy

DATE: 19 May 2017

AUTHOR/S: Julie Macdonald, Strategy & Policy Manager, City Future

RECOMMENDATION(S) TO Council

1. That the report attached as Appendix One entitled ‘Implications of the proposed review of the Social Housing Strategy’ be received.

1. ISSUE

In December 2016 the Council resolved:

“62.2 That the Social Housing Strategy be reviewed to:

a. Set rents up to market value dependent on tenants’ ability to pay;

b. Apply changes to rentals to new tenants only;

c. Benchmark to the government standard for rental housing as described in the Residential Tenancies Act, instead of the Otago Medical School Warrant of Fitness Programme;

d. Undertake the phasing out of bedsits over a longer time period to enable priority to be placed on increasing new housing;

e. Deliver social housing in a financially sustainable manner with a view to achieving cost neutrality.”

And

“62.3 That the Chief Executive be instructed to report on the implications of the proposed new direction for Social Housing as directed by the Council before the Strategy is re-drafted by June 2017.”

The report in response to resolution 62.3 is attached as Appendix A: Implications of the proposed review of the Social Housing Strategy. This information was shared with Councillors in a workshop on 29 May 2017.

2. NEXT STEPS

Any decisions made by the Council to change the provisions of the current Social Housing Strategy will need to be included in the 10 year Plan process for public consultation.

Attachments

Appendix A: Implications of the proposed review of the Social Housing Strategy ⇩

Julie Macdonald

Strategy & Policy Manager

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 12 June 2017

TITLE: Community Centres Review

DATE: 25 May 2017

AUTHOR/S: Debbie Duncan, General Manager - Libraries and Community Services, Libraries and Community Services

RECOMMENDATION(S) TO Council

1. That Council reviews and approves the Action Points highlighted within this Memorandum in relation to the Community Centres workshop held 15 May 2017.

· Organise a meeting with all lease holders / management committees with the Mayor and relevant Councillors to outline Council goals and expectations.

· Review and update agreements, policies and charges to clearly outline responsibilities and expectations of both Council and the individual management committee on a Centre by Centre basis.

· Asset Management Plans to be reviewed for inclusion within the 10 Year plan considerations.

· Support individual management committees with their capacity and capability building.

· Develop an annual satisfaction survey of users to be included as a KPI for each centre.

· Investigate a centralised digital booking and information solution.

1. ISSUE

A review of Community Centres has been completed as instructed through the Community Development Committee’s approved work schedule.

The review also fulfils Council’s requirements under section 17A of the Local Government Act.

2. BACKGROUND

The Palmerston North Social Strategy 2012 states, “The purpose of the Community Centres is to help build social connections”. This facilitates increased connectedness in neighbourhoods”.

Council has eight commonly designated Community Centres, with most built around twenty years ago. They provide space for various groups of people to come together for activities of common interest. Excluding the social services delivered through the Whanau Centre, all of the Community Centres are facilities for hire.

They differ from Community Hubs which provide a number of services within the same facility, rather than simply being facilities that groups can book. Hubs generally have Public Libraries as an anchor and incorporate other community agencies and services that respond to local needs – offering a very concrete way that families and individuals can easily access a range of services.

3. Centre Management

With the exception of Ashurst Village Valley Centre, the facilities are managed by volunteer committees through either a management agreement or lease agreement with Council. Bookings for the Village Valley Centre are handled through the Ashurst Branch Library.

Management Agreement

Management agreements are between Council and a management committee made up of users. The committee is responsible for the day to day operation of the Community Centre. It can set useage rates, but the expectation is that any revenue will be utilized for improvements to the facility beyond general maintenance, which is carried out by Council.

The existing management agreements were all signed in 1997 and although the agreements have not been renewed since, the Centre’s have generally continued to operate in a similar manner.

Lease Agreement

The lease agreements are between Council and a community organisation acting as tenant. This organisation is responsible for the day to day operation of the Community Centre. They may also use the Centre as a base to deliver other community services, such as those provided at Highbury Whanau Centre and the future plans of the Pasifika Centre.

The community organisations managing the Community Centres, all pay a peppercorn rental based on the 1995 Recreation and Community Assets Rental Policy.

Financial

The total cost to Council for the Community Centres in 2015/16 was $531,000, with most expenses relating to physical maintenance, both planned and reactive.

Useage

All of the centres are well used by a variety of clubs, recreation and community groups on a regular basis with the exception of Milson, which currently only has a committee of three, no Chairperson and infrequent meetings.

Community Centre - Users 2016 (Regular Bookings)

Community Centre:	Suburb or Village:	Number of regular users 128 user groups – approx.	Groups using the Community Centre’s on a regular basis:		Net Cost to Council
Kelvin Grove (Management Agreement)	Kelvin Grove	10 user groups	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups: Education:	None 5 4 1	($16,144)
Rangiora (Management Agreement)	Roslyn	17 user groups	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups:	4 8 5	($11,350)
Milson (Management Agreement)	Milson	9 user groups	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups:	4 0 5	($10,419)
Awapuni (Management Agreement)	Awapuni	22 user groups	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups:	9 4 9	($9,836)
Village Valley (Council Staff)	Ashhurst	14 user groups	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups:	2 10 2	($19,749)
PN Leisure Centre (Lease)	Hokowhitu East	46 user groups	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups:	23 5 18	($1,899)
Pasifika Centre (Lease)	Westbrook	Facility has been closed for renovation since November 2016.	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups:		($9,836)
Highbury Whanau Centre (Lease)	Highbury	10 user groups	Clubs & Societies: Recreation & Sport: Community & Multi-Cultural Groups: Alternative Education:	0 6 3 1	($11,571)

Information on the activities, management arrangements, and costs of each Centre was provided to Councillors prior to their 15 May workshop.

Key points from the workshop:

· Each centre is unique in its structure and activities, so “a one size fits all” model is not appropriate.

· There is an urgent need to update documentation in relation to the management of the Centres.

· Having a community based management committee is preferred and committee membership should reflect a cross section of the local area.

· Facility maintenance and renewals need to ensure that facilities are fit for purpose.

· Management committees to be encouraged to utilise their surplus income to improve their facilities for its intended community use.

· Need to have a better measure of usage and satisfaction from users.

Action Points:

· Organise a meeting with all lease holders / management committees with the Mayor and relevant Councillors to outline Council goals and expectations.

· Review and update agreements, policies and charges to clearly outline responsibilities and expectations of both Council and the individual management committee on a Centre by Centre basis.

· Asset Management Plans to be reviewed for inclusion within the 10 Year plan considerations.

· Support individual management committees with their capacity and capability building.

· Develop an annual satisfaction survey of users to be included as a KPI for each centre.

· Investigate a centralised digital booking and information solution.

Attachments

Nil

Debbie Duncan

General Manager - Libraries and Community Services

Aleisha Rutherford (Chairperson)
Rachel Bowen (Deputy Chairperson)
Grant Smith (The Mayor)
Brent Barrett	Jim Jefferies
Susan Baty	Lorna Johnson
Adrian Broad	Duncan McCann
Gabrielle Bundy-Cooke	Karen Naylor
Vaughan Dennison	Bruno Petrenas
Lew Findlay QSM	Tangi Utikere
Leonie Hapeta