Agenda of Community Development Committee

PALMERSTON NORTH CITY COUNCIL

Community Development Committee MEETING

6 August 2018

Order of Business

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

- Community Development Committee will open and adjourn immediately to follow Planning and Strategy Committee.

- Planning and Strategy 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. Declarations of Interest (if any)

Members are reminded of their duty to give a general notice of any interest of items to be considered on this agenda and the need to declare these interests.

4. 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.)

5. Confirmation of Minutes Page 7

“That the minutes of the extraordinary Community Development Committee meeting of 6 June 2018 Part I Public be confirmed as a true and correct record.”

6. Fee for Service 2016-19 - Update Page 11

Memorandum, dated 10 July 2018 from the Community Funding Coordinator, Rebecca Hofmann.

7. Disability Coalition Update Page 33

Memorandum, dated 16 July 2018 from the Community Liaison Team Leader, Peter Grey.

8. Age Friendly Initiative Page 37

Memorandum, dated 19 July 2018 from the Manager - Community Engagement, Ian Littleworth.

9. Committee Work Schedule Page 67

10. 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.

Chief Executive (Heather Shotter), Chief Financial Officer (Grant Elliott), Acting Chief Infrastructure Officer (Ray McIndoe), Acting General Manager – Strategy and Planning (David Murphy), General Manager - Community (Debbie Duncan), Acting General Manager – Customer (Sheryl Bryant) Human Resources Manager (Wayne Wilson), General Manager - Marketing and Communications (Sacha Haskell), 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.

Acting Governance and Support Team Leader (Stuart McKinnon) and Committee Administrators (Penny Odell, Rachel Corser and Courtney Kibby), 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

Minutes of the Extraordinary Community Development Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 06 June 2018, commencing at 9.00am

Members

Present:

Councillors Aleisha Rutherford (in the Chair), Rachel Bowen, Susan Baty, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor and Tangi Utikere.

Non Members:

Councillors Brent Barrett, Adrian Broad, Jim Jefferies and Bruno Petrenas.

Apologies:

The Mayor (Grant Smith) (on Council Business) and Councillor Vaughan Dennison (for lateness).

Councillor Vaughan Dennison was present when the meeting resumed at 12.05pm. He left the meeting at 12.57pm when the meeting adjourned. He was present for clause 14.

13-18

Apologies

Moved Aleisha Rutherford, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

The meeting adjourned at 9.01am

The meeting resumed at 12.05pm

When the meeting resumed Councillor Vaughan Dennison was present.

14-18

Confirmation of Minutes

Moved Aleisha Rutherford, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the minutes of the Community Development Committee meeting of 7 May 2018 Part I Public be confirmed as a true and correct record.

Clause 14-18 above was carried 14 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Gabrielle Bundy-Cooke.

15-18

Draft CBD Amenity Bylaw - confirmation of direction

Memorandum, dated 18 May 2018 from the Policy Analyst, Peter Ridge.

The meeting adjourned at 12.57pm

The meeting resumed at 2.00pm

When the meeting resumed Councillor Vaughan Dennison was not present.

During discussion Elected Members believed that a Bylaw would not remedy the concern around beggars and that there were forms of legislation that would address any negative behaviour. It was also noted that the cost for Council to enforce the Bylaw was extremely high.

Moved Aleisha Rutherford, seconded Brent Barrett.

The COMMITTEE RECOMMENDS

1. That Palmerston North City Council does not pursue a CBD Amenity Bylaw.

Clause 15-18 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

16-18

Palmerston North Disability Reference Group - Endorsement

Memorandum, dated 15 May 2018 from the Community Liaison Team Leader, Peter Grey.

Moved Tangi Utikere, seconded Aleisha Rutherford.

The COMMITTEE RECOMMENDS

1. That the memorandum Palmerston North Disability Reference Group - Endorsement be received.

2. That Council confirm the establishment of a Disability Reference Group and formally endorse the attached terms of reference.

3. That expressions of interest for an Elected Member to be on the Disability Reference Group be forwarded to Penny Odell to be approved by the Chair and Deputy Chair of the Community Development Committee.

Clause 16-18 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford, and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

The meeting finished at 2.58pm

Confirmed 6 August 2018

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 6 August 2018

TITLE: Fee for Service 2016-19 - Update

DATE: 10 July 2018

AUTHOR/S: Rebecca Hofmann, Community Funding Coordinator, Community

APPROVED BY: Debbie Duncan, General Manager - Community

RECOMMENDATION(S) TO Council

1. That the memorandum Fee for Service 2016-19 - Update be received for information

1. ISSUE

This memorandum is to provide an update on the Fee for Service programme following a mid-point performance review of all funded groups.

2. BACKGROUND

The Fee for Service programme funds groups whose activities contribute towards Council’s approved Community Funding Outcomes. The funding programme has been managed in accordance with Council’s Community Funding Policy 2012, and the budget and Community Funding Outcomes last approved by Elected Members in 2015. Allocations of this budget are made every three years.

In late 2015, community groups were asked to submit proposals stating how their activities would contribute towards the Community Funding Outcomes. Sixty-three proposals were submitted, requesting almost $3.2m in funding. The proposals were assessed by a team of officers from across Council. Forty-nine groups now hold funding agreements, with an overall value of $1.57m p/year. Figure 1 shows, on an indicative basis, how this is distributed per sector.

The current funding agreements are due to end on 30 June 2019. The Appendix to this memorandum provides a summary of those funding agreements, including the contract value, outcomes each agreement is contributing to, and the agreed activities. Sport Manawatū’s fee for service agreement is not discussed in this update, as their reports are presented directly to Council every six months.

Figure 1

3. PERFORMANCE REVIEWS

As of January 2018, the half-way point of our current three-year fee for service cycle was reached. This provided an opportunity to review the performance of the funded groups over the 18-month period to 31 December 2017.

This mid-point performance review had a number of aims:

· build the capacity of contracted groups through review feedback and future guidance;

· identify opportunities to better support the overall community sector and the community; and

· identify ways to build on or improve operation of the programme prior to the next allocation round.

Reviews were carried out by teams of officers from across Council, set to ensure a balance of perspectives and expertise. Reviewers were given access to the funded groups’ contracts and annual/six monthly reports, and asked to review the groups based on criteria such as their reporting abilities, service delivery, operational capacity, financial management, governance and their contribution to Council outcomes. Reviewers then met to moderate their ratings.

The results of the performance review were overall positive; figure 2 shows that 85% of groups were given an overall performance rating of ‘good’ or ‘very good’, and the review teams felt they would fund 98% of groups again.

Figure 2

Figure 3 shows the spread of responses across a number of criteria. The review found that 89% of groups were rated ‘good’ or higher for ability in delivering the contracted activities, and 81% of groups were rated ‘good’ or higher for attitude in delivering the contracted activities.

Figure 3

The chart also highlights some areas where groups could use more support, specifically:

· Reporting abilities (32% of groups received a rating of ‘acceptable’, ‘poor’ or ‘very poor’, and only 36% of groups submitted all the information required under the reporting obligations).

· Operational capacity (17% received an ‘acceptable’ or lower). Reviewers considered factors like the organisational structure, quality of service delivery, and staff experience and skills.

· Governance (24% received an ‘acceptable’ or lower). Reviewers considered factors like the quality of the group’s annual report and strategic planning.

Officers are working directly with funded groups to leverage off any opportunities arising from the review as well as with a small number of groups to address concerns raised in the review.

4. KEY Achievements

The mid-point performance review also provided an opportunity to discuss the successes of these community organisations.

While the work of the sector is assisted by Council funding, the same funding outcomes could not be achieved without the dedication, expertise and in-kind support of the community sector. Our relationship with funded groups is based on a partnership model, recognising that we are working towards shared goals.

To illustrate the extent of achievements made over the first 18 months of this programme a summary of community achievements is attached as Appendix 2.

5. NEXT STEPS

Personalised written feedback is being delivered to all community groups that hold a Fee for Service agreement.

The results of the mid-point performance review will inform the process for the next round of this funding programme, and have been considered in the development of the draft Community Funding Policy 2018.

6. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	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

The recommendations contribute to Goal 3: A connected and safe community
The recommended option contributes to the outcomes of the Connected Community Strategy
The recommended option contributes to the achievement of action/actions in the Community Support Plan The action is: Providing targeted funding that seeks to improve community outcomes Monitor contracted organisations against Council outcomes
Contribution to strategic direction	The fee for service programme supports the community by funding groups whose activities contribute towards the Community Funding Outcomes that Council approved in 2015. These are being updated as part of the Community Funding Policy 2018 to reflect Council’s new strategic direction.

Attachments

1.	Summary of Fee for Service Agreements 2016-19 ⇩
2.	Fee for Service - Community Achievements ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 6 August 2018

TITLE: Disability Coalition Update

DATE: 16 July 2018

AUTHOR/S: Peter Grey, Community Liaison Team Leader, Community

APPROVED BY: Debbie Duncan, General Manager - Community

RECOMMENDATION(S) TO Community Development Committee

1. That the memorandum titled “Disability Coalition Update” be received for their information.

2. That this item be removed from the Committee’s work schedule

1. ISSUE

At the Community Development Committee meeting on 11 September 2017 under the agenda item “Disability Reference Group Update” the following recommendation was approved:

“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."

2. BACKGROUND

Enable NZ have previously indicated that they are investigating the opportunity to establish a regional Disability Coalition Group.

Meetings have been facilitated by Enable NZ with invited representatives of the local disability sector, government agencies, local councils and health agencies to discuss the potential development of a regional group based on the Taranaki Disability Coalition model.

Council officers have attended four of these meetings and although there has been some progress on developing a draft strategy/plan, it has been limited due to the lack of attendance by a number of key organisations. Enable NZ will be following up with organisations to gauge the level of interest /commitment to the initiative, but at this point it is unclear if the proposed coalition group will continue.

Currently there are also a number of other initiatives that relate strongly to the disability sector:

· In June 2018 Council confirmed the establishment of the Disability Reference Group.

· The Ministry of Health will be running a ‘prototype’ programme in the Mid Central region which is due to be launched in October 2018. This ‘Enabling Good Lives’ initiative will provide options for disabled people to utilise services within the current structure or to take a more co-design approach in purchasing support services.

· The DHB is currently preparing a Health & Wellbeing Plan for the city. Whilst the plan will take a holistic view of health across the city it does have relevance to the disability sector.

Given the initiatives above and continued uncertainty around the establishment of a regional Disability Coalition Group it is proposed to remove this item from the Committee’s work schedule.

3. NEXT STEPS

Officers will continue to engage with all these initiatives.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>	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

The recommendations contribute to Goal 3: A connected and safe community
The recommended option contributes to the outcomes of the Connected Community Strategy
The recommended option contributes to the achievement of action/actions in the Community Support Plan Broaden Council’s community support focus to include building community, neighbourhood and organisational resilience, capacity and capability Work in partnership and collaboration with relevant Government agencies, other funders and tertiary institutions
Contribution to strategic direction	Council officers will continue to work with all agencies and organisation involved in these particular initiatives and the wider disability sector. Our continued participation affords Council the opportunity to engage with organisations and the community, to influence decisions, provide advice and support, and to actively contribute to projects and activities.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Community Development Committee

MEETING DATE: 6 August 2018

TITLE: Age Friendly Initiative

DATE: 19 July 2018

AUTHOR/S: Ian Littleworth, Manager - Community Engagement, Community

APPROVED BY: Debbie Duncan, General Manager - Community

RECOMMENDATION(S) TO Council

1. That the memorandum Age Friendly Initiative be received

2. That Council endorse this community led Age Friendly initiative

1. ISSUE

At the Council meeting on 21 December 2017 Ms Raewyn Cameron, as Chair of Age Friendly Palmerston North, presented a draft of their 2018-2021 Age Friendly Strategy.

Council resolved That the Council receive the deputation for information.

Subsequent to the Committee meeting their strategy was further refined by the group and a revised draft is attached for your information.

This memorandum is in response to approaches made to Council by Age Friendly Palmerston North and the development of their Age Friendly strategy.

BACKGROUND

In New Zealand there are currently around 725,000 people aged over 65. By 2036 there will be more than 1.2 million people 65 or older. Combined with the low birth rate, this means seniors will make up almost a quarter of the total population.

At the time of the 2013 census Palmerston North had 10,611 people over the age of 65 which was 13.3% of the overall population. The strongest area of future population growth is predicted to be in the 65 years and over age group with their share of overall city population rising to 20% by 2043.

1.1 Age Friendly Communities

The concept of Age Friendly Communities was originally developed by the World Health Organisation (WHO) in 2007 and is being actively supported by the Ministry of Social Development as a partnership between older people, services, NGOs, and the local council.

The underlying premise is that an Age Friendly community promotes active ageing. The process should be a partnership between older people, services, NGOs, and the local council.

Active ageing being "the process of optimizing opportunities for health, participation and security in order to enhance quality of life as people age" (Active Ageing: A Policy Framework, WHO, 2002)

A WHO age-friendly community:

· respects the rights of older people;

· celebrates older people – including their capacities, resources, life-styles and preferences;

· addresses inequality in the community, for example disability, sexual orientation, socioeconomic status, ethnicity, religion/beliefs, rural/urban;

· values older people and encourages them to participate in the community life;

· connects people across all ages.

The WHO Framework is based around eight city topic domains that contribute to cities/communities becoming age-friendly:

· Social participation;

· Civic participation and employment;

· Communication and information;

· Community support and health services;

· Outdoor spaces and building;

· Transportation;

· Housing.

The WHO Global Network of Age-Friendly Cities and Communities (GNAFCC) currently includes 600 cities and communities in 38 countries, covering over 190 million people worldwide.

If they choose, local cities and communities have a number of options as to how they approach being ‘age friendly’, from undertaking a formal process to become a member of the GNAFCC, through to simply applying Age Friendly principles and practices in the local context.

To date Hamilton is the only New Zealand city to hold GNAFCC membership although Kapiti and New Plymouth are in the progress of working towards it.

2.3 Age Friendly Palmerston North

Ms Raewyn Cameron, as Chair of Age Friendly Palmerston North, presented a deputation to Council and tabled their draft 2018-2021 Strategy.

The Age Friendly Palmerston North strategy outlines a vision for a ‘community where age is not a barrier’ and details the goals in achieving this, how this would look and the priorities for action needed to achieve this. Their strategy has 8 goals based on the WHO Framework with each goal identifying a number of Age Friendly features and Priorities for Action. Ms Cameron advised that Age Friendly Palmerston North formed 18 months ago and now has 12 members (many representing groups within the sector) including Councillors Findlay and Petrenas.

They are proposing that work on this strategy would be led by the committee of Age Friendly Palmerston North and that ultimately the group would like to apply for membership of the GNAFCC on behalf of the city.

It should be noted that applications to become a member of GNAFCC need to demonstrate the support of the local Council. This would be in the form of a letter from the Mayor indicating formal commitment to becoming more ‘age friendly’. The letter is essential for membership as it requires a high level of political commitment and engagement to steer a community/city’s journey to becoming more ‘age friendly’.

Age Friendly Palmerston North is therefore requesting that Council endorse this community led initiative. The group has also requested officer representation on their committee however it is considered that formal membership of the group is not required at this stage, as officers will continue to engage with this particular initiative as for a range of other community initiatives, groups and sectors.

Age Friendly Palmerston North are not requesting any Council funding, as Age Friendly Palmerston North will be able to seek funding from The Office for Senior’s Community Connects Fund with Council’s endorsement.

This fund supports communities to become Age Friendly. Community organisations can apply for funding up to a value of $15,000 to either:

· start development of an Age Friendly Communities Plan, or

· implement an Age Friendly Community project.

2. NEXT STEPS

Once Age Friendly Palmerston North receive Council endorsement for this initiative they will be in a position to apply for government funding to progress work on their strategy.

Officers will continue to liaise with the group on an ongoing basis.

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?	No
Are the recommendations inconsistent with any of Council’s policies or plans?	No

The recommendations contribute to Goal 3: A connected and safe community
The recommendations contribute to the outcomes of the Connected Community Strategy
The recommendations contribute to the achievement of action/actions in the Community Support Plan The action is: Build capacity and capability in community organisations Broadens Council’s community support focus to include building community, neighbourhood and organisational resilience, capacity and capability.
Contribution to strategic direction	Whilst there is no specific action relating to Age Friendly communities, Council endorsement demonstrates support for a significant community led initiative.

Attachments

Age Friendly Palmerston North Strategy 2018 - 2021 ⇩

Aleisha Rutherford (Chairperson)
Rachel Bowen (Deputy Chairperson)
Grant Smith (The Mayor)
Susan Baty	Lorna Johnson
Gabrielle Bundy-Cooke	Duncan McCann
Lew Findlay QSM	Karen Naylor
Leonie Hapeta	Tangi Utikere