Agenda of Civic Development Subcommittee Meeting

A Subcommittee of the Performance and Monitoring Committee.

Fields of Activity

The Civic Development Subcommittee is responsible for making delegated decisions and advising the Performance 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.

· Assisting Council by remaining cognisant of activities in the Community that deliver improved wellbeing and safety outcomes and advising Council how it can appropriately enable these activities.

· Providing guidance and oversight to Council Officers in the delivery of Council safety and security investments & initiatives to improve community wellbeing and sense of feeling safe and welcome.

· Providing guidance and oversight to Council Officers in the delivery of major Council civic development capital projects (projects as assigned to the Subcommittee).

· Providing comprehensive six monthly (and as required) Council civic development capital project progress reports to the Performance and Monitoring Committee.

· Providing guidance and oversight to Council Officers in the delivery of major Council and Council enabled Events.

Providing guidance and oversight to Council Officers in the active promotion of Hastings as a Visitor Destination.

Membership

· 8 Councillors.

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

· 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 Licensing Committee.

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

· The Group Manager: Asset Management (currently seconded to the role of Group Manager: Infrastructure) 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 Subcommittee is making a decision on applications for temporary closure of roads.

· The Environmental Consents Manager to be a member only when the Subcommittee 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 Subcommittee is making a decision on appointments to the Te Mata Park Trust Board.

· The Chief Financial Officer to be a member only when the Subcommittee is making a decision on appointments to the boards of any Council Controlled Organisations.

· Chair appointed by Council.

· 2 Youth Council Members appointed by Council (non-voting)

Quorum

a) A minimum of 3 members - for Subcommittee meetings where the agenda items only address proposed temporary road closure applications (when there are no submitters).

b) A minimum of 5 members for all other meetings of the Subcommittee.

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.

Te Rārangi Take
Order of Business

1.0	Apologies – Ngā Whakapāhatanga Apologies from the Environmental Consents Manager, Caleb Sutton and Transportation Manager, Jag Pannu 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 Development Subcommittee Meeting held Thursday, 22 May 2025. (Previously circulated)
4.0	Single-year Community Grants 2025-2026 Attachment 2 to this report is confidential in accordance with the Local Government Official Information and Meetings Act 1987 Section 7 (2) (a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person, and also Section 7 (2) (h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.	9
5.0	Temporary Road Closures – Motor Sport Event Gimblett Road, on Sunday, 8 June 2025	17
6.0	Civic Development Subcommittee Report Vibrancy Fund Applications - June 2025 Attachment 2 to this report is confidential in accordance with the Local Government Official Information and Meetings Act 1987 Section 7 (2) (b) (ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely to unreasonably prejudice the commercial position of the person who supplied or who is the subject of the information, and also Section 7 (2) (h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.	23
7.0	Minor Items – Ngā Take Iti
8.0	Urgent Items – Ngā Take Whakahihiri
9.0	Recommendation to Exclude the Public from Item 10	31
10.0	Procurement Methodology for Upgrade Work

Tuesday, 3 June 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic Development Subcommittee Meeting

Te Rārangi Take
Report to Civic Development Subcommittee

Nā:

From:

Emma Morgan, Community Strategies Manager

Anna Petro, Community Grants & Partnerships Advisor

Te Take:

Subject:

Single-year Community Grants 2025-2026

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Civic Development Subcommittee on the 2025/2026 Single-year Community Grant round allocations.

1.2 There are 80 applications for the Subcommittee to assess with a total request of $819,793.39. Officers are working with one applicant on their legal status.

1.3 There is $185,000 available for Single-year Community Grants in Council’s 2024-2034 Long Term Plan.

1.4 This report concludes by recommending that the Single-year Community Grant funds be allocated to those applicants assessed by the Subcommittee as having the highest merit and alignment to the Contestable Grants, Sponsorship and Funding Framework and Policy 2023-2026.

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee receives the report titled Single-year Community Grants 2025-2026, dated 3 June 2025.

B) That the Subcommittee reviews the applications to the 2025-2026 Single-year Community Grant funding round; and

C) That the Subcommittee allocates the 2025-2026 budget allocation of $185,000 to those applications which it considers will best assist Council to achieve its desired community outcomes.

D) That the Subcommittee endorses the separate allocation from the Community Assistance budget of up to $9,500 to the NZ Police for the annual primary schools’ Road Patrol trip to Splash Planet for 2025/2026 and 2026/2027, noting that the grant will be reviewed in 2027.

3.0 Background – Te Horopaki

Single-year Community Grants

3.1 The Single-year Community Grant fund provides up to $15,000 funding for new ideas that meet one of the following key priority areas:

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

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

· Promoting happy, healthy and active communities.

3.2 Grants are for one year only and available from 1 July 2025.

3.3 Applications for the 2025-2026 round opened on 24 March 2025 and closed on 24 April 2025.

3.4 There is $185,000 available for allocation in this year’s funding round. This is comprised of $165,000 from the contestable grant budget and $20,000 from the youth services budget. The youth funding has previously been allocated by staff, but to improve transparency and equity it will now be allocated through the Single-year Community Grant process. It is ring-fenced for applications that align with the Ka hao te Rangatahi Hastings Youth Strategy 2022 - 2027. Any applications not funded by the youth services budget may then be reconsidered for funding alongside the remaining Single-year Community Grant applications.

3.5 There has been a noticeable increase in applications for the Single-year Community Grants over recent years. A total of 80 applications, requesting $819,793.39, were received for the 2025–2026 funding round, up from 61 in 2024–2025 and 52 in 2023–2024, highlighting a growing demand for community support through this fund.

3.6 26 applicants were funded last year with $126,000 being funded from the contestable grants budget and 16 being funded from the Mayoral Relief Fund with a total of $171,252. A total of $297,252 was paid on Single Year Grants.

3.7 Council officers have assessed all 2025–2026 applications for eligibility and alignment against the Contestable Grants, Sponsorship and Funding Framework and Policy 2023 – 2026 (Attachment 1).

3.8 79 applications are eligible and fit within the scope of the grant. Officers are working with one group whose legal status is yet to be confirmed. A summary of applications is below. The full applications are confidential and are contained in a Public Excluded (Confidential) attachment document (Attachment 2). Subcommittee members can also view the full application and attachments via their Smarty Grants Login. https://manage.smartygrants.com.au/

3.9 Of the 80 applications, 5 also align with the Vibrancy Fund criteria, so they have been transferred to that fund. If any of the transferred applications are unsuccessful for Vibrancy funding, they may be reconsidered for Single-year Community Grant funding. 12 applications have been ring-fenced for the youth budget.

3.10 One application was submitted late as it was originally considered for the Waste Minimisation Large Projects Fund. It did not meet that fund’s criteria so was accepted to the Single-year Community Grants round for reconsideration.

3.11 31 of the 2025-2026 applicants were funded last year through the Single-year and Mayoral Relief Grants.

Multi-year Community Grants

3.12 6 of the applicants are currently receiving a Multi-year Community Grants. In total there are 27 Multi-year Community Partnership Grants committed to in the 2025-2026 budget. These three-year funding agreements started in July 2024 and end in June 2027. For reference these are below:

2024/27 Multi-year Strategic Community Partnership Fund – These contracts are NOT up for renewal this year.		Allocation
Arts Inc Heretaunga	Operational expenses of the Hastings Community Arts Centre	$ 178,000.00
Surf Life Saving New Zealand	Summer Beach Lifeguards - Surf Life Saving New Zealand	$ 75,000.00
Sport Hawke’s Bay	Activating the Hastings Community	$ 70,000.00
Community Connect Trust	Kuhu Mai (homeless support hub)	$ 55,388.00
Nourished for Nil	Nourishing the Hawke's Bay Community	$ 40,000.00
Hastings Citizens Advice Bureau Incorporated	Citizens Advice Bureau Office Hastings	$ 40,000.00
Hawke's Bay Digital Archives Trust	Knowledge Bank - Operational Costs	$ 30,000.00
Havelock North Function Centre	Providing ongoing service to the community.	$ 25,000.00
Re-Source	Operational expenses	$ 25,000.00
Heretaunga Women’s Centre Incorporated	Heretaunga Women’s Centre	$ 25,000.00
Radio Hawke’s Bay	Radio Hawke’s Bay - Community Radio	$ 20,000.00
Ātea a Rangi Educational Trust	Ātea a Rangi Trust, Ngā tohu o te tau hou - Matariki week-long event	$ 20,000.00
Family Violence Intervention and Prevention	Support for Hastings Safe House	$ 20,000.00
Hawke’s Bay Youth Trust	Hawke’s Bay Youth Trust - Schools Programme (Giants Boxing)	$ 15,000.00
Age Concern Hawke's Bay Inc.	Social Connection and Welfare Programmes	$ 15,000.00
Flaxmere Baptist Church Community Trust	Hastings District Christmas Cheer Appeal	$ 12,000.00
Flaxmere Boxing Academy	Flaxmere Boxing Academy	$ 10,000.00
Orokohanga Music Trust	Orokohanga Music Trust	$ 10,000.00
Pregnancy Help Hastings and Napier	Empowering and supporting wāhine hapū and whānau in our community	$ 10,000.00
Sustaining Hawke's Bay Trust	Sustainable HB Programme - Operational expenses	$ 10,000.00
Graeme Dingle Foundation Hawke's Bay	Activating Youth Potential	$ 10,000.00
Wellness Riders	Youth Skate Empowerment Programme	$ 10,000.00
Big Brothers Big Sisters of Hawke's Bay	Professionally supported one-to-one mentoring for youth	$ 10,000.00
Napier Family Centre	Expansion of service for Hastings District residents	$ 10,000.00
Peoples Advocacy Society Inc	Operating costs - Hasting Office	$ 7,000.00
Christian Love Link Napier Hastings Inc	Operating costs - Hastings Area	$ 3,000.00
Biodiversity Hawke’s Bay	Environmental Enhancement Programme	$35,000.00
	Total	$ 790,388.00

3.13 Note that the funding for Biodiversity Hawke’s Bay was allocated through the LTP, not the Multi-year Community Grants round. For transparency and equity, it has been brought into the Multi-year Community Grant fund.

Other Community Grants

3.14 The annual primary schools’ Road Patrol Splash Planet Trip is administered by the NZ Police and has previously been subsidised by Council’s transport team through New Zealand Transport Authority funding. As this funding is no longer available, the 2025 and 2026 trips will be subsidised through the Community Assistance budget and be reviewed in 2027. The $9,500 funding for this programme is a separate allocation within the Community Assistance budget and independent to the single and multi-year contestable grants budgets.

3.15 This grant is independent from the other contestable grants because government entities are ineligible for those funds under the Contestable Grants and Funding Framework and Policy 2023-2026.

4.0 Discussion – Te Matapakitanga

4.1 The objective of the Single-year Community Grants is for the development and delivery of new community services or projects.

4.2 Evidence of planning and budgets are required as part of the applications.

4.3 Eligible applicants will primarily be community (not-for-profit, charitable and voluntary) organisations with a formal legal structure. Groups with no formal structure can only apply for funding under a nominated umbrella organisation. Council welcomes social enterprises and commercial entities, but they must be delivering outcomes for our communities, with the majority of profits/surplus reinvested in the fulfilment of the mission.

4.4 A new assessment system was introduced for the 2025–2026 funding round to enhance the prioritisation of applications against the established criteria and to better identify those that may be more appropriately aligned with other HDC grant programs. This may result in a more targeted and efficient allocation of funding.

4.5 As with previous years, all applicants have been given the opportunity to present to the Subcommittee. 44 applicants will present to the Subcommittee on 3 June 2025. A speaking list is attached as Attachment 3.

4.6 Applicants will be advised of the outcome of their applications following the completion of the Subcommitte’s deliberations and allocations of available funding.

5.0 Options – Ngā Kōwhiringa

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

The Civic Development Subcommittee reviews the applications for the 2025-2026 Single-year Community Grant funding round, considers the officer assessment and applicant presentations against the criteria of the Contestable Grants, Sponsorship and Funding Framework and Policy 2023-2026, and allocates the whole of the grant funding within the 2025-2026 budget allocation of $185,000.

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

The Civic Development Subcommittee reviews the applications for the 2025-2026 Single-year Community Grant funding round, considers the officer assessment and applicant presentations against the criteria of the Contestable Grants, Sponsorship and Funding Framework and Policy 2023-2026, and does not allocate the whole of the grant funding within the 2025-2026 budget allocation of $185,000.

6.0 Next steps – Te Anga Whakamua

6.1 Funding agreements will be established for successful organisations.

6.2 Grant payments will be available from 1 July 2025.

Attachments:

1 ⇨

Contestable Grants, Sponsorship and Funding Framework and Policy 2023 - 2026

CG-17-14-00468

Under Separate Cover

2025-2026 Single Year Community Grant Application Summary

Confidential in accordance with Section 7 (2) (a),Section 7 (2) (h) of the Local Government Official Information and Meetings Act 1987

CG-17-14-00469

Under Separate Cover

3 ⇩

Speaking list Single Year Grants 2025

CG-17-14-00467

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.

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

There are likely to be positive impacts for tangata whenua. Some of the applications identify specific outcomes for Māori.

Sustainability - Te Toitūtanga

Some of the applications identify a sustainability focus.

Financial considerations - Ngā Whakaarohanga Ahumoni

The funding envelope is budgeted within the 2024 – 2034 LTP.

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

This grant round has been open and transparent, inviting all eligible community organisations to apply. Internal consultation has occurred across Council to inform the assessment process.

Risks

Risks are mitigated through a fair and transparent, contestable process, guided by the Contestable Grants, Sponsorship and Funding Framework and Policy 2023-2026.

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

Funding applications apply to communities across the District, urban and rural.

Tuesday, 3 June 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic Development Subcommittee Meeting

Te Rārangi Take
Report to Civic Development Subcommittee

Nā:

From:

Cat Hancock, Network Controls Manager

Te Take:

Subject:

Temporary Road Closures – Motor Sport Event Gimblett Road, on Sunday, 8 June 2025

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain a decision from the Civic Development Subcommittee regarding the following temporary road closures as requested below. These requests arise from the need to inform and gain the approval of Hastings District Council (“the Council”) in order to comply with the legal process to temporarily close the roads listed below:

Temporary Road Closure – for the Hawke’s Bay Car Club to hold a motor sport event on Gimblett Road, for the full length of the road, however residents will have access to their properties when it is safe to do so, assisted by marshalling staff, on Sunday, 8 June 2025. The road closure will be between 9:00am and 5:00pm. The purpose of the road closure is for to hold a motor sport event (quarter mile sprint).

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

1.3 As part of the notification process for the proposed temporary road closures, representatives have/will visit each of the persons deemed to be affected by the proposed closures. This is an important part of each proposed temporary road closure and is undertaken by the respective applicant involved. Details of the consultation undertaken in regard to the above proposed temporary road closures are set out under the consultation section of this report.

Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee receive the report titled Temporary Road Closures – Motor Sport Event Gimblett Road, on Sunday, 8 June 2025.

B) That the Civic Development Subcommittee approve the following temporary road closures subject to no submissions or objections having been received in respect of the applications:

i. Gimblett Road, for the full length of the road, on Sunday, 8 June 2025. The road closure will be between 9:00am and 5:00pm. The purpose of the road closure is for to hold a motor sport event (quarter mile sprint).

Subject to the following conditions to be complied with to the satisfaction of the Group Manager: Infrastructure (Formerly Group Manager: Asset Management):

i. The event is to be conducted in accordance with the New Zealand Transport Agency Code of Practice Temporary Traffic Management (CoPTTM).

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

iii. The Traffic Management Plan 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 organiser.

vi. Emergency Services are contacted regarding the holding of this event 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 the temporary road closure.

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.

2.0 Background – Te Horopaki and Discussion – Te Matapakitanga

2.1 This part of the report sets out the number of times each road affected by the proposed event and temporary road closure, has been closed in this calendar year and the average estimated daily traffic counts on this road, being:

· The Hawke’s Bay Car Club motor sport event on Gimblett Road, for the full length of the road, on Sunday, 8 June 2025. This will be the first temporary closure of this section of road during the 2025 calendar year. (The average estimated daily traffic count on this road is 35 vehicles).

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

2.3 The Traffic Management Plan (TMP) is to be submitted to the Hastings District Council and the TMP will be approved for implementation, subject to the temporary road closure application being approved.

2.4 A temporary road closure checklist, set out under the consultation section of the report, details the necessary items that the event organiser needs to submit as part of their application for the above proposed temporary road closure.

2.5 A GIS map showing the extent of the proposed temporary road closure is attached (Attachment 1).

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

3.0 Options – Ngā Kōwhiringa

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

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

Temporary road closure options listed below:

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

· Advantages: The event can proceed and contribute to the safe use of roading within the district for the proposed event.

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

· Option B: Do not approve the temporary road closure detailed above.

· Advantages: Traffic will not be impeded.

· Disadvantages: The proposed event may need to be cancelled.

4.0 Next steps – Te Anga Whakamua

4.1 See above for options related to the proposed temporary road closure.

Attachments:

1 ⇩

Gimblett Road - attachment 08062025 updated

CG-17-14-00474

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

There are no known impacts for Māori above and beyond the general community population.

Sustainability - Te Toitūtanga

There are no known impacts for sustainability.

Financial considerations - Ngā Whakaarohanga Ahumoni

The advertising cost for these events is being met by the organiser of the event: the HB Car Club.

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

The organiser of the proposed event has been in contact with affected parties/residents. They advise that no issues have been raised to date regarding the above proposed temporary road closure.

Documents received in regard to the application are set out at the end of this section.

The proposed temporary road closure has been posted on the Council website and formal public notification were published in the Hawke’s Bay Today newspaper on Saturday, 17 May 2025 to close on Friday, 30 June 2025 at 4:00pm (it is noted that the closure date in the advertisement was an error and should have read Friday, 30 May 2025. This will be corrected in a subsequent advertisement):

If the road closures are approved, final formal public notification will be published in the Hawke’s Bay Today newspaper on the weekend following the Subcommittee meeting.

Items received: Gimblett Road

Quarter Mile Sprint Event

Road Closure application Yes

Traffic Management Plan Yes

Road Bond N/A

Resident Visiting Form Yes

Event Safety plan Yes

Risks

Opportunity: To seek temporary road closures for the purpose of a Motor Sport Event:

REWARD – Te Utu

RISK – Te Tūraru

Following an assessment of the risks involved in holding an event of this type organisers have applied for a temporary road closure to ensure the safety of the public.

Safety (public)

Rural Community Board – Te Poari Tuawhenua-ā-Hapori

There are no implications for the Rural Community Board:

Tuesday, 3 June 2025

Te Hui o Te Kaunihera ā-Rohe o Heretaunga

Hastings District Council: Civic Development Subcommittee Meeting

Te Rārangi Take
Report to Civic Development Subcommittee

Nā:

From:

Jeff Clews, Public Spaces Planner - Asset

Te Take:

Subject:

Civic Development Subcommittee Report Vibrancy Fund Applications - June 2025

1.0 Executive Summary – Te Kaupapa Me Te Whakarāpopototanga

1.1 The purpose of this report is to obtain decisions from the Civic Development Subcommittee regarding the allocation of grants from the Vibrancy Fund, for Round 1 of the Vibrancy Fund.

1.2 The Vibrancy Fund is open to groups of individuals to apply for events or activations in the City Centre, this may include festivals, music, interactive installations, and art typically of a temporary nature.

1.3 The aim of the fund is to support activities which have a positive impact on the community in the and encourages people to spend time in the City Centre. A copy of the funding criteria is attached to this report.

1.4 This report related to the allocation of funding for financial year 2025/26.

1.5 This report recommends that funds be allocated to the applications assessed by this Subcommittee as best achieving the purposes of the Vibrancy Fund.

1.6 Further resolution is sought for Round 2 due to the election cycle

2.0 Recommendations - Ngā Tūtohunga

A) That the Civic Development Subcommittee Meeting receive the report titled Civic Development Subcommittee Report Vibrancy Fund Applications - June 2025 dated 3 June 2025.

B) That the Subcommittee consider the applications for the Vibrancy Fund against the criteria and allocates funds to those applications that best achieve the purposes of the fund with the funding available (total available $25,000)

C) That the Subcommittee recommend that Council delegate to the Chief Executive the authority to allocate funding in regard to applications received for Round 2 of the Vibrancy Fund, as this funding round will fall during the period following the election and prior to the committee structure for the new triennium being put in place.

3.0 Background – Te Horopaki

3.1 $50,000 is available each financial year for the delivery of vibrancy activations or events in the city centre by members of the community. This funding is split into two rounds of approximately $25,000 each (if more is spent in Round 1 then Round 2 is adjusted accordingly): Round 1 for delivery within the six months 1 July to 31 December; and Round 2 for delivery within the six months 1 January to 30 June.

3.2 $50,000 is available for the 2025/26 financial year with a recommended allocation of $25,000 available in Round 1.

3.3 The current applications being considered in this report are for Round 1 of the 2025/26 financial year, for projects to be delivered in the period from 1 July to 31 December 2025.

3.4 10 applications have been received that Vibrancy Fund Criteria for this funding round totalling $90,237 (as set out in Attachment 2). These are attached in a separate Public Excluded (Confidential) attachment document.

3.5 To be eligible for funding, groups or individuals need to show how their project fits with one or more of the priorities below (summarised from the application form):

1. Aligns with the Hastings District Council Toi-Tu framework.

2. Supports the local creative community.

3. Promotes happy, healthy, and active communities.

4.0 Discussion – Te Matapakitanga

4.1 This round of funding was advertised over social media channels, reviewing other grant applications and through other arts networks connections.

4.2 The 10 complying applications for this funding round are attached in a separate public excluded (confidential) document (Attachment 2). One of the applications was received after the closure of the application and has been included for consideration due to an applicant’s previous successful event.

4.3 Any funds not allocated can be used at Officers discretion, where proposals continue to meet the above priorities. Officers request direction from the Civic Development Subcommittee on how this funding may be used and that this direction be attached as a recommendation.

4.4 A table showing the applications alignment to the Toi-Tū strategy (as assessed by the applicants) is attached (Attachment 3).

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

4.6 Officers will present a summary of the applications at the meeting.

4.7 Application for Round 2 of the Vibrancy Fund opens in October, applications cover the period 1^st January 2026 to 31^st June 2026. Given the timeframes of the election, it is probable that a Civic Development Subcommittee will not meet before the funding timeframe. For this reason, officers have recommended delegation be given to the Chief Executive for Round 2 of the Vibrancy Fund.

5.0 Options – Ngā Kōwhiringa

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

5.1 That the Civic Development Subcommittee consider the applications for the Vibrancy Fund against the criteria and allocate funds to those applicants who best achieve the purposes of the Vibrancy Fund, from the total funding available of $25,000.

5.2 Officers are suggesting that the Civic Development Subcommittee recommend that Council delegate to the Chief Executive the authority to allocate funding in regard to applications received for Round 2 of the Vibrancy Fund, as this funding round will fall during the period following the election and prior to the committee structure for the new triennium being put in place (as per Recommendation C) above).

5.3 This Officers will then present a subsequent report to a later Council meeting that will note the recommendation and at that time ask the Council for a formal direction to delegate authority for the Chief Executive to allocate funding in regard to applications received for Round 2 of the Vibrancy Fund as outlined above.

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

5.4 That the Civic Development Subcommittee review the applications for funding from the Vibrancy Fund, consider the applications against the criteria and not allocate the total requested from the funding available of $25,000.

5.5 The Civic Development Subcommittee do not endorse that Council give the Chief Executive the delegation to allocate Round 2 of the Vibrancy Fund.

6.0 Next steps – Te Anga Whakamua

6.1 All applicants will be contacted following the meeting and advised of the outcome of the Subcommittee’s decision regarding their respective application.

6.2 A report will be taken to Council asking to delegate authority to the Chief Executive to allocate funding in regard to applications received for Round 2 of the Vibrancy Fund.

6.3 Officers note that any funds not uplifted from either Round 1 or 2 may be used at the discretion of the Open Spaces Planning Manager for opportunities that arise to create or enhance vibrancy in the city centre.

Attachments:

1 ⇩

City Centre Vibrancy Fund Criteria

PRJ17-140-0222

Vibrancy Fund - Smartygrant Report June 2025

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

PRJ17-140-00235

Attachments Volume 2

3 ⇩

Toi Tū Alignment

PRJ17-140-00236

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 cultural and social wellbeings of communities in the present and for the future.

Māori Impact Statement - Te Tauākī Kaupapa Māori

There are likely to be positive impacts for Tangata Whenua, alongside benefits for the wider community.

Sustainability - Te Toitūtanga

Applicants are encouraged to refer to and implement sustainable practice where applicable and practicable as detailed in the Toi-tu framework.

Financial considerations - Ngā Whakaarohanga Ahumoni

These applications are to be funded from this year’s Vibrancy Fund. The current balance is $23,050 and only funding up to that amount can be considered.

Significance and Engagement - Te Hiranga me te Tūhonotanga

This decision 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 except that 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 Vibrancy Fund 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 the Rural Community Board.

Te Rā Hui: Meeting date:	Tuesday, 3 June 2025
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:	Group Manager: Community Wellbeing & Services - Rebekah Dinwoodie

Item 4 Single-year Community Grants 2025-2026
Speaking list Single Year Grants 2025	Attachment 3

Item 5 Temporary Road Closures – Motor Sport Event Gimblett Road, on Sunday, 8 June 2025
Gimblett Road - attachment 08062025 updated	Attachment 1

Item 6 Civic Development Subcommittee Report Vibrancy Fund Applications - June 2025
City Centre Vibrancy Fund Criteria	Attachment 1

Item 6 Civic Development Subcommittee Report Vibrancy Fund Applications - June 2025
Toi Tū Alignment	Attachment 3