Agenda of Community Development Committee

PALMERSTON NORTH CITY COUNCIL

Community Development Committee MEETING

11 September 2017

Order of Business

NOTE: The Community Development Committee meeting coincides with the ordinary meeting of the Economic Development Committee meeting. The format for the meeting will be as follows:

- Community Development Committee will open and adjourn immediately to following Economic Development Committee.

- Economic Development Committee will open, conduct its business and then close.

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 - Community Services Council Page 7

5. Confirmation of Minutes Page 9

“That the minutes of the Community Development Committee meeting of 12 June 2017 Part I Public be confirmed as a true and correct record.”

6. Capacity & Capability Building in the community sector Page 15

Memorandum, dated 23 August 2017 from the Community Liaison Team Leader, Peter Grey.

7. Disability Reference Group update Page 21

Memorandum, dated 8 September 2017 from the Community Liaison Team Leader, Peter Grey.

8. Student City Update Page 27

Memorandum, dated 11 September 2017 from the Student City Co-ordinator, Remy Waldteufel-Irvine.

9. Implications of proposed changes to the Social Housing Strategy Page 29

Memorandum, dated 22 June 2017 from the Strategy & Policy Manager, Julie Macdonald.

10. Healthy Beverage Policy Page 37

Memorandum, dated 24 August 2017 from the Policy Analyst, Lili Kato.

11. Conference Opportunity - Young Elected Members Retreat Page 45

Memorandum, dated 24 August 2017 from the Governance & Support Team Leader, Kyle Whitfield.

12. Committee Work Schedule Page 49

13. 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
14.	Community Development Small Grants Council Report 2017	Negotiations	s7(2)(i)

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 Communications and Marketing Manager (or their representative (name)) 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.

Community Groups Advisor (Pascal Francois), Community Liaison Team Leader (Peter Grey) and Manager Communtiy Engagement (Ian Littleworth) , 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.

Co-Chairs of the Community Development Small Grants Working Party, (Joyce Fowler and Krys Baker), because of their knowledge and ability to assist the meeting in speaking to their report and answering questions, noting that such persons will be present at the meeting only for the items that relate to their respective report.

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 12 June 2017, commencing at 9.02am.

Members

Present:

Councillors Rachel Bowen (in the Chair), Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

Apologies:

The Mayor (Grant Smith) (early departure) and Councillors Duncan McCann (early departure) and Tangi Utikere (for lateness)

The Mayor (Grant Smith) left the meeting at 12.07pm during consideration of clause 15. He was not present for clauses 15 to 19 inclusive.

Councillor Duncan McCann entered the meeting at 12.12pm during consideration of clause 16. He was not present for clauses 13 to 15 inclusive.

Councillor Tangi Utikere entered the meeting at 11.32am when the meeting resumed. He then left the meeting at 12.29pm during consideration of clause 16. He then entered the meeting again at 1.04pm. He was not present for clauses 12 and 16 to 18 inclusive.

Councillor Leonie Hapeta left the meeting at 1.00pm during consideration of clause 17. She was not present for clauses 17 to 19 inclusive.

12-17

Apologies

Moved Rachel Bowen, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

The meeting adjourned at 9.03am.

The meeting resumed at 11.32am.

When the meeting resumed Councillor Tangi Utikere was present and Councillor Duncan McCann was not present.

13-17

Deputation - MUSA

Deputation from Nikita Skipper, President of MUSA.

Nikita tabled the MUSA internal organisational diagram. She advised that they were not looking for money from Council but were wanting to work closer together with Council. MUSA recognised that the current relationship between them and Council was not particularly great. Nikita advised that she would like to promote the Council through the student radio station and media and could set up meetings once or twice a year to swap information with regards to the students and the city as they would love for students to recognise Council.

Nikita advised that most of the students have their post study jobs lined up by the second year of studying so Council would need to approach them on their first year of study about the opportunities here in the city. MUSA would be more than happy to help with this and can arrange for the Council to come and talk to the students about the opportunities.

Moved Leonie Hapeta, seconded Tangi Utikere.

The COMMITTEE RESOLVED

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

14-17

Confirmation of Minutes

Moved Rachel Bowen, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

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

15-17	Notice of Motion - Disability Reference Group In discussion it was noted that there needed to be a more systematic way with reporting on community relationships and representations with community groups.
The Mayor (Grant Smith) left the meeting at 12.07pm.
	Moved Karen Naylor, seconded Lew Findlay QSM. The COMMITTEE RECOMMENDS 1. That Council supports the formation of a Disability Reference Group to advise Council on disability issues noting that the Group’s Terms of Reference will be subject to formal Council endorsement.
	Moved Brent Barrett, seconded Leonie Hapeta. 2. That the Chief Executive reports on community relationships and representations as it relates to portfolios.

16-17

Begging in the CBD - Place Activations Update

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

Councillor Duncan McCann entered the meeting at 12.12pm.

Councillor Tangi Utikere left the meeting at 12.29pm.

Moved Karen Naylor, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RESOLVED

1. That the Memorandum titled “Begging in the CBD – Place Activations Update” from the Manager – Community Engagement, Ian Littleworth, dated 19 May 2017 be received.

17-17

Implications of the proposed review of the Social Housing Strategy

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

In discussion it was noted that the renovations to the bedsits should be ceased to enable the priority be put on increasing new social housing. It was also noted that Options 1A and 1B were too complicated so needed to look more into Options 1C and 1D.

Councillor Leonie Hapeta left the meeting at 1.00pm.

Moved Susan Baty, seconded Lorna Johnson.

The COMMITTEE RECOMMENDS

1. That Appendix One attached to the memorandum titled “Implications of the proposed review of the Social Housing Strategy’ from the Strategy and Policy Manager, Julie Macdonald, dated 19 May 2017 be received.

2. That the Council consider ceasing the conversion of bedsits to enable priority to be placed on increasing new social housing as part of the 10-year plan development and subsequent consultation.

3. That the Council is provided with further information about the implementation of Options 1C and 1D, in order to inform a recommended change to be consulted on through the 10 Year Plan process.

18-17

Community Centres Review

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

Moved Rachel Bowen, seconded Vaughan Dennison.

The COMMITTEE RECOMMENDS

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.

19-17

Committee Work Schedule

Councillor Tangi Utikere entered the meeting again at 1.04pm.

Moved Rachel Bowen, seconded Susan Baty.

The COMMITTEE RESOLVED

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

The meeting finished at 1.08pm

Confirmed 11 September 2017

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 11 September 2017

TITLE: Capacity & Capability Building in the community sector

DATE: 23 August 2017

AUTHOR/S: Peter Grey, Community Liaison Team Leader, Libraries and Community Services

RECOMMENDATION(S) TO Community Development Committee

1. That the Committee receives this memorandum as information.

1. ISSUE

The Social Wellbeing Forum Survey and Report identified the two major issues affecting community organisations were: funding and organisational capacity. Capacity and capability building was seen as an issue across all sectors including: arts, environmental, social, and health.

2. BACKGROUND

Capacity & Capability Definition:

“Activities, resources and support that strengthen the skills, abilities and confidence of people and community groups to take effective action and leading roles in the development of communities" (Strengthening Communities, S Skinner, CDF publications, 2006)

Fundamentally to build capacity you first need to assess and build the capability. The scope can be from an individual person, an individual organisation or community, a particular community sector, or a wider cross sector structure.

Best practice identifies five core capabilities:

1. The capability to act and commit;

2. The capability to deliver on development objectives;

3. The capability to adapt and self-renew;

4. The capability to relate to external stakeholders;

5. The capability to achieve coherence.

These five capabilities are separate but interdependent.

Current Capacity & Capability Support:

See diagram and information attached to this memo.

High Level Issues:

1. An integrated and coordinated approach to meeting capacity and capability needs of the community sector.

2. Most capacity & capability provision is based on a particular need or service rather than reviewing the overall structure.

General comments:

1. Government has been driving a lot of capacity & capability assessment of service delivery from the community sector. Examples of this are: the ongoing review of the legislation governing the not-for- profit sector, the Productivity Commission Report on the sector, and the new contracting modelling for services and their assessment processes.

2. Other funders and social investors are also reviewing how to best utilise their resourcing, and the effectiveness of the current community based service delivery models. They are looking at taking a greater lead in the development of more effective service delivery modelling such as the Collective Impact model. They are also placing expectations on funded organisations around their capacity & capability development.

3. NEXT STEPS

That Council receives this memo as information alongside the presentation of the 2017 Social Wellbeing Report.

4. Compliance and administration

Does the Committee have delegated authority to decide?	Yes
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

1.	Current Capacity & Capability Provision ⇩
2.	Current Capacity & Capability Diagram ⇩

Peter Grey

Community Liaison Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 11 September 2017

TITLE: Disability Reference Group update

DATE: 8 September 2017

AUTHOR/S: Peter Grey, Community Liaison Team Leader, Libraries and Community Services

RECOMMENDATION(S) TO Council

1. That the Community Development Committee receives this memorandum as information

2. That Officers report back to Council on the outcome of the investigation by Enable NZ into the development of a disability sector advisory group and identifies any potential opportunities for Council participation

1. ISSUE

At the Community Development Committee meeting on 12 June 2017, a Notice of Motion presented by Cr Naylor recommended that Council support the formation of a Disability Reference Group to advise Council on disability issues.

The Committee recommended:

1. That Council supports the formation of a Disability Reference Group to advise Council on disability issues noting that the Group’s terms of reference will be subject to formal Council endorsement.

2. That the Chief Executive reports on community relationships and representations as it relates to portfolios.

2. BACKGROUND

The following research identifies local authorities that support a Disability Reference Group.

Most of the identified reference groups solely provide feedback on Council planning and activities. These groups are supported and hosted by their local council to provide this service.

The Taranaki Disability Strategy Coalition Group is a wider network that includes all of the regions local authorities, Taranaki DHB, Sport Taranaki, disability sector representatives. This group provides advice and feedback in relation to the Taranaki Disability Strategy and it sits outside of the local council but the council is a member.

Enable NZ have indicated that they are investigating the option of establishing a local advisory group representing the disability sector. If this group is established it could potentially fulfil the purpose proposed in the Notice of Motion.

3. NEXT STEPS

Enable NZ plan to begin their investigation at the end of September. Council Officers will have an opportunity to contribute to that investigation and will report back once further details on this investigation are available.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	No
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Reference Group Comparative table ⇩

Peter Grey

Community Liaison Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 11 September 2017

TITLE: Student City Update

DATE: 11 September 2017

AUTHOR/S: Remy Waldteufel-Irvine, Student City Co-ordinator, Libraries and Community Services

RECOMMENDATION(S) TO Council

1. That the Community Development Committee notes for information the memorandum ‘Student City Update’ which accompanies the Officer’s verbal presentation.

1. ISSUE

The memorandum and Officer’s verbal presentation serves to provide an update on Student City activity.

2. BACKGROUND

The following are a summary of the key points covered in the verbal presentation.

The scope of the Student City role has changed. The focus has shifted from events based engagement to enabling meaningful and mutually beneficial connection between tertiary, community and city.

Key relationships continue with Massey University, MUSA, UCOL, AS@U, Te Wānanga O Aotearoa, IPU, CEDA, community groups, and across Council.

Student City programmes and initiatives have focused on facilitating opportunities for youth development and student leadership; city/community connectors; and fielding opportunities for students to shape their experience of the city.

3. NEXT STEPS

The Student City role, alongside our tertiary community, will continue to provide and evolve programmes and activity.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual The memorandum is for information only.	Yes
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Nil

Remy Waldteufel-Irvine

Student City Co-ordinator

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 11 September 2017

TITLE: Implications of proposed changes to the Social Housing Strategy

DATE: 22 June 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. background

In June 2017 the Council received a report in response to the Council (December 2016) resolutions:

“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.”

At that time the Council resolved:

2. That the Council consider ceasing the conversion of bedsits to enable priority to be placed on increasing new social housing as part of the 10-year plan development and subsequent consultation.

3. That the Council is provided with further information about the implementation of Options 1C and 1D, in order to inform a recommended change to be consulted on through the 10 Year Plan process.

The intention to cease the conversion of bedsits will be reflected in the development of the 10 year plan.

This report is the response to the June resolutions (3, above). The information requested by Councillors is contained in Appendix One.

2. NEXT STEPS

Any further 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 One: 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: 11 September 2017

TITLE: Healthy Beverage Policy

DATE: 24 August 2017

AUTHOR/S: Lili Kato, Policy Analyst, City Future

RECOMMENDATION(S) TO Council

1. That Council adopt the Healthy Beverage Policy (attached)

2. That the Chairperson and Deputy Chairperson of the Community Development be given delegated authority to approve minor amendments to the attached Healthy Beverage Policy prior to publication

1. BACKGROUND

1.1. In November 2015 the Community Development Committee received a deputation from MidCentral District Health Board proposing that Palmerston North City Council (Council) ban the sale of sugar sweetened beverages from its premises and major Council-run community events.

1.2. Council decided:

“That Palmerston North City Council begins a process, including a workshop, leading to a ban on the sale and serving of Sugar Sweetened Beverages (SSBs) from its main premises and only supply fruit juice in 250 ml servings (glasses or packets).

That Council begins a process leading to the ban of the supply of sugary drinks from Council funded events, initially on a voluntary basis, but working over two to three years towards full compliance.”

1.3. This policy has been developed in consultation with MidCentral DHB and has taken into consideration current contracts in Council premises.

1.4. Council’s contractual arrangements prevent the council from enforcing a ban on the sale of SSB from its main premises. However there is an ability to work with contractors towards voluntary compliance, and to include consideration of the policy in future contracts. The library and community centres currently do not sell SSBs.

1.5. The ability to prevent the sale and supply of SSBs at council funded events and functions is less difficult because there are no contractual obligations in place.

1.6. Currently SSBs are available for sale at Council funded events and functions, however it is quite rare for SSBs to be provided (supplied) as free refreshments at Council funded events and functions. Recipients of Council funding and grants are encouraged to exclude SSBs at their community events.

1.7. The aims of the healthy beverage policy is to encourage the provision of healthy beverage choices with a view to contributing to improved health for those within the Council organisation, and to model good health behaviours for the wider community, so that:

a) Fewer people consume SSBs;

b) Water becomes the preferred beverage choice within Council and Council funded events and functions; and

c) Awareness is raised about the adverse health effects of the regular consumption of SSBs.

2. NEXT STEPS

2.1 To recommend that Council adopts the Healthy Beverage Policy (attached).

3. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	No
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Healthy Beverage Policy ⇩

Lili Kato

Policy Analyst

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 11 September 2017

TITLE: Conference Opportunity - Young Elected Members Retreat

DATE: 24 August 2017

AUTHOR/S: Kyle Whitfield, Governance & Support Team Leader, City Corporate

RECOMMENDATION(S) TO Community Development Committee

1. That the Committee approve the attendance of Cr Aleisha Rutherford to attend, with expenses paid, the LGNZ Young Elected Member Retreat held on 9-11 November 2017.

1. ISSUE

The elected members’ budget for conference attendance and training opportunities is $72,336. As at 23 August 2017 there remains $69,453 available for the balance of the financial year ending 30 June 2018. This does not include outstanding invoices that have been previously approved, but have yet to be presented for payment.

Anticipated expenses for attending this webinar are:

Registration/Meals/Accommodation/Transfers $697.00 (excl GST)

Flights $250.00 (excl GST)

No financial provision is to be made for any spouse or partner of an elected member attending any conference or training opportunity, other than for the Mayor’s spouse or partner attending a conference in association with the Mayor.

2. BACKGROUND

Local Government New Zealand (LGNZ) is holding its Young Elected Members (YEM) Retreat from 9 - 11 November 2017.

Taking place in Selwyn District, invite all current elected members of local authorities and community boards who are under the age of 40 to attend.

The retreat theme is Making local government relevant to 18 to 40 year olds living in our districts. There will be a strong focus on empowerment of the younger voice.

During the retreat we will discuss:

· How do we better engage with each other?

· How do we better engage with our communities?

· How do we promote new ideas and new technology?

· How are we best able to live in a traditional environment?

3. NEXT STEPS

Attachments

Youth Elected Members Retreat ⇩

Kyle Whitfield

Governance & Support Team Leader

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