Civic and Administration Subcommittee

A Subcommittee of the Operations and Monitoring Committee.

Fields of Activity

The Civic and Administration Subcommittee is responsible for making delegated decisions and advising the Operations and Monitoring Committee by;

· Assisting Council in the allocation of Community Grants by;

- Reviewing applications for Community Grants.

- Setting appropriate performance measures to assist in the measurement of delivery of activities funded from Grants.

- Allocation of grant funding within the budget allocation.

· Assisting Council in its general overview of procurement and tender activity by accepting tenders which exceed the Chief Executive’s delegated authority to approve, for projects previously approved by Council or a Standing Committee within the delegated authority.

· Assisting Council by reviewing and considering submissions and deciding applications for temporary closure of roads.

· Recommending to Council the appointment of trustees to Te Mata Park Trust Board.

· Recommending to Council the appointment of directors to Hastings District Holdings Limited.

· Recommending to Council the appointment of List Members to the District Licencing Committee.

Assisting Council by reviewing, considering nominations and recommending recipients of Civic Awards.

Membership

· 8 Councillors.

· 1 Heretaunga Takoto Noa: Māori Standing Committee Member appointed by Council.

· The Group Manager Planning and Regulatory Services to be a member only when the Subcommittee is recommending the appointment of List Members to The Hastings District Licencing Committee.

· The Chief Executive to be a member only when the Committee is making a decision on tendering and procurement matters.

· The Group Manager: Asset Management to be a member only when the Subcommittee is making a decision on tendering and procurement matters.

· The Transportation Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.

· The Environmental Consents Manager to be a member only when the Committee is making a decision on applications for temporary closure of roads.

· The Chair of the Te Mata Park Trust Board to be a member only when the Committee is making a decision on appointments to the Te Mata Park Trust Board.

· The Group Manager: Corporate to be a member only when the Committee is making a decision on appointments to the boards of any Council Controlled Organisations.

· Chair appointed by Council.

· Deputy Chair appointed by Council.

Quorum - a minimum of 3 members

Delegated Powers

1) Authority to exercise all Council’s powers, functions and authorities (except where prohibited by law or otherwise delegated) in relation to the allocation of grant funding within the budget allocation.

2) Authority to accept tenders for individual projects previously approved by the Council or a Standing Committee of the Council up to a value of $10,000,000.

3) Responsibility to provide oversight and direction on tendering processes in general and/or specific issues relating to a particular project.

4) All the Council’s powers and functions in respect to temporary prohibition of traffic under Section 342(1)(b) and clause 11(e) of Schedule 10 of the Local Government Act 1974.

5) Recommend to Council the appointment of Trustees to Te Mata Park Trust Board in accordance with the policy on Appointment of Trustees for Te Mata Park Trust Board, and the provisions of section 57 of the Local Government Act 2002.

6) Recommend to Council the appointment of director positions for Hastings District Holdings Limited in accordance with the Council’s Policy on Appointment and Remuneration of Directors for Council Organisations.

7) Recommend to Council the recipients of Civic Awards.

8) Recommend to Council the appointment of List Members to the Hastings District Licensing Committee in accordance with the policy on the appointment of members for the District Licensing Committee, and the provisions of Sections 192 – 194 of the Sale and Supply of Alcohol Act 2012.

Thursday, 25 February 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic and Administration Subcommittee Meeting

Te Rārangi Take
Report to Civic and Administration Subcommittee

Nā:

From:

Lynn Burden, Transportation Officer

Te Take:

Subject:

Temporary Road Closures - Hastings Street South (1) 5 - 6 March, Tomoana Road 4 - 7 March, Elwood Road and Kenilworth Road 9 - 15 March, Salisbury Road - 21 March, and Hastings Street South (2) - 25 - 26 March 2021

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Committee in regard to the following temporary road closures as requested below. This request arises from the need to inform and gain Hastings District Council (“the Council”) approval in order to comply with the legal process to temporarily close the roads listed below:

· Hastings District Council (HDC): Hastings Street South (1) between Eastbourne Street East and Heretaunga Street East. The road closure will be between 8:30am, Friday, 5 March and 10:00pm, Saturday, 6 March 2021.The purpose of this road closure is to hold the “40th Guilin Anniversary.

· Hastings District Council: Tomoana Road between York Road and Fitzroy Avenue. The road closure will be between 5:30pm and 10:00pm (Tomoana Road will reopen after 10:00pm), Thursday, 4 March and Sunday, 7 March 2021. The purpose of this road closure is to hold the “Lighting of the Osmanthus Gardens”.

· Horse of the Year (HoY): Elwood Road between SH51 and Otene Road. Kenilworth Road between Caroline Road and the dead end of the road. The road closures will be between 5:00am, Tuesday, 9 March 2021 and 5:00am, Monday, 15 March 2021.The purpose of these road closures are to hold the Horse of the Year Show 2021.

· The Hawke’s Bay Car Club (HBCC): Salisbury Road between Rapid No 546 and Rapid No. 820. The road closure will be between 8:30am and 5:00pm, Sunday, 21 March 2021. The purpose of this road closure is to hold a motorsport event.

· The Eastern Institute of Technology (EIT): Hastings Street South (2) between Eastbourne Street East and Heretaunga Street East:

Thursday, 25 March 4:30pm – 5:00pm

Friday, 26 March 1:00pm – 1:30pm

The purpose of these two separate temporary road closures are to hold the EIT graduation parades.

1.2 This report contributes to the purpose of local government by primarily promoting the cultural and social wellbeing and specifically to the Council’s strategic objectives by promoting the appealing visitor destination wellbeing of communities in the present and for the future.

1.3 Given that there are no submissions in opposition to the closures and that subject to the recommended conditions the activity can proceed and be undertaken in a safe and controlled environment, the risks associated with these closures can then be minimised and safely managed to Council’s satisfaction.

2.0 Recommendations – Ngā Tūtohunga

A) That the Civic and Administration Subcommittee Meeting receive the report of the Transportation Officer titled Temporary Road Closures - Hastings Street South (1) 5 - 6 March, Tomoana Road 4 - 7 March, Elwood Road and Kenilworth Road 9 - 15 March, Salisbury Road - 21 March, and Hastings Street South (2) - 25 - 26 March 2021 dated 25 February 2021.

B) That the Civic and Administration Subcommittee approve the following temporary road closures as no submissions have been received in respect of these applications:

1. The Hastings District Council (HDC): Hastings Street South (1) between Eastbourne Street East and Heretaunga Street East. The road closure will be between 8:30am, Friday, 5 March and 10:00pm, Saturday, 6 March 2021.

2. The Hastings District Council: Tomoana Road between York Road and Fitzroy Avenue. The road closure will be between 5:30pm and 10:00pm (Tomoana Road will reopen after 10:00pm), Thursday, 4 March and Sunday, 7 March 2021.

3. The Horse of the Year (HoY): Elwood Road between SH51 and Otene Road. Kenilworth Road between Caroline Road and the dead end of the road. The road closures will be between 5:00am, Tuesday, 9 March 2021 and 5:00am, Monday, 15 March 2021.

4. The Hawke’s Bay Car Club (HBCC): Salisbury Road between Rapid No 546 and Rapid No. 820. The road closure will be between 8:30am and 5:00pm, Sunday, 21 March 2021.

5. The Eastern Institute of Technology (EIT): Hastings Street South (2) between Eastbourne Street East and Heretaunga Street East:

Thursday, 25 March 4:30pm – 5:00pm

Friday, 26 March 1:00pm – 1:30pm

C) That the Civic and Administration Subcommittee approve the above temporary road closures subject to the following conditions to be complied with to the satisfaction of the Group Manager: Asset Management:

i. These events are conducted in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

ii. The Traffic Management Plans including provision for appropriate signage are approved by the Traffic Management Coordinator acting under delegated authority.

iii. The Traffic Management Plans must be complied with including any specific conditions.

iv. Copies of the relevant liability insurance policies are received.

v. That the cost of all advertising is met by the event organisers.

vi. Emergency Services are contacted regarding the holding of these events with details of the dates, locations and time frames.

vii. As per the Traffic Management Plan provisions - all emergency services will be accommodated and access provided through the sites as required.

viii. The applicant is responsible under the Health and Safety at Work Act 2015 for all health and safety risks associated with this activity and must take reasonably practicable steps to ensure the safety of all persons during these temporary road closures.

ix. The applicant has in place at all times, appropriate Health and Safety measures (to prevent harm to any persons), including (but not limited to) any measures provided for in the submitted Health and Safety Plans including any conditions attached.

x. These Hawke’s Bay Car Club events shall be conducted in accordance with the requirements of the Motorsport New Zealand Motor Sport Manual, National Sporting Code and Appendices.

3.0 Background – Te Horopaki

3.1 This report covers the applications by the following organisations:

· The HDC (cultural event) – Hastings Street South (1)

· The HDC (cultural event) – Tomoana Road

· The HoY (sporting event) - Elwood Road and Kenilworth Road

· The HBCC (sporting event) – Salisbury Road

· The EIT (cultural event) Hastings Street South (2)

to temporarily close roads so that the above listed events can be held. The preferred option is to allow the closure of the above roads so that the listed events can be undertaken.

3.2 The temporary road closures will be managed in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

3.3 Detailed Traffic Management Plans (TMP) are to be submitted to the Hastings District Council and the TMPs will be approved for implementation, subject to the temporary road closure applications being approved.

3.4 The temporary road closure checklist (Attachment 1) details the necessary items that the organisers needs to submit as part of their applications for the above proposed temporary road closures.

3.5 GIS maps showing the area of the temporary road closures are also attached as part of Attachment 1: (the Hastings District Council) Hastings Street South (1), (the Hastings District Council) Tomoana Road, (the Horse of the Year) Elwood Road and Kenilworth Road, (The HBCC) Salisbury Road and (EIT) Hastings Street South (2).

3.6 At the time of writing this report there were no planned road works that will affect or impact the above temporary road closures.

4.0 Discussion – Te Matapakitanga

4.1 The above events are being undertaken by the following organisations:

· HDC: Hastings Street South (1). This will be the first temporary closure of the above road during the 2021 calendar year. The above road has been chosen specifically for its suitability for holding a cultural event.

- The average daily traffic count for Hastings Street South is: 5500 vehicles per day.

· HDC: Tomoana Road. This will be the first temporary closure of the above road during the 2021 calendar year. The above road has been chosen specifically for its suitability for holding a cultural event.

- The average daily traffic count for Tomoana Road is: 6000 vehicles per day.

· HoY: Elwood Road. This will be the second temporary closure of the above road during the 2021 calendar year. Kenilworth Road. This will be the second temporary closure of the above road during the 2021 calendar year. The above roads have been chosen specifically for its suitability for holding a sporting event.

- The average daily traffic count for Elwood Road is: 4000 vehicles per day. The average daily traffic count for Kenilworth Road is: 750 vehicles per day.

· HBCC: Salisbury Road. This will be the first temporary closure of the above road during the 2021 calendar year. The above road has been chosen specifically for its suitability for holding a sporting event.

- The average daily traffic count for Salisbury Road is: 46 vehicles per day.

· EIT: Hastings Street South (2). This will be the second temporary closure of the above road during the 2021 calendar year. The above road has been chosen specifically for its suitability for holding a cultural event.

- The average daily traffic count for Hastings Street South is: 5500 vehicles per day.

5.0 Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1 Option A is the preferred option. It recommends the Committee approve the temporary road closures detailed above, subject to conditions that will ensure public safety is maintained.

5.2 Temporary road closure options listed below:

· Option A: Approve the temporary road closures detailed above.

· Advantages: These events can proceed and contribute to the safe use of roads within the district for these proposed events.

· Disadvantages: Traffic will be impeded for a short period of time.

· Option B: Do not approve the temporary road closures detailed above, or only approve one, two, three, four, five or six these temporary road closures.

· Advantages: Traffic will not be impeded or only traffic on specific roads will be impeded.

· Disadvantages: Depending on which roads are temporarily closed this may result in the cancellation of some or all of the proposed events.

6.0 Next steps – Te Anga Whakamua

6.1 See above for options related to this proposed temporary road closure:

Attachments:

1 ⇩

Temporary Road Closures - Checklists and Maps - Hastings St 5 - 6 March, Tomoana Rd 4 - 7 March, Elwood Rd and Kenilworth Rd 9 - 15 March, Salisbury Rd 21 March and Hastings St 25 - 26 March 2021

CG-16-14-00126

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

The Council is required to give effect to the purpose of local government as set out in section 10 of the Local Government Act 2002. That purpose is to enable democratic local decision-making and action by (and on behalf of) communities, and to promote the social, economic, environmental, and cultural wellbeing of communities in the present and for the future.

The above temporary road closures will be undertaken in accordance with The Local Government Act 1974 Schedule 10, section 11 and section 11(e) which states:

“11. The council may, subject to such conditions as it thinks fit (including the imposition of a reasonable bond), and after consultation with the Police and the Ministry of Transport, close any road or part of a road to all traffic or any specified type of traffic (including pedestrian traffic).”

“(e) For a period or periods not exceeding in the aggregate 31 days in any year for any exhibition, fair, show, market, concert, film-making, race or other sporting event, or public function:

Provided that no road may be closed for any purpose specified in paragraph (e) of this clause if that closure would, in the opinion of the council, be likely to impede traffic unreasonably.”

This report contributes to the purpose of local government by primarily promoting the cultural and social wellbeing of the community.

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the <Enter text> wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

There are no known impacts for Tangata Whenua.

Sustainability - Te Toitūtanga

There are no known implications for sustainability.

Financial considerations - Ngā Whakaarohanga Ahumoni

The advertising cost for these events is being met by the event organisers: being the HDC, the HoY , the HBCC and EIT.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being of of low significance.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

The organisers of the above events have been in contact with affected parties/residents. They advise that no issues have been raised regarding the above proposed temporary road closures.

The temporary road closure of Hastings Street South (1) has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Wednesday, 27 January 2021.

The closing date for submissions for Hastings Street South (1) was 4:00pm, Wednesday, 3 February 2021. No submissions were received.

If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Thursday, 4 March 2021.

The temporary road closure of Tomoana Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Wednesday, 27 January 2021.

The closing date for submissions for Tomoana Road was 4:00pm, was 4:00pm, Wednesday, 3 February 2021. No submissions were received.

If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Thursday, 4 March 2021.

The temporary road closure of Elwood Road and Kenilworth Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on, Saturday, 12 December 2020.

The closing date for submissions for Elwood Road and Kenilworth Road was 4:00pm, Tuesday, 5 January 2021. No submissions were received.

If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 6 March 2021.

The temporary road closure of Salisbury Road has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Wednesday, 3 February 2021.

The closing date for submissions for Salisbury Road was 4:00pm, Wednesday, 10 February 2021. No submissions were received.

If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Saturday, 20 March 2021.

The temporary road closure of Hastings Street South (2) has been posted on the Council website and formal public notification was published in the Hawke’s Bay Today newspaper on Saturday, 5 December 2020.

The closing date for submissions for Hastings Street South (2) was 4:00pm, Monday, 21 December 2020. No submissions were received.

If the road closure is approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on Wednesday, 24 March 2021.

Risks

Opportunity: To seek temporary road closures for the purpose of holding four cultural events (a 40^th anniversary, a lamp lighting event held over four evenings and two graduation parades) and two sporting events (an equestrian event and a motorsport event).

REWARD – Te Utu

RISK – Te Tūraru

Following an assessment of the risks involved in holding events of this type organisers have applied for temporary road closures to ensure the safety of competitors and the public.

Safety (public)

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

There are no implications for the Rural Community Board. They have been advised of the proposed temporary road closures.

Thursday, 25 February 2021

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic and Administration Subcommittee Meeting

Te Rārangi Take
Report to Civic and Administration Subcommittee

Nā:

From:

Kevin Carter, Community Grants and Partnerships Advisor

Te Take:

Subject:

Multi-year Strategic Community Partnership Fund

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Subcommittee on the current round of allocations of grants from the Multi-year Strategic Community Partnership Fund.

1.2 Multi-year Strategic Community Partnership Fund is open to groups that have previously been successful obtaining a grant or funding from council in the past and are providing a proven positive impact to the community.

1.3 Multi-year contracts last three years and are reported on annually. Outcomes are reviewed each year against agreed key performance indicators, including financial. These contracts would be from July 2021 – June 2014

1.4 Applications for funding opened November 23, 2020 and closed February 5, 2021 for contracts commencing July 1 2021

1.5 18 Applications were received, one was not eligible

1.6 This report concludes by recommending that the funds be allocated to those applicants assessed by the Subcommittee as having the highest merit, being of wide appeal, being accessible and deliver to the needs of the community

2.0 Recommendations – Ngā Tūtohunga

A) That the Civic and Administration Subcommittee Meeting receive the report of the Community Grants and Partnerships Advisor titled Multi-year Strategic Community Partnership Fund dated 25 February 2021.

B) That the Committee reviews the applications to the Multi-year Strategic Community Partnership Fund ; and

C) That the Committee allocates the budget allocation of $559,244 to those applications whom it considers will best assist Council to achieve its desired Community Outcomes.

3.0 Background – Te Horopaki

3.1 In April 2020 the ‘Contestable Grants and Funding Framework’ was adopted by the Civic and Administration Committee and a new fully online grants management system called Smarty Grants has been introduced to ensure all grants are accounted for correctly.

3.2 A key piece of feedback that came out of the committee workshops leading up to the adoption of the Contestable Grants and Funding Framework was the needed to improve visibility and accountability of our longer term grants.

3.3 The contestable Multi-year Strategic Community Partnership Fund was established to provide better council oversight and accountability to ensure that groups that are provided with funding are using the funds in the most appropriate ways and in line with the outcomes and priorities of Hastings District Council.

3.4 There are currently 12 groups with long term community contracts that are ending in July 2021 these are:

Organisation	Contract/Project	Amount PA
Arts Inc Heretaunga	Community Arts Development	$178,000
Budget First	Providing budgeting Services in Hastings	$15,000
Citizens Advice Bureau Hastings	Providing CAB services in the Hastings District	$40,000
Hawke's Bay Digital Archives Trust	Operations of the Knowledge Bank	$23,000
Environmental Centre Hawke’s Bay	Environment Centre operations and specialist recycling	$20,000
Hastings Foodbank	Operation of the Hastings Foodbank	$10,000
Havelock North Function Centre	Operation of the Havelock North Community Centre	$30,000
Hawke’s Bay Racing Spring Carnival	Hawke’s Bay Racing Spring Carnival	$25,000
Sport HB	Provision of Active Programmes across the district	$75,000
Surf Lifesaving NZ	Provision of Lifeguards across the district	$63,244
Waiata Music Awards	Waiata Music Awards	$15,000
ZEAL / Rezpect Dance Academy	Youth Events and Services	$65,000
TOTAL Multi-year Strategic Community Partnership Fund		$559,244

3.5 The current budget for the Multi-year Strategic Community Partnership Fund is $559,244 per year

3.6 If the subcommittee chooses to allocate more than the available $559,244 then the difference will come from the Single Year Community Grants allocation of $245,000 reducing the amount available to groups applying for future Single Year Community Grant rounds.

3.7 The Single Year Community Grant budget is due to increase to $295,500 in the 2022/23 budget and then to $345,500 in 2023/24 onwards

3.8 To be eligible for funding, groups need to show how their project fits with one or more of the three priorities below:

1. Uplifting our communities’ wellbeing by providing access to help and advice

2. Fostering a sense of pride within our district and across our diverse communities

3. Promoting happy, healthy and active communities.

3.9 ZEAL / Rezpect Dance Academy have not reapplied as their funding have moved to our youth operational budgets

3.10 Waiata Music Awards have not reapplied, this event is being moved to the events operational budgets

3.11 Surf Lifesaving NZ had received additional government funding last year, this addition in funding was not for Regional Life Guard Services, these services are still to be funded at a local level

4.0 Discussion – Te Matapakitanga

4.1 18 application have been received in this multiyear funding round, one was not eligible

4.2 The amount requested is per annum for three years

#	Organisation	Contract/Project	Previous funding (MY Multi Year SY Single Year)	Amount requested PA
001	Havelock North Community Centre Trust	(Formally Havelock North Function Centre) Providing ongoing service to the community	MY $30,000	$50,000
002	Te Aranga Marae	Flaxmere Boxing Academy	SY $10,000	$10,000
003	Hastings Citizens Advice Bureau Incorporated	Citizens Advice Bureau Hastings	MY $40,000	$72,000
004	Surf Lifesaving NZ	Regional Life Guard Service – Hawke’s Bay (Hastings)	MY $63,244	$72,000
005	Hastings Foodbank Trust	Hastings Foodbank Trust	MY $10,000	$20,000
006	Peoples Advocacy Society	Contribution towards running costs of Hastings office	SY $4,000	$10,000
007	Nourished for Nil Limited	Nourishing the Hawke's Bay Community	MY $20,000	$20,000
008	Budget First Inc.	Building Financial Capability in Hastings Community	MY $15,000	$20,000
~~009~~	~~XX unsubmitted application~~
010	Arts Inc. Heretaunga (Incorporated)	Hastings Community Arts Centre Programme, Exhibitions, Performances, Activities and Advice	MY $178,000	$214,055
011	Age Concern Havelock North	Community Christmas Day lunch	SY $10,000	$10,000
012	Heretaunga Women's Centre	Heretaunga Women's Centre - Organisational running costs	SY $20,000	$20,000
013	Hawke's Bay Digital Archives Trust	Operations of the Knowledge Bank	MY $23,000 SY $12,500	$34,000
~~014~~	~~XX unsubmitted application~~
015	Sustaining Hawke's Bay Trust (Environment Centre)	Sustainability Projects – operations of the Environment Centre	MY $20,000 SY $5,000	$30,000
016	Happenings and Activations Society of Hastings Incorporated	Fringe in the 'Stings	SY $10,000	$30,000
017	Hastings Art & Culture Trust	2021 Edible Fashion Awards & Associated Schools / Youth Outreach Programmes	SY $8,000	$22,000
018	Sport Hawke's Bay	Activating the Hastings Community	MY $75,000	$85,000
019	Re-Source	Multi Year Operational Costs	SY $10,000	$145,207
~~020~~	~~Pakistan and Friends Hawke’s Bay Association~~ not eligible	~~Pakistan and Friends Hawke’s Bay Association Incorporated~~		~~$27,305~~
Multi-year Strategic Community Partnership Fund TOTAL REQUEST			MY $474,244 SY $89,500 = $563,744	$864,262
Multi-year Strategic Community Partnership Fund TOTAL AVALIABLE				$559,244

4.3 An application was also received from the Pakistan and Friends Hawke’s Bay Association Incorporated for $27,305. This application was not eligible as the group had not previously received a Single Year Community Grant, they have been advised to apply for the Single Year Community Grant or Community Events funding.

4.4 The applications are confidential and contained in Attachment 1.

4.5 Committee members can view the full application and attachments via their Smarty Grants Login. https://manage.smartygrants.com.au/

5.0 Options – Ngā Kōwhiringa

Option One - Recommended Option - Te Kōwhiringa Tuatahi – Te Kōwhiringa Tūtohunga

5.1 is for the Community Grants Subcommittee to review the applications for the Multi-year Strategic Community Partnership Fund, consider the officer comments and applicant presentations against the criteria and allocate the whole of the grant funding within the budget allocation of $559,244 per year

Option Two – Status Quo - Te Kōwhiringa Tuarua – Te Āhuatanga o nāianei

5.2 is for the Community Grants Subcommittee to review the applications for the Multi-year Strategic Community Partnership Fund, consider the officer comments and applicant presentations against the criteria, and not allocate the whole of the grant funding within the budget allocation of $559,244 per year

6.0 Next steps – Te Anga Whakamua

6.1 Successful organisations are provided with a contract for service and assigned a Council officer (relationship manager) to work with them to achieve agreed outcomes for the grant awarded.

Attachments:

Multi-Year Community Grant Applications

Confidential in accordance with Section 7 (2) (b) (ii) of the Local Government Official Information and Meetings Act 1987

COP-01-3-7-21-142

Under Separate Cover

Summary of Considerations - He Whakarāpopoto Whakaarohanga

Fit with purpose of Local Government - E noho hāngai pū ai ki te Rangatōpū-ā-Rohe

Link to the Council’s Community Outcomes – Ngā Hononga ki Ngā Putanga ā-Hapori

This proposal promotes the Social wellbeing of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

No known impacts for Tangata Whenua.

Sustainability - Te Toitūtanga

No known impacts for sustainability.

Financial considerations - Ngā Whakaarohanga Ahumoni

Contracts awarded will be for 3 years and will impact the availability of community assistance funds

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision/report has been assessed under the Council's Significance and Engagement Policy as being of low significance.

Consultation – internal and/or external - Whakawhiti Whakaaro-ā-roto / ā-waho

There has been no external consultation.

The Grant round has been open and transparent inviting all community organisations to apply.

Risks

The recommendation being proposed is the best option to ensure an accountable and transparent governance process. Using the established and approved HDC Community Grants processes ensures security of applicants data, supports a fair review process and established monitoring and reporting process.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

There are no implications for Community Boards:

Te Rā Hui: Meeting date:	Thursday, 25 February 2021
Te Wā: Time:	9.00am
Te Wāhi: Venue:	Council Chamber Ground Floor Civic Administration Building Lyndon Road East Hastings
Te Hoapā: Contact:	Democracy and Governance Services P: 06 871 5000 \| E: democracy@hdc.govt.nz
Te Āpiha Matua: Responsible Officer:	General Counsel - Scott Smith

Mematanga: Membership:	Koromatua Chair: Councillor Malcolm Dixon Ngā KaiKaunihera Councillors: Damon Harvey, Eileen Lawson, Simon Nixon (Deputy Chair), Henare O’Keefe, Wendy Schollum, Geraldine Travers and Kevin Watkins Tania Eden - Heretaunga Takoto Noa Māori Standing Committee appointee Transportation Manager, Jag Pannu AND Environmental Consents Manager, Caleb Sutton – for Item 4 Mayor Sandra Hazlehurst (ex-officio)
Tokamatua: Quorum:	3 members
Apiha Matua Officer Responsible:	General Counsel – Scott Smith
Te Rōpū Manapori me te Kāwanatanga Democracy & Governance Services:	Christine Hilton (Extn 5633)

1.0	Apologies & Leave of Absence – Ngā Whakapāhatanga me te Wehenga ā-Hui Apologies from Councillor O'Keefe and Tania Eden have been received. At the close of the agenda no requests for leave of absence had been received.
2.0	Conflict of Interest – He Ngākau Kōnatunatu Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have. This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting. If a Member thinks they may have a conflict of interest, they can seek advice from the General Counsel or the Manager: Democracy and Governance (preferably before the meeting). It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.
3.0	Confirmation of Minutes – Te Whakamana i Ngā Miniti Minutes of the Civic and Administration Subcommittee Meeting held Tuesday 2 February 2021. (Previously circulated)
4.0	Temporary Road Closures - Hastings Street South (1) 5 - 6 March, Tomoana Road 4 - 7 March, Elwood Road and Kenilworth Road 9 - 15 March, Salisbury Road - 21 March, and Hastings Street South (2) - 25 - 26 March 2021	9
5.0	Multi-year Strategic Community Partnership Fund	27
6.0	Minor Items – Ngā Take Iti
7.0	Urgent Items – Ngā Take Whakahihiri

Item 4 Temporary Road Closures - Hastings Street South (1) 5 - 6 March, Tomoana Road 4 - 7 March, Elwood Road and Kenilworth Road 9 - 15 March, Salisbury Road - 21 March, and Hastings Street South (2) - 25 - 26 March 2021
Temporary Road Closures - Checklists and Maps - Hastings St 5 - 6 March, Tomoana Rd 4 - 7 March, Elwood Rd and Kenilworth Rd 9 - 15 March, Salisbury Rd 21 March and Hastings St 25 - 26 March 2021	Attachment 1